July 25, 2024 - Third and Fourth Quarterly Update for Fiscal Year (FY) 23-25 City Work ProgramCITY COUNCIL INFORMATIONAL MEMORANDUM
Date: July 25, 2024
To: Cupertino City Council
From: Pamela Wu, City Manager
Re: Third and Fourth Quarterly Update for Fiscal Year (FY) 23-25 City Work Program
This report focuses on updates from the third and fourth quarter of the Fiscal Year (FY) 2023-2024
City Work Program from February through June 2024.
On April 4, 2023, the City Council adopted the FY 2023-2025 City Work Program, which included
a total of 24 projects. As part of the City’s budget reduction strategy, the City Council approved
funding for 15 of the 24 projects for FY 2023-2024.
These 15 projects are reflected on the Dashboard and have been organized by department for a
total of 26 projects. Attachment A includes updates for all 26 projects, which can be viewed on
the City Work Program Dashboard at cupertino.org/cityworkprogram.
Below are highlights from notable items:
Council and Commission Governance Reform Package
In March, Council adopted modifications to the Commissioner’s Handbook and made
relevant changes to the Municipal Code and Resolution relating to advisory bodies. These
changes were required to remain consistent with the City Council Procedures Manual
adopted in February 2023 and the revised Ethics Code adopted by the City Council in
November 2023. The Council Procedures Manual was updated in March 2024. Staff is
continuing to work on developing Commissioner criteria, which will be completed later this
year.
Vision Zero
The City Council unanimously adopted the Cupertino Vision Zero Action Plan at the July 9
City Council Meeting. The Vision Zero Action Plan advances to the next level the efforts to
achieve transportation safety improvements by identifying strategies to eliminate all fatal
and serious injury accidents and by setting achievable goals to do so. The Vision Zero
concept is a multi-disciplinary approach that considers roadway design, speeds, behaviors,
2
technology, and policies to enhance safety. This initiative included the successful hosting of
two community meetings, one stakeholder meeting and three Bicycle Pedestrian
Commission (BPC) meetings. Crucial to the success of the Vision Zero Plan is continuous
data collection and analysis that will be performed in collaboration with a Task Force
consisting of a stakeholder group to ensure the goals of the Plan are achieved. Creation of the
Task Force is currently underway.
Public Safety in Both Residential/Commercial Areas:
License Plate Readers
A draft policy, memorandum of understanding, and proposed locations will be
presented to the Public Safety Commission and to the City Council later this year.
City-owned devices will prioritize entry points into the City to maximize the benefit
to all residents. Neighborhood-owned devices will be allowed; however, ongoing
maintenance will be the responsibility of the device owners.
Public Safety in Commercial Areas
The City conducted research on best practices to increase safety in commercial areas.
As retail theft is an increasing issue throughout the region, the City supported the
County Sheriff’s Office in securing a grant for retail theft suppression in commercial
corridors. Launched in January 2024, this initiative aims to bolster local law
enforcement's efforts in preventing and responding to organized retail theft, as well
as motor vehicle and cargo theft. In partnership with the Sheriff’s Office and the
Cupertino Chamber of Commerce, the City held a Retail Theft Webinar on April 25 to
provide businesses with proven techniques and the latest tools to effectively deter
retail theft. The County Sheriff’s Office will continue to implement this program
while grant funding remains available.
Block Leader Program Enhancements
In support of the City Council's initiative to enhance the Block Leader Program, the
City applied for and received a grant of over $222,000 from the California Governor's
Office of CA Volunteers. This funding is for a pilot program focused on emergency
preparedness and resilience. Staff are actively implementing program initiatives to
encourage active participation and new volunteer recruitment with small focus
groups and emergency kit building events in neighborhoods.
Senior Services and Youth Engagement
Staff has developed intergenerational engagement programs and events to facilitate fun and
engaging opportunities across generations. A few highlights are included below. On-going
and new intergenerational events will be offered at the Senior Center at an operational level.
GenConnect
In March, more than 40 local high school students and seniors gathered at the
Cupertino Senior Center to participate in this community-connecting experience.
