HomeMy WebLinkAbout02-01-2023 City Council Agenda Packet, amended 02-01-2023Saratoga City Council Agenda February 1, 2023 – Page 1 of 6
SARATOGA CITY COUNCIL
REGULAR MEETING
FEBRUARY 1, 2023
AMENDED AGENDA
• 02/01/2023 JOINT SESSION PRESENTATION SLIDES ADDED
• 02/01/2023 ITEM 2.3 SUPPLEMENTAL MEMO AND PRESENTATION SLIDES
ADDED
Teleconference/Public Participation Information
The Commission Interviews, Study Session and Regular Session will be held in-person and by
teleconference pursuant to amendments to the teleconference rules required by the Ralph M.
Brown Act allowing teleconferencing during a proclaimed state of emergency when a local official
has recommended social distancing. Members of the City Council and the public may participate
in person at the location listed below or via the Zoom platform using the information below.
Members of the public can view and participate in the 6:00 p.m. Joint Session by:
1. Attending the meeting in person at the City Hall Linda Callon Conference Room, located at
13777 Fruitvale Avenue, Saratoga CA 95070; OR
2. Accessing the meeting through Zoom
• Webinar URL: https://us02web.zoom.us/j/88482254658
• Webinar ID 884 8225 4658 OR
• Calling 1.408.638.0968 or 1.669.900.6833
Members of the public can view and participate in the 7:00 p.m. Regular Session by:
1. Attending the meeting in person at the Civic Theater, Council Chambers located at 13777
Fruitvale Avenue, Saratoga CA 95070; OR
2. Accessing the meeting through Zoom
• Webinar URL: https://us02web.zoom.us/j/81627041223
• Webinar ID: 816 2704 1223
• Call In: 1.408.638.0968 or 1.669.900.6833; OR
3. Viewing the meeting on Saratoga Community Access Television Channel 15 (Comcast
Channel 15, AT&T UVerse Channel 99 and calling in following the direction above; OR
4. Viewing online at http://saratoga.granicus.com/MediaPlayer.php?publish_id=2 and calling in
following the direction above.
Written Communication
Comments can be submitted in writing at www.saratoga.ca.us/comment. Written communications
will be provided to the members of the City Council and included in the Agenda Packet and/or in
supplemental meeting materials.
Public Comment
Members of the public may comment on any item for up to three (3) minutes. The amount of time
for public comment may be reduced by the Mayor or by action of the City Council. Public
Comment will begin with speakers attending in-person first followed by those attending via Zoom.
Saratoga City Council Agenda February 1, 2023 – Page 2 of 6
Meeting Recording Information
In accordance with the Saratoga City Council’s Meeting Recording Policy, City Council Study
Sessions, Joint Meetings, Joint Sessions, Commission Interviews, Retreats, meetings with the
Planning Commission, and Regular Session Meetings are recorded and made available following
the meeting on the City website.
6:00 PM JOINT SESSION
City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070
Joint Session with Los Gatos-Saratoga Recreation and the Montalvo Arts Center
Recommended Action:
Receive updates from Los Gatos-Saratoga Recreation and the Montalvo Arts Center
LGS Presentation Slides
7:00 PM REGULAR SESSION
Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT ON POSTING OF THE AGENDA
The agenda for this meeting was properly posted on January 27, 2023.
REPORT FROM CLOSED SESSION
REPORT FROM JOINT SESSION
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the City Council on matters not on the Agenda. The law
generally prohibits the City Council from discussing or taking action on such items. However, the
Council may instruct staff accordingly.
ANNOUNCEMENTS
CEREMONIAL ITEMS
Appointment of Traffic Safety Commissioners and Parks & Recreation Commissioner
Recommended Action:
Adopt the Resolution appointing Alec Gulesserian and Xintian (Stephen) Li to the Traffic
Safety Commission and Jim Cargill to the Parks & Recreation Commission and direct the
City Clerk to administer the Oaths of Office.
Staff Report
Attachment A - Resolution, Traffic Safety and Parks and Recreation Commission
Appointments
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.
Saratoga City Council Agenda February 1, 2023 – Page 3 of 6
1.1. City Council Meeting Minutes
Recommended Action:
Approve the Minutes for the January 18, 2023 City Council Regular Meeting.
Staff Report
Attachment A - Minutes for the January 18, 2023 City Council Regular Meeting
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
1/10/23 Period 7; 1/18/23 Period 7.
Staff Report
Attachment A - Check Register 01-10-2023 Period 7
Attachment B - Check Register 01-18-2023 Period 7
1.3. Treasurer’s Report for the Month Ended December 31, 2022
Recommended Action:
Review and accept the Treasurer’s Report for the month ended December 31, 2022.
Staff Report
1.4. Severe Winter Storms Local Emergency Proclamation Termination
Recommended Action:
Adopt the resolution proclaiming the termination of the local emergency due to severe
winter storms in December 2022 and January 2023.
Staff Report
Attachment A – Resolution Proclaiming the Termination of a Local Emergency
Attachment B – Resolution 23-001
1.5. Parking Restriction on Fruitvale Avenue at Douglass Lane
Recommended Action:
Adopt the Motor Vehicle resolution authorizing a No Parking zone on the west side of
Fruitvale Avenue just south of Douglass Lane for 100 feet.
Staff Report
Attachment A - MV Resolution
Attachment B - Map of Parking Restriction
1.6. Update to City Council Norms of Operation
Recommended Action:
Adopt the resolution updating the City Council Norms of Operation to provide the Mayor
with the discretion to allow Council Members to share announcements during City Council
Regular Meetings.
Staff Report
Attachment A – Resolution Amending the City Council Norms of Operation
Attachment B – Updated City Council Norms of Operation
Saratoga City Council Agenda February 1, 2023 – Page 4 of 6
2. GENERAL BUSINESS
2.1. Paint the City 2023 Program and Locations
Recommended Action:
Approve the locations recommended by the Public Art Commission for the 2023 Paint the
City program, including: 1) Saratoga Avenue at State Route 85 North; 2) Saratoga Avenue
at State Route 85 South; and, 3) Saratoga Avenue at Dagmar. Authorize staff to proceed
with next steps of the Paint the City program and to seek State approvals to paint the utility
boxes at the two Saratoga Avenue at State Route 85 locations.
Staff Report
Attachment A - Public Art Policy
2.2. Winter Storm Damage Report – Appropriation of $450,000 Emergency Fund
Recommended Action:
Receive report and adopt a resolution authorizing 2023 Storm Fund emergency
appropriations in the amount of $450,000.
Staff Report
Attachment A - Budget Resolution
2.3. Overview of Community Services Support
Recommended Action:
Receive report summarizing the support provided by the City for various community
organizations that serve the City and/or community.
Staff Report - Revised 02-01-2023
Attachment A – Fiscal Year 2022/23 Matrix of Community Support Services
Supplemental Memo - Item 2.3 Additional Information
Item 2.3 Presentation Slides
2.4. Resolution Regarding Teleconferenced Public Meetings for the City Council and all
City Brown Act Bodies (Commissions & Committees) pursuant to Assembly Bill 361
Recommended Action:
Adopt the resolution authorizing teleconferenced public meetings for the City of Saratoga
City Council and all City of Saratoga Brown Act Bodies pursuant to Assembly Bill 361
through February 2023.
Staff Report
Attachment A - Resolution Regarding Teleconferenced Mtgs Pursuant to AB 361
COUNCIL ASSIGNMENTS
Mayor Kookie Fitzsimmons
Cities Association of Santa Clara County-City Selection Committee
Council Finance Committee
Hakone Foundation Executive Board
Saratoga Area Senior Coordinating Council Board of Directors
West Valley Mayors & Managers Association
Vice Mayor Yan Zhao
Cities Association of Santa Clara County-Legislative Action Committee
Saratoga Ministerial Association
Silicon Valley Regional Interoperability Authority Alternate
Saratoga City Council Agenda February 1, 2023 – Page 5 of 6
Council Member Belal Aftab
Association of Bay Area Governments
Hakone Foundation Board of Trustees
Santa Clara County Housing and Community Development (HCD) Advisory Committee
Saratoga Historical Foundation Board of Directors
Valley Transportation Authority (VTA) Policy Advisory Committee
Council Member Chuck Page
Council Finance Committee
Santa Clara Valley Water Commission
Saratoga Chamber of Commerce Board
West Valley Clean Water Program Authority Board of Directors
West Valley Sanitation District Board of Directors
West Valley Solid Waste Management Authority Board of Directors
Council Member Tina Walia
Cities Association of Santa Clara County Board of Directors
KSAR Community Access TV Board
Santa Clara County Library District Board of Directors
Saratoga Sister City Committee Liaison
Silicon Valley Clean Energy Authority Board of Directors
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, Britt Avrit, 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 27, 2023 at the City of
Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at
www.saratoga.ca.us.
Signed this 27th day of January 2023 at Saratoga, California.
Britt Avrit, MMC, 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 and are available for review in the office of the City Clerk at 13777
Fruitvale Avenue, Saratoga, California.
Saratoga City Council Agenda February 1, 2023 – Page 6 of 6
In compliance with the Americans with Disabilities Act and the Governor’s Executive Order, if
you need assistance to participate in this meeting, please contact the City Clerk at
bavrit@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]
LGS Recreation
Saratoga City Council
Agency Update
February 2023
Building a Healthy Community through Enrichment, Innovation and Fun!
5
LGS Recreation History
Formed 1956 by LGSUHS, LGUSD, SUSD
Under the Joint Powers Act (JPA), the Districts came
together to delegate some of their power and authority to
LGS Recreation to conduct adult and youth recreation and
childcare in their communities.
JPA functions like a non-profit but looks like a District
◦Low margin; cover operating expenses
◦Accept donations in exchange for tax relief
◦Governed by Brown Act (transparency) and Education Code
(compliance)
◦Staff are public employees
◦Monthly public Board meetings
6
LGS Recreation Board
Board composition:
◦3 Superintendents
LGSUHSD Bill Sanderson
LGUSD Paul Johnson
SUSD Dr. Ken Geisick
◦4 Community Board Members
Kyle Park, 25 years service, Investment Banker
Anthony Reynolds, 6 years service, CEO Altify
Anjali Sridhar, 6 years service, Property Developer
Rob Caruso, 1.5 years service, Google Product Manager
7
LGS Recreation Background
Mission: Building a Healthy Community Through
Enrichment, Innovation and Fun!
Recreation –youth & adult recreation, LG senior center,World of
Discovery (WOD) licensed Preschool on Argonaut campus, 3
Parent Nursery Schools, Saratoga Community Preschool,Vasona
Boating operation,Aquatics program LG High School
School Services –4 Clubhouses for childcare, Summer and Holiday
camps
Special Community Events –Children’s Holiday Parade,Dine &
Dance, NUMU Footbridge Mural Project, Family Art Days, etc.
◦Fiscal year begins January; Budget development October
◦Publish 3 Recreation Brochures: winter/spring, summer, fall
◦Culture of creativity, accountability, embodiment of Agency
mission
8
LGS Recreation Staff Training
SCHOOL SERVICES
New Hire Orientation
NFHS Concussion Symptoms
Heat Illness Prevention
Bloodborne Pathogens
Mandated Reporter Responsibilities
Playground Supervision
Bullying
Sexual Harassment Staff to Staff
Sexual Harassment Staff to Student
Pest Management
CPR/First Aid Certification
Managers/Supervisors: Sexual Harassment (AB1825)
WORLD OF DISCOVERY
New Hire Orientation
NFHS Concussion Symptoms
Heat Illness Prevention
Bloodborne Pathogens
Mandated Reporter Responsibilities
Playground Supervision
Bullying
Sexual Harassment Staff to Staff
Sexual Harassment Staff to Student
Pest Management
CPR/First Aid Certification
Managers/Supervisors: Sexual Harassment (AB1825)
Staff professional development through CPRS and NRPA
COACHES
New Hire Orientation
NFHS Fundamentals of Coaching
NFHS Concussion Symptoms
NFHS Cardiac Arrest in Sports
Heat Illness Prevention
Bloodborne Pathogens
Mandated Reporter Responsibilities
CPR/First Aid Certification
LGPNS/LGS Observation Nursery School/Bldg. Blocks
Heat Illness Prevention
Bloodborne Pathogens
Mandated Reporter Responsibilities
Playground Supervision
Bullying
Sexual Harassment Staff to Staff
Sexual Harassment Staff to Student
Pest Management
ALL OTHER LGSR STAFF
New Hire Orientation
Heat Illness Prevention
Bloodborne Pathogens
Mandated Reporter Responsibilities
Sexual Harassment Staff to Staff
Managers/Supervisors: Sexual Harassment (AB1825)
9
LGS Recreation Partners
LGSR support of District Partnerships
◦LGSUHSD
Master facilities use agreement, investment in
Community Room and LGHS pool, operate Aquatics
program, purchased scoreboards, equipment, etc.
◦LGUSD
Master facilities use agreement, investment in Fisher
gym renovation, onboard Athletics Coaches for after
school sports programs, free childcare for back-to-
school night, ASE, Summer Fun Academy, manage West
Valley Youth Theatre summer programs, etc.
◦SUSD
Master facilities use agreement, Summer Fun Academy,
After School Enrichment, Athletics and Enrichment
Recreation, Clubs, etc.
10
LGS Recreation Partners
LGSR Support of Community Partnerships
◦City of Saratoga –lease agreement for space to conduct
Recreation programs
Saratoga Community Preschool tucked under the
Agency for HR / admin. support and supervision
◦Town of Los Gatos –Senior Services & special events
◦Santa Clara County –Operate Vasona Boating
◦Los Gatos High School –Operate Aquatics Program
◦Mountain Communities –Senior Services
◦Lion’s Club –partner on all special events, i.e. Seniors
Summer Picnic, Seniors Thanksgiving, Holiday Parade, etc.
◦Special Events –NUMU Footbridge Mural Project, Family
Art Days, Children’s Holiday Parade, Santa Visits, Dine &
Dance
11
LGSR Saratoga Sports
Youth Sports
◦JPCC Martial Arts, Badminton Mommy/Me Basketball, Yoga, Multi-Sport,
Cheerleading, Gymnastics
◦Congress Springs Park Soccer camps
◦Kevin Moran Park Tennis, Soccer
◦El Quito Soccer, T-ball, Volleyball,Flag Football, Dodgeball
◦Redwood Middle School Winter/Spring/Summer Multi-Sports Camp,
Basketball and Volleyball classes/camps
Adult Sports
◦JPCC Aerobics, Pickleball, Yoga, Tai Chi, Qigong
◦Prospect Center Jazzercise, Rosen Movement, Yoga, Strength training &
therapeutic exercise, Martial arts
◦El Quito Adult Softball/Volleyball Leagues
◦Kevin Moran Park Tennis, Pickleball
◦Redwood Middle School Open Gym Basketball,Men's/Women's
Basketball Leagues
12
LGSR Saratoga Enrichment
Youth Enrichment
◦JPCC Specialty Holiday Activities (art, coding, cooking), Youth Art (paint,
carpentry, mixed media), Dance (ballet, tap, hip hop, competitive team,
Hula, Nutcracker performance opportunity), Technology (coding,
robotics, engineering), Academics (public speaking, writing, science),
Chess, and Music (Music Together program for parent/child, Harp, Piano,
Violin).
◦Prospect Center Music, Theater, Cooking
Adult Enrichment
◦JPCC Adult Day Trips, Art & Design (calligraphy, creative dot painting,
Macrame, Weaving), Healthy Cooking,Adult Dance (tap, ballet, ballroom,
hip hop, line dance, hula),Musical Instruments, Personal Training and
Group Fitness, Wellness (essential oils, stress reduction, self-care and
support), Language classes.
◦Lunch & Learn with Babette for the City of Saratoga supported
HR department to recommend and provide quality programming to
assist the City’s program.
13
LGSR Saratoga Future Offerings
Niche programming
◦eSports, competitive sports, adult sports open
gym, ethnic clubs, specialty dance, cooking, etc.
◦Unique and unduplicated Agency offerings
Strengthen community involvement
◦Work with key stakeholders and local
organizations to collaborate on programs /
special events
Revitalize Community at JPCC / Prospect Center
◦Actively recruit new programs and focus on in-
demand program areas.
◦Adapt new ways to better serve the community,
and explore ways to support new interests
e.g.Pickleball Courts, Community Gymnasium 14
Recent Developments
Agency Financial Model
◦Agency expected to break even in 2023
Robust enrollment results in being less reliant on
cash reserves to fund operations
Donation campaign for 55+ program
◦Negotiated Master Facilities Use agreement
with District partners
◦Seeking Town of Los Gatos partnership
Seeking support for lease abatement and 55+
subsidy governed by the ARC lease
15
Recent Developments
Lease agreement amended; fee based on
2019 as benchmark of full utilization
◦2023 resume full lease payment
Appreciate Council support during COVID
recovery; enrollment restored to 2019 levels!
Online / Virtual Programming
◦Since March 2020 Agency developed online
and hybrid program offerings; envision this to
continue through 2023
Long term commitment to partnership
and service of the Saratoga community
16
Enrichment, Innovation & Fun
17
Questions / Comments
18
SARATOGA CITY COUNCIL
MEETING DATE:February 1, 2023
DEPARTMENT:City Manager’s Department
PREPARED BY:Britt Avrit, MMC, City Clerk
SUBJECT:Appointment of Traffic Safety Commissioners and Parks & Recreation
Commissioner
RECOMMENDED ACTION:
Adopt the Resolution appointing Alec Gulesserian and Xintian (Stephen) Li to the Traffic Safety
Commission and Jim Cargill to the Parks & Recreation Commission and direct the City Clerk to
administer the Oaths of Office.
BACKGROUND:
In the fall of 2022,the City opened the recruitment for two terms on the Traffic Safety
Commission; one full term that ends December 31, 2026, and one partial term that ends
December 31, 2023. Since the partial term is one year or less, the Municipal Code provides the
City Council the option to appoint someone to fill the remainder of the partial term and a
subsequent full term. After the deadline, staff received three applications. One applicant
withdrew his application after the deadline, the City Council interviewed two applicants on
January 18, 2023 and selected Alec Gulesserian to be appointed to a full term ending December
31, 2026 and Xintian (Stephen) Li to be appointed to the partial term and a full term which will
end on December 31, 2027.
In the spring of 2022,the City opened the recruitment for one full term on the Parks & Recreation
Commission that ends September 30, 2026. No applications were submitted by the initial
deadline and the recruitment was reopened. After the subsequent deadline, staff received three
applications. The City Council interviewed the applicants on January 18, 2023 and selected Jim
Cargill to be appointed to a full term ending September 30, 2026.
