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PC Packet 02-13-2018CITY OF CUPERTINO AGENDA PLANNING COMMISSION 6:45 PM 10350 Torre Avenue, Council Chamber Tuesday, February 13, 2018 PLEDGE OF ALLEGIANCE ROLL CALL CEREMONIAL MATTERS AND PRESENTATIONS 1.Subject: Elect a Chair, Vice Chair and Committee representatives Recommended Action: Recommend and elect a Planning Commission Chair, Planning Commission Vice Chair, make a recommendation to the City Council for a representative to the Environmental Review Committee, keep or select new representatives to the Housing Commission and Economic Development Committee Staff Report 1 - Committee Appointments 2 - 2018 meeting calendar APPROVAL OF MINUTES 2.Subject: Draft Minutes of January 23, 2018 Recommended Action: approve the Draft Minutes of January 23, 2018 Draft Minutes of January 23, 2018 POSTPONEMENTS ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the Commission on any matter not on the agenda. Speakers are limited to three (3) minutes. In most cases, State law will prohibit the Commission from making any decisions with respect to a matter not on the agenda. WRITTEN COMMUNICATIONS CONSENT CALENDAR Page 1 February 13, 2018Planning Commission AGENDA Unless there are separate discussions and/or actions requested by council, staff or a member of the public, it is requested that items under the Consent Calendar be acted on simultaneously. PUBLIC HEARINGS OLD BUSINESS NEW BUSINESS 3.Subject: Planning Commission Work Program 2018 Recommended Action: discuss Work Program for 2018 Staff Report 1 - 2017-2018 City Work Program STAFF AND COMMISSION REPORTS ADJOURNMENT Page 2 February 13, 2018Planning Commission AGENDA If you challenge the action of the Planning Commission in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this agenda, or in written correspondence delivered to the City of Cupertino at, or prior to, the public hearing. In the event an action taken by the planning Commission is deemed objectionable, the matter may be officially appealed to the City Council in writing within fourteen (14) days of the date of the Commission’s decision. Said appeal is filed with the City Clerk (Ordinance 632). In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend the next Planning Commission meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, 48 hours in advance of the meeting to arrange for assistance. Upon request, in advance, by a person with a disability, Planning Commission meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Also upon request, in advance, an assistive listening device can be made available for use during the meeting. Any writings or documents provided to a majority of the Planning Commission after publication of the packet will be made available for public inspection in the Community Development Department located at City Hall, 10300 Torre Avenue, during normal business hours and in Planning packet archives linked from the agenda/minutes page on the Cupertino web site. IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code 2.08.100 written communications sent to the Cupertino City Council, Commissioners or City staff concerning a matter on the agenda are included as supplemental material to the agendized item. These written communications are accessible to the public through the City’s website and kept in packet archives. You are hereby admonished not to include any personal or private information in written communications to the City that you do not wish to make public; doing so shall constitute a waiver of any privacy rights you may have on the information provided to the City. Members of the public are entitled to address the Planning Commission concerning any item that is described in the notice or agenda for this meeting, before or during consideration of that item. If you wish to address the Planning Commission on any issue that is on this agenda, please complete a speaker request card located in front of the Commission, and deliver it to the City Staff prior to discussion of the item. When you are called, proceed to the podium and the Chair will recognize you. If you wish to Page 3 February 13, 2018Planning Commission AGENDA address the Planning Commission on any other item not on the agenda, you may do so by during the public comment portion of the meeting following the same procedure described above. Please limit your comments to three (3) minutes or less. Please note that Planning Commission policy is to allow an applicant and groups to speak for 10 minutes and individuals to speak for 3 minutes. For questions on any items in the agenda, or for documents related to any of the items on the agenda, contact the Planning Department at (408) 777 3308 or planning@cupertino.org. Page 4 PLANNING COMMISSION STAFF REPORT Agenda Date:February 13, 2018 SUBJECT Appointment of a Chair, Vice Chair and Committee representatives RECOMMENDATION Elect a Chair and Vice Chair Recommend an Environmental Review Committee (ERC) representative Appoint a Housing Commission representative Appoint a Design Review Committee (DRC) member and an alternate Appoint an Economic Development Committee representative Discuss the Hearing Schedule for 2018 BACKGROUND Terms The terms of office of the Chair, Vice Chair and Design Review Committee members are for one year and end in January of each year. Environmental Review Committee Typically, the City Council reviews the staff members of ERC annually. Historically, the Planning Commission recommends its Chair to serve on the Environmental Review Committee. The Planning Commission’s recommended ERC member will be reviewed and formally appointed by the City Council. Housing Commission The Planning Commission sends a representative to the Housing Commission to provide better communication between the Commissions. The Planning Commissioner is not a voting member and there is no term of office. New appointments occur from time-to-time; the same representative may be re-appointed or a new representative may be selected. Usually the selection is determined by the level of interest of a particular Planning Commissioner. COMMUNITY DEVELOPMENT DEPARTMENT CITY HALL 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 (408) 777-3308 • FAX (408) 777-3333 Design Review Committee The Municipal Code provides that the Vice Chair of the Planning Commission is the Chair of the Design Review Committee, so only one member and an alternate need to be appointed. Economic Development Committee Each year, the Planning Commission sends a representative to the Economic Development Committee to help enhance awareness and communication with the business community. The Economic Development Committee is an ad hoc committee. There are no term limits, the same representative may be re-appointed or a new representative may be selected. DISCUSSION Chair and Vice Chair: The selection of the Chair typically is the Vice Chair, who was Geoff Paulsen (appointed in January 2015, first term ends 2019). The selection of the new Vice Chair typically is based on seniority and rotation. The following Commissioners are listed below based on seniority and rotation: 1. Don Sun – re-appointed January 2015 (second term ends 2019) 2. Geoff Paulsen –appointed January 2015 (first term ends 2019) 3. Alan Takahashi – re-appointed in January 2017 (second term ends 2021) 4. David Fung – appointed January 2017 (first term ends January 2021) 5. Jerry Liu – appointed January 2017 (first term ends January 2021) Prepared by: Beth Ebben, Administrative Assistant Approved by: Benjamin Fu, Assistant Director of Community Development Attachments: 1 - Planning Commission Committee Appointees 2 - Tentative 2018 Planning Commission Hearing Calendar G:\Planning\PDREPORT\MISCELL\2015-2017\pc appointments 2-13-18.rtf PLANNING COMMISSION COMMITTEE APPOINTEES updated 2/13/18 Planning Commission Meeting / 2nd & 4th Tuesday, 6:45 p.m. - Chair – Vice Chair - Commissioner - Commissioner - Commissioner Design Review Committee / 1st & 3rd Thursday, 5:00 p.m., Conference Room C - Chair (the Vice Chair always serves as the Chair for this Committee) - Commissioner - alternate Economic Development Committee/ Quarterly, 2nd Wednesday, 10:00a.m., Conference Room A (2-14-18, 5-09-18, 8-08-18 and 11-14-18) – representative – alternate (City Council representatives: Scharf, Vaidhyanathan) Environmental Review Committee / 1st & 3rd Thursday, 9:30 a.m., Conference Room C – representative (the Chair is always recommended for appointment to this Committee by the Council) – alternate (City Council representatives: Paul, Scharf (alternate)) Housing Commission Meeting / 2nd Thursday, 9:00 a.m., Conference Room C – representative - alternate Mayor’s Monthly Meeting/ 1st Wednesday, 5:30pm, Conference Room A cancelled…January 3rd …February 7th …March 7th …April 4th …May 2nd …June 6th …July 4th …August 1st …September 5th …October 3rd …November 7th … December 5th ◄ Dece mber January 2018 Febru ary ► Su n Mon Tue Wed Thu Fri Sat 1 HOLIDAY 2 HOLIDAY 3 Mayor’s Monthly Meeting 4 ERC meeting DRC meeting 5 6 7 8 9 PC meeting 10 11 AH meeting HC meeting 12 13 14 15 HOLIDAY 16 CC meeting 17 18 ERC meeting DRC meeting 19 20 21 22 FAC meeting 23 PC meeting 24 25 AH meeting 26 27 28 29 30 31 ◄ Janua ry February 2018 Marc h ► Sun Mon Tue Wed Thu Fri Sat 1 ERC meeting DRC meeting 2 3 4 5 6 CC meeting 7 Mayor’s Monthly Meeting 8 AH meeting HC meeting 9 10 11 12 13 PC meeting 14 Econ Dev meeting 15 ERC meeting DRC meeting 16 17 18 19 HOLIDAY 20 CC meeting 21 22 AH meeting 23 24 25 26 27 PC meeting 28 ◄ Febru ary March 2018 Apri l ► Sun Mon Tue Wed Thu Fri Sa t 1 ERC meeting DRC meeting 2 3 4 5 6 CC meeting 7 Mayor’s Monthly Meeting 8 AH meeting HC meeting 9 10 11 12 13 PC meeting 14 Pre-Hearing meeting 15 ERC meeting DRC meeting 16 17 18 19 20 CC meeting 21 22 AH meeting 23 24 25 26 FAC meeting 27 PC meeting 28 29 30 31 ◄ March April 2018 Ma y ► Sun Mon Tue Wed Thu Fri Sa t 1 2 3 CC meeting 4 Mayor’s Monthly Meeting 5 ERC meeting DRC meeting 6 7 8 9 10 PC meeting 11 12 AH meeting HC meeting 13 14 15 16 17 CC meeting 18 19 ERC meeting DRC meeting 20 21 22 23 24 PC meeting 25 26 AH meeting 27 28 29 30 ◄April May 2018 June ► Sun Mon Tue Wed Thu Fri Sat 1 CC meeting 2 Mayor’s Monthly Meeting 3 ERC meeting DRC meeting 4 5 6 7 8 PC meeting 9 Econ Dev meeting 10 AH meeting HC meeting 11 12 13 14 15 CC meeting 16 17 ERC meeting DRC meeting 18 19 20 21 22 PC meeting 23 24 AH meeting 25 26 27 28 HOLIDAY 29 Sp FAC meeting 30 31 ◄May June 2018 July ► Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 CC meeting 6 Mayor’s Monthly Meeting 7 ERC meeting DRC meeting 8 9 10 11 12 PC meeting 13 14 AH meeting HC meeting 15 16 17 18 19 CC meeting 20 21 ERC meeting DRC meeting 22 23 24 25 26 PC meeting 27 28 AH meeting 29 30 ◄June July 2018 Augu st ► Sun Mon Tue Wed Thu Fri Sat 1 2 3 CC meeting 4 Mayor’s Monthly Meeting HOLIDAY 5 ERC meeting DRC meeting 6 7 8 9 10 PC meeting 11 12 AH meeting HC meeting 13 14 15 16 17 CC meeting 18 19 ERC meeting DRC meeting 20 21 22 23 FAC meeting 24 PC meeting 25 26 AH meeting 27 28 29 30 31 ◄July August 2018 Sept emb er ► Sun Mon Tue Wed Thu Fri Sat 1 Mayor’s Monthly Meeting 2 ERC meeting DRC meeting 3 4 5 6 7 CC meeting 8 Econ Dev meeting 9 AH meeting HC meeting 10 11 12 13 14 PC meeting 15 16 ERC meeting DRC meeting 17 18 19 20 21 CC meeting 22 23 AH meeting 24 25 26 27 28 PC meeting 29 30 31 ◄ August September 2018 Oct obe r ► Sun Mon Tue Wed Thu Fri Sa t 1 2 3 HOLIDAY 4 CC meeting 5 Mayor’s Monthly Meeting 6 ERC meeting DRC meeting 7 8 9 10 11 PC meeting 12 13 AH meeting HC meeting 14 15 16 17 18 CC meeting 19 20 ERC meeting DRC meeting 21 22 23 24 FAC meeting 25 PC meeting 26 27 AH meeting 28 29 30 ◄ Septem ber October 2018 Nove mber ► Sun Mon Tue Wed Thu Fri Sat 1 2 CC meeting 3 Mayor’s Monthly Meeting 4 ERC meeting DRC meeting 5 6 7 8 9 PC meeting 10 11 AH meeting HC meeting 12 13 14 15 16 CC meeting 17 18 ERC meeting DRC meeting 19 20 21 22 23 PC meeting 24 25 AH meeting 26 27 28 29 30 31 ◄ October November 2018 Dece mber ► Sun Mon Tue Wed Thu Fri Sat 1 ERC meeting DRC meeting 2 3 4 5 6 CC meeting 7 Mayor’s Monthly Meeting 8 AH meeting HC meeting 9 10 11 12 HOLIDAY 13 PC meeting 14 Econ Dev meeting 15 ERC meeting DRC meeting 16 17 18 19 20 CC meeting 21 Sp AH meeting 22 HOLIDAY 23 HOLIDAY 24 25 26 FAC meeting 27 PC meeting 28 29 30 ◄ Novemb er December 2018 Janu ary ► Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 CC meeting 5 Mayor’s Monthly Meeting 6 ERC meeting DRC meeting 7 8 9 10 11 PC meeting 12 13 AH meeting HC meeting 14 15 16 17 18 CC meeting 19 20 ERC meeting DRC meeting 21 22 23 24 HOLIDAY 25 HOLIDAY 26 CITY HALL CLOSED 27 AH meeting CITY HALL CLOSED 28 CITY HALL CLOSED 29 30 31 HOLIDAY CITY OF CUPERTINO 10300 Torre Avenue Cupertino, CA 95014 CITY OF CUPERTINO PLANNING COMMISSION MEETING DRAFT MINUTES, January 23, 2018 PLEDGE OF ALLEGIANCE At 6:45 p.m Chairperson Sun called to order the regular Planning Commission meeting in the Cupertino Community Hall Council Chambers, 10350 Torre Avenue, Cupertino, CA. and led the Pledge of Allegiance. ROLL CALL Present: Chairperson Don Sun, Vice Chairperson Geoff Paulsen and Commissioner David Fung. Absent: Commissioners Alan Takahashi, and Jerry Liu APPROVAL OF MINUTES 1.Subject:Draft Minutes of September 12, 2017. Recommended Action: Approve the Draft Minutes of September 12, 2017 2.Subject:Draft Minutes of September 26, 2017. Recommended Action: Approve the Draft Minutes of September 26, 2017 3.Subject:Draft Minutes of November 14, 2017. Recommended Action: Approve the Draft Minutes of November 14, 2017 Moved by Paulsen and seconded by Fung. The motion carried 3-0-2 (Liu and Takahashi absent) POSTPONEMENTS/REMOVAL FROM CALENDAR: None ORAL COMMUNICATIONS: None WRITTEN COMMUNICATIONS: statements were received regarding Item #4 CONSENT CALENDAR: None PUBLIC HEARINGS: 4.Subject: Consider an appeal of the Director’s decision to approve a Two-Story Permit to allow the construction of a new 2,400 square foot two-story, single family residence and a Minor Residential Permit to allow for the construction of a new rear and side-facing second story balcony. Application No(s): R-2017-27, RM-2017-28; Applicant(s): Frank Ho (Sun/Hou residence); Appellant(s): Joseph Chou and Jeff and Christine Ronne; Location: 18850 Barnhart Avenue APN# 375-33-015 Recommended Action:That the Planning Commission adopt the draft resolutions to deny the appeal and uphold the Community Development Director’s decision to approve a Two-Story Permit (R-2017-27 and a Minor Residential Permit (RM-2017-28) for the project. Assistant Planner Erika Poveda reviewed the Staff Report The Applicant(s) and the Appellant(s) addressed to and answered questions from the Commissioners Chair Sun opened the public comment period and the following individual(s) spoke: Jennifer Griffin Chair Sun closed the public comment period Moved by Com. Paulsen, second by Com. Fung, and carried 3-0-2 (Takahashi and Liu absent) to deny the appeal and uphold the decision of the Director of Community Development to approve Application No(s). R-2017-27 and RM-2017-28 per the Draft Resolution(s). OLD BUSINESS: None NEW BUSINESS: None REPORT OF THE DIRECTOR OF COMMUNITY DEVELOPMENT: None REPORT OF THE PLANNING COMMISSION: Commissioner Paulsen reported on the topics discussed in the Mayor’s Monthly Meeting with Commissioners. ADJOURNMENT: The meeting was adjourned at 7:40pm to the next Planning Commission meeting on February 13, 2018 at 6:45 p.m. Respectfully Submitted: ______/s/Beth Ebben_______________ Beth Ebben, Administrative Assistant PLANNING COMMISSION STAFF REPORT Agenda Item No. Agenda Date:February 13, 2018 APPLICATION Planning Commission work program for FY2018-19 RECOMMENDATION Review and recommend that the City Council adopt the Planning Commission FY2018- 19 work program. BACKGROUND The Planning Commission may consider adopting a draft work program each year, which is forwarded to the City Council for consideration. The proposed work program is primarily based on the City Council’s adopted goals for 2017-2018 (Attachment 1). Other projects may consist of potential private developments that may be seeking to undergo the development review process. DISCUSSION The projects that are anticipated for the Planning Department in Fiscal Year 2018/2019 include the projects listed below. The list also includes items discussed for the current fiscal year. There may be additional items based on Council feedback. 1. On-line Permitting System. Enable applicants and members of the public access status of plan/development review through new online permitting system. The new system allows increased transparency and efficiency through heightened public access and improves accountability and overall customer experience. The internal module had been implemented for Planning, Building, Public Works and Business License functions. The transition is anticipated to begin in the spring 2018 and continue into the summer of 2018. 2. Outreach. OFFICE OF COMMUNITY DEVELOPMENT CITY HALL 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 (408) 777-3308 • FAX (408) 777-3333 • planning@cupertino.org FY 2018-19 Planning Commission Work Program February 13, 2018 Page 2 a. Collaboration with other departments to increase community outreach through new technologies. Build youth engagement by connecting with youth groups such as Teen Commission, De Anza College, and High Schools. Ongoing efforts in collaboration with various Departments and agencies including the schools depending on the project. b. Monthly presentation at Creekside Farmers Market to encourage public interaction with Community Development Department services and ongoing projects. c. Expand outreach to the business community to surface and address business needs through available and future City services. Ongoing efforts with the Economic Development Manager to engage the retail and business community. d. Improve outreach and information sharing with internal staff and the public to create greater connectivity with our business base. Ongoing efforts with the Economic Development Manager to provide easier and effective outreach, such as utilizing newsletters and publications. 