Cupertino City Council
March 21, 2023

CITY OF CUPERTINO

CITY COUNCIL
AGENDA
10300 Torre Avenue and 10350 Torre Avenue and via Teleconference Tuesday, March 21, 2023
5:30 PM
Non-Televised Special Meeting Closed Session (5:30) and Televised Regular City Council Meeting (6:45)

IN-PERSON AND TELECONFERENCE / PUBLIC PARTICIPATION INFORMATION Members of the public wishing to observe the meeting may do so in one of the following ways:
1) Attend in person at Cupertino Community Hall, 10350 Torre Avenue. 2) Tune to Comcast Channel 26 and AT&T U-Verse Channel 99 on your TV. 3) The meeting will also be streamed live on and online at www.Cupertino.org/youtube and www.Cupertino.org/webcast
Members of the public wishing to comment on an item on the agenda may do so in the following ways:
1) Appear in person for Closed Session in City Hall, Conference Room C or for Regular Meeting in Cupertino Community Hall. Members of the public may provide oral public comments pertaining to the agenda prior to the beginning of Closed Session and after Roll Call.

Members of the public may provide oral public comments during the Regular Meeting as follows:

Oral public comments will be accepted during the meeting. Comments may be made during “oral communications” for matters not on the agenda, and during the public comment period for each agenda item.

Members of the audience who address the City Council must come to the lectern/microphone, and are requested to complete a Speaker Card and identify themselves.

Completion of Speaker Cards and identifying yourself is voluntary and not required to attend the meeting or provide comments.
2) E-mail comments for Closed Session or Regular Meeting by 4:00 p.m. on Tuesday, March 21 to the Council at [email protected]. These e-mail comments will also be posted

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to the City’s website before and after the meeting.

Regular Meeting Teleconferencing Instructions
To address the City Council, click on the link below to register in advance and access the meeting:

Online
Register in advance for this webinar:
https://cityofcupertino.zoom.us/webinar/register/WN_G-KTGVhYR_GYoe-yz0zkRg Phone
Dial: 669-900-6833 and enter Webinar ID: 956 2063 3322 (Type *9 to raise hand to speak, *6 to unmute yourself). Unregistered participants will be called on by the last four digits of their phone number.

Or an H.323/SIP room system:

H.323:
162.255.37.11 (US West)
162.255.36.11 (US East)
Meeting ID: 956 2063 3322
SIP: [email protected]
After registering, you will receive a confirmation email containing information about joining the webinar.

Please read the following instructions carefully:

1. You can directly download the teleconference software or connect to the meeting in your internet browser. If you are using your browser, make sure you are using a current and up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain functionality may be disabled in older browsers, including Internet Explorer.

2.You will be asked to enter an email address and a name, followed by an email with instructions on how to connect to the meeting. Your email address will not be disclosed to the public. If you wish to make an oral public comment but do not wish to provide your name, you may enter “Cupertino Resident” or similar designation.

3. When the Mayor calls for the item on which you wish to speak, click on “raise hand,” or, if you are calling in, press *9. Speakers will be notified shortly before they are called to speak.

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4. When called, please limit your remarks to the time allotted and the specific agenda topic.

5. Members of the public that wish to share a document must email [email protected] prior to speaking. These documents will posted to the City’s website after the meeting.

NOTICE AND CALL FOR A SPECIAL MEETING OF THE CUPERTINO CITY COUNCIL NOTICE IS HEREBY GIVEN that a special meeting of the Cupertino City Council is hereby called for Tuesday, March 21, 2023, commencing at 5:30 p.m. in City Hall, Conference Room C, 10300 Torre Avenue, Cupertino, California 95014. Said special meeting shall be for the purpose of conducting business on the subject matters listed below under the heading, “Special Meeting."

SPECIAL MEETING
ROLL CALL - 5:30 PM
10300 Torre Avenue, Conference Room C

CLOSED SESSION

1. Subject: Liability Claim (Government Code § 54956.95) Claimant: Gulu Sakhrani
Agency claimed against: City of Cupertino

2. Subject: Conference with legal counsel - existing litigation pursuant to Government Code § 54956.9 (two cases)
a. California Housing Defense Fund et al. v. City of Cupertino, Santa Clara County Superior Court Case No. 23CV4108
b. League of Women Voters of Cupertino-Sunnyvale v. City of Cupertino et. al., N.D.

Cal. Case No. 4:22-cv-04189

ADJOURNMENT

REGULAR MEETING
CALL TO ORDER - 6:45 PM
10350 Torre Avenue, Community Hall and via Teleconference

PLEDGE OF ALLEGIANCE

ROLL CALL

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CLOSED SESSION REPORT
CEREMONIAL ITEMS - None

POSTPONEMENTS AND ORDERS OF THE DAY

ORAL COMMUNICATIONS
This portion of the meeting is reserved for persons wishing to address the Council on any matter within the jurisdiction of the Council and not on the agenda for discussion, including informational items. The total time for Oral Communications will ordinarily be limited to one hour. Individual speakers are limited to three (3) minutes. As necessary, the Chair may further limit the time allowed to individual speakers, or reschedule remaining comments to the end of the meeting on a first come first heard basis, with priority given to students. In most cases, State law will prohibit the Council from discussing or making any decisions with respect to a matter not listed on the agenda. A councilmember may, however, briefly respond to statements made or questions posed by speakers. A councilmember may also ask a question for clarification, provide a reference for factual information, request staff to report back concerning a matter, or request that an item be added to a future City Council agenda in response to public comment.

CONSENT CALENDAR (Items 1-6)
Items appearing on the Consent Calendar are considered routine City business and may be approved by one motion. Typical items may include meeting minutes, awards of contracts, the ratification of accounts payable, and second readings of ordinances. Any member of the Council may request to have an item removed from the Consent Calendar based on the rules set forth in the City Council Procedures Manual. Members of the public may provide input on one or more consent calendar items when the Mayor asks for public comments on the Consent Calendar.

1. Subject: Consider approval of the March 1 City Council minutes and receive consultant workshop report
Recommended Action: Approve the March 1 City Council minutes and receive the consultant workshop report (Exhibit A)
A - Draft Minutes (and Exhibit A Consultant Report)

2. Subject: Consider approval of the March 7 City Council minutes Recommended Action: Approve the March 7 City Council minutes A - Draft Minutes

3. Subject: Consider staff reports and the attachments provided at the June 21, 2022 and March 7, 2023 City Council meetings regarding the Chamber of Commerce Recommended Action: Receive the report on previously presented Chamber of Commerce related information

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Staff Report
A - June 21, 2022 Staff Report
B - March 7, 2023 Memorandum
C - Payments to Chamber Jan 2015 - Mar 2022
D - Festivals - City Fees Waived & City Expenses
E - Reservations for Meeting Space at City Facilities
F - AP Report (Including Chamber Contract Payment)
G - I Love Cupertino Invoices

4. Subject: Receive the Budget Process Review Final Report Recommended Action: Receive the Budget Process Review Final Report Staff Report
A - Budget Process Review Final Report

5. Subject: Consider authorizing execution of a Maintenance Services Contract for City-owned orchards.

Recommended Action: 1. Authorize the City Manager to execute the Maintenance Service Contract with Anderson Tree Care Specialists, Inc. to provide orchard maintenance services for three years, at an annual amount not-to-exceed $65,746, and if performance is satisfactory, allow up to two additional years of service.

2. Adopt Resolution No. 23-038 approving budget modification 2223-267 increasing appropriations in the Blackberry Farm Grounds Maintenance (100-84-811) and neighborhood Parks Maintenance (100-84-813) budgets by $8,362 and $3,875 respectively.

Staff Report
A - Draft Contract
B - Draft Resolution

6. Subject: Consider authorizing execution of an On-Call Tree Maintenance Services Contract with West Coast Arborists, Inc.

Recommended Action: Authorize the City Manager to execute an On-Call Maintenance Service Contract with West Coast Arborists, Inc. for three years, at an annual amount not-to-exceed $200,000 per year, for a total of $600,000 and if performance is satisfactory, allow up to two additional years of service.

Staff Report
A - Draft Contract

PUBLIC HEARINGS
Effective January 1, 2023, Government Code Section 65103.5 (SB 1214) limits the distribution of copyrighted material associated with the review of development projects. Members of the public wishing to view plans that cannot otherwise be distributed under SB 1214 may make an appointment with the Planning Division to view them at City Hall by sending an email to [email protected]. Plans will also be made available digitally during the hearing to consider the proposal.

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7. Subject: Consider petition for reconsideration regarding the City Council decision of February 7, 2023 to uphold the appeal in part, approve one of the two requested freeway-oriented signs, and deny the requested sign exception. Application No(s):

EXC-2022-003; Applicant(s): David Ford (All Sign Services); Location: 20565 Valley Green Dr.; APN #326-10-044.

Recommended Action: That the City Council conduct a public hearing, adopt Resolution No. 23-039 (Attachment A) denying the petition for reconsideration.

Staff Report
A – Draft Resolution
B - Petition for Reconsideration submitted by Rhoda Fry

8. Subject: Consider adoption of a Resolution approving Tamien Innu (Tamien Trail) as the officially recognized trail name for the I-280 Trail Recommended Action: Conduct a public hearing and adopt Resolution No. 23-040 (Attachment A) approving Tamien Innu as the officially recognized trail name for the I-280 Trail
Staff Report
A - Draft Resolution

ACTION CALENDAR

9. Subject: Consider submitting a letter in opposition to the Taxpayer Protection and Government Accountability Act (Initiative No. 21-0042A) Recommended Action: Approve the submission of a letter in opposition to the Taxpayer Protection and Government Accountability Act
Staff Report
A – Summary of Taxpayer Protection and Government Accountability Act Initiative B – Draft Letter to League of California Cities

10. Subject: 2022 General Plan Annual Report and Housing Element Annual Progress Report (APR) on forms required by HCD
Recommended Action: Receive reports and authorize submittal to the Department of Housing and Community Development (HCD)
Staff Report
A - General Plan Annual Report
B - Housing Element Annual Progress Report

COUNCIL REPORTS AND COMMENTS

CITY MANAGER REPORT

ORAL COMMUNICATIONS - CONTINUED
INFORMATIONAL ITEMS - None

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Information items are intended to provide background information and routine reports to Councilmembers and the public, without discussion by Council. Members of the public wishing to comment on informational items should do so during oral communications.

COUNCIL AND STAFF COMMENTS AND FUTURE AGENDA ITEMS

ADJOURNMENT
Lobbyist Registration and Reporting Requirements: Individuals who influence or attempt to influence legislative or administrative action may be required by the City of Cupertino’s lobbying ordinance (Cupertino Municipal Code Chapter 2.100) to register and report lobbying activity. Persons whose communications regarding any legislative or administrative are solely limited to appearing at or submitting testimony for any public meeting held by the City are not required to register as lobbyists.

For more information about the lobbying ordinance, please contact the City Clerk’s Office at 10300 Torre Avenue, Cupertino, CA 94107; telephone (408) 777-3223; email [email protected]; and website: www.cupertino.org/lobbyist.

The City of Cupertino has adopted the provisions of Code of Civil Procedure §1094.6; litigation challenging a final decision of the City Council must be brought within 90 days after a decision is announced unless a shorter time is required by State or Federal law.

Prior to seeking judicial review of any adjudicatory (quasi-judicial) decision, interested persons must file a petition for reconsideration within ten calendar days of the date the City Clerk mails notice of the City’s decision. Reconsideration petitions must comply with the requirements of Cupertino Municipal Code §2.08.096. Contact the City Clerk’s office for more information or go to http://www.cupertino.org/cityclerk for a reconsideration petition form.

In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, at least 48 hours in advance of the meeting to arrange for assistance. In addition, upon request, in advance, by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format.

Any writings or documents provided to a majority of the Cupertino City Council after publication of the packet will be made available for public inspection in the City Clerk’s Office located at City Hall, 10300 Torre Avenue, Cupertino, California 95014, during normal business hours; and in Council packet archives linked from the agenda/minutes page on the Cupertino web site.

IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code section

2.08.100 written communications sent to the Cupertino City Council, Commissioners or City staff

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concerning a matter on the agenda are included as supplemental material to the agendized item. These written communications are accessible to the public through the City’s website and kept in packet archives. Do not include any personal or private information in written communications to the City that you do not wish to make public, as written communications are considered public records and will be made publicly available on the City website.

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CITY OF CUPERTINO
Agenda Item
23-12073 Agenda Date: 3/21/2023
Agenda #: 1.

Subject: Liability Claim (Government Code § 54956.95)
Claimant: Gulu Sakhrani
Agency claimed against: City of Cupertino
CITY OF CUPERTINO Page 1 of 1 Printed on 3/15/2023
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CITY OF CUPERTINO
Agenda Item
23-11948 Agenda Date: 3/21/2023
Agenda #: 2.

Subject: Conference with legal counsel - existing litigation pursuant to Government Code § 54956.9 (two cases) a. California Housing Defense Fund et al. v. City of Cupertino, Santa Clara County Superior Court Case No. 23CV4108
b. League of Women Voters of Cupertino-Sunnyvale v. City of Cupertino et. al., N.D. Cal. Case No. 4:22-cv04189 CITY OF CUPERTINO Page 1 of 1 Printed on 3/15/2023
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CITY OF CUPERTINO
Agenda Item
23-12106 Agenda Date: 3/21/2023
Agenda #: 1.

Subject: Consider approval of the March 1 City Council minutes and receive consultant workshop report
Approve the March 1 City Council minutes and receive the consultant workshop report (Exhibit A) CITY OF CUPERTINO Page 1 of 1 Printed on 3/15/2023
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DRAFT MINUTES

CUPERTINO CITY COUNCIL
Wednesday, March 1, 2023

SPECIAL MEETING
At 4:02 p.m., Mayor Hung Wei called the Special City Council Meeting to order in the Cupertino Community Hall Council Chamber, 10350 Torre Avenue.

ROLL CALL

Present: Mayor Hung Wei, Vice Mayor Sheila Mohan, and Councilmembers Liang Chao, J.R.

Fruen and Kitty Moore. Absent: none.

COUNCIL WORKSHOP

1. Subject: Review Council Goals and priorities for the next two fiscal years (Fiscal Years 2023-2025)
Recommended Action: Consider Re-Affirming Council Goals and set new priorities for the next two fiscal years (Fiscal Years 2023-2025)
Written communications for this item included a consultant presentation, emails to Council, and the following desk items:

Staff Report Addendum 1
- Attachment G. Councilmember Top 5 Consolidated City Work Program Priorities - Attachment H. Individual Councilmember Submissions for Top 5 City Work Program Project List
Staff Report Addendum 2
- Attachment I. To Be Determined (TBD) List from October Items of Interest - Attachment J. TBD List with Status Recommendations
FY 2022-2023 City Work Program Final Ranking
- Attachment K. Final Priority Ranking for Adopted FY 2022-2023 City Work Program 12 CC 03-21-2023
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City Council Minutes March 1, 2023
City Manager Pamela Wu provided the purpose of the workshop and summarized the team strategies and priorities established from the workshop held on February 1.

Consultants Dave Sykes and Mary Locey with Baker Tilly facilitated the workshop.

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

Jennifer Griffin was concerned about maintaining the Heart of the City area and supported preserving trees in general and along Stevens Creek Boulevard.

Connie Waters (on behalf of Louise Saadati) supported an operational budget allocation for Dog Off Leash Area (DOLA) amenities, including barriers, bag dispensers, benches, and lighting.

Jahnavi Kumar (on behalf of Louise Saadati) supported allocating funds for Dog Off Leash Area (DOLA) amenities, including barriers, bag dispensers, benches, and lighting.

Rhoda Fry supported a list of City-owned properties, enterprise funds to track spending, upgrading I-280 as a scenic highway, replacing trees at Blackberry Farm and Golf Course, maintaining infrastructure, permanent affordable housing; and was concerned about Lehigh’s new aggregate plant business and converting the land into for-profit landfill.

Housing Commissioner Connie Cunningham (representing self) supported existing and new BMR and ELI housing, a plan to eliminate roadway fatalities, agendizing progress at the Rise, revitalizing the Heart of the City, preserving trees and planting native species, a City tree list, a Council governance reform package, and approving the Housing Element.

Bicycle Pedestrian Commissioner Jennifer Shearin (representing self) supported Council working together and was concerned that Vision Zero would not achieve real actionable change; and supported a new bicycle and pedestrian plan and using the new Housing Element traffic patterns to improve walking and biking in the City.

Lisa Warren was concerned about Council and staff working together for the community and supported surveying resident needs when deliberating; and supported prioritizing essential retail (not restaurant and entertainment), preserving tax dollars, and balancing out retail and housing discussions.

Jean Bedord supported the earlier work plan process, was concerned about the challenges of Covid, staff turnover, and past unrealistic work plans; and supported analyzing potential revenue sources, studying City-owned properties and facilities, improving 13 CC 03-21-2023
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governance policies/procedures, and addressing senior housing for the aging population.

Mayor Wei closed the public comment period.

Councilmembers discussed their top five priority projects and participated in a ranked voting process for consolidation into the City Work Program.

Mayor Wei re-opened the public comment period and the following people spoke.

Jennifer Griffin supported the workshop efforts and was concerned about the stressors of local, state, and federal events and supported civic engagement.

Lisa Warren supported accelerating amendments to privacy screening and balconies in the Code and the Planning Commission’s previous discussion to prioritize.

Jean Bedord supported the civilized and efficient workshop session, with clear priorities and a realistic work program plan.

Mayor Wei closed the public comment period.

Council re-affirmed Council goals and set new priorities for the next two fiscal years (Fiscal Years 2023-2025).

The facilitators created a workshop report containing a summary of the discussions which is available in Exhibit A (attached).

ADJOURNMENT
At 7:51 p.m., Mayor Wei adjourned the Special City Council Meeting. _________________________
Kirsten Squarcia, City Clerk
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March 2023
City of Cupertino
City Council Priority Setting and
Work Program Workshop
Held March 1, 2023
Exhibit A
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City Council Priority Setting and Work Program Workshop Table of Contents Baker Tilly
i
Table of Contents
Workshop Report ................................................................................................................................ 1 Workshop Overview............................................................................................................................ 1 Opening Comments ............................................................................................................................ 3 Establishing Priorities.......................................................................................................................... 4 Priority Setting .................................................................................................................................... 5 Developing the Work Program............................................................................................................ 8 Wrap-up and Next Steps................................................................................................................... 14 Appendix: Workshop Staff Report...................................................................................................... 15 17 CC 03-21-2023
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City Council Priority Setting and Work Program Workshop Workshop Report Baker Tilly
1 Workshop Report
The City of Cupertino held a Council workshop on Wednesday, March 1, 2023, from 4:00 p.m. to 8:00 p.m. at the Cupertino Community Hall. The workshop provided an opportunity for Councilmembers to celebrate the Work Program progress, advocate for priority projects of importance to them, and conduct rank voting to establish the City’s Work Program for FY 2023-24 and FY 2024-25.

This report contains a summary of the results of the workshop session.

Dave Sykes (Special Advisor) and Mary Locey (Consulting Manager) with Baker Tilly facilitated the workshop.

Workshop Overview
Objectives
• Celebrate recent progress on the Work Program
• Establish Council priorities for FY 2023-25
• Strengthen teamwork among Council and with staff
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2 Participants
City Council
Staff
• Pamula Wu, City Manager
• Matt Morley, Assistant City Manager
• Debra Nascimento, Executive Assistant to the City Manager • Christopher Jensen, City Attorney
• Kirsten Squarcia, City Clerk
• Kristina Alfaro, Administrative Services Director
• Benjamin Fu, Community Development Director
• Rachelle Sander, Parks and Recreation Director
• Chad Mosley, Acting Public Works Director
• Bill Mitchell, Chief Technology Officer
Agenda
• Welcome and call to order by the Mayor
• Public comments
• Review workshop agenda, purpose, and objectives
• Set the context for priority setting
• Review the City’s five overarching goals and Work Program • Celebrate accomplishments
• Discuss and reach consensus on Council priorities
• Discuss staying on course with priorities
• Wrap up and next steps
Mayor
Hung Wei
Vice Mayor
Sheila Mohan
Councilmember
Liang Chao
Councilmember
J.R. Fruen
Councilmember
Kitty Moore
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City Council Priority Setting and Work Program Workshop Workshop Report Baker Tilly
3 Workshop Ground Rules
At the start of the workshop, the facilitator referenced the ground rules, which were the same as during the February governance workshop: to help the group have a successful workshop.
• Assume good intent,
• Listen to understand,
• Seek consensus, and
• Focus on creating a positive path for all.

Bike Rack
The facilitator briefly noted that any items that were brought up but could not be discussed today would be added to the “bike rack” for follow up or discussion at another time. The following item was added to the bike rack during the workshop.
• Set a process to bring new Work Program items to City Council.

Workshop Preparation
In preparation for the workshop, the facilitators discussed workshop objectives with the City Manager and executive team. They prepared a PowerPoint presentation along with other materials to guide discussions during the session.

Opening Comments
Mayor Wei convened the Council meeting and asked for the roll call. The Mayor welcomed everyone and handed the meeting over to the City Manager for a brief staff report.

City Manager Wu thanked Council members for their commitment to developing the Work Program for the next two fiscal years. She noted that Council and staff work together as a team to deliver results. She requested that all directors and staff from her office attend to provide feedback and to answer any questions about Work Program items. She explained that this is a collaborative process and that the list of Work Program items established during the workshop would be brought back to the Council for approval later. City Manager Wu then turned the session over to the facilitators.

Having facilitated the February governance workshop, Dave reintroduced himself and Mary. Dave noted that this priority setting workshop builds on the February governance workshop and provides an opportunity for Councilmembers to ask staff questions. He also pointed out that developing a Work Program and priorities can be messy, and that is OK. The payoff is when the Work Program and priorities translate into results for the community. Dave then reviewed the workshop agenda, objectives, and ground rules for the evening.
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City Council Priority Setting and Work Program Workshop Workshop Report Baker Tilly
4 Establishing Priorities
Dave opened the workshop with a slide showing the City’s mission statement, which reads,
The mission of the City of Cupertino is to provide exceptional service, encourage all members of the community to take responsibility for one another, and support the values of education, innovation, and collaboration.

Dave stated that the purpose of the workshop was not to revise or change the mission statement, but he wanted to point out its useful as a reference point as Councilmembers discuss priorities. He asked the Council if it still resonates with them. All confirmed that the mission statement was still valid.

Context for Priorities
Dave provided a general overview of where management and staff spend their time when providing local government services to the community. The pyramid shown below represents the three main areas of work.

1. Foundation. The majority of staff time is spent on delivering the day-today operations. This is the foundation of providing effective government services to the community.

2. Major Projects. These are projects and initiatives that are currently underway with a commitment from Council and staff. They generally have a long-term delivery and are Work Program items that are budgeted and being worked on by staff.

3. Council Priorities. These are items within or added to the Work Program and are mostly worked on by upper management.

Dave highlighted a few takeaways, as summarized below.
• About 90% of staff time is committed to the first two layers (foundation and major projects).

Context
for
Priori�es
Council
priori�es
Major projects
and ini�a�ves that
are underway
The Founda�on:

Effec�ve day-to-day
opera�ons
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City Council Priority Setting and Work Program Workshop Workshop Report Baker Tilly
5 • When developing Council priorities, it is important to achieve a balance with the number of priorities and the number of managers on staff to work on them. Having too many priorities can limit delivery and having too many managers makes an organization top heavy.

Next, Dave presented a pie chart (shown below) that provides a perspective on how managers (department heads, mid-managers) in a local government typically allocate their time. The purpose was to illustrate that the majority of time is committed to ensuring smooth day-to-day operations and only a small portion of their time is available for new initiatives. This is not specific to the City of Cupertino and was created by Baker Tilly.

When a management position is added, it is done to ensure effective delivery of day-to-day operations or management of a program. These are often the same people who are assigned responsibility for special initiatives. Understanding their availability puts into context their larger duties and the minimal amount of time available to work on new initiatives.

Priority Setting
Dave briefly reviewed the priority setting process to prepare Council for the work to be done during the workshop as shown below.
• Review and celebrate accomplishments,
• Discuss the workplan and five overarching goals,
• Discuss priorities,
• Rank top priority item for the year,
• Build consensus on the outcome, and
• Next steps (staff to develop the Work Program and align the budget to accomplish the priorities).

Dave emphasized that having a collaborative and focused strategic plan is necessary, otherwise government, similar to private companies, may flounder.

In turn, this can lead to a frustrated community.

How
Management
Staff Allocate
Their Time
11 85%
5%
5% 5%
Management Staff’s Time
Day-to-day management of municipal services
Unforseen challenges
New ini�a�ves
Strategic improvements and training
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City Council Priority Setting and Work Program Workshop Workshop Report Baker Tilly
6 Having a condensed list of priorities will allow for successful completion and delivery in the estimated timeframe. The slide that was shared with the group is shown below.

Several projects and initiatives on the existing Work Program are expected to be completed in FY 2022-23 as shown in the slide below. While some of these items will be ongoing or require additional Work Program items, it is important to reflect and celebrate the work accomplished.

Dave noted that by having the Work Program dashboard, which is accessible online for the community, many interested parties can see the progress being made. It serves as a commitment to the Work Program and a platform for accountability on the items. The dashboard is regularly updated and can be accessed at cupertino.org/cityworkprogram
Priority
Se�ng
We can’t do
everything
But we can do
some things
very well
Successful City Governments
Respect the ongoing work of City
departments since the day-to-day
opera�ons must be well managed and take
�me
Have a collabora�ve, trus�ng rela�onship
between the City Council and staff
Set a few focused priori�es and have a
work plan to achieve those 13
Work Program Items Expected to be Completed FY 2022-23
• 5G Ordinance
• Artwork at the Library
 Exhibits, Poetry, and Art Day
• Bicycle Facili�es
• Cuper�no Store Implementa�on
• Cybersecurity Public Educa�on
• Dogs Off Leash Area
Pilot Program
• Homeless Jobs Program
• Intergenera�onal Engagement
• Lawson Middle School Bikeway
• Senior Strategy
• Shu�le Bus Pilot Program
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7 Work Program Definition
Dave noted that the staff report for the workshop (see the appendix) detailed the types of projects and initiatives that belong on the Work Program. He then briefly reviewed the elements that define it, as follow. • Establishes Council’s priorities for the next two fiscal years (FY 2023-24 and FY 2024-25).
• Provides guidance on high priority efforts that the Council would like to be undertaken.
• Establishes priorities between the Council and executive staff in a collaborative manner.
• Includes items that take significant staff effort and one or even two years to complete.
• Weights Work Program items with workload to see meaningful results over the two-year timeframe.
• Does not include elements of other programs, as noted below.

Dave indicated it is important that everyone understands the definition of what should be considered a Work Program item to ensure that expectations are clearly understood. He also stated that the Work Program items included in and approved by Council provide direction to staff and a commitment to the community to achieve results within the two-year period.

To eliminate double counting of some items on multiple lists, the following five items are not on the Work Program. It was noted, however, that staff is working on them and has committed to delivering these efforts.
• General Plan,
• Climate Action Plan,
• Housing Element,
• Parks Master Plan, and
• Bicycle Master Plan and Pedestrian Master Plan.
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8 Five Overarching Goals
In February 2020, the City Council adopted the five goals shown below.

Table 1. City of Cupertino’s Five Overarching Goals
Goal Definition
Public Engagement and
Transparency
• Creating and maintaining key conversations and interactions with the Cupertino Community.

Transportation • Providing access to an efficient, safe, multimodal transportation system for our community, and advocating for effective, equitable mass transit in the greater region.
• Improving traffic flow and alleviating congestion.

Housing • Contributing meaningfully and in a balanced manner to the housing inventory in support of our community needs, including affordable housing (from extremely low-income to moderate-income level housing) and addressing homelessness.

Sustainability and Fiscal
Strategy
• Continuing Cupertino’s commitment to building a sustainable and resilient community for future generations.

Quality of Life • Furthering the health and well-being of all Cupertino community members (air quality and noise, public safety, recreation, access to goods and services).

Dave suggested to the Council that they reaffirm the goals. He asked if they are still relevant or if adjustments were needed. Mayor Wei read aloud the goals and definitions for the group. Councilmembers made some brief comments and noted that the goals are generally fine as written. Mayor Wei acknowledged that the Council affirmed the goals and handed the meeting back to Dave.

Developing the Work Program
In preparation for the workshop, staff thoroughly reviewed the existing 45 items on the Work Program. For improved organization and reporting on projects, initiatives, and priorities, staff proposed the following refinements:
• Remove completed items and those that are scheduled to be completed this fiscal year.
• Move capital improvement plan (CIP) items to the existing CIP list. • Remove items that fall under day-to-day operations.

This resulted in 19 remaining items. Then, each Councilmember was asked to select their top five goals for the next two fiscal years (FY 2023 - 24 and FY 2024 - 25). The five items could be from the list of 19 remaining Work Program items or a new priority. This is detailed in the staff report (Appendix).

Each Councilmember was provided a sheet to list their top five and was asked to return their sheet to the City Manager’s Office in advance of the workshop.

With a few overlaps, the Councilmembers identified 22 priority items for discussion at the workshop, as shown in Table 2 below.
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9 Table 2. Projects Selected by Councilmembers
Council Goal Projects
Public Engagement and
Transparency
• City Policy Review, all policies
• Commission Governance Reform Package
Council Governance Reform Package
• Senior and Youth Engagement
• The Rise, construction related engagement with stakeholders Transportation • New Bicycle-Pedestrian Plan
• Senior Services
• Vision Zero (Selected by three Councilmembers)
Housing • Homelessness Jobs Project and Transitional Housing • Preserve Existing and Develop New Below Market Rate/Extremely Low Income (BMR/ELI) Housing
• Regional Housing Needs Allocation (RHNA) related General Plan Update and Rezoning
Sustainability and Fiscal
Strategy
• Analyze Potential Revenue Resources
• Budget Audit
• Fiscal Procedures and Policies Handbook
• Hold Study Session on City-Owned Properties (Selected by two Councilmembers) Quality of Life • Dog Off-Leash Area (DOLA) Programs
• Infrastructure Assessment
• Public Safety in Residential and Commercial Areas
• Privacy Screening and Balconies Code
• Revise and Update Heart of the City Special Area
• Student Internship Program
• Support the Unhoused
Advocating for Priorities
Dave provided a brief overview of the list and noted that this is a starting point for discussion. He then provided the following instructions to start the discussion. Each Councilmember would have five minutes, per the adopted Cupertino City Council Procedures Manual (Section 8.8.3 Council Questions and Deliberations) to describe and advocate for the five items they would like to have on the Work Program. A general outline of the items advocated for by each Councilmember is shown in Table 3 below.

Table 3. Councilmember Priority Discussion
Councilmember Items Advocated For
Mayor Wei • Create a strategy to analyze revenue; find new revenue • Develop a policy and procedures handbook, as mentioned in Grand Jury Report* • Develop and improve bike safety and bike path
• Prepare for AB 2011, affordable housing on commercially zoned property • Continuing to address homelessness
Vice Mayor Mohan • Continue to develop Vision Zero, return to the original “Es” (engagement, equity, engineering, encouragement, education, enforcement, and evaluation) • Track progress on fiscal policies and procedures handbook developed by Moss Adams and identified by Grand Jury
• Make enhancements to the student intern program
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10 Councilmember Items Advocated For
• Increase awareness of senior services, senior housing needs, and intergenerational relationships
• Reduce barriers for The Rise project
Councilmember
Chao
• Continue to define process for dogs off leash areas (DOLA) • Preserve market rate housing
• Enhance public safety
• Finalize and implement Vision Zero
• Focus on senior and youth engagement
Councilmember
Fruen
• Develop a government reform package (was noted in response to Grand Jury) • Convert DOLA from pilot program to a resident/community application process • Merge bike program with Vision Zero
• Redesign our vision for the City in response to AB 2011 • Review and update privacy screening
Councilmember
Moore
• Review all City policies for updates
• Conduct an infrastructure assessment
• Update privacy screening
• Update tree lists
• Move DOLA to CIP, asked if DOLA still fits in as a Work Program item *Santa Clara County Civil Grand Jury, A House Divided: Cupertino City Council and City Staff, December 2022.

City Manager Wu addressed Councilmember Moore’s question about DOLA remaining on the Work Program by stating that more direction is needed from Council and funding needs to be established before it becomes a day-to-day process.

Dave then asked the City Manager and staff if the list and items mentioned by the Councilmembers is a workable list. He also asked whether the list was balanced or concentrated in one or more departments and whether there were any concerns with expectations or delivery.

City Manager Wu provided the following observations:
• Two-Year Process. The Work Program is viewed as a two-year cycle for budget planning and to allow time to complete and delivery the items. It is reviewed with Council each year to add or drop items; however, the full process as being done at the workshop occurs every two years. • Workload.
o Many departments are still suffering from vacancies and staffing turnovers.
o The Housing Element is the top priority for the Community Development Department. Once it is finished, the department can pick up additional projects.
o The Administrative Services Department, which oversees finance and personnel, is overwhelmed with budget preparation and recruitments.
o Some items may require more staff time than is currently available.
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11 • Clarification and Expectations.
o Staff desires clarity on items for them to effectively commit and deliver what is expected.
o Some items on the list are already being worked on by staff. o Moss Adams is working on the internal audit.
o Senior services and youth engagement may need to be two items.

City Manager Wu then invited the department heads to provide feedback or to obtain additional information on the items as noted below. • Parks and Recreation Director Sanders
o A senior survey is going live March through April. Results should be ready to share in June. The department is currently
performing what was identified in the current Work Program. o The department has started offering generational programs. o DOLA Phase II trials are continuing and the department is seeing a greater response and working through the process.
• Administrative Services Director Alfaro
o Internal policies are being created, with anticipated completion by the end of June. Then, training will be conducted on the policies.
o The current student internship program covers high school students. Is the current request for expanding it to colleges? o Reviewing policies with Moss Adams.
o Working through the items from the audit report.
• Public Works Director Mosley
o Working on Vision Zero. The department is committed to finishing it this calendar year.
o Supporting and reviewing alternative transportation for seniors, the current shuttle offers senior rates and provides
transportation to Kaiser. The department is working with the hospital to set up services there.
o Current bike plan has several projects in the works. It can remain on the Work Program, but staff will not have capacity until FY 2024-25.
o Need clarification on what infrastructure assessment Council is looking for.
• Community Development Director Fu
o Ongoing relationships and conversations with other cities to address affordable housing needs.
o Making progress on the RENA update and hope to have it finished in January 2024.
o Need clarification on the homeless jobs and training and transitional item.
o Need to review and prepare to address the AB 2011 impacts to the community.
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12 Chief Technology Officer Mitchell
o Met with Sheriff’s Department to secure license plate recognition cameras and reviewing where to locate them. Have budgeted for 20 cameras that should be in the field and operational this summer.
o Ready to launch the revised internship program.

Dave summarized staff’s comments noting that some items previously mentioned by the Council are already being worked on. With that in mind, Council may want to vote on other items.

Rank Voting
Dave turned the Council’s attention to the remaining 22 items and asked Council if anything was missing. The Councilmembers spoke about several items and the following five were added to the list:
• Make I-280 a scenic highway.
• Create a real estate policy for City-owned parcels and property. • Defer retention flow to refill Blackberry Farms pond. • Conduct a recycled water feasibility study.
• Update the tree lists to include California friendly and drought tolerant species and list for development on private property.

Dave then reviewed the process for each Councilmember to vote for their top ten items and, if they wanted to vote on one of the new items, to write it on the sheet. Each Councilmember marked an “x” next to the ten items they wanted on the Work Program.

The group took a 30-minute break to have dinner while staff tallied the Council’s selections.

The Results
The meeting reconvened at 7:00 p.m. and the results of the rank voting were distributed and are reflected in Table 4 below.

Table 4. Rank Voting Results
Project Title Goal Votes
Vision Zero Transportation 5
Tree List Sustainability and Fiscal Strategy 4
Public Safety in both residential/commercial areas Quality of Life 3 Senior Services and Youth Engagement Public Engagement and Transparency 3 Dogs off-Leash Area (DOLA) Programs Quality of Life 3
Recycled Water Feasibility Study Sustainability and Fiscal Strategy 3 Preserve existing and develop new BMR/ELI housing Housing 2 Study Session on City-Owned Properties Sustainability and Fiscal Strategy 2 RHNA related General Plan Updates and Rezoning Housing 2 The Rise: construction stakeholder engagement Public Engagement and Transparency 2 Revise and update Heart of the City Special Area Quality of Life 2 Council Governance Reform Package Public Engagement and Transparency 2 30 CC 03-21-2023
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13 Project Title Goal Votes
Commission Governance Reform Package Public Engagement and Transparency 2 Whole City Policy Review Public Engagement and Transparency 2 Homelessness Jobs Project and Transitional Housing Housing 2 Privacy Screening and Balconies Code Quality of Life 2
Pond repurposing at Blackberry Farm Quality of Life 2
Analyze Potential Revenue Resources Sustainability and Fiscal Strategy 1 Support the Unhoused Housing 1
Fiscal Procedures and Policies Handbook Sustainability and Fiscal Strategy 1 New Bicycle-Pedestrian Plan Transportation 1
Budget Audit Sustainability and Fiscal Strategy 1
Real Estate Purchasing Policy Sustainability and Fiscal Strategy 1 280 Scenic Highway Quality of Life 1
Student Internship Program Public Engagement and Transparency 0 Infrastructure Assessment Quality of Life 0
City Manager Wu briefly reviewed the results of the 26 items and recommended grouping the list into the following three categories:
• Top priority – items receiving three or more votes
• Medium priority – items receiving two votes
• Low priority – items receiving one vote
She noted that two items on the list had zero votes and sought direction from the Council if they should remain on the Work Program or be dropped. She also stated that staff would need to have a description of the items added during the workshop that made the list.

A conversation ensued about the tree list, which received four votes (making it a top priority). Assistant City Manager Morley offered to define the Work Program as updating the street tree lists and trees for development projects and return to Council with details for an urban forest project that would include the resources needed and a cost estimate.

City Manager Wu asked for clarification on the public safety item, which was on the previous Work Program and ranked as a top priority with three votes for the new Work Program. Chief Technology Officer Mitchell noted that the license plate readers will be deployed in the summer and the neighborhood watch program will also be deployed. He then confirmed that he would explore and review best practices of neighboring jurisdictions and return to Council for consideration.

City Manager Wu then asked to delay the privacy screening item until the Community Development Department finishes the Housing Element.

Councilmembers Moore and Fruen noted that with the ongoing development projects, privacy screening is becoming a problem and should be addressed sooner. City Manager Wu responded that staff will try to address next year.

The Council then discussed the two items that did not receive any votes and by a straw vote, decided to remove them from the Work Program. 31 CC 03-21-2023
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14 Staying on Track
Dave then returned to the presentation and reviewed best practices for staying on track with the priorities. Staff will return to Council to approve the Work Program on March 21. Once approved, staff is committed to deliver the items on the Work Program.

To stay on track, there should be regular progress reporting and new items should be put on hold until the next goal setting cycle or mid-cycle in the twoyear budget process. Dave reviewed the slide below for when the Work Program may need to be adjusted.

City Manager Wu thanked the Council for selecting the Work Program items and noted that staff takes these items seriously with a commitment to deliver within two years. Staff will continue to keep the dashboard updated for the Council and community to review the progress being made.

Wrap-up and Next Steps
To conclude the workshop, Dave explained that Baker Tilly would prepare this summary report. Next steps include the City Manager returning to Council for adoption of the Work
Program. Then, the City Manager and staff will operationalize the priorities.

