HomeMy WebLinkAbout03-05-2018 City Council Agenda packetSaratoga City Council Agenda – Page 1 of 2
SARATOGA CITY COUNCIL
SPECIAL MEETING
MARCH 5, 2018
5:00 PM COMMISSION WORK PLAN STUDY SESSION
Saratoga Prospect Center, Grace Building | 19848 Prospect Road, Saratoga, CA 95070
ORAL COMMUNICATIONS ON NON-AGENDIZED 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.
AGENDA ITEMS:
5:00 PM Heritage Preservation Commission Work Plan
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction
to Commission on 2018 Work Plan.
5:45 PM Dinner Break
6:00 PM Library Commission Work Plan
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction
to Commission on 2018 Work Plan.
6:45 PM Parks and Recreation Commission Work Plan
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction
to Commission on 2018 Work Plan.
7:30 PM Traffic Safety Commission Work Plan
Recommended Action:
Meet with Commission; discuss Commission priorities; and provide direction to
Commission on 2018 Work Plan
8:15 PM Public Safety Task Force Work Plan
Recommended Action:
Meet with Commission; discuss Task Force priorities; and provide direction to
Task Force on 2018 Work Plan.
Saratoga City Council Agenda – Page 2 of 2
ADJOURNMENT
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA
PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Nora Pimentel, City Clerk for the City of Saratoga, declare that the foregoing agenda for the
meeting of the City Council was posted and available for review on March 1, 2018 at the City of
Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at
www.saratoga.ca.us.
Signed this 1st day of March 2018 at Saratoga, California.
Nora Pimentel, MMC
City Clerk
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda are available at the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, CA 95070. Note that copies of
materials distributed to the City Council concurrently with the posting of the agenda are also
available on the City Website at www.saratoga.ca.us. Any materials distributed by staff after the
posting of the agenda are made available for public review at the office of the City Clerk at the
time they are distributed to the City Council. These materials are also posted on the City website.
In Compliance with the Americans with Disabilities Act, if you need assistance to participate in
this meeting, please contact the City Clerk at 408/868-1269. Notification 24 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]
Page 1 of 3
CITY OF SARATOGA
Memorandum
To:Mayor Bernald & Members of the Saratoga City Council
From:Sung Kwon, Senior Planner
Date:March 5, 2018
Subject:Heritage Preservation Commission Work Plan
On December 12,2017 the Heritage Preservation Commission (HPC) held their regularly scheduled meeting.
During the meeting, the HPC discussed and upcoming 2018/2019 work plan.
Below are line items the HPC would like to continue to work on.
Increase the Heritage Resource Inventory –Continue our duty as HPC commissioners to recommend
and add residences, commercial structures, districts, and lanes onto the Heritage Resource Inventory.
Heritage Tree Inventory –Continue to update the Heritage Tree Inventory.
Plaques/Point of Interest Markers –In an effort to properly recognize heritage resources and
properties of special interest in our City, the HPC would like to continue providing plaques to
designated Landmark sites and reinstate awarding plaques to sites that contain designated Heritage
Trees.Based on Councils recent action regarding the implementation of a Point of Interest Marker
Program, the HPC would like to commence the process for recommending to Council special sites that
warrant a Point of Interest marker.
Community Outreach –Organize and contribute to city events including Blossom Festival, Arbor Day,
State of the Union, National Preservation Month. Prepare informational pamphlets. These pamphlets
will be distributed to residents and members of the public to increase awareness of Heritage
Preservation. Continue to provide feedback on the website.
Continuing Education –The City of Saratoga is a Certified Local Government (CLG) recognized by the
State of California Office of Preservation (OHP). The CLG requires that all commissioners receive
annual training in Historic Preservation.
Village Design Guidelines –Review Village Design Guidelines as directed by the City Council.
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Notable Accomplishments in 2017
Commissioner Alex Nugent completed a DPR for 19277 Shubert Drive and the HPC placed the house on the
Saratoga Historic Resources Inventory. The HPC developed and designed two point of interest markers
(Theatre of the Glade Site & The Original Blossom Festival Site), which were approved by Council. These two
markersare on order and anticipated to be installed in early 2018. The HPC and staff developed FAQ pamphlets
for Historic Preservation and Heritage Tree Inventory and created a Heritage Tree Inventory Guidebook.
Budget Request
The Heritage Preservation Commission would like to request a budget allocation for the FY18-19.