ATTACHMENT:
Attachment A -Resolution, Traffic Safety and Parks & Recreation Commission Appointments
19
RESOLUTION NO. 23-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPOINTING ALEC GULESSERIAN AND XINTIAN (STEPHEN) LI TO THE TRAFFIC
SAFETY COMMISSION AND JIM CARGILL TO THE PARKS & RECREATION
COMMISSION
WHEREAS, one vacancy was created on the Traffic Safety Commission with Christopher
Coulter’s resignation of his unexpired term effective May 20, 2022 and one vacancy was created with
the expired term of Belal Aftab on December 31, 2022;
WHEREAS, one vacancy was created on the Parks & Recreation Commission from the
expired term of Anna Huang in September 2022;
WHEREAS, Section 2-12.060(a) of the Municipal Code states if the unexpired portion of a
Commission term is one year or less, the City Council has the option to “appoint a Commissioner to
serve the remaining portion of the term and a subsequent full term”;
WHEREAS, the City announced the vacancies, accepted applications until January 13, 2023
and the City Council conducted interviews on January 18, 2023.
NOW, THEREFORE,the City Council of the City of Saratoga hereby resolves that the following
individuals are appointed to Saratoga’s Commissions as follows:
Alec Gulesserian, Traffic Safety Commission; Full Term ending December 31, 2026
Xintian (Stephen) Li, Traffic Safety Commission; partial term and a full term ending
December 31, 2027
Jim Cargill, Parks & Recreation Commission; Full Term ending September 30, 2026
PASSED AND ADOPTED by the City of Saratoga City Council on this 1st day of February 2023 by
the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Kookie Fitzsimmons, Mayor
ATTEST:
Britt Avrit, MMC, City Clerk
20
SARATOGA CITY COUNCIL
MEETING DATE:February 1, 2023
DEPARTMENT:City Manager’s Department
PREPARED BY:Britt Avrit, MMC, City Clerk
SUBJECT:City Council Meeting Minutes
RECOMMENDED ACTION:
Approve the Minutes for the January 18, 2023 City Council Regular Meeting.
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.
ATTACHMENT:
Attachment A -Minutes for the January 18, 2023 City Council Regular Meeting
21
Saratoga City Council Minutes ~ January 18, 2023 ~ Page 1 of 8
MINUTES
WEDNESDAY, JANUARY 18, 2023
SARATOGA CITY COUNCIL REGULAR MEETING
At 5:00 p.m., the City Council held a Closed Session in the Linda Callon Conference Room.
Mayor Fitzsimmons invited public comment.
No one requested to speak.
At 5:30 p.m., the City Council held interviews for the Heritage Preservation Commission, Parks
and Recreation Commission and Traffic Safety Commission.
PAGE/FITZSIMMONS MOVED TO RE-OPEN THE RECRUITMENT PROCESS FOR
THE HERITAGE PRESERVATION COMMISSION. MOTION PASSED BY THE
FOLLOWING ROLL CALL VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS.
NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
WALIA/PAGE MOVED TO APPOINT JIM CARGILL TO THE PARKS AND
RECREATION COMMISSION FOR A FULL-TERM ENDING SEPTEMBER 30, 2026.
MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: AFTAB, PAGE,
WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE.
ABSENT: NONE.
WALIA/ZHAO MOVED TO APPOINT XINTIAN (STEPHEN) LI TO THE TRAFFIC
SAFETY COMMISSION FOR THE PARTIAL TERM PLUS A FULL-TERM ENDING
DECEMBER 31, 2027. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE:
AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE.
RECUSED: NONE. ABSENT: NONE.
WALIA/ZHAO MOVED TO APPOINT ALEC GULESSERIAN TO THE TRAFFIC
SAFETY COMMISSION FOR A FULL TERM ENDING DECEMBER 31, 2026. MOTION
PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: AFTAB, PAGE, WALIA,
ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT:
NONE.
Mayor Fitzsimmons called the Regular Session to order at 7:10 p.m.
The City Clerk explained the City Council meeting was conducted pursuant to State law as
amended by Assembly Bill 361, which allows the meeting to be conducted by teleconference. The
CityCouncilhasmetalltheapplicablenoticerequirementsandthepublicis welcometoparticipate
in person or by Zoom. Information on how the public can observe the meeting and provide public
comment was provided.
ROLL CALL
PRESENT:Mayor Kookie Fitzsimmons, Vice Mayor Yan Zhao, Council Members
Belal Aftab, Chuck Page, Tina Walia
ABSENT:None
22
Saratoga City Council Minutes ~ January 18, 2023 ~ Page 2 of 8
ALSO PRESENT:James Lindsay, City Manager
Richard Taylor, City Attorney
Britt Avrit, City Clerk
John Cherbone, Public Works Director
Nick Pegueros, Administrative Services Director
Debbie Pedro, Community Development Director
Lauren Blom, Public Information Officer
Kayla Nakamoto, Administrative Analyst
REPORT ON POSTING OF THE AGENDA
The City Clerk reported the agenda for this meeting was properly posted on January 13, 2023.
REPORT FROM CLOSED SESSION
Mayor Fitzsimmons stated the City Council met in Closed Session on January 4, 2023. The City
Council designated the City Manager as the lead to work with the negotiating team for labor
negotiations with no other reportable action.
Mayor Fitzsimmons stated the City Council met in Closed Session prior to the Regular Session to
discuss labor negotiations and stated Closed Session will be continued at the conclusion of the
Regular Session.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Mayor Fitzsimmons invited public comment.
The following individuals spoke at this time:
Meggan & Antonio, Don Kellogg, Bob Shepherd, and Matt Bordoni discussed the trail near the
Vickery-Aloha Alley.
Sreekumar Vadakkepat discussed pickleball.
Tina Kellogg discussed pickleball.
Bill Dalton discussed the Housing Element.
Anthony Fisher discussed a proposed Saratoga Avenue housing site.
David Anderson discussed the Housing Element.
Bob Samuels discussed pickleball.
Jason T discussed pickleball.
ANNOUNCEMENTS
Mayor Fitzsimmons shared information about the Lunar New Year Festival, the Village to Hakone
Walkway, Love Notes in the Village, and the upcoming Community Emergency Response Team
(CERT) Academy.
23
Saratoga City Council Minutes ~ January 18, 2023 ~ Page 3 of 8
Council Member Page shared information about the availability of unfilled sandbags at the Public
Works Department and prefilled sandbags at the Valley Water District.
Council Member Aftab shared information about Hakone Gardens and the Saratoga Museum.
CEREMONIAL ITEM
Appointment of Heritage Preservation Commissioners
Recommended Action:
Adopt the Resolution appointing Margarete Minar and Zhen Li to the Heritage Preservation
Commission and direct the City Clerk to administer the Oath of Office.
Mayor Fitzsimmons invited public comment on this item.
No one requested to speak.
RESOLUTION 23-002
PAGE/WALIA MOVED TO ADOPT THE RESOLUTION APPOINTING
MARGARETE MINAR AND ZHEN LI TO THE HERITAGE PRESERVATION
COMMISSION AND DIRECT THE CITY CLERK TO ADMINISTER THE OATH
OF OFFICE.MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES:
AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE.
RECUSED: NONE. ABSENT: NONE.
The City Clerk administered the Oath of Office at this time.
1.CONSENT CALENDAR
Mayor Fitzsimmons invited public comment on the Consent Calendar.
No one requested to speak.
1.1. City Council Meeting Minutes
Recommended Action:
Approve the Minutes for the December 21, 2022 City Council Regular Meeting, the January
4, 2023 City Council Special Meeting and the January 10, 2023 City Council Special
Meeting.
PAGE/WALIA MOVED TO APPROVE THE MINUTES FOR THE DECEMBER 21,
2022 CITY COUNCIL REGULAR MEETING, THE JANUARY 4, 2023 CITY
COUNCIL SPECIAL MEETING AND THE JANUARY 10, 2023 CITY COUNCIL
SPECIAL MEETING.MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE:
AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN:
NONE. RECUSED: NONE. ABSENT: NONE.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
12/14/22 Period 6; 12/21/22 Period 6.
24
Saratoga City Council Minutes ~ January 18, 2023 ~ Page 4 of 8
PAGE/WALIAMOVED TO REVIEW AND ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 12/14/22 PERIOD 6;
12/21/22 PERIOD 6.MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE:
AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN:
NONE. RECUSED: NONE. ABSENT: NONE.
1.3. Treasurer’s Report for the Month Ended November 30, 2022
Recommended Action:
Review and accept the Treasurer’s Report for the month ended November 30, 2022.
PAGE/WALIA MOVED TO REVIEW AND ACCEPT THE TREASURER’S REPORT
FOR THE MONTH ENDED NOVEMBER 30, 2022.MOTION PASSED BY THE
FOLLOWING ROLL CALL VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO,
FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT:
NONE.
1.4. Parking Restriction on 6th Street at 14630 Big Basin Way
Recommended Action:
Adopt the Motor Vehicle resolution authorizing a No Parking zone in front of 14630 Big
Basin Way, on the east side of 6th Street for 100’, starting at Big Basin Way.
RESOLUTION MV 331
PAGE/WALIA MOVED TO ADOPT THE MOTOR VEHICLE RESOLUTION
AUTHORIZING A NO PARKING ZONE IN FRONT OF 14630 BIG BASIN WAY, ON
THE EAST SIDE OF 6TH STREET FOR 100’, STARTING AT BIG BASIN WAY.
MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: AFTAB, PAGE,
WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE.
ABSENT: NONE.
1.5. Resolution to Appoint City Representatives to the PLAN JPA Board of Directors
Recommended Action:
Adopt the resolution appointing the Human Resources Manager as Board Member,
Administrative Services Director as Board Alternate, and City Manager as Board Alternate
to the Pooled Liability Assurance Network Joint Powers Authority (PLAN JPA) Board of
Directors.
RESOLUTION 23-003
PAGE/WALIA MOVED TO ADOPT THE RESOLUTION APPOINTING THE
HUMAN RESOURCES MANAGER AS BOARD MEMBER, ADMINISTRATIVE
SERVICES DIRECTOR AS BOARD ALTERNATE, AND CITY MANAGER AS
BOARD ALTERNATE TO THE POOLED LIABILITY ASSURANCE NETWORK
JOINT POWERS AUTHORITY (PLAN JPA) BOARD OF DIRECTORS.MOTION
PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: AFTAB, PAGE, WALIA,
ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE.
ABSENT: NONE.
25
Saratoga City Council Minutes ~ January 18, 2023 ~ Page 5 of 8
1.6. Response to 2022 Civil Grand Jury of Santa Clara County Report “Show Me the
Money: Financial Transparency Needed”
Recommended Action:
Approve the draft response to the 2022 Civil Grand Jury of Santa Clara County Report
“Show Me the Money: Financial Transparency Needed.”
PAGE/WALIA MOVED TO APPROVE THE DRAFT RESPONSE TO THE 2022
CIVIL GRAND JURY OF SANTA CLARA COUNTY REPORT “SHOW ME THE
MONEY: FINANCIAL TRANSPARENCY NEEDED”.MOTION PASSED BY THE
FOLLOWING ROLL CALL VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO,
FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT:
NONE.
2.PUBLIC HEARING
2.1. APCC22-0004 - Appeal of a Design Review application for a new two-story residence
located at 20538 Lynde Court
Recommended Action:
Conduct a public hearing and de novo review of the appeal and adopt the attached resolution
denying appeal APCC22-0004, approving the Design Review and Arborist Review
approvals (PDR21-0032/ARB21-0120) for the construction of a new two-story residence
with an attached accessory dwelling unit, and the removal of three (3) protected trees at
20538 Lynde Court and finding the approvals to be exempt from environmental review
under the California Environmental Quality Act (CEQA).
Victoria Banfield, Associate Planner presented the staff report.
The Appellant and Applicant provided presentations.
Mayor Fitzsimmons invited public comment.
The followingindividuals spoke at this time: Cesar Davila, Yuen Pin Yeap, Bi Han, Shanshan
Liu, Tony Chen, Rebecca
Mayor Fitzsimmons requested a recess at this time.
Mayor Fitzsimmons reconvened the meeting at 9:25 p.m.
The following individuals spoke at this time: Shirley, Sushama Thakker, Spencer Sells, Hans,
Venkatraman Iyer, Vijay Shrivastav, Wayne, Eva, Matt, Joycelyn Tan, Nina, Michael Huo,
Vipin Jain, Jenny Jang
WALIA/PAGE MOVED TO DENY THE APPEAL.
Additional discussion took place.
ZHAO/FITZSIMMONS MOVED TO APPROVE THE APPEAL.
Additional discussion took place.
26
Saratoga City Council Minutes ~ January 18, 2023 ~ Page 6 of 8
ZHAO/FITZSIMMONS MOVED TO APPROVE THE PROJECT WITH CONDITIONS
THAT BOTH FRONT AND BACK BALCONIES BE REMOVED.
Council Member Page requested a friendly amendment allowing a one foot or two foot
balcony in the front.
Additional discussion took place.
RESOLUTION 23-004
ZHAO/FITZSIMMONS MOVED TO ADOPT THE RESOLUTION ACCEPTING
APPEAL APCC22-0004 BY MODIFYING DESIGN REVIEW PDR21-0032 AND
ARBORIST REPORT ARB21-0120 LOCATED AT 20538 LYNDE COURT IN THAT
THE FRONT AND BACK BALCONIES BE MADE NONFUNCTIONAL BY
SHORTENING THEIR DEPTH TO TWO FEET OR LESS SO THEY ARE
DECORATIVE, CONVERTING THE SLIDING GLASS DOORS TO OPERABLE
WINDOWS CONSISTENT WITH THE BUILDING CODE, AND THE BALCONY
RAILINGS BE SOLID, AND FINDING THE APPROVALS TO BE EXEMPT FROM
ENVIRONMENTAL REVIEW UNDER THE CALIFORNIA ENVIRONMENTAL
QUALITY ACT (CEQA).MOTION PASSED BY THE FOLLOWING ROLL CALL
VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE.
ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
Mayor Fitzsimmons requested a recess at this time.
Mayor Fitzsimmons reconvened the meeting at 11:20 p.m.
3.GENERAL BUSINESS
3.1. Youth Commission Fundraising Plan 2022/23
Recommended Action:
Approve the Youth Commission Fundraising Plan 2022/23 to collect donations and seek
sponsorship of various Youth Commission initiatives.
Kayla Nakamoto, Administrative Analyst presented the staff report.
Mayor Fitzsimmons invited public comment.
No one requested to speak.
PAGE/WALIA MOVED TO APPROVE THE YOUTH COMMISSION FUNDRAISING
PLAN 2022/23 TO COLLECT DONATIONS AND SEEK SPONSORSHIP OF
VARIOUS YOUTH COMMISSION INITIATIVES.MOTION PASSED BY THE
FOLLOWING ROLL CALL VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO,
FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT:
NONE.
27
Saratoga City Council Minutes ~ January 18, 2023 ~ Page 7 of 8
3.2. Discussion and action regarding City Council Annual Summer Recess
Recommended Action:
Discuss the City Council’s annual Summer Recess, cancel certain meetings in July and/or
August 2023 and authorize the City Manager, after consultation with the Mayor, to reinstate
a cancelled meeting if any urgent items arise.
Britt Avrit, City Clerk presented the staff report.
Mayor Fitzsimmons invited public comment.
No one requested to speak.
WALIA/ZHAO MOVED TO CANCEL THE CITY COUNCIL MEETINGS IN
AUGUST 2023 AND AUTHORIZE THE CITY MANAGER, AFTER
CONSULTATION WITH THE MAYOR, TO REINSTATE A CANCELLED
MEETING IF ANY URGENT ITEMS ARISE.MOTION PASSED BY THE
FOLLOWING ROLL CALL VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO,
FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT:
NONE.
COUNCIL ASSIGNMENTS
Council Member Tina Walia
Saratoga Sister City Committee Liaison – stated the Committee met with nothing to report.
KSAR Community Access TV Board – stated the new Station Manager is Jon Wenger.
Silicon Valley Clean Energy Authority Board of Directors (SVCE)– stated the Board appointed
George Tyson as Chair and Tina Walia as Vice Chair; stated the five-member Executive
Committee will be made up of George Tyson, Tina Walia, Rob Rennie, Bryan Mekechuk, and
Yvonne Martinez Beltran; stated SVCE will begin receiving 77 megawatts of wind energy which
helps meet the state requirement of the renewable portfolio standard.
Council Member Chuck Page
West Valley Sanitation District Board of Directors - stated the Board appointed Rowena Turner
as Chair and Chuck Page as Vice Chair and stated the district continues to have no sewage
overflows.
Saratoga Chamber of Commerce Board – stated many businesses are expressing interest in new
parklets or expansion of sidewalks to allow for sidewalk dining.
Council Finance Committee – stated the Committee met and approved the meeting schedule and
oversaw the Draft Budget Calendar.
Mayor Kookie Fitzsimmons
Nothing to report.
Vice Mayor Yan Zhao
Nothing to report.
Council Member Belal Aftab
Nothing to report.
28
Saratoga City Council Minutes ~ January 18, 2023 ~ Page 8 of 8
CITY COUNCIL ITEMS
None
COUNCIL COMMUNICATIONS
None
CITY MANAGER'S REPORT
None
CITY ATTORNEY'S REPORT
None
ADJOURNMENT
Mayor Fitzsimmons adjourned the meeting to the continued Closed Session at 11:41 p.m.
Minutes respectfully submitted:
Britt Avrit, City Clerk
City of Saratoga
29
SARATOGA CITY COUNCIL
MEETING DATE: February 1, 2023
DEPARTMENT: Administrative Services - Finance
PREPARED BY: Vivian Lu, Accounting Technician
SUBJECT: Review of Accounts Payable Check Registers
RECOMMENDED ACTION:
Review and accept check registers for the following accounts payable payment cycles:
1/10/23 Period 7; 1/18/23 Period 7.
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.
