HomeMy WebLinkAbout01-19-2005 City Council Agenda
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AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
JANUARY 19, 2005
OPEN SESSION - 5:30 P.M.
ADMINISTRATIVE CONFERENCE ROOM -13777 FRUlTV ALE AVENUE
JOINT MEETING WITH SARATOGA AREA SENIOR COORDINATING COUNCIL
(SASCC).
CLOSED SESSION- 6:30 P.M. - ADMINISTRATIVE CONFERENCE ROOM,
13777 FRUlTV ALE AVENUE
ANNOUNCEMENT OF CLOSED SESSION ITEMS
CALL MEETING TO ORDER - 6:30 P.M.
ARCHIVE COPY
ANNOUNCEMENT OF CLOSED SESSION ITEMS
ADJOURNED TO CLOSED SESSION - 6:30 P.M.
Conference With Labor Negotiators (Gov't Code 54957.6):
Agency designated representatives: Lone Tinfow, Assistant City Manager
Employee organization: Non SEA Members
REGULAR MEETING - 7:00 P.M. - CIVIC THEATER/COUNCIL CHAMBERS
AT 13777 FRUlTV ALE AVENUE
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT OF CITY CLERK ON POSTING OF AGENDA
(Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on
January 13, 2005)
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-Al!endized Items
Any member of the public will be allowed to address the City Council for up to three (3)
minutes on matters not on this agenda. The law generally prohibits the council from
discussing or taking action on such items. However, the Council may instruct staff
accordingly regarding Oral Communications under Council Direction to Staff.
Oral Communications - Council Direction to Staff
Instruction to Staff regarding actions on current Oral Communications.
Communications from Boards and Commissions
Report from SASCC.
Written Communications
None
Council Direction to Staff
Instruction to Staff regarding actions on current Communications from Boards &
Commissions.
ANNOUNCEMENTS
None
CEREMONIAL ITEMS
1. Appointment and Oath of Office for the Library Commissioners
Recommended action:
Adopt resolution and administer Oath of Office.
SPECIAL PRESENTATIONS
2. Presentation by Santa Clara Valley Water District
Recommended action:
Informational only.
CONSENT CALENDAR
The Consent Calendar contains routine 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 at this time, or request the
Mayor remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
3A. Approval of City Council Minutes -December 15,2004
Recommended action:
Approve minutes.
3B. Review of Check Register
Recommended action:
Approve check register.
3C. Treasurer's Report for the Month Ended December 31, 2004
Recommended action:
Accept report.
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PUBLIC HEARINGS (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. Items requested for continuance
are subject to Council's approval at the Council meeting)
4. Resolution Ordering the Abatement of a Public Nuisance By Removal of
Hazardous Vegetation
Recommended action:
Conduct public hearing and adopt resolution.
OLD BUSINESS
5. Resolution of Support for Relocating the Farmers' Market to West Valley College
Recommended action:
Adopt resolution.
NEW BUSINESS
6. Saratoga Gateway Project - Award of Bid
Recommended action:
I. Move to declare Golden Bay Construction to be the lowest responsible bidder on
the proj eet.
2. Move to authorize staff to execute change orders to the contract up to $125,000;
3. Approve hourly contract proposal with Paul Jensen for dedicated
construction/engineering inspection work associated with the Gateway Project,
not to exceed $30,000.
4. Approve change order Design Studios West for construction engineering on an
as-needed basis, not to exceed $10,000.
5. Approve change order authority with existing contract with Gachina Landscape
to complete the median restoration work along Saratoga-Sunnyvale Road, not to
exceed $25,000.
7. Building Inspector Position Vacancies
Recommended action:
Council designate at least one Building Inspector position as "essential" and
authorize City Manager to fill one vacancy at this time.
8. Congress Springs Park Vertical Bypass Drainage Project: Increase Change Order
Authority for Additional Work
Recommended action:
Increase change order authority in the amount of $78,500; adopt resolution.
9. Release of Securities in the Amount of $300,000 Posted for Undergrounding of
Existing Overhead Utilities along Saratoga-Sunnyvale Road
Recommended action:
Authorize the Public Works Director to release security totaling the amount of
$300,000 posted by Argonaut Associates, LLC and Saratoga Courtyards, LLC.
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10. Replacement of City Council Dias Microphones
Recommended action:
Accept report, select microphone type; adopt resolution.
AGENCY ASSIGNMENTS
Mavor Kathleen Kin!!
Association of Bay Area Government
Hakone Foundation Liaison
Santa Clara County Cities Association
Santa Clara County Emergency Council
SASCC
West Valley Mayors and Managers Association
Vice Mavor Norman Kline
County Cities Association Leg. Task Force
Library Joint Powers Association
SCC Cities Association-Joint Economic Development Policy Committee (JEDPC)
Valley Transportation Authority PAC
Councilmember Nick Streit
Recycling & Waste Reduction Commission ofSCC
Santa Clara County Valley Water Commission
West Valley Solid Waste Joint Powers Association
West Valley Sanitation District
Councilmember Aileen Kao
Chamber of Commerce
County HCD Policy Committee
Peninsula Division, League of California Cities
Councilmember Ann Walton smith
KSAR Community Access TV Board
Northern Central Flood Control Zone Advisory Board
Saratoga Historic Foundation
CITY COUNCIL ITEMS
OTHER
CITY MANAGER'S REPORT
ADJOURNMENT
In compliance with the Americans with Disabilities Act (ADA), if you need special
assistance to participate in this meeting, please contact the City Clerk at (408) 868-I269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting (28 CFR 35. I 02-35. I 04 ADA Title
II)
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Certificate of Posting of Agenda:
1, Cathleen Boyer, City Clerk for the City of Saratoga, declare that the foregoing agenda
for the meeting of the City Council of the City of Saratoga was posted on December 23,
2004 at the office of the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and
was available for public review at that location. The agenda is also available on the
City's website at www.saratOl!a.ca.us
Signed this 13th day of January 2005 at Saratoga, California.
Cathleen Boyer, CMC
City Clerk
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CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2005
2/2 Regular Meeting - Joint Meeting with Finance Commission
2/5 Council Retreat
2/16 Regular Meeting - Joint Meeting with Planning Commission
3/2 Regular Meeting - Joint Meeting with Arts Commission
3/16 Regular Meeting - Joint Meeting with Youth Commission
4/6 Regular Meeting - Joint Meeting with Saratoga Museum Association
4/20 Regular Meeting - Joint Meeting with Parks and Recreation Commission
5/4 Regular Meeting - Joint Meeting with Public Safety Commission
5/18 Regular Meeting - Hakone Foundation
6/1 Regular Meeting - Joint Meeting with Library Commission
6/15 Regular Meeting - Joint Meeting with Friends of the Saratoga Library
7/6 Regular Meeting - Joint Meeting with Villa Montalvo Board
7/20 Regular Meeting - Joint Meeting with Chamber of Commerce
8/3 Regular Meeting
8/17 Summer Recess
9/7 Regular Meeting
9/21 Regular Meeting
10/5 Regular Meeting
10/19 Regular Meeting
11/2 Regular Meeting
11/16 Regular Meeting
12/7 Regular Meeting - Council Reorganization
12/21 Regular Meeting
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SARATOGA CITY COUNCIL
MEETING DATE: January 19, 2005
AGENDA ITEM:
\
ORIGINATING DEPT: City Manager's Office CITY MANAGE
PREPAREm ~!.:;:~(C;':PfHEAD'
SUBJECT: Appointment of Library Commissioners and Oath of Office
RECOMMENDED ACTION:
Adopt the attached resolution appointing members to the Library Commission and direct the City
Clerk to administer the Oath of Office.
REPORT SUMMARY:
Two vacancies were created on the Library Commission resulting from the resignation of Anne
Cross and Bakshish Sandhu. The vacancies were posted, applications were received and
interviews were conducted.
The attached resolution appoints Bonnie M. Stone to a term expiring in October 2005 and Alice
Chiou to a term expiring in October 2008. Upon direction from the City Council the Oath of
Office will be administered by the City Clerk and signed by the Commissioners.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Appointments would not be made to Library Commission.
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Update City's Official Roster.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the Council Agenda.
ATTACHMENTS:
Attachment A - Resolution of Appointment
Attachment B - Oath of Office
RESOLUTION NO. 05-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SARATOGA APPOINTING TWO MEMBERS TO THE
LIBRARY COMMISSION
WHEREAS, two vacancies were created on the Library Commission resulting from the
resignation of Anne Cross and Bakshish Sandhu; and
WHEREAS, a notice of vacancy was posted, applications were received, interviews have
been conducted, and it is now appropriate to fill two vacancies.
NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves that the
following appointments were made:
Bonnie M. Stone - term expires 10/2005
Alice Chiou - term expires 10/2008
The above and foregoing resolution was passed and adopted at an adjourned meeting of the
Saratoga City Council held on the 19th day of January 2005 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Kathleen M. King, Mayor
ATTEST:
Cathleen Boyer, City Clerk
STATE OF CALIFORNIA
COUNTY OF SANTA CLARA
I do solenmly swear (or affirm) that I will support and defend the Constitution of
the United States and the Constitution of the State of California against all
enemies, foreign and domestic; that I will bear true faith and allegiance to the
Constitution of the United States and the Constitution of the State of California;
that I take this obligation freely, without any mental reservation or purpose of
evasion; and that I will well and faithfully discharge the duties upon which I am
about to enter.
Bonnie M. Stone
Commissioner
Subscribed and sworn to before me on
This 19th day ofJanuary 2005.
