HomeMy WebLinkAboutCity Council Agenda Packet 2007-02-20ROLL CALL
ARCHIVE COPY
CITY OF SARATO
CITY COUNCIL
SITE VISIT AGENDA
TUESDAY, FEBRUARY 20, 2007
3:30 P.M.
REPORT OF THE POSTING
AGENDA
1. 14261 Springer Avenue
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 -1269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting (28 CFR 35.102 - 35.104 ADA Title
II)
Certificate of Posting of Agenda:
I, Ann Sullivan, Deputy 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
February 15, 2007 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 winnv.saraioc a.ca.us
Signed this 15`h day of February 2007 at Saratoga, California.
Ann Sullivan, CMC
Deputy City Clerk
AGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
FEBRUARY 219 2007
OPEN MEETING — 5:30 P.M. — ADMINISTRATIVE CONFERENCE ROOM,
13777 FRUITVALE AVENUE
Joint meeting with the Saratoga Historic Foundation
CLOSED SESSION— 6:30 P.M. — ADMINISTRATIVE CONFERENCE ROOM,
13777 FRUITVALE AVENUE
CALL MEETING TO ORDER — 6:30 P.M.
ANNOUNCEMENT OF CLOSED SESSION ITEMS
Conference With Legal Counsel - Existing Litigation (1 case) (Government Code section
54956.9(a)): Suto v. Saratoga et al. (Santa Clara County Superior Court Case
No.107CV078657
Conference with Labor Negotiators (Gov't Code Section 54957.6):
1) SMO: Agency Representative — Dave Anderson
2) SEA: Agency Representatives — Barbara Powell and Monica LaBossiere
3) Millmen Industrial Carpenters, Local 262: Agency Representatives — Barbara Powell
and Monica LaaBossisere
REGULAR MEETING — 7:00 P.M. — CIVIC THEATER/COUNCIL CHAMBERS
AT 13777 FRUITVALE 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
February 15, 2007)
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non- Aaendized 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 the Saratoga Historic Foundation
Council Direction to Staff
Instruction to Staff regarding actions on current Communications from Boards &
Commissions.
None
CEREMONIAL ITEMS
IA. Commendation honoring Margaret Wang
Recommended action:
Present commendation
SPECIAL PRESENTATIONS
None
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.
2A. City Council Minutes — January 17, 2007
Recommended action:
Approve minutes.
213. City Council Minutes — February 2, 2007
Recommended action:
Approve minutes
2C. Check Register for February 6, 2007
Recommended action:
Accept check register.
2D. Treasurers Report for Month Ended November 2006
Recommended action:
Accept report.
2
2E. Treasurers Report for Month Ended December 2006
Recommended action:
Accept report.
2F. Agreement with CIM Air, Inc. for HVAC System Installation — North Campus,
Administration Building
Recommended action:
Accept report and adopt the resolution approving the Agreement with CIM Air,
Inc. for Heating, Ventilating, and Air Conditioning (HVAC) System Installation
for the North Campus Administration Building.
PUBLIC HEARINGS
3. Appeal of Planning Commission Decision Approving a Minor Modification of
Approved Plans at 14261 Springer Avenue
Recommended action:
Conduct public hearing; uphold the Planning Commisison approval of a minor
modification of approved plans for 14261 Springer Avenue; Refund the appeal fee
for the Planning Commission hearing.
4. Purchasing Ordinance Update
Recommended action:
Conduct public hearing and introduce and waive the first reading of ordinance
regarding purchasing system and direct staff to place ordinance on consent
calendar for final adoption.
OLD BUSINESS
None
NEW BUSINESS
Request to form a Saratoga Area Senior Coordinating Council (SASCC) City
Council Adhoc Committee
Recommended action:
Accept report and appoint two Councilmembers to the Adhoc committee.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Aileen Kao
Association of Bay Area Government
Hakone Foundation
Santa Clara County Valley Water Commission
West Valley Mayors and Managers Association
City School AdHoc
Highway 9 Safety Project Committee
Vice Mayor Ann Waltonsmith
Hakone Foundation
Northern Central Flood Control Zone Advisory Board
KSAR
SASCC
Sister City Liaison
Highway 9 Safety Project Committee
Prospect Road AdHoc
Councilmember Chuck Page
Chamber of Commerce
Santa Clara County Cities Association -Joint Economic Development Policy Committee
(JEDPQ
West Valley Sanitation District
West Valley Solid Waste Joint Powers Association
Village AdHoc
Councilmember Kathleen King
County Cities Association Legislative Task Force
Peninsula Division, League of California Cities
Santa Clara County Cities Association
Valley Transportation Authority PAC
City School AdHoc
Prospect Road AdHoc
Councilmember Jill Hunter
County HCD Policy Committee
Historic Foundation
Library Joint Powers Association
Santa Clara County Emergency Council
Village AdHoc
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 -1269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting (28 CFR 35.102- 35.104 ADA Title
II)
Certificate of Posting of Agenda:
I, Ann Sullivan, Deputy 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
February 15, 2007, 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 ivww.sarato�,Ya.ca.us
Signed this 15`n day of February 2007at Saratoga, California.
Ann Sullivan, CMC
Deputy City Clerk I L
'I
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2007
3/7 Regular Meeting — Joint Meeting with Saratoga Ministerial Association
3/21 Regular Meeting — Joint Meeting with Hakone Foundation
4/4 Regular Meeting — Joint meeting with Library Commission and Friends of
the Saratoga Libraries
4/18 Regular Meeting — Youth Commission
5/2 Regular Meeting — Joint meeting with Villa Montalvo and Mt. Winery
5/16 Regular Meeting — Joint Meeting with Traffic Safety Commission
6/6 Regular Meeting — Joint Meeting with Planning Commission
6/20 Regular Meeting
7/4 Holiday — Meeting Cancelled
7/18 Regular Meeting
8/1 Regular Meeting
8/15 Summer Recess
9/5 Regular Meeting
9/19 Regular Meeting
10/3 Regular Meeting
10/17 Regular Meeting
11/7 Regular Meeting
11/21 Regular Meeting
12/5 Regular Meeting — Reorganization
12/19 Regular Meeting
SARATOGA CITY COUNCIL
MEETING DATE: February 21, 2007
AGENDAITEM:
ORIGINATING DEPT: City Manager's Office CITY MANAGER:
PREPARED BY:
Cathleen Boyer, City Clerk
DEPT HEAD:
SUBJECT: Commendation Honoring Margaret Wang
RECOMMENDED ACTION:
Present commendation.
REPORT SUMMARY:
The attached commendation honors Margaret Wang for her many hours of volunteer service with
the American Heart Association.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
None
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
ATTACHMENTS:
Attachment A — Copy of the proclamation
SARATOGA CITY COUNCIL
MEETING DATE: February 21, 2007 AGENDA ITEM: •
ORIGINATING DEPTt y anager's Office CITY MANAGER:
PREPARED BY:
DEPT HEAD:
, City Clerk Dave Anderson, City Manager
SUBJECT: City Council Minutes
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for the following City Council Meeting:
Regular Meeting — January 17, 2007
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 January 17, 2007
MINUTES
SARATOGA CITY COUNCIL
JANUARY 17, 2007
The City Council of the City of Saratoga held a study session to dicuss potential
environmental initiatives in the Administrative Conference Room, 13777 Fruitvale
Avenue, at 5:30 p.m.
Barbara Powell, Assistant City Manager, presented staff report.
Assistant City Manager Powell explained that awareness about negative environmental
impacts that are occurring due to industrialization, population growth, rapid economic
expansion in developing countries and other factors are the subject of increasing public
awareness and concern. Assistant City Manager Powell stated that tonight's discussion
was the City's first step to begin the discussion about initiatives the City may undertake
to promote environmental stewardship.
The following is a list of ideas generated from the City Councilmember and staff:
• Intergovernmental IPM
• Climate Change
• Green Building
o Checklist for new and remodel homes (during design phase)
• Solar installation on City Buildings
• Education about Environmental Sustainability
• Seminars
• Host an event (tailored to be easily implemented)
• Review/Evaluate Best Practices for Tree Ordinance
• Encourage Planting of Street Trees
• Environmentally Preferable Purchasing Policy
• Zero Charge for solar permits
• Pursue "Climate Smart" Program
• Regional Education
• West Valley mayor /Manager
• Coordinate with Schools, Scouts, and other organizations
• Paperless electronic operations for City
o Issue each Councilmember a laptop
• Website /Citizen & Planning Commission Feedback
• Reduce Fees for Incorporating Green Building Aspects
• Restrictions on Outdoor Fireplaces/Pits
• Cities Association
o Walkable Communities
o Climate protection/global warning
Consensus of the City Council to direct staff to:
1. Estimate cost of options
2. "Greening" in phases
3. Prepare a timeline
4. Schedule a City Council and Planning Commission Study Session
5. Rank the five top options
The City Council met in Closed Session in the Administrative Conference Room, 13777
Fruitvale Avenue, at 6:30 p.m.
ANNOUNCEMENT OF CLOSED SESSION ITEMS
(Government Code section 54956.9(a))
Name of case: City of Saratoga v. Sullivan. (Superior Court of California, County
of Santa Clara Case No. 107CH000601).
MAYOR'S REPORT ON CLOSED SESSION
Mayor Kao reported
Mayor Kao called the Regular City Council meeting to order at 7:00 p.m. and led the
Pledge of Allegiance.
ROLL CALL
PRESENT: Councilmembers Jill Hunter, Kathleen King, Chuck Page,
Vice Mayor Ann Waltonsmith Mayor Aileen Kao,
ABSENT: None
ALSO Dave Anderson, City Manager
PRESENT: Richard Taylor, City Attorney
Cathleen Boyer, City Clerk
Sandra Sato, Interim Administrative Services Director
John Livingstone, Community Development Director
John Cherbone, Public Works Director
REPORT OF CITY CLERK ON POSTING OF AGENDA FOR JANUARY 17,
2007
Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2,
the agenda for the meeting of January 17, 2007, was properly posted on January 12,
2007.
ORAL COMMUNICATIONS
The following people requested to speak at tonight's meeting:
Elaine Clabeaux requested that the City Commissions be restored.
Citizen Ray stated that in regards to the Highway 9 Safety Project he was shocked to find
out the $1.7 million dollars only implements an 8ft shoulder/bicycle lane.
Norman Koepernik reminded everyone the 6`h Annul Mustard Walk is scheduled for
Sunday, February 4, 2007.
ANNOUNCEMENTS
Vice Mayor Waltonsmith announced that the City's new website was finally complete
and encouraged everyone to visit it at www.saratoea.ca.us .
City Council Minutes 2 January 17, 2007
Councilmember Page noted that everyone in Saratoga should have received their new
garbage bins and reminded everyone not to use them until March 1, 2007.
Councilmember Hunter reminded everyone that the Village Fashion Show is scheduled
for Sunday, February 11, 2007 at the Foothill Club.
CEREMONIAL ITEMS
IA. COMMENDATION HONORING BOY SCOUT TROOP 535
STAFF RECOMMENDATION:
Present commendation.
Mayor Kao read the commendation and presented to members of By Scout Troop
535.
Troop 535 announced that their next E -Waste event would be on June 2, 2007.
1B. PROCLAMATION DECLARING THE WEEK OF JANUARY 28-
FEBRUARY 2, 2007 "CATHOLIC SCHOOLS WEEK"
STAFF RECOMMENDATION:
Present proclamation.
Mayor Kao read the proclamation and presented it Alison Kline, representing the
Diocese of San Jose.
SPECIAL PRESENTATIONS
2. ANNUAL AUDIT FOR FY 2005 -06 AND CAFR (COMPREHENSIVE
ANNUAL FINANCIAL REPORT) AND MANAGEMENT LETTER
STAFF RECOMMENDATION:
1. Receive audit and hear presentation by the independent audit firm of
Caporicci & Larson.
2. Adopt resolution to approve Budget Adjustment No. 33 to the FY 2006 -07
budget to carry over transfers from the Recreation and Teen Center Funds.
RESOLUTION: 07 -001
Gary Caporicci, representing Caporicci & Larson, gave a brief overview of the
City's FY 05 -06 audit. Mr. Caporicci stated that the City's audit received the
highest honor, that of an unqualified audit.
HUNTER/WALTONSMITH MOVED TO ADOPT RESOLUTION TO
APPROVE BUDGET ADJUSTMENT NO. 33 TO THE FY 2006 -07
BUDGET TO CARRY OVER TRANSFERS FROM THE RECREATION
AND TEEN CENTER FUNDS. MOTION PASSED 5 -0.
City Council Minutes 3 January 17, 2007
CONSENT CALENDAR
3A. CITY COUNCIL MINUTES — DECEMBER 20, 2006
STAFF RECOMMENDATION:
Approve minutes.
KING/WALTONSMITH MOVED TO APPROVE COUNCIL MINUTES
FROM DECEMBER 20.2006 — REGULAR MEETING. MOTION PASSED
5 -0.
313. CHECK REGISTER FOR DECEMBER 19, 2006
STAFF RECOMMENDATION:
Accept check register.
KING /WALTONSMITH MOVED TO ACCEPT CHECK REGISTER FROM
12/20/06. MOTION PASSED 5 -0.
3C. TREASURERS REPORT FOR MONTH ENDED OCTOBER 2006
STAFF RECOMMENDATION:
Accept report.
KING /WALTONSMITH MOVED TO TREASURERS REPORT FOR
MONTH ENDED OCTOBER 2006. MOTION PASSED 5 -0.
3D. TRAFFIC SAFETY COMMISSION MEETING SCHEDULE
STAFF RECOMMENDATION:
Adopt resolution approving the revised meeting schedule.
RESOLUTION: 07 -004
KING /WALTONSMITH MOVED TO ADOPT RESOLUTION AUTHORIZING
THE TRAFFIC SAFETY COMMISSION TO AMEND ITS MEETING
SCHEDULE FROM QUARTERLY TO EVERY OTHER MONTH.
MOTION PADDED 5 -0.
3E. AMENDMENT TO INDEPENDENT CONTRACTOR AGREEMENT FOR
THE GENERAL PLAN UPDATE WITH DEBORAH UNGO-
MCCORMICK CONSULTING
STAFF RECOMMENDATION:
Authorize the City Manager to execute an Amended Agreement with Ungo-
McCormick Consulting for planning and development services to prepare an
update of three of the City's General Plan Elements.
City Council Minutes 4 January 17, 2007
KING /WALTONSMITH MOVE TO AUTHORIZE THE CITY MANAGER
TO EXECUTE AN AMENDED AGREEMENT WITH UNGO-
MCCORMICK CONSULTING FOR PLANNING AND DEVELOPMENT
SERVICES TO PREPARE AN UPDATE OF THREE OF THE CITY'S
GENERAL PLAN ELEMENTS. MOTION PASSED 5 -0.
PUBLIC HEARINGS
4. CITY INITIATED NEGATIVE DECLARATION, GENERAL PLAN LAND
USE MAP AMENDMENT, AND ZONING MAP AMENDMENT
RELATING TO ELEVEN (11) PARCELS
STAFF RECOMMENDATION:
1. Adopt resolution approving the Negative Declaration (solely as it pertains
to the subject parcels, not the ongoing review of the pending General Plan
Land Use Map Update).
2. Adopt resolution approving the purposed General Plan Land Use Map
Amendment for 8 of the 11 parcels.
3. Open and conduct the public hearing, introduce the ordinance amending
the zoning map for 3 of the 11 parcels, waive the first reading, and
schedule the item for second reading and adoption on consent calendar.
RESOLUTION: 07 -003 & 004
Therese, Associate Planner, presented staff report.
Mayor Kao opened the public hearing and invited public comments.
Robert Zager stated that he felt the notices of public hearing that were sent to
property owners were incomprehensive.
Mayor Kao closed the public hearing.
WALTONSMITH/HUNTER MOVED TO ADOPT RESOLUTION
APPROVING THE NEGATIVE DECLARATION (SOLELY AS IT
PERTAINS TO THE SUBJECT PARCELS, NOT THE ONGOING
REVIEW OF THE PENDING GENERAL PLAN LAND USE MAP
UPDATE). MOTION PASSED 5 -0.
PAGE /WALTONSMITH MOVED TO ADOPT RESOLUTION APPROVING
THE PURPOSED GENERAL PLAN LAND USE MAP AMENDMENT FOR
8 OF THE I1 PARCELS. MOTION PASSED 5 -0.
HUNTER/PAGE MOVED TO INTRODUCE THE ORDINANCE
AMENDING THE ZONING MAP FOR 3 OF THE 11 PARCELS, WAIVE
THE FIRST READING, AND SCHEDULE THE ITEM FOR SECOND
READING AND ADOPTION ON CONSENT CALENDAR. MOTION
PASSED 5 -0.
City Council Minutes 5 January 17, 2007
RESOLUTION ORDERING THE ABATEMENT OF A PUBLIC
NUISANCE BY REMOVAL OF HAZARDOUS VEGETATION
STAFF RECOMMENDATION:
Conduct public hearing and adopt resolution.
RESOLUTION: 07 -005
Cathleen Boyer, City Clerk, presented staff report.
Mayor Kao opened the public hearing and invited public comments.
Seeing none, Mayor Kao closed the public hearing.
WALTONSMITH/PAGE MOVED TO
HAZARDOUS VEGETATION. MOTION PASSED 5 -0.
6. ORDINANCE ADOPTING VIDEO SERVICE STANDARDS
STAFF RECOMMENDATION:
Conduct public hearing and introduce and waive first reading of ordinance
regarding video service standards and direct staff to place ordinance on consent
calendar for final adoption.
Richard Taylor, City Attorney, presented staff report.
Mayor Kao opened the public hearing and invited public comments.
Seeing none, Mayor Kao closed the public hearing.
WALTONSMITH/PAGE MOVED TO INTRODUCE AND WAIVE FIRST
READING OF ORDINANCE REGARDING VIDEO SERVICE
STANDARDS AND DIRECT STAFF TO PLACE ORDINANCE ON
CONSENT CALENDAR FOR FINAL ADOPTION. MOTION PASSED 5 -0.
OLD BUSINESS
None
NEW BUSINESS
REVIEW OPTIONS FOR RANFRE LANE REFUGE POCKET
STAFF RECOMMENDATION:
Consider report, accept public testimony, and provide direction to staff.
John Cherbone, Public Works Director, presented staff report.
City Council Minutes 6 January 17, 2007
The following people spoke in favor of the proposed refuge pocket and encourage
the Council to fund the project as soon as possible:
Corinae Vita
Cheryl Schweitzerhof
Dory Albert
Mark Peeples
Hartuti Peeples
Ed Vincent
Dave Mighdoll
Jeff Hoffman
Jan Smith
WALTONSMITH/PAGE MOVED TO SUPPORT THE PROPOSED RANFRE
LANE REFUGE POCKET USING COUNCIL CONTINGENCY; PREPARE
BUDGET RESOLUTION FOR THE FEBRUARY 7.2007 AGENDA.
MOTION PASSED 5 -0.
PARK DEVELOPMENT AND SPORT FIELD USE — PUBLIC
DISCUSSION OPTIONS
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
John Cherbone, Public Works Director, presented staff report.
Denise Goldberg reiterated the purpose behind the proposed imitative and also
added that the group would consider withdrawing the imitative. Mrs. Goldberg
noted that he Parks & Recreation Commission should be brought back.
Elaine Clabeaux note that she is not in favor of the options in the staff report. Mrs.
Clabeaux noted that she would like to see the city adopt the initiative. Mrs.
Clabeaux stated that she would prefer not to spend the City's money on an
election.
Howard Miller opposed to their initiative for because it would ban Sunday play
which would eliminate the VIP program and opening day. Mr. Miller stated that
the initiative also bans paid coaching or training. Mr. Miller stated that the user
groups should be represented in any discussions.
Cheriel Jensen noted that a lot of people are concerned about loosing open space in
the City. Mrs. Jensen stated that the various groups should be able to work the
issues out with the Council rather than going to a ballot.
David Mighdoll noted that the issue before the council tonight was to discuss
options no the initiative. Mr. Mighdoll stated that in his opinion the whole
community would be interested.
Maria Geurra stated that everyone's opinion should be considered
Pablo Parker requested that the City Council support organized sports in Saratoga.
City Council Minutes 7 January 17, 2007
Debbie Lillo noted that she supported community input.
PAGE /WALTONSMITH MOVED TO COMMIT TO CREATING AN
ENTITY TO DISCUSS THE PHILOSOPHY AND TO COLLECT INPUT
ABOUT ISSUES REFLECTED IN THE INITIATIVE, IF THE INITIATIVE
IS WITHDRAWN BY A FORMAL LETTER TO BE FILED WITH THE
CITY CLERK. Motion passed 5 -0.
HIDDEN HILLS AND PROSPECT ROAD - OUTREACH OPTIONS
STAFF RECOMMENDATION:
Accept report and direct staff accordingly.
Cathleen Boyer, City Clerk, presented staff report.
City Council consensus to direct staff to plan a City Hall Open House in the
Spring.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Kao had no reportable information.
Vice Mayor Waltonsmith reported the following information:
Highway 9 Safety Proiect Committee - two meeting have been held and a discussion took
place in regards to the relinquishment of Highway 9 to the three cities.
Councilmember Page had no reportable information.
Councilmember King reported the following information:
County Cities Association Legislative Task Force - requested that the following items be
agendized for discussion: 1) City Selection Committee Policy Priorities 2) City Selection
Committee Appointment to the Metropolitan Transportation Commission.
Valley Transportation Authority PAC - $57 million in bond funds which has to be used
for mass transit projects.
Councilmember Hunter reported that Councilmember she attend the League of California
Cities Annual Conference last week with Councilmember Page and City Manager
Anderson. Councilmember Hunter stated that is was a very good conference with over
440 in attendance.
CITY COUNCIL ITEMS
In regards to Mr. Zagar's comments regarding the noticing procedures for public
hearings, Councilmember King asked if legal notices could be printed on one color and
written in a way the public can understand the notice.
OTHER
None
City Council Minutes 8 January 17, 2007
CITY MANAGER'S REPORT
Under the City's Code, City Manager Anderson explained that he had to ask permission
from the Mayor to leave town. City Manager Anderson requested permission to leave
town from Friday, January 19, 2007 returning on Monday, January 22, 2007.
Mayor Kao granted City Manager Anderson's request.
ADJOURNMENT
There being no further business Mayor Kline adjourned the regular meeting at 10:25 p.m.
Respectfully submitted,
Cathleen Boyer, CMC
City Clerk
City Council Minutes 9 January 17, 2007
SARATOGA CITY COUNCIL
MEETING DATE: February 21. 2007 AGENDA ITEM- 211
ORIGINATING DEP • y ager's Office CITY MANAGER: --
PREPARED BY: DEPT HEAD:
Cag n yer, City Clerk Dave Anderson, City Manager
SUBJECT: City Council Minutes
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for the following City Council Meeting:
City Council Retreat — February 2, 2007
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
M
FOLLOW UP ACTION:
Retain minutes for legislative history.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A — Minutes February 2, 2007
MINUTES
SARATOGA CITY RETREAT
HAKONE GARDENS
FEBRUARY 2, 2007
Mayor Kao called the Council retreat order at 9:00 a.m.
ROLL CALL
PRESENT: Mayor Aileen Kao, Vice Mayor Ann Waltonsmith,
Councilmembers Chuck Page, Kathleen King, Jill Hunter
ABSENT: None
ALSO Dave Anderson, City Manager
PRESENT: Barbara Powell, Assistant City Manager
Richard Taylor, City Attorney
Cathleen Boyer, City Clerk
Mary Furey, Administrative Services Director
Sandra Sato, Interim Administrative Services Director
John Cherbone, Director of Public Works
John Livingstone, Community Development Director
Joan Pisani, Recreation Director
REPORT OF CITY CLERK ON POSTING OF AGENDA FOR FEBRUARY 2,
2007
Cathleen Boyer, City Clerk reported that pursuant to Government Code Section 54954.2,
the agenda for the meeting of February 2, 2007 was properly posted on January 31, 2006.
ORAL COMMUNICATIONS
The following people requested to speak at tonight's meeting:
Priscilla Ho informed the Council that she feels that the Wildlife Center should keep
treated birds with West Nile Virus for at least six months.
1. TAX EQUITY ALLOCATION (TEA) FUNDS
Dave Anderson, City Manager, presented staff report.
COUNCIL DISCUSSION
One Time Funds
Mayor Kao
• Replenish Council Contingency @ $30,000
• Allocate some funds towards the North Campus renovations
• Fund Kevin Moran Park @ $1.1
• Hold off funding Hakone matching funds
• Investigate the concept of a "Historic Village" designation
• Village Sidewalk Project
o Prepare a Sidewalk Master Plan
• Suspend the Hakone Gardens matching funds
Vice Mayor Waltonsmith
• Replenish Council Contingency @ $30,000
• Fund Kevin Moran Park @ $1.1
• Fund Hakone Gardens matching funds
Allocate some funds towards the North Campus renovations
Village Sidewalk Project
o Supports Option 1 — Remove and Replace Damaged Concrete @
$740,000
Councilmember Page
• Replenish Council Contingency @ $30,000
• Fund Kevin Moran Park @ $1.1
• Suspend the Hakone Gardens matching funds
Saratoga Village needs a Master Plan
Village Sidewalk Project
o Supports Option 1 — Remove and Replace Damaged Concrete @
$740,000
Councilmember King
• Replenish Council Contingency @ $30,000
• Fund Kevin Moran Park @ $1.1
• Allocate some funds towards the North Campus renovations
• Table the matching funds for Hakone; wait and see if the City receives park
bond funding from the State
• Village Sidewalk Project
o Prepare a Sidewalk Master Plan
Councilmember Hunter
• Replenish Council Contingency @ $30,000
• Does not support the funding of Kevin Moran Park @ $1.1 — would like to
suggest minimum upgrades
• Allocate some funds towards the North Campus renovations
• Suspend the Hakone Gardens matching funds
• Investigate the concept of the Village as being designated and marketed as
"Historic Village" through the National Trust
• Install lights on 3rd Street and Oak Street
• Would not support any funds being used to prepare a Village Master Plan or to
hire a consultant
1. Unanimous consensus on the following items:
• Replenish Council Contingency @ $30,000
• Hold off on funding Hakone matching funds
City Council Retreat Minutes 2 February 2, 2007
2. Items where there is substantial consensus
• Fund Kevin Moran Park @ $1.1 million
3. Items with majority concurrence
• Village Master Plan (includes sidewalks)
Ongoing Funds
Mayor Kao
CIP — integrate all money and project to make Saratoga unique and beautiful.
• Would support allocating a portion of the TEA funds for strategic planning
Vice Mayor Waltonsmith
• Suggested Pavement Management Program allocation is too high for a city the
size of Saratoga
Supports allocating addition financial assistance from the City to KSAR
Supports weekly street sweeping
Councilmember Page
• Look at investment opportunities
Councilmember King
• Keep at least half of the TEA money each year for capital strategic needs
• Citizens of Saratoga expect the following to be provided:
o Safety
o Infrastructure
• Community Development
• Business Development
• Recreational Services
Supports allocating addition financial assistance form the City to KSAR
Leverage TEA (don't obligate it all on operations) use as matching funds
Councilmember Hunter
• Roads are in good shape
Does not support allocating $1.8 million to the Pavement Management
Program (PMP), would support allocating $1 million
Keep at least half of the TEA money each year for capital strategic planning
needs
COUNCIL DIRECTION
• Council Consensus — none
• Substantial consensus — none
• Items with majority consensus to save some of the TEA money each year for
capital strategic needs
2. FACILITIES
Barbara Powell, Assistant City Manager, Joan Pisani, Recreation Director,
Thomas Scott, Facilities Supervisor and Yvonne Lampshire, Facilities Rental
Coordinator, presented staff report.
City Council Retreat Minutes 3 February 2, 2007
Mayor Kao
• Asked about solar panels on Fellowship Hall
• Must keep good of community as focus
• Prefers that the Sanctuary building be demolished and use land for community
use
• RFP — whole campus or just front? Send out ASAP
Vice Mayor Waltonsmith
• Two front buildings provide a buffer
• If the Education and Sanctuary buildings are used:
• Must provide a buffer
• Must be open to the community (public use)
• Willing to give long term lease
• If Sanctuary building is demolished would leave an "ugly" space
• Prefer leave as is and use for storage
• Find out proposals for use
• How much does it cost to build a small gymnasium?
