Cupertino City Council
June 7, 2022

1 Proposed Budget Questions .................................................................................................................1 Notable Accomplishments Questions...........................................................................................1 New Initiatives Questions...................................................................................................................2 Budget Overview Questions.............................................................................................................3 Budget Terminology Questions........................................................................................................4 Senior Center Questions ....................................................................................................................5 Special Projects Questions................................................................................................................6 Vehicles......................................................................................................................................................9 Development Impact Fees and Construction Taxes ...................................................................10 Proposed Budget Questions

1. What were the (historical) impacts of previous CDTFA audits? a. The City was previously audited in FY 2012-13. When the City was informed of the potential impact of the audit, it set aside funding to cover the losses in assigned fund balance. The results of the audit were that taxes received by the City were allocated appropriately, and the City did not need to return any sales tax previously received. The assigned fund balance was released to unassigned fund balance.

2. What has the impact of the approximately $9M Covid-19 relief funding? a. On September 7, 2021, City Council approved the use of the American Rescue Plan Act of 2021 funding allocation. Staff recommended and City Council approved using the funding for Revenue Loss. Staff identified specific line items within each department to be funded by the American Rescue Plan Act revenues.

They primarily included City Work Plan, special project items, and core services such as law enforcement, library services, and street pavement maintenance.

The City's allocation of the American Rescue Plan Act of 2021 and the action to direct the funding toward Revenue Loss are projected to increase the General Fund's fund balance by $9.7 million.

Notable Accomplishments Questions

3. Page 22 - What are the results/recommendations derived from the "multimodal count sensors"?
a. Public Works and Innovation Technology are currently collecting data and will begin analysis later this month. Multimodal devices are installed at four intersections along De Anza Blvd (Homestead Rd, 280N, 280S, & Mariani Ave). 2 These devices distinguish and count various traffic types, e.g., pedestrian, car, and bicycle.

4. Page 25 - What's "backflow device testing"?
a. Backflow devices are part of the water system and belong to the individual property owners, including the City. They are typically located near the water meter and prevent water from flowing backward into the water system. These are regulated devices that require routine testing and reporting to document that they are functioning properly. These devices keep water from flowing back into the potable water system.

New Initiatives Questions

5. Page 26 - Adopt environmental protection standard conditions of approval (adopt objective standards): Has this happened or is under way? a. It was adopted and completed with the City Attorney's Office's (CAO) assistance in October of 2021.

6. Page 27 - Video Capture Camera Expansion: Is the completed? a. Video Capture Camera Expansion is a multi-year project. Cameras installed thus far include:
i. Cameras at all locations where cash drawers are located. ii. Cameras at all locations where safes are located
iii. Cameras at Service Center that cover all high-risk areas iv. Future projects include City facilities, entry/exit points, public spaces (not conference rooms) and high-risk areas.

7. Page 27 - Proactive Managed Risk and Security Monitoring: Where are the proactive monitoring and management tools that scan and resolve security vulnerabilities? a. These tools run 24/7. They are utilized on the City's computer network and assist in preventing cybersecurity threats by defining potential vulnerabilities and taking corrective action.

8. Page 29 - The current landfill agreement, established in 1989, expires in November 2023.

What is a new Landfill Agreement?
a. The City needs an agreement with a landfill to take the City's unrecyclable trash.

The City could create a new agreement with the existing landfill location or explore other options, but the City always needs a place to take the trash. This new agreement process will aim to consider all the available possibilities, including the possibility of routing trash through a material recovery facility that could "rescue" recyclables from the trash before the trash goes to the landfill. It could also involve more than one service provider, so it is a complex process that will have to take many factors into consideration
3 Budget Overview Questions

9. I hope to understand a bit about how each department create their Budget. Let's take Parks and Rec as an example.
a. The process for budget creation is similar for each department. The FY 2019-20 Adopted Budget was zero-based. Each department developed zero-based budgets for all programs based on three years of prior year actual expenditures.

Every December, staff reviews and updates the base budget. Staff removes any expenses that are no longer needed and adds any ongoing expenses approved by City Council since the last fiscal year. Salaries and benefits are budgeted based on employee pay rates and benefit rates. The City budgets the costs for all positions, including vacant positions. Materials are increased by the consumer price index (CPI), and contracts are increased by CPI, or the negotiated contract increase if that information is available. After the base is updated, departments may request additional one-time or ongoing funding by submitting budget requests. The City Manager has final approval for all requests included in the Proposed Budget for Council consideration.

10. Page 34 - The Special Revenue Funds will increase from $28.4 million to $33.1 million:

Why does the Special Revenue Funds not spent? Does the City have a plan to spend the Special Revenue Funds?
a. The increase from $28.4 million to $33.1 million represents fund balance. The increase in fund balance is primarily due to revenue in the BMR Housing Fund of $8 million but appropriation estimates of $1.2 million. This increase is offset by the planned use of fund balance of $1.7 million in the Transportation Fund.

11. Also, some of the actuals have consistently been much lower than the budgeted amounts. Is there some policy for the increases? Some look like they could be lowered. a. The actuals in this expense category have fluctuated over the last five years, most recently due to the pandemic. They have ranged from a high of $5 million (FY 2017-18) to a low of $3.2 million (FY 2013-14). FY 2019-20, affected by the onset of the pandemic, had expenses of $4.9 million despite the shelter in place order that when into effect mid-March, which likely impacted actual expenses that year. As provided in the Proposed Budget briefing handout, the difference between FY 2020-21 actual and FY 2021-22 budgeted material costs is due primarily to software, utility, fuel, irrigation replacement, and printing and general supplies in Parks and Recreation.

The City does not have a policy on materials. However, it has instructions and procedures describing how to budget for base budget materials. The FY 2019-20 Adopted Budget was zero-based; staff analyzed all functions for their needs and costs and justified all expenses. Every December, staff reviews and updates the base budget. Staff removes any expenses that are no longer needed and adds any 4 ongoing expenses approved by City Council since the last fiscal year. Staff updates materials costs by a CPI escalator. After the base budget is updated, departments may request additional one-time or ongoing funding by submitting budget requests. The Director of Administrative Services reviews those requests for funding availability. The City Manager has final approval for all proposals included in the Proposed Budget for Council consideration. Given the anomaly of the last couple of years, staff will be reviewing the materials budget in the next couple of years to see if an adjustment is necessary.

12. What is the unassigned fund balance in the General Fund, currently? a. As of the FY 2021-22 Mid-Year Financial Report, unassigned fund balance in the General Fund was $37.2 million. In the FY 2021-22 Third Quarter Financial Report, which will be before Council on May 19, unassigned fund balance in the General Fund is projected to be $46.1 million. The increase is due to projected increases in sales tax revenue.

Budget Terminology Questions

13. Could you please more specifically define what falls under the budget category of Materials.
a. The definition of materials can be found on page 46 in greater detail and page 54 of the Proposed Budget in summary but with the addition of conference and training costs. Text from both those pages is included below:
i. Page 46: Materials and supplies represent items purchased for repair and maintenance, operational activities such as books, uniforms and recreation supplies, and office supplies.
ii. Page 54: All materials, conference, and training costs iii. In addition, the detailed account name will provide greater transparency to expenses being charged under materials. The detailed account name can be found in Appendix B or the City's interactive financial transparency portal, OpenGov.

14. What is Cost Allocation?
a. Beginning in FY 2013-14, the City allocated indirect and overhead costs based on a Cost Allocation Plan (CAP). In FY 2015-16, Matrix Consulting Group developed a full Cost Allocation Plan for the City. Matrix Consulting Group developed the plan based on Generally Accepted Accounting Principles (GAAP) and indirect cost allocation methods defined by the federal Office of Management and Budget's (OMB) Circular A-87.

Indirect costs are costs for services provided to multiple departments and programs. Central service providers (e.g., City Manager's Office, City Attorney's Office, Finance, Human Resources, Innovation Technology (IT), and City Hall 5 building maintenance) provide services to multiple departments and programs.

For example, the full cost of the Quinlan Community Center includes its direct costs (e.g., salaries, benefits, materials, and contracts) plus the indirect costs of services received from central service providers (e.g., finance, human resources, and IT). The Cost Allocation Plan allows the City to understand the full cost of providing specific services to the community more accurately. For example, the Cost Allocation Plan helps the City analyze the full cost of the Quinlan Community Center as if it were a stand-alone business; a stand-alone business would typically have costs for services such as finance, Human Resources, and IT.

The Cost Allocation Plan follows the double step-down method, which uses two steps to allocate costs fully. In the first step, the costs of central service programs are allocated to other central service programs and receiving programs. In the second step, the total costs (including costs allocated in the first step) of central service programs are allocated to the receiving programs only.

The model allocates costs to receiving programs based on an allocation base, which quantifies the use of each service. For example
• Human Resources benefits costs are allocated based on each program's number of FTE.
• Accounting costs are allocated based on each program's number of financial transactions.
• IT costs are allocated based on the number of computer and mobile devices assigned to each program.

Revenues are allocated directly to the program providing the service.

The FY 2022-23 Cost Allocation Plan was prepared using data from the last fiscal year (FY 2020-21).

Senior Center Questions

15. I wish to find out more about our Budget on senior center, including all the staffing.

That page has a row called "Cost Allocation", I wonder what that is. a. Pages 343 and 347 of the FY 2022-23 Proposed Budget shows the staffing in the Senior Center.
6 100-62-608 (Page 343)
100-62-623 (Page 347)
Each program budget includes a staffing table showing all the full-time benefitted staff in the program. Each department budget also presents a staffing table in the Department Summary of each department budget.

Cost Allocation is described above under Glossary of Budget Terminology.

Special Projects Questions

16. Provide the status of (dollar amount spent) for each of the FY 21-22 Special Projects.

Please remove the duplicative drone item.
a. Two items are mentioned for Drone: Skydio Drone and Drone Deploy. The actual drone (Skydio Drone) is procured out of Infrastructure hardware funds (310), while the software (Drone Deploy) is procured out of GIS applications funds (986). Drone deploy automates drone flights and allows for the capture, analysis, and storage of drone data.

17. Why are Sidewalk Curb and Gutter and asphalt items showing up as Special Projects when they are already in the Public Works Department Budget? 7 a. Sidewalk curb and gutter are annual requests. They are shown as a special project for enhanced transparency to show the cost of pavement maintenance.

18. There is some confusion as to what is a CIP item and what is a regular budget item. Don Burnett Bridge LED lighting shows up on both.
a. Don Burnett Bridge LED lighting is a request for Streets Maintenance, not CIP.

There are City Bridge Maintenance Repairs and City Lighting LED Transition Assessment projects in CIP, which are different projects.

19. Lawson Middle School Bikeway is showing ups as a Special Project for FY 22-23 when it is not approved by Council, please remove. I believe it should be a CIP item as well.

Planned Transportation Project, FY 22-23 has $80k allocated to it and no description, please remove.
a. The two requests in Transportation are for work plan items: Lawson Middle School Bikeway Feasibility Study ($40K) and Vision Zero WP22-015 ($80K). They are not CIP projects. The projects will be removed if Council does not approve them as part of the City Work Program. The Final Budget will incorporate any changes approved by City Council as part of the City Work Program.

20. Infrastructure 610-34-310 has Special Projects related to parks: Internet Service to 3 parks, and Pilot digital signage to 1 park. This needs to be evaluated in terms of Park equity. What parks are having these upgrades?
a. This project continues the FY 2021-22 project to add internet to Portal Park, Wilson Park, and Creekside Park. These parks were selected due to their proximity to City Hall – allowing staff easy access during implementation and testing. For FY 2022-23, the project moves west to Memorial Park, Jollyman Park, and finally Monte Vista. The below map may be helpful.

