05.02.19_Full_AgendaCITY OF CUPERTINO
AGENDA
CUPERTINO PARKS AND RECREATION COMMISSION
10350 Torre Avenue, Community Hall
Thursday, May 2, 2019
7:00 PM
Amended
Amended on 04/29/19 at 5:25 p.m. to add in a staff report and attachments A, B, and C to Old
Business, item No. 2.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
APPROVAL OF MINUTES
1. Subject: Regular Meeting of April 4, 2019
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
Page 1
Parks and Recreation Commission AGENDA May 2, 2019
2. Subject: Discussion and Recommendation to City Council on the Revision of the
Community Funding Policy
Staff Report
A - Current Community Funding Policy
B - Draft Community Funding Polciy (Red -line Copy)
C - Draft Community Funding Policy(Clean Copes
3. Subject: Continue the Discussion of the 2019/2020 Parks and Recreation
Commission Work Plan Items, based on the Approved City Work Plan
FY 2019-20 City Work Pro.r�pdf
Guidance on Commission Work Programs.pdf
Commission Work Program Flow Chart.pdf
Commission Work Program Template.pdf
PRC Work Plan Items 2019 URdated.pdf
4. Subec: Review of Future Agenda Items and Additions/Prioritization for Parks
and Recreation Commission
Work Plan
NEW BUSINESS
5. Subject: Receive a Pest Management Program Presentation from the Public Works
Department
6. Subject: Propose Ideas and Discuss Possible Opportunities for Collaboration with
Other Commissions
STAFF AND COMMISSION REPORTS
7. Subject: Receive Monthly Update Reports from:
- Director
- Commissioners
ADJOURNMENT
Page 2
Parks and Recreation Commission AGENDA May 2, 2019
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
CITY OF CUPERTINO
Im PARKS AND RECREATION COMMISSION
Community Hall
CUPERTINO 10350 Torre Ave, Cupertino, CA
Thursday, April 4, 2019
7:00 PM
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: Xiangchen Xu, Gopal Kumarappan, Neesha Tambe, Helene
Davis, Judy Wilson
Commissioners absent: None
Staff present: Jeff Milkes, Kevin Khuu, Toni Oasay-Anderson, Gail Seeds,
Chris Corrao
Guest speakers: Heather Minner
APPROVAL OF MINUTES
1. Regular Meeting of March 7, 2019
Commissioner Davis motioned to approve the draft minutes. Vice Chair
Kumarappan seconded. Motion passed unanimously.
CEREMONIAL MATTERS AND PRESENTATIONS
None
POSTPONEMENTS
None
ORAL COMMUNICATIONS
Sophia Badillo, resident and elected board member of Rancho Rinconada, spoke
on the current situation of the Rancho Rinconada pool and it's program. Suggested
the City add more programming during the pool's off hours.
WRITTEN COMMUNICATIONS
Accepted a written communication from the Rolling Hills 4H Alpaca Project,
which will be posted on the website as public record.
Chair Tambe moved item numbers 5 and 6 up to next on the agenda.
NEW BUSINESS
5. Receive a Brown Act Presentation by the City Attorney
Heather Minner, City Attorney, presented to the Commission the rules and
regulations of the Brown Act, what's allowed and not allowed, what is considered
an open and public meeting, and example consequences for violations.
6. Receive a Cupertino Shuttle Survey Results Presentation by the Public Works
Department
Chris Corrao, Senior Transit and Transportation Planner for the Public Works
Department, presented to the Commission the recent shuttle survey and potential
program through a shuttle powered service with Via. The recommended pilot
program would run for 18 months. Item will be presented to City Council on April
16t''. Chair Tambe recommended speaking to the local sports teams and other
Recreation organizations, Rotary, the Chamber of Commerce and local schools
about the program.
Vice Chair Kumarappan motioned for the Parks and Recreation Commission to
support the Via shuttle program. Commissioner Wilson seconded. Motion passed
unanimously.
OLD BUSINESS
2. Receive the Update on the Citywide Parks and Recreation System Master Plan
Gail Seeds, Park Improvement Manager, presented to the Commission an update
on the master plan. Reviewed the history of what happened since the draft was
released in January. Tentatively scheduled to present to City Council on April 161n
to review the scope of action items that are tied to the environmental clearance
evaluations. If approved, the revised draft plan will be released in May of 2019.
Sherman Cater, Cupertino Resident, requested the City remove Memorial Park as
a potential location for the major use facilities (aquatics and fine arts center)
proposed in the Master Plan, due to poor connectivity and parking opportunites.
3. Discussion and recommendation to City Council on the priority of the Community
Funding Grant Applications received for FY 2019/2020
Commissioner Davis recused herself from the item due to a conflict of interest.
Toni Oasay-Anderson, Mangement Analyst, provided an update on the
Community Funding grant application process. Commissioner Wilson asked for
more guidelines from City Council on how to organize and rate the applications
in the future.
The following residents/groups addressed the Commission:
- Dr. Sulochina Lulla, Breathe California
- Alex Bennett, Heart of the Valley
- Carrie Ziedman, Cupertino Historical Society
- Lauren Merriman, Friends of Deer Hollow Farm
- Bill Kerr, Cupertino Historical Society
- Rocky Aroda, InAtalent
- Sharon Blaine, Cupertino Historical Society
- Gail Fretwell-Hugger, Cupertino Historical Society
- Jennifer Furlong, Cupertino Historical Society
- Carol Stanek, Cupertino Resident
- Sujatha Venkatraman, West Valley Community Services
The Commission agreed to not alter the requested grant amounts in their
consideration of ranking the proposals for this current year. Suggested the
following the changes/refinements to the Community Funding Policy for next
year and asked for more criteria for the evaluation process:
o A designated cap on the total available funds to award
o Separate evaluation and funds available for proposals submitted from
previous grant recipients vs new applicants or higher prioritization for
new applicants
o Separate evaluation and funds for applications defined by the requested
grant amounts (i.e. a tiered funding system)
Chair Tambe requested adding percentage of fundings to the excel comparison
chart (comparison of the grant request to the total operational cost for the
program). The Commission recommended the Cupertino Historical Society be
removed from the Community Funding Grant process and granted an annual
fund from the City, similar to the Sister Cities.
Commissioner Wilson motioned to recommend to City Council to fund the top 10
applications based on the Commissions' ranking sheet, with the caviat of
separating the Cupertino Historical Society from the process and awarding them
their own dedicated funding on an annual basis. Vice Chair Kumarappan
seconded. Motion passed with 4 yes and 1 abstain.
The top 10 rated applications are:
- Friends of Deer Hollow Farm - White Barn Renovation
- Rotary - Cupertino Fall Festival
- Euphrat Museum of Art - Museum
- Bay Area Chrysanthemum - Show
- Cupertino Symphonic Band - Equipment
- Santa Clara Audubon society - Wildlife and Harvest Day
- Cupertino De Anza Lion's Charities Inc. - Ride4Diabetes
- Heart of the Valley - Reaching Hearts
- West Valley Community Services - Pantry Overhang
- Breathe CA - Seniors Breath
The Commission also requested a pre -meeting next year to fine tune the
Community Grant Funding Process.
4. Review of Future Agenda Items and Additions/Prioritization for Parks and
Recreation Commission
Chair Tambe reminded everyone that the Master Plan item and Shuttle Survey
item will go to City Council on April 161h. Suggested adding scheduling of
Commissioners at the upcoming Neighborhood Events. Vice Chair Kumarappan
requested adding to May "Opportunities for Collaborations With Other
Commissions". Commissioner Xu requested adding the CUSD Joint Use
Agreement for Facilities Presentation in the June meeting.
STAFF AND COMMISSION REPORTS
7. Receive Monthly Update Reports from:
- Director
o Addition of the Pest Management Program Presentation to the May
meeeting.
o Alpaca fence extension request, is currently waiting for the design
update for the Community Gardens.
o Community Gardens were deconstructed and was added as a work
plan item for next year.
o Rancho Rinconada, overseen by LAFCO, will perform a special study
on the governance of the special district. Potential merger of the
district and the city or to potentially become a subsidiary of the City.
o Work Plan Update - Youth/Teen Engagement, Community Gardens
o Renovation of the Cupertino Teen Center
o Lawrence Mitty Acquisition
o All -Inclusive Playground
o Marketing Plan, Strategic Plan, Master Plan
o Currently recruiting for a Management Analyst
o Filled the Facility Attendant position at Quinlan - Bobby Kaufman
o Big Bunny 5K on Saturday, April 20th
o Holi Festival coming up
- Commissioners
o Commissioner Wilson, Commissioner Davis, and Vice Chair
Kumarappan attended the Volunteer Appreciation Lunch at the Senior
Center and commended the staff on the event. Commissioner Davis
will attend the Big Bunny 5K.
o Commissioner Kumarappan attended the Mayor's meeting and
reported on:
■ Bicycle Pedestrian Commission will host a family bike day on
April 13t' and invited the Commissioners to attend.
■ Cherry Blossom Festival on April 28t11.
■ Housing Commission - also have a community funding grant
(HSG) process and recommended learning from their process.
■ Library Commission - wellness program is working well at the
Library
■ Will send out other updates to Staff to share with the other
Commissioners
o Commissioner Xu attended the City Council meeting on April 2,
mentioned that they will setup objective standards on park standards
in the future.
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
Fiscal Policies - Community Funding Policy
PURPOSE
The City of Cupertino currently provides funding to local non-profit organizations in the areas
of social services, fine arts and other programs for the general public. This policy establishes a
standard application process whereby funding decisions of non-profit requests can be addressed
on a fair and consistent basis by establishing a set of criteria for evaluating requests, ensuring that
all entities follow a formal application process and pre -approving a dollar limit for those requests.
SCOPE
All requests for funding must comply with this policy.
POLICY
The applicant should identify the services provided, purpose for the funds, how the expenditure
aligns to City priorities and how the funds will be used to benefit the Cupertino community.
A recurring organization should state how prior year funds, if any, were used.
The applicant should include information about the organization, its budget and its purpose.
Non-profit organizations which serve multi -jurisdictions should state what they have requested
from other cities/organizations they service in regards to this program request.
Cupertino does not fund ongoing operational costs. Requests should be for one-time, project
specific needs.
The organization must show that their staff has the experience to implement and manage the
project. More than 75% of the budget must go to direct service costs versus administrative costs.
Staff should include all requests and funding recommendations for Council consideration.
Non -profits will be notified of our process in advance and no proposals will be entertained after
March 1 of each year.
City Council will make the final decision as part of the budget process.
Fiscal Policies - Community Funding Grant Policy
PURPOSE
The City of Cupertino currently provides funding to local non-profit organizations in the areas
of social services, fine arts and other programs for the general public. This policy establishes -a
standard applieation pr-eeess wher-eby funding deeisions of non profit requests ean be address
The policy provides a framework for the City's Community Funding Grant Program and guides
the administration of the program and decision -making process. It also provides guidance on key
aspects of the City's Community Funding Grant Program processes including: Eligibility
Evaluation Criteria, Restrictions/Guidelines, and Procedure.
