CC 06-03-2025 Item No. 8. FY 2025-26 Budget Adoption_Supplemental Report1
CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: June 3, 2025
Agenda Item #8
Subject
Consideration of Recommended Operating and Capital Improvement Program Budgets for Fiscal
Year (FY) 2025-26, Adoption of the Operating and Capital Improvement Program Budgets for FY
2025-26, Establishment of the Appropriation Limit, and related actions; Direction on FY 2024 -25
City Work Program and Special Projects
Recommended Action
1. Adopt Resolution No. 25-XXX establishing an Operating Budget of $131,838,401 for FY
2025-26, which includes the following changes to the FY 2025-26 Proposed Budget,
published on May 1, 2025:
a. Approve the operating budget of $131,772,435, outlined in the FY 2025-26
Proposed Budget.
b. Approve a reduction in revenues of $1,500,000 for transfers in to Fund 580
($500,000) and Fund 610 ($1,000,000) from the General Fund.
c. Approve a reduction in expenditures of ($63,733) due to the elimination of
the proposed part-time Economic Development Analyst.
d. Approve additional appropriations of $146,710 for a proposed Administrative
Assistant position in the City Clerk’s division to assist with all current and
future hybrid Commissions and Committees meetings.
e. Approve a reduction in expenditures of ($17,011) due to the elimination of
the proposed Assistant Director of Administrative Services
f. Approve any other recommended changes as directed by City Council
2. Adopt Resolution No. 25-XXX establishing a Capital Improvement Program Budget
of $4,225,000 for FY 2025-26.
3. Adopt Resolution No. 25-XXX amending the Unrepresented Employees’
Compensation Program
a. Senior Business Systems Analyst Position Description; and
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b. Code Enforcement Supervisor Position Description
4. Adopt Resolution No. 25-XXX amending the Cupertino Employees’ Association
(CEA) Memorandum of Understanding
a. Assistant Housing Coordinator Position Description
5. Adopt Resolution No. 25-XXX establishing an Appropriation Limit of $141,134,546
for FY 2025-26
6. Provide direction on any remaining past and current City Work Program currently
budget and FY 2024-25 Special Projects
7. Approve Resolution 25-XXX and Budget modification number 2425-393 to reduce
expenditures by $326,266, in the General Fund to defund three special projects and
two City Work Programs
Background:
Staff’s responses to questions received from councilmembers are shown in italics.
Q1: I learned that the $10,000 for the current work program item on block
leader/neighborhood watch program, to be defunded, includes funding for the block
parties. Once it is defunded, there would be no funding for block parties? Or there are
already other funding in the base budget for block parties ?
Staff Response: Based on volunteer feedback, it was shown that a barrier to hosting block parties was
the expense. In response, the city council approved a city work program item totaling $10,000, that
allowed up to $300 each for block leaders to host block parties. The funding could only be used toward
food and/or renting tables and chairs (California State Code 8314). To be eligible, the block needed
to apply for and receive an approved block party permit. Each block is eligible for one grant each
year. More information can be found on the city website: Block Party Grant
Marketing on this city grant was done through emails, social media, and conversations with the
block leaders. A total of 54 block parties were held in FY 2024-2025. All block leaders were made
aware of the $300 when applying for their block party, but only one block took advantage of the
funding.
If the funding from the city work program for this item is defunded, there is no other funding for
block leaders related to block parties.
Q2: The total budget for the "Community Outreach and Neighborhood Watch" program
(pages 308-309) is $224,076. But the budget page only breaks it down by category, not by
program details. I would like to know what items are currently funded under this program
to provide support, for example what specific support is there for block leader or
neighborhood watch program?
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Staff Response:
Expenditures Description of Expenses FY 25-26
Proposed
Budget
Staffing Expenses Employee Compensation & Benefits $164,235
Meeting Expenses Annual block leader meeting for development and
acknowledgment of volunteers
$2,364
General Supplies Marketing, communications, supplies for block leaders,
promotional materials for marketing, tabling, and events.
Includes National Night Out and marketing, programs,
and events for neighborhood watch/public safety.