Cathleen Boyer, CMC
City Clerk
STATE OF CALIFORNIA
COUNTY OF SANTA CLARA
I do solellll1ly swear (or affinn) that I will support and defend the Constitution of
the United States and the Constitution of the State of California against all
enemies, foreign and domestic; that I will bear true faith and allegiance to the
Constitution of the United States and the Constitution of the State of California;
that I take this obligation freely, without any mental reservation or purpose of
evasion; and that I will well and faithfully discharge the duties upon which I am
about to enter.
Alice Chiou
Commissioner
Subscribed and sworn to before me on
This 19th day ofJanuary 2005.
Cathleen Boyer, CMC
City Clerk
SARATOGA CITY COUNCIL
MEETING DATE: January 19,2005
AGENDA ITEM:
~~
ORIGINATING DEPT: City Manager's Office CITY MANAGE
PREPARED BY: ~. DEPTHEAD:
Cathleen Boye, ity Clerk
SUBJECT: City Council Minutes
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for the following City Council Meeting:
Regular Meeting - December 15, 2004
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Retain minutes for legislative history.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A - Minutes December 15, 2004
.
.
.
MINUTES
SARATOGA CITY COUNCIL
DECEMBER 15, 2004
The City Council met in Closed Session in the Administrative Conference Room, 13777
Fruitvale Avenue, at 6:00 p.m.
Conference With Labor Negotiators (Gov't Code 54957.6):
Agency designated representatives: Lorie Tinfow, Assistant City Manager &
Tom Sullivan, Community Development Director
Employee organization: Non SEA Members
Conference With Legal Counsel- Existinl! Litil!ation:
(Government Code section 54956.9(a))
Doug Adam Jonathan, Debtor U.S. Bankruptcy Court, N. Dist. CA, Bankruptcy
No. 03-57342-JRG
MAYOR'S REPORT ON CLOSED SESSION -7:00 p.m.
Mayor King reported there was Council discussion but no action was taken.
Mayor King called the Regular City Council meeting to order at 7:00 p.m. and lead the
Pledge of Allegiance.
ROLL CALL
PRESENT:
Councilmembers Aileen Kao, Nick Streit,
Ann Waltonsmith, Vice Mayor Norman Kline,
Mayor Kathleen King
None
Dave Anderson, City Manager
Lorie Tinfow, Assistant City Manager
Richard Taylor, City Attorney
Cathleen Boyer, City Clerk
Michele Braucht, Administrative Services Director
Tom Sullivan, Community Development Director
John Livingstone, Associate Planner
Christie Oosterhous, Associate Planner
John Cherbone, Public Works Director
ABSENT:
ALSO PRESENT:
REPORT OF CITY CLERK ON POSTING OF AGENDA FOR DECEMBER 15.
2004
Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2,
the agenda for the meeting of December 15, 2004 was properly posted on December 10,
2004.
ORAL COMMUNICATIONS
The following people requested to speak at tonight's meeting:
Citizen Ray updated the Council on the safety improvements along Highway 9. Citizen
Ray also noted that he feels that the section of Saratoga-Los Gatos Road @ Aloha is very
dangerous.
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Jim Christiansen noted that he lived in the Hillside Residential Zoning District of the
City. Mr. Christiansen pointed out that his next door neighbor, Mr. Rossi, has built
without a building permit, a 2/3 completed construction of an outside walled kitchen
structure which has three walls viewable from his property and is located within the 20
foot side yard setback. Mr. Christianson stated that this is approximately 6 feet from his
property line. Mr. Christianson noted that on September 12, 2004, the City put a stop
work order on this construction. After plans were drawn and submitted by the Rossi's,
the Saratoga Planning staff rejected approval of the project because of a number of
municipal code violations. Subsequently, Mr. Christianson stated that Director Sullivan
approved the accessory structure with the same building regulations as an unenclosed
garden, ornamental and decorative structures. Mr. Christenson stated that the form and
function of this outside walled structure in no way resembles the permitted use approved
by Director Sullivan. Mr. Christenson requested that the City Council take immediate
steps to investigate the irregularities of this situation. Mr. Christenson stated that the
structure has tremendous negative impact on his property such as privacy, noise, view,
marketability and property value.
COMMUNICATIONS FROM COMMISSIONS
None
COUNCIL DIRECTION TO STAFF
None
ANNOUNCEMENTS
None
CEREMONIAL ITEMS
lA. COMMENDATION HONORING JOAN PISANI
STAFF RECOMMENDATION:
Present commendation.
Mayor King read the commendation and presented it to Director Pisani.
SPECIAL PRESENT A TIONS
None
CONSENT CALENDAR
2A
APPROVAL OF CHECK REGISTER
STAFF RECOMMENDATION:
Approve check register.
2
W ALTONSMITH/STREIT MOVED TO APPROVE CHECK REGISTER.
MOTION PASSED 5-0.
. 2B. RESOLUTION CONFIRMING COUNCIL AGENCY AND ADHOC "-
APPOINTMENTS
STAFF RECOMMENDATION:
Adopt resolution.
RESOLUTION: 04-097
W ALTONSMITH/STREIT MOVED TO ADOPT RESOLUTION
CONFIRMING COUNCIL AGENCY AND ADHOC ASSIGNMENTS.
MOTION PASSED 5-0.
2C. AMENDMENT TO THE CONFLICT OF INTEREST CODE
STAFF RECOMMENDATION:
Adopt resolution.
RESOLUTION: 04-103
WALTONSMITH/STREIT MOVED TO ADOPT RESOLUTION AMENDING
THE CONFLICT OF INTEREST CODE. MOTION PASSED 5-0.
. 2D. 2005 HAZARDOUS VEGETATION PROGRAM COMMENCEMENT --
RESOLUTION
STAFF RECOMMENDATION:
Adopt resolution.
RESOLUTION: 04-099
Mayor King requested that item 2D be removed from the Consent Calendar.
Mayor King mentioned that Saratoga, unlike other cities, the residents receive two
abatement notices instead of a single notice used in other cities.
W ALTON SMITH/STREIT MOVED TO ADOPT RESOLUTION
DECLARING HAZARDOUS VEGETATION GROWING ON CERTAIN
DESCRIBED PROPERTY TO BE A PUBLIC NUISANCE
AND SETTING A PUBLIC HEARING. MOTION PASSED 5-0.
2E. COMMISSION ATTENDANCE RECORDS
STAFF RECOMMENDATION:
. Informational only.
"-
Mayor King requested that item 2D be removed from the Consent Calendar.
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Mayor King noted that one particular Commissioner missed 8 out of 21 meetings
due to work related travel. Mayor King pointed out that this Commissioner stated
that work would be slowing down and regular attendance at the meetings would
not be problem.
W AL TONSMITH/KAO MOVED TO ACCEPT COMMISSION
ATTENDANCE RECORDS. MOTION PASSED 5-0.
2F.
CORRECTION TO SARATOGA EMPLOYEE ASSOCIATION
MEMORANDUM OF UNDERSTANDING
STAFF RECOMMENDATION:
Adopt resolution.
RESOLUTION: 04-104
WALTONSMITH/STREIT MOVED TO ADOPT RESOLUTION MAKING
CORRECTIONS TO THE MOU FOR SEA. MOTION PASSED 5-0.
20. CONGRESS SPRINGS PARK VERTICAL BYPASS DRAINAGE
PROJECT INCREASE CHANGE ORDER AUTHORITY FOR
ADDITIONAL WORK
ST AFF RECOMMENDATION:
Increase change order and adopt budget resolution.
RESOLUTION: 04-101
Councilmember Waltonsmith requested that item 2G be removed from the
Consent Calendar.
Councilmember Waltonsmith stated that the funding for this project was donated
by A YSO.
WALTONSMITH/KAO MOVED TO ADOPT RESOLUTION TO AMEND
THE BUDGET FOR FY2004/2005 TO APPROPRIATE FUNDS TO PAY
FOR ADDITIONAL DRAINAGE WORK AT CONGRESS SPRINGS
PARK. MOTION PASSED 5-0.
2H. FIRST AMENDMENT TO THE SANTA CLARA V ALLEY URBAN
RUNOFF POLLUTION PREVENTION PROGRAM AGREEMENT
STAFF RECOMMENDATION:
Authorize City Manager to execute the amendment to the agreement.
W ALTON SMITH/STREIT MOVED TO AUTHORIZE CITY MANAGER TO
EXECUTE THE AMENDMENT TO THE AGREEMENT. MOTION
PASSED 5-0.
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21 STREETS AND ROADS FY 2004-2005 BUDGET AMENDMENT
STAFF RECOMMENDATION:
Adopt resolution.
.
RESOLUTION: 04-098
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W ALTON SMITH/STREIT MOVED TO ADOPT RESOLUTION AMENDING
THE BUDGET FOR FY 2004/05 TO PROVIDE $550.000 FROM THE
FUND BALANCE OF FUND 150. HIGHWAYS USERS GAS TAX FUND.
TO FUND STREETS & ROADS CONTRACTS. MOTION PASSED 5-0.
2J. 2004 GENERAL MUNICIPAL ELECTION - FY 04-05 BUDGET
AMENDMENT
STAFF RECOMMENDATION:
Adopt resolution.
RESOLUTION: 04-102
Councilmember Streit requested that item 2J be removed from the Consent
Calendar.
Councilmember Streit noted that he understands why the cost is so high but
disagrees using Council Contingency to pay for the election.
.
City Manager Anderson pointed out that a memo was presented to Council, which
provided three funding options. City Manager Anderson explained that the
Council could direct staff to use funds from budget savings in FY04-05 related to
the contract with Hakone Gardens, savings from the unfilled staff position of
Economic Development Coordinator, or the use of the net gain after the
consolidation of the traffic revenue fund into the general fund.