ATTACHMENTS:
Attachment A - 1/10/23 Check Register in the ‘A/P Checks by Period and Year’ report format
Attachment B - 1/18/23 Check Register in the ‘A/P Checks by Period and Year’ report format
REPORT SUMMARY:
Attached are Check Registers for:
Date
Ending
Check #
1/10/2023 146592 146627 36 245,702.27 1/10/2023 12/21/2022 146591
1/18/2023 146628 146678 51 1,256,883.48 1/18/2023 1/10/2023 146627
Accounts Payable checks issued for $20,000 or greater:
Date Check #Dept.Amount
1/10/2023 146604 Fehr & Peers General Fund PW Traffic Engineering 40,895.51
1/10/2023 146610 Lisa Wise Consulting Inc CIP Admin Project Fund CDD Project Review/Analysis 34,176.25
1/10/2023 146623 Urban Planning Partners CIP Grant - Administration Fund CDD October Housing & November Safety Element Update 54,652.94
1/18/2023 146632 Comp Shared Risk Pool Workers Comp Fund ASD FY22/23 Q3 Workers Comp Premium 50,650.75
1/18/2023 146653 SCC Off of the Sheriff General Fund ASD Law Enforcement January 2023 612,754.50
1/18/2023 146664 SCVURPPP WVCWP Agency Fund WVCWP WVCWP Assessment Services 277,824.00
1/18/2023 146665 State Water Resources Control Board WVCWP Agency Fund WVCWP WVCWP Permit Fees 60,065.00
1/18/2023 146668 The Bank of New York 2001 Library GO Bonds Fund ASD Interest Payment 123,292.50
Accounts Payable checks voided during this time period:
AP Date Check #Amount
10/26/2022 146227 ZAG Technical Services Lost, never received 768.75
11/8/2022 146297 PTM Document Systems Lost, never received 114.17
11/8/2022 146306 Urban Planning Partners Lost, never received 17,952.50
Accounts Payable
Accounts Payable
Ending Check
#
Starting
Check #Type of Checks Date
Prior Check Register
Checks ReleasedTotal Checks Amount
Fund Purpose
StatusReason Issued to
Issued to
Voided
Reissued
Voided
30
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 01/10/2023 CITY OF SARATOGA VENCHK11
TIME: 13:10:21 CHECK REGISTER - FUND TOTALS ACCOUNTING PERIOD: 7/23
FUND FUND TITLE AMOUNT
111 GENERAL FUND 98,901.89
276 TOLLGATE L&L 422.58
361 ARROWHEAD BOND 767.00
411 CIP STREET PROJECTS FUND 39,978.36
412 CIP PARKS PROJECT FUND 6,950.00
414 CIP ADMIN PROJECTS FUND 35,826.25
422 PARK IN-LIEU FEES FUND 3,000.00
434 CIP GRANT - ADMINISTRATN 53,002.94
622 IT SERVICES 3,116.75
624 BUILDING MAINTENANCE 3,736.50
TOTAL REPORT 245,702.27
31
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 01/10/2023 CITY OF SARATOGA VENCHK11
TIME: 13:09:31 CHECK REGISTER ACCOUNTING PERIOD: 7/23
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
146592 11111 01/10/23 1422 4LEAF INC. 64173 NOV BLDG INSPECTION 14,468.00
146593 11111 01/10/23 234 A T & T 63211 QUITO IRR MODEM LINE 26.65
146593 11111 01/10/23 234 A T & T 63211 TITUS/PRSPECT MED-IRR 27.20
146593 11111 01/10/23 234 A T & T 63211 PROSPECT RD GRACE BLD 51.63
146593 11111 01/10/23 234 A T & T 63211 HISTORICAL PARK IRR 27.20
146593 11111 01/10/23 234 A T & T 63211 SUPERTRUNK 412.36
146593 11111 01/10/23 234 A T & T 63211 BIG BASIN WAY IRR 27.20
TOTAL CHECK 572.24
146594 11111 01/10/23 1130 ABLE SEPTIC TANK SVC 64734 STORM DRAIN MAINT 3,498.00
146594 11111 01/10/23 1130 ABLE SEPTIC TANK SVC 81161 BROOKGLEN MAINT 915.00
TOTAL CHECK 4,413.00
146595 11111 01/10/23 35 ACCENT GRAPHICS 61111 OFFICE SUPPLIES 261.12
146596 11111 01/10/23 66 ADVANCED LISTING SERVICES 22119 PRD22-0021 LISTING 175.00
146597 11111 01/10/23 500 CHRIS VASQUEZ 68353 NBHD WATCH GRANT RMB 300.00
146598 11111 01/10/23 188 CITY OF CAMPBELL 24911 WVMM MEETING EXPENSES 2,515.79
146599 11111 01/10/23 1357 COMCAST 63213 COMCAST (PROSPECT) 108.22
146600 11111 01/10/23 1569 COMCAST 63213 COMCAST (PRIMARY) 561.67
146601 11111 01/10/23 991 COMCAST 63213 COMCAST (TV) 47.96
146602 11111 01/10/23 1369 COMCAST CORPORATION 63213 COMCAST (P2P) 671.98
146603 11111 01/10/23 250 COTTON SHIRES AND ASSOCIA 22119 GEO18-0011 (S5178) 2,168.75
146603 11111 01/10/23 250 COTTON SHIRES AND ASSOCIA 22119 GEO22-0024 (S6182) 1,416.00
146603 11111 01/10/23 250 COTTON SHIRES AND ASSOCIA 22119 GEO22-0034 (S6252) 2,325.00
TOTAL CHECK 5,909.75
146604 11111 01/10/23 423 FEHR & PEERS 65511 TRAFFIC ENGINEERING 15,232.25
146604 11111 01/10/23 423 FEHR & PEERS 65511 TRAFFIC ENGINEERING 11,571.00
146604 11111 01/10/23 423 FEHR & PEERS 65511 TRAFFIC ENGINEERING 14,092.26
TOTAL CHECK 40,895.51
146605 11111 01/10/23 454 GACHINA LANDSCAPE MANAGEM 81161 JUL MNTHLY WEED ABATE 795.00
146605 11111 01/10/23 454 GACHINA LANDSCAPE MANAGEM 81161 AUG MNTHLY WEED ABATE 795.00
TOTAL CHECK 1,590.00
146606 11111 01/10/23 500 GEORGE MEDNICK 68353 NBHD WATCH GRANT RMB 300.00
146607 11111 01/10/23 563 HEID, W JEFFREY 81142 QUITO PK DESIGN SVC 3,000.00
146608 11111 01/10/23 14 HYDROTEC IRRIGATION EQUIP 81161 EL CAMINO PUMP MAINT 147.00
146608 11111 01/10/23 14 HYDROTEC IRRIGATION EQUIP 64221 BIG BASIN WAY PAINT 142.15
TOTAL CHECK 289.15
146609 11111 01/10/23 171 LABOSSIERE, MONICA 66212 MILEAGE REIMB 23.81
146610 11111 01/10/23 1765 LISA WISE CONSULTING, INC 81141 PROJ REVIEW/ANALYSIS 34,176.25
32
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2
DATE: 01/10/2023 CITY OF SARATOGA VENCHK11
TIME: 13:09:31 CHECK REGISTER ACCOUNTING PERIOD: 7/23
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
146611 11111 01/10/23 499 CARPENTERS LOCAL 2236 (MI 21262 DED:3000 DUES 240.00
146612 11111 01/10/23 1164 MOUSER LAW FIRM 65124 FY22/23 NEGO SVCS 4,480.00
146612 11111 01/10/23 1164 MOUSER LAW FIRM 65273 FY22/23 DEC LEGAL SVC 140.00
TOTAL CHECK 4,620.00
146613 11111 01/10/23 1572 NBBM SERVICES, INC 64511 JANITORIAL SERVICES 1,820.00
146614 11111 01/10/23 110 NBS-GOVT FINANCE GROUP 71124 2023-Q1 ADMIN FEES 767.00
146615 11111 01/10/23 1087 OSCAR URVIZO TELLEZ/OSCAR 64544 PROSPECT RD TR RMV 2,925.00
146615 11111 01/10/23 1087 OSCAR URVIZO TELLEZ/OSCAR 64581 SARATOGA HILLS TR RMV 4,900.00
TOTAL CHECK 7,825.00
146616 11111 01/10/23 173 PACIFIC GAS & ELECTRIC 63111 BUILDINGS (MUSEUM) 197.54
146616 11111 01/10/23 173 PACIFIC GAS & ELECTRIC 63111 BUILDINGS 138.50
146616 11111 01/10/23 173 PACIFIC GAS & ELECTRIC 63111 PARKS/OPEN SPACE 100.69
TOTAL CHECK 436.73
146617 11111 01/10/23 602 PRECISION CONCRETE CUTTIN 81161 SIDEWALK REPAIR 11,866.36
146618 11111 01/10/23 1619 RICHARDSON CONSULTING 22119 ENV19-0005 5,850.00
146618 11111 01/10/23 1619 RICHARDSON CONSULTING 65411 DEC ADR PROJ REVIEWS 3,185.00
TOTAL CHECK 9,035.00
146619 11111 01/10/23 87 SAN JOSE WATER COMPANY 63112 BUILDINGS 1,116.47
146619 11111 01/10/23 87 SAN JOSE WATER COMPANY 63112 PARKS/OPEN SPACE 5,189.03
146619 11111 01/10/23 87 SAN JOSE WATER COMPANY 63112 TOLLGATE 422.58
146619 11111 01/10/23 87 SAN JOSE WATER COMPANY 63112 MEDIANS/PARKWAYS 2,301.12
TOTAL CHECK 9,029.20
146620 11111 01/10/23 236 SOLECTRIC ELECTRICAL 64221 SARA VILLAGE REPAIR 611.17
146621 11111 01/10/23 1394 ST. FRANCIS ELECTRIC, LLC 64211 STREETLIGHTS SVC 332.50
146622 11111 01/10/23 248 STATE OF CA FRANCHISE TAX 21252 DED:2011 FTB W/H 50.00
146623 11111 01/10/23 1707 URBAN PLANNING PARTNERS, 81141 HOUSE ELEMENT UPDATE 53,002.94
146623 11111 01/10/23 1707 URBAN PLANNING PARTNERS, 81141 SAFETY ELEMENT UPDATE 1,650.00
TOTAL CHECK 54,652.94
146624 11111 01/10/23 1524 VILLALOBOS & ASSOCIATES 81161 MUSEUM DRAIN REPAIR 10,000.00
146625 11111 01/10/23 1524 VILLALOBOS & ASSOCIATES 81161 CURB REPAIRS PROJECT 15,460.00
146626 11111 01/10/23 1524 VILLALOBOS & ASSOCIATES 81161 BEAUCHAMPS PK IMPROVE 6,950.00
146627 11111 01/10/23 1678 WILINE NETWORKS INC. 63213 ISP ANNUAL SERVICES 1,726.92
TOTAL FUND 245,702.27
TOTAL REPORT 245,702.27
33
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 01/18/2023 CITY OF SARATOGA VENCHK11
TIME: 18:32:22 CHECK REGISTER - FUND TOTALS ACCOUNTING PERIOD: 7/23
FUND FUND TITLE AMOUNT
111 GENERAL FUND 694,490.83
214 2023 STORM FUND 9,625.00
245 FREDERICKSBURG LANDSCAPE 215.00
247 KERWIN RANCH LANDSCAPE 390.00
251 MCCARTYSVILLE LANDSCAPE 325.00
252 PRIDES CROSSING LANDSCAPE 12,000.00
253 SARATOGA LEGEND LANDSCAPE 200.00
255 TRICIA WOODS LANDSCAPE 100.00
256 ALLENDALE LANDSCAPE 150.00
257 COVINA LANDSCAPING DIST 105.00
274 HORSESHOE DRIVE L&L 150.00
276 TOLLGATE L&L 100.00
278 WESTBROOK L&L 100.00
279 BROOKVIEW L&L 175.00
292 PARAMOUNT COURT SWD 495.00
311 2001 LIBRARY GO BONDS 123,292.50
411 CIP STREET PROJECTS FUND 978.55
611 LIABILITY /RISK MGMT FUND 231.98
612 WORKERS COMP FUND 52,340.62
621 OFFICE SUPPORT 1,865.36
622 IT SERVICES 7,823.22
623 VEHICLE & EQUIPMENT MAINT 257.99
624 BUILDING MAINTENANCE 3,214.41
633 BUILDING FFE REPLACEMENT 4,130.16
713 WVCWP AGENCY FUND 344,127.86
TOTAL REPORT 1,256,883.48
34
SUNGARD PUBLIC SECTOR PAGE NUMBER: 1
DATE: 01/18/2023 CITY OF SARATOGA VENCHK11
TIME: 18:27:53 CHECK REGISTER ACCOUNTING PERIOD: 7/23
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
146628 11111 01/18/23 1187 ASSOCIATED SERVICES COMPA 61133 FACILITIES SUPPLIES 192.95
146628 11111 01/18/23 1187 ASSOCIATED SERVICES COMPA 61133 FACILITIES SUPPLIES 388.70
TOTAL CHECK 581.65
146629 11111 01/18/23 247 CA DEPARTMENT OF CONSERVA 43476 22/23 Q2 COM SMIP FEE 195.47
146629 11111 01/18/23 247 CA DEPARTMENT OF CONSERVA 43477 22/23 Q2 RES SMIP FEE 10,235.81
TOTAL CHECK 10,431.28
146630 11111 01/18/23 692 CBSC 21932 Q2 FY22/23 CBSC FEES 609.86
146631 11111 01/18/23 1159 CHAVAN & ASSOCIATES, LLP 65131 FY2021/22 CITY AUDIT 15,075.00
146632 11111 01/18/23 1511 COMP SHARED RISK POOL (SH 67211 FY22/23 Q3 WC PREMIUM 50,650.75
146633 11111 01/18/23 1152 CORODATA RECORDS MANAGEME 62631 DEC RECORDS STORAGE 329.71
146634 11111 01/18/23 1136 DIVISION OF THE STATE ARC 21931 OCT-DEC 22 SB1186 FEE 161.20
146635 11111 01/18/23 1708 FARM FRESH TO YOU, LLC 61192 EMPLOYEE WELLNESS 835.20
146636 11111 01/18/23 1627 FRANKIE'S AWARDS 61111 OFFICE SUPPLIES 191.41
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64543 JAN ALLENDALE MEDIANS 150.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN ALLNDALE/HARLEIGH 150.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64543 JAN AUSTIN WAY 100.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64541 JAN BEAUCHAMPS PARK 360.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64541 JAN BLANEY PLAZA 300.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN BROOKGLEN LLA 175.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64543 JAN CANYON VIEW/ELVA 45.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64541 JAN CONGRESS SPRINGS 600.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN COVINA LLA 105.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64221 JAN DOWNTOWN LNDSCAPE 700.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64221 JAN DOWNTOWN TRASH 200.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN FREDRICKSBURG LLA 215.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN HORSESHOE LLA 150.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64543 JAN HWY 9/VICKERY 57.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN KERWIN RANCH LLA 390.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN LEGENDS LLA 200.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64548 JAN LIBRARY 688.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN MCCARTYSVILLE LLA 325.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64543 JAN PALO OAKS/COX AVE 132.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN PARAMOUNT LLA 495.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64541 JAN PARK TRASH DETAIL 575.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64542 JAN PROSPECT CENTER 600.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64543 JAN QUITO/MARTHA 150.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64543 JAN SARATOGA/KOSICH 85.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64543 JAN SEAGRAVES 100.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN TOLLGATE LLA 100.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN TRICIA WOODS LLA 100.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64543 JAN TRINITY 40.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64547 JAN WESTBROOK LLA 100.00
146637 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 64543 JAN WORDEN WAY MED 88.00
TOTAL CHECK 7,475.00
146638 11111 01/18/23 454 GACHINA LANDSCAPE MANAGEM 81161 JAN MNTHLY WEED ABATE 884.00
35
SUNGARD PUBLIC SECTOR PAGE NUMBER: 2
DATE: 01/18/2023 CITY OF SARATOGA VENCHK11
TIME: 18:27:53 CHECK REGISTER ACCOUNTING PERIOD: 7/23
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
146639 11111 01/18/23 1268 GIULIANI & KULL - SAN JOS 22119 JOB#09153 LLA20-0001 310.00
146639 11111 01/18/23 1268 GIULIANI & KULL - SAN JOS 22119 JOB#09153 MAP22-0001 77.50
146639 11111 01/18/23 1268 GIULIANI & KULL - SAN JOS 22119 JOB#09153 ULS22-0003 930.00
TOTAL CHECK 1,317.50
146640 11111 01/18/23 500 GREG HERNANDEZ 24211 DEP REFUND FACILITY 500.00
146641 11111 01/18/23 929 KOPPEL & GRUBER PUBLIC FI 65514 L&L ADMIN SVC OCT-DEC 2,250.19
146642 11111 01/18/23 1725 LARRY WALKER ASSOCIATES, 64745 WVCWP TAILGATE TOOLBX 369.50
146643 11111 01/18/23 1563 LOGAN & POWELL, LLP 65282 WVCWP LEGAL SERVICES 3,050.00
146643 11111 01/18/23 1563 LOGAN & POWELL, LLP 65282 WVCWP LEGAL SERVICES 1,975.00
TOTAL CHECK 5,025.00
146644 11111 01/18/23 500 MELISSA STANIS 24211 DEP REFUND FACILITY 500.00
146645 11111 01/18/23 1164 MOUSER LAW FIRM 65273 FY22/23 NOV LEGAL SVC 525.00
146646 11111 01/18/23 1164 MOUSER LAW FIRM 65124 FY22/23 NEGO SVCS 1,015.00
146647 11111 01/18/23 1740 MT TIRE SERVICE, LLC 64611 MAINTENANCE VEH 205.00
146648 11111 01/18/23 1572 NBBM SERVICES, INC 64511 JANITORIAL SERVICES 1,260.00
146648 11111 01/18/23 1572 NBBM SERVICES, INC 64511 JANITORIAL SERVICES 140.00
TOTAL CHECK 1,400.00
146649 11111 01/18/23 1324 READYREFRESH 62614 DRINKING WATER SVC 112.10
146650 11111 01/18/23 1062 NI GOVERNMENT SERVICES, I 63211 11/22 AIRTIME 80.71
146651 11111 01/18/23 500 NITIN SERRO 22113 REF BD DEP ARB20-0021 18,875.00
146651 11111 01/18/23 500 NITIN SERRO 22111 REF DEP ARB20-0021 423.89
TOTAL CHECK 19,298.89
146652 11111 01/18/23 1745 ODP BUSINESS SOLUTIONS, L 61111 OFFICE SUPPLIES 57.60
146652 11111 01/18/23 1745 ODP BUSINESS SOLUTIONS, L 61111 OFFICE SUPPLIES 60.48
146652 11111 01/18/23 1745 ODP BUSINESS SOLUTIONS, L 61166 PC COMMISSION SUPPLY 35.19
TOTAL CHECK 153.27
146653 11111 01/18/23 1 OFF OF SHERIFF-FISCAL SVC 64811 JAN 2023 LAW ENFORCE 612,754.50
146654 11111 01/18/23 918 O'REILLY AUTO PARTS 61361 AUTO PARTS 52.99
146655 11111 01/18/23 1087 OSCAR URVIZO TELLEZ/OSCAR 64581 FRUITVALE TREE RMV 5,150.00
146655 11111 01/18/23 1087 OSCAR URVIZO TELLEZ/OSCAR 64581 VIA COLINA TREE RMV 2,050.00
146655 11111 01/18/23 1087 OSCAR URVIZO TELLEZ/OSCAR 64581 CHESTER AVE TREE RMV 2,425.00
TOTAL CHECK 9,625.00
146656 11111 01/18/23 173 PACIFIC GAS & ELECTRIC 63111 CITYWIDE STREETLIGHTS 22.58
146656 11111 01/18/23 173 PACIFIC GAS & ELECTRIC 63111 VILLAGE LIGHTING 491.23
TOTAL CHECK 513.81
146657 11111 01/18/23 173 PACIFIC GAS & ELECTRIC 63111 PARKS/OPEN SPACE 292.66
146658 11111 01/18/23 173 PACIFIC GAS & ELECTRIC 63111 PUB LIB/LNDSCP LIGHTS 23.82
36
SUNGARD PUBLIC SECTOR PAGE NUMBER: 3
DATE: 01/18/2023 CITY OF SARATOGA VENCHK11
TIME: 18:27:53 CHECK REGISTER ACCOUNTING PERIOD: 7/23
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
146659 11111 01/18/23 173 PACIFIC GAS & ELECTRIC 63111 EL CAMINO GRANDE PUMP 19.10
146660 11111 01/18/23 1092 PALACE ART & OFFICE SUPPL 77233 FURNITURE 4,130.16
146661 11111 01/18/23 652 PTM DOCUMENT SYSTEMS 61123 W2/1099 FORMS/ENVLPS 114.17
146662 11111 01/18/23 500 RON LU 22113 REF BD DEP ARB21-0009 5,925.00
146662 11111 01/18/23 500 RON LU 22111 REF DEP ARB21-0009 401.56
TOTAL CHECK 6,326.56
146663 11111 01/18/23 1 SANTA CLARA COUNTY - DTAC 62325 DEC PARKING CITATION 75.00
146664 11111 01/18/23 1561 SCVURPPP 64742 WVCWP CAMPBELL 22/23 97,628.00
146664 11111 01/18/23 1561 SCVURPPP 64742 WVCWP LOS GATOS 22/23 90,358.00
146664 11111 01/18/23 1561 SCVURPPP 64742 WVCWP MNTE SRNO 22/23 7,270.00
146664 11111 01/18/23 1561 SCVURPPP 64742 WVCWP SARATOGA 22/23 82,568.00
TOTAL CHECK 277,824.00
146665 11111 01/18/23 1581 STATE WATER RESOURCES CON 62331 WVCWP CAMPBELL PERMIT 17,666.00
146665 11111 01/18/23 1581 STATE WATER RESOURCES CON 62331 WVCWP LOS GATOS PERMT 17,666.00
146665 11111 01/18/23 1581 STATE WATER RESOURCES CON 62331 WVCWP MNTE SRNO PERMT 7,067.00
146665 11111 01/18/23 1581 STATE WATER RESOURCES CON 62331 WVCWP SARATOGA PERMIT 17,666.00
TOTAL CHECK 60,065.00
146666 11111 01/18/23 1453 SUPERION, LLC 64312 JAN ASP SERVICES 5,545.58
146666 11111 01/18/23 1453 SUPERION, LLC 64311 FINANCIAL UPGRADE DEC 1,260.00
TOTAL CHECK 6,805.58
146667 11111 01/18/23 500 TARAS ROSHKO 22111 REF DEP ARB21-0081 104.26
146668 11111 01/18/23 710 THE BANK OF NEW YORK MELL 71112 SARATOGA2011 INTEREST 123,292.50
146669 11111 01/18/23 1261 THE FRUITGUYS 61192 EMPLOYEE WELLNESS 201.48
146670 11111 01/18/23 1642 TOSHIBA FINANCIAL SERVICE 62612 COPIER LEASE DEC 849.11
146670 11111 01/18/23 1642 TOSHIBA FINANCIAL SERVICE 62612 COPIER MAINT DEC 686.54
TOTAL CHECK 1,535.65
146671 391 US BANK PURCHASING CARD P VOID: MULTI STUB CHECK
146672 391 US BANK PURCHASING CARD P VOID: MULTI STUB CHECK
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61133 FACILITIES SUPPLIES 321.61
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61132 JANITORIAL SUPPLIES 632.28
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61133 FACILITIES SUPPLIES 70.52
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66212 NEW LAW ELECTION CONF 635.76
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61112 POSTAGE 11.95
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61341 LANDSCAPE SUPPLIES 810.07
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61162 TSC MEETING 200.08
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66112 COUNCIL MTG EXPENSES 1,001.88
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 62131 MARKETING EXPENSES 115.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66111 MEETING EXPENSES 47.04
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66111 MEETING EXPENSES 915.02
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66111 MEETING EXPENSES 225.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 39.26
37
SUNGARD PUBLIC SECTOR PAGE NUMBER: 4
DATE: 01/18/2023 CITY OF SARATOGA VENCHK11
TIME: 18:27:53 CHECK REGISTER ACCOUNTING PERIOD: 7/23
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61278 SOFTWARE 354.95
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 64552 FIELD CONVERSIONS 157.08
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 64221 VILLAGE REPAIRS 258.93
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61112 POSTAGE 24.03
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66212 CCWC CONF LODGING 373.23
