Los Gatos City Council
June 18, 2024

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
5 BKF ENGINEERS
appropriate. BKF will conduct a “pre-meeting planning session” with the Town via teleconference before each meeting to review materials. The BKF Team will provide minutes for all meetings. A minimum of eighteen (18) public outreach activities are anticipated per the RFP. The following public activities are preliminary proposed into three broad phases: 1) Technical Translation Phase to build and test educational materials, 2) Stakeholder Engagement Phase to interact directly with specific key groups such as adjacent homeowners, nearby schools, and other specific organizations, to address their key concerns and 3) General Public Phase to engage the broader public to ensure understanding of the project, the community preferences, and forthcoming design and construction schedule. The following list includes public meetings and other engagement activities anticipated during and after the Structural Design and Aesthetic Evaluation Study. Specific community engagement activities required of the BKF Team are anticipated to include the following:
▪ Stakeholder Engagement Materials: The BKF Team will provide supporting documents and exhibits for the Town’s use in stakeholder notifications. ▪ Stakeholder and Contact Database: The BKF Team shall collaborate with Town staff to build onto any existing contact list to include key individuals, organizations, and agencies to engage.
▪ Community Engagement Strategy: Working with Town staff, the BKF Team shall define key outreach activities, their sequence, and their likely schedule. ▪ Project Informational Materials: The BKF Team shall develop materials to help educate the community about the project and potentially promote input activities, typically including a Project Fact Sheet, FAQ sheet, and flyer template, or other information that can be posted to the Town’s website.
▪ Stakeholder Interviews: The BKF Team shall interview specific individuals and community champions representing key stakeholder groups or constituencies early in the process to identify concerns and early design preferences or parameters. ▪ Stakeholder Group Meetings: The BKF Team shall coordinate and present at stakeholder meetings. Among the possibilities include advisory group meetings, neighborhood group meetings, the chamber of commerce, school PTA meetings, service clubs (Kiwanis, Rotary, Lions, etc.), or employee groups. ▪ Community Meeting and Workshops: The BKF Team and Town shall develop a list of key Project milestones for community input and workshops. The Town shall arrange venues – if health guidelines allow - for workshops and shall notify stakeholders of meetings and workshops, however the BKF Team will be prepared to facilitate the community discussion/workshops and Commission/Council presentations and shall provide supporting documentation and visual aids. Workshops and meetings will be conducted as virtual events if shelter in place protocols remain. Visual aids shall include renderings and visual simulations of major Project elements. All Project materials shall include the appropriate Measure B logo and acknowledgements. The BKF Team will provide meeting summaries and follow up on outstanding comments or issues. It is anticipated that the community meetings, workshops, and presentations will be required at the following Project milestones:
➢ Preferred Bridge Type Selection – Two (2) community workshops, plus four (4) Council or other Commission presentations
➢ Community/Commission Design Reviews– minimum of two (2) each at PID, PA/ED, 35% design, 65% design, and 95% design
➢ Town Council presentation at 35% and at 100% complete PS&E ▪ On-line Engagement: the BKF Team shall provide periodic progress updates for the Town to post on the Project web-page.
▪ Online Preference Setting Activity: To reach the broader Los Gatos community beyond those attending in-person, an online activity, potentially a graphics – or mapbased survey is proposed to help garner community input and ideas, and to help hone in on a design alternative.
▪ Town Council Meetings: The BKF Team shall attend and assist in presentations in up to a total of two (2) Town Council meetings. These meetings shall be planned at the Town’s staff’s discretion.

Deliverables: Workshops and presentations (18 total), agendas, visual aids/visual simulations, renderings, meeting summaries, follow-up as needed,

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
6 BKF ENGINEERS
VTA Coordination: the BKF Team assumes the Town will facilitate all coordination efforts with the VTA for this Project, however, BKF will provide support as outlined below:
▪ Include insurance coverage and endorsements as required by VTA funding agreement. The Project must include Measure B branding/logo in work released to the public and in project construction/specifications.
▪ The BKF Team shall allow VTA a minimum of thirty (30) calendar days to review and provide comments and shall include such review time in the master Project schedule.

VTA’s comments must be considered in the final design phase of the Project. The BKF Team shall provide back-up information as necessary for any VTA comment that will not be incorporated into the final design documents. BKF assumes that the Town will lead/facilitate reviews with the VTA.
▪ Submit to the Town all records including invoices, miscellaneous invoices, and force account charges as substantiation for invoices submitted to VTA for reimbursement hereunder.
▪ Maintain financial records, books, documents, papers, accounting records, and other evidence pertaining to costs related to the Project for five (5) years. The BKF Team shall make such records available to VTA and the Town upon written request for review and audit purposes. Financial audits may be performed at VTA’s sole discretion.

Deliverables: Written responses to VTA review comments.

Utility Coordination – The complete effort for utility coordination is to include accurately identifying and mapping of existing utilities, identifying and defining any relocations or modifications required by the Project, and documenting utilities in accordance with Caltrans policies, and coordinating any future utility requirements for the Project. ▪ Coordinate with all utility companies early in Project to identify and confirm any potential conflicts with the Project.
▪ Submit proposed plans to utility companies as necessary for review in accordance with utility requirements.
▪ Complete potholing to verify location of utilities in potential conflict areas. ▪ Coordinate any necessary utility relocations, including and temporary relocation of the utility facilities, as needed, for bridge installation or other construction considerations. ▪ Coordinate with PG&E and the SJWC for future power and water service points needed for the Project.
▪ Develop and maintain a list of utility contacts and relocation tracking database for the Project design and construction activities.
▪ Prepare Utility A, B, and C letters.
▪ Conduct utility coordination meetings, prepare agendas, minutes, and track action items.
▪ Prepare utility conflict maps clearly delineating existing and proposed utilities in current and final locations.
▪ Provide support to the Town for the utility relocation process, determining liability for the costs associated with necessary relocations.
▪ Prepare necessary Utility Agreements.
▪ Incorporate relocation activities into Project schedule. ▪ Certify that all utility conflicts are addressed and other actions necessary to obtain the Utility Certification as part of the ROW Certification.

Deliverables: A, B, C, letters and utility certifications, agreements, permits, clearances as required to obtain the Caltrans encroachment permit and for construction of the Project, meeting minutes, utility contact list.
• Task A.5 Environmental Studies and Documentation – CEQA and NEPA The BKF Team will complete all required environmental reviews and obtain all environmental clearances to allow the Project to move forward into construction. All environmental documents and reports, studies and public noticing shall be conducted according to the

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
7 BKF ENGINEERS
provisions of the California Environmental Quality Act (CEQA) and the National Environmental Protection Act (NEPA).

For CEQA clearance, David J. Powers & Associates, Inc. (DJP&A) will prepare an Initial Study pursuant to the requirements of CEQA and the Town of Los Gatos. This scope assumes the Initial Study will not be circulated for public review; instead, upon completion of the Initial Study, the Town will determine the project is categorically or statutorily exempt from the provisions of CEQA. In addition, with the recent passing of Senate Bill 288, Public Resources Code Section 21080.20 now exempts bicycle and pedestrian facility projects. Therefore, DJP&A believes the project would be statutorily exempt under CEQA. For the purposes of this proposal, the BKF Team assumes the Town will be designated as the CEQA lead agency.

NEPA clearance will be required due to the future federal funding for construction of the Project. The BKF Team will work with Caltrans (the lead for the NEPA process) and the Town, and complete all technical memorandums and studies as identified by Caltrans through the Preliminary Environmental Studies (PES) and Field Review process. For the purpose of this proposal, the BKF Team assumes the appropriate filing for NEPA will be a Categorical Exclusion under NEPA (23 CFR 771.117; (c) (3): Construction of bicycle and pedestrian lanes, paths, and facilities.

Based on the DJP&A’s recent experience working on Caltrans Local Assistance Projects in the greater Bay Area, DJP&A believes Caltrans will require preparation of the following technical memos for the bicycle and pedestrian overcrossing. The actual studies to be completed will be determined by Caltrans upon completion of the PES and field review meeting:
▪ Traffic Technical Memo
▪ Air Quality PM2.5 Exemption
▪ Water Quality Technical Memo
▪ Natural Environmental Study (Minimal Impact)
▪ Archaeological Survey Report
▪ Equipment Staging Technical Memo
▪ Initial Site Assessment
▪ Visual Impact Assessment (Moderate Impact)
DJP&A will prepare the air quality, traffic, equipment staging, and water quality memos based on information provided by the Town and BKF.

The Natural Environmental Study (Minimal Impact), Archaeological Survey Report and Historic Property Survey Report, and Visual Impact Assessment (Moderate Impact) will be prepared by H.T. Harvey & Associates, Archaeological Historic Consultants, and Earthview Sciences, respectively, under contract to DJP&A.

The Natural Environmental Study (Minimal Impact) will characterize the existing conditions, and determine the potential project impacts to sensitive biological resources. A wetland delineation is not included in this scope.

The Archeological Survey Report will include a summary of records search results and Native American consultations. The Historic Property Survey Report (HPSR) will report the findings of any documented historic resources located within the project limits and a summary of the findings of the Archeological Survey Report, which will be included as an attachment to the HPSR.

The Visual Impact Assessment will evaluate up to three views, based on photosimulations to be prepared under separate contract and provided to DJP&A. Earthview Sciences will participate in consultation with Caltrans and Town staff for viewpoint selection.

The Phase I Initial Site Assessment will be prepared by Parikh for the proposed project.

ASTM recommends a 1.0-mile radius for the data search. Environmental Data Research Inc. (EDR Inc.) report study will be ordered using an approximate center of the project. The ISA

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
8 BKF ENGINEERS
study will be prepared to identify potential hazardous waste sites and evaluate environmental factors that may have impacted the soil groundwater quality within the project limits. The study will include data collection and documents research including historical land use based on study of aerial photographs and other relevant documents. No field exploration and/or testing are included in this phase of the work.

The studies and memos will be prepared based on Caltrans’ Standard Environmental Reference (SER) and submitted to the Town and BKF for review. DJP&A will revise the memos once and submit them back to the Town for submittal to Caltrans. Based upon review comments by Caltrans, DJP&A and its subconsultants (H.T. Harvey & Associates, Archaeological Historic Consultants, and Earthview Sciences), with concurrence from the Town, will revise the memos once for resubmittal to Caltrans. Once the memos are deemed complete by Caltrans, Caltrans will issue the NEPA Categorical Exclusion for use by the Town in obtaining federal funding.

Note the technical memos and reports will also be used to support the CEQA Categorical Exemption.

For the purpose of this proposal, the BKF Team assumes the following:
▪ The Project will not include work outside of existing Town or Caltrans right-of-way. ▪ The NEPA and CEQA process will be limited to the evaluation of one build alternative. ▪ The Project description will not change.
▪ The Project will not impact threatened or endangered plant or animal species, or habitat utilized by such species.
▪ No private property will be affected by the Project.
▪ The Project will use Tier 4 construction equipment and construction air quality analysis will be qualitative.
▪ All construction staging will occur on paved surfaces within Town right-of-way. ▪ BKF will provide information on tree location and diameter. ▪ BKF will provide information on construction staging, duration, equipment use, etc. ▪ Completion of an Extended Phase I (i.e., subsurface archaeological testing) will not be required.

Regulatory Agency Permits – The BKF Team assumes the project will not need regulatory agency permits from the San Francisco Regional Water Quality Control Board or California Department of Fish and Wildlife because there are no wetlands or riparian habitat within or immediately adjacent to the project alignment.

Deliverables to include: Initial Study, Notice of Exemption, Preliminary Environmental Studies form, traffic technical memo, air quality PM2.5 exemption confirmation, water quality technical memo, Natural Environmental Study (Minimal Impact), Archaeological Survey Report, Equipment Staging Technical Memo, Initial Site Assessment Visual Impact Assessment (Moderate Impact).
• Task A.6 Geotechnical Investigations and Reports - The BKF Team will conduct geotechnical investigations as necessary to ensure that all geotechnical data within the Project area that may affect the final design and construction of the Project are identified and addressed per the Caltrans encroachment permit requirements and in the final design of the Project. The specific project elements that will require geotechnical studies are listed below:
▪ New bridge POC structure, Caltrans Review
▪ Retaining Walls, embankments, slopes and trail pavement (Non-Caltrans ROW) The following proposed geotechnical studies are planned to be performed during PA/ED Phase:
▪ Preliminary Foundation Report (PFR): Preliminary Foundation Report will be prepared for the POC over Highway 17. The PFR will be prepared in accordance with Caltrans guidelines and will include discussions on potential

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
9 BKF ENGINEERS
geotechnical/geologic impacts and mitigations on a broad basis including but not limited to slope stability, geology, seismic impacts, erosion, groundwater conditions, etc. for the proposed bridge structure. Certain design assumptions are made as to the type of foundations, approximate pile length. Generally, the geotechnical issues relevant to the proposed project are presented in a qualitative manner with no specific design recommendations. Subsequently, during the PS&E phase a more detailed Foundation Report will be prepared for the bridge. ▪ Preliminary Geotechnical Design Report (PGDR): The project proposes to include retaining walls and slope cuts, embankments and pavement for the trail work. However, this work is outside of the Caltrans ROW. To simplify the process, Parikh will prepare a combined report that covers these elements as a PGDR.

A Preliminary Geotechnical Design Report is proposed for the roadway pavement, retaining walls, slopes and other civil design features. The review will be based on readily available data including as-built Log of Test Borings from the previous geotechnical reports and other Agency records. The potential geotechnical/geologic impacts and mitigations will be discussed on a broad basis including but not limited to slope stability, geology, seismic impacts, erosion, groundwater conditions, etc. for the proposed project. Wall foundation types will be based on Caltrans standard design guidelines. Generally, the geotechnical issues relevant to the proposed project are presented in a qualitative manner with no specific design recommendations.

Overall scope of work during PS&E Phase will include preparation of a Geotechnical Design Report for the roadway work, slopes, retaining walls and embankments. A separate foundation report will be prepared for the overcrossing of Highway 17. The proposed retaining walls are not located within the Caltrans right-of-way; therefore, separate foundation reports are NOT proposed for each of these walls.

The following proposed geotechnical studies are planned to be performed during PS&E Phase:
▪ Foundation Report and Log of Test Borings (Bridge): Parikh will prepare foundation report and log of test borings for the POC structure. Existing borings and CPT data from the Caltrans database will be used as a reference. Additional borings will be required for the new structure. Following is a task breakdown for the proposed work.
➢ Research and Data Collection: Review of readily available geologic and soil literature in the vicinity of the site including review of any as-builts drawings and existing LOTB.
➢ Permits/USA Clearances: Comply with the Caltrans Permit requirements.

Encroachment permits will be processed with Caltrans for field investigations within Caltrans R/W. The BKF Team assumes encroachments within the Town will follow is streamlined process with fees waived. ➢ Field locate the borings and call for USA clearance.
➢ Field Exploration: Due to limited access, steep terrain and need for deeper exploration portable rigs are not feasible. There are three potential locations identified for the bridge project. One median boring will be included in this program that will require potentially night work and lane closures. This will be dictated by the Permit Engineer. The borings are proposed to a depth of 100’ or refusal. One exploration per working shift is assumed. These explorations will provide an evaluation of subsurface conditions for the proposed structures. Traffic control is assumed for 1 shift.
➢ The boring locations will depend upon the available access and the boring data from previous studies. We anticipate using a truck-mounted rig for majority of the work. Coordination and encroachment/permit to enter is to be provided by the client. Some private access and permits may be required.
➢ Classify and continuously log subsurface soil conditions encountered in

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
10 BKF ENGINEERS
each test boring at the time of drilling. Obtain “relatively undisturbed” and bulk samples of substrata from test borings. The borings will be drilled and capped in accordance with the permit requirements.
➢ Laboratory Testing: Perform laboratory tests on representative soil samples such as moisture density, consolidation tests, unconfined compression, gradation analyses, corrosion tests and Plasticity Index test, as necessary.
➢ Soils Analysis/Evaluation: Perform engineering analyses and develop design recommendations for the proposed structure foundation design.

The design should follow AASHTO LRFD specifications (8th edition, September 2017) with California amendment 2019.
➢ Prepare Draft Preliminary Foundation Reports (Type Selection) for the bridge structure. Prepare preliminary recommendations for the overcrossing and provide Draft Foundation Report with the LOTB. The foundation design will be based on analyses using Caltrans seismic design and LRFD guidelines.
➢ Discuss seismic considerations, evaluate the liquefaction potential and comment on the site soil conditions from this standpoint. Information related to Caltrans Seismic design criteria (SDC v 2.0) shall be provided.

Information related to the recently revised Seismic design guidelines (2019) and the ARS curves (using Caltrans ARS online tool) will be provided.
➢ Prepare Foundation Report for the overcrossing structure. LOTB will be prepared using the general plan as a base map.
▪ Geotechnical Design Report (one report within Town right-of-way):

PARIKH will prepare a separate Geotechnical Design Report (GDR). The GDR will include retaining walls, slope stability analyses and trail. Detail scope for preparing this report is as follows:
➢ Research and Data Collection: Review of additional available geologic and soil literature in the vicinity of the site.
➢ Permits/USA Clearances: Work will comply with the Town’s Permit requirements. Encroachment permits (Town/private) will be provided by the client.
➢ Boring locations will be located for USA clearance.
➢ Field Exploration: The boring program will include 4 explorations to 30 feet deep for the proposed walls and the slopes. These are planned with track mounted field equipment. These explorations will provide an evaluation of subsurface conditions for the proposed cut and fill walls and slopes. The boring locations will depend upon the available access and any permit conditions. No traffic control is assumed at this time as most of the work will be off the travel areas.
➢ Classify and log subsurface soil conditions encountered in each test boring at the time of drilling. Obtain “relatively undisturbed” and bulk samples of substrata from test borings. The borings will be drilled and capped in accordance with the permit requirements. Generally, the borings are required to be backfilled with cement grout.
➢ Laboratory Testing: Perform laboratory tests on representative soil samples such as moisture density, unconfined compression, gradation analyses, corrosion tests and Plasticity Index test, as necessary. ➢ Soils Analysis/Evaluation: Perform engineering analyses and develop design recommendations for the proposed retaining walls, slopes, embankments, and pavement design.
➢ Prepare Draft Geotechnical Design Report: Prepare preliminary recommendations including retaining wall design parameters, possible MSE wall option, slope stability recommendations and pavement section. Draft LOTB will be included in the report.
➢ Prepare final Geotechnical Design Report: Final GDR will include response to review comments from agency. Final design recommendations will be based on the updated design requirements. Log of Test Borings will be prepared using the general plan as a base map.

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
11 BKF ENGINEERS
▪ Prepare Phase II ISA: The Phase II ISA will include the following field activities and laboratory analysis:
➢ Field Activities will include the following:
o Advance up to 8 hand-auger borings to 2.5 ft bgs.
o Collect 3 soil samples per boring (total 24 samples)
➢ Analytical Laboratory Analyses (Standard Laboratory Turnaround Time):
o 18 soil samples for Total Lead
o 6 soil samples for CAM 17 Metals
o 8 samples for TPHg
o 8 samples for TPHd/mo
o 4 samples for Organochlorine Pesticides
o 1 sample for Volatile Organic Compounds
o 1 sample for Semi-Volatile Organic Compounds
o 1 sample for Polychlorinated Biphenyls
o 4 samples for Naturally Occurring Asbestos
➢ Prepare Site Investigation Report
Deliverables: Draft and Final Preliminary Geotechnical Design Report (PGDR), Draft and Final Preliminary Foundation Report (PFR), Draft Geotechnical Design Report (Town right-of-way), Draft Foundation Report for POC (Caltrans), Final Geotechnical Design Report (Town right-of-way), Final Foundation Report for POC (Caltrans).
• Task A.7 35% PS&E – The preliminary 35% design is intended to allow the Town, Caltrans, the community, and other stakeholders to review and comment based upon the basic design concepts early in the design process to minimize change in subsequent tasks.

Plan development shall be based on the base mapping, data collection, and other determinations that are developed through the Environmental and PID and PA/ED phases.

The BKF Team shall prepare the 35% design and submit to stakeholders for review and comment at community, commission, and Council meetings. Stakeholder comments shall be addressed in writing by the BKF Team prior to continuation of the design to the next level.

For scoping purposes, the BKF Team assumes that the basic structural configuration and concept, is limited to the concrete box girder and steel truss options identified in the Feasibility Study will be the preferred bridge type over Highway 17. The preliminary 35% design will include the following:

Preliminary Transportation Management Plan (TMP): TJKM will prepare a TMP Data Sheet to include proper cost, scope, and scheduling of the TMP activities at this early stage of development as required by the Caltrans PSR-PDS guidelines.

Basis of Design Memorandum: The BKF Team will confirm the applicable Town, Caltrans, other applicable jurisdictional standards and guidelines to be implemented and considered for the design of the pedestrian and bicycle overcrossing. The applicable standards and criteria set for the Project design will be described and culminated in a Design Basis Memorandum.

Preliminary Plans: The BKF Team shall refine the initial concept designs and prepare preliminary design plans (35%) for the preferred alternative based on community and Town input showing architectural and civil plans, structure elevations, sections, any artwork, lighting, and fence/railing elements, horizontal control lines, vertical profiles and superelevations, grading and drainage, structure location and wall limits, utility impacts, and rightof-way/construction easement impacts.

Preliminary Cost Estimates: The BKF Team shall prepare preliminary construction cost estimate for the project in accordance with Caltrans guidelines including Caltrans Bridge Memo to Designers 1-8 and Section 11 of the Caltrans Bridge Design Aids. Use Caltrans Cost Estimate form for bridge item.

Bridge Type Selection Report: The BKF Team will analyze the structure type selection before extensive structural design work is performed and prepare a Bridge Type Selection

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
12 BKF ENGINEERS
Report (TSR) in accordance with Caltrans guidelines. The TSR will include a Bridge General Plan, Bridge Site Data Submittal, Foundation Plan, Construction Cost Estimate and Type Selection Memo. This work will be developed using Section 10, “Type Selection,” of the Caltrans Bridge Design Aids, and Section 1-29, “Type Selection Review Meeting,” of the Caltrans Bridge Memo to Designers. The BKF Team will submit the TSR for Caltrans review, and will present the proposed structure to Caltrans at a Bridge Type Selection Meeting. The BKF Team will conduct one (1) “pre-meeting planning session” teleconference with the Town.

The BKF Team will finalize the TSR based on input received in the meeting. The TSR General Plan and Foundation Plan will be incorporated into the 35% Plan Submittal. 35% submittal, at a minimum, is anticipated to include the following:
▪ PSR-PDS and Supporting Documents
➢ Purpose and Need
➢ Geometric Approval Plans (Typicals and Horizontal and Vertical Alignments) ➢ Identify Design Exceptions
➢ Preliminary Drainage Report
➢ PID Level Storm Water Data Report (SWDR)
➢ Preliminary Transportation Management Plan (TMP)
➢ Traffic Engineering Performance Assessment (TEPA) – The BKF Team assumes a formal TEPA is not required and minimal efforts to address the Traffic section in the PSR-PDS will suffice since the Project does not propose to alter traffic operations. Although a formal traffic analysis will not be required by Caltrans, BKF assumes a traffic memo to address the anticipated traffic signal modifications at West and East Roberts Road intersections will be required as part of the project scope. This analysis would be limited to Town review only and opening year operations.
➢ Preliminary Geotechnical Memo and Preliminary Site Investigation ➢ Biological/Cultural Records Searches
➢ Preliminary Environmental Assessment Report (PEAR)
➢ Construction and Support Cost Estimates
➢ PID Draft Narratives/Sections
➢ Administrative Draft PSR/PDS
➢ Draft PSR/PDS with comments incorporated
➢ Final PSR/PDS
▪ PR and Supporting Documents – For scoping purposes, the BKF Team assumes only one (1) alignment alternative and one (1) bridge type will be evaluated in the Project Report and supporting documents, which will include the following:
➢ Geometric Approval Plans (Typicals and Horizontal and Vertical Alignments) ➢ Design Exception Report
➢ Utility Policy Exception
➢ Preliminary Drainage Report
➢ Storm Water Data Report (SWDR)
➢ Transportation Management Plan (TMP)
➢ Traffic Operations Analysis Report (TOAR) - The BKF Team assumes a formal TOAR is not required and minimal efforts to address the Traffic section in the PR will suffice since the Project does not propose to alter traffic operations.

Although a formal traffic analysis will not be required by Caltrans, BKF assumes a traffic memo to address the anticipated traffic signal modifications at West and East Roberts Road intersections will be required as part of the project scope. This analysis would be limited to Town review only and opening year operations.
➢ Right of Way Data Sheet (R/W Data Sheet)
➢ Structures Advance Planning Study (APS)
➢ Cost Estimate
➢ Risk Management Plan
➢ PR Draft Narrative/Sections
➢ Administrative Draft Project Report
➢ Updated/Finalized Supporting Documents
➢ Draft Project Report with comments incorporated

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
13 BKF ENGINEERS
➢ Final Draft Project Report
▪ 35% PS&E – The 35% PS&E submittal will be limited to the development of the Geometric Approval Drawings to obtain Caltrans Design approval of the Project’s alignment design and features, including nonstandard design features. ➢ Horizontal and vertical alignment plans
➢
➢ Typical trail cross sections
➢ Preliminary bridge plans (structural and architectural), typical cross sections, and details
➢ Preliminary and Final Type Selection Reports
➢ Preliminary retaining wall plans, details, and cross sections ➢ Tree removal/Tree Protection plan
➢ Independent quality control check including a review of the 35% plans and specifications for accuracy and conformance to applicable design standards and codes, constructability, and potential for value engineering/cost savings measures.
• Task A.8 Final Design – Based on the 35% PS&E documents and resolved comments, and following Caltrans approval of the PA/ED, the BKF Team will prepare the PS&E for the 65%, 95% and Final 100% submittals. PS&E shall be submitted to the Town of Los Gatos - Parks and Public Works Department at 65%, 95% and 100% complete. At each submittal stage, the items listed in Task A.7 shall be completed to the appropriate level of design. At each state, 3 hard copy sets of D-size (24”x36”) plans and 3 hard copy sets of B-size (11”x17”) plans shall be submitted along with electronic copies prepared in PDF format. At each stage 3 hard copies of the Specifications, Special Provisions, and Cost Estimates shall be provided along with electronic copies in MS Word/Excel. After each submittal, the BKF Team will allow appropriate time frames for identified stakeholders to review the submittal and return comments. All comments provided shall be addressed in writing prior to beginning work on the following submittal.

Based on the work from the previous 35% PS&E, and upon review and approval of the same by the Town, the BKF Team shall prepare and submit 65% design plans and updated cost estimates. The BKF Team will prepare the necessary design plan sheets for the 65% PS&E submittal, which includes the following:
▪ Title Sheet, Vicinity Map, and Key Map
▪ Typical Sections
▪ Layout Plans
▪ Profiles/Superelevations
▪ Grading Plans
▪ Demolition Plans
▪ Drainage Plans and Profiles
▪ Stormwater Management Plans and Details
▪ Temporary Water Pollution Control Plans and Details
▪ Utility Plans, Profiles, and Details – BKF assumes water line design work will not be required as part of this scope. BKF recognizes the San Jose Water Company (SJWC) has expressed a desire to relocate their line onto the new bridge and will coordinate with SJWC to accommodate this line on the new structure, however, all design details to include this on the structure and any specific reinforcement/attachment details will be completed by SJWC.
▪ Construction Details
▪ Stage Construction Plans
▪ Traffic Handling Plans
▪ Pavement Delineation Plans
▪ Signing Plans
▪ Electrical Plans and Details
▪ Traffic Signal Plans and Conductor Schedules – modifications are assumed at the Roberts Road West and East intersections. BKF assumes the Town can provide existing as-built drawings for these existing traffic signals.

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
14 BKF ENGINEERS
▪ Tree Removal/Protection Plans
▪ Planting and Irrigation Plans
Anticipated structural design drawings include but are not limited to:
▪ General Plan
▪ Structure Plan
▪ Deck Contours
▪ Foundation Plan
▪ Abutment Layout and Details
▪ Retaining Wall Layout and Details
▪ Bent Layout and Details
▪ Typical Sections
▪ Girder Layout and Details
▪ Approach Ramp Details
▪ Log of Test Borings
▪ Project specifications, special provisions and estimates The Structural PS&E packages will be prepared in accordance with Caltrans processes/procedures. The structural design calculations will be performed in accordance with the most current California bridge practices and the following bridge design codes and manuals:
▪ Caltrans Standard Plans and Specifications
▪ Caltrans Bridge Design and Detailing Manuals
▪ American Association of State Highway and Transportation Officials Load and Resistance Factor Design (AASHTO LRFD) Bridge Design Specifications ▪ California Amendments to the AASHTO LRFD Bridge Design Specifications ▪ AASHTO LRFD Guide Specifications for the Design of Pedestrian Bridges ▪ Caltrans Seismic Design Criteria (SDC)
The proposed design will be coordinated with anticipated projects (i.e. Senior Housing Center northeast of existing Blossom Hill Overcrossing, SJWC Water line upgrade, Public Art Program, etc) located within the Project site limits, assuming their schedule progresses on a similar timeline as the proposed project design.

