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HomeMy WebLinkAbout03-19-2025 City Council Agenda Packet, amended 03-26-2025Saratoga City Council Meeting Agenda – March 19, 2025 - Page 1 of 7 SARATOGA CITY COUNCIL REGULAR MEETING MARCH 19, 2025 AMENDED AGENDA • 03/18/2025 CLOSED SESSION WRITTEN COMMUNICATIONS ADDED • 03/18/2025 ITEM 2.2 PRESENTATION SLIDES ADDED • 03/18/2025 ITEM 2.2 WRITTEN COMMUNICATIONS ADDED • 03/18/2025 ITEM 3.2 PRESENTATION SLIDES ADDED • 03/19/2025 NON-AGENDIZED ITEMS WRITTEN COMMUNICATIONS ADDED • 03/19/2025 ITEM 2.1 PRESENTATION SLIDES ADDED • 03/19/2025 ITEM 2.2 WRITTEN COMMUNICATIONS ADDED • 03/26/2025 ITEM 2.2 WRITTEN COMMUNICATIONS ADDED • 03/26/2025 ITEM 3.2 WRITTEN COMMUNICATIONS ADDED Public Participation Information In accordance with Saratoga City Council’s Remote Public Participation Policy, members of the public may participate in these meetings in person at the locations listed below or via remote attendance (if applicable) using the Zoom information below. In the event remote participation technology is unexpectedly unavailable, the meeting will proceed in person without remote participation. Members of the public can view and participate in the 5:00 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 2. Accessing the meeting through Zoom: • Webinar URL: https://us02web.zoom.us/j/89527052458 • Webinar ID 895 2705 2458 Call In: 1.408.638.0968 or 1.669.900.6833 Members of the public can view and participate in the 6:00 p.m. Study Session by: 1. Attending the meeting in person at: • City Hall Linda Callon Conference Room located at 13777 Fruitvale Avenue, Saratoga CA 95070; OR 2. Accessing the meeting through Zoom • Webinar URL: https://us02web.zoom.us/j/86846057855 • Webinar ID 868 4605 7855 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: • 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/81627041223 Saratoga City Council Meeting Agenda – March 19, 2025 - Page 2 of 7 • Webinar ID: 816 2704 1223 OR • 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. 5:00 PM CLOSED SESSION City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070 CONFERENCE WITH LABOR NEGOTIATORS (Gov’t Code 54957.6) Agency Designated Representatives: Matt Morley, Richard Taylor, Leslie Arroyo, Ryan Hinchman, Monica LaBossiere, Babette McKay, and Deanna Mouser Employee Organization: Carpenters 46 Northern California Counties Conference Board, Local Union #2236 Supplemental Memo - Written Communications (added 03-18-2025) 6:00 PM STUDY SESSION City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070 City Council Norms of Operation Recommended Action: Review City Council Norms of Operation City Council Norms of Operation 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 March 13, 2025. Saratoga City Council Meeting Agenda – March 19, 2025 - Page 3 of 7 REPORT FROM STUDY SESSION ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the City Council on matters not on the Agenda. The law generally prohibits the City Council from discussing or taking action on such items. However, the Council may instruct staff accordingly. Supplemental Memo - Written Communications (added 03-19-2025) ANNOUNCEMENTS CEREMONIAL ITEMS Recommended Action: Adopt the Resolution appointing Zaheer Hassan and Badrinath Sridharan to the Planning Commission and direct the City Clerk to administer the Oath of Office. Staff Report Attachment A -Resolution, Planning Commission Appointments Novakovich 100 Year Proclamation Recommended Action: Honor Novakovich Orchards' 100th Anniversary Novakovich 100 Year Proclamation Recognition of STEM Winners Recommended Action: Recognize 2024 STEM Winners from Saratoga who participated in the Santa Clara County 2024 Synopsys Championship Science Fair, held in March of 2024. STEM Winners 2024 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: Review and Approve the Minutes for the March 5, 2025, City Council Meeting. Staff Report Attachment A - Minutes for the March 5, 2025 City Council Meeting 1.2. Accounts Payable Check Registers Recommended Action: Review and accept the 02/26/2025 and 03/05/2025 accounts payable vendor payment check registers. Staff Report Attachment A - Check Register Reports Dated 02-26-2025 Attachment B - Check Register Reports Dated 03-05-2025 Saratoga City Council Meeting Agenda – March 19, 2025 - Page 4 of 7 1.3. Memorandum of Understanding with the Cities of Cupertino, Monte Sereno, Saratoga and the Town of Los Gatos to Formalize the Collaborative Efforts to Conduct a West Valley Shelter Feasibility Study for the Possible Development of Temporary and Emergency Housing Facilities and Programs to Service the West Valley Area Recommended Action: Authorize the City Manager to execute the Memorandum of Understanding with the Cities of Cupertino, Monte Sereno, Saratoga and the Town of Los Gatos to formalize collaborative efforts to conduct a feasibility study related to potential temporary and emergency housing facilities in the West Valley Area. Staff Report Attachment A - Good City's Scope of Services for Shelter Feasibility Study (Campbell contract) Attachment B - Draft Memo of Understanding 1.4. Final Map Approval for Two Lots Located at 14771 Montalvo Road Recommended Action: Adopt the Resolution granting final map approval of parcel map application No. ULS23- 0004 for two lots located at 14771 Montalvo Road (APN: 517-19-040). Staff Report Attachment A - Resolution Granting Final Map Approval Attachment B - Final Map 1.5. Budget Amendment Resolutions for additional funding requested for the El Quito Park Community Garden CIP Project Budget and for the City Vehicle/Equipment Repairs and Maintenance Operating Budget Recommended Actions: 1. Adopt the Resolution authorizing a budget amendment for $175,000 in additional funding for the El Quito Park Community Garden CIP Project 2. Adopt the Resolution authorizing a budget amendment for $25,000 in additional funding for the City Vehicle and Equipment Repair and Maintenance Operating Budget Staff Report Attachment A – Resolution Amending FY2024-25 El Quito Park Community Garden CIP Budget Attachment B – Resolution Amending FY2024-25 Vehicle/Equipment Repairs and Maintenance Operating Budget 1.6. Citywide Document Scanning Services Agreement Recommended Action: Authorize the City Manager to execute an agreement with BMI Imaging Systems, Inc. for citywide document scanning services for two years in the amount not-to-exceed $40,000. Staff Report Attachment A – Document Scanning Services RFP Attachment B – Agreement with BMI Imaging Systems, Inc. Saratoga City Council Meeting Agenda – March 19, 2025 - Page 5 of 7 1.7. Ordinance Amending the Saratoga Municipal Code by adding Article 7-12 (Stormwater Pollution Control), deleting Sections 6-15.070, 6-15.080, and 6-15.085, and amending Section 17-05.010. Recommended Action: Waive reading and adopt the ordinance adding Article 7-12 (Stormwater Pollution Control), deleting Sections 6-15.070, 6-15.080, and 6-15.085, and amending Section 17-05.010 of the Saratoga Municipal Code to implement National Pollutant Discharge Elimination System requirements applicable in Saratoga. Staff Report Attachment A - Ordinance 2. GENERAL BUSINESS 2.1. 2025 General Plan Housing Element Annual Progress Report Recommended Action: 1. Adopt the Resolution accepting the 2024 General Plan Housing Element Annual Progress Report. 2. Direct staff to file the report with the Governor’s Office of Planning and Research (OPR) and the Department of Housing and Community Development (HCD). Staff Report Attachment A - Resolution Attachment B - 2024 Annual Housing Element Progress Report Attachment C - Housing Element Program Status Presentation Slides (added 03-19-2025) 2.2. Village Sidewalk Expansion Pilot Project Recommended Action: Approve the Village Sidewalk Expansion Pilot Project for the street fronting 14503 Big Basin Way and authorize the City Manager to execute the necessary licensing agreements with the adjacent business owner. Staff Report Attachment A - Design Options 1 and 2 Attachment B - Revised Design Option 2 Attachment C – Written Comments Received to Date Presentation Slides (added 03-18-2025) Supplemental Memo - Written Communications (added 03-18-2025) Supplemental Memo - Written Communications (added 03-19-2025) Supplemental Memo - Written Communications (added 03-26-2025) 3. PUBLIC HEARINGS 3.1. Introduce and waive first reading of an Ordinance Amending the Saratoga Municipal Code by Repealing and Replacing Article 4-55 (Massage Establishments and Massage Practitioners) Recommended Action: Following the Public Hearing, introduce and waive the first reading of an ordinance repealing and replacing Article 4-55 of the Saratoga Municipal Code concerning Massage Establishments and Massage Practitioners. Staff Report Attachment A – Ordinance Repealing and Replacing Article 4-55 of the Saratoga City Code Concerning Massage Establishments and Massage Practitioners Saratoga City Council Meeting Agenda – March 19, 2025 - Page 6 of 7 3.2. Introduce and waive first reading of an Ordinance Amending the Saratoga Municipal Code Chapter 15 (Zoning Regulations) by adding a new Article 15-82 to implement 2023- 2031 Housing Element Policy 5.1-1 to adopt an Inclusionary Housing Ordinance Recommended Actions: 1. Following the Public Hearing, introduce and waive the first reading of an ordinance amending the Saratoga Municipal Code Chapter 15 (Zoning Regulations) by adding a new Article 15-82 to implement 2023-2031 Housing Element Policy 5.1-1 to adopt an Inclusionary Housing Ordinance. 2. Direct staff to provide Below-Market-Rate (BMR) guidelines, as defined and authorized in new Article 15-82, to Planning Commission and City Council for review prior to issuance by staff. Staff Report Attachment A - Draft Ordinance Presentation Slides (added 03-18-2025) Supplemental Memo - Written Communications (added 03-26-2025) 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 March 13, 2025 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 13th day of March 2025 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 Agenda – March 19, 2025 - Page 7 of 7 CITY OF SARATOGA Memorandum To: Members of the Saratoga City Council From: Britt Avrit, City Clerk Meeting Date: March 19, 2025 Subject: Written Communications, Closed Session _______________________________________________________________________________ Following publication of the agenda packet for the March 19, 2025, City Council Meeting, Written Communications for Closed Session were submitted. The communications are attached to this memo. 7 From:Bill Dalton To:Belal Aftab; Chuck Page; Kookie Fitzsimmons; Tina Walia; Yan Zhao Cc:Matt Morley; Leslie Arroyo; Britt Avrit; dalton bill@yahoo.com Subject:Council meeting March 19, 2025 -- Comments re CONFERENCE WITH LABOR NEGOTIATORS Date:Tuesday, March 18, 2025 11:51:16 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Mayor and Council Members, I would like to suggest the following changes to the current MOU: 1) Reduce the number of holidays by 2. Saratoga current observes 13 holidays, California and the federal government observe 11 holidays. But that doesn't tell the whole story as 10 of the 2025 Saratoga holidays are 9 hour days. This effectively adds another one and a haft holidays. So effectively Saratoga presently has 14.5 holidays. 2) Eliminate the PTO cash option beginning January 1, 2027. Allowing cash out can add as much as two+ FTEs each year. Perhaps one of the council members could ask for a report of the total hours of PTO cashed out in 2024. 3) Beginning January 1, 2027, limit the carry over PTO cap to what the employee earned in the previous year. Should these changes be adopted, Saratoga will still have a very generous benefit package. Thank you, Bill Dalton 8 9 Resolution 23-007 Page 2 CITY OF SARATOGA CITY COUNCIL NORMS OF OPERATION (Updated via Resolution 23-007, February 1, 2023) Section 1. OPERATION OF CITY COUNCIL MEETINGS A. City Council Meetings shall be conducted following the outline listed in Section 7.B. of these Norms. Each item shall be introduced by the Mayor and heard in accordance with the Rules of Parliamentary Procedure attached hereto as Exhibit A. The Mayor may place an item anywhere on the agenda. During Council Items at a Regular Meeting, two City Council Members may request an item be placed on a future agenda. B. In order to ensure that all members of the public have an opportunity to speak and that the Council is able to complete its business, there will be a three-minute limitation on comments by the public except for applicants and appellants at public hearings or as otherwise provided by law. In order to effectively enforce this rule, the City Clerk will monitor the time for each speaker with an electronic timer. If there are more than twenty (20) identified speakers for one item at the beginning of the public comment period or public hearing, the Mayor may adjust the three-minute time down to two minutes per speaker or less if approved by the City Council. C. Closed Sessions of the City Council shall generally be conducted prior to the 7:00 p.m. business portion of regular meetings. If necessary, Closed Sessions not completed prior to the 7:00 p.m. business portion will be considered at the conclusion of the business portion of the meeting, or as approved by the City Council. D. A Special Council Meeting may be called by the Mayor with proper public notice. E. Members of Council should not engage in debate with a member of the public or staff at Council Meetings since these debates seldom resolve concerns and many times inflame feelings at a public meeting. Any concerns by a member of Council over the behavior or work of a City employee during a Council meeting should be directed to the City Manager privately to ensure the concern is resolved. F. Prior to the close of the public hearing or comment period Council Members may ask questions of anyone in the audience. The public hearing and comment period are the times for Council to receive evidence. Once the hearing or comment period is closed, the Council deliberates based on that evidence. While Council may elect to re-open a hearing or comment period (assume no prejudice to the rights of an applicant or appellant), it should make every effort to get all the information it needs while the hearing or comment period is still open. If the Council asks questions after the final presentation of the applicant/appellant in a permit-related hearing, the Council would need to provide the applicant/appellant with an opportunity to rebut the answers to the questions. While these rules need not apply as strictly to hearings where due process is less of an issue (i.e., an ordinance amendment), a uniform set of rules for all public hearings and comment periods is desirable. G. The Mayor may, with Council concurrence, call for Council consideration of agenda items out of their prescribed order on the printed agenda. 10 Resolution 23-007 Page 3 Section 2. MEETING DECORUM A. Appropriate attire, including shoes and shirts, are required in the Council Chambers and other Council meeting rooms at all times. Persons in the audience will not place their feet on the seats in front of them. No food, drink (other than bottled water with a cap), or chewing gum is allowed in the Council Chambers and other Council meeting rooms, except as otherwise pre-approved by City staff. All persons entering the Council Chambers and other Council meeting rooms, including their bags, purses, briefcases and similar belongings, may be subject to search for weapons and other dangerous materials. B. Persons in the audience shall be respectful of others and will refrain from behavior which will disrupt the public meeting. This includes refraining from: - Using electronic devices except in connection with the meeting; - Making loud noises, clapping, shouting, booing, hissing during public testimony and Council consideration of policy matters; - Engaging in any activity in a manner that disturbs, disrupts or impedes the orderly conduct of the meeting; and - Creating, provoking or participating in any type of disturbance involving unwelcome physical contact. C. Interactions between the public and the Council shall be courteous and respectful. No person who addresses the Council shall make any belligerent, personal, impertinent, irrelevant, redundant, slanderous, loud, threatening, abusive or disparaging remark, statement or commentary toward the Council, staff or other individuals in a manner which disrupts, disturbs or otherwise impedes the orderly conduct of the Council meeting. Any violation of this rule shall be grounds for terminating the person’s comment period. Council shall not be belligerent or make disparaging commentary toward the speaker. Nothing in this section shall prohibit or discourage orderly criticism of any City decision or policy within the limits of these rules. If a member of the public fails to follow these rules after being warned once, the Council may bar that individual from further testimony for the evening or remove the person from the meeting. D. The City Council uses computers at the dais for agenda materials. Council Members should limit their use of computers to matters pertaining to the meeting and comply with the City’s Electronic Communications Policy (for example, no e-mailing or other communication during the meeting except in cases of family emergencies). In using computers at the dais Council Members should be respectful of their fellow Council members, staff, and the public. Council Members should not base decisions on information acquired through the internet during a Council meeting unless the information and its source is shared with the entire Council and the public as part of the meeting before the decision is made. E. Members of the public wishing to make a slide presentation as part of their comments to the City Council must provide the file to the City Clerk’s office at least 24 hours prior to the meeting in a format compatible with the City’s projection system (details on these requirements are available from the City Clerk’s office). Failure to comply will result in the presentation being rejected. All presentations must comply with the time limits applicable to the agenda item. 11 Resolution 23-007 Page 4 F. All materials presented to the City Council, including written materials are public records subject to inspection in accordance with applicable laws. Section 3. CITY COUNCIL RELATIONS WITH CITY STAFF A. There shall be mutual respect from both staff and Council Members of their respective roles and responsibilities when and if expressing criticism in public session. B. City staff shall acknowledge the Council as policy makers and the City Council shall acknowledge staff as administering the Council's policies. C. All written requests for information or questions by City Council Members to staff shall be directed to the City Manager, City Attorney, City Clerk, or Department Managers (with a copy to the City Manager). All complaints should be submitted to the City Manager or, if a complaint concerns the City Manager, to the City Attorney. D. All written informational material requested by individual Council Members shall be submitted by staff to all Council Members with the notation indicating which Council Member requested the information. E. Council shall not attempt to coerce staff in the making of appointments, the awarding of contracts, the selection of consultants, the processing of development applications, the granting of City licenses or permits. The Council shall not attempt to change or interfere with the operating policies and practices of any City department. F. Mail, including email, that is addressed to the Mayor and City Council shall be circulated by the City Clerk to the City Council. If the communication warrants a response, the Mayor's response, in addition to the original communication, will be submitted to the City Council for their information. G. The City Clerk shall open mail addressed to all Council Members unless requested not to do so. H. Individual Council Members shall not direct staff to initiate any action or prepare any report that is significant in nature or initiate any project or study. All such direction shall be provided by the City Manager or by action of a majority of the City Council at a City Council meeting. Council Members may ask for limited resources and information for items that are on an agenda as long as any information is distributed to all City Council Members. Section 4. CITY COUNCIL AND COMMISSION RELATIONSHIP, INTERACTIONS WITH OTHER CITY OF SARATOGA BODIES, AND RELATIONSHIPS WITH OTHER BODIES OUTSIDE OF SARATOGA A. Members of the City Council should not attempt to influence or publicly criticize Saratoga Commission recommendations, or to influence or lobby individual Commission Members on any item under their consideration. It is important for Commissions to be able to make objective recommendations to the City Council on items before them. Members of Council that attempt to strongly influence Commission positions on an item may prejudice or hinder their role in reviewing the commission's recommendation as a member of the City Council. 12 Resolution 23-007 Page 5 B. Individual Council Members and Commissioners shall have the right to attend meetings of other Saratoga governmental bodies but shall refrain from speaking or becoming involved in the meeting's discussions. If asked a question, the Council Member or Commissioner should indicate that he/she can only provide a personal opinion and does not speak for the Council or Commission as a whole. C. If a member of the City Council or a Commission appears before a non-City of Saratoga governmental agency or organization except as a member of outside agency appointed by the City Council to give a statement on an issue affecting the City, the Council Member or Commissioner should first indicate the majority position and opinion of the Council or Commission (if any). Personal opinions and comments may be expressed only if the Council Member or Commissioner clarifies that these statements do not represent the position of the City Council or Commission. D. Both Council Members and Commissioners shall at all times strive to be attentive, maintain respectful discourse in regards to one another and focus comments on the policy matters under consideration while refraining from expressing criticism of members of the Council or a Commission or engaging in side discussions with others. Section 5. CITY COUNCIL HANDLING OF LITIGATION AND OTHER CONFIDENTIAL OR SENSITIVE INFORMATION A. City Council Members shall keep all written materials and verbal information provided to them on matters that are confidential in complete confidence to ensure that the City's position is not compromised. No disclosure or mention of information in these materials shall be made to anyone other than Council Members, the City Attorney or City Manager. All negotiations and other contacts concerning matters that have come before the City Council in closed session (including, but not limited to, property acquisition or disposal, a pending claims or litigation, and/or employee negotiations) with the other party and/or party’s agents or other representatives shall be limited to, and made by, the designated City staff representative handling the negotiations, claim or litigation unless the City Council has directed that a specific Council member to assist staff in negotiations. Except as authorized above, no Council Member who has participated in any closed session shall have any contact or discussion with the other party or its agents or representatives concerning the matter under consideration except during public meetings of the City Council. All public statements, information and press releases shall be handled exclusively by the City’s designated spokesperson. B. The personal contact information of members of the public included as part of reports and attachments to agenda items shall only be used in relation to that agenda item. To the greatest extent possible, staff will work to minimize the amount of personal contact information for members of the public published in agenda materials posted on the City website. 13 Resolution 23-007 Page 6 Section 6. BUSINESS OF THE CITY COUNCIL A. Seating Arrangement of the City Council – At regular City Council Meetings held in the Civic Theater, the City Council shall be seated based on the order of the Mayoral rotation, as set forth by the Mayoral Rotation Policy, with the Mayor seated on the left of the five members of the City Council. The Vice Mayor shall be seated to the right of the Mayor. It shall be at the Mayor’s discretion to determine the final seating arrangement of the City Council. B. City Council Reorganization – The City Council Reorganization shall be held at the beginning of the first regular meeting of December unless the City Council calls and holds a special meeting on the Tuesday immediately preceding the first regular meeting of December. The floor shall be open to nominations for the purpose of electing a Mayor and Vice Mayor to serve for the following year. Such elections shall be made by majority vote of the Council members present at the meeting. The Mayor and Vice Mayor shall assume the duties of their respective offices immediately upon election. The Mayor and Vice Mayor shall serve a one-year term at the pleasure of the Council. In election years the date of the special meeting referenced above may be changed by the City Clerk as necessary to ensure compliance with State election laws. C. Mayor and Council Roles – The Mayor shall act as the primary spokesperson and official representative of the City Council, unless such responsibility is delegated by the Mayor, or otherwise assigned by a majority vote of the City Council. The Mayor shall preside at all meetings of the City Council. The Mayor shall execute all official City documents, warrants and correspondence approved by City Council. The Mayor shall serve as the primary contact for the City Manager to provide direction and advice regarding routine planning and operational issues (i.e. meeting schedules, event dates, dispositions of correspondences, etc.). In scheduling events, the Mayor shall give due consideration to availability of other Council Members, the timing of the event relevant to formal City action in connection with the event (e.g., coordinating a groundbreaking with the start of actual construction), and past practices. Nothing in this section is intended to suggest that the position of Mayor wields formal power or authority in excess of the other members of the City Council. Rather, the person serving as Mayor is to be recognized as the leader of the Council, or first among equals. The Vice Mayor shall serve and perform the functions as Mayor in the absence of the duly elected Mayor. D. Council Committee/Agency Assignments During the first meeting in December, the Mayor shall announce that new appointments for Committee/Agency Assignments are necessary. A list of committee/agency assignments shall be given to each Council Member. Following the meeting, each Council Member shall provide the Mayor with a list of the Committee/Agency Assignments in which the Council Member is interested. The Mayor shall propose appointments for Council approval at the second City Council meeting in December. E. Ex Parte Communications An Ex Parte Communication occurs when a Council member receives information from a member of the public outside of a public meeting concerning a matter to be heard by the City Council. Ex Parte communications are an inherent part of the City of Saratoga’s commitment to allowing City residents ample opportunity to consult with elected officials 14 Resolution 23-007 Page 7 both inside and outside of public meetings. At the same time, the City is committed to the principle that the business of the public should be conducted in public, to ensure that citizens are afforded the opportunity to participate in the making of decisions that affect their lives, and the means to evaluate choices made by the City and its officers. Where a City Council Member has received information outside of a public meeting that the Council Member believes has a bearing on the decision and that is not reflected in the staff report presented to the Council and the public, the Council Member should provide that information to the rest of the Council and the public following the staff report and prior to beginning of public testimony on the matter. This will allow the public and other members of the Council to consider the information in forming their views on the decision at hand. In addition, persons affected by the decision will also have the opportunity to know the evidence on which the decision is to be based and have an opportunity to comment on it and, if need be, to rebut it. This approach allows all members of the public access to elected officials and to the rationale for decisions made by those officials. F. Issuing Proclamations, Commendations and Certificates A proclamation is prepared at the discretion of the Mayor to proclaim a specific date or event. Proclamations are prepared for signature by the Mayor. They may be presented at a City Council meeting or at an event or meeting outside the City Council meeting. A commendation is prepared at the discretion of the Mayor. A commendation may be issued for accomplishments, such as: • Athletic/academic accomplishments • Act of heroism • Youth Accomplishments • A Community Organization’s Citizen of the Year • A Community Organization’s Business Person of the year • Outgoing elected officials • Outgoing City Commissioners Commendations are prepared for signature by the Mayor. They may be presented at a City Council meeting or at an event or meeting outside the City Council meeting. Certificates of recognition are prepared for signature by the Mayor. They may be presented at a City Council meeting or at an event or meeting outside the City Council meeting. G. Event Scheduling The Mayor shall work with City staff to schedule the dates of City organized events. Due consideration will be given to the availability of other Council Members and community organizations involved in the event. H. Resolutions of Support or Opposition Resolutions of support or in opposition to a legislative action or special issue shall only be brought before the City Council for consideration if the topic of the resolution has a specific and identifiable impact or connection to the City of Saratoga. 15 Resolution 23-007 Page 8 Section 7. RULES OF ORDER AND PROCEDURE FOR CITY COUNCIL MEETINGS A. Time of Meetings Regular meetings of the City Council shall be held on the first and third Wednesday of each month in the Civic Theater per City Code 2-10.010. Special meetings shall be held as needed based on availability of the City Council. B. Order of Agenda The following is the usual order of agenda items for regular Council meetings. The Mayor with the concurrence of Council can change the order in which items on the agenda are heard. • Joint Meetings, Study Sessions, Commission Interviews, and Closed Session – Prior to the start of the Regular Session at 7:00 p.m. in the Civic Theater, the City Council may hold Joint Meetings with various Community organizations and Commissions, conduct study sessions, hold Commission applicant interviews, or conduct Closed Sessions. These meetings typically take place in the Administrative Conference Room at City Hall. Location and start times may vary. • Regular Session – The City Council, unless otherwise specified on the agenda, shall conduct the Regular Session at 7:00 p.m. in the Civic Theater. • Call to Order – The Mayor calls the regular meeting to order. • Pledge of Allegiance – The Mayor may lead or call upon a member of the public or staff to lead the pledge. • Roll Call – A quorum constituting 3 of the 5 members of the Council is required to conduct any Council meeting. The City Clerk calls the roll. • Report of Posting of the Agenda – The City Clerk reports on the posting of the agenda as required by law. • Report From Closed Session – The Mayor is required to announce any action taken during closed session before reconvening to the open session of the regular meeting. • Report from Joint Meeting/Study Session – The Mayor, or the Mayor’s designee, provides a summary of the Joint Meeting or Study Session held prior to the Regular Session. • Oral Communications – During this portion, any persons who wish to address the City Council on a subject not on the agenda may do so. Oral communications are not intended as the means for debate or decision-making, but only for making a presentation in person. Comment shall be limited to three minutes for members of the public who wish to speak. The City Council may request follow up on matters raised during Oral Communications. • Announcements – Reserved time for the Mayor to make special announcements. Announcements should be related to City or City-sponsored events and/or activities. Council Members may submit announcement recommendations to the Mayor; the Mayor has full discretion in selecting which announcements to share. Additionally, the Mayor has full discretion to permit Council Members to share announcements and establish guidelines for Council Member announcements. • Ceremonial Items – These items include presentation of proclamations, commendations, certificates, appointments, administration of Oath of Office and special introductions. 16 Resolution 23-007 Page 9 • Special Presentations to Council – This portion of the meeting is for groups, agencies, and persons to speak to the Council on special items placed on the agenda according to the City’s standard procedures. Presenters will be given 10 minutes to make their presentation; the Mayor may adjust the time if approved by the City Council. • Consent Calendar–These items are routine and non-controversial items of business. Items in this section will be acted in one motion, unless removed by the Mayor or a Council Member. Any member of the public may speak to an item on the Consent Calendar, or request the Mayor remove an item for discussion. • Public Hearings – There are two kinds of public hearings, those required by law and those called by the City Council of its own volition. In either event, the purpose is to provide an opportunity for all interested persons to be heard. During appeal hearings before the City Council, Applicants/Appellants and their representatives have a total of ten minutes maximum for opening statements. Members of the public may comment on any item for up to three minutes. Applicant/Appellants and their representatives have a total of five minutes maximum for closing statements. Unless otherwise directed by the Mayor or City Council, appeal hearings shall generally proceed as follows: • Mayor introduces item • Staff report • Council questions for staff • Appellant’s opening remarks – 10 minutes • Applicant’s opening remarks (if applicant is not appellant) – 10 minutes • Public comment • Applicant closing remarks – 5 minutes • Appellant closing remarks (if applicant is not appellant) – 5 minutes • Mayor closes the public hearing • Council discussion • Council decision • General Business – These are general items, that may or may not been previously considered by the Council. • Council Assignments– Provides members of the Council an opportunity to report on matters being considered by committees, boards, and other bodies to which the Council Member has been appointed by the Council or the Mayor. Council Members may also report from regional committees, boards and other bodies on which the Council Member serves in his/her capacity as a City Council Member and that have been approved by the Mayor. • City Council Items – Provides members of the Council an opportunity to introduce discussion/action on items not currently before the Council for consideration. • Council Communications - During this portion, Council Members may address the City Council on subjects not on the agenda. Council communications are not intended as the means for debate or decision-making, but only for making a presentation in person. Comment shall be limited to two minutes per Council Member and shall not include references to campaign activities by or in support of any Council Member. In introducing this item the Mayor shall note the purpose of the item and explain that the comments made are the comments of the individual Council Member speaking and not necessarily the views of the City Council as a whole. • City Manager Items – City Manager or City Attorney may bring up other items of interest or make announcements under this section. 17 Resolution 23-007 Page 10 • Adjournment –The Mayor may adjourn the meeting or the City Council may vote to adjourn the meeting. 18 Resolution 23-007 Page 11 CITY COUNCIL NORMS EXHIBIT A CITY OF SARATOGA RULES OF PARLIAMENTARY PROCEDURE 1 Saratoga’s rules of parliamentary procedure are supported by the following four principles: 1. Rules should establish order. The first purpose of the rules of parliamentary procedure is to establish a framework for the orderly conduct of meetings. 2. Rules should be clear. Simple rules lead to wider understanding and participation. Complex rules create two classes: those who understand and participate and those who do not fully understand and do not fully participate. 3. Rules should be user-friendly. That is, the rules must be simple enough that citizens feel they have been able to participate in the process. 4. Rules should enforce the will of the majority while protecting the rights of the minority. The ultimate purpose of the rules of procedure is to encourage discussion and to facilitate decision-making by the body. In a democracy, the majority rules. The rules must enable the majority to express itself and fashion a result, while permitting the minority to also express itself (but not dominate) and fully participate in the process. The Chairperson Should Take a Back Seat During Discussions While all members of the governing body should know and understand the rules of parliamentary procedure, it is the chairperson (chair) who is charged with applying the rules of conduct. The chair should be well versed in those rules, because the chair, for all intents and purposes, makes the final ruling on the rules. In fact, all decisions by the chair are final unless overruled by the governing body itself. Because the chair conducts the meeting, it is common courtesy for the chair to take a less active role than other members of the body in debates and discussions. This does not mean that the chair should not participate in the debate or discussion. On the contrary, as a member of the body, the chair has full rights to participate in debates, discussions and decision-making. The chair should, however, strive to be the last to speak at the discussion and debate stage, and should not make or second a motion unless he or she is convinced that no other member of the body will do so. 1 These rules of parliamentary procedure are based on “Rosenberg’s Rules of Order: Simple Parliamentary Procedures for the 21st Century” written by Dave Rosenberg and published by the League of California Cities in 2003. The procedures set forth in Rosenberg’s have been modified slightly to reflect custom, practice, and specific code requirements in Saratoga. While these rules have been drafted to conform to requirements of State law and the Saratoga City Code, in the event of a conflict between these procedures and those laws, the laws shall govern. 19 Resolution 23-007 Page 12 The Basic Format for an Agenda Item Discussion All City Council and Commission meetings have a written, published agenda. The meeting is governed by the agenda and the agenda constitutes the agreed-upon road map for the meeting. Each agenda item should be handled by the chair in the following basic format. First, the chair should clearly announce the agenda item number and should clearly state what the subject is. The chair should then announce the format that will be followed. If any member of the body has a conflict of interest, that member announces the conflict and need for recusal and leaves the dais at this time. Second, following that agenda format, the chair should invite the appropriate people to report on the item, including any recommendation they might have. The appropriate person may be the chair, a member of the governing body, a staff person, or a committee chair charged with providing information about the agenda item. Third, the chair should ask members of the body if they have any technical questions for clarification. At this point, members of the governing body may ask clarifying questions to the people who reported on the item, and they should be given time to respond. Fourth, the chair should invite public comments or, if appropriate at a formal public hearing, open the hearing. Speakers are typically limited to 3 minutes; shorter time limits may be imposed if numerous members of the public indicate a desire to speak to the subject. At the conclusion of the public comments, the chair should announce that public input has concluded (or that the public hearing, as the case may be, is closed). Fifth, the chair should invite members of the body to make remarks on the matter. This is an opportunity for members of the body to state their views on the subject before any formal motions are made. Sixth, the chair should invite a motion from the governing body members. The chair should announce the name of the member who makes the motion. Seventh, the chair should determine if any member of the body wishes to second the motion. The chair should announce the name of the member who seconds the motion. It is normally good practice for a motion to require a second before proceeding with it, to ensure that it is not just one member of the body who is interested in a particular approach. Eighth, if the motion is made and seconded, the chair should make sure everyone understands the motion. This is done in one of three ways: 1. The chair can ask the maker of the motion to repeat it; 2. The chair can repeat the motion; or 3. The chair can ask the secretary or the clerk of the body to repeat the motion. 20 Resolution 23-007 Page 13 Ninth, the chair should now invite discussion of the motion by the members of the governing body. If there is no desired discussion or the discussion has ended, the chair should announce that the body will vote on the motion. If there has been no discussion or a very brief discussion, the vote should proceed immediately, and there is no need to repeat the motion. If there has been substantial discussion, it is normally best to make sure everyone understands the motion by repeating it. Tenth, the chair takes a vote. Simply asking for the “ayes” and then the “nays” is normally sufficient. If members of the body do not vote, then they “abstain.” Unless specific laws or procedures provide otherwise, a simple majority determines whether the motion passes or is defeated. Eleventh, the chair should announce the result of the vote and should announce what action (if any) the body has taken. In announcing the result, the chair should indicate the names of the members, if any, who voted in the minority on the motion. This announcement might take the following form: “The motion passes by a vote of 3-2, with Smith and Jones dissenting. We have passed the motion requiring 10 days’ notice for all future meetings of this governing body.” Motions in General Motions are the vehicles for decision making. It is usually best to have a motion before the governing body prior to discussing an agenda item, to help everyone focus on the motion before them. The chair usually initiates the motion by: 1. Inviting the members to make a motion: “A motion at this time would be in order.” 2. Suggesting a motion to the members, for example: “A motion would be in order that we give 10-days’ notice in the future for all our meetings.” 3. Making the motion. As noted, the chair has every right as a member of the body to make a motion, but normally should do so only if he or she wishes a motion to be made but no other member seems willing to do so. The Three Basic Motions Three motions are the most common: 1. The basic motion. The basic motion is the one that puts forward a decision for consideration. A basic motion might be: “I move that we create a five-member committee to plan and put on our annual fundraiser.” 21 Resolution 23-007 Page 14 2. The motion to amend. If a member wants to change a basic motion that is under discussion, he or she would move to amend it. A motion to amend might be: “I move that we amend the motion to have a 10-member committee.” A motion to amend takes the basic motion that is before the body and seeks to change it in some way. 3. The substitute motion. If a member wants to completely do away with the basic motion under discussion and put a new motion before the governing body, he or she would “move a substitute motion.” A substitute motion might be: “I move a substitute motion that we cancel the annual fundraiser this year.” Motions to amend and substitute motions are often confused. But they are quite different, and so is their effect, if passed. A motion to amend seeks to retain the basic motion on the floor, but to modify it in some way. A substitute motion seeks to throw out the basic motion on the floor and substitute a new and different motion for it. The decision as to whether a motion is really a motion to amend or a substitute motion is left to the chair. So that if a member makes what that member calls a motion to amend, but the chair determines it is really a substitute motion, the chair’s designation governs. When Multiple Motions Are Before The Governing Body Up to three motions may be on the floor simultaneously. The chair may reject a fourth motion until the three that are on the floor have been resolved. When two or three motions are on the floor (after motions and seconds) at the same time, the first vote should be on the last motion made. So, for example, assume the first motion is a basic “motion to have a five-member committee to plan and put on our annual fundraiser.” During the discussion of this motion, a member might make a second motion to “amend the main motion to have a 10-member committee, not a five-member committee, to plan and put on our annual fundraiser.” And perhaps, during that discussion, a member makes yet a third motion as a “substitute motion that we not have an annual fundraiser this year.” The proper procedure would be as follows. First, the chair would deal with the third (the last) motion on the floor, the substitute motion. After discussion and debate, a vote would be taken first on the third motion. If the substitute motion passes, it would be a substitute for the basic motion and would eliminate it. The first motion would be moot, as would the second motion (which sought to amend the first motion), and the action on the agenda item would be complete. No vote would be taken on the first or second motions. On the other hand, if the substitute motion (the third motion) failed, the chair would proceed to consideration of the second (now the last) motion on the floor, the motion to amend. If the substitute motion failed, the chair would then deal with the second (now the last) motion on the floor, the motion to amend. The discussion and debate would focus strictly on the amendment (should the committee be five or 10 members). If the motion to amend passed, the chair would now move to consider the main motion (the first motion) as amended. If the motion 22 Resolution 23-007 Page 15 to amend failed, the chair would now move to consider the main motion (the first motion) in its original format, not amended. Third, the chair would now deal with the first motion that was placed on the floor. The original motion would either be in its original format (five-member committee) or, if amended, would be in its amended format (10-member committee). And the question on the floor for discussion and decision would be whether a committee should plan and put on the annual fundraiser. To Debate or Not to Debate The basic rule of motions is that they are subject to discussion and debate. Accordingly, basic motions, motions to amend, and substitute motions are all eligible, each in their turn, for full discussion before and by the body. The debate can continue as long as members of the body wish to discuss an item, subject to the decision of the chair that it is time to move on and take action. There are exceptions to the general rule of free and open debate on motions. The exceptions all apply when there is a desire of the body to move on. The following motions are not debatable (that is, when the following motions are made and seconded, the chair must immediately call for a vote of the body without debate on the motion): A motion to adjourn. This motion, if passed, requires the body to immediately adjourn to its next regularly scheduled meeting. This motion requires a simple majority vote. A motion to recess. This motion, if passed, requires the body to immediately take a recess. Normally, the chair determines the length of the recess, which may range from a few minutes to an hour. It requires a simple majority vote. A motion to fix the time to adjourn. This motion, if passed, requires the body to adjourn the meeting at the specific time set in the motion. For example, the motion might be: “I move we adjourn this meeting at midnight.” It requires a simple majority vote. A motion to table. This motion, if passed, requires discussion of the agenda item to be halted and the agenda item to be placed on “hold.” The motion may contain a specific time in which the item can come back to the body: “I move we table this item until our regular meeting in October.” Or the motion may contain no specific time for the return of the item, in which case a motion to take the item off the table and bring it back to the body will have to be taken at a future meeting. A motion to table an item (or to bring it back to the body) requires a simple majority vote. A motion to limit debate. The most common form of this motion is to say: “I move the previous question” or “I move the question” or “I call for the question.” When a member of the body makes such a motion, the member is really saying: “I’ve had enough debate. Let’s get on with the vote.” When such a motion is made, the chair should ask for a second to the motion, stop debate, and vote on the motion to limit debate. The motion to limit debate requires a two-thirds vote of the body. Note that a motion to limit debate could include a time limit. For example: “I move we limit debate on this agenda item to 15 minutes.” Even in this format, the motion to limit debate requires a two-thirds vote of the body. A similar motion is a motion to object to consideration of an item. This motion is not debatable, and if passed, precludes the body from even considering an item on the agenda. It also requires a two-thirds vote. 23 Resolution 23-007 Page 16 Majority and Super-Majority Votes In a democracy, decisions are made with a simple majority vote. A tie vote means the motion fails. So in a five-member body, a vote of 3-2 passes the motion. A vote of 2-2 with one abstention means the motion fails. If one member is absent or recused and the vote is 2-2, the motion still fails. All motions require a simple majority, but there are a few exceptions. The exceptions occur when the body is taking an action that effectively cuts off the ability of a minority of the body to take an action or discuss an item. These extraordinary motions require a two-thirds majority (a super-majority) to pass: Motion to limit debate. Whether a member says, “I move the previous question,” “I move the question,” “I call for the question” or “I move to limit debate,” it all amounts to an attempt to cut off the ability of the minority to discuss an item, and it requires a two- thirds vote to pass. Motion to close nominations. When choosing officers of the body, such as the chair, nominations are in order either from a nominating committee or from the floor of the body. A motion to close nominations effectively cuts off the right of the minority to nominate officers, and it requires a two-thirds vote to pass. Motion to object to the consideration of a question. Normally, such a motion is unnecessary, because the objectionable item can be tabled or defeated straight up. However, when members of a body do not even want an item on the agenda to be considered, then such a motion is in order. It is not debatable, and it requires a two-thirds vote to pass. Motion to suspend the rules. This motion is debatable, but requires a two-thirds vote to pass. If the body has its own rules of order, conduct or procedure, this motion allows the body to suspend the rules for a particular purpose. For example, the body (a private club) might have a rule prohibiting the attendance at meetings by non-club members. A motion to suspend the rules would be in order to allow a non-club member to attend a meeting of the club on a particular date or on a particular agenda item. The Motion to Reconsider There is a special and unique motion that requires a bit of explanation all by itself: the motion to reconsider. A tenet of parliamentary procedure is finality. After vigorous discussion, debate and a vote, there must be some closure to the issue. And so, after a vote is taken, the matter is deemed closed, subject only to reopening if a proper motion to reconsider is made. The standards for reconsideration are set forth in the City Code. Courtesy and Decorum The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently, fairly and with full participation. And at the same time, it is up to the chair and the members of the body to maintain common courtesy and decorum. Unless the setting is very informal, it is always best for only one person at a time 24 Resolution 23-007 Page 17 to have the floor, and it is always best for every speaker to be first recognized by the chair before proceeding to speak. The chair should always ensure that debate and discussion of an agenda item focus on the item and the policy in question, not on the personalities of the members of the body. Debate on policy is healthy; debate on personalities is not. The chair has the right to cut off discussion that is too personal, too loud or too crude. Debate and discussion should be focused, but free and open. In the interest of time, the chair may, however, limit the time allotted to speakers, including members of the body. Can a member of the body interrupt the speaker? The general rule is no. There are, however, exceptions. A speaker may be interrupted for the following reasons: Privilege. The proper interruption would be: “Point of privilege.” The chair would then ask the interrupter to “state your point.” Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting. For example, the room may be too hot or too cold, or a blowing fan might interfere with a person’s ability to hear. Order. The proper interruption would be: “Point of order.” Again, the chair would ask the interrupter to “state your point.” Appropriate points of order relate to anything that would not be considered appropriate conduct of the meeting; for example, if the chair moved on to a vote on a motion that permits debate without allowing that discussion or debate. Appeal. If the chair makes a ruling that a member of the body disagrees with, that member may appeal the ruling of the chair. If the motion is seconded and after debate, if it passes by a simple majority vote, then the ruling of the chair is deemed reversed. Call for orders of the day. This is simply another way of saying, “Let’s return to the agenda.” If a member believes that the body has drifted from the agreed-upon agenda, such a call may be made. It does not require a vote, and when the chair discovers that the agenda has not been followed, the chair simply reminds the body to return to the agenda item properly before them. If the chair fails to do so, the chair’s determination may be appealed. Withdraw a motion. During debate and discussion of a motion, the maker of the motion on the floor, at any time, may interrupt a speaker to withdraw his or her motion from the floor. The motion is immediately deemed withdrawn, although the chair may ask the person who seconded the motion if he or she wishes to make the motion, and any other member may make the motion if properly recognized. Special Notes About Public Input The rules outlined here help make meetings very public-friendly. But in addition, and particularly for the chair, it is wise to remember three special rules that apply to each agenda item: 25 Resolution 23-007 Page 18 Rule One: Tell the public what the body will be doing. Rule Two: Keep the public informed while the body is doing it. Rule Three: When the body has acted, tell the public what the body did. Public input is essential to a healthy democracy, and community participation in public meetings is an important element of that input. The challenge for anyone chairing a public meeting is to accommodate public input in a timely and time-sensitive way, while maintaining steady progress through the agenda items. The rules presented here for conducting a meeting are offered as tools for effective leadership and as a means of developing sound public policy. 