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66211 CCWC CONFERENCE 425.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 62251 CCWC MEMBERSHIP 370.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61192 EMPLOYEE WELLNESS 653.19
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61113 LABOR LAW POSTERS 131.25
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66111 MEETING EXPENSES 234.29
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 17.45
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66321 ORAL BOARD EXPENSES 90.99
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66311 RECRUITMENT 180.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61191 SAFETY SUPPLIES 231.98
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66112 COUNCIL MTG EXPENSES 75.08
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66212 LODGING -33.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66111 MEETING EXPENSES 75.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 122.60
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 122.61
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66211 CPRS CONFERENCE 515.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66111 MEETING EXPENSES 62.05
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66111 MEMBERSHIP & DUES 151.68
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61165 YOUTH COMM SUPPLIES 80.51
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 64323 ESRI LICENSE 1,500.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 64323 ESRI LICENSE 1,500.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 113.42
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61166 PC MEETING EXPENSES 32.10
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 64121 BINDING SVCS 568.04
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 62251 CAPIO MEMBERSHIP 275.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66211 CAPIO TRAINING 30.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 64136 PHOTOGRAPHY SERVICES 49.80
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66111 MEETING EXPENSES 486.35
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 80.89
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 86.41
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61133 FACILITIES SUPPLIES 96.25
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61211 IT PARTS 157.25
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61212 IT SMALL EQUIPMENTS 179.50
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 64312 SOFTWARE SUPPORT 436.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 62412 ACFR APPLICATION 125.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61172 BINDING MACHINE 827.18
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66211 CSMFO CONFERENCE 470.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 62412 GFOA APPLICATION 445.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 182.32
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 81121 STREET SUPPLIES 94.55
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 66.42
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61334 ENCROACHMENT SUPPLIES 70.44
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 66111 MEETING EXPENSES 131.74
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 62112 PLUG N PLAY FEE 15.00
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 61117 ERGONOMIC CHAIR 294.63
146673 11111 01/18/23 391 US BANK PURCHASING CARD P 64323 LICENSES SUPPORT 54.00
TOTAL CHECK 18,066.66
146674 11111 01/18/23 391 US BANK PURCHASING CARD P 62171 WVCWP FUEL 59.50
146674 11111 01/18/23 391 US BANK PURCHASING CARD P 63213 WVCWP INTERNET 349.53
146674 11111 01/18/23 391 US BANK PURCHASING CARD P 64311 WVCWP IT SERVICES 60.98
146674 11111 01/18/23 391 US BANK PURCHASING CARD P 66111 WVCWP MEETING EXPENSE -197.54
38
SUNGARD PUBLIC SECTOR PAGE NUMBER: 5
DATE: 01/18/2023 CITY OF SARATOGA VENCHK11
TIME: 18:27:53 CHECK REGISTER ACCOUNTING PERIOD: 7/23
FUND - 009 - DISBURSEMENT FUND
CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT
146674 11111 01/18/23 391 US BANK PURCHASING CARD P 61171 WVCWP OFFICE EQUIPMEN 52.99
146674 11111 01/18/23 391 US BANK PURCHASING CARD P 61111 WVCWP OFFICE SUPPLIES 98.12
146674 11111 01/18/23 391 US BANK PURCHASING CARD P 63211 WVCWP TELEPHONE 188.00
146674 11111 01/18/23 391 US BANK PURCHASING CARD P 64313 WVCWP WEBSITE SERVICE 14.00
146674 11111 01/18/23 391 US BANK PURCHASING CARD P 67712 WVCWP WORKER COMPEN 218.78
TOTAL CHECK 844.36
146675 11111 01/18/23 395 VERIZON WIRELESS 63212 ADMIN SERVICES 50.52
146675 11111 01/18/23 395 VERIZON WIRELESS 63212 BUILDING & INSPECTION 114.03
146675 11111 01/18/23 395 VERIZON WIRELESS 63212 GENERAL ENGINEERING 178.80
146675 11111 01/18/23 395 VERIZON WIRELESS 63212 IT SERVICES 97.89
146675 11111 01/18/23 395 VERIZON WIRELESS 63212 PARKS 96.66
146675 11111 01/18/23 395 VERIZON WIRELESS 63212 STREETS 94.10
TOTAL CHECK 632.00
146676 11111 01/18/23 1524 VILLALOBOS & ASSOCIATES 64549 PRIDES CROSSING RPR 12,000.00
146677 11111 01/18/23 1571 WORKTERRA 64163 DEC FLEX ADM FEES 200.00
146678 11111 01/18/23 696 ZAG TECHNICAL SERVICES, I 64312 CLOUD SECURITY SVCS 1,407.00
TOTAL FUND 1,256,883.48
TOTAL REPORT 1,256,883.48
39
SARATOGA CITY COUNCIL
MEETING DATE:February 1,2023
DEPARTMENT:Administrative Services
PREPARED BY:Ann Xu, Accountant
Agnes Pabis, Finance Manager
SUBJECT:Treasurer’s Report for the Month Ended December 31, 2022
RECOMMENDED ACTION:
Review and accept the Treasurer’s Report for the month ended December 31, 2022.
BACKGROUND:
California government code section 41004 requires that the City Treasurer submits 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 the present.
FISCAL STATEMENT:
Cash and Investments Balance by Fund
As of December 31, 2022, the City’s unaudited cash and investments totaled $35,481,204. 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 the 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 of
$35.5 million exceeds the minimum amount required.
Comerica Bank 2,349,198$
Deposit with LAIF 33,132,006$
Total Cash 35,481,204$
Cash Summary
40
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 estimated expenditure requirements for the next six months. As of
December 31, 2022, the City’s financial position (Assets $35.8M, Liabilities $5.0M, and Fund
Equity $30.8M) remains very strong and there are no issues in meeting financial obligations now
or in the foreseeable future.
The following Fund Balance schedule represents actual funding available for all funds at the end
of the monthly period. This amount differs from the above Cash Summary schedule as assets
and liabilities are components of the fund balance. As illustrated in the summary below, Total
Cash is adjusted by the addition of Total Assets less the amount of Total Liabilities to arrive at
the Ending Fund Balance –which represents the actual amount of funds available.
ATTACHMENTS:
Table 1 – Change in Total Fund Balances by Fund
Table 2 – Change in Total Fund Balances by CIP Project
Chart 1 – Change in Investment Pool Balance by Month
Chart 2 – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
"+
Total Cash 35,481,204$
Plus: Assets 335,107
Less: Liabilities (4,985,529)
Ending Fund Balance 30,830,782$
Adjusting Cash to Ending Fund Balance
41
TABLE 1: CHANGES IN TOTAL FUND BALANCE
*Negative fund balance due to authorized spending of anticipated revenues
These figures will be updated for future reports once the FY 2017/18 pendent audit is co
Fund Description
Prior Year
Carryforward
7/1/2022
Increase/
(Decrease)
Jul - Nov
Current
Revenue
Current
Expenditure
Transfer
In
Transfer
Out
Fund Balance
12/31/2022
General Fund
Committed Fund Balances:
Hillside Stability Reserve 1,000,000 - - - - - 1,000,000
Assigned Fund Balances:
Future Capital Replacement & Efficiency Project Reserve 3,509,000 - - - - - 3,509,000
Carryforwards Reserve 20,000 - - - - - 20,000
Facility Reserve 3,700,000 - - - - - 3,700,000
Unassigned Fund Balances:
Working Capital Reserve 1,000,000 - - - - - 1,000,000
Fiscal Stabilization Reserve 3,250,000 - - - - - 3,250,000
Compensated Absences Reserve 330,000 - - - - - 330,000
Other Unassigned Fund Balance Reserve (Pre YE distribution)2,601,458 (2,492,396) 3,263,346 (2,683,272) - (2,509,000) (1,819,865) *
General Fund Total 15,410,458 (2,492,396) 3,263,346 (2,683,272) - (2,509,000) 10,989,135
Special Revenue
Landscape/Lighting Districts 977,231 (104,367) 7,955 (52,995) - - 827,824
ARPA Federal Grants 7,127,589 - - - - - 7,127,589
Special Revenue Fund Total 8,104,820 (104,367) 7,955 (52,995) - - 7,955,413
Debt Service
Library Bond 805,311 (704,626) 4,692 - - - 105,377
Arrowhead Bond 124,402 3,623 71 - - - 128,097
Debt Service Fund Total 929,714 (701,003) 4,763 - - - 233,474
Internal Service Fund
Liability/Risk Management 641,403 (607,772) 186,316 (11,392) - - 208,555
Workers Compensation 232,829 (58,356) 62,105 (6,643) - - 229,935
Office Support Fund 155,443 (2,208) 9,166 (757) - - 161,644
Information Technology Services 661,159 (128,831) 198,737 (74,724) - - 656,342
Vehicle & Equipment Maintenance 278,317 (33,021) 68,316 (32,670) - - 280,943
Building Maintenance 764,302 (90,898) 229,119 (123,618) - - 778,904
Vehicle & Equipment Replacement 905,217 24,738 37,263 - - - 967,217
Technology Replacement 798,337 37,263 37,263 (13,589) - - 859,274
Facility FFE Replacement 941,400 46,334 49,684 (23,671) - - 1,013,748
Internal Service Fund Total 5,378,407 (812,750) 877,970 (287,064) - - 5,156,562
Trust/Agency
WVCWP Agency Fund 558,655 88,175 3,346 (62,933) - - 587,243
Trust/Agency Fund Total 558,655 88,175 3,346 (62,933) - - 587,243
Capital Project
Street Projects 3,381,066 (502,716) 37,901 (1,556,094) 2,209,000 - 3,569,157
Park and Trail Projects 849,562 (113,949) - (25,389) 275,000 - 985,224
Facility Projects 623,475 (150,460) 5,000 (11,823) - - 466,193
Administrative Projects 1,429,921 (181,010) 4,382 - 25,000 - 1,278,293
Tree Fund Projects 52,541 300 - - - - 52,841
Park In-Lieu Projects 1,172,555 (39,303) - - - - 1,133,253
CIP Grant Street Projects (46,912) (14,359) - - - - (61,271) *
CIP Grant Park & Trail Projects - (96,841) - - - - (96,841) *
CIP Grant Administrative Projects (164,574) (41,672) - - - - (206,246) *
CIP Grant ARPR/SLFRF Projects - (449,393) - (56,965) - - (506,358) *
Gas Tax Fund Projects 247,731 (760,981) 121,454 (313,495) - - (705,291) *
CIP Fund Total 7,545,366 (2,350,384) 168,738 (1,963,765) 2,509,000 - 5,908,954
Total City 37,927,419 (6,372,725) 4,326,117 (5,050,029) 2,509,000 (2,509,000)30,830,782
42
TABLE 2: FUND BALANCES BY CIP PROJECT
*Negative fund balance due to authorized spending of anticipated revenues
CIP Funds/Projects
Prior Year
Carryforward
7/1/2022
Increase/
(Decrease)
Jul - Nov
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
12/31/2022
Street Projects
Annual Road Improvements 1,009,556 (140,285) 37,901 (1,473,567) 1,000,000 - 433,605
Roadway Safety & Traffic Calming 147,118 - - - 150,000 - 297,118
Citywide Traffic Signal Battery Backup 266,315 (8,288) - (15,752) - - 242,274
Portable Radar Feedback Sign 1,548 - - - - - 1,548
Local Roadway Safety Plan 3,410 (363) - - - - 3,047
Traffic Signal Controller Upgrades - - - - 80,000 - 80,000
Prospect/Saratoga Median Improvement 309,379 - - - - - 309,379
Village Clock 8,626 (6,066) - - - - 2,560
Big Basin Way/Blaney Trash Can Replacement 50,802 - - (18,000) - - 32,802
Annual Infrastructure Maintenance & Repairs 41,431 (22,589) - (13,113) 250,000 - 255,729
Guava Court Curb & Gutter Replacement 280,000 - - - - - 280,000
El Camino Grande Storm Drain Pump 104 - - - - - 104
Saratoga Village Crosswalk & Sidewalk Rehabilitation 49,055 (1,681) - (15,651) - - 31,724
Quito Road Sidewalk Improvements 43,370 - - - - - 43,370
Saratoga/Sunnyvale Road Sidewalk 92,158 - - - - - 92,158
Saratoga Sunnyvale Rd. Pathway Rehab Cox to RRX - - - - 50,000 - 50,000
Quito Road Sidewalk Rehabilitation and Gap Closure 182,609 - - - - - 182,609
Quito Road Sidewalk Rehabilitation Gap Closure Phase 2 - - - - 300,000 - 300,000
Fourth Street Bridge Widening 99,837 (1,438) - - - - 98,399
Quito Road Bridge Replacement 132,197 (1,086) - (1,256) - - 129,855
Quito Road Bridge - ROW Acquisition 3,662 - - - - - 3,662
Bridge Rehabilitation Project Phase 1 - - - - 350,000 - 350,000
Annual Retaining Wall Maintenance & Repairs 222,450 2,877 - (18,755) 200,000 - 406,572
Mt. Eden Erosion Repair 59,622 (3,209) - - - - 56,412
Continental Circle Landslide Stabilization 57,447 - - - - - 57,447
Pierce Road Retainment 300,290 (320,589) - - - - (20,299) *
Mt. Eden Emergency Landslide 20,080 - - - - - 20,080
Unallocated Street Funds - - - - (171,000) - (171,000)
Total Street Projects 3,381,066 (502,716) 37,901 (1,556,094) 2,209,000 - 3,569,157
Parks & Trails Projects
Park/Trail Repairs 32,873 (2,850) - - 250,000 - 280,023
Hakone Gardens Infrastructure Improvements 16,599 - - - 25,000 - 41,599
Hakone Pond Reconstruction 300,000 - - - - - 300,000
Beauchamps Park Playground Replacement 35,131 (19,038) - - - - 16,093
Guava/Fredericksburg Entrance 235,970 (92,061) - (25,389) - - 118,520
Saratoga Village to Quarry Park Walkway - Design 228,989 - - - - - 228,989
Total Parks & Trails Projects 849,562 (113,949) - (25,389) 275,000 - 985,224
Facility Projects
Open Work Space 80,000 - - - - - 80,000
Civic Theater Improvements - 9,486 - - - - 9,486
PEG Funded Project 113,650 19,056 - - - - 132,706
Community Center Improvement 24,513 (3,351) - - - - 21,162
Community Center Generator and EV Charging Stations 395,312 (175,650) - (11,823) - - 207,839
Library Building Exterior Maintenance 10,000 - 5,000 - - - 15,000
Total Facility Projects 623,475 (150,460) 5,000 (11,823) - - 466,193
Administrative and Technology Projects
Safe Routes to School - (1,245) - - 160,000 - 158,755
City Website/Intranet 16,948 - - - - - 16,948
Development Technology 20,538 (11,631) 111 - - - 9,018
Software Technology Management 118,695 32,610 4,271 - - - 155,576
LLD Initiation Match Program 25,000 - - - - - 25,000
Horseshoe Beautification 13,295 (1,160) - - - - 12,135
Business Renewal Program 6,643 (2,345) - - - - 4,298
Citywide Accessibility Assessment 28,066 (49,500) - - 100,000 - 78,566
City Art Program 53,669 - - - 25,000 - 78,669
Safe Routes to School Needs Assessment 15,748 - - - - - 15,748
El Quito Neighborhood Improvements 284,507 - - - - - 284,507
Parking District ADA Improvements and Rehabilitation 250,000 - - - - - 250,000
Storm Drain Master Plan 300,000 - - - - - 300,000
ADA Self Assessment - (2,250) - - 322,500 - 320,250
General Plan Update 238,592 (145,489) - - - - 93,103
Wildfire Mitigation Program 4,067 - - - - - 4,067
Risk Management Project Funding 54,153 - - - - - 54,153
Unallocated Administrative Funds - - - - (582,500) - (582,500)
Total Administrative and Technology Projects 1,429,921 (181,010) 4,382 - 25,000 - 1,278,293
43
TABLE 2 (cont.): FUND BALANCES BY CIP PROJECT
*Negative fund balance due to authorized spending of anticipated revenues
CIP Funds/Projects
Prior Year
Carryforward
7/1/2022
Increase/
(Decrease)
Jul - Nov
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
12/31/2022
Tree Fund Projects
Citywide Tree Planting Program 26,666 300 - - - - 26,966
Tree Dedication Program 25,875 - - - - - 25,875
Total Tree Fund Projects 52,541 300 - - - - 52,841
Park In-Lieu Projects
Orchard Irrigation & Tree Planting 10,947 - - - 30,000 - 40,947
Hakone Gardens Infrastructure 82,420 - - - - - 82,420
Hakone Gardens Neighbor Wood Fence Replacement - - - 75,000 - 75,000
Quarry Park Maintenance Building Utility Project - - - 35,000 - 35,000
Beauchamps Park Playground Replacement 10,079 (60,079) - - 50,000 - -
EL Quito Park Pickleball - (9,322) - - 154,299 - 144,977
Joe's Trail Phase II - (1,245) - - 132,000 - 130,755
Joe's Trail Phase III - - - - 264,000 - 264,000
Trail Pet Stations 25,000 - - - - - 25,000
Saratoga Village to Quarry Park Walkway - Design 73,810 - - - 150,000 - 223,810
Village Oaks Bridge Reconstruction and Erosion Control - - - - 30,000 - 30,000
Hakone Gardens to Quarry Park Trail Gap Closure Phase 1 - - - - 50,000 - 50,000
Park and Trail Fire Mitigation - - - - 100,000 - 100,000
Unallocated Park In-Lieu Funds 970,299 31,343 - - (1,070,299) - (68,657)
Total Park In-Lieu Projects 1,172,555 (39,303) - - - - 1,133,253
CIP Grant Street Projects
Local Roadway Safety Plan (1,619) (3,263) - - - - (4,882) *
Prospect/Saratoga Median Improvement (19,217) - - - - - (19,217) *
Citywide Signal Upgrade II 18 - - - - - 18
Saratoga Ave Sidewalk (34,146) - - - - - (34,146) *
Village Sidewalk, Curb & Gutter - Phase II Construction (91) - - - - - (91) *
Saratoga Village Crosswalk & Sidewalk Rehabilitation (834) - - - - - (834) *
4th Street Bridge - (11,096) - - - - (11,096) *
Quito Bridge Replacement 18,597 - - - - - 18,597
Quito Road Bridges - ROW Acquisition (9,619) - - - - - (9,619) *
Total CIP Grant Street Projects (46,912) (14,359) - - - - (61,271)
CIP Grant Park & Trail Projects
Beauchamps Park Playground - (196,841) - - - - (196,841) *
Park and Trail Fire Mitigation - 100,000 - - - - 100,000
Total CIP Grant Park & Trail Projects - (96,841) - - - - (96,841)
CIP Grant Administrative Projects
CDD Software/ADA (14,574) - - - - - (14,574) *
General Plan Update (LEAP)(150,000) (41,672) - - - - (191,672) *
Total CIP Grant Administrative Projects (164,574) (41,672) - - - - (206,246)
CIP Grant ARPA/SLFRF Projects
Storm Water Master Plan - (326,355) - (47,710) - - (374,065) *
Saratoga Village Water Improvement - (123,038) - (9,255) - - (132,293) *
Total CIP Grant ARPA/SLFRF Projects - (449,393) - (56,965) - - (506,358)
Gas Tax Fund Projects
Annual Roadway Improvements 194,170 (760,981) 121,454 (313,495) - - (758,852) *
Prospect/Saratoga Median Improvements 48,278 - - - - - 48,278
Big Basin Way Sidewalk Repairs (1,802) - - - - - (1,802) *
Quito Road Bridges 7,085 - - - - - 7,085
Total Gas Tax Fund Projects 247,731 (760,981) 121,454 (313,495) - - (705,291)
Total CIP Funds 7,545,366 (2,350,384) 168,738 (1,963,765) 2,509,000 - 5,908,954
44
CHART 1: CHANGE IN INVESTMENT POOL BALANCE BY MONTH
45
CHART 2
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
2021 0.44 0.33 0.24 0.23
2022 0.32 0.75 1.35 2.07
Quarterly Apportionment Rates
Local Agency Investment Fund
46
SARATOGA CITY COUNCIL
MEETING DATE: February 1, 2023
DEPARTMENT: City Manager’s Department
PREPARED BY: Crystal Bothelio
SUBJECT: Severe Winter Storms Local Emergency Proclamation Termination
RECOMMENDED ACTION:
Adopt the resolution proclaiming the termination of the local emergency due to severe winter
storms in December 2022 and January 2023.