21. Fuse Fellow, under Economic Development should not be listed as a Special Project, in my opinion, because it is hiring someone for an unknown purpose. Please remove. a. As part of the FY 2022-23 budget proposal process, staff requested funding for a Fuse Corps fellow to assist with the implementation of various economic development initiatives. At the time, examples of these initiatives included business outreach, small business support, and anticipated future work items for 8 the Division. Having access to a seasoned private-sector executive without a long-term financial commitment appeared to benefit the City.

Additionally, since the post-pandemic business recovery has not been uniform, there is an interest in further enhancing economic prosperity by leveling the playing field and implementing solutions to lower barriers for women and minority-owned small businesses. The Fuse Corps organization is especially interested in supporting equitable economic development approaches.

Subsequent to submitting this proposal, a key factor emerged that has led staff to reassess this budget proposal, which was the updated cost-sharing model parameters. Until recently, Fuse Corps supported a 50/50 cost-sharing model over a two-year period. However, staff recently learned that Fuse Corps does not guarantee this model and that the City may have to bear the full cost. This has led staff to reconsider how best to move forward with Council prioritized work items.

Alternatively, the same goal of adding bandwidth could be accomplished with a two-year limited-term analyst to support the work of the Division for the same Budget. If approved, this would expand staff's bandwidth, allowing for a broader portfolio of Council priority items to be implemented during the next fiscal year.

City Manager response – CC member Moore, please remember that individual Council members may not give direction, or influence, staff. We would need the full Council to decide on this item and any other items you have requested to be removed.

22. What is the policy around adding these Special Projects to each department? Why are these not part of the Work Program? There should be some policy regarding dollar value, or ranked necessity, just as Council has to prioritize. Shouldn't there be a Study Session just addressing the Special Projects, since many of us do not know what they are, for instance the Fuse Fellow? If that cannot be done, then we really should not be approving them at all and take them as an appropriations request after the Budget is approved.
a. City Manager response – Special projects are essentially operational in nature, rather than policy. These projects would be considered by the City Manager for approval for the normal operations of the City. To bring such a list to Council goes against the Council-Manager form of government. The City Manager is 9 given the authority for the operations of the City, which these types of items/projects fall under.

Departments, on an annual basis, as part of the budget process are asked to evaluate operational needs, both one-time (special projects) and ongoing. If there is a need for additional funds above their existing base budget the department makes a proposed budget request. The Director of Administrative Services reviews that request for funding availability. The City Manager has final approval for all requests included in the Proposed Budget for Council consideration. Council work program items are also added to the special project list once approved.

Departments begin preparing the following year's base budgets in December and their special project requests in February for the fiscal year starting July 1.

Sometimes requests come up between July and June that departments didn't know about the previous February, so there may be special project requests at Q1, Mid-year, or Q3.

If departments budget a special project in any given fiscal year and do not complete the project, they are allowed to carry over the funds for one fiscal year.

Since the Budget has already been approved by Council, staff does not request it again, but carryover requests are included in the First Quarter Financial Report of the following year.

Attachment B shows FY 2021-22 special projects and their current status. The list of FY 2022-23 special projects can be found on pages 36-37 of the Proposed Budget document.

Vehicles

23. Provide a listing of all of the vehicles owned by the City and the year. Provide the vehicle replacements/purchases for the past 5 years.
a. See Attachment C for a list of vehicles owned by the City. The vehicles purchased within the past five years are noted.

24. When our vehicles fully depreciate on the books, what happens to them? I would like to see all records of sales or disposition of former City vehicles for the past seven years. a. Nothing happens to the vehicles from a depreciation standpoint, assuming they are still in good condition and usable. They would stay on the list of fixed assets as the City would still own them. Once they are deemed past their useful life, 10 they would be sold/auctioned and removed from the fixed assets. See Attachment C for a list of depreciated, disposed/sold, and current vehicles.

Development Impact Fees and Construction Taxes

25. What would the future anticipated development impact be? Aren't the impact fees from Vallco only for the actual impacts and that money cannot be reassigned, for example wouldn't a park impact fee be only for parks, a BMR fee for BMR? And if this is true, how in the Budget, or where is this money assigned? What other anticipated development funds would there be?
a. Yes, revenues from impact fees cannot be reassigned. Revenues from Park Dedication fees and BMR Housing Mitigation fees fund expenditures in the Park Dedication Fund and BMR Housing Fund, respectively.

Park Dedication fee revenues are in Other Taxes (Accounts 406-409, 406-410, and 406-411) in the Park Dedication Fund (Fund 280). OpenGov views showing Park Dedication fee revenues are now available in the Annual Actuals and Annual Budget reports:
• Park Dedication Actual Revenues
• Park Dedication Budgeted Revenues
These views can also be created by filtering Funds to "Park Dedication" and filtering Revenue Type to "Other Taxes."
BMR Housing Mitigation fee revenues are in Other Taxes (Account 406-404) in the BMR Housing Fund (Fund 265). OpenGov views showing BMR Housing Mitigation fee revenues are now available in the Annual Actuals and Annual Budget reports:
• BMR Housing Mitigation Actual Revenues
• BMR Housing Mitigation Budgeted Revenues
When new development projects are approved and permitted, staff will update Council on any additional revenues. In addition to impact fees, if a property is redeveloped, the City will receive additional property tax revenues based on the new assessed value. Sales, Property, and Transient Occupancy taxes may all be impacted depending on the businesses included in the development.

26. What would the one-time construction tax be for Westport and Vallco? Where would these funds be assigned?
a. The construction tax would be $304,810.57 for Westport and $10,273,731.40 for Vallco. The actual construction tax will depend on the construction tax rates 11 effective at the time of the submittal of the building permit application. The current construction tax rates are attached (Attachment A) and are available under Fees > Construction Tax at https://www.cupertino.org/ourcity/departments/community-development/building/building-forms-fees.

Westport Project
Project Description from Planning Website:

Development proposal to demolish a 71,250 square foot retail center (The Oaks), remove and replace 74 protected trees, and construct a mixed-used development consisting of 267 housing units (88 Rowhouse/Townhomes, 179 senior apartments of which 48 are senior affordable apartments) 27 memory care rooms, and 20,000 square feet of commercial space.
267 Units X $863.71 = $230,610.57
20,000 SF Commercial Space X $3.71 per SF = $74,200
Total Westport Construction Tax = $304,810.57
Vallco Project
Project Description from Planning Website:

Sand Hill Property Company filed an application with the City of Cupertino on March 27, 2018 entitled "Vallco Town Center Project Application pursuant to SB 35." The project is a mixed use development with 2,402 units of housing, approximately 1.81 million square feet of office space and 400,000 square feet of retail uses.
2,402 Units X $863.71 = 2,074,631.40

2.21 Million SF Commercial/Office Space X $3.71 per SF = $8,199,100.00 Total Vallco Construction Tax = $10,273,731.40
Revenues from construction taxes are in Other Taxes (Account 406-401) in the General Fund (Fund 100). The revenues are in the General Fund.

OpenGov views showing Other Tax revenues are now available in the Annual Actuals and Annual Budget reports:
• General Fund Other Taxes Actual Revenues
• General Fund Other Taxes Budgeted Revenues

27. Who updates the Construction Tax rates? How often are they updated? 12 a. Construction Tax rates are updated quarterly by the Community Development Department.

Date:

Adopted per Ordinance #1224, Municipal Code Section 3.32.030 imposes an excise tax for any building, or portion thereof, or any mobile home lot, in the City.

Municipal Code Section 3.32.045 requires a quarterly adjustment per the latest publication of ll Urban Consumers All Items published by the United States Department of Labor, Bureau of Labor Statistics.

The adjusted fees as of EFFDATE are based on the latest publication of the PUBDATE index.

The new CPI is CPINEW the previous CPI was CPIPREV .

TAX RATE TABLE
Use Previous Tax Rate New Tax Rate
Residential, Mobile Homes, Mobile Home Lots per unit per unit Industrial, Office, Commercial, and QuasiPublic per s.f. per s.f.

Civil and religious activities in the BQ zone:

The tax rate shall be fifty percent (50%) of the
rate charged for Industrial, office, commercial,
& Quasi-Public:
per s.f. per s.f.

Hotel and Motel per room per room

CONSTRUCTION TAX NOTICE
CUPERTINO, CA 95014-3255
(408) 777-3228 - [email protected]
FY 2021-22 Special Projects Update Attachment B
Department Program Special Project Amended Budget CWP Status (Completed, Completed by Fiscal Year‐End, Completed next fiscal year (carryover) Innovation and Technology 300 Administration 750.079 ‐ Adaptive Traffic Signaling 2,149 Yes Project Completed Innovation and Technology 300 Administration 750.085 ‐ Multimodal Traffic Count 7,167 Yes Project CompletedInnovation and Technology 300 Administration 750.087 ‐ Pollution Monitoring 25,000 Yes Funds Encumbered Innovation and Technology 300 Administration 750.107 ‐ Security Framework and Audit 60,000 Schedule to Begin in June ‐ Bill PM Innovation and Technology 308 Applications 750.110 ‐ Accela Business License 25,000 Project Completed Innovation and Technology 308 Applications 750.111 ‐ Campaign Docs 3,500 Project CompletedInnovation and Technology 308 Applications 750.112 ‐ City Data Services 1,500 Project CompletedInnovation and Technology 308 Applications 750.113 ‐ Community Climate Solutions 4,000 Project CompletedInnovation and Technology 308 Applications 750.114 ‐ Customer Svc Solution for CDD 65,000 Project CompletedInnovation and Technology 308 Applications 750.115 ‐ ERP Exploration 50,000 Vendor selected, Waiting on New Finance Mgr to begin implementation, slated for August 2022 ‐ Nidhi PM Innovation and Technology 308 Applications 750.116 ‐ Esports 1,700 Project Completed Innovation and Technology 308 Applications 750.117 ‐ Green Halo 7,860 Implemented ‐ Monthly billing Innovation and Technology 308 Applications 750.118 ‐ Intranet Hub Consulting Svcs 20,000 Project Completed Innovation and Technology 308 Applications 750.119 ‐ Lobbyist Reg System in Netfile 15,000 Work complete, currently in user acceptance testing. Billed upon user acceptance Innovation and Technology 308 Applications 750.120 ‐ Performance Management App 32,000 Delayed per request of Department ‐ Staff availability major issue Innovation and Technology 308 Applications 750.121 ‐ Pre‐Employment Assessment/Tests 5,000 Delayed per request of Department ‐ Staff availability major issueInnovation and Technology 308 Applications 750.122 ‐ Public Engagement 20,000 Project Completed Innovation and Technology 308 Applications 750.123 ‐ Redesign of City Website 45,000 Project began in April. Billing will not occur until implementation begin ‐ Nidhi PM Innovation and Technology 310 Infrastructure 750.124 ‐ ActiveNet Additional Readers 9,000 Delayed ‐ Vendor has new model card readers out this summer ‐ will procure then Innovation and Technology 310 Infrastructure 750.125 ‐ Council Voting System and Timer 32,000 Project began, put on hold until vendor has a web based solution. Current solution too cumbersome.