SCOPE
All requests for funding must comply with this policy.
POLICY
Cuper-fina does not fund ongoing operational costs. Requests shOttld be fE)r- Effie fiffie, 13r-Ojee
specific- needs.
During the annual budgeting process, the City Council will determine the amount to appropriate
for the Community Funding Grant Program. The Administrative Services Department shall
approve or deny an applicant's request based upon the eligibility criteria set forth below.
Community Grants, subject to availability of funds, shall not exceed $20,000 per applicant, per
year. In all cases, the City reserves the right to reject any and all applications in the event the
Administrative Services Department identifies a potential conflict of interest or the appearance
of a conflict of interest. Submission of an application in no way obligates the City to award a grant
and the City reserves the right to reject any or all applications, for any reason, at an, time.
Eligibility
To receive consideration for a Community Funding Grant, grant requests must:
• Be made or sponsored by a 501(c)(3) non-profit organization with experienced staff
capable of implementing and managing the program/project/event.
• Identify how the funds will be used to benefit the Cupertino community.
• Be for one-time, project specific needs and not ongoing, operational costs.
• Have more than 75% of the requested funds allocated for direct service costs versus
administrative costs.
• Be complete and submitted b, t�pplication deadline.
Evaluation Criteria
• Impact on and benefit to the Cupertino community
• Community need for the program/project/event
• Alignment with City priorities
• Uniqueness of the program/project/event
• Qualifications and experience of the organization and its staff
• Reasonable cost
• Demonstrated effort to secure funding from other sources
• Clarity, completeness, and accuracy of grant application
• Past performance and compliance with requirements if a recurring applicant
• Additional financial or in -kind support from the City (e.g. fee waivers) for
program/project/event
Applications will be evaluated using a tiered structure based on the dollar amount requested for award as
follows:
• < 500
• $500.00 — $999.99
• $1,000.00 - $4,999.99
• $5,000.00 — $9,999.99
• >_ $10,000
Restrictions/Guidelines:
• Proceeds generated from the funded activity may only be used for the conducted activity.
• Recipients must Provide full financial statements for the organization.
• Admission to or Participation in the event must be "free of charge" unless approved by
Parks & Recreation Commission.
• If an applicant makes a grant request directly to a member of the City Council, whether
individually or as a group, the Council shall refer the applicant to the Administrative
Services Department for a Grant application to be reviewed in accordance with this policy.
• Any use of the City logo must be approved by the City s Public Information Officer.
Procedure
1. Applicants submit timely and complete grant applications by March 1 to the
Administrative Services Department for review.
2. The Administrative Services Department reviews application for compliance with
eligibility criteria and availability of funds. Staff may seek additional information from
applicant as necessary.
3. Eligible applications will be reviewed by the Parks and Recreation Commission for a
recommendation to the City Council regarding grant approval and funding amounts.
4. City Council will make the final decision on grant amounts for each applicant as part of
the budget adoption which typically happens in ,Tune.
5. Within 45 days after the conclusion of the pro rg am/project/event, applicant shall submit
a written report to the Administrative Services Department to show proof that the grant
funds have been spent in the manner and for the purposes stated on the application,
including information about the number of persons served and other results that benefit
Cupertino.
Fiscal Policies - Community Funding Grant Policy
PURPOSE
The City of Cupertino currently provides funding to local non-profit organizations in the areas
of social services, fine arts and other programs for the general public. The policy provides a
framework for the City's Community Funding Grant Program and guides the administration of
the program and decision -making process. It also provides guidance on key aspects of the City's
Community Funding Grant Program processes including: Eligibility, Evaluation Criteria,
Restrictions/Guidelines, and Procedure.
SCOPE
All requests for funding must comply with this policy.
POLICY
During the annual budgeting process, the City Council will determine the amount to appropriate
for the Community Funding Grant Program. The Administrative Services Department shall
approve or deny an applicant's request based upon the eligibility criteria set forth below.
Community Grants, subject to availability of funds, shall not exceed $20,000 per applicant, per
year. In all cases, the City reserves the right to reject any and all applications in the event the
Administrative Services Department identifies a potential conflict of interest or the appearance
of a conflict of interest. Submission of an application in no way obligates the City to award a grant
and the City reserves the right to reject any or all applications, for any reason, at any time.
Eligibility
To receive consideration for a Community Funding Grant, grant requests must:
• Be made or sponsored by a 501(c)(3) non-profit organization with experienced staff
capable of implementing and managing the program/project/event.
• Identify how the funds will be used to benefit the Cupertino community.
• Be for one-time, project specific needs and not ongoing, operational costs.
• Have more than 75% of the requested funds allocated for direct service costs versus
administrative costs.
• Be complete and submitted by the application deadline.
Evaluation Criteria
• Impact on and benefit to the Cupertino community
• Community need for the program/project/event
• Alignment with City priorities
• Uniqueness of the program/project/event
• Qualifications and experience of the organization and its staff
• Reasonable cost
• Demonstrated effort to secure funding from other sources
• Clarity, completeness, and accuracy of grant application
• Past performance and compliance with requirements if a recurring applicant
• Additional financial or in -kind support from the City (e.g. fee waivers) for
program/project/event
Applications will be evaluated using a tiered structure based on the dollar amount requested for award as
follows:
• < $500
• $500.00 — $999.99
• $1,000.00 - $4,999.99
• $5,000.00 — $9,999.99
• >_ $10,000
Restrictions/Guidelines:
• Proceeds generated from the funded activity may only be used for the conducted activity.
• Recipients must provide full financial statements for the organization.
• Admission to or participation in the event must be "free of charge" unless approved by
Parks & Recreation Commission.
• If an applicant makes a grant request directly to a member of the City Council, whether
individually or as a group, the Council shall refer the applicant to the Administrative
Services Department for a Grant application to be reviewed in accordance with this policy.
• Any use of the City logo must be approved by the City's Public Information Officer.
Procedure
1. Applicants submit timely and complete grant applications by March 1 to the
Administrative Services Department for review.
2. The Administrative Services Department reviews application for compliance with
eligibility criteria and availability of funds. Staff may seek additional information from
applicant as necessary.
3. Eligible applications will be reviewed by the Parks and Recreation Commission for a
recommendation to the City Council regarding grant approval and funding amounts.
4. City Council will make the final decision on grant amounts for each applicant as part of
the budget adoption which typically happens in June.
5. Within 45 days after the conclusion of the program/project/event, applicant shall submit
a written report to the Administrative Services Department to show proof that the grant
funds have been spent in the manner and for the purposes stated on the application,
including information about the number of persons served and other results that benefit
Cupertino.
Wireless Master Plan Update the City's wireless - The City will initiate a Request for
policies and goals to ensure a Proposals in Winter 2018.
comprehensive build out of - City in negotiations with vendor for
facilities. development of RFP.
Municipal Water System Ensure lessee (San Jose Water
Co.) is maintaining and
operating system to industry
standard.
Request proposals from
interested consultants.
1) Contract Negotiations with
RFP Developer
2) Draft RFP
3) Publish RFP
4) Review Response
.51 (.nntrnrt Nann}infinn and
n Development
-SJWC's investment in system has Continue negotiations.
increased.
-Negotiations ongoing to define capital
investments Through 2022.
1) Spring 2019 In Progress Master Plan Development Spring 2020 $100,000 N/A 120
2) Summer 2019
3) Fall 2019
4) Fall 2019
5) Winter 2020
6) Spring 2020
I.Alid E.-ANI
Fall 2014- Summer 2019 In Progress Amend current lease agreement to quantify June 2019 N/A N/A 100
needed system improvements prior to lease
expiration in November2022.
Wireless Upgrade - Public
Build wireless "hot spots" at
-Determining best location and
1) Seismic modeling of selected Summer 2019
In Progress Hot Spots Operational Summer 2019 ,000
Space
various public locations within
associated solution(s).
"hot -spot' locations.
Cupertino.
-Primary sites defined and deemed
2) Budget allocation for
seismically sound.
-Equipment procured and configured.
FY 18/FY 19.
3) Install Access Points to primary
&.;JL
i
locations.
5G Smart City Public
Provide 5G technology roll -out
Initial Meetings with Verizon.
Receive draft agreement from Summer 2019
In Progress Establish Win -Win agreement with Verizon. Summer 2019 N/A N/A
Private Partnership
with Small Cell Antennas To
Verizon.
Agreement with Verizon
allow faster connections and
lower latency To support the
Internet of Things.
Public Safety Surveillance
Recommend best practices for
-Discussions with Captain Urena to
1) Research residential and 1) Fall 2019
Proposed 1) Resources for surveillance and anti -crime best Spring 2020 $50,000
Support
residential and business use of
partner with the City on this project.
business surveillance camera 2) Winter 2019
practices developed for the public.
surveillance cameras for safety
-Budgetary quote for Phase I cameras.
best practices as well as anti- 3) Spring 2020
2) Engagement with resources available to the
*Priority Sefting Item*
and anti -crime practices.
crime best practices. 4) Spring 2020
general public as well as specific
Review City's surveillance
2) Provide public engagement
outreach through Neighborhood Watch groups
cameras.
regarding the above best
and Public Safety Commission.
practices.
3) Evaluation and recommendation regarding
3) Review City's surveillance
City's surveillance camera system.
cameras and provide
recommended updates.
4) Replace current antiquated
CCTV equipment.
1021 CITY OF
CUPERTINO
Bill Mitchell Innovation & Technology
.E&Wdj
Roger Lee Public Works
96 Bill Mitchell Innovation & Technology
AM
100 Bill Mitchell Innovation & Technology
300 Katy Nomura*
Bill Mitchell
*This item is being
added assuming higher
level vacancies can be
filled.
City Manager's
Office/Innovation &
Technology
Communi
ram
CITY OF
CUPERTINO
Incentives to build Provide incentives to build -The Council asked staff to add this item Collaborating with City Project began in Fall In Progress Established incentives to build ADUs. Summer 2019 N/A N/A 40 Gian Martire Community Development
Accessory Dwelling Units ADUs (which provide to the work program in late 2017. Attorney's Office to complete 2018. Piu Ghosh
(ADUs) affordable housing -Proposed code amendments are in evaluation of various potential
opportunities) by reviewing draft form. incentives.
ordinance and reducing fees.
Legislative Updates on Update Cupertino Municipal -Awaiting the result of recently Continuous Annually In Progress Maintain consistency of CMC with state December N/A N/A 40 Gian Martire Community Development
Accessory Dwelling Units Code (CMC) to be consistent introduced state bills. regulations. 2019 Piu Ghosh
(ADUs) with state regulations.
Update the Municipal
Provide incentives for green
Proposed in 2018 WP by Planning
Evaluate best practices and
Code to Provide Parking
infrastructure and enhance
Commission and authorized by CC.
ordinance for amendments.
