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Home My WebLink About02-15-2023 City Council Agenda Packet, amended 02-15-2023Saratoga City Council Agenda February 15, 2023 – Page 1 of 4 SARATOGA CITY COUNCIL REGULAR MEETING FEBRUARY 15, 2023 AMENDED AGENDA • 02/15/2023 ITEM 2.1 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 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. 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. 7:00 PM REGULAR SESSION Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070 Saratoga City Council Agenda February 15, 2023 – Page 2 of 4 PLEDGE OF ALLEGIANCE ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on February 9, 2023. 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 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. 1.1. City Council Meeting Minutes Recommended Action: Approve the Minutes for the February 1, 2023 City Council Regular Meeting. Staff Report Attachment A - Minutes for the February 1, 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: 1/26/23 Period 7; 1/30/23 Period 7. Staff Report Attachment A - Check Register 01-26-2023 Period 7 Attachment B - Check Register 01-30-2023 Period 7 2. GENERAL BUSINESS 2.1. Community Event and Street Closure Grant Program for Fiscal Year 2023/24 Recommended Action: Provide staff with direction on funding for Fiscal Year 2023/24 Community Event and Street Closure Grant Program including, 1) secured funding recipients and allocations as well as total funding amount; 2) secured funding recipient and allocation for the Street Closure Grant Program; 3) and competitive Community Event Grant Program funding allocation and application timeline. Staff Report Attachment A – Community Event Grant Program Policy Presentation Slides (added 02-15-2023) Supplemental Memo - Item 2.1 Written Communications Saratoga City Council Agenda February 15, 2023 – Page 3 of 4 2.2. Discussion Regarding Future Teleconferenced Public Meetings Pursuant to Assembly Bill 2449 Recommended Action: Receive report on teleconferenced public meetings pursuant to Assembly Bill 2449 and direct staff to return to “normal” pre-pandemic Brown Act rules for teleconferencing beginning March 1, 2023. Staff Report Attachment A - AB 2449 Memo Attachment B - Sample AB 2449 Procedure and Checklist 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 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 Saratoga City Council Agenda February 15, 2023 – Page 4 of 4 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 February 9, 2023 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 9th day of February 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. 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] SARATOGA CITY COUNCIL MEETING DATE:February 15, 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 February 1, 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 February 1, 2023 City Council Regular Meeting 4 Saratoga City Council Minutes ~ February 1, 2023 ~ Page 1 of 7 MINUTES WEDNESDAY, FEBRUARY 1, 2023 SARATOGA CITY COUNCIL REGULAR MEETING At 6:00 p.m., the City Council held a Joint Session in the Linda Callon Conference Room with Los Gatos-Saratoga Recreation and the Montalvo Arts Center. Mayor Fitzsimmons invited public comment. No one requested to speak. Mayor Fitzsimmons called the Regular Session to order at 7:03 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 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 27, 2023. REPORT FROM CLOSED SESSION Mayor Fitzsimmons stated the City Council met in Closed Session on January 18, 2023 related to Conference with Labor Negotiators with no reportable action. REPORT FROM JOINT SESSION Nancy Rollett, LGS Executive Director and Angela McConnell Montalvo Arts Center Executive Director provided a report of the City Council Joint Session with Los Gatos-Saratoga Recreation and the Montalvo Arts Center. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Mayor Fitzsimmons invited public comment. 5 Saratoga City Council Minutes ~ February 1, 2023 ~ Page 2 of 7 The following individuals spoke at this time: Manny Cappello discussed student housing at West Valley College and Mission College. Matt Bordoni, Eric Shih-Tse Hu, Ian Hu, Rob Nast, Don Kellogg discussed the Aloha-Vickery Trail. ANNOUNCEMENTS Mayor Fitzsimmons shared information aboutthe Lunar New Year Festival, Let’s Work Volunteer Day, Love Notes, Foothill Club Benefit Concert and the Housing Element Draft Environmental Impact Report. CEREMONIAL ITEM 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. Mayor Fitzsimmons invited public comment on this item. No one requested to speak. RESOLUTION 23-005 PAGE/WALIA MOVED TO ADOPT THE RESOLUTION APPOINTING ALEC GULESSERIAN AND XINTIAN (STEPHEN) LI TO THE TRAFFIC SAFETY COMMISSION AND JIM CARGILL TO THE PARKS & RECREATION COMMISSION.MOTION PASSED BY THE FOLLOWING 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 January 18, 2023 City Council Regular Meeting. WALIA/AFTAB MOVED TO APPROVE THE MINUTES FOR THE JANUARY 18, 2023 CITY COUNCIL REGULAR MEETING.MOTION PASSED BY THE FOLLOWING VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 6 Saratoga City Council Minutes ~ February 1, 2023 ~ Page 3 of 7 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. WALIA/AFTAB MOVED TO REVIEW AND ACCEPT CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES:1/10/23 PERIOD 7; 1/18/23 PERIOD 7.MOTION PASSED BY THE FOLLOWING VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. WALIA/AFTAB MOVED TO REVIEW AND ACCEPT THE TREASURER’S REPORT FOR THE MONTH ENDED DECEMBER 31, 2022.MOTION PASSED BY THE FOLLOWING VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. RESOLUTION 23-006 WALIA/AFTAB MOVED TO ADOPT THE RESOLUTION PROCLAIMING THE TERMINATION OF THE LOCAL EMERGENCY DUE TO SEVERE WINTER STORMS IN DECEMBER 2022 AND JANUARY 2023.MOTION PASSED BY THE FOLLOWING VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. RESOLUTION MV 332 WALIA/AFTAB MOVED TO 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.MOTION PASSED BY THE FOLLOWING VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 7 Saratoga City Council Minutes ~ February 1, 2023 ~ Page 4 of 7 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. RESOLUTION 23-007 WALIA/AFTAB MOVED TO 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.MOTION PASSED BY THE FOLLOWING VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. Kayla Nakamoto, Administrative Analyst presented the staff report. Mayor Fitzsimmons invited public comment. No one requested to speak. WALIA/ZHAO MOVED TO 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. MOTION PASSED BY THE FOLLOWING VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. John Cherbone, Public Works Director presented the staff report. Mayor Fitzsimmons invited public comment. 8 Saratoga City Council Minutes ~ February 1, 2023 ~ Page 5 of 7 No one requested to speak. RESOLUTION 23-008 AFTAB/WALIA MOVED TO RECEIVE REPORT AND ADOPT A RESOLUTION AUTHORIZING 2023 STORM FUND EMERGENCY APPROPRIATIONS IN THE AMOUNT OF $450,000.MOTION PASSED BY THE FOLLOWING VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. Crystal Bothelio presented the staff report. Mayor Fitzsimmons invited public comment. No one requested to speak. Receive and file only, no vote necessary. 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. Britt Avrit, City Clerk presented the staff report. Mayor Fitzsimmons invited public comment. No one requested to speak. RESOLUTION 23-009 ZHAO/PAGE MOVED TO 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.MOTION PASSED BY THE FOLLOWING VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 9 Saratoga City Council Minutes ~ February 1, 2023 ~ Page 6 of 7 COUNCIL ASSIGNMENTS Council Member Tina Walia Cities Association of Santa Clara County Board of Directors –stated Cupertino Mayor Hung Wei was selected to the Executive Board as Member at Large, Sunnyvale Mayor Larry Klein was reassigned as Second Vice President and the Chair of the Legislative Action Committee, Tina Walia was reassigned from Member at Large to Secretary-Treasurer; an Interim General Counsel was selected; and the Board conducted priority setting for 2023. KSAR Community Access TV Board – stated the Board met with nothing to report. Santa Clara County Library District Board of Directors –stated the Five-Year Financial Forecast, 10-Year Capital Maintenance Plan and Three-Year Technology Replacement Program were presented. Silicon Valley Clean Energy Authority Board of Directors - stated the Executive Committee selected Tina Walia as Chair and Monte Sereno Mayor Brian Mekechuk as Vice Chair. Council Member Chuck Page Santa Clara Valley Water Commission – provided