Best
Prac�ce
Criteria for
Adding
Ini�a�ves
and Projects
Mid-Cycle
25 Emergency
(natural disaster,
pandemic, civil
unrest)
New outside
funding
opportunity that is
�me sensi�ve
New mul�-agency
opportunitythat
cannot
be delayed
Community safety
issue that must be
addressed in near
term
Changes in
laws or
mandates
Otherwise wait
until next prioritysetting process
• What comes offthe plate if something goes on?
• What are theconsequencesof shi�ing direc�on mid-cycle? 32 CC 03-21-2023
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15 Appendix: Workshop Staff Report
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CITY COUNCIL STAFF REPORT
Meeting: March 1, 2023
Subject
Review Council Goals and priorities for the next two fiscal years (Fiscal Years 2023-2025) Recommended Action
Consider Re-Affirming Council Goals and set new priorities for the next two fiscal years (Fiscal Years 2023-2025)
Background
The Council maintains a City Work Program as a two-year effort, revisiting on an annual basis to adjust and redirect efforts. This work program provides guidance on high priority efforts that the Council would like undertaken. Typically Work Program items take significant staff effort and one or even two years to complete. Normal daily operations encompass approximately 90 percent of city staff time, with variations from department to department depending on many influencing factors. By establishing the Work Program in a collaborative manner, weighing workloads and Work Program items, staff is better able to communicate where there is capacity and the Council is better able to see meaningful results over the two-year timeframe.

Established Council Priorities
In February 2020, the City Council adopted a number of goals to provide a framework for City priorities and to guide annual development of the Work Program. The priorities include:
 Public Engagement and Transparency
o Creating and maintaining key conversations and interactions with the Cupertino Community.
 Transportation
o Providing access to an efficient, safe multi-modal transportation system for our community, and advocating for effective, equitable mass transit in the greater region.
 Improving Traffic Flow and Alleviating Congestion
 Housing
o Contributing meaningfully and in a balanced manner to the housing inventory in support of our community needs, including affordable housing 34 CC 03-21-2023
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(from extremely low-income to moderate-income level housing) and addressing homelessness.
 Sustainability & Fiscal Strategy
o Continuing Cupertino’s commitment to building a sustainable and resilient community for future generations.
 Quality of Life
o Furthering the health and well-being of all Cupertino community members.  Air Quality and Noise
 Public Safety
 Recreation
 Access to Goods and Services
The five priorities in this list help to focus the Work Program items and ensure that the work efforts remain aligned with expressed priorities. As part of the Work Program exercise, it is a good idea to re-affirm that these five priorities remain relevant.

Defining a Work Program Item
Staff recommends the following guidance for Work Program items:
 Timelines are finite in nature, with an expectation of completion within the next two fiscal years.
 The items are unique to the Work Program and not duplicated in other funded efforts. For example, Capital Improvement Program (CIP) Projects should be tracked in that program. Similarly, the Housing Element is a major project with a finite term, but because the Housing Element update is required by state law, it should fall into the regular budgeted workload and not be captured as a Work Program item.
 The Work Program is not an all-inclusive wish list, but rather a concise list that has undergone significant prioritization efforts by the Council.  The Work Program should not include elements of other programs, such as the General Plan, Housing Element, Climate Action Plan, etc. as advancing each of these is a part of daily operations.

Staff Capacity to Deliver Work Program Items
As noted above, staff allocates a significant amount of resources to delivering daily services. Descriptions of this workload can be found in the City’s Operating Budget. It is important to note that the operating capacity for departments does include room to advance episodic administrative priorities that may on occasion raise to the level of Council attention. These efforts are guided by the department directors and the City Manager to ensure high performance in the delivery of service to the public and are part of the administrative duties assigned to the City Manager.

The need to deliver on daily services leaves a finite capacity for additional projects. And in some departments, like Community Development, where the Housing Element is a significant body of work on its own, there may be no capacity for additional work items. 35 CC 03-21-2023
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Given the large number of outstanding efforts already in play, staff recommends minimizing the addition of Work Program items. The process outlined below supports a movement in that direction. Staff looks forward to developing the Work Program in an interactive partnership with the Council based on the structure outlined in this report.

Current Work Program
Recently the Council received information on the current Work Program status. That information can be found on the dashboard at cupertino.org/cityworkprogram. A list of Work Program items can be found as Attachment A. The current program consists of 38 items. Eleven items on the work program are complete or scheduled for completion this fiscal year (Attachment B).

In order to adapt to a changing focus, staff recommends a series of refinements to the current Work Program.
 Exclude six CIP projects from the Work Program. This will save redundant tracking efforts yet still provides Council ongoing information through the CIP dashboard.
 Shift the work program item Support for the Unhoused to the annual operating budget discussion for program definition and funding needs as a needed ongoing effort.
 Remove three items (Quarries, Student Internship Program, and Hybrid Meetings) from the work program as they are either operational or obsolete.

Each of the refinements above are further addressed in Attachment C.

The current Work Program of 38 items becomes a refined program of 19 items (Attachment D) when accounting for the modifications noted above and capturing the projects forecast for completion by the end of this fiscal year.

Drift to Operational
Over the years, some City Work Program items have become ongoing operational projects for staff. These items increase staff workload and require ongoing funding in order to continue the project. The following are examples of current or past Work Program items that have become operational.
 Homeless Jobs Program
 Housing Program for De Anza College Students
 DOLA
 All Inclusive Playground
 Use of Athletic Fields in Parks
Staff does their best to absorb increased workload with existing resources, however, over time operating budget adjustments may become necessary. 36 CC 03-21-2023
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Stepping Through This Year’s Process
Staff has a specific structure in mind for the Study Session on March 1. The conversation would begin with re-affirmation of the priorities through a facilitated discussion.

Council should review the priorities and be prepared to discuss any interest they have in making adjustments.

As a second step, staff recommends a fresh look at the Work Program, rebuilding the list from scratch. To achieve this, each Councilmember should provide a selection of five of their priority items for consideration and submittal to staff via email using the form provided as Attachment F. Staff will consolidate the selections and provide the list as an addendum to the agenda item and this report prior to the Study Session, providing time for each Councilmember to review and prioritize. At the Study Session, a facilitator from Baker Tilley will lead us through a consensus building prioritization process based on these identified priorities. Please return the form (Attachment F) to Debra Nascimento by 5:00 pm on February 22.

As individual Councilmembers contemplate their five Work Program items, each could include items that remain on the current Work Program or select items that have not yet been considered. Staff is aware of several additional Work Program items that may be candidates for inclusion, including:
 Urban Forest – Public Works
 Recycled Water Feasibility Study – Public Works
 Update to Sister City and Friendship City Policy – City Manager’s Office  Public Art – Role of Fine Art Commission, and establish policies and procedures.  Naming of Public Facilities Policy
Staff from each department will be present at the Study Session to answer high level questions and provide insight into workload capacity. By making this an iterative process with both Council and staff input, we hope to establish a Work Program that can see meaningful progress over time. Ultimately, the consensus Work Program will be placed on a future Council Agenda for adoption and will inform any operating budget requests necessary to deliver on the program, setting up that conversation through the annual budget process.

Public Outreach
The City Council Retreat and subsequent Council meeting, as well as ongoing input the Council receives from the public, are the source of engagement for this year’s Work Program. In past years staff and Commissions have recommended items for consideration. Due to the designed two-year cycle for the work program and the significant size of the current list and the desire to make meaningful progress on the included items without adding to the backlog, these steps were foregone this year. 37 CC 03-21-2023
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Attachments:

A. FY 2022-23 City Work Program
B. FY 2022-23 City Work Program Items Completion List
C. Removed Work Program Items – Proposed
D. Refined Work Program Items
E. Select Notable Large Projects – Staff Level
F. Form - Councilmember Top 5 Work Program Items
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Attachment A
Priority
# Project/Task Project Objective Project Size
Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
1 Consider options to develop ELI and
BMR housing units for
Developmentally Disabled
individuals on City-owned property
along Mary Avenue as well as the
County-owned Outback Steakhouse
location
-Consider strategies to preserve
existing BMR units
Amended at April 21 Council
Meeting
Current City Work Program Item
Proposed to continue by Housing
Commission
Identify ways to build ELI and BMR units for
developmentally disabled. Investigate additional sites
for BMR or ELI housing.

Large 250,000 250,000 Planning
Commission
Housing
Commission
Community
Development
Housing 5. Ensure a
Balanced
Community

8. Embrace
Diversity
1 Lawrence Mitty Park Implementation
Plan
Current City Work Program Item
(Also Part of CIP)
Development project for Lawrence Mitty will be
included in the CIP. Programming, Outreach, & Design
with outreach expected to start by Q3 FY 21-22.

Medium 5,430,000 5,430,000 Parks and
Recreation
Commission
Public Works/
Parks and
Recreation
Quality of Life 1. Develop
Cohesive
Neighborhoods

7. Ensure
Attractive
Community
Design
1 Memorial Park Improvements
Current City Work Program Item
Proposed to continue by Parks and
Recreation Commission
(Also Part of CIP)
Implement projects for Memorial Park improvements
including:

1. Memorial Park - Pond Repurposing

2. Memorial Park - Amphitheater Improvements

3. Memorial Park - Specific Plan Design
Large 4,650,000 4,650,000 Parks &
Recreation
Commission
Public Works/
Parks and
Recreation
Quality of Life 1. Develop
Cohesive
Neighborhoods

7. Ensure
Attractive
Community
Design
4 Homeless Jobs Program
Current City Work Program Item
Proposed to continue by Housing
Commission
Create a jobs program for up to 2 individuals for 6
months.

Medium 200,000 200,000 Housing
Comission
Community
Development
Housing 5. Ensure a
Balanced
Community

8. Embrace
Diversity
Adopted FY 2022-2023 City Work Program
A-1
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Attachment A
Priority
# Project/Task Project Objective Project Size
Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
Adopted FY 2022-2023 City Work Program
4 10455 Torre Avenue Improvements
Programming & Feasibility
Current City Work Program Item
(Also Part of CIP)
Program, plan, and build facility improvements,
including seismic, utility and ADA upgrades, for the longterm use of this facility. The scope of work will include public outreach, programming, planning, design, and
construction.

Large 3,000,000 3,000,000 Public Works Sustainability
and Fiscal
Strategy

2. Improve Public
Health and Safety
6 Dogs Off Leash Area (DOLA)
Current City Work Program Item
Proposed to continue by Parks and
Recreation Commission
Standardize the process to create DOLA trial programs,
with no more than two trials running at a time. Respond and evaluate community-driven DOLA proposals to
implement additional DOLAs throughout the City. Two
new trials should start as soon as feasible, and the new trial should last about 6 months unless the trial is
adjacent to an athletic field or playground or there are other unexpected considerations.

Large 5,000 5,000 Parks and
Recreation
Commission
Parks and
Recreation
Quality of Life 5. Ensure a
Balanced
Community
6 Seismic Retrofits and Upgrades to
Existing City Hall (formerly
"Investigate Alternatives to City Hall")
Current City Work Program Item
(Also Part of CIP)
Examine seismic retrofits, upgrades, and remodels to
existing City Hall. Remove allocations from budget to a new City Hall.

Large 500,000 500,000 Public Works Sustainability
and Fiscal
Strategy

2. Improve Public
Health and Safety
6 Study Session on City-Owned
Properties
Added at April 5 Council Meeting
Inventory and assess existing facilities and prepare a
long-range planning report for three City-owned
properties (Blesch, Byrne, and Stocklemeir)
Medium 90,000
($25k for feasibility
study and $65k for
long range plan.)
90,000
($25k for feasibility
study and $65k for
long range plan.)
Planning
Commission
Public Works
CMO
Sustainability
and Fiscal
Strategy

7. Ensure
Attractive
Community
Design
A-2
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Attachment A
Priority
# Project/Task Project Objective Project Size
Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
Adopted FY 2022-2023 City Work Program
6 Support for the Unhoused
Amended at April 21 Council
Meeting
Councilmember Proposal
Formulate a City plan to leverage County resources and
advocate for funding to address the issue of the
unhoused and how to provide services in as effective a
manner as possible with the resources available. A
specific plan would be generated which includes
consideration and recommendations for:
- Work with the County and relevant agencies to
promote facility development with supportive services.

With non-profit organization partnership, assist the
County to identify space and a plan for supportive
space with an ultimate aim to provide a pathway to
permanent sustained housing would be made.
- Funding strategy. This would require significant
resources, but the social costs of not addressing this
growing issue are more significant. With grant money
and possible private partnerships available, the
deliverable here would be to provide the City, in
partnership with the County, with actionable
recommendations for securing financial support for this program.
- Make significant attempt to align with the SCC
roadmap
Large 300,000 300,000 Housing
Commission
Community
Development
Housing 5. Ensure a
Balanced
Community

8. Embrace
Diversity
6 Vision Zero
Current City Work Program Item
Proposed to continue by Bike Ped
Commission
Develop a Vision Zero Policy and Action Plan and hire a consultant. The Plan will guide policies and programs
with the goal of eliminating fatalities on Cupertino
roadways. Special emphasis will be placed on routes
to, and streets surrounding, Cupertino schools.

Medium 80,000
(Evaluation of the
City's needs over
the course of the
year have revealed
that a budget
allocation will be
necessary to hire a
consultant to assist
with completing the
rollout of the Vision
Zero program.)
80,000
(Evaluation of the
City's needs over the
course of the year
have revealed that
a budget allocation
will be necessary to
hire a consultant to
assist with
completing the
rollout of the Vision
Zero program.)
Bicycle
Pedestrian
Commission
Public Works Transportation 3. Improve
Connectivity

4. Enhance
Mobility
A-3
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Attachment A
Priority
# Project/Task Project Objective Project Size
Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
Adopted FY 2022-2023 City Work Program
11 RHNA related General Plan updates
and rezoning (Housing Element)
Amended at April 21 Council
Meeting
Review preliminary RHNA numbers. Look at strategies for RHNA compliance including evaluating sites for
potential upzoning, and jobs-housing ratio and statistics.

Identify Priority Housing sites, update Housing Element and complete rezoning by September 2023.

Consider Heart of the City Items from 2019-20 Work
Program as appropriate:

Amend the Heart of the City Specific Plan:
1) For clarifications to the minimum street side setback requirements
2) To review street tree requirements to allow larger
trees, increase diversity of tree type and encourage
drought-tolerant and native tree types
3) Update sections such as transit corridors in the City 4) Maintain existing setbacks and consider minimum
retail percentage to maintain a commercial strip
Large 1,070,000 1,070,000 Planning
Commission
Community
Development
Housing 5. Ensure a
Balanced
Community

8. Embrace
Diversity
11 Student Internship Program
Councilmember Proposal
Implement a trial student summer internship program
with the City of Cupertino. Initial year will be on a limited basis. If approved, applications will be sought for one-, two- or three-week internships during the summer, with
applications to be released in mid-July. Internships will be project-focused, with participating City departments asked to identify a specific project or projects that a student intern can undertake. The internships will have a common start date, and include an orientation, group
activities and exit interviews.

Alternatively, if the time and resources do not permit the City to run a trial program in the upcoming summer of
the fiscal year (i.e., Summer 2022), Council may form a subcommittee to share practices for student internships, and to bring a report back to Council at the end of
Summer 2022 with recommendations as part of the
initiation of a student internship program in Summer
2023.

Medium 15,000 15,000 Teen
Commission
Administrative
Services
Public
Engagement
and
Transparency

9. Support
Education
13 5G Ordinance
Planning Commission Proposal
Adopt regulations based on aesthetics. Medium 0 0 Public Works Quality of Life 7. Ensure Attractive
Community
Design
A-4
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Attachment A
Priority
# Project/Task Project Objective Project Size
Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
Adopted FY 2022-2023 City Work Program
14 Cupertino Store Implementation
Amended at April 21 Council
Meeting
Implement the Cupertino Store plan. This would include
identifying a location if one is not identified in fiscal year 2021-2022. With some help from the Fine Arts
Commission for some of the items with art designed by
community members, items would be designed and
selected for the store, for sale to the public, and also available for exchange purposes for formal delegations
to and from the City, with an at-cost charge structure for the latter purposes. For the 2022-2023 FY, the Cupertino store will be online only. Staff will present a plan to the Council on item selection and art design selection.

Large 150,000
(Cost is estimated at
approximately
$120,000 for design,
operation,
maintenance of the
online Cupertino
Store. This could
vary depending on
whether the website
is operated and
maintained inhouse, or via a thrirdparty vendor.

Merchandize cost is
estimated at an
additonal $30,000.)
150,000
(Cost is estimated at
approximately
$120,000 for design,
operation,
maintenance of the
online Cupertino
Store. This could
vary depending on
whether the website
is operated and
maintained inhouse, or via a thrirdparty vendor.

Merchandize cost is
estimated at an
additonal $30,000.)
Fine Arts
Commission
City Manager's
Office
Public
Engagement
and
Transparency

6. Support Vibrant
and Mixed-Use
Businesses
14 Review and Update General Plan
(GP) and Municipal Code
Current City Work Program Item
Also proposed to continue by
Planning Commission

1. Amend General Plan & Municipal Code & zoning
code to provide objective standards as identified in
2019/2020 evaluation.

2. Re-evaluate the Heart of the City Specific Plan for
sections of the plan that could be clarified and
updated easily with objective standards.

Large 500,000 500,000 Planning
Commission
Community
Development
Quality of Life 1. Develop
Cohesive
Neighborhoods

3. Ensure a
Balanced
Community

7. Ensure
Attractive
Community
Design
14 Senior Strategy
Current City Work Program Item
Address the needs of seniors in collaboration with the
City Council and Commissions. Needs to address
include technology resources, housing, food supply,
transportation, and mental and physical health and
wellbeing. Administer a second in-depth senior survey to learn about senior needs (including aging in place and
elder financial abuse).

Medium 69,000 69,000 Parks and
Recreation
Commission
Parks and
Recreation
Public
Engagement
and
Transparency

8. Embrace
Diversity
A-5
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Attachment A
Priority
# Project/Task Project Objective Project Size
Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
Adopted FY 2022-2023 City Work Program
17 Integrated Plan for Community
Engagement
Councilmember Proposal
Create Integrated Plan and Database for Community
Engagement so that we do no start from scratch with
each project. The plan should include all possible
outreach channels, traditional media, newspaper,
including Chinese and other languages, City Channel,
the Scene, social media and influencers. community
leaders, community groups, HOAs, block leader
programs, Chamber and other business groups etc.

Explore the possibility for Library and Community
Engagement Commission so that the Library
Commission could help review and update this plan as
needed.

Extra-Large 30,000
(Additional budget
may be required to
implement the plan
once it is
completed as it
may require
additional printing,
mailing, translation,
etc.)
30,000
(Additional budget
may be required to
implement the plan
once it is completed
as it may require
additional printing,
mailing, translation,
etc.)
City Manager's
Office
Public
Engagement
and
Transparency

12. Ensure a
Responsive
Govenment
18 Lehigh and Stevens Creek Quarry
Current City Work Program Item
Monitor and report on Lehigh and Stevens Creek
Quarries. Utilize IOT sensors to measure noise,
particulate, and pollution levels at Lehigh and Stevens Creek Quarry.

Medium 478,050
(Includes
$62,500 for
noise and pollution
monitoring
and $415,550
for legal fees)
478,050
(Includes $62,500 for
noise and pollution
monitoring and
$415,550 for legal
fees)
TICC Public Works/
Innovation
Technology
Quality of Life 10. Preserve the
Environment
19 Bicycle Facilities
Bike Ped Commission Proposal
Increase the inventory of bicycle facilities and
amenities, such as bike racks, citywide.

Medium 50,000 50,000 Bicycle
Pedestrian
Commission
Public Works Transportation 4. Enhance
Mobility
19 Municipal Water System
Current City Work Program Item
To analyze and recommend options for the continued
operation of the system currently and at the end of
lease with San Jose Water Company in September 2024.

Medium 150,000 150,000 Public Works Sustainability
and Fiscal
Strategy

11. Ensure Fiscal
Seld Reliance
21 Development Accountability
Current City Work Program Item
Proposed to continue by Planning
Commission
Analyze methods to limit the implementation timeline for entitled/future projects and encourage development.

Monitor implementation of development agreements
and conditions of approval. Review and establish
accountability in the project approval process.

Medium 10,000 10,000 Planning
Commission
Community
Development
Quality of Life 5. Ensure a
Balanced
Community

6. Support Vibrant
and Mixed-Use
Businesses
21 Electrification Study
Staff Proposal
Sustainability Commission Proposal
Conduct public outreach, policy research, and
coordinate with regional efforts to develop policy
options for electrification of Cupertino's buildings and transportation systems.

Medium 50,000 50,000 Sustainability
Commission
City Manager's
Office
Sustainability
and Fiscal
Strategic

10. Preserve the
Environment
A-6
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Attachment A
Priority
# Project/Task Project Objective Project Size
Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
Adopted FY 2022-2023 City Work Program
21 Residential and Mixed-Use
Residential Design Standards
Current City Work Program Item
Proposed to continue by Planning
Commission
Create objective design standards for residential and
mixed-use residential projects, including ensuring
adequate buffers from neighboring low-density
residential development.

Medium 240,000 240,000 Planning
Commission
Community
Development
Quality of Life 1. Develop
Cohesive
Neighborhoods

6. Support Vibrant
and Mixed-Use
Businesses

7. Ensure
Attractive
21 Blackberry Farm Golf Course Needs
Assessment
Current City Work Program Item
(Also Part of CIP)
Determine short-term and long-term improvements to
the golf course and amenities.

Medium 100,000
(Additional funding
required for public
outreach
measures.)
100,000
(Additional funding
required for public
outreach measures.)
Parks &
Recreation
Commission
Public Works/
Parks and
Recreation
Quality of Life 5. Ensure a
Balanced
Community
25 Community Engagement on
Alternative Transportation and
Parking
Library Commission Proposal
Educate and encourage resident use of alternative
transportation to the Library. Install signage to point to overflow parking at Eaton Elementary school.

Medium 12,000 12,000 Library
Commission
City Manager's
Office
Parks and
Recreation
Public
Engagement
and
Transparency/
Transportation

4. Enhance
Mobility
25 Visitor Center
Councilmember Proposal
Develop an online visitor center/guide so that visitors to Cupertino know where to go. Ideally a (digital) map to
identify locations to visit or for photo ops to post on social media.

Medium 0
(40,000 for an online
visitor center on
hold until staffing
resources are
allocated)
0 (40,000 for an online
visitor center on
hold until staffing
resources are
allocated)
Economic
Development
Committee
City Manager's
Office
Public
Engagement
and
Transparency

6. Support Vibrant
and Mixed-Use
Businesses
27 Analyze Potential Revenue Measures
Staff Proposal
Analyze potential revenue measures, such as transient
occupancy tax, sales tax, property tax, and utility users tax, to address possible future financing challenges.

Medium 50,000 50,000 Administrative
Services
Sustainability
and Fiscal
Strategy

11. Ensure Fiscal
Self Reliance
27 Artwork at the Library/Exhibits/Poetry
and Art Day
Library Commission Proposal
Collaborate with groups such as the Fine Arts
Commission and Cupertino Poet Laureate to display
artwork, including exhibits, at the Library.

Exhibits could potentially be around the library and in the new programming space. Examples could be
potential galleries, a poetry/art show, cultural
documents and artifacts, or other fascinating exhibits.

Small 10,000 10,000 Library
Commission
Parks and
Recreation
Quality of Life 9. Support
Education
A-7
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Attachment A
Priority
# Project/Task Project Objective Project Size
Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
Adopted FY 2022-2023 City Work Program
27 Hybrid Meeting for City Council and
Commission Meetings
Councilmember Proposal
Develop policy and infrastrcture to allow hybrid
meetings for both City Council, Commission meetings
and future community workshops. This allows seniors,
caretakers, parents with young children to participate
and speak.

Small 15,000 15,000 Innovation
Technology
Public
Engagement
and
Transparency

12. Ensure a
Responsive
Govenment
27 Lawson Middle School Bikeway
Staff Proposal
Retain consultant to prepare feasibility study which will evaluate alternatives that provide a separated bike
path for students riding to Lawson Middle School.

Feasibility cost will be $40,000.

Medium 40,000 40,000 Bicycle
Pedestrian
Commission
Public Works Transportation 3. Improve
Connectivity

4. Enhance
Mobility
31 Cybersecurity Public Education
Technology Information and
Communications Commission
Proposal
Provide education on cybersecurity to City residents,
guests and businesses.

Small 7,500 7,500 TICC Innovcation
Technology
Public
Engagement
and
Transparency
31 Housing Programs for De Anza
College Students
Previous City Work Program Item
Housing Commission Proposal
Continue participation in De Anza College’s student
housing assistance program.

Medium 25,000 25,000 Housing
Commission
Community
Development
Housing 5. Ensure a
Balanced
Community

8. Embrace
Diversity

9. Support
Education
31 Safe Gun Storage Ordinance
Staff Proposal
Public Safety Commission Proposal
Research best practices for safe gun storage from
neighboring jurisdictions. Adopt safe gun storage
ordinance to increase public safety for residents.

Large 12,000 12,000 Public Safety
Commission
City Manager's
Office
Quality of Life 2. Improve Public
Health and Safety
31 Shuttle Bus Pilot Program
Implementation
Current City Work Program Item
Community shuttle bus 18-month pilot program to
increase connectivity throughout the City, nearby
medical locations, and Caltrain in Sunnyvale. Explore
complimentary opportunities to expand into other cities.

Large 1,750,000 1,750,000 Public Works Transportation 4. Enhance Mobility
35 Intergenerational Engagement
Councilmember Proposal
Many seniors have a wealth of lifelong experiences.

Many teens do not have grandparents nearby. Activities
cross generations could benefit both. Schools could
engage seniors in the community to attend school open
house or serve as volunteers, such as reading partners.

Large 20,000 20,000 Teen
Commission
Parks and
Recreation
Public
Engagement
and
Transparency

8. Embrace
Diversity
A-8
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Attachment A
Priority
# Project/Task Project Objective Project Size
Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
Adopted FY 2022-2023 City Work Program
35 License Plate Readers
Public Safety Commission Proposal
Technology Information and
Communications Commission
Proposal

1. Research Automated License Plate Reader (ALPR)
systems

2. Research state laws, privacy concerns, and
regulations related to ALPR

3. Compare fixed location, mobile (in-car), and
portable (trailer ALPRs)

4. Identify outreach and engagement strategies used by
other jurisdictions using ALPR

5. Assess locations for fixed ALPR in Cupertino

6. Estimate ALPR costs for installation, monitoring, and maintenance
(Consider: Cameras, LPR, Safe-Exchange Zone, Pilot
cameras in a residential areas, and commercial
developments
Research best practices from other similar jurisdictions)

7. In partnership with the County Sheriff, install ALPR devices for the automated detection of license plates.

This data will only be for official law enforcement
purposes, including identifying stolen or wanted
vehicles, stolen license plates and missing persons. It may also be used to gather information related to
active warrants, homeland security, electronic
surveillance, suspect interdiction, and stolen property recovery.

Large 60,000 initial and
50,000 annually
(Estimated 20
cameras at $2,500
based on City of
Saratoga and City
of Los Altos Hills
contracts with
approximately
$10,000 installation
costs)
60,000 initial and
50,000 annually
(Estimated 20
cameras at $2,500
based on City of
Saratoga and City
of Los Altos Hills
contracts with
approximately
$10,000 installation
costs)
Public Safety
Commission/
TICC
City Manager's
Office/
Innovation
Technology
Quality of Life 2. Improve Public
Health and Safety
35 Sign Ordinance Update
Current City Work Program Item
Proposed to continue by Planning
Commission
Update existing provisions, particularly in the temporary sign regulations.

Small 25,000 25,000 Planning
Commission
City Attorney
Office /
Community
Development
Quality of Life
35 Youth Who Work
Councilmember Proposal
Encourage more youth and young adults in schools to
work and also help small businesses to reduce the
burden caused higher minimum wages. For example,
the City could provide $2/hour to compensate local
small businesses.

Large 0
($70,000 on hold
until staffing
resources are
allocated)
0 ($70,000 on hold
until staffing
resources are
allocated)
Economic
Development
Committee
City Manager's
Office
Quality of Life 6. Support Vibrant
and Mixed-Use
Businesses
A-9
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Priority
# Project/Task Project Objective Project Size
Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
4 Homeless Jobs Program
Current City Work Program Item
Proposed to continue by Housing
Commission
Create a jobs program for up to 2 individuals for 6
months.

Medium 200,000 200,000 Housing
Comission
Community
Development
Housing 5. Ensure a
Balanced
Community

8. Embrace
Diversity
6 Dogs Off Leash Area (DOLA)
Current City Work Program Item
Proposed to continue by Parks and
Recreation Commission
Standardize the process to create DOLA trial programs,
with no more than two trials running at a time. Respond and evaluate community-driven DOLA proposals to
implement additional DOLAs throughout the City. Two
new trials should start as soon as feasible, and the new trial should last about 6 months unless the trial is
adjacent to an athletic field or playground or there are other unexpected considerations.

Large 5,000 5,000 Parks and
Recreation
Commission
Parks and
Recreation
Quality of Life 5. Ensure a
Balanced
Community
13 5G Ordinance
Planning Commission Proposal
Adopt regulations based on aesthetics. Medium 0 0 Public Works Quality of Life 7. Ensure Attractive
Community
Design
14 Cupertino Store Implementation
Amended at April 21 Council
Meeting
Implement the Cupertino Store plan. This would include
identifying a location if one is not identified in fiscal year 2021-2022. With some help from the Fine Arts
Commission for some of the items with art designed by
community members, items would be designed and
selected for the store, for sale to the public, and also available for exchange purposes for formal delegations
to and from the City, with an at-cost charge structure for the latter purposes. For the 2022-2023 FY, the Cupertino store will be online only. Staff will present a plan to the Council on item selection and art design selection.

Large 150,000
(Cost is estimated at
approximately
$120,000 for design,
operation,
maintenance of the
online Cupertino
Store. This could
vary depending on
whether the website
is operated and
maintained inhouse, or via a thrirdparty vendor.

Merchandize cost is
estimated at an
additonal $30,000.)
150,000
(Cost is estimated at
approximately
$120,000 for design,
operation,
maintenance of the
online Cupertino
Store. This could
vary depending on
whether the website
is operated and
maintained inhouse, or via a thrirdparty vendor.

Merchandize cost is
estimated at an
additonal $30,000.)
Fine Arts
Commission
City Manager's
Office
Public
Engagement
and
Transparency

6. Support Vibrant
and Mixed-Use
Businesses
FY 2022-2023 City Work Program Items Expected to be Completed this FY Attachment B B-1
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Priority
# Project/Task Project Objective Project Size
Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
FY 2022-2023 City Work Program Items Expected to be Completed this FY 14 Senior Strategy
Current City Work Program Item
Address the needs of seniors in collaboration with the
City Council and Commissions. Needs to address
include technology resources, housing, food supply,
transportation, and mental and physical health and
wellbeing. Administer a second in-depth senior survey to learn about senior needs (including aging in place and
elder financial abuse).

Medium 69,000 69,000 Parks and
Recreation
Commission
Parks and
Recreation
Public
Engagement
and
Transparency

8. Embrace
Diversity
19 Bicycle Facilities
Bike Ped Commission Proposal
Increase the inventory of bicycle facilities and
amenities, such as bike racks, citywide.

Medium 50,000 50,000 Bicycle
Pedestrian
Commission
Public Works Transportation 4. Enhance
Mobility
27 Artwork at the Library/Exhibits/Poetry
and Art Day
Library Commission Proposal
Collaborate with groups such as the Fine Arts
Commission and Cupertino Poet Laureate to display
artwork, including exhibits, at the Library.

Exhibits could potentially be around the library and in the new programming space. Examples could be
potential galleries, a poetry/art show, cultural
documents and artifacts, or other fascinating exhibits.

Small 10,000 10,000 Library
Commission
Parks and
Recreation
Quality of Life 9. Support
Education
27 Lawson Middle School Bikeway
Staff Proposal
Retain consultant to prepare feasibility study which will evaluate alternatives that provide a separated bike
path for students riding to Lawson Middle School.

Feasibility cost will be $40,000.

Medium 40,000 40,000 Bicycle
Pedestrian
Commission
Public Works Transportation 3. Improve
Connectivity

4. Enhance
Mobility
31 Cybersecurity Public Education
Technology Information and
Communications Commission
Proposal
Provide education on cybersecurity to City residents,
guests and businesses.

Small 7,500 7,500 TICC Innovcation
Technology
Public
Engagement
and
Transparency
31 Shuttle Bus Pilot Program
Implementation
Current City Work Program Item
Community shuttle bus 18-month pilot program to
increase connectivity throughout the City, nearby
medical locations, and Caltrain in Sunnyvale. Explore
complimentary opportunities to expand into other cities.

Large 1,750,000 1,750,000 Public Works Transportation 4. Enhance Mobility
35 Intergenerational Engagement
Councilmember Proposal
Many seniors have a wealth of lifelong experiences.

Many teens do not have grandparents nearby. Activities
cross generations could benefit both. Schools could
engage seniors in the community to attend school open
house or serve as volunteers, such as reading partners.

Large 20,000 20,000 Teen
Commission
Parks and
Recreation
Public
Engagement
and
Transparency

8. Embrace
Diversity
Attachment B B-2
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Priority
# Project/Task Project Objective Reason for Removal Project Size Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
1 Lawrence Mitty Park Implementation
Plan
Current City Work Program Item
(Also Part of CIP)
Development project for Lawrence Mitty will be
included in the CIP. Programming, Outreach, & Design
with outreach expected to start by Q3 FY 21-22.

CIP - Staff recommends leaving
CIP items off of the City Work
Program
Medium 5,430,000 5,430,000 Parks and
Recreation
Commission
Public Works/
Parks and
Recreation
Quality of Life 1. Develop
Cohesive
Neighborhoods

7. Ensure
Attractive
Community
Design
1 Memorial Park Improvements
Current City Work Program Item
Proposed to continue by Parks and
Recreation Commission
(Also Part of CIP)
Implement projects for Memorial Park improvements
including:

1. Memorial Park - Pond Repurposing

2. Memorial Park - Amphitheater Improvements

3. Memorial Park - Specific Plan Design
CIP - Staff recommends leaving
CIP items off of the City Work
Program
Large 4,650,000 4,650,000 Parks &
Recreation
Commission
Public Works/
Parks and
Recreation
Quality of Life 1. Develop
Cohesive
Neighborhoods

7. Ensure
Attractive
Community
Design
4 10455 Torre Avenue Improvements
Programming & Feasibility
Current City Work Program Item
(Also Part of CIP)
Program, plan, and build facility improvements,
including seismic, utility and ADA upgrades, for the longterm use of this facility. The scope of work will include public outreach, programming, planning, design, and
construction.

CIP - Staff recommends leaving
CIP items off of the City Work
Program
Large 3,000,000 3,000,000 Public Works Sustainability
and Fiscal
Strategy

2. Improve Public
Health and Safety
6 Seismic Retrofits and Upgrades to
Existing City Hall (formerly
"Investigate Alternatives to City
Hall")
Current City Work Program Item
(Also Part of CIP)
Examine seismic retrofits, upgrades, and remodels to
existing City Hall. Remove allocations from budget to a new City Hall.

CIP - Staff recommends leaving
CIP items off of the City Work
Program
Large 500,000 500,000 Public Works Sustainability
and Fiscal
Strategy

2. Improve Public
Health and Safety
6 Support for the Unhoused
Amended at April 21 Council
Meeting
Councilmember Proposal
Formulate a City plan to leverage County resources and
advocate for funding to address the issue of the
unhoused and how to provide services in as effective a
manner as possible with the resources available. A
specific plan would be generated which includes
consideration and recommendations for:
- Work with the County and relevant agencies to
promote facility development with supportive services.

Operational - Move to annual
budget discussion for program
definition and budgeting.

Large 300,000 300,000 Housing
Commission
Community
Development
Housing 5. Ensure a
Balanced
Community

8. Embrace
Diversity
Items to be Removed from Work Program - Proposed
Attachment C C-1
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Priority
# Project/Task Project Objective Reason for Removal Project Size Estimated Budget
(not including staff
time)
Allocated Budget Commission Department Goal Category General Plan Guiding Principle
Items to be Removed from Work Program - Proposed
11 Student Internship Program
Councilmember Proposal
Implement a trial student summer internship program
with the City of Cupertino. Initial year will be on a limited basis. If approved, applications will be sought for one-, two- or three-week internships during the summer, with
applications to be released in mid-July. Internships will be project-focused, with participating City departments asked to identify a specific project or projects that a student intern can undertake. The internships will have a common start date, and include an orientation, group
activities and exit interviews.

Alternatively, if the time and resources do not permit the City to run a trial program in the upcoming summer of
the fiscal year (i.e., Summer 2022), Council may form a subcommittee to share practices for student internships, and to bring a report back to Council at the end of
Summer 2022 with recommendations as part of the
initiation of a student internship program in Summer
2023.

Operational - Staff recommends
removing this item because the
City already has a policy on
internships within the adopted
Volunteer Policy.

Medium 15,000 15,000 Teen
Commission
Administrative
Services
Public
Engagement
and
Transparency

9. Support
Education
18 Lehigh and Stevens Creek Quarry
Current City Work Program Item
Monitor and report on Lehigh and Stevens Creek
Quarries. Utilize IOT sensors to measure noise, particulate, and pollution levels at Lehigh and Stevens Creek Quarry.

Operational - Monitoring and
reporting of Lehigh will continue
operationally and updates will
be posted on the City webpage
or brought to the City Council as
needed. Noise and pollution
sensors were installed last year
and the data is avilabale on the
public dashboard.

Medium 478,050
(Includes
$62,500 for
noise and pollution
monitoring
and $415,550
for legal fees)
478,050
(Includes $62,500 for
noise and pollution
monitoring and
$415,550 for legal
fees)
TICC Public Works/
Innovation
Technology
Quality of Life 10. Preserve the
Environment
21 Blackberry Farm Golf Course Needs
Assessment
Current City Work Program Item
(Also Part of CIP)
Determine short-term and long-term improvements to
the golf course and amenities.

CIP - Staff recommends leaving
CIP items off of the City Work
Program
Medium 100,000
(Additional funding
required for public
outreach
measures.)
100,000
(Additional funding
required for public
outreach measures.)
Parks &
Recreation
Commission
Public Works/
Parks and
Recreation
Quality of Life 5. Ensure a
Balanced
Community
25 Community Engagement on
Alternative Transportation and
Parking
Library Commission Proposal
Educate and encourage resident use of alternative
transportation to the Library. Install signage to point to overflow parking at Eaton Elementary school.

CIP - Eaton Elementary is not an
option.

Additional parking will be
considered as part of City Hall
CIP project.

Medium 12,000 12,000 Library
Commission
City Manager's
Office
Parks and
Recreation
Public
Engagement
and
Transparency/
Transportation

4. Enhance
Mobility
27 Hybrid Meeting for City Council and
Commission Meetings
Councilmember Proposal
Develop policy and infrastructure to allow hybrid
meetings for both City Council, Commission meetings
and future community workshops. This allows seniors,
caretakers, parents with young children to participate
and speak.

This item has been addressed
through State law and is
obsolete.