965350.1 26 CITY OF SARATOGA Memorandum To: Members of the Saratoga City Council From: Britt Avrit, City Clerk Meeting Date: March 19, 2025 Subject: Written Communications, Non-Agendized Matters _______________________________________________________________________________ Following publication of the agenda packet for the March 19, 2025, City Council Meeting, Written Communications for Non-Agendized Matters were submitted. The communications are attached to this memo. 27 From:Bill Dalton To:Belal Aftab; Chuck Page; Kookie Fitzsimmons; Tina Walia; Yan Zhao Cc:Britt Avrit; Bill Dalton Subject:Council meeting March 19, 2025 -- Non agenda comment re Heritage Orchard Date:Wednesday, March 19, 2025 10:31:59 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Mayor and Council Members, As we face the need to begin addressing the consequences of the coming need to reduce spending as a result of the projections for revenue and expenses, I have a suggestion regarding the Heritage Orchard. Consider letting Novakovich Orchards manage the orchard under the following terms: No community picking Novakovich Orchards may sell all the fruit in a manner they select Novakovich Orchards to receive all the proceeds from the sale of fruit Novakovich Orchards is responsible for any cost to maintain the orchard No payment to Novakovich Orchards by the Coty of Saratoga Lease for TBD years acceptable to the City and Novakovich Orchards If Novakovich Orchards is not willing to run the orchard as a profitable business then I suggest the following: Sell a portion of the orchard for development of housing Develop a portion as a real park Thank you, Bill Dalton 28 From:Bill Dalton To:Belal Aftab; Chuck Page; Kookie Fitzsimmons; Tina Walia; Yan Zhao Cc:Britt Avrit; Matt Morley; Leslie Arroyo; Bill Dalton Subject:Council meeting March 19, 2025 -- Non agenda comment re FY 25-26 budget Date:Wednesday, March 19, 2025 11:09:41 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Mayor and Council Members, During the January 24 meeting, the Council approved developing the 25-26 budget based on property tax revenue increase of 5.7% over 2024. This seems overly optimistic given the recent trend of decreasing increases 2021 - 8.3% 2022 - 7.0% 2023 - 4.8% 2024 - 4.6% Unless the County Accessor has sine the January meeting provided an estimate that property taxes will be increasing at 5.7% or greater I suggest the Council reconsider the decision to use 5.7% Use the estimate provided by the accessor if there is one. If no estimate has been provided, have staff prepare a report on the number of CCCUPENCY APPROVALS for 2023 and 2024 for the following: New construction units New ADUs Major remodels requiring an occupancy approval Given this data estimate the expected increase in property tax revenue. Thank you, Bill Dalton 29 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:City Manager’s Department PREPARED BY:Britt Avrit, MMC, City Clerk SUBJECT: Appointment of Planning Commissioners RECOMMENDED ACTION: Adopt the Resolution appointing Zaheer Hassan and Badrinath Sridharan to the Planning Commission and direct the City Clerk to administer the Oath of Office. BACKGROUND: In December 2024, the City opened the recruitment for two full terms on the Planning Commission for terms ending March 31, 2029. Four applications were received, and the City Council interviewed the applicants on March 5, 2025. The City Council selected the following individuals to be appointed to the Planning Commission: Zaheer Hassan; full term ending March 31, 2029 Badrinath Sridharan; full term ending March 31, 2029 ATTACHMENT: Attachment A - Resolution, Planning Commission Appointments 30 RESOLUTION NO. 25-XXX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPOINTING ZAHEER HASSAN AND BADRINATH SRIDHARAN TO THE PLANNING COMMISSION WHEREAS, twovacancieswerecreated on the Planning Commission from the expired terms of Razi Mohiuddin and JoJo Choi; WHEREAS,the City announced the vacancies, accepted applications until February 21, 2025, and the City Council conducted interviews on March 5, 2025. NOW, THEREFORE,the City Council of the City of Saratoga hereby resolves that the following individuals are appointed to Saratoga’s Planning Commission as follows: Zaheer Hassan, Full Term ending March 31, 2029 Badrinath Sridharan, Full Term ending March 31, 2029 The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 19th day of March 2025 by the following vote: AYES: NOES: ABSENT: ABSTAIN: Belal Aftab, Mayor ATTEST: Britt Avrit, MMC, City Clerk 31 PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF SARATOGA HONORING NOVAKOVICH ORCHARDS’ 100TH ANNIVERSARY WHEREAS, in 1925, Matthew and Mary Novakovich acquired a family farm located at 14251 Fruitvale Avenue from Samuel and Mary Church, including the main residence, a Queen Anne style two-story home originally constructed circa 1895, a barn, and other farm buildings situated on 11 acres of productive fruit orchards; and WHEREAS, Matthew and Mary Novakovich raised four children, including three daughters, Donna, Ann, Julia,and a son George who was born in 1925; and WHEREAS, in 1952, George Novakovich married Leah Shelton in Reno, NV, who moved into the family residence as George gradually took over orchard management from his parents in an era when Santa Clara Valley was the largest fruit-growing county in the state, and California led the world in fruit and nut production; and WHEREAS, George and Leah raised three sons, Matt, Dan, and George Jr., who grew up helping their parents with orchard chores, especially while George Sr. expanded his responsibilities by joining the Saratoga Fire Department, first as a volunteer fireman, then rising to a leadership position as First Captain; and WHEREAS, during the 1950s and ‘60s, Novakovich Orchards was an integral part of Saratoga’s family farming tradition and an important part of its economy, continuing the Valley of Heart’s Delight tradition of growing premium fruit and nut products that were processed for enjoyment throughout the year as dried, canned, and preserves; and WHEREAS, in 1972, as the agricultural landscape of the Valley of Heart’s Delight was rapidly being replaced by urban development, the City of Saratoga took action to preserve its rich orchard heritage by purchasing the Seagrave’s orchard. From 1972 to 1978, Miljevich & Whiteman managed the orchard on behalf of the city until George Novakovich Sr. took over, operating it as a living tribute to the region’s agricultural history and ensuring its future for generations to experience and enjoy; and WHEREAS, throughout its 100 years, Novakovich Orchards has cultivated the highest-quality fruit products that delight thousands, has played an enduring role in the region's agricultural economy, and holds an important place in Saratoga’s history. WHEREAS, today, the 11-acre Novakovich Orchards is the last family-owned commercial orchard in Saratoga that continues to produce the region’s most famous fruits: Blenheim apricots, Bing cherries, French prunes, Santa Rosa plums, peaches, nectarines, and pomegranates; preserving the agricultural traditions of The Valley of Heart's Delight;and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga does hereby recognize the 100th anniversary of Novakovich Orchards, and their unique contributions to the City of Saratoga’s culture, heritage, and economy. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA this 19th day of March 2025. ___________________________ Belal Aftab, Mayor City of Saratoga 32 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT AANYA KANDALA WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Aanya won an Honorable Mention at the Synopsys Science Championship for “Biodegradable Hydrogels”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Aanya Kandala’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 33 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT ABBY WANG WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Abby won a First Award at the Synopsys Science Championship for “BeeTrack: Developing an Artificial Intelligence Flight Path Tracking System to Assess Honeybee Learning and Memory”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Abby Wang’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 34 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT AGASTYA VITALDEVARA WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Agastya won an Honorable Mention at the Synopsys Science Championship for “The Effect of Mangroves, Aquifer Recharge, and the Addition of Sandy Loam, on the Land Subsidence of Soil in Cities”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Agastya Vitaldevara’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 35 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT AJAY JAGADISH WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Ajay won a Sponsored Award at the Synopsys Science Championship for “A Low-Cost, AI-Powered Safety Device to Prevent Child Hot Car Deaths”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Ajay Jagadish’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 36 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT AMBER WANG WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Amber won a Second Award at the Synopsys Science Championship for “Effect of Temperature Variation on Growth of Phanerochaete Chrysosporium”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Amber Wang’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 37 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT ARAHAN BALASUBRAMANIAN WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Arahan Balasubramanian won an Honorable Mention at the Synopsys Science Championship for “Modernization of Electrical Grid: Innovative Device & Real-Time Data Analytic Software for Detecting Fallen Power Lines”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Arahan Balasubramanian’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 38 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT AVA TAN BHOWMIK WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Ava Bhowmik won a Second Award at the Synopsys Science Championship for “A Quest for the Fountain of Youth: A Methodology to Quantify the Anti-Aging Potential of Compounds Using Stem Cells”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Ava Tan Bhowmik’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 39 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT AVI GUPTA WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Avi won a Sponsored Award at the Synopsys Science Championship for “Using AI to give early flood warnings”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Avi Gupta’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 40 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT BRENNA REN WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Brenna won an Honorable Mention at the Synopsys Science Championship for “Simulation-Based QBER Comparison Between Quantum Key Distribution Protocols”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Brenna Ren’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 41 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT DALE LIU WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Dale won an Honorable Mention at the Synopsys Science Championship for “Developing a machine learning equipped drone for early detection of wildfires in forests around the Bay Area”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Dale Liu’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 42 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT DANIEL MA CHEN WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Daniel won a Second Award at the Synopsys Science Championship for “Investigating the pseudocapacitive behavior of manganese dioxide as a composite with microporous graphene aerogels”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Daniel Chen’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 43 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT EDDIE ZHANG WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Eddie won a Second Award at the Synopsys Science Championship for “The Creation of SPIRo: An AI Based Origami Soft Robot with Multidimensional Locomotion for Infrastructure Assessments”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Eddie Zhang’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 44 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT ELLA YEE WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Ella won a Grand Prize – Best of Championship Award at the Synopsys Science Championship for “DEList: Identifying Cancer Genes Associated With Circadian Regulator Arntl2 Using a Novel RNA-Seq Multi-Dataset Strategy”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Ella Yee’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 45 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT EVAN ZHANG WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Evan won a Second Award at the Synopsys Science Championship for “The Creation of SPIRo: An AI Based Origami Soft Robot with Multidimensional Locomotion for Infrastructure Assessments”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Evan Zhang’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 46 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT JANVI TRIVEDI WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Janvi won a First Award at the Synopsys Science Championship for “What is the effect of different materials on the odor causing bacteria in shoe insoles?”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Janvi Trivedi’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 47 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT JULIANA LI WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Juliana won a Grand Prize Alternate Award at the Synopsys Science Championship for “Ensemble Deep Learning and Generating a Novel 3D Model of Branching Airway Networks for Lung Cancer Detection”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Juliana Li’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 48 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT KIAH SINGLA WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Kiah won a Sponsored Award at the Synopsys Science Championship for “What chemical best replaces silver iodide as an environmentally friendly alternative in cloud seeding?”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Kiah Singla’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 49 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT CHARAN SRIDHAR WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Charan won a Sponsored Award at the Synopsys Science Championship for “Enhancing Anesthetic Precision: A Novel Transformer-based Model for Predicting Intravenous Anesthesia Infusion Rate”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Charan Sridhar’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 50 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT KIRSTEN GRACE PORTER WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Kirsten won a Sponsored Award at the Synopsys Science Championship for “Utilizing Piezoelectric Fabric for Electricity Generation”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Kirsten Porter’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 51 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT LILY SHI WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Lily won a Grand Prize – Best of Championship Award at the Synopsys Science Championship for “Bringing Interpretability and Medical Explainability to Deep Learning: Diagnosis of Age-Related Macular Degeneration”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Lily Shi’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 52 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT MELODY YIN WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Melody won a Second Award at the Synopsys Science Championship for “Histone and Sequence-Based Bimodal Deep Learning Framework Improves Cell-Specific Prediction of Transcription Initiation”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Melody Yin’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 53 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT MENDY MAO WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Mendy won an Honorable Mention at the Synopsys Science Championship for “Effect of varying B-tricalcium phosphate amounts on strengthening hydroxyapatite-based tooth enamel replacements”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Mendy Mao’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 54 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT MICHAEL MUHONG ZHAO WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Michael won an Honorable Mention at the Synopsys Science Championship for “Using Different Organic Materials to Filter Polluted Water”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Michael Muhong Zhao’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 55 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT MICHELLE WEI WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Michelle won a Grand Prize – Best of Championship Award at the Synopsys Science Championship for “Solving Second-order Cone Programs in Matrix Multiplication Time”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Michelle Wei’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 56 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT MICHELLE YIYI HO WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Michelle won an Honorable Mention at the Synopsys Science Championship for “A New Screen System for Gout Therapeutic Compounds”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Michelle Ho’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 57 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT NATHAN TYLER YEE WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Nathan won a Sponsored Award at the Synopsys Science Championship for “Developing Optimized Semantic Segmentation Deep Learning Model for Automated Coronary Artery Calcification Prediction”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Nathan Yee’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 58 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT SHAAN JANARDHAN WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Shaan won a First Award at the Synopsys Science Championship for “Using modeling to maximize future crop yields by predicting the highest producing yield accounting for climate change”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Shaan Janardhan’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 59 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT SHREHAN CHATTERJEE WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Shrehan won an Honorable Mention at the Synopsys Science Championship for “Effect of LCP enzyme on neoprene degradation”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Shrehan Chatterjee’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 60 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT SHRESHTA RAMJI WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Shreshta won a Second Award at the Synopsys Science Championship for “Influence of Mycorrhizal Fungi on Nitrate & Phosphate Retention in Brassica oleracea Roots to prevent Aquatic Dead Zones”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Shreshta Ramji’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 61 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT SHREYAS CHATTERJEE WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Shreyas won an Honorable Mention at the Synopsys Science Championship for “Effect of LCP enzyme on neoprene degradation”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Shreyas Chatterjee’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 62 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT SOHUM UTTAMCHANDANI WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Sohum won an Honorable Mention at the Synopsys Science Championship for “A System for Real-Time Location Tracking for Patient-Donor Matching and Supply-Demand Inventory Forecasting”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Sohum Uttamchandani’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 63 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT SOPHIA CHEN WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Sohpia won a First Award at the Synopsys Science Championship for “Using Different Current Profiles to Achieve High Efficiency Electromagnetic Propulsion for Public Mass Transportation”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Sophia Chen’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 64 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT TARUN RAMAKRISHNAN WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Tarun won an Honorable Mention at the Synopsys Science Championship for “The Effect of Mangroves, Aquifer Recharge, and the Addition of Sandy Loam, on the Land Subsidence of Soil in Cities”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Tarun Ramakrishnan’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 65 COMMENDATION OF THE CITY OF SARATOGA HONORING SYNOPSYS SCIENCE AND TECHNOLOGY CHAMPIONSHIP PARTICIPANT ZEYNEB KAYA WHEREAS, the annual Synopsys and Technology Championship showcases the knowledge of science, technology, engineering, and mathematics of students in Santa Clara County; and WHEREAS, this regional competition celebrates achievement by middle and high school students; and WHEREAS, through the annual competition, hundreds of Santa Clara County’s students are challenged to go beyond their classroom studies to do independent project-based research; and WHEREAS, students work independently or in teams to address questions in the fields of Computer Science, Environmental Science, Medicine & Health, Chemistry, Biology, and a half dozen other categories; and WHEREAS, the Synopsys Championship produces winners who go on to compete and win in other state and national competitions, including the California State Science Fair and Broadcom Masters; and WHEREAS, Zeyneb won a Sponsored Award at the Synopsys Science Championship for “Annotation of Patient Notes for Clinical Decision-Making: An Approach for Transparent Integration of NLP in Healthcare”; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Saratoga hereby recognizes the importance of science and engineering and applauds Zeyneb Kaya’s achievements. WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this 19th day of March 2025. ________________________________ Belal Aftab, Mayor City of Saratoga 66 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:City Manager’s Department PREPARED BY:Britt Avrit, MMC, City Clerk SUBJECT: City Council Meeting Minutes RECOMMENDED ACTION: Review and Approve the Minutes for the March 5, 2025, City Council Meeting. BACKGROUND: Draft City Council Meeting Minutes are presented to the City Council for review 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. ATTACHMENT: Attachment A - Minutes for the March 5, 2025 City Council Meeting 67 Saratoga City Council Minutes ~ March 5, 2025 ~ Page 1 of 5 MINUTES WEDNESDAY, MARCH 5, 2025 SARATOGA CITY COUNCIL REGULAR MEETING At 5:00 p.m. the City Council held interviews for the Planning Commission. PAGE/FITZSIMMONS MOVED TO APPOINT ZAHEER HASSAN AND BADRINATH SRIDHARAN TO THE PLANNING COMMISSION FOR FULL-TERMS ENDING MARCH 31, 2029. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. At 6:00 p.m., the City Council held a Study Session to receive a report from the City’s design consultant on design concept options for the Village Sidewalk Expansion Pilot Program. Mayor Aftab invited public comment. The following individuals spoke at this time: Jill Hunter, Nick Miller, John Keller, Paul Hernandez, Jennifer, Clyde, Maetra, Glenda, Mahshid Maleki, Jackie, Roderick Mayor Aftab called the Regular Session to order at 7:05 p.m. ROLL CALL PRESENT: Mayor Belal Aftab, Vice Mayor Chuck Page, Council Members Kookie Fitzsimmons, Tina Walia, Yan Zhao ABSENT: None ALSO PRESENT: Matt Morley, 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 February 27, 2025. REPORT FROM STUDY SESSION Mayor Aftab stated the City Council held a Study Session at 6:00 p.m. to receive a report from the City’s design consultant on design concept options for the Village Sidewalk Expansion Pilot Program and provided a brief summary of the Study Session. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS; IN-PERSON ATTENDEES No one requested to speak. 68 Saratoga City Council Minutes ~ March 5, 2025 ~ Page 2 of 5 ANNOUNCEMENTS Mayor Aftab shared information about Let’s Work Saratoga, St. Paddy’s Day in the Village, SED Talks (Youth Commission), and the Community Iftar at Prospect Center. Vice Mayor Page shared information about Hanami Season at Hakone. CEREMONIAL ITEM Appointment of Traffic Safety Commissioner Recommended Action: Adopt the Resolution appointing Dory Albert to the Traffic Safety Commission and direct the City Clerk to administer the Oath of Office. RESOLUTION 25-004 ZHAO/WALIA MOVED TO ADOPT THE RESOLUTION APPOINTING DORY ALBERT TO THE TRAFFIC SAFETY COMMISSION AND DIRECT THE CITY CLERK TO ADMINISTER THE OATH OF OFFICE.MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. The City Clerk administered the Oath of Office. Proclamation, March 2025 Youth Arts Month Recommended Action: Declare March 2025 as Youth Arts Month. The City Council declared March 2025 as Youth Arts Month. No one requested to speak. 1. CONSENT CALENDAR Mayor Aftab invited public comment. The following individuals spoke at this time: JoJo Choi, Michael Burry Council Member Zhao requested Item 1.4 be pulled for separate discussion. Recommended Action: Approve the Minutes for the February 19, 2025, City Council Meeting. FITZSIMMONS/PAGE MOVED TO APPROVE THE MINUTES FOR THE FEBRUARY 19, 2025, CITY COUNCIL MEETING.MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 69 Saratoga City Council Minutes ~ March 5, 2025 ~ Page 3 of 5 1.2. Accounts Payable Check Registers Recommended Action: Review and accept the 02/12/2025 and 02/19/2025 accounts payable vendor payment check registers. FITZSIMMONS/PAGE MOVED TO REVIEW AND ACCEPT THE 02/12/2025 AND 02/19/2025 ACCOUNTS PAYABLE VENDOR PAYMENT CHECK REGISTERS. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 1.3. Treasurer’s Report for the Month Ended January 31, 2025 Recommended Action: Review and accept the Treasurer’s Report for the month ended January 31, 2025. FITZSIMMONS/PAGE MOVED TO REVIEW AND ACCEPT THE TREASURER’S REPORT FOR THE MONTH ENDED JANUARY 31, 2025.MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 1.4. Ordinance Amending Chapter 15 (Zoning Regulations) Articles 15-06, 15-12, 15-21, 15-29, 15-45, 15-46, 15-57, 15-65 and 15-80, and Adding Article 15-59 to the Saratoga City Code to Implement Policies of the 2023-2031 Housing Element Recommended Action: Waive reading and adopt the ordinance amending Chapter 15 (Zoning Regulations) Articles 15-06, 15-12, 15-21, 15-29, 15-45, 15-46, 15-57, 15-65 and 15-80, and Adding Article 15- 59 to the Saratoga City Code to Implement Policies of the 2023-2031 Housing Element. ORDINANCE 406 PAGE/AFTAB MOVED TO WAIVE READING AND ADOPT THE ORDINANCE AMENDING CHAPTER 15 (ZONING REGULATIONS) ARTICLES 15-06, 15-12, 15- 21, 15-29, 15-45, 15-46, 15-57, 15-65 AND 15-80, AND ADDING ARTICLE 15-59 TO THE SARATOGA CITY CODE TO IMPLEMENT POLICIES OF THE 2023-2031 HOUSING ELEMENT.MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, PAGE, AFTAB. NOES: ZHAO. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 2. PUBLIC HEARING 2.1. Introduce and waive first reading of an Ordinance Amending the Saratoga Municipal Code by adding Article 7-12 (Stormwater Pollution Control), deleting Sections 6-15.070, 6- 15.080, and 6-15.085, and amending Section 17-05.010. Recommended Action: Following the Public Hearing, introduce and waive the first reading of an ordinance adding Article 7-12 (Stormwater Pollution Control), deleting Sections 6-15.070, 6-15.080, and 6- 15.085, and amending Section 17-05.010 of the Saratoga Municipal Code to implement National Pollutant Discharge Elimination System requirements applicable in Saratoga. Mainini Cabute, Environmental Programs Manager, presented the staff report. 70 Saratoga City Council Minutes ~ March 5, 2025 ~ Page 4 of 5 Mayor Aftab invited public comment. No one requested to speak. ZHAO/PAGE MOVED TO INTRODUCE AND WAIVE THE FIRST READING OF AN ORDINANCE ADDING ARTICLE 7-12 (STORMWATER POLLUTION CONTROL), DELETING SECTIONS 6-15.070, 6-15.080, AND 6-15.085, AND AMENDING SECTION 17-05.010 OF THE SARATOGA MUNICIPAL CODE TO IMPLEMENT NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM REQUIREMENTS APPLICABLE IN SARATOGA.MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 3. GENERAL BUSINESS 3.1. Community Event and Street Closure Grant Program for Fiscal Year 2025/26 Recommended Action: Approve the proposed funding for Fiscal Year 2025/26 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 Event Grant funding allocation for Fiscal Year 2025/26. Leslie Arroyo, Assistant City Manager, presented the staff report. Mayor Aftab invited public comment. The following individuals spoke at this time: Meredith Lee, Jim Cargill, Jill Hunter, Glenda ZHAO/WALIA MOVED TO APPROVE THE PROPOSED FUNDING FOR FISCAL YEAR 2025/26 COMMUNITY EVENT AND STREET CLOSURE GRANT PROGRAM INCLUDING SECURED FUNDING RECIPIENTS AND ALLOCATIONS AS WELL AS TOTAL FUNDING AMOUNT, SECURED FUNDING RECIPIENT AND ALLOCATION FOR THE STREET CLOSURE GRANT PROGRAM, AND COMPETITIVE EVENT GRANT FUNDING ALLOCATION FOR FISCAL YEAR 2025/26.MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE. 3.2. Discussion of Housing Element Progress & Future Assessment of Housing Opportunities Recommended Action: Accept the Report and provide direction to staff. Cindy McCormick, Development Manager, presented the staff report. Mayor Aftab invited public comment. No one requested to speak. 71 Saratoga City Council Minutes ~ March 5, 2025 ~ Page 5 of 5 COUNCIL ASSIGNMENTS Council Member Yan Zhao Saratoga Ministerial Association – stated she attended the meeting with nothing to report. Council Member Kookie Fitzsimmons Nothing to report Council Member Tina Walia Cities Association of Santa Clara County Executive Meeting – stated she attended the meeting with nothing to report. Silicon Valley Clean Energy Authority Board of Directors – stated she attended the meeting with nothing to report. Santa Clara County Emergency Operational Area Council – stated the Council received presentations from the Office of Emergency Management and the Santa Clara County Fire Department related to 2025 Southern California wildfires; stated the current flu season is the worst in many years. Vice Mayor Chuck Page Hakone Foundation Board of Trustees – stated the Board discussed events at Hakone and the upcoming Hanami event. Mayor Belal Aftab West Valley Mayors and City Managers Association – stated the Association will focus on emergency preparedness for the upcoming year. CITY COUNCIL ITEMS None COUNCIL COMMUNICATIONS None CITY MANAGER’S REPORT None CITY ATTORNEY'S REPORT None ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS; VIRTUAL ATTENDEES The following individual spoke at this time: Glenda discussed single route fire zones. ADJOURNMENT Mayor Aftab adjourned the meeting at 8:19 p.m. Minutes respectfully submitted: Britt Avrit, City Clerk City of Saratoga 72 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:Administrative Services PREPARED BY:Isela Reyes, Accounting Technician SUBJECT: Accounts Payable Check Registers RECOMMENDED ACTION: Review and accept the 02/26/2025 and 03/05/2025 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 02/26/2025 Attachment B - Check Register Reports Dated 03/05/2025 REPORT SUMMARY: Attached are Check Registers for: Date Ending Check # Accounts Payable 02/26/2025 151559 151603 45 205,557.07 02/26/2025 02/19/2025 151558 Accounts Payable 03/05/2025 151604 151651 48 135,345.30 03/05/2025 02/26/2025 151603 Accounts Payable checks issued for $20,000 or greater: Date Check #Dept.Amount 02/26/2025 151570 De Novo Planning Group General Fund CDD Saratoga Vineyard Project 21,151.25 02/26/2025 151585 PG&E Various Funds Various Gas & Electric Services 25,413.76 02/26/2025 151587 Sanchez Electric Inc CIP Parks Project Fund PW Saratoga Library Bollard Light Replacement 24,968.80 02/26/2025 151600 Vista Landscape & Maintenance General Fund PW Big Basin Way Stone Wall Repair 23,200.00 03/05/2025 151618 Dinsmore Landscape Company Various Funds PW February 2025 Citywide Landscape Services 34,572.04 Accounts Payable checks voided during this time period: AP Date Check #Amount 02/21/2025 150092 Brad Haines Stale dated 15.00 02/25/2025 151327 Solectric Electrical Vendor lost check 925.00 03/04/2025 151137 Carpenters Local 2236 (Millman 262)Lost in the mail 260.00 Ending Check # Starting Check #Type of Checks Date StatusReason Issued to Issued to Prior Check Register Checks ReleasedTotal Checks Amount Fund Purpose Reissued Reissued Reissued 73 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 02/26/2025 CITY OF SARATOGA VENCHK11 TIME: 14:04:09 CHECK REGISTER - FUND TOTALS ACCOUNTING PERIOD: 8/25 FUND FUND TITLE AMOUNT 111 GENERAL FUND 143,560.36 233 SARAHILLS LIGHTING DIST 263.41 244 CUNNINGHAM/GLASGOW LND 9.59 251 MCCARTYSVILLE LANDSCAPE 19.20 252 PRIDES CROSSING LANDSCAPE 27.92 271 BEUACHAMPS L&L 65.12 272 BELLGROVE L&L 1,030.66 274 HORSESHOE DRIVE L&L 9.53 276 TOLLGATE L&L 36.16 411 CIP STREET PROJECTS FUND 8,788.32 412 CIP PARKS PROJECT FUND 26,847.40 435 ARPA/SLFRF FUND 2,440.31 612 WORKERS COMP FUND 82.00 622 IT SERVICES 2,720.13 623 VEHICLE & EQUIPMENT MAINT 4,123.14 624 BUILDING MAINTENANCE 10,863.53 713 WVCWP AGENCY FUND 4,670.29 TOTAL REPORT 205,557.07 74 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 02/26/2025 CITY OF SARATOGA VENCHK11 TIME: 14:03:27 CHECK REGISTER ACCOUNTING PERIOD: 8/25 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 151559 11111 02/26/25 1130 ABLE SEPTIC TANK SVC 64734 STORM DRAIN CLEANING 6,260.00 151559 11111 02/26/25 1130 ABLE SEPTIC TANK SVC 64734 STORM DRAIN CLEANING 920.00 151559 11111 02/26/25 1130 ABLE SEPTIC TANK SVC 64734 STORM DRAIN CLEANING 2,365.00 TOTAL CHECK 9,545.00 151560 11111 02/26/25 500 ANDRES MURILLO 66213 CONF MILEAGE REIMB 8.75 151560 11111 02/26/25 500 ANDRES MURILLO 66213 CONF MILEAGE REIMB 18.34 151560 11111 02/26/25 500 ANDRES MURILLO 66213 CONF MILEAGE REIMB 18.34 151560 11111 02/26/25 500 ANDRES MURILLO 66213 CONF MILEAGE REIMB 18.34 151560 11111 02/26/25 500 ANDRES MURILLO 66212 CONF PARKING REIMB 20.00 151560 11111 02/26/25 500 ANDRES MURILLO 66212 CONF PARKING REIMB 25.00 151560 11111 02/26/25 500 ANDRES MURILLO 66212 CONF PARKING REIMB 25.00 TOTAL CHECK 133.77 151561 11111 02/26/25 500 ANIRUDDAH THAKUR & PRABHA 43481 REF TRP25-0036 141.00 151562 11111 02/26/25 500 ANN XU 66213 CONF MILEAGE REIMB 8.47 151562 11111 02/26/25 500 ANN XU 66213 CONF MILEAGE REIMB 26.18 151562 11111 02/26/25 500 ANN XU 66213 CONF MILEAGE REIMB 21.56 151562 11111 02/26/25 500 ANN XU 66213 CONF MILEAGE REIMB 13.09 151562 11111 02/26/25 500 ANN XU 66212 CONF PARKING REIMB 7.00 151562 11111 02/26/25 500 ANN XU 66212 CONF PARKING REIMB 17.00 151562 11111 02/26/25 500 ANN XU 66212 CONF PARKING REIMB 25.00 TOTAL CHECK 118.30 151563 11111 02/26/25 953 ARC DOCUMENT SOLUTIONS, L 81161 VILLAGE IMPROVEMENTS 2,440.31 151564 11111 02/26/25 1137 BEAR ELECTRICAL SOLUTIONS 64534 JAN SL MAINTENANCE 3,940.00 151565 11111 02/26/25 188 CITY OF CAMPBELL 64311 WVCWP JUL-DEC 24 SVCS 3,929.86 151566 11111 02/26/25 1357 COMCAST 63213 COMCAST (PROSPECT) 108.22 151567 11111 02/26/25 1569 COMCAST 63213 COMCAST (PRIMARY) 561.67 151568 11111 02/26/25 991 COMCAST 63213 COMCAST (TV) 47.69 151569 11111 02/26/25 1369 COMCAST CORPORATION 63213 COMCAST (P2P) 720.36 151570 11111 02/26/25 1833 DE NOVO PLANNING GROUP 22119 DEP ENV24-0002 21,151.25 151571 11111 02/26/25 1688 ENVIRONMENTAL SCIENCE ASS 81141 PERMIT & CEQA SUPPORT 1,395.00 151572 11111 02/26/25 1655 EVANGELINE VILLARICO 66213 CONF MILEAGE REIMB 4.34 151572 11111 02/26/25 1655 EVANGELINE VILLARICO 66213 CONF MILEAGE REIMB 7.07 151572 11111 02/26/25 1655 EVANGELINE VILLARICO 66213 CONF MILEAGE REIMB 9.03 151572 11111 02/26/25 1655 EVANGELINE VILLARICO 66213 CONF MILEAGE REIMB 9.03 151572 11111 02/26/25 1655 EVANGELINE VILLARICO 66212 CONF PARKING REIMB 20.00 151572 11111 02/26/25 1655 EVANGELINE VILLARICO 66212 CONF PARKING REIMB 25.00 TOTAL CHECK 74.47 151573 11111 02/26/25 1834 FCS INTERNATIONAL, INC 22119 DEP ENV24-0001 4,989.20 151574 11111 02/26/25 1268 GIULIANI & KULL - SAN JOS 22119 DEP ULS22-0012 850.00 151574 11111 02/26/25 1268 GIULIANI & KULL - SAN JOS 22119 DEP ULS23-0010 510.00 151574 11111 02/26/25 1268 GIULIANI & KULL - SAN JOS 22119 DEP CPX24-0001 170.00 75 SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 02/26/2025 CITY OF SARATOGA VENCHK11 TIME: 14:03:27 CHECK REGISTER ACCOUNTING PERIOD: 8/25 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 151574 11111 02/26/25 1268 GIULIANI & KULL - SAN JOS 22119 DEP ULS22-0013 170.00 TOTAL CHECK 1,700.00 151575 11111 02/26/25 488 HOME DEPOT CREDIT SERVICE 64552 FIELD CONVERSIONS 441.28 151575 11111 02/26/25 488 HOME DEPOT CREDIT SERVICE 64221 VILLAGE REPAIRS 70.42 151575 11111 02/26/25 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 21.84 151575 11111 02/26/25 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 32.63 151575 11111 02/26/25 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 39.33 151575 11111 02/26/25 488 HOME DEPOT CREDIT SERVICE 61331 ROAD MAINT SUPPLIES 177.77 151575 11111 02/26/25 488 HOME DEPOT CREDIT SERVICE 61331 ROAD MAINT SUPPLIES 123.08 151575 11111 02/26/25 488 HOME DEPOT CREDIT SERVICE 61341 LANDSCAPE SUPPLIES 246.41 TOTAL CHECK 1,152.76 151576 11111 02/26/25 472 HT HARVEY & ASSOCIATES 81161 JAN MT EDEN STABILIZE 3,073.75 151577 11111 02/26/25 102 JOINT VENTURE SILICON VAL 62212 ANNUAL DUES FY24/25 5,000.00 151578 11111 02/26/25 500 LIQI ZOU 22113 DEP REF ATFTR22-0036 1,550.00 151579 11111 02/26/25 1875 MGT IMPACT SOLUTIONS, LLC 64152 FY24/25 SB CONSULTING 1,050.00 151580 11111 02/26/25 1324 READYREFRESH 62614 DRINKING WATER SVCS 120.84 151581 11111 02/26/25 1062 NI GOVERNMENT SERVICES, I 63211 01/25 AIRTIME 90.14 151582 11111 02/26/25 1745 ODP BUSINESS SOLUTIONS, L 61111 OFFICE SUPPLIES 16.78 151582 11111 02/26/25 1745 ODP BUSINESS SOLUTIONS, L 61111 OFFICE SUPPLIES 62.15 TOTAL CHECK 78.93 151583 11111 02/26/25 1 OFF OF SHERIFF-FISCAL SVC 64811 BOARD MTG SUPP LAW EN 474.00 151583 11111 02/26/25 1 OFF OF SHERIFF-FISCAL SVC 64811 FILM EVNT SUPP LAW EN 456.00 TOTAL CHECK 930.00 151584 11111 02/26/25 1087 OSCAR URVIZO TELLEZ/OSCAR 64544 BIG BASIN BRANCH RMVL 2,175.00 151584 11111 02/26/25 1087 OSCAR URVIZO TELLEZ/OSCAR 64544 CSP TREE MAINT 4,950.00 151584 11111 02/26/25 1087 OSCAR URVIZO TELLEZ/OSCAR 64544 BOHLMAN/NORTN TREE RM 3,975.00 TOTAL CHECK 11,100.00 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 BUILDINGS 13.07 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 TRAFFIC SIGNALS 988.36 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 CITYWIDE STREETLIGHTS 99.79 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 VILLAGE LIGHTING 2,901.38 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 BUILDINGS 10,729.62 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 TRAFFIC SIGNALS 1,320.70 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 CITYWIDE STREETLIGHTS 1,064.48 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 PARKS/OPEN SPACE 1,251.57 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 VILLAGE LIGHTING 4,487.73 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 AZULE LIGHTING 294.68 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 SARAHILLS LIGHTING 263.41 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 CUNNINGHAM/GLASCOW 9.59 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 MCCARTYSVILLE 19.20 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 PRIDES CROSSING 27.92 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 BEAUCHAMPS 65.12 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 BELLGROVE CIRCLE 1,030.66 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 HORSESHOE DR LNDSCAPE 9.53 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 QUITO LIGHTING 800.79 76 SUNGARD PUBLIC SECTOR PAGE NUMBER: 3 DATE: 02/26/2025 CITY OF SARATOGA VENCHK11 TIME: 14:03:27 CHECK REGISTER ACCOUNTING PERIOD: 8/25 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 151585 11111 02/26/25 173 PACIFIC GAS & ELECTRIC 63111 TOLLGATE 36.16 TOTAL CHECK 25,413.76 151586 11111 02/26/25 1686 SAFETY NETWORK TRAFFIC SI 81121 STREETS SUPPLIES 2,846.61 151587 11111 02/26/25 1039 SANCHEZ ELECTRIC, INC. 81161 SARATOGA LIBRARY LGHT 24,968.80 151588 11111 02/26/25 69 SASCC 68113 FY25 Q2 ADULT DAYCARE 6,359.32 151588 11111 02/26/25 69 SASCC 68112 FY25 Q2 SUPPORT GRANT 11,810.18 TOTAL CHECK 18,169.50 151589 11111 02/26/25 69 SASCC 68113 FY25 Q1 ADULT DAYCARE 6,359.32 151589 11111 02/26/25 69 SASCC 68112 FY25 Q1 SUPPORT GRANT 11,810.18 TOTAL CHECK 18,169.50 151590 11111 02/26/25 313 BAY AREA NEWS GROUP 61166 LL 0001436477 421.60 151591 11111 02/26/25 236 SOLECTRIC ELECTRICAL 64537 ENGINEERING SUPPORT 925.00 151592 11111 02/26/25 1690 SOUTHERN COUNTIES LUBRICA 61362 FUEL 4,123.14 151593 11111 02/26/25 1592 STATE FUND 67712 WVCWP WC FEB 2025-26 740.43 151594 11111 02/26/25 1246 STATEWIDE TRAFFIC SAFETY 81121 SAFETY MATERIALS 1,472.96 151595 11111 02/26/25 1261 THE FRUITGUYS 61192 EMPLOYEE WELLNESS 82.00 151596 11111 02/26/25 343 TMT ENTERPRISES INC 64552 CSP MIX 3,406.51 151596 11111 02/26/25 343 TMT ENTERPRISES INC 64552 CSP SANDY LOAM 751.70 TOTAL CHECK 4,158.21 151597 11111 02/26/25 595 UNITED RENTALS NORTHWEST 81161 HAKONE IMPS 814.44 151597 11111 02/26/25 595 UNITED RENTALS NORTHWEST 81161 HAKONE IMPS 519.44 151597 11111 02/26/25 595 UNITED RENTALS NORTHWEST 81161 HAKONE IMPS 544.72 TOTAL CHECK 1,878.60 151598 11111 02/26/25 1080 VALLEY RECYCLING 64549 TEMP FENCE 124.00 151599 11111 02/26/25 395 VERIZON WIRELESS 63212 ADMIN SERVICES 103.82 151599 11111 02/26/25 395 VERIZON WIRELESS 63212 BUILDING & INSPECTION 423.59 151599 11111 02/26/25 395 VERIZON WIRELESS 63212 BUILDING & INSPECTION 836.45 151599 11111 02/26/25 395 VERIZON WIRELESS 63212 CITY MANAGERS OFFICE 51.63 151599 11111 02/26/25 395 VERIZON WIRELESS 63212 CODE COMPLIANCE 423.58 151599 11111 02/26/25 395 VERIZON WIRELESS 63212 GENERAL ENGINEERING 183.80 151599 11111 02/26/25 395 VERIZON WIRELESS 63212 IT SERVICES 52.19 151599 11111 02/26/25 395 VERIZON WIRELESS 63212 PARKS 80.54 151599 11111 02/26/25 395 VERIZON WIRELESS 63212 STREETS 92.55 TOTAL CHECK 2,248.15 151600 11111 02/26/25 402 VISTA LANDSCAPE & MAINTEN 64221 BIG BASIN SEATWLL RPR 9,200.00 151600 11111 02/26/25 402 VISTA LANDSCAPE & MAINTEN 64221 BIG BASIN SEATWLL RPR 14,000.00 TOTAL CHECK 23,200.00 151601 11111 02/26/25 1835 KAI NING LU 66213 CONF MILEAGE REIMB 8.54 151601 11111 02/26/25 1835 KAI NING LU 66213 CONF MILEAGE REIMB 8.75 151601 11111 02/26/25 1835 KAI NING LU 66212 CONF PARKING REIMB 25.00 77 SUNGARD PUBLIC SECTOR PAGE NUMBER: 4 DATE: 02/26/2025 CITY OF SARATOGA VENCHK11 TIME: 14:03:27 CHECK REGISTER ACCOUNTING PERIOD: 8/25 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT TOTAL CHECK 42.29 151602 11111 02/26/25 1571 WORKTERRA 64163 FEB FLEX ADMIN FEES 200.00 151603 11111 02/26/25 696 ZAG TECHNICAL SERVICES, I 64315 IT SUPPORT SERVICES 1,230.00 TOTAL FUND 205,557.07 TOTAL REPORT 205,557.07 78 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 03/05/2025 CITY OF SARATOGA VENCHK11 TIME: 12:36:40 CHECK REGISTER - FUND TOTALS ACCOUNTING PERIOD: 9/25 FUND FUND TITLE AMOUNT 111 GENERAL FUND 88,235.23 241 ARROYO DE SARATOGA LNDSCP 162.31 242 BONNET WAY LANDSCAPE 216.41 243 CARNELIAN GLEN LANDSCAPE 216.41 244 CUNNINGHAM/GLASGOW LND 108.22 245 FREDERICKSBURG LANDSCAPE 162.31 246 GREENBRIAR LANDSCAPE 535.34 247 KERWIN RANCH LANDSCAPE 865.65 248 LEUTAR COURT LANDSCAPE 162.31 249 MANOR DRIVE LANDSCAPE 162.31 251 MCCARTYSVILLE LANDSCAPE 324.62 252 PRIDES CROSSING LANDSCAPE 324.62 253 SARATOGA LEGEND LANDSCAPE 270.52 254 SUNLAND PARK LANDSCAPE 865.65 255 TRICIA WOODS LANDSCAPE 162.31 256 ALLENDALE LANDSCAPE 108.21 257 COVINA LANDSCAPING DIST 1,091.15 271 BEUACHAMPS L&L 432.83 272 BELLGROVE L&L 3,246.20 273 GATEWAY L&L 216.41 274 HORSESHOE DRIVE L&L 216.41 276 TOLLGATE L&L 54.10 278 WESTBROOK L&L 162.31 279 BROOKVIEW L&L 1,216.41 292 PARAMOUNT COURT SWD 324.62 411 CIP STREET PROJECTS FUND 12,840.99 412 CIP PARKS PROJECT FUND 225.00 414 CIP ADMIN PROJECTS FUND 104.76 435 ARPA/SLFRF FUND 2,628.75 611 LIABILITY /RISK MGMT FUND 1,225.08 612 WORKERS COMP FUND 82.00 621 OFFICE SUPPORT 289.48 622 IT SERVICES 4,003.06 623 VEHICLE & EQUIPMENT MAINT 230.00 624 BUILDING MAINTENANCE 12,973.31 713 WVCWP AGENCY FUND 900.00 TOTAL REPORT 135,345.30 79 SUNGARD PUBLIC SECTOR PAGE NUMBER: 1 DATE: 03/05/2025 CITY OF SARATOGA VENCHK11 TIME: 12:34:50 CHECK REGISTER ACCOUNTING PERIOD: 9/25 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 151604 11111 03/05/25 234 A T & T 63211 QUITO IRR MODEM LINE 31.76 151604 11111 03/05/25 234 A T & T 63211 TITUS/PRSPECT MED-IRR 32.29 151604 11111 03/05/25 234 A T & T 63211 PRSPCT RD GRACE BLDG 62.24 151604 11111 03/05/25 234 A T & T 63211 HISTORICAL PARK IRR 32.29 151604 11111 03/05/25 234 A T & T 63211 SUPERTRUNK 431.25 151604 11111 03/05/25 234 A T & T 63211 BIG BASIN WAY IRR 32.29 TOTAL CHECK 622.12 151605 11111 03/05/25 1130 ABLE SEPTIC TANK SVC 81161 CANYON VIEW SD REPAIR 5,475.59 151606 11111 03/05/25 1880 AFSCME DISTRICT COUNCIL 5 21261 AFSCME JAN-MAR DUES 5,348.50 151607 11111 03/05/25 500 ANN FORBES-CANNON 22111 DEP REF ARB20-0002 429.38 151608 11111 03/05/25 1187 ASSOCIATED SERVICES COMPA 61133 FACILITIES SUPPLIES 612.54 151609 11111 03/05/25 552 CA DEPARTMENT OF JUSTICE 64138 JAN FINGERPRINT SVCS 128.00 151609 11111 03/05/25 552 CA DEPARTMENT OF JUSTICE 64161 JAN FINGERPRINT SVCS 32.00 TOTAL CHECK 160.00 151610 11111 03/05/25 1536 CALIFORNIA SPORT DESIGN 61313 EMPLOYEE JACKETS 112.28 151610 11111 03/05/25 1536 CALIFORNIA SPORT DESIGN 61313 EMPLOYEE JACKETS 605.64 151610 11111 03/05/25 1536 CALIFORNIA SPORT DESIGN 61313 EMPLOYEE JACKETS 331.75 151610 11111 03/05/25 1536 CALIFORNIA SPORT DESIGN 61313 EMPLOYEE SHIRTS 113.49 151610 11111 03/05/25 1536 CALIFORNIA SPORT DESIGN 61313 EMPLOYEE JACKETS 824.02 151610 11111 03/05/25 1536 CALIFORNIA SPORT DESIGN 61313 EMPLOYEE SHIRTS 70.39 151610 11111 03/05/25 1536 CALIFORNIA SPORT DESIGN 61313 EMPLOYEE SHIRTS 110.47 151610 11111 03/05/25 1536 CALIFORNIA SPORT DESIGN 61313 EMPLOYEE SHIRTS 58.91 151610 11111 03/05/25 1536 CALIFORNIA SPORT DESIGN 61313 EMPLOYEE SHIRTS 290.35 TOTAL CHECK 2,517.30 151611 11111 03/05/25 511 CATHOLIC CHARITIES OF SC 68351 OMBUDSMAN GRANT 24/25 5,000.00 151612 11111 03/05/25 179 CIM AIR, INC 64514 HVAC PM SERVICES 995.00 151612 11111 03/05/25 179 CIM AIR, INC 64514 HVAC SERVICES 995.00 151612 11111 03/05/25 179 CIM AIR, INC 64514 HVAC REPAIRS 998.00 TOTAL CHECK 2,988.00 151613 11111 03/05/25 1369 COMCAST CORPORATION 63213 COMCAST (P2P) 720.36 151614 11111 03/05/25 1152 CORODATA RECORDS MANAGEME 62631 JAN RECORDS STORAGE 289.48 151615 11111 03/05/25 250 COTTON SHIRES AND ASSOCIA 81161 VILLAGE GEOTECH SVCS 6,179.70 151616 11111 03/05/25 342 DATA TICKET INC 62481 JAN 2025 CITATIONS 111.16 151617 1717 DINSMORE LANDSCAPE COMPAN VOID: MULTI STUB CHECK 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64543 FEB MEDIAN LOCATIONS 8,169.61 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB ALLNDALE/HARLEIGH 108.21 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB ARROYO DE SARA 162.31 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB BEAUCHAMPS 432.83 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB BONNET WAY 216.41 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB BROOKVW/BROOKGLEN 216.41 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB CARNELIAN WAY 216.41 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB COVINA 324.62 80 SUNGARD PUBLIC SECTOR PAGE NUMBER: 2 DATE: 03/05/2025 CITY OF SARATOGA VENCHK11 TIME: 12:34:50 CHECK REGISTER ACCOUNTING PERIOD: 9/25 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB CUNNIGHAM/GLASCOW 108.22 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB FREDRICKSBURG 162.31 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB GATEWAY 216.41 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB GREENBRIAR 108.21 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB HORSESHOE DR 216.41 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB KERWIN RANCH 865.65 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB LEUTAR CT 162.31 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB MANOR DR 162.31 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB MCCARTYSVILLE 324.62 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB PARAMOUNT 324.62 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB PRIDES CROSSING 324.62 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB SARATOGA LEGENDS 270.52 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB SUNLAND PARK 865.65 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB TOLLGATE 54.10 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB TRICIA WOODS 162.31 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB WESTBROOK 162.31 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64541 FEB PARKS LANDSCAPE 12,660.18 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64221 FEB DOWNTOWN LNDSCAPE 2,705.17 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64547 FEB BELLGROVE LNDSCAP 3,246.20 151618 11111 03/05/25 1717 DINSMORE LANDSCAPE COMPAN 64555 FEB TRAILS LANDSCAPE 1,623.10 TOTAL CHECK 34,572.04 151619 11111 03/05/25 421 EWING IRRIGATION 64549 BROOKVIEW SUPPLIES 1,000.00 151619 11111 03/05/25 421 EWING IRRIGATION 64549 COVINA SUPPLIES 766.53 151619 11111 03/05/25 421 EWING IRRIGATION 61341 LANDSCAPE SUPPLIES 218.74 151619 11111 03/05/25 421 EWING IRRIGATION 64549 LANDSCAPE RPR SUPPLS 83.99 151619 11111 03/05/25 421 EWING IRRIGATION 64549 LANDSCAPE RPR SUPPLS 343.14 151619 11111 03/05/25 421 EWING IRRIGATION 64543 LANDSCAPE SUPPLIES 587.29 TOTAL CHECK 2,999.69 151620 11111 03/05/25 500 FUSE SERVICE INC 43471 REF PERMIT 24-2644 103.21 151620 11111 03/05/25 500 FUSE SERVICE INC 43471 REF PERMIT 24-2644 80.00 151620 11111 03/05/25 500 FUSE SERVICE INC 43471 REF PERMIT 24-2644 14.16 151620 11111 03/05/25 500 FUSE SERVICE INC 41412 REF PERMIT 24-2644 32.34 151620 11111 03/05/25 500 FUSE SERVICE INC 43117 REF PERMIT 24-2644 17.46 151620 11111 03/05/25 500 FUSE SERVICE INC 43471 REF PERMIT 24-2644 18.26 TOTAL CHECK 265.43 151621 11111 03/05/25 454 GACHINA LANDSCAPE MANAGEM 64552 CSP FENCE 2,698.00 151622 11111 03/05/25 488 HOME DEPOT CREDIT SERVICE 61331 ROAD MAINT SUPPLIES 172.77 151622 11111 03/05/25 488 HOME DEPOT CREDIT SERVICE 61331 ROAD MAINT SUPPLIES 113.65 151622 11111 03/05/25 488 HOME DEPOT CREDIT SERVICE 61331 ROAD MAINT SUPPLIES 84.24 TOTAL CHECK 370.66 151623 11111 03/05/25 1123 IMPERIAL SPRINKLER SUPPLY 61341 LANDSCAPE SUPPLIES 936.19 151624 11111 03/05/25 63 INTERSTATE TRAFFIC CONTRO 81121 ROADWAY IMPRVMT SUPPL 191.95 151624 11111 03/05/25 63 INTERSTATE TRAFFIC CONTRO 81121 ROADWAY IMPVMTS SUPPL 218.75 TOTAL CHECK 410.70 151625 11111 03/05/25 674 JB TROPHIES 61141 CAST BRONZE PLAQUES 531.34 151626 11111 03/05/25 132 KEN FUSON PEST MANAGEMENT 64545 CSP/GARDINER PK PEST 250.00 151626 11111 03/05/25 132 KEN FUSON PEST MANAGEMENT 64545 EL QUITO PEST MGMT 750.00 151626 11111 03/05/25 132 KEN FUSON PEST MANAGEMENT 64545 WHH PEST MANAGEMENT 200.00 81 SUNGARD PUBLIC SECTOR PAGE NUMBER: 3 DATE: 03/05/2025 CITY OF SARATOGA VENCHK11 TIME: 12:34:50 CHECK REGISTER ACCOUNTING PERIOD: 9/25 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT TOTAL CHECK 1,200.00 151627 11111 03/05/25 500 KEVIN HUEY 22111 DEP REF ATFTR23-0020 1,299.50 151628 11111 03/05/25 178 LEAGUE OF CALIFORNIA CITI 62211 2025 PEN DIV MEM DUES 500.00 151629 11111 03/05/25 500 LOANN NGUYEN 22111 DEP REF SUB22-0001 6,417.88 151630 11111 03/05/25 1861 LOUDEDGE, INC 81161 PUBLIC SAFETY SIGNS 775.00 151631 11111 03/05/25 1546 LYNX TECHNOLOGIES, INC. 64745 WVCWP JAN/FEB GIS SVC 900.00 151632 11111 03/05/25 499 CARPENTERS LOCAL 2236 (MI 21262 DED:3000 DUES 260.00 151632 11111 03/05/25 499 CARPENTERS LOCAL 2236 (MI 21262 DED:3000 DUES 260.00 TOTAL CHECK 520.00 151633 11111 03/05/25 1572 NBBM SERVICES, INC 64511 JANITORIAL SERVICES 1,590.00 151633 11111 03/05/25 1572 NBBM SERVICES, INC 64511 JANITORIAL SERVICES 1,740.00 151633 11111 03/05/25 1572 NBBM SERVICES, INC 64511 JANITORIAL SERVICES 1,590.00 151633 11111 03/05/25 1572 NBBM SERVICES, INC 64511 JANITORIAL SERVICES 1,440.00 151633 11111 03/05/25 1572 NBBM SERVICES, INC 64551 MAR WKND PK RESTROOMS 4,239.83 151633 11111 03/05/25 1572 NBBM SERVICES, INC 64511 JANITORIAL SERVICES 1,800.00 TOTAL CHECK 12,399.83 151634 11111 03/05/25 500 NICOLAS BOCK 81161 REF RTPP24-0101 225.00 151635 11111 03/05/25 1732 NWESTCO LLC 62144 FEB UST INSPECT 230.00 151636 11111 03/05/25 1745 ODP BUSINESS SOLUTIONS, L 61111 OFFICE SUPPLIES 123.99 151636 11111 03/05/25 1745 ODP BUSINESS SOLUTIONS, L 61111 OFFICE SUPPLIES 47.35 151636 11111 03/05/25 1745 ODP BUSINESS SOLUTIONS, L 61111 OFFICE SUPPLIES 16.09 151636 11111 03/05/25 1745 ODP BUSINESS SOLUTIONS, L 61111 OFFICE SUPPLIES 44.84 151636 11111 03/05/25 1745 ODP BUSINESS SOLUTIONS, L 61111 OFFICE SUPPLIES 14.24 151636 11111 03/05/25 1745 ODP BUSINESS SOLUTIONS, L 61111 OFFICE SUPPLIES 78.17 151636 11111 03/05/25 1745 ODP BUSINESS SOLUTIONS, L 61111 OFFICE SUPPLIES 30.46 TOTAL CHECK 355.14 151637 11111 03/05/25 173 PACIFIC GAS & ELECTRIC 63111 LIB/LANDSCAPE LIGHTS 8,973.37 151637 11111 03/05/25 173 PACIFIC GAS & ELECTRIC 63111 CITYWIDE STREETLIGHTS 29.72 151637 11111 03/05/25 173 PACIFIC GAS & ELECTRIC 63111 BUILDINGS (MUSEUM) 189.31 151637 11111 03/05/25 173 PACIFIC GAS & ELECTRIC 63111 MONTE VISTA DRIVE 45.16 151637 11111 03/05/25 173 PACIFIC GAS & ELECTRIC 63111 BUILDINGS 339.51 151637 11111 03/05/25 173 PACIFIC GAS & ELECTRIC 63111 PARKS/OPEN SPACE 44.41 151637 11111 03/05/25 173 PACIFIC GAS & ELECTRIC 63111 VILLAGE LIGHTING 557.38 TOTAL CHECK 10,178.86 151638 11111 03/05/25 55 ROSS RECREATION EQUIPMENT 61348 CS PARK EQUIPMENT 12,580.07 151639 11111 03/05/25 1754 SANDIS CIVIL ENGINEERS SU 81142 STORM DRAIN MASTERPLN 2,628.75 151640 11111 03/05/25 98 SARATOGA CHAMBER OF COMME 68131 Q2 FY25 10/1-12/31/24 4,925.50 151641 11111 03/05/25 111 SARATOGA HISTORICAL FOUND 63211 FEB FIRE ALARM REIMB 190.46 151642 11111 03/05/25 248 STATE OF CA FRANCHISE TAX 21252 DED:2011 FTB W/H 245.00 82 SUNGARD PUBLIC SECTOR PAGE NUMBER: 4 DATE: 03/05/2025 CITY OF SARATOGA VENCHK11 TIME: 12:34:50 CHECK REGISTER ACCOUNTING PERIOD: 9/25 FUND - 009 - DISBURSEMENT FUND CHECK NUMBER CASH ACCT DATE ISSUED --------------VENDOR-------------- ACCT -------DESCRIPTION------- AMOUNT 151643 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43117 REF PERMIT 24-0032 17.46 151643 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 41412 REF PERMIT 24-0032 32.34 151643 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0032 18.26 151643 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0032 14.17 151643 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0032 206.40 151643 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0032 80.00 TOTAL CHECK 368.63 151644 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0311 80.00 151644 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0311 206.40 151644 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0311 18.26 151644 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 41412 REF PERMIT 24-0311 32.34 151644 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0311 14.17 151644 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43117 REF PERMIT 24-0311 17.46 TOTAL CHECK 368.63 151645 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0424 14.17 151645 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43117 REF PERMIT 24-0424 17.46 151645 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 41412 REF PERMIT 24-0424 32.34 151645 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0424 18.26 151645 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0424 206.40 151645 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0424 80.00 TOTAL CHECK 368.63 151646 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0492 80.00 151646 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0492 309.60 151646 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0492 18.26 151646 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 41412 REF PERMIT 24-0492 32.34 151646 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-0492 14.17 151646 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43117 REF PERMIT 24-0492 17.46 TOTAL CHECK 471.83 151647 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43117 REF PERMIT 24-1034 17.46 151647 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-1034 18.26 151647 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 41412 REF PERMIT 24-1034 32.34 151647 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-1034 14.17 151647 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-1034 206.40 151647 11111 03/05/25 500 SUNRUN INSTALLATIONS SERV 43471 REF PERMIT 24-1034 80.00 TOTAL CHECK 368.63 151648 11111 03/05/25 1261 THE FRUITGUYS 61192 EMPLOYEE WELLNESS 82.00 151649 11111 03/05/25 1080 VALLEY RECYCLING 62419 WILDWOOD PK TEMP RR 1,225.08 151650 11111 03/05/25 1678 WILINE NETWORKS INC. 63213 549220 MAR SERVICES 2,304.70 151651 11111 03/05/25 696 ZAG TECHNICAL SERVICES, I 64312 FEB IT SUPPORT SVCS 978.00 TOTAL FUND 135,345.30 TOTAL REPORT 135,345.30 83 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:Community Development Department PREPARED BY:Bryan Swanson, Community Development Director SUBJECT: Memorandum of Understanding with the Cities of Cupertino, Monte Sereno, Saratoga and the Town of Los Gatos to Formalize the Collaborative Efforts to Conduct a West Valley Shelter Feasibility Study for the Possible Development of Temporary and Emergency Housing Facilities and Programs to Service the West Valley Area RECOMMENDED ACTION: Authorize the City Manager to execute the Memorandum of Understanding with the Cities of Cupertino, Monte Sereno, Saratoga and the Town of Los Gatos to formalize collaborative efforts to conduct a feasibility study related to potential temporary and emergency housing facilities in the West Valley Area. BACKGROUND: On July 2, 2024, the Campbell City Council approved an allocation of American Rescue Plan Act (ARPA) funds for a variety of housing programs, including preparation of a West Valley Shelter feasibility study. The City of Campbell has entered into a contract with Good City, Co. in the amount of $99,000 for the completion of the West Valley Shelter Feasibility Study and is taking on the lead role for the preparation of the study which will serve the five West Valley cities, encompassing the cities of Campbell, Cupertino, Monte Sereno, Saratoga and the Town of Los Gatos. As the study will address and benefit all five jurisdictions, the draft Memorandum of Understanding (MOU) has been prepared to outline the roles, responsibilities and expectations of each jurisdiction in relation to the feasibility study and next steps. DISCUSSION: Campbell staff drafted the MOU in consultation with the other West Valley cities staff to memorialize the partnership agreement. The MOU outlines a collaborative process between the City and the four other jurisdictions in the preparation of the West Valley Shelter feasibility study. Campbell will lead the overall management on preparing the feasibility study, manage the consultant contract and provide project oversight. The responsibilities of the Cities of Cupertino, Monte Sereno, Saratoga and Town of Los Gatos as partner organizations include: • Assist in data collection and needs assessment, particularly with regard to the target population as requested by the Consultant. 84 • Participate in stakeholder engagement and community outreach efforts as needed. • Help identify potential funding sources and grant opportunities, if needed, to support the feasibility study and any further implementation actions. • Review and provide input on the Needs Analysis and the Feasibility study reports. • Receive and review the final feasibility report and recommendations before the respective City or Town Council. The benefits of the joint effort pursuant to the proposed MOU include: • Shared ownership of the final report and any associated findings, data or documents generated by the feasibility study. • A coordinated effort to determine how the results will be distributed and used, including any publication, presentations or applications for funding. • Coordinated, but continued adherence to each agency’s approval procedures (i.e., approvals by the respective City Councils). ATTACHMENTS: Attachment A - Good City’s Scope of Services for Shelter Feasibility Study (Campbell contract) Attachment B - Draft Memorandum of Understanding 85 -15- Exhibit A Scope of Services Good City Company will provide consulting services to develop a study to analyze the feasibility of constructing shelter, temporary or emergency housing, or similar facility to support the unhoused population of the West Valley Area (Campbell, Cupertino, Los Gatos, Monte Sereno and Saratoga). Good City Company will perform the following tasks: 1. Project Management: Nicholas Hamilton, Public Policy Lead, will be the project manager. As the project manager, Nick will serve as the primary point of contact and will facilitate the development of a workplan, meeting agendas and facilitation, and coordinating all aspects of the development of the feasibility study. Vera Gil, Housing Specialist, will serve as an associate project manager. Nick and Vera will work closely together to plan and execute all analysis and recommendations throughout the development of the feasibility study. Aaron Aknin, Principal, will be the principal in charge for this engagement. Micaela Hellman- Tincher, Housing Specialist, will provide targeted support at key junctures of the project. Noa Kornbluh, Economic Development Associate, may provide additional support as needed. Good City will develop a detailed project timeline with key milestones for the overall process and incorporate the Consultant schedule and tasks into the overall timeline. Nick will also work with staff to identify competing priorities (other policy initiatives, large development projects, etc.) occurring during the same period to determine a realistic completion timeline. Good City will also create and maintain a shared project management dashboard to organize key dates, tasks, and information in an easy to access online format. Deliverables: Written timeline, project dashboard. 