a brief overview of rate setting, discussed water allocations for RHNA numbers and ornamental grass restriction ordinance contradicting Clean Water Authority ordinance encouraging ornamental grass. Council Member Belal Aftab Valley Transportation Authority (VTA) Policy Advisory Committee – stated Los Gatos Council Member Rob Rennie was selected as Chair and Morgan Hill Council Member Yvonne Martinez Beltran was selected as Vice Chair, stated the Board discussed the prospect of individual cities having their own Transit Policy on file with VTA and the Committee received a report regarding increasing bus efficiency. Saratoga Historical Foundation Board of Directors – stated the Blacksmith exhibit will likely open in the Spring; stated the Foundation will be holding a fundraiser in July and stated a presentation regarding the Foundation’s endowment will be provided next month. Vice Mayor Yan Zhao Nothing to report. Mayor Kookie Fitzsimmons Saratoga Area Senior Coordinating Council Board of Directors – stated SASCC was issued a Bingo License. West Valley Mayors & Managers Association – stated the Association held a kickoff meeting with the newly elected members. CITY COUNCIL ITEMS None COUNCIL COMMUNICATIONS None CITY MANAGER'S REPORT None 10 Saratoga City Council Minutes ~ February 1, 2023 ~ Page 7 of 7 CITY ATTORNEY'S REPORT None ADJOURNMENT PAGE/WALIA MOVED TO ADJOURN THE MEETING AT 8:14 P.M.MOTION PASSED BY THE FOLLOWING VOTE: AYES: AFTAB, PAGE, WALIA, ZHAO, FITZSIMMONS. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. Minutes respectfully submitted: Britt Avrit, City Clerk City of Saratoga 11 SARATOGA CITY COUNCIL MEETING DATE: February 15, 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: 1/26/23 Period 7; 1/30/23 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 - 1/26/23 Check Register in the ‘A/P Checks by Period and Year’ report format Attachment B - 1/30/23 Check Register in the ‘A/P Checks by Period and Year’ report format REPORT SUMMARY: Attached are Check Registers for: Date Ending Check # 1/26/2023 146679 146719 41 407,211.35 1/26/2023 1/18/2023 146678 1/30/2023 146720 146762 43 278,642.25 1/30/2023 1/26/2023 146719 Accounts Payable checks issued for $20,000 or greater: Date Check #Dept.Amount 1/26/2023 146680 4Leaf Inc General Fund CDD September & October 2022 Plan Review 69,694.68 1/26/2023 146705 O'Grady Paving Inc Gas Tax Fund PW 2022 Pavement Management 180,118.28 1/26/2023 146713 Shute, Mihaly & Weinberger General Fund Various Attorney Services 41,919.43 1/26/2023 146718 Urban Planning Partners CIP Admin Projects Fund CDD September Housing & Safety Element Update 28,276.25 1/30/2023 146720 4Leaf Inc General Fund CDD December 2022 Plan Review 43,667.88 1/30/2023 146752 Registrar of Voters General Fund CMD 2022 Election 125,847.00 1/30/2023 146754 SCA of CA LLC General Fund PW December 2022 Citywide Street Sweep 20,614.50 1/30/2023 146759 Villalobos & Associates CIP Admin Projects Fund PW Historical Park Improvement 23,280.00 Accounts Payable checks voided during this time period: AP Date Check #Amount N/A 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 12 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 01/26/2023 CITY OF SARATOGA VENCHK11 TIME: 17:48:10 CHECK REGISTER - FUND TOTALS ACCOUNTING PERIOD: 7/23 FUND FUND TITLE AMOUNT 111 GENERAL FUND 145,931.05 214 2023 STORM FUND 12,302.19 233 SARAHILLS LIGHTING DIST 235.17 243 CARNELIAN GLEN LANDSCAPE 97.27 244 CUNNINGHAM/GLASGOW LND 167.94 247 KERWIN RANCH LANDSCAPE 394.76 249 MANOR DRIVE LANDSCAPE 470.89 251 MCCARTYSVILLE LANDSCAPE 19.72 252 PRIDES CROSSING LANDSCAPE 30.66 253 SARATOGA LEGEND LANDSCAPE 768.48 254 SUNLAND PARK LANDSCAPE 405.01 255 TRICIA WOODS LANDSCAPE 45.88 256 ALLENDALE LANDSCAPE 236.39 271 BEUACHAMPS L&L 452.64 272 BELLGROVE L&L 773.48 274 HORSESHOE DRIVE L&L 398.96 276 TOLLGATE L&L 18.48 411 CIP STREET PROJECTS FUND 2,124.08 414 CIP ADMIN PROJECTS FUND 32,791.84 435 ARPA/SLFRF FUND 232.50 481 GAS TAX FUND 189,598.20 611 LIABILITY /RISK MGMT FUND -2.12 612 WORKERS COMP FUND 201.48 621 OFFICE SUPPORT 774.68 622 IT SERVICES 118.17 623 VEHICLE & EQUIPMENT MAINT 121.62 624 BUILDING MAINTENANCE 10,796.79 713 WVCWP AGENCY FUND 7,705.14 TOTAL REPORT 407,211.35 13 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 01/26/2023 CITY OF SARATOGA VENCHK11 TIME: 17:44:04 CHECK REGISTER ACCOUNTING PERIOD: 7/23 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 146679 1422 4LEAF INC. VOID: MULTI STUB CHECK 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-0508 232.50 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-0877 310.00 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1803 1,437.80 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1832/33 2,324.60 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1827 2,891.43 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1826 2,435.07 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1824/25 3,836.29 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1848 1,020.57 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1828/29 5,383.05 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1759 2,939.76 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1762/63 5,427.59 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1764 1,065.16 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1765 883.61 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1766 1,437.80 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1768 1,876.69 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1802 1,925.01 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1797 1,367.73 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHK#15-0720/0376 968.75 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#21-2464 193.75 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1915/16 5,064.10 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1927 2,469.97 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1962 1,109.75 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1913 1,265.81 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1985 6,268.56 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-0577 155.00 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1231 581.25 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1568/69 155.00 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1760/61 7,474.07 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1798 1,568.39 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1851/52 912.73 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1910 1,367.73 146680 11111 01/26/23 1422 4LEAF INC. 44491 PLAN CHECK#22-1912 3,345.16 TOTAL CHECK 69,694.68 146681 11111 01/26/23 234 A T & T 63211 MONTHLY RECUR CHARGES 167.08 146681 11111 01/26/23 234 A T & T 63211 PROSPECT CENTER 126.57 146681 11111 01/26/23 234 A T & T 63211 BLANEY IRRIGATION 26.65 146681 11111 01/26/23 234 A T & T 63211 PRSPCT CTR EMER ALARM 293.30 146681 11111 01/26/23 234 A T & T 63211 CRP YRD EMER POTS LNS 52.57 146681 11111 01/26/23 234 A T & T 63211 ALARM SYS CIVIC THTR 252.61 146681 11111 01/26/23 234 A T & T 63211 SENIOR CENTER ALARMS 51.90 TOTAL CHECK 970.68 146682 11111 01/26/23 546 ASSOC OF BAY AREA GOV/ABA 63111 GAS SERVICES 1,426.74 146683 11111 01/26/23 1130 ABLE SEPTIC TANK SVC 64734 STORM PROJECT-REPAIR 1,989.00 146683 11111 01/26/23 1130 ABLE SEPTIC TANK SVC 64734 STORM PROJECT-REPAIR 1,487.50 146683 11111 01/26/23 1130 ABLE SEPTIC TANK SVC 64734 STORM PROJECT-REPAIR 1,181.25 TOTAL CHECK 4,657.75 146684 11111 01/26/23 500 ANDREW TRAN 24211 DEP REFUND FACILITY 500.00 146685 11111 01/26/23 1600 ARTICULATE SOLUTIONS, INC 64313 WVCWP OUTREACH SPPL 778.05 14 SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 01/26/2023 CITY OF SARATOGA VENCHK11 TIME: 17:44:04 CHECK REGISTER ACCOUNTING PERIOD: 7/23 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 146686 11111 01/26/23 1316 BELLECCI & ASSOCIATES, IN 81142 SARA TDA SIDEWALK 8,942.82 146687 11111 01/26/23 357 BMI IMAGING SYSTEMS 81148 DOCUMENTS SCAN SVCS 4,515.59 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61133 SU GH 102-603396 Q2 16.47 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 64611 SU GH 102-603396 Q2 -19.40 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61113 SU GH 102-603396 Q2 -11.44 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61111 SU GH 102-603396 Q2 -9.78 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61111 SU GH 102-603396 Q2 -4.68 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 64221 SU GH 102-603396 Q2 -4.32 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61123 SU GH 102-603396 Q2 -4.18 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61162 SU GH 102-603396 Q2 -3.79 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61165 SU GH 102-603396 Q2 -3.62 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61313 SU GH 102-603396 Q2 -2.63 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61111 SU GH 102-603396 Q2 -2.34 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61111 SU GH 102-603396 Q2 -2.34 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61111 SU GH 102-603396 Q2 -2.21 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61191 SU GH 102-603396 Q2 -2.12 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 68624 SU GH 102-603396 Q2 -1.53 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61111 SU GH 102-603396 Q2 -1.00 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 68618 SU GH 102-603396 Q2 - .46 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61341 SU GH 102-603396 Q2 - .23 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 61211 SU GH 102-603396 Q2 - .05 146688 11111 01/26/23 587 CALIFORNIA DEPT. TAX AND 64549 SU GH 102-603396 Q2 156.65 TOTAL CHECK 97.00 146689 11111 01/26/23 1159 CHAVAN & ASSOCIATES, LLP 65131 FY2021/22 ACFR PREPAR 6,500.00 146689 11111 01/26/23 1159 CHAVAN & ASSOCIATES, LLP 65131 FY2021/22 GANN REPORT 700.00 146689 11111 01/26/23 1159 CHAVAN & ASSOCIATES, LLP 65131 FY2021/22 TDA AUDIT 1,000.00 TOTAL CHECK 8,200.00 146690 11111 01/26/23 188 CITY OF CAMPBELL 62624 WVCWP 22/23 FEB LEASE 1,967.00 146691 11111 01/26/23 937 CITY OF SARATOGA 65134 WVCWP OCT-DEC STF SRV 3,376.50 146692 11111 01/26/23 1412 CIVICPLUS 64311 WVCWP HOSTING & SPPRT 1,361.59 146693 11111 01/26/23 1357 COMCAST 63213 COMCAST (PROSPECT) 118.22 146694 11111 01/26/23 419 EVENT SERVICES 64552 CSP FIELD CONVERSIONS 333.94 146695 11111 01/26/23 1770 FLOCK GROUP INC 64817 ALPR CAMERAS 4,375.00 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61342 LANDSCAPE PLANTS 381.16 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61342 LANDSCAPE PLANTS 554.75 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61342 LANDSCAPE PLANTS 96.08 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 80.59 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61342 LANDSCAPE PLANTS 48.02 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 36.03 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 11.34 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61331 ROAD MAINT SUPPLIES 15.58 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 130.84 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 64221 VILLAGE REPAIR 331.98 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 77.85 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61331 ROAD MAINT SUPPLIES 175.54 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61331 ROAD MAINT SUPPLIES 69.13 15 SUNGARD PUBLIC SECTOR PAGE NUMBER: 3 DATE: 01/26/2023 CITY OF SARATOGA VENCHK11 TIME: 17:44:04 CHECK REGISTER ACCOUNTING PERIOD: 7/23 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61342 LANDSCAPE PLANTS 37.05 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 135.56 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 168.80 146696 11111 01/26/23 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 120.68 TOTAL CHECK 2,470.98 146697 11111 01/26/23 472 HT HARVEY & ASSOCIATES 81141 QUITO ROAD BRIDGES 2,377.50 146698 11111 01/26/23 674 JB TROPHIES 61141 PLAQUE 249.03 146699 11111 01/26/23 500 JON KWONG 68353 NBHD WATCH GRANT RMB 300.00 146700 11111 01/26/23 1078 JUST LEAKS, INC. 64522 COMM CTR ROOF REPAIRS 790.00 146701 11111 01/26/23 500 LAURA HASTINGS 68353 NBHD WATCH GRANT RMB 300.00 146702 11111 01/26/23 1750 MARIO TOPETE TREE CARE, I 64581 STORM PROJECT-REPAIR 2,640.00 146702 11111 01/26/23 1750 MARIO TOPETE TREE CARE, I 64581 STORM PROJECT-REPAIR 1,910.00 TOTAL CHECK 4,550.00 146703 11111 01/26/23 500 NINOUS AGHASSI 24211 DEP REFUND FACILITY 500.00 146704 11111 01/26/23 1668 OAK ALARM COMPANY 62471 WVCWP SECURITY SVCS 222.00 146705 11111 01/26/23 777 O'GRADY PAVING, INC. 81161 2022 PAVEMENT MGMT 189,598.20 146705 11111 01/26/23 777 O'GRADY PAVING, INC. 21132 RETENTION HELD PO#095 -9,479.92 TOTAL CHECK 180,118.28 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 BEAUCHAMPS 64.87 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 BELLGROVE CIRCLE 773.48 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 BUILDINGS 7,787.95 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 CUNNINGHAM/GLASGOW 9.89 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 HORSESHOE DR. LNDSCAP 9.86 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 MCCARTYSVILLE 19.72 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 PARKS/OPEN SPACE 715.23 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 PRIDES CROSSING 30.66 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 SARAHILLS LIGHTING 235.17 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 TOLLGATE 18.48 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 TRAFFIC SIGNALS 1,731.30 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 CITYWIDE STREETLIGHTS 895.23 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 VILLAGE LIGHTING 2,961.03 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 AZULE LIGHTING 246.89 146706 11111 01/26/23 173 PACIFIC GAS & ELECTRIC 63111 QUITO LIGHTING 693.55 TOTAL CHECK 16,193.31 146707 11111 01/26/23 1092 PALACE ART & OFFICE SUPPL 66111 MEETING EXPENSES 37.15 146707 11111 01/26/23 1092 PALACE ART & OFFICE SUPPL 61121 COPY PAPER 774.68 TOTAL CHECK 811.83 146708 11111 01/26/23 410 RICH VOSS TRUCKING INC 64581 STORM PROJECT-REPAIR 300.00 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 ALLENDALE LLA 236.39 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 BEAUCHAMPS 387.77 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 BUILDINGS 238.55 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 CARNELIAN GLEN 20% 97.27 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 CUNNINGHM/GLSGW 77.5% 158.05 16 SUNGARD PUBLIC SECTOR PAGE NUMBER: 4 DATE: 01/26/2023 CITY OF SARATOGA VENCHK11 TIME: 17:44:04 CHECK REGISTER ACCOUNTING PERIOD: 7/23 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 24123 FARWELL/THREE OAKS 510.34 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 HORSESHOE DR. 80% 389.10 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 KERWIN RANCH 60% 394.76 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 MANOR DRIVE 470.89 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 PARKS/OPEN SPACE 1,521.41 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 SARA LEGENDS MINA WAY 768.48 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 SUNLAND PARK 405.01 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 TRICIA WOODS 22.5% 45.88 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 MEDIANS/PARKWAYS 6,556.99 146709 11111 01/26/23 87 SAN JOSE WATER COMPANY 63112 MED/KERWIN RANCH 40% 263.17 TOTAL CHECK 12,444.06 146710 11111 01/26/23 1039 SANCHEZ ELECTRIC, INC. 81161 STORM PROJECT-REPAIR 1,379.46 146711 11111 01/26/23 1754 SANDIS CIVIL ENGINEERS SU 81142 CITYWIDE STORM DRAIN 232.50 146712 11111 01/26/23 136 SCOTTY'S AUTOMOTIVE 64611 MAINTENANCE VEH#133 141.02 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65223 GENERAL PLAN 10,868.35 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 22119 RW ENV19-0005 732.90 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65213 CDD 1,043.50 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65219 CITY CLERK 1,422.70 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65211 CM 392.00 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65215 PW 168.00 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65212 ADMIN SVC 133.00 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65213 CDD 5,745.60 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65214 CDE 904.40 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65219 CITY CLERK 9,895.20 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65211 CM 1,143.80 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65218 HR 79.80 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65256 NON-DEP 296.08 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65217 OH/CC MEETINGS 3,511.20 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65215 PW 2,074.80 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 65227 RISK MANAGEMENT 452.20 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 22119 PALM VILLAS 111-22119 104.70 146713 11111 01/26/23 154 SHUTE MIHALY & WEINBERGER 22119 AHFV EIR ENV21-0011 2,951.20 TOTAL CHECK 41,919.43 146714 11111 01/26/23 248 STATE OF CA FRANCHISE TAX 21252 DED:2011 FTB W/H 50.00 146715 11111 01/26/23 253 STEVE BENZING ARCHITECT 65412 ARCHITECTURAL SVCS 370.00 146716 11111 01/26/23 256 STEVENS CREEK QUARRY INC 81121 STORM PROJECT-SPPL 906.55 146716 11111 01/26/23 256 STEVENS CREEK QUARRY INC 81121 STORM PROJECT-SPPL 508.43 TOTAL CHECK 1,414.98 146717 11111 01/26/23 1261 THE FRUITGUYS 61192 EMPLOYEE WELLNESS 201.48 146718 11111 01/26/23 1707 URBAN PLANNING PARTNERS, 81141 HOUSING ELEMENT UPDATE 17,952.50 146718 11111 01/26/23 1707 URBAN PLANNING PARTNERS, 81141 SAFETY ELEMENT UPDATE 10,323.75 TOTAL CHECK 28,276.25 146719 11111 01/26/23 1775 WESTERN SYSTEMS, INC 81121 TRAFFIC SIGNAL SPPL 283.68 TOTAL FUND 407,211.35 17 SUNGARD PUBLIC SECTOR PAGE NUMBER: 5 DATE: 01/26/2023 CITY OF SARATOGA VENCHK11 TIME: 17:44:04 CHECK REGISTER ACCOUNTING PERIOD: 7/23 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT TOTAL REPORT 407,211.35 18 681*$5'38%/,&6(&7253$*(180%(5'$7(&,7<2)6$5$72*$9(1&+.7,0(&+(&.5(*,67(5)81'727$/6$&&2817,1*3(5,2')81')81'7,7/($02817*(1(5$/)81'67250)81'*5((1%5,$5/$1'6&$3(&,3675((7352-(&76)81'&,3)$&,/,7<352-(&7)81'&,3$'0,1352-(&76)81'&,3*5$17675((75(3$,5:25.