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03-18-14 Searchable packetTable of Contents Agenda 3 Library Commission annual update No Written Materials 8 Approve the February 25 City Council minutes A - Draft Minutes 9 Approve the March 4 City Council minutes A - Draft Minutes 16 Accept Accounts Payable for period ending February 7, 2014 A - Draft Resolution 25 Accept Accounts Payable for period ending February 21, 2014 A - Draft Resolution 34 Ratify the Memorandum of Understanding (MOU) to provide Law Enforcement Agency Access to the California Identification System (CAL-ID) for a change to the cost allocation formula Staff Report 43 A - Memorandum of Understanding 45 B - SCC Cal ID Program 2013 Annual Report 63 Authorize the addition a new position category and change the title of two positions in the salary schedule for Unrepresented Employees’ Compensation Program Staff Report 92 A - Draft Resolution 95 B - Redline 96 C - Job Description 128 Approve the destruction of records from the Parks and Recreation (Senior Center and Quinlan Community Center) and Human Resources departments Staff Report 130 A - Draft Resolution 131 Professional services contract with AECOM to complete the Climate Action Plan (CAP) Staff Report 141 A - Draft Contract 145 Second reading of Cupertino Municipal Code amendments to Chapter 16.58, Title 16, Buildings and Construction, relating to plug in electric vehicle charging systems; and Chapter 1.08 relating to the right of entry Staff Report 172 A - Draft Ordinance 174 B - Redline Ordinance 182 Cupertino Water Conservation Staff Report 190 A - Press Release: Governor Brown Declares Drought State of Emergency 199 1 B - SCVWD Press Release on Worsening Water Supply Conditions Prompt Call for 20% Water Reduction Target 203 2 AGENDA    CUPERTINO CITY COUNCIL ~ SPECIAL MEETING  10350 Torre Avenue, Community Hall Council Chamber  Tuesday, March 18, 2014  5:15 PM    CITY COUNCIL MEETING    ROLL CALL – 5:15 PM    CLOSED SESSION    1. Subject:  Conference with Labor Negotiator (Government Code 54957.6); Agency  designated negotiators: Director of Administrative Services, City Manager, and  Dania Torres Wong; Employee organizations: Operating Engineers Local No. 3  Union; Cupertino Employeesʹ Association; Unrepresented (Management and  Confidential) Employeesʹ Compensation Program; Appointed Employeesʹ  Compensation Program.     PLEDGE OF ALLEGIANCE – 6:45 PM      ROLL CALL     CEREMONIAL MATTERS AND PRESENTATIONS  2. Subject:  Library Commission annual update    Recommended Action:  Receive update     No Written Materials  Page: No written materials in packet  POSTPONEMENTS      3 Tuesday, March 18, 2014  Cupertino City Council   ORAL COMMUNICATIONS    This portion of the meeting is reserved for persons wishing to address the council on  any matter not on the agenda.  Speakers are limited to three (3) minutes. In most cases,  State law will prohibit the council from making any decisions with respect to a matter  not listed on the agenda.     CONSENT CALENDAR    Unless there are separate discussions and/or actions requested by council, staff or a  member of the public, it is requested that items under the Consent Calendar be acted on  simultaneously.    3. Subject:  Approve the February 25 City Council minutes    Recommended Action:  Approve the minutes     A ‐ Draft Minutes  Page: 9  4. Subject:  Approve the March 4 City Council minutes    Recommended Action:  Approve the minutes     A ‐ Draft Minutes  Page: 16  5. Subject:  Accept Accounts Payable for period ending February 7, 2014    Recommended Action:  Adopt Resolution No. 14‐128 accepting Accounts Payable  for period ending February 7, 2014     A ‐ Draft Resolution  Page: 25  6. Subject:  Accept Accounts Payable for period ending February 21, 2014    Recommended Action:  Adopt Resolution No. 14‐129 accepting Accounts Payable  for period ending February 21, 2014     A ‐ Draft Resolution  Page: 34  4 Tuesday, March 18, 2014  Cupertino City Council   7. Subject:  Ratify the Memorandum of Understanding (MOU) to provide Law  Enforcement Agency Access to the California Identification System (CAL‐ID) for a  change to the cost allocation