CC 05-16-2023
#4
City's Investment Policy
Supplemental Report
(Updated 5-16-2023)
1 CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: May 16, 2023
Age
nda Item #4
Sub
ject
Consider accepting the City's Investment Policy
Re
commended Action
Adopt Resolution No. 23-054 accepting the City's Investment Policy Bac
kground:
Staff’s responses to questions received from councilmember are shown in italics.
Q1: My
recollection is that it had been stated that by the Chandler manager the City had directed the Chandler account to reduce the length of maturity. My understanding was toward a goal of greater liquidity. This is over and beyond how maturity dates are measured. This new strategy does not appear to be mentioned in this agenda item. Can you please explain further? (Councilmember Mohan)
Staff response: During the April 24th Audit Committee Meeting, Carlos Oblites from Chandler Asset Management stated that the change in strategy does not require any modifications to the investment policy.
Attac
hments Provided with Original Staff Report:
A - Draft Resolution
B - Cupertino Investment Policy (Redline)
C - Cupertino Investment Policy (Clean)
D - Cupertino Investment Policy Statement Review Memo 20230420 5/16/2023
Removed Mayor Wei from
list of Councilmembers
asking questions.
CC 05-16-2023
#4
City's Investment Policy
Supplemental Report
1 CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: May 16, 2023
Agenda Item #4
Subject
Consider accepting the City's Investment Policy
Recommended Action
Adopt Resolution No. 23-054 accepting the City's Investment Policy
Background:
Staff’s responses to questions received from councilmember are shown in italics.
Q1: My recollection is that it had been stated that by the Chandler manager the City had directed the Chandler account to reduce the length of maturity. My understanding was toward a goal of greater liquidity. This is over and beyond how maturity dates are measured. This new strategy does not appear to be mentioned in this agenda item. Can you please explain further? (Councilmember Wei and Mohan) Staff response: As Carlos Oblites from Chandler Asset Management stated at the Audit Committee Meeting, no change to the investment policy is necessary to make this change in length of maturity.
Attachments Provided with Original Staff Report:
A - Draft Resolution
B - Cupertino Investment Policy (Redline)
C - Cupertino Investment Policy (Clean)
D - Cupertino Investment Policy Statement Review Memo 20230420
CC 05-16-2023
#5
Accounts Payable
Supplemental Report
(Updated 5/16/2023)
1 CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: May 16, 2023
Agenda Item #5
Subject
Consider ratifying Accounts Payable for the periods ending March 10, 2023; March 17, 2023; March 24, 2023; March 31, 2023; April 7, 2023; April 14, 2023; April 21, 2023; and April 28, 2023 Recommended Action
A. Adopt Resolution No. 23-055 ratifying Accounts Payable for the Period ending March 10, 2023;
B. Adopt Resolution No. 23-056 ratifying Accounts Payable for the Period ending March 17, 2023;
C. A
dopt Resolution No. 23-057 ratifying Accounts Payable for the Period ending March 24, 2023;
D. A
dopt Resolution No. 23-058 ratifying Accounts Payable for the Period ending March 31, 2023;
E. A
dopt Resolution No. 23-059 ratifying Accounts Payable for the Period ending April 7, 2023;
F
. Adopt Resolution No. 23-060 ratifying Accounts Payable for the Period ending April 14, 2023;
G. A
dopt Resolution No. 23-061 ratifying Accounts Payable for the Period ending April 21, 2023; a
nd
H. Adopt Resolution No. 23-062 ratifying Accounts Payable for the Period ending April 28, 2023
Background:
S
taff’s responses to questions received from councilmember are shown in italics.
Q
1: With the exception of the last 2 Accounts Payables (ending 4.21.23 and 4.28.23) they are late. Back in February, City Manager Wu insisted these would be presented to Council as specified in Resolution 5939 (see attached Section D.3) and it hasn’t happened.
We are back to massive accounts payable dumps. The oldest is over 2.5 months old. 5/16/2023
Removed Mayor Wei from
list of Councilmembers
asking questions.
2 What is being done to get these to Council regularly within 30 days of each ending period? (Councilmembers Chao and Moore)
Staff response: As stated in the Staff Report, the accounts payable registers are brought before City Council on the second City Cou ncil m eeting of every month to ensure a complete month of payable comes at once. Some of the March account s payable registers are coming to the May 16, 2023 City Council meeting as a result of the April 18, 2023 meeting being moved to April 13, 2023. The earlier meeting, including due dates for submitting reports for the agenda, resulted in reporting n
ot yet being complete.
Q2: Late payments of invoices – companies are not being pai d on time. See below many, many examples of this. Some are 8.5 months late being paid! This does not give our city a good reputation with vendors and companies. What is causing this to happen? Is it one department or the entire city? Are procedures being added/amended to prevent this from continually occurring? (Councilmembers Chao and Moore) Staff response: Invoices are paid upon recei pt. C ommon reasons for potential late payments include the intentional withholding of payment to resolve invoice variances or questions with ve
ndors or delayed processing due to late/non-receipt of invoices from vendors. Internally, invoices may be paid late due to changes in staff who manage or process the contract/invoice.
Q3: No apparent deadline for employee reimbursements. Below are examples where receipts were 9-10 months old! Is there a policy for employee reimbursements with a deadline? If so, what is it? If not, can one be added? (Councilmembers Chao and Moore) Staff
response: Staff can turn in most receipts for reimbursement within the fiscal year for which they
occur. Processing these invoices in larger batches is more efficient for both staff submitting reimbursement and those processing the reimbursements. The date on the reimbursement receipt is recorded in the accounting system.
Q4: The attached Resolution [No. 5939] appears to return Treasurer appointment to the Council
in 1982, which is apparently contrary to the CMC, please determine who has appointment authority. Additionally, the check registers shall appear before the Council monthly, why did that process stop and what will be done to fix it? (Councilmembers Chao and Moore)
Staff
response: Per (CMC 2.48.020(A)(3).), The Director of Administrative Services also shall be appointed
Treasurer and also shall act as ex officio Assessor and shall assess and collect all City taxes save and
except for those collected by State and County officers for the City.
The circumstances surrounding
the adoption of Resolution No. 5939 are unclear. However, the current
provisions of CMC section 2.48.020 regarding the appointment of the Treasurer were adopted prior to Resolution No. 5939 and readopted following the adoption of the Resolution.
Accordingly,
the provisions of the Resolution in conflict with the Municipal Code would have been
void and unenforceable when adopted and have no legal effect at this time.
Attac
hments Provided with Original Staff Report:
A – Draft Resolution 3.10.23
3 B – Weekly AP Payment Register for the Period Ending 3.10.23 C – Draft Resolution 3.17.23
D – Weekly AP Payment Register for the Period Ending 3.17.23 E – Draft Resolution 3.24.23 F – Weekly AP Payment Register for the Period Ending 3.24.23 G – Draft Resolution 3.31.23
H – Weekly AP Payment Register for the Period Ending 3.31.23 I – Draft Resolution 4.7.23
J – Weekly AP Payment Register for the Period Ending 4.7.23 K – Draft Resolution 4.14.23
L – Weekly AP Payment Register for the Period Ending 4.14.23 M – Draft Resolution 4.21.23
N – Weekly AP Payment Register for the Period Ending 4.21.23 O – Draft Resolution 4.28.23
P – Weekly AP Payment Register for the Period Ending 4.28.23 CC 05-16-2023
#5
Accounts Payable
Supplemental Report
1 CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: May 16, 2023
Agenda Item #5
Subject
Consider ratifying Accounts Payable for the periods ending March 10, 2023; March 17, 2023; March 24, 2023; March 31, 2023; April 7, 2023; April 14, 2023; April 21, 2023; and April 28, 2023
Recommended Action
A. Adopt Resolution No. 23-055 ratifying Accounts Payable for the Period ending March 10, 2023;
B. Adopt Resolution No. 23-056 ratifying Accounts Payable for the Period ending March 17, 2023;
C. Adopt Resolution No. 23-057 ratifying Accounts Payable for the Period ending March 24, 2023;
D. Adopt Resolution No. 23-058 ratifying Accounts Payable for the Period ending March 31, 2023;
E. Adopt Resolution No. 23-059 ratifying Accounts Payable for the Period ending April 7, 2023;
F. Adopt Resolution No. 23-060 ratifying Accounts Payable for the Period ending April 14, 2023;
G. Adopt Resolution No. 23-061 ratifying Accounts Payable for the Period ending April 21, 2023; and
H. Adopt Resolution No. 23-062 ratifying Accounts Payable for the Period ending April 28, 2023
Background:
Staff’s responses to questions received from councilmember are shown in italics.