'-
KLINE/STREIT MOVED TO ADOPT RESOLUTION OF THE CITY
AUTHORIZING AN AMENDMENT TO THE 2004-2005 BUDGET FOR AN
APPROPRIATION OF FUNDS TO BE ALLOCATED TO PAY THE
COUNTY OF SANTA CLARA FOR THE 2004 ELECTION FROM THE
HAKONE GARDENS BUDGET SAVINGS. MOTION PASSED 5-0.
PUBLIC HEARING
3. APPEAL OF A PLANNING COMMISSION DECISION TO DENY A
DESIGN REVIEW APPLICATION TO CONSTRUCT A TWO-STORY
SINGLE-FAMILY RESIDENCE - 20423 SEAGULL WAY
STAFF RECOMMENDATION:
Conduct public hearing and take action on the appeal.
.
RESOLUTION: 04-096
"-
Christie Oosterhous, Associate Planner, presented staff report.
5
..)
Planner Oosterhous explained that on November 17, 2004 the City Council
directed the City Clerk to initiate the proceedings pursuant to section 15-90.065 for
review by the City Council of the decision made by the Planning Commission to
deny a design review application.
Planner Oosterhous explained that at a public hearing held on November 10, 2004
the planning Commission denied a design review application to construct a two-
story single-family residence. The project includes the demolition of an existing
two-story residence. The total floor area of the proposed two-story residence and
garage is 3,540 square feet The floor area of the first floor is 2,299 square feet
and the second flooris 1,241 square feet. In addition, a 1,752 square foot
basemen! is proposed. The maximum height ofthe proposed residence is 25 feet
10 inches. The lot size is 11,250 square feet and the site is zoned R-l 10,000.
Planner Oosterhous stated that on a 3-2 vote the Planning Commission denied the
application based on a lack of evidence to support the findings.
Mayor King opened the public hearing and invited public comments.
Tom Galeb noted that he was the property owner of 20423 Seagull Way. Mr.
Galeb noted that the Planning Commission denied his project on Design Review
findings A, D, & E which contradicted the design review. Mr. Galeb briefly
reviewed the Design Review findings.
..)
Mr. Galeb stated that his project meets all Saratoga building code requirements, no
variances have been requested, has neighborhood support, and it is consistent with
the Design Handbook. Mr. Galeb requested that the Council over rule the
Planning Commission's decision.
Referring to the bedroom window on the second floor, Councilmember Kao asked
Mr. Galeb if the trees would provide enough screening for privacy.
Mr. Galeb stated that he was dumbfounded that the Planning Commission even
brought the windows up. The neighbor on the side of the bedroom has never
questioned their privacy.
Tom Galeb Sr. noted that he has lived in Saratoga for 46 years. Mr. Galeb stated
that he lives next door to the proposed project and has no objections to it. Mr.
Galeb stated that he feels his son's individual rights are being denied.
David Simmons stated that he doesn't live in the neighborhood and the project
doesn't affect him at all, his concem was the Planning Commission behavior on
November 12, 2004. Mr. Simmons noted that he's still in shock at what he saw
that evening. Mr. Simmons urged the Council to overturn the Planning
Commission's decision.
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Lynn Birch Bryant noted that she was Mr. Galeb's architect. Ms. Bryant noted
that she designed this house according to the City's Design Handbook and the
City's Code. Ms. Bryant noted that the second floor only covers 50% of the roof.
Mayor King closed the public hearing.
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A discussion took place in regards to the landscape design. Consensus of the
Council to direct the applicant to save the fruit trees along the fence.
. STREIT/KLINE MOVED TO ADOPT GRANTING THE APPEAL
OF A DENIED DESIGN REVIEW APPLICATION LOCATED AT 20423 '-
SEAGULL WAY. MOTION PASSED 5-0.
OLD BUSINESS
None
NEW BUSINESS
4. MILLS ACT PROPERTY TAX ABATEMENT PROGRAM AGREEMENT
FOR 11995 W ALBROOK DRIVE
STAFF RECOMMENDATION:
Adopt resolution and direct City Manager to enter into a Mills Act Agreement for
11995 Walbrook Drive.
RESOLUTION: 04-100
John Livingstone, Associate Plarmer, presented staff report.
Planner Livingstone explained that on March 5, 2003 the City Council approved
. the resolution establishing the City's participation in the Mills Act program. The
Mills Act is a state sponsored legislation granting local governments the authority .--
to enter into an agreement with individual property owners to allow reduced
property tax payments for the restoration and continued maintenance of their
historic property.
Plarmer Livingstone noted that the property located on 11995 Walbrook Drive was
built in 1895 and is often referred to as the Hyde House. The Heritage
Preservation Commission approved the owner's request to participate in the Mills
Act program.
W AL TON SMITH/KLINE MOVED TO ADOPT RESOLUTION APPROVING
11995 W ALBROOK DRIVE P ARTlCIP A TION IN THE MILLS ACT
PROPERTY TAX ABATEMENT PROGRAM. MOTION PASSED 5-0.
5. ADOPTION OF REVISED PURCHASING PROCEDURES
STAFF RECOMMENDATION:
Adopt revised Purchasing Policy and Procedures.
Lorie Tinfow, Assistant City Manager, presented staff report.
. Assistant City Manager Tinfow explained that this past summer Interim
Administrative Services Director Pete Kolf discovered that two sets of purchasing '-
procedures existed and that we had been operating under the version that had not
yet been adopted. The official adopted version dates to June 2000 and contains
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limits and procedures that are extremely restrictive. Assistant City Manager
Tinfow explained that these existing procedures are mush more restrictive than
many other cities follow and severely limit staff ability to complete projects and
other work in an efficient and timely manner. In addition, limits and procedures for
material and supplies, and for professional services should have different
requirements, and as much, two sets of procedures are propped. Assistant City
Manager Tinfow explained the propped temporary policies and procedures.
WALTONSMITH/STREIT MOVED TO ADOPT REVISED PURCHASING
POLICY AND PROCEDURES. MOTION PASSED 5-0.
CITY COUNCIL ITEMS
COUDcilmember Waltonsmith requested a site visit at the North Campus.
Councilmember Kao stated that she would support Councilmember Waltonsmith's
request.
City Manager Anderson noted that staff would schedule a site visit to the North Campus.
Mayor King announced that Director Sullivan would be leaving the City of Saratoga and
has been appointed the City Manager for the City of Avalon.
OTHER
None
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CITY MANAGER'S REPORT
None
ADJOURNMENT
There being no further business, Mayor King adjourned the meeting at 8:40 p.m.
Respectfully submitted,
Cathleen Boyer, CMC
City Clerk
)
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SARATOGA CITY COUNCIL
MEETING DATE: January 19,2005 AGENDA ITEM:
ORIGINATING DEPT: Administrative Services CITY MANAGE
PREPARED BY: Jaye Tkach-:fJI DEPT HEAD:
~D
SUBJECT: Check Registers: 1/13/05
RECOMMENDED ACTION(S):
Approve the Check Register.
REPORT SUMMARY:
Attached is the Check Register.
FISCAL IMPACTS:
None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
None
ALTERNATIVE ACTION(S):
None
FOLLOW UP ACTION(S):
None
ADVERTISING, NOTICING AND PUBLIC CONTACT:
None
ATTACHMENTS:
Check Register Certification.
HAND
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0001813 I.M.P.A.C.
SULLIV 11/30/04002991
SULLI 11/30/04A002992
SULLI 12/1/04 002993
SULLI 12/1/04A 002994
SULLI 12/1/04B 002995
SULLI 12/15/04 003003
SULLI 12/21/04 003004
BOYER 12/15/04 003016
BURNS 12/1/04 003035
BURNS 12/1/04A 003036
SULLIV 12/2/04 002996
SULLIV 12/2/04A002997
SULLIV 12/10/04002998
SULLI 12/10/04A002999
SULLI 12/10/048003000
ANDERS 11/29/04003012
ANDERSO 12/1/04003013
BOYER 11/24/04 003015
VILLAL 11/30/04003144
TORRES 12/13/04003180
BURNS 12/9/04 003037
SULLI 12/11/04 003001
SULLI 12/12/04 003002
SMITH 11/24/04 003175
SMITH 11/24/04A003176
TORRES 12/9/04 003179
SCOTT 11/27/04 002985
SCOTT 11/30/04 002986
SCOTT 12/2/04 002987
GARDNER 12/7/04003071
GARDNE 12/14/04003072
CARNEKI 12/7/04003138
SURDIN 11/24/04003038
SURD I 11/24/04A003039
SURDI 11/30/04 003040
SURDI 11/30/04A003041
MEEK 12/8/04 003177
MEEK 12/10/04 003178
BOREL 12/2/04 003017
SAXTON 12/14/04002980
SAXTON 12/15/04002981
SAXTON 12/16/04002982
SAXTON 12/20/04002983
TUCKER 12/9/04 003018
TUCKER 12/10/04003019
TUCKE 12/10/04A003020
TUCKE 12/12/04 003021
TUCKE 12/14/04 003022
TUCKE 12/14/04A003023
CARD SERVICES
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/200S
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/06/2005
00 01/06/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/06/2005
00 01/06/2005
00 01/06/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/06/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/06/2005
00 01/06/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
00 01/05/2005
001-1005-511
001-1005-511
001-1005-511
001-1005-511
001-1005-511
001-1005-511
001-1005-511
001-1005-511
001-1005-511
001-1015-511
001-1020-511
001-1020-511
001-1020-511
001-1020-511
001-1020-511
001-1020-511
001-1020-511
001-10]0-511
001-1035-512
001-1035-512
001-1045-513
001-1050-513
001-1050-513
001-1050-513
001-1050-513
001-1050-513
001-1060-513
001-1060-513
001-1060-513
001-3030-612
001-3030-5]2
001-]035-5]2
001-7020-572
001-7020-572
001-7020-572
001-7020-572
150-3025-5]2
150-3025-532
250-4015-542
290-6005-564
290-6005-564
290-6005-564
290-6005-564
290-6005-564
290-6005-564
290-6005-564
290-6005-564
290-6005-564
290-6005-564
40-04
40-04
40-04
40-04
.40-04
.40-04
.40-04
.40-04
.40-04
.30-30
.40-04
.40-04
.40-04
.40-04
.40-04
.40-04
.40-04
.40-01
.30-01
.30-01
.40-03
.30-01
.30-01
.30-01
.]0-01
.30-01
.30-02
.30-02
.]0-02
.60-04
.40-15
.30-01
40-10
40-10
40-10
40-10
]0-01
30-01
]0-31
30-01
40-51
]0-01
40-51
30-01
30-01
30-01
30-01
30-01
30-01
CC REORG MEETING-FOOD
CC REORG MTG-SUPPLIES
CC REORG MTG-SUPPLIES
CC REORG MTG-FOOD
CC REORG MTG-FLOWERS
CC MEETING-DESSERT
LCC CONVENTION 1/12-1/15/
COUNCIL DINNER 12/15/04
FLOWERS-BOGOSIAN
LIB. COM. MTG REFRESHMENT
WORKING LUNCH MTG-DAVE/
WORKING LUNCH MTG-C.M.