formula    Recommended Action:  Ratify the Memorandum of Understanding (MOU) for CAL‐ ID and authorize the City Manager to execute the signature addendum and any  other necessary documents     Staff Report  A ‐ Memorandum of Understanding  B ‐ SCC Cal ID Program 2013 Annual Report  Page: 43  8. Subject:  Authorize the addition a new position category and change the title of two  positions in the salary schedule for Unrepresented Employees’ Compensation  Program    Recommended Action:  Adopt Resolution No. 14‐130 amending the Unrepresented  Employees’ Compensation Program and salary schedule     Description: The City currently has identified modifications needed to the  Unrepresented Employees’ Compensation Program and salary schedule which sets  forth all positions established for that group   Staff Report  A ‐ Draft Resolution  B ‐ Redline  C ‐ Job Description  Page: 92  9. Subject:  Approve the destruction of records from the Parks and Recreation (Senior  Center and Quinlan Community Center) and Human Resources departments    Recommended Action:  Adopt Resolution No. 14‐131 approving the destruction of  records     Staff Report  A ‐ Draft Resolution  Page: 130  10. Subject:  Professional services contract with AECOM to complete the Climate Action  Plan (CAP)    Recommended Action:  Approve professional services contract to complete the  Climate Action Plan (CAP)     Staff Report  A ‐ Draft Contract  Page: 141  5 Tuesday, March 18, 2014  Cupertino City Council   SECOND READING OF ORDINANCES    PUBLIC HEARINGS    11. Subject:  Second reading of Cupertino Municipal Code amendments to Chapter  16.58, Title 16, Buildings and Construction, relating to plug in electric vehicle  charging systems; and Chapter 1.08 relating to the right of entry    Recommended Action:  Conduct the second reading and enact Ordinance No. 14‐ 2117: ʺAn ordinance of the City Council of the City of Cupertino amending Chapter  16.58 of Title 16 of the Cupertino Municipal Code and adopting the 2013 California  Green Building Standards Code with certain modifications relating to plug in  electric vehicle charging systems and amending Chapter 1.08 of Title 1 of the  Cupertino Municipal Code regarding the right of entryʺ     Staff Report   A ‐ Draft Ordinance  B ‐ Redline Ordinance  Page: 172  ORDINANCES AND ACTION ITEMS    REPORTS BY COUNCIL AND STAFF    12. Subject:  Cupertino Water Conservation    Recommended Action:  Accept Staff Presentation     Staff Report  A ‐ Press Release: Governor Brown Declares Drought State of Emergency  B ‐ SCVWD Press Release on Worsening Water Supply Conditions Prompt Call for  20% Water Reduction Target  Page: 190  ADJOURNMENT    Adjourn to Monday, March 24 beginning at 2:00 p.m. for a Council Work Program  study session, Community Hall Council Chamber, 10350 Torre Avenue, Cupertino, CA             6 Tuesday, March 18, 2014  Cupertino City Council       The City of Cupertino has adopted the provisions of Code of Civil Procedure §1094.6; litigation  challenging a final decision of the City Council must be brought within 90 days after a decision is  announced unless a shorter time is required by State or Federal law.    Prior to seeking judicial review of any adjudicatory (quasi‐judicial) decision, interested persons must  file a petition for reconsideration within ten calendar days of the date the City Clerk mails notice of the  City’s decision. Reconsideration petitions must comply with the requirements of Cupertino Municipal  Code §2.08.096. Contact the City Clerk’s office for more information or go to  http://www.cupertino.org/index.aspx?page=125 for a reconsideration petition form.     In compliance with the Americans with Disabilities Act (ADA), the City of Cupertino will make  reasonable efforts to accommodate persons with qualified disabilities.  If you require special assistance,  please contact the city clerk’s office at 408‐777‐3223 at least 48 hours in advance of the meeting.    Any writings or documents provided to a majority of the Cupertino City Council after publication of  the packet will be made available for public inspection in the City Clerk’s Office located at City Hall,  10300 Torre Avenue, during normal business hours and in Council packet archives linked from the  agenda/minutes page on the Cupertino web site. 7 CITY COUNCIL STAFF REPORT  Meeting: March 18, 2014    Subject:  No written materials in packet.      