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Home My WebLink About02-03-2021 City Council Agenda PacketSaratoga City Council Agenda – February 3, 2021 – Page 1 of 7 SARATOGA CITY COUNCIL REGULAR MEETING FEBRUARY 3, 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 Commission Interviews by: 1. Using the Zoom website https://us02web.zoom.us/j/87219149001 or App (Webinar ID 872 1914 9001) 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 (872 1914 9001), 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 Joint Meeting by: 1. Using the Zoom website https://us02web.zoom.us/j/82329079143 or App (Webinar ID 823 2907 9143) 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 (823 2907 9143), 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/83688691296 or App (Webinar ID 836 8869 1296) 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 (836 8869 1296), 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 (836 8869 1296 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 (836 8869 1296), Saratoga City Council Agenda – February 3, 2021 – Page 2 of 7 and pressing *9 to raise their hand to speak on an agenda item when directed by the Mayor. Please mute your computer or television before giving public comment. The public will not be able to participate in the meeting in person. As always, members of the public can send written comments to the Council prior to the meeting by commenting online at www.saratoga.ca.us/comment prior to the start of the meeting. These emails will be provided to the members of the Council and will become part of the official record of the meeting. During the meeting the Mayor will explain the process for members of the public to be recognized to offer public comment. In accordance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance to participate in this meeting due to a disability, please contact the City Clerk at debbieb@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. 5:00 P.M. COMMISSION INTERVIEWS Members of the public can view and participate in the Commission Interviews by: 1. Using the Zoom website https://us02web.zoom.us/j/87219149001 or App (Webinar ID 872 1914 9001) 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 (872 1914 9001), and pressing *9 to raise their hand to speak on an agenda item when directed by the Mayor. INTERVIEWS: 6:00 P.M. JOINT MEETING Members of the public can view and participate in the Joint Meeting by: 1. Using the Zoom website https://us02web.zoom.us/j/82329079143 or App (Webinar ID 823 2907 9143) and raising their hand when directed by the Mayor to speak on an agenda item; OR Time Name Commission Vacancies Incumbent 5:10 p.m. Yanfeng (Anna) Huang Parks & Recreation 1 Partial Term (ending September 30, 2022) No 5:15 p.m. Chan Ching Vicky Chu Traffic Safety 1 Full Term (1/1/2021- 12/31/2024 No 5:20 p.m. Chi-Kuang Chu Traffic Safety 1 Full Term (1/1/2021- 12/31/2024 No Saratoga City Council Agenda – February 3, 2021 – Page 3 of 7 2. Calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID (823 2907 9143), and pressing *9 to raise their hand to speak on an agenda item when directed by the Mayor. Joint Meeting with Saratoga Ministerial Association 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/83688691296 or App (Webinar ID 836 8869 1296) 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 (836 8869 1296), 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 (836 8869 1296 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 (836 8869 1296), 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 29, 2021. REPORT FROM JOINT MEETING ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the City Council for up to three (3) minutes on matters not on the Agenda. The law generally prohibits the City Council from discussing or taking action on such items. However, the Council may instruct staff accordingly. ANNOUNCEMENTS 1. CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted on in one motion, unless removed by the Mayor or a Council Member. Any member of the public may speak on an item on the Consent Calendar at this time, or request that the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. Saratoga City Council Agenda – February 3, 2021 – Page 4 of 7 1.1. City Council Meeting Minutes Recommended Action: Approve the City Council minutes for the Regular City Council Meeting on January 20, 2021 and the Special City Council Meeting on January 25, 2021. 1.2. Review of Accounts Payable Check Registers Recommended Action: Review and accept check registers for the following accounts payable payment cycles 01/20/21 Period 7; 1/27/21 Period 7: 1.3. Treasurer’s Report for the Month Ended December 31, 2020 Recommended Action: Review and accept the Treasurer’s Report for the month ended December 31, 2020. 1.4. Notice of Completion - McFarland Ave Curb and Gutter Rehabilitation Project Phase 2 Recommended Action: Move to accept the McFarland Ave Curb and Gutter rehabilitation Project Phase 2 as complete and authorize staff to record the Notice of Completion. 1.5. Budget Adjustment Resolution for Emergency Management Performance Grant Recommended Action: Approve budget adjustment for Fiscal Year 2020/21 to include the Emergency Management Performance Grant and authorize acceptance of the grant. 2. PUBLIC HEARING None 3. GENERAL BUSINESS 3.1. Funding Reallocation Request for Hakone Foundation Recommended Action: Approve the reallocation of $5,000 from the Fiscal Year 2020/21 Secured Funding Community Event Grant Program to support the request of the Hakone Foundation for general operations of the Garden. 3.2. FY 2020/21 Mid-Year Budget Status Report and Budget Adjustment Resolution Recommended Action: Receive Mid-Year Budget Status Report and adopt the attached resolution approving an operating budget adjustment. 3.3. COVID-19 Update on City Services Recommended Action: Receive report. 3.4. Revisions to Statement of Values and City Council Strategic Goals Recommended Action: Adopt revised Statement of Values and City Council Strategic Goals. Saratoga City Council Agenda – February 3, 2021 – Page 5 of 7 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 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 29, Saratoga City Council Agenda – February 3, 2021 – Page 6 of 7 2021 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 29th 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] 02/03 5:00 p.m. Commission Interviews – Parks and Recreation Commission & Traffic Safety Commission | 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 03/31 6:00 p.m. Commission Work Plan Study Session with Heritage Preservation, Planning, Library, Traffic Safety, and Parks & Recreation Commissions in Senior Center. 6:00 p.m. Study Session on CIP Budget 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 CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2021 Saratoga City Council Agenda – February 3, 2021 – Page 7 of 7 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 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 City Council Joint Meeting The City Council Regular Session begins at 7:00 p.m. as a Virtual Meeting. View access information on the agenda at www.saratoga.ca.us/agendacenter JOINT MEETING WITH SARATOGA MINISTERIAL ASSOCIATION February 3, 2021 6:00 p.m. –6:45 p.m. Virtual Meeting General Public Zoom Access: https://us02web.zoom.us/j/82329079143 Webinar ID: 823 2907 9143 Or Dial:1.408.638.0968 or 1.669.900.6833 and enter Webinar ID (City Council, Ministerial Association, and staff will receive separate access information) Discussion Topics Introductions Updates Other Remarks & Wrap Up 5 SARATOGA CITY COUNCIL MEETING DATE:February 3, 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 Regular City Council Meeting on January 20, 2021 and the Special City Council Meeting on January 25, 2021. BACKGROUND: Draft City Council minutes for each Council Meeting are taken to the City Council to be reviewed for accuracy and approval. Following City Council approval, minutes are retained for legislative history and posted on the City of Saratoga website. The draft minutes are attached to this report for Council review and approval. FOLLOW UP ACTION: Minutes will be retained for legislative history and posted on the City of Saratoga website. ATTACHMENTS: Attachment A –Minutes for the Regular City Council Meeting on January 20, 2021 Attachment B –Minutes for the Special City Council Meeting on January 25, 2021 6 Saratoga City Council Minutes ~ January 20, 2021 ~ Page 1 of 8 MINUTES WEDNESDAY, JANUARY 20, 2021 SARATOGA CITY COUNCIL REGULAR MEETING At 5:00 p.m., the City Council held a Closed Session via teleconferencing through Zoom. At 6:00 p.m., the City Council held a Study Session on Mission Statement, Statement of Values, and City Council Strategic Goals via teleconferencing through Zoom. Crystal Bothelio, Assistant City Manager, presented the staff reports. Mayor Zhao invited public comment on the item. No one requested to speak. The Council requested the following changes to the Statement of Values and City Council Strategic Goals: Statement of Values: Change “forgoing” to “foregoing” in the last paragraph. City Council Strategic Goals: Add “as needed” to the end of Goal 3.b.ii. City Council Strategic Goals: Under Goal 3 Public Safety, add new section c titled Wildfire Prevention with the following goals: i) Engage community participation in wildfire prevention awareness through community forums; ii) Establish a Wildfire Public Safety Task Force to improve fire prevention programs, as needed; and iii) Build relationships with the community through programs like Firewise Communities. City Council Strategic Goals: Change the word “create” to “Maintain and/or update” in Goal 5.a.iii. City Council Strategic Goals: Replace “opens” with ‘open” in Goal 6.c.i. City Council Strategic Goals: Remove “improving” from Goal 6.f.ii. City Council Strategic Goals: In Goal 7.b, add new section iv. Maintain and/or update Climate Action Plan. City Manager James Lindsay shared that the changes would be brought to the City Council at a future Regular Meeting for adoption. 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 7 Saratoga City Council Minutes ~ January 20, 2021 ~ Page 2 of 8 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 Rishi Kumar, Kookie Fitzsimmons, Mary-Lynne Bernald (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 Mainini Cabute, Environmental Program Manager (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 January 15, 2021. REPORT FROM CLOSED SESSION Mayor Zhao reported that there was no reportable action from the Closed Session. REPORT FROM STUDY SESSION Mayor Zhao reported on the Study Session about the Mission Statement, Statement of Values, and City Council Strategic Goals. