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09. Annual ReportCity Hall 10300 Torre Avenue Cupertino, CA 950143255 (408) 777-3212 FAX: (408) 777-3366 CUPERTINO OFFICE OF THE' C1TY MANAGER SUMMARY Agenda Item No. ~ Meeting Date: September 16, 2008 SUBJECT Accept Annual Report from July 1, 2007 to June 30, 2008. BACKGROUND The attached Annual Report documents City activities during the past fiscal year. It is provided for your information and to create a history of the City's efforts on behalf of our residents. The City of Cupertino is blessed with engaged residents, generous volunteers, dedicated commission and committee members, and energetic and talented staff, and a City Council dedicated to improving the quality of life in our community. It is helpful from time to time to step back and see just how much has been accomplished. RECOMMENDATION Accept Annual Report from July 1, 2007 to June 30, 2008. Submitted by: David W. Knapp, City Manager 9-1 D CIJPERTINO Fiscal Year 2007-08 s-z Introduction While much of Silicon Valley was slowing down, Cupertino remained busy with both public and private development projects, and in its efforts to keep pace with a national focus on being "green." Every major sector -retail, office, and residential has shown strength in a challenging economic environment. Most notably, there is an unprecedented amount of new retail space currently in the development pipeline -approximately 400,000 square feet. This includes several shopping center expansions, such as Cupertino Village, Marketplace, and The Oaks, as well as several new developments such as the Rose Bowl, and a significant mixed-use project being planned by Sand Hill Properties. Sand Hill is the new owner of the 17-acre former HP/Toil property. Their project proposal has triggered a master planning effort for the South Vallco area and many community meetings regarding the future enhancement of this important commercial district. Office development has been equally strong with the opening of the 60,000 sf Cupertino Landing (now leased to Apple), and the construction of 10900 N. Tantau - a 100,000 sf office building. Both of these buildings are expected to be LEED silver. On Results Way, Embarcadero Capital is seeking approval for a major renovation of their office park that will create more "Class A" space. None of this is surprising given some of the highest leasing rates, and lowest vacancies in Silicon Valley. The sale of the office building at 10201 Torre Avenue provides further evidence. New owner Peter Pomeroy, Snell & Co partner said "Even before we closed; we had tenants and brokers approaching us and asking us for tours. That demand was a great signal to us that . Cupertino is a strong, strong market. "Sales tax generation in the business-to-business category has continued to be strong thanks to Apple's new I-Phone and related products. Apple's success has also fueled the leasing, purchase, and renovation of several office buildings in Cupertino to meet their growing needs. . Even residential development has been surprisingly strong with over 200 units either approved, under construction, or completed this year. Developers are adapting to Cupertino's local preference for more infill-oriented projects with smaller, mixed-use, "worker-focused" units. Cupertino housing prices have been largely unaffected by the national mortgage crisis. The city's efforts to increase affordable housing opportunities were boosted by the selection of Habitat for Humanity as the developer for the city-owned parcel on Cleo Avenue. There were over 20 new retail business openings, including the much-anticipated Whole Foods Market - a b0,000+ sf flagship store in the Bay Area. Cupertino continues to generate significant restaurant interest. A dozen new eateries have joined the ranks of Cupertino's dining environment, which boasts more than 120 choices. To better harness this energy, the Cupertino Restaurant Association has been formed and a new dining guide has been produced. After several years, there are several hotels being contemplated and/or proposed in Cupertino. In addition to the 122-room hotel proposed at the Oaks, Sand Hill Properties envisions a hotel at "Main Street Cupertino," and Evershine expects to bring forward a hotel proposal for the site 9-3 Annuat Report FY 2007-08 September 16, 2008 north of Alexander's. Additionally, The Shahi Corporation is proposing ahigh-end hotel at the corner of De Anza Boulevard at Alves. In the last year, Cupertino made great strides in connectivity with the Mary Avenue Bridge construction, the reconstruction of the Stevens Creek corridor, 'and related improvements to Blackberry Farm. Future park space also increased through new private developments such as Villa Serra, and the purchase of the Sterling Barnhazdt land. With the decision to create a new Environmental Affairs coordinator, the City can better manage its carbon footprint, and leadership role in green issues. Awards and Recognition Last year the City received many awards and much recognition for its work. Budget Award The California Society of Municipal Finance Officers (CSMFO) awazd for Excellence in Budgeting for our 2007/2008 budget. The Budget Awards Program is designed to recognize those agencies that have prepared a budget document or communication tool that meets certain professional standards. This will be the 11th year that the city has received this awazd. Certificate of Achievement for Excellence in Financial Reporting The certificate of achievement for excellence in financial reporting for the fiscal year ending June 30, 2007. Cupertino City Channel Honored with First-Place Award from NATOA The National Association of Telecommunications Officers and Advisors (NATOA) is an international association that represents the communications needs and interests of local governments, and those who advise local governments. NATOA honored the City Channel with a ftrst-place award in Category 1: Public/Community meetings for its "Cuperti.no City Council Meeting" coverage. Conclusion Our organization continues to promote the priorities and high standards set by city council and the community. J:\City ManagerlAnnual Report1fy08 Annual ReportWnnual Report 20(}7-08vt.doc Page 3 of~24 Annual Report FY 2007-08 September 16, 2008 Parks and Recreation Department `There are four divisions within the Parks and Recreation Department. They include the Senior Center, Youth and Teen Division, Sports and Fitness Division, Blackberry Farm/ Quinlan Community Center/Special Events. The following are highlights from last year. Administration Renovations on the McClellan Ranch project have progressed and the 4H pole barn portion of the project has been completed. Construction on the new portion of the trail and renovations on the Blackberry Farm Park portion have began. Blackberry Farm Park is scheduled to reopen in June 2009. Other projects undertaken in the last FY include: ^ Stevens Creek Corridor Pazk/McClellan Ranch Park renovations • Villa Serra Pazk design was completed and recommended to Council • Sports Center pool area multi-use continued project planning In May 2008, the Director of Parks and Recreation, Therese Ambrosi Smith, retired and Mark Linder was chosen as the new Director. Parks and Recreation Commission The Commission consists of five members appointed by the council to four-year, overlapping terms. The Commission advises the City Council on municipal activities in relation to parks and recreation, including park site acquisition and development, recreation program policy, and expansion of the park program as development occurs. The five members currently include Chairperson David Greenstein, Vice-Chairperson David Lee, and Commissioner Jeanne Bradford two new Commissioners, Debbie Stephens Stauffer and Darcy Paul. At the March 2008 Commission meeting, residents of the Villa Serra Apartment complex were invited to join the meeting in making decisions regazding the design of a new neighborhood park adjacent to their apartment complex. The residents suggested many helpful amenities and a new park design was recommended to the City Council and was approved for construction. In June 2008, the Commission also began studying options for anoff-leash dog policy -this policy will continue to be discussed in FY 2008/09. Blackberry Farm Golf Course The contractual maintenance of the golf course continues to be outstanding with many customers expressing their satisfaction on the condition of the course. The golf course accommodated over 49,000 rounds of golf last fiscal year generating over $600,000. McClellan Ranch Park The Department's naturalist programs at McClellan Ranch were reduced due to the construction of the new pole barn in the 4-H azea and the trail work that was begun. More than 2,000 elementary school children pazticipated in the creek education program. The Community Garden program remained populaz with over 68 plots reserved and a waiting list for new gardeners. J:\City Manager\Annual Report\fy08 Annual ReportlAnnual Report 2007-08v l.doc Page 4 of9325 Annual Report FY 2007-08 September 16, 2008 The Rolling Hills 4-H Club, UC Cooperative Extension Master Gardeners, and the Santa Clara Valley Audubon Society continue to be valuable partners to the ranch experience. The Santa Claza Valley's Wildlife Education Day attracted 500 participants to their annual event. Programs aze anticipated to expand in the 2008/09 fiscal year once the trail and other facility improvements have been completed. Ouinlan Community Center There were 239 Quinlan Community Center rentals in the last fiscal year, generating $106,277. Community Hall had 142 rentals, generating $36,065. Conference Room 100 had 44 rentals, generating $1,417. The 111 rentals for Memorial Park facilities generated $5,955. Linda Vista Park was rented 67 times, generating $3,845. Sixty-two rentals for Portal Pazk produced $3,490 in revenue. Other special events include: Lunar New Year Parade, Cherry Blossom Festival, World Journal Festival, Health and Safety Fair, Diwali Festival and Ikebana. Summer events at Memorial Park included: Cinema at Sundown, Summer Concert Series and Shakespeare in the Park. Senior Center This Center provides services for people aged 50 and over, including recreational activities, social services, educational programs, as well as information on health insurance, immigration, housing, and other issues of interest. The Senior Center annual membership is at 2,257 members. Aging Baby Boomers (50-62 years) make up 20% of the membership. The Junior Mature group (63-71 years) makes up 28% of the membership and the Senior Mature group (72 years plus} makes up 52% of the membership. Educational Programs and Recreational Activities More than 50,000 