Attendees enjoyed an origami workshop led by members of the Origami Club at
Homestead High School, followed by other staff-led activities related to proper waste
disposal practices, the City’s Climate Action Plan, and a Yoga and Bollywood dance
demonstration.
3
Disco @ Dusk
In June, more than 120 attendees spent the evening enjoying hip tunes, dancing, and
engaging in various activities. Kona Ice was on-site serving up delicious, shaved ice
and keeping everyone cool.
Techie Teen Assistance
Techie Teens connects tech-savvy teens with seniors in need of technical support. Teen
volunteers support seniors at the Cupertino Senior Center twice a week from June
through August. This program is free to anyone 50+ and offers tech advice and
assistance in stress-free environment. Interested volunteers must apply and complete
an interview process before being selected. All teen volunteers receive community
service hours.
Housing Element
The Revised third Draft Housing Element was conditionally certified by the CA Department
of Housing and Community Development (HCD) in April. Subsequently, the conditionally
certified 2023-2031 Housing Element was adopted by the City Council in May with minor
edits to remove sites from the Priority Housing Sites Inventory at the request of a property
owner. The Housing Element will be fully certified by HCD upon adoption of rezoning of
the Priority Housing Element sites. This was presented to the Planning Commission for its
recommendation on 6/11/2024. City Council adopted the final ordinances related to rezoning
on July 16. The adopted draft and ordinances were submitted to HCD for its final compliance
review.
Lawson Middle School Bikeway
The City Council authorized the Lawson Middle School Bikeway Project in the Fiscal Year
(FY) 22-23 Work Plan. The project consisted of performing data collection, analysis, and
conducting public outreach to determine feasible alternative configurations to provide
student cyclists with a separate, dedicated bike path to access the bike racks at Lawson
Middle School from the neighboring streets. At the July 9, 2024 meeting the City Council
unanimously recommended that staff move forward with implementation of an on-street,
two-way protected bikeway on Vista Drive and Forest Ave adjacent to Lawson Middle
School. For next steps, staff will proceed with design and construction of the bikeway,
anticipated to be completed by Spring 2025.
Analyze Potential Revenue Resources
City staff brought various options for revenue tax measures to City Council and a
recommendation to direct staff to explore the feasibility of one or more tax measure via
opinion research at the December 5, 2023, meeting. Staff was given direction at that meeting
to obtain the business community’s input and return to City Council. Staff returned to City
Council on February 21, 2024, with input from the business community and a
recommendation to forego opinion polling based on changes to the November ballot
landscape. Specifically, Assembly Constitutional Amendment 13 (ACA 13), Assembly
4
Constitutional Amendment 1 (ACA 1), and Taxpayer Protection and Government
Accountability Act (TPA).
Overall, 13 of all 26 projects have been completed this Fiscal Year and two projects are in
progress. The remaining 11 projects were continued into the FY 24-25 City Work Program. The
breakdown is shown in the table below. Refer to Attachment A for additional details and updates
on each project listed below.
Completed In Progress Added to FY 24-25 CWP
• Vision Zero
• Public Safety in Commercial
Areas
• Senior Survey Assessment
• Senior Services and Youth
Engagement
• Dogs off Leash Areas (DOLA)
• DOLA Amenities
• Study Session on City-Owned
Properties
• Housing Element
• Council Governance Reform
Package
• Analyze Potential Revenue
Resources
• Fiscal Procedures and Policies
Handbook
• Budget Audit
• Lawson Middle School
Bikeway
• Cybersecurity Public Education
• Commission
Governance Reform
Package
o To be completed
in October,
update listed
above
• Bicycle Facilities
o To be completed
in June 2025
• Tree List – Community
Development
• Tree List – Public Works
• License Plate Readers
• Strengthen Block
Leaders
• Preserve Existing and
develop new BMR/ELI
Housing
• Whole City Policy
Review
• Fiscal Procedures and
Policies Handbook
• Support for the
unhoused
• Municipal Water System
• 5G Ordinance
• Residential and mixed-
use design standards
Next Steps
July marks the beginning of the second year of the two-year City Work Program. The
updated dashboard will be available in August to include all new projects for the
current fiscal year. The Q1 update for FY 24-25 City Work Program will be available in
the fall. For more information on the City Work Program and to view previous
quarterly updates, please visit cupertino.org/cityworkprogram.