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Eric Cao spoke on the Mayoral rotation protocol ANNOUNCEMENTS Mayor Zhao shared information about Paint the City, the Hakone online gift shop, COVID-19 updates, and the online City of Saratoga planning map. 8 Saratoga City Council Minutes ~ January 20, 2021 ~ Page 3 of 8 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. RESOLUTION 21-001 FITZSIMMONS/WALIA MOVED TO APPROVE THE RESOLUTION APPOINTING 1 MEMBER TO THE HERITAGE PRESERVATION COMMISSION AND DIRECT THE CITY CLERK TO ADMINISTER THE OATH OF OFFICE. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS. NOES: BERNALD. ABSTAIN: NONE. ABSENT: NONE. 1.CONSENT CALENDAR 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. FITZSIMMONS/WALIA MOVED TO 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. 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: 12/16/2020 Period 6; 01/06/21 Period 7; and 01/12/21 Period 7. FITZSIMMONS/WALIA MOVED TO 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.MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. FITZSIMMONS/WALIA MOVED TO ACCEPT THE TREASURER’S REPORT FOR THE MONTH ENDED NOVEMBER 30, 2020.MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 9 Saratoga City Council Minutes ~ January 20, 2021 ~ Page 4 of 8 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. FITZSIMMONS/WALIA MOVED 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. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 1.5. Resolution Authorizing Final Disposition of Certain City Records Recommended Action: Adopt resolution authorizing final disposition of certain city records. RESOLUTION 21-002 FITZSIMMONS/WALIA MOVED TO ADOPT RESOLUTION AUTHORIZING FINAL DISPOSITION OF CERTAIN CITY RECORDS.MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. Dennis Jaw, Finance Manager, presented the staff report. Mayor Zhao invited public comment on the item. No one requested to speak. FITZSIMMONS/BERNALD MOVED TO REVIEW AND ACCEPT THE ANNUAL AB1600 DEVELOPMENT IMPACT FEE REPORT FOR THE FISCAL YEAR ENDED JUNE 30, 2020. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 10 Saratoga City Council Minutes ~ January 20, 2021 ~ Page 5 of 8 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. Mainini Cabute, Environmental Program Manager, presented the staff report. Mayor Zhao invited public comment on the item. No one requested to speak. BERNALD/FITZSIMMONS MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH BKF ENGINEERS IN THE AMOUNT OF $27,358 AND TO AUTHORIZE CITY MANAGER TO EXECUTE A CHANGE ORDER UP TO $2,735.80. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. Mainini Cabute, Environmental Program Manager, presented the staff report. Mayor Zhao invited public comment on the item. Jojo Choi, Traffic Safety Commissioner, spoke No one else requested to speak. WALIA/BERNALD MOVED TO 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 AND TO AUTHORIZE A CONTINGENCY FOR CHANGE ORDERS TO THE CONTRACT UP TO $8,800. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 11 Saratoga City Council Minutes ~ January 20, 2021 ~ Page 6 of 8 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. Debbie Pedro, Community Development Director, presented the staff report. Mayor Zhao invited public comment on the item. No one requested to speak. RESOLUTION 21-003 BERNALD/FITZSIMMONS MOVED TO APPROVE THE RESOLUTION FOR BUDGET ADJUSTMENTS TO THE FY 2020/21 CAPITAL BUDGETS IN THE AMOUNT OF AWARDED GRANT FUNDS. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 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. Debbie Bretschneider, City Clerk, presented the staff report. Mayor Zhao invited public comment on the item. No one requested to speak. ZHAO/FITZSIMMONS MOVED TO CANCEL THE AUGUST 4, 2021 AND AUGUST 18, 2021 COUNCIL MEETINGS AND TO AUTHORIZE THE CITY MANAGER TO REINSTATE ANY CANCELLED MEETING WITH 72 HOURS’ NOTICE IF ANY URGENT ITEMS ARISE. MOTION PASSED BY VERBAL ROLL CALL. AYES: ZHAO, WALIA, KUMAR, FITZSIMMONS, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. COUNCIL ASSIGNMENTS Mayor Yan Zhao Association of Bay Area Governments -- there was no meeting, but the Mayor sent a letter representing the City to ABAG to ask for lower RHNA Housing allocation. Cities Association of Santa Clara County-City Selection Committee – the Committee appointed several people to 6 different agencies, however there is still an opening Sourcewise, the representative needs to be over age of 60 and does not need to be an elected official. Cities Association of Santa Clara County – the Cities Association approved the November 2020 fiscal report and approved 2021 priority issues: COVID-19 recovery, Transportation, Regional 12 Saratoga City Council Minutes ~ January 20, 2021 ~ Page 7 of 8 Justice, and Housing & Homelessness. They also discussed and approved a letter to VTA on Measure B and asking for money for local roads in the community instead of BART. Valley Transportation Authority (VTA) Policy Advisory Committee – the Committee elected Cupertino Council Member Ward as Chair and San Jose Council Member Mahan as Vice Chair. There was also a discussion on status of Santa Clara County vehicle registration fee. West Valley Sanitation District – the Board elected Monte Sereno Council Member Turner as Chair and Saratoga Mayor Zhao as Vice Chair. Vice Mayor Tina Walia Silicon Valley Clean Energy Authority Board of Directors – the Board elected Mountain View Council Member Abe-Koga as Chair and Campbell Mayor Gibbons as Vice Chair. The Board received several reports, including having received an A rating from S&P Global Ratings, approved new contract for new facility for solar panels, SVCE is participating in Statewide Arrearage Management Plans (AMB) program, a debt forgiveness program for residents, and the SCVE website has information to encourage residents to lower carbon imprint. Saratoga Ministerial Association – Council Member Walia asked Council Member Bernald to attend the meeting the week of January 25. Council Member Rishi Kumar No report. Council Member Kookie Fitzsimmons Chamber of Commerce – the Chamber discussed revamping parts of the website with a robust online Visitor Center. Council Member Mary-Lynne Bernald Hakone Foundation Board & Executive Committee – the Board discussed looking for funding of the pond remodel. Saratoga Public Art Committee – the Committee confirmed the 2021 meeting schedule and confirmed the budget for Shadow Art project. Also discussed upcoming ideas, including Hopscotch, Rainy Day Poetry, call for artists for Utility Boxes, and looking for ideas for the Gateway. CITY COUNCIL ITEMS Council Member Kumar proposed a future City Council agenda item on San Jose Water Company’s rate increase application. There was no second. Council Member Bernald, with support from Council Member Fitzsimmons, proposed development of a handbook for the Traffic Safety Commission. Council Member Fitzsimmons asked about a response to the letter included in the Oral Communications on Non-Agendized Item. City Manager James Lindsay responded that the City is always looking for ways to improve access to information. Mayor Zhao added that she has been in communication with the resident. COUNCIL COMMUNICATIONS None 13 Saratoga City Council Minutes ~ January 20, 2021 ~ Page 8 of 8 CITY MANAGER'S REPORT None ADJOURNMENT BERNALD/FITZSIMMONS MOVED TO ADJOURN THE MEETING AT 8:19 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 14 Saratoga City Council Minutes ~ January 25, 2021 ~ Page 1 of 4 MINUTES MONDAY, JANUARY 25, 2021 SARATOGA CITY COUNCIL SPECIAL MEETING CALL TO ORDER Mayor Zhao called the virtual Special Meeting to order at 6:01 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 Kookie Fitzsimmons, Mary-Lynne Bernald. Council Member Rishi Kumar arrived to the meeting at 6:09 p.m. (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 Debbie Pedro, Community Development Director John Cherbone, Public Works Director Mary Furey, Finance & Administrative Services Director Lauren Pettipiece, Public Information Officer (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. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None 15 Saratoga City Council Minutes ~ January 25, 2021 ~ Page 2 of 4 AGENDA ITEMS Housing Laws and New Legislation Update Richard Taylor, City Attorney, provided an overview of the legal environment for housing- related development applications, including State legislation adopted in 2020 and proposed for 2021. Topics included the Housing Accountability Act, the Density Bonus Law, streamlined Ministerial Approval (SB 35), the Housing Crisis Act of 2019, the Housing Element Law, and a review of Saratoga’s Measure G. He noted that the agenda packet included a summary of State legislation, including laws not related to housing, adopted in 2020 that may impact Saratoga. Mayor Zhao invited public comment on the item. The following people requested to speak: Jeffrey Schwartz suggested that public questions be accepted during the presentation. He asked who would be responsible for public work improvements under the Streamlined Ministerial Approval laws if the improvements are required by a project. City Attorney Richard Taylor responded that if the developer would normally be responsible for the cost of improvements, then the developer would continue to be responsible for those costs. Razi Mohiuddin asked about the voter approval requirements under Measure G and the increased intensity in residential areas that may be needed to reach the City of Saratoga Regional Housing Needs Assesment (RHNA) allocaton for the next Housing Element cycle. City Attorney Richard Tayor responded that Measure G includes provisions that exempt voter approval if an increase in intensity in a residential is needed to achieve a certified Housing Element. David McIntyre asked how these laws influenced the Quito Village project. City Attorney Richard Taylor responded that jurisdictions that fail to reach RHNA targets are subject to the Streamlined Ministerial Approval. Since Saratoga is subject to the law, the Quito Village project was allowed to be submitted under this law with only 10% of units qualifying as affordable. No one else requested to speak. Council Member Kumar suggested that residents should contact their State representatives to voice their opinions on legislation. 