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HomeMy WebLinkAbout12-21-2011 City Council Minutes MINUTES SARATOGA SPECIAL CITY COUNCIL MEETING DECEMBER 21, 2011 The City Council called Closed Session to order at 4:30 p.m. Announcement of Closed Session Conference with Labor Negotiators (Gov't Code 54957.6) A. Employee Organizations: Northern California Carpenters Regional Council, Carpenters Forty Six Counties Conference Board) Agency Representatives: Deanna Mouser, Monica LaBossiere, and/or Dave Anderson Public Employee Performance Evaluation (Gov't Code 54957) Title: City Attorney City Council Adjourned Closed Session to conduct Youth Commission Interviews at 5:35 p.m. SARATOGA REGULAR CITY COUNCIL MEETING DECEMBER 21, 2011 Mayor Page called the Regular City Council Meeting to order at 7:04 p.m. and led the Pledge of Allegiance. ROLL CALL PRESENT: Council Members Manny Cappello, Howard Miller, Emily Lo, Vice Mayor, Mayor Chuck Page ABSENT: None ALSO PRESENT: Dave Anderson, City Manager Catherine Engberg, Acting City Attorney Crystal Morrow, City Clerk John Cherbone, Public Works Director Mary Furey, Finance and Administrative Services Director James Lindsey, Community Development Director Michael Taylor, Recreation and Facilities Director Adam Henig, Recreation Supervisor Cynthia McCormick, Planner Christopher Riordan, Senior Planner REPORT OF CITY CLERK ON POSTING OF AGENDA City Clerk Crystal Morrow reported that pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on December 16, 2011. REPORT FROM CLOSED SESSION Mayor Page noted that there were no actions to report from Closed Session. COMMUNICATIONS FROM COMMISSIONS PUBLIC Oral Communications on Non- A2endized Items No members of the public requested to speak on non agendized items. ANNOUNCEMENTS Council Member Miller shared information about City of Saratoga Recreation winter camps. Vice Mayor Hunter announced that love notes would be posted in Village business windows in February. Council Member Miller added that the Book -Go -Round is a good place to purchase holiday gifts. Vice Mayor Hunter reported that KSAR has prepared several videos featuring Village shops. Mayor Page suggested that those looking for holiday gifts should consider making a purchase at Hakone Gardens. He added that the Valley Transit Authority Board of Directors approved funding for the BART extension to San Jose. CEREMONIAL ITEMS None SPECIAL PRESENTATIONS None CONSENT CALENDAR 1. City Council Regular Meeting Minutes for December 7, 2011 Recommended action: Approve minutes. MILLER/HUNTER MOVED TO APPROVE THE MINUTES. MOTION PASSED 5 -0 -0. 2. Review of Accounts Payable Check Registers Recommended action: That the City Council review and accept check registers for the following accounts payable payment cycles: December 1, 2011 December 7, 2011 MILLER/HUNTER MOVED TO ACCEPT THE CHECK REGISTERS FOR THE FOLLOWING ACCOUNTS PAYABLE CYCLES: DECEMBER 1, 2011 AND DECEMBER 7, 2011. MOTION PASSED 5 -0 -0. 3. Treasurer's Report for the Month Ended November 30, 2011 Recommended action: Review and accept the Treasurer's Report for the month ended November 30, 2011. MILLER/HUNTER MOVED TO ACCEPT THE TREASURER'S REPORT FOR THE MONTH ENDED NOVEMBER 30, 2011. MOTION PASSED 5 -0 -0. 4. Purchase of Village Pedestrian LED Lights Recommended action: Approve proposal from Electrical Distributors Co. in the amount of $143,438.77 for the purchase of 95 LED fixtures and photo controls. Vice Mayor Hunter removed this item for additional information about the project. HUNTER/MILLER MOVED TO APPROVE THE PROPOSAL FROM ELECTRICAL DISTRIBUTORS CO. IN THE AMOUNT OF $143,438.77 FOR THE PURCHASE OF 95 LED FIXTURES AND PHOTO CONTROLS. MOTION PASSED 5 -0 -0. 