Incentives for Electric
pedestrian -oriented character
Vehicles and Encourage
of developments.
Outdoor Seating in
Restaurants
Lawn Buster Drought
Develop a program that allows
-Research has begun to evaluate best
1) Write/release RFQ to identify
1) Spring 2019
Tolerant Planting Pilot
residents to easily elect water-
options for a Citywide pilot.
suitable partners, program
2) Spring 2019
Wise turf conversion, including
-Data collected, researched similar
design and firms.
3) Summer 2019
pre-set landscape plans, pre-
programs.
2) Determine if program is
4) Summer/Fall 2019
approved contractors, and
-Meetings with Santa Clara Valley Water feasible.
fixed prices.
District and City of San Jose Staff who
3) Move forward with
have run similar programs.
contracting with firm to offer a
pilot program to residents.
4) Start Pilot.
Healthy Cities Initiative
Revise smoking (including
-Applied for grant funding from Santa
1) Consultant will support staff in
1) Spring 2019
(HCI): Revise Tobacco
vaping) policies and
Clara County to explore options to
researching strategies to
2) Spring 2019
Policies
regulations to meet HCI
decrease availability of tobacco
decrease the availability of
3) Summer 2019
standards.
products and limit youth exposure to
tobacco products and restrict
4) Fall 2019
flavored tobacco products.
sales of flavored tobacco
5) Fall 2019 - Spring
-$56,000 in grant funding and in -kind
products.
2020
consultant support was awarded to
2) Consultant will support staff in
6) Summer 2020- Winter
Cupertino.
developing a stakeholder
2020
outreach plan.
3) Council Study Session to
present strategies and
stakeholder outreach plan.
4) Conduct stakeholder
outreach.
5) Draft recommendations for
Council consideration.
6) Pending Council direction,
draft implementation plan and
implement policy and regulation
changes.
Healthy Cities Initiative
Develop water access policies
Drinking fountain/bottle filling station
1) Research other access to
1) Fall 2019
(HCI): Develop Access to
and regulations to meet HCI
(hydration station) installed at City Hall
water policies and best
2) Spring 2020
Water Policies for City
standards.
and Jollyman Park.
practices.
Facilities and Parks
2) Draft policy and action plan
for implementation.
On Hold 1) Provide parking Incentives for Electric Vehicles On Hold
$25,000 N/A 200 Piu Ghosh Community Development
To encourage greener modes of transport.
2) Streamline and encourage outdoor seating in
restaurants by amending municipal code and
parking ordinance.
In Progress Receive at least 2-3 responses To RFQ, and be June 2020
$120,000 N/A 60 Misty Mersich City Manager's Office
able to launch a pilot Summer/Fall 2019.
In Progress 1) Outreach To all relevant stakeholders December
$30,000 N/A 500 Katy Nomura City Manager's Office
identified in stakeholder outreach plan. 2020
Offset by grant funding.
2) Policy and regulation in place to explore
options To decrease availability of Tobacco
products and limit youth exposure To flavored
Tobacco products.
Scheduled 1) Develop a plan to implement increased Spring 2020 N/A N/A 300 Katy Nomura City Manager's Office
access to water at City facilities and parks.
F,
Communi
ram
CITY OF
CUPERTINO
Shuffle Bus Service Study
Study the feasibility of a
-Online shuttle survey was conducted
Staff will bring forward a report
Council consideration
In Progress
Study the feasibility of a community -wide shuffle Spring 2019 N/A N/A
520
Chris Corrao
Public Works
community shuttle that
of 805 individuals in Summer 2018.
to Council in Spring 2019 with
Spring 2019
to connect destinations within Cupertino and
connects local destinations
-Since then, staff has met with several
information on survey results,
nearby areas, such as Sunnyvale Caltrain and
and Caltrain. Also look at
potential vendors, and identified the
along with a funding request
Kaiser Santa Clara, among others.
possible school connections.
best potential options for Cupertino.
with a range of $1.5M to $3M for
an 18-month pilot program with
a range in service options.
Shuttle Bus Pilot Program
Community shuttle bus 18-
Proposed work plan item.
Council consideration in Spring
If approved, Summer
Proposed
Reduce traffic congestion by providing a
December $1.5-$3M N/A
832
Chris Corrao
Public Works
Implementation
month pilot program.
2019.
2019 launch.
community ride -share shuttle.
2020
Penalties for Violation of
Consider increasing maximum
-Requested by Councilmember.
Issue will be reviewed with
Fall 2019
In Progress
Increase maximum amount of administrative
Fall 2019 N/A N/A
240
Phillip Wllkomm
Community Development
Conditions of Approval
penalty of $100K for violations
-Draft amendments being prepared
related municipal code
penalty that can be assessed by the City Council
Piu Ghosh
and code enforcement
of conditions of approval.
and presented at City Council Study
updates.
to a violator of the Municipal Code, separate
best practices
Session.
from the amount of administrative fine that can
be assessed by a Code Enforcement Officer.
Short -Term Rentals (STRs)
Develop a regulatory program
-Council study session on Feb. 6, 2018.
1) Study session for Council on
1) April 2019
In Progress
1) Regulations for Short -Term Rentals.
Fall 2019 $17,000 $8,500
500
Katy Nomura
City Managers
to regulate and collect
-June 19, 2018 Council approved
STIR regulations.
2) Summer 2019
2) Increased TOT collection.
Ben Fu
Office/Community
Transient Occupancy Tax (TOT)
Voluntary Collection Agreement with
2) Draft regulations with Council
3) Fall 2019
Piu Ghosh
Development
from STRs.
Airbnb.
direction.
Erick Serrano
-July 24, 2018 Planning Commission
3) Bring drafted regulations for
Study Session.
Council approval.
-August 2018 Online community survey.
-October 4, 2018 Community workshop
on STRs.
-November 27, 2018 Draft regulation
presented to Planning Commission.
Regnart Road - analysis of
Determine maintenance
Drainage evaluation complete.
1) Research and determine
1) Summer 2019
In Progress
Inform property owners of responsibilities
June 2020 $200,000 $16,335
240
Chad Mosley
Public Works
maintenance
responsibilities and inform
adjacent property owner and
2) Spring 2020
including maintenance and removal of trees as
Roger Lee
responsibilities
responsible parties of required
City maintenance
3) Spring 2020
appropriate.
maintenance activities,
responsibilities.
4) TBD
including tree upkeep/removal
2) Conduct public outreach and
requirements.
collect owner input.
3) Educate owners regarding
responsibilities.
4) Complete City work.
Lawrence Mitty
Acquire a parcel at Lawrence
City has worked with SJWC and County
1) County to restart negotiations
1) January 2019
In Progress
Acquire a parcel for park purposes in Rancho
October 2019 $3,500,000 for property $43,893
300
Chad Mosley
Public Works/ City
Expressway and Mitty Ave for
to secure a three-way transaction but
with SJWC over Doyle Property.
2) June 2019
Rinconada neighborhood.
acquisition
Timm Borden
Managers Office/
trail expansion and park
was not able to reach agreement with
2) City to negotiate with County
3) October 2019
Jeff Milkes
Recreation & Community
development.
SJWC.
over Mitty Property.
$8,270,994 available in
Services
3) Execute purchase
Developer In -Lieu Fees
agreement.
3
Communi
ram
Community Garden
Renovate the community
-Multiple stakeholder meetings were
1) Evaluate fees to consider in
1) June 2019
In Progress Build an efficient and highly functioning
Improvements
gardens at McClellan Ranch,
held to develop better procedures and
the FY 2019-20 budget with
2) July 2019
Centralized Community Garden at McClellan
and implement a new process
appropriate enforcement policies.
respect to potential cost
3) TBD
Ranch that implements appropriate gardening
and procedures for a more
-The new rules and enforcement
recovery.
rules and manages waiting lists in an efficient
effective, community-d(ven
process will be implemented as garden
2) Propose revised project in FY
manner. The gardens will be built to reduce
gardens program.
plots are assigned.
2019-20 Capital Improvement
issues with rodents.
-A capital project was approved in 2018
Program (CIP) budget.
designed and bid. Bids exceeded the
3) Advertise and construct the
budget and were rejected.
project.
-This project was defunded on 10/16/18.
Citywide Parks and
Create a 20+ year community-
-The draft Master Plan was issued for
-Respond to input from the
March -July 2019
In Progress Complete and adopt a long-term Parks &
Recreation System Master
driven plan to meet future
public comment in January 2019.
public, Commissions, and City
Recreation system master plan.
Plan
parks, open space, and
-Presented to City Council in February
Council.
recreation needs through
2019.
-Prepare environmental
establishing goals and priorities
clearance documents for public
and enhancing or expanding
review and a final draft master
facilities and programs.
plan for review.
Completion of the System
-Finalize for adoption by the City
Master Plan will trigger
Council.
preparation of the
Department's three year
Strategic Plan.
Solid waste
1) Complete tonnage audit
-Collected contract and waste
Execute consultant agreements
1) Fall 2019
In progress Meet Climate Action Plan reporting goals
Characterization Studies
and waste characterization
characterization information from
for waste tonnage audits and
2) Fall 2019
regarding waste diversion and prepare for
and waste Audits
studies of pertinent streams of
neighboring agencies.
City facility and commercial
negotiating the new garbage franchise
City facilities, residential
-Began review of potential auditors and
waste characterizations and
agreement.
curbside, and commercial
consultants.
begin work.
waste as outlined in the
-Solid Waste Characterization study is
1) Waste tonnage audits.
Climate Action Plan.
complete for residential curbside.
2) Waste characterizations of
2) Analyze effectiveness of
-Currently preparing for
City and commercial waste
neighboring agency programs
characterization of City facility and
streams.
and emerging technology as it
commercial waste streams.
might apply in Cupertino in
diverting recyclable content
from landfill in preparation for
negotiating the new garbage
franchise agreement.
Heart of the City Plan
Amend the Heart of the City
Specific Plan:
1) For clarifications to the
minimum street side setback
requirements.
2) To review street free
requirements to allow larger
trees, increase diversity of tree
type and encourage drought -
tolerant and native tree types.
3) Update sections such as
transit corridors in the City.
4) Maintain existing setbacks
and consider minimum retail
percentage to maintain a
commercial ship.
To be revised during the next Heart of On Hold On Hold
the City Specific Plan update.
On Hold On Hold
Summer202O $1,400,000
July 2019 $600,000
December $150,000
2019
On Hold TBD
$360
$514,000
$44,975
N/A
CITY OF
CUPERTINO
100 Kim Calame Recreation & Community
Michael Zimmermann Services/Public Works
150 Gail Seeds Recreation & Community
Services/Public Works
38 Cheri Donnelly/
Roger Lee
On Hold Erick Serrano
Public Works
Community Development
4
Communi
Library Community Room Create additional
Addition programming space.
-Preferred alternative was adopted by Initiate architectural design
City Council in 2015.