NO WRITTEN MATERIALS IN PACKET      8 DRAFT MINUTES  CUPERTINO CITY COUNCIL  Special Meeting    Tuesday, February 25, 2014     CITY COUNCIL MEETING    PLEDGE OF ALLEGIANCE  At 6:45 p.m. Mayor Gilbert Wong called the special City Council meeting to order in the  Community Hall Council Chamber, 10350 Torre Avenue, Cupertino, CA and led the  Pledge of Allegiance.    ROLL CALL    Present:  Mayor Gilbert Wong, Vice Mayor Rod Sinks, and Council members Barry  Chang, Orrin Mahoney, and Mark Santoro. Absent: None.       CEREMONIAL MATTERS AND PRESENTATIONS ‐ None    POSTPONEMENTS ‐ None    ORAL COMMUNICATIONS ‐ None    CONSENT CALENDAR  1.   Subject:  Final Map for Main Street Cupertino    Recommended Action:  Adopt Resolution No. 14‐121 approving the Final Map  (Tract No. 10172)     Description: Final Map: Tract No. 10172; Property Owner: Main Street Cupertino  Aggregator, LLC; Location: North side of Stevens Creek Boulevard on both sides of  Finch Avenue, west of N. Tantau Avenue and south of Vallco Parkway (APN 316‐ 20‐078, 316‐20‐079, and 316‐20‐085)     Council members concurred to pull this item and discuss it after item number 5.    9 Tuesday, February 25, 2014  Cupertino City Council   SECOND READING OF ORDINANCES ‐ None    PUBLIC HEARINGS    2.  Subject:  Call for Review of the Planning Commissionʹs approval of a Conditional  Use Permit to allow a weekly mobile food truck event in the parking lot of a  commercial establishment    Recommended Action:  Uphold the Planning Commissionʹs approval     Description: Application No(s): U‐2013‐09; Applicant(s): Benjamin Himlan (Whole  Foods Market); Location: 20955 Stevens Creek Boulevard; APN# 326‐31‐022; Call for  Review of the Planning Commissionʹs approval of a Conditional Use Permit to allow  a weekly mobile food truck event in the parking lot of a commercial establishment    Written Communications for this item included a staff PowerPoint presentation.    Assistant Director of Community Development Gary Chao reviewed the staff report.     Mayor Wong opened the public hearing.    Matt Cohen owner of Off the Grid Services, LLC gave a PowerPoint presentation  highlighting the project.     Tim Widman speaking on behalf of the Cupertino Chamber of Commerce said that  the Chamber had no objections to the conditional use permit but noted the unique  challenges of parking, traffic, and perceived competition from other businesses. He  said that the Chamber would be happy to be included in any discussions with  businesses.     Cathy Thaler expressed concern about safety issues, especially for children around  cars in the parking lot.     Harv Singh, Local Forager for Whole Foods said that they support the food trucks  because they would help to create a synergy with customers and local suppliers by  building community and supporting local businesses.      Mayor Wong closed the public hearing.    Mahoney moved and Sinks seconded to uphold the Planning Commission approval  with a change to move the event to the first parking aisle closest to Stevens Creek  10 Tuesday, February 25, 2014  Cupertino City Council   Blvd. unless staff thought there would be a better location to deal with safety and  traffic issues.  The motion carried with Chang voting no.     Council recessed from 8:03 p.m. to 8:10 p.m.    3.  Subject:  Architectural and Site Approval Application for final refinements to the  previously approved Shops 1, 3‐5, 7‐8, Pads 1‐3, Town Square, Flex 1 & 2, Office 1 &  2, Parking Garage, and associated site and landscaping design of the Main Street  Cupertino Project    Recommended Action:  1. Consider referrals from the Design Review Committee  (DRC) of an Architectural and Site Approval to: a. Provide clarification of Resolution  12‐098(M) as to the criteria for Architectural Site Approval, including Condition 35;  and/or b. Amend Resolution 12‐098(M) as to the role of the DRC for Architectural  Site Approval 2. If Resolution 12‐098(M) is amended, consider adopting Resolution  No. 14‐122 regarding the Architectural and Site Approval Application (ASA‐2012‐ 15)     Description: Application(s): ASA‐2012‐15; Applicant(s): Kevin Dare (500 Forbes,  LLC); Location: southeast corner of Vallco Pkwy and Finch Ave     Written communication for this item included emails from Darrel Lum and Lisa  Warren, and a staff PowerPoint presentation.    