Written Communications (Updated 3/4/25) — Cupertino City Council, March 4, 2025

CC 03-04-2025
O
ral
Communications
Wr
itten Comments
From: Liang Chao
To: City Clerk; Ying Dillaha
Subject: Fw: Urgent Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct Date: Tuesday, March 4, 2025 3:02:29 PM
Attachments: image232653.png
Dear Resident,
Thank you for reaching out with your comments.

Due to a change in the implementation of how written communication is collected for the upcoming council meeting, your email will not be included in the official record unless a councilmember forwards it to the City Clerk.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

I am submitting this comment at the request of my constituents to ensure that community voices are included in written communications of council meetings as requested, rather than at the discretion of councilmembers, which might inadvertently leave out some minority voices.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: Ying Dillaha <[email protected]>
Sent: Tuesday, March 4, 2025 2:59 PM
To:

City Council <[email protected]>; City Clerk <[email protected]>; Pamela Wu <[email protected]>; Luke Connolly <[email protected]>; Piu Ghosh (she/her) <[email protected]>; Emi Sugiyama <[email protected]>; City of Cupertino Planning Commission <[email protected]>
Subject:

Urgent Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear City Council Members and Planning Commission:

Please include in written communications for the next city council meeting on March 4, 2025.

We previously requested a full Environmental Impact Report (EIR) for the Evulich

Ct project, a development of 51 dense units in a small single family home neighborhood due to significant concerns about fire, traffic, safety, and infrastructure.

The State Fire Marshal’s recent (Feb 2025) designation of the area surrounding Evulich

Ct, particularly around Linda Vista Dr, as a Very High
Fire Hazard Severity Zone validates our point of view and makes performing proper due diligence and mitigation instead of performative action and strict adherence to housing element goals even more imperative. It is important to emphasize that this “Very High Risk” fire designation does not apply to the majority of Cupertino, which makes the risks for this neighborhood especially alarming. The City

must ensure that developments in such very
high risk zones are met with equally high standards of safety and due diligence.

While we recognize the City's obligations to comply with state housing laws, including SB 330 and housing element requirements, compliance alone cannot justify moving forward with the Evulich

Ct project without a
comprehensive EIR and fire safety review. The heightened fire risks and other safety concerns specific to this site demand a far more rigorous review. Simply meeting baseline requirements without thoroughly addressing these unique dangers would fail to protect current residents. The City must prioritize public safety and financial security for existing homeowners. Moving forward responsibly means pausing approvals until all risks are transparently and comprehensively assessed.

Additionally, the Evulich

Ct site has already been the subject of inadequate
notifications. This remains a liveissue that over 700 nearby residents are well aware of and remain deeply concerned about. In fact, a working session by the Council on March 3, 2025 addressed on its agenda this very issue of inadequate notifications to nearby residents. It is imperative that the city council does not compound the problem by missing this urgent opportunity to understand and mitigate fire risk to our community.

The proposed density of 51 units would significantly increase traffic on narrow roads such as McClellan, Bubb, and Hyannisport, Columbus, Santa Teresa, Wilkinson, Terrace and beyond, which are already strained by existing traffic. This is particularly concerning given the proximity of three schools in the area, which exacerbates traffic challenges and complicates emergency evacuations. The increased density would not only heighten the risk of traffic bottlenecks during an emergency but also severely impact emergency response times. In a very high fire risk zone, where every second counts, overlooking these factors would be a serious mistake. A comprehensive EIR is essential to fully assess these risks and ensure that the project does not compromise the safety of residents. Given the State Fire Marshal's designation we also urge the City not to grant density bonus waivers for height and setbacks at EvulichCt. Allowing these waivers would increase fire risks and complicate emergency access and evacuation.

Prioritizing fire safety in very high-risk zones is essential.

These risks make the Evulich Ct project fundamentally incompatible with the safety and financial security of current residents. Moving forward with this project would expose residents to severe financial burdens that cannot be adequately mitigated, further underscoring the need to halt approvals until a comprehensive EIR fully addresses these threats.

Given these significant risks and unresolved issues, we urge the City Council to suspend further approvals for the Evulich Ct project until a full EIR is completed and all fire risk assessments are thoroughly addressed. It is also crucial to reassess the feasibility of accommodating 51 units on the site, considering the heightened fire hazard, evacuation challenges, and infrastructure limitations.

Approving this project without addressing these risks would not only endanger residents but could also lead to severe financial consequences for our community. The safety and well-being of Cupertino residents must come first. We look forward to your response and to seeing decisive actions that prioritize our community's safety.

Sincerely,
Ying Sosic
Cupertino resident
From: Liang Chao
To: City Clerk; Santosh Rao
Subject: Fw: Please undo the new fee imposed on residents for credit card payments.

Date: Tuesday, March 4, 2025 2:56:48 PM
Attachments: image101297.png
Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: Santosh Rao <[email protected]>
Sent: Tuesday, March 4, 2025 9:03 AM
To: City Council <[email protected]>; City Clerk <[email protected]>; Pamela Wu <[email protected]>; Kristina Alfaro <[email protected]>; Rachelle Sander <[email protected]>; Chad Mosley <[email protected]>; Benjamin Fu <[email protected]>
Subject: Please undo the new fee imposed on residents for credit card payments.

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear City Clerk,
Please include the below in written communications for the upcoming city council meeting.

Thank you.
[Writing on behalf of myself only, as a Cupertino resident, voter, and taxpayer.] Subject: Urgent Request to Reverse Credit Card Transaction Fee on Residents Dear Mayor Chao and Cupertino City Council Members,
This week, signs have been posted at city facilities announcing a new credit card transaction fee that will take effect in April 2025. The notice does not specify the fee amount, but its a stark reminder of the past two years of an anti-resident council majority.

I urge the current pro-resident council majority to take immediate action to reverse this credit card transaction fee and act swiftly so that Cupertino residents are not burdened with this symbolic fee that serves as the signature of two years of an anti-resident council majority.

While this credit card transaction fee may appear minor in isolation, it is emblematic of the broader pattern of anti-resident policies implemented under the previous two mayors and vice- mayors in 2023 and 2024. Over the past two years, we have seen residents subjected to a series of fee increases while developers were granted financial breaks—most notably, a $77 million fee waiver for a single project and protracted discussions about eliminating crane lift fees for projects. These actions prioritized external interests over Cupertino residents, and it is imperative that the new council demonstrates a decisive break from these past anti- resident practices.

I respectfully request that you place this issue on the earliest possible City Council agenda and take swift action to overturn this fee. Doing so would send a clear message to Cupertino residents that their voices are now being heard and that the new pro-resident council majority is committed to putting residents interests first.

The residents who voted for change in November 2024 expect the new council majority to consistently act in the best interests of residents. Undoing this transaction fee is a small but meaningful step toward rebuilding trust and ensuring that the city's policies reflect a pro- resident approach.

I appreciate your prompt attention to this matter and look forward to your leadership in reversing this fee increase.

