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01-20-2021 Council Agenda Packet
Saratoga City Council Agenda – January 20, 2021 – Page 1 of 8 SARATOGA CITY COUNCIL REGULAR MEETING JANUARY 20, 2021 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 Closed Session by: 1. Using the Zoom website https://us02web.zoom.us/j/88978613983 or App (Webinar ID 889 7861 3983) 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 (889 7861 3983), 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/83032780814 or App (Webinar ID 830 3278 0814) 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 (830 3278 0814), 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/83932496944 or App (Webinar ID 839 3249 6944) 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 (839 3249 6944), 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 (839 3249 6944), 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 839 3249 6944), 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. Saratoga City Council Agenda – January 20, 2021 – Page 2 of 8 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. CLOSED SESSION Members of the public can view and participate in the Closed Session by: 1. Using the Zoom website https://us02web.zoom.us/j/88978613983 or App (Webinar ID 889 7861 3983) 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 (889 7861 3983), and pressing *9 to raise their hand to speak on an agenda item when directed by the Mayor. CONFERENCE WITH LEGAL COUNSEL—EXISTING LITIGATION (Pursuant to Government Code Section 54956.9(d)(1) ) Shevertalova v. Monte Sereno et. al. (Santa Clara County Case No. 19CV348222) Claim of Ruentien Lu Claim of Timothy Hurley 6:00 P.M. STUDY SESSION Members of the public can view and participate in the Study Session by: 1. Using the Zoom website https://us02web.zoom.us/j/83032780814 or App (Webinar ID 830 3278 0814) 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 (830 3278 0814), and pressing *9 to raise their hand to speak on an agenda item when directed by the Mayor. Saratoga City Council Agenda – January 20, 2021 – Page 3 of 8 Review of Mission Statement & Statement of Values Recommended Action: Review the Mission Statement and Statement of Values; and direct staff accordingly. Review of City Council’s Strategic Goals Recommended Action: Review the City Council’s Strategic Goals document and direct staff accordingly. 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/83932496944 or App (Webinar ID 839 3249 6944) 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 (839 3249 6944), 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 (839 3249 6944), 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 839 3249 6944), 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 January 15, 2021. REPORT FROM CLOSED SESSION 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 CEREMONIAL ITEMS Appointment of Heritage Preservation Commissioner Recommended Action: Approve the resolution appointing 1 member to the Heritage Preservation Commission and direct the City Clerk to administer the Oath of Office. Saratoga City Council Agenda – January 20, 2021 – Page 4 of 8 1. CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted on in one motion, unless removed by the Mayor or a Council Member. Any member of the public may speak on an item on the Consent Calendar at this time, or request that the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. 1.1. City Council Meeting Minutes Recommended Action: Approve the City Council minutes for the Special City Council Meeting on December 15, 2020 and the Regular City Council Meeting on December 16, 2020. 1.2. Review of Accounts Payable Check Registers Recommended Action: Review and accept check registers for the following accounts payable payment cycles: 12/16/2020 Period 6; 01/06/21 Period 7; and 01/12/21 Period 7: 1.3. Treasurer’s Report for the Month Ended November 30, 2020 Recommended Action: Review and accept the Treasurer’s Report for the month ended November 30, 2020. 1.4. Annual SB 165 Special Tax & Bond Accountability Annual Report Recommended Action: City Council to receive and file the annual report on the Arrowhead Community Facility District (CFD) bond debt, in compliance with the Local Agency Special Tax and Bond Accountability Act. 1.5. Resolution Authorizing Final Disposition of Certain City Records Recommended Action: Adopt resolution authorizing final disposition of certain city records. 2. PUBLIC HEARING None 3. GENERAL BUSINESS 3.1. AB1600 Development Impact Fee Report Recommended Action: Review and accept the annual AB1600 Development Impact Fee report for the fiscal year ended June 30, 2020. 3.2. Village Parking District 4 Conceptual Improvement Plan Recommended Action: 1.Authorize the City Manager to execute a contract with BKF Engineers in the amount of $27,358. 2.Authorize City Manager to execute a change order up to $2,735.80. Saratoga City Council Agenda – January 20, 2021 – Page 5 of 8 3.3. Amended Contract with Fehr and Peers Transportation Consultants for the Safe Routes to School Master Plan Project Recommended Action: 1.Authorize the City Manager to execute an amended contract with Fehr and Peers for development of a Safe Routes to School Master Plan to expand the agreement scope to include community engagement and feedback and increase the contract amount by $22,568 for a total contract amount of $88,516. 2.Authorize a contingency for change orders to the contract up to $8,800. 3.4. Acceptance of Local Early Action Planning (LEAP) Grant Award and Budget Amendment Recommended Action: Approve the attached resolution for budget adjustments to the FY 2020/21 Capital Budgets in the amount of awarded Grant Funds. 3.5. City Council 2021 Meeting Schedule Recommended Action: Provide direction to staff regarding the City Council’s 2021 meeting schedule; and authorize the City Manager to reinstate any cancelled meeting with 72 hours’ notice if any urgent items arise. COUNCIL ASSIGNMENTS Mayor Yan Zhao Association of Bay Area Governments Cities Association of Santa Clara County-City Selection Committee Cities Association of Santa Clara County-Legislative Action Committee Cities Association of Santa Clara County Council Finance Committee Valley Transportation Authority (VTA) Policy Advisory Committee VTA State Route 85 Corridor Policy Advisory Board West Valley Mayors & Managers West Valley Sanitation District Vice Mayor Tina Walia Council Finance Committee KSAR Community Access TV Board Saratoga Area Senior Coordinating Council (SASCC) Silicon Valley Clean Energy Authority Board of Directors Saratoga Ministerial Association 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 Council Member Kookie Fitzsimmons Chamber of Commerce Hakone Foundation Board Saratoga City Council Agenda – January 20, 2021 – Page 6 of 8 Santa Clara County Housing and Community Development (HCD) Council Committee Saratoga Public Art Committee Council Member Mary-Lynne Bernald Hakone Foundation Board & Executive Committee Santa Clara/Santa Cruz Airport/Community Roundtable Saratoga Public Art Committee Saratoga Historical Foundation 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 January 15, 2021 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 15th day of January 2021 at Saratoga, California. Debbie Bretschneider, CMC, City Clerk In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda, copies of materials distributed to the City Council concurrently with the posting of the agenda, and materials distributed to the City Council by staff after the posting of the agenda are available on the City Website at www.saratoga.ca.us. Following removal of State and local shelter in place orders these materials will be available for review in the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California. In Compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please contact the City Clerk at debbieb@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. [28 CFR 35.102-35.104 ADA title II] Saratoga City Council Agenda – January 20, 2021 – Page 7 of 8 01/20 6:00 p.m. Retreat Study Session on Strategic Goals, Mission, and Value Statements | 7:00 p.m. Regular Session 01/25 6:00 p.m. Special Meeting – Retreat Study Session on the General Plan Housing Element and Legislative Updates 02/03 5:00 p.m. Traffic Safety Commission interviews | 6:00 p.m. Joint Meeting with Saratoga Ministerial Association | 7:00 p.m. Regular Session 02/17 6:00 p.m. Joint Meeting with SASCC | 7:00 p.m. Regular Session 03/03 03/17 5:00 p.m. Commission Interviews – Planning Commission & Heritage Preservation Commission | 6:00 p.m. Retreat Study Session on Capital Improvement Plan (CIP) Budget Prioritization Process Review | 7:00 p.m. Regular Meeting 6:00 p.m. Joint Meeting with Chamber of Commerce | 7:00 p.m. Regular Session 03/30 6:00 p.m. Commission Work Plan Study Session with Heritage Preservation, Planning, Library, Traffic Safety, and Parks & Recreation Commissions in Senior Center. 04/07 6:00 p.m. Study Session on Mayoral Rotation Policy | 7:00 p.m. Regular Session 04/21 04/27 6:00 p.m. Joint Meeting with Planning Commission | 7:00 p.m. Regular Session 6:00 p.m. Special Meeting – Study Session on Fiscal Year 2021/22 Budget 05/04 5:00 p.m. Special Meeting – Commission Interviews – Youth Commission (time tentative) 05/05 6:00 p.m. Joint Meeting with Montalvo Arts | 7:00 p.m. Regular Session 05/19 6:00 p.m. Joint Meeting with Board of Supervisor Joe Simitian | 7:00 p.m. Regular Session 06/02 5:30 p.m. Joint Meeting with Saratoga Neighborhoods & Neighborhood Watch, Joan Pisani Community Center, Multipurpose Room | 7:00 p.m. Regular Session 06/16 5:00 p.m. Joint Meeting with Santa Clara County Fire | 6:00 p.m. Joint Meeting with Silicon Valley Leadership Group | 7:00 p.m. Regular Session 07/07 5:00 p.m. Closed Session | 6:00 p.m. Study Session on E-Communications Policy | 7:00 p.m. Regular Session 07/21 Tentative -No Meeting - Recess 08/04 Tentative -No Meeting - Recess 08/18 5:00 p.m. Closed Session | 6:00 p.m. Joint Meeting with Hakone Board | 7:00 p.m. Regular Session 09/01 5:00 p.m. Commission Interviews – Library& Community Engagement Commission & Parks & Recreation Commission | 6:00 p.m. Joint Meeting with Historical Foundation | 7:00 p.m. Regular Session 09/15 5:00 p.m. Study Session on Rules of Parliamentary Procedure | 6:00 p.m. Joint Meeting with Youth Commission | 7:00 p.m. Regular Session 10/06 5:00 p.m. Joint Meeting with Mountain Winery | 6:00 p.m. Joint Meeting with Sheriff’s Office | 7:00 p.m. Regular Session 10/20 6:00 p.m. Joint Meeting with West Valley – Mission Community College District Board of Trustees | 7:00 p.m. Regular Session 11/03 5:30 p.m. Joint Meeting with Saratoga Schools | 7:00 p.m. Regular Session 11/17 5:00 p.m. Joint Meeting with Los Gatos Saratoga Recreation | 6:00 p.m. Joint Meeting with State Senator Dave Cortese | 7:00 p.m. Regular Session CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2021 Saratoga City Council Agenda – January 20, 2021 – Page 8 of 8 12/01 5:00 p.m. Commission Interviews – Heritage Preservation Commission & Traffic Safety Commission | 6:00 p.m. Joint Meeting with Assembly Member Low | 7:00 p.m. City Council Reorganization | Regular Session 12/15 6:00 p.m. Study Session on City Council Norms | 7:00 p.m. Regular Session SARATOGA CITY COUNCIL MEETING DATE:January 20, 2021 DEPARTMENT:City Manager’s Department PREPARED BY:Crystal Bothelio, Assistant City Manager SUBJECT:Review of Mission Statement & Statement of Values RECOMMENDED ACTION: Review the Mission Statement and Statement of Values; and direct staff accordingly. BACKGROUND: The City of Saratoga Mission Statement was adopted by the City Council in 1993. The Statement of Values, (originally adopted as the Vision Statement and renamed Statement of Values in 2010), was adopted in 1995. Since then the Mission Statement and Statement of Values have been periodically reviewed and revised the by the City Council. The last review occurred at the 2020 City Council Retreat. Both the Mission Statement and Statement of Values are captured in the introduction of the City’s annual budget, which serves as an overview of the City, its finances, and recent trends. ATTACHMENTS: Attachment A –Mission Statement and Statement of Values 6 Mission Statement & Statement of Values Updated February 28, 2020 MISSION STATEMENT Provide essential municipal services which protect health, safety and welfare, and satisfy the community’s desires to maintain its quality of life while practicing fiscal responsibility. STATEMENT OF VALUES The City of Saratoga strives to maintain a high quality of life for its residents through careful planning and infrastructure maintenance, through activities to build community, and by providing opportunities for extensive citizen participation in community issues. Succinctly, the statement of values for our City is that: Saratoga is a Community…. Where the common good prevails; Where diversity and inclusivity are celebrated; Where the community values, respects, and actively supports the well-being of seniors, families, and people of all abilities; Where neighbors and community members work together for the common good; Where the natural beauty of the City and its hillsides is preserved; Where historic assets are preserved and promoted; Where value is placed on an attractive, well-maintained and well-planned community with a small town, residential atmosphere; Where homes and neighborhoods are safe and peaceful; Where local businesses provide a vibrant presence in the Village and the other commercial areas; Where desirable recreational and leisure opportunities are provided; Where quality education is provided and valued; 7 Mission Statement & Statement of Values – Page 2 Where the arts and cultural activities that serve the community and the region are encouraged; Where government provides high quality, basic services in a cost-effective manner; Where government values community involvement; Where leadership reflects community goals; and Where, because of the forgoing, the residents and the families of Saratoga can genuinely enjoy being a part of and proud of this special community. 8 SARATOGA CITY COUNCIL MEETING DATE:January 20, 2021 DEPARTMENT:City Manager’s Department PREPARED BY:Crystal Bothelio, Assistant City Manager SUBJECT:Review of City Council’s Strategic Goals RECOMMENDED ACTION: Review the City Council’s Strategic Goals document and direct staff accordingly. BACKGROUND: The City Council adopted Strategic Goals in 2012 with accompanying objectives and strategies as the elected representatives of the community.The City Council has periodically reviewed and revised the Strategic Goals document, most recently at the 2020 City Council Retreat. The Council’s Strategic Goals are featured in the introduction section of the annual budget. Additionally, the goals, objectives, and strategies are used to help guide development of department objectives reflected in the annual budget. Each department section within the budget describes how annual objectives relate to the Council’s Strategic Goals. ATTACHMENTS: Attachment A –City Council Strategic Goals 9 City Council Strategic Goals Updated February 28, 2020 1. CITY LEADERSHIP Provide a proactive, responsible, inclusive, respectful, transparent, and trustworthy government dedicated to delivering effective high-quality leadership for the community. a. Responsive and accountable to the community i. Council & staff are available to the community ii. Provide user-friendly communication portals to enhance communication iii. Effective interaction with the community iv. Provide excellent customer service v. Provide proactive communication and engagement with the public b. Effective City Leadership i. Municipal training for new Council Members ii. Provide clear statements of City goals, purpose, and services iii. Establish and observe City Council Norms of Operation c. Organization Performance Management i. Maintain a culture of stewardship and accountability ii. Develop and maintain human capital iii. Measure organizational effectiveness iv. Foster an environment of leadership, teamwork, and innovation v. Provide quality service to all customers both internal and external d. Transparent Government i. Open decision making ii. Readily accessible documentation iii. City representatives abide by rule of law iv. Establish performance measures v. Create documented, fair and transparent processes e. Civic Engagement i. Committees and commissions ii. Support City sponsored community events iii. Cultivate community managed events 10 City Council Strategic Goals, Objectives, & Strategies – Page 2 iv. Engage focus groups for community input v. Support community-based organizations vi. Civic outreach vii. Seek opportunities for public art partnerships f. Community Partnerships i. Provide support to business community ii. Local agency associations and joint ventures (e.g. schools, districts, cities, and County) iii. Non-profit group interaction and support (e.g. faith-based and community services groups) iv. Youth engagement v. Neighborhood community groups vi. Senior groups 2. FISCAL STEWARDSHIP Ensure fiscal responsibility and transparency, proactively seeking opportunities for improvements. a. Strengthen the City’s Fiscal Health and Stability i. Establish responsible, sustainable, and enforceable fiscal policies ii. Establish and uphold effective internal controls iii. Ensure efficient use of assets and resources iv. Utilize long-range decision-making tools v. Fiscal planning: Adopt a structurally balanced fiscal plan that retains the City’s fiscal health, preserves essential services, and implements goals. vi. Timely and accurate financial reporting in compliance with standards and regulations vii. Maintain excellent fiscal status viii. Anticipate economic uncertainties inclusive of CalPERS b. Preserve Essential Services i. Identify core services as budgetary priorities ii. Establish funding nexus where appropriate iii. Control City services expansion 11 City Council Strategic Goals, Objectives, & Strategies – Page 3 c. Effectively Manage Revenue Streams i. Ensure timely, accurate, and efficient collection of receipts ii. Utilize audit practices to ensure collection and funding accuracy iii. Obtain remaining Tax Equity Allocation funding iv. Ensure City user fees are up to date v. Support and advocate state legislation to prevent additional state takeaways vi. Review/update rental leases vii. Identify future/potential revenue opportunities viii. Aggressively pursue grant funding when practicable ix. Limit use of public debt financing d. Expend and Use Fiscal Resources Responsibility i. Program budget development ii. Establish and enforce responsible contract and purchasing policies and limits iii. Timely, accurate, and efficient expenditure practices iv. Ongoing budget review v. Minimize debt service expenditures vi. Protect the City's assets from unauthorized use e. Maintain Fund Balance Reserves i. Establish Fund Balance Reserve Policies which strengthen fiscal viability ii. Develop and adopt conservative balanced budgets iii. Encourage budgetary savings where practicable iv. Identify long-term funding requirements and practices f. Nurture an Environment Which Attracts, Retains, and Expands Economic Opportunities i. Improve business retention and attraction efforts ii. Minimize local business leakage iii. Develop Saratoga brand as unique characteristic iv. Support organizations that promote economic development in the City v. Ensure a balanced community g. Support Externally Funded Community Infrastructure Improvements i. Encourage private industry to enhance utility infrastructure ii. Encourage private industry to enhance technology infrastructure 12 City Council Strategic Goals, Objectives, & Strategies – Page 4 3. PUBLIC SAFETY Provide for a safe and secure community. a. Preservation of Life & Property i. Partner with SCC Fire Department and County Sheriff to ensure the effective enforcement of regulations, codes and law in order to maintain a safe and secure community ii. Manage SCC Sheriff's contract which provides staffing and resources to deliver services that ensure public safety iii. Partner with other public safety groups to maintain funding sources iv. Implement risk management practices to enhance public safety functions v. Provide code enforcement vi. Utilize media for public outreach b. Crime Prevention i. Engage community participation in crime prevention awareness through community forums ii. Establish a Public Safety Task Force to improve crime prevention programs iii. Build relationships with the community through programs like Neighborhood Watch c. Emergency Preparedness i. Prepare and maintain Emergency Operations Plan ii. With SCC Fire Emergency Operations Program, develop staff's emergency readiness iii. Ensure inter-agency / multi-agency coordination iv. Enhance community safety preparations v. Community outreach 4. FACILITY & INFRASTRUCTURE Maintain the City’s facilities and public infrastructure in a safe and sustainable manner to address the functional needs of our residents in a cost-effective manner. a. Excellent street system 13 City Council Strategic Goals, Objectives, & Strategies – Page 5 i. Provide adequate funding to maintain the City’s PCI rating at a minimum of 70 ii. Pursue grant funding for roadway improvements iii. Maintain and improve roadway safety b. Safe, well-functioning, and beautiful roadway infrastructure i. Maintain sidewalks and crosswalks to enhance safety ii. Maintain safe bicycle facilities iii. Maintain storm drain maintenance program iv. Maintain streetlights and signals at safe and efficient operational standards v. Enhance roadway landscaping / beautification vi. Develop storm drain master plan vii. Seek opportunities to increase and enhance accessibility within the City c. Well-maintained, safe parks i. Maintain parks and equipment at a safe and functional level ii. Maintain playground equipment in compliance with industry standards iii. Establish a Park Master Plan for long term sustainability iv. Provide safety and ADA improvements v. Provide well maintained and safe sports fields d. Useful and safe trails and open spaces i. Develop and improve trails throughout the City ii. Develop and improve Quarry property to link to Saratoga-to-Sea trail e. Clean, safe, and pleasant City facilities i. Ensure City facilities are clean, safe, and maintained according to best practices ii. Establish facility and equipment replacement schedule iii. Establish long term plan for replacement and enhancement of facilities iv. Upgrade facilities to be energy efficient and ADA accessible when replacing/remodeling f. Well-maintained vehicles and equipment i. Follow best vehicle and equipment maintenance and replacement practices ii. Ensure proper vehicle and equipment training and usage 14 City Council Strategic Goals, Objectives, & Strategies – Page 6 5. COMMUNITY HERITAGE Honor Saratoga’s heritage by preserving significant historic assets. a. Enhance Policies to Maintain the City's Historic Heritage i. Establish historic point of interest program ii. Maintain a heritage tree program iii. Create a Historic Preservation Handbook iv. Provide annual training for the Historic Preservation Commission on polices & procedures b. Enhance Standards to Maintain Architectural Attractiveness i. Maintain high architectural design standards for new buildings ii. Maintain the small-town, residential atmosphere and charm iii. Provide annual training for the Planning Commission on polices & procedures iv. Strengthen processes to identify and mitigate blighted properties c. Protect Saratoga’s Natural Beauty i. Maintain Tree City USA Status ii. Maintain Hillside Preservation Policies iii. Maintain high standards of improvement and maintenance of City parks 6. COMMUNITY ENRICHMENT Foster a culturally enriched and diverse culture and engaged community. a. Enhance community vibrancy and engagement i. Promote community events ii. Provide City parks and facilities for community use iii. Provide recreation programs to build community connections iv. Promote the community’s diversity through support of cultural events v. Promote public arts vi. Strengthen sense of community and identity through regular communication and engagement b. Enhance & promote quality of life in the community i. Maintain public use places and spaces 15 City Council Strategic Goals, Objectives, & Strategies – Page 7 ii. Deliver high quality and safe recreational, social, educational, and cultural services iii. Develop and strengthen collaborative partnerships to enhance and promote quality of life programs, projects, and services c. Promote health as a community value i. Provide facilities, infrastructure, and opens spaces for physical activities ii. Offer and encourage recreational activities iii. Support stronger tobacco control policies and regulations d. Cultivate organizational and leadership potential in the community i. Publicize community organizations at Council meetings and through City communication channels ii. Provide leadership development roles through City commissions iii. Promote City volunteer programs e. Foster a business-friendly environment i. Support policies and regulations that balance the needs of businesses and residents ii. Encourage family-friendly businesses in the Village f. Strengthen Saratoga as an age friendly city i. Maintain status and continue complying with World Health Organization’s Age-Friendly City network requirements ii. Support improving AARP’s 8 Domains of Livability within the City to help the community be better for people of all ages iii. Honor and respect the generational diversity of the City’s population 7. ENVIRONMENTAL SUSTAINABILITY Proactively support environmental sustainability efforts. a. Protect and optimize the City’s natural resources and environment through sustainable practices i. Identify and integrate responsible environmental policies into land use / planning development ordinances 16 City Council Strategic Goals, Objectives, & Strategies – Page 8 ii. Maintain the City’s forested heritage to promote and sustain semi-rural environment iii. Promote urban parks and forestry projects iv. Integrate drought tolerant / low maintenance practices into City landscaping b. Establish and implement comprehensive, long-range environmental sustainability goals and policies i. Partner with other agencies to address the causes and effects of climate change ii. Lead by example iii. Adopt energy efficiency best practices to reduce consumption c. Embrace environmentally friendly practices i. Establish and follow environmental best practices ii. Integrate energy efficiency practices into facility maintenance iii. Utilize energy efficiency fixtures in City infrastructure iv. Institute energy efficiency policies and practices in equipment and vehicle fleet v. Utilize environmentally sustainable technology where feasible vi. Establish recycling and waste reduction practices vii. Participate in environmental sustainability programs d. Educate the community on environmental issues i. Utilize communication resources to educate the Saratoga community ii. Promote energy efficiency programs iii. Support environmental events e. Reduce the City’s carbon footprint i. Support efforts related to AB 32: (Nunez) The Global Warming Solutions Act of 2006 ii. Migrate vehicle fleet and equipment towards environmentally sustainable options iii. Migrate facility heating systems to non-carbon heating sources, where feasible iv. Participate in Community Choice Energy 17 City Council Strategic Goals, Objectives, & Strategies – Page 9 v. Where appropriate, serve as an early adopter or enabler of technologies that reduce carbon production or greenhouse gas emissions 18 CITY OF SARATOGA Memorandum To: Mayor Zhao & Members of the Saratoga City Council From: Debbie Bretschneider, CMC, City Clerk Date: January 20, 2021 Subject: Written Communications On Non-Agendized Items Written communications addressed to the City Council for the January 20, 2021 meeting on non-agendized items are attached to this memorandum. 