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03.01.18_Full_AgendaCITY OF CUPERTINO AGENDA PARKS AND RECREATION COMMISSION 7:00 PM 10350 Torre Avenue, Community Hall Thursday, March 1, 2018 This meeting will be televised. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL CEREMONIAL MATTERS AND PRESENTATIONS 1.Subject: Summer & Neighborhood Events 2.Subject: Teen Programs Update APPROVAL OF MINUTES 3.Subject: Regular Meeting on February 1, 2018 Draft Minutes 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 listed on the agenda WRITTEN COMMUNICATIONS OLD BUSINESS 4.Subject: 2017-2018 Work Plan Work Plan Page 1 March 1, 2018Parks and Recreation Commission AGENDA NEW BUSINESS 5.Subject: Department/City Work Plan Staff Report 2018-2019 City Work Program STAFF AND COMMISSION REPORTS 6.Subject: Director's Report ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend the next 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, 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 members after publication of the agenda will be made available for public inspection. Please contact the City Clerk’s Office in City Hall located at 10300 Torre Avenue during normal business hours. 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 members 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 members on any other item not on the agenda, you may do so during the public comment. Page 2 CITY OF CUPERTINO PARKS AND RECREATION COMMISSION Community Hall 10350 Torre Ave, Cupertino, CA Thursday, February 1, 2018 7:00 PM MEETING DRAFT MINUTES CALL TO ORDER Chair Davis called the meeting to order at 7:02pm in the Community Hall, at 10350 Torre Ave, Cupertino, CA. PLEDGE OF ALLEGIANCE Commissioners present: Helene Davis, Meenakshi Biyani, Carol Stanek, Judy Wilson, Neesha Tambe Commissioners absent: None Staff present: Christine Hanel, Kevin Khuu, Alex Acenas APPROVAL OF MINUTES 1. Regular Meeting of January 4, 2018 – Commissioner Stanek motioned to approve the minutes of January 4, 2018. Commissioner Biyani seconded. Motion passed unanimously. CEREMONIAL MATTERS AND PRESENTATIONS 2. Chair/Vice-chair Selection Chair Davis asked for nominations for chair. Commissioner Stanek nominated Neesha Tambe. Commissioner Wilson seconded. Motion passed unanimously. Chair Tambe asked for nominations for vice chair. Commissioner Wilson nominated Meenakshi Biyani. Commissioner Stanek seconded. Motion passed unanimously. 3. San Francisco Shakespeare Presentation Will Crocket and Toby Leavitt, from the San Francisco Shakespeare Festival, presented to the Commission an overview and feedback received about their summer programs, including Shakespeare in the Park, summer camps, and the on tour Shakespeare play. Announced for 2018, the summer performance will be A Mid-Summers Night’s Dream and SF Shakespeare is actively looking for more partnerships, especially with the Chinese and Chinese American community. Commissioner Wilson suggested reaching out to the local high school clubs for volunteers to help with production and contacting the Hsinchu Sister City. The Commission requested feedback from SF Shakespeare about the Memorial Park Amphitheatre, to add to the Parks and Recreation System Master Plan and suggested more advertising of the pre-performance green show. 4. Jollyman Park – Off Leash Hours Presentation Sameer Raheja, from the Jollyman Dog Group, presented to the Commission a proposal for a pilot program of off leash hours at Jollyman Park. Suggested a 6 month trial period, 1 hour before and 1 hour after sunset, at the South-East Corner of the park. Cited several local cities that have the program: Mountain View, Redwood City, Menlo Park, and San Carlos. Los Altos is currently surveying their community members about having the program. Explained that the Mary Ave Dog Park is insufficient and doesn’t provide what they need. Discussion followed. Catherine Coe, Cupertino Resident, opposed the idea. Cited that this was already happening at the park and provided various reasons against the idea. Owns a dog, but uses the Mary Ave Dog Park. Charlie Hanson, Cupertino Resident, supported the idea, citing the benefits of interacting with dogs for himself and his wife. Due to recent tickets given for off leash dogs, the neighbors don’t bring their dogs to the park. Asked for the trial period to bring the dogs back. Bob Colloton, Cupertino Resident, added that the Jollyman Dog Group is an example of the community coming together and being more progressive, like Mountain View and San Carlos. The off leash program would enhance the underutilized area of Jollyman park. Vineet Gupta, Cupertino Resident, pointed out the Mary Avenue Dog Park is insufficient for large dogs and driving there, on a weekday, consumes too much time with the local traffic. The designated times would alleviate