Agenda packet — Milpitas City Council, June 20, 2023 (part 2 of 2)

391
Item # 20.

Montano 8/16/2022 Yes Recreation and
Community
Services/Engineering
June 2023 update: Staff conducted a survey of residents within an 800 foot radius from Adobe Ave., asking for feedback on potential recreational improvements to the area. Notification was sent via postcard to individual homes, NextDoor, Facebook, and Instagram. The survey was out for 3 weeks and 43 responses were received. Of those received, 16 identified themselves as living in the Adobe Ave/Vasona St. Neighborhood. The majority of residents currently use Adobe Ave to walk to school (Curtner Elementary) and as a pedestrian trail for fitness. Survey takers responded most favorably to turning the area into a parklet with some benches and greenery, followed by interest in a community garden. Residents indicated some concern over new uses of the area creating a noise and loitering issue in the neighborhood. Staff will present consolidate responses to the Mayor and City Council to receive further direction at the next priority setting meeting.

There is currently no budget
allocation for improvements to
this area. Should the City Council
want to move forward with this
priority request in response to
survey input, direction on the
type of improvements are
needed so staff can conduct an
estimate of costs for those
improvements and present this
in a future budget process.
11 Police Substation Feasibility Analysis in Metro Area Montano 2/28/2023 Yes Engineering June 2023 update: Feasibility study for PD substation on City Parcels 2 and 3 at Main Street is underway and is anticipated to be completed by December 2023. Staff is also exploring alternative location for the substation. 12 Pickleball Pilot Project Chua 2/28/2023 Yes Recreation & Community Services
June 2023 update: The Pickleball Pilot program concludes at the end of July.

Due to it's documented success, City Council has provided budget allocations of $100,000 for permanent pickleball courts. Until such time as the court system(s) are in place, pickleball will continue as operating at Hall Park Tennis Courts and Gill Park Handball courts. Additionally, staff will work to phase out Pickleball at the Browne Tennis Courts, based on feedback by City Council at the approval of the Pickleball Pilot Program. 13 Main Street Infrastructure Projects Montano 2/28/2023 Yes Engineering June 2023 update: As part of the 2023 State and Federal appropriations processes, both State Assemblymember Alex Lee and Federal Represenative Ro Khanna have requested funding for Main Street infrastructure improvements. Further information on whether these appropriation requests are apporved will be avaialble in late 2023.
14 Main Street Flooding at Library Chua 2/28/2023 Yes Public Works June 2023 update: Staff will continue to explore short-term mitigation as part of the FY 23/24 CIP program. Funds have been budgeted in FY 23/24 for the possible replacement/removal of the flap gate, should that be determined to be a viable option. Furthermore, three very small CIPs to address existing undersized pipes have been identified in the Downtown Specific Plan area which could improve flow. Those will be investigated as well in FY 23/24.
15 Amendment to the existing ordinance for third-party
food delivery vendor services to prohibit regulatory
response fees (City Council Direction requested in
Agenda Report)
Phan 2/16/2021 Yes Economic Development;
Finance
June 2023 update: The City Attorney's Office has prepared a confidential memorandum regarding potential legal issues and implementation of a food delivery cap. As stated in that memorandum, should the Council wish to move forward with a cap, the next step will be to authorize the retention of a consultant to determine if a factual basis exists to support the need for a further food delivery cap.

Prior updates: See update to item titled "Request for the City to make the temporary third-party food deliver fee caps permanent and add additional provisions for enforcement". Agendized for discussion on 3/16/2021, deferred to 4/06/2021; CC direction for City Attorney to prepare a report.

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392
Item # 20.

Attachement 1
List of Councilmember Agenda Item Requests
No. Topic
Requested
By
Date
Requested
Requires more than 4
hours of additional
staff time Department / Office
Council Priority
Area(s) Status
Additional Resources/Funding
Needed or Deferral of Council
Approved Programs
16 Request for the City to make the temporary third-party food deliver fee caps permanent and add additional
provisions for enforcement (City Council Direction
requested in Agenda Report)
Phan 11/16/2021 Yes Economic Development,
Finance, City Attorney
June 2023 update: The City Attorney's Office has circulated to the City Council a confidential memorandum regarding the next steps for enacting a further food delivery cap. Should the Council wish to move forward, it will need to authorize the retention of a consultant to conduct fact finding to determine whether a factual basis exists to support a further food delivery cap.

Prior updates: Requires legal analysis of 1:21-cv-07695-AT-SLC DoorDash, Inc. v. City Of New York and
3:21-cv-05502-EMC Doordash, Inc. et al v. City and County of San Francisco.

Doordash v. NYC remains pending and may settle the law on the matter.

CAO will prepare confidential memorandum for the council. Discussed at Spring Quarterly City Council Workplan Items Prioritization Discussion; Approved to move forward at the 5/03/2022 meeting
17 Create a plan for future solar paneling at City facilities Montano 3/1/2022 Yes Public Works June 2023 update: As part of the 2023 Federal appropriations process, the City has requested for funding for solar panels and a microgrid system at the Police, Public Works, IT Building. Both Senators Feinstein and Padilla have moved this request to the Federal appropriations committee. Further information on whether this request receives funding will be available in late 2023.

Prior Updates: As discussed with the City Council at the 1/31/2023 Budget Study Session, staff will continue to explore grant opportunities to install additional solar panels on City facilities. However, staff will only proceed with further development if this grant funding is identified so work (other than reviewing grant opportunies) is on hold at this time. Discussed at Spring Quarterly City Council Workplan Items Prioritization Discussion; Approved to move forward at the 5/03/2022 meeting; Discussed at the May 10 budget meeting and approved funding of $25,000 in the 2022-23 budget. Discussed at 1/31/2023 Budget Study Session, Council directed staff to seek grant funding to move this item forward.
18 Establish State historical designation for the Sunnyhills community
Tran 6/7/2022 Recreation, City Manager June 2023 update: Request is being included with the Historic Resources Master Plan project approved as part of the 2023-2027 Capital Improvement Program.

Prior updates: Based on staff research, the best way to try for a Historical District Designation is at the National Level. This can be wrapped into the approved CIP for the Historical Resources Plan update or through grant consultant California Consulting. Request will be included with the Historic Resources Master Plan project approved as part of the 2023-2027 Capital Improvement Program.
19 Explore an ordinance or policy to reduce thefts and
increase security in the commercial retail parking areas Chua 4/5/2022 Police, Economic
Development
June 2023 update: Security measures can be mandated for new or renevating development projects but cannot be mandated for existing businesses. The Police Department has taken action to partner with existing businesses, including McCarthy Ranch and the shopping center at Barber Lane with regard to educaton and deterance, including placement of signage and cameras.

Prior updates: CAO conducting legal review of policies requring businesses to hire security/install cameras . Item will be brought forward as part of the next City Council additional workplan items prioritization in August/September
Additional Staff Resources and
Funding Needed

Page 3 of 7 ends

393
Item # 20.

Prior updates: MMC V-13-140 Mandatory Plan to Prevent Cart Removal includes requirement for physical measures to prevent cart removal however V-13-120 provides an exemption for cart owner that agrees to enter into a contract with a City-designated retrieval service. Staff suggestion to Council is to review this exemption and repeal it which would require all cart owners to have physical measures to prevent cart removal.

Business outreach was conducted to grocery store operators in Q2 of 2022 to inquire about shopping cart removal and theft. Grocery stores contacted were Ocean Supermarket, Seafood City Supermarket, Chung Chou City, Milpitas Grocery Outlet, and 99 Ranch Market.
21 Evaluate reopening the childcare center with a non-profit organization running the center
Montano 2/1/2022 Recreation June 2023 update: Staff are currently working on this request, identifying the improvements to the Sal Cracolice Recreation Facility that would be required for a licensed childcare provider to operate in the building.

Prior updates: No additional funds required to complete the internal review. Internal review can be done by late 2023. Approved during Spring Quarterly City Council Workplan Items Prioritization Discussionon 5/03/2022.
22 Have a picture of Albert Vogel Sr. put up in the Senior Center & Include Maria Lemire on the Mural in front of
the Senior Center
Montano 10/19/2021 &
8/17/2021
Recreation June 2023 update: The approved CC request included to add Maria Lemery and Albert Vogel to the Mural at the Senior Center. Staff has spoken to the artist and confirmed that additional images would not fit with the existing piece. However, due to the location of the current mural, additional mural panels featuring additional people could be added to the senior center entry way. Staff received interest from Mayor Montano to add Joanne Sousa to this request.

Prior updates: No additional funding needed. Need final names from City Council. . Approved to move forward at the 1/11/2022 Council meeting; Staff engaged the artist of the existing mural regarding this Council approved item.