$6,492
Cost Allocation Distribution of shared or indirect costs (overhead) across
various departments/division
$51,985
Total $225,076
Q3: A community member wrote: "Purchasing – Admin Services – Grants Analyst (New
Position) = $207,883 Why is this position buried here when other positions are listed
together as new positions?" I assume there is a good reason. Please help clarify it.
Staff Response: The Grants Analyst is listed in the staff report page 17 along with all other new
position requests. Note that all other position requests are listed in the respective department
requesting it. Total new positions both full-time and part-time and new classification requests being
requested can be found starting on page 17 of the staff report. The positions originally requested
can be found on page 26 of the FY 2025-26 Proposed Budget.
Q4: In the Supplemental information the following table corrects the Transfers In and
Transfers Out issue of the numbers not matching, screenshot below with the yellow
highlighting. In the Resolution, screenshot below the table with highlighting, the Transfers
again don’t match.
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Staff Response: The operating and capital budgets have historically been adopted via separate
resolutions. When combined the totals will match. Also note that the Final Budget attachments have
been updated to include changes since the proposed budget was printed and will not match totals in
the proposed budget document in some categories. The total budget requested to be adopted
$136,063,401 includes both operation and capital budgets. This is stated in the first sentence of the
executive summary on page one of the staff report.
Transfer In combining both resolutions
Operating Resolution Capital Resolution Recommended Final
Budget
Transfer In $8,609,653 $4,000,000 $12,609,653
Transfers Out $10,609,653 $2,000,000 $12,609,653
Total Revenue $130,078,937 $3,575,436 $133,654,373
Total Expenditures $131,838,401 $4,225,000 $136,063,401
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Operating Resolution – Financial Overview by Fund
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Capital Resolution – Financial Overview by Fund
8
Combined – Financial Overview by Fund
Q5: We have been making budget adjustment with each quarterly update. Please provide
a table with the adjustments from each quarterly update so that we can compare the FY
2025-26 budget with the FY 2024-45 budget and have a better picture of what adjustments
have been made, rather than just a snapshot since the last Budget Study Session on May
15?
Staff Response: Please see Attachment D that was provided with the Third Quarter report that
went to council on May 20, 2025.
https://cupertino.legistar.com/LegislationDetail.aspx?ID=7400385&GUID=DEDDCA1C-8FDE-
485F-954C-50D291F29485&Options=&Search=
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Q6: This is a question that has been on my mind when I compare the expenditures with
previous years.
This chart demonstrates it well.
Although we have "cut budget", what we have cut is only "the budgeted amount" since we
have over-budgeted. But we have not cut the actual expenditure at all. Some areas might
be cut, but other areas increased, which results in more expenditures than before.
In fact, we have been spending more than before in the past two years, while we are
"saying" that we are "cutting budget".
Is that the correct observation?
It seems we have more requests from the departments, given the false impression that we
have cut back enough and now we have money to spent?
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Now, the labor negotiations will likely result in more expenditures. So, we are going to be
in a significant deficit as a result? Maybe I am confused.
Staff Response: The chart included shows actuals for two years and budget for two years. When
comparing it is best to compare budget to budget or actuals to actuals. This chart does show that
actuals are on a downward trend from FY22 at $96.7 million to FY24 at $82.8 million. Budget
cuts occurred in FY24 and FY25, so actuals shown here do not consider these reductions. Lastly,
budget is trending about 10% above prior year actuals.
Regarding labor negotiations, we will likely estimate a greater deficit, but the amount will depend
on what is approved by City Council. Staff will bring an updated forecast and discuss fiscal
impacts once a tentative agreement is reached.
Q7: The actual [Sister City & Friendship City] policy clearly states the large City facility
use is for a community event, not meetings of the committee which the [5/29/25] memo
possibly is indicating so I am wanting more information about that.
Staff Response: Correct, complementary access to the large City facilities is intended for up to
three community events per Sister City per fiscal year. Large City facilities are not inten ded for
regular Sister City organization meetings.
Q8: Reading the Supplemental Report for Item 8 I see the following regarding Sister
Cities and would like to know how much this costs:
• Providing access to postage, fax, copying and printing equipment to Sister City
Committee members for support of Sister City events in which the City is
participating. City staff is not responsible for preparing mailings or printed materials
Does access mean we pay for postage and paper? If so, what has the cost been, city wide
mailings can be expensive.