Councilmember Page
• RFP a good idea
• If long term lease, turn over to City after lease
• Need to take noise in account when approving potential uses, as neighbors are
sued to an under utilized site
• Open up facilities to the larger community
Councilmember King
• Front property not fully utilized
• City could fund more as matching funds
• RFP ok to consider
Councilmember Hunter
• Prefers no modular buildings
COUNCIL DIRECTION
• Consensus to schedule a Study Session to set parameters for proposals
3. CITY COMMISSIONS, COMMITTEES, AD HOCS, TASKFORCES
Barbara Powell, Assistant City Manager, presented staff report.
Mayor Kao
• If Commissions are reinstated make sure they have clear goals
• Website provides venue for citizen input
o May need to educate people about it
• If Commissioners are appointed; residents would need to speak through the
Commissions
• Each commission will have different goal(s)
City Council Retreat Minutes 4 February 2, 2007
• Parks & Recreation Commisison could focus on the principles of the initiative
Vice Mayor Waltonsmith
• All for reinstating the commission and empowering them
• We have had years of "Top down" approach from City Council.
o Want to avid in future in the community
• Existing commissions /committees are great "eyes & ears"
• Want Commissions to bring forth ideas
• Try to work with neighborhood groups
• Help build groups in areas without neighborhood groups
• Train residents workings of the City
• Ongoing issues
• Library Commission — who oversees bond money; continue quarterly
meetings
• Finance Commission — make it a committee; could possibly handle
library bond money
• Arts Commission and Parks and Recreation Commission — combined
into one commission; together could provide opportunity to raise
money and promote events
• Traffic Safety — go back to Public Safety Commission
• Heritage Preservation Commission — give direction/channel
• Traffic Safety Commission — ok as is
• Library Commission — mothball
• Finance Commission — manage library bond money; translate budget to public
• Parks & Recreation Commission — reinstate with specific scope _
Councilmember Page
• What is the ultimate benefit of commissions?
• Potential problem — "You didn't hear me because you didn't do what I said"
• Have commissioners receive input form residents; come to Council for
direction/focus /priorities
• Library Commission — does not function; purpose is not clear; may not need
• Arts Commission — unfocused (ideas with no money)
• Finance Commission — questioned their need; maybe have a Budget Oversight
Group
• Traffic Safety Commission — ok as is as long as they ask for help with
conflicts like we have experiences recently with the issue of speed bumps on
Pierce Road
• Parks & Recreation Commission — Put back in place; possible conversion to a
Public Use Commission
Councilmember King
• What is the objective?
• Are we trying to get citizens involved?
• Flushing out issues to bring to Council?
• Need to analyze costs vs. benefits
• Two way education about what commission can do
• If no direct relation with City some residents feel disenfranchised
• Would like more community input
• Suggest neighborhood representatives
City Council Retreat Minutes
February 2, 2007
• Need to analyze benefit and costs
• Parks & Recreation Commission — support reinstating; have to have clear
objectives /directions right now
• Arts and Finance Commission — not sure about reinstating
• Parks & Recreation Commission — reinstate with specific scope
• Heritage Preservation Commission — give direction
• Take longer time with Commissions during Council joint meeting to provide
focus /direction
• Library Commission — mothball
Councilmember Hunter
• Support reinstating all Commissions
• Commissions need strong direction from Council
• What was /is the cost of not having commissions (what they provide /save the
City)
• Need to communicate that City Council cares
• People feel less disenfranchised if they feel they know who to go to
• Make people feel as if they are part of the governance of Saratoga; part of the
process
• City Councilmembers should sit on commissions
• Model — Saratoga Education Foundation
• Take in input
• Board gives direction
• Reinstate Arts, Finance, and Parks & Recreation Commissions
PUBLIC COMMENTS
Cheriel Jensen stated that she fully supports reinstating the commissions. Mrs. Jensen
pointed out that in the past the Finance Commission provided an overview of the City
financials which was available at the Saratoga Library. Mrs. Jensen would like the
Parks & Recreation Commission to revisit the dog park issue. Mrs. Jensen stated that
she feels commissions can function without staff support. Mrs. Jensen stated that it's
her belief that the more commissions the better.
COUNCIL DIRECTION
Consensus of the City Council to direct staff to prepare a staff report including the
following information:
• Park & Recreation Commission
• Option for terms and number of members
• Extend suspended members terms?
• Staffing
• Larger focus; not focused only on parks and fields
• Council to provide specific direction
• Library Commission —at joint meeting on April 4, 2007 discuss options
• Arts Commission — continue discussion
• Finance Commisison — purpose; to prepare an executive summary of budget
and audit
City Council Retreat Minutes 6 February 2, 2007
Councilmember King and City Manager Anderson will talk to Villa Montalvo
in regards to a possible formation of a Cultural Council
4. PUBLIC INFORMATION /COMMUNITY OUTREACH
Cathleen Boyer, City Clerk, presented staff report.
Mayor Kao
• State of the City — support; mid year
• Saratogan — support but find ways to cut costs (place them at the Post Office
and throughout City Hall, email version)
Vice Mayor Waltonsmith
• Keep newspapers informed
• Update web
• KSAR — Allocate more funds
• Saratogan — reinstate I per year
• WVC& R — use quarterly invoices to publish public notices
• Neighborhood meetings — support for major issues
• Citizen Academy — support
• State of the City — support
Councilmember Page
• Create a list serve where more that two Councilmembers could log on
• Look at ways to send out Saratogan (web, email)
• Neighborhood meetings — support; a place to be heard and gather input
Councilmember King
• Create a list serve on key issues
• Use a list serve to learn how people want to receive information
• Use a city -wide voice mail to notify groups of meeting times and dates
Councilmember Hunter
• Use banner at Blaney Plaza only for Saratoga events
COUNCIL DIRECTION
Consensus of the City Council to move forward with the following:
• Continue with currently used methods of outreach
• Incorporate neighborhood meetings into outreach
• Publish one Saratogan
• Prepare a "State of the City" midyear
• Investigate "City Page" in the Saratoga News and Los Gatos Daily
• "Hall of Fame" page on City's web site with photos of people /groups
receiving commendations and proclamations. City Council direction to staff to
purchase a digital camera for this purpose.
• City sponsored list serve
City Council Retreat Minutes 7 February 2, 2007
5. STAFFING ISSUES (INCLUDING SHERIFF'S OFFICE)
Barbara Powell, Assistant City Manager, presented staff report.
COUNCIL DISCUSSION
Mayor Kao
• Asked the reasons behind recent departure of employees
• Add more employees; workflow would even out
• Offer FTEs more money
• Ease into additional employees
• Would like to keep employees happy
• What is the work load for each department?
Vice Mayor Waltonsmith
• Supports all recommendations in staff report; current staff is exhausted
Councilmember Page
• Suggested that the recommended positions be prioritized
• Requested a cost increase projection for the next few years of employee
salaries, benefits, etc.
Councilmember King
• Concerned about the upcoming employee negotiations
• Concerned with the proposed increase in staff at approximately $160k and the
additional request of $95k for an analyst to manage the Parks & Recreation
Commisison.
• Five additional employees would put the total FTEs at the highest in 10 years
• Staff recommendations could use up to 30% of the TEA funds
• How does Saratoga's attrition compare to other cities?
Councilmember Hunter
Hard to support staff's recommendations; should take one step at a time
Asked why the City does not hire part time employees rather than hiring
temporary employees
COUNCIL DIRECTION
Council direction to staff to continue this item to the next retreat and include the
following:
1. Prioritize positions in report
2. Cost projection
3. Cost of benefits
City Council direction to convert the City Council meeting packet onto a CD for
distribution and provide City Councilmembers with laptop computers.
City Council Retreat Minutes 8 February 2, 2007
STAFFING ISSUES - SHERIFF'S OFFICE
Captain Terry Calderone, Santa Clara County Sheriff's Office (SO), presented staff
report. Captain Calderone stated that they are in the same position as the City.
Captain Calderone pointed out that staffing is a real concern and listed the positions
that have been cut from 2001 -2006. Captain Calderone reported that call for service
were up 7% and accident calls up 8 %. Captain Calderone stated the SO would like to
covert the Neighborhood Resource Officer (NRO) position to the School Resource
Officer (SRO).
COUNCIL DIRECTION
• Continue discussion
6. ORDINANCE PRIORITIES
COUNCIL DISCUSSION
None
COUNCIL DIRECTION
• Continue discussion
7. REPRISE TEA — CITY COUNCIL DIRECTION FOR BUDGET
COUNCIL DISCUSSION
None
COUNCIL DIRECTION
• Continue discussion
8. SCHEDULE FUTURE STUDY SESSIONS
COUNCIL DISCUSSION
Councilmembers discussed the following items for future study session meetings:
• Enhancement of Cooperation with Local School Districts
• Saratoga to the Sea Project
• City Financial Status
• Contract Process
• Mixed Use Housing
• Abrams Property
• Public Safety
COUNCIL DIRECTION
• Continue Council Retreat to March 2, 2007
• Enhancement of Cooperation with Local School Districts - refer this item to
the City Council Adhoc
City Council Retreat Minutes 9 February 2, 2007
• Saratoga to the Sea Project — remove from list for time being
• City Financial Status — item for the March 2nd retreat agenda
• Contract Process — City Manager Anderson and Director Cherbone to meet
with interested Councilmembers
• Mixed Use Housing — item for the March 2 "a retreat agenda
• Abrams Property — schedule this item for discussion at a regular meeting in the
near future
• Public Safety— remove from list
ADJOURNMENT
There being no further business Mayor Kao adjourned the meeting at 5:00 p.m. and
thanked everyone for attending the retreat.
Respectfully submitted,
Cathleen Boyer, CMC
City Clerk
City Council Retreat Minutes 10 February 2, 2007
SARATOGA CITY COUNCIL
,vIEETING DATE: 02/21/07 AGENDA ITEM: 2
ORIGINATING DEPT: Admin Svcs. CITY MANAGER:
PREPARED BY: DEPT HEAD: J�,Vj,,
Rey Forond4 Mary Furey, finance & A.S. Director
SUBJECT: Check Register for 02/06/2007
RECOMMENDED ACTION:
That the City Council accepts the Check Register for 02/06/2007.
REPORT SUMMARY:
Attached is the Check Register for 02/06/2007. The checks were released on 02/07/2007. Payroll checks
were released on 02/01/2007. The prior Check Register for 01/23/2007 ended with check number 104172.
The following is a list of checks issued for more than $10,000.00 and a brief description of the expenditure:
Check #
Issued to
Starting
Ending
Total
I Amount
Type of Checks
Date
Check #
Check #
Checks
Amount
Accounts Payable
02/06/07
104173
104267
95
$153,350.75
Payroll
02/01/07
32134
32164
31
$129,322.20
TOTAL $282,672.95
The following is a list of checks issued for more than $10,000.00 and a brief description of the expenditure:
Check #
Issued to
Fund
I Dept
I
I Amount
104174
Advanced Listing Services
Special
I Comm Dev
IMailing Services
$17,419.80
104195
City of San Jose
General
I City Manager
jAnimal Services
1 $12,916.67
104258
Town of Los Gatos
Others
jPublic Works
I Safety Grant
$20,400.00
The following is a list of voided checks. There are no manual checks issued checks during the period.
Check #
I Issued to
I Purpose
Amount
101250
jJill Hunter
IStale check voided for replacement
$150.00
104167
jJames Cilker
ITo facilitate refund amount recalculation
$4,150.00
The following is a list of cash reduction by Fund:
Fund #
Fund Description
A/P Total
PR Total
Total
001
General
62,054.47
38,148.76
100,203.23
150
Streets & Roads
5,115.31
16,416.12
21,531.43
224
Village Commercial Landscape
661.61
661.61
250
Development Services
28,846.10
48,217.92
77,064.02
290
Recreation
14,943.15
15,534.23
30,477.38
291
Teen Services
3,297.36
3,297.36
352
Infrastructure
1,417.00
1,417.00
604
Planning Deposit Pre 2006
6,576.91
6,576.91
605
Planning Deposit FY 2006
2,025.84
2,025.84
701
Traffic Safety
3,031.27
3,031.27
702
Highway 9 Safety
20,400.00
20,400.00
716
Highway 9 /Oak Pedestrain
1,077.47
1,077.47
743
Blaney Plaza Improvements/Construction
1,410.00
1,211.27
2,621.27
791
Kevin Moran
75.00
75.00
TOTAL
153,350.75
129,322.20
282„672.95
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
i`D_1
ATTACHMENTS:
Check Register in the Expenditure Approval List format.
PREPARED
02/06/2007, 16:21:25
EXPENDITURE APPROVAL
LIST
PAGE 1
PROGRAM:
GM339L
AS OF:
02/19/2007
CHECK DATE:
02/06/2007
CITY OF SARATOGA
---------------------------------------------------------------------'._--------------------
VEND NB
VNNDDR NAME
INVOICE
VOUCHER P.O.
ENK
CHECK /DUB
ACCOUNT
ITEM
EXPENDITURE HAND- IEEUED
NO
---------------------------------------------------------------------------------------------'"_-----_------------------------------
NO NO
DATE
NO
DESCRIPTION
AMOUNT
0004202
ADVANCED LISTING
SERVICES
2172
003664
00
02/06/2007
250 -0000- 207.05
-00
AP12RF•ALS
GROUP
UPDATE
845.20
2173
003867
00
02/06/2007
250- 0000 - 207.05
-00
AP12RF•ALS
GROUP
UPDATE
1,600.00
2180
003870
00
02/06/2007
250 -0000- 207.05
-00
AP12RF•ALS
GROUP
UPDATE
385.65
2179
003873
00
02/06/2007
250 -0000- 207.05
-00
AP12RF•ALS
GROUP
UPDATE
989.68
2170
003876
00
02/06/2007
250 -0000- 207.05
-00
AP12RF•ALS
GROUP
UPDATE
369.70
2171
003879
00
02/06/2007
250 -0000- 207.05
-00
AP12RF•ALS
GROUP
UPDATE
370
-96
2174
003882
00
02/06/2007
250- 0000 - 207.05
-00
AP12RF•ALS
GROUP
UPDATE
319.10
2175
003885
00
02/06/2007
250 -0000- 207.05
-00
AP12RF•ALS
GROUP
UPDATE
248.70
2176
003888
00
02/06/2007
250 - 0000-207.05
-00
AP12RF•ALS
GROUP
UPDATE
927.90
2178
003891
00
02/06/2007
250 -0000- 207.05
-00
AP12RF•ALS
GROUP
UPDATE
1,348.50
2177
003894
00
02/06/2007
250 -0000- 207.05-00
AP12RF•ALS
GROUP
UPDATE
1,400.00
2169
003897
00
02/06/2007
250 -0000- 207.05
-00
AP12RF•ALS
GROUP
UPDATE
1,407.13
2168
003900
00
02/06/2007
250 -0000- 207.05
-00
AP12RF•ALS
GROUP
UPDATE
6,765.98
2172A
003865
00
02/06/2007
250- 4005- 444.13
-00
AP12RF•ALS
GROUP
UPDATE
845.20
-
2172B
003866
00
02/06/2007
250 -4005- 542.52
-43
AP12RF•ALS
GROUP
UPDATE
845.20
2173A
003868
00
02/06/2007
250- 4005- 444.13
-00
AP12RF•ALS
GROUP
UPDATE
1,600.00
-
2173B
003869
00
02/06/2007
250 - 4005 - 542.52
-43
AP12RF•ALS
GROUP
UPDATE
1,600.00
2180A
003871
00
02/06/2007
250- 4005- 444.13
-00
AP12RF•ALS
GROUP
UPDATE
385.65
-
2180H
003672
00
02/06/2007
250- 4005 - 542.52
-43
AP12RF•ALS
GROUP
UPDATE
385.65
2179A
D03874
00
02/06/2007
250 -4005- 444.13
-00
AP12RF•ALS
GROUP
UPDATE
989.68
-
2179B
003875
00
02/06/2007
250 - 4005 - 542.52
-43
AP12RF *ALS
GROUP
UPDATE
989.66
2170A
003877
00
02/06/2007
250 - 4005 - 444.13
-00
AP12RF•ALS
GROUP
UPDATE
369.70
-
2170B
003878
00
02/06/2007
250 - 4005 - 542.52
-43
AP12RF•ALS
GROUP
UPDATE
369.70
2171A
003880
00
02/06/2007
250 - 4005 - 444.13
-00
AP12RF•ALS
GROUP
UPDATE
370.96-
21718
003881
00
02/06/2007
250 - 4005 - 542.52
-43
AP12RF•ALS
GROUP
UPDATE
370.96
2174A
003863
00
02/06/2007
250 -4005- 444.13
-00
AP12RF•ALS
GROUP
UPDATE
319.10
-
2174B
003884
00
02/06/2007
250- 4005 - 542.52
-43
AP12RF•ALS
GROUP
UPDATE
319.10
2175A
003886
00
02/06/2007
250 - 4005 - 444.13
-00
AP12RF•ALS
GROUP
UPDATE
248.70-
21758
003887
00
02/06/2007
250 - 4005 - 542.52
-43
AP12RF•ALS
GROUP
UPDATE
248.70
2176A
003889
00
02/06/2007
250 - 4005 - 444.13-00
AP12RF•ALS
GROUP
UPDATE
927.90-
21768
003890
00
02/06/2007
250 -4005- 542.52
-43
AP12RF•ALS
GROUP
UPDATE
927.90
2176A
003892
00
02/06/2007
250- 4005- 444.13
-00
AP12RF•ALS
GROUP
UPDATE
1,348.50-
21788
003893
00
02/06/2007
250 - 4005 - 542.52
-43
AP12RF•ALS
GROUP
UPDATE
1,348.50
2177A
D03895
00
02/06/2007
250- 4005- 444.13
-00
AP12RF•ALS
GROUP
UPDATE
1,400.DD-
21778
003896
00
02/06/2007
250- 4005- 542.52
-43
AP12RF•ALS
GROUP
UPDATE
1,400.00
2169A
003698
00
02/06/2007
250-4005 - 444.13
-00
AP12RF•ALS
GROUP
UPDATE
1,407.13-
21698
003899
00
02/06/2007
250 - 4005 - 542.52
-43
AP12RF•ALS
GROUP
UPDATE
1,407.13
2168A
003901
00
02/06/20D7
250 -4005- 444.13
-00
AP12RF•ALS
GROUP
UPDATE
6,765.98-
2168E
003902
00
02/06/2007
250 - 4005 - 542.52
-43
AP12RF•ALS
GROUP
UPDATE
6,765.98
2166
003903
00
02/06/2007
250- 4010 - 542.51
-41
ZA12RF•07 -143
OWNR LISTNG
224.50
2160
003904
00
02/06/2007
250- 4010 - 542.51
-41
ZA12RF•07 -136
OWNR LISTNG
216.80
VENDOR TOTAL •
17,419.80
0002645
ADVANTAGE JANITORIAL
SUPPLY
20313-1
003707
00
02/11/2007
001 - 1060 - 513.32
-51
FMOIKC•JANITORIAL SUPPLY
164.09
20313
003708
00
02/09/2007
001- 1060 - 513.32
-51
FMOIKC•JANITORIAL
SUPPLY
741.97
VENDOR
TOTAL •
906.06
0001964
ALLIED ADMINISTRATORS
- PLAN 05A94
PREPARED
02/06/2007, 16:21:25
EXPENDITURE APPROVAL LIST
PROGRAM:
GM339L
AS OF:
02/19/2007 CHECK DATE: 02/06/2000
CSTY OF YARATOOA
-
VEND NO
VENDOR NAME
INVOICE
VOUCHER P.O.
BNK
CHECK /DUE
ACCOUNT
ITEM
EXPENDITURE
NO
NO NO
DATE
NO
DESCRIPTION
AMOUNT
0001964
ALLIED ADMINISTRATORS
- PLAN #5A94
MAR 2007
003843
00
02/06/2007
001- 0000- 210.20
-07
PR03XC *DNTL INSUR -DMO -MAR
345
.56
VENDOR TOTAL '
345.56
0001963
ALLIED ADMINISTRATORS-
PLAN#30710
MAR 2007
003844
00
02/06/2007
001- 0000- 210.20
-07
PR03KC *DNTL INSUR -DPO -MAR
3, 967.30
VENDOR TOTAL
3,967.30
0000019
ALLIED LOCK 6 KEY
83613
003710
00
02/17/2007
001- 1060 - 513.32
-51
FM01XC* VAULT -COMBO CHG
155.00
VENDOR TOTAL •
155.00
0000022
AMERICAN FLEETCARE
6037
003805 22453
00
02/05/2007
001 - 1035 - 512.54
-33
EQ12RF -PREV MAINT SRVCS
927.00
VENDOR TOTAL '
927.00
0002196
AMERICAN PAYROLL ASSOCIATION
01/31/07
003761
00
02/06/2007
001- 1040 - 513.31
-91
FN01KC *MEMBERSHP- CASELLI
165.00
VENDOR TOTAL *
165.00
0001523
ARROWHEAD MOUNTAIN
SPRING WATER CO.
07AD020005765
003711
00
02/06/2007
001- 1060 - 513.56
-14
FMOIKC* WATR SVC- 12/7 -1/6
126.63
VENDOR TOTAL *
126.63
0003526
ATHLETORTUS, INC.
81705 -1
003766
00
01/24/2007
290- 6005 - 564.53
-10
RCO2KC'INSTRUC- GYMNASTICS
145.00
81706 -1
003767
00
01/24/2007
290- 6005- 564.53-10
RCO2KC- INSTRUC- GYMNASTICS
72.50
81707 -1
003768
00
01/24/2007
290 - 6005 - 564.53
-10
RCO2KC- INSTRUC- GYMNASTICS
145.00
81706 -1
003769
00
01/24/2007
290- 6005 - 564.53
-10
RCO2KC- INSTRUC- GYMNASTICS
326.25
81709 -1
003770
00
01/24/2007
290- 6005 - 564.53
-10
RCO2KC'INSTRUC- GYMNASTICS
217.50
81711 -1
003771
00
01/24/2007
290 - 6005- 564.53
-10
RCO2KC *INSTRUC- GYMNASTICS
253.75
81712 -1
003772
00
01/24/2007
290 - 6005 - 564.53
-10
RCO2KC *INSTRUC- GYMNASTICS
253.75
81713 -1
003773
00
01/24/2007
290- 6005 - 564.53
-10
RCO2KC'INSTRUC- GYMNASTICS
326.25
81714 -1
003774
00
01/24/2007
290- 6005 - 564.53
-10
RCO2KC'INSTRUC- GYMNASTICS
416.00
81715 -1
003775
00
01/24/2007
290 - 6005 - 564.53
-10
RCO2KC *INSTRUC- GYMNASTICS
217.50
81701 -1
003776
00
01/24/2007
290-6005 - 564.53
-10
RCO2XC•INSTRUC- GYMNASTICS
87.00
VENDOR TOTAL '
2,460.50
0003059
AWARD COMPANY OF AMERICA
ACAINV0086400
003709
00
01/19/2007
001 - 1005 - 511.35
-22
CC12KC'PLAQUES -CTY CNCL
735.55
VENDOR TOTAL '
735.55
0002449
BAY IMAGING
24238
003604
00
02/08/2007
001 - 1065-513.31
-67
ITOIRF *PRINTER MAINTNANCE
420.78
24235
003407
00
02/08/2007
250 - 4010 - 542.35
-21
ZAOIJI'PRINTER SERVICE
135.00
VENDOR TOTAL '
555.78
0001078
BAY TELECOM
IB004
003786
00
02/12/2007
001 - 1050 - 513.52
-41
GS01RF *TEL MAINTENANCE
285.00
VENDOR TOTAL *
285.00
0000005
BLIVEN, TOSHIKO
PAGE 2
HAND- ISSUED
PREPARED
01106/2007, 16,21,15
EXPENDITURE APPROVAL LIST
PAGE 3
PROGRAM:
GM339L
AS OF:
02/19/2007 CHECK DATE:
02/06/2007
CITY OF
SARATOGA
___________________________________
VEND NO
VENDOR NAME
_____________________________
__
__ _______________________________
INVOICE
VOUCHER P.O.
BNK CHECK /DUE
ACCOUNT
ITEM
EXPENDITURE
HAND- ISSUED
NO
_____________________________________________________________________________________________________
NO NO
DATE
NO
DESCRIPTION
AMOUNT
___ _____________________ _______
0000005
BLIVEN, TOSHIKO
35772
003713
00
01/19/2007
290 -6005- 445.04
-00
RCO2KC•CLASS REFUND
124.00
VENDOR TOTAL •
124.00
0002647
BNY WESTERN TRUST
COMPANY
03/02/07
000039
00
02/06/2007
420 -8020- 723.70
-02
DT03KC•LNRD RD DBT SVC IN
1,312.50
03/02/07
A 000544
00
02/06/2007
420 -8020- 723.70
-02
DT02KC•CMCEL TRANS
1,312.50
-
VENDOR TOTAL •
.00
0002049
BOYER, CATHLEEN
JAN 2007
003718
00
02/06/2007
001 - 1030 - 511.36
-71
CKOIKC•EXP REIMS -NCCAC MT
40.00
JAN 2007
A 003719
00
02/06/2007
001- 1030 - 511.34
-62
CKOIKC•MLG REIMB -NCCAC MT
110.56
JAN 2007
B 003720
00
02/06/2007
001- 1030 - 511.34
-62
CKOIKC•MLG REIMB -FMLY CRT
37.57
VENDOR TOTAL *
188.13
0000593
CAL PEES LONG TERM
CARE PROGRAM
5123326
003760
00
02/06/2007
001- 0000 - 210.20
-18
PR02KC•PR020107 DEDUC
50.40
VENDOR TOTAL •
50.40
0003156
CAL -WEST LIGHTING
6 SIGNAL
261212
003806
00
02/05/2007
001 - 3030 - 532.57
-36
PK12RF -OWGE LIB PKNG LOT
331.12
VENDOR TOTAL •
331.12
0001513
CALIFORNIA DEPARTMENT
OF JUSTICE
605380A
003828
00
02/11/2007
250 - 2010 - 522.51
-48
CEOIRF•FINGERPRINTING FEE
32.00
605380
003791
00
02/11/2007
290 - 6005 - 564.51
-4B
HROIRF•FINGERPRINTING FEE
64.00
VENDOR TOTAL •
96.00
0002632
CALTRANS
176089
003787
00
02/OS/2007
150- 3015 - 532.50
-92
GS12RF•TRFFC SIGNS /LIGHTS
175.65
VENDOR TOTAL •
175.65
0004302
CAPITOL BARRICADE,
INC.
62152
003803 22418
00
02/05/2007
701- 1701- 622.35
-22
CP12RF *CURBS /MARKERS
3,031.27
VENDOR TOTAL •
3,031.27
OOD4222
CHENG, BEN
372921449 -001 003841
00
02/06/2007
001 - 1065 - 513.36
-71
ITOIKC•PROJ ANALYSIS 1/31
365.00
VENDOR TOTAL •
365.00
0001516
CITY OF CAMPBELL
101
003611
00
02/11/2007
290 - 6005 - 564.51
-74
RCO1RF•PALM SPRING TRIP
408.00
VENDOR TOTAL *
408.00
0000084
CITY OF SAN JOSE
127455
003801
00
02/05/2007
001- 2015 - 523.50
-14
PS09RF•SEP ANIMAL SVCS
12,916.67
VENDOR TOTAL •
12,916.67
0000162
COAST OIL COMPANY,
LLC
79106
003796
00
02/05/2007
001- 1035- 512.41
-01
EQOIRF•FUEL PURCHASE
1,973.44
PREPARED
02/06/2007, 16:21:25
EXPENDITURE APPROVAL LIST
PAGE 4
PROGRAM:
GM339L
AS OF:
02/19/2007
CHECK DATE:
02/06/2007
CITY OF SARATOGA
______________________________________________________
VEND NO
VENDOR NAME
__ __
____ _____________________..
INVOICE
VOUCHER P.O.