concerns about off leash dogs coming into contact with children. Tony Alexander, Cupertino Resident, spoke to the Mountain View city employees about their off leash program and received positive feedback. Believed this to be a good solution for both dog owners and non-dog owners. Encouraged having this now so it impacts the Master Plan and makes us more progressive. Xiaoyu Weng, Cupertino Resident, was originally was scared of dogs. Changed her mind after she adopted a puppy for her daughter and now loves her dog. Believes the off leash hours will bring more community connection. Venkateswara Sreepathy, Cupertino Resident, had originally opposed the idea of having off leash dog hours back in 2014. Now supports the idea and has changed his mind since he became a dog owner. Explained the benefits of having his dog and having the off leash program. Debashis Rao, Cupertino Resident, reinforced the idea of self-policing for the off leash program. Also, emphasized that creates a sense of community for the neighbors. Satnya Swaroop, representing the Jollyman Dog Group, supported the idea and provided insight into why some people oppose this program, but believes educating them will change their minds. Requested the Commission consider the idea. Don Phillips, representing Cupertino Little League, mentioned they are not opposed to the idea, but asked to be included in the planning of this trial period if it moves forward and in the feedback portion. Sandra Berndt, Cupertino resident, mentioned that dogs running, while on leash, is not the same as running off leash. Added that she didn’t meet her neighbors until she got a dog. Reinforced the idea of self-policing for the program. The Commission accepted the presentation and asked staff to research the implementation of the trial period and report back. Suggested looking into potential issues, including possible costs and expenses, and asked for more community input and outreach to all neighbors in the area and other key stakeholders. This subject will come back to a future agenda as an action item. 5. Afterschool Enrichment Presentation Christine Hanel, Assistant Director of Recreation, presented to the Commission a detailed background of the program and its current status. David Fung, Cupertino Resident, suggested the Recreation Department work on having the extended coverage at the schools and staff partner with the schools, to maximize the benefits for the kids and parents. Commissioner Wilson suggested offering help to Cupertino Union School District and having the district lead in what they’re looking for. Chair Tambe agreed with staying in touch with them and reaching an agreement to ensure the community is being served. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS 6. 2017-2018 Commission Work Plan The Commission reviewed the work plan. Requested other potential dates for the study session with City Council. Suggested an earlier start time and to include weekends. Chair Tambe inquired about the joint meeting with the Bicycle Pedestrian Commission. The Commission agreed to asking for a presentation from the Bicycle Pedestrian Commission instead of a joint meeting. Staff will come back with the answer. Commissioner Wilson requested to add Age Friendly Designation presentation to a future agenda. NEW BUSINESS 7. Cricket Feasibility Study Alex Acenas, from the Public Works Department, presented the Cricket Feasibility Study to the Commission. Had contracted with Callendar Associates to study the possibility of building an international sized cricket field in Cupertino. Identified 3 potential sites: Creekside Park, Jollyman Park, and Wilson Park. Asked the Commission to accept the presentation. The Commission requested to see the other parks and schools that were surveyed. Theresa Sutton, president of the Cupertino Little League, did not support having the cricket field built in Cupertino, as it’s too big to fit anywhere. Asked the Commission to reconsider building the field, since it would displace other sports and bring more traffic into the City. Don Phillips, with Cupertino Little League, also opposed building the cricket field. Believed this to be a regional draw and the footprint is not something that the City can accommodate. Aeron, president of AYSO 35 and Cupertino FC, believed that the cricket field is too large to fit within the City. Supported having a multi-sport field built instead. Bob Joyce, from De Anza Youth Soccer League, was opposed to taking away youth facilities to build an adult size cricket field. Emphasized building this would displace many youth soccer and baseball players. Christine Hanel clarified that this was only a feasibility study, which was directed by City Council and is part of the Master Plan process. Discussion followed. Vice Chair Biyani asked for more background