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Home My WebLink About05-01-2024 City Council Agenda, amended 05-02-2024Saratoga City Council Agenda May 1, 2024 – Page 1 of 7 SARATOGA CITY COUNCIL REGULAR MEETING MAY 1, 2024 AMENDED AGENDA • 05/01/2024 ITEM 2.1 SUPPLEMENTAL MATERIAL ADDED • 05/01/2024 ITEM 2.5 WRITTEN COMMUNICATIONS ADDED • 05/02/2024 ITEM 2.5 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. Joint Session by: 1. Attending the meeting in person at the City Hall Linda Callon Conference Room, located at 13777 Fruitvale Avenue, Saratoga CA 95070; OR 2. Accessing the meeting through Zoom • Webinar URL: https://us02web.zoom.us/j/88482254658 • Webinar ID 884 8225 4658 OR • Calling 1.408.638.0968 or 1.669.900.6833 Members of the public can view and participate in the 7:00 p.m. Regular Session by: 1. Attending the meeting in person at: • Saratoga Civic Theater, Council Chambers located at 13777 Fruitvale Avenue, Saratoga CA 95070; OR 2. Accessing the meeting through Zoom • Webinar URL: https://us02web.zoom.us/j/81627041223 • Webinar ID: 816 2704 1223 • Call In: 1.408.638.0968 or 1.669.900.6833; OR 3. Viewing the meeting on Saratoga Community Access Television Channel 15 (Comcast Channel 15, AT&T UVerse Channel 99 and calling in following the direction above; OR 4. Viewing online at www.saratoga.ca.us/watch and calling in following the direction above. 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. Saratoga City Council Agenda May 1, 2024 – Page 2 of 7 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 JOINT SESSION City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070 Planning Commission Work Plan Recommended Action: Meet with Commission, discuss priorities and approve the FY 2024/25 work plan with input provided by the City Council. Staff Report Attachment A - Proposed Work Plan 7:00 PM REGULAR SESSION Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070 PLEDGE OF ALLEGIANCE ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on April 25, 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. ANNOUNCEMENTS CEREMONIAL ITEMS Proclamation Declaring May 2024 as National Preservation Month Recommended Action: Proclaim May 2024 as National Preservation Month Proclamation National Preservation Month Saratoga City Council Agenda May 1, 2024 – Page 3 of 7 Proclamation Asian American, Native Hawaiian, and Pacific Islander Heritage Month Recommended Action: Declare May 2024 as Asian American, Native Hawaiian, and Pacific Islander Heritage Month Proclamation Asian American, Native Hawaiian, and Pacific Islander Heritage Month SPECIAL PRESENTATIONS United Way 211 presentation Recommended Action: Receive report from United Way Bay Area. United Way 211 Presentation Catholic Charities presentation Recommended Action: Receive report from Catholic Charities. Catholic Charities of Santa Clara County Presentation 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 April 17, 2024, City Council Regular Meeting. Staff Report Minutes for the April 17, 2024 City Council Regular Meeting 1.2. Accounts Payable Check Registers Recommended Action: Review and accept the 04/11/2024 and 04/18/2024 accounts payable vendor payment check registers. Staff Report Attachment A - Check Register 04-11-2024 Attachment B - Check Register 04-18-2024 1.3. Treasurer’s Report for the Month Ended March 31, 2024 Recommended Action: Review and accept the Treasurer’s Report for the month ended March 31, 2024. Staff Report 1.4. Amend City Financial Policies Recommended Action: Review and approve updates to the City’s financial policies. Staff Report Attachment A- Redlined Updates to City Financial Policies Saratoga City Council Agenda May 1, 2024 – Page 4 of 7 1.5. Animal Control Service Agreement with the City of San Jose Recommended Action: Authorize the City Manager to execute the agreement between the City of San Jose and the City of Saratoga for animal control services. Staff Report Attachment A - Animal Services 2004 Contract Attachment B - Revised 2024 Animal Services Contract 1.6. Ordinance Amending Articles 7-05 (Discarded Material Disposal) and 17-10 (Mandatory Organic Waste Disposal Reduction) and Adopting Article 17-15 (Construction and Demolition Debris Diversion) of the Saratoga City Code. Recommended Action: Adopt the ordinance amending Articles 7-05, (Discarded Material Disposal) and 17-10 (Mandatory Organic Waste Disposal Reduction), and adopting Article 17-15 (Construction and Demolition Debris Diversion) as required by the State of California. Staff Report Attachment A - Ordinance Amending Articles 7-05 and 17-10 and Adopting Article 17-15 1.7. Community Emergency Response Team Argonaut Shed Emergency Preparedness Use Agreement Recommended Action: Approve Community Emergency Response Team (CERT) Argonaut Shed Emergency Preparedness Use Agreement with the Saratoga Union School District. Staff Report Attachment A – Argonaut CERT Shed Site Location Attachment B - Emergency Preparedness Use Agreement 1.8. Landscaping and Lighting Assessment District LLA-1; Preliminary Approval of Engineer's Report and Adoption of Resolution of Intention for FY 2024-25 for Annexation of New Zone (Gardiner Park - Zone 42A) to the City of Saratoga Landscaping and Lighting Assessment District, LLA-1. Recommended Actions: 1. Adopt the Resolution granting preliminary approval of the Engineer's Report for FY 24- 25 for the annexation of New Zone (Gardiner Park – Zone 42A) into the Landscaping and Lighting Assessment District LLA-1. 