Should the Council want to
consider adding additional
people to this request, a new
vote to confirm the project scope
is required. Staff does not
anticipate additional monies
would be needed to the addition
of one (1) person to this project
scope. Monies for this project are
available in the Public Art Fund.
23 Memorial Plaque in honor of youth skateboarder that
passed away
Montano 6/7/2022 Recreation June 2023 update: This request was approved as part of the FY23-24 Budget.

Staff will begin working with the family in Fall 2023.

Prior update: At the January 31 2023 City Council budget hearing, City Council votes to consider this item in the FY 2023-24 budget development. .

Item will be brought forward as part of the next City Council additional workplan items prioritization in August/September . 24 Present Quarterly or Monthly crime statistics on the Homekey Project
Chua 6/7/2022 Housing June 2023 update: Next presentation is scheduled for June 20, 2023 City Council meeting.

Prior update: Presentation is scheduled for the August 16 City Council Meeting as part of the Project Homekey item. Quarterly reporting started in August 2022.

Page 4 of 7 ends

394
Item # 20.

Attachement 1
List of Councilmember Agenda Item Requests
No. Topic
Requested
By
Date
Requested
Requires more than 4
hours of additional
staff time Department / Office
Council Priority
Area(s) Status
Additional Resources/Funding
Needed or Deferral of Council
Approved Programs
25 Request for Crossing Guards at McCandless and
Montague Expressway and review wages for Crossing
Guards
Montano 4/5/2022 Police June 2023 update: Program is transitioning to a contract service. This location was recommended for a guard placement in the 11/2022 traffic survey. We will work with the contract service to ensure a guard is placed at this location.

Prior updates: Info Memos were sent to the City Council on 6/13/2022 and 1/27/2023. At the January 31st budget study session, council voted to move to a contract model. A citywide traffic study, which includes school aged pedestrian counts around schools in the City including the McCandless and Montague Expressway intersection has been conducted. Per the Information Memorandum issued on June 13, the City will perform school aged pedestrian counts around schools in the City including the McCandless and Montague Expressway intersection at the beginning of the 2022-23 school 26 Requested an appropriation in an amount not to exceed $250,000 to procure a contract to address the
streetlights that are pending fieldwork.

Tran 2/1/2022 Public Works June 2023 update: At this time, staff has sufficient Council approved resources to address the remaining streetlight outages; however, will bring relevant actions for Council consideration, if needed.

Prior update: At this time, staff has sufficient Council approved resources to address the remaining streetlight outages; however, will bring relevant 27 Staff to create a plan on how to increase the number of local businesses doing business with the City
Chua 4/6/2021 Economic Development June 2023 update: See update to prior item titled "City Manager to look into implementing a workshop for small businesses on the bidding process for projects in the city."
Prior updates: Staff is tracking this local business participation item as part of Council Priority Item 3 in Group 1 on this list. At the 8/9/2021 Council meeting, Council voted that this item may have to come back for additional discussion because there may be some legal considerations. City Attorney to 28 Staff to look into mural Art on Great Mall Parkway on the VTA owned Light rail pillars
Montano 11/16/2021 Recreation & Community
Services
June 2023 update: Staff was able to meet with and get approval from VTA in May 2023. Staff are currently completing the appropriate permits associated with this project for VTA approval. Monies for this project are available in the Public Art Fund.

Prior updates: VTA is not responsive to requests from the City to meet on this project. A discussion on other locations or projects with Council may be needed. . Discussed at Spring Quarterly City Council Workplan Items Prioritization Discussion; Approved at the 5/03/2022 meeting; discussed 29 Staff to provide information on a landmark policy for the City of Milpitas
Tran 3/16/2021 Recreation & Community
Services
June 2023 update: Request is being included with the Historic Resources Master Plan project approved as part of the 2023-2027 Capital Improvement Program.

Prior updates: This is part of the CIP for updating the Historic and Cultural Resources Plan. 8/09/2021 Council voted 5-0 to move this item forward; this item will be included for funding consideration in the development of the FY 2023-27 CIP for assessment of historical and cultural resources and development of landmark policy; The funding for the assessment of historical and cultural resources and development of a landmark policy will be included in the 2023-2027 Capital Improvement Program scheduled for adoption on May 3, 2022. This project will be scheduled to begin in FY 2022-

23. Item was brought to Council
during the the 2023-27 5-Year
CIP adoption process, however
Council determined not to fund
or advance this task.

Group 4 – items that have been completed, postponed indefinitely, or withdrawn since last City Council update

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395
Item # 20.

Vice Mayor
Evelyn Chua
12/6/2022 Yes Economic Development
and Finance
Prior update: Staff, in partnership with NOVAworks, provided information about past and upcoming layoffs, wage and labor data as well as job and career resources available to Milpitas residents and businesses at the Economic Development and Trade Commission meeting on January 9, 2023.

City staff partnered with NOVAworks by promoting the layoff assistance webinars to assist with career transition and unemployment services and resources on January 24, February 7, February 21, May 23, and June 6. Staff will also promote the upcoming June 20 layoff assistance webinar. 31 Requested an appropriation in an amount not to exceed $250,000 to procure a contract to address the
streetlights that are pending fieldwork.

Tran 2/1/2022 Public Works Prior update: At this time, staff has sufficient Council approved resources to address the remaining streetlight outages; however, will bring relevant actions for Council consideration, if needed.
32 Gill Park and other park lighting Chua 2/28/2023 No Public Works June 2023 update: On April 13, 2023, the City Manager's Office distributed an info memo with details on ARPA funding for park improvements as well as a list of parks with night use lighting in Milpitas. 33 Prepare a brief summary of previous Council action
related to Sunnyhills from the first renewal to present day
Barbadillo 12/20/2022 No Building Safety and
Housing
June 2023 update: JMK Investments received preliminary approval February 9, 2023 and final confirmation of approval on March 7, 2023 from HUD on the renewal contract.

Prior update: On December 19, 2022, the City sent a letter to HUD in support of the owner's 5-year renewal of its HUD contract. And on December 29, 2022, an Info Memo was sent to the City Council with the latest update.34 Provide information on the grant to the Chamber of Commerce and Staff to meet with Chamber to discuss
ARPA funding
Barbadillo 2/7/2023 Economic Development June 2023 update: On February 2, 2023, staff emailed Councilmember Barbadillo a Chamber of Commerce update and the City Council Info Memo issued on October 19, 2022 regarding the proposed ARPA funding of $200,000. Additionally, the City Council reallocated this funding to other programs.
35 City Manager to draft congratulatory letter to new
County sheriff and express support for certain platforms Chua 2/7/2023 Police June 2023 update: Completed and sent on February 22, 2023. 36 Establish a fund for real estate acquisitions Montano 6/7/2022 Economic Development, Finance
June 2023 update: The creation of a fund for land acquisitions was approved and added to the City's Fiscal Policies as part of the Fiscal Year 2023-2024 Budget adoption on June 6, 2023.

Prior updates: At the January 31, 2023 City Council budget hearing, staff was directed to update the City's Fiscal Policies to provide an option for a portion of future surplus funding to be reserved for real estate acquisiton. Staff will include this edit to the Fiscal Policies as part of the Proposed Fiscal Year 2023-2024 Operating Budget.
37 Crossing Guard Program ?? 1/31/2023 Police June 2023 update: Transitioning to a contract service effective 7/1/2023, pending approval of the contract at the 6/20/2023 City Council meeting. 38 City Manager to look into underutilized areas of
parks or a portion of parks not being used and develop
for use in the future.

Chua 8/16/2022 Yes Engineering/Recreation
and Community Services
June 2023 update: At the February 7, 2023 City Council meeting this request was withdrwan as this review is available in the Parks Master Plan document.

Prior update: Item will be brought forward as part of the next City Council additional workplan items prioritization in February

Page 6 of 7 ends

396
Item # 20.

Prior update: Similar to last year, staff will support any webinar hosted by a community partner.
40 Staff explore eliminating or waiving the fee for the gym at the Milpitas Senior Center
Chua 10/18/2022 No Recreation and
Community
Services/Finance
June 2023 update: On April 18, 2023 the separate fee for the gym at the Milpitas Senior Center was removed as part of the City Council's adoption of the Fiscal Year 2023-2024 Fees & Charges.

Prior update: Staff will evaluate this item consistent with the Recreation and Community Service Cost Recovery City Council Policy and bring it back to Council for consideration as part of approval of the FY 2023-24 Proposed Master Fee Schedule.
41 Look into bringing back a roller rink Montano 8/5/2021 Recreation June 2023 update: This will be part of the "retro milpitas" event in August 2023.

Prior updates: Monies budgeted. Roller Rink bids coming back end of Feb/early March. Event schedule for August 4 & 5, 2023.. Approved to move forward at the 1/11/2022 Council meeting. Funding for the program will need to be prioritized through the FY 22-23 budget process; Discussed at 5/10/2022 budget meeting and approved $100,000 funding for a two-day 42 Look into opening up the Senior Center on Saturdays for half a day
Chua 8/5/2021 Recreation June 2023 update: This was included as a proposal in the Adopted Fiscal Year 2023-2024 Budget approved by the Mayor and City Council on June 6, 2023.

