Milpitas City Council
May 14, 2024

by the end of 2023, with minor enhancements at Selwyn Park to be concluded at the end of April 2024.

For Phase 2, Council awarded a construction contract on April 2, 2024 for park improvements to Ben Rogers, Foothill, Hidden Lake, Murphy, Oliver Jones, Parc Metro West, Robert E. Browne, Sandalwood, Sinnott, Strickroth, Starlite, Sunnyhills Albert Augustine Jr. Memorial, and Tom Evatt. The Phase 2 focuses on ADA compliance if feasible, replacing aging site furnishings, improving and repairing picnic areas and pathways, enhancing fitness station and playground areas, and upgrading restroom fixtures to comply with current 2022 Building Codes.

16. Rehabilitation of Public Safety Facilities
This project supplements the replacement of the modular building at Fire Station No. 1 that has reached its useful service life. The modular building is being used as the City’s Office of Emergency Services (OES) and for training. The modular building selection is expected to be completed by Summer 2024, with complete installation by late 2025.

17. Mobile Emergency Operation Center (MEOC)
This allocation provided partial funding for the purchase of a Mobile Emergency Operations Center (MEOC) to be used by the Police and Fire Department during extended incidents and field deployments. This vehicle will provide a safe operational environment for staff to plan and coordinate resources during a major incident. This vehicle provides a safe operational environment for staff to plan and coordinate resources during a major incident. The MEOC will also the City to provide continuous and uninterrupted 9-1-1 service to the community in the event the primary system fails. The vehicle was delivered the first week of February 2024.

18. Public Safety Staffing (Police and Fire)
This program funded two police officers to restore pre-pandemic staffing levels. Four firefighter- paramedic positions were also funded which enabled the Fire Department to deploy an ambulance in FY 2022-23.

19. Fire Department Equipment
The addition of the new fire pumper truck will substantially improve the reliability of the reserve fleet. The oldest fire pumper trunk will be removed from the reserve, thereby maintaining three reserve pumpers. By adding a new fire pumper truck to the fleet in front line status, the useful life of the two existing front-line apparatuses will be extended. This purchase is in progress with the projected build date of mid-2024, and deployment likely in 2025.

20. Implementation of Emergency Management Program Plan (EMP) This funding will partially pay for the high priority Emergency Management Program (EMP) Assessment Study. The Milpitas Fire Department Office of Emergency Management (OEM) coordinates the City’s preparedness efforts to mitigate against, plan for, respond to and recover from natural and technological disasters. Department directors and City Manager’s Office final reviews are currently underway with an estimated final completion in the next few months. The next step is to begin the process of integrating the annexes into the current City Emergency Operations Plan.

21. Catalytic Converter
This limited term, completed program provided funding for various catalytic converter programs to provide economic support to local businesses and enhance public safety. Residents receive a $400 voucher to use at participating businesses to have protected plates or rebar installed on their vehicle to prevent theft of their catalytic converter. A total of 148 residents participated and seven businesses were supported.

Financial Information
City of Milpitas 83

22. HR Information System
This funding enables the City to implement a new HR Information System (HRIS). Currently, the City relies on an outdated 26-year-old financial management system with limited human resources functionality While the City implemented multiple upgrades throughout the years, the current system is obsolete, resulting in: (1) paper-intensive, manual procedures, (2) higher risks of error, (3) insufficient information for informed labor relations/management, and (4) insufficient reporting for fiscal management and transparency. This new system will address many of the current system deficiencies. On December 12, 2023, Council approved a five-year Software as a Service (SaaS) agreement with Tyler Technologies for the Human Resources Information System (HRIS). In January 2024, the project officially commenced. Staff established a project team and is in the beginning stages for engaging with Tyler Technologies. The target “go live” date is January 2026 for the human resources core functionalities.

23. Cybersecurity and Training
This funding will assist the City in addressing cyber threats. The City procured several cybersecurity protection systems and continued with the employee security training program.

The hardware for the remaining project has been delivered and is expected to be implemented in March 2024. All funding has been encumbered.

24. Technology Improvements
This project supports general technology improvements, including but not limited to: (1) addressing outdated and vulnerable systems, (2) improving security, (3) implementing additional infrastructure necessary to better support the City’s remote workforce, and (4) supporting hybrid public meeting requirements. The City completed two rounds of end-user equipment replacements, increased data backup storage capacity, and completed network documentation and security assessment. The remaining funds will be used to make 9-1-1 dispatch system improvements and to replace the City’s aging Wi-Fi wireless infrastructure. All funding is expected to be encumbered by June 2024.

25. Procurement, Monitoring and Compliance
This allocation represents 2.1% of the total Milpitas ARPA allocation and will help ensure compliance with the complex procurement, monitoring and compliance requirements imposed by the U.S Treasury.

Financial Information
84 City of Milpitas

City Council
Mayor: Carmen Montano
Mission Statement Description
The City Council serves as the informed,
legislative governing body of the City on all
issues, provides guidance in assessing the
needs of the community and policy direction
for the development of programs and provision
of services to the Milpitas community.

The City has a Council/Manager
form of government. The Council
sets policy and approves the
budget, contracts, and programs.

Budget Narrative and Summary
City of Milpitas • City Council 85

Services
• Serves as governing body of the City.
• Provides legislative direction to the City.
• Promulgates policies for provision of services and
direction for the City.
• Enacts ordinances and resolutions necessary for
governing the affairs of the City.
• Adopts the Annual Operating Budget and Five-Year
Capital Improvement Program.
• Serves as City Representatives at public events and
functions.

Council Priority Areas
Community Wellness
and Open Space
Economic
Development and
Job Growth
Environment
Governance and
Administration
Neighborhoods
and Housing
Public Safety
Transportation
and Transit
Budget Narrative and Summary
86 City of Milpitas • City Council

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Accomplishments

1. Successful Appointment of City Manager P

2. Approved priority setting policy for key new
initiatives P P P P P P P

3. Leveraged ARPA funding to Assist Milpitas
Residents and Businesses P P P P P

4. FY2023-24 Budget Adoption P P P P P P P

5. FY2023-28 CIP Budget Adoption P P P P P P
Initiatives

1. Assist Small Business P P P

2. Continue to invest American Rescue Plan Act
funds strategically P P P P P P P

3. Advocate for Federal and State legislation
and funding to benefit the residents of
Milpitas P P P P P P

4. Continue to support policies and programs
that promote equity, inclusion and diversity P P P P P P P

5. Spur economic development and job growth
through City policies and programs P P P P P P P
Budget Narrative and Summary
City of Milpitas • City Council 87

Budget Summary

PERSONNEL SERVICES
4111 Permanent Salaries $57,387 $57,882 $58,688 $58,688 $0 0.0 % 4112 Temporary Salaries 3,295 9,399 144,728 144,728 0 0.0 % 4121 Allowances 37,560 37,602 38,700 37,560 (1,140) (2.9) % 4131 PERS 16,500 14,991 15,133 15,656 523 3.5 %
4132 Group Insurance 83,477 104,555 114,444 122,868 8,424 7.4 % 4133 Medicare 1,422 1,535 3,511 3,495 (16) (0.5) %
4135 Worker's Compensation 2,438 2,392 1,017 1,018 1 0.1 % 4139 PARS 47 162 2,171 2,171 0 0.0 %
4146 Short Term Disability 0 0 1,200 336 (864) (72.0) % 4161 Retiree Medical Reserve 268 562 458 458 0 0.0 %
sub-total 202,394 229,080 380,050 386,978 6,928 1.8 %

SUPPLIES AND CONTRACTUAL SERVICES
4200 Community Promotion,Grant/
Loan 12,626 20,466 37,500 44,500 7,000 18.7 %
4220 Supplies 1,003 2,483 11,000 11,000 0 0.0 %
4230 Services 10,158 883 35,000 23,500 (11,500) (32.9) % 4500 Training, Travel, &
Memberships 81,655 89,603 148,900 153,400 4,500 3.0 %
4520 Commissions & Boards 132 1,081 12,000 12,000 0 0.0 % sub-total 105,574 114,516 244,400 244,400 0 0.0 %
TOTAL $307,968 $343,596 $624,450 $631,384 $6,928 1.1 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Staffing*
City Council 4.00 4.00 4.00 4.00 0.00
Mayor 1.00 1.00 1.00 1.00 0.00
Total Positions 5.00 5.00 5.00 5.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
*Funding for 5 interns (2.5 Temporary FTEs) included in the City Council budget.

Budget Narrative and Summary
88 City of Milpitas • City Council

Expenditures by Category
Personnel Services
$386,978

61.3%
Supplies and Contractual Services
$244,400

38.7%
Budget Reconciliation
PRIOR YEAR BUDGET 5.00 $624,450 $0 $624,450
Adjustments to Costs of Ongoing Activities
Salary and Benefits 6,928 6,928
Adjustments to Costs of Ongoing Activities 0.00 6,928 0 6,928 Total FY 2024-25 Budget 5.00 $631,378 $0 $631,378
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures

Budget Narrative and Summary
City of Milpitas • City Council 89

Budget Narrative and Summary
90 City of Milpitas • City Council

City Manager
City Manager: Ned Thomas
Mission Statement Description
The City Manager’s Office oversees
day-to-day operations of the City,
consistent with Council policy and
direction, and provides executive
leadership and professional
management to the organization.

This office establishes a high standard of ethics, open communication, transparency, and professionalism for
the organization and seeks to ensure the highest level
of efficient and effective administration in accordance with the general policy guidelines of the City Council.

This office receives requests from residents, business
owners, and Council members and recommends
strategies and solutions for Council consideration.

Budget Narrative and Summary
City of Milpitas • City Manager 91

Services
• Provides professional expertise and support to the
City Council in formulation, interpretation and
application of public policy to achieve community
goals and objectives.
• Implements the City Council approved policies.
• Ensures the delivery of services to the Milpitas
community in an effective and efficient manner.
• Administers the operations of City government.
• Advances organizational vision, determines
organizational accountability, goals, and
organizational capacity.
• Provides strong leadership and ensures timely
dissemination of critical information to the
community during times of emergency.
• Coordinates with all City departments to prepare
and submit for adoption a balanced budget that
identifies all the anticipated revenues and
expenditures.
• Communicates with the City’s diverse community
about services, programs, and policies.
• Responds to inquiries from Milpitas residents and
businesses, external agencies, customers, and
other interested parties.
• Follows legislative activities of federal, state,
regional and local political bodies and keeps
Council apprised of the potential impact to
the City.

Budget Narrative and Summary
92 City of Milpitas • City Manager

City Manager
Budget Narrative and Summary
City of Milpitas • City Manager 93

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Accomplishments

1. Proposed a Balanced FY 2024-2025 Budget P P P P P P P

2. Reorganized the City Manager’s Office for
greater efficiency in responding to requests
from the Council and the community P

3. Merged the Public Works Dept and
Engineering Dept for greater efficiency in
delivering essential services P

4. Completed Executive Appointments for a
New Human Resources Director and Finance
Director P

5. Established the 1000 Hillview Stakeholders’
Group to address neighborhood concerns P P

6. Supported the Launch of a Microenterprise
Assistance Program P P

7. Secured $2.1Million in Federal and State
Earmark Funds for Milpitas SMART and Main
Street Revitalization P P P

8. Won Top Prize for Best Marketing Campaign
of the Milpitas SMART Program P P P
Budget Narrative and Summary
94 City of Milpitas • City Manager

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Initiatives

1. Realign Departments for Organizational
Efficiency and Effectiveness P P P

2. Address Affordable Housing & Homelessness P P

3. Economic Development Strategy
Implementation P

4. Communications Strategy Implementation P

5. Senior Discount Program Policy Review and
Analysis P P
Budget Narrative and Summary
City of Milpitas • City Manager 95

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goal
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Residents that are satisfied or very satisfied
with the quality of City services
79% 80% 80% 83% 83%
Residents contacting the City who say they
are satisfied or very satisfied with the
timeliness, courtesy and competency of City
employees
77% 78% 83% 78% 80%
Employees who feel their work is valued by
the City*
67% 58% N/A 70% 75%
Employees who feel safe at work
85% 81% N/A 90% 90%
Employees receiving timely annual
performance appraisals
N/A 70% 85% 85% 90%
ACTIVITY AND WORKLOAD DATA Strategic
Goal
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
City Council agenda items
503 469 385 450 450
Information Memos published
64 30 23 35 30
City Manager Bi-Weekly Reports
(Milpitas Matters)
15 19 15 19 15
Press Releases
22 20 18 15 20
Communications to all employees
(emails, newsletters, town hall meetings)
74 103 80 95 90
*Employee survey is only conducted every two years
Budget Narrative and Summary
96 City of Milpitas • City Manager

Budget Summary

PERSONNEL SERVICES
4111 Permanent Salaries $1,211,055 $1,162,877 $1,314,527 $979,777 ($334,750) (25.5) % 4112 Temporary Salaries 22,609 33,244 39,956 154,356 114,400 286.3 % 4113 Overtime 263 70 0 0 0 0.0 %
4121 Allowances 22,592 23,538 26,400 13,201 (13,199) (50.0) % 4124 Leave Cashout 149,672 201,287 0 0 0 0.0 %
4131 PERS 396,751 367,041 416,163 379,392 (36,771) (8.8) % 4132 Group Insurance 89,018 100,437 133,500 154,992 21,492 16.1 % 4133 Medicare 20,659 20,771 20,292 16,894 (3,398) (16.7) % 4135 Worker's Compensation (907) 1,629 6,849 5,749 (1,100) (16.1) % 4138 Deferred Comp-Employer 37,092 35,694 39,389 4,503 (34,886) (88.6) % 4139 PARS 337 451 878 878 0 0.0 %
4146 Short Term Disability 0 0 1,649 420 (1,229) (74.5) % 4161 Retiree Medical Reserve 8,008 12,214 10,637 8,022 (2,615) (24.6) % sub-total 1,957,149 1,959,253 2,010,240 1,718,184 (292,056) (14.5) %

SUPPLIES AND CONTRACTUAL SERVICES
4200 Community Promotion,Grant/
Loan 14,493 1,933 50,000 55,000 5,000 10.0 %
4210 Department Allocations 0 0 0 0 0 0.0 %
4220 Supplies 11,224 17,252 15,000 15,000 0 0.0 %
4230 Services 146,251 245,719 360,000 447,500 87,500 24.3 % 4500 Training, Travel, &
Memberships 18,817 33,916 36,100 47,300 11,200 31.0 %
sub-total 190,785 298,820 461,100 564,800 103,700 22.5 % TOTAL $2,147,934 $2,258,073 $2,471,340 $2,282,986 ($188,356) (7.6) % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
City of Milpitas • City Manager 97

Staffing
Assistant City Manager 1.00 1.00 1.00 1.00 0.00
City Manager 1.00 1.00 1.00 1.00 0.00
Deputy City Manager 1.00 1.00 1.00 0.00 (1.00)
Office Assistant II 0.50 0.50 0.00 0.00 0.00
Office Specialist 0.00 0.00 1.00 1.00 0.00
Public Information Officer 1.00 1.00 1.00 1.00 0.00
Senior Executive Assistant 1.00 1.00 1.00 1.00 0.00
Total Positions 5.50 5.50 6.00 5.00 (1.00)
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Adopted
FY 2025
Change
Expenditures by Category
Personnel Services
$1,718,184

75.3%
Supplies and Contractual Services
$564,800

24.7%
Budget Narrative and Summary
98 City of Milpitas • City Manager

Budget Reconciliation
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
PRIOR YEAR BUDGET 6.00 $2,380,310 $91,033 $2,471,343
Adjustments to Costs of Ongoing Activities
Salary and Benefits (73,658) (4,293) (77,951)
Non-Personnel Expenditure Alignment to
Historical Trend 23,700 23,700
Adjustments to Costs of Ongoing Activities 0.00 (49,958) (4,293) (54,251) Total FY 2024-25 Base Budget 6.00 $2,330,352 $86,740 $2,417,092 Service Level Changes
City Manager's Office Realignment (1.00) (214,108) (214,108) Senior Discount Community Survey (One-Time) 30,000 30,000 Grant Consultant Annual Services 50,000 50,000
Total Service Level Changes (1.00) (134,108) 0 (134,108) Total FY 2024-25 Budget 5.00 $2,196,244 $86,740 $2,282,984 Budget Narrative and Summary
City of Milpitas • City Manager 99

Service Level Changes
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures

1. Grant Consultant Annual Services $50,000 $0 $50,000
This action will fund $50,000 ongoing for consultant support for the City in identifying and seeking grant opportunities that match with the highest priority needs of our community. The consultant will coordinate closely with City Departments, review master plans, budgets and community priority surveys and work with city staff to target key grant opportunities for capital and operational needs.

Performance Results:

This contract will allow City staff to focus on grant opportunities that align most closely with the City’s priorities and resources.

Impact if funding is not approved
If this funding is not approved, staff will continue to seek grant opportunities on an individual and sporadic basis as time allows. However, staff will not have the capacity to strategically review all potential grant opportunities and leverage those that are most impactful to the Milpitas community.

2. Senior Discount Community Survey $30,000 $0 $30,000
This action will fund $30,000 one-time for a survey of local businesses to help determine options and alternatives for a potential citywide senior discount. In June 2023 the Mayor and City Council prioritized the review of a potential citywide senior discount for Milpitas residents. If a program is ultimately approved by the City Council additional funds will be required for program implementation.

Performance Results:

The survey is expected to be completed in the first quarter of Fiscal Year 2024-2025 and staff will bring the results of this survey to the Mayor and City Council in Fall 2024 for discussion and consideration of next steps.

Impact if funding is not approved
If this is not funded, staff will not have the capacity to receive feedback from the business community on a potential citywide senior discount program.

Budget Narrative and Summary
100 City of Milpitas • City Manager

3. City Manager’s Office Realignment (1.00) $(181,550) $0 $(181,550) This action realigns positions within the City Manager’s Office executive leadership to realize cost savings to support the City’s general fund forecast challenges on an ongoing basis. This realignment would result in defunding the Deputy City Manager position (-$370,025), reclassifying the Economic Development Director position to Director of Economic Development & Strategic Initiatives ($32,558), and creating a new temporary benefited Senior Special Projects Associate position ($155,917). Given economic realities, defunding the Deputy City Manager position will allow the City to re-evaluate the long-term need for this position in light of other city priorities. The significant level of work associated with the Deputy City Manager position will be distributed amongst the City Manager’s Office and executive leadership team staff. In particular, the Director of Economic Development & Strategic Initiatives will take over legislative activities and certain strategic policy work that is closely aligned with business attraction, revenue generation, and the City’s fiscal sustainability. In addition, the current, part-time Senior Special Projects Associate position would continue in an unbenefited role to assist with policy analysis of key City Council strategic initiatives such as, but not limited to, the Senior Discount program, American Rescue Plan Act funding, Charter City analysis, grant program and other priority initiatives.

Performance Results:

This proposal will result in cost savings to the General Fund while allowing certain limited policy analysis to continue. This proposal allows the City Manager’s Office to monitor legislative affairs and focus on strategic initiatives to enhance revenues and quality of life through economic and community development.

Impact if funding is not approved
If this proposal is not funded, the City would not realize the savings or service enhancements associated with this proposal.

4. Development Services Realignment $(323,326) $(109,897) $(433,223) This proposal action realigns the Building Safety, Code Enforcement and Housing functions into more appropriate work areas within the City as opposed to being combined into one department to provide for more efficient and effective service delivery to our customers on an ongoing basis. This action would result in the deletion of the Building Safety & Housing Department. With the exception of the Building Safety & Housing Director, all staff and budget from this department will be shifted as follows: (1) Building Safety staff and budget will be shifted to the City Manager’s Office in a new “Office of Building Safety;” (2) Housing staff and budget will be shifted to the City Manager’s Office in a new “Office of Housing;”; (3) Code Enforcement staff and budget will be shifted to the Planning Department.

Additionally, the following position changes will be made: (1) The vacant Building Safety & Housing (BSH) Director position will be deleted (-$288,940); (2) The Housing Authority Administrator position will be reclassified to Housing Official in recognition of the higher-level responsibility this position will have with the deletion of the BSH Director position ($38,414), and; (3) a vacant Building Inspector position (1.0 FTE) will be deleted due to decreased building inspection volume (-$182,697).

Budget Narrative and Summary
City of Milpitas • City Manager 101

Performance Results:

This proposal will result in cost savings to the General Fund and place staff in area of the organization more aligned with the services they provide to the public. This proposal will also provide an opportunity for the City Manager’s office to review and assess the services and needs of the Building Safety and Housing functions and provide support.

Impact if funding is not approved
If this proposal is not funded, the General Fund will not realize the significant savings, and staff will need to pursue recruitment for a new Building Safety & Housing Director to provide executive-level leadership over this critical function. Given the disparity between the functions in the department it would be challenging to identify the ideal candidate to refill this current position.

Total Service Level Changes (1.00) ($424,876) ($109,897) ($534,773) *Above proposals may have fiscal impacts in other functions as well.

Budget Narrative and Summary
102 City of Milpitas • City Manager

City Clerk
City Clerk: Suzanne Guzzetta
Mission Statement Description
The City Clerk works to ensure public trust in
government by maximizing public access to
government through administering democratic
processes, facilitating legislative processes, and
overseeing compliance activities in accordance with
legal requirements.

The City Clerk serves as the legislative
administrator, elections official, and records manager
for the City, while also serving as the Clerk of the
City Council and Secretary to the Milpitas Public
Financing Authority, Municipal Financing Authority
and Housing Authority. As the Office of Record, the
City Clerk is responsible for maintaining the official
record of council actions and execution of all
minutes, ordinances, and resolutions. The City Clerk
also ensures compliance with relevant laws aimed at
safeguarding democracy and public transparency
including the Ralph M. Brown Act, California
Elections Code, the Political Reform Act and Public
Records Act.

Budget Narrative and Summary
City of Milpitas • City Clerk 103

Services
• Prepares, edits, and publishes City Council agenda
and meeting minutes for all regular and special City
Council meetings.
• Ensures municipal records are readily available and
accessible to all and serve as main point of contact
for residents, City officials and staff, and other
governments.
• Complies with the Ralph M. Brown Act, the Public
Records Act, and the City's Open Government
Ordinance.
• Provides centralized records management, including
production and retention of all meeting agendas and
minutes of all City Council (and related entity)
meetings.
• Coordinates outreach and tracking of terms of
service and Mayor’s appointments to 12 City
Commissions and one Oversight Committee.
• Maintains codification of ordinances, i.e., ensuring
publication of Milpitas Municipal Code by vendor
Municipal Code Corporation.
• Administers municipal elections, including candidate
filing in November of even years, and receives
required campaign finance reports on semi-annual
basis.
• Receives and files annual Fair Political Practices
Commission Forms 700 / Statements of Economic
Interest for all designated employees,
Commissioners, and elected officials.
• Responsible for requests for rental of City Hall
facilities.
• Conducts Administrative Hearings, upon request, for
Parking Citations and other municipal code
violations.

Budget Narrative and Summary
104 City of Milpitas • City Clerk

Accomplishments

1. Prepared all City Council, Housing Authority,
and Public Financing Authority regular &
special meeting including Study Session
agendas, via use of MuniCode Meetings
software, and wrote all meeting minutes

P P P P P P P

2. Tracked Council agenda items on: Tentative
Agenda Items, Major Discussion Items,
Preliminary and Final City Council Agenda
and List of Requested Agenda Items
P

3. Responded to Calif. Public Records Act and
Milpitas Open Government Ordinance
requests for records P P P P P P P

4. Collected mandated Fair Political Practices
Commission documents from filers, including
all Statement of Economic Interests (From
700) and campaign committee reports
P

5. Managed the Commission recruitment and
appointment process for twelve
Commissions, two Task Forces, and one
Oversight Committee
P

6. Tracked all Commissioner terms, maintained
directory, provided Commissioner Handbook
and training to City of Milpitas appointed
Commissioners
P

7. Provided Notary Public service for City staff,
as needed P

8. Conducted City Commission Liaison Training P

9. Implemented new Electronic Agenda
Management System P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Budget Narrative and Summary
City of Milpitas • City Clerk 105

Initiatives

1. Prepare all City Council, Housing Authority,
and Public Financing Authority regular and
special meeting agendas and minutes P P P P P P P

2. Track Council agenda items on: Tentative
Agenda Item Lists, Major Discussion Items,
Preview List, Council referral items,
Preliminary and Final City Council Agenda
and List of Requested Agenda items
P

3. Respond to Public Records Act and Open
Govt. Ord. requests for public records. P

4. Collect mandated Fair Political Practices
Commission documents from filers, including
all annual Statements of Economic Interests
(700) and campaign committee reports
P

5. Track all Commissioner terms, maintain
directory, provide Commissioner Handbook
and training to City of Milpitas appointed
Commissioners
P

6. Continue to Provide Notary Public service for
City staff, as needed P

7. Review and revise the City’s Records
Retention Schedule P

8. Conduct City Commission Liaison/ Chair and
Vice Chair Training P

9. Roll out Electronic Agenda Management
System to all commissions P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Budget Narrative and Summary
106 City of Milpitas • City Clerk

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
City Council preliminary agenda posted on
time, in accordance with Open Government
Ordinance, 6 days prior to meeting
100% 100% 100% 100% 100%
City Council Agendas packets prepared,
posted and delivered 4 days prior to meeting
100% 100% 100% 100% 100%
Compliance with timely filings of Fair Political
Practices Commission Form 700 Statements
of Economic Interest
85% 92% 99% 96% 100%
Comply with timely filings of fair Political
Practices Commission Forms 460/Campaign
Committee reports
94% 98% 91% 97% 100%
ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
City Council Agenda Reports (Regular
and Special)
465 356 289 243 250
City Council Meeting Minutes prepared
(# pages)
43 (205) 37 (228) 32 (170) 32 (147) 32 (150)
US passport applications accepted
529 N/A N/A N/A N/A
Candidates Assisted in Municipal Election
11 0 15 0 16
Tort Claims received by City Clerk
34 49 49 50 50
Fair Political Practices Commission Forms
700 (SEI) Received
152 180 241 188 185
Fair Political Practices Commission
Campaign Committee Reports filed
37 34 58 45 50
Notary Public acknowledgments (or jurats)
22 99 79 25 50
*Passport Services discontinued in FY 21-22
Budget Narrative and Summary
City of Milpitas • City Clerk 107

Budget Summary

PERSONNEL SERVICES
4111 Permanent Salaries $287,740 $186,872 $363,808 $354,642 ($9,166) (2.5) % 4112 Temporary Salaries 138 0 0 0 0 0.0 %
4113 Overtime (18) (145) 0 0 0 0.0 %
4121 Allowances 6,346 5,534 13,200 6,600 (6,600) (50.0) % 4124 Leave Cashout 12,551 24,930 0 0 0 0.0 %
4131 PERS 101,797 62,440 115,225 123,488 8,263 7.2 %
4132 Group Insurance 55,643 44,401 103,215 96,648 (6,567) (6.4) % 4133 Medicare 4,337 3,179 5,480 5,238 (242) (4.4) %
4135 Worker's Compensation 1,658 1,701 1,819 1,774 (45) (2.5) % 4138 Deferred Comp-Employer 1,500 3,083 3,150 2,700 (450) (14.3) % 4139 PARS 2 0 0 0 0 0.0 %
4146 Short Term Disability 0 0 834 252 (582) (69.8) %
4161 Retiree Medical Reserve 2,360 3,511 3,108 3,146 38 1.2 % sub-total 474,054 335,506 609,839 594,488 (15,351) (2.5) %

SUPPLIES AND CONTRACTUAL SERVICES
4220 Supplies 337 2,153 3,000 3,000 0 0.0 %
4230 Services 30,832 74,305 30,000 30,000 0 0.0 %
4280 Elections 0 0 0 0 0 0.0 %
4500 Training, Travel, &
Memberships 1,060 4,623 7,000 7,000 0 0.0 %
sub-total 32,229 81,081 40,000 40,000 0 0.0 %
TOTAL $506,283 $416,587 $649,839 $634,488 ($15,351) (2.4) % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Staffing
City Clerk 1.00 1.00 1.00 1.00 0.00
Deputy City Clerk 1.00 1.00 1.00 1.00 0.00
Office Assistant II 0.50 0.50 1.00 1.00 0.00
Total Positions 2.50 2.50 3.00 3.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Budget Narrative and Summary
108 City of Milpitas • City Clerk

Expenditures by Category
Personnel Services
$594,488

93.7%
Supplies and Contractual Services
$40,000

6.3%
Budget Reconciliation
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
PRIOR YEAR BUDGET 3.00 $649,839 $0 $649,839
Adjustments to Costs of Ongoing Activities
Salary and Benefits (15,351) (15,351)
Adjustments to Costs of Ongoing Activities (15,351) (15,351) Total FY 2024-25 Budget 3.00 $634,488 $0 $634,488
Budget Narrative and Summary
City of Milpitas • City Clerk 109

Budget Narrative and Summary
110 City of Milpitas • City Clerk

Economic Development
Economic Development & Strategic Initiatives Director: Alex Andrade Mission Statement Description
To provide services and resources to the business and
development communities with the purpose of
attracting, retaining and expanding business and
employment opportunities for area residents,
stimulating the local economy and expanding local
retail sales, transient occupancy and commercial
property tax bases while maintaining a positive balance between growth, social equity and the economic vitality of Milpitas.

The Office of Economic Development &
Strategic Initiatives strategizes, manages
and directs programs and activities such as
business retention, expansion, and
attraction, workforce development,
marketing and branding, and real estate
transactions/asset management and
development.

Budget Narrative and Summary
City of Milpitas • Economic Development 111

Services
• Diversify the local economy by engaging with
existing and prospective companies to retain and
attract businesses that increase tax revenues and
generate quality job opportunities.
• Develop educational, business assistance programs,
and messaging to assist businesses with business
management, permits, marketing, and access to
capital.
• Facilitate development projects for permitting
guidance from project inception to completion.

