TICC Agenda Packet - 070523CITY OF CUPERTINO
TICC
AGENDA
10300 Torre Avenue, City Hall Conference Room A
Wednesday, July 5, 2023
7:00 PM
ROLL CALL
APPROVAL OF MINUTES
1.Subject: Approve the June 7, 2023, regular meeting minutes.
Recommended Action: Approve the June 7, 2023, regular meeting minutes.
A - Draft Minutes
ORAL COMMUNICATIONS
This portion of the meeting is reserved for persons wishing to address the Commission on any matter
within the jurisdiction of the Commission and not on the agenda. Speakers are limited to three (3)
minutes. In most cases, State law will prohibit the Commission from making any decisions with respect
to a matter not on the agenda.
WRITTEN COMMUNICATIONS
NEW BUSINESS
2.Subject: Receive Fiber Optics Master Plan presentation
Presenter: Bill Mitchell, Chief Technology Officer
Recommended Action: Receive and File Presentation on Fiber Optics Master Plan
3.Subject: Receive Presentation on GIS Overview
Presenter: Teri Gerhardt, GIS Manager
Recommended Action: Receive and File Presentation on GIS Overview
A - GIS Overview Presentation
OLD BUSINESS
4.Subject: Review TICC FY22-23 Work Program.
Recommended Action: Review and Accept TICC FY22-23 Work Program update.
A - TICC FY22-23 Work Program
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TICC Agenda July 5, 2023
5.Subject: Receive Subcommittee Report on Cyber Security Education from
Commissioners Soundararajan and Du.
Recommended Action: Receive and Accept Subcommittee Report on Cyber Security
Education.
STAFF AND COMMISSION REPORTS
6.Subject: Receive update from the Mayors Meeting.
Recommended Action: Receive update from the Mayors meeting.
7.Subject: Review Action Items List.
Recommended Action: Review Action Items List.
A - Action Items List
8.Subject: Review Activities Calendar.
Recommended Action: Review Activities Calendar.
A - Activities Calendar
9.Subject: Receive Commissioners Reports.
Recommended Action: Receive Commissioners Reports.
FUTURE AGENDA SETTING
ADJOURNMENT
In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this
meeting who is visually or hearing impaired or has any disability that needs special assistance should
call the City Clerk's Office at 408-777-3223, at least 48 hours in advance of the meeting to arrange for
assistance. In addition, upon request, in advance, by a person with a disability, meeting agendas and
writings distributed for the meeting that are public records will be made available in the appropriate
alternative format.
Any writings or documents provided to a majority of the members after publication of the agenda will
be made available for public inspection. Please contact the City Clerk’s Office in City Hall located at
10300 Torre Avenue, Cupertino, California 95014, during normal business hours.
IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code section
2.08.100 written communications sent to the Cupertino City Council, Commissioners or City staff
concerning a matter on the agenda are included as supplemental material to the agendized item. These
written communications are accessible to the public through the City’s website and kept in packet
archives. Do not include any personal or private information in written communications to the City
that you do not wish to make public, as written communications are considered public records and will
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TICC Agenda July 5, 2023
be made publicly available on the City website.
Members of the public are entitled to address the members concerning any item that is described in the
notice or agenda for this meeting, before or during consideration of that item. If you wish to address the
members on any other item not on the agenda, you may do so during the public comment .
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CITY OF CUPERTINO
Agenda Item
23-12452 Agenda Date: 7/5/2023
Agenda #: 1.
Subject: Approve the June 7, 2023, regular meeting minutes.
Approve the June 7, 2023, regular meeting minutes.
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A – DRAFT MINUTES
TECHNOLOGY, INFORMATION & COMMUNICATIONS COMMISSION
Regular Meeting
June 7, 2023, 7:00 p.m.
