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CC 09-17-2024 Item 9 Future Agenda Items_Desk ItemCC 09-17-2024 Item No. 9 Future agenda items requested by City Councilmembers Desk Item 1 CITY COUNCIL STAFF REPORT DESK ITEM Meeting: September 17, 2024 Agenda Item #9 Subject Future agenda items requested by City Councilmembers (“TBD List”) Recommended Action Review the TBD list and modify the list as recommended below Background: Councilmember Chao added an item for the TBD list which was later seconded by Councilmember Moore via email on September 16. The item is as follows: “Council to consider giving direction to allow council members to forward questions from residents without having to rephrase every question by the Councilmember.” The TBD list has been updated to include this item. The updated TBD list is attached here. Attachments Provided with Original Staff Report: A. TBD List Additional Attachments Provided with Desk Item: B. Amended TBD List Attachment A – To Be Determined (TBD) List as of September 2024 # Requested Item Requestor/ Seconder Date Requested Recommendation 1 Review the City’s financial policy and best practices Requestor: Moore Seconder: Chao Retained from June per Council direction At 3/19/24 and 5/14/24 Council meetings Recommend removing this item. Staff provided an informational memorandum on August 29, which referenced a supplemental memo (Attachment B) from Chandler Asset Management where consultant recommended no changes to the City’s investment policy are recommended at this time. A review of the City’s Financial policies and best practices will be presented to the Council in Fall as part of Moss Adams Audit Validation Process. 2 Study session on banning artificial turf given the environmental concerns Requestor: Moore Seconder: Chao Retained from June per Council direction At 3/19/24 Council meeting Recommend removing this item. Staff provided an informational memorandum to Council on artificial turf on August 29. Recent developments from the City of Sunnyvale and Santa Clara County found that more studies are needed before a decision can be made on this topic. Staff will continue to monitor and provide updates as necessary. 3 A future agenda item to consider a community meeting requirement for any project requiring a general plan amendment, so when it comes to the Planning Commission or City Council, Requestor: Chao Seconder: Wei At 7/2/24 Council meeting Recommend removing this item. Staff recommends Council proposes this item as a future City Work Program item. Attachment A – To Be Determined (TBD) List as of September 2024 # Requested Item Requestor/ Seconder Date Requested Recommendation there is community input on the amendment. 4 Report to Council a cost comparison of leasing vs. buying office property in Cupertino for a lease length of time of 2 years (in the event that plans for remodel and retrofit are drawn up and executed, staff leases an unremodeled building for 2 years and returns) or 7 years (in the event that a purchased office building requires $5M in remodel costs which takes one year to complete, and City Hall relocates to it for 6 years, sells the building in a flat office market and returns). Both of these scenarios would assume City Hall is remodeled at $27M. Requestor: Moore Seconder: Chao 6/28/24 added by email A study session for this item is tentatively scheduled to come to Council in October 2024. Afterwards, this item will be removed from the TBD list. 5 Draft a policy regarding disclosure to the public of remodeling costs of buildings the Council is considering purchase of in open session. This policy would ensure that the public will not be Requestor: Moore Seconder: Chao 6/28/24 added by email A study session for this item is tentatively scheduled to come to Council in October 2024. Afterwards, this item will be removed from the TBD list. Attachment A – To Be Determined (TBD) List as of September 2024 # Requested Item Requestor/ Seconder Date Requested Recommendation surprised to find a negotiated arrangement to provide a Council-designated property negotiator more than the delegation of authority to negotiate the cost of the property (meaning Council shall not negotiate remodeling costs or process of determining remodeling amounts in closed session). 