BKF assumes the Town of Los Gatos will Advertise, Award, and Administer (AAA) the construction of the proposed structure. As a result, BKF will not prepare additional Caltrans documents (Quantity Sheets, Survey files, RE files, etc.) that are typically required by Caltrans when Caltrans AAA’s a construction contract.

BKF’s subconsultant, TJKM, will prepare a TMP report to support construction activities proposed in the PS&E phase. The TMP is a method for minimizing activity-related traffic delay and accidents by the effective application of traditional traffic handling practices and an innovative combination of public and motorist information, demand management, incident management, system management, construction strategies, alternate route, and other strategies. During the final design phase, TJKM will propose lane closures on both Highway 17 and Blossom Hill Road, if needed, to support the construction of the bike and pedestrian overcrossing structure. The TMP report will be started at 65% PS&E and will be updated accordingly during 95% PS&E, and 100% PS&E. The BKF Team assumes no substantial impacts will be created with a full closure on Highway 17 and no detour will be needed during construction in the scope of work given the scope of work assumes the construction of a cast-in-place concrete structure with falsework, or steel truss structure. As a result, an approval or formal presentation with the Caltrans District Lane Closure Review Committee (DLCRC) will not be required and design approval can occur solely with the Caltrans TMP group during design approval.

Project Specifications and Special Provisions: The BKF Team shall prepare technical specifications and special provisions for all bid items including bid alternates. Documents shall be developed in accordance with federal, state and local requirements in all subsequent final design tasks. General conditions shall follow the Town and Caltrans requirements. The BKF Team shall prepare special provisions based on Caltrans Standard

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
15 BKF ENGINEERS
Special Provisions, Caltrans Standard Specifications, and Town construction contract standards. Special provisions shall follow the 2018 format of the Caltrans Standard Specifications and Standard Special provisions (SSP’s)
Cost Estimate: The BKF Team shall prepare an engineer’s estimate of probable construction cost for 65% design using both Caltrans and the Team’s professional experience. Estimate shall include construction costs that reflect current market conditions, the bid items, utility relocation costs (if any), environmental mitigation costs, and contingencies.
65% submittal shall include all plan sheets developed to a minimum 65% complete stage and shall have been reviewed by the BKF Team for quality control, and coordination and consistency between plan sheets. Specifications and Special Provisions at the 65% level shall include a complete table of contents with all special provisions necessary for the construction of the Project identified. The construction cost estimate shall be prepared and shall include an appropriate estimating contingency.

It is the BKF Team’s understanding that the 65% structural submittal package that consists of structural plans and specifications, and structural calculations will be reviewed by a Structural Engineer registered in the State of California and hired by the Town outside of this proposal.

BKF Team’s Independent Structures Check of PS&E: As required by the Caltrans Office of Specially Funded Projects (OSFP), an independent check of the bridge design and drawings will be performed. The independent check will include independent structural calculations and independent quantities calculations and will be performed by an engineer who was not involved in the design of the bridge. The independent check will be performed concurrently with the Caltrans review of the 65% PS&E.

The BKF Team shall ensure all activities necessary to comply with regulations of the State Water Resources Control Board, including the requirements for the National Pollutant Discharge Elimination System permitting process, preparation of Project Registration Documents (PRDs) by a licensed qualified stormwater pollution prevention plan (SWPPP) developer (QSD), submittal of information to the Stormwater Multi Application Permit Tracking System (SMARTS), preparing landscape plans in accordance with Model Water Efficient Landscape Ordinance (MWELO), obtaining the WDID Project number, processing any other applicable documents, studies, waivers, and payment of all fees is addressed by the BKF Team and/or included in the construction Project specifications for completion during construction.

Once the Town receives the final 65% PS&E submittal, the BKF Team shall schedule a meeting with the Town and PDT members to review the revisions on the final 65% PS&E submittal package. Following this review session, the BKF Team shall prepare the 95% PS&E submittal. All comments from the 65% PS&E submittal review shall have been addressed.
95% submittal shall be the fully developed set of contract documents including all plans sheets, Specifications and Special Provisions, details, and other contract documents necessary for the construction of the Project. The construction cost estimate shall be finalized and shall include a 10% estimating contingency. The BKF Team will have conducted an internal quality control review of the plans, Specifications, Special Provisions, and construction cost estimate prior to submitting the 95% complete set and shall ensure that the contract documents are well coordinated, and information is consistent between all documents.

Following submission and review of the 95% submittal, The BKF Team will prepare and provide the Town with the final contract documents 100% for use in the construction bid process. All contract documents (plans, Specifications, Special Provisions, and estimates) are to be signed by the appropriately licensed professional engineer in responsible charge of the design.

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
16 BKF ENGINEERS
Once the Town receives the final 95% PS&E submittal, the BKF Team shall schedule a meeting with the Town and PDT members to review the revisions on the final 95% PS&E package. Following this review session, the Team shall prepare the 100% PS&E package.

The BKF Team shall also ensure that all design calculations, deliverables, and other works are independently verified to ensure accuracy. All exhibits, plans, and reports should be checked, corrected, and backed checked for accuracy and completeness prior to submitting documents to the Town and other agencies for review.

The PS&E must be approved prior to submission to Caltrans District Local Assistance. The BKF Team shall assist the Town in obtaining Caltrans approval of the Project PS&E for compliance with all applicable federal and state regulations and procedures. A preliminary “PS&E Checklist” form, included as Exhibit 12-D in Chapter 12 (Plans, Specifications & Estimate) of Caltrans’ Local Assistance Procedures Manual, which summarizes the items requiring local agency compliance and identifies critical federal requirements shall be prepared by the BKF Team. With prior approval and consent from the Town, the BKF Team shall prepare the final Project PS&E Checklist, PS&E approval letter (Exhibit 12-C, LAPM Chapter 12), and preliminary estimate to be submitted to the Caltrans District Local Assistance Engineer (DLAE) along with a completed E-76 – “Request for Authorization” to proceed with construction.

The BKF Team shall provide an electronic copy of the final contract documents, a signed and stamped mylar copy of the final approved plans, and a hard copy of the final signed, approved, and stamped Specifications, Special Provisions, and construction cost estimate.

The electronic copy of the plans shall be provided as both AutoCAD files and PDF files, and the electronic copy of the specifications and estimate shall be provided in both Microsoft Word/Excel format and PDF format. Town of Los Gatos - Parks and Public Works Department will be responsible for making copies of contract documents and will distribute to plan rooms and contractors in advance of the bid phase.

Deliverables: Plans, Specifications, Special Provisions, and estimates for Town review at 35%, 65%, 95% design stages; final contract documents, SWPPP, WDID Project number Right of Way, Utility and ADA Certifications – BKF assumes that temporary and permanent right of way will not be required for the Project. The BKF Team shall verify and prepare the appropriate Right of Way, Utility, and ADA certifications to advance the Project to the construction phase using procedures outlined in the Caltrans Local Assistance Procedures Manual. All property lines are to be shown on the design and construction documents.

Deliverables:Utility Clearance, Right of Way and ADA Certifications • Task A.9 Construction Phase Authorization – The BKF Team shall assist the Town in the preparation of the Request for Authorization to advance Project to Construction using procedures outlined in the Caltrans Local Assistance Procedures Manual and shall complete any items necessary to obtain authorization for the Town to proceed with construction.

Deliverables: Caltrans Encroachment Permit, Authorization from Caltrans to proceed with construction (E-76)
PHASE II – CONSTRUCTION SUPPORT SERVICES (FUTURE SCOPE OF SERVICES):

As part of Phase II, the BKF Team will provide design support services to the Town during construction of the Project as noted below. The scope of work outlined below assumes the Town will advertise, award, and administer (AAA) construction of the project. • Task B.1 Project Management
The BKF Team will provide all the necessary Project coordination, administration, management and interfacing with the Town, Caltrans, and other internal/external stakeholders to achieve Project objective. The BKF Team shall proactively provide direction

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
17 BKF ENGINEERS
to the Town regarding the Project tasks necessary to deliver the federally funded Project consistent with Caltrans permitting requirements and federal reimbursement requirements.

The BKF Team will be responsible for Project management activities throughout the life of the contract. The scope of these activities includes, but is not limited to, ▪ provide, distribute, and maintain contact information for all Project team members ▪ coordinate and schedule meetings/conference calls as needed ▪ prepare and distribute meeting minutes
▪ itemize, track, and pursue all Project action items to completion ▪ develop and maintain the Project schedule, report on Project progress ▪ supervise, coordinate, and monitor the construction for conformance with permit requirements from Caltrans, VTA, and utility companies
▪ conduct field reviews as needed,
▪ prepare all submissions for the Town’s submittal to Caltrans ▪ provide internal quality control checks and document quality control actions conducted for the Project
▪ conduct cross-checking to avoid potential conflicts between various subconsultant’s work
▪ develop Project filing and record keeping system for Project files for a period of 5 years
▪ develop a list of Project stakeholders for coordination during Project design ▪ provide the Town with required documents required for compliance with the Measure B funding Agreement between the Town and VTA, Including but not limited to progress reports, reimbursement forms, etc.)
▪ provide monthly Project updates for posting on the Project page of the Town’s website Deliverables: Meeting minutes, schedule, progress reports, action item logs, tracking spreadsheets, Caltrans submissions and other items resulting from the BKF Team’s Project management duties • Task B.2 Bid Support Services –The BKF Team shall respond in writing to questions that arise during the bid phase and shall prepare addendums, if necessary, which will be distributed by the Town of Los Gatos - Parks and Public Works Department. Each addendum shall also address cost implications to the Project construction cost estimate. The BKF Team shall prepare written responses to questions received and addenda in a format that can be easily posted to the Towns website. Following completion of bid stage, The BKF Team shall incorporate any addenda into the final contract documents and shall prepare the final “Conformed Contract Documents”. The BKF Team shall provide an electronic copy of the final Conformed Contract Documents, a signed and stamped mylar copy of the final conformed plans, and a hard copy of the final signed, approved, and stamped conformed Specifications, Special Provisions, and cost estimate. The electronic copy of the plans shall be provided as both AutoCAD files and PDF files, and the electronic copy of the specifications and estimate shall be provided in both Microsoft Word/Excel format and PDF format. • Task B.3 Construction Support Services – The BKF Team shall be prepared to provide the following construction support services:
▪ Review of submittals and shop drawings for compliance with Contract Documents ▪ Review and response to Requests for Information, Requests for Change Orders, Quotes from Contractor
▪ Review of Contract Change Orders
▪ Review and tracking of results from materials testing for conformation to Contract Documents
▪ Field review and geotechnical monitoring during bridge installation ▪ Structural review and field monitoring during bridge installation ▪ Prepare design modifications if necessary due to unforeseen conditions Assumptions:

1. The BKF Team assumes a formal Traffic Engineering Performance Assessment (TEPA) will not be needed for PSR/PDS phase.

2. It is assumed that a formal Traffic Operation Report (TOAR) will not be needed for

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
18 BKF ENGINEERS
PA/ED phase. In the event that lane modifications are needed to accommodate the new pathway where roadway widths are constrained, the BKF Team will analyze intersection delay/level of service for two intersections of Blossom Hill Road/Roberts Road West/Vasona Park Road and Blossom Hill Road/Roberts Road East in the Town of Los Gatos with and without project (up to one build alternative) for existing conditions.

Travel demand forecasting and future analysis are NOT included in this scope and fee under this task. If a more comprehensive TOAR is required, additional work will be required warranting a fee amendment.

3. PS&E Submittals will be provided at 35%, 65%, 95%, and 100% completion levels.

Agency reviews are limited to one round of comments consolidated to one set of redline plan, specification and estimate redline comments per agency. BKF understands minor comments may be received outside of these formal reviews and will do its best to incorporate comments into the noted completion levels when reasonable. Substantial comments not received within reasonable timeframes will be evaluated on a case-by-case basis with the Town as they may require additional efforts not identified within this proposal. Project Reports will be limited to one draft and one final version of each report.

4. For planning and budgeting purposes the 35% and Final design scope of services have been estimated assuming the basic structural configuration and concept outlined in the conceptual Study for a concrete and structural steel truss bridge option. These design scope will be reviewed with the Town at the completion of Task A.6 to ensure that all required design services are adequately addressed.

5. The Construction Support Services scope will be reviewed with the Town at the completion of Final Design to ensure that all required services are adequately addressed.

6. Formal Caltrans Value Engineering services will not be required since the project is projected to be less than the $40 million per bridge project threshold.

7. The Town will assign a Resident Engineer (RE) to the project that will be responsible for day to day oversight of the Town’s Contractor and all inspections required by the Project Documents. It is assumed that the Town RE will have all of the necessary experience, expertise and authority to manage the day to day oversight of the project, coordinate with outside agencies (such as Caltrans, County, Utilities, etc.) and to perform all necessary inspections and shop drawing reviews not otherwise identified as being performed by the Design Team.

8. In addition to the quality assurance and control measures required as part of this scope, BKF Team recommends that the Town retain their RE prior to completion of the 95% PS&E submittal and that the Town RE perform a constructability, bidability, and cost verification of the 95% plans, specifications, and estimates.

9. Structural construction support work is limited to major items of work only as outlined herein. Minor and construction management and administration elements will be reviewed by the Town RE.

10. All correspondence, shop drawing submittals and RFIs for Design Team review will be routed and coordinated through the RE to BKF and then BCA.

11. As outlined in the Caltrans Standard Specification requirements, shop drawing reviews are provided for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents. Review of such submittals is not conducted for the purpose of determining the accuracy and completeness of other details such as dimensions and quantities or for substantiating instructions for installation or performance of equipment or systems designed by the Contractor all of which remain the responsibility of the Contractor to the extent required by the Contract Documents. The BKF Team review shall not constitute approval of safety precautions or, unless otherwise specifically stated by the BKF Team, of construction means, methods, techniques, sequences or procedures. The BKF Team’s review of a specific item shall not indicate approval of an assembly of which the item is a component. The contract documents prepared by BKF will clearly identify the Contractor’s responsibilities in these areas.

12. Record Drawings will be prepared from one consolidated master mark-up set of Town RE red line comments provided to the BKF Team by the Town RE. Record Drawings will be prepared per project drafting standards in AutoCad format and it is assumed that Caltrans will not require transition of Record Drawings into Microstation format.

13. Construction staking, construction inspection, and post-construction survey of the

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF

EXHIBIT A - PROJECT SCOPE OF SERVICES
May 6, 2021
Exhibit A - Scope of Services
Highway 17 Bicycle and Pedestrian Overcrossing
Project #19-818-0803
19 BKF ENGINEERS
proposed improvements are excluded from this proposal.

14. Phase I shall be completed within a reasonable timeframe. Following the notice to proceed, the assumed timeframe for completing Phase I scope as outlined within the proposal is approximately 40 months (Preliminary Engineering/Environmental Approval – 24 months; Final Design – 12 months; Construction Phase Authorization – 4 months). Key milestones and their approximate durations are further outlined below:
a. Task 5 Environmental Studies and Documentation – 16 months b. Task 7 Preliminary Design - 35% PS&E Submittal – 24 months i. PSR-PDS – 10 months
ii. PR – 14 months
c. Task 8 Final Design – 12 months
i. 65% PS&E – 6 months
ii. 95% PS&E – 4 months
iii. 100% PS&E – 2 months
d. Task 9 Construction Phase Authorization – 4 months

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF Phase II Assumptions:

1. Construction Support Services are provided for reference only. Future construction support services will be negotiated following completion of design and are not a part of the current contract scope of services..

2. The estimated effort for Design Services During Construction is an estimated allowance only and will depend on final design of the bridge and project improvements.

3. Construction Inspection services are excluded. BKF assumes the Town will hire a Resident Engineer to administer construction and inspection.

4. Contractor will provide red lined mark-ups for as-built record drawings

5. A one and half year construction schedule has been assumed for Construction.

EXHIBIT B - COST PROPOSAL
Highway 17 Bicycle and Pedestrian Overcrossing Project
BKF Engineers, 5/6/2021
Phase I - Engineering Design Services and Environmental Approval

TOTAL NOT TO
EXCEED
Task A.1 Project Management and Administration $ 176,115 Task A.2 Data Collection and Review $ 57,281
Task A.3 Surveying and Base Mapping $ 119,790
Task A.4 Stakeholder Coordination and Project Permits $ 453,756 Task A.5 Environmental Studies and Documentation - CEQA and NEPA $ 138,883 Task A.6 Geotechnical Engineering $ 202,215
Task A.7 Preliminary Design - 35% PS&E Submittal $ 655,460 Task A.8 Final Design $ 1,146,561
Task A.9 Construction Phase Authorization $ 49,939
Total Not To Exceed $ 3,000,000
Phase II - Construction Support - (FUTURE SCOPE OF SERVICES) Task B.1 Project Management and Administration $ 192,013 Task B.2 Bidding Phase $ 37,545
Task B.3 Additional Reports and Services $ 482,426
Total $ 711,984
Phase I Assumptions:

1. Town will be the CEQA Lead Agency.

2. Scope does not identify any community or public hearing meetings for environmental process.

3. No ABC Mapping Process will be required.

4. Utility Potholing budget identified is an allowance; potholing fees exceeding this balance will be reimbursed by the Town.

5. Permit Application and Filing Fees will be borne by the Town.

6. Town will hire a firm to perform the structural independent check.

7. PG&E and CPUC Encroachment Processing is not required.

8. All proposed project improvements are located within the public right of way.

9. Town will provide Title Reports if required.

10. Town will administer the construction contract; Caltrans will not RTL the project and thus DOE review not required.

11. A three year project schedule has been assumed for the Preliminary Engineering, Environmental Approval and Final Design Phase.

12. Design effort is based on a concrete or steel structure within the Caltrans right of way.

13. 401/404 Regulatory Permits are not required.

14. Only one round of comment response will be received from each agency at each milestone submittal. BKF understands minor comments may be received outside of these formal reviews and will do its best to incorporate comments into the noted design completion levels when reasonable.

Substantial comments not received within reasonable timeframes will be evaluated on a case-by-case basis with the Town as they may require additional efforts not identified within this scope of services.

15. There will only be one iteration on the 100% PS&E package, which will serve as the Final PS&E package

ITEM NO. 11.

DocuSign Envelope ID: 2642225F-8677-4B97-9D9E-6F792416ADEF Local Assistance Procedures Manual Exhibit 10-02
Consultant Proposal DBE Commitment
Reset Form
EXHIBIT 10-02 CONSULTANT CONTRACT DBE COMMITMENT

1. Local Agency: Town of Los Gatos

3. Highway 17 Bicycle and Pedestrian Overcrossing Project

2. Contract DBE Goal: _.1"'2"''"---------------

4. Project Location: T,..ow=n,.of,._,L.,o,.sc,G..,a..,to"'s. 5: Consultant's Name: .,.B"'K"-F_.E""n"'g"'in"'e"'er"'s 6P.rime Certified DBE: No 7. Total Contract Award Amount: $3,000.000

8. Total Dollar Amount for& Subconsultants: $ 1,-34 0~·=0~16 ---- 9.Total Number of& Subconsultants: 8 Tiei1 Subs (+1 ODC Subs) 7D.escription of Work. Service. or Materials Supplied 8. DBE Certification Number

9. DBE Contact Information 10. DBE$
Environmental Engineering- CEQA/NEPA VTA #38205
Akoni Danielsen - David J. Powers & Associates, Inc,
$97,227.73 1871The Alameda, Ste 200, CA 95126
Geotechnical Engineering Services 20259 Gary Parkh - Parikh Consultants Inc, 1497 N Milpitas Blvd., Milpitas, CA 95035 $198,986.89
Traffic Engineering 40772 Nayan Amin - TJKM TransQortation Consultants, 2055 $62,926.53 Gateway Pl #400, Sann Jose, CA 95110 Traffic Control 38321 Kellie Avila - Avila Traffic Safety, 8365 El camino Real, Atascadero, CA 93422 $4,000.00
local Agency to Complete this Section 11. TOTAL CLAIMED DBE PARTICIPATION $363,141.15

17. Local Agency Contract Number: t•J-B'l'O- vf.303

18. Federal-Aid Project Number:

19. Proposed Contract Execution Date: A-
·
e
�
_ /
,
i / ilP,2-02-J

20. Consultant's Ranking after Evaluation:

Local Agency certifies that all DBE certifications are valid a11d i11fun11ati0r1m1 this fom, is complete and accurate.'
IMPORTANT: Identify all DBE firms being claimed for cred . regardless of tier.

Written confirmation of each listed DBE is required.

12. Preparers Signature 13. Date: 01/14/2021

14. Preparer's Name 15. Phone: 408-467-1932

16.Pr<;,ti } \e mf.'
i ,
N tallna B rdi 408-467-1932
Principal and Vice President
ADA Notice: For individuals with sensory disabilities, this document is available in alternate formats. For information call {916) 654-6410 or TDD {916) 654- 3880 or write Records and Forms Management, 1120 N Street, MS-89, Sacramento, CA 95814.

LPP 18-01 Page 1 of 1
January 2019

ITEM NO. 11.

Exhibit B
First Amendment

ITEM NO. 11.

DocuSign Envelope ID: 00974C95-8C52-4541-A00C-257E3F0F1276

BKF ENGINEERS – FIRST AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES HIGHWAY 17 BICYCLE AND PEDESTRIAN OVERCROSSING
PROJECT #19‐818‐0803

FIRST AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES
This FIRST AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES is dated for identification this 20th day of February 2024 and amends that certain AGREEMENT FOR CONSULTANT SERVICES FOR THE HIGHWAY 17 BICYCLE AND PEDESTRIAN OVERCROSSING PROJECT #19‐818‐0803, dated May 20, 2021, made by and between the Town of Los Gatos, ("Town,") and BKF Engineers Inc. (“CONSULTANT”) identified as a C Corporation and whose address is 2100 Franklin Street, Suite 4C, Oakland, CA 94612.

RECITALS
A. Town and CONSULTANT entered into an agreement for Consultant Services on May 20, 2021 (“Agreement”), a copy of which is attached hereto and incorporated by reference as Exhibit A to this Amendment.

B. Town desires to amend the Agreement to add to the scope of work to include grant writing services for construction phase grant applications for the Highway 17 Bicycle/Pedestrian Overcrossing Project.

AMENDMENT

1. ARTICLE II STATEMENT OF WORK is amended to ADD the following text:

Consultant shall provide services as described in that certain Proposal dated January 17, 2024, which is hereby incorporated by reference and attached hereto as Exhibit B.

2. ARTICLE V ALLOWABLE COSTS AND PAYMENTS, PART E. is amended to read as follows:

The total amount payable by LOCAL AGENCY for PHASE Ishall not exceed $3,048,735. The original not‐to‐exceed amount of the agreement of $3,000,000 was increased by $48,735 as compensation for the First Amendment.

3. All other terms and conditions of the Agreement remain in full force and effect.

Exhibit A Agreement for Consulting Services for the Highway 17 Bicycle and Pedestrian Overcrossing Project #19‐818‐0803 dated May 20, 2021
Exhibit B Proposal by BKF for Grant Writing Services for ATP and SS4A Grant Applications dated January 17, 2024

ITEM NO. 11.

DocuSign Envelope ID: 00974C95-8C52-4541-A00C-257E3F0F1276

BKF ENGINEERS – FIRST AMENDMENT TO AGREEMENT FOR CONSULTANT SERVICES HIGHWAY 17 BICYCLE AND PEDESTRIAN OVERCROSSING
PROJECT #19‐818‐0803
IN WITNESS WHEREOF, the Town and CONSULTANT have executed this Amendment.

Town of Los Gatos, by: CONSULTANT, by:
3/1/2024 2/26/2024
Laurel Prevetti
Town Manager
Jaggi Bhandal, Vice President, BKF
Department Approval:
2/26/2024
Nicolle Burnham
Director of Parks and Public Works
Approved as to Form: Attest:
2/29/2024 3/1/2024
Gabrielle Whelan Wendy Wood, CMC
Town Attorney Town Clerk

ITEM NO. 11.

Exhibit C
Proposal for Additional Environmental Services

ITEM NO. 11.

BKF No. 20202120
May 9, 2024
Sean Rose
Special Projects Manager
41 Miles Avenue
Los Gatos, CA 95030
Transmitted Via Email
Subject: Revised Environmental Studies for Pathway Realignment Highway 17 Bicycle and Pedestrian Bridge Structure
Dear Mr. Rose:

BKF Engineers welcomes the opportunity to submit this proposal for civil engineering design services for the Highway 17 Bicycle and Pedestrian Bridge Project (Project). Based on our recent coordination with the Town of Los Gatos (Town), there is a desire to revise the current design to eliminate or minimize the proposed retaining wall located adjacent to the Blossom Hill Road, east of Highway 17.

BKF proposes to incorporate the Town’s comments by realigning the proposed pathway and creating a greater separation to the roadway, which will provide several aesthetic opportunities and improve user experience along the proposed pathway.

To incorporate these revisions, the BKF Team will need to revisit several environmental technical studies associated with the realignment revision. After coordinating with Caltrans Project Management and Environmental groups, the following efforts will be required to update studies and complete the project’s NEPA clearance document:

Task Cost
DJP&A project management to coordinate with Caltrans, Town, design team, and their subconsultants to revise and finalize the Visual Impact Assessment (VIA), Archaeological Survey Report (ASR) and Historic Properties Survey Report (HPSR), and Natural Environment Study – Minimal Impacts (NES-MI).
$20,000
Revise and finalize the Tree Removal Plans to capture additional impacts (4 weeks). $2,500 The team will update the current visual simulations to include the realigned pathway from the easterly approach view. Earthview Science to revise and finalize the VIA based on the updated simulations and project plans (4 weeks).
$10,000
Archaeological/Historic Consultants to revise and finalize the ASR/HPSR based on updated project plans (3 weeks). $2,500
H.T. Harvey & Associates, Inc. to revise and finalize the NES-MI based on the updated project plans and disturbance area including tree removal (2 weeks). $4,000 TOTAL $39,000

BKF ENGINEERS
1730 N. First Street, Suite 600, San Jose, CA 95112 | 408.467.9100

ITEM NO. 11.
5/9/24
Per our discussions with Caltrans, we assume modifications to the all project documents outside of those noted will not be required based on current Caltrans approvals. Specifically, we assume the currently approved PIR-PER and Vibration Studies Memo will not be required.

BKF proposes to provide the work described herein and the enclosed fee summary for an estimated fee not to exceed $39,000. Should any additional services be requested or required which are not included in our Scope of Work above, we will complete our one-page Contract Addendum and forward it to you for approval and processing prior to executing any additional work task. All fees, including our base services and additional work, shall be paid on a time and material basis. The fees noted do not include markup for any subconsultants.

Thank you for the opportunity to present this proposal. We look forward to assisting in the continued development of this project. Please contact me at 925-396-7700 if you have any questions regarding the additional scope of services.

Respectfully,
BKF Engineers
Jaggi Bhandal, P.E.

Senior Associate Principal/Vice President

ITEM NO. 11.

PREPARED BY: Ryan Baker
Library Director
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2024
ITEM NO: 12
DATE: June 6, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve Change to Existing Purchase Order with Baker and Taylor Not to Exceed $115,800.

RECOMMENDATION:

Approve change to existing purchase order with Baker and Taylor not to exceed $115,800.

BACKGROUND:

The Library works with several book distributors to purchase books and other Library materials.

Baker and Taylor is a discount distributor of published materials working directly with major publishers. The Library has frequently used Baker and Taylor as one of their purchasing channels for over thirty years to obtain high-demand books and other published materials at discounted prices.

DISCUSSION:

Based on previous year spending with the vendor, the Library estimated expenditures for books and print materials with Baker and Taylor in FY 23/24 to be close to $95,000. A purchase order for this amount was opened at the beginning of the fiscal year. The Library is requesting a change to the purchase order to a not to exceed amount of $115,800 to accommodate additional purchases with the vendor due to community demand for books and materials available from this distributor. The purchase order and change order constitute the agreement between the parties.

ITEM NO. 12.

PAGE 2 OF 2
SUBJECT: Approve Change to Existing Purchase Order with Baker and Taylor DATE: June 6, 2024
FISCAL IMPACT:

There is no fiscal impact associated with this item. The request is only to change the amount of an existing purchase order. Funds are already budgeted in the appropriate line items to cover the change in full.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

ITEM NO. 12.

PREPARED BY: Katy Nomura
Assistant Town Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2024
ITEM NO: 13
DATE: June 10, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute a Fifth Amendment to a Special Services Agreement with Liebert Cassidy Whitmore (LCW) to Increase Compensation in the Amount of $120,000 for a Total Contract Amount Not to Exceed $550,000
RECOMMENDATION:

Authorize the Town Manager to execute a Fifth Amendment (Attachment 1) to a special services agreement with Liebert Cassidy Whitmore (LCW) to increase compensation in the amount of $120,000 for a total contract amount not to exceed $550,000.

BACKGROUND:

In 2018, Liebert Cassidy Whitmore (LCW) was selected as a sole source provider for labor and employment relations services, and services were continued in 2020 as the result of a competitive interview process. LCW provides valuable negotiations and employee relations legal guidance and has established a good rapport with the Town’s bargaining units.