BNK CHECK /DUE
ACCOUNT
ITEM
EXPENDITURE HAND- ISSUED
NO
_____________________________________________________________________________________________________
NO NO
DATE
NO
DESCRIPTION
AMOUNT
__ _____________ __________ ______
0000162
COAST OIL COMPANY,
LLC
VENDOR
TOTAL *
1,973.44
0000434
COTTON, SHIRES AND ASSOCIATES INC
11069
003845 22218
00
02/08/2007
250 - 4020 - 542.56
-02
DROIRF•07-206
VNYRD LNDSL
465.00
11076
003846 22218
00
02/08/2007
250- 4020 - 542.56
-02
DROIRF *07 -075
MT EDEN RD
218.75
11074
003847 22218
00
02/08/2007
250- 4020 - 542.56
-02
DROIRF•07 -029
RIVER RNCH
1,110.00
11075
003848 22218
00
02/08/2007
250-4020 - 542.56
-02
DR01RF +07 -160
BELLECOURT
1,261.75
11073
003849 22218
00
02/08/2007
250 - 4020 - 542.56
-02
DR01RF *07 -017
WARDELL RD
738.75
11072
003850 22218
00
02/06/2007
250 - 4020 - 542.56
-02
DR01RF *06 -017
SARA - SUNNVL
531.25
11072A
003851
00
02/08/2007
250-4020 - 443.20
-00
DR01RP *06 -017
SARA - SUNNVL
664.06-
11071
003853 22218
00
02/08/2007
250 - 4020 - 542.56
-02
DR01RP *06 -358
MT EDEN RD
913.75
11071A
003854
00
02/08/2007
250 -4020- 443.20
-00
DR01RP *06 -358
MT EDEN RD
1,142.18-
11070
003856 22218
00
02/08/2007
250 - 4020 - 542.56
-02
DR01RF *GHAFOURI LNDSLIDE
187.50
11072B
003852
00
02/OB/2007
605- 4605- 444.50
-12
PD01RF *06 -017
SARA - SUNNVL
664.06
110718
003855
00
02/00/2007
605- 4605- 444.50
-12
PD01RF *06 -358
MT EDEN RD
1,142.18
VENDOR
TOTAL •
5,426.75
0000999
COUNTY OF SANTA CLARA
-FIRS
DEPT
81001 -1
003693
00
01/24/2007
290 - 6005 - 564.53
-10
RCO2KC•INSTRUC -CPR
15.00
VENDOR
TOTAL *
15.00
0000098
COUNTY OF SANTA CLARA
-
SHERIFF OFFIC
1800010505
003790
00
02/03/2007
001- 1045-513.51
-48
HROIRF *FINGERPRINTING FEE
20.00
1000010475 A 003717
00
02/06/2007
001- 2015 - 523.52
-42
PS01KC•SHERIFF CTC -JAN BL
3,000.00
VENDOR
TOTAL *
3,020.00
0002768
COVAD COMMUNICATIONS
43988476
003705
00
02/15/2007
001 - 1050 - 513.41
-03
GS01RF *MONTHLY CHARGE
559.95
VENDOR
TOTAL +
559.95
0002978
DAVID J. POWERS &
ASSOCIATES, INC.
731
003861
00
02/06/2007
250 - 4010 - 542.51
-38
ZA12RF *03 -106
QUITO RD
4,198.75
731A
003862
00
02/06/2007
250 -4010- 444.59
-00
ZA12RF *03 -106
QUITO RD
5,668.31
-
731B
003863
00
02/06/2007
604 -4604- 444.59
-00
PD12RF•03 -106
QUITO RD
5,668.31
VENDOR
TOTAL *
4,198.75
0000096
DEPT. OF ENVIRONMENTAL
HEALTH
696
003783
00
02/05/2007
260 - 5015 - 552.52
-82
SW10RP *HAZRD WASTE DSPSL
40.00
695
003784
00
02/05/2007
260 - 5015 - 552.52
-82
SW10RF *HAZRD WASTE DSPSL
132.50
VENDOR
TOTAL •
172.50
0000005
EDMONDS, KARI
35770
003715
00
01/19/2007
290 -6005- 445.04
-00
RCO2KC *CLASS REFUND
139.00
VENDOR
TOTAL *
139.00
0000150
EVANS WEST VALLEY
SPRAY
0040154
003810
00
02/10/2007
001- 3030 - 532.55
-33
LL01RF *RPR PIPE - BIGBASNWY
2,200.00
VENDOR
TOTAL •
2,200.00
0001767
FEHR & PEERS ASSOCIATES
INC.
PREPARED 02/06/2007, 16:21:25
PROGRAM: GM339L
CITY OF SARATOGA
------------------------------------------
VEND NO VENDOR NAME
INVOICE VOUCHER P.O. BNK CHECK /DUE
NO NO NO DATE
0001767 FEHR 4 PEERS ASSOCIATES INC
EXPENDITURE APPROVAL LIST
AS OF: 02/19/2007 CHECK DATE: 02/06/2007
ACCOUNT ITEM
NO DESCRIPTION
--------------------------------------- - - - - --
44808A 003832 00 02/10/2007 001- 3005- 532.52 -41 S701RF *NTMP 11/25 -12/29
44BOO 003831 22371 00 02/10/2007 001- 3035 - 532.57 -02 ST0IRF +NTMP 11/25 -12/29
VENDOR TOTAL
0004266 FLOURNOY, PAMELA
81025 -1 003691 00 01/24/2007 290- 6005 - 564.53 -10 RCO2KC•INSTRUC- FINANC PLO
VENDOR TOTAL +
0000159 FRY'S ELECTRONICS
12913021 003802 00 02/19/2007 001- 1065 - 513.31 -69 ITOIRF +COMPUTER SUPPLIES
VENDOR TOTAL *
0000160 FLING, CHUNG
81211 -1 003690 00 01/24/2007 290- 6005 - 564.53 -10 RCO2KC *INSTRUC -HERBS
VENDOR TOTAL *
0001794 GACHINA LANDSCAPE MANAGEMENT
A20803 003807 00 02/05/2007 001- 3030 - 532.54 -42 PKOIRF *LABOR- CONGRESS PK
A20815 003808 00 02/15/2007 352- 9201 - 622.52 -41 CP01RF *LSCAPE UPGRD -GTEWY
VENDOR TOTAL +
0000164 GARDENLAND POWER EQUIPMENT
571449 003780 22419 00 02/04/2007 001 - 3005 - 532.35 -22 ST0IRF *BLOWRR /HANDLE
571960 003798 00 02/05/2007 001- 3005 - 532.35 -22 PK01RF *CREDIT MEMO
571959 003781 22422 00 02/10/2007 001 - 3030 - 532.32 -21 PK01RF *CHAIN SAW
571448 003822 22422 00 02/05/2007 001-3030 - 532.32 -21 PKOIRF•CHAINSAW /SUPPLIES
VENDOR TOTAL *
0000005 GOLON, MARY
35895 003701 00 01/24/2007 290- 6005- 445.04 -00 RCO2KC -CLASS REFUND
VENDOR TOTAL *
0004328 COMET, PATRICIA
01/03/07 003788 00 02/03/2007 001- 1025 - 511.51 -32 AT01RF *TRNSCRPTN SRVCS
01/03/07 -PC 003830 00 02/03/2007 001- 1025 - 511.51 -32 CE01RF *TRNSCRPTN SRVCS
VENDOR TOTAL '
0004327 GREAT AMERICA LEASING CORPORATION
6200745 003824 00 02/09/2007 001- 1050 - 513.51 -71 GS01RF *POSTGE MACH LEASE
VENDOR TOTAL
0000005 HERRERA, ANTOINETEE
0215 003695 00 01/19/2007 290 -0000- 260.00 -00 RCO2KC *RENTAL DEP REFUND
VENDOR TOTAL
0002386 HUNTER, JILL S.
FEBRUARY 2006A 000070 00 01/24/2006 001- 1015 - 511.20 -05 Monthly stipend
01/03/07 003789 00 02/05/2007 001 - 1015 - 511.20 -05 CMOIRF•02 /06 STPEND RPLCE
VENDOR TOTAL
0000198 HYDROTEC IRRIGATION EQUIPMENT SVCS
EXPENDITURE
AMOUNT
455.00
1,966.08
2,421.08
42.00
42.00
373.44
373.44
25.20
25.20
3,840.00
1,417.00
5,257.00
515.01
51.40-
243.56
554.86
1,262.03
64.00
64.00
296.25
320.90
617.15
415.33
415.33
300.00
300.00
CHECK #: 101250
150.00
150.00
PAGE 5
HAND- ISSUED
150.00-
150.00-
PREPARED
02/06/2007, 16:21:25
EXPENDITURE APPROVAL LIST
PAGE 6
PROGRAM:
GM339L
AS OF:
02/19/2007 CHECK DATE:
02/06/2007
CITY OF SARATOGA
____________________________________________________________
VEND NO
VENDOR NAME
_____________________________..
INVOICE
VOUCHER P.O.
ENE CHECK /DUE
ACCOUNT
ITEM
EXPENDITURE
HAND- ISSUED
NO
_____________________________________________________________________________________________________
NO NO
DATE
NO
DESCRIPTION
AMOUNT
_______________________________
0000198
HYDROTEC IRRIGATION
EQUIPMENT SVCS
26558
003811
00
02/11/2007
001- 3030 - 532.57
-36
PKOIRF +MAINTNCE -QUITO PK
65.00
26559
003809
00
02/11/2007
224 - 3224 - 532.56
-16
LLOIRP *RPR PIPE -BIG BASN
661.61
VENDOR TOTAL +
726.61
0002465
INDUSTRIAL WIPER
& SUPPY, INC.
00235640
003817
00
02/05/2007
001- 1030 - 511.35
-21
CK11RF *FULL FIRST AID KIT
637.05
VENDOR TOTAL +
637.05
0001745
INTERSTATE TRAFFIC
CONTROL PRODUCTS
107401
003823 22455
00
02/11/2007
150 - 3015 - 532.35
-22
PKOIRF•CHAINSAW /SUPPLIES
579.14
VENDOR TOTAL *
579.14
0002260
JUST FOR KICKS, INC.
83901 -1
003721
00
01/24/2007
290- 6005 - 564.53
-10
RCO2KC•INSTRUC- SOCCER
367.13
83903 -1
003722
00
01/24/2007
290 - 6005 - 564.53
-10
RCO2KC *INSTRUC- SOCCER
200.25
83904 -1
003723
00
01/24/2007
290- 6005 - 564.53
-10
RCO2KC *INSTRUC- SOCCER
333.75
83905 -1
003724
00
01/24/2007
290 - 6005 - 564.53
-10
RCO2KC•INSTRUC- SOCCER
300.38
83906 -1
003725
00
01/24/2007
290 - 6005 - 564.53
-10
RCO2KC *INSTRUC- SOCCER
801.00
83907 -1
003726
00
01/24/2007
290 - 6005 - 564.53
-10
RCO2KC•INSTRUC- SOCCER
433.88
VENDOR TOTAL •
2,436.39
0000005
KEATES, JOANNA
35792
003700
00
01/24/2007
290- 6005- 445.04
-00
RCO2KC•CLASS REFUND
74.00
VENDOR TOTAL *
74.00
0000005
KUMAR, TARA
35769
003714
00
01/19/2007
290 -6005- 445.04
-00
RCO2KC•CLASS REFUND
39.00
VENDOR TOTAL •
39.00
0000647
LAMPSHIRE, YVONNE
06/07
003742
00
01/24/2007
001 - 1060 - 513.34-62
FM01KC *MLG REIMB
41.00
VENDOR TOTAL +
41.00
0001385
LEXISNEXIS
40656837
003743
00
01/15/2007
001- 1030 - 511.36
-41
CK12KC *MUNIC CODE SUPLMN
4,598.78
VENDOR TOTAL •
4,598.78
0000772
LIRBERT CASSIDY WHITMORE
73037
003816
00
02/05/2007
001 - 1045 - 513.54
-02
HR12RF•DEC- PERSONNL RULES
409.50
VENDOR TOTAL •
409.50
0002789
MBA OF CALIFORNIA
5630601
003744
00
02/06/2007
001 - 1050 - 513.51
-71
GS01KC *COPIERS 1/1 -31
81.98
VENDOR TOTAL *
81.98
0001839
MBIA MUNISERVICES
COMPANY
IW -13208
003818
00
02/19/2007
001- 1040 - 513.55
-45
FN01RF *HOTEL TAX REVIEW
900.00
VENDOR TOTAL *
900.00
0000287
MCDOWELL ASSOCIATES. INC.
PREPARED 02/06/2007, 16:21:25
PROGRAM: GM339L
CITY OF SARATOGA
------------------------------------------
VEND NO VENDOR NAME
INVOICE VOUCHER P.O. BNK CHECK /DUE
NO NO NO DATE
------------------------------------------
0000287 MCDOWELL ASSOCIATES, INC.
6509 003857 00 02/06/2007
0000005 MCKENZIE, GEORGE
0305 003696 00 01/19/2007
0002220 MCLEAN, SKYELAR
1397 003702 00 01/24/2007
0000273 MEYER, GREG
82301 -1 003689 00 01/24/2007
0002972 MILLMAN & INDUSTRIAL CARPENTERS
02/01/07 003762 00 02/06/2007
0002153 MOBILE MODULAR MANAGMENT CO.
2379135 003705 00 02/10/2007
2379136 003706 00 02/10/2007
0000005 MOGHADAM, SHOLEH
35793 003699 00 01/24/2007
0004158 MONTEZ SUPPLY CO
24837 003797 OD 02/10/2007
0002606 MIA DESIGN, INC.
0120621 003792 00 02/05/2007
0002160
MUSICALME, INC.
81900 -1
003727
00
01/24/2007
81901 -1
003728
00
01/24/2007
81902 -1
003729
00
01/24/2007
81903 -1
003730
00
01/24/2007
61904 -1
003731
00
01/24/2007
81905 -1
003732
00
01/24/2007
81906 -1
003733
00
01/24/2007
81907 -1
003734
00
01/24/2007
81908 -1
003735
00
01/24/2007
81909 -1
003736
00
01/24/2007
81910 -1
003737
00
01/24/2007
81912 -1
003738
00
01/24/2007
EXPENDITURE APPROVAL LIST PAGE 7
AS OF: 02/19/2007 CHECK DATE: 02/06/2007
------------------------------------------------------------------------------------------
ACCOUNT ITEM EXPENDITURE HAND- ISSUED
NO DESCRIPTION AMOUNT
------------------------------------------------------------------------------------ - - - - --
250- 4020 - 542.50 -99
290 -0000- 260.00 -00
250- 4015 - 542.36 -71
290- 6005 - 564.53 -30
001 -0000- 210.20 -16
001- 1060 - 513.50 -62
001- 1060 - 513.50 -62
290- 6005- 445.04 -00
150- 3015 - 532.35 -22
791 -4791- 622.51 -50
290- 6005 - 564.53 -10
290- 6005 - 564.53 -10
290 - 6005 - 564.53 -10
290- 6005 - 564.53 -10
290 - 6005 - 564.53 -10
290 - 6005 - 564.53 -10
290- 6005 - 564.53 -10
290- 6005 - 564.53 -10
290- 6005 - 564.53 -10
290 - 6005 - 564.53 -10
290- 6005 - 564.53 -10
290- 6005-564.53 -10
DR01RF *07 -093 OAK ST
VENDOR TOTAL
RCO2KC *RENTAL DEP REFUND
VENDOR TOTAL *
IS01KC*REG FEE- REIMBRSMNT
VENDOR TOTAL
RCO2KC *INSTRUC - KAYAKING
VENDOR TOTAL *
PR02KC *PR020307 DEDUC
VENDOR TOTAL *
MGOIKC *RNT FEE 12/19 -1/17
MGOIKC *RNT FEE 12/22 -1/20
VENDOR TOTAL *
RCO2KC *CLASS REFUND
VENDOR TOTAL *
GTOIRF *NUTS /BOLTS /WASHERS
VENDOR TOTAL *
PK12RF *DEC SRVC -KEV MORAN
VENDOR TOTAL
RCO2KC *INSTRUC -MUSIC
RCO2KC *INSTRUC -MUSIC
RCO2KC *INSTRUC -MUSIC
RCO2KC *INSTRUC -MUSIC
RCO2KC *INSTRUC -MUSIC
RCO2KC *INSTRUC -MUSIC
RCO2KC *INSTRUC -MUSIC
RCO2KC *INSTRUC -MUSIC
RCO2KC *INSTRUC -MUSIC
RCO2KC *INSTRUC -MUSIC
RCO2KC *INSTRUC -MUSIC
RCO2KC *INSTRUC -MUSIC
3,220.00
3,220.00
93.00
93.00
45.00
45.00
34.00
34.00
300.00
300.00
570.04
1,174.97
1,745.01
64.00
64.00
539.91
539.91
75.00
75.00
436.80
364.00
509.60
483.60
322.40
403.00
483.60
644.80
564.20
725.40
463.60
644.80
PREPARED 02/06/2007, 16:21:25 EXPENDITURE APPROVAL LIST
PROGRAM: GM339L AS OF: 02/19/2007 CHECK DATE: 02/06/2007
CITY OF SARATOGA
------------------------------------------------------------------------ - - - - -"
VEND NO VENDOR NAME
INVOICE VOUCHER P.O. BNK CHECK /DUE ACCOUNT ITEM
NO NO NO DATE NO DESCRIPTION
0002160 MUSICALME, INC.
81913 -1 003739 00 01/24/2009 290- 6005 - 564.53 -10 RCO2KC *INSTRUC -MUSIC
81915 -1 003740 00 01/24/2007 290 - 6005 - 564.53 -10 RCO2KC•INSTRUC -MUSIC
81916 -1 003741 00 01/24/2007 290- 6005- 564.53 -10 RCO2KC *INSTRUC -MUSIC
0000294
NORMAN PAUL PRINT
CENTER
62354
003745
00
02/06/2007
62325
003754
00
02/10/2007
62354 A
003746
00
02/06/2007
62354 B
003747
DO
02/06/2007
62354 C
003748
00
02/06/2007
62354 D
003749
00
02/06/2007
62354 E
003750
00
02/06/2007
62354 F
003751
00
02/06/2007
62354 G
003752
00
02/06/2007
62325 B
003756
00
02/10/2007
62354 H
003753
00
02/06/2007
62325 A
003755
00
02/10/2007
0004165 NORTH BAY BUILDING MAINTENANCE
2093 003842 00 02/06/2007
0001997 OFFICE DEPOT, INC.
369562826 -001 003763 00 02/08/2007
366391508 -001 003757 00 02/06/2007
0002994 ORIN, LENA
81501 -1 003686 00 01/24/2007
81500 -1 003687 00 01/24/2007
0002574 PACIFIC PRODUCTS s SERVICES
6469 003812 22454 00 02/17/2007
6469A 003813 22454 00 02/17/2007
0000005 PAMPUCH, LISA
35933 003712 00 01/24/2007
0003037 PESONEN, LYNN
81105-1 003692 00 01/24/2007
0000952 POLLOCK, FELICIA PETERS
2BOB53 003703 00 02/16/2007
001 - 1005 - 511.35 -21
001 - 1005 - 511.35 -21
001 - 1020 - 511.35 -21
001 - 1045 - 513.35 -21
001 - 1060 - 513.35 -21
001 - 1065 - 513.35 -21
001 - 3035 - 532.35 -21
250- 4010 - 542.35 -21
250 - 4015 - 542.35 -21
250 -4015- 542.35 -21
290- 6005 - 564.35 -21
290 - 6005 - 564.35 -22
001- 1060 - 513.53 -40
001 - 1045 - 513.35 -21
001- 1050 - 513.35 -50
290- 6005 - 564.53 -10
290 - 6005 - 564.53 -10
001 - 3005 - 532.35 -22
001 - 3025 - 532.35 -22
VENDOR TOTAL *
CC01KC *BUSINESS CARDS
CCOIKC *BUSINESS CARDS
MG01KC *13USINESS CARDS
HROIKC *BUSINESS CARDS
FMOIKC *BUSINESS CARDS
IT01KC *BUSINESS CARDS
EGOIKC *BUSINESS CARDS
ZAOIKC *BUSINESS CARDS
ISOIKC *BUSINESS CARDS
ZAOIKC *BUSINESS CARDS
RCOIKCBUSINESS CARDS
RC01KC *BUSINESS CARDS
VENDOR TOTAL *
FMOIKC *SNTEL SVC 1/1 -6/07
VENDOR TOTAL -
HR01KC *OFFICE SUPPLIES
GS12KC -COPY PAPER
VENDOR TOTAL
RCO2KC *INSTRUC- CRAFTS
RCO2KC *INSTRUC - CRAFTS
VENDOR TOTAL *
ST01RF *WOOD BARRICADES
MP01RF *WOOD BARRICADES
VENDOR TOTAL *
290 - 6005 - 445.04 -00 RCO2KC *CLASS REFUND
VENDOR TOTAL *
290 - 6005- 564.53 -30 RCO2KC *INSTRUC - COMPUTER
VENDOR TOTAL
001- 1005 - 511.35 -21 CCOIKC *PHOTO -KAO
PAGE 8
EXPENDITURE HAND- ISSUED
AMOUNT
403.00
483.60
564.20
7,516.60
213.73
60.78
56.45
20.75
64.69
11.14
82.15
246.24
246.24
30.38
31.58
30.38
1,094.51
228.00
228.00
268.46
856.56
1, 125.02
66.00
44.00
110.00
573.53
573.53
1,147.06
155.00
155.00
45.00
45.00
16.24
PREPARED 02/06/2007, 16:21:25 EXPENDITURE APPROVAL LIST PAGE 9
PROGRAM: GM339L AS OF: 02/19/2007 CHECK DATE: 02/06/2007
CITY OF SARATOGA
VEND NO VENDOR NAME
INVOICE VOUCHER P.O. BNK CHECK /DUE ACCOUNT ITEM EXPENDITURE HAND- ISSURD
NO NO NO DATE NO DESCRIPTION AMOUNT
0000952 POLLOCK, FELICIA PETERS
VENDOR TOTAL *
16.24
0000334
REED 6: GRAHAM, INC.
626691
003782
00
02/10/2007
001 - 3005 - 532.35
-22
ST0IRF +ASPHALT
156.04
VENDOR TOTAL +
156.04
0002329
REPUBLIC ITS
0612962
003794 22444
00
02/05/2007
150- 3015 - 532.50
-97
GT12RF +DEC-SGNAL MAINTNCE
1,330.00
0612961
003795 22444
00
02/05/2007
150- 3015 - 532.57
-36
GT12RF +DEC- SIGNAL RESPNSE
1,206.38
12
003820 22444
00
02/05/2007
150- 3015 - 532.57
-36
GT01RP *TRPFC SIGNAL MAINT
1,284.23
VENDOR TOTAL *
3,820.61
0000344
SAN JOSE BLUE PRINT
7923953
003684
00
02/16/2007
001 - 3035- 532.35
-22
EGOIJI *MAP DELIVERY
343.69
VENDOR TOTAL *
343.69
0004095
SANTA CLARA COUNTY
CITIES ASSOC
01/24/07
003764
00
01/24/2007
001- 1020 - 511.31
-91
MG01KC *SCCCMA MTG /DUES /LN
400.00
VENDOR TOTAL *
400.00
0000353
SARATOGA CHAMBER OF
COMMERCE
7028
003758
00
02/06/2007
001 - 1020 - 511.31
-91
MG12KC +Q4/06 INSTALLMENT
2,625.65
VENDOR TOTAL *
2,625.65
0004285
SATO, SANDRA REPOSH
J
2/1/07 -REIMS 003815
00
02/05/2007
001 - 1040 - 513.36
-72
FN02RF *FHB -HSNG REIMS
700.00
VENDOR TOTAL +
700.00
0002125
SEVERO, ROSA
81208 -1
003688
00
01/24/2007
290- 6005 - 564.53
-10
RCO2KC *INSTRUC- COOKING
144.00
VENDOR TOTAL *
144.00
0000005
SHEPHERD, TAMI
35857
003716
00
01/24/2007
290 - 6005- 445.04
-00
RCO2KC *CLASS REFUND
87.00
VENDOR TOTAL *
87.00
0002474
SIERRA PACIFIC TURF
SUPPLY
0244537
003827 22448
00
02/11/2007
001- 3030 - 532.35
-22
PKOIRF *HERBICIDE FOR PARK
1,026.70
VENDOR TOTAL *
1,026.70
0002889
SISK, NANETTE C/O ABOUT
FACE
B1300 -1
003694
00
01/24/2007
290- 6005 - 564.53
-10
RCO2KC *INSTRUC -HLTH
16.50
VENDOR TOTAL +
16.50
0000372
SOLECTRIC ELECTRIC
CONTR.
6798
003804 22420
00
02/04/2007
743 -2743- 622.52
-41
CP01RF *POST LNTRNS BLANEY
1,410.00
VENDOR TOTAL *
1,410.00
0000005
SURYADEVARA, NAVEENA
PREPARED
02/06/2007, 16:21:25
EXPENDITURE APPROVAL LIST
PROGRAM:
GM339L
AS OF:
02/19/2007 CHECK DATE:
02/06/2007
CITY OF SARATOGA
__________________
______ _________________________
VEND NO
_
VENDOR NAME
INVOICE
VOUCHER P.O.
BNK
CHECK /DUE
ACCOUNT
ITEM
EXPENDITURE
NO
NO NO
DATE
NO
DESCRIPTION
AMOUNT
0000005
SURYADEVARA, NAVEBNA
0253
003697
00
01/24/2007
290 - 0000 - 260.00
-00
RCO2KC`RENTAL DEP REFUND
300.00
VENDOR TOTAL +
300.00
0002239
TMT ENTERPRISES,
INC.
25938
003814
00
02/17/2007
001 - 3030 - 532.51
-03
PKOIRF +BASEBALL MIX
292.76
25937
003826 22446
00
02/17/2007
001- 3030 - 532.51
-03
PK0IRF +BASEBALL MIX
1,874.60
25804
003829
00
02/09/20D7
001 - 3030 - 532.35
-22
PKOIRF +BASEBALL MIX
791.65
VENDOR TOTAL +
2,959.01
0003097
TOWN OF LOS GATOS
4000000033 003793 22445
00
02/05/2007
702 -1702- 622.52
-41
CP12RF +HW9 SAFETY GRANT
20,400.00
VENDOR TOTAL +
20,400.00
0000413
UNIVERSAL SWEEPING SERVICE
IWO70000645 003821 22312
00
02/10/2007
260 - 5015 - 552.54
-37
SWOIRF +CITY ST SWEEP SVC
6,621.59
VENDOR TOTAL +
6,621.59
0004138
VALLEYCREST TREE
CARE
SERVICES
2966414
003833 22408
00
02/10/2007
001-3030 - 532.57
-04
PK0IRF +TREE CARE WLDWD PK
3,588.49
2966414B
003835
00
02/10/2007
001- 3030- 443.53
-00
PKOIRF +TREE CARE WLDWD PK
3,588.49-
2655415
003836 22408
00
02/10/2007
001- 3030 - 532.57
-04
PK01RF +TREE CARE WLDWD PK
1,732.00
2655415E
003838
00
02/10/2007
001- 3030 - 443.53
-00
PX01RF +TREE CARE WLDWD PK
1,732.00
-
2966414A
003834
00
02/10/2007
250- 0000- 207.01
-00
PKOIRF +TREE CARE WLDWD PK
3,588.49
2655415A
003837
00
02/10/2007
250 -0000- 207.01
-00
PK0IRF +TREE CARE WLDWD PK
1,732.00
VENDOR TOTAL +
5,320.49
0004331
VENZ, JERRY WILLIAM
5899
003765
00
02/18/2007
001 - 1005 - 511.35
-21
CC0IKC +PHOTOS - COUNCIL
324.75
VENDOR TOTAL +
324.75
0004332
WALKER, VIRGINIA
02/01/07
003839
00
02/06/2007
001- 1020 - 511.32
-23
MG02KC- RETIREMNT ACKNWLDG
243.56
VENDOR TOTAL +
243.56
0000427
WEST COAST FENCE
COMPANY, INC.