senior participants attended classes, socials, special events, and trips offered by the Senior Center. Services for Seniors . The Case Management program connects seniors with community resources that can help them remain independent and safe at their own home. From July 1, 2007 to June 30, 2008, the Case Manager has provided services to 105 homebound seniors. During this same timeframe, there were nine Friendly Visitors visiting homebound seniors once a week to provide socialization, monitoring, and safety checks. This group of volunteers recorded an estimated 450 hours. The Case Manager has also reinstated the Telephone Monitor program where a volunteer calls homebound and at risk seniors to provide safety checks. Senior Adult Legal Aide, Health Insurance Counseling and Advocacy Program, and Housing Consultation program continue to be well utilized. Caregiver Support Group is held once per month, and continues to be well attended. J:\City Managei\Annual Report\fy08 Annual Report\Annual Report 2007-08vl.doc Page 5 offB3326 Annual Report FY 2007-08 September 16, 2008 Volunteers The Senior Center greatly benefited from 181 Senior Center member volunteers. The different opportunities for volunteers include the front desk, translation and interpretation, hosting, instruction, kitchen crew, performance groups, newsletter, special events, and social services. There were more than 14,600 volunteer hours logged this year. Stoclclmeir Property After holding several meetings with staff and the Parks and Recreation Commission in the first half of the fiscal year, the Cupertino Historical Society (CHS} sent a letter to the City Council on January 23, 2008, asking Council to amend the resolution regarding a lease of the Stocklmeir property for the Center for Living History. CHS is now agreeable to a cooperative effort for an interpretive plan and fund raising to improve the property. CHS also expressed its support for the Stevens Creek Trail connecting through the Stocklmeir property to Stevens Creek Blvd., as long as the multi-use trail is kept close to the creek, with a footpath through the Stockhneir orchard. On February 19, 2008, Council approved amid-year budget adjustment for Stocklmeir Orchard Rehabilitation Phase I study. Phase I constitutes an orchard study by contracting with an orchardist for tree assessment and soil analysis. In May 2008, the Santa Clara County Farm Bureau conducted a Stocklmeir orchard study for tree health assessment and soil analysis. The orchard study showed the majority of the orange orchard is worth saving. Snorts and Fitness Division The Sports and Fitness Division includes the operation of the Cupertino Sports Center. This past year, 8,000 tennis lessons were given to youth and 1,000 lessons to adults. The Sports Center enjoyed a successful year offering a variety of fitness classes and team programs. Revenue generated was in excess of $1,650,000: The Summer Learn to Swim Program provided instruction to 1,740 participants during the summer with revenue of $101,000. There were 1,100 participants on 60 teams that. played adult softball generating $35,000 and over 2,000 participants in the youth gymnastics classes. There were over 5,000 youth participants and 200 adults in the sports-related contractual classes. The Monti Vista Recreation Center continues to be utilized by many co-sponsored clubs; gymnastics classes and pre-school classes. In April 2008, the Big Bunny Fun Run had over 300 participants and this year, was nominated for the Governor's Council on Physical Fitness and Safety Committee Award and the winner will be announced in mid-September. Youth/Teen Division Summer Camps Currently, the Youth/Teen division offers nine camps for youths, 4-12 years. Summer 2008 had 765 participants enrolled in the camp programs, which have generated $196,000 in revenue, which is a 7% revenue decrease from last year. Staff is evaluating current program offerings and will make adjustments designed to increase revenue in 2009. J:\City Manager\Annual Report\fy08 Annual Report\Annual Report 2007-08vl.doc Page 6 0~32~ Annual Report FY 2007-08 September 16, 2008 Playground Program There were 109 youths registered for the drop-in playground program, which is offered at three playground sites: Creekside Pazk, Portal Park, and Memorial Pazk. This is the fifth year in which a registration fee is being charged for residents and non-residents to participate in this program. $14,360 has been generated in revenue in 2048, which is down by 15% from 2007. Subsidized special event programs that are offered to our camp and playground participants include the annual Country Fair, Almost Anything Goes, Talent Show, and the annual Playground Challenge. After School Enrichment Program ' The After School Enrichment program offered classes in the areas of: art, music, foreign language, science, karate, dance, chess, math, theater, public speaking and debate. The total number of participants for the year was 1,665. The total annual revenue generated for the program was $259,649. Teen Programs The Teen Center has maintained its level of service and to date {thru 9/02/08) there are 428 teens registered at the center. Activities at the center include: air hockey, Play Station 2/Nintendo Wii games, Foosball, pinball, movies, pool, and a new computer lab composed of 5 PCs specially designed for gaming purposes. Middle school dances continue to be offered throughout the school year. In April the Teen Commission hosted a "Go Green" high school dance with 403 attendees making it the largest City sponsored high school event to date. The Commission also worked in partnership with West Valley Community Services to gather holiday gifts for local teens. This summer we had 45 teens enrolled in the summer Leader in Training Program, an increase in enrollment of 65% from 2007. Preschool Programs The Parent-Tot preschool program is offered each weekday at Portal Pazk for children ages 18 months-4 years. This program is designed to prepare parents and toddlers for an independent preschool program. There were 262 participants who enrolled in this popular program that generated $38,841 in revenue. The Preschool program is offered to 3 to ~ 5 year-old students at two locations: Quinlan Community Center and Monta Vista Recreation Center during the months of September-June. Kindergarten readiness activities are included in the curriculum: arts and crafts, music, motor movement, science and nature, group games, sharing, cooking and more. The Preschool program serves an average of 140 students per session. Students generally register for all three sessions during the school year and the program generated $226,735 in revenue. A new curriculum: Open Court Reading, which emphasizes phonics and reading readiness was introduced in fall 2007 and was well-received by participants, pazents, and staff. J:\Ci4y ManagerlAnnual Report\fy08 Annual ReportlAnnual Report 2007-08vl.doc Page 7 ola3~ Annual Report FY 2007-08 September 16, 2008 Public Works Department . The Public Works Department provides services in three program areas: ' En~ineerin~: general municipal engineering of infrastructure, traffic engineering and signal systems operations and maintenance for SS fully actuated traffic signals, architecture, and development review. ^ Capital Improvements: design and construction of approximately $30 million of capital projects including the Mary Avenue Pedestrian Footbridge, Stevens Creek Corridor Project including work at Blackberry farm and McClellan Ranch, some Park renovations and other like facilities; also completed this yeaz was an increased effort in Street maintenance projects of over $S Million. Several traffic signal modifcation projects, and a number of facilities upgrades that have been deferred for several years, including a new emergency generator for City Hall are other highlights of the Capital Improvement Program (CIP) in 2006-2007. ' Environmental Management: management of environmental programs including the $7.0 million annual solid waste contract, storm water runoff permits and recycling of waste materials. Currently there aze five managers and 10 staff professionals responsible for these three programs and their workloads. In addition, the Department operates the Municipal Service Center and provides maintenance services through four Divisions associated with: ' Facilities: maintenance of all City owned facilities including such major buildings as City Hall, the Library, Quinlan Center, and the Senior Center, along with the Creekside, Monta Vista and Wilson Park Recreation Centers and other minor facilities. ^ Grounds: maintenance of all pazks and grounds, including Memorial Park and ten neighborhood pazks, as well as 52 acres of school playgrounds and related facilities. ' Streets: maintenance of all streets, facilities and equipment in the public right of way, including almost 4S0 lane miles of public streets, all sidewalks, curbs, gutters, signs and markings, the storm drain system, over 13,OQ0 street trees and approximately 32 acres of median and overpass landscaping. ' General Services: maintenance and instaIlation of over 3,250 streetlights, 1S5 pieces of motorized or wheeled equipment, 200 power tools, the maintenance of the entire service center yard including storage of materials and hazardous waste and material disposal. Capital Improvement Program (CIPI In implementing a $30 Million aggressive CII' program, the Public Works staff, working with the other departments and a team of consultants, is completing the construction of the Mary Avenue Pedestrian Footbridge project scheduled for completion in eazly 2009. The first construction project for the clearing, grading and security fences was completed earlier in 2006. The project was bid and the high bids received required a complete re-evaluation of the project scope resulting in a redesign into a structural steel bridge. J:\City Manager\Annual Report1fy08 Annual Report\Annual Report 2007-08vl.doc Page 8 of~29 Annual Report FY 2007-08 September 16, 2008 The steel bridge was bid in September 2007 and, with the aid of an additional $3.35 Million in funding from the VTA, the project costs after bidding was $14.8 Million, a savings to the City of almost $7 million below the concrete design. The Stevens Creek Corridor Project is currently under construction with a completion date of May 31, 2009. As noted above the street maintenance capital program completed over $5 million in street overlays, pavement and curb, gutter and sidewalk repairs in 2008-2009. J:\City Manager\Annual Report1fy08 Annual ReportlAnnual Report 2007-08vl.doc Page 9 0~ 3~0 Annual Report FY 2007-08 September 16, 2008 Community Development Department The Community Development Department is