On May 17, 2022, the Town Council authorized the Town Manager to execute a First Amendment (Attachment 2) to the Special Services Agreement with LCW to extend the term through June 30, 2024 and to increase compensation in the amount of $15,000 for a total contract amount not to exceed $180,000.

On September 20, 2022, the Town Council authorized the Town Manager to execute a Second Amendment (Attachment 3) to the Special Services Agreement with LCW to increase compensation in the amount of $50,000 for a total contract amount not to exceed $230,000.

ITEM NO. 13.

PAGE 2 OF 3
SUBJECT: Fifth Amendment to Agreement with Liebert Cassidy Whitmore (LCW) DATE: June 10, 2024
BACKGROUND (continued):

On September 19, 2023, the Town Council authorized the Town Manager to execute a Third Amendment (Attachment 4) to the Special Services Agreement with LCW to increase compensation in the amount of $50,000 for a total contract amount not to exceed $280,000.

On October 17, 2023, the Town Council authorized the Town Manager to execute a Fourth Amendment (Attachment 5) to the Special Services Agreement with LCW to increase compensation in the amount of $150,000 for a total contract amount not to exceed $430,000.

DISCUSSION:

The current agreement expires on June 30, 2024. The proposed Fifth Amendment would extend the term to June 30, 2025 and incorporate the funds budgeted in the Adopted Fiscal Year (FY) 2024/25 Operating Budget for the services in the upcoming year. Negotiations are still underway with two of the Town’s three bargaining units and it is critical to have continuity of labor representation during negotiations. In addition, LCW provides ongoing legal services related to employee relations.

CONCLUSION:

LCW has been highly effective in assisting the Town with labor negotiations and employment relations support.

Staff recommends that that the Town Council authorize the Town Manager to execute a Fifth Amendment to the special services agreement with LCW to increase compensation in the amount of $120,000 for a total contract amount not to exceed $550,000 to continue providing employment relations support through June 30, 2025 (Attachment 1).

FISCAL IMPACT:

The existing agreement is for $430,000. With this agenda item, there would be a total net increase of $120,000 for a total contract amount not to exceed $550,000. This increase has already been included in the existing Human Resources Department budget for FY 2024/25.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

Attachments:

1. Fifth Amendment

2. First Amendment with Original Agreement

3. Second Amendment

ITEM NO. 13.

PAGE 3 OF 3
SUBJECT: Fifth Amendment to Agreement with Liebert Cassidy Whitmore (LCW) DATE: June 10, 2024
Attachments (continued):

4. Third Amendment

5. Fourth Amendment

ITEM NO. 13.

ATTACHMENT 1

FIFTH AMENDMENT TO AGREEMENT FOR SPECIAL SERVICES
THIS FOURTH AMENDMENT TO AGREEMENT is entered into this ____ day of June, 2024, by and between the Town of Los Gatos, State of California, herein called the “Town,” and Liebert Cassidy Whitmore, a Professional Corporation (“Attorney”), herein called the “Attorney.”

RECITALS
A. Town and Attorney entered into a Special Services Agreement from February 1, 2020, through February 1, 2022 (“Agreement”).

B. Town and Attorney entered into a First Amendment to Agreement on May 17, 2022.

C. Town and Attorney entered into a Second Amendment to Agreement on September 12, 2022.

D. Town and Attorney entered into a Third Amendment to Agreement on September 19, 2023.

E. Town and Attorney entered into a Fourth Amendment to Agreement on October 17, 2023.

AMENDMENT

1. Total compensation by the Town for the Attorney’s services shall increase by an additional $120,000, not to exceed $550,000 over the course of the agreement.

2. The Town desires to extend the Agreement from July 1, 2024 through June 30, 2025.

3. All other terms and conditions of the Agreement dated February 1, 2020, the First Amendment dated May 17, 2022, Second Amendment dated September 12, 2022, Third Amendment dated September 19, 2023, and Fourth October 17, 2023 remain in full force and effect.

IN WITNESS WHEREOF, the Town and Attorney have executed the Fifth Amendment to Agreement as of the date indicated above.

Town of Los Gatos: Attorney:

By: By:

Laurel Prevetti J. Scott Tiedemann, Managing Partner
Town Manager Liebert Cassidy Whitmore
Department Approval:

Katy Nomura
Assistant Town Manager
Approved as to Form:

Gabrielle Whelan

ITEM NO. 13.

ATTACHMENT 1
Town Attorney
Attest:

Wendy Wood
Town Clerk

ITEM NO. 13.

ATTACHMENT 2

ITEM NO. 13.

DocuSign Envelope ID: F709E150-B3B8-4C9B-994F-22D9C90698A1

LIEBERT CASSIDY WHITMORE

FEE SCHEDULE
Pmtners $415.00
Senior Counsel $345.00
Associates $230.00 - $325.00
Labor Relations/Human Resources Consultant $260.00
Paralegals $145.00
E-Discovery Specialists $145.00
Law Clerks $145.00 - $185.00

ITEM NO. 13.

DocuSign Envelope ID F709E150-B3B8-4C9B-994F-22D9C90698A1 • AGR .;i.o. D.14?

IHH ------

AGREEMENT FOR SPECIAL SERVICES
This Agreement is entered into between the law firm of UEBERT CASSIDY WHITMORE, A Professional Corporation ("Attorney"), and the TOWN OF LOS GATOS, A Municipal Corporation ("Town").
t. Conditions
This Agreement will not take effect, and Attorney will have no obligation to provide services, until Town returns a properly signed and executed copy of this Agreement.

2. Attorney's Services
Attorney agrees to provide Town with consulting, representational and legal services pertaining to employment relations matters, including representation in negotiations and in administrative and court proceedings, as requested by Town or otherwise required by law.

3. Fees, Costs, Expenses
Town agrees to pay Attorney the sums billed monthly for time spent by Attorney in providing the services, including reasonable travel time. to-n..\.. co_:.npe--vi S cm oor1 -hi I � 6v1a;n'o n Of-Th-LS .�c.e-e ' vv �
The cunent range of hourly rates for Attorney time is from Two Hundred Ten to l� V\ot
e�c..ee&
Three Hundred Eighty Dollars ($210.00 • $380.00). See Schedule I for a full Fee <Et, l(,ps; ooo.

Schedule. Attorney reviews its hourly rates on an annual basis and, if appropriate, adjusts them effective July l. Attorney will provide the Town with written notification of any adjustment in the range of rates. Attorney bills its time in minimum units of onetenth of an hour. 9120460.1 LC00l-009

ITEM NO. 13.

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ATTACHMENT 3 Page 312
ITEM NO. 13.

ATTACHMENT 4

ITEM NO. 13.

ATTACHMENT 5 Page 314
ITEM NO. 13.

ITEM NO. 13.

PREPARED BY: Vilcia Rodriguez, Human Resources Analyst
Katy Nomura, Assistant Town Manager
Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2024
ITEM NO: 14
DATE: June 12, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Approve an Amendment to the Town Employees Association (TEA) Salary Schedule to Establish a New Classification Title and Salary Range for Senior Transportation Planner
RECOMMENDATION:

Approve an amendment (Attachment 1) to the Town Employees Association (TEA) Salary Schedule to establish a new classification title and salary range for Senior Transportation Planner.

BACKGROUND:

The Town of Los Gatos Personnel Rules and Regulations (Section 4.4) and the Municipal Code (Section 2.30.925) require that amendments and revisions to the salary schedule/classification plan are effective upon approval by Town Council. Changes must be presented to Council for approval as part of the formal budget adoption, through the labor negotiations process, or as needed.

DISCUSSION:

The Town seeks to establish the new classification of Senior Transportation Planner to better meet the immediate and long-term transportation program needs of the Parks and Public Works Department. Based on the need for transportation planning, interagency coordination, project management, and community engagement, among other skills, the Department has determined that a Senior Transportation Planning position would be the most appropriate classification for the type of work needed.

ITEM NO. 14.

PAGE 2 OF 2
SUBJECT: Add Senior Transportation Planner Classification to TEA Salary Schedule DATE: June 11, 2024
DISCUSSION (continued):

The proposed classification will be fiscally aligned with the existing Senior Planner salary range of $58.96 to $75.83 per hour. Staff has met the Town’s obligation to meet and confer with TEA to add this classification to the salary schedule in alignment with the Senior Planner classification.

CONCLUSION:

Staff recommends the approval of an amendment to the TEA salary schedule to establish a new classification title and salary range for Senior Transportation Planner.

FISCAL IMPACT:

This agenda item would modify the TEA salary schedule by adding a Senior Transportation Planner classification. As a new classification, this modification would not impact any existing employees. If approved, should a Department wish to use this classification, the cost would need to be absorbed into the Department’s existing budget or a budget adjustment would need to be requested at that time.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

Attachment:

1. Amended TEA Salary Schedule

ITEM NO. 14.

Town of Los Gatos TEA Classifications
Salary Schedule for Fiscal Year 2023/24
Effective July 9, 2023*
Class Code Classification Title Rate Type Range TE1 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 4310 Account Technician Hourly 08 $37.99 $39.89 $41.88 $43.97 $46.17 $49.063580 Administrative Assistant Hourly 04 $31.80 $33.39 $35.06 $36.81 $38.65 $41.164620 Assistant Engineer Hourly 25 $50.59 $53.12 $55.78 $58.57 $61.50 $65.164420 Assistant Planner Hourly 12 $43.99 $46.19 $48.50 $50.93 $53.48 $56.734600 Associate Civil Engineer Hourly 27 $57.56 $60.44 $63.46 $66.63 $69.96 $74.04 4661 Associate Engineering Technician Hourly 14 $44.31 $46.53 $48.86 $51.30 $53.87 $57.144400 Associate Planner Hourly 20 $51.19 $53.75 $56.44 $59.26 $62.22 $65.914410 Building Inspector Hourly 24 $49.25 $51.71 $54.30 $57.02 $59.87 $63.44 4430 Code Compliance Officer Hourly 10 $44.04 $46.24 $48.55 $50.98 $53.53 $56.79 4530 Communication Dispatcher Hourly 17 $46.67 $49.00 $51.45 $54.02 $56.72 $60.14 4535 Communication Dispatcher Lead Hourly 19 $58.96 $61.91 $65.01 $68.26 $71.67 $75.83 4540 Community Services Officer Hourly 11 $37.45 $39.32 $41.29 $43.35 $45.52 $48.38 4615 Construction Project Manager Hourly 26 $55.22 $57.98 $60.88 $63.92 $67.12 $71.06 4660 Engineering Technician Hourly 13 $40.22 $42.23 $44.34 $46.56 $48.89 $51.914705 Environmental Programs Specialist Hourly 08 $37.99 $39.89 $41.88 $43.97 $46.17 $49.06 4200 Events and Marketing Specialist Hourly 06 $33.51 $35.19 $36.95 $38.80 $40.74 $43.36 3501 Executive Assistant Hourly 08 $37.99 $39.89 $41.88 $43.97 $46.17 $49.064900 IT Systems Administrator Hourly 23 $54.84 $57.58 $60.46 $63.48 $66.65 $70.564915 IT Technician Hourly 07 $41.11 $43.17 $45.33 $47.60 $49.98 $53.064810 Librarian I Hourly 16 $42.03 $44.13 $46.34 $48.66 $51.09 $54.22 4808 Librarian II Hourly 18 $45.80 $48.09 $50.49 $53.01 $55.66 $59.02 4830 Library Assistant Hourly 03 $31.03 $32.58 $34.21 $35.92 $37.72 $40.194807 Library Customer Service Specialist Hourly 01 $29.08 $30.53 $32.06 $33.66 $35.34 $37.694805 Library Customer Service SupervisorHourly 08 $37.99 $39.89 $41.88 $43.97 $46.17 $49.064825 Library Specialist Hourly 06 $33.51 $35.19 $36.95 $38.80 $40.74 $43.364819 Library Tech Specialist Hourly 15 $40.74 $42.78 $44.92 $47.17 $49.53 $52.593181 Office Assistant Hourly 01 $29.08 $30.53 $32.06 $33.66 $35.34 $37.694640 Park Services Officer Hourly 11 $37.45 $39.32 $41.29 $43.35 $45.52 $48.38 4560 Parking Control Officer Hourly 01 $29.08 $30.53 $32.06 $33.66 $35.34 $37.69 Reflects a general increase of 3% Page 1 of 2 ATTACHMENT 1 Page 318 ITEM NO. 14.

Town of Los Gatos TEA Classifications
Salary Schedule for Fiscal Year 2023/24
Effective July 9, 2023**
Class Code Classification Title Rate Type Range TE1 Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 4440 Permit Technician Hourly 09 $36.60 $38.43 $40.35 $42.37 $44.49 $47.29 4425 Planning Technician Hourly 11 $37.45 $39.32 $41.29 $43.35 $45.52 $48.384550 Police Records Specialist Hourly 05 $32.55 $34.18 $35.89 $37.68 $39.56 $42.124555 Police Records Specialist Lead Hourly 31 $40.22 $42.23 $44.34 $46.56 $48.89 $51.91 4630 Public Works Inspector Hourly 18 $45.80 $48.09 $50.49 $53.01 $55.66 $59.02 4450 Senior Building Inspector Hourly 27 $57.56 $60.44 $63.46 $66.63 $69.96 $74.04 4525 Senior Communication Dispatcher Hourly 29 $52.28 $54.89 $57.63 $60.51 $63.54 $67.304831 Senior Library Page Hourly 02 $20.45 $21.47 $22.54 $23.67 $24.85 $26.67 4565 Senior Parking Control Officer Hourly 11 $37.45 $39.32 $41.29 $43.35 $45.52 $48.38 4405 Senior Planner Hourly 28 $58.96 $61.91 $65.01 $68.26 $71.67 $75.834552 Senior Police Records Specialist Hourly 30 $36.60 $38.43 $40.35 $42.37 $44.49 $47.29 4610 Senior Public Works Inspector Hourly 26 $55.22 $57.98 $60.88 $63.92 $67.12 $71.06 4415 Senior Transportation Planner Hourly 32 $58.96 $61.91 $65.01 $68.26 $71.67 $75.834662 Sr. Engineering Technician Hourly 24 $49.25 $51.71 $54.30 $57.02 $59.87 $63.44 *Except for Senior Transportation Planner which was added on June 18, 2024 Reflects a general increase of 3% Page 2 of 2 Page 319
ITEM NO. 14.

PREPARED BY: Nicolle Burnham
Parks and Public Works Director
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2024
ITEM NO: 15
DATE: June 13, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute an Agreement with Los GatosMonte Sereno Safe Routes to School to Provide Education and Encouragement Programs and Crossing Guard Services for a Total Agreement Base Amount Valued at $350,950 Prior to Any Increased Adjustment Made for Consumer Price Index (CPI) Changes
RECOMMENDATION:

Authorize the Town Manager to execute an agreement (Attachment 1) with Los Gatos-Monte Sereno Safe Routes to School to provide education and encouragement programs and crossing guard services for a total agreement base amount valued at $350,950 prior to any increased adjustment made for Consumer Price Index (CPI) changes.

BACKGROUND:

One June 4, 2024, Town Council authorized the Town Manager to execute a five year agreement with the Los Gatos Monte Sereno Safe Routes to School. The amount of the agreement authorized was $70,190 for costs associated with the Fiscal Year 2024/2025 expenses. In finalizing the agreement, staff recognized the agreement amount should address costs over the entire five years of the agreement.

DISCUSSION:

Attachment 1 is an agreement that reflects the five year base contract valued at $350,950, contingent on future budget appropriations. Section 2.6 of the agreement is revised from what was approved on June 4, 2024 to reflect this change.

ITEM NO. 15.

PAGE 2 OF 3
SUBJECT: Authorize Town Manager to Execute an Agreement with Safe Routes to School DATE: June 13, 2024
CONCLUSION:

If approved, this action will provide ongoing support for SRTS education and encouragement programs for the five-year contract period pending future budget allocations.

COORDINATION:

This memo has been coordinated with the Finance Department, and the Town Attorney and Town Manager’s Offices.

FISCAL IMPACT:

The Police Department Operating Budget has sufficient funds of $50,190 for crossing guard services (Account 4302- 63342).

The adopted Fiscal Year 2023/24 – 2027/28 Capital Improvement Program (CIP) Budget for this project has sufficient funds for the payment of $20,000 for education and encouragement services. Payments are subject to the appropriation of funds, and it is anticipated that future allocations of 2016 Measure B revenue received will allow for the future payments for the term of this agreement. To accommodate the potential impacts of inflation on the service, the contract allows for annual increases based on the Consumer Price Index beginning year two. * Future revenues (and subsequent expenses) are contingent on continuation of the 2016 Measure B Funds from VTA.

Budget Costs
2016 Measure B Funds* $ 126,645
Total Budget $ 126,645
Costs
Misc. Project Costs (Including Encumbrances) $ 57,988
FY 2024/25 Education and Encouragement Services
(Requested with this Staff Report) $ 20,000
Total Expenditures $ 77,988
Available Balance $ 48,657
Measure B Education & Encouragement
CIP No. 812-0134

ITEM NO. 15.

PAGE 3 OF 3
SUBJECT: Authorize Town Manager to Execute an Agreement with Safe Routes to School DATE: June 13, 2024
ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

Attachment:

1. Los Gatos-Monte Sereno Safe Routes to School Agreement for Services

ITEM NO. 15.

Agreement for Consultant Services ATTACHMENT 1

AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT is dated for identification on this 18th day of June 2024 by and between TOWN OF LOS GATOS, a California municipal corporation, (“Town”) and Los Gatos-Monte Sereno Safe Route to School (SR2S) (“Consultant”), identified as a 501(c)(3) and whose address is 17010 Roberts Road, Los Gatos CA 95032. This Agreement is made with reference to the following facts.

I. RECITALS

1.1 The Town desires to support access to safe walking and bicycling routes to schools located in the Town through the use of contracted crossing guards and by implementing education and encouragement programs.

1.2 The Consultant represents and affirms that it is willing to perform the desired work pursuant to this Agreement, by administering and operating the Town’s program consistent with the Town’s goals as set forth herein.

1.3 Consultant warrants it possesses the distinct professional skills, qualifications, experience, and resources necessary to timely perform the services described in this Agreement.

Consultant acknowledges Town has relied upon these warranties to retain Consultant.

1.4 Parties agree that this Agreement supersedes all prior agreements between the Town and Consultant.

II. AGREEMENTS

2.1 Scope of Services. Consultant shall provide services consistent with their mission, consistent with the goals and objectives of the Valley Transportation Authority’s (VTA) Measure B Education and Encouragement Program, and the requirements of a crossing guard program for select schools. The services are further described in Exhibits A-1 and A-2.

2.2 Term and Time of Performance. This Agreement will remain in effect upon execution to June 30, 2029, subject to the appropriation of funds, notwithstanding any other provision of this agreement.

2.3 Compliance with Laws. The Consultant shall comply with all applicable laws, codes, ordinances, and regulations of governing federal, state and local laws. Consultant represents and warrants to Town that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Consultant to perform the services under this Agreement. Consultant shall maintain a Town of Los Gatos business license pursuant to Chapter 14 of the Code of the Town of Los Gatos.

ITEM NO. 15.

Agreement for Consultant Services ATTACHMENT 1

2.4 Sole Responsibility. Consultant shall be responsible for employing or engaging all persons necessary to perform the services under this Agreement.

2.5 Information/Report Handling. All reports and supportive data prepared for the Town by the Consultant under this Agreement shall be delivered to the Town upon the completion of Consultant's services or at the Town's written request. Unless otherwise agreed to by the Parties all reports, information, data, and exhibits prepared or assembled by Consultant for the Town in connection with the performance of its services pursuant to this Agreement and which are not generally known to the public, shall not be made available to any individual or organization not employed by the Consultant or the Town without the written consent of the Town before such release, or unless otherwise required to be released by law. The Town acknowledges that the reports to be prepared by the Consultant pursuant to this Agreement are for the purpose of evaluating a defined project, and Town's use of the information contained in the reports prepared by the Consultant in connection with other projects shall be solely at Town's risk, unless Consultant expressly consents to such use in writing. Town further agrees that it will not appropriate any methodology or technique of Consultant which is and has been confirmed in writing by Consultant to be a trade secret of Consultant.

2.6 Compensation. Base compensation for Consultant's services shall not exceed $70,190 in Fiscal Year 2024/25, inclusive of all costs. Payment is based on $20,000 per year for education and encouragement services and $50,190 per year for crossing guard services.

Compensation will be subject to Budget Appropriations.

Charges may be increased annually on the anniversary date of this Agreement, subject to prior written notice and with Town’s written approval, based on either: a) the San Francisco-Oakland-San José Metropolitan Area Consumer Price Index for all Urban Consumers for all items (CPI) of the preceding year ending on December 31; or b) cost increases from contracted services from the service provider for crossing guard services. If the CPI indicates a downward adjustment compensation would remain at the level of the preceding year. It is understood by both parties that this compensation is not intended to fully fund either of these programs and that the Consultant will seek funding sources outside of the Town for all costs.

Year 1 – FY 2024/25 = $70,190
Year 2 – FY 2025/26 = $70,190
Year 3 – FY 2026/27 = $70,190
Year 4 – FY 2027/28 = $70,190
Year 5 – FY 2028/29 = $70,190
For a total agreement not to exceed $350,950, plus CPI increases that may arise.

ITEM NO. 15.

Agreement for Consultant Services ATTACHMENT 1
Consultant’s ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and other ordinary business expenses, are included within the scope of payment for Services and are not reimbursable expenses hereunder. There are no reimbursable expenses permitted under this Agreement.

2.7 Billing. Billing shall be semi-annually by invoice on October 1 and March 1 and shall be accompanied by a detailed explanation of the work performed, including adequate information for the Town to secure reimbursement from the VTA for Education and Encouragement Measure B Programs.

Payment shall be made within thirty (30) days. All invoices and statements to the Town shall be addressed as follows:

Invoices:

Town of Los Gatos
Attn: Accounts Payable
P.O. Box 655
Los Gatos, CA 95031-0655
e-mail: [email protected]

2.8 Availability of Records. Consultant shall maintain the records supporting this billing for not less than three years following completion of the work under this Agreement. Consultant shall make these records available to authorized personnel of the Town at the Consultant's offices during business hours upon written request of the Town.

2.9 Assignability. This Agreement shall not be assigned without the written consent of the Town.

2.10 Independent Contractor. It is understood that the Consultant, including each of Consultant’s employees, agents, subcontractors, or others under Consultant’s supervision or control, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and not an agent or employee of the Town. As an independent contractor he/she shall not obtain any rights to retirement benefits or other benefits which accrue to Town employee(s). With prior written consent, the Consultant may perform some obligations under this Agreement by subcontracting but may not delegate ultimate responsibility for performance or assign or transfer interests under this Agreement. Consultant agrees to testify in any litigation brought regarding the subject of the work to be performed under this Agreement. Consultant shall be compensated for its costs and expenses in preparing for, traveling to, and testifying in such matters at its then current hourly rates of compensation, unless such litigation is brought by Consultant or is based on allegations of Consultant's negligent performance or wrongdoing.

ITEM NO. 15.

Agreement for Consultant Services ATTACHMENT 1

2.11 Conflict of Interest. Consultant understands that its professional responsibilities are solely to the Town. The Consultant has and shall not obtain any holding or interest within the Town of Los Gatos. Consultant has no business holdings or agreements with any individual member of the Staff or management of the Town or its representatives nor shall it enter into any such holdings or agreements. In addition, Consultant warrants that it does not presently and shall not acquire any direct or indirect interest adverse to those of the Town in the subject of this Agreement, and it shall immediately disassociate itself from such an interest, should it discover it has done so and shall, at the Town's sole discretion, divest itself of such interest. Consultant shall not knowingly and shall take reasonable steps to ensure that it does not employ a person having such an interest in this performance of this Agreement. If after employment of a person, Consultant discovers it has employed a person with a direct or indirect interest that would conflict with its performance of this Agreement, Consultant shall promptly notify Town of this employment relationship, and shall, at the Town's sole discretion, sever any such employment relationship.

2.12 Equal Employment Opportunity. Consultant warrants that it is an equal opportunity employer and shall comply with applicable regulations governing equal employment opportunity. Neither Consultant nor its subcontractors do and neither shall discriminate against persons employed or seeking employment with them on the basis of age, sex, color, race, marital status, sexual orientation, ancestry, physical or mental disability, national origin, religion, or medical condition, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment & Housing Act.

III. INSURANCE AND INDEMNIFICATION

3.1 Minimum Scope of Insurance.
i. Consultant agrees to have and maintain, for the duration of the contract, General Liability insurance policies insuring him/her and his/her firm to an amount not less than: Two million dollars ($2,000,000) combined single limit per occurrence and in the aggregate for bodily injury, personal injury and property damage.
ii. Consultant shall provide to the Town all certificates of insurance, with original endorsements affecting coverage. Consultant agrees that all certificates and endorsements are to be received and approved by the Town before work commences.

3.2 General Liability.
i. The Town, its elected and appointed officers, officials, employees, and, volunteers are to be covered as additional insured as respects: the commercial general liability policy to cover liability arising out of activities

ITEM NO. 15.

Agreement for Consultant Services ATTACHMENT 1
performed by or on behalf of the Consultant; products and completed operations of Consultant, premises owned or used by the Consultant. This requirement does not apply to the professional liability insurance required for professional errors and omissions.
ii. The Consultant's insurance coverage shall be primary insurance as respects the Town with respect to this Agreement, its elected and appointed officers, officials, employees, and volunteers. Any insurance or self-insurances maintained by the Town, its officers, officials, employees or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. iii. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Town, its officers, officials, employees or volunteers.
iv. The Consultant's insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability.

3.3 All Coverages. Each insurance policy required in this item shall be endorsed to state that coverage shall not be suspended, voided, cancelled, 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 Town. Current certification of such insurance shall be kept on file at all times during the term of this agreement with the Town Clerk.

3.4 Workers’ Compensation. In addition to these policies, Consultant shall have and maintain Workers' Compensation insurance as required by California law and shall provide evidence of such policy to the Town before beginning services under this Agreement. Further, Consultant shall ensure that all subcontractors employed by Consultant provide the required Workers' Compensation insurance for their respective employees.

3.5 Indemnification.

Consultant agrees, to the fullest extent permitted by law, to indemnify, defend, and hold harmless the Town, its officials, officers, employees, agents, and volunteers (collectively, “Indemnitees”) from and against any and all liability, claim, action, loss, injury, damage, judgment, or expense, including attorneys’ fees and costs (“Losses”) caused by or resulting from the negligence, recklessness, or willful misconduct of Consultant, Consultant’s officers, employees, agents, or subcontractors in any way related to this Agreement. Consultant’s duty to indemnify and hold harmless Indemnitees shall not apply to the extent such Losses are caused by the sole or active negligence or willful misconduct of Indemnitees.

Consultant’s obligation to defend shall arise regardless of any claim or assertion that Indemnitees caused or contributed to the Losses.

3.6 Subcontractors.

ITEM NO. 15.

Agreement for Consultant Services ATTACHMENT 1
a. Consultant will require its subcontractors or agents who will perform any portion of the scope of services set forth in this Agreement, to maintain in force, during the term of this Agreement, a policy of general liability insurance, naming Town, its officers, officials, employees, and volunteers as additional insureds in the same amount and same terms as set forth in Sections 3.1(i) and 3.2(i) above. Coverage shall be evidenced by a certificate of insurance and an endorsement in a form satisfactory to the Town that shall be delivered to the Town with a copy of any contract between Consultant and its subcontractor/agents for provision of services related to this Agreement. Upon Consultant’s written request, Town may agree to waive or lower insurance policy limits including waiving the additional insurance requirement after consideration of the risk and special circumstances relevant to the subcontractor’s scope of work.
b. Consultant will require its subcontractors or agents who will perform any portion of the scope of services set forth in this Agreement, to comply with the indemnification requirement set forth in Section 3.5 above. Consultant shall require such subcontractors or agents to defend, indemnify, and hold harmless the Town, its officers, officials, employees, and volunteers to the same extent and under the same terms and conditions as Consultant is required to defend, indemnify, and hold harmless the Town, its officers, officials, employees, and volunteers herein. Consultant shall provide Town with a copy of any contract between Consultant and its subcontractor/agents for provision of services related to this Agreement to verify compliance with this obligation.

IV. GENERAL TERMS

4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder, nor does waiver of a breach or default under this Agreement constitute a continuing waiver of a subsequent breach of the same or any other provision of this Agreement.

4.2 Governing Law. This Agreement, regardless of where executed, shall be governed by and construed to the laws of the State of California. Venue for any action regarding this Agreement shall be in the Superior Court of the County of Santa Clara.

