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CC 03-03-2025 FY 2025-2027 City Work Program Prioritization and Goal Setting Workshop_PresentationCity Council Priority Setting Workshop MONDAY, MARCH 3, 2025 | 5 P.M. Tina Kapoor, Deputy City Manager — PRESENTER & FACILITATOR — CUPERTINO CITY COUNCIL Kitty Moore VICE MAYOR Liang Chao MAYOR Sheila Mohan COUNCILMEMBER J.R. Fruen COUNCILMEMBER R “Ray” Wang COUNCILMEMBER ROLE OF CITY COUNCIL The City Council serves as the policy-making body for the City of Cupertino. Elected by the community, the Council is responsible for setting the City's vision, priorities, and policies to ensure the well-being and prosperity of residents and businesses. KICK OFF WORKSHOP Wrap-Up and Next StepsReview City Work Program Prioritization SECTION 1: Workshop Agenda 1 2 3 4 5 6 Develop A Strategic Vision (Discuss) SECTION 2:SECTION 3: Rank New Council Priorities (Break) SECTION 4: Narrow Top Projects List (Discuss) LET’S KICK OFF! Effective Council/Manager Form Of Government “WHAT”“HOW” “WHAT”“HOW” “WHAT”“HOW” BOUNDARIES ARE IMPORTANT THINGS TO PONDER: Not To Be Taken For Granted The Work Of City Council Is Not Easy! What Can Get In The Way Aim To Maximize Why Is It Important To The City Manager? Best Practices BEST PRACTICES: (FOR COUNCIL AND MANAGER) Understand/Respect Council/Manager Form of Government Appreciate “Community Perspective” & “Professional/Technical Expertise” Having Policy Direction is Critical Tolerate Organizational Imperfections (Mistakes!) Establish Clear Communication Trust Above All Take Your Role Seriously, But Not Yourself Today’s Exercise is a Perfect Example of TEAMWORK between Council and staff Kick off Workshop Wrap-Up and Next StepsREVIEW CITY WORK PROGRAM PRIORITIZATION SECTION 1: Workshop Agenda 1 2 3 4 5 6 Develop A Strategic Vision (Discuss) SECTION 2:SECTION 3: Rank New Council Priorities (Break) SECTION 4: Narrow Top Projects List (Discuss) APPROACH &TIMELINE Council Goal Setting and CWP Workshop Prep JAN 2025 Council and Community Engagement DEC 2024 City Work Program Updates JUL - OCT 2024 MAR 2025 To the Workshop! MAR - JUN 2025 City Work Program and Budget Adoption To ensure a thorough and thoughtful prioritization and adoption process, staff has designed a comprehensive approach City Work Program Context For Priorities Council Priorities The Foundation: Effective Day -To-Day Operations Major Projects Underway + Other Mandates Time Allocation of Management Staff MANAGEMENT OF STAFF TIME Day-to-Day Management of Municipal Services Unforeseen Challenges City Work Program •Realistic goals with a focus on most important priorities •Creation of and agreement on process •Understanding limited organizational capacity •Ensuring accountability on implementing council prioritiesI N G R E D I E N T S F O R A SUCCESSFUL CWP Celebrating Accomplishments WORK PROGRAM ITEMS FROM FY 23 -25 Vision Zero Cybersecurity Education License Plate Readers Intergenerational Engagement Commission Governance Reform Package Public Safety Commercial Corridors Kick off Workshop Wrap-Up and Next StepsDEVELOP A STRATEGIC VISION (DISCUSS) SECTION 2: Review City Work Program Prioritization SECTION 1: Workshop Agenda 1 2 3 4 5 6 SECTION 3: Rank New Council Priorities (Break) SECTION 4: Narrow Top Projects List (Discuss) STRATEGIC VISION D E V E L O P I N G A Council Priorities The Foundation: Effective Day -To-Day Operations Major Projects Underway + Other Mandates CITY COUNCIL GOALS PUBLIC ENGAGEMENT & TRANSPARENCY Creating and maintaining key conversations and interactions with the Cupertino community. •Improving Traffic Flow and Alleviating Congestion TRANSPORTATION Providing access to an efficient, safe multi-modal transportation system for our community, and advocating for effective, equitable mass transit in the greater region. HOUSING Contributing meaningfully and in a balanced manner to the housing inventory in support of our community needs, including affordable housing (from extremely low-income to moderate-income level housing) and addressing homelessness. •Air Quality and Noise •Public Safety •Recreation •Access to Goods and Services QUALITY OF LIFE Furthering the health and well-being of all