6395
003800
00
02/15/2007
001 - 3030 - 532.57
-36
STOIRF +FENCE REPR-WLDWD
897.00
VENDOR TOTAL +
897.00
0003915
WESTCO TRACTOR
19174
003819
00
02/17/2007
001 - 1035 - 512.35
-22
EQ01RF +HOSE AND STRUT
105.15
VENDOR TOTAL +
105.15
0004246
WESTERN TRUCK FABRICATION,
INC
3217
003799
00
02/09/2007
001- 3005 - 532.35
-22
ST01RF +LIFT SHOCKS
62.97
VENDOR TOTAL +
62.97
0004183
WITTWER & PARKIN,
LLP
CM1096
003917
00
02/04/2007
001- 1025 - 511.50
-87
ATOIRF +LGL SVCS- GIBERSON
1,688.00
CM1034
003905
00
02/06/2007
250- 4010 - 542.51
-41
ZA12RF +06 -247 LEGAL SVCS
219.60
PAGE 10
HAND - ISSUED
PREPARED 02/06/200'1, 16:21:25 EXPENDITURE APPROVAL LIST PAGE 11 X/ /�yryL�
PROGRAM: 02/06/ AS OF: 02/19/2009 CHECK DATE: 02/06/2007 U /,�'J /�
CITY OF SARATOGA
---- ____ -------- ___________________________________________--------------
VEND NO
VENDOR NAME
0296
003698
00 01/24/2007
290 -0000- 260.00 -00 RCO2KC +RENTAL
DEP REFUND
0003190 05 -03-
INVOICE
VOUCHER P.O.
BNK CHUCK /DUE
ACCOUNT
12 /11 /06EA
ITEM
00 01/23/2007
604- 4604 - 444.50 -00 PD11RF•03 -100
EXPENDITURE HAND- ISSUED
NO
NO NO
DATE
NO
DESCRIPTION
TOTAL EXPENDITURES
AMOUNT
0004183
WITTWER 4 PARKIN,
LLP
GRAND TOTAL *
+ + + * * * * +•*
CM1034A
003906
00
02/06/2007
250- 4010- 444.53
-10
ZA12RF•06 -249
LEGAL
SVCS
219.60
-
CM1031
003908
00
02/06/2007
250 - 4010 - 542.51
-41
ZA12RF•03 -254
LEGAL
SVCS
339.40
CM1031A
003909
00
02/06/2007
250- 4010- 444.53
-10
ZA12RF•03 -254
LEGAL
SVCS
339.40
-
CM1033
003911
00
02/06/2007
250- 4010 - 542.51
-41
ZA12RF +04 -359
LEGAL
SVCS
422.80
CM1033A
003912
00
02/06/2007
250- 4010- 444.53
-10
ZA12RF•04 -359
LEGAL
SVCS
422.80
-
CM1032
003914
00
02/06/2007
250 - 4010 - 542.51
-41
ZA12RF•04 -016
LEGAL
SVCS
146.40
CM1032A
003915
00
02/06/2007
250- 4010- 444.53
-10
ZA12RF•04 -016
LEGAL
SVCS
146.40
-
CM1031B
003910
00
02/06/2007
604- 4604 - 444.53
-10
ZA12RF•03 -254
LEGAL
SVCS
339.40
CM1033B
003913
00
02/06/2007
604 - 4604 - 444.53
-10
PD12RF•04 -359
LEGAL
SVCS
422.80
CM1032B
003916
00
02/06/2007
604 - 4604 - 444.53
-10
PD12RF +04 -016
LEGAL
SVCS
146.40
CM1034B
003907
00
02/06/2007
605 -4605- 444.53
-10
PD12RF•06 -247
LEGAL
SVCS
219.60
VENDOR TOTAL +
DDOOD05 WV
SACL
0296
003698
00 01/24/2007
290 -0000- 260.00 -00 RCO2KC +RENTAL
DEP REFUND
0003190 05 -03-
100 -601
Ci'_'I - -.R
VENDOR
TOTAL
12 /11 /06EA
003142
00 01/23/2007
604- 4604 - 444.50 -00 PD11RF•03 -100
DEP REFUND
VENDOR
TOTAL +
TOTAL EXPENDITURES
•••*
GRAND TOTAL *
+ + + * * * * +•*
2,816.20
125.00
125.00
CHECK K: 104167
.00
153,350.75
4,150.00-
4,150.00 -
4,300.00-
149.050.75
SARATOGA CITY COUNCIL
MEETING DATE: February 21, 2007 AGENDA ITEM: /J2�40
ORIGINATING DEPT: Ad 'nistrative Svcs CITY MANAGER: Cf �✓ G� PREPARED BY: BY: DEPT HEAD: (A64 rU
ian ng, Mary Fur +, Finance &
Accounting Supervisor Administrative Services Director
SUBJECT: Treasurer's Report for the Month Ended November 2006
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 151
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
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT
N/A
ATTACHMENTS
A - Cash and Investments by fund
B - Change in total fund balances by fund
C - Cash and Investments by CIP project
D- Change in total fund balances by CIP project
E - Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
CC
cdiac investments @treasurer.ca.gov (June & December reports only, within 60 calendar days)
ATTACHMENT A
CASH AND INVESTMENTS BALANCE BY FUND
As of November 30, 2006, the City had $326,432 in cash deposit at Comerica bank, $13,603,966
on deposit with LAIF, and $1,061 in cash with fiscal agents for the Public Financing Authority
bonds. The bank reconciliations are completed thru the month of September 2006. 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 November 30, 2006 is $13,930,398 and
exceeds the limit required.
Unrestricted Cash
Supplemental Law Enforcement Services Fund
Comerica Bank
326,432
Deposit with LAIF
13,603,966
$
13,930,398
Restricted Cash
Landscape and Lighting
Fiscal Agents
1,061
1,061
Total
13,931,459
1 iTr3 t71 BMW I t iHl0 J.C-Rs l IN
Fund Tvoes Fund
F.lirfI M-13erir3i11
Designated Reserves:
Petty Cash
Tree, Bench, & Plaque Dedication Program
Library Exterior Walls Maintenance
Theater Ticket Surcharge
CIP
Economic Uncertainty
Operations
Balance
1,300
1,678
15,000
20,556
74,387
1,500,000
2,554,150
Special Revenue
Supplemental Law Enforcement Services Fund
$
100,000
Highway Users Gas Tax
$
597,616
Landscape and Lighting
$
151,506
Development Services
$
1,763,752
Designated Reserves:
Tree Preservation Ordinance 226
$
186,548
General Plan Update
$
16,340
Enviromental Programs
$
982,701
Development Fees
$
113,293
Community Development Block Grant
$
(31,035)
SHARP loan
$
79,203
Recreation Services
$
(161,309)
Teen Services
$
(76,623)
CDD Deposits - Planning Deposit Pre FY2006
$
176,287
CDD Deposits - Planning Deposit FY2006
$
267,618
Capital Project
Park Development
$
137,250
Library Expansion
$
704,675
Public Safety
$
502,905
Infrastructure
$
2,362,403
Facility
$
603,558
Park and Trails
$
415,945
Debt Service
Library Bond
$
225,765
Internal Service
Equipment Replacement
$
40,293
Information Technology
$
414,625
Facility Improvement
$
53,546
Trust/Agency Leonard Road $ (11,25£
Public Financing Authority $ 1,061
ATTACHMENT B
CHANGES IN TOTAL FUND BALANCE
The following table presents the ending Fund Balances for the City's major fund types at
November 30, 2006. This table excludes Trust and Agency funds where the City acts merely as a
third party custodian of an outside
's funds.
1130106
06130106
Incrl(Decr)
Fund
Fund Description
Fund Balance
Oct
Revenues
Expenditures Transfers
Balance
General
General Fund
2,825,799
(2,810,968)
898,583
(886,297)
27,117
Designated Reserves:
Petty Cash
1,300
-
-
-
1,300
Tree, Bench, & Plaque Dedication Program
28
1,650
-
-
1,678
Library Exterior Wall Maintenance
15,000
-
-
15,000
Theater Ticket Surcharge
17,286
3,270
-
-
20,556
CIP
614,997
(521,363)
-
(19,247)
74,387
Economic Uncertainty
1,500,000
1,500,000
Operations
2,554,150
-
2,554,150
Special Revenue
Supplemental Law Enforcement Services Fund
-
100,000
-
100,000
Highway Users Gas Tax
604,509
(1,112)
46,665
(52,902)
597,160
Landscape /Lighting Fd
250,321
(102,287)
16,565
(13,190)
151,409
Development Services
1,339,563
286,779
138,041
(179,702)
1,584,681
Designated Reserves:
Tree Preservation Ordinance 226
186,644
(336)
240
186,548
General Plan Update
7,065
4,247
5,246
(218)
16,340
Environmental Programs
909,760
40,866
42,797
(10,722)
982,701
CDBG
(11,137)
(15,539)
-
(4,359)
(31,035)
SHARP Loan
75,287
2,805
1,111
79,203
Recreation Services
(31,783)
(101,508)
39,030
(84,141)
(178,402)
Teen Services
(38,726)
(32,865)
1,700
(7,130)
(77,023)
Capital Project
Park Development
91,246
46,155
-
(151)
137,250
Library Expansion
704,004
(3,390)
4,061
704,675
Public Safety
554,077
(48,100)
-
(3,072)
502,905
Infrastructure
1,942,934
228,449
(30,501)
2,140,882
Facility
96,280
507,213
65
603,558
Park and Trails
196,887
231,023
-
(16,114)
411,796
Debt Service
Library Bond
865,379
(1,010,834)
6,107
-
(139,348)
Internal Service Fund
Equipment Replacement
247,148
(212,060)
5,500
(295)
40,293
Technology Replacement
403,520
(2,895)
14,000
-
414,625
Facility Improvement
53,546
53,546
Total City
15,975,082
3,410,800
1,219,711
1,308,041
12,475,952
ATTACHMENT C
CASH AND INVESTMENTS BALANCES BY CIP PROJECT
The following table the details the cash balances for each project in the Public Safety,
Infrastructure, Facility, and Park and Trails Capital Improvement Project Funds.
Investment
Balance at Nov
IP Funds /Projects 2006
Trafficsafety
57,694
Highway 9 Safety project
100,000
Hakone ADA Improvement
(5,895)
Sidewalk - Yearly Project
185,001
Aloha Street Safety Improvement
(59,839)
Bridges @ 4th Street
100,000
Highway 9 and Oak Place Pedestrian Sign
(1,248)
Quito Road Bridge Replacement
127,192
Total Public Safety $
502,905
Infrastructure
Two Solar Power Radar Feedbacks
15,000
El Quito Area Curb Replacement
459,403
Book Go Round Drainage
59,710
Sobey Road Culvert Repair
150,000
Storm Drain Upgrades
219,685
Median Repairs(Landscape /Irrig.)
14,186
Civic Center Landscape
101,982
Village Lights (Zone 7A)
50,000
Village Trees & Lights at Sidestreets
7,000
Cox Ave Railroad Crossing Upgrade
220,957
City Entrance Sign /Monument
13,467
Blaney Plaza Improvement- Constructions
(13,549)
Village Sidewalk, Curb & Gutter
738,624
Saratoga - Sunnyvale /Gateway
225,938
Storm Drain @ El Camino /Mt Vista
100,000
Total Infrastructure $
2,362,403
Facility
Warner Hutton House Improv
62,370
Civic Center -CDD Offices
10,900
Fire Alarm at McWilliams & Book Go Round
25,000
North Campus - 19848 Prospect Road
498,745
Historical Park Fire Alarm System
6,543
Total Facility $
603,558
Parks & Trails
Hakone Garden D/W
168,433
Union Pacific Railroad (Deana) Trail
(61,312)
Kevin Moran Park
45,402
Alternative Soccer Field
250,000
Park/Trail Repairs
13,422
Total Parks & Trails $ 415,945
ATTACHMENT D
FUND BALANCES BY CIP PROJECT
The following table details the fund balances for each project in the Public Safety, Infrastructure,
Facility, and Park and Trails Capital Improvement Project Funds.
CIP Funds /Projects
06130106 Fund
Balance
Incrl(Decr)
Oct
Revenues Expenditures Transfers
11130106 Fund
Balance
Public Safety
Traffic Safety
67,568
(9,874)
57,694
Highway 9 Safety Project
100,000
-
100,000
Hakone ADA Improvement
-
(4,926)
(969)
(5,895)
Sidewalks Yearly Project
185,001
-
185,001
Aloha Street Safety Improvement
(57,529)
(2,000)
(310)
(59,839)
Bridges @ 4th Street
100,000
-
100,000
Highway 9 and Oak Place Pedestrian Sign
31,845
(31,300)
(1,793)
(1,248)
Quito Road Bridge Replacement
127,192
127,192
Total Public Safety
554,077
(48,100)
(3,072)
502,905
Infrastructure
Two Solar Power Radar Feedbacks
-
15,000
15,000
El Quito Area Curb Replacement
460,264
(861)
459,403
Book Go Round Drainage
-
59,710
-
59,710
Sobey Road Culvert Repair
-
150,000
- -
150,000
Storm Drain Upgrades
167,864
52,136
- (315)
219,685
Median Repairs(Landscape/lnig.)
20,000
(3,342)
- (2,472)
14,186
Civic Center Landscape
104,325
- (2,343)
101,982
Village Lights (Zone 7A)
-
50,000
50,000
Village Trees & Lights at Sidestreets
7,000
-
7,000
Cox Ave Railroad Crossing Upgrade
-
(564)
(564)
Signage @ City Entrance
13,467
-
13,467
Blaney Plaza Improvement - Contruction
99,787
(90,637)
(22,699)
(13,549)
Village- Slreetscape Impv (Sidewalk, Curbs)
738,624
738,624
Saratoga - Sunnyvale /Gateway
231,603
(2,993)
(2,672)
225,938
Storm Drain @ El Camino / Mt Vista
100,000
100,000
Total I nfrastructure
1,942,934
228,449
(30,501)
2,140,882
Facility
WHH Improvements
74,737
(12,432)
65
62,370
Civic Center- CDD Offices
15,000
(4,100)
-
10,900
Fire Alarm at McWilliams & Book Go Round
-
25,000
-
25,000
North Campus -19848 Prospect Road
-
498,745
-
498,745
Historical Park Fire Alarm System
6,543
-
-
6,543
Total Facility
96,280
507,213
65 -
603,558
Parks & Trails
Hakone Garden DIW
164,283
-
-
164,283
Union Pacific Railroad (Deana) Trail
(49,066)
(17,911)
(14,389)
(81,366)
Kevin Moran Improvements
46,468
(1,066)
45,402
Alternative Soccer Field
-
250,000
250,000
Park/Trail Repairs
35,202
-
1,725
33,477
Total Parks & Trails
196,887
231,023
(16,114)
411,796
Total CIP Funds
2,790,178
918,585
65 (49,687)
3,659,141
Bill Lockyer, State Treasurer
Inside the State Treasurer's Office
LOCAL AGENCY INVESTMENT FUND
QUARTERLY APPORTIONMENT RATES
5.68
5.78
5.84
6.45
1
6.97
7.35
7.86
8.32
8.81
9.10
9.26
10.06
11.11
11.54
10.01
10.47
1 r4
11.23
11.68
12.40
11.91
11.82
1199
11.74
10.71
9.87
9.64
10.04
-'
10.18
10.32
10.88
-
11.53
11.41
Ner
10.32
9.98
9.54
9.43
'
9.09
8.39
7.81
7.48
7.24
7.21
7 54
7.97
1
-
8.01
_._
7.87
. --
8.20
_ _ -.-
8.45
1
8.76
9.13
8.87
8.68
199
8.52
8.50
8.39
8.27
7.97
7.38
7.00
6.52
r �
_ .
5.87
5.45
4.97
4.67
"G
4.64
4.51
4.44
4.36
3
4.25
_ _-
4.45
4.96
__..._ _m - - -_-
5.37
199
5.76
5.98
5.89
5.76
199 %
5.62
5.52
5.57
5.58
i
5.56
5.63
5.68
5.71
111
5.70
5.66
5.64
5.46
5.19
5.08
5.21
5.49
2U
5.80
6.18
6.47
6.52
101
5.32
4.47
3.52
2
2.96
2.75
2.63
2.31
2
1.98
1.77
1.63
1.56
#
2
1.47
1.44
1.67
2.00
2.38
2.85
3.18
3.63
200
4.03
4.53
4.93
5.11
SARATOGA CITY COUNCIL
MEETING DATE: February 21, 2007 AGENDA ITEM:
ORIGINATING DEPT: Administrative Svcs CITY MANAGER:
PREPARED BY: DEPT HEAD:
v n Go g, Mary Furey, Fii ance &
Accounhn upervisor Administrative Services Director
SUBJECT: Treasurer's Report for the Month Ended December 2006
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 I"
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
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT
ii//:1
ATTACHMENTS
A - Cash and Investments by fund
B - Change in total fund balances by fund
C - Cash and Investments by CIP project
D- Change in total fund balances by CIP project
E - Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
CC
ediac—investments@treasurer.ca.gov (June & December reports only, within 60 calendar days)
ATTACHMENT A
CASH AND INVESTMENTS BALANCE BY FUND
As of December 31, 2006, the City had $1,493,884 in cash deposit at Comerica bank,
$13,176,747 on deposit with LAIF, and $1,061 in cash with fiscal agents for the Public Financing
Authority bonds. The bank reconciliations are completed thru the month of September 2006.
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, 2006 is
$14,670,631 and exceeds the limit reouired.
Comerica Bank 1,493,884
Deposit with LAIF 13 17a 7A7
Restricted Cash
Fiscal Agents
The following table summarizes the City's total cash and investment
balances
b Fund.
Fund T as
Fund Descri lion
Cash 8 Investment
General
General Fund
Balance at Dec 2006
Designated Reserves:
$
1,251,278
Petty Cash
Tree, Bench, & Plaque Dedication Program
$
$
1.300
Library Exterior Walls Maintenance
$
'1'678
Theater Ticket Surcharge
15,000
Retiree Medical
$
25,294
CIP
$
62,500
Economic Uncertainty
$
74,387
Operations
$
11500,000
2,554,150
Special Revenue
Supplemental Law Enforcement Services Fund
$
Highway Users Gas Tax
100,000
Landscape and Lighting
$
561,786
Development Services
$
147.489
Designated Reserves:
$
1,622,709
Tree Preservation Ordinance 226
General Plan Update
$
168.758
Enviromental Programs
$
8,264
Development Fees
$
924,903
Community Development Block Grant
$
114.741
SHARP loan
$
(45,425)
Recreation Services
$
71,283
Teen Services
$
(135,304)
CDD Deposits - Planning Deposit Pre FY2006
$
(54,314)
CDD Deposits - Planning Deposit FY2006
$
148,417
261,205
Capital Project
Park Development
Library Expansion
$
139,004
Public Safety
$
677,770
Infrastructure
$
492,299
Facility
$
2,211,586
Park and Trails
$
582,175
$
414,446
Debt Service
Library Bond
$
231,498
Internal Service
Equipment Replacement
Information Technology
$
(14,893)
Facility Improvement
$
427,125
$
78,546
Trust /Agency
Leonard Road
Public Financing Authority
$
(11,403)
KSAR - Community A,,--- Tv
$
1,061
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, 2006. This table excludes Trust and Agency funds where the City acts merely as a
third party custodian of an outside nartv's funds
Fund Description
06130106
Fund Balance
Incr1(Decr)
Nov
Revenues
Expenditures
Transfers
11130106
Fund
Balance
General
General Fund
2,825,799
(2,784,603)
1,809,825
(677,566)
83,100
1,256,555
Designated Reserves:
Petty Cash
1,300
-
-
-
1,300
Tree, Bench, & Plaque Dedication Program
28
1,650
-
1,678
Library Exterior Wall Maintenance
15,000
-
-
15,000
Theater Ticket Surcharge
17,286
3,270
4,738
-
25,294
Retiree Medical
-
-
62,500
-
62,500
CIP
614,997
(540,610)
-
74,387
Economic Uncertainty
1,500,000
1,500,000
Operations
2,554,150
-
2,554,150
Special Revenue
Supplemental Law Enforcement Services Fund
-
100,000
-
100,000
Highway Users Gas Tax
604,509
(7,349)
7,476
(43,306)
561,330
Landscape/Lighting Fd
250,321
(98,912)
47,302
(51,222)
147,489
Development Services
1,339,563
245,118
125,884
(148,731)
(141,500)
1,420,334
Designated Reserves:
Tree Preservation Ordinance 226
186,644
(96)
240
(18,030)
168,758
General Plan Update
7,065
9,275
2,056
(10,132)
8,264
Environmental Programs
909,760
72,941
6,852
(17,924)
(47,000)
924,629
CDBG
(11,137)
(19,898)
-
(16,890)
2,500
(45,425)
SHARP Loan
75,287
3,916
2,080
-
(10,000)
71,283
Recreation Services
(31,783)
(146,619)
60,899
(56,618)
22,950
(151,171)
Teen Services
(38,728)
(38,295)
2,529
(7,270)
27,450
(54,314)
Capital Project
Park Development
91,246
46,004
1,754
139,004
Library Expansion
704,004
671
4,741
(31,646)
677,770
Public Safety
554,077
(51,172)
-
(16,687)
486,218
Infrastructure
1,942,934
197,948
2,282
(153,423)
1,989,741
Facility
96,280
507,278
-
(21,383)
582,175
Park and Trails
196,887
214,909
-
(1,500)
410,296
Debt Service
Library Bond
865,379
(1,004,727)
5,968
(133,380)
Internal Service Fund
Equipment Replacement
247,148
(206,855)
-
(80,186)
25,000
(14,893)
Technology Replacement
403,520
11,105
-
12,500
427,125
Facility Improvement
53,546
-
-
-
25,000
78,546
Total City
15,975,082
3,485,051
2,147,126
1,352,514
13,284,643
ATTACHMENT C
CASH AND INVESTMENTS BALANCES BY CIP PROJECT
The following table the details the cash balances for each project in the Public Safety,
Infrastructure, Facility, and Park and Trails Capital Improvement Project Funds.
Investment
CIP Funds /Prnincra Balance at Dec
Highway 9 Safety project
52,283
Hakone ADA Improvement
100,000
Sidewalk- Yearly Project
(63,424'
Aloha Street Safety Improvement
181,200
Bridges @ 4th Street
(7,993)
Highway 9 and Oak Place Pedestrian Sign
100,000
Quito Road Bridge Replacement
,'3,041
Total Public Safety —T
Infrastructure
492,299
Two Solar Power Radar Feedbacks
El Quito Area Curb Replacement
15,000
Book Go Round Drainage
459,403
Sobey Road Culvert Repair
51,892
Drain Upgrades
150,000
;Storm
Median Repairs(Landscape /brig.)
211,314
Civic Center Landscape
13,134
Village Lights (Zone 7A)
98 797
Village Trees & Lights at Sidestreets
50,000
Cox Ave Railroad Crossing Upgrade
7,000
City Entrance Sign /Monument
96,275
Blaney Plaza Improvement- Constructions
13,467
Village Sidewalk, Curb & Gutter
(14,120)
Saratoga - Sunnyvale /Gateway
733,664
Storm Drain @ El Camino /Mt Vista
225,760
100,000
Facility Total Infrastructure $
2,211,586
Warner Hutton House Improv
Civic Center -CDD Offices
55,867
Fire Alarm at McWilliams & Book Go Round
North Campus - 19848 Prospect Road
25,000
Historical Park Fire Alarm System
494,765
Total Facility
Parks &Trails
Hakone Garden D/W
Union Pacific Railroad (Deana) Trail
Kevin Moran Park
Alternative Soccer Field
Park/Trail Repairs
Total Parks & Trails
ATTACHMENT D
FUND BALANCES BY CIP PROJECT
The following table details the fund balances for each project in the Public Safety, Infrastructure,
Facility, and Park and Trails Capital Improvement Project Funds.
CIP Funds /Projects
06130106 Fund
Balance
Incrl(Decr)
Nov
Revenues
Expenditures
11130106 Fund
Transfers Balance
Public Safety
Traffic Safety
67,568
(9,874)
(5,411)
52,283
Highway 9 Safety Project
100,000
100,000
Hakone ADA Improvement
-
(5,895)
(57,529) (63,424)
Sidewalks Yearly Project
185,001
(3,801)
181,200
Aloha Street Safety Improvement
(57,529)
(2,310)
(5,682)
57,529 (7,992)
Bridges @ 4th Street
100,000
100,000
Highway 9 and Oak Place Pedestrian Sign
31,845
(33,093)
(1,793)
(3,041)
Quito Road Bridge Replacement
127,192
127,192
Total Public Safety
554,077
(51,172)
-
(16,687)
486,218
Infrastructure
Two Solar Power Radar Feedbacks
-
15,000
-
15,000
El Quito Area Curb Replacement
460,264
(861)
-
459,403
Book Go Round Drainage
-
59,710
-
(7,818)
51,892
Sobey Road Culvert Repair
-
150,000
-
150,000
Storm Drain Upgrades
167,864
51,821
-
(8,371)
211,314
Median Repairs(Landscape/Irrig.)
20,000
(5,814)
(1,052)
13,134
Civic Center Landscape
104,325
(2,343)
(3,185)
98,797
Village Lights (Zone 7A)
-
50,000
50,000
Village Trees & Lights at Sidestreets
7,000
-
-
7,000
Cox Ave Railroad Crossing Upgrade
(564)
2,282
(126,964)
(125,246)
Signage @ City Entrance
13,467
-
-
13,467
Blaney Plaza Improvement - Conlruction
99,787
(113,336)
(571)
(14,120)
Village- Streetscape Impv (Sidewalk, Curbs)
738,624
(4,960)
733,664
Saratoga- Sunnyvale/Gateway
231,603
(5,665)
(502)
225,436
Storm Drain @ El Camino / Mt Vista
100,000
-
-
100,000
Total Infrastructure
1,942,934
197,948
2,282
(153,423)
1,989,741
Facility
WHH Improvements
74,737
(12,367)
-
(6,503)
55,867
Civic Center- COD Offices
15,000
(4,100)
-
(10,900)
-
Fire Alarm at McWilliams & Book Go Round
-
25,000
-
25,000
North Campus -19848 Prospect Road
498,745
-
(3,980)
494,765
Historical Park Fire Alarm System
6,543
-
6,543
Total Facility
96,280
507,278
(21,383)
582,175
Parks & Trails
Hakone Garden D/W
164,283
-
164,283
Union Pacific Railroad (Deana) Trail
(49,066)
(32,300)
-
(81,366)
Kevin Moran Improvements
46,468
(1,066)
-
(1,500)
43,902
Alternative Soccer Field
-
250,000
-
250,000
Park/Trail Repairs
35,202
1,725
-
33,477
Total Parks & Trails
196,887
214,909
-
(1,500)
410,296
Total CIP Funds
2,790,178
868,963
2,282
(192,993)
3,468,430
Bill Lockyer, State Treasurer
Inside the State Treasurer's Office
LOCAL AGENCY INVESTMENT FUND
QUARTERLY APPORTIONMENT RATES
568 5.78 5 6.45
1
6.97 7.35 7.86 8.32
g 8.81 9.10 9.26 10.06
11.11 11.54 10.01 10.47
11.23 11.68 12.40 11.91
x 11.82 11.99 11.74 10.71
9.87 9.64 10.04 10.18
10.32 10.88 11.53 11.41
1+ = 10.32 9.98 9.54 9.43
198 9.09 8.39 7.81 7.48
- - - -_
1
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
m - -
=
7.97 7.38 7.00 6.52
t.
5.87 5.45 4.97 4.67
zz
_ _ _ __.