FY 2025-2027 City Work Program
In 2025, Council will have the opportunity to revisit and adopt the next two-year City
Work Program. Staff has begun planning for the next Council Goal Setting Workshop
for the upcoming year. Staff will inform Council of the proposed approach and plan
for the Workshop through an informational memo in the coming weeks.
5
Sustainability Impact
There are no sustainability impacts associated with this update.
Fiscal Impact
To see the budget for each project and the total funds spent on the entire City Work Program,
visit the City Work Program Dashboard.
California Environmental Quality Act
Not applicable.
Prepared by: Astrid Robles, Senior Management Analyst
Reviewed by: Tina Kapoor, Deputy City Manager
Chris Jensen, City Attorney
Approved by: Pamela Wu, City Manager
Attachments:
A – FY 23-24 City Work Program Q3-Q4 Dashboard Printout
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 1/5/23 5/23/23 Research complete 100
1.3 Outreach Complete 3/5/23 3/20/24 Vision Zero website developed and made live in May. Community
outreach meetings completed. Bicycle Pedestrian Commission
outreach completed.
100
1.4 Procurement Complete 10/11/22 12/23/22 A consultant was selected in November and contract has been
executed.
100
1.5 Execution Phase Complete 1/5/23 7/9/24 Council unanimously adopted Vision Zero Policy at the 7/9 City
Council Meeting
100
1.6 Closing Processes Complete 7/9/24 7/9/24 Project Complete 100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
Bicycle Pedestrian
Commission
$100,000.00 $100,000.00 $100,000.00 $0.00 7/11/24 Public Works
V ision Zer o
Develop a Vision Zero Policy and Action Plan. The Plan will guide policies and programs with the goal of eliminating fatalities on
Cupertino roadways. Special emphasis will be placed on routes to, and streets surrounding, Cupertino schools.
Tr anspor tation
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Planning In Progress 1/1/24 7/31/24 Project was on hold until after completion of the Housing Element.
Staff has worked with Public Works on an RFP with hopes to
publish by July 2024.
15
1.3 Execution Phase Future 7/31/24 1/29/25 0
1.4 Closing Processes Future 1/29/25 1/29/25 0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
N/A $50,000.00 $50,000.00 $0.00 $50,000.00 7/2/24 Community
Development
Tr ee List - Community Development
Review and revise development tree list (per Ch. 14.18: Protected Trees) with an emphasis on appropriate trees and native species.
Sustaina bility and Fiscal Str ate g y
Updates
#Task Status Task Start Task End Update % Completed
1.2 Planning Phase Complete 4/30/23 7/30/23 Staff developed a plan to revise the City's street tree list.100
1.3 Procurement Phase In Progress 7/30/23 7/30/24 Staff currently working on RFP with hopes to publish by
July 2024.
30
1.4 Execution Phase Future 7/30/24 1/29/25 0
1.5 Closing Processes Future 1/29/25 3/3/25 0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
N/A $60,000.00 $60,000.00 $0.00 $60,000.00 7/2/24 Public Works
Tr ee List - Public Wor ks
2) Review, revise, and communicate street tree list with an emphasis on appropriate trees and native species. 3) Develop an Urban
Forest program scope and cost for future consideration.
Sustaina bility and Fiscal Str ate g y
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/22 4/1/24 The Santa Clara County Sheriff's Office and the Santa Clara
County Board of Supervisors approved the Automated License
Plate Readers policy in January 2024 that allows data sharing
among law enforcement agencies.
100
1.3 Outreach In Progress 2/1/24 9/30/24 Staff have conducted public meetings with the TICC and Public
Safety Commissions in March 2023. Staff returned to the Public
Safety Commission on 7/11/24 for a final recommendation. Policy,
MOU, and deployment model, to be presented to Council on
9/4/24.
