Agenda PacketCITY OF CUPERTINO
TEEN COMMISSION
AGENDA
This will be a teleconference meeting without a physical location .
Wednesday, September 14, 2022
6:00 PM
TELECONFERENCE / PUBLIC PARTICIPATION INFORMATION TO HELP STOP THE
SPREAD OF COVID-19
In accordance with Government Code 54953(e), this will be a teleconference meeting
without a physical location to help stop the spread of COVID-19.
Members of the public wishing comment on an item on the agenda may do so in the
following ways:
1) E-mail comments by 5:00 p.m. on Wednesday, September 14 to the Commission at
teencommission@cupertino.org. These e-mail comments will be received by the
commission members before the meeting and posted to the City’s website after the
meeting.
2) E-mail comments during the times for public comment during the meeting to the
Commission at teencommission@cupertino.org. The staff liaison will read the emails into
the record, and display any attachments on the screen, for up to 3 minutes (subject to the
Chair’s discretion to shorten time for public comments). Members of the public that wish to
share a document must email teencommission@cupertino.org prior to speaking.
3) Teleconferencing Instructions
Members of the public may observe the teleconference meeting or provide oral public
comments as follows:
Oral public comments will be accepted during the teleconference meeting. Comments may
be made during “oral communications” for matters not on the agenda, and during the
public comment period for each agenda item .
To address the Commission, click on the link below to register in advance and access the
meeting:
Online
Please click the link below to join the webinar :
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Teen Commission Agenda September 14, 2022
https://cityofcupertino.zoom.us/webinar/register/WN_MM_EL-9UQbK5P6mnmB_Mlw
Phone
Dial 669-900-6833 and enter Webinar ID: 973 0249 7556
(Type *9 to raise hand to speak)
Unregistered participants will be called on by the last four digits of their phone number .
Or an H.323/SIP room system:
H.323:
162.255.37.11 (US West)
162.255.36.11 (US East)
213.19.144.110 (Amsterdam Netherlands)
213.244.140.110 (Germany)
103.122.166.55 (Australia Sydney)
103.122.167.55 (Australia Melbourne)
69.174.57.160 (Canada Toronto)
65.39.152.160 (Canada Vancouver)
Meeting ID: 973 0249 7556
SIP: 97302497556@zoomcrc.com
After registering, you will receive a confirmation email containing information about
joining the webinar.
Please read the following instructions carefully:
1. You can directly download the teleconference software or connect to the meeting in your
internet browser. If you are using your browser, make sure you are using a current and
up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain
functionality may be disabled in older browsers, including Internet Explorer .
2. You will be asked to enter an email address and a name, followed by an email with
instructions on how to connect to the meeting. Your email address will not be disclosed to
the public. If you wish to make an oral public comment but do not wish to provide your
name, you may enter “Cupertino Resident” or similar designation.
3. When the Chair calls for the item on which you wish to speak, click on “raise hand.”
Speakers will be notified shortly before they are called to speak.
4. When called, please limit your remarks to the time allotted and the specific agenda topic .
In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to
attend this teleconference meeting who is visually or hearing impaired or has any disability
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Teen Commission Agenda September 14, 2022
that needs special assistance should call the City Clerk's Office at 408-777-3223, at least 48
hours in advance of the meeting to arrange for assistance. In addition, 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.
CALL TO ORDER
ROLL CALL
CEREMONIAL MATTERS AND PRESENTATIONS
1.Subject: Swearing-in Ceremony for Incoming 2022-2024 Teen Commissioners
Recommended Action: Swear in the four incoming Teen Commissioners for the
2022-2024 Teen Commission term.
2.Subject: Teen Commission Orientation
Recommended Action: Receive Teen Commission orientation from City Clerk.
A - Commissioner's Handbook 2021
3.Subject: Community Outreach Presentation
Recommended Action: Receive Community Outreach Presentation.
A - City of Cupertino Brand Guidelines
B - Cupertino Style Guide 2020
C - Social Media Policy 2020
APPROVAL OF MINUTES
4.Subject: August 10, 2022 Teen Commission Meeting Minutes
Recommended Action: Review and approve the minutes for the August 10, 2022 Teen
Commission meeting.
A - Draft Minutes
POSTPONEMENTS
ORAL COMMUNICATIONS
This portion of the meeting is reserved for persons wishing to address the Commission on any matter
within the jurisdiction of the Commission and not on the agenda. Speakers are limited to three (3)
minutes. In most cases, State law will prohibit the Commission from making any decisions with respect
to a matter not on the agenda.
WRITTEN COMMUNICATIONS
OLD BUSINESS
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Teen Commission Agenda September 14, 2022
NEW BUSINESS
5.Subject: Memorial Park Specific Plan Presentation
Recommended Action: Receive a presentation on Memorial Park Specific Plan from
Gates Associates and provide feedback.
6.Subject: 2022-2023 Chair and Vice Chair Selection
Recommended Action: Select a Chair and Vice Chair for the 2022-2023 Teen
Commission term.
STAFF AND COMMISSION REPORTS
7.Subject: Monthly Update Reports
Recommended Action: Receive monthly update reports from City Staff and Teen
Commissioners.
COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS
FUTURE AGENDA SETTING
ADJOURNMENT
In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this
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, at least 48 hours in advance of the meeting to arrange for
assistance. In addition, 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.
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, Cupertino, California 95014, during normal business hours.
IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code section
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. Do not include any personal or private information in written communications to the City
that you do not wish to make public, as written communications are considered public records and will
be made publicly available on the City website.
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
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Teen Commission Agenda September 14, 2022
members on any other item not on the agenda, you may do so during the public comment .
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CITY OF CUPERTINO
Agenda Item
22-11433 Agenda Date: 9/14/2022
Agenda #: 1.
Subject: Swearing-in Ceremony for Incoming 2022-2024 Teen Commissioners
Swear in the four incoming Teen Commissioners for the 2022-2024 Teen Commission term.
CITY OF CUPERTINO Printed on 9/8/2022Page 1 of 1
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CITY OF CUPERTINO
Agenda Item
22-11434 Agenda Date: 9/14/2022
Agenda #: 2.