19 From: To:Debbie Bretschneider Subject:Public comments for the next City Council meeting Date:Monday, January 4, 2021 9:32:45 PM Attachments:City council suggestions.pdf CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Hi Debbie, Could you, please, add these suggestions (enclosed) as my public comment to one of the next City Council meetings, as not related to the agenda items? Please add them either to the agenda or to the meeting minutes so that they would become public records. I would like to send a link to that document later, once it is published on Saratoga.ca.us, to other Saratoga residents. Many thanks. Best regards, Andrey Tovchigrechko 20 CITY COUNCIL SUGGESTIONS 1. Zoom broadcast during the Covid-19 lockdown has brought many benefits. Many residents began to take part in City Council meetings. For many, especially elderly people, it is difficult to go to the city hall. I ask that even after the lockdown ended, City Council meetings would be broadcast over the Internet in real-time. And residents could call to make public comments. 2. The City Administration is working on many projects, often they last for years. But the City Council and residents find out about them either by accident or when the final version of the project is submitted to the city council. I want to ask for a policy that once a year, the City Staff publishes a complete list of projects in the works— of any stage. This does not mean that the City Council should approve or reject them, but it will know that those projects exist. The structure of the report: the name of the project, the address, and a short description “new project”, “bringing the existing business into compliance”, “developing a policy update” or something else. Once a year this report should be added to the City Council agenda and be available to the public. A typical example is the House winery, which the Administration has been trying to “bring into compliance” since 2009. We have only learned about it by chance, and we do not know how many other similar projects the Staff is working on. They are invisible to the public. 3. Continuing the previous topic. It is right that if the Administration finds out that a business is operating with violations or without permits, it tries to correct the situation and not close the business. But the City Staff should not make such decisions on its own without involvement of the City Council and the public. I suggest adding this to our City policy. “When the City Staff found a violation of the code ordinance from any business, this issue is brought to the City Council. And the City Council decides, specifically, how much time the business can continue to run before obtaining a proper permit. If the permit is not obtained within this period, the business should stop un-permitted operations. It can resume after the proper permits are obtained.” Without this ordinance, we can have a situation when the re is no business motivation to obtain the permit. The House's winery is, again, an excellent example of it. Eleven years the City Staff works to "bring it to compliance". In these years the winery grew so much that it hosted regular concerts and corporate events for 150+ people. 75 parking spaces have been built, an equipped kitchen, a number of unpermitted structures. All these years, while the City Staff worked with the winery, the City Council did not participate. It is still operated without a permit now, and this issue is managed/decided by the city staff, invisible to the public and the public representatives. 4. The City Staff prepares agendas for the City Council meetings, which define topics for discussion. This way, the Council only discusses things that the Staff wants, not what residents or Council members want to discuss. (Under the Brown’s act debates cannot happen outside of the City Council meetings). I ask you to add, please, such a rule. “At the end of each meeting, the Mayor asks the public and the Council members if anyone would like to add something to the next meeting's agenda. The public can make suggestions, and Council members can make suggestions. The Council then votes whether to accept or reject adding them to the next meeting's agenda.” This will allow Council members and the public to change the agenda and discuss topics of public interest. 21 The next few items will focus on the revitalization of the downtown 5. The parklets installed during the lockdown made the main street much more lively, interesting, and attractive. We have been discussing this topic on NextDoor, and a huge number of residents want to make them permanent. https://nextdoor.com/p/XDHLR_wfhWrN Chuck Page indicated that it would be difficult to do, as it needs permission from the state. However, the parklets have been made permanent in forty different locations in San Francisco over the last ten years. Therefore, there must be a way to do the same in Saratoga. The Big Basin street has one lane for traffic in each direction. Parklets do not reduce its throughput. They only take up a number of parking lots on the street, but we have enough other parking spaces. We would really like to make these parklets permanent. The sidewalk on the main street is not very wide, and without parklets, this street ceases to be alive. 6. Starbucks parking is strategically located in the City's most central area. It is small, only for a few cars. I really want to remodel this parking lot. Put movable chairs and tables there, plant a tree, and install a small fountain. This is the place where people will gather. They will drink coffee, talk, and then walk around the city and go to local shops. All Saratoga foot traffic pass through this location. People love to gather around the water and listen to its sound. It would be nice to have four elements in the heart of the City: fire, water, stone, and air. Saratoga has air and stone. The fire is represented by the fire station across the street. The water is missing, and if we add a small fountain, it will be harmonical. 7. The large parking lot across the Big Basin, opposite to the UPS, is problematic. It takes up a large area in the center of downtown. There are shops around it, but people rarely enter them. Because the foot traffic goes along the street, and they don't walk in the parking lot, it is not attractive. On the other hand, we need this large parking lot, because it is almost always at least half full. I thought what to do with it for a long time. And here is what I want to suggest. There is such a technology when the grass is planted on a rubber net. In this case, cars can drive on the grass, but it continues to bloom. https://youtu.be/tCqS5T6b7ZI I want to install this kind of grass in that large parking lot. The sidewalk will remain asphalted, and the parking lot will be covered with grass. Why? Because this is unusual, and people will want to see it, to walk on the grass and go into the shops around. The second reason is, I would like to make it a pilot project. If we can see that this innovative works well, then we can replace some other parking lots in the City with the grass. It will make Saratoga greener. Thirdly, this can become a feature of our City. The newspapers will write about it, and planners from other Cities will come to Saratoga to see it. And this attention will further help the downtown businesses. 22 General Plan Update 8. I am a little embarrassed of the comments I have sent for the General Plan update. But I realized that most people did not understand what was required of them, after I read the comments of other people. The system that the residents read several very technical documents, send public comments once, and not participate in this process anymore is ineffective. First, we didn't know what to do. Second, good results come from a joint discussion. I think it would be great if the interested citizens could gather, perhaps several times, and participate in the work on the project at different stages. This may require educating the residents about what parts of the General Plan are important and why. Then, it would be helpful to see a few alternative solutions, and organize brainstorming sessions. Cheriel Jensen told me that this is how the general plan update was done before. 23 SARATOGA CITY COUNCIL MEETING DATE:January 20, 2021 DEPARTMENT:City Manager’s Department PREPARED BY:Debbie Bretschneider, CMC, City Clerk SUBJECT:Appointment of Heritage Preservation Commissioner RECOMMENDED ACTION: Approve the resolution appointing 1 member to the Heritage Preservation Commission and direct the City Clerk to administer the Oath of Office. BACKGROUND: In September 2020, the City opened a recruitment for two full terms on the Heritage Preservation Commission for terms ending on December 31, 2024 and a partial term that ends December 31, 2023.Applications were accepted until December 9, 2020. A total of 4 applications were received. Interviews were conducted on December 16, 2020. The City Council selected the following applicant to serve on the Commission: Name Commission Term Marie Lopresto Heritage Preservation Commission January 1, 2021 to December 31, 2024 ATTACHMENTS: Attachment A –Resolution of Appointment Attachment B –Oath of Office 24 RESOLUTION NO. 21-___ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING MEMBER TO THE SARATOGA HERITAGE PRESERVATION COMMISSION WHEREAS, two vacancies were created on the Heritage Preservation Commission from the end of their terms of service for Dr. Jo Rodgers and Alexandria Nugent; WHEREAS, the City announced the vacancies in July 2020, accepted applications until November 17, 2020 and the City Council conducted interviews on December 2, 2020, but the Council did not appoint a Commissioner, and a second recruitment accepted applications until December 9, 2020 and the City Council conducted interviews on December 16, 2020; NOW, THEREFORE,the City Council of the City of Saratoga hereby resolves that the following individual is appointed to the following terms: Name Commission Term Marie Lopresto Heritage Preservation Commission January 1, 2021 to December 31, 2024 The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 20 th day of January 2021 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Yan Zhao, Mayor Attest: Debbie Bretschneider, CMC, City Clerk 25 STATE OF CALIFORNIA COUNTY OF SANTA CLARA I, Marie Lopresto, do solemnly swear (or affirm) that I will support and defend the Constitution of the United States and the Constitution of the State of California against all enemies, foreign and domestic; that I will bear true faith and allegiance to the Constitution of the United States and the Constitution of the State of California; that I take this obligation freely, without any mental reservation or purpose of evasion; and that I will well and faithfully discharge the duties upon which I am about to enter. Marie Lopresto, Member Heritage Preservation Commission Subscribed and sworn to before me on this 20th day of January 2021. Debbie Bretschneider, CMC City Clerk of Saratoga 26 SARATOGA CITY COUNCIL MEETING DATE:January 20, 2021 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 Special City Council Meeting on December 15, 2020 and the Regular City Council Meeting on December 16, 2020. BACKGROUND: Draft City Council minutes for each Council Meeting are taken to the City Council to be reviewed for accuracy and approval. Following City Council approval, minutes are retained for legislative history and posted on the City of Saratoga website. The draft minutes are attached to this report for Council review and approval. FOLLOW UP ACTION: Minutes will be retained for legislative history and posted on the City of Saratoga website. ATTACHMENTS: Attachment A –Minutes for the Special City Council Meeting on December 15, 2020 Attachment B –Minutes for the Regular City Council Meeting on December 16, 2020 27 Saratoga City Council Minutes ~ December 15, 2020 ~ Page 1 of 10 MINUTES WEDNESDAY, DECEMBER 15, 2020 SARATOGA CITY COUNCIL SPECIAL MEETING Mayor Miller called the virtual Special Meeting to order at 7:01 p.m. via teleconferencing through Zoom. Prior to Roll Call, the Mayor and City Clerk explained that the City Council meeting was conducted pursuant to provisions of the Brown Act and a recent Executive Order issued by the Governor to facilitate teleconferencing to reduce the risk of COVID-19 transmission at public meetings. Ordinarily the Brown Act sets strict rules for teleconferencing. The Governor’s Executive Order has suspended those rules. The Executive Order does require that public agencies continue to notice meetings in advance and provide members of the public an opportunity to observe the meeting and offer public comment. The City Council met all of the applicable notice requirements and the public is welcome to participate in this meeting. Information on how the public can observe the meeting and provide public comment was also shared. Additionally, the Mayor explained that votes would be taken through roll call. ROLL CALL PRESENT:Mayor Howard A. Miller, Vice Mayor Mary-Lynne Bernald, Council Members Yan Zhao, Rishi Kumar (All Council Members appearing via teleconference) ABSENT:None ALSO PRESENT:James Lindsay, City Manager Richard Taylor, City Attorney Crystal Bothelio, Assistant City Manager Debbie Bretschneider, City Clerk Mary Fury, Administrative Services Director Debbie Pedro, Community Development Director John Cherbone, Public Works Director (All staff members appearing via teleconference) City Clerk Debbie Bretschneider confirmed all City Council members could hear the meeting proceedings and no doubts were expressed regarding the identities of the individuals representing themselves as City Council Members. REPORT ON POSTING OF THE AGENDA City Clerk Debbie Bretschneider reported that the agenda for this meeting was properly posted on December 10, 2020. 28 Saratoga City Council Minutes ~ December 15, 2020 ~ Page 2 of 10 AGENDA ITEMS 1. Declaration of Results of November 3, 2020 General Municipal Election Recommended Action: Approve resolution declaring the results of the November 3, 2020 General Municipal Elections. City Clerk Debbie Bretschneider presented the staff report. Mayor Miller invited public comment on the item. Aarti Awasthi spoke Peter Mara spoke Andrey spoke Ray Froess spoke Hubert Roberts spoke No one else requested to speak. RESOLUTION 20-083 ZHAO/ MILLER MOVED TO APPROVE THE RESOLUTION DECLARING THE RESULTS OF THE CANVASS OF BALLOTS OF THE NOVEMBER 3, 2020 GENERAL MUNICIPAL ELECTIONS.MOTION PASSED BY VERBAL ROLL CALL. AYES: MILLER, BERNALD, ZHAO, KUMAR. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 2. Remarks from Outgoing Mayor and Council Member Recommended Action: Hear remarks from outgoing Mayor Howard A. Miller, Council Member Manny Cappello, members of the City Council, and public. Mayor Miller invited public comment on the item. The following people requested to speak: Rod Sinks spoke Supervisor Joe Simitian spoke Assembly Member Evan Low spoke 29 Saratoga City Council Minutes ~ December 15, 2020 ~ Page 3 of 10 Tylor Taylor spoke Reverend Kathleen Crowe spoke Emily Lo, former Saratoga Mayor, spoke David McIntyre spoke Shozo Kagoshima spoke Captain Rich Urena, Santa Clara County Sheriff’s Office, spoke Chuck Page, former Saratoga Mayor, spoke Stephanie Kashima spoke Hubert Roberts spoke Mountain View Council Member John McAlister spoke Girish Balachandran spoke Anjali Kausar spoke Gay Crawford spoke No one else requested to speak. Members of the City Council commented on the service of outgoing Council Member Manny Cappello and outgoing Mayor Howard Miller. A video about Council Member Cappello and Mayor Miller’s service on the City Council was shown. Council Member Cappello spoke about his two terms on the City Council. Mayor Miller spoke about his three terms on the City Council and presented his wife, Sandy Miller, with a commendation. Mayor Miller called for a recess at 9:56 p.m. Vice Mayor Bernald resumed the meeting at 10:03 p.m. 30 Saratoga City Council Minutes ~ December 15, 2020 ~ Page 4 of 10 3. Oath of Office for Newly Elected Council Members Recommended Action: Direct City Clerk or designees to administer the Oath of Office to newly elected Council Members. Designee Sandy Reed administered the Oath of Office to Tina Walia, newly elected to the City Council. City Clerk Debbie Bretschneider administered the Oath of Office to Kookie Fitzsimmons, newly elected to the City Council. 4. Remarks from Newly Elected Council Members Recommended Action: Hear remarks from newly elected Council Members, City Council, and public. Members of the City Council commented on the newly elected Council Member Tina Walia and newly elected Council Member Kookie Fitzsimmons to the City Council. Vice Mayor Bernald invited public comment. The following people requested to speak: Sue Ziegel spoke Ann Waltonsmith, former Saratoga Mayor, spoke Tylor Taylor spoke Stan Bogosian, former Saratoga Council Member, spoke Chuck Page, former Saratoga Mayor, spoke Bill Cooper spoke Anjali Kausar spoke Manny Cappello, former Saratoga Mayor, spoke No one else requested to speak. Council Member Walia provided remarks on her election. Council Member Fitzsimmons provided remarks on her election. 31 Saratoga City Council Minutes ~ December 15, 2020 ~ Page 5 of 10 5. Appointment of Mayor & Vice Mayor Recommended Action: Appoint Mayor and Vice Mayor: 1. City Clerk declares the offices of Mayor and Vice Mayor to be vacant; 2. Nomination of the Mayor; 3. Administer Oath of Office to New Mayor; 4. Nomination of the Vice Mayor; and 5. Administer Oath of Office to New Vice Mayor. City Clerk Debbie Bretschneider declared the office of Mayor and Vice Mayor to be vacant and called for nominations for the position of Mayor. KUMAR/ZHAO MOVED TO CHANGE THE AMOUNT OF TIME PER THE PUBLIC SPEAKER FROM THREE MINUTES TO ONE MINUTE. MOTION PASSED BY VERBAL ROLL CALL. AYES: BERNALD, FITZSIMMONS, KUMAR, WALIA, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. City Clerk Debbie Bretschneider invited public comment on this item. The following people requested to speak: Naresh Makhijani spoke Rajat spoke Sean Halasz spoke Toby Fernald spoke Emily Lo, former Saratoga Mayor, spoke Kristin Ficovich spoke Andy & Diane Carter spoke Desdra spoke Peter Marra spoke Leonard Almalech spoke Ray Froess spoke Andrey spoke Annette spoke 32 Saratoga City Council Minutes ~ December 15, 2020 ~ Page 6 of 10 Rick Werk spoke Pragati Grover spoke Arindam Guhu spoke Dimitry Bobroff spoke Janice Down spoke Amit Seth spoke John Shapiro spoke Mona Vijaykar spoke Bill Cooper spoke Manoj Goel spoke Charlotte Sparajino spoke Lisa Oakley spoke Mike Ziegel spoke Sandhya spoke Megha Manohar spoke Keshav Narayan spoke Priya Shatri spoke Eric C spoke Asif Kauser spoke Kalpana spoke Siavash Yaghoobi spoke Katherine Tseng spoke Pravin Madhani spoke 33 Saratoga City Council Minutes ~ December 15, 2020 ~ Page 7 of 10 Liz Gibbons spoke Paul Hernandez spoke Mona Kaur spoke Aarti Awasthi spoke Chuck Page, former Saratoga Mayor, spoke Barry spoke Sue Ziegal spoke Dharma spoke Rajat Roy spoke Hubert Roberts spoke Ram spoke Byron spoke Mfan spoke Diane Carter spoke Mrs. Bobroff spoke Sath Nelakonda spoke Manisha spoke Vicki Selig spoke Jeff C spoke Priscilla Ho spoke Antoinette Romeo spoke Bala spoke No one else requested to speak. 34 Saratoga City Council Minutes ~ December 15, 2020 ~ Page 8 of 10 City Clerk Debbie Bretschneider called for a recess at 11:45 p.m. and resumed the meeting at 11:50 p.m. City Clerk Debbie Bretschneider called for the nominations for the position of Mayor. KUMAR/ZHAO MOVED THAT THE COUNCIL SUSPEND THE RULES OF PARLIAMENTARY PROCEDURE TO CONSIDER EACH OF THE FIVE COUNCIL MEMBERS AS A NOMINEE FOR THE POSITION OF MAYOR, CONDUCT A ROLL CALL VOTE ON EACH NOMINEE IN ALPHABETICAL ORDER, AND DECLARE THAT THE NOMINEE THAT RECEIVES THE MOST VOTES (AND AT LEAST 3 VOTES) WILL BE THE MAYOR, PROVIDED THAT IF THERE IS A TIE VOTE ON THE HIGHEST NUMBER OF VOTES THE COUNCIL WILL CONDUCT ANOTHER VOTE ON THE HIGHEST VOTE RECIPIENTS.MOTION PASSED BY VERBAL ROLL CALL. AYES: FITZSIMMONS, KUMAR, WALIA, ZHAO. NOES: BERNALD. ABSTAIN: NONE. ABSENT: NONE. The City Clerk called for votes on each of the nominees for the position of Mayor in alphabetical order. NOMINATION OF COUNCIL MEMBER BERNALD TO THE POSITION OF MAYOR.MOTION FAILED BY VERBAL ROLL CALL. AYES: BERNALD, ZHAO. NOES: FITZSIMMONS, KUMAR, WALIA. ABSTAIN: NONE. ABSENT: NONE. Council Member Fitzsimmons withdrew from consideration for the position of Mayor. NOMINATION OF COUNCIL MEMBER KUMAR TO THE POSITION OF MAYOR. MOTION FAILED BY VERBAL ROLL CALL. AYES: KUMAR, WALIA. NOES: BERNALD, FITZSIMMONS, ZHAO. ABSTAIN: NONE. ABSENT: NONE. NOMINATION OF COUNCIL MEMBER WALIA TO THE POSITION OF MAYOR. MOTION FAILED BY VERBAL ROLL CALL. AYES: WALIA. NOES: BERNALD, FITZSIMMONS, KUMAR, ZHAO. ABSTAIN: NONE. ABSENT: NONE. NOMINATION OF COUNCIL MEMBER ZHAO TO THE POSITION OF MAYOR. MOTION PASSED BY VERBAL ROLL CALL. AYES: FITZSIMMONS, WALIA, ZHAO. NOES: BERNALD, KUMAR. ABSTAIN: NONE. ABSENT: NONE. City Clerk Debbie Bretschneider administered the Oath of Office to Mayor Zhao. Mayor Zhao called for nominations for the position of Vice Mayor. BERNALD/ZHAO NOMINATED MARY-LYNNE BERNALD TO THE POSITION OF VICE MAYOR. 35 Saratoga City Council Minutes ~ December 15, 2020 ~ Page 9 of 10 FITZSIMMONS/WALIA NOMINATED TINA WALIA TO THE POSITION OF VICE MAYOR. MOTION PASSED BY VERBAL ROLL CALL. AYES: BERNALD, FITZSIMMONS, WALIA, ZHAO. NOES: KUMAR. ABSTAIN: NONE. ABSENT: NONE. As per City of Saratoga Rules of Parliamentary Procedure, the second motion made was voted on first. Since that was approved, no action was taken on the first motion for the Office of Vice Mayor. City Clerk Debbie Bretschneider administered the Oath of Office to Vice Mayor Walia. 6. Remarks from New Mayor & Vice Mayor Recommended Action: Hear remarks from newly appointed Mayor, newly appointed Vice Mayor, members of the City Council, and public. Mayor Zhao provided remarks on her appointment as Mayor. Vice Mayor Walia provided remarks on her appointment as Vice Mayor. Members of the City Council spoke about the appointment of Mayor Zhao and Vice Mayor Walia. Mayor Zhao invited public comment on this item. The following people requested to speak: Anjali Kausar spoke Andrey spoke Mona Vijaykar spoke Chuck Page, former Saratoga Mayor, spoke Paul Hernandez spoke Nancy Kirk spoke Seiko spoke Gilbert Wong spoke David McIntyre spoke Tylor Taylor spoke 36 Saratoga City Council Minutes ~ December 15, 2020 ~ Page 10 of 10 Malka Kausar spoke Rina Shah spoke Herman Zheng spoke Eric C spoke Priscilla Ho spoke No one else requested to speak. ADJOURNMENT BERNALD/FITZSIMMONS MOVED TO ADJOURN THE MEETING AT 12:57 A.M. MOTION PASSED BY VERBAL ROLL CALL. AYES: BERNALD, FITZSIMMONS, WALIA, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: KUMAR. Minutes respectfully submitted: Debbie Bretschneider, City Clerk City of Saratoga 37 Saratoga City Council Minutes ~ December 16, 2020 ~ Page 1 of 8 MINUTES WEDNESDAY, DECEMBER 16, 2020 SARATOGA CITY COUNCIL REGULAR MEETING At 5:00 p.m., the City Council held Commission Interviews via teleconferencing through Zoom. At 6:00 p.m., the City Council held a Study Session on City Council Operational Policies via teleconferencing through Zoom. Mayor Zhao called the virtual Regular Session to order at 7:01 p.m. via teleconferencing through Zoom. Prior to Roll Call, the Mayor and City Clerk explained that the City Council meeting was conducted pursuant to provisions of the Brown Act and a recent Executive Order issued by the Governor to facilitate teleconferencing to reduce the risk of COVID-19 transmission at public meetings. Ordinarily the Brown Act sets strict rules for teleconferencing. The Governor’s Executive Order has suspended those rules. The Executive Order does require that public agencies continue to notice meetings in advance and provide members of the public an opportunity to observe the meeting and offer public comment. The City Council met all of the applicable notice requirements and the public is welcome to participate in this meeting. Information on how the public can observe the meeting and provide public comment was also shared. Additionally, the Mayor explained that votes would be taken through roll call. ROLL CALL PRESENT:Mayor Yan Zhao, Vice Mayor Tina Walia, Council Members Mary-Lynne Bernald, Kookie Fitzsimmons, 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 Macedonio Nunez, Senior Civil Engineer 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. 38 Saratoga City Council Minutes ~ December 16, 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 December 10, 2020. REPORT FROM STUDY SESSION Mayor Zhao reported on the Study Session about the City Council Operational Policies. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None ANNOUNCEMENTS Mayor Zhao shared information about COVID-19 updates, the Winter Craft Social, and Paint the City. 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. Mayor Zhao and the City Council thanked Commissioners Alexandra Nugent, Dr. Jo Rainie Rodgers, and David McIntyre for their service to Saratoga. 1.CONSENT CALENDAR 1.1. City Council Meeting Minutes Recommended Action: Approve the City Council minutes for the Regular City Council Meeting on December 2, 2020. ZHAO/KUMAR MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR THE REGULAR CITY COUNCIL MEETING ON DECEMBER 2, 2020.MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, BERNALD. NOES: NONE. ABSTAIN: FITZSIMMONS. ABSENT: NONE. 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. ZHAO/KUMAR MOVED TO ACCEPT CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 12/01/2020 PERIOD 6; 12/09/20 PERIOD 6.MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, 39 Saratoga City Council Minutes ~ December 16, 2020 ~ Page 3 of 8 WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. ORDINANCE 377 ZHAO/KUMAR MOVED TO ADOPT THE ORDINANCE DESIGNATING THE PROPERTY AT 19277 SHUBERT DRIVE AS A HISTORIC LANDMARK.MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. RESOLUTION 20-084 ZHAO/KUMAR MOVED TO APPROVE THE RESOLUTION RE-AFFIRMING THE CITY OF SARATOGA’S COMMITMENT TO STAND IN SOLIDARITY WITH THE BLACK COMMUNITY.MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. ZHAO/KUMAR MOVED TO 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.MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 2.PUBLIC HEARING None 40 Saratoga City Council Minutes ~ December 16, 2020 ~ Page 4 of 8 3.GENERAL BUSINESS 3.1. Proposal by Omniscent Recommended Action: Consider the proposal by Omniscent and direct staff accordingly. Debbie Bretschneider, City Clerk, presented the staff report. Omniscent CEO Sassan Teymouri presented to the Council. Mayor Zhao invited public comment on the item. Chuck Page spoke Bill Cooper spoke No one else requested to speak. KUMAR/ZHAO MOVED TO THANK OMNISCENT FOR THE PRESENTATION AND DIRECTED STAFF TO TAKE NO FURTHER ACTION AT THIS TIME. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. Kayla Nakamoto, Administrative Analyst, presented the staff report. Mayor Zhao invited public comment on the item. No one requested to speak. KUMAR/ZHAO MOVED TO APPROVE THE FUNDING REALLOCATION OF $13,000 FROM THE FISCAL YEAR 2020/21 STREET CLOSURE COMPETITIVE GRANT PROGRAM TO SUPPORT THE REQUEST OF THE ROTATING SAFE CAR PARK FOR SHOWER NEEDS.MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. 41 Saratoga City Council Minutes ~ December 16, 2020 ~ Page 5 of 8 Crystal Bothelio, Assistant City Manager, presented the staff report. Mayor Zhao invited public comment on the item. Chuck Page, former Saratoga Mayor and member of Wildfire Task Force, spoke Dede Sullen, member of Santa Clara County Firesafe Council, spoke Seth Schalet, CEO of Santa Clara County Firesafe Council, spoke Bill Cooper, former member of Wildfire Task Force, spoke No one else requested to speak. BERNALD/FITZSIMMONS MOVED TO 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. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. Kayla Nakamoto, Administrative Analyst, presented the staff report. Mayor Zhao invited public comment on the item. Ann Waltonsmith, former Saratoga Mayor, spoke Chuck Page, former Saratoga Mayor, spoke Ketan Jashapara spoke Ann Northrup spoke Shozo Kagoshima spoke No one else requested to speak. BERNALD/FITZSIMMONS MOVED TO DIRECT STAFF TO INCLUDE FUNDING IN THE FISCAL YEAR 2021/22 BUDGET FOR THE COMMUNITY EVENT GRANT SECURED FUNDING RECIPIENTS SHOWN BELOW AND STREET CLOSURE GRANT SECURED FUNDING IN THE AMOUNT OF $22,000 FOR THE CHAMBER OF COMMERCE CLASSIC CAR SHOW: 42 Saratoga City Council Minutes ~ December 16, 2020 ~ Page 6 of 8 BLOSSOM FESTIVAL $5,000.00 CHAMBER OF COMMERCE $10,000.00 FOURTH OF JULY CELEBRATION $2,500.00 HAKONE MATSURI $5,000.00 MEMORIAL DAY OBSERVANCE $1,000.00 SARATOGA COMMUNITY BAND $1,000.00 SASCC HEALTH FAIR $5,000.00 SARATOGA VILLAGE DEVELOPMENT COUNCIL $2,000.00 AND TO SUSPEND THE COMPETITIVE COMMUNITY EVENT GRANT PROGRAM AND COMPETITIVE STREET CLOSURE GRANT PROGRAM. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. Mayor Zhao requested a recess at 9:05 p.m. and resumed the meeting at 9:11 p.m. 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. Macedonio Nunez, Senior Civil Engineer, presented the staff report. Mayor Zhao invited public comment on the item. No one requested to speak. RESOLUTION 20-085 FITZSIMMONS/BERNALD MOVED TO ADOPT THE RESOLUTION SUPPORTING THE OPPOSITION OF VALLEY TRANSPORTATION AUTHORITY’S (VTA) 2016 MEASURE B 10-YEAR OUTLOOK BASE SCENARIO. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. Debbie Bretschneider, City Clerk, presented the staff report. Mayor Zhao invited public comment on the item. No one requested to speak. FITZSIMMONS/WALIA MOVED TO ADOPT THE LOCAL APPOINTMENTS LIST FOR TERMS EXPIRING IN THE 2021 CALENDAR YEAR AND DIRECTED STAFF TO CONDUCT A THE RECRUITMENT OF THE VACANT PLANNING COMMISSIONER POSITION ENDING MARCH 2022 FOR A 1 YEAR TERM. 43 Saratoga City Council Minutes ~ December 16, 2020 ~ Page 7 of 8 MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 3.7. 2021 City Council Assignments Recommended Action: Adopt the resolution approving the 2021 City Council assignments. Debbie Bretschneider, City Clerk, presented the staff report. Mayor Zhao invited public comment on the item. No one requested to speak. RESOLUTION 20-086 KUMAR/FITZSIMMONS MOVED TO ADOPT THE RESOLUTION APPROVING THE 2021 CITY COUNCIL ASSIGNMENTS LISTED. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. COUNCIL ASSIGNMENTS Mayor Yan Zhao KSAR Community Access TV Board — the Board adopted new by-laws that will include elimination of the voting position held by City staff. Public Art Committee – the Committee reviewed this year’s projects. Saratoga Area Senior Coordinating Council (SASCC) – there was a meeting, but nothing to report. West Valley Sanitation District – there was a Closed Session, nothing to report. Council Member Mary-Lynne Bernald No reports. Council Member Rishi Kumar No reports. CITY COUNCIL ITEMS Council Member Kumar requested a future agenda item to discuss how announcements are made at Council meetings. There was no second to the request. COUNCIL COMMUNICATIONS None CITY MANAGER'S REPORT None ADJOURNMENT 44 Saratoga City Council Minutes ~ December 16, 2020 ~ Page 8 of 8 BERNALD/WALIA MOVED TO ADJOURN THE MEETING AT 9:48 P.M. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. Minutes respectfully submitted: Debbie Bretschneider, City Clerk City of Saratoga 45 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 12/16/2020 142354 142430 77 1,279,544.33 12/16/2020 12/9/2020 142353 1/6/2021 142431 142464 34 350,866.37 1/6/2021 12/16/2020 142430 Accounts Payable 1/12/2021 142465 142530 66 187,324.54 1/12/2021 1/6/2021 142464 Accounts Payable checks issued for $20,000 or greater: Date Check #Dept.Amount 12/16/2020 142354 4Leaf Inc.General Fund CDD July-Oct 20 Plan Review 123,050.57 12/16/2020 141371 Environmental Science Assoc CIP Street Projects Fund PW Geomorphic Svc Quito Road 21,852.50 12/16/2020 142391 Office of Sheriff General Fund PS Dec 20 Law Enforcement 534,079.83 12/16/2020 142393 O'Grady Paving, Inc CIP Street Projects Fund PW 2020 PMP Contract Aware 292,015.46 12/16/2020 142425 Villalobos & Associates CIP Street Projects Fund PW Heriman Ave Pathway Repair, Kirkdale Sinkhole, Via Real Guardrail Repair MT Eden Road Emergency Access77,097.00 12/16/2020 142427 Vista Landscape Maintenance Various PW Various Landscape Projects 41,652.75 1/6/2021 142431 Able Septic Tank Svc CIP Street Projects Fund PW 15080 Encina Ct Storm 31,765.76 1/6/2021 142434 Chrisp Company CIP Street Projects Fund PW Mendelsohn Lane Striping 21,375.00 1/6/2021 142446 Mountain Bikers of Santa Cruz CIP Parks Project Fund PW Retention Release #177 77,676.66 1/6/2021 142453 Shute Mihaly & Weinberger General Fund Various Attorney's Fees 59,965.67 1/6/2021 142455 State Water Resources WVCWP Agency Fund WVCWP Permit Fees Saratoga, Monte Sereno, Los Agatos, Campbell51,631.00 1/6/2021 142461 Villalobos & Associates CIP Parks Project Fund PW Kevin Moran Park ADA Improvements 54,590.00 1/12/2021 142478 Shared Risk Pool General Fund ADMIN Q3 20/21 Worker's Comp 43,971.25 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 Fund Purpose StatusReason Issued to Issued to Prior Check RegisterChecks ReleasedTotal Checks Amount Accounts Payable Accounts Payable SARATOGA CITY COUNCIL MEETING DATE:January 20, 2021 DEPARTMENT:Finance & Administrative Services 12/16/2020 Period 6; 01/06/21 Period 7; 1/12/21 Period 7: PREPARED BY: Ending Check # Starting Check #Type of Checks Date 46 SUNGARD PUBLIC SECTOR DATE: 12/16/2020 TIME: 17:28:36 FUND 111 233 241 242 243 244 245 246 248 249 251 252 253 254 255 256 271 272 273 274 276 292 411 412 414 421 431 432 611 612 622 623 624 631 713 TOTAL CITY OF SARATOGA CHECK REGISTER -FUND TOTALS FUND TITLE GENERAL FUND SARAHILLS LIGHTING DIST ARROYO DE SARATOGA LNDSCP BONNET WAY LANDSCAPE CARNELIAN GLEN LANDSCAPE CUNNINGHAM/GLASGOW LND FREDERICKSBURG LANDSCAPE GREENBRIAR LANDSCAPE LEUTAR COURT LANDSCAPE MANOR DRIVE LANDSCAPE MCCARTYSVILLE LANDSCAPE PRIDES CROSSING LANDSCAPE SARATOGA LEGEND LANDSCAPE SUNLAND PARK LANDSCAPE TRICIA WOODS LANDSCAPE ALLENDALE LANDSCAPE BEUACHAMPS L&L BELLGROVE L&L GATEWAY L&L HORSESHOE DRIVE L&L TOLLGATE L&L PARAMOUNT COURT SWD CIP STREET PROJECTS FUND CIP PARKS PROJECT FUND CIP ADMIN PROJECTS FUND TREE FINE FUND CIP GRANT -STREET REPAIR CIP GRANT -PARK & TRAIL LIABILITY /RISK MGMT FUND WORKERS COMP FUND IT SERVICES VEHICLE & EQUIPMENT MAINT BUILDING MAINTENANCE VEHICLE/EQUIP REPLACEMENT WVCWP AGENCY FUND REPORT AMOUNT 805,918.86 216.28 5,066.73 144.94 95.00 371. 66 85.09 3,110.43 254.26 145.00 768.78 1,005.41 195.00 335.00 147.28 70.00 211. 20 8,663.61 3,037.82 180. 71121. 6595.28405,813.82 1,380.00 2,605.00 1,785.00 8,160.00 511.73 7,615.14 459.00 445.33 5,534.44 11,308.40 1,499.98 2,186.50 1,279,544.33 PAGE NUMBER: 1 VENCHKll ACCOUNTING PERIOD: 6/21 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 SARATOGA CITY COUNCIL MEETING DATE: January 20, 2021 DEPARTMENT: Finance & Administrative Services PREPARED BY: Ann Xu, Accountant SUBJECT: Treasurer’s Report for the Month Ended November 30, 2020 RECOMMENDED ACTION: Review and accept the Treasurer’s Report for the month ended November 30, 2020. BACKGROUND: California government code section 41004 requires that the City Treasurer submit to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. The Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035 designates the City Manager as the City Treasurer. This report is prepared to fulfill this requirement. The following attachments provide various financial transaction data for the City of Saratoga’s Funds collectively as well as specifically for the City’s General (Operating) Fund, including an attachment from the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of 1977 to present. FISCAL STATEMENT: Cash and Investments Balance by Fund As of November 30, 2020, the City had $244,270 in cash deposit at Comerica bank, and $23,458,261 on deposit with LAIF. The City Council’s adopted policy on the Working Capital Reserve Fund states that effective July 1, 2016: for cash flow purposes and to avoid occurrence of dry period financing, pooled cash from all funds should not be allowed to fall below $1,000,000. The total pooled cash balance as of November 30, 2020 is $23,702,531 and exceeds the minimum limit required. City’s Current Financial Position In accordance with California government code section 53646 (b) (3), the City is financially well positioned and able to meet its expenditure requirements for the next six months. As of November 30, 2020, the City’s financial position (Assets $25.0M, Liabilities $3.8M and Fund Equity $21.2M) remains very strong and there are no issues in meeting financial obligations now or in the foreseeable future. Unrestricted Cash Comerica Bank 244,270$ Deposit with LAIF 23,458,261$ Total Unrestricted Cash 23,702,531$ Cash Summary 66 The following Fund Balance schedule represents actual funding available for all funds at the end of the monthly period. This amount differs from the above Cash Summary schedule as assets and liabilities are components of the fund balance. As illustrated in the summary below, Total Unrestricted Cash is adjusted by the addition of Total Assets less the amount of Total Liabilities to arrive at the Ending Fund Balance – which represents the actual amount of funds available. Fund Balance Designations In accordance with Governmental Accounting Standards Board (GASB) Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions, the components of fund balance are categorized as follows: “non-spendable fund balance”, resources that are inherently non-spendable from the vantage point of the current period; “restricted fund balance”, resources that are subject to enforceable legal restrictions; “committed fund balance”, resources whose use is constrained by limitations the government imposes upon itself through formal action at its highest level of decision making and remains binding unless removed in the same manner; “assigned fund balance”, resources that reflects a government’s intended use of resources, such intent would have to be established at either the highest level of decision making, by a body, or an official designated for that purpose; and “unassigned fund balance”, net resources in excess of what can properly be classified in one of the other four categories. Currently, the City’s fund balance reserves fall into one of the four spendable categories; restricted, committed, assigned, or unassigned fund balance. ATTACHMENTS A – Change in Total Fund Balances by Fund under GASB 54 B – Change in Total Fund Balances by CIP Project C – Change in Cash Balance by Month D – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates Total Unrestricted Cash 23,702,531$ Plus: Assets 1,301,572 Less: Liabilities (3,842,198) Ending Fund Balance 21,161,905$ Adjusting Cash to Ending Fund Balance 67 ATTACHMENT A CHANGES IN TOTAL FUND BALANCE UNDER GASB 54 *Fund balance overdrawn due to authorized spending of anticipated revenues. These figures will be updated for future reports once the FY 2017/18 pendent audit is completed. Fund Description Prior Year Carryforward 7/1/2020 Increase/ (Decrease) Jul-Oct Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 11/30/2020 General Fund Restricted Fund Balances: Environmental Services Reserve 113,182 - - - - - 113,182 Committed Fund Balances: Hillside Stability Reserve 1,000,000 - - - - - 1,000,000 Assigned Fund Balances: Future Capital Replacement & Efficiency Project Reserve 2,488,878 - - - - - 2,488,878 Carryforwards Reserve 155,556 - - - - - 155,556 Facility Reserve 3,200,000 - - - - - 3,200,000 Unassigned Fund Balances: Working Capital Reserve 1,000,000 - - - - - 1,000,000 Fiscal Stabilization Reserve 3,150,000 - - - - - 3,150,000 LLD Closeout Reserve 1,062,604 - - - - - 1,062,604 Compensated Absences Reserve 310,479 - - - - - 310,479 Other Unassigned Fund Balance Reserve (Pre YE distribution)1,953,908 (4,066,224) 3,532,275 1,480,239 - 2,485,500 (2,545,781) * General Fund Total 14,434,607 (4,066,224) 3,532,275 1,480,239 - 2,485,500 9,934,918 Special Revenue Landscape/Lighting Districts 787,733 (91,166) 56,665 16,657 - - 736,574 Debt Service Library Bond 788,245 (695,288) 1,526 - - - 94,483 Arrowhead Bond 294,269 (218,782) 219 (76,347) 356,840 - 508,892 Debt Service 1,082,514 (914,070) 1,745 (76,347) 356,840 - 603,375 Internal Service Fund Liability/Risk Management 503,819 (271,392) - 5,859 - - 226,568 W orkers Compensation 252,012 (59,466) - 3,603 - - 188,942 Office Support Fund 135,793 (8,068) 983 2,104 - - 126,605 Information Technology Services 382,123 (69,614) 724 42,381 - - 270,851 Vehicle & Equipment Maintenance 300,675 12,480 - 11,347 - - 301,809 Building Maintenance 620,583 (13,167) - 48,941 - - 558,475 Vehicle & Equipment Replacement 537,331 (62,222) - - - - 475,109 Technology Replacement 603,042 36,990 - - - - 640,032 Facility FFE Replacement 528,631 15,090 - - - - 543,721 Internal Service Fund Total 3,864,011 (419,369) 1,707 114,235 - - 3,332,113 Trust/Agency WVCWP Agency Fund 573,847 95,307 - 38,341 - - 630,813 Arrowhead Project Fund 356,840 - - - - 356,840 - Trust/Agency Fund Total 930,687 95,307 - 38,341 - 356,840 630,813 Capital Project Street Projects 2,237,394 381,153 29,275 240,249 905,500 - 3,313,073 Park and Trail Projects 1,135,854 (428,710) - 236,254 795,000 - 1,265,889 Facility Projects 802,334 (91,320) 16,783 58,586 500,000 - 1,169,210 Administrative Projects 481,602 (716) (2,032) 26,686 285,000 - 737,168 Tree Fund Projects 75,768 (4,488) 250 634 - - 70,896 Park In-Lieu Projects 205,590 - - 24,990 - - 180,600 CIP Grant Street Projects (251,717) 8,145 140,861 - - - (102,711) * CIP Grant Park & Trail Projects (21,234) (17,206) - 8,519 - - (46,959) * CIP Grant Administrative Projects (118,978) (1,286) - - - - (120,264) * Gas Tax Fund Projects 170,247 (762,704) 49,662 - - - (542,795) * CIP Fund Total 4,716,861 (917,133) 234,799 595,919 2,485,500 - 5,924,107 Total City 25,816,417 (6,312,656) 3,827,190 2,169,045 2,842,340 2,842,340 21,161,905 68 ATTACHMENT B FUND BALANCES BY CIP PROJECT budgeted be updated for future reports once CIP Funds/Projects Prior Year Carryforward 7/1/2020 Increase/ (Decrease) Jul-Oct Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 11/30/2020 Street Projects Annual Road Improvements 251,063 799,681 29,275 69,162 - - 1,010,857 Roadway Safety & Traffic Calming 30,882 - - - 75,000 - 105,882 Citywide Traffic Signal Battery Backup - - - - 150,000 - 150,000 Prospect/Saratoga Median Improvement 51,402 230,666 - 105 40,000 - 321,963 Citywide Signal Upgrade Project Phase II 10,000 - - - - - 10,000 Fruitvale/Allendale Improvement 317,389 (191,516) - - - - 125,874 Village Clock - 4,550 - 10,564 15,500 - 9,486 Annual Infrastructure Maintenance & Repairs - (50,004) - - 250,000 - 199,996 McFarland Avenue Curb and Gutter Replacement 349,176 (142,712) - 124,058 - - 82,406 Village Sidewalk, Curb & Gutter - Phase II Construction 59,230 (27,417) - - - - 31,813 EL Camino Grande Storm Drain Pump 19,098 (8,611) - 1,986 - - 8,501 Saratoga Village Crosswalk & Sidewalk Rehabilitation 44,000 - - - - - 44,000 Quito Road Sidewalk Improvements 43,370 - - - - - 43,370 Saratoga/Sunnyvale Road Sidewalk 92,158 - - - - - 92,158 Saratoga Sunnyvale Rd. Pathway Rehab Cox to RRX - - - - 125,000 - 125,000 Fourth Street Bridge Widening 99,837 - - - - - 99,837 Quito Road Bridge Replacement 119,007 - - - 50,000 - 169,007 Quito Road Bridge - ROW Acquisition 30,925 (24,754) - - - - 6,171 Annual Retaining Wall Maintenance & Repairs 121,113 (109,986) - 34,374 200,000 - 176,752 Mt. Eden Erosion Repair 175,000 - - - - - 175,000 Continental Circle Landslide Stabilization 325,000 - - - - - 325,000 Underground Project 98,744 (98,744) - - - - - Total Street Projects 2,237,394 381,153 29,275 240,249 905,500 - 3,313,073 Parks & Trails Projects Park/Trail Repairs 15,787 (24,940) - 62,727 125,000 - 53,120 Hakone Gardens Infrastructure Improvements 15,560 - - - - - 15,560 Hakone Pond Reconstruction - - - - 300,000 - 300,000 Kevin Moran Park Accessible Parking - (274) - 11,794 95,000 - 82,932 Guava/Fredericksburg Entrance 80,262 (7,598) - 1,598 250,000 - 321,065 Saratoga Village to Quarry Park Walkway - Design 203,989 - - - 25,000 - 228,989 Saratoga to Sea Trail - Construction 820,256 (395,898) - 160,135 - - 264,223 Total Parks & Trails Projects 1,135,854 (428,710) - 236,254 795,000 - 1,265,889 Facility Projects CDD/PW Lobby Remodel 143,764 (63,896) - 49,283 - - 30,585 Civic Theater Improvements 109,175 - - - - - 109,175 PEG Funded Project 360,384 2,537 16,783 - - - 379,704 Preschool Turf Conversion 5,750 - - - - - 5,750 Senior Center Entrance Remodel 42,881 (24,401) - - - - 18,479 Community Center Improvement 130,380 (5,561) - 9,303 - - 115,516 Community Center Generator and EV Charging Stations - - - - 500,000 - 500,000 Library Building Exterior Maintenance 10,000 - - - - - 10,000 Total Facility Projects 802,334 (91,320) 16,783 58,586 500,000 - 1,169,210 Administrative and Technology Projects City Website/Intranet 16,948 - - - - - 16,948 Development Technology 98,354 17,299 2,598 6,863 - - 111,389 LLD Initiation Match Program 25,000 - - - - - 25,000 Horseshoe Beautification 19,250 (675) - 225 - - 18,350 Citywide Accessibility Assessment 55,965 - - 4,135 - - 51,830 City Art Program 6,169 - - - 25,000 - 31,169 Safe Routes to School Needs Assessment - - - - 60,000 - 60,000 El Quito Neighborhood Improvements - (170) - 8 150,000 - 149,822 General Plan Update 171,024 (17,170) (4,630) 15,455 - - 133,769 Wildfire Mitigation Program - - - - 50,000 - 50,000 Risk Management Project Funding 88,891 - - - - - 88,891 Total Administrative and Technology Projects 481,602 (716) (2,032) 26,686 285,000 - 737,168 69 ATTACHMENT B (Cont.) FUND BALANCES BY CIP PROJECT *Fund balance overdrawn due to authorized spending of anticipated revenues. CIP Funds/Projects Prior Year Carryforward 7/1/2020 Increase/ (Decrease) Jul-Oct Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 11/30/2020 Tree Fund Projects Citywide Tree Planting Program 51,643 (4,863) - 634 - - 46,146 Tree Dedication Program 24,125 375 250 - - - 24,750 Total Tree Fund Projects 75,768 (4,488) 250 634 - - 70,896 CIP Grant Street Projects Prospect/Saratoga Median Improvement (41,000) - - - - - (41,000) * Citywide Signal Upgrade II (188,725) 199,202 - - - - 10,478 Saratoga Ave Sidewalk 50,261 - - - - - 50,261 Village Sidewalk, Curb & Gutter - Phase II Construction 39,909 - - - - - 39,909 Big Basin Way Sidewalk Repairs (131,311) - 140,861 - - - 9,550 Saratoga Village Crosswalk & Sidewalk Rehabilitation 3,368 - - - - - 3,368 4th Street Bridge 2,855 - - - - - 2,855 Quito Bridge Replacement 18,595 - - - - - 18,595 Quito Road Bridges - ROW Acquisition (5,670) (191,058) - - - - (196,728) * Total CIP Grant Street Projects (251,717) 8,145 140,861 - - - (102,711) CIP Grant Park & Trail Projects Saratoga to the Sea Trail - Design (21,234) (17,206) - 8,519 - - (46,959) * Total CIP Grant Park & Trail Projects (21,234) (17,206) - 8,519 - - (46,959) CIP Grant Administrative Projects CDD Software/ADA (118,978) (1,286) - - - - (120,264) * Total CIP Grant Administrative Projects (118,978) (1,286) - - - - (120,264) Park In-Lieu Projects Hakone Gardens Infrastructure 114,505 - - 24,990 - - 89,515 Saratoga Village to Quarry Park Walkway - Design 73,811 - - - - - 73,811 Unallocated Park In-Lieu Funds 17,274 - - - - - 17,274 Total Park In-Lieu Projects 205,590 - - 24,990 - - 180,600 Gas Tax Fund Projects Annual Roadway Improvements 46,179 (702,622) 49,662 - - - (606,781) * Prospect/Saratoga Median Improvements 48,278 - - - - - 48,278 Citywide Signal Upgrade II 64,728 (59,947) - - - - 4,781 Big Basin Way Sidewalk Repairs 3,977 (135) - - - - 3,842 Quito Road Bridges 7,085 - - - - - 7,085 Total Gas Tax Fund Projects 170,247 (762,704) 49,662 - - - (542,795) Total CIP Funds 4,716,861 (917,133) 234,799 595,919 2,485,500 - 5,924,107 70 ATTACHMENT C CHANGE IN CASH BALANCE BY MONTH 71 ATTACHMENT D March June September December 1977 5.68 5.78 5.84 6.45 1978 6.97 7.35 7.86 8.32 1979 8.81 9.10 9.26 10.06 1980 11.11 11.54 10.01 10.47 1981 11.23 11.68 12.40 11.91 1982 11.82 11.99 11.74 10.71 1983 9.87 9.64 10.04 10.18 1984 10.32 10.88 11.53 11.41 1985 10.32 9.98 9.54 9.43 1986 9.09 8.39 7.81 7.48 1987 7.24 7.21 7.54 7.97 1988 8.01 7.87 8.20 8.45 1989 8.76 9.13 8.87 8.68 1990 8.52 8.50 8.39 8.27 1991 7.97 7.38 7.00 6.52 1992 5.87 5.45 4.97 4.67 1993 4.64 4.51 4.44 4.36 1994 4.25 4.45 4.96 5.37 1995 5.76 5.98 5.89 5.76 1996 5.62 5.52 5.57 5.58 1997 5.56 5.63 5.68 5.71 1998 5.70 5.66 5.64 5.46 1999 5.19 5.08 5.21 5.49 2000 5.80 6.18 6.47 6.52 2001 6.16 5.32 4.47 3.52 2002 2.96 2.75 2.63 2.31 2003 1.98 1.77 1.63 1.56 2004 1.47 1.44 1.67 2.00 2005 2.38 2.85 3.18 3.63 2006 4.03 4.53 4.93 5.11 2007 5.17 5.23 5.24 4.96 2008 4.18 3.11 2.77 2.54 2009 1.91 1.51 0.90 0.60 2010 0.56 0.56 0.51 0.46 2011 0.51 0.48 0.38 0.38 2012 0.38 0.36 0.35 0.32 2013 0.28 0.24 0.26 0.26 2014 0.24 0.22 0.24 0.25 2015 0.26 0.28 0.32 0.37 2016 0.46 0.55 0.60 0.68 2017 0.78 0.92 1.07 1.20 2018 1.51 1.90 2.16 2.40 2019 2.55 2.57 2.45 2.29 2020 2.03 1.36 0.84 Quarterly Apportionment Rates Local Agency Investment Fund 72 SARATOGA CITY COUNCIL MEETING DATE:January 20, 2021 DEPARTMENT:Finance & Administrative Services PREPARED BY:Mary Furey, Administrative Services Director SUBJECT:SB 165 Special Tax and Bond Accountability Report RECOMMENDED ACTION: City Council to receive and file the annual report on the Arrowhead Community Facility District (CFD) bond debt, in compliance with the Local Agency Special Tax and Bond Accountability Act. BACKGROUND: Senate Bill 165,adopted in 2000,created the Local Agency Special Tax and Bond Accountability Act legislation that requires any local special tax or local bond measure subject to voter approval contain: 1.A statement indicating the specific purposes of the special tax; 2.Require that the proceeds of the special tax be applied to those purposes; 3.Require the creation of an account into which the proceeds shall be deposited;and 4.Require an annual report containing specified information concerning the use of the proceeds. These requirements apply to any local special tax measure or local bond measure adopted on or after January 1, 2001 in accordance with Section 50075.1 or Section 53410 –53412 of the California Government Code. Some of the requirements of the Act are handled at the formation of the Special Tax District and others are handled through annual reports. This annual report complies with the Act’s requirements that states: The chief fiscal officer of the issuing local agency shall file a report with its governing body no later than January 1, 2002, and at least once a year thereafter. Per Government Code Section 53411, the annual report shall contain all the following: (a)The amount of funds collected and expended. (b)The status of any project required or authorized to be funded as identified in subdivision (a) of Section 53410 DISCUSSION: On November 2, 2016, the City of Saratoga, CA adopted Resolution No. 16-076 which formed the Community Facilities District No. 2016-1 (Arrowhead Project) and authorized an annual levy of special taxes to pay for bonded indebtedness. The Arrowhead Communit y Facilities Districts consists of thirty-nine homes in a neighborhood located between Rolling Hills Road and Blue Hills Lane along Prospect Road. 73 On December 10, 2018, a private sale bond was issued on behalf of property owners for twenty- four of the thirty-nine parcels to finance the construction of water infrastructure in the District. Property owners for the remaining fifteen parcels provided cash contributions for their share of the project. The improvement project was completed in FY 2019/20. San Jose Water construction costs came in under budget and a refund was issued to Arrowhead. A pro-rated portion of the refund was allocated to the bond holders, with the remainder refunded to the cash payees. At the end of FY 2019/20, the amount of unspent bond issuance improvement funds held in the Bank of New York Improvement Fund totaled $283,747.71. An additional $77,254.72 of bond improvement funds held by the City of Saratoga were subsequently remitted to the Bank of New York. Together, the bondholder’sunexpended improvement funds totaled $361,002.43. The bond holder improvement funds along with unexpended Cost of Issuance funds were subsequently used to reduce bond principal at the September 1, 2020 bond call. The table below shows the final accounting of the bondholders’ share of the Improvement Fund’s funding and expense to complete the improvement project. Bondholder Funds Date of Issuance Initial Amount of Improvement Funds Improvement Funds Expended Improvement Funds Remainder at 6/30/2020 Project Status CFD 2016-1 Arrowhead Project 12/10/2018 2,121,307.13 (1,760,304.70) 361,002.43 100% complete 74 SARATOGA CITY COUNCIL MEETING DATE:January 20, 2021 DEPARTMENT:City Manager’s Department PREPARED BY:Debbie Bretschneider, CMC, City Clerk SUBJECT:Resolution Authorizing Final Disposition of Certain City Records RECOMMENDED ACTION: Adopt resolution authorizing final disposition of certain city records. BACKGROUND: On June 19, 2019, the City Council approved an update to the City’s Records Retention Schedule. A records retention schedule is a list of all records produced or maintained by an agency. It also describes the amount of time an agency will retain the different categories of records and provides a process for disposition of official public records. The City of Saratoga’s Record Retention Schedule is based on the California Secretary of State guidelines. In accordance with the schedule, staff and the City Attorney review archived documents to determine those that are to be destroyed pursuant to the Schedule and can, therefore, be shredded.In compliance with State law, processing expired records for destruction is a multi- step process: 1.Staff in each department identifies records for which the retention period has expired in accordance with the approved records retention schedule. Records in each box are reviewed to make sure the records are eligible for destruction. 