The URL can be used to link to this page

Home My WebLink About03-06-2024 City Council Agenda Packet, amended 03-06-2024Saratoga City Council Agenda March 6, 2024 – Page 1 of 5 SARATOGA CITY COUNCIL REGULAR MEETING MARCH 6, 2024 AMENDED AGENDA • 03/01/2024 COUNCIL MEMBER REMOTE LOCATION ADDED • 03/06/2024 NON-AGENDIZED 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 6:00 p.m. Commission Interviews by: 1. Attending the meeting in person at: • City Hall Linda Callon Conference Room, located at 13777 Fruitvale Avenue, Saratoga CA 95070 • Via Maistra 12, 7500 St. Moritz, Switzerland; 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 6:30 p.m. Closed Session by: 1. Attending the meeting in person at: • City Hall Linda Callon Conference Room, located at 13777 Fruitvale Avenue, Saratoga CA 95070; • Via Maistra 12, 7500 St. Moritz, Switzerland;; OR 2. Accessing the meeting through Zoom • https://us02web.zoom.us/j/89527052458 • Webinar ID 895 2705 2458 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 • Via Maistra 12, 7500 St. Moritz, Switzerland;; 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 March 6, 2024 – Page 2 of 5 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. 6:00 PM COMMISSION INTERVIEWS City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070 Time Name Commission Vacancies Incumbent 6:00 p.m. Herman Zheng Planning 1 full term Yes 6:15 p.m. Zaheer Hassan Planning 1 full term No 6:30 PM CLOSED SESSION City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070 CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION (Significant exposure to litigation pursuant to Government Code Section 54956.9(d)(2). (1 case) Threat of Litigation Recommended Action: Review the attached threat of litigation and provide direction to staff. Staff Report Attachment A – Letter received January 25, 2024 7:00 PM REGULAR SESSION Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070 PLEDGE OF ALLEGIANCE ROLL CALL Saratoga City Council Agenda March 6, 2024 – Page 3 of 5 REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on February 29, 2024. 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. Supplemental Memo - Written Communications (added 03-06-2024) ANNOUNCEMENTS CEREMONIAL ITEM Proclamation Declaring March 2024 as Youth Art Month Recommended Action: Declare March 2024 as Youth Art Month Proclamation Declaring March 2024 as Youth Art Month 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 21, 2024, City Council Regular Meeting. Staff Report Attachment A - Minutes for the February 21, 2024 City Council Regular Meeting 1.2. Accounts Payable Check Registers Recommended Action: Review and accept the 02/15/2024 and 02/22/2024 accounts payable vendor payment check registers. Staff Report Attachment A - Check Register 02-15-2024 Attachment B - Check Register 02-22-2024 1.3. Treasurer’s Report for the Month Ended January 31, 2024 Recommended Action: Review and accept the Treasurer’s Report for the month ended January 31, 2024. Staff Report 1.4. Records Retention Schedule Update Recommended Action: Adopt the Resolution adopting a revised Citywide Records Retention Schedule. Staff Report Attachment A - Resolution Adopting a Revised Citywide Records Retention Schedule Saratoga City Council Agenda March 6, 2024 – Page 4 of 5 1.5. Final Map Approval for Two Lots Located at 22461 Mt. Eden Road Recommended Action: Adopt the Resolution granting final map approval of parcel map application No. ULS22- 0015 for two lots located at 22461 Mt. Eden Road (APN: 503 80 001). Staff Report Attachment A - Resolution Granting Final Map Approval Attachment B - Site Map Attachment C - Parcel Map 1.6. Update to the Bail Schedule for Enforcement of Park Rules Recommended Action: Adopt the Resolution approving an updated bail schedule setting bail amounts for violations of Municipal Code provisions relating to park use. Staff Report Attachment A - Resolution Attachment B – Municipal Code Section 11-05.030-.050 2. GENERAL BUSINESS 2.1. Public Art Policy Review Recommended Action: Provide direction to staff on changes to the Saratoga Public Art Policy. Staff Report Attachment A - Public Art Policy 2.2. Sister City and Friendship City Guidelines Policy Approval Recommended Action: Adopt the Resolution adopting City Council Policy 003 - Sister City and Friendship City Guidelines Staff Report Attachment A – Resolution adopting City Council Policy 003–Sister City and Friendship City Guidelines 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 Saratoga City Council Agenda March 6, 2024 – Page 5 of 5 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 29, 2024 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 29th 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] SARATOGA CITY COUNCIL MEETING DATE:March 6, 2024 DEPARTMENT:City Attorney’s Office PREPARED BY:Richard Taylor, City Attorney SUBJECT:Threat of Litigation RECOMMENDED ACTION: Review the attached threat of litigation and provide direction to staff. BACKGROUND: The City has received the attached letter threatening litigation in connection with the City’s method of conducting elections. ATTACHMENTS: Attachment A –Letter received January 25, 2024 1752402.1 5 6 7 CITY OF SARATOGA Memorandum To: Members of the Saratoga City Council From: Britt Avrit, City Clerk Meeting Date: March 6, 2024 Subject: Written Communications, Non-Agendized Matters Following publication of the agenda packet for the March 6, 2024, City Council Meeting, written communications were submitted for non-agendized matters; the communications are attached to this memo. 8 From:Bill Dalton To:Belal Aftab; Chuck Page; Kookie Fitzsimmons; Tina Walia; Yan Zhao Cc:Britt Avrit; James Lindsay; Leslie Arroyo; Bill Dalton Subject:March 5, 20224 Council Meeting -- COMMUNICATIONS ON NON-AGENDIZED ITEMS Date:Tuesday, March 5, 2024 11:38:22 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Mayo Zhao and Council Members, All too often staff presentations are revised or ADD to the agenda posting the day before the meeting. In the case of the Jan 30 meeting, presentations were ADD AFTER the meeting. In the case of the Feb 21 meeting new material was ADDED the day of the meeting and as can be seen the notice of change was sent at 2:53PM for a meeting scheduled at 6:00PM. This new material was a total revision of the previously posted proposed CIP list. It added a new projects and represented the true position of staff as to which projects staff was requesting funding for. This is "last minute" or after the fact posting is not reasonable and I don't understand why the council would even allow it. It is my request that if staff presentations are either not ready WHEN the agenda is posted or need to be revised AFTER the agenda is posted that the topic to which they apply be removed form the agenda and reschedule for the next council meeting. Thank you, Bill Dalton ----- Forwarded Message ----- From: City Council <cityhall@saratoga.ca.us> To: Sent: Wednesday, February 21, 2024 at 02:53:51 PM PST Subject: Modified Agenda 02/21/2024 for www.saratoga.ca.us View this in your browser Dear Subscriber, The latest City Council meeting agenda has been added to the City of Saratoga website. You can also view and subscribe to receive a preview of upcoming City Council meetings and summaries of past meetings by visiting the City of Saratoga’s Hamlet GovCenter. Previews are 9 published within two business days of agenda posting on the City website. City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 408.868.1200 City Council City Council Regular Meeting Agenda (PDF)… View in the Agenda Center You are receiving this message because you are subscribed to City Council on www.saratoga.ca.us To unsubscribe, click the following link: Unsubscribe 10 PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF SARATOGA DECLARING MARCH 2024 AS YOUTH ART MONTH WHEREAS, Youth Art Month has been celebrated in March since 1961 and encourages support for quality school art programs and promotes art material safety; and WHEREAS, art education is celebrated in local schools, school districts, community arts organizations, and larger communities to increase support, understanding, and interest in art education; and WHEREAS, according to the California Department of Education, Fine Arts are taught in almost 60,000 classes in Santa Clara County. Studies have proven that arts learning strategies and arts integration help teachers to recognize and build upon critical thinking skills, curiosity, flexibility, communication, innovation, collaboration and are the traits required for post-secondary and workplace success; and WHEREAS, the Santa Clara County Office of Education is committed to supporting the arts to inspire and prepare students for success in the 21 st century by using arts education to reinforce the skills students will need to become productive, contributing members of a strong community; and WHEREAS, we share in the vision to ensure that students have access to high quality arts education that is culturally relevant and inclusive, sparking curiosity, imagination, creativity and joy; and WHEREAS, there are numerous long-term benefits of art education for all students and there is a continuous need to improve art education at all levels. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does hereby proclaim March 2024 as Youth Art Month and strives to increase community, business, and government support for art education for all students. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA this 6th day of March 2024. ___________________________ Yan Zhao, Mayor City of Saratoga 11 SARATOGA CITY COUNCIL MEETING DATE:March 6, 2024 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 21, 2024,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. ATTACHMENTS: Attachment A -Minutes for the February 21, 2024, City Council Regular Meeting 12 Saratoga City Council Minutes ~ February 21, 2024 ~ Page 1 of 6 MINUTES WEDNESDAY, FEBRUARY 21, 2024 SARATOGA CITY COUNCIL REGULAR MEETING At 5:30 p.m., the City Council held an interview for the Library and Public Art Commission. PAGE/FITZSIMMONS MOVED TO REOPEN THE RECRUITMENT FORTHE LIBRARY AND PUBLIC ART COMMISSION FOR A TERM ENDING SEPTEMBER 30, 2027. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. At 6:00 p.m., the City Council held a Study Session to review and provide direction on projects and funding for the 2024-25 Capital Improvement Program (CIP) budget in the Linda Callon Conference Room. Ryan Hinchman, Administrative Services Director, presented the staff report. Mayor Zhao invited public comment. The following individual spoke at this time: Bill Dalton AFTAB/PAGE MOVED TO DIRECT STAFF TO PROCEED WITH FUNDING SCENARIO NUMBER TWO AS PRESENTED, WITH THE FOLLOWING ADJUSTMENTS: $500K ADDITIONAL PAVEMENT MANAGEMENT PROGRAM FUNDING ADDED FROM THE ROAD AND FACILITY RESERVE, REMOVING THE PROSPECT CENTER PARKING LOT PROJECT AND REALLOCATING THE $30K OF FUNDS TO THE RESIDENTIAL TREE PLANTING PROGRAM. Council Member Page requested a friendly amendment to move funding in the Priority Projects list from Public Art Infrastructure to Hakone Gardens Infrastructure Improvements. AFTAB/PAGE MOVED TO DIRECT STAFF TO PROCEED WITH FUNDING SCENARIO NUMBER TWO AS PRESENTED, WITH THE FOLLOWING ADJUSTMENTS: $500K ADDITIONAL PAVEMENT MANAGEMENT PROGRAM FUNDING ADDED FROM THE ROAD AND FACILITY RESERVE, REMOVING THE PROSPECT CENTER PARKING LOT PROJECT AND REALLOCATING THE $30K OF FUNDS TO THE RESIDENTIAL TREE PLANTING PROGRAM,AND MAKING A ONE- TIME REMOVAL OF $25K FROM THE PUBLIC ART INFRASTRUCTURE PROJECT AND REALLOCATING THE FUNDS TO THE HAKONE GARDENS INFRASTRUCTURE PROJECT.MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. Mayor Zhao called the Regular Session to order at 7:00 p.m. Prior to Roll Call, the City Clerk stated Council Member Walia is attending the meeting from Sacramento,asindicated ontheagenda,pursuant to GovernmentCode 54953(b). Council Member Walia confirmed for the record she has met the applicable notice requirements and confirmed the public is able to participate from her location. 13 Saratoga City Council Minutes ~ February 21, 2024 ~ Page 2 of 6 ROLL CALL PRESENT:Mayor Yan Zhao, Vice Mayor Belal Aftab, Council Members Kookie Fitzsimmons, Chuck Page, Tina Walia ABSENT:None ALSO PRESENT:James Lindsay, City Manager Richard Taylor, City Attorney Leslie Arroyo, Assistant City Manager John Cherbone, Public Works Director Bryan Swanson, Community Development Director Ryan Hinchman, Administrative Services Director Britt Avrit, City Clerk Kyle Rathbone, Assistant Planner Macedonio Nunez, Engineering Services Manager/City Engineer Ramona McGary, Administrative Analyst REPORT ON POSTING OF THE AGENDA The City Clerk reported the agenda for this meeting was properly posted on February 15, 2024. REPORT FROM STUDY SESSION Mayor Zhao stated the City Council held a Study Session to review and provide direction on projects and funding for the 2024-25 Capital Improvement Program (CIP) budget. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS; IN-PERSON ATTENDEES The following individuals spoke at this time: Jim Stallman discussed Union Pacific Railroad. Chuck Page, as a member of the public, discussed a recent incident and requested members of the public to drive more carefully. ANNOUNCEMENTS Mayor Zhao shared information about Let’s Work Saratoga Volunteer Day, AlertSCC, and Mayor’s Farmers’ Market Hours. 1.CONSENT CALENDAR Mayor Zhao invited public comment. No one requested to speak. Council Member Page pulled Item 1.4 for separate 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. 14 Saratoga City Council Minutes ~ February 21, 2024 ~ Page 3 of 6 PAGE/AFTAB MOVED TO 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. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. PAGE/AFTAB MOVED TO 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.MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: PAGE, WALIA, AFTAB, ZHAO. NOES: FITZSIMMONS. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. PAGE/AFTAB MOVED TO REVIEW AND ACCEPT THE 02/01/2024 AND 02/08/2024 ACCOUNTS PAYABLE VENDOR PAYMENT CHECK REGISTERS.MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. PAGE/ZHAOMOVED TO APPROVE THE FRIENDSHIP CITY MEMORANDUM OF UNDERSTANDING (MOU) WITH XI’AN, CHINA, AS AMENDED.MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. RESOLUTION 24-006 15 Saratoga City Council Minutes ~ February 21, 2024 ~ Page 4 of 6 PAGE/AFTAB MOVED TO 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.MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. Kyle Rathbone, Assistant Planner, presented the staff report. The Applicant provided a presentation. Mayor Zhao invited public comment. The following individuals spoke at this time: Jack Harris, Janet Ehrhardt FITZSIMMONS/PAGE MOVED TO DIRECT STAFF TO PREPARE A RESOLUTION MAKING APPROPRIATE FINDINGS TO BE CONSIDERED ON THE CONSENT CALENDAR AT A LATER MEETING THAT THE ADU MAY ENCROACH IN THE SCENIC EASEMENT AREA. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. Ramona McGary, Administrative Analyst, presented the staff report. Mayor Zhao invited public comment. The following individuals spoke at this time: Tiger Teerlink, Kelly Medrano, Jim Cargill, Mark Chapman. 16 Saratoga City Council Minutes ~ February 21, 2024 ~ Page 5 of 6 AFTAB/PAGE MOVED TO ACCEPT STAFF RECOMMENDATION FOR THE EXISTING PROGRAM AS WELL AS THE $16K INCREASE AS PRESENTED. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. Macedonio Nunez, Engineering Services Manager/City Engineer, presented the staff report. Mayor Zhao invited public comment. The following individual spoke at this time: Jody Tatro. PAGE/AFTAB MOVED TO 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.MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. COUNCIL ASSIGNMENTS Council Member Kookie Fitzsimmons Nothing to report Council Member Tina Walia Cities Association of Santa Clara County City Selection Committee – stated the Committee made annual appointments to regional positions. Cities Association of Santa Clara County Board of Directors – stated the Board held its first meeting as a Joint Powers Authority; the JPA Board Officers were elected with no changes, the Board discussed the transition to the JPA and denied a request from an agency to serve as a fiscal agent for a nexus survey. Silicon Valley Clean Energy Authority Board of Directors – stated the Board appointed members of the Legislative Ad Hoc Committee, Audit Committee and Finance & Admin Committee; Council Member Walia discussed the meetings she attended while in Sacramento. Council Member Chuck Page Nothing to report. Vice Mayor Belal Aftab Valley Transportation Authority Policy Advisory Committee - stated the Committee appointed Morgan Hill City Council Member Yvonne Martinez Beltran as Chair and Santa Clara City Council Member Raj Chahal as Vice Chair. 