2. Adopt the Resolution of Intention. Staff Report Attachment A - Resolution of Preliminary Approval of Engineer's Report Attachment B - Resolution of Intention Attachment C - Engineer's Report Saratoga City Council Agenda May 1, 2024 – Page 5 of 7 1.9. Landscaping and Lighting Assessment District LLA-1; Preliminary Approval of Engineer's Report and Adoption of Resolution of Intention for FY 2024-25 for Annexation of New Zone (Padero - Zone 47) to the City of Saratoga Landscaping and Lighting Assessment District, LLA-1. Recommended Actions: 1. Adopt the Resolution granting preliminary approval of the Engineer's Report for FY 24- 25 for the annexation of New Zone (Padero – Zone 47) into the Landscaping and Lighting Assessment District LLA-1. 2. Adopt the Resolution of Intention. Staff Report Attachment A - Resolution of Preliminary Approval of Engineer's Report Attachment B - Resolution of Intention Attachment C - Engineer's Report 1.10. Landscaping and Lighting Assessment District LLA-1; Preliminary Approval of Engineer's Report and Adoption of Resolution of Intention for FY 2024-25 for Annexation of New Zone (Glen Una - Zone 48) to the City of Saratoga Landscaping and Lighting Assessment District, LLA-1. Recommended Actions: 1. Adopt the Resolution granting preliminary approval of the Engineer's Report for FY 2024-25 for the annexation of New Zone (Glen Una – Zone 48) into the Landscaping and Lighting Assessment District LLA-1. 2. Adopt the Resolution of Intention. Staff Report Attachment A - Resolution of Preliminary Approval of Engineer's Report Attachment B - Resolution of Intention Attachment C - Engineers Report 1.11. Landscaping and Lighting Assessment District LLA-1; Preliminary Approval of Engineer's Report and Adoption of Resolution of Intention for FY 2024-25 Recommended Actions: 1. Adopt the Resolution granting preliminary approval of the Engineer's Report for FY 2024-25 for renewing the Landscaping and Lighting Assessment District LLA-1. 2. Adopt the Resolution of Intention. Staff Report Attachment A - Resolution of Preliminary Approval of Engineer's Report Attachment B - Resolution of Intention Attachment C - Engineer's Report Saratoga City Council Agenda May 1, 2024 – Page 6 of 7 2. GENERAL BUSINESS 2.1. Fiscal Year 2024/25 Community Event Grant Program and Policy Update Recommended Actions: 1. Adopt a resolution amending the Community Event and Street Closure Grant Program Policy 2. Review Community Event Grant Program Competitive applications and provide staff with direction on competitive funding recipients and allocations for Fiscal Year 2024/25. 3. Approve event coverage through the City’s insurance program for Secured funding grantees Saratoga Village Development Council and the Fourth of July Celebration group Staff Report Attachment A - Community Event Program Competitive Applications FY 2024-25 Attachment B - Resolution amending the Community Event and Street Closure Grant Program Policy Attachment C - CEG Day of Action Presentation Attachment D - CEG "Saratoga, My Home" Presentation Supplemental Memo - Supplemental Material (added 05-01-2024) 2.2. Contract with BKF Engineers in the amount of $255,555 for final design of Blue Hills Pedestrian Railroad Crossing Project at Union Pacific Railroad. Recommended Action: Authorize a contract with BKF Engineers in the amount of $255,555 for the Plans, Specifications, and Estimates to complete the final design of the Blue Hills Pedestrian Railroad Crossing Project at Fredericksburg Drive and the four railroad crossing mitigation sites citywide. Staff Report Attachment A - BKF Engineers Contract 2.3. Approve new roofing material for the Saratoga Library Recommended Action: Approve CertainTeed Presidential TL shingle for the Saratoga Library roof. Staff Report Attachment A - Presentation 2.4. Commission Recruitment Process Recommended Action: Discuss the current requirements and process regarding recruiting for Saratoga’s Commissions and provide direction to staff. Staff Report 2.5. Economic Development Discussion Recommended Action: Staff recommends the Council receive the report and provide direction. Staff Report Attachment A - Saratoga Village Design Plan Attachment B - Marketing Outreach Development Plan Attachment C - Village Economic Development Committee Attachment D - Retail Site Assessment Supplemental Memo - Written Communications (added 05-01-2024) Supplemental Memo - Written Communications (added 05-02-2024) Saratoga City Council Agenda May 1, 2024 – Page 7 of 7 COUNCIL ASSIGNMENTS Council Assignments CITY COUNCIL ITEMS COUNCIL COMMUNICATIONS CITY MANAGER'S REPORT ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Britt Avrit, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available for review on April 25, 2024 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 25th day of April 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]