Small 15,000 15,000 Innovation
Technology
Public
Engagement
and
Transparency

12. Ensure a
Responsive
Govenment
Attachment C C-2
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Attachment D
# Project/Task Project Objective
Percent
Complete Project Size Estimated Budget (not including staff time) Allocated Budget Commission Department Goal Category General Plan Guiding Principle 1 Consider options to develop ELI andBMR housing units for Developmentally Disabled individuals on City-owned property along Mary Avenue as well as the County-owned Outback Steakhouse location -Consider strategies to preserve existing BMR unitsAmended at April 21 Council MeetingCurrent City Work Program ItemProposed to continue by Housing Commission Identify ways to build ELI and BMR units for developmentally disabled. Investigate additional sites for BMR or ELI housing. 99% Large 250,000 250,000 Planning
Commission Housing Commission
Community Development
Housing 5. Ensure a Balanced Community

8. Embrace Diversity
2 Study Session on City-Owned PropertiesAdded at April 5 Council Meeting Inventory and assess existing facilities and prepare a long-range planning report for three City-owned properties (Blesch, Byrne, and Stocklemeir) 3% Medium 90,000
($25k for feasibility study and
$65k for long range plan.)
90,000
($25k for feasibility
study and $65k for
long range plan.)
Planning Commission
Public WorksCMO
Sustainability and Fiscal Strategy

7. Ensure Attractive Community Design
3 Support for the UnhousedAmended at April 21 Council MeetingCouncilmember Proposal Formulate a City plan to leverage County resources and advocate for funding to address the issue of the unhoused and how to provide services in as effective a manner as possible with the resources available. A specific plan would be generated which includes consideration and recommendations for:- Work with the County and relevant agencies to promote facility development with supportive services. With non-profit organization partnership, assist the County to identify space and a plan for supportive space with an ultimate aim to provide a pathway to permanent sustained housing would be made.- Funding strategy. This would require significant resources, but the social costs of not addressing this growing issue are more significant. With grant money and possible private partnerships available, the deliverable here would be to provide the City, in partnership with the County, with actionable recommendations for securing financial support for this program. - Make significant attempt to align with the SCC roadmap 5% Large 300,000 300,000 Housing
Commission
Community Development
Housing 5. Ensure a Balanced Community

8. Embrace Diversity
Refined FY 2022-2023 City Work Program
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Attachment D
# Project/Task Project Objective
Percent
Complete Project Size Estimated Budget (not including staff time) Allocated Budget Commission Department Goal Category General Plan Guiding Principle Refined FY 2022-2023 City Work Program
4 Vision ZeroCurrent City Work Program ItemProposed to continue by Bike Ped Commission Develop a Vision Zero Policy and Action Plan and hire a consultant. The Plan will guide policies and programs with the goal of eliminating fatalities on Cupertino roadways. Special emphasis will be placed on routes to, and streets surrounding, Cupertino schools. 11% Medium 80,000
(Evaluation of the City's needs
over the course of the year have
revealed that a budget
allocation will be necessary to
hire a consultant to assist with
completing the rollout of the
Vision Zero program.)
80,000
(Evaluation of the
City's needs over the
course of the year
have revealed that
a budget allocation
will be necessary to
hire a consultant to
assist with
completing the
rollout of the Vision
Zero program.)
Bicycle Pedestrian Commission
Public Works Transportation 3. Improve Connectivity

4. Enhance Mobility
5 RHNA related General Plan updates and rezoning (Housing Element)Amended at April 21 Council Meeting Review preliminary RHNA numbers. Look at strategies for RHNA compliance including evaluating sites for potential upzoning, and jobs-housing ratio and statistics. Identify Priority Housing sites, update Housing Element and complete rezoning by September 2023.Consider Heart of the City Items from 2019-20 Work Program as appropriate:Amend the Heart of the City Specific Plan:1) For clarifications to the minimum street side setback requirements2) To review street tree requirements to allow larger trees, increase diversity of tree type and encourage drought-tolerant and native tree types3) Update sections such as transit corridors in the City4) Maintain existing setbacks and consider minimum retail percentage to maintain a commercial strip 38% Large 1,070,000 1,070,000 Planning
Commission
Community Development
Housing 5. Ensure a Balanced Community

8. Embrace Diversity
6 Cupertino Store ImplementationAmended at April 21 Council Meeting Implement the Cupertino Store plan. This would include identifying a location if one is not identified in fiscal year 2021-2022. With some help from the Fine Arts Commission for some of the items with art designed by community members, items would be designed and selected for the store, for sale to the public, and also available for exchange purposes for formal delegations to and from the City, with an at-cost charge structure for the latter purposes. For the 2022-2023 FY, the Cupertino store will be online only. Staff will present a plan to the Council on item selection and art design selection. 81% Large 150,000
(Cost is estimated at
approximately $120,000 for
design, operation, maintenance
of the online Cupertino Store. This
could vary depending on
whether the website is operated
and maintained in-house, or via
a thrird-party vendor.

Merchandize cost is estimated at
an additonal $30,000.)
150,000
(Cost is estimated at
approximately
$120,000 for design,
operation,
maintenance of the
online Cupertino
Store. This could vary
depending on
whether the website
is operated and
maintained in-house,
or via a thrird-party
vendor.

Merchandize cost is
estimated at an
additonal $30,000.)
Fine Arts Commission
City Manager's Office
Public Engagement and Transparency

6. Support Vibrant and Mixed-Use Businesses
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Attachment D
# Project/Task Project Objective
Percent
Complete Project Size Estimated Budget (not including staff time) Allocated Budget Commission Department Goal Category General Plan Guiding Principle Refined FY 2022-2023 City Work Program
7 Review and Update General Plan (GP) and Municipal Code Current City Work Program ItemAlso proposed to continue by Planning Commission

1. Amend General Plan & Municipal Code & zoning code to provide objective standards as identified in 2019/2020 evaluation. 2. Re-evaluate the Heart of the City Specific Plan for sections of the plan that could be clarified and updated easily with objective standards. 69% Large 500,000 500,000 Planning
Commission
Community Development
Quality of Life 1. Develop Cohesive
Neighborhoods3. Ensure a Balanced Community7. Ensure Attractive Community Design 8 Integrated Plan for Community Engagement Councilmember Proposal Create Integrated Plan and Database for Community Engagement so that we do no start from scratch with each project. The plan should include all possible outreach channels, traditional media, newspaper, including Chinese and other languages, City Channel, the Scene, social media and influencers. community leaders, community groups, HOAs, block leader programs, Chamber and other business groups etc. Explore the possibility for Library and Community Engagement Commission so that the Library Commission could help review and update this plan as needed. 43% Extra-Large 30,000
(Additional budget may be
required to implement the plan
once it is completed as it may
require additional printing,
mailing, translation, etc.)
30,000
(Additional budget
may be required to
implement the plan
once it is completed
as it may require
additional printing,
mailing, translation,
etc.)
City Manager's Office
Public Engagement and Transparency

12. Ensure a Responsive Govenment
9 Municipal Water SystemCurrent City Work Program Item
To analyze and recommend options for the continued operation of the system currently and at the end of lease with San Jose Water Company in September 2024. 75% Medium 150,000 150,000 Public Works Sustainability and Fiscal Strategy

11. Ensure Fiscal Seld Reliance
10 Development AccountabilityCurrent City Work Program ItemProposed to continue by Planning Commission Analyze methods to limit the implementation timeline for entitled/future projects and encourage development. Monitor implementation of development agreements and conditions of approval. Review and establish accountability in the project approval process. 3% Medium 10,000 10,000 Planning
Commission
Community Development
Quality of Life 5. Ensure a Balanced Community

6. Support Vibrant and Mixed-Use Businesses
11 Electrification StudyStaff ProposalSustainability Commission Proposal Conduct public outreach, policy research, and coordinate with regional efforts to develop policy options for electrification of Cupertino's buildings and transportation systems. 15% Medium 50,000 50,000 Sustainability
Commission
City Manager's Office
Sustainability and Fiscal Strategic

10. Preserve the Environment
12 Residential and Mixed-Use Residential Design StandardsCurrent City Work Program ItemProposed to continue by Planning Commission Create objective design standards for residential and mixed-use residential projects, including ensuring adequate buffers from neighboring low-density residential development. 27% Medium 240,000 240,000 Planning
Commission
Community Development
Quality of Life 1. Develop Cohesive
Neighborhoods6. Support Vibrant and Mixed-Use Businesses7. Ensure Attractive Community Design 13 Visitor CenterCouncilmember Proposal
Develop an online visitor center/guide so that visitors to Cupertino know where to go. Ideally a (digital) map to identify locations to visit or for photo ops to post on social media. 0% Medium 0
(40,000 for an online visitor center
on hold until staffing resources
are allocated)
0 (40,000 for an online
visitor center on hold
until staffing
resources are
allocated)
Economic Development Committee
City Manager's Office
Public Engagement and Transparency

6. Support Vibrant and Mixed-Use Businesses
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Attachment D
# Project/Task Project Objective
Percent
Complete Project Size Estimated Budget (not including staff time) Allocated Budget Commission Department Goal Category General Plan Guiding Principle Refined FY 2022-2023 City Work Program
14 Analyze Potential Revenue MeasuresStaff Proposal
Analyze potential revenue measures, such as transient occupancy tax, sales tax, property tax, and utility users tax, to address possible future financing challenges. 6% Medium 50,000 50,000 Administrative
Services
Sustainability and Fiscal Strategy

11. Ensure Fiscal Self Reliance
15 Safe Gun Storage OrdinanceStaff ProposalPublic Safety Commission Proposal Research best practices for safe gun storage from neighboring jurisdictions. Adopt safe gun storage ordinance to increase public safety for residents. 36% Large 12,000 12,000 Public Safety
Commission
City Manager's Office
Quality of Life 2. Improve Public Health and
Safety
16 Housing Programs for De Anza College StudentsPrevious City Work Program ItemHousing Commission Proposal Continue participation in De Anza College’s student housing assistance program. 45% Medium 25,000 25,000 Housing
Commission
Community Development
Housing 5. Ensure a Balanced Community

8. Embrace Diversity9. Support Education
17 Sign Ordinance UpdateCurrent City Work Program ItemProposed to continue by Planning Commission Update existing provisions, particularly in the temporary sign regulations. 62% Small 25,000 25,000 Planning
Commission
City Attorney Office / Community Development
Quality of Life
18 Youth Who WorkCouncilmember Proposal
Encourage more youth and young adults in schools to work and also help small businesses to reduce the burden caused higher minimum wages. For example, the City could provide $2/hour to compensate local small businesses. 0% Large 0
($70,000 on hold until staffing
resources are allocated)
0 ($70,000 on hold until
staffing resources
are allocated)
Economic Development Committee
City Manager's Office
Quality of Life 6. Support Vibrant and Mixed-Use
Businesses
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Attachment D
# Project/Task Project Objective
Percent
Complete Project Size Estimated Budget (not including staff time) Allocated Budget Commission Department Goal Category General Plan Guiding Principle Refined FY 2022-2023 City Work Program
19 License Plate ReadersPublic Safety Commission Proposal Technology Information and Communications Commission Proposal

1. Research Automated License Plate Reader (ALPR) systems2. Research state laws, privacy concerns, and regulations related to ALPR3. Compare fixed location, mobile (in-car), and portable (trailer ALPRs)4. Identify outreach and engagement strategies used by other jurisdictions using ALPR5. Assess locations for fixed ALPR in Cupertino6. Estimate ALPR costs for installation, monitoring, and maintenance(Consider: Cameras, LPR, Safe-Exchange Zone, Pilot cameras in a residential areas, and commercial developmentsResearch best practices from other similar jurisdictions)7. In partnership with the County Sheriff, install ALPR devices for the automated detection of license plates. This data will only be for official law enforcement purposes, including identifying stolen or wanted vehicles, stolen license plates and missing persons. It may also be used to gather information related to active warrants, homeland security, electronic surveillance, suspect interdiction, and stolen property recovery. 57% Large 60,000 initial and 50,000 annually
(Estimated 20 cameras at $2,500
based on City of Saratoga and
City of Los Altos Hills contracts
with approximately $10,000
installation costs)
60,000 initial and
50,000 annually
(Estimated 20
cameras at $2,500
based on City of
Saratoga and City of
Los Altos Hills
contracts with
approximately
$10,000 installation
costs)
Public Safety Commission/ TICC
City Manager's Office/ Innovation Technology
Quality of Life 2. Improve Public Health and
Safety
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Attachment E
Project name Description Department
LOS-to-VMT 2.0 Develop a citywide VMT mitigation
approach
Public Works
I-280/Wolfe Interchange Partnership with VTA for approval, design and construction of new
interchange at I-280/Wolfe Rd
Public Works
New Landfill Disposal
Agreement
Current landfill agreement set to expire,
need new agreement, potentially
involving processing the garbage before
disposal to reduce the amount reaching
the landfill
Public Works
Faro Crime Evidence System Procure/Implement/Train Sheriff Dept on Crime Analysis Tool
Innovation
Technology
AV Improvements Senior
Center
Update audio visual systems w/in Senior
Center
Innovation
Technology
AV Improvements Quinlan Audio Visual improvements to Cupertino Room
Innovation
Technology
Application Roadmaps 3 year plans for ActiveNet (P&R) and Accela (CDD)
Innovation
Technology
ERP Phase 1 ERP Needs Assement to replace current
Fin/HR system
Innovation
Technology
Website Redesign Replace current City website Innovation Technology
Code Enforcement
Consolidation App
Consolidate all Code Enforcement apps
into 1
Innovation
Technology
Video Capture - City Facilities Implement Video Capture system at City Facilities
Innovation
Technology
Interactive Digital Signage Design/Install/Train Interactive signage at Quinlan
Innovation
Technology
Neighborhood Watch Crime
Summaries
Review the way crime statistics are
summarized and presented on the City
Neighborhood Watch webpage.

Compare with regional jurisdictions and
recommend improvement. Adjust
webpage user interface based on
Council recommendations
City Manager's
Office -
Emergency
Management
Select Notable Large Projects - Staff Level
E-1
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Attachment E
Project name Description Department
CEQA Streamlining Checklist As part of the adoption of the Climate Action Plan 2.0 in August of 2022, the
Council also adopted thresholds of
significance for greenhouse gas
emissions. These thresholds serve as a
way for future development projects to
align themselves with the City's
sustainability goals. The Sustainability
Division is taking lead to create this
checklist and also coordinating a training
session with the sustainability
consultants, the training is being
developed for the benefit of the
Sustainability Division and the Planning
Division.

City Manager's
Office -
Sustainability
Startup Space Technology
Hub
Online platform for small businesses to
connect with peers, city, chamber and
other resources.

City Manager's
Office - Economic
Development
Disaster Preparedness Fund
for Businesses
Creation of a new grant program for
businesses to become more resilient
City Manager's
Office - Economic
Development
Lobbyist Registration Program This was initiated in 2021. Clerk is in charge of implementation of the
program, which includes, developing
electronic filing system with vendor,
digitize and redact paper filing, working
with attorney on compliance guidelines,
outreach, annual and quarterly
registration, including notifications to
filers and tracking people who do not
file.

City Manager's
Office - City Clerk
Campaign finance Dashboard
(expenditure/contribution)
Input line item detail of all campaign
filings in January and July. During
election there are two more per year.

City Manager's
Office - City Clerk
Housing Element Establish the City's Housing Element Community Development
U.S. Dept of Housing & Urban
Development (HUD)
Language Access Plan (LAP)
HUD requires entitlement cities to
develop a LAP to assist individuals with
limited English proficiency to access
HUD funded programs (CDBG, HOME)
Community
Development
E-2
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Attachment E
Project name Description Department
HUD Environmental Review
Manual
HUD required the City to develop a
comprehensive environmental review
policy and procedures manual for the
City's CDBG program
Community
Development
E-3
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Councilmember Top 5
City Work Program Project List
Project Title Description Goal

1. 2.

3. 4.

5. Transportation
Public Engagement & Transparency
Housing
Sustainability & Fiscal Strategy
Quality of Life
Select each goal that the project aligns with.

Public Engagement & Transparency
Transportation
Housing
Sustainability & Fiscal Strategy
Quality of Life
Public Engagement & Transparency
Transportation
Housing
Sustainability & Fiscal Strategy
Quality of Life
Public Engagement & Transparency
Transportation
Housing
Sustainability & Fiscal Strategy
Quality of Life
Public Engagement & Transparency
Transportation
Housing
Sustainability & Fiscal Strategy
Quality of Life
Please review the accompanying report prior to completing this form. Return the form by email to [email protected]
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CITY OF CUPERTINO
Agenda Item
22-11700 Agenda Date: 3/21/2023
Agenda #: 2.

Subject: Consider approval of the March 7 City Council minutes Approve the March 7 City Council minutes
CITY OF CUPERTINO Page 1 of 1 Printed on 3/15/2023
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DRAFT MINUTES

CUPERTINO CITY COUNCIL
Tuesday, March 7, 2023

SPECIAL MEETING
At 5:00 p.m., Mayor Hung Wei called the Special City Council Meeting to order in the Cupertino Community Hall Council Chamber, 10350 Torre Avenue.

ROLL CALL

Present: Mayor Hung Wei, Vice Mayor Sheila Mohan, and Councilmembers Liang Chao, J.R.

Fruen and Kitty Moore. Absent: none.

ACTION CALENDAR

1. Subject: Consideration of a resolution amending the established City Council meeting calendar through January 2, 2024
Recommended Action: Adopt Resolution 23-027 amending the established City Council meeting calendar through January 2, 2024
City Clerk Kirsten Squarcia reviewed the staff report.

Councilmembers asked questions and made comments.

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

Jennifer Griffin was concerned about cancelling or moving meetings far in advance.

Mayor Wei closed the public comment period.

Moore moved and Chao seconded to adopt Resolution No. 23-027 amending the established City Council meeting calendar through January 2, 2024, with an amendment that staff will proceed based on the same agenda preparation process timelines set forth for regular meetings in the City Council Procedures Manual. Moore amended the motion to add that those special meetings would include the regular meeting order of business. 62 CC 03-21-2023
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(Chao accepted the amendment). The amended motion carried unanimously.

2. Subject: Consider the Mid-Year Financial Report for Fiscal Year 2022-23, amending the Unrepresented Employees’ Compensation Program, and approving a new job classification
Recommended Action: 1. Receive the City Manager’s Mid-Year Financial Report for Fiscal Year 2022-23;

2. Adopt Resolution No. 23-028 amending the Unrepresented Employees’ Compensation Program and Classification Plan; and

3. Approve a new Special Project Executive job classification and separate the Assistant Director of Community Development and Building Official job classifications.

Written communications for this item included a staff presentation.

Administrative Services Director Kristina Alfaro and Budget Manager Thomas Leung gave a presentation.

Councilmembers asked questions and made comments.

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

Jennifer Griffin supported potentially raising the Transient Occupancy Tax and funding for school resource officers and cybersecurity.

Mayor Wei closed the public comment period.

Mohan moved and Chao seconded to:

1. Receive the City Manager’s Mid-Year Financial Report for Fiscal Year 2022-23;

2. Adopt Resolution No. 23-028 amending the Unrepresented Employees’ Compensation Program and Classification Plan; and

3. Approve a new Special Project Executive job classification and separate the Assistant Director of Community Development and Building Official job classifications.

The motion carried unanimously with Moore abstaining.

ADJOURNMENT
At 6:02 p.m., Mayor Wei adjourned the Special City Council Meeting.

REGULAR MEETING
At 6:45 p.m., Mayor Wei called the Regular City Council Meeting to order and led the Pledge of 63 CC 03-21-2023
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Allegiance in the Cupertino Community Hall Council Chamber, 10350 Torre Avenue and via teleconference.

ROLL CALL

Present: Mayor Hung Wei, Vice Mayor Sheila Mohan, and Councilmembers Liang Chao, J.R.

Fruen and Kitty Moore. Absent: none.

CLOSED SESSION REPORT - None

CEREMONIAL ITEMS

1. Subject: Consider a proclamation declaring March as Youth Arts Month Recommended Action: Present proclamation declaring March as Youth Arts Month Sofia Fojas, Arts Coordinator for the Santa Clara County Office of Education, received the proclamation.

Mayor Wei presented the proclamation declaring March as Youth Arts Month.

POSTPONEMENTS AND ORDERS OF THE DAY
Moore moved to reorder the agenda to hear Item 11 Removal of Planning Commissioner before Oral Communications. There was no second and the motion died.

Chao moved and Moore seconded to reorder the agenda to hear Item 12 FY 2023-24 five-year plan for CIP before Item 11 Removal of Planning Commissioner. The motion failed with Chao and Moore voting yes.

ORAL COMMUNICATIONS
Jennifer Griffin supported increasing the Transient Occupancy Tax, funding for school resource officers and cybersecurity, and a presentation by the Chamber of Commerce.

Housing Commissioner Tessa Parish (representing self) was concerned about elected officials making ethical and impartial decisions.

Housing Commissioner Connie Cunningham (representing self) was concerned about Councilmembers adhering to the Council Procedures Manual and delaying City business.

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Storage and the impacts on nearby residents. (Submitted written comments.) Heather Dean supported Council for making progress on city business during meetings.

Lisa Warren was concerned about traffic safety issues and supported A-frame signage at intersections to display traffic flow changes.

Brooke Ezzat supported councilmembers recusing themselves from discussions and decisionmaking when a conflict of interest exists. (Submitted written comments).

San R recognized City staff for their work and supported Council considering resident interests when making decisions.

Janny Choy supported refining the tree canopy list, combating climate change, and planting native trees, and was concerned about night lighting and making preventive adjustments.

Moore moved and Chao seconded for staff to prepare a future agenda item to discuss the Chamber of Commerce attachments provided in the June 21, 2022 City Council meeting agenda; and requested information regarding the definition of freeway facing signs.

CONSENT CALENDAR (Items 2-10)
Mayor Wei opened the public comment period and, seeing no one, closed the public comment period.

Fruen moved and Moore seconded to approve the items on the Consent Calendar, except for Items 3, 4, 9, and 10 which were pulled for discussion. Ayes: Wei, Mohan, Chao, Fruen, and Moore. Noes: None. Abstain: None. Absent: None.

Wei moved and Chao seconded to reorder the agenda to move Items 4, 9, and 10 before the Action Calendar. Item 3 was placed after the Action Calendar for consideration. The motion carried unanimously.

2. Subject: Consider approval of the February 3 City Council minutes and receive consultant workshop report
Recommended Action: Approve the February 3 City Council minutes and receive the consultant workshop report (Exhibit A)

5. Subject: Consider ratifying Accounts Payable for the periods ending January 6, 2023; January 13, 2023; January 20, 2023; January 27, 2023; and February 3, 2023 Recommended Action: A. Adopt Resolution No. 23-029 ratifying Accounts Payable for 65 CC 03-21-2023
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the Period ending January 6, 2023;
B. Adopt Resolution No. 23-030 ratifying Accounts Payable for the Period ending January 13, 2023;
C. Adopt Resolution No. 23-031 ratifying Accounts Payable for the Period ending January 20, 2023;
D. Adopt Resolution No. 23-032 ratifying Accounts Payable for the Period ending January 27, 2023; and
E. Adopt Resolution No. 23-033 ratifying Accounts Payable for the Period ending February 3, 2023
Written communications for this item included an email to Council and supplemental staff responses to councilmember questions.

6. Subject: Consider authorizing the City Manager to execute a services agreement with Azteca Systems, LLC., for Cityworks, Cupertino's Asset Management System subscription service, for $217,502.63, plus a contingency of $21,750.26 for a total cost of $239,252.89 over three years
Recommended Action: 1. Authorize the City Manager to execute a services agreement with Azteca Systems, LLC., for Cityworks, Cupertino's Asset Management System subscription service, for $217,502.63, plus a contingency of $21,750.26 for a total cost of $239,252.89 over three years
a. Find under Municipal Code section 3.22.060(B) that the formal competitive bidding procedures are impractical for procurement

7. Subject: Consider adopting a resolution authorizing the City Manager to take all necessary steps to accept $5,000,000 in specified grant funds from the Budget Act of 2022-2023 for the McClellan Road Bridge Reconstruction Project Recommended Action: Adopt Resolution No. 23-034 (Attachment A) authorizing the City Manager to execute a Funds Transfer Agreement and any amendments thereto and take all necessary steps to accept $5,000,000 in specified grant funds from the Budget Act of 2022-2023 for the McClellan Road Reconstruction Project

8. Subject: Consider amending the Santa Clara Valley Urban Runoff Pollution Prevention Program (SCVURPPP) Memorandum of Agreement (MOA) to extend the term through one fiscal year beyond the date of termination of the current Municipal Regional Stormwater Permit (MRP). The current five-year permit term would end June 30, 2027, so the MOA term would end on June 30, 2028, unless the MRP is extended. There are no other amendments proposed at this time.

Recommended Action: Authorize the City Manager to execute the fourth amendment (Attachment A) to an agreement providing for implementation of the Santa Clara Valley Urban Runoff Pollution Prevention Program (Attachment B), a multijurisdictional agreement between Santa Clara County, the Santa Clara Valley Water 66 CC 03-21-2023
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District, and thirteen Santa Clara County municipalities.

Written communications for this item included supplemental staff responses to councilmember questions.

PUBLIC HEARINGS – None

ITEMS REMOVED FROM THE CONSENT CALENDAR
As noted under Consent Calendar, Items 4, 9, and 10 were moved before the Action Calendar.

4. Subject: Consider amending the Cupertino Municipal Code to repeal Chapters 2.84 (Environmental Review Committee), 2.90 (Design Review Committee), and 2.96 (Economic Development Committee); to adopt Chapter 17.02 (California Environmental Quality Act), regarding local environmental review procedures; and to amend Chapters 2.32, 2.88, 9.20, 19.08, 19.12, 19.28, 19.104, and 19.124, regarding the duties of the Planning Commission, Audit Committee, and Local Assessment Committee
Recommended Action: Adopt Ordinance No. 23-2247 repealing Municipal Code Chapters 2.84, 2.90, and 2.96, adopting Municipal Code Chapter 17.02, and amending Municipal Code Chapters 2.32, 2.88, 9.20, 19.08, 19.12, 19.28, 19.104, and 19.124, the title of which is as follows: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CUPERTINO TO REPEAL MUNICIPAL CODE CHAPTERS 2.84, 2.90, AND 2.96; TO ADOPT MUNICIPAL CODE CHAPTER 17.02; AND TO AMEND MUNICIPAL CODE CHAPTERS 2.32, 2.88, 9.20, 19.08, 19.12, 19.28, 19.104, AND 19.124, REGARDING CITY

COMMISSIONS AND COMMITTEES
This item was pulled from the consent calendar for discussion.

Written communications for this item included emails to Council.

Councilmembers asked questions and made comments.

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

Jennifer Griffin opposed changes to the second reading and public comment processes and eliminating committees.

Peggy Griffin was concerned about changes to the agenda process and supported noting “second reading” in the item description for ordinance adoptions. 67 CC 03-21-2023
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Mayor Wei closed the public comment period.

Mohan moved and Fruen seconded to adopt Ordinance No. 23-2247 repealing Municipal Code Chapters 2.84, 2.90, and 2.96, adopting Municipal Code Chapter 17.02, and amending Municipal Code Chapters 2.32, 2.88, 9.20, 19.08, 19.12, 19.28, 19.104, and

19.124, the title of which is as follows: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CUPERTINO TO REPEAL MUNICIPAL CODE CHAPTERS 2.84, 2.90, AND 2.96; TO ADOPT MUNICIPAL CODE CHAPTER 17.02; AND TO AMEND MUNICIPAL CODE CHAPTERS 2.32, 2.88, 9.20, 19.08, 19.12, 19.28, 19.104, AND 19.124, REGARDING CITY COMMISSIONS AND COMMITTEES. Ayes: Wei, Mohan, and Fruen. Noes: Chao and Moore. Abstain: None. Absent: None.

9. Subject: Consider a four-year contract with Nomad Transit LLC (Via) for the Transit & Intercity Rail Capital Program (TIRCP) funded Via expansion into the City of Santa Clara, with two sites in Mountain View, deployment of an electric vehicle (EV) fleet, construction of necessary charging stations, and a resolution authorizing execution of a Master Agreement with Caltrans, which is a funding pre-requiste of the TIRCP grant program.

Recommended Action: 1. Approve a four-year contract with Nomad Transit, LLC (Attachment A);

2. Adopt Resolution No. 23-035 (Attachment B) authorizing the City Manager to execute the Caltrans Master Agreement; and

3. Adopt Resolution No. 23-036 (Attachment C) approving a budget modification, increasing appropriations in the General Fund, Transportation, Via Shuttle program budget by $3,594,928 for the planning, launch, and operation of the ViaCupertino/Santa Clara expansion with two sites in Mountain View, including design, construction, and contingency funds for installation of EV charging equipment to support the program.

This item was pulled from the consent calendar for discussion.

Written communications for this item included an email to Council and supplemental staff responses to councilmember questions.

Senior Transit & Transportation Planner Chris Corrao reviewed the staff report.

Councilmembers asked questions and made comments.

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

Peggy Griffin supported publishing ridership data updates, new rider areas and stops, 68 CC 03-21-2023
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and more of the contract details.

Mayor Wei closed the public comment period.

Chao moved and Fruen seconded to:

1. Approve a four-year contract with Nomad Transit, LLC;

2. Adopt Resolution No. 23-035 authorizing the City Manager to execute the Caltrans Master Agreement; and

3. Adopt Resolution No. 23-036 (Attachment C) approving a budget modification, increasing appropriations in the General Fund, Transportation, Via Shuttle program budget by $3,594,928 for the planning, launch, and operation of the ViaCupertino/Santa Clara expansion with two sites in Mountain View, including design, construction, and contingency funds for installation of EV charging equipment to support the program.

The motion carried unanimously.

10. Subject: Consider a contract with Placeworks for the remainder of Housing Element Recommended Action: Adopt Resolution No. 23-037 to complete the Sixth-Cycle General Plan Housing Element Update, authorizing the City Manager to execute a consultant agreement with Placeworks, and approving Budget Modification #2223-263 for the Sixth-Cycle General Plan Housing Element Update for the Fiscal Year 2022-23 This item was pulled from the consent calendar for discussion.

Written communications for this item included an email to Council.

Interim Assistant Director of Community Development Luke Connelly reviewed the staff report.

Councilmembers asked questions and made comments.

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

Jennifer Griffin was concerned about achieving certification, consulting fees, and Housing and Community Development (HCD) management.

Mayor Wei closed the public comment period.

Chao moved and Moore seconded to adopt Resolution No. 23-037 to complete the Sixth-Cycle General Plan Housing Element Update, authorizing the City Manager to execute a consultant agreement with Placeworks, and approving Budget Modification #2223-263 for the Sixth-Cycle General Plan Housing Element Update for the Fiscal Year 69 CC 03-21-2023
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2022-23. The motion carried unanimously.

Council recessed from 8:24 p.m. to 8:30 p.m.

ACTION CALENDAR

11. Subject: Removal of Planning Commissioner R Wang
Recommended Action: Consider the removal of Planning Commissioner R Wang Written communications for this item included emails to Council.

City Clerk Kirsten Squarcia reviewed the staff report.

Councilmembers asked questions and made comments.

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

Planning Commissioner R Wang (representing self) opposed removal from the Planning Commission.

Ghazon Baloch supported the removal of Planning Commissioner R Wang.

Xinpei Lu supported the removal of Planning Commissioner R Wang.

Jennifer Griffin opposed the removal of Planning Commissioner R Wang.

Parks and Recreation Commissioner Jennifer Shearin (representing self) supported the removal of Planning Commissioner R Wang.

Technology, Information, and Communication Commissioner Emma Shearin (representing self) supported the removal of Planning Commissioner R Wang.

Peggy Griffin opposed the removal of Planning Commissioner R Wang.

Susan Moore opposed the removal of Planning Commissioner R Wang.

Lisa Warren opposed the removal of Planning Commissioner R Wang.

Housing Commissioner Tessa Parish (representing self) opposed the removal of Planning Commissioner R Wang.
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Long Jiao opposed the removal of Planning Commissioner R Wang.

Donna Austin supported the removal of Planning Commissioner R Wang.

Housing Connie Cunningham (representing self) supported the removal of Planning Commissioner R Wang.

Ian Greensides supported the removal of Planning Commissioner R Wang.

Planning Commissioner Steven Scharf (representing self) opposed the removal of Planning Commissioner R Wang.

Urs Mader opposed the removal of Planning Commissioner R Wang.

Neil (representing Cupertino for All, Democratic Activists for Women Now—DAWN, South Bay YIMBY, Silicon Valley Young Democrats, South Bay Youth Changemakers, Silicon Valley Asian Pacific American Democratic Club, Ava Chiao, Teacher, Cupertino resident) supported the removal of Planning Commissioner R Wang.

Parks and Recreation Commissioner Seema Swamy (representing self) opposed the removal of Planning Commissioner R Wang.

Tim Shively supported the removal of Planning Commissioner R Wang.

Bill Wilson supported the removal of Planning Commissioner R Wang.

Richard Mehlinger supported the removal of Planning Commissioner R Wang.

Dolly Sandoval supported the removal of Planning Commissioner R Wang.

Jean Bedord supported the removal of Planning Commissioner R Wang.

Sanjiv Kapil opposed the removal of Planning Commissioner R Wang.

Rod Sinks supported the removal of Planning Commissioner R Wang.

Philip Nguyen supported the removal of Planning Commissioner R Wang.

Bicycle Pedestrian Commissioner John Zhao (representing self) supported the removal of Planning Commissioner R Wang.
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Martin Pyne supported the removal of Planning Commissioner R Wang.

Deepika Kapil opposed the removal of Planning Commissioner R Wang.

Housing Commissioner Tessa Parish read a statement on behalf of Danessa Techmanski opposing the removal of Planning Commissioner R Wang.

Rick Resident opposed the removal of Planning Commissioner R Wang. (Provided written comments).

Pamela Hershey opposed the removal of Planning Commissioner R Wang.

Housing Commissioner Govind Tatachari (representing self) opposed the removal of Planning Commissioner R Wang.

Planning Commissioner Muni Madhdhipatla (representing self) opposed the removal of Planning Commissioner R Wang.

Vikram Saxena opposed the removal of Planning Commissioner R Wang.

Sean Hughes supported the removal of Planning Commissioner R Wang.

Erik Poicon (representing Silicon Valley Young Democrats) supported the removal of Planning Commissioner R Wang.

Karen Tuzman supported the removal of Planning Commissioner R Wang.

Balaji Chalam shared a video of Planning Commissioner R Wang on the importance of the Planning Commission.

Ali Sapirman supported the removal of Planning Commissioner R Wang.

Louis Saadati supported the removal of Planning Commissioner R Wang.

Jaria Jaug (representing Silicon Valley Young Democrats) supported the removal of Planning Commissioner R Wang.

John Geis supported the removal of Planning Commissioner R Wang.

Calley Wang supported the removal of Planning Commissioner R Wang. 72 CC 03-21-2023
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Siva opposed the removal of Planning Commissioner R Wang.

Kamyab Mashian supported the removal of Planning Commissioner R Wang.

Scott O’Neil supported the removal of Planning Commissioner R Wang.

Andrew Siegler supported the removal of Planning Commissioner R Wang.

Rajat Mehndiratta supported the removal of Planning Commissioner R Wang.

San R opposed the removal of Planning Commissioner R Wang.

Cam Coulter supported the removal of Planning Commissioner R Wang.

Dan Marshall supported the removal of Planning Commissioner R Wang.

Adam Buchbinder supported the removal of Planning Commissioner R Wang.

Erik Lindskog supported the removal of Planning Commissioner R Wang.

Raphael Villagracia supported the removal of Planning Commissioner R Wang.

Abdullah Memon supported the removal of Planning Commissioner R Wang. (Shared a video).

Shiv Kavaluru supported the removal of Planning Commissioner R Wang.

Minna opposed the removal of Planning Commissioner R Wang.

Ava Chiao supported the removal of Planning Commissioner R Wang.

William Lin supported the removal of Planning Commissioner R Wang.

Jordan Grimes supported the removal of Planning Commissioner R Wang.

Mayor Wei closed the public comment period.

Moore moved and Chao seconded a substitute motion to agendize a policy process for admonition, probation, censorship, and removal for commissioners. Chao made a friendly amendment to consider any removals after a policy is in place. (Moore accepted the friendly amendment). The substitute motion failed with Chao and Moore voting yes. 73 CC 03-21-2023
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Wei moved and Fruen seconded to approve the removal of Planning Commissioner R Wang. The motion carried with Chao and Moore voting no.

Fruen moved and Chao seconded to extend the meeting to 11:40 p.m. to hear Item 12 FY 2023- 24 five-year plan for CIP. The motion carried with Moore voting no.

Council recessed from 10:56 p.m. to 11:04 p.m.

12. Subject: Consider the Fiscal Year (FY) 2023-24 five-year plan for Capital Improvement Program (CIP).

Recommended Action: Receive presentation and provide input on the proposed FY 2023-24 five-year plan for the CIP.

Presenter: Susan Michael, Capital Improvement Program Manager Written communications for this item included a staff presentation, FY 2023-24 Five-Year Capital Improvement Plan (CIP) Bicycle Pedestrian Commission memo to Council, and supplemental staff responses to councilmember questions.

Capital Improvement Program Manager Susan Michael gave a presentation.

Councilmembers asked questions and made comments.

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

Jennifer Griffin supported naming I-280 after Steve Jobs and reserving funds meant for parks infrastructure.

Peggy Griffin supported considering the staff shortage and tax audit and was concerned about the City Hall plan cost in conjunction with the Civic Center microgrid.

Lisa Warren was concerned about matching other city hall construction projects, opposed building more than necessary, and supported other uses for the funds.

San R supported prioritizing the bridge repairs for McClellan Road and Stevens Creek Boulevard.

Sean Hughes supported the microgrid funding and opposed comparisons framing microgrid funding in competition with housing funding.

Janet Van Zoeren supported keeping the small city-owned parcels in the work plan to 74 CC 03-21-2023
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expedite repurposing if necessary.

Mayor Wei closed the public comment period.

Council received the presentation on the proposed Fiscal Year (FY) 2023-24 five-year plan for Capital Improvement Program (CIP) and provided input requesting staff to consider options that could accelerate construction of four projects: Carmen Road Bridge and the three shade structures at Blackberry Farm Bocce Courts, Portal Park Picnic area, and Linda Vista Park Picnic area.

Fruen moved and Mohan seconded to further extend the meeting to hear Item 3 February 21 minutes. The motion carried unanimously.
`

ITEMS REMOVED FROM THE CONSENT CALENDAR
As reordered under Consent Calendar, Item 3 was heard after the Action Calendar.

3. Subject: Consider approval of the February 21 City Council minutes Recommended Action: Approve the February 21 City Council minutes This item was pulled from the consent calendar for discussion.

Written communications for this item included an email to Council.

Councilmembers asked questions and made comments.

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

Peggy Griffin supported amending the language for informational items.

Mayor Wei closed the public comment period.

Fruen moved and Wei seconded to approve the February 21 City Council minutes. The motion carried with Moore voting no.

City Manager Wu shared a video montage of the Wafu School of Ikebana 2023 Flower Show.

ADJOURNMENT
At 12:07 a.m., on Wednesday, March 8, Mayor Wei adjourned the Regular City Council Meeting per rule. There was no Council discussion on the remaining agenda items. 75 CC 03-21-2023
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COUNCIL REPORTS AND COMMENTS
Council did not hear this item.

CITY MANAGER REPORT
Council did not hear this item.

ORAL COMMUNICATIONS - CONTINUED – None

INFORMATIONAL ITEMS

13. Subject: Consider the Monthly Treasurer's Report for January 2023 Recommended Action: Receive the Monthly Treasurer's Report for January 2023 Written communications for this item included an email to Council.

The information was provided as part of the published agenda.

14. Subject: Consider the Monthly Treasurer's Investment Report for January 2023 Recommended Action: Receive the Monthly Treasurer's Investment Report for January 2023
Written communications for this item included an email to Council.

The information was provided as part of the published agenda.

15. Subject: Response to Councilmember questions regarding Cupertino Chamber of Commerce
Recommended Action: Receive informational memorandum responding to questions regarding Cupertino Chamber of Commerce
Written communications for this item included an email to Council.

The information was provided as part of the published agenda.

COUNCIL AND STAFF COMMENTS AND FUTURE AGENDA ITEMS
As noted under Oral Communications, Moore and Chao added a future agenda item to discuss the Chamber of Commerce attachments provided at the June 21, 2022 City Council meeting; and requested information regarding the definition of freeway facing signs. 76 CC 03-21-2023
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Minutes prepared by:
_________________________
Kirsten Squarcia, City Clerk
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CITY OF CUPERTINO
Agenda Item
23-12131 Agenda Date: 3/21/2023
Agenda #: 3.

Subject: Consider staff reports and the attachments provided at the June 21, 2022 and March 7, 2023 City Council meetings regarding the Chamber of Commerce
Receive the report on previously presented Chamber of Commerce related information CITY OF CUPERTINO Page 1 of 1 Printed on 3/15/2023
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CITY COUNCIL STAFF REPORT
Meeting: March 21, 2023
Subject
Consider staff reports and the attachments provided at the June 21, 2022 and March 7, 2023 City Council meetings regarding the Chamber of Commerce.