Prior update: Funding for Senior Center hours will be incorporated in the FY23-24 budget.. As presented by staff on 1/11/2022, this pilot is scheduled for completion in fall 2022. In preparation for the pilot, staff will issue a survey to seniors asking for the types of services they are seeking; hire staff based on the feedback; and start the three-month pilot in September 2022 until mid November 2022.
43 City Attorney or City Manager to draft a written policy regarding foreign language spoken at the dais
Chua 9/20/2022 Yes CAO/CMO June 2023 update: On February 21, 2023, the City Council approved amenedments to the City Council Procedures and Protocols Handbook to set forth the Council policy on language used at City Council meetings.

Prior update: Item will be brought forward as part of the next City Council additional workplan items prioritization in February

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397
Item # 20.

Attachment 2 – City Council Referral #01
(requires more than 4 hours of staff time)

Category and Topic No. Topic: Requested by:

PROJECTS AND PROGRAMS
CC01
International Festival Councilmember Lien
Lead Department/Office Supporting Department(s)/Office(s) Recreation and Community
Services
Public Works, Police Department, Economic Development
Council Priority Areas Estimated Completion Date Estimated Cost Community Wellness and Open
Space
Fiscal Year 2024-2025 $0 for options 1 and 2;
$48,000 for option 3
Funding Needed
$0 for options 1 and 2;
$48,000 for option 3

Description of Required Work Effort
At the February 7, 2023 City Council hearing during “Announcements and Future Agenda Items,” Councilmember Hon Lien requested that staff review a potential International Cultural Festival on Main Street.

Although the cost of this referral is dependent on the Council directed scope, staff has developed the following options:

(1) An annual one evening event on Main Street such as a movie and/or concert; or (2) Integration of a multicultural theme into an already existing event organized by the City; or (3) A new one or two-day festival celebrating the multi-culturalism of Milpitas with special event activities such as but not limited to children’s activities, food, music, art, and performances.

Status Update as of June 2023

Staff has performed a preliminary review of options that may meet the goals of this City Council request. These options are presented below:

Option 1: Schedule an existing Movie or Summer Concert Series night to be on Main Street with movie/music theme and food truck(s) to have cultural themes.

For this option, staff recommends that the location for an existing Summer 2024 concert or movie be shifted over to Main Street for a one evening event. This would not require any additional staffing resources or funding as it would be a change in location for one night of an existing event series. This option would allow the City to showcase Main Street and be a temporary boost for restaurants and businesses by drawing customers to the street. Typically there are four (4) concerts and four (4) movies in a summer series. If it is desired to hold this 398
Item # 20.

Attachment 2 – City Council Referral #01
(requires more than 4 hours of staff time)

event in addition to the existing series, staff would return with further analysis of the costs based on Council input and direction.

Option 2: Integrate a multicultural theme into an already existing event

For this option, staff recommends that an existing, established event, for example the annual Tree Lighting Ceremony, be themed to include a multicultural theme, showcasing the myriad of winter cultural holiday traditions through storytelling, song, and performances. No additional monies are anticipated for this option.

If the City Council were to support option 2, staff would incorporate this new theme into an existing event and execute as part of the Fiscal Year 2023-2024 event calendar.

Option 3: A new 1 or 2-day International Cultrual festival

A third option would be for the City to host a brand new 1 or 2 day festival focused on multiple cultures.

Considerations for this type of event are listed below:

(1) Costs: Staff costs for setting up the event program would be approximately $15,000. The cost of special event activities (performers, equipment, etc.) is estimated at $25,000. Overnight security for the event area would also be required for approximately $8,000. Therefore, the cost estimate without staff overtime and without revenue estimates is about $48,000. Revenue estimates cannot be determined at this time.
(2) Location: Given the potential size of the event, this would likely need to be held at the Civic Center Plaza, Milpitas Sports Center, or Main Street. The location of the event determines the level of staff support from Recreation and Community Services as well as other departments. For example, events located in areas requiring street closures require additional costs due to major support from the Public Works Department and Police Department for street closures and traffic management. (3) Considerations: Special Events programming is currently at capacity. Adding a new one or two day festival without any adjustments to the existing events scheduled would not be feasible for the following reasons.
o The event calendar is currently at capacity. If the City were to hold another multi day event, it would be difficult to find a date on the calendar that isn’t already taken or close to one of the existing City-run events. If the City Council would like to proceed with this event, existing events regularly scheduled near this new event would need to be discontinued or reduced in order to stage and support the International Festival.
o Staff resources are currently at capacity for events. With over 40 events currently held throughout the year, staff is not able to add additional events without also adding funding for supporting staff in the events program area .
o Six (6) events are currently ARPA funded and ongoing funding will need to be provided for them beginning in 2025. Adding another event would cause it to compete with funding for the existing ARPA funded events as well as creating a saturation of event themes for audiences.

Additionally, City Council added a new event during the approval of the Fiscal Year 2023-2024 budget, Black April, to the event calendar to occur on April 30th of each year.

399
Item # 20.

Attachment 2 – City Council Referral #01
(requires more than 4 hours of staff time)

Council Clarification/Further Direction Requested
If it is desired to move forward, staff would like clarification on whether the City Council supports Options 1, 2 or 3 listed above. Both options 1 and 2 can proceed without additional funding or direction. If Option 3 is desired, staff will return to the City Council with alternatives by Fall 2024.

Other Considerations
For reference during the City Council discussion, staff has provided a list of current events as an attachment to this document.

400
Item # 20.

Attachment 2 – City Council Referral #01
(requires more than 4 hours of staff time)

Listing of Events for a Standard Fiscal Year, using Anticipated Fiscal Year 2023- 2024 Anticipated Events as an Example (event time and details subject to change)

Event Name Month Event Type
Cultural Event
(not including
flag raisings)
Time Limited
Funding?
1 Fourth of July Pool
Party July Citywide (ticketed)
2 Fourth of July Concert
& Fireworks July Citywide (ticketed)
3 Movie Night Series -
Movie #3 July Citywide (free)
4 Summer Concert
Series - Concert #3 July Citywide (free)
5 Movie Night Series -
Movie #4 July Citywide (free)
6 Summer Concert
Series - Concert #4 August Citywide (free)
7 Family Bike Day August
Commission Event -
CityWide (free)
(Parks, Recreation and
Cultural Resources)

8 Retro Milpitas August Citywide (ticketed)
Yes, General
Fund (planned
for one year
only)
9 India Independence
Day August Flag Raising Yes
10 ArtWalk September/
October
ARPA Event - CityWide
(free) Yes, ARPA
401
Item # 20.

Attachment 2 – City Council Referral #01
(requires more than 4 hours of staff time)

Event Name Month Event Type
Cultural Event
(not including
flag raisings)
Time Limited
Funding?
11 Lantern Festival September
ARPA Event - CityWide
(free; some paid
areas)
Yes Yes, ARPA
12 Hispanic Heritage
Month September Flag Raising (no event
in FY 22-23)
13 Mexican
Independence Day September Flag Raising
14 Pumpkins in the Park October Citywide (free; some
paid areas)
15 Delano Manongs Park
Grand Opening October Citywide (free) Yes
16 Filipino American
History Month October Flag Raising
17 Dia De Los Muertos October/Nov
ember
APRA Event- CityWide
(free) Yes Yes, ARPA
18 Native American
Heritage & Culture
Month
November Flag Raising
19 Veterans Day November Citywide (free)
20 Veterans Lunch November
Commission Event -
Milpitas Veterans
(Veterans
Commission)

21 Tree Lighting December Citywide (free; some
paid areas)
22 Milk & Cookies with
Santa December Citywide (ticketed)
23 Lunar New Year January Citywide (free) Yes
24 Youth Coding
Competition February
Commission Event -
Milpitas Youth
(Youth Advisory
Commission)

25 Black History Month February Flag Raising (no event
in FY 22-23)
402
Item # 20.

Attachment 2 – City Council Referral #01
(requires more than 4 hours of staff time)

Event Name Month Event Type
Cultural Event
(not including
flag raisings)
Time Limited
Funding?
26 Youth Spelling Bee March
Commission Event -
Milpitas Youth
(Youth Advisory
Commission)

27 Family Game Night March Citywide (free)
28 Cesar Chavez Day March Flag Raising (no event
in FY 22-23)
29 Holi Festival March APRA Event- CityWide
(free) Yes Yes, ARPA
30 Black April Event April Citywide (free) Yes Yes, General Fund
31 Earth Day April ARPA Event - CityWide
(free) Yes, ARPA
32 Commissioners'
Recognition Event April City Commissioners
33 Big Bunny Scramble April Citywide (ticketed)
34 Vietnamese American
Heritage Month April Flag Raising (no event
in FY 22-23)
35 Public Safety Day May Flag Raising (no event
in FY 22-23)
36 Bike to Wherever Day May
Commission Event -
CityWide (free)
(Parks, Recreation and
Cultural Resources)

37 Asian Pacific American
Heritage Month May Flag Raising (no event
in FY 22-23)
38 Eritrea Independence
Day May Flag Raising
39 Memorial Day May Citywide (free)
40 Milpitas Family
Campout June ARPA Event (ticketed) Yes, ARPA
403
Item # 20.