STAFF RETREAT 12/10/04
STAFF RETREAT 12/10/04
STAFF RETREAT 12/10/04
LUNCH MTG.-LANE WEISS
LUNCH MTG.-BRAUCHT & STRE
QUARTERLY CCAC MTG.
VEHICLE SUPPLIES
EQUIPMENT SUPPLIES
30 YR. SVC. GIFT-PISANI
COFFEE SUPPLIES
COFFEE SUPPLIES
COFFEE SUPPLIES
COFFEE SUPPLIES
COFFEE SUPPLIES
LABEL TAPE
CELL PHONE CASE
VACUUM FILTERS
CANON CAMERA
AUTO SUPPLIES
COFFEE SUPPLIES
GIFT CERTIFICATES-TREE LI
TREE LIGHTING CEREMONY
BUS. APPRECIATION FLOWERS
OFFICE SUPPLIES-CD'S
OFFICE SUPPLIES
IRRIGATION CONTROLLER
EARTHQUAKE INFO. CD'S
COLOR CARTRIDGE & CYAN
ESCORT MEAL 12/15/04 SR.
PRINTSHOP DELUXE
ESCORT MEAL 12/20/04 SR.
CARD STOCK
CAMP STORY BOOK
CAMP CRAFT SUPPLIES
CAMP CRAFT SUPPLIES
SANTA GIFTS/CRAFT SUPPLIE
CAMP SUPPLIES
1B .25
50.B4
39.72
50.58
13 .40
13 .00
495.00
203.29
2].79
7.19
12.90
1. 50
51.91
10.04
4.99
35.74
23.95
144.48
4.32
445.72
264.02
13.9B
5.40
3.99
2.99
].69
17 .41
21.64
165.68
49].95
4.31
13.58
42.00
60.54
31.37
21. 64
67.48
B2.81
96.00
176,4]
17 .45
49.28
12.97
9.73
23.80
162.20
69.10
97.17
30.11
HAND-ISSUED
PAGE
5
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PREPARED 01/12/2005, 12:38:28 EXPENDITURE APPROVAL LIST
PROGRAM: GM339L AS OF: 01/13/2005 CHECK DATE: 01/12/2005
CITY OF SARATOGA
__________
______________________________________________________
VEND NO VENDOR NAME ITEM EXPENDITURE
INVOICE VOUCHER P.O. BNK CHECK /DUE ACCOUNT DESCRIPTION AMOUNT
NO NO NO DATE NO ________________________
_________________________________________________________ ____________________ ___________
0003093 MOORE, STEVE
0002642 MOST DEPENDABLE FOUNTAINS, INC.
25357 003167 00 01/06/2005
0000005 MURAWI, RAFIHA
23336 003110 00 01/06/2005
DOD3094 NEW ENGLAND GLASS & DOOR, INC.
51937 003095 00 01/06/2005
0002906 NORD -AGRAR INTERNATIONAL, INC.
610 003161 00 01/06/2005
0000294 NORMAN PAUL PRINT CENTER
42264 003129 00 01/06/2005
0000297 O. C.
MCDONALD
105743
003057 21969
00
01/05/2005
105739
003058 21969
00.01/05/2005
105740
D03059 21969
00
01/05/2005
106039
003060 21969
00
01/05/2005
105745
003061 21969
00
01/05/2005
105741
003132
00
01/06/2005
0001997 OFFICE DEPOT, INC.
267108225 -001
003125
00
01/06/2005
267784545 -001B
003120
00
01/06/2005
268085724 -001
D03124
00
01/06/2005
267784545 -001A
003119
00
01/06/2005
267784545 -001
003118
00
01/06/2005
267784545 -ODIE
003123
00
01/06/2005
267784545 -OOIC
003121
00
01/06/2005
267784545 -OO1D
003122
00
01/06/2005
0002810 OMNITRONICS, INC.
5952 002979 00 01/05/2005
0000307 PACIFIC GAS & ELECTRIC
10/15- 12/9/04E 003187 00 01/06 /2005
10/15- 12/9/04A 003183 00 01/06/2005
VENDOR TOTAL `
001- 3030 - 532.40 -15 HOSE REPLACBMENT -QUITO
VENDOR TOTAL `
290- 6005- 445.03 -00 TRIP REFUND 2/16/DS
VENDOR TOTAL
320- 9010 - 522.40 -10 SARATOGA LIBRARY WORK
VENDOR TOTAL
150- 3005 - 532.30 -01 PERMA PATCH
VENDOR TOTAL
001 - 1005 - 511.30 -01 BUSINESS CARDS - COUNCIL
VENDOR TOTAL
001 - 1060 - 513.40 -15 ELECTRICAL REPAIRS -C. CTR
001-1060- 513.4D -15 WATER PROOFING /DUCTLINER
001- 1060 - 513.40 -15 FURNISH /INSTALL FURNACE
001 - 1060 - 513.40 -15 REPLACE EXHAUST FAN MOTO
001- 1060 - 513.40 -15 REPLACE HEARINGS /PAN BELT
001 - 1060 - 513.40 -14 BOILER BOLT & HEATER PUMP
VENDOR TOTAL
001- 1015 - 511.30 -30 WALL SIGN -CMO
001- 1020 - 511.30 -01 SUPPLIES -CMO
001 - 1020 - 511.30 -01 LABELS RETURNED -CMO
001- 1040 - 513.30 -01 SUPPLIES -AS
001 - 1050 - 513.30 -01 SUPPLIES
001 -3035- 532.30 -01 SUPPLIES - ENGINEERING
250 - 4010 - 542.30 -01 SUPPLIES - PLANNING
290 - 6005 - 564.30 -01 SUPPLIES - RECREATION
VENDOR TOTAL `
293 - 6015- 614.6D -02 FURNISH /INSTALL D322A
VENDOR TOTAL
001- 1035 - 512.30 -20 NATURAL GAS VEHICLE
001- 1060 - 513.40 -23 BUILDINGS
49.13
22.00
PAGE 8
______ ______________
HAND- ISSUED
____________________
22.00
44.00
44.00
240.00
240.00
541.25
541.25
132.39
132.39
491.30
441.46
200.66
534.30
973.79
1,019.19
3,740.70
8.11
74.12
61.31-
49.72
199.07
217.77
38.02
42.29
567.79
1,156.88
1,156.88
300.83
3,940.35
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SARATOGA CITY COUNCIL
MEETING DATE:
January 19, 2005
ORIGINATING DEPT: Administrative Svcs CITY MANAGE .
A
PREPARED BY: ViV~ DEPTHEAD:
SUBJECT: Treasurer's Report for the Month Ended December 31, 2004
RECOMMENDED ACTION
That the City Council accepts the monthly Treasurer's Report.
REPORT SUMMARY
California government code section 41004 requires that the City Treasurer (the Municipal Code
of the City of Saratoga, Article 2-20, Section 2-20.035, designates the City Manager as the City
Treasurer) submit to the City Clerk and the legislative body a written report and accounting of all
receipts, disbursements, and fund balances.
41004. Regularly, at least once each month, the city treasurer shall submit to the city
clerk a written report and accounting of all receipts, disbursements, and fund balances.
He shall file a copy with the legislative body.
Additionally with the passage of Chapter 687, Statutes of 2000 (AB 943 Dutra), effective
January 1, 2001 cities are now required to forward copies of their second and fourth quarter
calendar year investment portfolio reports to the California Debt and Investment Advisory
Commission (CDIAC) within 60 days.
The CDIAC will use the report as an additional opportunity to examine public investment
practices in a more consistent basis than before.
Cities, such as the City of Saratoga, that are 100 percent invested in the Local Agency Investment
Fund (LAIF) are exempt from the new investment portfolio reporting requirements and are only
required to send a letter to CDIAC indicating the total and composition of their investments.
This Treasurer's Report will satisfy our reporting requirement to the CDIAC.
The following pages in the attachment provide various financial data and analysis for the City of
Saratoga's Funds collectively as well as specifically for the City's General (Operating) Fund,
including an attachment from the State Treasurer's Office of quarterly LAIF rates from the 1st
quarter of 1977 to present.