3. Front Counter. Further improvements to public access to planning and project update information and promote existing tools. On-going efforts to continue to explore outreach tools, website improvements, and increase e-subscriptions. 4. Public Document E-Library. The creation of a digital on-line library of current and historical Planning, Building and Public Works documents. On-going process until all documents are digitized. 5. Implement “Paperless” Permit Application System. Please see Item 1. 6. Apple Campus 2. While the Visitor Center opened in November 2017, phased occupancy for the main building continues. Ancillary buildings expected to be completed by the end of 2018. 7. Main Street. The Hotel, Park and Loft apartments are under construction. All other components have been completed. The hotel has been completed with the conference and restaurant portions to be finalized in spring 2018. The Lofts apartment project is expected to be completed by spring of 2018. 8. Charities Housing. The development of an 18-unit low income senior housing project was approved in 2017 with building permits to be submitted and reviewed by the end of 2018. 9. Cupertino Village Hotel. The construction of a new 165-room hotel that requires general plan amendments was authorized by the City Council to submit formal applications for general plan amendments in August 2018. 10. Hotel on Goodyear Tire site. FY 2018-19 Planning Commission Work Program February 13, 2018 Page 3 The construction of a new 156-room, five-story hotel, with conference space and restaurant at the Good Year Tire site requiring general plan amendments was authorized by the City Council to submit formal applications for general plan amendments in August 2018. 11. The Forum. The construction of 25 new independent living villas and associated building addition. Draft EIR was circulated to the public in December 2017 with public hearings anticipated in 2018. 12. Vallco Shopping District Specific Plan. The development of the Specific Plan with outreach anticipated to conclude by fall of 2018. Other Projects Any additional comments or projects suggested by the Planning Commission will be reported to the City Council for consideration based on Council priority and the availability of staff time. While not all projects in the Work Program may be commenced in FY 2018-19, projects may be rolled over to the Work Program for FY2019-20 based on availability of staff time and resources. 1. Heart of the City Specific Plan. The Commission requested to (a) Amend the street tree list to allow alternative trees of a larger canopy and defer the tree type to the city arborist (Public Works), and (b) Clarify the minimum street side setback requirements. 2. The Parking Ordinance. The Commission requested exploring the inclusion of parking incentives when projects provide electric vehicles, charging stations, and alternative transportation methods. 3. Teacher Housing Project. The Commission recommended to set a goal of 100 senior or "teacher" housing units per year for five years and/or provide incentive and priority for Cupertino residents. 4. Review Parking Requirements. Evaluation and revision of current ordinance including conformance with State- required reduced parking requirements related to affordable housing and projects in Priority Development and transit areas. This item will be reviewed along with any future update of the parking ordinance. 5. Eliminate the restriction on outdoor seating for restaurants. Currently, the ordinance allows only 20% of a restaurant’s seating to be outdoors. This item will be reviewed in conjunction with any future update to the General Commercial (CG) ordinance. FY 2018-19 Planning Commission Work Program February 13, 2018 Page 4 Items that have been reviewed, completed or conducted on an ongoing basis include the following: 6. The Commission requested a review of parking performance for projects that have received parking variances or exceptions. Evaluations of sites in Cupertino are conducted routinely for projects that require parking studies. This provides the City with valuable data on how sites that were approved previously are performing. 7. Evaluate existing and proposed residential projects and impacts to schools.Staff would like to note that this is already being conducted for residential projects and that the analysis includes existing enrollments. 8. Evaluate the appropriateness of a Cupertino Transit Program to provide free shuttle service.Council has already added this item as part of the community amenity list when reviewing General Plan amendment authorizations. 9. Modify the R-1 Ordinance to address scale of projects and privacy protection measures. The Council amended the R-1 ordinance in 2011 to relax design standards and to allow larger homes to be constructed without design review. There are existing privacy protection measures such as trees, opaque windows and higher window sills. 10. Any future outreach efforts to consider providing a list of various city commissions and boards.A complete list of City commissions is provided on the City’s website. Staff would additionally like to note that Commissions are subject to Brown Act requirements. Prepared by: Benjamin Fu, Assistant Director of Community Development Approved by: Aarti Shrivastava, Assistant City Manager/Director of Community Development Attachments: Attachment 1 – City Council Work Program FY 2017-2018 G:\Planning\BFu\PC items\Work Program\FY 2018-2019 Planning Commission Work Program.doc Administration Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Minimum Wage Collaborate with neighboring cities to implement a local minimum wage of $15 by 2019 Ordinance was adopted by Council on October 4th. Staff sent out letters and postcards to all business license holders to notify them of the new requirement. A contract was negotiated with San Jose's Office of Equality Assurance for enforcement services. Staff also worked with Economic development to notify residents of potential price increases due to the new requirement and encourage them to support local businesses. In September, staff will make a determination and certify to the City Council that employment and sales tax revenues are healthy enough to proceed with the scheduled increases. Completed January 2017 Jaqui Guzman Payday Lending Prevent the proliferation of predatory lending businesses in Cupertino Ordinance adopted by Council December 6, 2016 Completed December 2016 Jaqui Guzman Revamp Cupertino Scene Modernize the Cupertino Scene to increase readership and community engagement The February Cupertino Scene has a completely new look with a larger page size, brighter colors, more graphics, and thoughtful articles. Completed February 2017 Brian Babcock Tools for Community Engagement Explore uses for Peak Democracy as a tool for community engagement Funding is proposed in FY 17-18 The City will reactivate the licensing agreement with Peak Democracy in FY 17-18 Project Approved Brian Babcock Teen Incubator Project Explore a partnership with FUSD to establish a teen tech incubator program. This will be an ongoing annual program. New Project Design program in partnership with FUSD and community/industry volunteers In Progress December 2017 David Brandt & Jeff Milkes Alternative Fuel Siting Plan Develop a citywide alternative fuel (including charging stations) siting plan. Siting plans will identify appropriate locations for Level 1 (slow charge), Level 2 (fast charge) and Level 3 and DC (rapid charge) stations in the community (CAP Measure C-T-7 and M-F-1). The City's Sustainability Division partnered with Santa Clara County to apply for a Strategic Growth Council, Sustainable Communities Planning Grant to complete this work at no cost to the City. The County was awarded the contract to move forward and a work plan is being developed to advance this effort in all partner jurisdictions. This fully-funded project will result in the development of an alternative fuel siting plan for the City (electric vehicle charging stations and hydrogen fueling stations to be considered), along with fleet and personal vehicle policy and incentive proposals to be advanced at the regional scale. In Progress June 2018 Misty Mersich Anti-Hate Resolution To make a statement that Cupertino is an inclusive city that celebrates diversity, respects human rights, and rejects all forms of