The main budget request ($5,100) is for two additional point of interest markers.
Request Requested Allocation
Two new point of interest (poi) markers (plaque,
redwood posts and installation)
$5,100
Training & Membership (California Preservation
Foundation)
$2,000
Preservation Month activities in May: (poster, speaker,
photo display-note photo display can be used year-
after-year
$800
Existing poi (plaque funding in 2017) $600
Total $8,500
Current Commission Membership:
Name Term Ending Eligible for Reappointment
Annette Stransky (Chair)12/31/2021 No
Paula Cappello 12/31/2018 No
Rina Shah 12/31/2018 Yes
Marilyn Marchetti (Vice-Chair)12/31/2019 No
Jo Rainie Rogers 12/31/2020 Yes
Alexandra Nugent 12/31/2020 No
Vacant - -
Commission Duties/Purpose:
City Code Section 13-10.040 - Powers and duties.
The Heritage Commission shall be advisory only to the City Council, the Planning Commission and the agencies
and departments of the City, and shall establish liaison and work in conjunction with such authorities to
implement the purposes of this Chapter. The Heritage Commission shall have the following powers and duties:
(a)Conduct, or cause to be conducted, a comprehensive survey of properties within the boundaries of
the City for the purpose of establishing the Heritage Resource Inventory. To qualify for inclusion in the
Heritage Resource Inventory, a property must satisfy any one or more of the criteria listed in Section
13-15.010 of this Chapter. The Inventory shall be publicized and periodically updated, and a copy
thereof shall be kept on file in the Planning Department.
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(b) Recommend to the City Council specific proposals for designation as a historic landmark, heritage
lane or historic district.
(c)Recommend to the appropriate City agencies or departments projects and action programs for the
recognition, conservation, enhancement and use of the City's heritage resources, including standards
to be followed with respect to any applications for permits to construct, change, alter, remodel,
remove or otherwise affect such resources.
(d)Review and comment upon existing or proposed ordinances, plans or policies of the City as they
relate to heritage resources.
(e)Review and comment upon all applications for building, demolition, grading or tree removal permits
involving work to be performed upon or within a designated historic landmark, heritage lane or
historic district, and all applications for tentative map approval, rezoning, building site approval, use
permit, variance approval, design review or other approval pertaining to or significantly affecting any
heritage resource. The Commission’s comments shall be forwarded to the City agency or department
processing the application within thirty days after receiving the request for such comments.
(f)Investigate and report to the City Council on the availability of federal, state, county, local or private
funding sources or programs for the rehabilitation and preservation of heritage resources.
(g)Cooperate with county, state and federal governments and with private organizations in the pursuit
of the objectives of heritage conservation.
(h)Upon the request of a property owner or occupant and at the discretion of the Heritage Commission,
render advice and guidance on the conservation, rehabilitation, alteration, decoration, landscaping
or maintenance of any heritage resource; such voluntary advice and guidance shall not impose any
regulation or control over any property.
(i)Participate in, promote and conduct public information and educational programs pertaining to
heritage resources.
(j)Perform such other functions as may be delegated to it by resolution or motion of the City Council.
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CITY OF SARATOGA
Memorandum
To:Mayor Bernald & Members of the Saratoga City Council
From:Crystal Bothelio, Deputy City Manager
Date:March 5, 2018
Subject:Library Commission Work Plan
Since the 2017 Commission Work Plan Study Session, the Library Commission has worked on the
following:
Support for library card outreach at events, such as Saratoga Farmers Market and Saratoga
Movie Nights
Collaboration with West Valley College for Thinking Money Exhibit; ongoing discussions with
West Valley College on collaboration opportunities, including discussions of 2018-2019 Coral
Reef Crochet Project
Promotion of Library events and programs, including posting on Commission social media
accounts, submitting press releases to the Saratoga News
Development of Boy Scout and Girl Scout volunteer project ideas
Visit all District libraries and meeting with Cupertino Library Commission
Recommendations and feedback on pilot student ID card/library card program
Recommendations and feedback on interior space budget
Review of Library District survey results
In 2018, the Library Commission proposes to focus on the following:
1.Support library events and programs
2.Promote library events and programs; engage in information sharing with library and public
3.Identify continuing opportunities to partner with West Valley College
4.Help increase the number of residents with library cards
The proposed work plan in detail is attached.
