HomeMy WebLinkAbout07-21-2021 City Council agendaSaratoga City Council Agenda – July 21, 2021 – Page 1 of 8
SARATOGA CITY COUNCIL
REGULAR MEETING
JULY 21, 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/82122700079 or App (Webinar ID
821 2270 0079) 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 (821 2270 0079),
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 Joint Meeting by:
1. Using the Zoom website https://us02web.zoom.us/j/87073035756 or App (Webinar ID
870 7303 5756) 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 (870 7303 5756),
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/85466878577 or App (Webinar ID
854 6687 8577) 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 (854 6687 8577),
and pressing *9 to raise their hand to speak on an agenda item when directed by the
Mayor; OR
Saratoga City Council Agenda – July 21, 2021 – Page 2 of 8
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,
entering the Webinar ID (854 6687 8577), 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 (854 6687 8577),
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.
4:00 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/82122700079 or App (Webinar ID
821 2270 0079) 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 (821 2270 0079),
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.
CONFERENCE WITH LEGAL COUNSEL—ANTICIPATED LITIGATION (Gov’t Code Section
54956.9(d)(4))
Initiation of litigation pursuant to Government Code (1 potential case)
PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Gov’t Code Section 54957)
Title: City Manager
Saratoga City Council Agenda – July 21, 2021 – Page 3 of 8
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/87073035756 or App (Webinar ID
870 7303 5756) 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 (870 7303 5756),
and pressing *9 to raise their hand to speak on an agenda item when directed by the
Mayor.
Joint Meeting with Hakone Board
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/85466878577 or App (Webinar ID
854 6687 8577) 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 (854 6687 8577),
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,
entering the Webinar ID (854 6687 8577), 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 (854 6687 8577),
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 16, 2021
REPORT FROM CLOSED SESSION
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
Saratoga City Council Agenda – July 21, 2021 – Page 4 of 8
SPECIAL PRESENTATIONS
Presentation by Silicon Valley Leadership Group CEO Ahmad Thomas
Recommended Action:
Receive presentation by Silicon Valley Leadership Group CEO Ahmad Thomas.
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 July 7, 2021.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review of Accounts Payable Check Registers
1.3. City Council and Commissions Electronic Communications Policy Update
Recommended Action:
Adopt the attached resolution amending the 2010 City Council and Commissions Electronic
Communications Policy.
1.4. Award of Contract in the amount of $59,970 to Fehr and Peers Transportation
Consultants to develop a Local Roadway Safety Plan
Recommended Action:
1. Approve contract with Fehr and Peers Transportation Consultants for the Local Roadway
Safety Plan development, in the amount of $59,970, and authorize the City Manager to
execute the same.
2. Authorize staff to execute change orders to the contract up to $5,997.
1.5. Resolution of Local Support for the Funding of the Blue Hills Elementary Pedestrian
Crossing at UPRR
Recommended Action:
Adopt the Resolution supporting the Funding Application for the Blue Hills Elementary
Pedestrian Crossing at Union Pacific Railroad.
1.6. Three Year Contract for Microsoft Enterprise Agreement in the amount not to exceed
$25,669 per fiscal year
Recommended Action:
Authorize the City Manager to enter into a three-year Microsoft Enterprise Agreement
through SoftwareONE for Office 365 and Windows Server licenses in the amount not to
exceed $25,669 per fiscal year.
Saratoga City Council Agenda – July 21, 2021 – Page 5 of 8
1.7. Sales Tax Consultant Amendment and Novation Agreement
Recommended Action:
City Council to review and approve the Amendment and Novation Agreement and the
Resolution for Sales Tax Consultant services to substitute the legal entity name of
MuniServices LLC for Municipal Resources
1.8. Contract with Riverview Systems Group, Inc. for installing video conferencing
improvements in the Linda Callon Conference Room in the amount of $35,100
Recommended Action:
Authorize the City Manager to enter into a contract with Riverview Systems Group, Inc. for
the installation of video conferencing improvements in the Linda Callon Conference Room
in the amount of $35,100.