4.3 Termination of Agreement. The Town and the Consultant shall have the right to terminate this agreement without cause by giving not less than ninety (90) days notice prior to the end of the Town's fiscal year. The Town and Consultant shall each have the right to terminate with cause (if the party in breach fails to cure the breach within a 30 day time period after notice of the breach) by giving not less than ninety (90) days written notice of termination. In the event of termination, the Consultant shall deliver to the Town all plans, files, documents, reports, performed to date by the Consultant. In the event of such termination, Town shall pay Consultant an amount that bears the same ratio to the maximum contract price as the work delivered to the Town bears to completed services contemplated under this Agreement, unless such termination is made for cause, in which

ITEM NO. 15.

Agreement for Consultant Services ATTACHMENT 1
event, compensation, if any, shall be adjusted in light of the particular facts and circumstances involved in such termination.

4.4 Amendment. No modification, waiver, mutual termination, or amendment of this Agreement is effective unless made in writing and signed by the Town and the Consultant.

4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees.

4.6 Notices. Any notice required to be given shall be deemed to be duly and properly given if mailed postage prepaid, and addressed to:

Town of Los Gatos
Attn: Town Clerk
110 E. Main Street
Los Gatos, CA 95030
Los Gatos-Monte Sereno Safe Routes to
School
17010 Roberts Road
Los Gatos, CA 95032
or personally delivered to Consultant to such address or such other address as Consultant designates in writing to Town.

4.7 Order of Precedence. In the event of any conflict, contradiction, or ambiguity between the terms and conditions of this Agreement in respect any attachments to this Agreement, then the terms and conditions of this Agreement shall prevail over attachments or other writings.

4.8 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and exclusive statement of the Agreement between the Town and Consultant. No terms, conditions, understandings or agreements purporting to modify or vary this Agreement, unless hereafter made in writing and signed by the party to be bound, shall be binding on either party.

4.9 Severability. The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not render the other provisions unenforceable, invalid or illegal.

4.10 Contract Interpretation. Each party acknowledges that it has reviewed this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement.

4.11 Counterparts. The Parties may execute this Agreement in two or more counterparts, which shall, in the aggregate, be deemed an original but all of which, together, shall constitute one and the same instrument. A scanned, electronic, facsimile or other copy of a party’s signature shall be accepted and valid as an original.

ITEM NO. 15.

Agreement for Consultant Services ATTACHMENT 1

4.12 Warranty of Authority. The signatories to this Agreement warrant and represent that each is authorized to execute this Agreement and that their respective signatures serve to legally obligate their respective representatives, agents, successors and assigns to comply with the provisions of this Agreement.
[SIGNATURES ON FOLLOWING PAGE]

ITEM NO. 15.

Agreement for Consultant Services ATTACHMENT 1
IN WITNESS WHEREOF, the Town and Consultant have executed this Agreement.

Town of Los Gatos by:

Laurel Prevetti, Town Manager

Recommended by:

Nicolle Burnham
Director of Parks and Public Works
Consultant by:

Wendy Riggs, Executive Director
Approved as to Form:

Gabrielle Whelan, Town Attorney
Attest:

Wendy Wood, CMC, Town Clerk

ITEM NO. 15.

EXHIBIT A
Agreement for Consultant Services
Exhibit A-1 – Scope of Services between the Town of Los Gatos and the Los Gatos-Monte Sereno Safe Routes to School Program
Town of Los Gatos
Task 1 - Measure B Bicycle & Pedestrian Education & Encouragement Program of Projects This schedule depicts the nature of the programs to be provided. Additions, deletions and changes may occur.

July 1, 2024 - June 30, 2025
Project Title Project Activities
Description
Project
Locations
Frequency Project Goals* Proposed Evaluation
Metrics*
Pre K Education 30 minutes of outdoor LGUSD Once a month ● To encourage children to learn to ride bikes.
● Encourage parents to
teach kids bike skills.
● 20 student participants
• Number of children
Opportunities: Learn on-bike training. elementary depending on participating to Ride Balance
Bikes Using classtime to introduce
schools. participation
rates.
• Number of locations we
offer the program
balance bike curriculum to Local preschools. • Number of sessions students. offered
Kindergarten Use a combination of a visual LGUSD 1 ● 2 schools = Present to 25% of kindergarteners.
• Number of students
Pedestrian Training presentation and outdoor elementary presentation participating crosswalk practice to teach schools. per • Number of schools kindergarteners how to be kindergarten participating
more aware as a pedestrian. class at each
LGUSD school
per year.

Grade 1 - Advanced To build on the Kindergarten LGUSD 1 ● 2 schools = Present to 25% of first graders.
• Number of students
Pedestrian Training Training by adding traffic flow elementary presentation participating and more advanced traffic schools. per first grade • Number of schools situations. In class visual class at each participating presentation and playground. LGUSD school
per year.

Grade 2 - Scooter To build on Pedestrian LGUSD 1 ● 1 school = Engage with • Number of students Training and Traffic training with focus on scooter elementary presentation 15% of second graders. participating Understanding safety and the schools. perschool at • Number of schools acknowledgment of traffic each LGUSD participating
flow.

Outdoor on-scooter training.
school per
year.

Grade 3 or 4-
Helmet Safety
Training
Middle school students present
the importance of
LGUSD
elementary
schools.
1 assembly
per LGUSD
school.
● 2 Schools = 50% of 3rd
or 4th graders.
• Number ofstudents
participating

ITEM NO. 15.

EXHIBIT A
Agreement for Consultant Services
wearing a helmet and how to
properly fit it.

Indoor assembly.
• Number ofschools
participating
Grade 4 - Practical outdoor on-bike
training for kids, showing them
varioustraffic situations and
how to best navigate them.

Develops a sense of
responsibility, confidence and
empowerment.

LGUSD 1 Bike Rodeo 4 Schools = 100% of 4th graders. •Number of students Bike Rodeo elementary perschool per that participate
schools. year. (maintain current
participation levels)
• Number ofschoolsthat
participate
Grade 5 & 6 - Practical outdoor on-bike Daves 4 week course 10 students who graduate the • Number of students Middle School training for kids. Elementary - 2 hours per program. that graduate the Cycling Proficiency School - Monte week. program.

Reviewing basic safety Sereno 1-2 courses offered.
manoeuvres and road riding. Neighborhood • Number of courses offered.

Develops a sense of
responsibility, confidence and
empowerment.

Grade 7 & 8 - Train
the Trainer: Helmet
Safety
Train Middle schoolstudents to
teach elementary school kids
about the importance of
wearing helmets.

Fisher Middle
School -
Leadership Class
1-2 times per
year.
1-2 training sessions completed. 15
student participants.
• Number ofstudents
that participate.
• Number oftraining
sessions completed.

Los Gatos High High school students learn Los Gatos High 1 class per Number ofstudents that • Number of students School - about key elements of riding School - Town of week - 90 participate - 20-30 that participate Implementation into on the roads. Los Gatos minutes. Total hours of education and • Total hours of Life Fitness Course practical road experience - goal education and practical On road experience on the
town roads navigating traffic.

Ongoing
class.
isto keep cycling in the HS
curriculum
road experience

ITEM NO. 15.

EXHIBIT A
Agreement for Consultant Services
LCI training Encourage Town members to
obtain their Licensed Cycling
Instructor License through the
American League of Cyclists to
help expand our programs
going forward.

Los Gatos
Location.
3 classes, 4
hour per class.
10 trained and licensed community
members.

Number of community
members trained and
licensed.

Educational Videos Online education on key areas
of concern in the community
regarding routes to school and
student transportation ( ie. key
intersections, helmets, bike
route mapping, key bike
manoeuvres.)
LGUSD
newsletters and
website, SR2S social
media and website.

Ongoing • 2 Videos.
• Develop a rollout procedure to
maximize views.
• Metricsto be developed along
with rollout procedure
Number of
students/familiesthat
see videos.

Safety Lessons in a Provide teachers/PE teachers LGUSD Schools Ongoing 1-2 schools using the curriculum. • Number of schools Set Curriculum / set curriculums to satisfy using the lesson plans Lesson Plan (rainy learning initiatives and target • Number of teachers day/substitute safety education using videos that use lesson plans teacher plans) & games- target elementary • Number of students school classes. that participate in
lessons

ITEM NO. 15.

EXHIBIT A
Agreement for Consultant Services
Task A-2 – Crossing Guard Services
Consultant shall provide Crossing Guard Services as defined below.

1. Manage and coordinate the Crossing Guard program to the satisfaction of the school districts served. Consultant to hire, train, and manage contractors, define the scope of work to be completed and oversee the contractor’s performance to provide adequate crossing guard services at schools within the Town’s school districts during the school year and summer sessions, provide payroll and worker’s compensation coverage for all guards with a waiver of subrogation in favor of the Town, and provide all necessary safety equipment.

2. Serve as liaison to the school districts with regard to the crossing guard program. Consultant to provide communication and other services as needed to meet the needs of school districts and coordinate payment of contract services as required for funding of the program. Town will provide annual funding as noted in Section 2.6 of the Agreement.

3. Consultant is responsible for conducting background checks, finger-printing, and hiring crossing guards who do not have any felony convictions, misdemeanor convictions involving crimes against children, or convictions involving any violent crime, or not be a registered sex offender or narcotics offender.

4. Consultant must comply with all applicable laws related to the operating and administering the Crossing Guard program.

ITEM NO. 15.

PREPARED BY: Meredith Johnston
Administrative Technician
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2024
ITEM NO: 16
DATE: June 3, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Conduct a Public Hearing to Hear Protests and Authorize the Following Actions for Landscape and Lighting Assessment Districts No. 1 and 2:
a. Adopt a Resolution Confirming the Diagram and Assessments and Levying and Authorizing Collection of Assessments for Landscape and Lighting Assessment District No. 1-Blackwell Drive Benefit Zone. b. Adopt a Resolution Confirming the Diagram and Assessments and Levying and Authorizing Collection of Assessments for Landscape and Lighting Assessment District No. 1-Kennedy Meadows Benefit Zone. c. Adopt a Resolution Confirming the Diagram and Assessments and Levying and Authorizing Collection of Assessments for Landscape and Lighting Assessment District No. 1-Santa Rosa Heights Benefit Zone. d. Adopt a Resolution Confirming the Diagram and Assessments and Levying and Authorizing Collection of assessments for Landscape and Lighting Assessment District No. 1-Vasona Heights Benefit Zone.
e. Adopt a Resolution Confirming the Diagram and Assessments and Levying and Authorizing Collection of assessments for Landscape and Lighting Assessment District No. 1-Hillbrook Drive Benefit Zone. f. Adopt a Resolution Confirming the Diagram and Assessments and Levying and Authorizing Collection of assessments for Landscape and Lighting Assessment District No. 2-Gemini Court Benefit Zone.

ITEM NO. 16.

PAGE 2 OF 4
SUBJECT: Landscape and Lighting Assessment Districts No. 1 and 2 DATE: June 3, 2024
RECOMMENDATION:

Conduct a public hearing to hear protests and take the following actions for Landscape and Lighting Assessment Districts No. 1 and 2:
a. Adopt a resolution (Attachment 1) confirming the diagram and assessments and levying and authorizing collection of assessments for Landscape and Lighting Assessment District No. 1- Blackwell Drive Benefit Zone.
b. Adopt a resolution (Attachment 2) confirming the diagram and assessments and levying and authorizing collection of assessments for Landscape and Lighting Assessment District No. 1- Kennedy Meadows Benefit Zone.
c. Adopt a resolution (Attachment 3) confirming the diagram and assessments and levying and authorizing collection of assessments for Landscape and Lighting Assessment District No. 1- Santa Rosa Heights Benefit Zone.
d. Adopt a resolution (Attachment 4) confirming the diagram and assessments and levying and authorizing collection of assessments for Landscape and Lighting Assessment District No. 1- Vasona Heights Benefit Zone.
e. Adopt a resolution (Attachment 5) confirming the diagram and assessments and levying and authorizing collection of assessments for Landscape and Lighting Assessment District No. 1- Hillbrook Drive Benefit Zone.
f. Adopt a resolution (Attachment 6) confirming the diagram and assessments and levying and authorizing collection of assessments for Landscape and Lighting Assessment District No. 2- Gemini Court Benefit Zone.

BACKGROUND:

The Town has a number of Landscape and Lighting Districts that were established in accordance with Streets and Highways Code Sections 22500 and following. On April 16, 2024, the Town Council initiated the annual process of renewing Landscape and Lighting Assessment Districts No. 1 and 2 for the fiscal year commencing July 1, 2024. The Districts are comprised of six distinct zones of benefit, five of which are included in District No. 1, and one included in District No. 2. Maps of each zone are contained in the Engineer’s Report (Attachment 7). The primary purpose of each District is to provide for the ongoing maintenance and care of landscaped areas that especially benefit the properties within each of the zones. These services are performed by a contractor retained by the Town on behalf of the property owners. For a specific description of the services provided in each zone, please refer to the attached Engineer’s Report.

On May 21, 2024, Council received and approved the Engineer’s Report and adopted Resolutions confirming diagrams and assessments and levying and authorizing collection of assessments for Landscape and Lighting Districts for Fiscal Year (FY) 2024/25 and set June 18, 2024, at 7:00 p.m. as the date and time for the required Public Hearing on the proposed assessments. If a majority protest is received at the public hearing, the assessments cannot be

ITEM NO. 16.

PAGE 3 OF 4
SUBJECT: Landscape and Lighting Assessment Districts No. 1 and 2 DATE: June 3, 2024
BACKGROUND (continued):
levied. A majority protest exists if a majority of the parcel owners, weighted according to parcel size, object to the assessment.

DISCUSSION:

The Notice of Intention to Levy Annual Assessments for FY 2024/25 is being published in the Los Gatos Weekly on June 7 and June 14, 2024. Additionally, notices of the proposed assessments and of the scheduled public hearing were mailed to each of the property owners in the Districts, and to date, no protests or other written communication have been received. If communication is received prior to the June 18, 2024 Town Council meeting, it will be presented at the hearing.

The following table shows the number of parcels for each benefit zone and the proposed FY 2024/25 assessments:

Benefit Zone No. of Parcels Per Parcel Assessment
Blackwell Drive 5 $632
Kennedy Meadows 15 $685
Santa Rosa Heights 15 $300
Vasona Heights 33 $295
Hillbrook 34 $175
Gemini Court 20 $230
CONCLUSION:

Staff recommends that the Town Council open the public hearing, hear any protests, and adopt the six resolutions (Attachments 1-6) to continue the annual process of renewing the Landscape and Lighting Assessment Districts 1 and 2 for Fiscal Year 2024/25.

ALTERNATIVES:

If the Council chooses not to adopt the six resolutions, then the renewal process would halt, and staff would follow any alternative direction given by the Town Council. If the Town Council were to decide not to renew the Assessment Districts, staff would need direction about whether the services currently provided by the Districts should continue and how.

The two most likely options that the Town Council could choose would be to either:

1. Give the responsibility for providing the services back to the property owners within the districts, or

ITEM NO. 16.

PAGE 4 OF 4
SUBJECT: Landscape and Lighting Assessment Districts No. 1 and 2 DATE: June 3, 2024
ALTERNATIVES (continued):

2. Assume responsibility for providing the services through the Town’s General Fund Operating Budget.

As the Districts provide for higher levels of landscaping and lighting services within the specific benefit zones than in other areas of the Town, staff does not recommend either of these two approaches.

FISCAL IMPACT:

There are no direct fiscal impacts on the Town's General Fund as a result of administering the Landscape and Lighting Assessment Districts. All the costs associated with the Districts are recovered via the assessments levied against the property owners within the Districts. There are no proposed increases in any of the parcel assessments for FY 2024/25 that would require a ballot vote under Proposition 218.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

Attachments:

1. Resolution Confirming Diagram and Assessment and Levying and Authorizing Collection of Assessments – Blackwell Drive Benefit Zone

2. Resolution Confirming Diagram and Assessment and Levying and Authorizing Collection of Assessments – Kennedy Meadows Drive Benefit Zone

3. Resolution Confirming Diagram and Assessment and Levying and Authorizing Collection of Assessments – Santa Rosa Heights Benefit Zone.

4. Resolution Confirming Diagram and Assessment and Levying and Authorizing Collection of Assessments – Vasona Heights Benefit Zone.

5. Resolution Confirming Diagram and Assessment and Levying and Authorizing Collection of Assessments – Hillbrook Drive Benefit Zone.

6. Resolution Confirming Diagram and Assessment and Levying and Authorizing Collection of Assessments – Gemini Court Benefit Zone.

7. Engineer’s Report for Fiscal Year 2024/25.

ITEM NO. 16.

DRAFT RESOLUTION 2024-

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS

CONFIRMING DIAGRAM AND ASSESSMENT,

AND LEVYING AND AUTHORIZING COLLECTION OF ASSESSMENTS FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 1 -

BLACKWELL DRIVE BENEFIT ZONE
FOR FISCAL YEAR 2024/25
WHEREAS, on April 16, 2024, the Town Council ordered the Town Engineer to prepare and file a report regarding Landscape and Lighting Assessment District No. 1 - Blackwell Drive Benefit Zone regarding the improvements in the District and proposed assessments to support those improvements; and
WHEREAS, the Town Engineer prepared and filed that report; and WHEREAS, the Town Council considered and approved that report; and WHEREAS, the Engineer's Report contains a detailed description of the improvements in the District, the boundaries of the District, and the proposed assessments upon assessable lots and parcels of land within the District; and
WHEREAS, on May 21, 2024, the Town Council adopted Resolution No. 2024-20 declaring its intention to levy and collect assessments in Landscape and Lighting District No. 1 - Blackwell Drive Benefit Zone, and set the matter for public hearing in accordance with State law; and WHEREAS, notice of the public hearing was duly mailed and published in accordance with State law; and
WHEREAS, the public hearing on the proposed levy of assessments was held by the Town Council on June 18, 2024, at which time all interested persons present were heard; and WHEREAS, the proposed assessments are not proposed to be increased from any previous year; and
WHEREAS, the Town Council has received and considered all written and oral statements and protests regarding the proposed assessment.

ATTACHMENT 1

ITEM NO. 16.

NOW THEREFORE, BE IT RESOLVED:

1. The diagram and assessment attached hereto as Parts C and D are approved.

2. This Resolution shall constitute the levy of assessment for Landscape and Lighting Assessment District No. 1 - Blackwell Drive Benefit Zone, for Fiscal Year 2024/25.

3. The Town Clerk shall transmit a certified copy of this Resolution to the Tax Collector of Santa Clara County for entry on the County Assessment Roll opposite each lot or parcel of land in the amount assessed pursuant to the Resolution, and collection pursuant to Streets and Highways Code Sec. 22646 and payment to the Town pursuant to Streets and Highways Code Sec. 22647.

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos held on the 18th day of June 2024 by the following vote:

SIGNED:

MAYOR OF THE TOWN OF LOS GATOS

LOS GATOS, CALIFORNIA
DATE: __________________
ATTEST:

TOWN CLERK

LOS GATOS, CALIFORNIA
DATE: __________________

ITEM NO. 16.

PART C

ASSESSMENT ROLL
FISCAL YEAR 2024/25

BLACKWELL DRIVE BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $632 424-12-123
Lot 2 $632 424-12-124
Lot 3 $632 424-12-125
Lot 4 $632 424-12-126
Lot 5 $632 424-12-127
Total Assessment: $3,160
The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

METHOD OF APPORTIONMENT OF ASSESSMENT
The total amount of the assessment was apportioned equally to all the lots within the Blackwell Drive Benefit Zone of Landscape and Lighting Assessment District No. 1.

PROPERTY OWNERS LIST
APN
42412123
42412124
42412125
42412126
42412127

ITEM NO. 16.

ITEM NO. 16.

ATTACHMENT 2
DRAFT RESOLUTION 2024-

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS

CONFIRMING DIAGRAM AND ASSESSMENT,

AND LEVYING AND AUTHORIZING COLLECTION OF ASSESSMENTS FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 1 -

KENNEDY MEADOWS BENEFIT ZONE
FOR FISCAL YEAR 2024/25
WHEREAS, on April 16, 2024, the Town Council ordered the Town Engineer to prepare and file a report regarding Landscape and Lighting Assessment District No. 1 - Kennedy Meadows Benefit Zone regarding the improvements in the District and proposed assessments to support those improvements; and
WHEREAS, the Town Engineer prepared and filed that report; and WHEREAS, the Town Council considered and approved that report; and WHEREAS, the Engineer's Report contains a detailed description of the improvements in the District, the boundaries of the District, and the proposed assessments upon assessable lots and parcels of land within the District; and
WHEREAS, on May 21, 2024, the Town Council adopted Resolution No. 2024-21 declaring its intention to levy and collect assessments in Landscape and Lighting District No. 1 - Kennedy Meadows Benefit Zone, and set the matter for public hearing in accordance with State law; and WHEREAS, notice of the public hearing was duly mailed and published in accordance with State law; and
WHEREAS, the public hearing on the proposed levy of assessments was held by the Town Council on June 18, 2024, at which time all interested persons present were heard; and WHEREAS, the proposed assessments are not proposed to be increased from any previous year; and
WHEREAS, the Town Council has received and considered all written and oral statements and protests regarding the proposed assessment.

ITEM NO. 16.

ATTACHMENT 2
NOW THEREFORE, BE IT RESOLVED:

1. The diagram and assessment attached hereto as Parts C and D are approved.

2. This Resolution shall constitute the levy of assessment for Landscape and Lighting Assessment District No. 1 - Kennedy Meadows Benefit Zone, for Fiscal Year 2024/25.

3. The Town Clerk shall transmit a certified copy of this Resolution to the Tax Collector of Santa Clara County for entry on the County Assessment Roll opposite each lot or parcel of land in the amount assessed pursuant to the Resolution, and collection pursuant to Streets and Highways Code Sec. 22646 and payment to the Town pursuant to Streets and Highways Code Sec. 22647.

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos held on the 18th day of June 2024 by the following vote:

SIGNED:

MAYOR OF THE TOWN OF LOS GATOS

LOS GATOS, CALIFORNIA
DATE: __________________
ATTEST:

TOWN CLERK

LOS GATOS, CALIFORNIA
DATE: __________________

ITEM NO. 16.

ATTACHMENT 2
PART C

ASSESSMENT ROLL
FISCAL YEAR 2023/24

KENNEDY MEADOWS BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $685.00 532-18-050
Lot 2 $685.00 532-18-049
Lot 3 $685.00 532-18-048
Lot 4 $685.00 532-18-047
Lot 5 $685.00 532-18-052
Lot 6 $685.00 532-18-063
Lot 7 $685.00 532-18-062
Lot 8 $685.00 532-18-061
Lot 9 $685.00 532-18-060
Lot 10 $685.00 532-18-059
Lot 11 $685.00 532-18-058
Lot 12 $685.00 532-18-057
Lot 13 $685.00 532-18-056
Lot 14 $685.00 532-18-055
Lot 15 $685.00 532-18-054
Total Assessment: $10,275
The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

METHOD OF APPORTIONMENT OF ASSESSMENT
The total amount of the assessment was apportioned equally to all the lots within Kennedy Meadows Benefit Zone of Landscape and Lighting Assessment District No. 1.

ITEM NO. 16.

ATTACHMENT 2

KENNEDY MEADOWS BENEFIT ZONE

PROPERTY OWNERS LIST
APN
53218047
53218048
53218049
53218050
53218052
53218054
53218055
53218056
53218057
53218058
53218059
53218060
53218061
53218062
53218063

ITEM NO. 16.

ATTACHMENT 2

ITEM NO. 16.

ATTACHMENT 3
DRAFT RESOLUTION 2024-

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS

CONFIRMING DIAGRAM AND ASSESSMENT,

AND LEVYING AND AUTHORIZING COLLECTION OF ASSESSMENTS FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 1 -

SANTA ROSA HEIGHTS BENEFIT ZONE
FOR FISCAL YEAR 2024/25
WHEREAS, on April 16, 2024, the Town Council ordered the Town Engineer to prepare and file a report regarding Landscape and Lighting Assessment District No. 1 - Santa Rosa Heights Benefit Zone regarding the improvements in the District and proposed assessments to support those improvements; and
WHEREAS, the Town Engineer prepared and filed that report; and WHEREAS, the Town Council considered and approved that report; and WHEREAS, the Engineer's Report contains a detailed description of the improvements in the District, the boundaries of the District, and the proposed assessments upon assessable lots and parcels of land within the District; and
WHEREAS, on May 21, 2024, the Town Council adopted Resolution No. 2024-22 declaring its intention to levy and collect assessments in Landscape and Lighting District No. 1 - Santa Rosa Heights Benefit Zone, and set the matter for public hearing in accordance with State law; and WHEREAS, notice of the public hearing was duly mailed and published in accordance with State law; and
WHEREAS, the public hearing on the proposed levy of assessments was held by the Town Council on June 18, 2024, at which time all interested persons present were heard; and WHEREAS, the proposed assessments are not proposed to be increased from any previous year; and
WHEREAS, the Town Council has received and considered all written and oral statements and protests regarding the proposed assessment.

ITEM NO. 16.

ATTACHMENT 3
NOW THEREFORE, BE IT RESOLVED:

1. The diagram and assessment attached hereto as Parts C and D are approved.

2. This Resolution shall constitute the levy of assessment for Landscape and Lighting Assessment District No. 1 - Santa Rosa Heights Benefit Zone, for Fiscal Year 2023/24.

3. The Town Clerk shall transmit a certified copy of this Resolution to the Tax Collector of Santa Clara County for entry on the County Assessment Roll opposite each lot or parcel of land in the amount assessed pursuant to the Resolution, and collection pursuant to Streets and Highways Code Sec. 22646 and payment to the Town pursuant to Streets and Highways Code Sec. 22647.

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos held on the 20th day of June 2023 by the following vote:

SIGNED:

MAYOR OF THE TOWN OF LOS GATOS

LOS GATOS, CALIFORNIA
DATE: __________________
ATTEST:

TOWN CLERK

LOS GATOS, CALIFORNIA
DATE: __________________

ITEM NO. 16.

ATTACHMENT 3
PART C

ASSESSMENT ROLL
FISCAL YEAR 2023/24

SANTA ROSA HEIGHTS BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $300.00 537-31-001
Lot 2 $300.00 537-31-002
Lot 3 $300.00 537-31-003
Lot 4 $300.00 537-31-022
Lot 5 $300.00 537-31-023
Lot 6 $300.00 537-31-006
Lot 7 $300.00 537-31-007
Lot 8 $300.00 537-31-008
Lot 9 $300.00 537-31-009
Lot 10 $300.00 537-31-010
Lot 11 $300.00 537-31-011
Lot 12 $300.00 537-31-012
Lot 13 $300.00 537-31-013
Lot 14 $300.00 537-31-014
Lot 15 $300.00 537-31-015
Total Assessment: $4,500
The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

METHOD OF APPORTIONMENT OF ASSESSMENT
The total amount of the assessment was apportioned equally to all the lots within Santa Rosa Heights Benefit Zone of Landscape and Lighting Assessment District No. 1.

ITEM NO. 16.

ATTACHMENT 3

SANTA ROSA HEIGHTS BENEFIT ZONE

PROPERTY OWNERS LIST
APN
53731001
53731002
53731003
53731006
53731007
53731008
53731009
53731010
53731011
53731012
53731013
53731014
53731015
53731022
53731023

ITEM NO. 16.

ATTACHMENT 3

ITEM NO. 16.

ATTACHMENT 4
DRAFT RESOLUTION 2024-

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS

CONFIRMING DIAGRAM AND ASSESSMENT,

AND LEVYING AND AUTHORIZING COLLECTION OF ASSESSMENTS FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 1 -

VASONA HEIGHTS BENEFIT ZONE
FOR FISCAL YEAR 2024/25
WHEREAS, on April 16, 2024, the Town Council ordered the Town Engineer to prepare and file a report regarding Landscape and Lighting Assessment District No. 1 - Vasona Heights Benefit Zone regarding the improvements in the District and proposed assessments to support those improvements; and
WHEREAS, the Town Engineer prepared and filed that report; and WHEREAS, the Town Council considered and approved that report; and WHEREAS, the Engineer's Report contains a detailed description of the improvements in the District, the boundaries of the District, and the proposed assessments upon assessable lots and parcels of land within the District; and
WHEREAS, on May 21, 2024, the Town Council adopted Resolution No. 2024-23 declaring its intention to levy and collect assessments in Landscape and Lighting District No. 1 - Vasona Heights Benefit Zone, and set the matter for public hearing in accordance with State law; and WHEREAS, notice of the public hearing was duly mailed and published in accordance with State law; and
WHEREAS, the public hearing on the proposed levy of assessments was held by the Town Council on June 18, 2024, at which time all interested persons present were heard; and WHEREAS, the proposed assessments are not proposed to be increased from any previous year; and
WHEREAS, the Town Council has received and considered all written and oral statements and protests regarding the proposed assessment,

ITEM NO. 16.

ATTACHMENT 4
NOW THEREFORE, BE IT RESOLVED:

1. The diagram and assessment attached hereto as Parts C and D are approved.

2. This Resolution shall constitute the levy of assessment for Landscape and Lighting Assessment District No. 1 - Vasona Heights Benefit Zone, for Fiscal Year 2024/25.

3. The Town Clerk shall transmit a certified copy of this Resolution to the Tax Collector of Santa Clara County for entry on the County Assessment Roll opposite each lot or parcel of land in the amount assessed pursuant to the Resolution, and collection pursuant to Streets and Highways Code Sec. 22646 and payment to the Town pursuant to Streets and Highways Code Sec. 22647.