-Funding was pledged by Irvine
Company in development agreement
for Hamptons development pending
issuance of building permits.
-Irvine Company has stated project is
currently on hold.
- In February 2019, Council authorized
$311 k of annual funding offset for FY
2019-20 & FY 2020-21 from County for
building addition design services.
-Proceeding with FY 2019-20 design
funding request in Capital Improvement
Program (CIP).
ram
Authority to begin In Progress Meet programmatic need of the library. June 2021 Dependent on approved N/A 2000 Roger Lee
design will be plan
presented in FY 2019-20
CIP budget. Authority
to begin construction
will occur in future
pending Council
Direction.
All-inclusive Playground Study, fundraise, and design an -Council approved a grant application Staff will bring a funding Spring 2019 In Progress To build a fully functioning playground providing December City= $1,230,000 $35,000 80 Gail Seeds
Al -Inclusive Playground in a in October 2018 to Santa Clara County, agreement and further evaluate all community members a playground that is all- 2021
neighborhood park. -Staff completed a feasibility study as costs, need, and value to the Construction complete inclusive - that includes all elements that can be Santa Clara County
part of the FY 2018-19 Capital community information to November 2021 used regardless of physical or mental limitations. Grant= $1,448,000
Improvement Program budget. Council to support Council
-In December 2018 the County decision -making regarding this Fundraising goal =
approved awarding $1.43M towards an significant investment. 2,852,000 +/-
inclusive play area at Jollyman Park.
Total = $5,530,000
Recreation and
Complete a three year
Staff have contracted with a consultant Identify strategic themes,
Through February 2020 In Progress Create a plan that guides the department in February 2020 $15,000 $2,500
Community Services
strategic plan that serves to
to assist with the process.
objectives, measures,
implementing theme based goals and actions.
Strategic Plan
align the department with a
performance indicators and
Plan should be:
common vision and values. The
initiatives.
(1) Collaborative with staff.
plan will be measurable, with
(2) Reflect community and council priorities.
specific goals, objectives and
(3) Aligned with operating budgets.
actions. Goals will revolve
around action items in the
Master Plan, department
culture, and tools for successful
implementation.
Performing Art Center
Conduct a feasibility study for
The budget amendment to allow staff
1) Issue an RFP
Awaiting Council On Hold Complete Performing Arts Center Market and TBD $120,000 N/A
Market and Operations
City Council consideration on
to move forward with an RFP to hire a
2) Select Consultant
Direction Feasibility Study.
Feasibility Study
whether to have the Vallco
consultant was approved at the
3) 507.Study Session
developer construct a warm
10/16/18 Council Meeting.
4) Complete Study
shell building as part of their
Master Site Development
Permit.
500 Jeff Milkes
Christine Hanel
Gail Seeds
280 Chad Mosley
CITY OF
CUPERTINO
Public Works
Public Works
Recreation & Community
Services
Public Works
5
Communi
Regional Transformative Work to advance the following MTC has identified the top 100 -Continue to pursue local
Transit Projects Initiatives projects as submitted to the submittals and three Cupertino options transportation funding
Metropolitan Transportation
are included for further study. In mid-
opportunities with Apple, Inc.,
*Priority Setting Item*
Commission (MTC) as
2018, staff began meeting with Apple to Measure B funds, and other
Tronsformative Transportation
discuss potential projects. An update of
funding sources to advance
Projects:
these meetings will be provided to
local projects identified in the
1. Stevens Creek Corridor High
Council on April 2, 2019.
2016 Bicycle Transportation Plan
Capacity Transit
and 2018 Pedestrian Plan.
2. Automated Fixed Guideway
-Work with neighboring cities,
to Mountain View
agencies, and organizations in
3. Cupertino Station at I-
the region to advance regional
280/Wolfe Road
transit projects that connect
4. Highway 85 Transit Guideway
Cupertino to the growing
5. Silicon Valley High Capacity
regional transportation network.
Transit Loop
-Study a Stevens Creek Corridor
6. Transit Update & Funding
High Capacity Transit project, an
Strategies
automated fixed -guideway to
Mountain View, an SR85 Corridor
Project and Silicon Valley High
Capacity Transit Loop among
other ideas to address regional
mobility and congestion
management.
Use of Athletic Fields in
Assess current Athletic Field Use
Community request, proposed to the
1) Create a committee
Parks
policy, scheduling process, and
Parks & Recreation Commission in 2018.
comprised of Recreation &
fee schedule.
Community Services staff,
*Priority Setting Item*
Review field use policy,
commission members, and
including Sunday reservation
Councilmembers. Define the
feasibility, scheduling, and
scope of work, timeline, etc. and
program cost recovery.
proceed with the project.
Review use of fields for use as
2) Request, recruit, and hire a
dog off leash areas.
consultant to manage the
project.
3) Conduct a robust public
involvement process.
Long-term projects that In Progress To include projects serving Cupertino in 2050 Bay Ongoing
Will be considered for Area plan.
inclusion in 2050 Bay
Area plan, led by MTC.
1) September 2019 Proposed Potentially update current policy to address use June 2020
2) November 2019 of fields (Sunday use, permitting process and off
3) January 2020 leash dog compatibility), fees and scheduling
process.
CITY OF
CUPERTINO
TBD N/A 2250 Roger Lee Public Works
Chris Conao
$30,000 N/A 2000 Jenny Koverman Recreation & Community
Karen Levy Services
6
Communi
Teen Engagement
Engage youth and teens in the The vision of the Youth and Teen
1) Utilizing the Youth Activity
FY 2019-20 In Progress Build youth and teen programming which Ongoing $13,000 200
community through recreation
Services team is to empower the City's
Board and the Teen Commission
includes events.
*Priority Setting Item*
programming with the goal of
future citizens and leaders to lead
to create programs to get teens
empowering youth and
positive opportunity -filled lives.
engaged.
improving mental health.
Programming within this area will create
2) Partner with FUHSD, CUSD, and
an enriching and stress -free
Library to offer future teen
environment through recreational
programming.
programs and services that foster
3) Assess opportunities for teen
physical, mental, and social
internships in public service
development.
agencies that include training,
-The Youth Activity Board (YAB), a teen
preparation and placement for
leadership committee formed by
a pilot summer internship
recreation staff, was formed in October
program to begin in the summer
2018 and selected in December 2018.
of 2020.
-The newly formed YAB members will
4) Consider adding a nonvoting
develop teen events and activities that
teen member on City
will help teens socialize and experience
commissions.
fun.
-A formal budget proposal will be
requested in the budget process.
Review and Update
Evaluate the General Plan and
City Attorney's Office has identified
Phase I: Evaluate existing
Phase I: Summer 2019 In Progress Amend General Plan and Municipal Code to Phase I: $1,000,000 based on N/A
General Plan (GP)and
Muicipal Code per industry
priority areas to address.
General Plan and Municipal
Phase II: Spring 2020 have better defined objective standards. Summer 2019 limited scope of
Municipal Code
standards for areas where
Code and recommend areas to
Phase III: Spring 2021 Phase II: Spring reviewing objective
objective standards and
provide standards. Identify
2020 standards and minimal
*Priority Setting Item*
zoning/design guidelines can
priority amendments to happen
Phase III: Spring GP and zoning code
be provided and/or revised.
first.
2021 clean-ups.
Amend General Plan and
Phase II: General Plan and
Municipal Code and zoning
Municipal Code public
code to provide objective
outreach and update for priority
standards.
amendments.
Phase III: General Plan and
Municipal Code public outreach
and update for other
amendments.
Housing Strategies
Explore the development of
-Priority system implemented in BMR
(1) Housing Commission Study
Summer 2019 In Progress Adopt effective strategies and tools for the Spring 2020 $20,000 N/A
strategies that provides a
program for school district employee
Session
development of affordable housing across all
*Priority Setting Item*
variety of products across the
housing.
(2) Planning Commission Study
income levels and abilities.
affordability levels including
-Staff conducted a City Council Study
Session
housing for the
Session on BMR Housing on May 1, 2018.
(3) Bring item to City Council
developmentally disabled, as
-BMR Linkage Fee Study (see Financial
well as those with moderate,
Sustainability) is underway as part of FY
low, very low, and extremely
2018-19 Work Program.
low income.
Development
Analyze methods to limit the
Proposed Work Program item.
Conduct analysis and develop
Summer 2019 Proposed An established procedure for developmental Fall 2019 N/A N/A
Accountability
implementation timeline for
procedures.
accountability.
entitled/future projects and
*Priority Setting Item*
encourage development.
Monitor implementation of
development agreements and
conditions of approval.
750 Danny Mestizo
Kim Calame
2000 Flu Ghosh
50
100
Kenn Heusler
Ben Fu
Albert Salvador
Piu Ghosh
Catarina Kidd
CITY OF
CUPERTINO
Recreation & Community
Services
Community Development
Community Development
Community Development
7
Communi
ram
CITY OF
CUPERTINO
Development Approval Develop procedures for Proposed Work Program item. Research and data collection Summer 2019 Proposed Established procedures for streamlined project Fall 2019 N/A N/A 100 Ben Fu Community Development
Process and Transparency mandated streamlined project on best practice and/or industry review and approval process. Albert Salvador
approvals and administrative standards. Piu Ghosh
*Priority Setting Item* approvals. Catarina Kidd
Green Building Code Local Determine possible adoption of Work Program item is being requested
1. Contract a consultant to 1) Summer 2019
Proposed
Bring Green Building Code update to Council for Summer 2020
$35,000 N/A
Amendments
Green Building Codes more
by Sustainability Commission.
evaluate and advise the City on 2) Fall 2019
consideration.
stringent than State standard
the requirements to update the 3) Winter 2019
*Priority Setting Item*
Title 24 (either Tier 1 or Tier2 ),to
Green Building Code to Tier 1 or 4) January 2020
be adopted by Council during
Tier 2.
the regular 2019 building code
2. Propose Code to Sustainability
adoption cycle which will take
Commission and City Council.
effect in January 2020.
3. Adopt Code.
4. Code effective.
Participate in Regional
Participate in the regional effort
Staff attended regional kick off
Continue to engage on regional 1) Spring 2019
Proposed
Bring electrification reach codes to Council for January 2020
City will be paid $10,000 N/A
Electrification Building
to examine building
meeting.
effort to evaluate options 2) Spring 2019
consideration.
to cover staff time and
Reach Code Effort
electrification reach codes
appropriate for City. 3) Fall 2019
any expenses from SVCE.
along with other cities in Silicon
1) Cost effectiveness 4) January 2020
*Priority Setting Item*
Valley Clean Energy and
study/review code options
Peninsula Clean Energy (San
2) External stakeholder input
Mateo County).
3) Council review, application to
Energy Commission and File with
Building Standards Commission
4) New code effective
Homelessness
Conduct audit of services
Staff conducted a City Council Study
Collaborate with West Valley Fall 2019
Proposed
Prepare a report for City Council on status of Spring 2020
$10,000 N/A
available in Cupertino for the
Session on Homelessness on October 18,
Community Services, De Anza
Homelessness. Identify strategies and resources
*Priority Setting Item*
homeless community; confirm
2018.