(56&203)81'2)),&(6833257,76(59,&(69(+,&/( (48,30(170$,17%8,/',1*0$,17(1$1&(727$/5(325719 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 01/30/2023 CITY OF SARATOGA VENCHK11 TIME: 20:35:53 CHECK REGISTER ACCOUNTING PERIOD: 7/23 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2259 5,857.74 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-0971/72 387.50 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2380/81 1,288.11 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2384/85 4,738.14 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2266 1,727.64 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2413 4,720.75 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2416 5,774.75 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2310 1,914.28 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#21-1344 232.50 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CK#18560PROSPECT 189.00 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2301 544.64 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHK#22-2290/2307 2,405.54 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2340 2,491.45 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2321 3,868.01 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2330 1,839.11 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2359 3,351.38 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2361 1,259.44 146720 11111 01/30/23 1422 4LEAF INC. 44491 PLAN CHECK#22-2374 1,077.90 TOTAL CHECK 43,667.88 146721 11111 01/30/23 234 A T & T 63211 GATEWAY IRR CONTROL 26.65 146721 11111 01/30/23 234 A T & T 63211 ELEC PANEL CVC THTR 26.65 146721 11111 01/30/23 234 A T & T 63211 PHONE LNS PARKS/LIB 27.20 146721 11111 01/30/23 234 A T & T 63211 EMER POTS LINE 26.65 146721 11111 01/30/23 234 A T & T 63211 EMER POT LN CDD LBBY 26.65 146721 11111 01/30/23 234 A T & T 63211 EMER POTS LN VM 31.80 146721 11111 01/30/23 234 A T & T 63211 AM 1610 RADIO 26.65 146721 11111 01/30/23 234 A T & T 63211 BOOK GO ROUND ALARM 52.19 146721 11111 01/30/23 234 A T & T 63211 CSP HVB FOR IRR 52.75 146721 11111 01/30/23 234 A T & T 63211 QUITO IRR MODEM LINE 26.65 TOTAL CHECK 323.84 146722 11111 01/30/23 1130 ABLE SEPTIC TANK SVC 81161 STORM PROJECT-REPAIR 2,661.25 146722 11111 01/30/23 1130 ABLE SEPTIC TANK SVC 81161 STORM PROJECT-REPAIR 2,927.50 TOTAL CHECK 5,588.75 146723 11111 01/30/23 1154 AWARD COMPANY OF AMERICA, 61111 RECOGNITION PLAQUE 273.15 146724 11111 01/30/23 1786 BELAL AFTAB 43122 CANDIDATE STMT REFUND 79.00 146725 11111 01/30/23 130 CDW GOVERNMENT 64312 ANTIVIRUS SOFTWARE 6,541.50 146725 11111 01/30/23 130 CDW GOVERNMENT 64312 ANTIVIRUS SOFTWARE 5,748.84 TOTAL CHECK 12,290.34 146726 11111 01/30/23 179 CIM AIR, INC 64514 HVAC REPAIR SR CENTER 1,117.00 146727 11111 01/30/23 193 CITY OF CUPERTINO 66111 NEW MAYOR ACADEMY RMB 174.61 146728 11111 01/30/23 1784 CLEARWATER HYDROLOGY 81141 4TH ST BRIDGE PROJECT 3,080.84 146728 11111 01/30/23 1784 CLEARWATER HYDROLOGY 81141 4TH ST BRIDGE PROJECT 399.16 TOTAL CHECK 3,480.00 146729 11111 01/30/23 991 COMCAST 63213 COMCAST (TV) 52.72 146730 11111 01/30/23 1369 COMCAST CORPORATION 63213 COMCAST (P2P) 691.90 20 SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 01/30/2023 CITY OF SARATOGA VENCHK11 TIME: 20:35:53 CHECK REGISTER ACCOUNTING PERIOD: 7/23 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 146731 11111 01/30/23 1638 CREATIVE WINDOW INTERIORS 81161 COMM CTR BLINDS 853.80 146732 11111 01/30/23 284 CSMFO 66211 CSMFO CONF ANN XU 470.00 146733 11111 01/30/23 1627 FRANKIE'S AWARDS 61111 MAYOR NAME PLATES 11.54 146734 11111 01/30/23 1365 GMO GLOBALSIGN, INC. 64312 SOFTWARE SUPPORT 392.00 146735 11111 01/30/23 19 IAN GEDDES TREE CARE, INC 61345 TREE DEDICATION 1,211.78 146736 11111 01/30/23 500 JING CHENG 46246 REF KMP RESERVATION 18.00 146737 11111 01/30/23 636 JULIE R INGRAHAM 66213 JUL-DEC MILEAGE RMB 27.00 146738 11111 01/30/23 1078 JUST LEAKS, INC. 64522 CITY HALL ROOF REPAIR 668.00 146738 11111 01/30/23 1078 JUST LEAKS, INC. 64522 THEATER ROOF REPAIR 546.00 TOTAL CHECK 1,214.00 146739 11111 01/30/23 1546 LYNX TECHNOLOGIES, INC. 64341 DEC GIS SUPPORT 712.50 146739 11111 01/30/23 1546 LYNX TECHNOLOGIES, INC. 64341 DEC GIS SUPPORT 712.50 TOTAL CHECK 1,425.00 146740 11111 01/30/23 1750 MARIO TOPETE TREE CARE, I 64581 STORM PROJECT-TR SVCS 4,595.00 146740 11111 01/30/23 1750 MARIO TOPETE TREE CARE, I 64581 STORM PROJECT-TR SVCS 735.00 146740 11111 01/30/23 1750 MARIO TOPETE TREE CARE, I 64581 STORM PROJECT-TR SVCS 870.00 146740 11111 01/30/23 1750 MARIO TOPETE TREE CARE, I 64581 STORM PROJECT-TR SVCS 3,275.00 146740 11111 01/30/23 1750 MARIO TOPETE TREE CARE, I 64581 STORM PROJECT-TR SVCS 5,790.00 TOTAL CHECK 15,265.00 146741 11111 01/30/23 1572 NBBM SERVICES, INC 64511 JANITORIAL SERVICES 1,176.00 146742 11111 01/30/23 1062 NI GOVERNMENT SERVICES, I 63211 12/22 AIRTIME 80.71 146743 11111 01/30/23 1732 NWESTCO LLC 62144 DEC UST INSPECTION 230.00 146743 11111 01/30/23 1732 NWESTCO LLC 62144 NOV UST INSPECTION 230.00 TOTAL CHECK 460.00 146744 11111 01/30/23 1182 ORCHARD CITY LOCK & SAFE, 64549 LANDSCAPE REPAIR 388.00 146745 11111 01/30/23 1658 ORCHARD KEEPERS, INC. 64554 DEC ORCHARD MAINT 5,227.67 146746 11111 01/30/23 1087 OSCAR URVIZO TELLEZ/OSCAR 64581 STORM PROJECT-TR SVCS 3,775.00 146746 11111 01/30/23 1087 OSCAR URVIZO TELLEZ/OSCAR 64581 STORM PROJECT-TR SVCS 1,700.00 TOTAL CHECK 5,475.00 146747 11111 01/30/23 173 PACIFIC GAS & ELECTRIC 63111 BUILDINGS (MUSEUM) 190.65 146748 11111 01/30/23 735 PAGE, CHUCK 43122 CANDIDATE STMT REFUND 79.00 146749 11111 01/30/23 1092 PALACE ART & OFFICE SUPPL 61111 OFFICE SUPPLIES 5.91 146749 11111 01/30/23 1092 PALACE ART & OFFICE SUPPL 61111 OFFICE SUPPLIES 59.75 TOTAL CHECK 65.66 146750 11111 01/30/23 1787 PRIYA SHASTRI 43122 CANDIDATE STMT REFUND 79.00 146751 11111 01/30/23 393 REED & GRAHAM, INC 81121 STORM PROJECT-SPPL 271.95 21 SUNGARD PUBLIC SECTOR PAGE NUMBER: 3 DATE: 01/30/2023 CITY OF SARATOGA VENCHK11 TIME: 20:35:53 CHECK REGISTER ACCOUNTING PERIOD: 7/23 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 146751 11111 01/30/23 393 REED & GRAHAM, INC 81121 STORM PROJECT-SPPL 216.93 TOTAL CHECK 488.88 146752 11111 01/30/23 1 REGISTRAR OF VOTERS 62321 11/6 GENERAL ELECTION 125,847.00 146753 11111 01/30/23 410 RICH VOSS TRUCKING INC 81121 STORM PROJECT-SPPL 600.00 146753 11111 01/30/23 410 RICH VOSS TRUCKING INC 81121 STORM PROJECT-SPPL 368.00 TOTAL CHECK 968.00 146754 11111 01/30/23 1746 SCA OF CA. LLC 64531 DEC CITYWIDE ST SWEEP 20,614.50 146755 11111 01/30/23 256 STEVENS CREEK QUARRY INC 81121 STORM PROJECT-SPPL 933.50 146756 11111 01/30/23 1261 THE FRUITGUYS 61192 EMPLOYEE WELLNESS 79.00 146757 11111 01/30/23 1610 THE HOME DEPOT PRO 61132 JANITORIAL SUPPLIES 1,039.63 146758 11111 01/30/23 1642 TOSHIBA FINANCIAL SERVICE 62612 COPIER LEASE JAN 849.11 146758 11111 01/30/23 1642 TOSHIBA FINANCIAL SERVICE 62612 COPIER MAINT JAN 537.63 TOTAL CHECK 1,386.74 146759 11111 01/30/23 1524 VILLALOBOS & ASSOCIATES 81161 HISTORICAL PK IMPROVE 23,280.00 146760 11111 01/30/23 402 VISTA LANDSCAPE & MAINTEN 64549 GREENBRIAR PLANTING 999.00 146760 11111 01/30/23 402 VISTA LANDSCAPE & MAINTEN 64555 SAN MARCUS TRL MAINT 999.00 TOTAL CHECK 1,998.00 146761 11111 01/30/23 1788 WILLIAM DALTON 43122 CANDIDATE STMT REFUND 79.00 146762 11111 01/30/23 448 YAN ZHAO 43122 CANDIDATE STMT REFUND 79.00 TOTAL FUND 278,642.25 TOTAL REPORT 278,642.25 22 SARATOGA CITY COUNCIL MEETING DATE:February 15, 2023 DEPARTMENT:City Manager’s Department PREPARED BY:Kayla Nakamoto, Administrative Analyst SUBJECT:Community Event and Street Closure Grant Program for Fiscal Year 2023/24 RECOMMENDED ACTION: Provide staff with direction on funding for Fiscal Year 2023/24 Community Event and Street Closure Grant Program including, 