hate and discrimination against protected groups Researched the different approaches cities are taking to Work with Cities Association on a regional approach In Progress May 2017 Katy Nomura & Jaqui Guzman Biennial Community Survey To gather data from residents regarding City services Contracted with Godbe research, worked with departments to develop questionnaire, and gathered resident contact information The draft questionnaire was shared with Council on March 9th. We have scheduled the survey for the end of March with results expected in early May. In Progress May 2017 Jaqui Guzman & Katy Nomura CCE Launch and participate in a regional Community Choice Energy Program (CAP Measure C-E-7). Staff was instrumental in launching Silicon Valley Clean Energy Authority JPA in March 2016. Cupertino was the first City to join the JPA. To date, 10 cities and the County have joined. SVCE has hired a CEO and 5 staff, and will launch electricity service for customers starting in April 2017. Staff will continue to outreach to the Cupertino community, to make sure they are aware of SVCE starting service in April 2017, and will continue outreach through the launch period which ends July 2017. In Progress July 2017 Misty Mersich Administration Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Climate Action Plan Implement the City’s Climate Action Plan (CAP). Staff has developed annual metrics for the Sustainability Commission and City Council. Public and private projects have a CAP component. Complete GHG Inventory Update. CAP Implementation will follow the timeline and framework provided in Appendix C of the document. In Progress 2020 Misty Mersich & Gilee Corral Communication Assessment Implement recommendations of the Communications Assessment. Priorities have been identified and initial recommendations have been implemented, including creation of a citywide Communication Working Group. Created a central inventory of all communications platforms and channels and trained key staff. Staff will be developing City branding standards, including a style guide for internal and external communications. In Progress December 2017 Brian Babcock Cupertino Green Team Reinvigorate staff on workplace environmental actions and related CAP measures through employee centered sustainability campaigns related to zero waste events, reducing energy use, greening transportation and employee commute. Increase information on sustainability activities and utilize internal online intranet to disseminate information to staff on commuter benefits, bike fleet, electric pool vehicles, environmental purchasing policy, bike lockers, and other sustainability related programs for city staff. ( CAP Measure M-VF-1 & 3) Revisit green team initiative and additional forums/tools to rally staff support and engagement to elevate behavior change focused action across the agency. In Progress Ongoing Misty Mersich Energy & Water Efficiency Redesign GreenBiz and residential energy efficiency and water conservation programs to reflect current industry best practices (i.e. behavior change, sustainability and resilience activities) and achieve CAP objectives (CAP Measure C- E-1, 2, 3). The City is working to evaluate its current residential energy efficiency and water conservation programs and will develop a proposal that will remodel these services to take advantage of current rebates and financing options, regional partnerships, and new hardware and software applications. GreenBiz is also undergoing redesign through in-house staff to make sure the program continues to serve the community and help reduce energy and water usage. Work to identify behavior change motivations for Cupertino residents to encourage home energy and water retrofits using Community Based Social Marketing techniques. Once possible behaviors are identified,staff will work to re-define current programs. Continue to expand the number of businesses certified in the GreenBiz program, targeting new business tenants, and local community daycares and pre-schools. In Progress January 2018 Misty Mersich Lawrence-Mitty Acquire a parcel at Lawrence Expy and Mitty Ave to allow for the expansion of the City's trail network and development of a new park and trail expansion Staff has reached a tentative agreement with SJWC to purchase the Lawrence- Doyle property. On April 1, 2017, the City will host an Open House at the Lawrence- Mitty site to allow residents to view the site and gather initial feedback. Staff is negotiating with the County on environmental mitigations needed to make the Lawrence-Mitty property suitable for recreational public use. In Progress TBD Jaqui Guzman Social Media Presence Enhance Community Engagement through social media tools. Through the use of differing social platforms, the City is not only able to disseminate information more effectively, but also respond to customer inquiries at a more rapid pace. This space is continuing to expand through the use of paid advertising to broaden our reach to not only members within the community, but outside as well. In order to further our success we are continuing to enhance interdepartmental coordination and participation. We will also increase the use of social analytics to improve communications practices. In Progress Ongoing Colleen Letire Administration Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Utility Management Software Grow CAP-related data gathering and analysis by fully developing the utility consumption and cost accounting program (CAP Measure M-F-3). Staff benchmarked energy across municipal facilities and parks using EPA’s Energy Star Portfolio Manager (as required by AB1103) and separately constructing an Access Database of all energy and water utility accounts. In June 2016, the City contracted with Lucid Design Group to provide their utility management software called Building, a SaaS platform that automates utility data entry, offers analysis tools, and produces dashboards. Working with Lucid to implement the software, fully equipped with all available historical data (up to 10 years in some cases). The software should eliminate the hand entry of bills by Accounts Payable as well as by Sustainability Division staff, allow easy access to data, and provide informative dashboards. This will allow the City to improve tracking of municipal energy and water data by developing an system to track consumption data by site (CAP Measure M-F-3). In Progress December 2017 Katy Nomura Legislative Agenda Develop a Legislative Agenda with the Legislative Action Committee for the upcoming CA legislative session to allow for nimble response to advocacy requests Staff has gathered examples of legislative agenda's from other cities and is tracking current bills that Council has taken a position on Draft a proposed legislative agenda for review by Legislative Action Committee Scheduled April 2017 Jaqui Guzman Gun Safety Implement a gun safety ordinance in Cupertino to reduce gun-related injuries and crimes. Encourage residents to participate in gun safety courses. Staff presented a proposed Gun Safety Ordinance to the Public Safety Commission in January and February. The Public Safety Commission took no action on the proposed ordinance. Council directed staff to draft an ordinance to require enhanced safe gun storage requirements for retail gun vendors. Staff will draft language and take it to the Public Safety Commission for comment. In Progress July 2017 Jaqui Guzman Information Services Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead GIS Strategic Plan Develop 5 year GIS strategic Plan Complete Completed 2016 Teri Gerhardt VDI Implementation Implement Virtual Desktop or Virtual Private Network software. (VDI) Project rescoped to provide telecommuting and remote access to City's network. Completed October 2016 Mariyah Serratos 3D Modeling Improve City Planning, architecture, and design by virtual 3D visualization Aerial mapping and LiDAR data acquired. Currently working with ESRI on 3D visualization Implement solution for Planning Division - March 2017 In Progress March 2017 Teri Gerhardt City Channel Upgrade Technology refresh for City Channel Control Room Installation phase complete - currently documenting, programming, and fine tuning system Final pre-rollout stage In Progress March 2017 Peter Coglianese CityWorks Expansion Expanding Cupertino’s GIS-centric asset management system to include the Parks Grounds Division and Traffic Signals group. We have completed the asset inventories for Grounds, including all park and irrigation features. We have completed the asset inventories for Traffic Signals, Configured Cityworks for Traffic Signal Workflows, and trained the users in the field. Currently configuring Cityworks for Grounds Division workflows. When that is completed we will train the staff on how to use the software to manage their assets in the field and in the office. In Progress April 2017 Teri Gerhardt Community Hall AV Upgrade Technology refresh for Community Hall control room, Council dias and podium Most equipment procured, dais complete Working on audiovisual equipment, podium, and control system installation. In Progress July 2017 Peter Coglianese Data Transparency Enhance Data Transparency to staff and public Procured Building Eye application that allows City Permit data to be visualized by a simple interactive map. Implement Building Eye by June 2017 In Progress June 2017 Teri Gerhardt Enhance Cybersecurity Strengthen security for the City's computer data, networks, and compute devices 1) Replaced email security product 2) procured endpoint security product 3) Negotiating with vendor on remote security incident event management (SIEM) capabilities. 