CC 12-12-2025
#1
City Council
Training
Presentation
December 12, 2025
City Council Policy Refresher
Agenda Presenters
● City Manager
● City Attorney
● Interim Deputy City Manager/City Clerk
● Director of Parks and Recreation
● Director of Community Development
● Director of Public Works
● Director of Administrative Services
● Director of Innovation & Technology
Cupertino’s Elected Officials
Kitty Moore
Mayor
Liang Chao
Vice Mayor
Sheila Mohan
Councilmember
J.R. Fruen
Councilmember
R “Ray” Wang
Councilmember
City Manager
● City Council Staff Relationships
● City Commissions and Committees
● City Manager’s Office Duties and Responsibilities
● Council and Mayor’s Budget
● Councilmember Committee Assignments
● City Work Program
City Council Staff Relationships
● CMC Chapter 2.17 states:
● The City Code contains the provisions to address
and clarify the relationship between the City
Council, individual Councilmembers, and city staff:
● City Council as a body provides direction.
● Individual City Councilmembers have right to
access information.
● City Manager/staff responsible for executing Council
direction and protected from undue influence.
City Commissions and Committees
● Commissions are Advisory to City Council.
● Council Conducts Recruitment and Makes
Appointments.
● Commissioner’s Responsibilities and
Expectations
o City Council Procedures Manual, Section 4
o Commissioner’s Handbook
City Manager’s Office (CMO)
● City Manager
● Deputy City Manager
● Executive Assistant
o Supports City Manager and City Council
Divisions
● City Clerk’s Office
● Economic Development
● Communication
● Emergency Management
● Administration
Commissions
• Public Safety Commission
• Economic Development
Committee
• Legislative Review
Committee (Ad-Hoc
Subcommittee)
• Disaster Council
Council and Mayor’s Budget
● Mayor’s Initiative Fund
● $10,000 per Mayor Term
● Councilmember’s Conference/Training
● $5,000 each/ fiscal year
● $500 facility rental fee waiver per year
● Business Cards
● General Office Supplies
Councilmember Committee
Assignments
● City Council Procedures Manual Section 3
● Appointment
o Primary and Alternate
● Instruction and Expectation
● Reporting
● 2026 Assignments
FY 25-27 City Work Program
● Approved on March 18, 2025, for a Total of 28 Projects:
● Quarterly Updates (last updated on 12/1)
● City Work Program Dashboard
● City Work Program Current Progress -
cupertino.gov/cityworkprogram
● Strategic Plan
City Attorney
● Rosenberg’s Rules of Order
● Conflict of Interest
● Brown Act
Rosenberg's Rules
● Ensure meetings are fair, transparent, and efficient
● One member speaks at a time, addressing the Mayor
● Motions must be clear, seconded, and limited to
discussion on the topic
● Majority vote decides; tie votes fail; votes are recorded ● All members present may participate and ask questions Best practice: Follow the agenda, avoid side discussions, maintain decorum
Motions
● Basic: Propose action; may amend or substitute; up
to 3 motions on the floor
● Procedural: Adjourn, recess, table, or limit debate
(2/3 vote)
● Reconsider: Made by member in original majority;
allows vote to be revisited
Debate & Mayor Role:
● Mayor ensures discussion stays on the matter
● Members speak only when recognized by Mayor, except
for:
o Points of privilege or order
o Appealing Mayor’s ruling
o Calling the question
o Withdrawing a motion
Voting:
● Majority vote generally required
● Tie votes fail
Conflict of Interest
● A member has a personal or financial interest that could influence an official decision
● Members must publicly disclose any financial or personal interest in a matter
● Members must abstain from discussion and voting when a conflict exists
● Governed by the Political Reform Act (Forms 700, 410, 460) and City policies
● Prioritize transparency; document disclosures in the record Political Reform Act
Gov. Code §84308 “Levine Act”
● Contribution Limit Raised: $250 → $500
● Exempt Contracts: Small/competitive-bid or
personal employment contracts
● Agent Contributions Restricted:
Lobbyists/consultants prohibited during + 12
months after proceedings
● Cure Period Extended: 14 days → 30 days
Brown Act
Gov. Code §54950–54963
● Open, transparent meetings for public oversight
● Agendas posted in advance
● Public may attend and comment
● Closed sessions only for legally exempt topics
● All decisions and votes must be public
SB 707: Brown Act Gov. Code
§54950 et seq.
