HomeMy WebLinkAbout10-02-2013 City Council minutes MINUTES
WEDNESDAY, OCTOBER 2,2013
SARATOGA SPECIAL CITY COUNCIL MEETING
The City Council held Closed Session at 5:15 p.m. in the Administrative Conference
Room at City Hall at 13777 Fruitvale Avenue. At 6:00 p.m., the Council called to order
the Joint Meeting with representatives of Saratoga schools.
SARATOGA REGULAR CITY COUNCIL MEETING
Mayor Hunter called the meeting to order at 7:02 p.m. and led the pledge of allegiance.
ROLL CALL
PRESENT Council Members Chuck Page, Manny Cappello, Howard Miller,
Vice Mayor Emily Lo, Mayor Jill Hunter
ABSENT: None
ALSO PRESENT: Dave Anderson, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, City Clerk
John Cherbone, Public Works Director
Mary Furey,Finance and Administrative Services Director
James Lindsay, Community Development Director
Michael Taylor, Recreation and Facilities Director
Kate Bear, City Arborist
Macedonio Nunez, Public Works Department Engineer
REPORT OF CITY CLERK ON POSTING OF AGENDA
City Clerk Crystal Bothelio reported that pursuant to Gov't. Code 54954.2, the agenda for
this meeting was properly posted on September 26, 2013.
REPORT FROM CLOSED SESSION
Mayor Hunter announced that there was nothing to report from Closed Session.
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-Agendized Items
Kathleen King announced the Silicon Valley Turkey Trot on Thanksgiving Day in
downtown San Jose. The event includes a 5K and 10K and benefits Second Harvest Food
Bank, Housing Trust Silicon Valley, and Healthier Kids Foundation Santa Clara County.
For more information and to register, visit http://svturkeytrot.com/.
Trish Cypher provided the Council with an update on Senate Bill 1 and Senate Bill 792.
She also spoke about the Association of Bay Area Governments and its ability to
advocate for or against legislation.
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Oral Communications - Council Direction to Staff
None
Communications from Boards and Commissions
Cynthia Chang, Board Member of the Los Gatos Saratoga Union School District,
provided an overview of the Council's Joint Meeting with representatives of Saratoga
schools and also invited the public to a Rotary International fundraising concert on
Saturday, October 5, 2013 at the Heritage Theater in Campbell.
Council Direction to Staff
None
ANNOUNCEMENTS
Council Member Lo announced the Quad-Chamber mixer on October 3, 2013 at Los
Gatos Lodge from 5:30 p.m. to 7:00 p.m.
Mayor Hunter announced Witchy Walk-A-Bout on October 26, 2013 from 2:00 p.m. to
4:00 p.m. in Saratoga Village. More information is available online at
http://saratogavillage.info/.
CEREMONIAL ITEMS
1. Commendation for Saratoga Union School District Superintendent Lane Weiss
Recommended action:
Read and present commendation recognizing Saratoga Union School District
Superintendent Lane Weiss.
Mayor Hunter read and presented the commendation to Saratoga Union School
District Superintendent Lane Weiss.
SPECIAL PRESENTATIONS
None
CONSENT CALENDAR
2. City Council Meeting Minutes
Recommended action:
Approve City Council minutes for the Study Session on September 9, 2013 and the
Special and Regular City Council Meeting on September 18, 2013.
CAPPELLO/PAGE MOVED TO APPROVE CITY COUNCIL MINUTES FOR
THE STUDY SESSION ON SEPTEMBER 9,2013 AND THE SPECIAL AND
REGULAR CITY COUNCIL MEETING ON SEPTEMBER 18,2013. MOTION
PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE.NOES: NONE.
ABSENT: NONE.
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3. Review of Accounts Payable Check Registers
Recommended action:
Review and accept check registers for the following accounts payable payment
cycles:
9/17/2013 Period 3
CAPPELLO/PAGE MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 9/17/2013
PERIOD 3. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO,
PAGE. NOES: NONE. ABSENT: NONE.
