City Council

MINUTES

# WEDNESDAY, DECEMBER 1, 2021

SARATOGA CITY COUNCIL REGULAR MEETING

At 6:00 p.m., the City Council held interviews for the Heritage Preservation Commission via teleconferencing through Zoom.

Mayor Zhao invited public comment.

No one requested to speak.

WALIA/ BERNALD MOVED TO APPOINT JOSEPH WHERRY TO THE HERITAGE PRESERVATION COMMISSION FOR A FULL-TERM ENDING DECEMBER 31, 2025. MOTION PASSED BY VERBAL ROLL CALL. AYES: BERNALD, FITZSIMMONS, KUMAR, WALIA, ZHAO: NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.

Mayor Zhao called the Regular Session to order at 7:00 p.m. via teleconferencing through Zoom.

Prior to Roll Call, the City Clerk explained the City Council meeting was conducted pursuant to State law as recently amended by Assembly Bill 361, which allows the meeting to be conducted entirely by teleconference. The City Council has met all the applicable notice requirements and the public is welcome to participate. All Council Members, staff, and meeting attendees participated by Zoom. Information on how the public can observe the meeting and provide public comment was provided.

## ROLL CALL

PRESENT: Mayor Yan Zhao, Vice Mayor Tina Walia, Council Members Mary-Lynne Bernald, Rishi Kumar, Kookie Fitzsimmons (All Council Members appearing via teleconference)

ABSENT: None

ALSO PRESENT: James Lindsay, City Manager Richard Taylor, City Attorney Crystal Bothelio, Assistant City Manager Britt Avrit, City Clerk Sandra Dalida, Interim Administrative Services Director Debbie Pedro, Community Development Director Lauren Pettipiece, Public Information Officer Kayla Nakamoto, Administrative Analyst Chris Riordan, Senior Planner Ann Xu, Accountant II Maggie Huang, Interim Finance Manager (All staff members appearing via teleconference)

## REPORT ON POSTING OF THE AGENDA

The City Clerk reported the agenda for this meeting was properly posted on November 24, 2021.

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# ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS

No one requested to speak.

## COUNCIL REORGANIZATION

## Council Reorganization

## Recommended Action:

Declare offices of Mayor and Vice Mayor to be vacant, accept nominations for the office of Mayor, administer the Oath of Office to new Mayor, accept nominations for the office of Vice Mayor, and administer the Oath of Office to new Vice Mayor.

Mayor Zhao provided remarks regarding her past year as Mayor of Saratoga.

Mayor Zhao invited the City Council to provide remarks for the outgoing Mayor and Vice Mayor.

Mayor Zhao invited the public to provide remarks for the outgoing Mayor and Vice Mayor.

The following individuals spoke at this time: Kay Abilar, Khalida Sarwari, T. Ferracci, Senator Dave Cortese, Chuck, Mohini Balakrishnan, Tsing Bardin, Dom Orr, Shozo Kagoshima, Gloria Janac, Ramya Vasu, Dave House

The City Clerk declared the offices of Mayor and Vice Mayor to be vacant, called for nominations for the office of Mayor and invited public comment on this item.

The following individuals spoke on the nomination of Mayor and Vice Mayor at this time: Stan, Emily Lo on behalf of Katherine Tseng, Nancy Lietzke, Sandy Reed, Andrey Tovchigrechko, Mona Kaur, Rosemary Wong

## FITZSIMMONS/ZHAO MOVED TO NOMINATE COUNCIL MEMBER WALIA FOR THE POSITION OF MAYOR. MOTION PASSED BY VERBAL ROLL CALL. AYES: FITZSIMMONS, WALIA, ZHAO: NOES: KUMAR. ABSTAIN: BERNALD. ABSENT: NONE.

The City Clerk administered the Oath of Office to Mayor Walia.

Mayor Walia called for nominations for the office of Vice Mayor.

## WALIA/ZHAO MOVED TO NOMINATE COUNCIL MEMBER FITZSIMMONS FOR THE POSITION OF VICE MAYOR. MOTION PASSED BY VERBAL ROLL CALL. AYES:, FITZSIMMONS, WALIA, ZHAO: NOES: KUMAR. ABSTAIN: BERNALD. ABSENT: NONE.