80
1.4 Procurement In Progress 5/1/24 9/30/24 Execute an agreement to purchase cameras.50
1.5 Execution Phase Future 9/30/24 12/30/24 Install 15 cameras throughout Cupertino.0
1.6 Closing Processes Future 12/30/24 6/30/25 Staff will continue to monitor data as project continues.0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
Public Safety Commission $60,000.00 $60,000.00 $0.00 $60,000.00 6/26/24 City Manager's
Office
License Plate Reader s
Deploy city-owned license plate readers and implement policies to allow neighborhood-owned ones.
Quality of Life
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/23 1/31/24 Staff secured a grant opportunity with CA Volunteers to support
expansion of the Block Leader program. Staff researched and
submitted a proposal with best practices to encourage
engagement with Block Leaders, which is modeled from the City
of Saratoga.
100
1.3 Planning Phase Complete 7/1/23 6/1/24 Staff have developed a framework to engage with community
members and encourge recruitment of the Block Leader
Program. Staff have scheduled bi-monthly focus groups to
engage volunteers and community members.
100
1.4 Execution Phase In Progress 11/30/23 9/30/24 Staff launched new community engagement programs such as
Block Leader organized Personal and Family Preparedness
classes and Block Party grants. The CA Volunteers grant was
extended to September 30, 2024.
80
1.5 Closing Processes Future 10/1/24 10/30/24 Close out pending completion of execution phase.0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
Public Safety Commission $10,000.00 $10,000.00 $0.00 $10,000.00 6/26/24 City Manager's
Office
Public Safety - Block Leader and Neighborhood Watch
Strengthen Block Leader/Neighborhood Watch programs to ensure the leaders are active and expand the coverage of active
neighborhoods.
Quality of Life
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 10/1/23 1/31/24 Research Phase Complete. The City supported the Sheriff's Office
in securing a grant for retail theft suppression in commerical
corridors.
100
1.3 Execution Phase Complete 1/1/24 2/29/24 The retail theft suppression program launched operations in
January 2024 through coordination with Santa Clara County
Sheriff's Office
100
1.4 Outreach Phase Complete 3/1/24 4/30/24 Education and outreach to promote the program launched in April
2024, in partnership with the Sheriff's Office and Cupertino
Chamber of Commerce. A retail theft webinar was held on 4/25.
The recording is available on the City's YouTube channel.
100
1.5 Closing Processes Complete 5/1/24 6/30/24 The County Sheriff's Office as the lead agency will continue to
implement this program while grant funding remains available.
100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
Public Safety Commission $0.00 $0.00 $0.00 $0.00 7/2/24 City Manager's
Office
Public Safety in Commer cial Ar eas
Explore best practices to deter crime in commercial areas and bring options to Council.
Quality of Life
Updates
#Task Status Task Start Task End Update % Completed
1.2 Planning Phase Complete 7/1/23 4/30/24 Develop a preliminary plan to report senior needs from the survey
results and post on City webpage
100
1.3 Closing Processes Complete 4/1/24 6/30/24 Address identified priorities and perform ongoing assessment of
existing resources to Seniors
100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
Teen Commission $0.00 $0.00 $0.00 $0.00 6/25/24 Parks and Recreation
Senior Sur vey Assessment
Assess Survey results and develop a plan to increase awareness of programs and services for seniors based on gaps identified by the
survey.