Assistant Director of Community Development Gary Chao reviewed the staff report  via a PowerPoint presentation.     Kevin Dare with Sand Hill Property Company summarized the details of the project  and requested final approval of the ASA application.    Ken Rodrigues, architect, reviewed a PowerPoint presentation highlighting the  specific areas (districts) of the project.     Mayor Wong opened the public hearing.    Tim Widman speaking on behalf of the Cupertino Chamber of Commerce said that  the Chamber strongly supports approving the application.    Lisa Warren said that the design of the buildings isn’t what was originally expected  and she would like to see the use of a warmer, richer, and more vibrant color  scheme; fewer modern elements like metal; the use of less concrete and more stone;  smoothing of the concrete plaster; and fewer reveals.   11 Tuesday, February 25, 2014  Cupertino City Council   Cathy Thaler said she was surprised about the new drawings and noted that Ms.  Warren speaks for many people in the neighborhood.     Jennifer Griffin said that she liked the project and looks forward to it being built.     Mayor Wong closed the public hearing.    Mahoney made an initial motion seconded by Wong and discussion followed.     Council recessed from 11:02 p.m. to 11:12 p.m.     Mahoney moved and Sinks seconded, including friendly amendments by Wong and  Santoro, and the motion carried unanimously to approve the following:     Amend Condition 35 of Resolution No. 12‐098(M) to note that Council will make the  final approval of ASA‐2012‐15; Council will also make the final approval of Shops 2,  6, 9 and loft apartments.    Adopt Resolution No. 14‐122 with the following changes:  • Applicant to work with staff on detailing the garage for aesthetics including  adding possible green screening or other architectural features  • Clarify that the maximum height of the garage is 60 feet measured from the  public sidewalk along Vallco Parkway given the retail component attached  • Applicant to work with staff on Flex 1 & 2 buildings regarding the following:   o Go back to the original art deco farmer’s market design on Flex 1  building  o Introduce warmer colors/tones on Flex 1 & 2 buildings  o Work with staff on building material which can be either IPE or  corrugated metal/aluminum   • Where applicable, use slate tile roofing material that resembles a variegated  color combination similar to the Chinese multi‐color slate or other  comparable color palette  • Applicant to work with staff and the City’s consulting architect to reflect  changes to the project acceptable to the project architect including the  following:  o Introduce decorative iron lighting features on the entry tower on  Buildings 3 & 4  o Office exterior finish – smooth plaster (non‐sprayed finish – similar to  finish on Netflix building)  12 Tuesday, February 25, 2014  Cupertino City Council   4.  Subject:  Tree removal permit to allow the removal and replacement of additional  trees that are unhealthy or in conflict with the utilities/infrastructure for the Main  Street Project    Recommended Action:  Adopt Resolution No. 14‐123 approving the removal and  replacement of an additional 28 trees for the Main Street Project     Description: Application(s): TR‐2013‐39; Applicant(s): Kevin Dare; Location:  southeast corner of Vallco Pkwy and Finch Ave     Written communication for this item included an email from Jennifer Griffin and a  staff PowerPoint presentation.    Assistant Director of Community Development Gary Chao reviewed the staff report  via a PowerPoint presentation.    Kevin Dare with Sand Hill Property Company further reviewed the tree removal  and replacement project.     Gary Lymon with Guzzardo Partnership answered questions from Council  regarding the tree removal and replacement project.     