2. Needs Analysis: Evaluating the existing unhoused population within the West Valley area as a whole to understand any unique demographic and service needs of the population. Specific actions will include: a. Conducting a focus group among service providers with expertise in unhoused population of the West Valley (one). b. Structured interviews to explore specific topics (two to three). 86 -16- c.As part of its data gathering, Good City will request that the CoC data team provide Supportive Housing System Data Request Reports for the five West Valley cities. If, after reviewing these Reports, Campbell and Good City Company determine that they need additional data, they will request a meeting, and meet, with the COC data team to review their request. d.Review relevant Housing Element program Implementation Actions. Deliverables: Needs Analysis report. An initial draft for staff review, and final (public review) drafts will be prepared. 3.Feasibility Study: Good City will analyze and prepare recommendations concerning developing feasible temporary or emergency housing facilities and services to best serve the needs of the unhoused population. This work will include: a.Evaluation of different types of facilities or services that could be established in the West Valley to service the unhoused, such as a new shelter or the use of an existing building as a shelter, using a network of hotel rooms to provide temporary housing, safe RV / Car park or sanctioned camping locations, or “tiny home” locations. Outreach to jurisdictions with recent experience will be conducted. b.Identification of service providers who could support the management of these facilities. c.Identification of expected initial development and ongoing (annual) management costs. d.Good City welcomes the opportunity to engage with LeSar Development Consultants to incorporate their insights and feedback at key junctures in the project. Deliverables: Feasibility Study. An initial draft for staff review, Screen check, and final (public review) drafts will be prepared. The needs analysis will be included as an appendix to the feasibility study. 4.Project Meetings: Organize and facilitate bi-weekly check-in meetings to ensure clear communication among the City and Good City, share progress, seek input at key junctures of the project, and address issues promptly. Meet at key points in the project with County OSH staff. If desired, the project team can also meet with other jurisdictions of the West Valley group at key junctures throughout the project. 87 -17- Deliverables: Meeting agendas and summaries of action items. 5. Public Meetings and Associated Materials: Good City will also support the City in stakeholder, community meetings, public hearings, and other events as necessary (in person or virtually). The proposal assumes up to two public meetings. Deliverables: Written staff reports, related attachments, and presentations for Boards, Planning Commission, and City Council. This proposal assumes materials associated with two public meetings. Responsibilities for City Staff and Good City Team: 1. Good City Responsibilities: a. Lead project management, including planning, execution, and reporting. b. Conduct research, analysis, and key stakeholder engagement efforts. c. Prepare and present deliverables such as reports, and presentations; this includes presenting analysis and recommendations at Planning Commission and City Council meetings. d. Coordinate with City staff to ensure alignment with the City's goals. 2. City Staff Responsibilities a. Participate in biweekly virtual meetings to provide input and feedback on project progress. b. Assist in acquiring relevant data and reports from stakeholder groups. c. Facilitate community engagement efforts by coordinating with local stakeholders, leading the development and implementation of any community workshops and announcements. d. Review and approve deliverables including draft reports and public meeting materials in a timely manner. 88 -18- Fee Schedule The total estimate is $99,000, inclusive of a 10% contingency. The estimate is based on 2024 billing rates, which are subject to change on January 1st of each year. Rates for 2025 have not been set. This estimate assumes a 5% increase in rates for 2025 when calculating the hours and fees beginning January 1, 2025. However, specific rates will be circulated before January 1, 2025. A contingency is also included in case unexpected tasks are necessary. An approximate breakdown by team member, role, rate, hours, and estimated feed is provided in the table below. If a particular team member's time is not required for this project, another Good City team member may use the allocated hours instead. Timeline Team Member Role Hourly Rate Total Hours Estimated Fees Aaron Aknin Principal in Charge $260 30 $8,500 Nicholas Hamilton Project Manager $170 210 $38,000 Vera Gil Associate Project Manager $170 205 $36,500 Micaela Hellman- Tincher Housing Specialist $170 25 $ 4,500 Noa Kornbluh Economic Development Associate $140 15 $ 2,500 Subtotal $ 90,000 Contingency (~10%) $ 9,000 Total $ 99,000 Task No v 20 2 4 De c Ja n 20 2 5 Fe b Ma r Ap r Ma y Ju n Ju l Au g 1 Project Management Kickoff 2 Needs Analysis Draft Final 3 Feasibility Study Draft Screen Check Final 4 Project Meetings 5 Public Meetings Study Session 89 MEMORANDUM OF UNDERSTANDING BETWEEN City of Campbell 70 N. First Street Campbell, CA 95008 AND City of Cupertino 10300 Torre Avenue Cupertino, CA 95014 City of Monte Sereno 18041 Saratoga-Los Gatos Road Monte Sereno, CA 95030 City of Saratoga 13777 Fruitdale Avenue Saratoga, CA 95070 Town of Los Gatos 110 E. Main Street Los Gatos, CA 95030 1. Purpose The purpose of this Memorandum of Understanding (MOU), effective as of the date of the last signer hereto,is to formalize the collaborative efforts between five parties, the Cities of Campbell, Cupertino, Saratoga, Monte Sereno, and the Town of Los Gatos (individually “party” and together “parties”) to conduct a feasibility study (“feasibility study”) for the possible development of temporary and emergency housing facilities and programs to service the unhoused population within the five jurisdictions. Collectively the five jurisdictions encompass the West Valley area (“West Valley Area”) of the County of Santa Clara. The City of Campbell has funded and executed an agreement with a consultant, Good City Co., to evaluate the feasibility of establishing temporary and emergency shelter services in the West Valley Area to serve the five parties. This MOU outlines the roles, responsibilities, and expectations of each party in relation to the feasibility study and next steps. Accordingly, the parties agree as follows: 2. Scope of the Feasibility Study The feasibility study will include the following components: Needs Assessment:Evaluating the existing unhoused population within the West Valley area as a whole to understand any unique demographic and service needs. Stakeholder Engagement:Gathering input from community members, local government, and other key stakeholders concerning unhoused service needs. Feasibility Study:Analysis and recommendations concerning feasible temporary or emergency housing facilities and services that can be provided in the West Valley area to serve the needs of the unhoused population. This will include an evaluation of the 90 initial and ongoing costs and capacity to support different housing facilities but not provide any site specific analysis for a new facility. 3. Roles and Responsibilities City of Campbell (Lead Organization): Lead the overall management on preparing the feasibility study. Manage the Consultant contract with Good City, Co. Provide project oversight, including the scheduling of meetings and deadlines. Collect data regarding the needs for shelter services in the community as requested by the Consultant. Provide funding or resources, as applicable, to support the study. Receive and review the final feasibility report and recommendations before the City Council. City of Cupertino, Monte Sereno, Saratoga and Town of Los Gatos (Partner Organizations): Assist in data collection and needs assessment, particularly with regard to the target population as requested by the Consultant. Participate in stakeholder engagement and community outreach efforts as needed. Help identify potential funding sources and grant opportunities, if needed, to support the feasibility study and any further implementation actions. Review and provide input on the Needs Analysis and the Feasibility study reports. Receive and review the final feasibility report and recommendations before the respective City or Town Council. 4. Timeline The feasibility study by Good City, Co. will begin in November 2024 and is expected to be completed by August 2025. 5. Funding and Resource Allocation The City of Campbell will be responsible for funding the $99,000 associated with the estimated cost of the feasibility study. In the case that additional funding is required to complete the feasibility study, all parties will negotiate in good faith with shared responsibility to secure the necessary financial resources. 6. Confidentiality All parties agree to maintain confidentiality regarding any sensitive or proprietary information exchanged during the course of this collaboration. Information gathered during the feasibility study will only be shared with relevant stakeholders, and only as required to complete the study. All parties also acknowledge that they are subject to the California Public Records Act (CPRA). Should a request come in that might call for confidential information related to this MOU, the party receiving the request will give prompt notice to the other parties if any documents are to be released. 7. Ownership of Study Results 91 The final report and any associated findings, data, or documents generated from the feasibility study will be jointly owned by the City of Campbell and the Cities of Cupertino, Monte Sereno, Saratoga and Town of Los Gatos. All parties agree to work together to determine how the results will be distributed and used, including any publication, presentations, or applications for funding. 9. Modification of the MOU This MOU may be amended or modified only by mutual written consent of the parties. Any modifications will be documented and signed by authorized representatives of the organizations. 10. Termination Any party may terminate this MOU with thirty (30) days written notice to the other parties. In the event of termination, the parties will agree on the disposition of any materials, data, or funding associated with the feasibility study. 11. Indemnification and Insurance The parties agree that all losses or liabilities incurred by a party shall not be shared pro rata pursuant to Government Code Section 895.6 but, instead, the parties agree that, pursuant to Government Code Section 895.4, to the fullest extent permitted by law, each of the parties hereto shall fully indemnify and hold each of the other parties, their officers, board members, employees, and agents, harmless from any claim, expense or cost, damage or liability imposed for injury (as defined in Government Code Section 810.8) occurring by reason of the negligent acts or omissions or willful misconduct of the indemnifying party, its officers, employees or agents, under or in connection with or arising out of any work, authority or jurisdiction delegated to such party under this MOU. No party, nor any officer, board member or agent thereof shall be responsible for any damage or liability occurring by reason of the negligent acts or omissions or willful misconduct of the other parties hereto, their officers, board members, employees, or agents, under or in connection with or arising out of any work authority or jurisdiction delegated to such other Parties under this MOU. These indemnity obligations shall survive the termination of this MOU. In addition, each party will maintain insurance with the following minimum limits or a self-insured retention of the same: COMMERCIAL GENERAL LIABILITY (CGL): $1,000,000 PER OCCURRENCE; $2,000,000 AGGREGATE. AUTOMOBILE LIABILITY: $1,000,000. WORKERS’ COMPENSATION AS REQUIRED BY THE STATE OF CALIFORNIA,WITH STATUTORY LIMITS,AND EMPLOYER’S LIABILITY INSURANCE: $1,000,000 per accident for bodily injury or disease. 12. Additional Terms Notices under this MOU shall be by US Mail, and concurrently via email, to the head of the department of Planning, or equivalent, for each of the parties and are considered delivered when the email is sent (unless returned undeliverable). This MOU expresses the intent of the parties to collaborate on the issues contained herein and represents the entire understanding of the parties on such matters. Except as the other party may specify in writing, a party shall have no authority, express or implied, to act on behalf of the other party in any capacity whatsoever as an 92 agent. This MOU shall not be assigned without first obtaining the express written consent of the other parties. All activities of the Parties with respect to this MOU will be carried out in compliance with all applicable federal, state, and local laws and regulations. The unenforceability, invalidity or illegality of any provisions of this MOU shall not render the other provisions unenforceable, invalid or illegal. 13. Signatures By signing below, the undersigned and authorized representatives of the five parties acknowledge their agreement to the terms of this MOU. City of Campbell: Name: ___________________________ Title: ____________________________ Signature: ________________________ Date: ____________________________ City of Cupertino: Name: ___________________________ Title: ____________________________ Signature: ________________________ Date: ____________________________ City of Saratoga Name: ___________________________ Title: ____________________________ Signature: ________________________ Date: ____________________________ [Continued on the following page.] City of Monte Sereno: Name: ___________________________ 93 Title: ____________________________ Signature: ________________________ Date: ____________________________ Town of Los Gatos: Name: ___________________________ Title: ____________________________ Signature: ________________________ Date: ____________________________ Appendices Appendix A: City of Campbell Consultant Services Agreement with Good City Company 94 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:Community Development Department PREPARED BY:Kyle Rathbone, Associate Planner SUBJECT Final Map Approval for Two Lots Located at 14771 Montalvo Road RECOMMENDED ACTION: Adopt the Resolution granting final map approval of parcel map application No. ULS23-0004 for two lots located at 14771 Montalvo Road (APN: 517-19-040). BACKGROUND: Adopting the attached Resolution will grant final map approval for two lots located at 14771 Montalvo Road (APN 517-19-040). 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 are in compliance. 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. 95 ATTACHMENTS: Attachment A - Resolution Granting Final Map Approval Attachment B –Parcel Map 1682576.1 96 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA APPROVING THE FINAL MAP OF APPLICATION NO ULS23-0004 14771 MONTALVO ROAD (APN 517-19-040) The City Council of the City of Saratoga hereby resolves as follows: That certain Parcel Map of a two lot subdivision prepared by Larua J. Cabral,dated February 2025, and filed with the City Clerk of the City of Saratoga on March 11, 2025, 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 19th day of March 2025 by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Belal Aftab, Mayor ATTEST: ____________________________ Britt Avrit, MMC, City Clerk 1696624.1 97 sandis.net build on. 1700 S. WINCHESTER BOULEVARD, SUITE 200, CAMPBELL CA PARCEL MAP URBAN LOT SPLIT SITE VICINITY MAP LA U R A J . CABR A L NO. LS7756 LICEN S E D L A N D SURVEY O R STATE OF C A L I F O RNIA 98 LO T S P L I T L I N E (P R O P O S E D ) LOT 1 26,378± SQ FT (PROPOSED) LOT 2 16,587± SQ FT (PROPOSED) SA R A T O G A - L O S G A T O S R O A D MONTALVO ROAD VICKERY AVENUE LANDS OF JOSEPH W & KATHRYN ANNE BEYERS APN: 517-19-040 DEED DOCUMENT NO. 24239269 O.R. SANTA CLARA COUNTY RECORDS 42,967± SQ.FT, 0.986± ACRES CODY LANE STREET DEDICATION 15,874± SQUARE FEET LEGEND sandis.net build on. 1700 S. WINCHESTER BOULEVARD, SUITE 200, CAMPBELL CA PARCEL MAP URBAN LOT SPLITSURVEY NOTES 0' 1 INCH = 60'30'15' 30 FT BASIS OF BEARINGS REFERENCES 99 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:Public Works PREPARED BY:John Cherbone, Director SUBJECT: Budget Amendment Resolutions for additional funding requested for the El Quito Park Community Garden CIP Project Budget and for the City Vehicle/Equipment Repairs and Maintenance Operating Budget RECOMMENDED ACTIONS: 1. Adopt the Resolution authorizing a budget amendment for $175,000 in additional funding for the El Quito Park Community Garden CIP Project 2. Adopt the Resolution authorizing a budget amendment for $25,000 in additional funding for the City Vehicle and Equipment Repair and Maintenance Operating Budget BACKGROUND: El Quito Park Community Garden CIP Project In FY2024-25 a CIP project was established to renovate the community Garden at El Quito Park. City Staff worked with the Parks and Recreation Commission to develop a comprehensive Master Plan for improvements and upgrades to the Community Garden. The project beganwith an original budget of $157,000 from Park-in-lieu fees. Improvements to date, including demolition and clearing the garden, installing a new irrigation system and construction of planter boxes has exhausted the original budget. Additional funding of $175,000 is needed to complete the improvements, based on the Mater Plan, including labor and materials for more planter boxes, picnic tables, a wash-station, sheds, a greenhouse, pathways and fencing. City Vehicle and Equipment Repair and Maintenance The City annually budgets for both routine maintenance and unscheduled repairs of its vehicles and large equipment to ensure optimal and efficient function. As the fleet and equipment ages, its maintenance and repair needs increase. This fiscal year, essential vehicle repairs are expected to exceed the FY2024-25 budget, requiring a $25,000 increase to accommodate the additional costs. ATTACHMENTS: Attachment A – Resolution Amending FY2024-25 El Quito Park Community Garden CIP Budget Attachment B – Resolution Amending FY2024-25 Vehicle/Equipment Repairs and Maintenance Operating Budget 100 RESOLUTION NO.__________ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA TO AMEND THE EL QUITO PARK COMMUNITY GARDENS CIP PROJECT FISCAL YEAR 2024-25 BUDGET WHEREAS, The City strives to provide useful open space, community enrichment and environmental sustainability, and WHEREAS, the City makes garden plots in the Community Garden at El Quito Park available to residents, and WHEREAS,the Community Garden at El Quito Park is very popular with residents, and WHEREAS, the City began a CIP project in Fiscal Year 2024-25 to refurbish and improve the Community Garden, and WHEREAS, a Master Plan was developed to optimize the improvements to the Community Garden, and WHEREAS,initial funding allocated for the project is insufficient to complete the improvements identified in the Master Plan, and WHEREAS,the additional funding needed is available in the unallocated Park-in-lieu Fund (PIL), and WHEREAS, a budget amendment is necessary to allocate Fiscal Year 2024-25 funding to the El Quito Park Community Garden CIP Project as follows: Account Description Account Number Amount Transfer Out of Unallocated PIL Fund 422.9299-999.49999 ($175,000) Project Revenue/ Expenditure 422.9252-004.49999/81161 $175,000 To transfer funds out of the Unallocated Park-in-lieu Fund and appropriate project revenue/expenditure for El Quito Park Community Garden CIP Project for Fiscal Year 2024-25. NOW, THEREFORE, BE IT RESOLVED,that the City Council of the City of Saratoga hereby approves an amendment to the Fiscal Year 2024-25 budget as set forth above. BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 19 th of March 2025 by the following vote: 101 AYES: NOES: ABSENT: ABSTAIN: __________________ Belal Aftab, Mayor City of Saratoga Attest: _______________________ Britt Avrit, City Clerk City of Saratoga 1891594.1 102 RESOLUTION NO.__________ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA TO AMEND THE VEHICLE/EQUIPMENT REPAIRS AND MAINTENANCE FISCAL YEAR 2024-25 OPERATING BUDGET WHEREAS, The City strives to maintain City Infrastructure in a safe and sustainable manner, and WHEREAS,this includes keeping well-maintained City vehicles and equipment, and WHEREAS,in Fiscal Year 2024-25 additional maintenance and repairs were needed on some of the aging fleet, and WHEREAS, the funds originally budgeted for Vehicle/Equipment Repairs and Maintenance in the FY2024-25 operating budget are insufficient, and WHEREAS,the additional funding needed is available in the Vehicle and Equipment Maintenance Internal Service Fund, and WHEREAS, a budget amendment is necessary to appropriate Fiscal Year 2024-25 funding to Vehicle/Equipment Repairs and Maintenance Operating Budget as follows: Account Description Account Number Amount Vehicle and Equipment Maintenance 623.5202.64611 $25,000 To appropriate project expenditure for Vehicle/Equipment Repairs and Maintenance Operating Budget for Fiscal Year 2024-25. NOW, THEREFORE, BE IT RESOLVED,that the City Council of the City of Saratoga hereby approves an amendment to the Fiscal Year 2024-25 Operating Budget as set forth above. BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 19 th of March 2025 by the following vote: AYES: NOES: ABSENT: ABSTAIN: 103 _________________ Belal Aftab, Mayor City of Saratoga Attest: _______________________ Britt Avrit, City Clerk City of Saratoga 1891595.1 104 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:City Manager’s Department PREPARED BY:Britt Avrit, MMC, City Clerk SUBJECT: Citywide Document Scanning Services Agreement RECOMMENDED ACTION: Authorize the City Manager to execute an agreement with BMI Imaging Systems, Inc. for citywide document scanning services for two years in the amount not-to-exceed $40,000. BACKGROUND: The City has been converting paper and microfiche documents into digitized format since 1999 and successfully working with the same vendor for document scanning services since 2010.Document scanning converts paper archives into digital format, preserves City records and increases efficiency in accessing City document archives. The project is nearing completion. Since it had been a significant amount of time since the last Request for Proposal (RFP) was issued for this service, staff developed and released an RFP with proposals due by January 24, 2025. The proposals were evaluated based on the following criteria: Clarity and responsiveness to the City’s objective and required scope of work. Demonstrated success in similar projects as confirmed through references with particular attention paid to proposals from businesses with experience with Laserfiche. Demonstrated knowledge and experience of vendors in indexing files. The technical ability, capacity, and flexibility of the vendor to perform the required scope of work. Total cost of proposal. Of the six submitted proposals, two proposals met all criteria in the RFP. Staff reached out to the references listed in the RFP’s and met to further determine which of the two companies best fit the City’s needs. Staff determined BMI Imaging Systems, Inc. demonstrated through their submitted RFP and discussion with current clients, a clear understanding of the City’s objectives, success in similar projects, knowledge and experience in indexing fields, and the technical ability, capacity and flexibility to achieve the City’s goal in completing scanning of the City’s physical records. FISCAL IMPACT: Funding for the agreement is budgeted in each department’s operating budgets and will not exceed $20,000 per fiscal year. 105 ATTACHMENTS: Attachment A – Document Scanning Services RFP Attachment B –Agreement with BMI Imaging Systems, Inc. 106 Page 1 of 9 REQUEST FOR PROPOSAL (RFP) FOR DOCUMENT SCANNING SERVICES FOR THE CITY OF SARATOGA Proposals Due: January 24, 2025 @ 5:00 P.M. Submit Proposals Electronically to: Britt Avrit bavrit@saratoga.ca.us 107 Page 2 of 9 SECTION 1: Background and Objective The City of Saratoga (the City), a general law city incorporated in 1956, is home to approximately 30,000 residents and spans 12.4 square miles. The City is in the foothills of the Santa Cruz Mountains, 26 miles east of the Pacific Coast, 10 miles southwest of Downtown San Jose, and 50 miles south of San Francisco. There are five members on the Saratoga City Council, elected at large by Saratoga voters. The City has four departments: City Manager, Community Development, Finance and Administrative Services, and Public Works. Law enforcement services are provided by contract through the Santa Clara County Sheriff’s Office. Saratoga is served by the Saratoga Fire Protection District and Santa Clara County Fire District; both districts are operated by the Santa Clara County Fire Department. Saratoga is part of the Santa Clara County Library District and contracts with Los Gatos Saratoga Recreation (LGS Recreation) for recreation services. The City has been working with a vendor for scanning, digitizing, and indexing a variety of records since a Request for Proposal (RFP) was issued, and the original contract awarded, in 2010. The City seeks a vendor to continue providing scanning, indexing and quality control services compatible with the City’s document management system, Laserfiche. The purpose of this RFP is to invite qualified and experienced respondents to submit a proposal to provide records digitization services to the City of Saratoga. The selected vendor will scan, digitize, index, and quality control the City’s existing hard copy files so that the files may be accessible using Laserfiche. The vendor will be responsible for retrieving the files from City Hall in order to scan and digitize the files. Once digitized, indexed, and quality controlled, the vendor will coordinate uploading the files to Laserfiche. Records shall be picked up and returned to the City by the vendor and must not be outsourced. The selected vendor will provide a proposal that best meets the requirements listed in the Scope of Work below. SECTION 2: Scope of Work A good working relationship and communication between the selected vendor and designated City staff will be key to the success of this project. The successful vendor will be required to enter into a two-year Professional Services Agreement with the City of Saratoga with the option to renew. A sample of this agreement has been included as “Attachment 2, Sample City of Saratoga Services Contract.” In addition, the successful vendor will be required to maintain a valid business license with the City for the duration of the contract. 108 Page 3 of 9 The required scope of services includes the following: A. Scanning City documents including, but not limited to manila folder content, post it notes, legal documents, letters, carbon copies, photo exhibits, spiral bound books, tabbed paper, large format documents, and pocket file folders. File folders may contain flat and folded documents of varying sizes and binding. Plan rolls will vary in size. Vendor may assume that most paper records are in fair condition. B. Selected vendor shall have the ability to, and be prepared to (additional detailed information can be found in “Attachment 1, Scanning Standards and Specifications”): 1. Duplex scan documents to capture both front and back of document where needed. Images must be oriented correctly for viewing and text must be readable up to the edge of the document. 2. Scan small documents such as receipts as small as 1.5 inches x 3 inches in line with up to 11 x 17 documents in a single scan. 3. Remove staples, clips, fasteners, bindings, glue binder, and fix torn pages prior to scanning. 4. Scan to a Laserfiche format {TIFF) at least 300 DPI for letter size documents and at least 400 DPI for maps/plans. 5. Handle scanning of older or degraded files and plans. 6. Create DVD masters and duplicates and return documents to the City with the DVD masters. All documents are to be OCR'd before DVD masters are returned. 7. Return originals in the original carrier (folder, sleeve, etc.). and in the same sequence/bundles as when they were sent. 8. Fill out metadata out as indicated by criteria sent with boxes. 9. Use pre-set templates that will be provided as a "briefcase" from Laserfiche. 10. Prepare detailed invoicing to different departments within the City based on department-generated scanning requests. 11. Use City-provided naming conventions. 12. Perform rework on errors or omissions with no additional charge. 13. Warrant work for at least 12 months from date of scan against defects. C. Scanned documents should be de-skewed, de-speckled, blank pages and black borders removed, hole punch images removed, and background color drop out (where possible). Color images must be viewable quality so that detail in the image is captured. D. After the files are scanned and digitized, the vendor will index the files. Indexing requirements include two (2) fields with unique document names. The vendor will deliver the indexed files to the City on a portable hard drive. E. Any and all City documents in the possession of the vendor must be stored in a climate controlled safe and secure location. The City must have access to all City documents in the vendor’s possession upon request, with a hard copy or electronic file provided within 24 hours. 109 Page 4 of 9 SECTION 3: Submittal Requirements Vendor(s) are requested to prepare their proposals in accordance with the instructions outlined in this section. Proposals should be prepared in a concise manner and provide sufficient detail and description of the vendor’s capabilities to satisfy the requirements of this RFP. Electronic proposals shall include the following: A. A one-page cover letter on the vendor’s official business letterhead stationery with the name and address, contact person’s name, telephone and email. The cover letter shall include the vendor’s understanding of the work to be done, a statement why the firm believes itself to be best qualified to perform, and the name, address and telephone number of the person(s) who will be authorized to represent your firm (if different than above). B. An Executive Summary including the following: 1. The vendor’s background and qualifications, including all subcontractors, in providing scanning and indexing services. 2. The vendor’s protocols for handling files. 3. The vendor’s ability to coordinate scanning and indexing services with document management systems. 4. The vendor’s ability to scan and index multiple mediums. 5. The vendor’s methodology and approach to indexing files. C. References for three to five governmental agencies for which the vendor has provided this service in the last three to five years. Include current, correct contact information for the individual who was directly responsible for overseeing the project. D. Include a pricing schedule which clearly shows base cost, any costs associated with optional or additional tasks, and one-time costs, if any. The pricing schedule should clearly identify tasks, features, etc., and the associated cost of each and should include travel and administrative costs. 1. Scanning prices should be broken down as 300 DPI black/white, grayscale, and full color scanning with the document preparation and indexing associated with each scanned item by various paper sizes (letter, legal, ledger, e-sized, ANSI-C, ANSI-D, ANSI-E and oversized documents), OCR, DVD masters and duplicate creation. Any additional charges that may be associated with the scope of work must also be identified, including, but not limited to providing on-demand images needed prior to next delivery, pick-up and/or delivery, transportation and/or handling of records, fuel, and mileage charges. Credits for documents not properly scanned shall also be listed. E. Confirmation that, if awarded contract, respondent will obtain a City of Saratoga business license and provide the requisite insurance. Respondents must also provide any requested changes to the City’s professional services contract. F. Proposed pricing shall remain firm through March 2025. Late submittals will not be accepted. Failure to comply with the requirements of this RFP may result in disqualification. 110 Page 5 of 9 Be advised that all information contained in submitted proposals in response to this solicitation are subject to public inspection under the California Public Records Act (Government Code Sec. 7920 et set.), unless exempt. Vendor must notify the City in advance of any proprietary or confidential materials contained in the proposal and should be clearly identified as such. It may then be protected and treated with confidentiality only to the extent permitted by state law. A proposal may be withdrawn after its submission by written request submitted electronically and signed by the vendor or authorized representative prior to the time and date specified for proposal submission. Proposals may be withdrawn and resubmitted in the same manner if done so before the proposal submission deadline. Withdrawal or modification offered in any other manner will not be considered. Please submit proposals electronically to Britt Avrit at bavrit@saratoga.ca.us no later than January 24, 2025 @ 5:00 P.M. Any proposal received after this time will be rejected. SECTION 4: Communication Regarding this RFP All communication from prospective vendors regarding this RFP must be in writing by email to the address listed in this RFP. The City will not accept communication by telephone or in person. Attempts by, or on behalf of, a prospective or existing vendor to make telephone or personal contact with any City employee regarding this RFP, may lead to the elimination of that vendor from further consideration. Attempts by, or on behalf of, a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City of Saratoga with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration. Inquiries and Requests for Clarification In an effort to maintain fairness in the process, the City will accept inquiries concerning this procurement no later than 5:00 pm on January 13, 2025 by email to the following contact: Contact: Britt Avrit Title: City Clerk Email: bavrit@saratoga.ca.us All questions concerning the RFP must reference the RFP page number and section heading. The City will post all questions received by the deadline and the corresponding responses on the City’s website. 111 Page 6 of 9 SECTION 5: Tentative Schedule of Events The City reserves the right to change the procurement schedule. All changes to the schedule will be in the form of an addendum to this RFP and posted on the City’s website at www.saratoga.ca.us/bids. • December 5, 2024 – RFP issued. • January 13, 2025 – All questions regarding this RFP should be directed to Britt Avrit at bavrit@saratoga.ca.us with the subject title “Document Scanning Services RFP Questions” by 5:00 p.m. Monday, January 13, 2025. • January 16, 2025 – Respondents are encouraged to review the City’s RFP webpage: https://www.saratoga.ca.us/Bids.aspx on or after 5:00 p.m., Thursday, January 16, 2025 for responses to all questions received. The firm presenting the question(s) will not be identified in the City's response(s). • January 24, 2025 – The deadline to submit proposals is 5:00 p.m., Friday, January 24, 2025. Please submit proposals electronically to: Britt Avrit at bavrit@saratoga.ca.us with the subject title “Document Scanning Services RFP Proposal”. • Week of January 27th – City will review proposals for completeness and request any clarification or additional information necessary to evaluate proposals. • February 3-7, 2025 – City will conduct reference interviews for top ranked respondents. • February 19, 2025 – Recommendation to City Council to award contract. SECTION 6: Selection Criteria Proposals will be evaluated based on the following criteria: • Clarity and responsiveness of the proposal to the City’s objective and required scope of work. • Demonstrated success in similar projects as confirmed through references, particular attention will be paid to proposals from businesses with experience with Laserfiche. • Demonstrated knowledge and experience of vendor in indexing files. • The technical ability, capacity, and flexibility of the vendor to perform the required scope of work. • Total cost of proposal. City Staff will review all proposals and will seek approval from the City Council for the vendor that City staff determines has demonstrated the best proposal. The City reserves the right to select the proposal that in its sole judgment best meets the needs of the City. The lowest proposed cost will not be the sole criterion for selecting the proposal that best meets the City’s needs. 112 Page 7 of 9 The City reserves the right to reject all proposals or to request and obtain from one or more of the businesses submitting proposals, supplementary information as may be necessary for City staff to analyze the proposal and/or discontinue the RFP process at any time. The City may require vendors to participate in additional rounds of more refined submittals before the ultimate selection of a vendor is made. These rounds could encompass revisions of the submittal criteria in response to the nature and scope of the initial proposals. The City may negotiate with one or more firms and may contract with one or more firms as the City deems appropriate. By submitting a response to this RFP, vendors waive all rights to protest or seek any legal remedies regarding any aspect of this RFP. Although the City intends to choose the most qualified proposal, the City reserves the right to reject all or select any number of qualified proposals. The City shall not be liable for any pre-contractual expenses incurred by prospective vendors or selected contractors, including but not limited to costs incurred in the preparation or submission of proposals. Vendor will hold the City harmless and free from any, and all, liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP. SECTION 7: Attachments 1. Scanning Standards and Specifications 2. Sample City of Saratoga Services Contract 113 Page 8 of 9 Attachment 1 - Scanning Standards and Specifications 1. STANDARDS A. Any and all City documents in the possession of the vendor must be stored in a safe and secure location that is climate controlled. B. The City must have access to all documents outsourced for scanning upon request. Any requests made by the City for documents will be provided via e-mail within one business day. The City requires this in order to comply with the Public Records Act. C. Resolution for scanning at least 300 dpi – 600 dpi. D. File type Single or Multi Page – PDF-A or JPG. E. Duplex scan documents to capture both front and back of document where needed. F. Images must be oriented correctly for viewing. G. Image Clean-up: the scanned document should be de-skewed and de-speckled, blank pages and black borders removed and background suppression where the image will be enhanced by such processes. H. Manual image quality adjustment and QA of every image for clarity, quality, cutoffs or compression errors. I. All scan dimensions must be the same size as the original document. J. OCR all content with guarantee of 99.5% accuracy on images. For items that cannot properly undergo OCR, vendor shall suggest best practices for indexing such items. 2. SCANNING SPECIFICATIONS A. All scanning, indexing, and quality checking must be performed in the State of California (no offshore or out-of-state services). B. All scanning and indexing to be done in compliance with all applicable California State laws. C. All compressed files CCITT Group IV. D. Color pages auto detected. Default is black and white, only the pages that are in color are scanned in color. Vendor may not scan whole documents in color, unless the entire document is in color. E. Large Format Drawings: a. Black & White: at least 300 dpi b. Color: 600 dpi JPEG F. Profile drawings: a. First page entire drawing b. Segment into 24” and 36” sheets following the first page G. Letter Sized Documents: a. Black & White: at least 300 dpi b. Color: 600 dpi JPEG H. Photos: a. Black & White: 350 dpi JPEG b. Color: 600 or higher dpi JPEG 114 Page 9 of 9 I. Hard-to-read images (e.g., blue mimeograph ink, dot matrix printers) will be copied and re-scanned by the vendor at no charge so that the document is as usable as the original (see below.) J. Indexing of documents as specified for each records series. a. Where specified, the City will strive to provide an Excel spreadsheet with a unique identifier with the metadata values to be populated for each box / records series with specific instructions for scanning K. Any damage to documents, or other anomalies or difficulties, to be promptly reported to the City. L. Any requests made by the City for images will be provided via e-mail of the scanned image within one business day. The City requires this in order to meet the Public Records Act mandate of making records promptly available to requestors. M. Separate process from scan and index: Quality checking (by humans) of images to meet legal standards: a. Images have been quality checked and contain all significant details from the original and are an adequate substitute for the original document for all purposes for which the document was created or maintained. b. Quality checking (by humans) of indexing. c. All necessary corrections made by vendor in order to meet legal standards outlined in this document. 3. DELIVERY SPECIFICATIONS A. Vendor must provide a “pickup slip” or other document as proof of pick-up, to be signed by the vendor staff and City staff. B. Delivered images will be in a format that can be imported directly into Laserfiche, including any indexing, metadata, and OCR text. The documents should require no post processing by the City other than the importing of data. C. Images & indexing must be delivered on DVDs, clearly labeled with contents, in addition to other mutually agreed upon method of delivery (cloud based file transfer service, hard drives, etc.). D. Vendor must provide a script for uploading, and training for employees for the first two imports. E. The original paper documents must be returned to the City in the same order, in the same condition as received, and in the same box or drawer as they were sent in, at the same time as delivery of the DVD. F. Images and indexing can be delivered earlier than the DVD and paper records. G. Documents do not have to be re-stapled, but they must be placed back into the folders and placed in the sections in the clasps for each folder they were found in. All documents, sections, and folders must stay in the same sequence as they were received. H. Vendor will not be allowed to pick up the next project / batch until prior batch has been delivered. I. Guaranteed maximum turnaround time of sixty (60) calendar days from the date of pickup. 115 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract Page 1 of 3 City of Saratoga Standard Services Contract This agreement is entered into at Saratoga, California by and between the City of Saratoga, a municipal corporation (“City”), and ______________________________________ (“Consultant”), who agree that: 1.Purpose of Contract. This is a contract for: The purpose of the contract is more specifically described in Exhibit A of this agreement (“Scope of Work and Payment Terms”). In the event of a conflict between (1) the “Scope of Work and Payment Terms” in Exhibit A or any of the exhibits included in Exhibit A and (2) the other terms of this agreement, the other terms of the agreement shall govern. 2. Term. Start Date:End Date: (If Start Date is left blank, start date will be date last signed below.) Or upon project completion, whichever occurs first. 3. Payment. City shall pay Consultant for work product produced and any authorized reimbursable costs pursuant to this agreement an amount not to exceed the total sum of: $___________________________________________________. If this contract is for more than one year, the maximum payment amount for each year is set forth in Exhibit A. Consultant agrees to comply with payment terms set forth in Exhibit A. Consultant is not authorized to undertake any efforts or incur any costs whatsoever under the terms of this agreement until receipt from City of a fully executed copy of this agreement. 4. Contract Administration. The authorized representatives of City and Consultant for Contract administration are listed below. The City’s Primary Representative is the Administrator. Consultant : Consultant Name: Contact Person: Street Address: 116 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract Page 2 of 3 City, State, Zip: Telephone(s): Email Address: Saratoga Business Lic. #: (Contractor shall maintain a Saratoga Business License for the Term of this agreement) City of Saratoga Department: Primary Representative: Street Address: City, State, Zip: Telephone: Email Address: 5. Addresses for Notice.Notices or communications shall be given to the parties at the addresses set forth in Section 4 (“Contract Administration”) unless otherwise designated in a written notice to the other party. In addition, notices to City shall be copied to: City Manager City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 City Clerk City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 These copies shall not constitute notice. 6. Change of Address.Any party hereto, by giving ten (10) days written notice to the other, may designate any other address as substitution of the address to which the notice or communication shall be given. 7. Insurance. Consultant agrees to procure and maintain insurance as required by the provisions set forth in Exhibit B (“Insurance”). Certificates of such insurance and copies of the insurance policies and endorsements shall be delivered to City within ten (10) days after being notified of the award of the contract, and before execution of this agreement by the City. 8. General Provisions.City and Consultant agree to and shall abide by the general provisions set forth in Exhibit C (“General Provisions”). Saratoga, CA 95070 117 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract Page 3 of 3 9. Supplemental Provisions. If one or both boxes are checked below this agreement includes supplemental provisions described in connection with the checked box(es): This agreement is funded in whole or in part by an entity other than City. Consultant shall comply with all rules and regulations required by such funding entity. Applicable funding entity requirements are set forth in Exhibit D (“Funding Agency Requirements”). Nothing in this paragraph or in the funding entity requirements shall be construed to relieve Consultant of its duty to ensure that it is in compliance with all applicable laws and regulations. Exhibit E (“Special Requirements”) sets forth provisions regarding: 10. Exhibits. All exhibits referred to in this agreement are attached hereto and are by this reference incorporated herein and made a part of this agreement. 11. Entire agreement. This agreement supersedes any and all agreements, either oral or written, between the parties with respect to Consultant’s completion of the Scope of Work on behalf of City and contains all of the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. No amendment, alteration, or variation of the terms of this agreement shall be valid unless made in writing and signed by the parties hereto. 12.Authority to Execute agreement. Each individual executing this agreement represents that he or she is duly authorized to sign and deliver the agreement on behalf of the party indicated and that this agreement is binding on such party in accordance with its terms. This agreement may be executed in counterparts, each of which shall be deemed an original, but all of which taken together shall constitute one and the same instrument. IN WITNESS WHEREOF, the parties hereto have executed this agreement. Consultant City of Saratoga Signature City Manager Date: Signer Name ATTEST: Signer Title Date:City Clerk Contract Description:Date: APPROVED AS TO FORM: City Attorney’s Office Date: 118 SA M P L E Contractor:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit A Page 1 of 2 City of Saratoga Services Contract Exhibit A – Scope of Work and Payment Terms Consultant shall complete the scope of work and invoice the City in accordance with the payment terms shown below: AND/OR See Exhibit(s) A-incorporated by this reference. 119 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract Page 2 of 2 Payment Terms: The payments specified in this paragraph shall be the only payments to be made to Consultant in connection with Consultant’s completion of the Scope of Work pursuant to this agreement. Reimbursable expenses shall be billed only at their actual cost. Consultant shall submit all billings to City and City shall pay such billings in the manner specified in this paragraph. Payment shall be made payable to Consultant and delivered to the address specified in Section 4 on pages 1 and 2 of this agreement. The making of any payment by City, or the receipt thereof by the Consultant, shall in no way lessen the liability of the Consultant to correct or revise unsatisfactory work, even though the unsatisfactory character of such work may not have been apparent or detected at the time such payment was made. City may withhold payment to Consultant in any instance in which the Consultant has failed or refused to satisfy any material obligation provided for in this agreement. In no event shall City be liable for interest or late charges for any late payments. Consultant shall submit invoices, not more often than once a month during the term of this agreement, based on the cost for work performed in accordance with the either the hourly rates or task-based rates in the Scope of Work and authorized reimbursable expenses incurred prior to the invoice date. Invoices shall contain the following information: 1.1 Serial identifications of bills, i.e., Bill No. 1; 1.2 The beginning and ending dates of the billing period; 1.3 A summary containing the total contract amount, the amount of prior billings, the total due this period, percentage of work completed, the remaining balance available for all remaining billing periods, and a brief description of work completed during the billing period. City shall make monthly payments, based on such invoices, for satisfactory progress in completion of the Scope of Work, and for authorized reimbursable expenses incurred. City shall not be obligated to pay Consultant for work performed that falls outside the Scope of Work. -End of Exhibit A - 120 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit B Page 1 of 3 City of Saratoga Design Services Contract Exhibit B – Insurance The insurance requirements listed below that have an “9” indicated in the space before the requirement apply to this agreement together with the general requirements. Modifications to the below requirements are shown in Exhibit E (“Special Requirements”). Contractor shall provide its insurance broker(s)/agent(s) with a copy of these requirements and request that they provide certificates of insurance complete with copies of all required endorsements to the Primary Representative listed in section 4 on page 2. During the term of this agreement Contractor shall ensure that its broker(s)/agent(s) provide the Primary Representative with updated certificates of insurance reflecting continued satisfaction of the requirements of this agreement together with updated endorsements in the event of a change in the underlying insurance policy(ies), with copies emailed to cityhall@saratoga.ca.us. All endorsements shall be signed by a person authorized by that insurer to bind coverage on its behalf. City has the right to require Contractor’s insurer to provide complete, certified copies of all required insurance policies. As described in more detail below, the City, its officers, officials, employees, agents, and volunteers are to be covered as insureds. All certificates and endorsements must be received and approved by City before work commences. Insurance Requirements Commercial General Liability Insurance covering commercial general liability on an “occurrence” basis, including products and completed operations, property damage, bodily injury, personal injury, and advertising injury with coverage minimum limits of $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. Auto Liability Insurance with coverage as indicated: $1,000,000 combined single limit for bodily injury and property damage $500,000 combined single limit for bodily injury and property damage Professional/Errors and Omissions Liability (“E&O”) with coverage as indicated: $1,000,000 per loss/ $1,000,000 aggregate $2,000,000 per loss/ $2,000,000 aggregate ✔ ✔ ✔ 121 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit B Page 2 of 3 Workers' Compensation as required by the State of California, with statutory limits, and Employer’s Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. Contractor shall submit to City a waiver of subrogation endorsement in favor of City, its officers, officials, agents, employees, and volunteers. If Contractor is not required to maintain Workers’ Compensation Insurance pursuant to State law, Contractor shall file a verification of that fact with the Primary Representative. All subcontractors used must comply with the above requirements except as noted below: General Requirements As to all of the checked insurance requirements above, the following shall apply: 1. Additional Insured Status and Primary Coverage. Contractor shall submit to City an additional insured endorsement for its Commercial General Liability policy with coverage at least as broad as ISO form CG 20 10 for ongoing operations, and coverage at least as broad as ISO Form CG 20 37 for completed operations.For Auto Liability, the policy shall contain, or be endorsed to contain, additional insured coverage for the City, its officers, officials, employees, agents and volunteers. Any available insurance proceeds broader than or in excess of the minimum insurance coverage requirements and/or limits specified in this agreement shall be available to the additional insured.The requirements for coverage and limits shall be (1) the minimum coverage and limits specified in this agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. The additional insured coverage under Contractor’s policy shall be ''primary and non-contributory" and will not seek contribution from the City’s insurance or self-insurance and shall be at least as broad as ISO Form CG 20 01 04 13 and CG 20 38 04 13. This requirement does not apply to errors and omissions insurance. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. 2. Separation of Insureds.The Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 3. Deductibles and Self Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials and employees; or (2) the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. 4. Umbrella or Excess Insurance.The limits of insurance required in this agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City (if agreed to in a written contract or agreement) before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured. ✔ 122 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit B Page 3 of 3 5. Waiver of Subrogation.Contractor hereby grants to City a waiver of any right to subrogation which any insurer of Contractor may acquire against City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether City has received a waiver of subrogation endorsement from the insurer. 6. Verification of Coverage.Contractor shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this Exhibit. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require at any time complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications and failure to exercise this right shall not constitute a waiver of any of City’s rights pursuant to this agreement. 7. Maintenance of Coverage.Contractor shall not cancel, assign, or change any policy of insurance required by this agreement or engage in any act or omission that will cause its insurer to cancel any insurance policy required by this agreement except after providing 30 days prior notice to the City. If an insurance policy required by this agreement is unilaterally cancelled or changed by the insurer, Contractor shall immediately provide written notice to the City and obtain substitute insurance meeting the requirements of this agreement. Nothing in this paragraph relieves Contractor of its obligation to maintain all insurance required by this agreement at all times during the term of the agreement. 8. Claims Made Policies.If any of the required policies provide claims-made coverage, the coverage shall be maintained for a period of five years after completion of the contract. Contractor may satisfy this requirement by renewal of existing coverage or purchase of either prior acts or tail coverage applicable to said five-year period. 9. Acceptability of Insurers.The policy or policies required by this agreement shall be issued by insurers admitted in the State of California and with a rating of at least A:VII in the latest edition of Best’s Insurance Guide. 10. Subcontractors. Contractor agrees to include with all subcontractors in their subcontract the same requirements and provisions of this agreement including the indemnity and insurance requirements to the extent they apply to the scope of the subcontractor's work. Subcontractors hired by Contractor shall agree to be bound to Contractor and City in the same manner and to the same extent as Contractor is bound to the City under this agreement. Subcontractors shall further agree to include these same provisions with any sub-subcontractor. Contractor shall provide subcontractor with a copy of the indemnity and insurance provisions of this agreement as a part of Contractor’s subcontract with subcontractor. Contractor shall require all subcontractors to provide a valid certificate of insurance and the required endorsements included in the agreement prior to commencement of any work and will provide proof of compliance to the City. 11. Special Risks or Circumstances.City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. -End of Exhibit B- 123 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 1 of 9 City of Saratoga Services Contract Exhibit C – General Provisions 1. INDEPENDENT CONTRACTOR.City requires the services of a qualified consultant to provide the work product described in Exhibit A (“Scope of Work and Payment Terms”) because it lacks the qualified personnel to provide the specified work product. Consultant is qualified to provide the required work product and is agreeable to providing such work product on the terms and conditions in this agreement. 