College, and the Santa Clara
to assist the homeless.
estimates of homelessness in
County Office of Supportive
Cupertino; explore solutions for
Housing.
homeless students.
Traffic Calming and
Installation of infrastructure,
-Walk audits completed at all 14 public
1) Continue to work with schools Ongoing
Proposed
Create a safer environment around schools for Ongoing
$250,000/year for 5 years N/A
Enforcement
especially around schools, to
schools to identify improvements.
and the community to identify
vehicles, bicycles and pedestrians. Reduce
currently budgeted in
calm traffic, and to enhance
-Minor improvements completed
and implement improvements.
crash rates and increase bicycle and pedestrian
CIP for school walk audit
*Priority Setting Item*
bicycle and pedestrian safety.
around many schools.
2) Continue observations of
mode share.
implementation.
More enforcement for red light
-Focused discussions with some schools
schools during drop-off and pick-
Additional $50,000/year
running and blocking of
about specific improvements is
up times.
necessary for
intersections.
ongoing.
3) Integrate work with
supplemental traffic
Transportation Division's Safe
calming measures.
Routes to School programs.
200
150
25
Albert Salvador
Misty Mersich
Misty Mersich
Albert Salvador
Kenn Heusler
Erika Poveda
1000 David Stillman
Community
Development/City
Manager's Office
City Managers
Office/Community
Development
Community Development
Public Works
Communi
Engage with Philanthropic
1) Identify ways to build ELI
-BMR Linkage Fee Study (See Financial
1. Provide technical assistance Fall 2019/Spring 2020 Proposed
Organizations to find a
housing units for
Sustainability) is underway as part of FY
to developer/nonprofit, assist
way to build ELI housing
developmentally disabled.
2018-19 Work Program.
with NOFA/RFP application.
units for Developmentally
2) Look at possibility of building
-Staff has met with both Housing
2. Study feasibility of access into
Disabledand Engage with
6-8 affordable ownership
Choices and Bay Area Housing
Blackberry Farm and dedicate
Habitat for Humanity (or
townhomes.
Corporation to discuss potential
necessary land for access.
other nonprord) to build
projects.
3. Study feasibility of
ownership housing at
-Acquired property and have begun
development on property.
10301 Byrne Avenue
conceptual study to determine access
4. Negotiate with Habitat for
needs into BBF.
Humanity, provide technical
*Priority Setting Item*
assistance with the NOFA/RFP
application process.
Comparative studies that
Evaluate existing Cupertino Proposed Work Plan item.
(1) Identification of cities and Winter 2019
compares standards for
standards for consistency with
outreach for documents and
mixed use developments
industry standards and best
interviews.
and high density
practices.
(2) Document collection, review,
residential guidelines with
and content analysis of best
other cities. Specifically, on
practices and published
parkland, green space,
materials.
and parking space
(3) Matrix analysis of data.
requirements.
Dark Sky/Lights Out Policy
Create dark sky policy and bird Proposed Work Plan item.
Research and evaluate industry Summer 2019
and Bird Safe Design
safe design guidelines for the
standards and best practices.
Guidelines
protection of public health and
wellbeing and the facilitation
of habitat friendly
developments. Reevaluate
street lighting and other lighting
that can benefit residential
areas.
Study Sessions on Vallco
Updates on status of projects. N/A
Develop presentations Winter 2019
Provide and receive public
input on the site.
Arts & Cultural Festival and
Ensure Arts & Cultural Programs The Neighborhood Events Program that
Ensure significant number of Summer 2019
Programs
are featured in the began in 2018 featured several cultural cultural and arts events are
Neighborhood Events Program events as well as art in the park
included in the 2019 summer
each summer. programs.
schedule.
ram
1. Assist developer/nonprofit with the creation of Spring
$150,000 plus additional $2,450,000 for 150
a housing project for ELI developmentally 2020/Summer
development costs to be acquisition of
disabled, evaluate NOFA/RFP application for 2020
determined after property (for
potential award of City CDBG and/or BMR
feasibility study. reference, not
Affordable Housing Funds to assist project.
necessarnly part of
2. Determine if project is feasible. Assist Habitat
the budget for this
for Humanity with the creation of a project,
specific item)
evaluate NOFA/RFP application for potential
award of City CDBG and/or BMR Affordable
Housing Funds to assist project.
Proposed Production of matrix and description of research Spring 2020 N/A N/A
results.
Proposed Adoption of appropriate policies and guidelines. Winter 2019 $5000 for noticing and N/A
outreach efforts.
Proposed Study sessions held. As Needed N/A N/A
Proposed Provide a minimum of three cultural events and September N/A
a series of arts events as part of the 2019
neighborhood summer events program.
U101
100
200
Kenn Heusler
Gian Martire
Chad Mosley
Ben Fu
Catarina Kidd
Ben Fu
Catarina Kidd
20 Piu Ghosh
Catarina Kidd
80 Kim Colame
CITY OF
CUPERTINO
Community Development
Community Development
Community Development
Community
Development/City
Attorney's Office
Recreation and
Community Services
9
Financial Sustainabili
FY 2019-20 Work Program
BMR Linkage Fees Update Consider increasing linkage
Began in Summer 2018 after requested
Prepare nexus study
Spring 2019
fees for residential and non-
funding for nexus study was authorized
residential projects to provide
as part of FY 2018-19 budget.
funding for BMR affordable
units.
-
'rMM
Modernize Business Tax Explore modernizing Business
-May 23-25, 2018 Public opinion poll.
1) Build -out long-term financial
1) May 2019
and Analyze Potential Tax and analyze potential
-June 5, 2018 Study Session in which
forecast and financial position
2) May 2019
Revenue Measures revenue measures, such as
Council directed staff to develop
analysis.
3) May/June 2019
Transient Occupancy Tax and
several models for restructuring the
2) Evaluate fiscal sustainability
4) September 2019
*Priority Setting Item* Parkland Fees, to address issues
business tax and conducting business
strategies including local
such as traffic congestion.
outreach.
revenue measures.
-June 18, 2018 Business outreach,
3) Develop capital financial
including forum.
options, structures and estimates
-June 19, 2018 Study Session in which
for identified projects.
Council directed staff to prepare
4) Prepare additional business
sample resolution and ordinance for
tax analysis for presentation to
November 2019.
Council.
-July 3, 2018 Study Session in which
Council directed staff to prepare draft
resolution and ordinance for November
2018 election and conduct additional
outreach.
-July 31, 2018 Action to approve
submission to the voters of a measure to
amend the City's business license tax
was not adopted.
Explore Storm Water Ballot Explore feasibility and potential
Council authorized proceeding with a
If the fee study is accepted, a
June 2018 -
Initiative with Grassroots steps to conduct property
fee study.
Prop 218 compliant mail -in
August 2019
Group(s) with Input From owner mail -in election for
ballot process will begin in
Sustainability Commission authorization to adjust storm
March 2019 with new property
water fees from 1992 level to
related fees potentially
current.
authorized by July 2019.
In Progress Prepare nexus study for City Council Study Summer 2019 $175,000
Session.
1 MEMO
In Progress Prepare a detailed analysis of the City's options June 2020 $50,000
for business tax as well as alternative revenue
measure available to the City.
In Progress To have Operations & Maintenance and Clean August 2019 $160,500
Water Programs at Full Cost Recovery to the Fees
Collected.
$31,335
N/A
CITY OF
CUPERTINO
100 Erick Serrano Community Development
Kern Heusler
100 Kristina Alfaro Administrative Services
$19,825 500 Cheri Donnelly Public Works
10
Consider Policies and
Develop and adopt policies to
-EDSP documents have been uploaded
Related Code and
regulate mobile services
onto the Economic Development
Specific Plan Amendments
vendors incorporating what is
section of the Citys website.
to Implement Policies in
now allowed bySB 946.
-EDSP adopted by City Council in late
the Economic
Encourage more start-ups and
2016.
Development Strategic
entrepreneurial ventures by
-Hired consultant to work on
Plan (EDSP)
allowing an additional
implementation of key objectives.
"Incubator/Co-working use" in
areas currently zoned for
commercial retail.
Internal Audit Function
Public Infrastructure
Financing Strategy
*Priority Setting Item*
1) Council Study Session
1) April 16, 2019
scheduled for April 16, 2019 to
2) Fall 2019
review EDSP and
3) Winter 2019
implementation action items.
4) Spring 2020
2) Explore several policies for
forward -looking economic
development including:
A. Consider incubator/co-
working uses to replace retail on
sites that have underperforming
retail.
B. Consider creating office
allocation in the General Plan
specifically for mid -to -small size
companies.
C. Identify and develop
regulations for an Innovation/Arts
district in the City.
D. Create a policy to allow
mobile uses (including food
trucks).
3) Bring draft ordinances to City
Council in Winter 2019 for Item A
and B.
4) Council Study Session in Spring
2020 to discuss Item C.
Assist the City in accomplishing Evaluate the cost/benefit of
its objectives by bringing a having an internal audit function
systematic, disciplined in-house versus contracted out.
approach to evaluate and Based on the results and decision
improve the effectiveness of risk of City Council, respond
management, control, and accordingly,
governance processes. for contract s
the position c
hire an FTE.
1) Final budg
2) Recruit RFP
ANIL — 3) Onboard
Present a study of financing 1) Infrastructure Needs list was 1) Financing plan will be
alternatives for several different developed identifying upcoming large discussed at the Council Study
categories of upcoming large expenses. Session.
expenses, such as New City Hall 2) Develop Scope of Work and
Tenant Improvements, other propose funding for RFP at either
public building improvements mid -year or regular budget.
and modifications, multi -modal
transportation improvements,
potential Performing Arts
Center Tenant Improvements,
etc.
1) May/June 2019
2) July/August 2019
3) September 2019
In Progress
Scheduled
Adopt ordinances to regulate mobile vendor Spring 2020
services, and allow for incubator/co-working use
in underperforming retail spaces.
Assist the City in accomplishing its objectives by September 2019
bringing a systematic, disciplined approach to
evaluate and improve the effectiveness of risk
management, control, and governance
processes.
$148,473 $56,870
$20,000 - $180,000 N/A
ongoing depending on
analysis mentioned in
"Next Steps'
CITY OF
CUPERTINO
500 Angela Tsui City Manager's Office
TBD Kristina Alfaro Administrative Services
1) April 2019 In Progress Build -out long-term financial forecast and July 2020 $42,500 N/A 100 Kristina Alfaro Administrative
2) Spring - Fall 2019 financial position analysis. Roger Lee Services/Public Works
Evaluate fiscal sustainability strategies including
local revenue measures.
Develop capital financial options, structures, and
estimates for identified projects.