Subject: Teen Commission Orientation
Receive Teen Commission orientation from City Clerk.
CITY OF CUPERTINO Printed on 9/8/2022Page 1 of 1
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COMMISSIONER’S
HANDBOOK
2021
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WELCOME AND ORIENTATION
Welcome and thank you for your willingness to serve as a member of a City of
Cupertino Commission. Advisory bodies play an important role in City governance by
assisting the City Council in addressing specific issues in detail and facilitating
community decision‐making.
The City of Cupertino has a number of advisory bodies, each with distinct
responsibilities. As a new advisory body member, you should familiarize yourself with
the documents governing your particular body including City ordinances, City Council
resolutions, relevant element(s) of the General Plan, and other documents, all available
from your staff liaison. Reviewing these documents will help you get a sense of your
responsibilities.
This Handbook is designed to serve as a reference for the basic protocols that apply
generally to all City advisory bodies. Orientation is necessarily an active process. As a new
member you may want to meet with the Chair of your advisory body to get a better sense
of your role and the business of the body, as well as with the staff liaison assigned to the
body. Along with familiarizing yourself with your advisory body’s foundational
documents, you may want to review agendas and minutes from recent meetings to see
what current issues have been under consideration, as well as the City Work Program to
familiarize yourself with current goals.
Learning your role and developing an effective voice takes time and familiarity.
We hope this Handbook will assist you towards a satisfying and productive experience.
Your participation is deeply appreciated by the City Council, by city staff, and by your
community. The vitality and strength of our community results from the willingness of
people like you to serve.
________
Darcy Paul, Mayor
City of Cupertino
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Table of Contents
WELCOME AND ORIENTATION ii
STRUCTURE OF GOVERNMENT 4
Form of Government 4
City Council 4
City Manager and Staff 4
Commissions 5
COMMISSION MEMBERSHIP 6
Quorum and Attendance 6
Vacancies 6
Resignations and Removals 6
MEETINGS 6
Regular Meetings 6
Adjourned Meetings 6
Special Meetings 7
Subcommittees 7
Agendas 7
Preparation for Meetings 7
Minutes 8
Procedure 8
Decorum at Meetings 8
Basis for your Decision 8
CITY WORK PROGRAM 9
COMMUNICATIONS 9
Staying Informed 9
Use of City Email 10
Resources 10
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THE STRUCTURE OF GOVERNMENT
A. FORM OF GOVERNMENT
The City of Cupertino operates as a general law city with a City Council-City Manager
form of government where the City Council sets policy and the City Manager manages
the implementation and administration of those policies.
B. CITY COUNCIL
The City Council is the governing legislative body of the City, consisting of five members
elected in odd numbered years to staggered four-year terms. These councilmembers then
elect the mayor and vice mayor to one-year terms. It sets goals and priorities and
establishes policies. The Mayor is the presiding officer of the Council, and the official
spokesperson and representative of the City.
C. CITY MANAGER AND STAFF
City Manager
The City Manager has complete responsibility and authority for the administration
of the City’s government. This individual is appointed by and serves at the
pleasure of the Council and is the appointing authority for the City, selecting the
department heads and other employees. The City Manager coordinates and directs
the services of the City staff, and commissioners should not attempt to direct or
prioritize work for departments or individual staff.
City Clerk
The City Clerk plays an important role for advisory bodies. The City Clerk accepts
and maintains applications, processes appointments, updates membership rosters,
bylaws, informational booklets, and yearly attendance records. The City Clerk is
the filing officer for Statements of Economic Interests, and any other required filing
as identified by the City Council and the State.
Staff
When assigned by the City Manager, staff assist and act in a technical advisory
capacity to the commissions. It is not expected that every staff recommendation
will be followed; however, because of the staff’s technical knowledge, full
consideration should be given to their recommendation. Staff are at liberty to make
their recommendation to the City Council through the City Manager, even though
the commission may have taken a different position. However, in these cases, the
commission recommendation will be made clear to the City Council.
Staff Liaison
A staff liaison is assigned to each commission. Their main duties include
facilitating meetings, preparing agendas, advising commissioners, and writing
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meeting minutes. Commissioners should reach out to their liaison if they have any
questions regarding matters of the commission or if they would like to contact
other staff regarding official business.
D. COMMISSIONS
The primary purpose of the City’s commissions is to serve as advisory bodies to Council
by weighing public input and rendering recommendations to the City Council. There are
times when the advisory body’s recommendation will not be sustained or will be modified
by the City Council. It is important to recognize this not as a rejection of the integrity of the
recommendation, but as an inevitable part of the process of community decision-making.
The Council has appointed commissioners as advisors to them. This underlying
philosophy makes it improper for an individual commissioner, acting in their official
capacity, to try to persuade the Council into the acceptance of a recommendation other
than that voted by the majority of the commission. The role of a commission is to assist the
City Council in the formation of policy, having been created for the purpose of advising.
The scope of work, purpose, and other primary functions for each commission can be
found in the City Municipal Code Chapter 2.
Chair and Vice Chair
Each year, every commission will elect from its membership a Chairperson
(Chair) and a vice Chairperson (Vice Chair) who serve at the pleasure of the
commission for a one-year term. The Vice Chair acts in this capacity when the
Chair is not available.
The Chair should:
• Maintain order of the meeting, ensure respect for all opinions, protect
commissioners, staff, and the public from personal attacks.
• Keep discussion focused on the issue at hand.
• Solicit opinions from commissioners. Encourage evaluation of new, tentative,
or incomplete ideas. Discourage overly dominant commissioners from
having disproportionate control over the discussion.
• Attempt to reach decisions expeditiously on action items. At those times
when action would be premature, guide discussion toward a timeline or
framework for responsible action.
• Set meeting rules early and make sure everyone abides by them without
exception.
• Set an acceptable time limit for public testimony (generally three minutes per
individual and 10 minutes per group) and stick to it. At the Chair's discretion,
the public can interact with the members of the commission beyond the
public-comment time limit in order to facilitate better communication of the
agendized topic.
• Provide periodic written updates, approved by the full body, to Council
regarding the status of their activities at least every six months.