17 Saratoga City Council Minutes ~ February 21, 2024 ~ Page 6 of 6 Mayor Yan Zhao Council Finance Committee - stated the Committee reviewed Financial and Investment Policies. West Valley Sanitation District Board of Directors – stated she attended the meeting with nothing to report. CITY COUNCIL ITEMS Page/Aftab requested that the City Council discuss roadway safety and economic development in Saratoga. COUNCIL COMMUNICATIONS None CITY MANAGER'S REPORT None CITY ATTORNEY'S REPORT None ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS; VIRTUAL ATTENDEES No one requested to speak. ADJOURNMENT Mayor Zhao adjourned the meeting at 8:46 p.m. Minutes respectfully submitted: Britt Avrit, City Clerk City of Saratoga 18 SARATOGA CITY COUNCIL MEETING DATE:March 6, 2024 DEPARTMENT:Administrative Services PREPARED BY:Vivian Lu, Accounting Technician SUBJECT:Accounts Payable Check Registers RECOMMENDED ACTION: Review and accept the 02/15/2024 and 02/22/2024 accounts payable vendor payment check registers. BACKGROUND: The accounts payable check registers report payments to vendors for goods and services properly procured and approved for payment in accordance with the City’s administrative purchasing policy. The information listed below lists vendor payments exceeding $20,000 and any checks that were voided during the time period. The complete check register(s) and summary by Fund are provided as attachments to this report. ATTACHMENTS: Attachment A -Check Register Reports Dated 02/15/2024 Attachment B -Check Register Reports Dated 02/22/2024 REPORT SUMMARY: Attached are Check Registers for: Date Ending Check # 02/15/2024 149165 149210 46 312,919.97 02/15/2024 02/08/2024 149164 02/22/2024 149211 149248 38 753,642.08 02/22/2024 02/15/2024 149210 Accounts Payable checks issued for $20,000 or greater: Date Check #Dept.Amount 02/15/2024 149168 AECOM Technical Services General Fund CDD Jan. 2024 Family Vinery Expansion 20,974.00 02/15/2024 149169 Anil Ubale & Anu Sonvane General Fund CDD Deposit Refund ARB19-0021 89,909.58 02/15/2024 149178 Dinsmore Landscape Company Various Funds PW Feb. 2024 Citywide Landscape Services 33,894.18 02/15/2024 149203 Shute, Mihaly & Weinberger Various Funds Various Dec. 2023 Attorney Services 48,775.01 02/22/2024 149227 SCC Office of the Sheriff General Fund ASD Feb. 2024 Law Enforcement 651,016.58 02/22/2024 149229 PG&E Various Funds Various Gas & Electric Expenses 21,675.41 Accounts Payable checks voided during this time period: AP Date Check #Amount 04/06/2023 147185 Clara Zhou Lost/Never received 105.00 04/06/2023 147216 Wen Lung Chow Lost/Never received 11,990.15 Ending Check # Starting Check #Type of Checks Date Checks ReleasedTotal Checks Amount Accounts Payable Accounts Payable Fund Purpose StatusReason Issued to Issued to Voided Reissued 19 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 02/15/2024 CITY OF SARATOGA VENCHK11 TIME: 14:02:18 CHECK REGISTER - FUND TOTALS ACCOUNTING PERIOD: 8/24 FUND FUND TITLE AMOUNT 111 GENERAL FUND 276,763.86 241 ARROYO DE SARATOGA LNDSCP 812.85 242 BONNET WAY LANDSCAPE 262.93 243 CARNELIAN GLEN LANDSCAPE 212.16 244 CUNNINGHAM/GLASGOW LND 106.09 245 FREDERICKSBURG LANDSCAPE 832.98 246 GREENBRIAR LANDSCAPE 463.72 247 KERWIN RANCH LANDSCAPE 848.68 248 LEUTAR COURT LANDSCAPE 368.33 249 MANOR DRIVE LANDSCAPE 159.13 251 MCCARTYSVILLE LANDSCAPE 801.46 252 PRIDES CROSSING LANDSCAPE 1,425.99 253 SARATOGA LEGEND LANDSCAPE 265.21 254 SUNLAND PARK LANDSCAPE 848.68 255 TRICIA WOODS LANDSCAPE 159.13 256 ALLENDALE LANDSCAPE 106.09 257 COVINA LANDSCAPING DIST 318.26 271 BEUACHAMPS L&L 424.34 272 BELLGROVE L&L 3,182.55 273 GATEWAY L&L 1,326.80 274 HORSESHOE DRIVE L&L 212.16 276 TOLLGATE L&L 148.68 278 WESTBROOK L&L 159.13 279 BROOKVIEW L&L 520.47 292 PARAMOUNT COURT SWD 465.17 411 CIP STREET PROJECTS FUND 901.00 412 CIP PARKS PROJECT FUND 1,140.43 435 ARPA/SLFRF FUND 1,400.00 612 WORKERS COMP FUND 289.92 621 OFFICE SUPPORT 6,382.13 622 IT SERVICES 1,866.19 624 BUILDING MAINTENANCE 9,745.45 TOTAL REPORT 312,919.97 20 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 02/15/2024 CITY OF SARATOGA VENCHK11 TIME: 14:01:32 CHECK REGISTER ACCOUNTING PERIOD: 8/24 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 149165 11111 02/15/24 234 A T & T 63211 PROSPECT CENTER 140.88 149165 11111 02/15/24 234 A T & T 63211 CRP YRD EMER POTS LNS 57.17 149165 11111 02/15/24 234 A T & T 63211 SENIOR CENTER ALARMS 57.75 TOTAL CHECK 255.80 149166 11111 02/15/24 546 ASSOC OF BAY AREA GOV/ABA 63111 GAS SERVICES 1,570.00 149166 11111 02/15/24 546 ASSOC OF BAY AREA GOV/ABA 63111 FY23 GAS TRUE-UP 1,867.50 TOTAL CHECK 3,437.50 149167 11111 02/15/24 35 ACCENT GRAPHICS 61111 OFFICE SUPPLIES 133.68 149167 11111 02/15/24 35 ACCENT GRAPHICS 61111 OFFICE SUPPLIES 37.74 TOTAL CHECK 171.42 149168 11111 02/15/24 1692 AECOM TECHNICAL SERVICES 22119 ENV21-0011 HSE VINERY 20,974.00 149169 11111 02/15/24 500 ANIL UBALE & ANU SONVANE 22113 DEP BD REF ARB19-0021 89,605.00 149169 11111 02/15/24 500 ANIL UBALE & ANU SONVANE 22111 DEP REF ARB19-0021 304.58 TOTAL CHECK 89,909.58 149170 11111 02/15/24 1804 ANIXTER INC 61133 PORTAL GATEWAY/LOCK 3,653.34 149171 11111 02/15/24 1187 ASSOCIATED SERVICES COMPA 61133 FACILITIES SUPPLIES 649.50 149172 11111 02/15/24 930 COLE SUPPLY COMPANY, INC. 61341 PARKS MAINT SUPPLIES 1,749.33 149173 11111 02/15/24 1569 COMCAST 63213 COMCAST (PRIMARY) 561.67 149174 11111 02/15/24 1369 COMCAST CORPORATION 63213 COMCAST (P2P) 707.58 149175 11111 02/15/24 500 DANIEL KAN 22113 DEP BD REF ARB22-0016 16,840.00 149175 11111 02/15/24 500 DANIEL KAN 22111 DEP REF ARB22-0016 318.35 TOTAL CHECK 17,158.35 149176 11111 02/15/24 573 STATE OF CALIFORNIA 64533 OCT-DEC SIG & LIGHTS 821.89 149177 1717 DINSMORE LANDSCAPE COMPAN VOID: MULTI STUB CHECK 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64555 FEB TRAILS LANDSCAPE 1,591.28 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB BELLGROVE LNDSCAP 3,182.55 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64221 FEB DOWNTOWN LNDSCAPE 2,652.13 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64542 FEB PARKS LANDSCAPE 1,273.02 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64548 FEB PARKS LANDSCAPE 3,394.72 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64541 FEB PARKS LANDSCAPE 7,532.04 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64557 FEB PARKS LANDSCAPE 212.17 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB ALLNDALE/HARLEIGH 106.09 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB ARROYO DE SARA 159.13 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB BEAUCHAMPS 424.34 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB BONNET WAY 212.16 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB BROOKVIEW/BRKGLEN 212.17 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB CARNELIAN GLEN 212.16 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB COVINA 318.26 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB CUNNINGHM/GLASCOW 106.09 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB FREDRICKSBURG 159.13 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB GATEWAY 212.16 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB GREENBRIAR 106.09 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB HORSESHOE DRIVE 212.16 21 SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 02/15/2024 CITY OF SARATOGA VENCHK11 TIME: 14:01:32 CHECK REGISTER ACCOUNTING PERIOD: 8/24 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB KERWIN RANCH 848.68 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB LEUTAR COURT 159.13 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB MANOR DRIVE 159.13 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB MCCARTYSVILLE 318.26 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB PARAMOUNT 318.26 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB PRIDES CROSSING 318.26 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB SARATOGA LEGENDS 265.21 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB SUNLAND PARK 848.68 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB TOLLGATE 53.04 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB TRICIA WOODS 159.13 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB WESTBROOK 159.13 149178 11111 02/15/24 1717 DINSMORE LANDSCAPE COMPAN 64543 FEB MEDIAN LOCATIONS 8,009.42 TOTAL CHECK 33,894.18 149179 11111 02/15/24 419 EVENT SERVICES 64552 CSP FENCING 599.44 149180 11111 02/15/24 454 GACHINA LANDSCAPE MANAGEM 81161 FEB MNTHLY WEED ABATE 901.00 149181 11111 02/15/24 500 GALE WENG 22113 DEP BD REF ARB23-0047 2,053.00 149181 11111 02/15/24 500 GALE WENG 22111 DEP REF ARB23-0047 1,124.04 TOTAL CHECK 3,177.04 149182 11111 02/15/24 455 GARDENLAND POWER EQUIPMEN 61341 LANDSCAPE SUPPLIES 386.64 149182 11111 02/15/24 455 GARDENLAND POWER EQUIPMEN 61341 BLACK WINDOW GLASSES 21.82 TOTAL CHECK 408.46 149183 11111 02/15/24 1469 GINA SCOTT 66211 CSMFO CONFERENCE RMB 72.69 149184 11111 02/15/24 1802 KAIZEN INFOSOURCE LLC 65114 JAN RECORD SVCS 3,000.00 149185 11111 02/15/24 132 KEN FUSON PEST MANAGEMENT 64549 WILDWOOD PK PEST MGMT 40.00 149185 11111 02/15/24 132 KEN FUSON PEST MANAGEMENT 64549 PARKS PEST MGMT 360.00 149185 11111 02/15/24 132 KEN FUSON PEST MANAGEMENT 64549 PARKS PEST MGMT 400.00 149185 11111 02/15/24 132 KEN FUSON PEST MANAGEMENT 64549 WHH PEST MGMT 40.00 TOTAL CHECK 840.00 149186 11111 02/15/24 500 KHALIDA SIAMER 21931 REF BUS-014060 .40 149186 11111 02/15/24 500 KHALIDA SIAMER 43473 REF BUS-014060 3.60 149186 11111 02/15/24 500 KHALIDA SIAMER 41411 REF BUS-014060 100.00 TOTAL CHECK 104.00 149187 11111 02/15/24 929 KOPPEL & GRUBER PUBLIC FI 65514 L&L ADMIN SVC JUL-SEP 2,366.64 149187 11111 02/15/24 929 KOPPEL & GRUBER PUBLIC FI 65514 L&L ADMIN SVC OCT-DEC 2,366.66 TOTAL CHECK 4,733.30 149188 11111 02/15/24 1546 LYNX TECHNOLOGIES, INC. 64341 JUN 2023 GIS SUPPORT 1,312.50 149188 11111 02/15/24 1546 LYNX TECHNOLOGIES, INC. 64341 JUN 2023 GIS SUPPORT 1,312.50 TOTAL CHECK 2,625.00 149189 11111 02/15/24 1546 LYNX TECHNOLOGIES, INC. 64341 JAN GIS SUPPORT 1,087.50 149189 11111 02/15/24 1546 LYNX TECHNOLOGIES, INC. 64341 JAN GIS SUPPORT 1,087.50 TOTAL CHECK 2,175.00 149190 11111 02/15/24 500 NATOMAS LABS INC 22113 DEP BD REF ARB22-0066 18,455.00 149190 11111 02/15/24 500 NATOMAS LABS INC 22111 DEP REF ARB22-0066 416.50 TOTAL CHECK 18,871.50 22 SUNGARD PUBLIC SECTOR PAGE NUMBER: 3 DATE: 02/15/2024 CITY OF SARATOGA VENCHK11 TIME: 14:01:32 CHECK REGISTER ACCOUNTING PERIOD: 8/24 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 149191 11111 02/15/24 1572 NBBM SERVICES, INC 64511 JANITORIAL SERVICES 1,512.00 149192 11111 02/15/24 610 PACIFIC DISPLAY, INC 64221 JAN VIL PED LIGHTS 900.00 149193 11111 02/15/24 173 PACIFIC GAS & ELECTRIC 63111 CITYWIDE STREETLIGHTS 38.98 149193 11111 02/15/24 173 PACIFIC GAS & ELECTRIC 63111 PARKS/OPEN SPACE 295.65 149193 11111 02/15/24 173 PACIFIC GAS & ELECTRIC 63111 PUB LIB/LNDSCP LIGHTS 67.62 149193 11111 02/15/24 173 PACIFIC GAS & ELECTRIC 63111 VILLAGE LIGHTING 554.90 TOTAL CHECK 957.15 149194 11111 02/15/24 1831 PACIFIC PREPAREDNESS LLC 64831 EMERGENCY MGMT SVCS 1,968.75 149195 11111 02/15/24 500 PRASAD ALURI 22113 DEP BD REF ARB22-0008 1,230.00 149195 11111 02/15/24 500 PRASAD ALURI 22111 DEP REF ARB22-0008 876.45 TOTAL CHECK 2,106.45 149196 11111 02/15/24 731 QUADIENT, INC. 62613 POSTAGE MACHINE MAINTENAN 3,382.13 149197 11111 02/15/24 1720 RIVERVIEW SYSTEMS GROUP, 61211 COUNCIL MTG SUPPLIES 497.97 149198 11111 02/15/24 500 RON LU 22113 DEP REF ATFTR22-0023 1,925.00 149198 11111 02/15/24 500 RON LU 22113 DEP REF TRP21-0035 300.00 TOTAL CHECK 2,225.00 149199 11111 02/15/24 500 RUNG-HUANG TSAI & YACHUN 22111 DEP REF ARB23-0113 1,217.04 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 12050 BROOKGLN DR 50% 308.30 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 ARROYO DE SARATOGA 653.72 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 BONNET WAY 10% 50.77 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 BUILDINGS 493.11 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 FREDERICKSBURG 673.85 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 GATEWAY PROJECT 1,114.64 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 GREENBRIAR 357.63 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 LEUTAR CT 209.20 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 MCCARTYSVILLE 25% 96.64 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 PARAMOUNT COURT 146.91 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 PARKS/OPEN SPACE 3,718.92 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 PRIDES CROSSING 1,107.73 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 TOLLGATE 95.64 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 MCCARTYSVILLE 386.56 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 MEDIANS/PARKWAYS 4,419.09 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 MED/PRKWYS 90% BONNET 456.88 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 MED/PRKWYS 50% BRKGLN 308.30 149200 11111 02/15/24 87 SAN JOSE WATER COMPANY 63112 MED/MCCARTYSVILLE 75% 289.92 TOTAL CHECK 14,887.81 149201 11111 02/15/24 1 SANTA CLARA COUNTY - DTAC 62325 JAN PARKING CITATION 125.00 149202 11111 02/15/24 500 SHANKAR RAMAMURTHY 22113 DEP BD REF ARB20-0039 14,945.00 149202 11111 02/15/24 500 SHANKAR RAMAMURTHY 22111 DEP REF ARB20-0039 253.57 TOTAL CHECK 15,198.57 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 65223 GENERAL PLAN 10,263.50 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 22119 RW ENV19-0004 3,529.00 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 65213 CDD 3,721.00 23 SUNGARD PUBLIC SECTOR PAGE NUMBER: 4 DATE: 02/15/2024 CITY OF SARATOGA VENCHK11 TIME: 14:01:32 CHECK REGISTER ACCOUNTING PERIOD: 8/24 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 65211 CM 732.50 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 65213 CDD 10,452.80 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 65214 CDE 27.80 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 65219 CITY CLERK 3,614.00 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 65211 CM 2,946.80 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 65256 NON-DEP 368.51 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 65217 OH/CC MEETINGS 2,557.60 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 65215 PW SUB20-0003 4,309.00 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 65227 RISK MANAGEMENT 722.80 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 22119 AHFV EIR ENV21-0011 3,411.20 149203 11111 02/15/24 154 SHUTE MIHALY & WEINBERGER 22119 SRC ENV19-0005 2,118.50 TOTAL CHECK 48,775.01 149204 11111 02/15/24 1394 ST. FRANCIS ELECTRIC, LLC 64534 CROSSWALKS TS REPAIRS 1,258.00 149204 11111 02/15/24 1394 ST. FRANCIS ELECTRIC, LLC 64534 CROSSWALKS TS REPAIRS 1,744.00 TOTAL CHECK 3,002.00 149205 11111 02/15/24 253 STEVE BENZING ARCHITECT 81161 PARK RESTROOM UPGRADE 1,400.00 149206 11111 02/15/24 1261 THE FRUITGUYS 61192 EMPLOYEE WELLNESS 207.92 149206 11111 02/15/24 1261 THE FRUITGUYS 61192 EMPLOYEE WELLNESS 82.00 TOTAL CHECK 289.92 149207 11111 02/15/24 343 TMT ENTERPRISES INC 61341 STAB GOLD FINES 667.41 149208 11111 02/15/24 372 UNION PACIFIC RAILROAD CO 81143 VASONA PED/BIKE TRAIL 1,140.43 149209 11111 02/15/24 395 VERIZON WIRELESS 63212 BUILDING & INSPECTION 153.62 149209 11111 02/15/24 395 VERIZON WIRELESS 63212 CITY MANAGER OFFICE 51.58 149209 11111 02/15/24 395 VERIZON WIRELESS 63212 GENERAL ENGINEERING 194.13 149209 11111 02/15/24 395 VERIZON WIRELESS 63212 IT SERVICES 98.97 149209 11111 02/15/24 395 VERIZON WIRELESS 63212 PARKS 70.25 149209 11111 02/15/24 395 VERIZON WIRELESS 63212 STREETS 80.68 TOTAL CHECK 649.23 149210 11111 02/15/24 432 WEST VALLEY COLLECTIONS 64532 FEB 2024 CSP BINS 566.53 TOTAL FUND 312,919.97 TOTAL REPORT 312,919.97 24 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 02/22/2024 CITY OF SARATOGA VENCHK11 TIME: 17:26:20 CHECK REGISTER - FUND TOTALS ACCOUNTING PERIOD: 8/24 FUND FUND TITLE AMOUNT 111 GENERAL FUND 715,798.67 233 SARAHILLS LIGHTING DIST 262.03 244 CUNNINGHAM/GLASGOW LND 9.55 246 GREENBRIAR LANDSCAPE 96.34 251 MCCARTYSVILLE LANDSCAPE 19.61 252 PRIDES CROSSING LANDSCAPE 33.41 271 BEUACHAMPS L&L 78.37 272 BELLGROVE L&L 872.98 274 HORSESHOE DRIVE L&L 9.53 276 TOLLGATE L&L 38.16 411 CIP STREET PROJECTS FUND 1,127.95 414 CIP ADMIN PROJECTS FUND 342.66 435 ARPA/SLFRF FUND 5,114.47 611 LIABILITY /RISK MGMT FUND 6,355.40 612 WORKERS COMP FUND 387.00 621 OFFICE SUPPORT 334.66 622 IT SERVICES 4,925.29 623 VEHICLE & EQUIPMENT MAINT 3,942.06 624 BUILDING MAINTENANCE 12,659.44 713 WVCWP AGENCY FUND 1,234.50 TOTAL REPORT 753,642.08 25 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 02/22/2024 CITY OF SARATOGA VENCHK11 TIME: 17:25:35 CHECK REGISTER ACCOUNTING PERIOD: 8/24 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 149211 11111 02/22/24 234 A T & T 63211 GATEWAY IRR CONTROL 29.37 149211 11111 02/22/24 234 A T & T 63211 ELEC PANEL CVC THTR 29.37 149211 11111 02/22/24 234 A T & T 63211 PHONE LNS PARKS/LIB 29.89 149211 11111 02/22/24 234 A T & T 63211 EMER POTS LINE 29.37 149211 11111 02/22/24 234 A T & T 63211 EMER POTS LN CDD LBBY 29.37 149211 11111 02/22/24 234 A T & T 63211 EMER POTS LV VM 34.52 149211 11111 02/22/24 234 A T & T 63211 AM 1610 RADIO 29.37 149211 11111 02/22/24 234 A T & T 63211 BOOK GO ROUND ALARM 57.44 149211 11111 02/22/24 234 A T & T 63211 CSP HVB FOR IRR 58.22 TOTAL CHECK 326.92 149212 11111 02/22/24 1130 ABLE SEPTIC TANK SVC 64734 CANYON VIEW PIPE RPR 1,840.00 149212 11111 02/22/24 1130 ABLE SEPTIC TANK SVC 64734 MCFARLAND STORM DRAIN 690.00 149212 11111 02/22/24 1130 ABLE SEPTIC TANK SVC 64734 CODY LN PIPE REPAIRS 960.00 149212 11111 02/22/24 1130 ABLE SEPTIC TANK SVC 64734 CANYON VIEW INSPECT 1,905.00 TOTAL CHECK 5,395.00 149213 11111 02/22/24 35 ACCENT GRAPHICS 61111 OFFICE SUPPLIES 86.84 149214 11111 02/22/24 66 ADVANCED LISTING SERVICES 22119 MISC23-0019 LISTING 175.00 149215 11111 02/22/24 1154 AWARD COMPANY OF AMERICA, 61111 RECOGNITION PLAQUE 344.43 149216 11111 02/22/24 641 BKF ENGINEERS 81161 GUAVA CT IMPROVEMENT 1,815.00 149216 11111 02/22/24 641 BKF ENGINEERS 81161 GUAVA CT DRAINAGE IMP 1,393.72 149216 11111 02/22/24 641 BKF ENGINEERS 81161 GUAVA CT DRAINAGE IMP 1,905.75 TOTAL CHECK 5,114.47 149217 11111 02/22/24 1152 CORODATA RECORDS MANAGEME 62631 JAN RECORDS STORAGE 231.57 149218 11111 02/22/24 1655 EVANGELINE BUNDANG 66211 CSMFO CONF-MEALS 119.00 149218 11111 02/22/24 1655 EVANGELINE BUNDANG 66212 CSMFO CONF-TRAVEL 67.32 149218 11111 02/22/24 1655 EVANGELINE BUNDANG 66212 CSMFO CONF-TRAVEL 158.00 149218 11111 02/22/24 1655 EVANGELINE BUNDANG 66212 CSMFO CONF-TRAVEL 617.76 TOTAL CHECK 962.08 149219 11111 02/22/24 421 EWING IRRIGATION 61341 LIGHTING SYNCHRONIZER 49.26 149220 11111 02/22/24 1608 GREEN HALO SYSTEMS INC. 64323 FEB TRACKING FEE 378.00 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 61361 STREET-AUTO PARTS 203.79 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 48.33 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 61331 STREET SPPL-ALUMINUM 7.95 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 62418 CSP REPLACEMENT SPPLS 1,325.30 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 62418 CSP REPLACEMENT SPPLS 1,200.94 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 61331 ROAD MAINT SUPPLIES 131.20 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 12.67 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 36.02 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 61331 ROAD MAINT SUPPLIES 120.64 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 97.57 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 76.07 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 79.48 149221 11111 02/22/24 488 HOME DEPOT CREDIT SERVICE 61331 ROAD MAINT SUPPLIES 10.34 TOTAL CHECK 3,350.30 149222 11111 02/22/24 1750 MARIO TOPETE TREE CARE, I 64544 HAKONE PK TREE RMV 1,050.00 26 SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 02/22/2024 CITY OF SARATOGA VENCHK11 TIME: 17:25:35 CHECK REGISTER ACCOUNTING PERIOD: 8/24 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 149222 11111 02/22/24 1750 MARIO TOPETE TREE CARE, I 64581 QUITO RD OAK TREE RMV 1,010.00 149222 11111 02/22/24 1750 MARIO TOPETE TREE CARE, I 64581 MED/PROSPECT TREE RMV 920.00 TOTAL CHECK 2,980.00 149223 11111 02/22/24 1792 MULLINS CONSTRUCTION INC 64549 CITYHALL CONCRETE RPR 980.00 149223 11111 02/22/24 1792 MULLINS CONSTRUCTION INC 64549 CITYHALL CONCRETE RPR 980.00 149223 11111 02/22/24 1792 MULLINS CONSTRUCTION INC 64549 CITYHALL CONCRETE RPR 980.00 TOTAL CHECK 2,940.00 149224 11111 02/22/24 79 MUNISERVICES/AVENU 65132 Q3 2023 SALES TAX RPT 500.00 149225 11111 02/22/24 1324 READYREFRESH 62614 DRINKING WATER SVC 140.84 149226 11111 02/22/24 1732 NWESTCO LLC 62144 JAN 2024 UST INSPECT 230.00 149227 11111 02/22/24 1 OFF OF SHERIFF-FISCAL SVC 64811 FEB 2024 LAW ENFORCE 651,016.58 149228 11111 02/22/24 1658 ORCHARD KEEPERS, INC. 64554 NOV/DEC/JAN ORCHARD 7,869.87 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 BEAUCHAMPS 78.37 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 BELLGROVE CIRCLE 872.98 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 BUILDINGS 10,928.73 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 CUNNINGHAM/GLASGOW 9.55 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 HORSESHOE DR LNDSCAP 9.53 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 MCCARTYSVILLE 19.61 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 PARKS/OPEN SPACE 1,358.98 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 PRIDES CROSSING 33.41 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 SARAHILLS LIGHTING 262.03 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 TOLLGATE 38.16 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 TRAFFIC SIGNALS 2,181.26 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 CITYWIDE STREETLIGHTS 1,140.17 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 AZULE LIGHTING 292.35 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 QUITO LIGHTING 795.64 149229 11111 02/22/24 173 PACIFIC GAS & ELECTRIC 63111 VILLAGE LIGHTING 3,654.64 TOTAL CHECK 21,675.41 149230 11111 02/22/24 1092 PALACE ART & OFFICE SUPPL 61111 OFFICE SUPPLIES 21.32 149230 11111 02/22/24 1092 PALACE ART & OFFICE SUPPL 61121 COPY PAPER 103.09 TOTAL CHECK 124.41 149231 11111 02/22/24 1550 PLAN JPA 62419 JAN GEN LIAB CLAIMS 3,829.16 149232 11111 02/22/24 500 PRIYA SHASTRI 68353 NBHD WATCH GRANT RMB 300.00 149233 11111 02/22/24 87 SAN JOSE WATER COMPANY 63112 BUILDINGS 642.76 149233 11111 02/22/24 87 SAN JOSE WATER COMPANY 63112 GREENBRIAR 96.34 149233 11111 02/22/24 87 SAN JOSE WATER COMPANY 63112 PARKS/OPEN SPACE 3,138.86 149233 11111 02/22/24 87 SAN JOSE WATER COMPANY 63112 MEDIANS/PARKWAYS 653.91 TOTAL CHECK 4,531.87 149234 11111 02/22/24 500 SHASHI SAKHUJA 22111 DEP REF GEO21-0044 1,282.50 149235 11111 02/22/24 149 SIERRA DISPLAY INC 64221 VILLAGE TREE LIGHTS 3,235.01 149236 11111 02/22/24 1690 SOUTHERN COUNTIES LUBRICA 61362 FUEL 3,478.27 27 SUNGARD PUBLIC SECTOR PAGE NUMBER: 3 DATE: 02/22/2024 CITY OF SARATOGA VENCHK11 TIME: 17:25:35 CHECK REGISTER ACCOUNTING PERIOD: 8/24 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 149237 11111 02/22/24 248 STATE OF CA FRANCHISE TAX 21252 DED:2011 FTB W/H 50.00 149238 11111 02/22/24 1246 STATEWIDE TRAFFIC SAFETY 81121 ASPHALT PATCH SPPLS 697.26 149239 11111 02/22/24 256 STEVENS CREEK QUARRY INC 81121 WASHED SAND 430.69 149240 11111 02/22/24 500 TESLA 43471 PERMIT REF 23-1737 301.93 149240 11111 02/22/24 500 TESLA 41412 PERMIT REF 23-1737 30.65 149240 11111 02/22/24 500 TESLA 43117 PERMIT REF 23-1737 16.55 TOTAL CHECK 349.13 149241 11111 02/22/24 343 TMT ENTERPRISES INC 64552 CSP INFIELD MIXES 6,112.55 149242 391 US BANK PURCHASING CARD P VOID: MULTI STUB CHECK 149243 391 US BANK PURCHASING CARD P VOID: MULTI STUB CHECK 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61133 FACILITIES SUPPLIES 824.48 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 62251 CCMF MEMBERSHIP DUE 400.