responsible for the long range and current planning functions of the City. The long-range planning function prepares the City's General Plan, which is the City's "blueprint for growth." The comprehensive General Plan review started in 2001 and the fmal plan was approved by the city council in November 2005 after conducting extensive public input. The long range planning function also prepares specific plans such as the Heart of the City Plan; guideline documents such as the Monti Vista Design Guidelines and the Crossroads Streetscape Plan; and zoning ordinance updates such as the R1 (Single Family) Ordinance. The collection of Iong-range planning documents establishes the policy structure directing growth and change in the city. The current planning function implements the long- range policy structure through design and land use reviews of proposed development applications. The department also performs Redevelopment Agency and Economic Development functions and prepares the City's Community Development Block Grant Program. The department encompasses the Building Division, which provides plan check and inspection services for all building activity and issues building permits upon determining compliance with building codes and land use approvals and ordinances. The Community Development Department provides daily front counter, telephone, and Internet coverage for direct business questions and general information services relating to planning and building inquires. The department directly supports six committees and commissions including the city council, Planning Commission, Design Review Committee, Housing Commission, Environmental Review Committee, and the Economic Development Committee. Additionally, the department supports other departments by providing development and environmental reviews for city initiated projects such as the library and community hall, the Mary Avenue Bicycle Pedestrian Bridge, the Stevens Creek corridor project and the Capital Improvement Program. Planning Commission The Planning Commission consists of five residents appointed to alternating four-year terms by the city council to hear and make recommendations on all advanced planning policy documents and current planning applications described in the following sections. The five members currently include Chairperson: Marty Miller, Vice Chair: Lisa Giefer, Commissioners: Jessica Rose, Paul Brophy and David Kaneda. Current Planning/Development Review The current planning function coordinates review of major projects such as the Oaks Shopping Center and the planned mixed-use development at Main Street Cupertino, and communicates and implements all city development-related policies to help build a strong sense of community, such as encouraging walk-ability and providing visible exterior activity such as outdoor dining areas. The current planning function also assists with zoning code enforcement for illegal uses or failure to comply with conditions of approval. The number of current planning applications decreased 15% from 2171ast year, to 184 applications this year. This includes residential design review of 40 single-family residences. 7:\City Maaager\Annual Report1fy08 Annual Report\Annual Report 2007-08vl.doc Page 10 a4'3~~ Annual Report FY 2007-08 September 16, 2008 The Planning Division worked on the following major projects: ^ "Main Street Cupertino": Mixed-use project proposal and environmental study of 17.4 acre site at Stevens Creek and Finch to include lifestyle retail, hotel and fitness club, office space and senior/age restricted housing ^ Cupertino Village expansion: Approval of 25,000 square foot retail, and 54,000 square foot Paz'~g gage ^ Mazketplace Shopping Center: Construction of 34,000 square foot retail building, and tenant improvements for Yogurtland, Beard Papa, Marukai Grocery Store, and Daiso ^ Oaks Shopping Center: Approval for 122-room hotel and 51,000 square foot mixed use building ^ Cupertino Square: Design refinement of 46,000 square foot new retail space at Vallco Parkway and Wolfe, construction of new food court, completion of exterior painting, and redesign of entrances ^ Rose Bowl: Design refinement of mixed-use project ^ New Restaurant Amici's, and renovations at Benihana, Park Place, and T.G.I. Friday's ^ Cupertino Landing: Completion of 3-story, 60,000 square foot office building ^ 10900 Tantau: Construction of 102,000 square foot office building ^ Oak Park Village: Completion of 46 unit condominium project at De Anza/280 ^ Adobe Terrace: Completion of 23 unit mixed use project on Stevens Creek Boulevard and retail tenants Max Muscle and Alexa Eyewear ^ Villa Serra: Approval of i 16 unit apartment project ^ Wolf Camera: Completion of 20 unit mixed use project ^ Rockwell Hames: Completion of 15 town homes Long Range Planning Planning staff worked on the following projects related to long term planning: ^ Initiated a limited review of the Rl Ordinance relating to the 1St/2"d floor ratio to achieve greater architectural diversity ^ Completed the North Vallco Master Plan ^ Conducted a review of Green Building Standards, including the implementation of a voluntary checklist for all residential projects ^ Worked with Sand Hill Properties to develop the South Vallco Master Plan ^ Amended the Temporary Sign Ordinance to create design standards in conjunction with more business friendly timeframes for banners and A-frame signs Community Development Block Grant (CDBG Program The City of Cupertino is entering its sixth year as an entitlement city under the Community Development Block Grant Program. The City receives its entitlement grant directly from the Department of Housing and Urban Development, although the City continues to coordinate with the Urban County and the other entitlement communities in the County of Santa Clara. For the 2008/09 fiscal yeaz, the City's entitlement will be $434,807. In May 2008, the City Council awarded funds to CDBG sub-recipients. The funds will used to support public service activities such as senior adult day care, legal assistance for seniors, housing placement for the low and very-low income, and a rotating homeless shelter. J:\City ManagerlAnnual Report~t'y08 Annual ReportiAnnual Report 2007-08vi.doc Page 11 ~'3~2 Annual Report FY 2007-08 Hoasing Programs September 16, 2008 The Planning Division focused on the following housing-related programs: ^ Implemented the 2007/2008 Community Development Block Grant (CDBG) Program ^ Adopted the CDBG Citizen Participation Plan ^ Awarded CDBG sub-recipient grants for the 2008/09 program year Redeveloament/Economic Development The Community Development Department houses the new position of Redevelopment/Economic Development Manager. Facilitation of projects at Cupertino Square continues to be a high priority. During the 2007/2008 fiscal year, ownership of the mall changed hands with Orbit Resources assuming the majority share of the mall asset, and Evershine/KCR purchasing the Rose Bowl, and the housing/hotel outparcels on either side of Wolfe Avenue adjacent to Highway 280. Orbit completed many important infrastructure projects that have contributed to the functionality and aesthetic value of . the mall. These projects include new signage, exterior painting, and new mechanical systems. Orbit also made great strides in leasing with the addition of Za1es, several food court tenants, and the Hoflbrau House. Currently, many of these projects are on hold due to a legal dispute between Orbit, and their lender Grammercy. Orbit has f led chapter 11 bankruptcy in hopes of repositioning themselves, and avoiding foreclosure. New entertainment anchors AMC Theaters and Strike Cupertino continue to be very successful. Redevelopment activity awaits more substantial tax increment dollars. In the meantime, outside counsel has been retained to advise on issues as they arise. Cupertino is now compliant with SB 53 requirements (stating policy on eminent domain) and is an active member of the California Redevelopment Association. Accomplishments for 06-07 were submitted to the State Controller's Office. A summary of key economic development accomplishments for 2007-2008 are as follows: Retail Recruitment/Retention ^ Extensive facilitation of 20 new retail leases -some of which were recruited through this position, including Amici's ^ Assisted several businesses with grand openings, including Whole Foods ^ Developed Cupertino Demographics Package which can be downloaded from the website ^ Created Cupertino Restaurant Association and developed dining brochure ^ Secured Buxton Study on Cupertino Retail Trade Area and Customer Profile ^ Advised on Furniture 2000 project Development Facilitation ^ Assisted with sale of HP Property at Stevens Creek & Finch -over 30 developer meetings to discuss development parameters ^ Office: 10900 Tantau construction, purchase of 10201 Torre Avenue, Results Way renovation ^ Had over 300+ meetings/contacts with the real estate industry regarding Cupertino ^ Advised on i0+ retail center expansion projects and tenant build-outs J:\City Manager\Anrmal Report\fy08 Annual Report\Annual Report 2007-08vl.doc Page 12 0~'3~3 Annual Report FY 2007-08 September 16, 2008 Branding/New Business Outreach ^ Created new Economic Development Brochure and Marketing Package -partially funded by PG&E Economic Development Grant ^ Enhanced Economic Development website presence ^ Produced "Cupertino Commercial News" -issued quarterly, circulation is over 700. ^ Fielded numerous media inquiries for Mercury News (including 2/08 article on Cupertino Square), Business Journal, Cupertino Courier, and various real estate publications. ^ Frequent guest speaker/panel presenter in the Real Estate industry, including o Silicon Valley Commercial Real Estate Women (Economic Development Panel) o Chinese Realtor Association Development Policy ^ Initiated Temporary Sign Ordinance Amendment to encourage well designed, pedestrian oriented signage ^ Facilitation of AT&T interface on cell phone coverage issue ^ Advised on Heart of the City, Regional & Community Coordination ^ Silicon Valley Economic Development Alliance (SVEDA) ^ NOVA Connect Center ^ Cupertino Rotary and Chamber of Commerce Economic Vitality ^ 136 New Business welcome packages in 2007 ^ Oversight of Housing and CDBG Programs ^ Helped numerous businesses with specific needs/issues (Strike Cupertino bus layover issue, Symantec corporate event permits, etc.) ^ Pursued support of on-site catering for city events (music, movies, and Shakespeare) ^ Facilitated Cupertino event venues for the following visiting delegations: o USA Water Polo National Jr. Olympics (pool use and social events) o Kuchipudi Dance Convention at De Anza College Building Division Building staff processed and plan checked 2,174 