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COMMISSION MEMBERSHIP
A. QUORUM AND ATTENDANCE
A quorum consists of a majority of the members of the commission. A quorum is required
to conduct business at any meeting whether it is a regular, adjourned, or special meeting.
While it is expected that members be present at all meetings, the Chair should be notified
if a member knows in advance that he/she will be absent. A member shall be considered
removed from an advisory body under the following conditions:
• A member misses more than three consecutive meetings
• A member misses more than 25% of the advisory body’s meetings in
a calendar year (Resolution 10-048)
B. VACANCIES
Vacancies are filled by appointment by the Council. Appointments made in the middle of
a term are for the unexpired portion of that term. Council-appointed Alternates will
automatically fill a vacancy.
C. RESIGNATIONS AND REMOVALS
If a member is unable to continue serving because of health, business requirements or
personal reasons, a letter of resignation should be submitted to the City Council.
The position of any member is automatically vacated when the member ceases to meet the
qualifications for office, when Council accepts the member’s resignation, or when the
Council so declares.
MEETINGS
A. REGULAR MEETINGS
Commissions are required to hold regular meetings open to the public as provided by the
enabling ordinance. The agenda for this meeting must be posted at least 72 hours prior to
the meeting.
B. ADJOURNED MEETINGS
If the business to be considered at a regular meeting cannot be completed, the commission
then may designate a time and date for an adjourned meeting.
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C. SPECIAL MEETINGS
A special meeting may be called by the Chair or a majority of the members with
coordination with the staff liaison.
D. SUBCOMMITTEES
The Chair may appoint special subcommittees of less than a quorum of the commission
who then may meet at their convenience to carry out the purpose of the subcommittee. If
the subcommittee has a continuing subject matter or a regularly scheduled meeting time,
it may qualify as a Brown Act committee and public notice provisions will apply.
E. AGENDAS
Each commission has a staff liaison responsible for preparing agendas in consultation
with the Chair. If a commissioner or staff member intends to bring up an item for
discussion or action, the item must be included on the agenda in accordance with the
Brown Act. For each meeting, a date should be scheduled for the Chair and staff liaison to
set the agenda. Commissioners can propose agenda items within the purpose of the
commission to the staff liaison prior to the agenda setting date.
Future Agenda Setting
The staff liaison will maintain a list of future agenda items that the commission
plans to discuss. The Chair, the staff liaison, or any two commissioners can add an
agenda item within their purpose to the future agenda item list and it will be
scheduled at the discretion of the Chair and staff liaison. To provide
commissioners an opportunity to discuss whether to add an item to the future
agenda item list, each regularly-scheduled agenda will include a “Future Agenda
Setting” item. Once an item is added to the future agenda item list, it cannot be
removed until it is discussed for removal at a regularly scheduled meeting during
the item for “Future Agenda Setting.” In addition, the item will not be removed if
the Chair or at least two commissioners wish for the item to remain on the future
agenda item list.
Staff Updates and Commissioner Activity Report
Each regularly scheduled agenda will also include a “Staff Updates and
Commissioner Activity Report” item for staff to report on updates and the
members to report any activities they have taken part in related to the commission
since the prior regularly scheduled meeting.
F. PREPARATION FOR MEETINGS
• Thoroughly review the agenda packet, including agenda reports, and any other
materials before the meeting. Check if you may have a conflict of interest with any
of the items due to property or monetary interests. If it is unclear, the commissioner
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can explain the situation to the staff liaison who can seek legal counsel from the
City Attorney. For more information on conflicts of interest, please review the Fair
Political Practices Commission (FPPC) Conflicts of Interest Rules.
• Understand what action you are being called upon to take for each particular agenda
item.
• Contact the Chair or your staff liaison before the meeting to clarify questions about
the agenda or request further information.
• Understand the responsibilities of your commission. As a member of an advisory
body you will be asked to provide recommendations to the City Council about
specific issues. Keep in mind that your appointment does not empower you to
supervise or direct City staff.
G. MINUTES
The approved minutes are placed on file by the City Clerk for public access. Commissions
should strive to keep summary minutes as opposed to action minutes. If automatic
transcription is made available to supplement official minutes, action minutes may be
sufficient.
H. PROCEDURE
Commissions follow the guidelines on parliamentary procedure contained in
Rosenberg’s Rules of Order (Rules). These Rules outline how motions are made and the
basic format for an agenda item discussion.
I. DECORUM AT MEETINGS
• Discourage outward signs of agreement or disagreement from the audience such
as cheering or clapping. Such demonstrations can intimidate those wishing to
express alternate views and delay the meeting. Also see Conduct of Members in
the Cupertino Ethics Policy.
• Limit your own comments to the issues before the commission. Avoid the
appearance of straying from the subject or "grandstanding".
J. BASIS FOR YOUR DECISION
Commission decisions should be based principally on the information presented to you
in the open public meeting process. If you collect pertinent information outside of the
public process through a meeting with stake holders or site visits, you should share
that information with your fellow commissioners in the public meeting. This sharing of
information will ensure that other commissioners and members of the public have a
better understanding of the rationale for your decision.
Commissioners are free to meet or refuse to meet with residents, resident groups,
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developers or prospective contractors or any persons outside of the public meeting
process concerning issues before the commission. If you meet with any individuals
outside of the public meeting you should disclose the content of that meeting in the
public meeting to again ensure that everybody is aware of the facts and have similar
information upon which to base their decision; this disclosure is required for quasi-
judicial matters 1.
All governmental procedures and process must follow due process and allow an
affected party a right to be heard, and to present controverting fact or testimony on the
question of right in the matter involved. Unfair determinations, such as bias,
predetermination, refusal to hear, etc., may invalidate actions.
Keep an open mind. An objective, balanced, and receptive approach will help you
assess the facets of a given issue and evaluate new ideas. When receiving written and
oral public testimony it will be necessary to discern between fact and opinion, as well as
between those concerns which are relevant and those which are secondary to the issue
at hand. Keeping an open mind will make it easier for you to understand all sides of an
issue before you make a judgment or take a position.
CITY WORK PROGRAM
The City Council approves an annual City Work Program to guide the work of the City.