Sincerely,
San Rao (Cupertino resident)
From: Liang Chao
To: City Clerk; Deepa Mahendraker
Subject: Fw: New fee hikes
Date: Tuesday, March 4, 2025 2:55:13 PM
Attachments: image557517.png
Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: Deepa Mahendraker <[email protected]>
Sent: Tuesday, March 4, 2025 9:19 AM
To: City Council <[email protected]>; Pamela Wu <[email protected]>; City Clerk <[email protected]>; Chad Mosley <[email protected]>; David Stillman <[email protected]>; Rachelle Sander <[email protected]>; Kristina Alfaro <[email protected]>; Benjamin Fu <[email protected]> Subject: New fee hikes

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear City Clerk,
Kindly include the below in written communications for the 03/04/24 city council meeting.

While the fee might seem small, it reminds us of the last two years when residents were hit with various fees, while developers got huge breaks, like the $77 million fee waiver. This is not what residents want.

Please make this a priority at the next council meeting and reverse this fee. It’s time for the new council to show that residents come first, unlike what we saw under the previous leadership.

Residents who voted for change are expecting quick, meaningful actions like this. We need a council that acts in our best interest.

Thank you for your attention to this.

Sincerely,
Deepa
Sent from my iPhone
From: Liang Chao
To: City Clerk; Jayshri Yadwadkar
Subject: Fw: New fee hikes to residents
Date: Tuesday, March 4, 2025 2:53:56 PM
Attachments: image932246.png
Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: Jayshri Yadwadkar <[email protected]>
Sent: Tuesday, March 4, 2025 9:24 AM
To: City Council <[email protected]>; Pamela Wu <[email protected]>; City Clerk <[email protected]>; Chad Mosley <[email protected]>; David Stillman <[email protected]>; Rachelle Sander <[email protected]>; Kristina Alfaro <[email protected]>; Benjamin Fu <[email protected]> Subject: New fee hikes to residents

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear City Clerk,
Kindly include the below in written communications for the 03/04/24 city council meeting.

Please make this a priority at the next council meeting and reverse this fee. It’s time for the new council to show that residents come first, unlike what we saw under the previous leadership.

Residents who voted for change are expecting quick, meaningful actions like this. We need a council that acts in our best interest.

Thank you for your attention to this.

Sincerely,
Jayshri Yadwadkar
==
From: Liang Chao
To: City Clerk; AR. Yazdi
Subject: Fw: Urgent Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct Date: Tuesday, March 4, 2025 2:52:59 PM
Attachments: image785331.png
Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: AR. Yazdi <[email protected]>
Sent: Tuesday, March 4, 2025 11:04 AM
To: City Council <[email protected]>; City Clerk <[email protected]>; Pamela Wu <[email protected]>; Piu Ghosh (she/her) <[email protected]>; Emi Sugiyama <[email protected]>; City of Cupertino Planning Commission <[email protected]>
Subject: Urgent Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Subject: Urgent Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct
Dear City Council Members and Planning Commission:

Please include in written communications for the next city council meeting on March 4, 2025.

We previously requested a full Environmental Impact Report (EIR) for the Evulich Ct project, a development of 51 dense units in a small single family home neighborhood due to significant concerns about fire, traffic, safety, and infrastructure.

The State Fire Marshal’s recent (Feb 2025) designation of the area surrounding Evulich Ct, particularly around Linda Vista Dr, as a Very High Fire Hazard Severity Zone validates our point of view and makes performing proper due diligence and mitigation instead of performative action and strict adherence to housing element goals even more imperative. It is important to emphasize that this “Very High Risk” fire designation does not apply to the majority of Cupertino, which makes the risks for this neighborhood especially alarming. The City must ensure that developments in such very high risk zones are met with equally high standards of safety and due diligence.

While we recognize the City's obligations to comply with state housing laws, including SB 330 and housing element requirements, compliance alone cannot justify moving forward with the Evulich Ct project without a comprehensive EIR and fire safety review. The heightened fire risks and other safety concerns specific to this site demand a far more rigorous review. Simply meeting baseline requirements without thoroughly addressing these unique dangers would fail to protect current residents.

The City must prioritize public safety and financial security for existing homeowners.

Moving forward responsibly means pausing approvals until all risks are transparently and comprehensively assessed.

Additionally, the Evulich Ct site has already been the subject of inadequate notifications. This remains a live issue that over 700 nearby residents are well aware of and remain deeply concerned about. In fact, a working session by the Council on March 3, 2025 addressed on its agenda this very issue of inadequate notifications to nearby residents. It is imperative that the city council does not compound the problem by missing this urgent opportunity to understand and mitigate fire risk to our community.

The proposed density of 51 units would significantly increase traffic on narrow roads such as McClellan, Bubb, and Hyannisport, Columbus, Santa Teresa, Wilkinson, Terrace and beyond, which are already strained by existing traffic. This is particularly concerning given the proximity of three schools in the area, which exacerbates traffic challenges and complicates emergency evacuations. The increased density would not only heighten the risk of traffic bottlenecks during an emergency but also severely impact emergency response times. In a very high fire risk zone, where every second counts, overlooking these factors would be a serious mistake. A comprehensive EIR is essential to fully assess these risks and ensure that the project does not compromise the safety of residents. Given the State Fire Marshal's designation we also urge the City not to grant density bonus waivers for height and setbacks at Evulich Ct. Allowing these waivers would increase fire risks and complicate emergency access and evacuation. Prioritizing fire safety in very high-risk zones is essential.

There are also significant financial risks that must be considered. The recent fire hazard designation raises serious concerns about home insurance availability and cost. Insurers are increasingly withdrawing from high-risk areas or dramatically raising premiums, which could leave many residents either uninsured or facing skyrocketing costs. This is not a hypothetical risk but a very real and pressing concern for homeowners in this area. The EIR must thoroughly assess these risks to prevent residents from being left in a financially untenable position, potentially making their homes unsellable. These risks make the Evulich Ct project fundamentally incompatible with the safety and financial security of current residents. Moving forward with this project would expose residents to severe financial burdens that cannot be adequately mitigated, further underscoring the need to halt approvals until a comprehensive EIR fully addresses these threats.

Approving this project without addressing these risks would not only endanger residents but could also lead to severe financial consequences for our community.

The safety and well-being of Cupertino residents must come first. We look forward to your response and to seeing decisive actions that prioritize our community's safety.

Sincerely,
Ahmad R. Yazdi
From: Liang Chao
To: City Clerk; V Lentfer
Subject: Fw: Subject: Urgent Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct Date: Tuesday, March 4, 2025 2:52:16 PM
Attachments: image522549.png
Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: V Lentfer <[email protected]>
Sent: Tuesday, March 4, 2025 12:24 PM
To: City Council <[email protected]>; City Clerk <[email protected]>; Pamela Wu <[email protected]>; Luke Connolly <[email protected]>; Piu Ghosh (she/her) <[email protected]>; Emi Sugiyama <[email protected]>; City of Cupertino Planning Commission <[email protected]>; Liang Chao <[email protected]> Cc: Jim Lentfer <[email protected]>
Subject: Subject: Urgent Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Mayor Liang Chao, City Council Members and Planning Commission:

Please include in written communications for the next city council meeting on March 4, 2025.

We previously requested a full Environmental Impact Report (EIR) for the Evulich Ct project, a
development of 51 dense units in a small single family home neighborhood due to significant concerns about fire, traffic, safety, and infrastructure.