Q1: With the exception of the last 2 Accounts Payables (ending 4.21.23 and 4.28.23) they are late. Back in February, City Manager Wu insisted these would be presented to Council as specified in Resolution 5939 (see attached Section D.3) and it hasn’t happened.
We are back to massive accounts payable dumps. The oldest is over 2.5 months old.
2 What is being done to get these to Council regularly within 30 days of each ending period? (Councilmembers Chao, Moore and Wei)
Staff response: As stated in the Staff Report, the accounts payable registers are brought before City Council on the second City Council meeting of every month to ensure a complete month of payable comes at once. Some of the March accounts payable registers are coming to the May 16, 2023 City Council meeting as a result of the April 18, 2023 meeting being moved to April 13, 2023. The earlier meeting, including due dates for submitting reports for the agenda, resulted in reporting not yet being complete.
Q2: Late payments of invoices – companies are not being paid on time. See below many, many examples of this. Some are 8.5 months late being paid! This does not give our city a good reputation with vendors and companies. What is causing this to happen? Is it one department or the entire city? Are procedures being added/amended to prevent this from continually occurring? (Councilmembers Chao, Moore and Wei) Staff response: Invoices are paid upon receipt. Common reasons for potential late payments include the intentional withholding of payment to resolve invoice variances or questions with vendors or delayed processing due to late/non-receipt of invoices from vendors. Internally, invoices may be paid late due to changes in staff who manage or process the contract/invoice.
Q3: No apparent deadline for employee reimbursements. Below are examples where receipts were 9-10 months old! Is there a policy for employee reimbursements with a deadline? If so, what is it? If not, can one be added? (Councilmembers Chao, Moore and Wei)
Staff response: Staff can turn in most receipts for reimbursement within the fiscal year for which they occur. Processing these invoices in larger batches is more efficient for both staff submitting reimbursement and those processing the reimbursements. The date on the reimbursement receipt is recorded in the accounting system.
Q4: The attached Resolution [No. 5939] appears to return Treasurer appointment to the Council in 1982, which is apparently contrary to the CMC, please determine who has appointment authority. Additionally, the check registers shall appear before the Council monthly, why did that process stop and what will be done to fix it? (Councilmembers Chao, Moore and Wei)
Staff response: Per (CMC 2.48.020(A)(3).), The Director of Administrative Services also shall be appointed Treasurer and also shall act as ex officio Assessor and shall assess and collect all City taxes save and except for those collected by State and County officers for the City.
The circumstances surrounding the adoption of Resolution No. 5939 are unclear. However, the current provisions of CMC section 2.48.020 regarding the appointment of the Treasurer were adopted prior to Resolution No. 5939 and readopted following the adoption of the Resolution.
Accordingly, the provisions of the Resolution in conflict with the Municipal Code would have been void and unenforceable when adopted and have no legal effect at this time.
Attachments Provided with Original Staff Report:
A – Draft Resolution 3.10.23
3 B – Weekly AP Payment Register for the Period Ending 3.10.23 C – Draft Resolution 3.17.23
D – Weekly AP Payment Register for the Period Ending 3.17.23 E – Draft Resolution 3.24.23 F – Weekly AP Payment Register for the Period Ending 3.24.23 G – Draft Resolution 3.31.23
H – Weekly AP Payment Register for the Period Ending 3.31.23 I – Draft Resolution 4.7.23
J – Weekly AP Payment Register for the Period Ending 4.7.23 K – Draft Resolution 4.14.23
L – Weekly AP Payment Register for the Period Ending 4.14.23 M – Draft Resolution 4.21.23
N – Weekly AP Payment Register for the Period Ending 4.21.23 O – Draft Resolution 4.28.23
P – Weekly AP Payment Register for the Period Ending 4.28.23 CC 05-16-2023
#6
Third Quarter Financial
Report
Supplemental Report
1 CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: May 16, 2023
Agenda Item #6
Subject
Consider the City Manager's Third Quarter Financial Report for Fiscal Year 2022-23
Recommended Action
1. Receive the City Manager's Third Quarter Financial Report for FY 2022-23;
2. Adopt Resolution No. 23 -063 approving Budget Modification 23- 277 decreasing appropriations by $2,758,528 and increasing revenues by $4,902,598
Background:
Staff’s responses to questions received from councilmember are shown in italics.
Q1: Why was the Homestead High School Bike/Ped Improvement amount of $126,500 charged to “100 – General Fund” instead of to the Walk Audit CIP fund or another CIP fund? (Councilmember Chao)
Staff response: Final accounting for this project will be reflected in the walk audit implementation capital improvement fund project account (420-99-069). The remaining fund balance as 5/15/2023 for the account 420-99-069 is $1,065,905.09. When accounting for the Homestead Highschool Bike/Ped Improvements are finalized the remaining funds available in this account will be $939,405.09
Q2: On Page 18 of 21 of the Staff Report, it lists the CIP Proposed Defunded projects. One item listed is “Interim City Hall”. It appears that $36,150 has been spent. What was it spent on? (Councilmember Chao)
Staff response: Bartos Architecture was contracted with and expended for City Hall Interim Study ($34,987.34) and Cost Allocation ($1,162.66). The study by Bartos was initiated but the effort was stopped before a final report was completed. The Cost Allocation portion is the amount that was charged for internal staff time services for IT, HR, Legal, etc.
Q3: What does defunding this “Interim City Hall” mean to getting staff into safe
2 quarters? (Councilmember Chao)
Staff response: The project description and justification for the Interim City Hall project is to “Establish an interim facility to accommodate City Staff if existing City Hall were to be replaced or significantly remodeled… As a result of the renovation of the existing City Hall building or any substantial work to the building, the Staff and Operations will need to relocate temporarily. The temporary facilities require initial programming to determine the public-facing and back of house requirements, design work, documentation, construction administration and construction services.” In short, the Interim City Hall project is dependent upon the City Hall Improvements project. The Interim facility requirements will be re-evaluated when the City Hall project makes progress. There is no direct impact on the progress of the City Hall project.
Q4: What is currently in the plan for City Hall in light of this budget crisis? (Councilmember Chao)
Staff response: Staff continues to work under previous direction of the City Council to develop a plan for a new City Hall and Civic Center of approximately 80,000 square feet with event space.
Q5: Quite a few members of the public asked about the plan for the "new" City Hall.
What's the budgetary impact since it does not seem to appear in the budget discussions.
It might be helpful to clarify that. (Councilmember Chao)
1. Staff response: The City Hall project remains in the Capital Improvement Program (CIP) with $500,000 in funding, sufficient to provide a preliminary analysis and early conceptual work to align with Council direction from the February 21, 2023 City Council meeting.