BACKGROUND:
On January 10, 2023, the City Council adopted Resolution 23-001 confirming and ratifying a local
emergency issued by the City of Saratoga Director of Emergency Services on January 5, 2023
resulting from severe winter storms in late December 2022 and early January 2023. As required
by City Code Section 06-05.050, the City Council must terminate the local emergency at the
earliest possible date warranted by conditions. With the change in weather and forecast for dry
weather, staff recommends that the City Council adopt the attached resolution terminating the local
emergency.
ATTACHMENTS:
Attachment A – Resolution Proclaiming the Termination of a Local Emergency
Attachment B – Resolution 23-001
47
RESOLUTION NO. 23-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA PROCLAIMING
THE TERMINATION OF A LOCAL EMERGENCY
WHEREAS, Saratoga City Code Section 6-05.020 defines an emergency as the actual or
threatened conditions of disasterand pursuant to California Government Code Sections8680.9and 8558(c),
a local emergency is a condition of extreme peril to persons or property proclaimed as such by the governing
body of the local agency affected by a natural or manmade disaster; and
WHEREAS, the purpose of a local emergency proclamation is to provide extraordinary powers to
issue rules and regulations on matters reasonably related to the protection of life and property as affected
by such emergency, obtain vital supplies, and require emergency services of employees; and
WHEREAS, on January 5, 2023 at 5:00 p.m., the Director of Emergency of the City of Saratoga
proclaimed the existence of a local emergency within the City of Saratoga due to severe winter storms and
at that time the City Council of the City of Saratoga was not in session; and
WHEREAS, on January 10, 2023, the Saratoga City Council adopted Resolution 23-001 finding
thatthe severe winter storm conditions wereor are likely to be beyond the controlof the services, personnel,
equipment, and facilities of the City of Saratoga and that these conditions warranted and necessitated the
proclamation of the existence of a local emergency in the City on January 5, 2023 and establishing that
emergency conditions were ongoing; and
WHEREAS, Saratoga City Code Section 06-05.050 requires the City Council to review the need
to continue to the local emergency periodically and proclaim the termination of the local emergency at the
earliest possible date warranted by conditions; and
WHEREAS, winter storms that resulted in the local emergency proclamation have passed and
current conditions are no longer beyond the control of the services, personnel, equipment, and facilities of
the City of Saratoga.
NOW, THEREFORE BE IT RESOLVED THAT the City Council of the City of Saratoga does hereby
acknowledgethat current conditions are no longer beyond the control of the services, personnel, equipment,
and facilities of the City of Saratoga and proclaims the termination of the local emergency due to the severe
winter storms in late December 2022 and early January 2023.
The above and foregoing resolution was passed and adopted at a special meeting of the Saratoga City
Council held on the 1st day of February 2023 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Kookie Fitzsimmons, Mayor
ATTEST:
DATE:
Britt Avrit, MMC, City Clerk
48
49
50
51
52
53
SARATOGA CITY COUNCIL
MEETING DATE:February 1, 2023
DEPARTMENT:Public Works Department
PREPARED BY:Emma Burkhalter, Associate Engineer
SUBJECT:Parking Restriction on Fruitvale Avenue at Douglass Lane
RECOMMENDED ACTION:
Adopt the Motor Vehicle resolution authorizing a No Parking zone on the west side of Fruitvale
Avenue just south of Douglass Lane for 100 feet.
BACKGROUND:
At their May 2022 meeting, the Traffic Safety Commission approved a No Parking zone on the west
side of Fruitvale Avenue just south of the intersection with Douglass Lane. The No Parking zone will
extend for 100 feet and was recommended by the City’s traffic engineering consultants, Fehr & Peers,
to resolve the resident’s sight distance concern.
It is therefore recommended that Council approve the Motor Vehicle resolution authorizing a 100’No
Parking zone on the west side of Fruitvale Avenue.
ATTACHMENTS:
Attachment A –Motor Vehicle Resolution
Attachment B –Map of Parking Restriction
54
RESOLUTION NO. MV- ______
RESOLUTION AUTHORIZING A NO PARKING ZONE ON
THE WEST SIDE OF FRUITVALE AVENUE FOR 100 FEET, JUST SOUTH OF ITS
INTERSECTION WITH DOUGLASS LANE
The City Council of the City of Saratoga hereby resolves as follows:
I. Based upon an engineering and traffic study the restriction set forth below is hereby
imposed at the specified street and location:
NAME OF STREETS LOCATION RESTRICTION
Fruitvale Avenue West side of Fruitvale
Avenue just south of its
intersection with
Douglass Lane
No Parking zone for 100’ with “No
Parking From Here/To Here”
signage.
II. All prior resolutions and other enactments imposing a parking restriction at the location
specified above are hereby repealed to the extent of their inconsistency with the restriction
specified above.
III. This resolution shall become effective at such time as the signs and/or markings are
installed.
The above and foregoing resolution was passed and adopted by the City Council of the City of
Saratoga at a regular meeting held on the 1
st day of February, 2023, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
______________________________
Kookie Fitzsimmons, Mayor
ATTEST:
____________________________
Britt Avrit, City Clerk
1610143.1
55
City of Saratoga
No Parking on Fruitvale Avenue at Douglass Lane
Install No Parking Any Time
FROM HERE sign
N
Fruitvale AvenueDouglass Lane
Install No Parking Any Time
TO HERE sign
56
SARATOGA CITY COUNCIL
MEETING DATE:February 1, 2023
DEPARTMENT:City Manager’s Department
PREPARED BY:James Lindsay,City Manager
SUBJECT:Update to City Council Norms of Operation
RECOMMENDED ACTION:
Adopt the resolution updating the City Council Norms of Operation to provide the Mayor with the
discretion to allow Council Members to share announcements during City Council Regular
Meetings.
BACKGROUND:
During the City Council’s 2023 Study Session on December 21, 2022, the City Council discussed
practices for sharing announcements at regular City Council meetings. During the meeting, there
was consensus to revise the City Council Norms of Operation to provide flexibility in
announcement procedures. If the attached resolution is adopted, it would revise the Section 7B of
the City Council Norms of Operation as follows:
Announcements –Reserved time for the Mayor to make special announcements.
Announcements should be related to City or City-sponsored events and/or activities.
Council Members may submit announcement recommendations to the Mayor; the
Mayor has full discretion in selecting which announcements to share. Additionally, the
Mayor has full discretion to permit Council Members to share announcements and
establish guidelines for Council Member announcements.
ATTACHMENTS:
Attachment A –Resolution Amending the City Council Norms of Operation
Attachment B –Updated City Council Norms of Operation
57
RESOLUTION NO. 23-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE CITY COUNCIL NORMS OF OPERATION
WHEREAS, the City Council adopted a policy establishing Norms of Operation for City
Council (“Council Norms”) in 2004 through City Council Resolution 04-007 and has updated the
Council Norms at various times since then; and
WHEREAS, during the City Council Study Session on December 21, 2022, the City
Council discussed procedures for announcements shared during regular City Council Meetings
and there was consensus to amend the City Council Norms of Operation to provide the Mayor
with the discretion to allow members of the City Council to share announcements based on
guidelines established by the Mayor.
NOW, THEREFORE BE IT RESOLVED,that the City Council of the City of Saratoga hereby
amends the City Council Norms of Operation attached to this resolution and further resolves that
the attached document shall supersede prior resolutions, guidelines and understandings relating to
the City Council Norms of Operation.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 1
st day of February 2023 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Kookie Fitzsimmons, Mayor
ATTEST:
DATE:
Britt Avrit, MMC, City Clerk
58
CITY OF SARATOGA
CITY COUNCIL NORMS OF OPERATION
(Updated via Resolution 22-__, February 1, 2023)
Section 1. OPERATION OF CITY COUNCIL MEETINGS
A. City Council Meetings shall be conducted following the outline listed in Section 7.B. of these
Norms. Each item shall be introduced by the Mayor and heard in accordance with the Rules
of Parliamentary Procedure attached hereto as Exhibit A. The Mayor may place an item
anywhere on the agenda. During Council Items at a Regular Meeting, two City Council
Members may request an item be placed on a future agenda.
B. In order to ensure that all members of the public have an opportunity to speak and that the
Council is able to complete its business, there will be a three-minute limitation on comments
by the public except for applicants and appellants at public hearings or as otherwise provided
by law. In order to effectively enforce this rule, the City Clerk will monitor the time for each
speaker with an electronic timer. If there are more than twenty (20) identified speakers for
one item at the beginning of the public comment period or public hearing, the Mayor may
adjust the three-minute time down to two minutes per speakeror less if approved by the City
Council.
C. Closed Sessions of the City Council shall generally be conducted prior to the 7:00 p.m.
business portion of regular meetings. If necessary, Closed Sessions not completed prior to
the 7:00 p.m. business portion will be considered at the conclusion of the business portion of
the meeting, or as approved by the City Council.
D. A Special Council Meeting may be called by the Mayor with proper public notice.
E. Members of Council should not engage in debate with a member of the public or staff at
Council Meetings since these debates seldom resolve concerns and many times inflame
feelings at a public meeting. Any concerns by a member of Council over the behavior or
work of a City employee during a Council meeting should be directed to the City Manager
privately to ensure the concern is resolved.
F. Prior to the close of the public hearing or comment period Council Members may ask
questions of anyone in the audience. The public hearing and comment period are the times
for Council to receive evidence. Once the hearing or comment period is closed, the Council
deliberates based on that evidence. While Council may elect to re-open a hearing or
comment period (assume no prejudice to the rights of an applicant or appellant), it should
make every effort to get all the information it needs while the hearing or comment period
is still open. If the Council asks questions after the final presentation of the
applicant/appellant in a permit-related hearing, the Council would need to provide the
applicant/appellant with an opportunity to rebut the answers to the questions. While these
rules need not apply as strictly to hearings where due process is less of an issue (i.e., an
ordinance amendment), a uniform set of rules for all public hearings and comment periods
is desirable.
59
G. The Mayor may, with Council concurrence, call for Council consideration of agenda items
out of their prescribed order on the printed agenda.
Section 2. MEETING DECORUM
A. Appropriate attire, including shoes and shirts, are required in the Council Chambers and other
Council meeting rooms at all times. Persons in the audience will not place their feet on the
seats in front of them. No food, drink (other than bottled water with a cap), or chewing gum
is allowed in the Council Chambers and other Council meeting rooms, except as otherwise
pre-approved by City staff. All persons entering the Council Chambers and other Council
meeting rooms, including their bags, purses, briefcases and similar belongings, may be
subject to search for weapons and other dangerous materials.
B. Persons in the audience shall be respectful of others and will refrain from behavior which
will disrupt the public meeting. This includes refraining from:
-Using electronic devices except in connection with the meeting;
-Making loud noises, clapping, shouting, booing, hissingduring public testimony and
Council consideration of policy matters;
-Engaging in any activity in a manner that disturbs, disrupts or impedes the orderly
conduct of the meeting; and
-Creating, provoking or participating in any type of disturbance involving unwelcome
physical contact.
C. Interactions between the public and the Council shall be courteous and respectful. No person
who addresses the Council shall make any belligerent, personal, impertinent, irrelevant,
redundant, slanderous, loud, threatening, abusive or disparaging remark, statement or
commentary toward the Council, staff or other individuals in a manner which disrupts,
disturbs or otherwise impedes the orderly conduct of the Council meeting. Any violation of
this rule shall be grounds for terminating the person’s comment period. Council shall not be
belligerent or make disparaging commentary toward the speaker. Nothing in this section shall
prohibit or discourage orderly criticism of any City decision or policy within the limits of
these rules. If a member of the public fails to follow these rules after being warned once, the
Council may bar that individual from further testimony for the evening or remove the person
from the meeting.
D. The City Council uses computers at the dais for agenda materials. Council Members should
limit their use of computers to matters pertaining to the meeting and comply with the City’s
Electronic Communications Policy (for example, no e-mailing or other communication
during the meeting except in cases of family emergencies). In using computers at the dais
Council Members should be respectful of their fellow Council members, staff, and the
public. Council Members should not base decisions on information acquired through the
internet during a Council meeting unless the information and its source is shared with the
entire Council and the public as part of the meeting before the decision is made.
60
E. Members of the public wishing to make a slide presentation as part of their comments to the
City Council must provide the file to the City Clerk’s office at least 24 hours prior to the
meeting in a format compatible with the City’s projection system (details on these
requirements are available from the City Clerk’s office). Failure to comply will result in
the presentation being rejected. All presentations must comply with the time limits
applicable to the agenda item.
F. All materials presented to the City Council, including written materials are public records
subject to inspection in accordance with applicable laws.
Section 3. CITY COUNCIL RELATIONS WITH CITY STAFF
A. There shall be mutual respect from both staff and Council Members of their respective roles
and responsibilities when and if expressing criticism in public session.
B. City staff shall acknowledge the Council as policy makers and the City Council shall
acknowledge staff as administering the Council's policies.
C. All written requests for information or questions by City Council Members to staff shall be
directed to the City Manager, City Attorney, City Clerk, or Department Managers (with a
copy to the City Manager). All complaints should be submitted to the City Manager or, if a
complaint concerns the City Manager, to the City Attorney.
D. All written informational material requested by individual Council Members shall be
submitted by staff to all Council Members with the notation indicating which Council
Member requested the information.
E. Council shall not attempt to coerce staff in the making of appointments, the awarding of
contracts, the selection of consultants, the processing of development applications, the
granting of City licenses or permits. The Council shall not attempt to change or interfere
with the operating policies and practices of any City department.
F. Mail, including email, that is addressed to the Mayor and City Council shall be circulated by
the City Clerk to the City Council. If the communication warrants a response, the Mayor's
response, in addition to the original communication, will be submitted to the City Council
for their information.