Public Enga gement and Tr anspar ency
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Outreach Complete 11/27/23 2/29/24 Outreach to youth volunteer groups and the school district
regarding volunteer work
100
1.3 Planning Phase Complete 10/1/23 6/30/24 Staff carried out program logistics and prepare for events 100
1.4 Advertising Complete 10/1/23 6/21/24 Information about intergenerational events posted on City
website, social media, schools, on the City's
Winter/Spring/Summer Recreation Guidesn and promoted
through applicable Commissions and groups
100
1.5 Execution Phase Complete 10/20/23 6/30/24 Staff prepared and held intergenerational events 100
1.6 Closing Processes Complete 6/1/24 6/30/24 Offer on-going programs at the Senior Center as part of
Operations
100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
Teen Commission $20,000.00 $20,000.00 $1,942.39 $18,057.61 6/25/24 Parks and Recreation
Senior Ser vices and Youth Enga gement
Connect seniors with youth and their families with inclusive activities
Public Enga gement and Tr anspar ency
Updates
#Task Status Task Start Task End Update % Completed
1.2 Planning Phase Complete 7/1/23 2/1/24 Met with DOLA groups to discuss transition of trial programs and
continue researching similar programs
100
1.3 Execution Phase Complete 3/1/24 5/30/24 Followed up with DOLA groups and continue working on
operational standardized process
100
1.4 Closing Processes Complete 6/3/24 6/30/24 Parks and Recreation will continue DOLA programming in house 100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
Parks and Recreation
Commission
$5,000.00 $5,000.00 $789.90 $4,210.10 6/28/24 Parks and
Recreation
Dogs Of f Leash Ar ea (DOLA)
Transition successful trial DOLA programs to permanent programs with a staff level permitting process housed in Parks and Rec.
Quality of Life
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/23 12/31/23 Reviewed list of requests from DOLA groups 100
1.3 Planning Phase Complete 1/1/24 3/1/24 Assessed options and determined which improvements to prioritize 100
1.4 Execution Phase Complete 2/1/24 5/28/24 Procured and installed benches at the Linda Vista and Jollyman
DOLA locations
100
1.5 Closing Phase Complete 2/1/24 6/30/24 Improvements for DOLA amenities identified and procured 100
Details
Commission Estimated
Budget
Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last
Updated
Lead Department
Parks and Rec Commission $200,000.00 $200,000.00 $7,666.08 $192,333.92 6/28/24 Parks and Recreation
DOLA Amenities
Amenities for DOLA programs in City parks, e.g., water facilities for dogs, fencing, benches, etc.
Quality of Life
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/19 10/30/19 Researched need for ELI developmentally disabled housing and
moderate income housing and determined possible City locations.
100
1.3 Planning Phase Complete 7/1/21 8/16/22 Scoped affordable housing project with non-profits/developers and
worked with Public Works to determine feasibility of project on City
sites. Had Council study session March 15. RFP was released in
August .
100
1.4 Outreach Complete 10/1/21 8/16/22 Marketed City's capital housing funds for development of
affordable housing.
100
1.5 Procurement Complete 2/9/21 1/31/23 Evaluated Notice of Financial Assistance (NOFA) applications.
One responses to the RFP was received in October and staff is
evaluating next steps in the execution phase.
100
1.6 Execution Phase In Progress 1/31/23 12/30/24 City Council selected developer through approval of an ENA for
the Mary Avenue Site in February. Next steps include approve
time sheet and enter into Disposition and Development Agreement
early Winter 2024.
25
1.7 Closing Processes Future 1/30/25 1/30/25 Will present final DDA to Council at the end of 2024. Construction
will commence.
0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
Planning Commission $250,000.00 $250,000.00 $14,703.62 $235,296.38 7/2/24 Community
Development
Pr eser ve existing and develop new BMR/ELI Housing
Explore opportunities to preserve existing expiring BMR housing. Develop ELI (Extremely Low Income) and BMR housing units for
Developmentally disabled individuals (IDD) on City-Owned property as well as the County-owned sites.
Housing
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/23 3/30/24 Research on all properties is complete.100
1.4 Outreach Complete 7/1/23 12/30/24 Staff took options for City Hall (Oct 17) and Byrne (July 6) to the
City Council. The study session on all City properties was taken
to the City Council on March 19, 2024.
100
1.3 Procurement Complete 8/14/23 5/30/24 Byrne Ave approved for sale by Council at the 6/18 City Council
Meeting
100
1.5 Closing Processes Complete 4/29/24 5/31/24 Staff will bring other projects related to this item for Council
consideration as needed.
100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
N/A $90,000.00 $90,000.00 $0.00 $90,000.00 7/2/24 City Manager's Office
Study Session on City-Owned Pr oper ties
Inventory and assess existing facilities and prepare a long-range planning report for three City-owned properties (Blesch, Byrne, and
Stocklemeir).