1.1 In General. At all times during the term of this agreement, Consultant shall be an independent contractor and shall not be an employee of City. Consultant shall complete the Scope of Work hereunder in accordance with currently approved methods and practices in Consultant's field. No relationship of employer and employee is created by this agreement between the City and Consultant or any subcontractor or employee of Consultant. City shall have the right to control Consultant only with respect to specifying the results to be obtained from Consultant pursuant to this agreement. City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this agreement. Any terms in this agreement referring to direction from City shall be construed as providing for direction as to policy and the result of the Consultant’s work only, and not as to the means by which such a result is obtained. 1.2 Non-Exclusive Contract.Nothing contained in this agreement shall be construed as limiting the right of Consultant to engage in Consultant's profession separate and apart from this agreement so long as such activities do not interfere or conflict with the performance by Consultant of the obligations set forth in this agreement. Interference or conflict will be determined at the sole discretion of the City. 1.3 Standard of Care.Consultant shall complete the Scope of Work required pursuant to this agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. All work product of whatsoever nature which Consultant delivers to City pursuant to this agreement shall be prepared in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Consultant’s profession. 1.4 Qualifications.Consultant represents and warrants to City that the Consultant is qualified to perform the services as contemplated by this agreement and that all work performed under this agreement shall be performed only by personnel under the supervision of the Consultant as an employee or, if authorized by the Scope of Work, a subcontractor. All personnel engaged in the work shall be fully qualified and shall be authorized, licensed and certified under state and local law to perform such work if authorization, licensing or certification is required. The Consultant shall commit adequate resources and time to complete the project within the project schedule specified in this agreement. 124 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 2 of 9 1.5 Use of City Equipment.City shall not be responsible for any damage to persons or property as a result of the use, misuse or failure of any equipment used by Consultant, or by any of its employees, even though such equipment be furnished, rented or loaned to Consultant by City. 1.6 Payment of Taxes and Other Expenses.Should City, in its discretion, or a relevant taxing authority, including, but not limited to the Internal Revenue Service or the State Employment Development Division, determine that the Consultant is an employee for purposes of collection of any employment taxes, the amounts payable under this agreement shall be reduced by amounts equal to both the employee and employer portions of the tax due (and offsetting any credits for amounts already paid by the Consultant which can be applied against this liability). City shall then forward those amounts to the relevant taxing authority. Should a relevant taxing authority determine a liability for past services performed by the Consultant for City, upon notification of such fact by the City, the Consultant shall promptly remit such amount due or arrange with the City to have the amount due withheld from future payments to the Consultant under this agreement (again, offsetting any amounts already paid by the Consultant which can be applied as a credit against such liability). Any determination of employment status above shall be solely for the purposes of the particular tax in question, and for all other purposes of this agreement, The Consultant shall not be considered an employee of City. Notwithstanding the foregoing, should any court, arbitrator, or administrative authority determine that the Consultant is an employee for any other purpose, then the Consultant agrees to a reduction in the City's financial liability so that the City's total expenses under this agreement are not greater than they would have been had the court, arbitrator, or administrative authority determined that the Consultant was not an employee. 2. COMMUNICATION AND NOTICES. 2.1 Communications with Designated Administrator.The Administrator designated in Section 4 on page 1 of this agreement is authorized to receive information, interpret and define City's policies consistent with this agreement, and communicate with Consultant concerning this agreement. All correspondence and other communications shall be directed to or through the Administrator or the Administrator’s designee. 2.2 Communications and Notices on Compliance with Agreement.All notices or communication concerning a party's compliance with the terms of this agreement shall be in writing and may be given either personally, by certified mail, return receipt requested, or by overnight express carrier. The notice shall be deemed to have been given and received on the date delivered in person or the date upon which the postal authority or overnight express carrier indicates that the mailing was delivered to the address of the receiving party. The parties shall make good faith efforts to provide advance courtesy notice of any notices or communications hereunder via e-mail. However, under no circumstances shall such courtesy notice satisfy the notice requirements set forth above; nor shall lack of such courtesy 125 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 3 of 9 notice affect the validity of service pursuant to the notice requirement set forth above. 3. CONTRACTOR NOT AGENT. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this agreement to bind City to any obligation whatsoever. 4. BENEFITS AND TAXES.Consultant shall not have any claim under this agreement or otherwise against City for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance, medical care, hospital care, insurance benefits, social security, disability, unemployment, workers compensation or employee benefits of any kind. Consultant shall be solely liable for and obligated to pay directly all applicable taxes, including, but not limited to, federal and state income taxes, and in connection therewith Consultant shall indemnify and hold City harmless from any and all liability that City may incur because of Consultant's failure to pay such taxes. City shall have no obligation whatsoever to pay or withhold any taxes on behalf of Consultant. 5. ASSIGNMENT PROHIBITED.The services to be performed by the Consultant are personal in character and no party to this agreement may assign any right or obligation under this agreement. Any attempted or purported assignment of any right or obligation under this agreement shall be void and of no effect. However, with the consent of the City given in writing, Consultant is entitled to subcontract such portions of the work to be performed under this agreement as may be specified by City. 6. PERSONNEL.Consultant shall assign only competent personnel to complete the Scope of Work pursuant to this agreement. In the event that City, in its sole discretion, at any time during the term of this agreement, desires the removal of any such persons, Consultant shall, immediately upon receiving notice from city of such desire of City, cause the removal of such person or persons from work in connection with the Scope of Work. 7. CONFLICT OF INTEREST. 7.1 In General.Consultant understands that its professional responsibility is solely to City. Consultant represents and warrants that it presently has no interest, and will not acquire any direct or indirect interest, that would conflict with its performance of this agreement. Consultant shall not employ or subcontract with a person having such an interest in the performance of this agreement. 7.2 Subsequent Conflict of Interest.Consultant agrees that if an actual or potential conflict of interest on the part of Consultant is discovered after award, the Consultant will make a full disclosure in writing to the City. This disclosure shall include a description of actions, which the Consultant has taken or proposes to take, after consultation with the City to avoid, mitigate, or neutralize the actual or potential conflict. Within 45 days, the Consultant shall have taken all necessary steps to avoid, mitigate, or neutralize the conflict of interest to the satisfaction of the City. 126 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 4 of 9 7.3 Interests of City Officers and Staff.No officer, member or employee of City and no member of the City Council shall have any pecuniary interest, direct or indirect, in this agreement or the proceeds thereof. Neither Consultant nor any member of any Consultant’s family shall serve on any City board or committee or hold any such position which either by rule, practice or action nominates, recommends, or supervises Consultant's performance of the Scope of Work or authorizes funding to Consultant. 8. COMPLIANCE WITH LAWS 8.1 In General.Consultant shall keep itself fully informed of and comply with all laws, policies, general rules and regulations established by City and shall comply with the common law and all laws, ordinances, codes and regulations of governmental agencies, (including federal, state, municipal and local governing bodies) applicable to the performance of the Scope of Work hereunder. 8.2 Licenses and Permits.Consultant represents and warrants to City that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect at all times during the term of this agreement any licenses, permits, and approvals which are legally required for Consultant to practice its profession. In addition to the foregoing, Consultant shall obtain and maintain during the term hereof a valid City of Saratoga Business License. 9. WORK PRODUCT AND RECORDS 9.1 Property of City.All reports, data, maps, models, charts, studies, surveys, photographs, memoranda or other written documents or materials prepared by Consultant (“works”) pursuant to this agreement shall become, as between Consultant and City, the property of City upon completion of the work to be performed hereunder or upon termination of this agreement. Without limiting the generality of the foregoing, if, in connection with services performed under this agreement, the Consultant or its subcontractors create artwork, copy, posters, billboards, photographs, videotapes, audiotapes, systems designs, software, reports, diagrams, surveys, source codes or any other original works of authorship, such works of authorship shall be works for hire as defined under Title 17 of the United States Code, and all copyrights in such works are the property of City. If it is ever determined that any works created by the Consultant or its subcontractors under this agreement are not works for hire under U.S. law, the Consultant hereby assigns all of its copyrights to such works to City, and grants to City a royalty-free, exclusive, and irrevocable license to reproduce, publish, use, and to authorize others to do so, all of Consultant’s rights in such works and agrees to execute any documents necessary to effectuate such assignment and license. The Consultant may retain and use copies of such works for reference and as documentation of its experience and capabilities. 9.2 Intellectual Property. Consultant represents and warrants that it has the legal right to utilize all intellectual property it will utilize in the performance of this 127 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 5 of 9 agreement. Consultant further represents that it shall ensure City has the legal right to utilize all intellectual property involved in and/or resulting from Consultant’s performance of this agreement. Consultant shall indemnify and hold City harmless from all loss and liability, including attorneys’ fees, court costs and all other litigation expenses for any infringement of the patent rights, copyright, trade secret or any other proprietary right or trademark, and all other intellectual property claims of any person or persons in consequence of the use by City, or any of its officers or agents, of articles or services to be supplied in the performance of this agreement. 9.3 Records and Audits.Contractor and its subcontractors shall establish and maintain records pertaining to this contract. Contractor’s and subcontractors’ accounting systems shall conform to generally accepted accounting principles, and all records shall provide a breakdown of total costs charged under this contract, including properly executed payrolls, time records, invoices and vouchers. Contractor shall permit City and its authorized representatives to inspect and examine Contractor’s books, records, accounts, and any and all data relevant to this Contract at any reasonable time for the purpose of auditing and verifying statements, invoices, or bills submitted by Contractor pursuant to this contract and shall provide such assistance as may be reasonably required in the course of such inspection. City further reserves the right to examine and re-examine said books, records, accounts, and data during the four-year period following the termination of this Contract; and Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatever for four years after the termination of this Contract. Pursuant to California Government Code Section 8546.7, the parties to this Contract shall be subject to the examination and audit of representative of the Auditor General of the State of California for a period of three years after final payment under the contract. The examination and audit shall be confined to those matters connected with the performance of this contract including, but not limited to, the cost of administering the contract. 9.4 Use of Recycled Paper and Electronic Documents.Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. Documents shall be printed on both sides of the page and City shall be provided with electronic copies of documents (in Word or .pdf format) except where unusual circumstances make it infeasible to do so. 10. CONFIDENTIAL INFORMATION. Consultant shall hold any confidential information received from City in the course of performing this agreement in trust and confidence and will not reveal such confidential information to any person or entity, either during the term of the agreement or at any time thereafter. Upon expiration of this agreement, or termination as provided herein, Consultant shall return materials which contain any confidential information to City. Consultant may keep one copy for its confidential file. For purposes of this paragraph, confidential information is defined as all 128 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 6 of 9 information disclosed to Consultant which relates to City's past, present, and future activities, as well as activities under this agreement, which information is not otherwise of public record under California law. 11. RESPONSIBILITY OF CONSULTANT. Consultant shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to Consultant, to any subcontractor, to the City, to City officers and employees, or to parties designated by the City, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes to the extent predicated on active or passive negligence of the Consultant or of any subcontractor. 12. INDEMNIFICATION.Consultant and City agree that City, its employees, agents and officials shall be fully protected from any loss, injury, damage, claim, lawsuit, cost, expense, attorneys fees, litigation costs, defense costs, court costs or any other cost incurred in relation to, as a consequence of or arising out of or in any way attributable actually, allegedly or impliedly, in whole or in part, to the performance of this agreement as set forth below. Accordingly, the provisions of this indemnity provision are intended by the parties to be interpreted and construed to provide the fullest protection possible under the law to the City. Consultant acknowledges that City would not enter into this agreement in the absence of the commitment of Consultant to indemnify and protect City as set forth below. 12.1 General Indemnity. To the fullest extent permitted by law, Consultant shall indemnify and hold harmless City, its employees, agents and officials, from any liability, claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs (including, without limitation, costs and fees of alternative dispute resolution and litigation) of any kind whatsoever without restriction or limitation, incurred in relation to, as a consequence of or arising out of or in any way attributable actually, allegedly or impliedly, in whole or in part, to Consultant, or its employees, agents, or subcontractors. All obligations under this provision are to be paid by Consultant as they are incurred by the City. 12.2 Duty to Defend.In addition to Consultant’s obligation to indemnify City, Consultant shall defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its councilmembers, officers, and employees, immediately upon tender to Consultant of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Consultant are responsible for the claim does not relieve Consultant from its separate and distinct obligation to defend. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent defense counsel if Consultant asserts that liability is caused in whole or in part by the negligence or willful misconduct of the indemnified party. If it is finally adjudicated that liability was caused solely by the negligence or willful misconduct of an indemnified party, Consultant may submit a claim to the City for reimbursement of reasonable attorneys’ fees and 129 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 7 of 9 defense costs in proportion to the established comparative liability of the indemnified party. 12.3 Limitation on Indemnity. Without affecting the rights of City under any provision of this agreement or this Section, Consultant shall not be required to defend, indemnify, and hold harmless City as set forth above for liability attributable to the sole fault of City, provided such sole fault is determined by agreement between the parties or the findings of a court of competent jurisdiction. This exception will apply only in instances where the City is shown to have been solely at fault and not in instances where Consultant is solely or partially at fault or in instances where City's fault accounts for only a percentage of the liability involved. In those instances, the obligation of Consultant will be all-inclusive and City will be held harmless, indemnified, and defended for all liability incurred, even though a percentage of the liability is attributable to conduct of the City. 12.4 Acknowledgement.Consultant acknowledges that its obligation pursuant to this Section extends to liability attributable to City, if that liability is less than the sole fault of City. Consultant has no obligation under this agreement for liability proven in a court of competent jurisdiction or by written agreement between the parties to be the sole fault of City. 12.5 Scope of Consultant Obligation. The obligations of Consultant under this or any other provision of this agreement will not be limited by the provisions of any workers' compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or laws as to City, its employees and officials. 12.6 Subcontractors.Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section from each and every subcontractor, sub tier contractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance or subject matter of this agreement. 12.7 No Waiver. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth herein is binding on the successors, assigns, or heirs of Consultant and shall survive the termination of this agreement or this Section. For purposes of Section 2782 of the Civil Code the parties hereto recognize and agree that this agreement is not a construction contract. By execution of this agreement, Consultant acknowledges and agrees that it has read and understands the provisions hereof and that this paragraph is a material element of consideration.City approval of insurance required by this agreement does not relieve the Consultant or subcontractors from liability under this Section. 12.8 Relation to Insurance Obligations.The defense and indemnification obligations of this agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this agreement. 130 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 8 of 9 13. DEFAULT AND REMEDIES. 13.1 Events of default. Each of the following shall constitute an event of default hereunder: (a)Failure by Consultant to perform any obligation under this agreement and failure to cure such breach immediately upon receiving notice of such breach, if the breach is such that the City determines the health, welfare, or safety of the public is immediately endangered; or (b)Failure by either party to perform any obligation under this agreement and failure to cure such breach within fifteen (15) days of receiving notice of such breach (except for breaches subject to subparagraph (a), above); provided that if the nature of the breach is such that the non-breaching party determines it will reasonably require more than fifteen (15) days to cure, the breaching party shall not be in default if it promptly commences the cure and diligently proceeds to completion of the cure. 13.2 Remedies upon default. Upon any default, the non-defaulting party shall have the right to immediately suspend or terminate this agreement, seek specific performance and/or seek damages to the full extent allowed by law. City shall have the right to contract with another party to perform this agreement 13.3 No Waiver. Failure by City to seek any remedy for any default hereunder shall not constitute a waiver of any other rights hereunder or any right to seek any remedy for any subsequent default. 14. TERMINATION.The City may terminate this agreement with or without cause by providing 10 days’ notice in writing to Consultant. The City may terminate this agreement at any time without prior notice in the event that Consultant commits a material breach of the terms of this agreement. Upon termination, this agreement shall become of no further force or affect whatsoever and each of the parties hereto shall be relieved and discharged from the rights and obligations of this agreement, subject to payment for acceptable services rendered prior to the expiration of the notice of termination and delivery to City of any work in progress, completed work, supplies, equipment, and other materials produced as a part of, or acquired in connection with the performance of this agreement, and any completed or partially completed work which, if this agreement had been completed, would have been required to be furnished to City. Notwithstanding the foregoing and Section 2 on page 1, this Section and the provisions of this agreement concerning insurance (Exhibit B), Funding Agency Requirements (as set forth in Exhibit D if applicable), Work Product and Records,Confidential Information, Responsibility of Consultant, Indemnification, Default and Remedies, Litigation, and Jurisdiction and Severability shall survive termination or expiration of this agreement. 15. DISPUTE RESOLUTION. The parties shall make a good faith effort to settle any dispute or claim arising under this agreement. If the parties fail to resolve such disputes or claims, they shall submit them to non-binding mediation in California at shared expense of the parties for at least 8 hours of mediation. If mediation does not arrive at a satisfactory result, arbitration, if agreed to by all parties, or litigation may be pursued. In 131 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 9 of 9 the event any dispute resolution processes are involved, each party shall bear its own costs and attorneys’ fees. 16. LITIGATION. If any litigation is commenced between parties to this agreement concerning any provision hereof or the rights and duties of any person in relation thereto, each party shall bear its own attorneys’ fees and costs. 17. JURISDICTION AND SEVERABILITY. This agreement shall be administered and interpreted under the laws of the State of California. Jurisdiction of litigation arising from this agreement shall be in that state and venue shall be in Santa Clara County, California. 18. SEVERABILITY.If any part of this agreement is found to conflict with applicable laws, such part shall be inoperative, null and void insofar as it conflicts with said laws, but the remainder of this agreement shall be in full force and effect. 19. NOTICE OF NON-RENEWAL. Consultant understands and agrees that there is no representation, implication, or understanding that the City will request that work product provided by Consultant under this agreement be supplemented or continued by Consultant under a new agreement following expiration or termination of this agreement. Consultant waives all rights or claims to notice or hearing respecting any failure by City to continue to request or retain all or any portion of the work product from Consultant following the expiration or termination of this agreement. 20. PARTIES IN INTEREST. This agreement does not, and is not intended to, confer any rights or remedies upon any person or entity other than the parties. 21. WAIVER.Neither the acceptance of work or payment for work pursuant to this agreement shall constitute a waiver of any rights or obligations arising under this agreement. The failure by the City to enforce any of Consultant’s obligations or to exercise City's rights shall in no event be deemed a waiver of the right to do so thereafter. -End of Exhibit C- 132 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit D Page 1 of 1 City of Saratoga Services Contract Exhibit D – Funding Agency Requirements This agreement is funded in part pursuant to the contract between City and _______________________________________________ (“Funding Agency”) attached as Exhibit D-1 (“Funding Agreement”). In recognition of the Funding Agreement City and Contractor agree that: 1. All contractual provisions required by the Funding Agreement are hereby incorporated by reference. Anything to the contrary herein notwithstanding, all Funding Agreement- mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this agreement. The Consultant shall not perform any act, fail to perform any act, or refuse to comply with any City requests which would cause the City to be in violation of the Funding Agreement terms and conditions. 2. If Consultant claims or receives payment from City for a service, reimbursement for which is later disallowed by the Funding Agency, the Consultant shall promptly refund the disallowed amount to City upon City’s request. At its option, City may offset the amount disallowed from any payment due or to become due to Consultant under this agreement or any other agreement. 3. City may terminate or suspend performance of this agreement if Funding Agency suspends or terminates funding pursuant to the terms of the Funding Agreement. In the event of suspension or termination City shall be obligated to fund only that portion of Consultant’s work performed prior to the suspension or termination that is not funded by the Funding Agreement. 4. By executing this agreement, the Consultant certifies that the Consultant is not suspended, debarred or otherwise excluded from participation in the program(s) supported by the Funding Agreement. Consultant acknowledges that this certification of eligibility to receive Funding Agency funds is a material term of the agreement. -End of Exhibit D- 133 SA M P L E Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit E Page 1 of 1 City of Saratoga Services Contract Exhibit E – Special Requirements AND/OR See Exhibit(s) E-incorporated by this reference. -End of Exhibit E- 134 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract Page 1 of 3 City of Saratoga Standard Services Contract This agreement is entered into at Saratoga, California by and between the City of Saratoga, a municipal corporation (“City”), and ______________________________________ (“Consultant”), who agree that: 1.Purpose of Contract. This is a contract for: The purpose of the contract is more specifically described in Exhibit A of this agreement (“Scope of Work and Payment Terms”). In the event of a conflict between (1) the “Scope of Work and Payment Terms” in Exhibit A or any of the exhibits included in Exhibit A and (2) the other terms of this agreement, the other terms of the agreement shall govern. 2. Term. Start Date:End Date: (If Start Date is left blank, start date will be date last signed below.) Or upon project completion, whichever occurs first. 3. Payment. City shall pay Consultant for work product produced and any authorized reimbursable costs pursuant to this agreement an amount not to exceed the total sum of: $___________________________________________________. If this contract is for more than one year, the maximum payment amount for each year is set forth in Exhibit A. Consultant agrees to comply with payment terms set forth in Exhibit A. Consultant is not authorized to undertake any efforts or incur any costs whatsoever under the terms of this agreement until receipt from City of a fully executed copy of this agreement. 4. Contract Administration. The authorized representatives of City and Consultant for Contract administration are listed below. The City’s Primary Representative is the Administrator. Consultant : Consultant Name: Contact Person: Street Address: BMI Imaging Systems, Inc.Citywide Document Scanning BMI Imaging Systems, Inc. Citywide Document Scanning 07/01/2025 06/30/2027 40,000 BMI Imaging Systems, Inc. Jim Detrick 1115 E. Arques Avenue 135 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract Page 2 of 3 City, State, Zip: Telephone(s): Email Address: Saratoga Business Lic. #: (Contractor shall maintain a Saratoga Business License for the Term of this agreement) City of Saratoga Department: Primary Representative: Street Address: City, State, Zip: Telephone: Email Address: 5. Addresses for Notice.Notices or communications shall be given to the parties at the addresses set forth in Section 4 (“Contract Administration”) unless otherwise designated in a written notice to the other party. In addition, notices to City shall be copied to: City Manager City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 City Clerk City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 These copies shall not constitute notice. 6. Change of Address.Any party hereto, by giving ten (10) days written notice to the other, may designate any other address as substitution of the address to which the notice or communication shall be given. 7. Insurance. Consultant agrees to procure and maintain insurance as required by the provisions set forth in Exhibit B (“Insurance”). Certificates of such insurance and copies of the insurance policies and endorsements shall be delivered to City within ten (10) days after being notified of the award of the contract, and before execution of this agreement by the City. 8. General Provisions.City and Consultant agree to and shall abide by the general provisions set forth in Exhibit C (“General Provisions”). BMI Imaging Systems, Inc.Citywide Document Scanning Sunnyvale, CA 94085 408-220-0212 jdetrick@bmiimaging.com BUS-011855 Citywide Britt Avrit 13777 Fruitvale Avenue Saratoga, CA 95070 408-868-1294 bavrit@saratoga.ca.us 136 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract Page 3 of 3 9. Supplemental Provisions. If one or both boxes are checked below this agreement includes supplemental provisions described in connection with the checked box(es): This agreement is funded in whole or in part by an entity other than City. Consultant shall comply with all rules and regulations required by such funding entity. Applicable funding entity requirements are set forth in Exhibit D (“Funding Agency Requirements”). Nothing in this paragraph or in the funding entity requirements shall be construed to relieve Consultant of its duty to ensure that it is in compliance with all applicable laws and regulations. Exhibit E (“Special Requirements”) sets forth provisions regarding: 10. Exhibits. All exhibits referred to in this agreement are attached hereto and are by this reference incorporated herein and made a part of this agreement. 11. Entire agreement. This agreement supersedes any and all agreements, either oral or written, between the parties with respect to Consultant’s completion of the Scope of Work on behalf of City and contains all of the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. No amendment, alteration, or variation of the terms of this agreement shall be valid unless made in writing and signed by the parties hereto. 12.Authority to Execute agreement. Each individual executing this agreement represents that he or she is duly authorized to sign and deliver the agreement on behalf of the party indicated and that this agreement is binding on such party in accordance with its terms. This agreement may be executed in counterparts, each of which shall be deemed an original, but all of which taken together shall constitute one and the same instrument. IN WITNESS WHEREOF, the parties hereto have executed this agreement. Consultant City of Saratoga Signature City Manager Date: Signer Name ATTEST: Signer Title Date:City Clerk Contract Description:Date: APPROVED AS TO FORM: City Attorney’s Office Date: BMI Imaging Systems, Inc.Citywide Document Scanning Citywide Document Scanning 137 Contractor:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit A Page 1 of 2 City of Saratoga Services Contract Exhibit A – Scope of Work and Payment Terms Consultant shall complete the scope of work and invoice the City in accordance with the payment terms shown below: AND/OR See Exhibit(s) A-incorporated by this reference. BMI Imaging Systems, Inc.Citywide Document Scanning Vendor shall perform the work as described in Exhibit A-1 and invoice for services rendered pursuant to Exhibit A-2 "BMI Imaging Pricing Schedule" at no more than $20,000 per fiscal year. ✔1 and A-2 138 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract Page 2 of 2 Payment Terms: The payments specified in this paragraph shall be the only payments to be made to Consultant in connection with Consultant’s completion of the Scope of Work pursuant to this agreement. Reimbursable expenses shall be billed only at their actual cost. Consultant shall submit all billings to City and City shall pay such billings in the manner specified in this paragraph. Payment shall be made payable to Consultant and delivered to the address specified in Section 4 on pages 1 and 2 of this agreement. The making of any payment by City, or the receipt thereof by the Consultant, shall in no way lessen the liability of the Consultant to correct or revise unsatisfactory work, even though the unsatisfactory character of such work may not have been apparent or detected at the time such payment was made. City may withhold payment to Consultant in any instance in which the Consultant has failed or refused to satisfy any material obligation provided for in this agreement. In no event shall City be liable for interest or late charges for any late payments. Consultant shall submit invoices, not more often than once a month during the term of this agreement, based on the cost for work performed in accordance with the either the hourly rates or task-based rates in the Scope of Work and authorized reimbursable expenses incurred prior to the invoice date. Invoices shall contain the following information: 1.1 Serial identifications of bills, i.e., Bill No. 1; 1.2 The beginning and ending dates of the billing period; 1.3 A summary containing the total contract amount, the amount of prior billings, the total due this period, percentage of work completed, the remaining balance available for all remaining billing periods, and a brief description of work completed during the billing period. City shall make monthly payments, based on such invoices, for satisfactory progress in completion of the Scope of Work, and for authorized reimbursable expenses incurred. City shall not be obligated to pay Consultant for work performed that falls outside the Scope of Work. -End of Exhibit A - BMI Imaging Systems, Inc.Citywide Document Scanning 139 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit B Page 1 of 3 City of Saratoga Design Services Contract Exhibit B – Insurance The insurance requirements listed below that have an “9” indicated in the space before the requirement apply to this agreement together with the general requirements. Modifications to the below requirements are shown in Exhibit E (“Special Requirements”). Contractor shall provide its insurance broker(s)/agent(s) with a copy of these requirements and request that they provide certificates of insurance complete with copies of all required endorsements to the Primary Representative listed in section 4 on page 2. During the term of this agreement Contractor shall ensure that its broker(s)/agent(s) provide the Primary Representative with updated certificates of insurance reflecting continued satisfaction of the requirements of this agreement together with updated endorsements in the event of a change in the underlying insurance policy(ies), with copies emailed to cityhall@saratoga.ca.us. All endorsements shall be signed by a person authorized by that insurer to bind coverage on its behalf. City has the right to require Contractor’s insurer to provide complete, certified copies of all required insurance policies. As described in more detail below, the City, its officers, officials, employees, agents, and volunteers are to be covered as insureds. All certificates and endorsements must be received and approved by City before work commences. Insurance Requirements Commercial General Liability Insurance covering commercial general liability on an “occurrence” basis, including products and completed operations, property damage, bodily injury, personal injury, and advertising injury with coverage minimum limits of $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. Auto Liability Insurance with coverage as indicated: $1,000,000 combined single limit for bodily injury and property damage $500,000 combined single limit for bodily injury and property damage Professional/Errors and Omissions Liability (“E&O”) with coverage as indicated: $1,000,000 per loss/ $1,000,000 aggregate $2,000,000 per loss/ $2,000,000 aggregate BMI Imaging Systems, Inc. Citywide Document Scanning ✔ ✔ ✔ 140 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit B Page 2 of 3 Workers' Compensation as required by the State of California, with statutory limits, and Employer’s Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. Contractor shall submit to City a waiver of subrogation endorsement in favor of City, its officers, officials, agents, employees, and volunteers. If Contractor is not required to maintain Workers’ Compensation Insurance pursuant to State law, Contractor shall file a verification of that fact with the Primary Representative. All subcontractors used must comply with the above requirements except as noted below: General Requirements As to all of the checked insurance requirements above, the following shall apply: 1. Additional Insured Status and Primary Coverage. Contractor shall submit to City an additional insured endorsement for its Commercial General Liability policy with coverage at least as broad as ISO form CG 20 10 for ongoing operations, and coverage at least as broad as ISO Form CG 20 37 for completed operations.For Auto Liability, the policy shall contain, or be endorsed to contain, additional insured coverage for the City, its officers, officials, employees, agents and volunteers. Any available insurance proceeds broader than or in excess of the minimum insurance coverage requirements and/or limits specified in this agreement shall be available to the additional insured.The requirements for coverage and limits shall be (1) the minimum coverage and limits specified in this agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. The additional insured coverage under Contractor’s policy shall be ''primary and non-contributory" and will not seek contribution from the City’s insurance or self-insurance and shall be at least as broad as ISO Form CG 20 01 04 13 and CG 20 38 04 13. This requirement does not apply to errors and omissions insurance. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. 2. Separation of Insureds.The Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 3. Deductibles and Self Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials and employees; or (2) the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. 4. Umbrella or Excess Insurance.The limits of insurance required in this agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City (if agreed to in a written contract or agreement) before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured. BMI Imaging Systems, Inc.Citywide Document Scanning ✔ 141 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit B Page 3 of 3 5. Waiver of Subrogation.Contractor hereby grants to City a waiver of any right to subrogation which any insurer of Contractor may acquire against City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether City has received a waiver of subrogation endorsement from the insurer. 6. Verification of Coverage.Contractor shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this Exhibit. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require at any time complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications and failure to exercise this right shall not constitute a waiver of any of City’s rights pursuant to this agreement. 7. Maintenance of Coverage.Contractor shall not cancel, assign, or change any policy of insurance required by this agreement or engage in any act or omission that will cause its insurer to cancel any insurance policy required by this agreement except after providing 30 days prior notice to the City. If an insurance policy required by this agreement is unilaterally cancelled or changed by the insurer, Contractor shall immediately provide written notice to the City and obtain substitute insurance meeting the requirements of this agreement. Nothing in this paragraph relieves Contractor of its obligation to maintain all insurance required by this agreement at all times during the term of the agreement. 8. Claims Made Policies.If any of the required policies provide claims-made coverage, the coverage shall be maintained for a period of five years after completion of the contract. Contractor may satisfy this requirement by renewal of existing coverage or purchase of either prior acts or tail coverage applicable to said five-year period. 9. Acceptability of Insurers.The policy or policies required by this agreement shall be issued by insurers admitted in the State of California and with a rating of at least A:VII in the latest edition of Best’s Insurance Guide. 10. Subcontractors. Contractor agrees to include with all subcontractors in their subcontract the same requirements and provisions of this agreement including the indemnity and insurance requirements to the extent they apply to the scope of the subcontractor's work. Subcontractors hired by Contractor shall agree to be bound to Contractor and City in the same manner and to the same extent as Contractor is bound to the City under this agreement. Subcontractors shall further agree to include these same provisions with any sub-subcontractor. Contractor shall provide subcontractor with a copy of the indemnity and insurance provisions of this agreement as a part of Contractor’s subcontract with subcontractor. Contractor shall require all subcontractors to provide a valid certificate of insurance and the required endorsements included in the agreement prior to commencement of any work and will provide proof of compliance to the City. 11. Special Risks or Circumstances.City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. -End of Exhibit B- BMI Imaging Systems, Inc.Citywide Document Scanning 142 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 1 of 9 City of Saratoga Services Contract Exhibit C – General Provisions 1. INDEPENDENT CONTRACTOR.City requires the services of a qualified consultant to provide the work product described in Exhibit A (“Scope of Work and Payment Terms”) because it lacks the qualified personnel to provide the specified work product. Consultant is qualified to provide the required work product and is agreeable to providing such work product on the terms and conditions in this agreement. 1.1 In General. At all times during the term of this agreement, Consultant shall be an independent contractor and shall not be an employee of City. Consultant shall complete the Scope of Work hereunder in accordance with currently approved methods and practices in Consultant's field. No relationship of employer and employee is created by this agreement between the City and Consultant or any subcontractor or employee of Consultant. City shall have the right to control Consultant only with respect to specifying the results to be obtained from Consultant pursuant to this agreement. City shall not have the right to control the means by which Consultant accomplishes services rendered pursuant to this agreement. Any terms in this agreement referring to direction from City shall be construed as providing for direction as to policy and the result of the Consultant’s work only, and not as to the means by which such a result is obtained. 1.2 Non-Exclusive Contract.Nothing contained in this agreement shall be construed as limiting the right of Consultant to engage in Consultant's profession separate and apart from this agreement so long as such activities do not interfere or conflict with the performance by Consultant of the obligations set forth in this agreement. Interference or conflict will be determined at the sole discretion of the City. 1.3 Standard of Care.Consultant shall complete the Scope of Work required pursuant to this agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in which Consultant practices its profession. All work product of whatsoever nature which Consultant delivers to City pursuant to this agreement shall be prepared in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Consultant’s profession. 1.4 Qualifications.Consultant represents and warrants to City that the Consultant is qualified to perform the services as contemplated by this agreement and that all work performed under this agreement shall be performed only by personnel under the supervision of the Consultant as an employee or, if authorized by the Scope of Work, a subcontractor. All personnel engaged in the work shall be fully qualified and shall be authorized, licensed and certified under state and local law to perform such work if authorization, licensing or certification is required. The Consultant shall commit adequate resources and time to complete the project within the project schedule specified in this agreement. BMI Imaging Systems, Inc.Citywide Document Scanning 143 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 2 of 9 1.5 Use of City Equipment.City shall not be responsible for any damage to persons or property as a result of the use, misuse or failure of any equipment used by Consultant, or by any of its employees, even though such equipment be furnished, rented or loaned to Consultant by City. 1.6 Payment of Taxes and Other Expenses.Should City, in its discretion, or a relevant taxing authority, including, but not limited to the Internal Revenue Service or the State Employment Development Division, determine that the Consultant is an employee for purposes of collection of any employment taxes, the amounts payable under this agreement shall be reduced by amounts equal to both the employee and employer portions of the tax due (and offsetting any credits for amounts already paid by the Consultant which can be applied against this liability). City shall then forward those amounts to the relevant taxing authority. Should a relevant taxing authority determine a liability for past services performed by the Consultant for City, upon notification of such fact by the City, the Consultant shall promptly remit such amount due or arrange with the City to have the amount due withheld from future payments to the Consultant under this agreement (again, offsetting any amounts already paid by the Consultant which can be applied as a credit against such liability). Any determination of employment status above shall be solely for the purposes of the particular tax in question, and for all other purposes of this agreement, The Consultant shall not be considered an employee of City. Notwithstanding the foregoing, should any court, arbitrator, or administrative authority determine that the Consultant is an employee for any other purpose, then the Consultant agrees to a reduction in the City's financial liability so that the City's total expenses under this agreement are not greater than they would have been had the court, arbitrator, or administrative authority determined that the Consultant was not an employee. 2. COMMUNICATION AND NOTICES. 2.1 Communications with Designated Administrator.The Administrator designated in Section 4 on page 1 of this agreement is authorized to receive information, interpret and define City's policies consistent with this agreement, and communicate with Consultant concerning this agreement. All correspondence and other communications shall be directed to or through the Administrator or the Administrator’s designee. 2.2 Communications and Notices on Compliance with Agreement.All notices or communication concerning a party's compliance with the terms of this agreement shall be in writing and may be given either personally, by certified mail, return receipt requested, or by overnight express carrier. The notice shall be deemed to have been given and received on the date delivered in person or the date upon which the postal authority or overnight express carrier indicates that the mailing was delivered to the address of the receiving party. The parties shall make good faith efforts to provide advance courtesy notice of any notices or communications hereunder via e-mail. However, under no circumstances shall such courtesy notice satisfy the notice requirements set forth above; nor shall lack of such courtesy BMI Imaging Systems, Inc.Citywide Document Scanning 144 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 3 of 9 notice affect the validity of service pursuant to the notice requirement set forth above. 3. CONTRACTOR NOT AGENT. Except as City may specify in writing, Consultant shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Consultant shall have no authority, express or implied, pursuant to this agreement to bind City to any obligation whatsoever. 4. BENEFITS AND TAXES.Consultant shall not have any claim under this agreement or otherwise against City for seniority, vacation time, vacation pay, sick leave, personal time off, overtime, health insurance, medical care, hospital care, insurance benefits, social security, disability, unemployment, workers compensation or employee benefits of any kind. Consultant shall be solely liable for and obligated to pay directly all applicable taxes, including, but not limited to, federal and state income taxes, and in connection therewith Consultant shall indemnify and hold City harmless from any and all liability that City may incur because of Consultant's failure to pay such taxes. City shall have no obligation whatsoever to pay or withhold any taxes on behalf of Consultant. 5. ASSIGNMENT PROHIBITED.The services to be performed by the Consultant are personal in character and no party to this agreement may assign any right or obligation under this agreement. Any attempted or purported assignment of any right or obligation under this agreement shall be void and of no effect. However, with the consent of the City given in writing, Consultant is entitled to subcontract such portions of the work to be performed under this agreement as may be specified by City. 6. PERSONNEL.Consultant shall assign only competent personnel to complete the Scope of Work pursuant to this agreement. In the event that City, in its sole discretion, at any time during the term of this agreement, desires the removal of any such persons, Consultant shall, immediately upon receiving notice from city of such desire of City, cause the removal of such person or persons from work in connection with the Scope of Work. 7. CONFLICT OF INTEREST. 7.1 In General.Consultant understands that its professional responsibility is solely to City. Consultant represents and warrants that it presently has no interest, and will not acquire any direct or indirect interest, that would conflict with its performance of this agreement. Consultant shall not employ or subcontract with a person having such an interest in the performance of this agreement. 7.2 Subsequent Conflict of Interest.Consultant agrees that if an actual or potential conflict of interest on the part of Consultant is discovered after award, the Consultant will make a full disclosure in writing to the City. This disclosure shall include a description of actions, which the Consultant has taken or proposes to take, after consultation with the City to avoid, mitigate, or neutralize the actual or potential conflict. Within 45 days, the Consultant shall have taken all necessary steps to avoid, mitigate, or neutralize the conflict of interest to the satisfaction of the City. BMI Imaging Systems, Inc.Citywide Document Scanning 145 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 4 of 9 7.3 Interests of City Officers and Staff.No officer, member or employee of City and no member of the City Council shall have any pecuniary interest, direct or indirect, in this agreement or the proceeds thereof. Neither Consultant nor any member of any Consultant’s family shall serve on any City board or committee or hold any such position which either by rule, practice or action nominates, recommends, or supervises Consultant's performance of the Scope of Work or authorizes funding to Consultant. 8. COMPLIANCE WITH LAWS 8.1 In General.Consultant shall keep itself fully informed of and comply with all laws, policies, general rules and regulations established by City and shall comply with the common law and all laws, ordinances, codes and regulations of governmental agencies, (including federal, state, municipal and local governing bodies) applicable to the performance of the Scope of Work hereunder. 8.2 Licenses and Permits.Consultant represents and warrants to City that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect at all times during the term of this agreement any licenses, permits, and approvals which are legally required for Consultant to practice its profession. In addition to the foregoing, Consultant shall obtain and maintain during the term hereof a valid City of Saratoga Business License. 9. WORK PRODUCT AND RECORDS 9.1 Property of City.All reports, data, maps, models, charts, studies, surveys, photographs, memoranda or other written documents or materials prepared by Consultant (“works”) pursuant to this agreement shall become, as between Consultant and City, the property of City upon completion of the work to be performed hereunder or upon termination of this agreement. Without limiting the generality of the foregoing, if, in connection with services performed under this agreement, the Consultant or its subcontractors create artwork, copy, posters, billboards, photographs, videotapes, audiotapes, systems designs, software, reports, diagrams, surveys, source codes or any other original works of authorship, such works of authorship shall be works for hire as defined under Title 17 of the United States Code, and all copyrights in such works are the property of City. If it is ever determined that any works created by the Consultant or its subcontractors under this agreement are not works for hire under U.S. law, the Consultant hereby assigns all of its copyrights to such works to City, and grants to City a royalty-free, exclusive, and irrevocable license to reproduce, publish, use, and to authorize others to do so, all of Consultant’s rights in such works and agrees to execute any documents necessary to effectuate such assignment and license. The Consultant may retain and use copies of such works for reference and as documentation of its experience and capabilities. 9.2 Intellectual Property. Consultant represents and warrants that it has the legal right to utilize all intellectual property it will utilize in the performance of this BMI Imaging Systems, Inc.Citywide Document Scanning 146 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 5 of 9 agreement. Consultant further represents that it shall ensure City has the legal right to utilize all intellectual property involved in and/or resulting from Consultant’s performance of this agreement. Consultant shall indemnify and hold City harmless from all loss and liability, including attorneys’ fees, court costs and all other litigation expenses for any infringement of the patent rights, copyright, trade secret or any other proprietary right or trademark, and all other intellectual property claims of any person or persons in consequence of the use by City, or any of its officers or agents, of articles or services to be supplied in the performance of this agreement. 9.3 Records and Audits.Contractor and its subcontractors shall establish and maintain records pertaining to this contract. Contractor’s and subcontractors’ accounting systems shall conform to generally accepted accounting principles, and all records shall provide a breakdown of total costs charged under this contract, including properly executed payrolls, time records, invoices and vouchers. Contractor shall permit City and its authorized representatives to inspect and examine Contractor’s books, records, accounts, and any and all data relevant to this Contract at any reasonable time for the purpose of auditing and verifying statements, invoices, or bills submitted by Contractor pursuant to this contract and shall provide such assistance as may be reasonably required in the course of such inspection. City further reserves the right to examine and re-examine said books, records, accounts, and data during the four-year period following the termination of this Contract; and Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatever for four years after the termination of this Contract. Pursuant to California Government Code Section 8546.7, the parties to this Contract shall be subject to the examination and audit of representative of the Auditor General of the State of California for a period of three years after final payment under the contract. The examination and audit shall be confined to those matters connected with the performance of this contract including, but not limited to, the cost of administering the contract. 