Saratoga City Council Minutes ~ February 21, 2024 ~ Page 1 of 6
MINUTES
WEDNESDAY, FEBRUARY 21, 2024
SARATOGA CITY COUNCIL REGULAR MEETING
At 5:30 p.m., the City Council held an interview for the Library and Public Art Commission.
PAGE/FITZSIMMONS MOVED TO REOPEN THE RECRUITMENT FOR THE LIBRARY AND PUBLIC ART COMMISSION FOR A TERM ENDING SEPTEMBER 30, 2027 .
MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE.
ABSENT: NONE.
At 6:00 p.m., the City Council held a Study Session to review and provide direction on projects and funding for the 2024- 25 Capital Improvement Program (CIP) budget in the Li nda Callon Conference Room.
Ryan Hinchman, Administrative Services Director, presented the staff report.
Mayor Zhao invited public comment.
The following individual spoke at this time: Bill Dalton
AFTAB/PAGE MOVED TO DIRECT STAFF TO PROCEED WITH FUNDING SCENARIO NUMBER TWO AS PRESENTED, WITH THE FOLLOWING ADJUSTMENTS: $500K
ADDITIONAL PAVEMENT MANAGEM ENT PROGRAM FUNDING ADDED FROM THE
ROAD AND FACILITY RESERVE, REMOVING THE PROSPECT CENTER PARKING LOT PROJECT AND REALLOCATING THE $30K OF FUNDS TO THE RESIDENTIAL TREE PLANTING PROGRAM.
Council Member Page requested a friendly amendment to move funding in the Priority Projects list from Public Art Infrastructure to Hakone Gardens Infrastructure Improvements.
AFTAB/PAGE MOVED TO DIRECT STAFF TO PROCEED WITH FUNDING
SCENARIO NUMBER TWO AS PRESENTED, WITH THE FOLLOWING
ADJUSTMENTS: $500K ADDITIONAL PAVEMENT MANAGEM ENT PROGRAM
FUNDING ADDED FROM THE ROAD AND FACILITY RESERVE, REMOVING THE PROSPECT CENTER PARKING LOT PROJECT AND REALLOCATING THE $30K OF
FUNDS TO THE RESIDENTIAL TREE PLANTING PROGRAM, AND MAKING A ONE- TIME REMOVAL OF $25K FROM THE PUBLIC ART INFRASTRUCTURE PROJECT
AND REALLOCATING THE FUNDS TO THE HAKONE GARDENS
INFRASTRUCTURE PROJECT. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN:
NONE. RECUSED: NONE. ABSENT: NONE.
Mayor Zhao called the Regular Session to order at 7:00 p.m.
Prior to Roll Call, the City Clerk stated Council Member Walia is attending the meeting from Sacramento, as indicated on the agenda, pursuant to Government Code 54953(b). Council Member Walia confirmed for the record she has met the applicable notice requirements and confirmed the public is able to participate from her location.
Saratoga City Council Minutes ~ February 21, 2024 ~ Page 2 of 6
ROLL CALL
PRESENT: Mayor Yan Zhao, Vice Mayor Belal Aftab, Council Members Kookie Fitzsimmons, Chuck Page, Tina Walia
ABSENT: None
ALSO PRESENT: James Lindsay, City Manager
Richard Taylor, City Attorney
Leslie Arroyo, Assistant City Manager
John Cherbone, Public Works Director
Bryan Swanson, Community Development Director
Ryan Hinchman, Administrative Services Director
Britt Avrit, City Clerk
Kyle Rathbone, Assistant Planner
Macedonio Nunez, Engineering Services Manager/City Engineer Ramona McGary, Administrative Analyst
REPORT ON POSTING OF THE AGENDA
The City Clerk reported the agenda for this meeting was properly posted on February 15, 2024.
REPORT FROM STUDY SESSION
Mayor Zhao stated the City Council held a Study Session to review and provide direction on projects and funding for the 2024-25 Capital Improvement Program (CIP) budget.
