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Home My WebLink About07-02-2025 City Council Agenda, amended 07-08-2025Saratoga City Council Meeting Agenda – July 2, 2025 - Page 1 of 7 SARATOGA CITY COUNCIL REGULAR MEETING JULY 2, 2025 AMENDED AGENDA • 07/02/2025 ITEM 3.1 PRESENTATION SLIDES ADDED • 07/02/2025 ITEM 3.1 WRITTEN COMMUNICATIONS ADDED • 07/08/2025 ITEM 3.1 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 5:30 p.m. Closed Session by: 1. Attending the meeting in person at: • City Hall Linda Callon Conference Room, located at 13777 Fruitvale Avenue, Saratoga CA 95070 OR 2. Accessing the meeting through Zoom: • Webinar URL: https://us02web.zoom.us/j/89527052458 • Webinar ID 895 2705 2458 OR • Call In: 1.408.638.0968 or 1.669.900.6833 (*6 to unmute; *9 to raise hand) Members of the public can view and participate in the 7:00 p.m. Regular Session by: 1. Attending the meeting in person at: • Saratoga Civic Theater, Council Chambers located at 13777 Fruitvale Avenue, Saratoga CA 95070; OR 2. Accessing the meeting through Zoom • Webinar URL: https://us02web.zoom.us/j/81627041223 • Webinar ID: 816 2704 1223 OR • Call In: 1.408.638.0968 or 1.669.900.6833 (*6 to unmute; *9 to raise hand); 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 via the Council Comments Form. 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. Saratoga City Council Meeting Agenda – July 2, 2025 - Page 2 of 7 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. 5:30 PM CLOSED SESSION City Hall, Linda Callon Conference Room | 13777 Fruitvale Avenue, Saratoga, CA 95070 PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Gov’t Code Section 54957); Title: City Manager CONFERENCE WITH LABOR NEGOTIATORS (Gov’t Code Section 54957.6); Agency Designated Representatives: City Attorney Richard Taylor; Unrepresented Employee: City Manager 7:00 PM REGULAR SESSION Saratoga Civic Theater, Council Chambers | 13777 Fruitvale Avenue, Saratoga, CA 95070 PLEDGE OF ALLEGIANCE ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on June 26, 2025. REPORT FROM CLOSED SESSION ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the City Council on matters not on the Agenda. The law generally prohibits the City Council from discussing or taking action on such items. However, the Council may instruct staff accordingly. ANNOUNCEMENTS PUBLIC HEARINGS 2.1 Landscaping & Lighting Assessment District LLA -1 - Public Hearing for Proposition 218 Protest Election for the Annexation of a New Zone 49 (McCoy Berwick) and Confirmation of Assessments for FY 2025-26 Recommended Action: Conduct the public hearing and following consideration of public comments adopt the Resolution Ordering the Improvements and Confirming the Diagram and Assessments for FY 2025-26. Staff Report Attachment A - Resolution Zone 49 McCoy Berwick Attachment B - Report Zone 49 McCoy Berwick Saratoga City Council Meeting Agenda – July 2, 2025 - Page 3 of 7 2.2 Landscaping & Lighting Assessment District LLA-1 - Public Hearing for Proposition 218 Protest Election for the Annexation of a New Zone 33A (Carnelian Glen) and Confirmation of Assessments for FY 2025-26 Recommended Action: Conduct the public hearing and following consideration of public comments adopt the Resolution Ordering the Improvements and Confirming the Diagram and Assessments for FY 2025-26. Staff Report Attachment A - Resolution Zone 33A Carnelian Glen Attachment B - Report Zone 33A Carnelian Glen 2.3 Landscaping & Lighting Assessment District LLA-1 - Public Hearing for Proposition 218 Protest Election for the Annexation of a New Zone 50 (Mt. Eden Estates) and Confirmation of Assessments for FY 2025-26 Recommended Action: Conduct the public hearing and following consideration of public comments adopt the Resolution Ordering the Improvements and Confirming the Diagram and Assessments for Fiscal Year (FY) 2025-26. Staff Report Attachment A - Resolution Zone 50 Mt. Eden Estates Attachment B - Report Zone 50 Mt. Eden Estates Attachment C- Public Comments 2.4 Landscaping & Lighting Assessment District LLA -1 - Public Hearing for Proposition 218 Protest Election for the Annexation of a New Zone 51 (Thelma West) and Confirmation of Assessments for FY 2025-26 Recommended Action: Conduct the public hearing and following consideration of public comments adopt the Resolution Ordering the Improvements and Confirming the Diagram and Assessments for FY 2025-26. Staff Report Attachment A - Resolution Zone 51 Thelma West Attachment B - Report Zone 51 Thelma West 2.5 Landscaping & Lighting Assessment District LLA- 1 - Public Hearing for Proposition 218 Protest Election for the Annexation of a New Zone 52 (Foothill Elementary) and Confirmation of Assessments for FY 2025-26 Recommended Action: Conduct the public hearing and following consideration of public comments adopt the Resolution Ordering the Improvements and Confirming the Diagram and Assessments for FY 2025-26. Staff Report Attachment A - Resolution Zone 52 Foothill Elementary Attachment B - Report Zone 52 Foothill Elementary 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. Saratoga City Council Meeting Agenda – July 2, 2025 - Page 4 of 7 1.1 City Council Meeting Minutes Recommended Action: Review and Approve the Minutes for the June 18, 2025 City Council Meeting and the June 25, 2025 City Council Meetings. Staff Report Attachment A - Minutes for the June 18, 2025 City Council Meeting Attachment B - Minutes for the June 25, 2025 City Council Meetings 1.2 Accounts Payable Check Register Recommended Action: Review and accept the 06/11/2025 and 06/18/2025 accounts payable vendor payment check registers. Staff Report Attachment A - Check Register Reports Dated 06-11-2025 Attachment B - Check Register Reports Dated 06-18-2025 1.3 Treasurer's Report for the Month Ended May 31, 2025 Recommended Action: Review and accept the Treasurer's Report for the month ended May 31, 2025. Staff Report 1.4 19525 Glen Una Dr Final Map Recommended Action: Adopt the Resolution granting final map approval of parcel map application No. ULS24- 0008 for two lots located at 19525 Glen Una Dr (APN: 510-05-037). Staff Report Attachment A - Resolution Granting Final Map Approval Attachment B - Parcel Map 1.5 Two-year Contract for Public Restrooms Janitorial Services with North Bay Building Maintenance (NBBM) Recommended Action: Approve a two-year Public Restrooms Janitorial Services Contract with North Bay Building Maintenance (NBBM) for monthly restroom maintenance services in the amount not to exceed $126,096 and authorize the City Manager to execute the same. Staff Report Attachment A - Janitorial Services Contract 1.6 Tree Services Contracts with Oscars Tree Service, Mario Topete Tree Care, and West Coast Arborist Recommended Action: Approve Tree Services Contracts with Oscars Tree Service in the amount not-to-exceed $100,000; Mario Topete Tree Care in the amount not-to-exceed $50,000; and West Coast Arborist in the amount not to exceed $300,000 and authorize the City Manager to execute the same. Staff Report Attachment A - Tree Svcs Contract Oscars Attachment B - Tree Svcs Contract Mario Attachment C - Tree Maint Contract WCA Saratoga City Council Meeting Agenda – July 2, 2025 - Page 5 of 7 1.7 Citywide Landscape Maintenance Services for Fiscal Year 2025-26 Recommended Action: Approve amendment to the contract with Dinsmore Landscape Company in the amount of $ 535,880.92 to add enhanced scope of work and payment terms with an option to extend the contract for an additional one-year term. Staff Report Attachment A - Amendment to Dinsmore Contract Attachment B - Dinsmore Current Contract 1.8 Authorize a 3-year contract with Fehr and Peers for Traffic Engineering Consultant Services in the amount not-to-exceed $360,000 Recommended Action: Authorize the City Manager to approve a three-year contract with Fehr and Peers for traffic engineering consultant services in the amount not-to-exceed $360,000. Staff Report Attachment A - Three-year contract with Fehr and Peers. 