● Two-Way Teleconferencing
● Real-time audio + video
● Public access at remote locations
● Disability Accommodations
● Equivalent remote option on request
● Posted procedures / accessible formats
● Public Access
● Stable A/V connection
● Equal remote comment + viewing
● Clear remote-access instructions
SB 827: Ethics & Fiscal Training
Gov. Code §53235
● Ethics training now includes department
heads; new officials must complete within 6
months
● Creates a 2-hour fiscal training every 2 years
for officials with financial oversight
● Records kept 5 years and subject to CPRA;
website instructions required by July 1, 2026
● Current officials must complete fiscal training
by Jan 1, 2028
City Clerk
Division Overview
● Council Agendas & Meetings
● Elections & Ballot Measures
● Records & Public Records Requests
● Training & Compliance Tracking
● Commissions Oversight
● Liaison for Council, staff, and public
City Council Agenda Setting
● Type of Meetings:
o Regular Meeting
o Special Meeting
o Closed Session
● Future Agenda Item Setting
● Staff Reports Format, Preparation and Publication
● Mayor and City Manager Set the Final Agenda
● Prep Sessions, Supplemental Materials and Desk
Items
Supplemental Reports, Desk
Items, and Council Questions
Report Type Purpose Received Provided
Supplemental
Report
For updates or
Councilmember
questions
before 12:00 PM
on Monday
Monday
5:00 PM
Desk Item For updates or
Councilmember
questions
Between 12:00
PM Monday
and 4:00 PM
Tuesday
Prior to the
meeting and
printed for dais
Verbal
Report
For Councilmember
questions
after 4:00 PM
Tuesday
During Meeting
City Council Meeting Data
Public Records Request Data
Participation in Political
Activities – Fundamental Rule
Don’t use public funds, such as official City time,
City facilities or other City resources to support
or oppose a candidate and/or ballot measure.
Participation in Political
Activities – The Don’ts
Do Not
● Use City funds, time, facilities, equipment, or staff for campaigns
● Send/receive campaign emails on City accounts or computers ● Place campaign materials on City property
● Direct staff to do campaign work during work hours
● Urge employees to vote for a candidate or measure
● Attend fundraisers using City funds
● Solicit campaign contributions from officials/employees (unless incidental)
Participation in Political
Activities – The Do’s
You May
● Have staff help on personal time
● Contribute to or attend fundraisers with personal funds ● Campaign in public areas open to all viewpoints
● Adopt resolutions endorsing a measure, confirming no City funds used
● Use City funds for ballot measure development or impartial analysis
● Use your official title personally in campaign communications if no City resources are used
Parks & Recreation
Department Overview:
Department Divisions
• Administration
• Community Events, Facilities, Youth
and Teen Recreation
• Outdoor Recreation
• Senior Wellness and Recreation
• Sports, Fitness, and Recreation
Commissions
• Parks and Recreation
• Library
• Teen
Boards
• Youth Activity
• Senior Advisory
Volunteer Opportunities
• Senior Center
• Leaders in Training (LIT)
• Recreation Event (REV)
Parks & Recreation
Department Activities:
Key Projects
● Distinguished, Emerging, and Youth Artist Awards with Arts and Culture Commission ● Community Funding Program with Parks and Recreation Commission ● Poet Laureate with Library Commission
Events
● Spelling Bee
● Big Bunny 5K
● Hack Cupertino
● Summer Concert Series
● Independence Day
● Cupertino Campout
● Movies in the Park
● Senior Center Open House
● Pooch Plunges
• Golf Tournaments
• Hidden Treasures
• Pizza and Politics
• Monster Mash
• Tree Lighting
• Breakfast with Santa
• Signing Santa
• Santa Visits
• Community Festivals
• Live Well Age Well Health Expo
• 50+ Holidays in Hawaii
• 50+ Holiday Sing-along
• Preschool Open House
• Sweetheart Social
• Teen Resource Fair
• Disco at Dusk
• Earth and Arbor Day
- 60+ events a year
Community Development
Overview
Department Divisions
● Planning
o Long Range Planning and Current Planning
● Building
o Permit Center, Plan Review, Inspections
● Housing
o BMR, CDBG, Unhoused, homeowner/renter support
● Code Enforcement
