CC 06-06-2023 Item No. 12. FY 2023-24 Budget Adoption_Supplemental Report1
CITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: June 6, 2023
Agenda Item #12
Subject
Consider the Recommended Operating and Capital Improvement Program Budgets for Fiscal Year
(FY) 2023-24, adoption of the Operating and Capital Improvement Program Budgets for FY 2023-
24, establishment of the Appropriation Limit, and related actions.
Recommended Action
1. Adopt Resolution No. 23-XXX establishing an Operating Budget of $117,645,365 for FY
2023-24, which includes the following changes to the FY 2023-24 Proposed Budget,
published on May 5, 2023:
a. Approve the operating budget of $117,762,980 outlined in the FY 2023-24 Proposed
Budget.
b. Approve additional appropriations of $8,000 for the Community Funding Grant
Program as included in Attachment D.
c. Approve additional appropriations of $8,380 for Movies in the Park as included in
Attachment D.
d. Approve additional appropriations of $28,784 for the reclassification of the
Emergency Services Coordinator as included in Attachment D.
e. Approve additional appropriations of $4,720 and additional revenue of $175 for
County of Santa Clara Environmental Health Permit Fees as included in Attachment
D.
f. Approve additional appropriations of $146,650 for Golf Course Turf Management as
included in Attachment D.
g. Approve a reduction of $154,149 in appropriations resulting from the prepayment of
the CalPERS pension plan’s Unfunded Accrued Liability as included in Attachment
D.
h. Approve a reduction of $160,000 in appropriations resulting from the elimination of
library extra hours funding as included in Attachment D.
i. Approve additional estimated revenue of $84,218 resulting from the elimination of
festival fee waivers as included in Attachment D.
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j. Approve additional revenue of $313,218 resulting from an updated SB 1 (Gas Tax)
revenue estimate as included in Attachment D.
k. Approve Community Funding Grants for the following organizations, allocating a
total of $32,500:
i. Cupertino Symphonic Band: $4,000
ii. No Time to Waste: $5,000
iii. West Valley Community Services: $10,000
iv. STEMBoost Corporation: $4,000
v. AINAK: $2,500
vi. Omniware Networks: $4,000
vii. Asian American Parents Association: $3,000
2. Adopt Resolution No. 23-XXX establishing a Capital Improvement Program Budget of
$4,054,000 for FY 2023-24
a. Approve appropriations of $420,000 in the Capital Improvement Program Capital
Projects Fund for the Stevens Creek Blvd./Calabazas Creek Storm Drain Repair
(infrastructure)
b. Approve appropriations of $172,000 in the Capital Improvement Program Capital
Projects Fund for the Stevens Creek Bridge Repair (infrastructure)
c. Approve appropriations of $35,000 in the Capital Improvement Program Capital
Projects Fund for the Street Light Installation – Annual Infill (infrastructure)
d. Approve appropriations of $300,000 in the Capital Improvement Program Capital
Projects Fund for the Annual Playground Replacement (parks)
e. Approve appropriations of $100,000 in the Capital Improvement Program Capital
Projects Fund for the ADA Improvements (facilities)
f. Approve appropriations of $1,000,000 in the Capital Improvement Program Capital
Projects Fund for the Citywide Building Condition Assessment Implementation
(facilities)
g. Approve $2,027,000 of transfers from the Capital Reserve Capital Projects Fund to
fund the Capital Improvement Program
3. Adopt Resolution No. 23-XXX establishing an Appropriation Limit of $127,886,394 for FY
2023-24
Background:
Staff’s responses to questions received from councilmembers are shown in italics.
Q1: Teen programs we continue to fund versus the ones we cut (Councilmember Chao)
Staff response:
Continuing Programs: contractual classes, Job Fair (includes a volunteer component), Leader in
Training, Youth Activity Board, Teen Commission, Helping Hands, <Hack> Cupertino,
Cupertino Café, Teen Movie Night, Pizza and Politics, Teen Summer Kick-Off, Teen Mental
Health pop up events with resources, working with Youth Led Organizations, coordinating with
school based teen organizations for volunteering opportunities at city run events.
Items being cut: Volunteer Fair (added volunteer section to the job fair), Bobateeno, and the Teen
Center.
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Q2: Senior programs we continue to fund versus the ones we cut (Councilmember Chao)
Staff response:
Continuing programs: contractual and volunteer run classes, monthly social luncheons, Mah
Jong, Card Playing and Bridge, Bingo, Chess and Checkers, Board Games, 50+ Bocce Ball, Golf for
Seniors, 50+ Tennis, 50+ Softball, Ping Pong, Drop-in Archery, Karaoke, Ballroom Dance, day
trips, Hidden Treasures, 50+ Golf Tournament, Intergenerational Programs/Events, 50+
Pickleball, Needlecraft, monthly movies at the Senior Center, Senior Center Open House,
Volunteer Recognition Lunch, Live Well Age Well Health Expo, Lectures and Workshops, Senior
Resources, Cupertino TV Production volunteer group.