Attachment 2 – City Council Referral #01
(requires more than 4 hours of staff time)

Event Name Month Event Type
Cultural Event
(not including
flag raisings)
Time Limited
Funding?
41 State of the City
Address June Citywide (free)
42 Movie Night Out #1 June Citywide (free)
43 Summer Concert #1
(Juneteenth Themed) June Citywide (free)
44 Movie Night Out #2 June Citywide (free)
45 Juneteenth Flag
Raising June Flag Raising (no event
in FY 22-23)
46 Philippine
Independence Day June Flag Raising
47 LGBTQ Pride Month June Flag Raising

Footnotes:

*Does not include Milpitas
Community Concert Band Concerts
(3 concerts a year), Theater
productions or all support
commission specific events.

*Shaded events are flag raisings
that did not have an event
associated with them in FY 2022-
2023. Flag raising events are co-
organized by community partners.

404
Item # 20.

City Council Referral
(requires more than 4 hours of staff time)

Category and Topic No. Topic: Requested by:

Projects and Programs
CC02
Citywide Senior Discount Councilmember Barbadillo
Lead Department/Office Supporting Department(s)/Office(s) City Attorney Recreation and Community Services
Council Priority Areas Estimated Completion Date Estimated Cost Community Wellness and Open
Space
TBD $0 for option 1
$500,000 annually for
option 2
Funding Needed
$0 for option 1
$500,000 annually for
option 2

Description of Required Work Effort
At the January 31, 2023 budget study session, Councilmember Gary Barbadillo requested that staff review a potential Citywide Senior Discount. This request was repeated by Councilmember Barbadillo at the February 7, 2023 City Council hearing during “Announcements and Future Agenda Items.”

A program for Senior Discounts could focus on amplifying and modifying currently existing City, AARP and other offerings to seniors. Alternatively, it could consist of a Citywide grant program to businesses. Further details on these options are discussed below,

Status Update as of June 2023
Staff has performed preliminary research on potential alternatives to provide more opportunities for Seniors to receive discounted services in the City of Milpitas, as discussed below.

Discount opportunities currently exist for Seniors in Milpitas, through a combination of public and private programs. For the City of Milpitas in particular, multiple approaches are taken:

1) Specific offerings such as free daily lunch Monday through Friday at the Senior Center; 2) Discounted programs and fees such as recreation and community services programs; 3) Connections through our Senior Center team to other non-city programs such as PG&E’s payment assistance program.

The City currently offers senior discounts on recreation and community services programs and services of 25%. The Milpitas Assistance Program (MAP) whose qualifying income levels include several senior households, provides subsidies on Recreation programs of up to 75% and water utility bills of 405
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approximately $22 per bill. Also, seniors have access to the Rental Assistance Program, and those seeking permits (and eligible for MAP) for the installation or improvement of home HVAC systems receive 100% off their permitting fees.

In addition to City of Milpitas specific programs, Recreation and Community Services Staff conducted a cursory review of 97 Milpitas businesses ranging from food, retail, grocery, health and fitness, and transportation on existing senior discounts. 37% of those businesses contacted provide some kind of discount or special service for seniors. While the actual discounts varied, staff found that many retailers that offered discounts typically offered around 10% off on food or services for seniors.

Additionally, AARP maintains a website (https://www.aarp.org/membership/benefits/all-offers-a-z/) that contains a listing of benefits and discounts for AARP members. This website allows a user to enter their zip code to identify discounts nearby their locations.

Another alternative for Senior Discounts would be for the City to have a grant program that would, in effect subsidize businesses who offer discounts to seniors. The program could be either mandatory or voluntary, but, in either case, would have to be paid for by the City. The Office of the City Attorney conducted an analysis review of the jurisdiction mandating senior discounts, including the jurisdiction mentioned by Councilmember Barbadillo. It provided that review to the Council on April 1, 2023. The senior discount in the jurisdiction that mandated that private entities provide a discount was entirely subsidized by the mandating agency. Any senior discount implemented by the City would require funding to subsidize the businesses mandated to provide the discount. In addition to funding the necessary subsidies, the implementation and oversite of a senior discount program would require substantial staff resources. With thousands of businesses in the City of Milpitas, the logistics of managing a program to subsidize senior discounts would take considerable staff time (initially estimated at one full time position, pending further clarification on the scope of work) as this program would not be able to be administered with existing staffing resources. Additionally, funding to provide the subsidy would need to be identified. A preliminary estimate for a Senior Discount program in which the City provides a subsidy for businesses would be approximately $500,000 annually.

Council Clarification/Further Direction Requested
If this item were to proceed, staff would like to receive clarification from the Mayor and City Council regarding their preference as to which of the below alternatives is preferred:

1) Continued coordination between City staff, AARP and other providers to ensure that City of Milpitas Seniors are made aware of, and connected to, discounts and offerings; or 2) Creation of a Senior Discount subsidy program for Milpitas residents and businesses.

If Item #1 above is preferred, staff can proceed with this effort as it is already aligned with the City’s current focus on connecting Seniors to existing resources. If Item #2 above is preferred, additional 406
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funding will be needed and staff would recommend that this item be discussed in a future budget process.

Other Considerations

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Attachment 2 – City Council Referral #03
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Category and Topic No. Topic: Requested by:

Projects and Programs
CC03
Electronic Sign at Milpitas Library Mayor Carmen Montano Lead Department/Office Supporting Department(s)/Office(s) Engineering Recreation & Community Services, Information Technology Department
Council Priority Areas Estimated Completion Date Estimated Cost Community Wellness and Open
Space
Fiscal Year 2024-2025 $50,000 to 100,000
Funding Needed
$50,000 to 100,000

Description of Required Work Effort
At the February 7, 2023 City Council priority setting session, Mayor Carmen Montano requested that staff review the possibility of upgrading the digital sign at the Milpitas Library.

The digital information sign in front of the Milpitas Library is small and difficult to see from a distance.

Staff estimates that to cost of a larger new sign could range from approximately $50,000 to $100,000, including staff time to manage the project.

Status Update as of June 2023
No action has been taken on this item to date.

Council Clarification/Further Direction Requested
If the Mayor and City Council would like to proceed with this item, staff would like clarification on which of the below alternatives would be preferred:

(1) Staff would work with the County of Santa Clara to request that the County provide the funding for installation of a new sign; or
(2) Staff would look to identify funding for this installation of a new sign during the next City CIP budget process.

Other Considerations

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Attachment 2 – City Council Referral #04
(requires more than 4 hours of staff time)

Category and Topic No. Topic: Requested by:

Projects and Programs
CC04
Navigation Center Mayor Carmen Montano
Lead Department/Office Supporting Department(s)/Office(s) Housing City Manager’s Office
Council Priority Areas Estimated Completion Date Estimated Cost Neighborhoods and Housing TBD TBD
Funding Needed
TBD
Description of Required Work Effort
At the January 24, 2023, Special Meeting, the City Council adopted the Milpitas Housing Element Update, General Plan Resolution, and approved the Addendum to the General Plan Update Environmental Impact Report. At the meeting, Mayor Montano asked for staff to review a potential Navigation Center to assist the unhoused.

At the February 28, 2023, Special Meeting, the City Council “Received a Presentation on Proposed 5- Year 2024-2028 Capital Improvement Program and Projects to be Funded through American Rescue Plan Act and Provided Feedback to Staff.” While referring to a Navigation Center, Mayor Montano suggested working with churches. Then Assistant City Manager Ashwini Kantak noted that staff was planning to return with the Navigation Center item at the next prioritization session in June 2023.

Status Update as of June 2023
On March 14, 2023, Mayor Montano, Vice Mayor Chua, and executive City staff toured the City of Fremont’s Navigation Center to learn more about Navigation Centers and how they operate and assist unhoused individuals.

The purpose of the City of Fremont’s Navigation Center is to assist with the growing crisis of homelessness in their community. They focus on providing a clean, safe, and flexible environment focused on temporary and long-term housing solutions. The aim is to transition the vulnerable unhoused population into permanent housing options to end homelessness. As of mid-March, Fremont reported having approximately 1,000 people who are unhoused. Their Navigation Center capacity is up to 45 people, which can all be served at once. The Navigation Center currently has a waitlist of 35 people.

The Fremont Navigation Center office is open 24 hours a day/7 days per week, and staff helps individuals with basic needs, long-term housing solutions, employment, and other social service needs.