4. Annual City Code Update
Recommended action:
Waive the second reading and adopt the proposed ordinance.
Council Member Page removed this item from the Consent Calendar to request
additional information.
Community Development Director James Lindsay addressed Council questions.
Mayor Hunter invited public comment on the item.
No one requested to speak.
ORDINANCE NO. 307
PAGE/CAPPELLO MOVED TO WAIVE THE SECOND READING AND
ADOPT THE PROPOSED ORDINANCE. MOTION PASSED. AYES:
HUNTER, LO, MILLER, CAPPELLO, PAGE.NOES: NONE. ABSENT: NONE.
5. Declaration of Surplus Vehicles and Authorization of their Disposal
Recommended action:
1. Move to declare the following vehicles as surplus and authorize their disposal
• Vehicle # 101, 2002 Ford F-150 CNG Truck(Compressed Natural Gas)
• Vehicle#99, 2002 Ford F-150 CNG Truck(Compressed Natural Gas)
CAPPELLO/PAGE MOVED TO DECLARE THE FOLLOWING VEHICLES
AS SURPLUS AND AUTHORIZE THEIR DISPOSAL: VEHICLE# 101,2002
FORD F-150 CNG TRUCK(COMPRESSED NATURAL GAS); AND
VEHICLE#99,2002 FORD F-150 CNG TRUCK( COMPRESSED NATURAL
GAS). MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE.
NOES: NONE. ABSENT:NONE.
6. Cox Avenue Pedestrian Crossing Project—Notice of Completion
Recommended action:
Move to accept the Cox Avenue Pedestrian Crossing Project as complete and
authorize staff to record the Notice of Completion for the construction contract.
CAPPELLO/PAGE MOVED TO ACCEPT THE COX AVENUE PEDESTRIAN
CROSSING PROJECT AS COMPLETE AND AUTHORIZE STAFF TO
RECORD THE NOTICE OF COMPLETION FOR THE CONSTRUCTION
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CONTRACT. MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO,
PAGE. NOES: NONE. ABSENT: NONE.
7. 2013 Pavement Management Program and Proposition 1B State Grant—Award of
Construction Contract
Recommended action:
1. Move to declare G. Bortolotto & Co. Inc. to be the lowest responsible bidder on the
project.
2. Move to award a construction contract to G. Bortolotto & Co. Inc. in the amount of
$625,205.53
3. Move to authorize staff to execute change orders to the contract up to $62,500.
Council Member Miller removed this item from the Consent Calendar to request
additional information about the project and explained he felt that the item needed
further discussion due to the large dollar value of the contract.
Public Works Director John Cherbone provided additional information about the
item.
Mayor Hunter invited public comment on the item.
The following person spoke:
Trish Cypher
No one else requested to speak.
MILLER/PAGE MOVED TO: DECLARE G. BORTOLOTTO & CO. INC. TO
BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT; AWARD A
CONSTRUCTION CONTRACT TO G. BORTOLOTTO & CO. INC. IN THE
AMOUNT OF $625,205.53; AND AUTHORIZE STAFF TO EXECUTE
CHANGE ORDERS TO THE CONTRACT UP TO $62,500. MOTION PASSED.
AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE. NOES: NONE. ABSENT:
NONE.
8. Saratoga Village Pedestrian Enhancements Phase 2—Award of Construction Contract
Recommended action:
1. Approve Budget Resolution.
2. Move to declare Guerra Construction Group of Santa Clara to be the lowest
responsible bidder on the project.
3. Move to award a construction contract to Guerra Construction Group in the amount
of$980,559 and authorize the City Manager to execute the same.
4. Move to authorize staff to execute change orders to the contract up to $77,303.
Council Member Miller removed this item from the Consent Calendar, because he
felt it was an item of interest to the public and wanted an overview of the item to be
presented during the meeting.
Public Works Director John Cherbone provided an overview of the item.
Mayor Hunter invited public comment on the item.
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The following person requested to speak:
Trish Cypher
No one else requested to speak.
