CITY COUNCIL INFORMATIONAL MEMORANDUM
Date: December 20, 202 4
To: Cupertino City Council
From: Tina Kapoor, Interim Assistant City Manager
Re: Goal Setting Workshop Preparation – Council Top 10 Projects The Council maintains a City Work Program (CWP) as a two-year effort, revisiting on an annual basis to adjust and redirect efforts. The informational memorandum published on November 14 (Attachment A) outlined the approach for the upcoming prioritization workshop. The next step in the process is to gather Council feedback on their top projects.
At the December 17 City Council meeting, Council provided the following direction:
1. Councilmembers to review the existing list of City Work Program (CWP) items to date and staff's draft list.
2. Councilmembers will propose a new and existing Top 10 Projects and submit by January 10 and Council and staff will also consider CWP projects for removal .
3. Council will conduct a study session at the Special City Council meeting on January 22, 2025 on the list of CWP projects;
4. The FY 25-27 CWP will be considered for adoption at a meeting in February.
As the next step in the CWP prioritization process, each Councilmember is invited to provide staff a list of up to 10 projects to be considered for the next two-year CWP. A potential CWP list is included in this memo (Attachment B) for Council consideration, which is a combination of the following:
• Items from the TBD list that Council has previously approved as potential CWP items. • Previous CWP items that staff is proposing to be considered for FY 25-27 CWP • Ongoing projects from the current CWP1 that are expected to continue and complete into the next fiscal year.
The proposed list currently has 19 projects. Staff has developed a submission form (Attachment C) for each Councilmember to submit their top projects. In selecting their projects, councilmembers can either choose from the items listed in Attachment B or add new items. Councilmembers may also recommend removing any of the items from Attachment B. Projects should align with the five 1 https://www.cupertino.gov/Your-City/City -Council/City -Work-Program
ATTACHMENT B
1 adopted Council Goals2 as they help to focus the CWP items and ensure that the work completed remains aligned with expressed priorities.
Councilmembers are requested to email the completed forms (Attachment C) to Interim Assistant City Manager, Tina Kapoor at [email protected] by noon on January 10, 2025 .
Staff will consolidate submissions into one list which will be provided to Council along with the Community Survey results as part of the materials for the January 22 City Council meeting. Staff will also provide rough estimates on staff time and budget resources needed for each item on the list for Council consideration. The final step in the process will be the CWP prioritization workshop would take place in February (date TBD) where the Council will collectively vote to narrow down the list and select final projects to be included in the FY 25-27 CWP.
Sustainability Impact
There are no sustainability impacts associated with this update.
Fiscal Impact
Although there will be fiscal impacts with the final selection of the CWP, there are no impacts associated with this update.
California Environmental Quality Act
Not applicable.
Reviewed by: Tina Kapoor, Interim Assistant City Manager Approved by: Pamela Wu, City Manager
Attachments:
A – November 14 informational memorandum
B- List of Potential Items for FY 25-27 CWP
C – Top 10 Projects Council Submission Form
2 https://www.cupertino.gov/Your-City/City -Council/City -Council -Goals
ATTACHMENT B
2 CITY OF
CUPERTINO
CITY MANAGER'S OFFICE
CITY HALL
10300 TORRE AVENUE• CUPERTINO, CA 95014-3255
TELEPHONE: (408) 777-3223 • FAX: (408) 777-3366
CUPERTINO.ORG
CITY COUNCIL INFORMATIONAL MEMORANDUM
Date: November 14, 2024
To: Cupertino City Council
From: Tina Kapoor, Interim Assistant City Manager
Re: Council Goal Setting and FY 2025-27 City Work Program Prioritization Workshop Purpose
This memo provides an overview of the approach for the upcoming Council Goal Setting and FY25-27 City Work Program (CWP) Prioritization Workshop.
The Council maintains the CWP as a two-year effort, revisiting annually to adjust and redirect efforts. The bi-annual Council Goal-Setting Workshop is driven by the collective values and priorities of the current City Council and leads to the development and eventual adoption of a new CWP which:
• Guides the major efforts of the City.
• Informs the formulation of the annual budget for the upcoming fiscal year. • Ensures that efforts are aligned with the goals set by the City Council, and thus, the community.
• Promotes transparency and accountability by focusing resources on strategies that best serve the community's needs and aspirations.
Background
In March 2023, the City Council participated in a workshop to reaffirm established City Council Goals presented below and to set new priorities for the next two fiscal years. At that session, the Council successfully selected and ranked top priority items to form the current CWP. In April 2024, as a mid-point check-in, the Council revisited and made minor modifications that can be viewed at cupertino.org/cityworkprogram.
The current CWP includes 20 items. Detailed updates on the current CWP were included in an informational memorandum published on October 24. Items that require significant staff effort can sometimes take more than one year to complete are marked as "ongoing" and may be included in the next CWP.