o Land use/zoning, construction, life safety, public nuisances, parking
Commissions and Committees
● Planning, Housing, Arts and Culture, Administrative Hearing Community Development
Department Activities and Key Projects:
● Over 3,200 permits received through November 2025
● Explore AI software to assist with the plan review
● City Work Program:
o Objective Design Standards
o Streamline permit review process
o Art in public/private places
o Preserve/develop BMR housing
● Zoning Code Updates
● Housing Element implementation and review of residential development projects
● Major development projects: Major Projects Cupertino CA Public Works
Overview
Department Divisions
● Capital Improvements
● Development Services
● Transportation
● Environmental Programs
and Sustainability
● Facilities and Fleet
● Grounds
● Streets and Sidewalks
● Trees and Right-of-Way
● Administration
Commissions
● Bicycle/Pedestrian
● Sustainability
Public Works - Key Projects
● Completed Solid Waste Disposal Agreements
● Completed LED Transition Project
● Completed Bridge Maintenance Project
● Completed Lawson Middle School Bikeway
● Completed Jollyman All-Inclusive Playground
● Completed CWP Wireless Ordinance
● Completed CWP Electrification Study
● Completed CWP Recycle Water Study
● Achieved MRP Trash Reduction Requirements
● Lawrence Mitty Park in Design and Environmental Clearance ● Tamien Innu East – Design and Construction
● I-280/Wolfe Interchange Project to Start 2026
Public Works - Key Projects (cont.)
● Photovoltaic Project at 3 City Sites
● EV Parking Expansion at the Cupertino Service Center
● City Hall Annex and EOC – Design for Construction
● City Hall Renovation Project
● Beginning Enforcement for Single Use Plastics Ordinance ● Active Transportation Plan
● Annual Paving and Concrete Maintenance Program
● McClellan Road Bridge Design and Environmental Clearance ● Stevens Creek Bike Lanes - Phase 2A
● Stevens Creek Bridge Repair Efforts
● Initiate various Outfall Repair Projects
● Initiate HSIP - Speed Feedback Signs and High-Friction Pavement Public Works - Key Projects (cont.)
● Urban Forest Master Plan per CWP
● Online Encroachment Permit Application
● Grounds (Replace BBF Shade, Playground Upgrades, Pumps, etc.) ● Numerous Residential Projects throughout the City
● Dig Smart 811/CityWorks Streamlining Implementation with IT ● The Rise – Horizontal Construction Started
● Streets (Refresh Striping, Replace 52 Streetlights, SD Grates, etc.) ● City-wide Engineering and Traffic Survey (Speed and Data Collection) ● Facility Maintenance (HVAC, Alarms, Roofs, Painting, Lighting, etc) ● SV Hopper Shuttle Expansion - North Santa Clara (Starting July 1) Administrative Services
Department Overview:
Department Divisions
● Administration
● Budget
● Finance
● Human Resources
● Purchasing
Committee
● Audit
Other
● Cupertino Public Facilities Corporation
Administrative Services
Department Activities:
• Manage and preparation of annual budgets
• Manage budget format update
• Manage the internal audit program
• Manage the external audit process to close out financial reporting related to fiscal year 2025
• Develop solicitation templates, processes, and guidance to ensure standardization in procurement process
• Manage the negotiation of two Memorandum of Understanding (MOU)successor agreements
Public Facilities Corporation
● Council members are all board members
o Mayor is President
o Vice Mayor is Vice President
● City Clerk is Board Secretary
● Meet once per year (3rd Monday in Nov)
o Generally, meet to issue or refinance debt
● Last debt refinance was in 2020
o Non-callable
o ~$2.6M annual payment
o June 2030 pay off date
Information & Technology
Department Divisions
• Applications
• GIS
• Infrastructure
• Multimedia
• Administration
Commission
● Technology, Information, and Communications
Information & Technology
Department Activities:
● Infrastructure Upgrades
● Cybersecurity Enhancements
● ERP Replacement
● Data and AI Innovation
● Community-Focused Enhancements
Information & Technology
Technology Reminders:
● City issued equipment: laptop/cell phone
● Use of City email and personal emails
● Cyber security Training
● International Travel
● Dias Training
Questions?