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HomeMy WebLinkAboutCC 12-12-2025 Item No. 1 City Council Training_PresentationCC 12-12-2025 #1 City Council Training Presentation December 12, 2025 City Council Policy Refresher Agenda Presenters ●City Manager ●City Attorney ●Interim Deputy City Manager/City Clerk ●Director of Parks and Recreation ●Director of Community Development ●Director of Public Works ●Director of Administrative Services ●Director of Innovation & Technology Cupertino’s Elected Officials Kitty Moore Mayor Liang Chao Vice Mayor Sheila Mohan Councilmember J.R. Fruen Councilmember R “Ray” Wang Councilmember City Manager ●City Council Staff Relationships ●City Commissions and Committees ●City Manager’s Office Duties and Responsibilities ●Council and Mayor’s Budget ●Councilmember Committee Assignments ●City Work Program City Council Staff Relationships ●CMC Chapter 2.17 states: ●The City Code contains the provisions to address and clarify the relationship between the City Council, individual Councilmembers, and city staff: ●City Council as a body provides direction. ●Individual City Councilmembers have right to access information. ●City Manager/staff responsible for executing Council direction and protected from undue influence. City Commissions and Committees ●Commissions are Advisory to City Council. ●Council Conducts Recruitment and Makes Appointments. ●Commissioner’s Responsibilities and Expectations o City Council Procedures Manual, Section 4 o Commissioner’s Handbook City Manager’s Office (CMO) ●City Manager ●Deputy City Manager ●Executive Assistant o Supports City Manager and City Council Divisions ●City Clerk’s Office ●Economic Development ●Communication ●Emergency Management ●Administration Commissions •Public Safety Commission •Economic Development Committee •Legislative Review Committee (Ad-Hoc Subcommittee) •Disaster Council Council and Mayor’s Budget ●Mayor’s Initiative Fund ●$10,000 per Mayor Term ●Councilmember’s Conference/Training ●$5,000 each/ fiscal year ●$500 facility rental fee waiver per year ●Business Cards ●General Office Supplies Councilmember Committee Assignments ●City Council Procedures Manual Section 3 ●Appointment o Primary and Alternate ●Instruction and Expectation ●Reporting ●2026 Assignments FY 25-27 City Work Program ●Approved on March 18, 2025, for a Total of 28 Projects: ●Quarterly Updates (last updated on 12/1) ●City Work Program Dashboard ●City Work Program Current Progress - cupertino.gov/cityworkprogram ●Strategic Plan City Attorney ●Rosenberg’s Rules of Order ●Conflict of Interest ●Brown Act Rosenberg's Rules ●Ensure meetings are fair, transparent, and efficient ●One member speaks at a time, addressing the Mayor ●Motions must be clear, seconded, and limited to discussion on the topic ●Majority vote decides; tie votes fail; votes are recorded ●All members present may participate and ask questions Best practice: Follow the agenda, avoid side discussions, maintain decorum Motions ●Basic: Propose action; may amend or substitute; up to 3 motions on the floor ●Procedural: Adjourn, recess, table, or limit debate (2/3 vote) ●Reconsider: Made by member in original majority; allows vote to be revisited Debate & Mayor Role: ●Mayor ensures discussion stays on the matter ●Members speak only when recognized by Mayor, except for: o Points of privilege or order o Appealing Mayor’s ruling o Calling the question o Withdrawing a motion Voting: ●Majority vote generally required ●Tie votes fail Conflict of Interest ●A member has a personal or financial interest that could influence an official decision ●Members must publicly disclose any financial or personal interest in a matter ●Members must abstain from discussion and voting when a conflict exists ●Governed by the Political Reform Act (Forms 700, 410, 460) and City policies ●Prioritize transparency; document disclosures in the record Political Reform Act Gov. Code §84308 “Levine Act” ●Contribution Limit Raised: $250 → $500 ●Exempt Contracts: Small/competitive-bid or personal employment contracts ●Agent Contributions Restricted: Lobbyists/consultants prohibited during + 12 months after proceedings ●Cure Period Extended: 14 days → 30 days Brown Act Gov. Code §54950–54963 ●Open, transparent meetings for public oversight ●Agendas posted in advance ●Public may attend and comment ●Closed sessions only for legally exempt topics ●All decisions and votes must be public SB 707: Brown Act Gov. Code §54950 et seq. ●Two-Way Teleconferencing ●Real-time audio + video ●Public access at remote locations ●Disability Accommodations ●Equivalent remote option on request ●Posted procedures / accessible formats ●Public Access ●Stable A/V connection ●Equal remote comment + viewing ●Clear remote-access instructions SB 827: Ethics & Fiscal Training Gov. Code §53235 ●Ethics training now includes department heads; new officials must complete within 6 months ●Creates a 2-hour fiscal training every 2 years for officials with financial oversight ●Records kept 5 years and subject to CPRA; website instructions required by July 1, 2026 ●Current officials must complete fiscal training by Jan 1, 2028 City Clerk Division Overview ●Council Agendas & Meetings ●Elections & Ballot Measures ●Records & Public Records Requests ●Training & Compliance Tracking ●Commissions Oversight ●Liaison for Council, staff, and public City Council Agenda Setting ●Type of Meetings: o Regular Meeting o Special Meeting o Closed Session ●Future Agenda Item Setting ●Staff Reports Format, Preparation and Publication ●Mayor and City Manager Set the Final Agenda ●Prep Sessions, Supplemental Materials and Desk Items Supplemental Reports, Desk Items, and Council Questions Report Type Purpose Received Provided Supplemental Report For updates or Councilmember questions before 12:00 PM on Monday Monday 5:00 PM Desk Item For updates or Councilmember questions Between 12:00 PM Monday and 4:00 PM Tuesday Prior to the meeting and printed for dais Verbal Report For Councilmember questions after 4:00 PM Tuesday During Meeting City Council Meeting Data Public Records Request Data Participation in Political Activities – Fundamental Rule Don’t use public funds, such as official City time, City facilities or other City resources to support or oppose a candidate and/or ballot measure. Participation in Political Activities – The Don’ts Do Not ●Use City funds, time, facilities, equipment, or staff for campaigns ●Send/receive campaign emails on City accounts or computers ●Place campaign materials on City property ●Direct staff to do campaign work during work hours ●Urge employees to vote for a candidate or measure ●Attend fundraisers using City funds ●Solicit campaign contributions from officials/employees (unless incidental) Participation in Political Activities – The Do’s You May ●Have staff help on personal time ●Contribute to or attend fundraisers with personal funds ●Campaign in public areas open to all viewpoints ●Adopt resolutions endorsing a measure, confirming no City funds used ●Use City funds for ballot measure development or impartial analysis ●Use your official title personally in campaign communications if no City resources are used Parks & Recreation Department Overview: Department Divisions •Administration •Community Events, Facilities, Youth and Teen Recreation •Outdoor Recreation •Senior Wellness and Recreation •Sports, Fitness, and Recreation Commissions •Parks and Recreation •Library •Teen Boards •Youth Activity •Senior Advisory Volunteer Opportunities •Senior Center •Leaders in Training (LIT) •Recreation Event (REV) Parks & Recreation Department Activities: Key Projects ●Distinguished, Emerging, and Youth Artist Awards with Arts and Culture Commission ●Community Funding Program with Parks and Recreation Commission ●Poet Laureate with Library Commission Events ●Spelling Bee ●Big Bunny 5K ●Hack Cupertino ●Summer Concert Series ●Independence Day ●Cupertino Campout ●Movies in the Park ●Senior Center Open House ●Pooch Plunges •Golf Tournaments •Hidden Treasures •Pizza and Politics •Monster Mash •Tree Lighting •Breakfast with Santa •Signing Santa •Santa Visits •Community Festivals •Live Well Age Well Health Expo •50+ Holidays in Hawaii •50+ Holiday Sing-along •Preschool Open House •Sweetheart Social •Teen Resource Fair •Disco at Dusk •Earth and Arbor Day - 60+ events a year Community Development Overview Department Divisions ●Planning o Long Range Planning and Current Planning ●Building o