The City Clerk administered the Oath of Office to Vice Mayor Fitzsimmons.

Mayor Walia invited the City Council to provide remarks for the incoming Mayor and Vice Mayor.

Mayor Walia invited the public to provide remarks for the incoming Mayor and Vice Mayor.

Saratoga City Council Minutes ~ December 1, 2021 ~ Page 2 of 6

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The following individuals spoke at this time: Stan Bogosian, Chuck

The Mayor requested a brief recess and reconvened the meeting at 8:25 p.m.

## ANNOUNCEMENTS

Saratoga City Council Agenda December 1, 2021 – Page 1 of 5 SARATOGA CITY COUNCIL REGULAR MEETING DECEMBER 01, 2021 AGENDA AMENDED • 11-30-2021, REORGANIZATION ITEM REVISED STAFF REPORT AND WRITTEN COMMUNICATIONS ADDED • 11-30-2021, ITEM 1.1 MINUTES AMENDED • 12-1-2021, REORGANIZATION ITEM ADDITIONAL WRITTEN COMMUNICATIONS ADDED Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19 This meeting will be held entirely by teleconference. All members of the City Council and staff will only participate via the Zoom platform using the process described below. The meeting is being conducted pursuant to recent amendments to the teleconference rules required by the Ralph M. Brown Act allowing teleconferencing during a proclaimed state of emergency when local official have recommended social distancing. The purpose of the amendments is to provide the safest environment for the public, elected officials, and staff while allowing for continued operation of the government and public participation during the COVID-19 pandemic. Members of the public can view and participate in the Commission Interviews by: • Using the Zoom website https://us02web.zoom.us/j/87310674652;Webinar ID 876 1067 4652 OR • Calling 1.408.638.0968 or 1.669.900.6833 and entering the Webinar ID provided above Members of the public can view and participate in in the Regular Session of the meeting by: • Using the Zoom website https://us02web.zoom.us/j/84434728837; Webinar ID 844 3472 8837 OR • Calling 1.408.638.0968 or 1.669.900.6833 and entering the Webinar ID provided above; OR • Viewing the meeting on Saratoga Community Access Television Channel 15 (Comcast Channel 15, AT&T UVerse Channel 99) and calling in following the directions above; OR • Viewing online at http://saratoga.granicus.com/MediaPlayer.php?publish_id=2 and calling in following the directions above. The public will not be able to participate in the meeting in person. As always, members of the public can send written comments to the Council prior to the meeting by commenting online at www.saratoga.ca.us/comment prior to the start of the meeting. These emails will be provided to the members of the Council and will become part of the official record of the meeting.

Saratoga City Council Agenda December 1, 2021 – Page 2 of 5 6:00 P.M. COMMISSION INTERVIEWS * Full Terms: January 1, 2022 – December 31, 2025; One Partial Term: January 1, 2022 - December 31, 2023. 7:00 PM CITY COUNCIL REGULAR MEETING ROLL CALL REPORT ON POSTING OF THE AGENDA The agenda for this meeting was properly posted on November 24, 2021. ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the City Council for up to three (3) minutes on matters not on the Agenda. The law generally prohibits the City Council from discussing or taking action on such items. However, the Council may instruct staff accordingly. COUNCIL REORGANIZATION Council Reorganization Recommended Action: Declare offices of Mayor and Vice Mayor to be vacant, accept nominations for the office of Mayor, administer the Oath of Office to new Mayor, accept nominations for the office of Vice Mayor, and administer the Oath of Office to new Vice Mayor. Supplemental Memo 12_01_2021, Reorganization Revised Staff Report REVISED Staff Report Attachment A - City Council Resolution 10-002 Mayoral Rotation Policy Attachment B - Mayoral Rotation History Supplemental Memo 12_01_2021, Reorganization Item Written Communications Supplemental Memo 12_01_2021, Reorganization Item Written Communications received after 11-30-2021 ANNOUNCEMENTS 1. CONSENT CALENDAR The Consent Calendar contains routine items of business. Items in this section will be acted on in one motion, unless removed by the Mayor or a Council Member. Any member of the public may speak on an item on the Consent Calendar at this time, or request that the Mayor remove an item from the Consent Calendar for discussion. Public Speakers are limited to three (3) minutes. Time Name Commission Vacancies Incumbent 6:05 p.m. Joseph Wherry Heritage Preservation Commission 1 Full Term (January 1, 2022- December 31, 2025) No 6:10 p.m. Priya Shastri Traffic Safety Commission 2 Full Terms, 1 Partial Term* No