16 Saratoga City Council Minutes ~ January 25, 2021 ~ Page 3 of 4 WALIA/FITZSIMMONS MOVED TO ACCEPT THE REPORT ON HOUSING LAWS AND NEW LEGISLATION UPDATE. MOTION PASSED BY VERBAL ROLL CALL. AYES: BERNALD, FITZSIMMONS, KUMAR, WALIA, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. Mayor Zhao requested a break at 7:27 p.m. and resumed the meeting at 7:36 p.m. Housing Element Update Kick Off Debbie Pedro, Community Development Director, provided a staff report on the Housing Element Update Kick Off. Topics included a background on the Housing Element, the draft Bay Area RHNA methodology and allocations, the structure of the Housing Element, Building Site inventory, Community Priorities, and a timeline for Saratoga’s Housing Element. Mayor Zhao invited public comment on the item. The following people requested to speak: Doug Case suggested that the RHNA allocation be based on a multiplier or apportionment. He noted the significant increase in the RHNA allocation for the next Housing Element cycle compared the current cycle. Jeffrey Schwartz expressed frustration with the Housing Element process and said it reflects the efforts of the State and ABAG to force urbanization on cities and to homogenize cities. He asked how often housing production is evaluated to assess if the Streamlined Ministerial Approval law applies. Community Development Director Debbie Pedro responded that it is evaluated several times during the Housing Element cycle. Jojo Choi asked how does the State and ABAG account for market interest in housing development, if the State would force the City to rezone if unable to meet RHNA targets, and if there has been analysis of availability of undeveloped land in other cities. Community Development Director Debbie Pedro responded that all jurisdictions are seeing a significant increase in the draft RHNA allocations. The State and ABAG do not factor in availability of vacant land when RHNA allocations are decided. The goal of the State is to remove barriers to residential development and some of the State’s recent efforts reflect a perspective that local jurisdictions are partly at fault for lack of market interest for residential development. No one else requested to speak. City Manager James Lindsay spoke on the next steps on the Housing Element. The City will be asking for community engagement in many different communication tools and educating the 17 Saratoga City Council Minutes ~ January 25, 2021 ~ Page 4 of 4 community about the Housing Element. Staff will be bringing an engagement strategy to a future Council meeting for approval. Council Member Bernald suggested that all Council Members could communicate with their constituents to sign up on the City website for updates after this project is on the website. Council Member Kumar suggested that the City create a webpage with information on the Housing Element with information about the last 2 to 3 Housing Element cycles to provide a historical perspective on the process. He also emphasized the need to engage the entire community in the update process. He suggested that the City stay connected with other nearby cities, such as Cupertino, Los Gatos, and Campbell, that will face similar challenges in the Housing Element update. Vice Mayor Walia and Council Member Fitzsimmons spoke on the importance of early community engagement. Mayor Zhao spoke about how the City wants to keep the Community priorities of building heights, single-family neighborhoods, keeping commercial services, and protecting the wildland urban interface. WALIA/FITZSIMMONS MOVED TO ACCEPT THE STAFF REPORT AND REQUESTED THAT THE COMMUNITY ENGAGEMENT STRATEGY FOR THE HOUSING ELEMENT TO BE BROUGHT TO THE COUNCIL IN MARCH 2021. MOTION PASSED BY VERBAL ROLL CALL. AYES: BERNALD, FITZSIMMONS, KUMAR, WALIA, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. ADJOURNMENT BERNALD/WALIA MOVED TO ADJOURN THE MEETING AT 8:53 P.M. MOTION PASSED BY VERBAL ROLL CALL. AYES: BERNALD, FITZSIMMONS, KUMAR, WALIA, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. Minutes respectfully submitted: Debbie Bretschneider, City Clerk City of Saratoga 18 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 1/20/2021 142531 142580 50 913,127.86 1/20/2021 1/12/2021 142530 Accounts Payable 1/27/2021 142581 142610 30 38,930.08 1/27/2021 1/20/2021 142580 Accounts Payable checks issued for $20,000 or greater: Date Check #Dept.Amount 1/20/2021 142542 Duran & Venables CIP Street Projects Fund PW Chester Ave Speed Bump 20,120.00 1/20/2021 142554 Naga Kataru General Fund CDD ARB16-20-0019 49,770.00 1/20/2021 142556 Office of Sheriff General Fund PS Jan 2021 Law Enforcement 534,079.83 1/20/2021 142560 Quality Striping Inc CIP Street Projects Fund PW Cox Ave Striping 36,204.25 1/20/2021 142561 Registrar of Voters General Fund CMM 2020 Election 89,049.00 1/20/2021 142563 Sanjay Singhal General Fund CDD Ref & Bond Arb18-0052 24,860.43 1/20/2021 142564 Santa Clara Valley Trans.General Fund PW - ENG Member Agency Fees 25,617.00 Accounts Payable checks voided during this time period: AP Date Check #Amount N/A 142510 San Jose Water Company Incorrect Amount 3,934.49 ATTACHMENTS: Check Registers in the 'A/P Checks By Period and Year' report format Accounts Payable SARATOGA CITY COUNCIL MEETING DATE:February 3, 2021 DEPARTMENT:Finance & Administrative Services 01/20/21 Period 7; 1/27/21 Period 7: PREPARED BY: Ending Check # Starting Check #Type of Checks Date Prior Check RegisterChecks ReleasedTotal Checks Amount Void Fund Purpose StatusReason Issued to Issued to 19 20 21 22 23 24 25 26 27 28 SARATOGA CITY COUNCIL MEETING DATE: February 3, 2021 DEPARTMENT: Finance & Administrative Services PREPARED BY: Ann Xu, Accountant SUBJECT: Treasurer’s Report for the Month Ended December 31, 2020 RECOMMENDED ACTION: Review and accept the Treasurer’s Report for the month ended December 31, 2020. BACKGROUND: California government code section 41004 requires that the City Treasurer submit to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. The Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035 designates the City Manager as the City Treasurer. This report is prepared to fulfill this requirement. The following attachments provide various financial transaction data for the City of Saratoga’s Funds collectively as well as specifically for the City’s General (Operating) Fund, including an attachment from the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of 1977 to present. FISCAL STATEMENT: Cash and Investments Balance by Fund As of December 31, 2020, the City had $1,144,224 in cash deposit at Comerica bank, and $23,967,878 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 December 31, 2020 is $25,112,102 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 December 31, 2020, the City’s financial position (Assets $25.9M, Liabilities $3.7M and Fund Equity $22.2M) remains very strong and there are no issues in meeting financial obligations now or in the foreseeable future. Unrestricted Cash Comerica Bank 1,144,224$ Deposit with LAIF 23,967,878$ Total Unrestricted Cash 25,112,102$ Cash Summary 29 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 25,112,102$ Plus: Assets 776,588 Less: Liabilities (3,739,361) Ending Fund Balance 22,149,329$ Adjusting Cash to Ending Fund Balance 30 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-Nov Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 12/31/2020 General Fund Restricted Fund Balances: Environmental Services Reserve 113,182 - - - - - 113,182 Committed Fund Balances: Hillside Stability Reserve 1,000,000 - - - - - 1,000,000 Assigned Fund Balances: Future Capital Replacement & Efficiency Project Reserve 2,488,878 - - - - - 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 (2,014,189) 2,849,076 2,174,256 - 2,485,500 (1,870,960) * General Fund Total 14,434,607 (2,014,189) 2,849,076 2,174,256 - 2,485,500 10,609,739 Special Revenue Landscape/Lighting Districts 787,733 (51,159) (67,152) 57,225 - - 612,198 Debt Service Library Bond 788,245 (693,762) 901 - - - 95,384 Arrowhead Bond 294,269 (499,056) 356,840 (76,347) 356,840 - 585,239 Debt Service 1,082,514 (1,192,818) 357,741 (76,347) 356,840 - 680,623 Internal Service Fund Liability/Risk Management 503,819 (277,251) 112,501 16,403 - - 322,666 W orkers Compensation 252,012 (63,069) 43,750 5,535 - - 227,157 Office Support Fund 135,793 (9,189) 4,102 500 - - 130,206 Information Technology Services 382,123 (111,272) 162,500 58,229 - - 375,123 Vehicle & Equipment Maintenance 300,675 1,133 68,750 25,410 - - 345,148 Building Maintenance 620,583 (62,108) 225,000 80,767 - - 702,708 Vehicle & Equipment Replacement 537,331 (62,222) - 1,500 - - 473,609 Technology Replacement 603,042 36,990 37,500 - - - 677,532 Facility FFE Replacement 528,631 15,090 50,000 - - - 593,721 Internal Service Fund Total 3,864,011 (531,898) 704,103 188,345 - - 3,847,871 Trust/Agency WVCWP Agency Fund 573,847 56,966 982 61,118 - - 570,677 Arrowhead Project Fund 356,840 - - - - 356,840 - Trust/Agency Fund Total 930,687 56,966 982 61,118 - 356,840 570,677 Capital Project Street Projects 2,237,394 170,178 45,379 459,688 905,500 - 2,898,763 Park and Trail Projects 1,135,854 (664,965) - 2,124 795,000 - 1,263,765 Facility Projects 802,334 (133,124) 5,000 6,570 500,000 - 1,167,641 Administrative Projects 481,602 (29,434) 3,701 35,949 285,000 - 704,920 Tree Fund Projects 75,768 (4,872) - 1,785 - - 69,111 Park In-Lieu Projects 205,590 (24,990) - - - - 180,600 CIP Grant Street Projects (251,717) 149,006 198,261 8,160 - - 87,389 CIP Grant Park & Trail Projects (21,234) (25,725) - 512 - - (47,470) * CIP Grant Administrative Projects (118,978) (1,286) - - - - (120,264) * Gas Tax Fund Projects 170,247 (713,042) 167,654 1,098 - - (376,239) * CIP Fund Total 4,716,861 (1,278,254) 419,995 515,886 2,485,500 - 5,828,216 Total City 25,816,417 (5,011,350) 4,264,744 2,920,481 2,842,340 2,842,340 22,149,329 31 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-Nov Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 12/31/2020 Street Projects Annual Road Improvements 251,063 759,794 45,379 362,795 - - 693,441 Roadway Safety & Traffic Calming 30,882 - - - 75,000 - 105,882 Citywide Traffic Signal Battery Backup - - - - 150,000 - 150,000 Prospect/Saratoga Median Improvement 