information to go with the report. Chair Tambe requested additional research into a full youth cricket ground instead of an international cricket ground or a cricket pitch for practice. The Commission requested staff to look into additional and to contact the cricket community for their input. STAFF AND COMMISSION REPORTS 8. Director’s Report Christine Hanel presented on the following: - Cupertino Spelling Bee: had 25 students in each age categories. - Block Leader Dinner: last Thursday night, had 90 block leaders attend. - Poet Laureate reception at the Senior Center, welcomed Kacey McCormick as the new Poet Laureate. Coming up on February 9th, will have a toddler movie night. Also a job fair on Saturday, February 17th from 2:30pm to 5:30pm, at Community Hall. In February, the Director and 2 supervisors will be attending a CEQA training and will have the CPRS Awards Dinner on February 22th. Commissioner Wilson attended the Sports Center opening and will attend the Mayor’s Meeting next week. Asked for a list of upcoming events to present. Commissioner Stanek reminded that they also need to bring any “asks” to the Mayor and suggested sharing the off leash dog hours topic. Commissioner Stanek attended the Mayor’s State of the City luncheon and the Block Leaders’ quarterly meeting. Also provided feedback on the scenic gate and requested adding a phone number to the sign to call in case it’s locked. Commissioner Davis attended the Regnart Creek Trail workshop and reported on the delegation of students from Copertino, Italy. Vice Chair Biyani attended the Regnart Creek Trail community meeting, Poet Laureate reception, and the State of the City. Chair Tambe interviewed for her position on the Commission and was reappointed and watched the State of the City address. ADJOURNMENT – Chair Tambe adjourned the meeting at 9:55 p.m. Respectfully submitted, Kevin Khuu, Administrative Assistant Recreation and Community Services Department Minutes approved at the___ regular meeting DEPARTMENT OF RECREATION & COMMUNITY SERVICES QUINLAN COMMUNITY CENTER 10185 N. STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3135 • FAX: (408) 777-3137 PARKS AND RECREATION COMMISSION WORK PLAN FISCAL YEAR 2017/18 Updated 2/22/18 August 3, 2017  Citywide Parks and Recreation System Master Plan * August 23, 2017  Discuss Commission’s Work Plan for FY 2017/2018 September 7, 2017  Godbe Survey Results  McClellan Ranch Parking Lot Improvement  Citywide Parks and Recreation System Master Plan - Vision and Goals, Prioritization Criteria, and Preliminary Opportunities Analysis September 19, 2017 – Work Plan presentation to City Council October 2017 - Cancelled November 2, 2017  Age Friendly City Initiative Presentation  2016/2017 Budget Presentation  Community Gardens Presentation  CIP Priorities November 9, 2017 Special Meeting  Citywide Parks and Recreation System Master Plan – Update and Draft Recreation Program Overview December 7, 2017  Citywide Pedestrian Plan Presentation  McClellan Ranch Parking Lot Improvement Update  Accreditation Update – Governance, Mission, and Vision  Citywide Parks and Recreation System Master Plan Update January 4, 2018  Blackberry Farm Presentation  Property Acquisition at 10301 Byrne Avenue  Citywide Parks and Recreation System Master Plan Update February 1, 2018  San Francisco Shakespeare Presentation  Jollyman Park – Off Leash Hours Presentation  Afterschool Enrichment Presentation  Cricket Feasibility Study February 28, 2018 Special Joint Meeting  Citywide Parks and Recreation System Master Plan * March 1, 2018  Summer & Neighborhood Events Presentation  Teen Programs Update  Department/City Work Plan April 5, 2018  New Enterprise Software Presentation  CIP Presentation  Healing Gardens Presentation  Community Gardens Update  Accreditation Update – Public Info Policy and Involvement  Citywide Parks and Recreation System Master Plan * May 5, 2018  New Enterprise Software Implementation  Sports Center Upgrades Presentation  Equity Plan  All-inclusive Playground June 7, 2018  Comprehensive Revenue Policy  Work Plan 2018/2019  Citywide Parks and Recreation System Master Plan * July 5, 2018  No meeting August 2, 2018  Citywide Parks and Recreation System Master Plan * Special Meetings to Be Scheduled:  Splash Pad Field Trip Items to schedule: o Connected or Smart City o Join Meeting with Bike and Ped Commission – Improved Transportation o Age Friendly Communities Designation o Partnerships with CUSD/Sedgwick Property o Bee Apiary/Bee Guild Update o Emergency Services Update o Recreation Staff Goals Presentation o One or Two Year Recreation Work Plan o Lawrence-Mitty Project Update o 2017 Aquatics Programs and Activities Presentation o Recreation & Community Services Budget Requests o 2018 Events Concept Plan o Senior Center Repairs Presentation o Case Management