Ancillary projects, such as funding for interim space, are proposed for movement to Capital Improvement program fund balance, where Council may reprogram the funds at a later point.
Staff continues to advance the City Hall annex project.
Attachments Provided with Original Staff Report:
A – Fiscal Year 2022-23 Third Quarter Financial Report
B – Draft Resolution
C – Description of Carryovers and Adjustments as of March 31, 2023 D – Description of Budget Transfers as of March 31, 2023 21 E – FY 2022-23 Third Quarter Recommended Adjustments
F – FY 2022-23 Third Quarter Special Projects Update as of March 31, 2023 G – Competitive and Non-Competitive Citywide Grants Tracking H – CIP Project Status May 2023 I – CIP Project Ranking May 2023
CC 05-16-2023
#15
FY 2022-2023 City Work
Program Third Quarter
Update
Desk Item
1 CITY COUNCIL STAFF REPORT
DESK ITEM
Meeting: May 16, 2023
Agenda Item #15
Subject
FY 2022-2023 City Work Program Third Quarter Update
Recommended Action
Receive FY 2022-2023 City Work Program Third Quarter Update
Background:
The additional attachment to this desk item (Attachment B) includes updates to the budget expenditure section that are more accurately aligned with the third quarter expenses for FY 2022-2023.
Attachments Provided with Original Staff Report:
A. FY 2022-2023 City Work Program Q3 Dashboard Printout Additional Attachments Provided with Desk Item:
B. FY 2022-2023 City Work Program Q3 Dashboard Printout – Desk Item
Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/19 10/30/19 Researched need for ELI developmentally disabled housing and moderate income housing and determined possible City locations. 100
1.3 Planning Phase Complete 7/1/21 8/16/22 Scoped affordable housing project with non-profits/developers and worked with Public Works to determine feasibility of project on City sites. Had Council study session March 15. RFP was released in August .
100
1.4 Outreach Complete 10/1/21 8/16/22 Marketed City's capital housing funds for development of affordable housing.
100
1.5 Procurement Complete 2/9/21 1/31/23 Evaluated Notice of Financial Assistance (NOFA) applications.
One responses to the RFP was received in October and staff is evaluating next steps in the execution phase.
100
1.6 Execution Phase In Progress 1/31/23 8/30/23 Selected Developer for the Mary Avenue Site. Currently working on agreement that will be presented to Council in late summer 2023.
75 1.7 Closing Processes Future 8/30/23 11/30/23 Report to Housing Commission and City Council on project status. 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Planning
Commission
$250,000.00 $250,000.00 $15,278.00 $234,722.00 5/5/23 Community Development
1. Consider options to develop ELI and BMR housing units for Developmentally Disa
bled individuals on City-owned property along Mary Avenue as well as the Outback Steakhouse location. Consider strategies to preserve existing BMR units.
Identify ways to build ELI housing units for developmentally disabled. Investigate additional sites for BMR or ELI housing.
Housing
ATTACHMENT B - DESK ITEM
1 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/21 8/11/21 Reviewed existing documentation 100
1.3 Procurement Complete 8/12/21 12/27/21 RFQ for Design/Consultant services completed, contract implemented.
100
1.4 Planning Phase Complete 12/23/21 4/18/22 Consultants analyzed site and developed reports and a Communications plan.
100
1.5 Outreach Complete 12/21/21 3/8/23 Implemented Communications plan. 100
1.6 Design Phase Complete 5/2/22 4/4/23 Implementing Design Phase. On April 4, 2023, City Council removed all CIP items from the City Work Program. Future updates for this item can be found at the CIP Dashboard at cupertino.org/cip.
100
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Parks and
Recreation
Commission
$5,430,000.00 $5,425,999.00 $393,375.31 $5,032,623.69 5/5/23 Public Works
1. Lawrence Mitty Park Implementation Plan
Development project for Lawrence Mitty will be included in the CIP. Programming, Outreach, & Design with outreach expected to start by Q3 FY 21-22.
Quality of Life
ATTACHMENT B - DESK ITEM
2 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research & RFQ In Progress 7/5/22 10/27/23 Review existing documentation, and design professionals RFQ.
On April 4, 2023, City Council removed all CIP items from the City Work Program. Future updates for this item can be found at the CIP Dashboard at cupertino.org/cip.
20 1.3 Planning Future 10/30/23 12/22/23 Initial planning and site analysis 0
1.4 Design In Progress 3/1/23 5/30/23 Develop Amphitheater design & documentation 0
1.5 Procurement In Progress 5/15/23 8/22/23 Implement Construction Bid process 0
1.6 Execution Future 7/31/23 1/26/24 Implement Construction 0
1.7 Closing Processes Future 1/29/24 3/8/24 Close out construction 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Parks and
Recreation
Commission
$1,150,000.00 $1,150,000.00 $0.00 $1,150,000.00 5/5/23 Public Works
1. Memorial Park Improvements - Amphitheatre
Implement a six-month and 12-month plan for Memorial Park improvements including: Amphitheater Improvements Quality of Life
ATTACHMENT B - DESK ITEM
3 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 9/6/21 12/1/21 Reviewed existing documentation, developed project scope, initiated consultant contract
100
1.3 Planning Complete 12/2/21 12/21/21 Established Phasing Plan/Schedule 100
1.4 Design Complete 11/30/21 4/1/22 Reviewed and approved final design 100
1.5 Procurement Complete 4/4/22 6/24/22 Implemented RFP for construction and finalized contract 100
1.6 Execution In Progress 6/27/22 4/4/23 Direct and Manage Project Construction. On April 4, 2023, City Council removed all CIP items from the City Work Program. Future updates for this item can be found at the CIP Dashboard at cupertino.org/cip.
69 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Parks and
Recreation
Commission
$3,000,000.00 $3,000,000.00 $1,837,836.45 $1,162,163.55 5/5/23 Public Works
1. Memorial Park Improvements - Pond Repurposing
Implement a six-month and 12-month plan for Memorial Park improvements including: Memorial Park - Pond Repurposing Quality of Life
ATTACHMENT B - DESK ITEM
4 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 9/6/21 2/4/22 Existing documentation reviewed, developed project scope 100
1.3 Procurement Complete 2/11/22 7/29/22 Implemented RFQ for Design Services 100
1.4 Planning Complete 8/26/22 12/30/22 Developed Conceptual Design plans and report 100
1.5 Design In Progress 1/2/23 4/4/23 Develop Schematic Design plan. On April 4, 2023, City Council removed all CIP items from the City Work Program. Future updates for this item can be found at the CIP Dashboard at cupertino.org/cip.
15 1.6 Execution Future 5/22/23 8/18/23 Confirm approval of design and report 0
1.7 Closing Processes Future 8/21/23 9/15/23 Close Design Process 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Parks and
Recreation
Commission
$500,000.00 $500,000.00 $515,724.97 ($15,724.97) 5/5/23 Public Works
1. Memorial Park Improvements - Specific Plan Design
Implement a six-month and 12-month plan for Memorial Park improvements including: Specific Plan Design Quality of Life
ATTACHMENT B - DESK ITEM
5 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/21 1/31/22 Reviewed existing conditions documentation and municipal code requirements, worked with staff to
develop program, and researched candidates for
PM roles
100
1.3 Procurement - Design Complete 2/25/22 5/17/22 Developed and initiated contract with Design phase consultants
100
1.4 Planning Phase Complete 11/1/21 8/26/22 Developed initial scope requirements, schedule, communications plan and RFQ for design phase
100
1.5 Design and Documentation
Phase
Complete 9/6/22 4/24/23 Initiate the design process through schematic design. On April 4, 2023, City Council removed all
CIP items from the City Work Program. Future
updates for this item can be found at the CIP
Dashboard at cupertino.org/cip.