Innovation and Technology 310 Infrastructure 750.126 ‐ DUO MFA 19,500 Project Completed Innovation and Technology 310 Infrastructure 750.127 ‐ Interactive Projector Sys/Games 7,000 Project in Process ‐ Toan PM Innovation and Technology 310 Infrastructure 750.128 ‐ Line Locator with GPS 15,000 Funds Encumbered Innovation and Technology 310 Infrastructure 750.129 ‐ Redundant Satellite Network 10,000 Deposit made with vendor ‐ waiting on equipment  ‐ Benny PM Innovation and Technology 310 Infrastructure 750.130 ‐ Senior Center Access Controls 16,000 Project not started ‐ Rescheduled for FY22‐23 Innovation and Technology 310 Infrastructure 750.131 ‐ Wireless Bridge 12,400 Project started this month ‐ Benny PM Innovation and Technology 310 Infrastructure 750.132 ‐ Wireless Netwk/Internet Park Exp 20,500 Project 1/3 complete. Expenses are being corrected to be charged to this Special Project.

Innovation and Technology 986 GIS 750.166 ‐ AR McClellan Ranch 40,000 Project started this month ‐ Adam PM Innovation and Technology 986 GIS 750.167 ‐ Data Governance & Data Warehouse 75,000 Project started this month ‐ Teri PM Innovation and Technology 986 GIS 750.168 ‐ Drone Deploy 18,000 Project Completed Innovation and Technology 986 GIS 750.169 ‐ ESRI Web Editor Licenses 10,000 Project CompletedInnovation and Technology 986 GIS 750.170 ‐ Online Svcs Subscription Fees 2,200 Monthly Billing Innovation and Technology 986 GIS 750.171 ‐ Quinlan Touch Screen 40,000 Project slated to start in June ‐ Benny PM Innovation and Technology 986 GIS 750.172 ‐ Rapid Plan 4,000 Project Completed Innovation and Technology 300 Administration 750.173 ‐ CWP Lehigh & SC Quarry 17,500 Yes Sensors installed in April. Monthly billing begins this month.

Innovation and Technology 310 Infrastructure 900.945 ‐ Fixed Asset Acquisition 58,000 Skydio Drone purchased, and remaining Balance is a carryover for Power Wall Public works 820 Sidewalk Curb and Gutt 750.020 ‐ Annual Sidewalk Curb & Gutter 1,675,300 Complete this fiscal year Public works 848 Street Lighting 750.025 ‐ Special Maintenance 94,000 Complete Public works 804 Plan Review 750.038 ‐ Trash Capture 36,060 Complete this fiscal year Public works 804 Plan Review 750.039 ‐ PW Scanning Project 64,009 Complete this fiscal yearPublic works 801 Resources Recovery 750.041 ‐ HHW and PaintCare 25,200 In Progress ongoing. Funds set aside for annual billing.

Public works 807 Service Center Administ 750.043 ‐ Office Reconfiguration 132,481 In progress ongoing. Funds set aside to meet reconfigure requests as they arise due to space needs.

Public works 844 Traffic Engineering 750.061 ‐ Community Shuttle Pilot Program 1,198,264 Yes In progress ongoing Public works 853 Storm Drain Fee 750.062 ‐ Permeable Pavement 12,500 In progress ongoing. Funds expended as residents apply for City rebate program.

Public works 750.063 ‐ Rainwater Capture 750.063 ‐ Rainwater Capture 12,500 In progress ongoing. Funds expended as residents apply for City rebate program.Public works 854 General Fund Subsidy 750.064 ‐ Low Income Cost Share 13,144 In progress ongoing. Funds expended as residents apply for City rebate program.Public works 854 General Fund Subsidy 750.065 ‐ CUSD Joint Use Cost Share 8,706 Complete this fiscal year.

Public works 804 Plan Review 750.067 ‐ VTC 2,000,146 On going ‐ The Rise Development Public works 800 Public Works Admin 750.071 ‐ Municipal Water System 160,432 Yes On going ‐ agreement for operator Public works 804 Plan Review 750.072 ‐ Alternatives to City Hall 25,000 Ongoing ‐ discussion with CIP Public works 813 Neighborhood Parks 750.074 ‐ Tot Lot Rubber Resurfacing 80,000 Complete this fiscal year.

Public works 813 Neighborhood Parks 750.075 ‐ Environmental Consulting Svcs 14,000 Cancelled Public works 849 Equipment Maintenance 750.078 ‐ Mechanic Shop Hose Reels 17,925 Complete Public works 844 Traffic Engineering 750.079 ‐ Adaptive Traffic Signaling 160,000 Yes CompletePublic works 845 Traffic Signal Maintenan750.079 ‐ Adaptive Traffic Signaling 13,156 Yes CompletePublic works 846 Safe Routes 2 School 750.080 ‐ Pedestrian Education 44,240 Ongoing ‐ Safe Routes working with School Districts Public works 801 Resources Recovery 750.081 ‐ Trash Enclosure SWMP 2,500 cancelled Public works 802 Non Point Source 750.081 ‐ Trash Enclosure SWMP 2,500 cancelledPublic works 855 Storm Drain Maintenanc750.082 ‐ SVC CTR IND Inspection 2,600 complete 1 FY 2021-22 Special Projects Update Attachment B
Public works 801 Resources Recovery 750.084 ‐ Single Use Plastics Ordinance 100,000 Yes In progress Public works 804 Plan Review 750.105 ‐ CWP Revisit 5G 250,000 Yes Completion next fiscal year.

Public works 801 Resources Recovery 750.137 ‐ SB1383 Procurement Requirements 50,000 Completion next fiscal year.Public works 808 McClellan Ranch Park 750.138 ‐ 4H Perimeter Fence Replacement 30,000 Completion this fiscal year.

Public works 811 BBF Ground Maintenanc750.139 ‐ Refinish Arbors 15,000 Complete this fiscal year.

Public works 812 School Site Maintenance 750.140 ‐ Backflow Prevention Device Repl 6,000 Complete Public works 813 Neighborhood Parks 750.140 ‐ Backflow Prevention Device Repl 15,000 CompletePublic works 814 Sport Fields Jollyman CR750.140 ‐ Backflow Prevention Device Repl 4,000 CompletePublic works 813 Neighborhood Parks 750.141 ‐ Basketball Court Resurfacing 20,000 Complete next fiscal year.

Public works 814 Sport Fields Jollyman CR750.141 ‐ Basketball Court Resurfacing 10,000 Complete next fiscal year.Public works 825 Street Tree Maintenance 750.142 ‐ Cage conversion to Rope Shop 10,000 Complete Public works 824 Overpasses and Medians750.143 ‐ Foothill Blvd Median Tree Work 30,000 CompletePublic works 825 Street Tree Maintenance 750.143 ‐ Foothill Blvd Median Tree Work 0 CompletePublic works 827 Bldg Maint City Hall 750.144 ‐ Electrical Preventive Maint 25,000 Complete this fiscal year.

Public works 827 Bldg Maint City Hall 750.145 ‐ Fascia Repair and Painting 60,000 Complete next fiscal year, pending City Hall discussion.

Public works 827 Bldg Maint City Hall 750.146 ‐ Lower Floor Recarpeting 70,000 Complete this fiscal year, pending City Hall discussion.

Public works 827 Bldg Maint City Hall 750.147 ‐ Boiler Preventive Maintenance 5,000 Complete Public works 828 Bldg Maint Library 750.147 ‐ Boiler Preventive Maintenance 5,000 CompletePublic works 830 Bldg Maint Quinlan Cen 750.147 ‐ Boiler Preventive Maintenance 5,000 CompletePublic works 828 Bldg Maint Library 750.148 ‐ Exterior Door Painting 6,000 CompletePublic works 838 Comm Hall Bldg Maint 750.148 ‐ Exterior Door Painting 4,000 CompletePublic works 829 Bldg Maint Service Cente750.149 ‐ Emergency Power Upgrades 28,000 CompletePublic works 829 Bldg Maint Service Cente750.150 ‐ Shop Building Roof Recoating 50,000 CompletePublic works 829 Bldg Maint Service Cente750.151 ‐ Storage Shed Replacement 7,000 CompletePublic works 829 Bldg Maint Service Cente750.152 ‐ Locksmith Training 4,000 Completion next fiscal year.

Public works 832 Bldg Maint McClellan Ra750.153 ‐ Gift Shop Exterior Painting 20,000 Complete Public works 836 Bldg Maint Sports Cente 750.154 ‐ Exterior Lighting Improvements 24,000 CompletePublic works 836 Bldg Maint Sports Cente 750.155 ‐ Exterior Painting 45,000 Completion next fiscal year.

Public works 836 Bldg Maint Sports Cente 750.156 ‐ Multipurpose Rm Hardwd Fl Refin 20,000 Complete Public works 836 Bldg Maint Sports Cente 750.157 ‐ Door Refinishing 15,000 CompletePublic works 836 Bldg Maint Sports Cente 750.158 ‐ Locker Rm Bench Refinishing 5,000 CompletePublic works 838 Comm Hall Bldg Maint 750.159 ‐ Water Bottle Filling Station 13,000 Completion this fiscal year.

Public works 841 BBF Facilities Maintenan750.160 ‐ Pool Water Bottle Fill Station 13,000 Completion this fiscal year.Public works 841 BBF Facilities Maintenan750.161 ‐ Pool Cover Replacement 11,000 Complete Public works 841 BBF Facilities Maintenan750.162 ‐ Uninterrupted Power Supply 5,000 CompletePublic works 844 Traffic Engineering 750.163 ‐ VMT to LOS Standards 130,000 Completion next fiscal year.

Public works 846 Safe Routes 2 School 750.165 ‐ Riding for Focus Program 49,000 Completion next fiscal year.Public works 801 Resources Recovery 750.174 ‐ New Lndfill Agrmnt/Solid Wst con 350,000 In progress, ongoing.

Public works 825 Street Tree Maintenance 900.911 ‐ Trees and Badges 0 Complete Public works 821 Street Pavement Mainten900.921 ‐ Annual Asphalt Project 4,437,666 Award this fiscal year.

Public works 844 Traffic Engineering 900.923 ‐ Apple Campus 2 71,100 Complete Public works 845 Traffic Signal Maintenan900.937 ‐ T/S Intersc Modif 47,707 Completion this fiscal year.

Public works 828 Bldg Maint Library 900.945 ‐ Fixed Asset Acquisition 22,362 Complete Public works 829 Bldg Maint Service Cente900.945 ‐ Fixed Asset Acquisition 0 CompletePublic works 836 Bldg Maint Sports Cente 900.945 ‐ Fixed Asset Acquisition 0 CompletePublic works 841 BBF Facilities Maintenan900.945 ‐ Fixed Asset Acquisition 0 CompletePublic works 985 Fixed Assets Acquisition900.945 ‐ Fixed Asset Acquisition 1,075,996 CompletePublic works 812 School Site Maintenance 900.990 ‐ Special Projects ‐ PW 25,000 Completion this fiscal year.

Public works 813 Neighborhood Parks 900.990 ‐ Special Projects ‐ PW 25,000 Completion this fiscal year.Public works 821 Street Pavement Mainten900.990 ‐ Special Projects ‐ PW 105,235 Completion this fiscal year.Public works 833 Bldg Maint Monta Vista 900.990 ‐ Special Projects ‐ PW 25,000 Completion this fiscal year.Public works 848 Street Lighting 900.990 ‐ Special Projects ‐ PW 208,000 Completion this fiscal year.Parks and Recreation 601 Rec & Comm Svcs Admi 750.096 ‐ CWP Mental Health Support 10,000 Yes Carryforward to next fiscal year.

