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Home My WebLink About08-20-2025 City Council Agenda, amended 08-20-2025Saratoga City Council Meeting Agenda – August 20, 2025 - Page 1 of 6 SARATOGA CITY COUNCIL REGULAR MEETING AUGUST 20, 2025 AMENDED AGENDA • 08/18/2025 ITEM 2.1 SUPPLEMENTAL INFORMATION ADDED • 08/20/2025 ITEM 1.4 ATTACHMENT C AMENDED • 08/20/2025 ITEM 1.5 ATTACHMENT A AMENDED • 08/20/2025 ITEM 1.12 SUPPLEMENTAL MEMO ADDED • 08/20/2025 ITEM 2.1 SUPPLEMENTAL MEMO ADDED • 08/20/2025 ITEM 2.2 PRESENTATION SLIDES 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 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. Meeting Recording Information In accordance with the Saratoga City Council’s Meeting Recording Policy, City Council Study Sessions, Joint Meetings, Joint Sessions, Commission Interviews, Retreats, meetings with the Planning Commission, and Regular Session Meetings are recorded and made available following the meeting on the City website. Saratoga City Council Meeting Agenda – August 20, 2025 - Page 2 of 6 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 August 14, 2025. 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 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 July 2, 2025 City Council Meeting. Staff Report Attachment A - Minutes for the July 2, 2025 City Council Meeting 1.2 Accounts Payable Check Registers Recommended Action: Review and accept the 06/25/2025, 07/02/2025, 07/09/2025, 07/17/2025, 07/23/2025, 07/30/2025, and 08/06/2025 accounts payable vendor payment check registers. Staff Report Attachment A - Check Register Reports Dated 06-25-2025 P12 Attachment B - Check Register Reports Dated 07-02-2025 Attachment C - Check Register Reports Dated 07-09-2025 P13 Attachment D - Check Register Reports Dated 07-09-2025 P1 Attachment E - Check Register Reports Dated 07-17-2025 P13 Attachment F - Check Register Reports Dated 07-17-2025 P1 Attachment G - Check Register Reports Dated 07-23-2025 P13 Attachment H - Check Register Reports Dated 07-23-2025 P1 Attachment I - Check Register Reports Dated 07-30-2025 P13 Attachment J - Check Register Reports Dated 07-30-2025 P1 Attachment K - Check Register Reports Dated 08-06-2025 P13 Attachment L - Check Register Reports Dated 08-06-2025 P2 Saratoga City Council Meeting Agenda – August 20, 2025 - Page 3 of 6 1.3 Treasurers Report for the Month Ended June 30, 2025 Recommended Action: Review and accept the Treasurers Report for the month ended June 30, 2025. Staff Report 1.4 Contract amendment and budget adjustment resolution for tree planting with Our City Forest Recommended Actions: 1. Approve an amendment to extend a contract with Our City Forest for residential tree planting through June 30, 2026, with additional payment terms for a contract not-to- exceed $72,075. 2. Approve budget adjustment resolution to appropriate receipts from participating residents to the Residential Tree Planting Program CIP expenditures account. Staff Report Attachment A - Our City Forest Contract Agreement Amendment Attachment B - Our City Forest Original Contract Attachment C- Budget Adjustment Resolution Revised Attachment C - Revised Budget Adjustment Resolution 1.5 Budget amendment resolution to appropriate Tree Fine receipts to the Citywide Tree Replanting CIP Project for FY25-26 Recommended Action: Approve a resolution amending the FY25-26 CIP budget to appropriate funds received from Tree Fines to the Citywide Tree Replanting Project. Staff Report Citywide Tree Replanting Attachment A - Budget Resolution Revised Attachment A - Revised Budget Resolution 1.6 Santa Clara County Library Joint Powers Authority Amended Lease Agreement Recommended Action: Authorize the City Manager to execute an amended lease agreement with the Santa Clara County Library Joint Powers Authority. Staff Report Attachment A 2003 Saratoga Branch Library Lease Agreement Attachment B Santa Clara County Library Joint Powers Authority Amended Lease Agreement 1.7 Saratoga Farmers Market License Agreement Recommended Action: Authorize the City Manager to execute a license agreement with the All Bay Farmers Market Association to operate a Farmers Market at the City Hall parking