2.Department Directors review and approve the list of records to be destroyed in their departments. 3.The City Clerk and City Attorney review and approve a combined list of all expired records. 4.The list of records is presented to the City Council along with a resolution authorizing the shredding of listed documents. Records may not be shredded without the authorization of the City Council and the City Attorney. At this time, staff has identified 39 boxes of expired records and is requesting authorization from the Council to proceed with disposition of these documents. 75 FOLLOW UP ACTION: Consistent with the City’s standard policy, the records will be held for seven days for review pursuant to the Public Records Act. If no request for review is submitted, the records will be promptly destroyed unless the City Attorney determines that they should be retained and destroyed at a later date per direction from the City Attorney. If a request for review is submitted, the records will be destroyed between 20 and 30 days after they have been made available for review. ATTACHMENTS: Attachment A – Resolution Authorizing the Final Disposition of Certain City Records Attachment B – List of Records Proposed for Final Disposition Attachment C – Records Retention Schedule 76 RESOLUTION NO. ___ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AUTHORIZING THE FINAL DISPOSITION OF CERTAIN CITY RECORDS WHEREAS, Government Code Section 34090 et seq. authorizes City department heads to destroy certain records, documents, instruments, books or paper after the same are no longer required with the approval of the legislative body by resolution and the written consent of the City Attorney. NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows: 1.Department heads are hereby authorized to have destroyed those certain documents, instruments, books or paper (collectively, “Records”) under their charge as described in Exhibit ‘A. 2.The Records described in Exhibit ‘A shall be held for seven days for review pursuant to the Public Records Act prior to destruction. If no request for review is submitted within that time, they shall be promptly destroyed. If a request for review is submitted, the Records shall be destroyed not less than twenty days and not more than thirty days after the records have been made available for review. Notwithstanding the foregoing, if the City Attorney determines that any Records should be retained for any reason those Records shall be retained and destroyed at a later date determined by the City Attorney. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 20thday of January 2021 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Yan Zhao, Mayor ATTEST: DATE: Debbie Bretschneider, CMC, City Clerk 77 January 2021 Records Authorized for Destruction by Council and City Attorney Retention Guide: AU = Audit, CL =Closure, CU = Current Year, T = Terminated Box number Department Description of Documents Retention date Retention Record Series Clerk 1 Clerk 2016 Legal ads, Terminated Commission applications 2015, Correspondance 2018 1/1/2021 Current Year + 4 Terminated + 5 Current year + 2 City Manager's Office 134B City Manager 2000-2001 Council staffed reports -scanned 1/1/2004 CLOSED +2 Agendas 134C City Manager assorted 1994-2003 Scanned Council staff reports + correspondance 1/1/2006 CLOSED +2 Agendas 134D City Manager 2000-2006 various staff reports -scanned 1/1/2009 CLOSED +2 Agendas 234 Clerk Terminated Contracts-scanned 1/1/2021 CURRENT YEAR+10 Contracts 459 Community Development Tree Permits 2016 and 2017 1/1/2021 CURRENT YEAR+2 Tree Removal Permit applications 475 recreation Facilities -rental agreements 2015-2016 1/1/2021 CURRENT YEAR+4 Facility Rentals 477 Recreation Risk Management Claims 2009-2015 1/1/2021 CLOSED+5 Claim Files 614 Finance Leonard Rd and 1992 COP Bond Issuance Binders 1/1/2021 CLOSED+10 Bond Documents 670 Finance Terminated Employees -Employee Payroll files 01- 01-2010 thru 12-31-2010 12/31/2020 TERM+6 Employee Payroll Files 767 Finance Journal Entries 7/2010 - 3/2011 12/31/2020 AUDIT+5 Journal Entries 768 Finance Journal Entries 4/2011 - 6/2011 and Single Audit 2010-11 12/31/2020 AUDIT+5 Journal Entries 801 Finance Employee time sheets FY 2012-13 12/31/2020 AUDIT+6 Payroll-Timesheets 842 Finance CY 2015 Business license renewal reports & Incativated business license notices 12/31/2020 TERM+4 Business license files 843 Finance FY 2015/16 Parking Citations 12/31/2020 AUDIT+4 Cash Receipts 846 Finance FY 2015/16 Cash receipts 12/31/2020 AUDIT+4 Cash Receipts 849 Finance Cash receipts 7/1/2105-8/31/2015 1/1/2021 AUDIT+4 Cash Receipts 850 Finance Cash receipts 9/1/2015 -10/31/2015 1/1/2021 AUDIT+4 Cash Receipts 851 Finance Cash Receipts 11/1/2015-12/31/2015 1/1/2021 AUDIT+4 Cash Receipts 78 852 Finance Cash Receipts 1/1/2016-2/28/2016 1/1/2021 AUDIT+4 Cash Receipts 853 Finance Cash Recipts 3/1/2016-4/30/2016 1/1/2021 AUDIT+4 Cash Receipts 854 Finance Cash rEceipts 5/1/2016-6/30/2016 1/1/2021 AUDIT+4 Cash Receipts 855 Finance FY 2014/15 Bank deposit receipts & accounts receivable reports 1/1/2021 AUDIT+5 Banking Records 857 Finance FY2015/16 A/P Check runs 7/1/15-9/15/15 1/1/2021 AUDIT+4 Accounts Payable 858 Finance FY2015/16 A/P Check runs 9/22/15-11/10/15 1/1/2021 AUDIT+4 Accounts Payable 859 Finance FY2015/16 A/P check runs 11/17/15-1/5/16 1/1/2021 AUDIT+4 Accounts Payable 860 Finance FY2015/16 A/P check runs 1/12/16-1/19/16 & EFT Payroll 7/15-6/30/16 & Batch Edit Lists 7/1/15- 12/31/15 1/1/2021 AUDIT+4 Accounts Payable 861 Finance FY2015/16 A/P Check runs 1/26/16-3/15/16 1/1/2021 AUDIT+4 Accounts Payable 862 Finance FY2015/16 A/P Check runs 3/22/16-5/10/16 1/1/2021 AUDIT+4 Accounts Payable 863 Finance FY2015/16 A/P check runs 5/17/16-6/29/16 1/1/2021 AUDIT+4 Accounts Payable 864 Finance FY2015/16 A/P check runs 7/15/16-8/16/16 & Batch edit Lists 1/1/16-6/30/16 (includes Period 13)1/1/2021 AUDIT+4 Accounts Payable 865 Finance FY2015/16 Closed Purchase Orders 7/1/15- 6/30/16 1/1/2021 AUDIT+4 Purchase Order Files 866 Finance 1099 FORMS Calendar Year 1994-Fiscal Year End 6/30/2015 1/1/2021 AUDIT+5 Tax Records, Vendor 868 Finance Bank Statements & reconciliations -General account & Payroll July 2014-Dec. 2014 1/1/2021 AUDIT+5 Banking Records 869 Finance Bank Statements & reconciliations -General account & Payroll Jan 2015 -June 2015 1/1/2021 AUDIT+5 Banking Records 872 Finance Journal Entries Period 1-13 FY2014-15; Budget Adjustments FY2014-15 1/1/2020 AUDIT+5 Journal Entries 876 Finance Purchase Orders FY2015-16 1/12021 AUDIT+4 Puchase Order Files 5057 Community Development Tree permits 2018 1/1/2021 CURRENT YEAR+2 Tree Removal Permit applications 5082 Recreation Recreation Class and camp registration forms 2018 + Special event waivers 2017-2018 12/31/2020 CURRENT YEAR+2 Recreation Registration Forms 79 CITY ATTORNEY CONSENTS TO DESTRUCTION OF THE RECORDS, DOCUMENTS, INSTRUMENTS, BOOKS OR PAPER DESCRIBED ABOVE: ________ ____________ Richard Taylor Date City Attorney 80 Record Series Official Retention Citation Description Administrative Policies SU+5 GC 34090 All City policies and procedures, including appropriate policy manuals and handbooks. Records documenting the implementation of management and administrative policies and directions for various City functions. Administrative Records CU+2 GC 34090 Records of a general nature including copies of memos, letters, chronological files, archived calendars etc. that pertain to the general administrative activities and duties of the Department. Association Files SU+2 GC 34090 Records related to membership or the activities of professional or industry associations of which the City or City staff is a member or has a business interest. Bids and Proposals, Successful AU+5 GC 34090; CCP 337 Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services, where the proposal was selected by the City. Bids and Proposals, Unsuccessful CU+2 GC 34090 Bids, proposals, and records of request for qualifications and requests for proposals regarding goods and services. Unsuccessful proposals not selected by the City. General Public Complaint Files CL+2 GC 34090 Records related to complaints filed by the public regarding the City's operations, activities, or policies. Contracts and Agreements CL+10 CCP 337, 343 Does not include capital improvement projects. Includes leases, equipment, services or supplies. Official contract filed with the City Clerk. Contracts and Agreements, Capital Improvement Projects P GC 34090, H&S 19850 Capital improvement projects. Includes specifications and plans, certificates of insurance, insurance bonds, and scopes of work. Official contract filed with the City Clerk. GENERAL ADMINISTRATION AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) *= Refer to note in the record’s description for additional retention details Page 1 of 31 2018 81 Record Series Official Retention Citation Description Delegation of Authority - Signature Authorization Forms P GC 34090 Records authorizing specified employees to sign for and approve certain activities or documents during the absence of the individual normally authorized to do so. Delivery Receipts CU+2 GC 34090 Records documenting receipt of items sent by certified mail or hand delivered (e.g., appeals). General Subject Files/ Correspondence CU+2 GC 34090(d)Working documents and correspondence not in project files. Historical Documents P GC 34090 Documents determined to have historic value; i.e., records and photographs related to significant decisions, projects, or programs of City staff. E.g., pictures on the creation of the city seal; newspaper article documenting the anniversary of the city. Legal Advertising CU+3 CCP 343, 349 et seq.; GC 911.2, 34090 Records related to legal advertising required for public hearings. Includes proof of publication notices. Master Plans/ Strategic Plans SU+2*GC 34090 Special or long-range program plans and goals for the City, e.g., coordination of services. (*Scan into electronic repository before destroying .) Minutes, Administrative Meetings CU+2 GC 34090 Meeting minutes, records associated with staff meetings, not Council-related. Publications and Presentations SU+2*GC 34090 Records related to providing information to the public and to staff about City activities. Includes internal and external newsletters, news clippings, brochures, and press releases. Records of presentations to public groups by members of the Council or City staff. Associated working files, such as graphics used in document creation, where applicable. (*Scan into electronic repository before destroying .) Reference Files, External Sources CL+2 GC 34090 Documents published by outside organizations, used for reference or research. Includes reports from external providers of services to the City and City residents. Reference Files, Internal CL+2 GC 34090 City-generated files used as reference. Reports, General CU+2 GC 34090 Reports generated by staff, relating to status or progress of routine City activities. Not agenda- related reports. Page 2 of 31 2018 82 Record Series Official Retention Citation Description Special Projects CU+2 GC 34090 Records relating to special projects carried out by the department. E.g., Tree-lighting ceremony project records. Page 3 of 31 2018 83 Record Series Official Retention Citation Description Account Reconciliation AU+5 GC 34090 Reports and related documents showing transactional activity and month-to-month status of balance sheet accounts. Audit Work Papers AU+5 GC 34090 Back up documents and confirmation letters. Banking Records AU+5 GC 34090; 26 CFR 31.6001- 1 Records related to bank transactions including deposit of funds, bank statements, bank reconciliations, disbursements, and wire fund transfers. Bond Documents CL+10 GC 34090; CCP 337.5 Bonds, revenue records relating to interest bearing certificates (negotiable instruments) issued by City to raise revenues, including certificates of participation and any non- discharged debt. General Ledger P GC 34090; CCP 337 Summary of all financial accounts. Records relating to postings to the General Ledger. Grants, CDBG and Urban Development CL+4 24 CFR 570.502(b)(3) , 85.42; OMB Cir. A-102, A- 110, A-128, HUD regs Community Development Block Grants and associated records: applications, reports, contracts, supporting documents. Grants, CDBG - Unsuccessful CL+2 GC 34090 Community Development Block Grants and associated records, where the application was not successful and grant was not awarded. Grants, Financial Records CL+5*GC 34090 Grant information and documentation, including financial data, for all grants applied for by the City. (*Certain grants may have individual requirements. Refer to grant's close-out procedures .) Journal Entries AU+ 5 GC 34090 Documentation of financial transactions entered into the general ledger. ACCOUNTING ADMINISTRATIVE SERVICES AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) *= Refer to note in the record’s description for additional retention details Page 4 of 31 2018 84 Record Series Official Retention Citation Description Petty Cash Vouchers AU + 4 GC 34090 Petty cash vouchers Accounts Payable (check runs & check registers) AU+4 GC 34090 Records relating to payment of financial obligations (money owed by the City). Includes vendor and contractor invoices, bills, statements and any non-discharged debt. Also includes delivery receipts and employee travel reimbursements, petty cash requests for reimbursement, check requests, and expense reports. Records listing individual checks issued, and the date, payee, amount and purpose of each expense. Fixed Assets AU+4 GC 34090; 26 CFR 301 65- 1(F); CCP 337 Records relating to the acquisition, depreciation, accrual, and disposal of fixed assets. Insurance, certificates P GC34090 Insurance certificates filed separately from original contracts, includes insurance filed by licensees. Purchase Order Files AU+4 GC 34090; CCP 337 Original copies of Purchase Orders issued by the City to sellers or service providers, detailing products or services ordered, terms of sale, and payment agreement. Tax Records, Vendor AU+5 GC 34090; 29 USC 436; IRS Reg 31.6001- 1(e)(2); R&T 19530; 29 CFR 516.5- 516.6 Forms 1099, and W-9s filed for reporting payments to vendors. Records relating to withholding orders on payments to instructors or vendors from federal, state, or other agencies. Likely to contain confidential information. Voided Checks AU + 4 GC 34090 Physical records of voided checks Accounts Receivable AU+4 GC 34090 Records related to accounting for money owed to the City, where the City sends out billing invoices. Includes false alarm cards. ACCOUNTS PAYABLE ACCOUNTS RECEIVABLE Page 5 of 31 2018 85 Record Series Official Retention Citation Description Business License Applications P GC 34090, Municipal Code 4- 05.070 Original applications for business licenses submitted to the City. Likely to contain confidential information. Business License Files T+4 GC 34090; CCP 337 Business license renewal notice reports and business license issuance reports. Cash Receipts AU+4 GC 34090; CCP 337 Records related to payment received by the City. Includes, cash, check, and credit card payments. Tobacco Retailer Licensing CU+2 GC 34090 Includes Application and License Budgets, Adopted P GC 34090 Annual operating and capital budget documents relating to internal planning and financial management. Includes budget vs. cost reports, summaries, schedules, goals and objectives and milestones. Official City budgets as approved by City Council. Budget Adjustments, Journal Entries AU+4 GC 34090 Records of alterations to the budget due to changes in City revenue or expenditures. Budgets, Proposed CU+2 GC 34090 Budgets presented to City Council for approval. Benefits File: COBRA Files T+10 29 CFR 1602.30-32, 1627.3; 29 USC 1027; GC 34090 May include enrollment application, release authorizations, copies of proof of premium payment, if applicable. Likely to contain confidential information. Benefits File: Medical Leaves of Absence CL+30 FMLA 1993 US OSHA; 29 CFR 1910.20; 29 CFR1602.30. 32; 49 CFR 192-9 Records filed as part of a request for leave of absence. May include application and applicable medical records. Likely to contain confidential information. Benefits File: Retirement Plans P GC 12946, 34090, 29 CFR 1627.3(2) PERS and beneficiary documents. Likely to contain confidential information. Cal OSHA CU+5 8 CCR 14300.33 Forms 300-A Annual Summary and 301 (workers compensation injury reports) filed with Cal OSHA. City Volunteer Program Records T+2 GC 34090 Records of the activities and administration of the City's volunteer program, including all records maintained on active and non-active volunteers. HUMAN RESOURCES BUDGETS Page 6 of 31 2018 86 Record Series Official Retention Citation Description Disaster Service Worker Volunteer Program Records T+4*GC 3105(c), (e) The oath or affirmation of any disaster service worker of any city shall be filed in the office of the city clerk of the city. Likely to contain confidential information. (* If volunteer and not public employee, T = Termination of volunteer service; If volunteer is a public employee, T = Termination of employment .) Employee Handbooks (Personnel Rules and Policies) SU+2 GC 34090 Authoritative manual of employee policies. Employees Personnel Files T+ 4 GC 34090; 29 CFR 1602.30- 32, 1627.3 Official records of personnel history for all active City employees of regular status (full-time and part-time) or temporary status (non-benefited full- time and part-time). Includes all job actions such as new hire paperwork, certifications, performance appraisals, personnel action changes - recorded on personal action forms (PAF), warning and discipline letters, grievances, commendations, emergency contact information, and records of leave taken under family leave laws. Separated employees’ personnel files are kept as a personnel history record. Not a public record. Likely to contain confidential information. Employment Applications CU+2 GC34090; GC 12946; 29 CFR 1627.3 Applications submitted for existing or anticipated job openings. (Mostly all electronic files on Calopps.org.) Immigration T+3 8 CFR 274a.2(b)(2)(i ); Immigration Reform/Contr ol Act 1986 Pub. L 99- 603 (8 USC 1324a); GC 34090 I-9 Form; proof of eligibility to work in the United States of America. Likely to contain confidential information. Insurance, Workers Compensation P GC 6410; 8 CCR 15400.2(a); LC 110-139.6 Workers Compensation records relating to employee industrial claims history. Insurance administered through ABAG. Likely to contain confidential information. Page 7 of 31 2018 87 Record Series Official Retention Citation Description Negotiations P 29 USC 211(c), 203(m), 207(g) Contracts, memorandum of understanding (MOUs), correspondence, and official meeting notes. Position Recruitment CL+3 GC 12946; GC 6250 et seq.; 29 CFR 1602 et seq.; 29 CFR 1607; 29 CFR 1627.3 May include applications and resumes for those considered and/or selected for the position, eligibility list, examination material and answer sheets, job announcements, written correspondence with candidates such as rejection letters or invitations to the next phase of the process. Likely to contain confidential information. Salary Range Tables and Job Descriptions SU+2 GC 12946, 34090; 29 CFR 516.6(a)(2); 29 CFR 1602.14 Includes classification salary range tables, classification studies and survey's. Note: Only the most current salary range tables and job descriptions are vital records. Sexual Harrassment Training records for local agency legislative body members CU + 5 GC53237 Requires that local agency legislative body members that receive compensation or stipend must receive sexual harassment training every 2 years. Records are subject to disclosure. Training Records and Tuition Reimbursement Program CU+7 AB 1825 (GC 12950.1); 2 CCR 7288.0; GC 6250 et seq. Written records of which employees received training and the dates of all training sessions. For sexual harassment training, the name of the training provider. Unemployment Insurance Claim Records T+6 GC 12946, 34090; 29 USC 1027, 1113; 29 CFR 1602 et seq., 516.2 All documented claims submitted by former employees for unemployment compensation. Records may include: claim records, notices, reports, records generated by the appeal of claim determinations. Likely to contain confidential information. Page 8 of 31 2018 88 Record Series Official Retention Citation Description Computer System Administration SU+5 GC 34090 Records regarding activities to maintain and ensure continued operation of computer systems and applications. Checklists and special requests regarding new users, new system set up, and termination. (Electronic documents.) E-Mail Archives CU+ 1 GC 34090 Archived e-mail shall be maintained for two years; however, this does not override any specific retention requirements of individual records series. E-mails that constitute records must be preserved according to their retention periods elsewhere in this schedule. Network Configuration SU+5 GC 34090; CCP 337.2 Network information systems (LAN/WAN) configuration maps and plans. Records relating to the infrastructure and set-up of servers. (Electronic documents.) Security Clearance Records SU+5 GC 34090 Records related to authorizing employees or contractors to have access to a City computer system, system module or the data stored in a computer system or system module. Generally tracks permissions by position or employee classifications. Likely to contain confidential information. Software Application Files SU+2 GC 34090 Records related to software applications owned by the City. Includes software registrations and records related to the maintenance of software applications. Licenses, authorization codes and certificates for support services. Deferred Compensation Records T+5 GC 34090; 26 CFR 31.6001- 1; 29 CFR 1627.3(2) Reports and payment records by pay period. Employee contributions and City payments to deferred compensation plan 457. Likely to contain confidential information. Employee Payroll Files T+6 GC 34090; 29 CFR 516.2, 516.5-516.6; IRS Reg 31.6001- 1(e)(2); 29 USC 436; R&T 19530 Records relating to individual employees, including new hire, termination, salary, benefits, deductions, employee benefit enrollment forms, direct deposit authorization, W-4, DE-4, and employee authorizations for deductions. Includes withholding orders on employees. Likely to contain confidential information. INFORMATION TECHNOLOGY PAYROLL Page 9 of 31 2018 89 Record Series Official Retention Citation Description Payroll - Employee Timesheets (Bi-weekly pay run) AU+6 GC 34090; 29 CFR 516.2; 20 CFR 516.6(1); IRS Reg. 31.6001- 1(e)(2); R&T 19530; LC 1174(d) Timesheets, signed by employee, supervisor, and department head, for audit and FEMA Reports. Includes applicable sign attachments: requests for time off, overtime authorization. Likely to contain confidential information. Payroll - Organization Reports P GC 34090, 37207 Bi-weekly reports listing City costs by employee and program. Likely to contain confidential information. Payroll Registers P GC 34090, 37207; 22 CCR 1085-2; 29 CFR 516.2, 516.6, 516.6; 26 CFR 31.6001- 1; LC 1174(d) Salary, benefits, and deduction information, filed by pay period. Monthly, quarterly, fiscal year and calendar year reports. Records including