Presentation RECREATION AND COMMUNITY SERVICES DEPARTMENT QUINLAN COMMUNITY CENTER 10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 • WWW.CUPERTINO.ORG PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: March 1, 2018 Subject Recreation and Community Services 2018/19 Work Program Recommended Action Receive direction on additional priorities for 2018/19. Description City Council approved an annual staff work program on February 20th. Completion of several of the approved items are the responsibility of the Director of Recreation and Community Services and the department staff. Discussion This year, staff organized the work program by themes – areas of emphasis and priority: - Smart City - Financial Sustainability - Public Engagement and Transparency - Community Livability and Sustainable Infrastructure - Operational Efficiency - Public and Private Partnerships The work program includes twelve items of special interest to the department and the City. While these area worthwhile goals, there may be additional internal departmental opportunities that are based on the Commission’s priorities. Sustainability Impact None Fiscal Impact None ____________________________________ Prepared by: Jeff Milkes, Director of Recreation and Community Services Reviewed by: N/A Approved for Submission by: Jeff Milkes, Director of Recreation and Community Services Attachments: 2018-2019 City Work Program Smart City Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department Wireless Master Plan Update the City's wireless policies and goals to ensure a comprehensive build out of facilities. The City will initiate a Request for Proposals in Winter 2018. Request proposals from interested consultants. Scheduled November 2018 Chad Mosley/Bill Mitchell Public Works/IT Water System Asset Management Plan (AMP) / Valuation 1) Quantify system condition and projected needs / costs to sustain industry standard; and 2) Value system to determine appropriate lease rate or sale price after 2022. Agreement with consultant executed with completed work product due in August 2018. Coordinate with SJWC and consultant an AMP that is mutually beneficial to both parties. In Progress August 2018 Roger Lee Public Works Municipal Water System Ensure lessee (San Jose Water Co.) is maintaining and operating system to industry standard. SJWC investment in system has increased. Negotiations ongoing to define capital investments through 2022. Continue negotiations.In Progress December 2018 Timm Borden/Roger Lee Public Works Emergency Services Continuity of Government Plan Complete plan to resume operations of the City after a major emergency. Previous plan was written in 2004. That plan will be evaluated and a new plan will be developed. Emergency Services Coordinator will research and coordinate with Santa Clara County and other partners to write a plan for City Council review and adoption. In Progress September 2018 Clare Francavilla Recreation & Community Services Wireless Upgrade - Public Space Build wirelss "hot spots" at various public locations w/in Cupertino Determining best location and associated solution(s). Seismic modeling of selected "hot-spot" locations. Budget allocation for FY18/FY19 In Progress FY2018/FY19 Bill Innovation & Technology Financial Sustainability Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department BMR linkage fees update Consider increasing linkage fees for residential and non-residential projects to provide funding for BMR affordable units To begin in Summer 2017 after requested funding for nexus study is authorized as part of FY 2018-19 budget Prepare nexus study Proposed Winter 2018-19 Kerri Heusler Community Development Employer-based revenue measures Explore employer-based revenue measures to address issues such as traffic congestion Proposed TBD David Brandt CMO Explore storm water ballot initiative with grassroots group(s) with input from Sustainability Commission. Explore feasibility and potential steps to conduct property owner mail-in election for authorization to adjust stormwater fees from 1992 level to current. Note: General Fund subsidizes Cupertino Stormwater Program to meet legal obligations, fund pollution prevention programs, and provide robust environmental education and outreach to residents, businesses, and Cupertino School District. Mayor sent support letter for SB 231 (enacted 10/17) relaxing legal restrictions on storm water fees. Staff have discussed steps taken by Palo Alto to achieve a succussful election outcome. Explore feasability of an election in Cupertino. Solicit input from Sustainability Commission and local grassroots groups. Discuss topic with Sustainability Commission before July 2018; conduct outreach and focus groups by July 2019. Develop plan for potential property owner mail-in election by December 2019. In Progress December 2019 Cheri Donnelly Public Works 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. Hired consultant to work on implementation of key objectives including: Identified several policies for forward-looking economic development including:1. Consider allowing incubator/co-working uses to replace underperforming retail. 