51,402 230,561 - 6,534 40,000 - 315,429 Citywide Signal Upgrade Project Phase II 10,000 - - - - - 10,000 Fruitvale/Allendale Improvement 317,389 (191,516) - - - - 125,874 Village Clock - (6,014) - - 15,500 - 9,486 Annual Infrastructure Maintenance & Repairs - (50,004) - 35,716 250,000 - 164,280 McFarland Avenue Curb and Gutter Replacement 349,176 (266,771) - 32,791 - - 49,614 Village Sidewalk, Curb & Gutter - Phase II Construction 59,230 (27,417) - - - - 31,813 EL Camino Grande Storm Drain Pump 19,098 (10,597) - - - - 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 - - 21,853 50,000 - 147,154 Quito Road Bridge - ROW Acquisition 30,925 (24,754) - - - - 6,171 Annual Retaining Wall Maintenance & Repairs 121,113 (144,361) - - 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 2,237,394 170,178 45,379 459,688 905,500 - 2,898,763 Parks & Trails Projects Park/Trail Repairs 15,787 (87,667) - - 125,000 - 53,120 Hakone Gardens Infrastructure Improvements 15,560 - - 744 - - 14,816 Hakone Pond Reconstruction - - - - 300,000 - 300,000 Kevin Moran Park Accessible Parking - (12,068) - 1,380 95,000 - 81,552 Guava/Fredericksburg Entrance 80,262 (9,197) - - 250,000 - 321,065 Saratoga Village to Quarry Park Walkway - Design 203,989 - - - 25,000 - 228,989 Saratoga to Sea Trail - Construction 820,256 (556,033) - - - - 264,223 Total Parks & Trails Projects 1,135,854 (664,965) - 2,124 795,000 - 1,263,765 Facility Projects CDD/PW Lobby Remodel 143,764 (113,179) - - - - 30,585 Civic Theater Improvements 109,175 - - - - - 109,175 PEG Funded Project 360,384 19,320 - - - - 379,704 Preschool Turf Conversion 5,750 - - - - - 5,750 Senior Center Entrance Remodel 42,881 (24,401) - - - - 18,479 Community Center Improvement 130,380 (14,864) - 6,570 - - 108,947 Community Center Generator and EV Charging Stations - - - - 500,000 - 500,000 Library Building Exterior Maintenance 10,000 - 5,000 - - - 15,000 Total Facility Projects 802,334 (133,124) 5,000 6,570 500,000 - 1,167,641 Administrative and Technology Projects City Website/Intranet 16,948 - - - - - 16,948 Development Technology 98,354 13,034 3,701 22,991 - - 92,099 LLD Initiation Match Program 25,000 - - - - - 25,000 Horseshoe Beautification 19,250 (900) - 225 - - 18,125 Citywide Accessibility Assessment 55,965 (4,135) - - - - 51,830 City Art Program 6,169 - - 2,500 25,000 - 28,669 Safe Routes to School Needs Assessment - - - 1,354 60,000 - 58,646 El Quito Neighborhood Improvements - (178) - 630 150,000 - 149,192 General Plan Update 171,024 (37,255) - 8,249 - - 125,520 Wildfire Mitigation Program - - - - 50,000 - 50,000 Risk Management Project Funding 88,891 - - - - - 88,891 Total Administrative and Technology Projects 481,602 (29,434) 3,701 35,949 285,000 - 704,920 32 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-Nov Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 12/31/2020 Tree Fund Projects Citywide Tree Planting Program 51,643 (5,497) - 1,785 - - 44,361 Tree Dedication Program 24,125 625 - - - - 24,750 Total Tree Fund Projects 75,768 (4,872) - 1,785 - - 69,111 CIP Grant Street Projects Prospect/Saratoga Median Improvement (41,000) - - - - - (41,000) * Citywide Signal Upgrade II (188,725) 199,202 - 8,160 - - 2,318 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) 198,261 - - - 1,533 Total CIP Grant Street Projects (251,717) 149,006 198,261 8,160 - - 87,389 CIP Grant Park & Trail Projects Saratoga to the Sea Trail - Design (21,234) (25,725) - 512 - - (47,470) * Total CIP Grant Park & Trail Projects (21,234) (25,725) - 512 - - (47,470) 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 (652,960) 167,654 - - - (439,127) * Prospect/Saratoga Median Improvements 48,278 - - - - - 48,278 Citywide Signal Upgrade II 64,728 (59,947) - 1,098 - - 3,683 Big Basin Way Sidewalk Repairs 3,977 (135) - - - - 3,842 Quito Road Bridges 7,085 - - - - - 7,085 Total Gas Tax Fund Projects 170,247 (713,042) 167,654 1,098 - - (376,239) Total CIP Funds 4,716,861 (1,278,254) 419,995 515,886 2,485,500 - 5,828,216 33 ATTACHMENT C CHANGE IN CASH BALANCE BY MONTH 34 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 0.63 Quarterly Apportionment Rates Local Agency Investment Fund 35 SARATOGA CITY COUNCIL MEETING DATE:February 3, 2021 DEPARTMENT:Public Works, Street and Fleet Division PREPARED BY:Rick Torres, Public Works Manager SUBJECT:Notice of Completion -McFarland Ave Curb and Gutter Rehabilitation Project Phase 2 RECOMMENDED ACTION: Move to accept the McFarland Ave Curb and Gutter rehabilitation Project Phase 2 as complete and authorize staff to record the Notice of Completion. REPORT SUMMARY: All work for the McFarland Ave Curb and Gutter Rehabilitation Project Phase 2 has been completed by the City’s contractor,SYL Construction,Inc.,and has been inspected and accepted by Public Works Staff. The Scope of work included removal and replacement of 2600 linear feet of curb and gutter,driveway approaches and minor roadway work. On June 17, 2020 Council awarded a construction contract in the amount of $238,224.00 and a contingency amount of $50,000.00 for a total of $288,224.00. The final cost of the project, including all change orders, was $288,221.75. In order to close out the construction contract and begin the one year maintenance / warranty period, it is recommended that Council accept the project as complete. Furthermore,it is recommended that the Council authorizes staff to record the attached Notice of Completion for the construction contract so that the requisite 30-day stop notice for filing of claims by subcontractors or material providers may commence. ATTACHMENTS: Attachment A -Notice of Completion 36 RECORDING REQUESTED BY: CITY OF SARATOGA AFTER RECORDATION RETURN To: CITY OF SARATOGA Attn: City Clerk 13777 Fruitvale Avenue Saratoga, CA 95070 EXEMPT FROM FEES FOR RECORDATION (Gov. Code § 27383) SPACE FOR RECORDER'S USE NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN that the work agreed and performed under the contract mentioned below between the City of Saratoga, a municipal corporation, whose address is 13777 Fruitvale Ave., Saratoga, CA 95070, as Owner of property or property rights, and the Contractor mentioned below, on property of the Owner, was accepted as complete by the Owner on the day of December 8th, 2020. Contract Number: N/A Contract Date: June 17th, 2020 Contractor’s Name:SYL Construction, Inc. Contractor’s Address:96 Kim Louise Drive, Campbell CA 95008 Description of Work: McFarland Curb and Gutter Rehabilitation Project Phase 2 Notice is given in accordance with the provisions of the Civil Code of the State of California. The undersigned certifies that he is an officer of the City of Saratoga, that he has read the foregoing Notice of Completion and knows the contents thereof; and that the same is true of his own knowledge. I certify under penalty of perjury that the foregoing is true and correct. Executed at the City of Saratoga, County of Santa Clara, State of California on ___________________, 20____. CITY OF SARATOGA BY:_______________________________ James Lindsay City Manager ATTEST: ____________________________ Debbie Bretschneider City Clerk Gov. Code 4081 37 SARATOGA CITY COUNCIL MEETING DATE:February 3, 2021 DEPARTMENT:City Manager’s Department PREPARED BY:Crystal Bothelio, Assistant City Manager SUBJECT:Budget Adjustment Resolution for Emergency Management Performance Grant RECOMMENDED ACTION: Approve budget adjustment for Fiscal Year 2020/21 to include the Emergency Management Performance Grant and authorize acceptance of the grant. BACKGROUND: The Department of Homeland Security’s Emergency Management Performance Grant (EMPG) provides funding to state, local, tribal, and territorial governments in preparing for all hazards under the Stafford Act. Funds in California are administered by the California Governor’s Office of Emergency Services and then subsequently sub-awarded to the County. The grant funds various emergency preparedness activities, including Emergency Operations Center (EOC)technology purchases. The City of Saratoga was awarded a $6,687 grant for technology purchases that support the operation the City EOC. ATTACHMENTS: Attachment A –Budget Adjustment Resolution 38 RESOLUTION 20-___ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING THE BUDGET FOR FISCAL YEAR 2020/21 TO ACCEPT AND ACCOUNT FOR EMERGENCY MANAGEMENT PERFORMANCE GRANT WHEREAS, the City of Saratoga was awarded an Emergency Management Performance Grant (EMPG) from the County of Santa Clara in the amount of $6,687 to make technology purchases that help support the functions of the City of Saratoga Emergency Operations Center; and WHEREAS, adoption of the budget adjustment resolution will amend the Fiscal Year 2020/21 City of Saratoga Operating Budget to account for the grant funds as follows: Account Description Account #Amount To budget revenue and appropriation for EMPG from County of Santa Clara. Santa Clara County EMPG 1118102.42811 (revenue)$6,687 Santa Clara County EMPG 1118102.XXXXX (expenditure)$6,687 NOW, THEREFORE,be it resolved that the City Council of the City of Saratoga hereby accepts the grant and approves the above adjustment to the Fiscal Year 2020/21 Budget. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 3rd day of February 2021 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Yan Zhao, Mayor ATTEST: DATE: Debbie Bretschneider, CMC City Clerk 39 SARATOGA CITY COUNCIL MEETING DATE:February 3, 2021 DEPARTMENT:City Manager’s Department PREPARED BY:Kayla Nakamoto, Administrative Analyst SUBJECT:Funding Reallocation Request for Hakone Foundation RECOMMENDED ACTION: Approve the reallocation of $5,000 from the Fiscal Year 2020/21 Secured Funding Community Event Grant Program to support the request of the Hakone Foundation for general operations of the Garden. BACKGROUND: The Hakone Foundation is one of the recipients of the City’s Community Event Grant Program secured funding recipients. The Fiscal Year 2020/21 budget includes $5,000 for the Hakone Matsuri event. With the restrictions against large gatherings, the Hakone Foundation will not be able to plan the free cultural event this fiscal year. The Chairperson of the Hakone Foundation, Ann Waltonsmith submitted a letter asking that the City Council consider reallocating their $5,000 Secured Community Event Grant to be used for general operations of the Garden to help them during this difficult time. ATTACHMENTS: Attachment A –Funding Reallocation Request Letter 40 P.O. Box 2324 Saratoga, CA 95070 (408) 741-4994 www.hakone.com Mission: Dedicated to conserve and enhance Hakone Estate and Gardens for the enjoyment and benefit of the public, to preserve its Japanese authenticity for the future, to promote a deeper understanding of Asian cultures, and to serve as a global forum. Board of Trustees Executive Committee Ann Waltonsmith Chairperson Emily Lo Vice-Chair Faramarz Yazdani Treasurer Yuki Hashimoto Secretary Mary-Lynne Bernald Saratoga City Council Connie Young Yu Immediate Past-Chairperson Kookie Fitzsimmons Beverly Harada Adrienne Reiko Iwanaga Sandy Miller Mikiko Shimabe Hiroshi Tomita Phyllis Tung Patti Workman Shozo Kagoshima Executive Director The Hakone Foundation is a registered 501(c)(3) Not for Profit Corporation. FEIN: 77-0054274 January 14, 2021 Saratoga City Council c/o. James Lindsay City Manager-City of Saratoga 13777 Fruitvale Ave. Saratoga, CA 95070 Dear Mayor Zhao and City Council, The Hakone Board of Trustees wishes to thank you for your continuing support for the 100 year old garden and especially your help during the COVID-19 pandemic closure rules and the narrow rules for remaining open. I am writing to request for an adjustment of the 2020-21 $5,000 Secured Community Grant which has been made to Hakone Foundation, to be used for a free public cultural event this fiscal year. Hakone has continued to attract many visitors, looking for a safe, beautiful outdoor family activity. In fact, our visitor numbers have increased from our visitation numbers before the pandemic. We have also continued to legally provide space for small weddings ceremonies. However, we have not been allowed to hold large receptions or gatherings. We are assuming that these rules against large gatherings will continue until most of the people in the California are vaccinated. That timetable is, of course, flexible, but a ballpark figure is being suggested as late summer. Because we cannot hold large gatherings, we continue to not be able to plan any Hakone free cultural events for this fiscal year. Therefore, we do not see that we will be asking the City to help defray the costs of the event with the Secured Community Grant. Consequently, like the previous year I would like to request that in lieu of an event grant, the $5,000 be allowed to be used for General Operations of the Garden. It will help us significantly in this difficult time. Thank you for your time and consideration and stay healthy. Sincerely, Ann Waltonsmith Chairperson, Hakone Foundation 41 SARATOGA CITY COUNCIL MEETING DATE:February 3, 2021 DEPARTMENT:Finance & Administrative Services PREPARED BY:Mary Furey SUBJECT: FY 2020/21 Mid-Year Budget Status Report and Budget Adjustment Resolution RECOMMENDED ACTION: Receive Mid-Year Budget Status Report and adopt the attached resolution approving an operating budget adjustment. REPORT SUMMARY: A mid-year budget assessment indicates General Fund Year-End Net Operations will exceed budget through higher than anticipated revenues and expenditure budget savings. General Fund Revenues Due to the initial COVID-19 closures that were in place as the FY 2020/21 Operating and Capital Budgets were being prepared and adopted by Council, there was a great deal of uncertainty on the impact to some City revenues. As a cautionary measure, revenues were projected very conservatively. Fortunately, as a result of a better-than-expected economic climate, we are seeing a number of positive variances between budgeted revenues and projected revenues at this point in the fiscal year. Secured Property Tax, the City’s share of the 1% assessed valuation tax on privately owned real estate, was expected to remain stable this fiscal year, increasing about 3% as a result of prior year turnover and a small but positive valuation increase based on CPI (Consumer Price Index). Assessed valuations on which Secured Tax is based, are not affected by economic downturns until the housing market takes a significant downturn, and values drop below purchase price. Typically, this takes a couple of fiscal years into an economic downturn to impact the Secured Property Tax, and several other similar property tax categories. Conversely, housing market stalls do impact the quantity of houses being sold which in turn is reflected in immediate decreases to Transfer Tax and Supplemental Tax revenues. With the expectation that these two property taxes would decrease significantly from weak housing turnover in the COVID-19 economic climate, revenue budget amounts were lowered. Contrary to expectations, the housing market began a strong upturn. The rapid decrease in interest rates and the desire for larger living spaces during this Shelter-in-Place environment prompted a competitive buyers-market, with 42 demand driving housing prices further upwards, and Transfer and Supplemental Tax revenues are expected to exceed budget by an estimated $450,000. Furthermore, housing market increases, low interest rates, and Shelter-in-Place orders have collectively resulted in higher-than expected development revenues. In past years, prior economic downturns resulted in a sharp decline in Planning Services and Building Permit revenues – so with the expectation we were likely headed into a downturn, development revenue budgets were decreased. However, with development revenues coming in at unexpected high-activity levels, revenues are far exceeding budget. Across the Development and Public Works fee structures, development revenues are projected to be $1,000,000 higher than budget. Additionally, two construction- related taxes: the Business License Supplemental Tax that contractors pay based on the dollar amount of their building permit; and the Construction Tax that is assessed when adding building square footage, revenues are expected to be $275,000 higher than budget in total. Sales Tax was budgeted very conservatively for FY 2020/21, at about 65% of normal and is trending on budget. Franchise Fee Tax is also coming in on budget but was budgeted at normal levels. Franchise Fee revenue budgets were not decreased as revenues are based on utilities receipts which were not expected to be negatively impacted by COVID-19 restrictions. However, even with severely reduced budgets, we are expecting to end the year $20,000 lower than expected in Hotel Tax (TOT) and $25,000 lower in Business License Tax as both of these categories were severely impacted from COVID-19 business restrictions. Of even more consequence is Rental Income revenue that is projected to total around $100,000 for the fiscal year. Revenue projections are $200,000 lower than budget, and $350,000 lower than a typical year. Because gatherings were prohibited, the City’s facility rentals were basically eliminated for FY 2020/21, leaving only a minor amount of park and sport field use rentals. Interest income took a painful dip this fiscal year as interest dropped to below one-half of one percent. In FY 2018/19 and 2019/20, interest revenues were around $600,000. In FY 2020/21, the City will receive less than $200,000 on approximately the same amount of funds. Another positive mention is that the City received $383,000 in CARES ACT grant funds in FY 2020/21. This grant revenue was not included in the budget as the grant amount was not known until the fiscal year started. Another unexpected receipt of $1,208,747 came from the sale of Rule 20A credits. In accordance with the earlier budget adjustment that appropriated this revenue into the budget, these funds will be moved directly into the Capital Project Reserve at year end. In total, the General Fund’s fiscal year revenues are expected to exceed the adjusted revenue budget by $2.0 million if trends continue. However, it should be noted that the revenue budget was adopted at a level that was $1 million under the prior fiscal year’s actual year-end revenues, meaning the net increase year-over-year (excluding the Rule 20A funds) will be approximately $1 million dollars – with about half coming from higher-than-normal Transfer and Supplemental Taxes, and the other half from higher-than-normal development fees. General Fund Expenditures 43 On the expenditure side, operational activities are in line with program budgets. Of the $200,000 expenditure savings projected for fiscal year-end, approximately $75,000 is anticipated to come from benefit savings. Operational savings in total are expected to be around $125,000, with some areas such as materials and supplies underbudget, and other expenses such as credit card fees, unemployment charges, water, and cell phones higher than budgeted. A large percentage of budgeted operational expenses are very predictable and will closely align with actuals each fiscal year. This includes Public Safety services, grant awards, and Internal Service Fund support charges. Ongoing contractor and consultant services are fairly predictable, as are utility charges, and staff training costs. However, there are occasions where operational activities can and do rise above normal planned expenditures. When these situations occur, such as excessively destructive winter storms that require additional tree maintenance services, budget adjustments will be brought to Council. Overall, the vast majority of actual expenditures do not vary far from budget in most operating programs. Other Operating Funds The remaining operating funds, including the 26 Landscape and Lighting District Funds, 9 Internal Service Funds, and 2 Debt Service Fund, are more limited in focus and therefore typically operate within restricted financial resources. Financial activity is programmatically structured so that workload and expenses do not fluctuate significantly with changes in the economy. Operational revenues and expenditures are determined at budget adoption, and as a result, financial activity generally follows along a planned path. Capital Improvement Project Funds Capital Improvement Project funds account for appropriated revenue and expenditure funding for specifically identified and authorized bodies of work, identified as capital projects. Typically, capital project changes are brought to Council as a separate staff report as funding changes are typically time-sensitive and need to be explained or combined with contract approvals. Hence this mid-year report does not include any capital project budget adjustments. Budget Adjustments Staff is requesting Council consider one operating budget adjustment to appropriate additional