FISCAL IMPACTS
None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION
The City will not be in compliance with Government Code Section 53891 and Section 40804.
ALTERNATIVE ACTION
N/A
FOLLOW UP ACTION
NIA
ADVERTISING, NOTICING AND PUBLIC CONTACT
NIA
ATTACHMENTS
A - Cash and Investments by fund
B - Change in total fund balances by fund
C - Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
CC
cdiac_investments@treasurer.ca.gov (June & December reports only, within 60 calendar days)
Finance Commission (electronically)
ATTACHMENT A
CASH AND INVESTMENTS BALANCE BY FUND
As of December 31, 2004, the City had $1,613,040 in cash, $10,684,975 on deposit in LAIF and
the City's bond trustee held $331,298 in the City's name. The following summarizes the City's
total cash and investment balances by Fund.
The Council Policy on operating reserve funds adopted on April 20, 1994, states that: for cash
flow purposes, to avoid the necessity of dry period financing, pooled cash from all funds should
not be reduced below $2,000,000.
The total pooled cash balance as of December 31, 2004 is $12,298,015 and exceeds the limit
required.
Cash &
Investment
Fund Description Balance
General
General Fund $ 534,291
Designated Reserves:
Operations $ 2,403,624
E conom ic Uncertainty $ 1,500,000
Special Revenue
Highway Users Gas Tax $ 94,348
Landscape and Lighting $ (3,077)
Development Services $ 1,933,831
Enviromental Programs $ 875,714
Housing & Community Development $ 60,867
Recreation Services $ (124,315)
Teen Services $ (26,646)
Facility Rental Services $ 56,807
Theater Ticket Surcharge $ 36,667
Capital Project
Park Development $ 103,701
Library Expansion $ 1,158,310
Pub lie Safety $ 554,754
Infrastructure $ 2,404,660
Facility $ 217,457
Park and Trails $ 236,750
Debt Service
Library Bond $ 82,892
Leonard Road $ 33,004
Parking District #3 $ (176,216)
Internal Service
Technology Replacem ent $ 128,198
PERS retirement $ 139,668
Trust/Agency
KSAR - Community Access TV $ 72,741
Sarato.a Public Financin. A uthoritv $ 331,282
Total City $ ] 2,629,3] 3
ATTACHMENT B
CHANGES IN TOTAL FUND BALANCE
The following table presents the ending Fund Balances for the City's major fund types at
December 31, 2004. It excludes Trust and Agency funds where the City acts merely as a third
party custodian of an outside party's funds. As of December 31,2004, transfers from General
Fund to support Recreation's operation have not been made.
07/01/04 12/31/04
Fund Incr/(Decr) Fund
Fund Descriotion Balance Jul - Nov Revenues Expenditures Transfers Balance
General
General Fund 950,844 (1,099,955) 1,446,843 (481,514) - 616,216
Designated Reserves: - - - -
Operations 2,403,624 - - - - 2,403.624
Economic Uncertainty 1,500,000 - - - - 1,500,000
Special Revenue
Highway Users Gas Tax 551,771 (415,423) 47,462 (95,584) - 68,227
Landscape and Lighting 36,609 (65,311) 49,646 (24,020) - (3,077)
Development Services 741,697 459,701 121,598 (121,013) - 1 ,201,983
Environmental Programs 847,459 9,612 36,102 (17,460) - 875,713
Housing & Community Dev 84,000 (18,778) - (3,078) - 62,144
Recreation Services (407) (137,944) 63,207 (49,172) - (124,316)
Teen Services 12,864 (31,845) 1,994 (9,658) - (26,645)
Facility Rental Services 20,509 20,481 12,160 (7,101) - 46,049
Theater Ticket Surcharge 29,519 5,374 2,737 (963) - 36,667
Capital Project
Park Development 200 - 103,501 - - 103,701
Library Expansion 1,179,492 (13,819) - (6,141) - 1,159,532
Public Safety 1,083,157 (193,708) - (51,735) - 837,714
Infrastructure 2,821,696 (58,594) - (7,066) - 2,756,035
Facility 543,584 (314,900) - (11,228) - 217,456
Park and Trails 501,291 (90,410) - (82,996) - 327,885
Debt Service
Librarv Bond 701,976 (626,736) 9,654 - - 82,893
Total City 14,009,885 (2,574,2571 1,894,904 (968,7281 - 12,361,804
. r;
_... ," I
'.- ~I
ATTACHMENT ci
Phil Angelides, State Treasurer ...
Inside the State Treasurer's Office .
LOCAL AGENCY INVESTMENT FUND
QUARTERLY APPORTIONMENT RATES
5.68 5.78 5.84 6.45
6.97 7.35 7.86 8.32
8.81 9.10 9.26 10.06
11.11 11.54 10.01 10.47
11.23 11.68 12.40 11.91
11.82 11.99 11.74 10.71
9.87 9.64 10.04 10.18
10.32 10.88 11.53 11.41
-"~~~,~-~-.~.,~.
10.32 9.98 9.54 9.43
_"__,__~~___.w._._,_'_.
9.09 8.39 7.81 7.48
7.24 7.21 7.54 7.97
8.01 7.87 8.20 8.45
8.76 9.13 8.87 8.68
8.52 8.50 8.39 8.27
7.97 7.38 7.00 6.52
5.87 5.45 4.97 4.67
4.64 4.51 4.44 4.36
4.25 4.45 4.96 5.37
5.76 5.98 5.89 5.76
5.62 5.52 5.57 5.58
5.56 5.63 5.68 5.71
5.70 5.66 5.64 5.46
5.19 5.08 5.21 5.49
5.80 6.18 6.47 6.52
6.16 5.32 4.47 3.52
2.96 2.75 2.63 2.31
1.98 1.77 1.63 1.56
1.47 1.44 1.67
SARATOGA CITY COUNCIL
MEETING DATE: January 19, 2005
AGENDA ITEM:
ORIGINATING DEPT: City Manager's Office
PREPARED BY, C~~ DEPl'HEAD'
C hleeD Bo C" Clerk
SUBJECT: Resolution Ordering the Abatement of a Public Nuisance By Removal of
Hazardous Vegetation
RECOMMENDED ACTION:
Open public hearing; close public hearing; adopt resolution.
REPORT SUMMARY:
The attached resolution represents the second step in Saratoga's Hazardous Vegetation
Abatement Program administered by the Office of the Agricultural Commissioner. The
Commissioner has sent owners ofthe parcels requiring weed abatement two notices informing
them that the weeds must be abated, either by the owners or by the County. The notice also
informed them that they may present objections at tonight's public hearing.
Debbie Carver, Program Coordinator/Office of the Agricultural Commissioner, will be attending
the meeting to answer any questions Councilmembers may have on this topic.
FISCAL IMPACTS:
None to the City. County recovers its costs from administrative portion of fee charged to
property owner.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Abatement process by the County will not proceed. It would be necessary to depend upon the
property owners to take care of their own abatement.
ALTERNATIVE ACTION:
None.
FOLLOW UP ACTION:
Upon adoption, the County will begin abatement.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
A Notice of Public Hearing was published in the Saratoga News on December 29, 2004 and
January 12, 2005 as required by law. The County mailed two notices to all of the affected
property owners.
ATTACHMENTS:
Attachment A - Resolution
RESOLUTION NO. 05-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ORDERING
ABATEMENT OF A PUBLIC NUISANCE BY REMOVAL
OF HAZARDOUS VEGETATION
WHEREAS, the Saratoga City Council has declared hazardous vegetation growing on
certain properties to be a public nuisance by Resolution No. 04-099 adopted Decemberl5, 2004;
and
WHEREAS, the Office of the Agricultural Commissioner did give two notices to all
property owners of land on which hazardous vegetation which have been declared a public
nuisance are growing; and
WHEREAS, a public hearing on said notice was held on January 19, 2005; and
WHEREAS, final action on any protests or objections to the proposed removal of weeds
has been made by the City Council.
NOW, THEREFORE, IT IS ORDERED that the Office of the Agricultural
Commissioner shall cause the abatement of hazardous vegetation as designated by resolution
dated December 15,2004, by having said weeds destroyed or removed, and any property owner
shall have the right to destroy or remove such weeds himself or herself, or have the same
destroyed or removed at his or her own expense, provided that such vegetation shall have been
removed prior to the arrival of the Office of the Agricultural Commissioner or his authorized
representative to remove them.
The above and foregoing resolution was passed and adopted by the Saratoga City Council at a
regular meeting held on the 19th day of January 2005, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
Kathleen M. King, Mayor
ATTEST:
Cathleen Boyer, City Clerk
SARATOGA CITY COUNCIL
MEETING DATE:
January 19, 2005
AGENDA ITEM: S
CITYMANAGE~~~
DEPT HEAD:
ORIGINATING DEPT: City Manager's Office
PREPARED BY:
Dave Anderson
SUBJECT: Resolution of Support for relocating the Farmers' Market to West Valley College
RECOMMENDED ACTlON(S):
Adopt Resolution of support for relocating the Farmers' Market to West Valley College.
REPORT SUMMARY:
An appeal hearing for the use permit for Farmers' Market operations at Saratoga High School was
held on December 1, 2004. At that hearing the school district stated that they would not be renewing
the lease with the market, which expires on May 18, 2005. The reasons for the non-renewal are the
progressive intensification of use at the high school site and subsequent neighborhood complaints,
and the spring opening of the Performing Arts Center near the current location of the market. At the
meeting, West Valley College was mentioned as one ofthe only locations in Saratoga with sufficient
space for the market and adequate parking.