5. Saratoga Ave Overlay and Rehabilitation Project ESPL 5332(014) Notice of Completion Recommended action: Move to accept the Saratoga Ave Overlay and Rehabilitation Project ESPL- 5332(014) as complete and authorize staff to record the Notice of Completion for the construction contract. MILLER/HUNTER MOVED TO ACCEPT THE SARATOGA AVE OVERLAY AND REHABILITATION PROJECT ESPL- 5332(014) AS COMPLETE AND AUTHORIZE STAFF TO RECORD THE NOTICE OF COMPLETION FOR THE CONSTRUCTION CONTRACT. MOTION PASSED 5 -0 -0. 6. Highway 9 Safety Improvement Project Phase III, Austin Way Award of Construction Contract Recommended action: 1. Move to declare Granite Rock Company DBA, Pavex Construction Division of San Jose to be the lowest responsible bidder on the project. 2. Move to award a construction contract to Granite Rock Company DBA, Pavex Construction Division in the amount of $313,880.00 3. Move to authorize staff to execute change orders to the contract up to $32,000. MILLER/HUNTER MOVED TO: 1. DECLARE GRANITE ROCK COMPANY DBA, PAVEX CONSTRUCTION DIVISION OF SAN JOSE TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT. 2. AWARD A CONSTRUCTION CONTRACT TO GRANITE ROCK COMPANY DBA, PAVEX CONSTRUCTION DIVISION IN THE AMOUNT OF $313,880.00 3. AUTHORIZE STAFF TO EXECUTE CHANGE ORDERS TO THE CONTRACT UP TO $32,000. MOTION PASSED 5 -0 -0. 7. Award of Design Contract for the Village Pedestrian Enhancement Phase 2 Project Recommended action: 1. Move to award a professional services contract with Gates and Associates for Design Services in the amount of $179,943 connected to the Village Pedestrian Enhancement Phase 2 Project and authorize the City Manager to execute the same. 2. Move to authorize staff to execute change orders to the contract up to $18,000. The City Clerk requested that this item be pulled to provide staff with opportunity to present a budget adjustment resolution not included in the staff report. Public Works Director John Cherbone presented the staff report and answered Council questions. No one requested to speak on this item. HUNTER/MILLER MOVED TO: 1. AWARD A PROFESSIONAL SERVICES CONTRACT WITH GATES AND ASSOCIATES FOR DESIGN SERVICES IN THE AMOUNT OF $179,943 CONNECTED TO THE VILLAGE PEDESTRIAN ENHANCEMENT PHASE 2 PROJECT AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME. 2. AUTHORIZE STAFF TO EXECUTE CHANGE ORDERS TO THE CONTRACT UP TO $18,000. 3. APPROVE A BUDGET ADJUSTMENT RESOLUTION. MOTION PASSED 5 -0 -0. 8. Final Acceptance of Subdivision Dedications Subdivision Application No. SUB07- 0001, 19161 Cox Avenue Recommended action: 1. Move to accept offers of dedication within the Subdivision SUB07 -0001. 2. Move to adopt the resolution rescinding the previously rejected Offers of Dedications and accepting dedication of streets or portions of streets within Subdivision SUB07 -0001 which includes portion of Cox Avenue and a portion of Brookglen Court into the City's publicly maintained street system. Council Member Cappello removed this item from the Consent Calendar to request additional information. No one requested to speak on this item. CAPPELLO /MILLER MOVED TO: 1. ACCEPT OFFERS OF DEDICATION WITHIN THE SUBDIVISION SUB07 -0001. 2. ADOPT THE RESOLUTION RESCINDING THE PREVIOUSLY REJECTED OFFERS OF DEDICATIONS AND ACCEPTING DEDICATION OF STREETS OR PORTIONS OF STREETS WITHIN SUBDIVISION SUB07- 0001 WHICH INCLUDES PORTION OF COX AVENUE AND A PORTION OF BROOKGLEN COURT INTO THE CITY'S PUBLICLY MAINTAINED STREET SYSTEM. MOTION PASSED 5 -0 -0. 9. Subdivision Improvement Amendment and Drainage Maintenance Covenant for Balakrishnan Trust Property Recommended action: 1. Approve Amendment to Subdivision Improvement Agreement between the Balu and Mohini Balakrishnan Trust and the City of Saratoga. 