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. 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. In Progress End of 2018-19 Angela Tsui Community Development Sustainable calpers funding strategy Identify a long term funding strategy to fund rising costs related to retirement Presentation to Council as part of Mid Year Budget (March 6) and present to Fiscal Strategic in Late March/Early April Cost of strategy to Council as part of Proposed Budget Hearing In Progress June 2018 Kristina Adminstrative Services Public Engagement and Transparency Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department Strategic Plan for Equity and Access to Recreation Programs Provide greater access to programs and activities for individuals with disabilities by completing and launching a strategic plan. The plan will address ADA requirements, inclusion opportunities and special programs. Create a task force within the department to create a strategy and begin coordinating opportunities. Proposed June 2019 Christine Hanel Recreation & Community Services Senior Engagement Review the City's engagment strategy with seniors, including the role of the Senior Citizen Advisory Council Proposed Jaqui Guzman Jeff Milkes CMO Recreation & Community Services I heart Cupertino - Teen Design Challenge Build a sense of community by launching a Cupertino swag store with an fun youth design project Project team is developing project charter Request buy-in from local schools and businesses Scheduled October 2018 Jaqui Guzman Colleen Letire Danny Meztizo CMO Recreation & Community Services Volunteer Fair Promote a sense of community and good will in Cupertino by encouraging volunteerism The volunteer fair has been scheduled for May 5th at Civic Center Plaza Outreach plans are being developed Scheduled May 2018 Colleen Lettire CMO 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 Community Development Citywide Branding Strategy Train staff on City branding standards, create secondary logos, and a City tag line Branding standards have been developed and training for staff is scheduled Work with consultant to develop secondary logos In Progress February 2018 Brian Babcock CMO Citywide Community Engagement Develop strategies for better engaging with the public on City issues and provide staff with tools and training Four staff members participated in ILG's TIERS community engagement training. City has also contracted with Open Town Hall (formerly known as Peak Democracy) and training for staff has been scheduled. Pilot TIERS strategy for Junipero Sierra Trail feasibility study. Pilot Open Town Hall. In Progress December 2018 Jaqui Guzman Brian Babcock Bill Mitchel Jennifer Chiu CMO I&T PW Community Livability and Sustainable Infrastructure Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department Incentives to build Accessory Dwelling Units (ADUs)Provide incentives to build ADUs (which provide affordable housing opportunities) by reviewing ordinance and reducing fees The Council asked staff to add this item to the work program in late 2017. Project will begin in Summer 2018 Proposed 2018 Gian Community Development Update the Municipal Code to Provide Parking Incentives for Electric Vehicles and Encourage Outdoor Seating in Restaurants The Planning Commission requested these items to be added to the work program to provide incentives for green infrastructure and enhance pedestrian- oriented character of developments To begin after Council authorizes it in the work program Proposed TBD Piu Ghosh Community Development Public Art in Developments Review and consider amending the $100,000 maximum for Public Art in Developments. The FAC requested that this project be added to the upcoming work program in 2016. Council authorized this in 2017. Project will be initiated in Summer 2018 Proposed TBD Catarina Kidd Community Development Lawn Buster Drought Tolerant Planting Pilot Develop a program that allows residents to easily elect water-wise turf conversion, including pre-set landscape plans, pre- approved contractors, and fixed prices Research has begun to evaluate best options for a city-wide pilot Collect data and research similar programs Proposed June 2019 Misty Mersich CMO Healthy Cities Initiative Revise smoking and water access policies and regulations to meet HCI standards Proposed December 2018 Jaqui Guzman CMO Shuttle Bus Service Study Study the feasibility of an east-west shuttle bus service that connects to Caltrain Proposed TBD Senior