4.64 4.51 4.44 4.36
l
4.25 4.45 4.96 5.37
1 5.76 5.98 5.89 5.76
n_ _.__.. _ _ -- --- __ -._-
1" = 5.62 5.52 5.57 5.58
1 5.56 5.63 5.68 5.71
1 . =
5.70 5.66 5.64 5.46
JX
5.19 5.08 5.21 5.49
2U k 5.80 6.18 6.47 6.52
244 6.16 5.32 4.47 3.52
2 2.96 2.75 2.63 2.31
2fl 1.98 177 163 156
2Q 1.47 1.44 1 67 2 00_
_ _ -
200 2.38 2.85 3.18 3.63
2 , u 4.03 4.53 4.93 5.11
SARATOGA CITY COUNCIL
MEETING DATE: February 21, 2007
ORIGINATING DEPT: Recreation De rtment
PREPARED BY:
Thomas Scott,
Facilities Maintenance Supervisor
AGENDAITEM: ` jr
i
CITY MANAGER;
DEPT HEAlt. r
Barbara Powell (Acting Director)
SUBJECT: Agreement with CIM Air, Inc. for HVAC System Installation — North Campus,
Administration Building
RECOMMENDED ACTION(S):
Accept report and adopt the resolution approving the Agreement with CIM Air, Inc. for Heating,
Ventilating, and Air Conditioning (HVAC) System Installation for the North Campus Administration
Building.
REPORT SUMMARY:
In 2006, the City Council approved a budget of $500,000 for improvements to the Administration and
Fellowship Hall buildings at the North Campus facility. Since that time, staff has undertaken
demolition and associated work in the Administration Building, in anticipation of improvements that
primarily approve the aesthetics and functionality of the building. A required improvement that will
enhance the functionality of and energy conservation in the building is the removal and replacement of
the existing HVAC system.
The current HVAC system consists of an air conditioning unit and two heaters. The system is not
energy efficient and has no economizers. In addition, one of the units no longer functions and the
current ductwork snakes around the building and is not installed in an efficient manner. The new
system meets current energy efficiency standards, and will be correctly installed in the attic space and
tied into a new, efficient duct system. Further, the new system is correctly sized for the building, and
features two complete units (air conditioning and heating) that will fully condition the entire building.
Staff sought three bids for the project. One contractor did not respond to the bid request and two other
contractors bid as follows:
CIM Air, Inc. $34,342
Bay City Mechanical $34,950
Staff recommends that CIM Air, Inc. be awarded the contract for this work in the amount of $34,342
with a ten percent (10 %) contingency, for a total award amount of $37,742.
FISCAL IMPACTS:
The cost for installation of the new HVAC system is $34,342 plus a 10% contingency, for a total cost
of $37,742.
CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS:
The City will not enter into an agreement with CIM Air, Inc. for installation of the HVAC system for
the North Campus, Administration Building and will be required to seek another vendor to perform the
work.
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
Approve the Resolution Approving the Agreement with CIM Air, Inc. for installation of an HVAC
system for the North Campus, Administration Building and authorize the City Manager to approve the
Amendment.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
• Resolution approving the Agreement with CIM Air, Inc.
• Agreement
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPROVING THE AGREEMENT
WITH CIM AIR, INC. FOR REMOVAL AND REPLACEMENT OF
THE HVAC SYSTEM FOR THE ADMINISTRATION BUILDING,
NORTH CAMPUS FACILITY
WHEREAS, in 2006, the City of Saratoga City Council approved a budget of $500,000 for
improvements to the North Campus facility;
WHEREAS, the scope of work to be accomplished within this budget includes improvements to
the Administration Building at North Campus;
WHEREAS, for the energy efficient and functional operation of the Administration Building it is
necessary to remove and replace the Administration Building's existing Heating, Ventilating and Air
Conditioning (HVAC) system;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga hereby
resolves to approve the Agreement with CIM Air, Inc., in the amount of $37,742.
AND BE IT FURTHER RESOLVED, that the City Manager is authorized to approve the
Agreement with CIM Air, Inc.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga City
Council held on the 21" day of February 2007 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Cathleen Boyer, City Clerk
Page 3 of 3
Norman Kline, Mayor
AIR, INC.
50 Aviation Way #2 .
November 16, 2006
Mr. Thomas Scott
C/O City of Saratoga
19700 Allendale Ave.
Saratoga, Ca 95070
CA 95076
Re: North Campus Administration Building.
Dear Thomas,
Phone 831- 7224948
Fax 831 -722 -5285
Email keb@cimair.com
Recently CIM was asked to provide a proposal for the replacement of aged / inoperative
heating equipment at the north campus admin building. After reviewing the installed
equipment CIM is pleased to offer the following.
1. Remove and properly dispose of the existing equipment.
2. Provide new equipment support platform.
3. Fabricate and install custom louver.
4. Provide new Furnaces, evaps, and Condensers (2).
5. Modify equipment for low ambient use.
6. Construct custom economizer. Integrate controls.
7. Replace attic ductwork.
8. Provide attic lights.
9. Provide attic exhaust fan and thermostat.
10. Install piping and line set covers.
11. Provide flues.
12. Install thermostats
13. Start and test
Total cost for the above mentioned project including all parts, taxes and labor
will be $34,342.00 (Thirty Four Thousand Three Hundred Forty-Two Dollars.)
If further information is required or we may be of assistance in any way please contact
this office.
Regards,
Keit enkins
CIM Air, Inc.
BAY
CITY
MECHANICAL, INC.'
(Revised 2114107)
Febmary 13, 2007
To: City of Saratoga
19700 Allendale Ave
Saratoga, CA 95070
Attn: Thomas Scott
Ph. 408-868-1277 Fax. 408-868-1278
Re: HVAC replacement @
19848 Prospect Road
Saratoga, CA 95070
Dear Thomas,
This quote is based upon your SCOPE OF WORK letter with 15 items listed for the
Administration building at the North Campus location and myjob walk on 2/12/07.
We propose to do the work for a total of $34,950.00.
Note: Bay City Mechanical plans on connecting to existing ductwork where it
penetrates from the existing flat roof to the confined ceiling space. Any problems that
need attention within the existing confined space relating to ductwork quality, air
distribution or airflow will be considered a change order.
Exclusions: Overtime work
Bonds
Permits
Sincere ,
Dave Tavonatti
Service Manager
r
543 South 31st Street, Richmond, CA 94804.40,20 510- 233 -7000
E0. 6os11332, San Rafael, CA 94912 (415) 33 1 -1700 Fax 510 -7_33 -7042 Lic. =645126
www.havOr mcclixom
CITY OF SARATOGA
STANDARD
INDEPENDENT CONTRACTOR AGREEMENT
THIS AGREEMENT is made at Saratoga, California by and between the CITY
OF SARATOGA, a municipal corporation ( "City"), and CIM AIR, Inc.,
( "Contractor "), who agree as follows:
RECITALS
WHEREAS, City requires the services of a qualified contractor to provide the
work product described in Exhibit A of this Agreement; and
WHEREAS, City lacks the qualified personnel to provide the specified work
product; and
WHEREAS, Contractor is duly qualified to provide the required work
product; and
WHEREAS, Contractor is agreeable to providing such work product on the
terms and conditions hereinafter set forth.
NOW THEREFORE, the parties hereto agree as follows:
1. RESULTS TO BE ACHIEVED Subject to the terms and conditions
set forth in this Agreement, Contractor shall provide to City the work
product described in Exhibit A ( "Scope of Work "). Contractor is not
authorized to undertake any efforts or incur any costs whatsoever under the
terms of this Agreement until receipt of a fully executed Purchase Order
from the Finance Department of the City of Saratoga.
2. TERM The term of this Agreement commences on February 5,
2007 and extends through June 15, 2007 or the completion of the project,
whichever occurs first, unless it is extended by written mutual agreement
between the parties, provided that the parties retain the right to terminate
this Agreement as provided in Exhibit D at all times.
3. PAYMENT City shall pay Contractor for work product produced
pursuant to this Agreement at the time and in the manner set forth in
Exhibit B ( "Payment "). The payments specified in Exhibit B shall be the only
payments to be made to Contractor in connection with Contractor's
completion of the Scope of Work pursuant to this Agreement. Contractor
shall submit all billings to City in the manner specified in Exhibit B; or, if no
manner is specified in Exhibit B, then according to the usual and customary
procedures and practices which Contractor uses for billing clients similar to
City.
City of Saratoga /Standard Contract Agreement rage i
My Documents/ Contracts
03/15/01
4. FACILITIES AND EQUIPMENT Except as set forth in Exhibit C
( "Facilities and Equipment "), Contractor shall, at its sole cost and expense,
furnish all facilities and equipment, which may be required for completing
the Scope of Work pursuant to this Agreement. City shall furnish to
Contractor only the facilities and equipment listed in Exhibit C according to
the terms and conditions set forth in Exhibit C.
5. GENERAL PROVISIONS City and Contractor agree to and shall
abide by the general provisions set forth in Exhibit D ( "General Provisions ").
In the event of any inconsistency between said general provisions and any
other terms or conditions of this Agreement, the other term or condition
shall control insofar as it is inconsistent with the General Provisions.
6. EXHIBITS All exhibits referred to in this Agreement are attached
hereto and are by this reference incorporated herein and made a part of this
Agreement.
7. CONTRACT ADMINISTRATION This Agreement shall be
administered on behalf of City by Thomas Scott ( "Administrator "). The
Administrator has complete authority to receive information, interpret and
define City's policies consistent with this Agreement, and communicate with
Contractor concerning this Agreement. All correspondence and other
communications shall be directed to or through the Administrator or his or
her designee.
8. NOTICES All notices or communication concerning a party's
compliance with the terms of this Agreement shall be in writing and may be
given either personally, by certified mail, return receipt requested, or by
overnight express carrier. The notice shall be deemed to have been given
and received on the date delivered in person or the date upon which the
postal authority or overnight express carrier indicates that the mailing was
delivered to the address of the receiving Party. The Parties shall make good
faith efforts to provide advance courtesy notice of any notices or
communications hereunder via telefacsimile. However, under no
circumstances shall such courtesy notice satisfy the notice requirements set
forth above; nor shall lack of such courtesy notice affect the validity of
service pursuant to the notice requirement set forth above. Any Party
hereto, by giving ten (10) days written notice to the other, may designate any
other address as substitution of the address to which the notice or
communication shall be given. Notices or communications shall be given to
the Parties at the addresses set forth below until specified otherwise in
writing:
City of Saratoga /Standard Contract Agreement Page 2 of 19
My Documents/ Contracts
03/15/01
_.
Notices to Contractor shall be sent to:
CIM AIR, Inc.
50 Aviation Way #2
Watsonville, California 95076
Attention: Keith Jenkins
Notices to City shall be sent to:
City of Saratoga
19700 Allendale Avenue
Saratoga, CA 95070
Attention: Thomas Scott
With a copy (which copy shall not constitute notice) to:
City Clerk
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
9. ENTIRE AGREEMENT This Agreement supersedes any and all
agreements, either oral or written, between the parties hereto with respect to
Contractor's completion of the Scope of Work on behalf of City and contains
all of the covenants and agreements between the parties with respect to the
rendering of such services in any manner whatsoever. Each party to this
Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone
acting on behalf of any party, which are not embodied herein, and that no
other agreement, statement or promise not contained in this Agreement
shall be valid or binding. No amendment, alteration, or variation of the
terms of this Agreement shall be valid unless made in writing and signed by
the parties hereto.
City of Saratoga /Standard Contract Agreement Page 3 of 19
My Documents / Contracts
03/15/01
IN WITNESS WHEREOF, the parties hereto have executed this Agreement.
CONTRACTOR:
By:
Print Name:
Position:
Date: z,'. 1�"-13 Q Z
CITY OF SARATOGA, a municipal corporation
10
Name:
Title:
APPROVED AS TO FORM:
City Attorney
Date:
Date:
APPROVED AS TO BUDGET AUTHORITY AND INSURANCE:
0
Administrative Services Director
Date:
Attachments A/ov -fta C_wft.1pa0s katoK -ft #1(j+G
Exhibit A -- Scope of Work
Exhibit B - Contract Payment and Reporting Schedule
Exhibit C -- Facilities and Equipment
Exhibit D -- General Provisions
Exhibit E -- Insurance Requirements
City of Saratoga /Standard Contract Agreement Page 4 of 19
My Documents /Contracts
03/15/01
EXHIBIT A
SCOPE OF WORK
Contractor shall complete the Scope of Work for the Administration building
at the North Campus location listed below;
1. Remove and properly dispose of the existing equipment. This includes
the removal of three furnaces and the condensing unit and the
removal of the existing ductwork in the attic.
2. Provide new equipment support platform. Sized for two furnaces with
evaporators and overflow pans near the existing North West Window.
3. Remove Window. Fabricate and install custom louver. Provide outside
air plenum.
4. Provide new Furnaces, thermostatic expansion valves, Evaporators
and Condensers (2). Equipment shall be Carrier or Trane, 90 MBH
input furnaces and 42MBH condensing units.
5. Modify equipment for low ambient use. Fan cycle switches and low
ambient lockouts.
6. Construct custom economizer. Integrate controls. On call for cooling
unit will examine outside air. If temp is below 72 F. (field adjustable.)
economizer damper will drive open. If 2nd stage calls for cool is present
mechanical cooling will engage. On temperature rise outside air
damper will close to minimum position.
7. Replace attic ductwork. Use premium quality acoustical duct sized to
provide velocity not over 1000fpm in mains and <600 fpm in branch.
Each branch shall have an individual balancing damper. Each length
of duct shall be supported allowing for no more than 1 1/2 in. sag.
8. Provide attic lights. Three four foot fluorescent with switch and
wiring.
9. Provide attic exhaust fan and thermostat. Two fans each with an
adjustable thermostat. 1500 cfm each. Initial set point 88 F.
10.Install piping and line set covers. Refrigerant piping, Condensate lines
and electrical wiring must be covered on the building exterior.
11.Provide flues. Weather caps and storm collars.
12.Install thermostats. Two stage programmable electric. Honeywell 6220
series.
13.Start and test
14.Update as required the units electrical wiring to panel.
15.Permits, structural reinforcements or other city requirements are not
included, but are available under separate contract if required.
Refer to attached bid dated 11/ 16/06 as part of this contract.
Terms for the project is upon agreement the first billing will be for the
materials costs then a near completion billing for the balance less 10% of
the total project as a retention billing when the project is completed.
City of Saratoga /Standard Contract Agreement Page 5 of 19
My Documents /Contracts
03/15/01
EXHIBIT B
PAYMENT
1. TOTAL COMPENSATION City shall pay Contractor an amount
not to exceed the total sum of Thirty Four Thousand Three Hundred Forty-
Two dollars. ($34,342.00) for work to be performed and reimbursable costs
incurred pursuant to this Agreement. The total sum stated above shall be
the total which City shall pay for the work product to be provided by
Contractor pursuant to this Agreement.
2. INVOICES Contractor shall submit invoices, not more often than
once a month during the term of this Agreement, based on the cost for work
performed and reimbursable expenses incurred prior to the invoice date.
Invoices shall contain the following information:
a. Serial identifications of bills, i.e., Bill No. 1;
b. The beginning and ending dates of the billing period;
C. A summary containing the total contract amount, the amount
of prior billings, the total due this period, and the remaining
balance available for all remaining billing periods.
3. MONTHLY PAYMENTS City shall make monthly payments, based
on such invoices, for satisfactory progress in completion of the Scope of
Work, and for authorized reimbursable expenses incurred.
4. REIMBURSABLE EXPENSES There shall be no right to
reimbursement of expenses incurred by Contractor except as specified in
Exhibit A to this Agreement.
City of Saratoga /Standard Contract Agreement Page 6 of 19
My Documents /Contracts
03/15/01
EXHIBIT C
FACILITIES AND EQUIPMENT
City shall furnish physical facilities such as desks, filing cabinets,
and conference space, as may be reasonably necessary for Contractor's use
while consulting with City employees and reviewing records and the
information in possession of City. The location, quantity, and time of
furnishing said physical facilities shall be in the sole discretion of City. In
no event shall City be obligated to furnish any facility which may involve
incurring any direct expense, including, but not limiting the generality of
this exclusion, long - distance telephone or other communication charges,
vehicles, and reproduction facilities. Contractor shall not use such services,
premises, facilities, supplies or equipment for any purpose other than in the
performance of Contractor's obligations under this Agreement.
City of Saratoga /Standard Contract Agreement Page 7 of 19
My Documents /Contracts
03/15/01
EXHIBIT D
GENERAL PROVISIONS
1. INDEPENDENT CONTRACTOR At all times during the term of
this Agreement, Contractor shall be an independent contractor and shall not
be an employee of City. Contractor shall complete the Scope of Work
hereunder in accordance with currently approved methods and practices in
Contractor's field. City shall have the right to control Contractor only with
respect to specifying the results to be obtained from Contractor pursuant to
this Agreement. City shall not have the right to control the means by which
Contractor accomplishes services rendered pursuant to this Agreement.
Likewise, no relationship of employer and employee is created by this
Agreement between the City and Contractor or any subcontractor or
employee of Contractor. Nothing contained in this Agreement shall be
construed as limiting the right of Contractor to engage in Contractor's
profession separate and apart from this Agreement so long as such activities
do not interfere or conflict with the performance by Contractor of the
obligations set forth in this Agreement. Interference or conflict will be
determined at the sole discretion of the City.
2. STANDARD OF PERFORMANCE Contractor shall complete the
Scope of Work required pursuant to this Agreement in the manner and
according to the standards observed by a competent practitioner of the
profession in which Contractor is engaged in the geographical area in which
Contractor practices its profession. All work product of whatsoever nature
which Contractor delivers to City pursuant to this Agreement shall be
prepared in a substantial, first class and workmanlike manner and conform
to the standards of quality normally observed by a person practicing in
Contractor's profession.
3. TIME Contractor shall devote such time to the Scope of Work
pursuant to this Agreement as may be reasonably necessary for satisfactory
performance of Contractor's obligations pursuant to this Agreement.
4. CONTRACTOR NO AGENT Except as City may specify in writing,
Contractor shall have no authority, express or implied, to act on behalf of
City in any capacity whatsoever as an agent. Contractor shall have no
authority, express or implied, pursuant to this Agreement to bind City to
any obligation whatsoever.
City of Saratoga /Standard Contract Agreement Page 8 of 19
My Documents /Contracts
03/15/01
5. BENEFITS AND TARES Contractor shall not have any claim under
this Agreement or otherwise against City for seniority, vacation time,
vacation pay, sick leave, personal time off, overtime, health insurance,
medical care, hospital care, insurance benefits, social security, disability,
unemployment, workers compensation or employee benefits of any kind.
Contractor shall be solely liable for and obligated to pay directly all
applicable taxes, including, but not limited to, federal and state income
taxes, and in connection therewith Contractor shall indemnify and hold City
harmless from any and all liability that City may incur because of
Contractor's failure to pay such taxes. City shall have no obligation
whatsoever to pay or withhold any taxes on behalf of Contractor.
6. ASSIGNMENT PROHIBITED No party to this Agreement may assign
any right or obligation pursuant to this Agreement. Any attempted or
purported assignment of any right or obligation pursuant to this Agreement
shall be void and of no effect. However, with the consent of the City given in
writing, Contractor is entitled to subcontract such portions of the work to be
performed under this Agreement as may be specified by City.
7.
a. Qualifications. Contractor shall assign only competent personnel
to complete the Scope of Work pursuant to this Agreement. In the
event that City, in its sole discretion, at any time during the term
of this Agreement, desires the removal of any such persons,
Contractor shall, immediately upon receiving notice from city of
such desire of City, cause the removal of such person or persons.
b. Employment Eligibility. Contractor shall ensure that all
employees of Contractor and any subcontractor retained by
Contractor in connection with this Agreement have provided the
necessary documentation to establish identity and employment
eligibility as required by the Immigration Reform and Control Act
of 1986. Failure to provide the necessary documentation will
result in the termination of the Agreement as required by the
Immigration Reform and Control Act of 1986.
8. CONFLICT OF INTEREST
a. In General. Contractor represents and warrants that, to the best
of the Contractor's knowledge and belief, there are no relevant
facts or circumstances which could give rise to a conflict of
interest on the part of Contractor, or that the Contractor has
already disclosed all such relevant information.
City of Saratoga /Standard Contract Agreement Page 9 of 19
My Documents / Contracts
03/15/01
b. Subsequent Conflict of Interest. Contractor agrees that if an
actual or potential conflict of interest on the part of Contractor is
discovered after award, the Contractor will make a full disclosure
in writing to the City. This disclosure shall include a description
of actions, which the Contractor has taken or proposes to take,
after consultation with the City to avoid, mitigate, or neutralize the
actual or potential conflict. Within 45 days, the Contractor shall
have taken all necessary steps to avoid, mitigate, or neutralize the
conflict of interest to the satisfaction of the City.
c. Interests of City Officers and Staff. No officer, member or
employee of City and no member of the City Council shall have any
pecuniary interest, direct or indirect, in this Agreement or the
proceeds thereof. Neither Contractor nor any member of any
Contractor's family shall serve on any City board or committee or
hold any such position which either by rule, practice or action
nominates, recommends, or supervises Contractor's operations or
authorizes funding to Contractor.
9. COMPLIANCE WITH LAWS
a. In General. Contractor shall observe and comply with all laws,
policies, general rules and regulations established by City and
shall comply with the common law and all laws, ordinances, codes
and regulations of governmental agencies, (including federal, state,
municipal and local governing bodies) applicable to the
performance of the Scope of Work hereunder, including, but not
limited to, all provisions of the Occupational Safety and Health Act
of 1979 as amended.
b. Licenses and Permits. Contractor represents and warrants to
City that it has all licenses, permits, qualifications and approvals
of whatsoever nature which are legally required for Contractor to
practice its profession. Contractor represents and warrants to City
that Contractor shall, at its sole cost and expense, keep in effect at
all times during the term of this Agreement any licenses, permits,
and approvals which are legally required for Contractor to practice
its profession.
c. Funding Agency Requirements. To the extent that this
Agreement may be funded by fiscal assistance from another entity,
Contractor shall comply with all applicable rules and regulations
to which City is bound by the terms of such fiscal assistance
program.
City of Saratoga /Standard Contract Agreement Page 10 of 19
My Documents /Contracts
03/15/01
d. Drug -free Workplace. Contractor and Contractor's employees and
subcontractors shall comply with the City's policy of maintaining a
drug -free workplace. Neither Contractor nor Contractor's
employees and subcontractors shall unlawfully manufacture,
distribute, dispense, possess or use controlled substances, as
defined in 21 U.S. Code Section 812, including marijuana, heroin,
cocaine, and amphetamines, at any facility, premises or worksite
used in any manner in connection with performing services
pursuant to this Agreement. If Contractor or any employee or
subcontractor of Contractor is convicted or pleads nolo contendere
to a criminal drug statute violation occurring at such a facility,
premises, or worksite, the Contractor, within five days thereafter,
shall notify the City.
e. Discrimination Prohibited. Contractor assures and agrees that
Contractor will comply with Title VII of the Civil Rights Act of 1964
and other laws prohibiting discrimination and that no person
shall, on the grounds of race, creed, color, disability, sex, sexual
orientation, national origin, age, religion, Vietnam era veteran's
status, political affiliation, or any other non -merit factors be
excluded from participating in, be denied the benefits of, or be
otherwise subjected to discrimination under this Agreement.
10. DOCUMENTS AND RECORDS
a. Property of City. All reports, data, maps, models, charts,
studies, surveys, photographs, memoranda or other written
documents or materials prepared by Contractor pursuant to this
Agreement shall become the property of City upon completion of
the work to be performed hereunder or upon termination of this
Agreement.
b. Retention of Records. Until the expiration of five years after the
furnishing of any services pursuant to this Agreement, Contractor
shall retain and make available to the City or any party designated
by the City, upon written request by City, this Agreement, and
such books, documents and records of Contractor (and any books,
documents, and records of any subcontractor(s)) that are
necessary or convenient for audit purposes to certify the nature
and extent of the reasonable cost of services to City.
c. Use of Recycled Products. Contractor shall prepare and submit
all reports, written studies and other printed material on recycled
paper to the extent it is available at equal or less cost than virgin
paper.
City of Saratoga /Standard Contract Agreement Page 11 of 19
My Documents /Contracts
03/15/01
d. Professional Seal. Where applicable in the determination of the
contract administrator, the first page of a technical report, first
page of design specifications, and each page of construction
drawings shall be stamped /sealed and signed by the licensed
professional responsible for the report/design preparation. The
stamp /seal shall be in a block entitled "Seal and Signature of
Registered Professional with report/design responsibility" as per
the sample below.
Seal and Signature of Registered Professional
with reportf design responsibility.
11. CONFIDENTIAL INFORMATION Contractor shall hold any
confidential information received from City in the course of performing this
Agreement in trust and confidence and will not reveal such confidential
information to any person or entity, either during the term of the Agreement
or at any time thereafter. Upon expiration of this Agreement, or termination
as provided herein, Contractor shall return materials which contain any
confidential information to City. Contractor may keep one copy for its
confidential file. For purposes of this paragraph, confidential information is
defined as all information disclosed to Contractor which relates to City's
past, present, and future activities, as well as activities under this
Agreement, which information is not otherwise of public record under
California law.
12. RESPONSIBILITY OF CONTRACTORContractor shall take all
responsibility for the work, shall bear all losses and damages directly or
indirectly resulting to Contractor, to any subcontractor, to the City, to City
officers and employees, or to parties designated by the City, on account of
the performance or character of the work, unforeseen difficulties, accidents,
occurrences or other causes predicated on active or passive negligence of
the Contractor or of any subcontractor.
13. INDEMNIFICATION Contractor and City agree that City, its
employees, agents and officials shall, to the fullest extent permitted by law,
be fully protected from any loss, injury, damage, claim, lawsuit, cost,
expense, attorneys fees, litigation costs, defense costs, court costs or any
other cost arising out of or in any way related to the performance of this
Agreement. Accordingly, the provisions of this indemnity provision are
intended by the parties to be interpreted and construed to provide the fullest
protection possible under the law to the City. Contractor acknowledges that
City would not enter into this agreement in the absence of the commitment
of Contractor to indemnify and protect City as set forth below.
City of Saratoga /Standard Contract Agreement Page 12 of 19
My Documents /Contracts
03/15/01
a. Indemnity. To the fullest extent permitted by law, Contractor
shall defend, indemnify and hold harmless City, its employees,
agents and officials, from any liability, claims, suits, actions,
arbitration proceedings, administrative proceedings, regulatory
proceedings, losses, expenses or costs of any kind whatsoever
without restriction or limitation, incurred in relation to, as a
consequence of or arising out of or in any way attributable
actually, allegedly or impliedly, in whole or in part, to the
performance of this Agreement. All obligations under this
provision are to be paid by Contractor as they are incurred by the
City.
b. Limitation on Indemnity. Without affecting the rights of City
under any provision of this agreement or this section, Contractor
shall not be required to indemnify and hold harmless City as set
forth above for liability attributable to the sole fault of City,
provided such sole fault is determined by agreement between the
parties or the findings of a court of competent jurisdiction. This
exception will apply only in instances where the City is shown to
have been solely at fault and not in instances where Contractor is
solely or partially at fault or in instances where City's fault
accounts for only a percentage of the liability involved. In those
instances, the obligation of Contractor will be all- inclusive and
City will be indemnified for all liability incurred, even though a
percentage of the liability is attributable to conduct of the City.
c. Acknowledgement. Contractor acknowledges that its obligation
pursuant to this section extends to liability attributable to City, if
that liability is less than the sole fault of City. Contractor has no
obligation under this agreement for liability proven in a court of
competent jurisdiction or by written agreement between the
parties to be the sole fault of City.
d. Scope of Contractor Obligation. The obligations of Contractor
under this or any other provision of this Agreement will not be
limited by the provisions of any workers' compensation act or
similar act. Contractor expressly waives its statutory immunity
under such statutes or laws as to City, its employees and officials.
e. Subcontractors. Contractor agrees to obtain executed indemnity
agreements with provisions identical to those set forth here in this
section from each and every subcontractor, sub tier contractor or
any other person or entity involved by, for, with or on behalf of
Contractor in the performance or subject matter of this Agreement.
In the event Contractor fails to obtain such indemnity obligations
from others as required here, Contractor agrees to be fully
responsible according to the terms of this section.