1) Implement endpoint security product April 2017 2) Implement SIEM April 2017 In Progress April 2017 Mariyah Serratos Enhanced Cell Coverage Develop a strategy for improving cell phone coverage (with PW). 1) Verizon Tower has been installed - power still outstanding. 2) TIC Commission reviewed RootMetric's solution for a Cell Coverage/Capacity Study. 1) Power applied to Verizon Tower 2) Discussion with ATT on colocating on Verizon tower 3) TIC Commission review at least one more solution for cell coverage/capacity study In Progress July 2017 Bill Mitchell Fiber Network Expansion Extend fiber to the Service Center.The Service Center is one of the last remaining city facilities not interconnected by fiber optics. IS is working with PW staff on design/implementation In Progress June 2018 John Raaymakers Fuel Management System Fuel Management System (FMS) procurement, implementation and data migration System procured, implemented and data migrated. Currently fixing minor issues Final pre-rollout stage In Progress March 2017 Nidhi Mathur GIS Enhancement Enhance GIS data resources and information access for employees and community. Replaced MapGuide (internal City-wide mapping application) and public Property Information application with an updated Property Information App and Magnet. Splitting the new Property Information application to offer more to internal users over what is currently available to both the public and staff. We will be including Public Works projects and Planning projects as well as some additional property info fields. In Progress April 2017 Teri Gerhardt Information Services Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Land Management System Implement "paperless" permit application land management system (LMS). Paperless permit process for land management implemented in January 2016. Current LMS (Magnet) determined not be be best fit to fill existing and future needs for system updates. Currently reviewing two other LMS solutions. Implementation of updated LMS system expected to be completed in FY2017-18 In Progress June 2018 Bill Mitchell Laserfiche Rio Provide trusted document repository with workflow and forms capability 1) IS partnered with City Clerk to develop requirements, review options and procure solution Continue work with City Clerk to implement Rio product by July 2017 In Progress July 2017 Nidhi Mathur Local Area Network Upgrade Upgrade existing network architecture with advanced solution. Performed network discovery and currently reviewing vendor solutions Procure in FY2016-17 - Complete implementation in FY2017-18 In Progress 2018 Mariyah Serratos Network Upgrade Technology refresh for network server and storage area network Procured Simplivity hyper converged solution. Installation by May 2017 In Progress May 2017 Mariyah Serratos PerfectMind Replace disparate recreation applications with one solution which provides enhanced functions 1) Contract signed 2) product being implemented Continue working with Recreation staff on implementation by December 2017. In Progress December 2017 Nidhi Mathur Radio Cupertino Upgrade Upgrade the Emergency Alert Radio Station with updated hardware/software/backup power Installed new hardware and battery system. Currently working on software configuration. In Progress March 2017 Peter Coglianese Strategic Plan Implement a new Technology Plan.1) A FY2016-17 tactical work plan has been developed and being implemented 2) Currently working with consultant on 3 year strategic plan 1) Continue progress on tactical plan 2) Consultant interview staff, Council and TIC Commission on desired strategic IT initiatives In Progress July 2017 Bill Mitchell WAN Upgrade Review existing telecom circuits and modify as necessary Defined preferred design and soliciting bids from vendors to enhance service yet at a reduced price Implement new design by July 2017 In Progress July 2017 Mariyah Serratos Website Redesign Redesign of www.cupertino.org Brand new external website with the updated backend content management system currently used by 40 active content editors Continue content addition to CMS. Complete by June 2017 In Progress June 2017 Nidhi Mathur Planning and Community Development Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead "Start a Business" Pamphlet Provide a “How to Start a Business in Cupertino” pamphlet in multiple languages. “How to Start a Business in Cupertino” pamphlet is available on Economic Development website. Updated with information about minimum wage ordinance, new business license rates, recycling and composting info (collaborate with Environmental Services) Continue to update annually Completed 2016 Angela Tsui Beekeeping Code Update Update the Municipal Code to allow urban beekeeping. In March 2016 Council directed staff to review and propose amendments to the existing regulations. First reading on the revised ordinance conducted Nov. 15th and second reading conducted Dec. 6th, 2016. Completed December 2016 Ellen Yau BMR Housing Admin Manual Update BMR Housing Administrative Manual. Housing Commission updated BMR Housing Administrative Manual in September 2016. Completed September 2016 Kerri Heusler Economic Development Plan Worked with consultants to finalize and present to City Council an Economic Development Strategic Plan (EDSP) for Cupertino. The EDSP was completed and adopted by Council in October 2016. Completed October 2016 Angela Tsui Shop Local Campaign Launch a “Shop Local” campaign.Promoted local businesses through “Eats 95014” dining guide app and ”Cupertino- At-A-Glance” website. “Shop Cupertino” message is printed on City’s reusable bags and ordinance signage. Drafted a comprehensive campaign as part of the Economic Development Strategic Plan. Continue annually Completed 2015 Angela Tsui EDSP Implementation Consider policies and related Code and Specific Plan amendments to implement policies in the Economic Development Strategic Plan. EDSP adopted by City Council in late 2016. Identified several policies for forward-looking economic development including:1. Consider allowing incubator/co-working uses to replace retail on sites that have underperforming retail and meet specific criteria. 2. Consider creating office allocation in the General Plan specifically for mid-to-small size companies. 3. Identify and develop regulations for an Innovation/Arts district in the City. 4. Create a policy to allow mobile uses (including food trucks) in the City. This could include identifying areas where such uses could be allowed. Develop work program and budget Project Approved 2018 Angela Tsui Heart of the City Plan Amend the Heart of the City Specific Plan to amend the street tree list to allow alternative trees of a larger canopy and defer the tree type to the city arborist (Public Works) Recommended by Planning Commission in March 2016. To be reviewed with future update of Heart of the City Specific Plan. Project Approved TBD TBD Parking Incentive Explore parking incentives for projects providing more than the required electric vehicle parking, charging stations and alternative transportation methods. Recommended by Planning Commission in March 2016. To be reviewed along with any future update of the parking ordinance. Project Approved TBD TBD Planning and Community Development Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Penalties for violation of Conditions of Approval Consider increasing maximum penalty of $100K for violations of conditions of approval. Requested by Councilmember.Issue will be reviewed with related municipal code updates. Project Approved TBD TBD Public Art in Developments Review and consider amending the $100,000 maximum for Public Art in Developments. In 2016 the FAC requested that this project be added to the upcoming work program. Project will be initiated in Summer 2017 Project Approved TBD Catarina Kidd Restaurant outdoor seating Update the General Commercial (CG) Ordinance to remove restriction and/or streamline process for allowing outdoor seating that exceeds 20% of indoor seating. Recommended