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos held on the 18th day of June 202 by the following vote:

SIGNED:

MAYOR OF THE TOWN OF LOS GATOS

LOS GATOS, CALIFORNIA
DATE: __________________
ATTEST:

TOWN CLERK

LOS GATOS, CALIFORNIA
DATE: __________________

ITEM NO. 16.

ATTACHMENT 4
PART C

ASSESSMENT ROLL
FISCAL YEAR 2023/24

VASONA HEIGHTS BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $295.00 529-13-056
Lot 2 $295.00 529-13-055
Lot 3 $295.00 529-13-054
Lot 4 $295.00 529-13-053
Lot 5 $295.00 529-13-052
Lot 6 $295.00 529-13-051
Lot 7 $295.00 529-13-049
Lot 8 $295.00 529-13-048
Lot 9 $295.00 529-13-047
Lot 10 $295.00 529-13-046
Lot 11 $295.00 529-13-044
Lot 12 $295.00 529-13-043
Lot 13 $295.00 529-13-042
Lot 14 $295.00 529-13-041
Lot 15 $295.00 529-13-040
Lot 16 $295.00 529-13-039
Lot 17 $295.00 529-13-038
Lot 18 $295.00 529-13-037
Lot 19 $295.00 529-13-036
Lot 20 $295.00 529-13-035
Lot 21 $295.00 529-13-060
Lot 22 $295.00 529-13-061
Lot 23 $295.00 529-13-032
Lot 24 $295.00 529-13-031
Lot 25 $295.00 529-13-030
Lot 26 $295.00 529-13-029
Lot 27 $295.00 529-13-028
Lot 28 $295.00 529-13-063
Lot 29 $295.00 529-13-062
Lot 30 $295.00 529-13-022
Lot 31 $295.00 529-13-021
Lot 32 $295.00 529-13-058
Lot 33 $295.00 529-13-059
Total Assessment: $9,735.00

ITEM NO. 16.

ATTACHMENT 4

METHOD OF APPORTIONMENT OF ASSESSMENT
The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

The total amount of the assessment was apportioned equally to all the lots within Vasona Heights Benefit Zone of Landscape and Lighting Assessment District No. 1.

VASONA HEIGHTS BENEFIT ZONE

PROPERTY OWNERS LIST
APN
52913021
52913022
52913028
52913029
52913030
52913031
52913032
52913035
52913036
52913037
52913038
52913039
52913040
52913041
52913042
52913043
52913044
52913046
52913047
52913048
52913049
52913051
52913052
52913053
52913054
52913055
52913056
52913058
52913059
52913060
52913061
52913062
52913063

ITEM NO. 16.

ATTACHMENT 4

ITEM NO. 16.

ATTACHMENT 5
DRAFT RESOLUTION 2024-

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS

CONFIRMING DIAGRAM AND ASSESSMENT,

AND LEVYING AND AUTHORIZING COLLECTION OF ASSESSMENTS FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 1 -

HILLBROOK DRIVE BENEFIT ZONE
FOR FISCAL YEAR 2024/25
WHEREAS, on April 16, 2024, the Town Council ordered the Town Engineer to prepare and file a report regarding Landscape and Lighting Assessment District No. 1 - Hillbrook Drive Benefit Zone regarding the improvements in the District and proposed assessments to support those improvements; and
WHEREAS, the Town Engineer prepared and filed that report; and WHEREAS, the Town Council considered and approved that report; and WHEREAS, the Engineer's Report contains a detailed description of the improvements in the District, the boundaries of the District, and the proposed assessments upon assessable lots and parcels of land within the District; and
WHEREAS, on May 21, 2024, the Town Council adopted Resolution No. 2024-24 declaring its intention to levy and collect assessments in Landscape and Lighting District No. 1 - Hillbrook Drive Benefit Zone, and set the matter for public hearing in accordance with State law; and WHEREAS, notice of the public hearing was duly mailed and published in accordance with State law; and
WHEREAS, the public hearing on the proposed levy of assessments was held by the Town Council on June 18, 2024, at which time all interested persons present were heard; and WHEREAS, the proposed assessments are not proposed to be increased from any previous year; and
WHEREAS, the Town Council has received and considered all written and oral statements and protests regarding the proposed assessment.

ITEM NO. 16.

ATTACHMENT 5
NOW THEREFORE, BE IT RESOLVED:

1. The diagram and assessment attached hereto as Parts C and D are approved.

2. This Resolution shall constitute the levy of assessment for Landscape and Lighting Assessment District No. 1 - Hillbrook Drive Benefit Zone, for Fiscal Year 2024/25.

3. The Town Clerk shall transmit a certified copy of this Resolution to the Tax Collector of Santa Clara County for entry on the County Assessment Roll opposite each lot or parcel of land in the amount assessed pursuant to the Resolution, and collection pursuant to Streets and Highways Code Sec. 22646 and payment to the Town pursuant to Streets and Highways Code Sec. 22647.

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos held on the 18th day of June 2024 by the following vote:

SIGNED:

MAYOR OF THE TOWN OF LOS GATOS

LOS GATOS, CALIFORNIA
DATE: __________________
ATTEST:

TOWN CLERK

LOS GATOS, CALIFORNIA
DATE: __________________

ITEM NO. 16.

ATTACHMENT 5
PART C

ASSESSMENT ROLL
FISCAL YEAR 2023/24

HILLBROOK BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $175.00 523-11-027
Lot 2 $175.00 523-11-026
Lot 3 $175.00 523-11-025
Lot 4 $175.00 523-11-024
Lot 5 $175.00 523-11-023
Lot 6 $175.00 523-11-022
Lot 7 $175.00 523-11-021
Lot 8 $175.00 523-11-020
Lot 9 $175.00 523-11-019
Lot 10 $175.00 523-11-018
Lot 11 $175.00 523-07-030
Lot 12 $175.00 523-07-029
Lot 13 $175.00 523-07-028
Lot 14 $175.00 523-07-027
Lot 15 $175.00 523-07-026
Lot 16 $175.00 523-07-025
Lot 17 $175.00 523-07-024
Lot 18 $175.00 523-07-023
Lot 19 $175.00 523-07-022
Lot 20 $175.00 523-07-021
Lot 21 $175.00 523-07-020
Lot 22 $175.00 523-07-019
Lot 23 $175.00 523-07-018
Lot 24 $175.00 523-07-017
Lot 25 $175.00 523-07-016
Lot 26 $175.00 523-07-015
Lot 27 $175.00 523-07-014
Lot 28 $175.00 523-07-013
Lot 29 $175.00 523-07-012
Lot 30 $175.00 523-07-011
Lot 31 $175.00 523-07-010
Lot 32 $175.00 523-07-009
Lot 33 $175.00 523-07-008
Lot 34 $175.00 523-07-007
Total Assessment: $5,950

ITEM NO. 16.

ATTACHMENT 5

ASSESSMENT ROLL
FISCAL YEAR 2023/24

HILLBROOK BENEFIT ZONE
The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

METHOD OF APPORTIONMENT OF ASSESSMENT
The total amount of the assessment was apportioned equally to all the lots within Landscape and Lighting Assessment District No. 1--Hillbrook Benefit Zone.

ITEM NO. 16.

ATTACHMENT 5

HILLBROOK BENEFIT ZONE

PROPERTY OWNERS LIST
APN
52307007
52307008
52307009
52307010
52307011
52307012
52307013
52307014
52307015
52307016
52307017
52307018
52307019
52307020
52307021
52307022
52307023
52307024
52307025
52307026
52307027
52307028
52307029
52307030
52311018
52311019
52311020
52311021
52311022
52311023
52311024
52311025
52311026
52311027

ITEM NO. 16.

ATTACHMENT 5

ITEM NO. 16.

ATTACHMENT 6
DRAFT RESOLUTION 2024-

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS

CONFIRMING DIAGRAM AND ASSESSMENT,

AND LEVYING AND AUTHORIZING COLLECTION OF ASSESSMENTS FOR LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 2 -

GEMINI COURT BENEFIT ZONE
FOR FISCAL YEAR 2024/25
WHEREAS, on April 16, 2024, the Town Council ordered the Town Engineer to prepare and file a report regarding Landscape and Lighting Assessment District No. 2 - Gemini Court Drive Benefit Zone regarding the improvements in the District and proposed assessments to support those improvements; and
WHEREAS, the Town Engineer prepared and filed that report; and WHEREAS, the Town Council considered and approved that report; and WHEREAS, the Engineer's Report contains a detailed description of the improvements in the District, the boundaries of the District, and the proposed assessments upon assessable lots and parcels of land within the District; and
WHEREAS, on May 21, 2024, the Town Council adopted Resolution No. 2024-25 declaring its intention to levy and collect assessments in Landscape and Lighting District No. 2 - Gemini Court Benefit Zone, and set the matter for public hearing in accordance with State law; and WHEREAS, notice of the public hearing was duly mailed and published in accordance with State law; and
WHEREAS, the public hearing on the proposed levy of assessments was held by the Town Council on June 18, 2024, at which time all interested persons present were heard; and WHEREAS, the proposed assessments are not proposed to be increased from any previous year; and
WHEREAS, the Town Council has received and considered all written and oral statements and protests regarding the proposed assessment.

ITEM NO. 16.

ATTACHMENT 6
NOW THEREFORE, BE IT RESOLVED:

1. The diagram and assessment attached hereto as Parts C and D are approved.

2. This Resolution shall constitute the levy of assessment for Landscape and Lighting Assessment District No. 2 - Gemini Court Benefit Zone, for Fiscal Year 2024/25.

3. The Town Clerk shall transmit a certified copy of this Resolution to the Tax Collector of Santa Clara County for entry on the County Assessment Roll opposite each lot or parcel of land in the amount assessed pursuant to the Resolution, and collection pursuant to Streets and Highways Code Sec. 22646 and payment to the Town pursuant to Streets and Highways Code Sec. 22647.

PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos held on the 18th day of June 2024 by the following vote:

SIGNED:

MAYOR OF THE TOWN OF LOS GATOS

LOS GATOS, CALIFORNIA
DATE: __________________
ATTEST:

TOWN CLERK

LOS GATOS, CALIFORNIA
DATE: __________________

ITEM NO. 16.

ATTACHMENT 6
PART C

ASSESSMENT ROLL
FISCAL YEAR 2023/24

GEMINI COURT BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $230.00 567-64-051
Lot 2 $230.00 567-64-050
Lot 3 $230.00 567-64-049
Lot 4 $230.00 567-64-048
Lot 5 $230.00 567-64-047
Lot 6 $230.00 567-64-046
Lot 7 $230.00 567-64-045
Lot 8 $230.00 567-64-044
Lot 9 $230.00 567-64-054
Lot 10 $230.00 567-64-053
Lot 11 $230.00 567-64-052
Lot 12 $230.00 567-64-042
Lot 13 $230.00 567-64-041
Lot 14 $230.00 567-64-040
Lot 15 $230.00 567-64-039
Lot 16 $230.00 567-64-038
Lot 17 $230.00 567-64-037
Lot 18 $230.00 567-64-036
Lot 19 $230.00 567-64-035
Lot 20 $230.00 567-64-034
Total Assessment: $4,600.00
The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

METHOD OF APPORTIONMENT OF ASSESSMENT
The total amount of the assessment was apportioned equally to all the lots within the Gemini Court Benefit Zone of Landscape and Lighting Assessment District No. 2.

ITEM NO. 16.

ATTACHMENT 6

GEMINI COURT BENEFIT ZONE

PROPERTY OWNERS LIST
APN
56764034
56764035
56764036
56764037
56764038
56764039
56764040
56764041
56764042
56764044
56764045
56764046
56764047
56764048
56764049
56764050
56764051
56764052
56764053
56764054

ITEM NO. 16.

ATTACHMENT 6

ITEM NO. 16.

Landscape and Lighting
Assessment Districts No. 1 and 2
Fiscal Year
2024/25

ENGINEER'S REPORT
ATTACHMENT 7

ITEM NO. 16.

ENGINEER'S REPORT

LANDSCAPE AND LIGHTING
ASSESSMENT DISTRICT NO. 1 AND 2
(Pursuant to the Landscape and Lighting Act of 1972)
The Engineer of Work respectfully submits the enclosed report as directed by the Town Council.
__ May 6, 2024

GARY HEAP DATE
Town Engineer
I HEREBY CERTIFY that the enclosed Engineer's Report, with Assessment and Assessment Diagram thereto attached was filed with me on the _______ day of ________, 2024.

TOWN CLERK, Town of Los Gatos
Santa Clara County, California
I HEREBY CERTIFY that the enclosed Engineer's Report, with Assessment and Assessment Diagram thereto attached, was approved and confirmed by the Town Council of the Town of Los Gatos, California on the 21st day of May 2024, by Resolution No. 2024- 019 TOWN CLERK, Town of Los Gatos
Santa Clara County, California
I HEREBY CERTIFY that the enclosed Engineer's Report, with Assessment and Assessment Diagram thereto attached was filed with the County Assessor of the County of Santa Clara on the day of , 2024.
6th May

ITEM NO. 16.

Landscape and Lighting
Assessment District No. 1

BLACKWELL DRIVE

BENEFIT ZONE
Fiscal Year
2024/25

ENGINEER'S REPORT

ITEM NO. 16.

ENGINEER'S REPORT
FISCAL YEAR 2024/25
LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 1
(Pursuant to the Landscaping and Lighting Act of 1972)

BLACKWELL DRIVE BENEFIT ZONE
WooJae Kim, Town Engineer for Landscape and Lighting Assessment District No. 1, Town of Los Gatos, Santa Clara County, California, makes this report, as directed by the Town Council, pursuant to Section 22566, et seq. of the Streets and Highways Code (Landscaping and Lighting Act of 1972).

The improvements that are the subject of this report are briefly described as follows:

Maintaining the landscaping in the median island constructed as a part of Tract No. 8306 and maintaining the streetlights installed along Blackwell Drive and National Avenue as a part of Tract No. 8306.

This report consists of four parts, as follows:

PART A: Plans and specifications for the improvements are filed in the Clerk Department.

Although separately bound, the plans and specifications are a part of this report and are included in it by reference.

PART B: An estimate of the cost of the improvements.

PART C: An assessment of the estimated cost of the improvements on each benefited parcel within the assessment district, the method by which the Engineer of Work has determined the proposed assessment against each parcel, and a list of the owners of real property within this assessment district, as shown on the last equalized assessment roll for taxes, or as known to the Town Clerk.

PART D: A diagram showing all of the parcels of real property within this assessment district. The diagram is keyed to Part C by assessment number.

Respectfully submitted,
May 6, 2024

GARY HEAP DATE
Town Engineer
Type text here

ITEM NO. 16.

PART A
FISCAL YEAR 2024/25

PLANS, SPECIFICATIONS AND REPORTS

BLACKWELL DRIVE BENEFIT ZONE
Plans and specifications for the improvements are those prepared by Greg G. Ing, and Associates, dated February 16, 1990. These plans and specifications have been filed separately in the Clerk Department of the Town of Los Gatos and are incorporated in the Report by reference.

ITEM NO. 16.

Fiscal Year 2022/23 Resources
Fund Balance 6/30/22 $ 13,741
Assessment 3,160
Delinquent Assessment 0
Penalties/Late Fees 0
Interest 243
Total Resources Available for FY 2022/23 $ 17,143
Fiscal Year 2022/23 Expenses
Santa Clara County Collection Fee $ 32
Publication & Notification Charges 476
Light Pole Maintenance 0
Electric Utility 0
San Jose Water 681
Landscape Contractor 1,340
Town Administrative Charges 460
Total Expenses for FY 2022/23 $ 2,988
Ending Fund Balance for FY 2022/23 $ 14,155
Fiscal Year 2023/24 Estimated Resources
Fund Balance 6/30/23 $ 14,155
Assessment 3,160
Interest 50
Total Estimated Resources Available for FY 2023/24 $ 17,365 Fiscal Year 2023/24 Estimated Expenses
Santa Clara County Collection Fee $ 32
Publication & Notification Charges 300
Tree Services 0
Weed Abatement 0
Light Pole Maintenance 0
Electric Utility 0
San Jose Water 910
Landscape Contractor 1,742
District Capital Improvement 0
Town Administrative Charges 460
Total Estimated Expenses for FY 2023/24 $ 3,444
Estimated Ending Fund Balance for FY 2023/24 $ 13,921
PART B

ESTIMATE OF THE COST OF IMPROVEMENTS
FISCAL YEAR 2023/24

BLACKWELL DRIVE BENEFIT ZONE

ITEM NO. 16.

PART C

ASSESSMENT ROLL
FISCAL YEAR 2024/25

BLACKWELL DRIVE BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $632 424-12-123
Lot 2 $632 424-12-124
Lot 3 $632 424-12-125
Lot 4 $632 424-12-126
Lot 5 $632 424-12-127
Total Assessment: $3,160
The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

METHOD OF APPORTIONMENT OF ASSESSMENT
The total amount of the assessment was apportioned equally to all the lots within the Blackwell Drive Benefit Zone of Landscape and Lighting Assessment District No. 1.

ITEM NO. 16.

BLACKWELL DRIVE BENEFIT ZONE

PROPERTY OWNERS LIST
APN
42412123
42412124
42412125
42412126
42412127

ITEM NO. 16.

ITEM NO. 16.

Landscape and Lighting
Assessment District No. 1

KENNEDY MEADOWS

BENEFIT ZONE
Fiscal Year
2024/25

ENGINEER'S REPORT

ITEM NO. 16.

ENGINEER'S REPORT
FISCAL YEAR 2024/25
LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 1
(Pursuant to the Landscaping and Lighting Act of 1972)

KENNEDY MEADOWS BENEFIT ZONE
WooJae Kim, Town Engineer for Landscape and Lighting Assessment District No. 1--Kennedy Meadows Benefit Zone, Town of Los Gatos, Santa Clara County, California, makes this report, as directed by the Town Council, pursuant to Section 22566, et seq. of the Streets and Highways Code (Landscaping and Lighting Act of 1972).

The improvements that are the subject of this report are briefly described as follows:

The maintenance of trees, landscaping, irrigation systems, trail, and streetlights within open space areas (Parcels A and B) and along Kennedy Court and Forrester Court, as shown on the approved improvement for Tract No. 8612, Los Gatos, California and the riparian and wetlands area described in the report by H. T. Harvey Associates, dated November 11, 1994.

This report consists of four parts, as follows:

PART A: Plans and specifications for the improvements and the report by H. T. Harvey Associates are filed in the Clerk Department. Although separately bound, the plans, specifications and H.T. Harvey report are a part of this report and are included in it by reference.

PART B: An estimate of the cost of the improvements, including interest on the funds advanced to the benefit zone by the Town.

PART C: An assessment of the estimated cost of the improvements on each benefited parcel within the assessment district, the method by which the Engineer of Work has determined the amount proposed to be assessed against each parcel, and a list of the owners of real property within this assessment district, as shown on the last equalized assessment roll for taxes, or as known to the Town Clerk.

PART D: A diagram showing all of the parcels of real property within this assessment district. The diagram is keyed to Part C by assessment number.

Respectfully submitted,
May 6, 2024

GARY HEAP DATE
Town Engineer

ITEM NO. 16.

PART A
FISCAL YEAR 2024/25

PLANS, SPECIFICATIONS AND REPORTS

KENNEDY MEADOWS BENEFIT ZONE
Plans and specifications for the improvements are those prepared by Nowack and Associates, Civil Engineers, dated September 21, 1994, their job number 90-263C, pages 1 - 11. These plans and specifications have been filed separately in the Clerk Department of the Town of Los Gatos and are incorporated in the Report by reference.

The wetlands mitigation and monitoring plan was prepared by H.T. Harvey & Associates, Ecological Consultants, dated November 11, 1994, their file number 733-04, 11 pages. A revised wetlands mitigation plan is contained in a letter to the U.S. Army Corp of Engineers and California Regional Water Quality Control Board dated August 30, 1995 and as-built plans in a letter dated February 21, 1995. The original report and letters have been filed separately in the Clerk Department of the Town of Los Gatos and are incorporated in this Report by reference.

ITEM NO. 16.

Fiscal Year 2022/23 Resources
Fund Balance 6/30/22 $ 21,341
Assessment 10,344
Delinquent Assessment 0
Penalties/Late Fees 0
Interest 367
Total Resources Available for FY 2022/23 $ 32,051
Fiscal Year 2022/23 Expenses
Santa Clara County Collection Fee $ 103
Publication & Notification Charges 496
Light Pole Maintenance 0
Weed Abatement 0
Electric Utility 0
San Jose Water 2,049
Landscape Contractor 7,956
Town Administrative Charges 1,510
Improvements (Trail) 0
Total Expenses for FY 2022/23 $ 12,113
Ending Fund Balance for FY 2022/23 $ 19,938
Fiscal Year 2023/24 Estimated Resources
Fund Balance 6/30/23 $ 19,938
Assessment 10,275
Interest 330
Total Estimated Resources Available for FY 2023/24 $ 30,543 Fiscal Year 2023/24 Estimated Expenses
Santa Clara County Collection Fee $ 103
Publication & Notification Charges 300
Tree Services 0
Weed Abatement 0
Light Pole Maintenance 0
Electric Utility 0
San Jose Water 1,000
Landscape Contractor 11,882
District Capital Improvements 0
Town Administrative Charges 1,510
Total Estimated Expenses for FY 2023/24 $ 14,795
Estimated Ending Fund Balance for FY 2023/24 $ 15,748
PART B

ESTIMATE OF THE COST OF IMPROVEMENTS
FISCAL YEAR 2023/24

KENNEDY MEADOWS BENEFIT ZONE

ITEM NO. 16.

PART C

ASSESSMENT ROLL
FISCAL YEAR 2024/25

KENNEDY MEADOWS BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $685.00 532-18-050
Lot 2 $685.00 532-18-049
Lot 3 $685.00 532-18-048
Lot 4 $685.00 532-18-047
Lot 5 $685.00 532-18-052
Lot 6 $685.00 532-18-063
Lot 7 $685.00 532-18-062
Lot 8 $685.00 532-18-061
Lot 9 $685.00 532-18-060
Lot 10 $685.00 532-18-059
Lot 11 $685.00 532-18-058
Lot 12 $685.00 532-18-057
Lot 13 $685.00 532-18-056
Lot 14 $685.00 532-18-055
Lot 15 $685.00 532-18-054
Total Assessment: $10,275
The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

METHOD OF APPORTIONMENT OF ASSESSMENT
The total amount of the assessment was apportioned equally to all the lots within Kennedy Meadows Benefit Zone of Landscape and Lighting Assessment District No. 1.

ITEM NO. 16.

KENNEDY MEADOWS BENEFIT ZONE

PROPERTY OWNERS LIST
APN
53218047
53218048
53218049
53218050
53218052
53218054
53218055
53218056
53218057
53218058
53218059
53218060
53218061
53218062
53218063

ITEM NO. 16.

ITEM NO. 16.

Landscape and Lighting
Assessment District No. 1

SANTA ROSA HEIGHTS

BENEFIT ZONE
Fiscal Year
2024/25

ENGINEER'S REPORT

ITEM NO. 16.

ENGINEER'S REPORT
FISCAL YEAR 2024/25
LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 1
(Pursuant to the Landscaping and Lighting Act of 1972)

SANTA ROSA HEIGHTS BENEFIT ZONE
WooJae Kim, Town Engineer for Landscape and Lighting Assessment District No. 1--Santa Rosa Heights Benefit Zone, Town of Los Gatos, Santa Clara County, California, makes this report, as directed by the Town Council, pursuant to Section 22566, et seq. of the Streets and Highways Code (Landscaping and Lighting Act of 1972).

The improvements that are the subject of this report are briefly described as follows:

The maintenance of trees, landscaping, trail and retaining walls, as shown on the approved improvement plans for Tract No. 8400, Los Gatos, California.

This report consists of four parts, as follows:

PART A: Plans and specifications for the improvements are filed in the Clerk Department.

Although separately bound, the plans and specifications are a part of this report and are included in it by reference.

PART B: An estimate of the cost of the improvements.

PART C: An assessment of the estimated cost of the improvements on each benefited parcel within the assessment district, the method by which the Engineer of Work has determined the amount proposed to be assessed against each parcel, and a list of the owners of real property within this assessment district, as shown on the last equalized assessment roll for taxes, or as known to the Town Clerk.

PART D: A diagram showing all of the parcels of real property within this assessment district. The diagram is keyed to Part C by assessment number.

Respectfully submitted,
May 6, 2024

GARY HEAP DATE
Town Engineer
Type text here

ITEM NO. 16.

PART A
FISCAL YEAR 2024/25

PLANS, SPECIFICATIONS AND REPORTS

SANTA ROSA HEIGHTS BENEFIT ZONE
Plans and specifications for the improvements are those prepared by Nowack & Associates, dated February 1991, their job number 90-295. These plans and specifications have been filed separately in the Clerk Department of the Town of Los Gatos and are incorporated in the Report by reference.

ITEM NO. 16.

SANTA ROSA HEIGHTS BENEFIT ZONE
Fiscal Year 2022/23 Resources
Fund Balance 6/30/22 $ 40,708
Assessment 4,545
Delinquent Assessment 0
Penalties/Late Fees 0
Interest 690
Total Resources Available for FY 2022/23 $ 45,942
Fiscal Year 2022/23 Expenses
Santa Clara County Collection Fee $ 45
Publication & Notification Charges 470
Light Pole Maintenance 0
Electric Utility 0
San Jose Water 0
Landscape Contractor 8,398
Town Administrative Charges 660
Total Expenses for FY 2022/23 $ 9,573
Ending Fund Balance for FY 2022/23 $ 36,369
Fiscal Year 2023/24 Estimated Resources
Fund Balance 6/30/23 $ 36,369
Assessment 4,500
Interest 50
Total Estimated Resources Available for FY 2023/24 $ 40,919 Fiscal Year 2023/24 Estimated Expenses
Santa Clara County Collection Fee $ 45
Publication & Notification Charges 300
Tree Services 0
Weed Abatement 0
Light Pole Maintenance 0
Electric Utility 0
San Jose Water 0
Landscape Contractor 11,882
Town Administrative Charges 660
District Capital Improvements 0
Total Estimated Expenses for FY 2023/24 $ 12,887
Estimated Ending Fund Balance for FY 2023/24 $ 28,032
PART B

ESTIMATE OF THE COST OF IMPROVEMENTS
FISCAL YEAR 2023/24

ITEM NO. 16.

PART C

ASSESSMENT ROLL
FISCAL YEAR 2024/25

SANTA ROSA HEIGHTS BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $300.00 537-31-001
Lot 2 $300.00 537-31-002
Lot 3 $300.00 537-31-003
Lot 4 $300.00 537-31-022
Lot 5 $300.00 537-31-023
Lot 6 $300.00 537-31-006
Lot 7 $300.00 537-31-007
Lot 8 $300.00 537-31-008
Lot 9 $300.00 537-31-009
Lot 10 $300.00 537-31-010
Lot 11 $300.00 537-31-011
Lot 12 $300.00 537-31-012
Lot 13 $300.00 537-31-013
Lot 14 $300.00 537-31-014
Lot 15 $300.00 537-31-015
Total Assessment: $4,500
The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

METHOD OF APPORTIONMENT OF ASSESSMENT
The total amount of the assessment was apportioned equally to all the lots within Santa Rosa Heights Benefit Zone of Landscape and Lighting Assessment District No. 1.

ITEM NO. 16.

SANTA ROSA HEIGHTS BENEFIT ZONE

PROPERTY OWNERS LIST
APN
53731001
53731002
53731003
53731006
53731007
53731008
53731009
53731010
53731011
53731012
53731013
53731014
53731015
53731022
53731023

ITEM NO. 16.

ITEM NO. 16.

Landscaping and Lighting
Assessment District No. 1

VASONA HEIGHTS

BENEFIT ZONE
Fiscal Year
2024/25

ENGINEER'S REPORT

ITEM NO. 16.

ENGINEER'S REPORT
FISCAL YEAR 2024/25
LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT NO. 1
(Pursuant to the Landscaping and Lighting Act of 1972)

VASONA HEIGHTS BENEFIT ZONE
WooJae Kim, Town Engineer for Landscaping and Lighting Assessment District No. 1--Vasona Heights Benefit Zone, Town of Los Gatos, Santa Clara County, California, makes this report, as directed by the Town Council, pursuant to Section 22566, et seq. of the Streets and Highways Code (Landscaping and Lighting Act of 1972).

The improvements that are the subject of this report are briefly described as follows:

The maintenance of trees, landscaping, irrigation systems, trail, emergency access, and retaining wall within open space areas, as shown on the approved improvement for Tract No. 8280, Los Gatos, California.

This report consists of four parts, as follows:

PART A: Plans and specifications for the improvements are filed in the Clerk Department.

Although separately bound, the plans and specifications are a part of this report and are included in it by reference.

PART B: An estimate of the cost of the improvements.