Conference Room C
10300 Torre Avenue, Cupertino
DRAFT MINUTES
CALL MEETING TO ORDER
Meeting was called to order at 7:06 pm
ROLL CALL
Commissioners Present: Mukesh Garg, Rajaram Soundararajan, Eliza Du,
Emma Shearin
Commissioners Absent: Prabir Mohanty
Staff Present: Bill Mitchell, Chief Technology Officer (CTO) via Teams
Nidhi Mathur, Applications Manager
Guest Speakers: Adam Araza, Business Systems Analyst
Ross Slaney, Business Systems Analyst
APPROVAL OF MINUTES
1. Subject: Approve the May 3, 2023, regular meeting minutes.
Vice Chair Soundararajan made a motion to approve the May 3, 2023, regular meeting
minutes with amendment to page 2:
“Vice Chair Soundararajan provided the following updates:
Event date has been called for Saturday, September 16
Panelist presentation 10 a. m. to 11 a. m.
Student Cyber Fair 9 a. m. to 12 p. m.
Request for Commissioners to solicit Panelists passionate about Cybersecurity. “
Commissioner Du seconded the motion.
Motion passes 4‐0.
ORAL COMMUNICATIONS
This portion of the meeting is reserved for persons wishing to address the commission on
any matter not on the agenda. Speakers are limited to three (3) minutes a person. In most
cases, state law will prohibit the commission from making any decisions with respect to a
matter not listed on the agenda.
A. None
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TICC MEETING MINUTES June 7
WRITTEN COMMUNICATIONS
A. None.
NEW BUSINESS
2. Receive Presentation on ChatGPT and Microsoft CoPilot Artificial Informational
(AI) Technologies
Applications Manager Mathur introduced Adam Araza and Ross Slaney, Business Systems
Analysts (BSA) in the Innovation Technology department.
BSA Araza initiated presentation outlining Agenda:
I. Introduction to Artificial Intelligence (AI)
II. ChatGPT
III. AI applications in cupertino
IV. AI Tools for Customer Service
V. AI Tools for the Workplace
VI. Summary
VII. Q & A
As part of the Introduction, BSA Araza defined Artificial Intelligence as defined by IBM,
“Artificial intelligence (AI) is a field, which combines computer science and robust datasets,
to enable problem‐solving. It also encompasses sub‐fields of machine learning and deep
learning, which are frequently mentioned in conjunction with artificial intelligence.”
Araza further discussed how Corporations are utilizing AI technologies to create
efficiencies in day‐to‐day tasks.
As part of the presentation, Araza defined ChatGPT, “A Chatbot that can understand and
respond to text communication in a way that resembles human speech”.
Araza demonstrated common prompts AI can enhance such as development of a Public
Notice relating to Drone Flight to capture footage of Public Infrastructure, email generation,
and content generation ideas for Public Engagement.
Araza concluded by highlighting AI’s functional uses and outlining limitations.
BSA Slaney assumed remaining portion of presentation to highlight practical AI
Applications in Cupertino.
He focused on three areas:
Customer Service
Productivity
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TICC MEETING MINUTES June 7
Data & Analytics
Slaney highlighted Microsoft’s AI tool underway: CoPilot, which allows Windows users to
open a chat window directly from desktop and ask CoPilot to assist with tasks, provide
information, similar like Bing Chat search engine.
BSA Slaney demonstrated the following prompts using MS Word:
Draft a 2‐page staff report on Solar Permit review time.
Revising content to concise
Creating a Notice to the Public about a new State Regulation impacting City
BSA Slaney demonstrated the following prompts using MS Excel:
Give a breakdown of the Solar Permit review times.
Project them impact on review times if we add additional staff.
Model how a change in hotel tax would impact revenue.
Slaney continued demonstration using MS PowerPoint:
Create a five‐slide presentation based on a word document.
Consolidate this Presentation into a three‐slide summary.
Reformat bullet points into columns, each with a picture.
Slaney continued demonstration using MS Teams:
Summarized what was missed in meetings.
Create a table of Pros and Cons
What decisions were made, and what are some suggested next steps.
