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Home My WebLink About02-21-2024 City Council Agenda, amended 02-22-2024Saratoga City Council Agenda February 15, 2024 – Page 1 of 5 SARATOGA CITY COUNCIL REGULAR MEETING FEBRUARY 21, 2024 AMENDED AGENDA • 02/21/2024 STUDY SESSION ITEM PRESENTATION ADDED • 02/21/2024 ITEM 2.1 PRESENTATIONS ADDED • 02/22/2024 STUDY SESSION ITEM 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 5:30 p.m. Commission Interview by: 1. Attending the meeting in person at: • City Hall Linda Callon Conference Room, located at 13777 Fruitvale Avenue, Saratoga CA 95070 • Residence Inn Sacramento Downtown Capitol Park, located at 1121 15th Street, Sacramento CA 95814; 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. Study Session by: 1. Attending the meeting in person at: • City Hall Linda Callon Conference Room, located at 13777 Fruitvale Avenue, Saratoga CA 95070 • Residence Inn Sacramento Downtown Capitol Park, located at 1121 15th Street, Sacramento CA 95814; OR 2. Accessing the meeting through Zoom • Webinar URL: https://us02web.zoom.us/j/86846057855 • Webinar ID 868 4605 7855 • Call In: 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 • Residence Inn Sacramento Downtown Capitol Park, located at 1121 15th Street, Sacramento CA 95814; OR 2. Accessing the meeting through Zoom • Webinar URL: https://us02web.zoom.us/j/81627041223 Saratoga City Council Agenda February 15, 2024 – Page 2 of 5 • 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. 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; Residence Inn Sacramento Downtown Capitol Park, located at 1121 15th Street, Sacramento CA 95814 Time Name Commission Vacancies Incumbent 5:30 p.m. Nicole Hao Library & Public Art 1 full term No 6:00 PM STUDY SESSION City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070; Residence Inn Sacramento Downtown Capitol Park, located at 1121 15th Street, Sacramento CA 95814 2024-25 Capital Improvement Program Project Prioritization Study Session Recommended Action: Review and provide direction on projects and funding for the 2024-25 Capital Improvement Program (CIP) budget. Staff Report Attachment A - CIP Prioritization Study Session Package Presentation Slides (added 02-21-2024) Supplemental Memo - Written Communications (added 02-22-2024) Saratoga City Council Agenda February 15, 2024 – Page 3 of 5 7:00 PM REGULAR SESSION Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070; Residence Inn Sacramento Downtown Capitol Park, located at 1121 15th Street, Sacramento CA 95814 PLEDGE OF ALLEGIANCE ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on February 15, 2024. REPORT FROM STUDY 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 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 January 30, 2024, City Council Special Meeting, the January 31, 2024, City Council Special Meeting, and the February 7, 2024, City Council Regular Meeting. Staff Report Attachment A - Minutes for the January 30, 2024 City Council Special Meeting Attachment B - Minutes for the January 31, 2024 City Council Special Meeting Attachment C - Minutes for the February 7, 2024 City Council Regular Meeting 1.2. One Year Maintenance Contract Extension for the Heritage Orchard with Orchard Keepers in an amount not to exceed $135,200 Recommended Action: Approve a one-year extension of the maintenance service contract with Orchard Keepers for the Heritage Orchard in an amount not to exceed $135,200 and authorize the City Manager to execute the same. Staff Report Attachment A - Original Contract Attachment B - Extended Contract Amendment 1.3. Accounts Payable Check Registers Recommended Action: Review and accept the 02/01/2024 and 02/08/2024 accounts payable vendor payment check registers. Staff Report Attachment A - Check Register Reports 02-01-2024 Attachment B - Check Register Reports 02-08-2024 Saratoga City Council Agenda February 15, 2024 – Page 4 of 5 1.4. Friendship City with Xi’an, China Memorandum of Understanding (MOU) Recommended Action: Approve the Friendship City Memorandum of Understanding (MOU) with Xi’an, China. Staff Report Attachment A - Memorandum of Understanding with Saratoga 1.5. Acceptance of Quito Road Bridges Temporary Construction Easement Recommended Action: Adopt a resolution accepting the dedication of a temporary construction easement for the Quito Road Bridges project and authorizing the City Manager to execute a Certificate of Acceptance. Staff Report Attachment A - Resolution Accepting Offer to Dedicate Easement Attachment B - Exhibit A - Temporary Construction Easement Attachment C - Exhibit B - Certificate of Acceptance Attachment D - Expired Temporary Construction Easement Attachment E - Resolution No. 22-024 2. PUBLIC HEARING 2.1. Request for approval of encroachment into existing scenic easement at 21083 Comer Drive Recommended Action: Consider the application and, if the Council determines that the ADU may encroach in the scenic easement area, direct staff to prepare a resolution making appropriate findings to be considered on the consent calendar at a later meeting. Staff Report Attachment A - Project Plans Attachment B - Tract Map Attachment C - Letter from Applicant Staff Presentation Slides (added 02-21-2024) Applicant Presentation Slides (added 02-21-2024) 3. GENERAL BUSINESS 3.1. Community Event and Street Closure Grant Program for Fiscal Year 2024/25 Recommended Action: Provide staff with direction on funding for Fiscal Year 2024/25 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) competitive Community Event Grant Program funding allocation; 4) and request to increase grant funding allocation for Fiscal Year 2024/25. Staff Report Attachment A--Community Event Grant Program Policy Attachment B--Community Event and Street Closure Grant Program PowerPoint Presentation Saratoga City Council Agenda February 15, 2024 – Page 5 of 5 3.2. Donation from El Paseo Property Owner, LLC Recommended Action: Authorize the City Manager to execute an agreement with El Paseo Property Owner, LLC (Sand Hill Property Company) to accept a donation of $100,000 for sidewalk improvements along Quito Road. Staff Report Attachment A- Donation Agreement Attachment B - Donation Policy 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 February 15, 2024 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 February 2024 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]