Here is a Mercury News article about this:
https://www.mercurynews.com/2025/02/24/new-bay-area-fire-hazard-maps-is-your-city- among-those-seeing-striking-increases/
It is important to emphasize that this “Very High Risk” fire designation does not apply to the majority of Cupertino,
which makes the risks for this neighborhood especially alarming. The City must ensure that developments in such very high risk zones are met with equally high standards of safety and due diligence. While we recognize the City's obligations to comply with state housing laws, including SB 330
and housing element requirements, compliance alone cannot justify moving forward with the Evulich Ct project without a comprehensive EIR and fire safety review. The heightened fire risks
and other safety concerns specific to this site demand a far more rigorous review. Simply meeting baseline requirements without thoroughly addressing these unique dangers would fail to protect current residents. The City must prioritize public safety and financial security for
existing homeowners. Moving forward responsibly means pausing approvals until all risks are
transparently and comprehensively assessed.

The proposed density of 51 units would significantly increase traffic on narrow roads such as McClellan, Bubb, and Hyannisport, Columbus, Santa Teresa, Wilkinson, Terrace and beyond, which are already strained by existing traffic. This is particularly concerning given the proximity
of three schools in the area, which exacerbates traffic challenges and complicates emergency evacuations. The increased density would not only heighten the risk of traffic bottlenecks during
an emergency but also severely impact emergency response times. In a very high fire risk zone,
where every second counts, overlooking these factors would be a serious mistake. A comprehensive EIR is essential to fully assess these risks and ensure that the project does not compromise the safety of residents. Given the State Fire Marshal's designation, we also urge the
City not to grant density bonus waivers for height and setbacks at Evulich Ct. Allowing these waivers would increase fire risks and complicate emergency access and evacuation.

Prioritizing
fire safety in very high-risk zones is essential.

There are also significant financial risks that must be considered. The recent fire hazard designation raises serious concerns about home insurance availability and cost. Insurers are increasingly withdrawing from high-risk areas or dramatically raising premiums, which could leave many residents either uninsured or facing skyrocketing costs. This is not a hypothetical risk but a very real and pressing concern for homeowners in this area. The EIR must thoroughly
assess these risks to prevent residents from being left in a financially untenable position, potentially making their homes unsellable. These risks make the Evulich Ct project fundamentally incompatible with the safety and financial security of current residents. Moving forward with this project would expose residents to severe financial burdens that cannot be adequately mitigated, further underscoring the need to halt approvals until a comprehensive EIR
fully addresses these threats. Given these significant risks and unresolved issues, we urge the City Council to suspend
further approvals for the Evulich Ct project until a full EIR is completed and all fire risk assessments are
thoroughly addressed. It is also crucial to reassess the feasibility of accommodating 51 units on
the site, considering the heightened fire hazard, evacuation challenges, and infrastructure limitations.

Approving this project without addressing these risks would not only endanger residents but could also lead to severe financial consequences for our community. The safety and well- being
of Cupertino residents must come first. We look forward to your response and to seeing decisive
actions that prioritize our community's safety.

Sincerely,
Veronica Lentfer, Cupertino resident
From: Liang Chao
To: City Clerk; Subhash Gopinath
Subject: Fw: Credit card fees
Date: Tuesday, March 4, 2025 2:51:35 PM
Attachments: image377628.png
Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: Subhash Gopinath <[email protected]>
Sent: Tuesday, March 4, 2025 12:56 PM
To: City Council <[email protected]>; Pamela Wu <[email protected]>; City Clerk <[email protected]>; Chad Mosley <[email protected]>; Rachelle Sander <[email protected]>; Kristina Alfaro <[email protected]>; Benjamin Fu <[email protected]>
Subject: Credit card fees

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear Mayor Chao and City Council,
This week, I heard signs went up at city facilities announcing a new credit card transaction fee starting in April 2025. It didn’t mention the amount, but I strongly urge you to stop this fee immediately. While the fee might seem small, it reminds us of the last two years when residents were hit with various fees, while developers got huge breaks, like the $77 million fee waiver. This is not what residents want. Please make this a priority at the next council meeting and reverse this fee. It’s time for the new council to show that residents come first, unlike what we saw under the previous leadership. Residents who voted for change are expecting quick, meaningful actions like this. We need a council that acts in our best interest. Thank you for your attention to this.

Sincerely,
Subhash
From: Liang Chao
To: City Clerk; Helena Cohen
Subject: Fw: Urgent Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct Date: Tuesday, March 4, 2025 2:50:51 PM
Attachments: image806494.png
Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: Helena Cohen <[email protected]>
Sent: Tuesday, March 4, 2025 1:10 PM
Subject: Urgent Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear City Council Members and Planning Commission:

Please include in written communications for the next city council meeting on March 4, 2025.

We previously requested a full Environmental Impact Report (EIR) for the Evulich Ct. project, a
development of 51 dense units in a small single family home neighborhood due to significant concerns about fire, traffic, safety, and infrastructure.

The State Fire Marshal’s recent (Feb 2025) designation of the area surrounding Evulich Ct., particularly around Linda Vista Dr, as a Very High Fire Hazard Severity Zone validates our point
of view and makes performing proper due diligence and mitigation, instead of performative action and strict adherence to housing element goals even more imperative. It is important to emphasize that this “Very High Risk” fire designation does not apply to the majority of Cupertino,
which makes the risks for this neighborhood especially alarming. The City must ensure that developments in such very high risk zones are met with equally high standards of safety and due diligence.

While we recognize the City's obligations to comply with state housing laws, including SB 330
and housing element requirements, compliance alone cannot justify moving forward with the Evulich Ct. project without a comprehensive EIR and fire safety review. The heightened fire risks
and other safety concerns specific to this site demand a far more rigorous review. Simply meeting baseline requirements without thoroughly addressing these unique dangers would fail to protect current residents. The City must prioritize public safety and financial security for existing homeowners. Moving forward responsibly means pausing approvals until all risks are transparently and comprehensively assessed.

It is imperative that the city council does not compound the problem by missing this urgent opportunity to understand
and mitigate fire risk to our community.

The proposed density of 51 units would significantly increase traffic on narrow roads such as McClellan, Bubb, and Hyannisport, Columbus, Santa Teresa, Wilkinson, Terrace and beyond, which are already strained by existing traffic. This is particularly concerning given the proximity
of three schools in the area, which exacerbates traffic challenges and complicates emergency evacuations. The increased density would not only heighten the risk of traffic bottlenecks during
an emergency but also severely impact emergency response times. In a very high fire risk zone,
where every second counts, overlooking these factors would be a serious mistake. A comprehensive EIR is essential to fully assess these risks and ensure that the project does not compromise the safety of residents. Given the State Fire Marshal's designation we also urge the
City not to grant density bonus waivers for height and setbacks at Evulich Ct. Allowing these waivers would increase fire risks and complicate emergency access and evacuation.

Prioritizing
fire safety in very high-risk zones is essential.