11
Public
Engagement and Transparency
FY 2019-20 Work Program
1121
CITY OF
CUPERTINO
Project Title
Project Objective
Progress to Date
Next Steps11
Timeline Current Status Performance Goal
Staff Staff Lead
Completion Est. Total Budget Actual Expense Est. TotalDate
Department
(not including staff time) to Date
Hours
Review Current
Per Council request, explore
- Research on best practices
1) Report back to Council
1) Spring 2019 In Progress 1) Provide an opportunity for every commissioner
Spring 2020 $3,000 N/A 500 Katy Nomura
City Manager's Office/City
Commissions
commission structure and
conducted.
regarding commission
2) Summer/Fall 2019 to provide feedback.
Grace Schmidt
Clerk
consider improvements for
- Restructured commission work
feedback.
2) Provide options for Council to consider
efficiency and communication
program process and introduced
2) Plan and execute
regarding commission process changes.
with Council. Consider having
process to all commissions.
implementation of commission
a meeting where like
- Survey conducted for commissioner
process changes according to
commissions from other
feedback.
Council direction and decision.
jurisdictions can come together
to share ideas and
experiences.
Consider New
Explore the possibility of
- Research commissions in other cities
1) Research committees in other
1) Fall 2019 Proposed 1) Provide an opportunity for feedback from
Summer 2020 N/A N/A 400 Katy Nomura
City Manager's Office/City
Commissions and
additional commissions or
cities and best practices for
2) Spring 2020 every commission and committee with members
Grace Schmidt
Clerk
Committees
committees to address City
forming commissions.
of the public.
needs, such as traffic,
2) Conduct study session for
2) Provide options to the Council to consider
*Priority Setting Item*
transportation, and economic
Council.
regarding new commissions or committees.
development.
Neighborhood
Increase membership in, and
Currently we have more than 300
1) Work with Block Leaders and
June 2020 Proposed Increase Block Leader and Neighborhood
June 2020 $2,000 N/A 500 Brian Babcock
City Managers
Engagement
engagement with,
members in the Block Leader Program.
Neighborhood Watch
Watch membership.
Office(Public Affairs/ Block
neighborhood groups and
volunteers, as well as
Leader/ Neighborhood
*Priority Setting Item*
members. Provide support for
neighborhood groups to be
Watch)
Councilmembers who want to
neighborhood representatives
conduct town hall/office hour
and stakeholders related to City
meetings with residents.
relations.
2) Continue outreach to areas in
Cupertino that do not currently
have Block Leader and
Neighborhood Watch
membership.
Public Relations Project Contract with an outside firm to
1) Explore hiring a public
1) Spring 2019 Proposed Hire PR firm, execute campaigns.
June 2020 $50,000 N/A 750 Brian Babcock
City Manager's Office/
create public relations
relations (PR) consulting firm to
2) Fall 2019
Public Affairs
*Priority Setting Item*
materials and campaigns to
help the City create campaigns.
address misinformation
2) Develop and execute
concerning Cupertino and
campaigns with guidance from
enhance its reputation. The
PR firm.
campaigns would include, but
not be limited to, the City's
efforts in entitling affordable
housing in Cupertino.
12
Public Engagement and Transparency
Project Title Project Objective Progress to Date Next Steps
Marketing Project Investigate a potential 1) Explore idea of a store.
"Cupertino Store" with City- 2) Work with Fine Arts
*Prorify Setting Item* branded items and work with Commission liaison to set up
Fine Arts Commission on conversations with Commission
possible artistic giveaways. regarding artistic giveaways.
FY 2019-20 Work Program
Completion Est. Total Budget Actual Expense Est. Total
Tlmellne Current Status Performance Goal Date (not including staff time) to DaStaff Staff Lead
Date
Hours
Summer 2019 Proposed 1) Identify feasibility of a "Cupertino Store". June 2020 $5,000 N/A 750 Brian Babcock
2) Meet with Fine Arts Commission and Identify
artistic giveaways.
Enhance Councilmember Enhance Councilmember -Webpage mock up has been Update content with Council Spring 2019
webpages and Outreach webpages developed based on discussion at information. Make modifications
priority setting workshop. as necessary.
*Priority Setting Item* -Implemented feedback from Council
Study Session and pages are live.
Volunteer Fair Promote a sense of community -The City held its first Volunteer Fair in The City plans to host another May 2019
and good will in Cupertino by years in May 2018. Volunteer Fair event in May
encouraging volunteerism. -Approximately 70 organizations 2019.
attended as tabling partners to
showcase their various volunteer,
internship, and program opportunities.
-About 2,000 individuals of varying
demographics came to find their
volunteer match.
-Additionally, the Fine Arts League of
Cupertino hosted an art show in
Community Hall.
-Providing entertainment for the event
were Cupertino's very own volunteer
organizations, the Harmonikatz and
InaTalent.
-The City received positive feedback
from both attendees and tabling
partners and several requests to host
this event again.
-Numerous organizations stated that
they had received the highest sign-up
rates at this event.
1121 CITY OF
CUPERTINO
Department
City Manager's Office/
Public Affairs
In Progress Provide enhanced Councilmember Web Pages. Summer 2019 N/A N/A 24 Bill Mitchell Innovation & Technology
In Progress Approximately 70 organizations attended as May 2019 $7,300 per year $7,300 300 per Colleen Lettire City Managers Office
tabling partners to showcase their various year
volunteer, internship, and program opportunities.
About 2,000 individuals of varying demographics
came to find their volunteer match.
13
0
Alternative Commute Pilot Pilot to encourage employees
-Exploring programs from surrounding
Discuss draft pilot program
1) Fall 2018
for Staff to use alternative modes of
cities and writing a draft proposal.
proposal with City Manager and
2) Winter 2018
transportation such as walking,
-Develop pilot program implementation
Dept. Heads. Begin pilot
3) Spring 2019
biking, transit, and carpool to
measures, and determine appropriate
program and conduct
relieve road congestion,
incentive levels.
employee engagement.
reduce harmful emissions and
1) Gather research.
improve employee health.
2) Creation of pilot program
61&
incentives and objectives,
gather City Manger and Human
Resource input.
3) Launch pilot.
MM
Workforce Planning Use data in the City's ERP
-Attract - Negotiate new labor contracts Begin identifying key positions.
1) May 2019
system and several City
to stay competitive, successfully recruit,
Formulate training/ recruitment/ 2) July/August 2019
documents such as the
and retain talent in the current job
retention strategy for those
3) July/August 2019
budget, Capital Improvement
market.
positions.
4) August/ September
Program, and City Work
-Retain - In the beginning stages
1) Identify Key Positions
2019
Program to identify key
of launching a Succession Planning
2) Training Strategy
positions needed and how to
Program in collaboration with
3) Recruitment Strategy
attract, retain or train to ensure
Leadership Academy Program
4) Retention Strategy
the availability of those
consultant for a target date
positions when needed.
of September 2019.
-Employee training and development -
Kicking off the Citywide BEST (Building
Employee Skills Through Training)
Program effective April 2019.
Labor Negotiations
Disaster Recovery
(DR) Plan
Negotiate equitable long term
-Current contract expires in June 2019.
Labor negotiations meetings
contracts with all bargaining
-Total compensation surveys being
to begin in March 2019.
units.
updated.
1) Kick Off Meeting
-Meetings scheduled with labor groups
2) Salary Survey Complete
to determine survey agencies and
3) Complete Negotiations
classifications.
-In the process of acquiring licensing
agreement with Adastra for labor cost
analysis to increase efficiency
throughout negotiations.
,i
Provide network/data resiliency
-Simplified network/data infrastructure
1) Move current City Hall data
through the use of offsite and
to allow for easy migration to offsite
center infrastructure elements to
out of region data centers
data center.
local colocation facility.
-Network infrastructure for both City Hall
2) Build second infrastructure
and colocation facility have been
environment at distant, out -of -
procured and configured.
region colocation facility.
-Equipment includes Firewalls, Wired,
3) Enter into agreement with one
Wireless, Server and SAN environments.
colocation vendor.
-All City Hall equipment is operational
4) Move, configure, and
and running in production mode.
activate colocation equipment.
-Ongoing discussions with three
5) Test failover.
colocation vendors concerning
capabilities, locations, and price.
ram
CITY OF
CUPERTINO
In Progress Increase in number of employees that take June 2019 $20,000 N/A 40 Misty Mersich City Manager's Office
alternative modes of transportation such as
walking, biking, transit, and carpool to work.
Now WNMW mokud
In Progress # of Trainings June 2019 $5,000 N/A 500 Kristina Alfaro Administrative Services
Retention Rate
1) March 2019 In Progress New Contracts
m A,iron. omo
June 2019 $50,000 N/A 200 Kristina Alfaro Administrative Services
Summer 2019 In Progress Disaster Recovery site operational Summer 2019 $1,068,000 $834,282 3224 Bill Mitchell Innovation & Technology
14
Operational Effici
Project Title Project ObjecW
Applications Deploy applications to
enhance operational
*A portion of this scope efficiency.
includes a Priority Setting
Item*
New City Hall Design Design a New City Hall to the
identified budget.
The following applications have been
deployed:
-31D Project Activity Map
-95014 Disaster Preparedness Mobile
App
-ACTIVENet
-Bid Management
-Bike Plan Story Map
-Building OS
-Case Management
-CIP Story Maps
-Citizens Communications Recyclist
-Cityworks-Tree Storeroom
-Cityworks - Facilities
-Cityworks -Sign Inventory
-Cityworks - Tree inventory
-Cupertino 311
-Intranet
-Laserfiche Upgrade
-NeoGov - Recruitment
-New World CAFR Builder
-OneConcem
-Open Town Hall
-PSOMAS Property Info Updates
-Updated Aerial of City
-The budget amendment to allow staff
to move forward with an RFP to hire an
Architectural consultant was approved
on the 10/16/18 Council Agenda.
-A Council Study Session is scheduled
for April 2, 2019 to review the Civic
Center Master Plan & discuss City Hall
design/delivery strategy.
Interim City Hall Design
Evaluate options for an interim
The budget amendment to allow staff
City Hall at
to move forward with an RFP to hire an
1) Monta Vista Recreation
Architectural consultant is on the
Center
10/16/18 Council Agenda. An Architect
2) Service Center
was engaged to evaluate design
3) Leased Spa M
alternatives.
Roll Out of Additional ERP
Fully utilize ERP system to
-Fixed Asset module has been
Modules
automate and simplify business
implemented.
processes.
-CAFR Builder has been implemented
and will begin utilizing for FY 18-19
financial statement audit.
1) Finalize implementation of
applications in flight.
2) Continue to research cost
effective solutions to current
business problems.
Applications in proarew.
1) Public Works Dashboard
2) Accela Land Management
3) Zonar 3D Zoning
4) ProjectDox Public Portal
5) NextRequest PRA,
6) Cafe Point of Sale
7) Qless
8) Augmented Reality Pilot
9) TrafficWare Traffic
Management System
10) Cobblestone Contract
Management
11) NeoGov-Onboarding
12) Chatbot Pilot
13) Golf Tee Time
14) Enterprise Content
Management Roadmap
1) Council Study Session to
discuss design delivery strategy
and establish a project budget.