The separate living quarters for men and women each have 20 beds. At the foot of every bed are lockboxes for storing personal belongings. Bathrooms, showers, and laundry room are available 24 409
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hours a day/7 days per week. The community room offers humanization space, kitchen/dining to enjoy meals/coffee, and office area computers available for job searches. The Navigation Center also provides Individual Placement Services (IPS) where an employment specialist helps with resume development, mock interviews, and on the job training.

There are exterior outdoor gathering green spaces, tables and chairs, and colorful murals located along the fence. In addition, there are external personal outdoor storage metal containers so that individuals do not have to worry about losing their possessions or leaving them on the street. Clients have in and out privileges of the Navigation Center.

The City of Fremont’s Human Services Department oversee the Navigation Center. Based on information received from the City of Fremont’s Human Services Department on June 14, 2023, the total construction costs (including facilities, landscaping, utilities, security cameras, permits, and staffing) equaled $2.8 million. The current annual operations of $1.7 million assumes a partial capacity of 35 residents due to COVID-19 protocol. But the City of Fremont is in the process of filling up to full capacity of 45 residents, with an annual operations assumption of $2.3 million.

With regards to other efforts underway for temporary housing options, at the April 19, 2022, City Council meeting, staff presented the Homelessness Taskforce options for Council consideration and direction. The City Council authorized staff to proceed with a Tiny Homes Village Feasibility Study.

Staff executed a contract with Leadbetter Consulting to conduct a Tiny Homes Village Feasibility Study, which is currently underway. Staff will return to the City Council with a draft of the Tiny Homes Village Feasibility Study Report in late summer or early fall 2023.

Council Clarification/Further Direction Requested

Other Considerations
If the Mayor and City Council direct staff to continue forward with this opportunity, the following steps would need to be taken:

1) Outreach and evaluation process to identify a potential site 2) Identification of one-time funding for site design and construction 3) Identification of ongoing funding for site operations, maintenance and repairs. 4) Identification of a potential partner for the operations of the site.

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Attachment 2 – City Council Referral #05
(requires more than 4 hours of staff time)

Category and Topic No. Topic: Requested by:

Projects and Programs
CC05
Satellite Consulate Offices Mayor Carmen Montano
Lead Department/Office Supporting Department(s)/Office(s) Economic Development Public Works/Recreation and Community Services Council Priority Areas Estimated Completion Date Estimated Cost Governance and
Administration

N/A TBD
Funding Needed
TBD
Description of Required Work Effort
The work effort required will be contingent on council direction and interest from consulate offices. It could involve a project that creates and/or modifies existing office space or it could involve the City offering temporary community center facilities for intermittent use.

Status Update as of June 2023
The City Council has discussed the possibility of creating an office space at City Hall for one or more consulate offices to provide direct services to residents. The City Council directed staff to contact consulate offices to gauge interest in either locating a satellite office at the Milpitas City Hall or discuss other areas of collaboration. Staff is in the process of outreach to various consulate offices to gauge their interest in potential collaborations.

On May 9, 2023, staff emailed the Consulate General of India, Consulate General of the People’s Republic of China, Consulate General of the Socialist Republic of Vietnam, and the Republic of the Philippine Consulate General to gauge interest in either locating a satellite office at Milpitas City Hall or discuss other areas of collaboration.

On May 11, 2023, staff met with a representative of the Republic of the Philippine Consulate General.

The representative is the Head of Consulate Section and is responsible for passports, dual citizenship, and office services. Staff learned that the Philippine Consulate General located in San Francisco provides service for ten western states and northern California. Due to their significant geographic sphere of influence, the Philippine Consulate General does seek opportunities to provide services in various states and even in northern California through satellite offices once or twice per year. The Philippine Consulate General representative expressed interest in satellite services in Milpitas due to demand for their services, but there is not enough demand for a permanent office. There is interest in setting up a satellite office once or twice per year to serve the Philippine community in Silicon Valley by offering passports and dual citizenship services on weekends for free as a benefit to applicants.

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For outreach services, the Philippine Consulate General has a limited budget and therefore go to locations that offer free space. The Philippine Consulate General needs approximately 1,000-1,500 square feet of office space, suitable parking available, access to public transit, and office equipment such as photo copiers. They can provide service on weekends from 8:00 am – 5:00 pm once or twice per year. In addition, a three-month lead time for posting that there will be service at the location is standard.

Staff has not heard back from the Consulate General of India, Consulate General of the People’s Republic of China, and Consulate General of the Socialist Republic of Vietnam. However, additional outreach is being performed to determine if there is an interest in providing direct services in Milpitas.

If this item is prioritized by the Mayor and City Council, staff will continue conversations with the Philippine Consulate General’s office, in addition to any other consulates that may respond to our prior inquiries. Given the infrequency nature of the need, it is possible that staff could identify an alternative where the consulate is able to set up in a community center or senior center classroom on a temporary basis, as opposed to a more permanent (and costly) room renovation.

Council Clarification/Further Direction Requested
If the City Council prioritizes this request, staff would like to confirm if the City Council is supportive of staff exploring the option of a consulate temporarily setting up in a community center or senior center classroom given the infrequent nature of their potential use? If conversations result in the need for a more permanent space, staff would return to the Mayor and City Council with potential costs in a future budget process. Preliminarily it is expected that permanent renovations could cost approximately $100,000.

Other Considerations

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Attachment 2 – City Council Referral #06
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Category and Topic No. Topic: Requested by:

Projects and Programs
CC06
Appraise City Owned Parcels #2 and #3 Mayor Carmen Montano Lead Department/Office Supporting Department(s)/Office(s) Economic Development Engineering, Planning, and Housing Council Priority Areas Estimated Completion Date Estimated Cost Economic Development and
Job Growth, Neighborhoods
and Housing, and Governance
and Administration
TBD $68,0000
Funding Needed
$68,000
Description of Required Work Effort
At the December 7, 2021, meeting, the City Council directed staff to return for consideration on how to proceed on parcels #2 and #3 after the Milpitas Metro Specific Plan was adopted, which took place in February 2023.

At the April 18, 2023, City Council meeting, while considering the Agenda Item “Hold a Public Hearing and Adopt a Resolution Approving the Proposed 2024-2028 Capital Improvement Program,” Mayor Montano requested that staff appraise City-owned Parcels #2 and #3. Completion of an appraisal, including appropriate environmental assessments for Parcels #2 and #3 at 1452-1482 and 1452-1482 South Main Street, respectively, would take approximately 9 months and cost approximately $68,000.

Environmental assessments would include a Phase II soils and groundwater evaluation along with surveys of any potential Asbestos or Lead-Based Paint on the property. These additional environmental study costs are necessary in order to ensure that an accurate appraisal is performed.

The entire process is expected to take approximately 9 months once funding is identified. Funding may originate from the General Fund.

Status Update as of June 2023
No work on this appraisal has been performed, however a similar effort on Parcel #1 on Main Street has been performed and the status and process is included below for reference.

At the December 7, 2021, meeting, the City Council directed staff to proceed with the disposition of parcel #1. Disposition processes usually commence with appraisal services to determine the latest value of the subject property. The information that follows provides background on the appraisal process for parcel #1, which would be replicated for parcels #2 and #3 if the City Council desires. Staff retained Associated Right of Way Services, Inc. (AR/WS) to provide appraisal services to determine the market value for the proposed sale of Parcel #1 (1432-1446 South Main Street). The appraisal and report were completed in December 2022. The appraisal analyzed the highest and best use as currently improved, in the property’s as-is condition. AR/WS appraisers inspected the property, 413
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gathered pertinent information such as comparable land sales, market data research, and other data relevant to the valuation and analyzed the data to reach conclusions on the fair market value of the property. The appraisal report contains a description of the subject property, the property rights to be acquired, preliminary title report, a valuation conclusion for the property to be acquired and an estimate of just compensation. If the Mayor and City Council approve an appraisal to be performed on parcels #2 and #3, staff will enter into a contract with an appraiser such as AR/WS to commence the appraisal process

Another effort underway related to Parcels 2 and 3 on Main Street is the evaluation of a potential police substation. At the February 28, 2023, proposed 5-Year 2024-2028 Capital Improvement Program meeting, the City Council directed staff to proceed with a formal Police Department substation feasibility study. In this regard, a feasibility study for a potential Police Department substation located on City-owned parcels #2 and/or #3 is underway and is anticipated to be completed by December 2023. Work completed to date includes outreach to internal departments and drafts of conceptual layouts developed by SKA Architects. Staff is also exploring alternative locations for the Police Department substation within the Milpitas Metro Specific Plan area.

Parcels #2 and #3 are owned by the City of Milpitas and thus subject to the Surplus Land Act ((SLA).

The SLA is a “right of first refusal” law that requires all public agencies to offer surplus land for sale or lease to affordable housing developers before selling or leasing land to any other individual or entity.

