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Home My WebLink About12-06-2023 City Council Agenda, amended 12-07-2023Saratoga City Council Agenda December 6, 2023 – Page 1 of 6 SARATOGA CITY COUNCIL REGULAR MEETING DECEMBER 6, 2023 AMENDED AGENDA • 12/06/2023 REORGANIZATION ITEM WRITTEN COMMUNICATION ADDED • 12/06/2023 ITEM 3.1 WRITTEN COMMUNICATION ADDED • 12/06/2023 ITEM 3.2 REVISED RESOLUTION ATTACHMENT ADDED • 12/07/2023 ITEM 3.2 WRITTEN COMMUNICATION ADDED • 12/07/2023 ITEM 3.3 REVISED ATTACHMENT A, ADDED Public Participation Information In accordance with Saratoga City Council’s Remote Public Participation Policy, members of the public may participate in these meetings in person at the locations listed below or via remote attendance (if applicable) using the Zoom information below. In the event remote participation technology is unexpectedly unavailable, the meeting will proceed in person without remote participation. Members of the public can view and participate in the 5:30 p.m. Commission Interviews 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/82342704483 • Webinar ID 823 4270 4483 • Call In: 1.408.638.0968 or 1.669.900.6833 Members of the public can view and participate in the 6:00 p.m. Joint Session by: 3. Attending the meeting in person at the City Hall Linda Callon Conference Room, located at 13777 Fruitvale Avenue, Saratoga CA 95070; OR 4. 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 Saratoga 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 www.saratoga.ca.us/watch and calling in following the direction above. Saratoga City Council Agenda December 6, 2023 – Page 2 of 6 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. Oral Communications on Non-Agendized Items will take place at the beginning of the meeting for those attending in person. Oral Communications on Non-Agendized Items will take place at the end of the meeting for those attending via telephone and Zoom. Public Comment for agendized items will begin with speakers attending in-person followed by those attending via Zoom. Please ensure your comments pertain to the agenda item. Individuals providing comments not relevant to the agenda item will be asked to stay on topic or they will be muted. 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. 5:30 PM COMMISSION INTERVIEW City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070 Time Name Commission Vacancies Incumbent 5:30 p.m. Sharon Boyce- Bender Heritage Preservation Commission 1 full term; 1 partial term Yes 6:00 PM JOINT SESSION City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070 Joint Session with Saratoga Ministerial Association Recommended Action: Receive updates from Saratoga Ministerial Association 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 December 1, 2023. REPORT FROM JOINT SESSION Saratoga City Council Agenda December 6, 2023 – Page 3 of 6 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. COUNCIL REORGANIZATION Recognition of Outgoing Mayor Recommended Action: Hear remarks from outgoing Mayor Kookie Fitzsimmons. Appointment of Mayor & Vice Mayor Recommended Action: Declare offices of Mayor and Vice Mayor to be vacant, accept nominations for the office of Mayor, direct the City Clerk or designee to administer the Oath of Office to new Mayor, accept nominations for the office of Vice Mayor, and direct the City Clerk or designee to administer the Oath of Office to new Vice Mayor. Staff Report Attachment A - Resolution Supplemental Memo - Written Communications 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 November 15, 2023, City Council Regular Meeting. Staff Report Attachment A - Minutes for the November 15, 2023 City Council Regular Meeting 1.2. Review and Accept Accounts Payable Check Registers Recommended Action: Review and accept the 11/08/2023, 11/16/2023, and 11/22/2023 accounts payable vendor payment check registers. Staff Report Attachment A - Check Register Report 11-08-2023 Attachment B - Check Register Report 11-16-2023 Attachment C - Check Register Report 11-22-2023 1.3. Treasurer’s Report for the Month Ended October 31, 2023 Recommended Action: Review and accept the Treasurer’s Report for the month ended October 31, 2023. Staff Report Saratoga City Council Agenda December 6, 2023 – Page 4 of 6 1.4. The Elms Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants Recommended Action: Authorize the City Manager to sign the Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants on behalf of the City of Saratoga for the nine affordable housing units of The Elms Residential Project. Staff Report Attachment A – Affordable Housing Regulatory Agreement and Declaration of Restrictive Covenants for the Elms Residential Project. 1.5. Flock Safety Agreement for Automated License Plate Reader Camera System Recommended Action: Authorize the City Manager to execute a new five-year agreement with Flock Safety. Staff Report Attachment A - Flock Safety Agreement 1.6. Youth Commission Charity Donation (November 2023) Recommended Action: Approve Saratoga Youth Commission’s donation to the non-profit organization, Grassroots Ecology. Staff Report Attachment A – Fundraising Plan-Action 2. PUBLIC HEARING 2.1. Subdivision Code Update Recommended Action: Conduct the public hearing, introduce and waive the first reading of an ordinance amending City Code Chapter 14 – Subdivisions (updating to conform with state law and converting subjective standards to objective standards), and direct staff to place the matter on the consent calendar for the next regular meeting of the City Council. Staff Report Attachment A - 2023 Subdivision Code Update Ordinance Attachment A1 - 2023 Subdivision Code Update Ordinance Attachment 1 Attachment B - Redline showing changes to existing Subdivision Ordinance 3. GENERAL BUSINESS 3.1. Xi’An, China Friendship City Discussion Recommended Action: Designate Xi’An, China as a Friendship City with Saratoga through a Mayor’s Memorandum of Understanding between the two cities. Staff Report Attachment A - Xi'An Map Attachment B – Cupertino Guidelines on Sister Cities, Friendship Cities, and International Delegations Supplemental Memo - Written Communications Saratoga City Council Agenda December 6, 2023 – Page 5 of 6 3.2. Proposed Records Management Policy and Revised Citywide Records Retention Schedule Recommended Action: Adopt the Resolution repealing Resolution No. 21-064, adopting City Council Policy 001- Records Management, and adopting a revised Citywide Records Retention Schedule. Staff Report Attachment A - Resolution Supplemental Memo - Amended Resolution Attachment Supplemental Memo - Written Communications (added 12-07-2023) 3.3. Review of City Council Assignment Descriptions Recommended Action: Review the list of City Council assignment descriptions and provide direction on changes to the list. Staff Report Attachment A - City Council Assignment Descriptions Attachment B - Resolution Supplemental Memo - Amended Attachment A COUNCIL ASSIGNMENTS Council Assignments CITY COUNCIL ITEMS COUNCIL COMMUNICATIONS CITY MANAGER'S REPORT 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. 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 November 8, 2023 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 1st day of December 2023 at Saratoga, California. Britt Avrit, MMC, City Clerk Saratoga City Council Agenda December 6, 2023 – Page 6 of 6 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]