Transportation Planner Public Works 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. Scheduled TBD Phillip Wilkomm Community Development Teen Stress Work with the Teen Commission and Cupertino 95014 on events that address teen stress in Cupertino Cupertino 95014 has agreed to study the issue of teen stress in Cupertino and propose an event to highlight the problem and potential solutions The Teen Commission is working on a teen stress-relief event as part of thier workplan Scheduled TBD Brian Babcock Danny Meztizo CMO Recreation & Community Services Short Term Rentals Develop a regulatory program to regulate and collect TOT from STRs Study session on Feb. 6, 2018 Sign collection agreements with Airbnb and other large STR platforms. Draft Muni Code regualtions for STRs with public input. Scheduled June 2019 Jaqui Guzman Ben Fu CMO Community Development Regnart Road – analysis of maintenance responsibilities 1) Research and determine adjacent property owner and City maintenance responsibilities; and 2) Receive owner input and educate regarding responsibilities; and 3) Complete City work. Drainage evaluation complete.Obtain land use general counsel, review findings and conduct public meeting(s). Investigative work and meeting with owners complete by summer 2018. In Progress June 2019. Chad Mosley / Roger Lee Public Works Lawrence Mitty Acquire a parcel at Lawrence Expwy and Mitty Ave for trail expansion and park development City has worked with SJWC and County to secure a three-way transaction but was not able to reach agreement with SJWC County is taking the lead on negotiations with SJWC. If property is secured, funding allocation for conceptual design will be proposed with 2018-19 CIP. In Progress TBD Jaqui Guzman Timm Borden Jeff Milkes CMO Public Works Recreation & Community Services Vallco Specific Plan Create a community-based vision and objective standards for development at Vallco Consultants hired and initial community ourtreach started Prepare Draft EIR and Specific Plan after community outreach In Progress Fall 2018 Catarina Kidd and Piu Ghosh Community Development Community Garden Improvements Renovate the community gardens at McClellan Ranch, and implement a new process and procedures for a more effective, community-driven gardens program. Multiple stakeholder meetings have been held to develop better procedures and appropriate enforcement policies. A capital project is in progress, working with a consultant to develop a clear concept and vision for the gardens. A second capital project has been proposed for 2018/19 to renovate the gardens. The new rules and enforcement process will be implemented as garden plots are assigned. Complete public involvement process and propose recommended alternative to City Council for garden renovation. In Progress Summer 2019 Kim Calame Recreation & Community Services Community Livability and Sustainable Infrastructure Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department Strategic Plan for Neighborhood Special Events Complete strategic planning to implement recreational activities in neighborhood parks. Research and a draft report are in progress. Complete research into equipment, staffing, objectives, and organize neighborhood task forces to assist with program planning. Hire part time Recreation staff to complete planning to implement a pilot program in Summer 2018. In Progress October 2018 Jeff Milkes/ Rachelle Sander Recreation & Community Services Citywide Parks and Recreation System Master Plan Create a 20+ year community-driven plan to meet future parks, open space and recreation needs through establishing goals and priorities and enhancing or expanding facilities and programs. Council authorized consultant contract in January 2017. Consultant and staff have evaluated existing park and recreation systems, formed an advisory group, developed a vision statement and goals, identified prioritization criteria and identified preliminary opportunities. Community outreach explored best use of park spaces to identify needs for different events, activities and goals. The plan is anticipated to come before City Council in Fall 2018, depending upon additional public input and results of upcoming workshops. Upcoming Council and Parks & Recreation Commission study session to review large project items for the Master Plan. Public input and workshops will occur, and project list, scoping, and budget information will be developed from the results. In Progress Fall 2018 Gail Seeds Recreation & Community Services Solid Waste Characterization Studies and Waste Audits 1) Complete tonnage audit and waste characterization studies of pertinent streams of City facilities, residential curbside, and commercial waste; and 2) Analyze effectiveness of neighboring agency programs and emerging technology as it might apply in