There are also significant financial risks that must be considered. The recent fire hazard designation raises serious concerns about home insurance availability and cost. Insurers are increasingly withdrawing from high-risk areas or dramatically raising premiums, which could leave many residents either uninsured or facing skyrocketing costs. This is not a hypothetical risk but a very real and pressing concern for homeowners in this area. The EIR must thoroughly
assess these risks to prevent residents from being left in a financially untenable position, potentially making their homes unsellable. These risks make the Evulich Ct project fundamentally incompatible with the safety and financial security of current residents. Moving forward with this project would expose residents to severe financial burdens that cannot be adequately mitigated, further underscoring the need to halt approvals until a comprehensive EIR
fully addresses these threats.

Given these significant risks and unresolved issues, we urge the City Council to suspend further
approvals for the Evulich Ct project until a full EIR is completed and all fire risk assessments are
thoroughly addressed. It is also crucial to reassess the feasibility of accommodating 51 units on
the site, considering the heightened fire hazard, evacuation challenges, and infrastructure
limitations.

Approving this project without addressing these risks would not only endanger residents but could also lead to severe financial consequences for our community. The safety and well- being
of Cupertino residents must come first. We look forward to your response and to seeing decisive
actions that prioritize our community's safety.

Sincerely,
Helena Cohen
408.313.2899
From: Liang Chao
To: City Clerk; Srividya Sundaresan
Subject: Fw: Fees
Date: Tuesday, March 4, 2025 2:49:58 PM
Attachments: image061760.png
Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: Srividya Sundaresan <[email protected]>
Sent: Tuesday, March 4, 2025 2:17 PM
To: City Council <[email protected]>; Pamela Wu <[email protected]>; City Clerk <[email protected]>; Chad Mosley <[email protected]>; Rachelle Sander <[email protected]>; Kristina Alfaro <[email protected]>; Benjamin Fu <[email protected]>
Subject: Fees

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear City Clerk,
Kindly include the below in written communications for the 03/04/24 city council meeting.

Dear Mayor Chao and City Council,
I am writing to you regarding the credit card transaction fee which is supposedly starting in April, but we had to already pay this last month when submitting for a remodeling permit.

This is an unacceptable burden on residents on top of the recent hike in fees for permits. Why doesn't the city accept e-checks like the county does for taxes? This is especially galling because developers got huge breaks, like the $77 million fee waiver. Shortfalls in budget due to such breaks to developers should not be pushed on to the residents.

Please make this a priority at the next council meeting and reverse this fee. It’s time for the new council to show that residents come first, unlike what we saw under the previous leadership.

Residents who voted for change are expecting quick, meaningful actions like this. We need a council that acts in our best interest.

Thank you for your attention to this.

Sincerely,
Srividya Sundaresan
From: Liang Chao
To: City Clerk; Ram Sripathi
Subject: Fw: Reducing fees
Date: Tuesday, March 4, 2025 2:48:50 PM
Attachments: image041325.png
Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: Ram Sripathi <[email protected]>
Sent: Tuesday, March 4, 2025 2:42 PM
To: City Council <[email protected]>; Pamela Wu <[email protected]>; City Clerk <[email protected]>; Chad Mosley <[email protected]>; Rachelle Sander <[email protected]>; Kristina Alfaro <[email protected]>; Benjamin Fu <[email protected]>
Subject: Reducing fees

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear City Clerk,
Kindly include the below in written communications for the 03/04/24 city council meeting.

Please make this a priority at the next council meeting and reverse this fee. It’s time for the new council to show that residents come first, unlike what we saw under the previous leadership.

Residents who voted for change are expecting quick, meaningful actions like this. We need a council that acts in our best interest.

Thank you for your attention to this.

Sincerely,
Ram (long time Cupertino resident)
From: Liang Chao
To: Nick Williams; City Clerk
Subject: Re: Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct Date: Tuesday, March 4, 2025 2:47:35 PM
Attachments: image263565.png
image925058.png
Forgot to include the City Clerk.

Liang Chao
Mayor
City Council
[email protected]
408-777-3192
From: Liang Chao <[email protected]>
Sent: Tuesday, March 4, 2025 2:45 PM
To: Nick Williams <[email protected]>
Subject: Fw: Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct

Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192
From: Nick Williams <[email protected]>
Sent: Tuesday, March 4, 2025 2:08 PM
To: Kitty Moore <[email protected]>; Liang Chao <[email protected]>; R "Ray" Wang <[email protected]>; J.R. Fruen <[email protected]>; Sheila Mohan <[email protected]>; City of Cupertino Planning Commission <[email protected]>; Emi Sugiyama <[email protected]>; Pamela Wu <[email protected]>; Piu Ghosh (she/her) <[email protected]> Subject: Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct

Dear City Council Members, City Manager and Planning Commission:

Please include in written communications for today's city council meeting on March 4, 2025.

The proposed density of 51 units would significantly increase traffic on narrow roads such as McClellan, Bubb, and Hyannisport, Columbus, Santa Teresa, Wilkinson, Terrace and beyond, which are already strained by existing traffic. This is particularly concerning given the proximity of three schools in the area, which exacerbates traffic challenges and complicates emergency evacuations. The increased density would not only heighten the risk of traffic bottlenecks during an emergency but also severely impact emergency response times. In a very high fire risk zone, where every second counts, overlooking these factors would be a serious mistake. A comprehensive EIR is essential to fully assess these risks and ensure that the project does not compromise the safety of residents. Given the State Fire Marshal's designation we also urge the City not to grant density bonus waivers for height and setbacks at Evulich Ct. Allowing these waivers would increase fire risks and complicate emergency access and evacuation. Prioritizing fire safety in very high-risk zones is essential.

Thanks for your consideration
From: Liang Chao
To: City Clerk; David Yan
Subject: Fw: Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct Date: Tuesday, March 4, 2025 2:46:48 PM
Attachments: image105374.png
Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: David Yan <[email protected]>
Sent: Tuesday, March 4, 2025 1:24 PM
To: City Council <[email protected]>; City Clerk <[email protected]>; Pamela Wu <[email protected]>; Luke Connolly <[email protected]>; Piu Ghosh (she/her) <[email protected]>; Emi Sugiyama <[email protected]>; City of Cupertino Planning Commission <[email protected]>
Subject: Request for Comprehensive EIR and Immediate Action on Fire Risks for Evulich Ct

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear City Council Members and Planning Commission:

Please include in written communications for today's city council meeting on March 4, 2025.

The proposed density of 51 units would significantly increase traffic on narrow roads such as McClellan, Bubb, and Hyannisport, Columbus, Santa Teresa, Wilkinson, Terrace and beyond, which are already strained by existing traffic. This is particularly concerning given the proximity of three schools in the area, which exacerbates traffic challenges and complicates emergency evacuations. The increased density would not only heighten the risk of traffic bottlenecks during an emergency but also severely impact emergency response times. In a very high fire risk zone, where every second counts, overlooking these factors would be a serious mistake. A comprehensive EIR is essential to fully assess these risks and ensure that the project does not compromise the safety of residents. Given the State Fire Marshal's designation we also urge the City not to grant density bonus waivers for height and setbacks at Evulich Ct. Allowing these waivers would increase fire risks and complicate emergency access and evacuation. Prioritizing fire safety in very high-risk zones is essential.

