Saratoga City Council Minutes ~ August 20, 2025 ~ Page 1 of 8
MINUTES
WEDNESDAY, AUGUST 20, 2025
SARATOGA CITY COUNCIL REGULAR MEETING
At 5:00 p.m., the City Council held a Closed Session in the Linda Callon Conference Room for a Conference with Labor Negotiators.
Mayor Aftab invited public comment.
No one requested to speak.
At 6:00 p.m., the City Council held a Closed Session in the Linda Callon Conference Room for the City Attorney Performance Evaluation.
Mayor Aftab invited public comment.
No one requested to speak.
Mayor Aftab called the Regular Session to order at 7:00 p.m.
ROLL CALL
PRESENT: Mayor Belal Aftab, Vice Mayor Chuck Page, Council Members Kookie Fitzsimmons, Tina Walia, Yan Zhao
ABSENT: None
ALSO PRESENT: Matt Morley, City Manager
Richard Taylor, City Attorney
Leslie Arroyo, Assistant City Manager
Ryan Hinchman, Administrative Services Director
John Cherbone, Public Works Director
Bryan Swanson, Community Development Director
Britt Avrit, City Clerk
REPORT ON POSTING OF THE AGENDA
The City Clerk reported the agenda for this meeting was properly posted on August 14, 2025.
REPORT FROM CLOSED SESSION
Mayor Aftab stated the City Council held Closed Sessions at 5:00 p.m. and 6:00 p.m. with no reportable action.
ORAL COMMUNICATIONS ON NON- AGENDIZED ITEMS; IN -PERSON
ATTENDEES
The following individuals spoke at this time:
Rob Balbuena discussed working for the City of Saratoga and contract negotiations.
Christina Fusco discussed working for the City of Saratoga and contract negotiations.
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Jean Cohen discussed contract negotiations.
Emma Burkhalter discussed healthcare in contract negotiations.
Kyle Rathbone discussed recruiting and retaining staff, and contract negotiations.
John Tucker discussed contract negotiations.
Chris Pilson discussed contract negotiations.
Toby Brenton discussed personnel rules and contract negotiations.
Jim Cargill discussed recent tree trimming in the City.
Glenn Hendricks discussed the work of the Traffic Commission.
John B. Henley, Jr. discussed the installation of the sidewalk near City Hall.
ANNOUNCEMENTS
Mayor Aftab shared information about the upcoming WUI Community Meeting, Saratoga Commission recruitments, the Safe Routes to School and State of the City events, and the Courage in Leadership Award.
Vice Mayor Page shared information about the upcoming Saratoga Nights event.
1. CONSENT CALENDAR
Mayor Aftab invited public comment.
No one requested to speak.
Vice Mayor Page removed Item No. 1.9 for separate discussion.
Council Member Walia removed Item No.’s 1.7 and 1.12 for separate discussion.
1.1 City Council Meeting Minutes
Recommended Action:
Review and Approve the Minutes for the July 2, 2025 City Council Meeting.
ZHAO/PAGE MOVED TO REVIEW AND APPROVE THE MINUTES FOR THE JULY 2, 2025 CITY COUNCIL MEETING. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE.
ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
1.2 Accounts Payable Check Registers
Recommended Action:
Review and accept the 06/25/2025, 07/02/2025, 07/09/2025, 07/17/2025, 07/23/2025, 07/30/2025, and 08/06/2025 accounts payable vendor payment check registers.
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ZHAO/PAGE MOVED TO REVIEW AND ACCEPT THE 06/25/2025, 07/02/2025, 07/09/2025, 07/17/2025, 07/23/2025, 07/30/2025, AND 08/06/2025 ACCOUNTS PAYABLE VENDOR PAYMENT CHECK REGISTERS. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES:
NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
1.3 Treasurers Report for the Month Ended June 30, 2025 Recommended Action:
Review and accept the Treasurers Report for the month ended June 30, 2025.
ZHAO/PAGE MOVED TO REVIEW AND ACCEPT THE TREASURERS REPORT FOR THE MONTH ENDED JUNE 30, 2025. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE.
ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
1.4 Contract amendment and budget adjustment resolution for tree planting with Our City Forest
Recommended Actions:
1. Approve an amendment to extend a contract with Our City Forest for residential tree planting through June 30, 2026, with additional payment terms for a contract not-to-exceed $72,075.
2. Approve budget adjustment resolution to appropriate receipts from participating residents to the Residential Tree Planting Program CIP expenditures account.
RESOLUTION 25-046
ZHAO/PAGE MOVED TO 1. APPROVE AN AMENDMENT TO EXTEND A
CONTRACT WITH OUR CITY FOREST FOR RESIDENTIAL TREE PLANTING THROUGH JUNE 30, 2026, WITH ADDITIONAL PAYMENT TERMS FOR A CONTRACT NOT -TO-EXCEED $72,075, AND 2. APPROVE BUDGET
ADJUSTMENT RESOLUTION TO APPROPRIATE RECEIPTS FROM
PARTICIPATING RESIDENTS TO THE RESIDENTIAL TREE PLANTING PROGRAM CIP EXPENDITURES ACCOUNT. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES:
NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
1.5 Budget amendment resolution to appropriate Tree Fine receipts to the Citywide Tree Replanting CIP Project for FY25-26
Recommended Action:
Approve a resolution amending the FY25-26 CIP budget to appropriate funds received from Tree Fines to the Citywide Tree Replanting Project.