As a follow-up to the public hearing, the City Council directed staff to contact West Valley College
to inform them of the loss of lease by the market at the high school site and the referral to the
college. The City Manager contacted the President of West Valley College, Phil Hartley, who said
that the market had already made an initial contact. Subsequently, a proposal was submitted by the
California Farmers' Markets Association to the college for the use of the West Valley College as the
site of a relocated Saratoga Farmers' Market.
In his response letter, President Hartley stated that the college would seriously consider the proposal.
He also stated that "The elements of this consideration will include input from the City of Saratoga,
response from the community in general and our immediate neighbors in specific, consideration by
our Board of Trustees and routine cost/logistical issues (not necessarily in that order)."
This agenda item is intended to provide the City Council with a vehicle to express its support for
relocation of the Saratoga Farmers' Market to West Valley College. It will also provide feedback to
the College Board of Trustees that they can use in their deliberations on the agreement with the
California Farmer's Markets Association.
Seeking to be a good neighbor on issues that might have a neighborhood impact, the college has
mailed out a survey to the 40 closest neighbors to solicit their opinions regarding relocating the
Farmers Market to the college.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
Few locations in the City have the requisite space and parking required by the Farmers' Market. If
the City Council chooses not to endorse the move to West Valley College and the College chooses
not to sign an agreement with the Farmers' Market, an alternative location within Saratoga will be
very difficult to find. In that case, the Farmers' Market may have to relocate to a nearby community
outside the boundaries of Saratoga.
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTlON(S):
Provide West Valley College a copy of the resolution of support if adopted by the City Council.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Standard notification by posting of the Council agenda, distribution to the press, and mailing to
Council agenda subscribers.
ATTACHMENTS:
Attachment A - Letter from West Valley College to the California Farmers' Market Association
Attachment B - Proposed Agreement - West Valley College, Saratoga Certified Farmers' Market
Attachment C - Resolution
20f2
,
W.ESTVALLEY
COLLEGE
January 3, 2005
Gail Hayden
Director
California Farmers' Markets Assoc.
3000 Citrus Circle .
Walnut Creek, CA 94598
trg~~
Dear Gail:
I am. writing to acknowledge the receipt of a project propOsal from the California Fimners'
Markets Association to locate the Saratoga Certified Farmers' Market at College of the Canyons.
I have read the proposal and was very impressed by the high degree of professionalism it
conveys and the thoroughness of its provisions. Certainly West Valley College shares the desire
to provide our community with services appropriate to our mission.
While the holiday season creates a hiatus of activity for us,.I wanted you to know we are now
"back in business" and I am proceeding with a serious consideration of the Market proposal.
The elements- of this consideration will include input from the City of Saratoga, response from
community members in general and our immediate neighbors in specific, consideration by our
Board of Trustees and routine costllogistical issues (not necessarily in that order). I have no
, reason to believe that any of these factors pose an a priori barrier but I wanted you to know what
factors we must weigh in making a decision. .
It is my hope to have this information collected and considered within the next 4-6 weeks ifnot
sooner. At that time 1 will contact you to further discuss this opportunity. If I can provide any
additional information or insights in the coming weeks, please feel free to call me at any time.
. Again, I am impressed with your leadership and effort to continue a valuable service for our
community. Hopefully West Valley College can help support your efforts.
Cc: Stan Arterberry, Chancellor
WEST VALLEY COLLEGE
14000 Fr\1itvaJe Avenue' Saratoga, California 95070-5698 . 408.867.2200 . www.westvalley.edu
Attachment A
RECEIVED
JAN 1 0 2005
CITY OF SARATOGA
PROPOSED AGREEMENT
WEST VALLEY COLLEGE,
SARA TOGA CERTIFIED FARMERS' MARKET
This Agreement (hereinafter "Agreement") is made and entered into as of , 2004
by and between the West Valley CoIlege, and the California Farmers' Markets Association
(hereinafter "CFMA"), a non profit mutual benefit corporation, fOf. the provision of managernent
and operation of the Saratoga Certified Farmers' Market to be held at West Valley College.
BACKGROUND
CALIFORNIA FARMERS' MARKETS ASSOCIATION
California Farmers' Markets Association, a California Non Profit Mutual Benefit Corporation,
dedicated to the concept "Fresh from the Farm", operates Certified Farmers' Markets in the
Greater San Francisco Bay Area. With participation of over 300 farms and producers throughout
California and the combined staff experience of over 50 years in developing and operating
Certified Farmers' Markets, CFMA is able to successfuIly integrate Certified Farmers' Markets
into cities by implementing unique marketing strategies that produce optimal visits of both
producers and consumers with cost efficiency while providing education about nutrition, issues
facing California family farms and food security.
WITNESSETH
WHEREAS, the 10 year old Saratoga Farmers' Market, a popular community event, wishes to
relocate from the Saratoga High School; and
WHEREAS, the WEST V ALLEY COLLEGE maintains otherwise idle public facilities which
could accommodate a Certified Farmers' Market for the neighborhood; and
WHEREAS, the Saratoga Farmers' Market held at WEST V ALLEY COLLEGE would not
impact existing activities on campus on Saturday mornings; and
WHEREAS, the CFMA has the experience and expertise in operating, marketing and rnanaging
certified farmers' markets. CFMA maintains in-house talent and resources to accomplish the
tasks necessary to successfully operate the WEST V ALLEY COLLEGE Certified Farmers'
Market; and
WHEREAS, the Saratoga Farmers' Market has the necessary resources and funds to cover the
expenses and costs of operating the market; and
Attachment B
__"____~~"__,,.______,.___,.h~,'_, ___._____,_____..___.._,___"~_...______
WHEREAS, the CFMA and WEST V ALLEY COLLEGE agree as follows:
1. USE PERMIT. CFMA holds a Use Permit in the City of Saratoga allowing for the
operation of the Certified Farmers' Market subject to certain conditions.
2. RIGHT TO ENTER. Permission is hereby granted to use and utilize for a Certified
Farmers' Market, hereinafter the "permitted area", on the campus parking lot of WEST
VALLEY COLLEGE, see site plan attached, between the hours of 7:30am and 3:00pm,
Saturdays, Year Round beginning, Saturday, May 14th, 2005. The market will be open frorn
9:00am to 1 :OOpm. The farmers will set-up their stalls between the hours of 7:30am and 9:00am
and take-down between 1 :OOpm and 3 :OOpm. Farmers' market vendor vehicles will not be
allowed to enter the permitted area prior to 7:30am. CFMA shall keep and maintain the
permitted area free and clear of any and all trash, refuse, garbage debris or litter arising from or
incidental to its use of the property as permitted hereby. CFMA shall not commit, suffer or
permit any waste on the permitted area.
3. SCOPE dF SERVICES. CFMA shall organize, operate, maintain and manage the WEST
V ALLEY COLLEGE Certified Farmers' Market (as such term is defined in Section 27512 of the
California Health and Safety CodelArticle 6.5, Title 3 of the California Administrative Code).
The WEST V ALLEY COLLEGE Certified Farmers' Market will be held on Saturdays, Year
Round beginning May 14th, 2005 at the location and during hours of operation as approved. The
duties and services to be performed by the CFMA are specified in the SCOPE OF SERVICES
attached hereto as Exhibit 1.
4. COMPENSA nON. The Farmers' Market is self-sustaining and does not require funding
from the WEST V ALLEY COLLEGE.
5. INDEMNIFICA nON AND INSURANCE. CFMA shall procure and maintain for the
duration of the contract "occurrence coverage" insurance against clairns for injuries to persons or
damage to property which may arise from or in connection with the performance of the work
hereunder by the CFMA, its agents, representatives, members, employees or subcontractors.
CFMA shall indemnify and hold WEST V ALLEY COLLEGE harmless against all claims,
demands, causes of action and liabilities of every kind and nature arising out of or in connection
with the Farmers' Market operations performed pursuant to this agreement. This indemnity shall
apply regardless of any active and/or passive negligent act or omission of WEST VALLEY
COLLEGE. The Farmers' Market shall not be obligated to indemnify any party for clairns
arising from the sole negligence or willful misconduct of WEST VALLEY COLLEGE, their
agents or employees. The indemnify set forth in this Section shall not be limited by insurance
requirements (described herein) or by any other provision of this Agreement.
(a) Minimum Scooe ofInsurance. Coverage shall be at least as broad as:
1. Comprehensive General Liability Insurance.
Agreement - December 9, 2004
2
2. Insurance covering Automobile Liability, code 1 "any auto" and endorsement
CA 0025.
3. Workers' Compensation insurance as required by the Labor Code of the State
of California and Employers Liability Insurance.
(b) Minimum Limits ofInsurance. CFMA shall maintain limits no less than:
1. General Liability: $3,000,000 combined single limit per occurrence for bodily
injury, personal injury and property damage. If commercial General Liability
Insurance or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to this project/location or the
general aggregate limit shall be twice the required occurrence limit.
2. Autornobile Liability: $3,000,000 combined single limit per accident for
bodily injury and property damage.
3. Workers' Compensation and Employers Liability: Workers' compensation
limits as required by the Labor code of the State of California and Employers
Liability limits of $3,000,000 per accident.
(c) Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions
must be declared to and approved by the WEST V ALLEY COLLEGE. At the option
of the WEST V ALLEY COLLEGE, either the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the WEST V ALLEY COLLEGE, its
officers, officials and employees.
(d) Other Insurance Provisions. The policies are to contain, or be endorsed to contain,
the following provisions:.