Recommended Action
Receive the report on previously presented Chamber of Commerce related information.

Discussion
An informational item was provided to Council at the March 7, 2023 agenda responding to City Council questions raised during the June 21, 2022 meeting regarding Cupertino Chamber of Commerce.

During the meeting on March 7, 2023, City Councilmembers Moore Chao requested a future agenda item to discuss the Chamber of Commerce attachments provided at the June 21, 2022 City Council meeting. No Council direction is requested regarding this item at this time.

Sustainability Impact
No sustainability impact.

Fiscal Impact
No fiscal impact.
_____________________________________
Prepared by: Tina Kapoor, Economic Development Manager
Reviewed by: Christopher D. Jensen, City Attorney
Matt Morley, Assistant City Manager
Approved for Submission by: Pamela Wu, City Manager
Attachments:

A – June 21, 2022 Staff Report
B – March 7, 2023 Memorandum
C -- Payments to Chamber January 1, 2015 - April 1, 2022 D – Festivals: City Fees Waived & City Expenses
E – Reservations for Meeting Space at City Facilities
F – AP Report (Including Chamber Contract Payment)
G – I love Cupertino Invoices
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CITY COUNCIL STAFF REPORT
Meeting: June 21, 2022
Subject
Consider Accounts Payable report ending December 20, 2021 and approval of Accounts Payable report.

Recommended Action
Receive report and adopt Resolution No. 22-015 accepting Accounts Payable for the period ending December 20, 2021. (Attachment E)
Discussion
On March 15, 2022, City Council directed staff to provide a report on all payments made by the City to the Cupertino Chamber of Commerce (Chamber) since 2015. Staff reviewed payments and support provided to the Chamber within the same timeframe and categorized them under payments, festivals, and meeting space. Details on payments in these categories are included as Attachments A, B, and C respectively.

A brief overview of the payments follows:

1. Payments
The City has paid the Chamber a total of $218,197.91 for the period from January 1, 2015 to March 1, 2022. The table below shows the breakdown of costs per year in this timeframe.

Fiscal Year Payment Amount Payment Description
FY 14-15
(Starting January
1, 2015)
$10,425.00 • $8,000 annual partnership
• $2,425 registrations for events
(State Of The City (SOTC),
Legislative Action Committee
(LAC), Lunar New Year Luncheon,
etc)
FY 15-16 $20,485.00 • $16,000 annual partnership
• $1,305 membership fee
• $1,680 event registrations (SOTC,
LAC)
• $1,500 Dining & Entertainment
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Guide
FY 16-17 $25,215.00• $16,000 annual partnership • $1,450 membership fee • $1,275 event registrations (SOTC, LAC)
•$5,990 Full-Page ads in Business
Directory
• $500 Food Truck Coordination
FY 17-18 $22,445.00• $16,000 annual partnership • $1,450 membership fee • $2,995 Full-Page ads in Business Directory
•$2,000 QCC and Memorial Park
rental refund
FY 18-19$50,720.47• $16,000 annual partnership • $1,450 membership fee • $30,215 I Love Cupertino (ILC )
project
•$1,200 food truck coordination
•$555 permits for neighborhood
events
• $500 for food permit consulting
services
•$800 QCC and Community Hall
rental refund
FY 19-20$51,904.31•$16,000 annual partnership
•$1,500 membership fee
•$560 registrations for event
registrations (LAC, Food and Wine
pre-sale bundle)
• $500 Bobatino • $5,990 Business Directory • $25,174.31 ILC project • $2,180 QCC rental refund FY 20-21$27,503.13•$16,000 annual partnership
•$1,500 membership fee
•$222.50 materials and registrations
for events (Lunar New Year, Thai
New Year)
•$9,780.63 ILC project
FY 21-22
(As of March 1,
2022)
$9,500• $8,000 annual partnership • $1,500 membership fee TOTAL $218,197.91
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Payments made for invoices received from the Chamber in the above timeframe have ranged from $9,500 to $51,904.31 for the annual partnership, membership fee, meeting registrations, various coordination efforts, rental deposit refunds, and I Love Cupertino. A list of all invoices is included with this report as Attachment A.

2. Festivals
As part of the budget approval process each fiscal year, Council approves costs associated with third-party festivals that the City supports and waives related fees. Attachment B highlights the breakdown of Council-approved amounts for festivals for the period ranging from FY 15-16 to FY 21-22. Amounts shown in table below represent what was approved by Council to support Chamber festivals, except in FY 20-21 when all festivals were cancelled.

Fiscal Year Fees Waived Cost to the City
FY 15-16 $4,212.25 $1,320.07
FY 16-17 $4,212.25 $1,320.07
FY 17-18 $12,159 $4.819
FY 18-19 $15,069 $6,135
FY 19-20 $15,451 $3,816
FY 20-21* N/A N/A
FY 21-22 $15,111 $7,770
TOTAL $91,396.64
* All events scheduled for FY 20-21 were cancelled due to the pandemic, hence there were no actual City fees waived or costs to the City for these events during that year.

3. Meeting Space
In addition, City staff reserved space in City facilities for Chamber meetings and therefore no fee was charged to the Chamber. Based on the reservation records, it appears that most of these meetings were for the Chamber’s Legislative Action Committee (LAC) that often covered Cityoriented topics and were regularly used by City staff as an outreach mechanism to connect with the business community. A list of these reservations is highlighted in Attachment C. Assuming that the City had chosen to apply the non-profit rate for these meetings, the imputed cost is between $90 to $495 per year as shown in the table below.

Year Stated Purpose Fee if Booked as Non-Profit
2015 City/Chamber event (1 meeting) $270
2016 City/Chamber event, LAC (6
meetings)
$375
2017 LAC (11 meetings) $495
2018 LAC (7 meetings) $315
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2019 LAC (11 meetings) $495
2020 LAC (2 meetings) $90
2021 N/A $0
2022 N/A $0
TOTAL $2,040
I Love Cupertino
In 2018, the City partnered with the Chamber to launch the I Love Cupertino program. While intended to serve as a state-of-the-art digital portal for visitors and the community to support small businesses, the program has been underutilized and still has not reached its full potential.

Staff is considering proven models from other cities that can be replicated in order to revamp this program. The focus will be to benefit small businesses by serving as an online marketplace and showcase Cupertino as a destination for visitors and the community. Modifications to the existing platform will allow new customers to discover and support local and small businesses and visitors and the community to access information about Cupertino.

The pandemic has proven that it is important for organizations and businesses to amplify their digital presence to connect with broader audiences. Taking lessons from the existing program and applying known successful methodologies, the program can achieve better outcomes and be more widely utilized.

The amounts paid by the City for I Love Cupertino program are shown in table below. These costs include design and development of the platform and concept implementation during program launch, as well ongoing cost for database subscription, website hosting and website maintenance. There have not been any invoices submitted or payments made for the program since July 1, 2021.

Fiscal Year Cost
FY 17-18 $30,215
- Logo concept and design
- Program implementation
- Data subscription
- Website concept, design, layout
and deployment
- Domains
- Social media content
FY 18-19 $25,175
- Data subscription
- Website hosting
- Website Maintenance
FY 19-20 $5,556
- Member management
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subscription for business directory
(Membee)
FY 20-21 $4,224
- Member management
subscription for business directory
(Membee)
FY 21-22 $0
Total $65,170
Next Steps
With the objective of enhancing the review and tracking of invoicing, payments, and deliverables between the City and the Chamber, staff is negotiating a future scope of work with the Chamber of Commerce. This future agreement will delineate the terms of engagement including reporting requirements. The scope of work will include topics such as business assistance, marketing and promotions, and hosting events and meetings. The agreement will also outline proper payments for meeting space at City facilities and set parameters around City staff time to be utilized only when aligned with City priorities and related activities.

Finally, once the details of the modified I love Cupertino program are defined, the maintenance and operation could also be included as part of the future ongoing agreement with the Chamber.

Sustainability Impact
No sustainability impact.

Fiscal Impact
There is no fiscal impact from receiving this report. The first of two $8,000 payments for this year has been made to the Chamber and is reflected in the Accounts Payable Report for the period ending December 20, 2021. The second payment will be made once an agreed upon MOU is established. The funds have already been budgeted so no further appropriations are needed at this time. Accepting the Accounts Payable for the period ending in December 20, 2021 will meet requirements set forth for the City Treasurer for check issuance (per Resolution No. 5939).
_____________________________________
Prepared by: Tina Kapoor, Economic Development Manager
Reviewed by: Chris Jensen, City Attorney
Dianne Thompson, Assistant City Manager
Katy Nomura, Deputy City Manager
Approved for Submission by: Jim Throop, City Manager
Attachments:

A – Payments to Chamber January 1, 2015 - April 1, 2022 B – Festivals: City Fees Waived & City Expenses
C – Reservations for Meeting Space at City Facilities
D – Draft Resolution
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E – AP Report (Including Chamber Contract Payment)
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CITY COUNCIL INFORMATIONAL MEMORANDUM
Date: March 7, 2023
To: Cupertino City Council
From: Pamela Wu, City Manager
Re: Response to Council Inquiries
Background: On June 21, 2022, Councilmembers Chao and Moore moved to provide the following direction to staff:

Bring back a future agenda item for a study session to review past partnership and support for Cupertino Chamber of Commerce and discuss options of future partnership with the Chamber.

Staff is working on drafting an agreement with the Chamber of Commerce. Responses to the remaining items numbered 1 ‐ 10 are included in this memorandum.

Including information:

1. Information on other cities and their relationship with Chamber In 2022, staff conducted research on 10 cities in the County and their relationship with the local Chamber of Commerce. All cities surveyed have partnerships with their Chambers. Only 4 out of the 10 cities surveyed had a formal agreement in place. Some cities have one‐time agreements with their Chamber for specific projects. Funds provided to the Chambers in various cities have ranged from $295 to $1,461,601 annually.

The following table shows the details on the partnership other cities in Santa Clara County currently have in place with their Chambers.
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City Chamber
Partnership
(Yes/No)
Payment
Amount to
Chamber
(annually)
Type of
Agreement
Additional Details
Campbell Yes $295
membership fee
No formal
agreement
Annual membership
Gilroy Yes $200,000 Formal agreement
in place until FY
19‐20
Collaborated on the Welcome
Center. City paid the Chamber
$200,000 annually for the
Economic Development
Corporation function until FY 19‐

20. Gilroy Yes $15,000‐$20,000 No formal
agreement
The Chamber facilitated business
grants for the City and were paid
15% of each approved
application.

Los Gatos Yes $60,000   Formal agreement Chamber operates the Visitor Center as well as Leadership Los
Gatos
Milpitas Yes $1,000
membership fee
No formal
agreement
Chamber partners on economic
development projects. Chamber
representative serves on the
Economic Development Trade
Commission
Morgan
Hill
Yes $550
membership fee
No formal
agreement
Annual membership plus
support for events and initiatives
Mountain
View
Yes $10,000 (for Tech
Showcase event)
Lease agreement   Chamber leases City‐owned
building for nominal rent. Visitor
Center is also operated by the
Chamber, City covers the rent
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City Chamber
Partnership
(Yes/No)
Payment
Amount to
Chamber
(annually)
Type of
Agreement
Additional Details
San Jose
(these are
one‐time
agreements,
unless
stated
otherwise)
Yes $95,000 in 2009 Formal agreement
with the Hispanic
Chamber of
Commerce in 2009
Chamber to help low to
moderate income entrepreneurs
in the City through
programming and integration of
newly formed businesses with
Business Owner Place online
platform
$50,000 in 2014 Formal agreement
to San Jose Silicon
Valley Chamber of
Commerce in 2014
Chamber to develop a Business
Development Strategy to
support job growth, business
retention, expansion, attraction,
and promote City’s positive
attributes
$76,000 in 2017 Formal
agreements with
the Hispanic
Chamber ($40,000)
and Black
Chamber (36,000)
in 2017.

Ethnic Chambers to provide
technical assistance to small and
ethnic businesses. City is
currently negotiating a new
agreement with the Hispanic
Chamber for FY 22‐23
$50,000 in 2018 Formal agreement
with San Jose
Silicon Valley
Chamber in 2018
Chamber to provide services to
enhance the environment for
small business community,
branding the City, workforce
readiness of residents and meet
with visiting international
business delegations
$100,000 in 2020 Formal agreement
with Black
Chamber of
Commerce
($35,000) and
Hispanic Chamber
of Commerce
($65,000) in 2020
Chamber to raise consciousness
to buy local and focus on
supporting local businesses
impacted by COVID‐19 and
facilitating small businesses
reopening
Santa Clara Yes $1,461,601   Formal agreement
(one‐time) with
Chamber in 2017
Chamber to provide Convention
and Visitors Bureau Services
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City Chamber
Partnership
(Yes/No)
Payment
Amount to
Chamber
(annually)
Type of
Agreement
Additional Details
Saratoga Yes $17,137
membership fee
in 2022
Formal agreement Chamber to provide services for
walk‐in, telephone, email, or fax
requests on tourism &
information materials, city
information & materials,
quarterly report
Sunnyvale Yes $1,000
membership fee
No formal
agreement
Annual membership

2. What other payments are made to contracts which do not have any written agreements? The chamber is the only contract we are aware of that had a verbal agreement.

3. What other payments are made for evergreen contracts, which will continue without any Council approval?
The City’s contract management system (Cobblestone) shows that there are no evergreen contracts.

The City has drafted a new Purchasing Policy, which is being reviewed by staff and the City’s internal auditors for conformance with industry best practices and which will establish procedures for recurring procurement of goods and services from the same vendor. This review will include evergreen contracts. Once staff has completed their review, this policy will be brought to City Council.

4. What process is there to confirm an invoice contains enough information to justify the amount of the invoice?
The City has a multi‐step process for invoice entry and approval.  Department staff are responsible for reviewing the invoice and determining if there is sufficient information to pay. The same staff person enters the invoice and documentation into the City’s financial system and routes it for approval. The invoice is then sent to a Supervisor or Analyst for invoice review and payment approval. This approval includes a review of the invoice for sufficient information for payment.

Once approved the invoice is routed via the City’s financial system for Finance’s review.  This review ensures an invoice is attached, the amount on the invoice and amount entered match and the selected account being billed to is reasonable.
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5. Whether Chamber qualifies for nonprofit fees for facility rental The Cupertino Chamber of Commerce is registered as a nonprofit and has received the nonprofit rental rate for booking City facilities. The Chamber provides the City the IRS 501 c Determination letter per City’s Fee Schedule requirements.

6. What communication methods do we have with all businesses who have Cupertino business licenses?
There are several methods of communication in place for all business license holders in Cupertino including annual renewal notices, email, Business Connect newsletter, Cupertino Scene, and Minimum Wage Mailers.

7. How do we support ALL Cupertino businesses?
The Economic Development Division aims to connect with and support all new, existing, and even prospective businesses in the City. The Division works closely with various City departments including CDD, Administrative Services, IT, and Public Works, as well as external partners such as the SBDC, Chamber, and SVEDA to help understand the needs of our local businesses and share resources with them. In addition to these efforts, Economic Development staff has recently launched several initiatives to provide support to and connect with all businesses in Cupertino including the Cupertino Business Outreach Program, Business Connect Newsletter, and local economy survey, with more programs currently in the pipeline.

8. Liability insurance certificate from Chamber or waiver signed by staff? Liability insurance is not required for groups renting facilities unless alcohol is being served.

Organizations running festivals are required to provide liability insurance, and staff receives this insurance from the Chamber of Commerce.

9. I Love Cupertino contract and subscription and itemized expenses In 2022, City Council had directed staff to provide a report on payments made by the City to the Chamber for I Love Cupertino Program. In 2018, per Council’s direction at the time to develop the program, the City partnered with the Chamber to launch the I Love Cupertino program.

The amounts paid by the City for I Love Cupertino program are shown in the table below. These costs include design and development of the platform and concept implementation during program launch, as well ongoing cost for database subscription, website hosting and website maintenance. There have not been any invoices submitted or payments made for the program since July 1, 2021.
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Fiscal Year Cost
FY 17‐18 $30,215
Logo concept and design
Program implementation
Data subscription
Website concept, design, layout and deployment
Domains
Social media content
FY 18‐19 $25,175
Data subscription
Website hosting
Website Maintenance
FY 19‐20 $5,556
‐     Member management subscription for business directory (Membee) FY 20‐21 $4,224
‐     Member management subscription for business directory (Membee) FY 21‐22 $0
FY 22‐23 $0
Total $65,170

10. Why IT Department did not help build the website
IT was not involved in this project. When this program was created, IT was working on multiple critical projects and would not be able to deliver to meet desired timeline. Therefore, staff did not ask IT to work on this project. Instead, staff partnered with the Chamber of Commerce to design and host the program.

Next Steps: Although the future agenda item added by Councilmember Moore and Councilmember Chao at the June 21 council meeting calls for a study session in order to get answers to the questions in this report, staff has addressed all the questions in detail via this informational memo.  If Council wishes to discuss this further, this can be added as a future agenda item by Council.

Sustainability Impact: No sustainability impact.

Fiscal Impact:  No fiscal impact.
_____________________________________
Prepared by: Tina Kapoor, Economic Development Manager
Reviewed by: Matt Morley, Assistant City Manager
Chris Jensen, City Attorney
Approved for Submission by:  Pamela Wu, City Manager
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Check
TransactionDate
Check
EFT
Number
Vendor Payee Invoice Number Invoice GL Date Invoice Description Item Header Description Item Description Amount GL Account Delimited Full Account Description Full 1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
GeneralServiceAgreement SOC Kristina Alfaro 25.00$
100‐40‐400 600‐605
Materials MeetingExpenses
1/23/2015 680737

CUPERTINO

CHAMBER OF
COMMERCE 2015‐00000168 1/15/2015
State of the City Attendee
Registration
Conferenceand Meeting SOC Jaqui Guzman 25.00$
100‐40‐400 600‐605
Materials MeetingExpenses
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Aarti Shrivastava 25.00$
100‐70‐700 600‐605
Materials MeetingExpenses
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City Attendee
Registration
Conferenceand Meeting SOCGary Chao 25.00$
100‐70‐700 600‐605
Materials MeetingExpenses
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOCAlbert Salvador 25.00$
100‐70‐700 600‐605
Materials MeetingExpenses
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City Attendee
Registration
MeetingExpenses SOC Julia Kinst 25.00$
100‐70‐700 600‐605
Materials MeetingExpenses
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Lisa Taitano 25.00$
100‐40‐400 600‐605
Materials MeetingExpenses
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
MeetingExpenses SOC Carol Atwood 25.00$
100‐60‐601 600‐605
Materials MeetingExpenses
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Councilmember R. Sinks SOC Rod Sinks 25.00$
100‐10‐100 600‐624
MaterialsCouncilmember RSinks
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Councilmember R. Sinks SOC Orrin Mahoney 25.00$
100‐10‐100 600‐624
MaterialsCouncilmember RSinks
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Councilmember R. Sinks SOC Mark Santoro 25.00$
100‐10‐100 600‐624
MaterialsCouncilmember RSinks
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City Attendee
Registration
Councilmember R. Sinks SOC Richard Price 25.00$
100‐10‐100 600‐624
MaterialsCouncilmember RSinks
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Gilbert Wong 25.00$
100‐10‐100 600‐627
MaterialsCouncilmember G.Wong

ATTACHMENT A
92 1
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92 of 428
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Barry Chang 25.00$
100‐10‐100 600‐630
MaterialsCouncilmember B.Chang
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Darcy Paul 25.00$
100‐10‐100 600‐625
MaterialsCouncilmemberDarcy Paul
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Savita Vaidhyanathan 25.00$
100‐10‐100 600‐628
MaterialsCouncilmemberSavita Vaihysnatha
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Ryan Roman 25.00$
100‐80‐800 600‐629
MaterialsConference andTraining
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Cheri Donnelly 25.00$
100‐80‐800 600‐629
MaterialsConference and
Training
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Chris Mertens 25.00$
100‐80‐800 600‐629
MaterialsConference andTraining
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Mariyah Serratos 25.00$
610‐34‐310 600‐629
MaterialsConference and
Training
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Timm Borden 25.00$
100‐80‐800 600‐629
MaterialsConference and
Training
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Roger Lee 25.00$
100‐80‐800 600‐629
MaterialsConference and
Training
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOCRick Kitson 25.00$
100‐30‐300 600‐629
MaterialsConference andTraining
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOCLisa MM 25.00$
100‐30‐300 600‐629
MaterialsConference and
Training
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Colleen Winchester 25.00$
100‐15‐141 600‐629
MaterialsConference andTraining
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Carol Korade 25.00$
100‐15‐141 600‐629
MaterialsConference and
Training
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Louis Sarmiento 25.00$
100‐15‐141 600‐629
MaterialsConference andTraining
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Cheryl Mannix‐Smith 25.00$
100‐15‐141 600‐629
MaterialsConference and
Training

ATTACHMENT A
93 2
CC 03-21-2023
93 of 428
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Sara Johnson 25.00$
100‐15‐141 600‐629
MaterialsConference and
Training
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Kirsten Squarcia 25.00$
100‐13‐130 600‐629
MaterialsConference andTraining
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Erin Cooke 25.00$
100‐12‐122 600‐629
MaterialsConference and
Training
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Michela Gentile 25.00$
100‐12‐122 600‐629
MaterialsConference andTraining
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Angela Tsui 25.00$
100‐12‐125 600‐629
MaterialsConference and
Training
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Grace Schmidt 25.00$
100‐13‐130 600‐629
MaterialsConference andTraining
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
GeneralServiceAgreement SOC Michelle Combs 25.00$
100‐31‐307 700‐702
Contract ServicesGeneral ServiceAgreement
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
GeneralServiceAgreement SOC Robert Kim 25.00$
100‐31‐307 700‐702
Contract Services
General ServiceAgreement
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
GeneralServiceAgreement SOC Lauren Fink 25.00$
100‐31‐307 700‐702
Contract ServicesGeneral ServiceAgreement
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
GeneralServiceAgreement SOC Camera Person 25.00$
100‐31‐307 700‐
702
Contract ServicesGeneral ServiceAgreement
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
GeneralServiceAgreement SOC Bobby Chastain 25.00$
100‐31‐307 700‐702
Contract ServicesGeneral Service
Agreement
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC David Brandt 25.00$
100‐12‐120 600‐629
MaterialsConference and
Training
1/23/2015 680737

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000168 1/15/2015
State of the City AttendeeRegistration
Conferenceand Meeting SOC Karen Guerin 25.00$
100‐12‐120 600‐629
MaterialsConference and
Training
1/30/2015 680854

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000318 1/28/2015 SOC Additional Attendee's Conferenceand Meeting SOC Nidhi Mathur 25.00$
100‐30‐300 600‐
629
MaterialsConference and
Training
1/30/2015 680854

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000318 1/28/2015 SOC Additional Attendee's Councilmember R. Sinks SOC Evan Low Representative 25.00$ 100‐10‐100 600‐624
MaterialsCouncilmember RSinks

ATTACHMENT A
94 3
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94 of 428
1/30/2015 680854

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000318 1/28/2015 SOC Additional Attendee's Councilmember R. Sinks
SOC Evan Low Second
Representative 25.00$
100‐10‐100 600‐624
MaterialsCouncilmember RSinks
1/30/2015 680854

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000318 1/28/2015 SOC Additional Attendee's Councilmember R. Sinks SOC Jim Beal representative 25.00$ 100‐10‐100 600‐624
MaterialsCouncilmember RSinks
2/13/2015 681093

CUPERTINO
CHAMBER OFCOMMERCE 5623 2/12/2015
2nd installment of Annual
Contract for July 2014‐June2015
Chamber ofCommerce
2nd installment of Annual
Contract for July 2014‐June 2015 8,000.00$
100‐12‐125 600‐613
Materials GeneralSupplies
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year Luncheon
Registration Attendees
Councilmember B. Chang LNYL Barry Chang Registration 50.00$ 100‐10‐100 600‐
630
MaterialsCouncilmember B.

Chang
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year Luncheon
Registration Attendees
Councilmember G. Wong LNYL Gilbert Wong Registration 50.00$ 100‐10‐100 600‐627
MaterialsCouncilmember G.Wong
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year Luncheon
Registration Attendees
MeetingExpenses
LNYL Aarti ShrivastavaRegistration 50.00$
100‐70‐700 600‐
605
Materials MeetingExpenses
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year Luncheon
Registration Attendees
Councilmember R. Sinks LNYL Rod Sinks Registration 50.00$ 100‐10‐100 600‐624
MaterialsCouncilmember RSinks
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year Luncheon
Registration Attendees
Conferenceand Meeting LNYL Carol Korade Registration 50.00$ 100‐15‐141 600‐629
MaterialsConference and
Training
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year Luncheon
Registration Attendees
Conferenceand Meeting
LNYL Colleen WinchesterRegistration 50.00$
100‐15‐141 600‐629
MaterialsConference and
Training
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year LuncheonRegistration Attendees
Conferenceand Meeting
LNYL Cheryl Mannix‐SmithRegistration 50.00$
100‐15‐141 600‐
629
MaterialsConference and
Training
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year Luncheon
Registration Attendees
Conferenceand Meeting
LNYL Louis Sarmiento
Registration 50.00$
100‐15‐141 600‐629
MaterialsConference and
Training
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year Luncheon
Registration Attendees
Conferenceand Meeting LNYL Savita Registration 50.00$
100‐10‐100 600‐628
MaterialsCouncilmemberSavita Vaihysnatha
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year Luncheon
Registration Attendees
Conferenceand Meeting LNYL Karen Guerin Registration 50.00$ 100‐12‐120 600‐629
MaterialsConference and
Training
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year Luncheon
Registration Attendees
Conferenceand Meeting LNYL David Brandt Registration 50.00$ 100‐12‐120 600‐629
MaterialsConference and
Training
2/27/2015 681288

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000516 2/20/2015
Lunar New Year Luncheon
Registration Attendees
Conferenceand Meeting LNYL Grace Schmidt Registration 50.00$ 100‐13‐130 600‐629
MaterialsConference and
Training

ATTACHMENT A
95 4
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95 of 428
3/27/2015 681711

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000825 3/25/2015 STAR awards 2015 Conferenceand Meeting Savita STAR Awards 100.00$
100‐10‐100 600‐628
MaterialsCouncilmemberSavita Vaihysnatha
3/27/2015 681711

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000825 3/25/2015 STAR awards 2015 Conferenceand Meeting David Brandt STAR Awards 100.00$
100‐12‐120 600‐629
MaterialsConference and
Training
3/27/2015 681711

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000825 3/25/2015 STAR awards 2015 Conferenceand Meeting Carol Atwood STAR Awards 100.00$
100‐60‐601 600‐629
MaterialsConference and
Training
3/27/2015 681711

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000825 3/25/2015 STAR awards 2015 Councilmember B. Chang Barry Chang STAR Awards 100.00$
100‐10‐100 600‐630
MaterialsCouncilmember B.Chang
3/27/2015 681711

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000825 3/25/2015 STAR awards 2015 Conferenceand Meeting Darcy Paul STAR awards 100.00$
100‐10‐100 600‐625
MaterialsCouncilmemberDarcy Paul
3/27/2015 681711

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000825 3/25/2015 STAR awards 2015 Councilmember R. Sinks Rod Sinks 100.00$
100‐10‐100 600‐624
MaterialsCouncilmember RSinks
3/27/2015 681711

CUPERTINO
CHAMBER OFCOMMERCE 2015‐00000825 3/25/2015 STAR awards 2015 Councilmember G. Wong Gilbert Wong STAR Awards 100.00$
100‐10‐100 600‐
627
MaterialsCouncilmember G.Wong
7/24/2015 684095
CUPERTINOCHAMBER OFCOMMERCE 70715 6/30/2015
Accrual FY14‐15 Dining andEntertainment Guide
Printing and
Duplicating
Dining and Entertainment Guidefor Economic Development 1,000.00$ 100‐12‐125 600‐602
Materials Printingand Duplication
9/4/2015 685088
CUPERTINOCHAMBER OFCOMMERCE 6207 9/4/2015
1st Install Annual Contract
7/1/15 ‐ 6/30/16
GeneralSupplies
1st Install Annual Contract
7/1/15 ‐ 6/30/16 8,000.00$
100‐71‐705 600‐
613
Materials GeneralSupplies
9/18/2015 685341
CUPERTINOCHAMBER OFCOMMERCE 6390 9/18/2015 Membership 10/15‐9/16 Membershipand Dues Membership 10/15‐9/16 1,305.00$
100‐71‐705 600‐613
Materials GeneralSupplies
12/23/2015 687155
CUPERTINOCHAMBER OFCOMMERCE 6222 12/23/2015
Fee‐Dining/Entertainmentguide 2015
GeneralServiceAgreement Chamber Dining/Ent. Guide 2015 500.00$ 580‐63‐620 600‐
613
Materials GeneralSupplies
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon MeetingExpenses Kristina Alfaro 30.00$
100‐40‐400 600‐605
Materials MeetingExpenses
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon MeetingExpenses Lisa Taitano 30.00$
100‐40‐400 600‐605
Materials MeetingExpenses
2/5/2016 687772

CUPERTINOCHAMBER OF
COMMERCE 6693 2/5/2016 2016 State of the City Luncheon
GeneralSupplies Gilbert Wong 30.00$
100‐10‐100 600‐627
MaterialsCouncilmember G.Wong
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon MeetingExpenses Piu Ghosh 30.00$
100‐70‐700 600‐605
Materials MeetingExpenses

ATTACHMENT A
96 5
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96 of 428
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon GeneralSupplies Rod Sinks 30.00$
100‐10‐100 600‐624
MaterialsCouncilmember RSinks
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon GeneralSupplies Darcy Paul 30.00$
100‐10‐100 600‐625
MaterialsCouncilmemberDarcy Paul
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon MeetingExpenses Aarti Shrivastava 30.00$
100‐70‐700 600‐605
Materials MeetingExpenses
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon MeetingExpenses Angela Tsui 30.00$
100‐71‐705 600‐605
Materials MeetingExpenses
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Carol Atwood 30.00$
100‐60‐601 600‐629
MaterialsConference and
Training
2/5/2016 687772

CUPERTINOCHAMBER OF
COMMERCE 6693 2/5/2016 2016 State of the City Luncheon
Conferenceand Meeting Robert Kim 30.00$
100‐30‐300 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Michelle Combs 30.00$
100‐30‐300 600‐629
MaterialsConference and
Training
2/5/2016 687772

CUPERTINOCHAMBER OF
COMMERCE 6693 2/5/2016 2016 State of the City Luncheon
Conferenceand Meeting Rick Kitson 30.00$
100‐30‐300 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Cheryl Mannix‐Smith 30.00$
100‐15‐141 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Colleen Winchester 30.00$
100‐15‐141 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Sara Johnson 30.00$
100‐15‐141 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Timm Borden 30.00$
100‐80‐800 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Karen Guerin 30.00$
100‐40‐400 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Rachelle Sander 30.00$
100‐62‐608 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Albert Salvador 30.00$
100‐73‐713 600‐629
MaterialsConference and
Training

ATTACHMENT A
97 6
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97 of 428
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Roger Lee 30.00$
100‐80‐800 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Chris Mertens 30.00$
100‐80‐800 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Cheri Donnelly 30.00$
100‐80‐800 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Ryan Roman 30.00$
100‐80‐800 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Grace Schmidt $ 30.00
100‐13‐130 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Kirsten Squarcia 30.00$
100‐13‐130 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Misty Mersich 30.00$
100‐12‐122 600‐
629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Jaqui Guzman 30.00$
100‐12‐120 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Erin Cooke 30.00$
100‐12‐120 600‐
629
MaterialsConference and
Training
2/5/2016 687772

CUPERTINOCHAMBER OF
COMMERCE 6693 2/5/2016 2016 State of the City Luncheon
Conferenceand Meeting David Brandt 30.00$
100‐12‐120 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6693 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Rick Sung 30.00$
100‐12‐120 600‐629
MaterialsConference andTraining
2/5/2016 687772

CUPERTINOCHAMBER OF
COMMERCE 6727 2/5/2016 2016 State of the City Luncheon
Conferenceand Meeting Katy Nomura 30.00$
100‐12‐122 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6727 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Chelsea Biklen 30.00$
100‐12‐122 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6727 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Lauren Sapudar 30.00$
100‐13‐130 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6727 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Randy Hom 30.00$
100‐15‐141 600‐629
MaterialsConference and
Training

ATTACHMENT A
98 7
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98 of 428
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6727 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Lisa Maletis‐Massey 30.00$
100‐30‐300 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6727 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Gail Seeds 30.00$
100‐60‐601 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6727 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Liz Nunez 30.00$
100‐60‐601 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6727 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Lauren Dickinson 30.00$
100‐80‐800 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6727 2/5/2016 2016 State of the City Luncheon GeneralSupplies Savita Vaidhyanathan $ 30.00
100‐10‐100 600‐628
MaterialsCouncilmemberSavita Vaihysnatha
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6727 2/5/2016 2016 State of the City Luncheon MeetingExpenses Laura Miyakawa 30.00$
100‐40‐400 600‐605
Materials MeetingExpenses
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6760 2/5/2016 2016 State of the City Luncheon MeetingExpenses Maria Jimenez 30.00$
100‐40‐400 600‐605
Materials MeetingExpenses
2/5/2016 687772

CUPERTINOCHAMBER OF
COMMERCE 6760 2/5/2016 2016 State of the City Luncheon
Conferenceand Meeting Colleen Lettire 30.00$
100‐30‐300 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6760 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Pete Coglianese 30.00$
100‐30‐300 600‐629
MaterialsConference andTraining
2/5/2016 687772

CUPERTINOCHAMBER OF
COMMERCE 6760 2/5/2016 2016 State of the City Luncheon
Conferenceand Meeting Rei Delgado 30.00$
100‐30‐300 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6760 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Jason Bisely 30.00$
100‐30‐300 600‐629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6760 2/5/2016 2016 State of the City Luncheon Mayor's Fund Amanda Williamsen 30.00$ 100‐10‐100 600‐637
Materials Mayor'sFund
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6760 2/5/2016 2016 State of the City Luncheon Mayor's Fund David Denny 30.00$ 100‐10‐100 600‐637
Materials Mayor'sFund
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6760 2/5/2016 2016 State of the City Luncheon Conferenceand Meeting Toni Oasay‐Anderson 30.00$
100‐12‐120 600‐
629
MaterialsConference and
Training
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6769 2/5/2016
2nd Installment of the AnnualContract with City of Cupertino GeneralSupplies
2nd Installment of the AnnualContract with City of Cupertino 8,000.00$ 100‐71‐705 600‐613
Materials GeneralSupplies

ATTACHMENT A
99 8
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99 of 428
2/5/2016 687772
CUPERTINOCHAMBER OFCOMMERCE 6778 2/5/2016 State of the City Luncheon Mayor's Fund Teen Video Contest Winners 240.00$ 100‐10‐100 600‐637
Materials Mayor'sFund
10/7/2016 702584
CUPERTINOCHAMBER OFCOMMERCE 7348 10/3/2016
1ST INSTALLMENT OF THE

ANNUAL CONTRACT WITH CITYOF CUPERTINO
GeneralSupplies
1ST INSTALLMENT OF THE
ANNUAL CONTRACT WITH CITYOF CUPERTINO 8,000.00$
100‐71‐705 600‐
613
Materials GeneralSupplies
10/7/2016 702584

CUPERTINOCHAMBER OF
COMMERCE 7378 10/3/2016
2016 AUGUST LAC MEETING ‐ JACQUI GUZMAN
Conferenceand Meeting
2016 AUGUST LAC MEETING ‐ JACQUI GUZMAN 15.00$
100‐12‐120 600‐629
MaterialsConference and
Training
12/2/2016 703693
CUPERTINOCHAMBER OFCOMMERCE 7467 11/21/2016
Cup Chamber Membership10/1/16‐9/30/17
Membershipand Dues
Cup Chamber Membership10/1/16‐9/30/17 1,450.00$
100‐71‐705 600‐
613
Materials GeneralSupplies
2/3/2017 706223

CUPERTINOCHAMBER OF
COMMERCE 7937 2/1/2017
2nd Installation of the Annual
Contract with Cupertino
GeneralSupplies
2nd Installation of the Annual
Contract with Cupertino 8,000.00$
100‐71‐705 600‐613
Materials GeneralSupplies
3/10/2017 706846
CUPERTINOCHAMBER OFCOMMERCE 8061 3/2/2017 2017 State of City Address Conferenceand Meeting 2017 State of City 90.00$
100‐70‐700 600‐
605
Materials MeetingExpenses
3/10/2017 706846
CUPERTINOCHAMBER OFCOMMERCE 8061 3/2/2017 2017 State of City Address Conferenceand Meeting 2017 State of City Address 120.00$ 100‐10‐100 600‐629
MaterialsConference and
Training
3/10/2017 706846
CUPERTINOCHAMBER OFCOMMERCE 8061 3/2/2017 2017 State of City Address Conferenceand Meeting 2017 State of City Address 180.00$ 100‐12‐120 600‐629
MaterialsConference and
Training
3/10/2017 706846

CUPERTINOCHAMBER OF
COMMERCE 8061 3/2/2017 2017 State of City Address
Conferenceand Meeting 2017 State of City 330.00$
610‐30‐300 600‐601
Materials GeneralOffice Supplies
3/10/2017 706846
CUPERTINOCHAMBER OFCOMMERCE 8061 3/2/2017 2017 State of City Address Conferenceand Meeting 2017 State of City 150.00$
100‐80‐800 600‐
629
MaterialsConference and
Training
3/10/2017 706846

CUPERTINOCHAMBER OF
COMMERCE 8061 3/2/2017 2017 State of City Address
Conferenceand Meeting 2017 State of City 30.00$
100‐61‐602 600‐629
MaterialsConference and
Training
3/10/2017 706846
CUPERTINOCHAMBER OFCOMMERCE 8061 3/2/2017 2017 State of City Address Conferenceand Meeting 2017 State of City 60.00$
100‐60‐601 600‐629
Materials
Conference and
Training
3/10/2017 706846

CUPERTINOCHAMBER OF
COMMERCE 8061 3/2/2017 2017 State of City Address
Conferenceand Meeting 2017 State of City Address 90.00$ 100‐13‐130 600‐629
MaterialsConference and
Training
3/10/2017 706846
CUPERTINOCHAMBER OFCOMMERCE 8061 3/2/2017 2017 State of City Address Conferenceand Meeting 2017 State of City 120.00$
100‐40‐400 600‐629
MaterialsConference andTraining
3/10/2017 706846

CUPERTINOCHAMBER OF
COMMERCE 8083 3/2/2017 2017 State of City
Conferenceand Meeting 2017 State of City 30.00$
100‐12‐120 600‐629
MaterialsConference and
Training
ATTACHMENT A 9
100
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100 of 428
3/10/2017 706846
CUPERTINOCHAMBER OFCOMMERCE 8083 3/2/2017 2017 State of City Conferenceand Meeting 2017 State of City 30.00$
610‐30‐300 600‐601
Materials GeneralOffice Supplies
3/10/2017 706846
CUPERTINOCHAMBER OFCOMMERCE 8088 3/2/2017 2017 State of City Conferenceand Meeting 2017 State of City 30.00$
100‐70‐700 600‐605
Materials MeetingExpenses
4/21/2017 707641
CUPERTINOCHAMBER OFCOMMERCE 8203 4/17/2017 Food Truck Coordination Earth Day Food Truck Coordination 500.00$ 100‐12‐122 600‐619
MaterialsAdvertising andLegal Notices
4/21/2017 707641
CUPERTINOCHAMBER OFCOMMERCE 8254 4/17/2017
2 full page ads in 2017 BizDirectory Full page ad in CoC Biz Dir ‐ 2017 2,995.00$ 100‐12‐122 600‐619
MaterialsAdvertising andLegal Notices
4/21/2017 707641
CUPERTINOCHAMBER OFCOMMERCE 8254 4/17/2017
2 full page ads in 2017 Biz
Directory Full page ad in CoC Biz Dir 2,995.00$
520‐81‐801 700‐702
Contract ServicesGeneral ServiceAgreement
11/3/2017 711408
CUPERTINOCHAMBER OFCOMMERCE 8255 10/12/2017
2017 Business Directory Full‐
Page Ad
Advertising &Legal Notice
2017 Business Directory Full‐
Page Ad 2,995.00$
100‐71‐705 700‐702
Contract ServicesGeneral ServiceAgreement
11/3/2017 711408