Cupertino community members. SUSTAINABILITY & FISCAL STRATEGY Continuing Cupertino’s commitment to building a sustainable and resilient community for future generations. FIVE COUNCIL GOALS Public Engagement and TransparencyCOUN CIL GOAL Active Transportation Plan Transparency for Commisison Meetings Environmental Hazards Strategies to Enhance Sales Tax Revenue Leadership Academy City Properties: Planning for Optimal Use (Formerly City Properties 2.0) Heart of the City Specific Plan Update Enhance Art In -Lieu Fee Policy for Better Engagement Unhoused Policies (Formerly Support for the Unhoused 2.0) Water Conservation Policies (Replaces City Water Conservation / Turf Conversion) Night Time Safety Awareness Enhance Notification Methods for Development Projects and General Plan Amendments General Plan Community Meetings Lehigh Quarry Tree Planting (Replaces Tree List 2.0) Public Engagement Strategy and Policies in Support of Planning Initiatives PROPOSED PROJECTS TransportationCOUN CIL GOAL Heart of the City Specific Plan Update Night Time Safety Awareness SV Hopper Feasibility Bus Stop Inventory Bicycle Facilities Active Transportation Plan Adopt LOS and Improve TDM Accountability PROPOSED PROJECTS PROPOSED PROJECTS Quality of LifeCOUN CIL GOAL Bus Stop Inventory Enhance Senior Services Heart of the City Specific Plan Update Adopt LOS and Improve TDM Accountability Commercial Diversification Plan Blackberry Farms Pool and Picnic Area - CEQA Review Enhance Art In-Lieu Fee Policy for Better Engagement Financial, Investment, and Cashflow Policy Review (TBD item) Ad Hoc Senior Commission 5G Ordinance Bicycle Facilities Defensible Impact Fee Nexus Study for Traffic Impact Fee, Retail Impact Fee, BMR Impact Fee City Properties: Planning for Optimal Use(Formerly City Properties 2.0) Active Transportation Plan Business Revitalization Environmental Hazards Independence Day Celebration Enhancement Reduce the Scope of Memorial Park Plan to under $40M Urban Forest 10-Year Plan Night Time Safety Awareness SV Hopper Feasibility Public Safety - Block Leader and Neighborhood Watch Unhoused Policies (Formerly Support for the Unhoused 2.0) Work Program Process Memorial Park Renovation License Plate Readers Permit Streamlining and Simplification for Small Home Upgrades Tree Planting (Replaces Tree List 2.0) Small Business Revitalization Plan Major Thoroughfare Congestion Study and Road Improvements SFH Permitting Review Process Urban Forest Program Sustainability and Fiscal StrategyCOUN CIL GOAL Bus Stop Inventory Heart of the City Specific Plan Update Permit Streamlining and Simplificationfor Small Home Upgrades City Properties: Planning for Optimal Use(Formerly City Properties 2.0) Enhance Senior Services Defensible Impact Fee Nexus Study for Traffic Impact Fee, Retail Impact Fee, BMR Impact Fee Financial, Investment, and Cashflow Policy Review (TBD item) City Hall Seismic Safety Issues Business Revitalization Commercial Diversification Plan Expedite and/or Streamline Building Permit and Inspection Permit Processes Emergency Operations Readiness City Hall Retrofit and EOC Readiness Plan Economic Development Impact Fees Reduce the Scope of Memorial Park Plan to under $40M Unhoused Policies (Formerly Support for the Unhoused 2.0) SV Hopper Feasibility Water Conservation Policies (ReplacesCity Water Conservation / Turf Conversion) Tree Planting (Replaces Tree List 2.0) Strategies to Enhance Sales Tax Revenue Small Business Revitalization Ordinance Tax Measures on the 2026 Ballot Work Program Process Urban Forest 10-Year Plan Small Business Revitalization Plan Update City's Impact fees PROPOSED PROJECTS HousingCOUN CIL GOAL PROPOSED PROJECTS Unhoused Policies (Formerly Support for the Unhoused 2.0) Public Engagement Strategy and Policies in Support of Planning Initiatives Heart of the City Specific Plan Update Defensible Impact Fee Nexus Study for Traffic Impact Fee, Retail Impact Fee, BMR Impact Fee Enhance Notification Methods for Development Projects and General Plan Amendments Potential Focus Areas Emergency Management Small Business Revitalization Fiscal Strategy Council Priorities The Foundation: Effective Day -To-Day Operations Major Projects Underway + Other Mandates STRATEGIC VISION & DIRECTION PUBLIC ENGAGEMENT & TRANSPARENCY TRANSPORTATION HOUSING QUALITY OF LIFE SUSTAINABILITY & FISCAL STRATEGY FOCUS AREASFISCAL RESILIENCE SMALL BUSINESS REVITALIZATION EMERGENCY MANAGEMENT 1 PUBLIC ENGAGEMENT & TRANSPARENCY TRANSPORTATION HOUSING QUALITY OF LIFE ENVIRONMENTAL SUSTAINABILITY FISCALSTRATEGY FOCUS AREASFISCAL RESILIENCE SMALL BUSINESS REVITALIZATION EMERGENCY MANAGEMENT 2 Adjust/Re-Affirm Council Goals Confirm Strategic Vision Framework Kick off Workshop Wrap-Up and Next StepsReview City Work Program Prioritization SECTION 1:SECTION 3: SELECT NEW COUNCIL PRIORITIES (BREAK) Workshop Agenda 1 2 3 4 5 6 Develop A Strategic Vision (Discuss) SECTION 2:SECTION 4: Narrow Top Projects List (Discuss) CWP Projects by Departments CWP Projects by Size 1 - 300 Hours 301 - 1,000 Hours 1,001+ Hours Under $60K $61K - $500K $500K+ STAFFING ESTIMATES BUDGET ESTIMATES Preliminary Resource Allocation Small Small Medium Medium Large Large City Hall Seismic Safety Issues Determine options to deal with City Hall seismic safety: pros and cons of retrofit, remodel, lease temporary facility, purchase a new building Public Works/ CMO Sustainability and Fiscal Strategy Strategies to Enhance Sales Tax Revenue Develop strategies to improve sales tax revenue, including, but not limited to: •With each infill redevelopment, provide transparency on the retail space and loss in retail categories and sales tax revenue •Find out which businesses generate B2B taxes in Cupertino and in other cities •Attract businesses that generate sales taxes in Cupertino •Explore potential incentives to attract them to Cupertino, such as tax breaks or fee waivers City Manager’s Office Sustainability and Fiscal Strategy Hmm ... Large or Small? Ranking Process 1. Review Consolidated List 2. Public Comment 3. Council Ranks Projects 5. Council Discusses Potential Priorities Methodology •Up to 5 projects will get a score of 10 •Up to 5 projects will get a score of 7 •Up to 5 projects will get a score of 4 •Up to 5 projects will get a score of 1 Each Councilmember will use the following agreed upon ranking methodology to select a total of 20 projects on the consolidated list. Projects will be ranked as follows: 4. Staff Tallies & Produces Consolidated Ranks 2. Public Comment BREAK 3. Council Ranks Projects (15 mins) 4. Staff Tallies & Produces Consolidated Ranks (15 mins) Kick off Workshop Wrap-Up and Next StepsDevelop A Strategic Vision (Discuss) SECTION 2: Review City Work Program Prioritization SECTION 1:SECTION 3: Rank New Council Priorities (Break) SECTION 4: NARROW TOP PROECTS LIST (DISCUSS) Workshop Agenda 1 2 3 4 5 6 YES! NOT YET MAYBE? Most Important Less Important Now Discuss/Help Us Understand DISCUSSION 5. Council Discusses Potential Priorities Staying on Track with Priorities Report Regular Progress Hold off New Council Initiatives Until Next Goal Setting Cycle Assign Leadership and Resources Clarify/Define Success Best Practice Criteria for Adding Initiatives and Projects Mid-Cycle Emergency New Outside Funding New Multi -Agency Opportunity Community Safety Changes in Law or Mandates Otherwise wait until next priority- setting process Natural disaster, pandemic, civil unrest What comes off the plate if something goes on? What are the consequences of shifting direction mid-cycle? Opportunity that is time-sensitive Cannot be delayed Issue that must be addressed in near term CommitmentsFrom Staff Align programs, projects, and activities to further Council priorities consistent with budget, staffing, and workloads Build Council direction into budget and work plans Report on progress periodically 01 02 03 04 Apply technical knowledge to clarify project descriptions and scope for Council consideration Kick off Workshop WRAP-UP AND NEXT STEPSReview City Work Program Prioritization SECTION 1: Workshop Agenda 1 2 3 4 5 6 Develop A Strategic Vision (Discuss) SECTION 2:SECTION 3: Rank New Council Priorities (Break) SECTION 4: Narrow Top Projects List (Discuss) WRAP-UP &NEXT STEPS FY 25-27 CWP Launches Staff will return to Council for formal adoption of the Work Program Staff will prepare a workshop report Today Mar - June July Closing Comments