garnishments, adjustments, and PERS (Public Employee Retirement System) deductions. Likely to contain confidential information. PERS Payroll Reports P GC34090; CAC 22-1085- 2; 26 CFR 31.6001-1; 29 CFR 516.5- 516.6, LC1174(d) Report to CalPERS detailing employee salary information and retirement contributions by pay period. Reports list a group of employees, not one report per employee. Likely to contain confidential information. Premium Billings P GC 34090; 26 CFR 16001- 1; 29 CFR 1627.3(a), (b)(2) Medical, dental, vision, life, disability, supplemental insurances. Reports list a group of employees, not one report per employee. Quarterly & Calendar Year Tax Reporting P GC 34090; 29 USC 436; 26 CFR 31.6001- 1; IRS REG 31.6001- 1(e)(2); R&T 19530; 29 CFR 516.5- 516.6 Records relating to the maintenance of information about tax liabilities, withholding and payment of taxes, records related to payment of State and Federal taxes including annual W-2 Forms, and the quarterly and annual DE-9, DE- 9C, Form 941, DE-6, and DE-7 forms. Page 10 of 31 2018 90 Record Series Official Retention Citation Description Voided and Manual Checks AU + 4 GC 34090 Physical records of voided or manual checks Annual Reports P GC 34090 Comprehensive Annual Financial Report (CAFR) and or Financial Statements. Auditor reports relating to the review and monitoring of accounting or financial records to ensure compliance with GAAP standards and the City’s financial procedures. Includes: Single Audit reports; TDA Audit reports; GANN Appropriation Limit report; Public Financing Authority (PFA) reports; and Auditor’s Internal Control memorandum or reports. Other Annual Reports P GC 34090 Other mandated reports to include: Annual Streets Report; Annual AB 1600 Report; Annual Property Tax Levy Report; Annual SLESF/COP Report; Maintanence of Effort (MOE) - Public Safety; and Annual Possessory Interest Report. Reports to the State Controller P GC 34090 Reports mandated by the State Controller, detailing the City's revenues and expenditures for purposes of funding: Annual Cities Report; and Streets Report. Treasurer's Report AU+5 GC 34090 Fund balances: total revenue versus total expenditures. (i.e., status update.) REPORTS Page 11 of 31 2018 91 Record Series Official Retention Citation Description RISK MANAGEMENT Plan and Plan JPA Liability Insurance Information and Documents CL+5*GC 34090 Copy of annual Memorandum of Coverage (MOC), declarations, and exclusions. (*Hold onto as long as claim files are held . Scan into electronic repository before destroying.) Claim Files CL+5 GC 34090, 25105.5 Records regarding claims by the City against others or others claiming wrongdoing by the City or its employees. Claims generally request compensation for damage or loss. Records include photographs taken by City employees or members of the public documenting claims, accidents, or incidents involving City property or employees. Likely to contain confidential information. Employee Safety Information CU+ 5 GC 34090 Evacuation drills, Safety Committee records and minutes, Safety Inspection Reports, Injury Illness Prevention Program records, and Safety Training. Insurance Certificates P GC 34090 Insurance certificates issued by the City's insurance administrator. Insurance certificates naming the City as additionally insured for events taking place on City property. Minutes, Risk Management Committee CU+2*GC 34090 Meeting minutes, records associated with staff meetings, not Council-related. (*Scan into electronic repository before destroying .) Risk Management Reports CL+5 OMB 1220- 0029; 29 CFR 1904.4; GC 34090 ABAG Plan reports related to City claims, loss runs, loss analysis and related records. Safety reports, actuarial studies. Page 12 of 31 2018 92 Record Series Official Retention Citation Description Art Donations - Temporary CU + 5 GC 34090 Paperwork and contracts pertaining to the temporary loans of artwork to the City. Art Donations - Permanent P GC 34090 The permanent donation of artwork to the City Gifts, Contributions, and Donations CU+4 GC 34090 Records document gifts and contributions to the City that result from fundraising efforts, donations, memorials, or tributes by private individuals or corporations. Median Banner Applications CL+2 GC 34090 Applications for median banner applications. Press Releases, Community Relations, Outreach CU+2*GC 34090 Press or news releases. (*Scan into electronic repository before destroying.) AB1234 training CU+2 GC 53235.2 Ethics Training -Certificates of proof of training Administrative Hearings CU+2 GC 34090 Includes hearing request, decision, notes, evidence and tapes. ( *Scan into electronic repository before destroying.) Agendas, City Council CU+2*GC 34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action agendas for City Council. Agenda packets, including staff reports and attachments. (*Scan into electronic repository before destroying .) CITY MANAGER'S OFFICE CITY CLERK AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) *= Refer to note in the record’s description for additional retention details Page 13 of 31 2018 93 Record Series Official Retention Citation Description Applications, Commissions and Committees - Unsuccessful CL+2 GC 34090 Citizen applications for vacancies on City commissions or committees, where the applicant was not selected. Applications, Commissions and Committees -Successful T+5 GC 34090, 40801 Citizen applications for vacancies on City commissions or committees, where the applicant was selected to fill the position. Appointments to the Council P GC 34090 Records of the appointment of an individual to fill a vacant Council seat and serve out the term of a Councilmember who is unable to complete his or her term. Articles of Incorporation P GC34090; CCP337.2 City copy of documents filed with State, establishing incorporation of City and the boundaries thereof. Includes resolutions of the Santa Clara County Board of supervisors and any other records relating to the incorporation of the City. Assessment Districts P GC 34090 Original documentation of assessment districts in City. Communications from the Public at Council Meetings CU+2* GC 34090 Material provided to City Council from members of the public, relating to agendized or non- agendized items, for consideration at any noticed meeting of the City Council. Retained as part of the official City agenda packet for the meeting to which it pertains. (*Scan into electronic repository before destroying .) Council Administrative Files T+2 GC 34090 Records relating to Council members, current contact information, biographies, etc. Council Resolutions P GC 34090(d), 40801 Formal expression of the will, opinion and intent voted by the City Council and legislative-type actions. Easements, Dedications, Rights-of-Way P GC 34090 Records relating to easements, rights-of-way, and other dedications associated with construction or subdivision projects. FPPC Forms -Mandated Reporting CU +7 GC 34090 FPPC 18944 Forms 801,802,806 are mandated by State Law related to gifts and honoraria, and holding of multiple positions. Franchises P GC 65864, 65869.5, 34090; CCP 337.2, 343; 5 CCR 16023 Records related to franchise agreements with the City, e.g., cable. Includes subdivision agreements, contracts for sale or purchase of property, grant of easements, etc. Page 14 of 31 2018 94 Record Series Official Retention Citation Description Joint Powers Agency Agreements P GC 34090 Agreements forming joint powers agencies of which the city is a member, amendments to those agreements, and documentation of City joining and withdrawing from the agreement. Joint Powers Agency Materials CU + 2 GC 34090 All materials relating to joint powers agencies of which the city is a member other than the formal agreements and related documents described above. Legal Advertising CU+4 CCP 343, 349 et seq.; GC 911.2, 34090 Records related to legal advertising required for public hearings. Includes proof of publication notices. Lobbyist Reporting Forms T+2* GC 34090 Forms filed with the State regarding City's lobbyist consultants. (*Scan into electronic repository before destroying .) Meetings, Digital Recordings P GC 34090.7 Digital (electronic) recordings of City Council meetings. Provides a record of legislative history and intent. Minutes, Council Meetings P GC 34090(d), 36814, 40801 Records regarding meeting minutes, resolutions, actions and decisions of the City Council. Municipal Code P GC 34090 The City's Municipal Code, with supplements and changes included. Ordinances P GC 34090(d), 40806 Regulations enacted by council action and related records. Certificate of Ordinance Adoption – States when the ordinance was adopted and when/how the ordinance was legally advertised. Petitions CU+2 GC 50115, 34090 Petitions submitted to the City Council. Proof of Service Forms CL+2 GC 34090 For official documents sent by the City: Legal forms confirming their delivery either by hand or through Certified Mail. Correspondence CU+3 GC 34090 Archived communications (written or digital) from the public on City matters, not included in Council meeting minutes. Includes official responses from Mayor, City Council, or City Manager. Public Record Requests CL+2 GC 34090 Records reflecting Public Record Act (PRA) and Freedom of Information Act (FOIA) requests and material sent in response to same. Page 15 of 31 2018 95 Record Series Official Retention Citation Description Records Destruction Approvals & Certificates P GC 34090 Documents certifying (confirming) the destruction of official records that have been approved for destruction. The certification attests to the fact that destruction was accomplished in accordance with applicable procedures. Recorded Documents P GC 34090 Official version of documents recorded by the County Recorder's Office and which secure rights for the City. Records Inventory CU+2 GC 34090; 80 OPS Atty. Gen. 106 Inventory of non-current or inactive records holdings and location, indices. Records Management Files CL+2 GC 34090 Records regarding the management of City records, including records maintenance and transfer records. Does not include the retention schedule or destruction certificates. Records Retention Schedules SU+4 CCP 343 The document that lists each record series and the associated retention times, characteristics, responsible division, and legal citations, if applicable. Statements of Economic Interest CU+7 GC 81009(e), (f); 82006; 87200 et seq. Form 700 detailing financial assets and investments that might create a conflict of interest for individuals required to file a Form 700 as noted in the City’s Conflict of Interest Code, such as the City Council, City Manager, Commissioners, and other City staff. Page 16 of 31 2018 96 Record Series Official Retention Citation Description Certificates of Election T+4* GC81009(a), (d) Original reports and statements, records used to certify election results. (*Scan into electronic repository before destroying .) Ballot Measures, Initiatives, Referendum P GC 34090, 34458-34460; EC 17200, 17400 Initiative, referendum, and recall records, including arguments, rebuttals for measures, and impartial analysis. Elected Candidate Disclosure statements P GC 81009 (b), (g) FPPC Filings, including forms 410, 460, 496, and 497, which provide a record of candidate or committees’ campaign finance activities during a campaign. Also includes candidate intention statement, Form 501. And Form 700. Unsuccessful Candiate Disclosure Statements E +5 GC 81009 (b) FPPC Filings, including forms 410, 460, 496, and 497, which provide a record of candidate or committees’ campaign finance activities during a campaign. Also includes candidate intention statement, Form 501. And Form 700. History P GC 34090 History of elections: sample ballots, certificates of election, staff reports, and resolutions regarding elections. Election Nomination Papers and Signatures in Lieu of Fees Term of Office + 4 EC 10220 et seq., 17100 Original nomination papers and signatures in lieu of fees. Election Documents - Elected P EC 17100(a), 17300 et seq., 20442; GC 34090, 81009(b), (e), (f), 82006, 87200 et seq. Election documents such as Candidate Information Request Forms, Candidate Statements of Qualification, Foreign Language Given Name Translation Forms, Declarations of Intent to Install Temporary Political Signs, and Fair Campaign Practices Signature Forms. * Please note that elections are administered by the Santa Clara County Registrar of Voters. The City does not handle or retain ballots or voter registration. ELECTIONS* Page 17 of 31 2018 97 Record Series Official Retention Citation Description Election Documents - Not Elected E+5 EC 17100(a), 17300 et seq., 20442; GC 34090, 81009(b), (e), (f), 82006, 87200 et seq. Election documents such as, Candidate Information Request Forms, Candidate Statements of Qualification, Foreign Language Given Name Translation Forms, Declarations of Intent to Install Temporary Political Signs, and Fair Campaign Practices Signature Forms. Petitions Results of Election + 1 EC 17200 Petitions to qualify initiatives, referendums, and recalls. Petitions are confidential Oaths of Office T+6*GC 34090; 29 USC 1113 Oath of office forms filled out by elected officials and certified by the City Clerk. (*Scan into electronic repository before destroying .) Page 18 of 31 2018 98 Record Series Official Retention Citation Description Emergency Operations Plan SU+2 GC 34090 The City's plan for preparing for and handling a variety of disasters and emergency situations. Emergency Recovery Records CL + 3 GC 34090 FEMA Records documenting the City's long-term recovery efforts after a disaster or emergency. Includes records relating to City collaboration with County, State or Federal agencies, and non-profit organizations. Docments go to FEMA. Emergency Response Records CL + 3 GC 34090 FEMA Records detailing the work of formal City volunteers, spontaneous volunteers, and City staff during a declared emergency. Also includes records documenting activities of emergency operations center (EOC). Documents go to FEMA. Grant Records and Agreements, Emergency Preparedness CL+10 GC 34090 Documents related to grants awarded for emergency preparedness efforts. Including applications, agreements, progress and financial reports and compliance paperwork. Primarily Homeland Security grants. (*Certain grants may have individual requirements. Refer to grant's close-out procedures .) Grant Records, Unsuccessful CL+2 GC 34090 Emergency preparedness grants applied for by the City, where the grant was not awarded. EMERGENCY SERVICES Page 19 of 31 2018 99 Record Series Official Retention Citation Description Appeals CU+3 CCP 583.320 (a)(3); GC 34090 Civil appeals records. Major Litigation P 42 USC 1983; GC 6254, 34090 Official documents relating to a case that the City Attorney has determined to be a signficant case which sets legal precedent or its resolution by settlement. These documents include any records associated with a case that are filed in court, notorized, or authorized as well as petitions, complaints, subpoenas (where the City is a party to the case), reply briefs, opening briefs, settlement agreements, files pleadings, court documents. Does not include internal memoranda or correspondence with opposing side. Case Records, Informal CL+7 42 USC 1983; GC 34090 Litigation related material not subject to major litigation files and includes logs, complaints, police reports, court orders, motions, notes, Summons or subpoenas (where the City is not party to the case) Grand Jury Reports and City Responses CU+10 GC 34090, 6276.22 Reports received from Santa Clara County Civil Grand Jury, and City responses. Opinions SU+2 GC 34090, 6254 Written legal opinions resulting from research on a given topic. (I.e., Research memoranda.) Likely to contain confidential information. Abandonments P GC 34090(a) Records relating to abandonment, condemnation, and demolition of City-owned buildings. Acquisitions/ Dispositions P GC 34090(a); GC 6254 Supporting documents regarding the sale, purchase, exchange, lease or rental of property by the City for more than one year. Appraisals CL+2 GC 34090; GC 6254(h) Real estate appraisals relating to potential acquisition of property by the City. Exempt from disclosure until final acquisition is made, or until contract agreement is obtained. Likely to contain confidential information. PROPERTY LEGAL/LEGISLATIVE Page 20 of 31 2018 100 Record Series Official Retention Citation Description Deeds and Promissory Notes P GC 34090(a); 24 CFR 570.502(b)(3) , 24 CFR 8.42 & OMB Circ. SA-110 Title deeds and other records establishing City ownership of property. Agendas, Commissions & Committees CU+2*GC 34090 Original agendas and special meeting notices, including certificates of posting, original summaries, original communications and action agendas. (*Scan into electronic repository before destroying .) Agenda Packets, Commissions & Committees CU+2*GC 34090 Agenda packets prepared for commissions and committees, including staff reports. (*Scan into electronic repository before destroying .) Communications from the Public at Commission Meetings CU+2*GC 34090 Material provided to commissions and committees from members of the public, relating to agendized or non-agendized items, for consideration at any noticed meeting of the commission or committee. Retained as part of the agenda packet for the meeting to which it pertains. (*Scan into electronic repository before destroying .) Meetings,Digital Recordings P GC 34090 Digital (electronic) recordings of commission and committee meetings. Provides a record of legislative history and intent. Minutes, Commissions & Committees P GC 34090, 36814, 40801 Meeting minutes, records associated with meetings of commissions and committees, including Council committees. Resolutions P GC 34090(e) Resolutions generated by commissions or committees. Includes approval or disapproval of planning projects, etc. COMMISSIONS AND COMMITTEES AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) *= Refer to note in the record’s description for additional retention details Page 21 of 31 2018 101 Record Series Official Retention Citation Description Building Permit Files P GC 34090(a); H&S 19850, 4003, 4004 Permits issued by City. Records related to plans, signs, grading, encroachment, including blueprints and specifications. Approval to construct or renovate property. Includes structural calculations and soil and geotechnical reports as needed; and Final Building inspection reports. Code Books SU+3 GC 34090; CCP 340.5 National Electrical Code, Uniform Building, Fire, Mechanical, Plumbing, etc. Includes supplements. Inspections, Not included in Building Permit Files CL + 2 GC34090 (d) Correspondance, fees, appeal requests, reports House Numbers P GC 34090(a)Address assignments/changes. Abandoned Vehicles CL+2 GC 34090(d) Records of City-handled code violations relating to abandoned vehicles. Does not include cases handled by Sheriff's office. Alarm Permits SU+2 GC 34090 Security alarm permits for homes or businesses located in the City. Permits, Animal CL+2 GC 34090 Horse and kennel permits issued by the City, associated documentation. Permits, Massage Establishment/Practition er CL+2 GC 34090 Permits issued by the City required for establishing, managing, or practicing at a massage establishment within City limits. Associated documentation. Permits, Noise Exception CL+2 GC 34090 Permits issued by the City allowing an exception to the City's noise ordinance for the purposes of construction or other approved activity. Associated documentation. Permits, Solicitor CL+2 GC 34090 Permits issued by the City allowing permit-holders to solicit within City limits. Associated documentation. BUILDING CODE COMPLIANCE COMMUNITY DEVELOPMENT AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) *= Refer to note in the record’s description for additional retention details Page 22 of 31 2018 102 Record Series Official Retention Citation Description Permits, Special Events CL+2 GC 34090 Permits issued for events requiring a Special Event Permit, Group Use Permit, or Block Party Permit. Violations, Building, Property, Zoning CL+2 GC 34090(d) Building, housing and mobile home code violation records including inspections; public nuisance, rubbish and weed abatement, vehicle abatement, citations, and related complaints. Annexations P GC 34090(a) Reports, agreements, and public notices related to applicants' requests for annexation of property to the City. City Boundary P GC 34090 Map of city boundary limits. Development Agreements P CCP337, 337.1(a), 337.15; 48 CFR 4.703 Infrastructure contracts, franchises. Environmental Review (CEQA) Files P GC 34090(a); CEQA Guidelines California Environmental Quality Act: Exemptions, Environmental Impact Report, mitigation monitoring, negative declaration, notices of completion and determination, comments, statements of overriding considerations. Includes environmental audit records for these files. General Plan and Elements P GC 34090 General Plan dictating acceptable land uses for the City. Includes sphere of influence. General Plan Amendments, Approved P GC 34090 Records of proposed amendments to the General Plan that have been approved. General Plan Amendments, Closed CU+3 GC 34090, 65103, 50110 Records of proposed amendments to the General Plan that have been denied. Grants, Community/Urban Development (includes CDBG) CL + 4 24CFR Project files, contracts, proposals, statements, reports, sub-recipient dockets. Environment review, grant documents, applications. Includes section 108 loan guuarantee and HUD regulations. Historic Preservation Inventory P GC 34090 List of historic structures and landmarks within City limits. Heritage Resource Alteration Applications CL+2 GC 34090 Special application required in addition to planning application when applicant's proposed plans are alterations to a house or structure designated as historic or declared a heritage resource. PLANNING Page 23 of 31 2018 103 Record Series Official Retention Citation Description Maps, Plans, Drawings, Exhibits, Photos P GC 34090; H&S 19850; GC 34090.7 Zoning, tentative subdivision, parcel, land use map, street names, specific plans. Included in Project Files, Planning and Zoning. Project Files, Planning and Zoning P GC 34909(a); H&S 19850, 4003, 4004 May include photographs, planning application, blueprints, drawings, maps, plans, reports (including arborist reports), evaluations, use permits, variances, studies, appeals, compliance certificates, public notices, documents confirming delivery of public notices, conditions of approval, lot line adjustments, Council or Planning Commission staff reports and Exhibits, or other planning-related matters. Project specific records that pertain to real property. Security Bonds and Deposits CL+2 GC 34090 Records of security deposits provided to the City for certain projects, guaranteeing that the projects will follow specific guidelines. Includes tree deposits. Tree Removal Permit Applications CU+2 GC 34090; H&S 19850 Tree removal permit applications and photographs. Page 24 of 31 2018 104 Record Series Official Retention Citation Description Air Quality Permits SU+7 GC 34090; CCP 338(k) Annual permits issued to the City by the Bay Area Air Quality Management District, allowing usage of City's gasoline refueling station. Hazardous Materials Training Files SU+2 8 CCR 3204(d) et. Seq. Trainings materials and records regarding the handling of hazardous materials. Hazardous Waste Disposal Records CU+10 CAL OSHA; 40 CFR 122.21 Documentation regarding the handling and disposal of hazardous waste. Material Safety Data Sheets (MSDS)P 8 CCR 3204, 5194(b)(5)(I)( 2) Records relating to the description, use, and safe handling of hazardous substances. Signage L+2 GC 34090 Log books, index register cards, inventory lists, records of traffic signs. Underground Storage Tanks, Compliance P GC 34090 Documents related to underground storage tanks and compliance with regulations. Underground Storage Tanks, Maintenance and Operation P GC 34090 Location, installation, removal, remediation. Vendor Files AU+4 GC 34090 Invoices and copies of purchase orders by vendor. Work Orders CU+2 GC 34090 Work orders received from Traffic Safety Committee, the public, and upper management. Benchmark Data P GC 34090(a) Map and description of benchmarks - elevation points. Four-page document unlikely to ever change. Bonds, Insurance P CCP 337.2, 343 Certificates of bonds insuring City projects. Includes material bonds and work performance bonds. Incorporated into contract. Bridge and Overpass Reports L+4 GC 34090 State reports on status of bridges and overpasses in the City. ENGINEERING CORPORATION YARD PUBLIC WORKS AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) *= Refer to note in the record’s description for additional retention details Page 25 of 31 2018 105 Record Series Official Retention Citation Description Capital Improvement Projects P GC 34090 Public projects carried out by the City. Includes plans, permits, and supporting documentation. Deposit Account Projects P CCP 337; GC 34090 Records of projects for residents or businesses in which City receives a deposit from applicant, arranges for various surveys and studies to be performed by approved consultants, including city geologist, who are paid through applicant's deposit. File includes plans, and reports generated, such as soil reports. Drawings P GC 34090 Part of project files for both Capital Improvement Projects and Deposit Account Projects. Includes site map, plan, and specifications, traffic control plans. Included in Capital Improvement Projects and Deposit Account Projects. Easements, Dedications, Rights-of-Way P GC 34090 Records relating to easements, rights-of-way, and other dedications associated with construction or subdivision projects. Includes abandonments and vacations of the above. (Officially recorded documents are held by the City Clerk.) Environmental Review (CEQA) Files P GC 34090(a); CEQA guidelines California Environmental Quality Act: Exemptions, environmental impact report, mitigation monitoring, negative declaration, notices of completion and determination, comments, statements of overriding considerations. Often included in Capital Improvement Project Files. For subdivisions, filed in Deposit Account file. Environmental Review - Supporting Documentation CL+2 GC 34090(d) Correspondence, consultants, issues, conservation. Grants, Federal