Prior to the first draft of the City Work Program each year, staff will reach out to the
commissions to ask for recommendations of items to add. These recommendations will be
provided to the City Council for consideration, but ultimately the City Council will
determine the final items on the City Work Program. Commissions support City Work
Program items within their scope by reviewing the items and making recommendations to
City Council. Since the City Council sets the City Work Program to guide the priority
efforts in the City, commission agendas should be aligned accordingly. By August 15, each
commission should provide an annual report of all of the topics the commission has
addressed in the prior year.
COMMUNICATIONS
A. STAYING INFORMED
Commissioners should sign up for City email notifications to stay informed of various
community events and public meetings. Council encourages commissioners to attend at
least two community meetings or meetings of other commissions each year.
The City uses social media outlets, surveys, email notifications, the Scene, and the City
website to perform outreach for City business. For appropriate conduct on social media,
1 More information on quasi-judicial proceedings can be found in the Imposed Restraints document
in the Commission Resources folder.
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see the City’s Social Media Policy. For questions about City outreach, speak with your
staff liaison.
B. USE OF CITY EMAIL
All newly appointed City commissioners will be assigned a mandatory City email
address after reviewing and signing the Technology Use Policy.
As noted under the Brown Act, care should be taken with regard to emails. Never select
“Reply All” to an email to all commissioners or forward an email sent to you by one
commissioner to another commissioner since that would constitute a quorum. All
questions and concerns should be directed to the Chair and staff liaison.
All City emails are subject to the Public Records Act and you should use your City email
only to conduct City business as a commissioner. Please do not forward or reply to a City
email from your personal email address. Once your term on the commission is over, your
City email will be terminated.
RESOURCES
Commissioners should familiarize themselves with the following resources:
City policies relating to ethics, social media, commissions, diversity, and technology, as
well as the City organizational chart, a Rosenberg’s Rules of Order cheat sheet, and
guidance on imposed restraints, can be found online in the Commission Resources folder.
League of California Cities
Rosenberg’s Rules of Order, Brown Act, Public Records Act, and other resources
Institute for Local Government
Parliamentary Procedure Simplified
Ethics and Transparency
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CITY OF CUPERTINO
Agenda Item
22-11480 Agenda Date: 9/14/2022
Agenda #: 3.
Subject: Community Outreach Presentation
Receive Community Outreach Presentation.
CITY OF CUPERTINO Printed on 9/8/2022Page 1 of 1
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City Identity System at a Glance
Color Palette
Primary AccentSecondaryThe primary color palett e should
be the dominant color used in a
design. The secondary color palett e
should should be used at a lower
ratio than Cupertino Blue. The
accent color palett e may be used in
conjunction with the primary and
secondary color palett es as needed.
City LogoCity Seal
The Cupertino City seal
should be used on all offi cial
documents, such as staff
reports, memos, lett erhead
and press releases.
The city logo should be a consistent
mark throughout all marketing and
outreach communications, serving
as a cornerstone for recognition
and branding.
Century Gothic Palatino Linotype
Cc C c
Typography
Century Gothic
should be used for:
• headlines
• subheadings
• shorter running text
Palatino Linotype
should be used for:
• body text (particularly
longer continuing
bodies of text)
Alternate
Confi guration
Clear Space
Minimum Size
The logo should always be surrounded by a
minimum area of clear space (1x). This space
isolates the logo from any competing graphic
elements like other logos or body copy.
To ensure legibility, the logo should never be
smaller than 1 inch tall.
1”
X
655 CPANTONE 421 C 7624 C 657 C 144 C 2411 C 7403 C 424 C
100, 79, 12, 59CMYK 13, 8, 11, 26 0, 97, 87, 60 22, 6, 0, 0 0, 51, 100, 0 72, 2, 100, 76 1, 11, 58, 2 30, 20, 19, 58
0, 37, 84RGB 178, 180, 178 128, 47, 45 200, 216, 235 237, 139, 0 28, 66, 32 238, 212, 132 112, 115, 114
#002554HEX #B2B4B2 #802F2D #C8D8EB #ED8B00 #1C4220 #EED484 #707372
Reversed Logo
Use the reversed out white version
of the logo on dark backgrounds.
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In the reversed version of the logo only “Cupertino” reverses to white.
Do Not: Reverse other images in the logo to white.
Do: Use the reversed out white version of the logo. When working on a 1-color print job, it is preferable that Cupertino Blue (PMS 655) be used. If this is not possible, the background of the logo may be printed in 100% of the color of the piece.
Do Not: Change the colors of the logo or elements of the logo.
Do Not: Stretch or compress
the logo.
Tip: Holding down the Shift key
while dragging from the corner
will scale the logo proportionally
in most programs.
Do Not: Tip or rotate the logo.
Do Not: Remove, isolate, or reshape elements from the logo.
Do Not: Change the size or
position of the logo elements.
Do: Use the reversed out white version of the logo in vector format
(.Ai, .EPS, or .PDF) for embroidery
or die-cut purposes.
City Identity System at a Glance
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2020 Edition
Questions or comments? Email communications@cupertino.org
Grammar
Spelling
Punctuation
CITY OF CUPERTINO STYLE GUIDE
21
2020 Cupertino Style Guide
1 | Page
Contents
Introduction .................................................................................................................................. 2
Clear and Effective Writing ........................................................................................................ 3
Inclusive Language ...................................................................................................................... 5
Punctuation ................................................................................................................................... 6
Spelling and Grammar ................................................................................................................ 7
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2020 Cupertino Style Guide
2 | Page
Introduction
Welcome to the first edition of the Cupertino Style Guide. The purpose of this document is to
establish consistent grammar, punctuation, and spelling usage in communications, publications,
and documents prepared by the City of Cupertino. It is intended for use by all City staff
involved in the preparation of documents, including writers, support staff, and managers.
When should you use these guidelines? When you are composing official communications on
behalf of the City, including emails, staff reports, letters, memos, press releases, social media
posts, and more. There are items that can be excluded from some of these guidelines due to
space constraints, such as postcards, flyers, spreadsheets, charts, graphs, and others.