Parks and Recreation 601 Rec & Comm Svcs Admi 750.098 ‐ CWP Senior Strategy 34,000 Yes Ongoing. Need to carryforward to next fiscal year.

Parks and Recreation 601 Rec & Comm Svcs Admi 750.133 ‐ #CupertinoCares 75,000 Completed (due to conslusion of shut down order) Parks and Recreation 612 Park Facilities 750.134 ‐ Environ Edu Ctr Animal Displays 1,000 Completed by fiscal year end.

Parks and Recreation 601 Rec & Comm Svcs Admi 750.164 ‐ CWP Dogs Off Leash Area 5,000 Yes Ongoing. Need to carryforward to next fiscal year.

Parks and Recreation 616 BBF Golf Course 900.945 ‐ Fixed Asset Acquisition 64,900 Ongoing. Need to carryforward to next fiscal year. 2 FY 2021-22 Special Projects Update Attachment B
Community development 701 Current Planning 750.007 ‐ The Hamptons 108,640 Completed Community development 701 Current Planning 750.009 ‐ Marina Plaza 80,145 Ongoing. Need to carryforward to next fiscal year.

Community development 701 Current Planning 750.029 ‐ Vallco Town Center 516,748 Ongoing. Need to carryforward to next fiscal year.Community development 701 Current Planning 750.031 ‐ Westport 337,276 Ongoing. Need to carryforward to next fiscal year.Community development 702 Mid Long Term Planning750.032 ‐ General Plan 262,504 Ongoing. Need to carryforward to next fiscal year.Community development 713 General Building 750.036 ‐ Ongoing Bldg Recrd scan/conversn 14,387 Ongoing. Need to carryforward to next fiscal year.Community development 702 Mid Long Term Planning750.048 ‐ Urban Village 250,000 Awaiting direction from City Council.

Community development 702 Mid Long Term Planning750.049 ‐ MuniCode Updates 25,000 Ongoing. Need to carryforward to next fiscal year.

Community development 711 BMR Affordable Housin 750.050 ‐ Housing Strategies 5,044 Completed Community development 711 BMR Affordable Housin 750.051 ‐ City Plan to End Homelessness 300,000 Yes Ongoing. Need to carryforward to fiscal year.

Community development 711 BMR Affordable Housin 750.052 ‐ Build ELI for Developmentally Disabled 250,000 Yes Ongoing. Need to carryforward to fiscal year.Community development 702 Mid Long Term Planning750.055 ‐ Dark Sky 10,000 Yes Ongoing. Need to carryforward to next fiscal year.

Community development 714 Construction Plan Check750.067 ‐ VTC 20,043,334 Ongoing Building plan review and inspections. Need to carryforward to next fiscal year.

Community development 702 Mid Long Term Planning750.090 ‐ Residential/Mixed Use Design 258,322 Yes Ongoing. Need to carryforward to next fiscal year.

Community development 701 Current Planning 750.091 ‐ Banning Gas Powered Leaf Blowers 1,158 FY18/19 Ongoing. Need to carryforward to next fiscal year.Community development 702 Mid Long Term Planning750.092 ‐ General Plan Auth Process 6,500 Yes Completed by fiscal year end.

Community development 711 BMR Affordable Housin 750.094 ‐ Housing Survey 15,293 Completed Community development 702 Mid Long Term Planning750.100 ‐ CWP Development Accountability 10,000 Yes Ongoing. Need to carryforward to next fiscal year.

Community development 702 Mid Long Term Planning750.101 ‐ CWP RHNA and Gen Plan Update 1,069,248 Yes Ongoing. Need to carryforward to next fiscal year.Community development 702 Mid Long Term Planning750.102 ‐ CWP Sign Ordinance Update 25,000 Yes Ongoing. Need to carryforward to next fiscal year.Community development 700 Community Developmen750.104 ‐ CWP Homeless Jobs Program 200,000 Yes Ongoing. Need to carryforward to next fiscal year.Community development 702 Mid Long Term Planning750.135 ‐ Laserfiche planning map scanning 30,000 Ongoing. Need to carryforward to next fiscal year.Community development 714 Construction Plan Check900.923 ‐ Apple Campus 2 404,280 Completed Administration 122 Sustainability Division 750.018 ‐ Climate Action Plan 351,651 Yes Completed by fiscal year end (or very shortly after depending on Council agenda) Administration 122 Sustainability Division 750.019 ‐ Employee Commute Program 26,500 Prior Continue to next fiscal year, pilot continuing due to pause from pandemic Administration 122 Sustainability Division 750.069 ‐ Sustainable Infrastructure Audit 10,000 Supporting CIP project. Completed by next fiscal year. Need to carryforward to next fiscal year.

Administration 632 Comm Outreach & Neig 750.097 ‐ CWP Revamp Block Leader/NW prgrm 1,500 Yes Scheduled to complete this FY but delays in recruitment may cause it to extend slightly past year‐end.

Administration 633 Disaster Preparedness 750.099 ‐ CWP Personal Prepared Campaign 10,000 Yes Completed by fiscal year end.

Administration 705 Economic Development 750.103 ‐ CWP Regulate Diversified Retail 5,000 Yes Completed by fiscal year end.Administration 122 Sustainability Division 750.106 ‐ Electric Cooking Workshop Series 6,400 Completed by next fiscal year. Need to carryforward to next fiscal year.

Administration 305 Video 750.108 ‐ EOC Control System Upgrade 15,000 Completed by fiscal year end.

Administration 305 Video 750.109 ‐ Radio Windows 10 Replacement 10,000 Completed by next fiscal year. Need to carryforward to next fiscal year.

Administration 705 Economic Development 750.136 ‐ Targeted Mkting Prg Ass Sm Bus 9,100 Prior Completed by fiscal year end.

Administration 305 Video 900.945 ‐ Fixed Asset Acquisition 6,825 Completed Administration 305 Video 900.995 ‐ Special Projects ‐ CDD/I&T 36,572 Completion by next fiscal year. Need to carryforward to next fiscal year.

Total 39,044,032
3 Vehicles List Attachment C
Master Asset ID Year Make Model Asset Description Purchased in Last 5 Years
Count
Depreciated Assets Still In Use
4838 2007 HONDA CIVIC HYBRID #46 2007 HONDA CIVIC HYBRID 4854 2006 FORD F550SD #38 FORD ALTEC BOOM
4919 2008 GMC 5500 #D6 2008 GMC 12" DUMP
4943 2008 FORD F350SD #31 2008 FORD F350 PICK-UP
5111 2009 FORD F550 #57 TRUCK REPLACEMENT-AERIAL
5207 2011 FORD ESCAPE #452 2012 FORD ESCAPE HYBRID
5218 2012 FORD F550 #429 2012 FORD F550
5218 2017 FORD F550 #429 TRUCK BODY TSF
5219 2012 FORD E350 #424 2012 FORD E350
5232 2012 FORD F350 #413 2012 FORD F350
5233 2012 FORD F350 #425 2012 FORD F350 TRUCK
5234 2012 FORD F350 #449 2012 FORD F350 TRUCK
5235 2012 FORD F350 #498 2012 FORD F350 TRUCK
5236 2012 FORD F350 #478 2012 FORD F350 TRUCK
5236 BED FOR TRUCK #478
5237 2012 FORD F350 #489 2012 FORD F350 TRUCK
5363 2014 FORD CMAX #411 2014 FORD C-MAX
5350 2014 FORD F350 #420 2014 FORD F350
5264 2012 FORD F350 #455 2012 FORD F350 TREES/ROW
5265 2012 FORD F150 #448 2012 FORD F150 4X4
5268 2013 FORD F550 #459 2013 FORD F550
5282 2013 FORD F150 #495 2013 FORD F150
5296 2013 FORD F350 #409 2013 FORD F350
5314 2013 FORD F350 #417 2013 FORD F350
5315 2013 FORD F350 #418 2013 FORD F350
5332 2014 FORD F250 #416 2014 FORD F250
5333 2014 FORD F350 #428 2014 FORD F350
5349 2014 FORD F350 #470 2014 FORD F350 UTILITYBED
5912 2015 FORD TRANSIT 350 New Facilities Van #400
5913 2015 FORD TRANSIT 350 Replace#14 - New#414
Total Depreciated Assets Still In Use 30
Disposed/Sold Vehicles
3971 1999 FORD CROWN VICTORIA #D37 CROWN VICTORIA '99
4100 2000 FORD RANGER #65 FORD RANGER '2000'
4355 FORD F650 #D66 F650 CHIPPER TRUCK
4767 2005 FORD CROWN VICTORIA #43 FORD POLICE INTERCEPTOR 05 1 Vehicles List Attachment C
Master Asset ID Year Make Model Asset Description Purchased in Last 5 Years
Count
4865 2008 FORD F350 #44 2008 FORD F350 PICK-UP
4875 2008 FORD F350 #27 2008 FORD F350 PICK-UP
4920 2008 FORD CROWN VICTORIA #92 2008 FORD CROWN VICTORIA 4980 2008 FORD F150 #1 2008 FORD F150 TRUCK
4847 1983 FORD GRUMMAN FORD 1983 GRUMMAN
Total Disposed/Sold Vehicles 9
Vehicles With Current Value
5605 2016 FREIGHTLINER M2 GDTN2VOCV04C 2016 M2-106 Aerial Truck 5612 2016 FORD FUSION ENERGI SE 2016 Ford Fusion Old #51, New # 410 5613 2016 FORD FUSION ENERGI SE 2016 Ford Fusion Old # 85, New # 485 5614 2016 FORD FUSION ENERGI SE 2016 Ford Fusion Old #87, New # 421 5616 2016 FORD FUSION ENERGI SE 2016 Ford Fusion Old # 53, New #453 5617 2016 FORD FUSION ENERGI SE 2016 Ford Fusion Old # 26, New # 426 5618 2016 FORD CMAX ENERGI 2016 Ford Cmax #415
5619 2016 FORD FOCUS ELECTRIC 2016 Ford Focus # 454
5637 2015 FORD FOCUS ELECTRIC 2015 Ford Focus Electric, Old #88, New #488 5641 2016 FORD F150 2016 Ford F150
5410 2014 FORD CMAX HYBRID #412 2014 FORD CMAX
5443 2015 FORD TRANSIT 350 #15 2015 FORD TRANSIT
72 2015 FORD F350 REPLACE#81 NEW #481 CHARGE BACK 8503/2015 FORD F350 73 2015 FORD F350 REPLACE#63 NEW #463 CHARGE BACK 8312/2015 FORD F350 74 2015 FORD F350 REPLACE #94 NEW #494 CHARGE BACK8315 /2015 FORD F350 75 2015 FORD F550 REPLACE #7 NEW #407 CHARGE BACK 8408/2015 FORD F350 5842 2016 FORD F350 2016 Ford F350 #474
5843 2016 FORD F350 2016 Ford F350 #422
5844 2016 FORD F350 2015 Ford F350 #475
5845 2015 FORD F550 Accessories Addtions to F/A #462
5846 2016 FORD F350 New #461 2016 Ford F350
5847 2015 FORD F550 2015 Ford F550
5849 2016 FORD F150 2016 F150 replacing #82 with #482
5853 2016 FORD F550 2016 F550 Aerial Lift Truck #D421
5851 2017 FORD F350 Replacing #19 w/ #496 2017 F350
5850 2017 FORD F350 New vehicle #497 grounds/median share 5854 2016 FORD F350 2016 F350 #467
5856 2017 FORD F550 2017 Ford Truck F-59
5860 2017 FORD F350 Replacing #47 w/ #447
5861 2017 FORD TRANSIT CONNECT Replace #5 with #405
2 Vehicles List Attachment C
Master Asset ID Year Make Model Asset Description Purchased in Last 5 Years
Count
5862 2017 FORD F150 2017 Ford Truck F150 Brian New 436
5863 2017 FORD F350 Replace Truck #32 w/ #432 2017 Ford F350 5864 2017 FORD F350 New Truck #483
5866 2017 FORD F350 2017 Ford F350 replacing #73 with #473 Yes 5867 2017 FORD F550 2017 F550 replacing #30 with #430 Yes 5872 2016 FORD F550 2016 F550 Aerial Truck Yes
5874 2017 FORD F550 New #433 2017 Ford Truck F550 Yes
5217 2017 FORD F550 New vehicle body for #479 Yes
5892 2017 FORD E450 ARES Communication Van, Asset ID 469 (Qty = 2) Yes 5893 2012 FORD F550 Dump Truck #10 Replacement, Asset ID 491 Yes 5895 2017 FORD F-350 SD 2017 F350 Super Duty Truck with Liftgate, Asset ID 486 Yes 5896 2018 FORD F150 2018 Ford 150 Truck , Asset ID 465 (Ranger replacement) Yes 5897 2017 FORD F-350 SD 2017 Ford 350 Super Duty (Rock Wall) Truck, Asset ID 490 Yes 5898 2017 FORD F350 2017 F350 Super Duty Truck without Liftgate, Asset ID 440 Yes 5899 2017 FORD F350 2017 F350 Super Duty Truck without Liftgate, Asset ID 435 Yes 5900 2018 FORD Escape 2018 Ford Escape, Asset IE 451 Yes 5901 2017 FORD EXPLORER 2017 4-Door Ford Explorer, Asset ID 402 (Pool vehicle) Yes 5908 2017 FORD F550 SD 2017 F-550 Altec Model , Asset ID 403 Yes 5910 2018 FORD F350 2018 Ford Truck Transit Wagon, Asset ID 493 Yes 5911 2018 FORD TRUCK XL WAGON LMB 2018 Transit Connect Pool Van Asset ID 460 Yes 6006 2019 FORD FUSION ENERGI 2019 Fusion , replacing Veh37 Yes 6007 2019 FORD POLICE RESPONDER Police Responder Hybrid Sedan, Veh443 Yes 6008 2019 FORD POLICE RESPONDER Police Responder Hybrid Sedan, Veh492 Yes 6009 2019 FORD FUSION ENERGI Ford Fusion, replacing Veh65 Yes 6010 2018 FORD F-750 Fleet: 2018 F-750 Diesel Base Crew Cab Yes 6011 2019 FORD F-250 XL HYBRID Fleet:VEH401 2019 Ford F-250 (Replacement for VEH1) Trees&Row Yes 6219 2019 FORD F-350 Replacement for VEH39 (Trees&Row) Scelzi Quote 147297 Yes 6220 2019 FORD F-350 Replacement for VEH23 (Grounds) Scelzi Quote 147286 (vehicle) Yes 6221 2019 FORD F-350 Replacement for VEH44 (Grounds) Scelzi Quote 147286 Yes 6231 2019 FORD F-550 Replacement for VEH84 (Trees&Row) Scelzi Quote147258 Yes 6243 2020 FORD F-350 2020 Ford F350 Cab for Trees/ROW (Schmitt) Yes 8003 2020 FORD F-650 Fleet - 2021 Ford F650SD Diesel V8 Yes 8009 2020 FORD F-350 2020 Ford Truck VIN 1FDRF3E62LED86881 Yes 8015 2020 FORD F-250 Fleet - 2020 Ford Truck S-DTY F-250 Yes 8016 2020 FORD F-250 Fleet - 2020 Ford Truck S-DTY F-250 Yes 8012 2020 FORD RESPONDER HYBRID FY19-20 VIN 3FA6P0AU7LR194835 Yes 8001 2020 FORD RANGER FY19-20 VIN 1FDER1AH9LLA36452 Yes 8022 2021 FORD F-150 TOWNE FORD Yes
3 Vehicles List Attachment C
Master Asset ID Year Make Model Asset Description Purchased in Last 5 Years
Count
Total Vehicles with Current Value 68
Total All Vehicles 107
4 Additional Proposed Budget Questions and Responses