The next Council Goal Setting and Prioritization Workshop will occur in early 2025. This will provide a crucial opportunity for the Council to collaborate, establish or reaffirm goals, and outline
ATTACHMENT B
3 the strategic direction for the next two years. Council will also have a chance to review, and as necessary, adjust the City Council Goals as shown below.
City Council Goals
In February 2020, the City Council adopted five Goals to provide a framework for City priorities and to guide the development of the CWP. The current Council Goals are included as Attachment A and are also illustrated below.
PUBLIC ENGAGEMENT & TRANSPARENCY
�
TRANSPORTATION
HOUSING
QUALITY OF LIFE
SUSTAINABILITY & FISCAL STRATEGY
These five City Council Goals help to focus the CWP items and ensure that efforts remain aligned with expressed priorities. While these are intended as multi-year goals, Council will review them at the upcoming workshop and may adopt the same goals or revise them as needed.
Staff is also conducting a community survey to gather feedback and will share the results of the survey with the Council prior to the 2025 workshop so that the Council has insights as to what is important to the residents.
ATTACHMENT B
4 Workshop Approach
To ensure a thorough and thoughtful prioritization and adoption process, staff has designed a comprehensive approach, an overview of which is illustrated below. This approach aims to engage staff and Council earlier than in previous years. Prior to the workshop, staff will gather Council feedback on priority items, outline the structure for the workshop and provide a draft list of CWP items for consideration.
December
2024
January
2025
February
2025
--------
March-June
2025
'
City Work Program Updates
• FY 23-24 close-out via info memo (July 26)
• FY 24-25 CWP Dashboard updated (August 30)
• FY 24-25 Ql update via info memo (October 24)
Council and Community Engagement
• Draft list of items provided to Council for FY 25-27 CWP • Each Councilmember will submit their Top 5 projects (either identifying items from the draft list or proposing new ones) • Staff will launch the Community Satisfaction Survey
Council Goal Setting and CWP Workshop Prep
• Staff will review Council Top 5 projects and prepare a draft two year CWP for FY 25-27
• Staff will publish staff report and materials ahead of the workshop • Staff will conduct Council prep sessions ahead of the workshop To The Workshop!
• Council will review Goals (Attachment A)
• Reflect on the past two-year process
• Celebrate accomplishments/completed projects
• Council will prioritize the new list of items
City Work Program and Budget Adoption
• Staff will provide estimated budget and timelines for each prioritized project and bring forward for Council adoption • Final budget for each item will be added to the annual budget for final adoption in June
ATTACHMENT B
5 Sustainability Impact
No sustainability impact.
Fiscal Impact
While there is no fiscal impact with this memorandum, staff will bring forward estimated resources and associated funding for items that are selected as the next two-year CWP. These costs will be added to the upcoming budget during the budget adoption process. This priority-based approach aligns funding to programs and services with Council priorities, allows the budget to meet the needs of the community, and focuses on outcomes.
California Environmental Quality Act
Not applicable.
Prepared by: Tina Kapoor, Interim Assistant City Manager Reviewed by: Christopher Jensen, City Attorney
Approved by: Pamela Wu, City Manager
Attachments:
A - City Council Goals
ATTACHMENT B
6 Attachment A
Established Council Goals
• 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. o 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 (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. o Air Quality and Noise
o Public Safety
o Recreation
o Access to Goods and Services
For more information, visit City Council Goals: https://www.cupertino.org/our-city/city council/ city-council-goals
ATTACHMENT B
7 Source # Title Project Status Lead Department Council Goal 1 Update City's
Impact Fees
BMR, TIF, Park in‐lieu, etc. and associated governing policies and guidelines. Nexus Study on TIF.
Added 6/18 CC meeting City Attorney's Office Sustainability and Fiscal Strategy
2 City Treasurer
Review
Review of City Treasurer Resolution including appointment, function, and process for ratifying accounts payable, as well as City Treasurer position in org chart
Added 6/18 CC meeting Admin Services Sustainability and Fiscal Strategy
3 Financial,
Investment, and
Cashflow Policy
Review
Review the City’s financial policy and best practices. An item to discuss the investment policy and quarterly treasurers report where we also invite the entire audit committee to attend. Establish a cashflow management policy.
Added 9/17 CC meeting Admin Services Sustainability and Fiscal Strategy
4 General Plan
Community
Meetings
Consider a community meeting requirement for any project requiring a general plan amendment, so when it comes to the Planning Commission or City Council, there is community input on the amendment.