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Current Membership:
Name Term End
Anandi Krishnamurthy 9/30/2018
Flora Hoffman, Vice Chair 9/30/2019
Karen Burley, Chair 9/30/2020
Steven White, Monte Sereno Representative 9/30/2021
Robert Gulino 9/30/2021
Commission Duties/Purpose:
Resolution No. 16-043:
The Library Commission shall serve as a senior advisory and liaison body. Its basic responsibilities
shall include the following:
1. Provide counsel and recommendations on Library policies, budgets, plans and procedures to
the Saratoga City Council, the City staff, and the Santa Clara County Library staff and
Saratoga Library Supervisor.
2. Identify and bring to the attention of the Ci ty Council , the City staff, and the Santa Clara
County Library staff (as appropriate) present and prospective issues and questions relating
to Library operation.
3. Participate, along with other appropriate governmental units, in explaining and interpreting
matters pertaining to Library operation to Library users, Library support groups, and the
general public.
4. Perform such other activities as may be directed by the Saratoga City Council.
In carrying out its basic responsibilities, the Library Commission shall perform the following duties:
1. Hold formal meetings as required (see preceding Section on "Administration”).
2. Maintain communications with the City Council, the City staff, the Santa Clara County Library
staff, and the Saratoga Library Supervisor on matters that have a significant impact on the
Library's budget and operation.
3. Outreach to different community groups to inform them of library services and to receive
suggestions on improving Library operation.
4. Maintain within the Commission a continuity of knowledge of the Library, its operation and
its problems.
5. Keep generally informed on technical developments that could have a bearing on the
Library's operation.
6. Participate in the general planning of the library's operation and in the planning of events
related to the Library.
7. Work with "Friends of the Saratoga Libraries" and other support groups as may be desirable
in the planning of their activities.
8. Promote optimal utilization of the library space, and encourage service mindedness on the
part of all having to do with providing Library service to the public.
9. Engage the Saratoga Library Youth Advisory group in matters concerning use of the Library
and programs.
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PROPOSED 2018 LIBRARY COMMISSION WORK PLAN
KEY POINTS OF WORK PLAN
1. Support library events and programs
2. Promote library events and programs; engage in information sharing with library and public
3. Identify continuing opportunities to partner with West Valley College
4. Help increase the number of residents with library cards
TOPICS IN DETAIL
A. Support Library Events and Programs
I.Attend library events as Commissioners and/or participants (eg, Silicon Valley Reads
programs, trivia events, etc.)
II.Volunteer to assist library staff at library events (for example, Junior Achievement)
III.Volunteer at outreach programs (eg, Saturday Farmers Market, Movie Nights,
Blossom Festival) to increase number of card holders to 85% of Saratoga and Monte
Sereno residents
B. Promote library events and programs; engage in Information sharing with the library and
the public
I.Brainstorm with Diane Roche (County marketing person) on ways to promote Library
events and programs
II.Spread awareness via our networks of library events and offerings and encourage
attendance (for example, post in Nextdoor Saratoga, post on Facebook page, tell our
Book Clubs, etc.)
III.Update Saratoga News of upcoming library events
IV.Write an article for Saratoga Source (monthly e-newsletter) or Saratoga Newspaper
to feature library program(s)
V.Provide recommendations to library staff at Commission meetings. This would
include ideas for programs that our community is interested in (eg, 3D printing); new
trends, and upcoming community events where outreach might occur
VI.Attend annual Friends and Commissioner forum
VII.Visit other County Library Commission and JPA meetings
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C. Identify continuing opportunities to partner with West Valley College
I.Work on 2018 – 2019 Coral Reef Crochet Project (schedule viewing of Chasing Coral
at Library, encourage crochet circles, attend seminars, help with displays), with West
Valley College taking the lead on this effort
D. Help increase the number of residents with library cards
I.Volunteer at outreach programs
II.Target Monte Sereno residents
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CITY OF SARATOGA
Memorandum
To:Mayor Bernald & Members of the Saratoga City Council
From:Dylan Davis, Recreation Coordinator
Date:March 5, 2018
Subject:Parks and Recreation Commission Work Plan
Below are the proposed Parks and Recreation Commission objectives and work plan activities for
calendar year 2018, as well as accomplishments in 2017.
Accomplishments From 2017
Successfully hosted Movie Night at El Quito Park, with an average attendance of 350 people.
Analyzed data from community members who took the survey and came up with an action,
which is proposed in community feedback.