building permit applications compazed to 2,347 in 2007/08 (a slight decrease of 7 %). Tie Building Division conducted 20,156 building inspections in 2007/08 compared to 24,763 in 2006/07. This decrease is primarily due to the completion of some larger residential project. Building valuation was $166 million in FY 07/08 down considerably from the previous year, again reflecting completion of some major projects as well as the effect of the current economy. J:~City Manager~Annual Report1fy08 Annual Report\Annual Report 2007-08vl.doc Page 13 0~3~ Annual Report FY 2007-08 September 16, 2008 Sheriff s Department The principal mission of the Sheriff's Office West Valley Division is to protect life and property. The Sheriffs Office is dedicated to the preservation of public safety by providing innovative and progressive services in partnership with the community. Criminal Activity Person Crimes FY 06/07 FY 07/08 Change Percent Difference Homicide 0 0 0 0% Rae ~ 5 4 -1 20% Decrease Assault ~ 60 61 +1 2% Increase Robbe 20 17 -3 15% Decrease TOTALS 85 82 -3 4% Decrease In FY 07/08, the City of Cupertino experienced a 4% decrease in crimes against persons. The numbers of assaults related to school events were down due to the continued efforts by the School Resource Officers and the School Enforcement positions on campus. This worked to reduce the number of assaults taking place at the schools. There was an increase in calls for service at the schools this year, but they were for incidents other than assault. Domestic violence calls continue to be incidents that we address routinely, many resulting in assaults. Property Crimes Pro Crimes FY 06/07 FY 07/08 Chan a Percent Difference ur 1 417 513 +96 23% Increase eft 404 349 -55 14% Decrease uto Theft 57 52 -5 9% Decrease denti Theft 1 i 6 108 -8 7% Decrease OTALS 994 1,022 +28' 3% Increase In FY 07/08 property crimes (burglary, theft, auto theft, and identity theft) showed a 3% increase. This 3% increase is reflective of the significant increase in the number of auto burglaries over this past year. We also had an increase in residential burglaries during the earlier part of the year, but with a number of arrests, residential burglaries decreased significantly toward the end of the fiscal year. Auto burglaries have risen in all cities throughout the county, and agencies are noticing similar circumstances in most of these cases. It should be noted that patrol deputies and detectives have made a record number of arrests this year for property crimes (60+). Several arrests were made which resulted in hundreds of items of evidence being recovered. Many of the recovered items were returned to residents/victims. More property crime cases were solved this year than in years past. Detectives closed over 150 cases. There was a 23% increase in burglaries during the year, and the majority of this increase was a result of the auto burglaries. A suspect was arrested who is believed to be responsible for over thirty burglaries in Cupertino. He is currently in custody and has been convicted on a number of J:\City Manager\Annual Report\fy08 Annual ReportWnnual Report 2007-08vl.doc Page 14 0435 Annual Report FY 2407-08 - September 16, 2008 charges. We also assisted Los Altos PD in putting a case together and arresting another subject who was committing residential burglaries during the evening hours when residents were at home. He was sentenced also on a number of burglaries, including several cases from Cupertino. We have worked with the Regional Auto Theft Task Force during the year to address the number of auto burglaries. Bait vehicles have been placed at various locations throughout the city. We have made several arrests of suspects related to Cupertino auto burglaries. Traffic Activity raffic Collisions FY 06!07 FY 07/08 Change Percent Difference atal 0 2 +2 200% Increase jury 99 112 +13 13% Increase ro erty Dama a 651 b30 -21 3% Decrease OTALS 750 744 -6 1 % Decrease edestrian Involved Accident S 7 +2 40% Increase is cle Involved Accident 10 11 +l 10% Increase OTALS 15 18 +3 17% Increase raffic Citations issued FY 06/07 FY 07/08 Chan a Percent Difference ovin Citations 8131 7431 -700 9% Decrease d Citations 1728 2102 +374 22% Increase on-movin Citations 4375 4792 +417 10% Increase OTALS 14,234 14,325 +91 I % Increase In FY 07/08, there were 762 accidents. This indicates a decrease of three collisions from the previous year. The traffic units have consistently worked to address accident related violations throughout the city, with a special concentration around the schools. Yet, there was still an increase in pedestrian bicycle related accidents. There was an effort made this fiscal year .to address more of the red light violations, along with other moving and speed citations, especially in the area of the schools. These efforts were reinforced with the grants that were obtained to put out additional units to provide the directed enforcement. The overall citations issued increased by 91 additional citations being issued. We did obtain an additional grant this year to conduct speed enforcement that produced an increase of 374 citations for speeding. Response Times esponse Times FY 06/07 FY 07/08 es nse Times Av Time # of Calls Av Time # of Calls riori 1 4.47 130 5.10 167 'ority 2 7.45 5037 7.97 5254 riori 3 16.02 5279 17.12 5132 erall Av 9.31 10,446 Av 10.6 10,553 The Sheriffls Office responded to 10,553 calls fvr service during FY 07/08. This was an increase of 107 calls from the previous year. We have continued to strive to meet our goal of five minutes J:\City Manager\Annual Report\fy08 Annual Repoli\Annual Report 2007-08vl.doc Page 1S o~3~6 Annual Report FY 2007-08 September 16, 2008 for Priority 1, nine minutes for Priority 2, and twenty minutes for Priority 3 calls. The department did not meet its goal of 5 minutes for Priority 1 calls, but came in well under the goals set for Priority 2 and 3 calls for service. The additional units provided in January 2007 helped improve response time. We will continue to work to meet the Priority 1 goal of 5 minutes during the upcoming year. Other Activities The Sheriff s Office applied for and received three grans from the California Office of Traffic Safety (OTS). One grant funded the overtime costs to operate Driving Under the Influence Patrols (DUI Enforcement Patrols) in July 2007; December 2007, and May 2008. The DUI Patrols were put out to assist in the City of Cupertino in locating drivers under the influence. The use of additional patrol units to enforce DUI violations has proven more productive for enforcement purposes then did the checkpoints previously used. ~ ' The second grant funded the overtime costs to operate special Traffic Enforcement Units to enforce "Click-It or Ticket" (seat belt Iaws) in the City of Cupertino. The additional units conducted enforcement from May 19 to June 16, 2008. There were 156 citations issued for seatbelt violations by these overtime units. Patrol units issued 71 additional seatbelt violations during the time period, for a total of 227 seat belt violations. The final grant that we received was to perform "Speed Violation" enforcement. We spread this out over three sessions, and performed directed enforcement in Cupertino for these violations. The traffic units from Cupertino and Saratoga were used on overtime to enforce the violations in Cupertino. In July 2007 West Valley Patrol implemented a new approach to enforcement of various criminal activities taking place throughout the city. Detectives and Patrol deputies put forth a more cooperative effort in the investigation of cases to reduce the caseload for detectives, and increase the involvement of deputies familiar with circumstances in the field. The result of the new approach has resulted in a number of arrests during the yeaz related to property crimes. The number of suspects arrested and cases resolved has exceeded the percentages that are normally associated to these types of crimes. Residential burglaries were significantly reduced. West Valley Patrol implemented a new schedule effective January 2008. The schedule provides for a combination of a 10/12-hour shift schedule for deputies working the city. This provides for more. consistency in the deputies working patrol, and a team concept for the deputies on each of the shifts. It also provides the deputies with a frill day of training one day per month. This allows better preparing and educating the deputies on laws, legal updates, and current needs of the contract cities. The Mock Robbery program has increased for the banks, and other commercial businesses in the city. A training program was set up, and a team of deputies went out to banks primarily, as well as a few commercial retail stores, and made contact with the managers. Training was then completed at several different banks in the city to better prepare them on how to react during this time of stress and confusion. The training has been very well accepted, and we continue to offer the program to those that have not participated at this point. Due to recent activities in Oakland, J:\City Manager\Annual Report\fy08 Annual ReportlAnnual Report 20(f7-08vl.doc Page 16 0~3~~ Annual Report FY 2007-08 September 16, 2008 we are stepping up our training efforts for retail businesses in the city to prepaze them for possible criminal activity. Department Prourams The two School Resource Officers continued their involvement in youth programs aimed at education, prevention, and intervention. These deputies have also worked closely with school officials in offering assistance and guidance. They participated in the Teen Academy, School Attendance Review Board (SARB), Every IS Minutes Program, Code Red Training, DITI Court, Juvenile Diversion Program, Sober Graduation, and Mentor Program. The School Resource Officers provide presentations on the following: Bully and Respect, 9-1-1 Protocols, Drug Awareness, Red Ribbon Week, Stranger /Danger, Youth Violence Prevention, Zero Tolerance, Bicycle Safety, and Internet Safety. Over 10,000 Cupertino students participated in these presentations provided by the deputies. The School Resource Officers also helped facilitate two "Every 15 Minute Programs" at high schools this year. The schools included Homestead and Saratoga High Schools. Due to their experience with the program here in Cupertino, various other school districts are now reaching out and tapping into the example set forth by the programs established here in Cupertino. According to the California Highway Patrol, in 1997 one person was killed in an alcohol related traffic collision every 15 minutes. Today, that number is one in every 23 minutes. The Every 15 Minute Program is a two-day program focusing on junior and senior high school