1. General Liability and Automobile Liability Coverages:
a. The WEST V ALLEY COLLEGE, its officers, officials, ernployees
and volunteers are to be covered as insureds as respects: liability
arising out of activities performed by, under the control of, or on
behalf of the CFMA; products and completed operations of the
CFMA occupied or used by the CFMA, or automobiles owned,
leased, hired or borrowed by the CFMA. The coverage shall contain
no special limitations on the scope of the protection afforded to the
WEST V ALLEY COLLEGE, its officers, officials, employees or
volunteers.
b. The CFMA's insurance coverage shall be primary insurance as
respects the WEST V ALLEY COLLEGE, its officers, officials,
employees and volunteers. Any insurance or self-insurance
maintained by the WEST V ALLEY COLLEGE, its officers,
officials, employees or volunteers shall be excess of the CFMA's
insurance and shall not contribute with it.
c. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the WEST V ALLEY COLLEGE, its
officers, officials, employees or volunteers.
Agreement - December 9, 2004
3
"....-,,-.....----_.,._------~--------_.....--._--"'------~'~.
d. The CFMA'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.
2. Workers' Compensation and Employers Liability Coverage.
The insurer shall agree to waive all rights of subrogation against the WEST
VALLEY COLLEGE, its officers, employees and volunteers for losses arising
from work performed by the CFMA at the WEST V ALLEY COLLEGE.
3. All Coverages.
Each insurance policy required by this clause shall be endorsed to state that
coverage shall not be suspended, voided, cancelled by either party, reduced in
coverage or in limits except after thirty (30) days' prior written notice by
certified mail, return receipt requested, has been given to the WEST V ALLEY
COLLEGE.
(e) Acceptability ofInsurers. Insurance is to be placed with insurers with a
Bests' rating of no less than A:VII.
(f) Verification of Coverage. CFMA shall furnish WEST V ALLEY COLLEGE with
certificates of insurance and with original endorsements effecting coverage required
by this clause. The certificates and endorsements for each insurance policy are to be
signed by a person authorized by that insurer to bind coverage on its behalf. The
certificates and endorsements are to be received and approved by the WEST
VALLEY COLLEGE prior to December 18th, 2004. The WEST VALLEY
COLLEGE reserves the right to require complete, certified copies of all required
insurance policies, at any time.
(g) Subcontractors. CFMA shall include all subcontractors as insureds under its policies
or shall furnish separate certificates and endorsernents for each subcontractor. All
coverages for subcontractors shall be subject to all of the requirements stated herein.
(h) The WEST V ALLEY COLLEGE may approve a variation in those insurance
requirements upon a determination that the coverages, scope, limits and forms of such
insurance are either not commercially available or that the WEST VALLEY
COLLEGE's interests are otherwise fully protected.
6. INDEPENDENT CONTRACTOR STATUS. It is understood CFMA is not acting
hereunder in any manner as an employee, agent or representative of the WEST VALLEY
COLLEGE, but solely under this Agreement as an independent contractor with no connection to
the members or employees of the WEST V ALLEY COLLEGE, or their known relatives. The
WEST V ALLEY COLLEGE shall not, under any circumstances, be liable to CFMA or any
person or persons acting for any such liability arising by virtue of negligence or intentional acts
by the WEST VALLEY COLLEGE, its officers, members, agents or employees.
Agreement - December 9, 2004
4
7. DESIGNATION OF PRIMARY PROVIDER OF SERVICES. This agreement
contemplates the services of the CFMA. The CFMA may seek expertise and assistance from
firms, organizations, or associations to accomplish and/or ensure the successful operation and
rnanagement of the Certified Farmers' Market.
8. LICENSES AND CERTIFICATES. CFMA shall at all times observe and obey all
applicable ordinances, resolutions, rules and regulations of City, County, State and Federa1law
and shall obtain and maintain all necessary permits, certificates, and licenses required to operate
a Certified Farmers' Market at the West Valley College. CFMA shall ensure that all participating
farmers, producers, entertainers and vendors obtain and maintain all necessary permits,
certificates, and licenses required pursuant to the Certified Farmers' Market regulations, local
City, County, State and Federal laws.
9. PRODUCT MIX. CFMA shall establish a product rnix of fruits, nuts, vegetables, and non-
agricultural products in the Certified Farmers' Market that will ensure maximum selection and
minimize over-duplication.
10. NONDISCRIMINATION. CFMA agrees that no person shall, on the basis of race,
color, religion, ancestry, national origin, sex, age, medical condition or physically handicapping
condition, pursuant to California Government Code Section 12990, be excluded from
participation in, be denied the benefits of, or be subjected to discrimination at the Farmers'
Market or in the process of managing or operating the Farmers' Market.
11. TERM. The term of the Agreement shall commence as of the date of execution hereof
and shall be renewed annually upon the same terms and conditions or under such other terms and
conditions as shall be agreed upon by both parties.
12. NOTICES. Notice required by this agreement shall be personally delivered or mailed,
postage pre-paid, as follows:
To: Doug Hayden, President
California Farmers' Markets Association
3000 Citrus Circle, Suite 111
Walnut Creek, CA 94598
. To: Philip L. Hartley, Ph.D, President
West Valley College
14000 Fruitvale Avenue
Saratoga, CA 95070-5698
Notices given by personal delivery shall be effective immediately. Notices given by mail shall be
deemed to have been delivered forty-eight hours after having been deposited in the United States
mail.
Agreement - December 9, 2004
5
13. ENTIRE AGREEMENT. This Agreement, including any exhibits attached hereto and
initialed by the parties, constitutes the entire agreement and understanding between District and
CFMA. This Agreement may be altered or amended only in a writing signed by both Parties.
14. WAIVER. No waiver of any provision of this Agreement or any rights or obligations of
any Party hereunder will be effective, except pursuant to a written instrument signed by the party
or parties waiving compliance, and any such waiver will be effective only in the specific
instances and for the specific purpose stated in such writing.
15. SUCCESSORS AND ASSIGNS. This Agreement shall be binding upon and shall inure
to the benefit of the Parties hereto and their respective heirs, personal representatives and
successors. This Agreement may not be assigned.
16. TERMINATION. This Agreement may not be revoked except upon sixty (60) days'
advanced written notice to the CFMA and in such event the CFMA shall have the full right to
complete and prepare an appeal of the revocation within ten (10) days to WEST VALLEY
COLLEGE. In the event the WEST V ALLEY COLLEGE terminates this Agreement without the
consent of CFMA, WEST V ALLEY COLLEGE agrees that termination is based upon good
cause such as CFMA' s default of any substantial terms of this Agreement, fraud or serious
mismanagement which breach WEST V ALLEY COLLEGE has brought to CFMA's attention
and CFMA has had a reasonable opportunity to cure.
17. CHOICE OF LA WS/AITORNEY'S FEES. This Agreement shall be interpreted in
accordance with the laws of the State. of California without regard to or application of conflicts
of law rules or principles. District and CFMA agree and consent to jurisdiction in the state or
federal courts in Santa Clara County, California. If action is taken by either Party to enforce any
of the terms of this Agreement, the prevailing party in such action shall be entitled to reasonable
attorney's fees together with costs and expenses incurred in pursuit thereof.
18. SEVERABILITY. Should any part of this agreement be declared by a final decision by
a court or tribunal of competent jurisdiction to be unconstitutional, invalid, or beyond the
authority of either party to enter into or carry out, such decision shall not affect the validity of the
remainder of this agreement, which shall continue in full force and effect, provided that the
remainder of this agreement, absent the unexcised portion, can be reasonably interpreted to give
effect to the intentions of the parties.
19. MISCELLANEOUS. This Agreement consists of the text of the Agreement and
constitutes the entire understanding and agreement of the parties.
20. AUTHORITY TO EXECUTE. Philip L. Hartley of the WEST V ALLEY COLLEGE is
authorized to execute this Agreement by the WEST V ALLEY COLLEGE on
2004.
Agreement - December 9, 2004
6
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SARATOGA SUPPORTING THE
RELOCATION OF THE FARMERS' MARKET TO
WEST VALLEY COLLEGE
WHEREAS, the 10 year old Saratoga Farmers' Market, a popular community
event, wishes to relocate from the Saratoga High School to West Valley College; and
WHEREAS, the West Valley College maintains public facilities which could
accommodate a Certified Farmers' Market for the community; and
WHEREAS, the Saratoga Farmers' Market held at West Valley College would
not impact existing activities on campus on Saturday mornings; and
WHEREAS, the College, as a good neighbor, has sent out a survey to its
neighbors soliciting their opinions regarding the relocation of the market; and
WHEREAS, the Saratoga Certified Farmers' Market has the experience and
expertise in operating, marketing and managing certified farmers' markets. Saratoga
Certified Farmers' Market maintains in-house talent and resources to accomplish the
tasks necessary to successfully operate a Certified Farmers' Market; and
WHEREAS, the Saratoga Farmers' Market has the necessary resources and funds
to cover the expenses and costs of operating the market; and
NOW, THEREFORE, the City Council of the City of Saratoga hereby resolves as
follows:
The City Council of the City of Saratoga supports the relocation of the Farmers' Market
to West Valley College; and
BE IT FURTHER RESOLVED;
The City Council of the City of Saratoga expresses its appreciation to West Valley
College President Phil Hartley and the West Valley-Mission College Board of Trustees
for their community-oriented approach to this issue.