Commission partnered with local community member, and high schooler, Jason Louie to create
Age Friendly videos of local parks in City of Saratoga. Videos are now posted on the Park &
Recreation Commission web page.
Let’s Work Program had another successful year in helping clean and maintain Quarry Park.
Parks and Recreation Commission (PRC) Objectives For 2018
To build stronger community relations and gathering all Saratoga residents by hosting events at
City parks.
To build stronger community relations by engaging community members in hosted events,
dialogues, and activities by the city.
To continue promoting a healthy lifestyle by informing residents about park and trail locations
and amenities.
Proposed Ongoing Activities
Project Name Objective Tasks
Movie Night To build stronger community relations
between the City of Saratoga and the
community and gathering residents
by hosting events at City parks
Continue outdoor movie night series
in the summer of 2018. Commission
will be creating fundraising plan for
2018.10
Community Feedback To learn about areas of improvement
our community members have about
City parks, events and activities.
Create an electronic suggestions box
on the Parks and Recreation
Commission web page. Create signage
in parks, informing community
members about electronic suggestion
box. Commission will analyze data and
discuss solutions for the noted areas
of improvement and if necessary,
make recommendations to City
Council.
Age Friendly
Communities
To provide inclusive, age-friendly
opportunities for social interaction
and equitable access to parks.
Organize walking groups; create
virtual parks for less mobile residents;
and organize monthly afternoon
movies at Civic Theater.
Let’s Work!
Volunteer Program
To continue promoting a healthy
lifestyle and engaging community
members about new parks and trails
in Saratoga.
Continue to coordinate the volunteer
program at Quarry Park and to help
the City advance its effort to extend
the existing trails.
Current Commission Membership:
Name Term Ending Eligible for Reappointment
Ping Li 9/30/21 No
Rick Pearce 9/30/21 No
Pallavi Sharma 9/30/18 Yes
Renee Paquier 9/30/19 Yes
Terence Ward 9/30/20 No
Commission Duties/Purpose:
Resolution No. 432 – Powers & Duties:
The powers of the Parks and Recreation Commission are advisory only and it shall render all reports
and recommendations directly to the City Council, unless otherwise directed by the Council. The
Commission does not constitute a planning agency with the terms and meaning of Government Code
Section 65100 of the State of California. The Commissions' powers and duties, in such advisory capacity
to the City Council, shall include the following:
(a) to recommend a parks and recreation program, and the programming and implementation thereof,
to the Council;
(b) advise the Council specifically on design, use, development, financing, care and maintenance of
parks and playgrounds; landscaping along thoroughfares and other City streets; walkways,
pathways, equestrian paths, streambeds, protection and promulgation of trees, and such other
matters as may be requested by the Council.
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CITY OF SARATOGA
Memorandum
To:Mayor Bernald & Members of the Saratoga City Council
From:Mainini Cabute,Management Analyst II
Date:3/05/2018
Subject:Traffic Safety Commission (TSC)Work Plan
The City of Saratoga Traffic Safety Commission proposes the following work plan for 2018:
Continue to investigate, review and analyze traffic safety issues raised by the Community
Promote education to the Community and Schools regarding traffic, bicycle and pedestrian safety,
through public meetings and our Traffic Deputy Unit
Continue to refine the TSC process to find ways to improve communication to the public.
Establish guidelines for Traffic Calming as needed
Review projects on the Capital Improvement Project list and prioritize for funding
Work with the Planning Commission to develop the Circulation Element
2017 Summary:
Each month, the City receives several traffic safety concerns and complaints from residents who are
looking to make traffic changes in their neighborhood. The City adds each item to the upcoming
Traffic Safety Commission meeting, which meets regularly on odd months, six times annually.
The traffic safety concerns vary but many times the complaints involve speeding, sight distance
issues, crosswalks,restricted parking and traffic safety issues involving pedestrians, especially
students.
In 2017, the City Council asked the Traffic Safety Commission to function part time as a Public Safety
Task Force and explore strategies to improve safety in Saratoga neighborhoods. The TSC worked
closely with the Sheriff’s Department and developed neighborhood safety recommendations for the
City Council to implement.
The Traffic Safety Commission also continued its proactive effort to reach out to schools to improve
traffic safety and circulation. The City reached out to Christa McAuliffe to continue dialogue about
school related traffic impact on the neighborhood that began in 2016. City staff and TSC members
worked with Redwood Middle School staff and traffic deputies to develop plans to reduce the
queuing of cars on Fruitvale Avenue and improve pedestrian safety at the corner of Fruitvale and
Allendale.The City will continue reaching out to other schools and offer city engineer’s evaluation
and recommendations to improve traffic safety near their schools.