As part of AI Tools for Data & Analytics section, Slaney demonstrated Microsoft Fabric: AI
Powered Analytics tool that transforms complex data management tasks into streamlined
AI Powered analytics, delivering more efficient and insightful analysis,
In summary, staff concluded presentation by reiterating advantages such as increased
productivity, enhanced insights and analytics, and improved efficiency.
Concerns reviewed were ethical, privacy, and functionality.
The Commission asked questions. The Commission thanked BSA’s Araza and Slaney for
the engaging presentation.
3. Receive Presentation on Applications Division overview.
Applications Manager Mathur presented PowerPoint on file in Commission records.
The agenda consisted of:
Business Enterprise Services
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TICC MEETING MINUTES June 7
Access to city Services & Business
Analytics & Transparency
Civic & Employee Engagement
Mathur discussed Business Enterprise Services applications:
Accela ‐ Building, Planning & PW Permitting & Inspections
Accela ‐ Business Licensing & Code Enforcement
ProjectDox – Digital Plan Check Review Application
Cobblestone – Procurement & Contracts
New World ‐ Financial Application Management
New World ‐ HR Services Application
ActiveNet ‐ Recreation Application Management
As part of Access to City Services and Business, Mathur reviewed resident services such as:
Legistar ‐ City Meetings Agendas and Videos
ACA Portal – Permitting, Licensing & Code
ActiveNet Portal – Recreation Classes, Facility Reservation
eSuite – Employee Time‐sheets & Benefits
Business Opportunities ‐ Bids, RFPs e‐Submission Management
Neogov ‐ City Jobs and Onboarding
Gov Access CMS – City Website
Regarding Analytics & transparency
Gov Delivery: Citywide electronic notifications
Open Gov Finance Dashboard
Accela Insights Dashboards
AciveNet Data Hub – BI dashboards
Next Request & Logikcull – PRA management
Laserfiche – City’s Digital Records
Campaign & Disclosure Docs – Election Campaigns management
Regarding Civic and Employee Engagement:
Engage HQ: Citywide Surveys
Open Town Hall: Citywide engagement
Better Impact: Volunteer Management
Ride Amigos: Employee Commuter Engagement
Climate Victory Garden App
Poet Laureate Intake Management
In a summary, Mathur detailed upcoming Projects:
New City Website and backend CMS
Solar+ Permit on Accela
ERP Need Analysis and RFP
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TICC MEETING MINUTES June 7
Accela Roadmap
Accela ACA ‐ OpenCities front end enhancements
AI Chatbots for external facing apps
The Commission asked questions.
The Commission thanked Applications Manager Mathur for the informative presentation.
OLD BUSINESS
4. Subject: Receive Subcommittee Report on Cyber Security Education from
Commissioners Soundararajan and Du.
Vice Chair Soundararajan and Commissioner Du provided the following updates:
Event date has been called for Saturday, September 16
Panelist presentation 10 a. m. to 11 a. m.
Student Cyber Fair 9 a. m. to noon
Marketing Campaign and flyer distributions
A general discussion followed.
Panelist confirmed:
May Wang, Palo Alto Networks, CTO, IoT Security
Ramesh Nampally, Palo Alto Networks, Sr. Director of Engineering
Imran Bashir, Palo Alto Networks, Director of Technical Product Management
Erin West, Santa Clara County Deputy District Attorney
Tommy Yu, Infrastructure Manager, City of Cupertino
Mathur inquired about event logistics, a volunteer discussion ensued.
Chair Garg requested a formal Workplan be presented to the Commission at the next
meeting.
The Commission thanked staff and Vice Chair Soundararajan and Commissioner Du for the
update.
5. Subject: Review TICC FY22‐23 Work Program
Cybersecurity Background: Provide education on cybersecurity to City residents, guests,
and businesses. A subcommittee was formed consisting of Commissioners Soundararajan
ad Du.
Update: Deferred to Agenda Item No. 4.
