HomeMy WebLinkAbout07-07-2021 Council agendaSaratoga City Council Agenda – July 7, 2021 – Page 1 of 8
SARATOGA CITY COUNCIL
REGULAR MEETING
JULY 7, 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 comment on Closed Session items by:
1. Using the Zoom website https://us02web.zoom.us/j/82295016464 or App (Webinar ID
822 9501 6464) 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 (822 9501 6464),
and pressing *9 to raise their hand to speak when directed by the Mayor.
After the public comment period is closed, the Council will enter a confidential closed session
as authorized by the Ralph M Brown Act and public will be unable to listen. Members of the
public may hear a report out from Closed Session during the Regular Session, which begins at
7:00 p.m. Access information for the Regular Session is below.
Members of the public can view and participate in the Study Session by:
1. Using the Zoom website https://us02web.zoom.us/j/83246724709 or App (Webinar ID
832 4672 4709) 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 (832 4672 4709),
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/82873006992 or App (Webinar ID
828 7300 6992) 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 (828 7300 6992),
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) and calling 1.669.900.6833 or 1.408.638.0968
Saratoga City Council Agenda – July 7, 2021 – Page 2 of 8
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 (828 7300 6992),
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. CLOSED SESSION
Members of the public can comment on Closed Session items by:
1. Using the Zoom website https://us02web.zoom.us/j/82295016464 or App (Webinar ID
822 9501 6464) 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 (822 9501 6464),
and pressing *9 to raise their hand to speak when directed by the Mayor.
After the public comment period is closed, the Council will enter a confidential closed session as
authorized by the Ralph M Brown Act and public will be unable to listen. Members of the public
may hear a report out from Closed Session during the Regular Session, which begins at 7:00 p.m.
Access information for the Regular Session is below.
PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Gov’t Code Section 54957)
Title: City Attorney
6:00 P.M. STUDY SESSION
Members of the public can view and participate in the Study Session by:
Saratoga City Council Agenda – July 7, 2021 – Page 3 of 8
1. Using the Zoom website https://us02web.zoom.us/j/83246724709 or App (Webinar ID
832 4672 4709) 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 (832 4672 4709),
and pressing *9 to raise their hand to speak on an agenda item when directed by the
Mayor.
City Council and Commissions Electronic Communications Policy
Recommended Action:
Discuss the 2010 City Council and Commissions Electronic Communications Policy and provide
direction to staff regarding any proposed revisions to be brought forward for consideration at a
regular meeting of the City Council.
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/82873006992 or App (Webinar ID
828 7300 6992) 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 (828 7300 6992),
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) and calling 1.669.900.6833 or 1.408.638.0968
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 (828 7300 6992),
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 July 2, 2021.
REPORT FROM CLOSED SESSION
REPORT FROM STUDY SESSION
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the City Council for up to three (3) minutes on matters
not on the Agenda. The law generally prohibits the City Council from discussing or taking action
on such items. However, the Council may instruct staff accordingly.
Saratoga City Council Agenda – July 7, 2021 – Page 4 of 8
ANNOUNCEMENTS
CEREMONIAL ITEMS
Proclamation Declaring July 2021 as "Parks Make Life Better!" Month
Recommended Action:
Proclaim July 2021 as "Parks Make Life Better!" Month in the City of Saratoga.
1. CONSENT CALENDAR
The Consent Calendar contains routine items of business. Items in this section will be acted
on in one motion, unless removed by the Mayor or a Council Member. Any member of the
public may speak on an item on the Consent Calendar at this time, or request that the
Mayor remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Regular City Council Meeting on June 16, 2021.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review of Accounts Payable Check Registers
06/16/21 Period 12; 06/23/21 Period 12; 6/30/21 Period 12
1.3. Treasurer’s Report for the Month Ended May 31, 2021
Recommended Action:
Review and accept the Treasurer’s Report for the month ended May 31, 2021.
1.4. Two-Year Landscape Maintenance Service Contract with Gachina Landscape
Management in the amount of $89,700 per year
Recommended Action:
Approve a two-year Landscape Maintenance Service Contract with Gachina Landscape
Management for monthly landscape maintenance services in the amount of $89,700 per year
and authorize the City Manager to execute the same.
1.5. Two-Year Landscape Maintenance Service Contract with Vista Landscape
Management in the amount of $183,024 per year
Recommended Action:
Approve a two-year Landscape Maintenance Service Contract with Vista Landscape
Maintenance for monthly landscape maintenance services in the amount of $183,024 per
year and authorize the City Manager to execute the same.
1.6. Two-Year Landscape Maintenance Service Contract with Dinsmore Landscape
Company in the Amount of $32,088 per Year
Recommended Action:
Approve a two-year Landscape Maintenance Service Contract with Dinsmore Landscape
Saratoga City Council Agenda – July 7, 2021 – Page 5 of 8
Company for monthly landscape maintenance services in the amount of $32,088 per year
and authorize the City Manager to execute the same.
1.7. Resolution Authorizing Final Disposition of Certain City Records
Recommended Action:
Adopt resolution authorizing final disposition of certain city records.