CUPERTINOCHAMBER OF
COMMERCE 8632 10/12/2017
First Installment of AnnualContract Membership
First Installment of AnnualContract 8,000.00$
100‐71‐705 700‐701
Contract ServicesTraining andInstruction
11/3/2017 711521
Cupertino
Chamber ofCommerce 1439787 11/2/2017 QCC Rental Refunds QCC RentalRefunds NULL 1,000.00$ 580 200‐208
Accounts Payableand Other LiabilitiesRecreation RefundA/P 4/20/2018 714302

CUPERTINOCHAMBER OF
COMMERCE 9301 4/18/2018
2nd Installment of Annual
Contract
Training and
Instruction
2nd Installment of AnnualContract 8,000.00$
100‐71‐705 700‐701
Contract ServicesTraining and
Instruction
4/27/2018 714399
CUPERTINOCHAMBER OFCOMMERCE 8772 4/19/2018 Chamber Membership fee Membershipand Dues Chamber Membership fee 1,450.00$
100‐71‐705 600‐613
Materials GeneralSupplies
5/25/2018 714938
Cupertino
Chamber ofCommerce 595007 5/22/2018
Refund deposit for Holi Festivalat Memorial Park 4/8/18 QCC RentalRefunds
Refund deposit for Holi Festivalat Memorial Park 4/8/18 1,000.00$ 580 200‐208 Accounts Payableand Other LiabilitiesRecreation RefundA/P 7/6/2018 715730
CUPERTINOCHAMBER OFCOMMERCE 41618 6/30/2018
Accrual FY17‐18‐ I loveCupertino Project
WebsiteServices
Accrual FY17‐18‐ I love CupertinoProject 5,000.00$
100‐12‐120 700‐702
Contract ServicesGeneral ServiceAgreement
8/3/2018 716393

CUPERTINOCHAMBER OF
COMMERCE 72618 7/23/2018
alcohol permit forneighborhood events
GeneralSupplies
alcohol permit for neighborhoodevents 300.00$
100‐62‐640 600‐613
Materials GeneralSupplies

ATTACHMENT A
10 101
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9/7/2018 717029
CUPERTINOCHAMBER OFCOMMERCE 10048 9/5/2018 Cupertino Food and Wine Stroll Special Events Cupertino Food and Wine Stroll 255.00$ 100‐71‐705 600‐635
Materials SpecialDepartmental Exp
9/7/2018 717029
CUPERTINOCHAMBER OFCOMMERCE 10089 9/5/2018
Chamber Annual MembershipDues 2018
Membershipand Dues
Chamber Annual MembershipDues 2018 1,450.00$
100‐71‐705 700‐701
Contract ServicesTraining and
Instruction
9/7/2018 717029
CUPERTINOCHAMBER OFCOMMERCE 9840 9/5/2018
1st Installment of Annual
Contract FY 2018‐19
ContractServices
1st Installment of AnnualContract FY2018‐19 8,000.00$
100‐71‐705 700‐702
Contract ServicesGeneral ServiceAgreement
10/5/2018 717439
CUPERTINOCHAMBER OFCOMMERCE 10152 10/1/2018
Consulting Services for FoodPermit from Chamber ofCommerce Bobatino Consulting Services for FoodPermit from Chamber of
Commerce 500.00$
100‐10‐100 600‐
635
Materials SpecialDepartmental Exp
11/16/2018 718189
Cupertino
Chamber ofCommerce 267 11/8/2018
Refund for Community Hallsecurity deposit, 10.22.18,
P#R267
QCC RentalRefunds
Refund for Community Hallsecurity deposit, 10.22.18,
P#R267 500.00$ 100 200‐208
Accounts Payableand Other LiabilitiesRecreation RefundA/P 2/22/2019 719396
CUPERTINOCHAMBER OFCOMMERCE 10727 2/19/2019
Food truck coordination for
Earth Day event Earth Day
Food truck coordination for Earth
Day event 600.00$
520‐81‐801 700‐702
Contract ServicesGeneral ServiceAgreement
3/8/2019 719566
CUPERTINOCHAMBER OFCOMMERCE 10542 3/4/2019
2nd Installment of the AnnualContract with City
Chamber ofCommerce
2nd Installment of the AnnualContract with City 8,000.00$ 100‐12‐705 600‐
613
Materials GeneralSupplies
3/8/2019 719619
Cupertino
Chamber of
Commerce 18674‐51918 3/5/2019
QCC‐ 11.29.18‐ Social Roomrental 5.19.18 ‐ 11.17.18
QCC RentalRefunds
QCC‐ 11.29.18‐ Social Room
rental 5.19.18 ‐ 11.17.18 300.00$ 100 200‐208
Accounts Payableand Other LiabilitiesRecreation RefundA/P 4/5/2019 719962
CUPERTINOCHAMBER OFCOMMERCE 30119 4/3/2019
Logo, Website Hosting,Database Subscription, WebsiteDesign ContractServices
Logo, Website Hosting, Database
Subscription, Website Design 25,215.47$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
5/24/2019 720699

CUPERTINOCHAMBER OF
COMMERCE 10929 5/20/2019
Food Truck Coordinationthrough Chamber of Commerce Volunteer Fair Food Truck Coordination through
Chamber of Commerce 600.00$
100‐10‐100 600‐637
Materials Mayor'sFund
7/5/2019 721348
CUPERTINOCHAMBER OFCOMMERCE 11076 6/30/2019
FY18‐19 Project (May ChamberLAC Meeting)
ContractServices
FY18‐19 Project (May ChamberLAC Meeting) 20.00$
100‐12‐705 600‐
605
Materials MeetingExpenses
7/5/2019 721348
CUPERTINOCHAMBER OFCOMMERCE 11084 6/30/2019
FY18‐19 Project (I LoveCupertino Virtual Visitor
Website)
ContractServices
FY18‐19 Project (I Love Cupertino
Virtual Visitor Website) 8,204.42$
100‐12‐705 700‐702
Contract Services
General ServiceAgreement
7/5/2019 721348

CUPERTINO

CHAMBER OF
COMMERCE 11182 6/30/2019
FY18‐19 Project (I LoveCupertino Virtual Visitors
Website)
ContractServices
FY18‐19 Project (I Love Cupertino
Virtual Visitors Website) 1,852.21$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement

ATTACHMENT A
11 102
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102 of 428
8/30/2019 722229
CUPERTINOCHAMBER OFCOMMERCE 55700 8/19/2019 Bobatino ‐ Food Permit Bobatino Bobatino ‐ Food Permit fromChamber 500.00$
100‐10‐100 600‐637
Materials Mayor'sFund
10/25/2019 722971
CUPERTINOCHAMBER OFCOMMERCE 11268 10/21/2019
Services ‐ 1st Installment of
Annual Contract with Cupertino
GeneralSupplies
Services ‐ 1st Installment of
Annual Contract with Cupertino 8,000.00$
100‐12‐705 600‐613
Materials GeneralSupplies
10/25/2019 722971
CUPERTINOCHAMBER OFCOMMERCE 11293 10/21/2019
2019 July LAC Meeting (Angela
Tsui, Ben Fu, Kerri Heusler)
MeetingExpenses
2019 July LAC Meeting (AngelaTsui, Ben Fu, Kerri Heusler) 60.00$ 100‐12‐705 600‐605
Materials MeetingExpenses
10/25/2019 722971
CUPERTINOCHAMBER OFCOMMERCE 11344 10/21/2019
2019 August LAC Meeting(Angela, Liang)
Conferenceand Meeting
2019 August LAC Meeting(Angela, Liang) 40.00$
100‐12‐705 600‐
605
Materials MeetingExpenses
10/25/2019 722971
CUPERTINOCHAMBER OFCOMMERCE 11349 10/21/2019 I Love Cupertino Project ContractServices I Love Cupertino Project 2,204.42$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
10/25/2019 722971
CUPERTINOCHAMBER OFCOMMERCE 11418 10/21/2019
2019 Cupertino Food & Wine
Stroll Pre‐Sale Bundle
SpecialDepartmentalExp
2019 Cupertino Food & WineStroll Pre‐Sale Bundle 300.00$ 100‐12‐705 600‐
635
Materials SpecialDepartmental Exp
10/25/2019 722971
CUPERTINOCHAMBER OFCOMMERCE 11446 10/21/2019
Cupertino MembershipInvestment (10/1/19 ‐ 9/30/20)
GeneralSupplies
Cupertino MembershipInvestment (10/1/19 ‐ 9/30/20) 1,500.00$ 100‐12‐705 600‐613
Materials GeneralSupplies
11/1/2019 723133
Cupertino
Chamber ofCommerce 2001618.03 10/29/2019
QCC ‐ 10.18.19 ‐ Memorial ParkField 10.11.19
QCC RentalRefunds
QCC ‐ 10.18.19 ‐ Memorial ParkField 10.11.19 1,000.00$ 100 200‐208 Accounts Payableand Other LiabilitiesRecreation RefundA/P 11/8/2019 723166
CUPERTINOCHAMBER OFCOMMERCE 11623 11/4/2019
2019 November LAC Meeting(Angela, Deb, Jon)
MeetingExpenses
2019 November LAC Meeting(Angela, Deb, Jon) 60.00$
100‐10‐100 600‐629
MaterialsConference and
Training
11/8/2019 723166

CUPERTINOCHAMBER OF
COMMERCE 11624 11/4/2019
2019 Novermber LAC Meeting
(Liang)
MeetingExpenses
2019 November LAC Meeting(Liang) 20.00$
100‐10‐100 600‐629
MaterialsConference and
Training
12/13/2019 723691
Cupertino
Chamber ofCommerce 19531‐111619 12/3/2019
QCC ‐ 11.25.19 ‐ CommunityHall rental 1.16.19 ‐ 11.16.19 QCC RentalRefunds
QCC ‐ 11.25.19 ‐ Community Hallrental 1.16.19 ‐ 11.16.19 500.00$ 100 220‐202 Deposit Liability
Development and
Rent Deposits
12/20/2019 723730

CUPERTINOCHAMBER OF
COMMERCE 11157 12/18/2019
2019 Chamber Business
Directory
ContractServices
2019 Chamber Business
Directory 2,995.00$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
12/20/2019 723730
CUPERTINOCHAMBER OFCOMMERCE 11579 12/18/2019
I Love Cupertino Project ‐ October 2019
ContractServices
I Love Cupertino Project ‐ October 2019 1,852.21$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
12/20/2019 723730

CUPERTINOCHAMBER OF
COMMERCE 11616 12/18/2019
2019 Chamber Business
Directory
Advertising &Legal Notice
2019 Chamber Business
Directory 2,995.00$
100‐12‐122 600‐619
MaterialsAdvertising andLegal Notices

ATTACHMENT A
12 103
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12/20/2019 723730
CUPERTINOCHAMBER OFCOMMERCE 11628 12/18/2019
2019 Novermber LAC Meeting
(Steven)
MeetingExpenses
2019 Novermber LAC Meeting
(Steven) 20.00$
100‐12‐705 600‐605
Materials MeetingExpenses
12/20/2019 723730
CUPERTINOCHAMBER OFCOMMERCE 11638 12/18/2019
I Love Cupertino Project ‐ November 2019
ContractServices
I Love Cupertino Project ‐ November 2019 1,852.21$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
12/20/2019 723730

CUPERTINOCHAMBER OF
COMMERCE 11700 12/18/2019
2019 December LAC Meeting(Angela)
MeetingExpenses
2019 December LAC Meeting
(Angela) 20.00$
100‐12‐705 600‐605
Materials MeetingExpenses
12/20/2019 723730
CUPERTINOCHAMBER OFCOMMERCE 11703 12/18/2019
I Love Cupertino Project ‐ December 2019
ContractServices
I Love Cupertino Project ‐ December 2019 2,602.21$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
4/17/2020 725071

CUPERTINOCHAMBER OF
COMMERCE 11755 4/6/2020
I Love Cupertino Project ‐ January 2020
ContractServices
I Love Cupertino Project ‐ January 2020 1,852.21$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
4/17/2020 725071
CUPERTINOCHAMBER OFCOMMERCE 11769 4/6/2020
2020 January LAC Meeting(Angela)
MeetingExpenses
2020 January LAC Meeting(Angela) 20.00$
100‐12‐705 600‐605
Materials MeetingExpenses
4/17/2020 725071

CUPERTINOCHAMBER OF
COMMERCE 11879 4/6/2020
I Love Cupertino Project ‐ February 2020
ContractServices
I Love Cupertino Project ‐
February 2020 2,152.21$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
4/17/2020 725071
CUPERTINOCHAMBER OFCOMMERCE 11893 4/6/2020
Services ‐ 2nd Installment of
Annual Contract with Cupertino
Membershipand Dues
Services ‐ 2nd Installment of
Annual Contract with Cupertino 8,000.00$
100‐12‐705 600‐
647
MaterialsMemberships andDues
4/17/2020 725071
CUPERTINOCHAMBER OFCOMMERCE 11930 4/6/2020
I Love Cupertino Project ‐ March 2020
ContractServices
I Love Cupertino Project ‐ March2020 2,602.21$
100‐12‐705 700‐702
Contract ServicesGeneral Service
Agreement
5/8/2020 725385
Cupertino
Chamber ofCommerce 2003092.03 4/29/2020
QCC‐ 4.27.20‐ COVID‐19 SIP,
Cupertino Room 5.16.20
QCC RentalRefunds
QCC‐ 4.27.20‐ COVID‐19 SIP,
Cupertino Room 5.16.20 680.00$ 100 200‐208
Accounts Payableand Other LiabilitiesRecreation RefundA/P 7/2/2020 725915
CUPERTINOCHAMBER OFCOMMERCE 11958 6/30/2020
FY19‐20 2020 March LAC Lunch
(Deb, Councilmember)
MeetingExpenses
FY19‐20 2020 March LAC Lunch
(Deb, Councilmember) 60.00$
100‐12‐705 600‐605
Materials Meeting
Expenses
7/2/2020 725915

CUPERTINOCHAMBER OF
COMMERCE 11981 6/30/2020
FY19‐20 I Love CupertinoProject ‐ April 2020
ContractServices
FY19‐20 I Love Cupertino Project ‐
April 2020 1,852.21$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
7/2/2020 725915
CUPERTINOCHAMBER OFCOMMERCE 12094 6/30/2020
FY19‐20 I Love CupertinoProject ‐ May 2020
ContractServices
FY19‐20 I Love Cupertino Project ‐May 2020 1,852.21$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
7/2/2020 725915
CUPERTINOCHAMBER OFCOMMERCE 12129 6/30/2020
FY19‐20 I Love CupertinoProject ‐ June 2020
ContractServices
FY19‐20 I Love Cupertino Project ‐
June 2020 1,852.21$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement

ATTACHMENT A
13 104
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10/2/2020 726637
CUPERTINOCHAMBER OFCOMMERCE 12169 9/29/2020
City Annual Contract ‐ FirstInstallment
GeneralSupplies
City Annual Contract ‐ FirstInstallment 8,000.00$
100‐12‐705 600‐613
Materials GeneralSupplies
10/2/2020 726637
CUPERTINOCHAMBER OFCOMMERCE 12286 9/29/2020
Cupertino MembershipInvestment (10/1/20 ‐ 9/30/21)
GeneralSupplies
Cupertino MembershipInvestment (10/1/20 ‐ 9/30/21) 1,500.00$ 100‐12‐705 600‐613
Materials GeneralSupplies
2/12/2021 727416
CUPERTINOCHAMBER OFCOMMERCE 12492 1/28/2021
I Love Cupertino Project ‐ July
2020 thru December 2020
ContractServices
I Love Cupertino Project ‐ July2020 thru December 2020 2,112.00$ 100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
2/12/2021 727416
CUPERTINOCHAMBER OFCOMMERCE 12533 1/28/2021
Chamber Annual Contract ‐ Second Installment
ContractServices
Chamber Annual Contract ‐ Second Installment 8,000.00$
100‐12‐705 600‐613
Materials GeneralSupplies
2/12/2021 727416

CUPERTINOCHAMBER OF
COMMERCE 12589 1/28/2021
2021 Lunar New YearCelebration Bags (Deb, Angela)
MeetingExpenses
2021 Lunar New YearCelebration Bags (Deb, Angela) 100.00$ 100‐12‐705 600‐605
Materials MeetingExpenses
4/30/2021 727853
CUPERTINOCHAMBER OFCOMMERCE 12724 4/27/2021
Thai New Year Celebrationdinner‐ Liang Chao
Reimbursement
Thai New Year CelebrationDinner‐ Liang Chao 62.50$
100‐12‐705 600‐
635
Materials SpecialDepartmental Exp
6/11/2021 728083
CUPERTINOCHAMBER OFCOMMERCE 12806 6/9/2021
I Love Cupertino website and
database subscription Jan –June 20
GeneralServiceAgreement
I Love Cupertino website and
database subscription Jan – June20 2,112.00$
100‐12‐705 700‐702
Contract ServicesGeneral ServiceAgreement
9/17/2021 728671
CUPERTINOCHAMBER OFCOMMERCE 12987 9/15/2021
Cupertino Membership
Investment (Oct01,2021‐Sep30,2022)
Chamber ofCommerce
Cupertino MembershipInvestment (Oct01,2021‐Sep30,2022) 1,500.00$ 100‐12‐705 600‐613
Materials GeneralSupplies
12/17/2021 729290
CUPERTINOCHAMBER OFCOMMERCE 12927 12/9/2021
Chamber Annual Contract ‐ First
Installment
GeneralSupplies
Chamber Annual Contract ‐ First
Installment 8,000.00$
100‐12‐705 600‐613
Materials GeneralSupplies

ATTACHMENT A
14 105
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Festival Festival Producer Notes Facility Usage P&R Staff Costs PW Staff Costs Sheriff Misc. Costs Total Cherry Blossom (two-day) Toyokawa Sister City $11,097.50 $464.00 $4,596.00 $2,695.16 $18,852.66 World Journal (one-day) World Journal/Cupertino Chinese School $1,273.75 $251.25 $2,496.00 $1,347.58 $5,368.58 Fall Festival (one-day) Cupertino Rotary $3,142.50 $296.75 $1,890.00 $2,394.92 $7,724.17 Kids N Fun Festival (one-day) Taiwanese Cultural and Sports Association $2,582.50 $208.50 $1,890.00 $1,558.02 $6,239.02 Diwali (one-day) Cupertino Chamber of Commerce $3,970.00 $242.25 N/A $1,320.07 $5,532.32 Ikebana Flower Show WAFU Ikebana Society $14,680.50 $280.50 N/A N/A $14,961.00 Veteran's Day (one-day) Cupertino Veteran's Memorial N/A $170.00 $455.00 $625.00 Holi Festival (one-day) Cupertino Chamber of Commerce CANCELLED in 2015 $0.00 Super Heroes 5k (one-day) County of Santa Clara $2,000.00 $286.00 $2,250.00 $0.00 $4,536.00 Lions Club Chicken Feed (one-day) Lions Club At Blackberry Farm $690.00 $0.00 $690.00 Costs for 2015 Events $64,528.75

ATTACHMENT B
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Festival Festival Producer Facility Usage P&R Staff Costs PW Staff Costs Sheriff Misc. Costs Total Cherry Blossom (two-day) Toyokawa Sister City $11,097.50 $594.00 $3,780.00 $3,180.96 $19,468.46 World Journal (one-day) World Journal/Cupertino Chinese School $1,273.75 $0.00 $396.00 $1,500.00 $3,169.75 Kids 'N Fun Festival (one-day) Taiwanese Cultural and Sports Association $2,582.50 $208.50 $1,890.00 $1,558.02 $6,239.02 Fall Festival (one-day) Cupertino Rotary $3,142.50 $296.75 $1,890.00 $867.75 $6,197.00 Diwali (one-day) Cupertino Chamber of Commerce $3,970.00 $242.25 N/A $1,320.07 $5,532.32 Veteran's Day (one-day) Cupertino Veteran's Memorial N/A $170.00 $697.50 $867.50 Super Heroes 5k (one-day) County of Santa Clara $2,000.00 $286.00 $2,250.00 $0.00 $4,536.00 Costs for 2016 Events $46,010.05

ATTACHMENT B
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Festival Date Festival Producer Recreation Facility/Park/ Road Permits Sheriff Public Works Materials Total
Kids 'N Fun Festival Aug. 12, 2017 Taiwanese Cultural and Sports Association $1,441 $7,336 $3,966 $2,803 $15,546 Fall Festival Sept. 9, 2017 Cupertino Rotary $1,364 $5,938 $3,966 $3,008 $14,277 Diwali Sept. 30, 2017 Cupertino Chamber of Commerce $1,409 $5,800 $3,948 $3,031 $14,188 Veteran's Day Nov. 11, 2017 Cupertino Veteran's Memorial $618 $1,000 $18 $1,593 $3,229 Ikebana Flower Show March 3-4, 2018 WAFU Ikebana Society $258 $19,065 $19,323 Egg Hunt March 24, 2018 Home of Christ Church $789 $1,000 $0 $38 $1,827 Holi April 8, 2018 Cupertino Chamber of Commerce $902 $1,000 $871 $18 $2,791 Cherry Blossom April 28-29, 2018 Toyokawa Sister City $3,606 $16,463 $4,356 $5,801 $30,226 World Journal May 12, 2018 World Journal/Cupertino Chinese School $1,868 $2,960 $4,356 $3,004 $12,188 Tournament of Bands October 15, 2017 Cupertino Tournament of Bands $0 $3,000 $0 $176 $3,176 Heroes Run August 26, 2017 County of Santa Clara $0 $4,120 $0 $74 $4,194 Costs for FY 17/18 Events $12,254 $67,682 $21,464 $17,972 $1,593 $120,964

ATTACHMENT B
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Festival Date Festival Producer Recreation Facility/Park/ Road Permits Sheriff Public Works Materials Total
Kids 'N Fun Festival Aug. 11, 2018 Taiwanese Cultural and Sports Association $869 $6,648 $5,289 $2,832 $15,638 Fall Festival Sept. 15, 2018 Cupertino Rotary $1,364 $5,938 $5,289 $3,008 $15,599 Diwali October 13, 2018 Cupertino Chamber of Commerce $1,409 $6,710 $5,264 $3,031 $16,414 Veteran's Day Nov. 11, 2018 Cupertino Veteran's Memorial $618 $1,000 $18 $1,593 $3,229 Egg Hunt April 13, 2019 Home of Christ Church $789 $1,000 $0 $38 $1,827 Holi April 7, 2019 Cupertino Chamber of Commerce $902 $3,000 $871 $18 $4,791 Cherry Blossom April 27-28, 2019 Toyokawa Sister City $3,606 $17,466 $4,356 $5,801 $31,229 World Journal May 11, 2019 World Journal/Cupertino Chinese School $1,868 $4,960 $4,356 $3,004 $14,188 Tournament of Bands October 15, 2017 Cupertino Tournament of Bands $0 $3,000 $0 $176 $3,176 Heroes Run August 26, 2017 County of Santa Clara $0 $4,120 $0 $74 $4,194 Costs for FY 18/19 Events $11,425 $53,841 $25,425 $18,001 $1,593 $110,284

ATTACHMENT B
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Festival Festival Producer Recreation Facility/Park/
Road Permits Public Works Sheriff Materials Total
Kids 'N Fun Festival Taiwanese Cultural and Sports Association $1,331 $10,040 $2,871 $6,008 $20,251 Fall Festival Cupertino Rotary $1,607 $7,576 $3,047 $4,714 $16,943 Diwali Cupertino Chamber of Commerce $1,260 $6,980 $3,070 $2,851 $14,161 Veteran's Day Cupertino Veteran's Memorial $612 $1,000 $18 $1,508 $3,138 Ikebana Flower Show WAFU Ikebana Society $294 $19,065 $19,359 Egg Hunt Home of Christ Church $483 $2,120 $23 $0 $2,626 Holi Cupertino Chamber of Commerce $1,122 $3,000 $18 $965 $5,106 Cherry Blossom Toyokawa Sister City $3,496 $17,826 $5,892 $4,015 $31,229 World Journal World Journal/Cupertino Chinese School $1,564 $4,960 $3,043 $4,908 $14,475 Tournament of Bands Cupertino Tournament of Bands $0 $3,220 $3,000 $175 $6,395 CEEF 5k CEEF $3,220 $1,461 $4,681
Heroes Run County of Santa Clara $0 $3,220 $74 $0 $3,294 Costs for FY 20/21 Events $11,770 $82,227 $18,058 $27,922 $1,683 $141,658 TOTAL $112,053.73 Total $29,604.68
Waived Fees City Paid expenses

ATTACHMENT B
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CANCELED
due to
Pandemic
Festival Date Festival Producer Recreation Facility/Park/ Road Permits Public Works Sheriff Materials Total
Kids 'N Fun Festival Aug. 8, 2020 Taiwanese Cultural and Sports Association $1,331 $10,000 $2,871 $4,702 $18,904 CANCELED Night Market Aug. 22, 2020 Chamber of Commerce $1,757 $4,630 $3,070 $5,642 $15,099 CANCELED Fall Festival Sept. 12, 2020 Cupertino Rotary $1,607 $7,576 $3,047 $4,702 $16,931 CANCELED Diwali Oct. 17, 2020 Cupertino Chamber of Commerce $1,260 $6,630 $3,070 $5,642 $16,602 CANCELED Veteran's Day Nov. 11, 2020 Cupertino Veteran's Memorial $612 $1,000 $18 $1,508 $3,138 CANCELED Holi March 28, 2021 Cupertino Chamber of Commerce $1,122 $3,000 $18 $1,881 $6,021 CANCELED Cherry Blossom April 24-25, 2021 Toyokawa Sister City $3,496 $19,776 $5,892 $4,702 $33,866 CANCELED World Journal Date TBD World Journal/Cupertino Chinese School $1,564 $4,960 $3,043 $5,662 $15,229 CANCELED Konark Dance and Music Festival Cupertino Bhubaneswar Sister City $1,270 $2,910 $1,667 $1,410 $7,257 CANCELED Relay for Life June 19, 2021 American Cancer Society $294 $2,000 $14 $2,308 CANCELED Tournament of Bands Cupertino Tournament of Bands $3,400 $3,000 $1,400 $7,800 CANCELED CEEF 5K Sept. 26, 2020 CEEF $3,400 $2,000 $2,000 $7,400 CANCELED Heroes Run Nov. 7, 2020 VMC Foundation $480 $3,400 $2,000 $5,880 CANCELED Costs for FY 20/21 Events $14,793 $72,682 $29,711 $37,741 $1,508 $156,435 TOTAL $117,185.68 Total $39,248.86
Waived Fees City Paid expenses

ATTACHMENT B
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Festival Date Festival Producer Recreation Facility/Park/ Road Permits Public Works Sheriff Materials Total
Kids 'N Fun Festival Aug. 14, 2021 Taiwanese Cultural and Sports Association $784 $5,270 $2,871 $4,702 $13,627 Completed Fall Festival Sept. 11, 2021 Cupertino Rotary $1,515 $5,360 $3,081 $4,800 $14,757 Diwali Oct. 16, 2021 Cupertino Chamber of Commerce $1,188 $6,630 $3,070 $5,889 $16,777 Completed Veteran's Day Nov. 11, 2021 Cupertino Veteran's Memorial $628 $1,000 $18 $1,508 $3,154 not taking place in 2021 Ikebana Flower Show N/A WAFU Ikebana Society not taking place in 2021 Holi April 3, 2022 Cupertino Chamber of Commerce $1,205 $3,000 $18 $1,881 $6,104 Completed Cherry Blossom April 30- May 1, 2022 Toyokawa Sister City $3,662 $19,682 $5,892 $4,702 $33,937 World Journal TBD World Journal/Cupertino Chinese School $1,647 $4,960 $3,043 $4,251 $13,901 Konark Dance and Music Festival Cupertino Bhubaneswar Sister City $1,352 $2,910 $1,667 $1,410 $7,339 Relay for Life June 18, 2022 American Cancer Society $294 $2,576 $14 $2,884 Tournament of Bands Cupertino Tournament of Bands $3,400 $3,000 $1,400 $7,800 CEEF 5k N/A CEEF not taking place in 2021
Heroes Run- ESTIMATED VMC Foundation $480 $3,400 $2,000 $5,880 Heroes Run has moved to new venue Costs for FY 21/22 Events $12,756 $58,188 $24,676 $29,035 $1,508 $126,161 TOTAL $95,618.68 Total $30,542.30
Waived Fees City Paid expenses
No show in FY 21/22
No event in FY 21/22

ATTACHMENT B
112
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Community Hall Rental Contract
Printed: 30 Mar 2022, 11:11 AM
User: rubenr
City of Cupertino Recreation & Community Services Department Phone: (408) 777-3120 Fax: (408) 777-3137
Cupertino, CA 95014
10185 North Stelling Road
Contract #:

Date:
15260
11 Feb 2015
User: kevink
Status: Closed
The City of Cupertino Recreation & Community Services Department, 10185 N Stelling Road, Cupertino, CA 95014-5733, hereby grants CITY OF CUPERTINO (hereinafter called the "Licensee") represented by ANGELA TSUI, permission to use the Facilities as outlined, subject to the Terms and Conditions of this Agreement contained herein and attached hereto, all of which form part of this Agreement. i) Purpose of Use Private Event

CITY OF CUPERTINO/CHAMBER OF COMMERCE EVENT
ii) Conditions of Use RESERVATION SUBJECT TO DEPARTMENTAL APPROVAL, VERIFICATION OF FEES, DATES, AND TIMES. UPON APPROVAL, A FIRM RENTAL CONTRACT / PERMIT WILL BE MAILED TO YOU.
iii) Date(s) and Time(s) of Use Expected: 60
Facility/Equipment Day Start Date Start Time End Time Fee XFee Tax Total Community Hall - Community Fri 08 May 2015 08:00 AM 05:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
iv) Additional Fees
v) Payment Method
Rental Fees Extra Fees Tax Rental Total Damage Deposit Total Applied Balance Current $0.00 $0.00 $0.00 $0.00 <returned> $0.00 $0.00 $0.00
Balance of rental due and payable immediately.
vi) Other Information
Prompt Answer
Security Fees Added? No
Weekend staffing? No
Alcohol? No
Crksd/ComHall Staff? No
Rental Deposit? No
Insurance? Not Required
Food? No
Date: Staff Reviewed:

Page: 1 of 2

ATTACHMENT C
113
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User: rubenr
Printed: 30 Mar 2022, 11:11 AM
Contract #:

Date:
15260
11 Feb 2015
User: kevink
Status: Closed

WAIVER, RELEASE, HOLD HARMLESS AND AGREEMENT NOT TO SUE I, to whom an Exclusive Use Permit has been granted (hereinafter, “Permitee”), shall hold harmless and indemnify the City of Cupertino, its city council, employees, agents, servants, and volunteers against any and all liability, claims, losses, damages or expenses arising from the event or activities of Permitee, its ofcers, agents or employees; excluding, however, such liability, claims, losses, damages or expenses arising from the City’s sole negligence or willful acts. Permitee shall be liable to the City for any and all damages to parks, facilities, and buildings owned by the City arising from the activities of Permitee or any participant in said activity.

I understand that I am renting and using the City property in its current condition, I have had an opportunity to inspect the property, and there have been no representations of the construction, condition, or safety of the property. In consideration of acceptance of my application for rental of property, I hereby RELEASE, DISCHARGE, AND AGREE NOT TO SUE the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) to the fullest extent legally possible from any injury, death, or damage or loss to personal property arising out of, or in connection with, my rental of the property from whatever cause, including the active or passive negligence of City or any other participants in the activity. I understand that City does not guarantee the construction, condition, or safety of the facilities where the activity is taking place.

In consideration for being permited for the rental of property, I hereby agree, for myself, my heirs, administrators, executors, and assigns, that I shall indemnify and hold harmless the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) from any and all claims, demands, actions or suits arising out of or in connection with my participation in the activity or rental of the property.

I have carefully read this agreement and fully understand its contents. I am aware that it is a full release of all liability and sign it on my own free will.

Cancellation of reservation must be made at least 30 calendar days prior to your reservation date in order for your rental fees to be refunded.

I hereby agree to provide a certificate of commercial general liability insurance with the City of Cupertino listed as an additional insured in the amount of $1,000,000 per occurrence if required.

I, the undersigned, hereby agree to be present for the entirety of my event. I agree to be present for both a pre-event inspection and a post-event inspection of the rental facility and understand that my signature will be required on any inspection reports.

Functions exceeding the permitted reservation time shall be charged 1.5 times the associated hourly fee for anytime to the first half hour and 1.5 times the associated fee for every half hour there after. __________
Initial __________
Initial __________
Initial __________
Initial

ANGELA TSUI

CITY OF CUPERTINO
10300 TORRE AVE
CUPERTINO CA 95014
Home: (408)777-3200 Business: (408)
Fax: (408)

KELSEY HAYES

INTERIM RECREATION SUPERVISOR
Cupertino Recreation & Community Services Dept
Date Approved:

X: X:

Mailing address if different from above:

Page: 2 of 2

ATTACHMENT C
114
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114 of 428
Quinlan Rental Contract
Printed: 30 Mar 2022, 12:20 PM
User: rubenr
City of Cupertino Recreation & Community Services Department Phone: (408) 777-3120 Fax: (408) 777-3137
Cupertino, CA 95014
10185 North Stelling Road
Contract #:

Date:
17672
18 Aug 2016
User: rubenr
Status: Closed
The City of Cupertino Recreation & Community Services Department, 10185 N Stelling Road, Cupertino, CA 95014-5733, hereby grants CITY OF CUPERTINO (hereinafter called the "Licensee") represented by ANGELA TSUI, permission to use the Facilities as outlined, subject to the Terms and Conditions of this Agreement contained herein and attached hereto, all of which form part of this Agreement. i) Purpose of Use Meeting

CITY OF CUPERTINO/CHAMBER OF COMMERCE EVENT
ii) Conditions of Use RESERVATION SUBJECT TO DEPARTMENTAL APPROVAL, VERIFICATION OF FEES, DATES, AND TIMES. UPON APPROVAL, A FIRM RENTAL CONTRACT / PERMIT WILL BE MAILED TO YOU.
iii) Date(s) and Time(s) of Use Expected: 75
Facility/Equipment Day Start Date Start Time End Time Fee XFee Tax Total Quinlan Community Center - Wed 14 Sep 2016 05:00 PM 08:00 PM $0.00 $0.00 $0.00 $0.00 Cupertino Room Initial
iv) Additional Fees
v) Payment Method
Rental Fees Extra Fees Tax Rental Total Damage Deposit Total Applied Balance Current $0.00 $0.00 $0.00 $0.00 <returned> $0.00 $0.00 $0.00
Rental charges are due according to the following schedule:
vi) Other Information
Prompt Answer
Alcohol? No
Security Fees Added? No
Weekend Staffing? No
Crksd/ComHall Staff? No
Rental Deposit? No
Insurance? Not Required
Food? No
EEC Staffing? No
Date: Staff Reviewed:

Page: 1 of 2

ATTACHMENT C
115
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115 of 428
User: rubenr
Printed: 30 Mar 2022, 12:20 PM
Contract #:

Date:
17672
18 Aug 2016
User: rubenr
Status: Closed

WAIVER, RELEASE, HOLD HARMLESS AND AGREEMENT NOT TO SUE I, to whom an Exclusive Use Permit has been granted (hereinafter, “Permitee”), shall hold harmless and indemnify the City of Cupertino, its city council, employees, agents, servants, and volunteers against any and all liability, claims, losses, damages or expenses arising from the event or activities of Permitee, its ofcers, agents or employees; excluding, however, such liability, claims, losses, damages or expenses arising from the City’s sole negligence or willful acts. Permitee shall be liable to the City for any and all damages to parks, facilities, and buildings owned by the City arising from the activities of Permitee or any participant in said activity.

I understand that I am renting and using the City property in its current condition, I have had an opportunity to inspect the property, and there have been no representations of the construction, condition, or safety of the property. In consideration of acceptance of my application for rental of property, I hereby RELEASE, DISCHARGE, AND AGREE NOT TO SUE the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) to the fullest extent legally possible from any injury, death, or damage or loss to personal property arising out of, or in connection with, my rental of the property from whatever cause, including the active or passive negligence of City or any other participants in the activity. I understand that City does not guarantee the construction, condition, or safety of the facilities where the activity is taking place.

In consideration for being permited for the rental of property, I hereby agree, for myself, my heirs, administrators, executors, and assigns, that I shall indemnify and hold harmless the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) from any and all claims, demands, actions or suits arising out of or in connection with my participation in the activity or rental of the property.

I have carefully read this agreement and fully understand its contents. I am aware that it is a full release of all liability and sign it on my own free will.

Cancellation of reservation must be made at least 30 calendar days prior to your reservation date in order for your rental fees to be refunded.

I hereby agree to provide a certificate of commercial general liability insurance with the City of Cupertino listed as an additional insured in the amount of $1,000,000 per occurrence if required.

I, the undersigned, hereby agree to be present for the entirety of my event. I agree to be present for both a pre-event inspection and a post-event inspection of the rental facility and understand that my signature will be required on any inspection reports.

Functions exceeding the permitted reservation time shall be charged 1.5 times the associated hourly fee for anytime to the first half hour and 1.5 times the associated fee for every half hour there after. __________
Initial __________
Initial __________
Initial __________
Initial

ANGELA TSUI

CITY OF CUPERTINO
10300 TORRE AVE
CUPERTINO CA 95014
Home: (408)777-3200 Business: (408)
Fax: (408)

KELSEY HAYES

INTERIM RECREATION SUPERVISOR
Cupertino Recreation & Community Services Dept
Date Approved:

X: X:

Mailing address if different from above:

Page: 2 of 2

ATTACHMENT C
116
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116 of 428
Community Hall Rental Contract
Printed: 30 Mar 2022, 12:28 PM
User: rubenr
City of Cupertino Recreation & Community Services Department Phone: (408) 777-3120 Fax: (408) 777-3137
Cupertino, CA 95014
10185 North Stelling Road
Contract #:

Date:
17709
29 Aug 2016
User: kevink
Status: Closed
The City of Cupertino Recreation & Community Services Department, 10185 N Stelling Road, Cupertino, CA 95014-5733, hereby grants CITY OF CUPERTINO (hereinafter called the "Licensee") represented by ANGELA TSUI, permission to use the Facilities as outlined, subject to the Terms and Conditions of this Agreement contained herein and attached hereto, all of which form part of this Agreement. i) Purpose of Use Meeting

CITY OF CUPERTINO/ CHAMBER LAC LUNCHEON
ii) Conditions of Use RESERVATION SUBJECT TO DEPARTMENTAL APPROVAL, VERIFICATION OF FEES, DATES, AND TIMES. UPON APPROVAL, A FIRM RENTAL CONTRACT / PERMIT WILL BE MAILED TO YOU.
iii) Date(s) and Time(s) of Use Expected: 40
Facility/Equipment Day Start Date Start Time End Time Fee XFee Tax Total Community Hall - Community Fri 09 Sep 2016 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 07 Oct 2016 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 04 Nov 2016 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 02 Dec 2016 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
iv) Additional Fees
v) Payment Method
Rental Fees Extra Fees Tax Rental Total Damage Deposit Total Applied Balance Current $0.00 $0.00 $0.00 $0.00 <returned> $0.00 $0.00 $0.00
Rental charges are due according to the following schedule:
vi) Other Information
Prompt Answer
Alcohol? No
Security Fees Added? No
Weekend Staffing? No
Crksd/ComHall Staff? Yes
Rental Deposit? No
Insurance? Not Required
Food? No
EEC Staffing? No
Date: Staff Reviewed:

Page: 1 of 2

ATTACHMENT C
117
CC 03-21-2023
117 of 428
User: rubenr
Printed: 30 Mar 2022, 12:28 PM
Contract #:

Date:
17709
29 Aug 2016
User: kevink
Status: Closed

WAIVER, RELEASE, HOLD HARMLESS AND AGREEMENT NOT TO SUE I, to whom an Exclusive Use Permit has been granted (hereinafter, “Permitee”), shall hold harmless and indemnify the City of Cupertino, its city council, employees, agents, servants, and volunteers against any and all liability, claims, losses, damages or expenses arising from the event or activities of Permitee, its ofcers, agents or employees; excluding, however, such liability, claims, losses, damages or expenses arising from the City’s sole negligence or willful acts. Permitee shall be liable to the City for any and all damages to parks, facilities, and buildings owned by the City arising from the activities of Permitee or any participant in said activity.