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66212 COUNCIL CONF TRAVEL 229.96 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61113 LOCAL GOVT PUBLICATIN 65.43 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61111 MUNICIPAL PUBLICATION 53.71 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61113 STRENGTHS PUBLICATION 234.12 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 22.94 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 62441 CA PESTICIDE LICENSE 60.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 62146 SWRCB PERMIT FEES 512.72 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61162 TSC MTG EXP - MEALS 186.30 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66212 CC JOINT MTG-MEALS 536.46 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66112 CC MTG EXP-MEALS 76.32 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66111 CITYWIDE MTG-BAGELS 192.70 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66111 CM/CNCL MTG EXP-MEALS 29.46 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61113 NEWSPAPER SUBSCRIPT 9.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61278 SOFTWARE SUPPORT 19.99 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66212 CC MEETING-SNACKS 24.09 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66112 CC MEETING-SNACKS 33.98 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66111 HAKONE GRD MEMBERSHIP 45.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61278 ZOOM SUBSCRIPTION 339.96 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66212 COUNCIL MEETING-GAS 52.61 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 64549 CSP SECURITY SERVICES 53.91 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61341 LANDSCAPE SUPPLIES 232.72 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 64557 QUARRY PK MAINT SPPLS 904.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66111 ASD RECOGNITION 115.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61113 CALCHAMBER POSTER 133.55 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61192 COVID TEST KITS 87.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66311 DEGREE VERIFICATION 43.15 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61116 EMPLOYEE RECOGNITION 94.79 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61192 WELLNESS GRANT-CARDS 300.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 62441 CA PESTICIDE LICENSE 60.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 64552 CUTTER/TRAILER RENTAL 134.40 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 25.13 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61111 OFFICE SUPPLIES 28.07 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61211 NETWORK CABLE 70.47 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61112 POSTAGE 25.68 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 64323 SUBSCRIPTION RENEWAL 468.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 66111 MEETING EXP - MEALS 101.69 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 81161 ADA PROJECT MATERIALS 326.11 28 SUNGARD PUBLIC SECTOR PAGE NUMBER: 4 DATE: 02/22/2024 CITY OF SARATOGA VENCHK11 TIME: 17:25:35 CHECK REGISTER ACCOUNTING PERIOD: 8/24 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61362 GAS 30.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61313 UNIFORMS 63.29 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 61113 ICC CHAPTER MEETING 54.00 149244 11111 02/22/24 391 US BANK PURCHASING CARD P 64323 SOFTWARE SUPPORT 75.00 TOTAL CHECK 7,375.19 149245 11111 02/22/24 391 US BANK PURCHASING CARD P 63213 WVCWP INTERNET 407.84 149245 11111 02/22/24 391 US BANK PURCHASING CARD P 66111 WVCWP MTG EXP-RETREAT 319.71 149245 11111 02/22/24 391 US BANK PURCHASING CARD P 66111 WVCWP MTG EXP-ZOOM 55.99 149245 11111 02/22/24 391 US BANK PURCHASING CARD P 61111 WVCWP OFFICE SUPPLIES 198.90 149245 11111 02/22/24 391 US BANK PURCHASING CARD P 63211 WVCWP TELEPHONE 252.06 TOTAL CHECK 1,234.50 149246 11111 02/22/24 500 WEN LUNG CHOW 22113 DEP BD REF ARB21-0093 10,760.00 149246 11111 02/22/24 500 WEN LUNG CHOW 22111 DEP REF ARB21-0093 1,230.15 TOTAL CHECK 11,990.15 149247 11111 02/22/24 1678 WILINE NETWORKS INC. 64312 ISP ANNUAL SVC FEB 24 1,164.82 149248 11111 02/22/24 696 ZAG TECHNICAL SERVICES, I 64315 JAN IT SUPPORT SVCS 3,690.00 TOTAL FUND 753,642.08 TOTAL REPORT 753,642.08 29 SARATOGA CITY COUNCIL MEETING DATE:March 6, 2024 DEPARTMENT:Administrative Services PREPARED BY:Ann Xu, Interim Finance Manager/Accountant SUBJECT:Treasurer’s Report for the Month Ended January 31, 2024 RECOMMENDED ACTION: Review and accept the Treasurer’s Report for the month ended January 31, 2024. BACKGROUND: California government code section 41004 requires that the City Treasurer submits to the City Clerk and the legislative body a written report and accounting of all receipts, disbursements, and fund balances. The Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035 designates the City Manager as the City Treasurer. This report is prepared to fulfill this requirement. The following attachments provide various financial transaction data for the City of Saratoga’s Funds collectively as well as specifically for the City’s General (Operating) Fund, including an attachment from the State Treasurer’s Office of Quarterly Local Agency Investment Fund (LAIF) rates from the 1st Quarter of 1977 to the present. FISCAL STATEMENT: Cash and Investments Balance by Fund As of January 31, 2024, the City’s unaudited cash and investments totaled $43,850,649. The City Council’s adopted policy on the Working Capital Reserve Fund states that effective July 1, 2016: for cash flow purposes and to avoid the occurrence of dry period financing, pooled cash from all funds should not be allowed to fall below $1,000,000. The total pooled cash balance of $43.8 million exceeds the minimum amount required. Comerica Bank 8,283,161$ Deposit with LAIF 35,567,488$ Total Cash 43,850,649$ Cash Summary 30 City’s Current Financial Position In accordance with California government code section 53646 (b) (3), the City is financially well positioned and able to meet its estimated expenditure requirements for the next six months. As of January 31, 2024, the City’s financial position (Assets $44.2M, Liabilities $6.7M, and Fund Equity $37.5M) remains very strong and there are no issues in meeting financial obligations now or in the foreseeable future. The following Fund Balance schedule represents actual funding available for all funds at the end of the monthly period. This amount differs from the above Cash Summary schedule as assets and liabilities are components of the fund balance. As illustrated in the summary below, Total Cash is adjusted by the addition of Total Assets less the amount of Total Liabilities to arrive at the Ending Fund Balance –which represents the actual amount of funds available. ATTACHMENTS: Table 1 – Change in Total Fund Balances by Fund Table 2 – Change in Total Fund Balances by CIP Project Chart 1 – Change in Investment Pool Balance by Month Chart 2 – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates "+ Total Cash 43,850,649$ Plus: Assets 428,357 Less: Liabilities (6,745,967) Ending Fund Balance 37,533,039$ Adjusting Cash to Ending Fund Balance 31 TABLE 1: CHANGES IN TOTAL FUND BALANCE *Negative fund balance due to authorized spending of anticipated revenues **Includes long-term debt for Arrowhead Community Facilities District Bond Fund Description Prior Year Carryforward 7/1/2023 Increase/ (Decrease) Jul-Dec Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 1/31/2024 General Fund Committed Fund Balances: Hillside Stability Reserve 1,000,000 - - - - - 1,000,000 Assigned Fund Balances: Future Capital Replacement & Efficiency Project Reserve 3,509,000 - - - - (1,337,000) 2,172,000 Carryforwards Reserve 100,000 - - - - - 100,000 Facility Reserve 3,700,000 - - - - - 3,700,000 Unassigned Fund Balances: Working Capital Reserve 1,000,000 - - - - - 1,000,000 Fiscal Stabilization Reserve 3,150,000 - - - - - 3,150,000 Compensated Absences Reserve 330,000 - - - - - 330,000 Other Unassigned Fund Balance Reserve (Pre YE distribution)2,373,803 (2,036,496) 5,334,205 (2,568,680) - (2,170,876) 931,957 General Fund Total 15,162,803 (2,036,496) 5,334,205 (2,568,680) - (3,507,876) 12,383,957 Special Revenue Landscape/Lighting Districts 1,001,132 (208,319) 343,746 (48,677) - - 1,087,881 ARPA Federal Grants 6,473,435 - - - - - 6,473,435 2023 Storm Fund 200,884 17,434 - (12,947) - - 205,371 Special Revenue Fund Total 7,675,451 (190,886) 343,746 (61,624) - - 7,766,687 Debt Service Library Bond 910,655 (725,677) 520,298 - - - 705,276 Arrowhead Bond (1,287,086) (70,005) 55,920 (46,179) - - (1,347,349) ** Debt Service Fund Total (376,431) (795,682) 576,218 (46,179) - - (642,073) Internal Service Fund Liability/Risk Management 643,207 (484,502) 293,325 (11,080) - - 440,951 W orkers Compensation 224,868 6,570 81,298 (69,490) - - 243,246 Office Support Fund 162,213 1,158 16,125 (9,552) - - 169,944 Information Technology Services 710,691 38,318 220,704 (66,504) - - 903,208 Vehicle & Equipment Maintenance 268,387 (47,510) 68,693 (30,872) - - 258,697 Building Maintenance 692,401 31,130 299,160 (106,111) - - 916,579 Vehicle & Equipment Replacement 754,983 (10,498) 37,513 - - - 781,997 Technology Replacement 908,565 52,594 37,530 - - - 998,689 Facility FFE Replacement 855,962 100,000 50,000 (2,374) - - 1,003,588 Internal Service Fund Total 5,221,277 (312,741) 1,104,347 (295,985) - - 5,716,899 Trust/Agency WVCWP Agency Fund 651,922 (70,666) 447,272 (332,985) - - 695,542 Trust/Agency Fund Total 651,922 (70,666) 447,272 (332,985) - - 695,542 Capital Project Street Projects 3,660,101 (695,455) 39,473 (49,820) 2,846,395 (57,395) 5,743,299 Park and Trail Projects 836,826 (179,762) - (1,972) 375,000 - 1,030,092 Facility Projects 492,336 25,763 3,765 (8,563) - - 513,301 Administrative Projects 1,334,960 450,968 (193,034) (21,853) 343,876 - 1,914,918 Tree Fund Projects 53,141 12,470 2,250 - - - 67,861 Park In-Lieu Projects 1,048,701 337,588 - (9,300) - - 1,376,989 CIP Grant Street Projects (81,233) 9,115 - - - - (72,117) * CIP Grant Park & Trail Projects 90,000 1,173,005 - - - - 1,263,005 CIP Grant Administrative Projects (186,987) (45,025) - - - - (232,012) * CIP Grant ARPR/SLFRF Projects - (688,725) - (74,835) - - (763,560) * Gas Tax Fund Projects (51,189) 703,371 118,071 - - - 770,252 CIP Fund Total 7,196,656 1,103,314 (29,475) (166,343) 3,565,271 (57,395) 11,612,028 Total City 35,531,678 (2,303,156) 7,776,314 (3,471,796) 3,565,271 (3,565,271)37,533,039 32 TABLE 2: FUND BALANCES BY CIP PROJECT *Negative fund balance due to authorized spending of anticipated revenues CIP Funds/Projects Prior Year Carryforward 7/1/2023 Increase/ (Decrease) Jul-Dec Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 1/31/2024 Street Projects Annual Road Improvements 853,356 (102,406) 39,473 (29,833) 1,337,000 (57,395) 2,040,195 Roadway Safety & Traffic Calming 212,585 (172,761) - - 150,000 - 189,824 Local Roadway Safety Plan 3,047 - - - - - 3,047 Traffic Signal Controller Upgrades 80,000 - - - - - 80,000 Safe Routes to School Implementation - (22,300) - - 160,000 - 137,700 Citywide Bikeways and Sidewalk Master Plan - - - - 57,395 - 57,395 Prospect/Saratoga Median Improvement 309,379 - - - - - 309,379 Village Clock 2,560 - - - - - 2,560 Annual Infrastructure Maintenance & Repairs 72,915 (256,667) - (9,997) 250,000 - 56,252 Guava Court Curb & Gutter Replacement 252,514 - - - - - 252,514 Annual Corrugated Pipe Rehabilitation Project - - - - 300,000 - 300,000 Saratoga Village Crosswalk & Sidewalk Rehabilitation 31,724 (4,793) - - - - 26,932 Quito Road Sidewalk Improvements 43,370 - - - - - 43,370 Saratoga/Sunnyvale Road Sidewalk 92,158 - - - - - 92,158 Saratoga Sunnyvale Rd. Pathway Rehab Cox to RRX 50,000 (50,000) - - - - - Quito Road Sidewalk Rehabilitation and Gap Closure 182,609 - - - - - 182,609 Quito Road Sidewalk Rehabilitation Gap Closure Phase 2 300,000 - - - - - 300,000 Fourth Street Bridge Widening 95,813 - - - 42,000 - 137,813 Quito Road Bridge Replacement 127,478 - - - - - 127,478 Quito Road Bridge - ROW Acquisition 3,662 - - - - - 3,662 Bridge Rehabilitation Project Phase 1 350,000 - - - 350,000 - 700,000 Annual Retaining Wall Maintenance & Repairs 332,401 (85,092) - (9,526) 200,000 - 437,783 Mt. Eden Erosion Repair 45,344 (1,436) - (465) - - 43,444 Pierce Road Retainment 36,881 - - - - - 36,881 Unallocated Street Funds 182,303 - - - - - 182,303 Total Street Projects 3,660,101 (695,455) 39,473 (49,820) 2,846,395 (57,395) 5,743,299 Parks & Trails Projects Park/Trail Repairs 150,756 (125,178) - (1,972) 250,000 - 273,607 Hakone Gardens Infrastructure Improvements (12,010) - - - 25,000 - 12,990 Hakone Pond Reconstruction 300,000 - - - - - 300,000 Beauchamps Park Playground Replacement (3,945) - - - - - (3,945) * Guava/Fredericksburg Entrance 87,035 (4,584) - - - - 82,450 Saratoga Village to Quarry Park Walkway - Design 228,989 - - - - - 228,989 Park and Trail Fire Mitigation - (50,000) - - 100,000 - 50,000 Unallocated Park Funds 86,000 - - - - - 86,000 Total Parks & Trails Projects 836,826 (179,762) - (1,972) 375,000 - 1,030,092 Facility Projects Open Work Space 78,100 - - - - - 78,100 Civic Theater Improvements 27,240 9,511 1,895 - - - 38,645 PEG Funded Project 189,312 11,411 1,870 - - - 202,593 Community Center Improvement 19,484 (158) - (5,563) - - 13,763 Community Center Generator and EV Charging Stations 163,201 - - (3,000) - - 160,201 Library Building Exterior Maintenance 15,000 5,000 - - - - 20,000 Total Facility Projects 492,336 25,763 3,765 (8,563) - - 513,301 Administrative and Technology Projects Safe Routes to School 158,755 - - - - - 158,755 City Website/Intranet 16,948 - - - - - 16,948 Development Technology (27,042) (6,923) 5 - - - (33,960) * Software Technology Management 194,403 80,367 15,181 (6,162) - - 283,788 LLD Initiation Match Program (7,344) - - - - - (7,344) * Horseshoe Beautification 8,237 (1,125) - (599) - - 6,514 Citywide Accessibility Assessment 26,116 (23,716) - (1,715) 100,000 - 100,685 City Art Program 78,669 - - - 25,000 - 103,669 Safe Routes to School Needs Assessment 15,748 - - - - - 15,748 El Quito Neighborhood Improvements 284,507 - - - - - 284,507 ADA Self Assessment 320,250 - - (9,000) - - 311,250 General Plan Update 234,195 183,489 10,657 (4,378) 218,876 - 642,840 Wildfire Mitigation Program 4,067 - - - - - 4,067 Unallocated Administrative Funds 27,452 - - - - - 27,452 Total Administrative and Technology Projects 1,334,960 232,092 25,842 (21,853) 343,876 - 1,914,918 33 TABLE 2 (cont.): FUND BALANCES BY CIP PROJECT *Negative fund balance due to authorized spending of anticipated revenues CIP Funds/Projects Prior Year Carryforward 7/1/2023 Increase/ (Decrease) Jul-Dec Current Revenue Current Expenditure Transfer In Transfer Out Fund Balance 1/31/2024 Tree Fund Projects Citywide Tree Planting Program 27,266 12,470 2,250 - - - 41,986 Tree Dedication Program 25,875 - - - - - 25,875 Total Tree Fund Projects 53,141 12,470 2,250 - - - 67,861 Park In-Lieu Projects Orchard Irrigation & Tree Planting 3,237 - - - - - 3,237 Hakone Gardens Infrastructure 82,011 (37,687) - - - - 44,324 Hakone Gardens Neighbor Wood Fence Replacement 75,000 (59,950) - (9,300) - - 5,750 Quarry Park Maintenance Building Utility Project 35,000 - - - - - 35,000 EL Quito Park Pickleball 1,515 - - - - - 1,515 Joe's Trail Phase II 130,755 - - - - - 130,755 Joe's Trail Phase III 264,000 - - - - - 264,000 Trail Pet Stations 25,000 - - - - - 25,000 Saratoga Village to Quarry Park Walkway - Design 223,810 - - - - - 223,810 Village Oaks Bridge Reconstruction and Erosion Control 30,000 - - - - - 30,000 Hakone Gardens to Quarry Park Trail Gap Closure Phase 1 50,000 - - - - - 50,000 Park and Trail Fire Mitigation 100,000 (49,920) - - - - 50,080 Unallocated Park In-Lieu Funds 28,372 485,145 - - - - 513,517 Total Park In-Lieu Projects 1,048,701 337,588 - (9,300) - - 1,376,989 CIP Grant Street Projects Local Roadway Safety Plan (4,882) - - - - - (4,882) * Prospect/Saratoga Median Improvement (19,217) 3,718 - - - - (15,499) * Citywide Signal Upgrade II 18 - - - - - 18 Saratoga Ave Sidewalk (34,146) - - - - - (34,146) * Village Sidewalk, Curb & Gutter - Phase II Construction (91) - - - - - (91) * Saratoga Village Crosswalk & Sidewalk Rehabilitation (834) 2,564 - - - - 1,730 4th Street Bridge (31,057) 2,833 - - - - (28,224) * Quito Bridge Replacement 18,597 - - - - - 18,597 Quito Road Bridges - ROW Acquisition (9,619) - - - - - (9,619) * Total CIP Grant Street Projects (81,233) 9,115 - - - - (72,117) CIP Grant Park & Trail Projects Blue Hills Elementary Pedestrian Crossing at UPPR - 1,200,000 - - - - 1,200,000 Park and Trail Fire Mitigation 90,000 (26,995) - - - - 63,005 Total CIP Grant Park & Trail Projects 90,000 1,173,005 - - - - 1,263,005 CIP Grant Administrative Projects CDD Software/ADA 39,736 - - - - - 39,736 General Plan Update (LEAP)(226,723) (45,025) - - - - (271,748) * Total CIP Grant Administrative Projects (186,987) (45,025) - - - - (232,012) CIP Grant ARPA/SLFRF Projects Park Sewer Lateral Replacement - (8,487) - (62,372) - - (70,859) * Prospect Road Green Infrastructure (304,640) - - - - (304,640) * Stormwater Pollution Prevention Program Compliance (SWPPP)- (38,529) - 4 - - (38,526) * Saratoga Village Water Improvement - (43,756) - (3,145) - - (46,901) * Guava Ct. Improvements and Green Stormwater Infrastructure (GSI)- (291,944) - (5,694) - - (297,637) * Monta Vista Storm Drain Improvement - (1,368) - (3,628) - - (4,997) * Total CIP Grant ARPA/SLFRF Projects - (688,725) - (74,835) - - (763,560) Gas Tax Fund Projects Annual Roadway Improvements (106,552) 703,371 118,071 - - - 714,889 * Prospect/Saratoga Median Improvements 48,278 - - - - - 48,278 Quito Road Bridges 7,085 - - - - - 7,085 Total Gas Tax Fund Projects (51,189) 703,371 118,071 - - - 770,252 Total CIP Funds 7,196,656 1,103,314 (29,475) (166,343) 3,565,271 (57,395) 11,612,028 34 CHART 1: CHANGE IN INVESTMENT POOL BALANCE BY MONTH 35 CHART 2 March June September December 1977 5.68 5.78 5.84 6.45 1978 6.97 7.35 7.86 8.32 1979 8.81 9.10 9.26 10.06 1980 11.11 11.54 10.01 10.47 1981 11.23 11.68 12.40 11.91 1982 11.82 11.99 11.74 10.71 1983 9.87 9.64 10.04 10.18 1984 10.32 10.88 11.53 11.41 1985 10.32 9.98 9.54 9.43 1986 9.09 8.39 7.81 7.48 1987 7.24 7.21 7.54 7.97 1988 8.01 7.87 8.20 8.45 1989 8.76 9.13 8.87 8.68 1990 8.52 8.50 8.39 8.27 1991 7.97 7.38 7.00 6.52 1992 5.87 5.45 4.97 4.67 1993 4.64 4.51 4.44 4.36 1994 4.25 4.45 4.96 5.37 1995 5.76 5.98 5.89 5.76 1996 5.62 5.52 5.57 5.58 1997 5.56 5.63 5.68 5.71 1998 5.70 5.66 5.64 5.46 1999 5.19 5.08 5.21 5.49 2000 5.80 6.18 6.47 6.52 2001 6.16 5.32 4.47 