Projects include commercial, hotels, mixed-use
developments, industrial, restaurants, and retail.
• Recruit key businesses that fill retail gaps and
provide sales tax revenues and needed services to
the community. Oversee the City’s real estate
transactions and asset management.
• Develop and implement branding and marketing
strategies to promote business attraction and
development opportunities.
• Lead workforce development programs for skills
development and job placement.

Budget Narrative and Summary
112 City of Milpitas • Economic Development

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Accomplishments

1. ARPA-funded workforce development efforts
including Milpitas Youth Force, MUSD Adult
Education Career Training Center, STEM Kits
sponsored by SEMI Foundation
P P

2. Issued $2,000 grants to 25 microenterprises
totaling $50,000 from CDBG-funded
Microenterprise Assistance Program P P

3. Main Street revitalization efforts include
completing Property-based Business
Improvement District (PBID) Feasibility Study
and approving four storefront improvement
grant applications
P

4. Provided permitting assistance to 50
businesses including Amazon, Apple, BD
Biosciences, Trace3 and the Great Mall, etc. P P

5. Engaged 150 businesses regarding
attraction, expansion and retention TDK,
Tarana Wireless, Asteel Flash, etc. P P

6. Executed contract with local business to
create Innovation District Branding Initiative
(project in progress) P

7. Lead and developed webinar series in
partnership with the American Planning
Association & International Council of
Shopping Centers regarding retail
commercial land uses for planners, economic
developers and commercial real estate
brokers
P

8. Hosted Seventh Annual Manufacturing Day
and first in-person event since 2019 attended
by more than 100 students, local leaders and
community members
P P

9. Executed lease agreement for City-owned
property at 1700 Sango Court for revenue
generation P P

10. Branding efforts included sponsoring
community events such as 70th Anniversary
celebration, State of the Valley Conference
and Silicon Valley Chamber of Commerce
Mayors’ Breakfast
P
Budget Narrative and Summary
City of Milpitas • Economic Development 113

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Initiatives

1. Complete remaining Economic Development
Strategy action items P P

2. Continue Main Street revitalization efforts P P

3. Hire a Permit Navigator and Economic
Development Specialist P P

4. Execute Storefront Improvement Grant
agreements with recipients for remaining
ARPA funds P

5. Complete Innovation Branding Initiative
project P

6. Execute contract for property management
services at Parcels 1, 2, & 3 P

7. Continue attracting new business investment
and business retention and expansion P P

8. Host eighth annual Manufacturing Day event
in October P P
Budget Narrative and Summary
114 City of Milpitas • Economic Development

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Corporate Visitation Program
0% 60% 0% 100% 100%
Business Engagement
473% 1,200% 1,074% 428% 100%
Customer Service
80% 64% 70% 75% 70%
Permit Assistance
0% 1,600% 280% 250% 100%
Branding
0% 1,220% 428% 160% 100%
ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Corporate Visitation Program - Number of
corporate visits
0 3 0 5 5
Business Engagement - Number of
meetings with the corporate, brokerage and
development communities
260 420 376 150 35
Permit Assistance - Number of firms who
received permit and other assistance from
Economic Development staff
36 32 56 50 20
Branding - Number of promotions and
marketing of the local business community
through social media and other digital media
platforms
117 305 107 40 25
*Staff consistently worked extended hours during the COVID pandemic resulting in high data points due to ease and frequency of virtual outreach and engagement with businesses, but FY 23-24 estimate is reflecting towards pre-pandemic totals.

Budget Narrative and Summary
City of Milpitas • Economic Development 115

Budget Summary

PERSONNEL SERVICES
4111 Permanent Salaries $502,294 $527,535 $635,856 $701,234 $65,378 10.3 % 4112 Temporary Salaries 0 32,954 14,636 14,636 0 0.0 % 4113 Overtime 0 70 0 0 0 0.0 %
4121 Allowances 6,346 6,600 6,600 6,600 0 0.0 %
4122 Standby Pay MEA 0 0 0 0 0 0.0 %
4124 Leave Cashout 24,654 1,456 0 0 0 0.0 %
4125 Accrued Leave 0 0 0 0 0 0.0 %
4126 Stipend MEA 0 0 0 0 0 0.0 %
4131 PERS 177,689 171,324 201,475 240,313 38,838 19.3 % 4132 Group Insurance 77,250 80,449 100,423 117,709 17,286 17.2 % 4133 Medicare 7,583 8,017 9,941 10,843 902 9.1 %
4135 Worker's Compensation 2,464 2,670 3,382 3,674 292 8.6 % 4136 Unemployment 0 0 0 0 0 0.0 %
4137 MOU Contractual Agreements 0 0 0 0 0 0.0 %
4138 Deferred Comp-Employer 2,475 2,869 3,600 3,600 0 0.0 % 4139 PARS 0 406 599 599 0 0.0 %
4146 Short Term Disability 0 0 984 336 (648) (65.9) %
4161 Retiree Medical Reserve 3,040 4,759 5,232 5,722 490 9.4 % sub-total 803,795 839,109 950,228 1,105,266 155,038 16.3 %

SUPPLIES AND CONTRACTUAL SERVICES
4200 Community Promotion,Grant/
Loan 188,890 6,110 6,240 6,240 0 0.0 %
4220 Supplies 257 2,093 1,650 1,650 0 0.0 %
4230 Services 1,492,327 256,084 130,147 130,147 0 0.0 % 4500 Training, Travel, &
Memberships 29,401 37,214 41,627 41,627 0 0.0 %
sub-total 1,710,875 301,501 179,664 179,664 0 0.0 %
TOTAL $2,514,670 $1,140,610 $1,129,892 $1,284,930 $155,038 13.7 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
116 City of Milpitas • Economic Development

Staffing
Administrative Analyst I/II 0.00 0.00 1.00 1.00 0.00
Economic Development
Specialist 1.00 1.00 1.00 1.00 0.00
Economic Development
Coordinator 1.00 1.00 1.00 1.00 0.00
Economic Development
Director 1.00 1.00 1.00 0.00 (1.00)
Economic Development &
Strategic Initiatives Director 0.00 0.00 0.00 1.00 1.00 Total Positions 3.00 3.00 4.00 4.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
*Reclass Economic Development Director to Director of Economic Development & Strategic Initiatives Expenditures by Category
Personnel Services
$1,105,266

86.0%
Supplies and Contractual Services
$179,664

14.0%
Budget Narrative and Summary
City of Milpitas • Economic Development 117

Budget Reconciliation
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
PRIOR YEAR BUDGET 4.00 $1,049,225 $80,667 $1,129,892
Adjustments to Costs of Ongoing Activities
Salary and Benefits 143,773 (80,667) 63,106
Adjustments to Costs of Ongoing Activities 0.00 143,773 (80,667) 63,106 Total FY 2024-25 Base Budget 4.00 $1,192,998 $0 $1,192,998 Service Level Changes
Economic Development & Strategic Initiatives
Director Salary Adjustment 32,558 32,558
Development Services Realignment 5,935 53,439 59,374
Total Service Level Changes 0.00 38,493 53,439 91,932
Total FY 2024-25 Budget 4.00 $1,231,491 $53,439 $1,284,930 Budget Narrative and Summary
118 City of Milpitas • Economic Development

City Attorney
City Attorney: Michael Mutalipassi
Mission Statement Description
The Office of the City Attorney provides
cost effective legal representation,
analysis and guidance to the City
Council and City staff at the highest
level of professionalism.

This department provides general legal advice and services to the City Council, RDA Successor Agency, Housing Authority, Finance Authority, City Commissions, City Manager, City departments and other entities as approved by City Council. The City Attorney's Office prepares or approves as to form all proposed ordinances, resolutions, agreements and amendments thereto. This department negotiates and drafts complex agreements, including at times development agreements with developers. This department represents the City in litigation and supervises litigation of PLAN JPA appointed counsel.

This department also provides guidance in personnel matters.

Budget Narrative and Summary
City of Milpitas • City Attorney 119

Services
• General legal advice
• Personnel advice
• Litigation
• Employee legal training
• Compliance advice related to current and
forthcoming federal and State regulations
• Housing Authority and RDA Successor Agency legal
services
• Land use advice and document preparation
• Conflict of Interest and Open Government guidance
Budget Narrative and Summary
120 City of Milpitas • City Attorney

City Attorney
Budget Narrative and Summary
City of Milpitas • City Attorney 121

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Accomplishments

1. Provided superior, affordable, timely legal
advice and service P P P P P P P

2. Continued to serve the Police Department on
gun confiscation petitions and other related
matters P P

3. Provided ongoing legal training to staff,
commissions, etc., including training on
resolutions, ordinances and public hearings P P P P P P P

4. Provided ongoing advice re: Metro Plan
(Formerly TASP) and development in the
Metro Plan, including BART project P P P P P

5. Updated various Municipal Code sections, as
authorized P P P P P P P

6. Assisted staff with various issues regarding
affordable housing P P

7. Developed a comprehensive regulatory and
enforcement scheme for the delivery of
medicinal cannabis in accordance with state
law.

P P

8. Assisted with complex litigation matters P P P P P

9. Aided the City Council in various conflict, gift,
and ethics questions P

10. Continued to advise on Public Records Act
requests and provided training for City staff
on the Public Records Act P P P
Initiatives

1. Continue to provide superior, affordable,
timely legal advice and service P P P P P P P

2. Continue to advise the Council on various
legal issues including conflicts of interest, gift
rules, and ethics compliance P

3. Continue to offer various legal trainings to
staff and coordinate on ethics training, sexual
harassment avoidance training, and other
timely topics

P P P P P P P

4. Continue to update the Municipal Code
based on changes in the law P P P P P P P

5. Work in tandem with City staff to ensure legal
compliance P P P P P P P

6. Continue to monitor all pending litigation and
provide timely updates to the Council P P P P P
Budget Narrative and Summary
122 City of Milpitas • City Attorney

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Contract complaints / Council agenda
contracts
0 / 92 0 / 92 0 / 100 0 / 100 0 / 100
Documents timely produced for Council and
Planning Commission Agendas
100% 100% 100% 100% 100%
ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Ordinances
15 64 28 12 20
Resolutions
115 102 90 80 100
Court/Administrative cases handled and/or
supervised
40 25 14 20 20
Contracts reviewed and approved
485 367 701 610 600
Budget Narrative and Summary
City of Milpitas • City Attorney 123

Budget Summary

PERSONNEL SERVICES
4111 Permanent Salaries $39,692 $308,058 $516,714 $555,465 $38,751 7.5 % 4124 Leave Cashout 0 0 0 0 0 0.0 %
4131 PERS 14,140 95,960 163,612 193,374 29,762 18.2 %
4132 Group Insurance 3,359 36,004 93,960 49,476 (44,484) (47.3) % 4133 Medicare 605 4,538 7,739 8,302 563 7.3 %
4135 Worker's Compensation 0 0 85 85 0 0.0 %
4138 Deferred Comp-Employer 112 1,608 2,700 2,700 0 0.0 % 4141 Adjustments-Payroll 0 0 0 0 0 0.0 %
4146 Short Term Disability 0 0 900 252 (648) (72.0) %
4161 Retiree Medical Reserve 0 0 4,030 4,333 303 7.5 % sub-total 58,965 453,231 806,995 831,242 24,247 3.0 %

SUPPLIES AND CONTRACTUAL SERVICES
4220 Supplies 0 965 4,000 4,000 0 0.0 %
4230 Services 973,821 254,576 429,099 424,888 (4,211) (1.0) % sub-total 973,821 260,308 440,899 442,639 1,740 0.4 %
TOTAL $1,032,786 $713,539 $1,247,894 $1,273,881 $25,987 2.1 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Staffing
Assistant City Attorney 0.00 0.00 1.00 1.00 0.00
City Attorney 0.00 0.00 1.00 1.00 0.00
Executive Assistant 1.00 0.00 0.00 0.00 0.00
Legal Assistant 0.00 0.00 1.00 1.00 0.00
Total Positions 1.00 0.00 3.00 3.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Budget Narrative and Summary
124 City of Milpitas • City Attorney

Expenditures by Category
Personnel Services
$831,242

65.3%
Supplies and Contractual Services
$442,639

34.7%
Budget Narrative and Summary
City of Milpitas • City Attorney 125

Budget Reconciliation
PRIOR YEAR BUDGET 3.00 $1,189,896 $58,000 $1,247,896
One-Time Prior Year Budget Adjustments
City Attorney Internship Program 0.00 (17,587) (17,587) One-Time Prior Year Budget Adjustments 0.00 (17,587) 0 (17,587) Adjustments to Costs of Ongoing Activities
Salary and Benefits 0.00 24,246 24,246
Contractual Service Increase 0.00 1,740 1,740
Adjustments to Costs of Ongoing Activities 0.00 24,246 1,740 25,986 Total FY 2024-25 Base Budget 3.00 $1,196,555 $59,740 $1,256,295 Service Level Changes
City Attorney Internship Program (One-time) 17,587 17,587 Total Service Level Changes 0.00 17,587 0 17,587
Total FY 2024-25 Budget 3.00 $1,214,142 $59,740 $1,273,882 Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
126 City of Milpitas • City Attorney

Service Level Changes
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures

1. City Attorney Internship Program 0.00 $17,587 $0 $17,587 This action would fund a summer Law Clerk position on a one-time basis. The Law Clerk would conduct research and make recommendations on document templates and municipal code updates. This will allow timely completion of discrete long-term projects and help build the Milpitas brand within the municipal law bar.

Performance Results

Funding this service addition will allow timely completion of discrete long-term projects such as creating document templates and developing process to update the Municipal Code.

Impact if funding is not approved
Failure to fund the position would result in delays to long-term projects as well as missing an opportunity to build the Milpitas brand within the municipal law bar.

Total Service Level Changes 0.00 $17,587 $0 $17,587
Budget Narrative and Summary
City of Milpitas • City Attorney 127

Budget Narrative and Summary
128 City of Milpitas • City Attorney

Building Safety and Housing
Mission Statement Description
The Building Safety Department is
dedicated to enhancing the community's safety,
welfare, economic vitality, and quality of life by
ensuring that buildings are reviewed, permitted,
and inspected to be safe, sustainable, and resilient.

Preserving the quality and beauty of neighborhoods
through enforcement of City regulations and
creating, increasing, and preserving affordable
housing and supportive programs for the
community are also at the forefront of efforts by the
Department to promote the health and welfare of
this vibrant and diverse City.

The Building Safety Department provides plan review,
permitting, and inspection services to implement
building safety codes and standards to safeguard
public health and safety for the built environment. The Department provides code enforcement services to
enhance neighborhood quality and general welfare.
*If the Development Services Realignment proposal in the City Manager's Office is approved by the City Council, the Department of Building Safety and Housing will be removed in the published adopted budget and the duties shifted to other departments as described in the proposal.

Budget Narrative and Summary
City of Milpitas • Building Safety and Housing 129

Services
• Perform review of construction plans and
documents, and conduct inspections, including
occupancy inspections, to ensure safety through
compliance with technical codes, State and local
regulations, and acceptable engineering practices.
• Assist customers in obtaining building permits and
monitoring plan submittal process from initial
submittal to permit issuance using 'One Point of
Contact' approach.
• Process permit applications, collect permit fees,
perform records research, and maintain building
plans and records.
• Implement technology systems and improvements
to enhance service delivery to the community.
• Develop and update an easy-to-follow website
allowing customers to receive up-to-date
information on housing resources, housing
policies, programs, and code requirements; submit
permit applications; obtain submittal requirements;
and ask questions regarding other Building Safety
and Housing information.
• Meet with developers, design professionals,
homeowners, and contractors to assist them in the
timely issuance of permits and completion projects
including after business hours services as
requested.
• Provide assistance to the Fire Department in fire
investigations and building owners for other
emergencies.
• Provide assistance and inspections to mobile
home parks.
• Provide assistance and inspections to mobile
home parks.
• Provide code enforcement services to correct
Health and Safety Code and Municipal Code
violations to enhance neighborhood quality and
general welfare.
• Administer programs for abandoned vehicles,
shopping carts, animal control, and neighborhood
beautification.

Budget Narrative and Summary
130 City of Milpitas • Building Safety and Housing

Accomplishments

1. Provided oversight and management of the
Accessory Dwelling Unit (ADU) Incentive Program
and Safe ADU Legalization Program using ARPA
funds to encourage ADU production and create
more housing. The programs proved to be very
successful, using the entire allocation of $900,000
ARPA funds to offset permit fees.

P P P P

2. Applied for and received $60,000 grant from
CalAPP to offset costs associated with the
development and implementation of the
SolarAPP+ online plan review / permitting platform
for residential solar PV.

P P P

3. Implemented the SolarAPP+ online plan review /
permitting platform which provide a streamlined
means for plan review and inspections of
residential solar PV installations.

P P P

4. Revamped and reintroduced the Abandoned
Shopping Cart Retrieval Program including the
development of flow charts, fillable forms, updated
Agreement for participation in the City cart
retrieval program, outreach to current participating
and nonparticipating stores to present and explain
the options under the municipal ordinance for
compliance, and development of a web page for
the retrieval program.

P P P P

5. Collaborated with IT in securing a consultant to
assist in development of a scope of services and
an RFP for vendors to submit for a Land
Management System permitting platform.

P P

6. In collaboration with other development services
departments, updated and published the Permit
and Development Fee Summary, a
comprehensive one-stop reference for developers,
builders, and others to view Fee Items,
Description, Applicable Projects, Fee Calculation,
Payable Timeline, and References for Building
Safety, Planning, Engineering, Fire and Housing.

P P P

7. On the Building Safety Department website,
implemented the provisions within AB2234 that
required publishing of required permits and items
needed for submittal for 5 types of residential
developments, including sample applications and
permits for each type of development, Also
required was publishing of plan review timelines
and when an agency determines an application is
complete.

P P P

8. Continued to review and fine tune building permit
inspection list to further streamline inspection
process and code enforcement notification letters
to increase compliance.

P P P P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Budget Narrative and Summary
City of Milpitas • Building Safety and Housing 131

Initiatives

1. Continue to develop and enhance reach codes to
reduce greenhouse gas emissions; conduct
community outreach to implement and promote
green development.

P P P P P

2. Develop and implement the requirements under
AB1332 for the inclusion of pre-approved plans for
ADUs on Building Safety web page. P P P P

3. Enhance communication and coordination with
development services departments to raise the
efficiency and timing of service delivery to the
community.

P P P

4. Continue to conduct recruitment for vacant
positions to enhance service delivery. Provide
resources, training, and professional development
opportunities for team members.

P P

5. Continue to implement technology improvements,
website updates, along with improvement of
permit system and electronic plan review and
integration with other systems, to increase
efficiency and enhance service delivery to the
community.

P P P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Budget Narrative and Summary
132 City of Milpitas • Building Safety and Housing

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Percent of customers rating service at Permit
Center "Very Good" or "Excellent"
76% 85% 97% 95% 85%
Percent of Over-the-Counter Building Permit
Plan Reviews (including express tenant
improvements)
41% 40% 31% 40% 40%
Building permits for new development projects:
1) New development first submittal
average plan review turnaround time
(business days)
N/A 39 35 32 30
2) New development subsequent submittal
average plan review turnaround time
(business days)
N/A 25 29 27 25
Building permits for tenant improvements:
1) Tenant Improvement first submittal
average plan review turnaround time
(business days)
N/A 29 27 25 25
2) Tenant Improvement subsequent
submittal average plan review turnaround
time (business days)
N/A 22 19 20 20
Building permits for residential remodel/addition:
1) Residential remodel/addition first
submittal average plan review turnaround
time (business days)
N/A 29 24 22 20
2) Residential remodel/addition
subsequent submittal average plan review
turnaround time (business days)
N/A 21 20 16 15
Percent of building inspections completed
within one day
95% 99% 99% 99% 95%
Percent of customers rating inspection
services "Very Good" or "Excellent"
85% 98% 95% 98% 85%
Percent of code enforcement cases in
compliance within 30 days
75% 59% 51% 53% 75%
Budget Narrative and Summary
City of Milpitas • Building Safety and Housing 133

ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Total customers served by Permit
Center
8,069 15,599 15,206 16,000 13,000
Total Over-the-Counter Permit
Reviews
2,326 2,249 1,767 2,100 2,300
Total issued building permit
construction valuation
$187,485,526 $219,939,083 $255,538,381 $270,000,000 $250,000,000 Total building permits issued
3,560 4,376 4,272 4,300 3,800
Total plan reviews completed
5,677 5,732 5,696 5,700 5,200
Total building inspections completed
16,935 16,695 16,443 19,000 17,000
Total code enforcement customer
service requests
569 761 1,169 1,200 600
Budget Narrative and Summary
134 City of Milpitas • Building Safety and Housing

Budget Summary
Building Inspection $1,769,140 $2,148,135 $2,278,277 $2,449,455 $171,178 7.5 % Building Safety and Housing
Administration 844,567 555,429 479,314 401,326 (77,988) (16.3) % Housing and Neighborhood
Svcs 3,446,587 4,134,045 3,417,019 3,193,235 (223,784) (6.5) % Permit Center 756,632 651,020 663,647 864,077 200,430 30.2 % Plan Review 1,174,158 1,502,886 1,475,059 1,604,378 129,319 8.8 % TOTAL $7,991,084 $8,991,515 $8,313,316 $8,512,467 $199,151 2.4 % DOLLARS BY FUNCTION 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %

PERSONNEL SERVICES
4111 Permanent Salaries $3,144,714 $3,438,898 $4,018,466 $4,246,070 $227,604 5.7 % 4112 Temporary Salaries 95,086 190,632 17,850 17,850 0 0.0 % 4113 Overtime 127,337 92,410 70,000 60,000 (10,000) (14.3) % 4121 Allowances 6,346 3,519 13,200 6,600 (6,600) (50.0) % 4124 Leave Cashout 103,733 132,486 0 0 0 0.0 %
4131 PERS 1,119,279 1,187,941 1,245,390 1,443,955 198,565 15.9 % 4132 Group Insurance 471,727 550,101 669,856 710,309 40,453 6.0 % 4133 Medicare 50,479 55,989 58,712 61,916 3,204 5.5 %
4135 Worker's Compensation 27,715 25,893 165,309 131,122 (34,187) (20.7) % 4138 Deferred Comp-Employer 18,602 21,334 22,050 26,100 4,050 18.4 % 4139 PARS 0 9 268 268 0 0.0 %
4146 Short Term Disability 0 0 8,956 2,436 (6,520) (72.8) % 4161 Retiree Medical Reserve 33,891 54,523 42,378 44,773 2,395 5.7 % sub-total 5,198,909 5,753,735 6,332,435 6,751,399 418,964 6.6 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
City of Milpitas • Building Safety and Housing 135

SUPPLIES AND CONTRACTUAL SERVICES
4200 Community Promotion,Grant/
Loan 1,109,426 839,808 790,982 793,000 2,018 0.3 %
4210 Department Allocations 26,907 22,704 29,499 32,957 3,458 11.7 % 4220 Supplies 31,945 28,170 31,000 30,000 (1,000) (3.2) % 4230 Services 1,594,631 2,324,036 1,011,500 854,716 (156,784) (15.5) % 4500 Training, Travel, &
Memberships 22,305 21,127 47,900 50,400 2,500 5.2 %
sub-total 2,785,214 3,235,845 1,910,881 1,761,073 (149,808) (7.8) % TOTAL $7,991,084 $8,991,515 $8,313,316 $8,512,467 $199,156 2.4 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Staffing
POSITIONS BY FUNCTION 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Building Safety and Housing
Administration 3.00 3.00 3.00 2.00 (1.00)
Building Inspection* 12.00 11.00 11.00 10.00 (1.00)
Housing and Neighborhood
Svcs 6.00 6.00 6.00 6.00 0.00
Permit Center 5.00 5.00 4.00 4.00 0.00
Plan Review* 7.00 6.00 6.00 6.00 0.00
TOTAL 33.00 31.00 30.00 28.00 (2.00)
*1.0 Building Safety and Housing Director and 1.0 Building Inspector and deleted.

Administrative Analyst II 1.00 2.00 2.00 2.00 0.00
Assistant Planner 1.00 0.00 0.00 0.00 0.00
Building Safety and Housing
Director 1.00 1.00 1.00 0.00 (1.00)
Building Inspection Manager 1.00 1.00 1.00 1.00 0.00
Building Official 1.00 1.00 1.00 1.00 0.00
Building Permit Technician 3.00 3.00 3.00 3.00 0.00
Building/NP Inspector* 8.00 7.00 7.00 6.00 (1.00)
Code Enforcement Officer 1.00 1.00 1.00 1.00 0.00
Housing and Neighborhood
Services Manager 1.00 0.00 0.00 0.00 0.00
Housing Authority Administrator 1.00 0.00 0.00 0.00 0.00 POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Budget Narrative and Summary
136 City of Milpitas • Building Safety and Housing

Housing and Neighborh'd
Services Administrator 0.00 1.00 1.00 0.00 (1.00)
Housing Official 0.00 0.00 0.00 1.00 1.00
Office Assistant II 1.00 1.00 1.00 1.00 0.00
Plan Check Engineer 3.00 3.00 3.00 3.00 0.00
Plan Checker* 2.00 1.00 1.00 1.00 0.00
Plan Review Manager 1.00 1.00 1.00 1.00 0.00
Senior Administrative Analyst 1.00 2.00 1.00 1.00 0.00
Senior Building Inspector 3.00 3.00 3.00 3.00 0.00
Senior Plan Check Engineer 1.00 1.00 1.00 1.00 0.00
Sr. Code Enforcement Officer 2.00 2.00 2.00 2.00 0.00
Total Positions 33.00 31.00 30.00 28.00 (2.00)
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
*1.0 Building Safety and Housing Director and 1.0 Building Inspector are deleted.

Expenditures by Function
Building Safety and Housing
Administration
$401,326

4.7%
Building Inspection
$2,449,455

28.8%
Housing and Neighborhood Svcs
$3,193,235

37.5%
Permit Center
$864,077

10.2%
Plan Review
$1,604,378

18.8%
Budget Narrative and Summary
City of Milpitas • Building Safety and Housing 137

Budget Reconciliation
PRIOR YEAR BUDGET 30.00 $6,385,624 $1,927,690 $8,313,314 Adjustments to Costs of Ongoing Activities
Salary and Benefits 863,414 (112,812) 750,602
Contractual Service Increase (Shopping cart
services and San Jose Animal Services) 21,216 21,216
Vehicle Adjustment From Prior Year (36,588) (33,412) (70,000) Mobile Shower for Unhoused (100,000) (100,000)
Non-Personnel Expenditure Alignment to
Historical Trend (12,500) 2,000 (10,500)
Equipment Replacement Amortization 3,458 3,458
Adjustments to Costs of Ongoing Activities 0.00 739,000 (144,224) 594,776 Total FY 2024-25 Base Budget 30.00 7,124,624 1,783,466 8,908,090 Service Level Changes*
Development Services Reorganization** (2.00) (321,232) (91,031) (412,263) Housing Supplies and Materials Budget
Enhancement 1,000 1,000
Housing Training Budget Enhancement 3,000 3,000
Affordable Housing Ordinance (One-time) 70,000 70,000
Total Service Level Changes (2.00) (247,232) (91,031) (338,263) Total FY 2024-25 Budget 28.00 $6,877,392 $1,692,435 $8,569,827 Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
*As part of a proposal in the City Manager's Office, the Building Safety and Housing Department will be eliminated and the functions of the department will be shifted to the City Manager's Office (Building and Housing) and the Planning Department (Code Enforcement). If this proposal is approved by the Mayor and City Council, the Adopted FY 2024-2025 Budget will reflect these changes. **Fiscal impact includes 2.0 FTE deletion and 1.0 Reclass.

Budget Narrative and Summary
138 City of Milpitas • Building Safety and Housing

Service Level Changes
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
1 Affordable Housing Ordinance $0 $70,000 $70,000
This action provides $70,000 on a time basis for consultant support for revisions to the Affordable Housing Ordinance. At the February 20, 2024 City Council meeting, the City Council directed staff to explore the possibility of amending the Affordable Housing Ordinance to increase inclusionary requirement for affordable housing from 15% to 20% and/or changes that could entice additional low income housing development.

To amend the ordinance’s affordability requirement staff would need to hire a consultant. The consultant would conduct community roundtables, stakeholder interviews, and/or other outreach events to gauge feedback on various alternatives. Additionally, the consultant would create a financial feasibility document to present to the City Council as part of the final policy analysis.

Performance Results

Allocate existing funding from the Affordable Housing Community Benefit fund to hire a consultant for $70,000 to complete an Affordable Housing Ordinance Amendment.

Impact if funding is not approved
If this funding were not approved, staff would not have the capacity to proceed with this city council priority.
2 Housing Supplies and Materials Budget
Enhancement $1,000 $0 $1,000
This action funds $1,000 Supplies and Materials budget on an ongoing basis to the Housing division budget as part of the elimination of the Building Safety and Housing department to ensure that the Housing team can continue to procure appropriate supplies and materials.

Performance Results:

Ensures sufficient funding for the Housing team to purchase appropriate supplies and materials for their daily work tasks.

Impact if funding is not approved
At present, the Housing Division does not have a Supplies and Materials budget. To successfully function and provide necessary tools to staff, a supplies and materials budget is required.

Budget Narrative and Summary
City of Milpitas • Building Safety and Housing 139

3 Housing Training Budget Enhancement 0.00 $3,000 $0 $3,000 This action provides $3,000 on an ongoing basis for training. The current training budget for the housing team only covers 3.0 FTE and does not cover the additional funding needed for the additional administrative analyst that was funded for the Rent and Mortgage Relief Program oversight in Fiscal Year 2022-2003. With the increased costs of training and travel and a new hire, an increase to this budget line is required.

Performance Results:

The Housing Division attends a few conferences annually. Those are the Housing California Conference and the US Housing Conference and Expo. Approximately $10,000 is required for both trainings The current training budget is $7,000. An increase of $3,000 is requested to cover additional costs.