2. Approve the Drainage Maintenance Covenant between the Balu and Mohini Balakrishnan Trust and the City of Saratoga. The City Clerk requested that this item be removed from the Consent Calendar and asked Acting City Attorney Catherine Engberg to present changes to the Subdivision Improvement Agreement. Acting City Attorney Catherine Engberg presented changes. No one requested to speak on this item. HUNTER/CAPPELLO MOVED TO: 1. APPROVE AMENDMENT TO SUBDIVISION IMPROVEMENT AGREEMENT BETWEEN THE BALU AND MOHINI BALAKRISHNAN TRUST AND THE CITY OF SARATOGA. 2. APPROVE THE DRAINAGE MAINTENANCE COVENANT BETWEEN THE BALU AND MOHINI BALAKRISHNAN TRUST AND THE CITY OF SARATOGA. MOTION PASSED 5 -0 -0. 10. Approval of Library Improvement Project and Authorizing Use of Library Improvement Fund Recommended action: Authorize use of approximately $5,000 in savings of the Saratoga Library Improvement Fund (LBIF) and approve a Post Indicator Valve (PIV) fire alarm project to improve and enhance the Saratoga Library. MILLER/HUNTER MOVED TO AUTHORIZE USE OF APPROXIMATELY $5,000 IN SAVINGS OF THE SARATOGA LIBRARY IMPROVEMENT FUND (LBIF) AND APPROVE A POST INDICATOR VALVE (PIV) FIRE ALARM PROJECT TO IMPROVE AND ENHANCE THE SARATOGA LIBRARY. MOTION PASSED 5 -0 -0. 11. Commission Qualifications and Expiring Terms Recommended action: Accept the list of Commission qualifications and terms expiring in the 2012 calendar year. Council Member Lo removed this item to discuss Commission attendance requirements. Council Member Miller expressed concerns about Youth Commission attendance and recruitment requirements. Council directed staff to return with options to address concerns with Youth Commission attendance and recruitment requirements for Council consideration. No one requested to speak on this item. MILLER/LO MOVED TO ACCEPT THE LIST OF COMMISSION QUALIFICATIONS AND TERMS EXPIRING IN THE 2012 CALENDAR YEAR. MOTION PASSED 5 -0 -0. 12. Amendment to Weed Abatement Agreement Recommended action: Approve the amendment to the agreement between the County of Santa Clara and the City of Saratoga for abatement of weeds and authorize the Mayor to sign the agreement amendment. MILLER/HUNTER MOVED TO APPROVE THE AMENDMENT TO THE AGREEMENT BETWEEN THE COUNTY OF SANTA CLARA AND THE CITY OF SARATOGA FOR ABATEMENT OF WEEDS AND AUTHORIZE THE MAYOR TO SIGN THE AGREEMENT AMENDMENT. MOTION PASSED 5 -0 -0. 13. 2012 Hazardous Vegetation Program Commencement Resolution Recommended action: Approve resolution declaring hazardous vegetation (weeds) as a public nuisance and setting a public hearing on January 18, 2012 to consider objections to the Abatement List. MILLER/HUNTER MOVED TO APPROVE RESOLUTION DECLARING HAZARDOUS VEGETATION (WEEDS) AS A PUBLIC NUISANCE AND SETTING A PUBLIC HEARING ON JANUARY 18, 2012 TO CONSIDER OBJECTIONS TO THE ABATEMENT LIST. MOTION PASSED 5 -0 -0. 14. Council Ca1PERS Election of Optional Membership and Pension Reform Recommended action: Approve the terms and conditions contained in said Resolution which is attached hereto between the City Council and the City effective December 21, 2011. MILLER/HUNTER MOVED TO APPROVE THE TERMS AND CONDITIONS CONTAINED IN SAID RESOLUTION WHICH IS ATTACHED HERETO BETWEEN THE CITY COUNCIL AND THE CITY EFFECTIVE DECEMBER 21, 2011. MOTION PASSED 5 -0 -0. 15. Annexation of 19351 Redberry Drive (APN 510 -25 -062) Recommended action: Approve annexation of 19351 Redberry Drive (APN 510 -25 -062), an approximately 1.39 (gross) acre parcel and an adjacent portion of Redberry Drive, all of which is contiguous with the limits of the City of Saratoga and within the City's Sphere of Influence and Urban Service Boundaries. MILLER/HUNTER MOVED TO APPROVE ANNEXATION OF 19351 REDBERRY DRIVE (APN 510 -25 -062), AN APPROXIMATELY 1.39 (GROSS) ACRE PARCEL AND AN ADJACENT PORTION OF REDBERRY DRIVE, ALL OF WHICH IS CONTIGUOUS WITH THE LIMITS OF THE CITY OF SARATOGA AND WITHIN THE CITY'S SPHERE OF INFLUENCE AND URBAN SERVICE BOUNDARIES. MOTION PASSED 5 -0 -0. At this time, Mayor Page requested that the Council move forward to New Business and discuss Old Business items afterwards. PUBLIC