Cupertino in diverting recyclable content from landfill. Collected contract and waste characterization information from neighboring agencies. Began review of potential auditors and consultants. Execute consultant agreements and begin work. In Progress June 2018 Cheri Donnelly/ Roger Lee Public Works 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. Continue to explore opportunities in collaboration with the school districts In Progress TBD Kerri Heusler Heart of the City Plan Amend the Heart of the City Specific Plan: (1) for clarifications to the minimum street side setback requirements, and (2) to review street tree requirements to allow larger trees, increase diversity of tree type and encourage drought-tolerant and native tree types. To be revised during the next Heart of the City Specific Plan update On Hold Erick Serrano Community Development Library Community Room Addition Continue design and implementation of library community room addition Preferred alternative was adopted by City Council in 2015. Funding was pledged by Irvine Company in development agreement for Hamptons development pending issuance of building permits. Initiate architectural design On Hold TBD Timm Borden Public Works Operational Efficiency Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department Alternative Commute Pilot for Staff Pilot to encourage employees to use alternative modes of transportation such as walking, biking, transit, and carpool to relieve road congestion, reduce harmful emissions and improve employee health. Exploring programs from surrounding cities and writing a draft proposal Develop policy, implementation measures, and determine appropriate incentive levels. Proposed June 2019 Misty Mersich CMO American Public Works Association (APWA) Accreditation To objectively evaluate, verify and recognize compliance with recommended management practices. Reviewing / amending current practices and beginning self-assessment process. Complete update of current practices and schedule onsite evaluation. Scheduled FY2019/2020 Roger Lee Public Works Workforce Planning Use data in the City's ERP system and several city documents such as the budget, CIP and Council Work Program to identify key positions needed and how to attract, retain or train to ensure the availabiltiy of those positions when needed. None Begin identifying key positions. Formulate training/recrutiment/retention strategy for those positions. Scheduled June 2019 Kristina Admin Services Labor Negotiations Negotiate equitable long term contracts with all bargaining units Current contract expires in June 2019. Begin preparation for negotiations in January 2019 Scheduled June 2019 Kristina Admin Services Disaster recovery plan Provide network/data resiliency thru the use of offsite and out of region data centers Simplified network/data infrastructure to allow for easy migration to offsite data center 1) Move current City Hall data center infrastructure elements to local colocation facility. 2) Build second infrastructure environment at distant, out-of-region colocation facility. In Progress FY2018/FY19 Bill Innovation & Technology Applications Deploy applications to enhance operational efficiency. In process of implementing various enterprise applications including Accela Land Management, GovInvest, Peak Democracy and Zonar 3D 1) Finalize implementation of applications in flight. 2) Continue to research cost effective solutions to current business problems. In Progress FY2018 Bill Innovation & Technology Public Building Condition and Use Assessment 1) Determine priority assessment of buildings for future improvements; and, 2) Analyze selected buildings for facility use efficiency Notice to proceed issued.Facilitate consultants work by retrieving needed documents and facilitating on-site inspections. In Progress August 2018 Roger Lee Public Works Staffing Level Evaluation Analyze work load of various staff to insure community expectations are met and ordinance requirements are enforced. Various deficiencies have been identified.Complete evaluation within department and discuss coordination with other departments as applicable and needed. In Progress FY2019/20 Timm Borden/Roger Lee Public Works Weekend Work Program Ensure efficiency of program.reviewing current practices and gathering data from staff Complete evaluation within the department and determine the value of labor received from participants vs. the value of full-time employees to monitor the program. In Progress January 2019 Carl Valdez Public Works Civic Center Master Plan - Design dev/space prog.Begin Design Development and Programming for new preferred alternative from 2015 Civic Center Master Plan Working with Architectural Consultant to develop options and estimates. Upon approval from City Council to move forward, negotiate design contract