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TICC MEETING MINUTES June 7
Climate Monitoring and Noise Measurement background: Project Scope consists of
installing sensors to monitor Pollution and Noise Environments in the area adjacent to
Lehigh and Stevens Creek Quarry. Each location has two sensors, to monitor noise and air
quality levels.
Update: The project is complete.
STAFF AND COMMISSION REPORTS
6. Subject: Receive Commissioner Report from the Mayor’s Meeting
Commissioner Shearing provided an update.
7. Subject: Commissioner Updates
8. Subject: Review Activities Calendar
The Commission reviewed the schedule for upcoming Mayors Meetings
o July: Commissioner Mohanty
o August: Chair Garg
o September: Vice Chair Soundararajan
o October: Commissioner Du
o November: Commissioner Shearin
9. Subject: Review Action Items List
Chair Garg reiterated he expects a formal Cyber Security Fair workplan provided at the
July 5 regular meeting.
Chair Garg entertained a motion to limit Panelists to 5 panelists confirmed and withdraw
from proceeding with additional panelists invitations.
Commissioner Shearing second the motion.
Motion passes 4‐0.
ADJOURNMENT
Chair Garg adjourned the meeting at 8:44 pm.
SUBMITTED BY: APPROVED BY:
__________________________________ ________________________________
Marilyn Pavlov, Secretary Mukesh Garg, Chair
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CITY OF CUPERTINO
Agenda Item
23-12451 Agenda Date: 7/5/2023
Agenda #: 2.
Subject: Receive Fiber Optics Master Plan presentation
Presenter: Bill Mitchell, Chief Technology Officer
Receive and File Presentation on Fiber Optics Master Plan
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CITY OF CUPERTINO
Agenda Item
23-12281 Agenda Date: 7/5/2023
Agenda #: 3.
Subject: Receive Presentation on GIS Overview
Presenter: Teri Gerhardt, GIS Manager
Receive and File Presentation on GIS Overview
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Innovation & Technology
GIS
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GIS Core Functions
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GIS Core Functions
•Increase staff awareness of GIS tools & capabilities
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GIS Core Functions
•Data
•Designing
•Building
•Maintenance
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Signs
Sign
Supports
Street
Striping
Legends
Sidewalk
Edge of
Pavement
Storm
Drain
Trees
Median Roads
And
more!
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GIS Core Functions
•Service
Requests
•App Support
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GIS Core Functions
•Aerial
Acquisition
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GIS Core Functions
•Disaster Preparedness
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FY23 Projects
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FY23 Projects
•Move to Enterprise GIS
•Business Process
Automation
•BPA Comprehensive
Breakdown of
Usage and Time
Saved
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FY22 Admin Projects
•Laserfiche Roadmap
24
FY23 Projects
•CIP Management System
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FY23 Projects
Augmented Reality (AR) Tour of McClellan Ranch
- Using AR to show unique features of the park
- Educational games for school-aged children and parents
- Collaborative effort between City of Cupertino, Balance
Studios, and various groups at McClellan Ranch
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FY23 Projects
Augmented Reality (AR) Tour of McClellan Ranch
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FY23 Projects
Drone Program Goals
- Continue Staff Training
- Increase Awareness of Program
- Procedures for Point Cloud and Contour Creation
- Detailed Facility Flyovers
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FY23 Projects
•Streetlight Conversion StoryMap
•Aerial/LiDAR
•Telematics Expansion
•Cityworks Storeroom Upgrade
•Cityworks Sidewalk Revamp
•Upgrade to Fuel Master Live
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Thank you
Questions?
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CITY OF CUPERTINO
Agenda Item
23-12274 Agenda Date: 7/5/2023
Agenda #: 4.
Subject: Review TICC FY22-23 Work Program.
Review and Accept TICC FY22-23 Work Program update.
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Project/Task Project Objective Responsibility Estimated
Completion Date
Cybersecurity Public
Education
Provide education on cybersecurity to City residenc, guests and
businesses.Subcommittee 9/16/23
Monitor Pollution and
Noise Environment
adjacent to Lehigh and
Stevens Creek Quarry
Monitor and report on Lehigh and Stevens Creek Quarries. Includes noise
and pollution monitoring for these locations.
