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Home My WebLink About12-20-2023 City Council Agenda, amended 12-21-2023Saratoga City Council Agenda December 20, 2023 – Page 1 of 6 SARATOGA CITY COUNCIL REGULAR MEETING DECEMBER 20, 2023 AMENDED AGENDA • 12/19/2023 STUDY SESSION ATTACHMENT UPDATED • 12/19/2023 ITEM 2.3 STAFF REPORT UPDATED • 12/19/2023 ITEM 2.4 ATTACHMENT A, UPDATED • 12/19/2023 ITEM 2.6 ATTACHMENT A, ADDED • 12/20/2023 ITEM 1.8 WRITTEN COMMUNICATIONS ADDED • 12/21/2023 ITEM 1.8 WRITTEN COMMUNICATIONS 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 6:30 p.m. Study Session by: 1. Attending the meeting in person at the City Hall Linda Callon Conference Room, located at 13777 Fruitvale Avenue, Saratoga CA 95070; OR 2. Accessing the meeting through Zoom • Webinar URL: https://us02web.zoom.us/j/86846057855 • Webinar ID 868 4605 7855 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. 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. Saratoga City Council Agenda December 20, 2023 – Page 2 of 6 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. 6:30 PM STUDY SESSION City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070 2024 Preview Study Session Discussion Topics (Updated 12-19-2023) 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 15, 2023. REPORT FROM JOINT SESSION ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the City Council on matters not on the Agenda. The law generally prohibits the City Council from discussing or taking action on such items. However, the Council may instruct staff accordingly. ANNOUNCEMENTS CEREMONIAL ITEMS Appointment of Heritage Preservation Commissioner Recommended Action: Adopt the Resolution appointing Sharon Boyce-Bender to the Heritage Preservation Commission and direct the City Clerk to administer the Oaths of Office. Staff Report Attachment A - Resolution, Heritage Preservation Commission Appointment Saratoga City Council Agenda December 20, 2023 – Page 3 of 6 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 December 6, 2023, City Council Regular Meeting. Staff Report Attachment A - Minutes for the December 6, 2023 City Council Regular Meeting 1.2. Review and Accept Accounts Payable Check Registers Recommended Action: Review and accept the 11/30/2023 and 12/06/2023 accounts payable vendor payment check registers. Staff Report Attachment A - Check Register Reports 11-30-2023 Attachment B - Check Register Reports 12-06-2023 1.3. Final Map Approval for 2 Lots Located At 15015 Vickery Avenue (517-18-031 & 517-18-065) Recommended Action: Adopt the Resolution granting final map approval of tentative map application No. SUB 21- 0001 for two lots located at 15015 Vickery Avenue (APN 517-18-031 & 517-18-065) and authorizing ancillary actions. Staff Report Attachment A - Resolution Granting Final Map Approval Attachment B - Site Map Attachment C - Parcel Map Attachment D - Planning Commission Resolution No. 22-018 with Conditions 1.4. Extension of contract with Environmental Science Associates for Permitting and California Environmental Quality Act (CEQA) Support Services for Bridge Maintenance Repairs through June 30, 2025 Recommended Action: Approve an amendment to extend a contract with Environmental Science Associates (ESA) for Permitting and California Environmental Quality Act (CEQA) Support Services for Bridge Maintenance Repairs through June 30, 2025. Staff Report Attachment A - Original Contract and First Amendment Attachment B - Second Amendment 1.5. AB1600 Development Impact Fee Annual Report Recommended Action: Review and accept the annual AB1600 Development Impact Fee report for the fiscal year ended June 30, 2023. Staff Report Saratoga City Council Agenda December 20, 2023 – Page 4 of 6 1.6. Subdivision Code Update Recommended Action: Adopt the ordinance readopting and amending Chapter 14 of the Saratoga City Code – Subdivisions (updating to conform with state law and converting subjective standards to objective standards). Staff Report Attachment A - 2023 Subdivision Code Update Ordinance 1.7. American Rescue Plan Act of 2021 (ARPA) Project Budget Adjustments Recommended Action: 1. Adopt a budget resolution to adjust budgets needed in existing ARPA funded projects as well as several new ARPA qualified projects. 2. Authorize the Administrative Services Director, with the approval of the City Manager, to further adjust the budget for any specific project in the ARPA State and Local Fiscal Recovery Funds (SLFRF) Capital Improvement Program (CIP) in future, provided that the total budget allocation for ARPA Funds remain at $7,213,239. Staff Report Attachment A – Budget Resolution 1.8. Out-of-State Travel Request Recommended Action: Approve travel for an out-of-state trip for Mayor Yan Zhao. Staff Report Attachment A – Council and Commission Expense Policy Supplemental Memo - Written Communications Supplemental Memo - Written Communications, 2 2. GENERAL BUSINESS 2.1. Annual Comprehensive Financial Report (ACFR) Recommended Action: Receive and file the Annual Comprehensive Financial Report (ACFR) and related reports and direct City staff to prepare and post the City’s Annual Financial Transactions Report using the financial statements contained in the ACFR and in accordance with State law. Staff Report Attachment A - 2022-23 Annual Comprehensive Financial Report Attachment B - Single Audit Exemption Attachment C - TDA Exemption Saratoga City Council Agenda December 20, 2023 – Page 5 of 6 2.2. Resolution Renaming the Library and Community Engagement Commission to the Library and Public Art Commission Recommended Action: 1. Adopt the resolution to disband the Public Art Commission. 2. Adopt the resolution renaming the Library and Community Engagement Commission to the Library and Public Art Commission and determine the number of members of the Commission. 3. Adopt the resolution to amend the Public Art Policy, CCP-002. 4. Provide direction on the manner of selecting new members of the new Library and Public Art Commission. Staff Report Attachment A - Resolution to Disband the Public Art Commission Attachment B – Library and Community Engagement Commission Authorities, Responsibilities, and Duties (August 2020) Attachment C – Redlined Changes to the Library and Public Art Commission Authorities, Responsibilities, and Duties Attachment D - Resolution Defining the Library and Public Art Commission Authorities, Responsibilities, and Duties Attachment E – Resolution Amending the Public Art Policy 2.3. Commission Local Appointments List and Terms Expiring in 2024 Recommended Action: Adopt the Local Appointments List for terms expiring in the 2024 calendar year and direct the City Clerk to post on the City’s website. Staff Report (Updated 12-19-2023) Attachment A - 2024 Local Appointment List Attachment B - 2024 Tentative Commission Recruitment Schedule 2.4. Annual Code Update for 2024 Recommended Action: Review the proposed cleanup amendments to the City Code and direct staff to prepare an ordinance implementing the amendments that the City Council would like brought forward for consideration by the City Council. Staff Report Attachment A – Proposed Code Amendments for 2024 Annual Code Update Supplemental Memo - Amended Attachment A 2.5. Consideration of Procurement of Consultant Services for City Manager Recruitment Recommended Action: Authorize the Human Resources Manager to distribute Request for Proposals (RFPs) to executive recruitment firms to coordinate the City Manager recruitment and selection process. Staff Report Attachment A - Request for Proposal Attachment B - Standard Services Contract Saratoga City Council Agenda December 20, 2023 – Page 6 of 6 2.6. Adoption of City Council Assignments Recommended Action: Adopt the Resolution establishing City Council assignments for calendar year 2024. Staff Report Attachment B - City Council Assignment Descriptions Supplemental Memo - Resolution with City Council Assignments 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 15th day of December 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]