students, which challenges them to think about drinking, driving, personal safety, and the responsibility of making mature decisions and the impact their decisions have on family, friends, and the community. The program's primary objective is proactive education for high school students. The Sheriff s Office worked very closely with the management at Cupertino Squaze to establish a sub-station within the mall. The sub-station is located behind the box office for the AMC Theatres so that the deputies provide additional visibility in the area. We have also worked closely with management to continue with our pay job deputy working at Strike within the mall. This position has proven to be valuable in deterring a number of potential incidents that could have required additional response from deputies in the city. In May 2008, the Sheriff's Office, while working with Cupertino Staff, put together a proposal for safety concerns around the schools in Cupertino. This proposal for $303K was presented to Council, and was approved on May 20, 2008. The proposal included a program to provide additional enforcement around the schools during morning and afternoon hours. It included bringing in a traffic consultant to assist with the evaluation of safety needs around schools, and to work toward the establishment of a "Safe Routes to School" program. in addition to this, there were suggestions for improvements in the tri-school area, near Sedgwick Elementary School on Tantau, and a crosswalk on Stelling @ Alves. The remainder of the money was used to provide Cupertino with a second SRO position if the COPS Grant is not funded by the State. J:1City ManagerlAnnual Report1fy08 Annual ReportWnnual Report 2007-08vl.doc Page l7 0~3~8 Annual Report FY 2007-08 September 16, 2008 Public and Environmental Affairs During the past year, the city has experienced growing regulatory demands from the state, along with a heightened level of interest from the community on all issues relating to sustainability. For the past ten years, the City of Cupertino has been implementing environmentally sound policies and practices. Sustainability Previous efforts and last year's accomplishments include: ^ Adopted Envixorunentally Preferable Purchasing Policy (includes source reduction, recycled content products (e.g. paper, asphalt), energy and water savings, green building, landscaping toxics and pollution, forest conservation, agricultural bio-based products}. ^ Purchase paper products made with recycled content (already have a policy, 1994, but reinforce and use not just for copy paper, but folders, hanging files, envelopes, etc_). ^ Purchase recycled/remanufactured toner and ink jet cartridges. ^ Purchase Energy Star appliances and copiers. ^ Purchase cleaners meeting Green Seal's Industrial and Institutional Cleaners Standazd ^ Print with soy or low VOC inks. ^ Require supplies to be ordered by email or electronic form. ^ Default printers to 2-sided copying o Already have double sided copying policy, adopted in 2000, reinforce. ^ Require catering companies working at indoor city facilities to provide reusable dishes and be responsible for cleanup. ^ Regularly print articles in the SCENE on how to be "Green." ^ Provide green business practices information to employees at orientation and through emails. ^ Converted paper forms to electronic forms and file forms electronically. ^ Existing Integrated Pest Management Policy (using less pesticides), use drought tolerant plants and mulch. ^ Purchased green building kiosk displaying building materials samples and graphics illustrating green design practices for lobby. Regional Collaboration ^ Certified City Hall, Community Hall and Library as ABAG Green Businesses. ^ Member of Joint Venture Silicon Valley Network for Government Operations ^ Member of Joint Venture Silicon Valley; Sustainable Silicon Valley ^ Working with ICLEI -Local Governments for Sustainability USA, Inc. ^ Working with Sun City and Rec Sun in order to procure discounts for Cupertino residents for the installation of photovoltaic panels ^ Almost all traffic signals in the city have been changed to LEDs ^ City staff are negotiating with PG&E to obtain a more favorable rate for improved streetlight efficiency Last yeaz, the City Council approved the hiring of a fulltime environmental affairs coordinator, a step that will significantly increase the level of activity, coordination, and accomplishment in this azea. J:\City ManagerVlnnual Report\fy08 Annual Report\Annual Report 2007-08vl.doc Page 18 o`i3~ Annual Report FY 2007-08 September 16, 2008 Communication A high priority for the Communications Division continues to be implementing a coordinated and comprehensive internal and external communication program for the City. Priority projects have focused on greater capacity and coordination of communication so that the City will be better able to communicate with, and serve, the public. The Communication Division is responsible for planning and 'implementing a comprehensive internal and external communicatiflns program for the city of Cupertino. This includes keeping the community well informed of city services and activities while keeping the city employees and elected officials well informed to assist them in serving city residents. As technology and communication methods advance, the Communication Division is continually looking towazd new effective ways to distribute information. The Cupertino website is continuingly being updated with. new functionality and recent broadcasts of city meetings. The Cupertino City Channel provides a wide variety of locally produced and acquired programming. Radio Cupertino has begun broadcasting this year. The Communication Division continues its mission to increase public awareness, interest, understanding and participation in city issues, programs and services well into the next fiscal year. . Web Services The City web specialist coordinates with the all departments to make sure that the City's website is current and up to date. Staff is continuing to add more service-oriented functionality to the site. The Webmaster also is in process of designing/implementing the City's Intranet. The staff is also responsible for managing teen commission, blackberry farm, Cupertino-library websites, and a brand new teen website this year. The website staff oversees the overall hosting, deployment and content updates for the web platform. The web specialist also collaborates with the Information Technology Department in the e- services program. This is the fastest growing means for residents to request services and information from the city. Last year the city web site averaged approximately 400 thousand page views per month, generated by an average of over 24 thousand absolute unique web site visits per month with an average of more than 120 thousand page views per month. City Channel City channel staff broadcast all city council, planning commission, and parks and recreation commission meetings. Staff also produced an economic development video, the state of the city, the Cupertino Recognizes Extra Steps Taken (CREST) Awards and several training videos. The city channel also covered community events, festivals and forums. Radio Cupertino WQGH344 (Radio Cupertino} is the City of Cupertino's AM radio station, began broadcasting . on the frequency of 1670 AM in March of 2007. Radio Cupertino provides residents with up-to- date information on city news, community events, construction projects, road conditions, weather forecasts and emergency preparedness. Cupertino city meetings are also broadcast at various times throughout the week. In the event of an emergency, local residents can tune into 7:\City Manager~Annual Report~fy08 Annual ReportiAnnual Report 2007-08vl.doc Page 19 0~3~~ Annual Report FY 2007-08 September l6, 2008 Radio Cupertino for the latest information on the nature of the emergency, the impact of the emergency on the community, and instructions for local residents. Cupertino Scene This year, the newly redesigned Cupertino Scene publication remains an important source of city information for the community and for the media. Consistent with the rest of the nation, print publications aze decreasing in readership. However, as a multimedia document the Scene is a cue for weekly newspapers that frequently use stories and topics from the publication. The Scene has also become aninformation-rich destination on the website. It is expected that the city web site will soon eclipse the Scene as the most important source of community information. Public Access The City provides public access services to Cupertino through KMVT, Comcast Cable station 26. A savings of $57,000 continues to be realized annually. Due to its relationship with KMVT, video. classes are offered as part of the recreation schedule and local high schools are exploring the possibility of coverage of high school sports in Cupertino. Franchises The city of Cupertino inaugurated a new video franchise with AT&T through the new State of California franchise process. Enacted by recent state legislation, this statewide video franchise requires payment of a S% per ratepayer franchise fee. Awards The City of Cupertino received first place in the category of public and community meetings and honorable mention for public affairs programming at the National Association of Telecommunications Officers and Advisors (NATOA) Government Programming Awards. Cupertino regularly competes with some of the lazgest cities in the nation, most recently Seattle, San Francisco, and Los Angeles. In 2006, Cupertino received an honorable mention in the public meeting category. This year the city came in first place, beating Denver and Washington D.C. In last year's competition, NATOA reviewed 1,200 individual entries from 180 agencies across the nation and Canada. Awards categories cover a variety of programming including, among others, community events, documentary, public affairs and public service, interview/talk show, performing arts, sports, election coverage and children's issues. Technolo~v Information and Communication Commission The Technology Information and Communication Commission (TICC) has been working closely with the Planning Commission and Planning Department staff regazding the Wireless Services Master Plan. One of the few cities with a planning document of this type, with the rapid change of technology, the commission has made a priority of updating the document. The TICC has also taken a leadership role dealing with community concerns regarding WiFi and cellulaz technology. J:\City Manager\Annual Report1fy08 Annuat ReportlAnnual Report 2007-08vl.doc Page 20 0~'3~~ Annual Report FY 2007-08 September 16, 2008 Sister Ci Program Cupertino enjoys a range