As a first effort, this Style Guide is likely to have gaps in the material it includes, or it will
identify areas where there are differences of opinion. It is important that employees contribute
their questions, comments, and suggestions to improve the next edition of this guide by
emailing communications@cupertino.org. Some differences will come from the American
English versus British English spelling of words. The Cupertino Style Guide identifies the
American English versions to be correct.
This document will be updated yearly and republished every March 4, also known as National
Grammar Day.
Additional Resources:
merriam-webster.com
grammarly.com
The Elements of Style
-William Strunk, Jr. and E.B. White
The Book on Writing
-Paula LaRocque
On Writing Well
-William Zinsser
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2020 Cupertino Style Guide
3 | Page
Clear and Effective Writing
The principles for writing clear and effective documents and publications are not complex or
magical. They come down to some basic concepts. Here is a brief summary of the elements of
writing so that we can communicate well with each other and the public.
1. Know Your Audience
In other words, “Who am I writing for?” Before you begin writing, make sure you know
your purpose and your audience. Is the document meant for City Council, staff,
residents, business owners, or a specific neighborhood? Knowing your audience will
help guide your writing and ensure good planning and a clear message. Without good
planning, the writing of the material usually requires more time to complete and revise,
which will likely render your document less effective.
2. Use the Active Voice
Government documents are plagued with the use of the passive voice. Authors of staff
reports and memos tend to back into their message and end up burying the important
information at the end. The passive voice also uses more words than necessary. Instead,
use the active voice which is more direct and dynamic. The best way to hold a reader’s
attention is by being specific, brief, and concrete. Documents and publications have a far
better chance of communicating and achieving their purpose with clear writing, good
organization, and valuable information working together. Read more about the active
voice.
3. Avoid Jargon
Use words that would be suitable for explaining the issue to the average reader. Don’t
talk down to your audience but remember they don’t have the familiarity with the
subject that you do. Jargon, acronyms, and long and complex words often confuse and
obscure the point. Remember that good communication is part of the City’s efforts
toward transparency. But transparency without simplicity is not transparency. The use
of plain, straightforward, jargon-free language will be more likely to meet the needs of
these diverse audiences successfully.
4. Watch Your Tone
Voice and tone go hand in hand. Your tone should always be professional, and alternate
between friendly and approachable depending on what you are writing. Clear, simple,
and professional writing is always the best approach. Learn more about tone.
5. Do Your Research
The value of the City’s documents is based on their accuracy and completeness. Check
your data and references, and don’t make assumptions. Factual errors, including
misspelled names, wrong telephone numbers, and incorrect dates and figures, diminish
the level of confidence the reader has in the document and the City’s efforts in general.
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6. Proofread and Rewrite
This is the fundamental rule for good writing. Read your drafts carefully, aloud if
possible, and don’t hesitate to revise them. Professional writers rewrite their material
mercilessly. To assure that you have adequate time to review and revise your writing,
make sure your preparation schedule deliberately includes it. It always takes more time
to correct mistakes, repair clumsy writing, and recover from their effects after the fact
than it does to catch them early and fix them. Some brief self-editing tips.
7. Take Responsibility
Whether or not your name will appear on the material you write, take responsibility as if
it will be there. Take pride in the authorship of quality material.
“When something can be read without great effort,
great effort has gone into its writing.”
-Enrique Jardiel Poncela
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Inclusive Language
The City understands the importance of language that is inclusive, accessible, and respectful.
See the AP Stylebook and 18F Inclusive Language for more specifics, including how to reference
nationality, race, ethnicity, mental illness, and more.
Ability and Disability
Only reference a person’s disability when it is relevant to what you’re writing. If you must
mention it, always emphasize the person before the disability. When writing about a person
with disabilities, don’t use the words suffer, victim, or handicapped.
Correct Incorrect
She has a disability. She is disabled.
people with autism autistic people
wheelchair user wheelchair-bound
Age
Avoid referring to someone’s age unless it’s relevant to what you’re writing about (for
example, when referring to benefits that are available to people of certain ages).
Gender-neutral
Use neutral terms instead of gendered alternatives:
Correct Incorrect
councilmember councilwoman, councilman
firefighter fireman
people, humanity mankind
to staff, to run, to operate to man
workforce, employees manpower
Gender and Sexuality
Use different sex instead of opposite sex as this recognizes gender as a spectrum, not binary.
Use spouse or partner instead of husband or wife.
Use parent instead of mother or father.
They and theirs may be used as singular pronouns.
Correct Incorrect
Residents should take out A resident should take out
their garbage. his or her garbage.
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Punctuation and Symbols
Punctuation is just as important as the words you choose to use. Punctuation changes the pace
of reading, offers sentence variety, and most importantly, clarifies meaning.
Ampersand (&)
Use only when part of a formal name: AT&T, Ben & Jerry’s. Not a replacement for “and.”
Exclamation Point (!)
Use sparingly. Overuse defeats the purpose of using them and could make a reader feel like
you are yelling at them. Remember, watch your tone.
Hyphen (-)
The fewer hyphens the better. Hyphens are joiners. Use them to avoid ambiguity or to form
a single idea from two or more words: self-driving car, four-year-old child, small-business owner.
Hyphens should not be used to replace “to” or “through” in times, dates, and years.
Oxford Comma, Serial Comma
The last comma in a list, which goes before conjunctions such as “and” or “or.” Always use.
Correct Incorrect
I love my parents, Beyoncé, and I love my parents, Beyoncé and Michael Bublé.
Michael Bublé. (Reads as if you are the child of two pop stars.)
Period (.)
Use one space after a period. Period.
Semicolon (;)
Best to avoid it. Use a period instead.
Slash (/)
Should never be used as a replacement for “and” or “or.”
Quotation Marks (“ ”)
The period and comma always go within the quotation marks. The dash, semicolon, colon,
question mark, and exclamation point go within the quotation marks when they apply to
the quoted matter only. They go outside when they apply to the whole sentence: Did the dog
bark every time he heard Jim say “I’m bringing dinner”?
Correct Incorrect
“I love Cupertino,” she said. “I love Cupertino, she said.”
“I love Cupertino.” “I love Cupertino”.
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Spelling and Grammar
a, an
Use the article a before consonant sounds: a historic event, a one-year term (sounds as if it
begins with a “w”), a united stand (sounds like “you”).