3.52 2002 2.96 2.75 2.63 2.31 2003 1.98 1.77 1.63 1.56 2004 1.47 1.44 1.67 2.00 2005 2.38 2.85 3.18 3.63 2006 4.03 4.53 4.93 5.11 2007 5.17 5.23 5.24 4.96 2008 4.18 3.11 2.77 2.54 2009 1.91 1.51 0.90 0.60 2010 0.56 0.56 0.51 0.46 2011 0.51 0.48 0.38 0.38 2012 0.38 0.36 0.35 0.32 2013 0.28 0.24 0.26 0.26 2014 0.24 0.22 0.24 0.25 2015 0.26 0.28 0.32 0.37 2016 0.46 0.55 0.60 0.68 2017 0.78 0.92 1.07 1.20 2018 1.51 1.90 2.16 2.40 2019 2.55 2.57 2.45 2.29 2020 2.03 1.36 0.84 0.63 2021 0.44 0.33 0.24 0.23 2022 0.32 0.75 1.35 2.07 2023 2.74 3.15 3.59 4.00 Quarterly Apportionment Rates Local Agency Investment Fund 36 SARATOGA CITY COUNCIL MEETING DATE:March 6, 2024 DEPARTMENT:City Manager’s Department PREPARED BY:Britt Avrit, MMC, City Clerk SUBJECT:Records Retention Schedule Update RECOMMENDED ACTION: Adopt the Resolution adopting a revised Citywide Records Retention Schedule. BACKGROUND: At its December 6, 2023 meeting, the City Council adopted a resolution adopting an updated Records Retention Schedule. At the meeting the City Council suggested a few changes be made to the retention schedule. Staff reviewed the Records Retention Schedule, made the changes requested by Council,updated the sample records in several categories,and changed the retention for Records Series #032 and #033. The following changes are being recommended: #009; “City Official Communications, Speeches” change sample record to read “Annual State of the City speech and video.” #022; add Oaths of Office as a sample record. #032; change retention to Closed+5Y (previously While Active +3Y)because ‘Oaths of Office for CERT volunteers’ were added from #033. #033; change retention to 2Y (previously Closed +5Y ) because Oaths were moved to #032. #034; remove ‘project status reports’ as a sample record. #037; remove Acquisition and Maintenance of Safety Equipment (AEDS, first aid kits, fire extinguishers) Minutes from Safety Meetings as sample records. #039; add Geotechnical Reports as a sample record. #052; add Budget Adjustments as a sample record. #077; add Geotechnical Reports as a sample record. ATTACHMENT: Attachment A –Resolution Adopting a Revised Citywide Records Retention Schedule 37 RESOLUTION NO. 24-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ADOPTING A REVISED CITYWIDE RECORDS RETENTION SCHEDULE WHEREAS, Section 34090, et seq, of the Government Code of the State of California provides the parameters whereby any City record which has served its purpose and is no longer required, may be destroyed; and WHEREAS, a properly prepared and approved Records Retention Schedule establishes an agency’s legal authority to do whatever needs to be done with records and documents entrusted to the agency’s care consistent with the Records Management Policy; and WHEREAS, on December 6, 2023, the City Council approved a Records Retention Schedule governing retention of City records; and WHEREAS, a Records Retention Schedule is a ‘flexible’ document to accommodate legal, administrative, and fiscal policy changes. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does hereby: (1) Adopt the attached Citywide Records Retention Schedule to supersede and replace all other records retention schedules adopted by the City. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 6th day of March 2024, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Yan Zhao, Mayor ATTEST: Britt Avrit, MMC, City Clerk 38 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments 001 All Departments Community Engagement, Media and Public Relations External-facing communications, advertising and press relations materials, including documentation of outreach activities/events held in cooperation or for the benefit of the local community, including the Median Banners Program. Advertising Articles for External Publications Brochures City Publications Community Training FAQs Graphic Designs and Logos Mailers/Postcards Media Packets, Releases, Kits Median Banner Program Applications News, Press Releases Newsletters Presentations, Speeches Public / Media Inquiries Public Information / Outreach / Education Publications Produced by the City Social Media Documentation Special Events 4Y CA - CCP 337 - (4Y) CA - GOV 34090 - (2Y) US - 24 CFR 91 Subpart C - (MAINT) 002 All Departments Community Services Records of activities coordinated by the City to benefit local communities. Includes: - Community garden - Neighborhood watch - Orchard picking program - Oversight of public service agencies - Public art installations, including loans or donations of artworks - Saratoga rocks program Administration Files Project Files 4Y CA - CCP 337 - (LA4Y) CA - CCP 338(c)- (LA3Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 003 All Departments Contracts and Agreements - CIP and Development Projects Executed agreements between the City and other parties for acquisition, construction, development, or improvement of City facilities, real property, and infrastructure. Addendums Amendments Attachments / Exhibits Contracts Disclosures Easements/Easement Interest Joint Power Agreement (JPA) Letters of Intent Liability Waivers License Agreements Memorandum of Agreement / Understanding Payment Bonds Performance Bonds for Contracts Property Improvement Contracts Real Estate Leases Statements of Work (SOW) Surety Bonds Warranties PR CA - CCP 315 - (LA10Y) CA - CCP 337 - (4Y) CA - CCP 337.1 - (LA4Y) CA - CCP 337.15 - (LA10Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090(a) - (PR) US - 2 CFR 200.334 - (CL+3Y) US - 24 CFR 91.105(h) - (5Y) US - 24 CFR 92.508 - (CL+5Y) US - 29 CFR 97.42 - (3Y) US - 48 CFR 4.705-1 - (4Y) 004 All Departments Contracts and Agreements - other than CIP and Development Projects Executed agreements between the City and other parties for acquisitions of goods and services, including those for rental of City property. Addendums Amendments Attachments / Exhibits Contracts Disclosures Franchises Joint Powers Authority (JPA) Leases Letters of Intent Liability Waivers License Agreements Memoranda of Agreement (MOAs) Memoranda of Understanding (MOUs) Memorandum of Agreement / Understanding Payment Bonds Statements of Work (SOW) Surety Bonds Warranties CL+10Y CA - CCP 315 - (LA10Y) CA - CCP 337 - (4Y) CA - CCP 337.1 - (LA4Y) CA - CCP 337.15 - (LA10Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y) US - 2 CFR 200.334 - (CL+3Y) US - 29 CFR 516.5 - (3Y) US - 48 CFR 4.705-1 - (4Y) AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 2/20/2024 Page 1 of 16 39 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 005 All Departments Council, Commission Speaker Cards Cards submitted by public attendees at City Council and Commission sessions who wish to speak during the session. Speaker Cards 6M Note, these are not records but are listed here for convenience. 006 All Departments Council, Commissions, and Committees Records of meetings, legislative actions, non-legislative actions, and administrative activities in support of the City's Council, Commissions, and Committees, as well as Task Forces and Citizen's Advisory Boards. Agendas Agenda Packets Appeals Assessment District Formation City-wide Plans/Programs Adopted Commendations Communications from the Public at Council Meetings Correspondence (as part of the Agenda/Agenda Packet) Meeting Minutes Minute Books & Index Ordinances Petitions to Council Proclamations Resolutions Supplemental Communications Transcriptions of audio or video recordings of meetings PR*CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 007 All Departments Department Administration General administrative records of City departments. Administrative Hearing Records Department Committees Department Goals, Objectives Departmental Budget Planning Departmental Projects Delegations of Authority General Correspondence, including Email (not pertaining to another category ) Gifts, Contributions and Donations to the City In-House Committees / Employee Committees Inter-agency Communications Lists, Logs and General Reporting (calendars, routine studies & reports, contact lists, indexes, etc.) Organization Charts Permissions, Releases (for copyrighted material ) Recognition Events Staff Meetings 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 008 All Departments Grants and Funding Sources Documents the application, evaluation, awarding, administration, monitoring, and status of grants and other funding sources in which the City is the recipient, grantor, allocator, or administrator. May include: including: - CDBG and CDBG-R - CIP Project Grants - HOME - First-Time Homebuyers Program - Housing Rehabilitation Applications (including project proposals) Audits Awards Award Notification Budget Tracking Reports Continuum of Care (CoC) Records FEMA / OES Reimbursements Federal, State, Local Grants Gas Tax Grant Administration Grant Funding Grant Evaluations Program Rules, Regulations, Procedures Property Taxes Funding Reimbursement Requests (including invoice and backup ) Reports to Funding Agencies Special Revenue Funds Transportation Funding CL*+5Y CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2) US - 2 CFR 200.334 - (CL+3Y) US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y) US - 24 CFR 578.103(a)(4)(b) - (CL+5Y) US - 24 CFR 578.103(c)(2) - (Where Continuum of Care funds are used for the acquisition, new construction, or rehabilitation of a project site, records must be retained until 15 years after the date that the project site is first occupied, or used, by program participants.) US - 29 CFR 97.42 - (3Y) * CL = Close of Grant, Plus All Final Audit Reports Completed; if grant is in perpetuity, it never closes; or, retain per contract stipulation, whichever is longer. Unsuccessful applications are retained for 2 years. NOTE: If a grant requires longer retention, its specific requirements will take precedence. 2/20/2024 Page 2 of 16 40 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 009 All Departments Historical Documents, Events, and Collections Records and information documenting the history and significant milestones of the City. Articles of Incorporation Biographies of Public Officials, Agency Heads City Generated Historical Studies / Reports City Manager Performance Indicators / Performance Measurements Annual State of the City Speech and Video Final Annual Budgets (Operating and Capital) History of the Organization Historical Events, Artifacts, Architecture, Designations, Projects Historical Parks, Facilities Historical Preservation Inventory Memorial and Dedication Programs (plaques, trees, benches ) PR CA - GOV 34090 - (2Y) 010 All Departments Permits and Licenses Issued Permits and licenses - other than building permits and business licenses - administered, issued and maintained by the City, including: - Alarm Permits - Animal Permits - Encroachment Permits - Massage Establishment/Practitioner Permits - Noise Exception Permits - Oversize Load Permits - Solicitor Permits - Special Events (block parties, parades, footraces, and festivals) - Tree Removal Permits Annual Licenses Issued Appeals Resolved by Hearing Officer* Applications Permits Issued CL+4Y CA - CCP 337 (4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) * Copies of appeals are filed with the permit 011 All Departments Policies, Procedures and Work Instructions All documentation of City policies and procedures, including department internal instructions. Directives Guidelines Handbooks Policies Procedure Manuals Procedures Program / Initiative Plans Records Retention Schedule Rules / Regulations Standards Standard Operating Procedures (SOPs) S+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 012 All Departments Service Issues, Complaints Documentation regarding department complaints and related requests for service. Help Desk Data, Tickets Issues Log Trouble Reports CL+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 013 All Departments Training Records All documents related to education and training, including technical training, taken by paid employees, unpaid volunteers, elected officials, and candidates for elected office, including: - Ethics - FEMA/NIMS - Fire Extinguisher - First Aid/CPR - Harassment Prevention - Hazardous Materials Attendance Certification Records, Certificates Compliance Training Courses/Seminars (Taken by Employees - includes Safety Training) Individual Education, Development 5Y CA - 8 CCR 3203(b)(2) - (1Y) CA - GOV 12950.1 - (2Y) CA - GOV 34090 - (2Y) CA - GOV 53235.2b - (5Y) CA - GOV 53237.2b - (5Y) US - 29 CFR 1602.31 - (2Y) US - 29 CFR 1627.3(b) - (TE+1Y) US - 41 CFR 60-741.80 - (AC+2Y) 2/20/2024 Page 3 of 16 41 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 014 All Departments Training Materials Materials prepared for training sessions. Attendance Lists Educational Assistance Employee Development Presentation Materials SL+5Y CA - 8 CCR 3203 - (AC+1) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - GOV 53235.2(b) - (5Y) CA - GOV 53237.2(b) - (5Y) 015 City Attorney Legal Advice and Opinions Records documenting legal counsel and advice on various matters. Internal Client Communications Opinions AC+10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 016 City Attorney Litigation, Arbitration and Resolution Records and information created or collected to support the City's position in actual or potential litigation or to otherwise evaluate actual or potential litigation relating to the organization, grievances, and worker compensation. Litigation includes third party litigation, government investigations, mediations, arbitrations, and other judicial or quasi-judicial proceedings. ADA Case Files Appeals Briefs Case Correspondence Case Files Cease & Desist Letters Complaints Contract Disputes Court Orders Demand Letters EEOC Charges, Cases Injury Reports Pleadings (affidavits, depositions, exhibits, court filings ) Subpoenas Unemployment Compensation Claims Unemployment Compensation Data, Weekly Earnings Data CL*+10Y CA - 2 CCR 11013 - (CL+2Y) CA - 22 CCR 1085-2(c) - (4) CA - CCP 315 - (LA10Y) CA - CCP 337 - (LA4Y) CA - CCP 337.15 - (LA10Y) CA - CCP 338.1 - (LA5Y) CA - CCP 583.320 - (LA3Y) CA - GOV 911.2 - (LA6M; LA1Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y) CA - LAB 5410 - (LA5Y) CA - RTC 7154 - (LA5Y) CA - RTC 19704 - (LA6Y) CA - UIC 1132 - (LA3Y) US - 26 USC 6531 - (LA6Y) US - 26 USC 6532 - (LA2Y) US - 29 USC 255 - (LA2Y) US - 29 USC 626(d) - (LA300D) US - 42 USC 2000e-5 (e ) - (LA180D) US - 42 USC 2000e-5 (f) - (LA180D) * CL = Final resolution of all claims, appeals 017 City Attorney Significant/Major Litigation Official documents relating to a case that the City Attorney has determined to be a significant case which sets legal precedent or its resolution by settlement.. Appeals Briefs Case Files Complaints Court Orders Meet and Confer Petitions Pleadings (affidavits, depositions, exhibits, court filings ) Settlement Agreements Subpoenas PR CA - 2 CCR 11013 - (CL+2Y) CA - 22 CCR 1085-2(c) - (4) CA - CCP 315 - (LA10Y) CA - CCP 337 - (LA4Y) CA - CCP 337.15 - (LA10Y) CA - CCP 338.1 - (LA5Y) CA - CCP 583.320 - (LA3Y) CA - GOV 911.2 - (LA6M; LA1Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y) CA - LAB 5410 - (LA5Y) CA - RTC 7154 - (LA5Y) CA - RTC 19704 - (LA6Y) CA - UIC 1132 - (LA3Y) US - 26 USC 6531 - (LA6Y) US - 26 USC 6532 - (LA2Y) US - 29 USC 255 - (LA2Y) US - 29 USC 626(d) - (LA300D) US - 42 USC 2000e-5 (e ) - (LA180D) US - 42 USC 2000e-5 (f) - (LA180D) 018 City Clerk Appointments to Committees, Commissions, etc. Appointments made by authorized elected officials to councils, committees, boards, commissions, task forces, other advisory groups, or public offices, including those to fill vacancies for otherwise elected positions. Applications (appointed, unsuccessful ) Interview Notes Letters of Appointment Letters of Recommendation Oaths of Office Resumes Submitted Documents Term of Office+2Y CA - GOV 34090 - (2Y) 019 City Clerk Election Administration Records Documentation of the administration of City elections. Administration of Petitions Precinct and Inspector Files 6M CA - EC 17302(b) - (6M) CA - EC 17503(b) - (6M) 2/20/2024 Page 4 of 16 42 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 020 City Clerk Election Records - Petitions Records and information related to the filing and performance of City elections for municipal initiative, referendum, and City charter amendment petition. City Charter Amendment Petitions Initiative, Recall, or Referendum Petitions 1Y CA - ELEC 17200(a) - (8M) CA - ELEC 17200(b)(3) - (1Y) CA - ELEC 17400 - (8 Months) 021 City Clerk Election Records - Rosters Roster of Voters 5Y CA - EC 17300(a) - (5Y) 022 City Clerk Election Records - Successful Candidates and Election Results Records and information related to the filing and performance of City elections, as well as to elected candidates. Ballot Measures Campaign Disclosures, Nomination Papers Campaign Statements, Successful Candidates Certificates of Election, Sample Ballots Certification of Election Results Oaths of Office PR CA - ELEC 17100(a) - (TE+4Y) CA - ELEC 17300 - (5Y) CA - GOV 81009(b) - (PR) 023 City Clerk Election Records - Unsuccessful Candidates Records and information related to the filing of campaign and election documentation by candidates not elected. Campaign Disclosures, Nomination Papers 5Y CA - ELEC 17100(a) - (4Y) CA - GOV 81009(b) - (5Y) CA - GOV 84616(b) - (4Y) 024 City Clerk FPPC Filings Forms mandated by state law related to Fair Political Practices Commission (FPPC) filings, including those for economic interests of certain employees, elected or appointed officials, or candidates for office. Form 460 (Recipient Committee Campaign Statements ) Form 700 (Statements of Economic Interest, SEI ) Form 801 Form 802 Form 806 7Y CA - GOV 34090 - (2Y) CA - GOV 81009 - (4Y, 7Y) CA - GOV 84616(b) - (4Y) 025 City Clerk Grand Jury Reports and Responses Reports received from Santa Clara County Civil Grand Jury, and City responses. Grant Jury Reports Responses to Grand Jury Reports 3Y CA - GOV 34090 - (2Y) 026 City Clerk Official Meetings - Audio/Video Recordings Audio and Video Recordings of City Council, Commissions, and City Committees. Audio and Video Recordings PR CA - GOV 54953.5(b) - (30D) 027 City Clerk Proposition 218 Assessment Elections and Protest Procedure Records related to Proposition 218 assessment elections, administration of notifications and protests associated with taxes, assessments and fees subject to Prop. 218. Assessment Ballot Proceeding Protest Ballots Protest Letters Public Hearing Materials AC+2Y CA - ELEC 17302 - (6M) CA - GOV 34090 - (2Y) CA - GOV 53753 - (2Y) CA - GOV 53755 - (AC+2Y) Property owner elections only. 028 City Clerk Public Notices Records documenting compliance with laws requiring public notice of government activities. Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others. Affidavits of Posting Affidavits of Publication/Legal Notices Proof of Publication Public Hearing Notices 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 2/20/2024 Page 5 of 16 43 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 029 City Clerk Recorded Documents - Vital Records and information pertaining to those original key documents recorded on behalf of the City. Abandonments Agreements Annexations City Incorporation Conveyances from the City (Deeds, Easements, Abandonments ) Conveyances to the City (Deeds, Easements, Dedications ) Deeds Detachments Easements Grant Deeds Liens Rights-of-Way Street / Alley Abandonments, Improvements Vacations PR CA - GOV 34090(a) - (PR) 030 City Clerk Records, Information Management Documentation of the compliance with Records and Information Management policy and procedures. Box Contents Listings Destruction Approvals and Authorizations Document Hold Notices, Updates Records Inventories CL+10Y*CA - CCP 315 - (LA10Y) CA - CCP 337 - (4Y) CA - CCP 337.15 - (LA10Y) CA - GOV 34090 - (2Y) US - 26 CFR 31.6001-1 - (4Y) US - 26 CFR 301.6501(a)-1 - (CY+3Y) * Exception: Proofs of record dispositions are retained permanently 031 City Clerk Requests for Public Records Records requested by the public and related inquiries. Formal Public Records Requests Subpoenas for Records (subpoenas duces tecum )CL+2Y CA - GOV 34090 - (2Y) 032 City Manager Emergency Management and Business Continuity Planning All documentation of City plans for dealing with disasters and/or system failures. Business Continuity Plans Community Emergency Response Team (CERT) Information Disaster/Emergency Preparedness Drill Records Emergency Contact Lists, Employee Lists, Roster of Workers Emergency Evacuation Procedures Emergency Operations Center Emergency Operations Plan Emergency Recovery Emergency Response Emergency Services Oaths of Office for CERT Volunteers Telephone Trees CL+5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) US - 2 CFR 200.334 - (CL+3Y) CA - GOV 3105(f) - (TE+5Y) 033 City Manager Human Resources Personnel Files - Volunteers and Unpaid Interns All documents related to unpaid volunteers and unpaid interns, including volunteer disaster service workers. Attendance Records Recognition Awards, Commendations, Certificates Change in Status (CIS) Complaints, Investigations Volunteer Acknowledgements Liability Waiver (copies) Roles, Responsibilities Volunteer Interest Forms/Registrations Volunteer Reference Verifications 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 034 Community Development Building Permits Records and information documenting the City's building services activities for both commercial and residential structures. Applications Building Inspections Building Permits (issued, active, expired, history ) Building Plans and Specifications Certificates of Occupancy Permit Fee Records Plan Reviews PR CA - CBC 107.5 - (Completion+180D) CA - CRC 106.5 - (Completion+180D) CA - CCP 337.1 - (LA4Y) CA - CCP 337.15 - (LA10Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2) CA - HSC 19850 - (LI) Saratoga Municipal Code 16-15.025 - (PR) 2/20/2024 Page 6 of 16 44 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 035 Community Development Code Compliance and Enforcement Records and information documenting compliance with City codes, including violations. Case Files by Address Code Citations Code Enforcement Code Violations Complaints Compliance with Conditions of Approval Dangerous Animals (incidents of dangerous or potentially dangerous dog behavior by potentially dangerous dogs reported by the Animal Control Officer ) Inspections / Enforcement (Business, Residential ) Investigations Notices of Violation Photographs Resolution Vehicle Abatement (abandoned vehicles ) Violations Zoning Compliance Certificates CL+3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - PEN 802 - (2Y) Saratoga Municipal Code 7-20.143 - (MAINT) NOTE: Records for repeat offenders may be retained longer to document a history of violations 036 Community Development Planning, Zoning and Land Development Records and information pertaining to the activities of the planning division, including development, redevelopment, and zoning, as well as planning approved by City Council. Appeals Arborist Records (tree protection associated with a project ) Certificate of Compliance Climate Action Plan Design Reviews E.I.R., Notice of Determination, Categorical Exemptions, etc. Environmental Reviews and Analyses Final CEQA Documents General Plan (amendments, growth management element, noise element, specific plans ) Heritage Resource Alteration Land Use Permits Landscape Master Plans Plan Reviews Plans (Specific) Public Participation Plans Public Use Resolutions Rezoning Summary of Actions Use/Conditional Use Permits Variances Zoning Map Amendments Zoning Text Amendments PR CA - 14 CCR 15095 - (Reasonable) CA - CCP 337.1 - (LA4Y) CA - CCP 337.15 - (LA10Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12981 - (FR+1Y) CA - GOV 34090 - (2Y) CA - HSC 19850 - (LI) 037 Community Development Human Resources Safety Program Records Records and information of the City's program for protecting the safety of employees and those using City facilities. OSHA Audits CL+6Y CA - 8 CCR 3203(b) - (1Y) CA - 8 CCR 5157 - (1Y) CA - 8 CCR 14300.33 - (6Y) CA - CCP 338.1 - (LA5Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - LAB 6401.7 - (MAINT) CA - LAB 6409.6 - (3Y) US - 29 CFR 1602.14 - (AC+1Y) US - 29 CFR 1602.31 - (AC+2Y) US - 49 CFR 382.401(b)(1) - (5Y) 038 Community Development Public Works Deposit Account Project Administration Records of projects for residents or businesses in which City receives a deposit from applicant, arranges for various surveys and studies to be performed by approved consultants, including City geologist, who are paid through applicant's deposit, including deposits for City Attorney review. Applicant Deposits Deposit Account Statements Payment Transactions Plans Reports Studies Surveys AC+4Y CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y 2/20/2024 Page 7 of 16 45 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 039 Community Development Public Works Land and Property Maps, Drawings Maps and geographical information pertaining to properties and developments and improvements within City jurisdiction. Aerial Photos Assessment District Maps Assessor Parcel Maps Benchmarks Bridges Building Site Determination City Boundaries Drainage Geologic Maps Geotechnical Reports Improvement Plans, Drawings Land Survey Maps Lot Line Adjustments (LLAs) Official Plan Line Parcel Mergers Parcels Parking Districts Parks Plats Record Maps Record of Survey Maps Reversions to Acreage Storm Drains Street Address Files Street Improvements Subdivisions Tract Maps Traffic Utilities Vellums PR CA - CCP 337.15 - (LA10Y) CA - GOV 34090(a) - (PR) CA - HSC 19850 - (Life of Building) US - 44 CFR 60.3 - (MAINT) 040 Community Development Public Works Management of City Buildings and Properties Records and information regarding the structure and maintenance of City-owned physical buildings and facilities, as well as associated equipment. Asset Acquisition and Maintenance Records As-Built Blueprints Construction Records Electrical Wiring Schematics Fire Inspections Floor Plans Inspections Keys and Access Records Property Inventory LI*+10Y CA - CCP 337.1 - (LA4Y) CA - CCP 337.15 - (LA10Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - HSC 19850 - (LI) * Life of Building, Asset 041 Finance Accounts Payable/Receivable Records and information related to the accounting of monies paid or received by the City including payment for financial obligation, documenting bad debt, paying of unemployment expenses, employee expense reimbursement, money paid for fines or fees, services rendered, vendor credit cards, cash payments received, etc. 1099 1099R Cash Disbursement Cash Receipts Check Runs, Check Registers, Voided Checks Credit Card Slips, Statements Credit Memos Employee Expense Reports, Reimbursements Facilities Fees Fee Maintenance and Collection (for assessments, licenses, permits, etc.) Fixed / Capital Asset Accounting Form 1099 Records Form W-9 Records Invoices and Vouchers Journal Vouchers Month-End Cost Records Operating Invoices, Paid (General, Contract Vendors) Payables Package, Receipts Payments Petty Cash Data Receivables Package, Receipts Reconciliations Security Bonds and Deposits Taxes (general fund, property, real property, sales/use, transient occupancy tax (TOT ) Tax Rates Utility Billing Vendor Invoices 6Y CA - CCP 337 - (LA4Y) CA - CCP 338 - (LA3Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y) US - 2 CFR 200.334 - (CL+3Y) US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y) US - 26 CFR 31.6001-1 - (CY+3Y) US - 29 CFR 97.42 - (3Y) US - 29 CFR 516.5 - (3Y) US - 48 CFR 4.705-1 - (4Y; 2Y) 2/20/2024 Page 8 of 16 46 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 042 Finance Audits (Internal, External) Records and information related to auditing activities, including reviewing and documenting operational, compliance, or financial information created as a part of an audit. Annual Audit Reports Annual Comprehensive Financial Report (ACFR) Audit Files, Plans Audit, Auditors Reports Audit Schedules Audit Workpapers General Purpose Financial Audits, Single Audits Improvement Plans Investigations, Workpapers Management Responses Observations Recommendations Remediation Plans / Results Responses CL*+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y) US - 26 CFR 1.1461-2 - (CU+1Y) US - 26 CFR 31.6001-1(e)(2) - (CU+4Y) US - 26 USC 6531 - (LA6Y) * Audits are considered active until the final report is issued and all corrective actions have been completed. 043 Finance Bank Account Information Records and information related to banking activities, transactions and correspondence. This category includes deposits and reconciliations. Bank Account Administration Bank Statements (All Agencies) Checks, Canceled Check Copies Check Registers, Journals Corrections / Returns Deposit Permits Deposits Electronic Banking Reconciliations Signature Cards Transactions Transfers Voided Checks Wire Transfers 4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) US - 26 CFR 31.6001-1 - (CU+3Y) US - 48 CFR 4.705-1 - (4Y) 044 Finance Budget Management Records and information relating to implementing and monitoring City budgets. Gann Limit Annual Review Revenue/Expenditure Reports Trial Balance/Balance Sheets (Finals) 2Y CA - GOV 34090 - (2Y) 045 Finance Business License Applications Business license applications submitted to the City. License Applications PR CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) Saratoga Municipal Code 4-05.070 (PR) 046 Finance Business Licenses Records and information documenting the issuance of City business licenses. Annual Licenses Business Licenses (fees, financial history, renewals, rate worksheet, reports ) Renewal Notices AC+4Y CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 047 Finance Credit, Collections Records and information generated or collected in the tracking of debtor transactions and balances. Accruals Bad Check Logs Bad Debt Reserves Credit, Collections and Aging Customer Payments Refund Claims Uncollectable Accounts Write-offs, Adjustments 4Y CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 048 Finance Debt and Investments Records and information relating to analysis of City financing and investment activities. Bonds Bonded Indebtedness Certificates of Deposit (CDs) Direct Investments Due Diligence Financial Investment Planning Investment Performance Reporting Investment Reporting Local Agency Investment Fund (LAIF) Long Term Debt Money Manager Statements Performance Bonds, Letters of Credit Portfolio Management, Quarterly Reviews Maturity*+6Y CA - CCP 336a - (LA6Y) CA - CCP 337 - (LA4Y) CA - CCP 338 - (LA3Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y) * Maturity includes cancellation and redemption 2/20/2024 Page 9 of 16 47 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 049 Finance Financial Reporting - Official Official City financial reports required by regulations. Annual AB 1600 Reports Annual Possessory Interest Report Annual Property Tax Levy Report Annual Report of Financial Transactions To State Annual SLESF/COP Report Annual State Controller Filings Annual Streets Report Audited Financial Statements Budgets, Adopted GANN Appropriation Limit Report Maintenance of Effort (MOE) - Public Safety Payroll Reports (HRA, RMT, ICMA 457 accounts, deferred compensation ) Public Financing Authority (PFA) Reports TDA Audit Reports 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) US - 26 CFR 1.1461-2 - (CY+1Y) US - 26 USC 6531 - (LA6Y) 050 Finance Financial Reporting - Operational General City financial reports generated to track internal transactions and achievements. Expenditures Reports Monthly Treasurer's Report Possessory Interest Report / Lease Reports Quarterly Investment Report Weekly Reports 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) US - 26 CFR 1.1461-2 - (CY+1Y) US - 26 USC 6531 - (LA6Y) 051 Finance Financial, Strategic Planning Records and information relating to financial and strategic planning. Business Plans Financial Plans Forecasts Interim Results Revenue Forecasts Strategic Plans 2Y CA - GOV 34090 - (2Y) 052 Finance General Ledger, Journal Entries Records and information related to the transfer of charges between accounts and summaries of account information, including year end summaries of general ledger transactions. Account Ledgers Billing Rates, Journal Appropriations Transfers Balance Sheets Books of Account Budget Adjustments Cash Journals Chart of Accounts Demand Register Expenditure Reports General Ledger Journal Entries Manual Accounting Ledger, Control Ledger Reconciliations Revenue Sub-Ledgers Trial Balance Year -End / Account Detail History Report 6Y CA - GOV 34090 - (2Y) US - 26 CFR 31.6001-1 (CY+3Y) US - 26 USC 6531 - (LA6Y) 2/20/2024 Page 10 of 16 48 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 053 Finance Payroll Records and information related to the accounting of City payroll, including garnishment records and information to satisfy debts. This also includes records and information reflecting all remuneration paid to each employee, including: - Name, address, SSN - Total amount and date of payments - Period of service covered for each - Withholding - Tax collected Attendance Records, Corrections Benefit Payments CalPERS Reporting Deduction Registers, Reports Deferred Compensation Employee Benefits Employee Deduction Authorizations, Check Information Employee Master Lists, Addresses Flex Spending Garnishments Longevity Pay Payroll Checks, Copies, Stub Reports Payroll Certifications, Controls Payroll Deduction Authorizations, History, Liens, Claims Payroll Journal Payroll Registers Payroll Reports (department, PERS, taxes ) Payroll Tax Returns Personnel Action Forms Premium Billings Processing Reports, Reports to Government Agencies Time Sheets - Reports Timekeeping Records (Timecards, Time Sheets, Basic Time and Earnings Cards) Tuition Reimbursements W-2 W-4 Wage Rate Tables 5Y CA - 2 CCR 570.5 - (5Y) CA - 2 CCR 571(b)(1)(E) - (5Y) CA - 8 CCR 11040(7)(c) CA - CCR 1085-2 (c) - (4Y) CA - GOV 12946 - (4Y) CA - GOV 34090 - (2Y) CA - LAB 226a - (3Y) CA - LAB 1174 - (3Y) CA - LAB 1197.5 - (LA2Y, LA3Y) CA - UIC 1132 - (LA3Y)) US - 26 CFR 31.6001-1(e)(2) - (CU+4) US - 29 CFR 516.5 - (3Y) US - 29 CFR 516.6 - (2Y) US - 29 CFR 1620.32 - (2Y) US - 29 CFR 1627.3 - (3Y) US - 29 USC 436 - (5Y) US - 48 CFR 4.705-2 - (4Y; 2Y) 054 Finance Procurement, Purchasing and Requisitioning Records and information created or retained in the purchasing or acquisition of goods and services. Documentation that includes the terms and conditions under which vendors will provide goods or services. Bids, Awards (Accepted, Unaccepted, Rejected) Change Orders Delivery Records Exhibits Price Lists Proof of Insurance Certificates Purchase Orders Purchasing Cards/CalCards Quotations Requisitions Requests for Information (RFI)* Requests for Proposal (RFP)* Requests for Quote (RFQ)* Scorecards Shipping and Receiving (bills of lading, freight bills, manifests, waybills ) Specifications Statement of Reason for Award (where awardee was not lowest bidder ) Vendor Information CL+4Y CA - CCP 337 - (4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y) Saratoga Municipal Code 2-45.090 - (MAINT) US - 2 CFR 200.334 - (CL+3Y) US - 29 CFR 516.5 - (3Y) Exception: Procurement documents for acquisitions that are canceled or do not get awarded are retained for 2 years. * NOTE: RFIs, RFPs, and RFQs are retained by the originating department (not sent to Finance) 055 Finance Real Property, Fixed Assets Records and information related to the ownership, purchase, sale, lease or improvement of real property and facilities owned by or used by the City. Acquisitions Amortization Appraisals Asset Retirement Records Attachments Buildings Capital Asset Records Capital Improvements Deeds Deeds of Trust Depreciation Schedules Excess Right of Way Fixed Asset Ledger Land Mortgages Parkland Possessory Interest Sales Valuation Information LI*+10Y CA - CCP 337.15 - (LA10Y) CA - GOV 34090 - (2Y) US - 26 USC 6531 - (LA6Y) * Life of Asset 2/20/2024 Page 11 of 16 49 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 056 Finance Unclaimed Funds, Escheat Records and information pertaining to unclaimed funds and warrants held in trust by the City. Cancelled Warrants (escheat) Uncashed Checks 10Y CA - CCP 1513 - (3Y) CA - GOV 34090 - (2Y) US - Uniform Unclaimed Property Act (2016), Section 404 - (10Y) 057 Finance Human Resources Claims Management Records detailing claims submitted to or by the City, including those made to insurance carriers - other than for workers compensation - including appraisals and reports. Incident Reports Annual Audit of Open Claims Appraisals Claims By/Against the City Damage Estimate Reports Supporting Documentation Investigations Liability Waivers Risk Management Reports Unemployment Insurance Claims CL+5Y CA - 2 CCR 11013 - (AC+2Y) CA - CCP 337 - (5Y) CA - CCP 338.1 - (LA5Y) CA - GOV 911.2 - (LA1Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (4Y) CA - GOV 34090 - (2Y) CA - VEH 2547 - (LA3Y) Exception: Accident, incident, and injury reports not resulting in a claim can be disposed of after 2 years. 