Saratoga City Council Agenda December 1, 2021 – Page 3 of 5 1.1. City Council Meeting Minutes Recommended Action: Approve the Minutes for the November 17, 2021 City Council Meeting. Staff Report Supplemental Memo 12_01_2021, Revised Recommended Action and Minutes Attachment A - REVISED November 17, 2021 City Council Meeting Minutes 1.2. Review of Accounts Payable Check Registers Recommended Action: Review and accept check registers for the following accounts payable payment cycles: 11/17/21 Period 5 Staff Report Check Register 11-17-21 P5 1.3. Tree Maintenance Contract for Call-Out Tree Services with Trees 360 Degrees in the amount not-to-exceed $50,000 Recommended Action: Approve Tree Maintenance Service Contract with Trees 360 Degrees for call-out tree services in the amount not to exceed $50,000 and authorize the City Manager to execute the same. Staff Report Attachment A 1.4. Landscaping & Lighting Assessment District LLA-1; Resolutions initiating renewal of the District for FY 22-23. Recommended Action: 1. Move to adopt the Resolution describing improvements and directing preparation of the Engineer’s Report. 2. Move to adopt the Resolution appointing the Attorney’s for the District. Staff Report Attachment A Attachment B 1.5. New PG&E Easement in Parking District #1, East of 4th Street Recommended Action: Approve a Grant of Easement Deed for a gas line easement to PG&E within APN 503-24- 016 in Parking District 1, east of 4th Street. Staff Report Attachment A - Grant of Easement Deed 1.6. Award Contract for Financial Software Recommended Action: Approval of Agreement with CentralSquare Technologies, LLC for Public Administration ePLUS Financial Software Staff Report Attachment A-CentralSquare Technologies LLC Agreement

Saratoga City Council Agenda December 1, 2021 – Page 4 of 5 2. GENERAL BUSINESS 2.1. Review of City Council Assignments Recommended Action: Review the list of City Council assignments and provide direction on changes to the list of assignments. Staff_Report Attachment A - City Council Assignment Descriptions Attachment B - Current City Council Assignments COUNCIL ASSIGNMENTS Mayor Yan Zhao Association of Bay Area Governments Cities Association of Santa Clara County-City Selection Committee Cities Association of Santa Clara County-Legislative Action Committee Cities Association of Santa Clara County Council Finance Committee Valley Transportation Authority (VTA) Policy Advisory Committee VTA State Route 85 Corridor Policy Advisory Board West Valley Mayors & Managers West Valley Sanitation District Vice Mayor Tina Walia Council Finance Committee KSAR Community Access TV Board Saratoga Area Senior Coordinating Council (SASCC) Silicon Valley Clean Energy Authority Board of Directors Saratoga Ministerial Association Council Member Rishi Kumar Santa Clara County Library Joint Powers Authority Santa Clara Valley Water District Commission West Valley Clean Water Program Authority West Valley Solid Waste Management Joint Powers Authority Council Member Kookie Fitzsimmons Chamber of Commerce Hakone Foundation Board Santa Clara County Housing and Community Development (HCD) Council Committee Sister City Organization Council Member Mary-Lynne Bernald Hakone Foundation Board & Executive Committee Santa Clara/Santa Cruz Airport/Community Roundtable Saratoga Historical Foundation CITY COUNCIL ITEMS COUNCIL COMMUNICATIONS

Saratoga City Council Agenda December 1, 2021 – Page 5 of 5 CITY MANAGER'S REPORT ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Britt Avrit, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the City Council was posted and available for review on November 24, 2021 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 24th day of November 2021 at Saratoga, California. Britt Avrit, MMC, City Clerk In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City Council by City staff in connection with this agenda, copies of materials distributed to the City Council concurrently with the posting of the agenda, and materials distributed to the City Council by staff after the posting of the agenda are available on the City website at www.saratoga.ca.us and are available for review in the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California. In compliance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance to participate in this meeting, please contact the City Clerk at bavrit@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. [28 CFR 35.102-35.104 ADA title II]