1) secured funding recipients and allocations as well as total funding amount; 2)secured funding recipient and allocation for the Street Closure Grant Program; 3) and competitive Community Event Grant Program funding allocation and application timeline. BACKGROUND: In Fiscal Year 2013/14, City Council approved the implementation of the Community Event and Street Closure Grant Program to assist local, volunteer-led events that help build a sense of community in Saratoga. The program includes a competitive application process, as well as secured funding for several traditional events/organizations, exempting these events/organizations from the competitive application process.In addition, the program incudes funding for street closure costs for an event taking place on Big Basin Way. To qualify, events must be: volunteer- led; located in Saratoga; free and open to the public; focused on Saratoga’s character, diversity, or history; and, celebrate the community as a whole. Each year, the City Council confirms the events/organizations that receive secured funding as well as individual allocation amounts to these events/organizations for the upcoming Fiscal Year. The Council also establishes total funding for the Community Event Grant Program competitive process. For the current fiscal year (2022/23), the Council allocated a total of $31,500 for secured community event grants, $22,000 for a secured street closure grant, and $10,000 for competitive community event grants. Community Event Grant Program Secured Funding Recipients and Allocations Staff is seeking direction from the City Council on any changes to the secured funding recipients and allocation amounts for Fiscal Year 2023/24.Secured funding recipients and allocations for Fiscal Year 2019/20 through 2022/23 are noted below. 23 Secured Community Event Grant Funding 2019/20 2020/21 2021/22 2022/23 Blossom Festival $5,000 $5,000 $5,000 $5,000 Chamber of Commerce Events $9,500 $9,500 $10,000 $15,000 Classic Car Show $10,000 Fourth of July Celebration $2,500 $2,500 $2,500 $2,500 Hakone Community Events $5,000 $5,000 $5,000 $5,000 Memorial Day Observance $1,000 $1,000 $1,000 $1,000 Saratoga Community Band Concert in the Park $1,000 $1,000 $1,000 $1,000 Saratoga Village Development Council Events $2,000 $2,000 $2,000 $2,000 SASCC Health and Wellness Fair $5,000 $5,000 $5,000 TOTAL $31,000 $41,000 $31,500 $31,500 Street Closure Grant Program Secured Funding Recipient and Allocation Like the Community Event Grant Program, the Saratoga Chamber of Commerce’s Classic Car Show receives a secured Street Closure Grant and is exempted from the annual application process. This grant covers costs associated with closing Big Basin Way, such as permits, signage, and law enforcement. Staff is requesting direction from the City Council on any changes to the secured funding recipient and allocation amount forthe Fiscal Year 2023/24 Street Closure Grant Program. The secured funding recipient and allocation for the Street Closure Grant Program from Fiscal Year 2019/20 through 2022/23 is shown in the table below. Secured Street Closure Grant Funding 2019/20 2020/21 2021/22 2022/23 Chamber of Commerce Classic Car Show $22,000 $22,000 $22,000 $22,000 Competitive Community Event Grant Program Staff is seeking direction and a total funding amount for the competitive Community Event Grant Program for Fiscal Year 2023/24. The table below shows amounts allocated to the competitive program since Fiscal Year 2019/20 as well as the total grant awards after City Council consideration of applications. Program 2019/20 2020/21 2021/22 2022/23 Initial Allocation Award Amount Initial Allocation Award Amount Initial Allocation Award Amount Initial Allocation Award Amount Event $10,400 $9,900 $10,000 $9,550 $0 $0 $10,000 $10,000 The City Council suspended the competitive Community Event and Street Closure Grant Program in Fiscal Year 2021/22 due to COVID-19. If desired, the City Council may provide direction to suspend the competitive element of the program in Fiscal Year 2023/24. The Competitive Community Event Grant recipients and their allocations from the current fiscal year (2022/23) are also shown below. 24 Competitive Community Event Grant Funding Fiscal Year 2022/23 Amount Annual Easter Egg Hunt $1,500 Community Art Exhibition themed as ‘Peace, Love, Unity’$2,000 Community Mitzvah Day – Day of Social Action $2,000 Dragon Boat Festival $2,000 MLK Jr. Day Celebration $2,000 Saratoga Blossom Festival 2023 (Girl Scouts #618 Craft)$500 TOTAL $10,000 Competitive Grant Program Annual Application Process The proposed timeline for the 2023/24 application process is shown below if the City Council allocates funds for the competitive grant program. This includes Library and Community Engagement Commission review of competitive applications that meet minimum criteria and development of a funding recommendation to the City Council. Date Milestone March 2023 Open and announce application process March 29, 2023 Application deadline April 10, 2023 Library & Community Engagement Commission review April 19, 2023 City Council decision ATTACHMENTS: Attachment A – Community Event Grant Program Policy 25 PROGRAM POLICY PROGRAM POLICY TITLE: Community Event Grant Program Policy CITY COUNCIL APPROVAL: July 1, 2020 via Resolution No. 20-047 I. PURPOSE This policy outlines the criteria Council applies to determine secured and unsecured funding allocations for the Community Event Grant Program. The objective is to provide guidelines to administer a program that is in-line with Council direction and is helpful to event organizers wishing to request community grant funding. This policy is effective with the Community Event Grant process beginning in December 2019. II. ELIGIBILITY CRITERIA The criteria for receiving Community Event Grant funding is listed below: a. Event is a volunteer-led event held in Saratoga. b. Event is free and open to everyone. c. The event concentrates on Saratoga’s character, diversity or history. d. The event celebrates the community as a whole and is not limited to a small group such as reunions. III. PROGRAM REQUIREMENTS The Community Event Program requirements are listed below: a. Community Event funding applications are to include an itemized list of expenses identifying specific expenses desired for grant funding. The application must be completed, signed, and submitted during the annual application process. Off-cycle requests are not allowed. b. Event organizers are to obtain a minimum of $1 million liability insurance coverage for the event. Events organized by individuals or an informal group of individuals, that are not a part of or related to any non-profit corporation or other legal business entity, may request City Council approval for event insurance to be provided by the City’s insurance program. Events approved to receive event insurance through the City’s insurance program include: Saratoga’s Independence Day Celebration, Saratoga Village Development Council events, and Bollywood in the Park. c. Unsecured event funding requests are limited to a maximum of $2,000. d. Events run by organizations receiving Secured Community Event Grant Funding are not eligible to apply for discretionary funding. IV. ANNUAL APPLICATION PROCESS The application process begins in December for the following Fiscal Year. The timeline is outlined below: a. December - Council reviews and determines both secured and unsecured funding amounts for the next fiscal year’s Community Grant allocations. b. January - Applications for unsecured funding grants are available and event organizers are invited to apply. c. February - Completed applications are due. Applications are reviewed and compiled for Council review. 