Impact if funding is not approved
Increase the Housing Division budget by $3,000 to account for the new hire and price increases of travel.

Total Service Level Changes $4,000 $70,000 $74,000
Budget Narrative and Summary
140 City of Milpitas • Building Safety and Housing

Finance
Finance Director: Luz Cofresí-Howe
Mission Statement Description
The Milpitas Finance
Department is committed to
the City’s fiscal sustainability
and stewardship by working
with the City Council, staff, and
our community and providing
excellent customer services.

The Finance Department provides fiscal strategy and support in accordance with policies and regulations. The department plans, manages, and directs programs and services including policies, budgets, audits, grants, transparency reporting, asset and debt management, procurement, risk management, utility fiscal services and taxation. The Department supports the City Council, Measure F Oversight Committee and Finance Sub-Committee by promoting transparency, internal controls and fiscally
sustainability.

Budget Narrative and Summary
City of Milpitas • Finance 141

Services
• Advises the City Manager, City Council and
Departments in the areas of financial planning
and fiscal analysis. Provides leadership in the
development and implementation of sound
financial policies for the City.
• Develops the Ten-Year General Fund Financial
Forecast.
• Develops the annual Operating Budget on behalf
of the City Manager including projection of
revenues and expenditures; coordinates the
preparation and publication of the Operating
Budget document; and makes the annual budget
available through its transparency tool.
• Prepares the Annual Financial Report in
accordance with Generally Accepted Accounting
Principles and pronouncements of the
Governmental Accounting Standards Board
(GASB).
• Prepares and maintains accurate financial
records including grants, capital projects,
enterprise funds, governmental funds, and fixed
assets and files required grant reports with local,
state, and federal agencies.
• Provides Citywide departments with timely and
clear financial performance reports to support
their operations and services.
• Monitors all the capital projects that have
external funding sources to ensure collection of
funds.
• Collects and records all City revenues including
property tax, sales tax, various service fees,
utility payments, business licenses, franchise
fees, transient occupancy taxes, levies and other
revenues.
• Provides customer service to the City's utility
customers, including billing, new account setups,
inquiries and meter readings.
• Procures goods and services at competitive
prices and in compliance with Federal and State
laws and City ordinances on behalf of citywide
departments.
• Invests the City's idle cash in accordance with
the Council approved Investment Policy to
ensure that there is sufficient cash available to
meet operating needs while maintaining safety,
liquidity and competitive returns on the
investment portfolio.
• Manages the City's and Successor Agency's
outstanding bonds by ensuring timely payments,
performance of arbitrage calculations and filing
of required continual disclosure reports.
• Manages all the tort claims against the City and
represents the City in the Pooled Liability
Assurance Network Joint Powers Authority
(PLAN JPA) Board.
• Processes all the payments for goods and
services timely and accurately.
• Issues payroll checks and benefits payments bi-
weekly and files all the required Federal and
State payroll tax withholding reports.
• Processes outgoing mail and distributes
incoming mail citywide.

Budget Narrative and Summary
142 City of Milpitas • Finance

Finance Department
Budget Narrative and Summary
City of Milpitas • Finance 143

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Accomplishments

1. Rebalanced the budget due to COVID-19
economic impacts P

2. Received GFOA and CSMFO award for
Adopted Budget and GFOA award for Annual
Comprehensive Financial Report. P

3. Continued implementation of Federal ARPA
programs P P P P P P P

4. Continued updates of finance standard
operating procedures P

5. Continued Section 115 Pension Trust
oversight and reporting P

6. Continued ETL (extract, load and transform)
workflows to allow for enhanced reporting P

7. Continued partnering with Public Works to
implement the Automated Meter
Infrastructure Project P P P

8. Supported Measure F Oversight Committee P P

9. Completed Assessment of Key Financial
Processes P

10. Partnered with Fire Department to implement
paramedic medical reimbursement billing
program P
Budget Narrative and Summary
144 City of Milpitas • Finance

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Initiatives

1. Continue to Review and maximize
FEMA reimbursements for COVID-19
Expenditures P

2. Continue to update Finance standard
operating protocol (SOP) for succession
planning P

3. Continue partnering with Public Works to
complete Automated Meter Infrastructure
Project P P P

4. Partner with Human Resources on upcoming
labor contract negotiations P

5. Partner with Planning Department to enhance
permit payment process P P

6. Partner with City Manager's Office on TASP
Impact Fee Update P P P

7. Implement proposed City department
consolidations as approved in FY24-25
Budget P

8. Partner with Human Resources and
Information Technology Departments to
launch Financial System ERP – Phase 1 P
Budget Narrative and Summary
City of Milpitas • Finance 145

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Consecutive years receiving award for
Distinguished Budget Presentation
20 21 21 22 23
Consecutive years receiving award for
Excellence in Financial Reporting
27 28 28 29 30
Tort Claims Resolved within 180 Days
75% 88% 88% 80% 80%
Average number of days from approved
invoice received to check issuance
4 4 4 4 4
ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Number of Contracts Processed
236 277 277 270 270
Number of Vendor Invoices Paid
17,820 17,401 17,401 19,500 19,500
Number of Utility Bills Issued
87,221 92,223 92,223 93,450 93,450
Number of Regulatory Reports Submitted to
Appropriate Agencies
104 118 118 100 100
Number of Financial Informational Reports
Submitted to City Council
New
Measure 122 122 100 100
Number of Payroll Checks Paid
12,476 13,606 13,606 13,600 13,600
Budget Narrative and Summary
146 City of Milpitas • Finance

Budget Summary
Finance Administration $2,431,208 $2,138,632 $2,521,005 $2,531,846 $10,841 0.4 % Finance Operations 1,658,647 1,933,076 2,145,940 2,292,822 146,882 6.8 % Fiscal Services-Utilities 1,634,301 1,759,369 2,153,333 2,567,420 414,087 19.2 % TOTAL $5,724,156 $5,831,077 $6,820,278 $7,392,090 $571,812 8.4 % DOLLARS BY FUNCTION 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %

PERSONNEL SERVICES
4111 Permanent Salaries $2,640,766 $2,650,854 $3,495,973 $3,682,732 $186,759 5.3 % 4112 Temporary Salaries 370,951 489,106 310,625 317,611 6,986 2.2 % 4113 Overtime 13,484 31,968 15,000 19,000 4,000 26.7 % 4121 Allowances 15,517 8,084 14,412 7,814 (6,598) (45.8) % 4124 Leave Cashout 203,920 128,980 0 0 0 0.0 %
4125 Accrued Leave 0 0 0 0 0 0.0 %
4131 PERS 1,033,018 969,505 1,160,455 1,345,319 184,864 15.9 % 4132 Group Insurance 406,784 457,879 708,015 682,807 (25,208) (3.6) % 4133 Medicare 47,301 47,857 57,221 59,062 1,841 3.2 %
4135 Worker's Compensation 6,801 15,839 19,788 20,186 398 2.0 % 4138 Deferred Comp-Employer 20,870 19,893 25,223 25,202 (21) (0.1) % 4139 PARS 1,485 1,589 2,133 3,436 1,303 61.1 %
4141 Adjustments-Payroll 0 0 (24,562) (19,906) 4,656 0
4143 Charged to CIPs 0 0 (100,000) (145,000) (45,000) 45.0 % 4146 Short Term Disability 0 0 8,850 2,524 (6,326) (71.5) % 4161 Retiree Medical Reserve 24,789 40,677 35,542 35,641 99 0.3 % sub-total 4,785,686 4,862,231 5,728,675 6,036,428 307,753 5.4 %

SUPPLIES AND CONTRACTUAL SERVICES
4210 Department Allocations 18,075 10,599 6,024 4,773 (1,251) (20.8) % 4220 Supplies 64,692 111,296 141,400 141,905 505 0.4 % 4230 Services 844,768 833,441 866,594 1,122,426 255,832 29.5 % 4240 Repair & Maintenance 2,449 2,580 37,750 37,750 0 0.0 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
City of Milpitas • Finance 147

4500 Training, Travel, &
Memberships 7,507 10,930 39,835 48,806 8,971 22.5 %
sub-total 937,491 968,846 1,091,603 1,355,660 264,057 24.2 %

CAPITAL OUTLAY
4870 Machinery and Equipment 0 0 0 0 0 0.0 %
sub-total 979 0 0 0 0 0.0 %
TOTAL $5,724,156 $5,831,077 $6,820,278 $7,392,090 $571,808 8.4 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Staffing
POSITIONS BY FUNCTION 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Finance Administration 8.00 9.00 9.00 10.00 1.00
Finance Operations 12.00 12.00 12.00 12.00 0.00
Fiscal Services-Utilities 8.50 8.50 8.00 8.00 0.00
TOTAL 28.50 29.50 29.00 30.00 1.00
Accountant 2.00 2.00 2.00 2.00 0.00
Accounting Technician I/II 6.00 7.00 7.00 7.00 0.00
Administrative Assistant 1.00 1.00 1.00 1.00 0.00
Assistant Finance Director 1.00 1.00 1.00 1.00 0.00
Budget Manager 1.00 1.00 1.00 1.00 0.00
Buyer 1.00 1.00 1.00 2.00 1.00
Customer Services Supervisor 1.00 1.00 0.00 0.00 0.00
Director of Finance 1.00 1.00 1.00 1.00 0.00
Finance Manager 1.00 1.00 2.00 2.00 0.00
Financial Analyst 2.00 3.00 3.00 3.00 0.00
Junior Accountant 1.00 0.00 0.00 0.00 0.00
Payroll Specialist 2.00 2.00 2.00 2.00 0.00
Purchasing Agent 1.00 1.00 1.00 1.00 0.00
Senior Accountant 4.00 4.00 4.00 4.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Budget Narrative and Summary
148 City of Milpitas • Finance

Senior Accounting Technician 1.00 1.00 1.00 1.00 0.00
Water Meter Technician I/II 2.50 2.50 2.00 2.00 0.00
Total Positions 28.50 29.50 29.00 30.00 1.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Expenditures by Function
Finance Administration
$2,531,846

34.3%
Finance Operations
$2,292,822

31.0%
Fiscal Services-Utilities
$2,567,420

34.7%
Budget Narrative and Summary
City of Milpitas • Finance 149

Budget Reconciliation
PRIOR YEAR BUDGET 29.00 $4,926,443 $1,893,835 $6,820,278 Adjustments to Costs of Ongoing Activities
Salary and Benefits 129,091 41,989 171,080
Non-Personnel Expenditure Alignment to
Historical Trend (17,823) 34,071 16,248
Credit Card Processing Fees 152,000 152,000
Equipment Replacement Amortization (1,251) (1,251)
Temporary Staff Cost (45,000) 25,488 (19,512)
Adjustments to Costs of Ongoing Activities 0.00 66,268 252,297 318,565 Total FY2024-25 Base Budget 29.00 4,992,711 2,146,132 7,138,843 Service Level Changes
Finance Purchasing Staffing Enhancement 1.00 100,870 100,870 HdL Full Service Business License* 111,528 111,528
Restore Part-Time Temporary Water Meter
Technician 1.00 40,847 40,847
Total Service Level Changes 2.00 212,398 40,847 253,245 Total FY 2024-25 Budget 31.00 $5,205,109 $2,186,979 $7,392,088 Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
150 City of Milpitas • Finance

Service Level Changes
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures

1. Finance Fiscal Services Enhancement $0 $40,847 $40,847 This action restores 0.5 FTE Water Meter Technician (Temporary) - 20 hours per week in the Fiscal Services section of Finance Department on an ongoing basis. In FY24 Adopted Budget, City defunded

0.5 part-time FTE Water Meter Technician (Temporary) for Fiscal Services Reorganization. Upon further evaluation, Water Meter Technician position was highly skilled with specific water meter knowledge and it is difficult to train office staff to complete that level of work.

Performance Results

There will be sufficient staffing and knowledge if the 0.5 Water Meter Technician position is restored. This will allow the City to provide accurate and timely meter reading and billing to the City of Milpitas' customers.

Impact if funding is not approved
If the position is not restored, it will be difficult to hire and retain an individual with the knowledge and skills to back-up any work performed by the two current water meter technicians. 2 Finance Purchasing Staffing
Enhancement $100,870 $0 $100,870
This proposal would convert an existing 0.5 Temporary Buyer to 1.0 FTE Buyer on an ongoing basis. The current temporary buyer in FY23-24 budget includes 49 hours per week already. This proposal includes benefit costs only.

Performance Results:

This position conversion from temporary to full-time will allow the City to maintain and continue current service level offered by the Purchasing division.

Impact if funding is not approved
Due to the increasing workload in the Purchasing division over the years, not funding this proposal will negatively impact completion of intakes and contracts/agreements in a timely manner.

Budget Narrative and Summary
City of Milpitas • Finance 151

3. Business License Contractual Services $111,528 $0 $111,528 This action will fund HdL business license service and transition to include HdL as a full service administrator on an ongoing basis. The City’s Fiscal Services staff within the Finance Department currently utilizes the HdL software for business license processing.

Performance Results:

If this proposal is approved and funded, this will allow HdL to administer full business license services to the City's businesses and will allow Fiscal Services staff to focus on priority work assignments and tasks.

Impact if funding is not approved
If not funded, Fiscal Services staff within Finance Department will continue to administer the program.

Total Service Level Changes $212,398 $40,847 $253,245
Budget Narrative and Summary
152 City of Milpitas • Finance

Fire
Fire Chief: Jason Schoonover
Mission Statement Description
The Milpitas Fire Department is driven by the
vision to provide outstanding service to the
community through the core values of our mission
statement. "The preservation of life, property, and
the environment within the community is the
reason for our existence".

The core elements of the Fire Department’s
budget support growth within the organization to
ensure mission, succession planning for
organizational stability, and the ability to be flexible with emergency response in the community.

The Milpitas Fire Department is committed to
providing comprehensive emergency
response, fire protection, emergency medical
services, disaster preparedness, community
education, risk reduction, and other related
services in an efficient, effective, and caring
manner to the Milpitas community. The Fire
Department is organized into six functions as
follows: Fire Administration; Operations
Division, EMS and Training, Office of
Emergency Management, Fire Prevention,
and Fire Prevention Administration.

Budget Narrative and Summary
City of Milpitas • Fire 153

Services
• Fire Department Administration: Directs the
department in field operations, budget and fiscal
policy, administrative systems and procedures,
employee training and development, and labor and
management issues. Fire Administration is tasked
with strategic planning for the implementation of fire
service best practices and ensuring response
readiness for the community.
• Fire Department Operations Division: Responds to
emergency incidents involving fires, medical
emergencies, vehicle accidents, specialized
rescues, hazardous material releases, and other
risks affecting the health and welfare of the
community. Personnel staff six apparatus at four
stations strategically located for quick response
throughout the City. Specialized actions within the
division include urban search and rescue,
hazardous materials response, high density
housing response, and specialized response to the
transit area. The Operations Division is focused on
emergency response.
• Fire Department Training, Emergency Medical
Services, and Safety Division: Directs firefighter
training and succession planning. Operates drill
grounds and training curricula to ensure readiness
for all-risk response. Oversees compliance with
paramedic and emergency medical technician
licenses and certifications, State and local reporting
and quality assurance requirements, and
cooperative contracts with the ambulance service
provider. Ensures the readiness of the patient
transport rescue ambulance. Provides safety
programs to reduce the firefighter injury rate and
risks.
• The Office of Emergency Management (OEM)
implements disaster preparedness and response
programs, outreach and education, and regional
collaboration planning. Ensures citywide disaster
readiness by performing Emergency Operations
Center training and maintenance, community
volunteer training, and care-and-shelter cache
maintenance. Provides risk reduction efforts for the
community by coordinating with allied agencies and
non-governmental organizations.
• The Fire Prevention Division plans, organizes and
manages all Fire Department prevention and
inspection programs. In collaboration with other city
departments and partner agencies, the Fire
Prevention Division conducts fire and arson
investigations, vegetation management, hazard
abatement, code enforcement, public fire safety
education, plan review, and evaluation and
development of codes and ordinances The Fire
Prevention Division provides comprehensive fire/life
safety guidance and plan review for land
development, new building construction, remodel
projects, fire suppression systems, and fire alerting
systems. Inspections are performed to ensure
completed construction projects conform to state
and local fire safety regulations.

Budget Narrative and Summary
154 City of Milpitas • Fire

Fire Department
Budget Narrative and Summary
City of Milpitas • Fire 155

Accomplishments

1. Enhanced mental and physical health/
wellness programs P P P

2. Completed post ambulance deployment to
enhance operational program P P P P P

3. Initiated training / succession plan for each
employee P P P

4. Improvements to Fire Department Training
facilities and Tower in process P P

5. Increased social media awareness and public
education events P P

6. Finalized remaining Lexipol policies P P P P P

7. Supported the County-wide Zonehaven
evacuation plan and notifications system P P P P P P

8. OEM development and implementation of
evacuation plan for city facilities P P P P P

9. Supported the build of two new wildland
apparatus and the build of one new Type 1
apparatus P P

10. Supported Emergency Management
Initiatives including MYTEP and remaining
EOP Annexes P P P P P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Budget Narrative and Summary
156 City of Milpitas • Fire

Initiatives

1. Boost mental and physical health/wellness
programs P P P

2. Continue ambulance deployment to enhance
operational program P P P P P

3. Ongoing professional development and
succession plan P P P

4. Ongoing professional development and
succession plan P P

5. Foster Community engagement policies
through increased social media awareness
and public education events P P

6. Enhance fire records management P P P P P

7. Support the adoption of the County-wide
Zonehaven evacuation plan and notifications
system P P P P P P

8. Support the adoption of the County-wide
Zonehaven evacuation plan and notifications
system P P P P P

9. Support the deployment of two wildland
apparatus P P

10. Ensure Fire Prevention meets community
needs P P P P P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Budget Narrative and Summary
City of Milpitas • Fire 157

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Total response time (call to arrival) to
emergency calls (minutes)*
8:20 8:29 8:24 8:25 7:30
State mandated fire occupancy inspections
completed annually
1,228 1,515 1,500 1,100 1,500
Effective Response Force (First Alarm) for
assembling a complete response on all
structure fires (minutes)
11:16 11:20 11:20 11:30 11:30
ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Fire service calls
5,390 6,170 6,782 6,800 7,000
Training Hours / Certifications to serve in
higher rank
8,755 /
20* 9,644 / 24 12,871 /
15***
10,000 /
15 15,000 /
18 Total Engine Company Inspections
0** 2,082 1,858 2,000 2,500
Total Plan Review / Inspections
1,124 /
1,708
1,401 /
1652
1,435 /
1,266
1,240 /
1,040
1,265 /
1,200
Public Education Events (attendees)
0* 2,082 5,079 7,000 8,000
Apparatus Response Summary (incidents)
7,736 8,805 11,083 11,300 12,000
Ambulance Transports
0 0 98 85 100
*Number due to COVID-19 conditions/school closures
**Due to COVID-19 Engine Company Inspections not conducted ***Due to time in grade needed
Budget Narrative and Summary
158 City of Milpitas • Fire

Budget Summary
EMS Transport Services $44,336 $104,229 $89,627 $67,000 ($22,627) (25.2) % Fire Administration 2,484,547 3,026,666 2,412,261 2,176,818 (235,443) (9.8) % Fire Prevention 2,476,271 2,028,903 2,741,533 2,899,210 157,677 5.8 % Fire Prevention Administration 1,298,297 1,299,483 1,134,900 1,186,867 51,967 4.6 % Office of Emergency
Management 256,963 415,545 283,597 297,243 13,646 4.8 % Operations Division 22,949,562 22,354,801 22,672,052 24,549,436 1,877,384 8.3 % TOTAL $29,509,976 $29,229,627 $29,333,970 $31,176,574 $1,842,604 6.3 % DOLLARS BY FUNCTION 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %

PERSONNEL SERVICES
4111 Permanent Salaries $12,323,851 $12,739,190 $13,675,722 $14,212,372 $536,650 3.9 % 4112 Temporary Salaries 326,266 12,669 40,082 36,978 (3,104) (7.7) % 4113 Overtime 2,902,271 2,414,467 1,615,257 1,615,257 0 0.0 % 4114 Reimbursable Overtime 837,277 58,438 0 0 0 0.0 %
4121 Allowances 70,303 78,043 78,312 78,312 0 0.0 %
4124 Leave Cashout 1,052,215 1,011,438 0 0 0 0.0 %
4131 PERS 6,681,951 6,987,410 7,588,793 8,377,027 788,234 10.4 % 4132 Group Insurance 1,867,691 2,029,155 2,243,892 2,462,352 218,460 9.7 % 4133 Medicare 241,774 231,635 200,115 208,054 7,939 4.0 % 4135 Worker's Compensation 478,065 623,166 637,275 663,681 26,406 4.1 % 4138 Deferred Comp-Employer 46,296 48,561 51,300 51,900 600 1.2 % 4139 PARS 0 0 705 705 0 0.0 %
4146 Short Term Disability 0 0 2,700 756 (1,944) (72.0) % 4161 Retiree Medical Reserve 133,386 209,285 182,291 189,301 7,010 3.8 % sub-total 26,961,346 26,443,457 26,316,444 27,896,695 1,580,251 6.0 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
City of Milpitas • Fire 159

SUPPLIES AND CONTRACTUAL SERVICES
4210 Department Allocations 1,524,064 1,485,915 1,608,529 1,897,630 289,101 18.0 % 4220 Supplies 461,107 543,272 633,560 636,560 3,000 0.5 % 4230 Services 330,195 413,667 510,866 486,707 (24,159) (4.7) % 4240 Repair & Maintenance 4,630 2,524 0 0 0 0.0 %
4500 Training, Travel, &
Memberships 164,853 135,309 234,575 234,575 0 0.0 %
sub-total 2,487,122 2,580,687 2,987,530 3,255,472 267,942 9.0 %

CAPITAL OUTLAY
4850 Vehicles 38,281 166,770 0 0 0 0.0 %
4870 Machinery and Equipment 0 38,713 29,996 24,407 (5,589) (18.6) % 4920 Machinery, Tools & Equipment 23,227 0 0 0 0 0.0 % sub-total 61,508 205,483 29,996 24,407 (5,589) (18.6) % TOTAL $29,509,976 $29,229,627 $29,333,970 $31,176,574 $1,842,604 6.3 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Staffing
POSITIONS BY FUNCTION 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Fire Administration 6.00 7.00 8.00 8.00 0.00
Fire Prevention* 7.00 7.00 6.00 6.00 0.00
Fire Prevention Administration 4.00 4.00 4.00 4.00 0.00 Office of Emergency
Management 1.00 1.00 1.00 1.00 0.00
Operations Division 59.00 63.00 63.00 63.00 0.00
TOTAL 77.00 82.00 82.00 82.00 0.00
*1.0 Fire Prevention Inspector reclassification to 40-hour Fire Battalion Chief in FY24 Administrative Analyst II 1.00 1.00 1.00 1.00 0.00
Assistant Fire Marshal 1.00 1.00 1.00 1.00 0.00
Chief Fire Enforcement Offcr 0.00 0.00 0.00 0.00 0.00
Deputy Fire Chief 2.00 2.00 2.00 2.00 0.00
Emergency Svcs Coordinator 1.00 1.00 1.00 1.00 0.00
Entry Level Fire Inspector 0.00 0.00 0.00 0.00 0.00
Executive Assistant 1.00 1.00 1.00 1.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Budget Narrative and Summary
160 City of Milpitas • Fire

Fire Battalion Chief 3.00 3.00 3.00 3.00 0.00
Fire Battalion Chief-40 hr 1.00 1.00 2.00 2.00 0.00
Fire Captain 15.00 15.00 15.00 15.00 0.00
Fire Captain - 40 1.00 1.00 1.00 1.00 0.00
Fire Chief 1.00 1.00 1.00 1.00 0.00
Fire Engineer 6.00 8.00 8.00 8.00 0.00
Fire Engineer-Paramedic 12.00 10.00 10.00 10.00 0.00
Fire Prevention Inspector 4.00 4.00 3.00 3.00 0.00
Fire Protection Engineer 2.00 2.00 2.00 2.00 0.00
Firefighter 15.00 16.00 16.00 16.00 0.00
Firefighter/Paramedic 8.00 11.00 11.00 11.00 0.00
Hazardous Materials Inspector 2.00 2.00 2.00 2.00 0.00
Office Specialist 1.00 1.00 1.00 1.00 0.00
Senior Administrative Analyst 0.00 1.00 1.00 1.00 0.00
Total Positions 77.00 82.00 82.00 82.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
*1.0 Entry Level Fire Prevention Inspector defunded.

Expenditures by Function
EMS Transport Services
$67,000

0.2%
Fire Prevention
$2,899,210

9.3%
Fire Prevention Administration
$1,186,867

3.8%
Office of Emergency Management
$297,243

1.0%
Operations Division
$24,549,436

78.7%
Fire Administration
$2,176,818

7.0%
Budget Narrative and Summary
City of Milpitas • Fire 161

Budget Reconciliation
PRIOR YEAR BUDGET 82.00 $29,293,561 $40,408 $29,333,969 Adjustments to Costs of Ongoing Activities
Salary and Benefits 1,580,201 1,580,201
Equipment Replacement Amortization 289,101 289,101
Non-Personnel Expenditure Alignment to
Historical Trend (26,696) (26,696)
Adjustments to Costs of Ongoing Activities 0.00 1,842,606 0 1,842,606 Total FY 2024-25 Budget 82.00 $31,136,167 $40,408 $31,176,575 Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Service Level Changes
Budget Narrative and Summary
162 City of Milpitas • Fire

Human Resources
HR Director: Kelli Parmley
Mission Statement Description
The HR Department supports the
achievement of the City’s goals by: 1)
recruiting and retaining highly qualified
individuals and ensuring they have the
resources to operate effectively, 2)
providing an environment that is diverse,
safe, and conscious of community goals,
and 3) establishing policies/practices that
treat employees with respect, while
maintaining compliance with labor laws
and labor agreements.

The HR Department provides citywide services related to recruitment, benefits administration, safety (including a self-funded workers' compensation program and DOT
Drug and Alcohol Testing), employee relations including compliance with State and Federal employment laws,
performance management, training, and labor relations,
including negotiations and administration of labor
agreements.

Budget Narrative and Summary
City of Milpitas • Human Resources 163

Services
• Recruitment - The HR Department partners with
all areas of City service to find energetic,
engaged, and highly capable public employees.

This is done through the use of cloud-based
applicant tracking and management systems,
target advertising, and executive recruiting firms
as needed to compete for and secure the very
best talent.
• Health and Wellness - The HR Department
oversees comprehensive benefits packages for
approximately 452 (FTE) positions, focusing on
overall health and wellness for employees and
their families. We do this by taking a holistic
approach on quality of life and providing
excellent benefits including medical coverage
through CalPERS Health, Dental, Vision, Life
Insurance, Long Term Disability, Short Term
Disability, Employee Assistance Program (EAP),
Deferred Compensation (457 or 401A plan
depending on bargaining unit), and other
financial wellness resources.
• Workers' Compensation - The City is self-insured
for workers' compensation contracted through a
Third Party Administrator (TPA). Staff work
closely with our TPA to ensure that all injured
employees receive proper care for their work-
related injuries and/or illnesses.
• Labor Relations - The HR Department builds
productive and collaborative relationships with
our five separate bargaining units to achieve the
City’s goals and provide exemplary service to our
community. Human Resources team members
are critical components of administering,
implementing, and interpreting labor contracts
and assisting in the resolution of potential issues.
• Employee Relations and Customer Service - The
HR Department treats all applicants, employees,
retirees, and residents with dignity and respect.

We strive to ensure equal employment
opportunities and a workplace free of
discrimination and harassment. We assist
managers and supervisors with performance
management matters. We encourage positive
employer-employee relations and maintain a
high level of service to those we serve.
• Training - The HR Department manages and
maintains training and professional growth
opportunities to promote employees’ learning
and development in alignment with the
organization's needs and goals.

Budget Narrative and Summary
164 City of Milpitas • Human Resources

Human Resources Department
Budget Narrative and Summary
City of Milpitas • Human Resources 165

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Accomplishments

1. Successfully recruited, onboarded, and
orientated two HR staff members (HR
Assistant and the HR Director) P

2. Concluded negotiations with MEA and
ProTech and implemented successor
contracts through June 2025 P

3. Modernized the Hiring Process by piloting
digital hiring packets and implementing
electronic offer letters. P

4. Planned and executed first-time roadshows
related to Open Enrollment and overall
employee wellness. P

5. Successfully completed the RFP process for
a new HRIS/ERP system and received
Council approval for award and
implementation.