6 Action Item/Study Session with information/proposal on the need for an interim city hall for 6-7 years, rather than one year during the renovation/construction of the current city hall and any update on the private-public partnership that led to such proposal. Requestor: Chao Seconder: Moore 7/1/24 added by email A study session for this item is tentatively scheduled to come to Council in October 2024. Afterwards, this item will be removed from the TBD list. 7 Discuss and give direction on the "wisdom of purchase" versus leasing of any property as an interim city hall, based on prior council motions for city hall renovation/rebuild, to include the duration of the use of the interim city hall, an estimate Requestor: Chao Seconder: Moore 7/9/24 added by email A study session for this item is tentatively scheduled to come to Council in October 2024. Afterwards, this item will be removed from the TBD list. Attachment A – To Be Determined (TBD) List as of September 2024 # Requested Item Requestor/ Seconder Date Requested Recommendation of leasing/purchasing prices and estimated remodeling/earthquake retrofit costs in general terms as permitted in an open session, before any offer is made on any property. The agenda item on June 18 Council meeting to authorize the city managers as a negotiator, only listed the property address, but not the "wisdom of the purchase". 8 Consider updating the City policy on homeless encampments in light of the U.S. Supreme Court ruling: Grants Pass v. Johnson. Requestor: Wei Seconder: Moore At 7/16/24 Council meeting A study session for this item is tentatively scheduled to come to Council in October 2024. Afterwards, this item will be removed from the TBD list. 9 Consider a policy to provide access to documents made available for closed sessions ahead of time with proper security measures. Accordingly, Councilmembers can read the materials before and after a closed session. Requestor: Chao Seconder: Moore At 7/16/24 Council meeting Recommend removing this item. No further action recommended. The City Attorney and/or City Manager have discretion to distribute confidential information in a manner deemed to be appropriate, given the sensitivity of the information and the nature of the agenda item. Attachment A – To Be Determined (TBD) List as of September 2024 # Requested Item Requestor/ Seconder Date Requested Recommendation 10 Consider the City Clerk being appointed by and reporting to the City Council. Requestor: Moore Seconder: Chao At 7/16/24 Council meeting Recommend removing this item. Research shows that 85% of City Clerk’s in municipalities in San Mateo and Santa Clara Counties are appointed by the City Manager. 11 Consider the Farmers Market on Sundays as a community amenity for Cupertino on either Torre Avenue or other locations in the City. Requestor: Chao Seconder: Moore At 7/16/24 Council meeting Recommend removing this item. Staff provided an informational memo on June 27 outlining the cost and other impacts this would have on the City. 12 An agenda item at a Council Meeting with a presentation and ability to ask questions to the Historical Society about how they are utilizing the $40k funding and about what programs they are providing. Requestor: Chao Seconder: Moore At 9/4/24 Council meeting Recommend removing this item. Council has delegated this authority to the Parks and Recreation Commission. The Council approved contract states that the Cupertino Historical Society must: 1. Submit annual grant funding report as stated in Section 7 - Grant Report. 2. Present an annual report of fundraising activities, current work plan achievements, and future work plan items and projects to the Parks and Recreation Commission. 13 An item to discuss the investment policy and quarterly treasurers report where we also invite the entire audit committee to attend. Requestor: Chao Seconder: Moore At 9/4/24 Council meeting Recommend removing this item. The investment policies are already regularly agendized for both Audit Committee and City Council in the fall for OPEB/Pension and in the spring for all other City investments. In addition, an Audit Committee member is Attachment A – To Be Determined (TBD) List as of September 2024 # Requested Item Requestor/ Seconder Date Requested Recommendation required to be present for any Audit related items on the City Council agenda. This provides City Council the opportunity to ask questions of the audit committee representative as this meeting. 14 Consider increasing radius notifications from 300 feet to 500 feet and adding notifications to affected neighborhoods for general plan amendments and rezoning ordinances Requestor: Chao Seconder: Moore At 9/4/24 Council meeting Recommend removing this item. Recommend adding this as a future City Work Program item. This item has been considered and was removed by Council at the November 7, 2023, meeting with a 3-2 vote. At that meeting the staff recommendation was to remove this item due to budget constraints and staff limitations. 15 Consider giving direction to allow council members to forward questions from residents without having to rephrase every question by the Councilmember. Requestor: Chao Seconder: Moore 9/17/24 added by email Recommend removing this item. This request is inconsistent with the intent of the procedures outlined in the Council Procedures Manual.