1. May we have a code listing for all of the departments along with the codes when expenditures are assigned? I believe this would be 5 sets of numbers starting with the three sets of budget unit numbers. This will help follow Budget items more easily if we had a table. a. Staff will provide the complete GL account codes for the Final Budget hearing.

FY 2021-2022 Special Projects Update Questions/Comments:

2. Under Special Projects FY 2021-2022 Update attachment, when did the Council approve the VTC $2,000,146 for The Rise Development? This was not on the FY 2021-2022 Adopted Budget Special Projects list. Likewise, the $71k for Apple Campus 2. a. The Rise development special project was approved on March 3, 2020 as part of the FY 2019-20 Mid-Year Financial Report. The Special Projects FY 2021-22 Update shows the FY 2021-22 Amended Budget, so it includes projects that were carried over from prior fiscal years. The FY 2021-22 Adopted Budget only includes new appropriations approved in FY 2021-22.

3. In the FY 2021-2022 Adopted Budget, the CWP items are included with a total of approximately $1.8M, below those items are the Staff Department Special Projects items. The listings are more complete from last year such that the building being worked on is clearly noted. These items were able to fit portrait style on the page in last year’s Adopted Budget pages 49-50. May we have the descriptions following last year’s style.
a. An updated special projects report with the program code and program name is attached.

4. What happens to the unspent/incomplete jobs’ funding, as in how is it accounted for, and how do we know it is there?
a. If a project is complete, the unspent dollars become expenditure savings. If a project is not complete, the unspent funding may be carried over into the following fiscal year via year-end or encumbrance carryovers. Carryover appropriations are shown in the Amended Budget.

Vehicles List

5. The list of vehicles is interesting, please clarify what the vehicles are, Make, Model, Year. Several are missing. Some listings indicated that the new vehicle replaced a vehicle, but the disposing of the previous vehicle is not mentioned.
a. An updated Vehicles List with the make, model, and year is attached. b. The list of disposals shows all vehicle disposals in the City’s Fixed Assets ERP module.

The City implemented the Fixed Assets ERP module in 2018, so vehicles disposed before then were not listed. Staff will work on providing a list of vehicles disposed before implementation of the module.

6. The vehicle listing includes what looks like Sheriff patrol cars, is this correct, because I would assume they provide their own vehicles per their contract? a. The police responder vehicles are assigned to the City’s Code Enforcement team. The Santa Clara County Sheriff’s Office would provide their own vehicles. 5/18/2022 Proposed Budget Meeting Questions

1. Enterprise funds – Why isn’t Blackberry farm pool/picnic an enterprise fund? Who are we serving/not serving along with profit and loss statement? a. All expenses related to Blackberry Farm pool and picnic area can be found in budget unit 100-63-612 on pages 352-354 of the FY 2022-23 proposed budget. The revenue and expenditure table shows revenues and expenditures along with any use of fund balance or General fund subsidy (General fund costs) for 2 years of actuals along with last years adopted budget and this year’s proposed budget. This budget currently operates in a deficit as fee revenues are set up to only costs recover about 60% of actual costs per City Council direction as part of the last citywide fee study. Staff is requesting additional funds to conduct a new fee study in FY 22-23 for City Council consideration in this year’s budget. Based on research conducted, the FY 2007-08 budget document appears to recommend the movement of this operation from an Enterprise Fund to the General Fund because it was not self-sustaining at that time. Given that currently you can view the profit and loss easily in the budget we have not transitioned this back to an enterprise fund. Also, it still requires a subsidy.
b. Information regarding resident/non-resident use will be brought back at the June 7, 2022 Council meeting

2. Pg 37. Number 844 traffic engineering is a special project that hasn’t been decided. What is that $80k item?
a. As described on Page 7 of Attachment S (FY 22-23 Proposed Budget Questions and Responses) of Agenda Item 15 on May 19, 2022, the Final Budget will incorporate any changes approved by City Council as part of the City Work Program. The $80,000 project is for Vision Zero (WP22-015). It was approved as part of the City Work Program on May 17, 2022 and will remain in the budget.

3. The Monthly Treasurer report which you presented to the Audit Committee showed the various fund balances for January, February, and March 2022, however they did not seem to match with the fund balances in the Proposed Budget. For example, there is a great discrepancy for the Park fund in the Proposed Budget and in the March 2022 report (off by about $20M). Please show a table of each and explain what has happened to change the totals, such as the infusion of funds from the Westport Project for parks, and for this particular item it would really help if the public is shown what zone it is intended for, and what the zones mean (because this is all new information for the public and will help).
a. The proposed budget presents year-end projections, whereas the monthly treasurer’s reports present year-to-date actuals.
b. Year-end projected fund balance for FY 2021-22 is calculated as the beginning fund balance as of July 1, 2021, plus projected FY 2021-22 revenues minus projected FY 2021- 22 expenditures.
c. Year-end projected revenues and expenditures estimate the revenues the City expects to receive and the expenditures the City expects to spend. Projections are based on the amended budget, year-to-date actuals, and historical trends. d. The year-to-date actual fund balance as of March 31, 2022, is calculated as the beginning fund balance as of July 1, 2021, plus year-to-date actual revenues minus yearto-date actual expenditures. 5/18/2022 Proposed Budget Meeting Questions

4. Missing in budget is certain policies, City of Chico’s budget includes BP-9 and BP-10 related to expenditure control. Would like this guidance and policy include in our budget. a. It appears Chico lists administrative, financial, and human resources policies. The City’s current budget policies can be found in the City’s financial policies sections. This includes the City’s budget transfer and amendments, Capital Funding, Fund Balance, Community Funding and IT equipment replacement policy.
b. Staff can work to include additional policies and revision dates in the FY 2023-24 Proposed Budget.

5. Slide 28 –shows a decrease due to historical society? What is historical society? Is there a subcommittee and when will a report be brought forward? a. The Cupertino Historical Society has been collecting and archiving items that document the community’s past since 1966. The Cupertino Historical Society has been awarded funding through the Community Funding Grant Program since 2015. As part of the FY 2019-20 budget approval process at the June 18, 2019, City Council meeting, Council unanimously approved to designate an annual amount of $20,000 as a base (or line) item for the Cupertino Historical Society.
b. Staff Report from FY 2021-2022 Community Funding Item with Historical Society background (Attachment A).
c. A Council Subcommittee was formed at the June 4, 2021, City Council meeting. The Historical Society information is currently planned for the June 7 City Council meeting.

6. Council and commission expenditures – not an accurate reflection of salaries and benefits a. Council allocations has personnel costs
Staff costs include all staff that may assist the City Council on a day-to-day basis. We can create a new budget program called City Council Support and move all salary and benefits associated with support staff to the new program. Then, the City Council budget would only show City Council’s costs. The overall department budget would remain unchanged.