I understand that I am renting and using the City property in its current condition, I have had an opportunity to inspect the property, and there have been no representations of the construction, condition, or safety of the property. In consideration of acceptance of my application for rental of property, I hereby RELEASE, DISCHARGE, AND AGREE NOT TO SUE the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) to the fullest extent legally possible from any injury, death, or damage or loss to personal property arising out of, or in connection with, my rental of the property from whatever cause, including the active or passive negligence of City or any other participants in the activity. I understand that City does not guarantee the construction, condition, or safety of the facilities where the activity is taking place.

In consideration for being permited for the rental of property, I hereby agree, for myself, my heirs, administrators, executors, and assigns, that I shall indemnify and hold harmless the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) from any and all claims, demands, actions or suits arising out of or in connection with my participation in the activity or rental of the property.

I have carefully read this agreement and fully understand its contents. I am aware that it is a full release of all liability and sign it on my own free will.

Cancellation of reservation must be made at least 30 calendar days prior to your reservation date in order for your rental fees to be refunded.

I hereby agree to provide a certificate of commercial general liability insurance with the City of Cupertino listed as an additional insured in the amount of $1,000,000 per occurrence if required.

I, the undersigned, hereby agree to be present for the entirety of my event. I agree to be present for both a pre-event inspection and a post-event inspection of the rental facility and understand that my signature will be required on any inspection reports.

Functions exceeding the permitted reservation time shall be charged 1.5 times the associated hourly fee for anytime to the first half hour and 1.5 times the associated fee for every half hour there after. __________
Initial __________
Initial __________
Initial __________
Initial

ANGELA TSUI

CITY OF CUPERTINO
10300 TORRE AVE
CUPERTINO CA 95014
Home: (408)777-3200 Business: (408)
Fax: (408)

KELSEY HAYES

INTERIM RECREATION SUPERVISOR
Cupertino Recreation & Community Services Dept
Date Approved:

X: X:

Mailing address if different from above:

Page: 2 of 2

ATTACHMENT C
118
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118 of 428
Community Hall Rental Contract
Printed: 30 Mar 2022, 12:33 PM
User: rubenr
City of Cupertino Recreation & Community Services Department Phone: (408) 777-3120 Fax: (408) 777-3137
Cupertino, CA 95014
10185 North Stelling Road
Contract #:

Date:
17738
08 Sep 2016
User: kevink
Status: Firm
The City of Cupertino Recreation & Community Services Department, 10185 N Stelling Road, Cupertino, CA 95014-5733, hereby grants CITY OF CUPERTINO (hereinafter called the "Licensee") represented by ANGELA TSUI, permission to use the Facilities as outlined, subject to the Terms and Conditions of this Agreement contained herein and attached hereto, all of which form part of this Agreement. i) Purpose of Use Meeting

CITY OF CUPERTINO/ CHAMBER LAC
ii) Conditions of Use RESERVATION SUBJECT TO DEPARTMENTAL APPROVAL, VERIFICATION OF FEES, DATES, AND TIMES. UPON APPROVAL, A FIRM RENTAL CONTRACT / PERMIT WILL BE MAILED TO YOU.
iii) Date(s) and Time(s) of Use Expected: 40
Facility/Equipment Day Start Date Start Time End Time Fee XFee Tax Total Community Hall - Community Fri 06 Jan 2017 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 03 Feb 2017 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 03 Mar 2017 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 07 Apr 2017 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 05 May 2017 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 02 Jun 2017 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 07 Jul 2017 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 04 Aug 2017 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 08 Sep 2017 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 06 Oct 2017 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 03 Nov 2017 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
iv) Additional Fees
v) Payment Method
Rental Fees Extra Fees Tax Rental Total Damage Deposit Total Applied Balance Current $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Rental charges are due according to the following schedule:

Page: 1 of 3

ATTACHMENT C
119
CC 03-21-2023
119 of 428
User: rubenr
Printed: 30 Mar 2022, 12:33 PM
Contract #:

Date:
17738
08 Sep 2016
User: kevink
Status: Firm
vi) Other Information
Prompt Answer
Alcohol? No
Security Fees Added? No
Weekend Staffing? No
Crksd/ComHall Staff? No
Rental Deposit? No
Insurance? Not Required
Food? No
EEC Staffing? No
Date: Staff Reviewed:

Page: 2 of 3

ATTACHMENT C
120
CC 03-21-2023
120 of 428
User: rubenr
Printed: 30 Mar 2022, 12:33 PM
Contract #:

Date:
17738
08 Sep 2016
User: kevink
Status: Firm

WAIVER, RELEASE, HOLD HARMLESS AND AGREEMENT NOT TO SUE I, to whom an Exclusive Use Permit has been granted (hereinafter, “Permitee”), shall hold harmless and indemnify the City of Cupertino, its city council, employees, agents, servants, and volunteers against any and all liability, claims, losses, damages or expenses arising from the event or activities of Permitee, its ofcers, agents or employees; excluding, however, such liability, claims, losses, damages or expenses arising from the City’s sole negligence or willful acts. Permitee shall be liable to the City for any and all damages to parks, facilities, and buildings owned by the City arising from the activities of Permitee or any participant in said activity.

I understand that I am renting and using the City property in its current condition, I have had an opportunity to inspect the property, and there have been no representations of the construction, condition, or safety of the property. In consideration of acceptance of my application for rental of property, I hereby RELEASE, DISCHARGE, AND AGREE NOT TO SUE the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) to the fullest extent legally possible from any injury, death, or damage or loss to personal property arising out of, or in connection with, my rental of the property from whatever cause, including the active or passive negligence of City or any other participants in the activity. I understand that City does not guarantee the construction, condition, or safety of the facilities where the activity is taking place.

In consideration for being permited for the rental of property, I hereby agree, for myself, my heirs, administrators, executors, and assigns, that I shall indemnify and hold harmless the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) from any and all claims, demands, actions or suits arising out of or in connection with my participation in the activity or rental of the property.

I have carefully read this agreement and fully understand its contents. I am aware that it is a full release of all liability and sign it on my own free will.

Cancellation of reservation must be made at least 30 calendar days prior to your reservation date in order for your rental fees to be refunded.

I hereby agree to provide a certificate of commercial general liability insurance with the City of Cupertino listed as an additional insured in the amount of $1,000,000 per occurrence if required.

I, the undersigned, hereby agree to be present for the entirety of my event. I agree to be present for both a pre-event inspection and a post-event inspection of the rental facility and understand that my signature will be required on any inspection reports.

Functions exceeding the permitted reservation time shall be charged 1.5 times the associated hourly fee for anytime to the first half hour and 1.5 times the associated fee for every half hour there after. __________
Initial __________
Initial __________
Initial __________
Initial

ANGELA TSUI

CITY OF CUPERTINO
10300 TORRE AVE
CUPERTINO CA 95014
Home: (408)777-3200 Business: (408)
Fax: (408)

KELSEY HAYES

INTERIM RECREATION SUPERVISOR
Cupertino Recreation & Community Services Dept
Date Approved:

X: X:

Mailing address if different from above:

Page: 3 of 3

ATTACHMENT C
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Community Hall Rental Contract
Printed: 30 Mar 2022, 02:02 PM
User: rubenr
City of Cupertino Recreation & Community Services Department Phone: (408) 777-3120 Fax: (408) 777-3137
Cupertino, CA 95014
10185 North Stelling Road
Contract #:

Date:
17753
13 Sep 2016
User: kevink
Status: Closed
The City of Cupertino Recreation & Community Services Department, 10185 N Stelling Road, Cupertino, CA 95014-5733, hereby grants CITY OF CUPERTINO (hereinafter called the "Licensee") represented by ANGELA TSUI, permission to use the Facilities as outlined, subject to the Terms and Conditions of this Agreement contained herein and attached hereto, all of which form part of this Agreement. i) Purpose of Use Meeting

CITY OF CUPERTINO/ CHAMBER OF COMMERCE
ii) Conditions of Use RESERVATION SUBJECT TO DEPARTMENTAL APPROVAL, VERIFICATION OF FEES, DATES, AND TIMES. UPON APPROVAL, A FIRM RENTAL CONTRACT / PERMIT WILL BE MAILED TO YOU.
iii) Date(s) and Time(s) of Use Expected: 10
Facility/Equipment Day Start Date Start Time End Time Fee XFee Tax Total Community Hall - Community Wed 21 Sep 2016 10:00 AM 12:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
iv) Additional Fees
v) Payment Method
Rental Fees Extra Fees Tax Rental Total Damage Deposit Total Applied Balance Current $0.00 $0.00 $0.00 $0.00 <returned> $0.00 $0.00 $0.00
Rental charges are due according to the following schedule:
vi) Other Information
Prompt Answer
Alcohol? No
Security Fees Added? No
Weekend Staffing? No
Crksd/ComHall Staff? No
Rental Deposit? No
Insurance? Not Required
Food? No
EEC Staffing? No
Date: Staff Reviewed:

Page: 1 of 2

ATTACHMENT C
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User: rubenr
Printed: 30 Mar 2022, 02:02 PM
Contract #:

Date:
17753
13 Sep 2016
User: kevink
Status: Closed

WAIVER, RELEASE, HOLD HARMLESS AND AGREEMENT NOT TO SUE I, to whom an Exclusive Use Permit has been granted (hereinafter, “Permitee”), shall hold harmless and indemnify the City of Cupertino, its city council, employees, agents, servants, and volunteers against any and all liability, claims, losses, damages or expenses arising from the event or activities of Permitee, its ofcers, agents or employees; excluding, however, such liability, claims, losses, damages or expenses arising from the City’s sole negligence or willful acts. Permitee shall be liable to the City for any and all damages to parks, facilities, and buildings owned by the City arising from the activities of Permitee or any participant in said activity.

I understand that I am renting and using the City property in its current condition, I have had an opportunity to inspect the property, and there have been no representations of the construction, condition, or safety of the property. In consideration of acceptance of my application for rental of property, I hereby RELEASE, DISCHARGE, AND AGREE NOT TO SUE the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) to the fullest extent legally possible from any injury, death, or damage or loss to personal property arising out of, or in connection with, my rental of the property from whatever cause, including the active or passive negligence of City or any other participants in the activity. I understand that City does not guarantee the construction, condition, or safety of the facilities where the activity is taking place.

In consideration for being permited for the rental of property, I hereby agree, for myself, my heirs, administrators, executors, and assigns, that I shall indemnify and hold harmless the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) from any and all claims, demands, actions or suits arising out of or in connection with my participation in the activity or rental of the property.

I have carefully read this agreement and fully understand its contents. I am aware that it is a full release of all liability and sign it on my own free will.

Cancellation of reservation must be made at least 30 calendar days prior to your reservation date in order for your rental fees to be refunded.

I hereby agree to provide a certificate of commercial general liability insurance with the City of Cupertino listed as an additional insured in the amount of $1,000,000 per occurrence if required.

I, the undersigned, hereby agree to be present for the entirety of my event. I agree to be present for both a pre-event inspection and a post-event inspection of the rental facility and understand that my signature will be required on any inspection reports.

Functions exceeding the permitted reservation time shall be charged 1.5 times the associated hourly fee for anytime to the first half hour and 1.5 times the associated fee for every half hour there after. __________
Initial __________
Initial __________
Initial __________
Initial

ANGELA TSUI

CITY OF CUPERTINO
10300 TORRE AVE
CUPERTINO CA 95014
Home: (408)777-3200 Business: (408)
Fax: (408)

KELSEY HAYES

INTERIM RECREATION SUPERVISOR
Cupertino Recreation & Community Services Dept
Date Approved:

X: X:

Mailing address if different from above:

Page: 2 of 2

ATTACHMENT C
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Community Hall Rental Contract
Printed: 30 Mar 2022, 02:20 PM
User: rubenr
City of Cupertino Recreation & Community Services Department Phone: (408) 777-3120 Fax: (408) 777-3137
Cupertino, CA 95014
10185 North Stelling Road
Contract #:

Date:
19009
07 May 2018
User: rubenr
Status: Closed
The City of Cupertino Recreation & Community Services Department, 10185 N Stelling Road, Cupertino, CA 95014-5733, hereby grants CITY OF CUPERTINO (hereinafter called the "Licensee") represented by ANGELA TSUI, permission to use the Facilities as outlined, subject to the Terms and Conditions of this Agreement contained herein and attached hereto, all of which form part of this Agreement. i) Purpose of Use Meeting

CITY OF CUPERTINO//LAC
ii) Conditions of Use RESERVATION SUBJECT TO DEPARTMENTAL APPROVAL, VERIFICATION OF FEES, DATES, AND TIMES. UPON APPROVAL, A FIRM RENTAL CONTRACT / PERMIT WILL BE MAILED TO YOU.
iii) Date(s) and Time(s) of Use Expected: 40
Facility/Equipment Day Start Date Start Time End Time Fee XFee Tax Total Community Hall - Community Fri 01 Jun 2018 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 13 Jul 2018 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 03 Aug 2018 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 07 Sep 2018 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 05 Oct 2018 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 02 Nov 2018 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
Community Hall - Community Fri 07 Dec 2018 12:30 PM 02:00 PM $0.00 $0.00 $0.00 $0.00 Hall Initial
iv) Additional Fees
v) Payment Method
Rental Fees Extra Fees Tax Rental Total Damage Deposit Total Applied Balance Current $0.00 $0.00 $0.00 $0.00 <returned> $0.00 $0.00 $0.00
Rental charges are due according to the following schedule:

Page: 1 of 3

ATTACHMENT C
124
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User: rubenr
Printed: 30 Mar 2022, 02:20 PM
Contract #:

Date:
19009
07 May 2018
User: rubenr
Status: Closed
vi) Other Information
Prompt Answer
Alcohol? No
Security Fees Added? No
Weekend Staffing? No
Crksd/ComHall Staff? Yes
Rental Deposit? No
Insurance? Not Required
Food? No
EEC Staffing? No
Date: Staff Reviewed:

Page: 2 of 3

ATTACHMENT C
125
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125 of 428
User: rubenr
Printed: 30 Mar 2022, 02:20 PM
Contract #:

Date:
19009
07 May 2018
User: rubenr
Status: Closed

WAIVER, RELEASE, HOLD HARMLESS AND AGREEMENT NOT TO SUE I, to whom an Exclusive Use Permit has been granted (hereinafter, “Permitee”), shall hold harmless and indemnify the City of Cupertino, its city council, employees, agents, servants, and volunteers against any and all liability, claims, losses, damages or expenses arising from the event or activities of Permitee, its ofcers, agents or employees; excluding, however, such liability, claims, losses, damages or expenses arising from the City’s sole negligence or willful acts. Permitee shall be liable to the City for any and all damages to parks, facilities, and buildings owned by the City arising from the activities of Permitee or any participant in said activity.

I understand that I am renting and using the City property in its current condition, I have had an opportunity to inspect the property, and there have been no representations of the construction, condition, or safety of the property. In consideration of acceptance of my application for rental of property, I hereby RELEASE, DISCHARGE, AND AGREE NOT TO SUE the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) to the fullest extent legally possible from any injury, death, or damage or loss to personal property arising out of, or in connection with, my rental of the property from whatever cause, including the active or passive negligence of City or any other participants in the activity. I understand that City does not guarantee the construction, condition, or safety of the facilities where the activity is taking place.

In consideration for being permited for the rental of property, I hereby agree, for myself, my heirs, administrators, executors, and assigns, that I shall indemnify and hold harmless the City of Cupertino, the City Council, ofcials, ofcers, agents, employees, or volunteers (collectively, “City”) from any and all claims, demands, actions or suits arising out of or in connection with my participation in the activity or rental of the property.

I have carefully read this agreement and fully understand its contents. I am aware that it is a full release of all liability and sign it on my own free will.

Cancellation of reservation must be made at least 30 calendar days prior to your reservation date in order for your rental fees to be refunded.

I hereby agree to provide a certificate of commercial general liability insurance with the City of Cupertino listed as an additional insured in the amount of $1,000,000 per occurrence if required.

I, the undersigned, hereby agree to be present for the entirety of my event. I agree to be present for both a pre-event inspection and a post-event inspection of the rental facility and understand that my signature will be required on any inspection reports.

Functions exceeding the permitted reservation time shall be charged 1.5 times the associated hourly fee for anytime to the first half hour and 1.5 times the associated fee for every half hour there after. __________
Initial __________
Initial __________
Initial __________
Initial

ANGELA TSUI

CITY OF CUPERTINO
10300 TORRE AVE
CUPERTINO CA 95014
Home: (408)777-3200 Business: (408)
Fax: (408)

KELSEY HAYES

INTERIM RECREATION SUPERVISOR
Cupertino Recreation & Community Services Dept
Date Approved:

X: X:

Mailing address if different from above:

Page: 3 of 3

ATTACHMENT C
126
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126 of 428
Quinlan Community Center
10185 N Stelling Rd.

Cupertino, CA, US 95014
PHONE:(408) 777-3120
FAX:(408) 777-1305
EMAIL:[email protected]
Permit # R5508
Status Approved
Date Dec 14, 2018 9:18 AM
Organization Name Cupertino - City Manager's Office - 34 Customer Type Cupertino Non-Profit
Organization Address 10300 Torre Ave.

Cupertino, CA 95014
Organization Phone 1
Number
(408) 777-3200
Agent Name Angela Tsui Main Phone Number (408) 777-7607 Email Address [email protected]
System User Ofelia Ng
Permit
Rental Fee $0.00
Discounts $0.00
Subtotal $0.00
Deposits $0.00
Deposit Discounts $0.00
Total Permit Fee $0.00
Total Payment $0.00
Refunds $0.00
Balance $0.00
Chamber LAC 1 resource(s) 11 booking(s) Subtotal: $0.00 Booking Summary
CHall - Community Hall (Admin Booking) Center: Community Hall

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Jan 11, 2019 12:30 PM Dec 6, 2019 2:00 PM --
Occurs on selected dates: Jan 11, 2019, Mar 1, 2019, Apr 5, 2019, May 3, 2019, Jun 7, 2019, Jul 12, 2019, Aug 2, 2019, Sep 6, 2019, Oct 4, 2019, Nov 1, 2019, Dec 6, 2019
Jan 11, 2019 12:30 PM Jan 11, 2019 2:00 PM 40 $0.00
Mar 1, 2019 12:30 PM Mar 1, 2019 2:00 PM 40 $0.00
Apr 5, 2019 12:30 PM Apr 5, 2019 2:00 PM 40 $0.00
May 3, 2019 12:30 PM May 3, 2019 2:00 PM 40 $0.00
Jun 7, 2019 12:30 PM Jun 7, 2019 2:00 PM 40 $0.00
Jul 12, 2019 12:30 PM Jul 12, 2019 2:00 PM 40 $0.00
Aug 2, 2019 12:30 PM Aug 2, 2019 2:00 PM 40 $0.00
Sep 6, 2019 12:30 PM Sep 6, 2019 2:00 PM 40 $0.00

ATTACHMENT C
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Oct 4, 2019 12:30 PM Oct 4, 2019 2:00 PM 40 $0.00
Nov 1, 2019 12:30 PM Nov 1, 2019 2:00 PM 40 $0.00
Dec 6, 2019 12:30 PM Dec 6, 2019 2:00 PM 40 $0.00

ATTACHMENT C
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Quinlan Community Center
10185 N Stelling Rd.

Cupertino, CA, US 95014
PHONE:(408) 777-3120
FAX:(408) 777-1305
EMAIL:[email protected]
Permit # R30723
Status Approved
Date Nov 14, 2019 3:27 PM
Organization Name Cupertino - City Manager's Office - 34 Customer Type Cupertino Non-Profit
Organization Address 10300 Torre Ave.

Cupertino, CA 95014
Organization Phone 1
Number
(408) 777-3200
Agent Name Angela Tsui Main Phone Number (408) 777-7607 Email Address [email protected]
System User Ofelia Ng
Permit
Rental Fee $0.00
Discounts $0.00
Subtotal $0.00
Deposits $0.00
Deposit Discounts $0.00
Total Permit Fee $0.00
Total Payment $0.00
Refunds $0.00
Balance $0.00
Cupertino-City Mgr/Chamber LAC 1 resource(s) 2 booking(s) Subtotal: $0.00 Booking Summary
CHall - Community Hall (Admin Booking) Center: Community Hall

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Jan 10, 2020 12:30 PM Jan 10, 2020 2:00 PM 40 $0.00
Mar 6, 2020 12:30 PM Mar 6, 2020 2:00 PM 40 $0.00

ATTACHMENT C
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# R2564 Status Approved Page 1 of 2
7 resource(s) 10 booking(s) Subtotal: $0.00
System User Kelsey Christian Payer Cupertino Chamber Of Commerce Main Phone Number (408) 252-7054
Cell Phone Number (408) 838-0502
Email Address [email protected]
Agent Name Anjali Kausar
Organization Name Cupertino Chamber Of Commerce - 7
Customer Type Cupertino Non-Profit
Organization Address 20455 Silverado Ave.

Cupertino, CA 95014
Permit # R2564
Status Approved
Date Oct 24, 2018 11:44 AM
Quinlan Community Center
10185 N Stelling Rd.

Cupertino, CA, US 95014
PHONE:(408) 777-3120
FAX:(408) 777-1305
EMAIL:[email protected]
Permit
Rental Fee $0.00
Discounts $0.00
Subtotal $0.00
Deposits $0.00
Deposit Discounts $0.00
Total Permit Fee $0.00
Total Payment $0.00
Refunds $0.00
Balance $0.00
Diwali Festival 2019
Booking Summary
MP - Half Field - Festival (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 10, 2019 8:00 AM Oct 10, 2019 7:00 PM 1 $0.00
Oct 11, 2019 7:00 AM Oct 11, 2019 9:00 PM 1 $0.00
Oct 12, 2019 7:00 AM Oct 12, 2019 9:00 PM 1 $0.00
QCC - Cupertino Room (Admin Booking) Center: Quinlan Community Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 11, 2019 8:00 AM Oct 11, 2019 10:00 PM 1 $0.00
Oct 12, 2019 7:00 AM Oct 12, 2019 9:00 PM 1 $0.00
MP - Amphitheatre (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 12, 2019 7:00 AM Oct 12, 2019 7:00 PM 1 $0.00
MP - Gazebo (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 12, 2019 7:00 AM Oct 12, 2019 7:00 PM 1 $0.00
MP - Softball Field (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX

ATTACHMENT C
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# R2564 Status Approved Page 2 of 2
Oct 12, 2019 7:00 AM Oct 12, 2019 7:00 PM 1 $0.00
QCC - Conference Room (Admin Booking) Center: Quinlan Community Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 12, 2019 7:00 AM Oct 12, 2019 9:00 PM 1 $0.00
QCC - Social Room (Admin Booking) Center: Quinlan Community Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 12, 2019 7:00 AM Oct 12, 2019 9:00 PM 1 $0.00
Payment and Refund
RECEIPT # DATE FEE DESCRIPTION EVENT RESOURCE PAYMENT / REFUND 1005149.03 Sep 24, 2019 Security Deposit
GL#100
Diwali Festival 2019 MP - Half Field -
Festival
$1,000.00
2001618.03 Oct 18, 2019 Security Deposit
GL#100
Diwali Festival 2019 MP - Half Field -
Festival
-$1,000.00

ATTACHMENT C
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# R39887 Status Approved Page 1 of 3
17 resource(s) 21 booking(s) Subtotal: $0.00
System User Ruben Rodriguez Payer Cupertino Chamber Of Commerce Main Phone Number (408) 252-7054
Cell Phone Number (408) 838-0502
Email Address [email protected]
Agent Name Anjali Kausar
Organization Phone 1
Number
Organization Name Cupertino Chamber Of Commerce - 7 (408) 252-7054 Customer Type Cupertino Non-Profit
Organization Address 20455 Silverado Ave.

Cupertino, CA 95014
Permit # R39887
Status Approved
Date Oct 14, 2021 10:50 AM
Quinlan Community Center
10185 N Stelling Rd.

Cupertino, CA, US 95014
PHONE:(408) 777-3120
FAX:(408) 777-1305
EMAIL:[email protected]
Permit
Rental Fee $0.00
Discounts $0.00
Subtotal $0.00
Deposits $0.00
Deposit Discounts $0.00
Total Permit Fee $0.00
Total Payment $0.00
Refunds $0.00
Balance $0.00
Diwali Festival 2021
Booking Summary
MP - Half Field - Festival (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 15, 2021 8:00 AM Oct 15, 2021 7:00 PM 1 $0.00
Oct 16, 2021 7:00 AM Oct 16, 2021 9:00 PM 1 $0.00
Oct 17, 2021 7:00 AM Oct 17, 2021 9:00 PM 1 $0.00
MP - Amphitheatre (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 7:00 AM Oct 17, 2021 7:00 PM -- $0.00
Occurs every day effective Oct 16, 2021 until Oct 17, 2021 from 7:00 AM to 7:00 PM Oct 16, 2021 7:00 AM Oct 16, 2021 7:00 PM 1 $0.00
Oct 17, 2021 7:00 AM Oct 17, 2021 7:00 PM 1 $0.00
MP - Gazebo (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 7:00 AM Oct 16, 2021 7:00 PM 1 $0.00
MP - Softball Field (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX

ATTACHMENT C
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# R39887 Status Approved Page 2 of 3
Oct 16, 2021 7:00 AM Oct 16, 2021 7:00 PM 1 $0.00
QCC - Conference Room (Admin Booking) Center: Quinlan Community Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 7:00 AM Oct 16, 2021 9:00 PM 1 $0.00
QCC - Social Room (Admin Booking) Center: Quinlan Community Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 7:00 AM Oct 16, 2021 9:00 PM 1 $0.00
QCC - Cupertino Room (Admin Booking) Center: Quinlan Community Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 8:00 AM Oct 16, 2021 10:00 PM 1 $0.00
Oct 17, 2021 7:00 AM Oct 17, 2021 9:00 PM 1 $0.00
SC - Arts & Crafts Room (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 8:30 AM Oct 16, 2021 11:00 PM 1 $0.00
SC - Bay Room (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 8:30 AM Oct 16, 2021 11:00 PM 1 $0.00
SC - Classroom (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 8:30 AM Oct 16, 2021 11:00 PM 1 $0.00
SC - Conference Room (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 8:30 AM Oct 16, 2021 11:00 PM 1 $0.00
SC - Exercise Room (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 8:30 AM Oct 16, 2021 11:00 PM 1 $0.00
SC - Fountain Room (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 8:30 AM Oct 16, 2021 11:00 PM 1 $0.00
SC - Kitchen (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 8:30 AM Oct 16, 2021 11:00 PM 1 $0.00
SC - Reception Hall (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 8:30 AM Oct 16, 2021 11:00 PM 1 $0.00
SC - Reception Hall B (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 8:30 AM Oct 16, 2021 11:00 PM 1 $0.00
SC - Tech Lab (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Oct 16, 2021 8:30 AM Oct 16, 2021 11:00 PM 1 $0.00

ATTACHMENT C
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# R39887 Status Approved Page 3 of 3
Payment and Refund
RECEIPT # DATE FEE DESCRIPTION EVENT RESOURCE PAYMENT / REFUND 1007736.03 Oct 14, 2021 Security Deposit
GL#100
Diwali Festival 2021 MP - Half Field -
Festival
$1,000.00
2004906.03 Oct 21, 2021 Security Deposit
GL#100
Diwali Festival 2021 MP - Half Field -
Festival
-$1,000.00

ATTACHMENT C
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# R61247 Status Approved Page 1 of 2
2 resource(s) 4 booking(s) Subtotal: $1,000.00
System User Ruben Rodriguez Payer Cupertino Chamber Of Commerce Work Phone Number (408) 550-6158
Main Phone Number (408) 355-4413
Cell Phone Number (408) 355-4413
Email Address [email protected]
Agent Name Rick (Cupertino) Kitson (Chamber)
Organization Name Cupertino Chamber Of Commerce - 7
Customer Type Cupertino Non-Profit
Organization Address 20455 Silverado Ave.

Cupertino, CA 95014
Permit # R61247
Status Approved
Date Mar 30, 2022 6:01 PM
Quinlan Community Center
10185 N Stelling Rd.

Cupertino, CA, US 95014
PHONE:(408) 777-3120
FAX:(408) 777-1305
EMAIL:[email protected]
Permit
Rental Fee $0.00
Discounts $0.00
Subtotal $0.00
Deposits $1,000.00
Deposit Discounts $0.00
Total Permit Fee $1,000.00
Total Payment $1,000.00
Refunds $0.00
Balance $0.00
Cupertino Holi Festival
Booking Summary
MP - Half Field - Festival (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Apr 2, 2022 11:00 AM Apr 2, 2022 9:00 PM 20 $0.00
Apr 3, 2022 8:00 AM Apr 3, 2022 6:00 PM 1000 $0.00
Apr 4, 2022 8:00 AM Apr 4, 2022 1:00 PM 20 $0.00
Resource level fees $1,000.00
QCC - Cupertino Room (Admin Booking) Center: Quinlan Community Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Apr 3, 2022 8:00 AM Apr 3, 2022 6:00 PM 1 $0.00
Deposit

EVENT RESOURCE DEPOSIT FEE CHARGE TAX AMOUNT PAID REFUNDS BALANCE Cupertino
Holi Festival
MP - Half
Field -
Festival
Security
Deposit
GL#100
$1,000.00 $0.00 $1,000.00 $0.00 $0.00

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# R61247 Status Approved Page 2 of 2
Payment and Refund
RECEIPT # DATE FEE DESCRIPTION EVENT RESOURCE PAYMENT / REFUND 1008141.03 Mar 3, 2022 Security Deposit
GL#100
Cupertino Holi
Festival
MP - Full Field -
Festival
$1,000.00
3008624.03 Mar 30, 2022 Security Deposit
GL#100
Cupertino Holi
Festival
-- -$1,000.00
3008624.03 Mar 30, 2022 Security Deposit
GL#100
Cupertino Holi
Festival
MP - Half Field -
Festival
$1,000.00

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# R100281 Status Tentative Page 1 of 2
17 resource(s) 21 booking(s) Subtotal: $0.00
System User Ruben Rodriguez
Main Phone Number (408) 252-7054
Cell Phone Number (408) 838-0502
Email Address [email protected]
Agent Name Anjali Kausar
Organization Name Cupertino Chamber Of Commerce - 7
Customer Type Cupertino Non-Profit
Organization Address 20455 Silverado Ave.

Cupertino, CA 95014
Permit # R100281
Status Tentative
Date Mar 22, 2022 1:57 PM
Expiration Date Mar 22, 2023
Quinlan Community Center
10185 N Stelling Rd.

Cupertino, CA, US 95014
PHONE:(408) 777-3120
FAX:(408) 777-1305
EMAIL:[email protected]
Permit
Rental Fee $0.00
Discounts $0.00
Subtotal $0.00
Deposits $0.00
Deposit Discounts $0.00
Total Permit Fee $0.00
Total Payment $0.00
Refunds $0.00
Balance $0.00
Diwali Festival 2021
Booking Summary
MP - Half Field - Festival (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 9, 2022 8:00 AM Sep 9, 2022 7:00 PM 1 $0.00
Sep 10, 2022 7:00 AM Sep 10, 2022 9:00 PM 1 $0.00
Sep 11, 2022 7:00 AM Sep 11, 2022 9:00 PM 1 $0.00
MP - Amphitheatre (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 7:00 AM Sep 11, 2022 7:00 PM -- $0.00
Occurs every day effective Sep 10, 2022 until Sep 11, 2022 from 7:00 AM to 7:00 PM MP - Gazebo (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 7:00 AM Sep 10, 2022 7:00 PM 1 $0.00
MP - Softball Field (Admin Booking) Center: Memorial Park

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 7:00 AM Sep 10, 2022 7:00 PM 1 $0.00
QCC - Conference Room (Admin Booking) Center: Quinlan Community Center

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START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 7:00 AM Sep 10, 2022 9:00 PM 1 $0.00
QCC - Social Room (Admin Booking) Center: Quinlan Community Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 7:00 AM Sep 10, 2022 9:00 PM 1 $0.00
QCC - Cupertino Room (Admin Booking) Center: Quinlan Community Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 8:00 AM Sep 10, 2022 10:00 PM 1 $0.00
Sep 11, 2022 7:00 AM Sep 11, 2022 9:00 PM 1 $0.00
SC - Arts & Crafts Room (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 8:30 AM Sep 10, 2022 11:00 PM 1 $0.00
SC - Bay Room (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 8:30 AM Sep 10, 2022 11:00 PM 1 $0.00
SC - Classroom (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 8:30 AM Sep 10, 2022 11:00 PM 1 $0.00
SC - Conference Room (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 8:30 AM Sep 10, 2022 11:00 PM 1 $0.00
SC - Exercise Room (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 8:30 AM Sep 10, 2022 11:00 PM 1 $0.00
SC - Fountain Room (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 8:30 AM Sep 10, 2022 11:00 PM 1 $0.00
SC - Kitchen (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 8:30 AM Sep 10, 2022 11:00 PM 1 $0.00
SC - Reception Hall (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 8:30 AM Sep 10, 2022 11:00 PM 1 $0.00
SC - Reception Hall B (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 8:30 AM Sep 10, 2022 11:00 PM 1 $0.00
SC - Tech Lab (Admin Booking) Center: Senior Center

START DATE/TIME END DATE/TIME ATTENDEE AMT W/O TAX
Sep 10, 2022 8:30 AM Sep 10, 2022 11:00 PM 1 $0.00

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Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
Main Account - Main Checking Account
Check
729282 12/13/2021 Open Accounts Payable Cupertino Hotel $183.90 Invoice Date Description Amount
2022-00000308 10/22/2021 Boris Stanley Meal Service for 10/17/21 and 10/21/21 $183.90 729283 12/17/2021 Open Accounts Payable ADVANTAGE GRAFIX $106.94 Invoice Date Description Amount
46147 11/04/2021 Business Cards - Tina Kapoor $106.94
729284 12/17/2021 Open Accounts Payable AT&T $337.40
Invoice Date Description Amount
000017164481 10/12/2021 911 Emergency Phone Lines - 09/12/2021 - 10/11/2021
$153.72
000017453110 12/12/2021 911 Emergency Phone Lines - 11/12/2021 - 12/11/2021
$183.68
729285 12/17/2021 Open Accounts Payable AVOCETTE TECHNOLOGIES INC. $7,507.50 Invoice Date Description Amount
2111CU1 11/30/2021 Accela FY22 Configuration services & Business License Nov 2021
$7,507.50
729286 12/17/2021 Open Accounts Payable CINTAS CORPORATION $2,247.32 Invoice Date Description Amount
4103917285 12/07/2021 UNIFORMS SAFETY APPAREL $1,123.66 4104617598 12/14/2021 UNIFORMS SAFETY APPAREL $1,123.66 729287 12/17/2021 Open Accounts Payable COLLEEN LOPEZ $1,200.00 Invoice Date Description Amount
2021-6 12/10/2021 Housing Consultant 2021/11 $1,200.00
729288 12/17/2021 Open Accounts Payable COMCAST $2,162.67 Invoice Date Description Amount
3310-120721 12/07/2021 8155 40 065 0183310 -120721 $2,162.67 729289 12/17/2021 Open Accounts Payable COUNTY OF SANTA CLARA $1,290,467.25 Invoice Date Description Amount
1800078855 11/01/2021 Advance for Law Enforcement Svs (Nov 2021) $1,290,457.25 1800078811 10/28/2021 LIVE SCAN SERVICES SEPT 2021 $10.00 729290 12/17/2021 Open Accounts Payable CUPERTINO CHAMBER OF

COMMERCE
$8,000.00
Invoice Date Description Amount
12927 08/10/2021 Chamber Annual Contract - First Installment $8,000.00 729291 12/17/2021 Open Accounts Payable Darlene Rochkind $197.87 Invoice Date Description Amount
10180 12/11/2021 interpreting services for Signing Santa $197.87 729292 12/17/2021 Open Accounts Payable DENCO SALES COMPANY, INC. $388.79 Invoice Date Description Amount
8781818-00 12/08/2021 Grounds - Material for Field Closed Signs $388.79 729293 12/17/2021 Open Accounts Payable DEVIL MOUNTAIN WHOLESALE

NURSERY, INC
$8,244.50
Invoice Date Description Amount
2059/7 12/10/2021 Trees/ROW - Trees $7,190.51
user: Vi Tran Pages: 1 of 8 Tuesday, December 21, 2021
Payment Register
**LIVE** Cupertino **LIVE**
From Payment Date: 12/11/2021 - To Payment Date: 12/17/2021

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Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
10922/3 12/14/2021 Trees/ROW - Trees $1,053.99
729294 12/17/2021 Open Accounts Payable Eshverya Gianchandani $55.00 Invoice Date Description Amount
EshveryaG101521 10/15/2021 Reimbursement - Crew SV Luncheon $55.00 729295 12/17/2021 Open Accounts Payable FRANCHISE TAX BOARD $14,253.52 Invoice Date Description Amount
DGWithholding1 12/16/2021 Income Tax for Daniel Gertmenian #883685572 $14,253.52 729296 12/17/2021 Open Accounts Payable James Throop $57.00 Invoice Date Description Amount
Throop11821 11/08/2021 Live Scan and Fingerprinting Reimbursement $57.00 729297 12/17/2021 Open Accounts Payable MOUNTAIN VIEW GARDEN CENTER
$1,712.49
Invoice Date Description Amount
108587 12/08/2021 Grounds - 4Yard Red Pro Chip $244.22
108583 12/08/2021 Grounds - 4Yard Red Pro Chip $244.22
108578 12/08/2021 Grounds - 4Yard Red Pro Chip $244.22
108595 12/09/2021 Grounds - 2yds Red Pro Chip $122.11
108599 12/10/2021 Streets - Sand for Sandbags $857.72
729298 12/17/2021 Open Accounts Payable MUNICIPAL MAINTENANCE

EQUIPMENT, INC
$384,130.50
Invoice Date Description Amount
0165944-IN 12/15/2021 Streets - Vac-Con Sewer & Storm Drain Cleaner $384,130.50 729299 12/17/2021 Open Accounts Payable OTIS ELEVATOR COMPANY $8,772.12 Invoice Date Description Amount
100400515232 09/13/2021 Facilities - Library Maintenance 10-1-21 to 9-30-22 $8,772.12 729300 12/17/2021 Open Accounts Payable TRACER GOLF USA $212.43 Invoice Date Description Amount
#INV-003194 11/30/2021 golf tees to sell in pro shop $212.43 729301 12/17/2021 Open Accounts Payable TYLER TECHNOLOGIES, INC. $701.37 Invoice Date Description Amount
Invoice-65976 12/01/2021 SELF SEAL 1099 ENV $701.37
729302 12/17/2021 Open Accounts Payable LARRY KLEIN $794.00 Invoice Date Description Amount
277809 12/13/2021 REFUND 10236 CRESTON DR TR-2021-042

WITHDRAWN
$794.00
729303 12/17/2021 Open Accounts Payable Liaw, Hai-Pyng $402.00 Invoice Date Description Amount
262993 12/14/2021 Refund for tree fee - insufficient space for planting $402.00 729304 12/17/2021 Open Accounts Payable Ng, Ofelia $39.34 Invoice Date Description Amount
12162021 12/16/2021 Laptop Bag Reimbursement: Nordstrom - DUCHAMP Office Backpack
$39.34
user: Vi Tran Pages: 2 of 8 Tuesday, December 21, 2021
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From Payment Date: 12/11/2021 - To Payment Date: 12/17/2021