Use the article an before vowel sounds: an energy crisis, an honorable person (the “h” is silent),
an NBA record, an 1890s celebration.
acronym, initialism
Always spell out the name of an agency or organization on first reference. The name can be
shortened on second reference.
First reference Second Reference
Silicon Valley Clean Energy SVCE
Association of Bay Area Governments ABAG
Valley Transportation Authority VTA
addresses
Always spell out with or without a number: 10300 Torre Avenue, McClellan Road, Stevens
Creek Boulevard. Lowercase and spell out when used with more than one street name: Torre
and Rodrigues avenues.
Always use figures for an address number: 9 Morningside Circle. Spell out and capitalize
First through Ninth when used as street names. Use figures with two letters for 10th and
above: 7 Fifth Avenue, 100 21st Street.
adopt, approve, enact, pass
Amendments, ordinances, resolutions, and rules are adopted or approved.
Bills are passed. Laws are enacted.
a.m., p.m.
Lowercase, with periods, and space after the number. Avoid redundant: 10 a.m. this morning.
Note: when ending a sentence with a.m. or p.m., the period following the “m” also signifies
the end of the sentence.
Spell out “to” or “through” when mentioning a timeframe in a sentence: 8 a.m. to 9:30 a.m.
Use noon to indicate 12 p.m. Use midnight to indicate 12 a.m.
among, between
Between introduces two items, and among introduces more than two: The funds were divided
among the three projects. Project responsibilities will be split between two employees.
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biannual, biennial
Biannual means twice a year and is a synonym for the word semiannual. Biennial means
every two years. Semiannual may be more clear than biannual in some contexts.
bimonthly
Every two months: My bimonthly magazine subscription gives me six issues a year.
Semimonthly means twice a month: Items of Interest is published semimonthly in the first and
third weeks of the month.
biweekly
Every two weeks: We are paid biweekly, 26 times a year.
cancel, canceled, canceling, cancellation
The forms of cancel in American English are typically canceled and canceling. Cancellation is
the usual spelling in American and British English.
city, city of
Capitalize city as part of a proper name: City of Cupertino, New York City.
Lowercase elsewhere: a California city.
Capitalize city on second reference to the City of Cupertino: The City has 200 employees.
Always capitalize Cupertino. Use City of Cupertino and the City in reference to the
government agency. Never use in reference to the community or geographic city: Cupertino
has excellent schools.
city council
Capitalize when part of a proper name, or specifically referring to the City of Cupertino: The
Cupertino City Council. Capitalize on second reference when referring to the Cupertino City
Council: The City Council voted unanimously.
Retain capitalization if the reference is to a specific council but the context does not require
the city name. Lowercase in other uses: the council, a city council. Lowercase for plural
references: the Cupertino, Saratoga, and Sunnyvale city councils.
city hall
Capitalize with the name of a city, or without the name of a city if the reference is specific:
Cupertino City Hall, City Hall. Lowercase plural uses: the Cupertino and Santa Clara city halls.
Lowercase generic uses: You can’t fight city hall.
citywide, countywide
One word. Use lowercase when referring to the larger Cupertino community: A citywide
trend in unemployment rates has emerged. Use uppercase when referring to the City of
Cupertino: The Cupertino City Council approved a new Citywide policy.
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citizen, resident
A citizen is a person who has acquired the full civil rights of a nation or community. To
avoid confusion, use resident, not citizen, in reference to people who live in cities.
commission
Capitalize as a proper name: Planning Commission. Lowercase plural uses: The Parks and
Recreation and Library commissions.
committee
Do not abbreviate. Capitalize when part of a formal name: Audit Committee.
councilmember, commissioner
One word. Upper case when used as a title: Councilmember Catherine Cupertino. Lowercase
when used collectively: Cupertino councilmembers are elected every four years.
county
Capitalize when an integral part of a proper name: Santa Clara County, Alameda County.
Capitalize the full names of county governmental units: the Santa Clara County Board of
Supervisors, the Alameda County Department of Social Services.
Retain capitalization for the name of a county body if the proper noun is not needed in the
context. Lowercase the word county if it is used to distinguish an agency from state or
federal counterparts: the Board of Supervisors, the county Board of Supervisors, the Department of
Social Services, the county Department of Social Services. Lowercase the board, the department,
etc. whenever they stand alone.
dates
Spell out all months. Do not use “th,” “nd,” “st,” or “rd” after a date, e.g., 10th, 22nd.
December 2020 was a cold month.
January 4, 2020 was the coldest day of the year.
July, August, and September make up the first quarter of the fiscal year.
days of the week
Capitalize days of the week and do not abbreviate: The Cupertino City Council meeting will be
held on Tuesday, November 3, 2020.
department, division, office
Capitalize when part of a proper name: The Community Development Department, the GIS
Division, the City Clerk’s Office.
Retain capitalization on second reference to the same department: The Public Works
Department was called out to a fallen tree in the road. The Department responded quickly.
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director
Capitalize when used as a formal title before a name: Carl Cupertino, Director of
Administrative Services. Uppercase on second reference when referring to a specific person:
the Director. Do not capitalize in job descriptions, generic usage, or informal designations: the
directors on the committee.
email
One word. Lowercase with no hyphen.
fiscal year
Spell out for first reference: It is set for Fiscal Year 2020-2021. Use of initials acceptable for
second reference: FY 20-21.
full time, full-time, part time, part-time
Hyphenate when used as an adjective phrase: He was a part-time employee. He works full time.
general plan, general fund
Capitalize only when accompanied by city name or referring to specific title or item: The
Cupertino General Plan was recently updated. The City’s General Fund is threatened by the
recession.
Lowercase for generic use: The general funds of cities support basic services. The state requires
every city to have a general plan.
internet, intranet
Lowercase.
mayor, vice mayor
Upper case when used as a title: Mayor Carla Cupertino, Vice Mayor Cooper Cupertino.
Uppercase on second reference when referring to a specific person: the Mayor. Lowercase
when used in general terms: The West Valley mayors sent a letter to the state.
numbers
Spell out numbers under 10. Use digits for 10 and above. Spell out at the beginning of a
sentence.