RESOLUTION 25-047
ZHAO/PAGE MOVED TO APPROVE A RESOLUTION AMENDING THE FY25 -26
CIP BUDGET TO APPROPRIATE FUNDS RECEIVED FROM TREE FINES TO THE CITYWIDE TREE REPLANTI NG PROJECT. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES:
NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
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1.6 Santa Clara County Library Joint Powers Authority Amended Lease Agreement Recommended Action:
Authorize the City Manager to execute an amended lease agreement with the Santa Clara County Library Joint Powers Authority.
ZHAO/PAGE MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE AN
AMENDED LEASE AGREEMENT WITH THE SANTA CLARA COUNTY
LIBRARY JOINT POWERS AUTHORITY. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE.
ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
1.7 Saratoga Farmers Market License Agreement
Recommended Action:
Authorize the City Manager to execute a license agreement with the All Bay Farmers Market Association to operate a Farmers Market at the City Hall parking lot.
WALIA/ZHAO MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE A
LICENSE AGREEMENT WITH THE ALL BAY FARMERS MARKET
ASSOCIATION T O OPERATE A FARMERS MARKET AT THE CITY HALL
PARKING LOT GIVING AUTHORITY TO THE CITY MANAGER TO ADJUST START AND STOP TIMES AS NEEDED. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE.
ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
1.8 Pacific Preparedness Emergency Management Planning Second Amended Service Contract Agreement
Recommended Action:
Authorize the City Manager to execute a second amended contract agreement with Pacific Preparedness in an amount not-to-exceed $50,625 ending on June 30, 2026.
ZHAO/PAGE MOVED TO AUTHORIZE THE CITY MANAGER TO EXECUTE A
SECOND AMENDED CONTRACT AGREEMENT WITH PACIFIC
PREPAREDNESS IN AN AMOUNT NOT-TO-EXCEED $50,625 ENDING ON JUNE 30, 2026. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE. ABSTAIN: NONE. RECUSED: NONE.
ABSENT: NONE.
1.9 Saratoga Village Crosswalk & Sidewalk Rehabilitation Project Award of Contract and Budget Resolution
Recommended Actions:
1. Declare Villalobos & Associates, Inc. as the lowest responsible bidder on the project.
2. Award a Construction Contract to Villalobos & Associates, Inc. in the amount of $295,487.
3. Authorize staff to execute change orders to the contract up to $59,853.
4. Approve a budget resolution to amend the FY25- 26 budget to appropriate local match funds to the Village Crosswalk & Sidewalk Project.
RESOLUTION 25-048
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PAGE/FITZSIMMONS MOVED TO 1. DECLARE VILLALOBOS & ASSOCIATES, INC. AS THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT, 2. AWARD A CONSTRUCTION CONTRACT TO VILLALOBOS & ASSOCIATES, INC. IN THE AMOUNT OF $295,487, 3. AUTHORIZE STAFF TO EXECUTE CHANGE ORDERS TO THE CONTRACT UP TO $59,853, 4. APPROVE A BUDGET RESOLUTION TO AMEND THE FY25-26 BUDGET TO APPROPRIATE LOCAL MATCH FUNDS TO THE VILLAGE CROSSWALK & SIDEWALK PROJECT. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB.
NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
1.10 2-Hour Parking Zone Extension on the Northwesterly Side of Oak Street Between State Route 9 and 3rd Street.
Recommended Action:
Adopt the Motor Vehicle resolution authorizing a 475 -foot extension of the 2-Hour Parking zone on the northwesterly side of Oak Street between State Route 9/Saratoga-Los Gatos Road and 3rd Street.
RESOLUTION MV 341
ZHAO/PAGE MOVED TO ADOPT THE MOTOR VEHICLE RESOLUTION
AUTHORIZING A 475 -FOOT EXTENSION OF THE 2-HOUR PARKING ZONE ON
THE NORTHWESTERLY SIDE OF OAK STREET BETWEEN STATE ROUTE 9/SARATOGA-LOS GATOS ROAD AND 3RD STREET. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES:
NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
1.11 Agreement for Employment and Labor Law Services with Mouser Law Firm, A Professional Corporation
Recommended Action:
Authorize the City Manager to enter into an agreement for employment and labor law services with Mouser Law Firm, A Professional Corporation.
ZHAO/PAGE MOVED TO AUTHORIZE THE CITY MANAGER TO ENTER INTO
AN AGREEMENT FOR EMPLOYMENT AND LABOR LAW SERVICES WITH MOUSER LAW FIRM, A PROFESSIONAL CORPORATION. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB.