Bill Mitchell Completed
A - TICC FY22-23 Work Program
Technology, Information, and Communications Commission
FY 2022-23 Work Program
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CITY OF CUPERTINO
Agenda Item
23-12446 Agenda Date: 7/5/2023
Agenda #: 5.
Subject:Receive Subcommittee Report on Cyber Security Education from Commissioners
Soundararajan and Du.
Receive and Accept Subcommittee Report on Cyber Security Education.
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CITY OF CUPERTINO
Agenda Item
23-12447 Agenda Date: 7/5/2023
Agenda #: 6.
Subject: Receive update from the Mayors Meeting.
Receive update from the Mayors meeting.
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CITY OF CUPERTINO
Agenda Item
23-12279 Agenda Date: 7/5/2023
Agenda #: 7.
Subject: Review Action Items List.
Review Action Items List.
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A – Action Items List
TECHNOLOGY, INFORMATION &
COMMUNICATIONS COMMISSION
Action Items
Owner Description Status
Staff Review of Fiber Optics Master Plan during July
meeting
In progress
Staff Agendize GIS Overview for July meeting
Presenter Teri Gerhardt, GIS Manager
In Progress
Staff Agendize Infrastructure Division Overview
for August meeting
Presenter Tommy Yu, Infrastructure Manager
In Progress
Staff Agendize Video Division Overview
for September meeting
Presenter: TBD
In Progress
Subcomm-
ittee
Develop Formal Workplan for Cyber Security Fair In Progress
Completed
Owner Description Status
TICC Agendize action Item to Develop Subcommittee and
appoint Commissioners for FY23 Work Program Item:
Cybersecurity Education at the August Meeting
Completed
Staff Agendize Progress Report on Digitization of City
Business Processes for the September Meeting, with
Presenters Teri Gerhardt, GIS Manager, and Nidhi
Mathur, Applications Manager
Completed
TICC Elect Chair & Vice Chair Positions Completed
Staff Agendize Demo of ChatGPT and Microsoft Co Pilot at
the June Meeting
Completed
Staff Agendize Applications Overview for June meeting
Presenter Nidhi Mathur, Applications Manager
Completed
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CITY OF CUPERTINO
Agenda Item
23-12449 Agenda Date: 7/5/2023
Agenda #: 8.
Subject: Review Activities Calendar.
Review Activities Calendar.
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A – Activities Calendar
TECHNOLOGY, INFORMATION & COMMUNICATIONS COMMISSION
2023 Activities Calendar
JANUARY 11
Canceled
FEBRUARY 8
Mayor’s Mtg. at 5 p.m.
Commissioner Du
MARCH 8
Mayor’s Mtg. at 5 p.m.
Commissioner Mohanty
APRIL 12
Mayor’s Mtg. at 5 p.m.
Vice Chair Soundararajan
MAY 10
Mayor’s Mtg. at 5 p.m.
Commissioner Shearin
JUNE 14
Mayor’s Mtg. at 5 p.m.
Chair Garg
JULY 12
Mayor’s Mtg. at 5 p.m.
Commissioner Mohanty
AUGUST 9
Mayor’s Mtg. at 5 p.m.
Chair Garg
SEPTEMBER 13
Mayor’s Mtg. at 5 p.m.
Vice Chair Soundararajan
OCTOBER 11
Mayor’s Mtg. at 5 p.m.
Commissioner Du
NOVEMBER 8
Mayor’s Mtg. at 5 p.m.
Commissioner Shearin
DECEMBER 13
Mayor’s Mtg. at 5 p.m.
Commissioner Du
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CITY OF CUPERTINO
Agenda Item
23-12448 Agenda Date: 7/5/2023
Agenda #: 9.
Subject: Receive Commissioners Reports.
Receive Commissioners Reports.
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