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01.10.19_Full_AgendaCITY OF CUPERTINO AGENDA PARKS AND RECREATION COMMISSION 7:00 PM 10350 Torre Avenue, Community Hall Thursday, January 10, 2019 Televised Special Meeting NOTICE AND CALL FOR A SPECIAL MEETING OF THE CUPERTINO PARKS AND RECREATION COMMISSION NOTICE IS HEREBY GIVEN that a special meeting of the Cupertino Parks and Recreation Commission is hereby called for Thursday, January 10, 2019, commencing at 7:00 p.m. at Community Hall, 10350 Torre Ave, Cupertino, California 95014. Said special meeting shall be for the purpose of conducting business on the subject matters listed below under the heading, "Special Meeting". SPECIAL MEETING CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF MINUTES 1.Subject: Special Meeting of December 13, 2018 Draft Minutes CEREMONIAL MATTERS AND PRESENTATIONS 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 Page 1 January 10, 2019Parks and Recreation Commission AGENDA WRITTEN COMMUNICATIONS OLD BUSINESS 2.Subject: 2018-2019 Draft Work Plan Work Plan NEW BUSINESS 3.Subject: ActiveNet Presentation 4.Subject: Case Management Services at the Cupertino Senior Center Presentation Staff Report 5.Subject: Defining the Relationship between the City of Cupertino and the Cupertino Historical Society Staff Report 6.Subject: Potential Priority Areas for the 2019 Recreation and Community Services Work Plan, Part of the City Council Approved City Work Plan Staff Report A - 2018-2019 City Work Program Updates.pdf STAFF AND COMMISSION REPORTS 7.Subject: Director's Report ADJOURNMENT Page 2 January 10, 2019Parks and Recreation Commission AGENDA 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 3 CITY OF CUPERTINO PARKS AND RECREATION COMMISSION Community Hall 10350 Torre Ave, Cupertino, CA Thursday, December 13, 2018 7:00 PM SPECIAL MEETING DRAFT MINUTES CALL TO ORDER Chair Tambe called the meeting to order at 7:00 p.m. in the Community Hall, at 10350 Torre Ave, Cupertino, CA. PLEDGE OF ALLEGIANCE Commissioners present: Helene Davis, Meenakshi Biyani, Neesha Tambe, Carol Stanek, Judy Wilson Commissioners absent: None Staff present: Jeff Milkes, Gail Seeds, Kevin Khuu APPROVAL OF MINUTES 1. Special Meeting on November 1, 2018 – Commissioner Wilson motioned to approve the special meeting minutes of November 1, 2018. Vice Chair Biyani seconded. Motion passed unanimously. CEREMONIAL MATTERS AND PRESENTATIONS None POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None Chair Tambe moved up item number 4 to next on the agenda. NEW BUSINESS 4. Report on the Senior Center Volunteer Advisory Council Mary Lou Robinson, President of the Volunteer Advisory Council, presented to the Commission the background of Volunteer Advisory Council, their purpose, and what they do for the Cupertino Senior Center. The Advisory Council had recently voted to not support the creation of a Senior Commission. The Commission accepted the presentation, offered their support for the Volunteer Advisory Council, and requested more future collaborations if possible. OLD BUSINESS 2. Citywide Parks and Recreation System Master Plan – Prioritization Tools Gail Seeds, Park Improvement Manager, presented to the Commission the draft prioritization tools that will be used to evaluate the possible projects arising from the Master Plan, before being submitted to the CIP (Capital Improvement Projects) process. Requested feedback from the Commission and community members. The Commission reviewed and supported the criteria. Chair Tambe asked to emphasize “connectivity” more clearly in the criteria, add youth, teens, and age friendliness as a community priority, put more weight in diversity, sustainability and efficiency. Vice Chair Biyani asked to have more weight in the public support criteria. The Commission requested seeing some of the past, current, and all of the future park projects, after being ranked by the draft prioritization tools. Chair Tambe moved up item number 5 to next on the agenda. NEW BUSINESS 5. Report on Organizational Changes in the Recreation and Community Services Department Jeff Milkes, Director of Recreation and Community Services, reviewed the current functions of the department and recent organizational changes that had occurred. Asked the Commission to think about revising the name of the department in a future meeting. OLD BUSINESS 3. 