100
1.6 Procurement - Construction Complete 2/1/23 6/16/23 Developed and initiated contract with Construction phase consultants
100
1.7 Execution Phase -
Construction
Future 6/19/23 2/2/24 Implement the design/build process from design development through to construction
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large N/A $3,000,000.00 $3,000,000.00 $1,123,667.24 $1,876,332.76 5/5/23 Public Works
4. 10455 Torre Avenue Improvements Programming & Feasibility Program, plan, and build facility improvements, including seismic, utility and ADA upgrades, for the long-term use of this facility. The scope of work will include public outreach, programming, planning, design, and construction.
Sustainability and Fiscal Strategy
ATTACHMENT B - DESK ITEM
6 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 6/1/20 9/30/21 Researched existing programs and documentation. 100
1.3 Procurement Complete 9/1/21 9/24/21 Drafted RFP and selected social services agency to develop and administer program.
100
1.4 Planning Phase Complete 9/1/21 10/29/21 Worked with social services agency to develop and finalize program guidelines.
100
1.5 Execution Phase In Progress 7/1/22 6/30/23 Launched second year of program which provided employment, housing, support, training, case management, and clothing to two additional unhoused Cupertino residents. Providing ongoing technical assistance and monitoring as the program continues. 50 1.6 Closing Processes Future 6/23/23 6/23/23 Reviewing outcomes and determining need for additional funding and resources.
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Housing
Commission
$400,000.00 $400,000.00 $359,958.00 $40,042.00 2/7/23 Community Development
4. Homeless Jobs Program
Create a jobs program for up to 2 individuals for 6 months. Could involve a job in maintenance of parks or in Public Works.
Housing
ATTACHMENT B - DESK ITEM
7 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Planning Phase In Progress 10/1/22 6/30/23 Standardize process to create DOLA trial programs. 75
1.3 Outreach Complete 10/1/22 11/9/22 Met with community DOLA group to evaluate DOLA proposals.
Two trial locations determined at Linda Vista Park and Monta Vista Park
100
1.4 Execution Phase Complete 12/5/22 4/30/23 Ran DOLA trial programs at Linda Vista Park and Monta Vista Park 100
1.5 Outreach Complete 5/2/23 5/2/23 Met with community DOLA group to evaluate a standardized processs to create DOLA trials
100
1.6 Execution Phase In Progress 5/2/23 6/30/24 Create a standardized process for DOLA trials 10
1.7 Closing Processes Future 6/2/23 6/30/24 The City Council continued this item to the FY 23-25 City Work Program and will continue into the next fiscal year.
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Parks and
Recreation
Commission
$5,000.00 $5,000.00 $390.67 $4,609.33 5/8/23 Parks and
Recreation
6. Dogs Off Leash Area (DOLA)
Standardize the process to create DOLA trial programs and respond and evaluate community-driven DOLA proposals to implement additional DOLAs throughout the City.
Quality of Life
ATTACHMENT B - DESK ITEM
8 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/21 9/29/23 Reviewed existing documentation. Presented research to subcommittee and Council.
100
1.3 Planning Phase Complete 4/4/23 4/4/23 Will develop scope and budget as part of CIP FY23-28.
On April 4, 2023, City Council removed all CIP items from the City Work Program. Future updates for this item can be found at the CIP Dashboard at cupertino.org/cip.
100
1.4 Conceptual Design Phase Future 8/21/23 12/15/23 Implement Conceptual Design Phase 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large N/A $500,000.00 $500,000.00 $46,117.50 $453,882.50 5/5/23 Public Works
6. Seismic Retrofits and Upgrades to Existing City Hall (formerly "Investigate Alternatives to City Hall")
Examine seismic retrofits, upgrades, and remodels to existing City Hall.
Sustainability and Fiscal Strategy
ATTACHMENT B - DESK ITEM
9 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Future 7/1/23 7/30/23 The City Council continued this item to the FY 23-25 City Work Program and is expected to begin next fiscal year. 0 1.3 Outreach Future 12/4/23 12/30/24 Develop and Implement Communications plan 0
1.4 Execution Phase Future 12/4/23 5/31/24 Teams to analyze properties, develop report and recommendations using property information and
community input.
0 1.5 Closing Processes Future 4/29/24 5/31/24 Close Project 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Planning
Commission
$90,000.00 $90,000.00 $0.00 $90,000.00 5/5/23 Public Works
6. Study Session on City Owned Properties
Inventory and assess existing facilities and prepare a long-range planning report for three City-owned properties (Blesch, Byrne, and Stocklemeir).
Sustainability and Fiscal Strategy
ATTACHMENT B - DESK ITEM
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research In Progress 7/1/22 7/1/23 Research resources and successful initiatives in local jurisdictions and the County.
50 1.3 Outreach Future 7/1/23 10/2/23 Outreach to be developed upon research completion 0
1.4 Planning Phase Future 10/2/23 11/30/23 Planning to be developed upon research completion 0
1.6 Design Phase Future 3/1/24 5/30/24 Design to be developed upon research completion 0
1.5 Procurement Future 11/30/23 3/1/24 Procurement to be developed upon research completion 0
1.7 Execution Phase Future 5/30/24 8/29/24 The City Council continued this item to the FY 23-25 City Work Program and clarified the project objective. Funding for this item will be considered at the budget hearing in May.
0 1.8 Closing Processes Future 8/29/24 10/30/24 0
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Housing
Commission
$300,000.00 $300,000.00 $100,000.00 $200,000.00 5/5/23 Community Development
6. Support for the Unhoused
Formulate a City plan to leverage County resources and advocate for funding to address the issue of the unhoused.
Housing
ATTACHMENT B - DESK ITEM
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research In Progress 1/5/23 5/23/23 Will collect data on existing conditions and analyze. 50
1.3 Outreach In Progress 3/5/23 7/27/23 Vision Zero website developed and made live in May. Will gather feedback to identify goals and strategies at various community meetings.
10 1.4 Procurement Complete 10/11/22 12/23/22 A consultant was selected in November and contract has been executed.
100
1.5 Execution Phase In Progress 1/5/23 9/1/23 Developed draft Vision Zero policy resolution and report outline.
40 1.6 Closing Processes Future 9/1/23 9/1/23 Project will be complete upon Council adoption. The City Council continued this item to the FY 23-25 City Work
Program.
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Bicycle
Pedestrian
Commission
$80,000.00 $0.00 $79,800.00 ($79,800.00) 5/5/23 Public Works
6. Vision Zero
Develop a Vision Zero Policy and Action Plan. 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.
Transportation
ATTACHMENT B - DESK ITEM
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Outreach In Progress 5/19/20 11/30/23 Conducted 28 study sessions/public hearings with Housing Commission/Planning Commission/City
Council/CEP-Strategic Advisory Committee. Housing
Element update anticipated 9/30/23. Council dissolved
the CEP- SAC on 1/25/23.
45 1.3 Procurement In Progress 3/2/21 2/28/23 First consultant complete. Second round of procurement to be completed 2/21/23.
49 1.4 Execution Phase In Progress 11/1/21 1/31/24 Working on completing Sites Inventory, Housing Policies & Programs, Draft Housing Element document, Final
Housing Element document, & CEQA in accordance with
state law.
18 1.5 Closing Processes Future 1/31/24 3/31/24 Housing Element to be completed by 12/31/23. 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Planning
Commission
$1,070,000.00 $1,069,248.00 $644,293.31 $424,954.69 5/3/23 Community Development
11. RHNA Related General Plan Updates and Rezoning (Housing Element) 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 Sept. 2023.