ORAL COMMUNICATIONS ON NON- AGENDIZED ITEM S; IN-PERSON
ATTENDEES
The following individuals spoke at this time:
Jim Stallman discussed Union Pacific Railroad.
Chuck Page, as a member of the public, discussed a recent incident and requested members of the public to drive more carefully.
ANNOUNCEMENTS
Mayor Zhao shared information about Let’s Work Saratoga Volunteer Day, AlertSCC, and Mayor’s Farmers’ Market Hours.
1. CONSENT CALENDAR
Mayor Zhao invited public comment.
No one requested to speak.
Council Member Page pulled Item 1.4 for separate discussion.
1.1. City Council Meeting Minutes
Recommended Action:
Approve the Minutes for the January 30, 2024, City Council Special Meeting, the January 31, 2024, City Council Special Meeting, and the February 7, 2024, City Council Regular Meeting.
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PAGE/AFTAB MOVED TO APPROVE THE MINUTES FOR THE JANUARY 30, 2024, CITY COUNCIL SPECIAL MEETING, THE JANUARY 31, 2024, CITY COUNCIL SPECIAL MEETING, AND THE FEBRUARY 7, 2024, CITY COUNCIL REGULAR MEETING. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE:
AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN:
NONE. RECUSED: NONE. ABSENT: NONE.
1.2. One Year Maintenance Contract Extension for the Heritage Orchard with Orchard Keepers in an amount not to exceed $135,200
Recommended Action:
Approve a one-year extension of the maintenance service contract with Orchard Keepers for the Heritage Orchard in an amount not to exceed $135,200 and authorize the City Manager to execute the same.
PAGE/AFTAB MOVED TO APPROVE A ONE -YEAR EXTENSION OF THE
MAINTENANCE SERVICE CONTRACT WITH ORCHARD KEEPERS FOR THE HERITAGE ORCHARD IN AN AMOUNT NOT TO EXCEED $135,200 AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: PAGE, WALIA, AFTAB, ZHAO.
NOES: FITZSIMMONS. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
1.3. Accounts Payable Check Registers
Recommended Action:
Review and accept the 02/01/2024 and 02/08/2024 accounts payable vendor payment check registers.
PAGE/AFTAB MOVED TO REVIEW AND ACCEPT THE 02/01/2024 AND 02/08/2024 ACCOUNTS PAYABLE VENDOR PAYMENT CHECK REGISTERS. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS , PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE.
ABSENT: NONE.
1.4. Friendship City with Xi’an, China Memorandum of Understanding (MOU) Recommended Action:
Approve the Friendship City Memorandum of Understanding (MOU) with Xi’an, China.
PAGE/ZHAO MOVED TO APPROVE THE FRIENDSHIP CITY MEMORANDUM OF UNDERSTANDING (MOU) WITH XI’AN, CHINA, AS AMENDED . MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS , PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE.
ABSENT: NONE.
1.5. Acceptance of Quito Road Bridges Temporary Construction Easement Recommended Action:
Adopt a resolution accepting the dedication of a temporary construction easement for the Quito Road Bridges project and authorizing the City Manager to execute a Certificate of Acceptance.
RESOLUTION 24-006
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PAGE/AFTAB MOVED TO ADOPT A RESOLUTION ACCEPTING THE
DEDICATION OF A TEMPORARY CONSTRUCTION EASEMENT FOR THE
QUITO ROAD BRIDGES PROJECT AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CERTIFICATE OF ACCEPTANCE. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS , PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
2. PUBLIC HEARING
2.1. Request for approval of encroachment into existing scenic easement at 21083 Comer Drive
Recommended Action:
Consider the application and, if the Council determines that the ADU may encroach in the scenic easement area, direct staff to prepare a resolution making appropriate findings to be considered on the consent calendar at a later meeting.
Kyle Rathbone, Assistant Planner, presented the staff report.
The Applicant provided a presentation.
Mayor Zhao invited public comment.