As requested, the table below shows the City Council & Commissions budget broken down into three sections:
• City Council (salary and benefits for City Council members) • City Council Support (all salary and benefits for staff supporting City Council) • Commission Support (all salary and benefits for staff supporting commissions, committees, and sister cities)
5/18/2022 Proposed Budget Meeting Questions
Benefitted
Positions Compensation Benefits
Total
Compensation and
Benefits
City Council 5 $47,284 $96,986 $144,270
City Council
Support

0.85 $92,791 $61,893 $154,684
Commissions,
Committees, and
Sister Cities
Support

1.43 $212,237 $103,512 $315,749
Total Council and
Commissions 7.28 $352,312 $262,391 $614,703
b. Request to reflect how much is going into each of the depts by comp and benefits

7. Community Funding policy – What is the source of the policy? What is the revision date, year it was approved and who approved it?
a. The Community Funding Policy was originally adopted in FY 2012-2013 b. Most recent amendments: City Council Minutes from December 1, 2020 Meeting (Attachment C)

8. Where do we sit in the market compared to other jurisdictions in turnover since 2018 to the present?
5/18/2022 Proposed Budget Meeting Questions
a. Staff is pulling data from other Santa Clara County cities. Staff expects to have these comparisons as part of the June 7, 2022, Final Budget hearing.

Vallco Town Center/Funds

9. In 2019, there are more Vallco expenses and revenues which we need to see a complete tally. It shows $14.7 mil in expenses for Vallco construction plan check and $22.5 mil revenue. There are building inspection expenses of $5.4 mil, but revenue is $7.2 mil. We were only shown one item of $2M for rise development but no further details around it and would like to see a more complete detail of ongoing Vallco expenses. How are these special projects being accounted for in the long term? There are some ongoing projects, but for other one-time projects, what happened to them in 2019, as it’s not included in the book but showed up in special projects update which is confusing.
a. Contracts for the Vallco SB35 project were approved at the February 18, 2020, City Council meeting. (Refer to attachment B)
b. On March 3, 2020, funding for the budget related to these contracts was approved as part of the mid-year financial report.
c. No other adjustments have been made to these contracts/budget to date. d. The costs related to these contracts are carried over at year-end into the new fiscal year. The detail related to which project this revenue gets allocated to is held in the City’s permitting system and kept in summary in the City’s financial system. The detail is still held in the permitting system, but staff is working on translating it into isolated Vallco revenue accounts (as shown below) in the financial system. e. Expense account 750-067 Special Projects VTC includes Community Development and Public Works and will be accounted for in the following revenue accounts 410-440 Licenses and Permits VTC Plan Check, 410-441 Licenses and Permits VTC Inspections, and 450-407 Charges for Services VTC Engineering. Community Development and Public Works have expended and received the following:

Budget Unit Expenses* as of 4/30/22 Revenues* as of 4/30/22 100-73-714 (CDD) $42,835.63 $141,250.24
100-73-715 (CDD) $0 $83,902.69
100-82-804 (PW) $25,820 $0 *Timing of revenue and offsetting expenditures may lag due to when fees are collected and when inspections can begin. f. The Special Projects FY 2021-22 Update shows the FY 2021-22 Amended Budget, so it includes projects that were carried over from prior fiscal years. The FY 2021-22 Adopted Budget only includes new appropriations approved. Carryovers are not requested in the Proposed Budget, since the appropriations were already approved.

10. I would like an update regarding the Vallco items shown here because it appears there have been a significant amount of revenues and much lesser expenses which the update on the agenda yesterday did not reflect (I mentioned them during the meeting and am pasting the table from the meeting information you referenced from March 3, 2020 or possibly 2019, for Council, pardon the formatting issues):
a. Answered above
Account Totals/Balances
5/18/2022 Proposed Budget Meeting Questions

11. There was an update to the Audit Committee which showed most of the City’s various account balances for December, 2021, however there may be some checking accounts which were not included. During the Monthly Treasurer’s Report Subcommittee meeting it was indicated by Kristina that there are 3 checking accounts, which I was unaware of. I would like to know the names, types, and totals of all the City’s accounts, in case we are missing some old accounts or overlooked anything.
a. Starting April 2022, the Monthly Treasurer’s Investment Report will include account statements for the City’s checking accounts. The City has the following checking accounts:
• Wells Fargo Operating Account
• Wells Fargo Workers’ Compensation Account
• Wells Fargo Payroll Account
• Wells Fargo Flexible Spending Employee Benefits Account (employee contributions to Flexible Spending Accounts)
Fund Totals

12. I am concerned that we have a considerable amount of funds already accounted for (Park, Capital Improvements, etc.) and perhaps I am missing an account, but it does seem that there is no available funding for many proposed projects in the CIP. I think the funding sources need to be better explained because, between the potential reduction in sales tax and the funds already designated to various categories (e.g. parks), I am not sure that several projects can or should be entertained for discussion. The CIP, in particular, must identify funding sources and I would assume this would be utilizing the variously already earmarked amounts (which I see at least potentially 3 distinct funds the City has), but beyond these amounts, there does not appear to be a source of funding, and items will need to be judiciously removed? My concern is that we cannot afford many things.
a. Please refer to the Fiscal Impact Section of the CIP report. As described in the CIP report, $13.6 million in fund balance ($4.0 million in Capital Improvement Fund and $9.5 million in Capital Reserve) is expected to be available as of 7/1/2022. b. The Proposed Budget shows Projected Fund Balance, which is a year-end projection that takes into account how much is expected to be spent by the end of the fiscal year. It projects year-end revenues and expenditures based on actuals to date. c. The Amended Budget Fund Balance assumes all Amended Revenues will be received and all Amended Budget expenditures will be spent.
*For reporting purposes, this fund rolls up/combines with Fund 420.

Fund Projected Fund
Balance as of 7/1/2022
Amended Budget Fund
Balance as of 7/1/2022
280 Park Dedication $2,175,440 $2,175,440
420 Capital Improvement Fund $30,841,037 $4,033,422
429 Capital Reserve* $9,546,568 $9,546,568

CITY COUNCIL STAFF REPORT
Meeting: June 1, 2021
Subject
Recommendation from the Parks and Recreation Commission to approve funds in the amount of $92,900 for the Fiscal Year (FY) 2021-22 Community Funding Grant Program; annual funding for the Cupertino Historical Society in the amount of $20,000; and approval of final funding amounts for the Community Funding Program, to be included in the Recommended Budget for FY 2021-22. (Continued from May 18).

Recommended Action
Consider the recommendation from the Parks and Recreation Commission to approve funds in the amount of $92,900 for the FY 2021-22 Community Funding Grant Program and consider annual funding for the Cupertino Historical Society in the amount of $20,000. Determine and approve final funding amounts for the Community Funding Program, to be included in the Recommended Final Budget for FY 2021-22; and provide direction to staff.

The item was initially included in the May 18, 2021 City Council meeting agenda and was continued to the June 1, 2021 meeting. Written communications for the item from the May 18 meeting have been included in the staff report (Attachment A) Discussion
Background
The Community Funding Grant application process opened in January and closed on February 1, 2021. The City received 17 applications for the FY 2021-22 Community Funding Grant Program application cycle. Staff reviewed all submitted applications for completeness and preliminary eligibility (Attachment A). The 17 applicants had the opportunity to attend the March 4 Parks and Recreation Commission meeting, provide additional information on their request, and answer any clarifying questions from the Commission.

Evaluation Process
At the April 1 regular meeting, the Parks and Recreation Commission facilitated the evaluation process and provided a funding recommendation to City Council. After receiving public comment on the item, the Commissioners each completed an evaluation form (Attachment B) before providing their total out of 100 for each application. Staff received the totals from each Commissioner and compiled them into the evaluation totals form (Attachment C), which the Commission used to discuss and determine their recommendation to Council.

Eligibility
After initial review of the 17 submitted applications, seven applications fully met eligibility requirements and ten applications were pending eligibility, requiring further consideration by the Commission. This is reflected in the Community Funding Applications Summary (Attachment D). Final eligibility was determined by the Commission during the evaluation process. The Commission agreed to provide rankings for all organizations, and deemed all eligible, except for the Silicon Valley Jewish Film Festival and Diwani Academy of Percussion Music in the United States.

This decision was based on the Community Funding Grant Policy (Attachment E) restrictions/guidelines that note admission to or participation in the organization’s event must be “free of charge” to Cupertino residents, unless stated in the application and approved by the Parks and Recreation Commission.

Parks and Recreation Commission Funding Recommendation to City Council The Commission carried a motion with 4 votes yes and one recusal to recommend to City Council funding for the following organizations at a total of $92,900:

West Valley Community Services of Santa Clara County, Inc. - $10,000 Cupertino Library Foundation - $15,000
Buddhist Tzu Chi Medical Foundation - $7,400
Santa Clara Valley Audubon Society - $8,500
Friends of Deer Hollow Farm - $7,000
Chinese American Coalition for Compassionate Care - $12,000 Valkyrie Robotics - $3,000
Tian Hong Foundation - $3,000
Rotary Club of Cupertino - $12,000
Euphrat Museum of Art - $15,000
The Commission considered the suggested funding range of $70,000 to $90,000 when providing their recommendation. The suggested funding range was included in the most recent version of the Community Funding Grant Policy, which was adopted by City Council at their December 1, 2020 meeting.

The Commission noted that following procedures from past years, it is anticipated that City Council will consider funding for the Cupertino Historical Society as a separate line item within the Community Funding Program budget, in addition to the Commission’s funding recommendation.

Cupertino Historical Society
Background
The Cupertino Historical Society has been awarded funding through the Community Funding Grant Program since 2015. As part of the FY 2019-20 budget approval process at the June 18, 2019 City Council meeting, Council unanimously approved to designate an annual amount of $20,000 as a base (or line) item for the Cupertino Historical Society. These funds are to be designated in the Community Funding Grant Program budget as their own line item. Below is a breakdown of the Historical Society’s previously awarded funds through the Community Funding Grant Program:
2015 - $10,000
2016 - $15,000
2017 - $15,000
2018 - $15,000
2019 - $20,000 (individual budget line item)
2020 - $20,000 (individual budget line item)
Current Considerations
The Historical Society is required to submit a grant application each year outlining how they anticipate utilizing funds (Attachment F), as well as a financial report at the end of each fiscal year, detailing how funds were used (Attachment G). At their December 1, 2020 meeting, City Council reviewed the Community Funding Grant Policy and requested to add funding of the Historical Society as a future agenda item for discussion. The policy is currently being reviewed and will be brought to Council for their consideration prior to the FY 2022-23 Community Funding Program cycle.

The $20,000 funding towards the Cupertino Historical Society, in addition to the Commission’s recommended funding amount of $92,900 would result in a total Community Funding Program budget of $112,900 for Fiscal Year 2021-22.

Sustainability Impact
No sustainability impact.

Fiscal Impact
If Council approves the Parks and Recreation Commission’s recommended funding amount of $92,900, the total Community Funding Program budget for Fiscal Year 2021-22 would total $112,900, including $20,000 allocated to the Cupertino Historical Society. Final funding amounts for the Community Funding Program will be included in the Recommended Final Budget for FY 2021-22. ___________________________________
Prepared by: Rachelle Sander, Assistant Director of Parks and Recreation Whitney Zeller, Administrative Assistant
Reviewed by: Joanne Magrini, Director of Parks and Recreation Approved for Submission by: Dianne Thompson, Assistant City Manager Attachments:

A – Written Communications 5.18.21 City Council Meeting Item 18 B – Community Funding Applications and Preliminary Eligibility Evaluations C – Commissioner Community Funding Evaluation Form
D – Evaluation Totals and Parks and Recreation Commission Recommendation E – Community Funding Applications Summary
F – Community Funding Grant Policy
G – Historical Society Grant Application FY 2021-22
H – Historical Society Financial Report (FY 2019-20)

CITY COUNCIL STAFF REPORT
Meeting: February 18, 2020
Subject
Award of Construction Inspection Services, Plan Review Services, and Public Works Inspection Services contracts for the Vallco SB35 project.