2018-2019 Draft Work Plan The Commission reviewed the work plan. Staff will look into having the meeting on the 3rd instead of the 10th. The Commission requested presenting to City Council the Commission work plan at the second meeting in January. Director Milkes suggested moving out the Sievert Property Presentation and the Strategic Partnerships with Non Profits Work Plan Item Update. STAFF AND COMMISSION REPORTS 6. Director’s Report Jeff Milkes presented on the following: - Community Tree Lighting Event - Breakfast with Santa - The Electronic Sign at the Cupertino Sports Center - McClellan West Parking Lot Update - Community Gardens Clean Up - Replastering of the Swimming Pool at Blackberry Farm. - Neighborhood Events Presentation to City Council on December 18th - All-Inclusive Playground Grant Update and invited the Commission to attend the meeting at the Santa Clara County Board of Supervisors Meeting on December 18th. Staff will send out the staff report and agenda to the Commissioners. - Closure of the Quinlan Community Center from December 24 to January 2 due to the holidays and the Quinlan Center maintenance week closure from January 7 to 11. - The Commission Efficiency item will come back sometime in the next few months. All of the Commissioners attended the Tree Lighting Ceremony event on Friday November 30, 2018. ADJOURNMENT – Chair Tambe adjourned the meeting at 8:34 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 DRAFT WORK PLAN FISCAL YEAR 2018/19 Updated 1/04/19 August 2, 2018 • Vallco Specific Plan Presentation • All Inclusive Playground Feasibility Study – Concept Plans • Citywide Parks and Recreation System Master Plan - Goals, Objectives and Actions September 6, 2018 • Haul Road Trail Donation and Improvements • Citywide Parks and Recreation System Master Plan – Park Recommendations, New Park and Recreation Facilities, and Added Recreation Elements October 4, 2018 – Special Meeting • Teen Center and Teen Programs Presentation • Jollyman Park Unfenced Dog Off-Leash Area Trial Survey November 1, 2018 • Improving Efficiency and Communication of City Commissions • Neighborhood Events Update • Citywide Parks and Recreation System Master Plan Update December 13, 2018 – Special Meeting • Organizational Structure • Senior Advisory Council • Citywide Parks and Recreation System Master Plan* January 10, 2019 – Special Meeting • Active-Net Presentation • Case Management Services at the Cupertino Senior Center Presentation • Defining the Relationship between the City of Cupertino and the Cupertino Historical Society • Potential Priority Areas for the 2019 Recreation and Community Services Work Plan, Part of the City Council Approved City Work Plan January 24, 2019 – Special Meeting • Citywide Parks and Recreation System Master Plan Draft Plan Presentation February 7, 2019 • Citywide Parks and Recreation System Master Plan Update – Draft Plan with Public Input • Strategic Plan “Draft Plan” Review • Recreation Department Budget Packages • Connected or Smart City • Citywide Parks and Recreation System Master Plan Update March 7, 2019 • CUSD Joint Use Agreement for Facilities Presentation • Citywide Parks and Recreation System Master Plan Update • Corridor Master Plan Update • Marketing Plan presentation by consultant April 4, 2019 • Strategic Plan for Equity and Access to Recreation Programs – Update • Jollyman Dog Park Update • National Accreditation Update • Citywide Parks and Recreation System Master Plan Update – Council Comments May 2, 2019 • Sports Center Upgrades Presentation June 6, 2019 • National Accreditation Visit Update July 4, 2019 (No Meeting) August 1, 2019 Special Meetings to Be Scheduled • Splash Pad Field Trip • Amphitheatre Visit • Code of Ethics & Rosenburg’s Rules (Study Session) Items to schedule: o Strategic Partnerships with Non Profits Work plan Item Update o Sievert Property Presentation o Bicycle Pedestrian Commission Presentation o Cupertino Shuttle Survey Results Presentation o Community Gardens Construction Update o State of the Trails Presentation o Emergency Services Update o Bee Apiary/Bee Guild Update (put into Master Plan) o Lawrence-Mitty Project Update o Comprehensive Revenue Policy o Partnerships with CUSD/Sedgwick Property PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: January 10, 2019 Subject Case Management Services at the Cupertino Senior Center Presentation Recommended Action Accept presentation on Case Management Services at the Cupertino Senior Center. Discussion Case Management Services are an integral and important part of the services offered by the Cupertino Senior Center. The primary mission is to connect seniors with resources to help maintain their independence and safety at home. With a typical case load of over 100 active cases, the two Case Managers who work out of the Senior Center maintain a program with a strong reputation for keeping seniors as independent as possible. A link between social and recreational activities makes the program a perfect fit as part of the Senior Center program. The City receives no income from the program and thus subsidizes two full time employees and provides other appropriate resources. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. _____________________________________ Prepared by: Jeff Milkes, Director of Recreation and Community Services Approved for Submission by: Jeff Milkes, Director of Recreation and Community Services PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: January 10, 2019 Subject Defining the Relationship between the City of Cupertino and the Cupertino Historical Society Recommended Action Accept the presentation and recommend a direction in defining the relationship between the City of Cupertino and the Cupertino Historical Society. Discussion The Cupertino Historical Society and Museum are recognized by community members as the museum organization dedicated to documenting life, history, and culture of Cupertino citizens. The organization is asking the City to designate the Cupertino Historical Society as its official city archivist, with a mission to preserve the history of the City. They are also asking the City to provide appropriate support for them through the continued provision of space in the Quinlan Community Center and other facilities as approved by the City. The Cupertino Historical Society contributes greatly to the City, currently providing:  A collection of over 5,000 artifacts representing Cupertino’s history.  An archive available for historical research, dissemination and publication.  Volunteer and paid staff who provide scholarly support to authors, researchers and community members.  Conservation expertise and managed care of the historical collection.  Professional curation services.  Interpretation of historical artifacts, topics and events through programming and exhibits.  Effective, non-political avenue through which the community can highlight and celebrate various ethnic, religious and international communities that represent contemporary Cupertino.  Dynamic partner for youth activities through festival open houses and quarterly preschool events and crafts.  Traveling Trunk elementary school history program.  Local historians who present topics on Cupertino history at various civic and social organizations.  Three to five museum exhibits annually.  Resource for community members doing family history research.  Volunteer and internship opportunities for high school and college students, as well as local civic organizations.  Key partnerships with local organizations: Boy Scouts, Rotary, Eagle Scout Capstone Projects, Walk/Bike Cupertino and more.  Quarterly newsletter with articles of local interest.  Intergenerational learning opportunities and areas of engagement.  Hosted quarterly speaker series, film screenings and book signings that are well attended.  A collection of more than 5,000 artifacts representing Cupertino’s families and communities; military service members; traditions; regional “Valley of Heart’s Delight” artifacts; clothing and dress; education, literature, music, photography, and art.  Valuable partnerships during city events and festivals  well-attended and imaginative, compelling and free public programing, exhibits, lectures, film screenings and social events to local citizens  $30,000/year annually storing the core of our collection, with additional collection items stored in members’ houses, garages, etc. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. _____________________________________ Prepared by: Jeff Milkes, Director of Recreation and Community Services Approved for Submission by: Jeff Milkes, Director of Recreation and Community Services PARKS AND RECREATION COMMISSION STAFF REPORT Meeting: January 10, 2019 Subject Potential Priority Areas for the 2019 Recreation and Community Services Work Plan, Part of the City Council Approved City Work Plan Recommended Action Provide feedback on priority items to be recommended for inclusion in the 2019 Recreation and Community Services Work Plan, to become part of the City Council approved City Work Plan. Discussion Each year, City Council approves a work plan that prioritizes areas of focus for staff. The Recreation Department’s Leadership Team is asking the Commission to provide feedback on priority areas or special projects of interest for potential inclusion. The City categorized their work plan items in 2018 within six categories: 1. Operational Efficiency 2. Public Engagement and Transparency 3. Public and Private Partnerships 4. Community Livability and Sustainability Infrastructure 5. Smart City 6. Financial Stability The basic workflow will need to consider the following:  Identified Parks and Recreation Commission Priorities  City Council’s Goal Setting for 2019  Wishes of new Parks and Recreation Commissioners (if any) once seated in February, 2019  Coordination with the City’s budget process (ongoing through June 30, 2019)  Parks and Recreation Commission’s work plan recommendation to City Council as a formal action  Parks and Recreation Commission’s presentation of the work plan to City Council and participation with City Council as required.  Work plan items are to be effective from July 1, 2019 to June 30, 2020. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. _____________________________________ Prepared by: Jeff Milkes, Director of Recreation and Community Services Approved for Submission by: Jeff Milkes, Director of Recreation and Community Services Attachments: A – 2018-2019 City Work Program Updates 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 2019 Clare Francavilla Recreation & Community Services Wireless Upgrade - Public Space Build wireless "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 Mitchell Innovation & Technology 5G Smart City Public Private Partnership Agreement with Verizon Provide 5G technology roll-out with Small Cell Antennas to allow faster connections and lower latency to support the Internet of Things. Initial Meetings with Verizon Recieve draft agreement from Verizon In Progress December 2019 Chad Mosley/Bill Mitchell Public Works/IT Public Engagement and Transparency Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department Expand Therapeutic 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. Expand recreation program offerings to accommodate therapeutic recreation needs in the community. Create a task force within the department to create a strategy and begin coordinating opportunities. In Progress June 2019 Christine Hanel Recreation & Community Services Explore Consolidation of Senior Citizen, Library, and Safety issues into Parks & Recreation Commission Per Council request, explore the possibility of consolidating senior, safety, and library issues into the Parks & Recreation Commission. Currently, the Recreation and Community Services Department oversees a Senior Citizen Advisory Council based out of the Senior Center, manages general code enforcement and emergency services, and liaisons with the Library on services provided to our community. Proposed TBD 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 June 2019 Jaqui Guzman Colleen Letire Danny Mestizo 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 Mitchell Jennifer Chiu CMO/Innovation & Technology/Public Works Financial Stability 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 2018 after requested funding for nexus study is authorized as part of FY 2018-19 budget Prepare nexus study In Progress Winter 2018-19 Erick Serrano 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 successful election outcome. Explore feasibility 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, as well as consider creating office allocation in the General Plan specifically for mid-to-small size companies. 2. Create a policy to allow mobile uses (including food trucks) in the City. 3. Identify and develop regulations for an Innovation/Arts district 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. Incubator/co-working space is currently defined as smaller work space for a range of creative industries, and unlike in a typical office, those in incubator/co-working spaces are usually not employed by the same organization. The space would include, but not be limited to, smaller business spaces with shared resources, such as conference and meeting rooms, reception services, kitchen and/or food services, and other shared amenities. Bring draft ordinances to City Council in Winter 2018 for Item 1: Conversion of underperforming retail space to incubator/accelerator/co- working space and Item 2: Mobile vendors. Schedule a Council Study Session in Spring 2019 to discuss Item 3: Innovation District Vision Plan and to engage property owners and residents. In Progress End of 2018-19 Angela Tsui Community Development Financial Stability Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department Sustainable calpers funding strategy Identify a long term funding strategy to fund rising costs related to retirement. Goal of 80-100% funded in the next 20 years. 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 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 Alfaro Administrative Services 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 Fall 2018 and is expected to be completed by early 2019. In Progress 2018 Gian Martire, Piu Ghosh 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. FAC reviewed on June 18, 2018, recommending raising the percentage of art to 1% with no cap; City Council introduced July 3, 2018 and enacted August 21, 2018. Completed August 21, 2018 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 (including vaping) 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. Also look at possible shuttle programs to service schools. Online survey has been completed.Vallco Development Agreement requires a pilot Shuttle Bus Program, so work with developer on implementation plan. Proposed TBD Senior Transportation Planner Chris Correo 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. In Progress TBD Phillip Willkomm, Piu Ghosh 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 their workplan Scheduled TBD Colleen Lettire Danny Mestizo 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 regulations 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 Vallco Town Center Specific Plan (including Final Environmental Impact Report and associated general plan amendments) adopted and first reading of associated ordinances including Development Agreement conducted on September 19, 2018. Ordinances including Development Agreement with Vallco Town Center LLC enacted on October 2, 2018. Review Master Site Development Plan for the Vallco project. In Progress Winter 2019 Catarina Kidd and Piu Ghosh Community Development Community Livability and Sustainable Infrastructure Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department 