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Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
729305 12/17/2021 Open Accounts Payable Nokhoda, Shazia $44.80 Invoice Date Description Amount
11192021 11/19/2021 Petty Cash for Shazia Nokhoda: Preschool - Thanksgiving Projects
$44.80
729306 12/17/2021 Open Accounts Payable STACIE VARIAN $196.44 Invoice Date Description Amount
279351 12/09/2021 REFUND 10445 SAN FERNANDO AVE BLD-2021- 2338 WITHDRAWN
$196.44
729307 12/17/2021 Open Accounts Payable THOMAS JAMES HOMES $5,000.00 Invoice Date Description Amount
270129 12/14/2021 10742 Carver Dr., Encroachment, 270129 $5,000.00 729308 12/17/2021 Open Accounts Payable THOMAS JAMES HOMES $37,000.00 Invoice Date Description Amount
269874 12/14/2021 10206 Orange Ave,100%L&M Bond, 269874 $37,000.00 729309 12/17/2021 Open Accounts Payable TIFANIE DANIELS $176.80 Invoice Date Description Amount
277109 12/10/2021 REFUND 10108 S TANTAU AVE BLD-2021-1625

SCOPE OF WORK CHANGE
$176.80
Type Check Totals: 28 Transactions $1,774,591.95
EFT
33219 12/13/2021 Open Accounts Payable Darcy Paul $1,264.06 Invoice Date Description Amount
DarcyP102921 10/29/2021 Reimbursement - League of CA Cities Conference (Travel)
$144.48
DarcyP110321 11/03/2021 Reimbursement - 11/3 Meeting with FBI Special Agents
$56.72
DarcyP102821 10/28/2021 Reimbursement - 9/29 - 10/28 Cell Phone $116.44 DarcyP112821 11/28/2021 Reimbursement - 10/29 - 11/28 Cell Phone $116.44 DarcyP09282021 09/28/2021 Reimbursement - 8/29 - 9/28 Cell Phone $116.51 DarcyP102021 10/20/2021 Reimbursement - 10/20 Boris Stanley Dinner $233.00 DarcyP102121 10/21/2021 Reimbursement - 10/21 Boris Stanley Lunch $480.47 33220 12/13/2021 Open Accounts Payable EMPLOYMENT DEVEL DEPT $48,981.42 Invoice Date Description Amount
12032021 12/03/2021 CA State Tax pp 11/20/21-12/3/21 $48,981.42 33221 12/13/2021 Open Accounts Payable IRS $153,308.59
Invoice Date Description Amount
12032021 12/03/2021 Federal Tax pp 11/20/21-12/3/21 $153,308.59 33222 12/16/2021 Open Accounts Payable P E R S $486,351.36 Invoice Date Description Amount
12032021 12/03/2021 PERS pp 11/20/21-12/3/21 $486,351.36 33225 12/17/2021 Open Accounts Payable 4 PAWS GOOSE CONTROL $1,850.00 Invoice Date Description Amount
1640 12/07/2021 Grounds - Nov 2021 Goose Control Services $1,850.00 user: Vi Tran Pages: 3 of 8 Tuesday, December 21, 2021
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From Payment Date: 12/11/2021 - To Payment Date: 12/17/2021

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Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
33226 12/17/2021 Open Accounts Payable ALL PENINSULA FIRE

EXTINGUISHER COMPANY
$3,901.00
Invoice Date Description Amount
21406 11/10/2021 Facilities - Fire Extinguisher Service $3,901.00 33227 12/17/2021 Open Accounts Payable Amazon Capital Services $207.12 Invoice Date Description Amount
11GD-D66G-6H7N 12/10/2021 refund - StarTech.com Down Angle Mini USB Cable - 2m - Black -
($6.42)
1KTP-HLC4-NCMK 12/13/2021 StarTech.com Down Angle Mini USB Cable - 2m - Black for CE
$8.42
1D7T-NLPK-MWF6 12/13/2021 IT Admin Business Prime Essentials - Membership Fee $195.33 1L39-6FK4-NJF3 12/13/2021 zdyCGTime 5FT 6 Pin to 6 Pin Firewire DV iLink Male to Male IEEE
$9.79
33228 12/17/2021 Open Accounts Payable BOUCHER LAW $4,077.50 Invoice Date Description Amount
783 12/13/2021 Employee Health and Benefit Programs $2,350.00 784 12/13/2021 Labor & Employment Law Matters $1,475.00 782 12/13/2021 COVID-19 Matters $252.50
33229 12/17/2021 Open Accounts Payable BRIAN GATHERS $55.00 Invoice Date Description Amount
BrianG120421 12/04/2021 Cell Phone Reimbursement - Brian G Nov 5 to Dec 4 2021
$55.00
33230 12/17/2021 Open Accounts Payable CAROL KORADE $160.70 Invoice Date Description Amount
December2021 12/14/2021 Reimbursement for December 2021 $160.70 33231 12/17/2021 Open Accounts Payable CLEANSTREET, INC. $17,381.62 Invoice Date Description Amount
101733CS 11/30/2021 Street Sweeping November 2021 $17,381.62 33232 12/17/2021 Open Accounts Payable CLEARBLU ENVIRONMENTAL $622.61 Invoice Date Description Amount
26214 11/15/2021 Streets - Nov 2021 Haz Mat Services $622.61 33233 12/17/2021 Open Accounts Payable CORELOGIC SOLUTIONS, LLC $940.31 Invoice Date Description Amount
82109433 11/30/2021 Metro scan Nov. 2021 $940.31
33234 12/17/2021 Open Accounts Payable CURREN CONSULTING $3,360.00 Invoice Date Description Amount
2021-10-07 10/31/2021 2021 Pavement Maintenance Project Phase 1 & 2 $1,785.00 2021-11-07 11/30/2021 2021 Pavement Maintenance Project Phase 1 & 2 $1,575.00 33235 12/17/2021 Open Accounts Payable Darcy Paul $353.57 Invoice Date Description Amount
DarcyP120621 12/06/2021 Reimbursement - Greg/Council Farewell Dinner $353.57 33236 12/17/2021 Open Accounts Payable GRAINGER INC $687.76 Invoice Date Description Amount
9110089415 11/04/2021 Streets - LED Driver $474.46
9143218775 12/07/2021 Fleet - Marker, Red, Green, Blue $74.11 9143218759 12/07/2021 Fleet - Headlamp $139.19
user: Vi Tran Pages: 4 of 8 Tuesday, December 21, 2021
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From Payment Date: 12/11/2021 - To Payment Date: 12/17/2021

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Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
33237 12/17/2021 Open Accounts Payable GULU SAKHRANI $55.00 Invoice Date Description Amount
GuluS121421 12/14/2021 Cell Phone Charge Reimbursement for Gulu - Nov 8 to Dec 7
$55.00
33238 12/17/2021 Open Accounts Payable Health Care Employees Dental Trust $28,917.90 Invoice Date Description Amount
305409-305411 12/14/2021 December 2021 Dental Benefit $28,917.90 33239 12/17/2021 Open Accounts Payable INSERVH20 INC. $787.89 Invoice Date Description Amount
1720 12/01/2021 Facilities - DEc 2021 Water Treatment $787.89 33240 12/17/2021 Open Accounts Payable Jillian C Haff $390.00 Invoice Date Description Amount
Fall Payment 2 12/14/2021 oct/nov zoom classes $390.00
33241 12/17/2021 Open Accounts Payable Keish Environmental, PC $2,500.00 Invoice Date Description Amount
COCMCS-0002 11/30/2021 MRP Training- November Services $2,500.00 33242 12/17/2021 Open Accounts Payable LIFE INSURANCE COMPANY OF

NORTH AMERICA
$7,838.78
Invoice Date Description Amount
15487_120121 12/14/2021 December 2021 CIGNA $7,838.78
33243 12/17/2021 Open Accounts Payable Managed Health Network Inc $785.51 Invoice Date Description Amount
PRM-067673 11/16/2021 December 2021 EAP BENEFIT $785.51 33244 12/17/2021 Open Accounts Payable MESITI-MILLER ENGINEERING, INC.
$29,478.50
Invoice Date Description Amount
1121028 11/30/2021 SO#3 CE/SE Regnart Rd. Sites 3-6 Schematic Design through 112521
$12,578.00
1121019 11/30/2021 CE for Wilson Park Basketball Court through 112521 $13,972.50 1121027 11/30/2021 CE/Se for Regnart Rd. Improvements Ph. 1 through 112521
$2,928.00
33245 12/17/2021 Open Accounts Payable MOSS ADAMS LLP $19,850.00 Invoice Date Description Amount
102245348 12/10/2021 Professional Services Rendered Through 11/30/2021 $19,850.00 33246 12/17/2021 Open Accounts Payable NI GOVERNMENT SERVICES INC. $79.04 Invoice Date Description Amount
21112907051 12/01/2021 Satellite Cell Phone Service - November 2021 $79.04 33247 12/17/2021 Open Accounts Payable NIDHI MATHUR $336.42 Invoice Date Description Amount
NidhiM121321 12/13/2021 Nidhi Cell Reimbursements 4-19-21 to 11-18-21 $336.42 33248 12/17/2021 Open Accounts Payable Nomad Transit LLC $63,073.63 Invoice Date Description Amount
INV001-4247 11/30/2021 Via Cupertino Shuttle for November 2021 $63,073.63 33249 12/17/2021 Open Accounts Payable OFFICE DEPOT, INC. $855.40 Invoice Date Description Amount
209385970001 11/11/2021 Service Center - 16oz Cups $151.89 user: Vi Tran Pages: 5 of 8 Tuesday, December 21, 2021
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From Payment Date: 12/11/2021 - To Payment Date: 12/17/2021

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Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
209391573001 11/11/2021 Service Center - 16oz Cups $151.89 209392587001 11/12/2021 Service Center - Binder Clips $6.86 211925940001 11/22/2021 Service Center - Calendar 2022 $518.32 210095096001 11/18/2021 Retractable Gel Pen and Notepad $26.44 33250 12/17/2021 Open Accounts Payable PAVEMENT ENGINEERING INC $34,250.00 Invoice Date Description Amount
2111-084 12/08/2021 Construction Management & Inspection for 2020 Pavement Maint
$26,592.50
2111-083 12/08/2021 Construction Management & Inspection for 2020 Pavement Maint.
$7,657.50
33251 12/17/2021 Open Accounts Payable PLACEWORKS, INC $36,327.58 Invoice Date Description Amount
77078 11/30/2021 10625 S Foothill Blvd Environmental Review 2021/11 $1,355.33 77079 11/30/2021 10655 Mary Ave Environmental Review 2021/11 $323.85 77091 11/30/2021 22690 SCB Environmental Review 2021/11 $1,398.68 77093 11/30/2021 19191 Vallco Parkway Environmental Review 2021/11 $33,249.72 33252 12/17/2021 Open Accounts Payable RANEY PLANNING & MANAGEMENT, INC.
$3,940.35
Invoice Date Description Amount
2198E-1 12/09/2021 20860 McClellan Rd IS/MND 2021/11 $3,940.35 33253 12/17/2021 Open Accounts Payable RED WING BUSINESS ADVANTAGE

ACCOUNT
$386.57
Invoice Date Description Amount
20211210075899 12/10/2021 Safety Boots for Bob - Building $386.57 33254 12/17/2021 Open Accounts Payable RRM DESIGN GROUP $8,691.00 Invoice Date Description Amount
1832-00-1121 12/10/2021 Design Review Consultant 2021/11 $8,691.00 33255 12/17/2021 Open Accounts Payable SDI PRESENCE LLC $1,662.50 Invoice Date Description Amount
8004 11/30/2021 Strategic Planning Services - Nov. 21 $1,662.50 33256 12/17/2021 Open Accounts Payable SHUTE, MIHALY & WEINBERGER LLP
$1,704.01
Invoice Date Description Amount
275133 12/13/2021 Legal Services, November 2021 $1,704.01 33257 12/17/2021 Open Accounts Payable SONITROL/PACIFIC WEST SECURITY, INC.
$10,620.00
Invoice Date Description Amount
55182 01/01/2022 Facilities - City Hall Jan-Mar 2022 $1,617.00 55183 01/01/2022 Facilities - Traffic Jan - March 2022 $339.00 55311 01/01/2022 Facilities - Library Jan - March 2022 $750.00 55312 01/01/2022 Facilities - Jan - March 2022 $1,446.00 55313 01/01/2022 Facilities - Jan - March 2022 $636.00
55314 01/01/2022 Facilities - QCC Jan - March 2022 $963.00 55315 01/01/2022 Facilities - City Hall Elevator Jan - March 2022 $102.00 55316 01/01/2022 Facilities - BBF Snack Shack Jan - March 2022 $129.00 55318 01/01/2022 Facilities - Senior Center Jan - March 2022 $162.00 55319 01/01/2022 Facilities - Rec Area Jan - March 2022 $750.00 user: Vi Tran Pages: 6 of 8 Tuesday, December 21, 2021
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From Payment Date: 12/11/2021 - To Payment Date: 12/17/2021

ATTACHMENT E
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Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
55320 01/01/2022 Facilities - Creekside Park Jan - March 2022 $261.00 55321 01/01/2022 Facilities - Wilson Park Jan - March 2022 $243.00 55322 01/01/2022 Facilities - City Hall Jan - March 2021 $582.00 55323 01/01/2022 Facilities - Service Center Jan - March 2022 $813.00 55977 01/01/2022 Facilities - BBF Jan - March 2022 $261.00 55978 01/01/2022 Facilities - BBF Kiosk Jan - March 2022 $240.00 56002 01/01/2022 Facilities - BBF Cafe Jan - March 2022 $384.00 56253 01/01/2022 Facilities - Sports Center Jan - March 2022 $702.00 56238 01/01/2022 Facilities - BBF Retreat Jan - March 2022 $240.00 33258 12/17/2021 Open Accounts Payable STATEWIDE TRAFFIC SAFETY AND SIGNS
$1,779.95
Invoice Date Description Amount
05035639 11/04/2021 Streets - Aquaphalt 4.0 Bucket $1,201.82 05036012 12/14/2021 Streets - Aquaphalt Shock Absorbing Tool $578.13 33259 12/17/2021 Open Accounts Payable SUNNYVALE FORD $1,288.66 Invoice Date Description Amount
196885 11/08/2021 Fleet - Kit H1 HV $644.33
196976 11/10/2021 Fleet - Kit H1 HV $644.33
33260 12/17/2021 Open Accounts Payable TENJI INC $1,835.89 Invoice Date Description Amount
3428 11/30/2021 Facilities - Library Oct 2021 Aquarium Maintenance $1,835.89 33261 12/17/2021 Open Accounts Payable THE HARTFORD $11,409.39 Invoice Date Description Amount
656341095774 12/14/2021 December 2021 Life and AD&D Benefit $11,203.20 756341141074 12/14/2021 December 2021 $206.19
33262 12/17/2021 Open Accounts Payable VALLEY OIL COMPANY $15,392.53 Invoice Date Description Amount
95095 12/09/2021 Fleet - Fuel $15,392.53
33263 12/17/2021 Open Accounts Payable Vision Service Plan (CA) $210.76 Invoice Date Description Amount
813734754 11/19/2021 December 2021 Vision Benefit $210.76 33264 12/17/2021 Open Accounts Payable Vision Service Plan (CA) $2,973.88 Invoice Date Description Amount
813734747 11/19/2021 December 2021 Vision Benefit $2,973.88 33265 12/17/2021 Open Accounts Payable Vision Service Plan (CA) $882.36 Invoice Date Description Amount
813771736 11/24/2021 December 2021 Vision Benefit $882.36 33266 12/17/2021 Open Accounts Payable WOWzy Creation Corp. dba First Place
$66.50
Invoice Date Description Amount
95135 11/15/2021 Name plates for Ayano Hattori, Ray Joseph & Birgit Werner
$66.50
Type EFT Totals: 46 Transactions $1,011,872.62
Main Account - Main Checking Account Totals
Checks Status Count Transaction Amount Reconciled Amount Open 28 $1,774,591.95 $0.00
user: Vi Tran Pages: 7 of 8 Tuesday, December 21, 2021
Payment Register
**LIVE** Cupertino **LIVE**
From Payment Date: 12/11/2021 - To Payment Date: 12/17/2021

ATTACHMENT E
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Number Date Status Void Reason
Reconciled/
Voided Date Source Payee Name
Transaction
Amount
Reconciled
Amount Difference
Reconciled 0 $0.00 $0.00
Voided 0 $0.00 $0.00
Stopped 0 $0.00 $0.00
Total 28 $1,774,591.95 $0.00
EFTs Status Count Transaction Amount Reconciled Amount
Open 46 $1,011,872.62 $0.00
Reconciled 0 $0.00 $0.00
Voided 0 $0.00 $0.00
Total 46 $1,011,872.62 $0.00
All Status Count Transaction Amount Reconciled Amount
Open 74 $2,786,464.57 $0.00
Reconciled 0 $0.00 $0.00
Voided 0 $0.00 $0.00
Stopped 0 $0.00 $0.00
Total 74 $2,786,464.57 $0.00
Grand Totals:

Checks Status Count Transaction Amount Reconciled Amount Open 28 $1,774,591.95 $0.00
Reconciled 0 $0.00 $0.00
Voided 0 $0.00 $0.00
Stopped 0 $0.00 $0.00
Total 28 $1,774,591.95 $0.00
EFTs Status Count Transaction Amount Reconciled Amount
Open 46 $1,011,872.62 $0.00
Reconciled 0 $0.00 $0.00
Voided 0 $0.00 $0.00
Total 46 $1,011,872.62 $0.00
All Status Count Transaction Amount Reconciled Amount
Open 74 $2,786,464.57 $0.00
Reconciled 0 $0.00 $0.00
Voided 0 $0.00 $0.00
Stopped 0 $0.00 $0.00
Total 74 $2,786,464.57 $0.00
user: Vi Tran Pages: 8 of 8 Tuesday, December 21, 2021
Payment Register
**LIVE** Cupertino **LIVE**
From Payment Date: 12/11/2021 - To Payment Date: 12/17/2021 December 21, 2021

ATTACHMENT E
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Invoice
11879
City of Cupertino 02/05/2020
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
02/05/2020
Date:

Invoice #:

Due:

Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
Phone: (408) 252-7054
Fax: (408) 252-0638
Website: https://www.cupertino-chamber.org
Email: [email protected]
Description Quantity Rate Amount
I Love Cupertino Project
Database Subscription 1 $197.66 $197.66
I Love Cupertino Project
Website Hosting 1 $154.55 $154.55
I Love Cupertino Project
Website Maintenance 12 $150.00 $1,800.00

Invoice: $2,152.21
Balance: $2,152.21
$2152.21
City of Cupertino
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
Amount Due:

Due: 02/05/2020
Invoice #: 11879
Date: 02/05/2020
Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
156
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Invoice
11755
City of Cupertino 01/03/2020
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
01/03/2020
Date:

Invoice #:

Due:

Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
Phone: (408) 252-7054
Fax: (408) 252-0638
Website: https://www.cupertino-chamber.org
Email: [email protected]
Description Quantity Rate Amount
I Love Cupertino Project
Database Subscription 1 $197.66 $197.66
I Love Cupertino Project
Website Hosting 1 $154.55 $154.55
I Love Cupertino Project
Website Maintenance 10 $150.00 $1,500.00

Invoice: $1,852.21
Balance: $1,852.21
$1852.21
City of Cupertino
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
Amount Due:

Due: 01/03/2020
Invoice #: 11755
Date: 01/03/2020
Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
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Invoice
11930
City of Cupertino 03/02/2020
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
03/02/2020
Date:

Invoice #:

Due:

Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
Phone: (408) 252-7054
Fax: (408) 252-0638
Website: https://www.cupertino-chamber.org
Email: [email protected]
Description Quantity Rate Amount
I Love Cupertino Project
Database Subscription 1 $197.66 $197.66
I Love Cupertino Project
Website Hosting 1 $154.55 $154.55
I Love Cupertino Project
Website Maintenance 15 $150.00 $2,250.00

Invoice: $2,602.21
Balance: $2,602.21
$2602.21
City of Cupertino
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
Amount Due:

Due: 03/02/2020
Invoice #: 11930
Date: 03/02/2020
Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
158
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Invoice
11981
City of Cupertino 04/01/2020
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
04/01/2020
Date:

Invoice #:

Due:

Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
Phone: (408) 252-7054
Fax: (408) 252-0638
Website: https://www.cupertino-chamber.org
Email: [email protected]
Description Quantity Rate Amount
I Love Cupertino Project
Database Subscription 1 $197.66 $197.66
I Love Cupertino Project
Website Hosting 1 $154.55 $154.55
I Love Cupertino Project
Website Maintenance 10 $150.00 $1,500.00

Invoice: $1,852.21
Balance: $1,852.21
$1852.21
City of Cupertino
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
Amount Due:

Due: 04/01/2020
Invoice #: 11981
Date: 04/01/2020
Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
159
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Invoice
12094
City of Cupertino 05/04/2020
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
05/04/2020
Date:

Invoice #:

Due:

Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
Phone: (408) 252-7054
Fax: (408) 252-0638
Website: https://www.cupertino-chamber.org
Email: [email protected]
Description Quantity Rate Amount
I Love Cupertino Project
Database Subscription 1 $197.66 $197.66
I Love Cupertino Project
Website Hosting 1 $154.55 $154.55
I Love Cupertino Project
Website Maintenance 10 $150.00 $1,500.00

Invoice: $1,852.21
Balance: $1,852.21
$1852.21
City of Cupertino
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
Amount Due:

Due: 05/04/2020
Invoice #: 12094
Date: 05/04/2020
Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
160
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Invoice
12129
City of Cupertino 06/05/2020
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
06/05/2020
Date:

Invoice #:

Due:

Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
Phone: (408) 252-7054
Fax: (408) 252-0638
Website: https://www.cupertino-chamber.org
Email: [email protected]
Description Quantity Rate Amount
I Love Cupertino Project
Database Subscription 1 $197.66 $197.66
I Love Cupertino Project
Website Hosting 1 $154.55 $154.55
I Love Cupertino Project
Website Maintenance 10 $150.00 $1,500.00

Invoice: $1,852.21
Balance: $1,852.21
$1852.21
City of Cupertino
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
Amount Due:

Due: 06/05/2020
Invoice #: 12129
Date: 06/05/2020
Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
161
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Invoice
12492
City of Cupertino 12/13/2020
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
12/13/2020
Date:

Invoice #:

Due:

Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
Phone: (408) 252-7054
Fax: (408) 252-0638
Website: https://www.cupertino-chamber.org
Email: [email protected]
Description Quantity Rate Amount
I Love Cupertino Project
Membee Complete Subscription - Website & Database 6 $352.00 $2,112.00

Invoice: $2,112.00
Balance: $2,112.00
$2112.00
City of Cupertino
Angela Tsui
10300 Torre Ave
Cupertino CA 95014
Amount Due:

Due: 12/13/2020
Invoice #: 12492
Date: 12/13/2020
Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
162
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163
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Invoice
12806
City of Cupertino 06/04/2021
Kristina Alfaro
10300 Torre Ave
Cupertino CA 95014
06/04/2021
Date:

Invoice #:

Due:

Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
Phone: (408) 252-7054
Fax: (408) 252-0638
Website: https://www.cupertino-chamber.org
Email: [email protected]
Description Quantity Rate Amount
I Love Cupertino Project
Membee Complete Subscription - Website & Database 6 $352.00 $2,112.00

Invoice: $2,112.00
Balance: $2,112.00
$2112.00
City of Cupertino
Kristina Alfaro
10300 Torre Ave
Cupertino CA 95014
Amount Due:

Due: 06/04/2021
Invoice #: 12806
Date: 06/04/2021
Cupertino Chamber of Commerce
20455 Silverado Avenue
Cupertino CA 95014-4439
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CITY OF CUPERTINO
Agenda Item
23-12104 Agenda Date: 3/21/2023
Agenda #: 4.

Subject: Receive the Budget Process Review Final Report Receive the Budget Process Review Final Report
CITY OF CUPERTINO Page 1 of 1 Printed on 3/15/2023
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CITY COUNCIL STAFF REPORT
Meeting: March 21, 2023
Subject
Consider the Budget Process Review Final Report
Recommended Action
Receive the Budget Process Review Final Report
Reasons for Recommendation
Background
In Fiscal Year (FY) 2019-20, the City began an internal audit program. On September 3, 2019, the City issued a Request for Proposal (RFP) for internal audit services. After reviewing the proposals, the evaluation committee selected Moss Adams as the City’s Internal Auditor. Moss Adams serves as the City’s designated Internal Auditor and conducts projects focusing on:
 Risks
 Internal controls
 Efficiency and effectiveness
 Best practices
 Compliance
The internal audit charter was approved by the Audit Committee on February 11, 2020, and the City Council on July 7, 2020.

Roles of Audit Committee and City Council
The Audit Committee and City Council play a crucial role in the internal audit process.

As described in the internal audit charter, the Internal Auditor is appointed by and reports to the Audit Committee and City Council. The Audit Committee and City Council approve the annual audit workplan, review audit report findings and recommendations, and monitor the implementation of recommendations.

Enterprise Risk Assessment
Moss Adams conducted an Enterprise Risk Assessment (ERA) in 2020 to analyze the City's risk areas. For each risk category assessed, the risk assessment included an overview of 167
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the risk condition in the City, including the current risk level, likelihood, impact, preparedness, and trajectory.

The Enterprise Risk Assessment identified high, moderate-to-high, and moderate risk categories. Moss Adams presented the Enterprise Risk Assessment to the Audit Committee on February 22, 2021 and May 24, 2021, and to the City Council on July 20, 2021.

FY 2022-23 Internal Audit Work Plan
Moss Adams developed the FY 2022-23 internal audit work plan, which included the following projects:
 Ongoing Support:
o Ongoing Internal Audit Services
o Policy Review Ongoing Support
 Budget Process Review
 Enterprise Leadership Effectiveness Study
 Library Construction Audit
The FY 2022-23 program was approved by the Audit Committee on June 27, 2022 and the City Council on September 6, 2022.

Project Background
As identified in the City’s annual internal audit work plan, Moss Adams conducted a review of the City’s budget development and ongoing monitoring processes. The goal of this engagement was to identify opportunities to improve workflows, strengthen communication, and confirm alignment with industry standards. This work was conducted between October 2022 and December 2022 and consisted of four phases:
 Initiation
 Fieldwork
 Analysis
 Reporting
Project Results
The review found that the City's budget process aligns with the significant majority of budget best practices developed by the Government Finance Officers Association (GFOA) (76 of 80 criteria in total). However, four elements lacked documentation to support alignment with best practices. The report recommended developing a prioritized implementation plan to support progress toward full alignment with GFOA best practices in the four categories that are not aligned.
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The report also recommended regular training and refresher courses for staff engaged in budget development and monitoring across City departments, document consolidation, and evaluation of automation opportunities.

Management Response
Management agrees with the observations and recommendations and has taken several measures to address the identified gaps. Firstly, staff has developed a Budget Management page on the City’s intranet, the Hub, to provide easy access to the budget calendar, instructions, helpful documents, and training materials. Department-specific folders have also been created to enable the departments and budget staff to share and collaborate on files securely. Centralizing all the relevant documentation in one place will facilitate easy access for staff and improve the consistency of budgeting practices.

Additionally, staff has taken several steps to enhance the budget process, including drafting budget policies and procedures which have been reviewed by Moss Adams during the Policies and Procedures Review. The City will incorporate GFOA recommendations into the budget process to ensure alignment with industry standards.

Any changes in budget format will be presented to the Audit Committee for their review.

Furthermore, staff will collaborate with the City Manager's Office to conduct a community survey to meet the stakeholder feedback best practice criterion established by GFOA. This will help ensure stakeholder satisfaction is monitored, measured, and evaluated.

Finally, the City will be introducing regular training sessions on various budget-related topics. These sessions will cover budgeting basics, reporting, budget review best practices, and budget tools and software such as OpenGov. These training sessions will help staff members remain up to date with the latest practices, tools, and software, ensuring that they have the necessary skills and knowledge to perform their roles effectively.

Next Steps
Staff is currently working on implementing the report’s recommendations. Internal audit status reports are available on the City’s website at cupertino.org/internal-audit.

Sustainability Impact
No sustainability impact.

Fiscal Impact
No fiscal impact. The City’s Internal Audit contract is included in the contracts category of the accounting program in the FY 2022-23 Adopted Budget. _____________________________________
Prepared by: Thomas Leung, Budget Manager
Reviewed by: Kristina Alfaro, Director of Administrative Services 169
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Approved for Submission by: Pamela Wu, City Manager
Attachments:

A – Budget Process Review Final Report
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This report is intended for the internal use of the City of Cupertino, and may not be provided to, used, or relied upon by any third parties.

Proprietary & Confidential

FINAL REPORT
City of Cupertino

BUDGET PROCESS REVIEW
December 20, 2022
Moss Adams LLP
999 Third Avenue, Suite 2800
Seattle, WA 98104
(206) 302-6500
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Budget Process Review Report

FOR INTERNAL USE OF THE CITY OF CUPERTINO ONLY
Table of Contents
Introduction 3
A. Background, Scope, and Methodology 3
B. Commendations 3
C. Summary of Observations and Recommendations 4
GFOA Best Practices Evaluation 6
Observations and Recommendations 14
A. GFOA Alignment 14
B. Budget Development and Monitoring 15
Appendix A: Survey Results 20
Appendix B: GFOA Best Practice Sources 31
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INTRODUCTION
As identified in the City of Cupertino’s (the City) annual internal audit workplan, Moss Adams conducted a review of the City’s budget development and ongoing monitoring processes. The goal of this engagement is to identify opportunities to improve workflows, strengthen communication, and confirm alignment with industry standards. This work was conducted between October 2022 and December 2022 and consisted of the following four phases:

PHASE DESCRIPTION
1 Start-Up and
Management
 Project initiation consisted of collaborative project planning and project management with the City, including developing our scope of work and final work plan.
2 Fieldwork  Fieldwork included interviews, document review, staff survey, and Government Finance Officers Association (GFOA) standards and best practice research. We worked with City staff to obtain the most current information and insights through:
• Interviews: We conducted interviews with budget and finance staff and leadership to gain an understanding of the City’s current budget development and monitoring environment.
• Document review: We received documents including policies, procedures, reports, guides, and other budget-related documentation. • Survey: We distributed a budget process review survey to solicit feedback from cross-functional stakeholders.
• Best practice research: We conducted research of GFOA standards and best practices to establish baseline data for comparison to the City’s processes.
3 Analysis  Based on the information gained during fieldwork, we assessed the current conditions and identified opportunities for improvement. Leveraging best practice information and our own experience from working with similar entities, we developed actionable recommendations.
4 Reporting  We communicated the results of our analysis with observations and recommendations presented first in a draft report that was reviewed with management to confirm the practicality and relevance of recommendations before finalizing the report.

GFOA Distinguished Budget Presentation Award
The City received the GFOA’s Distinguished Budget Presentation Award for the FY21-22 budget.

This award recognizes excellence in both the development of the budget and the organization of the budget document. This award was developed to recognize local governments that prepare and present budgets of the highest quality. To this end, the criteria for this award align with the budgeting best practices developed by the GFOA and the National Advisory Council on State and Local Budgeting.
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The City’s Distinguished Budget Presentation Award serves as an endorsement of quality by the GFOA. Because the GFOA is the preeminent organization of public finance professionals in North America, this award signifies that the City’s budget practices, and budget documents are of the highest quality amongst local governments in the United States and Canada.

Public Engagement and Use of Technology
The City of Cupertino is an innovator in budget-related public engagement through the utilization of technology and unique community participation opportunities. Like other municipalities in this space, the City utilizes OpenGov to allow citizens to search and understand the City’s financial data. One particularly innovative City practice is the development of both the Resident Tax Calculator and the Budget Forecast Tool, which helps Cupertino residents to understand how their tax dollars are spent and how the City’s service decisions impact its finances. Cupertino was recognized for these novel technologies by the California Society of Municipal Finance Officers (CSMFO) 2022 Innovation Award.

The City’s Budget & Bites annual workshop also signifies an innovative approach to budget-related community engagement. This novel community forum provides residents with the education necessary to understand and explore the flow of City finances from tax and revenue streams to their impact on residents.

Customer Satisfaction
In the survey administered to department-level staff involved in budgeting, the Finance team received considerable praise—between 72% and 90% of respondents rated the level of professionalism, communication, and assistance provided by Finance staff as satisfactory or extremely satisfactory.

Specifically, survey respondents noted the following activities as particularly useful:
• Annual and quarterly budget kick-off meetings
• Business Analytics training
• Finance team responsiveness, professionalism, and assistance • Innovative solutions to make budgeting information accessible • Quarterly financial reports
Among the Finance team, interviewed staff commented on the high levels of collaboration and mutual support across budgeting processes. Strong team dynamics, and inter-departmental relationships significantly contribute to optimized performance and increased efficiencies.

Observations and recommendations were grouped into two categories: 1) GFOA alignment, and 2) budget development and monitoring. Observations and recommendations are summarized below and detailed in further detail in Section III.
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OBSERVATIONS AND RECOMMENDATIONS
GFOA Alignment

1. Observation
Cupertino’s budget process acts in accordance with the significant majority of budget best practices developed by the GFOA (76 of 80 criteria in total); however, there are four elements of the City’s budget process that lacked documentation to support alignment with best practices.

Recommendation Develop a prioritized implementation plan to support progress towards full alignment with GFOA best practices in the four categories that are not aligned.

Budget Development and Monitoring

2. Observation
Although budget development and monitoring training is provided by Finance during onboarding and revisited at a high level during budget kick-offs, departmental staff engaged in budgeting desire more in-depth and regular training to keep up with continuous changes within the City.

Recommendation Develop regular training and refresher courses for staff engaged in budget development and monitoring across City departments.

3. Observation
Finance has developed several guides, tools, and instructions to support staff across all phases of the development process that are stored in several places across the City’s systems. This has led to inefficiencies finding and using the most updated documents.

Recommendations
A. Create a dedicated space on the HUB to consolidate budget guides, instructions, and tools.

B. Create a budget lifecycle overview outlining each phase of the budget development and monitoring process with links to tutorials or systems used to support deliverables across each phase.

4. Observation
The City uses OpenGov to submit, review, and approve budgets; however, the status of budget reviews and approvals occurs via email, leading to challenges effectively communicating budget progress.

Recommendation Evaluate opportunities to provide more relevant status indicators in OpenGov, and train staff on OpenGov’s budget status and notifications features. 175
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GFOA BEST PRACTICES EVALUATION
The following table summarizes the results of our analysis comparing Cupertino’s budget practices against best practices as outlined by the GFOA and NACSLB. This includes four principles, 13 categories, and 80 criteria.

GFOA/NACSLB BEST PRACTICE ALIGNMENT WITH

STANDARD

SUPPORTING EVIDENCE
PRINCIPLE 1: ESTABLISH BROAD GOALS TO GUIDE

GOVERNMENT DECISION MAKING FULLY ALIGNED

1.1 Assess Community Needs, Priorities, Challenges,
and Opportunities FULLY ALIGNED
Identify stakeholder concerns, needs, and priorities FULLY ALIGNED Budget Message, City Work Program, Community Profile,
Strategic Goals, and General Fund Forecast. Evaluate community condition, external factors, opportunities and challenges FULLY ALIGNED

1.2 Identify Opportunities and Challenges for
Government Services, Capital Assets, and
Management

FULLY ALIGNED
Assess services and programs, and identify issues,
opportunities, and challenges FULLY ALIGNED
Budget Message, Capital Improvement Program, City Work
Program, Strategic Goals, Community Profile, and General Fund Forecast.

Assess capital assets, and identify issues, opportunities, and challenges FULLY ALIGNED
Assess governmental management systems, and identify
issues, opportunities, and challenges FULLY ALIGNED

1.3 Develop and Disseminate Broad Goals FULLY ALIGNED
Identify broad goals FULLY ALIGNED Strategic Goals, Department Performance Measures 176
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Disseminate broad goals and review with stakeholders FULLY ALIGNED Strategic Goals, Department Performance Measures PRINCIPLE 2: DEVELOP APPROACHES TO ACHIEVE
GOALS
MOSTLY ALIGNEDPresence of not aligned
subcategories

2.1 Adopt Financial Policies MOSTLY ALIGNED- one
subcategory not aligned
Develop policy on stabilization funds

FULLY ALIGNED
Economic Uncertainty Reserve; Committed, Unassigned
Fund Balance, and Use of One Time Funds Policy; Long
Term Financial Stability Policies
Develop policy on fees and charges FULLY ALIGNED City Code: Clean Water and Storm Protection Fee, Storm Drainage Service Charge, Department Fees
Develop policy on debt issuance and management

FULLY ALIGNED
Expenditure Policies; Capital Improvement Policy;
Committed, Unassigned Fund Balance, and Use of One Time Funds Policy
Develop policy on debt level and capacity FULLY ALIGNED Legal Debt Margin Develop policy on use of one-time revenues FULLY ALIGNED Use of One Time Funds Policy Evaluate the use of unpredictable revenues FULLY ALIGNED Use of One Time Funds Policy Develop policy on balancing the operating budget

NOT ALIGNED
The City currently follows the California state requirement to have a balanced operating budget. GFOA recommends that
local governments adopt a policy that mandates balancing the budget and explains other statutory requirements
imposing a balanced budget.