1.9. Budget Adjustment and Contract for Geographic Information System Consultant -
Lynx Technologies, Inc. for $32,500
Recommended Action:
1. Adopt the attached resolution approving an adjustment to the FY 2021/2022 Operating &
Capital Improvement Budget for geographic information system (GIS) consulting services;
AND
2. Authorize the City Manager to execute a contract amendment for GIS consulting services
with Lynx Technologies, Inc. in the amount of $32,500.
1.10. ZOA21-0001 / Amendment to the City’s Tree Regulations
Recommended Action:
Waive the second reading of the attached ordinance adopting and modifying Article 15-50
(Tree Regulations) to define problematic tree species and eliminate the tree removal permit
fee for these trees.
1.11. 4Leaf, Inc. Building Inspection Services Contract for the Amount of $40,000
Recommended Action:
Authorize the City Manager to execute a contract with 4Leaf, Inc. for as-needed
professional building inspection services in the amount of $40,000.00 for FY 2021-22.
1.12. Youth Commission Administration, Responsibilities, and Duties Policy Amendment
Recommended Action:
Adopt the resolution amending the City of Saratoga’s Youth Commission Administration,
Responsibilities, and Duties Policy to authorize the Commission to set its regular meeting
time and to revise the attendance policy.
2. PUBLIC HEARING
None
3. GENERAL BUSINESS
3.1. Accept the Final Text and Location of Five Point of Interest Markers
Recommended Action:
Adopt the attached resolutions (Attachments A-E) accepting the final text, marker design
and location of five Point of Interest markers and authorizing and directing the Director of
Saratoga City Council Agenda – July 21, 2021 – Page 6 of 8
Community Development and the Director of Public Works to proceed with contracting for
the manufacturing and installation of the markers.
3.2. Authorize Contract for FY21/22 for Pavement Management Program Project in the
Amount Not to Exceed $1,167,959
Recommended Action:
1. Move to declare O’Grady Paving Inc. to be the lowest responsible bidder on the project.
2. Move to award a Construction Contract to O’Grady Paving Inc. in the amount of
$1,008,959.15 and authorize the City Manager to execute the same.
3. Move to authorize staff to execute change orders to the contract up to $159,000 (15%).
3.3. Road Conditions Public Engagement Program
Recommended Action:
Provide direction on the proposed road conditions public engagement program and
authorize use of City Council Discretionary Funds for the engagement program.
3.4. City Water Conservation Efforts
Recommended Action:
1. Receive report.
2. Approve locations for conversion of grass to native landscaping.
3.5. City Infrastructure Projects - Update
Recommended Action:
Receive report.
3.6. Annual Code Update for 2021
Recommended Action:
Review the proposed cleanup amendments to the City Code and direct staff to prepare an
ordinance implementing the amendments for consideration by the City Council.
3.7. Resolution Amending the City’s Records Retention Schedule
Recommended Action:
Adopt the resolution amending the City’s Records Retention Schedule.
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 City Council Agenda – July 21, 2021 – Page 7 of 8
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 16, 2021
at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website
at www.saratoga.ca.us.
Signed this 16th day of July 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
Saratoga City Council Agenda – July 21, 2021 – Page 8 of 8
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]
07/21
4:00 p.m. Closed Session | 6:00 p.m. Joint Meeting with Hakone Board | 7:00 p.m. Regular
Session
08/04 No Meeting - Recess
08/18
08/31
No Meeting -Recess
5:00 p.m. 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, and Traffic Safety Commission
| 6:00 p.m. Study Session on Rules of Parliamentary Procedure | 7:00 p.m. Regular Session
09/15 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 Historical Foundation | | 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 6:00 p.m. Joint Meeting with Los Gatos Saratoga Recreation | 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 West Valley – Mission Community College
District Board of Trustees | 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