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Staff Response:
The City has not provided access to postage, fax, copying, or printing equipment to Sister City
Committee members within the past five years. There has been $0 cost to the City for any postage,
fax, copying, or printing related to the Sister Cities program.
In FY 25, staff has prepared 35 certificates. The cost for 35 sheets of paper is $11.48, and the
certificate folders are $111.65, bringing the total to $123.13
Q9: Please provide the community events which account for the following Large Meeting
Room Uses (what event, what room, who in the community was able to attend?)
Staff Response: The events in October held in the large meeting room were for delegation visits,
with attendance coordinated by the Sister City representatives. For example, at the Toyokawa
student exchange dinner and farewell events, Cupertino host families were invited to attend. The
Bell Ringing for Peace event is open to the public. Please see the table below for a complete list of
FY24-25 Large Meeting Room Uses:
Sister City
Organization
Date Large
Meeting
Room
Event Hourly
Rate
Time Reservatio
n TOTAL
Toyokawa 8/6/2024 Memorial
Park Picnic
Bell Ringing for
Peace / Student
Exchange
Delegation
$113 1 Hour $113
10/21/2024 Cupertino
Room
Student Exchange
Delegation / Dinner
w/ Mayor
$30 6 Hours $180
10/23/2024 Community
Hall
Farewell to Student
Exchange
Delegation
$30 2 Hours $60
TOTAL $353
Hsinchu 11/1/2024 Cupertino
Room
Student Exchange
Delegation
$30 6 Hours $180
TOTAL $180
Copertino 5/23/2025 Community
Hall
Student Exchange
Delegation
$30 2 Hours $60
TOTAL $60
Bhubaneswar 4/18/2025 Community
Hall (Weekend
$$ Rate)
Student Exchange
Delegation
$80 4.5
Hours
$360
TOTAL $360
TOTAL $953
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Q10: The budget states "It is recommended that City Council approve a budget of
$1,527,704 for the Human Resources program. This represents an increase of $60,177
(4.1%) from the FY 2024-25 Adopted Budget.
This program also includes proposed budget requests of $5,000 for recurring costs for
Diversity, Equity, and Inclusion (DEI) events for internal staff-related events. This budget
also includes requests for $10,000 for City -Wide Employee Events which includes the
Annual Wellness Fair."
Q11-1: What's the remaining increase of $45k come from?
Q11-2: What's in the current year (FY 2024-25) program for city-wide employee events,
such as the annual summer BBQ etc? Is the $10,000 in addition to current events? Please
list what are the current events and what are the new events covered by the $10,000
budget request.
Q11-3: What's in the current year (FY 2024-25) program for "internal staff-related events"?
Is the $5,000 in addition to the current program? Please list what are the current events
and what are the new events covered by the $5,000 budget request.
Staff Response:
Q11-1
• Approximately $5,000 for SB553 Training (violence in the workplace)
• Approximately $10,000 for Purple American Sign Language (ASL) translation services
• Approximately $27,000 transfer from Public Works to HR Budget for OSHA compliance
training
• Approximately $3,000 in CPI adjustment to previous budget line items e.g. LiveScan,
DOJ, Preemployment Physicals, etc.
Q11-2 Existing Events ($15,500, with $10,500 in HR Budget)
• 2025 Public Service Appreciation week for approximately $5,000 which is anticipated to be
paid out of the City Manager Contingency fund.
• $8,000 for annual years of service BBQ combined with end of year holiday event. Last year’s
end of year holiday event was folded into an employee Townhall and breakfast was served and
paid out of the CM’s contingency fund, so that expense is being moved to the HR budget.
• $2,500 for an annual employee health and benefit fair to provide a wellness event as well as
light refreshments.
Increase to Existing Events/New events ($10,000)
• Existing Event but needs additional funding, $1,500 each for 2 DEI employee webinars
• Existing event but no prior city funding, $2,000 requested to pay for employee onsite cultural
events e.g. Lunar New Year, Hispanic Heritage, etc. Assumes 5 events annually.
• New Event, $5,000 for 2026 Public Service Appreciation Week, existing event but asking for
permanent funding outside of the City Managers’ Contingency Fund.