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The Traffic Safety Commission gives recommendations to the City on how to resolve traffic safety
issues. Often times, the recommendation requires changes to the street or intersection to improve
safety. Sometimes the recommendations are a simple striping project or sign installation, while
others require a larger project, involving a lighted crosswalk, speed tables, or permanent radar
feedback signs. Simple projects such as striping can take six months to complete due to project
prioritizing. More significant projects, such as lighted crosswalks, can take two or more years due to
budget constraints.
The table below shows the items that were recommended in 2017. It does not include items
involving sight distance/vegetation trimmings, direct enforcement requests, and items that resulted
in no action by the Commissioners. Note: The July meeting was canceled.
Date Issue TSC Recommendation Status
1/12/2017 Speeding on Brookglen,
north of Prospect Road
Install reflectors on centerline
and “S” curve sign.
Complete.
1/12/2017 No Parking at Melinda Circle Implement existing plan
designed from 2016 and
continue working with school
on traffic flow and parking.
Plan installed.
1/12/2017 Speeding on Glenbrae Continue effort to prioritize
traffic light solution at
Saratoga Ave and Herriman to
reduce cut-through traffic.
Complete.
1/12/2017 Speeding on Homes Drive Request Sheriff Directed
Enforcement. Add to street
rotation.
Complete.
1/12/2017 Hill Avenue Develop plan for intersection
to highlight traffic flow
directions at intersection on
all four approaches.
Traffic engineer to develop
plan to present to neighbors.
1/12/2017
&
3/09/2017
6th Street Parking Restrict parking on one side
and consider permit parking
as part of Village Plan.
TSC forwarded
recommendation to be
considered as part of the
Village permit parking plan.
3/09/2017 Big Basin Way and 4th Street Install 4-way stop at that
intersection
Caltrans issued the
encroachment permit & City
approved MV Reso and
project has been scheduled
for installation.
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3/09/2017 Fruitvale Avenue Install lighted pedestrian
crossing at Fruitvale Avenue
and Douglass
Pending available funds.
3/09/2017 Old Oak Way Restrict parking at corner of
Old Oak Way and Pierce
Complete.
3/09/2017 Lexington Court Install lighted pedestrian
crossing at Herriman and
Lexington Court
Pending plan with new type
of lighted crosswalk device.
5/11/2017 Mendelsohn Lane Revisit past request for speed
humps and determine if there
is neighborhood support.
Staff determined there was
not enough support. In
pavement signs will be
installed in the near future.
9/14/2017 Scully Avenue/Kevin Moran
Park
Restrict Parking on Scully at
Northampton Dr. and explore
new ramp location.
Complete.
9/14/2017 Paramount Drive Left Turn Install Refuge Lane.Pending plan design.
9/14/2016 Reid Lane Include Reid on Radar
feedback sign rotation.
Complete.
9/14/2017 Wardell and Kreisler Remove in pavement
reflectors on the bulbouts on
Wardell Rd at Arroyo De
Arguello and on Arroyo De
Arguello at Kreisler Ct.
In progress.
11/09/2017 Aloha/Komina/Montalvo Restrict parking on Komina
and correct sign on Highway 9
In progress.
11/09/2017 Pierce Road Install Berm to prevent
parking for sight distance
safety.
Will install barricades
temporarily until berms are
installed.
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TRAFFIC SAFETY COMMISSION
CURRENT MEMBERSHIP
First Name Last Name Term Ending Elig. for Reappointment
Special
Qualifications
Belal Aftab 12/31/2018 Yes
Ray Cosyn 12/31/2019 Yes
Christopher Coulter 12/31/2019 Yes
Jonathan "Jojo"Choi 12/31/2019 Yes
EJ Tim Harris 12/31/2020 No
Mitch Kane 12/31/2021 Yes
David McIntyre 12/31/2021 Yes
RESOLUTION NO. 05-032 – MISSION
The exclusive mission of the Traffic Safety Commission shall be to investigate, review, and analyze issues, and
make recommendations to the City Council and City staff regarding traffic safety. The Commission shall work
to increase awareness of, and attention to, the traffic safety needs of the community by improving
communications and involvement between the community, and the City government on services, needs and
programs.