P

6. Processed approximately 2,500 applications. P

7. Maintained over 85% compliance with
mandated harassment prevention training
program P

8. Conducted new hire orientations for over 150
employees and processed over 800
personnel transactions. P

9. Processed over 2,500 applications. P
Budget Narrative and Summary
166 City of Milpitas • Human Resources

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Initiatives

1. Review and Revise Personnel Rules and City
Policies P

2. Assess the feasibility of moving to a
paperless personnel file system and scope
out implementation P

3. Continue partnering with departments and
consultants on the HRIS/ERP implementation P

4. Refine and expand the Employee Mentorship
Program along with other training and
development initiatives P
Budget Narrative and Summary
City of Milpitas • Human Resources 167

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Average time to fill a vacancy (in days)
95 98.53 109.06 63.16 80
Percentage of recruitments completed within
established timelines
70% 67% 66% 62% 70%
Percentage of employees attended
Harassment Prevention Training
90% 77% 86% 77% 85%
ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Number of full-time positions filled
67 98 53 37 45
Number of workers compensation claims
processed
58 105 92 33 50
Number of transactions processed
3,000 986 1,131 656 984
Number of new hires onboarded (includes
temporary staff)
100 163 214 72 150
Budget Narrative and Summary
168 City of Milpitas • Human Resources

Budget Summary

PERSONNEL SERVICES
4111 Permanent Salaries $698,807 $839,680 $894,320 $1,044,289 $149,969 16.8 % 4112 Temporary Salaries 81,398 72,713 59,055 29,527 (29,528) (50.0) % 4113 Overtime 1,427 598 1,500 1,500 0 0.0 %
4121 Allowances 6,346 5,458 13,200 6,600 (6,600) (50.0) % 4124 Leave Cashout 21,035 92,951 0 0 0 0.0 %
4131 PERS 275,478 268,342 300,276 378,070 77,794 25.9 % 4132 Group Insurance 93,819 126,106 166,248 197,079 30,831 18.5 % 4133 Medicare 11,808 14,706 14,015 16,309 2,294 16.4 % 4135 Worker's Compensation 1,224 1,408 4,767 5,586 819 17.2 % 4138 Deferred Comp-Employer 4,666 5,616 6,300 7,200 900 14.3 % 4139 PARS 0 4 886 886 0 0.0 %
4146 Short Term Disability 0 0 2,100 672 (1,428) (68.0) % 4161 Retiree Medical Reserve 5,439 8,705 7,298 8,685 1,387 19.0 % sub-total 1,201,447 1,436,287 1,469,965 1,686,856 216,891 14.8 %

SUPPLIES AND CONTRACTUAL SERVICES
4200 Community Promotion,Grant/
Loan 0 8,748 8,755 8,755 0 0.0 %
4220 Supplies 7,593 9,058 7,210 7,210 0 0.0 %
4230 Services 329,890 290,862 426,038 515,738 89,700 21.1 % 4500 Training, Travel, &
Memberships 28,197 69,363 105,239 130,239 25,000 23.8 % sub-total 365,680 378,031 547,242 661,942 114,700 21.0 % TOTAL $1,567,127 $1,814,318 $2,017,207 $2,348,798 $331,591 16.4 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
City of Milpitas • Human Resources 169

Staffing
Employee Relations Officer 1.00 1.00 0.00 0.00 0.00
Human Resource Analyst II 1.00 1.00 1.00 2.00 1.00
Human Resources Analyst I 1.00 1.00 1.00 1.00 0.00
Human Resources Assistant 1.00 1.00 1.00 1.00 0.00
Human Resources Director 1.00 1.00 1.00 1.00 0.00
Human Resources Manager 0.00 0.00 1.00 1.00 0.00
Human Resources Technician 1.00 2.00 2.00 2.00 0.00
Total Positions 6.00 7.00 7.00 8.00 1.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Expenditures by Category
Personnel Services
$1,686,856

71.8%
Supplies and Contractual Services
$661,942

28.2%
Budget Narrative and Summary
170 City of Milpitas • Human Resources

Budget Reconciliation
PRIOR YEAR BUDGET 7.00 $2,017,208 $0 $2,017,208
Adjustments to Costs of Ongoing Activities
Salary and Benefits 62,741 62,741
Chaplin & Hill Investigative Services 89,700 89,700
Adjustments to Costs of Ongoing Activities 0.00 152,441 0 152,441 Total FY2024-25 Base Budget 7.00 $2,169,649 0 $2,169,649 Service Level Changes
Human Resources Department Staffing 1.00 154,149 154,149 Citywide Training Enhancement 25,000 25,000
Total Service Level Changes 1.00 179,149 0 179,149
Total FY 2024-25 Budget 8.00 $2,348,798 $0 $2,348,798
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
City of Milpitas • Human Resources 171

Service Level Changes
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
1 Citywide Training Enhancement $25,000 $0 $25,000
This action will fund $25,000 ongoing dedicated to training and professional development of City staff.

The government sector continues to experience challenges in attracting and retaining the next generation. While retirements continue (leaving knowledge and experience gaps), there are now more than five generations in our work place and many in mid-level supervisory and leadership positions who are critical to organizational success and in retaining our employees (Gallup) and yet may not have the skills to support their success. In general, government has lagged behind the private sector in investment in employees and yet the next generation is looking for many things from employers, one of which is growth opportunities (training and professional development).

Performance Results

Through pre-assessment activities (interviews, focus groups, and surveys) understand priority needs for growth and development and following the learning opportunity (pre-post survey) assess the impact of the training on their growth, well being, and intent to stay with the City of Milpitas. Did the training make a difference in their skill development (self reported by them) and are they applying what they’ve learned (self reported) in the workplace in a way that is making a positive difference? Impact if funding is not approved
Currently, the City does not have a sufficient Citywide allocation to invest in employee growth and development. The small human resources team is not positioned to deliver training directly so this “vendor delivered” strategy to focus in one area of Citywide training will maximize impact. Focusing on mid-level managers and the development and delivery of a mid-level manager “academy” or forum is that opportunity.

Budget Narrative and Summary
172 City of Milpitas • Human Resources

2 Human Resources Department Staffing 0.00 $154,149 $0 $154,149 This action will fund 1.0 FTE ongoing of a new Human Resources Analyst I/II. The Human Resources Department provides recruitment support for all City Departments. Currently, the City has 38 vacancies that translates to 8.4% vacancy rate and a one full-time analyst dedicated to recruitment. On average one analyst can manage 7-8 recruitments, which is not sufficient to be strategic, effective, and efficient with recruitment in a labor market for local government will be facing a challenging labor market for the foreseeable future. Additionally, the Department does not have dedicated support in two areas critical to the long term success in attracting and retaining our employees: support for essential activities in labor and employee relations as well as strategic activities related to classification and compensation.

Performance Results:

Funding a new Human Resources Analyst I/II will boost the City's recruitment and workforce management capabilities. With 38 vacancies and only one full-time analyst handling recruitment, the City faces staffing challenges. Adding a new analyst will improve recruitment efficiency, while dedicated support for labor relations and compensation activities will enhance talent attraction and retention. By addressing critical workforce needs, this proposal aims to strengthen organizational effectiveness and adaptability, ensuring the City can meet community demands.

Impact if funding is not approved
Not adding this new position will impact the ability for the Human Resources Department to provide additional support for recruitment Citywide and provide additional support for labor and employee relations and essential strategic activities related to classification and compensation. This will have a major impact on the ability to provide City services.

Total Service Level Changes $179,149 $0 $179,149
Budget Narrative and Summary
City of Milpitas • Human Resources 173

Budget Narrative and Summary
174 City of Milpitas • Human Resources

Information Technology
IT Director: Daniel Nam
Mission Statement Description
The Information Technology
Department supports the mission of
the City by providing innovative,
reliable, secure, and cost-effective
technology services in the areas of
telecommunications, data processing,
desktop support, Geographic
Information System (GIS) and
technology systems management.

This department provides automation planning, coordination of system procurement and implementation, administration of the City’s cyber security program, management of technology projects to fulfill customer-defined functional requirements, development and maintenance of the City's technical architecture and infrastructure, partnering with key product and service providers, ensuring customer satisfaction, providing automation support and training development, support of the City's web site, implementation and support of security access systems and all automated data systems.

Budget Narrative and Summary
City of Milpitas • Information Technology 175

Services
• IT Strategic Planning – Administer and continuously
monitor multi-year technology initiatives to ensure
the smart and effective use of technology across
the City’s departments and aligned with the City’s
overall mission.
• IT Project Management – Provide effective project
management services for technology projects of
varying scope from short-term department projects
to multi-year implementations that bring new
solutions to users across the organization.
• Technology Contract Management – Provide
management and coordination of technology
system contracts.
• Development Services – Support the development
of highly effective, secure, and reliable customized
software and automation solutions to enhance
service delivery and efficiency.
• Servers and Application Support – Provide
management and support of the City’s data center.

This includes managing the City’s computer and
storage resources, public safety systems, network
directory services, e-mail, teleconference, system
automation, administration of cloud technologies,
system implementation and integrations, security,
and disaster recovery.
• Infrastructure Support – Develop and support the
technology systems architecture and infrastructure,
including implementing and supporting the City’s
Internet connectivity, IP telephony systems, mobile
phones and data services, metro-area fiber optic
network, and wireless enterprise network.
• Public Information – Develop and support the City’s
website and provide support for virtual and hybrid
public meetings.
• Security Access and Control – Enhance safety and
protect the City’s assets by supporting the city
facility security access and control system.
• GIS – Provide various GIS services and enable
coordination between various departments across
the organization. This service includes software
development, data acquisition, aerial imagery, and
mapping services. The data collected serves
various enterprise systems, including the Computer
Aided Dispatch System, Computerized
Maintenance Management System, Land Records
& Permitting Application, and Community
Development Services systems.
• Helpdesk – Provide a centralized support channel
for City staff. Helpdesk service provides technical
resources, including software and hardware
troubleshooting assistance, as well as managing
the City’s technology assets. IT department
procures, implements, and maintains all technology
resources used for the City’s operation, including
server resources, AV systems, 700 computers, 400
mobile devices and 100 printers.

Budget Narrative and Summary
176 City of Milpitas • Information Technology

Information Technology Department
Budget Narrative and Summary
City of Milpitas • Information Technology 177

Accomplishments

1. Police Mobile Computer Replacement P

2. Internet Connectivity Enhancement P P P P P P P

3. New City Website Implementation P P P P P P P

4. Cybersecurity Systems and Program
Implementation P P P P P P P

5. Agenda Management System
Implementation P

6. Citywide Network Assessment P P

7. Permitting System Assessment P P P P P P P

8. Utility Mapping Coordination P P P

9. Support ERP/HRIS Research and Selection P

10. Centralized Device Management
Implementation P P P P P P P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Budget Narrative and Summary
178 City of Milpitas • Information Technology

Initiatives

1. Complete Council Chamber AV Replacement P

2. 911 CAD System Upgrade P

3. Complete Fire Mobile Computer
Replacement P

4. Continue Cybersecurity Program
Enhancement P P P P P P P

5. Continue Supporting ERP/HRIS
Implementation P

6. McCandless Well Technology Implementation P

7. Recreations Facilities Access Control System
Implementation P P

8. Continue supporting Neogov Improvements P

9. Permitting System Procurement P P P P P P P

10. Utility Location Modernization P P P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Budget Narrative and Summary
City of Milpitas • Information Technology 179

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
City Council meetings supported
100% 100% 100% 100% 100%
Network Availability*

99.93% 99.95% 99.9% 99.98% 99.99%
Critical Server Availability*

99.99% 99.98% 99.98% 99.96% 99.99%
Website Availability*

99.99% 99.55% 99.66% 99.65% 99.99%
Customer surveys received with
a score of 4 or better (out of 5)
96% 100% 100% 100% 100%
ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Help Desk tickets closed
4,153 5,760 5,895 5,712 6,000
Website visitors
216,000** 450,000 346,000 258,000 300,000
GIS Asset updates
48,401 49,167 61,232 50,000 45,000
Number of City Council and Planning
Committee meetings supported
N/A 50 62 56 52
Physical servers converted to virtual servers
90% 97% 98% 98% 99%
Managed-devices - iOS
N/A N/A 172 255 300
Managed-devices - Windows
N/A N/A — 758 800
*Scheduled down time for maintenance is excluded
**Previously included bots and other countries. FY21 and forward counts actual visitors.

Budget Narrative and Summary
180 City of Milpitas • Information Technology

Budget Summary

PERSONNEL SERVICES
4111 Permanent Salaries $1,206,667 $1,116,095 $2,172,395 $2,089,992 ($82,403) (3.8) % 4112 Temporary Salaries 41,727 3,515 35,000 35,000 0 0.0 % 4113 Overtime 2,030 1,977 0 0 0 0.0 %
4121 Allowances 4,696 3,948 6,600 6,600 0 0.0 %
4124 Leave Cashout 155,413 73,858 0 0 0 0.0 %
4125 Accrued Leave 0 0 0 0 0 0.0 %
4131 PERS 420,293 368,046 683,268 724,805 41,537 6.1 % 4132 Group Insurance 166,197 131,681 357,544 347,328 (10,216) (2.9) % 4133 Medicare 20,545 17,564 32,116 30,909 (1,207) (3.8) % 4135 Worker's Compensation 2,227 (32,389) 10,949 12,055 1,106 10.1 % 4138 Deferred Comp-Employer 8,016 6,271 13,500 12,600 (900) (6.7) % 4139 PARS 640 53 526 526 0 0.0 %
4146 Short Term Disability 0 0 4,284 1,176 (3,108) (72.5) % 4161 Retiree Medical Reserve 11,491 19,760 19,329 18,852 (477) (2.5) % sub-total 2,039,942 1,710,379 3,335,511 3,279,843 (55,668) (1.7) %

SUPPLIES AND CONTRACTUAL SERVICES
4210 Department Allocations 1,782 1,704 1,984 2,212 228 11.5 % 4220 Supplies 8,455 15,808 11,000 11,000 0 0.0 %
4230 Services 49,805 320,003 15,000 15,000 0 0.0 %
4240 Repair & Maintenance 1,275,449 1,236,967 1,554,119 1,622,465 68,346 4.4 % 4410 Communications 275,053 349,872 302,000 302,000 0 0.0 % 4500 Training, Travel, &
Memberships 9,454 15,267 73,500 73,500 0 0.0 %
sub-total 1,619,998 1,939,621 1,957,603 2,026,177 68,574 3.5 %

CAPITAL OUTLAY
4860 Capitalized Leases 0 0 0 0 0 0
4870 Machinery and Equipment 9,986 0 0 0 0 0.0 %
4920 Machinery, Tools & Equipment 296,081 19,866 250,000 250,000 0 0.0 % sub-total 306,067 19,866 250,000 250,000 0 0.0 %
TOTAL $3,966,007 $3,669,866 $5,543,114 $5,556,021 $12,907 0.2 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
City of Milpitas • Information Technology 181

Staffing
Business Systems Analyst/
Developer 0.00 1.00 1.00 1.00 0.00
Deputy IT Director 0.00 1.00 1.00 1.00 0.00
GIS Technician 1.00 1.00 1.00 1.00 0.00
Information System Analyst 2.00 3.00 4.00 4.00 0.00
Information Technology
Director 1.00 1.00 1.00 1.00 0.00
Information Technology
Manager 3.00 2.00 2.00 2.00 0.00
Information Technology
Technician 2.00 2.00 2.00 2.00 0.00
Office Specialist 1.00 1.00 1.00 1.00 0.00
Senior Administrative Analyst 0.00 0.00 1.00 1.00 0.00
Sr. Information Analyst/Dev 1.00 0.00 0.00 0.00 0.00
Video Media Specialist 1.00 1.00 0.00 0.00 0.00
Total Positions 12.00 13.00 14.00 14.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Expenditures by Category
Personnel Services
$3,279,843

59.0%
Supplies and Contractual Services
$2,026,177

36.5%
Capital Outlay
$250,000

4.5%
Budget Narrative and Summary
182 City of Milpitas • Information Technology

Budget Reconciliation
PRIOR YEAR BUDGET 14.00 $4,911,129 $631,986 $5,543,115
Adjustments to Costs of Ongoing Activities
Salary and Benefits 155,702 (211,371) (55,669)
Various Software Maintenance 16,550 16,550
Equipment Amortization 228 228
Non-Personnel Expenditure Alignment to
Historical Trend 51,796 51,796
Adjustments to Costs of Ongoing Activities 0.00 224,276 (211,371) 12,905 Total FY 2024-25 Budget 14.00 $5,135,405 $420,615 $5,556,020 Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
City of Milpitas • Information Technology 183

Budget Narrative and Summary
184 City of Milpitas • Information Technology

Planning
Planning Director: Jay Lee
Mission Statement Description
The Planning Department develops and
implements policies to guide the
physical and economic development of
the City. We seek to create and maintain
a high quality of life for Milpitas residents
through enforcement of land use,
architectural design, and environmental
regulations. We also strive to provide
excellent customer service in support of
an efficient development review process
and fair and inclusive community
engagement activities.

The Planning Department prepares, maintains, and implements the City's General Plan, associated Specific Plans, and other planning and policy documents to positively influence the physical development of the community. Department staff assist residents, businesses, designers, developers, and architects to understand and follow the City's policies and regulations for development, including the General Plan, two Specific Plans, and the Zoning Ordinance. The Department collaborates with other City departments to administer various policies and regulations related to the physical development of the City, including the California Environmental Quality Act (CEQA). The Department provides professional and administrative support to the Planning Commission and promotes informed decision-making by conducting analysis, making findings and recommendations, and facilitating community and neighborhood meetings.

Budget Narrative and Summary
City of Milpitas • Planning 185

Services
• Prepares, maintains, and implements the City's
General Plan and associated Specific Plans.
• Conducts research, prepares long-range planning
documents, and assists other departments in
preparing special-purpose long-range plans.
• Administers the City's Zoning Ordinance and
collaborates with other departments to administer
other development policies and regulations,
including the California Environmental Quality Act
(CEQA).
• Reviews the City’s CEQA documents for capital
projects.
• Performs and coordinates review of land
development applications and provides information
to the public regarding land development regulations
and processes.
• Assists developers in obtaining planning
entitlements and coordinates the development
review process from conceptual design and
preapplication consultation to application submittal
and formal review.
• Implements the Milpitas Metro Specific Plan and
Gateway-Main St. Specific Plan and coordinates
with other departments to ensure timely review of
development proposals.
• Supports the Building Safety and Housing
Department in updating the Housing Element and
implementing the City’s housing policies.
• Provides and updates planning permit fees,
submittal requirements, checklists, design
guidelines, and publications to support a streamlined
permit application and development review process.
• Reviews building plans for conformance with zoning
regulations and conditions of approval.
• Administers the City’s short-term rental program.
• Reviews various City license and permit applications
for zoning conformance.
• Provides staff support to the Planning Commission
and other planning-related advisory groups.
• Secures regional, state, and federal grant funding to initiate planning, transportation, and parks projects.
• Coordinates with the City Manager's office in
working with outside agencies, regional
organizations, and local businesses.
• Coordinates with outside agencies on regional
planning, transportation, and environmental issues.
• Maintains City demographics and geographic based
information.
• Promotes the City of Milpitas as a vibrant community
to live, work, shop, learn, and play.

Budget Narrative and Summary
186 City of Milpitas • Planning

Planning
Budget Narrative and Summary
City of Milpitas • Planning 187

Accomplishments

1. Completed an initial draft of the Gateway-
Main St. Specific Plan P P P P P P

2. Continued to support and evaluate Milpitas
SMART as a local transit program P P P P

3. Continued work on a comprehensive update
of the City’s Zoning Ordinance P P P P P P P

4. Supported Housing Element implementation
and continued work on Housing Opportunity
Districts (HODs) P P P

5. Secured $600k in grant funding for the Main
St. Sense of Place Plan and Impact Fee
Study P P P P P P

6. Secured $200k in grant funding for the
Innovation District Parks and Trails Master
Plan P P P

7. Continued work on the Metro Area
Development Impact Fee P P P P P

8. Supported the Planning Commission for 16
meetings and conducted 8 Zoning
Administrator hearings P P

9. Continued collaboration with other
departments to implement upgrades to the
City’s online permit tracking system and other
tools to increase efficiency and enhance
service delivery to the community.

P P

10. Completed recruitments for three vacant
positions P P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Budget Narrative and Summary
188 City of Milpitas • Planning

Initiatives

1. Complete the Gateway-Main St. Specific Plan
and EIR P P P P P P

2. Secure external funding sources to continue
Milpitas SMART P P P P

3. Complete CZO Update Phase 1 and initiate
Phase 2 P P P P P P P

4. Continue implementing of the Housing
Element and complete the HODs P P P

5. Start work on the Main St. Sense of Place
Plan and Impact Fee Study P P P P P P

6. Start work on the Innovation District Parks
and Trails Master Plan P P P

7. Complete the Metro Area Development
Impact Fee P P P P P

8. Continue collaboration with other departments
to implement upgrades to the City’s online
permit tracking system P P

9. Continue to work with Santa Clara County to
implement a local Tobacco Retail Program P P

10. Secure pre-development funds and technical
assistance from MTC for redevelopment of
Priority Housing Sites P P P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Budget Narrative and Summary
City of Milpitas • Planning 189

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Total Projects Received
N/A N/A N/A 542 550
Total Projects Reviewed
N/A N/A N/A 380 400
Average Number of Days for 1st
Review of Projects
N/A N/A N/A 9 10
Total Projects Approved
N/A N/A N/A 390 400
Total items presented to Zoning
Administrator, Planning Commission,
and City Council
N/A N/A N/A 50 50
Total Community meetings held/public
outreach (development projects and
long-range/policy planning)
N/A N/A N/A 38 40
Average number of projects (Municipal
Code amendments, Area Plans, annual
reports,Policy Updates etc.) underway
in the Department at any one time.
(Long Range/Policy Planning)
N/A N/A N/A 7 10
Total Public Counter Visits
N/A N/A N/A 1,902 2,000
Total Department Call Count
N/A N/A N/A 6,242 6,250
ADU Monday Appointments
N/A N/A N/A 72 75
ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Total planning permits/zoning
approvals issued
N/A 332 340 402 420
Total planning applications with public
hearing
N/A 52 22 21 25
Total long-range planning projects
(policy and zoning updates) in
progress or completed
N/A 9 9 9 12
Budget Narrative and Summary
190 City of Milpitas • Planning

Budget Summary
Long Range Planning $251,346 $272,481 $273,011 $275,731 $2,720 1.0 % Planning 2,021,060 2,211,984 2,112,325 2,275,243 162,918 7.7 % TOTAL $2,272,406 $2,484,465 $2,385,336 $2,550,974 $165,638 6.9 % DOLLARS BY FUNCTION 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %

PERSONNEL SERVICES
4111 Permanent Salaries $1,176,698 $1,296,274 $1,380,360 $1,418,457 $38,097 2.8 % 4112 Temporary Salaries 42,400 73,310 218,065 270,065 52,000 23.8 % 4113 Overtime 2,667 13,876 10,000 12,000 2,000 20.0 %
4119 Adjustments-Payroll 0 0 0 0 0 0.0 %
4121 Allowances 6,346 7,120 6,600 6,600 0 0.0 %
4122 Standby Pay MEA 0 0 0 0 0 0.0 %
4124 Leave Cashout 62,789 26,837 0 0 0 0.0 %
4125 Accrued Leave 0 0 0 0 0 0.0 %
4131 PERS 402,675 428,505 445,420 497,462 52,042 11.7 % 4132 Group Insurance 191,065 212,306 237,756 270,217 32,461 13.7 % 4133 Medicare 18,473 20,540 23,231 24,540 1,309 5.6 %
4135 Worker's Compensation 6,350 68,466 69,971 57,505 (12,466) (17.8) % 4138 Deferred Comp-Employer 8,276 7,716 8,100 8,100 0 0.0 % 4139 PARS 0 0 1,980 2,761 781 39.4 %
4141 Adjustments-Payroll 0 0 0 0 0 0.0 %
4143 Charged to CIPs 0 0 (109,243) (109,243) 0 0.0 %
4146 Short Term Disability 0 0 2,700 757 (1,943) (72.0) % 4161 Retiree Medical Reserve 9,625 16,106 13,246 13,603 357 2.7 % sub-total 1,927,364 2,171,056 2,308,186 2,472,824 164,638 7.1 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
City of Milpitas • Planning 191

SUPPLIES AND CONTRACTUAL SERVICES
4200 Community Promotion,Grant/
Loan 0 0 0 0 0 0.0 %
4210 Department Allocations 0 0 0 0 0 0.0 %
4220 Supplies 6,160 10,056 12,000 12,000 0 0.0 %
4230 Services 194,367 284,700 42,000 43,000 1,000 2.4 % 4500 Training, Travel, &
Memberships 14,515 18,653 23,150 23,150 0 0.0 %
sub-total 215,042 313,409 77,150 78,150 1,000 1.3 %

CAPITAL OUTLAY
4850 Vehicles 0 0 0 0 0 0.0 %
4870 Machinery and Equipment 130,000 0 0 0 0 0.0 %
4910 Office Furniture & Fixtures 0 0 0 0 0 0.0 %
sub-total 130,000 0 0 0 0 0.0 %
TOTAL $2,272,406 $2,484,465 $2,385,336 $2,550,974 $165,638 6.9 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
192 City of Milpitas • Planning

Staffing
POSITIONS BY FUNCTION 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Planning 8.00 8.00 8.00 8.00 0.00
Long Range Planning 1.00 1.00 1.00 1.00 0.00
TOTAL 9.00 9.00 9.00 9.00 0.00
Administrative Assistant 1.00 1.00 1.00 1.00 0.00
Assistant Planner 0.00 0.00 0.00 0.00 0.00
Associate Planner 3.00 3.00 3.00 3.00 0.00
Junior Planner 1.00 0.00 0.00 0.00 0.00
Planning Director 1.00 1.00 1.00 1.00 0.00
Planning Manager 0.00 0.00 0.00 0.00 0.00
Planning Technician 0.00 1.00 1.00 1.00 0.00
Principal Planner 1.00 1.00 1.00 1.00 0.00
Senior Planner 2.00 2.00 2.00 2.00 0.00
Total Positions 9.00 9.00 9.00 9.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Expenditures by Function
Long Range Planning
$275,731

10.8%
Planning
$2,275,243

89.2%
Budget Narrative and Summary
City of Milpitas • Planning 193

Budget Reconciliation
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
PRIOR YEAR BUDGET 9.00 $2,024,148 $361,188 $2,385,336
One-Time Prior Year Budget Adjustments
Records Specialist Intern (27,306) (27,306)
One-Time Prior Year Budget Adjustments 0.00 (27,306) 0 (27,306) Adjustments to Costs of Ongoing Activities
Salary and Benefits (9,437) 118,280 108,843
Non-Personnel Expenditure Alignment to
Historical Trend 3,000 3,000
Adjustments to Costs of Ongoing Activities 0.00 (6,437) 118,280 111,843 Total FY2024-25 Base Budget 9.00 1,990,405 479,468 2,469,873 Service Level Changes
Part-time Staff Assistant (One-Time) 53,794 53,794
Records Specialist Intern 27,307 27,307
Total Service Level Changes 0.00 81,101 0 81,101
Total FY 2024-25 Budget 9.00 $2,071,506 $479,468 $2,550,974 Budget Narrative and Summary
194 City of Milpitas • Planning

Service Level Changes

1. Part-time Staff Assistant 0.00 $53,794 $0 $53,794
This action provides funding for a part-time staff assistant (one-time). The Staff Assistant will support the training and onboarding of new staff and ensure adequate coverage and service levels during periods of transition and unexpected vacancies within the department. Many customers find it more convenient and are now accustomed to conducting business remotely rather than coming to City Hall. This has resulted in significant added workload and increased response times because of the need to juggle increased phone calls and email messages with other work such as meetings, staff report preparation, and project coordination.

Performance Impact
The position will support the entire department by alleviating administrative burdens and increasing capacity in other function areas. Consequently, operations will continue to be efficient and effective. Other staff can focus more time on development review projects and staff reports, conduct research on more complex issues, and administer various special projects as outlined above. New staff will receive adequate training and oversight, and the Department will avoid declining response times and overall service levels.

Impact if not funded
This action would fund a part-time Staff Assistant for one additional fiscal year to support the administrative workload. The department continues to experience a significant increase in incoming phone calls and email inquiries from residents, developers, and business owners.

Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
City of Milpitas • Planning 195

2. Records Specialist Intern (1.00) $27,307 $0 $27,307
This action changes the previously funded one time funded Records Specialists Intern into an ongoing funded position. The Planning Department maintains current and historic records related to land development, census and demographics, zoning determinations, long-range planning, etc. Many of these records are legal documents related to Planning entitlements and must be accessible to the public. The records for larger, complex projects are often voluminous and may include paper files, digital files, and exhibits. The department also maintains a library of reference materials related to planning, zoning, and land development. With frequent staff turnover going back a decade or more, the Department files have not been well maintained, and the volume of disorganized files increases significantly each year. Future staff and members of the public will find it increasingly difficult to research files and quickly access critical information due to poor housekeeping and records management. As a best practice, current and historic records should be available online for greater transparency and accessibility. There is an immediate and acute need in the Planning Department for a Records Specialist dedicated specifically to purging, organizing, and establishing protocols for a shared system for records management, retention, and access. Regular staff does not have adequate time to develop this type of system on a department-wide basis - a person with specialized skills in records management is needed to drive the process.

Performance Impact
The proposed position will allow the Planning Department to establish consistent and up-to-date records management protocols and a system for hard-copy and digital files as required by law, which will improve response time to records requests and streamline zoning research, thereby improving customer service.

This position will support three primary tasks: 1) organize paper files and establish protocols for managing paper records; 2) organize digital files and establish protocols for managing digital records; and 3) coordinate the digitization of archive files, including microfiche records, by an outside vendor and set up a system for public online access.

Impact if not funded
If this position is not funded, this work would be spread amongst other staff in the Planning Department, resulting in a decline in overall timelines of projects due to the increased workload.

Total Service Level Changes 0.00 $81,101 $0 $81,101
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
196 City of Milpitas • Planning

Police
Police Chief: Jared Hernandez
Mission Statement Description
The Milpitas Police Department is
committed to the protection of lives and
property by working with our community
and providing professional and
responsive police services.

This department provides 24 hours-a-day,
365 days-a-year policing services to the
City, keeps the peace, and prevents &
controls crime. The Department's functions
include: Administration, Patrol Services,
Traffic Safety Unit, Police Community
Relations Unit, Investigations Unit,
Communications Unit, Records Unit, and
Professional Standards Unit.

Budget Narrative and Summary
City of Milpitas • Police 197

Services
• Provides 24 hours-a-day, 365 days-a-year response
to calls for police services. Safeguards the
community from crime through deterrence,
prevention, and arrest of offenders. Preserves the
public peace, protects life & property, and
appropriately enforces laws & ordinances.
• Investigates automobile thefts, hit-and- runs
collisions, and traffic accidents; conducts accident
reconstruction for major injury & fatal collisions;
provides traffic control at major events and enforces
traffic laws.
• Facilitates PAL activities & programs and conducts
Neighborhood Watch, Police Explorer, Citizen
Volunteer, and other crime prevention & education
programs.
• Works closely with the school district and county
agencies to divert first time offenders from the
juvenile justice system through parent counseling
and other innovative programs. The School
Resource Officers in the Police Community
Relations Unit serve the City's secondary schools.
• Provides follow-up investigation of crimes against
persons, fraud, high technology crimes, missing
persons, and property crimes.