Develop policy on revenue diversification FULLY ALIGNED Revenue Policies Develop policy on contingency planning FULLY ALIGNED Budget Amendment Process 177
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Consider a long-term financial planning policy, committing officials to considering the long-term implication of decisions made today
FULLY ALIGNED Budget Procedures, Long Term Financial Stability Policies

2.2 Develop Programmatic, Operating and Capital
Policies and Plans FULLY ALIGNED
Prepare policies and plans to guide the design of programs and services FULLY ALIGNED City Code
Prepare policies and plans for capital asset acquisition, maintenance, replacement, and retirement FULLY ALIGNED Capital Improvement Policy, City Code Capital improvement plans should employ a long-term
planning horizon FULLY ALIGNED Capital Improvement Program

2.3 Develop Programs and Services That Are
Consistent with Policies and Plans FULLY ALIGNED
Develop programs and evaluate delivery mechanisms FULLY ALIGNED City Work Program, Notable Accomplishments, New Initiatives, Department Narratives
Develop options for meeting capital needs and evaluate
acquisition alternatives FULLY ALIGNED Capital Improvement Program Identify functions, programs, and/or activities of
organizational units FULLY ALIGNED Department and Function Budget Sections Develop performance measures FULLY ALIGNED Department Performance Measures

2.4 Develop Management Strategies FULLY ALIGNED
Develop strategies to facilitate attainment of program and financial goals FULLY ALIGNED City Work Program, New Initiatives, and Department and Function Budget Sections Develop mechanisms for budgetary compliance FULLY ALIGNED Budget Monitoring Procedures 178
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Develop the type, presentation, and time period of the
budget FULLY ALIGNED Budget Calendar
PRINCIPLE 3: DEVELOP A BUDGET CONSISTENT WITH

APPROACHES TO ACHIEVE GOALS FULLY ALIGNED

3.1 Develop a Process for Preparing and Adopting a
Budget FULLY ALIGNED
Develop a budget calendar FULLY ALIGNED Budget Calendar Develop budget guidelines and instructions FULLY ALIGNED Budget Procedures, Budget Process Develop mechanisms for coordinating budget preparation
and review FULLY ALIGNED Budget Procedures, Budget Process Develop procedures to facilitate budget review, discussion, modification, and adoption FULLY ALIGNED Budget Calendar Identify opportunities for stakeholder input FULLY ALIGNED Budget Study Session, Budget Hearings, Fiscal Strategic Planning, Audit Committee, OpenGov, Budget and Bites
Decide the purpose of public engagement FULLY ALIGNED
Encourage People to Engage FULLY ALIGNED
Provide the Engagement Medium FULLY ALIGNED
Show Opportunities for Future Engagement FULLY ALIGNED

3.2 Develop and Evaluate Financial Options FULLY ALIGNED Conduct long-range financial planning

FULLY ALIGNED
General Fund Forecast
Long-term financial plans extend at least 5 years into the future FULLY ALIGNED General Fund Forecast
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Financial forecasts define assumptions and effectively
communicate these assumptions FULLY ALIGNED General Fund Forecast Prepare revenue projections FULLY ALIGNED General Fund Forecast Analyze major revenues FULLY ALIGNED General Fund Forecast Evaluate the effect of changes to revenue source rates and bases FULLY ALIGNED General Fund Forecast
Analyze tax and fee exemptions FULLY ALIGNED General Fund Forecast Achieve consensus on a revenue forecast FULLY ALIGNED General Fund Forecast Document revenue sources in a revenue manual FULLY ALIGNED General Fund Forecast Prepare expenditure projections FULLY ALIGNED General Fund Forecast Evaluate revenue and expenditure options FULLY ALIGNED General Fund Forecast Develop a capital improvement plan FULLY ALIGNED Capital Improvement Program The financial forecast, along with its assumptions and
methodology, are clearly stated and are made available to stakeholders in the budget process
FULLY ALIGNED General Fund Forecast

3.3 Make Choices Necessary to Adopt a Budget FULLY ALIGNED Prepare and present a recommended budget FULLY ALIGNED Budget Document, Budget Calendar, Budget Procedures 180
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Describe key policies, plans and goals FULLY ALIGNED Budget Message, Financial Policies, Department and Function Budget Sections
Identify key issues FULLY ALIGNED New Initiatives, City Work Plan, Department and Function Budget Sections
Provide a financial overview FULLY ALIGNED Budget Overview Provide a guide to operations

FULLY ALIGNED
City Organizational Chart, Commissions and Committees,
Department and Function Budget Sections, Department
Performance Measures, Directory of City Officials, Personnel Schedule
Explain the budgetary basis of accounting FULLY ALIGNED Basis of Budgeting Prepare a budget summary FULLY ALIGNED Budget Overview, Budget Summary Present the budget in a clear, easy-to-use format
FULLY ALIGNED Budget Document, Cupertino Budget at a Glance Long-term financial forecasts are concisely presented in the final budget document FULLY ALIGNED General Fund Forecast Adopt the budget FULLY ALIGNED Budget Document, Budget Process PRINCIPLE 4: EVALUATE PERFORMANCE AND MAKE

ADJUSTMENTS
MOSTLY ALIGNEDPresence of not aligned
subcategories

4.1 Establish a formal set of processes for comparing
budget to actual results to monitor financial
performance

FULLY ALIGNED
Define roles and responsibilities FULLY ALIGNED Budget Monitoring Procedures 181
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Production: Who process the analyses, reports, etc.. FULLY ALIGNED Budget Monitoring Procedures Roles: Collaboration and ownership within the organization should be promoted to help provide context related to any potential issues.

FULLY ALIGNED Budget Monitoring Procedures
Ownership: Who is responsible for resolving variances
related to spend and service delivery, as well as other problems
FULLY ALIGNED Budget Monitoring Procedures
Identify and utilize tools for conducting the analysis (e.g., electronic system, automation, overspend protection,
consistency)
FULLY ALIGNED Budget Software: Tyler New World, Business Analytics Define how this monitoring will be communicated FULLY ALIGNED Budget Monitoring Procedures Determine Frequency FULLY ALIGNED Budget Monitoring Procedures Determine the format for this analysis FULLY ALIGNED Budget Monitoring Procedures Determine how this information is delivered to which internal and external stakeholders FULLY ALIGNED Budget Monitoring Procedures Determine how this information can be shared on a
widespread basis to the community and include broader
context
FULLY ALIGNED OpenGov

4.2 Monitor, Measure, and Evaluate Performance MOSTLY ALIGNED- two subcategories not aligned
Monitor, measure, and evaluate program performance FULLY ALIGNED Department Performance Measures These performance measures are linked to financial
outcomes

NOT ALIGNED
The budget currently details a set of performance measures for each department, but the linkages between these
performance measures and financial outcomes are not
always clear. Only some departments have performance
measures that clearly connect to financial outcomes.
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Monitor, measure, and evaluate stakeholder satisfaction

NOT ALIGNED
Cupertino’s Citizen Survey would have fulfilled this best practice criterion but does not appear to have been
implemented since 2017.

Monitor, measure, and evaluate budgetary performance FULLY ALIGNED Budget Monitoring Procedures Monitor, measure, and evaluate financial condition FULLY ALIGNED Budget Monitoring Procedures Monitor, measure, and evaluate external factors FULLY ALIGNED General Fund Forecast, Budget Overview, Current Economic Update, Ongoing Challenges
Monitor, measure, and evaluate capital program
implementation FULLY ALIGNED Capital Improvement Program

4.3 Adjust as Needed MOSTLY ALIGNED- one
subcategory not aligned
Adjust the budget FULLY ALIGNED Budget Monitoring Procedures Adjust policies, plans, programs, and management
strategies FULLY ALIGNED Budget Amendment Policy, Budget Monitoring Procedures, Quarterly Financial Reports Adjust broad goals, if appropriate

NOT ALIGNED
The City may have an informal process for evaluating and, if necessary, adjusting its goals and/or performance measures during the budget cycle. However, there is not a written policy or procedure that defines how the City would adjust these goals.
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OBSERVATIONS AND RECOMMENDATIONS
Based on the input gathered from interviews, document review, focus groups, and surveys as well as comparisons to best practices, we prepared a set of observations and recommendations detailed below.

1. Observation Cupertino’s budget process acts in accordance with the significant majority of budget best practices developed by the GFOA (76 of 80 criteria in total); however, there are four elements of the City’s budget process that lacked documentation to support alignment with best practices.

Recommendation Develop a prioritized implementation plan to support progress towards full alignment with GFOA best practices in the four categories that are not aligned.

Moss Adams evaluated the City’s budget documentation against four principles, 13 categories, and 80 sub-categories defined as best practices by GFOA1 (see Section II). Cupertino’s budget process aligns with a significant majority of industry best practices established by the GFOA and its National Advisory Council on State and Local Budgeting:
• 8 of 13 budget best practice categories are fully aligned; the remaining five categories were found to be mostly aligned, defined as having one or more criteria items within that category not aligned with best practices.
• 76 of 80 criteria items within each best practice category were fully aligned; documentation to support the remaining 4 criteria was either missing or informal.

Active or ongoing work to meet best practice criteria is identified in Section II which details each of the best practice principles and subcategories and the degree to which City practices align with these standards. Appendix B delineates the GFOA resources used to identify each standard.

Cupertino’s budget team should analyze, plan for, and implement changes to the budget process to address the five areas of best practice criteria that do not currently align with GFOA standards. These areas are:
• Develop a Policy on Balancing the Operating Budget. The GFOA recommends that local governments develop a policy that explicitly defines and encourages a balanced budget. This policy should also delineate what situations, if any, would warrant the implementation of an unbalanced budget, and should note other statutory or constitutional requirements that mandate a balanced budget. The City currently follows the state requirement to balance the operating budget but does not have its own policy.
1 Appendix B
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• In the Budget Monitoring Process, Program Performance Measures Are Linked to Financial Outcomes. The GFOA recommends that performance measures should be assessed during the budget monitoring process. As these performance measures are examined, their “linkages to financial outcomes” should also be analyzed.2 At least one departmental performance measure for Administrative Services, Parks and Recreation, and Public Works is clearly linked to City financial outcomes. The City should consider detailing other linkages between performance measurement and financial outcomes. • In the Budget Monitoring Process, Stakeholder Satisfaction Is Monitored, Measured, and Evaluated. The GFOA recommends that governments utilize some type of stakeholder feedback mechanism in the budget monitoring process as it evaluates program performance. This stakeholder performance can be collected through any means, including surveys, focus groups, and/or public meetings. Cupertino’s Citizen Survey would have fulfilled this best practice criterion but does not appear to have been implemented since 2017. • During the Budget Period, the Government’s Broad Goals Should Be Adjusted, if Appropriate. The GFOA recommends that governments develop policies and procedures to review and change their broad goals in response to new information or a change in circumstances. This can be as simple as a process to review and, if necessary, adjust program performance measures. There is no evidence that the City has a standard process for evaluating and, if necessary, adjusting its goals and performance measures during the budget period. If this process exists informally, it should be documented in policies and procedures.

Finance should create an implementation plan to address gaps, prioritize work, plan, execute, and report on progress towards full alignment with GFOA best practices. The implementation plan should include prioritized criteria, subtasks, owners of each task, start dates, end dates, and status. Once the plan is drafted, Finance can assess the resources needed to execute the work. It’s possible that outside resources may be recruited to ensure staff workloads remain manageable, and the work moves forward. Implementation plan review should be incorporated into regular team meetings to manage tasks and identify barriers or issues. The implementation plan can then be used to report progress towards full alignment.

2. Observation Although budget development and monitoring training is provided by Finance during onboarding and revisited at a high level during budget kick-offs, departmental staff engaged in budgeting desire more in-depth and regular training to keep up with continuous changes within the City.

Recommendation Develop regular training and refresher courses for staff engaged in budget development and monitoring across City departments. 2 Government Finance Officers Association. “Best Practices: Budget Monitoring.” March 31, 2018, https://www.gfoa.org/materials/budget-monitoring
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In Cupertino, budgeting responsibilities across all phases are dispersed across department staff including management analysts, program directors, and department directors. In this environment, roles, responsibilities, and levels of experience can vary greatly. To support individuals throughout the budget process, the Finance team provides the following training opportunities in addition to communication on updates or changes to reporting or analysis tools.

TRAINING

DESCRIPTION

CADENCE TOPICS
Budget Analytics Provided during onboarding ● How, why, and when to use the tool ● Guidance for building a new report
Base budget kick off Annually ● Base budget deliverables ● Process, system or tool changes
● Upcoming deadlines
● Instructions for based budgets
Proposed budget kick off Annually ● Proposed budget deliverables ● Process, system or tool changes
● Upcoming deadlines
● Instructions for proposed budgets
Quarterly kick off Quarterly ● Quarterly reporting process ● Upcoming deadlines
● Instructions for proposed budgets
While 60 to 75% of survey respondents either somewhat or strongly agreed that budget instructions provided by Finance are clear, only 54 to 61% of respondents somewhat or strongly agreed that sufficient training on budgeting was offered. In survey comments, respondents were appreciative of the Business Analytics training, annual kick-off, and quarterly kick-offs provided by Finance, but also expressed a desire for more regular, or in-depth, opportunities. The City has also experienced several shifts over the last five years in its budget methodology moving from annual budgeting to multi-year budgeting then zero-based budgeting. This has created challenges for staff in a dispersed environment to maintain up to date information, regardless of their tenure or level of experience with the City.

To support staff proficiency across all budget phases, the City should consider creating regular training sessions on topics such as budgeting basics, navigating guides and tools (see Recommendation 3), reporting, and budget review best practices. This will provide staff with the opportunity to stay up to date on current practices and ensure that budget activities are carried out consistently across all departments. Timing for this training could be incorporated into other annual training that is carried out by other departments such as IT or HR to increase awareness and optimize participation.

Additionally, the Finance team should consider rotating training leadership among staff or consider partnering experienced staff with less experienced staff when conducting training. This has the benefit of ensuring that training responsibilities are balanced across the team, which creates opportunities for Finance staff to cross-train on various topic areas and contributes to consistent messaging across Finance.
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3. Observation Finance has developed several guides, tools, and instructions to support staff across all phases of the development process that are stored in several places across the City’s systems. This has led to inefficiencies finding and using the most updated documents.

Recommendations A. Create a dedicated space on the HUB to consolidate budget guides, instructions, and tools.

B. Create a budget lifecycle overview outlining each phase of the budget development and monitoring process with links to tutorials or systems used to support deliverables across each phase.

The Finance team has created several documents to guide budget development and monitoring activities including the yearly calendar, kick-off instructions for base budgets, proposed budgets, quarterly reporting, budget policies and procedures, and training presentations and templates. These documents are provided to staff engaged in budget activities via email, during kick-offs, and on an ad hoc basis. Most supportive budget documents live on the City’s G drive; however, there are additional documents that are stored in individual OneDrive folders, desktops, or in email. Interviewed staff noted that locating the most up-to-date documents in this environment is time-consuming and makes the process prone to error when prior documents are referenced, leading to inefficiencies.

Additionally, this can lead to an over-reliance on Finance staff to provide this information to staff across the City, while creating a self-serve guide would be more efficient.

Accessibility of online resources was the lowest-ranked process from survey respondents. While 76 to 86% of survey respondents strongly or somewhat agreed that they use OneDrive or G Drive to locate budget-related documents, only 47 to 54% strongly, or somewhat agreed that they had sufficient access to online resources. This discrepancy indicates that while survey respondents may navigate to either source, there are challenges locating, retrieving, or making sure that the document they need is present and up to date.

The City is actively growing its intranet, the HUB, which is designed provide access to commonly used tools, resources, and documents. The Finance team should consider creating a budgets page on the HUB to store its guides, how-tos, the annual calendar, and the schedule of any training sessions (see Recommendation 2). By hosting all documentation in one place, it is more likely that staff both within and outside Finance will be able to access the same information, which will be simpler to update and maintain. Increased accessibility of self-serve tools, templates, and guides enhance the likelihood of standardized budgeting practices. Additionally, this can reduce the risk of lost documents or missed notifications.

The Finance team has begun the process of collecting current documents and building a dedicated space on the HUB to store them. This should be followed up by regular and consistent communication such as an announcement via email, reminders during kick-offs, and directing staff to the page and relevant resources when questions arise either in person or over the phone.

In addition to co-locating budget documentation in one place, Finance should consider creating a budget lifecycle overview that illustrates each phase of the annual budget process, the related guide 187
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or presentation, that year’s milestone dates, and links to any systems or tools. This can further orient staff to the full suite of supportive materials and systems as they engage with budgeting at different points of the year.

4. Observation The City uses OpenGov to submit, review, and approve budgets; however, the status of budget reviews and approvals occurs via email, leading to challenges effectively communicating budget progress.

Recommendation Evaluate opportunities to provide more relevant status indicators in OpenGov, and train staff on OpenGov’s budget status and notifications features.

OpenGov is a financial transparency portal, accessible by Finance staff and budgeters, that the City uses to collect, review, approve, report, and adjust budgets. The City has made significant progress continually evolving this tool to meet the needs of staff, and training and support is provided by the Finance team during its kickoffs and on an ad hoc basis. Despite this support, only 53% of survey respondents strongly, or somewhat, agreed that they were able to successfully submit budget adjustments through OpenGov. Additionally, interviewed staff noted that there have been instances in the past where a department’s budget was not submitted or approved on time, due to an unclear understanding that the budget needed to be submitted in OpenGov. To receive information on a proposal’s status, Finance has programed OpenGov to send automated status notifications and status indicators are available to view when logging into the system. OpenGov has the functionality to see status updates; however, notifications and status viewability in the system is restricted to administrators and proposal creators. For other staff who may need to review the status of a proposal, that proposal must be shared to that individual. At the department level, statuses are limited to in review, approve, and deny.

To help staff determine if their budget has been successfully submitted, and increase transparency, the Finance team should assess opportunities to expand the budget status options. This could include status indications such as, submitted, on hold, returned, or missing information. Select status additions can provide more relevant information to the user and indicate whether action needs to be taken. Status additions should be thoughtfully curated to ensure that the overall list does not become too complex. To enhance standardized use and understanding of statuses, a legend with status definitions should be developed and can be added to the budget Sharepoint site (see Recommendation 3). Additionally, any status changes should be included in budget training or kickoffs.

Finance is actively pursuing opportunities to leverage the full capabilities of OpenGov, including:
• Advanced quarterly reporting to incorporate pictures with narrative information alongside charts and graphs
• Permissions-based access and viewability. This is a feature that has recently been released by OpenGov and grants access to view proposals to a user group rather than on an individual basis. 188
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As OpenGov rolls out updates to the system, Finance can consider future opportunities to use the system to send automated reminders for upcoming deadlines which are currently sent via email or communicated during kick-offs. These updates serve to streamline processes, and also make reporting more robust and impactful. These active system improvement opportunities, along with more informative status indications and automated notifications, can further increase transparency of the budget review, submittal, and approval processes.
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APPENDIX A: SURVEY RESULTS
A budget process review survey was distributed to 45 Cupertino staff responsible for budget development, monitoring, and tracking activities at the City. The survey was open from November 7, 2022, to November 15, 2022. Of the 45 individuals invited to take the survey, 30 submitted either partial or full responses, a participation rate of 67%. A survey response rate of 50% or higher is often considered to be excellent for most circumstances.3 Narrative information has been assessed for themes and provided in bulleted format.
3 Cleave, Philip. “What Is a Good Survey Response Rate?” SmartSurvey, October 31, 2022, https://www.smartsurvey.co.uk/blog/what-is-a-good-survey-response-rate. 0 5 10 15 20 25 30 35 40
More than 10 years
7 to 9 years
4 to 6 years
1 to 3 years
Less than 1 year
Tenure of Respondents
% of respondents
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People
In this section, respondents were asked to rank their overall satisfaction with the level of service provided during budget development based on the following statements.

0 2 4 6 8 10 12 14 16 18 20
City Attorney's Office
Public Works
Parks and Recreation
Innovation and Technology
Public Safety
Human Resources
Finance
Community Development
City Clerk
City Manager's Office
Department of Respondents
% of respondents
0 5 10 15 20 25
Other - please provide
Reporting
Monitoring
Analysis
Development
Planning
Roles of Respondents
% of respondents
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THE LEVEL OF ASSISTANCE YOU RECEIVE FROM FINANCE

THE COMPLETENESS OF THE INFORMATION YOU RECEIVE FROM FINANCE

THE LEVEL OF COMMUNICATION YOU RECEIVE FROM FINANCE

THE TIMELINESS OF THE INFORMATION YOU RECEIVE FROM FINANCE

THE AMOUNT OF INFORMATION YOU RECEIVE FROM FINANCE
57% 17% 3% 10% 3% 10%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 60% 27% 7% 3% 3%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 63% 20% 7% 7% 3%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 43% 23% 10% 20% 3%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 53% 17% 13% 10% 7%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 192
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THE QUALITY OF DOCUMENTS YOU RECEIVE FROM FINANCE

THE LEVEL OF PROFESSIONALISM YOU RECEIVE FROM FINANCE
Process
In this section, respondents were asked to rank their agreement within the following statements related to budget development and training processes.

THE MILESTONES DELIVERY DATES TO DEVELOP THE BUDGET ARE CLEARLY POSTED (BUDGET CALENDAR)

I TRUST THE ACCURACY OF THE FINANCIAL INFORMATION IN MY DEPARTMENT'S BUDGET 43% 20% 13% 10% 3% 10%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 80% 10% 3% 3% 4%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 67% 20% 10% 3%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 63% 17% 10% 7% 3%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 193
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I HAVE CONFIDENCE IN MY DEPARTMENT’S BUDGET PROJECTIONS

THE BUDGET ADEQUATELY CAPTURES THE ESSENTIAL COMPONENTS OF MY DEPARTMENT'S

OPERATIONS OR SERVICE OFFERINGS

I UNDERSTAND THE BUDGET DEVELOPMENT PROCESS

ADEQUATE BUDGET PREPARATION TRAINING IS MADE AVAILABLE TO ME

BUDGET TIMELINES ARE REASONABLE
57% 30% 10% 3%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 50% 23% 10% 17%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 47% 33% 10% 10%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 37% 20% 23% 10% 7% 3%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 30% 37% 20% 3% 7% 3%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 194
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THE INSTRUCTIONS IN THE BUDGET MANUAL ARE CLEAR

FINANCE PROVIDES USEFUL BUDGET DEVELOPMENT TRAINING

THERE ARE ACCESSIBLE ONLINE RESOURCES TO ASSIST WITH BUDGET DEVELOPMENT Systems
In this section, respondents were asked to rank their agreement within the following statements related to the technology or systems used during budget development.

EXCLUDING OPENGOV, I USE A SHADOW/SUPPLEMENTAL BUDGET SYSTEM TO BUILD MY BUDGET
30% 30% 20% 7% 3% 10%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 27% 27% 17% 17% 3% 10%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 20% 27% 33% 7% 3% 10%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 30% 17% 10% 3% 7% 33%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 195
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I TYPICALLY USE THE G DRIVE OR ONEDRIVE TO LOCATE BUDGET-RELATED DOCUMENTS This section asked respondents to rank their overall satisfaction with the level of service provided during budget tracking and monitoring based on the following statements. This includes activities related to reporting and revision.

THE LEVEL OF PROFESSIONALISM YOU RECEIVE FROM FINANCE

THE LEVEL OF ASSISTANCE YOU RECEIVE FROM FINANCE

THE QUALITY OF DOCUMENTS YOU RECEIVE FROM FINANCE
53% 23% 13% 3% 7%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 71% 4% 7% 4% 11%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 61% 11% 11% 7% 11%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 54% 18% 11% 4% 14%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 196
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THE LEVEL OF COMMUNICATION YOU RECEIVE FROM FINANCE

THE AMOUNT OF INFORMATION YOU RECEIVE FROM FINANCE

THE COMPLETENESS OF THE INFORMATION YOU RECEIVE FROM FINANCE

THE TIMELINESS OF THE INFORMATION YOU RECEIVE FROM FINANCE Processes
This section asked respondents to rank their agreement with the following statements related to budget monitoring and tracking processes. This includes activities related to reporting and revision. 50% 25% 4% 7% 14%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 50% 14% 14% 7% 14%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 43% 29% 7% 7% 14%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 36% 21% 7% 14% 7% 14%
Extremely satisfied Somewhat satisfied Neither satisfied nor dissatisfied Somewhat dissatisfied Extremely dissatisfied N/A - Does Not Apply 197
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I TRUST THE ACCURACY OF THE FINANCIAL INFORMATION CONTAINED IN MY DEPARTMENT’S BUDGET REPORT

I UNDERSTAND HOW TO TRACK AND MONITOR MY BUDGET

I AM SATISFIED WITH THE LEVEL OF BUDGET DETAIL I HAVE ACCESS TO

THE INSTRUCTIONS FOR REVISING MY BUDGET ARE CLEAR

BUDGET REVISION TIMELINES ARE REASONABLE
61% 29% 7% 4%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 50% 36% 4% 11%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 46% 43% 7% 4%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 46% 29% 14% 7% 4%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 43% 21% 14% 14% 4% 4%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 198
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I HAVE ADEQUATE TRAINING TO UNDERSTAND BUDGET REPORTS

THERE ARE ACCESSIBLE ONLINE RESOURCES TO ASSIST WITH BUDGET MONITORING, AND

REVISING
Systems
This section asked respondents to rank their agreement with the following statements related to the technology or systems used during budget development.

I TYPICALLY USE THE G DRIVE AND ONEDRIVE TO LOCATE BUDGET-MONITORING OR

REVISION-RELATED DOCUMENTS

I CAN SUCCESSFULLY SUBMIT BUDGET REVISIONS THROUGH OPENGOV 36% 25% 11% 18% 7% 4%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 25% 29% 21% 18% 7%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 50% 36% 7% 7%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 46% 7% 7% 4% 36%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 199
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EXCLUDING NEWWORLD AND BUSINESS ANALYTICS, I USE A SHADOW/SUPPLEMENTAL

SYSTEM TO TRACK MY BUDGET
I TYPICALLY USE THE FINANCE TEAM’S BUDGET REPORTS TO TRACK AND MONITOR MY

BUDGETS
29% 18% 11% 11% 32%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 25% 36% 21% 7% 4% 7%
Strongly Agree Somewhat Agree Neither Agree nor Disagree Somewhat Disagree Strongly Disagree N/A - Does Not Apply 200
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APPENDIX B: GFOA BEST PRACTICE SOURCES

GFOA/NACSLB BEST PRACTICE ASSOCIATED

GFOA/NACSLB BEST

PRACTICES RESOURCE
PRINCIPLE 1: ESTABLISH BROAD GOALS TO GUIDE

GOVERNMENT DECISION MAKING

1.1 Assess Community Needs, Priorities, Challenges, and Opportunities
Identify stakeholder concerns, needs, and priorities GFOA/NACSLB: Framework for Improved Budgeting
Evaluate community condition, external factors, opportunities, and challenges
GFOA/NACSLB: Framework for
Improved Budgeting

1.2 Identify Opportunities and Challenges for Government Services, Capital Assets, and Management
Assess services and programs, and identify issues, opportunities, and challenges
GFOA/NACSLB: Framework for
Improved Budgeting
Assess capital assets, and identify issues, opportunities, and challenges
GFOA/NACSLB: Framework for
Improved Budgeting
Assess governmental management systems, and identify issues, opportunities, and challenges
GFOA/NACSLB: Framework for
Improved Budgeting

1.3 Develop and Disseminate Broad Goals
Identify broad goals GFOA/NACSLB: Framework for
Improved Budgeting
Disseminate broad goals and review with stakeholders GFOA/NACSLB: Framework for Improved Budgeting
PRINCIPLE 2: DEVELOP APPROACHES TO ACHIEVE GOALS

2.1 Adopt Financial Policies
Develop policy on stabilization funds GFOA/NACSLB: Framework for Improved Budgeting
Develop policy on fees and charges GFOA/NACSLB: Framework for Improved Budgeting
Develop policy on debt issuance and management GFOA/NACSLB: Framework for Improved Budgeting
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Develop policy on debt level and capacity GFOA/NACSLB: Framework for Improved Budgeting
Develop policy on use of one-time revenues GFOA/NACSLB: Framework for Improved Budgeting
Evaluate the use of unpredictable revenues GFOA/NACSLB: Framework for Improved Budgeting
Develop policy on balancing the operating budget GFOA/NACSLB: Framework for Improved Budgeting
Develop policy on revenue diversification GFOA/NACSLB: Framework for Improved Budgeting
Develop policy on contingency planning GFOA/NACSLB: Framework for Improved Budgeting
Consider a long-term financial planning policy, committing officials to considering the long-term implication of decisions made today GFOA: Financial Forecasting in
the Budget Preparation Process

2.2 Develop Programmatic, Operating and Capital Policies and Plans
Prepare policies and plans to guide the design of programs and services
GFOA/NACSLB: Framework for
Improved Budgeting
Prepare policies and plans for capital asset acquisition, maintenance, replacement, and retirement
GFOA/NACSLB: Framework for
Improved Budgeting
Capital improvement plans should employ a long-term planning horizon GFOA: Financial Forecasting in the Budget Preparation Process

2.3 Develop Programs and Services That Are Consistent with Policies and Plans
Develop programs and evaluate delivery mechanisms GFOA/NACSLB: Framework for Improved Budgeting
Develop options for meeting capital needs and evaluate acquisition alternatives
GFOA/NACSLB: Framework for
Improved Budgeting
Identify functions, programs, and/or activities of organizational units GFOA/NACSLB: Framework for Improved Budgeting
Develop performance measures GFOA/NACSLB: Framework for Improved Budgeting

2.4 Develop Management Strategies
Develop strategies to facilitate attainment of program and financial goals
GFOA/NACSLB: Framework for
Improved Budgeting
Develop mechanisms for budgetary compliance GFOA/NACSLB: Framework for Improved Budgeting
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Develop the type, presentation, and time period of the budget GFOA/NACSLB: Framework for Improved Budgeting
PRINCIPLE 3: DEVELOP A BUDGET CONSISTENT WITH

APPROACHES TO ACHIEVE GOALS

3.1 Develop a Process for Preparing and Adopting a Budget Develop a budget calendar GFOA/NACSLB: Framework for
Improved Budgeting
Develop budget guidelines and instructions GFOA/NACSLB: Framework for Improved Budgeting
Develop mechanisms for coordinating budget preparation and review GFOA/NACSLB: Framework for Improved Budgeting
Develop procedures to facilitate budget review, discussion, modification, and adoption
GFOA/NACSLB: Framework for
Improved Budgeting
Identify opportunities for stakeholder input GFOA/NACSLB: Framework for Improved Budgeting
Decide the purpose of public engagement GFOA: Public Engagement in the Budget Process
Encourage People to Engage GFOA: Public Engagement in
the Budget Process
Provide the Engagement Medium GFOA: Public Engagement in the Budget Process
Show Opportunities for Future Engagement GFOA: Public Engagement in the Budget Process

3.2 Develop and Evaluate Financial Options
Conduct long-range financial planning GFOA/NACSLB: Framework for Improved Budgeting
Long-term financial plans extend at least 5 years into the future GFOA: Long-Term Financial Planning
Financial forecasts define assumptions and effectively communicate these assumptions
GFOA: Financial Forecasting in
the Budget Preparation Process
Prepare revenue projections GFOA/NACSLB: Framework for
Improved Budgeting
Analyze major revenues GFOA/NACSLB: Framework for
Improved Budgeting
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Evaluate the effect of changes to revenue source rates and bases GFOA/NACSLB: Framework for Improved Budgeting
Analyze tax and fee exemptions GFOA/NACSLB: Framework for Improved Budgeting
Achieve consensus on a revenue forecast GFOA/NACSLB: Framework for Improved Budgeting
Document revenue sources in a revenue manual GFOA/NACSLB: Framework for Improved Budgeting
Prepare expenditure projections GFOA/NACSLB: Framework for Improved Budgeting
Evaluate revenue and expenditure options GFOA/NACSLB: Framework for Improved Budgeting
Develop a capital improvement plan GFOA/NACSLB: Framework for Improved Budgeting
The financial forecast, along with its assumptions and methodology, are clearly stated and are made available to stakeholders in the budget process
GFOA: Financial Forecasting in
the Budget Preparation Process

3.3 Make Choices Necessary to Adopt a Budget
Prepare and present a recommended budget GFOA/NACSLB: Framework for Improved Budgeting
Describe key policies, plans and goals GFOA/NACSLB: Framework for Improved Budgeting
Identify key issues GFOA/NACSLB: Framework for
Improved Budgeting
Provide a financial overview GFOA/NACSLB: Framework for Improved Budgeting
Provide a guide to operations GFOA/NACSLB: Framework for Improved Budgeting
Explain the budgetary basis of accounting GFOA/NACSLB: Framework for Improved Budgeting
Prepare a budget summary GFOA/NACSLB: Framework for
Improved Budgeting
Present the budget in a clear, easy-to-use format GFOA/NACSLB: Framework for Improved Budgeting
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Long-term financial forecasts are concisely presented in the final budget document
GFOA: Financial Forecasting in
the Budget Preparation Process
Adopt the budget GFOA/NACSLB: Framework for
Improved Budgeting
PRINCIPLE 4: EVALUATE PERFORMANCE AND MAKE

ADJUSTMENTS

4.1 Establish a formal set of processes for comparing budget to actual results to monitor financial performance
Define roles and responsibilities GFOA: Budget Monitoring Production: Who process the analyses, reports, etc.. GFOA: Budget Monitoring Roles: Collaboration and ownership within the organization should be promoted to help provide context related to any potential issues.

GFOA: Budget Monitoring
Ownership: Who is responsible for resolving variances related to spend and service delivery, as well as other problems
GFOA: Budget Monitoring
Identify and utilize tools for conducting the analysis (e.g., electronic system, automation, overspend protection, consistency)
GFOA: Budget Monitoring
Define how this monitoring will be communicated GFOA: Budget Monitoring Determine Frequency GFOA: Budget Monitoring
Determine the format for this analysis GFOA: Budget Monitoring Determine how this information is delivered to which internal and external stakeholders
GFOA: Budget Monitoring
Determine how this information can be shared on a widespread basis to the community and include broader context
GFOA: Budget Monitoring

4.2 Monitor, Measure, and Evaluate Performance
Monitor, measure, and evaluate program performance GFOA/NACSLB: Framework for Improved Budgeting
These performance measures are linked to financial outcomes GFOA: Budget Monitoring Monitor, measure, and evaluate stakeholder satisfaction GFOA/NACSLB: Framework for Improved Budgeting
Monitor, measure, and evaluate budgetary performance GFOA/NACSLB: Framework for Improved Budgeting
Monitor, measure, and evaluate financial condition GFOA/NACSLB: Framework for Improved Budgeting
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Monitor, measure, and evaluate external factors GFOA/NACSLB: Framework for Improved Budgeting
Monitor, measure, and evaluate capital program implementation GFOA/NACSLB: Framework for Improved Budgeting

4.3 Adjust as Needed
Adjust the budget GFOA/NACSLB: Framework for
Improved Budgeting
Adjust policies, plans, programs, and management strategies GFOA/NACSLB: Framework for Improved Budgeting
Adjust broad goals, if appropriate GFOA/NACSLB: Framework for Improved Budgeting
GFOA Resources Cited
Government Finance Officers Association’s National Advisory Council on State and Local Budgeting.

Recommended Budget Practices: A Framework for Improved State and Local Government Budgeting. 1999. https://www.gfoa.org/materials/nacslb
Government Finance Officers Association. Best Practices: Budget Monitoring. March 31, 2018, https://www.gfoa.org/materials/budget-monitoring
Government Finance Officers Association. Best Practices: Financial Forecasting in the Budget Preparation Process. February 28, 2014. https://www.gfoa.org/materials/financial-forecasting-in-thebudget-preparation-process Government Finance Officers Association. Best Practices: Long-Term Financial Planning. March 4, 2022. https://www.gfoa.org/materials/long-term-financial-planning Government Finance Officers Association. Best Practices: Public Engagement in the Budget Process.

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CITY OF CUPERTINO
Agenda Item
23-12068 Agenda Date: 3/21/2023
Agenda #: 5.

Subject: Consider authorizing execution of a Maintenance Services Contract for City-owned orchards.

1. Authorize the City Manager to execute the Maintenance Service Contract with Anderson Tree Care Specialists, Inc. to provide orchard maintenance services for three years, at an annual amount not-toexceed $65,746, and if performance is satisfactory, allow up to two additional years of service.

2. Adopt Resolution No. 23-038 approving budget modification 2223-267 increasing appropriations in the Blackberry Farm Grounds Maintenance (100-84-811) and neighborhood Parks Maintenance (100-84- 813) budgets by $8,362 and $3,875 respectively.

CITY OF CUPERTINO Page 1 of 1 Printed on 3/15/2023
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CITY COUNCIL STAFF REPORT
Meeting: March 21, 2023
Subject
Consider authorizing execution of a Maintenance Services Contract for City-owned orchards.

Recommended Action

1. Authorize the City Manager to execute the Maintenance Service Contract with Anderson Tree Care Specialists, Inc. to provide orchard maintenance services for three years, at an annual amount not-to-exceed $65,746, and if performance is satisfactory, allow up to two additional years of service.

2. Adopt Resolution No. 23-xxx approving budget modification 2223-267 increasing appropriations in the Blackberry Farm Grounds Maintenance (100-84-811) and Neighborhood Parks Maintenance (100-84-813) budgets by $8,362 and $3,875 respectively.

Reasons for Recommendations
The Grounds Division in Public Works Department is responsible for the maintenance of orchards on City of Cupertino owned properties near the vicinities of Varian Park, Stocklmeir Property, and Blackberry Farm. There is a total of approximately 352 fruit trees consisting of 180 Apricot Trees, 158 Orange Trees, and 14 Santa Rosa Plum Trees.

The following exhibits show the location of each of the orchards. 209
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Currently, only one of the orchards near Varian Park is maintained by a contractor and the remaining two orchards at Stocklmeir and Blackberry Farm are maintained by City employees. Due to the lack of staffing resources, the City is unable to provide maintenance to a level that is satisfactory to the City. Staff is proposing to use an experienced and qualified contractor to maintain all three orchards.

The scope of work for the maintenance services includes tree pruning, eco-sensitive fertilization, weed, and pest control (e.g., gopher and ground squirrels), tree removal and replacement and minor irrigation maintenance.

On October 17, 2022, the City issued a request for proposal to competitively select a firm to perform maintenance of the orchards. The proposal was originally due on November 15, 2022 but was extended to allow time to provide responses to contractor’s questions and for contractor to submit their proposals. The following three proposals were received on December 15, 2022.

Orchard Maintenance Contractor Annual Price
Anderson Tree Care Specialists, Inc. $65,746.00
Mahan & Sons $103,990.00
Orchard Keepers $102,241.00
Anderson Tree Care Specialists has been in business for approximately 27 years and has the experience and qualifications to perform the maintenance at the orchards. The company has been providing tree care services for other municipalities as well as individual homeowners and commercial properties. Their orchard maintenance experience includes planting of 120 fruit trees for a private homeowner in Saratoga in 2007 and maintaining those trees since installation. The company is well accustomed to orchard maintenance practices.
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The initial term of this contract is three years, starting in April 2023, and can be extended for two additional one-year terms, for a total of five years.

Sustainability Impact
Maintenance of these orchards is supportive of Cupertino’s Climate Action Plan 2.0, under the Working with Nature strategic pillar. Proper orchard tree maintenance ensures the trees stay healthy and provide the best fruit production annually.

Fiscal Impact
The Fiscal Year (FY) 2022-2023 Public Works Grounds Division Operations budget includes funding to maintain the Varian Park orchard. The budget is not adequate due to the overall increase in maintenance services for the Varian Park orchard as well as the addition of the Stocklmeir and Blackberry Farm orchards. An additional appropriation of funds in the amount of $12,237.00 is requested for maintenance of all three orchards until the end of FY 2022-2023 of which $3,875.00 will be allocated to 100-84-813 and $8,362.00 will be allocated to 100-84-811. The future annual maintenance cost of $65,746.00 will be included as part of the proposed FY 2023-2024 budget.

California Environmental Quality Act (CEQA)
Orchard maintenance activities are exempt from CEQA under CEQA Guidelines section 15301 (maintenance of existing facilities).
_____________________________________
Prepared by: Jimmy Tan, Assistant Director of Public Works Reviewed by: Chad Mosley, Interim Director of Public Works Reviewed by: Matt Morley, Assistant City Manager
Approved for Submission by: Pamela Wu, City Manager
Attachments:

A – Draft Contract
B – Draft Resolution
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CITY OF
a MAINTENANCE SERVICES AGREEMENT

CUPERTINO

1. PARTIES
This Agreement is made by and between the City of Cupertino, a municipal corporation ("City"), and Anderson's Tree Care Specialists ("Contractor"), a Corporation for Orchard Maintenance, and is effective on the last date signed below ("Effective Date").

2. SERVICES
Contractor agrees to provide the services and perform the tasks ("Services") set forth in detail in Scope of Services, attached here and incorporated as Exhibit A. Contractor further agrees to carry out its work in compliance with any applicable local, State, or Federal order regarding COVID-19.

3. TIME OF PERFORMANCE

3.1 This Agreement begins on the Effective Date and ends on March 31 , 2026 ("Contract Time"), unless terminated earlier as provided herein. Contractor's Services shall begin on the effective date and shall be completed by March 31, 2026. At ~he end of the term, the City shall have options to extend the term on a year-to-year basis up to an additional two years. The City shall exercise each one-year option by providing written notice to the Contractor at least 30 days prior to the expiration of the applicable term. Upon exercise of the option, the parties will amend Section 4.1 to reflect the increase in the contract compensation. The City's appropriate department head or the City Manager may extend the Contract Time through a written amendment to this Agreement, provided such extension does not include additional contract funds. Extensions requiring additional contract funds are subject to the City's purchasing policy.

3.2 Schedule of Performance. Contractor must deliver the Services in accordance with the Schedule of Performance, attached and incorporated here Exhibit B.

3.3 Time is of the essence for the performance of all the Services. Contractor must have sufficient time, resources, and qualified staff to deliver the Services on time.

4. COMPENSATION

4.1 Maximum Compensation. City will pay Contractor for satisfactory performance of the Services an amount that will based on actual costs but that will be capped so as not to exceed $65,746.00 annually, for a total of $197,238.00 ("Contract Price"), based upon the scope of services in Exhibit A and the budget and rates included in Exhibit C, Compensation attached and incorporated here. The maximum compensation includes all expenses and reimbursements and will remain in place even if Contractor's actual costs exceed the capped amount. No extra work or payment is permitted without prior written approval of City. In the event the City exercises its Orchard Maintenance