and State CL+5*GC 34090 Grants applied for by the City for funding capital improvement projects. Includes applications, reports, contracts, supporting documents. Included in Capital Improvement Project Files. (*Certain grants may have individual requirements. Refer to grant's close-out procedures .) Grants, Unsuccessful CL+2 GC 34090 Grants applied for by the City for funding projects, where the grant was not successful. Page 26 of 31 2018 106 Record Series Official Retention Citation Description Maps and Plats P GC 34090 Paper maps of fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, sewers, etc. Includes survey maps (Record of Survey). Plats of City property lines and parcels. NPDES Permit Books P 40 CFR 122.28 National Pollutant Discharge Elimination System permit booklet describing Clean Water Act requirements for City projects and stormwater runoff. Called Municipal Regional Permit (MRP). NPDES Report CU+5 40 CFR 122.41(j)(2) Annual report on the City's compliance with the National Pollutant Discharge Elimination System permit. Permits, Encroachment - Issued by City P GC 34090 CA -CCP 337.15 Permits issued by City to residents or organizations allowing improvements along City- owned property or roads, e.g., for driveway alterations or underground utility trenches. Permits, Encroachment - From External Entities P GC 34090 CA-CCP 337.15 Encroachment permits issued to the City, e.g. for maintenance along Highway 9 or Big Basin Road. Included in Capital Improvement Project Files. Permits, Oversize Load CL+2 GC 34090 Permits issued by City allowing transportation of oversize load within City limits. CIP Project Certified Payrolls CL + 3 GC 34090 Certified payrolls associated with Capitol Improvement Projects Soil Reports P GC 34090(d) Final reports on soil analysis, construction recommendations. Included in Deposit Account Project files. Special Districts P GC 34090(a) Annual reports regarding amount of contribution made by city residents toward landscape and lighting districts. Standards and Specifications SU+2 GC 34090 City standards and specifications for projects that impact roadways, infrastructure, or storm drains. Traffic Signals L+4 GC 34090 Logs, drawings, wiring diagrams, codes, circuit numbers, installation records, testing, and maintenance records. Siemens produces and maintains these files. City may have copies of particular reports incorporated in Capital Improvement Projects file. Landscape Records CU+2 GC 34090 Drawings, specifications, photos, and reports for lighting and landscaping districts. Maintenance/ Operations CU+2 GC 34090 Copies of invoices held for reference for future contracts. PARKS Page 27 of 31 2018 107 Record Series Official Retention Citation Description Maps P GC 34090 Irrigation, plot plans. Pest and Weed Control - Agricultural Use Reports P 3 CCR 6624(g); GC 34090 Copies of monthly reports sent to state Department of Agriculture. Reports list the type of pesticide, amount used, for what purpose, and acreage applied to. Pesticide/ Herbicide Use Reports P 3 CCR 6624(g); GC 34090 Internal records of pesticide and herbicide use by park and employee. Plaques P GC 34090 Records of plaques in the City. Includes tree and bench dedication plaques. Reports, Playground Safety CL+2 GC 34090 Monthly inspection reports on the safety of playground equipment in City parks Disposal / Surplus of Vehicles CU + 5 GC 34090 Paperwork dealing with the disposal of surplus vehicles Fueling AU+3 CCP 337 Meter readings, fuel consumption reports, invoices, receipts and records pertaining to refueling of City vehicles. Inventory, Equipment L+2 GC 34090 Includes vehicles and related documentation regarding repairs. Inventory, Vehicle Ownership and Title L+2 GC 34090 Owner's manual, warranty documents, Department of Motor Vehicle title and registration, and related documents. Licenses and Permits L+2 GC 34090 Forms and related documents related to licenses and permits required by federal or state agencies. License is received once for the life of the vehicle. Maintenance/ Operations L+2 GC 34090 Records related to requests for service and work orders for fuel, vehicle, and equipment maintenance and repairs. Vehicle Inspection Records CU+3 GC 34090 Records related to monthly inspection and certification of fleet vehicles. STREETS AND FLEET Page 28 of 31 2018 108 Record Series Official Retention Citation Description Asbestos Records P GC 34090(a)Documents relating to abatement projects for city buildings. Building Permits P GC 34090(a); H&S 19850, 4003, 4004 Building permits issued for City facilities projects. Approval to construct or renovate property, zoning variances and conditional use permits. Capital Improvements, Construction P 2.083110; GC 34090(a), 4004; H&S 19850 Records regarding the planning, design, construction, conversion or modification of City- owned facilities, structures, and systems. Drawings L+2 H&S 19850 Drawings and plans for City-owned buildings and facilities. Drawings may be associated with renovations or improvements, or new construction. Equipment Ownership L+3 GC 34090 Records relating to ownership of equipment, including drawings, operating instructions, warranties, and registrations. E.g., HVAC, generator, ovens, fridges, appliances. Facility Rentals CU+4 GC 34090 All records relating to rental usage of City-owned facilities, including application, reservation form/contract, permission to serve alcohol form, "clean and ready" agreement, clean-up checklist, schedules, calendars, receipts, and invoices. Grants, Federal and State CL+5*GC 34090 Records related to grants received for City facilities projects. (*Certain grants may have individual requirements. Refer to grant's close- out procedures. Grants usually close when money is used and City receives a certificate of completion .) Grants, Unsuccessful CL+2 GC 34090 Grants applied for by the City to fund facilities projects, where the grant was not awarded. RECREATION/FACILITIES FACILITIES AU = Year of Audit CU = Current Year CL = Closed E = Election Date L = Life (of improvement or equipment) P = Permanent SU = Superseded T = Term (of employment, contract, etc.) *= Refer to note in the record’s description for additional retention details Page 29 of 31 2018 109 Record Series Official Retention Citation Description Inspections, Fire CL+5 UFC 103.34, GC 34090 Certificates of inspection by fire department of fire alarms and sprinkler systems in City-owned facilities. Inspection Records, Construction Specialty CL+5 GC 34090 Records related to specialty inspection of construction activities to ensure compliance with specifications. Maintenance Records CU+2 GC 34090(d) Work orders and invoices relating to maintenance of City-owned facilities. Includes monthly work order status reports. Project Files L+2 GC 34090 Records related to improvements, renovations, or construction of City-owned facilities. Includes photographs of the construction sites. Smaller projects. Reports, Facilities Projects CU+2 GC 34090 Status reports detailing current and recently- completed facilities projects and present status. Specifications and Plans L+2 GC 34090 Records of the precise details and description of the service or project to be completed, or the item to be ordered. Included in Project Files. Activity Guides SU+2*GC 34090 Quarterly Activity Guides listing all classes, camps, trips, events, etc. (*Scan into electronic repository before destroying .) Bottom Line Reports CU+2 GC 34090 Reports generated quarterly to see bottom line of Recreation classes. Class Rosters CU+2 GC 34090 List of registered students in a class or program. Instructor Applications and Contracts T+4 CCP 337; GC 12946; IRS.GOV Recreation instructor records including contracts, applications, W-9 forms, and all contact information for all current Contract Instructors. Likely to contain confidential information. Promotional Marketing CU+7 GC 34090 Trip and class fliers, photographs of classes, etc. Includes materials used in marketing materials. Registration Forms CU+2 GC 34090 Registration forms for classes or programs, filled out by participants with credit card payment information redacted. Done electronically now. Likely to contain confidential information. Release of Liability/ Health Forms CU+4 GC 34090 Release of Liability and Health Forms required of trip participants. Likely to contain confidential information. RECREATION NO NEW DOCUMENTS after July 1, 2019 Page 30 of 31 2018 110 Record Series Official Retention Citation Description Sports Organization Agreements SU+2 CCP 337 Payment records relating to field rentals by sports organizations. Page 31 of 31 2018 111 SARATOGA CITY COUNCIL MEETING DATE:January 20, 2021 DEPARTMENT:Finance & Administrative Services PREPARED BY:Dennis Jaw, Finance Manager SUBJECT:AB1600 Development Impact Fee Annual Report RECOMMENDED ACTION: Review and accept the annual AB1600 Development Impact Fee report for the fiscal year ended June 30, 2020. BACKGROUND: As required under AB1600 accounting guidelines, this report provides: 1.A brief description of the type of fee; 2.The amount of the fee; 3.Beginning and ending balances of the fees; 4.Total fees collected and the interest earned, if applicable; 5.Identification of the public improvement the fees were used for; 6.Identification and timeline of public improvements any unexpended fees will be used for; 7.Description and uses for transfers or loans of fees, if applicable. The AB1600 Development Impact Fee that the City collects is the also known as the Park-In-Lieu Fee. Under Saratoga’s Municipal Code 14-28.080, as a condition of approval, a sub-divider/owner shall either dedicate a portion of land or pay a fee in lieu thereof, or a combination of both at the option of the City, for the purpose of providing park or recreational facilities for each new parcel. Five acres of parkland per 1,000 residents is the standard promulgated by the National Recreation and Parks Association and is a common metric utilized by other communities in California to measure adequacy of parkland.The Open Space and Conservation Element of the City’s General Plan recognized that additional parkland must be protected and adopted this goal to provide at least five acres of parkland per 1,000 residents to maintain the City’s existing character as a small-town community surrounded by rural and open space. In support of this goal, the City established a Development Impact Fee per new parcel to provide funding for increased usage and additional park requirements brought on by the new development within the City. The Park-In-Lieu Fee per subdivided parcel is calculated based upon the following formulas: 112 Single Family Residential Unit: (2.7 people per household) X (5 acres per 1,000 residents) X ($2.4 million per acre) = $32,343 Multi-Family Residential Unit: (1.8 people per household) X (5 acres per 1,000 residents) X ($2.4 million per acre) = $21,562 There were no developments in FY 2019/20 which required the Park In-lieu Fee to be assessed. Park In-lieu Fee Summary The table below summarizes the activity for the Park-In-Lieu Fees collected over the last five fiscal years and utilized as of June 30, 2020. Remaining Park-In-Lieu Fees are re-budgeted into the assigned capital project for use in the next fiscal year, as shown in the far-right gray-shaded column: Of the $205,591 balance remaining as of June 30, 2020, $188,316 is already budgeted in FY 2020/21 for continuing projects from prior fiscal years. The remaining unallocated balance of $17,275 plus future Park-In-Lieu Fees will be applied to park improvement projects as directed by Council through the annual Capital Improvement Planbudget process. Budgeted Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 Beginning balance 526,754$ 495,466$ 491,062$ 392,074$ 229,702$ 205,591$ Sources: Park-In-Lieu Fees 372,600 900 20,775 - - - Funds from closed projects 19,000 - - 9,328 - - Uses: Quarry Park Plan Implementation 153,888 - - - - - Hakone Gardens Master Plan 250,000 - - - - - Saratoga Village Creek Construction 19,000 - - - - - Quarry Park ADA Access - 5,304 7,772 - - - Hakone Gardens Koi Pond Improvements - - 100,680 9,320 - - Saratoga Village to Quarry Park Walkway - - 11,311 14,878 - 73,811 Park & Safety Trail Improvements - - - 42,956 - - Quito/Pollard Road Open Space Impr,- - - 54,546 18,616 - Hakone Gardens Infrastructure Impr.- - - - 5,495 114,505 Quarry Park Pond Walkway Clearing - - - 50,000 - - Remaining Available Funds:495,466 491,062 392,074 229,702 205,591 17,275 Actual Park In Lieu Development Fees 113 SARATOGA CITY COUNCIL MEETING DATE:January 20, 2021 DEPARTMENT:Public Works Department PREPARED BY:Mainini Cabute, Environmental Programs Manager SUBJECT:Village Parking District 4 Conceptual Improvement Plan RECOMMENDED ACTION: 1.Authorize the City Manager to execute a contract with BKF Engineers in the amount of $27,358. 2.Authorize City Manager to execute a change order up to $2,735.80. BACKGROUND: At the February 28, 2020 City Council Retreat, the Council received a report about infrastructure improvements required throughout the 4.5 acres of City-owned land within the City’s four parking districts.The necessary infrastructure improvements, described in detail below, include projects to improve parking compliance with the American Disabilities Act (ADA)and modifications to the trash, recycling and organics enclosures to comply with recent state laws. ADA Parking Modifications Previously, the City retained BKF Engineers to provide a citywide ADA accessibility assessment. As part of this assessment, the four Village parking districts were evaluated. The evaluation identified deficiencies in accessible routes, ease of access, and necessary improvements of infrastructure to meet current ADA standards. Local and State Legislation on Trash, Recycling and Organics In 2014, the State approved Assembly Bill (AB) 1826, which requires businesses to recycle their organic waste beginning in 2016. In 2016, the State approved Senate Bill (SB) 1383, which requires jurisdictions to provide organics recycling service to nearly all residents and businesses. The first phase of SB 1383 goes into effect on January 1, 2022. CalRecycle has provided guidelines for jurisdictions to follow in order to comply with the laws. The guidelines include information on size of enclosures, solid waste enclosure standards, enclosure gates and doors, fat grease containment, bin location and fire code requirements, enclosure access and approach, height clearance, storm water runoff, and plumbing. The City must upgrade its existing enclosures in the 114 parking districts to accommodate garbage, mixed recycling and organic carts or bins in order to comply with state laws and standards. City staff reached out to BKF Engineers to design a conceptual plan that incorporates the various infrastructure improvements that the City must accomplish. Attachment A contains the conceptual plan scope of work. The plan will use Parking District 4 as the example parking district and will consider the following: 1. Relocation of Accessible Spaces to be on the shortest accessible route to an accessible pedestrian entrance of the parking facility per CBC 11B-208.3.1. 2. Parking spaces and accessible routes to be located entirely within City-owned property. 3. Re-striping to increase parking count yield. 4. Relocation of existing common use trash enclosures to more central locations and on an accessible route to the public ROW. 5. Trash enclosures to include roofs and sanitary sewer connection. 6. Options for Pavement rehabilitation. Assumptions and alternates will be included in the Cost Estimate. 7. Storm water treatment options. Funding is available in the fiscal year 2020/2021 for this work. ATTACHMENTS: Attachment A – Village District 4 Conceptual Improvement Plan Contract Attachment B- Feb 2020 Council Retreat- Village Parking District Report and Presentation 115 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW 3DJHRI City of Saratoga Standard Services Contract 7KLVDJUHHPHQWLVPDGHDW6DUDWRJD&DOLIRUQLDE\DQGEHWZHHQWKH&LW\RI6DUDWRJDDPXQLFLSDO FRUSRUDWLRQ ³&LW\´ DQGBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB ³&RQWUDFWRU´ ZKRDJUHHWKDW 1. Purpose of Contract. 7KLVLVDFRQWUDFWIRU 7KHSXUSRVHRIWKHFRQWUDFWLVPRUHVSHFLILFDOO\GHVFULEHGLQ([KLELW$RIWKLVDJUHHPHQW ³6FRSHRI:RUNDQG3D\PHQW7HUPV´ ,QWKHHYHQWRIDFRQIOLFWEHWZHHQWKHWHUPVRIWKLV DJUHHPHQWDQGWKH6FRSHRI:RUNRUDQ\RIWKHH[KLELWVUHIHUHQFHGLQWKLV([KLELW$WKHWHUPV RIWKHDJUHHPHQWVKDOOJRYHUQ 2. Term. 6WDUW'DWH (QG'DWH ,I6WDUW'DWHLVOHIWEODQNVWDUWGDWHZLOOEH GDWHODVWVLJQHGEHORZ 2UXSRQSURMHFWFRPSOHWLRQZKLFKHYHU RFFXUVILUVW 3. Payment&LW\VKDOOSD\&RQWUDFWRUIRUZRUNSURGXFWSURGXFHGDQGDQ\DXWKRUL]HG UHLPEXUVDEOHFRVWVSXUVXDQWWRWKLVDJUHHPHQWDQDPRXQWQRWWRH[FHHGWKHWRWDOVXPRI BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB 7KLVFRQWUDFWLVD FKHFNRQH )L[HG$PRXQW&RQWUDFW±0RQWKO\,QYRLFHV )L[HG$PRXQW&RQWUDFW±'HOLYHUDEOH7DVN%DVHG,QYRLFHV 1RWWR([FHHG$PRXQW&RQWUDFW±+RXUO\6HUYLFHV 1RWWR([FHHGDPRXQW&RQWUDFW±7DVN%DVHG,QYRLFHV 6HH([KLELW$BBBBBBLQFRUSRUDWHGE\WKLVUHIHUHQFHIRUDGGLWLRQDOSD\PHQWWHUP LQIRUPDWLRQ &RQWUDFWRULVnot authorizedWRXQGHUWDNHDQ\HIIRUWVRULQFXUDQ\FRVWVZKDWVRHYHUXQGHUWKH WHUPVRIWKLVDJUHHPHQWXQWLOUHFHLSWRIDIXOO\H[HFXWHG3XUFKDVH2UGHUIURPWKH)LQDQFH 'HSDUWPHQWRIWKH&LW\RI6DUDWRJD BKF Engineers Parking District #4 Evaluation BKF Engineers Parking District #4 Evaluation 12/20/2020 12/31/2021 27,358.00 ✔ ✔1 116 &RQWUDFWRU 3URMHFW1DPH 5HY&LW\RI6DUDWRJD6HUYLFHV&RQWUDFW3DJHRI 4. Contract Administration7KHDXWKRUL]HGUHSUHVHQWDWLYHVRI&LW\DQG&RQWUDFWRUIRU &RQWUDFWDGPLQLVWUDWLRQDUHOLVWHGEHORZ7KH&LW\¶VFRQWDFWSHUVRQLVWKH$GPLQLVWUDWRU Contractor: &RQWUDFWRU1DPH &RQWDFW3HUVRQ 6WUHHW$GGUHVV &LW\6WDWH=LS 7HOHSKRQH V )D[ (PDLO$GGUHVV 6DUDWRJD%XVLQHVV /LF City of Saratoga 'HSDUWPHQW &RQWDFW3HUVRQ 6WUHHW$GGUHVV &LW\6WDWH=LS 7HOHSKRQH )D[ (PDLO$GGUHVV 5. Insurance&RQWUDFWRUDJUHHVWRSURFXUHDQGPDLQWDLQLQVXUDQFHDVUHTXLUHGE\WKH SURYLVLRQVVHWIRUWKLQ([KLELW%&HUWLILFDWHVRIVXFKLQVXUDQFHDQGFRSLHVRIWKHLQVXUDQFH SROLFLHVDQGHQGRUVHPHQWVVKDOOEHGHOLYHUHGWR&LW\ZLWKLQWHQ GD\VDIWHUEHLQJQRWLILHGRI WKHDZDUGRIWKHFRQWUDFWDQGEHIRUHH[HFXWLRQRIWKLVDJUHHPHQWE\WKH&LW\ 6. General Provisions.&LW\DQG&RQWUDFWRUDJUHHWRDQGVKDOODELGHE\WKHJHQHUDO SURYLVLRQVVHWIRUWKLQ([KLELW& BKF Engineers Parking District #4 Evaluation BKF Engineers Jaggi Bhandal 4670 Willow Road, Suite # 250 Pleasanton, CA 94588 1-925-396-7743 1-925-396-7799 jbhandal@bkf.com Public Works Department Mainini Cabute 13777 Fruitvale Avenue Saratoga, CA 95070 408-868-1258 408-868-1258 mcabute@saratoga.ca.us BUS-007990 117 &RQWUDFWRU 3URMHFW1DPH 5HY&LW\RI6DUDWRJD6HUYLFHV&RQWUDFW3DJHRI 7. Supplemental Provisions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xhibits$OOH[KLELWVUHIHUUHGWRLQWKLVDJUHHPHQWDUHDWWDFKHGKHUHWRDQGDUHE\WKLV UHIHUHQFHLQFRUSRUDWHGKHUHLQDQGPDGHDSDUWRIWKLVDJUHHPHQW 9. Entire agreement.7KLVDJUHHPHQWVXSHUVHGHVDQ\DQGDOODJUHHPHQWVHLWKHURUDORU ZULWWHQEHWZHHQWKHSDUWLHVZLWKUHVSHFWWR&RQWUDFWRU VFRPSOHWLRQRIWKH6FRSHRI:RUNRQ EHKDOIRI&LW\DQGFRQWDLQVDOORIWKHFRYHQDQWVDQGDJUHHPHQWVEHWZHHQWKHSDUWLHVZLWKUHVSHFW WRWKHUHQGHULQJRIVXFKVHUYLFHVLQDQ\PDQQHUZKDWVRHYHU1RDPHQGPHQWDOWHUDWLRQRU YDULDWLRQRIWKHWHUPVRIWKLVDJUHHPHQWVKDOOEHYDOLGXQOHVVPDGHLQZULWLQJDQGVLJQHGE\WKH SDUWLHVKHUHWR 10.$uthority to Execute agreement. (DFKLQGLYLGXDOH[HFXWLQJWKLVDJUHHPHQWUHSUHVHQWV WKDWKHRUVKHLVGXO\DXWKRUL]HGWRVLJQDQGGHOLYHUWKHDJUHHPHQWRQEHKDOIRIWKHSDUW\ LQGLFDWHGDQGWKDWWKLVDJUHHPHQWLVELQGLQJRQVXFKSDUW\LQDFFRUGDQFHZLWKLWVWHUPV7KLV DJUHHPHQWPD\EHH[HFXWHGLQFRXQWHUSDUWVHDFKRIZKLFKVKDOOEHGHHPHGDQRULJLQDOEXWDOORI ZKLFKWDNHQWRJHWKHUVKDOOFRQVWLWXWHRQHDQGWKHVDPHLQVWUXPHQW ,1:,71(66:+(5(2)WKHSDUWLHVKHUHWRKDYHH[HFXWHGWKLVDJUHHPHQW ContractorCity of Saratoga 6LJQDWXUH -DPHV/LQGVD\&LW\0DQDJHU 'DWH 6LJQHU1DPH $77(67 6LJQHU7LWOH 'DWH 'HEELH%UHWVFKQHLGHU&LW\&OHUN &RQWUDFW'HVFULSWLRQ 'DWH $33529('$672)250 5LFKDUG7D\ORU&LW\$WWRUQH\ 'DWH BKF Engineers Parking District #4 Evaluation Parking District #4 Evaluation Natalina V. Bernardi Principal and Vice President 12/29/2020 118 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW$ 3DJHRI City of Saratoga Services Contract Exhibit A – Scope of Work and Payment Terms &RQWUDFWRUVKDOOFRPSOHWHWKHVFRSHRIZRUNDQGLQYRLFHWKH&LW\LQDFFRUGDQFHZLWKWKH SD\PHQWWHUPVVKRZQEHORZ $1'256HH([KLELW V $LQFRUSRUDWHGE\WKLVUHIHUHQFH -End of Exhibit A - BKF Engineers Parking District #4 Evaluation ✔1 119 BKF Project No. 20181703-12 January 8, 2021 John Cherbone City of Saratoga Public Works Department 13777 Fruitvale Avenue Saratoga, CA 95070 Transmitted Via Email:jcherbone@saratoga.ca.us Subject: Saratoga Parking District #4 Concept Plan Dear Mr. Cherbone: BKF Engineers is pleased to submit the following proposal for Preliminary civil engineering services for the City of Saratoga’s Parking District #4 Concept Plan Project. Due to the project’s overall complexity (site conditions and constraints, programing options, cost considerations, etc.) we believe that a concept plan is beneficial for the City to evaluate and assess its options. This proposal includes Concept Planning and Costing for the City’s use in determining future steps. Proposals for final design and construction documents will be provided upon completion of this Concept Plan. To arrive at the estimated effort required for the Project, we have outlined a proposed scope of services, assumptions, and associated fee based on our understanding of the work. PROJECT UNDERSTANDING The Concept Plan for Parking District #4 will consider: ·Relocation of Accessible Spaces to be on the shortest accessible route to an accessible pedestrian entrance of the parking facility per CBC 11B-208.3.1. Parking spaces and accessible routes to be located entirely within City owned property. ·Re-striping to increase parking count yield ·Relocation of existing common use trash enclosures to more central locations and on an accessible route to the public ROW. Trash enclosures to include roofs and sanitary sewer connection. ·Options for Pavement rehabilitation. Assumptions and alternates will be included in the Cost Estimate. ·Stormwater treatment options. This Initial Project Scope includes: 1.Topographic survey of City Parking District properties with utilities and boundary investigation as described below. 2.Preliminary layout to include restriping, relocation of accessible stalls and relocation of trash enclosures 3.Determine need for stormwater treatment and incorporate into plan or parameters for in-lieu treatment 4.Review Preliminary Plan with City staff and revise per comments 5.Prepare Parking District #4 Concept Plan based on above 6.Prepare Budget Cost Estimates to include alternates for pavement rehabilitation Contractor: BKF Engineers Project Name: Parking District #4 Evaluation Exhibit A-1 Page 1 of 5 Exhibit A-1 120 Mr. John Cherbone January 8, 2021 Page 2Future Project Scope would include: 1.A proposal for civil construction plans will be prepared upon completion of the above workscope and determination of phasing, timing and pavement rehabilitation approach. Scope and fees to resolve the boundary would be included in the future proposal. Assumptions: 1.The initial project scope does not include structural engineering, geotechnical recommendations, arborist report, landscape design, trash enclosure design or CEQA clearance. 2.Process for City Planning, public input, or Council approval will need to be vetted. We have assumed that the Concept Plan would be an internal City document and have not included time otherwise. 