• Conducts gang prevention, intervention, and
investigation programs; tracks sex registrants; and
conducts proactive narcotic investigations.
• Provides 24 hours-a-day, 365 days-a-year 9-1-1
emergency telephone answering and emergency
dispatching for the police department, fire
department, and other City Departments.
• Provides public counter service, filing of criminal
complaints, and evidence management. Processes,
maintains, and distributes police reports and fire
reports, prepares statistical data required by law,
and responds to report requests and telephone
inquiries from citizens and other authorized entities.
• Maintains a Community Service Officer (CSO)
Program to expand services. The CSOs have
absorbed many non-hazardous tasks previously
assigned to police officers and police officers will
remain dedicated to higher priority items. The CSOs
provide the community with responsive services at a
cost far less than that of a police officer.

Budget Narrative and Summary
198 City of Milpitas • Police

Police Department
Budget Narrative and Summary
City of Milpitas • Police 199

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Accomplishments

1. Maintained an average response time to
emergency calls of 2:55 (fiscal year 2022-23). P P P P

2. Answered 97% of 911 calls within ten (10)
seconds (fiscal year 2022-23). P P

3. Participated in 60 community outreach events
(fiscal year 2022-23). P P P

4. Received and deployed new Mobile
Emergency Operations Center vehicle. P P

5. Published an interactive, online Transparency
Portal. P

6. Increased Women Police Officer hiring (19%
female) to exceed the State average of 13%. P

7. Expanded employee wellness services. P
Budget Narrative and Summary
200 City of Milpitas • Police

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Initiatives

1. Ensure average response times to
emergency calls remains under three (3)
minutes. P P P P

2. Reduce crime through prevention,
deterrence, and enforcement efforts. P P

3. Ensure 95% of 911 calls are answered by a
dispatcher within ten (10) seconds/ The state
standard is 90% within fifteen (15) seconds. P P

4. Host Community Engagement events (in-
person, virtual) such as coffee with a cop,
HOA community presentations, citizen
academies, virtual book readings, and faith-
based community meetings.

P P P

5. Ensure 100% registration verification of
known sex offenders. P P

6. Conduct 15 directed enforcement events to
improve traffic safety. P P P P

7. Identify and implement a strategy to promote
diversity in professional development and
career advancement of staff. P P P
Budget Narrative and Summary
City of Milpitas • Police 201

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Average response time to emergency calls
(minutes)
2:43 2:49 2:55 2:49 3:00
Part 1 Uniform Crime Reporting Index crimes
(2% annual reduction target)
2,146 2,915 2,796 2,619* 2,944
Department Hosted Community Events
11 7 5 11 8
9-1-1 calls answered by a dispatcher within
ten (10) seconds**
96% 95% 97% 96% 97%
Verification of known sex offenders
100% 100% 100% 100% 100%
ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Computer Aided Dispatch (CAD) system
generated events
73,813 82,753 76,427 77,664 78,971
Arrests reported to FBI (all crimes)
1,893 2,028 2,073 1,998 2,088
Citations issued
3,370 4,095 4,048 3,838 4,177
Community presentations
81 61 60 67 57
Number of unhoused/homeless persons
contacted
1,676 2,708 2,436 2,273 2,653
Total hours spent on calls related to
unhoused/homeless persons
1,255 2,131 1,588 1,658 1,825
*Crime reporting for FY23-24 will be under the National Incident Based Reporting System (NIBRS). **State standard is 90% within 15 seconds.

Budget Narrative and Summary
202 City of Milpitas • Police

Budget Summary
Communications $3,647,150 $3,947,271 $4,446,212 $4,652,805 $206,593 4.6 % Community Relations 1,023,072 1,149,237 1,114,664 1,131,336 16,672 1.5 % Crossing Guards 361,539 333,343 786,631 830,147 43,516 5.5 % Investigations 4,466,694 4,357,370 5,475,722 5,660,852 185,130 3.4 % Patrol Services 20,704,675 22,537,873 23,002,827 24,942,612 1,939,785 8.4 % Personnel & Training 951,890 1,021,414 659,098 1,105,341 446,243 67.7 % Police Administration 748,134 1,320,869 2,385,308 2,155,534 (229,774) (9.6) % Records 1,212,214 1,356,793 1,515,855 1,611,930 96,075 6.3 % Traffic 1,891,173 1,666,169 2,130,043 1,611,202 (518,841) (24.4) % TOTAL $35,006,541 $37,690,339 $41,516,360 $43,701,758 $2,185,398 5.3 % DOLLARS BY FUNCTION 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %

PERSONNEL SERVICES
4111 Permanent Salaries $17,586,173 $18,682,067 $20,931,601 $21,565,675 $634,074 3.0 % 4112 Temporary Salaries 478,324 402,076 100,190 100,190 0 0.0 % 4113 Overtime 686,232 723,728 778,732 778,732 0 0.0 %
4121 Allowances 139,880 142,185 145,806 150,864 5,058 3.5 % 4124 Leave Cashout 561,181 755,702 0 0 0 0.0 %
4131 PERS 9,493,745 10,119,736 11,043,675 12,374,667 1,330,992 12.1 % 4132 Group Insurance 2,492,032 2,649,900 3,044,267 3,318,312 274,045 9.0 % 4133 Medicare 275,259 286,081 307,071 316,340 9,269 3.0 % 4135 Worker's Compensation 684,254 1,010,639 1,054,613 1,124,284 69,671 6.6 % 4138 Deferred Comp-Employer 11,542 12,100 12,600 8,100 (4,500) (35.7) % 4139 PARS 5,076 4,586 804 1,849 1,045 130.0 %
4141 Adjustments-Payroll 0 0 0 0 0 0.0 %
4146 Short Term Disability 0 0 4,284 756 (3,528) (82.4) % 4161 Retiree Medical Reserve 314,523 461,087 398,708 418,993 20,285 5.1 % sub-total 32,728,221 35,249,887 37,822,351 40,158,762 2,336,411 6.2 %

SUPPLIES AND CONTRACTUAL SERVICES
4200 Community Promotion,Grant/
Loan 0 59,162 500 500 0 0.0 %
4210 Department Allocations 614,780 681,999 809,089 1,009,023 199,934 24.7 % 4220 Supplies 347,881 455,429 198,579 192,779 (5,800) (2.9) % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
City of Milpitas • Police 203

4230 Services 833,164 1,046,611 1,939,524 2,059,754 120,230 6.2 % 4240 Repair & Maintenance 13,489 9,110 38,850 38,850 0 0.0 % 4410 Communications 16,936 13,823 18,000 18,000 0 0.0 % 4500 Training, Travel, &
Memberships 143,455 110,857 164,091 164,091 0 0.0 %
sub-total 1,969,705 2,376,991 3,168,633 3,482,997 314,364 9.9 %

CAPITAL OUTLAY
4850 Vehicles 254,707 33,483 465,376 0 (465,376) (100.0) % 4870 Machinery and Equipment 53,908 0 0 0 0 0.0 %
4910 Office Furniture & Fixtures 0 29,978 0 0 0 0.0 %
4920 Machinery, Tools & Equipment 0 0 60,000 60,000 0 0.0 % sub-total 308,615 63,461 525,376 60,000 (465,376) (88.6) % TOTAL $35,006,541 $37,690,339 $41,516,360 $43,701,759 $2,185,399 5.3 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Staffing
POSITIONS BY FUNCTION 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Communications 17.00 17.00 17.00 17.00 0.00
Community Relations 3.00 3.00 3.00 3.00 0.00
Crossing Guards 0.00 0.00 0.00 0.00 0.00
Investigations 15.00 16.00 16.00 16.00 0.00
Patrol Services 69.00 71.00 71.00 71.00 0.00
Personnel & Training 1.00 1.00 2.00 2.00 0.00
Police Administration 5.00 5.00 5.00 5.00 0.00
Records 8.00 8.00 8.00 8.00 0.00
Traffic 6.00 6.00 6.00 6.00 0.00
TOTAL 124.00 127.00 128.00 128.00 0.00
Assistant Chief of Police 1.00 1.00 1.00 1.00 0.00
Chief of Police 1.00 1.00 1.00 1.00 0.00
Communications Dispatch
Supervisor 3.00 3.00 3.00 3.00 0.00
Communications Dispatcher 12.00 12.00 12.00 12.00 0.00
Community Service Officer 4.00 4.00 4.00 4.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Budget Narrative and Summary
204 City of Milpitas • Police

Crime Analyst 1.00 1.00 1.00 1.00 0.00
Executive Assistant 1.00 1.00 1.00 1.00 0.00
Executive Secretary 0.00 0.00 0.00 0.00 0.00
Office Specialist 1.00 1.00 1.00 1.00 0.00
Police Captain 3.00 3.00 3.00 3.00 0.00
Police Clerk II 6.00 6.00 6.00 6.00 0.00
Police Clerk Supervisor 1.00 1.00 1.00 1.00 0.00
Police Evidence Technician 2.00 3.00 3.00 3.00 0.00
Police Lieutenant 4.00 4.00 5.00 5.00 0.00
Police Management Analyst 1.00 1.00 1.00 1.00 0.00
Police Officer 69.00 71.00 71.00 71.00 0.00
Police Sergeant 13.00 13.00 13.00 13.00 0.00
Police Support Services Mgr 1.00 1.00 1.00 1.00 0.00
Total Positions 124.00 127.00 128.00 128.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Expenditures by Function
Communications
$4,652,805

10.6%
Community Relations
$1,131,336

2.6%
Investigations
$5,660,852

13.0%
Crossing Guards
$830,147

1.9% Traffic
$1,611,202

3.7%
Police Administration
$2,155,534

4.9%
Patrol Services
$24,942,612

57.1%
Personnel & Training
$1,105,341

2.5%
Records
$1,611,930

3.7%
Budget Narrative and Summary
City of Milpitas • Police 205

Budget Reconciliation
PRIOR YEAR BUDGET 128.00 $41,213,195 $303,162 $41,516,357 Adjustments to Costs of Ongoing Activities
Salary and Benefits 2,063,064 2,063,064
Equipment Replacement Amortization* 202,226 (243,162) (40,936) Non-Personnel Expenditure Alignment to
Historical Trend 150,074 150,074
Adjustments to Costs of Ongoing Activities 0.00 2,415,364 (243,162) 2,172,202 Total FY 2024-25 Base Budget 128.00 43,628,559 60,000 43,688,559 Service Level Changes
FirstTwo Software 7,200 7,200
LeadsOnline CellHawk Software 6,000 6,000
Total Service Level Changes 0.00 13,200 0 13,200
Total FY 2024-25 Budget 128.00 $43,641,759 $60,000 $43,701,759 * Capital outlay requests were submitted as proposals for FY25 Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
206 City of Milpitas • Police

Service Level Changes

1. FirstTwo Software $7,200 $0 $7,200
This action will fund the ongoing purchase of FirstTwo which is a public safety software that Police Department patrol, investigations, and dispatch staff utilize to get in touch with people through publicly available contact and identity information. The software streamlines the process by which department staff accesses contact information associated with physical locations. Staff can do this by inputting an address or clicking on a digital map. Having this information readily available helps dispatchers and officers make important notifications during emergencies (such as a fire or other critical incident); helps reunite lost individuals with their family members; and assists officers and detectives locate and contact potential witnesses and victims during calls for service and criminal investigations.

Performance Impact
The use of this software will allow for efficient contact information retrieval for Police Department staff, thus enhanced public safety.

Impact if not funded
If this proposal is not funded, the Police Department will not have access to this necessary service.

Without this service police staff will be restricted to contact information in police databases, which could significantly reduce the chances of locating personal contact information.

Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
City of Milpitas • Police 207

2. LeadsOnline CellHawk Software $6,000 $0 $6,000
This action will fund the ongoing purchase of a modern web-based software system called CellHawk to assist with gathering evidence and investigating crimes. The Criminal Investigations Bureau of the Police Department uses different methods to gather evidence and investigate crimes. With the advancement of technology, many of these investigations involve analyzing complex mobile device records that are acquired after a search warrant is issued. Formerly, the department’s Crime Analyst and detectives sifted through this data manually, which took up a significant amount of staff time. However, with the purchase of a modern web-based software system called CellHawk, they can quickly and easily map, connect, and analyze digital location evidence. In addition, this software produces a clear visual representation of evidence that is easy to understand in court. After implementing, testing, and evaluating the software, detectives and the Crime Analyst have been able to significantly reduce the time spent on analyzing mobile device data from days and weeks to just minutes and hours. This has allowed them to successfully evaluate digital evidence while also being able to focus their efforts on additional important investigations.

Performance Impact

The deployment of this modern investigative software will allow detectives to efficiently conduct criminal investigations and support successful prosecution, thus enhancing public safety.

Impact if not funded
If this proposal is not funded, the Police Department will not be able to continue utilizing the needed service. This would impact the work of detectives and the Crime Analyst reducing their investigative capabilities.

Total Service Level Changes $13,200 $0 $13,200
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
208 City of Milpitas • Police

Public Works
Public Works Director: Christian Di Renzo
Mission Statement Description
The Public Works Department
is committed to enhancing the
quality of life and ensuring
public health and safety in the
community by striving to
enhance, improve, develop,
and maintain public
infrastructure, through the
design, construction, and
maintenance of various public
works programs.

The Public Works Department’s key responsibilities are the design, construction, and maintenance of the City's infrastructure and facilities, including public streets, utilities, parks, street landscaping, City vehicles, and City buildings. Additionally, the Department provides professional engineering services for the completion of the City’s annual Capital Improvement Program (CIP), performs construction inspection services, provides review and plan check services for private development projects to ensure compliance with adopted City standards, and administers encroachment permits for construction work within the public right-of-way. The Department also oversees and implements key environmental services and sustainability programs, including the Climate Action Plan, solid waste program, and regulatory compliance. The 13 functional areas of the Department are Administration, CIP Design & Construction, Transportation & Traffic, Land Development, Streets Maintenance, Utility Engineering, Utility Operations & Maintenance, Park Maintenance, Trees & Landscape Maintenance, Fleet Maintenance, Facilities Maintenance, Environmental Compliance & Sustainability, and Solid Waste.

Budget Narrative and Summary
City of Milpitas • Public Works 209

Services
• Provides management, direction and coordination
for the operation, maintenance, and repair of City
infrastructure and equipment assets.
• Controls and manages department budgets,
including large/complex projects and contracts;
implements improvements to operations of
department functions and formulates policies and
procedures; and administers department training
and safety programs.
• Maintains the City's traffic signal system, street
signs, street lights, paved roadways, and pavement
markings in accordance with the Clean & Safe
Streets program and State Code requirements.
• Provides sidewalk repair, right-of-way weed
abatement, and debris and graffiti removal.
• Operates and maintains the water distribution
system, including 206 miles of water lines, 4
pumping stations, 5 storage reservoirs, and
numerous pressure valves regulating 7 pressure
zones, to deliver 11 million gallons per day of
potable water to approximately 15,884 service
connections.
• Provides asset management and engineering
support to ensure compliance with regulatory
permits for the City's water, sewer, and stormwater
systems and administers the backflow and cross
connection control program.
• Operates and maintains the sewer collection system,
including 175 miles of sewer lines and 2 pumping
stations with the ability to discharge up to 14.25
million gallons per day to the San Jose/Santa Clara
Regional Wastewater Facility.
• Operates and maintains the stormwater collection
system, including 105 miles of storm pipe and 13
pump stations to convey storm water to local creeks.
• Manages the City's sustainability and environmental
programs including climate action, solid waste,
stormwater management, and compliance with state,
federal and local environmental regulations.
-
• Provides park maintenance for more than 190 acres
of parkland, including playgrounds, picnic areas,
athletic fields, pathways, landscaping, park
restrooms, park trees, lagoons, and parking lots.
• Maintains more than 17,500 trees and 130 acres of
median landscaping, including City tree planting and
pruning, trails, and litter control.
• Maintains and repairs City vehicles and motorized
equipment, including police vehicles, fire apparatus,
construction equipment, mowers, and
communication radios.
• Maintains 368,150 square feet of City buildings and
grounds, including building systems (plumbing,
electrical, heating, air conditioning, ventilation, and backup power); sets up rooms for rental groups and
meetings; and provides custodial services.
• Oversees the project management of various major
capital projects; works with the Finance Department,
to administer the annual capital budget of the 5-year
Capital Improvement Program (CIP) which funds
and prioritizes the completion of capital projects for
community, parks, streets and utilities infrastructure; and inspects city capital and private development
construction projects for compliance with the City
standards and construction documents.

Budget Narrative and Summary
210 City of Milpitas • Public Works

-
• Manage right-of-way encroachments and review
private development plans and maps for
conformance with City Standards and local, state
and federal requirements and ensure private
development projects provide required public
infrastructure in accordance with development
Conditions of Approval; regulate development with
the designated floodplain and maintain the City’s
Community Rating System (CRS) flood insurance
rating; and manage the Engineering record drawing
library of city infrastructure.
• Provides park maintenance for more than 190 acres
of parkland, including playgrounds, picnic areas,
athletic fields, pathways, landscaping, park
restrooms, park trees, lagoons, and parking lots.
• Provides technical review and evaluation of traffic
and transportation studies related to development
within the City; oversees the operation and timing of
traffic signals to ensure safe and efficient operation, reviews construction documents for streets and
transportation projects, manages the City’s
pavement condition index, and completion of annual
pavement resurfacing projects; and implements
transportation projects in the city and coordinates
the development of regionally significant
transportation infrastructure with partnering
agencies.
-
Budget Narrative and Summary
City of Milpitas • Public Works 211

Public Works Department
Budget Narrative and Summary
212 City of Milpitas • Public Works

Public Works Department
Budget Narrative and Summary
City of Milpitas • Public Works 213

Public Works Department
Budget Narrative and Summary
214 City of Milpitas • Public Works

1. Implemented Council approved Energy and
Water Savings program measures for water
meter, water fixtures, lighting, and solar
resiliency at Senior Center and Community
Center.

P P P P

2. Completed construction of Main Lift Odor
Emissions Control Project at the Main Lift
Pump Station. P P P

3. Completed leak detection of 25 miles of
underground waterlines in the City and
performed non-destructive condition
assessment of 2 miles of high-risk
water pipelines.

P P P

4. Completed construction for Delano Manongs
Park and ARPA Parks Rehabilitation –
Phase I and awarded construction contract
for Phase II.

P P P

5. Implemented various facilities improvement
projects, including concrete repair of Fire
Station No. 1 Training Tower, installation of
security measures at Fire Stations and
Recreation buildings and storefront doors
retrofit to automatic sliders at the Community
Center, City Hall desktop replacements,
various office reconfigurations, repaired and
replaced failed door operators at PD and
Fire Stations and various HVAC repairs at
City facilities. Installed heat pump water at
multiple city facilities to align with the Climate
Action Plan.

P P

6. Completed design of Dempsey Water line. P P

7. Awarded annual sidewalk and curb and gutter
repair contract and completed repair on Sylvia
Court. P P

8. Purchase, outfitted, and deployed 12 patrol
units and surplused 31 vehicles. P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Accomplishments
Budget Narrative and Summary
City of Milpitas • Public Works 215

9. Completed construction of Piedmont Creek
Weir and Evans Road storm drain repair
projects and awarded construction of Fire
Station 1 PRV and Dixon Landing Concrete
Ditch Lining projects.

P P P

10. Purchased and installed traffic detection
controllers, cabinets, and battery backup
systems to support multi-modal operations on
Tasman Drive corridor through grant funding
received from VTA.

P P P

11. Bid and awarded new Janitorial Services
multi-year agreement which added day porter
service. P

12. Completed Citywide Traffic Safety
Assessment & Modeling and Annual Street
Resurfacing Project & ADA Curb Ramp
Program FY 23-24.

P P

13. Completed construction of Metro Penitenica
Creek Linear Park & Trail. P

14. Completed Santa Clara Valley Water District
Creek Improvements. P P P

15. Completed design of Alviso Adobe House
HVAC System. P P

16. Completed solicitation of Request for
Proposals for the Cardoza Park Softball Field
Improvements project P P

17. Completed design and construction of
Gateway Signage at Acro & Rotten Robbie
Gas Stations and Waterstone HOA. P

18. Completed Metro Area Police Substation
Feasibility Study. P P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Accomplishments
Budget Narrative and Summary
216 City of Milpitas • Public Works

1. Provide cost effective maintenance and repair
services that meet or exceed industry
standards or best practices. P P P P P P

2. Refine asset management programs to
ensure the City's assets and infrastructure are
updated and well maintained. P P P P P P P

3. Develop, support, and retain an exceptionally
qualified, well-trained, and diverse workforce. P P P P

4. Sequence and schedule maintenance
activities to achieve 70% completion rate of
preventive maintenance versus reactive
maintenance.

P P

5. Conduct route inspection and outreach to
businesses and multi-family properties to add
organics collection services in compliance
with SB 1383 with enforcement beginning in
2024.

P P P

6. Implement conversion of city medians to low
water and low maintenance landscapes. P P P

7. Implement capital projects based on Utility
Master Plans. P P P P

8. Right sizing of City fleet to ensure efficient
use and implementation of green fleet in
support of the climate action plan. P P

9. Begin Civic Center water feature and
landscape improvement project. P P P

10. Launch cross connection program. P P P

11. Secure federal funding for and launch the
Milpitas Carbon Neutral Homes Incentive
Program. P P

12. Bid and award new tree maintenance services
contract. P P P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Initiatives
Budget Narrative and Summary
City of Milpitas • Public Works 217

13. Complete Annual Street Resurfacing Project
& ADA Curb Ramp Program FY 24-25. P P

14. Complete design phase for Bicycle Lane
Improvement project and Montague
Pedestrian Overcrossing at Penitencia Creek,
design and permitting for McCandless
Pedestrian Bridge project, and construction
for South Milpitas Blvd. Vehicle Bridge project.

P P P

15. Bid and award Dempsey Road waterline
project and design of Force Main A. P P P

16. Complete design and construction for
McCandless Well projects and Fire Station
No. 1 Modular Building replacement project. P P P P

17. Complete construction of ARPA Park
Improvements – Phase II project, complete
conceptual design and CEQA for Cardoza
Park Softball Fields and Metro Tango
Subdistrict Park projects, complete design for
the Sports Center Football Bleacher
Replacement project.

P P P

18. Complete construction of Alviso Adobe
Building HVAC project. P P

19. Complete Watershed Analysis. P P
Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Initiatives
Budget Narrative and Summary
218 City of Milpitas • Public Works

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Total Facility Maintenance service requests
closed in the Fiscal Year*
N/A N/A N/A 90% 80%
Up-time for city vehicles and equipment
N/A 98% 97% 97% 95%
Graffiti incidents removed in 10 days
52% 77% 95% 90% 90%
Water samples meeting or surpassing State
and Federal water quality standards
100% 100% 100% 100% 100%
Utility capital projects completed on schedule
and within budget
N/A N/A N/A 25% 80%
Reduction in community-wide greenhouse gas
(GHG) emissions below baseline
15% 19%** 19%** 22% 22%
Users rating parks in good or better condition
N/A 80% 80% 80% 80%
Regulatory compliance items completed on
time
N/A 98% 98% 99% 100%
Total work requests closed within the service
level agreement in MyMilpitas.

N/A 53% 71% 80% 80%
Mandated FEMA/CRS goals achieved.
100% 100% 100% 100% 100%
State mandated storm water permit goals
achieved.
100% 100% 100% 100% 100%
CIP projects completed on Schedule/Budget
(No additional time/budget requested)
100% 100% 100% 100% 100%
Number of encroachment permits for
subdivisions and major projects/% first review
completed within 45 calendar days
0/100% 8/100% 4/100% 6/100% 7/100%
Number of minor encroachment permits/% first
review completed within 30 calendar days
142/100% 400/100% 427/100% 450/100% 475/100%
*New performance measures added for FY23-24
**Next scheduled GHG inventory to be completed for CY 2023 since CAP Update approved Aug 2022.

Budget Narrative and Summary
City of Milpitas • Public Works 219

ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Traffic Signs repaired
812 878 961 1,100 800
Sidewalk improvements (linear feet)**
N/A N/A N/A 2,100 3,000
Illegal Dumping/Debris pickup (per
instance)***
N/A N/A N/A N/A 1,200
Pot hole repair***
N/A N/A N/A N/A 1,000
Acreage of Weed Abatement*
N/A N/A 83 70 70
Number of fleet work orders received for
service
N/A 1,792 2,493 2,300 2,000
Total spent on Facilities Maintenance CIP**
N/A N/A N/A 4,162,000 1,193,000
Number of Facility Maintenance projects
completed**
N/A N/A N/A 26 14
Water distribution cleaned (linear feet)*
172,364 172,364 137,285 115,000 165,000
Sanitary sewer pipelines cleaned (linear feet)
549,693 263,656 242,877 260,000 260,000
Number of Sanitary Sewer Overflows (SSOs)
reported.**
N/A N/A N/A 1 0
Number of work requests received for service
N/A 4,652 5,716 6,000 6,000
Number of large item pick-ups completed
N/A 2,236 2,046 2,162 2,227
Number of solid waste customer service calls
N/A 13,127 8,341 13,878 13,600
Number of participants who submitted rebates
and attended water conservation workshops
N/A 170 225 300 300
Value of CIP construction contracts awarded
$20.3M $5.35M $2.89M $7.26M $22.8M
Construction contracts awarded
12 2 3 5 8
CIP & Private development projects
completed
18 6 14 10 7
Professional services contracts awarded
36 22 20 18 11
Encroachment permits reviewed and
approved
207 237 297 300 325
Number of encroachment permit inspections
completed
2,261 2,210 1,465 1,500 2,500
*New performance measures added for FY22-23.
**New performance measures added for FY23-24.
***New performance measures added for FY24-25.

Budget Narrative and Summary
220 City of Milpitas • Public Works

Budget Summary
Compliance $725,465 $769,330 $961,882 $842,315 ($119,567) (12.4) % Design & Construction 829,969 906,118 1,505,365 1,807,610 302,245 20.1 % Engineering Administration 521,542 344,250 190,386 565,837 375,451 197.2 % Facilities Maintenance 2,498,896 2,879,580 3,174,678 3,762,569 587,891 18.5 % Fleet Maintenance 1,987,571 2,355,992 2,424,438 2,567,751 143,313 5.9 % Land Development 1,507,604 1,688,005 1,810,765 1,933,349 122,584 6.8 % Park Maintenance 1,536,892 1,781,055 1,908,814 2,094,676 185,862 9.7 % Public Works Administration 3,122,957 6,479,095 2,825,699 3,223,904 398,205 14.1 % Solid Waste 570,389 690,171 825,761 1,137,084 311,323 37.7 % Street Maintenance 2,095,951 2,274,102 2,615,576 2,423,289 (192,287) (7.4) % Traffic Engineering 659,154 600,812 663,610 749,811 86,201 13.0 % Trees & Landscape
Maintenance 2,074,569 2,445,706 2,955,365 3,221,976 266,611 9.0 % Utility Engineering 968,326 1,154,750 1,543,935 1,642,893 98,958 6.4 % Utility Maintenance 4,467,341 4,477,379 5,954,847 5,872,385 (82,462) (1.4) % TOTAL $23,566,626 $28,846,345 $29,361,121 $31,845,444 $2,484,323 8.5 % DOLLARS BY FUNCTION 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %

PERSONNEL SERVICES
4111 Permanent Salaries $9,040,320 $9,909,494 $13,486,341 $14,730,482 $1,244,141 9.2 % 4112 Temporary Salaries 228,011 344,623 382,724 360,724 (22,000) (5.7) % 4113 Overtime 414,811 620,530 315,800 349,300 33,500 10.6 % 4119 Adjustments-Payroll 0 0 (154,153) 0 154,153 (100.0) % 4121 Allowances 136,358 128,875 52,523 47,142 (5,381) (10.2) % 4122 Standby Pay MEA 0 0 123,682 123,682 0 0.0 %
4124 Leave Cashout 474,661 308,744 0 0 0 0.0 %
4125 Accrued Leave 0 0 0 0 0 0.0 %
4126 Stipend MEA 0 130 0 0 0 0.0 %
4131 PERS 3,199,833 3,294,931 4,305,129 5,115,216 810,087 18.8 % 4132 Group Insurance 1,653,239 1,898,499 2,647,038 3,181,169 534,131 20.2 % 4133 Medicare 149,140 169,184 197,706 220,081 22,375 11.3 % 4135 Worker's Compensation 68,797 178,692 116,125 177,327 61,202 52.7 % 4138 Deferred Comp-Employer 32,049 34,382 42,751 43,201 450 1.1 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
City of Milpitas • Public Works 221

4139 PARS 2,660 3,051 4,674 4,674 0 0.0 %
4141 Adjustments-Payroll 0 0 (65,954) 0 65,954 (100.0) % 4143 Charged to CIPs 0 0 (1,944,191) (1,919,975) 24,216 (1.2) % 4146 Short Term Disability 0 0 32,264 9,921 (22,343) (69.3) % 4161 Retiree Medical Reserve 123,754 180,962 163,378 184,633 21,255 13.0 % sub-total 15,523,633 17,072,097 19,705,837 22,627,577 2,921,740 14.8 %

SUPPLIES AND CONTRACTUAL SERVICES
4200 Community Promotion,Grant/
Loan 68,773 75,941 131,840 131,840 0 0.0 %
4210 Department Allocations 974,266 886,304 1,173,350 1,378,004 204,654 17.4 % 4220 Supplies 1,300,903 1,969,630 1,565,431 1,163,523 (401,908) (25.7) % 4230 Services 7,923,051 11,559,999 4,798,131 5,538,944 740,813 15.4 % 4240 Repair & Maintenance 110,754 489,270 284,676 286,085 1,409 0.5 % 4410 Communications 3,875 1,147 21,120 21,120 0 0.0 %
4420 Utilities 225,057 192,640 273,487 266,941 (6,546) (2.4) % 4500 Training, Travel, &
Memberships 93,698 140,161 276,715 292,415 15,700 5.7 % sub-total 10,700,377 15,315,092 8,524,750 9,078,872 554,122 6.5 %

CAPITAL OUTLAY
4800 Capital Improvements -2,918,769 -3,644,742 0 0 0 0.0 % 4850 Vehicles 11,568 0 901,365 98,000 (803,365) (89.1) % 4870 Machinery and Equipment 192,878 94,556 189,169 0 (189,169) (100.0) % 4910 Office Furniture & Fixtures 1,834 0 0 0 0 0.0 %
4920 Machinery, Tools & Equipment 4,716 1,205 0 0 0 0.0 % 4930 Hydrants and Meters 50,389 8,137 40,000 41,000 1,000 2.5 % sub-total (2,657,384) (3,540,844) 1,130,534 139,000 (991,534) (87.7) % TOTAL $23,566,626 $28,846,345 $29,361,121 $31,845,444 $2,484,329 8.5 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
222 City of Milpitas • Public Works

Staffing
POSITIONS BY FUNCTION 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Design & Construction 11.00 13.00 14.00 14.00 0.00
Engineering Administration 2.00 2.00 2.00 3.00 1.00
Land Development* 8.00 7.00 7.00 7.00 0.00
Traffic Engineering 3.00 3.00 3.00 3.00 0.00
Compliance 2.00 2.00 3.00 3.00 0.00
Facilities Maintenance 11.00 11.00 12.00 13.00 1.00
Fleet Maintenance 5.00 5.00 6.00 6.00 0.00
Park Maintenance** 0.00 0.00 4.00 4.00 0.00
Public Works Administration 10.00 10.00 10.00 10.00 0.00 Solid Waste 3.00 3.00 3.00 3.00 0.00
Street Maintenance** 11.00 14.00 12.00 12.00 0.00
Trees & Landscape
Maintenance** 8.00 11.00 11.00 11.00 0.00
Utility Engineering 5.00 5.00 6.00 6.00 0.00
Utility Maintenance 19.00 20.00 21.00 23.00 2.00
TOTAL 98.00 106.00 114.00 118.00 4.00
*1.0 Associate Civil Engineering in Land Development is defunded in FY23. **4.0 FTE from Street Maintenance and Trees & Landscape Maintenance are presented in Parks Maintenance for FY2023-24.