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 was completed that developed a clear concept, vision and design/construction documents for the gardens. The renovate project is currently in the bid process. The new rules and enforcement process will be implemented as garden plots are assigned. Complete contracting process and renovate the gardens as approved in the 2018/19 CIP budget. Evaluate fees to consider in the 2019/20 budget with respect to potential cost recovery. In Progress Summer 2019 Kim Calame Recreation & Community Services Strategic Plan for Neighborhood Special Events Complete strategic planning to implement recreational activities in neighborhood parks. Thirty-four events and activities were offered between July and September, 2018 with 5,888 community members participating. Complete summary report and present to the Parks & Recreation Commission with recommendations to City Council for the program in 2019/2020. In Progress February 2019 Jeff Milkes/Kim Calame 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. Completion of the System Master Plan will trigger preparation of the Department's three year Strategic Plan. 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 be issued for public comment in early 2019 and be finalized for City Council in spring 2019, depending upon additional public input and results of workshops. Prepare administrative and public draft Master Plan. Public and Commission input and presentations will occur. Refine a final draft master plan for adoption. In Progress May 2019 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 and 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 Community Development 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 Dog Off Leash Area Trial at Jollyman Park Complete public engagement and work with neighbors to complete a six month trial of an off leash area within Jollyman Park A self selected survey of neighbors was completed with over 300 respondents. The Parks and Recreation Commission has recommended a trial move forward in the Spring of 2019. Public Engagement process and eventual trial in the Spring, 2019. In Progress November, 2019 Jeff Milkes Recreation and Community Services Community Livability and Sustainable Infrastructure Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department All Inclusive Playground Study, fund raise and design an All- Inclusive Playground in a neighborhood park Council approved a grant application in October, 2018 to Santa Clara County. Staff completed a feasibility study as part of the 2018/19 CIP budget. Submit grant application. If the application is successful, staff will further evaluate costs, need, and value to the community to support Council decisionmaking regarding this significant investment. In Progress TBD Gail Seeds Recreation and Community Services Amend Municipal Code to change construction hour start time from 7:00am to 8:00am Address neighbor concerns related to noise and disturbance related to construction Requested by Councilmember.Confirm project process and schedule. Earliest timeline is November 20, 2018 for first reading.. Proposed November 2018 Ben Fu Community Development Recreation and Community Services Strategic Plan Complete a three year strategic plan that serves to align the department with a common vision and values. The plan will be measurable, with specific goals, objectives and actions. Goals will revolve around action items in the Master Plan, department culture and tools for successful implementation. Staff have contracted with a consultant to assist with the process. Identify strategic themes, objectives, measures, performance indicators and initiatives. In Progress TBD Jeff Milkes/Departm ent Leadership Team Recreation and Community Services Performing Art Center Market and Operations Feasibility Study Conduct a feasibility study for City Council consideration on whether to have the Vallco developer construct a warm shell building as part of their Master Site Development Permit The budget amendment to allow staff to move forward with an RFP to hire a consultant is on the 10/16/18 Council Agenda Issue an RFP in early November.In Progress April 2019 Chad Mosley Public Works Public Infrastructure Financing Strategy Present a study of financing alternatives for several different categories of upcoming large expences, such as New City Hall Tenant Improvements, other public building improvements and modifications, multi-modal transportation improvements, potential Performing Arts Center Tenant Improvements, etc. Develop Scope of Work and propose funding for RFP at either mid-year or regular budget Proposed Kristina Alfaro/Timm Borden Administrative Services/Public Works Regional Transformative Transit Projects Initiative Work to advance the following projects as submitted to the MTC as Transformative Transportation Projects: • Stevens Creek Corridor High Capacity Transit • Automated Fixed Guideway to Mountain View • Cupertino Station at I-280/Wolfe Road • Highway 85 Transit Guideway • Silicon Valley High Capacity Transit Loop Proposed Timm Borden/Chris Corrao 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 availability of those positions when needed. None Begin identifying key positions. Formulate training/recruitment/retention strategy for those positions. Scheduled June 2019 Kristina Alfaro Administrative 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 Administrative 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 Mitchell 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 Mitchell 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. Analysis has been completed and program still is shown to provide good value to the CIty. 