HEARINGS None OLD BUSINESS 16. Resolution Adopting Council Agency and Ad Hoc Committee Appointments Recommended action: Approve resolution adopting Council agency and ad hoc committee appointments. Mayor Page introduced the Council Agency and Ad Hoc Committee Appointments. Council Member Miller proposed addition of a Postal Service Liaison and volunteered for the assignment. MILLER/HUNTER MOVED TO APPROVE RESOLUTION ADOPTING COUNCIL AGENCY AND AD HOC COMMITTEE APPOINTMENTS. MOTION PASSED 5 -0 -0. NEW BUSINESS 17. Pre Annexation Agreement for the Garrod Trust property at 22600 Mount Eden Road ANX10 -0002. Recommended action: Approve the Pre Annexation Agreement for the Garrod Trust and authorize the City Manager to sign it on behalf of the City. Senior Planner Christopher Riordan presented the staff report and revised pre annexation agreement. Mayor Page invited public comment on the item. No one requested to speak on this item. Mayor Page closed public comment. MILLER/HUNTER MOVED TO APPROVE THE REVISED PRE ANNEXATION AGREEMENT FOR THE GARROD TRUST AND AUTHORIZE THE CITY MANAGER TO SIGN IT ON BEHALF OF THE CITY. MOTION PASSED 5 -0 -0. 18. CDBG Program Update Recommended action: Review and accept Staff's application for CDBG ADA Improvement funds. Planner Cynthia McCormick presented the staff report. Mayor Page invited public comment on this item. The following people requested to speak on this item Susan Huff, Executive Director, Saratoga Area Senior Coordinating Council (SASCC) No one else requested to speak on this item. Mayor Page closed public comment. CAPPELLO /HUNTER MOVED TO MOVE TO APPROVE ACCEPT STAFF'S APPLICATION FOR CDBG ADA IMPROVEMENT FUNDS. MOTION PASSED 5 -0 -0. At this item, Mayor Page invited Bill Cooper to comment on Item 17 Pre Annexation Agreement for the Garrod Trust property at 22600 Mount Eden Road. Bill Cooper spoke on this item. At this time, Mayor Page requested that the Council return to Old Business items before proceeding to Adhoc and Agency Assignment Reports. ADHOC AGENCY ASSIGNMENT REPORTS Mayor Chuck Page TEA AdHoc Mayor Page reported that he spoke with State Assemblymember Jim Beall about putting forward a bill to recover TEA funds. West Valley Sanitation District Mayor Page reported on the last West Valley Sanitation District meeting and shared that the District will begin recruitment for a new director. Vice Mayor Jill Hunter KSAR Community Access TV Board KSAR has prepared several videos featuring Saratoga Village stores. Videos can be viewed on KSAR or YouTube. Additional videos will be done in the spring. SASCC The SASCC Board met yesterday and discussed SASCC's finances. Council Member Emily Lo Library Joint Powers Association The Library Joint Powers Authority (JPA) Board meets on January 26, 2012, the same day as the Council Retreat. Consequently, Council Member Lo will be unable to attend the meeting. The JPA Board will be discussing its budget. Council Member Howard Miller Valley Transportation Authority PAC Council Member Miller updated the Council on the BART extension to San Jose and upcoming Express Lane projects. Council Member Manny Cappello Chamber of Commerce Council Member Cappello shared information about Chamber of Commerce events planned for 2012 and efforts to engage the community in the sign ordinance update. CITY COUNCIL ITEMS None CITY MANAGER'S REPORT City Manager Dave Anderson reported that City Hall will be closed between Christmas and New Years for the holidays and winter furlough. Public Works will be on standby, the Sheriff's Office will continue usual patrols, and Recreation and Facilities will remain open. Acting City Attorney Catherine Engberg shared that City Attorney Richard Taylor would be back from sabbatical in January. ADJOURNMENT Mayor Page adjourned the meeting at 8:42 p.m. Respectfully submitted: G IA 6 (471k-1( Crystal Morrow, City Clerk