G. The City Clerk shall open mail addressed to all Council Members unless requested not to do
so.
H. Individual Council Members shall not direct staff to initiate any action or prepare any report
that is significant in nature or initiate any project or study. All such direction shall be
provided by the City Manager or by action of a majority of the City Council at a City Council
meeting. Council Members may ask for limited resources and information for items that are
on an agenda as long as any information is distributed to all City Council Members.
61
Section 4. CITY COUNCIL AND COMMISSION RELATIONSHIP, INTERACTIONS WITH
OTHER CITY OF SARATOGA BODIES, AND RELATIONSHIPS WITH OTHER
BODIES OUTSIDE OF SARATOGA
A. Members of the City Council should not attempt to influence or publicly criticize Saratoga
Commission recommendations, or to influence or lobby individual Commission Members
on any item under their consideration. It is important for Commissions to be able to make
objective recommendations to the City Council on items before them. Members of Council
that attempt to strongly influence Commission positions on an item may prejudice or hinder
their role in reviewing the commission's recommendation as a member of the City Council.
B. Individual Council Members and Commissioners shall have the right to attend meetings of
other Saratoga governmental bodies but shall refrain from speaking or becoming involved in
the meeting's discussions. If asked a question, the Council Member or Commissioner should
indicate that he/she can only provide a personal opinion and does not speak for the Council
or Commission as a whole.
C. If a member of the City Council or a Commission appears before a non-City of Saratoga
governmental agency or organization except as a member of outside agency appointed by
the City Council to give a statement on an issue affecting the City, the Council Member or
Commissioner should first indicate the majority position and opinion of the Council or
Commission (if any). Personal opinions and comments may be expressed only if the Council
Member or Commissioner clarifies that these statements do not represent the position of the
City Council or Commission.
D. Both Council Members and Commissioners shall at all times strive to be attentive, maintain
respectful discourse in regards to one another and focus comments on the policy matters
under consideration while refrainingfrom expressing criticism of members of the Council or
a Commission or engaging in side discussions with others.
Section 5. CITY COUNCIL HANDLING OF LITIGATION AND OTHER CONFIDENTIAL OR
SENSITIVE INFORMATION
A. City Council Members shall keep all written materials and verbal information provided to
them on matters that are confidential in complete confidence to ensure that the City's
position is not compromised. No disclosure or mention of information in these materials
shall be made to anyone other than Council Members, the City Attorney or City Manager.
All negotiations and other contacts concerning matters that have come before the City
Council in closed session (including, but not limited to, property acquisition or disposal, a
pending claims or litigation, and/or employee negotiations) with the other party and/or
party’s agents or other representatives shall be limited to, and made by, the designated City
staff representative handling the negotiations, claim or litigation unless the City Council
has directed that a specific Council member to assist staff in negotiations. Except as
authorized above, no Council Member who has participated in any closed session shall
have any contact
62
or discussion with the other party or its agents or representatives concerning the matter
under consideration except during public meetings of the City Council. All public
statements, information and press releases shall be handled exclusively by the City’s
designated spokesperson.
B. The personal contact information of members of the public included as part of reports and
attachments to agenda items shall only be used in relation to that agenda item. To the
greatest extent possible, staff will work to minimize the amount of personal contact
information for members of the public published in agenda materials posted on the City
website.
Section 6. BUSINESS OF THE CITY COUNCIL
A. Seating Arrangement of the City Council – At regular City Council Meetings held in the
Civic Theater, the City Council shall be seated based on the order of the Mayoral rotation,
as set forth by the Mayoral Rotation Policy, with the Mayor seated on the left of the five
members of the City Council. The Vice Mayor shall be seated to the right of the Mayor. It
shall be at the Mayor’s discretion to determine the final seating arrangement of the City
Council.
B. City Council Reorganization – The City Council Reorganization shall be held at the
beginning of the first regular meeting of December unless the City Council calls and holds a
special meeting on the Tuesday immediately preceding the first regular meeting of
December. The floor shall be open to nominations for the purpose of electing a Mayor and
Vice Mayor to serve for the following year. Such elections shall be made by majority vote
of the Council members present at the meeting. The Mayor and Vice Mayor shall assume the
duties of their respective offices immediately upon election. The Mayor and Vice Mayor
shall serve a one-year term at the pleasure of the Council. In election years the date of the
special meeting referenced above may be changed by the City Clerk as necessary to ensure
compliance with State election laws.
C. Mayor and Council Roles – The Mayor shall act as the primary spokesperson and official
representative of the City Council, unless such responsibility is delegated by the Mayor, or
otherwise assigned by a majority vote of the City Council. The Mayor shall preside at all
meetings of the City Council. The Mayor shall execute all official City documents, warrants
and correspondence approved by City Council. The Mayor shall serve as the primary contact
for the City Manager to provide direction and advice regarding routine planning and
operational issues (i.e. meeting schedules, event dates, dispositions of correspondences, etc.).
In scheduling events, the Mayor shall give due consideration to availability of other Council
Members, the timing of the event relevant to formal City action in connection with the event
(e.g., coordinating a groundbreaking with the start of actual construction), and past practices.
Nothing in this section is intended to suggest that the position of Mayor wields formal power
or authority in excess of the other members of the City Council. Rather, the person serving
as Mayor is to be recognized as the leader of the Council, or first among equals. The Vice
Mayor shall serve and perform the functions as Mayor in the absence of the duly elected
Mayor.
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D. Council Committee/Agency Assignments
During the first meeting in December, the Mayor shall announce that new appointments for
Committee/Agency Assignments are necessary. A list of committee/agency assignments
shall be given to each Council Member. Following the meeting, each Council Member shall
provide the Mayor with a list of the Committee/Agency Assignments in which the Council
Member is interested. The Mayor shall propose appointments for Council approval at the
second City Council meeting in December.
E. Ex Parte Communications
An Ex Parte Communication occurs when a Council member receives information from a
member of the public outside of a public meeting concerning a matter to be heard by the
City Council. Ex Parte communications are an inherent part of the City of Saratoga’s
commitment to allowing City residents ample opportunity to consult with elected officials
both inside and outside of public meetings. At the same time, the City is committed to the
principle that the business of the public should be conducted in public, to ensure that
citizens are afforded the opportunity to participate in the making of decisions that affect
their lives, and the means to evaluate choices made by the City and its officers.
Where a City Council Member has received information outside of a public meeting that
the Council Member believes has a bearing on the decision and that is not reflected in the
staff report presented to the Council and the public, the Council Member should provide
that information to the rest of the Council and the public following the staff report and prior
to beginning of public testimony on the matter. This will allow the public and other
members of the Council to consider the information in forming their views on the decision
at hand.
In addition, persons affected by the decision will also have the opportunity to know the
evidence on which the decision is to be based and have an opportunity to comment on it
and, if need be, to rebut it. This approach allows all members of the public access to elected
officials and to the rationale for decisions made by those officials.
F. Issuing Proclamations, Commendations and Certificates
A proclamation is prepared at the discretion of the Mayor to proclaim a specific date or
event. Proclamations are prepared for signature by the Mayor. They may be presented at
a City Council meeting or at an event or meeting outside the City Council meeting.
A commendation is prepared at the discretion of the Mayor. A commendation may be
issued for accomplishments, such as:
Athletic/academic accomplishments
Act of heroism
Youth Accomplishments
A Community Organization’s Citizen of the Year
A Community Organization’s Business Person of the year
Outgoing elected officials
Outgoing City Commissioners
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Commendations are prepared for signature by the Mayor. They may be presented at a City
Council meeting or at an event or meeting outside the City Council meeting.
Certificates of recognition are prepared for signature by the Mayor. They may be presented
at a City Council meeting or at an event or meeting outside the City Council meeting.
G. Event Scheduling
The Mayor shall work with City staff to schedule the dates of City organized events. Due
consideration will be given to the availability of other Council Members and community
organizations involved in the event.
H. Resolutions of Support or Opposition
Resolutions of support or in opposition to a legislative action or special issue shall only be
brought before the City Council for consideration if the topic of the resolution has a specific
and identifiable impact or connection to the City of Saratoga.
Section 7. RULES OF ORDER AND PROCEDURE FOR CITY COUNCIL MEETINGS
A. Time of Meetings
Regular meetings of the City Council shall be held on the first and third Wednesday of
each month in the Civic Theater per City Code 2-10.010. Special meetings shall be held as
needed based on availability of the City Council.
B. Order of Agenda
The following is the usual order of agenda items for regular Council meetings. The Mayor
with the concurrence of Council can change the order in which items on the agenda are
heard.
Joint Meetings, Study Sessions, Commission Interviews, and Closed Session –Prior to
the start of the Regular Session at 7:00 p.m. in the Civic Theater, the City Council may
hold Joint Meetings with various Community organizations and Commissions, conduct
study sessions, hold Commission applicant interviews, or conduct Closed Sessions.
These meetings typically take place in the Administrative Conference Room at City
Hall. Location and start times may vary.
Regular Session – The City Council, unless otherwise specified on the agenda, shall
conduct the Regular Session at 7:00 p.m. in the Civic Theater.
Call to Order –The Mayor calls the regular meeting to order.
Pledge of Allegiance –The Mayor may lead or call upon a member of the public or
staff to lead the pledge.
Roll Call –A quorum constituting 3 of the 5 members of the Council is required to
conduct any Council meeting. The City Clerk calls the roll.
Report of Posting of the Agenda –The City Clerk reports on the posting of the agenda
as required by law.
Report From Closed Session – The Mayor is required to announce any action taken
during closed session before reconvening to the open session of the regular meeting.
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Report from Joint Meeting/Study Session – The Mayor, or the Mayor’s designee,
provides a summary of the Joint Meeting or Study Session held prior to the Regular
Session.
Oral Communications –During this portion, any persons who wish to address the City
Council on a subject not on the agenda may do so. Oral communications are not
intended as the means for debate or decision-making, but only for making a
presentation in person. Comment shall be limited to three minutes for members of the
public who wish to speak. The City Council may request follow up on matters raised
during Oral Communications.
Announcements – Reserved time for the Mayor to make special announcements.
Announcements should be related to City or City-sponsored events and/or activities.
Council Members may submit announcement recommendations to the Mayor; the
Mayor has full discretion in selecting which announcements to share. Additionally,
the Mayor has full discretion to permit Council Members toshare announcements
and establish guidelines for Council Member announcements.
Ceremonial Items –These items include presentation of proclamations,
commendations, certificates, appointments, administration of Oath of Office and
special introductions.
Special Presentations to Council –This portion of the meeting is for groups, agencies,
and persons to speak to the Council on special items placed on the agenda according to
the City’s standard procedures. Presenters will be given 10 minutes to make their
presentation; the Mayor may adjust the time if approved by the City Council.
Consent Calendar–These items are routine and non-controversial items of business.
Items in this section will be acted in one motion, unless removed by the Mayor or a
Council Member. Any member of the public may speak to an item on the Consent
Calendar, or request the Mayor remove an item for discussion.
Public Hearings –There are two kinds of public hearings, those required by law and
those called by the City Council of its own volition. In either event, the purpose is to
provide an opportunity for all interested persons to be heard. During appeal hearings
before the City Council, Applicants/Appellants and their representatives have a total of
ten minutes maximum for opening statements. Members of the public may comment
on any item for up to three minutes. Applicant/Appellants and their representatives
have a total of five minutes maximum for closing statements. Unless otherwise directed
by the Mayor or City Council, appeal hearings shall generally proceed as follows:
Mayor introduces item
Staff report
Council questions for staff
Appellant’s opening remarks – 10 minutes
Applicant’s opening remarks (if applicant is not appellant) – 10 minutes
Public comment
Applicant closing remarks – 5 minutes
Appellant closing remarks (if applicant is not appellant) – 5 minutes
Mayor closes the public hearing
Council discussion
Council decision
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General Business –These are general items, that may or may not been previously
considered by the Council.
Council Assignments– Provides members of the Council an opportunity to report on
matters being considered by committees, boards, and other bodies to which the Council
Member has been appointed by the Council or the Mayor. Council Members may also
report from regional committees, boards and other bodies on which the Council
Member serves in his/her capacity as a City Council Member and that have been
approved by the Mayor.
City Council Items – Provides members of the Council an opportunity to introduce
discussion/action on items not currently before the Council for consideration.
Council Communications-During this portion, Council Members may address the City
Council on subjects not on the agenda. Council communications are not intended as the
means for debate or decision-making, but only for making a presentation in person.
Comment shall be limited to two minutes per Council Member and shall not include
references to campaign activities by or in support of any Council Member. In
introducing this item the Mayor shall note the purpose of the item and explain that the
comments made are the comments of the individual Council Member speaking and not
necessarily the views of the City Council as a whole.
City Manager Items – City Manager or City Attorney may bring up other items of
interest or make announcements under this section.
Adjournment –The Mayor may adjourn the meeting or the City Council may vote to
adjourn the meeting.
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CITY COUNCIL NORMS EXHIBIT A
CITY OF SARATOGA RULES OF PARLIAMENTARY PROCEDURE1
Saratoga’s rules of parliamentary procedure are supported by the following four principles:
1.Rules should establish order. The first purpose of the rules of parliamentary
procedure is to establish a framework for the orderly conduct of meetings.
2.Rules should be clear. Simple rules lead to wider understanding and participation.
Complex rules create two classes: those who understand and participate and those
who do not fully understand and do not fully participate.
3.Rules should be user-friendly. That is, the rules must be simple enough that citizens
feel they have been able to participate in the process.
4.Rules should enforce the will of the majority while protecting the rights of the minority.
The ultimate purpose of the rules of procedure is to encourage discussion and to
facilitate decision-making by the body. In a democracy, the majority rules. The
rules must enable the majority to express itself and fashion a result, while
permitting the minority to also express itself (but not dominate) and fully
participate in the process.
The Chairperson Should Take a Back Seat During Discussions
While all members of the governing body should know and understand the rules of parliamentary
procedure, it is the chairperson (chair) who is charged with applying the rules of conduct. The
chair should be well versed in those rules, because the chair, for all intents and purposes, makes
the final ruling on the rules. In fact, all decisions by the chair are final unless overruled by the
governing body itself.
Because the chair conducts the meeting, it is common courtesy for the chair to take a less active
role than other members of the body in debates and discussions. This does not mean that the
chair should not participate in the debate or discussion. On the contrary, as a member of the
body, the chair has full rights to participate in debates, discussions and decision-making. The
chair should, however, strive to be the last to speak at the discussion and debate stage, and
should not make or second a motion unless he or she is convinced that no other member of the
body will do so.
1 These rules of parliamentary procedure are based on “Rosenberg’s Rules of Order: Simple Parliamentary
Procedures for the 21st Century” written by Dave Rosenberg and published by the League of California Cities in
2003. The procedures set forth in Rosenberg’s have been modified slightly to reflect custom, practice, and specific
code requirements in Saratoga. While these rules have been drafted to conform to requirements of State law and the
Saratoga City Code, in the event of a conflict between these procedures and those laws, the laws shall govern.
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The Basic Format for an Agenda Item Discussion
All City Council and Commission meetings have a written, published agenda. The meeting is
governed by the agenda and the agenda constitutes the agreed-upon road map for the meeting.
Each agenda item should be handled by the chair in the following basic format.
First, the chair should clearly announce the agenda item number and should clearly state
what the subject is. The chair should then announce the format that will be followed. If
any member of the body has a conflict of interest, that member announces the conflict
and need for recusal and leaves the dais at this time.
Second, following that agenda format, the chair should invite the appropriate people to
report on the item, including any recommendation they might have. The appropriate
person may be the chair, a member of the governing body, a staff person, or a committee
chair charged with providing information about the agenda item.
Third, the chair should ask members of the body if they have any technical questions for
clarification. At this point, members of the governing body may ask clarifying questions
to the people who reported on the item, and they should be given time to respond.
Fourth, the chair should invite public comments or, if appropriate at a formal public
hearing, open the hearing. Speakers are typically limited to 3 minutes; shorter time limits
may be imposed if numerous members of the public indicate a desire to speak to the
subject. At the conclusion of the public comments, the chair should announce that public
input has concluded (or that the public hearing, as the case may be, is closed).
Fifth,the chair should invite members of the body to make remarks on the matter. This
is an opportunity for members of the body to state their views on the subject before any
formal motions are made.
Sixth, the chair should invite a motion from the governing body members. The chair
should announce the name of the member who makes the motion.
Seventh, the chair should determine if any member of the body wishes to second the
motion. The chair should announce the name of the member who seconds the motion. It
is normally good practice for a motion to require a second before proceeding with it, to
ensure that it is not just one member of the body who is interested in a particular
approach.
Eighth, if the motion is made and seconded, the chair should make sure everyone
understands the motion. This is done in one of three ways:
1.The chair can ask the maker of the motion to repeat it;
2.The chair can repeat the motion; or
3.The chair can ask the secretary or the clerk of the body to repeat the
motion.
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Ninth, the chair should now invite discussion of the motion by the members of the
governing body. If there is no desired discussion or the discussion has ended, the chair
should announce that the body will vote on the motion. If there has been no discussion or
a very brief discussion, the vote should proceed immediately, and there is no need to
repeat the motion. If there has been substantial discussion, it is normally best to make
sure everyone understands the motion by repeating it.
Tenth, the chair takes a vote. Simply asking for the “ayes” and then the “nays” is
normally sufficient. If members of the body do not vote, then they “abstain.” Unless
specific laws or procedures provide otherwise, a simple majority determines whether the
motion passes or is defeated.
Eleventh, the chair should announce the result of the vote and should announce what
action (if any) the body has taken. In announcing the result, the chair should indicate the
names of the members, if any, who voted in the minority on the motion. This
announcement might take the following form: “The motion passes by a vote of 3-2, with
Smith and Jones dissenting. We have passed the motion requiring 10 days’ notice for all
future meetings of this governing body.”
Motions in General
Motions are the vehicles for decision making. It is usually best to have a motion before the
governing body prior to discussing an agenda item, to help everyone focus on the motion before
them.
The chair usually initiates the motion by:
1.Inviting the members to make a motion: “A motion at this time would be
in order.”
2.Suggesting a motion to the members, for example: “A motion would be in
order that we give 10-days’ notice in the future for all our meetings.”
3.Making the motion.
As noted, the chair has every right as a member of the body to make a motion, but normally
should do so only if he or she wishes a motion to be made but no other member seems willing to
do so.
The Three Basic Motions
Three motions are the most common:
1.The basic motion.The basic motion is the one that puts forward a
decision for consideration. A basic motion might be: “I move that we create a
five-member committee to plan and put on our annual fundraiser.”
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2.The motion to amend.If a member wants to change a basic motion that
is under discussion, he or she would move to amend it. A motion to amend might
be: “I move that we amend the motion to have a 10-member committee.” A
motion to amend takes the basic motion that is before the body and seeks to
change it in some way.
3.The substitute motion.If a member wants to completely do away with
the basic motion under discussion and put a new motion before the governing
body, he or she would “move a substitute motion.” A substitute motion might be:
“I move a substitute motion that we cancel the annual fundraiser this year.”