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. Completed January 2019 Carl Valdez Public Works Civic Center Master Plan - Renovation Begin design for renovation of City Hall, including structural strengthening, accessibility improvements, and replacement of all electrical and mechanical systems Following rehabilitation options from Civic Center Master Plan, as currently is being validated by consultant conducting city- wide facility condition and use efficiency study. Upon approval from City Council to move forward, advertise RFP for architectural services. In Progress January 2020 Timm Borden Public Works New City Hall Design Design a New City per the Vallco Specific Plan Development Agreement and deliver building permits to the developer in 21 months and vacate the building 24 months from 11/2/18. The budget amendment to allow staff to move forward with an RFP to hire an Architectural consultant is on the 10/16/18 Council Agenda Issue an RFP in late November.In Progress August 2020 Timm Borden Public Works Interim City Hall Design Design an Interim CIty Hall on the Library Field (Modular Portables) for the timeframe that the New City Hall is under construction. The budget amendment to allow staff to move forward with an RFP to hire an Architectural consultant is on the 10/16/18 Council Agenda Issue an RFP in early November.In Progress November 2020 Timm Borden Public Works Roll Out of Additional ERP Modules Fully utilize ERP system to automate and simplify business processes Fixed Asset module is in data verification 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 Alfaro Administrative Services Roll Out of Open Gov Platform (maps and additional reports)Fully utilize OpenGov Software Successfully 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 Alfaro Administrative Services Operational Efficiency Project Title Project Objective Progress to Date Next Steps Current Status Completion Date Staff Lead Department 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. Pending work plan approval. 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 Alfaro Administrative Services 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 including creating a department marketing plan, risk assessment plan, and a review of all department policies. Cancelled 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 with project implementation and training in the Spring and Summer of 2018. The project software was successfully launched on October 2, 2018 Continue with phase in of all modules of the software package. Completed October 2, 2018 Project Lead, Rachelle Sander. Project Manager, Bill Mitchell Recreation and Community Services, with Innovation & Technology Cross Platform System Integration Leverage new technology acquisitions to create integrated systems Identified integration possibilities between the City's ERP Logos and Land Management Software, Recreation Software, Project Works and Recruitment software. Finance division working with Land Management software on integration specifications Explore and implement integration In Progress Summer 2018 and Ongoing Kristina Alfaro All Improve Process of Public Records Act (PRA) Requests Provide a comprehensive web portal that allows 24x7 public access to search previous PRA responses or submit a new PRA request. Route, escalate, track, distribute, log and manage each PRA request. Provide knowledge base of previous PRA requests and associated responses. Manage, review and improve current City process. Met with vendors on different applications that meet our goals. Vendor demo application for staff review and selection. In Progress Fall 2018 Bill Mitchell/Grace Schmidt Innovation & Technology/City Clerk 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 N/A Explore opportunities upon authorization Proposed TBD Angela Tsui/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 June 2019 Jaqui Guzman/ Rocio Fierro/ Jeff Milkes/ Roger Lee/ CMO/CAO/Recreation & Community Services/Public Works 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. Many new partnerships have been strenthened to include working with the Historical Society, the Chamber of Commerce, the School Districts, etc.Develop MOU with Library addressing program opportunities, and continue discussions with West Valley Community Services and other non profit service providers. In Progress June 2019 (ongoing) Kim Calame/Kim Frey/Christine Hanel Recreation & Community Services