Recommended Action:

1. Authorize the City Manager to award a 3-year contract to 4LEAF, Inc. (4LEAF) to provide Construction Inspection Services and Public Works Inspection Services for a not to exceed contract price of $7,407,710 for the Vallco SB35 project.

2. Authorize the City Manager to award a 3-year contract to CSG Consultants, Inc. (CSG), for a not to exceed contract price of $1,149,983 for plan review services for the Vallco SB35 project.

3. Authorize the City Manager to award a 3-year contract to Independent Code Consulting, Inc. (ICCI) for a not to exceed contract price of $13,500,000 for plan review services for the Vallco SB35 project.

Discussion:

On February 4, 2020, City Council reviewed the recommendation to award contracts for three consulting firms to provide Professional Plan Review and Inspection Services for the Vallco S35 project. The February 4th staff report is included as attachment A.

Councilmembers made several recommendations to amend specific language in the contracts to ensure transparency in the construction and inspection phase of the project. Councilmembers also requested changes to the contract attachments, including the project description, to provide consistency.

As a result of the comments made by Councilmembers at the public hearing, staff revised contract provisions for Time of Performance, Invoices and Payments, Property Rights, and Records. Staff also worked with each of the consultants to provide a consistent Project Description and Scope of Services terms, attached as Exhibit A to each of the contracts, as well as consistent Compensation terms, included as Exhibit B to each of the contracts. The updated contracts are included as Attachments B, C, and D to this report.

GREEN ROOF DESIGN
A discussion related to the design, review and approval of the Vallco SB35 project green roof was brought up at the meeting.

The green roof is being designed as a seismically isolated structure by the integrated architecture, civil, geotechnical, and engineering firms to ensure that the green roof systems maintain structural stability, are structurally isolated in an earthquake, have a reinforced soil stabilization design to prohibit sliding of landscaping, proper drainage, recycled water irrigation with good soil percolation, and robust waterproofing.

Along with Rafael Vinoly Architects, the developer’s design team is comprised of two structural engineers, Nabih Yousef Associates and DCI Engineers, Olin Landscape, Sandis Civil Engineering, ME Engineers, Allana Buick & Bers Engineering, Langan Geotechnical Engineering, and a third-party seismic peer review panel.

A selected list of large-scale projects that feature landscape over structure in the portfolio of the design team include:
 Apple Park, Cupertino
 New Stanford Hospital, Palo Alto
 UCSF Ray and Dagmar Dolby Regeneration Medicine Building, San Francisco
 Pershing Square, Los Angeles
 Rockefeller University, New York
 Howard Hughes Medical Institute, Virginia
 The Getty Center, Los Angeles
 Battery Park City, New York
 Canary Wharf, London
 Bryant Park, New York
 The Church of Jesus Christ of Latter-Day Saints Conference Center, Salt Lake City
 Columbus Circle, New York
 Philadelphia Museum of Art Sculpture Garden, Philadelphia  Dilworth Park, Philadelphia
 Carnegie Hall Roof Terrace, New York
The City’s proposed building plan review firm, CSG Consultants Inc., has extensive experience in plan review of projects with systems and components similar to those on the Vallco SB35 project. For example, CSG has performed structural plan review on the elevated landscape system successfully implemented at Apple Park in Cupertino. In addition to the plan review of green roofs and elevated landscape systems, their licensed engineers have experience designing these types of systems and are well qualified to perform careful and detailed review of the design.

The City’s proposed building and public works plan review firm, Independent Code Consultants, Inc., also has the expertise to ensure rainwater does not pond by verifying there is an inlet within each drainage shed, landscape areas are designed with the acceptable slope and flow toward inlets, and that there is an appropriate overland release for large storm events. Inlets depicted on the roof plans are represented on the mechanical, electrical and plumbing plans. Walking pathways on the green roof are designed and reviewed to meet ADA and T24 California accessibility requirements.

FEE REVENUES
At the February 4th meeting, Councilmembers also asked for information about City costs that the pass through fees pay for. Each year the City adopts a Fee Schedule that lists fees for numerous services and permits provided by City departments. The Engineering and Building fee schedules for building and public works permits is available here: https://www.cupertino.org/ourcity/departments/community-development/building/building-forms-fees. These fees apply to all projects seeking these permits, including the Vallco SB35 project.

A user fee study was completed by the Matrix Consulting group in April 2016 to determine the full cost of various permitting services provided by the City. The fee study is attached to the April 5, 2016 City Council agenda packet. Based upon this study, Engineering, Building, and Planning fees were approved by Council to fully recover costs, thus fees charged are estimated to cover costs to provide the services and no more. Costs included in the fee study’s calculation include:

Cost
Component
Description
Direct Salaries, benefits and allowable departmental expenditures for staff processing the permits.

Departmental
Overhead
Division or Departmental administration / management and clerical support.

Citywide
Overhead
City costs associated with central service costs such as payroll, human resources, budgeting, City management, etc.

CrossDepartmental
Support
Costs associated with review or assistance by other departments in permit review.

In subsequent years these fee rates have been increased by the Consumer Price Index (CPI), Construction Cost Index (CCI), or by actual increases in salary and benefit changes as appropriate. The next user fee study is scheduled to occur in 2023 per the April 5, 2016 staff report.

Of the fees collected for the Vallco SB35 building and public work permit applications, the Plan Review consultants will receive 65% of the calculated plan review fee while the City will collect the remaining 35%. The Inspection firm will receive 75% of the calculated building permit fees while the City will collect the remaining 25%. Public Works inspections will be performed on a time and materials basis and the developer will provide a deposit account for the City to draw from to pay for these services.

As indicated in the fee study, the City’s portion of the plan review and inspection fees will be used to fund associated City staff time and overhead. This includes building and public works staff time (including salaries and benefits) and expenses to administer review of the permit applications, coordinate with consultants and the applicant, and perform the final review of all reviews and checks performed by the City’s consultants. Collected fees will also fund additional permit review by staff from other departments, such as planning, and support services provided by the Department of Administrative Services, City Manager’s office, and City Attorney’s office. Finally, fees will fund a portion of the City’s departmental and citywide overhead.

PROCESSING VALLCO SB35 PROJECT PERMIT APPLICATIONS
At the February 4th Council meeting, there were also questions about the timing of the City’s processing of permits for the Vallco SB 35 Project. Since October 2018, the developer has submitted applications for 8 separate demolition permits and 5 separate construction permits for the Project. The City has prioritized its review of these permit applications to accommodate the developer’s planned demolition and construction sequencing. Accordingly, the City’s work in 2019 focused on the demolition phase of the project. To date, the City has issued 7 out of the 8 demolition permit applications it has received. The last remaining demolition permit is for the demolition of the Wolfe Road Bridge Structure, which is in the review process and is currently with the applicant to respond to comments.

For the construction permit applications, the City has been prioritizing review of permits for other site ready work. The City is currently prepared to issue permits for Make-Ready Utility work pending final submittals by Vallco. This work includes the relocation and demolition of existing utilities to prepare the site for the proposed development.

At the same time, the City has been preparing for the third-party building and public works plan review and inspection services that will be necessary to process other pending and anticipated construction permits as the project moves into the construction phase. Thus, last year the City conducted a competitive procurement process for these services through a Request for Proposals and subsequent interviews. Once the preferred vendors were selected, the City began negotiations with the consultants over payment structures. The City also worked with the consultants to establish in advance processes and procedures to ensure the review process will be as efficient and effective as possible utilizing methods learned from the Apple Park project. The consultants are now ready to immediately begin plan review of other pending applications after City Council approval of the contracts for this item.

Sustainability Impact:

No sustainability impact.

Fiscal Impact:

The City will not incur a net fiscal impact. The City will be receiving permit, plan check, and inspection fees and deposits from the developer. These fees and deposits will be recorded in specific liability and revenue accounts. From the deposits and revenues received, a portion (65%-75%) will be used for permit, plan check, and building inspections performed by Consultants and expensed accordingly in specific accounts. Deposits for Public Works inspections will be used for consultant inspections expensed on a time and materials basis. _____________________________________
Prepared by: Albert Salvador, Assistant Director of Community Development Reviewed by: Benjamin Fu, Director of Community Development Approved for Submission by: Deborah L. Feng, City Manager Attachments:

A – February 4, 2020 Staff Report for Plan Review and Inspection Services B – Services Agreement – CSG Consultants, Inc.

C – Services Agreement – Independent Code Consultants, Inc.

D – Services Agreement – 4LEAF, Inc.

APPROVED MINUTES

CUPERTINO CITY COUNCIL
Tuesday, December 1, 2020

SPECIAL MEETING
At 5:30 p.m. Mayor Steven Scharf called the Special City Council meeting to order. This was a teleconference meeting with no physical location.

ROLL CALL

Present: Mayor Steven Scharf, Vice Mayor Darcy Paul, and Councilmembers Liang Chao, Rod Sinks, and Jon Robert Willey. Absent: None. All Councilmembers teleconferenced for the meeting.

STUDY SESSION

1. Subject: Study Session on Climate Action Plan 2.0 initial draft goals and vision statement
Recommended Action: Provide input and direction on the Climate Action Plan 2.0 initial draft goals and vision statement
Written communications for this item included a staff presentation.

Sustainability Manager Andre Duuvoort gave a presentation.

Mayor Scharf opened the public comment period and the following people spoke.

Pragya Natarajan, on behalf of Cupertino High School Environmental Club, supported a climate action plan, a 2030 deadline, and incentivizing electricity.

Gwyn Azar on behalf of Cupertino Youth Climate Action Team supported a climate action plan, an aggressive policy, and joining carbon neutral by 2030.

Jennifer Griffin supported sustainability goals, discussions on density building issues and new HVAC technologies, and was opposed switching from gas.

City Council Minutes December 1, 2020

Sophia Wang, on behalf of Cupertino Youth Climate Action Team, supported adopting a replace on burnout ordinance, rebates, and Menlo Park’s ordinance goals.

Dashiell Leeds, on behalf of Sierra Club Loma Prieta Chapter, supported an ordinance like Menlo Park’s or Palo Alto’s, adopting by 2030, and moving to full electrification.

Housing Commissioner Connie Cunningham representing self), supported environmental justice, carbon neutral goals, and green infrastructure.

Shani Kleinhaus, on behalf of Santa Clara Valley Audubon Society, supported a climate action plan including biodiversity for nature and sustaining local species.

Planning Commissioner Kitty Moore representing self) supported transitioning from wood heating, new HVAC technologies, and improving diversion rates of recyclables.

Mayor Scharf closed the public comment period.

Councilmembers asked questions and made comments.

There was overall support to explore aggressive climate action goals if the data analysis is supportive and substantive.

ADJOURNMENT

REGULAR MEETING
At 6:45 p.m. Mayor Steven Scharf called the Regular City Council meeting to order. This was a teleconference meeting with no physical location.

ROLL CALL

Present: Mayor Steven Scharf, Vice Mayor Darcy Paul, and Councilmembers Liang Chao, Rod Sinks, and Jon Robert Willey. Absent: None. All Councilmembers teleconferenced for the meeting.

CEREMONIAL MATTERS AND PRESENTATIONS

POSTPONEMENTS
City Council Minutes December 1, 2020

1. Subject: Municipal Code Amendments to update existing Mobile Vending regulations, including but not limited to regulations in Chapter 5.48, and potential conforming edits to other chapters in the Municipal Code, including in Titles 5, 11, 13 and 19.Application No(s).: MCA 2020 004; Applicant(s): City of Cupertino; Location: citywide. This item has been continued to December 15.