Motions to amend and substitute motions are often confused. But they are quite different, and so
is their effect, if passed.
A motion to amend seeks to retain the basic motion on the floor, but to modify it in some way.
A substitute motion seeks to throw out the basic motion on the floor and substitute a new and
different motion for it.
The decision as to whether a motion is really a motion to amend or a substitute motion is left to
the chair. So that if a member makes what that member calls a motion to amend, but the chair
determines it is really a substitute motion, the chair’s designation governs.
When Multiple Motions Are Before The Governing Body
Up to three motions may be on the floor simultaneously. The chair may reject a fourth motion
until the three that are on the floor have been resolved.
When two or three motions are on the floor (after motions and seconds) at the same time, the
first vote should be on the last motion made. So, for example, assume the first motion is a basic
“motion to have a five-member committee to plan and put on our annual fundraiser.” During the
discussion of this motion, a member might make a second motion to “amend the main motion to
have a 10-member committee, not a five-member committee, to plan and put on our annual
fundraiser.” And perhaps, during that discussion, a member makes yet a third motion as a
“substitute motion that we not have an annual fundraiser this year.” The proper procedure would
be as follows.
First, the chair would deal with the third (the last) motion on the floor, the substitute motion.
After discussion and debate, a vote would be taken first on the third motion. If the substitute
motion passes, it would be a substitute for the basic motion and would eliminate it. The first
motion would be moot, as would the second motion (which sought to amend the first motion),
and the action on the agenda item would be complete. No vote would be taken on the first or
second motions. On the other hand, if the substitute motion (the third motion) failed, the chair
would proceed to consideration of the second (now the last) motion on the floor, the motion to
amend.
If the substitute motion failed, the chair would then deal with the second (now the last) motion
on the floor, the motion to amend. The discussion and debate would focus strictly on the
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amendment (should the committee be five or 10 members). If the motion to amend passed, the
chair would now move to consider the main motion (the first motion) as amended. If the motion
to amend failed, the chair would now move to consider the main motion (the first motion) in its
original format, not amended.
Third, the chair would now deal with the first motion that was placed on the floor. The original
motion would either be in its original format (five-member committee) or, if amended, would be
in its amended format (10-member committee). And the question on the floor for discussion and
decision would be whether a committee should plan and put on the annual fundraiser.
To Debate or Not to Debate
The basic rule of motions is that they are subject to discussion and debate. Accordingly, basic
motions, motions to amend, and substitute motions are all eligible, each in their turn, for full
discussion before and by the body. The debate can continue as long as members of the body
wish to discuss an item, subject to the decision of the chair that it is time to move on and take
action. There are exceptions to the general rule of free and open debate on motions. The
exceptions all apply when there is a desire of the body to move on. The following motions are
not debatable (that is, when the following motions are made and seconded, the chair must
immediately call for a vote of the body without debate on the motion):
A motion to adjourn.This motion, if passed, requires the body to immediately adjourn
to its next regularly scheduled meeting. This motion requires a simple majority vote.
A motion to recess.This motion, if passed, requires the body to immediately take a
recess. Normally, the chair determines the length of the recess, which may range from a
few minutes to an hour. It requires a simple majority vote.
A motion to fix the time to adjourn. This motion, if passed, requires the body to
adjourn the meeting at the specific time set in the motion. For example, the motion might
be: “I move we adjourn this meeting at midnight.” It requires a simple majority vote.
A motion to table.This motion, if passed, requires discussion of the agenda item to be
halted and the agenda item to be placed on “hold.” The motion may contain a specific
time in which the item can come back to the body: “I move we table this item until our
regular meeting in October.” Or the motion may contain no specific time for the return
of the item, in which case a motion to take the item off the table and bring it back to the
body will have to be taken at a future meeting. A motion to table an item (or to bring it
back to the body) requires a simple majority vote.
A motion to limit debate.The most common form of this motion is to say: “I move the
previous question” or “I move the question” or “I call for the question.” When a member
of the body makes such a motion, the member is really saying: “I’ve had enough debate.
Let’s get on with the vote.” When such a motion is made, the chair should ask for a
second to the motion, stop debate, and vote on the motion to limit debate. The motion to
limit debate requires a two-thirds vote of the body. Note that a motion to limit debate
could include a time limit. For example: “I move we limit debate on this agenda item to
15 minutes.” Even in this format, the motion to limit debate requires a two-thirds vote of
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the body. A similar motion is a motion to object to consideration of an item. This
motion is not debatable, and if passed, precludes the body from even considering an item
on the agenda. It also requires a two-thirds vote.
Majority and Super-Majority Votes
In a democracy, decisions are made with a simple majority vote. A tie vote means the motion
fails. So in a five-member body, a vote of 3-2 passes the motion. A vote of 2-2 with one
abstention means the motion fails. If one member is absent or recused and the vote is 2-2, the
motion still fails.
All motions require a simple majority, but there are a few exceptions. The exceptions occur
when the body is taking an action that effectively cuts off the ability of a minority of the body to
take an action or discuss an item. These extraordinary motions require a two-thirds majority (a
super-majority) to pass:
Motion to limit debate.Whether a member says, “I move the previous question,” “I
move the question,” “I call for the question” or “I move to limit debate,” it all amounts to
an attempt to cut off the ability of the minority to discuss an item, and it requires a two-
thirds vote to pass.
Motion to close nominations.When choosing officers of the body, such as the chair,
nominations are in order either from a nominating committee or from the floor of the
body. A motion to close nominations effectively cuts off the right of the minority to
nominate officers, and it requires a two-thirds vote to pass.
Motion to object to the consideration of a question.Normally, such a motion is
unnecessary, because the objectionable item can be tabled or defeated straight up.
However, when members of a body do not even want an item on the agenda to be
considered, then such a motion is in order. It is not debatable, and it requires a two-thirds
vote to pass.
Motion to suspend the rules.This motion is debatable, but requires a two-thirds vote to
pass. If the body has its own rules of order, conduct or procedure, this motion allows the
body to suspend the rules for a particular purpose. For example, the body (a private club)
might have a rule prohibiting the attendance at meetings by non-club members. A
motion to suspend the rules would be in order to allow a non-club member to attend a
meeting of the club on a particular date or on a particular agenda item.
The Motion to Reconsider
There is a special and unique motion that requires a bit of explanation all by itself: the motion to
reconsider. A tenet of parliamentary procedure is finality. After vigorous discussion, debate and
a vote, there must be some closure to the issue. And so, after a vote is taken, the matter is
deemed closed, subject only to reopening if a proper motion to reconsider is made. The
standards for reconsideration are set forth in the City Code.
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Courtesy and Decorum
The rules of order are meant to create an atmosphere where the members of the body and the
members of the public can attend to business efficiently, fairly and with full participation. And
at the same time, it is up to the chair and the members of the body to maintain common courtesy
and decorum. Unless the setting is very informal, it is always best for only one person at a time
to have the floor, and it is always best for every speaker to be first recognized by the chair before
proceeding to speak.
The chair should always ensure that debate and discussion of an agenda item focus on the item
and the policy in question, not on the personalities of the members of the body. Debate on policy
is healthy; debate on personalities is not. The chair has the right to cut off discussion that is too
personal, too loud or too crude.
Debate and discussion should be focused, but free and open. In the interest of time, the chair
may, however, limit the time allotted to speakers, including members of the body. Can a
member of the body interrupt the speaker? The general rule is no. There are, however,
exceptions. A speaker may be interrupted for the following reasons:
Privilege.The proper interruption would be: “Point of privilege.” The chair would then
ask the interrupter to “state your point.” Appropriate points of privilege relate to
anything that would interfere with the normal comfort of the meeting. For example, the
room may be too hot or too cold, or a blowing fan might interfere with a person’s ability
to hear.
Order.The proper interruption would be: “Point of order.” Again, the chair would ask
the interrupter to “state your point.” Appropriate points of order relate to anything that
would not be considered appropriate conduct of the meeting; for example, if the chair
moved on to a vote on a motion that permits debate without allowing that discussion or
debate.
Appeal.If the chair makes a ruling that a member of the body disagrees with, that
member may appeal the ruling of the chair. If the motion is seconded and after debate, if
it passes by a simple majority vote, then the ruling of the chair is deemed reversed.
Call for orders of the day.This is simply another way of saying, “Let’s return to the
agenda.” If a member believes that the body has drifted from the agreed-upon agenda,
such a call may be made. It does not require a vote, and when the chair discovers that the
agenda has not been followed, the chair simply reminds the body to return to the agenda
item properly before them. If the chair fails to do so, the chair’s determination may be
appealed.
Withdraw a motion.During debate and discussion of a motion, the maker of the motion
on the floor, at any time, may interrupt a speaker to withdraw his or her motion from the
floor. The motion is immediately deemed withdrawn, although the chair may ask the
person who seconded the motion if he or she wishes to make the motion, and any other
member may make the motion if properly recognized.
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Special Notes About Public Input
The rules outlined here help make meetings very public-friendly. But in addition, and
particularly for the chair, it is wise to remember three special rules that apply to each agenda
item:
Rule One:Tell the public what the body will be doing.
Rule Two:Keep the public informed while the body is doing it.
Rule Three:When the body has acted, tell the public what the body did.
Public input is essential to a healthy democracy, and community participation in public meetings
is an important element of that input. The challenge for anyone chairing a public meeting is to
accommodate public input in a timely and time-sensitive way, while maintaining steady progress
through the agenda items. The rules presented here for conducting a meeting are offered as tools
for effective leadership and as a means of developing sound public policy.
965350.1
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SARATOGA CITY COUNCIL
MEETING DATE: February 1, 2023
DEPARTMENT: City Manager’s Department
PREPARED BY: Kayla Nakamoto, Administrative Analyst
SUBJECT: Paint the City 2023 Program and Locations
RECOMMENDED ACTION:
Approve the locations recommended by the Public Art Commission for the 2023 Paint the City
program, including: 1) Saratoga Avenue at State Route 85 North; 2) Saratoga Avenue at State
Route 85 South; and, 3) Saratoga Avenue at Dagmar. Authorize staff to pro ceed with next steps
of the Paint the City program and to seek State approvals to paint the utility boxes at the two
Saratoga Avenue at State Route 85 locations.
BACKGROUND:
The Paint the City program began in 2018 and has been an annual Public Art Program since. This
program invites Saratoga residents to apply to paint a utility box. Through the program, 20 utility
boxes throughout the City have been painted.
The Public Art Commission recommended the following 3 locations, which includes 2 utility
boxes owned by the California Department of
Transportation (Caltrans) to avoid recycling City utility
box locations that are already painted:
1. Saratoga Avenue at State Route 85 North (Caltrans)
2. Saratoga Avenue at State Route 85 South (Caltrans)
3. Saratoga Avenue at Dagmar (City)
With City Council approval of the Paint the City locations,
the City will open the public application process. After the
application deadline, staff will review applications to
determine if minimum criteria has been met. Artist(s) must reside in Saratoga and be at least 10
years old (groups of artists that meet these requirements will be considered). Artist(s) may only
submit one application per utility box location. Artists selected during this Paint the City cycle will
not be considered as part of the next program.
The Public Art Commission will select up to 3 designs per utility box location and residents will
be invited to select their favorite design at each location. The highest ranked design at each location
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will then be presented to the Public Art Commission to make a recommendation to the City Council
to accept the artwork and authorize a stipend of $600 per artist in accordance with the Public Art
Policy.
An estimated timeline for this cycle of the Paint the City program is below. The timeline may
change depending on the amount of time needed to complete the approval process to paint Caltrans
utility boxes. Furthermore, the Commission may need to revisit Paint the City locations if the
City’s request to paint State utility box locations are denied.
Timing Milestone
February 1, 2023 City Council consideration and approval of the Public Art Commission recommended
program and locations
February 2023 Application Period
March 20, 2023 Public Art Commission develop recommended Top 3 selections for each location
March – April 2023 Public Voting on Top 3 selections at each location
May 2023 Commission recommendation to City Council on final artwork at each location
May 17, 2023 City Council consideration of Commission recommended artwork
June – July 2023 Utility box painting
ATTACHMENTS:
Attachment A – Public Art Policy
77
RESOLUTION NO. 21-048
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARA TOGA
CREATING A NEW PUBLIC ART POLICY
WHEREAS, the City Council of the City of Saratoga adopted Resolution 21-010
establishing the current Public Art Policy; and
WHEREAS , the City Council has established a Public Art Commission and wishes to
create a new Public Art Policy that reflects creation of this Commission and the City Council's
expectations for City of Saratoga public art efforts.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga hereby
replaces the Public Art Policy adopted by Resolution 21-010 with the attached Public Art Policy
and declares that this resolution shall replace and supersede all prior resolutions , policies, and
understandings relating to the Public Art Policy.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 16 111 day of June 2021 by the following vote :
AYES : Mayor Yan Zhao , Vice Mayor Tina Walia, Council Members Mary-Lynne
Bernald , Kookie Fitzsimmons , Rishi Kumar
NOES :
ABSENT:
ABSTAIN:
A~
eiefetSChl{e1 der , CMC
City Clerk
Yan Zhao , Mayor
DATE : ~/J.'J/"WV/
78
CITY OF SARATOGA PUBLIC ART POLICY
Adopted June 16, 2021 via Resolution 21-048
The City Council of the City of Saratoga has approved this policy concerning the placement of
public art or exhibits on City property.
1. Placement of public art or exhibits on City property shall be reviewed by the Public Art
Commission and the recommendation of the Commission shall be presented to the City
Council prior to Council consideration of placement of public art or exhibits on City
property. Placement of public art or exhibits on City property must be approved by a
majority vote of the City Council.
2. The Public Art Commission may recommend City of Saratoga public art programs and
activities for consideration and approval by a majority vote of the City Council.
3. The Public Art Commission shall recommend art on City property and City public art
programs/activities only if they meet the following criteria:
a) Artwork/exhibits do not impede typical uses of the site where they are proposed to be
installed
b) Artwork/exhibits are appropriate in scale, media, and context with the intended display
location
c) Artwork/exhibits do not contain political statements or symbols, religious reference or
symbols, profane or offensive content, graffiti-like style artwork, copyrighted or
trademarked material, or corporate or organizational references, branding, or symbols
d) Artwork/exhibits are suitable for display to a diverse audience, including children, and
should help create a sense of place and community
e) There is evidence of community support for the artwork/exhibit
f) Artwork/exhibits installed outdoors are able to withstand an outdoor environment through
the public display period
g) Artwork/exhibits do not pose a threat to public safety
City of Saratoga Public Art Policy (Adopted June 16, 2021 via Resolution 21-048) -Page 1 of 1
79
SARATOGA CITY COUNCIL
MEETING DATE:February 1, 2023
DEPARTMENT:Public Works
PREPARED BY:John Cherbone, Public Works Director
_____
SUBJECT: Winter Storm Damage Report – Appropriation of $450,000 Emergency Fund
_____
RECOMMENDED ACTION:
Receive report and adopt a resolution authorizing 2023 Storm Fund emergency appropriations in
the amount of $450,000.
BACKGROUND:
Winter storms in December 2022 and January 2023 resulted in severe damage throughout the
Bay Area, prompting the proclamation of a local emergency in Saratoga, a state of emergency
proclamation, and recently a national disaster declaration that includes Santa Clara County. The
City estimates that damages will cost $350,000 to repair and is requesting an appropriation of
$450,000 in 2023 Storm Funds to cover these expenses as well as any others that may be later
identified
Trees
At least 13 trees and 15 large tree limbs were removed from roads as a result of the December
and January storms.. The City’s two tree contractors assisted City crews with removal of the
debris. The most critical location was on Quito Road near Montpere Way where a large
Eucalyptus Tree tipped onto another tree. It took City crews and contractor three days to remove
the tree. Total tree removal costs are expected to be greater than $100,000.
Additionally, the Community Development Department has issued 29 tree permits for the
removal of 64 dead, fallen and damaged trees on private property since January 1. The total
number of fallen trees on private property is likely much larger as not all homeowners will notify
the City of fallen tree removals. Additional permit applications are also expected as property
owners take stock of damage caused by the storm.
Unfortunately, most trees that fall are large mature trees that can be more than 100 years old.
These older trees tend to fall as a result of weak root structures, a top heavy canopy, and loss of
strength due to pests. Tree damage was from recent storms was also compounded by extreme
drought conditions. The many years of drought have killed or weaken many trees in Saratoga,
80
especially nonnative trees. These conditions coupled with saturated soil and strong winds are the
main cause of trees lost this winter.
Mudslides
Saratoga is prone to mudslides and are a common occurrence in winter especially in the hillsides.
This winter there have been four notable mudslides at two different segments of Pierce Road,
Mt. Eden Road, and Bolhman Road that required the assistance of a construction contractor.
Citywide there were numerous smaller mudslides removed by city staff. Total cost of repairs and
damages is estimated at $35,000.
City Storm Drainage System
Localized flooding on City streets kept Public Work crews extremely busy during the storms.
The extreme amount of rainfall overwhelmed some areas because drains were either plugged
with debris or the systems were not designed for the large volume of water from the storm.
Two major storm drain failures occurred during the storms. The first occurred in Parker Ranch
adjacent to a city trail. The storm drained failed, causing severe erosion to the storm drain outfall
and trail. The trail segment has been temporary closed until repairs are completed. Cost for
repairs are estimated to be $100,000.
The second failure occurred to a culvert pipe underneath Pierce Road near Pike Road. The failure
caused severe erosion to the roadway embankment. This incident was deemed an emergency
repair to save Pierce Road from complete failure. Repair work began Monday, and the roadway
embankment is scheduled to take one week to repair. Additionally, the old corrugated metal pipe
will need to be slip lined with a new pipe in the spring or summer to fully repair the culvert. The
current cost estimate for repairs is $150,000.
FISCAL IMPACT
Revenueto offset the $450,000 appropriation isfinancial relief available underthe state and federal
emergency declarations. Any shortfall between actual emergency relief revenue and emergency
expenditures will exacerbate the projected General Fund deficit in 2023-24.
ATTACHMENT:
Attachment A - Resolution appropriating $450,000 emergency storm fund.