Administrative Analyst I 1.00 1.00 1.00 1.00 0.00
Administrative Analyst II 3.00 3.00 3.00 3.00 0.00
Administrative Assistant 0.00 1.00 1.00 1.00 0.00
Assistant City Engineer 0.00 0.00 0.00 0.00 0.00
Assistant Civil Engineer 5.00 5.00 5.00 5.00 0.00
Assistant Water Operator 1.00 1.00 1.00 1.00 0.00
Associate Civil Engineer* 10.00 9.00 9.00 9.00 0.00
CIP Manager 1.00 1.00 1.00 1.00 0.00
City Engineer** 0.00 0.00 1.00 1.00 0.00
Cross Connection Specialist 0.00 0.00 1.00 1.00 0.00
Deputy Public Works Director 1.00 1.00 1.00 1.00 0.00
Engineering Aide 3.00 3.00 3.00 3.00 0.00
Engineering Director/City Eng 1.00 1.00 0.00 0.00 0.00
Envir & Regulatory Compliance
Spec 1.00 1.00 1.00 1.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Budget Narrative and Summary
City of Milpitas • Public Works 223

Environmental Inspector 1.00 1.00 2.00 2.00 0.00
Equipment Maint Worker II*** 3.00 3.00 4.00 4.00 0.00
Equipment Maint Worker III 4.00 5.00 5.00 6.00 1.00
Fleet Maintenance Worker II 3.00 3.00 3.00 3.00 0.00
Fleet Maintenance Worker III 1.00 1.00 2.00 2.00 0.00
GIS Technician 0.00 0.00 0.00 0.00 0.00
Instrument Control Technician 0.00 0.00 1.00 1.00 0.00
Junior Civil Engineer 1.00 2.00 2.00 2.00 0.00
Maintenance Assistant 0.00 4.00 4.00 4.00 0.00
Maintenance Custodian II 4.00 4.00 4.00 4.00 0.00
Maintenance Custodian III 2.00 2.00 2.00 2.00 0.00
Maintenance Worker I 3.00 5.00 7.00 7.00 0.00
Maintenance Worker II 16.00 16.00 15.00 15.00 0.00
Maintenance Worker III 10.00 10.00 11.00 11.00 0.00
Office Assistant II 1.00 1.00 1.00 1.00 0.00
Office Specialist 1.00 1.00 1.00 1.00 0.00
Principal Civil Engineer 2.00 3.00 3.00 3.00 0.00
Public Information Specialist 0.00 0.00 0.00 0.00 0.00
Public Works Director 1.00 1.00 1.00 1.00 0.00
Public Works Inspector 2.00 2.00 3.00 3.00 0.00
Public Works Manager 3.00 3.00 3.00 3.00 0.00
Secretary 0.00 0.00 0.00 0.00 0.00
Senior Administrative Analyst 3.00 3.00 3.00 3.00 0.00
Senior Public Works Inspector 1.00 1.00 1.00 1.00 0.00
Senior Public Works Lead 6.00 6.00 6.00 6.00 0.00
TASP Management Analyst 0.00 0.00 0.00 1.00 1.00
Traffic Engineer 0.00 0.00 0.00 0.00 0.00
Transportation and Traffic Mgr 1.00 1.00 1.00 1.00 0.00 Water System Operator 1.00 1.00 1.00 3.00 2.00
Total Positions 98.00 106.00 114.00 118.00 4.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
*1.0 Associate Civil Engineering in Land Development is defunded from FY21-22. **1.0 City Engineer was added in FY23-24.
***1.0 Equipment Maintenance Worker II is restored in FY23-24.

Budget Narrative and Summary
224 City of Milpitas • Public Works

Expenditures by Function
Compliance
$842,315

2.6%
Design & Construction
$1,807,610

5.7%
Engineering Administration
$565,837

1.8%
Facilities Maintenance
$3,762,569

11.8%
Fleet Maintenance
$2,567,751

8.1%
Land Development
$1,933,349

6.1%
Park Maintenance
$2,094,676

6.6%
Public Works Administration
$3,223,904

10.1%
Solid Waste
$1,137,084

3.6%
Street Maintenance
$2,423,289

7.6%
Traffic Engineering
$749,811

2.4%
Trees & Landscape Maintenance
$3,221,976

10.1%
Utility Engineering
$1,642,893

5.2%
Utility Maintenance
$5,872,385

18.4%
Budget Narrative and Summary
City of Milpitas • Public Works 225

Budget Reconciliation
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
PRIOR YEAR BUDGET 114.00 $15,076,150 $14,284,973 $29,361,123 One-Time Prior Year Budget Adjustments
Public Works Inspector (34,091) (34,091)
Defund Engineering Director for 6 Months 184,388 184,388 Public Works Vactor Fleet Enhancement (300,000) (300,000) Replacement of Aging Public Works Fleet (108,970) (108,970) Public Works Concrete Trailer Fleet (13,823) (27,646) (41,469) Public Works Trees and Landscape Fleet (75,361) (75,361) Valve Exercising Program (17,700) (17,700)
One-Time Prior Year Budget Adjustments 0.00 61,113 (454,316) (393,203) Adjustments to Costs of Ongoing Activities
Salary and Benefits 825,257 1,153,701 1,978,958
Non-Personnel Expenditure Alignment to
Historical Trend (59,868) (59,868)
Contractual Service Increase (Lucity, Brightview,
Janitorial Services, SB1383 Compliance
Services, etc.)
84,989 18,981 103,970
Vehicle Adjustment From Prior Year (201,748) (201,748)
Equipment Amortization 58,086 129,743 187,829
LLMD Contractual Adjustments 3,878 3,878
Adjustments to Costs of Ongoing Activities 0.00 808,464 970,739 1,779,203 Total FY 2024-25 Base Budget 114.00 15,945,727 14,801,396 30,747,123 Service Level Changes
Public Works Utility Maintenance Staffing
Enhancement 2.00 346,870 346,870
Public Works Facility Maintenance Staffing
Enhancement 1.00 205,190 205,190
Transit Area Specific Plan Administrative Support 1.00 232,450 232,450 Facilities Division Maintenance Supplies
Enhancement 50,000 50,000
Parks Division Maintenance Supplies
Enhancement 30,000 30,000
Public Works Vehicle Enhancement 133,816 133,816
Public Works Facilities Maintenance Equipment
Enhancement 100,000 100,000
Total Service Level Changes 4.00 385,190 713,136 1,098,326 Total FY 2024-25 Budget 118.00 $16,330,917 $15,514,532 $31,845,449 Budget Narrative and Summary
226 City of Milpitas • Public Works

Service Level Changes

1. Facilities Division Maintenance
Supplies Enhancement $50,000 $0 $50,000
The increase to the Facilities maintenance supplies budget will provide more accurate funding for the on- going maintenance needs for City facilities. In FY 2022/23, a total of $194,030 was expended from the Facilities maintenance supply budget (FY 2022/23 Approved Budget $159,300).

Performance Results:

Approval of the additional funds will enable the division to have needed funding for operational needs.

Impact if funding is not approved
If not funded, the Division will not have enough funding to purchase day-to-day supplies to maintain City facilities.

2. Parks Division Maintenance Supplies
Enhancement $30,000 $0 $30,000
The increase to the Parks maintenance supplies budget will provide the ongoing required funding for necessary maintenance needs for 36 City parks. In FY 2022/23, a total of $72,151 was expended from the Parks maintenance supply budget (FY 2022/23 Approved Budget $36,720).

Performance Results:

Approval of the additional funds will enable the division to have needed funding for operational needs.

Impact if funding is not approved
If not funded, the Division will not have enough funding to purchase day-to-day supplies to maintain City parks.

Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
City of Milpitas • Public Works 227

3. Public Works Facilities Maintenance
Staffing Enhancement 1.00 $205,190 $0 $205,190
This action will add 1.0 FTE Equipment Maintenance Worker III position ongoing to the Facility Maintenance section. The Facility Maintenance section maintains 23 buildings totaling 454,655 square feet. Current industry standards for staffing for facility maintenance is 1 technician for every 50,000 square feet. The maintenance section is currently staffed with 5.0 FTE’s (one Equipment Maintenance Worker III, one Equipment Maintenance Worker II, and three Maintenance Worker II).

Performance Impact

The additional Equipment Maintenance Worker III will create operational efficiencies such as response time for repairs, establish internal expertise, and reduce the City’s reliance on contractors to maintain City buildings and mechanical systems.

Impact if funding is not approved
Based on industry standards for staffing, the Facility Maintenance section is understaffed to maintain service levels. Given the current condition of the buildings and mechanical systems, this position is required to provide the necessary resources for a proactive preventative maintenance program that will reduce downtime of mechanical systems, lengthen the lifespan of our assets, minimize disruption to building operations that impact staff and the public, and reduce expensive reactive maintenance costs. In addition, the Equipment Maintenance Worker II is a specialized classification for the maintenance of electrical and mechanical systems that can support all Public Works divisions to reduce the cost of on- call electrical repairs and services. Over the last three fiscal years, the City incurred over $333,000 in expenses for on-call electrical services as billed by Jemby and Elcor. To date, the City has incurred over $13,000 in expenses for electrical services with over $104,000 encumbered for work to be completed this fiscal year.

4. Public Works Utility Maintenance
Staffing Enhancement 2.00 $0 $346,870 $346,870
This action will add an additional 2.0 FTE Water System Operators ongoing, one of which will specifically be tasked with the operation of the City’s water main flushing program while the other will eventually maintain water productions wells once they come online. This request is also being made in anticipation of critical retirements and, therefore, as a succession planning strategy. The City's Drinking Water System is regulated by the State's Division of Drinking Water and is required to have operations staff with a Distribution System Level 5 certification. Currently, the Utility Maintenance division has 3 operators with D5 certification. Two of these three operators will be eligible to retire in 2024. These staff have been with the City for more than 28 years each. Succession planning will be essential to ensure that the more than 50 years of institutional knowledge of the City's drinking water system can be transferred to new/existing staff to ensure that the City can continue to operate the System in a way that protects public health and is in compliance with State and Federal requirements. These additional positions will also greatly facilitate capacity within the section to allow for job shadowing, system documentation, and operational manual updates.

Performance Results:

This position will create capacity for knowledge transfer and system training while maintaining service requests and repair response times.

Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
228 City of Milpitas • Public Works

Impact if funding is not approved
Failure to fund this position could result in loss of critical system knowledge and lack of training and knowledge transfer upon the retirement of the two D5 certified staff. This could result in Water System failures, potential public health/water contamination incidents, and other costly system repairs. Potential drinking water contamination could also result in sizable fines and penalties.

5. Transit Area Specific Plan
Administrative Support 1.00 $0 $232,450 $232,450
This action will add 1 FTE Management Analyst ongoing to support the projects funded by the Transit Area Specific Plan (TASP) developer impact fees and assist in updates to the infrastructure plan and impact fees in the expanded TASP, now called the Milpitas Metro Plan. This position will track all revenues and expenditures associated with developer impact fees in both the old TASP area and the new Milpitas Metro area to ensure timely and effective use of the funds as well as compliance with current legislation related to impact fees.

Performance Impact

This position will allow cross-departmental coordination to ensure that the developer impact fees in the TASP/Milpitas Metro plan area are being tracked and used in a timely and effective manner, in compliance with current legislation governing the use of these fees.

Impact if funding not approved
If not funded, it would negatively impact the timeliness, coordination and overall outcome of this critical program. Not having a single lead on a program of substantial financial significance that involves multiple departments could result in several negative consequences including financial and legal risks associated with the use of these fees.

6. Public Works Vehicle Enhancement $0 $133,816 $133,816 Staff are proposing to purchase two Ford F-250 vehicles to align with staffing needs for the approved and budgeted Cross Connection Specialist and proposed FY24-25 Water System Operator. On June 6, 2023, Council approved funding to add 1.0 FTE Cross Connection Specialist position in the Utility Engineering Division without additional funding for an additional vehicle. Currently, there are insufficient amounts of vehicles for staff and motor pool vehicles are too small and make it difficult for staff to carry their tools.

Performance Results:

Approval of the two Ford F-250 vehicles will enable the division to maximize operational efficiency and ensure that staff are equipped with safe vehicles to use in the field.

Impact if funding is not approved
If the two new trucks are not funded, staff will have to resort to driving the aging motor pool vehicles and will not have the appropriate vehicles needed for their daily work. Staff will continue to have difficulty fitting the tools and equipment needed to respond to service requests and work orders.

Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
City of Milpitas • Public Works 229

7. Public Works Facilities Maintenance
Equipment Enhancement $100,000 $0 $100,000
This action funds one chipper for use by the Trees & Landscape Division, specifically for the tree crew.

This division currently operates one chipper (purchased in 2020) for daily operation and also maintains one backup chipper (purchased in 2020). When the chipper was purchased in 2020, the backup was retained. Due to necessity, the City has retained and continued to operate the backup chipper that no longer has replacement funds and has exhausted its useful life. Approval of a new chipper is now critically needed to sustain operations for the division. The new chipper would be used for daily operation and the current chipper will be kept as backup and may be deployed for standby calls. In the event of a major storm, multiple chippers may need to be deployed when multiple trees and branches are down.

Performance Results:

Approval of the chipper would ensure that staff are equipped with safe equipment to use in the field and reduce ongoing repair costs due to age of equipment.

Impact if funding is not approved
If the chipper is not funded, staff will continue to rely on the existing backup chipper or will need to rent a chipper to maintain operations. The backup chipper has been operating for 24 years and has reached its useful life. Failure to fund a new chipper will result in additional workload for Fleet Maintenance, increase response time for staff responding to tree service requests, and impact employee safety. Additionally, renting a chipper each time it is needed in the field is not a good use of staff time and takes staff away from being able to respond to service requests.

Total Service Level Changes 4.00 $285,190 $579,320 $864,510 Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
230 City of Milpitas • Public Works

Recreation and
Community Services
Recreation and Community Services Director: Renee Lorentzen Mission Statement Description
The City of Milpitas Recreation and Community
Services Department's mission is to enrich our
community through exceptional programs and
services. Our vision is a Milpitas where all
residents have access to excellent, affordable,
innovative and well-run recreation activities,
programs, facilities and community services. Our
work encourages cultural unity and hometown
pride, creates a sense of place, supports
economic development, promotes health and
wellness, fosters human development, addresses
important social service needs and adds fun to
the lives of those who live and work in Milpitas.

The department provides recreational opportunities and
experiences, community and social services, and park and facility rentals for all residents and visitors of Milpitas. The department is committed to providing the highest standard of excellence in public service through our programs, events, and interactions with the community. The department strives to create a sense of community, support economic development, promote health and wellness, increase cultural awareness and facilitate solutions to community needs. The department monitors daily operation at three full-service Recreation Centers and three satellite centers. It also oversees and offers financial assistance program providing discounts on fee-based City Services for low income residents.

Budget Narrative and Summary
City of Milpitas • Recreation and Community Services 231

Services
• Oversees Community Center daily operations and
provides recreation programming, including indoor/
outdoor recreation facility rentals, in-person and
virtual contract classes, registration services,
sponsorship and donor relationships, marketing/
promotions, publishes three (3) Recreation Activity
Guides, and staffs six City Commissions, two City
Council subcommittees and one City Task Force.

Provides a volunteer program for individuals to help
serve their community, runs the City’s Beautify
Milpitas Program and a City Adopt a Spot Program.
• Oversees Senior Center operations and provides
senior programs, including a daily congregate lunch
program in partnership with Santa Clara County,
drop-in programs, recreation classes, community
resource and services presentations including tax
preparation, senior digital literacy and laptop loaner
program, onsite well-being services such as HICAP
and legal services assistance, and special events.
• Oversees Sports Center operations and wellness
programs, including Fitness Center and outdoor
Pools, fitness and yoga classes, drop-in gym for
basketball, volleyball, and pickleball, lap swimming
and water aerobics, adult and youth sports
programs, swim lessons, indoor and outdoor sports
facility and field usage and coordination with local
sports organizations.
• Oversees Community Services operations,
including social service needs assessments and
referrals for seniors, low-income, disabled, mentally
ill and other residents in need of any supportive
services. Administers the Milpitas Assistance
Program (MAP), which provides fee discounts for
recreation programs, utility services and certain
• Provides youth programs and care, including daily
after school programming at six elementary schools
and both Milpitas middle schools; a Teen Center
with in-person and virtual programs, services,
activities and trips; a daily pre-K enrichment
program; summer and school break camps; and a
summer teen youth workforce program. Manages
partnerships with Milpitas Unified School District.
• Offers Special Events, including Fourth of July
fireworks, cultural events, seasonal family events,
patriotic events, summer concerts, outdoor movies,
flag raising ceremonies, ground breakings, park
openings and revitalization events.

• Offers Cultural Arts programs, including Milpitas
Community Theatre, Milpitas Community Concert
Band, Phantom Art Gallery, Milpitas Art and Cultural
Grant Program and Alviso Adobe historic exhibit.

• Manages the City’s Public Art Program, including
collection maintenance and developer compliance
with the Public Art ordinance.

Budget Narrative and Summary
232 City of Milpitas • Recreation and Community Services

Recreation and Community Services Department
Budget Narrative and Summary
City of Milpitas • Recreation and Community Services 233

Co
mmunity
Wellness and
Open Space
Ec
onomic
Development
and Job Growth
En
vironment
Go
vernance &
Administration
Ne
ighborhoods
and Housing
Pu
blic Safety
Tra
nsportation
and Transit
Accomplishments

1. Launched Retro Milpitas roller rink skate
weekend event P

2. Opened Delano Manongs Park and
community gardens. P
3 Installed new public art sculpture at Higuera
Park P P

4. Completed ARPA-funded special events
series P P

5. Managed ARPA-funded nonprofit mental
health projects P

6. Managed ARPA funded childcare subsidy
program P

7. Revamped Milpitas Arts and Culture Grant
Program P P
Initiatives

1. Evaluate options for potential enhancements
to Teen Center programming and teen
services. P

2. Complete update to the City’s Historic and
Cultural Resources Plan and develop new
marker program. P P P

3. Complete Public Art Master Plan, and
collection maintenance plan P P

4. Rebrand Senior Center services and events
marketing P

5. Update Facility Use Manual and associated
Municipal Code P P P P

6. Complete VTA Murals pillar project and three
utility box murals P P
Budget Narrative and Summary
234 City of Milpitas • Recreation and Community Services

Performance and Workload Measures
PERFORMANCE MEASURES Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Customer Service satisfaction
surveys rating Good or Excellent
98% 95% 90% 93% 95%
Resident Transactions
4,898 4,384 8,891 8,700 8,900
ACTIVITY AND WORKLOAD DATA Strategic
Goals
FY 20-21
Actual
FY 21-22
Actual
FY 22-23
Actual
FY 23-24
Estimate
FY 24-25
Target
Recreation Program and Class Fees
Revenue
$735,397 $2,347,573 $3,455,949 $3,087,835 $3,132,302
Number of Social Media
Engagements
33,790 39,876 36,301 30,000 30,000
Facility and Park Rental Revenue
$18,560 $132,163 $228,853 $283,917 $289,595
Number of Community Events
Offered
10 9 34 36* 30**
Number of Social Services Calls
767 1,591 1,836 1,836 1,850
*Includes ARPA-funded events, Delano Manongs Park Openings, Black April **Removes Big Bunny, Family Game Night, 2 movie nights, 2 concerts Budget Narrative and Summary
City of Milpitas • Recreation and Community Services 235

Budget Summary
Aquatics $246,476 $313,479 $453,781 $445,432 ($8,349) (1.8) % General Classes 406,928 631,310 549,342 616,125 66,783 12.2 % Marketing 209,829 256,925 279,449 350,133 70,684 25.3 % Performing Arts 52,495 131,019 208,301 188,471 (19,830) (9.5) % Recreation Administration 1,576,555 1,712,465 2,102,809 2,077,261 (25,548) (1.2) % Senior Services 717,966 703,578 738,739 776,026 37,287 5.0 % Social Services 145,868 512,739 190,472 169,262 (21,210) (11.1) % Special Events 439,366 512,662 480,175 582,645 102,470 21.3 % Sports & Fitness 511,749 595,849 515,656 689,306 173,650 33.7 % Youth Program 733,759 1,269,843 1,324,542 1,086,396 (238,146) (18.0) % TOTAL $5,040,991 $6,639,869 $6,843,266 $6,981,056 $137,790 2.0 % DOLLARS BY FUNCTION 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %

PERSONNEL SERVICES
4111 Permanent Salaries $1,554,025 $1,615,154 $1,952,700 $2,037,455 $84,755 4.3 % 4112 Temporary Salaries 1,014,117 1,709,642 1,981,109 1,811,733 (169,376) (8.5) % 4113 Overtime 55,778 100,355 36,152 56,152 20,000 55.3 % 4121 Allowances 6,346 6,600 13,200 6,600 (6,600) (50.0) % 4124 Leave Cashout 103,286 50,646 0 0 0 0.0 %
4131 PERS 564,300 580,300 618,427 717,455 99,028 16.0 % 4132 Group Insurance 309,182 314,958 407,943 399,171 (8,772) (2.2) % 4133 Medicare 39,226 50,192 54,162 55,291 1,129 2.1 %
4135 Worker's Compensation 10,912 1,439 26,651 27,096 445 1.7 % 4138 Deferred Comp-Employer 11,223 12,364 15,150 16,020 870 5.7 % 4139 PARS 14,609 24,241 25,677 45,210 19,533 76.1 %
4141 Adjustments-Payroll 0 0 0 0 0 0.0 %
4143 Charged to CIPs 0 0 (3,000) (3,000) 0 0.0 %
4146 Short Term Disability 0 0 32,223 1,496 (30,727) (95.4) % 4161 Retiree Medical Reserve 12,293 22,327 19,749 20,624 875 4.4 % sub-total 3,695,297 4,488,218 5,180,143 5,191,303 11,160 0.2 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Budget Narrative and Summary
236 City of Milpitas • Recreation and Community Services

SUPPLIES AND CONTRACTUAL SERVICES
4200 Community Promotion,Grant/
Loan 59,189 298,008 51,592 57,515 5,923 11.5 %
4210 Department Allocations 67,381 56,129 78,546 89,371 10,825 13.8 % 4220 Supplies 533,791 685,811 559,283 591,630 32,347 5.8 % 4230 Services 667,222 1,091,948 871,997 1,020,314 148,317 17.0 % 4240 Repair & Maintenance 62 0 6,600 9,000 2,400 36.4 % 4500 Training, Travel, &
Memberships 17,449 19,755 20,105 21,924 1,819 9.0 %
4600 Insurance,Settlemts&
Contingcy 600 0 0 0 0 0.0 %
sub-total 1,345,694 2,151,651 1,588,123 1,789,754 201,631 12.7 % TOTAL $5,040,991 $6,639,869 $6,843,266 $6,981,056 $137,791 2.0 % DOLLARS BY CATEGORY 2021-22
Actual
2022-23
Actual
2023-24
Adopted
2024-25
Proposed
FY 2025
Change $
FY 2025
Change %
Staffing
POSITIONS BY FUNCTION 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
Adult Sports 0.00 0.00 0.00 0.00 0.00
Aquatics 0.00 0.00 0.00 0.00 0.00
General Classes 1.00 1.00 1.00 1.00 0.00
Marketing 1.00 1.00 1.00 1.00 0.00
Performing Arts 0.00 0.00 0.00 0.00 0.00
Pre-K Enrichment 0.00 0.00 0.00 0.00 0.00
Recreation Administration 7.00 7.00 8.00 8.00 0.00
Senior Services 3.00 3.00 3.00 3.00 0.00
Social Services 1.00 1.00 1.00 1.00 0.00
Special Events 0.00 2.00 2.00 2.00 0.00
Sports & Fitness 1.00 1.00 1.00 1.00 0.00
Volunteer Services 0.00 0.00 0.00 0.00 0.00
Youth Program 1.00 1.00 1.00 1.00 0.00
TOTAL 15.00 17.00 18.00 18.00 0.00
*2.75 FTEs defunded from FY21-22 (Public Service Assistant I/II, Recreation Services Asst IV, Office Assistant II) Budget Narrative and Summary
City of Milpitas • Recreation and Community Services 237

Assistant Director of Recreation
& Community Services 0.00 0.00 1.00 1.00 0.00
Community Svc. Eng & Inc
Admin 1.00 1.00 0.00 0.00 0.00
Director of Rec & Comm Svcs 1.00 1.00 1.00 1.00 0.00
Marketing Coordinator 1.00 1.00 1.00 1.00 0.00
Office Assistant II* 0.00 0.00 0.00 0.00 0.00
Program Coordinator 4.00 5.00 5.00 5.00 0.00
Public Services Assistant I/II* 2.00 2.00 2.00 2.00 0.00 Recreation Services Asst I/II 1.00 1.00 1.00 1.00 0.00
Recreation Services Asst III 1.00 2.00 2.00 2.00 0.00
Recreation Services Asst IV* 1.00 1.00 1.00 1.00 0.00
Recreation Services
Supervisor* 2.00 2.00 3.00 3.00 0.00
Sr Public Services Assistant 1.00 1.00 1.00 1.00 0.00
Total Positions 15.00 17.00 18.00 18.00 0.00
POSITIONS 2021-22
Adopted
2022-23
Adopted
2023-24
Adopted
2024-25
Proposed
FY 2025
Change
*2.75 FTEs defunded from FY21-22 (Public Service Assistant I/II, Recreation Services Asst IV, Office Assistant II) Expenditures by Function
Aquatics
$445,432

6.4%
General Classes
$616,125

8.8%
Marketing
$350,133

5.0%
Performing Arts
$188,471

2.7%
Recreation Administration
$2,077,261

29.8%
Senior Services
$776,026

11.1%
Special Events
$582,645

8.3%
Sports & Fitness
$689,306

9.9%
Youth Program
$1,086,396

15.6%
Social Services
$169,262

2.4%
Budget Narrative and Summary
238 City of Milpitas • Recreation and Community Services

Budget Reconciliation
PRIOR YEAR BUDGET 18.00 $6,775,932 $67,336 $6,843,268
One-Time Prior Year Budget Adjustments
Fund Black April Event (5,000) (5,000)
One-Time Prior Year Budget Adjustments 0.00 (5,000) 0 (5,000) Adjustments to Costs of Ongoing Activities
Salary and Benefits 137,826 137,826
Non-Personnel Expenditure Alignment to
Historical Trend 23,084 23,084
Senior Nutrition Meals 24,105 24,105
Supplies and Contractual Services Decrease* (77,991) (77,991) Temp Staffing Decrease* (232,435) (232,435)
Vehicle Replacement (67,336) (67,336)
Fleet/Equipment Replacement Amortization 10,825 10,825
Adjustments to Costs of Ongoing Activities 0.00 (114,586) (67,336) (181,922) Total FY 2024-25 Base Budget 18.00 $6,656,346 $0 $6,656,346 Service Level Changes
Senior Nutrition Meals Enhancement 6,444 6,444
Contract Classes Enhancement 190,000 190,000
Curtner After the Bell After School Program
Enhancement 128,267 128,267
Total Service Level Changes 0.00 324,711 0 324,711
Total FY 2024-25 Budget 18.00 $6,981,057 $0 $6,981,057
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
*Supplies and temp staff decrease is mainly due to ATB program reduction due to MUSD requirement to host ELOP programming Budget Narrative and Summary
City of Milpitas • Recreation and Community Services 239

Service Level Changes

1. Contract Classes Enhancement $190,000 $0 $190,000
This action will fund ongoing Contract Classes that have experienced sustained and substantial growth in the past fiscal year with a projected expansion of approximately 40-45% for FY23 -24 (from the previous FY). A mid-year budget adjustment of $190,000 for FY23/24 was requested in this area to meet the current FY contract class demand. In FY 24-25, approximately 40 classes are projected to be added to meet the demand from the Milpitas community including youth, teen, and adult class offerings in the new year.