PART C: An assessment of the estimated cost of the improvements on each benefited parcel within the assessment district, the method by which the Engineer of Work has determined the amount proposed to be assessed against each parcel, and a list of the owners of real property within this assessment district, as shown on the last equalized assessment roll for taxes, or as known to the Town Clerk.

PART D: A diagram showing all of the parcels of real property within this assessment district. The diagram is keyed to Part C by assessment number.

Respectfully submitted,
May 6, 2024

GARY HEAP DATE
Town Engineer

ITEM NO. 16.

PART A
FISCAL YEAR 2024/25

PLANS, SPECIFICATIONS AND REPORTS

VASONA HEIGHTS BENEFIT ZONE
Plans and specifications for the improvements are those prepared by Dillon/Drulias Associates, Landscape Architects, dated April 16, 1990, their job number 8840, pages L1 - L17 and revised planting and irrigation plans as prepared by Greg Ing and Associates, dated November 3, 1992 and revised November 23, 1993. These plans and specifications have been filed separately in the Clerk Department of the Town of Los Gatos and are incorporated in the Report by reference.

ITEM NO. 16.

Fiscal Year 2022/23 Resources
Fund Balance 6/30/22 $ 37,510
Assessment 9,735
Delinquent Assessment 0
Penalties/Late Fees 0
Interest 673
Total Resources Available for FY 2022/23 $ 47,918
Fiscal Year 2022/23 Expenses
Santa Clara County Collection Fee $ 97
Publication & Notification Charges 476
Light Pole Maintenance 0
Electric Utility 0
San Jose Water 1,869
Landscape Contractor 3,781
Town Administrative Charges 1,430
District Capital Improvements 0
Total Expenses for FY 2022/23 $ 7,653
Ending Fund Balance for FY 2022/23 $ 40,265
Fiscal Year 2023/24 Estimated Resources
Fund Balance 6/30/23 $ 40,265
Assessment 9,735
Interest 340
Total Estimated Resources Available for FY 2023/24 $ 50,340 Fiscal Year 2023/24 Estimated Expenses
Santa Clara County Collection Fee $ 97
Publication & Notification Charges 300
Tree Services 0
Weed Abatement 0
Light Pole Maintenance 0
Electric Utility 0
San Jose Water 2,319
Landscape Contractor 5,356
Town Administrative Charges 1,430
District Capital Improvements 0
Total Estimated Expenses for FY 2023/24 $ 9,502
Estimated Ending Fund Balance for FY 2023/24 $ 40,838
PART B

ESTIMATE OF THE COST OF IMPROVEMENTS
FISCAL YEAR 2023/24

VASONA HEIGHTS BENEFIT ZONE

ITEM NO. 16.

PART C

ASSESSMENT ROLL
FISCAL YEAR 2024/25

VASONA HEIGHTS BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $295.00 529-13-056
Lot 2 $295.00 529-13-055
Lot 3 $295.00 529-13-054
Lot 4 $295.00 529-13-053
Lot 5 $295.00 529-13-052
Lot 6 $295.00 529-13-051
Lot 7 $295.00 529-13-049
Lot 8 $295.00 529-13-048
Lot 9 $295.00 529-13-047
Lot 10 $295.00 529-13-046
Lot 11 $295.00 529-13-044
Lot 12 $295.00 529-13-043
Lot 13 $295.00 529-13-042
Lot 14 $295.00 529-13-041
Lot 15 $295.00 529-13-040
Lot 16 $295.00 529-13-039
Lot 17 $295.00 529-13-038
Lot 18 $295.00 529-13-037
Lot 19 $295.00 529-13-036
Lot 20 $295.00 529-13-035
Lot 21 $295.00 529-13-060
Lot 22 $295.00 529-13-061
Lot 23 $295.00 529-13-032
Lot 24 $295.00 529-13-031
Lot 25 $295.00 529-13-030
Lot 26 $295.00 529-13-029
Lot 27 $295.00 529-13-028
Lot 28 $295.00 529-13-063
Lot 29 $295.00 529-13-062
Lot 30 $295.00 529-13-022
Lot 31 $295.00 529-13-021
Lot 32 $295.00 529-13-058
Lot 33 $295.00 529-13-059
Total Assessment: $9,735.00

ITEM NO. 16.

METHOD OF APPORTIONMENT OF ASSESSMENT
The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

The total amount of the assessment was apportioned equally to all the lots within Vasona Heights Benefit Zone of Landscaping and Lighting Assessment District No. 1.

ITEM NO. 16.

VASONA HEIGHTS BENEFIT ZONE

PROPERTY OWNERS LIST
APN
52913021
52913022
52913028
52913029
52913030
52913031
52913032
52913035
52913036
52913037
52913038
52913039
52913040
52913041
52913042
52913043
52913044
52913046
52913047
52913048
52913049
52913051
52913052
52913053
52913054
52913055
52913056
52913058
52913059
52913060
52913061
52913062
52913063

ITEM NO. 16.

ITEM NO. 16.

Landscape and Lighting
Assessment District No. 1

HILLBROOK

BENEFIT ZONE
Fiscal Year
2024/25

ENGINEER'S REPORT

ITEM NO. 16.

ENGINEER'S REPORT
FISCAL YEAR 2024/25
LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 1
(Pursuant to the Landscaping and Lighting Act of 1972)

HILLBROOK BENEFIT ZONE
WooJae Kim, Town Engineer for Landscape and Lighting Assessment District No. 1--Hillbrook Benefit Zone, Town of Los Gatos, Santa Clara County, California, makes this report, as directed by the Town Council, pursuant to Section 22566, et seq. of the Streets and Highways Code (Landscaping and Lighting Act of 1972).

The improvements that are the subject of this report are briefly described as follows:

The maintenance of trees, landscaping, irrigation systems, hardscape, and fences currently exist on APN: 523-11-028, located at the southeast corner of Blossom Hill Road and Hillbrook Drive, Los Gatos, California.

This report consists of four parts, as follows:

PART A: Diagram of Existing Improvements.

PART B: An estimate of the cost of the improvements.

PART C: An assessment of the estimated cost of the improvements on each benefited parcel within the assessment district, the method by which the Engineer of Work has determined the amount proposed to be assessed against each parcel, and a list of the owners of real property within this assessment district, as shown on the last equalized assessment roll for taxes, or as known to the Town Clerk.

PART D: A diagram showing all of the parcels of real property within this assessment district. The diagram is keyed to Part C by assessment number.

Respectfully submitted,
May 6, 2024

GARY HEAP DATE
Town Engineer

ITEM NO. 16.

ITEM NO. 16.

HILLBROOK DRIVE BENEFIT ZONE
Fiscal Year 2022/23 Resources
Fund Balance 6/30/22 $ 24,138
Assessment 5,995
Delinquent Assessment 0
Penalties/Late Fees 0
Interest 426
Total Resources Available for FY 2022/23 $ 30,559
Fiscal Year 2022/23 Expenses
Santa Clara County Collection Fee $ 60
Publication & Notification Charges 470
Light Pole Maintenance 0
Electric Utility 0
San Jose Water 2,249
Landscape Contractor 1,254
Town Administrative Charges 250
Total Expenses for FY 2022/23 $ 4,282
Ending Fund Balance for FY 2022/23 $ 26,277
Fiscal Year 2023/24 Estimated Resources
Fund Balance 6/30/23 $ 26,277
Assessment 5,950
Interest 90
Total Estimated Resources Available for FY 2023/24 $ 32,317 Fiscal Year 2023/24 Estimated Expenses
Santa Clara County Collection Fee $ 60
Publication & Notification Charges 300
Tree Services 0
Weed Abatement 0
Light Pole Maintenance 0
Electric Utility 0
San Jose Water 2,500
Landscape Contractor 1,794
District Capital Improvements 0
Town Administrative Charges 250
Total Estimated Expenses for FY 2023/24 $ 4,904
Estimated Ending Fund Balance for FY 2023/24 $ 27,413
PART B

ESTIMATE OF THE COST OF IMPROVEMENTS
FISCAL YEAR 2023/24

ITEM NO. 16.

PART C

ASSESSMENT ROLL
FISCAL YEAR 2024/25

HILLBROOK BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $175.00 523-11-027
Lot 2 $175.00 523-11-026
Lot 3 $175.00 523-11-025
Lot 4 $175.00 523-11-024
Lot 5 $175.00 523-11-023
Lot 6 $175.00 523-11-022
Lot 7 $175.00 523-11-021
Lot 8 $175.00 523-11-020
Lot 9 $175.00 523-11-019
Lot 10 $175.00 523-11-018
Lot 11 $175.00 523-07-030
Lot 12 $175.00 523-07-029
Lot 13 $175.00 523-07-028
Lot 14 $175.00 523-07-027
Lot 15 $175.00 523-07-026
Lot 16 $175.00 523-07-025
Lot 17 $175.00 523-07-024
Lot 18 $175.00 523-07-023
Lot 19 $175.00 523-07-022
Lot 20 $175.00 523-07-021
Lot 21 $175.00 523-07-020
Lot 22 $175.00 523-07-019
Lot 23 $175.00 523-07-018
Lot 24 $175.00 523-07-017
Lot 25 $175.00 523-07-016
Lot 26 $175.00 523-07-015
Lot 27 $175.00 523-07-014
Lot 28 $175.00 523-07-013
Lot 29 $175.00 523-07-012
Lot 30 $175.00 523-07-011
Lot 31 $175.00 523-07-010
Lot 32 $175.00 523-07-009
Lot 33 $175.00 523-07-008
Lot 34 $175.00 523-07-007
Total Assessment: $5,950

ITEM NO. 16.

ASSESSMENT ROLL
FISCAL YEAR 2024/25

HILLBROOK BENEFIT ZONE
The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

METHOD OF APPORTIONMENT OF ASSESSMENT
The total amount of the assessment was apportioned equally to all the lots within Landscape and Lighting Assessment District No. 1--Hillbrook Benefit Zone.

ITEM NO. 16.

HILLBROOK BENEFIT ZONE

PROPERTY OWNERS LIST
APN
52307007
52307008
52307009
52307010
52307011
52307012
52307013
52307014
52307015
52307016
52307017
52307018
52307019
52307020
52307021
52307022
52307023
52307024
52307025
52307026
52307027
52307028
52307029
52307030
52311018
52311019
52311020
52311021
52311022
52311023
52311024
52311025
52311026
52311027

ITEM NO. 16.

ITEM NO. 16.

Landscape and Lighting
Assessment District No. 2

GEMINI COURT

BENEFIT ZONE
Fiscal Year
2024/25

ENGINEER'S REPORT

ITEM NO. 16.

ENGINEER'S REPORT
FISCAL YEAR 2024/25
LANDSCAPE AND LIGHTING ASSESSMENT DISTRICT NO. 2
(Pursuant to the Landscaping and Lighting Act of 1972)

GEMINI COURT BENEFIT ZONE
WooJae Kim, Town Engineer for Landscape and Lighting Assessment District No. 2, Town of Los Gatos, Santa Clara County, California, makes this report, as directed by the Town Council, pursuant to Section 22566, et seq. of the Streets and Highways Code (Landscaping and Lighting Act of 1972).

The improvements that are the subject of this report are briefly described as follows:

The maintenance of trees, landscaping, irrigation systems, lighting, sound wall and fences as shown on the approved improvement and landscape plans for Tract No. 8439, Los Gatos, California.

This report consists of four parts, as follows:

PART A: Plans and specifications for the improvements are filed in the Clerk Department.

Although separately bound, the plans and specifications are a part of this report and are included in it by reference.

PART B: An estimate of the cost of the improvements.

PART C: An assessment of the estimated cost of the improvements on each benefited parcel within the assessment district, the method by which the Engineer of Work has determined the proposed assessment against each parcel, and a list of the owners of real property within this assessment district, as shown on the last equalized assessment roll for taxes, or as known to the Clerk Administrator.

PART D: A diagram showing all of the parcels of real property within this assessment district. The diagram is keyed to Part C by assessment number.

Respectfully submitted,
_______________ May 6, 2024

GARY HEAP DATE
Town Engineer Type text here

ITEM NO. 16.

PART A
FISCAL YEAR 2024/25

PLANS, SPECIFICATIONS AND REPORTS

GEMINI COURT BENEFIT ZONE
Plans and specifications for the improvements are those prepared by Greg G. Ing, and Associates, dated September 14, 1990, their job number 9031. These plans and specifications have been filed separately in the Clerk Department of the Town of Los Gatos and are incorporated in the Report by reference.

ITEM NO. 16.

Fiscal Year 2022/23 Resources
Fund Balance 6/30/22 $ 36,800
Assessment 4,382
Delinquent Assessment 0
Penalties/Late Fees 0
Interest 659
Total Resources Available for FY 2022/23 $ 41,841
Fiscal Year 2022/23 Expenses
Santa Clara County Collection Fee $ 46
Publication & Notification Charges 476
Light Pole Maintenance 0
Electric Utility 0
San Jose Water 0
Landscape Contractor 748
Town Administrative Charges 610
Total Expenses for FY 2022/23 1,880
Ending Fund Balance for FY 2022/23 $ 39,961
Fiscal Year 2023/24 Estimated Resources
Fund Balance 6/30/23 $ 39,961
Assessment 4,600
Interest 150
Total Estimated Resources Available for FY 2023/24 $ 44,711 Fiscal Year 2023/24 Estimated Expenses
Santa Clara County Collection Fee $ 46
Publication & Notification Charges 300
Tree Services 0
Weed Abatement 0
Light Pole Maintenance 0
Electric Utility 0
San Jose Water 0
Landscape Contractor 1,196
District Capital Improvement 0
Town Administrative Charges 610
Total Estimated Expenses for FY 2023/24 $ 2,152
Estimated Ending Fund Balance for FY 2023/24 $ 42,559
PART B

ESTIMATE OF THE COST OF IMPROVEMENTS
FISCAL YEAR 2023/24

GEMINI COURT BENEFIT ZONE

ITEM NO. 16.

PART C

ASSESSMENT ROLL
FISCAL YEAR 2024/25

GEMINI COURT BENEFIT ZONE
Special Assessment No. Amount of Assessment Property Description Lot 1 $230.00 567-64-051
Lot 2 $230.00 567-64-050
Lot 3 $230.00 567-64-049
Lot 4 $230.00 567-64-048
Lot 5 $230.00 567-64-047
Lot 6 $230.00 567-64-046
Lot 7 $230.00 567-64-045
Lot 8 $230.00 567-64-044
Lot 9 $230.00 567-64-054
Lot 10 $230.00 567-64-053
Lot 11 $230.00 567-64-052
Lot 12 $230.00 567-64-042
Lot 13 $230.00 567-64-041
Lot 14 $230.00 567-64-040
Lot 15 $230.00 567-64-039
Lot 16 $230.00 567-64-038
Lot 17 $230.00 567-64-037
Lot 18 $230.00 567-64-036
Lot 19 $230.00 567-64-035
Lot 20 $230.00 567-64-034
Total Assessment: $4,600.00
*formerly Lot 9 – split into 3 parcels.

The lines and dimensions of each parcel are those shown on the maps of the County Assessor of the County of Santa Clara and the County assessment roll.

METHOD OF APPORTIONMENT OF ASSESSMENT
The total amount of the assessment was apportioned equally to all the lots within the Gemini Court Benefit Zone of Landscape and Lighting Assessment District No. 2.

ITEM NO. 16.

GEMINI COURT BENEFIT ZONE

PROPERTY OWNERS LIST
APN
56764034
56764035
56764036
56764037
56764038
56764039
56764040
56764041
56764042
56764044
56764045
56764046
56764047
56764048
56764049
56764050
56764051
56764052
56764053
56764054

ITEM NO. 16.

ITEM NO. 16.

PREPARED BY: Meredith Johnston
Administrative Technician
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2024
ITEM NO: 17
DATE: June 3, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Conduct Brush Abatement Program Public Hearing to Consider Objections to the Proposed Removal of Brush on Parcels Listed on the 2024 Wildland Urban Interface (WUI) Area Non-Compliant Parcel List and Order Abatement RECOMMENDATION:

Conduct a public hearing to consider objections to the proposed removal of brush on parcels listed on the 2024 Wildland Urban Interface (WUI) Area Non-Compliant Parcel List (Attachment 1) and order abatement.

BACKGROUND:

The Brush Abatement Program is a different and complementary program to the Weed Abatement Program. Both programs work to protect the Town from wildfire risk by reducing potential fuel, such as brush, in hillside areas.

The Brush Abatement Program is managed by the Santa Clara County Fire Department. The Town of Los Gatos Municipal Code Section 9.20.025 et seq requires property owners in the locally adopted Wildland Urban Interface Fire Area (WUI) (Attachment 2) to maintain effective defensible space by removing brush, flammable vegetation, and combustible growth, based on the locally adopted Fire Codes. Government Code Section 39560 and the following, authorize the County Fire Department, through a contract for services with the Town, to remove the brush if the property owner fails to do so and to recover administrative service and abatement costs through an assessment on the property tax bill for each parcel.

ITEM NO. 17.

PAGE 2 OF 5
SUBJECT: Brush Abatement Program Public Hearing to Consider Objections to the Proposed Removal of Brush on Parcels Listed on the 2024 Wildland Urban Interface (WUI) Area Non-Compliant Parcel List and Order Abatement DATE: June 3, 2024
BACKGROUND (continued):

The WUI area is the part of the Town at greatest risk for wildfire and primarily consists of the hillsides and immediately adjacent neighborhoods. Los Gatos has over 1,800 parcels in the WUI area. County Fire categorizes the parcels into zones and conducts inspections of each zone every three years within the five to six-week inspection time frame (April-June). Through this approach, each parcel is inspected every three years.

Early each year, property owners are reminded that they must remove flammable vegetation from around their home and other structures on their property to create defensible space. The Town annually adopts the Hazardous Vegetation Abatement Program and works with the Santa Clara County Fire Prevention Division who serves as the enforcement agent and conducts the inspections.

DISCUSSION:

On May 7, 2024, the Town Council passed Resolution 2024-18 (Attachment 3) declaring hazardous vegetation (brush) a public nuisance, ordering abatement, and setting June 18, 2024, as a public hearing to consider objections to the proposed removal of brush.

The following is a timeline of the program:

FEBRUARY/
MARCH
The Santa Clara County Fire Prevention Division (County Fire) notifies property owners located within the designated WUI area of the requirements and timeline to comply with the safety regulations of the adopted California Fire Code.

At the time of the notice, property owners are given the option to complete the required work themselves, hire their own contractor, or elect to schedule the Town of Los Gatos’ authorized contractor (which is the County of Santa Clara Weed Abatement Program) to perform the work.

APRIL County Fire conducts the first inspections of the properties identified in February/March. Letters and door-hangers are provided for those who are still not in compliance with the program requirements.

ITEM NO. 17.

PAGE 3 OF 5
SUBJECT: Brush Abatement Program Public Hearing to Consider Objections to the Proposed Removal of Brush on Parcels Listed on the 2024 Wildland Urban Interface (WUI) Area Non-Compliant Parcel List and Order Abatement DATE: June 3, 2024
DISCUSSION (continued)
MAY Town Council adopts a Resolution declaring hazardous vegetation (brush) a public nuisance and sets a June public hearing to consider objections to the proposed removal of brush on the non-compliant private properties by the Town contractor.

County Fire re-inspects the properties that were non-compliant during the Spring property inspection. County Fire provides the Town with the list of properties that continue to be non-compliant. The Town then proceeds to schedule a Public Hearing (to be held in June) to direct the removal of brush from the non-compliant properties.

JUNE On June 1, property owners who are not in compliance will be assessed with a fee of $546 to cover the administrative fees associated with the various inspections.

Town Council conducts a public hearing regarding properties not in compliance (this public hearing is the subject of this agenda item). At this public hearing, property owns are provided the right to object to the removal of hazardous vegetation (brush) on their non-compliant parcels. County Fire provides notice of the public hearing to the property owners at least 10 days prior (Attachment 4). The Town publishes notices at least 10 days prior to the public hearing. As a result of the hearing, the Town contractor (which is the County Weed Abatement Division) is authorized to perform the necessary abatement on private property and charge the property owner for this service.

After the June public hearing but prior to abatement, County Fire performs an inspection of the properties that were the subject of the hearing. If the property owner has completed the abatement and is brought into compliance after June 1 and before the contractor arrives, the property owner will only be charged the amount of $546 administrative fee. These properties are then monitored through the County’s Weed Abatement program (which works in partnership with County Fire) until such time as the property demonstrates three consecutive years of voluntary compliance.

ITEM NO. 17.

PAGE 4 OF 5
SUBJECT: Brush Abatement Program Public Hearing to Consider Objections to the Proposed Removal of Brush on Parcels Listed on the 2024 Wildland Urban Interface (WUI) Area Non-Compliant Parcel List and Order Abatement DATE: June 3, 2024
DISCUSSION (continued):

JULY County Fire provides the Town with an assessment list of charges for any abatement work performed on private properties. This assessment list will be brought to Council for a public hearing in August. If there are no proposed charges, no additional public hearing is required.

AUGUST Town Council conducts a public hearing to consider assessments on properties in the Brush Abatement Program, if any are required. A list of assessments will be submitted to the County Tax Assessor.

The timeline for the final inspections runs very close to the date of the June public hearing, which means that properties on the WUI area non-compliant list (Attachment 1) may ultimately comply prior to the date of the public hearing. There are currently nine properties reported as non-compliant; however, if additional properties comply, staff will provide an updated list on the day of the public hearing by way of a Desk Item.

CONCLUSION:

Staff recommends that the Council conduct a public hearing to consider objections to the proposed removal of brush on parcels listed on the 2024 Wildland Urban Interface (WUI) Area Non-Compliant Parcel List and order abatement of the public nuisance and potential fire hazard pursuant to the Town of Los Gatos Municipal Code (Chapter 9) regarding defensible space.

COORDINATION:

This program is coordinated with the Santa Clara County Fire Department and the Santa Clara County Weed Abatement Program.

FISCAL IMPACT:

Funds allocated in the adopted Operating Budget cover the cost of publishing the legal notices for the program. The County’s cost to administer the abatement are recovered through the tax roll assessment charges levied against the affected properties.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

ITEM NO. 17.

PAGE 5 OF 5
SUBJECT: Brush Abatement Program Public Hearing to Consider Objections to the Proposed Removal of Brush on Parcels Listed on the 2024 Wildland Urban Interface (WUI) Area Non-Compliant Parcel List and Order Abatement DATE: June 3, 2024
Attachments:

1. 2024 Wildland Urban Interface (WUI) Area Non-Compliant Property List

2. Wildland Urban Interface (WUI) Map

3. Resolution 2024-18 Declaring Hazardous Vegetation a Public Nuisance (May 7, 2024)

4. Letter to Property Owners

ITEM NO. 17.

ITEM NO. 17.

ITEM NO. 17.

ITEM NO. 17.

ITEM NO. 17.

N
A
Town of Los Gatos
Local Responsibility Area Fire Hazard Severity Zones January 2024 1 0.5 0
E3 E3 E3 E3 E3
MILES
1 LJ Municipality
• Fire Station
- LGA 100 / Very High FHSZ
LGA 100 / LRA Very High FHSZ
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ATTACHMENT 2

ITEM NO. 17.

ITEM NO. 17.

ATTACHMENT 3

ITEM NO. 17.

ITEM NO. 17.

ITEM NO. 17.

ITEM NO. 17.

ITEM NO. 17.

Serving Santa Clara County and the communities of Campbell, Cupertino, Los Altos, Los Altos Hills, Los Gatos, Monte Sereno, and Saratoga. <<Date>>
<<Owner Name>>
<<Owner Address>>
<<Owner City>>, <<Owner State>> <<Owner ZIP Code>>
Re: <<APN>> / <<Property Address>>
Dear Property Owner,
Your property is located in the designated Wildland Urban Interface (WUI) Hazardous Fire Area which requires defensible space to be maintained around all structures on your property. Defensible space is the buffer created when combustible vegetation is removed or reduced around a structure to slow or stop the spread of wildfire. On February 23, 2024, Santa Clara County Fire Department mailed to you a packet of information regarding the enforced applicable wildland fire safety regulations, available community wildfire preparedness workshops, and this year’s property inspection schedule mandating compliance of the enforced applicable wildland fire safety regulations before June 1, 2024.

Your property was recently re-inspected by the Santa Clara County Fire Department on <<Re-inspection date>>. At that time, your property was found to be non-compliant with the applicable wildland fire safety regulations. The noted violation details are listed below:
<<Violations>>
<<Inspector comments>>
On May 7, 2024, the Los Gatos Town Council passed a resolution declaring that hazardous vegetation (brush) growing to such size and such type in such locations as to constitute a fire hazard to the community may be declared a public nuisance which must be abated by the removal of said hazardous vegetation. For further particulars, please refer to said resolution.

We are informed by the Town of Los Gatos that the Los Gatos Town Council will hold a public hearing at the Town Council meeting on Tuesday, June 18, 2024 @ 7:00 pm.

For more information on this process, please contact the Town of Los Gatos at ATTACHMENT 4

ITEM NO. 17.
408.354.6888 or visit https://www.losgatosca.gov.

At that time, all properties identified by the Fire Department as being non-compliant with the applicable wildland fire safety regulations will be declared to have hazardous conditions requiring abatement. An additional inspection of all identified properties will be conducted after the hearing and prior to ordering any abatement work.

If you do not bring your property into compliance, the Town of Los Gatos through its contractor, may perform any brush or weed removal at your expense and will be placed on your property tax bill for payment after legal requirements are met. If you would like more information about the hazardous vegetation abatement contractor services, please contact the County of Santa Clara Weed Abatement Program at 408.282.3145 or visit https://weedabatement.sccgov.org. For your convenience, a price list indicating the rates for the County Contractor is included below.
2024 TOWN OF LOS GATOS

COUNTY CONTRACTOR WEED ABATEMENT FEES
Please be advised that the property owner of any parcel found to be non-compliant on or after the deadline will be charged a processing fee of $546.00 and the property will be scheduled for abatement by the County contractor. If you complete the abatement work before the County contractor performs the abatement, you will not incur further charges. Should the abatement work be performed by a County contractor, you will be assessed the contractor’s charges plus a County administrative fee of $884.00 per parcel.

A) DISC WORK*
PARCEL SIZE: 1st Disc + 2nd Disc = Total Discs
0 — 12,500 sq. ft. $290.77 $179.94 $470.71
12,501 — 43,560 sq. ft. $337.87 $224.94 $562.81
Larger than 1 Acre $149.63 $118.10 $268.11 (Per Acre)
*It is required that parcels be disced twice a year. The cost for the first discing is higher due to additional work normally required during the first discing.

B) HANDWORK $5.09 PER 100 Square Feet (SF)
C) FLAIL 6 Foot Mower $6.45 PER 1,000 SF
MOWING 12 Foot Mower $6.45 PER 1,000 SF
D) LOADER WORK $152.44 PER HOUR
E) DUMP TRUCK $140.72 PER HOUR
F) BRUSH WORK $4.84 PER 100 SF
G) DEBRIS REMOVAL $55.70 PER HOUR
H) DUMP FEE 100% (Added to orders with debris removal at 100% of the dump site charge)

ITEM NO. 17.

Serving Santa Clara County and the communities of Campbell, Cupertino, Los Altos, Los Altos Hills, Los Gatos, Monte Sereno, and Saratoga.

Please note this program does not offer herbicide application as a method of abatement.

If you have questions about this notice, please contact the Fire Prevention Division of the Santa Clara County Fire Department at 408.341.4420 or email [email protected].

ITEM NO. 17.

PREPARED BY: Maria Chavarin
Assistant Planner
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Community Development Department Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2024
ITEM NO: 18
DATE: June 13, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Hear Protests and Adopt a Resolution Making Determinations and Approving the Reorganization of an Uninhabited Area Designated as El Gato Lane No. 06, Approximately 0.563 Acres on Property Pre-Zoned R-1:8. APN 523-22- 007. Annexation Application AN24-001. Project Location: 15575 El Gato Lane. Property Owner: Sai Kiran Garimella and Renu Sushma Kolli. Applicant:

Barzin Keyhankhadiv.

RECOMMENDATION:

Open the public hearing to hear any protests and adopt a resolution (Attachment 1) making determinations and approving the reorganization of an uninhabited area designated as El Gato Lane No. 06, approximately 0.563 acres, located at 15575 El Gato Lane (APN 523-22-007).

BACKGROUND:

The Town has an agreement with Santa Clara County that requires annexation of any property located within the Town's Urban Service Area boundary that is either contiguous to a Town boundary or within 300 feet of a Town maintained roadway if a use is proposed to intensify.

The subject property is within 300 feet of a Town boundary. Section 56757 of the CorteseKnox-Hertzberg Local Government Reorganization Act of 2000 gives cities in Santa Clara County the authority to annex territory without application to and hearing by the Santa Clara County Local Agency Formation Commission (LAFCO).

Annexation has been requested by the property owner of 15575 El Gato Lane in anticipation of a future application for a new single-family residence. The total annexation area (approximately 0.563 acres) includes 0.376 acres of County street right-of-way (El Gato Lane).

ITEM NO. 18.