Mayor Wong opened the public hearing.    Jennifer Griffin noted concerns about the removal of some of the trees, especially the  Ash trees that are the same age as the North Vallco trees.     Lisa Warren asked a question about the process of when the trees would be  removed after approval, especially if the garage issue hasn’t been resolved.     Cathy Thaler said that when the project was first approved, the applicant said that  the Ash trees would be saved.     Mayor Wong closed the public hearing.    Mahoney moved and Wong seconded, with friendly amendments by Santoro and  Wong, and the motion carried with Sinks and Santoro voting no to approve the  following:    Adopt Resolution No. 14‐123 with the following changes:  • Allow for the removal of four (4) trees on Stevens Creek Boulevard  (Southwest corner of the project) on the berm, including the berm  13 Tuesday, February 25, 2014  Cupertino City Council   • Retain all healthy trees on Vallco Parkway and Tantau Avenue  • Hold the removal of any unhealthy trees along Tantau Avenue until Council  sees the City arborist’s report confirming the dead and unhealthy trees  • Replace all dead trees with 48 inch replacements per staff’s recommendation  (Americana Ash)    Council recessed from 1:00 a.m. to 1:05 a.m.    ORDINANCES AND ACTION ITEMS    5.  Subject:  Joint Use Agreement for Main Street Park and Cupertino Main Street Town  Square    Recommended Action:  Authorize the City Manager to execute a Joint Use  agreement for Main Street Park and Cupertino Main Street Town Square       Written Communications for this item included an amended page 4 of the Joint Use  agreement, item g to note that the special events shall be conducted only between  the hours of “dawn to dusk”, and a staff PowerPoint presentation.     Assistant Director of Community Development Gary Chao reviewed the staff report.    Kevin Dare from Sand Hill Property Company asked Council for approval of the  agreement.    Jennifer Griffin asked if there would be a dog run, what kind of trees would be  planted in the park, would Metropolitan and Rosebowl residents be allowed to use  the park, would park fees go for actual park land purchase or in lieu fees, how wide  the median was leading up to the park and where was it coming from.     Chang moved and Mahoney seconded to authorize the execution of a Joint use  agreement with a change that the City be entitled up to six (6) dates per calendar  year to make use of the Town Square for City activities open to the general public.  The motion carried with Santoro voting no.    Mayor Wong announced that Council had met in a special closed session meeting at  6:00 p.m. to discuss initiation of litigation. Council obtained a briefing from legal  counsel and no action was taken.        14 Tuesday, February 25, 2014  Cupertino City Council   1.   Subject:  Final Map for Main Street Cupertino    Recommended Action:  Adopt Resolution No. 14‐121 approving the Final Map  (Tract No. 10172)     Description: Final Map: Tract No. 10172; Property Owner: Main Street Cupertino  Aggregator, LLC; Location: North side of Stevens Creek Boulevard on both sides of  Finch Avenue, west of N. Tantau Avenue and south of Vallco Parkway (APN 316‐ 20‐078, 316‐20‐079, and 316‐20‐085)     Santoro moved and Mahoney seconded to adopt Resolution No. 14‐121 approving  the Final Map (Tract No. 10172). The motion carried unanimously.     REPORTS BY COUNCIL AND STAFF    Council members highlighted the activities of their committees and various community  events.     ADJOURNMENT  At 1:42 a.m. on Wednesday, February 26, Mayor Wong adjourned the meeting to  Tuesday, March 4 at 3:00 p.m. for a study session regarding General Plan Amendment  alternatives and Housing Element sites. Regular business will follow at 6:45 p.m.,  Community Hall Council Chamber, 10350 Torre Ave. Cupertino, CA.      ____________________________   Grace Schmidt, City Clerk    Staff reports, backup materials, and items distributed at the City Council meeting are  available for review at the City Clerk’s Office, 777‐3223, and also on the Internet at  www.cupertino.org. Click on Agendas & Minutes, then click on the appropriate Packet.    