Items being cut: 50+ Scene (only the mailing version, still available online, through email, and
incorporated into the Recreation Brochure).
Q3: Part-time staffing needed for festivals (Councilmember Chao)
Staff response: In the festival costs spreadsheet, the funding under recreation costs is the budgeted
amount for staffing.
• Day and Night Fun Fest: two full-time and two part-time staff
• Bhubaneswar: two full-time and two part-time staff
• Diwali: two full-time and two part-time staff
• Veteran’s Day: two full-time staff (at time and a half due to holiday) and one part-time
staff
• Egg hunt: one full-time and one part-time staff
• Holi: two full-time and one part-time staff
• Cherry Blossom (Friday, Saturday, & Sunday): two full time and 12 part-time staff (two
Friday, five Saturday, five Sunday)
• Dilli Haat: two full-time and four part-time staff
• Relay for Life: one full-time and one part-time staff
Q4: Thomas mentioned a report for council questions last year on staffing level, which he
will find out (Councilmember Chao)
Staff response: Information on staffing levels are provided in Question 5. Information on turnover
was provided on Page 277 of the June 7, 2022 City Council meeting’s Written Communications.
Q5: The number of FTEs who left and joined each year (by department if possible) - The
data should be readily available from HR (Councilmember Chao)
Staff response: The following tables and charts were provided to City Council as part of the labor
negotiations material on April 13, 2023.
The following table shows the number of full-time recruitments and new hires each year.
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FY 16/17 FY 17/18 FY 18/19 FY 19/20 FY 20/21 FY 21/22 FY 22/23
Recruitments 21 22 20 18 24 20 19
Hires 35 23 38 19 32 24 24
The following table shows the classifications with the most recruitment in the last five years.
Classification Number of
Recruitments
Department Budgeted FTE's (2023)
Maintenance Worker
I/II/III
11 PW 52
Office Assistant (incl.
Sr.)
7 All 11
Administrative
Assistant
5 All 8
Planner (Asst/Assoc/Sr.) 10 CDD 12
Building Inspector (Sr.) 3 CDD 5
Management Analyst
(incl. Sr.)
5 All 12
Project Manager 7 DPW 7
Environmental
Programs Assistant
2 DPW 4
Recreation Coordinator 4 Parks & Rec 10
Engineer
(Asst/Assoc/Sr.)
4 DPW 4
Exec Asst. to
CM/Council
2 CMO 1
The following chart shows the number of full-time employees leaving Cupertino each year.
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Q6: I would like to get more info on the grants to the Cupertino Historic Society (CHS)
over the years to provide perspectives, given that the City is reducing the total
community grant by almost half this year.
I would like to request the funding amount for both the community grants and for CHS
(in whatever format) in the past 10 years. It's important to put things in perspective of the
history as we are considering budget reduction.
If there are other organizations, the city is providing grants in the form of MOU,
agreements or other formats, I would like to have a list and the amount of funding. I
understand this information might take more time to provide and I trust the City
Manager to decide whether such information could be provided by Tuesday or later.
(Councilmember Chao)
Staff response: The information that was provided at the October 4, 2022 Council Meeting on the
subject of the Historical Society Agreement provides a significant amount of the requested
information (see Item 14 from that agenda). That report provides background, including funding
since 2015. As a result of the item on that agenda, the City entered into a multi-year agreement
with the Historical Society. The staff recommendation remains approval of funding for the
Historical Society given this past direction from the Council. If the Council wishes to change that
direction, it should take the appropriate action at a Council Meeting.
Q7: Under recommended action (h) re: library extra hours funding: this is one-time funding only,
right? Not on-going.
(Vice Mayor Mohan)
Correct, the reduction in library extra hours funding is one-time.
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Q8: Recommended Action (i) fee waivers: I don't recall Council approving fee waivers
for festival events. Was this included in the staff report just to point out to Council
another cost savings option?
(Vice Mayor Mohan)
Staff response: Correct, the elimination of fee waivers was included as a potential option for
reducing unassigned fund balance use. However, with the savings from the prepayment of the
CalPERS UAL and the reduction in library extra hours funding, sufficient savings have been
realized.
Attachments Provided with Original Staff Report:
A. Draft Resolution – Operating Budget for Fiscal Year 2023-24
B. Draft Resolution – Capital Budget for Fiscal Year 2023-24
C. Draft Resolution – Appropriations Limit for Fiscal Year 2023-24
D. Budget Adjustments Summary and Detail
E. Appropriations Limit for Fiscal Year 2023-24
F. Appropriations Limit Price and Population Factors for Fiscal Year 2023-24
G. Responses to Proposed Budget Study Session Questions
H. Planning Commission Adopted Resolution