RESOLUTION NO. 13-064
MILLER/PAGE MOVED TO: APPROVE BUDGET RESOLUTION; DECLARE
GUERRA CONSTRUCTION GROUP OF SANTA CLARA TO BE THE
LOWEST RESPONSIBLE BIDDER ON THE PROJECT; AWARD A
CONSTRUCTION CONTRACT TO GUERRA CONSTRUCTION GROUP IN
THE AMOUNT OF $980,559 AND AUTHORIZE THE CITY MANAGER TO
EXECUTE THE SAME; AND AUTHORIZE STAFF TO EXECUTE CHANGE
ORDERS TO THE CONTRACT UP TO $77,303. MOTION PASSED. AYES:
LO, MILLER, CAPPELLO, PAGE.NOES: HUNTER. ABSENT: NONE.
PUBLIC HEARINGS
None
OLD BUSINESS
9. Civic Theater/Council Chambers Master Plan Presentation
Recommended action:
Review and accept the Civic Theater/Council Chambers Master Plan presented by
Anderson-Brule' Architects, Inc.
Recreation and Facilities Director Michael Taylor presented the staff report then
introduced Pam Anderson-Brule', Kim Masleid, and Rose Steele with Anderson-
Brule' Architects, Inc. to present the Civic Theater/Council Chambers Master Plan.
Pam Anderson-Brule', Kim Masleid, and Rose Steele with Anderson-Brule'
Architects, Inc. addressed the Council.
Mayor Hunter invited public comment on the item.
The following people spoke:
Ed Hand, President of West Valley Light Opera
John Wegner
No one else requested to speak.
PAGE/MILLER MOVED TO ACCEPT THE CIVIC THEATER/COUNCIL
CHAMBERS MASTER PLAN PRESENTED BY ANDERSON-BRULE'
ARCHITECTS,INC. AND DIRECT STAFF TO RETURN AT A FUTURE
MEETING WITH A 5 YEAR CIVIC THEATER MASTER PLAN THAT
INCLUDES REFINED DESIGNS AND COST ESTIMATES TO IMPLEMENT
BATHROOM IMPROVEMENTS,ACCESSIBILITY TO THE CONTROL
BOOTH,EXPANSION OF THE ORCHESTRA SPACE,IMPROVEMENTS
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TO THE TICKET BOOTH,AND ADDITIONAL SEATING. MOTION
PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE.NOES:NONE.
ABSENT: NONE.
NEW BUSINESS
10. Time Limits for Commission Meetings
Recommended action:
Provide direction to staff on development of a policy that institutes limits on the
length of Commission meetings.
City Clerk Crystal Bothelio presented the staff report.
Mayor Hunter invited public comment on the item.
The following person spoke:
Prospect High School Student
No one else requested to speak.
PAGE/CAPPELLO MOVED TO DIRECT STAFF TO AGENDIZE A
RESOLUTION ESTABLISHING COMMISSION MEETING LENGTH
GUIDELINES TO ENSURE OPPORTUNITIES FOR PUBLIC
PARTICIPATION IN COMMISSION DECISION MAKING AND MAINTAIN
TRANSPARENCY OF COMMISSION BUSINESS BY CALLING ON
COMMISSION CHAIRS TO ASSESS ITEMS ON AN AGENDA DURING A
MEETING IF THE MEETING RUNS TO 10:00 P.M.; IF THE CHAIR
BELIEVES THAT THE MEETING WILL END AFTER MIDNIGHT,THE
CHAIR SHOULD REQUEST A MOTION TO CONTINUE ITEMS TO THE
NEXT REGULAR MEETING TO PREVENT THE MEETING FROM GOING
ON BEYOND 12:00 A.M. MOTION PASSED. AYES: HUNTER, LO, MILLER,
CAPPELLO, PAGE. NOES: NONE. ABSENT: NONE. ABSTAIN: NONE.