Housing
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13 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/22 8/1/22 Researched existing student summer internship program in other cities.
100
1.3 Planning Phase Complete 7/1/22 11/1/22 Mayor's summer internship pilot program began Summer 2022. A report summarizing this program was presented
to Council Nov. 1st and a subcommittee was formed.
100
1.4 Design Phase In Progress 12/1/22 4/4/23 The City Council did not prioritize this item for the FY 2023-25 City Work Program. This item was concluded
and the funds will be returning to the GF.
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Teen
Commission
$15,000.00 $15,000.00 $0.00 $15,000.00 5/5/23 Administrative Services
11. Student Internship Program
Implement a trial student summer internship program with the City of Cupertino. Internships will be project-focused, with participating City departments asked to identify a specific project or projects that a student intern can undertake.
Public Engagement and Transparency
ATTACHMENT B - DESK ITEM
14 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/22 9/30/22 Researched 5G ordinance regulations in other cities. 100
1.3 Planning Phase In Progress 4/1/23 12/1/23 Staff is finalizing a municipal code update based on input from City Council at the 12/6/22 CC meeting. This update will govern the installation of wireless small cell facilities within the Public Right of Way. This will go to Council by the end of 2023.
15 1.4 Design Phase Future 7/1/23 12/1/23 0
1.5 Execution Phase Future 10/1/23 12/4/23 0
1.6 Closing Processes Future 1/1/24 2/14/24 0
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium N/A $0.00 $0.00 $0.00 $0.00 5/5/23 Public Works
13. 5G Ordinance
Adopt regulations based on aesthetics.
Quality of Life
ATTACHMENT B - DESK ITEM
15 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/22 7/31/22 Researched other online stores for other cities including merchandise, vendors, and fulfillment partners.
100
1.3 Outreach Complete 7/31/22 3/31/23 Promoted the store via various marketing channels to our residents, businesses, and visitors once it has become public. 100
1.4 Planning Phase Complete 9/1/22 3/31/23 Staff from various departments collaborated to select a website platform, merchandise, marketing consultant, etc.
100
1.5 Procurement Complete 11/1/22 3/31/23 Staff has received inventory and placed them on the website for sale.
100
1.6 Design Phase Complete 11/1/22 12/5/22 Staff has finalized website design and has uploaded information, data, and images for website launch.
100
1.7 Execution Phase Complete 12/1/22 5/31/23 Staff launched website in February 100
1.8 Closing Processes Complete 5/1/23 6/30/23 Staff recommends sunsetting the store by June 30 due to lukewarm interest and less than ideal sales.
100
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Arts and
Culture
Commission
$150,000.00 $145,000.00 $21,176.26 $123,823.74 5/8/23 City Manager's Office
14. Cupertino Store Implementation
Implement the Cupertino Store plan. 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.
Public Engagement and Transparency
ATTACHMENT B - DESK ITEM
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 6/3/19 10/2/19 Reviewed existing documentation and objective standards. 100
1.3 Outreach Complete 6/3/19 6/3/19 Seven meetings held with Planning Commission and two meetings held with City Council in 2019 to collect comments from public, commissioners and councilmembers. City Council
delegated prioritization to City Manager.
100
1.4 Planning Phase Complete 6/3/19 6/5/19 Met approximately 15 times between Oct 2019 and Sept 2020 to prioritize and discuss each suggestion made and determine next steps.
100
1.5 Procurement Complete 9/1/20 9/21/21 Council adopted general plan and zoning code objective standards for Vallco in August and September 2019. Council adopted zoning code objective standards for P zoning and parkland dedications in Dec 2019. Third Round of amendments presented Spring 2021.
100
1.6 Execution Phase Complete 6/3/19 4/4/23 Presented third round of amendments to Council in October 2021.
Evaluating amendments related to Housing Element.
100
1.7 Closing Processes In Progress 4/4/23 4/4/23 The City Council did not prioritize this item for the FY 2023-25 City Work Program. This item was concluded and unused funds were allocated to fund the Housing Element.
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Planning
Commission
$500,000.00 $500,000.00 $224,199.00 $275,801.00 5/5/23 Community Development
14. Review and Update General Plan (GP) and Municipal Code
1. Amend GP & MC & 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.
Quality of Life
ATTACHMENT B - DESK ITEM
17 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Procurement Complete 7/1/22 12/16/22 Selected a contractor to develop and post the senior survey, and analyze survey results. Staff is reviewing agreement terms for the contract
100
1.3 Research Complete 7/1/22 10/14/22 Continued analyzing what the City is alread working on for previously identified focus items
100
1.4 Outreach Complete 1/24/23 4/25/23 Drafted outreach survey questions and have Senior Advisory Council review. Survey was posted and shared with applicable Commissions to assist with community outreach and mailed to households
100
1.5 Planning Phase In Progress 4/25/23 6/20/23 Analyze senior survey results and develop plan to address senior needs. Present summary of results to Senior Advisory Council and post on City webpage
5 1.6 Closing Processes Future 6/2/23 6/30/24 Initiate and perform marketing of existing resources to seniors based on survey results and feedback received from
Commissions. The City Council continued this item to the FY 23- 25 City Work Program.
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Parks and
Recreation
Commission
$69,000.00 $34,000.00 $31,728.95 $2,271.05 5/8/23 Parks and Recreation
14. Senior Strategy
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.
Public Engagement and Transparency
ATTACHMENT B - DESK ITEM
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/4/22 11/15/22 Staff has concluded researching best practices for engagement in other cities.
100
1.3 Outreach In Progress 3/2/23 4/4/23 0
1.4 Planning Phase In Progress 4/4/23 4/4/23 0
1.5 Execution Phase In Progress 4/4/23 4/4/23 0
1.6 Closing Processes In Progress 4/4/23 4/4/23 The City Council did not prioritize this item for the FY 2023-25 City Work Program. This item was concluded and unused funds will be returning to the GF.
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Extra Large N/A $30,000.00 $30,000.00 $0.00 $30,000.00 5/8/23 City Manager's Office
17. Integrated Plan for Community Engagement
Create Integrated Plan and Database for Community Engagement, which will include all possible outreach channels, traditional media, newspaper, social media and influencers, community leaders, community groups, HOAs, Chamber and other business groups etc.
Public Engagement and Transparency
ATTACHMENT B - DESK ITEM
19 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 9/7/20 2/1/21 Preliminary research into IoT technologies, their use at other cities, develop/publish RFI has been completed.
100
1.3 Planning Phase Complete 2/8/21 3/24/21 Development of scope of work, project charter, risk register and project plan has been completed.
100
1.4 Procurement Complete 2/8/21 1/3/22 Procurement process along with reciept of pollution map has occurred. Stationary Air Quality and Noise vendor selected and contract complete. Procurement Process Complete
100
1.5 Execution Phase Complete 4/1/21 9/16/22 Site Review for Stationary Sensors early January. Sensors installed in March and will be monitored for the next 6 months.
100
1.6 Closing Processes Complete 9/19/22 1/12/23 Close out project. 100 Details
Project Size Commission Estimated
Budget
Allocated Budget Budget Expended/
Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Technology
Information and
Communications
Commission
$62,500.00 $62,500.00 $62,500.00 $0.00 5/5/23 Innovation Technology
18. Pilot - Lehigh and Stevens Creek Noise and Pollution Monitoring Utilize IOT sensors to measure noise, particulate, and pollution levels at Lehigh and Stevens Creek Quarry.
Quality of Life
ATTACHMENT B - DESK ITEM
20 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 10/5/22 2/15/23 Research building code requirements and bike rack and installation requirements
100
1.3 Outreach Complete 10/19/22 2/15/23 Gathering feedback from Bicycle Pedestrian Commission on strategies for approaching businesses and locating bike racks in commercial areas.