From: Liang Chao
To: City Clerk; Ravi Kiran Singh Sapaharam
Subject: Fw: Request to Reverse New Credit Card Fee – March 4 Meeting Date: Tuesday, March 4, 2025 5:19:54 PM
Attachments: image963213.png
Dear Resident,
Thank you for reaching out with your comments.

Dear City Clerk,
Please enter the enclosed communication as written communication for the upcoming council meeting from a councilmember, per CMC 2.08.100.

Thank you for your attention to this matter.

Regards,
Liang
~ Cupertino City Council (elected in 2018, re-elected in 2022) Liang Chao
Mayor
City Council
[email protected]
408-777-3192

From: Ravi Kiran Singh Sapaharam <[email protected]> Sent: Tuesday, March 4, 2025 5:06 PM
To: City Council <[email protected]>; Pamela Wu <[email protected]>; City Clerk <[email protected]>; Chad Mosley <[email protected]>; Rachelle Sander <[email protected]>; Kristina Alfaro <[email protected]>; Benjamin Fu <[email protected]>
Subject: Request to Reverse New Credit Card Fee – March 4 Meeting

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

City Clerk
Please include this in written communications for the March 4, 2024, City Council meeting. [I write solely as a Cupertino resident.]
Dear Mayor Chao and City Council,
I recently noticed signs at city facilities about a new credit card transaction fee starting April 2025. Though the amount isn’t specified, I respectfully urge you to halt this plan.

Even a small fee feels unfair after two years of resident fees paired with large developer breaks, like the $77 million waiver. This isn’t what we want.

Please prioritize reversing this at your next meeting. Residents expect the new council to put us first and take swift action.

Thank you for considering this.

Sincerely,
Ravi
Cupertino resident
CC 03-04-2025
Item No. 2
Recognition of March as
American Red Cross
Month
Written Communications
1 | |American Red Cross Partnership Opportunity

2 | American Red Cross Partnership Opportunity
Our Services
Down the Street. Across the Country. Around the World.® Disaster
Services
Blood
Services
Preparedness,
Health and
Safety Services
International
Services
Service to the
Armed Forces

3 | American Red Cross Partnership Opportunity
90%
Of Red Cross impact is delivered by
Volunteers.

Our Work Impacts Lives Every Day
people are assisted
by the American
Red Cross.

Every 8 minutes
Millions
Of Red Cross Trained
individuals stand ready to
provide CPR as well as
other lifesaving skills.
365
Days a year, we
provide services to
military members,
veterans, and their
families.
180
Times a day, Red Cross
workers help a family
affected by a home fire
or other disaster.
1 in 7
People entering the
hospital need blood

4 | American Red Cross Partnership Opportunity
Santa Clara ValleyImpact 2024
102
Disasters responded to
by the American
Red Cross in Santa Clara County.
1,984
Volunteers deliver our
Humanitarian mission.
2,141
Services provided to
military members,
veterans and their
families.
16,923
Blood donations
collected.

Thank you!
CC 03-04-2025
Item No. 7
Baker Tilly Budget
Format Review and
Performance
Measure Updates
Written Communications
From: Santosh Rao
To: City Council; Pamela Wu; Kristina Alfaro; City Clerk; Tina Kapoor Subject: Baker Tilly consultant agenda item 7.

Date: Tuesday, March 4, 2025 3:32:09 PM
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

Dear City Clerk,
Please include the below in written communications for the 03/04/25 city council meeting. [Writing on behalf of myself only, as a Cupertino resident and taxpayer.] Subject: Concerns on Baker Tilly Budget Recommendations Dear Mayor Chao and Cupertino Council Members,
I am writing as a Cupertino resident regarding Agenda Item 7 – Baker Tilly budget recommendations. I have several concerns:

1. When and under what direction was Baker Tilly hired?

2. Was this initiative part of a prior Council’s City Work Program (CWP)?

3. What is the total cost, and who authorized the expenditure?

4. How was Baker Tilly selected, and were alternatives considered?

5. How much staff time was allocated, and at what cost? Consulting projects should not proceed without clear Council approval or CWP inclusion.

Repeated reliance on consultants is costly and unaffordable given our budget situation.

Modern free AI tools can generate similar analyses in minutes at no cost. For example, I used an AI tool to analyze the FY24-25 budget in minutes, producing a set of recommendations for your consideration. A similar exercise could be done using different editorial or formatting or readability considerations
I urge the City to train staff for free on available free AI tools and eliminate unnecessary consultant expenses. Please take immediate action to eliminate wasteful spending on consultants.
32 Actionable Recommendations to Improve Cupertino's Budget Document Clarity & Readability

1. Executive Summary: Provide a one-page high-level overview of revenues, expenditures, priorities, and financial challenges.

2. Plain Language: Eliminate jargon and simplify financial terms with clear, direct explanations.

3. Hyperlinked Table of Contents: Enable clickable navigation for faster access in digital formats.

4. Budget at a Glance: Include a single-page snapshot of major financial figures and trends.

5. Infographics & Visuals: Use more charts, Sankey diagrams, and dashboards to illustrate financial data.

6. Consistent Formatting: Standardize fonts, headings, colors, and section layouts for readability.

7. Sidebars & Callouts: Highlight key budget takeaways, major changes, and important updates.

8. Glossary of Terms: Provide a simplified glossary for key budget and financial terms.

Financial Transparency & Accessibility

9. Narrative Justifications: Provide brief explanations for significant revenue and expenditure changes.

10. Reserve Fund Usage: Clearly explain why and how fund balances are used, with long- term impact analysis.

11. Historical Data Comparisons: Show five-year trends for revenues, expenditures, and fund balances.

12. Departmental Budget Summaries: Standardize department overviews with funding sources, changes, and initiatives.

13. Capital Improvement Plan (CIP) Breakdown: Summarize major infrastructure and public works projects with funding sources and timelines.

14. Debt & Liabilities Overview: Provide a clear breakdown of outstanding debt, obligations, and repayment schedules.

15. Grant & External Funding Tracking: Highlight how much of the budget is funded by grants or external contributions.

Strategic Alignment & Prioritization

16. Direct Link to Strategic Goals: Explicitly connect budget allocations to city priorities and objectives.

17. Outcome-Based Budgeting: Shift focus from spending categories to service delivery and effectiveness.

18. Priority Ranking System: Clearly indicate which initiatives are top priorities and why.

19. Work Program Integration: Align budgeted projects with the City Work Program for transparency.

20. New Initiatives Section: Separate new and ongoing projects to clarify budgetary impact.

21. Scenario Planning: Include alternative budget scenarios based on revenue changes or economic shifts.

Performance Measurement & Accountability

22. Key Performance Indicators (KPIs): Define SMART (Specific, Measurable, Achievable, Relevant, Time-bound) metrics for each department.