lot. Staff Report Attachment A City of Saratoga Farmers Market License Agreement Saratoga City Council Meeting Agenda – August 20, 2025 - Page 4 of 6 1.8 Pacific Preparedness Emergency Management Planning Second Amended Service Contract Agreement Recommended Action: Authorize the City Manager to execute a second amended contract agreement with Pacific Preparedness in an amount not-to-exceed $50,625 ending on June 30, 2026. Staff Report Attachment A Contract Amendment Attachment B First Amended Services Agreement Attachment C Original Services Agreement 1.9 Saratoga Village Crosswalk & Sidewalk Rehabilitation Project â€“ Award of Contract and Budget Resolution Recommended Actions: 1. Declare Villalobos & Associates, Inc. as the lowest responsible bidder on the project. 2. Award a Construction Contract to Villalobos & Associates, Inc. in the amount of $295,487. 3. Authorize staff to execute change orders to the contract up to $59,853. 4. Approve a budget resolution to amend the FY25-26 budget to appropriate local match funds to the Village Crosswalk & Sidewalk Project. Staff Report Attachment A - Bid Summary Attachment B - Contract Attachment C - Improvement Plan Sheet Attachment D - Budget Resolution 1.10 2-Hour Parking Zone Extension on the Northwesterly Side of Oak Street Between State Route 9 and 3rd Street. Recommended Action: Adopt the Motor Vehicle resolution authorizing a 475 -foot extension of the 2-Hour Parking zone on the northwesterly side of Oak Street between State Route 9/Saratoga-Los Gatos Road and 3rd Street. Staff Report Attachment A - MV Resolution - 2 Hr Parking Attachment B - Map of Parking Restriction 1.11 Agreement for Employment and Labor Law Services with Mouser Law Firm, A Professional Corporation Recommended Action: Authorize the City Manager to enter into an agreement for employment and labor law services with Mouser Law Firm, A Professional Corporation. 2025 Staff Report - Mouser Legal Services Agreement Attachment A - Agreement for Professional Services Saratoga City Council Meeting Agenda – August 20, 2025 - Page 5 of 6 1.12 Contract for Wildfire CEQA Analysis Recommended Action: Authorize the City Manager to negotiate and execute a contract with Fehr and Peers for California Environmental Quality Act (CEQA) analysis in an amount not to exceed $153,800. Staff Report CEQA Contract Fehr and Peers Attachment A Supplemental Memo - Written Communications (added 08-20-2025) 2. GENERAL BUSINESS 2.1 Water Supply Adequacy Ordinance Information Recommended Action: Accept report and direct staff on next steps regarding efforts toward a Water Supply Adequacy Ordinance. Staff Report Supplemental Memo (added 08-18-2025) Supplemental Memo - Written Communications (added 08-20-2025) 2.2 Mills Act Program Recommended Actions: 1. Provide direction to staff on required changes to the draft Policy. 2. Direct staff to schedule the draft Policy for HPC review. 3. Return to the City Council for final adoption of the Policy with consideration of any recommendations by the HPC. 4. Provide direction on whether to allow a 90-day extension for the property owner at 15095 Fruitvale Avenue to submit a new 10-year Restoration Plan. Staff Report Mills Act Program (2025) Attachment A Draft Mills Act Policy Attachment B 11995 Walbrook Drive 10-year Restoration Plan (2025-2034) Presentation Slides (added 08-20-2025) 2.3 Annual Code Update for 2025 Recommended Action: Review the proposed cleanup amendments to the City Code and direct staff to prepare an ordinance implementing the amendments for the City Council's consideration. Staff Report Attachment A Proposed Code Amendments for 2025 Annual Code Update 2.4 City Manager's Employment Agreement Recommended Action: Approve a Resolution Amending the City Manager's Employment Agreement. Staff Report Attachment A - Resolution, City Manager 2025 Contract Amendment COUNCIL ASSIGNMENTS Council Assignments CITY COUNCIL ITEMS Saratoga City Council Meeting Agenda – August 20, 2025 - Page 6 of 6 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 August 14, 2025 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 14th day of August 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]