9.4 Use of Recycled Paper and Electronic Documents.Consultant shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. Documents shall be printed on both sides of the page and City shall be provided with electronic copies of documents (in Word or .pdf format) except where unusual circumstances make it infeasible to do so. 10. CONFIDENTIAL INFORMATION. Consultant shall hold any confidential information received from City in the course of performing this agreement in trust and confidence and will not reveal such confidential information to any person or entity, either during the term of the agreement or at any time thereafter. Upon expiration of this agreement, or termination as provided herein, Consultant shall return materials which contain any confidential information to City. Consultant may keep one copy for its confidential file. For purposes of this paragraph, confidential information is defined as all BMI Imaging Systems, Inc.Citywide Document Scanning 147 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 6 of 9 information disclosed to Consultant which relates to City's past, present, and future activities, as well as activities under this agreement, which information is not otherwise of public record under California law. 11. RESPONSIBILITY OF CONSULTANT. Consultant shall take all responsibility for the work, shall bear all losses and damages directly or indirectly resulting to Consultant, to any subcontractor, to the City, to City officers and employees, or to parties designated by the City, on account of the performance or character of the work, unforeseen difficulties, accidents, occurrences or other causes to the extent predicated on active or passive negligence of the Consultant or of any subcontractor. 12. INDEMNIFICATION.Consultant and City agree that City, its employees, agents and officials shall be fully protected from any loss, injury, damage, claim, lawsuit, cost, expense, attorneys fees, litigation costs, defense costs, court costs or any other cost incurred in relation to, as a consequence of or arising out of or in any way attributable actually, allegedly or impliedly, in whole or in part, to the performance of this agreement as set forth below. Accordingly, the provisions of this indemnity provision are intended by the parties to be interpreted and construed to provide the fullest protection possible under the law to the City. Consultant acknowledges that City would not enter into this agreement in the absence of the commitment of Consultant to indemnify and protect City as set forth below. 12.1 General Indemnity. To the fullest extent permitted by law, Consultant shall indemnify and hold harmless City, its employees, agents and officials, from any liability, claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs (including, without limitation, costs and fees of alternative dispute resolution and litigation) of any kind whatsoever without restriction or limitation, incurred in relation to, as a consequence of or arising out of or in any way attributable actually, allegedly or impliedly, in whole or in part, to Consultant, or its employees, agents, or subcontractors. All obligations under this provision are to be paid by Consultant as they are incurred by the City. 12.2 Duty to Defend.In addition to Consultant’s obligation to indemnify City, Consultant shall defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its councilmembers, officers, and employees, immediately upon tender to Consultant of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Consultant are responsible for the claim does not relieve Consultant from its separate and distinct obligation to defend. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent defense counsel if Consultant asserts that liability is caused in whole or in part by the negligence or willful misconduct of the indemnified party. If it is finally adjudicated that liability was caused solely by the negligence or willful misconduct of an indemnified party, Consultant may submit a claim to the City for reimbursement of reasonable attorneys’ fees and BMI Imaging Systems, Inc. Citywide Document Scanning 148 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 7 of 9 defense costs in proportion to the established comparative liability of the indemnified party. 12.3 Limitation on Indemnity. Without affecting the rights of City under any provision of this agreement or this Section, Consultant shall not be required to defend, indemnify, and hold harmless City as set forth above for liability attributable to the sole fault of City, provided such sole fault is determined by agreement between the parties or the findings of a court of competent jurisdiction. This exception will apply only in instances where the City is shown to have been solely at fault and not in instances where Consultant is solely or partially at fault or in instances where City's fault accounts for only a percentage of the liability involved. In those instances, the obligation of Consultant will be all-inclusive and City will be held harmless, indemnified, and defended for all liability incurred, even though a percentage of the liability is attributable to conduct of the City. 12.4 Acknowledgement.Consultant acknowledges that its obligation pursuant to this Section extends to liability attributable to City, if that liability is less than the sole fault of City. Consultant has no obligation under this agreement for liability proven in a court of competent jurisdiction or by written agreement between the parties to be the sole fault of City. 12.5 Scope of Consultant Obligation. The obligations of Consultant under this or any other provision of this agreement will not be limited by the provisions of any workers' compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or laws as to City, its employees and officials. 12.6 Subcontractors.Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this Section from each and every subcontractor, sub tier contractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance or subject matter of this agreement. 12.7 No Waiver. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth herein is binding on the successors, assigns, or heirs of Consultant and shall survive the termination of this agreement or this Section. For purposes of Section 2782 of the Civil Code the parties hereto recognize and agree that this agreement is not a construction contract. By execution of this agreement, Consultant acknowledges and agrees that it has read and understands the provisions hereof and that this paragraph is a material element of consideration.City approval of insurance required by this agreement does not relieve the Consultant or subcontractors from liability under this Section. 12.8 Relation to Insurance Obligations.The defense and indemnification obligations of this agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this agreement. BMI Imaging Systems, Inc. Citywide Document Scanning 149 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 8 of 9 13. DEFAULT AND REMEDIES. 13.1 Events of default. Each of the following shall constitute an event of default hereunder: (a)Failure by Consultant to perform any obligation under this agreement and failure to cure such breach immediately upon receiving notice of such breach, if the breach is such that the City determines the health, welfare, or safety of the public is immediately endangered; or (b)Failure by either party to perform any obligation under this agreement and failure to cure such breach within fifteen (15) days of receiving notice of such breach (except for breaches subject to subparagraph (a), above); provided that if the nature of the breach is such that the non-breaching party determines it will reasonably require more than fifteen (15) days to cure, the breaching party shall not be in default if it promptly commences the cure and diligently proceeds to completion of the cure. 13.2 Remedies upon default. Upon any default, the non-defaulting party shall have the right to immediately suspend or terminate this agreement, seek specific performance and/or seek damages to the full extent allowed by law. City shall have the right to contract with another party to perform this agreement 13.3 No Waiver. Failure by City to seek any remedy for any default hereunder shall not constitute a waiver of any other rights hereunder or any right to seek any remedy for any subsequent default. 14. TERMINATION.The City may terminate this agreement with or without cause by providing 10 days’ notice in writing to Consultant. The City may terminate this agreement at any time without prior notice in the event that Consultant commits a material breach of the terms of this agreement. Upon termination, this agreement shall become of no further force or affect whatsoever and each of the parties hereto shall be relieved and discharged from the rights and obligations of this agreement, subject to payment for acceptable services rendered prior to the expiration of the notice of termination and delivery to City of any work in progress, completed work, supplies, equipment, and other materials produced as a part of, or acquired in connection with the performance of this agreement, and any completed or partially completed work which, if this agreement had been completed, would have been required to be furnished to City. Notwithstanding the foregoing and Section 2 on page 1, this Section and the provisions of this agreement concerning insurance (Exhibit B), Funding Agency Requirements (as set forth in Exhibit D if applicable), Work Product and Records, Confidential Information, Responsibility of Consultant, Indemnification, Default and Remedies, Litigation, and Jurisdiction and Severability shall survive termination or expiration of this agreement. 15. DISPUTE RESOLUTION. The parties shall make a good faith effort to settle any dispute or claim arising under this agreement. If the parties fail to resolve such disputes or claims, they shall submit them to non-binding mediation in California at shared expense of the parties for at least 8 hours of mediation. If mediation does not arrive at a satisfactory result, arbitration, if agreed to by all parties, or litigation may be pursued. In BMI Imaging Systems, Inc.Citywide Document Scanning 150 Consultant:Project: Rev. 5/2023 City of Saratoga Services Contract – Exhibit C Page 9 of 9 the event any dispute resolution processes are involved, each party shall bear its own costs and attorneys’ fees. 16. LITIGATION. If any litigation is commenced between parties to this agreement concerning any provision hereof or the rights and duties of any person in relation thereto, each party shall bear its own attorneys’ fees and costs. 17. JURISDICTION AND SEVERABILITY. This agreement shall be administered and interpreted under the laws of the State of California. Jurisdiction of litigation arising from this agreement shall be in that state and venue shall be in Santa Clara County, California. 18. SEVERABILITY.If any part of this agreement is found to conflict with applicable laws, such part shall be inoperative, null and void insofar as it conflicts with said laws, but the remainder of this agreement shall be in full force and effect. 19. NOTICE OF NON-RENEWAL. Consultant understands and agrees that there is no representation, implication, or understanding that the City will request that work product provided by Consultant under this agreement be supplemented or continued by Consultant under a new agreement following expiration or termination of this agreement. Consultant waives all rights or claims to notice or hearing respecting any failure by City to continue to request or retain all or any portion of the work product from Consultant following the expiration or termination of this agreement. 20. PARTIES IN INTEREST. This agreement does not, and is not intended to, confer any rights or remedies upon any person or entity other than the parties. 21. WAIVER.Neither the acceptance of work or payment for work pursuant to this agreement shall constitute a waiver of any rights or obligations arising under this agreement. The failure by the City to enforce any of Consultant’s obligations or to exercise City's rights shall in no event be deemed a waiver of the right to do so thereafter. -End of Exhibit C- BMI Imaging Systems, Inc.Citywide Document Scanning 151 Page 1 of 3 EXHIBIT A-1 Scope of Work The required scope of services includes the following: A. Scanning City documents including, but not limited to manila folder content, post it notes, legal documents, letters, carbon copies, photo exhibits, spiral bound books, tabbed paper, large format documents, and pocket file folders. File folders may contain flat and folded documents of varying sizes and binding. Plan rolls will vary in size. Vendor may assume that most paper records are in fair condition. B. Selected vendor shall have the ability to, and be prepared to (additional detailed information can be found in “Attachment 1, Scanning Standards and Specifications”): 1. Duplex scan documents to capture both front and back of document where needed. Images must be oriented correctly for viewing and text must be readable up to the edge of the document. 2. Scan small documents such as receipts as small as 1.5 inches x 3 inches in line with up to 11 x 17 documents in a single scan. 3. Remove staples, clips, fasteners, bindings, glue binder, and fix torn pages prior to scanning. 4. Scan all documents and maps/plans to a Laserfiche format at a minimum resolution of 300 DPI. 5. Handle scanning of older or degraded files and plans. 6. Create DVD masters and duplicates and return documents to the City with the DVD masters/duplicates. 7. Return originals in the original carrier (folder, sleeve, etc.). and in the same sequence/bundles as when they were sent. 8. Fill out metadata out as indicated by electronic Excel file-based criteria sent by the City via email prior to the pick-up of the boxes. 9. Use pre-set templates that will be provided by the City in a Laserfiche "Briefcase" format. 10. Prepare detailed invoicing to different departments within the City based on department-generated scanning requests. 11. Use City-provided naming conventions. 12. Perform rework on errors or omissions with no additional charge. 13. Warrant work for at least 12 months from date of scan against defects. C. Scanned documents should be de-skewed, de-speckled, blank pages and black borders removed, hole punch images removed (where possible), and background color drop out (where possible). Color images must be viewable quality so that detail in the image is captured. D. After the files are scanned and digitized, the vendor will index the files. Indexing requirements include a minimum of two (2) fields with unique document names. E. Any and all City documents in the possession of the vendor must be stored in a climate controlled safe and secure location. The City must have access to all City documents in the vendor’s possession upon request, with a hard copy or electronic file provided within 24 hours. 152 Page 2 of 3 Scanning Standards and Specifications 1. STANDARDS A. Any and all City documents in the possession of the vendor must be stored in a safe and secure location that is climate controlled. B. The City must have access to all documents outsourced for scanning upon request. Any requests made by the City for documents will be provided via e-mail within one business day. The City requires this in order to comply with the Public Records Act. C. Resolution for scanning at least 300 dpi. D. File type Single Page TIFF (for black and white images) or JPEG (for grayscale or color images). E. Duplex scan documents to capture both front and back of document where needed. F. Images must be oriented correctly for viewing. G. Image Clean-up: the scanned document should be de-skewed and de-speckled, blank pages and black borders removed and background suppression where the image will be enhanced by such processes. H. Manual image quality adjustment and QA of every image for clarity, quality, cutoffs or compression errors. I. All scan dimensions must be the same size as the original document. 2. SCANNING SPECIFICATIONS A. All scanning, indexing, and quality checking must be performed in the State of California (no offshore or out-of-state services). B. All scanning and indexing to be done in compliance with all applicable California State laws. C. All compressed files CCITT Group IV or JPEG. D. Default is black and white, only the pages flagged by the City for color scanning should be scanned in color. E. Large Format Drawings: a. Black & White: at least 300 dpi (TIFF) b. Color: at least 300 dpi (JPEG) F. Profile drawings: a. First page entire drawing b. Segment into 24” and 36” sheets following the first page G. Letter Sized Documents: a. Black & White: at least 300 dpi (TIFF) b. Color: at least 300 dpi (JPEG) H. Photos: a. Black & White: 300 dpi (TIFF) b. Color: 300 dpi (JPEG) I. Hard-to-read images (e.g., blue mimeograph ink, dot matrix printers) will be copied and re-scanned by the vendor at no charge so that the document is as usable as the original (see below.) 153 Page 3 of 3 J. Indexing of documents as specified for each records series. a. Where specified, the City will strive to provide an Excel spreadsheet with a unique identifier with the metadata values to be populated for each box / records series with specific instructions for scanning K. Any damage to documents, or other anomalies or difficulties, to be promptly reported to the City. L. Any requests made by the City for images will be provided via e-mail of the scanned image within one business day. The City requires this in order to meet the Public Records Act mandate of making records promptly available to requestors. M. Separate process from scan and index: Quality checking (by humans) of images to meet legal standards: a. Images have been quality checked and contain all significant details from the original and are an adequate substitute for the original document for all purposes for which the document was created or maintained. b. Quality checking (by humans) of indexing. c. All necessary corrections made by vendor in order to meet legal standards outlined in this document. 3. DELIVERY SPECIFICATIONS A. Vendor must provide a “pickup slip” or other document as proof of pick-up, to be signed by the vendor staff and City staff. B. Delivered images will be in a format that can be imported directly into Laserfiche, including any metadata. The documents should require no post processing by the City other than the importing of data and, optionally, post-import OCR processing. C. Images & indexing must be delivered on DVDs, clearly labeled with contents, in addition to other mutually agreed upon method of delivery (cloud based file transfer service, hard drives, etc. if applicable). D. Vendor must provide a script for uploading, and training for employees for the first two imports. E. The original paper documents must be returned to the City in the same order, in the same condition as received, and in the same box or drawer as they were sent in, at the same time as delivery of the DVD. F. Images and indexing can be delivered earlier than the DVD and paper records. G. Documents do not have to be re-stapled, but they must be placed back into the folders and placed in the sections in the clasps for each folder they were found in. All documents, sections, and folders must stay in the same sequence as they were received. H. Vendor will not be allowed to pick up the next project / batch until prior batch has been delivered. I. Guaranteed maximum turnaround time of sixty (60) calendar days from the date of pickup. 154 City of Saratoga RFP Proposal Response Document Scanning Services 1115 E. Arques Avenue, Sunnyvale, California ● 800.359.3456 ● www.BMIimaging.com Pricing Schedule Description Unit Price Project Setup/Management Fee (for new document types): $150.00/hour Minimum Charge per Submission (for existing document types):$1,500.00/job Document Preparation (if necessary): $40.00/hour Document Scanning and Indexing (via match/merge from City spreadsheet) Small-format Pages (Up to 11 ” x 17”): Large-format Sheets (C, D and E-size Plans/Maps): $0.09/Image $1.25/Image Document Pick-up/Delivery Via BMI Truck: $75.00/Trip DVD Recording/Labeling (masters and duplicates):$15.00/DVD Fulfillment of Scan-on-Demand Document Requests:$25.00/document ➢Applicable sales tax will be added to all invoices. ➢Documents determined to have been improperly scanned will be rescanned at no charge to the City. Optional Document Destruction via Secure Shredding: $10.00/box EXHIBIT A-2 155 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:Public Works PREPARED BY:Mainini Cabute, Environmental Programs Manager SUBJECT:Ordinance Amending the Saratoga Municipal Code by adding Article 7-12 (Stormwater Pollution Control), deleting Sections 6-15.070, 6-15.080, and 6- 15.085, and amending Section 17-05.010. RECOMMENDED ACTION: Waive reading and adopt the ordinance adding Article 7-12 (Stormwater Pollution Control), deleting Sections 6-15.070, 6-15.080, and 6-15.085, and amending Section 17-05.010 of the Saratoga Municipal Code to implement National Pollutant Discharge Elimination System requirements applicable in Saratoga. BACKGROUND: At its March 5, 2025 meeting, the City Council conducted a public hearing to consider amendments that do the following: 1) Adds Article 7-12 that requires the City to ensure that trash is properly managed on properties that are believed to generate significant trash levels and are connected to the City’s municipal storm drain system via storm drain inlets or catch basins on the property. 2) Deletes sections 6-15.070, 6-15.080, and 6-15.085 of the Code for clarity and convenience because these sections were readopted with minor changes in Article 7-12. 3) Conforms Chapter 17 of the Code to implement the changes provided in Article 7-12. The ordinance introduced by the City Council is included in Attachment A. If adopted by the City Council, it will take effect in 30 days. ATTACHMENTS: Attachment A – Ordinance Amending the Saratoga Municipal Code by adding Article 7-12 (Stormwater Pollution Control), deleting Sections 6-15.070, 6-15.080, and 6-15.085, and amending Section 17-05.010 156 ORDINANCE NO.XXX AN ORDINANCE CREATING ARTICLE 7-12 OF THE SARATOGA CITY CODE TO IMPLEMENT POLICIES OF THE SAN FRANCISCO BAY MUNICIPAL REGIONAL STORMWATER PERMIT AND MAKING CONFORMING AMENDMENTS TO ARTICLE 6-15 (MISCELLANEOUS OFFENSES) AND CHAPTER 17 (SUSTAINABILITY) The City Council of the City of Saratoga finds that: 1. On May 11, 2022, the California Regional Water Quality Control Board, San Francisco Bay Region, issued National Pollutant Discharge Elimination System permit No. CAS612008, the San Francisco Bay Municipal Regional Stormwater Permit (“NPDES Permit”). The NPDES Permit applies to cities, counties, and other agencies, including the City of Saratoga, whose storm drain systems and watercourses empty into the San Francisco Bay. 2. The NPDES Permit broadly requires permittees to prohibit the discharge of non- stormwater (materials other than stormwater) into storm drain systems and watercourses and requires imposition of a range of more specific regulatory measures towards that end. 3. To ensure that residents, businesses, and property owners understand their obligations under the NPDES Permit, this ordinance creates Article 7-12 of the Saratoga City Code. This Article sets forth the broad limitations of the NPDES Permit and includes provisions to streamline compliance with and enforcement of various of the NPDES Permit’s specific requirements. Article 7-12 also incorporates existing requirements related to the NPDES Permit which are currently codified in sections 6-15.070, 6-15.080, and 6-15.085 of the Code. For the sake of clarity and convenience, these requirements are deleted from those sections and readopted with minor changes in Article 7-12. 4. The City Council of the City of Saratoga held a duly noticed public hearing on March 5, 2025, and after considering all testimony and written materials provided in connection with that hearing, introduced this ordinance and waived the reading thereof. 5. The City Council adopted this Ordinance at a duly noticed regular meeting on March 19, 2025. Therefore, the City Council of the City of Saratoga hereby ordains as follows: Section 1. Adoption. The Saratoga Municipal Code is amended as set forth in Attachment 1 to add a new Article 7-12 (Stormwater Pollution Control), delete Sections 6-15.070, 6-15.080, and 6-15.085, and amend Section 17-05.010. Section 2. Severance Clause. 157 2 The City Council declares that each section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance is severable and independent of every other section, sub- section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance. If any section, sub-section, paragraph, sub-paragraph, sentence, clause or phrase of this ordinance is held invalid, the City Council declares that it would have adopted the remaining provisions of this ordinance irrespective of the portion held invalid, and further declares its express intent that the remaining portions of this ordinance should remain in effect after the invalid portion has been eliminated. Section 3. Publication. A summary of this ordinance shall be published in a newspaper of general circulation of the City of Saratoga within fifteen days after the ordinance’s adoption. Following a duly noticed public hearing the foregoing ordinance was introduced at the regular meeting of the City Council of the City of Saratoga held on March 5, 2025, and was adopted by the following vote on March 19, 2025. AYES: NOES: ABSENT: ABSTAIN: SIGNED: Belal Aftab MAYOR, CITY OF SARATOGA, CALIFORNIA ATTEST: DATE: Britt Avrit, MMC CITY CLERK APPROVED AS TO FORM: _____________________________ DATE: ________________________ Richard Taylor CITY ATTORNEY 158 3 159 4 Attachment 1 CREATING ARTICLE 7-12 OF THE SARATOGA CITY CODE TO IMPLEMENT POLICIES OF THE SAN FRANCISCO BAY MUNICIPAL REGIONAL STORMWATER PERMIT AND MAKING CONFORMING AMENDMENTS TO ARTICLE 16 (MISCELLANEOUS OFFENSES) AND CHAPTER 17 (SUSTAINABILITY) The Saratoga Municipal Code is amended as set forth below. Text in italics (example) is explanatory and not a part of the Code or amendments. For provisions that are amended, text to be added is indicated in bold double-underlined font (example), text to be deleted is indicated in strikeout font (example), and text in standard font is readopted. 1. Article 7-12 is adopted as set forth below to implement the requirements imposed upon the City under the National Pollutant Discharge Elimination System permit issued by the California Regional Water Quality Control Board. Article 7-12 – STORMWATER POLLUTION CONTROL. 7-12.005 –National Pollutant Discharge Elimination System Permit. (a) This Article implements the requirements of the San Francisco Bay Municipal Regional Stormwater Permit issued by the California Regional Water Quality Control Board, San Francisco Bay Region, to the City of Saratoga under the National Pollutant Discharge Elimination System, in accordance with the Federal Clean Water Act and the California Water Code. At the time this Article was adopted, National Pollutant Discharge Elimination System (“NPDES”) Permit No. CAS612008 (dated May 11, 2022) was in effect. The NPDES Permit is updated every five years. (b) The NPDES Permit prohibits discharge of any pollutant into any storm drain system and all watercourses in the City of Saratoga. Federal and state law require the City to enforce the NPDES Permit. (c) All discharges prohibited by the NPDES Permit are prohibited in Saratoga. Without limiting the generality of the foregoing, this article sets forth specific requirements concerning various aspects of the NPDES Permit applicable to many things in Saratoga. Any violation of this Section shall constitute a misdemeanor. Each and every separate discharge prohibited by the NPDES Permit shall be considered a separate offense. 7-12.010 – Definitions. (a) As used in this Article, “NPDES Permit” means the San Francisco Bay Municipal Regional Stormwater Permit issued by the California Regional Water Quality Control Board, San Francisco Bay Region, to the City of Saratoga under the National Pollutant Discharge Elimination System, in accordance with the Federal Clean Water Act and the California Water Code and as that permit may be updated from time to time. 160 5 (b) The term “pollutant,” as used in this Article, shall mean any material other than stormwater, including but not limited to all sewage, sewage sludge, trash, biological materials, radioactive materials, and chemical, industrial, and agricultural waste discharges, whether in a solid or liquid state, and any hazard material as defined in Section 8-05.050(e) of this Code. (c) The term “watercourse,” as used in this Article, shall mean and include all natural waterways and definite channels and depressions in the earth which carry water, even though such waterways may only carry water during rains and storms and do not carry stormwaters at and during all times and seasons. 7-12.020 – Discharge of pollutants into storm drains and watercourses. (a) No person shall place, deposit, dump, discharge, or cause to be placed, deposited, dumped, or discharged any pollutant, including, but not limited to, rubbish, refuse, bark, sawdust, or other solid wastes, or water containing any pollutant into any natural or artificial storm drain or watercourse in the City. (b) Any violation of this Section shall constitute a misdemeanor. Each and every separate discharge of a pollutant into a watercourse or storm drain as described in subsection (a) of this Section shall be considered a separate offense. 7-12.030 – Obstruction of watercourses. (a) No person shall place or throw, or cause to be placed or thrown any brush, timber, lumber, or pollutant, including any trash, debris, cans, bottles or the carcass of any dead animal, into any watercourse, including any stream or creek, or into the bed or upon the bends thereof, within the City. This Section shall not apply to brush, timber or lumber, or other materials placed for the protection of the banks of streams and properly secured so as not to be carried away by the water. (b) Any violation of this Section shall constitute a misdemeanor. Each and every separate deposit of material into a watercourse as described in subsection (a) of this Section shall be considered a separate offense. 7-12.040 – Application of NPDES Permit to development and other activities in the City. (a) The term “development,” as used in this Section, shall have the same meaning as in Section 15-06.204 of the Code. (b)Provision C.3 of the NPDES Permit requires appropriate source control, site design, and stormwater treatment measures for certain development and redevelopment projects to address stormwater runoff pollutant discharges and prevent increases in runoff flows from those projects. Any development subject to the requirements of that provision shall comply with that provision. (c) Provision C.4 of the NPDES Permit requires commercial site control programs at all sites that could reasonably be considered to cause or contribute to pollution of stormwater runoff. 161 6 Commercial developments shall be designed and maintained to preclude the discharge of any pollutant into any natural or artificial storm drain or watercourse in the City. (d) Provision C.6 of the NPDES Permit prohibits construction site discharges of pollutants. All sites where development is under construction shall be designed and operated to preclude the discharge of any pollutant into any natural or artificial storm drain or watercourse in the City. (e) Provision C.13 of the NPDES Permit prohibits the discharge of wastewater generated from installing, cleaning, treating, or washing copper architectural features, including copper roofs. All developments including copper architectural features shall be designed and operated to preclude such discharges into any natural or artificial storm drain or watercourse in the City. (f) Any violation of this Section shall constitute a misdemeanor. Each and every separate discharge prohibited by this Section and each day that a design measure required by this Section is not in place shall be considered a separate offense. 7-12.050 - Discharge of trash on certain properties connected to the City’s municipal storm drain system. (a) This Section applies to properties in the City of Saratoga designated as Private Land Drainage Areaspursuant to the NPDES Permit. A map showing the location of Private Land Drainage Areas in the City shall be maintained by the Director of Public Works and available for public review. (b) Private Land Drainage Areas are subject to inspection to ensure compliance with the NPDES Permit. If inspection of a Private Land Drainage Area demonstrates that the property generates higher than low levels of trash, as defined in the NPDES Permit, the property owner shall be required to implement short-term corrective actions to clean the observed trash within 10 days or before the next rain event, whichever is soonest. The property owner shall also be required implement long-term corrective actions to ensure that the property does not generate higher than low levels of trash, as defined in the NPDES Permit. After the property owner implements corrective actions, the Private Land Drainage area shall be subject to reinspection. (c) If reinspection of a Private Land Drainage Area demonstrates that the property continues to generate higher than low levels of trash, as defined in the NPDES Permit, the property owner shall be required to install, operate, and maintain, at the owner’s expense, a device listed by the State Water Resources Control Board as a Certified Trash Full Capture System, and enter an operation and maintenance agreement with the City, unless the City identifies alternative corrective actions. Certified Trash Full Capture Systems are subject to inspection to ensure compliance with the NPDES Permit. (d) Private Land Drainage Areas that have achieved compliance with the NPDES Permit are subject to routine inspection to ensure continued compliance. (e) Any violation of this Section shall constitute a misdemeanor. Each day that a Private Land Drainage Area fails to take mandated corrective actions shall be considered a separate offense. 162 7 7-12.060 – Enforcement of this Article. It shall be the duty of the Director of Public Works to enforce the provisions of this Article directly or through the Director’s designees. In the performance of such duty, the Director of Public Works and the Director’s designeesareempowered to enter and inspect any propertyto ensure compliance with the NPDES Permit. 2. Deleting sections 6-15.070, 6-15.080, and 6-15.085 to eliminate redundancies in the Code. 6-15.070 - Discharge of pollutants into storm drains and watercourses. (a) No person shall place, deposit, dump, discharge, or cause to be placed, deposited, dumped, or discharged into any natural or artificial storm drains or watercourses any pollutants or waters containing any pollutants. (b) The term "watercourses," as used in this Section, shall mean and include all natural waterways and definite channels and depressions in the earth which carry water, even though such waterways may only carry water during rains and storms and do not carry stormwaters at and during all times and seasons. (c) The term "pollutants," as used in this Section, shall mean and include all sewage, sewage sludge, garbage, biological materials, radioactive materials, and chemical, industrial, and agricultural waste discharges, whether in a solid or liquid state, and any hazard material as defined in Section 8-05.050(e) of this Code. (d) Any violation of this Section shall constitute a misdemeanor. Each and every separate discharge of a pollutant into a watercourse shall be considered a separate offense. 6-15.080 - Obstruction of watercourses. (a) No person shall place or throw, or cause to be placed or thrown into any stream or creek within the City or into the bed or upon the banks thereof, any brush, timber, lumber, junk, garbage, debris, cans, bottles or carcass of any dead animal; provided, that this Section shall not apply to brush, timber or lumber, or other materials placed for the protection of the banks of streams and properly secured so as not to be carried away by the water. (b) The terms "stream" and "creek," as used in this Section, shall mean and include all natural waterways and definite channels and depressions in the earth which carry water, even though such waterways may only carry water during rains or storms and do not carry stormwaters at and during all times and seasons. (c) Any violation of this Section shall constitute a misdemeanor. Each and every separate deposit into a stream or creek of any material as described in subsection (a) of this Section shall be considered a separate offense. 6-15.085 - Enforcement of 6-15.070 and 6-15.080. 163 8 It shall be the duty of the Director of Public Works to enforce the provisions of Sections 6- 15.070 and 6-15.080 of this Article. In the performance of such duty, the Director of Public Works or his duly authorized agents are empowered to enter and inspect any premises where the Director of Public Works has reason to believe a violation of either section may exist. 3. Conforming amendment to Chapter 17 (Sustainability) to update cross reference to prohibition on pollutant discharges. 17-05.010 - Greenhouse gas reduction policies. The list below provides a reference to Sections provisions of the City of Saratoga Municipal Code seeking to reduce emissions of greenhouse gases, together with a brief description of each Section. Nothing in this section shall change the meaning of the code sections summarized below and the full text of each section shall apply regardless of the summary below. (a) 2-45.95 Recycled paper. Mandates the establishment of procedures for purchasing recycled paper and paper products, giving preference to recycled materials when all other factors are equal. (b) 4-65.090 Recyclers; quarterly reports. Requires quarterly reports on meeting waste reduction goals. (c) 6-15.070 Discharge of pollutants into storm drains and watercourses.Article 7-12 Stormwater Pollution Control.Prohibits and eEstablishes a misdemeanor for depositing pollutants into natural waterways and storm drains. [Subsections (d)-(s) not changed.] *** End of Amendments *** 1866116.5 164 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:Community Development Department PREPARED BY:Christopher Riordan, Senior Planner SUBJECT: 2025 General Plan Housing Element Annual Progress Report RECOMMENDED ACTIONS: 1. Adopt the Resolution accepting the 2024 General Plan Housing Element Annual Progress Report. 2. Direct staff to file the report with the Governor’s Office of Planning and Research (OPR) and the Department of Housing and Community Development (HCD). BACKGROUND: Government Code Section 65400 requires the City Council to review and accept an annual report on the status of their progress in implementing the Housing Element. This report must be submitted every year to HCD and OPR to fulfill the State mandated reporting requirements. Saratoga’s 2023-2031 Regional Housing Needs Allocation (RHNA) is a total of 1,712 housing units. The 2024 Annual Progress Report includes information on the number of new residential planning applications submitted and the number of building permits issued within the 2024 calendar year. Saratoga’s current progress towards meeting the sixth cycle Regional Housing Needs Assessment (RHNA) is based on the planning period of January 1, 2024 – December 31, 2024, and is determined on the number of building permits issued. For the current reporting period, the City of Saratoga added 116 new housing units in the following income categories. Income Level 2023-2031 RHNA 2023-2031 City of Saratoga Total Remaining Very Low 454 3 451 Low 261 27 234 Moderate 278 156 122 Above Moderate 719 156 563 Total 1,712 342 1,370 165 These new dwelling units included: 11 deed-restricted townhomes and accessory dwelling units in the low-income category. 64 accessory dwelling units with no rental limitations in the above moderate category. 41 new single family and townhomes in the above moderate category. In addition, HCD has instructed jurisdictions to include the number of all residential projects in the number of new units constructed regardless of if there was a residential demolition on the site. Saratoga had 19 demolition/rebuild projects in 2024. The City’s current progress on implementing Saratoga’s Housing Element programs is provided in Attachment C. ATTACHMENTS: Attachment A - Resolution Attachment B -2024 Housing Element Annual Progress Report Attachment C - Housing Element Program Status 166 RESOLUTION NO. 25-____ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ACCEPTING THE 2024 GENERAL PLAN HOUSING ELEMENT ANNUAL PROGRESS REPORT AND DIRECTING STAFF TO FILE THE REPORT WITH THE GOVERNOR’S OFFICE OF PLANNING AND RESEARCH (OPR) AND THE DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT (HCD) WHEREAS, Government Code Section 65400 requires that an Annual Progress Report be prepared highlighting the progress made on implementation of the Housing Element;and WHEREAS, the Annual Progress Report is to be reviewed and accepted by the City Council and subsequently filed with OPR and HCD; and NOW, THEREFORE BE IT RESOLVED,that the Saratoga City Council has reviewed and accepted the 2024 Housing Element Annual Progress Report and hereby directs staff to file the report with OPR and HCD. The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City Council held on the 19th day of March 2025 by the following vote: AYES: NOES: ABSENT: ABSTAIN: SIGNED Belal AftabMAYOR, CITY OF SARATOGA, CALIFORNIA ATTEST: Britt Avrit, MMC CITY CLERK Attachment A 167 Jurisdiction Saratoga ANNUAL ELEMENT PROGRESS REPORT Reporting Year 2024 (Jan. 1 - Dec. 31)Housing Element Implementation Planning Period 6th Cycle 01/31/2023 - 01/31/2031 1 Projection Period 3 4 RHNA Allocation by Income Level Projection Period - 06/30/2022- 01/30/2023 2023 2024 2025 2026 2027 2028 2029 2030 2031 Total Units to Date (all years) Total Remaining RHNA by Income Level Deed Restricted 3 - - - - - - - - - Non-Deed Restricted - - - - - - - - - - Deed Restricted 4 12 11 - - - - - - - Non-Deed Restricted - - - - - - - - - - Deed Restricted - - - - - - - - - - Non-Deed Restricted 30 62 64 - - - - - - - Above Moderate 719 71 44 41 - - - - - - - 156 563 1,712 108 118 116 - - - - - - - 342 1,370 5 6 7 Extremely low- Income Need 2023 2024 2025 2026 2027 2028 2029 2030 2031 Total Units to Date Total Units Remaining 227 - - - - - - - - - - 227 VLI Deed Restricted VLI Non Deed Restricted 234 Please note: For the last year of the 5th cycle, Table B will only include units that were permitted during the portion of the year that was in the 5th cycle. For the first year of the 6th cycle, Table B will only include units that were permitted since the start of the planning period. Projection Period units are in a separate column. Total RHNA Total Units Income Level Very Low Low Extremely Low-Income Units* Note: units serving extremely low-income households are included in the very low-income RHNA progress and must be reported as very low-income units in section 7 of Table A2. They must also be reported in the extremely low-income category (section 13) in Table A2 to be counted as progress toward meeting the extremely low-income housing need determined pursuant to Government Code 65583(a)(1). *Extremely low-income housing need determined pursuant to Government Code 65583(a)(1). Value in Section 5 is default value, assumed to be half of the very low-income RHNA. May be overwritten. Progress toward extremely low-income housing need, as determined pursuant to Government Code 65583(a)(1). Please Note: Table B does not currently contain data from Table F or Table F2 for prior years. You may login to the APR system to see Table B that contains this data. Please note: The APR form can only display data for one planning period. To view progress for a different planning period, you may login to HCD's online APR system, or contact HCD staff at apr@hcd.ca.gov. 122 3 This table is auto-populated once you enter your jurisdiction name and current year data. Past year information comes from previous APRs. 156 Moderate 454 261 278 Please contact HCD if your data is different than the material supplied here 27 2 Table B Regional Housing Needs Allocation Progress Permitted Units Issued by Affordability 451 168 HOUSING ELEMENT PROGRAM STATUS Name of Program Objective Timeframe in H.E Status of Program Implementation 1.1-1: Adequate Sites for Housing or RHNA Rezoning Rezone sites to accommodate 1,857 residential units, representing the city’s RHNA of 1,712 units and an 8 percent buffer to allow for compliance with No Net Loss Provisions of SB 166. Complete rezonings by May 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. 1.1-2: No Net Loss Monitoring Develop a No Net Loss monitoring procedure to track actual unit count and income/affordability developed on parcels included in the City's Sites Inventory. Develop procedure by June 2024. The City is utilizing a comprehensive spreadsheet to track residential development activity on sites identified in the Housing Element Inventory. The spreadsheet tracks ADUs, pending projects, and opportunity sites broken down by vacant and non- vacant land. The City is also tracking sites that were not originally included in the sites inventory that could count towards Saratoga's RHNA in case of a shortfall. 1.1-3 Replacement Unit Program Adopt a policy requiring replacement housing units subject to the requirements of state law. Adopt policy by May 2024. The City's Housing resources webpage includes information about state laws requiring replacement of demolished housing units. 1.1-4: Pipeline Projects The City will facilitate and support development of pipeline properties by working with applicants to process applications in a timely manner. If sites are not developed throughout the planning period, the City will need to identify additional sites or rezoning capacity at appropriate densities. Evaluate progress by June 2027 and take alternative actions by December 2027 to maintain adequate sites in the planning period. The City tracks pipeline progress on an annual basis for the Annual Progress Report. The City's website includes a interactive GIS map that illustrates the location of the City's Housing Element Opportunity Sites, lot consolidation sites, and sites allowing duplexes and triplexes. https://saratogacaus.maps.arcgis.com/apps/webappviewer/index.html?id=a3c53fd84e434336839965cf3525503a 1.1-5: Labor Union Establish and post a list of local labor unions and apprenticeship programs on City’s website and encourage developers and contractors to hire local labor. Establish list by September 2024. The City's housing resources webpage includes links to labor organizations. 1.2-1: New General Plan Designations and Zoning Districts Amend the General Plan and Zoning code to establish new mixed-use higher density zoning districts with minimum densities ranging from 15-25, 30-40, and 80- 150 du/acre to provide for development of housing at lower- income levels and 100 percent residential. The new districts will have a reduced parking requirement. Complete rezonings by May 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. 169 1.2-2: Development of Non-Vacant Sites Establish an outreach and coordination program to connect developers, builders, and owners of non-vacant sites. Initiate by July 2024 and engage with 5 property owners of high-potential non-vacant sites each year. On February 27, 2025, in collaboration with SV@Home and other cities in the region, the City participated in a roundtable presentation to 16 affordable housing developers. City staff invited the developers to contact the City if they were interested in meeting property owners that have expressed interest in developing their non-vacant sites. 1.2-3 Encourage and Facilitate Lot Consolidation The City will encourage the consolidation of small lots to facilitate the development of mixed-use and multifamily developments, particularly for affordable housing. Develop inventory of sites and post to the City’s website by July 2024. Engage with 3 property owners and developers (rotating properties) each year to encourage and assist with lot consolidation and development. The City's housing resources webpage includes information on Saratoga's lot consolidation program and incentives and a link to the City's interactive GIS map that illustrates the location of the City's lot consolidation sites. City staff also developed brochures for each lot-consolidation opportunity. On February 27, 2025, in collaboration with SV@Home and other cities in the region, City staff gave a presentation to 16 Affordable Housing Developers on the City's lot consolidation program, City owned site, rezonings, and Housing Opportunity Sites Inventory. 1.2-4: Lot Consolidation Program Develop incentives to facilitate lot consolidation, including but not limited to transfer of development rights (TDR) for housing, increased graduated density, increased building height, setback reductions, parking reductions, advertising signage bonuses, and waived fees. Implement program by September 2024. Engage property owners and developers by December 2024. Assess program success in 2027. If necessary, provide additional incentives to encourage lot consolidation and/or identify additional sites to expand site capacity to the extent necessary to accommodate the RHNA. Completed 3/19/2025 City Council Ordinance 406. The City's outreach efforts are described under Program 1.2-3 above. 1.2-5: Rezone Argonaut Shopping Center as Commercial Retain the City’s only shopping center with a grocery store by rezoning the Argonaut Shopping Center so that only commercial uses are allowed on the property. Adopt by May 2024.Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. 1.2-6: Conversion to Duplexes and Triplexes Amend the Zoning Ordinance to allow by-right conversion of single- family residences into three units, in addition to one ADU and one Junior ADU. To further incentivize this program, application fees will also be waived. Amend the Zoning Code by May 2024. Post program information on the City’s website by June 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. The City's website includes a interactive GIS map that illustrates the location of the City sites allowing duplexes and triplexes. The City Council will review fee waivers that would begin in July 2025. 1.3-1: Encourage Efficient Use of Energy Resources in Residential Development The City shall review and update its California FIRST website pertaining to dissemination of information for energy resources in residential development to ensure that links are appropriate and functional. Investigate and develop, as appropriate, incentive strategies and publicize the program at least once a year via the City’s communication channels. The City's website includes information about electrification, electric rebates and incentives, contractor education, home upgrades. The webpage offers recommendations based on the project’s scope. The new "Electrification" webpage also includes a link to the City's Environmental Programs webpage and the Silicon Valley Clean Energy website. 170 1.3-2: Encourage Green Building Practices in Home Construction Update city website to encourage green building practices. Create a “Go Green in Saratoga” or similar webpage. Update City website within one of Housing Element adoption. The City's planning division webpage includes a link to green building measures, water efficient landscaping, stormwater pollution prevention, and low impact development. 1.4-1: Coordinate with the local water and sewer agencies to assist in planning for adequate water and sewer service. Mail each water and sewer provider a letter that includes a link to the Housing Element and the text of Government Code Section 65589.7 requiring water and sewer providers to grant priority for service allocations to proposed developments that include housing units affordable to lower (including very low and extremely low) income households. Upon adoption of the Housing Element. In addition to mailing out a letter following adoption of the Housing Element, the City's Housing resources webpage includes information about reduced water utility fees for low-income households. 2.1-1: Monitoring and Preservation of Existing Affordable Housing Maintain database and monitor 170 units. When units are at risk of conversion to market rate, review funding opportunities for owners of these units to extend and/or renew deed restrictions and/or covenants. The City shall ensure compliance with California noticing requirements and provide for tenant education when a notice of conversion is received. Ongoing/Annual report of units. The earliest conversion date is March 2036 for 20 senior units at the Saratoga Court apartments. The remaining 150 senior units at Fellowship Plaza are not at risk of conversion until 2071. 2.2-1: Community Education Regarding the Availability of Rehabilitation Programs The City will provide information regarding the availability of rehabilitation programs, including those through the Santa Clara County Housing Authority. Target outreach to lower-income residents, owners of rental properties, seniors, and other special needs households, utilizing available media channels, neighborhood and community organizations, and homeowners’ associations. Apply for funding annually. Engage with Santa Clara County Housing Authority to understand the availability of rehabilitation programs annually. Update website and use social media to disseminate information annually. The City's Housing resources webpage includes information on Santa Clara County Housing Authority (SCCHA) offers various rehabilitation programs, including Section 8 Housing, Empower Homebuyers SCC, and Homelessness Prevention System (HPS), to address housing needs for low-income residents and those at risk of losing their housing. On February 27, 2025, City staff met with a representative from SCCHA and will set up future meetings with SCCHA staff to get more information about their programs. 2.2-2: Code Compliance Program The City will continue to use code compliance measures when required to ensure that the existing housing stock in the city is maintained and preserved in a safe and sanitary condition. The City will also develop an enforcement program to prevent displacement or mitigate through funding for Develop Displacement Risk Reduction Program by January 2025. Conduct code compliance on an ongoing basis. On November 27, 2024, City staff attended a meeting with the Santa Clara County Planning Collaborative who is developing technical assistance resources to support jurisdictions with their anti-displacement efforts, including support and outreach for renters and property owners. Information gained through that partnership will be posted to the City website and distributed by code enforcement officers and City staff. The City is currently working with the Santa Clara Office of Supportive Housing on how Saratoga can participate in the Urban County Community Development Block Grant Program (CDBG). Code enforcement and housing rehabilitation are eligible CDBG activities. 171 rehabilitation assistance and assistance with relocation costs for lower-income households. 2.2-3: Historic Preservation Program and Mills Act The City will implement its historic preservation and Mills Act programs to offer property tax relief as an incentive to preserve, rehabilitate and maintain historic resources in Saratoga. Preserve 16 additional historic structures by 2031. The City's Heritage Preservation Commission (HPC) reached out to eight property owners during 2024, requesting to have these properties placed on the Historic Resource Inventory. 3.1-1: Pre-Approved Plan Sets for ADUs Develop a Permit Ready ADU Program with a variety of preapproved ADU building plans to facilitate reduced applicant cost and expedited review for ADUs. The City will include at least three plans that provide choices and diversity in size to accommodate a variety of household sizes and types. Establish Permit Ready ADU program by January 2025. Support the construction of at least 50 ADUs annually. Saratoga’s ADU Plans Gallery is available online at: https://saratogaca.aduaccelerator.org/gallery. The City is actively working on adding pre-approved plans, utilizing different design and size options, to the gallery. The City's Planning Commission will hold a study session in May 2025 to select at least three ADU plans for the gallery. 3.1-2: Encourage Deed Restricted ADUs or JADUs The City shall consider additional incentives (e.g., loan program) to encourage homeowners to deed restrict ADUs for lower-income households. Evaluate ADU production and consider additional incentives by January 2026 if construction is less than 15 very low and 15 low income ADUs annually. In 2024, the City issued building permits for 11 deed-restricted townhomes and ADUs in the low-income category. City staff actively encourage property owners to take advantage of the City's incentives for deed restricted ADUs. 3.1-3: Reduced Parking for ADUs Reduce or eliminate parking requirements for deed restricted, affordable ADUs or JADUs pursuant to State law. Adopt code amendments by July 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. The City's website includes an interactive GIS map that illustrates the location of the City sites allowing duplexes and triplexes. The City Council will review fee waivers that would begin in July 2025. 3.1-4: Educational Campaign and Information Post ADUs and SB9 promotional materials on the city website and at the permit counter. Update online materials, conduct community meetings or send mailers, and connect with homeowners’ associations annually. Target promotion to homeowners in high resource and affluent areas. Coordinate with the Santa Clara County Planning Collaborative on regional approaches to ADU production. Inform HOAs that Make information and tools available by July 2024. Implement proactive outreach campaign by September 2024. City staff receive many inquiries at the permit counter and via email regarding ADUs and SB9 lot splits. The City's website includes information to help homeowners, realtors, and developers interested in utilizing ADU and SB9 provisions. City staff meet monthly with the Santa Clara County Planning Collaborative on ways to facilitate the production of housing including ADUs. 172 prohibiting ADUs is contrary to State law. 3.1-5: ADU Tracking and Monitoring Monitor the development and affordability of ADUs annually. If trends indicate a potential shortfall in meeting the estimated ADUs in the sites inventory, consider additional efforts to incentivize ADU production Evaluate effectiveness of ADU approvals and affordability every other year beginning in 2025; and identify additional incentives and/or site capacity, if needed, by 2027. In 2024, the City issued building permits for 64 accessory dwelling units (no deed restriction). The City also issued permits for 11 deed-restricted townhomes and ADUs in the low-income category. This exceeds the City's target of 50 ADUs each year. 3.1-6: Consistency with ADU State Law Update the City's ADU ordinance to ensure it remains in compliance with State law. Review ordinance annually and update within 6 months of review. Complete by May 2024. Review annually and update within 6 months of review. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. The City's website includes an interactive GIS map that illustrates the location of the City sites allowing duplexes and triplexes. The City Council will review fee waivers that would begin in July 2025. 3.2-1: Amend Zoning Standards in Districts that allow Mixed-Use Adopt code amendments to development standards in zoning districts that allow mixed-uses to remove constraints to achieve the maximum density allowed. Complete by September 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. The City's website includes an interactive GIS map that illustrates the location of the City sites allowing duplexes and triplexes. The City Council will review fee waivers that would begin in July 2025. 