• $2,000 requested to pay for employee onsite cultural events e.g. Lunar New Year, Hispanic
Heritage, etc. (New)
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Q12: A community member wrote: "Citywide Conferences and Training (multiple)
$27,399 What’s the difference between this and “training” listed elsewhere?"
Please help clarify it.
Staff Response: Training listed in Admin Services for purchasing is one-time training costs.
Training costs listed for citywide training are being requested citywide not only in admin services ,
which is a budget add-back as training was greatly reduced as part of the budget reduction strategy
and may include annual conferences and training.
Q13: A community member wrote: "NOTE that $780k for Fleet - Vehicle Assets! Can they
be stretched out? Where is the income from selling them used?"
Please help clarify it.
Staff Response: Proceeds from the sale of vehicles are returned to the fund from which the assets
were originally purchased (Fund 630 – Vehicle/Equipment Replacement). These proceeds are
reflected in that fund’s financial statements and contribute to its ending fund balance, making
them available for future use.
The City has “pushed” the replacement period of each of the vehicles being replaced this year. Each
vehicle will exceed the recommended replacement period by at least 2 years3 years, and in some
cases as much as 16 years. Two of the vehicles with the shortest “life spans” have experienced some
maintenance issues.
Q14: I see the CIP Budget has been broken out to a separate Resolution, but where is the
consolidated budget with the Capital Project Funds which we had in the Proposed
Budget originally? Should the Proposed Budget be republished with the errors fixed?
Staff Response: CIP has always been a separate resolution. There is no consolidated resolution.
Both Operating and CIP resolutions when viewed together establish the FY 2025-26 Adopted
Budget. Proposed is a draft document, and all errors are corrected with the printing of the adopted
budget and therefore reprinting is not necessary.
Attachments Provided with Original Staff Report:
Attachments for FY 2025-26 Final Budget:
A – Draft Resolution – Operating Budget for Fiscal Year 2025-26
B – Draft Resolution – Capital Budget for Fiscal Year 2025-26
C – Draft Resolution – Appropriations Limit for Fiscal Year 2025-26
D – Budget Adjustments Summary and Detail
E – Appropriation Limit for Fiscal Year 2025-26
F – Appropriation Limit Price and Population Factors for Fiscal Year 2025-26
G – Proposed Budget Study Session Supplemental Report
H – Planning Commission Adopted Resolution
I – Adopted FY 2025-26 City Work Program Budget Details
J – Code Enforcement Supervisor Position Description
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K – Senior Business Systems Analyst Position Description
L – Assistant Housing Coordinator Position Description
M– Unrepresented Employees’ Compensation Program (Redline)
N – Unrepresented Employees’ Compensation Program (Clean)
O – UNREP Salary Schedule (Redline)
P– UNREP Salary Schedule (Clean)
Q – UNREP Salary Effective 7.01.2023
R– Draft Resolution Amending the Unrepresented Employees’ Compensation Program
S – CEA Local 21 Employees’ Compensation Program (Redline)
T – CEA Local 21 Employees’ Compensation Program (Clean)
U – CEA Local 21 Salary Effective 7.01.2023
V – Draft Resolution Amending the CEA Local 21 Employees’ Memorandum of
Understanding
W – All Other Department Requests
Attachments for FY 2024-25 Special Projects:
X - City Council Special Project Policy
Y – All Special Projects from FY25 Q3
Z – CWP Status Updates from FY25 Q3
AA – Current CWP Status Updates for FY23-25
AB – Ongoing Special Projects from FY25 Q3
AC– Maintenance and Equipment Purchase Special Projects from FY25 Q3
AD – Development Special Projects from FY25 Q3
AE – Special Projects as Defined in City Council Special Projects Policy
AF – Draft Resolution to Defund Special Projects
Attachments Provided with Supplemental Report:
AG – Description of Carryovers and Adjustments as of March 31, 2025
AH - All Special Projects from FY25 Q3
AI – CWP Status Updates from FY25 Q3
AJ – Maintenance and Equipment Purchase Special Projects from FY25 Q3
AK – Special Projects as Defined in City Council Special Projects Policy