City of Saratoga/ Standard Contract Agreement
My Documents / Contracts
03/15/01
L In General. Failure of City to monitor compliance with these
requirements imposes no additional obligations on City and will in
no way act as a waiver of any rights hereunder. This obligation to
indemnify and defend City as set forth herein is binding on the
successors, assigns, or heirs of Contractor and shall survive the
termination of this agreement or this section. For purposes of
Section 2782 of the Civil Code the parties hereto recognize and
agree that this Agreement is not a construction contract. By
execution of this Agreement, Contractor acknowledges and agrees
that it has read and understands the provisions hereof and that
this paragraph is a material element of consideration. City
approval of the insurance contracts required by this Agreement
does not relieve the Contractor or subcontractors from liability
under this paragraph.
14. INSURANCE REQUIREMENTS Contractor shall procure and
maintain for the duration of the contract insurance as set forth in Exhibit E.
The cost of such insurance shall be included in the Contractor's bid.
15. DEFAULT AND REMEDIES
a. Events of default. Each of the following shall constitute an event
of default hereunder:
1. Failure to perform any obligation under this Agreement and
failure to cure such breach immediately upon receiving notice
of such breach, if the breach is such that the City determines
the health, welfare, or safety of the public is immediately
endangered; or
2. Failure to perform any obligation under this Agreement and
failure to cure such breach within fifteen (15) days of receiving
notice of such breach, if the breach is such that the City
determines that the health, welfare, or safety of the public is
not immediately endangered, provided that if the nature of the
breach is such that the City determines it will reasonably
require more than fifteen (15) days to cure, Contractor shall not
be in default if Contractor promptly commences the cure and
diligently proceeds to completion of the cure.
b. Remedies upon default. Upon any Contractor default, City shall
have the right to immediately suspend or terminate the Agreement,
seek specific performance, contract with another party to perform
this Agreement and /or seek damages including incidental,
consequential and /or special damages to the full extent allowed by
law.
City of Saratoga /Standard Contract Agreement Page 14 of 19
My Documents / Contracts
03/15/01
c. No Waiver. Failure by City to seek any remedy for any default
hereunder shall not constitute a waiver of any other rights
hereunder or any right to seek any remedy for any subsequent
default.
16. TERMINATION Either party may terminate this Agreement with or
without cause by providing 10 days notice in writing to the other party. The
City may terminate this Agreement at any time without prior notice in the
event that Contractor commits a material breach of the terms of this
Agreement. Upon termination, this Agreement shall become of no further
force or affect whatsoever and each of the parties hereto shall be relieved
and discharged here -from, subject to payment for acceptable services
rendered prior to the expiration of the notice of termination.
Notwithstanding the foregoing, the provisions of this Agreement concerning
retention of records, City's rights to material produced, confidential
information, contractor's responsibility, indemnification, insurance, dispute
resolution, litigation, and jurisdiction and severability shall survive
termination of this Agreement.
17. DISPUTE RESOLUTION The parties shall make a good faith effort to
settle any dispute or claim arising under this Agreement. If the parties fail
to resolve such disputes or claims, they shall submit them to non - binding
mediation in California at shared expense of the parties for at least 8 hours
of mediation. If mediation does not arrive at a satisfactory result,
arbitration, if agreed to by all parties, or litigation
may be pursued. In the event any dispute resolution processes are involved,
each party shall bear its own costs and attorneys fees.
18. LITIGATION If any litigation is commenced between parties to
this Agreement concerning any provision hereof or the rights and duties of
any person in relation thereto, each party shall bear its own attorneys' fees
and costs.
19. JURISDICTION AND SEVERABILITY This Agreement shall be
administered and interpreted under the laws of the State of California.
Jurisdiction of litigation arising from this Agreement shall be in that state
and venue shall be in Santa Clara County, California. If any part of this
Agreement is found to conflict with applicable laws, such part shall be
inoperative, null and void insofar as it conflicts with said laws, but the
remainder of this Agreement shall be in full force and effect.
City of Saratoga /Standard Contract Agreement Page 15 of 19
My Documents / Contracts
03/15/01
20. NOTICE OF NON - RENEWAL Contractor understands and agrees
that there is no representation, implication, or understanding that the City
will request that work product provided by Contractor under this Agreement
be supplemented or continued by Contractor under a new agreement
following expiration or termination of this Agreement. Contractor waives all
rights or claims to notice or hearing respecting any failure by City to
continue to request or retain all or any portion of the work product from
Contractor following the expiration or termination of this Agreement.
21. PARTIES IN INTEREST This Agreement is entered only for the
benefit of the parties executing this Agreement and not for the benefit of any
other individual, entity or person.
WAIVER. Neither the acceptance of work or payment for work pursuant to
this Agreement shall constitute a waiver of any rights or obligations arising
under this Agreement. The failure by the City to enforce any of Contractor's
obligations or to exercise City's rights shall in no event be deemed a waiver
of the right to do so thereafter.
City of Saratoga /Standard Contract Agreement Page 16 of 19
My Documents/ Contracts
03/15/01
E
Please refer to the insurance requirements listed below. Those that have an
"X" indicated in the space before the requirement apply to Contractor's
Agreement (ignore any not checked).
Contractor shall provide its insurance brokers) /agent(s) with a copy of
these requirements and request that they provide Certificates of Insurance
complete with copies of all required endorsements to: City of Saratoga,
19700 Allendale Avenue, Saratoga, CA 95070, Attention Thomas Scott.
Contractor shall furnish City with copies of original endorsements affecting
coverage required by this Exhibit E. The endorsements are to be signed by a
person authorized by that insurer to bind coverage on its behalf. All
endorsements and certificates are to be received and approved by City before
work commences. City has the right to require Contractor's insurer to
provide complete, certified copies of all required insurance policies,
including endorsements affecting the coverage required by these
specifications.
X Commercial General /Business Liability Insurance with coverage as
indicated:
X $1,000,000 per occurrence/ $2,000,000 aggregate limits for
bodily injury and property damage
$ per occurrence bodily injury/$ per
occurrence property damage
Coverage for X, C, U hazards MUST be evidenced on the
Certificate of Insurance
If the standard ISO Form wording for "OTHER INSURANCE ", or
other comparable wording, is not contained in Contractor's
liability insurance policy, an endorsement must be provided
that said insurance will be primary insurance and any
insurance or self - insurance maintained by City, its officers,
employees, agents or volunteers shall be in excess of
Contractor's insurance and shall not contribute to it.
City of Saratoga /Standard Contract Agreement Page 17 of 19
My Documents / Contracts
03/15/01
X Auto Liability Insurance with coverage as indicated:
X $1,000,000 combined single limit for bodily injury and property
damage
$ per person /$ per accident for bodily
injury
$ per occurrence for property damage
$ 500,000 combined single limit for bodily injury and property
damage
Garage keepers extra liability endorsement to extend coverage
to all vehicles in the care, custody and control of the contractor,
regardless of where the vehicles are kept or driven.
Professional/ Errors and Omissions Liability with coverage as
indicated:
$1,000,000 per loss/ $2,000,000 aggregate
$5,000,000 per loss/ $5,000,000 aggregate
Contractor must maintain Professional /Errors & Omissions Liability
coverage for a period of three years after the expiration of this
Agreement. Contractor may satisfy this requirement by renewal of
existing coverage or purchase of either prior acts or tail coverage
applicable to said three year period.
X Workers' Compensation Insurance
X Including minimum $1,000,000 Employer's Liability
The Employer's Liability policy shall be endorsed to waive any right of
subrogation as respects the City, its employees or agents.
The Contractor makes the following certification, required by section 1861 of
the California Labor Code:
I am aware of the provisions of Section 3700 of the Labor Code which
require every employer to be insured against liability for workers'
compensation or to undertake self - insurance in accordance with the
provisions of that code, and I will comply with such provisions before
commencing the performance of the work of this contract
X Additional Insured Endorsement(s) for Commercial General/ Business
Liability coverage naming the City of Saratoga, its officers, employees
and agents as additional insured.
(NOTE: additional insured language on the Certificate of Insurance is
NOT acceptable without a separate endorsement such as Form CG 20 10)
X The Certificate of Insurance MUST provide 30 days notice of
cancellation, (10 days notice for non - payment of premium). NOTE: the
City of Saratoga /Standard Contract Agreement Page 1S of 19
My Documents /Contracts
03/15/01
following words must be crossed out or deleted from the standard
cancellation clause: "... endeavor to ..." AND "... but failure to
mail such notice shall impose no obligation or liability of any kind
upon the company, its agents or representatives."
All subcontractors used must comply with the above requirements
except as noted below:
As to all of the checked insurance requirements above, the following shall
apply:
a. Deductibles and Self - Insured Retentions. Any deductibles or
self - insured retentions must be declared to and approved by the
City. At the option of the City, either (1) the insurer shall reduce
or eliminate such deductibles or self - insured retentions as
respects the City, its officers, officials and employees; or (2) the
Contractor shall procure a bond guaranteeing payment of losses
and related investigations, claim administration and defense
expenses.
b. City as Additional Insured. The City, its officers, officials,
employees and volunteers are to be covered as insured as respects:
liability arising out of activities performed by or on behalf of the
Contractor; products and completed operations of the Contractor,
premises owned, occupied or used by the Contractor, or
automobiles owned, leased, hired or borrowed by the Contractor.
The coverage shall contain no special limitations on the scope of
the protection afforded to the City, its officers, officials, employees
or volunteers.
c. Other Insurance Provisions. The policies are to contain, or be
endorsed to contain, the following provisions:
1. Any failure to comply with reporting provisions of the policies
shall not affect coverage provided to the City, its officers,
officials, employees or volunteers.
2. The Contractor's insurance shall apply separately to each
insured against whom claim is made or suit is brought, except
with respect to the limits of the insurer's liability.
3. Coverage shall not be suspended, voided, canceled 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 City.
d. Acceptability of Insurers. Insurance is to be placed with
insurers with a Bests' rating of no less than A: VII
City of Saratoga /Standard Contract Agreement
Page 19 of 19
My Documents /Contracts
03/15/01
SARATOGA CITY COUNCIL
MEETING DATE: February 21, 2007 AGENDA ITEM: 3
ORIGINATING DEPT: Community Development CITY MANAGER:
-de • on-
PREPARED BY: Kate Bear, City Arbor ISO DEPT HEAD: ave An
SUBJECT: Appeal of Planning Commission's decision approving a Minor Modification of
Approved Plans at 14261 Springer Avenue.
RECOMMENDED ACTIONS:
1. Uphold the Planning Commission approval of a minor modification of approved plans
for 14261 Springer Avenue. The modification allows the property owner to leave a
portion of a concrete walkway underneath olive trees that grow on the neighbor's
property, while requiring that the portion underneath the oak tree be replaced with
pervious materials on sand.
2. The Planning Commission recommends that the City Council refund the $250 appeal fee
for the Planning Commission hearing that occurred on January 10, 2007.
REPORT SUMMARY:
On February 12, 2003, the property owner, Mr. Paul Qian, submitted a Design Review Approval
application to the Planning Commission, to construct a new two -story house with a basement. The
Design Review Approval was granted and no appeals were filed subsequent to Planning
Commission approval. The "Exhibit A" plans for the project showed a concrete walkway on top of
grade. However, the Conditions of Approval #8 under Community Development and #2 under the
City Arborist section (see attached Resolution 03 -007) required pervious materials for the walkway
adjacent to the trees. Following construction, City staff inspected the project and approved it as
built according to the Building Division plans in March 2006.
In November 2006, the appellant filed a complaint with the City that the walkway on Mr. Qian's
property was not of pervious materials as required by Planning Commission Resolution 03 -007. She
was concerned that it would kill her olive and maple trees. Following the appellant's complaint, the
property owner hired ISA- Certified Arborist Mr. Mark Beaudoin to inspect the walkway and the
health of the trees. His report concluded that the concrete should be replaced with pavers on sand
underneath the oak tree, and the concrete portion underneath the olive trees may remain, as no
negative impacts are expected from it. The property owner also requested that Michael Bench, from
Barre Coate and Associates, who performed the initial inspection prior to construction, inspect the
site again. Michael Bench provided the owner with a letter stating that the concrete walkway would
not harm the olive trees. The City Arborist has reviewed both reports, inspected the walkway and the
trees, and concurs with the two arborists, that the concrete walkway will not harm the olive trees.
The big leaf maple tree was not impacted by the walkway, as it is outside of the tree's canopy.
Based on arborist recommendations, the Community Development Director approved a minor
modification to approved plans per City Code Section 16- 05.035(c)2, and directed the property
owner to remove the impervious concrete walkway underneath the oak tree ( #7) and replace it with
pavers on sand. The portion of the concrete walkway next to the olive trees ( #5 and #6) was allowed
to remain as the olives were not expected to be negatively impacted.
On December 11, 2006, the appellant appealed the Administrative Decision to the Planning
Commission and paid an appeal fee of $250. On January 10, 2007, the Planning Commission upheld
the Administrative Decision in a 4 -1 vote with one commissioner absent. The Planning Commission
also made a second motion recommending that the City Council waive the appeal fee and voted 5 -0
in favor of it. The appellant has subsequently filed an appeal of the Planning Commission's decision
to the City Council and has paid the separate $250 City Council appeal fee.
FISCAL IMPACTS:
1. There is no fiscal impact for the approval of the Minor Modification to Approved Plans.
2. If the City Council approves the refund of the fee to appeal the Administrative Decision
to the Planning Commission, the City will pay the appellant $250 for the refund.
ALTERNATE ACTION:
Grant the appeal and rescind the approval of the Minor Modification to Approved Plans to
require that the property owner of 14261 Springer Avenue replace the portions of the walkway
under the olive trees with pervious materials such as pavers on sand.
FOLLOW UP ACTIONS:
None.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
The agenda for this meeting has been properly posted and all parcels within 500 feet were
notified by mail of the meeting. No comments have been received as of the writing of this staff
report.
ATTACHMENTS:
1. City Council Resolution Upholding the Planning Commission Decision
2. Planning Commission Resolution 07 -029 — Denial of Appeal of Administrative Decision
3. Planning Commission Minutes from January 10, 2007 meeting
4. Planning Commission Resolution 03 -007 — Planning Commission Conditions of
Approval
2
Attachment 1
RESOLUTION 07-
A RESOLUTION OF CITY COUNCIL OF THE CITY OF
SARATOGA DENYING THE APPEAL OF A PLANNING
COMMISSION DECISION TO APPROVE A MINOR
MODIFICTION OF APPROVED PLANS AT
14261 SPRINGER AVENUE
WHEREAS, on November 27, 2006 the Community Development Director
approved a modification to approved plans for the property at 14261 Springer Avenue
(approved by Planning Commission Resolution 03 -007) by requiring the impervious
concrete walkway near the oak tree to be replaced with pavers on sand and allowing the
impervious concrete walkway near the olive tree to remain so long as constructed on
grade (said approval referenced hereafter as "Administrative Decision "); and
WHEREAS, the Administrative Decision was appealed to the Planning
Commission in accordance with the City Code; and
WHEREAS, on January 10, 2007, the Planning Commission held a duly noticed
Public Hearing to consider the appeal at which time all interested parties were given a
full opportunity to be heard and to present evidence; and
WHEREAS, the Planning Commission upheld the Administrative Decision; and
WHEREAS, the Appellant has appealed the Planning Commission's decision to the
City Council; and
WHEREAS, on February 21, 2007, the City Council held a duly noticed Public
Hearing at which time all interested parties were given full opportunity to be heard and to
present evidence regarding the appeal of a Planning Commission decision to uphold the
Administrative Decision;
WHEREAS, based on the evidence presented in the staff report and at the public
hearing the City Council has determined that modifications authorized by the
Administrative Decision is not considered material in nature to the project per City Code
Section 16- 05.035(c)2, so as to allow it to be approved by the Community Development
Director; and
WHEREAS, the Community Development Director's decision is consistent with
the intent of the original conditions of approval in that it includes measures identified by
professional arborists to protect trees along the property line.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Saratoga hereby does hereby resolve as follows:
After careful consideration of the staff report, Planning Commission resolutions and other
exhibits submitted in connection with this matter and for the reasons set forth above, the
appeal of the Planning Commission decision is denied with the effect that the Minor
Modification to Approved Plans for 14261 Springer Avenue is approved consistent with
the Administrative Decision.
PASSED AND ADOPTED by the Saratoga City Council, State of California, this 2151
day of February, 2007 by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Approved:
ATTEST:
Cathleen Boyer, City Clerk
Aileen Kao, Mayor
Attachment 2
RESOLUTION NO. 07 -029
City of Saratoga Planning Commission
STATE OF CALIFORNIA
Paul Qian, Property Owner; 14261 Springer Avenue
Yolanda Martin, Appellant; 14251 Springer Avenue
DENIAL OF APPEAL OF ADMINISTRATIVE DECISION
WHEREAS, the City of Saratoga Planning Commission granted a Design Review
Approval for a project at 14261 Springer Avenue on February 12, 2003; and
WHEREAS, the project received final approval as being constructed according to
Building Division plans on February 28, 2006; and
WHEREAS, the Property Owner's proposed modification to approved plans is not
considered material in nature to the project per City Code Section 16- 05.035(c)2, so as to
allow it to be approved by the Community Development Director; and
WHEREAS, the Community Development Director has rendered an Administrative
Decision approving a modification to approved plans by requiring the impervious concrete
walkway near the oak tree to be replaced with pavers on sand and allowing the impervious
concrete walkway near the olive tree to remain so long as constructed on grade; and
WHEREAS, the Appellant has appealed the Community Development Director's
Administrative Decision; and
WHEREAS, the Planning Commission held a duly noticed Public Hearing at which
time all interested parties were given a full opportunity to be heard and to present evidence;
and
WHEREAS, the Community Development Director's decision is consistent with the
original Resolution with the exception that it modifies Condition #2 under the Arborist
Section of Resolution 03 -007; and
WHEREAS, the Community Development Director's decision is consistent with the
General Plan, including the following Policies:
Conservation Element Policy 2.4 - Through implementation of the Tree Preservation
Ordinance, the City shall control the removal or destruction of trees. The proposal will
retain and adequately protect the trees adjacent to the walkway.
Land Use Element Policy 5.0 - The City shall use the design review process to ensure that
the new construction and major additions thereto are compatible with the site and the
adjacent surroundings. Based on the opinions of three arborists, the development will be
compatible with the adjacent surroundings.
The proposed modification is consistent with the City Code, including the following
sections:
Section 15- 50.080(b) — At the discretion of the Community Development Director, City
Arborist review may be required before any tree removal, pruning or encroachment permit
is issued or before approval of a project involving the removal of pruning of or
encroachment upon one or more protected trees is granted. The project was reviewed by the
City Arborist following construction and the olive trees were found to be in good condition.
The walkway was constructed entirely on top of grade so that no roots were pruned. The
owner will be required to replace the portion of the walkway underneath the oak tree with
pavers on sand per Mark Beaudoin's report.
Section 15- 50.120 — Unless otherwise permitted by the approving authority, no structure,
excavation or impervious surface areas of any kind shall be constructed or installed within
the root zone of any protected tree without mitigating special design, such as post and beam
footings that bridge the roots. No parking, storing of vehicles, equipment or other materials
shall be permitted within the dripline of any protected tree without special design
considerations approved by the Community Development Director and City Arborist. The
following mitigating design modifications were utilized to protect the trees during
construction of the project: (1) The trees were protected by fencing during construction; (2)
A post and beam foundation was used for the garage to mitigate damage to the roots; (3)
Excavation for the basement was moved farther from the trees; (4) The walkway was
constructed entirely on top of grade; (6) The owner is being required to replace the walkway
under the oak tree with pavers on sand.
Now, THEREFORE, the Planning Commission of the City of Saratoga does hereby
resolve as follows:
Section 1. After careful consideration of the staff report, plans and other exhibits
submitted in connection with this matter, the appeal of the Administrative Decision to
approve a minor modification to approved plans is denied.
Section 2. Unless appealed pursuant to the requirements of Article 15 -90 of the
Saratoga City Code, this Resolution shall become effective fifteen (15) days from the date of
adoption.
PASSED AND ADOPTED by the City of Saratoga Planning Commission, State of
California, this 10`h day of January, 2007, by the following roll call vote:
AYES: Nagpal, Rodgers, Zhao, Hlava
NOES: Kuntz
ABSENT: Capella
ABSTAIN: None
Linda R. Rodgers
Chair, Planning Commission
ATTEST
o . Livingston , AICP
ecretary, Planning Commission
Except as otherwise expressly provided in this resolution, all provisions of Resolution 03-
007 shall remain in full force and applicable to the project as modified by this resolution.
&La---, -
Property Owner, Paul Qian, 14261 Springer Avenue
(Z G �-
Date
Attachment 3
MINUTES
SARATOGA PLANNING COMMISSION
DATE: Wednesday, January 10, 2007
PLACE: Council Chambers /Civic Theater, 13777 Fruitvale Avenue, Saratoga, CA
TYPE: Regular Meeting
Chair Rodgers called the meeting to order at 7:00 p.m.
ROLL CALL
Present: Commissioners Hlava, Kundtz, Nagpal, Rodgers and Zhao
Absent: Commissioner Cappello
Staff: Director John Livingstone, Associate Planner Therese Schmidt, City Arborist
Kate Bear and Assistant City Attorney Jonathan Wittwer
PLEDGE OF ALLEGIANCE
APPROVAL OF MINUTES — Regular Meeting of December 13, 2006.
Motion: Upon motion of Commissioner Hlava seconded by Commissioner Kundtz,
the Planning Commission minutes of the regular meeting of December 13,
2006, were adopted with an edit to page 16. (4- 0 -1 -1; Commissioner
Cappello was absent and Commissioner Nagpal abstained)
ORAL COMMUNICATION
There were no Oral Communications.
REPORT OF POSTING AGENDA
Director John Livingstone announced that, pursuant to Government Code 54954.2, the
agenda for this meeting was properly posted on January 4, 2007.
REPORT OF APPEAL RIGHTS
Chair Rodgers announced that appeals are possible for any decision made on this Agenda by
filing an Appeal Application with the City Clerk within fifteen (15) calendar days of the date of
the decision, pursuant to Municipal Code 15- 90.050(b).
CONSENT CALENDAR
There were no Consent Calendar Items.
Saratoga Planning Commission Minutes for January 10, 2007 Page 2
PUBLIC HEARING - ITEM NO. 1
APPLICATION #07 -143 (510 -01 -030) Silverstein, 19896 Park Drive: The applicant requests
a Modification to a Design Review Approval granted by the Planning Commission at their July
27, 2005, hearing, which consisted of demolition of a residence and construction of a one -
story, single - family, residence with a total floor area of the 4,828 sq. ft. The proposed
modification would change exterior materials and colors. The gross lot size is 28,750 square -
feet and the site is zoned R -1 20,000. (Therese Schmidt)
Associate Planner Therese Schmidt, presented the staff report as follows:
• Explained that the applicant is seeking approval for a Modification to a Design Review
Approval that was granted by the Planning Commission on July 27, 2005.
• Reported that the Design Review Approval allowed for the demolition of an existing single -
family residence and the construction of a new single - family residence consisting of 4,828
square feet.
• Said that the proposed modifications relate to the exterior materials of the building. There
is no proposed change to the floor plan or building height.
• Stated that the original approval included beige with textured stucco, white trim, brown
shutters, and a garage door painted dark brown. Additionally there were whitewashed
brick accents.
• Distributed the original color board to the Commission.
• Continued by stating that the applicant is now requesting a change in materials. This
change would not change any original findings for approval. The new home would still
blend in with the neighborhood. There is no change to the approved landscape plan that is
extensive in the front of the home.
• Explained that a revised resolution would supercede the original resolution with all of the
original conditions of approval retained from the July 27, 2005, approval.
• Recommended approval.
Commissioner Hlava asked if a part of the original circular driveway is coming out to
accommodate landscaping.
Planner Therese Schmidt replied yes, this would become more of a sidewalk area with
extensive landscaping.
Chair Rodgers opened the public hearing for Agenda Item No. 1.
Mr. David Silverstein, Applicant and Property Owner:
• Said that they are asking for this modification of approval.
• Explained that vines are intended to grown onto the wall to soften its appearance.
Ms. Barbara Silverstein, Applicant and Property Owner:
• Explained that the original paint color was white not beige.
Saratoga Planning Commission Minutes for January 10, 2007 Page 3
• Added that they thought the appearance would be softer and look better if it was not white
adding character and depth
• Stated that they came to that conclusion as they watched the house elevate on the
property.
• Said that limestone surrounds gives the house a country look instead of dark shutters on
stucco.
Commissioner Nagpal thanked the Silversteins for their time during the site visit.
Chair Rodgers closed the public hearing for Agenda Item No. 1.
Commissioner Nagpal said that she likes brick but this materials change is an improvement
that she can support.
Commissioner Zhao agreed that the new colors will blend in better and that she can support
this change.
Commissioner Kundtz said that he too likes brick facades but that this one was whitewashed
brick. He said that the findings can be made and that he is looking forward to seeing this
house completed.
Commissioner Hlava said that she can make all findings and that these new materials and
colors are an improvement over whitewashed brick.
Chair Rodgers said that she too prefers the new colors. She said that this is a lovely home
and she hopes the Silversteins enjoy living in it. She asked the maker of the motion to
determine if any of the conditions need to be made permanent.
Motion: Upon motion of Commissioner Hlava, seconded by Commissioner Nagpal,
the Planning Commission approved a Modification to a Design Review
Approval (Application #07 -143) to change exterior materials and colors for
a new one -story, single family residence on property located at 19896 Park
Drive, without designating any of the conditions as permanent, by the
following roll call vote:
AYES: Hlava, Kundtz, Nagpal, Rodgers and Zhao
NOES: None
ABSENT: Cappello
ABSTAIN: None
PUBLIC HEARING - ITEM NO. 2
APPLICATION #07 -205 (503 -27 -068) Martin, 14261 Springer Avenue: The applicant
requests an appeal of an Administrative Decision to Approve a Minor Modification of Approved
Plans, granted by the Director of Community Development. The Administrative Decision
pertains to a concrete walkway adjacent to trees. (Kate Bear)
Saratoga Planning Commission Minutes for January 10, 2007 Page 4
City Arborist Kate Bear presented the staff report as follows:
• Stated that the issue here is a walkway.
• Explained that the appellant has appealed a Minor Modification of Approved Plans that
was granted on November 27, 2006, by the Community Development Director to allow a
portion of this walkway to remain concrete while requiring a portion of it located under an
oak tree to be removed and replaced with pervious materials.
• Said that the appellant lives next door to the subject property and that olive trees near the
walkway are located on the appellant's property.
• Said that the original report from Barrie Coate & Associates mentioned that trees #6 and
#7 may require removal but did not recommend that the house be redesigned to retain
them. However, the property owner retained all of the trees.
• Stressed that the focus this evening should remain on the walkway although other issues
may come up.
• Said that the focus needs to be whether to require the entire walkway to be removed and
replaced with pervious materials as specified in the original Planning Commission
resolution or to allow the Minor Modification of Approved Plans to be upheld. This allows
the use of pavers on sand underneath the oak tree while allowing the concrete portion to
remain adjacent to the olive trees.
• Reported that in November 2006, the property owner retained an arborist, Mr. Mark
Bedoin, to provide a recommendation about whether it was necessary to replace the
concrete with pervious materials. Mr. Bedoin provided his report to the City and staff
reviewed it. Staff concurred with the recommendations in the report to replace the
walkway with pervious materials under the oak tree and to allow the concrete to remain
next to the olive trees.
• Added that this report was provided to the Community Development Director prior to
making the Minor Modification to Approval Plans.
• Said that the staff arborist concurred with the report that was provided to the City.
• Said that in December 2006, the property owner requested that Barrie Coate reinspect the
trees and the walkway again. Barrie Coate provided the property owner with a letter
clarifying his statements in his original report. That letter recommends pervious materials
under the oak tree within seven feet of the trunk and states that the concrete pathway will
not adversely affect the olive trees.
• Stated that to date, she (Kate Bear) has inspected the trees and has found that the
walkway will not impact the olive trees negatively if the provisions of the Minor Modification
to Approved Plans are followed.
• Said that an independent arborist hired by the property owner has made the same
recommendation, as has Barrie Coates who was the original arborist for the City on this
project.
• Recommended that the Commission approve the attached resolution with added findings
per the staff report and said she was available for any questions.