funding for the West Valley Solid Waste Management program. A reimbursement expense for the SB 1383 planning and disposal negotiation was not provided in time to be included in staff’s proposals, and as a result was inadvertently left out of the proposed budget brought to Council. Hence, Attachment 1 is a budget adjustment in the amount of $30,316.16 that will allow the City to honor their share of the obligation to the Solid Waste JPA program. Budget Calendar Attachment 2 is a the FY 2021/22 Operating and Capital Budget calendar for Council’s review. The process includes both Finance Committee activities and Council activities to more fully represent the budget review that occurs in the adoption of an annual budget. ATTACHMENTS: Attachment 1 – Budget Adjustment Resolution Attachment 2 – Budget Calendar 44 Attachment 1 RESOLUTION NO. 2021-___ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA AMENDING THE ADOPTED OPERATING AND CAPITAL BUDGET FOR FISCAL YEAR 2020/21 WHEREAS the City of Saratoga’s FY 2020/21 Operating and Capital Budget revenues and expenditures were reviewed at mid-year and projected through year-end to determine estimated activity for the fiscal year, and; WHEREAS it was determined that the West Valley Solid Waste Management (WVSWM) expenditure budget did not include an appropriation for the SB 1383 planning and disposal negotiation costs, and; WHEREAS the City Council desires to adopt revenues, expenditures, transfers, and/or use of fund balance appropriations to reflect accurate funding, and; WHEREAS it is necessary to amend the City of Saratoga’s FY 2020/21 Operating budget to adjust the WVSWM expenditure appropriation to be in alignment with the necessary expenditure, and; WHEREAS the proposed expenditure budget adjustment is as follows: Adjustment Description Account# Adjustment Increase WVSWM expenditure budget 111-5103-62235 $30,316.16 NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga hereby amends the Fiscal Year 2020/21 Operating and Capital Budget as shown above and as described in the Council’s Mid-Year Budget Status Report brought to Council on February 3, 2021. AND BE IT FURTHER RESOLVED that the Administrative Services Director is directed to record this budget adjustment into the City’s accounting records in accordance with appropriate accounting practices. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 3rd day of February 2021 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Yan Zhao, Mayor ATTEST: _____________________________ Debbie Bretschneider, City Clerk 45 Attachment 2 1/26/2021 FINANCE COMMITTEE MEETING ●MID-YEAR REVIEW: Review preliminary mid-year budget status report with in-depth explanations of revenue and expenditure trends and assumptions, and a proposed budget adjustments for adoption. 2/3/2021 CITY COUNCIL MID-YEAR BUDGET REVIEW - at CC Meeting ●MID-YEAR REVIEW: Receive mid-year financial status review and budget adjustment resolution. 2/25/2021 FINANCE COMMITTEE MEETING ●FISCAL POLICIES: Review proposed changes to Fiscal Policy Statements for Operating Budget Study Session review. ●BUDGET PROCESS REVIEW - Review of operating and capital budget processes, report on any preliminary impacts that will be brought to CC Study Session 3/3/2021 CITY COUNCIL STUDY SESSION (before Council meeting) ●CIP STUDY SESSION: Review CIP funding availability, closed projects, unfunded project list, current project funding requests, and CM recommended projects. 3/25/2021 FINANCE COMMITTEE MEETING ●CAPITAL BUDGET AND FEE STUDY REVIEW - Review of proposed capital projects, available funding, and upcoming Annual User Fee Update. 3/31/2021 CITY COUNCIL STUDY SESSION ●CIP STUDY SESSION: Final review of CIP Funding and Projects. Council discussion to prioritize project funding. 4/21/2021 CITY COUNCIL MEETING ●FEE SCHEDULE UPDATE: Review FY 2020/21 proposed fee schedule changes, to be incorporated into proposed budget workplans. 4/22/2021 FINANCE COMMITTEE MEETING ●BUDGET STUDY SESSION REVIEW - Review preliminary Study Session presentation with in-depth explanations of preliminary budget and initiatives. 4/27/2021 CITY COUNCIL STUDY SESSION ●OPERATING AND CAPITAL BUDGET STUDY SESSION: Review preliminary proposed FY 2021/22 Operating Budget and FY 2021/22-2025/26 Capital Budget and fiscal statements. Provide final direction for proposed budget hearing. ●PUBLIC SAFETY SERVICES: Affirm Sheriff's Office service levels for FY 2021/22. 5/20/2021 FINANCE COMMITTEE MEETING ●BUDGET STUDY SESSION REVIEW - Review preliminary Study Session presentation with in-depth explanations of final budget proposal. 6/2/2021 CITY COUNCIL MEETING ●PROPOSED OPERATING AND CAPITAL BUDGET HEARING: Receive staff report and presentation on FY 2020/21 proposed Operating Budget and FY 2020/21-2024/25 Capital Budget. 6/10/2021 FINANCE COMMITTEE MEETING ●ANNUAL FISCAL REPORTS AND ASSESSMENTS - Review Annual Gann Report, Investment Policy, GO Bond Rate, Arrowhead Assessment 6/16/2021 CITY COUNCIL MEETING ●BUDGET ADOPTION: Receive/adopt Budget Adoption staff report and resolution. Receive/adopt Gann Limit Report and Resolution. Receive/adopt FY 2021/22 Investment Policy, GO Bond Rate and Arrowhead Bond assessment. 7/1/2021 FISCAL YEAR 2021/22 BEGINS Council's Budget Adoption Calendar FY 2021/22 46 FY 2020/21 Mid-Year Budget Review 47 Agenda FY 2020/21 Adopted Budget Mid-Year Budget Status Requested Budget Adjustment Council’s Budget Calendar 48 FY 2020/21 Budget Adoption GENERAL FUND Operating Revenues 22,428,540 Use of Fund Balance Environmental Reserve 50,000 Capital Project Reserve 2,485,500 LLD Closeout Resere 1,062,604 Total Use of Fund Balance 3,598,104 TOTAL REVENUES & USE OF FUND BALANCE 26,026,644$ Expenditures 23,219,822 Transfer to Capital Projects 2,485,500 TOTAL EXPENDITURES & SOURCE OF FUNDS 25,705,322$ NET OPERATIONS 321,322$ 49 Balancing Act 50 •Council’s deep dive into City Revenues •Varied growth in Property Tax revenues •Revenue estimates budgeted conservatively: -Sales Tax, TOT, Interest, Development revenues •Expenditures budgets held tight: -Employee benefits, operating expenses, new assets •One Time funding use –LLD Closeout Reserve COVID -19 Budget Balancing 51 •Property Taxes •Sales Tax •TOT •Business License and Development Taxes •Development Revenues •Rental & Interest •Miscellaneous Revenues at Mid-Year 52 Property Tax •Secured Property Tax (City’s share of 1% Ad Valorem) •Transfer & Supplemental Property Taxes 53 Sales Tax •Normal Year $1.1+ Million •Current Year Budget = $750,000 54 Hotel Tax -TOT •2 Hotels at 10% Tax Rate •33% of Normal 55 BL and Development Taxes •Business License •Supplemental BL (15% tax on permit) •Construction Tax (Tax on addt’l square footage) 56 Development Revenues •Planning Services •Building Permits •Engineering Services •Encroachment Permits 57 Rental Income & Interest •Rental Income -Sports Fields No Facility or Theater Rental Income •Interest Less than1/2 of 1% 58 •CARES Act -$383,000 •Sale of Rule 20A -$1,208,330 (excluded, dedicated to CIP) •ERAF Funding –unknown (new calculations per State) Miscellaneous 59 REVENUE CATEGORIES Property Tax $ 450,000 Hotel Tax (TOT)$ (20,000) BL, Supplemental & Construction Tax $ 250,000 Development Revenues $ 1,000,000 Rental Income $ (180,000) Interest $ (55,000) Miscellaneous $ 500,000 ESTIMATED OVER (UNDER) BUDGET $ 1,945,000 Revenue Variance from Budget Note -Excludes Sale of Rule 20A Credits -dedicated CIP proceeds 60 EXPENDITURE CATEGORIES •Salary & Benefits •Operating Expenses •Internal Service Fund Charges TRANSFERS OUT TO CIP Budgeted Expenditures 61 Total Operating Expenditures General Fund Expenditures (excludes Transfers Out) 62 Program Operations Trend Operational expenditures –net of Salaries, Benefits, Internal Service Fund Charges 63 Salaries & Benefits Trend 64 Sheriff Services Trend 65 Expenditure Variance from Budget EXPENDITURE CATEGORIES Salaries $ - Benefits $ 75,000 Operating Expenses $ 125,000 Internal Service Fund Charges $ - Transfers Out $ - ESTIMATED (OVER) UNDER BUDGET $ 200,000 66 Budget Adjustments YTD Budget Adjustment Revenue Increase (Decrease) Expenditure Increase (Decrease) FY 2019/20 Carryforward Expenses $ 155,556 $ 155,556 Sale of Rule 20A Credits $ 1,208,330 Tobacco Grant $ 21,000 CARES ACT Community Grants $ 40,000 Reduce LGSRD Payment $ (35,500) Increased Inspection Services $ 45,000 NEW REQUEST: WVSWMA SB 1383 $ 30,316 TOTAL $ 1,349,386 $ 280,872 ADJUSTED NET OPERATIONS: $1,389,836 67 •Finance Committee Reviews financial items in-depth prior to Council Meeting •Proposed Budget reviewed by full Council in Study Session prior to Public Hearing •Next year’s budget adopted at last meeting of current fiscal year for most current information. Council’s Budget Calendar 68 69 70 71 SARATOGA CITY COUNCIL MEETING DATE:February 3, 2021 DEPARTMENT:City Manager’s Department PREPARED BY:James Lindsay, City Manager SUBJECT:COVID-19 Update on City Services RECOMMENDED ACTION: Receive report. BACKGROUND: Over twelve months ago we learned of the first confirmed case of the novel coronavirus (COVID- 19) in the County of Santa Clara. As of January 28, 2021, there are now over 100,000 confirmed cases in the County. As the lead agency on the local response to COVID-19, the County of Santa Clara has proactively worked to slow the spread of the virus. The City of Saratoga has supported the emergency response effort through our communications and maintaining the highest level of continuity of operations allowed under the multiple State and County health orders. This worldwide pandemic has truly tested all levels of government. Our dedicated staff rose to the challenge with professionalism and perseverance in successfully shifting to a completely different service delivery model both internally to support the organization and externally to support the community. This report provides the City Council with an overview of the impact and changes to City services in response to COVID-19. Building Permits & Inspection Services provided through the City’s Permit Center were immediately impacted by the first shelter at home order back in March 2020. Our service delivery model for permits, plan checks, and inspections relied on in-person transactions for both application submittals and payment of permit fees.While most building inspections are still conducted in person, all other services have transitioned to new electronic processes utilizing software platforms such as BlueBeam, DocuSign, and Square. The entire workflow has been modified so residents and contractors can apply, submit plans, pay for,and receive a permit without every coming to City Hall. Planning Division Planning services effortlessly converted in-person meetings to virtual ones. The type of plans required to complete a planning application were easily converted to PDF and handled over email. 