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HomeMy WebLinkAbout05-01-2024 City Council Regular MeetingSaratoga City Council Minutes ~ May 1, 2024 ~ Page 1 of 9 MINUTES WEDNESDAY, MAY 1, 2024 SARATOGA CITY COUNCIL REGULAR MEETING At 6:00 p.m., the City Council held a Study Session with the Planning Commission in the Linda Callon Conference Room. The Planning Commission introduced themselves and then presented its proposed FY 24/25 work plan. Mayor Zhao invited public comment. No one requested to speak. Mayor Zhao called the Regular Session to order at 7:00 p.m. 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 REPORT ON POSTING OF THE AGENDA The City Clerk reported the agenda for this meeting was properly posted on April 25, 2024. REPORT FROM CLOSED SESSION Mayor Zhao stated the City Council held Closed Session Meetings on April 22, 2024, April 23, 2024, and April 29, 2024, with no reportable action from those meetings. REPORT FROM STUDY SESSION Mayor Zhao stated the City Council held a Study Session with the Planning Commission to discuss the Commission’s proposed FY 24/25 work plan, and Planning Commission Chair JoJo Choi provided a report of the City Council Study Session. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS; IN-PERSON ATTENDEES The following individuals spoke at this time: Betsy Landergren, Marilyn Basham, Tsing Bardin, and Charles F. Cummins, Jr., discussed the Saratoga Retirement Community expansion. Saratoga City Council Minutes ~ May 1, 2024 ~ Page 2 of 9 ANNOUNCEMENTS Mayor Zhao shared information about the Rotary Art Show, the Household Hazardous Waste Clean-up event, and the Memorial Day Observance at Blaney Plaza. CEREMONIAL ITEMS Proclamation Declaring May 2024 as National Preservation Month Recommended Action: Proclaim May 2024 as National Preservation Month The City Council proclaimed May 2024 as National Preservation Month. 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 The City Council proclaimed May 2024 as Asian American, Native Hawaiian, and Pacific Islander Heritage Month. SPECIAL PRESENTATIONS United Way 211 presentation Recommended Action: Receive report from United Way Bay Area. The City Council received the report from United Way Bay Area. Catholic Charities presentation Recommended Action: Receive report from Catholic Charities. The City Council received the report from Catholic Charities regarding the Long-Term Care Ombudsman Program. 1. CONSENT CALENDAR Mayor Zhao invited public comment. No one requested to speak. Council Member Page requested Item 1.4 be removed for separate discussion. 1.1. City Council Meeting Minutes Recommended Action: Approve the Minutes for the April 17, 2024, City Council Regular Meeting. Saratoga City Council Minutes ~ May 1, 2024 ~ Page 3 of 9 PAGE/WALIA MOVED TO APPROVE THE MINUTES FOR THE APRIL 17, 2024, CITY COUNCIL REGULAR MEETING. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. PAGE/WALIA MOVED TO REVIEW AND ACCEPT THE 04/11/2024 AND 04/18/2024 ACCOUNTS PAYABLE VENDOR PAYMENT CHECK REGISTERS. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. PAGE/WALIA MOVED TO REVIEW AND ACCEPT THE TREASURER’S REPORT FOR THE MONTH ENDED MARCH 31, 2024. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 1.4. Amend City Financial Policies Recommended Action: Review and approve updates to the City’s financial policies. PAGE/WALIA MOVED TO APPROVE UPDATES TO THE CITY’S FINANCIAL POLICIES, AS AMENDED, BY REMOVING REFERENCE TO THE CITY COUNCIL FINANCE COMMITTEE IN THE THIRD BULLET UNDER “INVESTMENTS” IN THE PROPOSED POLICIES. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. PAGE/WALIA MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE THE AGREEMENT BETWEEN THE CITY OF SAN JOSE AND THE CITY OF SARATOGA FOR ANIMAL CONTROL SERVICES. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. Saratoga City Council Minutes ~ May 1, 2024 ~ Page 4 of 9 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. ORDINANCE 400 PAGE/WALIA MOVED TO 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. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. PAGE/WALIA MOVED TO APPROVE THE COMMUNITY EMERGENCY RESPONSE TEAM (CERT) ARGONAUT SHED EMERGENCY PREPAREDNESS USE AGREEMENT WITH THE SARATOGA UNION SCHOOL DISTRICT. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. RESOLUTION 24-020 RESOLUTION 24-021 PAGE/WALIA MOVED TO 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 AND ADOPT THE RESOLUTION OF INTENTION. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. Saratoga City Council Minutes ~ May 1, 2024 ~ Page 5 of 9 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. RESOLUTION 24-022 RESOLUTION 24-023 PAGE/WALIA MOVED TO 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 AND ADOPT THE RESOLUTION OF INTENTION. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. RESOLUTION 24-024 RESOLUTION 24-025 PAGE/WALIA MOVED TO 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 AND ADOPT THE RESOLUTION OF INTENTION. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. Saratoga City Council Minutes ~ May 1, 2024 ~ Page 6 of 9 RESOLUTION 24-026 RESOLUTION 24-027 PAGE/WALIA MOVED TO 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 AND ADOPT THE RESOLUTION OF INTENTION. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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 Ramona McGary, Administrative Analyst, presented the staff report. Mayor Zhao invited public comment. No one requested to speak. RESOLUTION 24-028 WALIA/FITZSIMMONS MOVED TO ADOPT THE RESOLUTION AMENDING THE COMMUNITY EVENT AND STREET CLOSURE GRANT PROGRAM POLICY, APPROVE THE COMPETITIVE FUNDING RECIPIENTS AND ALLOCATIONS FOR FISCAL YEAR 2024/25 AS PRESENTED, AND APPROVE EVENT COVERAGE THROUGH THE CITY’S INSURANCE PROGRAM FOR SECURED FUNDING GRANTEES SARATOGA VILLAGE DEVELOPMENT COUNCIL AND THE FOURTH OF JULY CELEBRATION GROUP. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 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. Mainini Cabute, Environmental Program Manager, presented the staff report. Saratoga City Council Minutes ~ May 1, 2024 ~ Page 7 of 9 Mayor Zhao invited public comment. No one requested to speak. PAGE/AFTAB MOVED TO 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. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 2.3. Approve new roofing material for the Saratoga Library Recommended Action: Approve CertainTeed Presidential TL shingle for the Saratoga Library roof. Leslie Arroyo, Assistant City Manager, presented the staff report. Mayor Zhao invited public comment. No one requested to speak. WALIA/PAGE MOVED TO APPROVE ‘CERTAINTEED PRESIDENTIAL TL’ SHINGLE FOR THE SARATOGA LIBRARY ROOF. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 2.4. Commission Recruitment Process Recommended Action: Discuss the current requirements and process regarding recruiting for Saratoga’s Commissions and provide direction to staff. Britt Avrit, City Clerk, presented the staff report. Mayor Zhao invited public comment. No one requested to speak. AFTAB MOVED TO MODIFY SARATOGA’S REQUIREMENT FOR ELIGIBILITY TO APPOINTMENT TO A SARATOGA COMMISSION TO ALLOW FOR EXCEPTIONAL CIRCUMSTANCES IN THE EVENT TWO THINGS HAPPEN, 1) THE CHAIR AND/OR STAFF REQUEST THE EXCEPTION AND 2), THE COUNCIL MUST HAVE THE ABILITY TO APPROVE AND EXPEDITE THE RECRUITMENT, INTERVIEW AND APPOINTMENT. Additional discussion took place. Saratoga City Council Minutes ~ May 1, 2024 ~ Page 8 of 9 AFTAB/WALIA MOVED TO INCLUDE IN THE ANNUAL CODE CLEAN UP AN AMENDMENT TO THE MUNICIPAL CODE TO REFLECT THAT APPLICANTS MUST HAVE ATTENDED AT LEAST ONE MEETING OF THE COMMISSION TO WHICH APPOINTMENT IS BEING SOUGHT UNLESS AN EXCEPTION HAS BEEN GRANTED BY THE CITY COUNCIL. MOTION PASSED BY THE FOLLOWING VOTE: AYES: PAGE, WALIA, AFTAB, ZHAO. NOES: FITZSIMMONS. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. Direction was given to staff to bring an item to the City Council that will grant an exception to the requirement that an applicant must attend a commission meeting before being interviewed for the current Heritage Preservation Commission vacancy recruitment. Mayor Zhao requested a recess at this time. Mayor Zhao reconvened the meeting at 9:30 p.m. 2.5. Economic Development Discussion Recommended Action: Staff recommends the Council receive the report and provide direction. Bryan Swanson, Community Development Director, presented the staff report. Mayor Zhao invited public comment. The following individuals spoke at this time: Jacqueline Holmes, Paul Hernandez, Kelly Ciccone, Jason Mooberry, Clyde Zaya AFTAB/PAGE MOVED TO CREATE AN AD-HOC COMMITTEE MADE UP OF VICE MAYOR AFTAB AND COUNCIL MEMBER PAGE FOR THE PURPOSE OF STUDYING WAYS OF INCREASING ECONOMIC VITALITY IN SARATOGA’S COMMERCIAL AREAS AND REPORT BACK TO THE COUNCIL IN SIX MONTHS. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. COUNCIL ASSIGNMENTS Council Member Kookie Fitzsimmons Hakone Foundation Board of Trustees – stated Hakone Gardens is doing well, and is very busy with private events. Council Member Tina Walia Nothing to report. Council Member Chuck Page West Valley Solid Waste Management Authority Board of Directors – stated the most recent meeting was rescheduled to May 2, 2024 due to the lack of a quorum. Saratoga City Council Minutes ~ May 1, 2024 ~ Page 9 of 9 Vice Mayor Belal Aftab Saratoga Historical Foundation Board of Directors – stated the Historical Foundation will be holding an Open House on May 18, 2024, the Foundation is looking for volunteers for the Blossom Festival, and a lecture will be held at the Foothill Club on the Covered Wagon Migration. Mayor Yan Zhao West Valley Sanitation District Board of Directors – stated the Board held a Closed Session with no reportable action. Santa Clara County Library District Board of Directors – stated the Board approved a cash donation to the Saratoga Library and considered the FY 24/25 preliminary budget. West Valley Mayors and City Managers Association – stated Seth Miller from the League of CA Cities presented upcoming bills the legislature will consider. CITY COUNCIL ITEMS Page/Fitzsimmons requested discussion of renaming the Council Finance Committee to Council Finance Advisory Committee. 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 10:25 p.m. Minutes respectfully submitted: Britt Avrit, City Clerk City of Saratoga