3.2-2: Reduced Setbacks for Small Non-Conforming Parcels Amend the Zoning Ordinance to reduce setback requirements for non-conforming parcels of less than 5,000 square feet to 10 percent of the lot width or 6 feet whichever is less. Complete by May 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. The City's website includes an interactive GIS map that illustrates the location of the City sites allowing duplexes and triplexes. The City Council will review fee waivers that would begin in July 2025. 3.2-3: Transitional and Supportive Housing Update the Zoning Ordinance to comply with changes to State law regarding Transitional and Supportive Housing, including allowing supportive housing by- right in zones where multifamily and mixed uses are permitted, pursuant to state law. Complete by May 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. The City's website includes an interactive GIS map that illustrates the location of the City sites allowing duplexes and triplexes. The City Council will review fee waivers that would begin in July 2025. 173 3.2-4: Low Barrier Navigation Center Update the Zoning Ordinance to comply with State law to allow a Low Barrier Navigation Center by- right in zones where multi-family and mixed uses are permitted. Complete by May 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. The City's website includes an interactive GIS map that illustrates the location of the City sites allowing duplexes and triplexes. The City Council will review fee waivers that would begin in July 2025. 3.2-5: Employee Housing Update the Zoning Ordinance to comply with State law to allow Employee housing for six or fewer employees as a single-family use, up to 36 beds/12 units as a permitted agricultural use. Complete by May 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. The City's website includes an interactive GIS map that illustrates the location of the City sites allowing duplexes and triplexes. The City Council will review fee waivers that would begin in July 2025. 3.2-6: Manufactured Housing Update the Zoning Ordinance to comply with State law to allow Manufactured Housing in any residential district where single- family detached units are permitted. Complete by May 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. The City's website includes an interactive GIS map that illustrates the location of the City sites allowing duplexes and triplexes. The City Council will review fee waivers that would begin in July 2025. 3.2-7: Group Homes Update the zoning ordinance to allow for group homes of six and fewer, and seven and more, by right in all zones that allow residential and to conform with HCD’s Group Home Technical Advisory. Complete by May 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. The City's website includes an interactive GIS map that illustrates the location of the City sites allowing duplexes and triplexes. The City Council will review fee waivers that would begin in July 2025. 3.2-8: Modify Senate Bill 9 and ADU Regulations Amend the City’s SB 9 and ADU regulations to make SB 9 and ADUs more widely available, including waived application fees and streamline approvals, increased unit allowance. Post information on the SB 9 program and updated ADU regulations to the City’s website. Conduct a mid- cycle evaluation to examine the progress following SB9 and ADU regulation updates. Adopt additional incentives if the City is not on track to meet the objectives. Complete by May 2024. Post information on City’s website by June 2024. Evaluate progress in April 2027 and adopt additional incentives by October 2027, if needed. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. The City's website includes information on SB 9 and ADUs. 3.2-9: Modify Design Review Findings for Objectivity Amend Design Review findings for single-family and multi-family projects. Adopt updated findings by December 2024. Completed 3/19/2025 City Council Ordinance 406. 3.2-10: Modify Single-Family Residential Design Review Handbook Update Single-Family Residential Design Review handbook with objective design standards. Adopt updated standards by December 2024. Completed 3/19/2025 City Council Ordinance 406. 174 3.3-1: Objective Design Standards: SB 330 for Mixed- Use and Multi-Family Developments Establish development and design standards for mixed-use and multi- family developments to ensure City requirements are objective, neutral, and feasible. Increase story/height limits and reduce parking requirements. Adopt Objective Design Standards concurrently with rezones by May 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. 3.3-2: Maintain Community Design and Character Develop and adopt objective design standards for residential developments that preserve the character of the city while removing constraints. Eliminate the story pole requirement for new housing units. Complete by December 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. 3.3-3: Preserve the Historic Character of Saratoga Village Review and update the Village Design Guidelines for compliance with state law. Complete by February 2025. The City hired a consultant in January 2025 to develop objective design standards for the Saratoga Village. Public engagement will begin in March 2025. The first study session will occur in May or June 2025 followed by two additional study sessions in early fall 2025 and public hearings in November 2025. The Village objective design standards are scheduled for completion in December 2025. 4.1-1: Continue to Implement Density Bonus Ordinance Ensure City’s Density Bonus provisions remain in compliance with State law. Review state law annually and update the Municipal Code within 6 months of review, as needed. Annual code amendments to implement new State law is included in the City of Saratoga's Planning Commission annual workplan. City staff work closely with the Saratoga City Attorney's office to ensure the City's codes are updated annually following newly adopted legislation. 4.2-1: Reasonable Accommodation Procedures The City will continue to analyze existing land use controls, building codes, and permit and processing procedures to determine constraints they impose on the development, maintenance, and improvement of housing for persons with disabilities. Initiate review of Reasonable Accommodation Procedures code by 2024 and re-evaluate every three years. The City has not identified any constraints requiring a zoning amendment. However, the City will continue to analyze existing land use controls, building codes, and permit and processing procedures to determine constraints they impose on the development, maintenance, and improvement of housing for persons with disabilities. 4.2-2: Housing Opportunities for Persons Living with Disabilities The City will coordinate with SARC to further implement their existing outreach program informing Saratoga families of housing and services available for persons with developmental disabilities. Provide information on the City’s website and at the public counter. Initiate by September 2024 and maintain throughout planning period on an annual basis. The City's website includes information and a link to the SARC website. City staff will continue to reach out to SARC for collaboration. 4.2-3: Universal Design Initiate a study to evaluate universal design standards. Initiate Universal Design Standards Study by June 2026 and bring before City Council by December 2026. This item has been added to the City's workplan for the 2026 calendar year. 175 4.2-4: Affordable Housing Incentives and Waivers The City will work with housing developers to expand opportunities for affordable low-income housing or special-needs groups by creating partnerships, providing incentives, and pursuing funding opportunities. Solicit qualified developers and/or affordable housing developers to develop the City-owned parcel in coordination with the adjacent parcel in Village East. Promote state laws, streamlined processes, and fee waivers that facilitate affordable housing production. Provide ongoing support to affordable housing groups. Apply for/assist with funding applications annually. Solicit developers by December 2025. On February 27, 2025, in collaboration with SV@Home and other cities in the region, City staff gave a presentation to 16 Affordable Housing Developers on the City's lot consolidation program, City owned site, rezonings, and Housing Opportunity Sites Inventory. 4.3-1: Development of Housing for Extremely Low- Income Households Meet with Santa Clara County’s Urban County Program annually to assess CDBG and HOME, and other programs to promote development of housing for lower incomes. Begin annual outreach in 2024. Review and pursue grant and funding opportunities on a yearly basis. Continue to offer incentives, including the 10% increase in the site coverage and floor area for deed restricted affordable accessory dwelling units. The City is working with the Santa Clara Office of Supportive Housing (OSH) on how Saratoga can participate in the Community Development Block Grant Program (CDBG), the HOME Investment Partnerships Program (HOME), and the Urban County of Santa Clara 2020 – 2025 Consolidated Plan. On February 27, 2025, City staff met with OSH staff about the City owned site that the City has designated for extremely low-income households. 4.3-2: Housing for Persons Employed in Saratoga Adopt code amendments to implement a local preference program that prioritizes Saratoga workers and persons with special needs. Look for opportunities to increase public awareness of the City’s housing assistance programs such as partnering with local churches, schools, and West Valley College to explore student and faculty housing and other types of employee housing. Adopt code amendment by February 2025. Engage with 5- 7 employers each year. On February 26, 2025, the Saratoga Planning Commission recommended approval of an Inclusionary Housing Ordinance that includes preference criteria for Saratoga workers and persons with special needs. On March 19, 2025, the City Council considered the first reading of the Ordinance. The tentative date for adoption is April 2, 2025. 4.3-3: Shared Housing The City will establish a home share exchange program and match home providers with home seekers, targeting single-parent households, and extremely low-, very low-, and low-income populations. The City will publish a list of shared housing opportunities on the website and distribute information through the City’s social media and Saratoga Senior Center. Establish program by December 2024. Staff met with Front Porch, a senior living nonprofit organization with senior living communities, outreach programs and services to explore shared housing opportunities in Saratoga. Further discussion with the organization will occur in the 2025 calendar year. 176 4.3-4: Religious Institutional Sites Allow housing on all religious institutional sites by-right if at least 20 percent of the units are set aside for very low-, low-, or moderate-income units within the City. The R-1 zone will allow 30 -40 dwelling units per acre, with a maximum height of 36 feet and three stories. Conduct outreach to owners and operators of religious institutions to raise awareness and encourage housing proposals and offer technical assistance with religious institutions including assisting with partnerships with non-profit developers. Establish program by June 2025. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. City staff reached out to religious institutions in 2024 and will continue to do so in support of the program. 4.4-1: Amend Standards for Emergency Shelters to Comply with AB 2339 Amend the municipal code to include new definition of emergency shelters and include objective standards that comply with AB 2339. The new mixed- use districts will allow emergency shelters by right. Adopt code amendment by May 2024. Completed 7/3/2024 City Council Ordinance 399 and Ordinance 402. 5.1-1: Inclusionary Housing Ordinance Establish new zoning ordinance that requires new multi‐family housing developments consisting of five or more units will be required to dedicate 15 percent of the units as affordable housing. Adopt code amendment by February 2025. On February 26, 2025, the Saratoga Planning Commission recommended approval of an Inclusionary Housing Ordinance. On March 19, 2025, the City Council considered the first reading of the Ordinance. The tentative date for adoption is April 2, 2025. 5.1-2: Partnerships with Affordable Development Community The City will continue to cooperate with developers to provide housing opportunities for lower income households and prioritize efforts and resources to the identified sites for rezoning to promote a variety of housing types. The City shall also evaluate the effectiveness of its partnerships with affordable housing developers and seek ways to expand and foster its partnerships as appropriate. Evaluate partnerships and meet with one to two developers and non-profits each annually throughout planning period starting in 2024. On February 27, 2025, in collaboration with SV@Home and other cities in the region, City staff gave a presentation to 16 Affordable Housing Developers on the City's lot consolidation program, City owned site, rezonings, and Housing Opportunity Sites Inventory. 177 5.1-3: Affirmatively Market Affordable Housing Developments Require affordable housing developments to be affirmatively marketed to households with disproportionate housing needs, including renters, low-income households, and seniors on fixed incomes and persons from these populations that do not currently live in Saratoga. Advertise affordable housing projects and available affordable units to at least three community organizations. Marketing plans shall emphasize: 1) Affordable housing units are distributed throughout the project. 2) The average bedroom count is the same as the average for the market rate units and the finishes, equipment and appliances are of the same quality as the market rate units. Ongoing. Marketing plans are submitted at time of building inspection. The City will ensure the Below Market Rate (BMR) Housing Program Guidelines developed to implement the City's Inclusionary Housing Ordinance includes the requirements in this program. 5.2-1: Promote Fair Housing Efforts The City will continue to participate in and support organizations that provide fair housing assistance including landlord/tenant counseling, homebuyer assistance, and amelioration or removal of identified impediments. Meet with fair housing organizations twice annually. The City is currently working with the Santa Clara Office of Supportive Housing on how Saratoga can participate in the Urban County Community Development Block Grant Program (CDBG). Public services, including fair housing programs is a covered activity under CDBG. The City will work with Project Sentinel, the City's fair housing provider, on potential CDBG funding to support their operation. 5.2-2: Develop Comprehensive Outreach Strategy for Housing To ensure the Saratoga community is provided the highest level of access to housing information, the City shall re-evaluate the effectiveness of existing outreach and community education efforts and update the City’s comprehensive outreach strategy. The outreach strategy will consider the economic and cultural considerations in Saratoga, as well as target the population groups that are most underserved in Saratoga such as renters, low- income households, and seniors on fixed incomes. Re-evaluate and update existing outreach by January 2025. The City reviewed its housing resources webpage in January 2025. Additional information was added to the webpage in March 2025, including information on the Housing Element programs described in the 2024 Annual Progress Report. As new housing programs are launched, City staff will email a Housing Newsletter to service providers, residents, property owners, and other interested persons who signed up for the City Housing Element Update listserv, which had over 400 registered individuals. 178 5.3-1: Fair Housing Webpage Create a webpage specific to fair housing including resources for residents who feel they have experienced discrimination, information about filing fair housing complaints with HCD or HUD, and information about protected classes under the Fair Housing Act. Establish webpage by December 2024. The City developed a fair housing webpage located at: https://www.saratoga.ca.us/670/Fair-Housing. The website includes FAQs and information on fair housing, housing discrimination, filing a complaint with the California Civil Rights Department and HUD, tenants' rights, resources for tenants facing eviction, and local legal aid resources. 5.3-2: Fair Housing Training Publicize fair housing training for landlords and tenants that includes information on reasonable accommodation and source of income discrimination, as well as other fair housing information with emphasis on certain topics driven by housing complaint data and information from stakeholders. Launch program launch by March 2025. The City's fair housing webpage includes information on Project Sentinel, a non-profit organization that assists individuals with housing problems and mediation. Project Sentinel training events include first time homebuyer classes, Mediation and Conflict Resolution, tenant and landlord housing rights. 179 Christopher Riordan, Senior Planner 2025 Housing Element Annual Progress Report March 19, 2025 180 Annual Progress Report Background  The State requires the preparation of an Annual Progress Report.  The report includes the number of residential building permits issued.  For the 2024 reporting period, Saratoga added 116 new housing units: - 11 deed-restricted townhomes and accessory dwelling units in the low-income category. - 64 accessory dwelling units in the moderate-income category. - 41 new single-family units and townhomes in the above moderate category. 181 Annual Progress Report 182 Thank You For More Information: Christopher Riordan (408) 868-1235 criordan@saratoga.ca.us 183 184 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:Public Works PREPARED BY:John Cherbone, Public Works Director SUBJECT: Village Sidewalk Expansion Pilot Project RECOMMENDED ACTION: Approve the Village Sidewalk Expansion Pilot Project for the street fronting 14503 Big Basin Way and authorize the City Manager to execute the necessary licensing agreements with the adjacent business owner. BACKGROUND On March 5, 2025, the City Council held a study session to review conceptual design options for a pilot program to expand the Village sidewalkalong the frontage of Bella Saratoga at 14503 Big Basin Way. The pilot project will assess community interest in implementing future sidewalk expansions at additional locations in the Village. The sidewalk expansion enables us to use existing sidewalks for outdoor dining by redirecting pedestrian traffic around the expanded dining areas. The newly expanded sidewalkwill be located along Big Basin Way (Highway 9) in the space currently designated for parallel parking. Two conceptual design options were discussed at the March 5 meeting (Attachment A), and staff was directed to modifyOption 2 (including wrought iron fencing) as the pilot design guidance. Option 2 was preferred for safety, pedestrian separation, and minimum maintenance. Additionally, because Option 1 included landscaping, it would require additional agreements with Caltrans, making obtaining an encroachment permit much more difficult. DISCUSSION: Conceptual Design/Engineering Design Conceptual design Option 2 was revised (Attachment B) to include perennial flowers to soften the appearance of the wrought iron fence. Design elements have been determined and the cost estimate included as part of the conceptual design program. 185 The cost for expanding sidewalk is to be borne by the property or business owner but maintained by the City. The new dining area located on the existing City-owned sidewalk will be maintained by the business/property owner. The expanded sidewalk will occupy the full width of a parking stall (8ft) and must be approximately 40 ft long or two parking spaces. Before proceeding with the engineering design work, the City would obtain a deposit from the Business or property Owner sufficient to perform that work. Engineering design plans will take approximately one to two months to complete. Caltrans Encroachment Permit An encroachment permit from Caltrans is required for the expanded sidewalk improvements located in the State right-of-way. Caltrans will require engineering design plans prepared by a licensed civil engineer, and accessibility elements must conform to federal, state, and local regulations. It is anticipated that it will take up to three months to obtain a Caltrans permit following completion of the design plans. Construction The improvements may be constructed by the City or by the Business/Property Owner as described below. Option 1 – City Performs Construction The State of California Public Contract Code requires public bidding for city projects exceeding $75k. The cost estimate for the conceptual design exceeds this amount, so the City will need to solicit bids in accordance with state law. Under this option, the Business or property owner would deposit with the City the amount necessary to perform the estimated construction cost, including a construction contingency. Any remaining funds would be returned to the dispositor once the project was completed. After a contract is awarded, construction is anticipated to take approximately one month to complete, not including the time necessary to order materials. Option 2 – Business/Property Owner Performs Construction Since this project involves improvements for a private business, an alternative option is to allow the Business/Property Owner to undertake the improvements directly. In this case, the Business/Property owner would hire a contractor to complete the work after the City obtains an encroachment permit from Caltrans. Additionally, a City encroachment permit would be required to facilitate inspections and ensure proper construction. The contractor would be listed on the Caltrans permit as the party performing the work and would be required to indemnify the City for any claims or other costs arising from the work. 186 The City encroachment permit would state that the work must be completed within three months. License Agreement Once the improvements are completed, the City would allow the Business/Property owner to use the city-owned sidewalk for dining pursuant to a license agreement. Such agreements grant permission to use City property for the specific purpose of dining but do not grant exclusive rights to the property as a lease typically does. Given the significant investment by the property owner to deliver the project, the License Agreement will be five years with two five-year options. This balances the need for the property owner to monetize the improvements while allowing the City to retain ultimate control of the space. The license agreement will include a fee of $500 per year to cover staff time for periodic inspections and use of the space (similar to rent). The license fee will be subject to adjustment at each renewal option. The license agreement will also obligate the Business/Property owner to be responsible for any possessory interest taxes that may be due to the County. Village Parking The current public parking capacity in the Village is approximately 614 spaces, including 463 spaces located in Parking Districts 1-4 and 151 on-street spaces. The Village Water Quality Improvement Project will reduce the number of parking spaces by 37. However, when the parking districts are restriped next year, there may be opportunities to reduce the loss of spaces. California Daylighting Law, Assembly Bill 413, prohibits parking within 20 feet of a crosswalk or 15 feet if a bulb out is present. The result of this law will reduce on-street space capacity by five spaces. Therefore, once the Village Water Quality Improvement Project is complete and AB 413 is implemented, the net parking spaces in the village will be approximately 572. Each location approved would further reduce the parking supply by a minimum of two spaces. The parking industry has accepted 85% occupancy as a standard goal for parking districts. This rate allows for an effective use of parking without creating a scenario where drivers become frustrated by the need to hunt for spaces. Pilot Evaluation and Reporting Staff will monitor the project's impact on the village. Six months after construction is completed, staff will conduct parking occupancy counts, an informal survey of business owners, and a visual survey of the space's functionality, including traffic flow, pedestrian flow, and utilization of the expanded seating area. 187 Following the evaluation, staff will provide a report to the City Council. The Council will be able to modify, continue, or end the pilot program. ATTACHMENTS: Attachment A - Conceptual Design Options 1 and 2 Attachment B – Revised Conceptual Design Option 2 Attachment C – Written Comments Received to Date 188 VILLAGE PARKLET PILOT PROJECT MARCH, 2025SARATOGA, CALIFORNIA CONCEPT PLAN - OPTION 1 0 4’ 8’ 16’ P P P P P P 12 7 3 1048 5 5 Sunflower Spa%HOOM 6MUMPRJM 6    1 New Outdoor Dining Zone Planter/Pot 4 Trench Drain/Grate New Sidewalk 2 3 6 Planting Buffer/Shrub Planting Area 7 Existing Outdoor Dining 8 Existing Landscape Wall 9 Existing Street Tree 5 Existing Utility Vaults/Utility Boxes 10 Existing Street Light 9 11 Pedestrian Circulation 11 189 VILLAGE PARKLET PILOT PROJECT MARCH, 2025SARATOGA, CALIFORNIA CONCEPT PLAN - OPTION 1 0 4’ 8’ 16’ 1 7 3 104811 Sunflower SpaBella Saratoga 6    1 New Outdoor Dining Zone ABC Fence 4 Trench Drain/Grate New Sidewalk 2 3 6 42"H Ornamental Railing 7 Existing Outdoor Dining 8 Existing Landscape Wall 9 Existing Street Tree 5 Existing Utility Vaults/Utility Boxes 10 Existing Street Light 9 5 2 11 11 Shrub Planting Area 12 Pedestrian Circulation 12 OPTION 2 190 Saratoga Village Expanded Sidewalk Program 191 VILLAGE PARKLET PILOT PROJECT MARCH, 2025SARATOGA, CALIFORNIA CONCEPT PLAN - OPTION 1 0 4’ 8’ 16’ 1 7 3 1048 Sunflower SpaBella Saratoga 6 5' 5' 5' 1 New Outdoor Dining Zone New ABC Fence 4 New Trench Drain/Grate New Sidewalk 2 3 6 New 42"H Ornamental Railing 7 Existing Outdoor Dining 8 Existing Landscape Wall 9 Existing Street Tree 5 Existing Utility Vaults/Utility Boxes 10 Existing Street Light 9 5 2 11 Pedestrian Circulation 11 OPTION 2SARATOGA VILLAGE EXPANDED SIDEWALK PROGRAM MARCH, 2025SARATOGA, CALIFORNIA CONCEPT PLAN Big Basin Way Tu r k e y T r a c k L a n e 192 SARATOGA VILLAGE EXPANDED SIDEWALK PROGRAM MARCH, 2025SARATOGA, CALIFORNIA CONCEPT PLAN CONCEPT PLAN - PERSPECTIVE RENDERING 193 SARATOGA VILLAGE EXPANDED SIDEWALK PROGRAM MARCH, 2025SARATOGA, CALIFORNIA ABC FENCE AT OUTDOOR DINING AREA ABC SIGNAGE TRENCH DRAIN GRATE MFR: Iron Age or euqal Material: Raw Dust Iron Finish: Baked Oil Pattern: Locust, Heel Proof PEDESTRIAN SAFETY BARRIER - ORNAMENTAL METAL FENCE PEDESTRIAN CONCRETE SIDEWALK BOLLARD MFR: DUMOR Model: Steel Bollard 402, 36”H Color Finish: Powder Coat ‘Argento’ SITE ELEMENTS 194 SARATOGA VILLAGE EXPANDED SIDEWALK PROGRAM MARCH, 2025SARATOGA, CALIFORNIA CONCEPT PLAN ROUGH ORDER OF MAGNITUDE Item No.Item Description Unit Quantity UNIT Price Amount 1 Mobilization LS 1 $5,600.00 $5,600.00 2 Traffic/Pedestrian Handling LS 1 $2,000.00 $2,000.00 3 Protect Exisitng Trees EA 1 $1,000.00 $1,000.00 4 Remove Existing Curb and Gutter LF 50 $25.00 $1,250.00 5 Remove AC Paving SF 300 $7.00 $2,100.00 6 Remove Sidewalk SY 2.5 $1,500.00 $3,750.00 7 Site preparation (Clearing and Grubbing)LS 1 $500.00 $500.00 8 Storm Water Pollution Prevention LS 1 $500.00 $500.00 9 Hot Mix Asphalt (Type A)TON 4 $450.00 $1,800.00 10 Concrete Curb & Gutter LS 1 $9,500.00 $9,500.00 11 Signing and Striping LS 1 $1,000.00 $1,000.00 12 Pedestrian STD. Grey Concrete Paving (Medium Broom or Medium Sandblast Finish)SF 200 $28.00 $5,600.00 13 Irrigated Pots EA 5 $2,000.00 $10,000.00 14 Pedestrian Safety Barriers LF $150.00 $0.00 15 Metal Drain Grate between existing sidewalk and new widen sidewalk LF 40 $750.00 $30,000.00 16 Shrub Planting Area+Irrigation SF 150 $15.00 $2,250.00 $76,850.00 $7,685.00 $84,535.00 Design (15% to 20% of Construction) Plans Specification & Estimate Package LS 1 $14,793.63 $14,793.63 $1,479.36 Design Cost $16,272.99 Say $16,500.00 $101,035.00 10% Contingency: Total Project Cost Total Construction 10% Contingency: Sub-Total for: Construction Item No.Item Description Unit Quantity UNIT Price Amount 1 Mobilization LS 1 $5,600.00 $5,600.00 2 Traffic/Pedestrian Handling LS 1 $2,000.00 $2,000.00 3 Protect Exisitng Trees EA 1 $1,000.00 $1,000.00 4 Remove Existing Curb and Gutter LF 50 $25.00 $1,250.00 5 Remove AC Paving SF 300 $7.00 $2,100.00 6 Remove Sidewalk SY 2.5 $1,500.00 $3,750.00 7 Site preparation (Clearing and Grubbing)LS 1 $500.00 $500.00 8 Storm Water Pollution Prevention LS 1 $500.00 $500.00 9 Hot Mix Asphalt (Type A)TON 4 $450.00 $1,800.00 10 Concrete Curb & Gutter LS 1 $9,500.00 $9,500.00 11 Signing and Striping LS 1 $1,000.00 $1,000.00 12 Pedestrian STD. Grey Concrete Paving (Medium Broom or Medium Sandblast Finish)SF 280 $28.00 $7,840.00 13 Irrigated Pots EA $2,000.00 $0.00 14 Pedestrian Safety Barriers LF 40 $450.00 $18,000.00 15 ABC Fence LF 50 $150.00 $7,500.00 16 ABC Gate EA 1 $1,500.00 $1,500.00 17 Metal Drain Grate between existing sidewalk and new widen sidewalk LF 40 $750.00 $30,000.00 18 Shrub Planting Area+Irrigation SF 85 $15.00 $1,275.00 $95,115.00 $9,511.50 $104,626.50 Design (15% to 20% of Construction) Plans Specification & Estimate Package LS 1 $18,309.64 $18,309.64 $1,830.96 Design Cost $20,140.60 Say $20,000.00 $124,626.50 Total Construction 10% Contingency: Total Project Cost Sub-Total for: Construction 10% Contingency: 195 From:Bella Saratoga To:Yan Zhao; Belal Aftab; Kookie Fitzsimmons; Chuck Page; Tina Walia; Matt Morley; Bryan Swanson; John Cherbone; Macedonio Nunez; Britt Avrit; Leslie Arroyo; Balaji Baktha Subject:Patio Extension Proposal Date:Monday, March 10, 2025 4:24:52 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Dear City Council Members and Staff, Thank you for the study session and for your investment in the plans and renderings for the sidewalk extension outside Bella. The designs look fantastic, and the Council’s support for our business community is truly appreciated. As expressed during the meeting, this outdoor dining space is essential for our businesses to thrive and for creating the vibrant Village that residents desire. One key consideration in the March 19 proposal is ensuring that Bella and our landlord can select and manage the contractor for the project. We fully understand the need to collaborate with city staff and adhere to all requirements, plans, and design decisions set by the Council and staff. However, given that we are expected to fund the project in its entirety, this approach is the most feasible for us as a business—something I imagine would also be important for other restaurants in similar situations. To that end, I invite city staff and Councilmembers to reach out to me directly. I am confident that by discussing the details in advance, we can ensure that the options under consideration are practical and workable, allowing us to move forward smoothly once a decision is made. Thank you again for your time and support. I look forward to continuing this collaboration. Best regards, Clyde Zaya Bella Saratoga Restaurant http://www.bellasaratoga.com/ BELLA SARATOGA 14503 BIG BASIN WAY SARATOGA, CA 95070 196 From:Leslie Arroyo To: Cc:Britt Avrit; Bryan Swanson; John Cherbone Subject:RE: Online Form Submittal: Economic Vitality in Saratoga Date:Thursday, March 13, 2025 7:58:18 AM Hi Lynn, Thank you for sharing your comments with us. I’ve included our city clerk, Britt Avrit, on this email to incorporate this message into the public record. Sincerely, Leslie Leslie Arroyo Assistant City Manager City of Saratoga | City Manager’s Office 13777 Fruitvale Avenue | Saratoga, CA 95070 (408) 868-1269| larroyo@saratoga.ca.us From: noreply@civicplus.com <noreply@civicplus.com> Sent: Thursday, March 13, 2025 7:36 AM To: Leslie Arroyo <larroyo@saratoga.ca.us>; Bryan Swanson <bswanson@saratoga.ca.us>; Joan Pliego <jpliego@saratoga.ca.us> Subject: Online Form Submittal: Economic Vitality in Saratoga CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Economic Vitality in Saratoga Please share your ideas for Economic Vitality in the City of Saratoga. First Name Lynn Last Name Moore Email Address Phone Number Address City Saratoga 197 State CA Zip Code 95070 Would you like to receive updates from the Ad Hoc Economic Vitality Team? Yes Economic Vitality Comments Hello, I am unable to attend the Wednesday council meeting but would like to add my support for sidewalk dining. We’ve been residents in Saratoga since 1982, and have sadly witnessed our downtown shrink and lose foot traffic. After Covid we, along with many others, joyfully returned to restaurants offering sidewalk dining. We need more foot traffic to keep our beloved city vital!! ASAP!! Parking will not be a problem given our free city lots and parking on the street, and this does not take away city land in any way, but provides residents the right to a vibrant and welcoming village. Respectfully submitted, Lynn Moore Email not displaying correctly? View it in your browser. 198 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 12, 2025 8:17:09 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Karen Fredericks Phone Number Email Address Subject Making Saratoga a place where people want to spend time Comments I'd like to encourage the city to continue efforts to make Saratoga a place where people want to spend time. I apploud recent considerations that could expand outdoor dining and would like to see the city enforcing or creating regulations that make ground floor store fronts places where people can gather or shop rather than professional offices. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 199 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Thursday, March 13, 2025 9:38:02 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Diana Trujillo Phone Number Email Address Subject Expansion of Streetside Outdoor Dining Comments I would like to submit my comment and vote for a "YES" on the pilot of expanding our dining establishments to include sidewalk dining. As Spring and Summer weather approaches, we need to do everything possible to help our existing businesses survive in our lovely downtown area. It's sad to see more small businesses shutter and more vacant building stand. Our family always brings out of town guests to downtown for walking, shopping and dining but they have all commented on how quiet it is, too quiet some remark. And it's really sad because downtown has such great potential to be a vibrant business community that we could all be proud to show off, but with withering businesses, it seems to create the opposite trend. Please think of the future of our existing businesses. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 200 Presented by John Cherbone, Director Village Sidewalk Expansion March 19, 2025 201 202 203 204 Key Project Components •Metal “wrought iron” fence along street •Matching fence around dining area •Managed vegetation in Caltrans area •Cost estimate at $125k 205 Key Program Considerations •One Year Pilot Program •Check in with Council at 6 Months •Review Pilot Program with Council at 12 Months •Future Review Considerations •Parking Supply •Utilization of Dining Space •Pedestrian Flow •Business Survey •License Agreement as Form of “lease” •Flexibility in Construction by City or Contractor •Five-Year Lease with Two Five-Year Options (extends beyond pilot) 206 Thank You For More Information: John Cherbone 1-408-868-1241 Jcherbone@saratoga.ca.us 207 208 CITY OF SARATOGA Memorandum To: Members of the Saratoga City Council From: Britt Avrit, City Clerk Meeting Date: March 19, 2025 Subject: Written Communications, Item 2.2 _______________________________________________________________________________ Following publication of the agenda packet for the March 19, 2025, City Council Meeting, Written Communications for Item 2.2 were submitted. The communications are attached to this memo. 209 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Thursday, March 13, 2025 12:56:35 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Roya Shirani Phone Number Email Address Subject Making our downtown more lively Comments My family & I would like to vote YES on expanding sidewalk dining on any restaurants that would like to expand. We need a more lively village with more dining, cafes, fun boutiques & shops & some fast food businesses which our children can go to and not go broke. What we are seeing more of in our village is more law firms, architecture & design firms and generally businesses that don’t create the foot traffic. We want a fun village! Email Subscription Subscribe Email not displaying correctly? View it in your browser. 210 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Thursday, March 13, 2025 2:52:32 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Jay Wong Phone Number Field not completed. Email Address Subject Sidewalk Outdoor Seating Comments I support the current proposal to allow Bella to pay for it. I believe more people being visible out enjoying themselves is more beneficial to all the businesses on the entire street. I believe the city should step up and pay for this in the near future as I think a majority of residents/businesses support a more exciting village at the end of the day. Email Subscription Unsubscribe Email not displaying correctly? View it in your browser. 211 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Thursday, March 13, 2025 3:26:16 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Bina Roy Desai Phone Number Email Address Subject Support for Outdoor Dining & Expansion of Sidewalks Comments Dear City Council, My name is Bina Roy Desai, I am a co-owner of The Inn at Saratoga. We fully support a vote of YES for the pilot of expanded sidewalk dining at Bella. We absolutely need a more vibrant downtown and we hope you will push to make this happen by voting yes on all outdoor dining requests, including Hero Ranch. Not only that, the city should be budgeting to help allocate some of the funds to help pay for those improvements (and cut some of the parking improvement plan budget). If we do not have a walkable and outdoor dining downtown, there will be no need for the parking in the first place. The closing of Cinnabar is a huge loss and we need more foot traffic, music, outdoor dining, monthly events etc now to keep/attract businesses like mine. Thank you for your consideration, please reach out with questions. Bina~ Email Subscription Subscribe Email not displaying correctly? View it in your browser. 212 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Friday, March 14, 2025 10:55:15 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Hiren Variava Phone Number Email Address Subject Field not completed. Comments I strongly support a vote in favor of the pilot program for expanded sidewalk dining at Bella. I also hope that this program will be approved soon at Hero Ranch and other establishments. This is a crucial initiative, and the council should not delay its approval to “investigate” the potential parking impacts of losing these two spaces at Bella. There are no valid reasons to delay this action. The closure of Cinnabar is a significant loss, and we need to increase foot traffic to support and attract businesses. We have ample parking available on the street and in our free city lots. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 213 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Friday, March 14, 2025 12:07:39 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Cecile cohen jonathan Phone Number Email Address Subject Sidewalk for outdoor dining Comments Hi, Please vote yes to allow Bella to have an outdoor dining - extension on the side walk. Saratoga needs to become vibrant, it is a ghost downtown! Our family would dine in and enjoy more the downtown with outdoor dining, like Los Gatos. It is very sad that we go to Los Gatos downtown more often than Saratoga downtown! Please vote yes on more outdoor sidewalk moving forward! Regards, Cecile Email Subscription Field not completed. Email not displaying correctly? View it in your browser. 214 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Friday, March 14, 2025 2:54:25 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Neeru Pahwa Phone Number Email Address Subject Sidewalk for outdoor dining Comments Please vote yes for outdoor dining for Bella in Saratoga downtown. We would love to have same vibrant outdoor dining in downtown like Los Gatos. Email Subscription Field not completed. Email not displaying correctly? View it in your browser. 215 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Friday, March 14, 2025 4:11:26 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Pamela Kay Hershey Phone Number Email Address Subject Outdoor dining Comments Dear council members, Please consider how vital outdoor dining is to the city of Saratoga. You have this opportunity to make a difference in your downtown. Let's expand the seating area and allow customers to enjoy our lovely Bay Area weather that is not possible in other areas. Thank you Pamela Hershey Email Subscription Subscribe Email not displaying correctly? View it in your browser. 216 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Sunday, March 16, 2025 9:50:59 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Gabriel Coke Phone Number Email Address Subject Saratoga Vitality Comments Dear Saratoga, I would like to see more outdoor development for people in downtown Saratoga. Thank you, Gabriel Coke Email Subscription Subscribe Email not displaying correctly? View it in your browser. 217 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Monday, March 17, 2025 3:55:05 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Dhiren Unadkat Phone Number Field not completed. Email Address Subject Vote against Saratoga Village Vitality Comments As much as the supporters of this measure try to make it seem like a good idea, downtown Saratoga should never become like downtown Los Gatos. Parking is already a significant issue, with limited available spots, and several restaurants and shops are illegally encroaching on sidewalks, making it unsafe for pedestrians. Saratoga residents should not be responsible for funding improvements that primarily benefit businesses. Successful restaurants and shops are already thriving. Expanding outdoor seating will only attract more visitors from out of town, many of whom do not seem to respect our community. I have personally witnessed bikers stopping in downtown to relieve themselves in public and people gathering outside Flowers restaurant, drinking late at night even after it had closed. I would be curious to know how many of those advocating for the city to fund these improvements actually own property in downtown Saratoga. The City Council should not allocate taxpayer money for such projects but should instead focus on repairing sidewalks, improving roads, and addressing the parking shortage. Adding more traffic to an already congested street would make it even harder for residents to evacuate in an emergency. Pierce Road and Big Basin Way are the only two exit routes for those living in the hills. With the proposed new developments, further narrowing the street by expanding sidewalks could pose a serious safety risk. Thank you. 218 Email Subscription Subscribe Email not displaying correctly? View it in your browser. 219 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Monday, March 17, 2025 3:55:59 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Ann Pham Phone Number Email Address Subject Outdoor dining Comments I vote for outdoor dining and parklet expansion. I feel this will help promote foot traffic, beautify and modernize our downtown, and become a draw for neighboring cities to come and explore. There are plentiful parking options in downtown, i.e. behind fondue restaurant, behind 4th street across from wildwood park, behind UPS lot. Locating these parking lots can be identified with clear parking signs. I have often parked in these locations and they are never full. Please consider this. A resident on Pierce Ave, Ann Email Subscription Field not completed. Email not displaying correctly? View it in your browser. 220 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Monday, March 17, 2025 6:36:52 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Melissa Phone Number Email Address Subject Support for outdoor dining Comments Support for outdoor dining at Bella Saratoga. Email Subscription Unsubscribe Email not displaying correctly? View it in your browser. 221 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Monday, March 17, 2025 7:13:39 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Hedieh Yaghmai Phone Number Field not completed. Email Address Subject In support of bringing more activities and life to DT Saratoga Comments Hi , This is to extend my support and vote of YES to pilot of expanded sidewalk dining at Bella and hopefully also other venues downtown like Hero Ranch. This effort has been discussed at city council multiple times already and as a resident of Saratoga, I don't understand the ongoing delays in improving this project and request that the council expedite the approvals. - There were rumors of investigation for losing two parking spots, yet, there is work as part of "Parking District Reconstruction" which will give ample space with signage for visitors to find free parking. This is a $5M investment, which as far as visible to us residents, does nothing to help with bringing livelihood or additional patronage to the downtown area. - Businesses are willing to pay for the improvements which will benefit us all, yet there are delays rather than appreciation. City is providing no financial support. - I've lived in Saratoga for over 20 years now and it's disappointing and sad to see our downtown lose its many businesses one by one (ex. Rose Market, now Cinnabar). My kids don't want to live here because it's too quiet and nothing is going on. I find this very sad. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 222 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Monday, March 17, 2025 7:24:43 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Ajnavi Kumar Phone Number Email Address Subject Outdoor dining in Saratoga? Comments Hi, I am the owner of yogasix Saratoga and we are struggling as a business owner due to lack of foot teaffic. Outdoor dining is one of the best and easy way to increase foot traffic. Count my vote in for outdoor dining in the downtown of Saratoga Thanks! Ajnavi Email Subscription Field not completed. Email not displaying correctly? View it in your browser. 223 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Monday, March 17, 2025 8:26:55 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Stephanie Erin Rich Phone Number Email Address Subject Bella Saratoga Outdoor Dining Comments Please allow Bella Saratoga to have outdoor dining. Having outdoor dining would contribute to a more lively downtown and make a more vibrant community, especially if it’s successful and other restaurants follow suit. Email Subscription Unsubscribe Email not displaying correctly? View it in your browser. 224 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Monday, March 17, 2025 8:46:31 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Bethanne Hulme Phone Number Email Address Subject Saratoga Downtown revitalization. Comments We are a four generation Saratoga family and we love it here. We love being able to walk downtown for dinner with our family in the summers and dining outside. We often end up going to Los Gatos because the options are more family friendly and there is room! We hope the city will consider making the dining areas that were introduced during COVID a permanent fixture. We need to have more than just pricey French restaurants and nail salons. Please make the effort to an enjoyable accessible place for our family and friends and yes, even out of town visitors. Email Subscription Unsubscribe Email not displaying correctly? View it in your browser. 225 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Monday, March 17, 2025 8:49:38 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Chelse Ferrero Phone Number Email Address Subject Outdoor Dining Parklets Comments I am a resident of Saratoga for 20 years, former business owner in downtown Los Gatos and am writing you in support of outdoor dining parklets. Sartaoga is a wonderful community but without community support, our downtown willl fail to attract new businesses or keep our existing ones. I realize that there the demographic of Saratoga is over 60 and is adverse to change, but i think that we need to encourage not derail our small business. Our downtown should cater to the entire demographic of this city, not the most vocal because they have the time. When i opened a tea shop 4 years ago, i did not consider opening in Saratoga because there was high rents, high labor costs and insufficient traffic to support a profitable business. The only plus was copious amounts of parking. We have parking because we cannot attract enough people for our local businesses. We should be doing everything in our power to support our local businesses, and parklets are a great idea. They bring extra tables and more money for local businesses and they create a more vibrant downtown atmosphere. We should be thinking beyond parklets, and asking (and giving) our local businesses whatever support they need. The families of this town have to go to neighboring communities for shops and restaurants, its unacceptable. If this city council cannot sustain and grow our downtown, i will be looking for leaders that can. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 226 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 8:45:01 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Poelmann Karen Phone Number Email Address Subject Outdoor duning Comments YES TO OUTDOOR DINING!! Saratoga Village is a sleepy town. We need this, please.!! Email Subscription Subscribe Email not displaying correctly? View it in your browser. 227 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 10:49:06 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Mahshid Maleki Phone Number Field not completed. Email Address Subject Strong Support for Sidewalk Widening at Bella Restaurant Comments Dear Mayor and City Council Members, I strongly urge you to vote YES on the sidewalk widening at Bella Restaurant. As a Saratoga resident, a civil engineer, and the president of the Saratoga Education Foundation, I am deeply invested in the vitality of our downtown. One of my biggest concerns is keeping our young students— middle and high schoolers—engaged in Saratoga, rather than seeing them leave for neighboring cities just to grab a bite to eat. Creating a more inviting, pedestrian-friendly downtown is essential for fostering a sense of community, supporting local businesses, and making our city a vibrant destination for all ages. I understand that parking is a concern, but I encourage the Council to take a broader view. While this project removes two parking spots, there are underutilized parking areas throughout the city that could be better optimized. In the future, we can explore expanding parking options or repurposing existing spaces to accommodate growth, rather than halting a project that directly enhances downtown vitality. This sidewalk expansion is a crucial first step in revitalizing our downtown. Any effort that enhances Saratoga’s appeal and strengthens our local economy deserves our full support. I urge the City Council to vote YES and take action toward a thriving and dynamic downtown that serves our entire community. Thanks so much for all your hard work on this issue. Email Subscription Subscribe 228 Email not displaying correctly? View it in your browser. 229 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 11:50:25 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Venkat Venkataratnam Phone Number Email Address Subject Re: Sidewalk expansion and outdoor dining project Comments Hello Saratoga City Council members, My family and I wholeheartedly support the sidewalk expansion and outdoor dining for Bella Saratoga. This will help rejuvenate our downtown, increase foot traffic and motivate more residents and visitors to come enjoy our beautiful downtown. Other restaurants will also benefit immensely from these kinds of projects. Regards, Venkat Venkataratnam Email Subscription Subscribe Email not displaying correctly? View it in your browser. 230 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 11:52:53 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Sreela Venkataratnam Phone Number Email Address Subject Re: Sidewalk expansion and outdoor dining project Comments Hello Saratoga City Council members, I totally support the sidewalk expansion and outdoor dining for Bella Saratoga. Bella Saratoga has been a permanent fixture in our downtown for a long time and we need to ensure they remain in Saratiga. This will help also rejuvenate our downtown, increase foot traffic and motivate more residents and visitors to come enjoy our beautiful downtown. Other restaurants will also benefit immensely from these kinds of projects. Regards, Sreela Venkataratnam Email Subscription Subscribe Email not displaying correctly? View it in your browser. 231 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 11:53:39 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Bryony Katherine The Baroness Worthington Phone Number Email Address Subject City vitality Comments I strongly support a vote of YES for the pilot of expanded sidewalk dining. Around the world citizens are discovering the benefits of a vibrant cities as a way of feeling connected, supported and grounded in their local community. But the rise of digital commerce has meant that cities are struggling to retain commercially successful businesses. It is very important therefore that elected officials take action to support enterprises that remain committed to running businesses in downtown areas. Increased outdoor dining is a small first step in this direction and I support the trial and hope it will be quickly extended to others. Speaking as a European I am impressed by the high volume of parking already available in Saratoga and other US cities. There seems to be little need to protect every single spot. I am also curious as to what the city council is planning to do with the $5m apparently allocated to parking improvements. Perhaps more signage is needed but beyond that this seems like a lot of money to spend on something that is not broken. I believe some of this money would be better spent on a range of initiatives to enhance the vitality of the city - including for those who both choose not to drive and those unable to drive. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 232 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 12:05:29 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Annalisa Villani Phone Number Field not completed. Email Address Subject Revitalizing our DT Comments Dear All, I’ve been living in Saratoga for 15 years now and, year after year, I’ve seen our beautiful downtown slowly dying off. The trajectory doesn’t look good either. My family and I have started gravitating towards either neighboring towns for dining and hanging out. Being an expat from Italy, in fact, I really miss the warmth and the little chaos even that surrounds me when stepping out of the house. I assure you it makes everyone feel a bit less lonely, in these times when we often hear about a loneliness epidemic. I totally support the effort of our awesome community trying to revive our downtown, and I’m here to kindly, but strongly request that you hear their, our voices. It’s in the best interest of all. We are talking about a city which is surely losing its appeal. Up until the school district holds the fort, we are strong.. Then, what? Thank you so much for considering. Annalisa Villani Sabato Email Subscription Subscribe Email not displaying correctly? View it in your browser. 233 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 12:18:47 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name ilaria keogh Phone Number Email Address Subject outdoor dining pilot project Comments I am writing to urge the city to move forward with a first step in revitalizing our Village by approving the Bella Saratoga sidewalk extension project without any further delay. The City has nothing to lose from this and a lot to gain! Parking is not an issue downtown, the back lots have plenty of space for everyone, they just need better signage. I wish we had a parking issue, it would mean the village was packed with people! The residents deserve a downtown that is alive and the businesses cannot continue to struggle due to no foot traffic. There are over a dozen empty storefronts currently in the village (many for over a year), many beautiful spaces are occupied by offices and one is even a storage room (and an eyesore!!), Cinnabar is leaving...the situation is dire. This is not the time to delay, it is time to take action. What good is a beautiful and quaint historic village when no one is there to enjoy it? So vote YES on Bella Saratoga's project, and let's get moving NOW. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 234 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 12:27:11 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Kelly Ciccone Phone Number Email Address Subject Wednesday meeting Comments Would like to speak in support of outdoor dining and creating a more vibrant downtown. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 235 CITY OF SARATOGA Memorandum To: Members of the Saratoga City Council From: Britt Avrit, City Clerk Meeting Date: March 19, 2025 Subject: Written Communications, Item 2.2 _______________________________________________________________________________ Following publication of the agenda packet for the March 19, 2025, City Council Meeting, and following publication of Written Communications on March 18, 2025, additional Written Communications for Item 2.2 were submitted. The communications are attached to this memo. 236 237 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 2:10:18 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Tina Soltani Phone Number Email Address Subject The sidewalk expansion and outdoor dining project Comments Dear members of City Council, My name is Tina Soltani and I live in . I fully support the sidewalk expansion and outdoor dining project. When walking in downtown Saratoga , it is really heartbreaking to see relatively significant number of empty stores and the businesses which are closing. On top of that it is a disappointment when our own high school students prefer to hang out in shopping plazas in Cupertino or San Jose rather than their own downtown which is a block away from their school; all because downtown Saratoga is considered to be dead and uninviting. I believe that expanding outdoor dining is a positive step for the current restaurants to flourish while making the downtown more lively. As a result, the downtown will be more attractive to new businesses, as well as to our kids so they can make happy memories in their own neighborhood. Thank you so much for your consideration Email Subscription Unsubscribe Email not displaying correctly? View it in your browser. 