of cultural, educational, and economic exchange programs. Cupertino enjoys two sister city relationships with Toyokawa, Japan and Hsinchu City, Taiwan, Republic of China. Cupertino's sister city relationships are governed by local ordinance and International Sister Cities, Inc. The Sister City Program has thrived because of broad-based community support. It is a community program, coordinated by the Cupertino-Toyokawa and Cupertino- Hsinchu Sister City Committees, with the support of the City of Cupertino and the Cupertino Union School District. Community Relations . More than 200 residents participate in the Cupertino Neighborhood. Block Leader program. During the year, city staff coordinated two orientations for new leaders and one communications session for ail. The program also worked in conjunction with the Cupertino OES and Sheriff s office to provide disaster response and Search and Rescue trainings. Block leaders have been key in delivering timely and pertinent information to their neighbors about building activities and new citywide programs. About 30 percent of the block leaders are CERT-trained. More than 60 percent of Neighborhood Watch leaders also serve as block leaders. Community Events The city of Cupertino is a vibrant, active community with a diverse population and monthly events that provide something for everyone. In the past fiscal year the city has collaborated with many organizations to bring celebrations, events and education fairs to the residents and employees. JULY OCTOBER JANUARY APRIL 4~' on the 3~ Cupertino Safety Fair Master Planning in Big Funny Run 4a` of July Celebrations Diwali Festival North Vallco Cherry Blossom Shakespeare in the Ikebana Flower Show Community Workshop Festival Park IFWC Cultural Arts Earth Day Summer Concert Series Festival Free Shredding Day AUGUST 2006 NOVEMBER FEBRUARY MAY Cinema at Sundown World Journal Festival Bike to Work Day SEPTEMBER DECEMBER MARCH JUNE Cupertino Jubilee Breakfast with Santa Lunar New Year Unity Organization of Celebrations Light up the Night Festival & Parade Special Needs Citywide Garage Sale South Vallco Families Festival Community Workshop Summer Concert Series 7:\City Manager\Annual Report\fy08 Annual Report\Annual Report 2007-08vl.doc Page 210 3~2 Annual Report FY 2007-08 September 16, 2008 Administrative Services Department The Administrative Services Department is comprised of eight divisions including Finance, Information Technology, Human Resources, City Clerk, Code Enforcement, Community Outreach (Emergency Preparedness, Neighborhood Watch and Community Leadership Academy}, Economic Development, and Treasury. Finance The Finance Division updates City financial records, collects and disburses all monies, handles payroll, and supports the Audit Committee. It compiles Federal, State and County reports, prepazes the budget and fmancial statements, and monitors spending and revenues. Business licenses are also issued. Accomplishments this year include: ^ Improved wire transfer controls. ^ Adopted new expense reimbursement policy for City Council. ^ Prepared a balanced budget for fiscal years 2008/09 through 2012/13 in light of pending State take-aways. ^ Prepared Comprehensive Annual Financial Report for 2006/07. ^ Obtained GFOA's Awazd of Excellence for the City's annual financial report and the CSMFO Excellence Award for the City's annual budget. ^ Completed annual financial audit. ^ Provided general fund revenue and expenditure projections. ^ Issued 6,670 checks to vendors, 1,514 paychecks, and 1,500 purchase orders; - . ^ Renewed 3,600 business licenses and gave out 900 new licenses; ^ Sent out 560 bills for false alarms, damages, grants and other items. ^ Started online business license renewals. ^ Expanded online payment capabilities: ^ Researched and established a new reserve policy for the General Fund. ^ Surveyed business license customer satisfaction. ^ Coordinated annual update of municipal fee schedule. ^ Provided financial analysis to the Tax Equity Allocation (TEA) Council subcommittee to aid in legislations for additional property tax, Phase II. ^ Continued to implement our Fiscal Strategic Plan. ^ Established a replacement fund for all City Channel equipment" ^ Coordinated two library fundraisers to Heighten awareness of the cost of Monday hours and in-lieu of an entertainment tax. . Treasury This function is responsible for investing a $50 million portfolio with the goals of safety, liquidity and rate of return. During the fiscal year, all investments complied with our own policy and state law and provided adequate cash flow to meet operational and capital project obligations. The division presented monthly investment reports to the Council. 7:\City Manager\Annual Report\fy08 Annual Repoct\Annuai Report 2007-08vl.doc Page 22 0~'3~3 Anneal Report FY 2007-08 September 16, 2008 City Clerk The City Clerk prepares the council agenda and minutes, keeps an accurate record of all .city council proceedings, maintains official copies of all city ordinances, and administers oaths to City officials. The Clerk's office also administers the local elections and is the filing officer for Fair Political Practices Commission reports. Weekly duties include preparation, distribution and posting of a variety of agendas and minutes, scanning City Council and Planning Commission packets and documents to the Internet, preparing legal advertisements, and processing council actions, including resolutions, ordinances, correspondence, maps, etc. The Clerk's Office staff also responds to requests for records, processes and distributes in-house and postal mail, and provides much of the City's photocopying services. The City Clerk staffs the Fine Arts Commission. Elections/Initiatives There were two different elections in this fiscal year: November 2007 and February 2008. The November election was a regular election to fill two city council seats, and the February election was to fill a vacancy created by the resignation of a council member. Resulting activities include preparing campaign disclosure requirements, updating web pages with candidate information and election information, updating the City Council Candidate handbooks and forms; emailing interested parties with regular updates, and preparing a series of resolutions and other required; attendance at the bi-annual training sessions with the Santa Clara County Registrar of Voters; and responding to public records requests. Public Notification The City Clerk's Office continues to provide the most up-to-date information available regarding city council meetings and action, including: ^ Updated the city's on-line records weekly, including city council agendas, minutes, staff reports, resolutions and ordinances. ^ Providing on-line access to historical documents, including agreements, budgets, and annual reports through the ongoing imaging program. The city web site now has all city council minutes, resolutions, and ordinances dating back to the city's incorporation date of 19.55. ^ Provides city council meetings and documents on the city's website with on-demand streaming video. The video is integrated with agendas and complete staff reports. ^ Hired and trained a new employee to fill the Administrative Clerk/Mail Clerk position. ^ Updated Communication Division/City Clerk Emergency Prepazedness manual. ^ Prepared for updates in webcasting software (Granicus) and electronic document management (Laserfiche) and the enhancements they will bring to the agenda and packet process. ^ Completed the 3-year task of uploading all resolutions, ordinances and minutes dating back to the city's incorporation date of 1955. Routine tasks• Prepared agendas and minutes, and printed and distributed packets, for 27 city council meetings. ~ . J:\City Manager\Annual Report\fy{l8 Annual ReportlAnnual Report 2007-08vl.dac Page 23 0~3~4 Annual Report FY 2007-08 September 16, 2008 ^ Processed 93 legal ads, 190 resolutions, 20 ordinances, 5 negative declarations, 16 claims, 10 appeals, 4 petitions for reconsideration, and a variety of records requests. Recorded approximately 50 miscellaneous documents with the Santa Clara County Recorder. ^ Scanned packets and exhibits for 27 city council meetings; continued scanning current and/or prior year resolutions, ordinances, other commission minutes, budget documents, etc. The Laserfiche database now contains approximately 27,652 documents that are available to the public online (an increase of 8,914 since last year} ^ Prepared and microfilmed 1,121 files and destroyed 269 obsolete files. ^ Collected and reviewed 116 economic interest forms and 84 campaign disclosure statements required by the Fair Political Practices Commission. ^ Recruited for all board and commission regular vacancies with terms ending in January, as well as 12 unscheduled vacancies. There were 29 appointments made. ^ Responded to miscellaneous requests by the public and other agencies. ^ Compiled information for State of California mandate reimbursement claims Fine Arts Commission ^ Reviewed public art Cupertino Landing on N. DeAnza Boulevard. ^ Refined the policy and procedures for the "One-Quarter Percent for Art" program which requires public art far new developments 50,040 square feet or greater. ^ Sponsored a student art exhibition at the Cupertino Cherry Blossom Festival. ^ Awarded the Distinguished Artist of the Year 2008 to watercolor artist Floy Zittin. Emergency Services The mission of the Office of Emergency Services is to facilitate, coordinate and provide technical support to improve Cupertino's disaster response and recovery through education, training, volunteer development, partnerships and other readiness activities. Highlights include: Public Education ^ Prepared monthly preparedness article in Cupertino Scene ^ Conducted monthly personal emergency preparedness workshops (PEP} -112 attendees this year. Collaborated with student volunteers from Monta Vista High School to actively promote PEP class. ^ Added Pandemic Flu information to PEP workshop and emergency preparedness website www.cupertino.org/emergency. Filmed public presentation in January, which is shown regularly on City Channel. ^ Presented to service clubs and schools. ^ Offered Kaleidoscope Public Safety Training for young adults - 39 graduates. ^ Conducted CPR classes - 98 trained. ^ Provided First Aid classes - 60 trained ^ Provided preparedness information at local festivals, block parties, schools, and other community events. ^ Displayed informational brochures at the library, City Hall and Quinlan Community Center. J:\City Manager\Annual Report\fy08 Annual Repori\Annual Report 2007-08vl.doc Page 24 d`~3~5 Annual Report FY 2007-08 September 16, 2008 Readiness ^ Initiated Emergency Supply program for