Sustaina bility and Fiscal Str ate g y
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Outreach Complete 5/19/20 4/25/24 Conducted 34 study sessions/public hearings with Housing
Commission/Planning Commission/City Council/CEP-Strategic
Advisory Committee as of April 2024. In addition, the City held 9
Community Meetings/Workshops/Focus Group meetings on
AFFH and Rezoning.
100
1.3 Procurement Complete 3/2/21 3/1/23 First consultant complete. Second consultant brought on board
March 2023 and continues to be lead consultant.
100
1.4 Execution Phase Complete 4/30/21 7/16/24 Housing Element adopted 5/14/24. First reading of Rezoning
ordinance on 7/2/24. Second reading went to Council 7/16/24.
100
1.5 Closing Processes Complete 7/16/24 8/30/24 Adopted Housing Element and rezoning submitted to HCD for
final certification in July 2024
100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
Planning Commission $1,905,570.31 $1,905,570.31 $673,621.68 $574,174.76 7/23/24 Community
Development
Housing Element Update
Review preliminary RHNA numbers. Look at strategies for RHNA compliance including evaluating sites for potential upzoning, and
jobs-housing ratio and statistics. Identify Priority Housing sites, update Housing Element and complete rezoning by Sept. 2023.
Housing
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/23 6/30/24 Staff researched and drafted revised Ethics Policy 100
1.3 Execution Phase Complete 7/1/23 11/30/23 The City Attorney's Office and consultant presented a report on the
investigation of violations to the City Council on September 19 and
solicited Council input on revisions to the Ethics Policy. Revised
Ethics Policy presented to Council on November 7.
100
1.4 Closing Processes Complete 11/30/23 6/30/24 Project Complete 100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
N/A $25,000.00 $25,000.00 $25,000.00 $0.00 11/8/23 City Manager's Office
Council Gover nance Refor m Packa ge
1. Revised Ethics Policy consistent with City response to the Civil Grand Jury Report authorized on 2/21/2023 2. Investigate and report
back on incidents of violations of the Municipal Code and Ethics Policy relative to the Council-staff relationship cited in the Civil Grand
Jury Report
Public Enga gement and Tr anspar ency
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/23 3/30/24 Staff researched commission info from other cities.100
1.3 Outreach In Progress 3/5/24 8/30/24 Staff will be reaching out to commissions for input on Criteria.30
1.4 Execution Phase Complete 2/1/24 5/30/24 Staff presented this item to the City Council at the 3/5 City Council
meeting.
100
1.5 Closing Processes Future 9/1/24 10/1/24 Project will be completed once Criteria has been established 0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
N/A $0.00 $0.00 $0.00 $0.00 7/2/24 City Manager's Office
Commission Gover nance Refor m Packa ge
1. Revised Commissioner ’s Handbook to align it with Council Procedures Manual 2. Investigate & report back on incidents of violations
of the Muni Code re: the Commission-Staff relationship 3. Realignment of Commissioner terms of office 4. Establishment/revision of
commissioner qualifications
Public Enga gement and Tr anspar ency
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research In Progress 11/1/23 7/31/24 Gather and submit policies to the City's internal auditor, Moss
Adams, for review. The auditor will issue a report with
recommendations.
90
1.3 Execution Phase In Progress 4/1/24 9/16/24 Staff will review internal auditor report on Whole City Policy
inventory with Audit Committee Summer 2024. Staff will bring
this item to Council in September 2024.
75
1.4 Closing Processes Future 9/16/24 9/16/24 Whole City Policy Review will be finalized and compiled.0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
N/A $10,000.00 $10,000.00 $10,000.00 $0.00 7/23/24 Administrative Services
W hole City Policy Review
Repeat the 2013 process of compiling and reviewing all City Policies including 1) Administrative and 2) Council policies and provide
recommendations/updates, e.g. Green Purchasing, Property Acquisition
Public Enga gement and Tr anspar ency
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/22 5/15/23 Staff looked into consultants used by other cities 100
1.3 Procurement Complete 5/15/23 7/11/23 City contracted with UFI to analyze potential tax measures and
revenue generation.