by Planning Commission in March 2016. To be reviewed in conjunction with any future update to the General Commercial (CG) ordinance. Project Approved TBD TBD Teacher Housing Evaluate a “Teacher Housing” project in partnership with a non‐profit developer try to identify and develop surplus school property as a teacher housing project. In March 2016, the Planning Commission recommended adding a goal of providing 100 senior or "teacher" housing units per year for the next five years and/or provide incentive and priority for Cupertino residents. The priority system was implemented as part of the BMR Administrative Manual update in September 2016. Project will be initiated in Fall 2017 Project Approved TBD Kerri Heusler Apple Campus 2 Apple Campus 2 Development Project.The Main building, parking structure, Theater and Fitness Center under construction. Architectural and Site Approval for remaining buildings in Phase 1 - outdoor dining stations, reception buildings, maintenance buildings etc. approved spring/summer 2016. Phase 2 construction underway for one office building, two R&D buildings and a secondary parking structure. Street Improvements at ramps at Wolfe and I- 280 and Lawrence and I-280 are due to be completed by spring 2017. Occupancy for main building will begin in April and phased to end of 2017. Phase 2 and ancillary building expected to be completed by 2018. Project Approved 2018 Albert Salvador/Piu Ghosh Economic Development Website Streamline city web content for new businesses. Develop an integrated approach for outreach and marketing to brokers, business owners, and others as a center for innovation and the heart of Silicon Valley. Valuable content and links on existing site. Will continue to assess the needs of businesses and add helpful resources. Work with the City's Public Affairs/Communications team to redesign the Economic Development webpages within the Citywide website enhancement. In Progress 2018 Angela Tsui General Plan Authorization Implement General Plan Authorization Process One GPA Authorization request (Scandinavian Design) received in the second cycle of FY2016-17 is being heard by the Council on March 7, 2017. Process General Plan Authorization applications as received. In Progress Ongoing Piu Ghosh Hamptons Hamptons Apartments Development Project. 942 units. (Housing Element site) Approved in June 2016 with a Development Agreement (15 year term). Applicant has delayed project by 18 months. In Progress TBD Catarina Kidd Main Street Main Street Development Project (130Ksf retail, 260Ksf office, 180 room hotel, 120 apartments + public park) Hotel, Park and Loft apartments under construction. All other components complete. Hotel and apartment project are expected to be completed by end of 2017. In Progress December 2017 Gian Martire Planning and Community Development Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Marina Plaza Marina Plaza Mixed Use Development Project (188 units, 23Ksf retail, 122 room hotel). (Housing Element site) Project approved in September 2016 with a Development Agreement (5 years). Applicant is delaying project to 2nd quarter of 2018. In Progress 2020 Erick Serrano Non-Medical Marijuana Establish regulations regarding non- medical marijuana use, distribution, delivery, cultivation and commercial activities. Urgency Ordinance adopted November 2016 to maintain local control of non- medical marijuana regulation to the extent possible. On hold pending preparation of a regional model ordinance and State licensing processes. The City has until Fall 2017 to either adopt a new ordinance or renew the Urgency ordinance for another 10 months. In Progress March 2018 Piu Ghosh Public Document E- Library Create a digital on-line library of current and historical Planning, Building and Public Works documents. Document digitization ongoing. 39% increase in online documents YTD over FY2016-17. Public Works has a 41% increase in online documents YTD over FY2016-17. Continue process until all documents are digitized In Progress 2019 Ari Lattanzi Single Story Overlay Develop regulations to allow the establishment of single story overlay zones in R1 zoning districts. Council directed staff to initiate the project in June 2016. Outreach meeting conducted. Draft regulations currently in development. Review with Planning Commission anticipated in March 2017. Review and adoption by City Council anticipated in April 2017. In Progress May 2016 Erick Serrano Small Business Dev. Center Explore the viability of establishing a small business development center within the City of Cupertino. This is an action item in the EDSP as a resource to retain and grow small and midsize businesses. Continue to explore opportunities.In Progress TBD Angela Tsui Conceptual Plans Convert Conceptual Plans to digital format (North De Anza and South De Anza). Project delayed due to staffing need.Project will be initiated in FY2017-18.On Hold Piu Ghosh Heart of the City Plan Amend the Heart of the City Specific Plan for clarifications to the minimum street side setback requirements. Project on hold.On Hold Erick Serrano Vallco Vallco Development Project and Vallco Shopping District Specific Plan. (Housing Element site) In December 2014, Council authorized the preparation of a Specific Plan for the Vallco Shopping District. Applicant submitted an application in September 2015. Two initiatives related to the site (Measures C&D) failed in November 2016. Since this is a Housing Element site, a Specific Plan required to be approved by May 2018 per Housing Element law. Bring a proposal for Council consideration on a community-centered process on a plan for Vallco. On Hold TBD Aarti Shrivastava Recreation and Community Services Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Community Swimming Pool Study Determine community support for a year- around aquatics facility Incorporate into the Parks & Recreation System Master Plan Project Approved 2018/2019 Gail Seeds and Jeff Milkes Accreditation of the RCS Dept National accreditation by the Commission for Accreditation of Park and Recreation Agencies to assure policy makers, staff, Cupertino community members and taxpayers that the parks and recreation agency has been independently evaluated against established benchmarks as delivering a high level of quality of service. In process of researching and scheduling staff to begin work. Application process is followed by a self evaluation of the department relative to 151 national standards for accreditation. A task force of front line employees, supervisors and managers will convene in the Spring of 2017. Project Approved TBD Jeff Milkes Event/Festival Coordination Improve coordination of events/festivals to ensure success. Developed and piloting new Special Event application for 2017 events (Jan 2017). Prepared a more comprehensive City events calendar (Feb 2017). Benchmarked special event fees (Feb 2017). Develop and issue Exclusive Use Permits for events (Mar-Nov 2017). Calculate event/festival costs and recommend fee waivers for Council consideration with annual budget (May 2017). Recommend special event fees for Council consideration (May 2017). Develop policy and City code revisions for Council consideration (Dec 2017). Project Approved December 2017 Mariah Dabel Lawrence-Mitty Park Plan and Design Lawrence-Mitty property for park use, subject to City acquisition Pending City acquisition. Site reviews are being conducted for Parks & Recreation Commissioners. 1. Hold open house opportunity for residents to visit site. 2. Annex property into City 3. Establish community design goals process. 4. Select design consultant. 5. Develop plans. In Progress TBD Gail Seeds and Jeff Milkes Citywide Park Master Plan Create a 20+ year community-driven vision plan to best meet current and future parks, open space & recreation needs, through establishing goals & priorities and building upon, enhancing or expanding infrastructure & programs. Council authorized consultant contract Jan. 2017. Program schedule developed February 2017. Evaluate existing park and recreation system, evaluate community input, develop vision & goals, identify prioritization criteria. Community outreach will explore best use of existing & future park spaces to identify needs for different events, activities, cricket pitch, etc. In Progress Fall 2018 Gail Seeds Creek Corridor Master Plan Develop a master plan for lands along Stevens Creek from Stevens Creek Blvd. to McClellan Road (includes Stockmeir Ranch, BBF Golf Course, BBF Park and picnic-swim areas, McClellan Ranch Preserve, McClellan Ranch West) Community Outreach complete. 