PAGE 2 OF 2
SUBJECT: El Gato Lane No. 06/AN24-001
DATE: June 13, 2024
BACKGROUND (continued):

The Town is required to hold a protest proceeding even if the area proposed for annexation is uninhabited (less than twelve registered voters) and all property owners have consented to the annexation. This annexation was introduced at the June 4, 2024, Town Council meeting and the protest proceedings are set for June 18, 2024.

DISCUSSION:

The Town has received a petition requesting annexation to the Town of Los Gatos from Sai Kiran Garimella and Renu Sushma Kolli, owners of the property at 15575 El Gato Lane. The property is located on the west side of El Gato Lane in an unincorporated County pocket.

The property is in the Town's Urban Service Area, is within 300 feet of a Town boundary, and is pre-zoned R-1:8 (Single-Family Residential, 8,000 square foot minimum lot size). Annexation would allow Town services to be extended to the property and reduce an existing County pocket.

The Santa Clara County Planning Division and County Lighting Service Area have been notified in writing of the annexation request.

COORDINATION:

The preparation of this report was coordinated with the Santa Clara County Lighting Service Area, Santa Clara County Infrastructure Development Division, LAFCO, Santa Clara County Assessor, Santa Clara County Surveyor, and the Santa Clara County Planning Division.

FISCAL IMPACT:

Once the annexation is certified by the State Board of Equalization, the Town will receive approximately 9.3 percent of the property taxes.

ENVIRONMENTAL ASSESSMENT:

The project is exempt pursuant to the California Environmental Quality Act Guidelines under Section 15061(b)(3): Review for Exemption, in that it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. A Notice of Exemption will not be filed.

Attachments:

1. Resolution, with Exhibits A and B

2. Location Map

ITEM NO. 18.
1 of 4
Draft Resolution 2024- Date
Draft Resolution to
be modified by Town
Council deliberations
and direction.

DRAFT RESOLUTION 2024-

RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS

MAKING DETERMINATIONS AND APPROVING THE REORGANIZATION

OF AN UNINHABITED TERRITORY DESIGNATED AS
EL GATO LANE NO. 06
APN: 523-22-007
APPROXIMATELY 0.563 ACRES
ANNEXATION APPLICATION: AN24-001
PROPERTY LOCATION: 15575 EL GATO LANE
PROPERTY OWNERS: SAI KIRAN GARIMELLA AND RENU SUSHMA KOLLI APPLICANT: BARZIN KEYHANKHADIV
WHEREAS, the Town Council of the Town of Los Gatos has received a request for annexation of territory designated as El Gato Lane No. 06 from Sai Kiran Garimella and Renu Sushma Kolli; and
WHEREAS, the property, is approximately 0.187 acres and includes 0.376 acres of County street right-of-way (El Gato Lane) for a total of 0.563 acres, located at 15575 El Gato Lane, APN: 523-22-007, is within 300 feet of a Town boundary, and within the Town’s Urban Service Area; and
WHEREAS, the following special districts would be affected by the proposal: Santa Clara County Lighting Service Area; and
WHEREAS, the annexation would provide for use of Town services; and WHEREAS, the Town Council enacted Ordinance 1267 in 1975 pre-zoning the subject territory with a R-1:8 (single-family residential, 8,000 square foot minimum lot size) zoning designation; and
WHEREAS, the Town of Los Gatos, as Lead Agency for environmental review for the reorganization, has determined annexation of the subject property is exempt from the ATTACHMENT 1

ITEM NO. 18.
2 of 4
Draft Resolution 2024- Date
California Environmental Quality Act guidelines, pursuant to Section 15061(b)(3); and WHEREAS, the County Surveyor of Santa Clara County has found the description and map (Exhibits A and B) to be in accordance with Government Code Section 56757, the boundaries to be definite and certain, and the proposal to be in compliance with LAFCO’s road annexation policies; and
WHEREAS, as provided in Government Code Section 56757, the Town Council of the Town of Los Gatos shall be the conducting authority for a reorganization including an annexation to the Town; and
WHEREAS, the territory is uninhabited and all owners of land included in the proposal have consented to this annexation; and
WHEREAS, the Town Council held a public hearing to hear any protests on June 18, 2024.

NOW, THEREFORE, BE IT RESOLVED, that the that the Town Council of the Town of Los Gatos does as follows:

1. That it is the conducting authority pursuant to Section 56757 of the Government Code for the annexation of property designated as El Gato Lane No. 06, more particularly described in Exhibits A and B;

2. That the following findings are made by the Town Council of the Town of Los Gatos:
a. Said territory is uninhabited and comprises approximately 0.563 acres; b. The annexation is consistent with the orderly annexation of territory within the Town’s Urban Service Area and is consistent with the Town policy of annexing when required by the Town’s agreement with the County of Santa Clara; c. The project is exempt from the California Environmental Quality Act (CEQA) under Title 14 Code of Regulations, Chapter 3: Guidelines for the Implementation of CEQA Section 15061(b)(3): Review for Exemption;

ITEM NO. 18.
3 of 4
Draft Resolution 2024- Date
d. The Town Council enacted Ordinance 1267 in 1975 pre-zoning the subject territory with a R-1:8 (single-family residential, 8,000 square foot minimum lot size) zoning designation;
e. The territory is within the Town’s Urban Service Area as adopted by the Local Agency Formation Commission of Santa Clara County;
f. The County Surveyor has determined the boundaries of the proposed annexation to be definite and certain, and in compliance with the Commission’s road annexation policies. The County Surveyor has been reimbursed for the actual cost incurred by the County Surveyor in making this determination; g. The proposed annexation will not create an area in which it would be difficult to provide municipal services;
h. The proposed annexation does not split lines of assessment or ownership; i. The proposed annexation is consistent with the Town’s General Plan; j. The territory to be annexed is located within 300 feet of a Town boundary; and k. The Town has complied with all conditions imposed by the Commission for inclusion of the territory in the Town’s Urban Service Area.

3. That all owners of land within the affected territory have provided written consent to the reorganization and no protests have been received;

4. That upon completion of these reorganization proceedings the territory described in Exhibit A will be annexed to the Town of Los Gatos; and

5. That upon completion of these reorganization proceedings the territory reorganized will be taxed on the regular County assessment roll, including taxes for existing bonded indebtedness.

ITEM NO. 18.
4 of 4
Draft Resolution 2024- Date
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 18TH day of June 2024, by the following vote:

COUNCIL MEMBERS:

AYES:

NAYS:

ABSENT:

ABSTAIN:

SIGNED:

MAYOR OF THE TOWN OF LOS GATOS

LOS GATOS, CALIFORNIA
DATE: __________________
ATTEST:

TOWN CLERK OF THE TOWN OF LOS GATOS

LOS GATOS, CALIFORNIA
DATE: __________________

ITEM NO. 18.

EXHIBIT A
EL GATO LANE NO. 6

ANNEXATION TO THE TOWN OF LOS GATOS

GEOGRAPHIC DESCRIPTION

DESCRIBED REAL PROPERTY IN THE RANCHO RINCONADA DE LOS GATOS, UNINCORPORATED AREA OF LOS GATOS, COUNTY OF SANTA CLARA, STATE OF CALIFORNIA, AND DESCRIBED AS FOLLOWS:

ALL OF LOT 52 AND A PORTION OF EL GATO LANE AS SHOWN UPON THAT CERTAIN MAP ENTITLED, "TRACT NO. 1168 EL GATO TERRACE," WHICH MAP WAS FILED FOR RECORD IN THE OFFICE OF THE RECORDER OF THE COUNTY OF SANTA CLARA, STATE OF CALIFORNIA, ON MARCH 2, 1954 IN BOOK 48 OF MAPS AT PAGE 13, AND MORE PARTICULARLY DESCRIBED AS FOLLOWS:

BEGINNING AT THE NORTHEAST CORNER OF LOT 56; AS SHOWN THAT CERTAIN MAP ENTITLED, "TRACT NO. 1168 EL GATO TERRACE," WHICH MAP WAS FILED FOR RECORD IN THE OFFICE OF THE RECORDER OF THE COUNTY OF SANTA CLARA, STATE OF CALIFORNIA, ON MARCH 2, 1954 IN BOOK 48 OF MAPS AT PAGE 13; POINT OF BEGINNING ALSO LIES ON THE SOUTHERLY LINE OF EL GATO LANE NO. 1 ANNEXATION;
THENCE, (1) SOUTH 77° 33' 45" WEST, 60.00 FEET TO THE EASTERLY LINE OF EL GATO LANE.

THENCE, (2) ALONG THE EASTERLY LINE OF EL GATO LANE, SOUTH 12° 26' 15" EAST, 273.00 FEET ; THENCE, (3) SOUTH 77° 33' 45" WEST, 60.00 FEET TO THE WESTERLY LINE OF EL GATO LANE ALSO BEING THE SOUTHEAST CORNER OF SAID LOT 52;
THENCE, (4) ALONG THE SOUTHERLY LINE OF SAID LOT 52, SOUTH 77° 33' 45" WEST, 149.00 FEET TO THE SOUTHWEST CORNER OF SAID LOT 52;
THENCE, (5) ALONG THE WESTERLY LINE OF SAID LOT 52, NORTH 12° 26' 15" WEST, 54.60 FEET TO THE NORTHWEST CORNER OF SAID LOT 52;
THENCE, (6) ALONG THE NORTHERLY LINE OF SAID LOT 52, NORTH 77° 33' 45" EAST, 149.00 FEET TO THE NORTHEAST CORNER OF SAID LOT 52;
THENCE, (7) ALONG THE WESTERLY LINE OF EL GATO AVENUE, NORTH 12° 26' 15" WEST, 218.40 FEET TO THE POINT OF BEGINNING.

CONTAINING 24,515 SQUARE FEET, MORE OR LESS.

DISCLAIMER:

FOR ASSESSMENT PURPOSES ONLY. THIS DESCRIPTION OF LAND IS NOT A LEGAL PROPERTY

DESCRIPTION AS DEFINED IN THE SUBDIVISION MAP ACT AND MAY NOT BE USED AS A BASIS FOR AND OFFER FOR SALE OF THE LAND DESCRIBED.

AS SHOWN ON EXHIBIT “B”, ATTACHED HERETO AND MADE A PART HEREOF. 3-28-2024
PAGE 1 OF 2

EXHIBIT A

ITEM NO. 18.

EXHIBIT B

ITEM NO. 18.
¯ 0 100
Feet

EXHIBIT A
El Gato Lane No. 6

0.56 acres +/-
Prepared for the Office of the County Surveyor
March 28, 2024
August Hanks, County Surveyor
County of Santa Clara
Department of Planning and Development
County Government Center, East Wing
70 West Hedding St., 7th Floor
San Jose, California 95110
Burbank No. 45
Unincorporated Lands
Area of Annexation
Incorporated Lands
El Gato Lane No. 6
Los
Gatos
San
Jose BLACKWELL DR
JO DR

NATIONAL AVE

LOS GATOS ALMADEN RD

EL GATO LN

DE SOTO DR

EDMUND DR
LO
M
A
V
SI TA
CT

LEILA CT

VERDE CT
LOMA
VISTA
AVE

LINDA AVE
·|}þ17
·|}þ85

CAMPBELL
LOS
GATOS
SAN
JOSE
ATTACHMENT 2

ITEM NO. 18.

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ITEM NO. 18.

PREPARED BY: Sean Mullin, AICP
Senior Planner
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Community Development Director
110 E. Main Street Los Gatos, CA 95030 ● 406-354-6832
www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2024
ITEM NO: 19
DATE: June 13, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Consider a Request for an Exception to the Height Pole, Flagging, Netting, and Signage Policy to Allow Preparation of Visual Renderings by the Applicant Rather than the Town’s Consultant as Required by the Policy on Property Zoned R:PD Located at 110 Wood Road. This Request is Not a Project as Defined by CEQA Guidelines Section 21065. APN 510-47-038. Applicant:

Frank Rockwood. Property Owner: Front Porch Communities. Project Planner: Sean Mullin
RECOMMENDATION:

Consider a request for an exception to the Height Pole, Flagging, Netting, and Signage Policy (Policy) to allow preparation of visual renderings by the applicant rather than the Town’s consultant as required by the Policy on property zoned R:PD located at 110 Wood Road.

BACKGROUND:

Historically, story poles have been used for two purposes. The primary purpose is to help illustrate proposed building locations and heights for pending development applications.

Additionally, the story poles help alert the community of development applications that are scheduled for consideration at a public hearing.

The existing Policy was recently updated and adopted by the Town Council on April 16, 2024 (Attachment 2). The updated Policy requires installation of story poles and netting for new non-residential primary structures. However, the Policy provides an exemption for buildings that are over 55 feet tall, requiring these projects to provide alternative/video renderings prepared by the Town’s consultant. The current project qualifies for the exemption with buildings ranging in height from 59 feet to 93.5 feet.

ITEM NO. 19.

PAGE 2 OF 4
SUBJECT: 110 Wood Road/Story Pole Exception Request
DATE: June 13, 2024
BACKGROUND (continued):

The subject site is an approximately 10.84-acre parcel at the intersection of Wood Road and South Santa Cruz Avenue (Attachment 1). The site has been occupied by the Los Gatos Meadows, a senior living community since 1971. In February 2019, the Los Gatos Meadows facility initiated a month’s long closure and transition process to relocate all residents. By September 2019, the facility was vacant. While the property owner, Front Porch Communities, has completed the closure process, the property continues to be staffed to provide on-going maintenance and to ensure security of the property.

On February 12, 2020, an application was filed requesting a new Planned Development (PD) zoning for the property for the purpose of building a new senior living community. The existing zoning is Residential, Planned Development (R:PD) and the General Plan Land Use designation is Medium Density Residential.

On October 19, 2021, the Town Council approved an exception to the previous Policy to allow installation of story poles with a double row of flagging, rather than the required netting. The Planning Commission then considered the project on January 12, 2022, and forwarded a recommendation of denial to the Council based on concerns related to building height, tree removal, and unit mix. On April 5, 2022, The Town Council considered the project and several options presented by the applicant in response to the concerns expressed by the Planning Commission. The Council remanded the application back to the Planning Commission for further discussion. On October 25, 2023, the Planning Commission held a study session and provided feedback to the applicant on a revised submittal presented in a conceptual fashion.

The Town Council and Planning Commission staff reports and meeting minutes are available at www.losgatosca.gov/110WoodRoad.

The revised project is currently progressing through the staff technical review process and will be forwarded to the Planning Commission at a future date to be determined.

DISCUSSION:

On May 8, 2024, the applicant submitted a request for an exception to the Policy to allow preparation of visual renderings by their consultant rather than the Town’s consultant (Attachment 3). The applicant’s request letter provides additional details and justification, including a link to the visual renderings prepared by their consultant. The applicant indicates that their consultant began preparing the renderings several months prior to the Council’s April 16, 2024 adoption of the revised Policy. The renderings were being prepared to accompany their next submittal to the Town to help clarify the visual impacts of the revised project.

ITEM NO. 19.

PAGE 3 OF 4
SUBJECT: 110 Wood Road/Story Pole Exception Request
DATE: June 13, 2024
DISCUSSION (continued):

The timing of the Council’s adoption of the revised Policy relative to the applicant’s preparation of the visual renderings by their consultant creates a unique circumstance. The applicant is concerned that adhering to the Policy could place undue financial hardship and delay on the applicant by having to repeat the work to prepare visual renderings by the Town’s consultant.

Additionally, since the adoption of the revised Policy in April, staff has prepared a Request for Proposals (RFP) to retain a consultant which was released on June 5, 2024. Proposals are due at the end of this month and after review, the Town will enter into a contract with a qualified consultant. A consultant should be under contract by the end of August.

PUBLIC COMMENTS:

Pursuant to the Policy, notice of the Town Council hearing was sent to property owners and tenants within 1,000 feet of the subject property and agendas for the hearing were posted outside Town Hall and in the Town Library. Notice was also published in the Los Gatos Weekly, posted under “What’s New” on the Town’s website, and posted on the Town’s social media platforms. Lastly, the request for an exception from the policy and the proposed story pole plan was posted under “Pending Projects” on the Town’s website. Comments received by 11:00 a.m., Thursday, June 13, 2024 are included as Attachment 4.

CONCLUSION:

Based on the discussion above, staff recommends approval of the request for an exception to the Policy to allow preparation of visual renderings by the applicant rather than the Town’s consultant as required by the Policy on property zoned R:PD located at 110 Wood Road as the Town has not retained a consultant.

ALTERNATIVES:

1. Continue the request to a date certain with specific direction; or

2. Approve the request with modified requirements; or

3. Deny the request.

ENVIRONMENTAL REVIEW:

Action on the requested exception does not constitute a “project” as defined by section 15378 of the CEQA Guidelines because it is not an action which has a potential for resulting in either a direct or reasonably foreseeable indirect physical change in the environment.

ITEM NO. 19.

PAGE 4 OF 4
SUBJECT: 110 Wood Road/Story Pole Exception Request
DATE: June 13, 2024
ATTACHMENTS:

1. Location Map

2. Height Pole, Flagging, Netting, and Signage Policy

3. Exception Request from the Applicant, dated May 8, 2024

4. Public Comments received by 1100 a.m., Thursday, June 13, 2024

ITEM NO. 19.

WOOD RD

W MAIN ST
SB HIGHWAY 17
NB HIGHWAY 17

S CREEK TRAIL

BROADWAY

COLLEGE AV

TAIT AV

VICTORY LN

PARK AV

S SANTA CRUZ AV

FARWELL LN
SB 17 FROM S SANTA CRUZ

N SANTA CRUZ AV

STATION WY

EUCLID AV

CLIFTON AV
110 Wood Road
0 0.125 0.25
Miles
°
ATTACHMENT 1 Page 449
ITEM NO. 19.

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ITEM NO. 19.
1 Height Pole, Flagging, Netting, and Signage Policy
For Additions and New Construction
I. Purpose:

It is a policy of the Town of Los Gatos Town Council to have story poles and project identification signs installed on the sites of an active development application. The placement of story poles is extremely helpful and important during the course of Town’s review of applications for new development. Proper and accurate placement of story poles demonstrates the planned rooflines and heights and provides some indication of the potential massing of the proposed structure. Story poles enhance understanding of the project for Town residents, staff, advisory bodies, and decision making bodies. Story poles also provide a visual notice to the community of a forthcoming land use public hearing.

Project identification signs present both written and graphical information that will further communicate the proposed project to the community as well as provide the public hearing dates for the development application.

This policy is for the benefit of the Town and community and is not intended to create a requirement under the California Environmental Quality Act (CEQA).

II. Height Poles and Netting/Flagging:

Height story poles and netting/flagging shall be used for the following types of Community Development Department, Planning Division, land use applications:

For single-family and two-family residential projects:
• If proposed project is a two-story house or second story addition where the adjacent properties on the same side of the street both contain only single-story houses. • If proposed project includes a variance or exception to the physical development standards for the primary structure.

For non-residential projects:
• New primary structures.
• Non-residential additions exceeding 20 percent of the existing building floor area. • If proposed project includes a variance or exception to the physical development standards for the primary structure.

ATTACHMENT 2

ITEM NO. 19.
2 For properties in the Historic Resource Inventory:
• New residential (excluding single-story accessory structures) and non-residential buildings.
• Residential second story additions.
• Non-residential additions exceeding 100 square feet.

For properties in the Hillside Area as defined in the Hillside Development Standards and Guidelines:
• New primary structures.
• New second story additions.

Exemptions/Alternatives (per Section II.G below):
• Affordable housing projects where 30 percent of the housing units are deed restricted to be Below Market Price, or 20 percent are deed restricted to be Low or Very Low Income shall comply with alternative/video rendering requirements in place of story poles.
• Buildings over 55 feet in height shall comply with alternative/video rendering requirements in place of story poles.
• Multi-family and mixed-use projects that include residential may choose to comply with alternative/video rendering in place of story poles.

The terms height poles and story poles are used interchangeably.

A. Procedure:

When it is determined that story poles are required, the applicant’s engineer, architect, or building designer may, but is not required to, prepare a “Story Pole Plan” to indicate the locations where the poles will be installed. If submitted, the Story Pole Plan shall be approved by the project planner prior to the placement of the poles on the site. Once the placement of the story poles is complete, the applicant shall inform the project planner and submit photographs showing installation.

The height poles and netting/flagging shall be installed prior to the neighborhood notification process and shall remain in place until 60 days after the first public hearing on the project, or end of final appeal period, whichever is first. If the project is substantially modified, staff may direct removal or modification of the story poles.

ITEM NO. 19.
3 B. Timing
Public notices will not be mailed and/or application(s) shall not be advertised until the height poles and netting/flagging have been installed and photographs have been submitted to the project planner, as required in Section II.A.

C. Location and Number:

The number of story poles may vary with each specific project. Story pole locations shall adequately demonstrate the height, mass, and bulk of the project requiring review. At a minimum, story poles shall be placed at all outside building corners of the building wall (excluding eaves) and along the rooflines of the proposed structure(s) or addition. Architectural elements such as towers, spires, elevator and mechanical penthouses, cupolas, mechanical equipment screening and similar elements not used for human activity or storage which are visible from the streetscape shall be represented by the story poles. For multi-building developments, story poles shall only be required for the tallest structures and those along the perimeter of the site.

While guy wires may sometimes be attached to existing fencing or similar onsite structures, pursuant to Section 29.10.1005 of the Tree Protection Ordinance, the attachment of wires, signs, or ropes to any protected tree is prohibited. Trees may not be "flagged" or used as a substitute for the erection of story poles.

After the placement of the story poles on-site, the applicant shall provide the project planner with photographs of the story poles taken from a variety of vantage points.

The vantage point from where the photograph was taken shall be indicated on each photograph.

A licensed surveyor or civil engineer shall submit written verification that the height and position of the poles and netting/flagging accurately represents the height and location of the proposed structure(s) or addition.

D. Materials:

The material of the story poles shall be indicated on the Story Pole Plan. Story poles shall be constructed of 2"x4" lumber, metal poles, or other sturdy building material acceptable to the project planner. Telephone poles; mechanical equipment, such as cranes; or other materials may be acceptable for higher structures if the Community Development Director determines that the material will adequately portray the height, bulk, and mass of the proposed structure(s) or addition and withstand the wind and weather. Either a double row of orange flag rope/flagging, or orange woven plastic snow fencing (netting) must be erected to represent the rooflines of the proposed structure(s) or addition. If flagging is chosen, the two rows shall be

ITEM NO. 19.
4 placed with one located two feet below the other. If netting is used, it shall be at least two foot (2’) wide. Netting/flagging must be supported by height poles that are strong enough to accurately maintain the outlines and height of the structure(s).

One of the height poles on each elevation must be clearly marked and labeled in five foot (5') increments measured from existing or finished grade, whichever creates a higher profile.

E. Public Safety:

All story poles shall be placed, braced, and supported to ensure the health, safety, and general welfare of the public. Applicants shall sign an agreement that holds the Town harmless for any liability associated with the construction of, or damage caused by the story poles. If at any time, the Town determines the story poles to be unsafe, they shall be repaired and reset immediately by the project applicant or, at the Town's discretion, removed. Depending on the scope of the poles, the applicant may be requested to verify with the Building Division of the Community Development Department that no permits and/or inspections are required for the poles.

F. Exceptions:

In the event there are justifiable reasons why story poles cannot be accommodated for all structures proposed to be constructed on the project site, the applicant shall submit a letter to the Community Development Director no later than 45 days prior to the required installation date, clearly articulating the reasons why an exception to the Story Pole requirement is warranted. Requests for an exception and alternative plan will only be considered if the applicant can clearly demonstrate to the Town,

ITEM NO. 19.
5 and the Town agrees, that the installation of the story poles would: (1) cause a threat to public health and safety or (2) would impair the use of existing structure(s) or the site to the extent it would not be able to be occupied and the business or residential use would be infeasible. Some form of poles and netting/flagging and/or on-site physical representation of the project will be required, even if an exception is granted.

Planned Development applications with multiple detached commercial structures and/or residential units may request to erect story poles on the locations where the key structures will be placed. The deciding body will take into account the density of the development when considering an exception request. The story poles shall be installed on all corner structures and the structures with the greatest height and mass. An exception to providing story poles for all structures in a Planned Development application with multiple commercial structures and/or residential units shall follow the same procedures as outlined below.

The Town Manager will review all justifiable requests for an exception to the Story Pole requirement within 14 days of receipt of the request and shall place the matter on the next available Town Council agenda for consideration by the Council. Written notice of the exception request shall be mailed to property owners and residents of properties within 300 feet of the project site. All requested and approved exceptions shall be posted on the Town's Web site under “What’s New,” in agenda posting locations at Town Hall and the Library, and in the online development activity report when established.

If an exception is approved, the applicant will be required to demonstrate the proposed structure height and mass using alternative means as outlined in Section II.G.

G. Alternatives/Visual Renderings: If an alternative is allowed (Section II) or an exception is granted (Section II.F) to the Story Pole requirements, digital imagery simulations, computer modeling, built to-scale models or other visual techniques shall be required in-lieu of the Story Pole requirements. Simulations shall be prepared by the Town's consultant. The applicant shall be responsible for all technical review(s), materials, and cost of the Town’s evaluation and/or preparation process.

ITEM NO. 19.
6 H. Removal:

Story poles and netting/flagging may be removed 60 days after the first public hearing on the project or once a final action has been taken and the appeal period is over. Once a final action has been taken and the appeal period is over, the height poles and netting/flagging shall be removed at the applicant’s expense within 30 days. If not removed, the height poles and netting/flagging will be considered rubbish and will be in violation of Section 11.10.020 of the Town Code and the matter will be forwarded to Code Compliance for enforcement action.

III. Project Identification Signs:

All development applications that include public notification shall also provide project identification signs on the development site consistent with the following requirements.

A. Timing:

Project identification signs shall be installed within 30 days of the first staff review.

Public notices will not be mailed and/or application(s) shall not be advertised until project identification sign(s) have been installed. The applicant shall submit a photo showing the on-site sign(s) installed on the subject property prior to the distribution of the public notices.

B. Size:
• Single-Family or Duplex Residential Projects: One, 2'x2' sign placed on the street frontage. The top of the sign shall be five feet (5’) from existing grade and visible from the main street frontage. The sign shall indicate the scheduled public hearing date and the availability of plans for review at the Community Development Department.
• Multi-Family, Mixed-Use, Commercial/Industrial Projects: One 4'x8' sign on each of the property frontages that are visible to surrounding public right of ways, including pedestrian trails such as the Los Gatos Creek Trail. The top of the signs shall be six feet (6') from existing grade. The Community Development Director may require additional signs for development sites that have large frontages. • Conditional Use Permit (CUP) Only Projects: One 2' by 3' vertical sign on or inside the window of a building, provided the sign is visible from public locations outside the building.

ITEM NO. 19.
7 • Downtown (C-2 Zone) Remodels or New Commercial Development: One 2' by 3' vertical sign constructed of metal frame with water resistant plastic or laminated face. In cases where it is infeasible to install a free-standing sign, the posting of a durable, all weather sign on or inside the window of a building is permitted, provided the sign is visible from public locations outside the building. Requests for an exception to the free-standing sign requirements shall be made to the Community Development Department in writing no less than 30 days prior to the public hearing for the project.

C. Number and Placement of Signs:

With two exceptions, on-site signs shall be placed on each street frontage of the site.

The first exception is for permits related to an individual new single family dwelling, where, only one sign on the street frontage is required. The signs shall be oriented towards the street, within one foot (1') of the front property line or two feet (2') of the back of the sidewalk. The second exception is for projects that involve only a Conditional Use Permit for use of an existing building, where only one sign located at the business frontage is required.

D. Materials:

Signs shall be constructed of durable materials, such as foam core or plywood, and shall be laminated during the rainy season (October through April) if posted outdoors. The sign colors shall be a white background with black printing, and color graphics (excluding single family, which may have black and white graphics). As noted under Section III.B., signs in the Downtown C-2 Zone shall be constructed of higher grade materials, including a metal frame and a plastic or laminated poster board face.

E. Sign Content:

Up to 75 percent of the overall sign area must be used to provide a general description of the project; including number of residential units or commercial buildings and square footage; a color perspective drawing, three-dimensional image or photographic simulation and the name and contact information of the project applicant. Signage designs that are visually striking are encouraged. Single family remodel projects are not required to provide a rendering on the sign. Projects that do not include review of exterior changes to an existing building are not required to provide drawing or building image. The public notice portion of the sign message must constitute 25 percent of the overall sign area and notify the community of the public hearing date and time and contain the following message, “For more information about this project, please contact the Town of Los Gatos Planning

ITEM NO. 19.
8 Division at 110 E. Main Street, Los Gatos, (408) 354-6872. Plans can be reviewed on the Town’s website at: www.losgatosca.gov/2216/Pending-Planning-Projects.” The project address, application number, applicant email contact information, and a QR code shall be included on the notice sign.

F. Duration of Sign Posting:

Project identification signs shall be placed on site within 30 days of the first staff review of the proposed project and shall be removed within 30 days of the final action.

G. Maintenance:

The applicant is responsible for replacement of any missing, damaged, or vandalized signs within five days of request by the Town. The Town may cease processing of the application if the signs are not replaced and/or maintained.