238 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 2:42:17 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Nikita Variava Phone Number Email Address Subject Save Saratoga Village Comments Please support the efforts for expansion of sidewalk and outdoor dining for our beautiful yet sadly dying Saratoga Village. With so many businesses shutting down it will be a dead town. It’s a great place for our children to hang out, for neighbors to meet and socialize. A large population of families residing in Saratoga pride over this gem of downtown. Please don’t let this heritage place die into ruins. Thank you! Email Subscription Subscribe Email not displaying correctly? View it in your browser. 239 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 5:08:44 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Jenni Yoshida Phone Number Email Address Subject Voting on outdoor dining Comments Thank you for listening to your constituents. I hope we can have outdoor dining (starting with Bella Saratoga) and meet our budget objectives. We do so much to retain the natural beauty of our city and it is time we also do things to increase the vibrancy of our downtown. We need to keep our young families here, and having a sleepy, vacant downtown area does not help. And the fantastic businesses who are requesting to have outdoor dining should also be listened to, we should be doing all that we can to help a Saratoga gem like Bella Saratoga thrive! Thank you. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 240 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 8:22:51 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Nedda Ashjaee Phone Number Email Address Subject Support Sidewalk Expansion for a Thriving Saratoga Village! Comments As a parent and PTSO VP of Programs at Saratoga High School (SHS), I urge the City Council to support the sidewalk expansion in Saratoga Village. This initiative will create a safer, vibrant space for students and residents alike. Two years ago, I launched the Parent Education & Support Program at SHS to support our school community. SHS students have expressed the need for a safe, local place to gather, study, eat and relax, as they often seek these spaces outside of Saratoga. The Saratoga Vitality Neighbors (SVN), a group of local residents and business owners, has long advocated for revitalizing downtown Saratoga. However, the City Council recently rejected a proposal for sidewalk expansion in front of Hero Ranch Kitchen, which would have enabled outdoor dining and safer walkways, despite broad public support. Many of those in favor were unable to attend the meeting, but their voices must still be heard. Now, we have another opportunity with a proposal to expand sidewalks in front of Bella Saratoga Restaurant. If approved, this will encourage other businesses to join the revitalization efforts, instead of leaving like Cinnabar Winery is after decades in Saratoga. Additionally, SVN, together with city staff, has proposed simple, no-cost and low-cost initiatives to further support businesses, including budget-friendly recommendations to improve downtown, enhance marketing, hire an economic vitality staff, and host regular community events. 241 The SHS community deeply values downtown Saratoga, and many parents are voicing their support for these changes. For those who can’t attend council meetings, their letters to the council are just as important. Please support sidewalk expansion and other efforts to build a vibrant Saratoga Village for our students and community! Email Subscription Subscribe Email not displaying correctly? View it in your browser. 242 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 9:06:14 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Renu Phone Number Field not completed. Email Address Subject Field not completed. Comments I support the expanded sidewalk for dining at Bella in downtown Saratoga ! Email Subscription Subscribe Email not displaying correctly? View it in your browser. 243 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 9:24:38 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Kristi Meier Phone Number Email Address Subject Saratoga City sidewalk expansion Comments Hello, I am excited to support Saratoga city sidewalk expansion project. Looking forward to lively, outdoor dining that welcomes all the ages and sizes of budgets supporting our community. Thank you, Kristi Meier Mt Eden road Email Subscription Subscribe Email not displaying correctly? View it in your browser. 244 245 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 9:41:23 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Rahul Mallik Phone Number Email Address Subject Support for downtown revitalization Comments Hello, this note is to record my support for the City of Saratoga downtown revitalization efforts. Thanks, Rahul Email Subscription Subscribe Email not displaying correctly? View it in your browser. 246 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 9:44:38 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Vidya M Phone Number Email Address Subject I support revitalization of downtown Saratoga Comments Hello, this note is to record my support for the Saratoga downtown revitalization efforts. Thanks, Vidya M Email Subscription Subscribe Email not displaying correctly? View it in your browser. 247 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Tuesday, March 18, 2025 11:37:36 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Mitra Datta Ray Phone Number Field not completed. Email Address Subject Outdoor Dining Pilot Project Comments Hi City council members We support a vote of YES for the pilot of expanded sidewalk dining at Bella Saratoga, and hope it can also be approved soon at Hero Ranch and others. We believe this will encourage more footfall and create a more vibrant downtown for all to enjoy. Thank you , Mitra and Partha Datta Ray Email Subscription Subscribe Email not displaying correctly? View it in your browser. 248 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 5:42:42 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Anuj Kapur Phone Number Field not completed. Email Address Subject Outdoor dining and sidewalk expansion Comments As a 5+ year resident of Saratoga, I would like to add my strong support for the outdoor dining project. We need to bring back vibrancy to downtown for the sake of children and all citizens value a safe and lovable downtown core. Thank you. Email Subscription Field not completed. Email not displaying correctly? View it in your browser. 249 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 6:32:20 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Lorrie Peeters Phone Number Field not completed. Email Address Subject Support for expanded outdoor dining Comments As a Saratoga resident since 2018, I believe that expanded outdoor dining and improved vitality in the downtown area is long overdue! We NEED to have a more lively and inviting space where families and friends can gather. Saratoga owes it to the businesses to support their ability to provide more business and cater to the community’s desires. Email Subscription Unsubscribe Email not displaying correctly? View it in your browser. 250 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 8:53:53 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Karishma chandani Phone Number Email Address Subject Downtown development project Comments I am in favor of expansion of sidewalk and outdoor dining in downtown . It was great post Covid and it will liven up our little downtown. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 251 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 8:54:10 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Carolyn Brandwajn Phone Number Email Address Subject Downtown Vitality Comments I am writing in to express support for more city and chambers of commerce involvement to bring in foot traffic to downtown Saratoga and therefore drive more businesses to open store fronts. I am also in full support of sidewalk dining for Bella Saratoga and hopefully Hero Ranch. Thank you! Email Subscription Subscribe Email not displaying correctly? View it in your browser. 252 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 8:55:34 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Sandra Cheng Phone Number Field not completed. Email Address Subject Field not completed. Comments I support outdoor dining pilot in order to attract more people come to Saratoga village. Email Subscription Unsubscribe Email not displaying correctly? View it in your browser. 253 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 9:49:05 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Ruchi Joshi Phone Number Email Address Subject Sidewalk expansion and outdoor dining experience Comments I support it ! Really want to see saratoga downtown thriving Email Subscription Subscribe Email not displaying correctly? View it in your browser. 254 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 11:57:35 AM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Sumangala Prasad Phone Number Email Address Subject Revitalizing downtown Saratoga Comments We have lived in Saratoga for almost 10 years now. It’s sad to see many of the businesses closing down in downtown Saratoga, especially our favorite restaurants. Anything we can do to bring more customers to our downtown will revitalize our city and make it more appealing. Personally, our family would love to come to Saratoga to dine and shop. However, there aren’t many places here to go. Providing more outdoor seating at Bella will jumpstart the revitalization of our downtown. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 255 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 12:07:03 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Kirti Mehta Phone Number Email Address Subject Mobilize Saratoga vitality Comments I would really like to see our Saratoga downtown come to life. We need to bring restaurants to outdoor seating and to attract other businesses which will bring foot traffic and energize our village. It’s essential that our young adults and youngsters are equally motivated to come. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 256 CITY OF SARATOGA Memorandum To: Members of the Saratoga City Council From: Britt Avrit, City Clerk Meeting Date: March 19, 2025 Subject: Written Communications, Item 2.2 _______________________________________________________________________________ Following publication of the agenda packet for the March 19, 2025, City Council Meeting, and following publication of Written Communications on March 19, 2025, additional Written Communications for Item 2.2 were submitted. The communications are attached to this memo. 257 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 4:21:04 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Glenda Aune Phone Number Email Address Subject Mar 19 City Council Meeting comments - 2.2. Village Sidewalk Expansion Pilot Project Comments Hi, My name is Glenda Aune, and I do not think that the City should expand the downtown sidewalk areas to accommodate outdoor dining. I think the downtown will look unattractive with a winding sidewalk, and Big Basin will look very narrow as more parklets are created. I think some of you have convinced yourself that people who see others eating and talking and laughing and enjoying themselves at outdoor dining areas will want to join them. And this will increase foot traffic. It may increase foot traffic a little, but I think it will be a small increase. I offer these three (3) recommendations as you go forward: 1/ Start with “why” and market it. There is a very good book and TED talk by Simon Sinek called "Start with Why: How Great Leaders Inspire Everyone to Take Action". People buy-in to “why”, not what and how. We are at the point where we need to influence or inspire people to come to downtown Saratoga. How many residents drive to Saratoga for dinner or shopping? Why should they come? Is it because we have great restaurants? Do we have antique or vintage shops for people to explore? Do we offer art and craft shops? Is this the gateway to the Santa Cruz Mountain wineries with wine bars? We need to figure out the “why” and market it – promote it at events, in the paper, online, etc. Are we doing any of this? Are you planning to promote "why" people should come downtown perhaps to enjoy the dining? Or are you planning to just hope people driving through on their way 258 to somewhere will see other people dining and will want to try it. 2/ What are the metrics? How will you know the outdoor dining is attracting people to the downtown versus the restaurant already needs additional tables for their patrons? Will the increase in foot traffic be created by the outdoor dining or is there some other reason that the foot traffic increases since spring and summer will be here soon? How long will it take to determine if the outdoor dining makes a significant difference? How many parklets will you have to create to prove this works? It will be expensive for the restaurants. 3/ Consider only expanding the sidewalk areas at the crosswalks to take advantage of the “daylighting” law. This will minimize the number of parking places that Saratoga will loose. Again, I am not in favor of expanding the sidewalk areas. I hope you will promote “why” people should come downtown, define the metrics for the pilot, and only expand the sidewalks next to the crosswalks. Thank you. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 259 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 5:31:17 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name John Rees Phone Number Email Address Subject Field not completed. Comments Dear Council Members, - I support a *vote of YES* for the pilot of expanded sidewalk dining at Bella Saratoga, and hope it can also be approved soon at Hero Ranch, the Burger Bar and others; - That the Council not delay this action to investigate parking impacts of losing the 2 parking spaces at Bella Saratoga for for any other reason; - The Council and entire City should appreciate and welcome the businesses willing and able to pay 100% of for sidewalk dining, including for the city infrastructure of sidewalks, as it is not a giveaway of space, rather the city delivering on its responsibility and residents’ priority for a more active Village (as other cities have done and they paid for all/part of it) - The Council should support the businesses by making this as workable and easy as possible for them, as surviving with low foot traffic and rising costs is very challenging, and we want businesses in the Village.The closing of Cinnabar is a great shame and we need more foot traffic now to keep/attract businesses; - The argument by a vocal few that parking is limited or there may be too much noise is unfounded. I’ve always found ample parking behind the UPS store or the lot on 4th St adjacent the Inn at Saratoga. And when has anyone found the noise from the outdoor dining in Los Gatos is an issue? - The Council finally needs to stand up for what the majority of the residents in Saratoga want and not the vocal minority. Contrary to what I head from one Council member is that the downtown is not thriving. - Lastlt, we should reserve at least some of $5 million parking program those funds to pay for outdoor dining, and not expect businesses to pay for 100% including the city public responsibility 260 of sidewalks and sewers. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 261 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 6:41:08 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Ashwin Mehta Phone Number Email Address Subject Ourdoor Dining & Downtown Saratoga Invigoration Comments Ever since COVID, cities and towns have been in rapid decline. Residents report higher levels of stress, lack of community, and severe decline in socialization. Saratoga must take action in order to reverse the trend of community members feeling isolated in their homes and losing their connection to the Saratoga Culture. I will cite the example of Kevin Moran and Azule Park. By creating an area/infrastructure that invites community members to gather and spend time outdoors, one can clearly see the positive effects the community benefits from. Neighbors become friends; children have a place to play and develop social skills; neighborhoods feel more centralized and exciting. The effects outlined above are MISSING from our downtown center. Downtown Saratoga is supposed to be the epicenter for Saratoga's community and culture. For too long, our local governments have refused to provide much needed investment into our local businesses, infrastructure, and events to create interest and buzz around our downtown. You need only look at Los Gatos to see the impact that their investments have had. We need to expand the space of restaurants and bring in much needed FOOT traffic in order to support our community members and the businesses that have been struggling for well over a decade. My friends and I want to have a vibrant downtown to hang out at during all hours of the day. The only way to do that is to STOP prioritizing nonsensical investments in "parking lots" and increase our campaign to bring in new business and pedestrians. This is not about "spending money"...this is about INVESTMENT 262 in our public spaces. These spaces are VITAL to the continuance of our culture and the comradery of our old and new community members. Please do right for our community and one another. Email Subscription Unsubscribe Email not displaying correctly? View it in your browser. 263 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:Community Development Department PREPARED BY:Aaron Yuma, Building Official SUBJECT: Introduce and waive first reading of an Ordinance Amending the Saratoga Municipal Code by Repealing and Replacing Article 4-55 (Massage Establishments and Massage Practitioners) RECOMMENDED ACTION: Following the Public Hearing, introduce and waive the first reading of an ordinance repealing and replacing Article 4-55 of the Saratoga Municipal Code concerning Massage Establishments and Massage Practitioners. BACKGROUND: The Code Compliance Division of the Community Development Department (CDD) administers the City’s ordinance regulating massage establishments. This includes receiving massage business applications and evaluating them, including their individual practitioners, for the City’s massage therapy standards. Code Compliance Officers occasionally inspect the establishments to verify they are following those standards. Over the past year, inspections have uncovered violations in some establishments that suggest illegal activities may be taking place. Staff collaborated with regional Code Enforcement, the Sheriff’s Human Trafficking Task Force, and the California Massage Therapy Council (CAMTC) to better understand Illicit Massage Businesses (IMBs) and enhance enforcement without overburdening legitimate businesses. Local IMB’s are part of a larger network organized to take advantage of weak regulations and enforcement so they can use what appears to be a legitimate business as a front for human trafficking and prostitution. The most effective way to deter and remove IMBs is to have a strong ordinance and proactive enforcement. Our Code Compliance Officer worked with several fellow code compliance professionals and with the CAMTC to identify areas where Article 4-55 should be modified and modernized to enhance enforcement, to further deter IMBs from moving into the City, and to add new tools to remove IMBs as they are identified. This effort resulted in the proposed ordinance recommended for adoption. The replacement ordinance improves on the existing ordinance in a number of ways. These include: 264 Strengthens the standards for certified therapists by requiring only those credentialed by the CAMTC to work in massage establishments. The previous ordinance allowed for other ‘credentials’ which have been shown to be fraudulent. Creates a 5-year moratoriumfor a massage establishment from being re-established in the same location after being shut down due to violations of the ordinance. This disrupts the networks from quickly re-establishing under a different name. Prohibits the front windows to the lobby from being covered, increasing transparency, disrupting secrecy, deterring those who might engage in illicit activities and fostering a sense of trust and legitimacy to the public. Strengthens eligibility standards to deny applicants with prior revocations, suspensions, violations, etc. with the City or with the CAMTC. This is another disruption to the networks of IMB’s to easily reopen for business-as-usual after violating City or CAMTC regulations. ATTACHMENT: Attachment A – Ordinance Repealing and Replacing Article 4-55 of the Saratoga City Code Concerning Massage Establishments and Massage Practitioners 265 ORDINANCE NO. XXX AN ORDINANCE REPEALING AND REPLACING ARTICLE 4-55 OF THE SARATOGA CITY CODE CONCERNING MASSAGE ESTABLISHMENTS AND MASSAGE PRACTITIONERS The City Council of the City of Saratoga finds that: 1.Over the past year, inspections have uncovered violations in some establishments that suggest illegal activities may be taking place. Staff collaborated with regional Code Enforcement, the Sheriff’s Human Trafficking Task Force, and the California Massage Therapy Council (CAMTC) to better understand Illicit Massage Businesses (IMBs) and enhance enforcement without overburdening legitimate businesses. 2. The most effective way to deter and remove illicit massage businesses is to have strong ordinance and proactive enforcement, and City Staff has proposed amendments and modernization of the City Code to further deter illicit massage businesses and to help remove them as they are identified. 3. The City Council of the City of Saratoga held a duly noticed public hearing on March 19, 2025, and after considering all testimony and written materials provided in connection with that hearing, introduced this ordinance and waived the reading thereof. 4. The City Council adopted this Ordinance at a duly noticed regular meeting on April 2, 2025. Therefore, the City Council of the City of Saratoga hereby ordains as follows: Section 1. Adoption. The Saratoga Municipal Code is amended to repeal Article 4-55 in its entirety and replace it with the text set forth in Attachment 1. Section 2. Severance Clause. The City Council declares that each section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance is severable and independent of every other section, sub- section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance. If any section, sub-section, paragraph, sub-paragraph, sentence, clause or phrase of this ordinance is held invalid, the City Council declares that it would have adopted the remaining provisions of this ordinance irrespective of the portion held invalid, and further declares its express intent that the remaining portions of this ordinance should remain in effect after the invalid portion has been eliminated. Section 3. Publication. 266 A summary of this ordinance shall be published in a newspaper of general circulation of the City of Saratoga within fifteen days after the ordinance’s adoption. Following a duly noticed public hearing the foregoing ordinance was introduced at the regular meeting of the City Council of the City of Saratoga held on March 19, 2025, and was adopted by the following vote on April 2, 2025. AYES: NOES: ABSENT: ABSTAIN: SIGNED: Belal Aftab MAYOR, CITY OF SARATOGA, CALIFORNIA ATTEST: DATE: Britt Avrit, MMC CITY CLERK APPROVED AS TO FORM: _____________________________ DATE: ________________________ Richard Taylor CITY ATTORNEY 267 ATTACHMENT 1 Article 4-55 - MASSAGE ESTABLISHMENTS AND MASSAGE PRACTITIONERS 4-55.010 - Purpose. (a) In enacting these regulations the City Council recognizes that massage therapy is a professional pursuit which can offer the public valuable health and therapeutic services, but that unless properly regulated, the practice of massage therapy and the operation of massage businesses may be associated with unlawful activity and pose a threat to the quality of life in the local community. (b) It is the purpose and intent of this Article to provide for the orderly regulation of offices and businesses providing massage therapy services, and to prevent and discourage the misuse of massage therapy as a front for human trafficking, prostitution, and related activities in violation of state law, all in the interests of the public health, safety, and welfare, by providing certain minimum building, sanitation, and operation standards for such businesses, and by requiring certain minimum qualifications for the operators and practitioners of such businesses. (c) It is further the intent of this Article to enact regulations to streamline local massage therapy permitting procedures by relying on Business and Professions Code Sections 4600 et seq., known as the Massage Therapy Act, and by restricting the commercial practice of massage in the City to those persons duly certified to practice by the California Massage Therapy Council formed pursuant to State law. (d) This Article is not intended to be exclusive and compliance with its provision shall not excuse noncompliance with any State or other local laws. (e) If any section, subsection, sentence, clause or phrase of this Article is for any reason determined to be invalid, such a determination shall not affect the validity of the remainder of this Article. 4-55.020 - Definitions. For the purposes of this Article, the terms below are defined as follows: (a)California Massage Therapy Council or CAMTC means the massage therapy organization formed pursuant to Business and Professions Code Section 4602. (b)CAMTC certified massage professional means any individual currently certified by the California Massage Therapy Council as a massage therapist or massage practitioner pursuant to Business and Professions Code Section 4600 et seq. 268 (c)City Manager means the City Manager of Saratoga or his/her designee. (d)Compensation means the payment, loan, advance, donation, contribution, deposit, exchange, or gift of money or anything of value. In addition to accepting other forms of compensation, a person may be deemed to have received compensation for performing a massage when the massage is offered as part of a membership, as part of a package of services or as incidental to the purchase of a product. (e)Employee means any person hired by a massage establishment who renders any service in exchange for any form of compensation, including independent contractors. (f)Massage or massage therapy mean the skillful application of touch, including but not limited to, pressure, stroking, kneading, compression on or movement of the external surfaces of the body by a practitioner to produce increased awareness, relaxation, pain relief, injury rehabilitation, or neuromuscular reeducation. (g)Massage establishment means any business that offers massage therapy, baths or health treatments including, but not limited to, aromatherapy, vapor, shower, electric tub, sponge, hot towels, mineral fermentation, sauna, steam or any other type of bath, involving massages or baths in exchange for compensation. Home- based massage businesses and businesses that provide outcall massage services are also considered to be massage establishments. For purposes of this Article, the term "massage establishment" may be applied to include establishments which offer or advertise themselves as providing "relaxation" or "tanning" where the essential nature of the interaction between the employee and the customer involves "massage" as defined herein. The terms, names or phrases listed on business license or fictitious name application forms are not necessarily conclusive as to the nature of the business. (h)Massage therapy certificate means a certificate issued by CAMTC pursuant to Business and Professions Code Section 4600 et seq. (i)Owner means any person that owns a massage establishment., including the following persons: (1) A sole proprietor. (2) Any general partner of a general or limited partnership. (3) Any person who has a ten percent or greater ownership interest in a corporation. (4) Any person who is a member of a limited liability company. 269 (5) Any person who has an interest in any other type of business entity, association or joint venture. (j)Operator means any person who is an owner or manager of a massage establishment. (k)Outcall massage service means the engaging in or carrying on of massage therapy for compensation at locations other than a massage establishment at a fixed location. (l)Patron means an individual on the premises of a massage establishment for the purpose of receiving massage therapy. (m)Permit means a written document authorizing the holder to engage in the business written on such document. (n)Person means any individual. (o)Reception and waiting area means an area immediately inside the main entry door of the massage establishment dedicated to the reception and waiting of patrons or visitors of the massage establishment and which is not a massage therapy room or otherwise used for the provision of massage therapy services. (p)Sole provider means a massage business where the owner owns one hundred percent of the business, is the only person who provides massage services for compensation for that business pursuant to a valid and current certificate issued by CAMTC and has no other employees or independent contractors. (q)Visitor means any individual not retained or employed by the massage establishment and not receiving or waiting to receive massage therapy services, but excluding law enforcement personnel or governmental officials acting in their official capacity. 4-55.030 -Exemptions. The provisions of this Article shall not apply to the following establishments or classes of individuals who perform massage while employed in their professional capacities: 270 (a) Physicians, surgeons, chiropractors, osteopaths, nurses, physical therapists, or acupuncturists, who are duly licensed to practice their respective professions in the State of California and persons working directly under the supervision of such licensed persons. "Working directly under the supervision" means that the person is an employee of the licensed person, is working at the same location as the licensed person, has his or her work supervised by the licensed person, or that the licensed person is present when the employee is performing massage. This exemption shall not apply if the business performs massage on persons for whom the licensed person does not provide professional services. (b) Barbers, beauticians, cosmetologists, and other persons licensed to practice any healing art under the provisions of Division 2 (commencing with Section 500) of the California Business and Professions Code while engaging in practices within the scope of their licenses, and who perform massage only on the neck, face and/or scalp of the customers. (c) Personal fitness training centers, gymnasiums, athletic facilities or health clubs, when the giving of massage for compensation is not a principal function of such businesses. (d) Hospitals, nursing homes, sanitariums, or any other healthcare facilities duly licensed by the State of California. (e) Accredited high schools and colleges whose coaches and trainers are acting within the scope of their employment. (f) Trainers of amateur, semi-professional or professional athletes or athletic teams, while engaging in their training responsibilities for and with athletes; and trainers working in conjunction with a specific athletic event such as an outdoor road or bike race. (g) Sole providers, including sole providers operating an off-premise massage service, who have a valid certificate issued by the CAMTC pursuant to the Act, either as a certified massage practitioner or a certified massage therapist, and who are practicing consistent with the qualifications established by such certificate. To qualify for this exemption, a sole provider shall file a copy of his or her current, valid massage practitioner or massage therapist certification and identification card issued by the CAMTC with the City Manager and comply with each of the following: (1) The requirement to obtain a business license from the City of Saratoga pursuant to Article 5-05 of this Code; (2) City Code Sections 4-55.140 through 4-55.170. (3) All applicable local health and safety, building, zoning and other requirements. 271 4-55.040 - CAMTC Certification and Permit Required. (a)Massage establishment permit.It shall be unlawful for any person, association, partnership, corporation or any other entity to engage in, conduct or carry on, or permit to be engaged in, conducted or carried on, in or upon any premises within the City, the operation of a massage establishment unless all massage technicians providing massage, whether as employees or independent contractors, maintain a valid certificate from CAMTC as a certified massage practitioner or certified massage therapist, and said massage establishment has obtained a permit issued by the City pursuant to the provisions set forth in this Article. (b)CAMTC Certification. It shall be unlawful for any individual to practice massage therapy for compensation whether as a sole provider, as an employee or independent contractor of a massage establishment, or in any other capacity within the City unless that individual obtains and maintains a valid certificate from CAMTC as a certified massage practitioner or certified massage therapist. (c)Change in status.The holder of any permit required by this Section shall notify the City Manager within five days of any change in name, address, or other contact information listed in the permit. 4-55.050 - Applications for massage establishment permit (a)Submittal of application.Any owner or manager of a massage establishment desiring to obtain a permit shall file a written application to the City Manager on a form provided by the City. A corporation or partnership (general or limited), limited liability company or other form of business shall designate one of its officers or partners to act as the responsible person for the business and will complete and sign all required forms and applications. (b)Required information.The application form must contain the following information for every owner and manager (“applicant”) of the massage establishment: (1) The full name, including any nicknames or other names used presently or in the past, and the present street address and phone number of the applicant; (2) The applicant’s residence addresses for five years preceding the date of application, including the dates of residence at each address; 272 (3) The date of birth of the applicant; (4) The applicant's height, weight, color of eyes and hair, and any other identifying features such as birth marks, scars or tattoos; (5) The applicant's driver's license number (if any), California Identification Card (if any) and Social Security number; (6) The applicant's employment history for five (5) years preceding the date of application, including their names, street addresses, cities and phone numbers, and the position held by the applicant; (7) The names, street addresses and phone numbers of any massage establishment or any other business involving massage by which the applicant has been employed within the past ten years; and the dates of employment; (8) Any criminal conviction on the part of the applicant for offenses other than traffic violations within the ten years preceding the date of the application; (9) Whether the applicant has ever had a license, certificate, permit, or other authorization to engage in the practice of massage, or the operation of a massage establishment, or other business engaged in the practice of massage, suspended, revoked, or denied for cause within the ten years preceding the date of the application, the dates and reasons for any such suspensions or revocations, and the name and location of the jurisdiction or agency which suspended or revoked such license, certificate, permit, or other authorization; (10) Whether the applicant, including applicant as a member of a corporation, business or partnership (general or limited), limited liability company or other form of business, has ever operated or been employed at any business which has been the subject of an abatement proceeding under the California Red Light Abatement Act (California Penal Code Sections 11225 through 11325) or any similar laws in other jurisdictions. If the applicant has previously worked at such a business, he/she should state on the application the name and address of the business, the dates on which the applicant was employed at such business, the name and location of the court in which the abatement action occurred, the applicable case number and the outcome of the abatement action; 273 (11) If the applicant is a general or limited partner, the application shall set forth the names and street addresses of each general and limited partner in the partnership. If the applicant is a limited partner, the applicant shall furnish a copy of its certificate of limited partnership as filed with the County Clerk. If one or more of the partners is a corporation, the provisions of this subsection pertaining to corporate applicants shall apply to the corporate partner; (12) If the applicant is an owner of a corporation, the name of the corporation shall be set forth exactly as shown in its article of incorporation or charter together with the state and date of incorporation and the full legal names and street addresses of each of its current officers and directors and each stockholder holding more than five percent of the stock of that corporation; (13) A statement as to whether the applicant has previously applied to the City for a permit pursuant to this Article, the date of the application and every name(s) under which the application was made; (14) The proposed name and street address of the massage establishment, together with the name and street address of any other massage business currently or previously operated or managed by the applicant, within the ten years preceding the date of the application; (15) A statement under penalty of perjury stating whether the applicant intends to personally provide massage services at the business; (16) Proof of massage malpractice insurance in the sum of no less than one million dollars; (17) A description of any other business to be operated on the same premises, or on adjoining premises, owned or controlled by applicant; (18) Authorization for the City, its agents and employees, to seek information and conduct an investigation into the truth of the statements set forth in the application and into the background of the applicant and responsible managing officer; (19) The name, residence address and telephone number, and work address and telephone number of each person that the establishment intends to employ as a massage practitioner; 274 (20) In the case of a massage establishment application, a copy of each employee's massage practitioner's CAMTC certification and CAMTC identification card; (21) The name and street address of the property owner or lease holder of the proposed premises of the massage establishment for which the application is made. In the event the applicant is not the legal owner of the property, the application must be accompanied by a copy of the lease and a notarized acknowledgment from the owner of the property that a massage establishment will be located on the property; (22) A statement under penalty of perjury that the applicant has not made any false, misleading or fraudulent statements or omissions of fact in his/her application or any other documents required by the City to be submitted with the application. (c)Submittal of documentation.Applicants shall also submit the following information at the time of their application; (1) A California Driver’s license or other valid form of picture identification that the applicant is at least eighteen years of age; (2) Other related information requested by the City Manager in order to confirm the identity of the applicant and evaluate the background and qualifications of the applicant for the permit sought; (3) Documentation to prove that the applicant has a lawful right to work in the United States. (d)Payment of massage establishment permit fees.At the time of submitting an application for a permit, the applicant shall pay all permit fees as set forth et forth in the City fee schedule.All fees shall be nonrefundable. A copy of the receipt(s) shall accompany the application. 4-55.060 - Processing of application, investigation. (a)Processing of application, investigation.Upon receipt of an application for a permit(s) the City Manager shall review the application and supplementary material. If it is clear from the face of the application and supplementary materials that the applicant is not qualified for the permit(s) sought, the application may be denied without further investigation. If it appears from the face of the application and supplementary material that the applicant may be eligible for the permit(s) sought, 275 the City Manager shall verify the information submitted by the applicant and shall further investigate the qualifications of the applicant as follows: (1)Fingerprints/review of criminal history.For applicants who are not CAMTC certified massage practitioners, the City Manager shall take a full set of the applicant's fingerprints and shall submit the fingerprints to the Department of Justice (DOJ) and to the Federal Bureau of Investigation (FBI) for evaluation. Upon receipt of the report from the DOJ and FBI, the City Manager shall review the criminal history (if any) of the applicant. This provision does not apply if the applicant holds a valid and current massage therapy certificate issued by CAMTC. (2)Investigation of location and premises of massage establishment.Upon receipt of an application for a massage establishment permit, the City Manager shall refer the application to the City's fire, building, planning, health and code enforcement departments, who shall review the application and inspect the premises to ensure that the designated site will comply with applicable City zoning, building, fire safety ordinances, and any other applicable City ordinances. (3)Additional investigation.The City Manager may conduct additional investigations in a manner authorized by law when necessary to determine if the applicant meets the qualifications for a permit pursuant to this Article. 4-55.070 - Action by City Manager on permit application; grounds for denial. (a)Grant or denial of application for massage establishment permit, managing employee permit or massage practitioner permit.The City Manager shall grant or deny the application for a permit within ninety days of the applicant's submission of a completed application and all required supplementary material. When necessary, the City Manager may extend the time in order to conduct a complete investigation and hearing. (b)Granting of application.In considering a massage establishment permit, the City Manager may grant the application for a permit as applied for or in modified or conditional form if, on the basis of the application and the evidence submitted, the City Manager makes all of the following findings: (1)The property on which the massage establishment will be conducted and the operation thereof complies with all building, zoning, fire, health and safety codes and with the requirements of this Article; 276 (2) The proposed location of the massage establishment is in accord with the objectives of the zoning ordinance and the purposes of the district in which the site is located; (3) None of the grounds for denial of the permit, as listed in subsection (j) of this Section, exist; (4) The massage establishment and the conditions under which it will be operated will not be detrimental to the public health, safety or welfare, or injurious to properties in the vicinity or disturbing to the occupants thereof. (c)Conditional granting of application.In considering a massage establishment permit, the City Manager may grant the application subject to such conditions and restrictions as he/she deems reasonable and necessary under the circumstances, including, without limitation, any or all of the following: (1) Restriction on hours of operation; (2)Parking requirements; (3) Prohibition against the sale or serving of food or beverages or the conducting of non-massage business on the premises. (d)Notice.If the application for a permit is granted pursuant to this Section, the City Manager shall send a notice of the approval, and a statement of all conditions thereof, to the applicant and to the Sheriff. After full compliance by the applicant with all conditions imposed by the City Manager for issuance of the permit and provided no appeal has been filed from the decision of the City Manager and the period for such appeal has expired, the City Manager shall issue the permit. (e)Fee; renewal.The applicant must pay the City a nonrefundable fee set forth in the City fee schedule, at the time of filing the application for renewal. After investigating the application for renewal, the City Manager may renew the permit(s)if the applicant continues to meet the standards for the issuance of a permit and none of the grounds for denial of a permit set forth in this Article exist. (f)Notice.The City Manager shall give the applicant for renewal written notice of his/her decision within sixty days of the submittal of the completed application for renewal. If the application is denied, the notice shall be sent via certified mail and shall state the specific grounds for the denial and notify the applicant that he/she may appeal through the procedures set forth in this Article. (i)Failure to file timely notice.If the holder of the permit does not file a completed renewal application at least sixty days prior to the expiration of the permit or 277 certificate, the applicant shall be required to file an application for a new permit and will be required to pay the applicable fees for a new permit. (j)Grounds for denial of application.The City Manager shall deny an application if any of the following circumstances exist: (1) The application is incomplete and the applicant failed to submit required materials requested by the City Manager within thirty days of the City Manager's request, or the applicant failed to submit required supplementary materials requested by the City Manager within thirty days of the date of the City Manager's request. (2) The establishment as proposed would not comply with this Article. (3) The applicant has previously had a massage establishment permit or any similar license, certificate or permit denied for cause or revoked by the City or any other public agency. (4) The applicant has had any massage therapist or massage practitioner permit, license, or certification denied, revoked or suspended by the CAMTC. (5) The applicant has made a false, misleading or fraudulent statement or omission of fact in his/her application or other materials submitted with the application. (6) The applicant, or former employer of the applicant while the applicant was so employed, has been successfully prosecuted under the Red Light Abatement Act (California Penal Code Sections 11225 through 11235) or any similar laws in another jurisdiction. (7) The applicant has been convicted of: (i) An offense which requires registration pursuant to California Penal Code Section 290, or a violation of Penal Code Sections 266(i), 311 through 311.7, 314, 315, 318, 647(b) or (d), or equivalent offenses under the laws of another jurisdiction, even if expunged pursuant to Penal Code Section 1203.4 or equivalent expungement process under the laws of another jurisdiction; (ii) A prior offense which involves violation of California Health and Safety Sections 11351, 11352, 11358 through 11363, 11378 through 11380, 11054, 11056, 11057, 11058, any other violation(s) involving illegal possession for sale, or sales of a controlled substance, or equivalent offenses under the laws of another jurisdiction, even if expunged pursuant 278 to Penal Code Section 1203.4 or equivalent expungement process under the laws of another jurisdiction; (iii) Any offense involving the use of force or violence upon another person; (iv) Any offense involving sexual misconduct with children; or (v) Any offense involving theft. (8) The operation of the massage establishment at the proposed site would violate the City's Zoning, Building, Fire Regulations, or other provisions of the City ordinances. (9) Any violation of this Article if previously licensed at any other location during the pendency of the application. (k)Notice to applicant of grounds for denial of application.The City Manager shall give written notice of the grounds for denial to the applicant for a permit. If the application is denied, the notice shall be by certified mail, return receipt requested, or hand delivered to the managing employee on the massage establishment premises; and shall advise the applicant of his/her right to appeal the decision. (l)Appeal of denial of application for a permit.Upon the denial of an application for a permit, the applicant may appeal through the following procedures: (1) The applicant shall file a written request for an appeal hearing, which states the specific grounds on which the decision of the City Manager to deny the permit is contested, within ten days after service of the notice of the written decision, by deposit of the notice, addressed to the holder of the permit, by certified mail and/or by hand delivery. At the time of submitting the written request for an appeal hearing, the applicant shall pay an appeal hearing fee, set forth in the City fee schedule, to help defray in part the additional cost to the City. If the applicant does not request an appeal hearing within the ten- day period, no further notice is required and the application will remain denied. (2) The appeal shall be heard and decided by a Hearing Officer appointed pursuant to City Code Section 3-15.070 and conducted pursuant to the rules of procedure established in accordance with Section 3-15.070. The Hearing Officer shall have no authority to waive requirements of this Article. (3) As soon as practicable after receiving the written appeal, the Hearing Officer shall fix a date, time and place for the hearing of the appeal. Such date shall not be less than five working days nor more than thirty working days from the 279 date the appeal was filed with the City Clerk. Written notice of the time and place of the hearing shall be given by certified mail at least five working days prior to the date of the hearing to the appellant by the City Clerk either by causing a copy of such notice to be delivered to the appellant personally or by mailing a copy thereof, postage prepaid, addressed to the appellant at the address shown on the appeal. (4) Failure of an applicant to file an appeal in accordance with the provisions set forth in this Section shall constitute a waiver of the right to an appeal hearing and adjudication of the notice and order or any portion thereof. (5) At the hearing both the appellant and the City shall have the right to appear and be represented by counsel and to present evidence and arguments which are relevant to the grounds for the appeal. (6) Within ten working days of the hearing, the Hearing Officer shall issue a written decision which states whether the decision of the City Manager is upheld, modified or reversed. The decision of the Hearing Officer shall be served on the appellant by certified mail, return receipt requested. The decision of the Hearing Officer shall be final. 4-55.080 - Permits nontransferable. A massage establishment permit issued pursuant to this Article shall not be assignable or transferable, either as to the named permittee or the location specified therein. The permit shall automatically terminate upon any attempted transfer thereof, or upon any sale or transfer of the property, if the permit was issued to the owner thereof, or upon any termination or assignment of the lease or other right of possession, if the permit was issued to the occupant of the property, or if, by reason of any other circumstances, the massage establishment is not being operated or managed by the person to whom the permit was issued. 4-55.090 - Business license and permit and massage establishment permit required. (a)Business license.Any person desiring to operate a massage establishment shall also apply for and obtain a business license pursuant to Article 4-05 of this Code and pay the license fee specified therein. (b)Current permit or certificate required.No person shall accept or continue employment as a massage practitioner at any massage establishment in the City 280 unless the operator of such establishment holds both a current business license and Massage Establishment permit issued pursuant to this Article. 4-55.100 - Registration and notification requirements. (a) Every massage establishment shall: (1) Provide the City of Saratoga with a copy of the massage practitioner permit or proof of a valid massage therapy certificate issued by CAMTC of every person who is employed or retained by the establishment to provide massage therapy, within five calendar days of the commencement of such person's period of employment; (2) Maintain on its premises a copy or other evidence of each massage establishment permit, and a valid and current massage therapy certificate issued by CAMTC, for each employee for review by the City of Saratoga; (3) Maintain on its premises a complete and current roster of all operators of the massage establishment and all CAMTC certified massage professionals and other persons employed or retained by the massage establishment. The roster shall include the name, residence address, and phone number of each individual. The roster shall be available for inspection by the City; (4) Notify the City of any new employees or departed employees. (b) Every CAMTC certified massage practitioner or massage therapist shall: (1) Display his or her original certificate wherever he or she provides massage for compensation. A certificate holder shall have his or her identification card in his or her possession while providing massage services for compensation; (2) Provide his or her full name and certificate number upon the request of a member of the public, the City, the CAMTC, a member of law enforcement, or a local government agency charged with regulating massage or massage establishments, at the location where he or she is providing massage services for compensation; (3) Include the name under which he or she is certified and his or her certificate number in any and all advertising of massage for compensation. 281 4-55.110- Hours and standards of operation. (a) No holder of a permit issued pursuant to this Article or holder of a valid and current massage therapy certificate issued by CAMTC, and no nonexempt massage establishment, shall provide massage therapy to the public for compensation between the hours of 10:00 P.M. and 7:00 A.M. of the following day. (b) The hours of operation of the massage establishment shall be displayed in a conspicuous public place in the reception and waiting area and in any front window clearly visible from outside of the massage establishment. (c) No massage establishment located in a building or structure with exterior windows fronting a public street, highway, walkway, or parking area shall block visibility into the interior reception and waiting area through the use of curtains, closed blinds, tints, or any other material that obstructs, blurs, or unreasonably darkens the view into the premises. (d) A list of services available and the cost of such services shall be posted in an open and conspicuous public place on the premises. The services shall be described in English and may also be described in such other languages as may be convenient. No operator shall permit, and no person employed or retained by the massage establishment shall offer to perform any services or request or demand fees other than those posted. (e) There shall be at least one on-duty CAMTC certified massage practitioner on the premises at all times when the massage establishment is open. If no state certified professional is available, the massage establishment shall lock the front door and prohibit the entry of any patrons or visitors. (f) Patrons and visitors shall be permitted in the massage establishment only during the hours of operation. (1) During the hours of operation, patrons shall be permitted in massage therapy rooms only if at least one duly authorized CAMTC certified massage professional is present on the premises of the massage establishment. Patrons shall not be permitted in any employee break room on the premises. (2) During the hours of operation, visitors shall not be permitted in massage therapy rooms break rooms, dressing rooms, showers, or any other room or 282 part of the massage establishment premises other than the reception and waiting area or toilet rooms except as follows: (i) The parents or guardian of a patron who is a minor child may be present in the massage therapy room with that minor child; (ii) The minor child of a patron may be present in the massage therapy room with the patron when necessary for the supervision of the child; or (iii)The conservator, aid, or other caretaker of a patron who is elderly or disabled may be present in the massage therapy room with that elderly or disabled person. (3) Except for a patron who is inside a massage therapy room for the purpose of receiving a massage, no patrons or visitors shall be permitted in or on the massage establishment premises at any time who are less than fully clothed in outer garments of nontransparent material, or who display or expose themselves in underclothing or similar intimate apparel. 4-55.120 - Prohibited advertising practices. (a) It is a violation of this Article for any person who does not possess a current, valid CAMTC massage practitioner or massage therapist certificate, and for any massage establishment that employs or retains such a person, to: (1) State or advertise or put out any sign or card or other device, or to represent to the public through any print or electronic media, that such person is certified, registered or licensed by a governmental agency as a massage therapist or massage practitioner; or (2)Hold oneself out or use the title of "certified massage therapist," "certified massage practitioner," or any other term, such as "licensed," "registered," or "CMT," that implies or suggests that such person is the holder of a CAMTC massage therapy certificate or massage practitioner permit issued pursuant to this Article. (b) It is a violation of this Article for any massage establishment, licensee, or any other person providing massage therapy to the public for compensation, to advertise through any print or electronic media that is classified for adults only or similar classification. 283 4-55.130 - Minors. It shall be unlawful for any holder of a permit issued pursuant to this Article, nonexempt massage establishment, and for any massage establishment to: (a)Employ or retain any person who is under the age of eighteen years to provide any massage therapy to the public for compensation; or (b) Provide massage therapy to any person who is under the age of eighteen years, except at the special instance and request of a parent or other person in lawful custody of the minor. 