Council Clarification/Further Direction Requested
Staff would like City Council clarification or direction on the following questions:

 Is the the appraisal intended to facilitate a sale or long-term ground lease of parcels #2 and/or #3?
 Should staff continue to evaluate a police substation at parcels #2 and/or #3 as a potential use in both the short and/or long term?

Other Considerations
Parcels #2 and #3 are zoned R4-Transit Oriented Development - Very High-Density Residential per the recently approved Milpitas Metro Plan Specific Plan. That includes 40-85 residential units per acre with a maximum height of 35-75 feet.

If the City Council is interested in the disposition of these two parcels, they are subject to the SLA. As described above, the SLA law requires that the City offer parcels #2 and #3 for sale or lease to affordable housing developers before selling or leasing these properties.

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Staff has recently executed a contract for property management services for parcels #2 and #3. There are currently five businesses operating on parcels #2 and #3 under month-to-month leases. As described above, staff is also conducting a feasibility study for a potential Police Department substation at these two parcels.

Another important consideration for the City Council is whether parcels #2 and #3 should be disposed while the City is simultaneously establishing the Strategic Property Acquisition Revenue (SPAR) fund for future land acquisition and revenue generation.

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Attachment 3
List of Completed, Postponed or Withdrawn Items
1 Add Green Bike Lanes Tran, Montano 9/17/2019 N/A Engineering Included in CIP 2 Adopt Resolution similar to County's re: xenophobia, discrimination Dominguez 4/21/2020 N/A CMO, CAO Added to the consent calendar and adopted Resolution on 5/5/2020 3 Agendize a Flag Raising for India Independence Day Tran 6/14/2022 Recreation Item added to 6/21/2022 Consent Calendar 4 Agendize an update to the Lobbyist Ordinance for the next meeting Chua 3/1/2022 City Attorney Discussed at 3/15 City Council Meeting; At the 3/15/2022 Council Meeting, City Attorney was directed to bring back a proposed ordinance amendment for further discussion; Council approved the ordinance on 6/7/2022
5 Amend Accessory Dwelling Units (ADU) ordinance to address unpermitted ADUs Chua 1/5/2021 Yes Building Safety & Housing, Planning
Safe ADU Legalization Program is launched on 3/24/2022, utilizing ARPA funding. No Ordinance amendment is necessary.
6 Amend Ordinance to remove affordable housing in-lieu fee Chua 12/15/2020 Yes Building Safety & Housing, CAO
Amended Affordable Housing Ordinance adopted on 2/1/2022. 7 Below Market Rate (BMR) units - process for selecting applicants Chua 10/19/2021 Yes Building Safety and Housing, CAO
Info Memo sent to Council on 1/14/2022 and 3/17/2022.
8 BMR Homes sub-lease option during COVID-19 Chua 1/19/2021 No CAO, Building & Housing
Info Memo sent on 4/26/2021
9 Bring back a conversation in the budget meeting to fund “walking beats” in the commercial and high crime areas
Dominguez 4/5/2022 Police At the 4/5/2022 City Council meeting, this item was discussed and there was direction from Councilmember Dominguez to work with the City Manager to find funding sources 10 Bring back update report & discuss status of playing fields for girls' softball in Milpitas Dominguez 10/20/2020 N/A CMO, Recreation Discussed on 02/11/2021, amended JUA for Russell approved on 6/15/2021 11 Celebrate Mexican Independence Day annually on September 16 Montano 6/2/2020 N/A Recreation Approved on consent 8/18/2020 12 City to highlight mental health resources on the website Dominguez 8/17/2021 Recreation Staff will issue an email this week (week of 7/25) 13 Community Theatre, perhaps with MUSD Nuñez, Phan 8/20/2019 N/A Recreation, CMO Discussed @ CIP Study Session on 4/14/2020; councilmembers asked outdoor amphitheater to be placed into the tail end of 5 year CIP 14 Community Workforce Agreement (PLA) Phan 2/18/2020 Yes CMO, CAO, Engineering
Council voted to remove this item from the list on 2/02/2021 per CM Phan's request
15 Consider "Old Town" Main St. revitalization, funding, economic dev., improve area Montano 12/15/2020 Yes CMO, Planning, Engineering, Finance
Council provided direction to move forward with revitalization efforts on May 11, 2021.

Staff is working on various items related to revitalization and have provided subsequent updates to the Council in October and to the Main Street Revitalization Subcommittee in September and November.
16 Consider adding state certification NEC for electrical work done in the City (safety) Dominguez 6/30/2020 N/A Building & Housing Not needed, staff is certified 17 Consider change in Commission structure, on term limits Tran 12/15/2020 N/A Recreation, CMO Completed on 1/19/2021 18 Consider change in term limits for Mayor + Councilmembers Montano 6/16/2020 City Attorney, City Manager
8/4/2020: Voted 3 -2 to pursue; 2/02/2021 to agendize for a future meeting; 3/16/2021 voted 3-1-1 to move forward. Scheduled for 3/15/2022; rescheduled for 4/05/2022; 4/05/2022 could gave direction to move forward with Councilmember term limits and discuss the Mayoral seat at a later date; Discussed at the 5/10/2022 budget meeting and had a consensus not want to move foward with a ballot measure for the Mayor term limit; Councilmember term limits scheduled for June 7; Scheduled for June 21 meeting
19 Consider Community Museum and Park on Main St. Phan 8/20/2019 N/A CMO To be considered as part of Specific Plan process 20 Consider expanding the Fee Waiver Policy eligibility to non-profit organizations outside of Milpitas but the events are specific to Milpitas residents Chua 3/15/2022 Recreation Council approved the policy revision at the June 21 2022 City Council meeting. 21 Consider funding to implement and create a homelessness encampment response team to be dispatched to encampment sites to address concerns, talked about creating a position to provide mental health assistance, and would like this to be brought back for discussion at the budget meeting
Dominguez 3/15/2022 City Manager, Public Safety,
Recreation, Public Works
Direction from Council to bring forward as part of FY 22-23 budget discussion; at the May 10 Budget Study Session Council did not direct to do any further work on this item. 22 Consider naming "Milpitas Hills" Dominguez 10/20/2020 Yes Econ. Dev. Deferred indefinitely on 2/02/2021; did not receive a majority vote from 2/02/2021 council meeting
23 Consider rescinding direction given on 1355 California Circle project and allow the project application to move forward without being tied to a specific plan (Original request was for item to be placed on November 2 agenda) Chua 10/19/2021 Planning, CAO Staff is working with the developer on options to move the project forward. 24 Consider satellite consular offices (post Covid) Montano 6/2/2020 Yes CMO Deferred indefinitely per VM Montano's request on 2/02/2021 council meeting 25 Create an “Incentive Corner,” which will be a sub-page with links to different freebies, grants, and incentives from the City and the regions, including the Water District and Silicon Valley Clean Energy
Chua 8/17/2021 No Information Technology,
Public Works
"Incentive Corner" webpage is live on the City's website. Banner posted on 3/28/2022. 26 Designate the California Oak Tree as the City’s official heritage tree Montano 2/1/2022 Recreation Council approved at the 6/7/2022 meeting. 27 Discuss a "safety first" or other event in lieu of National Night Out (per CAC) Phan 10/20/2020 Yes Building & Housing, Police Remove from the list per CM Phan's request on 2/02/2021 council meeting 28 Discuss budget reductions in next FY with input from residents, employees Nuñez 10/6/2020 N/A Finance, CMO On 10/20/2020, to 11/10, 11/17 29 Discuss having 4th of July parade Nuñez 2/18/2020 N/A Recreation No longer under discussion Group 4 – items that have been completed, deferred, or withdrawn