100
1.4 Planning Phase Complete 10/5/22 4/19/23 Developing bike rack location list 100
1.5 Procurement Future 5/31/23 8/2/23 Will hire contractor to install bike racks 0
1.6 Design Phase Future 5/31/23 7/11/23 Will design specification for bike rack installation 0
1.7 Execution Phase Future 7/11/23 10/6/23 Install bike racks and develop recommendations for building code changes
0 1.8 Closing Processes Future 10/6/23 10/6/23 Project will be complete once bike racks are installed and recommendations are reviewed.
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Bicycle
Pedestrian
Commission
$50,000.00 $50,000.00 $0.00 $50,000.00 5/5/23 Public Works
19. Bicycle Facilities.
Increase the inventory of bicycle facilities and amenities, such as bike racks, citywide.
Transportation
ATTACHMENT B - DESK ITEM
21 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 11/2/20 3/1/22 Researched Legal and other requirements if system is leased, sold or City Operated in the future.
100
1.3 Planning Phase In Progress 9/21/21 8/6/24 In July 2021, Council directed staff to proceed with an RFP for a new long-term lease. Was brought back for Council consideration in November 2021. RFP issued on 12/14/21. RFP process was cancelled on 3/3/22 and current lease was extended for 2 years. 35 1.4 Closing Processes Future 10/1/23 8/6/24 The City will be issuing a Request for Proposal during the Fall of 2023 to procure a company for continued operation of the Municipal Water System.
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium N/A $150,000.00 $181,500.00 $151,632.00 $29,868.00 5/5/23 Public Works
19. Municipal Water System
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 November 2022.
Sustainability and Fiscal Strategy
ATTACHMENT B - DESK ITEM
22 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 6/15/21 7/20/21 Compiled data from past work and existing conditions at this site 100
1.3 Planning Phase Complete 6/15/21 10/15/21 Engaged consultants for study of two options and developed scope for each
100
1.4 Procurement Complete 10/18/21 11/15/21 Executed a contract with the consultant(s) for the golf course feasibility study to include an updated scope of work.
100
1.5 Execution Phase Complete 10/20/21 11/21/22 Consultants assessed two options (minor golf course improvements and “return to habitat”) and financial impacts for each. The reports were shared with the community in May-July 2022 via in-person and online surveys and meetings. The results were presented
100
1.6 Outreach Complete 10/20/21 11/1/22 Conducted online survey, in-person and virtual community outreach efforts.
100
1.7 Closing Processes Complete 1/17/23 2/21/23 Future updates for this item can be found at the CIP Dashboard at cupertino.org/cip
100
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Parks and
Recreation
Commission
$100,000.00 $76,400.00 $99,729.32 ($23,329.32) 5/5/23 Parks and Recreation
21. Blackberry Farm Golf Course Needs Assessment
Determine short-term and long-term improvements to the golf course and amenities Quality of Life
ATTACHMENT B - DESK ITEM
23 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 3/1/20 3/30/23 The City Council did not prioritize this item for the FY 2023-25 City Work Program. This item was concluded and unused funds will be returning to the GF.
100
1.3 Planning Phase In Progress 3/1/22 3/30/23 0
1.4 Design Phase In Progress 2/1/23 3/30/23 0
1.5 Execution Phase In Progress 1/30/23 6/30/23 0
1.6 Closing Processes Future 6/30/23 6/30/23 0
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Planning
Commission
$10,000.00 $10,000.00 $0.00 $10,000.00 5/5/23 Community Development
21. Development Accountability
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.
Quality of Life
ATTACHMENT B - DESK ITEM
24 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research In Progress 10/1/22 4/15/23 Benchmarking research and conversations with peer jurisdictions. 60
1.3 Outreach In Progress 3/1/23 6/1/23 Will develop and deliver outreach campaign in Spring 2023. 10
1.4 Planning Phase In Progress 11/1/22 3/31/23 Project planning and scheduling underway. 15
1.5 Procurement In Progress 1/3/23 2/3/23 Will search for and select consuldant early 2023. 29
1.6 Execution Phase In Progress 4/1/23 6/30/23 The City Council did not prioritize this item for the FY 2023-25 City Work Program. This item will continue as part of the Climate Action Plan operations.
0 1.7 Closing Processes Future 6/1/23 6/30/23 Council will consider and adopt final policy. 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Sustainability
Commission
$50,000.00 $50,000.00 $0.00 $50,000.00 5/9/23 City Manager's Office
21. Electrification Study
Conduct public outreach, policy research, and coordinate with regional efforts to develop policy options for electrification of Cupertino's buildings and transportation systems.
Sustainability and Fiscal Strategy
ATTACHMENT B - DESK ITEM
25 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Procurement Complete 10/9/20 4/6/21 RFP sent out in Oct 2020. Proposals evaluated and RRM Design Group was selected to develop Objective Design Standards for multi-family residential and mixed-use properties.
100
1.3 Outreach In Progress 6/1/21 11/30/23 Outreach plan under development. 15
1.4 Execution Phase In Progress 6/1/21 11/30/23 The project had been on hold due to work on the Housing Element.
Presently, there is a working draft document that will need to be completed concurrently with the Housing Element’s adoption in January 2024.
50 1.5 Closing Processes Future 11/30/23 3/18/25 Finalize Documents for Posting on Website. 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Planning
Commission
$240,000.00 $240,000.00 $196,197.22 $43,802.78 5/5/23 Community Development
21. Residential and Mixed Use Residential Design Standards Create objective design standards for residential and mixed-use residential projects, including ensuring adequate buffers from neighboring low-density residential development.
Quality of Life
ATTACHMENT B - DESK ITEM
26 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research In Progress 3/1/23 4/4/23 The City Council did not prioritize this item for the FY 2023-25 City Work Program. This item was concluded and unused funds will be returning to the GF.
0 1.3 Outreach In Progress 4/4/23 4/4/23 0
1.4 Closing Processes In Progress 4/4/23 4/4/23 0
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Library
Commission
$12,000.00 $12,000.00 $0.00 $12,000.00 5/8/23 City Manager's Office
25. Community Engagement on Alternative Transportation and Parking Educate and encourage resident use of alternative transportation to the Library. Install signage to point to overflow parking at Eaton Elementary school.
Public Engagement and Transparency
ATTACHMENT B - DESK ITEM
27 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research In Progress 7/1/22 6/30/23 The City Council did not prioritize this item for the FY 2023-25 City Work Program. This item was concluded.
0 1.3 Outreach In Progress 8/1/22 6/30/23 0
1.4 Planning Phase In Progress 9/1/22 6/30/23 0
1.6 Design Phase In Progress 12/1/22 6/30/23 0
1.5 Procurement In Progress 10/1/22 6/30/23 0
1.7 Execution Phase In Progress 3/1/23 6/30/23 0
1.8 Closing Processes Future 6/1/23 6/30/23 0
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Economic
Development
Committee
$40,000.00 $0.00 $0.00 $0.00 5/8/23 City Manager's
Office
25. Visitor Center
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.
Public Engagement and Transparency
ATTACHMENT B - DESK ITEM
28 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research In Progress 7/1/22 5/15/23 Looking into other city and organization RFPs 50
1.3 Procurement In Progress 5/15/23 7/11/23 Will develop RFP in 2023. 0
1.4 Execution Phase Future 6/1/23 6/1/24 Will analyze tax measures and evaluate after Council direction. 0
1.5 Closing Processes Future 6/1/24 7/1/24 Adopted measure will be placed on 2024 ballot. 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium N/A $50,000.00 $50,000.00 $0.00 $50,000.00 5/5/23 Administrative Services
27. Analyze Potential Revenue Measures
Analyze potential revenue measures, such as transient occupancy tax, sales tax, property tax, and utility users tax, to address possible future financing challenges.