The child turned five years old yesterday. Thirty-five people attended the meeting. The street was
flooded with 11 inches of water.
over
It generally refers to spatial relationships: The plane flew over the city.
Avoid using with numerals: The City paid more than $5,000 for the contract service.
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percent, percentage
Use the % sign when paired with a numeral (with no space): 4.7%, 0.3%. Spell out the
percent when used at the beginning of a sentence but try to avoid this construction. Use
percentage when not paired with a number: The percentage of people disagreeing is small.
seasons
Use lowercase for spring, summer, fall, winter and derivatives such as springtime unless
part of a formal name: Summer Winds Nursery, Winter Olympics.
setup, set up
Setup (one word) is a noun: It can take a while to learn the setup of the office's filing system.
Set up (two words) is a verb: The Infrastructure Division will set up the new employee’s
computer. Set-up is not a recognized word in American English and should not be used.
staff
Lowercase and singular: Staff is meeting to set its agenda. In external documents, avoid using
staff and instead use City of Cupertino or a program name: The IT Department is overseeing
updates to the phone system.
web addresses
Web addresses should not include “www” if the link will work without it (always check to
be sure). Always lowercase. Avoid using long and obscure web addresses.
Correct Incorrect
For more information, visit For more information, visit
cupertino.org/lehigh www.cupertino.org/lehigh
To view upcoming meetings, To view upcoming meetings,
visit cupertino.org/calendar visit cupertino.org/visitors/calendar-of-
events
webpage, website
One word. Lowercase.
years
When a phrase refers to a month and day within the current year, do not include the year:
The meeting is scheduled for October 6.
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City of Cupertino
Social Media Policy
Attachments:
Effective Date:
5/12/2020
Responsible Department:
City Manager’s Office
Related Policies & Notes:
Prior versions: 2012
1. Purpose
This Social Media Policy establishes guidelines for the creation and operation of Social Media
Accounts by the City of Cupertino (“City”) to ensure that the public has access to timely, useful,
and important information. The intended purpose of these City Social Media Accounts is to
disseminate information regarding the City’s mission, meetings, current issues, programs,
projects, services, and events.
2. Definitions
“City Social Media Account” means an account on Social Media authorized by the City as
described in this policy.
“Elected/Appointed City Officials” means City Councilmembers and people appointed by the
Council to serve on an advisory body (e.g., commission, committee, task force).
“Post” means the addition of information of any kind (e.g., text, links, photos, videos) to Social
Media.
“Public Comment” means a Post made in connection with a City Social Media Account by anyone
other than an authorized member of City Staff.
“Social Media” means publicly accessible technologies used to publish and/or share information
using the Internet. Examples of Social Media include: Facebook, blogs, OpenGov, YouTube,
Twitter, Linkedln, Instagram, and Nextdoor.
“Staff” means the City Manager and all subordinate employees of the City under his or her
jurisdiction, whether directly or through department directors.
3. Staff Authority
City Staff shall operate City Social Media Accounts and Post items on behalf of the City to Social
Media only as authorized by the City Manager or his/her designee(s), including the
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Communications Officer. The City Manager or his/her designee(s) will maintain a list of all
authorized City Social Media Accounts, including the log-in information and the
staff/department(s) authorized to Post to those accounts.
4. Elected/Appointed City Officials
Elected/Appointed City officials will not Post items on behalf of the City to Social Media. If
Elected/Appointed City officials have their own Social Media accounts, the City recognizes that
they may elect, in their individual capacity, to Post items relevant to City business. In such
situations, the City’s existing rules and practices provide that Elected/Appointed City Officials
shall make clear that they are speaking for themselves, not for the City or for their
elected/appointed body. Elected/Appointed City Officials shall individually ensure they comply
with all applicable laws (e.g., free speech laws, the Brown Act, public records laws, Municipal
Code, etc.). For example, Elected/Appointed City Officials should be careful not to use Social
Media (e.g., “post” “like” “share” “retweet”) in a manner that could constitute an improper serial
meeting or otherwise violate the Brown Act.
5. General Guidelines
City Staff shall follow these general guidelines when Posting items to Social Media and/or
operating the City’s Social Media Accounts:
5.1 The City’s official website (cupertino.org) will remain the City’s primary means of digital
communication. Whenever possible, Posts on City Social Media Accounts should contain
hyperlinks directing users back to the City's official website for in-depth information,
forms, documents or online services necessary to conduct business with the City.
5.2 Limit Posts to dissemination of information about the City (e.g., City-sponsored or City-
endorsed programs, services, and events). Content may include information, photographs,
videos, and hyperlinks.
5.3 Make clear when a Social Media Account is operated by the City. City Social Media
Accounts should include the name of the City and/or its official logo.
5.4 Ensure this Social Media Policy is displayed on all City Social Media Accounts or made
available by hyperlink.
5.5 Posts will supplement, not replace, legally required notices and standard methods of
communication.
5.6 Posts must contain information that is freely available to the public and cannot be
confidential as defined by any City policy or state or federal law.
5.7 Posts may not contain any personal information, except for the names of employees whose
job duties include being available for contact by the public.
5.8 Posts must be professional, respectful, and factual.
5.9 Ensure all necessary permissions have been obtained for Post (e.g., photos).
5.10 Ensure Posts reflect the views of the City. All content is subject to oversight by the City’s
Communications Office.
5.11 Regularly visit and maintain all authorized City Social Media Accounts.
5.12 Promptly close any City Social Media Accounts that are no longer needed/active.
5.13 Comply with usage rules and regulations required by third party providers of City Social
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Media Accounts, including privacy policies.
5.14 Post during normal business hours. After-hours or weekend Posts shall only be made with
approval of the City's Communications Officer or his/her designee.
5.15 Comply with all applicable City policies pertaining to communications and the use of the
internet by employees, including email content.
6. Content Guidelines for Public Comments
The City’s Social Media Accounts are considered limited public forums moderated by City Staff.