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Attachment 3
List of Completed, Postponed or Withdrawn Items
Group 4 – items that have been completed, deferred, or withdrawn 30 Discuss potential litigation - re: govts' action on Jamboree-Project Homekey Tran 10/6/2020 N/A Building & Housing, CMO, CAO
Multiple Closed Sessions - Oct. 2020
31 Discussion in the next fiscal year, to have a sliding scale permitting program for seniors and low- income residence for necessary safety renovations
Tran 5/4/2021 Building Safety & Housing,
Planning
8/09/2021 Council voted 5-0 to move this item forward and modify the existing Milpitas Assistance Program to include seniors; MAP continues to be available for low income seniors and sufficient funding was budgeted for FY 2022-23.
32 Discussion of campaign finance reform and/or Open Government Ordinance Phan 6/30/2020 N/A City Clerk, CAO Withdrawn @ 8/4/2020 CC meeting 33 Discussion of Minute Man as City's image, when City branding comes back Phan 8/18/2020 N/A CMO Staff and consultant presented the item on 5/4/2021, due to the late hour it was deferred to a future meeting. Council provided input that the Minute Man discussion will not be pursued further.
34 Discussion on possible tax measures Tran, Phan 4/21/2020 N/A Finance Done on 5/15/2020 35 Discussion to reduce the City’s Senior Center facilities deposit Montano 5/4/2021 Recreation, Finance 8/09/2021 Council voted 5-0 to refer this item as part of the development of the FY 2022-23 Master Fee Schedule; Council approved the item on 4/19 as part of the adoption of the Master Fee Schedule
36 Discussion/staff report on Beautify Milpitas, graffiti abatement, resources
Montano 6/30/2020 Yes CMO, PW City Council approved the Beautify Milpitas program on June 1, 2021 37 Donate old, obsolete, noncompliance items from the Fire Department to Sister City Dagupan Philippines
Chua 8/9/2021 Yes Fire, CAO, Finance Council approved the resolution for donations of personal protective equipment on March 1, 2022 and staff implemented the program by the end of March. 38 Economic Development Corporation (EDC) Montano 12/15/2020, 01/05/2021,
01/19/2021,
01/26/2021
Yes CMO, Econ. Dev. Deferred on 4/20/2021
39 Emergency item for next agenda: extend tenant eviction protections Dominguez 6/16/2020 N/A Building & Housing, CAO Withdrawn, covered by other govt 40 Emergency request to cap rents on small businesses (tenants) in Milpitas Dominguez 10/6/2020 N/A Econ. Dev., CAO On 12/01/20. Not supported 41 Establish "ADU Mondays" Chua 1/5/2021 No Building & Housing, Planning
Launched in March 2021
42 Establish a Day Worker Program Montano 6/16/2020 Yes CMO Mayor & Vice Mayor to brainstorm in future; Council voted to remove this item from the list on 2/02/2021 per VM Montano's request
43 Establish Milpitas coronavirus testing site Phan 4/7/2020 N/A FCMO, Fire, CAO Completed 44 Expedite process for Measure F Oversight Committee Chua 12/15/2020 N/A Finance Staff explained planned process, appts. were approved by Council in March 2021 45 Explore a lease for the vacant land adjacent to the Library for City use Tran 1/18/2022 City Manager, Economic Development, City
Attorney
February 2023 update: At the January 31, 2023 City Council Budget Study Session staff was directed to drop this item from the priority list.

Prior Updates: Discussed at Spring Quarterly City Council Workplan Items Prioritization Discussion; Approved to move forward at the 5/03/2022 meeting. 46 Explore increasing the Conferences/Meetings/Memberships allowance for each Councilmember to $10,000
Chua 5/17/2022 City Manager On 6/07/22, City Council did not approve increasing the allowance as part of the adoption of the FY 2022-23 Budget; however, Council provided direction to review funding need as part of the FY 2022-23 mid-year budget review.
47 Extend the outdoor dining options through March of next year Phan 9/21/2021 No Planning Planning Director to provide information on current outdoor dining extension 48 Fee waiver for the Chamber of Commerce for either the Oktoberfest or Arts and wine Festival
Montano 3/1/2022 Yes Recreation Staff reached out to the Chamber of Commerce. The Chamber may seek a fee waiver next fiscal year.
49 Fee waiver for the Christian Worship Center's Easter Egg Hunt event Tran 3/1/2022 Recreation The City Council approved a fee waiver for this event on April 5, 2022. 50 Fee waiver for the Filipino American South Bay Community to hold pop-up resource fair at a City Park
Dominguez 3/1/2022 Recreation Staff engaged organizers of the event; event was held on June 19; organizers did not request a fee waiver.
51 Fee waiver for the Kiwanis Annual Crab Feed event Tran 3/1/2022 Recreation Approved at the 3/15/2022 Council Meeting 52 Form "Beautify Milpitas" subcommittee - for a future Task Force or Commission Chua 12/15/2020 Yes CMO, PW Council approved the Beautify Milpitas program on June 1, 2021. No subcommittee to be formed.
53 Form a Historical Commission Montano 6/2/2020 N/A Recreation, CMO Already part of PRCRC. Commission discussed on 01-05- 2021, no change 54 Form a Homelessness Task Force Tran 12/15/2020 N/A CMO Approved by Council on 1/5/21 55 Guide small businesses on ADA (Americans with Disabilities Act) requirements due to the quick changes made to facilities during the pandemic Chua 8/5/2021 No Economic Development SVEDA/SV Joint Venture hosted the “SV Small Businesses & ADA Compliance” webinar on 11/3/21. Several Milpitas business reps, & staff from Econ. Dev. & Building participated. Staff met with reps from CA Comm. on Disability Access to discuss business education & outreach.
56 Host a Townhall at City Hall in January, February, and March for the community to share comments about the issue of the unhoused
Tran 11/2/2021 Yes CMO, CAO, Police, Public
Works
Deferred by Mayor Tran because of public health status
57 Illegal dumping Phan 10/5/2021 Yes Public Works Info Memo sent to Council on 2/25/2022 58 Incorporate a Press Release Policy (if there is an existing policy) in the City Council Handbook
Tran 8/17/2021 Yes CMO, CAO The City Council Handbook was adopted at the Jan. 11, 2022 City Council meeting.

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Attachment 3
List of Completed, Postponed or Withdrawn Items
Group 4 – items that have been completed, deferred, or withdrawn 59 Increase number of commission members from seven to nine on the Parks, Recreation and Cultural Resources Commission
Montano 10/5/2021 Yes CMO, Recreation, City
Clerk
Council approved Bylaw changes at the April 19 Council meeting 60 Increase the City's rebate program to match
Valley Water's two dollars rebate increase and look into expanding the "Lawn Buster" program to more residents based on income
Chua 6/15/2021 Yes Public Works On October 19, 2021, the Council approved a contract amendment with the Santa Clara Valley Water District (District) to match the District's rebate amount and to authorize the City to manage the "Lawn Buster" program with "Our City Forest" on behalf of the District. On December 14, 2021, Council approved a contract with "Our City Forest." 61 Increase the number of local businesses doing business with the City Chua 4/6/2021 Yes CMO, Economic Development, Finance
At 8/9/2021 Council meeting, Council voted that this item may have to come back for additional discussion because there may be some legal considerations. 62 Info. on new SB 50 (housing, transit bill) Phan 1/7/2020 N/A Building & Housing Sent memo to City Council 63 Job fair with 20 local businesses to be held soon and an additional one in the fall with the Chamber taking a larger role and the City providing some support Chua 6/1/2021 Yes Economic Development
64 Letter from City Council opposing AB 2181 (Berman) regarding VTA's Board Composition Tran 6/7/2022 City Manager Per the email sent to Council on 6/17/2022, consistent with the Council approved Legislative Advocacy Policy, Mayor Tran signed a letter opposing the legislation unless amended. 65 List of city charges/costs that could be waived for small businesses Dominguez 6/16/2020 N/A Finance, Econ. Dev. 6/30/2020 info memo 66 Local Boy Scouts Fee Waiver for Eagle Scout Ceremony Tran 6/7/2022 Recreation Fee waiver was approved on September 20, 2022. 67 Look into allowing outdoor music and would like the ordinance brought back to Council. Montano 8/5/2021 Planning Zoning Ordinance Text Amendment adopted 08/16/2022 68 Look into how the City can be a resource for small businesses to help guide them on what to do in terms of ADA (Americans with Disabilities Act) requirements due to the quick changes made to facilities during the pandemic
Chua 8/5/2021 Economic Development SVEDA/SV Joint Venture hosted the “SV Small Businesses & ADA Compliance” webinar on 11/3/21. Several Milpitas business reps, & staff from Econ. Dev. & Building participated. Staff met with reps from CA Comm. on Disability Access to discuss business education & outreach. 69 Look into reducing rates for the seniors and low-income families for Sports Center activities
Montano 2/1/2022 Yes Recreation, Finance The FY2021-22 Adopted Fee Schedule includes discounted membership and fitness passes for Seniors; low-income families can apply for membership and fitness pass discounts through the Milpitas Assistance Program
70 Maintain Dagupan, P.I. as a Sister City Tran, Montano 9/17/2019 N/A CMO Approved the renewed MOU continuing the Sister City relationship on 12/17/2019 71 Mayor shall recommend a Milpitas resident to serve on VTA Bike Committee Dominguez 11/17/2020 N/A Engineering 12/15/20: resident Kristal Caidoy appointed to VTA BPAC 72 Memorialize those that have passed due to COVID-19 in Milpitas Dominguez 3/2/2021 Yes CMO, Recreation At 8/9/2021, Council provided input that COVID-19 had not yet passed and that the discussion about a memorial should be had at a future time. 73 Mini-libraries in the low-income areas of the City Montano 4/20/2021 Yes Planning, Recreation Discussed on 8/9/2021, staff to follow up with Vice Mayor Montano on specific vision.