Sustainability and Fiscal Strategy
ATTACHMENT B - DESK ITEM
29 Power BI Desktop
Updates
#
Task Status Task Start Task End Update % Completed
1.2 Outreach Complete 11/2/22 11/2/22 Presented to Library Commissions previous completed events which included Artist Awards, Library Art Wall, Recology Exhibit, Coming Out Exhibit, Herstory 2
100
1.3 Planning Complete 1/1/23 1/31/23 Worked with Arts and Culture Commission to update the artist awards displayed at the Library
100
1.4 Execution Phase Complete 2/1/23 2/28/23 Updated artist display awards at the Library 100
1.5 Planning Complete 3/1/23 3/31/23 Partnered with Cupertino Poet Laureate to establish event calendar for FY2023-2024
100
1.6 Execution Phase Complete 4/22/23 4/30/23 Hosted events to celebrate National Poetry Month 100
1.7 Closing Processes Complete 5/3/23 5/3/23 Provided annual update to Library Commission 100 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Small Library
Commission
$10,000.00 $10,000.00 $0.00 $10,000.00 5/4/23 Parks and Recreation
27. Artwork at the Library, Exhibits, Poetry and Art Day Collaborate with groups such as the Arts and Culture Commission and Cupertino Poet Laureate to display artwork, including exhibits, at the Library.
Quality of Life
ATTACHMENT B - DESK ITEM
30 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 2/1/23 4/4/23 This item has concluded as it has been addressed by State law and is obsolete.
100
1.3 Planning Phase In Progress 4/5/23 5/2/23 0
1.4 Execution Phase In Progress 5/3/23 6/2/23 0
1.5 Closing Processes Future 6/5/23 6/14/23 0
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Small N/A $15,000.00 $15,000.00 $0.00 $15,000.00 5/5/23 Innovation Technology
27. Hybrid Meeting for City Council and Commission Meetings 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.
Innovation Technology
ATTACHMENT B - DESK ITEM
31 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 11/10/22 2/9/23 Collected data and meeting with school staff 100
1.3 Outreach In Progress 11/10/22 5/17/23 Held a total of three community meetings and preparing to present to the Bike Ped Commission in May.
75 1.4 Planning Phase In Progress 1/19/23 5/17/23 Develop alternatives 20
1.5 Design Phase Future 5/17/23 6/20/23 Final memo summarizing alternative development process 0
1.6 Closing Processes Future 6/20/23 6/20/23 Present alternatives to City Council in May 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Bicycle
Pedestrian
Commission
$40,000.00 $40,000.00 $40,000.00 $0.00 5/5/23 Public Works
27. Lawson Middle School Bikeway
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.
Transportation
ATTACHMENT B - DESK ITEM
32 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 8/3/22 12/7/22 TIC Subcommitte established. Peformed research on event type and possbile speakers
100
1.3 Outreach In Progress 12/19/22 5/30/23 The City's TIC Commission has handpicked three distinguished speakers from the cybersecurity industry to deliver an hour-long presentation followed by a Q&A session, aimed at providing valuable insights to Cupertino constituents.
71 1.4 Planning Phase Complete 12/8/22 12/14/22 This informative event is scheduled to take place before the end of the current fiscal year.
100
1.5 Execution Phase In Progress 1/5/23 5/31/23 Project in progress. Kick-off Meeting held 50
1.6 Closing Processes Future 6/30/23 6/30/23 On Schedule 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Small Technology
Information and
Communications
Commission
$7,500.00 $7,500.00 $0.00 $7,500.00 5/5/23 Innovation
Technology
31. Cybersecurity Public Education
Provide education on cybersecurity to City residents, guests and businesses.
Public Engagement and Transparency
ATTACHMENT B - DESK ITEM
33 Power BI Desktop
Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/22 10/15/22 Reviewed FY 21-22 program 100
1.3 Planning Phase Complete 10/15/22 12/15/22 Evaluating FY 22-23 proposal in coordination with program partners
100
1.4 Procurement Complete 12/15/22 1/12/23 Executed contract to initiate program 100
1.5 Execution Phase Complete 1/30/23 4/4/23 The City Council did not prioritize this item for the FY 2023-25 City Work Program. This item was concluded and unused funds will be returning to the GF.
100
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Housing
Commission
$25,000.00 $25,000.00 $0.00 $25,000.00 5/5/23 Community Development
31. Housing Program for De Anza College Students
Continue participation in De Anza College’s student housing assistance program.
Housing
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research In Progress 7/15/22 4/4/23 The City Council did not prioritize this item for the FY 2023-25 City Work Program. This item was concluded and unused funds will be returning to the GF.
0 1.3 Outreach In Progress 3/1/23 4/4/23 0
1.4 Design Phase In Progress 4/4/23 4/4/23 0
1.5 Execution Phase In Progress 4/4/23 4/4/23 0
1.6 Closing Processes In Progress 4/4/23 4/4/23 0
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Public Safety
Commission
$12,000.00 $12,000.00 $0.00 $12,000.00 5/8/23 City Manager's Office
31. Safe Gun Storage Ordinance
Research best practices for safe gun storage from neighboring jurisdictions. Adopt safe gun storage ordinance to increase public safety for residents.
Quality of Life
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 10/29/19 11/20/21 Compiled research on various shuttle options, conducted community surveys, spoke with West Sacramento staff and other Via jurisdictions, met with several transit vendors.
100
1.3 Outreach Complete 10/29/19 11/30/21 Conducted numerous pop-up events, including at Senior Center, library, and other locations citywide.
100
1.4 Planning Phase Complete 10/29/19 11/30/21 Continued outreach to likely riders and locations of interest, Caltrain, De Anza college, etc.
100
1.6 Design Phase Complete 10/29/19 11/20/21 Pilot designed. 100
1.5 Procurement Complete 10/29/19 11/30/21 Met with various vendors including MV transportation, Altrans, chariot, etc.
100
1.7 Execution Phase In Progress 10/29/19 6/30/23 Funded in part by a generous grant from the California State Transportation Agency (CalSTA), Cupertino has partnered with the City of Santa Clara to provide an EV ride share program for both communities. This expansion is anticipated in summer 2023. 20 1.8 Closing Processes Future 6/30/23 6/30/23 This pilot program will be ending with the rollout of the EV shuttle expansion into the City of Santa Clara.
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large N/A $1,750,000.00 $1,950,000.00 $1,949,999.74 $0.26 5/5/23 Public Works
31. Shuttle Bus Pilot Program Implementation
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.
Transportation
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research In Progress 7/1/22 4/4/23 The City Council did not prioritize this item for the FY 2023-25 City Work Program. This item was concluded.
0 1.3 Outreach In Progress 7/1/22 4/4/23 0
1.4 Planning Phase In Progress 7/1/22 4/4/23 0
1.6 Design Phase In Progress 7/1/22 4/4/23 0
1.5 Procurement In Progress 7/1/22 4/4/23 0
1.7 Execution Phase In Progress 7/1/22 4/4/23 0
1.8 Closing Processes In Progress 7/1/22 4/4/23 0
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Economic
Development
Committee
$0.00 $0.00 $0.00 $0.00 5/8/23 City Manager's
Office
35. Youth Who Work
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.