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CITY OF SARATOGA
Memorandum
To: Mayor Bernald & Members of the Saratoga City Council
From: Crystal Bothelio, Deputy City Manager
Date: March 5, 2018
Subject: Public Safety Task Force Work Plan
In June 2017, the Public Safety Task Force presented its proposed work plan to the City Council for
consideration. At this time, the Task Force is not proposing any additional changes. The full work plan
is attached to this memo and a brief status update o n Task Force’s progress to date is below.
Improved Public Safety Website – the Task Force provided several recommendations to the
City website, including a graphic button to quickly and easily connect visitors to public safety
information. The Task Force also recommended including crime data on the website following
the Neighborhood Watch Lead Gathering in October 2017.
Mobile App with Public Safety Information – the Task Force provided initial feedback on
mobile app content, which will be developed by CivicPlus as part of the website development.
CivicPlus is currently developing the mobile app that will include safety information.
Public Safety Communications – the Task Force recommended quarterly email newsletters as
a result of input provided at the Neighborhood Watch Lead Gathering. The City started
emailing the Neighborhood Watch newsletter quarterly in January 2018. Additionally, the City
Council authorized funding for a quarterly public safety postcard at the Task Force’s
recommendation.
Saratoga Safety Fair – the Saratoga Safety Fair is scheduled for May 20, 2018 at West Valley
College.
Neighborhood Watch Gathering – the Task Force hosted a gathering of Neighborhood Watch
leaders in October 2017 and is planning to hold the event again in fall 2018.
Increase Number of Neighborhood Watch Groups – since the Task Force’s first meeting in
March 2017, the number of registered Neighborhood Watch Groups has grown from 41 to 65.
The Task Force has identified potential new Neighborhood Watch group boundaries to assist
with formation and for targeted outreach. Additionally, the Task Force will be holding a
gathering of Neighborhood Watch and CERT members to bring greater awareness to both
programs.
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Encourage Collaboration Between Neighborhood Watch and CERT – the Task Force and CERT
leadership held a joint meeting in February 2018 and the Task Force is planning a
Neighborhood Watch/CERT Gathering on April 21, 2018.
Neighborhood Watch Formation Process – the Task Force reviewed the registration process
and registration materials, recommending a simple, easy p rocess that requires limited
information to be submitted. The Task Force also recommended that the City provide support
for new groups being formed, such as assistance identifying boundaries, and suggested that
the City hold quarterly introductory meetings for anyone interested in learning about
Neighborhood Watch. These quarterly meetings are expected to begin in April.
Metrics – The Task Force reviewed various public safety metrics and receives monthly
updates.
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Current Membership:
Name Term Ending Nominated By
Ray Cosyn 11/30/2018 Vice Mayor Bernald
Sudip Ghosal 11/30/2018 Council Member Kumar
John Hirokawa, Chair 11/30/2018 Council Member Cappello
Rebecca, Jepsen 11/30/2018 Mayor Lo
Chuck Page, Vice Chair 11/30/2018 Council Member Miller
Commission Duties/Purpose:
Resolution 17-010 - Public Safety Task Force Role/Duty:
“The Public Safety Task Force will serve in an advisory capacity to the City Council on matters
related to public safety and is charged with providing recommendations that can be considered and
utilized by the City Council to enhance public safety in the City of Saratoga.”
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PUBLIC SAFETY TASK FORCE WORK PLAN
Approved by the City Council June 7, 2017
MISSION: Enhance public safety in the City of Saratoga.
GOAL: Bring greater awareness to public safety through outreach and education; strengthen partnerships between residents and their neighbors, the City,
and public safety agencies; and monitor and track progress of City efforts.
ACTION ITEMS IMPLEMENTATION PROGRESS
1. Outreach and Education:
A. Create an improved public safety
website
Review existing content and provide staff with
recommended changes before the launch of the new City
website, scheduled for late summer/early fall 2017.
Completed. The Task Force recommendations
included a safety button on the homepage, strong
search tool, and additional home protection
information on the website. The Task Force also
requested that the website include crime data in
response to feedback from the Neighborhood
Watch Lead Gathering in October 2017.
B. Create a mobile app that includes public
safety information
Provide staff with recommendations for desired content
and functionality to be implemented in mobile app
available through CivicPlus.
Review effectiveness of mobile app after
implementation.
In progress. The Task Force recommended
including a variety of safety information, such as
traffic safety information or areas of potential
congestion due to construction, and use of
mobile notifications to share safety information.