The proposed service level increase request of $190,000 will allow staff to meet contract class enrollment increase trends as well as accommodate increased class fees and associated contract instructor payments in FY24-25.

Performance Results

The enhancement request for an additional $190,000 will allow up to 40 additional/new individual classes to meet the forecasted contract class demand and will generate approximately $292,000 in participant fee revenue to the Recreation and Community Services Department. Approving this request supports the Department Cost Recovery Policy while meeting the expanding needs and interests of the Milpitas community.

Impact if funding is not approved
Not approving this enhancement would result in a contract class program that is not meeting the needs and interests of the growing Milpitas community. Milpitas residents would not be able to gain access to education and enrichment opportunities programmed in their own city and will look elsewhere, potentially outside of Milpitas, for the types of classes and services offered through the Contract Class program, adversely affecting the City’s revenue stream. The classes that would not be offered or curtailed would affect youth, teen, and adult populations collectively.

This program generally contracts instructors with a class enrollment fee revenue split of 65/35% between the contractor and the City. By not adding $190,000 to the budget, the forecasted revenue of $292,000 from participant fees would be lost.

Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
240 City of Milpitas • Recreation and Community Services

2. Curtner After the Bell After School
Program Enhancement 0.00 $128,267 $0 $128,267
This action will fund the Recreation and Community Services Department request for additional monies to expand the After the Bell (ATB) after-school program for the 2024-2025 school year by re-instating programs at Curtner Elementary School to provide ongoing, needed childcare services to 90 students from kindergarten to sixth grade.

Performance Results
If the Curtner ATB proposal is funded, the City will be able to serve 90 Curtner Elementary School students, providing enriching, safe, affordable, daily afterschool care onsite from bell dismissal to 6 p.m., every day that school is in session. Prior to the 2022-2023 school year, ATB was offered at Curtner Elementary School, servicing an average of 80 students. Staff received a request from the Curtner Principal to have the program return to his school for the 2023-24 school year with program space for up to 90 students. The estimated additional program revenue would be approximately $226,800 (90 students x $2520 per student).

The reinstatement of ATB at Curtner School will bring back a needed, affordable afterschool care option for Milpitas families, including teachers' children, greatly benefitting and supporting working Milpitas parents. Students enrolled in the program will also benefit from the ATB program, which promotes a focus on continuous recreation-based learning, exploration, safe socialization and interactions, and homework support with school assignments. Having access to afterschool programming like ATB prevents students from being unsupervised and home alone and provides a structured environment with adult supervision during a critical time of their development. With the right program implementation, students are able to thrive in a safe and nurturing environment.

Impact if funding is not approved
If this proposal is not funded and ATB programs are not re-instated at Curtner Elementary School, Milpitas residents, particularly working families, including teachers from Curtner Elementary School, will not have access to affordable, quality afterschool care for their children. A majority of Curtner school families, although in low- to moderate-income households, do not qualify for or receive little discount for the alternative afterschool program currently offered at the site. The alternative after-school program at Curtner costs families almost double the annual registration fee of ATB. If families are unable to afford afterschool care, children run the risk of being at home alone and unsupervised, until parents come home from work.

Additionally, if the proposal is not approved, the City will not receive the additional program revenue of up to $226,800, which supports the Recreation and Community Services Cost Recovery effort.

Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
City of Milpitas • Recreation and Community Services 241

3. Senior Nutrition Meals Enhancement $6,444 $0 $6,444
This action will fund the ongoing Senior Nutrition Program at the Barbara Lee Senior Center, which provides a valuable service to the older adult community in Milpitas. The Senior Nutrition Program is a joint partnership with the County of Santa Clara and is contracted in FY23/24 to offer 88 meals per day for 241 service days to ensure food security to our senior adults.

The Senior Nutrition Program additionally meets the wellness and health benefits of positive socialization and connection to fellow seniors. This environment encourages and supports those important health benefits to seniors.

Since July 1, 2023, the Senior Nutrition Program has sustained a waitlist on average of 4-5 participants per day above the contracted amount of 88 participants per day. The proposal to add $6,443.50 to this service level would accommodate an additional 4 meals per day for the 241 service days in FY24/25.

Performance Results
The additional $6,443.50 requested would successfully fund 4 additional participants per day (or 92 per day, in total) and start to meet the projected demand based on current waitlist data. Currently, seniors make voluntary contributions on average of $0.98 per participant/per day. Adding four participants per day is expected to bring in revenue of approximately $950/year, which is split 50/50 with the County, thus providing a net revenue of approximately $425/year to the City.

Impact if funding is not approved
By not approving this request, the Senior Nutrition Program is expected to continue to have a waitlist, with demand for an additional 1,200 hot meals per year. Seniors would continue to be turned away, and Milpitas would remain unable to meet the nutritional demand of our older community.

Total Service Level Changes $324,711 $0 $324,711
Positions General Fund
Expenditures
Other Fund
Expenditures
All Fund
Expenditures
Budget Narrative and Summary
242 City of Milpitas • Recreation and Community Services

Non-Departmental
Description
This category funds a variety of activities that are not specific to any one department. Personnel Services include expenditures not budgeted in the individual departments such as vacation and leave cashouts, benefit administration fees, and self-funded unemployment insurance. Supplies and Contractual Services include centralized copier costs for City Hall, utility payments and citywide tuition reimbursement. Sewer treatment plant maintenance and operation are funded in this category, as are all water purchases for the water fund. This category also funds debt service as well as equipment and vehicle expenditures.

Expenditure Analysis
Personnel Services Debt Service
$0.7 million will fund vacation and leave cashouts,
MOU contractual obligations, retiree medical benefits
and unemployment benefits, and also incorporate an
estimated 4% vacancy factor in the General Fund.
$1.3 million unanticipated expenditure reserve is
included.
$1,257,200 scheduled to pay the Lease Revenue
Bond $636,625 scheduled to pay the principal and
interest due on the 2017 Wastewater Revenue
Refunding Bond for the sewer system and interfund
loan. $1,046,450 is the payment for the principal and
interest due on the 2019 Water Bond, and $2,427,200
is for the 2019 Wastewater Bond.

Services and Supplies
$7,568,416 is for Treatment Plant fees;
$4,213,790 is for gas, electric, and water utilities;
$22,977,357 is for water purchases; $2,627,196 is for
recycled water purchase. A total of $30,000 is reflected in this function for citywide tuition reimbursement.
$3,688,303 is budget based on preliminary estimate of
the City's insurance premium with PLAN JPA for the
2024-25. $220,000 is also included for costs related to a green vehicle lease program for 43 vehicles in FY
2024-25 that do not currently have replacement
funding. All of these vehicles are 10 years and older
and are proposed to be replaced with hybrid and
electric vehicles. $446,700 is also included for the
Citywide Rate Assistance Program for Building and
Planning fees and Water and Sewer Utility bills.

Budget Narrative and Summary
City of Milpitas • Non-Departmental 243

Grand Total General Fund(1)
Personnel Services
4119 Adjustments-Payroll ............................................................................... $0 $0 4124 Leave Cashout ....................................................................................... 700,000 650,000 4131 PERS ....................................................................................................... 30,000 30,000 4132 Group Insurance ..................................................................................... 30,900 27,810 4136 Unemployment ....................................................................................... 90,000 87,000 4137 MOU Contractual Agreements ............................................................. 1,298,225 1,203,883 4141 Adjustments-Payroll ............................................................................... (2,880,846) (2,880,846) 4161 Retiree Medical Reserve ....................................................................... — — sub-total (731,721) (882,153)
Supplies & Contractual Services
4209 Rate Assistance Program ..................................................................... 446,700 446,700 4212 Vehicle Lease Charges ......................................................................... 220,000 220,000 4237 Contractual Services ............................................................................. 150,100 40,000 4239 Audit Fees ............................................................................................... 98,000 66,000 4241 Repair & Maintenance ........................................................................... 8,000 — 4242 Rents & Leases ...................................................................................... 43,100 — 4253 Plan JPA Attorney's Fees ...................................................................... 220,000 80,000 4254 Plan JPA Settlements ............................................................................ 171,500 76,500 4280 Elections .................................................................................................. 200,000 120,000 4421 Utilities-Gas ............................................................................................. 226,300 206,000 4422 Utilities-Electric ....................................................................................... 2,000,000 992,000 4423 Utilities-Water .......................................................................................... 1,557,517 1,384,000 4424 SFWD, Wholesale Water Purchase .................................................... 15,871,456 — 4425 SCVWD, Wholesale Water Purchase ................................................. 7,105,901 — 4426 Utilities - Solid Waste ............................................................................. 6,500 — 4427 Recycled Water Purchase .................................................................... 2,627,196 — 4429 Treatment Plant, M&O ........................................................................... 7,568,416 — 4509 Tuition Reimbursement ......................................................................... 30,000 24,000 4602 Cybersecurity, Liability, Property Insurance ....................................... 3,688,303 2,534,936 4610 Uncollectible Accounts .......................................................................... 150,000 50,000 4611 Collection Fees ....................................................................................... 22,000 7,500 4640 Unanticipated Expenditures Reserve ................................................. 1,300,000 1,300,000 sub-total 43,710,989 7,627,636
Debt Service
4701 Retirement of Principal .......................................................................... 2,030,000 570,000 4711 Interest Expense .................................................................................... 2,700,850 687,200 sub-total 4,730,850 1,257,200
Capital Outlay
4851 Vehicles ................................................................................................... 252,369 124,265 4873 Machinery & Equipment ........................................................................ 213,142 154,444 sub-total 465,511 278,709
TOTAL $48,175,629 $8,281,392
(1) General Fund, Abandoned Vehicle Abatement Fund, 1452 S. Main St Fund and administration funds of the former Redevelopment Agency. (2) Other Funds include Community Benefit Fund, Community Facility District Funds, Community Planning Fee Fund, Gas Tax Fund, Equipment Replacement Fund, Housing and Community Development Fund, Information Technology Replacement Fund, Law Enforcement Grant Funds, Light & Landscape Maintenance District Funds, Measure B Fund, Permit Automation Fund, Public Art Fund, and Solid Waste Services Fund.

Budget Narrative and Summary
244 City of Milpitas • Non Departmental

Housing Authority Other Funds (2) Capital Projects(3) Water Fund(4) Sewer Fund(5) $0 $0 $0 $0 $0
— — — 25,000 25,000
— — — — —
— — — 1,545 1,545
— — — 1,500 1,500
— — — 47,171 47,171
— — — — —
— — — — —
— — — 75,216 75,216
— — — — —
— — — — —
60,200 12,900 — 10,350 26,650
— 7,000 — 12,500 12,500
8,000 — — — —
— 43,100 — — —
— — — 40,000 100,000
— — — 25,000 70,000
— — — — —
— — — 10,300 10,000
— — — 714,000 294,000
6,000 — — 136,517 31,000
— — — 15,871,456 —
— — — 7,105,901 —
6,500 — — — —
— — — 2,627,196 —
— — — — 7,568,416
— — — 3,000 3,000
2,747 306,730 — 211,972 631,918
— — — 50,000 50,000
— — — 8,500 6,000
— — — — —
83,447 369,730 — 26,826,692 8,803,484
— — — 340,000 1,120,000
— — — 706,450 1,307,200
— — — 1,046,450 2,427,200
— 128,104 — 133,816 45,109
— 58,698 — — —
— 186,802 — 133,816 45,109
$83,447 $556,532 $0 $28,082,174 $11,351,009
(3) Capital Projects include Street Improvement Fund, Park Improvement Funds, General Government Capital Improvement Fund, Storm Drain Capital Improvement Fund and Transit Area Impact Fee Fund. (4) Water Fund includes Water Maintenance & Operations Fund, 2019 Water Bond Fund, Water CIP Fund, Water Line Extension Fund, and Water Infrastructure Replacement Fund.
(5) Sewer Fund includes Sewer Operations Fund, 2019 Sewer Bonds Fund, Sewer Fund CIP, Treatment Plant Construction Fund, 2017 Sewer Refunding Bonds, and Sewer Infrastructure Replacement Fund.

Budget Narrative and Summary
City of Milpitas • Non-Departmental 245

Budget Narrative and Summary
246 City of Milpitas • Non Departmental

Capital Improvement Program Overview
On February 22, 2024, the proposed 2025-2029 Capital Improvement Program (CIP) went before Council during the study session.

The FY 2024-25 adopted Capital Improvement Program funding in the amount of $33.2 million is $1.1 million more than the FY 2023-24 Adopted CIP of $32.1 million. Due to limited General Government funding, staff evaluated projects that had General Government funding and strategically funded projects in the current plan. These funds will continue to be analyzed each year to maximize the public benefit for use of these funds.

The Capital Improvement Budget funding for FY 2024-25 by Project Category is as follows:

Community Improvement $10,919,000 32.9%
Park Improvement $1,080,000 3.3%
Street Improvement $8,925,962 26.9%
Water Improvement $5,260,000 15.9%
Sewer Improvement $6,388,000 19.3%
Storm Drain Improvement $600,000 1.8%
TOTAL $33,172,962 100%
Project Category FY 2024-25 Budget Percentage of Total
Major projects recommended to be funded for FY 2024-25 include the Annual Street Resurfacing Project; the City’s capital contribution to the San Jose-Santa Clara Regional Wastewater Facility; the design and replacement of the air handlers at City Hall; the design and replacement of the land management/permit system software; the design and replacement of the financial management system; the planning of the basic infrastructure plan and developer impact study for the Milpitas Gateway-Main St. Specific Plan; the assessment of the flooring occurrence on Main Street, Railroad Avenue, and Winsor Street.

On March 11, 2024, staff presented the Park Improvement section of the proposed 2025-29 Capital Improvement Program to the Parks Recreation and Cultural Resources Commission (PRCRC) and they recommended approval to the City Council. On March 27, 2024 the proposed CIP document was presented to the Planning Commission who found the document to be in conformance with the City’s General Plan in accordance with the California Government Code Section 65401.

The City is pleased to report the significant progress and completion of some major improvements this past year, including ARPA Park Rehabilitation Phase 1 project, Citywide Travel Safety Report, Circle of Time sculpture at Jose Higuera Park, Main Lift Station Odor Emission Controls, Mobile Emergency Operation Center vehicle, Penitencia Creek Linear Park & Trail, Santa Clara Valley Water District Creek improvements, and also keeping pace with the Annual Street Resurfacing and Minor Park and Utility improvement projects.

Capital Budget
City of Milpitas 247

The chart below provides an overview of the City’s anticipated capital improvement projects by category in FY 2024-25:

CIP Expenditures by Category (In Millions, $33.2M)
Community Improvement: $10.92M

32.9%
Park Improvement: $1.08M

3.3%
Streets: $8.93M

26.9%
Water: $5.26M

15.9%
Sewer Improvement: $6.39M

19.3%
Storm Drain Improvement: $0.60M

1.8%
The funding for FY 2024-25 capital improvement projects, as shown by the chart below, is primarily from Sewer Infrastructure Fund, General Fund, General Government CIP, Gas Tax Fund, SB1 RMRA, Storm Drain Funds, and Water Capital Surcharge Fund:a
Funding Sources for 2024-25 CIP Projects (In Millions, $33.2M) Water Capital Surcharge: $5.4M
16%
SB1 RMRA: $2.0M
6%
General Fund: $2.5M
8%
Storm Drain Funds: $0.6M
2%
Sewer Infrastructure Fund: $4.9M
15%
General Government CIP Funds: $4.7M
14%
Gas Tax Fund: $2.7M
8%
Other Funds: $10.3M
31%
Capital Budget
248 City of Milpitas

Since the City’s budget is an annual budget, the Budget only incorporates funding for FY 2024-25 capital improvement projects. It should also be noted that while staff prioritizes and anticipates the longer-term funding needs for the next four years in the five-year CIP, years 2025 through 2029 are shown only for planning purposes and are not funded at this time.

The Capital Budget section of this document provides a summary of each project grouped by the category and a Grand Summary of the 2025-2029 CIP project expenses and funding sources. For further details on the capital improvement projects, 2025-2029 Capital Improvement Program document prepared by the Engineering Department may be obtained at the Milpitas City Hall or the City’s website.

CIP Budget Adoption
Staff returned to City Council on April 16, 2024 and they conducted a public hearing, and adopted Resolution No. 9318 approving the 2025-2029 Capital Improvement Program.

The FY 2024-25 Adopted CIP funding in the amount of $33.2 million is $1.1 million more than the FY 2023-24 Adopted CIP of $32.1 million, which includes projects across six areas: community improvements, parks, streets, water, sewer and storm.

Capital Budget
City of Milpitas 249

Capital Improvement Program Grand Summary
Project Expenses FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Total Community Improvement 10,919,000 5,379,000 3,969,000 2,429,000 2,354,000 25,050,000 Park Improvement 1,080,000 2,455,000 13,605,000 855,000 855,000 18,850,000 Street Improvement 8,925,962 15,803,400 12,098,400 29,578,400 9,618,400 76,024,562 Water Improvement 5,260,000 11,225,000 6,917,000 9,875,000 15,292,000 48,569,000 Sewer Improvement 6,388,000 32,619,000 5,550,000 18,070,000 11,114,000 73,741,000 Storm Drain Improvement 600,000 0 400,000 0 0 1,000,000 Total $33,172,962 $67,481,400 $42,539,400 $60,807,400 $39,233,400 $243,234,562 Funding Sources FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Total Gas Tax Fund 2,730,000 3,095,000 2,690,000 2,220,000 2,060,000 12,795,000 General Fund 2,500,000 0 0 0 0 2,500,000
General Government CIP
Fund 4,692,000 0 0 0 0 4,692,000
Information Technology
Replacement 0 300,000 0 0 0 300,000
LLMD 98,400 98,400 98,400 98,400 98,400 492,000
Measure B 2,097,562 1,900,000 1,900,000 1,900,000 1,900,000 9,697,562 Park Fund 280,000 0 0 0 0 280,000
Public Art Fund 50,000 50,000 50,000 50,000 50,000 250,000 SB1 RMRA 2,000,000 2,000,000 2,000,000 2,000,000 2,000,000 10,000,000 Sewer Fund 325,000 0 0 0 0 325,000
Sewer Infrastructure Fund 4,901,000 12,781,000 5,712,000 18,232,000 11,276,000 52,902,000 Sewer Treatment Fund $1,849,000 $0 $0 $0 $0 $1,849,000
Storm Drain General Fund $100,000 $0 $400,000 $0 $0 $500,000 Storm Drain Fund $500,000 $0 $0 $0 $0 $500,000
Street Improvement Fund 1,020,000 0 0 0 0 1,020,000
TASP Impact Fees 753,000 6,453,000 4,393,000 3,953,000 11,715,000 27,267,000 Vehicle Registration Fee 500,000 500,000 500,000 500,000 500,000 2,500,000 Water Capital Surcharge 5,442,000 11,207,000 6,899,000 6,057,000 3,712,000 33,317,000 Water Fund 325,000 0 0 0 0 325,000
Water Line Extension Fund 180,000 180,000 180,000 180,000 180,000 900,000 Sub Total $32,372,962 $38,344,400 $24,902,400 $35,270,400 $33,571,400 $164,461,562 External Financing FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Total Grants/Reimb./Developer
Fees 800,000 0 0 0 0 800,000
Wastewater Revenue Bonds 0 20,000,000 0 0 0 20,000,000
Water Bonds 0 0 0 0 0 0
Revenue Bond 0 0 0 0 0 0
Sub Total $800,000 $20,000,000 $0 $0 $0 $20,800,000
FY 2024-25 FY 2025-26 FY 2026-27 FY 2027-28 FY 2028-29 Total No Funding Source 0 9,137,000 17,637,000 25,537,000 5,662,000 57,973,000 Total $33,172,962 $67,481,400 $42,539,400 $60,807,400 $39,233,400 $243,234,562 Capital Budget
250 City of Milpitas

Fund Descriptions
The basic accounting and reporting entity for a City is a fund. A fund is "an independent fiscal and accounting entity used to record all financial transactions related to the specific purpose for which the fund was created". Funds are established for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations.

Funds used in government are classified into three broad categories: governmental, proprietary and fiduciary.

Governmental funds include activities usually associated with a typical state or local government’s operations (public safety, general government activities, etc.). Proprietary funds are used in governments to account for activities often found in the private sector (utilities, stadiums, and golf courses are prime examples). Trust and Agency funds are utilized in situations where the government is acting in a fiduciary capacity as a trustee or agent.

The various funds are grouped in fund types and categories as follows:

Governmental Funds
Government Funds include activities usually associated with the governmental entities’ operations (police, fire and general government functions).

General Fund – The General Fund is the general operating fund of the City. It is used to account for all financial resources except those required to be accounted for in another fund. The major revenue sources for this Fund are sales taxes, property taxes, unrestricted revenues from the State, fines and forfeitures and interest income.

Expenditures are made for general government activities, public safety, most street work and the other services described above.

Special Revenue Funds – Special Revenue Funds are used to account for the proceeds of specific revenue sources (other than major capital projects) that are legally restricted to expenditures for specific purposes. • Public Art Fund – was established to account for construction or acquisition of public art to expand opportunities for the City of Milpitas’ citizens to experience public art and enhance the quality of life in the community. The city dedicates 1.5% of eligible projects within the annual Capital Improvement Project expenditures to the acquisition and installation of public art. The expenditures will include, but not limited to, the cost of public art, its installation, maintenance and repair of artwork funded by this fund. • Gas Tax Fund – was established to account for the construction and maintenance of the street system in Milpitas. Financing is provided by the City’s share of state gasoline taxes. • Lighting and Landscape Maintenance District Fund – was established to account for assessments within a district. Revenue is used for servicing and maintaining the public landscaping and additional lighting for the district.
• Community Facility District Fund – was established to account for special taxes collected within the district to provide park maintenance and street landscape maintenance services, public safety. • Housing and Community Development Fund – was established to account for community development block grants and expenditures.
• Law Enforcement Services Fund – was established to account for the proceeds from the sale of assets which were seized in connection with drug related arrests made by the Allied Agency Narcotic Enforcement Team (AANET) of Santa Clara County and federal asset forfeiture funds received through the Equitable Sharing program. Shared funds must be used only for specified law enforcement purposes; funds are to be Appendix
City of Milpitas 251

used to augment law enforcement budgets, not supplant them. This fund also accounts for the Supplemental Law Enforcement Services grant and expenditures.
• Solid Waste Services Fund – was established to account for landfill tipping fees allocated by Santa Clara County. The County allocates a fee of $1 per ton to each City to be used in relation to the State of California Waste Reduction Act. Revenue is used for the implementation of future waste reduction programs to meet the future State required landfill deposits percentage reduction. The fund also accounts for special charges built into garbage rates specifically for community promotions and household hazardous waste activities. These activities support the City’s ongoing efforts to meet State mandates to reduce waste. • Hetch-Hetchy Ground Lease Fund – Established to account for the lease payment to the City and County of San Francisco for the permitted use of the Hetch-Hetchy land. • Housing Authority Fund – was established to allow the City to aggressively plan and address aging of the Milpitas housing stock, limited amount of land, high costs of housing, continuous overcrowding and potential increase in unsanitary conditions. The establishment of a Housing Authority allows the City to improve the quality of life and standard of living for a substantial number of its residents.

Debt Service Funds – Debt Service Funds are used to account for financial resources to be used for the payment of principal and interest on governmental fund long-term debt. The City has the following outstanding bonds: 2015 Tax Allocation Bond and 2017 Wastewater Revenue Refunding Bonds.

Capital Projects Funds – Capital Projects Funds are used to account for financial resources to be used for the acquisition or construction of major capital facilities (other than those financed by Proprietary Funds and Trust Funds).
• Redevelopment Project – was established to account for the financing and construction activities in the redevelopment project areas. This fund is inactive as of 1/31/2012 due to Assembly Bill 1X26. • Street Improvement Fund – was established to account for the construction and maintenance of the street system in Milpitas. Financing is provided through State and federal grants. • General Government Fund – was established to account for the construction and maintenance of community improvements. Capital projects previously accounted for in the General Fund has been incorporated in this fund.
• Park Improvement Fund – was established to account for the construction and maintenance of City parks.

Financing is provided by a special parks improvement fee imposed on developments. • Transit Area Impact Fee Fund – was established to account for the financing and construction activities of infrastructure in the Transit Area Specific Plan.
• Storm Drain Improvement Fund – was established to account for the construction and maintenance of City storm drains. Financing is partially provided by fees imposed on developments Proprietary Funds
Enterprise Funds – Enterprise Funds are used to account for operations (a) that are financed and operated in a manner similar to private business enterprises where the intent of the City is that the costs and expenses, including depreciation, of providing goods or services to the general public on a continuing basis be financed or recovered primarily through user charges; or (b) where the City has decided that periodic determination of revenues earned, expenses incurred, and/or net income is appropriate for capital maintenance, public policy, management control, accountability, or other purposes. The City operates the Water Utility and Sewer Utility enterprise funds.

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252 City of Milpitas

• Water Utility Fund – was established to provide water services to the residents of the City. All activities necessary to provide such services are accounted for in this fund, including, but not limited to, administration, operations, capital improvements, maintenance, and billing and collection. • Sewer Utility Fund – was established to provide sewer services to the residents of the City. All activities necessary to provide such services are accounted for in this fund, including, but not limited to, administration, operations, capital improvements, maintenance, financing and related debt service, and billing and collection.

Internal Service Funds – Internal Service Funds are used to account for the financing of goods or services provided by one department or agency to other departments or agencies of the City on a cost reimbursement basis. • Equipment Management Fund – was established to finance and account for the replacement of equipment used by City departments on a cost reimbursement basis. • Information Technology Replacement Fund – was established to finance and account for the replacement of information technology equipment used by City departments. • Permit Automation Fund – was established to finance and maintain the online permit development system. • Section 115 Pension Trust Fund – was established to use the trust funds to fund either the annual actuarially determined pension contribution amounts, pay down unfunded pension liabilities with CalPERS, and/or reduce the length of pension cost amortization schedules with CalPERS.

Fiduciary Funds
Successor Agency to the Milpitas Redevelopment Agency Private-Purpose Trust Fund – was established to account for the accumulation of resources to be used to make payments that are on the Recognized Obligation Payment Schedule and to dispose of assets and property of the former Redevelopment Agency for the benefit of the taxing agencies.

Appendix
City of Milpitas 253

Revenue Descriptions
The City of Milpitas provides many services to its residents such as Police, Fire, Parks, Recreation, etc. These services are not without cost to the taxpayer. It is the task of City Officials to produce the necessary revenue to satisfy the ever-growing demand for local services.

The City of Milpitas receives revenue from many sources to offset the costs of its operations. Revenue is received from sales taxes, property taxes, and many other sources. For each fiscal year, the City’s revenues are estimated conservatively and, therefore, actual revenues received often exceed the estimated projections. This section will describe the major revenue sources available to the City. The Summary of Current Revenues by Fund will provide a more detailed breakdown of all revenues. The major revenue sources are as follows:

Property Taxes
Property Taxes – Property tax is imposed on real property (land and permanently attached improvements, such as buildings) and tangible personal property located within the City. The tax comprises one percent of the assessed value of the property. The assessed value of real property appraised by the County Assessor in the 1975-76 assessment role value adjusted after 1975 by a two percent inflation factor per year. When property changes hands or new construction occurs, it is reassessed at its current market value. Included in Property tax revenue is Excess Educational Revenue Augmentation Fund (ERAF), which is the mechanism that moves state funds through the County system. The California Legislature created ERAF in 1991 to reduce state general fund spending on schools, in which a portion of property tax revenue goes to ERAF to support local school districts.

When the amount contributed to ERAF is more than the minimum cost of funding local schools, excess funds are returned to the County, Cities, and Special Districts. Redevelopment Property Tax Trust Fund (RPTTF) is property tax revenue which had previously been paid to each Redevelopment Agencies (RDA), but is now required to be transferred to a new trust fund, RPTTF, as all RDAs were dissolved.

Sales Taxes
Sales and Use Tax – Sales and use tax is imposed on retailers for the privilege of selling, at retail, within the City limits. This tax is based on the sales price of any taxable transaction of tangible personal property. The Bradley- Burns Uniform Local Sales and Use Tax Law, adopted in 1955, extends the authority to impose local tax to counties. One percentage point of the sales tax collected by the State Board of Equalization is allocated back to the City for general purposes. This revenue is placed in the General Fund for unrestricted uses. Operative April 2021, Measure F, a Transaction and Use tax, will enact a ¼ cent local sales tax for eight years, with locally- controlled funding that cannot be taken by the state.

Transient Occupancy Tax
Transient Occupancy Tax – The Transient Occupancy Tax in Milpitas is a fourteen percent (14%) tax on the cost of a hotel room and imposed on "transients" who occupy a room or rooms in a hotel, inn, motel, tourist home or other lodging facility within the City’s limits.

Franchise Fees
Franchise Fees – A Franchise Fee is imposed on various utilities and organizations which permits them to use and operate those facilities within the City. In Milpitas, franchise fees are charged for Electric, Gas, Garbage, Nitrogen Gas and Cable Television franchises.

Other Taxes
Business License Tax – A Business License Tax is imposed on businesses for the privilege of conducting business within the City. Fees are based on bracketed structures according to the type of business. The fee Appendix
254 City of Milpitas

structures are as follows: average number of employees, number of units or rooms, number of vehicles or a flat fee.

Motor Vehicle In-Lieu Tax – The Motor Vehicle In-Lieu Tax is collected by the State Department of Motor Vehicles through its vehicle registration program in-lieu of a City personal property tax on motor vehicles.