100
1.4 Execution Phase Complete 6/1/23 2/21/24 Report on potential revenue tax measures was taken to Council in
February 2024.
100
1.5 Closing Processes Complete 1/30/24 2/21/24 Council voted to not conduct a survey. Project Complete.100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
N/A $50,000.00 $50,000.00 $0.00 $50,000.00 2/29/24 Administrative Services
Anal yze Potential Revenue Resour ces
Analyze potential revenue measures, such as transient occupancy tax, sales tax, property tax, and utility users tax, to address possible
future financing challenges.
Sustaina bility and Fiscal Str ate g y
Updates
#Task Status Task Start Task End Update % Completed
1.2 Procurement Complete 7/1/23 7/18/23 City has partnered with Santa Clara County and West Valley
Community Services in order to provide support for the Unhoused.
100
1.3 Execution Phase In Progress 7/18/23 9/30/24 Project is currently underway to assist Unhoused residents in
Cupertino with their food needs, as well as with their vehicle needs,
in partnership with Santa Clara County and West Valley
Community Services. The agreement with WVCS was extended
until 9/30.
75
1.4 Closing Processes Future 9/30/24 9/30/24 0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last
Updated
Lead Department
Housing Commission $50,000.00 $50,000.00 $50,000.00 $0.00 7/2/24 Community Development
Suppor t for the Unhoused
Collaborate and fund jointly with West Valley efforts to address regional needs and find workable support for the Unhoused.
Housing
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/23 8/30/23 Staff reviewed Moss Adams' observations and recommendations
identified in the fiscal policy inventory gap analysis report.
100
1.3 Execution Phase Complete 9/1/23 4/30/24 All high-risk policies identified in the fiscal policy inventory gap
analysis report by the City's internal auditor have been revised and
adopted. Staff will continue to finalize edits to existing policies
identified as medium to low risk.
100
1.4 Closing Processes Complete 6/30/24 6/30/24 Project is complete.100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last
Updated
Lead Department
N/A $45,000.00 $45,000.00 $45,000.00 $0.00 7/2/24 Administrative Services
Fiscal Pr ocedur es and Policies Handbook
Develop the handbook to ensure standardization of accounting, budget, investment, procurement policies, procedures, rules and
regulations.
Sustaina bility and Fiscal Str ate g y
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 10/1/22 12/1/22 Research performed by internal auditor Moss Adams 100
1.3 Execution Phase Complete 12/1/22 3/21/23 Audit results brought to the City Council on March 21, 2023 100
1.4 Closing Processes Complete 3/21/23 3/21/23 Project Complete 100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last Updated Lead Department
N/A $15,000.00 $15,000.00 $15,000.00 $0.00 11/8/23 Administrative
Services
Budget Audit
Audit the Budget and Budget Policies.
Sustaina bility and Fiscal Str ate g y
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 11/10/22 2/9/23 Collected data and meeting with school staff 100
1.3 Outreach Complete 11/10/22 5/17/23 Held a total of three community meetings and presented to the Bike
Ped Commission in May.
100
1.4 Planning Phase Complete 1/19/23 5/17/23 Developed alternatives 100
1.5 Design Phase Complete 5/17/23 7/19/23 Finalized memo summarizing alternative development process 100
1.6 Closing Processes Complete 7/19/23 7/9/24 Ordinance was approved by Council on 7/9/24. Project Complete.100
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last
Updated
Lead Department
Bicycle Pedestrian Commission $40,000.00 $40,000.00 $40,000.00 $0.00 7/24/24 Public Works
Lawson Mid dle School Bikeway FY 23
Retain consultant to prepare feasibility study which will evaluate alternatives that provide a separated bike path for students riding to
Lawson Middle School. Feasibility cost will be $40,000.
Tr anspor tation
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 11/2/20 3/1/22 Researched Legal and other requirements if system is leased, sold
or City Operated in the future.