26 PROGRAM POLICY d. March - Council determines the unsecured funding distribution for events based on funding availability and need. 27 Community Event and Street Closure Grant Program February 15, 2023 28 •Volunteer-led •Located in Saratoga •Free and open to public •Focused on Saratoga’s character, diversity, or history •Celebrates community as a whole Requirements 29 Secured Event Grant Funding Amount and Allocations to Events/Organizers •FY 22/23: $31,500 Secured Street Closure Grant Funding Amount and Allocation •FY 22/23: $22,000 Competitive Event Grant Program Funding Amount •FY 22/23: $10,000 Requested Direction for FY 23/24 30 Community Event Grant Program Secured Funding Recipients & Allocations Secured Community Event Grant Funding 2019/20 2020/21 2021/22 2022/23 Blossom Festival $5,000 $5,000 $5,000 $5,000 Chamber of Commerce Events $9,500 $9,500 $10,000 $15,000 Classic Car Show $10,000 Fourth of July Celebration $2,500 $2,500 $2,500 $2,500 Hakone Community Events $5,000 $5,000 $5,000 $5,000 Memorial Day Observance $1,000 $1,000 $1,000 $1,000 Saratoga Community Band Concert in the Park $1,000 $1,000 $1,000 $1,000 Saratoga Village Development Council Events (SVDC)$2,000 $2,000 $2,000 $2,000 SASCC Health and Wellness Fair $5,000 $5,000 $5,000 31 Street Closure Grant Program Secured Funding Recipient and Allocation Secured Street Closure Grant Funding 2019/20 2020/21 2021/22 2022/23 Chamber of Commerce Classic Car Show $22,000 $22,000 $22,000 $22,000 32 Competitive Event & Street Closure Grant Program 2019/20 2020/21 2021/22 2022/23 Funding Initial Allocation Award Amount Initial Allocation Award Amount Initial Allocation Award Amount Initial Allocation Award Amount $10,400 $9,900 $10,000 $9,550 $0 $0 $10,000 $10,000 33 Competitive Grant Program Proposed Timeline Date Milestone March 2023 Open and announce application process March 29, 2023 Application deadline April 17, 2023 Library & Community Engagement Commission Review April 19, 2023 City Council decision 34 Recommended Actions 1.Provide direction on secured funding recipients and allocation amounts for FY 23/24 Community Event and Street Closure Grant Program. 2.Provide direction on the FY 23/24 competitive Community Event Grant Program funding allocation and application timeline. 35 36 CITY OF SARATOGA Memorandum To: Mayor Walia & Members of the Saratoga City Council From: Britt Avrit, City Clerk Meeting Date: February 15, 2023 Subject: Written Communications, Item 2.1 Following publication of the agenda packet for the February 15, 2023 City Council Regular Meeting, written communications were submitted for Item 2.1. The communications are attached to this memo. 37 From:Bill Dalton To:Belal Aftab; Chuck Page; Kookie Fitzsimmons; Tina Walia; Yan Zhao Cc:Britt Avrit; Bill Dalton Subject:Comment regarding Item 2.1 Community Event and Street Closure Grant Program for Feb 15, 2022 meeting Date:Wednesday, February 15, 2023 11:52:12 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Mayor, and Council Members, I read the Program Policy and see no definition or criteria for a secured funded event. Do either exist or is it just that past councils have over time designated these events as secured funding? It's unclear if Classic Car Show funding is proposed to be $10,00 and $22,000 for street closure or if the $22,000 is a new grant to replace the past $10,000. There is no information regarding events by the Chamber of Congress. And I note the 50% increase in the current budget. Regarding funding in general, Saratoga is already facing budget challenges which are projected to get worse every year going forward. The cost cutting needs to start now and this item is a perfect annual expense to begin this process. President Carter believed that each department and program needed to justify funding each year; funding in the current budget would be no guarantee for funding in the next budget. Zero base budgeting should apply to all grants; not just the competitive grants. How will council members make an informed decision if a past event is worth repeating? For example, 1) Does an event receive any funding from other sources? 2) Is there attendance data? 3) What is the cost per attendee? 4) Is there any accounting of past expenses? 5) Were the expenses reasonable? You may have additional or other questions. I suggest you not approve any spending this evening but instead ask staff to obtain from the grant recipients whatever data you would like in order to make an informed decision at the next council meeting. When you do vote either this evening or at the next meeting, my request to the council is the following: 1) Each grant be be discussed and voted on individually 2) For each grant consider the following options: a) eliminate all funding b) partial funding as a matching grant at some percent 100%, 50% etc. 38 c) fund as in the past d) increased funding Obviously I think some of these grants should not be continued especially given the current and looming budget challenges. If asked I will be specific this evening or at the next council meeting. Lastly for whatever reason many of those I talk to are not aware of these events. Myself until I became involved in city governance in late 2021, my knowledge of these events was limited to the car show and the Forth of July Celebration and that was because I went to Kevin Moran park on the fourth one year. Thank you for your time and please spend our limited funds wisely. 39 SARATOGA CITY COUNCIL MEETING DATE:February 15, 2023 DEPARTMENT:City Manager’s Department PREPARED BY:Britt Avrit, MMC, City Clerk SUBJECT:Discussion Regarding Future Teleconferenced Public Meetings Pursuant to Assembly Bill 2449 RECOMMENDED ACTION: Receive report on teleconferenced public meetings pursuant to Assembly Bill 2449 and direct staff to return to “normal” pre-pandemic Brown Act rules for teleconferencing beginning March 1, 2023. BACKGROUND: On February 1, 2023 the City Council adopted Resolution 23-009 which authorized teleconferenced meetings pursuant to Assembly Bill 361 through February 2023. Assembly Bill 2449 (AB 2449)became effective January 1, 2023,and provides a new option for teleconference meetings of the City Council and Saratoga’s Brown Act bodies (Commissions and Committees). A detailed description of AB 2449 has been prepared by the City Attorney and is provided as Attachment A of this report.The two options available, beginning March 1, 2023, are: 1.Resume “normal” pre-pandemic Brown Act requirements for posting agendas at locations where City Council Members and Commissioners attend meetings remotely and allow public access to the location(s). 2.Allow the options for “Just Cause” and “Personal Emergency” under AB 2449 as described in this report in addition to the “normal” pre-pandemic process. In summary, AB 2449 gives local governments the option of allowing members of legislative bodies to participate remotely a limited number of times each year if there is “Just Cause”or a “Personal Emergency.” These terms mean: Just Cause:A City Council Member/Commissioner “may rely on this provision based on a need related to: (a) caregiving for certain family members, (b) a contagious illness, (c) a physical or mental disability, and (d) travelling while on official business for a public agency.” The City Council Member/Commissioner “is required to provide a general description of the circumstances relating to their need to appear remotely for just cause.” Personal Emergency:The City Council/Commission is required “to approve remote participation and applies only to medical emergencies for the City Council 40 Member/Commissioner or their family. The City Council Member/Commissioner must request approval of remote participation and provide a general description of the circumstances. This description generally need not exceed 20 words and does not require the member to disclose any medical diagnosis or disability, or any personal medical information that is already exempt under existing law. There must be a separate request for each meeting at which the member wishes to participate remotely. The Council may add such requests to the agenda as an urgency item. The law does not provide any guidance on standards to be used by the Council in considering requests for remote participation.” It is recommended that the City Council choose option one returning to “normal” pre-pandemic Brown Act rules for teleconferencing. These include: The agenda must list the location of all teleconference locations and the agenda must be posted at all teleconference locations 72 hours before the meeting. Teleconference locations must be accessible to the public. Members of the public at each location must be given the opportunity to address the legislative body. Votes must be taken by roll call when using teleconferencing during a meeting. A quorum of the legislative body must be located within the boundaries of the jurisdiction (either at City Hall or at remote locations within the City). If the Council chooses the option to allow teleconferencing under AB 2449, the requirements are: City Responsibilities: A quorum must be present at a “singular physical location clearly identified on the agenda.” o If there is less than a quorum at the location listed on the agenda, then no Council Member (or Commissioner for Commission meetings) may participate using either the ‘Just Cause’ or ‘Personal Emergency’ provisions. o If one or more Council Members (or Commissioners) attending in person leaves the meeting which results in less than a quorum at that location, then any Council Member or Commissioner using the Just Cause or Personal Emergency provisions may no longer participate