3.These additional efforts to provide a more detailed assessment of the subject parking districts will be outlined in a standalone Concept Planning document separate from the ADA Compliance Report that BKF is already preparing for the City. The ADA Compliance Report will no longer assess these parking district locations and will make reference to the Concept Planning document. PROJECT SCOPE OF WORK & ASSUMPTIONS To meet your objective, we have developed a scope of work and magnitude of cost for consideration: Task 1 – Project Management The objective of this task is to ensure that coordination with the City is maintained for the duration of the Project. BKF will manage each proposed task in order to ensure that they are completed in a timely manner to the satisfaction of the City. BKF’s Project Manager will be responsible for managing the Project team, providing the resources to complete the job, monitoring and updating the Project budget and schedule and communicating with the City. Four meetings with the City are assumed as part of this task. Task 2 – Aerial and Supplemental Topographic Survey BKF will perform a topographic survey of Parking District #4. An aerial survey will be flown by our sub-consultant and we will supplement it with ground survey. BKF will set horizontal and vertical control points in to assist the aerial consultant in preparing the aerial based topographic map. Digital mapping of the aerial will be provided at a scale of 1”=20’ with 1 foot contours and spot grade elevations on a 25’+/- grid. The base map will show major topographic features including the location of buildings, curbs, large trees, striping, and utility features (water valves, service meters, fire hydrants, back flow preventers, vaults, clean-outs, pull-boxes, and manholes). We will dip the sanitary sewer manholes, storm drain manholes, and storm drain catch basins that are safe to access. The research of as-built information will be included in the task, BKF will send out letters to utility companies and request for their as-built utility maps. BKF will incorporate these utility lines into CAD format. Note that mechanical detection, underground utility locating using electromagnetic instrument, and potholing activities are excluded from this proposal. BKF will indicate the paper boundary based on title reports or RW documents provided by others. The parcel lines to be shown will NOT be based on the result of a full boundary survey. The preparation of a Record of Survey, if required, is excluded from this proposal. For the preliminary planning stage, BKF believes the paper boundary will be sufficient. During the future final design and construction document work, additional field survey will be required to search for monuments and property corners. Contractor: BKF Engineers Project Name: Parking District #4 Evaluation Exhibit A-1 Page 2 of 5121 Mr. John Cherbone January 8, 2021 Page 3 Task 3 – Preliminary Parking Layout Based on the survey above, BKF will prepare a preliminary parking layout to include restriping, relocation of accessible stalls and relocation of trash enclosures based on the objectives listed above. The City’s current standard for stall width is 9.5’; many Bay Area cities use 8.5’ as a standard. One goal of the City is to increase parking count. In order to accomplish that the City should consider changing their width standard. Based on the amount of anticipated pavement rehabilitation, BKF will determine need for stormwater treatment and incorporate into the plan as required. Upon completion of the preliminary plan, BKF will present to City staff for review and comment. Based on staff comments, BKF will revise the plan accordingly. Task 4 – Parking District #4 Concept Plan BKF will prepare the Parking District #4 Concept Plan based on the staff approved design in Task 3 above. The Concept Plan will include overall layout, configuration for relocated accessible parking stalls and relocated trash enclosures. BKF will also prepare a Budget Cost Estimate, which will include alternate levels of pavement rehabilitation. SUMMARY The amount of effort required for each individual task outlined above in the Scope of Work is described in the attached “Summary of Project Scope and Effort” for your consideration. BKF proposes to provide the work described herein and the enclosed fee summary for an estimated fee not to exceed $27,358. Should any additional services be requested or required which are not included in our Scope of Work above, we will prepare a Contract Addendum and forward it to you for approval. All fees, including our base services and additional work, shall be paid on a time and material basis in accordance with our schedule of Professional Personnel Service Fees, which is attached for reference. Thank you for the opportunity to present this proposal. We look forward to assisting in developing this Project. Please contact Norm Dyer at (925) 998-6937 if you have any questions. Respectfully, BKF Engineers Jaggi Bhandal, P.E. Associate Contractor: BKF Engineers Project Name: Parking District #4 Evaluation Exhibit A-1 Page 3 of 5122 Date: January 8, 2021 I. Direct Costs (BKF) Personnel PIC Assoc PM/TM Tech IV Tech III Tech II Tech I Surveyor Field Crew Total Cost Rate/hr 251.00$219.00$209.00$164.00$152.00$139.00$130.00$154.00$295.00$Hours Task 1 - Project Management 1 2 8 2,361$ Task 2 - Aerial and Supplemental Topographic Survey 1 20 24 10,369$ Task 3 - Preliminary Parking Layout 2 8 4 16 4,990$ Task 4 - Parking District Master Plan 2 8 12 3,778$ Total Hours 1 6 25 4 0 28 0 20 24 0 Subtotal - Direct Costs 251$1,314$5,225$656$-$3,892$-$3,080$7,080$ Subtotal - BKF Direct Costs 21,498$ II. Reimbursables - Other Direct Costs (BKF) Aerial Survey (for all 4 parking districts within the Village)5,000$ Printing/Delivery /Computer/Plotter 2.0% of professional fees 430$ Mileage/Parking/Tolls 2.0% of professional fees 430$ Subtotal - BKF Reimbursables (Other Direct Costs)5,860$ 27,358$TOTAL SUMMARY OF FEES & HOURS City of Saratoga Parking District #4 Concept Plan 21,498$ Contractor: BKF Engineers Project Name: Parking District #4 Evaluation Exhibit A-1 Page 4 of 5123 001 002 003 004 005 006 1 1 [10] 585500 [10] 586000 [10] 585500 [10] 586000 4123500 4124000 4123500 4124000 PC19729 Saratoga Parking Lots 729 20 sc 1 ft contours Project No: PC19729 Client name: BKF Plot scale: 1/3600 Camera type: RC-30 Focal Length: 153.47mm Photo scale: 1/2160 Forward overlap: 60% Total lines: 1 Total models: 3 Total photos: 4 Film type: Color Pilot: none Navigator: none Airplane: none Date planned: 12/16/2020 Contractor: BKF Engineers Project Name: Parking District #4 Evaluation Exhibit A-1 Page 5 of 5124 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI City of Saratoga Services Contract Exhibit B – Insurance 7KHLQVXUDQFHUHTXLUHPHQWVOLVWHGEHORZWKDWKDYHDQ³9´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¶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¶H[WUDOLDELOLW\HQGRUVHPHQWWRH[WHQGFRYHUDJHWRDOOYHKLFOHVLQWKH FDUHFXVWRG\DQGFRQWURORIWKH&RQWUDFWRUUHJDUGOHVVRIZKHUHWKHYHKLFOHVDUHNHSW RUGULYHQ 3URIHVVLRQDO(UURUVDQG2PLVVLRQV/LDELOLW\ ³( 2´ ZLWKFRYHUDJHDVLQGLFDWHG SHUORVVDJJUHJDWH SHUORVVDJJUHJDWH BKF Engineers Parking District #4 Evaluation ✔ ✔ ✔ 125 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI :RUNHUV &RPSHQVDWLRQDVUHTXLUHGE\WKH6WDWHRI&DOLIRUQLDZLWKVWDWXWRU\OLPLWVDQG (PSOR\HU¶V/LDELOLW\,QVXUDQFHZLWKDOLPLWRIQROHVVWKDQSHUDFFLGHQWIRU ERGLO\LQMXU\RUGLVHDVH The Employer's Liability policy shall be endorsed to waive any right of subrogation against the City, its employees or agents. $OOVXEFRQWUDFWRUVXVHGPXVWFRPSO\ZLWKWKHDERYHUHTXLUHPHQWVH[FHSWDVQRWHGEHORZ *HQHUDO5HTXLUHPHQWV $VWRDOORIWKHFKHFNHGLQVXUDQFHUHTXLUHPHQWVDERYHWKHIROORZLQJVKDOODSSO\ 1. 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Deductibles and Self Insured Retentions. $Q\GHGXFWLEOHVRUVHOILQVXUHGUHWHQWLRQV PXVWEHGHFODUHGWRDQGDSSURYHGE\WKH&LW\$WWKHRSWLRQRIWKH&LW\HLWKHU WKHLQVXUHU VKDOOUHGXFHRUHOLPLQDWHVXFKGHGXFWLEOHVRUVHOILQVXUHGUHWHQWLRQVDVUHVSHFWVWKH&LW\LWV RIILFHUVRIILFLDOVDQGHPSOR\HHV RU WKH&RQVXOWDQWVKDOOSURFXUHDERQGJXDUDQWHHLQJ SD\PHQWRIORVVHVDQGUHODWHGLQYHVWLJDWLRQVFODLPDGPLQLVWUDWLRQDQGGHIHQVHH[SHQVHV7KH OLPLWVRILQVXUDQFHUHTXLUHGLQWKLVDJUHHPHQWPD\EHVDWLVILHGE\DFRPELQDWLRQRISULPDU\DQG BKF Engineers Parking District #4 Evaluation ✔ 126 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI XPEUHOODRUH[FHVVLQVXUDQFH$Q\XPEUHOODRUH[FHVVLQVXUDQFHVKDOOFRQWDLQRUEHHQGRUVHGWR FRQWDLQDSURYLVLRQWKDWVXFKFRYHUDJHVKDOODOVRDSSO\RQDSULPDU\DQGQRQFRQWULEXWRU\EDVLV IRUWKHEHQHILWRI&LW\ LIDJUHHGWRLQDZULWWHQFRQWUDFWRUDJUHHPHQW EHIRUHWKH&LW\¶VRZQ LQVXUDQFHRUVHOILQVXUDQFHVKDOOEHFDOOHGXSRQWRSURWHFWLWDVDQDPHGLQVXUHG 3. 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WORK PRODUCT AND RECORDS 10.1 Property of City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ngineers Parking District #4 Evaluation 133 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI DQ\PDWHULDODQGH[HFXWHDQ\GRFXPHQWVQHFHVVDU\WRHIIHFWXDWHVXFKDVVLJQPHQW DQGOLFHQVH7KH&RQVXOWDQWPD\UHWDLQDQGXVHFRSLHVRIVXFKZRUNVIRU UHIHUHQFHDQGDVGRFXPHQWDWLRQRILWVH[SHULHQFHDQGFDSDELOLWLHV 10.2 Intellectual Property. &RQVXOWDQWUHSUHVHQWVDQGZDUUDQWVWKDWLWKDVWKHOHJDO ULJKWWRXWLOL]HDOOLQWHOOHFWXDOSURSHUW\LWZLOOXWLOL]HLQWKHSHUIRUPDQFHRIWKLV DJUHHPHQW&RQVXOWDQWIXUWKHUUHSUHVHQWVWKDWLWVKDOOHQVXUH&LW\KDVWKHOHJDO ULJKWWRXWLOL]HDOOLQWHOOHFWXDOSURSHUW\LQYROYHGLQDQGRUUHVXOWLQJIURP &RQVXOWDQW¶VSHUIRUPDQFHRIWKLVDJUHHPHQW&RQVXOWDQWVKDOOLQGHPQLI\DQGKROG &LW\KDUPOHVVIURPDOOORVVDQGOLDELOLW\LQFOXGLQJDWWRUQH\V¶IHHVFRXUWFRVWVDQG DOORWKHUOLWLJDWLRQH[SHQVHVIRUDQ\LQIULQJHPHQWRIWKHSDWHQWULJKWVFRS\ULJKW WUDGHVHFUHWRUDQ\RWKHUSURSULHWDU\ULJKWRUWUDGHPDUNDQGDOORWKHULQWHOOHFWXDO SURSHUW\FODLPVRIDQ\SHUVRQRUSHUVRQVLQFRQVHTXHQFHRIWKHXVHE\&LW\RU DQ\RILWVRIILFHUVRUDJHQWVRIDUWLFOHVRUVHUYLFHVWREHVXSSOLHGLQWKH SHUIRUPDQFHRIWKLVDJUHHPHQW 10.3 Retention of Records. 8QWLOWKHH[SLUDWLRQRIILYH\HDUVDIWHUWKHIXUQLVKLQJRI DQ\VHUYLFHVSXUVXDQWWRWKLVDJUHHPHQW&RQVXOWDQWVKDOOUHWDLQDQGPDNH DYDLODEOHWRWKH&LW\RUDQ\SDUW\GHVLJQDWHGE\WKH&LW\XSRQZULWWHQUHTXHVWE\ &LW\WKLVDJUHHPHQWDQGVXFKERRNVGRFXPHQWVDQGUHFRUGVRI&RQVXOWDQW DQG DQ\ERRNVGRFXPHQWVDQGUHFRUGVRIDQ\VXEFRQWUDFWRU V WKDWDUHQHFHVVDU\RU FRQYHQLHQWIRUDXGLWSXUSRVHVWRFHUWLI\WKHQDWXUHDQGH[WHQWRIWKHUHDVRQDEOH FRVWRIVHUYLFHVWR&LW\ 10.4 Use of Recycled Paper and Electronic Documents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ngineers Parking District #4 Evaluation 134 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±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eneral Indemnity7RWKHIXOOHVWH[WHQWSHUPLWWHGE\ODZ&RQVXOWDQWVKDOO LQGHPQLI\DQGKROGKDUPOHVV&LW\LWVHPSOR\HHVDJHQWVDQGRIILFLDOVIURPDQ\ OLDELOLW\FODLPVVXLWVDFWLRQVDUELWUDWLRQSURFHHGLQJVDGPLQLVWUDWLYH SURFHHGLQJVUHJXODWRU\SURFHHGLQJVORVVHVH[SHQVHVRUFRVWV LQFOXGLQJZLWKRXW 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DEFAULT AND REMEDIES. 14.1 Events of default(DFKRIWKHIROORZLQJVKDOOFRQVWLWXWHDQHYHQWRIGHIDXOW KHUHXQGHU (a))DLOXUHE\&RQVXOWDQWWRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG IDLOXUHWRFXUHVXFKEUHDFKLPPHGLDWHO\XSRQUHFHLYLQJQRWLFHRIVXFK EUHDFKLIWKHEUHDFKLVVXFKWKDWWKH&LW\GHWHUPLQHVWKHKHDOWKZHOIDUHRU VDIHW\RIWKHSXEOLFLVLPPHGLDWHO\HQGDQJHUHG RU (b))DLOXUHE\HLWKHUSDUW\WRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG IDLOXUHWRFXUHVXFKEUHDFKZLWKLQILIWHHQ GD\VRIUHFHLYLQJQRWLFHRI VXFKEUHDFK H[FHSWIRUEUHDFKHVVXEMHFWWRVXESDUDJUDSK D DERYH BKF Engineers Parking District #4 Evaluation 136 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJH RI SURYLGHGWKDWLIWKHQDWXUHRIWKHEUHDFKLVVXFKWKDWWKHQRQEUHDFKLQJ SDUW\GHWHUPLQHVLWZLOOUHDVRQDEO\UHTXLUHPRUHWKDQILIWHHQ GD\VWR FXUHWKHEUHDFKLQJSDUW\VKDOOQRWEHLQGHIDXOWLILWSURPSWO\FRPPHQFHV WKHFXUHDQGGLOLJHQWO\SURFHHGVWRFRPSOHWLRQRIWKHFXUH 14.2 Remedies upon default8SRQDQ\GHIDXOWWKHQRQGHIDXOWLQJSDUW\VKDOOKDYH WKHULJKWWRLPPHGLDWHO\VXVSHQGRUWHUPLQDWHWKLVDJUHHPHQWVHHNVSHFLILF SHUIRUPDQFHDQGRUVHHNGDPDJHVWRWKHIXOOH[WHQWDOORZHGE\ODZ&LW\VKDOO KDYHWKHULJKWWRFRQWUDFWZLWKDQRWKHUSDUW\WRSHUIRUPWKLVDJUHHPHQW 14.3 No Waiver)DLOXUHE\&LW\WRVHHNDQ\UHPHG\IRUDQ\GHIDXOWKHUHXQGHUVKDOO QRWFRQVWLWXWHDZDLYHURIDQ\RWKHUULJKWVKHUHXQGHURUDQ\ULJKWWRVHHNDQ\ UHPHG\IRUDQ\VXEVHTXHQWGHIDXOW 15. TERMINATION.(LWKHUSDUW\PD\WHUPLQDWHWKLVDJUHHPHQWZLWKRUZLWKRXWFDXVHE\ SURYLGLQJGD\V¶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¶IHHV 17. LITIGATION,IDQ\OLWLJDWLRQLVFRPPHQFHGEHWZHHQSDUWLHVWRWKLVDJUHHPHQW FRQFHUQLQJDQ\SURYLVLRQKHUHRIRUWKHULJKWVDQGGXWLHVRIDQ\SHUVRQLQUHODWLRQWKHUHWR HDFKSDUW\VKDOOEHDULWVRZQDWWRUQH\V¶IHHVDQGFRVWV 18. JURISDICTION AND SEVERABILITY7KLVDJUHHPHQWVKDOOEHDGPLQLVWHUHGDQG LQWHUSUHWHGXQGHUWKHODZVRIWKH6WDWHRI&DOLIRUQLD-XULVGLFWLRQRIOLWLJDWLRQDULVLQJIURP WKLVDJUHHPHQWVKDOOEHLQWKDWVWDWHDQGYHQXHVKDOOEHLQ6DQWD&ODUD&RXQW\&DOLIRUQLD ,IDQ\SDUWRIWKLVDJUHHPHQWLVIRXQGWRFRQIOLFWZLWKDSSOLFDEOHODZVVXFKSDUWVKDOOEH LQRSHUDWLYHQXOODQGYRLGLQVRIDUDVLWFRQIOLFWVZLWKVDLGODZVEXWWKHUHPDLQGHURIWKLV DJUHHPHQWVKDOOEHLQIXOOIRUFHDQGHIIHFW BKF Engineers Parking District #4 Evaluation 137 &RQWUDFWRU 3URMHFW1DPH 5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI 19. NOTICE OF NON-RENEWAL&RQVXOWDQWXQGHUVWDQGVDQGDJUHHVWKDWWKHUHLVQR UHSUHVHQWDWLRQLPSOLFDWLRQRUXQGHUVWDQGLQJWKDWWKH&LW\ZLOOUHTXHVWWKDWZRUNSURGXFW SURYLGHGE\&RQVXOWDQWXQGHUWKLVDJUHHPHQWEHVXSSOHPHQWHGRUFRQWLQXHGE\ &RQVXOWDQWXQGHUDQHZDJUHHPHQWIROORZLQJH[SLUDWLRQRUWHUPLQDWLRQRIWKLVDJUHHPHQW &RQVXOWDQWZDLYHVDOOULJKWVRUFODLPVWRQRWLFHRUKHDULQJUHVSHFWLQJDQ\IDLOXUHE\&LW\ WRFRQWLQXHWRUHTXHVWRUUHWDLQDOORUDQ\SRUWLRQRIWKHZRUNSURGXFWIURP&RQVXOWDQW IROORZLQJWKHH[SLUDWLRQRUWHUPLQDWLRQRIWKLVDJUHHPHQW 20. PARTIES IN INTEREST7KLVDJUHHPHQWLVHQWHUHGRQO\IRUWKHEHQHILWRIWKHSDUWLHV H[HFXWLQJWKLVDJUHHPHQWDQGQRWIRUWKHEHQHILWRIDQ\RWKHULQGLYLGXDOHQWLW\RUSHUVRQ 21. WAIVER.1HLWKHUWKHDFFHSWDQFHRIZRUNRUSD\PHQWIRUZRUNSXUVXDQWWRWKLV DJUHHPHQWVKDOOFRQVWLWXWHDZDLYHURIDQ\ULJKWVRUREOLJDWLRQVDULVLQJXQGHUWKLV DJUHHPHQW7KHIDLOXUHE\WKH&LW\WRHQIRUFHDQ\RI&RQVXOWDQW¶VREOLJDWLRQVRUWR H[HUFLVH&LW\ VULJKWVVKDOOLQQRHYHQWEHGHHPHGDZDLYHURIWKHULJKWWRGRVRWKHUHDIWHU -End of Exhibit C- BKF Engineers Parking District #4 Evaluation 138 SARATOGA CITY COUNCIL MEETING DATE:February 28, 2020 DEPARTMENT:City Manager’s Department PREPARED BY:James Lindsay,City Manager SUBJECT:Village Parking District Improvements RECOMMENDED ACTION: Receive the presentation and direct staff to return with a work plan to address the deferred maintenance and infrastructure needs of the Village Parking Districts at a regular City Council meeting. BACKGROUND: The City of Saratoga owns and maintains approximately 4.5 acres of land in the Village containing over 460 parking spaces within 4 Parking Districts.The City started acquiring properties in the 1960s to form Parking District No. 1 and completed formation of the remaining districts in the 1980s.When the City initiated formation of the Parking Districts, there was a clear public desire to have the benefiting properties cover all costs associated with construction and maintenance of the Parking Districts. The public interest in forming the districts is best summarized in this excerpt from City Council Resolution 369 (1967) forming Parking District No. 1 Maintenance District: “…the expenses of maintaining and operating the parking facilities and appurtenances and any improvements which may hereafter be constructed, including the cost of necessary repairs, replacement, fuel, power, electrical current, care, supervision, and any and all other items necessary for the proper maintenance and operation thereof, to be assessed wholly upon the lands lying within the district benefited by and to pay the costs and expenses of said improvements, which is the hereby determined will be benefited by said improvements…” The property tax structure in California changed substantially in 1978 with the passage of Proposition 13.With the passage of Proposition 13, many separate district assessments got included into the 1% ad valorem property tax that became the standard property tax state-wide.As a result, no additional assessment was applied to the property owners in the Village that have benefited from the Parking Districts. 139 The City has spent millions of dollars over the past 50 years improving and maintaining the Village Parking Districts.With no additional assessments being received, the City has not had the financial resources to keep up with the aging infrastructure in the districts, and city-wide roadway maintenance funds continue to be diverted towards emergency repair work in the districts. Photos of Deferred Maintenance: In addition to providing parking to most Village businesses, the Parking Districts also provide a central point for solid waste and recycling pick-up. Since the shared trash enclosures in the Parking Districts were constructed, a number of State regulations have been adopted to reduce the amount of waste going to landfills. Some of these new requirements have resulted in greater space requirements. For example, Assembly Bill (AB) 1826 requires businesses that generate eight cubic yards or more of organic waste per week to separate organics into a separate collection bin. The existing enclosures are not large enough to accommodate the new AB 1826 organic waste bins. Photos of Undersized Solid Waste Enclosures: 140 To address the issues with the Parking Districts, staff is seeking City Council direction to prepare a work plan to address the aging infrastructure and growing demands for new infrastructure within the Village Parking Districts. The work plan would include financing options for the City Council to consider in order to make necessary improvements and maintain the parking district on an ongoing basis without diverting General Fund dollars. ATTACHMENTS: Attachment A – Parking District Map 141 142 143 144 145 146 147 148 149 150 151 152 SARATOGA CITY COUNCIL MEETING DATE:January 20,2021 DEPARTMENT:Public Works PREPARED BY:Mainini Cabute, Environmental Programs Manager SUBJECT:Amended Contract with Fehr and Peers Transportation Consultants for the Safe Routes to School Master Plan Project RECOMMENDED ACTION: 1.Authorize the City Manager to execute an amended contract with Fehr and Peers for development of a Safe Routes to School Master Plan to expand the agreement scope to include community engagement and feedback and increase the contract amount by $22,568 for a total contract amount of $88,516. 2.Authorize a contingency for change orders to the contract up to $8,800. BACKGROUND: In September 2020, the City Council authorized the City Manager to enter a contract with Fehr and Peers to develop the Safe Routes to School Master Plan. At that time, the agreement scope did not include work related to community engagement and feedback on the Safe Routes to School Master Plan. In October 2020, City staff received confirmation that it would receive grant funds from the Valley Transportation Authority (VTA)2016 Measure B Bicycle and Pedestrian Education and Encouragement Program in the amount of $24,000 to be used toward bicycle and pedestrian education and outreach. In November 2020, the Traffic Safety Commission recommended that the contract with Fehr and Peers be amended to include engagement and feedback work. Staff recommends that the City Council authorize the City Manager to execute an amendment to the original contract with Fehr and Peers to expand the scope to include community and engagement on the Safe Routes to School Master Plan and increase the total contract amount by $22,568 for a total contract amount of $88,516. Staff also recommends authorization of a contingency for change orders up to $8.800. ATTACHMENTS: Attachment A –Safe Routes to School Signed Contract Amendment Attachment B –Safe Routes to School-Original Contract 153 &RQWUDFWRU 3URMHFW1DPH 5HY&LW\RI6DUDWRJD&RQWUDFW$PHQGPHQW3DJHRI City of Saratoga Contract Amendment 7KLV&RQWUDFW$PHQGPHQWLVPDGHDW6DUDWRJD&DOLIRUQLDE\DQGEHWZHHQWKH&LW\RI6DUDWRJD DPXQLFLSDOFRUSRUDWLRQ &LW\ DQGBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB &RQWUDFWRU ZKRDJUHHWKDW &LW\DQG&RQWUDFWRUHQWHUHGLQWRDQDJUHHPHQWGDWHGBBBBBBBBBBBBBBBBBBB ³2ULJLQDO$JUHHPHQW´ DQGZLVKWRDPHQGWKH2ULJLQDO$JUHHPHQWDVVHWIRUWKLQWKHSURYLVLRQV FKHFNHGEHORZ7HUPVQRWGHILQHGLQWKLV&RQWUDFW$PHQGPHQWVKDOOKDYHWKHPHDQLQJXVHGLQ WKH2ULJLQDO$JUHHPHQWDQGWKHSURYLVLRQVRIWKH2ULJLQDO$JUHHPHQWVKDOODSSO\WRLQWHUSUHWDWLRQ DQGHQIRUFHPHQWRIWKLV&RQWUDFW$PHQGPHQW Amended Term. 7KHWHUPRIWKH2ULJLQDO$JUHHPHQWFRPPHQFHGRQWKH(IIHFWLYH'DWHDQGLVKHUHE\ H[WHQGHGWKURXJKBBBBBBBBBBBBBBBBBBB(insert new termination date)RUWKH FRPSOHWLRQRIWKHSURMHFWZKLFKHYHURFFXUVILUVWXQOHVVLWLVIXUWKHUH[WHQGHGE\ZULWWHQ PXWXDODJUHHPHQWEHWZHHQWKHSDUWLHVSURYLGHGWKDWWKHSDUWLHVUHWDLQWKHULJKWWR WHUPLQDWHWKLV$JUHHPHQWDVSURYLGHGLQ([KLELW&WRWKH2ULJLQDO$JUHHPHQW Amended Scope of Work. 7KH6FRSHRI:RUNWHUPVLQFOXGHGDV([KLELW V BBBBBBBBBBBBBBBBBBBBBB WRWKH2ULJLQDO$JUHHPHQWDUHKHUHE\ VXSSOHPHQWHGZLWKDGGLWLRQDO6FRSHRI:RUNVWHUPVLQFOXGHGDV([KLELWBBBBBB WRWhe Original Agreement $1'25H[WHQGHGWRLQFOXGHSURYLGLQJWKHRQJRLQJVHUYLFHVUHIHUHQFHGLQWKH 2ULJLQDO$JUHHPHQWIRUWKHGXUDWLRQRIWKHDPHQGHGWHUP Amended Payment Terms. 7KHILUVWVHQWHQFHRIVHFWLRQRIWKH2ULJLQDO$JUHHPHQWVHWWLQJIRUWKWKHPD[LPXP FRQWUDFWSD\PHQWLVKHUHE\UHSODFHGZLWKWKHIROORZLQJ &LW\VKDOOSD\&RQVXOWDQWIRUZRUNSURGXFWSURGXFHGSXUVXDQWWRWKLVDJUHHPHQWDQ DPRXQWQRWWRH[FHHGWKHWRWDOVXPRI BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB IRUZRUNWREHSHUIRUPHGDQGDQ\DXWKRUL]HGUHLPEXUVDEOHFRVWV $1'256HH([KLELW V BBBBBB Fehr and Peers Transportation Consultants Safe Routes to School Project-Master Plan Fehr and Peers Transportation Consultants 8/15/2020 ✔ 6/30/2022 ✔ A-1; Task #s 0 to 5 ✔A-1;Task#6 ✔ 88,516.00 ✔A-1 154 155 July 21, 2020 Mr. John Cherbone City of Saratoga Public Works 13777 Fruitvale Avenue Saratoga, CA 95070 Subject: Proposal for the City of Saratoga Safe Route to School (SRTS) Project Dear John: Fehr & Peers is pleased to submit this proposal to prepare the Safe Route to School Master Plan for the City of Saratoga, California. The purpose of this scope is to outline Fehr & Peers’ involvement in developing the Plan. The proposed Draft Scope of Work is presented in Attachment A. The fee to complete the proposed scope of work is $66,000. This fee includes all professional and support staff time, but does not include vendor expenses and optional tasks. Any vendor expenses will be quoted and submitted directly to the City of Saratoga. This proposal is valid for a period of 90 days. Should you have any questions or need additional information, please do not hesitate to call me. Otherwise, please provide us with a purchase order. We appreciate the opportunity to work with you on this project. Sincerely, FEHR & PEERS Franziska Church, AICP Principal Ashley C. Brooks, PE Senior Transportation Engineer 1025-0446.06 Contractor: Fehr and Peers Transportation Consultants Project Name: Safe Routes to School Project - Master Plan Exhibit A-1 Page 1 of 9156 Attachment A Scope of Work The City of Saratoga Safe Routes to School Master Plan will provide a framework for developing infrastructure and programmatic recommendations to benefit students at schools in the City of Saratoga. It will be developed through close collaboration between City staff, consultant staff, school community members, and the general public to identify and prioritize improvements to support walking and bicycling to schools. The purpose of this scope is to outline Fehr & Peers’ involvement in developing the Plan. Leveraging efficiencies from past work, Fehr & Peers will analyze existing conditions, consolidate planned improvements and identify new opportunities, develop a prioritized project list and corresponding Routes Map for each school. Throughout the plan development, we will seek opportunities to advance the City and school communities’ engagement with the “Six E’s” of Safe Routes to School: Education, Encouragement, Engineering, Enforcement, Evaluation, and Equity. In addition, Fehr & Peers will use innovative strategies to engage the community and ensure that a representative population is involved in the process. This effort seeks to leverage the month of October as national Walk to School Month (“Walktober”) to build publicity for the draft Plan, if schedule allows, and encourage safe walking and biking habits. Task 0: Project Management (Spans all Phases) The objective of this task is to ensure effective and efficient communication between Fehr & Peers and City staff to proactively anticipate and resolve problems and assure the project deliverables meet the project’s goals and objectives. Task 0.1 – Project Kick-Off Meeting Fehr & Peers will participate in a kick-off meeting at which the City and Fehr & Peers will review the scope of work, project budget, and schedule. We will plan and facilitate the meeting to review and approve the allocation of project responsibilities, discuss project goals, objectives, schedule and risks; and strategize effective ways to engage and involve the community and stakeholders. Contractor: Fehr and Peers Transportation Consultants Project Name: Safe Routes to School Project - Master Plan Exhibit A-1 Page 2 of 9157 We will develop Project Kick-Off meeting agenda and materials, provide copies of all materials and a brief meeting summary. We anticipate this meeting can be held virtually. Task 0.2 – Biweekly project team meetings Fehr & Peers will schedule and lead biweekly project team meetings. Project team meetings are anticipated to be half-hour check-in video calls. Task 0.3 – Project Administration and Invoicing We will submit monthly invoices and progress reports to document the work performed each period. Deliverables: •Kickoff Meeting Agenda and materials •Notes summarizing the Kickoff Meeting including list of action items. •Monthly invoices showing the previous month’s billing by hours and tasks, and a project status report by task. Task 1 – Getting Grounded: Project Initiation and Data Review Task 1.1 – Baseline Data Review Fehr & Peers will create a baseline assessment of “on the ground” characteristics of each school site. We will review our existing GIS inventory of bicycle, pedestrian, transit, and vehicle facilities and conditions. Task 1.2 – Planned/Recently Completed Projects Review In addition to GIS data, we will review any planned or recently completed transportation-related projects in the school areas. We will review proposed bicycle facilities within 2-miles of the school, and proposed pedestrian facilities and crossing treatments within 1/2 miles of each school. This task will result in the development of maps showing the existing and planned pedestrian and bicycle facilities around each of the schools. Task 1 Deliverables: •Maps showing the pedestrian and bicycle existing and planned network around each of the schools. Draft and final (based on one set of consolidated comments). Contractor: Fehr and Peers Transportation Consultants Project Name: Safe Routes to School Project - Master Plan Exhibit A-1 Page 3 of 9158 Task 2 – Needs Assessment After developing a GIS database of existing infrastructure, we will work closely with City and staff from each school to evaluate the key deficiencies and opportunity areas for each school site. Task 2.1 – Existing Conditions Analysis We will develop a series of figures that summarize the following: •Identify and map pedestrian generators and attractors near schools, such as parks, transit facilities, community centers, libraries, shopping/employment districts, and more; •Identify “obstacles and gaps” in the existing network, including major street crossings without traffic control and/or crossing guards; •Identify “missing links” to existing or planned bikeways and pedestrian facilities; and •Identify collision trends and hot spots We will focus on the following schools located within the City of Saratoga: -Blue Hills Elementary School -Christa McAuliffe Elementary School -Argonaut Elementary School -Foothill Elementary School -Marshall Lane Elementary School -Saratoga Elementary School -St. Andrews School -Sacred Heart School -Redwood Middle School -Saratoga High School -Prospect High School We will focus on pedestrian facilities within 1/2 mile from schools for a pedestrian “walkshed,“ and 2 miles from schools for a bikeable “bike-shed.” Task 2.2 – Site Visits We will hold up to two days site visits visiting all 11 schools with City staff, 1-2 Traffic Safety Commissioners, and School District staff from each school’s respective District, as well as any other parties that the City chooses to include (up to ten persons). As part of this visit, we will identify the following infrastructure features in the field: •Existing bicycle facilities Contractor: Fehr and Peers Transportation Consultants Project Name: Safe Routes to School Project - Master Plan Exhibit A-1 Page 4 of 9159 •Existing sidewalk gaps and sidewalk availability •Existing pedestrian crossing facility types including curb ramps and locations •Existing intersection traffic controls and other traffic calming measures •Posted speed limits •Physical barriers and presence of ADA infrastructure Task 2 Deliverables: •Site visit materials including map of existing conditions near school sites. Task 3 – Safety Improvement Recommendations and Project Prioritization Based on all the information and perspectives compiled in Tasks 1-2, we will develop a draft project list and location map of potential engineering interventions to improve conditions for travelling to and from Saratoga schools on foot or bicycle. The project list will include narratives for projects at all school sites in Saratoga, with lower cost, near-term implementation options. In addition, we will develop recommendations for countermeasures that require longer-term implementation. Once City staff have reviewed the project list and provided one consolidated set of comments, we will prioritize the projects based on feasibility, cost level, implementation timeline, school involvement and support, and effectiveness at achieving a variety of elements, such as improving the pedestrian environment, bicycle environment, access to transit, among others. Then, we will develop cost estimates and planning-level “cut sheets” for the five highest priority projects to help the City of Saratoga position for grants on these top projects. Task 3 Deliverables: •Draft project list for City review •Summary of project criteria and measurements •Prioritized project list •Cut sheets and cost estimates for top five projects (draft and final based on one round of consolidated comments) Task 4 – Project Report and Implementation Fehr & Peers will develop a visually compelling document that outlines a high-level description of the process, provides a final prioritized project list, and a roadmap for implementation of infrastructure and programmatic recommendations. As part of the report, we will develop a list of actionable items that Contractor: Fehr and Peers Transportation Consultants Project Name: Safe Routes to School Project - Master Plan Exhibit A-1 Page 5 of 9160 highlight each of the “Six E’s” of SRTS: Education, Encouragement, Engineering, Enforcement, Evaluation, and Equity. We have budgeted time for one round of comments from City staff. Task 4 Deliverables: •City of Saratoga Safe Routes to School Master Plan: draft and final Task 5 – Legislative Process The consultant team is available to present to the City Council one time and TSC one time to confirm direction on the SRTS Master Plan and present the report for adoption. Task 5 Deliverables: •One City Council Presentation •One TSC presentation Optional Task 6 – Community Engagement and Feedback Optional Task 6.1 – Public Meeting and Online Engagement Fehr & Peers will lead development of one online public engagement event. The outreach event will be focused on evaluating the draft plan and collecting input for the programmatic concepts and priorities. Outreach event helps ensure localized priorities are gauged – and support for eventual development of project plan1. As part of the outreach event, Fehr & Peers will lead development of web-based tools and activities designed to promote community awareness, input and buy-in for the full scope of the plan’s development. All work will be coordinated with subsequent engagement activities, helping ensure input received will inform and remain relevant to the plan’s key decision points. Items included in online engagement will include: •A stand-alone project website linked to the City of Saratoga website, including an “about” page, documents library, and an events calendar. 