11. Resolution Amending Council Agency and Ad Hoc Assignments
Recommended action:
Approve resolution amending Resolution 13-060 and the Council Agency and Ad
Hoc Committee Assignments for the year 2013.
City Clerk Crystal Bothelio presented the staff report.
Mayor Hunter invited public comment on the item.
No one requested to speak.
RESOLUTION NO. 13-065
MILLER/CAPPELLO MOVED TO APPROVE THE RESOLUTION
AMENDING RESOLUTION 13-060,THE COUNCIL AGENCY AND AD HOC
COMMITTEE ASSIGNMENTS FOR THE YEAR 2013,AND APPOINT
COUNCIL MEMBER PAGE TO THE SANTA CLARA COUNTY
EXPRESSWAY PLAN 2040 POLICY ADVISORY BOARD. MOTION PASSED.
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AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE.NOES: NONE. ABSENT:
NONE. ABSTAIN: NONE.
ADHOC & AGENCY ASSIGNMENT REPORTS
Mayor Jill Hunter
Mayor Hunter announced vacancies on the Parks and Recreation Commission, Library
Commission, Traffic Safety Commission, and Heritage Preservation Commission. She
also shared that she attended an Assistance League event.
Chamber of Commerce—Mayor Hunter has been attending meetings to discuss planning
of the annual Tree Lighting.
Hakone Foundation Board—Heritage Day and the Foundation fundraising barbeque at
Hakone both turned out very well. Additionally, the Foundation is looking forward to
new signage that will be installed at the museum.
Vice Mayor Emily Lo
Hakone Foundation Board—during the meeting on September 20, the group discussed
new entry signage that will be installed on Big Basin. The design has been approved by
the Heritage Preservation Commission and will be going before the Planning
Commission. Additionally, Hakone will celebrate its 100-year anniversary in 2015. The
Board is going to plan events to celebrate the anniversary.
Council Member Howard Miller
West Valley Solid Waste Management Joint Powers Authority—the contract with West
Valley Collection& Recycling is coming to a close and is expected to be approved by the
board on October 23, 2013.
Council Member Manny Cappello
Destination Saratoga Liaison—the group held a media tour the weekend of September
28, 2013. Additionally, a writer from the San Francisco Chronicle will be in Saratoga the
weekend of October 5, 2013.
SASCC—the Board is working on the contract with the City and placing final touches.
The contract is expected to come before the Council on November 6, 2013 for approval.
Council Member Chuck Page
Association of Bay Area Governments—the September general assembly meeting was
canceled.
Santa Clara County Cities Association—the Cities Association appointed Jason Baker to
the Santa Clara County Emergency Operational Area Council.
Sister City Liaison—the group is coordinating a trip to Pasadena that will include a
number of activities, including garden and museum visits. Additionally,the group has
been planning the anniversary event for next year.
West Valley Sanitation District—during the San Jose-Santa Clara Regional Wastewater
Facility Treatment Plant Advisory Committee meetings, Council Member Page continues
to advocate for obtaining a bond for facility improvements now while interest rates are
low. Currently,the City of San Jose plans to obtain a bond in a few years.
CITY COUNCIL ITEMS
Council Member Miller requested a discussion on whether high dollar contract items
should be placed on the Consent Calendar. He then said that the matter could be left to
the Mayor's discretion.
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CITY MANAGER'S REPORT
City Manager Dave Anderson provided an overview of the recent West Valley Mayors
and Managers meeting, which included discussion on use of tablets for Council meetings.
The Town of Los Gatos is interested in converting to a paperless packet by using iPads.
City Manager Dave Anderson then commented on his participation in Heritage Day on
September 28, 2013.
ADJOURNMENT
PAGE/CAPPELLO MOVED TO ADJOURN THE MEETING AT 10:38 P.M.
MOTION PASSED. AYES: HUNTER, LO, MILLER, CAPPELLO, PAGE.NOES:
NONE. ABSENT: NONE. ABSTAIN:NONE.
Minutes respectfully submitted:
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Cry Bothelio, City Clerk
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