in the meeting. o The meeting can only continue as long as a quorum participates in person OR with members using the “usual” option of posting the agenda, etc. at the remote location with a quorum present in Saratoga either at City Hall or at City Hall in combination with remote locations in the City. The City must provide, (1) for public observation of the meeting via either a two-way audiovisual platform, or a two-way telephonic service accompanied by live webcasting; (2) opportunities for the public to comment via a call-in option, an internet-based option, and an in-person location; and (3) information on how to observe and comment in all notices of the meeting. In accordance with the City’s Remote Public Participation Policy, the City currently provides the public with the option to observe and participate in City Council, Council Committee, and Commission meetings held in the Civic Theater and Linda Callon Conference Room in person, by telephone, or internet-based meeting option. Information about public participation options is provided on agendas for meetings held in both locations. The City must provide procedural protections to ensure that the Council takes no action during a disruption that prevents the public from observing or commenting on the meeting. This meansameeting would need to stop if there were any disruptions to call-in or internet- based meeting observation and participation options and may not continue until service is resumed. Note that this differs from the “normal” pre-pandemic rules that would allow the meeting to continue. 41 City Council Member/Commissioner Responsibilities: Must participate via both audio and visual technology. If the Council Member’s audio or visual connection is lost during the meeting, the Council Member may not participate until the connection is restored. Must disclose at the meeting before action is taken whether there are any adults in the room and disclose general nature of the relationship. Must not have exceeded the limits on use of the Just Cause and Personal Emergency provisions during the calendar year. o AB 2449 provides that “No member may participate remotely using those provisions more than three consecutive months or 20 percent of the regular meetings…” and no member “may rely on one or both of the Just Cause and Personal Emergency provisions no more than a total of four times per year.” For perspective, the Council typically holds 23 regular meetings per year; 20 percent of 23 is 4.6 meetings. Regular Commission Meetings generally vary from 6 to 12 meetings per year. For Commissioners who have 12 regular meetings per year, they may rely on one or both provisions listed no more than a total of two times per year. Commissioners that have 6 regular meetings per year, may rely on one or both provisions listed no more than once per year. o City staff would work to develop procedures and systems to track use of the exceptions by each Council Member and Commissioner. If the Council directs staff to allow teleconferencing under AB 2449, staff will return with proposed amendments to the Council Norms and Rules of Procedure integrating the various requirements of AB 2449. Attachment B is a sample procedure and checklist for AB 2449 implementation prepared by another city. ATTACHMENTS: Attachment A – AB 2449 Memo Attachment B – Sample AB 2449 Procedure and Checklist 1616066.1 42 396 HAYES STREET, SAN FRANCISCO, CA 94102 T: (415) 552-7272 F: (415) 552-5816 www.smwlaw.com RICHARD S. TAYLOR Attorney RTaylor@smwlaw.com TO:Mayor Fitzsimmons Members of the City Council CC:James Lindsay, City Manager Britt Avrit, City Clerk FROM:Richard S. Taylor DATE:February 9, 2023 RE:AB-2449 and Teleconferencing The legislature has approved and the Governor has signed Assembly Bill 2449 (“AB 2449”) adding a new limited teleconferencing option to remain in effect until December 31, 2025. This adds a new way for Council members and Commissioners to teleconference for Council and Commission meetings if the Council authorizes its use. Prior to AB 2449 there were two teleconferencing options: 1. “The Usual” option: This option is generally the teleconferencing option that has historically been available; it requires the Council member/Commissioner to post a hard copy of the agenda at their remote location and allow the public to physically attend the meeting at the location where the official is located (e.g., home, office, or hotel room). This option does not have a sunset; it is planned to still be available after 2025. (See Government Code section 54953(b).) 2. “The Covid Emergency” option: This option is essentially the same as the teleconferencing option the legislature adopted in September 2021 in response to Covid (commonly referred to as AB 361); as before, it requires the Council to monthly make certain findings regarding the state of emergency and its impact on the ability to safely meet, and/or the continued imposition or recommendation of measures to promote social distancing. This option sunsets at the end of 2023 and will become unavailable if the Governor rescinds the COVID emergency as expected on February 28, 2023. AB 2449 adds a third option: The “Just Cause or Personal Emergency” option. It provides two distinct grounds for a Council member or Commissioner to attend remotely: (i) for Just Cause, or 43 Britt Avrit February 9, 2023 Page 2 (ii) for a personal Emergency. The legislation provides somewhat complicated criteria that must be satisfied, procedures that must be implemented, and strict recordkeeping requirements and limitations on the number of times an official can rely on these bases to attend remotely. This option is scheduled to sunset at the end of 2025. (See Government Code section 54953(f) 1.) We describe the new Just Cause or Personal Emergency option below and present a table summarizing and comparing each of the three options. The Just Cause and Personal Emergency Option Note that the discussion below assumes that the COVID Emergency option is no longer available. To be a bit less wordy, this memo uses the terms “Council member” and “City Council” even though all the provisions would also apply to Commissioners and Commissions if the Council decides that the City should allow use of this option. For a Council member to rely on either the Just Cause or Personal Emergency provisions the following requirements must be met: 1.At least a quorum of the Council must be present at a singular physical location clearly identified on the agenda. If there is less than a quorum at the specified location, then no Council member may participate using either the just cause or personal emergency provisions. If one or more Council members attending at the specified physical location leave the meeting such that there is less than a quorum at that location then any Council members using the Just Cause or Personal Emergency provisions may no longer participate in the meeting. The meeting may continue as long as there is a quorum of Council members participating in person or from remote locations using “The Usual” option. 2.The City must notice the meeting and meet certain minimum technological requirements. Specifically, the City must provide (1) for public observation of the meeting via either a two-way audiovisual platform, or a two-way telephonic service accompanied by live webcasting; (2) opportunities for the public to comment via a call-in option, an internet- based option, and an in-person location; (3) information on how to observe and comment in all notices of the meeting; and (4) procedural protections to ensure that the Council takes no action during a disruption that prevents the public from observing or commenting on the meeting. 3.The Council member must participate via both audio and visual technology. If the Council member’s audio or visual connection is lost during the meeting, the Council member may not participate until the problem is resolved (these circumstances should be 1 This is renumbered to Section 54953(e) for 2024 and 2025 after AB 361 sunsets. 44 Britt Avrit February 9, 2023 Page 3 noted in the minutes. Note that this requirement differs from “the Usual” option which allows participation by audio only). 4.The Council member must disclose at the meeting before action is taken whether there are any adults in the room with the Council member and must disclose the general nature of the member’s relationship with any such individuals. 