2. Subject: Approving City of Cupertino 2020 Transportation Impact Fee Nexus Study Update, increasing the Transportation Impact Fees, and amending Schedule B of the 2020 21 Fee Schedule to incorporate the increased fees. This item has been continued to December 15.

City Clerk Kirsten Squarcia noted that This item has been continued to January 19 instead of the December 15 date noted on tonight’s agenda.

ORAL COMMUNICATIONS
Written Communications for this item included an email to Council.

Jennifer Griffin was concerned about the process for funding and introducing housing bills and loss of local control and supported greater transparency.

Michael Haas, on behalf of Charlene Lee, was concerned about the November 3, 2020 election results, her candidate biography posting on the City website, and development within the City.

Rhoda Fry was opposed to naming city buildings after individuals and honorary plaques in recognition of city leaders including the Library expansion project.

Viggie34 talked about taking photos of a homeless encampment next to Vallco, his interaction with encampment residents and the police, and his plans to file a lawsuit for compensation.

Charlene Lee was concerned about the conduct and results of the November 3, 2020 election, her candidate biography posting on the City website, and collection of her campaign signs.

REPORTS BY COUNCIL AND STAFF 10 minutes)

3. Subject: City Manager update on emergency response efforts Recommended Action: Receive City Manager update on emergency response efforts City Council Minutes December 1, 2020

City Manager Deborah Feng reported on the State’s COVID 19 tier guidelines and Cupertino case counts and testing opportunities; Parks and Recreation activities; and a homeless encampment update regarding outreach and engagement for unhoused residents.

Council received the City Manager update on emergency response efforts.

4. Subject: Report on Committee assignments
Recommended Action: Report on Committee assignments
Councilmembers highlighted the activities of their various committees.

CONSENT CALENDAR
Scharf moved and Sinks seconded to approve the items on the Consent Calendar except for Item No. 8 which was pulled for discussion. Ayes: Scharf, Paul, Chao, Sinks, and Willey. Noes:

None. Abstain: None. Absent: None.

5. Subject: Approve the November 17 City Council minutes Recommended Action: Approve the November 17 City Council minutes

6. Subject: Approve the November 19 City Council minutes Recommended Action: Approve the November 19 City Council minutes

7. Subject: Set hearing date on January 19, 2021 to declare a public nuisance from weeds) and to consider objections for proposed removal; declare properties as having potential fire hazards from weeds or other potential nuisances for the Cupertino Weed Abatement Program.

Recommended Action: Adopt Resolution No. 20 136 declaring properties as having potential fire hazards from weeds or other potential nuisances; and set hearing on January 19, 2021 to declare a public nuisance and to consider objections for proposed removal.

8. Subject: Mitigation Fee Act Annual Five Year Report Fiscal Year 2019 2020 Recommended Action: 1. Accept the Annual Five Year Review of the City of Cupertinos Development Impact Fees Government Code Section 66000 et seq.);and 2.

Adopt Resolution No20 137 entitled A Resolution ofthe Cupertino City Council Approving the Annual Five Year Development Impact Fee Report for FY Ending June 30,2020 and Making Required Findings.

City Council Minutes December 1, 2020

Scharf moved and Willey seconded to:

1. Accept the Annual Five Year Review of the City of Cupertinos Development Impact Fees Government Code Section 66000 et seq.);and 2.

Adopt Resolution No20 137 entitled A Resolution ofthe Cupertino City Council Approving the Annual Five Year Development Impact Fee Report for FY Ending June 30,2020 and Making Required Findings.

The motion carried unanimously.

9. Subject: Consider changes to the part time salary schedules for classifications and job series impacted by minimum wage adjustments.

Recommended Action: Adopt Resolution No. 20 138 establishing changes to part time salary schedules for classifications impacted by minimum wage adjustments and realign wage increases with position advancement.

SECOND READING OF ORDINANCES

10. Subject: Second reading of Ordinance No. 20 2216 to amend Cupertino Municipal Code Chapter 2.40 concerning the Disaster Council and the emergency management program).

Recommended Action: Conduct the second reading and enact Ordinance No. 20 2216:

An ordinance of the City Council of the City of Cupertino amending Cupertino Municipal Code Chapter 2.40 concerning the Disaster Council and the Emergency Management Program).”
City Clerk Kirsten Squarcia read the title of Ordinance No. 20 2216: An Ordinance of the City Council of the City of Cupertino amending Cupertino Municipal Code Chapter 2.40 concerning the Disaster Council and the Emergency Management Program).”
Scharf moved and Willey seconded to read the title of Ordinance No. 20 2216 by title only and that the City Clerk’s reading would constitute the second reading thereof.

Ayes: Scharf, Paul, Chao, Sinks, and Willey. Noes: None. Abstain: None. Absent: None.

Scharf moved and Willey seconded to enact Ordinance No. 20 2216.

Ayes: Scharf, Paul, Chao, Sinks, and Willey. Noes: None. Abstain: None. Absent: None.

PUBLIC HEARINGS
City Council Minutes December 1, 2020

11. Subject: Municipal Code Amendments to adopt glazing and lighting regulations to implement the Fiscal Year 2019/20 City Council Work Program items related to Dark Sky and Bird Safe Design. Application No. MCA 2019 003 and MCA 2019 004; Applicant: City of Cupertino; Location: City wide)
Recommended Action: That the City Council:

1. Find the proposed actions are exempt from CEQA; and,

2. Conduct the first reading of Ordinance No. 20 2217 An Ordinance of the City Council of the City of Cupertino Amending City Code to Add Chapter 19.102: Glass and Lighting Standards and to Amend Chapter 19.08 Definitions, Chapter 19.40 Residential Hillside RHS) Zones, Chapter 19.60 General Commercial GC) Zones, Chapter 19.72 Light Industrial ML) and Industrial Park MP) Zones, and Chapter

19.124 Parking Regulations to Implement Bird Safe and Dark Sky Policies.” Attachment A)
Written communications for this item included a staff presentation and emails to Council.

Planning Manager Piu Ghosh and Senior Planner Erick Serrano gave a presentation.

Mayor Scharf opened the public hearing and the following people spoke.

Jill Halloran supported dark skies and bird safe design.

Shani Kleinhaus, on behalf of the Santa Clara Valley Audubon Society, supported the Dark Sky and Bird Safe Design Ordinance
Housing Commissioner Connie Cunningham representing self) supported the Dark Sky and Bird Safe Design Ordinance
Peter Friedland supported the Dark Sky and Bird Safe Design Ordinance Lisa Karpinski supported the Dark Sky and Bird Safe Design Ordinance Mike Rhode was concerned about retail risks, lighting restrictions, and security and safety, and supported postponing the item.

Greg Whitney was concerned about impacts on retail and restaurants, security and safety, and uninviting lighting aspects, and supported looking at other cities first.

City Council Minutes December 1, 2020

Jean Bedord was concerned tax implications on business structures, overregulating commercial activity, and conducting commercial community outreach.

Dashiell Leeds, on behalf of the Sierra Club Loma Prieta Chapter, supported the Dark Sky and Bird Safe Design Ordinance.

Rhoda Fry supported the Dark Sky and Bird Safe Design Ordinance.

Anjali Kausar, on behalf of the Chamber Commerce, was concerned about further outreach to businesses and supported postponing the item.

Rose Friedland supported the Dark Sky and Bird Safe Design Ordinance.

Planning Commissioner Kitty Moore representing self) was concerned about string lighting regulations and addressing commercial area concerns.

Mayor Scharf closed the public hearing.

Council recessed from 8:30 p.m. to 8:35 p.m.

Councilmembers asked questions and made comments.

Paul moved to call the question. The motion carried with Sinks voting no.

Paul moved and Chao seconded to continue this item until December 15. The motion carried with Sinks voting no.

ORDINANCES AND ACTION ITEMS

12. Subject: Updated Administrative Procedures Within the Community Funding Grant Policy.

Recommended Action: Review and adopt updated administrative procedures within the Community Funding Grant Policy, including an earlier submission date for applications, program funding range, and affirmation that all qualified applicant materials will be brought to City Council.

Written communications for this item included a staff presentation, Amended Attachment B Community Funding Policy redline version), and Amended Attachment C Community Funding Policy clean version).

City Council Minutes December 1, 2020

Director of Parks and Recreation Joanne Magrini gave a presentation.

Councilmembers asked questions and made comments.

Scharf moved and Sinks seconded to adopt updated administrative procedures within the Community Funding Grant Policy, including an earlier submission date for applications, program funding range, and affirmation that all qualified applicant materials will be brought to City Council. The motion carried unanimously.

ORAL COMMUNICATIONS CONTINUED As necessary)

COUNCIL AND STAFF COMMENTS AND FUTURE AGENDA ITEMS
Added a future agenda item to discuss nonprofit funding as a line item in the budget Chao/Scharf)
Added a future agenda item to review existing policy for naming public buildings, donations, and recognition strategies Chao/Scharf)

ADJOURNMENT
At 10:13 p.m., Mayor Scharf adjourned the meeting.

Kirsten Squarcia, City Clerk
5/18/2022 Proposed Budget Meeting Questions

1. Enterprise funds – Why isn’t Blackberry farm pool/picnic an enterprise fund? Who are we serving/not serving along with profit and loss statement? a. All expenses related to Blackberry Farm pool and picnic area can be found in budget unit 100-63-612 on pages 352-354 of the FY 2022-23 proposed budget. The revenue and expenditure table shows revenues and expenditures along with any use of fund balance or General fund subsidy (General fund costs) for 2 years of actuals along with last years adopted budget and this year’s proposed budget. This budget currently operates in a deficit as fee revenues are set up to only costs recover about 60% of actual costs per City Council direction as part of the last citywide fee study. Staff is requesting additional funds to conduct a new fee study in FY 22-23 for City Council consideration in this year’s budget. Based on research conducted, the FY 2007-08 budget document appears to recommend the movement of this operation from an Enterprise Fund to the General Fund because it was not self-sustaining at that time. Given that currently you can view the profit and loss easily in the budget we have not transitioned this back to an enterprise fund. Also, it still requires a subsidy.
b. Staff utilize two metrics to measure resident/non-resident use of Blackberry Farm. The first is swimming pool users and collected when visitors check in to the kiosk to enter the pool area. The second metric is based on picnic site reservations, which are charged based on the renter’s residency status. A summary of the users from 2017 to 2021 are shown below:

Blackberry Farm User Summary 2017 to 2021
Swimming Pool Users 2017 2018 2019 2020 2021*
Residents 6582 6117 5903 COVID 5019
Non-Residents 11869 11027 9935 COVID 6467
Total Swimmers 18451 17144 15838 COVID 11486
% Residents/Non-Residents 36%/64% 36%/64% 37%/63% COVID 44%/56% Picnic Site Reservations 2017 2018 2019 2020 2021*
Residents 103 96 101 COVID 53
Non-Residents 150 130 152 COVID 32
Total Reservations 253 226 253 COVID 85
% Residents/Non-Residents 41%/59% 42%/58% 40%/60% COVID 62%/38% A few things to note:

1. Blackberry Farm was closed in 2020 due to the COVID pandemic. 5/18/2022 Proposed Budget Meeting Questions

2. *Blackberry Farm was only open for 70 days in 2021 (out of the maximum 100 days per year) due to the pandemic.

2. Where do we sit in the market compared to other jurisdictions in turnover since 2018 to the present?