23. Year-over-Year Performance Tracking: Include past results alongside targets for comparison.

24. Resident Impact Measures: Indicate how budget decisions affect service levels and community benefits.

25. Program Evaluations: Assess cost-effectiveness and outcomes of major city programs.

26. Benchmarking Against Peer Cities: Compare budget allocations and financial performance with similar cities.

27. Quarterly Progress Reports: Publish updates on financial performance and goal attainment.

Public Engagement & Usability

28. Resident-Friendly Budget Summary: Create a short, easy-to-read version with key takeaways.

29. Community Input Summary: Show how public feedback influenced budget decisions.

30. Online Budget Dashboard: Develop an interactive digital tool for residents to explore city finances.

31. Annual Public Budget Survey: Gather resident priorities before budget drafting.

32. Budget Q&A Section: Address common community questions in a dedicated FAQ section.

Thanks,
San Rao (Cupertino resident and taxpayer)
From: Peggy Griffin
To: City Council
Cc: City Clerk
Subject: 2025-03-04 City Council Meeting Agenda ITEM 7 Baker Tilly Budget Format Date: Tuesday, March 4, 2025 4:23:43 PM
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

PLEASE INCLUDE THE FOLLOWING EMAIL AS PART OF WRITTEN COMMUNICATIONS FOR THE ABOVE MEETING AGENDA ITEM.

Dear City Council and Staff,
I attended the February 18, 2025 Audit Committee meeting during which the Baker Tilly results were discussed.

I’d like to stress that whatever the changes that are made to the budget format please:

1. Remember that the budget is a fixed point in time – a snapshot where all the numbers are in sync and add up.
a. Do not use links to OpenGov for details
i. because the details are not there;
ii. because the links can break over time;
iii. because the reports can be based on settings, etc. b. You want everyone that is reviewing the budget to be looking at the same numbers.
c. Also, following links to some other source takes time – I agree with putting the details in appendices.

1. As discussed and proposed, including the CIP budget information helps complete the budget picture.
a. Having this as a volume of the budget is important.

REQUEST: Please don’t “dumb it down” for the public or the Council. Just add clarity. Our city and its residents are very well educated and can “follow the money” if it’s presented clearly.

Thank you for continually trying to improve the presentation of this material.

Sincerely,
Peggy Griffin
CC 03-04-2025
Item No. 9
Councilmember Mohan's
comments for
Amendments to
Cupertino City Council
Procedures Manual
Written Communications
From: Sheila Mohan
To: Lauren Sapudar; Kirsten Squarcia; Christopher Jensen Cc: City Clerk
Subject: Re: Mohan"s Comments - Council Policies and Procedures Date: Wednesday, February 12, 2025 4:06:11 PM
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Mohan's Comments - Council Procedures.pdf
VIII. Reports to City Council or Commissions
Mohan's comments: This should be done as part of the Councilmember Reports.

Expense reporting not required here. Councilmember Reports now include events attended by Councilmembers in their official capacity.

L1 Remove, : No good reason to include these
Mohan's comments
: The reason this (4.4) is included is to avoid the revolving door practice among current officials and to encourage new participants.

L2: Replace: Commission Removal by Council Approval
Mohan's Comments
:

There are objective standards for commissioners - attendance, Form 700, etc.

It is more efficient when City Clerk removes commission members when these objective standards are not met.

There is nothing discretionary or subjective
in the City Clerk's decision.

L5:

CM Provides Options (ICMA suggestion)
Mohan's Comments:

City Manager's performance criteria should not be part of Council Procedures Manual
L6:

Assume Suggestion, rather than instruction
Mohan's Comments:

I disagree.

There is no need for this Add.

We should all be able to
tell the difference between a suggestion and an instruction.

L7:

Replace:

Council may file PRA Request
Mohan's Comments:

I disagree that a Councilmember can file a PRA request.

PR
Requests have spiraled out of control - 333 requests in 2024!

PRA's have the intended
and/or unintended consequence of bringing City operations to a halt because of the time and huge effort involved in complying with the 10-day response period that the State requires.

L11:

Add 7.7:

Written Communication
Mohan's Comments:

Non-agenda communications should not be part of the agenda.

Minutes reflect oral communications which include non-agenda comments from prior council meeting.

L12:

Add:

When......regular council meeting
Mohan's comments: Start time of Council meeting should be at the discretion of the mayor and city manager.

L14:

Replace:

Anyone can pull items.

Mohan's Comments:

Disagree.

Efficient management of agenda will be
adversely

impacted.

L17:

Replace:

Encourage meaningful discussion
Mohan's Comments:

This is unnecessary.

Procedure exists now.

L18
:

Add:

Access to Closed session materials
Mohan's Comments:

Need clarification.

Revision to Council
Procedures Manual
2025-02-03

CONFIRM: “CM shall keep Council informed of the City
response”

5.4 Responses to Public.

It will be the responsibility of the City Manager to ensure a response is provided to public correspondence for informational requests addressed to the Council. Staff shall respond to all requests for services as appropriate, and the City Manager shall keep Council informed of the City response.[LC1]

[LC1] It seems the responses to residents have not been forwarded to Councilmembers in practice. I seem to have to request that the city’s response is forwarded to me.

CONFIRM: CM shall place requests on Agenda

6.6 Councilmember Access to Information. ….it more appropriately be assigned to staff through the collective direction of the City Council, based on the guidelines set forth in Cupertino Municipal Code section 2.17.043. The City Manager shall place requests that impose a significant workload on staff on the Council agenda for review by the full Council, along with a statement from that Councilmember as to why the information is needed.

CC 03-04-2025
Item No. 9
Mayor Chao's comments
for Amendments to
Cupertino City Council
Procedures Manual
Written Communications
From: Liang Chao
To: City Clerk
Subject: Written Communication to Item 9 Council Procedures Manual Date: Tuesday, March 4, 2025 12:08:02 PM
Attachments: image318747.png
2025-03-04 Revision to Council Procedures Manua - by Liang Chaol.pdf Please include the attached pdf to the written communication of the March 4 Council Meeting.

It includes slides with suggestions for revisions that I will refer to during the meeting.

Thanks,
Liang
Liang Chao
Mayor
City Council
[email protected]
408-777-3192

Additional Revision to
Council Procedures Manual
2025-03-04 (continued from 2-25-02-19)
Liang Chao
Agenda Lookahead - Tentative Council Meeting Agenda
Calendar (Sunnyvale)
Sunnyvale Tentative Council Meeting Agenda Calendar on the 2/5/2025 Council Agenda: Starting from March 13, 2025 to March 24, 2026

Sunnyvale Council Agenda includes multiple
“Information Only” items:

Agenda Lookahead - Tentative Council Meeting Agenda
Calendar (Los Altos)
Los Altos Tentative Council Calendar on the 1/10/2023 Council Agenda: Starting from January 24 13, 2023 to December 12, 2023

Upcoming Draft Agenda Items in “Items of Interest” (aka Cupertino Connect)
- August 15, 2019 Items of Interest includes “Upcoming Draft Agenda Items” for the September 3, September 17, October 1 and October 15, November 5, November 19 Council Meetings. => 3 months (6 meetings) lookahead. - August 27 2020 Items of Interest includes “Upcoming Draft Agenda Items” for the September 15, October 6, Council Meetings plus a list of items (3 pages long) without specific dates assigned. => 2 month lookahead
- January 3, 2022 Items of Interest (Attachment) includes “Upcoming Draft Agenda Items” for January 3 (closed session), January 13, January 18 and February 1 council meetings plus a list of items (4.5 pages long) without specific dates assigned. => 1.5 month (3 meetings) lookahead
- October 13, 2022 Items of Interest (Attachment) includes “Upcoming Draft Agenda Items” for Nov. 1, Nov. 15 => one month (2 meetings) lookahead Expense Reporting Policy NOT FOLLOWED?