2) Issue an RFP.
3) Identify a project funding
strategy.
4) Select a design consultant.
Complete analysis for Interim
City Hall location.
1) Spring 2019
2) Summer 2019
3) Summer 2019
4) Summer 2019
5) Summer 2019
6) Summer 2019
7) Summer 2019
8) Summer 2019
9) Summer 2019
10) Fall 2019
11) Fall 2019
12) Fall 2019
13) Fall 2019
14) Winter 2019
In Progress Complete projects with stated Timeline
Winter 2019 $1,426,753
$1,031,690 6864 Bill Mitchell
1) April 2019 In Progress 1) Approve design delivery strategy August 2020 $3,500,000 $5,000
2) June 2019 2) Establish project budget
3) TBD 3) Identify a funding strategy
4) TBD 4) Issue RFQ
Pending funding On Hold
strategy and timeline
for new City Hall. Pending
funding
strategy and
Tim lin f r
e e o
new City Hall.
1) Evaluate Monta Vista Rec Center
2) Evaluate new bldg at Service Center
3) Estimate leased space option
4) Select preferred location
July 2019 $500,000
Review requested time off 1) March 2019
In Progress Continue to look toward implementing new June 2020 N/A
capabilities in the City's online 2) July 2019
modules offered by City's ERP to increase
timesheet/benefits portal. 3) August 2019
efficiency, accuracy, and transparency within
1) Testing of Time Off Request by
the City's financial management and reporting.
Admin Services.
2) Rollout of Time off request to
CMO, I&T and CDD and PW staff
at City Hall.
3) Rollout of time off request to
PW Services Center and Parks
and Recreation".
350 Roger Lee
through
consultant
selection
CITY OF
CUPERTINO
Innovation & Technology
Public Works
N/A 1000 Roger Lee Public Works
_..A1E60"=A
N/A 100 Kristino Alforo Administrative Services
15
0
ram
CITY OF
CUPERTINO
Roll Out of Open Gov Fully utilize OpenGov Software. Successfully began using and Build out additional reports and 1) March 2019 In Progress Achieve utilization of reports and integration June 2020 $30,000/ $30,000 100 Kristina Alfaro Administrative Services
Platform (Maps and integrating open budget portion of view on the City's transparency 2) November 2019 offered by OpenGov to increase efficiency, Year Software Costs
Additional Reports) OpenGov. portal. 3) December 2019 accuracy, and transparency within the City's
1) Use Portal for Budget 4) July 2019 budgeting and reporting processes.
Presentations.
Integration of Work
Comprehensive Business Plan Work Program has been incorporated
Ensure costs associated with 1) March 2019
Program and Other
that encompasses all work plan into the budget process.
items approved in Work Program 2) May 2019
Long/Short Term
items ensuring adequate
are included in the FY 2019-20 3) May 2019
Documents to Develop 5
funding and staffing resources.
budget.
Year Business Plan for City.
Ensure future costs of items in the
work plan are included in the
Long Term Financial forecast.
1) Work Program Priorities in
Budget Proposals.
2) Multi Year Funding of
approved items in budget.
3) Future Staff incorporated in to
forecast.
Cross Platform System Leverage new technology -Identified integration possibilities 1) Accela Integration to ERP 1) December 2019
Integration acquisitions to create between the City's ERP Logos and Land 2) NeoGov (Recruitment and 2) December 2019
integrated systems. Management Software, Recreation Onboarding) to ERP 3) TBD
Software, Project Works and 3) GIS Integration with OpenGov
Recruitment software.
-Recreation Software (Activenet
integration complete).
-Finance division working with Land
Management software on integration
specifications.
Mw"&EE�-
Improve Process of Public Provide a comprehensive web -Met with vendors on different Install, configure and make Summer 2019
Records Act (PRA) portal that allows 24x7 public applications that meet our goals. operational application.
Requests access to search previous PRA -Selected Vendor (NextRequest)
responses or submit a new PRA negotiated contract and price.
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.
In Progress Construct a Council Work Program in which June 2020 N/A
aggregate benefits, both for the City and the
Community, outweigh the costs associated.
Ensure the City's budget appropriately and
sufficiently captures all Work Program costs and
communications are delivered to City Council
regularly.
In Progress Leverage new technology acquisitions to create Summer 2018 N/A
integrated systems in which Departments can and Ongoing
achieve operational efficiency and consistency
by collaborating as a cohesive unit.
In Progress Nextrequest Implemented
Summer 2019 $15,217
.�Ifi==
N/A 200 Kristina Alfaro Administrative Services
N/A
$15,217
500 Kristina Alfaro
144 Bill Mitchell Innovation &
Grace Schmidt Technology/City Clerk
16
0
ram
Recreation and
Implement a plan placing
Contract was awarded in 2018. Provide background information Fall 2019 In Progress To create a marketing plan that includes an Winter 2019 $20,000
Community Services
greater emphasis on business
and data to LERN, the
analysis of programs to offer, fees to charge and
Marketing Plan and
functions within The Recreation
contractor who will be
evaluation of the department program
Program Review
and Community Services
Department To include
completing the process in
November 2019.
brochure.
completion of a program
review of programs and
activities offered and a
marketing plan.
iN&K JOEN
Emergency Services
Complete plan To resume
-Emergency Operations Plan (EOP) is a 1) Complete EOP
1) June 2019 In Progress 1) Having a completed COOP. Summer 2020 $75,000
Continuity of Operations
operations of The City after a
precursor to The COOP. As first step the 2) Review constraints that
2) Fall 2019 2) Appropriate staff Trained on COOP.
Plan (COOP)
major emergency.
EOP is in the process of being updated. annexes may have on COOP
3) Fall 2019
-Quotes have been received for 3) Decide in-house versus
4) Winter 2019
potential COOP contract services costs. outsourcing COOP
5) Summer 2020
development
4) Begin the process
5) Completion
$4,000 150 Christine Hanel
CITY OF
CUPERTINO
Recreation and
Community Services
N/A Dependent Clare Francovilla City Manager's Office
on whether
it is written in
house or
outsourced.
17
Public and Private Partnershi
Small Business
Explore the viability of
This is an action item in the Economic
Identify a list of possible office
Summer 2019
Development Center
establishing a small business
Development Strategic Plan as a
and retail space, centrally
(SBDC) and Cupertino
development center and
resource to retain and grow small and
located within the City.
Visitor's Center
Cupertino Visitor's Center. The
midsize businesses. The addition of a
Visitors Center should have a
Cupertino Visitors Center was initiated
retail component to sell City-
by City Council during its Work Program
branded merchandise.
Study Session on March 19th, 2019.
Library Lease
Sign a new lease with the
Staff has begun meeting with Library
1) Begin negotiation of new
1) Ongoing
Library JPA for use of the City's
staff to discuss terms for the new lease.
lease/MOU.
2) May 2019
Library facility.
2) Coordinate lease terms with
3) August 2019
Council.
4) August 2019
3) Final Lease Agreement.
4) Develop license agreement
with Library addressing program
opportunities and use of
Community Hall.
Strategic Partnerships with
Create strategic partnerships
Many new partnerships have been
Continue discussions with West
On Hold
Nonprofits
with nonprofits to improve
strengthened to include working with
Valley Community Services and
effectiveness of Recreation &
the Historical Society, the Chamber of
other nonprofit service providers.
Community Services Programs.
Commerce, the School Districts, etc.
Objectives include
Also see Policies on Nonprofit
coordination of programs with
Support item.
the Cupertino Library, YMCA,
West Valley Community
Services, School Districts, etc.
Art in Unexpected Places
To beautify public and/or
Fine Arts Commission and Parks &
1) Draft creative brief has been
Summer 2019 to
private/donated spaces,
Recreation Department are
initiated.
Summer 2020 for pilot
surprise and delight passers-by,
collaborating to install mural wall art in
2) Outreach to private property
and encourage the community
two locations as pilots.
owners is pending.
to reflect on themes and
imagery that represent the
heritage, natural beauty,
diversity, and creativity of the
City.
Policies on Nonprofit
Review and implement policies
Review of the Community Funding
1) Review all policies regarding
1) Fall 2019
Support
on funding and support for
Policy is being conducted.
funding and support of
2) Spring 2020
nonprofit organizations,
nonprofits.
3) Spring 2020
*Priority Setting Item*
including meeting room space
2) Research best practices in
4) Summer 2020
and office space.
other cities.
5) Fall 2020
3) Conduct a Study Session for
Council regarding options and
recommendations.
4) Draft, revise, and implement
policies per Council direction.
5) Bring policies to Council.
Proocfive Legislative
Contract with a lobbying firm to
- West Valley cities informed of lobbyist
1) Further discuss partnering
1) Summer 2019
Support
provide legislative analysis and
idea.
opportunities with West Valley
2) Fall 2019
lobbying support. It is possible
- Quotes received for lobbyists.
cities.
3) Winter 2019
*Priority Setting Item*
that the lobbyist services and
2) Conduct procurement
costs may be shared with other
process for lobbyist.
West Valley cities if there is
3) Contract with lobbyist and
interest. Staff will work with the
develop program to support
lobbyist firm to develop a
Council priorities.
legislative program to support
City priorities.
ram
In Progress Find permanent office and retail space for SBDC Ongoing Dependent upon space N/A
counselors to meet with prospective business availability
clients, as well as house a City Visitors Center
With a retail component to sell City -branded
merchandise.
In Progress Complete updated lease agreement September N/A N/A
2019
On Hold To create partnerships that result in efficiencies June 2019 N/A
and improved services for Cupertino residents. (ongoing)
In Progress Complete mural Summer202O $10,000
Proposed A standardized process for nonprofits to receive Fall 2020
funding and support from the City.
Proposed 1) Lobbyist support secured for the City. Winter 2019
2) Plan developed to support legislative
priorities.
$15,000
N/A
N/A
N/A
$75,000 annually N/A
Costs may be shared
among West Valley cities
pending their
participation.
1 CITY OF
CUPERTINO
200 Angela Tsui City Managers Office
280 Chad Mosley Public Works/ City
Heather Minner Attorney's Office/
Jeff Milkes Recreation & Community
Roger Lee Services
TBD Kim Colame Recreation & Community
Kim Frey Services
Christine Hanel
100 Catarina Kidd
500 Kristina Alfaro
Jeff Milkes
500 Katy Nomura
Community Development
Administrative Services/
Recreation & Community
Services
City Managers Office
18
GUIDANCE ON COMMISSION WORK PROGRAMS
A work program is the commission's plan and statement of goals for the year, prepared in
cooperation with staff and approved by Council. It should reflect the goals and policies of the City
Council. It identifies important problems, challenges, and opportunities, offers a jointly developed
plan to address these over the course of the year, and furthers a sense of shared purpose and
responsibility among advisory body members. An adopted and published work program will:
• Establish viable short-range objectives that further the long-range goals of the
advisory body
• Provide group direction, and keep the advisory body on course
• Provide a basis for measuring accomplishment
• Assist in the allocation of time, energy, and resources
• Guide the topics and items for meetings
• Promote continuity of action, and help keep the big picture focused
For example, a work program may include community outreach activity, a plan for addressing
critical community issues, an education component, key recommendations to Council, or any other
tasks the advisory body identifies as key work challenges for the upcoming year.