Added 9/17 CC meeting Community
Development
Public Engagement
and Transparency
5 General Plan
Notifi
cations
Consider increasing radius notifications from 300 feet to 500 feet and adding notifications to affected neighborhoods for general plan amendments and rezoning ordinances
Added 9/17 CC meeting Community
Development
Public Engagement
and Transparency
6 Lehigh Quarry Monitor the County's Lehigh Quarry reclamation and development project This item was previously on the FY 22‐ 23 CWP, however the current scope is
slightly different
Community
Development
Quality of Life
7 Heart of the City
(HOC) Specific
Plan update
1. Build on Housing Element goals to facilitate housing production in transit‐ oriented locations 2. Tailor permissible uses to revitalize local public‐facing commercial uses (retail/restaurant/entertainment/professional office, etc.) This item was ranked at medium
priority for FY 2023
‐2025, but was
placed on hold and not funded due to
the City's budget reduction strategy.
Community
Development
Housing
8 Retention of
commercial and
industrial uses
Establish policy and associated zoning amendments. New Community Development
Quality of Life
9 Privacy Screening
and Balconies
Code
Evaluate Muni Code (Ch.19.28: R‐1 Zones) on Privacy Screening and Balconies and update privacy planting list as appropriate to be climate appropriate/native This item wa s ranked at medium
priority for FY 2023‐2025, but was
placed on hold and not funded due to
the City's budget reduction strategy.
Community
Development
Quality of Life
10 Public
Engagement
Strategy
Research and develop a standardized city‐wide process for public engagement. This item wa s previously on the FY 22‐ 23 CWP, however it was not
prioritized at the time
City Manager's Office Public Engagement
and Transparency
TBD
Staff Proposed/
Previous CWP
Item s
List of potential items for FY 25‐27 City Work Program
ATTACHMENT B
8 Source # Title Project Status Lead Department Council Goal List of potential items for FY 25‐27 City Work Program
11 Tree List CDD Review and revise development tree list (per Ch. 14.18: Protected Trees) with an emphasis on appropriate trees and native species.
RFP currently out, expected to end by
12/31/25
Community
Development
Sustainability and
Fiscal Strategy
12 Tree List PW Review, revise, and communicate street tree list with an emphasis on appropriate trees
and native species. Develop an Urban Forest program scope and cost for future consideration.
RFP currently out, expected to end by
12/31/25
Public Works Sustainability and
Fiscal Strategy
13 Residential and
Mixed Use
Residential
Design Standard
Create objective design standards for residential and mixed‐use residential projects,
including ensuring adequate buffers from neighboring low‐density residential development.
Contract with Placeworks ongoing.
Expected to end by 12/31/25
Community
Development
Q
uality of Life
14 Sign Ordinance Update Sign Ordinance RFP out, expected to be completed at end of 2025
Community
Development
Quality of Life
15 Active
Transportation
Plan
This item is a consolidation of existing and new transportation efforts aiming to further goals outlined in the City's Vision Zero Init iative, including:
1) Review and update the bike plan
2) Review and update the pedestrian plan
3) Review current Complete Streets Policy and propose adjustments to create a better interface between all modes of transportation
Agreement executed with Alta
Planning. Expected to be completed
by 6/20/26.
Public Works Transportation
16 Art in Public and
Private Areas
Revisit Municipal Code standards for ar t in public and private development, including the standards in the Municipal Code and developing an Art‐in‐lieu fee policy.
Arts and Culture Commission currently
reviewing. Expected to complet by
6/30/25
Community
Development
Quality of Life
17 Preserve existing
and develop new
BMR/ELI
Explore opportunities to preserve existing expiring BMR housing. Develop ELI (Extremely Low Income) and BMR housing units for Development ally Disabled
individuals (IDD) on City‐owned property as well as the County‐owned sites.
Anticipate potential BMR projects on
city and county owned sites.
Community
Development
Housing
18 5G Ordinance Update 5G Ordinance Staff has been internally preparing an ordinace that complies with Federa
l
regulations.
Public Works Quality of Life
19 Bicycle Facilities Increase the inventory of bicycle facilities and amenities, such as bike racks, citywide.
Staff working with Rotary to outreach
with businesses. Purchasing and
installing bike racks expected by
6/30/25
Public Works Transportation
Ongoing
current CWP
Items
ATTACHMENT B
9 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
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
Public Engagement & Transparency
Transportation
Housing
Sustainability & Fiscal Strategy
Quality of Life
Public Engagement & Transparency
Transportation
Housing
Sustainability & Fiscal Strategy
Quality of Life
10. 8.
9. 6.
7. 5.
GoalProject Title Description
Councilmember Top 10
City Work
Program Project List
Please use this from
to add items from Attachment B or propose new items and select the appropriate Council Goal. Please indicate on pg. 2 the items that you wish to remove from Attachment B.
Please return the form by email to [email protected] by noon on January 10, 2025.
1. 2.
3. 4.
ATTACHMENT B
10 Please provide a bulleted list of any items in Attachment A that you recommend for removal.
ATTACHMENT B
11