058 Human Resources Benefit Plans Plans and systems established to provide employee benefits and associated administrative documents. Carrier Reporting, Performance COBRA Rates, Records, Histories Employee Benefit Plans Group Insurance Cost Data PERS Actuarial Reports Summary Plan Descriptions Supplemental Forms LI*+6Y CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y) US - 29 CFR 1627.3(b)(2) - (TE+2Y) US - 29 CFR 4007.10(a)(1) - (6Y) US - 29 CFR 4041.5 - (LI*+6Y) US - 29 USC 1027 - (6Y) US - 29 USC 1059 - (AC+1Y) US - 29 USC 1113 - (LA6Y) US - 29 USC 1451 - (LA6Y) * Life of Plan 059 Human Resources Collective Bargaining Documentation related to the negotiations between labor unions for collective bargaining purposes. Contract Negotiations Labor Relations Union Communications Union Petitions CL+4Y CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (AC+4Y) CA - GOV 34090 - (2Y) US - 29 CFR 516.5 - (3Y) 060 Human Resources Collective Bargaining Grievances Documentation related to labor grievances filed under current collective bargaining agreements. Grievance Files/Commission Hearing Grievance/Hearing Logs Union Grievances CL+4Y CA - CCP 337 - (4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (AC+4Y) CA - GOV 12960 - (LA3Y) CA - GOV 12965 - (LA2Y) CA - GOV 34090 - (2Y) US - 29 CFR 1602.31 - (CL+2Y) US - 29 CFR 1627.3 - (3Y) US - 29 USC 255 - (LA2Y) 061 Human Resources Employee Benefits Employee election (selection), enrollment or termination forms and related correspondence, including transmissions to carriers of additions, changes, claims and deletions (includes employee medical records subject to HIPAA requirements). Actuarial Analysis for Benefit Reserves and Accounting Appeals Benefits Files, Contract Copies, Enrollments, Appeals Beneficiary Designations Death Claims, Life Event Documents Employee Cost-Sharing Amounts Employment Authorizations, Terminations, Confirmations, Status Changes, Coverage Changes Family & Medical Leave Tracking (Compensation, Complaints/Disputes, FMLA Requests, Parental Leave Forms, Paid/Unpaid Leave ) Flexible Spending Enrollment Individual Retirement Accounts (IRAs), 401k Histories Life Insurance Notification Letters/EOI Leave of Absence Documentation Medical Billing Statements Pension Plan Applications, Claims P.E.R.S. Information Premium Information Required Benefits Reporting Retirement Files CL+6Y CA - 22 CCR 1085-2 - (CU+4Y) CA - GOV 12946 - (AC+4Y) CA - GOV 34090 - (2Y) US - 26 CFR 301.6501(a)(1) - (CU+3Y) US - 29 CFR 516.6 - (2Y) US - 29 CFR 825.500 - (3Y) US - 29 CFR 1602.30 - (3Y) US - 29 CFR 1602.31 - (AC+2Y) US - 29 CFR 1602.32 - (3Y) US - 29 CFR 4007.10 - (6Y) US - 29 USC 1027 - (6Y) US - 29 USC 1059 - (AC+1Y) 062 Human Resources Human Resources Compliance Reporting Official governmental reports issued by City to comply with regulatory requirements. EEOC Reports Labor Reports P.E.R.S. Reports 5Y CA - 2 CCR 11013(c)(1) - (2Y) CA - 8 CCR 14300.33(a) - (5Y) CA - GOV 34090 - (2Y) US - 29 CFR 405.9 - (5Y) US - 29 CFR 1602.14 - (AC+1Y) US - 29 CFR 1602.30 - (3Y) US - 29 CFR 1602.32 - (3Y) 2/20/2024 Page 12 of 16 50 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 063 Human Resources Insurance Coverage Records detailing the City's general coverage against property damage and liability and workers compensation, including renewal submission information, insurance quotes, & broker correspondence. Annual Memorandum of Coverage (MOC) - Declarations & Exclusions Binding Information Binders Broker Correspondence Certificates of Insurance Completed Applications Disability Insurance Insurance Policies Insurance Procured by Others (Vendors) Insurance Quotes Insurance Submissions Property and Liability Insurance Unemployment Insurance Workers Compensation Shared Risk Pool (SHARP) Joint Powers Association Records AC+4Y CA - 22 CCR 3267-2 - (MAINT) CA - CCP 337 - (4Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y) 064 Human Resources Personnel Files - Employees All documents related to paid employees, including but not limited to: - hiring - promotion - demotion - transfer - layoff / recall / out-placement - termination / discharge / resignation - pay rates / other terms of compensation Applications, Applicant Reference Verifications Awards, Commendations, Certificates Background Check (candidate hired ) Change in Status (CIS) & Personnel Action Forms (PAF's) Civil Service Examination Results and Rankings Complaints Disciplinary Actions DMV Pull Program (random testing ) Employee Acknowledgements, Executed Policy Receipts Employee Relations Records Employee Training/Certification Records (FEMA/NIMS, Base Station Forms, Fire Extinguisher, First Aid/CPR ) Goals Individual Employee Agreements, Contracts (copies) Investigations Job Descriptions Job Offer Letters Job Title and Wage Rate History Leave of Absence / LOA Oaths of Office Performance Evaluations, Reviews Performance Improvement Plans (PIPs), Counseling Documents Personnel Policy and Procedure Forms (Executed, Signed) Promotions Resignations, Exit Interview Notes TE+5Y CA - 2 CCR 11013 - (AC+2) CA - 8 CCR 11040(7)(c) - (3Y) CA - 22 CCR 1085-2 - (CU+4Y) CA - GOV 3105(f) - (TE+5Y) CA - GOV 12946 - (TE+4Y) CA - GOV 12960 - (LA3Y) CA - GOV 12965 - (LA2Y) CA - GOV 34090 - (2Y) CA - LAB 432.3 - (TE+3Y) CA - LAB 1198.5 - (TE+3Y) CA - LAB 2810.8 - (3Y) CA - VEH 1808.1(c) - (1Y) US - 29 CFR 825.500(b) - (3Y) US - 29 CFR 1602.14 - (AC+1Y) US - 29 CFR 1602.30 - (3Y) US - 29 CFR 1602.31 - (AC+2Y) US - 29 CFR 1627.3 - (TE+1Y) US - 29 USC 1059 - (AC+1Y) US - 41 CFR 60-1.12 (a) - (AC+2Y) US - 41 CFR 60-741.80 - (AC+2Y) US - 49 CFR 40.333 - (5Y) US - 49 CFR 382.401(b)(1) - (1Y, if negative; 5Y if positive) 065 Human Resources Recruitment Records and information related to applications and related records of candidates interviewed but not hired or accepted, including applications received but not acted upon. Applications, CVs, Resumes (Rejected, Unsolicited) Applicant Tracking Records (Hired, Rejected) Background Checks, Investigations, candidate not hired (LiveScan, Criminal Offender Record Information (CORI), Investigations) Drug Testing, Pre-Hire Screening Interview Notes Job Descriptions Job Postings, Announcements Job Requisition Requests Job Specifications Miscellaneous Hiring Process Notes Position Information Recruitment Temporary Intern Staffing Test Results (Non-hires) Unpaid Interns (Rejected) Volunteers (Rejected ) 4Y CA - 2 CCR 11013(c)(2) - (2Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (4Y) CA - GOV 12960 - (LA3Y) CA - GOV 34090 - (2Y) US - 29 CFR 1602.14 - (AC+1Y) US - 29 CFR 1602.31 - (2Y) US - 29 CFR 1607.4 - (MAINT) US - 29 CFR 1627.3(b)(1) - (1Y) US - 41 CFR 60-741.44(f)(4) - (3Y) US - 41 CFR 60-741.44(k) - (3Y) 066 Human Resources Salary, Compensation Documentation of position and employee compensation. Classification Studies Compensation Plans, Planning, Analysis Cost of Living Job Descriptions Job Evaluation Documentation Salary Range History Salary Range Tables Salary Surveys S+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) US - 29 CFR 516.6 - (2Y) US - 29 CFR 1602.14 - (AC+1Y) US - 29 CFR 1602.31 - (AC+2Y) 067 Human Resources Wellness Program Records Records and information created for the City's wellness program. Wellness Program Materials 3Y CA - 8 CCR 3203(b) - (1Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - LAB 6409.6 - (3Y) 2/20/2024 Page 13 of 16 51 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 068 Human Resources Work Authorizations and Supporting Documentation Employment eligibility verification forms collected for active employees and supporting documentation regarding immigration status. I-9 Documents (and copies of associated documents ) Proof of Eligibility to Work in the United States of America 3Y or TE+1Y, whichever is longer US - 20 CFR 655 Subpart H - (TE+1Y) US - 8 CFR 274a.2 - (3Y, or TE+1Y) 069 Human Resources Workers Compensation Records Records and information created for administering workers compensation claims (may include employee records subject to HIPAA requirements). NOTE: Workers compensation files may contain records of exposure to hazardous materials. Cal OSHA Reports (Form 300 series) Workers Compensation Claims CL+6Y*CA - 8 CCR 10102 - (Injury+5Y or Closed+1Y) CA - 8 CCR 14300.33 - (6Y) CA - CCP 338.1 - (LA5Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - LAB 5406 - (LA1Y; LA240W) CA - LAB 5410 - (LA5Y) CA - LAB 6409.6 - (3Y) CA - 29 CFR 1904.33 - (6Y) * Exception: Records of employee exposure to hazardous materials must be retained for 30 years after closure of the claim. See Record #074, below. 070 Information Technology Computing Systems Management Documentation related to acquisition or maintenance of City technology processes, applications, or systems, as well as conversions, changes or modifications to existing applications or systems. Includes documentation of internal controls and system security, as well as data / information security breaches, notifications, and supporting documentation. Audit Trail Files Automated Logs Business, Functional Requirements Change Requests Data Breaches (notifications, reports, responses) Data Migration Documentation Database Dictionary / Schema End User Documentation, User Manuals Network Configurations Network/Equipment Control Support Documentation Software Documentation System Documentation (codebooks, record layouts, reference guides, schematics, specifications ) System, Application Maintenance Documentation (hardware/operating system requirements, monitoring logs, operating manuals ) Usage Reports (summary, system ) User Access Records (passwords, security logs, user accounts, log-in files, data entry logs, accounts ) User Incident, Response Files Websites LI*+3Y CA - CIV 1798.27 - (3Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) *Life of Application 071 Public Works Environmental Management Records and information associated with the City's activities to appropriately manage compliance with environmental requirements, including stormwater and storm drains. City of Saratoga Charging Evaluation Solutions Clean Water Climate Action Plan Reporting Diversion Goals Electric Vehicle Charging Policy Environmental Conservation Environmental Programs Flood Control Green Storm Water Infrastructure Plan Greenhouse Gas (GHG) Inventories Hakone Master Plan Integrated Pest Management Plan Long-Term Trash Load Reduction Plan Mandatory Waste Disposal Reduction Ordinance NPDES Permits Pipe Inventory Short-Term Trash Load Reduction Plan Solid Waste Storm Water Monitoring Storm Water Pollution Permits CL+5Y CA - 14 CCR 18809.4(a)(4) - (3Y) CA - CCP 337 - (LA4Y) CA - CCP 338 - (LA3Y) CA - CCP 338.1 - (LA5Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - HSC 25244.19 - (4Y) CA - HSC 25244.20 - (4Y) US - 40 CFR 122.21(p) - (5Y) US - 40 CFR 122.41(j) - (5Y) US - 40 CFR 122.44 - (3Y) 2/20/2024 Page 14 of 16 52 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 072 Public Works Fleet Management, Maintenance Records related to the purchase, management and maintenance of City vehicles. California Bureau of Automotive Repair (BAR) Smog Records California Highway Patrol Biennial Inspection Terminal (BIT) Records Motor Vehicle Records and Reports Pool Tickets, Vehicle Logs, Usage Logs Registrations, Operating Permits Service Calls Surplus Vehicle Disposal Tax Exemption Certificates Vehicle Certificates of Insurance Vehicle Inspections Vehicle License Records Vehicle Maintenance Records, Repair Orders LI*+3Y CA - 22 CCR 66266.130(c)(5) - (3Y) CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - HSC 25250.18(b) - (3Y) CA - VEH 34505.5(c) - (2Y) * Life of Vehicle 073 Public Works Fuel Management Records related to the purchase, tracking and management of fuel for City vehicles and travel by City employees. Bay Area Air Quality Management District (BAAQMD) Permits (aboveground diesel storage tank, belowground gas storage tank ) California Air Resources Board Certificate Fuel Card Authorizations Fuel Inventory Records Fuel Pump, Fuel Tank Maintenance Fuel Reports, Billing Reports, Journals, Fuel Tickets Mileage Reports 6Y or Life of Storage Tank, whichever is longer CA - 23 CCR 2712 - (3Y; 5Y; 6Y; Life of Tank) CA - CCP 338(k) - (LA3Y) CA - CCP 338.1 - (LA5Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - HSC 25285(a) - (5Y) CA - HSC 25292(b)(4)(A) - (1Y) CA - HSC 25293 - (MAINT) 074 Public Works Hazardous Waste, Monitoring and Remediation Planning, monitoring and contingency/emergency action plans for hazardous waste, emergency and spill response, exposure emergencies, notifications and response; hazardous communications plans, including labeling, MSDS controls, training programs and procedures. Asbestos Abatement Records Electronic Waste (E-Waste) Emergency Response Programs Employee Hazardous Chemical Exposure Inspections Hazardous Materials Disposal Hazardous Material Incident Reports Hazardous Substances Shipping Manifests Hazardous Waste Material Safety Data Sheets (MSDS) Proposition 65 Monitoring Site Mitigation Toxic Substance Inventory CL+30Y CA - 8 CCR 3204(d) - (CL+30Y) CA - 8 CCR 5194(b)(5)(I)(2) - (MAINT) CA - 22 CCR 66262.40 - (3Y) CA - 22 CCR 66263.22 - (3Y) CA - CCP 338.1 - (LA5Y) CA - CCP 340.2 - (LA1Y after injury or death due to asbestos exposure) CA - CCP 340.8 - (LA2Y after injury or death due to hazardous exposure) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - HSC 25160.8(c)(3)(D) - (AC+3Y) CA - HSC 25244.19 - (4Y) CA - HSC 25244.20 - (4Y) Saratoga Municipal Code 8-35.050 - (3Y) US - 29 CFR 1904.33(a) - (CU+5Y) US - 29 CFR 1910.1020 - (CL+30Y) US - 40 CFR 268.7 - (3Y) US - 49 CFR 172.201 - (3Y) US - 49 CFR 177.817 - (3Y) 075 Public Works Maintenance, Repairs and Inspection Reports Records and information regarding the ongoing maintenance and upkeep of City equipment, facilities and infrastructure, including: - Bridges and overpasses - Parks and park equipment, including playgrounds - Roadways - Trails Equipment Certifications Horticulture Inspections Inspection Logs Inspection Reports Inventories Irrigation Landscaping Maintenance and Repair Work Orders Maintenance Reports (buildings, parks, streets, sidewalks ) Pesticide/Herbicide Use Reports Street Light Maintenance Requests Street Lights Street Sweeping Trees 5Y CA - 3 CCR 6623 - (2Y) CA - 3 CCR 6624(g) - (2Y) CA - CCP 337 - (5Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 4216.2(f) - (3Y) CA - GOV 34090 - (2Y) 2/20/2024 Page 15 of 16 53 City of Saratoga - Retention Schedule Rec. No.Applicable Department(s)/Division(s)Record Category Name and Description Sample Records for the Category Retention Legal Citations Comments AC = While Active CL = Closed / Completion / Final Resolution CU = Current Year LA = Limitation on Actions LI = Life (of contract, program, asset) MAINT = Maintain PR = Permanent S = Superseded/Overwritten TE = Termination 076 Public Works Public Works Project Administration Records and information associated with the administration of public works, capital improvement and engineering projects. Certified Payrolls CIP Project Certified Payrolls Construction Manager's Logs Cost Share Agreements Daily Inspections DIR Submittal Reports Facilities Projects Field Inspections Material Quantity Tags (truck load tags ) Project Schedules Progress Meetings Public Noticing Real Estate Appraisals RFIs & Responses CL+5Y CA - CCP 337.1 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y) US - 24 CFR 92.508(c) - (AC+5Y) US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y) US - 29 CFR 97.42(b) - (AC+3Y) 077 Public Works Public Works Project Files (CIP) Records and information related to the analysis, design, development, planning, construction and maintenance of public works, capital improvement and engineering projects for City facilities and infrastructure. As-Built Plans Assessments Bicycle / Pedestrian Trails / Paths Bonds Calculations Capacity (water, wastewater) Fees Certificates of Compliance/Notice of Non-Compliance Change Orders Drainage Permits E.I.R., Notice of Determination, Categorical Exemptions Encroachment Permits, Certificates Environmental Impact Statements Final Plans Geologic Studies Geotechnical Reports Grading Permits Insurance Certificates Invoices Materials Testing Reports Notice of Completion Notice to Proceed Pavement Management Pavement Markings / Traffic Legends Photos/Pictures RFP, Contract Procurement, and Award Documents (award letters, bid summaries, contracts, notice inviting bids, pre and post bid meeting agenda's and sign in sheets, RFP addenda's, RFP advertisement, RFP packets ) Soils Reports Standard Plans Studies Submittals Surveys Title Reports Underground Utilities LI*+10Y CA - CCP 337.1 - (LA4Y) CA - CCP 337.15 - (LA10Y) CA - 14 CCR 15095c - (Reasonable) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y) CA - HSC 19850 - (Life of Building or Facility) US - 24 CFR 92.508(c) - (AC+5Y) US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y) US - 29 CFR 97.42(b) - (AC+3Y) * Life of Asset/Facility 078 Public Works Special District Administration Documentation pertaining to administration of the City's landscape, lighting, and special assessment districts. Annual Reports Ballots Improvement Projects Petitions Resident Contributions While Active+4Y CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) CA - GOV 53753 - (2Y) 079 Public Works Traffic Management Records and information related to the City's efforts to manage and improve traffic, traffic safety, and circulation. Bikeways and Pathways Master Plan Crosswalks Impact Studies Local Roadway Safety Plan Safe Routes to School School-related Studies/Surveys Sight-Distance Concerns Signals Speed Surveys Street/Highway Studies/Surveys Temporary Street Closures Traffic Counts Traffic Safety Requests Traffic Signs Transportation Planning AC+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y) 2/20/2024 Page 16 of 16 54 SARATOGA CITY COUNCIL MEETING DATE:March 6, 2024 DEPARTMENT:Community Development Department PREPARED BY:David Dorcich, Associate Engineer SUBJECT:Final Map Approval for Two Lots Located at 22461 Mt. Eden Road RECOMMENDED ACTION: Adopt the Resolution granting final map approval of parcel map application No. ULS22-0015 for two lots located at 22461 Mt. Eden Road (APN: 503 80 001). BACKGROUND: Attached is a Resolution, which, if adopted, will grant final map approval for two (2) lots located at 22461 Mt. Eden Road (APN 503 80 001). This map is for an urban lot split utilizing the ministerial process enabled by SB9 and the applicant has satisfied all the applicable requirements of Article 15-57 of the Saratoga Municipal Code. The recordation of the final map is a means to create individual lots from a larger lot for which building permits may be issued.The Subdivision Map Act provides that once the final map has been filed with the City Clerk, the City Council must approve or disapprove the final map and accept or reject any offers of dedication made to the City within the map at its next meeting.It further provides that the Council must approve the final map if it finds that the final map is in substantial compliance with a previously approved tentative map. The City Engineer has examined the final map and related documents submitted to the City in accordance with the provisions of Section 14.40.020 of the Municipal Code and it was determined that: 1.The Subdivision Map Act, the City's Subdivision Ordinance,and all other applicable provisions of law have been complied with. 2.The final map is technically correct. Consequently, the City Engineer’s certificate was executed on the final map and the final map was filed with the City Clerk pursuant to Section 14.40.040 of the Municipal Code for action by the City Council. ATTACHMENTS: 55 Attachment A - Resolution Granting Final Map Approval Attachment B - Site Map Attachment C - Parcel Map 1682576.1 56 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPROVING THE FINAL MAP OF APPLICATION NO ULS22-0015 22461 MT. EDEN ROAD (APN 503 80 001) The City Council of the City of Saratoga hereby resolves as follows: That certain Parcel Map of a two lot subdivision prepared by Sterling Consultants, dated November 2023, and filed with the City Clerk of the City of Saratoga on November 28, 2023, meets the requirements of the Subdivision Map Act and the Saratoga Municipal Code and is approved. The City Manager (or designee) is authorized to take action required to record the Final Map. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 6th day of March 2024 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Yan Zhao, Mayor ATTEST: ____________________________ Britt Avrit, MMC, City Clerk 1696624.1 57 Site Map 58 59 60 61 SARATOGA CITY COUNCIL MEETING DATE:March 6, 2024 DEPARTMENT:City Attorney’s Office PREPARED BY:Richard Taylor, City Attorney SUBJECT:Update to the Bail Schedule for Enforcement of Park Rules RECOMMENDED ACTION: Adopt the Resolution approving an updated bail schedule setting bail amounts for violations of Municipal Code provisions relating to park use. BACKGROUND: The City maintains a bail schedule specifying bail amounts for code violations that are subject to criminal prosecution. Although the City rarely pursues code violations in the criminal courts, the bail schedule sets standards for bail in the event that this were to occur. The attached resolution would amend the bail schedule to allow for enforcement of all Municipal Code provisions concerning use of City parks (sections 11-05.030 through 11-05.050 and all their subsections). This would include deleting a separate entry concerning subsection 11-05.30(m) as that would be included in the general provision. The changes to the schedule are shown below: 11-05.030 11-05.040 11-05.050 (all subsections) (a-j) Act Prohibited in Park -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 11-05.030(m)Discharge of Pollutant in Watercourse -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I ATTACHMENTS: Attachment A –Resolution Attachment B –Municipal Code Section 11-05.030-.050 1751150.1 62 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ADOPTING AN UPDATED SARATOGA BAIL SCHEDULE WHEREAS, the City Council on March 6, 2024 reviewed the proposed Bail Schedule in Exhibit A ; and WHEREAS, the City Council desires to establish the bail amounts set forth therein. NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as follows: Section 1: The Bail Schedule set forth in the attached Exhibit A is hereby established and adopted. Section 2: All prior resolutions setting amounts for bail are hereby repealed in their entirety, it being the intent of the City Council that the bail schedule adopted by this resolution shall supersede all prior schedules pertaining to the same subject matter. Section 3:This resolution shall become effective on March 6, 2024, and shall be applicable to all proceedings initiated after that date. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 6 th day of March, 2024 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Yan Zhao, Mayor ATTEST: ____________________________ Britt Avrit, MMC, City Clerk 63 Page 1 Attachment A SARATOGA BAIL SCHEDULE P.A. – Penalty Assessment under PC 1464 P/C – Eligible for Proof of Correction CRM CAT – Criminal Category CT – Court Appearance Required M – Misdemeanor I – Infraction Y – Yes N - No Saratoga City Code Section Offense/Description Bail Amount P.A. P/C CRM CAT 2-10.150 Contempt of City Council 1,000 +CT N N M 4-05.050 Business license required 1,000 +CT N N M 4-50.020 Solicitor/Peddler permit required 1,000 +CT N N M 455.040 (a)/(b)Massage Establishment/Managing Employee permit required 1,000 +CT N N M 4-55.040(c)Massage Practitioner permit/certificate required 1,000 +CT N N M 4-60.030 Motion Picture Filming permit required 1,000 +CT N N M 4-70.020 Restaurant Certification required 1,000 +CT N N M 4-90 Tobacco Retailer License Requirements, Regulations and Prohibitions 1,000+CT N N M 6-15.010 Congregating Near Emergency Scene 1,000 +CT N N M 6-15.050 Public Intoxication 1,000 Y N M 6-15.070(a)Discharge of Pollutant in Storm Drain 1,000 +CT N N M 6-15.080(a)Obstruction of Watercourse 1,000 +CT N N M 6-15.090(a)Sale of Weapons to Person Under 18 1,000 +CT N N M 6-15.100(a)Discharge of Weapon Within City Limits 1,000 +CT N N M 6-15.110 Paraphernalia Exhibition Room for Controlled Substance 1,000 +CT N N M 6-15.120(a)Alcohol Consumption by Persons under 21 1,000 +CT N N M 64 Page 2 at Unsupervised Social Gatherings 6-15.130 Disturbance, 2nd Police Response required 1,000 Y N M 6-15.140 Offensive Conduct -First Conviction -Second Conviction -Third or Subsequent Conviction 100 200 500 N N I 6-15.160(a)Unsecured Display of Spray Paint or Marker Pen -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 6-15.170(a)Targeted Picketing of Residence 1,000 +CT N N M 6-30.030 Commercial Marijuana Activity 1000+CT N N M 6-30.040 Cultivation of Marijuana for Personal Use (More than six plants) 1000+CT N N M 6-35.010 Storage of Firearms in a Residence -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N M 7-05.040 Frequency of Garbage Disposal -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 7-05.090 Burning Solid Waste -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 7-05.100 Dumping on Public Property -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 250 500 750 N N I 7-05.080 Unauthorized Garbage Collection -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 65 Page 3 7-05.100 Unauthorized Deposit of Garbage -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 7-20.030 Refusal to Permit Inspection by Animal Control Officer 1,000 N N M 7-20.060 Wild or Non-Domestic Animal Kept 1,000 +CT N N M 7-20.145 Dangerous Dogs 1,000 +CT N N M 7-20.170 Animal Maintenance -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 7-20.210 Private/Commercial Kennel permit required -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 7-20.225 Animals Not Secured in Vehicles -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 7-20.230 Beekeeping 1,000 +CT N N M 7-30.040 Noise Standards -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 7-30.070 Exhaust Fans Shall be Enclosed -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 7-35.060 Tobacco Samples and Vending Machine -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 7-45.030 Commercial Property Maintenance 1,000 +CT N N M 8-05.030 Storage of Hazardous Material 1,000 +CT N N M 66 Page 4 8-05.040 Hazardous Material Storage permit required 1,000 +CT N N M 9-55.010 Storage of Inoperative Vehicle/Part -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 10-05.010(a)Placing Obstruction in Street 1,000 +CT N N M 10-05.020 Blocking Free Passage 250 +CT N N M 10-05.055 Sales On Public Right of Way -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 300 N N I 10-10.020 Special Event permit required 1,000 +CT N N M 10-15.010 Excavation permit required 1,000 +CT N N M 10-20.050 Encroachment permit required 1,000 +CT N N M 11-05.030 11-05.040 11-05.050 (all subsections) Act Prohibited in Park -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-12.020(h)Zoning Regulation Related to Animal -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-12.160 Storage of Personal Property -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-19.020(c)Expressly Prohibited Commercial Use 250 +CT N N M 15-29.010(a)Fencing Exceeding Six Feet -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-29.010(b)Fencing Over 3 Feet in Setback -First Conviction -Second Conviction +CT 100 200 N N I 67 Page 5 -Third or Subsequent Conviction 500 15-29.010(l)Retaining Wall Exceeding Height Limit -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15.29.020 Fencing Within Hillside District -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-29.040 Fencing to Mitigate Noise permit required -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-29.050 Fencing Adjacent to Scenic Highway -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-29.060 Barbed Wire Prohibited -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.050 Sign Prohibited -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.060(f)Temporary Construction Sign -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.070 Village Sign District permit required -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.080 Prospect Sign District permit required -First Conviction +CT 100 200 N N I 68 Page 6 -Second Conviction -Third or Subsequent Conviction 500 15-30.090 Quito Sign District permit required -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.100 Saratoga/Sunnyvale Sign District permit required -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.110 Temporary Signs -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.120 Signs on Lots for Institutional, Public, or Quasi-public Uses -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.125 Multi-family or Subdivision Sign -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.130 Sign in Agricultural and Residential District -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.140 Temporary Signs Marketing Residential Properties for Sale or Lease -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.145 Temporary Signs Marketing Commercial Properties for Sale or Lease +CT 100 N N I 69 Page 7 -First Conviction -Second Conviction -Third or Subsequent Conviction 200 500 15-30.150 Sign Permit required -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-30.190(c)Illegal Sign on Public Property -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-40.010 Home Occupation Violation -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-50.050 Tree Removal Violation -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-55.020 Conditional Use Permit Violation 1,000 +CT N N M 15-56.020 Second Unit permit required 1,000 +CT N N M 15-60.010 Temporary Use permit required 1,000 +CT N N M 15-80.030 Accessory Use and Structure Violation -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 15-80.070 Stadiums Prohibited 1,000 +CT N N M 15-80.080 Radio and Television Antenna -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N I 16-05 Building Permit required 1,000 +CT N N M 16-15 California Building Code Violation 1,000 +CT N N M 16-20 Uniform Fire Code Violation 1,000 +CT N N M 16-25 Plumbing Code Violation 1,000 +CT N N M 16-30 Mechanical Code Violation 1,000 +CT N N M 70 Page 8 16-35 Electrical Code Violation 1,000 +CT N N M 16-40 Housing Code Violation 1,000 +CT N N M 16-45 Dangerous Building Code Violation 1,000 +CT N N M 16-50 Moving of Building or Equipment 1,000 +CT N N M 16-60 Early Warning Fire Alarm System -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 500 1,000 N N I 16-71 Occupancy Inspection Violation 1,000 +CT N N M 17-10 Mandatory Organic Waste Disposal Rules -First Conviction -Second Conviction -Third or Subsequent Conviction +CT 100 200 500 N N M 1749811.1 71 2/26/24, 12:04 PM Saratoga, CA Code of Ordinances about:blank 1/5 (a) (b) (c) (d) (e) (f) (g) (h) 11-05.030 - Acts prohibited i n parks gen eral ly. N o person s hal l do any of th e f ol l owin g ac ts wi thi n th e l i mi ts of an y park i n the Ci ty: Cut, carve, p ai n t, mark, d efac e, d i sfi g ure, tamp er wi th , d i sp lace or remove an y bu i ld i n g or s tr uctu re or an y real or p erson al pr oper ty, i n cl u d in g , wi th out l i mitation, an y b ri dg e, tabl e, b en ch, fi replace, bar b ecu e, fen ce, rai l i n g, mon u men t, ap paratu s , faci li ty, pavi ng, water or other p ub lic u tili ty l i nes , or u ti li ti es or p arts or app u rten an ces thereof, nor cut, carve, p ai nt, mark, p aste, nai l, stap l e or fasten i n an y f ash ion an y mark, wr iti n g , b i l l, adverti s emen t, sig n , card , or d i spl a y, on an y tr ee, fen ce, wal l, bu i ld i ng, mon umen t or other s tr u ctu r e. Di g, remove, d estroy, in j ure, mu ti l ate or cut an y tree, pl an t, s hru b , bl oom or f lower , or any p orti on th ereof, n or p ic k any fl ower s , foli a g e, ber r ies or frui t of an y suc h tree, sh rub or p l ant. Excavate, di g u p or remove an y gra s s, tu rf, d i rt, earth, san d, gravel , ston e, r ock, mi n eral or other s u bs tance or sub stan ces of whi ch th e p r operty i s composed or con tai ns; or other wi se engag e i n an y exc ava ti on or qu arryin g , nor remove n or carr y away an y timb er of fel led trees , or wood or oth er materi al s l ocated with i n or up on th e grou nd not oth erwi se s p ec ifi cally en umerated h erei n . Erect or constru ct or move in to a park an y b ui l d in g or stru cture of any ki n d , wh eth er temp orary or perman ent i n ch arac ter, in cl ud i n g, with ou t l i mi tati on, ten ts or oth er temp orary shel ters for the p ur p ose of over n i g h t camp i ng , h ou s e trai l er, camp trai ler, p i cku p camp er, or oth er mova b l e stru c tu re or vehi cl e u sed or to be u sed for any s u ch p urp ose, excep t as may oth erwi s e be p rovid ed i n th i s Chapter . Cl i mb any tree or wal k, stan d or si t up on an y mon umen t, vase, fou ntai n , rail i n g , fence or other s tr u ctu r e not d esi gn ated or cus tomari l y used for su ch p u rp ose. Go u p on any l awn or g ras s p l ot, wh ere l eg i b l e si gn s p roh i b i ti ng th e same ar e pos ted i n a c ons p i cuous l oc ati on on or near su c h pl ot of l awn or g rass . Use, carry or posses s any fi rearm of any d esc r ip ti on, or a ir ri fl e, spri n g gu n , b ow an d arrow, s l in g sh ot, s li n g or oth er form of weap on p oten ti al ly d an g erou s to wi ld l i fe or to h uman safety, n or hu nt, mol est, harm, fri g h ten , ki l l , tr ap, ch ase, tea s e, s hoot or throw mi ss il es at any ani mal , b i rd or repti l e, wi th th e exc epti on of snakes kn own to b e d ead l y p oi son ou s suc h as rattl es nakes, wh i ch may b e ki l l ed u p on s i g ht; nor s hal l an y p ers on r emove or p os s ess th e you ng of an y wi ld ani mal , or the egg s or nes t of any youn g of any r epti l e or b ird . 72 2/26/24, 12:04 PM Saratoga, CA Code of Ordinances about:blank 2/5 (i) (j) (k) (l) (m) (n) (o) (p) (q) Use or attempt to us e or i nter fere with th e u s e of an y f ir epl ac e, b arb ecu e, tabl e, sp ace or faci l ity whi ch at th e ti me is reserved for an y oth er per son or g rou p of p erson s wh i ch h as rec ei ved a r eservati on from th e Di rec tor ther efor i n ac cord wi th Ar tic le 11-10. Con sume, exhi bi t, or posses s any alc ohol ic b ever age, wi th the excep ti on of b eer or wi ne wi th an al coh ol con tent of fi fteen p er c ent or l es s, or b e u nd er the i n fl u enc e of i n toxic ati n g b everage or any d rug s o as to b e a threat to the s afety of h imsel f or any oth er p erson or p rop erty i n su ch p ark. Possess, or set off, or oth erwi se cau se to expl od e or b urn any fi rec r acker s , torped oes , r ockets or other fireworks or exp l osi ves of i n fl ammab l e materi al , or di sc h arg e them or th row them i nto any p ark area from l an d or an y other p rop erty or h i g hway ad j acent th ereto. Permi t or al l ow any d og own ed b y suc h per s on , or u nd er the c u stod y or con trol of su ch p erson, to en ter or remain i n the p ark or an y part th ereof un less sec u rel y h el d an d l ed b y a leash of n ot more th an s ix feet i n l eng th , secu rel y atta c hed to a har nes s or col l ar on such d og . Sh ou ld any d og d efec ate on any p ark p r emi s es or p rop erty, th e p erson wh o owns s ai d d og , or h as cu stod y or con trol of sai d d og, sh al l i mmed i atel y remove an y and al l excrement from th e park. Use or occu p y an y area or faci l i ty i n an y mann er con trary to a n y posted n oti ce, i ncl u d i ng , wi thout l imi tati on , th e en teri ng of any area p osted as bei n g cl os ed to th e p u b l i c. Throw, di sc h arg e or oth erwi s e pl ac e or cau se to b e pl ac ed i n th e waters of an y pon d, l ake, s tr eam, creek, n atu ral waterway, fou n tai n, stor m s ewer or drai n , s wi mmi ng p ool or any other b od y of water i n or ad j acen t to any p ark, an y sub stan ce, matter or th i n g, sol i d or li q u i d, wh i ch wou ld cau se or res ul t i n the c onta mi n ati on or p ol l uti on of suc h waters, or wh ic h woul d i n any way cl og or j am or i nterfere with th e d r ai nag e, recyc li n g , f il ter in g or fl ow of su ch b ody of water. Pl ace, du mp, dep os it or l eave an y ga r b ag e, r efus e, r u bb i s h or oth er tras h , i n cl ud i n g, wi thout l imi tati on , any b ottl es, broken g l ass, ash es, paper b oxes , c ans and s imi l ar i tems i n any of th e bu ild i n gs or g rou n d s of any p ark, exc ept i n p r oper r ecep tacl es or con tai ners as are provi ded for the p urp ose of s uch d i sposal . R i de or p rop el a skateboard u p on any d ri veway, road way, par ki ng ar ea or ten ni s court wi thi n s u ch p ark. Throw, ki ck, or h it an y ball , rock, or other ob j ect i nto any p u b li c d r iveway, road way, h i g hway, p arki n g area, s id ewal k, b i cyc le p ath , or trai l i ns id e or ou tsi de th e par k i n suc h a mann er that th e ball , rock, or oth er ob j ect cou l d ca u se i n ju ry to an y p ers on or c aus e d amag e to an y veh ic le or oth er p rop erty. 73 2/26/24, 12:04 PM Saratoga, CA Code of Ordinances about:blank 3/5 (r) (s) (a) (b) (c) (d) (e) (f) (g) Hawk, ven d , p ed dl e, sell , sol i ci t th e sale of or offeri n g f or sal e an y food , d ri nk, g ood s , wares, mer chan di se or servi ces of an y ki n d, or ad ver tis emen t of th e same, i n an y park or area ther eof exc ept at an even t with a u se ag reement ap proved b y the Ci ty Cou nci l or a sp orts u s e per mit or at a g atheri ng of on e h u nd red p ersons or more su b j ect to a g r oup u se p ermi t. Ampl i fi ed or n on -ampl i fi ed soun d i n vi ol ati on of th e n oi se ord i nan ce stan d ards for p arks s et f orth at S ecti on 7-30.040 exc ept i n ac cord anc e wi th a n oi se excep ti on p ermi t i ss u ed p urs u an t to th i s Cod e. Any act wh i ch i s i n vi ol ati on of any other p rovi si on of thi s Cod e or other or d i nance of th e Ci ty, or in vi ol ati on of any Cou n ty or State l aw. Th e ab ove p roh ib i tions sh al l n ot b e app licabl e to an y offi cer or empl oyee of the Ci ty acti ng in th e cou rse and s cop e of that p erson's emp loymen t. (Amen d ed b y: Or d . 202 § 2 (p art), 2002; Ord . 204 § 2.1, 2002; Or d . No. 300, § 1(Exh . A), 10-3-2012) 11-05.040 - Acts prohibited except i n desi gnated areas. N o person s hal l do any of th e f ol l owin g ac ts wi thi n th e l i mi ts of an y park i n the Ci ty excep t i n suc h areas of th e p ark where s peci f ic al ly p ermi tted : Make, bu i ld , l i gh t, kin dl e or main tai n a n y fi re for an y pu r p os e, excep t at the s p eci fi c pi cn i c p l aces p rovid ed for s uch p ur p ose, and th en on l y i n a camp stove, or a f irepl ac e or b arb ecu e faci l i ty p rovid ed th erefor. Al l s u ch fi res s hal l at al l times b e attend ed b y at l east one responsi b le p erson, an d bef ore l ea vi n g the area of s u ch fi re, th e same s h al l b e c ompl etel y exti ng u i shed. S top, stan d or p ark an y motor vehi cl e or b i cycl e i n oth er th an a d esi gn ated p arkin g area, wh ic h use s hall be in accor d with al l p osted di rec tions, an d with in stru c tions of an y p arkin g atten dan t i n the emp l oy of th e Ci ty. R i de on or i n, or d r ive, any motor veh ic le in any p ark a r ea oth er than a desi g nated p arki ng area, excep t su ch area as is s p eci fi ca ll y si gn pos ted to p ermi t suc h op erati on , excep t th at, u nl es s otherwi se d esig n ated , motor veh i cl es may b e op erated at a sp eed of n ot to exceed fi fteen mi l es per h ou r on al l paved road s in any p ark ar ea. Op erate or r id e as a p ass eng er on any b ic ycl e on other th an a p aved road or bi cycl e path d esi g n ated for that p urp ose. R i de or lead an y horse on other th an p aved road s or eq uestri an p athways d es ig nated for th at pu rpos e, or cau se, permi t or al low an y horse or oth er d omesti c an i mal to b e u nteth ered or oth erwi se to b e loose or to r oam u p on any p ark area. Uri nate or def ecate other th an i n th e receptac les provi d ed th eref or i n restrooms provi ded for s uch p u r p os e. 74 2/26/24, 12:04 PM Saratoga, CA Code of Ordinances about:blank 4/5 (h) (i) (j) (a) (b) (c) (d) (e) Pr acti ce or p l ay golf, or op erate any motor-dri ven mod el ai rpl an es, boats or car s , or s wim or b athe, or en gag e i n an y arch ery or targ et p r acti ce or fi sh i n g, exc ept i n su ch ar eas as are sp eci fi cal l y si gn p os ted an d d esi gn ated th eref or. Lun ch or p ic n i c i n an y p l ace other th an as si g np osted an d des i g nated for s u ch p urp ose, and in s uch r egar d , f ir epl ac es, ba r b ec u e fac il i ti es, ben ch es an d tab les un less res erved in accor d an ce wi th Arti cl e 11-10 sh al l b e u s ed on a fi rst-come, fi rst-ser ved b asi s an d n o p erson sh al l u se su ch ar ea or fa c i li ti es for an un reas onab l e l en g th of ti me for su ch p urp ose. Day or n i gh t campi ng in other th an d esi g n ated areas. Eng age i n any org an iz ed team s p ort or g ame excep t i n ar eas s p eci fi ca ll y d esi gn ated th erefor. (Amen d ed b y: Or d . No. 300, § 1(Exh . A), 10-3-2012) 11-05.050 - Acts prohibited except with speci al permi t. N o person s hal l do any of th e f ol l owin g ac ts wi thi n th e l i mi ts of an y park i n the Ci ty excep t up on th e is s uan ce of a s p ec ial p ermi t f or suc h act(s) pu rsu ant to Ar tic le 11-10, an d on l y so l on g as su ch p ermi t r emai ns in fu l l for ce an d effec t, th e per mittee h as c ompl i ed wi th al l con di ti on s s et forth th erei n , an d th e p ermi ttee h as ob tai ned al l oth er g overnmen tal ap p roval s req u i red for th e p ermi tted u s e (e.g ., n oi se excep ti on p ermi t f or sou nd i n exces s of nois e s tan d ard s, b us in ess l i cen se for s al es, Cou nty Health Dep artmen t app roval for s ervi n g f ood , etc .): The u se or occup ati on of any p ark or ar ea th ereof b y any p ub l ic ly ad ver tis ed a s semb lag e or b y an y grou p of p erson s on e hu nd red or more i n nu mber . The ri g h t to the excl usi ve u se or occu p ati on of an y p ark or area th ereof b y an y p ers on or g rou p of person s, r egar d l ess of n umb er. The u se or occup ati on of any p ark or ar ea th ereof af ter th e ti mes sp eci fi ed i n S ecti on 11- 05.020 f or showin g of a movie op en to the p ub li c wi th ou t char g e pr ovi ded , h owever, th at p ermi ts for sh owi n g movies th at ar e n ot ra ted G or PG sh al l in cl ud e req ui remen ts d esi g n ed to li mi t vi ewi n g of th e movi e to an aud i enc e ap p rop ri ate to the r ati ng as d eter min ed b y the Moti on Pi ctu r e Ass oci ati on of Ameri ca. Hawki ng , vend i n g, pedd li n g , s el l i n g, sol i ci ti ng th e sal e of or offeri ng for s al e an y food , d ri nk, goods , wares , merchand is e or servic es of an y ki nd , or adverti s emen t of th e sa me, i n any p ark or ar ea thereof a t an ass embl ag e of per s on s one h un dred or more i n n umb er. The c onsu mpti on , exhi b iti on , or pos sess ion of beer or wi n e wi th an al coh ol c onten t of fi fteen percen t or less by any p erson i n a pu bl i cl y ad verti sed assemb l ag e or an y g rou p of p ersons twel ve or more i n nu mber . 