3 concepts were presented to the P&R Commission & City Council. A preferred concept was presented to P&R Commission in March 2016 & to City Council April 2016. Coordinate next steps with progress on the Citywide Parks, Open Space & Recreation Master Plan to allow choices for Stevens Creek Corridor to be coordinated with city wide needs and goals. In Progress TBD Gail Seeds Restore Stocklmeir Ranch Continue to restore the Stocklmeir Ranch Parks and Recreation Commission reviewed on 2/2/17 to consider renovations to the Stocklmeir house by the Rotary Club, with the intent of building utilized for non-profit meeting space. Agreement has been drafted by City Attorney's Office. Awaiting Council direction to proceed with Rotary or pursue other options. In Progress TBD Jeff Milkes Replace Recreation Software Investigate and replace the recreation registration software with a cloud‐based software version to be accessed at any City facility. The PerfectMind Contract was executed on 2/1/16. Efficiency audit and Discovery completed 6/2016. Initial system configuration and data entry completed in 10/2016. Finalize data entry, configuration (April 2017). Training and user acceptance testing (May-Sept 2017). Data migration (August-Sept 2017). Go Live (October 2017). In Progress November 2017 Mariah Dabel Recreation and Community Services Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Community Outreach Develop a master plan for lands along Stevens Creek from Stevens Creek Blvd. to McClellan Road (includes Stocklmeir Ranch, BBF Golf Course, BBF Park and picnic-swim areas, McClellan Ranch Preserve, McClellan Ranch West) Over 6,000 residents use NextDoor and Neighborhood Watch Coordinator provides regular updates via NextDoor and Yahoo eCAP group. Block Leaders were tapped to provide feedback for the Recreation Master Plan as well as the Parklet pilot program. The department hired social media expert in limited-term two-year position. City staff are identifying a method for City communication/announcements to and among Block Leaders. Staff investigating permanent social media/marketing specialist. In Progress December 2018 Mariah Dabel Partnerships Explore potential of partnerships with the Library, YMCA, Rotary and other groups to enhance/expand programs. Initial outreach meetings started in 2/15. Library Staff and City Staff met several times in 2016 to discuss facility usage guidelines for Community Hall as well as program partnership opportunities. Recreation & Library are partnering on bring library programs to Memorial Park in summer 2017 with four children's performers at the Amphitheatre. Staff are meeting regularly with the Library and YMCA. Staff will coordinate with other entities to expand programs and reduce redundancies through partnerships. Staff will create draft policy for Parks & Recreation Commission and City Council provide greater support to nonprofits. In Progress Ongoing Christine Hanel Blacksmith Shop Prepare for the grand opening/programming of the Blacksmith Shop. Blacksmith Shop waiting for installation of a forge. Follow-up project for a working forge in the Blacksmith shop scheduled in 2017. In Progress December 2017 Tom Walters Disaster Council Increase participation from other City departments Determine Disaster Council direction to increase functionality. Once Disaster Council attendance becomes more robust - new work plan will be created. In Progress December 2017 Tom Walters Disaster Council Identify local stakeholders and encourage them to participate in Disaster Council. Have been gathering input/feedback Tour the Emergency Operations Center with members of the disaster council. In Progress December 2017 Tom Walters Office of OES Explore options for enhanced Emergency Services in Cupertino OES report and workplan created and delivered to Recreation and Community Services Director Determine City's objectives for OES In Progress December 2017 Tom Walters BBF Splash Pad Install a splash pad at Blackberry Farm pool area. (see also in Public Works tab) Included in FY2015-16 CIP.On hold pending completion of the Corridor Master Plan. On Hold Tom Walters Administrative Services Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Labor Negotiations Negotiate long-term contracts that are fair, financially sustainable and competitive in the local labor market. Negotiated 3 year contract with all bargaining units with a term of 7/1/16‐ 6/30/19. None Completed October 2016 Kristina Alfaro Employee Engagement Measure employee's engagement level and sustain and or increase that level of engagement This is a new project that is anticipated to be rolled out in early FY2017-18 Conduct baseline survey in July/August of 2017 Project Approved June 2018 for first round Kristina Alfaro and Karen Bernard Guerin HR Portal Enhancement Explore and implement the Leave Request portion of the City's HR Portal This is a new project that is anticipated to be rolled out in FY2017-18 HR Staff to receive training and set up the Leave Request portion of the site Project Approved January 2018 Karen Bernard Guerin and Thomas Leung Laserfiche Integration As part of a citywide laserfiche integrations the Human Resources division will move to electronic employee files. The Finance Division will move all financial data documents to laserfiche. This is a new project that is anticipated to be rolled out in FY2017-18 Citywide kickoff and development of a laserfiche committee Project Approved January 2018 Lisa Taitano and Maria Jimenez NeoGov Simplify and streamline the City's hiring process and consolidate job description, salary and benefit information. This is a new project that is anticipated to be rolled out in FY2017-18 Implementation of new software in May/June 2017 Project Approved July 2017 Laura Miyakawa and Thomas Leung OpenGov Budget Builder OpenGov Budget Builder beta program. Department directors and staff will submit proposals and narratives in OpenGov, manage approvals and comments online, and create a consolidated view of the budget. City used budget builder for the 2016-17 First Quarter and Mid Year Reports and will use it for the FY2017-18 Proposed Budget as well. City is scheduled to meet with Opengov staff in later March to discuss the software and collaborate on possible improvement to the software. In Progress June 2018 Thomas Leung OpenGov Transparency OpenGov Platform to increase budgetary transparency and public engagement. City signed up for additional offerings including additional reporting capabilities, data science, Civic Dashboards and mapping. In addition, in we are in the process of automating the monthly uploads. Automate the posting of financial data after monthly closes to have close to real time financial data for continued transparency and public engagement. Add additional graphics and dashboards. In Progress June 2018 Thomas Leung Staff Training Allow for a well trained staff in all areas of Administrative Service including but not limited to, Human Resources, Finance, ERP and Budget. Attended New World Systems (NWS)/ Tyler Technologies trainings on FM and HR modules, attend online trainings. Sent Administrative Services, Departmental and Technical staff to annual Tyler conference. HR Staff attended annual HR Conference and Finance and other administrative services has attended other GFOA and CSMFO trainings. Continued staff training and development through webinars and training through CalPERS, the Government Finance Officers Association (GFOA), NWS/Tyler, and CalPelra that will increase staff knowledge and skills in order to enhance customer service for the community. In Progress Ongoing Kristina Alfaro and Lisa Taitano Public Works Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Audit Solid Waste Agreement Conduct audit of solid waste franchise agreement. Audit establishing baseline expenses for 2010 and 2014 has been completed. Completed.Completed September 2016 Roger Lee Fleet Management Policies Review Fleet Management policies Public Works, Finance and Sustainability staff coordinate all new fleet purchases. Update of fleet use and policy development is an ongoing process. Evaluate City-wide fleet vehicles that may be considered for replacement. Completed May 2016 Chris Mertens Joint Use Agreement with CUSD Negotiate new Joint Use Agreement with Cupertino Unified School District for shared sports fields Existing agreement sunsets June 2016 Completed June 2016 Roger Lee Vehicle Replacement Program Update Managed Vehicle Replacement Program. Two all-electric and six plug-in hybrid vehicles were added to the fleet in FY2015-16. One all electric is utilized as a City Hall pool vehicle. Evaluate feasibility to transfer existing vehicles within the fleet so that purchases, if needed, are more environmentally conscience. Completed July 2016 Chris Mertens Consider complete lifecycle costs.In Spring 2015, the Library and the Service Center added two and four electric vehicle charging stations, respectively. By Spring 2015, the Service Center will have two electric vehicle charging stations. Completed July 2016 Chris Mertens Evaluate vehicle/equipment