neighborhood block leaders to increase the number of community members stocking disaster supplies -supported by volunteer students from Monti Vista High School. ^ Signed MOU and added storage container and additional disaster supplies at Seven Springs Owners' Association. ^ Received $5,000 grant for continued Medical Reserve Corps activities. ^ Created photo identif cation for city staff. ^ Completed phase one of City Mobile Command Post project. ^ Continued meetings of Cupertino Disaster Council to assist stakeholder involvement in emergency planning. Conducted two EOC exercises. ^ Continued monthly school preparedness meetings. ^ Participated on committees for Pandemic Flu, Mass Prophylaxis, Vulnerable Populations, and spontaneous volunteers. ^ Relocated the Emergency Operations Center to a larger, permanent location with enhanced video and cell phone coverage. City Staff Training ^ Conducted Incident Command System (ICS 100, 200 and 700) training for all employees. Volunteer Training ^ Conducted Citizen Corps Volunteer Training (Community Emergency Response Team (CERT}. • Provided Cupertino Amateur Radio Emergency Service (CARES), Medical Reserve Corps (MRC). Partnerships ^ Initiated MOU with Seven Springs Owners' Association Volunteer Programs* ^ CERT - 774 ^ CARES - 78 ^ Medical Reserve Corps - 82 * Some members have multiple affiliations Human Resources Human Resources provides a full range of personnel and risk management services including employee relations, labor negotiations, recruitment, selection, classification, compensation, training, organizational development, benefits, retirement, workers compensation, insurance administration, and safety. Special accomplishments: ^ Implemented the second year of three-year labor agreements with the Cupertino City Employees' Association and Operating Engineers Local Union #3. ^ Conducted 40 recruitments. Filled 17 full-time and 54 part-time positions. Admirlistered qualification appraisal boazds, written exams, and established eligible lists. Scheduled and J.\City Manager\Annual Report\fy08 Annual Report\Annual Report 2007-08vl.doc Page 25 0~3~6 Annual Report FY 2007-08 September I5, 2008 monitored results of fingerprinted criminal history records checks, pre-employment medical evaluations, and TB testing. Prepared offer letters and conducted new employee orientation. ^ Implemented Phase I and II of an employee wellness program. ^ Fully automated on-line job applications, applicant tracking and interest cards. Participated in the CalOpps public sector job board to provide "one stop shopping" for job applicants. Increased the candidate pool and reduced recruitment timeframes. ^ Hosted regional Association of Bay Area Government (ABAG} Plan customer service%ommunications workshop and on-sife Ca1PERS retirement & financial planning seminars. Provided citywide training on sexual harassment, workplace violence, and computer programs including Word, Excel and PowerPoint, defensive _ driving, alcohol & controlled substance abuse, CPR and first aide. ^ Amended CaIPERS retirement contract. ^ Awazded $27,000 in ABAG Plan grants for successfully completing and implementing ABAG's best practice recommendations for risk management. ^ Updated citywide Injury and Illness Prevention Program redefming/enhancing the role of the Safety Committee. Conducted citywide training. ^ Implemented a new Risk Management policy and conducted citywide training. ^ Updated general. liability, property and errors and omissions insurance. ^ Processed 13 general liability claims, represented City in mediation and court proceedings, completed interrogatories, located and provided subpoenaed documents, coordinated investigations, and ensured the timely response to requests for claims information. ^ Conducted quarterly labor management meetings with OE3 and CEA. ^ Served as Municipal Employee Relations Officer resolving grievances, conducting investigations, and administering progressive discipline. ^ Administered health benefits open enrollment. ^ Scheduled quarterly 457 plan informational meetings. ^ Established two new job classifications. Conducted job analysis, set minimum qualifications, prepazed class specifications, and made salary recommendations. ^ Prepared and submitted EEOC employment data reports. ^ Administered performance evaluation program scheduling evaluations, providing supervisory training and tracking timely completion. ^ Coordinated 12 ergonomic evaluations and implemented recommendations. ^ Monitored and reported temporary employee hours. ^ Administered 22 workers' compensation claims. ^ Processed general payroll increase and employee benefit amendments. ^ Processed 8 employee retirements, 7 full-tune employee separations and 128 part-time employee separations. ^ Conducted quarterly safety committee meetings. l:\City Manager\Annual Report\fy08 Annual Report\Annual Report 2007-08vl.doc Page 26 0`~3~7 Annual Report FY 2007-08 September 15, 2008 Economic Development The Economic Development function is a coordination of efforts between the Community Development Department and the Department of Admilustrative Services. The two departments work with Iocal~developers and property owners to encourage specific businesses to locate in the city, including restaurants, theaters and bookstores. These efforts are specifically aimed at prof ecting a business friendly environment throughout the organization. The Community Development Department continues to develop and maintained a contact list to target specific business. Information Technology This division provides and manages citywide information technology. The IT Manager and her staff implement the City's Technology Master Plan, assist in training staff and maintaining and troubleshooting information systems including; the Finance and Building systems, the Records Management system, Recreation Reservation systems, GIS databases, Code Enforcement databases, and Community Development databases. Extending our network outside of City Hall has allowed staff to view email and even work from home. This year's focus was about continuing to improve customer service, further our goal for a paperless environment, expanding our E-services goals, providing growth for our expanding network, upgrading our mission critical system to latest technology standard and strengthening security and storage pazameters for better network availability and protection. Specific accomplishments this year included: ^ Replaced over 100 desktops with the PC Turnover project for all full time staff (50% complete}, including the upgrade to the Microsoft OFFICE 2007 application suite. ^ Secured 18 donated workstations for the Senior Center Lab from Apple, Inc. and Hewlett Packard. ^ Drafted Request for Proposal and selected vendor for Storage and Disaster Recovery Project ^ Began internal changes and reporting for first level Payment Card Industry (PCT} assessment. ^ Implemented new hosted SPAM tool that allows staff to receive more timely quazantined emails by managing the Spam solution at the user level. ^ Developed electronic office calendaring system for receptionist/City Clerk that allowed all staff to view and change at same time. ^ Upgraded both Laserfiche~and Weblink Records Management servers. ^ Drafted Cupertino's first Security Policy. , ^ Implemented the transition of the Code Enforcement application data to a new hosted Citizenserve system. ^ Developed a Service Level Agreement for Apple products on our network. ^ Maintained and supported access to 43 printers across 8 sites ^ Continued the maintenance of the city's imaging packages for faster build and delivery of servers and workstations; maintained each install and delivery to specific user needs ^ Maintained all softwaze applications to Windows 2000/XI' standard ^ Maintained Teen Center networks that include support for two separate networking environments. Assisted Teen staff with outside consultant hour .contract for increased response time to issues. 7:\City Manager\Annual Report1fy08 Annual Report\Aiwual Report 2007-08vl.dce Page 27 a~3~8 Annual Report FY 2007-08 September 16, 2008 ^ Maintained and upgraded all Networked Servers with latest security vulnerability patches, critical updates, hot fixes, antivirus, and optimization tools. Including two factor authentications for VPN access. ^ Maintained network environment to Community Hall ^ Updated Disaster Recovery Plan with backup rotation and tape retention ^ Upgraded Internet filtering application, the network security systems, disaster recovery systerxl, the checkpoint firewall system, and antivirus programs for server and desktop deployment. . ^ Continued participation in the Countywide GIS Partnership Project, including building the Assessor's Office relationship and updates to Regional County-wide basemap project. ^ Pentamation Upgrades - o Developed and managed 29 custom projects that led to further development of our CommuxutyPLUS application; increase functionality and performance for the Community Development staff. o Added eGov applications for scheduling inspections, checking plan review status, renewing business licenses, and making further payments to our financial system. ^ Added Laserfiche/Records Management modules for Agenda Manager, and installed and configured as workflow tool for departments to submit documentation electronically for scheduled meetings. ^ Upgraded the Network Room adding additional power and installing a unit that continually monitors climate conditions and displays them via an internally generated web page. ^ Upgraded the Network WAN for phone and Internet services. ^ Hired Teri Gerhardt from the City of Carlsbad as full time GIS Coordinator ^ Successfully hired Hien Dinh to become our intern for PC Turnover project and miscellaneous workload. ^ Trained staff in Desktop OS (Xl'), Security systems (Cisco and Checkpoint), Databases (SQL), and Project Management applications. Upgraded E-services applications for improvements to system. ^ Maintained all equipment and software inventories ^ Completed 1,432 Helpdesk work orders completed ^ Installed additional cash drawer and related systems at the Sports Center, including card scanner and credit card machine. ^ Supported the installation of the new scanning/copier equipment for furthering records management initiatives. ^ Upgraded Class for Park and Recreation facility including reservation system database, IVR phone system, Payment Processing Server, and registration web server ^ Continued support to PiO/Video department fox their 3n implementation and services. GIS Master Plan (Geographical Information System): The City of Cupertino's I.T. Division has made great strides towards the development and application of a Geographic Information System (GIS}. The objective of this Master plan is to J:\City Manager\Annual Report\fy08 Annual ReportlAnnual Report 2007-08vl.doc Page 28 0`~'3~9 Annual Report FY 2007-08 September 16, 2008 provide a framework for describing the scope, approach and intended activities to move GIS deployment to the next stage where more projects are implemented. This GIS Master Plan is intended to present an overview of GIS in Cupertino, including its definition history with organizational factors, and departments involved in the GIS implementation. This "living" document is expected to evolve and expand as projects are implemented and solutions and issues arise. Specific projects included: ^ Master Address Database Updated ^ Zoning Update ^ Scanning Planning and Public Works Projects/Maps to Laserfiche ^ Cupertino GIS Website Updates (hitp://www.cupertino.org/gis) ^ Autodesk MapGuide Internet Application developments ^ Further development of additional Mapguide Intranet applications. ^ Cupertino Bikeways Map ^ Storm drain project update ^ Storm Drain Mapbook Creation ^ Basemap Maintenance ^ Cupertino Community Outreach Phase II ^ GIS Emergency Plan for Cupertino Neighborhood Watch ^ Updated the Neighborhood Watch database to ensure active watch groups. ^ Assisted in the implementation of a customized software program to service Disaster Preparedness, Neighborhood Captains and Sheriff Department needs. ^ Scheduled neighborhood watch meetings. ^ Continued marketing efforts through weekly E-cap and Cupertino Courier. ^ Participated in the City's first National Night Out for our residents. Code Enforcement ^ Expanded customer service by taking a"position from apart-time to full-time position. ^ Planned the Rancho Rinconada Neighborhood Cleanup Project for 1,500 homes that encompassed four departments and outside partnerships. Implementation to occur in the September/October timeframe. " ^ Streamlined the noise exception notification letters to our residents. ^ Updated Code Enforcement Standard Operation Procedures. ^ Completed the" Basic Code Enforcement Academy with plans to attend the intermediate module in 2009. ^ Updated the solicitor, massage, and taxi permits. ^ Updated the Municipal Code fee schedule for parking violations. ^ Participated in the revised sign and tree ordinance update. ^ Implemented a new code enforcement tracking system, Citizenserve. J:1City ManagerWnnual Report~fy08 Annuat Report~Annual Report 2007-0Svl.doc Page 29 c>43~~ Annual Report FY 2007-08 September 16, 2008 City Attorney's Off ce The City Attorney's Office provides ongoing legal advice to the Council, the City's Redevelopment Agency, commissions, committees, and staff; conducts litigation involving the City; drafts legal documents and enforces City ordinances. Lawsuits In addition to advising the Council regarding potential lawsuits, the City Attorney participates in both formal and informal negotiations including arbitration, mediation, meet and confer, and any other alternative dispute resolution process that may resolve the conflict prior to a lawsuit. When the occasional lawsuit occurs, the office either pursues the suit vigorously {City initiated lawsuits) or responds with Answer, Demurrer, Mandamus, Cross-Complaint, or other appropriate instrument. During the complicated course of any lawsuit, the City Attorney pursues every opportunity to reach a mutually satisfactory settlement before trial. Very few lawsuits in the City of Cupertino have gone to trial. During the past year, the City Attorney's Office has been involved in the following: Critter v. City of Cupertino -The Critters, residents of a planned development of townhomes, have filed a Writ of Mandate to force the City to withdraw a building permit for a bathroom window in a neighboring unit, claiming it interferes with their privacy. The city was successful at trial. The case is currently on appeal. Code Enforcement Code violations, while appearing minor on their face, can have a tremendously negative effect on the citizens of Cupertino. Most common code violations prosecuted include dangerous dogs, destruction of protected trees, sign violations, graffiti removal, massage establishment violations, home occupation violations, and noise abatement. Routinely, Code Enforcement is annually engaged in the following activities: ^ Investigation of 1,200-1,500 code violation cases annually. ^ Response to law enforcement calls for a savings to the City's law enforcement contract. ' Mazk/Tow of abandoned vehicles {public and private property), receiving reimbursement revenue from the state Abandoned Vehicle Abatement Service Authority (AVASA) funds. ^ Issuance of pazking citations. ^ Working with the business community to gain sign violation compliance. ^ Maintaining necessary weekend hours to cover specific athletic field use and neighborhood concerns. ^ Participation in the aforementioned State of California AVASA program, which provides state reimbursement for the removal of abandoned vehicles from private and public property. Prosecutions When perpetrators of code violations cannot be brought into compliance, citations aze issued. Misdemeanor citations are prosecuted by the City Prosecutor. Where applicable, the City J:~City Manager~Annual Report~fy08 Annual ReportlAnnual Report 2007-08vl.doc Page 30 0`~'3$~ Annual Report FY 2007-08 September lb, 2008 Prosecutor may f le an Injunction, Temporary Restraining Order, or other civil action in civil court to gain compliance. Abatements . The City Attorney's Office works closely with Code Enforcement and the Building Department to handle nuisance abatements, which range from cutting weeds to demolishing substandard buildings. Inspection and abatement warrants are necessary when the officers or contractors must enter private property without the owner's permission. Resolutions Over the course of a year, the City Council passes an average of 240 resolutions. Most, if not all, of the resolutions are either drafted by, or reviewed by the City Attorney. This involves both factual and legal research and writing. The City Attorney also drafts resolutions with Council findings regarding reconsideration of Council actions. City Policies City policies aze drafted or reviewed by the City Attorney for legal sufficiency. Recent policies include the naming policy, City web site policy, purchasing policy, and a-mail policy. City Ordinances Cupertino passes 20 to 25 new or amended ordinances each year. The City Attorney's Office drafts, or reviews, new and amended ordinances for legal conformity and plain meaning. In addition, the City Attorney's Office reviews the existing City Ordinances on an ongoing basis for conformance to current law and practice. Contracts In the course of business the City enters into dozens of contracts each year. The City Attorney either drafts or reviews contracts and analyzes specific terms for legal conformance and to protect the best interests of the City. Contracts drafted or reviewed include consultant contracts, contracts for public works, telecommunication agreements, purchasing agreements, development agreements, housing documents, building contracts grid many others. The City Attorney's Office is an active participant in contract negotiation when requested by the City staff and handles all contract claims filed against the City. Elections . Regarding elections and ballot measures, the City Attorney advises the City Clerk and City Council in addition to providing legal analysis and draft summaries. Upon request, the City Attorney consults with the Fair Political Practices Commission to~ resolve campaign questions. In recent years the City Attorney's Office has been actively involved in several election related lawsuits. Conflicts of Interest The City Attorney also keeps the City Council, staff and commissions apprised of changes in laws regarding conflicts of interest, contributions, incompatible offices, ethics and election prohibitions. J:\City Manager\Annual Report\fy08 Annual Report\Annual Report 2007-08vl.doc Page 31 og3$2 Annual Report FY 2007-08 September 16, 2008 Bidding Procedures The City Attorney's Office advises on all bidding procedures in regards to current law and procedural regulations. The City engages in a wide range of bid activities from contacts on large public works to bids for the purchase of surplus lands, each having its own legal procedure. Leases The City Attorney drafts or reviews all City leases, both leases for City property and leases entered into by the City for the lease of property of another. In regards to leases of City property, the City Attorney's Office also initiates and prosecutes unlawful detainer actions in the case of hold over tenants. Redevelopment Agency The City Attorney is a member of the Redevelopment Agency and, as such, a portion of the City Attorney salary is paid by that agency. It is the responsibility of the City Attorney to keep abreast of current redevelopment law, activi#ies within the agency and advising the City Council regarding any redevelopment item before them. Land Use Documents The City Attorney's Office drafts, reviews or approves myriad land use documents including easements, development agreements, conditions on use permits, conditions in CC&Rs, covenants, deed restrictions, shared parking agreements, dedications and dozens of other legal documents regarding the use of land. Housing and Below Market Rate ~BMR) Program The City Attorney's office reviews documents related to the Housing and BMR Programs including lease and purchase agreements for legal compliance and compliance with the BMR. manual. Community Development Block Grant (CDBG) Program The City Attorney's Office participates on the CDBG Advisory Committee. Bankruptcies. Claims The City Attorney reviews any banl~uptcy where the City is or may be a claimant and files the appropriate documents. Legat Research and Interpretation A large and time-consuming part of the City Attorney's job is Legal research and interpretation of the law for other departmental staff, the City Council and commissions. This can include a review of statutes, their legislative history and the legislative intent, case law in state lower and appellate courts, federal law and federal case law, Attorney General Opinaons, taw review articles and legal opinions as well as drafting a legal opinion applying the legal findings to the question at hand. Franchise Agreements The City enters into and maintains a variety of franchise agreements including agreements for garbage service, utilities, fiber optics and telecommunications. All such agreements are drafted or reviewed by the City Attorney's Office to protect the best interest of the City. 7:\City Manager\Annual Report1fy08 Annual Report\Annual Report 2007-08vl.doc Page 32 0`~3~3