The above and foregoing resolution was passed and adopted at an adjourned meeting of
the Saratoga City Council held on the _ day of , 2005 by the following vote:
Attachment C
,--"-,-~,._.-~~--~--".,._--_._---------'~_..---'--~-----,--~.,----~._,._~-_._--
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Kathleen M. King, Mayor
Cathleen Boyer, City Clerk
PREPARED BY:
John Chprhone
AGENDA ITEM:
CITY MANAGE~~'l.~
DEPTHEAD: ~~_~
(0
SARATOGA CITY COUNCIL
MEETING DATE: January 19, 2005
ORIGINATING DEPT: Puhlic Works
SUBJECT: Saratoga Gateway Project - Award of Bid
RECOMMENDED ACTION:
I. Move to declare Golden Bay Construction to be the lowest responsible bidder on the
proj ect;
2. Move to authorize staff to execute change orders to the contract up to $125,000;
3. Approve proposal with Paul Jensen for dedicated construction/engineering inspection work
associated with the Gateway Project, not to exceed $30,000;
4. Approve change order authority with existing contract with Design Studios West for
construction engineering on an as-needed basis, not to exceed $10,000;
5. Approve change order authority with existing contract with Gachina Landscape to complete
the median restoration work along Saratoga-Sunnyvale Road, not to exceed $25,000.
REPORT SUMMARY:
Sealed bids for the Saratoga Gateway Project were opened on November 23'd A total of four
contractors submitted bids and a sununary of the bids received is attached (Attachment 1). Golden
Bay Construction submitted the lowest bid of $2,707,622. Staffhas carefully checked the bid along
with the listed references and has determined that the bid is responsive to the Notice Inviting Sealed
Bids dated October 7'h, 2004. Following the bid opening, negotiations were made with the
contractor to eliminate certain add alternate items, and modifY the scope of work in order to
accomplish the project within budget. The resulting proposal from Golden Bay Construction is
$2,222,633.
The scope of work includes furnishing all materials, equipment, and labor to construct and install
decorative paving, medians, curb/gutter sections, sidewalks, electrical facilities, landscaping, and all
related and incidental work.
Because ofthe relatively large scope of this project and the consequential need for dedicated
supervision, it is recommended to hire a dedicated Engineering Inspector on an hourly contractual
basis. This inspector, Paul Jensen, has many years of experience with Santa Clara County CIP
projects, and has been highly recommended by Saratoga's current Engineering Inspectors. Mr.
Jensen is currently retired from the County of Santa Clara Roads and Airports Department, and will
be available for part-time inspeetion on the Gateway Projeet.
Structural engineering work will be required for certain elements of this project, and this work may
be performed on an as-needed basis. The projeet engineers, Design Studios West, will perform this
work.
It is therefore recommended that the Council declare Golden Bay Construction to be the lowest
responsible bidder on the project. A signed contract will submitted to City Council along with the
appropriate budget resolution for the February 2 City Council Meeting if a bid is awarded to Golden
Bay Construction. Further, it is recommended that the Council authorize staff to execute change
orders to the contract up to an amount of$125,000 to cover any unforeseen circumstances and
additional work, which may arise during the course of the project.
The following table summarizes the project changes and the associated costs:
ronstrlll"tinn Rlltlget= $2,375,000 (CIP & Street Fund)
!!;<;O:OO~ (Tree Fund)
1$2.425 00
Pr'\ipct ('o.t..
Low Bid for Construction: $2,707,612
Change Orders: 125,000
Inspection: 30,000
Construction Engineering: 10,000
Complete Median Restoration: 2<:;,000
$2,897,612
AtItI Ttpm.'
Kirkmont Signal Conduit: $65,900
Creekside Park: !!;ll,10<;
$99,005
Total Project Costs: 1$2.996.61 ~
Tota) Rntlgpt Shortfall' 1$571.6d
F.limin~tp Riel Ttpm~"
Bid Item 86A-89A: Intersection Decorative Concrete: ($197,798)
Rpelllce ~r.opp. of Work"
Bid Item 44: Median Lighting/Electrical:
Bid Items 12 & 13: Specialty Paving:
Bid Items 27 & 28: Trees:
Bid Items 82, 83, 84: Gateway Entrance/Electrical
($161,938) (columns lighted only)
($93,108) (intersections only)
($104,040) (reduce size of trees)
($17,100) (revised quantity/scope)
Rnclgl't Savings:
1$573.98~
FISCAL IMPACTS:
Funding for this work is progranuned in the adopted budget for Capital Improvement Project titled
"Saratoga-Sunnyvale Road Gateway Improvements". The adopted budget contains sufficient funds
to cover the contract and recommended change order amounts.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Golden Bay Construction will not be declared the lowest responsible bidder and a construction
contract will not be awarded to that firm. Additionally, all associated work outside the scope of
Golden Bay Construction will not be awarded at this time. The Council may make specific fmdings
to declare another bidder to be the lowest responsible bidder, or reject all of the bids and direct staff
to re-bid the entire project. However, staff does not believe that a lower bid will be obtained by re-
bidding the project due to the competitive nature ofthe current bids received.
ALTERNATIVE ACTION(S):
None in addition to the above.
FOLLOW UP ACTION(S):
A signed contract with Golden Bay Construction and Paul Jenson will submitted to City Council
along with the appropriate budget resolutions for the February 2 City Council Meeting. The
contracts will be executed and the contractor will be issued a Notice to Proceed. Work will begin in
winter/spring 2005 and completed by late sununer/early fall 2005.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Local property and business owners will be contacted for planning and scheduling purposes prior to
construction.
ATTACHMENTS:
1. Bid Summary.
(
SARA TOGA GA TEW A Y PROJECT
BID RESULTS
GEORGE BIANCHI
~ TCltlllPri~e
pi
Jl!ri!
O'GRADY CONST.
1JniIPri';" Tot.IPrice
GOLDEN BAY CONST.
lli!~ 'j;i"'pri
"
III
Item
~i1ization:
1 Mobilization
2 Traffic Control
140,000.00
100,000.00
240,000
II ,ItS
128,559
38,171
30,885
5,000
Subtotal Mobilization
Demolition:
3 Remove Curb & Gunel
4 Remove Asohalt Pavinl
5 Remove Concrete Pavin,
6 Clear & Grub Landscane Areas
7 Miscellaneous Site Improvement
Demolition
Subtot.
32.57
100.57
33.67
...!lQZ.
16.88
20,589.00
12,806.40
4,148.75
3.848.75
3,848.75
3,848.75
3,848.75
01
11,000.00
33.904.00
68,760.00
177,800.00
133,992.00
!
!
!
!
!
!
!
!
!
!
$
127.00
18.00
15.00
6.00
8,000,00
12,000.00
1,800.00
1,800.00
1,8t
1,81
1.81
75,000.00
35,208.00
48,705.00
105,000.00
156,324.00
168,732.00
23,849.00
18,400.00
12,000.00
25,300.00
1,600.00
3,600.00
4,800.00
10,000.00
2,000.00
89,600.00
780.,.118.00
17.00
75.00
21.00
.!1QQ.
7.00
9,200.00
12,000.00
1,100.00
1,600.00
1,800.00
!
!
!
!
!
!
!
!
!
!
!
!
!
!
!
$
000.00
32,600.00
57,300.00
112.280.00
156,324.00
116,003.25
20,442.00
19,206.00
5,000.00
29,900.00
1,600.00
3.200.00
4,800.00
6,400.00
550.00
126,000.00
791.605.25
!
!
!
!
!
!
!
!
$
!
!
!
!
$
!
$
25.00
20.00
80.20
21.00
8.25
6.00
9,603.00
5,000.00
1,300.00
1,600.00
1,600.00
1,600.00
800.00
275.00
!
!
!
!
!
!
!
!
!
!
!
!
!
!
!
$
SF
EA
LS
2,865
1,400
7,444
14.061
3AG7
2
2J
1
2
3
8
2
Demolition
Gradin
rete Pad (inc SIRTl & bench
Type A
,"
,C
,D
E
Subtotal Pavin:
9
10
!.!
!2
13
14
!2.
!2.
12
!!
12.
20
3..l.
~
2J
0.17
79,373.00
4,370.00
1.092.30
40,25
17.25
40.25
460.00 $
1.38 $
14.78 $
471.50 $
11
2,112.00
4,879.00
9,600.00
1.4,4OD.OO
15.120.00
2}44.00
0.10
8,000.00
3.600.00
900.00
24.00
16.00
--1.lQ
,000.00
.
,000.00
,000.00
176.00
17.00
600.00
3.00
--2:QQ
134.00
8,000.00
54,000.00
54.000.00
1,650.00
910.00
26,880.00
3,000.00
155,478.15
0.07
8,000.00
3,600.00
900.00
25.00
14.00
.20
9,384.20
5.697.55
55,650.00
62,700.00
62.700.22,
Q!l.
50
()()
()()
0.17
55,650.00
4,180.00
1.045.00
38.50
16.50
0.55
15
60
66
65
22,400
ation
!
!
!
!
$
000.00
000.00
2,160.00
4,879.00
9,600.00
14,400.00
12,600,00
2,400.00
3
10
7,00
600.00
3.00
5.00
150.00
!
!
!
$
Bid Results
1,980.00
1,049.50
7,040.00
6,336.00
35.632.80
7,216.00
!
!
!
$
13,750
~
38.50
440.00
1.32
~
451.00
!
!
!
!
!
!
!
$
12
287
16
4.800
2.g0
16
Subtohll Landsca
L.!!dsapiol
24 Soil Pre
25 Fme Gradinl!:
26 Toosoil
27 Trees - 60" box
28 Trees-36" box
29 Shrubs, 5 gal.
30 Plants, 1 e:al
31 Groundcover
32 Mulch
Irri ation
33 POC/VB
J4 Controller
35 OC
36 Sorayheads
J7 Electric Valve~
38 Laterals
39 Mainline
40 Valves
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