Gas Tax – The State Gas Tax is derived from State of California taxes on gasoline purchases and is allocated, on a share basis, to cities. The Gas Tax revenues are broken down into Sections 2106, 2107 and 2107.5. Sections 2106 and 2107 funds are restricted to the construction, improvements and maintenance of public streets. Section 2107.5 funds are restricted to engineering costs and administrative expenses with respect to City streets.

Licenses, Permits & Fines
Building Permits – The City requires that building permits be obtained to ensure that structures meet specific standards as identified in the Municipal Code. The City requires various construction permits for activities such as the installation of electrical and plumbing. The City charges a fee for issuing these permits in order to recover the costs incurred.

Fire Permits – The Milpitas Municipal code requires permits be obtained and inspections conducted to ensure activities regulated by the fire code meet specific standards for the protection of life, property and the environment. Activities include: high piled combustible storage, hazardous materials, assembly, and life safety inspections of licensed facilities, apartments, and hotels and motels.

Vehicle Code and Other Court Fines – The City receives a portion of all fines assessed, in Milpitas, for infractions of the State of California Vehicle Code and may receive other court fines as directed by the County, State or Federal Courts.

False Alarm Fees – Currently the Milpitas Municipal Code provides that a property may have two false alarms in a one-year period. Subsequent false alarms, within that period, are assessed a service charge that can increase from $300 to $900 depending on the number of alarms.

Booking Fees – Counties within California are authorized to charge a "criminal justice administrative fee" intended to cover the "reimbursement of County expenses incurred" for booking and processing of arrested persons who are brought to the County jail for booking or detention. In return, Judges may pass along the City’s costs to the offender as part of their court-ordered restitution.

Use of Money and Property
Interest on Pooled Investments – Interest income is earned as the City invests its idle funds in various investment instruments. The goal of the City regarding investments is to ensure the safety of each investment and maintain liquidity while achieving a fair rate of return - safety, liquidity and yield - in that particular order.

Intergovernmental
Federal, State and County Contributions – Senior Nutrition fees are one example of a County contribution that is reimbursed to the City from the County of Santa Clara for lunches provided to senior citizens.

Miscellaneous Grants –
• Community Development Block Grant –The Housing and Community Development Block Grant (CDBG or HCD) program was designed by the Department of Housing and Urban Development (HUD) to revitalize low and moderate income areas within a city. The use of CDBG funds is restricted by specific provisions and is managed by the Housing function.
• Public Safety Grants - The City is currently receiving multiple public safety grants including: Supplemental Law Enforcement Services Grant, Local Law Enforcement Block Grant, and Justice Assistance Grant. Future grant spending will be designated for vehicles, equipment and technology improvements.

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City of Milpitas 255

• SB90 - The law in the State of California provides for the reimbursement of costs incurred by local agencies for costs mandated by the State. Costs mandated by the State means any increased costs which a local agency is required to incur after July 1, 1990, as a result of any new statute enacted after January 1, 1975, or any executive order implementing such statute which mandates a new program or higher level of service in an existing program.

Charges for Services
Charges for Current Services – All City’s basic service charges are recorded at the department or division levels that are associated with specific governmental and enterprise activities. These service levels are: General Government, Planning, Fire, Police, Recreation, Building and Public Works. This is a GASB 34 requirement.

Planning Fees and Sale of Maps and Documents – Included in these fees are a range of service charges for staff responses to inquiries from the public to review and interpretation of complicated planning and zoning ordinances. Also included are reproduction costs associated with maps and documents from all functions within the organization.

Recreation Fees – Recreation fees include user program fees for preschool, after-school, teen and summer camp programs; swimming lessons; special events and youth and adult recreational classes.

Rents and Concessions – Rental fees are charged for the private use of City facilities. Rental facilities include the Community Center, Sports Center, Senior Center, the Jose Higuera Adobe and parks throughout the City.

Utility Charges – Utility service charges for water and sewer, based on volume and flat meter charges.

Other Revenues
Development –
• Park Development Fees - The Park Development Fee is paid by a developer or subdivider for park or recreation purposes, in-lieu of the dedication of the land. • Treatment Plant Fees - Treatment Plant fees are payment for the purchase of waste water treatment capacity rights. The fee is measured in gallons per day, and the higher the usage, the higher the fee. All fees collected are used for Capital Improvement Projects or for Capital Operating Costs at the San Jose/Santa Clara Water Pollution Control Plant or within the City.
• Traffic Impact Fees - A Traffic Impact Fee is an exaction from a developer to mitigate traffic impacts associated with the development of the subject property. These fees can be dictated by ordinance or by documentation in a Traffic Impact Analysis (TIA) and are then conditions of approval for the development. • Transit Area Specific Plan (TASP) Impact Fees - TASP impact fee is an exaction from a developer to mitigate impacts associated with the development of the TASP area. There are four different rate structures based on the development type: residential, office, hotel and retail. The fee is calculated using a blended rate, which on average consists of 16% street improvement, 12% sewer, 13% water, 40% community and park improvement, 12% traffic mitigation and 7% for other miscellaneous categories.

Reimbursements -
• AVASA - Beginning in 1996, the State of California, through the Abandoned Vehicle Abatement Service Authority, began reimbursing cities for vehicle abatement activities based on a per vehicle cost. The State reimbursement varies from year to year based on the number of vehicles claimed by all participating cities.

Miscellaneous -
• Solid Waste - Currently the Solid Waste function has two very different revenue streams. The first AB939 is collected by the County as a Tipping Fee at the Landfill and reimbursed to the City on a quarterly basis. The purpose of this fee is to encourage achievement of the State’s landfill reduction goal. The second fee is paid by the solid waste customers, incorporated in user rates, and is specifically earmarked for community education and the Household Hazardous Waste programs.

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256 City of Milpitas

Expenditure Descriptions
Personnel Services
Salaries and Wages
Permanent – Salaries for full time and part time permanent employees.

Temporary – Salaries full time and part time employees who are hired in temporary or substitute basis.

Overtime – Amounts paid to employees for work performed in addition to the normal work period. Hours work in excess of 40 hours per week.

Charged to CIPs – Budget amount to account for payroll costs that will be charged to the Capital Improvement Projects.

Allowances / Leaves
Allowances – Amounts paid to employees who are entitled to allowances such as car, telephone, uniform, special licenses, canine, motorcycle, SWAT, pager and bilingual pay.

Leave CashOut – Amounts paid to employees for hours cashed out from sick or vacation time banks.

Accrued Leave – To record year-end adjustments of accrued vacation according to the Generally Accepted Accounting Principles (GAAP).

Benefits
PERS – Amounts contributed to the Public Employees’ Retirement System (PERS) plan for its employees.

Group Insurance – City of Milpitas’ share of any insurance coverage for its employees such as Medical, Dental, Vision, Life Insurance, Long Term Disability and Short Term Disability.

Medicare-Employer’s Contribution – City of Milpitas’ share of the Federal Medicare contributions for its employees.

Worker’s Compensation – Amount allocated to pay for worker’s compensation claims made by employees.

MOU Contractual Agreements – Amounts paid according to negotiated MOU agreements.

Deferred Compensation – Employer Contribution - Contributions made to the employees’ deferred compensation plan.

PARS – Amounts contributed to the Public Agency Retirement System-Alternate Retirement System (PARS-ARS) plan for temporary employees not in the PERS system. This is an alternative to the Social Security System.

Adjustments - Payroll
Adjustments – Payroll - To record year-end payroll adjustments in accordance to the Generally Accepted Accounting Principles (GAAP), i.e., Accrued Payroll which reflects salaries and wages earned by employees as of June 30 but not paid until July.

Vacancy Factor – Budget amount to account for vacant positions.

Overhead – Private Jobs (PJs) contractual Labor and Payroll - A charge made to a developer account to defray the direct and indirect overhead costs associated with an employee performing duties or providing services to the fund or account charged.

Salary Reduction – Budget amount to account for reduced funding.

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City of Milpitas 257

Retiree Benefits
Retiree Medical Reserve – Amount allocated to fund a portion of the outstanding retiree medical benefits liability.

Retiree Medical Payment – Payment of the outstanding retiree medical benefits liability.

Retiree Medical Reimbursement – Reimbursement from California Employer Benefit Trust fund for retiree medical payment.

Supplies and Contractual Services
Community Promotions, Grants and Loans
Community Promotions – Public relations activities that are aimed to contribute to the progress or growth of the community.

Community Promotions CC Allocated – Public relations activities for progress or growth of the community allocated by the CITY COUNCIL.

Community Promotions CC Unallocated – Public relations activities for progress or growth of the community not yet allocated by the CITY COUNCIL.

Cultural Arts Grants – Financial assistance provided for Cultural Arts programs or activities.

Miscellaneous Grants – Financial assistance provided for miscellaneous grant programs.

Sports Grants – Financial assistance provided for Sports programs or activities.

Housing Rehab Loans – Amount loaned to homeowners for housing rehabilitation purposes under the Community Development Block Grant (CDBG) program.

CDBG Grants – Payment to subrecipients of CDBG Grants.

Miscellaneous Loans – Loans other than for housing rehabilitation purposes under the CDBG program.

Department Allocations
Equipment Replacement Amortization – Department’s share of the fund being set aside for the purpose of replacing equipment in the Equipment Replacement Program.

Supplies
Generally, these are items that are consumed.

Office Supplies – Purchased for office use. Examples are pen, folders, drinking water, and coffee.

Departmental Supplies – Items that are used for the programs of the department. Examples are food for the Senior Center, sports supplies for the Recreation Department, target supplies for the Police Department, and tools for Public Works.

Maintenance Supplies – Used for repairs and maintenance of equipment or building. Examples are bolts, screws, nails, janitorial supplies, etc.

Health & Safety Supplies – Used for health and safety purposes. Examples are goggles, safety shoes, hard hats, gloves, first-aid kits, VDT glasses, etc.

Services
Generally, amount paid for services rendered by organization or personnel not on the payroll of the City of Milpitas.

Although a product may or may not result from the transaction, the primary reason for the purchase is the service provided.

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258 City of Milpitas

Advertising – Costs of media services and associated costs. Media advertising includes magazines, newspapers, radio and television programs, direct mail, exhibits, and the like. Examples are advertising for such purposes as personnel recruitment, legal ads, new and used equipment and sale of property, and City Clerk notices of meetings.

Blueprinting – Usually are services provided to blueprint the engineering plans.

Contractual Services – Services rendered by organizations or personnel not on the payroll of the City of Milpitas under a contract or an agreement. Payment of fees to contractors to acquire license or permits for the City of Milpitas should be recorded in this account. NOTE: Copier charges should be paid from this account.

Contractual Services-PJ’s Labor – Rendered by organizations or personnel not on the payroll of the City of Milpitas under a contract or an agreement for its Private Jobs (PJ). Examples are carpentry, painting, and other labor for the City’s Private Jobs.

Audit Fees – Professional services provided by Certified Public Accountants (CPA) firms for the purpose of auditing the City’s financial statements. Example is the Comprehensive Annual Financial Report.

Street Sweeping – Includes sweeping and washing streets, flushing gutters and underpasses and collecting and disposing of debris from streets and public roadways.

Repair & Maintenance
Repair & Maintenance – Repair and maintenance services provided by personnel not on the payroll of the City of Milpitas. This includes repair and maintenance of the City’s buildings and equipment. Examples are vehicular, equipment, and/or facilities repair and maintenance. Cost of warranty obtained after the original equipment warranty expired or any warranties obtained after the purchase of the equipment should be recorded to this account. Annual maintenance agreement or contract on equipment should be recorded here.

Rents and Leases – Costs for renting or leasing land, buildings, equipment and vehicles for either temporary or long range use by the City of Milpitas. Agreement should not have an option to buy or to acquire ownership at the end of the lease term. (Please see Capitalized Leases, also).

Contributions to Non-City owned Capital Assets – Costs incurred in capital improvement projects that the City does not have the ownership of the property. These costs generally incurred by the City for the benefits of the residents in Milpitas but the property is owned by another government agency. For example, the City spent money to improve the I880/237 intersection to improve the quality of life for local residents, but the City does not own the intersection. Caltrain owns the intersection. GASB 34
Legal Services
Retainers and Fees – Fees paid to engage the services of a professional adviser such as an attorney.

Pooled Liability Assurance Network Joint Powers Authority (Plan JPA) Attorney’s Fees – Fees paid to Plan JPA attorney.

Pooled Liability Assurance Network Joint Powers Authority (Plan JPA) Settlements – Costs paid to Plan JPA for settling insurance claims.

Litigation – Costs incurred to settling litigation or lawsuits. This should include costs incurred during legal proceedings.

Elections
Elections – Includes expenditures for holding general primary and special elections.

Communications
Communications – Except the categories below, any services provided by persons or businesses to assist in transmitting and receiving messages or information.

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Phone-Local – Basic monthly telephone charges. Computer Data Lines - Charges for computer data lines services such as Internet user’s fees and charges, T1 line monthly charges, and web site charges, if any.

Phone-Long Distance – Long distance telephone charges.

FAX – Fax line fees and charges.

Pagers – Pagers monthly fees.

Cellular Phones – Fees and charges associated with cellular telephones.

Fire Alarms – Fees and charges for usage and maintenance of fire alarm lines.

Police Alarms – Fees and charges for usage and maintenance of police alarm lines.

Utilities
Utilities – Expenditures for energy except gas, electric and water. Examples are bulk oil normally used for heating, and bulk gasoline or diesel purchase for non-transportation use. Gasoline or diesel purchased for transportation purposes should be charged to account 4223 departmental supplies.

Utilities-Gas – Gas purchased from a public or private utility company for the City of Milpitas facilities consumption.

Utilities-Electric – Electricity purchased from a public or private utility company for the City of Milpitas facilities consumption.

Utilities-Water – Water purchased for the City of Milpitas facilities consumption. Drinking water bottles purchased should be charged to account 4221 Office Supplies.

Utilities - Water Purchase
SFWD, Wholesale Water Purchase – Water purchased from San Francisco Water Department (SFWD) for resale to the residence and businesses being served by the City of Milpitas.

SCVWD, Wholesale Water Purchase – Water purchased from Santa Clara Valley Water District (SCVWD) for resale to the residence and businesses being served by the City of Milpitas.

Recycled Water Purchase – Purchased for resale to the businesses being served by the City of Milpitas. For irrigation use only.

Treatment Plant
Treatment Plant, M & O – City of Milpitas waste water treatment fees paid to City of San Jose -Maintenance and Operation.

Training, Travel & Memberships
Membership and Dues – Amount paid for an employee or group of employees of the City of Milpitas to be a member of an organization.

Professional Licensing – Fees paid for an employee of the City of Milpitas to acquire or renew a license or permit in order for him/her to exercise his/her profession. Examples are CPA and Civil Engineer licenses.

Training/Registration – Fees paid for a City of Milpitas employee to enroll or attend a seminar, workshop, and/or training class.

Lodging/Travel – This is the actual amount paid for a place to stay while a City of Milpitas employee is conducting out-of-the-office business (e.g. hotel accommodation). Airfare and other transportation expenses, except use of own vehicle, such as shuttle to airport and hotel, and car rental are recorded in this account. This is associated with approved travel request.

Appendix
260 City of Milpitas

Meals for Meetings – Expenses incurred to provide food in conducting department and/or business meetings.

Restaurant meals eaten off site must be approved in advance according to the SOP 8-1.

Per Diem – Specified daily meals, incidental expenses, and/or lodging allowance in lieu of actual meal(s), and/or lodging expenses incurred while conducting out-of-the-office business. This is associated with approved travel request. Per Diem rates vary according to your business destination. City of Milpitas’ per diem rates are according to the Maximum Federal Per Diem Rates for Travel in Continental United States (CONUS). Please call the Finance Department or refer to the current IRS Publication 1542 for the appropriate per diem rates of your business destination.

Mileage Reimbursement and Parking – Payment to an employee for the use of his/her vehicle to conduct out-of- the-office business including parking costs. According to the City of Milpitas SOP 6-1, Section 2d, "Mileage reimbursement shall be at the rate as set by the Internal Revenue Code and shall be reimbursed for the distance between home and destination or work and destination, whichever is less." Please call the Finance Department or refer to the current IRS Publication 535 for the mileage rate.

Tuition Reimbursement – Amount reimbursed by the City of Milpitas to any employee qualifying for tuition reimbursement, based upon the City’s policy. Please refer to the Memorandum of Understanding of each bargaining unit.

Commissions & Boards
Conference Expenses – For COMMISSIONS and BOARDS USE ONLY. This is for conference related expenses.

Non-Conference Expenses – For COMMISSIONS and BOARDS USE ONLY. This is for nonconference related expenses.

Insurance, Settlements & Miscellaneous
Liability – Payments of insurance premiums for general liability coverage, public official bond, administrative and property coverage.

Uncollectible Accounts – Portion of a receivable not expected to be collected.

Collection Fees – Fees paid to a collection agent (bureau) for collecting monies owed the City from unpaid receivables. The fees are usually based on a percentage of the collected total amount.

Unanticipated Expenditures Reserve – Items that may become liabilities as a result of conditions undetermined at a given date, such as guarantees, pending lawsuits, unsettled disputed claims. Includes reserve 1% of the General Fund Budget per the budget resolution, adjusted annually.

Loss on Sale – Records the loss incurred on sale of property or equipment.

Depreciation and Amortization
Depreciation & Amortization – Depreciation is the portion of the cost of a fixed asset charged as an expense during a particular period. Amortization is the portion of the cost of a limited-life or intangible asset charged as an expense during a particular period.

Adjustment - Service and Supplies
Reduced Funding – Budget amount to account for reduced funding.

Appendix
City of Milpitas 261

Debt Service
Principal
Expenditures for periodic principal maturities of general obligation bonds or payments of principal on general long- term debt other than bonds.

Retirement of Principal – Payments of Bond Principal.

Principal – COP – Payments of Bond Principal - Certificate of Participation.

Principal – Advance – Payments of other debt principal - Advanced fund.

Interest
Periodic interest on general obligation bonds or interest payments on general long-term debt other than bonds.

Interest Expense – Bond interest payments.

Interest – COP – Bond interest payments - Certificate of Participation Interest – Advance – Other debt interest payments-Advanced fund.

Contractual Obligation
Fiscal Agent’s fees are payments made to financial institutions for services rendered in paying interest and redeeming debt at maturity.

Cost of Issuance – Payments to bond underwriters, legal fees and other costs associated with bond issuance.

Premium-Bond Prepayment
Premium-Bond Prepayment – Fees (redemption premium) paid for early bond call (bond or any portion of its principal redeemed and paid in advance of maturity).

Capital Improvements
Capital Improvements
Capital Improvements – Expenditures for the acquisition or construction of major capital facilities that do not fall under any of the Capital Outlay > $5,000 categories. This is usually the accumulation of the Capital Improvement Project’s (CIP) expenditures by phase. Though CIPs expenditures are coded in detail, the result rolls up to this account by phase.

Capital Outlay > $5,000
Capital Outlay > $5,000
Items to be recorded to the object and detail codes under this category should have acquisition cost of $5,000 or more per unit and have a useful life of two or more years. Acquisition cost means the net invoice unit price of an item including the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. Ancillary charges such as taxes, duty, protective in-transit insurance, freight, and installation; and, extended warranties when purchased at the time of the equipment can be included in the acquisition cost. Please see FIXED ASSETS INVENTORY CONTROL and CAPITALIZATION POLICY, also.

Appendix
262 City of Milpitas

Land
Land – Purchase price plus legal and title fees, professional fees, surveying fees, site preparation cost, and/or any cost incurred to place land in condition for its intended use.

Land Improvements
Land Improvements – Permanent improvements, other than buildings, that add value or useful life to land.

Examples are parking lot, fence and gates, retaining walls, fountains, swimming pools, tennis courts, trails and paths.

Buildings and Improvements
Buildings and Improvements – Permanent structures purchased or otherwise acquired by the City. Includes the principal amount of capital lease payments resulting in the acquisition of the building. Payments to building authorities or similar agencies are not to be included in the acquisition cost. The category includes improvements to buildings owned by the City of Milpitas. Examples are additional installation of heating and ventilating systems, and installation of fire protection system.

Infrastructure
Infrastructure – Public domain capital assets includes roads, curbs and gutters, streets and sidewalks, drainage systems, lighting systems, landscape systems, storm systems and traffic systems.

Vehicles
Vehicles – Equipment used to transport persons or objects. Cost includes transportation charges, sales tax, installation costs and extended maintenance or warranty contracts, if purchased at the same time of the equipment.

Examples are police cars, fire trucks, and maintenance trucks. Accessories and installation costs can be included if done during the purchase or within 30 days after the purchase of the vehicle.

Capitalized Leases
Capitalized Leases – Principal lease payments for land, building, and/or equipment that will be acquired or subject for ownership within the term of the lease or at the end of the lease. Once acquired, it will be reclassified as land, building, or equipment. Lease contract usually has a clause indicating the option to buy.

Machinery and Equipment
Machinery and Equipment – Any single machinery or equipment except vehicles and computer hardware and software, with an acquisition cost of $5,000 or more per unit and have a useful life of two or more years. Examples of machinery and equipment are printing press, lathe machines, drill presses and movable generators.

Computer Hardware – Example is a server.

Computer Software – Examples are the Accounting Software being utilized by the City of Milpitas Finance Department and the Best Fixed Assets system.

Furniture and Fixtures
Furniture and Fixtures – Office furniture and building fixtures.

Adjustments - Capital Improvement Program (CIP)
Adjustments - CIP – Account being used to record year-end CIP adjustments in accordance to the Generally Accepted Accounting Principles (GAAP) to reclassify CIP capital expenditures to the Fixed Assets.

Appendix
City of Milpitas 263

Capital Outlay < $5,000
Capital Outlay < $5,000
In addition to the fixed asset categories above, the City of Milpitas performs a risk assessment on City assets to identify those at risk or vulnerable to loss. Items that have a unit acquisition cost of less than $5,000 but are vulnerable to loss is to be recorded to the following detail codes. Items that are not falling under the categories below should be charged to supplies categories.

Office Furniture and Fixtures
Office Furniture and Fixtures – Examples are chair, table, dividers and workstations.

Machinery and Equipment
Machinery and Equipment – Examples are fax machines, firearms, weapons, and defibrillators.

Computer Hardware – Examples are desktop computers, laptops, printers, and scanners.

Computer Software – Examples are application and utility programs such as Microsoft Windows programs.

Electronic Equipment – Examples are cell phones, radios, PDAs, digital cameras, and televisions.

Hydrants and Meters
Hydrants and Meters – Cost of fire hydrants and water meters.

Appendix
264 City of Milpitas

List of Funds
100 General Fund 300 Capital Projects Funds (cont)
100 General Fund 313 Traffic Congestion Relief
103 1452 S. Main 314 Vehicle Registration Fee
104 Cable Rebate 315 Calaveras Widening Impact Fee
105 Abandon Vehicle Abatement 316 Montague Widening Impact Fee 106 Short Term Disability 317 Milpitas Business Pk Impact Fe 107 Workers Compensation Fund 320 Park Improvement Fund 109 Utility Rate Assistance 321 Park Improvement CIP
130 Private Jobs Developer Deposit 322 Midtown Park Fund 150 Redevelopment Administration 330 General Government 180 American Rescue Plan Act 331 General Government CIP 199 Allocation Fund 334 2020 Fire Station Bonds
340 Storm Drain Development CIP
200 Special Revenue Funds 341 Storm Drain Project Fund
211 Hetch Hetchy Ground Lease 342 Storm Drain General Fund 213 Public Art Fund-Nonrestricted 350 Transit Area Impact Fee Fund 214 Community Planning Fund 351 Transit Area CIP
215 Community Benefit Fund 352 Piper Montague Infrastructure 216 Affordable Hsng Community Benefit
217 Affordable Hsng Unrestricted Fund 400 Enterprise Funds 221 Gas Tax Fund 400 Water M & O Fund
222 Measure B 401 Water CIP
225 SB1 Road Maintenance & Rehabilitation 402 Water Line Extension Fund 235 95-1 Light & Landscape Maint Dist. 403 2019 Water Bonds 236 98-1 Light & Landscape Maint Dist. 405 Water Infrastructure Replacement 237 2005 Community Facility Dist 406 Recycled Water Fund 238 2008 Community Facility Dist 450 Sewer M & O Fund
250 HCD Fund 451 Sewer CIP
251 HCD Loan 452 Treatment Plant Construction Fund
252 HCD PLHA 453 2017 Sewer Refunding Bonds
261 Supplemental Law Enforcement S 454 2019 Sewer Bonds 262 State Asset Seizure 455 Sewer Infrastructure Replacement 263 Federal Asset Seizure
267 Federal Grant Police 500 Internal Service Funds
268 State Grant Police 500 Equipment Replacement Fund
269 Fire Grant 505 Information Technology Replacement
280 Solid Waste Services 506 Permit Automation Fund
295 Housing Authority Fund 590 Pension Section 115 Trust 300 Capital Projects Funds 930 Successor Agency
310 Street Improvement Fund 930 Successor Agency
311 Street CIP
312 Traffic Impact Fees
Appendix
City of Milpitas 265

List of Departments / Divisions / Functions
1 City Manager 6 Recreation and Community Services
10 City Council 45 Recreation and Community Services
100 City Council 161 Recreation Administration
11 City Manager 162 Senior Services
111 City Manager 164 Youth Program
114 City Clerk 167 Special Events
116 Economic Development 168 Marketing
169 Performing Arts
2 City Attorney 170 General Classes
12 City Attorney 171 Aquatics
120 City Attorney 172 Sports & Fitness
175 Social Services
3 Finance
30 Finance Administration 7 Police
300 Finance Administration 70 Police Administration
31 Finance Operations 700 Police Administration
310 Finance Operations 71 Technical Services
323 Fiscal Services 711 Records
712 Personnel & Training
4 Public Works 713 Communications
41 Engineering 72 Field Services
411 Engineering Administration 721 Patrol Services
412 Design & Construction 722 Traffic
413 Land Development 723 Crossing Guards
415 Traffic Engineering 73 Special Operations
42 Public Works 714 Community Relations
400 Public Works Administration 724 Investigations
421 Street Maintenance
422 Utility Engineering 8 Fire
423 Utility Maintenance 80 Fire Administration
424 Park Maintenance 801 Fire Administration
425 Trees & Landscape Maintenance 81 Operations Division 426 Fleet Maintenance 812 Operations
427 Facilities Maintenance 82 Prevention Division
428 Compliance 821 Fire Prevention Administration
430 Solid Waste 822 Fire Prevention
83 Training, Emergency Medical Services, & Safety
5 Planning 801 Fire Administration
51 Planning 814 EMS Transport Services
512 Planning 84 Office of Emergency Services
513 Long Range Planning 840 Office of Emergency Management Appendix
266 City of Milpitas

List of Departments / Divisions / Functions
11 Information Technology 9 Non-Departmental
14 Information Technology 91 Non-Departmental
112 Information Technology 910 Non-Departmental
92 Debt Service
12 Human Resources 920 Debt Service
15 Human Resources 93 Equipment to be Depreciated
115 Human Resources 930 Equipment to be Depreciated
94 Properties Management
13 Building Safety and Housing 941 1432 S. Main
53 Building Safety and Housing 942 1452 S. Main
531 Building Inspection 95 Other Functions
532 Plan Review 951 Capital Improvement Projects
533 Building Safety and Housing
Administration 99 Transfers
534 Permit Center 991 Transfers
536 Housing and Neighborhood Svcs 992 Transfers (Intrafund) 551 Housing
Appendix
City of Milpitas 267

List of Revenues
300 Property Taxes 3150 Transient Occupancy Tax (cont)
3010 Secured & Unsecured 3168 Sonesta Silicon Valley
3011 Current- Secured Property Taxes 3169 Residence Inn by Marriott 3012 Current-Unsecured Property Tax 3170 Best Value Inn 3020 Property Taxes-Prior 3171 Towneplace
3021 Prior-Secured Property Taxes 3172 Stay Bridge Suites 3022 Prior-Unsecured Property Taxes 3173 Synergy Corporate Housing 3521 Homeowners Property Tax Relief 3174 Holiday Inn
3531 Property Tax, Supplemental 3175 Short Term Rentals (STRs) 3013 Property Tax-VLF 3176 Spring Hill Milpitas
3013 Property Tax-VLF 3177 Element Milpitas
3014 Property Tax-ERAF
3014 Property Tax-ERAF 313 Franchise Fees
3051 RPTTF Distribution 3131 Electric Franchise
3051 RPTTF Distribution 3131 Electric
3132 Gas Franchise
305 Sales Taxes 3132 Gas
3110 Sales and Use Tax 3137 Nitrogen Gas
3110 Sales and Use Tax 3133 Garbage Franchise
3111 Public Safety Sales and Use Tax 3133 Garbage - Commercial 3113 Sales Tax - Measure F 3134 Garbage - NonComm - Resi 3135 Garbage - Multi Family
310 Transient Occupancy Tax 3136 Garbage - Debris Box
3150 Transient Occupancy Tax 3139 County-wide AB 939 Fee 3151 Holiday Inn & Suite 3138 Cable TV Franchise
3152 Embassy Suites 3138 Cable TV
3153 Crowne Plaza
3154 Sheraton
3155 Best Western Brookside 315 Other Taxes
3156 Larkspur Landing 3120 Other Taxes
3157 Park Inn 3120 Real Estate Transfer Tax
3158 Audited T O T 3140 Business License Tax
3160 Executive Inn 3511 Motor Vehicle in-Lieu
3161 Days Inn 3549 Sec 2032 - RM&R
3162 Extended Stay of America 3540 Gas Tax
3163 Hampton Inn - Milpitas 3543 Sec 2103-Gas Tax
3164 Hilton Garden Inn 3545 Sec 2105-Gas Tax
3165 Homestead Village 3547 Sec 2107-Gas Tax
3166 Marriott Courtyard 3548 Sec 2107.5-Gas Tax
3167 Milpitas Travelodge
Appendix
268 City of Milpitas