for architectural services. In Progress January 2019 Timm Borden Public Works Roll Out of Addiltional ERP Modules Fully utilize ERP system to automate and simplify business processes Fixed Asset module is in data verifcation stage. CAFR Builder is in contract negotiations. Review contract module and requested time off capabilities in the City's online timesheet/benefits portal In Progress June 2020 Kristina Admin Services Roll Out of Open Gov Platform (maps and additional reports)Fully utilize OpenGov Software Sucessfully began using and integrating open budget portion of OpenGov Build out additional reports and view on the City's transparency portal In Progress June 2020 Kristina Admin Services Integration of Workplan and Other Long/Short Term Documents to Develop 5 Year Business Plan for City. Comprehensive Business Plan that encompases all workplan items ensuring adequate funding and staffing resources. Goal of 80-100% funded in the next 20 years. Pending work plan approval. Strategies: a) Establish a 115 Trust and funding strategy; b) 20 year amortization; c) 6% discount rate; d) Long Term staffing costs projections including negotiated increase using GovInvest Ensure costs associated with items approved in workplan are included in the FY19 budget. Ensure future costs of items in the workplan are included in the Long Term Financial forecast In Progress June 2020 Kristina Admin Services Operational Efficiency Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department Accreditation of the Recreation & Community Services Department National accreditation by the Commission for Accreditation of Park and Recreation Agencies to inform policy makers, staff, and community members that the parks and recreation agency has been independently evaluated against established benchmarks for delivering a high level of quality service. The City has been accepted as a candidate for national accreditation in 2019. A committee of front-line staff, supervisors and managers are addressing each of the 151 national standards. All Recreation staff have been trained in the process. The Department is on schedule to be reviewed in early 2019 and potentially accredited in October, 2019. Complete self evaluation addressing the 151 national standards. This requires wide-ranging tasks includin creating a department marketing plan, risk assessment plan, and a review of all department policies. In Progress October 2019 Jeff Milkes Recreation and Community Services Implement ActiveNet Registration Software System Replace the current recreation registration software with a cloud-based software version to enhance service at the Quinlan Community Center, Sports Center, Senior Center and other recreation facilities as appropriate. Staff have negotiated a contract with ActiveNet and the start of implementation is planned for Spring 2018. The project is anticipated to be live by Fall 2018. Complete Contract and coordinate implementation schedule In Progress Fall 2018 Project Lead, Rachelle Sander. Project Manager, Bill Mitchell Recreation and Community Services, with Innovation & Technology Cross Platform System Integration Leverage new technology aqcuisitions to create integrated systems Idenitfied integration possibilities between the City's ERP Logos and Land Management Software, Recreation Software, Project Works and Recrutiment software. Finance division working with Land Management software on integration specifications Explore and implement integration In Progress Summer 2018 and Ongoing Kristina All Public and Private Partnerships Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department Support the Creation of a Film Society To increase art opportunities in the City. The goal is to support the creation of a film society based on a request by interested citizens NA Explore opportunities upon authorization Proposed TBD Angela Tsui and Catarina Kidd Community Development 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 Community Development Library Lease Sign a new lease with the Library JPA for use of the City's Library facility Staff has begun meeting with Library staff to discuss terms for the new lease Negotiate and complete lease In Progress June 2018 Jaqui Guzman Rocio Fierro Jeff Milkes Roger Lee CMO CAO RCSD PW Strategic Partnerships with Nonprofits Create strategic partnerships with nonprofits to improve effectiveness of Recreation & Community Services Programs. Objectives include coordination of programs with the Cupertino Library, YMCA, West Valley Community Services, School Districts, etc. Proposed Develop MOU with Library addressing program opportunities, and continue discussions with West Valley Community Services to provide greater support for Case Managers. In Progress June 2019 (ongoing) Kim Calame, Kim Frey, Christine Hanel Recreation & Community Services