Permit Center, Plan Review, Inspections ●Housing o BMR, CDBG, Unhoused, homeowner/renter support ●Code Enforcement o Land use/zoning, construction, life safety, public nuisances, parking Commissions and Committees ●Planning, Housing, Arts and Culture, Administrative Hearing Community Development Department Activities and Key Projects: ●Over 3,200 permits received through November 2025 ●Explore AI software to assist with the plan review ●City Work Program: o Objective Design Standards o Streamline permit review process o Art in public/private places o Preserve/develop BMR housing ●Zoning Code Updates ●Housing Element implementation and review of residential development projects ●Major development projects:Major Projects Cupertino CA Public Works Overview Department Divisions ●Capital Improvements ●Development Services ●Transportation ●Environmental Programs and Sustainability ●Facilities and Fleet ●Grounds ●Streets and Sidewalks ●Trees and Right-of-Way ●Administration Commissions ●Bicycle/Pedestrian ●Sustainability Public Works -Key Projects ●Completed Solid Waste Disposal Agreements ●Completed LED Transition Project ●Completed Bridge Maintenance Project ●Completed Lawson Middle School Bikeway ●Completed Jollyman All-Inclusive Playground ●Completed CWP Wireless Ordinance ●Completed CWP Electrification Study ●Completed CWP Recycle Water Study ●Achieved MRP Trash Reduction Requirements ●Lawrence Mitty Park in Design and Environmental Clearance ●Tamien Innu East – Design and Construction ●I-280/Wolfe Interchange Project to Start 2026 Public Works -Key Projects (cont.) ●Photovoltaic Project at 3 City Sites ●EV Parking Expansion at the Cupertino Service Center ●City Hall Annex and EOC – Design for Construction ●City Hall Renovation Project ●Beginning Enforcement for Single Use Plastics Ordinance ●Active Transportation Plan ●Annual Paving and Concrete Maintenance Program ●McClellan Road Bridge Design and Environmental Clearance ●Stevens Creek Bike Lanes - Phase 2A ●Stevens Creek Bridge Repair Efforts ●Initiate various Outfall Repair Projects ●Initiate HSIP - Speed Feedback Signs and High-Friction Pavement Public Works -Key Projects (cont.) ●Urban Forest Master Plan per CWP ●Online Encroachment Permit Application ●Grounds (Replace BBF Shade,Playground Upgrades, Pumps, etc.) ●Numerous Residential Projects throughout the City ●Dig Smart 811/CityWorks Streamlining Implementation with IT ●The Rise – Horizontal Construction Started ●Streets (Refresh Striping, Replace 52 Streetlights,SD Grates, etc.) ●City-wide Engineering and Traffic Survey (Speed and Data Collection) ●Facility Maintenance (HVAC, Alarms, Roofs, Painting, Lighting,etc) ●SV Hopper Shuttle Expansion - North Santa Clara (Starting July 1) Administrative Services Department Overview: Department Divisions ●Administration ●Budget ●Finance ●Human Resources ●Purchasing Committee ●Audit Other ●Cupertino Public Facilities Corporation Administrative Services Department Activities: •Manage and preparation of annual budgets •Manage budget format update •Manage the internal audit program •Manage the external audit process to close out financial reporting related to fiscal year 2025 •Develop solicitation templates, processes,and guidance to ensure standardization in procurement process •Manage the negotiation of two Memorandum of Understanding (MOU)successor agreements Public Facilities Corporation ●Council members are all board members o Mayor is President o Vice Mayor is Vice President ●City Clerk is Board Secretary ●Meet once per year (3rd Monday in Nov) o Generally, meet to issue or refinance debt ●Last debt refinance was in 2020 o Non-callable o ~$2.6M annual payment o June 2030 pay off date Information & Technology Department Divisions •Applications •GIS •Infrastructure •Multimedia •Administration Commission ●Technology, Information, and Communications Information & Technology Department Activities: ●Infrastructure Upgrades ●Cybersecurity Enhancements ●ERP Replacement ●Data and AI Innovation ●Community-Focused Enhancements Information & Technology Technology Reminders: ●City issued equipment: laptop/cell phone ●Use of City email and personal emails ●Cyber security Training ●International Travel ●Dias Training Questions?