IV. Definitions:

Height: As defined by the Zoning Ordinance, height is determined by the plumb vertical distance from the natural or finished grade, whichever is lower and creates a lower profile, to the uppermost point of the roof edge, wall, parapet, mansard, or other point directly above that grade. For portions of a structure located directly above a cellar (refer to Section 29.10.020 of the Zoning Ordinance for definition of cellar), the height measurement for that portion of the structure shall be measured as the plumb vertical distance from the existing natural grade to the uppermost point of the structure directly over that point in the existing natural grade.

Roofline or edge: The contour or shape of a roof.

This policy was adopted by Town Council on April 16, 2024 (Resolution 2024-017)

ITEM NO. 19.
36 Southwood Drive | Orinda, California | 94563
www.RockwoodPacific.com
May 8, 2024
Request for Exception to Story Pole Policy for Rebuild of Los Gatos Meadows Planned Development Application PD-20-001
Proposed Exception:

Front Porch understands that the Town Council has adopted a revised Height Pole, Flagging, Netting and Signage Policy for Additions and New Construction (“Story Pole Policy”). This policy was adopted on April 16, 2024, approximately two weeks after Front Porch re-submitted the Project Application for Los Gatos Meadows (resubmittal date: April 1, 2024). We understand that under the updated Story Pole Policy, buildings over 55 feet in height may now be exempt from the Story Pole Policy, but if an exemption is granted, the project must comply with the alternative/video rendering requirements in place of story poles.

In January 2024, prior to our April 1st, 2024 resubmittal, and to further assist in clarifying the visual impacts of the proposed reallocation of height and massing, Front Porch engaged the services of a professional and technically advanced visual simulation company. The visual simulations were prepared to evaluate, model and illustrate the potential impacts associated with the resubmittal on both public and private views of the neighboring properties most affected by redevelopment of the site. Given that our visual simulations were nearly complete prior to the Town Council taking action on the revised Story Pole Policy, we respectfully request that Council consider our request for an Exception and allow us to proceed with the use of the visual simulations prepared by our consultant using advanced computer modeling and digital imagery. The visual simulations are provided for your review at the following link:

Refer to current application plan sheets A406-A408; Visual Simulations for exhibits specifically related to the above comments are to be posted at the project web site:
https://frontporch.net/community/los-gatos-meadows/.

Rationale for Proposed Exception:

As outlined in detail below, the project team for the rebuilding of Los Gatos Meadows believes it has met the intent of the Town’s Height Pole, Flagging, Netting and Signage Policy through the use of advanced digital visual simulations while minimizing undue increases in safety risks, nuisances, and further damage to existing structures through re-construction of story poles. Our professional visualization consultant was engaged in this effort, and the simulations completed ATTACHMENT 3

ITEM NO. 19.
36 Southwood Drive | Orinda, California | 94563
www.RockwoodPacific.com
prior to Town Council’s April 16, 2024, action on the updated Story Pole Policy. We are thus requesting an Exception from Section II G of the updated Policy, requiring that simulations be prepared by the Town’s consultant.

Our rational for utilizing our consultant’s visual simulations are as follows:
 Front Porch’s professional consultant was engaged in March, and nearly completed with their modeling efforts prior to the Council’s April 16, 2024, action to update the Town’s Story Pole Policy. As we understand from Town staff, the Town has yet to retain a list of qualified professional consultants to prepare visualizations. We have already submitted our response to the Town’s initial technical review of our project application. Thus, the initiation and engagement of a third-party consultant would cause undue delay to our application review process currently underway.
 The digital visualizations conducted by our consultant utilize advanced software technology to assess the project’s visual impacts using 3D modeling techniques. The model has the sophisticated capability of depicting how the project site is integrated into the surrounding context, including the project’s relationship to site topography, placement/height of existing trees and surrounding buildings, and terrain geometry using the landscape plan, site survey & engineering, and photographs from key public & private vantage points. These visualizations render the most advanced, technically accurate means of assessing a project’s visual impact(s) from selected vantage points.

We welcome the Council’s review of the visualizations, and the methodology/process our consultant utilized to prepare the visualizations as documented in our video (see link below).

The visualizations are available for Town Council review at https://frontporch.net/community/los-gatos-meadows/ and will be demonstrated/shown at the Town Council meeting for the council members to review and consider prior to taking action on this Exception Request.

ITEM NO. 19.

From: Julie Southern < >
Sent: Monday, June 10, 2024 1:48 AM
To: Sean Mullin <[email protected]>
Cc: C So < >; Matthew Southern < >
Subject: Story Pole discussion
[EXTERNAL SENDER]
Hello Sean
Just sending you a formal note about the upcoming June 18 discussion for Storey Poles.

As a long time resident, I appreciate the rigorous town oversight of construction in helping maintain our town. As a neighbor impacted by potential heights of the Meadows work, I appreciate the visual assistance of story poles. It is "easier" to see and address height issues before construction, than after. In fact if after the fact it does not match their 'renderings', I highly doubt you will ask them to take it down.

As mentioned in many meetings before, I am not against the Meadows nor development as a whole, just do not want them blocking my view - and my issue with the potential story pole revision, that will not be caught until after the fact.

Do let me know if you have any questions or concerns.

Thank you
Julie
ATTACHMENT 4

ITEM NO. 19.

From: Marc Dubresson >
Sent: Saturday, June 8, 2024 1:49 PM
To: Planning <[email protected]>
Cc:

Subject: 110 Wood Road - Objection to the request for an exception to pole, flagging, netting and signage.
[EXTERNAL SENDER]
Hi,
We’ve received a notice for the consideration of an exception to the pole flagging, netting and signage for this project (110 Wood Road). As close residents would like to visualize the proposed development with such methods as artists and architectural rendering often fail to provide perspective from all angles.

Thank you for your consideration,
Yours sincerely,
Marc and Caroline Dubresson
Los Gatos CA 95030

ITEM NO. 19.

From: Evelyn Mitsunaga < >
Sent: Monday, June 10, 2024 10:22 AM
To: Planning <[email protected]>
Subject: 110 Wood Road
[EXTERNAL SENDER]
To: Sean Mullin; Town Council
I want to go on record as supporting the Meadows/Front Porch request for exception to the height poles and flagging for the property at 110 Wood Road and am writing this email because I’m not sure I will be able to attend the June 18 Town Council meeting to voice this support.

I think the previous concerns from people living along Tait Avenue were unfounded — of course they could “see” the proposed buildings: the orange flags and lack of landscaping were jarring. But the flags and height poles do not represent how it will actually look. When completed, the property will be landscaped and won’t be any more obtrusive than properties already visible on the hillside. The buildings will not interrupt the skyline where trees meet the sky, which, to me, is the most important consideration about height.

My husband and I supported the earlier application for building and planned to move to this property when completed so we could stay close to town center where we have lived for 50 years. Now it is just me, and I still support this project as necessary for the town, and I still want to move in — if, of course, it is completed while I am still alive.

Thank you for your consideration.

Evelyn Mitsunaga, Los Gatos

ITEM NO. 19.

From: Clare Southern < >
Sent: Monday, June 10, 2024 5:14 PM
To: Julie Southern < >
Cc: Matthew Southern < >; Sean Mullin <[email protected]> Subject: Re: Story Pole discussion
[EXTERNAL SENDER]
Hi Sean,
I’d like to take a look at the project file. Would you be able to point me in the right direction? Where can I find it?
I’m curious to learn more about the town’s reason for reconsidering the story pole decision. My understanding is that this was decided a year+ ago and that there’s a law mandating story poles for a reason: to allow the town to visualize/ understand the impacts of changes to their town.

I’m not clear on why we’d consider taking on an additional expense (saw there’s an RFP out for visualization software/ contract work) when there’s an existing precendent for how to deal with new construction (especially when that construction is both downtown and on the most visible hillside).

Thank you for taking the time to help here. I trust there will be process and visibility in this project.

Clare

ITEM NO. 19.

From:

Sent: Tuesday, June 11, 2024 6:36 PM
To: Sean Mullin <[email protected]>
Subject: Comment: Height poles for June 18 meeting
[EXTERNAL SENDER]
I am writing to express that the height pole requirement for new construction is important for the community and remain intact and required.

Looking at a photo or drawing vs seeing the actual impact to neighborhoods, site lines and setbacks is important. It encourages awareness and discussion within the community.

The building process is already heavily slanted towards builders and developers - with "recommendations to talk with neighbors" but not requirements beyond dropping a note off and getting a signature. By the time these poles go up the town is already heavily involved and in support of development. Any changes are very hard to get thru the commissions in our experience. But at least it allows people to be aware and get involved if they want to.

I am 100% in favor of story poles for all building in the town of Los Gatos and the neighboring communities. There is no need to change this existing requirement. -Pam M

ITEM NO. 19.

This Page
Intentionally
Left Blank

ITEM NO. 19.

PREPARED BY: Nicolle Burnham
Parks and Public Works Director
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2024
ITEM NO: 20
DATE: June 13, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Receive a Presentation, Provide Direction, and Consider Accepting a Proposed Donation from the Los Gatos Rotary to the Town at Live Oak Manor Park RECOMMENDATION:

Receive a presentation, provide direction, and consider accepting a proposed donation from the Los Gatos Rotary to the Town at Live Oak Manor Park.

BACKGROUND:

Los Gatos Rotary (Rotary) contacted staff in early 2024 and proposed a donation to the Town to celebrate their centennial. Staff and Rotary agreed to consider an oak grove planting and walkway in an underutilized space at Live Oak Manor Park. The proposed improvements would add native habitat and a shaded walkway. The project is in an area where two large trees were lost during the winter 2023 storms.

DISCUSSION:

The concept plans are presented in Attachment 1. At the June 18 Council meeting, the Rotary’s project team will present the concepts and is seeking feedback from Town Council. Specifically, staff would like confirmation on whether Town Council would accept the donation. Assuming Town Council would like to consider acceptance of the donation, the Rotary’s design team would like feedback on the concept plans and staff will return to Town Council in August to request authorization for the Town Manager to execute the necessary agreement(s). The agreement(s) would indicate the specific role of Rotary making improvements on Town property and any expectations of Town staff in the installation of the project. Rotary is planning construction in Fall 2024.

ITEM NO. 20.

PAGE 2 OF 2
SUBJECT: Receive a Presentation and Provide Direction on the Proposed Donation from Rotary to Live Oak Manor Park
DATE: June 13, 2024
CONCLUSION:

Following feedback and direction from Town Council, staff will proceed to coordinate with Rotary on detailed design and an appropriate agreement(s) to allow Rotary to construct the project.

COORDINATION:

The project and proposed donation were considered by the Parks and Sustainability Commission at its meeting of June 10, 2024. The Commission discussed the planting materials, sidewalk materials and color, and project schedule. The Commission voted 5-1 to recommend that Town Council accept the project.

This report was coordinated with the Town Manager’s Office, the Town Attorney and Finance Director.

FISCAL IMPACT:

Rotary is proposing to donate the materials and labor required to construct the project. Staff time to support the construction project and its ongoing maintenance will be via the operating budget.

ENVIRONMENTAL ASSESSMENT:

This is a project as defined under CEQA. Information on CEQA clearance will be provided when staff brings forward the project agreement.

Attachment:

1. Live Oak Manor – Rotary Centennial Grove Presentation

ITEM NO. 20.

PREPARED BY STUDIO-AMA
PREPARED FOR: LOS GATOS PARKS AND SUSTAINABILITY COMMISSION MEETING DATE: MONDAY JUNE 10, 2024

ROTARY CLUB OF LOS GATOS CENTENNIAL GROVE

AT LIVE OAK MANOR PARK

ITEM NO. 20.
1 ROTARY CENTENNIAL GROVE AT LIVE OAK MANOR PARK STUDIO-AMA TABLE OF CONTENTS LOS GATOS, CALIFORNIA LIVE OAK MANOR PARK - AERIAL MAP 2
LIVE OAK MANOR PARK - PARCEL MAP 3
CENTENNIAL GROVE SITE PHOTOS 4 - 5
LIVE OAK MANOR PARK - GRADING PLAN 6
CENTENNIAL GROVE - LANDSCAPE CONCEPT 7 - 8
CENTENNIAL GROVE - CONCEPTUAL RENDERINGS 9 - 10

TABLE OF CONTENTS

ITEM NO. 20.
2 ROTARY CENTENNIAL GROVE AT LIVE OAK MANOR PARK STUDIO-AMA LIVE OAK MANOR PARK - AERIAL MAP LOS GATOS, CALIFORNIA

PROPOSED

CENTENNIAL GROVE

LOCATION
N

NOT TO SCALE

ITEM NO. 20.
3 ROTARY CENTENNIAL GROVE AT LIVE OAK MANOR PARK STUDIO-AMA LIVE OAK MANOR PARK - PARCEL MAP LOS GATOS, CALIFORNIA Page 472 ITEM NO. 20.
4 ROTARY CENTENNIAL GROVE AT LIVE OAK MANOR PARK STUDIO-AMA CENTENNIAL GROVE SITE - SURROUNDING PARK CONTEXT LOS GATOS, CALIFORNIA Page 473 ITEM NO. 20.
5 ROTARY CENTENNIAL GROVE AT LIVE OAK MANOR PARK STUDIO-AMA CENTENNIAL GROVE SITE - CURRENT CONDITION LOS GATOS, CALIFORNIA Page 474 ITEM NO. 20.
6 ROTARY CENTENNIAL GROVE AT LIVE OAK MANOR PARK STUDIO-AMA LIVE OAK MANOR PARK - GRADING PLAN LOS GATOS, CALIFORNIA Page 475 ITEM NO. 20.
7 ROTARY CENTENNIAL GROVE AT LIVE OAK MANOR PARK STUDIO-AMA LOS GATOS, CALIFORNIA LAWN

PARK MEMORIAL

MONUMENT WITH BENCHES

QUERCUS AGRIFOLIA

MEANDERING PATH

QUERCUS DOUGLASII

AESCULUS CALIFORNICA

CALIFORNIA NATIVE

PLANTING

LANDSCAPE CONCEPT
N

NOT TO SCALE

ITEM NO. 20.
8 ROTARY CENTENNIAL GROVE AT LIVE OAK MANOR PARK STUDIO-AMA LOS GATOS, CALIFORNIA

AESCULUS

CALIFORNICA

QUERCUS QGRIFOLIA

QUERCUS DOUGLASII

ACHILLEA

MILLEFOLIUM

SALVIA CLEVELANDII

ERIPHYLLUM PENSTEMON EATONII

CONFERTIFLORUM

PARK MEMORIAL

MONUMENT MEADERING PATH CALIFORNIA NATIVE PLANTING
LANDSCAPE CONCEPT IMAGERY Page 477
ITEM NO. 20.
9 ROTARY CENTENNIAL GROVE AT LIVE OAK MANOR PARK STUDIO-AMA CONCEPTUAL 3D RENDERING LOS GATOS, CALIFORNIA Page 478 ITEM NO. 20.
10 ROTARY CENTENNIAL GROVE AT LIVE OAK MANOR PARK STUDIO-AMA CONCEPTUAL 3D RENDERING LOS GATOS, CALIFORNIA Page 479 ITEM NO. 20.

PREPARED BY: Ryan Baker
Library Director
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2024
ITEM NO: 21
DATE: June 6, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Provide Direction on the Town’s Community Grant Process RECOMMENDATION:

Provide direction on the Town’s Community Grant Process.

BACKGROUND:

The Town of Los Gatos has been awarding grants since 1992 to support community groups working toward the benefit of Los Gatos residents. The program was administered by the Town’s Community Services Department until the Department was dissolved in Fiscal Year (FY) 2011/12. In that year, program administration was transferred to the Town Manager’s Office with review of applications and award recommendations passing through the Arts and Culture Commission (ACC) and the Community and Senior Services Commission [now Community Health and Senior Services Commission (CHSSC)] before final approval by Town Council.

Prior to 2011, the program funding was provided in-part using federal Community Development Block Grant (CDBG) funds. Beginning in FY 2011/12, those funds were diverted to the County of Santa Clara’s Housing and Community Development Advisory Committee for distribution and the Town’s Community Grants became funded entirely by the Town’s General Fund dollars.

On February 4, 2020, the Town Council approved revisions to the Community Grant program which had been recommended by Town staff working in conjunction with the ACC and the CHSSC based input from community organizations. These changes were intended to address problems that had developed over the previous years and to create a more fair and equitable system for grant applicants.

ITEM NO. 21.

PAGE 2 OF 4
SUBJECT: Provide Direction for the Town’s Community Grant Process DATE: June 6, 2024
BACKGROUND (Continued):

Three classes of grants were established: one-time competitive grants focusing on assisting new projects or surmounting new challenges for non-profits, two-year grants for sustaining nonprofits in social services that had been receiving funding consistently between 2014 and 2020, and one-time innovation grants to assist individual community members in launching a project for the community. Innovation grants were discontinued as a line item in the Adopted FY 2024/25 Operating Budget due to the decreasing number of applications over the previous years and unexpected tax implications for recipients; funding in this category has been diverted to one-time competitive grants given that non-profit organizations have provided a greater impact for the funds allocated.

Town Council reviewed the scoring rubric for grants on several occasions between 2020 and 2024, with the Diversity, Equity, and Inclusion Committee (DEIC) additionally reviewing in spring of 2024. The standardized scoring rubric for evaluating and rating grant applications creates a fair and equally comparable set of guidelines. In fairness to all applicants and to extend funding to as many organizations as possible, past practice limited applications and grants awards to one per organization. Under the current system, grant applications are read and ranked by two members of the ACC, two members of the CHSSC, and one member of the DEIC. Each of the reviewers independently evaluates the applications and provides their scores to the Library Director who compiles the results.

The Town’s Community Grant Program is unique in that few local government agencies offer similar competitive application programs on an annual basis for distributing grants of public money from their General Funds; where such programs do exist, they are often funded from Community Development Block Grants or passed through from other State or Federal grants.

In addition to the $70,000 in sustaining grants and $80,000 in one-time competitive grant line items in the Proposed FY 2024/25 Operating Budget, Council allocated an additional $100,000 for the overall community grant program plus $25,000 in competitive grant funds for nutrition programs and $25,000 in competitive grant funds for rental assistance. The Council requested that staff return to Council for direction for the community grant process prior to the release of the applications for the next cycle, which is the subject of this agenda item.

DISCUSSION:

With the additional $100,000 for the community grant program (bringing it to $250,000), $25,000 for rental assistance grants, and $25,000 for nutrition/food grants, staff has the following questions to guide the Council’s discussion and direction.

ITEM NO. 21.

PAGE 3 OF 4
SUBJECT: Provide Direction for the Town’s Community Grant Process DATE: June 6, 2024
DISCUSSION (Continued):

1. Is it the intent of the Council to maintain the four noncompetitive, sustaining grants at approximately their current levels, totaling $70,000:
 Live Oak Nutrition at $23,000
 Counseling and Support Services for Youth at $13,000
 Next Door Solutions to Domestic Violence at $13,000
 West Valley Community Services at $21,000

2. Should the remaining $180,000 for the competitive grants be distributed into 18 grants with a cap of $10,000 each? Each year tends to bring more applications in the competitive program as word of the program spreads. For example, past organizations that have applied within the competitive process are:
 Art Docents of Los Gatos
 AWO
 Chabad of S Jose
 Daves Avenue Elementary School
 Girls on the Run of Silicon Valley
 Homenetmen Santa Clara Ani
 Jewish Silicon Valley
 KCAT
 Live Oak Adult Day Services
 Los Gatos Chamber of Commerce
 Los Gatos Community Concert Association
 Los Gatos Education Foundation
 Los Gatos Music and Arts
 Louise Van Meter Project Cornerstone
 Morning Rotary
 New Museum Los Gatos
 Omniware Networks
 Parents Helping Parents
 Parents Helping Parents Inc
 Plant Based Advocates
 Rebuilding Together Silicon Valley
 Saratoga Senior Coordinating Council
 Silicon Valley Jewish Film Festival
 St Lukes Pantry Fund
 The Los Gatos Anti-Racism Coalition
 The Rotary Club of Los Gatos
 United Way
 Veterans Memorial & Support Foundation
 West Valley Muslim Association
 Young Science Institute
 YWCA Support Network

3. Should organizations who receive funding from the Town through other mechanisms (e.g., the Chamber for a service contract and NUMU for the one-time allocation in the FY 2024/25 Budget) be eligible for community grant funding through the competitive process?

4. For the nutrition/food grants and for the rent relief grants, should organizations that already receive a sustaining grant be eligible for all or a portion of these funds?

ITEM NO. 21.

PAGE 4 OF 4
SUBJECT: Provide Direction for the Town’s Community Grant Process DATE: June 6, 2024
DISCUSSION (Continued):

5. For the nutrition/food grants and for the rent relief grants, is it the intent of the Council to distribute the funds to as many qualifying organizations in that category that apply, award the entire $25,000 to a single entity of that category, or have a cap on the grant amount per organization (e.g., $10,000 that matches the other competitive grants)? CONCLUSION:

Staff will work within the current framework and include the newest additions from the Adopted FY 2024-25 Budget to keep the grant timelines on track.

In addition, an open and honest discussion of the entire process would be well warranted soon to solidify the program for future years. Considering that the underlying philosophy of the grant process overhaul in 2020 was to establish a set of transparent rules, a level playing field for all applicants, consistent messaging, and an objective method of ranking all applications equally, it is becoming apparent that new direction is needed from Council regarding its present-day overall objectives of the Community Grant program and process. At that time, Council may wish to additionally consider if there is advantage in memorializing any selected process through an official Town Council Policy.

FISCAL IMPACT:

Grants funds in the total amount of $300,000 have been included in the Adopted FY 2024/25 Operating Budget.

ENVIRONMENTAL ASSESSMENT:

This is not a project defined under CEQA, and no further action is required.

ITEM NO. 21.

PREPARED BY: Katy Nomura
Assistant Town Manager
Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832 www.losgatosca.gov

TOWN OF LOS GATOS

COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2024
ITEM NO: 22
DATE: June 10, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Provide Any Additional Direction on Near-term Improvements to the Interim Community Center and Operational Support for Community Partners RECOMMENDATION:

Provide any additional direction on near-term improvements to the Interim Community Center and operational support for community partners.

BACKGROUND:

On August 15, 2023, the Town Council allocated $866,281 to a Community Center Development Fund to design and construct near-term improvements to the Adult Recreation Center to achieve two major purposes. The Adopted Fiscal Year (FY) 2024/25 Budget programmed an additional $11,333, increasing the total available funding to $877,614. One purpose is to facilitate the use of space for a variety of non-profit agencies to provide services to the community. The second purpose is to reconfigure the existing space to make it more open and inviting to the community. This effort is referred to as the Interim Community Center.

On November 21, 2023, the Town Council provided additional feedback on the Interim Community Center effort which involves the following steps:

1. (Completed January 25, 2024) Host Community Meeting to receive community input on:
a. Preferred types of community partners/services;
b. Community partner selection criteria; and
c. Ideas for near-term improvements to the ARC/Community Center.

ITEM NO. 22.

PAGE 2 OF 5
SUBJECT: Interim Community Center
DATE: June 10, 2024
BACKGROUND (continued):

2. (Completed February 15, 2024) Receive the Community Health and Senior Services Commission’s (CHSSC) recommendation on items relevant to a Request for Interest (RFI) for community partners, such as the types of community partners and selection criteria.

3. (Completed March 5, 2024) Return to Council with CHSSC’s recommendation for Council input and approval on items relevant to the Request for Interest (RFI) for community partners, such as the types of community partners and selection criteria.

4. (Completed March 29, 2024) Issue the RFI.

5. (Completed May 7, 2024) Return to Council with the final selection of community partners.

6. (Completed May/June 2024) Discuss any potential physical near-term improvements and operational support needed by selected community partners with Los Gatos Saratoga Recreation (LGS Recreation).

7. (Completed June 11, 2024) Receive CHSSC’s recommendation on near-term improvements and operational support for Council’s consideration, taking into account ideas shared at the community meeting and budget constraints.

8. (We are here.) Return to Council with CHSSC’s recommendation on near-term improvements and operational support for consideration.

9. Hire an architect (if needed) to provide cost estimates for the prioritized items.

10. Return to Council with cost estimates for selection of which prioritized items to move forward for implementation, design, and bidding, as applicable.

DISCUSSION:

After discussions with Los Gatos Saratoga Recreation (LGS Recreation) and the community partners Council selected on May 7, 2024, staff has gathered the following information for the Council’s consideration. Recommendations from the CHSSC’s June 11, 2024 meeting are also included.

Hybrid Meeting Equipment
On March 5, 2024, Council directed staff to proceed with creating a space at the Interim Community Center for hybrid/Zoom meetings with modern equipment. Staff proceeded with this work and had determined that depending on which models are selected, modern hybrid meeting equipment can cost an estimated $4,500-$10,000 per setup along with a $50/month Zoom room license per setup. If a portable setup is used, it can provide the hybrid functionality in whichever room it is placed in; however, due to the large nature of the screens involved, it is not practical to bring a system up and down the elevator on a regular basis.

On June 11, 2024, the CHSSC recommended that the Council proceed with two systems, one for the first floor and one for the second floor.

ITEM NO. 22.

PAGE 3 OF 5
SUBJECT: Interim Community Center
DATE: June 10, 2024
DISCUSSION (continued):

Staff looks forward to Council’s direction on whether to pursue one portable system or two systems to accommodate both the first and second floors.

Office for Shared Desk Space for Community Partners
LGS Recreation was able to identify and graciously offer an office space that could be used for the rotational desk space shared by community partners without any major retrofitting. The one retrofit that LGS Recreation recommended would be to put a keypad or key fob lock on the door to allow multiple partners entry. This is estimated to cost $1,400-$2,000; however, this is a preliminary estimate.

To cover the operating costs of using the space such as custodial, utilities, and front office staff support to help direct clients appropriately when visiting, LGS Recreation would charge the community partners a nominal fee of $24 per hour. They would also be willing to waive their normal deposit ($500), application fee ($10), and facility attendant fees ($24 per hour). Each participating community partner would need to complete an application with a liability waiver and provide proof of insurance. In addition to allowing LGS Recreation to recover their costs for providing the space, another consideration for the nominal fee is that it may help ensure that any time booked will be fully utilized and that time will be reserved wisely.

On June 11, 2024, the CHSSC requested clarification on whether or not the current lease agreement with LGS Recreation obligated them to provide space to community partners at no charge. After legal review, it has been determined that the existing lease does not require LGS Recreation to provide the space for free. It is also worth noting that since the office space will be fully dedicated to the community partners on an ongoing/weekly basis, it is a different arrangement from the occasional event rentals that are common with community centers.

Staff recommends that Council direct staff to proceed with the keypad for the office and to provide any direction regarding the nominal charge to community partners to cover LGS Recreation’s related operating expenses.

Other Improvements
While reviewing the input received at the community meeting (Attachment 1) and throughout this process, staff recommends the following improvements for consideration. If the Council ultimately would like to move forward with these items, more formal costing would be determined as a next step.

1. Large Hall Divider: The current room divider is not fully functional and requires multiple staff to move. Replacing the existing divider would allow the room to easily be divided for multiple programs to occur at the same time. This could be beneficial to allow more

ITEM NO. 22.

PAGE 4 OF 5
SUBJECT: Interim Community Center
DATE: June 10, 2024
DISCUSSION (continued):
independent spaces for current and future programming and partnerships. In addition, a fully functional divider that was lockable would allow the Main St. side of the room to be used without opening access to the full facility. This could be beneficial should a community partner in the future be interested in a food pantry or some type of pick-up service that did not require a restroom. Replacing this room divider and including a motor mechanism is estimated to cost approximately $100,000. a. There was also interest from LGS Recreation to have a second divider put in to secure the storage area that holds the tables and chairs. While this second divider is not part of staff’s recommendation due to the higher costs of the structural analysis, permitting, and construction associated with new railing and partitions, this secured storage area could also be beneficial for storing the hybrid meeting system if one was placed downstairs.

2. Additional Lighting: Staff could explore additional safety lighting on the exterior of the building as well as on the interior for the installation of emergency lighting, such as in the restrooms. If these are improvements that Council is interested in, staff would determine cost estimates for the work for further consideration.

In addition to safety lighting, it has been indicated that upgrading to pendant lighting in the lobby area could make the space brighter and more welcoming. Preliminarily, it is estimated that this lobby lighting upgrade may cost an estimated $100,000, and if Council is interested in this option, staff would determine more formal costing for further consideration.

On June 11, 2024, the CHSSC recommended that the Council proceed with the motorized large hall divider replacement and a lockable, secure second divider so that the portable hybrid meeting equipment could be stored securely. The CHSSC further recommended that the Council explore additional safety lighting on the exterior and interior of the building, including emergency lighting for the bathrooms.

Staff recommends that Council direct staff to proceed with the large hall divider and safety lighting. Staff looks forward to Council’s direction regarding the second large hall divider for storage, the lobby lighting upgrade, and any other near-term improvements of interest.

CONCLUSION:

Staff looks forward to any additional direction from Council on near-term improvements to the Interim Community Center and operational support for community partners.