Commissioner Kundtz pointed out that if the property owner had followed the original approval
for pervious materials instead of concrete, the Commission would not be here this evening
discussing this.
Saratoga Planning Commission Minutes for January 10, 2007 Page 5
Arborist Kate Bear said that this is true.
Commissioner Nagpal asked if Condition 8 from the original resolution is based upon
recommendation from Barrie Coate.
Arborist Kate Bear said yes, it was Barrie Coate's recommendation from his original report.
Commissioner Nagpal asked how he can reconcile the difference between his original report
and what he is now saying?
Arborist Kate Bear suggested she might best respond by reading from his most recent letter.
Director John Livingstone said that arborists tend to be very conservative to start with.
Unfortunately, the impervious concrete walkway did get put in. Now that the walkway is in
place, the arborist is interpreting its impacts.
Commissioner Nagpal asked if the oak and olive trees are viable and will do fine.
Arborist Kate Bear replied that is her opinion.
Chair Rodgers asked how long since the walkway was put in?
Arborist Kate Bear replied she did not know. She inspected 10 months ago.
Chair Rodgers asked how long before impacts to trees are visible?
Arborist Kate Bear:
• Replied that impacts for an oak tree can take a few months to three years.
• Added that she has not seen olive trees go through deterioration and die. They can be put
through some pretty traumatic situations. They are frequently dug up and replanted as
mature trees.
Commissioner Zhao asked how big an area has to be changed to pervious materials?
Arborist Kate Bear estimated a seven feet long section.
Commissioner Zhao asked what was the entire area of walkway?
Arborist Kate Bear said that she would have to guess that it is approximately 20 feet long.
Commissioner Nagpal pointed out that trenching occurred at the site. She asked if impacts
from that trenching would have already been seen?
Arborist Kate Bear said that the trenching occurred before she was on staff so she did not
actually see it. A letter from David Babby says that this trenching did not damage the trees.
Chair Rodgers asked Arborist Kate Bear if ivy beneath an oak tree is compatible.
Saratoga Planning Commission Minutes for January 10, 2007 Page 6
Arborist Kate Bear said that she couldn't rule it out specifically without consulting a specific
resource she uses. She added that she tends to not put ivy under an oak but can't rule it out
automatically.
Chair Rodgers opened the public hearing for Agenda Item No. 2.
Ms. Yolanda Martin, Appellant and adjacent property owner:
• Stated that she is here to save her trees and to call attention to her neighbor's construction
project.
• Added that there have been detrimental impacts from this construction on the health and
future preservation of her trees, specifically one maple, two olives and one oak tree.
• Said that the trees have been subject to several impacts including cutting roots, soil
impaction and change of grade. In the summer off 2005, the roots at the drip line were cut
during the trenching process. She said that her maple tree was considered fair prior to this
trenching but now is dying. Her two olive trees now show signs of stress.
• Added that soil compaction occurred when trucks and heavy materials were driven over
the root zone and /or having materials stockpiled over a trees root area.
• Said that the change of grade occurred with the addition of soil, which smothers the roots.
On the other hand, removing soil exposes the roots. The grade was increased on one side
of the trees.
• Cautioned that construction damage to trees can take two to three years before they can
look like they are declining and can take between five and 10 years for that tree to die.
• Stressed that her trees need help and that this was recognized in 2003. This project was
based on several conditions to protect the trees that were incorporated into the resolution.
• Stated that the walkway was not constructed per the approved plans.
• Said that Code Enforcement staff told her in October that the owner would be issued a 30-
day notice to comply. That was never sent. Instead the owners hired their own arborist
and on November 27, 2006, the Community Development Director approved a Minor
Modification to Approved Plans. This was done three years after the fact and eight months
after final inspection.
• Opined that the City's action was not in favor of tree preservation but rather self -
preservation to mitigate its mistakes since the site was approved per incorrect plans.
• Pointed out that pervious pavers are the common standard for Saratoga.
• Said that the site was approved before the walkway was installed.
• Stated that the Community Development Director overstepped his bounds in approving
this Minor Modification to Approved Plans as per Code only the body that originally
approved a project can modify that project. Since the Planning Commission granted this
Design Review Approval only the Planning Commission can issue a Modification.
• Suggested that this is not a minor modification but one with major impacts.
• Stated that basically her trees are doomed.
• Said that she is requesting a refund of her $250 appeal filing fee and that the Planning
Commission reinstate the previous walkway requirement.
Commissioner Nagpal said that she appreciates Ms. Martin's effort. She added that Barrie
Coate says that the tree would be okay as does the City's current arborist, Kate Bear. Several
Saratoga Planning Commission Minutes for January 10, 2007 Page 7
independent arborists have acknowledged that the trees should be fine, including the original
arborist.
Ms. Yolanda Martin said that she did not believe that Barrie Coate is independent when the
applicant hired him. Kate Bear represents the City.
Chair Rodgers asked whether if the oak tree declines Ms. Martin could apply for the tree bond.
Ms. Yolanda Martin said that she was told that the bond had been released. She added that
the walkway is the only mitigation measure that can be introduced to possibly ensure the
survival of trees.
Chair Rodgers said that that might be the case with the City but that perhaps Ms. Martin could
work with the neighbor.
Ms. Yolanda Martin said that the roots are gone with the olive trees. That can make them less
stable. She added that her neighbors' arborist told her that if the walkway were to be replaced
with pervious materials those roots would regrow and stabilize the tree. If it remains cement,
the roots are not going to grow.
Chair Rodgers said that if there is damage in the future litigation is an option although not a
pleasant one. She asked Ms. Yolanda Martin if she feels strongly about the need for these
pervious pavers.
Ms. Yolanda Martin said that it is the only possible action that can be taken to save these
trees.
Chair Rodgers pointed out that what the Commission is hearing from the City Arborist is that
the trees will be fine.
Ms. Yolanda Martin said that everything she has researched says that this is not necessarily
the case.
Commissioner Zhao asked Ms. Yolanda Martin if she has a report from the arborists she has
talked to?
Ms. Yolanda Martin replied just one letter.
Commissioner Nagpal asked if Ms. Yolanda Martin had discussed with that arborist the
possibility of a partial pervious pavers walkway?
Ms. Yolanda Martin said that she understood that the walkway near the oak would be
replaced with pavers.
Chair Rodgers asked Ms. Yolanda Martin if the olive trees were located on her property.
Ms. Yolanda Martin replied yes, the olives, a maple and an oak tree are on her property.
Saratoga Planning Commission Minutes for January 10, 2007 Page 8
Commissioner Nagpal asked Arborist Kate Bear if the walkway was installed when final
occupancy was granted.
Arborist Kate Bear replied that she did not remember but it may not have been.
Chair Rodgers asked if this is an error on the part of the City.
Director John Livingstone said that it is clear that they wanted it to be a pervious walkway.
Ms. Yolanda Martin said that it was determined in 2003 that the olives were on her property.
Chair Rodgers pointed out that the tree was leaning at that time. She asked staff how long
the property owners should be given to present their case.
Director John Livingstone replied that 10 minutes would be appropriate.
Mr. Paul Qian, Property Owner:
• Introduced his wife, Suying Yang.
• Assured that the best effort was taken to protect trees including protective fencing and a
tree bond.
• Added that the tree bond has been released.
• Stated his support for the decision made by the Community Development Director for the
Minor Modification to Approved Plans.
• Said that when his neighbor, Ms. Yolanda Martin, raised issues he hired an arborist.
• Said that three arborist reports come to the conclusion that it is enough to keep the path
and change only the six to seven foot section that is near the oak tree.
Commissioner Nagpal asked Mr. Paul Qian if the oak is located on his property.
Mr. Paul Qian:
• Replied yes.
• Reiterated that he has depended on professional arborists and that three arborist reports
support the Community Development Director's decision.
• Reported that some of the things said by Ms. Yolanda Martin are untrue.
• Pointed out that the City authorized the trench dug. It was under the driveway and not
close to trees.
• Said he feels upset by what his neighbor has said.
• Stated that the maple tree on his neighbor's property was only 30 percent healthy in 2002.
• Discounted his neighbor's claim that he had planned to take out the oak tree on his
property. That is not true.
• Advised that this neighbor took out a big and beautiful tree last year that was located at the
property line.
Ms. Suying Yang, Property Owner:
• Said that the tree removed by the Martins was a healthy tree.
Saratoga Planning Commission Minutes for January 10, 2007 Page 9
Mr. Paul Qian said that although they have tried their best it is not always possible to make
neighbors happy.
Commissioner Nagpal asked Mr. Paul Qian why he used concrete for the pathway when
pervious materials were required.
Mr. Paul Qian said that it is an error.
Ms. Suying Yang said they made their best effort.
Commissioner Nagpal asked if there has been any other excavation outside of the utility
trench.
Mr. Paul Qian replied no.
Commissioner Nagpal asked if the recommendations from David Babby's letter were followed.
Mr. Paul Qian replied yes.
Commissioner Kundtz asked Mr. Paul Qian if he was aware of the condition in the original
approval that called for the walkway materials to be pervious?
Mr. Paul Qian replied yes.
Commissioner Hlava asked if it is true that Mr. Paul Qian called the City to ask why it was
necessary for the entire path to be pervious and got no return call?
Mr. Paul Qian said that no one got back to him.
Chair Rodgers asked Mr. Paul Qian if he spoke with his architect about the material change
for the walkway?
Mr. Paul Qian replied yes.
Chair Rodgers asked if the architect was asked to change from pervious to impervious
materials?
Mr. Paul Qian said that the original drawing had a concrete walkway.
Chair Rodgers asked if use of pervious materials was his understanding of the original
approval.
Mr. Paul Qian replied yes.
Ms. Suying Yang:
• Reminded that the original plan was for concrete on the side for the walkway.
Saratoga Planning Commission Minutes for January 10, 2007 Page 10
• Added that this was a long project that took four years, starting in 2002.
• Pointed out that three arborists have supported this Minor Modification to Approval Plans
to put pervious material only near the oak tree.
• Said that she hoped the Planning Commission would deny the appeal and allow the Minor
Modification to Approved Plans.
• Said that even the original arborist apologized that the condition was not clear.
Chair Rodgers asked for an estimated cost to replace the entire walkway.
Ms. Suying Yang said it would cost thousands.
Commissioner Kundtz said that the issue here is that the condition approved in 2002 stated a
requirement for a pervious walkway and that concrete was poured instead. He said that the
Commission needs to figure out how to remedy that.
Mr. Paul Qian reported that the concrete near the oak has already been removed.
Ms. Yolanda Martin:
• Said that she obtained a cost estimate to remove the concrete and replace with pervious
materials and received an estimate of $3,200.
• Read from the Tree Ordinance on the impacts on roots from trenching.
• Said it is unclear whether Barrie Coate was even aware that trenching had occurred.
• Pointed out that required fencing was not put up until 10 months after construction started
and not for every tree.
• Explained that the removed redwood tree was damaging her garage and had to be
removed.
• Said that her original calls to the City were to get the protective fencing installed and that
she received no response.
• Added that there is still no fence.
Commissioner Kundtz asked Ms. Yolanda Martin if she obtained a permit for the removal of
the redwood tree.
Ms. Yolanda Martin replied yes, she received approval from Arborist Kate Bear.
Commissioner Kundtz asked Ms. Yolanda Martin why that tree needed to be removed.
Ms. Yolanda Martian explained that there were garage and driveway impacts and that it was
starting to hit the foundation. She assured that she still has a cluster of redwoods in her front
yard.
Commissioner Zhao pointed out that with the provisions of the Minor Modification the oak tree
should get healthier in the future. She asked if it is still Ms. Martin's desire to have the entire
path be pervious materials.
Saratoga Planning Commission Minutes for January 10, 2007 Page 11
Ms. Yolanda Martin explained that the whole path would ensure the health and survival of all
trees. She added that she has to put in an entire new retaining wall and ivy to help protect the
trees.
Chair Rodgers asked City Attorney Jonathan Wittwer if Director John Livingstone had the
authority to change this approval?
City Attorney Jonathan Wittwer clarified that this was not a recorded condition. The change
would make things better. It was a minor change. Therefore, Director John Livingstone was
not precluded from approving this Minor Modification to Approved Plans.
Chair Rodgers closed the public hearing for Agenda Item No. 2.
Commissioner Hlava:
• Questioned the language of the original condition.
• Said that it appears that the language only required pervious materials for the walkway
when it was near trees #6 and #7 and not for the entire walkway.
• Added that one of the two trees is near the driveway, which is already a pervious material.
Arborist Kate Bear described Tree #5 as an olive tree located near the driveway, Tree #6 is
also an olive tree that is adjacent to the concrete walkway. Tree #7 is an oak around which
the concrete walkway has already been removed.
Commissioner Hlava:
• Said that she is not sure that the City is totally blameless.
• Said that the condition is ambiguous in the extreme.
• Added that it appears that the condition only says that the walkway near the trees needs to
be pervious.
Commissioner Nagpal asked staff if the ratio of paving is correct with this Minor Modification to
Approved Plans.
Director John Livingstone assured that it was checked.
Chair Rodgers said that the Commission is looking at this from the perspective of trees as the
walkway as not on the plan correctly.
Commissioner Hlava said that the Commission should look at this in terms of what is fair to
everyone concerned. She added that it is important to look at the language of conditions
carefully so that they are easy to understand.
Commissioner Nagpal:
• Said that this is a difficult decision.
• Added that she was hoping that the Qians would have done pavers as they cost the same
as concrete to install.
• Stated that she depends a lot on arborist recommendations and that very well known
arborists with exceptional qualifications have all said that these tree would be okay.
Saratoga Planning Commission Minutes for January 10, 2007 Page 12
• Assured that trees are resilient
Commissioner Hlava:
• Agreed with Commissioner Nagpal that a lot of experts are saying that this Minor
Modification deals with the issue.
• Added that she also feels bad for Ms. Martin who has spent money and time to come here.
Chair Rodgers said that she also feels bad but the Commission has no power to waive that
fee. She added that the oak was leaning in 2002 and that olive trees are tough trees that
often get transplanted and survive.
Commissioner Hlava said that while she will deny Ms. Martin's appeal, she finds it difficult to
ask Ms. Martin to pay this appeal fee and suggested asking Council to waive that fee.
Commissioner Kundtz:
• Said that he supports Ms. Martin's appeal and the reinstatement of the original findings as
well as the reimbursement of her appeal fee.
• Said that while he can understand that errors happen, it is difficult to have a third party
adversely impacted. That needs to be remedied.
Chair Rodgers asked how much of the concrete Commissioner Kundtz would expect to have
removed?
Commissioner Kundtz said the entire walkway.
Chair Rodgers asked staff if the Commission could waive the appeal fee.
City Attorney Jonathan Wittwer replied no. The Commission can recommend that Council
consider refunding the fee to Ms. Martin.
Commissioner Zhao:
• Said that there have been lots of errors on both the City and homeowner's part.
• Added that there are three reports saying that with the removal of a portion of the path the
oak tree will survive.
• Said that she will deny the appeal but support the recommendation to Council that Ms.
Martin's appeal fee be refunded.
Commissioner Nagpal:
• Said that it is unfortunate when errors occur.
• Added that she places importance on the recommendations made by technical experts
and all have said that the trees would be fine.
• Stated that she cannot support this appeal but can support the request to Council to refund
the appeal fee.
Chair Rodgers:
• Agreed with Commissioner Nagpal.
Saratoga Planning Commission Minutes for January 10, 2007 Page 13
• Said that there are three arborist reports from experts who have been trusted over the
years. In each report, it is agreed that with the removal of one portion of the concrete
walkway the oak will survive.
• Said that mistakes have been made on both sides and that is regrettable.
• Said that she too would like to recommend that Council waive the $250 filing fee.
• Asked if any conditions here need to be made permanent?
City Attorney Jonathan Wittwer replied no since this Design Review Approval pre -dated the
requirement for recorded conditions of approval.
Motion: Upon motion of Commissioner Hlava, seconded by Commissioner Nagpal,
the Planning Commission DENIED an Appeal (Application #07 -205)
UPHOLDING an Administrative Decision approving a Minor Modification of
Approved Plans as granted by the Community Development Director as it
pertains to a concrete walkway adjacent to trees on property located at
14261 Springer Avenue, with modified findings from the staff report, by the
following roll call vote:
AYES: Hlava, Nagpal, Rodgers and Zhao
NOES: Kundtz
ABSENT: Cappello
ABSTAIN: None
Motion: Upon motion of Commissioner Hlava, seconded by Commissioner Kundtz,
the Planning Commission forwarded a recommendation to Council to
refund the $250 appeal fee paid by Ms. Yolanda Martin in regards to a
concrete walkway adjacent to trees on property located at 14261 Springer
Avenue, by the following roll call vote:
AYES: Hlava, Kundtz, Nagpal, Rodgers and Zhao
NOES: None
ABSENT: Cappello
ABSTAIN: None
Chair Rodgers advised that this item could be appealed to Council within 15 calendar days.
DIRECTOR'S ITEMS
There were no Director's Items.
COMMISSION ITEMS
Chair Rodgers:
• Advised that the recruitment is underway for a new Planning Commissioner to fill the
vacant seat.
• Reminded that the General Plan will be back before the Commission at its next meeting on
January 24, 2007.
Saratoga Planning Commission Minutes for January 10, 2007 Page 14
Commissioner Hlava asked when the Commissioners would get their draft copy.
Director John Livingstone replied that he would try to expedite that.
COMMUNICATIONS
There were no Communications Items.
ADJOURNMENT TO NEXT MEETING
Upon motion of Commissioner Nagpal, seconded by Commissioner Hlava, Chair Rodgers
adjourned the meeting at 9 p.m. to the next Regular Planning Commission meeting of
January 24, 2007, at 7:00 p.m.
MINUTES PREPARED AND SUBMITTED BY:
Corinne A. Shinn, Minutes Clerk
Attachment 4
• •
• RESOLUTION NO. 03-007
APPLICATION NO. 02 -121
CITY OF SARATOGA PLANNING COMMISSION
STATE OF CALIFORNIA
QIAN/YANG: 14261 SPRINGER AVENUE
WHEREAS, the City of Saratoga Planning Commission has received an application
for Design Review to construct a 2,824 square foot two story dwelling with a 1,349
square foot basement; and,
WHEREAS, the Planning Commission held a duly noticed Public Hearing at which
time all interested parties were given a full opportunity to be heard and to present
evidence; and
Whereas the project is Categorically Exempt from the Environmental Quality Act
(CEQA) pursuant Section 15303, "New Construction or Conversion of Small Structures ",
Class 3 (a) of the Public Resources Code (CEQA). This exemption allows for the
construction or conversion of up to three single - family residences. The site is in an
. urbanized area and is connected to utility and roadway infrastructure and involves
construction of a single family structure; and
WHEREAS, the applicant meets the burden of proof required to support said
application for Design Review approval, and the following findings have been
determined:
Policy 1, Minimize the perception of bulk
The proposed project upon revision will minimize the perception of bulk through use of
natural materials and colors. The design will provide a varied roofline and fagade
softened with different materials and textures creating horizontal proportions, which
break up massing and minimize the perception of bulk.
Policy 2, Integrate structures with the environment
The plan conforms to the policy to integrate structures with the environment through use
of natural earth tones with stucco /stone fagade and concrete tile roof. With attached
garage, all structures are integrated into one building.
•
0
Policy 3, Avoid interference with privacy
0
If revised to ensure the retention of trees on the north side of the property, the plan will
retain the tree canopy along the northern property line and therefore avoid interference
with privacy of the neighbor to the north.
Policy 4, Preserve views and access to views
The proposed home will impact the view of the neighbor north of the property to some
extent. However, maintaining the existing trees along their shared property line will
minimize the impact on views to a reasonable level.
Policy 5, Design for maximum benefit of sun and wind
The policy to design for energy efficiency is addressed by locating the main living areas
of the home along the southeast elevation and locating the garage area along the north
elevation. Retaining trees helps control winter and summer exposure to the sun.
Now, THEREFORE, the Planning Commission of the City of Saratoga does hereby
resolve as follows:
Section 1. After careful consideration of the site plan, architectural drawings,
plans and other exhibits submitted in connection with this matter, the application by Paul
Qian and Suying Yang for Design Review approval is granted subject to a number of
conditions.
COMMUNITY DEVELOPMENT
1. Exhibit "A" date stamped February 5, 2002 shall be revised to reflect the conditions
outlined in this report.
2. Prior to submittal for Building Permits, the following shall be submitted to the
Planning Division staff in order to issue a Zoning Clearance.
a. Four (4) sets of complete construction plans incorporating this Resolution and
the Revised Arborist report and map received December 26, 2002 as a separate
plan page and containing the following revisions:
3. The site plan shall contain a note with the following language: "Prior to foundation
inspection by the City, the RCE or LLS of record shall provide a written certification that
all building setbacks are per the approved plans."
4. The design shall be revised to provide a six -foot basement wall setback on the south
side of the property and an eight -foot basement wall setback on the north side of the
property.
5. The design shall be revised to provide on -grade pier and beam construction as
necessary, in the vicinity of the root system of tree #6.
• o
• 6. The elevation of the structure should be revised to provide the height as measured from
the natural grade.
7. The base of the proposed home should have a stone foundation in order to visually
anchor the structure and create a horizontal element to the facade. Elevations of the
structure should be revised to reflect this change.
8. The proposed walkway around the structure should be on -grade pervious material in
order to minimize the impact on adjacent trees.
9. The landscape plan shall be revised to comply with the arborist recommendation in
terms of lawn area and compatible plantings.
10. Fireplaces: Only one wood - burning fireplace is permitted per dwelling unit
11. A grading and drainage plan signed and sealed by a registered engineer shall be
submitted with the final construction documents and this plan shall be reviewed and
approved by the City Arborist.
12. A geotechnical/soils report shall be reviewed by the City geotechnical consultant in
order to approve the basement design.
• 13. Soil and Erosion Control Plans - The applicant should submit a soil and erosion
control plan which identifies the techniques for minimizing the impact of disturbance on
adjacent properties.
14. The front facade windows should project a unified design element. The circular
window should be modified to reflect the design of the three adjacent windows.
15. A Certified Arborist shall be present during the excavation of the basement for tree #7
to assure that necessary measures for preserving this tree are carved out during this
process. This arborist shall document the process and forward a letter to staff verifying
compliance with the necessary protection measures.
FIRE PROTECTION DISTRICT
The Saratoga Fire District reviewed this application on June 28, 2002 and made the
following comments.
1. Water supply and access for fire protection are acceptable.
2. The property is in a designated hazardous fire area.
• 3. Roof covering shall be fire retardant, Uniform Building Code Class A prepared or built
up roofing.
4. Early Warning fire alarm system shall be installed and maintained in accordance with
the provisions, City of Saratoga Code Article 16 -60. (Alternative requirements, sprinkler
systems, 16 -60 -E)
5. Early warning fire alarm system shall have documentation relative to the proposed
installation and shall be submitted to the fire district for approval.
6. Automatic sprinklers shall be installed in newly constructed attached/detached garages
(2 heads per stall), workshops, or storage areas, which are not constructed as habitable
space. To ensure proper sprinkler operation, the garage shall have a smooth, flat
horizontal ceiling. The designer /architect is to contact San Jose Water Company to
determine the size of service and meter needed to meet fire suppression and domestic
requirements.
CITY ARBORIST REPORT
The City Arborist reviewed this plan and the report was received on December 26, 2002.
The recommendations of the arborist are hereby made a condition of approval and
incorporated into the revised plan. The main areas of concern are as follows.
1. The north wall of the basement will interfere with the root system of trees #7 and #6.
The face cut of the soil for the basement construction must be a minimum of seven feet
from the trunk of both trees measured from the base of the tree on the south side of the
trunk.
2. The walkway proposed adjacent trees #6 and #7 is only feasible if it is installed
completely on top of the existing grade without a soil cut and if the surface material is a
pervious material.
3. A small retaining wall is located on the north side of trees #1 and #2. In order to
preserve Trees #1 and #2 a detailed design should be provided to address how this change
in grade is to be addressed.
4. The demolition and removal of the deck adjacent tree #8 should be done by hand.
5. The demolition and removal of the existing detached bedroom and the existing
detached garage should be done without heavy equipment being operated inside the
driplines of trees #8 through #11.
6. The landscape plan should be revised to include the following:
a. A main irrigation line must be installed against the footing of the building at the time
that the footing is backfilled. After the building foundation is constructed it will not be
feasible to trench for a new irrigation line (or for any other purpose) without severe root
damage to trees #1,2,5,6 and 7.
4
0
E
b. Lawn must be a minimum of 12 feet from the trunks of trees #9 and #10 and a
minimum of 8 feet from the trunks of trees #1 and #2.
c. Plants planted inside the dripline of oak trees #1,2,7,9 and 10 must be compatible
with the environmental and cultural requirements of the oak species.
d. Irrigation inside the driplines of oak trees must be a drip type only.
e. Sprinkler irrigation must not be designed to strike the trunk of any tree on the site.
f. Landscape irrigation trenches, inside the driplines of trees must be no closer than 15
times the trunk diameter, if the trenching direction is across the root zone. However
radial trenches may be done closer if the trenches reach no closer than 5 times the trunk
diameter and if the spokes are at least 10 feet apart at the perimeter.
g. Landscape hardscape must be done completely on grade without excavation and
without severing of roots.
7. The combined value of the trees is estimated to be $32,694. A bond equal to 50% of
the value of the trees or $16,347 should be retained to assure their protection.
8. Construction period fencing must be provided and located as noted on the map, which
accompanies the report. Fencing must be of chain link, a minimum height of 5 feet
mounted on steel posts driven 2 feet into the ground. The fence must be in place
immediately following demolition. The protection fencing must not be temporarily
moved during construction. Fencing must be located exactly as shown on the attached
map.
9. Excavated soil must not be piled or dumped under the canopies of trees. Soils
excavated from the basement must be removed from the site as it is excavated.
10. Any pruning must be done be an International Society of Arboriculture certified
arborist and according to ISA Western Chapter Standards.
11. An ISA certified arborist should be required as the "Project Arborist" to be on site to
supervise the demolition of the structures, including the existing driveway.
12. A pre - construction meeting shall be required prior to the demolition of the existing
structures. The Project Arborist shall attend and shall give instructions to the contractors
on how to prevent significant damage to trees # 6 -11.
CITY ATTORNEY
. 1. Applicant agrees to hold City harmless from all costs and expenses, including
attorney's fees, incurred by the City or held to be the liability of City in connection with
City's defense of its actions in any proceeding brought in any State or Federal Court,
5
• 0
challenging the City's action with respect to the applicant's project.
2. Noncompliance with any of the conditions of this permit shall constitute a violation of
the permit.
Section 2. Construction must be commenced within 24 months or approval will
expire.
Section 3. All applicable requirements of the State, County, City and other
Governmental entities must be met.
Section 4. Unless appealed pursuant to the requirements of Article 15 -90 of the
Saratoga City Code, this Resolution shall become effective fifteen (15) days from the
date of adoption.
PASSED AND ADOPTED by the City of Saratoga Planning Commission, State of
California, this 12 t day of February 2003 by the following roll call vote:
AYES: GARAKANI, HUNTER, JACKMAN, ROUPE AND ZUTSHI
NAYS: NONE
ABSENT: BARRY AND KURASCH
ABSTAIN: NONE
ATTEST:
SecretTary, Planning Commission
This permit is hereby accepted upon the express terms and conditions hereof, and shall
have no force or effect unless and until agreed to, in writing, by the Applicant, and
Property Owner or Authorized Agent. The undersigned hereby acknowledges the
approved terms and conditions and agrees to fully conform to and comply with said terms
and conditions within the recommended time frames approved by the City Planning
Commission.
Property Owner or Authorized Agent Date
6
SARATOGA CITY COUNCIL
MEETING DATE: February 21, 2007 AGENDA ITEM:
ORIGINATING DEPT: Admin Services CITY MANAGER: Dave Anderson
PREPARED BY: S. Sato and M. Furey DEPT HEAD: Mary Furey
SUBJECT: Purchasing Ordinance Update
RECOMMENDED ACTION
Conduct public hearing and introduce and waive first reading of ordinance regarding
purchasing system and direct staff to place ordinance on consent calendar for final
adoption.