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RESOLUTION NO. _______
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
TO AUTHORIZE 2023 STORM FUND EMERGENCY APPROPRIATIONS
WHEREAS, City Council adopted Resolution no. 23-001 proclaiming the 2023 Storm
Emergency at their January 10, 2023 special meeting, and
WHEREAS, initial damage estimates of 2023 Storm emergency impacts totaled $350,000 as
submitted to State and Federal agencies, and
WHEREAS, the initial damage estimate includes the imminent failure of a section of Pierce
Road making the roadway unstable and posing threat to life, safety, and environment, and
includes a landslide of the creek embankment adjacent to the Parker Ranch Trail making the trail
unsafe and impassable and posing threat to life, safety, and environment; and
WHEREAS, Saratoga Municipal Code Section 2-45.030 (o) excludes the purchase of
supplies or services made in connection with a proclaimed emergency, and
WHEREAS,it is necessary to establish budgets for 2023 Storm Fund expenditures to track
project eligible State and Federal emergency reimbursement requests,
NOW, THEREFORE, BE IT RESOLVED,that the City Council of the City of Saratoga
hereby authorizes an expenditure budget of $450,000 in the 2023 Storm Fund as follows:
$200,000 for Miscellaneous Citywide Storm Damage Mitigation
$150,000 for the Pierce Road Culvert and Roadway Repairs Project
$100,000 for the Parker Ranch Trail Culvert and Trail Repairs Project
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BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at
a regular meeting of the Saratoga City Council held on the 1st day of February 2023 by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
_________________________
Kookie Fitzsimmons, Mayor
City of Saratoga
ATTEST:
_______________________
Britt Avrit, City Clerk
City of Saratoga
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SARATOGA CITY COUNCIL
MEETING DATE: February 1, 2023
DEPARTMENT: City Manager’s Department
PREPARED BY: Crystal Bothelio
SUBJECT: Overview of Community Services Support
RECOMMENDED ACTION:
Receive report summarizing the support provided by the City for various community organizations
that serve the City and/or community.
BACKGROUND:
The City of Saratoga provides support and services to the community through a number of
organizations using facility lease or use agreements, service agreements, and support grants. A
description of these organizations is below. Attachment A includes links to current agreements as
well as associated revenues and expenditures for Fiscal Year 2022/23.
Organization Description
Friends of the
Saratoga Libraries
The Friends of the Saratoga Libraries is a non-profit, all-volunteer
organization founded in 1972 that is dedicated to raising funds for
library enhancements and programs. The Friends operate the Book-Go-
Round, a City building in downtown Saratoga, and all proceeds benefit
the Saratoga Library. The Friends make an annual contribution of
$150,000 to Saratoga Library through memberships, donations and
books sales.
Hakone Foundation The Hakone Foundation is a non-profit organization that manages
Hakone Gardens, a City park. In addition to operating the gardens, the
Hakone Foundation works toward independence from public financing
by encouraging membership contributions, managing rentals of the
buildings and gardens and by sponsoring programs.
Saratoga Area Senior
Coordinating Council
(SASCC)
SASCC is a non-profit organization founded in 1979 to provide access to
physical and social activities along with resource services that improve the
overall quality of life for older adults in the community. SASCC operates the
City’s Senior Center and Adult Care Center under its agreement with the City.
Other services include RYDE and publication and distribution of the Outlook.
84
Saratoga Historical
Foundation
The Saratoga Historical Foundation was established in November 1962
by Florence Russell Cunningham, who was an avid collector of
Saratoga memorabilia and willed her collection and the money from
her estate to establish a Museum for Saratoga. Her dream of a Museum
for Saratoga became a reality in 1976 when the Swanee store and the
Jarboe-McWilliams House were moved to their present sites in
downtown Saratoga and dedicated for use as a Museum in 1976. This
property and the buildings are owned by the City while the museum is
operated by Saratoga Historical Foundation volunteers.
Los Gatos Saratoga
(LGS) Recreation
LGS Recreation was formed in 1956 by the Los Gatos-Saratoga Union
High School District and later re-organized by three local school
districts as a separate joint powers agency to ensure the effective and
efficient provision of community education and recreation services to
the communities of Los Gatos, Saratoga, Monte Sereno and Mountain
communities. LGS Recreation has operated the City’s recreation
programming since 2019.
Santa Clara County
Library District The Santa Clara County Library District is a Joint Powers Authority
(JPA) that oversees operation of District libraries in Saratoga,
Campbell, Cupertino, Gilroy, Los Altos, Los Altos Hills, Milpitas, and
Morgan Hill. The District has used the Saratoga Library, a City facility,
to provide library services to the residents of Saratoga and Monte
Sereno for many years.
Santa Clara County
FireSafe Council
The Santa Clara County FireSafe Council is a non-profit that seeks to
work with residents across the county to protect their homes,
communities, and environments from wildfires. The City of Saratoga
has contracted with the FireSafe Council since 2013 to provide a
variety of wildfire preparedness and mitigation services to the Saratoga
community. Most recently this has included a dead tree removal rebate
program, free chipping, home ignition zone inspections, coaching for
neighborhoods working towards becoming a Firewise Community, and
guidance on City fuel reduction projects.
Saratoga Chamber of
Commerce
The Saratoga Chamber of Commerce works with neighboring
Chambers, local government, and business-related agencies to promote
the business interests of Chamber remembers to keep the community
vital. The Chamber of Commerce hosts a variety of events in Saratoga,
including the Holiday Wine Stroll and Classic & Cool Car Show. The
Chamber also provides tourism and information services under its
agreement with the City.
Saratoga Community
Access Cable TV
Foundation (KSAR)
KSAR is a non-profit organization responsible for operating the Public,
Educational, and Government Access channels for the community of
Saratoga. KSAR operates a studio at West Valley College and provides
facilities, training and support to members of the community who wish
to use this medium for the free expression of ideas. KSAR also records
regular City Council Meetings, regular Planning Commission
meetings, and a variety of community events.
85
Catholic Charities of
Santa Clara County
Catholic Charities of Santa Clara County Long Term Ombudsman Program
provides advocacy and support for people age 60 and older living in nursing
and residential care facilities. Services include complaint investigation,
response to elder and dependent adult abuse reports for residents in care
facilities, and witnessing of Advanced Health Care Directives for residents in
nursing homes.
United Way Bay Area United Way Bay Area operates the toll-free 211 line that Bay Area
residents can call to connect with a variety of resources, including basic
needs (such as food, clothing, emergency shelters), physical and mental
health services, employment assistance, support for seniors, and
volunteer opportunities. Additionally, 211 can be used during disasters
to share information, such as evacuation routes, food and shelter
locations, and to access housing support during the recovery process.
The 211 services are confidential and available 24 hours per day and in
more than 150 languages.
West Valley
Community Services
West Valley Community Services is a non-profit located in Cupertino
that was founded in 1973 and provides a continuum of basic needs,
family support services, and housing services, including food pantry
services. West Valley Community Services serves Saratoga, Cupertino,
West San Jose, Los Gatos, Monte Sereno, and nearby areas in the Santa
Cruz Mountains.
ATTACHMENTS:
Attachment A – Fiscal Year 2022/23 Matrix of Community Support Services
REVISIONS & UPDATES:
• Supplemental memo added on February 1, 2023 to provide additional information about
services to residents
86
Attachment A – Fiscal Year 2022/23 Matrix of Community Support Services
Organization Facility Lease/Use Payment Services Payment Support Grant Event Support
Current Agreement
(with links)
Friends of the Saratoga
Libraries
No cost Expires 09/30/2027
Hakone Foundation No cost $25,000 annual allocation from City
for infrastructure improvements
$5,000 for Hakone Matsuri
Law enforcement for public
events as requested
Expires 09/01/2075
Saratoga Area Senior
Coordinating Council (SASCC)
No cost $46,015 for Senior Center services
$24,891 for Adult Care services
Lease expires
04/30/2024
Services agreement
expires 06/30/2023
Saratoga Historical Foundation No cost
$5,000 for Blossom Festival Expires 01/01/2026
Los Gatos Saratoga (LGS)
Recreation
$14,500 lease until meeting 2019
participation levels (FY 2022/23 lease
would otherwise be $51,000)
Expires 06/30/2026
Santa Clara County Library
District
$5,000/year payment to City up to
$25,000 for exterior maintenance
Expires 11/01/2033
Santa Clara County FireSafe
Council
$50,000 for wildfire preparedness
and mitigation services
Expires 06/30/2023
Saratoga Chamber of
Commerce
$17,148 for tourism and information
services
$15,000 for miscellaneous
events (Event Grant)
$22,000 for Car Show Road
Closure (Street Closure Grant)
Expires 06/30/2024
Saratoga Community Access
Cable TV Foundation (KSAR)
$39,166 for meeting and event
recording services
$100,000 balance of PEG Funds for
eligible expenses
Expires 06/01/2026
Catholic Charities of Santa Clara
County
$5,000 for Long Term Care
Ombudsmen Program
No agreement
United Way Bay Area $2,000 for 211 No agreement
West Valley Community Services $28,000 for safety net services No agreement
87
CITY OF SARATOGA
Memorandum
To: Mayor Fitzsimmons & Members of the Saratoga City Council
From: Crystal Bothelio
Date: February 1, 2023
Subject: Item 2.3 Overview of Community Services Support – Additional Information
Following publication of the February 1, 2023 agenda packet, staff was asked to provide additional
information about residents served by the organizations that receive a services or support grant
payment of $28,000 to directly provide services to the community. These organizations include:
Santa Clara County FireSafe Council, Saratoga Area Senior Coordinating Council (SASCC), and West
Valley Community Services. Data from these organizations about services recently provided to the
community is summarized below.
Organization Service Funded Funding Summary of Recent Services
Santa Clara
County FireSafe
Council
Wildfire
Preparedness &
Mitigation
$50,000 Fiscal Year 2021/22
• Dead Tree Rebates: 4
• Chipping Participation: 33
• Hazardous Ignition Zone Inspection: 20
Fiscal Year 2022/23 to Date
• Dead Tree Rebates: 4
• Chipping Participation: Scheduled for
spring
• Hazardous Ignition Zone Inspection: 7
SASCC Senior Center
Adult Care Center
$46,015
$24,891
Senior Center Memberships (Dec. 2022)
• 142 Residents
• 147 Non-Residents
Senior Center Class Participation (Oct. – Dec
2022)
• 3,425
Adult Care Center Remote Members
• Residents
o 3 (Oct. 2022)
o 3 (Nov. 2022)
o 3 (Dec. 2022)
88
• Non-Residents
o 4 (Oct. 2022)
o 4 (Nov. 2022)
o 4 (Dec. 2022)
Adult Care Center In-Person Members
• Residents
o 6 (Oct. 2022)
o 6 (Nov. 2022)
o 6 (Dec. 2022)
• Non-Residents
o 9 (Oct. 2022)
o 10 (Nov. 2022)
o 11 (Dec. 2022)
Adult Care Center Class Participation (Oct. –
Dec. 2022)
• 1,864
Outlook Distribution Total (Dec. 2022)
• 31,247 Residents
RYDE Completed Rides (Oct. – Dec. 2022)
• 892 Total
• 455 Residents
Meals Delivered (Oct. – Dec. 2022)
• 234
Community Events (Oct. – Dec. 2022)
• Veterans Day Lunch
• Scarecrow Competition Co-Sponsor
• Daughters of the American Revolution
Luncheon Host (3 total)
• Wreaths Across American Participant
West Valley
Community
Services
Safety Net Services $28,000 Fiscal Year 2021/22 Totals
• 1,530 new clients
• 4,450 people assisted
• 1,027,05 meals made possible through
food pantries
• $2,376,726 emergency rental assistance
Saratoga Specific Services Fiscal Year 2021/22
• 34 new Saratoga clients
• 10% of all clients reside in Saratoga
• 180 clients accessed Park-it Market at
Fellowship Plaza in Saratoga
89
• 165 Saratoga residents participated in
special programs (Back to School & Gift
of Hope)
• 3 Saratoga households received
emergency rental/utility assistance
Saratoga Services Fiscal Year 2022/23 to Date
• 5 new Saratoga household clients
• 156 households accessed West Valley
Community Services Pantry
• 111 households accessed Park-it Market
• 140 households participated in special
programs
• 1 household received rental assistance
90
Overview of
Community Services Support
91
City Facility
•Organization
has a lease or
use
agreement to
use a City
owned
facility in
Fiscal Year
2022/23.
Services
•Organization
is receiving
payment to
provide
services in
Fiscal Year
2022/23.
Grant
•Organization
is receiving
grant from
City in Fiscal
Year
2022/23.
Events
•Some
organizations
also receive
in-kind or
monetary
support for
events
Support
92
Organization Facility Lease/Use Payment
Friends of the Saratoga Libraries
Agreement expires 09/30/2027
No cost
Hakone Foundation
Agreement expires 09/01/2075
No cost
Saratoga Area Senior Coordinating Council
(SASCC)
Lease expires 04/30/2024
No cost
Saratoga Historical Foundation
Lease expires 01/01/2026
No cost
Los Gatos Saratoga (LGS) Recreation
Lease expires 06/30/2026
$14,500 lease until meeting 2019 participation levels (FY
2022/23 lease would otherwise be $51,000)
Santa Clara County Library District
Agreement expires 11/01/2033
$5,000/year payment to City up to $25,000 for exterior
maintenance
Facilities
93
Organization Services Payment
Hakone Foundation
Agreement expires 09/01/2075
$25,000 annual allocation from City for infrastructure
improvements
Saratoga Area Senior Coordinating Council
(SASCC)
Services agreement expires 06/30/2023
$46,015 for Senior Center services
$24,891 for Adult Care services
Santa Clara County FireSafe Council
Agreement expires 06/30/2023
$50,000 for wildfire preparedness and mitigation services
Saratoga Chamber of Commerce
Agreement expires 06/30/2024
$17,148 for tourism and information services
Saratoga Community Access Cable TV
Foundation (KSAR)
Agreement expires 06/01/2026
$39,166 for meeting and event recording services
$100,000 balance of PEG Funds for eligible expenses
Services
94
Grant
Organization Support Grant
Catholic Charities of Santa Clara County $5,000 for Long Term Care Ombudsmen Program
United Way Bay Area $2,000 for 211
West Valley Community Services $28,000 for safety net services
95
Event Support
Organization Event Support
Hakone Foundation $5,000 for Hakone Matsuri
Law enforcement for public events as requested
Saratoga Historical Foundation $5,000 for Blossom Festival
Saratoga Chamber of Commerce $15,000 for miscellaneous events (Event Grant)
$22,000 for Car Show Road Closure (Street
Closure Grant)
96
SARATOGA CITY COUNCIL
MEETING DATE:February 1, 2023
DEPARTMENT:City Manager’s Department
PREPARED BY:Britt Avrit, MMC, City Clerk
SUBJECT:Resolution Regarding Teleconferenced Public Meetings for the City
Council and all City Brown Act Bodies (Commissions & Committees)
pursuant to Assembly Bill 361
RECOMMENDED ACTION:
Adopt the resolution authorizing teleconferenced public meetings for the City of Saratoga City
Council and all City of Saratoga Brown Act Bodies pursuant to Assembly Bill 361 through
February 2023.
BACKGROUND:
On October 20, 2021 the City Council adopted a Resolution that enabled the City Council and
all Brown Act bodies of the City to continue to meet remotely in accordance with AB 361.
This state law waives standard teleconference requirements under the Brown Act and allows
cities to meet remotely based on a state of emergency proclaimed by the Governor when the
city determines that either: 1) state or local public health officials have required or recommend
social distancing; or 2) the emergency continues to directly impact the ability to meet safely
in person. On October 5, 2022, the City Council voted to allow members of the City Council,
Commissions, and public to participate in meetings in person or remotely starting with the
November 2, 2022 City Council Regular Session.
Pursuant to AB 361, the City Council must reaffirm AB 361 findings every 30 days to provide
City Council and Commission Members with the option to attend meetings virtually.
City of Saratoga Brown Act bodies may continue to meet virtually under the streamlined rules of
AB 361 if the emergency declaration expires so long as social distancing continues to be required
or recommended by a state or local public health official, and if the City Council has taken action
to reconfirm findings pursuant to AB 361. On December 29, 2022 the Santa Clara County Health
Officer rescinded the recommendation regarding continued remote public meetings of
governmental entities and it is anticipated the state of emergency proclaimed by the Governor will
expire on February 28, 2023. The Contra Costa Health Officer continues to recommend
teleconference meetings where practical to minimize risk of transmission of COVID 19 during a
public meeting.
97
It is recommended that the City Council confirm findings pursuant to AB 361 this last time to
allow City Commissioners time to adjust to returning to in-person meetings. Assuming that the
state of emergency expires as expected on February 28, 2023, beginning March 1, 2023, members
of the City Council and other City Brown Act bodies will no longer have the option to attend
meetings virtually under the streamlined rules of AB 361; Brown Act rules in place prior to the
COVID-19 pandemic and state of emergency will apply. Pursuant to City Council Policy, members
of the public will generally have the option to attend meetings of the City Council and City Brown
Act bodies in-person or virtually.
ATTACHMENT:
Attachment A – Resolution authorizing teleconferenced public meetings through February 2023
1610590.1
98
RESOLUTION NO. 23-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AUTHORIZING TELECONFERENCED PUBLIC MEETINGS FOR THE CITY OF
SARATOGA CITY COUNCIL AND ALL CITY OF SARATOGA BROWN ACT BODIES
PURSUANT TO ASSEMBLY BILL 361 THROUGH FEBRUARY 2023
WHEREAS, COVID-19 (also known as the “Coronavirus Disease”) is a respiratory disease
which was first detected in China and has now spread across the globe; and
WHEREAS, on January 31, 2020, the United States Secretary of Health and Human Services
declared a public health emergency based on the threat caused by COVID-19, and the President of the
United States issued a Proclamation Declaring a National Emergency concerning COVID-19 beginning
March 1, 2020; and
WHEREAS, in response to COVID-19, the Governor of the State of California issued a
Proclamation of a State of Emergency on March 4, 2020; and
WHEREAS, the state of emergency proclaimed by the Governor on March 4, 2020, related
to the COVID-19 pandemic is expected to be rescinded as of February 28, 2023; and
WHEREAS, Assembly Bill 361 was signed by the Governor and became effective
October 1, 2021, enacting certain changes to the Brown Act as set forth in Government Code section
54953; and
WHEREAS,AB 361 authorizes local legislative bodies to continue having purely virtual
meetings using teleconferencing and virtual meeting technology as long as there is a gubernatorial
"proclaimed state of emergency," and either (1) state or local officials impose or recommend measures
that promote social distancing or (2) the legislative body finds that meeting in person would present
an imminent safety risk to attendees; and
WHEREAS, while the Santa Clara Health Officer has rescinded the recommendation for
social distancing, the Contra Costa County Health Officer continues to recommend social distancing.
NOW, THEREFORE,the City Council of the City of Saratoga in compliance with AB 361 and
in order to continue to meet via teleconference through February 2023 without the usual requirements
of the Brown Act hereby:
1.Finds that City Council has considered the circumstances of the COVID-19 state of emergency
and t has determined:
The state of emergency as a result of COVID-19 continues to directly impact the ability of the
members of City Council and the members of the City’s Boards and Commissions to meet safely
in person; and
The Contra Costa County Health Officer continues to recommend teleconference meetings
where practical to minimize risk of transmission of COVID 19 during a public meeting.
99
Resolution 23-
Page 2
2.Declares that as a result of the findings in provision 1 above, the City Manager is authorized to
implement teleconferenced public meetings for the City Council and all the City of Saratoga’s Brown
Act bodies, as defined by the Ralph M. Brown Act pursuant to Assembly Bill 361 only through
February 28, 2023.
3.This Resolution shall become effective immediately.
PASSED AND ADOPTED by the City of Saratoga City Council on this 1st day of February
2023 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Kookie Fitzsimmons, Mayor
ATTEST:
Britt Avrit, MMC, City Clerk
1610630.1
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