1 Given the current limitations for group gatherings due to the Covid-19, the outreach event is held in a form of online engagement only. Contractor: Fehr and Peers Transportation Consultants Project Name: Safe Routes to School Project - Master Plan Exhibit A-1 Page 6 of 9161 •An online questionnaire to help gauge community issues, needs and priorities, including a mapping tool to allow participants to locate specific areas and add comments. Optional Task 6.2 – Outreach Summary Fehr & Peers will develop a brief summary of all outreach activities, noting numbers of participants, findings from surveys and workshop exercises, photos and written comments. These will help affirm directives and clearly illustrate the process used to develop the plan’s various recommendations. Optional Task 6.3 – Saratoga SRTS Technical Steering Meetings Fehr & Peers will arrange and lead stakeholder meetings with a range of community leaders, district representatives, parents and others knowledgeable about Safe Routes to School issues. Fehr & Peers will lead up to four two-hour meetings over the course of the project. We will work with City staff to brainstorm potential participants including Police Department representatives, Saratoga Public Works staff, and principals. The first meeting will help the consultant team gain a basic understanding of Saratoga school-specific issues, laying the groundwork for more on-target and effective surveying, workshops and public outreach. As part of this meeting, we will review our maps and figures of existing conditions and talk about any noted school-related transportation issues. During this meeting, we would determine which elementary and middle schools to visit as part of Task 2.2. The second meeting will be a review of what the project team has heard thus far, recapping the field review and survey results for any missed information and coalition support. The third meeting will be a review of the proposed project list and prioritization criteria. The optional fourth meeting will be a review of the draft plan and discussion of potential programs to continue the momentum built during the planning process. This meeting could highlight actionable items to further the “Education” and “Encouragement” components of the “Six E’s” of Safe Routes to School. Optional Task 6 Deliverables: •Project website content and site •Materials and facilitation of two public workshops, with online versions of all materials for remote participation •Saratoga SRTS Technical Steering meeting materials including meeting agendas and minutes •Summary of outreach findings including survey results. Draft memo (final edits will occur with the final plan). Contractor: Fehr and Peers Transportation Consultants Project Name: Safe Routes to School Project - Master Plan Exhibit A-1 Page 7 of 9162 Proposed Timeline Tasks Aug Sep Oct Nov Dec Jan Feb Mar Apr Task 0: Project management 0.1 - Kick-Off Meeting 0.2 - Bi Weekly Meetings 0.3 - Administration and Invoicing Task 1: Getting Grounded 1.1 - Data Review 1.2 - Plan Review Task 2: Field Verification 2.1 - Existing Conditions Analysis 2.2 - Site Visits Task 3: Safety Improvement Recommendations and Project Prioritization 3.1 - Project List and Prioritization Task 4: Project Report 4.1 – Project Report Task 5: Legislative Process 5.1 – Legislative Process Optional Task 6: Community Engagement and Feedback 6.1 - Optional Public meeting and online engagement 6.2 - Optional Outreach Summary 6.3 - Optional Saratoga SRTS Technical Steering Meeting Contractor: Fehr and Peers Transportation Consultants Project Name: Safe Routes to School Project - Master Plan Exhibit A-1 Page 8 of 9163 Budget Tasks Hours Budget Task 0: Project Management 43 $8,106 Task 1: Getting Grounded 34 $6,016 Task 2: Field Verification 79 $15,451 Task 3: Safety Improvement Recommendations and Project Prioritization 113 $18,308 Task 4: Project Report 77 $12,548 Task 5: Legislative Process 12 $2,379 Other Direct Expenses N/A $3,140 Total (Task 0- 5) 358 $65,948 Optional Task 6: Community Engagement & Feedback 131 $22,568 Contractor: Fehr and Peers Transportation Consultants Project Name: Safe Routes to School Project - Master Plan Exhibit A-1 Page 9 of 9164 ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY)(MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person)$ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGGJECT OTHER:$ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person)$ OWNED SCHEDULED BODILY INJURY (Per accident)$AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH- STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD 12/29/2020 License # 0E67768 (925) 660-3514 50008 (925) 416-7869 13056 Fehr & Peers 100 Pringle Avenue, Suite 600 Walnut Creek, CA 94596 27120 19917 A 2,000,000 X X PSB0006683 12/6/2020 12/6/2021 1,000,000 10,000 2,000,000 4,000,000 4,000,000 1,000,000A X X PSA0002276 12/6/2020 12/6/2021 5,000,000A PSE0002889 12/6/2020 12/6/2021 5,000,000 B X 57WEGZJ1989 5/1/2020 5/1/2021 1,000,000 1,000,000 1,000,000 C Professional Liab.AEXNYABEFJ2005 12/6/2020 Per Claim 5,000,000 C Professional Liab.AEXNYABEFJ2005 12/6/2020 12/6/2021 Aggregate 5,000,000 Safe Routes to School Project - Master Plan All Operations of the Named Insured, including the aforementioned project, if any. General Liability: Please see blanket Additional Insured endorsement attached; such coverage is Primary and Non-Contributory with Waiver of Subrogation included, as required per written contract. Auto Liability: No company owned vehicles. Please see blanket Additional Insured endorsement with Waiver of Subrogation included, as required per written contract. Workers' Compensation: Waiver of Subrogation is included as per attached blanket Waiver of Subrogation endorsement, as required per written contract. SEE ATTACHED ACORD 101 City of Saratoga Public Works Attention: Mainini Cabute 13777 Fruitvale Avenue Saratoga, CA 95070 FEHR&PE-01 THOMASR IOA Insurance Services 3875 Hopyard Road Suite 200 Pleasanton, CA 94588 Gigi Yuen Gigi.Yuen@ioausa.com RLI Insurance Company Trumbull Insurance Company Liberty Insurance Underwriters, Inc X 12/6/2021 X X X X X X X 165 FORM NUMBER: EFFECTIVE DATE: The ACORD name and logo are registered marks of ACORD ADDITIONAL REMARKS ADDITIONAL REMARKS SCHEDULE FORM TITLE: Page of THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, ACORD 101 (2008/01) AGENCY CUSTOMER ID: LOC #: AGENCY NAMED INSURED POLICY NUMBER CARRIER NAIC CODE © 2008 ACORD CORPORATION. All rights reserved. IOA Insurance Services FEHR&PE-01 SEE PAGE 1 1 SEE PAGE 1 ACORD 25 Certificate of Liability Insurance License # 0E67768 1 SEE P 1 Fehr & Peers 100 Pringle Avenue, Suite 600 Walnut Creek, CA 94596 SEE PAGE 1 THOMASR 1 Description of Operations/Locations/Vehicles: GENERAL LIABILITY & AUTO LIABILITY INCLUDE THE FOLLOWING PERSON(S) OR ORGANIZATION(S): The City of Saratoga, its officers, officials, employees, respective agents and volunteers, as required per written contract. 30 day notice of cancellation is included in the policy provisions. 166 Policy Number:RLI Insurance Company Named Insured: PPB 304 02 12 Page 1 of 1 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. RLIPack®FOR PROFESSIONALS BLANKET ADDITIONAL INSURED ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESSOWNERS COVERAGE FORM - SECTION II – LIABILITY 1. C. WHO IS AN INSURED is amended to include as an additional insured any person or organization that you agree in a contract or agreement requiring insurance to include as an additional insured on this policy, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused in whole or in part by you or those acting on your behalf: a.In the performance of your ongoing operations; b.In connection with premises owned by or rented to you; or c.In connection with “your work” and included within the “product-completed operations hazard”. 2.The insurance provided to the additional insured by this endorsement is limited as follows: a.This insurance does not apply on any basis to any person or organization for which coverage as an additional insured specifically is added by another endorsement to this policy. b.This insurance does not apply to the rendering of or failure to render any "professional services". c.This endorsement does not increase any of the limits of insurance stated in D. Liability And Medical Expenses Limits of Insurance. 3.The following is added to SECTION III H.2. Other Insurance – COMMON POLICY CONDITIONS (BUT APPLICABLE ONLY TO SECTION II – LIABILITY) However, if you specifically agree in a contract or agreement that the insurance provided to an additional insured under this policy must apply on a primary basis, or a primary and non-contributory basis, this insurance is primary to other insurance that is available to such additional insured which covers such additional insured as a named insured, and we will not share with that other insurance, provided that: a.The "bodily injury" or "property damage" for which coverage is sought occurs after you have entered into that contract or agreement; or b.The "personal and advertising injury" for which coverage is sought arises out of an offense committed after you have entered into that contract or agreement. 4.The following is added to SECTION III K. 2. Transfer of Rights of Recovery Against Others to Us – COMMON POLICY CONDITIONS (BUT APPLICABLE TO ONLY TO SECTION II – LIABILITY) We waive any rights of recovery we may have against any person or organization because of payments we make for "bodily injury", "property damage" or "personal and advertising injury" arising out of "your work" performed by you, or on your behalf, under a contract or agreement with that person or organization. We waive these rights only where you have agreed to do so as part of a contract or agreement with such person or organization entered into by you before the "bodily injury" or "property damage" occurs, or the "personal and advertising injury" offense is committed. ALL OTHER TERMS AND CONDITIONS OF THIS POLICY REMAIN UNCHANGED. PSB0006683 Fehr & Peers LIABILITY) 4.The following is added to SECTION III K. 2.g Transfer of Rights of Recovery Against Others togyg Us – COMMON POLICY CONDITIONS (BUT( APPLICABLE TO ONLY TO SECTION II – 1. C. WHO IS AN INSURED isamended to include as an additional insured anyperson or organization thatyp g you agreeinacontractoragreement requiringyg g qg insurance to include as an additionalinsured onthis policy, but only with respect to liability for "bodilypy injury", y "property p damage"or y "personal y andjy pp y g p advertising injury" caused in whole or in part by you or those acting on your behalf: gjy However, if you specifically agree in a contract oryp yg agreement that the insurance provided to an additional insured under this policy must apply on a primary basis, or a primary and non-contributory py ppy py py y basis, this insurance is primary to other insurancepy thatisavailable tosuch additionalinsured which covers such additional insured as a named insured, and we will not share with that other insurance, provided that: 167 Policy Number:RLI Insurance Company Named Insured: PPA 300 03 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. RLIPack® BUSINESS AUTO ENHANCEMENT SCHEDULE OF COVERAGES ADDRESSED BY THIS ENDORSEMENT A. Broad Form Named Insured B. Employees As Insureds C. Blanket Additional Insured D. Blanket Waiver Of Subrogation E. Employee Hired Autos F. Fellow Employee Coverage G. Auto Loan Lease Gap Coverage H. Glass Repair – Waiver Of Deductible I. Personal Effects Coverage J. Hired Auto Physical Damage Coverage K. Hired Auto Physical Damage – Loss Of Use L. Hired Car – Worldwide Coverage M. Temporary Transportation Expenses N. Amended Bodily Injury Definition – Mental Anguish O. Airbag Coverage P. Amended Insured Contract Definition – Railroad Easement Q. Coverage Extensions – Audio, Visual And Data Electronic Equipment Not Designed Solely For The Production Of Sound R. Notice Of And Knowledge Of Occurrence S. Unintentional Errors Or Omissions T. Towing Coverage PSA0002276 Fehr & Peers C. Blanket Additional Insured D. Blanket Waiver Of Subrogation 168 PPA 300 03 13 This endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM A. Broad Form Named Insured The following is added to the SECTION II – COVERED AUTOS LIABILITY COVERAGE, Para- graph A.1. Who Is An Insured Provision: Any business entity newly acquired or formed by you during the policy period, provided you own fifty percent (50%) or more of the business entity and the business entity is not separately insured for Bus- iness Auto Coverage. Coverage is extended up to a maximum of one hundred eighty (180) days following the acquisition or formation of the business entity. This provision does not apply to any person or organization for which coverage is excluded by endorsement. B. Employees As Insureds The following is added to the SECTION II – COVERED AUTOS LIABILITY COVERAGE, Para- graph A.1. Who Is An Insured Provision: Any “employee” of yours is an “insured” while using a covered “auto” you don't own, hire or borrow in your business or your personal affairs. C. Blanket Additional Insured The following is added to the SECTION II – COVERED AUTOS LIABILITY COVERAGE, Para- graph A.1. Who Is An Insured Provision: Any person or organization that you are required to include as an additional insured on this coverage form in a contract or agreement that is executed by you before the “bodily injury” or “property damage” occurs is an “insured” for liability coverage, but only for damages to which this insurance applies and only to the extent that person or organization qualifies as an “insured” under the Who Is An Insured provision contained in SECTION II – COVERED AUTOS LIABILITY COVERAGE. The insurance provided to the additional insured will be on a primary and non-contributory basis to the additional insured’s own business auto coverage if you are required to do so in a contract or agreement that is executed by you before the “bodily injury” or “property damage” occurs. D. Blanket Waiver Of Subrogation The following is added to the SECTION IV – BUSI- NESS AUTO CONDITIONS, A. Loss Conditions, 5. Transfer Of Rights Of Recovery Against Others To Us: We waive any right of recovery we may have against any person or organization to the extent required of you by a contract executed prior to any “accident” or “loss”, provided that the “accident” or “loss” arises out of the operations contemplated by such contract. The waiver applies only to the person or organization designated in such contract. E. Employee Hired Autos 1.The following is added to the SECTION II – COVERED AUTOS LIABILITY COVERAGE, Paragraph A.1. Who Is An Insured Provision: An “employee” of yours is an “insured” while operating an “auto” hired or rented under a contract or agreement in that “employee's” name, with your permission, while performing duties related to the conduct of your business. 2.Changes In General Conditions: Paragraph 5.b.of the Other Insurance Con- dition in the BUSINESS AUTO CONDITIONS is deleted and replaced with the following: b.For Hired Auto Physical Damage Coverage, the following are deemed to be covered “autos” you own: (1) Any covered “auto” you lease, hire, rent or borrow; and (2) Any covered “auto” hired or rented by your “employee” under a contract in that individual “employee's” name, with your permission, while performing duties related to the conduct of your business. However, any “auto” that is leased, hired, rented or borrowed with a driver is not a covered “auto”. F. Fellow Employee Coverage SECTION II – COVERED AUTOS LIABILITY COVERAGE, Exclusion B.5. does not apply if you have workers compensation insurance in-force covering all of your employees. G. Auto Loan Lease Gap Coverage SECTION III – PHYSICAL DAMAGE COVERAGE, C. Limit Of Insurance, is amended by the addition of the following: In the event of a total “loss” to a covered “auto” shown in the Schedule of Declarations, we will pay any unpaid amount due on the lease or loan for a covered “auto”, less: 1.The amount paid under the PHYSICAL DAMAGE COVERAGE section of the policy; and 2.Any: a.Overdue lease/loan payments at the time of the “loss”; C. Blanket Additional Insured D. Blanket Waiver Of Subrogation 169 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. Countersigned by Authorized Representative Form WC 04 03 06 (1) Printed in U.S.A. Process Date:03/16/20 Policy Expiration Date:05/01/21 WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT - CALIFORNIA Policy Number:57 WEG ZJ1989 Endorsement Number: Effective Date:05/01/20 Effective hour is the same as stated on the Information Page of the policy. Named Insured and Address:FEHR & PEERS 100 PRINGLE AVE STE 600 WALNUT CREEK CA 94596 We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule. (This agreement applies only to the extent that you perform work under a written contract that requires you to obtain this agreement from us.) You must maintain payroll records accurately segregating the remuneration of your employees while engaged in the work described in the Schedule. The additional premium for this endorsement shall be 2 % of the California workers' compensation premium otherwise due on such remuneration. SCHEDULE Person or Organization Job Description Any person or organization from whom you are required by written contract or agreement to obtain this waiver of rights from us 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 SARATOGA CITY COUNCIL MEETING DATE:January 20, 2021 DEPARTMENT:Community Development Department PREPARED BY:Frances Reed, Administrative Technician SUBJECT: Acceptance of Local Early Action Planning (LEAP) Grant Award and Budget Amendment RECOMMENDED ACTION: Accept the LEAP Grant Award in the amount of $150,000 and approve the attached resolution for budget adjustments to the FY 2020/21 Capital Budget. BACKGROUND: On January 27, 2020, the California Department of Housing and Community Development (HCD) issued a Notice of Funding Availability (NOFA) for LEAP grants to assist California jurisdictions in the update of their planning documents and implement process improvements that will facilitate the streamlining and acceleration of housing production. The LEAP guidelines identify a list of eligible activities including the preparation of General Plan Housing Elements to facilitate compliance with the sixth cycle RHNA. The City Council authorized staff to submit the application at the June 17, 2020 meeting.On December 2, 2020, the State notified the City that Saratoga has been awarded a grant in the amount of $150,000.00.The funds will be used towards the preparation of the General Plan Housing Element,due in January 2023. FISCAL IMPACT: Adoption of the budget adjustment resolution will amend the FY 2020/21 City of Saratoga Capital Budget to account for the increased revenue and expenditure in the General Plan Update CIP project in the awarded amount of $150,000. ATTACHMENTS: Attachment A – Budget Amendment Resolution Attachment B - LEAP 2020 Grants Award Letter 208 RESOLUTION 21- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA TO AMEND THE CAPITAL BUDGET FOR FISCAL YEAR 2020/21 WHEREAS, on June 17, 2020 the City Council of the City of Saratoga authorized the application for, and receipt of, Local Government Planning Support Grant Program Funds (LEAP); and WHEREAS, on June 17, 2020, the City Council of the City of Saratoga authorized to enter into, execute, and deliver on behalf of the City, a State of California Agreement (Standard Agreement) for the amount of $150,000.00, and any and all other documents required or deemed necessary or appropriate to evidence and secure the LEAP grant, the City’s obligations related thereto, and all amendments thereto; and WHEREAS, on December 2, 2020 the California Department of Housing and Community Development notified staff via letter of conditional commitment of an award in the amount of $150,000; and WHEREAS, adoption of the budget adjustment resolution will amend the Fiscal Year 2020/21 City of Saratoga Capital Budget to account for the increased revenue and expenditure in the General Plan Update CIP project as follows: Account Description Account # Increase Amount General Plan Update - Grant Revenue General Plan Update - Grant Expense 434.9451-002.42565 $150,000.00 434.9451-002.81141 -$150,000.00 NOW, THEREFORE, be it resolved that the City Council of the City of Saratoga hereby approves the above adjustment to the Fiscal Year 2020/21 Capital Budget. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 20th day of January 2021 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Yan Zhao, Mayor ATTEST: DATE: Debbie Bretschneider, CMC City Clerk Attachment A 209 STATE OF CALIFORNIA - BUSINESS, CONSUMER SERVICES AND HOUSING AGENCY GAVIN NEWSOM, Governor DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT DIVISION OF HOUSING POLICY DEVELOPMENT 2020 W. El Camino Avenue, Suite 500 Sacramento, CA 95833 (916) 263-2911 / FAX (916) 263-7453 www.hcd.ca.gov December 2, 2020 Debbie Pedro Community Development Director City of Saratoga 13777 Fruitvale Ave Saratoga, CA 95070 RE: 2020 Local Early Action Planning (LEAP) Grants Program Award Dear Debbie Pedro: The California Department of Housing and Community Development (Department) is pleased to announce that the City of Saratoga has been approved for funding under the Local Early Action Planning Grants Program (LEAP Program). The Department has determined that the application submitted in response to the Notice of Funding Availability released on January 27, 2020, meets LEAP Program requirements. This letter constitutes a conditional commitment of an award in the amount of $150,000. The LEAP Program reflects the state’s commitment to work in partnership with local governments to address California’s critical housing needs. Local governments are using the grant awards for the preparation and adoption of planning documents, process improvements that accelerate housing production, and to facilitate compliance in implementing the sixth cycle of the regional housing need assessment (RHNA). Congratulations on your successful application. Staff will be contacting you shortly to initiate the process of the Standard Agreement for fund distribution. For further information, please contact Colin Cross, of our staff, at (916) 263-2697 or at colin.cross@hcd.ca.gov. Sincerely, Gustavo Velasquez Director Attachment B 210 SARATOGA CITY COUNCIL MEETING DATE:January 20, 2021 DEPARTMENT:City Manager’s Department PREPARED BY:Debbie Bretschneider, CMC, City Clerk SUBJECT:City Council Meeting 2021 Schedule RECOMMENDED ACTION: Provide direction to staff regarding the City Council’s 2021 meeting schedule; and authorize the City Manager to reinstate any cancelled meeting with 72 hours’ notice if any urgent items arise. BACKGROUND: Since 2011, with the exception of 2012 and 2018, the Council has canceled the last meeting in July and the first meeting in August. In 2021, that would be July 21 and August 4. Mayor Zhao has made the alternate suggestion for recess dates of August 4 and August 18. According to Saratoga City Code section 2-10.010, “Any regular meeting may be rescheduled or cancelled by action of the City Council at a regular or special meeting preceding the meeting to be rescheduled or cancelled.” Additionally, the recommended action will authorize the City Manager to reinstate any cancelled meeting with 72 hours’ notice if any urgent items arise. 211