LL1: ADD: Mayor to designate when both primary/alternate cannot attend
ADD at the end: Appointments to regional bodies shall terminate as soon as new appointments take effect. In the event that both the primary and the alternate cannot attend a meeting, the Mayor may designate a temporary alternate to maintain continuity. From the Redlined version of the 2/19
Council Meeting
=> Add at the end “In
the event that both the
primary and the
alternate cannot
attend…””

5.3.1 For appointments made by outside bodies (for example, the Cities Association or the League of California Cities), the City Council must ratify the appointment of a Councilmember as part of a noticed agenda item at a regular meeting.
(This should be retroactive. The Council shall rectify any pre-existing appointments made by outside bodies)
REF: Sunnyvale Policy 7.4.12 Council Appointments to Intergovernmental Agencies
LL2: ADD: City Council shall ratify any appointment made by outside bodies
LL3: INSERT: CM shall add info requests that require
significant load to the future agenda/info memo list
(so-called TBD list)

INSERT: The City Manager shall place requests that impose a significant workload on staff on the Council agenda (under the “Future Agenda Items” Item) for review by the full Council
LL4: INSERT “info memo requests” to the future agenda
request list
“INSERT: listing of all current future agenda requests and info memo requests”
ADD “and info memo
requests”

7.1.1 Tentative Council Meeting Agenda Calendar The Tentative Council Meeting Agenda Calendar shall list items pending to come before Council within the next 12 months period and shall be included in each Council Meeting’s agenda packet under the “Future Agenda Items” item. The Tentative Agenda Calendar.should include agenda item-level detail for the next 3 months with dates requested by council, agenda category (consent, discussion item, public hearing), and department heads assigned to the agenda item.
(NOTE: All commissions/committees shall develop a Tentative Commission Meeting Agenda Calendars so the Council has a grasp of upcoming agenda items for commissions/committees. => Added Item 4.7 => See next slide) LL5: ADD “7.1.1 Tentative Council Agenda Calendar” to
the Future Agenda Items
Under “4. Other City Commissions and Committees”
ADD: 4.7 Future Agenda Items Each meeting of a commission/committee shall include the “Future Agenda Items” on the agenda, which shall contain a list of proposed future agenda items and a Tentative Commission Meeting Agenda Calendar, similar to the 7.1.1 Tentative Council Meeting Agenda Calendar of the City Council.

LL6: ADD “4.7 Future Agenda Items” for all
commissions/committees
LL7: INSERT 7.7: Any written communications on items
not on the agenda sent from any member of the public or any councilmember
[LC]: It has been the long-standing practice in Cupertino that the city clerk will include all written communications for non-agenda items. No need to change the practice.

L13A. ADD: Add Info Memos to Council agenda
L13B. ADD: Council Report may include matters serving
constituents;

8.3 Order of Business. The order of agenda items for regular Council meetings is as follows:
…

13. Oral Communications (continued)

14. Councilmember Reports

15. Information Memos

15.16. Future Agenda Items
Oral communications shall be limited to 30 minutes. …
Councilmember Reports should focus on include Council committee assignments and may include other matters serving the constituents, in addition to, ceremonial appearances.[L13A]
The information memos, as described in Section 11, include additional documents requested by councilmembers for past or future agenda items, [L13] In the absence of an objection made by a majority of Councilmembers present and voting, the Mayor may modify the order of business to facilitate the fair and efficient conduct of Council meetings.

From Slides for the
Motion at the 2/4
Council Meeting
Keep the wording from
the Motion at the 2/4
Council Meeting
=> may include other
matters serving the
constituents other
information relevant to
matters within
jurisdiction of the City
Council
LL8: RESTORE “include other matters serving the
constituents” - may include county or state matters affecting Cupertino, but not within our jurisdiction
L12. ADD: When “regular” council meeting is moved to
Wednesday…. It shall be treated like a regular council
meeting

8.1 Meeting Schedule. The City Council conducts its regular meetings on the first and third Tuesdays of the month, except when Council is in recess. At Prior to the second regular meeting in January, the City Council will approve the schedule of meetings for the calendar year, which in addition to the regular meeting schedule may include the cancellation of regular meetings and the addition of special meetings and study sessions….

8.1.1 When a regular council meeting is moved to Wednesday, the agenda shall be published the prior Wednesday and the meeting shall start at 6:45pm and include all items as a regular council meeting.

From Slides for the
Motion at the 2/4
Council Meeting
LL9: RESTORE “Prior to the second regular meeting in
January”
Keep the wording from
the Motion at the 2/4
Council Meeting
=> “Prior to the second
regular meeting in
January,”
LL10: ADD 8.4.3 Questions and Comments on Consent
Items8.4.3 Questions and Comments Councilmembers shall be given the opportunity to ask a clarifying question about a consent item or make a brief comment about an item without having to remove the item from the Consent Calendar.

REFERENCE 10.7 Consent Calendar. A Councilmember or any member of the public may request an item be removed from the Consent Calendar. At the Mayor’s discretion, items removed from the Consent Calendar may be considered immediately after approval of the balance of the Consent Calendar or elsewhere in the agenda.

Councilmembers shall be given the opportunity to ask a clarifying question about a consent item or make a brief comment about an item without having to remove the item from the Consent Calendar.” (from Los Altos Council Norms and Procedures)

L15. REPLACE: Remove limit that only 5-person group
may combine time

8.5 Public Comment. An opportunity for public comment shall be provided … If a speaker representing five or moretwo up to five members of the public in attendance and wishing to comment on the item but electing not to speak, the speaker may have the combined time of two minutes per member, up to 10 minutes, to address the Council. Consolidation of time among speakers is not otherwise allowed. If a large number of speakers wish to address Council on an item,...

From Slides for the
Motion at the 2/4
Council Meeting
LL11: RESTORE “two or up to five members”
zz
Keep the wording from
the 2/4 Motion:
=> two or more up to
five members
LL12: 8.7.1 Texting during council meetings (already in redlined version)

CC 03-04-2025
Item No. 9
Amendments to
Cupertino City Council
Procedures Manual
Written Communications
From: Peggy Griffin
To: City Council
Cc: City Clerk
Subject: 2025-03-04 City Council Agenda-ITEM 9 Council Procedures Manual Amendments Date: Tuesday, March 4, 2025 3:08:22 PM
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CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

PLEASE INCLUDE THIS EMAIL AND ANY ATTACHMENTS AS PART OF WRITTEN COMMUNICATIONS FOR THE ABOVE MEETING AGENDA ITEM.

Dear City Council,

I compared City Attorney Jensen’s red-lined version of the Council Procedures Manual with the Feb. 4, 2025 Council’s motion listed in ITEM 6 Draft Minutes page 12 of 17.