NOES: NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
1.12 Contract for Wildfire CEQA Analysis
Recommended Action:
Authorize the City Manager to negotiate and execute a contract with Fehr and Peers for California Environmental Quality Act (CEQA) analysis in an amount not to exceed $153,800.
WALIA/AFTAB MOVED TO AUTHORIZE THE CITY MANAGER TO NEGOTIATE
AND EXECUTE A CONTRACT WITH FEHR AND PEERS FOR CALIFORNIA
ENVIRONMENTAL QUALITY ACT (CEQA) ANALYSIS IN AN AMOUNT NOT TO EXCEED $153,800. MOTION PASSED BY THE FOLLOWING VOTE: AYES:
FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES: NONE. ABSTAIN: NONE.
RECUSED: NONE. ABSENT: NONE.
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2. GENERAL BUSINESS
2.1 Water Supply Adequacy Ordinance Information
Recommended Action:
Accept report and direct staff on next steps regarding efforts toward a Water Supply Adequacy Ordinance.
Mainini Cabute, Environmental Programs Manager, presented the staff report.
Mayor Aftab invited public comment.
The following individual spoke at this time: Glenn Hendricks
No vote needed; direction provided to staff
2.2 Mills Act Program
Recommended Actions:
1. Provide direction to staff on required changes to the draft Policy.
2. Direct staff to schedule the draft Policy for HPC review.
3. Return to the City Council for final adoption of the Policy with consideration of any recommendations by the HPC.
4. Provide direction on whether to allow a 90-day extension for the property owner at 15095 Fruitvale Avenue to submit a new 10-year Restoration Plan.
Cindy McCormick, Development Manager, presented the staff report.
Mayor Aftab invited public comment.
The following individual spoke at this time: Marilyn Marchetti
No vote taken; direction provided to staff
2.3 Annual Code Update for 2025
Recommended Action:
Review the proposed cleanup amendments to the City Code and direct staff to prepare an ordinance implementing the amendments for the City Council's consideration.
Richard Taylor, City Attorney, presented the staff report.
Mayor Aftab invited public comment.
The following individuals spoke at this time: Glenn Hendricks, Sandeep Jain
No vote needed; direction given to staff.
2.4 City Manager's Employment Agreement
Recommended Action:
Approve a Resolution Amending the City Manager's Employment Agreement.
Richard Taylor, City Attorney, presented the staff report.
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Mayor Aftab invited public comment.
No one requested to speak.
RESOLUTION 25-049
ZHAO/FITZSIMMONS MOVED TO APPROVE A RESOLUTION AMENDING THE CITY MANAGER'S EMPLOYMENT AGREEMENT. MOTION PASSED BY THE FOLLOWING VOTE: AYES: FITZSIMMONS, WALIA, ZHAO, PAGE, AFTAB. NOES:
NONE. ABSTAIN: NONE. RECUSED: NONE. ABSENT: NONE.
COUNCIL ASSIGNMENTS
Council Member Yan Zhao
Valley Transportation Authority Policy Advisory Committe e – stated the Committee approved three projects for the second cycle of Competitive Grants for Measure B.
West Valley Sanitation District Board of Directors – stated the Board held a Closed Session with nothing to report.
Council Member Kookie Fitzsimmons
Successful Aging Solutions & Community Consulting Board of Directors (SASCC) – Council Member Fitzsimmons provided information regarding new programs offered by SASCC.
KSAR 15 Saratoga Community Access Cable Television Foundation Board of Directors – Council Member Fitzsimmons provided an update regarding the makeup of the members of the Board.
Council Member Tina Walia
Silicon Valley Clean Energy Authority Board of Directors – stated the Board approved a prepayment agreement, received an update on the local agency reach code status, approved a power purchase agreement, and discussed the FY 25/26 operating budget.
Cities Association of Santa Clara County Legislative Action Committee – stated the Committee discussed several legislative bills and made recommendations to the Board with nothing to report.
Cities Association of Santa Clara County Board of Directors – stated Santa Clara County Board Supervisor Margaret Abe -Koga and Santa Clara County Board President Otto Lee spoke to the Board about a Sales Tax Measure on the Ballot.
Vice Mayor Chuck Page
Saratoga Chamber of Commerce Board – stated the Board discussed the upcoming Saratoga Nights events.
Mayor Belal Aftab
Saratoga Historical Foundation Board of Directors – stated the Board met with nothing to report.
CITY COUNCIL ITEMS
None
COUNCIL COMMUNICATIONS
Council Member Fitzsimmons discussed her recent tour of the PG&E Diablo Canyon N uclear Power Plant.
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Mayor Aftab discussed a recent press conference provided by Congressman Liccardo regarding wildfire safety.
CITY MANAGER’S REPORT
None
CITY ATTORNEY'S REPORT
None
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS; VIRTUAL ATTENDEES None
ADJOURNMENT
Mayor Aftab adjourned the meeting at 9:22 p.m.
Minutes respectfully submitted:
Britt Avrit, MMC, City Clerk
City of Saratoga