72 Planning staff will still perform in-person site visits as necessary but have been able to perform much of their work from home. Arborist and Code Compliance Both services have changed very little over the past year as they both functions conduct in-person inspections and continue to receive information through both email and phone calls. Facilities Maintenance Cleaning procedures for high touch surfaces and hand cleaning quickly became a priority in the early stages of the pandemic. Facilities Maintenance staff responded immediately by deploying cleaning supplies to lobbies and meeting rooms, as well as placing hand sanitizing stations near doors. The Facilities team also installed barriers for employee workstations in public lobbies, such as the plexiglass in around the desk of the executive assistant in the City Manager’s Department lobby. In addition to their normal duties, Facilities staff spend about three hours a day doing enhanced COVID-19 cleaning of all high touch areas in the Civic Center buildings. Due to the nature of their work, facilities staff have remained on-site to perform their normal duties. Engineering Division Engineering services adapted to the pandemic with some staff working primarily from home and some staff working regularly at City Hall. Streets and Parks Division Public Works maintenance staff were uniquely impacted by the March shelter at home order as none of their duties could be performed from home. They were able to return to work in staggered shifts in May and to full shifts by June. The only notable change to their operations is the vehicle occupancy restriction to one person. Playgrounds were closed in compliance with the State and County health orders from March to November. Human Resources Helping employees adjust to drastic changes in the work and home environment has been a large part of theservicesprovided by Human Resources staff as a result of the pandemic. Staff continues to keep abreast of County Public Health and CDC workplace COVID-19 protocols and has been responsible for posting occupancy limits and other required signage in the Civic Center buildings. Human Resources staff managed the administration of the 80 hours of additional leave granted by theFederal Families First Coronavirus Response Actforemployee that wereunable to work (either in person or remotely) as a result of COVID-19 exposure or the shelter at home orders. Some notable operational changes include the conversion of paper forms to electronic forms using digital signatures and virtual job interviews. Information Technology Services The successful transitions from in-person processes and workplace to electronic processes and virtual environments would not have been possible without the tireless work of our IT staff. The list below is a sample of the projects they have been able to complete in response to new service delivery models and the remote work environment: 73 Online inspections and applications to eliminate and reduce in-person contact Business License automation Virtual inspections for building staff to reduce in-person contact Electronic plan check review software deployment Zoom and Microsoft Teams virtual meeting deployment to facilitate work from home capacity and public meetings Acquisition of new web cameras for staff participating in virtual meetings New iPads for virtual inspections Acquisition of new laptops for staff working from home Conference room virtual meeting capability Network speed upgrade at City Hall for increased network traffic from virtual meetings Network failover ISP at City Hall Cloud email security Reprograming city phones to re-direct to city cell phones for staff work from home Finance The pandemic resulted in an immediate increase in use of credit cards, as the City increased payments online and customers moved to contactless payment options.Finance staff has instrumental in supporting new methods of credit card payments to facilitate remote payment of City fees and charges. As soon as the City proclaimed a local emergency, the City started tracking staff time spent on emergency as well as emergency response costs to be able to file a claim with the California Governor’s Office of Emergency Services (CalOES) and Federal Emergency Management Agency (FEMA). With the announcement of the Coronavirus Aid, Relief, and Economic Security (CARES) Act, the Finance team also immediately researched qualifying expenses and necessary recordkeeping. FEMA claim processing and CARES Act grant tracking and training were successfully completed while managing the additional workload resulting from the closure of the Permit Center. The audit being conducted off-site presented some unique challenges in document preparation and scanning but was complete on time. Most of the Finance staff continue to come to City Hall to perform their work but under a staggered work schedule due to the proximity of their open workspaces. City Council & Commission Meetings In early March 2020, the Governor adopted Executive Order N-25-20 that suspended certain teleconference rules required by the Brown Act and allowed Council, Committee, and Commission meetings to be conducted virtually. Staff immediately adapted meeting logistics to be able to hold meetings online and the Council held its first fully virtual meeting on March 18, 2020. Since then, all the City’s Brown Act bodies have conducted virtual meetings using Zoom. Hybrid site visits (a combination of in-person and virtual attendees) have been conducted for the City Council, Planning Commission, and Historic Preservation Commission. 74 Facility & Park Rentals The health orders adopted by the County and State to reduce the spread of COVID-19 had significant impacts on City facility and park rentals with close to a 40% reduction in rentals between Fiscal Year 2018/19 and 2019/20. Most rental activity has been limited to youth sports leagues that have continued skills and drills practice as allowed under the health orders. This trend is expected to continue until the summer at which time we hope small gatherings will be allowed. Communications The bulk of the City’s initial response to COVID-19 was focused on providing accurate and timely information to Saratoga residents when very little was known about the virus. In early stages of the pandemic, regulations and recommended practices established by the County and State were changing rapidly. This dynamic environment placed significant demands on the City’s communications team, which used multiple outlets including emails, social media, postcard, median banners, and a dedicated webpage to connect the community with critical information. A weekly online show hosted by the Mayor was created to provided residents with updates about COVID-19 as well as information from key community partners. The City’s initial emergency response efforts also included a daily City Council briefing email to keep the Council apprised of current conditions. Since the start of the pandemic, the Public Information Officer has participated in regular meetings with the County Public Health Department to ensure City communications amplify and support the County’s communication priorities. The County has developed a robust COVID-19 outreach program and has strongly urged all cities in the County to support their communication priorities by sharing County-prepared content and messaging. The City has been regularly sharing materials and information provided by the County’s COVID-19 communications team. Outreach and engagement strategies for the City’s ongoing business were also adapted to work within the new virtual environment. For example, initial work on the 2040 General Plan Update was a major cross-departmental and communitywide effort in 2020. Typically, a number of in- person events would have been held to share information and gather community feedback. Instead, a series of virtual community meetings were held on different days and at different times to accommodate a variety of schedules. Additionally, a version of the presentation was recorded and made available online for those who could not attend community meetings. City Events/Programs A number of City events and programs had to be canceled or reimagined as a result of health orders that prohibited or greatly limited attendance at in-person activities. Some of the canceled events and programs included: Dances for Individuals with Disabilities; Arbor Day; Commission Recognition Dinner; Annual Neighborhoods Joint Meeting; and various ribbon cutting and groundbreaking celebrations. While many events were canceled, the City was also able to creatively reimagine some of the City’s much loved and anticipated events. Although the annual Summer Movie Nights in El Quito Park were canceled, the City was able to host a Drive-In Movie Night at West Valley College on August 6 featuring Abominable. 