1.9 Mayor Rotation Policy Recommended Action: Adopt the Resolution adopting City Council Policy CCP-005, Rotation of Mayor and Vice Mayor. Staff Report Attachment A - City Council Resolution Amending Mayoral Rotation Policy Attachment B - City Council Resolution 10-002, Mayoral Rotation Policy 1.10 Notice of Completion - FY 2023-24 Pavement Management Program Project Recommended Action: Accept the FY2023-24 Pavement Management Program Project (PMP) contract as complete and authorize staff to record the Notice of Completion. Staff Report Attachment A - Notice of Completion for the FY23-24 Pavement Management Program Project 1.11 Side Letter of Agreement between City of Saratoga and SEA/AFSCME regarding 457 Plan Recommended Action: Adopt the Resolution approving a side letter agreement with the Saratoga Employees Association/American Federation of State, County & Municipal Employees (SEA/AFSCME) allowing continued contributions to the City's 457 Plan until December 31, 2025. Staff Report Attachment A - Resolution Attachment B - Side Letter of Agreement Saratoga City Council Meeting Agenda – July 2, 2025 - Page 6 of 7 1.12 Approve Contract for Cox Avenue Comprehensive Signage and Striping Conceptual Design Plan with Fehr & Peers in the Amount Not-To-Exceed $36,300 Recommended Action: 1. Approve a contract for Cox Avenue Comprehensive Signage and Striping conceptual design plan with Fehr & Peers in the amount not-to-exceed $33,000 and authorize the City Manager to execute the same. 2. Authorize staff to execute change orders to the contract up to $3,300 (10%). Staff Report Attachment A - Conceptual Design Contract 1.13 Notice of Completion - Parks Restroom Renovations Project Recommended Action: Accept the Parks Restroom Renovations Project contract as complete and authorize staff to record the Notice of Completion. Staff Report Attachment A - Notice of Completion for the Parks Restroom Renovations Project 1.14 Silicon Valley Clean Energy Competitive Decarbonization Track Grant Funding Agreement Recommended Action: Authorize the City Manager to execute a Grant Funding Agreement with Silicon Valley Clean Energy (SVCE) for the Competitive Decarbonization Track Grant. Staff Report Attachment A - Funding Agreement GENERAL BUSINESS 3.1 Evacuation Route Capacity Assessment Recommended Action: Receive the Evacuation Route Capacity Assessment as part of the City's General Plan Safety Element and Emergency Operations Plan updates and discuss next steps. Staff Report Attachment A - Fehr and Peers Evacuation Route Capacity Assessment Attachment B - Saratoga Wildland Urban Interface (WUI) Map Presentation Slides (added 07-02-2025) Supplemental Memo - Written Communications (added 07-02-2025) Supplemental Memo - Written Communications (added 07-08-2025) 3.2 Senate Bill (SB) 743 and Vehicle Miles Traveled Analysis Guidelines Recommended Action: Adopt the Resolution adopting guidelines for analysis of Vehicle Miles Traveled (VMT) and implementing SB 743. Staff Report Attachment A - Resolution Adopting VMT Policy Attachment B - Fehr and Peers Analysis COUNCIL ASSIGNMENTS Council Assignments CITY COUNCIL ITEMS Saratoga City Council Meeting Agenda – July 2, 2025 - Page 7 of 7 COUNCIL COMMUNICATIONS CITY MANAGER'S REPORT CITY ATTORNEY'S REPORT ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Britt Avrit, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available for review on June 26, 2025 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 26th day of June 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]