100
1.3 Planning Phase In Progress 9/21/21 9/30/24 Original RFP issued on 12/14/21. RFP process was cancelled on
3/3/22 and then re-issued in July 2023. Staff is preparing to present
the proposal to the City Council in July 2024.
99
1.4 Closing Processes Future 8/6/24 9/30/24 Project to be completed after Council consideration in July.0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last
Updated
Lead Department
N/A $181,500.00 $181,500.00 $168,498.00 $13,002.00 7/11/24 Public Works
Municipal Water System FY 23
To analyze and recommend options for the continued operation of the system currently and at the end of lease with San Jose Water
Company in November 2022.
Sustaina bility and Fiscal Str ate g y
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 10/5/22 2/15/23 Research bike rack and installation requirements 100
1.3 Outreach In Progress 10/19/22 10/16/24 Gathering feedback and recommendations from commissions 60
1.4 Planning Phase In Progress 9/4/23 10/31/24 BPC Subcommittee and Rotary performing outreach with private
businesses to allow bike rack installation on private property.
28
1.5 Execution Phase Future 7/31/24 9/30/24 Purchase and install bike racks 0
1.6 Closing Processes Future 6/30/25 6/30/25 Project will be complete once bike racks are installed.0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last
Updated
Lead Department
Bicycle Pedestrian
Commission
$50,000.00 $50,000.00 $0.00 $50,000.00 7/7/24 Public Works
Bicycle Facilities FY 23
Increase the inventory of bicycle facilities and amenities, such as bike racks, citywide.
Tr anspor tation
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/22 9/30/22 Researched 5G ordinance regulations in other cities.100
1.3 Planning Phase In Progress 4/1/23 10/1/24 Staff is finalizing a municipal code update based on input from
City Council at the 12/6/22 CC meeting. This update will govern
the installation of wireless small cell facilities within the Public
Right of Way. This will go to Council by Fall 2024.
80
1.4 Closing Processes Future 11/1/24 12/17/24 0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last
Updated
Lead Department
N/A $0.00 $0.00 $0.00 $0.00 7/2/24 Public Works
5G Or dinance FY 23
Adopt regulations based on aesthetics.
Quality of Life
Updates
#Task Status Task Start Task End Update % Completed
1.3 Outreach In Progress 7/1/24 12/31/24 Staff will be conducting outreach after project kickoff.0
1.2 Procurement Complete 10/9/20 4/30/24 RFP sent out in Oct 2020. Proposals evaluated and RRM Design
Group was selected for this project, but was put on hold in
October 2023. RRM Design Group contract terminated in late
2023. Council approved a new agreement with Placeworks in
April 2024.
100
1.4 Execution Phase In Progress 5/15/24 12/31/24 Project completion expected December 2024.0
1.5 Closing Processes Future 12/1/24 10/30/25 Complete project 0
Details
Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last
Updated
Lead Department
Planning Commission $240,000.00 $240,000.00 $50,274.00 $189,726.00 6/24/24 Community
Development
Residential and Mixed Use Residential Design Standar ds FY 23
Create objective design standards for residential and mixed-use residential projects, including ensuring adequate buffers from
neighboring low-density residential development.
Quality of Life
Updates
#Task Status Task Start Task End Update % Completed
1.2 Research Complete 8/3/22 3/1/23 TIC Subcommitte established. Peformed research on event type
and possbile speakers
100
1.3 Outreach Complete 3/2/23 6/7/23 A community event aimed to provide cybersecurity education
through panel presentations and high school student science fair.
100
1.4 Execution Phase Complete 6/21/23 9/16/23 Complete. Event was held on Sept 16 at Community Hall with
roughly 50 attendees.
100
1.5 Closing Processes Complete 9/18/23 9/22/23 Project Complete 100
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last
Updated
Lead Department
Small Technology
Information and
Communications
Commission
$7,500.00 $7,500.00 $1,314.29 $6,185.71 11/8/23 Innovation
Technology
Cyber security Public Education FY 23
Provide education on cybersecurity to City residents, guests and businesses.
Public Enga gement and Tr anspar ency