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Home My WebLink About07-03-2024 City Council AgendaSaratoga City Council Agenda July 3, 2024 – Page 1 of 6 SARATOGA CITY COUNCIL REGULAR MEETING JULY 3, 2024 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. Closed Session by: 1. Attending the meeting in person at: • City Hall Linda Callon Conference Room, located at 13777 Fruitvale Avenue, Saratoga CA 95070; 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; 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. Public Comment will begin with speakers attending in-person first followed by those attending via Zoom. 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. Saratoga City Council Agenda July 3, 2024 – Page 2 of 6 6:00 PM CLOSED SESSION City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070 PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Gov’t Code 54957) Title: City Attorney 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 June 27, 2024. REPORT FROM CLOSED SESSION ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the City Council on matters not on the Agenda. The law generally prohibits the City Council from discussing or taking action on such items. However, the Council may instruct staff accordingly. ANNOUNCEMENTS CEREMONIAL ITEM Appointment of Heritage Preservation Commissioner Recommended Action: Adopt the Resolution appointing Bill Cooper to the Heritage Preservation Commission and direct the City Clerk to administer the Oath of Office. Staff Report Attachment A - Resolution, Heritage Preservation Commission Appointment 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 June 19, 2024, City Council Regular Meeting. Staff Report Attachment A - Minutes for the June 19, 2024 City Council Regular Meeting Saratoga City Council Agenda July 3, 2024 – Page 3 of 6 1.2. Accounts Payable Check Registers Recommended Action: Review and accept the 06/13/2024 and 06/20/2024 accounts payable vendor payment check registers. Staff Report Attachment A - Check Register Reports 06-13-2024 Attachment B - Check Register Reports 06-20-2024 1.3. Treasurer’s Report for the Month Ended May 31, 2024 Recommended Action: Review and accept the Treasurer’s Report for the month ended May 31, 2024. Staff Report 1.4. Award Copier Lease Agreement Recommended Action: Adopt the Resolution to authorize the City Manager to enter into a five-year lease agreement with Toshiba Business Solutions for the City’s copier fleet in the amount of $111,820. Staff Report Attachment A – Resolution for Copier Lease Attachment B - Cost comparison of finalists Attachment C - Toshiba Contract 1.5. Extension of the agreement with Disability Access Consultants (DAC) until December 31, 2024 Recommended Action: Authorize the City Manager to execute a contract extension with Disability Access Consultants (DAC) for Americans with Disability Act (ADA) Self-Evaluation and Transition Plan until December 31, 2024. Staff Report Attachment A - Original 2023 contract with DAC Attachment B - Amendment to existing contract 1.6. Contract for IT Support Services with ZAG Technical Services Recommended Action: Authorize the City Manager to execute a three-year contract agreement with ZAG Technical Services (ZAG) for IT Support Services. Staff Report Attachment A - ZAG Technical Services Agreement 1.7. Contract for Microsoft licenses with SoftwareONE Recommended Action: Authorize the City Manager to execute a three-year Microsoft Enterprise Agreement through SoftwareONE. Staff Report Attachment A - Microsoft Enterprise Agreement Enrollment Contract Saratoga City Council Agenda July 3, 2024 – Page 4 of 6 1.8. Ordinance Amending Chapter 15 (Zoning Regulations) of the Saratoga City Code to Implement the Programs of the 2023-2031 Housing Element. Recommended Action: Waive reading and adopt the ordinance amending Chapter 15 (Zoning Regulations) of the Saratoga City Code to implement the programs of the 2023-2031 Housing Element. Staff Report Attachment A - Ordinance Amending Chapter 15 (Articles 15-46 and 15-47) 1.9. Annual Code Update for 2024 Recommended Action: Waive reading and adopt an ordinance amending City Code provisions concerning scheduling of appeal hearings (section 2-05.030); scheduling City Council meetings (2- 10.010); Commissioner qualifications and terms (2-12.020 and .030); security alarms (4- 06.110); motion picture filming (4-60.080); civil defense and disaster (Article 6-05); commercial marijuana activity (6-30.020); driveway approaches (14-25.030); Zoning Ordinance provisions pertaining to short term rentals (15-06.360), fence height at driveway intersections (15-29.010), creek setbacks (15-45.045), tree regulations (Article 15-50), and replacement housing units (15-80.150); and reorganization of certain definitions in the Sustainability Ordinance (17-10.010). Staff Report Attachment A - Annual Code Update Ordinance 2. GENERAL BUSINESS 2.1. Evacuation Route Assessment Recommended Action: Authorize the City Manager to sign an agreement with Fehr and Peers to conduct an Evacuation Route Capacity Analysis in the amount of $54,000. Staff Report Attachment A – Fehr and Peers Scope of Work 2.2. Parks Restrooms Renovations Project Award of Contract Recommended Actions: 1. Award a contract to Selway Construction in the amount of $294,999 for the Parks Restrooms Renovations Project. 2. Authorize a 15 percent contingency to execute change orders to the contract up to $44,250, for a total not to exceed $339,249. Staff Report Attachment A - Bid Tabulation Attachment B - Contract Saratoga City Council Agenda July 3, 2024 – Page 5 of 6 2.3. Agreement with Urban Planning Partners to Commence Phase 2 of Housing Element Implementation and Agreement with Lisa Wise Consulting to Develop Objective Design and Development Standards for Housing Element Implementation Recommended Actions: 1. Authorize the City Manager to execute a new contract with Urban Planning Partners for consulting services on Phase 2 of Housing Element Implementation in the amount of $67,060. 2. Authorize the City Manager to execute a new contract with Lisa Wise Consulting for consulting services to development objective design and development standards for Housing Element implementation in the amount of $82,062. Staff Report Attachment A – Proposed Lisa Wise Agreement Attachment B - Proposed UPP Agreement 2.4. Resolution Renaming the Finance Committee to Finance Advisory Committee Recommended Action: Adopt the Resolution to rename the Finance Committee to the Finance Advisory Committee. Staff Report Attachment A - Resolution Renaming Finance Committee to Advisory Committee 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 June 27, 2024 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 27th day of June 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. Saratoga City Council Agenda July 3, 2024 – Page 6 of 6 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]