4-55.140 - Physical facility and building code requirements. The following physical facility and building code requirements shall be applicable to all holders of massage establishment permits issued pursuant to this Article, nonexempt massage establishments, and to all massage establishments: (a) All internal and external doors must remain unlocked at all times when massage therapy is being provided, unless otherwise expressly authorized in this Article; except that where a massage establishment is a business entity owned by one individual with one or no employees or independent contractors, it may lock its external doors. (b) All doors to dressing rooms, toilet rooms and massage therapy rooms or cubicles shall open inward and shall be self-closing. Draw drapes, curtain enclosures, or accordion- pleated closures in lieu of doors are acceptable on all inner dressing rooms and massage therapy rooms or cubicles. (c) Minimum lighting equivalent to at least one forty-watt light shall be provided in each massage therapy room or cubicle. (d) A massage table shall be used for all massage therapy, with the exception of Thai, Shiatsu, and similar forms of massage therapy, which may be provided on a padded mat on the floor, provided the patron is fully attired in loose clothing, pajamas, scrubs or similar style of garment. Massage tables shall have a minimum height of eighteen inches. Beds, floor mattresses and waterbeds are not permitted on the premises of the establishment. Massage tables shall be covered with a clean sheet or other clean covering for each patron. After a towel, covering or linen has once been used it shall be deposited in a closed receptacle and not used until properly laundered and sanitized. Pads used on massage tables shall be covered with material acceptable to County Department of Environmental Health. 284 (e) All locker facilities that are provided for the use of patrons shall be fully secured for the protection of the patron’s valuables, and the patron shall be given control of the key or other means of access. (f) The massage establishment shall comply with all applicable state and local building and fire codes as adopted in Chapter 16 of the City Code. 4-55.150 - Health and safety requirements. The following health and safety requirements shall be applicable to all holders of massage establishment permits issued pursuant to this Article, all nonexempt massage establishments, and to all massage establishments: (a) The establishment shall at all times be equipped with an adequate supply of clean sanitary towels, coverings and linens, and all massage tables shall be covered with a clean sheet or other clean covering for each patron. After a towel, covering or linen has once been used it shall be deposited in a closed receptacle and not used until properly laundered and sanitized. Towels, coverings and linens shall be laundered either by regular commercial laundering or by a noncommercial laundering process which includes immersion in water at least one hundred forty degrees Fahrenheit for not less than fifteen minutes during the washing or rinsing operation. Clean towels, coverings and linens shall be stored in closed, clean cabinets when not in use. (b) All massage therapy rooms or cubicles, wet and dry heat rooms, toilet rooms, shower compartments, and hot tubs and pools shall be thoroughly cleaned and disinfected as needed, and at least once each business day the premises are open and such facilities are in use. All bathtubs shall be thoroughly cleaned and disinfected after each use. (c) All liquids, creams, or other preparations used on or made available to patrons shall be kept in clean and closed containers. Powders may be kept in clean shakers. All bottles and containers shall be distinctly and correctly labeled to disclose their contents. When only a portion of a liquid, cream or other preparation is to be used on or made available to a patron, it shall be removed from the container in such a way as not to contaminate the remaining portion. (d) No invasive procedures shall be performed on any patron. Invasive procedures include, but are not limited to: (1) Application of electricity which contracts the muscle; 285 (2) Application of topical lotions, creams, or other substances which affect living tissue, such as chemical peel preparations or bleaches; (3) Penetration of the skin by metal needles; (4) Abrasion of the skin below the nonliving, epidermal layers; (5) Removal of skin by means of any razor-edged instrument or other device or tool; (6) Any needle-like instrument which is used for the purpose of extracting skin blemishes and other similar procedures. (e) All bathrobes, bathing suits and/or other garments that are provided for the use of patrons shall be either fully disposable and shall not be used by more than one patron, or shall be laundered after each use pursuant to subsection (a) of this Section. (f) All combs, brushes, and/or other personal items of grooming or hygiene that are provided for the use of patrons shall be either fully disposable and shall not be used by more than one patron, or shall be fully disinfected after each use. (g) No patrons shall be allowed to use any shower facilities of the establishment unless such patrons are wearing slip-resistant sandals or flip-flops while in the shower compartment. All footwear such as sandals or flip-flops that are provided for the use of patrons shall be either fully disposable and shall not be used by more than one patron or shall be fully disinfected after each use. (h) The patron's genitals, anus, and female patron's breasts must be fully draped at all times while any employee of the establishment is in the massage therapy room or cubicle with the patron. No massage therapy shall be provided to a patron that results in intentional contact, or occasional and repetitive contact, with the genitals, anus, or the female breasts of a patron. 4-55.160 - Attire and physical hygiene requirements. The following attire and physical hygiene requirements shall be applicable to all holders of a permit pursuant to this Article and who hold a valid and current massage therapy certificate issued by CAMTC: (a)All persons shall wear attire that is not transparent, see-through, or substantially exposes the person's undergarments, breasts, buttocks, or genitals, or dress in any manner that exposes him or herself, or private parts in violation of Penal Code 286 Section 314. Persons shall not wear swim attire, unless providing a water-based massage modality approved by CAMTC. (b) All persons shall thoroughly wash their hands with soap and water or any equally effective cleansing agent immediately before providing massage therapy to a patron. No massage therapy shall be provided upon a surface of the skin or scalp of a patron where such skin is inflamed, broken (e.g., abraded, cut) or where a skin infection or eruption is present. (c) No person afflicted with an infection or parasitic infestation capable of being transmitted to a patron shall knowingly provide massage therapy to a patron, or remain on the premises of a massage establishment while so infected or infested. Infections or parasitic infestations capable of being transmitted to a patron include, but are not limited to: (1) Cold, influenza or other respiratory illness accompanied by a fever, until twenty-four hours after resolution of the fever; (2) Streptococcal pharyngitis ("strep throat"), until twenty-four hours after treatment has been initiated and twenty-four hours after resolution of fever; (3) Purulent conjunctivitis ("pink eye"), until examined by a physician and approved for return to work; (4) Pertussis ("whooping cough"), until five days of antibiotic therapy has been completed; (5) Varicella ("chicken pox"), until the sixth day after onset of rash or sooner if all lesions have dried and crusted; (6) Mumps, until nine days after onset of parotid gland swelling; (7) Tuberculosis, until a physician or local health department authority states that the person is noninfectious; (8) Impetigo (bacterial skin infection), until twenty-four hours after treatment has begun; (9) Pediculosis (head lice), until the morning after first treatment; and (10) Scabies ("crabs"), until after treatment has been completed. Blood-borne diseases, such as HIV/AIDS and hepatitis B (HBV), shall not be considered infectious or communicable diseases for the purpose of this subsection. 287 4-55.170 - Inspection by government officials. (a) All holders of a permit issued pursuant to this Article and holders of a valid massage therapy certificate issued by CAMTC, nonexempt massage establishments, and all massage establishments, shall permit representatives of the County Health Department, the City, Fire Department, and/or other County departments or agencies, to conduct a reasonable inspection of the public areas of and areas otherwise open to plain view on or within the premises, to the extent allowed by law and during the regular business hours of the establishment, for the purpose of ensuring compliance with state and local law, including, but not limited to, Chapter 10.5 (commencing with Section 4600) of the California Business and Professions Code, the requirements of this Code, or other applicable fire and health and safety requirements. (b) Nothing in this Section shall be deemed to prohibit the above-described government officials from pursuing any and all available legal remedies to secure entry into and inspection of the premises of the establishment if such entry is refused, or for any other reason allowed by law. (c) It is a violation of this Article for the establishment to prohibit or interfere with such lawful inspection of the premises at any time it is open for business. 4-55.180 - Operator responsibility—Denial, revocation, restriction or suspension of business license. The following provisions shall apply to all holders of a permit issued pursuant to this Article: (a) For the purpose of enforcing the requirements of this Article, all operators of the massage establishment shall be jointly and severally responsible for the conduct of all massage establishment employees, agents, independent contractors, or other representatives while such persons are on the premises of the massage establishment or providing outcall massage services on behalf of the massage establishment. (b)Notwithstanding any provision of this Article, the City may: (1) Require an establishment regulated by this Article, in its application for a massage establishment permit to provide information relevant to the administration of this Article; (2) Make reasonable investigations into the information provided; 288 (3) Charge a business licensing fee sufficient to cover the costs of the permitting activities regulated by this Article; and (4) Deny, revoke, restrict or suspend a massage establishment permit for either of the following causes: (i) an employee, agent, independent contractor or other representative of the establishment has committed a violation of this Article, or of Chapter 10.5 (commencing with Section 4600) of Division 2 of the California Business or Professions Code; or (ii) the establishment has provided materially false information in its application for a business license. Upon issuance of a notice by the City Manager to revoke a massage permit, the massage establishment shall immediately cease operation, and, if so ordered by the City Manager, or the hearing officer on appeal, no other massage establishment shall be permitted to operate at that location by any person for a period of not less than five years ("the moratorium period"). If the operator is not also the legal owner of the real property on which the massage establishment is situated, notice of such revocation and the five-year prohibition shall be provided to the owner of record of the property as shown on the latest county assessment roll. The City Manager shall not process or grant an application for a new massage establishment permit at the same premises where a massage establishment permit was revoked unless and until such notice of revocation or suspension is dismissed; or a final determination is made pursuant to that section that the current operator's massage establishment permit is not or should not be revoked; or any moratorium period imposed pursuant to this Section has expired. 4-55.190 - Remedies cumulative—Each day a separate offense. Any person subject to this Article who personally, or through an agent, employee, independent contractor or other representative, violates any provision of this Article shall be guilty of a separate offense for each and every day during any portion of which any such violation is committed, continued or permitted by such person. All remedies provided herein shall be cumulative and not exclusive. 4-55.200 - Public nuisance. Any use or condition caused or permitted to exist in violation of any of the provisions of this Article shall be and is hereby declared a public nuisance and, as such, may be abated or enjoined from further operation pursuant to Chapter 3 of this Code. 289 4-55.210 - Criminal penalties. Any person subject to this Article who personally, or through an agent, employee, independent contractor or other representative, violates any provision of this Article commits a misdemeanor. Any person convicted of a misdemeanor shall be subject to punishment by fine and/or imprisonment to the maximum extent permitted by state law. 4-55.220 -Civil injunction. Any massage establishment operated, or maintained contrary to the provisions of this Article shall be, and the same is hereby declared to be, unlawful and a public nuisance, and the City Attorney may, in addition to or in lieu of prosecuting a criminal action hereunder, commence an action or actions, proceeding or proceedings, for the abatement, removal and enjoinment thereof, in the manner provided by law. Such remedies shall be in addition to any other judicial and administrative penalties and remedies available to the City. 4-55.230 - Administrative fines and costs. In addition to the remedies set forth above, any person subject to this Article who personally, or through an agent, employee, independent contractor or other representative, violates any provision of this Article may be subject to administrative fines and costs, pursuant to Chapter 3 of this Code. 1890930.1 290 SARATOGA CITY COUNCIL MEETING DATE:March 19, 2025 DEPARTMENT:Community Development Department PREPARED BY:Cindy McCormick, Development Manager SUBJECT: Introduce and waive first reading of an Ordinance Amending the Saratoga Municipal Code Chapter 15 (Zoning Regulations) by adding a new Article 15-82 to implement 2023-2031 Housing Element Policy 5.1-1 to adopt an Inclusionary Housing Ordinance RECOMMENDED ACTIONS: 1. Following the Public Hearing, introduce and waive the first reading of an ordinance amending the Saratoga Municipal Code Chapter 15 (Zoning Regulations) by adding a new Article 15-82 to implement 2023-2031 Housing Element Policy 5.1-1 to adopt an Inclusionary Housing Ordinance. 2. Direct staff to provide Below-Market-Rate (BMR) guidelines, as defined and authorized in new Article 15-82, to Planning Commission and City Council for review prior to issuance by staff. BACKGROUND: The adopted 2023-2031 Housing Element contains specific policies and programs intended to facilitate affordable housing opportunities in Saratoga. The following Housing Element programs would be implemented with adoption of the proposed Inclusionary Housing Ordinance. Program 5.1-1: Inclusionary Housing Ordinance.Amend the Zoning Ordinance to require new multifamily housing developments consisting of five or more units to dedicate 15 percent of the units as affordable housing to moderate income households. This addresses fair housing contributing factors relating to a lack of affordable moderate-income housing. Program 4.3-2: Housing for Persons Employed in Saratoga. The City shall explore opportunities to provide additional local housing options for the city’s workforce, including rental housing for families. As part of the proposed inclusionary housing ordinance (Program 5-1.1), the City will implement a local preference program that prioritizes Saratoga workers and persons with special needs. The City will also continue to look for opportunities to increase public awareness of the City’s housing assistance programs such as partnering with West Valley College to explore student and faculty housing development and other employers in Saratoga (churches, etc.). This addresses fair housing contributing factors relating to a lack of affordable housing. 291 DISCUSSION: The City of Saratoga does not currently have an inclusionary housing ordinance. The proposed ordinance would require a housing development of five units or greater to provide at least 15 percent of the units as “below-market-rate” units, with legal limitations on the cost of such units and on the households eligible to purchase or rent them. The ordinance is intended to increase the number of units in Saratoga affordable to lower income households. Although the City is currently processing several projects utilizing a tool known as the “Builder’s Remedy” under Government Code Section 65589.5(d)(5) (Housing Accountability Act), the projects will not fully satisfy the City’s Regional Housing Needs Allocation (RHNA). As noted on page 7-38 of the Housing Element, [w]hile Saratoga cannot control the amount of housing built, the city intends to make a good faith effort to achieve housing production at a level consistent with its regional housing needs allocation (RHNA). The Quantified Objectives for new construction will be the same as the RHNA. The City’s RHNA assessment is noted in the Housing Element Table 2-4, illustrated below. The City’s Inclusionary Housing Ordinance includes requirements for very-low-income units that are generally in line with achieving the City’s assigned RHNA targets. Senate Bill 35 applies to California cities and counties where production of new housing has not met the state-mandated RHNA targets within specified time periods. These cities and counties must use a streamlined, ministerial review process for qualifying multifamily residential projects. The following paragraphs are a summary of the proposed changes to the City Code to implement the inclusionary housing requirements. Article 15-82: Inclusionary Housing (new) The City of Saratoga does not currently have an inclusionary housing ordinance. Therefore, the provisions will be implemented in a new City Code Article within Chapter 15 (Zoning Regulations). The new article number 15-82 follows Article 15-81 (Housing Density Bonus). 15-82.010 Purposes of Article. Consistent with other zoning regulations, the purpose statement introduces the article and states the overall reason why the article is needed. 15-82.020 Definitions. Consistent with other zoning regulations, the ordinance includes definitions specific to below-market-rate (BMR) provisions, including for example “AMI” for area median income, “Household income level” for the different affordability categories included 292 in the City’s RHNA, and “Residential development” as it specifically applies to the inclusionary housing regulations. 15-82.030 General Requirements. This section includes standards related to the size of the project that trigger the BMR requirements (“applicability”), the percentage of units within a project that must be restricted as affordable, rounding rules for fractional calculations, the requirements for a household to qualify for the affordable unit, a requirement that the BMR units be built concurrently with the market rate units, standards related to the location and design of the BMR units, the number of years (term) that the units must remain affordable, crossover with density bonus law, administrative fees, and administrative oversight. Applicability: All residential developments with at least five dwelling units are subject to the Ordinance. Accessory dwelling units are included in the calculation of dwelling units. Percentage Requirement: At least 15 percent of the total number of dwelling units shall be deed restricted as affordable, at the following income levels. o Ownership units: Of the 15 percent BMR units, the minimum level of affordability shall be moderate income (~80 to 120 % AMI). o Rental units: Of the 15 percent BMR units, at least 50 percent must be affordable to very low-income households (50 percent or less of AMI). The remaining units shall be affordable to lower-income households (80 percent or less of AMI). Rental Term: The rental units shall remain affordable for 55 years. Ownership Term:The ownership units shall remain affordable for 45 years. 15-82.040 Restrictions on rental units. BMR rental projects shall be subject to a declaration of restrictions or similar instrument, sometimes referred to as a BMR Agreement. 15-82.050 Restrictions on ownership units. BMR ownership projects shall also be subject to a declaration of restrictions or similar instrument. This code section includes specific provisions related to the sale of a BMR unit including the ability of the City to purchase (and resell) the BMR unit to ensure that it stays in the BMR program for the required term, foreclosure in the case of program noncompliance, resale price restrictions, notification of impending sale provisions, and other provisions considered necessary by the City to implement the BMR program. This section also includes provisions to sell the BMR home at market rate when a qualified lower-income household cannot be found within 180 days so as not to cause unreasonable delays in the sale of a BMR unit. 15-82.060 Alternative mitigations. The objective of the BMR program is the creation of on- site affordable units; however, this section allows the property owner to request alternative means of compliance such as the dedication of land, or the provision of units as part of a different project in the City. Alternative compliance may only be approved by the City Council when the alternative furthers affordable housing opportunities in the City to a greater extent than providing units on-site. 15-82.070 BMR household eligibility and selection. This section requires BMR owners and BMR tenants to reside in the BMR unit as their primary place of residence and provides that more detailed procedures for determining BMR recipient eligibility will be specified in a set of BMR Guidelines to be developed and enforced by the City. This section also implements Program 4.3-2 (Housing for Persons Employed in Saratoga) by including in the selection criteria, 293 a preference for households with at least one person who lives and/or works in the City or a person with a disability, to the extent allowed under state and federal law. 15-82.080 Waiver. If an applicant seeks a waiver, adjustment, or reduction in the provision of BMR units, they must demonstrate that the request will further the purpose of the Inclusionary Housing Ordinance to increase the diversity, supply, and affordability of housing in the City, and advance the City’s ability to meet its share of regional housing needs as required by state law. The City may assume that the applicant will provide the most economical BMR units feasible that meet the requirements, and that the applicant will benefit from incentives for the project available under the City code and state law. 15-82.090 Enforcement.This section includes penalties and cost recovery for violation of the BMR program requirements. This section also prohibits entitlement issuance and occupancy until all applicable requirements of the BMR program have been satisfied. 15-82.100 Appeals. Staff determinations may be appealed to the City Council. 15-82.110 Effective date. This section includes standard language regarding the effective date of the Ordinance. The effective date will be added following adoption by the City Council. PLANNING COMMISSION ACTIONS: On February 26, 2025, the Planning Commission considered the draft ordinance at a noticed Public Hearing. There were no public speakers on the item. The Commission voted 5-1-1 to recommend the City Council adopt the staff-recommended ordinance. The Commission also asked to be given the opportunity to review the draft BMR Guidelines prior to the Guidelines being issued. ATTACHMENT: Attachment A -Ordinance approving amendments to Chapter 15 (Zoning Regulations) 294 1 ORDINANCE NO. XXX ORDINANCE AMENDING CHAPTER 15 (ZONING REGULATIONS) OF THE SARATOGA CITY CODE BY ADDING ARTICLE 15-82 TO IMPLEMENT INCLUSIONARY REQUIREMENTS PURSUANT TO POLICY 5.1-1 OF THE ADOPTED 2023-2031 HOUSING ELEMENT The City Council of the City of Saratoga finds that: 1. On March 20, 2024, in accordance with State Housing Element Law (Government Code Sections 65580 et seq.) the City of Saratoga (the City) adopted the 2023-2031 Housing Element (Housing Element) to accommodate the regional housing need allocation (RHNA) of 1,712 housing units assigned to the City by the Association of Bay Area Governments, including 454 units affordable to very-low income households, 261 units affordable to low- income households, 278 units affordable to moderate-income households, and 719 units affordable to above moderate-income households. 2. The Housing Element of the General Plan identifies and analyzes existing and projected housing needs and contains the official policies for the preservation, conservation, rehabilitation, and production of housing in the City of Saratoga. 3. The Housing Element Policy Program describes the specific policy actions necessary to address present and future housing needs and to meet the specific requirements of State law. 4. This ordinance creates Article 15-82 of the Saratoga City Code Chapter 15 (Zoning Regulations) to implement Housing Element Programs 5.1-1 (Inclusionary Housing Ordinance) and 4.3-2 (Housing for Persons Employed in Saratoga) and to increase the diversity, supply, and affordability of housing in City. This Article sets out requirements for housing developments of five or more units to provide at least fifteen percent of those units as “below-market-rate,” subject to limitations on the prices that may be charged and on the incomes of households qualified to live in them. Such units may be for rent or for sale. The Article provides mechanisms for ensuring that the units remain affordable and for enforcing the ordinance in the event of a failure to comply. It further provides for the administration of the Article’s requirements, including through the development of administrative guidelines. By these means, the Article balances the needs of the City in achieving the goals of the Housing Element with the property and investment interests of landowners and neighbors. 5. On February 26, 2025, the Planning Commission held a duly noticed public hearing consistent with Section 15-85.050 of the Saratoga Municipal Code and considered the proposed ordinance adding Article 15-82 to the Saratoga City Code. The Planning Commission considered all supporting documents, and all testimony and other evidence presented at the public hearing; and recommended that the City Council adopt the inclusionary housing ordinance (Planning Commission Resolution 25-002). 295 2 6. On March 19, 2025, the City Council held a duly noticed public hearing consistent with Section 15-85.080 of the Saratoga Municipal Code and, after considering the supporting documents and all testimony and other evidence presented at the public hearing, introduced this Ordinance and waived the reading thereof. 7. The City Council adopted this Ordinance at a duly noticed regular meeting on April 2, 2025. Therefore, the City Council of the City of Saratoga hereby ordains as follows: Section 1. Adoption. Article 15-82 is added to the Saratoga City Code as set forth in Attachment 1. Section 2. Severance Clause. The City Council declares that each section, sub-section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance is severable and independent of every other section, sub- section, paragraph, sub-paragraph, sentence, clause and phrase of this ordinance. If any section, sub-section, paragraph, sub-paragraph, sentence, clause or phrase of this ordinance is held invalid, the City Council declares that it would have adopted the remaining provisions of this ordinance irrespective of the portion held invalid, and further declares its express intent that the remaining portions of this ordinance should remain in effect after the invalid portion has been eliminated. Section 3. California Environmental Quality Act On March 20, 2024, the City Council certified the Final Environmental Impact for the 2023-2031 Housing Element project described in the findings above, and adopted CEQA Findings and a Statement of Overriding Considerations for impacts that were found to be significant and unavoidable, adopted and incorporated all of the mitigation measures for the Housing Element project, and adopted a Mitigation Monitoring and Reporting Program. None of the amendments adopted by this ordinance require subsequent or supplemental environmental analysis under CEQA, as described in Public Resources Code Section 21166 and CEQA Guidelines Section 15162 because there has not been a substantial change to the project; a substantial change to the circumstances under which the project is being undertaken, or new information, which was not known and could not have been known at the time the environmental analysis was completed, that has become available. Section 4. Publication. A summary of this ordinance shall be published in a newspaper of general circulation of the City of Saratoga within fifteen days after its adoption. Following a duly noticed public hearing the foregoing ordinance was introduced at the regular meeting of the City Council of the City of Saratoga held on the 19th day of March 2025, and was adopted by the following vote on April 2, 2025. 296 3 AYES: NOES: ABSENT: ABSTAIN: SIGNED: Belal Aftab MAYOR, CITY OF SARATOGA, CALIFORNIA ATTEST: DATE: Britt Avrit, MMC CITY CLERK APPROVED AS TO FORM: _____________________________ DATE: ________________________ Richard Taylor CITY ATTORNEY 1891945.1 297 Public Review Draft Zoning Code Amendment City of Saratoga | 1 Attachment 1 – Amendment to Chapter 15 of the Saratoga City Code Article 15-82 INCLUSIONARY HOUSING ORDINANCE 15-82.010 Purposes of Article. This Article establishes the Below-Market-Rate Housing Program (BMR program) pursuant to the City’s inclusionary housing requirements. The purpose of this Article is to increase the diversity, supply, and affordability of housing in the City of Saratoga (City). The BMR program is a necessary part of the City’s efforts to meet its own housing goals as well as the regional housing needs of the Bay Area as required by state law. 15-82.020 Definitions. Terms used in this Article have the meanings set forth below: (a) “Affordable” means housing provided to households at a specified household income level at an “affordable housing cost” as defined in Health and Safety Code § 50052.5 or “affordable rent” as defined in Health and Safety Code § 50053. Where those sections specify the option, costs must not exceed 30 percent of gross income of the household. (1) “Housing cost” is defined in 25 CCR § 6920. (2) “Rent” is defined in 25 CCR § 6918. (b) “AMI” means the area median income for Santa Clara County, adjusted for household size, found in 25 CCR § 6932, as published periodically by HCD pursuant to Health and Safety Code § 50093. (c) “Below-market-rate (BMR) unit” means an ownership or rental unit under the BMR program that is affordable to low- and/or moderate-income households as this Article requires. (d) “BMR guidelines” means administrative guidelines for the BMR program. (e) “California Code of Regulations” or “CCR” means the State of California Code of Regulations. CCR references in this Article are preceded with a number that refers to the relevant Title of the CCR (e.g., "14 CCR" refers to Title 14 of CCR). (f) “Density bonus” means an approval of additional dwelling units, reduced parking, incentives, and concession or waivers of development standards under City Code Article 15-81 and Government Code § 65915, et seq. (g) “Floor area” is defined in City Code § 15-06.280. (h) “Gross income” is defined in 25 CCR § 6914. (i) “HCD” means the State Department of Housing and Community Development. (j) “Household income level” means the Official State Income Limits found in 25 CCR § 6932 for Santa Clara County for the respective levels below, adjusted for household size as found in 298 2 | City of Saratoga Public Review Draft Zoning Code Amendment the same regulation. The Official State Income Limits are determined and published periodically by HCD pursuant to Health and Safety Code § 50093. (1) “Very low-income household” is defined in 25 CCR § 6926 (approximately 50 percent or less of AMI). (2) “Low-income household” means a lower income household whose gross income exceeds the qualifying limit for very low-income households (approximately 50 percent to 80 percent of AMI). (3) “Lower income household” is defined in 25 CCR § 6928 (approximately 80 percent or less of AMI). (4) “Moderate-income household” is defined in 25 CCR § 6930 (approximately 80 percent to 120 percent of AMI). (5) If the income limit index referenced in this section, or successor indexes, are no longer published by HCD, then the Community Development Director shall select a successor index published by a federal, state, or county agency. In doing so, the Community Development Director shall select from their research the index that most closely corresponds with the previous index. (k) “Market-rate unit” means a housing unit or the legal lot for such a unit offered on the open market at the prevailing market rate for purchase or rental. (l) “On-site” means an affordable housing unit required by the BMR program is integrated with the project’s market-rate units and dispersed throughout the development according to the BMR program requirements. Except when required to develop senior housing in compliance with applicable laws, development of affordable units in a separate, stand-alone structure, even if that stand-alone structure is on the same parcel or assessor’s parcel number (APN) as the market-rate building, does not meet the definition of on-site. (m) “Residential development” means any development that includes an application to the City for planning or building permits to create one or more dwelling units, to convert nonresidential uses to residential uses, or to convert residential units from rental to ownership. As used herein, “residential development” includes, without limitation, rental housing; for-sale housing; mixed-tenure housing; mixed-use residential; detached single-family dwellings; duplexes; triplexes; multiple-family dwelling structures; condominium or townhouse developments; condominium conversions; and land subdivisions intended to be sold or rented to the general public. However, for purposes of this Article, housing developments in which all units are affordable to low- and/or moderate-income households and licensed community care facilities, as defined in Health and Safety Code § 1502(a), are excluded from the definition of residential development. 15-82.030 General requirements. (a) Objective standard. The basic requirement of the BMR program is the provision of on-site BMR units integrated with market-rate units for both rental and ownership residential developments as set forth in more detail in this Article. 299 Public Review Draft Zoning Code Amendment City of Saratoga | 3 (b) Application completeness. An application for a residential development project will not be complete until the applicant has submitted plans and proposals which demonstrate the manner in which the applicant proposes to meet the requirements of this article. (c) Agreement required. Prior to the recordation of any parcel map or final map in the case of subdivisions, or prior to the issuance of building permits for any residential development that does not require a subdivision, the applicant shall enter into an agreement recorded against the entire subdivision or property, requiring compliance with every applicable provision of this Article including, without limitation, the requirements of sections 15-82.030(f), (g), and (h), and the BMR guidelines. The agreement shall run with the land and bind the applicant’s and the landowner’s respective successors and assigns. The agreement shall additionally provide that the applicant shall be responsible for the City’s costs in preparing the agreement and any instruments required to be recorded by this Article, and that the applicant shall indemnify and hold the City harmless against any and all claims and harms arising from the applicant’s compliance with this Article. The City Council may approve a template agreement, any significant deviation from which will require City Council approval. (d) Applicability. The BMR program requirements shall apply to all residential developments with at least five dwelling units. Accessory dwelling units are included in the calculation of dwelling units. A residential development with fewer than five dwelling units is exempt from the BMR program. (e) Percentage requirement; affordability levels. All residential developments, unless otherwise exempted by this Article, shall provide at least 15 percent of the total number of dwelling units as affordable units. (1) Ownership units. All ownership residential developments that meet the requirement of Section 15-82.030(d) shall include at least 15 percent of the total number of ownership dwelling units within the development as units affordable to moderate-income households (approximately 80 percent to 120 percent of AMI]. (2) Rental units. All rental residential developments that meet the requirement of Section 15- 82.030(d) shall include at least 15 percent of the total number of rental dwelling units within the development as units affordable to lower income households (approximately 80 percent or less of AMI). Of the 15 percent BMR units, at least 50 percent must be affordable to very low-income households (50 percent or less of AMI), including any remainder unit from an uneven division (notwithstanding Section 15-82.030(e)(3) below). (3) Modification. The affordability levels required for a residential development may be modified by the agreement entered pursuant to Section 15-82.030(c). An agreement including such a modification requires approval by the City Council, which may grant such approval only upon finding that such modification is necessary to achieve the City’s Regional Housing Needs Allocation (RHNA) goals in the then-current housing element cycle. (4) Fractions of units. In calculating the number of affordable units required, any fraction of a whole number shall be rounded up or down. Fractions of 0.00 to 0.49 shall be rounded down to the nearest whole unit, while fractions of 0.50 to 0.99 shall round up to the nearest whole unit. 300 4 | City of Saratoga Public Review Draft Zoning Code Amendment (f) Qualifying households. All BMR rental units shall be rented only to qualified lower- or moderate-income households, and all BMR ownership units shall be sold only to qualified lower- or moderate-income households. Rents, sales prices, and eligible household sizes for BMR units shall comply with the requirements pursuant to the BMR guidelines. (g) Concurrent development of on-site BMR and market-rate units. All BMR units in a residential development and phases of a residential development shall be constructed concurrently with or prior to the construction of market-rate units. In phased projects, on-site BMR units shall be distributed among the phases proportionally to the market-rate units. The City shall not issue certificate of occupancy for any market rate unit unless at the time of issuance the cumulative number of such certificates issued for market-rate units throughout the project would be proportional to the cumulative number of such certificates issued for BMR units (including BMR units issued certificates simultaneously to the market rate units). This concurrency requirement may be modified by the agreement entered pursuant to Section 15- 82.030(c). An agreement including such a modification requires approval by the City Council, which may grant such approval only upon finding that the project would be financially infeasible without such modification. (h) Location and design of on-site BMR units. All BMR units shall be reasonably physically dispersed throughout the project. In residential developments with more than one building or product type, the BMR units shall be dispersed among all of the building and product types that comprise the development. Either or both of these dispersion requirements may be modified by the agreement entered pursuant to Section 15-82.030(c). An agreement including such a modification requires approval by the City Council, which may grant such approval only upon finding that financing for the project under any federal or state program for supporting below-market-rate housing would be unavailable without the modification. All BMR units shall be consistent with federal and state fair housing laws, have a distribution of units by number of bedrooms proportionate to distribution of the market-rate units, and be of comparable size with market-rate units based on floor area of the units, except that affordable units for seniors shall comply with applicable requirements for senior housing. The actual location of a BMR rental unit within a complex shall be permanently assigned to a particular dwelling unit. The exterior design of the BMR units shall be consistent with the market-rate units in the project and units shall be comparable in terms of interior design, appearance, materials, and quality of finishes. BMR units shall have the same access to project amenities and recreational facilities as market-rate units. BMR rental units shall be renovated on a similar schedule as market-rate units. (i) Term. BMR units shall be maintained as affordable housing for the term specified below. Housing cost and rent as defined in 15-82.020(a) must remain affordable to the BMR unit’s specified household income level for the specified term. (1) Rental units shall be subject to the restrictions of the BMR program for 55 years. (2) Ownership units shall be subject to the restrictions of the BMR program for 45 years. 301 Public Review Draft Zoning Code Amendment City of Saratoga | 5 (j) Density bonus. Units provided in compliance with the provisions of this Article may be applied towards a request for a density bonus, provided that the affordable units meet the stricter of the BMR program requirements and the density bonus law. (k) Fees. Applicants for residential developments that meet the requirement of Section 15- 82.030(b) shall pay a fee for the costs to City of administering the BMR Program for the BMR units required by this Article in such amount as established from time to time by resolution of the City Council. Such fee shall be due and payable to the City as follows: for any residential development that requires a subdivision map (including a parcel map), prior to approval of the final map; or residential development that does not require a subdivision map, prior to the issuance of the first grading or building permit for the development. (l) Administration. The BMR program shall be administered by the Saratoga Community Development Director or Director’s designee, who may exercise any of the City’s authority under this Article, except that the Community Development Director shall not delegate the City’s authority to exercise an option under Section 15-82.050. The City shall issue BMR guidelines to implement the BMR program. The City may designate, appoint, or contract with any other public agency or for-profit or non-profit organization to perform some or all of the City’s obligations under the BMR program, subject to all applicable laws governing the City’s contracting authority. 15-82.040 Restrictions on rental units. (a) All buildings including BMR rental units shall be subject to a declaration of restrictions or similar instrument, in form and content approved by the City Attorney, to ensure compliance with this Article. Such declaration shall be recorded prior to the first certificate of occupancy for the building. (b) BMR rental units shall be available only to qualifying households pursuant to Section 15- 82.030(f) above. (c) BMR rental units shall be offered at affordable rent. 15-82.050 Restrictions on ownership units. (a) All BMR ownership units shall be sold subject to the following: (1) A recorded declaration of restrictions or similar instrument, in form and content approved by the City Attorney, securing compliance with the BMR program, including all requirements of this Section 15-82.050. The instrument shall include an option that entitles the City the first right to purchase a BMR ownership unit at the lowest of the following purchase prices: (i) Market value as determined by an appraisal acceptable to the City. (ii) The purchase price paid by the seller, plus one-third of the increase (during the period of seller’s ownership) in the Consumer Price Index, All Urban Consumers, San Francisco-Oakland-San Jose, published by the U.S. Department of Labor, Bureau of Labor Statistics. 302 6 | City of Saratoga Public Review Draft Zoning Code Amendment (iii)An amount equal to the price affordable to the household income level specific to the BMR unit. (2) A deed of trust, enforceable by the City, in form and content approved by the City Attorney, providing the City a security interest on which the City may foreclose for noncompliance with the BMR program. (b) Except as provided in this Section 15-82.050, BMR ownership units shall be sold at a purchase price that provides for an affordable housing cost on a monthly basis. (c) An owner of a BMR ownership unit shall provide the City a notification of intent to sell no later than 60 calendar days prior to listing the unit. An owner shall notify and receive approval from the City prior to initiating a refinance, title change, or transfer of ownership. The City is entitled to pursue all available remedies against an owner if an owner fails to notify and receive approval from the City, including the City’s exercise of its option to purchase the BMR ownership unit or a City action to foreclose on the BMR ownership unit under the City’s deed of trust. (d) The declaration of restrictions and deed of trust shall contain any other provisions considered necessary by the City to implement the BMR program, and shall be recorded against the property. Both instruments shall be executed by the owner and the City, and binding on successors in interest for at least the same duration otherwise required by the BMR program. The City may require that additional notices or other document(s) be recorded. A reference to the declaration of restrictions and deed of trust shall be included in all deeds or conveyances of BMR units. (e) Exceptions. (1) A BMR unit may be sold to a non-eligible household if the requesting party demonstrates: (i) Inability to obtain a qualified buyer after 180 days of good faith efforts that are reasonable according to then-current practices in Santa Clara County for sales of residential real estate; and (ii) The City has decided not to exercise its option to purchase the BMR unit. (2) A unit sold pursuant to Section 15-82.050(e)(1) above may be sold for market price. In any sale pursuant to such an exception, the seller will be entitled to the amount of the lowest price listed in Section 15-82.050(a)(1) above. The balance of the proceeds shall be paid to the City of Saratoga. The unit shall be sold subject to a recorded declaration of restrictions and deed of trust as described in 15-82.050(a), and prohibit sales or transfers of the property except with the written consent of the City and at the lowest purchase price listed in subpart (a) above. The declaration of restrictions shall also contain any other provisions considered necessary by the City to implement the BMR program. 15-82.060 Alternative mitigations. (a) The basic objective standard of the program is the creation of affordable housing integrated on-site in market-rate residential developments. As an alternative to building the affordable housing units on-site, developers of market-rate residential projects may submit a request to meet their BMR program obligations through other means, such as the dedication of land, the 303 Public Review Draft Zoning Code Amendment City of Saratoga | 7 provision of units as part of a different project in the City, or other alternatives together with evidence that the means proposed will further affordable housing opportunities in the City to a greater extent than providing units on-site based on the standards in this Article and the BMR program. (b) Alternative mitigations may only be approved by the City Council and only if the City Council determines, in its independent judgement, that alternative proposed will further affordable housing opportunities in the City to a greater extent than providing units on-site based on the standards in this Article, the City’s RHNA goals, and the BMR program. 15-82.070 BMR household eligibility and selection. (a) Each tenant of a BMR rental unit or purchaser of a BMR ownership unit shall certify, prior to execution of the lease or close of escrow, in a form acceptable to the City, that the unit being rented or purchased shall be maintained as the household’s primary place of residence. (b) The BMR guidelines shall establish a procedure for potential tenants and purchasers of BMR units to register with the City and for the City to determine which registrants are eligible for BMR units and select occupants from eligible registrants. Criteria for selection shall include, to the extent allowed under state and federal law, preference for households including at least one person who lives and/or works in the City and/or who is a person with a physical disability and/or a mental disability, as defined in Government Code section 12926(j) and 12926(m), respectively. (c) The household income of each renter of a BMR unit shall be verified annually by the City to confirm the household’s continued income eligibility for the unit as set forth in the BMR guidelines and other procedures that the City may promulgate. 15-82.080 Waiver. (a) Upon an applicant’s request, the City Council may waive, adjust, or reduce the requirements of Section 15-82.030(e). The applicant shall bear the burden of demonstrating that the waiver, adjustment, or reduction is necessary to (a) further the purpose of this Article to increase the diversity, supply, and affordability of housing in the City and (b) advance the City’s ability to meet its share of regional housing needs as required by state law. (b) In considering a waiver request, the City may assume each of the following when applicable: (1) That the applicant will provide the most economical BMR units feasible that meets the requirements of this Article; and (2) That the applicant will benefit from incentives for the project available under the City code and State law. 15-82.090 Enforcement. (a) Any individual or household that rents, purchases, or sells a BMR unit in violation of the BMR program requirements or the intent of the BMR program shall be required to forfeit to the City all monetary amounts so obtained in excess of the permitted resale price or rental rates and shall be subject to all penalties authorized by law. If the City undertakes any enforcement 304 8 | City of Saratoga Public Review Draft Zoning Code Amendment action to obtain compliance with the requirements of the BMR program, the City shall be entitled to recover its attorney’s fees and staff costs for such enforcement effort. (b) No permit, license, subdivision approval or map, or other approval or entitlement for a residential development shall be issued, including without limitation a final inspection for occupancy or certificate of occupancy, until all requirements applicable to the residential development at such time under the BMR program have been satisfied. (c) The City Attorney is authorized to enforce the provisions of this Article and all agreements, restrictions, deeds of trust, or similar documents placed on BMR units, by civil action and any other proceeding or method permitted by law. (d) Failure of any official or agency to fulfill the requirements of the BMR program shall not excuse any applicant or owner from the requirements of the BMR program. (e) The remedies provided for in this Article shall be cumulative and not exclusive and shall not preclude the City from any other remedy or relief to which it otherwise would be entitled under law or equity. 15-82.100 Appeals. Notwithstanding Article 15-90, appeals of staff determinations based on the administrative requirements of the BMR program as established in this Article and the BMR guidelines must be in the form of a written request by the appellant and addressed to the City Council. The City Council shall make the ruling, and all rulings shall be final. The City may establish cost recovery procedures for appeals. 15-82.110 Effective date. The provisions of the BMR program shall become effective on [effective date] and apply to all residential development applications received after that date. 305 Presented by Cindy McCormick, Development Manager Inclusionary Housing Ordinance March 19, 2025 306 2023 – 2031 Housing Element Program 5.1-1: Inclusionary Housing Ordinance • Five or m ore units • 15% to be affordable Program 4.3-2: Housing for Persons Employed in Saratoga • Local p reference program that prioritizes Saratoga workers and persons with special needs 307 General Requirements • Agreement Required • Residential developments with at least five dwelling units • 15% percent of units shall be affordable o Ownership units: Moderate (~80 to 120 % AMI) o Rental units: Very l ow-income (50 percent or less AMI) Lower-income households (80 percent or less of AMI) •Rental Term: 55 years •Ownership Term: 45 years 308 Area Median Income Santa Clara County $184,300 – Household of 4 309 Regional Housing Needs Allocation Regional Housing Needs Allocation Income Level 2023-2031 RHNA 2023-2024 Permits Units Remaining Very Low 454 3 451 Low 261 27 234 Moderate 278 156 122 Above Moderate 719 156 563 Total 1,712 342 1,370 The City's Housing Element includes an approximately 8% buffer of potential RHNA sites to accommodate a net loss of units 310 STAFF RECOMMENDATION 1.Introduce and waive the first reading of an ordinance amending Saratoga City Code Chapter 15 (Zoning Regulations) by adding a new Article 15-82 to implement 2023-2031 Housing Element Policy 5.1-1 to adopt an Inclusionary Housing Ordinance. 2.Direct staff to place the ordinance on the consent calendar for adoption at the next regular meeting. 3.Direct staff to provide Below-Market-Rate (BMR) guidelines, as defined and authorized in new Article 15-82, to Planning Commission and City Council for review prior to issuance by staff. 311 Thank You For More Information: Cindy McCormick cmccormick@cityofsaratoga.ca.us 408-868-1232 312 313 CITY OF SARATOGA Memorandum To: Members of the Saratoga City Council From: Britt Avrit, City Clerk Meeting Date: March 19, 2025 Subject: Written Communications, Item 3.2 _______________________________________________________________________________ Following publication of the agenda packet for the March 19, 2025, City Council Meeting, Written Communications for Item 3.2 were submitted. The communications are attached to this memo. 314 From:noreply@civicplus.com To:Chuck Page; Yan Zhao; Belal Aftab; Tina Walia; Kookie Fitzsimmons; Matt Morley; Britt Avrit; Leslie Arroyo Subject:Online Form Submittal: Council Comments Form Date:Wednesday, March 19, 2025 1:10:18 PM CAUTION: This email originated from outside your organization. Exercise caution when opening attachments or clicking links, especially from unknown senders. Council Comments Form Your Name Manuel Salazar - Planning and Production Associate at SV@Home Phone Number Email Address Subject Introduce and waive first reading of an Ordinance Amending the Saratoga Municipal Code Chapter 15 (Zoning Regulations) by adding a new Article 15-82 to implement 2023-2031 Housing Element Policy 5.1-1 to adopt an Inclusionary Housing Ordinance Comments Dear Mayor Belal Aftab and Members of the Saratoga City Council, SV@Home strongly supports the proposed Inclusionary Housing Ordinance and urges the City Council to adopt the staff recommendation. This ordinance is a necessary step toward meeting Saratoga’s Housing Element commitments and expanding access to affordable housing. We support the ordinance’s requirement that all residential developments of five or more units include 15% affordable housing. This policy will ensure the development of on-site affordable units and increase housing opportunities for key demographic groups, including local workers and lower-income residents. The affordability requirements—moderate-income levels (80-120% AMI) for ownership units and very low-income levels (50% AMI or lower) for rental units—are well-structured to address the city’s housing needs. SV@Home urges the City Council to: -Introduce and waive the first reading of an ordinance amending Saratoga City Code Chapter 15 (Zoning Regulations) by adding a new Article 15-82 to implement 2023-2031 Housing Element Policy 5.1-1. -Direct staff to place the ordinance on the consent calendar for adoption at the next regular meeting. 315 -Direct staff to provide Below-Market-Rate (BMR) guidelines, as defined and authorized in Article 15-82, to the Planning Commission and City Council for review prior to issuance. While we strongly support the ordinance, we recommend explicitly including an in-lieu fee option as an alternative compliance mechanism. Not all developers have the ability to provide land or build affordable units on-site, and an in-lieu fee would create an additional pathway for compliance while ensuring the city can generate funding for dedicated affordable housing projects. However, the fee must be carefully calibrated— if set too high, it may deter development; if too low, it could fail to generate meaningful funding. A well-structured in-lieu fee will strengthen the ordinance by maintaining development feasibility while increasing resources for affordable housing. SV@Home appreciates the City’s leadership in advancing this ordinance and urges the Council to adopt it with these considerations in mind. Email Subscription Subscribe Email not displaying correctly? View it in your browser. 316 SARATOGA CITY COUNCIL COUNCIL ASSIGNMENTS Mayor Belal Aftab Association of Bay Area Government (ABAG) General Assembly Santa Clara County Housing and Community Development Advisory Committee Santa Clara County Library District Board of Directors West Valley Mayors and City Managers Association Saratoga Historical Foundation Board of Directors Council Finance Committee Vice Mayor Chuck Page Hakone Foundation Board of Trustees Santa Clara Valley Water Commission West Valley Storm Water Program Authority Board of Directors West Valley Solid Waste Management Authority Board of Directors Saratoga Chamber of Commerce Board Council Finance Committee Council Member Kookie Fitzsimmons Hakone Foundation Board of Trustees Hakone Foundation Board Executive Board KSAR 15 Saratoga Community Access Cable Television Foundation Board of Directors Successful Aging Solutions & Community Consulting Board of Directors Saratoga Sister City Committee Liaison 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 Silicon Valley Clean Energy Authority Board of Directors Council Member Yan Zhao Silicon Valley Regional Interoperability Authority Valley Transportation Authority Policy Advisory Committee West Valley Sanitation District Board of Directors Saratoga Ministerial Association 317