sharing with other agencies. The two year equipment sharing agreement with the Town of Los Gatos and City of Campbell were renewed in FY2015-16. Similar opportunities may exist with other West Valley Cities. Completed July 2016 Chris Mertens Evaluate alternate fuel vehicle feasibility for Service Center vehicles (electric, hybrid, battery systems to eliminate long term idling) (CAP Measure M-VF-1, 2, 3). Staff completed an analysis of alternative fuel vehicles to inform the FY2013-14 Vehicle Replacement Schedule (VRS). This document contains a tool to enable similar assessments during each FY VRS. This alternative fuel vehicle strategy also guides the City towards additional fleet best management practices (e.g. fleet right-sizing, developing vehicle vocational specifications) that will be advanced as part of this year’s VRS and updated environmentally preferable procurement policy. Completed July 2016 Chris Mertens Evaluate feasibility to transfer existing vehicles within the fleet so that purchases, if needed, are more environmentally conscience. Was feasible with all six purchases of green vehicles in FY2015-16. Ongoing Completed July 2016 Chris Mertens Water System Audit Conduct comprehensive audit of City owned potable water system. Current lease agreement expires in 2022.Completed February 2017 Roger Lee Comprehensive drainage eval on Regnart Evaluate the necessary repairs and upgrades to remediate drainage issues on Regnart Road New Project Project Approved TBD Chad Mosley Lease Agmt. for Library Bldg Negotiate new lease agreement with County of Santa Clara for new library building Current agreement expires December 2019 Pending commencement of negotiations in FY2017-18 Project Approved June 2018 Roger Lee Public Works Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Local Transit Address local transit needs for schools and seniors New project FY2017-18 Proposing limited term Transit Planner in FY2017-18. This position will work with VTA and local groups on current needs and issues, including Ride-Sharing programs, as well as coordinate with other cities for potential ballot measures. This position would also work on solutions for corporate buses.Project Approved TBD Timm Borden Municipal Water System Ensure lessee (San Jose Water Co.) is maintaining and operating system to industry standard. City directed audit of system was completed in December 2016. Staff is meeting with San Jose Water Co. on a monthly basis to resolve issues and to establish/implement an asset management plan. Current lease agreement expires 2022.Project Approved Ongoing Roger Lee Public Bldg Condition Assess. Determine priority assessment of buildings for future improvements. New project FY2017-18 Solicit qualifications from prospective consultants to assess the condition of all public buildings.Project Approved TBD Roger Lee Storm Water Funding Ballot Increase funding of storm water pollution prevention to cost recovery. None. Increase requires 2/3 majority vote. Evaluate Godbe survey findings, learn from success of Palo Alto and determine feasibility of proceeding with ballot initiative.Project Approved TBD Roger Lee Wireless Master Plan Update the City's Wireless Master Plan Request funding for plan for FY2017-18 Begin work in Winter of 2018 Project Approved June 2018 Chad Mosley Civic Center Improvements Design and Construct improvements at the civic center to (1) address building and operational deficiencies at City Hall, (2) add parking to the site, and (3) add a community room at the Library. Council direction On Hold TBD Katy Jensen EOC Alternatives Develop an alternative for an Emergency Operations Center at a facility other than City Hall in conjunction with Service Center Admin Building Feasibility Study Identify potential annex to Service Center Staff will present alternative EOC as a potential CIP for FY2017-18 - see above. Coordinate meeting and tour of Service Center facility with Disaster Council In Progress May 2017 Alex Acenas Pavement Management Implement programs to preserve and enhance pavement condition throughout the City. Approval of recommended funding over the last several fiscal years has increased the overall pavement condition index of the street network to 78 out of a possible 100. Funding of $6.0M for FY2017-18 will be requested for (1) the 2017 Phase 3 Asphalt Project to finish Stevens Creek and De Anza Boulevards. and (2) 2018 Phase 1 Asphalt Project focused on residential streets. Annual funding of approx. Ongoing cost of $4M is anticipated to maintain a pavement condition of 80 PCI. In Progress Ongoing Roger Lee Ped. Transportation Plan Develop strategy to advance sidewalk improvements and right of way acquisition ahead of development. Reimbursement ordinance amended. Neighborhood meetings expected to occur 2016. Completed February 2016 David Stillman Consider Safe Routes to School and other funding sources. Completed May 2016 David Stillman Complete a Safe Routes to Schools map noting sidewalk gaps Alta study is underway.Completed May 2016 David Stillman Public Works Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Ped. Transportation Plan Update Pedestrian Transportation Plan Hired Toole Design Group to complete plan. Work began in February 2017. Continue to work on plan. Completion anticipated in Summer of 2017. In Progress August 2017 David Stillman Traffic Impact Fee Program The Mobility Element of the General Plan, Policy M-10.1 and M-10.2 directs staff to develop and implement a citywide transportation improvement plan and to enact a transportation impact fee for new development. Funding approved.Consultant work nearly complete, public works shops held, including meetings with Chamber of Commerce Legislative Action Committee. On hold pending better understanding of Measure B Transportation Tax rollout and priorities due to overlap of projects including in currently proposed Traffic Impact Fee. Scheduled June 2017 David Stillman Public Works Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead CIP Projects Sister City Directional and Mileage Marker at Civic Center Project is complete.Completed September 2016 Alex Acenas Sport Center - East Courts Resurfacing project Project is complete.Completed November 2016 Katy Jensen Foothill/Cupertino Road Storm Drain Negotiations under way.Upon completion of PG&E work, anticipate construction over summer/fall 2017. In Progress December 2017 John Raaymakers Monta Vista area sidewalk improvement projects: 1- Pasadena Ave. Public Improvements 2- McClellan Rd. Sidewalk Improvement-Ph. 2 3- Orange & Byrne Sidewalk Improvements Pasadena project is complete. McClellan project is in design phase and communication with impacted residents has begun. Further discussion with residents and property owners impacted by McClellan project. Development of construction contract documents for McClellan. In Progress December 2017 John Raaymakers Fiber Optic at Service Center: Extend fiber optic communications to the City Service Center on Mary Ave. Project is included in FY2016-17 CIP. Consultant selection is underway. Initiate design and develop construction contract documents for bidding. Anticipate construction in fall 2017. In Progress December 2017 John Raaymakers McClellan Ranch West-Green Parking Install durable pervious surface - meadow-esque, for supplemental parking capacity for staff and park users. Planning and design began in spring 2016. Anticipate summer-fall 2017 construction, upon appropriation of additional funds for construction. In Progress December 2017 Alex Acenas Storm Drain Master Plan Update Survey of existing system and data collection is complete. Anticipate start of master plan calculations in summer 2017 with goal of completion by end of CY 2017. In Progress December 2017 Katy Jensen City Bridge Maintenance Repairs Routine periodic repairs to six bridges. Partially grant funded. Agreement with grantor and selection of consultants is complete. Preliminary design and environmental clearance process. Anticipate construction over spring/summer 2018. In Progress October 2018 John Raaymakers Retaining Wall Repair/Replacements at Cordova & Regnart Rds. Background research and design/engineering work is has started. Develop construction contract documents. Anticipate construction complete prior to start of 2017 rainy season. In Progress December 2017 John Raaymakers Recreation Facilities Monument Signs Replace failing monument signs at 5 facilities with new signs consistent with approved signage convention. Initiate project spring 2017 Scheduled December 2017 Katy Jensen Storm Drain Improvements-Byrne & Stevens Creek Blvd. Scheduled in 5-year CIP Proposed 2018 project Scheduled TBD Katy Jensen Blackberry Farm-Splash Pad Subject to the outcome of the Stevens Creek Corridor Master Plan. Subject to the outcome of the Stevens Creek Corridor Master Plan. On Hold