Quality of Life
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#
Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/22 11/30/22 Staff researched intergenerational program ideas and evaluated benefits. Information was presented to the Teen Commission, Parks & Recreation Commission, and Senior Advisory Council 100
1.3 Outreach Complete 11/28/22 2/2/23 Outreach to youth volunteer groups and the school district regarding volunteer work
100
1.4 Planning Phase Complete 12/5/22 1/6/23 Staff developed implementation strategy for intergenerational engagement program
100
1.5 Outreach In Progress 1/17/23 6/23/23 Information about intergenerational events will be posted on social media, schools, on the City's Spring Recreation Guide and newsletter
65 1.6 Execution Phase In Progress 1/23/23 6/23/23 Staff to prepare and hold intergenerational events. Staff held the Intergenerational Mixer on 3/13/23.
59 1.7 Closing Processes Future 6/1/23 6/30/23 Continue developing and offer on-going programs at the Senior Center
0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Teen
Commission
$20,000.00 $20,000.00 $1,822.64 $18,177.36 5/9/23 Parks and Recreation
35. Intergenerational Engagement
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.
Public Engagement and Transparency
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/1/22 2/24/23 Staff are researching best practices in other jurisdictions and analyzing organizational benefits of use
100
1.3 Outreach In Progress 2/27/23 5/30/23 Staff will conduct outreach to include public meetings, surveying and engagement with the Public Safety Commission
15 1.4 Planning Phase In Progress 12/15/22 5/30/23 Staff will develop project charter, scope and communication plan 15
1.6 Design Phase Future 5/30/23 6/30/23 Program draft will be developed based on results of research and outreach
0 1.5 Procurement Future 5/30/23 6/28/23 Request and evaluate proposals, select vendor and finalize contract
0 1.7 Execution Phase Future 6/1/23 6/30/23 License plate leader program will be presented to City Council 0
1.8 Closing Processes Future 6/30/23 7/10/23 The City Council continued this item to the FY 23-25 City Work Program as part of the Public Safety Initiative project. 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Public Safety
Commission
$60,000.00 $60,000.00 $0.00 $60,000.00 5/5/23 City Manager's Office
35. License Plate Readers
Conduct research, engage in outreach, identify location for placement and estimate cost of implementing an Automated License Plate Reader (ALPR) system in Cupertino.
Quality of Life
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research In Progress 5/13/20 12/30/22 Conducting research on surrounding jurisdictions 75
1.3 Planning Phase In Progress 12/1/20 4/4/23 The City Council did not prioritize this item for the FY 2023-25 City Work Program. This item was concluded and unused funds will be returning to the GF.
43 1.4 Execution Phase In Progress 4/4/23 4/4/23 0
1.5 Closing Processes In Progress 4/4/23 4/4/23 0
Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Small Planning
Commission
$25,000.00 $25,000.00 $0.00 $25,000.00 5/5/23 Community Development
35. Sign Ordinance Update
Update existing provisions, particularly in the temporary sign regulations.
Quality of Life
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 9/1/20 11/19/20 Research of current scope and scope in other cities complete. 100
1.3 Outreach Complete 11/19/20 4/30/21 Presented research results to Environmental Review Committee (ERC) on 4/16/21.
100
1.4 Execution Phase Complete 4/16/21 3/7/23 On 1/25 the City Council voted to dissolve the Environmental Review Committee. The second reading of the ordinance was approved by Council on 3/7/2023.
100
1.5 Closing Processes Complete 3/7/23 4/30/23 Project has concluded. 100 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Small Environmental
Review
Committee
$0.00 $0.00 $0.00 $0.00 5/9/23 City Manager's
Office
Consider New Commissions and Committees - Review Environmental Review Committee
Review the scope of the ERC.
Public Engagement and Transparency
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research Complete 7/7/20 12/15/20 Research existing documentation and processes of other jurisdictions.
100
1.3 Outreach Complete 7/7/20 11/5/20 Council Study Session on 7/7/2020 100
1.4 Execution Phase Complete 10/1/20 5/12/21 Prepared materials for hearings 100
1.5 Closing Processes In Progress 12/8/20 6/30/23 PC hearing on 1/12/21 with recommendation presented to Council on 2/2/21. Went back to Council on 8/17/21. Project pending Housing Element completion.
75 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Small Planning
Commission
$6,500.00 $6,500.00 $1,145.00 $5,355.00 2/27/23 Community Development
General Plan Authorization Process
Evaluate the existing City Council authorization process for General Plan Amendment projects.
Quality of Life
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Updates
# Task Status Task Start Task End Update % Completed
1.2 Research In Progress 10/11/21 1/30/23 Staff to continue research on the affects of pandemic on retail. 77
1.3 Outreach In Progress 11/1/21 1/30/23 Gather data on market strenghts and trends. 75
1.4 Planning Phase In Progress 2/11/22 3/30/23 Coordinating with Retail Consultant to finalize research materials for Council study session.
70 1.5 Execution Phase In Progress 4/1/23 6/30/23 This item will continue as part of operations. 0
1.6 Closing Processes Future 6/30/23 6/30/23 This item will continue as part of operations. 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium Planning
Commission
$50,000.00 $50,000.00 $15,000.00 $35,000.00 5/9/23 City Manager's Office
Study Session on Regulating Diversified Retail Use
Identify ways to encourage retail diversity and vital services, find creative solutions to retenant vacant spaces and to attract independent operators. Evaluate pros and cons of Retail Formula Ordinances in other cities.
Quality of Life
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# Task Status Task Start Task End Update % Completed
1.3 Research Complete 7/1/21 8/25/21 Established the scope and desired result of the report 100
1.5 Design Phase In Progress 12/1/21 8/2/23 Prepared, reviewed, and finalized the assessment report 23
1.4 Procurement Complete 8/26/21 11/30/21 Selected consultant and executed agreement 100
1.6 Closing Processes In Progress 8/2/22 12/30/23 Council approved the implementation of the findings as a project in the FY 22-23 CIP. Report was presented to Council in September 2022, and Council requested additional information.
Return to Council with update planned for end of 2023.
20 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Medium N/A $50,000.00 $50,000.00 $15,690.00 $34,310.00 5/9/23 Public Works City Light Transition Assessment
Assess the costs, benefits, and opportunities of transitioning the City's streetlight infrastructure, and other City operated lights, from induction to LED fixtures. LEDs would allow lights to be turned down and the assessment will evaluate the efficacy Sustainability and Fiscal Strategy
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# Task Status Task Start Task End Update % Completed
1.5 Research Complete 7/1/21 8/31/21 Compiled requested modifications and verify legal standing and how other Cities handle the issue.
100
1.6 Planning Phase Complete 11/1/21 11/29/21 Put together modified regulations and City Ordinance 100
1.7 Execution Phase In Progress 11/30/21 12/30/23 Present regulations and ordinance to City Council for approval by end of 2023
35 1.8 Closing Processes In Progress 5/2/23 12/30/23 Complete Second Reading of ordinance and close project. 0 Details
Project Size Commission Estimated Budget Allocated Budget Budget Expended/ Encumbered
Budget Remaining Last
Updated
Lead Department
Large Technology
Information and
Communications
Commission
$250,000.00 $250,000.00 $0.00 $250,000.00 5/9/23 Public Works Revisit 5G. Including but not limited to, recording, responding to complaints, transparency on existing applications
Council review existing 5G policy and make alterations as they deem fit. Suggested areas to explore: 1)Spacing between small cell sites and 2) study the City's ability to mandate multi-tenant small cells. Staff is to record all resident concerns on a Resident Concern Record.
Staff is to add a street image for the 5G cell location and fill out the questionnaire 2. Staff is to meet with the cell providers monthly or as needed based on additional resident concerns and give the cell provider the sum total of Resident Concern Records and then report back to City Council. Staff is to continue to update the City Managers spreadsheet of updated status for nearby cities 5G cells in residential areas.
Quality of Life
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