5.The Council member must not have exceeded the limits on use of the Just Cause and Personal Emergency provisions during the calendar year. No member may participate remotely using those provisions more than three consecutive months or 20 percent of the regular meetings Council within a calendar year. The Council meets 23 times per year; 20 percent of 23 is 4.6. This means that Council members may rely on one or both of the Just Cause and Personal Emergency provisions no more than a total of four times per year. (The number for Commissioners will depend on the number of regular meetings each year for the Commission on which they serve.) 6.The Council member must inform the Council of their need to participate remotely for Just Cause or a Personal Emergency “at the earliest opportunity possible.” The legislation acknowledges that this may be as late as the start of the Council meeting in question. If the requirements above are satisfied, then a Council member may rely on either the Just Cause or Personal Emergency if the following additional requirements are satisfied: Just Cause – A Council member may rely on this provision based on a need related to: (a) caregiving for certain family members, (b) a contagious illness, (c) a physical or mental disability, and (d) travelling while on official business for a public agency. The Council member is required to provide a general description of the circumstances relating to their need to appear remotely for just cause. Personal Emergency – This provision requires the Council to approve remote participation and applies only to medical emergencies for the Council member or their family. The Council member must request approval of remote participation and provide a general description of the circumstances. This description generally need not exceed 20 words and does not require the member to disclose any medical diagnosis or disability, or any personal medical information that is already exempt under existing law. There must be a separate request for each meeting at which the member wishes to participate remotely. The Council may add such requests to the agenda as an urgency item. The law does not provide any guidance on standards to be used by the Council in considering requests for remote participation. If the City elects to allow Council members to participate using the Just Cause and Personal Emergency provisions we recommend that it add a standing agenda item to receive Just Cause reports and Personal Emergency Requests. In the event of such a report the City Clerk can verify 45 Britt Avrit February 9, 2023 Page 4 that the baseline procedural requirements above have been satisfied. In addition, we recommend that staff make clear to Council members that there is no assurance that a Council member will be able to participate using the Just Cause/Personal Emergency exception. If a quorum of the Council is not attending from a single physical location neither option will be available and the Personal Emergency option is available only at the discretion of the full Council. 46 396 HAYES STREET, SAN FRANCISCO, CA 94102 T: (415) 552-7272 F: (415) 552-5816 www.smwlaw.com RICHARD S. TAYLOR Attorney RTaylor@smwlaw.com Teleconferencing Options Usual Covid Emergency Just Cause or Personal Emergency Public must be allowed to attend in person at Council member’s remote location? Yes No No Limit on # of Council members that can use this option at the same time? No No Yes, at least a quorum must be present at “a singular physical location clearly identified on the agenda” Limit on # of times a Council member can use the option? No No Yes Council member must use both audio + visual technology? No, audio only is acceptable No, audio only is acceptable Yes Quorum of Council members need to attend from locations in the jurisdiction? Yes, although can be remote locations within the City No Yes (see note above regarding location of quorum) Required to provide a physical meeting location for public? Yes, at standard location where regular meeting held in person + at Council member’s remote location No Yes Required to provide call-in or internet-based broadcast for public? No Yes, although minimum standards not described Yes, either a two- way audiovisual platform or a two- way telephonic service + live stream; public must be able to provide 47 Britt Avrit February 9, 2023 Page 6 comment via a call- in option, an internet-based option, and an in- person location Action must stop if broadcast for public disrupted? No, no express requirement although City could choose to pause until technology issue resolved and may be prudent to do so Yes Yes Planned to sunset?No Yes, sunsets at end of 2023 and earlier if COVID emergency proclamation is lifted. Yes, sunsets at end of 2025 1603621.2 48 AB 2449 ATTENDANCE BY A MEMBER VIRTUALLY - PROCEDURE Member prior to the meeting must do the following: 1. Notify the legislative body at the earliest opportunity possible, including at the start of a regular meeting, of their need to participate remotely for “just cause” including a general description of the circumstances relating to their need to appear remotely at the given meeting; Just Cause - is limited to one or more of the following: a. a childcare or caregiving need of a child, parent, grandparent, grandchild, sibling, spouse, or domestic partner that requires a member to participate remotely b. a contagious illness that prevents a member from attending in person c. a need related to a physical or mental disability as defined by law; or d. travel while on official business of the legislative body or another state or local agency or Emergency Circumstances – means a physical or family medical emergency that prevents a member from attending in person. a. The member requires the legislative body to allow them to participate in the meeting remotely due to the “emergency circumstances” and the legislative body takes action to approve the request. 2. The legislative body requires a general description (generally not exceeding 20 words) of the circumstances relating to the member’s need to appear remotely at the given meeting, this shall not require a member to disclose any medical diagnosis or disability, or any personal medical information that is already exempt under existing law. Limitations: May not be used by a member to teleconference for a period of more than three (3) consecutive months or 20% of regular meetings (4 meetings for City Council) within a calendar year, or more than two (2) meetings per calendar year if the board meets less than ten (10) times per calendar year. Members participating remotely must do so through both audio and visual technology and must publicly disclose whether any individual over the age of 18 is present at the remote location with the member and the general nature of the member’s relationship with the individual. 49 MAYOR AND CHAIR OF LEGISLATIVE BODIES – INSTRUCTION This must be addressed at the beginning of the meeting prior to Roll Call. ______ Confirm at least a quorum of the legislative body is present at the location (City Council Chamber or Large Conference Room) identified on the agenda. ______ Confirm a two-way visual or two-way telephonic service and a live webcasting of the meeting to allow the public to remotely hear and visually observe the meeting, and remotely address the legislative body. The agenda must identify and include an opportunity for all persons to attend via a call-in option, internet-based service option, and at the in-person location of the meeting. _____ Address remote attendee and ask the reason for absence: _____ “Just Cause” or ____ “Emergency Circumstances”? They may elaborate on the reason or read from their statement presented. _____ Ask the member if any individual over the age of 18 is present at the remote location with them. If yes, they must identify them and their relationship to the member. _____ Confirm with the City Clerk/Board Secretary the number of times the specific member has appeared remotely within the calendar year. _____ Address body for a roll call vote: ____ Accept the virtual attendance due to “just cause” reason ____ Accept the virtual attendance due to “emergency circumstance” ALL VOTES WILL BE MADE BY ROLL CALL VOTE If a member seeks to participate due to a specified “emergency circumstance” and the legislative body votes not to accept the basis for virtual attendance under AB 2449, then the member may only participate as a general member of the public and cannot vote on any action item. Minutes Must Reflect: _____ The name and position of the member who appeared remotely under AB 2449’s procedures. _____ Number of times each member has appeared remotely within the calendar year. _____ Motion read into the record and vote recorded on minutes. _____ Any action taken by the legislative body, such as not accepting the circumstances, and whether the member remained as a member of the public or left the virtual meeting environment. 50