Staff met with the Vice Mayor. The City will continue to facilitate libraries as needed but will not take a lead role in funding or operating them. 74 No on possible ban on vaping, yes on restricting smoking in multi-unit bldgs Montano 1/7/2020 Yes Planning, Recreation, CAO Ordinance for multi-unit buildings adopted on 6/15/2021 75 Opportunity to share ideas for US census & on City "sponsored" events Dominguez 9/1/2020 N/A CMO 12/01: remove census topic, move events to CC retreat 2021; at 1/12 retreat Council direction to cease
76 Ordinance to ban vaping in the City Montano 12/15/2020 Planning Study session with Council held 6/21/2022. Tobacco Retail Permitting program has been drafted, but there are unresolved issues with enforcement by Santa Clara County. 77 Outreach to notify the community of the trash voucher program Chua 9/7/2021 No Public Works Staff provided an Information Memorandum regarding the pilot program on April 6, 2022.
78 Parade for MHS Trojans Football Tran, City Manager 1/21/2020 N/A Council Completed 1/28/2020 79 Partner with the Rotary Club of Silicon Andhra to promote the stem cell donor outreach with a webinar and campaign to help increase the number of donors Chua 8/17/2021 Recreation Staff will include the stem cell donor information in regularly scheduled wellness event 80 Performance Evaluation (Contract) of City Attorney Tran 1/5/2021 N/A Council, CAO Multiple Council closed session discussions held. Council voted to move to a full time in- house City Attorney on 6/21, additional direction on next steps to be provided to staff in August.
81 PG&E power outage plan presentation to Council Tran 1/19/2021 No CMO Presented to Council on 3/16/2021 82 Plan to put utility fines into a fund to help small businesses in the City Montano 12/15/2020 N/A Finance Directed staff on 2/02/2021 to approve policy recommendations temporarily suspending penalties for delinquent fire permit fees, and delay or waive business lic. tax collections but no direction to create a separate fund. On 2/16/2021 Council approved waiving business license penalty between Jan 1 - May 31, 2021. Also, the utility late fee and water shut off have been suspended consistent with State Emergency Order (through Sept 31, 2021). Also, Council allocated ARPA funds to assist small businesses. 83 Policy for Proclamations and Commendations Nuñez, Phan 8/20/2019 N/A CMO Withdrawn 6/2/2020 84 Policy for Social Media Nuñez, Phan 8/20/2019 N/A CMO, CAO Withdrawn 6/2/2020; policy already approved by Council

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Item # 20.

Attachment 3
List of Completed, Postponed or Withdrawn Items
Group 4 – items that have been completed, deferred, or withdrawn 85 Pollination protection Dominguez 1/5/2021 Yes CMO Deferred on 2/02/2021; did not receive a majority vote on 2/02/2021 council meeting 86 Postponement (not waiver) of penalties related to City business fees Tran 1/5/2021 N/A Finance On 2/16/2021 Council approved waiving penalties until May 31. The suspension of penalties is now no longer in effect.
87 Prepare a report on ghost guns; engage in legislative advocacy regarding ghost guns; and incentivize ghost gun buybacks at the May buyback event.

Dominguez
Tran
4/5/2022 Police An Information Memorandum was distributed on August 12, 2022. 88 Prepare Vision Zero Action Plan Tran 6/7/2022 Engineering, Police February 2023 update: At the January 31, 2023 City Council budget hearing, the City Council supported staff's recommendation to drop this item from the priority list due to the expense of the study as well as the fact that many traffic safety initiatives and projects are already underway in the City of Milpitas.
89 Proclaim Saturday, March 19, 2022 as Chez the Ice Cream Man Appreciation Day Tran 3/1/2022 No City Clerk Proclaimed at the 3/15/2022 Council Meeting 90 Proclamation and support for face coverings Montano 4/7/2020 N/A CMO, CAO 4/21/2020. CC directed City Manager to issue regs 91 Propose building height limits in area east of Milpitas Blvd. Tran 12/15/2020 Yes Planning City Council adopted Zoning Ordinance amendment to limit bldg heights in commercial areas adjacent to low-density residential area, including east of Milpitas Blvd. on 10/04/2022.
92 Provide Commissioners appreciation gifts Chua 10/19/2021 Yes CMO, Finance Staff placed the order of fleece jackets the week of March 14th. Depending on the stock, the appreciation gifts will be distributed during the first two weeks in April 2022. 93 Read "Code of Conduct" aloud prior to each City Council meeting Montano 6/2/2020 N/A CAO Approved 8/18/2020. City Attorney began this practice 9/01/20 94 Reduce the City’s Senior Center facilities deposit for the Auditorium/Community Room Montano 5/4/2021 Yes Recreation, Finance Council approved the reduction of the facilities deposit as part of the adoption of the FY 2022-23 Master Fee Schedule Resolution. Will be brought forward on 4/19 as part of Master Fee Schedule discussion.
95 Reduce the park rental fees for the Samuel Ayer High School reunion Montano 2/1/2022 No Recreation Approved at 3/15/2022 Council meeting. Info Memo on City Council Policy on Fee Waivers & Reductions was sent out on 3/8/2022
96 Rename Augustine Park to include "Sunnyhills" Tran, Montano 9/17/2019 N/A Recreation Approved on 2/4/2020 97 Rename portion of Dixon Landing Rd., as Barack Obama Boulevard Nuñez, Phan 8/20/2019 N/A Planning, CMO Deferred indefinitely 98 Report from staff on 2nd federal stimulus package - action plan on funds Chua 12/15/2020 N/A CMO, Finance Info Memo sent to Council on 12/23/2020 99 Report on parking in The Pines Nuñez 1/7/2020 N/A Engineering 2/18/2020 100 Report on speed cameras like Fremont (radar displays) - no enforcement Phan 1/7/2020 N/A Police 1/28/2020, 3/24/2020, 4/14/2020 101 Request for Dumpster Days Tran 1/7/2020 N/A PW Program initiated in Spring 2021 102 Requested a meeting for the subcommittee for the Old Town Main Street be scheduled next month
Montano 1/18/2022 No CMO The Subcommittee meeting was hed on April 12 at 4:30pm. 103 Requested an agenda item on November 2 Council meeting allowing the Council to rescind direction given to 1355 California Circle and include direction to allow the project application to move forward without being tied to a specific plan
Chua 10/19/2021 Planning At the 1/18/2022 council meeting, Council voted 4-1 to rescind the direction and direct staff and the application to explore option one in the presentation to amend the General Plan and remove Council policy for the preparation of a Specific Plan 104 Requested discussion and for staff to look at creating a pilot project to accommodate pickleball at Peter Gill Park and would like a feasibility study with a goal of making these courts multi-purpose
Chua 11/16/2021
1/18/2022
Yes CMO, Recreation,
Engineering, Public Works
City Council approved the pilot on 3/15/2022
105 Requested staff work with the Vice Mayor and Mayor to explore and discuss building height limits near the hillside by January 2022
Tran 9/21/2021 Planning Second reading of draft Zoning Ordinance scheduled for 08/16/2022 106 Requested that staff study the placement of a City sign for the Milpitas Police Department and explore the cost of a new sign
Dominguez 1/18/2022 Public Works, Police Lighted signage for the Police Department and Public Works and IT was installed and completed the week of January 24th 2023. Landscaping was completed in the Summer of 2022. This item is completed.
107 Requested that the City have mini-libraries in the low-income areas of the City. Montano 4/20/2021 Planning 8/09/2021 Council voted 3-1-1 to move this item forward, staff to follow up with Vice Mayor Montano on specific vision. Staff met with the Vice Mayor. The City will continue to facilitate libraries as needed but will not take a lead role in funding or operating them.
108 Requested the City Attorney’s office explore encampment ordinances form the City of Oakland, Los Angeles, or other regional cities and would like a discussion on the existing policies to be brought back before the July recess.

Tran 2/15/2022 City Attorney 4/19/2022 direct the City Attorney to make the recommended changes to the Municipal Code to remove and prohibit property in public; the City Attorney will bring forward an ordinance in September 2022.
109 Requested the City create a youth scholarship fund for under privileged kids to play sports
Montano 5/17/2022 Recreation As part of the adoption of the FY 2022-23 Budget, the City Council allocated $20,000 for this program. Staff will bring forward a policy framework for this program for Council approval in September 2022.
110 Requested the City extend the outdoor dining options through March of next year Phan 9/21/2021 Planning Emergency Outdoor Dining program extended. Draft zoning ordinane with standards for permanent outdoor dining prepared and now under review. Planning expects bring forward draft ordinance for PC and Council consideration before the end of 2022. 111 Require implicit bias training for City Council, Commissioners & staff Dominguez 6/16/2020 N/A Human Resources This item has been completed. The training was held on January 7, 2022 (for City Council) and various dates for staff. Training information was also sent to all Commissioners.

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Attachment 3
List of Completed, Postponed or Withdrawn Items
Group 4 – items that have been completed, deferred, or withdrawn 112 Resolution in support of elimination of discrimination v. women Dominguez 1/7/2020 N/A CMO, CAO 5/19/2020 Reso. Adopted 8/04/2020 Ord. adopted

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Item # 20.

Milpitas City CouncilJune 20, 2023

Milpitas City Council
June 20, 2023