Public Comments containing any of the following inappropriate forms of content shall not be
permitted in connection with a City Social Media Account and are subject to removal and/or
restriction by the City:
6.1 Content unrelated to the City
6.2 Violent and/or pornographic content
6.3 Content promoting discrimination on the basis of race, creed, color, age, religion, sexual
orientation, gender, or national origin
6.4 Profane language or content
6.5 Solicitations of commerce, including but not limited to advertising of any business or
product for sale
6.6 Violations of any law and/or promotion of illegal activity
6.7 Content compromising public safety or security
6.8 Content supporting or opposing any political candidate or campaign, including ballot
measures
6.9 Content that violates a legal ownership interest of any other party.
City Staff shall obtain authorization from the City's Communications Officer, who will consult
with the City Manager and City Attorney as appropriate, before removing and/or restricting
Public Comment based on these guidelines. Any Public Comment removed based on these
guidelines shall be retained in a manner consistent with the City's document retention policy.
Any Public Comment posted to a City Social Media Account is the opinion of the commenter. The
presence of that content in connection with a City Social Media Account shall in no way imply
City endorsement of, or agreement with, the content.
7. No Liability/Guarantee
The City operates its Social Media Accounts as a public service to provide information about the
City. The City assumes no liability for any inaccuracies its Social Media Accounts may contain
and does not guarantee its Social Media Accounts will be uninterrupted, permanent, or error-free.
All users of Social Media should review and understand all applicable privacy and other policies,
including those established by third parties. City Social Media Accounts may contain content,
including but not limited to advertisements or hyperlinks, over which the City has no control. The
City does not endorse any hyperlink or advertisement placed on City Social Media Accounts by
anyone other than the City.
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8. Records
City Social Media Accounts are subject to the California Public Records Act. Any content
maintained on a City Social Media Account that is related to City business, including Posts, Public
Comment, and information about subscribers/followers, may be considered a public record and
subject to public disclosure.
9. Policy Revisions & Reserved Rights
This policy may be revised by the City Manager at any time. The City reserves the right to
terminate any City Social Media Account at any time without notice. The City also reserves the
right to implement or remove any functionality of its City Social Media Accounts.
City Manager’s signature: ___________________________________ Date: _______________
5/12/2020
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CITY OF CUPERTINO
Agenda Item
22-11436 Agenda Date: 9/14/2022
Agenda #: 4.
Subject: August 10, 2022 Teen Commission Meeting Minutes
Review and approve the minutes for the August 10, 2022 Teen Commission meeting.
CITY OF CUPERTINO Printed on 9/8/2022Page 1 of 1
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[DRAFT] MINUTES
CUPERTINO TEEN COMMISSION
Wednesday, August 10, 2022
REGULAR TEEN COMMISSION MEETING
CALL TO ORDER
At 6:03 p.m. Chair Zhang called the Teen Commission meeting to order. This was a teleconference
meeting with no physical location.
ROLL CALL
Present: Ding, Naqvi, Qin, Luu, Tarra, Kasamsetty, Zhang, Leung. Absent: Halambi. Staff: Daniel Mestizo. All
commissioners teleconferenced for the meeting.
CEREMONIAL MATTERS & PRESENTATIONS
APPROVAL OF MINUTES
1. Subject: Meeting Minutes for the June 8, 2022 Teen Commission Meeting
Recommended Action: Review and approve minutes for the June 8, 2022 Teen Commission
meeting.
Commissioner Tarra motions to approve minutes with amended changes. Commissioner Ding seconds
motion. The motion carries unanimously. Commissioner Halambi absent for vote.
WRITTEN/ORAL COMMUNICATIONS
OLD BUSINESS
NEW BUSINESS
2. Subject: Santa Clara County Children’s Outdoor Bill of Rights
Recommended Action: Receive a presentation from Santa Clara County on the Children’s
Outdoor Bill of Rights initiative and provide feedback.
Santa Clara County (SCC) staff visited the Teen Commission to share the recently adopted
Children’s Outdoor Bill of Rights. The Children’s Outdoor Bill of Rights and its tenants helps to
address green space inequities and to encourage children of all ages, within Santa Clara County, to
go outside. SCC is asking each city in SCC to adopt the Children’s Outdoor Bill of Rights and
identify two to three actions over the next 18 months to ensure access for all children to engage in
the Bill of Rights’ tenets.
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Cupertino Teen Commission Minutes August 10, 2022
Teen Commissioners asked questions and provided feedback to SCC staff. Commissioners
expressed interest in revisiting the topic and implementation of the Children’s Outdoor Bill of
Rights at a future meeting.
3. Subject: New Term Transition
Recommended Action: Receive update on the 2022-2023 Teen Commission term.
Staff informed the Teen Commission of a transition in Staff Liaison for the 2022-2023 term and
beyond. Recreation Manager Sonya Lee will be the new Staff Liaison for the Teen Commission.
Staff thanked the Teen Commission for their collaboration. Commissioners thanked staff for their
guidance and welcomed Staff Liaison Lee.
STAFF & COMMISSION REPORTS
4. Subject: Update Reports
Recommended Action: Receive update reports from City staff and Teen Commissioners.
Staff Updates
• Staff shared the following updates:
o Summer Movie Series will be held on Fridays from August 5 to August 26.
Commissioner Updates
• Commissioners provided recaps on Mayor Meeting attendances.
FUTURE AGENDA SETTING
The following items were requested to be added to future agendas: Children’s Outdoor Bill of Rights.
ADJOURNMENT
At 6:50 p.m., Chair Zhang adjourned the meeting.
_______________________________
Daniel Mestizo, Staff Liaison
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CITY OF CUPERTINO
Agenda Item
22-11437 Agenda Date: 9/14/2022
Agenda #: 5.
Subject: Memorial Park Specific Plan Presentation
Receive a presentation on Memorial Park Specific Plan from Gates Associates and provide feedback.
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CITY OF CUPERTINO
Agenda Item
22-11435 Agenda Date: 9/14/2022
Agenda #: 6.
Subject: 2022-2023 Chair and Vice Chair Selection
Select a Chair and Vice Chair for the 2022-2023 Teen Commission term.
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CITY OF CUPERTINO
Agenda Item
22-11438 Agenda Date: 9/14/2022
Agenda #: 7.
Subject: Monthly Update Reports
Receive monthly update reports from City Staff and Teen Commissioners.
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