The key differences between CA Jensen’s red-lined version and the Council’s approved motion that I feel
should be changed to match the Council’s motion are:

Section 8.1 Meeting Schedule – doesn’t specify when Council calendar is set Section 8.3 Order of Business – no Information Memos in agenda Section 8.5 Public Comment – not clear that it is 2-5 people

TO CONSIDER…Should any other items be added (list from public comments) No phones/texting on the dais. Personal or “city issued” cellular phones should NOT be allowed during meetings. This includes Councilmembers and Staff and includes messaging apps on laptops.

Allow discussion of informational items
Fix Section 2.2 last sentence – It is still an incomplete sentence.

DETAILS ON THESE 3 ITEMS

SECTION 8.1 Meeting Schedule

BIG DIFFERENCE
JENSEN (Change #3)
Doesn’t specify when the schedule of meetings for the calendar year is set.

Added clarity with the last red-lined sentences which helps

COUNCIL
Specifies prior to the 2nd regular meeting in January. This forces it to be either the 1st meeting in January or in December.

CA JENSEN’S VERSION

COUNCIL’S VERSION

SECTION 8.3 Order of Business

BIG DIFFERENCE
JENSEN (Change #4)– Informational Memos – not added to agenda Councilmember Reports –
JENSEN – “info…relevant to matters within the jurisdiction of the City Council” COUNCIL – “other matters serving the constituents”

JENSEN’S VERSION

COUNCIL’S VERSION

SECTION 8.5 Public Comment

DIFFERENT
JENSEN – says “two or more” members
COUNCIL – says “2-5” members
NOTE: The issue I see is when a Mayor reduces a speaker’s time to be less than 3 minutes. If the max number of people in a group is not specified to be 5 then groups can be as many as can fit in 10 minutes. The group size needs to be specified so it is limited.

JENSEN’S VERSION

COUNCIL’S VERSION

From: Peggy Griffin
To: City Council
Cc: City Clerk
Subject: 2025-03-04 City Council Meeting Agenda ITEM 9-Council Procedures Manual Amendments Date: Tuesday, March 4, 2025 4:50:01 PM
CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

PLEASE INCLUDE THIS EMAIL AS PART OF WRITTEN COMMUNICATIONS FOR THE ABOVE MEETING AGENDA ITEM.

Dear City Council and Staff,
Thank you for making the following changes to the red-lined version of the Council Procedures Manual.

Fixed the incomplete sentence in Section 2.2
Added new language regarding texting on the dais
With each incremental, periodic review of this document the procedures become clearer and more manageable for all involved.

Thank you.

Sincerely,
Peggy Griffin
CC 03-04-2025
Item No. 10
Study Session on updates
to the Policies and
Guidelines on Sister Cities
Written Communications
From: Liang Chao
To: City Clerk
Subject: Written Communication for Item 10 Sister City Policy Date: Tuesday, March 4, 2025 2:37:39 PM
Attachments: image725695.png
2025-03-04 Revision to Sister_Friendship Policies.pdf
Please enter the attached PDF into the written communication for Item 10 Sister City Policy.

I'll refer to those slides in the council meeting.

Liang Chao
Mayor
City Council
[email protected]
408-777-3192

Revision to
Sister/Friendship Policies
2025-03-04
Liang Chao
International Staff Travel at the City’s Expenses Requires Authorization by Council (Current Policy)

INTERNATIONAL DELEGATIONS
Intent of International Delegations:

The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding.

Travel Expenses -
International travel shall be at the expense of the traveling Councilmember or any accompanying staff member unless authorized in advance by the City Council.

INSERT: Staff Travel in official capacity require prior authorization by Council (Revised Policy)

INTERNATIONAL DELEGATIONS
Intent of International Delegations:

The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding.

Travel Expenses -
International travel shall be at the expense of the traveling Councilmember or any accompanying staff member unless authorized in advance by the City Council. When the authorization is not obtained prior to the international trip, the city shall not fund any expenses by traveling Councilmember or any accompanying staff member.

Any accompanying staff member shall not join the delegation in their official capacity as city staff during the trip unless the City Council has granted prior authorization, including a statement outlining the specific city business that necessitates the staff member’s presence in the foreign country.

INSERT: Staff Travel in official capacity require prior authorization by Council (Revised Policy)

INTERNATIONAL DELEGATIONS
Intent of International Delegations:

The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding.

The City intends to provide limited financial and staffing support to international delegations, enabling city staff to focus on official city business.

An information brochure about Cupertino—including its population profile, financial status, and business landscape—may be provided to delegation members.
[LC] NOTE: No in-person presentation by a city staff about the City’s profile is necessary.

INSERT: Limited Staffing Support
Intent of Sister City Affiliations:

The City intends to provide limited financial and limited staffing support to those Sister City Committees that operate student exchange programs. Those Sister City organizations which do not operate student exchange programs shall be completely financially independent from the City, except for limited City facility use.

ADD Reporting Requirement when there is student
exchange program
Sister City Citizen Committee Responsibilities (Receiving City Support)::
● Identify, manage, coordinate, and implement all activities related to the Sister City Program.
● ….
● Meet the following eligibility requirements/annual submittals:
○ Proof of 501(c)(3) status
○ Detailed accounting of prior year actual revenue and expenses ○ Summary of prior year activities, including the student exchange program, its recruitment process and the number of students served
○ Proposed budget plan
○ Fundraising plan
ADD Reporting Requirement when there is no student
exchange program
Sister City Citizen Committee Responsibilities (Not Receiving City Support):
● Identify, manage, coordinate, and implement all activities related to the Sister City Program.
● ….
● Meet the following eligibility requirements/annual submittals:
○ Proof of 501(c)(3) status
○ Detailed accounting of prior year actual revenue and expenses ○ Summary of prior year activities
○ Proposed budget plan
○ Fundraising plan
ADD two large facility for sister-city committee without student exchange program
City of Cupertino Responsibilities (With regard to non-City supported Sister City Committees):
● The City shall maintain registration with the Sister Cities International organization. ● Providing for set-up and complimentary access to a large City facility for two community events per Sister City per fiscal year.
● Provide the use of meeting room space (up to 4 per calendar year) at no cost to the Sister City Committee for related activities. …
[LC] NOTE: For sister-city committee with student exchange program, they get “complimentary access to a large City facility for three community events per Sister City per fiscal year” and “the use of meeting room space (up to 18 per calendar year)” Toyokawa is on a 5-year rotation
Travel Expenses:
● The City will pay for 50% of one trip per year for the Mayor or their designee, provided the trip is in conjunction with an official delegation.
● All other Council travel for Sister City programs shall be funded by Sister City Committee fundraising activities, when feasible, or by the individual traveling councilmember, unless authorized in advance by the City Council.
● The City will budget for one Sister City delegation trip per year. The number of current Sister City relationships will determine the rotating frequency of delegate visits (e.g. visits to each Sister City will occur every three years when three current Sister City relationships exist, every ten years when ten relationships exist, etc.) Travel expenses for Sister City visits occurring outside this annual rotating schedule will be the sole responsibility of the persons traveling. ● The Toyokawa Sister City delegation trip happens every 5 years, which is on a set schedule.

Cupertino City CouncilMarch 4, 2025

Cupertino City Council
March 4, 2025