REPORT SUMMARY
The City's Purchasing Ordinance was last updated in 2000. Since that time, standard
"best practices" for local governments have changed. In addition, the City Council has
also adopted various purchasing policies from time to time. In some cases provisions of
the policies and the ordinance do not conform. To avoid further confusion, staff is
requesting Council adopt the attached ordinance that would bring the current ordinance
up to date with respect to standard practices and repeal all previously adopted purchasing
policies, and procedures.
The proposed ordinance would establish a $25,000 threshold requirement for formal
Council approval, and requires staff to establish administrative purchasing policy
procedures. The current ordinance requires Council approval for supply and service
purchases over $10,000 (with an exception for emergency situations), and specifies
outdated operational procedures under the Council limit. The current ordinance threshold
limit greatly restricts staffs operational abilities and efficiencies as projects and regular
ongoing maintenance operations are delayed until a staff report is prepared and presented
to the Council for approval, or minor purchases are delayed until purchase orders are
processed. The low threshold limit also contributes to increased and unnecessary
administrative and Council review time.
Attached to this report is a recent survey of nearby local agency approval thresholds. The
survey illustrates that the approval limits for bidding and obtaining council approval is
lower in Saratoga than in other nearby cities.
The proposed ordinance amending the current Purchasing Ordinance is also attached,
showing the sections staff is suggesting be revised. The proposed ordinance was
reviewed by the City Attorney prior to submittal to the Council. The changes and
deletions to the ordinance are marked to identify all proposed changes.
FISCAL IMPACTS
The approval of the revised ordinance would result in moderate savings to the City as a
result of improved efficiencies.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION
The City will continue to have conflicting direction between the existing purchasing
ordinance and the purchasing policies previously adopted by the City Council, and
operations will continue to be impacted.
ALTERNATIVE ACTION (S):
Take no action.
FOLLOW UP ACTION
Staff will present this item to the City Council for a second reading of the proposed
ordinance at the next meeting.
ADVERTISING, NOTICING AND PUBLIC CONTACT
Notice for this meeting.
ATTACHMENTS
Proposed revisions to the current adopted purchasing ordinance
Purchasing survey of local city agencies
Current adopted purchasing policy
ORDINANCE
AN ORDINANCE AMENDING THE SARATOGA CITY CODE
CONCERNING THE CITY PURCHASING SYSTEM
THE CITY COUNCIL OF THE CITY OF SARATOGA DOES ORDAIN AS
FOLLOWS:
Section 1. Findings.
The City Council finds and declares as follows:
A. The City Code's provisions concerning the City's purchasing system
include various restrictions and limitations that are inconsistent with
current best management practices for public agencies.
B. In order to enhance the City's ability to promptly and effectively
provide municipal services the City Council hereby amends the City
Code as provided in section 2, below, and repeals all prior
purchasing policies and procedures previously adopted by the City
Council as provided in section 3, below.
Section 2. Adoption.
The Saratoga City Code is amended as set forth below. Text to be added is
indicated in bold double - underlined font (e.g., bold double - underlined) and text to
be deleted is indicated in strikeout font (e.g., strikeout). Text in standard font
remains unchanged by this ordinance. Ellipsis ( "* * * ") indicate existing text within
a section of the section being amended that is not reprinted in this ordinance and
that is not amended by this ordinance.
A. Section 2- 45.020 of the Saratoga City Code is amended to read as follows:
2- 45.020 Definitions.
For the purposes of this Article, the following words and phrases shall have
the meanings respectively ascribed to them by this Section, unless the
context or the provision clearly requires otherwise:
(a) Brand name means a product, item or material described by reference to
its manufacturer's name or catalogue number.
(b) Brand name or equal specification means a contract or purchase order
specification containing a brand name to describe the nature, standard of
quality, performance, and other characteristics needed to meet the City's
requirements, and which provides for the submission of equivalent
Page 1 of 10
products.
(c) Cost, as applied to a single transaction for the purchase of supplies or
services, means the total amount to be expended by the City, exclusive of
sales or use taxes.
(d) Supplies means and includes all materials, supplies, equipment,
products, and other items of tangible personal property.
(e) Services means and includes labor, professional services and consulting
services. Services shall not include incidental labor such as set -up, testing,
and maintenance of supplies where the primary purpose is to purchase the
supplies.
(f) Purchasing Agent means any person authorized by the Purcha in
Officer to seek formal or informal bids for the sale of goodS or services
to the City.
B. Section 2- 45.030 of the Saratoga City Code is amended to read as follows:
2- 45.030 Exclusions from Article.
The provisions of this Article shall not apply to any of the following:
(a) The award of contracts for public projects governed by the provisions of
the State Public Contract Code or the provisions of the City's informal
bidding ordinance, as contained in Chapter 12, Article 12 -15 of this Code.
(b) The award of contracts governed by any State or Federal law which
prescribes a different procedure.
(c) The granting by the City of franchises, rights, privileges, licenses or
permits, including, but not limited to, a cable television franchise granted
pursuant to Chapter 4, Article 4 -25 of this Code, a garbage collection
franchise granted pursuant to Chapter 7, Article 7 -05 of this Code, or a
franchise for installation of facilities granted pursuant to Chapter 10,
Article 10 -25 of this Code.
(d) The purchase of utilities, including, but not limited to, electricity, water,
gas, or telephone service.
(e) Employment contracts or collective bargaining agreements with any
employees of the City and contracts for scrvices to temporarily fill a
budgeted position or perform temporary work when the need for
temporary!
arise .
(f) The purchase of insurance, including coverage provided by any self
insurance pool in which the City is a participant.
(g) The extension or renewal of any existing contract for technical or
professional services to be performed by consultants, unless the City
Council elects to award a new contract pursuant to this Article.
(h) Contracts for technical or professional services to be performed by
consultants, where the cost thereof will be paid in advance by a person
applying to the City for a permit, license or other approval.
Page 2 of 10
(i) Contracts for educational, recreational, travel or entertainment services
furnished by independent contractors or consultants, where the total cost
thereof is paid by the persons utilizing the services.
0) Contracts for supplies or services to be furnished by any other public
agency.
(k) The purchase of supplies or services made in compliance with the terms
and conditions of any grant, gift or bequest to the City that is otherwise
consistent with law.
C. Section 2- 45.040 of the Saratoga City Code is amended to read as follows:
2- 45.040 Centralized purchasing system; Purchasing Officer.
(a) Except as otherwise provided by this Article, all purchases of supplies
and services shall be centralized under the Purchasing Officer.
(b) The City Manager is hereby appointed as the Purchasing Officer for the
City, and as such shall have authority to:
(1) Procure or supervise the procurement of all supplies and services
needed by the City, in accordance with the procedures prescribed in this
Article and any administrative fines and regulations policies and
procedures as may be adopted by the Purchasing Officer pursuant hereto.
(2) Exercise direct supervision over the City central stores and general
supervision over all other inventories of supplies belonging to the City.
(3) Establish or supervise the establishment of specifications for supplies
and services required by the City.
(4) Inspect or supervise the inspection of all supplies purchased by the City
to insure quality, quantity and conformance with the specifications therefor.
(5) Prepare and adopt administrative rv'°° and regelations policies and
procedures not in conflict with the provisions of this Article for the
purpose of implementing the purchasing system established hereunder.
(6) Sell, trade or otherwise dispose of surplus supplies, in accordance with
the provisions of this Article.
(c) The Purchasing Officer may authorize any department head to
investigate, solicit bids, or negotiate the purchase or award of contracts for
services or supplies independently of the centralized purchasing system,
provided that all such actions shall be done in conformity with the
procedures prescribed by this Article or by duly adopted administrative
reles and regulations policies and procedures pertaining thereto.
D. Section 2- 45.050 of the Saratoga City Code is amended to read as follows:
2- 45.050 Purchase orders.
Page 3 of 10
Th
.e Purc
1 •
E. Section 2- 45.060 of the Saratoga City Code is amended to read as follows:
2- 45.060 Availability of funds.
Except in cases of emergency, the Purchasing Officer shall not issue any
purchase order for supplies or services unless there exists s f cien an
unencumbered appropriations- in the fund account against which such
purchase is to be charged. The e YY : t o f a II be
«•.Y«
eneumbered immediately after the i%qiwanee, Af the purehase a
F. Section 2- 45.070 of the Saratoga City Code is amended to read as follows:
2- 45.070 Authorization for purchase orders and contracts; emergencies.
(a) The Purchasing Officer is hereby authorized to issue purchase orders
and award contracts for supplies or services where the cost thereof does not
exceed ten - twenty -five thousand dollars.
(b) Contracts or purchase orders for supplies or services involving a cost in
excess of ten - twenty-five thousand dollars must be approved or awarded by
the City Council.
(c) Notwithstanding subsections (a) and (b) of this Section or any other
provision of this Article, the Purchasing Officer may purchase supplies or
services having a cost in excess of ten-twenty -five thousand dollars in the
event of emergency requiring the immediate preservation of the public
peace, health or safety, and precluding action by the City Council. In such
instances, the Purchasing Officer shall submit to the City Council at its next
succeeding meeting a written report describing the circumstances of the
emergency, the supplies or services purchased, and the cost thereof.
G. Section 2- 45.080 of the Saratoga City Code is deleted in its entirety:
Page 4 of 10
H. Section 2- 45.100 of the Saratoga City Code is deleted in its entirety:
I. Section 2- 45.110 of the Saratoga City Code is amended to read as follows:
2- 45.110 Open market purchases.
-(a)-Purchases of supplies or services having a cost of twenty -five
thousand dollars or less F�`a a„„?.!� hia jpqg th
thousand do may be made in the open market without informal
eempetitive bidding procedures, —__ „ .................y cxc.hcx the zzxrcixcoorrig
Offee or !he City Co eil provided in Seetion 2 nc non chi as-
(b) Open market Y ^w^ ^ involving of five hundred a ll
shallT-,�N-Whenever possible, be bas on practicable at least three
informal price quotations will be obtained and purchases shall be awarded
on the basis of the price quotation most advantageous to the City. The
Purchasing Offlee Purchasing Agents may solicit price quotations either
orally or in writing, or may utilize price information on file with the City or
available elsewhere. The Purchasing Officer shall establish policies and
procedures for seeking informal bids
J. Section 2- 45.120 of the Saratoga City Code is amended to read as follows:
2- 45.120 Competitive bidding; exceptions.
(a) Except as otherwise provided in subsection (b) of this Section, all
purchases of supplies or services involving a cost of exceeding twenty -rive
thousand dollars or shall be made by contract awarded pursuant to the
formal competitive bidding procedure set forth in Section 2- 45.130.
Page 5 of 10
PW
H. Section 2- 45.100 of the Saratoga City Code is deleted in its entirety:
I. Section 2- 45.110 of the Saratoga City Code is amended to read as follows:
2- 45.110 Open market purchases.
-(a)-Purchases of supplies or services having a cost of twenty -five
thousand dollars or less F�`a a„„?.!� hia jpqg th
thousand do may be made in the open market without informal
eempetitive bidding procedures, —__ „ .................y cxc.hcx the zzxrcixcoorrig
Offee or !he City Co eil provided in Seetion 2 nc non chi as-
(b) Open market Y ^w^ ^ involving of five hundred a ll
shallT-,�N-Whenever possible, be bas on practicable at least three
informal price quotations will be obtained and purchases shall be awarded
on the basis of the price quotation most advantageous to the City. The
Purchasing Offlee Purchasing Agents may solicit price quotations either
orally or in writing, or may utilize price information on file with the City or
available elsewhere. The Purchasing Officer shall establish policies and
procedures for seeking informal bids
J. Section 2- 45.120 of the Saratoga City Code is amended to read as follows:
2- 45.120 Competitive bidding; exceptions.
(a) Except as otherwise provided in subsection (b) of this Section, all
purchases of supplies or services involving a cost of exceeding twenty -rive
thousand dollars or shall be made by contract awarded pursuant to the
formal competitive bidding procedure set forth in Section 2- 45.130.
Page 5 of 10
(b) A contract for the purchase of supplies or services involving a cost of
c in twenty -five thousand dollars or fiere may be awarded by the
City Council without competitive bidding in each of the following cases:
(1) Where the City Council determines that the immediate preservation of
the public peace, health or safety requires the purchase to be made without
competitive bids.
(2) Where the supply or service required by the City can only be obtained
from a single source.
(3) Where the contract is for specialized or professional services such as,
but not limited to, services rendered by architects, engineers, auditors,
attorneys, appraisers, geologists, and other specialized consultants.
(4) Where the City Council determines that use of the competitive bidding
process is impracticable or impossible, or would not be likely to result in a
lower price to the City from a responsible bidder, or would cause
unnecessary expense or delay under the circumstances.
(5) Where the City makes use of the GSA Schedule or makes use of
another government's purchasing agreements or hid nriec& in lien of
competitive bids, if the City Council determines that the other city
or public agency's purchasing agreements or bid prices are
established under similar competitive bidding procedures
yM Where the City Council utilizes the request for proposal method of
purchase, as set forth in Section 2- 45.140 of this Article.
K. Section 2- 45.130 of the Saratoga City Code is amended to read as follows:
2- 45.130 Formal bidding procedure.
Where formal competitive bidding is required, the following procedure
shall be followed:
(a) NotieedTBid Requests. Notiees inviting bids -Bid requests
shall include a general description of the supplies or services to be
purchased; an =11 the place where bid fafms and specifications can be
obtained.,
bond will be required, and Whethff a perfermanee bond will be required.
The notiet-, shall be published at least onee, not less than ten days prior to
circulation in the City, an shall be posted at
location used for the posting
Purchasing Officef to any additional persons. The Purchasing Officer •
may also post the notice on i' and any other websites
D-Oh—catib—ns. as aiDDmoriate,
Page 6 of 10
bias shall be aceomnan; a J -
b•aa •t the r P'AshiRrS
leAer of eredii, payable at sight to the City, or a surety bond in fal'Rr Of thA
City, in such amount as r
determined by the Purehasing Offieer to-be
adequate F ,.toed: of !he Git_'s Bidders shall
Feturn of theif! bid J Y «o e a suceessfid! bidder shall
forfeit his bid seeurity upen failure of refusal to exeeute a eentraet within
ten days aftef���
the ae!EF The Cit y Co •1 failure refusal may, bidder to exeeute the eofitraet, award it to the next lowest Fespensible
bidder, in which event, the lowest biddef's seeurity shall be appliediby4he
City first to the differenee beiween the 1 bid and the seeond lowest bidthen toward her e-o-sts, expeftses of damages inetiffed by
,
..hall be retufnea to the lowest bidder.
(e -b) Bid Review opening proeedure. Seale"JUids shall be submitted in
ri in to authorized Purchasing Agents in the manner specified by the
Purchasing Officer and shall " be identified as bide on the envelope. Bids
received after the deadline F 1. 'tt' the s shall be a no!
and shall be «etufnea to the bidder unopened. The bid shall be opened '
nnhlie at the fi a r e 1. stated in the bl t All epened bids
y
shall be available for public inspection during regular business hours from
the commencement of bid review time of bring until the contract
has been awarded by the City Council.
(d c) Rejection of bids. If, in the opinion of the City Council, none of the
bids is are satisfactory, the Council may reject all bids and either purchase
the supplies or services in the open market or readvertise for new bids.
(e d) Award of contract. Except as otherwise provided herein, a contract
shall be awarded to the lowest responsible bidder, taking into consideration
the criteria listed in Section 2- 45.090 of this Article.
(€ e)Tie bids. If two or more bids received are for the same total amount or
unit price, quality and service being equal, and if a delay for
readvertisement would not be in the public interest, the City Council may
accept the bid it chooses or accept the lowest bid made by negotiation with
the tie bidders at the time of the bid opening.
(g t) Performance bond. The City Council may require that a performance
bond be furnished before entering into a contract with a successful bidder.
The form and amount of such bond shall be satisfactory to the Purchasing
Officer and in compliance with the contract specifications.
(h g) Waiver of irregularities. The City Council may waive any minor
irregularities in the bids, based upon a determination that the same have no
material impact upon the bidding process or other bids submitted.
(i h) No bids. If no bids are received in response to the notice inviting bids,
Page 7 of 10
the City Council may proceed to purchase the supplies or services without
further competitive bidding.
L. Section 2- 45.140 of the Saratoga City Code is amended to read as follows:
2- 45.140 Request for proposals proposals.
(a) In lieu of formal bidding, the The City Council may utilize the request
for proposal method of purchasing supplies or services upon a
determination that competitive bidding is not practical or advantageous to
the City because:
(1) Quality, capability, performance or qualification is overriding in
relation to price; or
(2) Delivery, installation, service, maintenance, reliability or replacement is
overriding in relation to price; or
(3) In the opinion of the City Council, the marketplace will respond better
to a solicitation permitting a range of alternative proposals or evaluation
and discussion of proposals before entering the contract.
(b) Proposals shall be solicited in sueh manner as direeted or approved by
the City r,...neil. The identity of persons responding to the requester
proposals Request for Proposals and the content of proposals submitted to
the City may be kept confidential during the process of negotiation and
until a contract is awarded.
(c) The format and procedures for Requests for Pronosalc chall be_
established by the Purchasing Officer. The t F...1. a n ll
aeoepted.
(d) The contract award shall be based upon the proposal determined by the
City Council to be most advantageous to the City, taking into consideration
price and the evaluation factors set forth in the request for proposals.
(e) The City Council may reject any and all proposals if such rejection is
deemed to be in the best interests of the City. The Council may thereupon
direct that proposals be solicited or utilize any other purchasing method set
forth in this Article.
M. Section 2- 45.160 of the Saratoga City Code is amended to read as follows:
2- 45.160 Joint purchase with other agencies.
Notwithstanding any other provision of this Article, the Purchasing Officer
may issue a joint purchase order together with any other city, county, or
public agency in State for the purchase of supplies or services, provided
Page 8 of 10
the specifications for such supplies or services have been approved by the
Purchasing Officer if the cost thereof is less than upAQ twenty-five
thousand dollars, or by the City Council if the cost thereof is exceeds
twenty -five thousand dollars or xiore, and provided further that the
Purchasing Officer or City Coungil, as APPlicable, defermin e that at
least one of the other agencies has solicited or advertised for bids in a
manner similar to the applicable procedures set forth in this Article.
N. Section 2- 45.170 of the Saratoga City Code is amended to read as follows:
2- 45.170 Disposal of personal property.
The Purchasing Officer shall have authority to dispose of personal property
of the City which cannot be used by any department or has become
obsolete or worn out. The disposition may be accomplished by negotiated
sale, public auction, exchange or trade in for other supplies or, upon a
determination by the Purchasing Officer that the property has no
commercial value, by abandonment, destruction or donation to a public
body or a nonprofit charitable or civic organization. The disposition of any
property having a value of two five thousand dollars or more shall first be
authorized by the City Council.
Section 3. Repeal of Prior Policies and Resolutions.
All resolutions and policies of the City Council concerning City purchasing
procedures are hereby repealed in their entirety.
Section 4. Severance Clause.
The City Council declares that each section, sub - section, paragraph, sub-
paragraph, sentence, clause and phrase of this ordinance is severable and
independent of every other section, sub - section, paragraph, sub - paragraph,
sentence, clause and phrase of this ordinance. If any section, sub - section,
paragraph, sub - paragraph, sentence, clause or phrase of this ordinance is held
invalid, the City Council declares that it would have adopted the remaining
provisions of this ordinance irrespective of the portion held invalid, and further
declares its express intent that the remaining portions of this ordinance should
remain in effect after the invalid portion has been eliminated.
Section 5. Publication.
This ordinance or a comprehensive summary thereof shall be published
once in a newspaper of general circulation of the City of Saratoga within fifteen
Page 9 of 10
days after its adoption.
The foregoing ordinance was introduced and read at the regular meeting of
the City Council of the City of Saratoga held on the 21st day of February, 2007,
and was adopted by the following vote following a second reading on the 7th day
of March, 2007:
AYES:
NOES:
ABSENT:
Aileen Kao
MAYOR, CITY OF SARATOGA, CALIFORNIA
ATTEST:
Cathleen Boyer
CLERK OF THE CITY OF SARATOGA
APPROVED AS TO FORM:
Richard Taylor
CITY ATTORNEY
Page 10 of 10
Purchase Amounts
Bid Required / # of Bids Required
Document Type
Approval
Purchasing Policy Comparisons
$04500
$500- SI0,000
>$10,000
No /0
Informal /3
Formal /3
Invoice and Backup
PO and Contract @$10,000+
PO and Contract
Purchasing Officer
Purchasing Officer
Council
Attachment 2
Cky Offal
:. ,
Purchase T e: Su lies and E ui mart
Purchase T e: Materials and Supplies Nan - Public Pro'ects
$25,0004100,000
'$100,000
Purchase Amounts
Purchase Amounts
<$200
$20151,500
$1,501 - $25,000
>25,000
Bid Required /# of Bids Required
No 10
No 10
Informal /3
PO and Short Form Contract
Document Type
RVPO
PO
PO and Short form contract
Formal /3
PO and Contract
Approval
Dept Supervisor /Finace Dept
City Manager
City Manager
Council
Purchase T :Materials and Su lies Public Pro'ects
Formal / 3
Document Type Contract
Purchase Amounts
$25,000 - $100,000
>100,000
Approval Dept Head
Dept. Head/PW Director
Bid Required / # of Bids Required
Informal / 3
Formal / 3
Document Type
PO and Short Form Contract
PO and Contract
Approval
PW Director /City Manager
Council
Purchase T e: Consultants
Purchase Amounts
<$15,000
>$15,000
Bid Required /# of Bids Required
Not specified
Bids required, type not specified
Document Type
Not specified
Contract
Approval
Not specified
Council
Purchase T e: General Supplies and General Services
Purchase T e: Su lies and E ui mart
$2,000425,000
$25,0004100,000
'$100,000
Purchase Amounts
<$1,000
$1,000 - $25,000
>25000
Bid Required / # of Bids Required
No / 0
Informal / not specified
Formal / 3
Document Type
PO
PO and Short Form Contract
Written Contract
Approval
Not Specified
Not Specified
City Council
Purchase T e: General Supplies and General Services
Purchase Amounts <$2,000
$2,000425,000
$25,0004100,000
'$100,000
Bid Required /# of Bids Required No /0
No /0
Informal or RFP
Formal /3
Document Type Invoice and Backup
PO
PO
PO and Contract
Approval Dept Employeer
Dept. Supervisor
Dept. Head
Council
Purchase Type: Construction Contracts & Proffessional Services
Purchase Amounts <$25,000
$25,000 - $100,000
'$10'000
Bid Required / # of Bids Required No / 0
Informal
Formal / 3
Document Type Contract
Contract
PO and Contract
Approval Dept Head
Dept. Head/PW Director
Council /CM
E
Attachment 2
. %sssipf ioni Gamms
.
Purchase Type: Supplies and Services for most Capital Improvements
Purchase T e: General not includin
ublic ro'ects or other construction contracts
Purchase Amounts <$1,000
$1,000- $25,000
$25,000.$75,000
>$75,000
Bid Required / # of Bids Required No / 0
Negotiated Bids
Informal
Invoice and Backup
Document Type Invoice & Back up PO and
Short Form Contract
PO and Short Form Contract
Formal
PO and Contract
Approval Dept Head
Town Manager
Council
Council
Purchase Tyne, All Other Supplies d Services
Approval
Not Specified
Finance Director
Purchase Amounts <S5,000
$51000 4151000
$15,000- $25,000
>$259000
Bid Required /# of Bids Required No /0
Informal /3
Formal
No /0
Document Type PO if necessary
PO
Formal
Not specified
Not specified
PO
PO
Approval Dept Head
Town Manager
Town Manager
Council
Purchase Type, Vehicles • Require Formal Bid, PO and Council Report and Approval
Approval
No council approval
GsydfNptgkir' .
Purchase T e: General not includin
ublic ro'ects or other construction contracts
PurchaseAmounts
Bid Required / At of Bids Required
$500.$2,500
Informal / 3
$2,500- $10,000
Written bids / 3
$10,000 - $25,000
Formal
> $25,000
Formal
Document Type
Invoice and Backup
PO
PO
PO
Approval
Dept Supervisor
City Manager
City Manager
Council
Purchaser e: Consultant Services
Approval
Not Specified
Finance Director
Finance Director
Purchase Amounts
<$25,000
>$25,000
Bid Required /# of Bids Required
No /0
No /0
>$50,000
Document Type
Not specified
Not specified
Not Specified
Approval
City Manager
Council
Not Specified
2
Purchase T e: Su plies and Services
Purchase Amounts
<5500
$500- $5,000
$5,001- $50,000
>$50,001
Bid Required / # of Bids Required
No / 0
Informal / 3
Formal
Formal
Document Type
PO
PO
PO
PO
Approval
Not Specified
Finance Director
Finance Director
Council
Purchaser e: Consultant Services
Purchase Amounts
<$50,000
>$50,000
Bid Required / # of Bids Required
Not Specified
Not Specified
Document Type
Not Specified
Not Specified
Approval
No council approval
Council
Purchaser : Public Pro'ects
Purchase Amounts
<$30,000
$30,000.$125,000
>$125,000
Bid Required / # of Bids Required
force Acc or Negotiated contract
Informal
Formal
Document Type
PO
Not Specified
Contract
Approval
Not Specified
Not Specified
Not Specified
2
Attachment 2
Purchaser e: Gener 1
Purchase Amounts
Purchase T e: General
$045,000
$1,000410,000
$10,001 - 525,000
>$25,000
Purchase Amounts
Bid Required / is of Bids Required
Document Type
Approval
<$1,000
Informal where possible
PO
Not Specified
$1,00045,000
Informal / 2
PO
Not Specified
55,0110- $25,000
Informal / 3
PO
Not Specified
>$25,000
Formal
PO and Contract
Not Specified
Purchaser e: Gener 1
Purchase Amounts
Purchase Amounts
$045,000
$1,000410,000
$10,001 - 525,000
>$25,000
Bid Required /# of Bids Required
No /0
Informal Verbal /3
Informal written /3
Formal /3
Document Type
Not Specified
Not Specified
Not Specified
Not Specified
Approval
Area Superintendents
Department Manager
General Manager
Board
Purchaser : ProBessional Services
>550,000
Federal /State Fund
Bid Required / # of Bids Required
Informal written / 3
Purchase Amounts
$1,000410,000
$10,000.$25,000
>S25,000
Contract
Bid Required / is of Bids Required
Informal verbal or written / 3
Informal written Proposals / 3
RFP Process / 3
Not Specified
Document Type
PO
PO and Agreement
PO and Agreement
Approval
Department Manager
General Manager
Board
Purchase Tvioe : General Goods and Services
Purchase Amounts
<S5,000 (one transaction)
<S50.000 (one Transaction)
>$50,000 (one Transaction)
Bid Required / # of Bids Required
Verbal if needed / 0
Informal Written / 3
Formal written/ 3
Document Type
Not Specified
Not Specified
Contract
Approval
Not Specified
Not $ Specified P
Not Specified
Purchase T e: Public Works Contractin
Purchase Amounts
<550,000
>550,000
Federal /State Fund
Bid Required / # of Bids Required
Informal written / 3
Formal Written
Accordance with state law
Document Type
Not Specified
Contract
Not Specified
Approval
Not Specified
Not Specified
Not Specified
3
SARATOGA CITY COUNCIL
MEETING DATE: February 21, 2007 AGENDA ITEM: S
ORIGINATING DEPT: City Manager's Office CITY MANAGER: e_-�
PREPARED BY:
DEPT HEAD:
SUBJECT: Request to form a Saratoga Area Senior Coordinating Council (SASCC) City
Council Adboc Committee
RECOMMENDED ACTION:
Accept report and appoint two Councilmembers to the SASCC Adhoc Committee
REPORT SUMMARY:
As a result of the joint meeting that was held on February 7, 2007 with SASCC, the Mayor has
requested the Council form a SASCC Adhoc Committee. This Committee would meet with City
staff, the Executive Director of the Senior Center, and the President of SASCC to negotiate a
new lease /use agreement for the next fiscal year.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
ATTACHMENT:
None