Suggested steps to developing a work program:
1. Review the purpose of the Commission as defined by the Cupertino Municipal Code
Chapter 2.
2. Discuss and outline any priorities established by Council such as the City Work Program.
3. Brainstorm projects or deliverables of the Commission and determine the following:
a. Identify potential projects and deliverables of the Commission for the year
b. Determine the benefit if project or deliverable is completed.
c. Is it mandated by State or local law or by Council direction/priority?
d. Would the task or item require a policy change at the Council level?
e. Identify resources needed for completion such as staff time, creation of
subcommittees, etc.
f. What is the timeline to completion? (I -year, 2-year, or longer term?)
g. Determine measurement and evaluation criteria. For example, how will you know
you are on track? How will you determine it is effective?
4. Prioritize projects from urgent to low priority.
5. Prepare a final work program by selecting items with the highest priority that can be
reasonably accomplished or worked on in the coming year. Submit the final work
program for Council for review and approval.
6. Once approved by Council, use the work program throughout the year as a guide to focus
in on the work at hand.
7. Report out to Council on work program progress and achievements when submitting the
next year's work program. The report should include:
a. The list of approved work program priorities.
b. The status of each item.
i. If an item that was on the list is not finished, indicate why it didn't occur
and list out any additional time and/or resources that will be needed in
order to complete it.
July (Beginning of Fiscal Year)
•Begin implementation of approved
commission work program (WP)
for the current fiscal year (FY).
April - June
•Commissions develop WP based
on City WP items.
•Commission WP brought for
Council's approval as a consent
item.
March
•City WP proposed at a study
session.
•City WP adopted by Council.
December -January
•Ideas for upcoming FY's
commission WP due to
Departments (Depts.).
February
Any additional ideas that come
up throughout the year should
be accumulated for submission
in the following Dec/Jan.
•Depts. evaluate commission WP
ideas and propose them as City
WP ideas as appropriate.
•Council prioritizes City WP ideas.
Driven by mandate, law, or Council Resources Needed Estimated Completion Measurement Criteria
Project/Task Project Objective priority/direction? (e.g. funding and # of staff hours) Date (How will we know how we are doing?)
(If yes, please specify)
tems for possible inclusion in the Parks and Recreation
Commission Work Plan
FISCAL YEAR 2019/2020
Current Fiscal Year Items (FY18/19)
• Naming the Department (March)
• Brown Act Training Opportunity (March)
• Discuss Dog Off Leash Park Trial ASAP
• Master Plan Standing Item (April, and TBD)
• Cupertino Shuttle Survey Results (April)
• Strategic Plan Priorities — Themes (April)
• Alpaca Farm at McClellan Ranch (April)
• Herbicide Use (April)
• Neighborhood Events Schedule Brief (May)
• Joint Use Agreement with CUSD (May)
• Community Gardens Project (June)
• Collaboration with Other Commissions (Bicycle Pedestrian Commission)(June Special
Meeting)
• Outreach Methods (TICC Commission)
July 11, 2019 Special Meeting
• All -Inclusive Playground Design Review
• All -Inclusive Focused Programs/Services
• Exclusion Policy
• Performance Measures Briefing
• 41h of July Recap
• Teen Stress Events — Quarterly Update
August 1, 2019
• Dog Off Leash Park Trial
• State of the Trails Update
• Update to the Department Web Page
• Strategic Plan Prioritization
September 5, 2019
• Sports Center Renovation Update
• Utilization Data of Facilities at Parks
• Commissioner Training at NRPA
October 3, 2019
• Athletic Fees, Permits, and Fields Scheduling Discussion
• Teen Stress Events - Quarterly Update
• Strategic Plan Discussion and Prioritization
• Update on Aquatics Activities
November 7, 2019
• Neighborhood Events Recap and Evaluation
November 18, 2019 - Tentative Special Meeting
• Marketing Plan Outbrief
December 5, 2019
• Utilization Data of Facilities at Parks
• Community Gardens Project
January 2, 2020
• Teen Stress Events - Quarterly Update
February 6, 2020
• Chair/ Vice Chair Selection
• Dog Off Leash Park Trial Evaluation
March 5, 2020
• Utilization Data of Facilities at Parks
April 2, 2020
• Teen Stress Events - Quarterly Update
May 7, 2020
• Neighborhood Events Schedule Brief
June 4, 2020
• Utilization Data of Facilities at Parks
Things to Schedule:
• Code of Ethics
• Lawrence-Mitty Update
• Blesch House
• Partnership with CUSD/Sedgwick Property
• Joint Use Agreement with CUSD for Facilities
• Partnership with Rancho Rinconada (with research)
• Accreditation
• Property Acquisitions (standing item)
• Parklets (as opportunities arise)
• Welcome to the City Onboarding Process
• Senior Center Presentation/Update
Items on the Draft Council Work Plan
• Complete renovation of and open the Community Gardens
• Adopt the System Master Plan
• Serve to prioritize themes and action items within the three year Strategic
Plan
• Complete plans to build an All -Inclusive Playground
• Evaluate and if necessary, update the Athletic Field Policy considering Permitting,
Sunday Use, Fees for Permits and consideration of multiple uses of Athletic Fields
• Direct a series of programs and activities to maintain Teen Engagement
• Complete a department Marketing Plan
Ideas for Commission Goals:
1. Support and review plans and objectives for the new Community Gardens at McClellan
Ranch.
Action Items: Recommend priorities for operation
Recommend priorities for a grand opening celebration
2. Support and recommend actions on Athletic Fields Permitting, related fees, Sunday use
of fields, etc.
Action Items: Recommend to City Council fee changes if necessary and policy on cost
recovery for athletic fields
Recommend changes, if necessary to current permit process.
Recommend opportunities for Sunday use of Athletic, permitted activities
on fields
Evaluate and recommend policy on off leash dogs in parks
3. Support and recommend actions related to the Neighborhood Events Program
Action Items: Recommend genres of music/movie titles
Attend events, brand council relationship with program
4. Support and recommend changes and updates to the All -Inclusive Playground Design
Action Items: Review and provide feedback on the draft all-inclusive playground
design
Evaluate and provide a recommendation to City Council on the all-
inclusive playground design
5. Support staff in recommendations on department policies that include an Exclusion
Policy, in relation to the Code of Conduct and others. (Schedule for May 2019 meeting)
Action Items: Review and provide feedback/recommendations on the draft Exclusion
Policy
Recommend to City Council the approval of the draft Exclusion Policy
6. Recommend actions related to the Dog Off Leash Park Trial
Action Items: Review the results of the Dog Off Leash Park Trial on quarterly intervals
Host 2 public input sessions for community members to comment on the
trial
Review and provide feedback on the implementation of an off leash dog
area, including changes to the municipal code
Make a recommendation to City Council on continuing the program, with
the consideration of expanding to other parks
7. Aid the City in creating new or strengthening current Public/Private Partnerships (Add
to April 2019 meeting)
Action Items: Invite and provide a recommendation to staff on establishing a
partnership with a private entity.
Invite and provide a recommendation to staff on establishing a
partnership with a public entity.
Provide input and a recommendation to City Council on establishing a
new partnership each year.
8. Improve and strengthen Collaborations with Other Commissions
Action Items: Attend the Mayor's meetings and report back with meeting notes.
Attend at least 1 other Commission meetings each month
Host a joint meeting with another Commission at least once each fiscal
year.
9. Increase Public Engagement opportunities
Action Items: Attend recreation events throughout the year
Attend the farmer's market and man the City Booth at least once a
quarter.
10. Research, evaluate and recommend cost recovery model for department. (to be
determined)
Action Items: Develop and recommend criteria for subsidy based on community
benefits
Recommend prioritization of subsidy by activity
Recommend overall cost recovery model and develop measurement tool
11. Recommend action items and themes for a 3-year strategic plan that will serve to
implement and prioritize work plan items in the adopted system master plan.
Action Items: Apply criteria in the master plan
Assign priorities to short term and long term items (Phase 1, 2 and 3)
Review Strategic Plan
Recommend adoption of the Strategic Plan
CITY OF
CUPERTINO
DEPARTMENT OF RECREATION AND 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 4/18/19
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
• Potential Priority Areas for the 2019 Recreation and Community Services Work
Plan, Part of the City Council Approved City Work Plan
February 7, 2019 — Special Meeting
• ChairNice Chair Selection
• Survey on Improving Council -Commissions Communications
• Development of a Work Plan
March 7, 2019
• Presentation and Discussion on Community Funding Grant Process
• Prioritization of Items for 2019/2020 Parks and Recreation Commission Work
Plan
• Presentation and Discussion on Department Name Change from Recreation and
Community Services to the Department of Parks and Recreation
April 4, 2019
• Receive a Brown Act Presentation by the City Attorney
• Receive a Cupertino Shuttle Survey Results Presentation by the Public Works
Department
• Discussion and Recommendation to City Council on the Priority of the
Community Funding Grant Applications Received for FY 2019/2020
• Receive an Update on the Citywide Parks and Recreation System Master Plan
May 2, 2019
• Receive a Pest Management Program Presentation from the Public Works
Department
• Discussion and Recommendation to City Council on the Revision of the
Community Funding Policy
• Continue the Discussion of the 2019/2020 Parks and Recreation Commission
Work Plan Items, based on the Approved City Work Plan
• Propose Ideas and Discuss Possible Opportunities for Collaborations with Other
Commissions
June 6, 2019
• CUSD Joint Use Agreement for Facilities Presentation
• Neighborhood Events Schedule Brief
• Receive an Update on the Strategic Plan Priorities — Themes
• Community Gardens Project
July 11, 2019 — Special Meeting
• 4�h of July Recap
• Teen Stress Events — Quarterly Update
• Exclusion Policy
• Performance Measures Briefing
August 1, 2019
• Dog Off Leash Park Trial
• Athletic Fields Scheduling Discussion
Special Meetings to Be Scheduled
• Splash Pad Field Trip
• Amphitheatre Visit
• Code of Ethics & Rosenburg's Rules (Study Session)
Items to schedule:
o Sports Center Upgrades Presentation
o Jollyman Dog Park Update
o Strategic Plan "Draft Plan" Review
o Corridor Master Plan Update
o Connected or Smart City
o Field Use Policy
o National Accreditation Visit Update
o Marketing Plan Presentation by Consultant
o Strategic Partnerships with Non Profits Work plan Item Update
o Sievert Property Presentation
o Bicycle Pedestrian Commission 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