75 2/26/24, 12:04 PM Saratoga, CA Code of Ordinances about:blank 5/5 (Amen d ed b y Ord. 202 § 2 (p art), 2002; Ord . N o. 283, § 1, 5-4-2011; Or d . No. 300, § 1(Exh . A), 10-3-2012) 76 SARATOGA CITY COUNCIL MEETING DATE:March 6, 2024 DEPARTMENT:City Manager’s Department PREPARED BY:Leslie Arroyo, Assistant City Manager SUBJECT:Public Art Policy Review RECOMMENDED ACTION: Provide direction to staff on changes to the Saratoga Public Art Policy. BACKGROUND: On December 20, 2023, the City Council adopted a resolution to disband the Public Art Commission and adopted a resolution to rename the Library and Community Engagement Commission as the Library and Public Art (LPA) Commission. As part of the renaming of the LPA Commission, several documents that reference the Public Art Commission were replaced to reference the renamed LPA Commission, including the Public Art Policy, which was adopted by Resolution 21-010 on June 16, 2021. During the December 20, 2023,meeting, City Council directed staff to bring to Council at a future meeting a discussion about what was currently in the policy, specifically as it relates to urban graffiti, as noted in Attachment A, section 3(c)for discussion. ATTACHMENT: Attachment A –Public Art Policy 77 City of Saratoga Public Art Policy (Adopted December 20, 2023, via Resolution 23-095) CITY OF SARATOGA PUBLIC ART POLICY Adopted December 20, 2023, via Resolution 23-095 The City Council of the City of Saratoga has approved this policy concerning the placement of public art or exhibits on City property. 1. Placement of public art or exhibits on City property shall be reviewed by the Library and Public Art Commission and the recommendation of the Commission shall be presented to the City Council prior to Council consideration of placement of public art or exhibits on City property. Placement of public art or exhibits on City property must be approved by a majority vote of the City Council. 2. The Library and Public Art Commission may recommend City of Saratoga public art programs and activities for consideration and approval by a majority vote of the City Council. 3. The Library and Public Art Commission shall recommend art on City property and City public art programs/activities only if they meet the following criteria: a) Artwork/exhibits do not impede typical uses of the site where they are proposed to be installed b) Artwork/exhibits are appropriate in scale, media, and context with the intended display location c) Artwork/exhibits do not contain political statements or symbols, religious reference or symbols, profane or offensive content, graffiti-like style artwork, copyrighted or trademarked material, or corporate or organizational references, branding, or symbols d) Artwork/exhibits are suitable for display to a diverse audience, including children, and should help create a sense of place and community e) There is evidence of community support for the artwork/exhibit f) Artwork/exhibits installed outdoors are able to withstand an outdoor environment through the public display period g) Artwork/exhibits do not pose a threat to public safety 78 SARATOGA CITY COUNCIL MEETING DATE:March 6, 2024 DEPARTMENT:City Manager’s Department PREPARED BY:Leslie Arroyo, Assistant City Manager SUBJECT:Sister City and Friendship City Guidelines Policy Approval RECOMMENDED ACTION: Adopt the Resolution adopting City Council Policy 003–Sister City and Friendship City Guidelines. BACKGROUND: Currently, Saratoga has one Sister City relationship with Muko, Japan, and two Friendship City relationships with New Taipei City, Taiwan, and Xi’an,China. On December 6, 2023, City Council directed staff to create a policy regarding the establishment and maintenance of Sister City and Friendship City relationships. A policy will help ensure a clear understanding by the community of the purpose and process for creating those relationships. The proposed policy seeks to promote affiliations that would involve a large number of community members and organizations in both cities, engaging in exchanges of people, ideas, and cultures on a long-term, continuing basis. The City of Saratoga recognizes the value of developing people-to-people contacts as a way to further international communication and understanding. The proposed Sister City and Friendship City Guidelines policy includes the purpose for establishing the policy; how a Sister City and Friendship City is selected, including proposed guidelines; City of Saratoga Responsibilities; financial responsibilities; guidelines on gift-giving; travel expenses; in addition to when and if to terminate a Sister City and/or Friendship City relationship. ATTACHMENT: Attachment A –Resolution adopting City Council Policy 003–Sister City and Friendship City Guidelines 1746644.1 79 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ADOPTING CITY COUNCIL POLICY 003- SISTER CITY AND FRIENDSHIP CITY GUIDELINES WHEREAS, the City of Saratoga recognizes the value of developing people-to-people contacts as a way to further international communications and understanding; and WHEREAS, on December 6, 2023, the City Council directed staff to create a policy regarding the establishment and maintenance of Sister City and Friendship City relationships; and WHEREAS, this policy will help ensure a clear understanding by the community of the purpose and process for creating those relationships; and WHEREAS, this policy seeks to promote affiliations that would involve a large number of community members and organizations in both cities engaging in exchanges of people, ideas, and cultures on a long-term, continuing basis. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Saratoga does hereby adopt the attached Sister City and Friendship City Guidelines. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 21st day of February 2024, by the following vote: AYES: NOES: ABSTAIN: ABSENT: Mayor Yan Zhao ATTEST: Britt Avrit, MMC, City Clerk 80 CITY OF SARATOGA _____________________________________________________________________ CITY COUNCIL POLICY POLICY TITLE: Sister City and Friendship City Guidelines POLICY NUMBER: CCP-003 POLICY EFFECTIVE DATE: 02-21-2024 LAST REVISION: N/A I. Definitions Sister City: A Sister City is a formal relationship established between the City of Saratoga and a city in another country that has interests and characteristics similar to the City of Saratoga to develop long-term civic and people-to-people linkages and promote the exchange of cultural, educational, economic and social information. A Sister City relationship is supported by a formal organization of Saratoga residents. Any future Sister City interests after the adoption of this policy shall also become a member of Sister Cities International. City officials, the Sister City organization, and interested community members or other organizations from the City of Saratoga periodically keep in contact with their Sister City counterparts to discuss topics of mutual interest. Friendship City: A Friendship City is a relationship established between the City of Saratoga and a city in another country that has interests and characteristics similar to the City of Saratoga to explore the possibility of developing long-term civic and people- to-people linkages and promote the exchange of cultural, educational, economic and social information. City officials and interested community members or organizations from the City of Saratoga and its Friendship cities may periodically keep in contact to discuss topics of mutual interest. II. Background The City of Saratoga has one Sister City; Muko, Japan. In addition, Saratoga has established two Friendship Cities with New Taipei City, Taiwan, and Xi’an, China. III. Purpose Sister City and Friendship City relationships are most effective when interested residents in the community work with interested residents in the Sister or Friendship city to promote communication and understanding among people of different nations and 81 City Council Policy No. 003 Page 2 cultures, and when identifiable resident groups or associations can maintain connections over many years despite changes of involved residents. Sister City and Friendship City programs shall be completely financially independent from the City, except for limited staff support and use of City facilities as described below. While funding limitations may preclude travel or more formal program activities, the Sister City and Friendship City Program provides the opportunity to initiate information exchanges and the ability to generate community interest and support. The City of Saratoga has established the following guidelines for the Sister City and Friendship City Programs. IV. Sister City Selection In cooperation with an identifiable resident group or association in the proposed Sister City, the Saratoga organization proposing a Sister City designation must prepare and submit the following to the City: • A detailed demographic profile of the proposed Sister City. • Documentation of broad-based community support – a list of volunteers, professionals, or other organization in the City of Saratoga and in the proposed Sister City that are committed to supporting the program and responding in a timely fashion to each other. • A preliminary program plan that outlines objectives and funding sources, including planned activities for the first year of the relationship A Sister City proposal must include a statement of support by a member of the City Council. Establishing a Sister City relationship requires approval by the City Council and aa signed formal agreement between the Mayor and the top official of the proposed Sister City, as well as becoming a member of Sister Cities International. Selection Guidelines: Selection of a Sister City shall be based upon, but not limited to, the following guidelines: • A city chosen for a Sister City affiliation should be located in a country that has established diplomatic relations with the United States. • The proposed Sister City should be similar in population size, and/or role in the region, and/or have cultural, educational, socio-economic, governmental, or other tangible features in common with the City of Saratoga, making it an appropriate Sister City. • There should exist in Saratoga an identifiable resident group or association which favors the proposed affiliation and intends to pursue a meaningful program after the relationship is established. The group should be in a position to organize and finance its own activities over the long term as the program must be financially independent of the City. 82 City Council Policy No. 003 Page 3 • The municipal government of the proposed Sister City should demonstrate support for establishing and developing a Sister City affiliation with the City of Saratoga. • Ensuring that the Sister City relationship does not conflict with the rules of Sister Cities International. V. Friendship City Selection In cooperation with an identifiable resident group or association in the proposed Friendship City, the Saratoga residents proposing the Friendship City must prepare and submit the following to the City: • A detailed demographic profile of the proposed Friendship City. • Documentation of community support – a list of volunteers, professionals or other organizations in Saratoga and the proposed Friendship City committed to supporting the program and responding in a timely fashion to each other. A Friendship City proposal must include a statement of support by a member of the City Council. Establishing a Friendship City relationship requires approval by the City Council, and a signed Memorandum of Understanding between the Mayor and the top official of the proposed Friendship City. Selection Guidelines: Selection of a Friendship City shall be based upon, but not limited to, the following guidelines: • Consideration should be given to developing connections with cities in countries that do not already have a Sister City or Friendship City relationship with the City of Saratoga. • Consideration should be given to cities comparable to Saratoga in areas such as population size, culture, business interests, and community characteristics. • There should exist in Saratoga an identifiable resident group or association which favors the proposed affiliation and intends to pursue a meaningful program after the relationship is established. The group should be in a position to organize and finance its own activities over the long term as the program must be financially independent of the City. • The municipal government of the proposed Friendship City should demonstrate support for establishing and developing a Friendship City affiliation with the City of Saratoga. • Ensuring that the Friendship City relationship does not conflict with the rules of Sister Cities International. 83 City Council Policy No. 003 Page 4 VI. City of Saratoga Responsibilities Establishing and supporting new Sister City and Friendship City affiliations requires a significant commitment by the City and will be dependent on the availability of City staff and other public resources that will be necessary to help develop and sustain a successful city-to-city relationship. Coordinated through the City Manager’s Office, the City will support the Sister City and Friendship City Programs by: • Providing for set-up and complimentary access to City facilities for Sister City and Friendship City events. When possible, Sister City or Friendship City delegations should contact City staff at least 45 days in advance for any formal visits, events, and meetings. Refreshments may be provided for meetings and activities when deemed appropriate. City funds may not be used to pay for alcoholic beverages. • Providing access to postage, fax, copying and printing equipment to community sponsoring organizations for support for Sister City and Friendship City events in which the City is participating. • Providing modest official City promotional gift items typically given at community events to government representatives from visiting countries as discussed below. City staff resources are limited and will typically involve extending or receiving invitations from Sister Cities and Friendship Cities, annual correspondence from the Mayor/City Council, and limited support for visits by the Mayor, Vice Mayor, or council members to Sister Cities and Friendship Cities (e.g. official City letters, visas, and formal gifts.). VII. Gifts An exchange of promotional and formal gifts is typical of visits to Sister Cities and Friendship Cities, and from delegations that visit the City of Saratoga. Modest official promotional gifts such as City t-shirts, pens, reusable bags, and lapel pins may be funded by the City. The cost of each promotional gift or gift bag shall not exceed $25. Council Members on an official delegation visit to a Sister City or Friendship City typically present a gift to the host city dignitary, such as the Mayor. This host-City dignitary gift should not exceed $200. Additional gifts presented to members of a Sister City of Friendship City delegation are the responsibility of the community-sponsoring organization. Gifts or memorabilia presented to a representative of the City of Saratoga which are intended for the City become the property of the City and shall be displayed at a City facility or distributed at the City’s discretion. Gifts or memorabilia intended for and received by individual City Council Members or City employees are subject to applicable Fair Political Practices Commission and Government Code reporting requirements. 84 City Council Policy No. 003 Page 5 VIII. Travel Expenses International travel shall be at the expense of the traveling Council Member or any accompanying staff member unless authorized in advance by the City Council. IX. Terminating a Sister City or Friendship City Affiliation or Placing a Sister City on Emeritus Status Sister City affiliations are meant to be long-standing official city linkages that involve extensive community participation beyond government. For a variety of reasons, a Sister City relationship may lose community interest and support, and the City of Saratoga or the Sister City may opt to place the relationship into emeritus status or terminate the Sister City relationship. If a Sister City affiliation is inactive for a period of three years or longer, or if there is a lack of community support through the community sponsoring organization for the Sister City relationship to continue, the City may initiate the process to place the relationship into emeritus status or to terminate the Sister City affiliation with the Sister City. The Mayor or his or her designee will send a letter to the Mayor or lead representative of the Sister City to express the City’s intent to end the Sister City affiliation or place the Sister City affiliation on hold in emeritus status. A Friendship City affiliation may be terminated when such action is deemed appropriate by either city. The Mayor or their designee will send a letter to the Mayor or lead representative of the Friendship City to express the City’s intent to end the Friendship City affiliation. 1746586.1 85 SARATOGA CITY COUNCIL COUNCIL ASSIGNMENTS Mayor Yan Zhao Hakone Foundation Board Executive Board Santa Clara County Housing and Community Development Advisory Committee Santa Clara County Library District Board of Directors West Valley Mayors and City Managers Association West Valley Sanitation District Board of Directors Council Finance Committee Vice Mayor Belal Aftab Association of Bay Area Government (ABAG) General Assembly Silicon Valley Regional Interoperability Authority Alternate Valley Transportation Authority Policy Advisory Committee Saratoga Historical Foundation Board of Directors Council Finance Committee Council Member Chuck Page Santa Clara Valley Water Commission West Valley Clean Water Program Authority Board of Directors West Valley Solid Waste Management Authority Board of Directors Saratoga Chamber of Commerce Board Saratoga Ministerial Association Council Member Tina Walia Cities Association of Santa Clara County Board of Directors Cities Association of Santa Clara County City Selection Committee Cities Association of Santa Clara County Legislative Action Committee KSAR 15 Saratoga Community Access Cable Television Foundation Board of Directors Silicon Valley Clean Energy Authority Board of Directors Council Member Kookie Fitzsimmons Hakone Foundation Board of Trustees Saratoga Area Senior Coordinating Council Board of Directors Saratoga Sister City Committee Liaison 86