C. Increase public safety communications
on a broad range of public safety topics
and provide regular communications on
public safety (as needed or on a set
schedule)
Create a public safety communications plan that
identifies the audience, strategies for communicating
(including priority messages/information and
communication frequency), format for communications
(such as email), and measure for success.
Include schools in communication efforts to target
parents.
In progress. In response to input from the
Neighborhood Watch Lead Gathering in October
2017, the Neighborhood Watch Newsletter
started getting emailed quarterly in January
2018. City Council authorized funding for
mailing a quarterly public safety postcard to
residents quarterly in December 2017. Mailing is
expected to begin in February 2018.
D. Hold a Saratoga Safety Fair that
provides residents with a variety of
public safety resources, including
information on domestic violence
reporting/prevention, identity theft
prevention, and burglary prevention
Identify event objectives and create an estimated event
budget
Request event funding from the City Council
Schedule event date and time
Work with staff to create outreach strategy
Document event planning process and lessons learned so
that it can be recreated in future years
In progress. City Council authorized funding for
the Saratoga Safety Fair in December 2017 and
the event is scheduled for May 20, 2018 at West
Valley College.
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2. Strengthen Partnerships:
A. Host a gathering of Neighborhood
Watch leaders
Schedule event date and time
Work with staff to create outreach strategy
Document event planning process and lessons learned so
that it can be recreated in future years
Completed. Gathering of Neighborhood Watch
leaders was held in October 2017. A gathering is
also planned for fall 2018.
B. Increase the number of Neighborhood
Watch groups
Identify areas without a Neighborhood Watch
Conduct targeted outreach to those areas to solicit interest
in Neighborhood Watch, including CERT members that
may not be part of an existing Neighborhood Watch
In progress. The Task Force has identified areas
in the City without a Neighborhood Watch
group. Areas without Neighborhood Watch
groups will receive targeted outreach to
encourage residents to form new groups or join
nearby groups.
Additionally, a gathering of Neighborhood
Watch leads and CERT members is planned for
April 21, 2018 to bring greater awareness to both
programs.
Since the Task Force’s first meeting in March
2017, the number of Neighborhood Watch
Groups registered with the City has grown from
41 to 65.
C. Encourage collaboration between
Neighborhood Watch and CERT by
working to have 1 CERT member per
neighborhood
Identify Neighborhood Watch groups without active
CERT Members
Conduct targeted outreach to those areas to solicit interest
in CERT
In progress. The Task Force and CERT
leadership will hold a joint meeting in February
2018 to discuss strategies for integrating
Neighborhood Watch and CERT, as well as the
Neighborhood Watch and CERT gathering
planned for spring 2018.
D. Review process and guidelines for
forming Neighborhood Watch groups
Recommend changes to the City’s Neighborhood Watch
registration process, if necessary
In Progress. The Task Force has discussed and
reviewed the registration process and reviewed
registration materials. The Task Force reviewed
the City’s registration process and recommended
a simple, easy process. The Task Force further
recommended communicating the ease to
register. The Task Force recommended
providing more support for newly forming
groups, such as assistance establishing
boundaries. The Task Force also recommended
holding quarterly introductory meetings for
anyone interested in learning more about
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Neighborhood Watch and to create a
Neighborhood Watch brochure.
E. Establish guidelines for keeping
Neighborhood Watch groups active
Survey or solicit input from Neighborhood Watch groups
to better understand what has worked well and should be
avoided when forming Neighborhood Watch groups or
keeping them active
Draft a guide for keeping a Neighborhood Watch group
active
In progress. The Task Force recommended that
the City Council require Neighborhood Watch
groups show proof of holding a social gathering
at least once a year to be eligible to receive a
Neighborhood Watch grant.
3. Monitor and Track Progress:
A. Develop a metric for measuring success
of public safety efforts, such as arrest
rates
Work with Sheriff’s Office to identify effective measures
for tracking progress, including crime rates, calls to 911,
and arrest rates or case solved rates
Identify regular review period (such as annual or
quarterly) to monitor success
Completed. The Task Force reviewed various
public safety metrics and receives monthly
updates.
B. Measure/monitor engagement of
Neighborhood Watch groups
Create Neighborhood Watch survey for leads to inquire
about activities and engagement
Regularly review Neighborhood Watch registration and
grant applications (such as annual or quarterly)
In progress.
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