1.8. Budget Adjustment for Workers Compensation Program
Recommended Action:
Staff recommends the City Council approve the attached FY 2020/21 budget adjustment
resolution to fund the higher than expected insurance premium cost in the Workers
Compensation program budget.
1.9. Three Year Contract with ZAG Technical Services for IT Support Services in the
amount not to exceed $40,000 per fiscal year
Recommended Action:
Authorize the City Manager to enter into a three-year contract with ZAG Technical Services
for IT Support Services in the amount not to exceed $40,000 per fiscal year.
1.10. Financial Audit Services Contract
Recommended Action:
1.Authorize the City Manager to exercise a two-year contract option with Chavan &
Associates, LLP for the FY 2020/21 and FY 2021/22 financial audits in the amount of
$42,000 annually.
2.Authorize the City Manager to increase the contract by $5,000 annually if additional audit
requirements are necessary due to the American Rescue Plan Act (ARPA).
1.11. Five Year Community Access Cable Services Agreement
Recommended Action:
Authorize the City Manager to execute a new five-year agreement with the Saratoga
Community Access Television Foundation.
1.12. Budget Amendment – Bellgrove Landscaping and Lighting District (LLAD) Zone 26
Recommended Action:
Adopt Resolution appropriating $15,000 from LLAD - Zone 26 fund balance into the Fiscal
Year 2020/21 operating budget.
1.13. Extension of the Abandoned Vehicle Abatement Service Authority (AVASA)
Program
Recommended Action:
Adopt the resolution authorizing the City of Saratoga to continue participation in the Santa
Clara County Abandoned Vehicle Abatement Service Authority (AVASA) program for a
fourth 10-year term beginning April 30, 2022, and to allow the collection of a one-dollar
vehicle registration fee by the California Department of Motor Vehicles for this purpose.
2. PUBLIC HEARING
Items placed under this section of the Agenda are those defined by law as requiring a
special notice and/or a public hearing or those called by the City Council on its own
volition. Members of the public may comment on any item for up to three (3) minutes. The
Saratoga City Council Agenda – July 7, 2021 – Page 6 of 8
amount of time for public comment may be reduced by the Mayor or by action of the City
Council. Items requested for continuance are subject to the City Council's approval at the
Council Meeting.
2.1. Amendment to the City’s Tree Regulations 1st Reading
Recommended Action:
1. Conduct a public hearing.
2. Introduce and waive the first reading of the attached ordinance adopting and modifying
Article 15-50 (Tree Regulations) to define problematic tree species and remove the tree
removal permit fee for these trees.
3. Direct staff to place the ordinance on the consent calendar for adoption on July 21, 2021.
3. GENERAL BUSINESS
3.1. Consideration of Regional Housing Needs Allocation (RHNA) Appeal
Recommended Action:
Provide direction to staff on Saratoga’s draft RHNA Allocation appeal.
3.2. Plan Bay Area 2050 Comment Letter
Recommended Action:
Authorize submittal of a comment letter from the City Council on the Plan Bay Area 2050
Draft Environmental Impact Report.
3.3. City Council Position on Assembly Bill 215
Recommended Action:
Approve the resolution in opposition to Assembly Bill 215 and authorize submittal of letters
from the City Council expressing its position.
3.4. 2020 Pavement Management Program Project – Amendment to Increase the Contract
Amount by $448,341
Recommended Action:
Authorize an amendment to the contract for the 2020 Pavement Management Program
Project with O’Grady Paving, Inc. in the amount of $448,341.
3.5. Award of Contract – Civic Theater Lighting and Controls Upgrades for a total amount
of $340,924.
Recommended Action:
1. Award the contract for the Civic Theater Lighting and Controls Upgrades project to
Musson Theatrical in the amount of $324,690 and authorize the City Manager to execute the
agreement.
2. Authorize the City Manager to approve change orders not to exceed 5% of the contract
amount ($16,234) as a project contingency.
COUNCIL ASSIGNMENTS
Mayor Yan Zhao
Association of Bay Area Governments
Saratoga City Council Agenda – July 7, 2021 – Page 7 of 8
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
Sister City Organization
Council Member Mary-Lynne Bernald
Hakone Foundation Board & Executive Committee
Santa Clara/Santa Cruz Airport/Community Roundtable
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 July 2, 2021 at
the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at
www.saratoga.ca.us.
Signed this 2nd day of July 2021 at Saratoga, California.
Saratoga City Council Agenda – July 7, 2021 – Page 8 of 8
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]
07/07 5:00 p.m. Closed Session | 6:00 p.m. Study Session on E-Communications Policy | 7:00 p.m. Regular
Session
07/21
4:00 p.m. Closed Session | 5:00 p.m. Closed Session | 6:00 p.m. Joint Meeting with Hakone Board |
7:00 p.m. Regular Session
08/04 Tentative -No Meeting - Recess
08/18
08/31
Tentative -No Meeting - Recess
6:00 p.m. Joint Study Session with Planning Commission on Housing Element
09/01 5:00 p.m. Commission Interviews – Library & Community Engagement Commission, Parks &
Recreation Commission, Public Art Commission, Traffic Safety Commission | 6:00 p.m. Joint
Meeting with Assembly Member Evan Low | 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 5:00 p.m. Joint Meeting with Historical Foundation | 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 TBD | 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 OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2021