The following individuals spoke at this time: Jack Harris, Janet Ehrhardt
FITZSIMMONS/PAGE MOVED TO DIRECT STAFF TO PREPARE A RESOLUTION
MAKING APPROPRIATE FINDINGS TO BE CONSIDERED ON THE CONSENT
CALENDAR AT A LATER MEETING THAT THE ADU MAY ENCROACH IN THE SCENIC EASEMENT AREA. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE.
ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
3. GENERAL BUSINESS
3.1. Community Event and Street Closure Grant Program for Fiscal Year 2024/25 Recommended Action:
Provide staff with direction on funding for Fiscal Year 2024/25 Community Event and Street Closure Grant Program including, 1) secured funding recipients and allocations as well as total funding amount; 2) secured funding recipient and allocation for the Street Closure Grant Program; 3) competitive Community Event Grant Program funding allocation; 4) and request to increase grant funding allocation for Fiscal Year 2024/25.
Ramona McGary, Administrative Analyst, presented the staff report.
Mayor Zhao invited public comment.
The following individuals spoke at this time: Tiger Teerlink, Kelly Medrano, Jim Cargill, Mark Chapman.
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AFTAB/PAGE MOVED TO ACCEPT STAFF RECOMMENDATION FOR THE EXISTING PROGRAM AS WELL AS THE $16K INCREASE AS PRESENTED.
MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS, PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE.
ABSENT: NONE.
3.2. Donation from El Paseo Property Owner, LLC
Recommended Action:
Authorize the City Manager to execute an agreement with El Paseo Property Owner, LLC (Sand Hill Property Company) to accept a donation of $100,000 for sidewalk improvements along Quito Road.
Macedonio Nunez, Engineering Services Manager/City Engineer, presented the staff report.
Mayor Zhao invited public comment.
The following individual spoke at this time: Jody Tatro.
PAGE/AFTAB MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE AN
AGREEMENT WITH EL PASEO PROPERTY OWNER, LLC (SAND HILL
PROPERTY COMPANY) TO ACCEPT A DONATION OF $100,000 FOR
SIDEWALK IMPROVEMENTS ALONG QUITO ROAD. MOTION PASSED BY THE FOLLOWING ROLL CALL VOTE: AYES: FITZSIMMONS , PAGE, WALIA, AFTAB, ZHAO. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
COUNCIL ASSIGNMENTS
Council Member Kookie Fitzsimmons
Nothing to report
Council Member Tina Walia
Cities Association of Santa Clara County City Selection Committee – stated the Committee made annual appointments to regional positions.
Cities Association of Santa Clara County Board of Directors – stated the Board held its first meeting as a Joint Powers Authority; the JPA Board Officers were elected with no changes, the Board discussed the transition to the JPA and denied a request from an agency to serve as a fiscal agent for a nexus survey.
Silicon Valley Clean Energy Authority Board of Directors – stated the Board appointed members of the Legislative Ad Hoc Committee, Audit Committee and Finance & Admin Committee ; Council Member Walia discussed the meetings she attended while in Sacramento.
Council Member Chuck Page
Nothing to report.
Vice Mayor Belal Aftab
Valley Transportation Authority Policy Advisory Committee - stated the Committee appointed Morgan Hill City Council Member Yvonne Martinez Beltran as Chair and Santa Clara City Council Member Raj Chahal as Vice Chair.
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Mayor Yan Zhao
Council Finance Committee - stated the Committee reviewed Financial and Investment Policies.
West Valley Sanitation District Board of Directors – stated she attended the meeting with nothing to report.
CITY COUNCIL ITEMS
Page/Aftab requested that the City Council discuss roadway safety and economic development in Saratoga.
COUNCIL COMMUNICATIONS
None
CITY MANAGER'S REPORT
None
CITY ATTORNEY'S REPORT
None
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS; VIRTUAL ATTENDEES
No one requested to speak.
ADJOURNMENT
Mayor Zhao adjourned the meeting at 8:46 p.m.
Minutes respectfully submitted:
Britt Avrit, City Clerk
City of Saratoga