75 The City held a Drive-In State of the City event at Saratoga High School on October 3 that featured the movie Frankenweenie along with a pre-recorded State of the City video message. The completion of the Saratoga to Sea Trail was celebrated with a virtual grand opening video in November 2020. The Annual Tree Lighting Ceremony was conducted virtually by video in November 2020. Arbor Day was recognized in December 2020 during a small video ceremony at Hakone Gardens. The Celebration of Light attendees watched via Zoom as the different symbols of light that represent Saratoga’s cultures and faiths were illuminated in December 2020. Youth Engagement Although adolescents are less likely to have severe COVID-19 symptoms, the pandemic has significantly disrupted the lives of Saratoga’s youngest community members. As a result, youth engagement has continued to be a priority. While the pandemic prevented some of the City’s traditional youth engagement activities from happening in person, such as the Youth Commission face painting at the Hakone Gardens Lunar New Year event, the City found inventive ways to continue building connections with Saratoga youth. Many of the Youth Commission’s robust activities schedule was done online through a mix of videos and virtual activities. In spring 2020, the Youth Commission created a series of cooking videos to help residents stay active while sheltering at home. The Youth Commission held a virtual Art in Quarantine Challenge in April 2020. The Commission posted daily art topics over the course of 4 weeks to provide Saratoga youth with a creative outlet. The City’s annual Youth in Government student 2-week summer internship program was conducted virtually. During the virtual program, students were able to learn about their local government, meet community leaders, and gain hands on experience. Pizza and Politics, a political forum for teens hosted by the Youth Commissions of Saratoga, Cupertino, and Campbell, was held virtually in October 2020. In December 2020, the Youth Commission hosted a free, virtual Holiday Craft Social for Individuals with Disabilities. Participants made paper snowflakes, paper mittens, and a snowman garland. The Youth Commission collaborated with the Saratoga Library Teen Advisory Board to host SED Talks –Ted Talks, Saratoga style. The first event included expert advice for teens on overcoming obstacles. In December 2020, the Youth Commission launched its YouTube Series, Saratoga Speaks, to raise youth awareness of local and global events. The first episode featured a recap of teens’ experiences during 2020. Community Partner Support COVID-19 has had tremendous impacts on many of the City’s key community partners. Some organizations have had to scale back operations and offerings due to COVID-19 health orders while others have seen an increase in demands for services. As a result, the City Council has received requests for financial support and has dedicated funds to provide critical support services. 76 Great Plates Delivered: The City Council set aside $10,000 of the City’s CARES funds to provide funding for food delivery for older adults through the Great Plates Delivered Program. Hakone Foundation: The City Council has granted $35,000 to help provide support for Hakone Gardens operations, which have been negatively impacted by restrictions on special events. Isolation and Quarantine Program: The City Council authorized an agreement with the County for an amount not to exceed $35,000 to provide support to those who have COVID- 19 or have been exposed to COVID-19 and need assistance isolating. Los Gatos-Saratoga Recreation (LGS Recreation): The City Council authorized an amended agreement with LGS Recreation to adjust the lease payment for Fiscal Year 2020/21 from $50,000 to $14,500 based on a 71% decrease in program participation levels compared to Fiscal Year 2019/20 as a result of County and State health order regulations that resulted in the temporary closure of facilities leased by LGS Recreation and limitations on attendance. Rotating Safe Car Park: The City Council granted $13,000 to the Saratoga Rotating Safe Car Park program to help address shower needs of guests after the program lost access to its regular shower facilities. Saratoga Area Senior Coordinating Council (SASCC): The Council has allocated $30,000 to provide support to the SASCC operations during the pandemic. Funding helped SASCC connect with older adults in the community. Saratoga Chamber of Commerce: The City Council has granted $25,000 to the Saratoga Chamber of Commerce, which has helped provide support and information to local businesses during the pandemic. Village Parklets: $95,000 was allocated by the City Council for the Village Parklet program that provided outdoor dining space for downtown restaurants. West Valley Community Services: The City Council has granted West Valley Community Services $30,000 to provide various support services to residents of Saratoga, including rental assistance and access to food. Public Art City staff has supported several public art programs and activities that were launched during the pandemic to bring the community together through art. Silly Walks: Residents were invited to get silly by sharing videos of photos of their favorite Silly Walk when passing signs located in Saratoga Village and on Joe’s Trail. The art program was inspired by Monty Python. CHALK Full of HeART: Over the summer of 2020, the Public Art Committee hosted a virtual chalk art event. Residents were invited to share photos on social media of their sidewalk chalk art using monthly themes for inspiration. General Emergency Response In early 2020, there was a global shortage of personal protective equipment (PPE) and critical demand to provide first responders to with essential safety supplies. As a result, the City donated 1,200 N95 face masks, 50 impervious isolation gowns, and 4,500 surgical gloves to the Santa Clara County Valley Medical Foundation from the City’s emergency supply cache. 77 In July, the City started hosting the Santa Clara County COVID-19 mobile testing team at the Saratoga Prospect Center for monthly testing. The City provides volunteers to help support the testing events. Additionally, City facilities are provided at no cost to the County. Public Safety The pandemic changed the behaviors of many people, including criminals. There was a radical drop in the number of residential burglaries. In 2020, there was a total of 49 burglaries compared to 78 in 2019. Conversely, the City saw in increase in vehicle break-ins. As a result, Neighborhood Watch continued to be a priority for the City. The City encouraged Neighborhood Watch groups to stay active and connected while preventing the spread of COVID-19 by holding virtual gatherings or finding creative ways to strengthen the neighborhood relationships that make Neighborhood Watch an effective crime prevention tool. 78 SARATOGA CITY COUNCIL MEETING DATE:February 3, 2021 DEPARTMENT:City Manager’s Department PREPARED BY:Crystal Bothelio, Assistant City Manager SUBJECT:Revisions to Statement of Values and City Council Strategic Goals RECOMMENDED ACTION: Adopt revised Statement of Values and City Council Strategic Goals. BACKGROUND: The City Council periodically reviews and updates the City of Saratoga Mission Statement, Statement of Values, and City Council Strategic Goals. The 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, and the City Council Strategic Goals were adopted in 2012. In recent years, this has occurred during the annual City Council Retreat. The Retreat is usually held as an all-day, in-person event. To prevent the spread of COVID-19 and comply with State and County regulations, the Retreat has been divided into a series of virtual meetings held on separate days. As a result, the review of the Mission Statement, Statement of Values, and City Council Strategic Goals occurred during a Study Session on January 20. During the January 20 Study Session, the City Council requested the following changes to the Statement of Values and City Council Strategic Goals: Statement of Values: Change “forgoing” to “foregoing” in the last paragraph. City Council Strategic Goals: Add “as needed” to the end of Goal 3.b.ii. City Council Strategic Goals: Under Goal 3 Public Safety, add new section c titled Wildfire Prevention with the following goals: i) Engage community participation in wildfire prevention awareness through community forums; ii) Establish a Wildfire Public Safety Task Force to improve fire prevention programs, as needed; and iii) Build relationships with the community through programs like Firewise Communities. City Council Strategic Goals: Change the word “create” to “Maintain and/or update” in Goal 5.a.iii. City Council Strategic Goals: Replace “opens” with ‘open” in Goal 6.c.i. City Council Strategic Goals: Remove “improving” from Goal 6.f.ii. City Council Strategic Goals: In Goal 7.b, add new section iv. Maintain and/or update Climate Action Plan. 79 No changes were requested to the Mission Statement. The Mission Statement and revised Statement of Values and City Council Strategic Goals are attached. ATTACHMENTS: Attachment A – Mission Statement and Statement of Values Attachment B – City Council Strategic Goals 80 Mission Statement & Statement of Values Updated February 3, 2021 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; 81 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 foregoing, the residents and the families of Saratoga can genuinely enjoy being a part of and proud of this special community. 82 City Council Strategic Goals Updated February 3, 2021 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 iv.Engage focus groups for community input 83 City Council Strategic Goals, Objectives, & Strategies – Page 2 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 84 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 85 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, as needed iii. Build relationships with the community through programs like Neighborhood Watch c. Wildfire Prevention i. Engage community participation in wildfire prevention awareness through community forums ii. Establish a Wildfire Public Safety Task Force to improve fire prevention programs, as needed iii. Build relationships with the community through programs like Firewise Communities d. 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 86 City Council Strategic Goals, Objectives, & Strategies – Page 5 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 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 87 City Council Strategic Goals, Objectives, & Strategies – Page 6 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 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. Maintain and/or update 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 88 City Council Strategic Goals, Objectives, & Strategies – Page 7 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 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 open 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 89 City Council Strategic Goals, Objectives, & Strategies – Page 8 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 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 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 iv. Maintain and/or update Climate Action Plan 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 90 City Council Strategic Goals, Objectives, & Strategies – Page 9 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 v. Where appropriate, serve as an early adopter or enabler of technologies that reduce carbon production or greenhouse gas emissions 91