Most Council meetings are shown live on Comcast Channel 26 and AT&T U‐verse  Channel 99 and are available at your convenience at www.cupertino.org. Click on  Agendas & Minutes, then click Archived Webcast.  Videotapes are available at the  Cupertino Library, or may be purchased from the Cupertino City Channel, 777‐2364.      15 DRAFT MINUTES  CUPERTINO CITY COUNCIL  Regular Adjourned Meeting    Tuesday, March 4, 2014     CITY COUNCIL MEETING    PLEDGE OF ALLEGIANCE  At 3:05 p.m. Mayor Gilbert Wong called the regular adjourned City Council meeting to  order in the Community Hall Council Chamber, 10350 Torre Avenue, Cupertino, CA  and led the Pledge of Allegiance.    ROLL CALL    Present:  Mayor Gilbert Wong, Vice Mayor Rod Sinks, and Council members Barry  Chang, Orrin Mahoney, and Mark Santoro. Absent: None.       STUDY SESSION  1.   Subject:  Study Session to review Housing Element requirements and sites to achieve  the Regional Housing Needs Allocation (RHNA) for the upcoming 2014‐2022  Housing Element    Recommended Action:  Review report and prioritize housing sites in order of  preference, if desired     Description: Application No.: GPA‐2013‐02; Applicant: City of Cupertino;  Location/APN: Citywide     Written communications for this item included comments from the Planning  Commission meeting on Feb. 19, 2014; comments from the City Council meeting on  Aug. 20, 2013; chart from staff specifying sites in the General Plan Amendment for  2014; an email from Barbara Rogers; and a staff PowerPoint presentation.    Mayor Wong read a statement regarding a conflict of interest for this item. He left  the dais and Vice Mayor Sinks took over chairing the meeting.     16 Tuesday, March 4, 2014  Cupertino City Council   Senior Planner Piu Ghosh and consultant Veronica Tam reviewed the staff report via  a PowerPoint presentation.     Jennifer Griffin asked Council to be sure to protect the neighborhoods when  rezoning areas to a certain number of housing units.     David Clancy representing the restaurant and retail site next to the Cupertino Post  Office said that they had just become aware of the housing discussions and are  interested in seeing their site built up for higher density and believe they are a good  candidate to be included in the Housing Element.    Barry Watkins representing the Target site (w26) said that he would like that site  changed in the Housing Element from removed (gray) to at least low priority  (yellow).     Robert McKibbin said that Cupertino residents don’t want to see high density  housing. He asked if limiting the size of the bedrooms would lower the footprint  and help with density issues. He also asked who decides what properties are  included on the Housing Element list, Council or the developer. He noted he likes  Alternative A the best and asked if the Environmental Impact Review (EIR) would  address the loss of retail.     Tracy Mugno asked what would be going in at the 5‐acre parcel located on the north  tip of the west side near Vallco.    Cathy Thaler encouraged Council to include as many properties as possible in the  EIR since they could always be excluded afterward. She asked Council to also  include in the EIR a focus on the residential streets that egress onto the Heart of the  City (HOC) areas – Stevens Creek Blvd. and De Anza Blvd. She also asked how  affordable housing fits in to the Housing Element.      City Attorney Carol Korade noted at this point that Alan Wong was withdrawing  his property from the Housing Element area and that Mayor Wong no longer had a  conflict of interest and could rejoin the Council. At 5:06 p.m. Mayor Wong returned  to the dais.     Steve Gazzera owner of the Arya restaurant site on Stevens Creek Blvd. (site 5) said  that he recently received correspondence that his property was in the Housing  Element inventory site list, now recommended for removal. He noted that he was  17 Tuesday, March 4, 2014  Cupertino City Council   possibly interested in keeping the site on the list but would like to discuss the issue  more with Council and staff before make a final decision.     Peggy Griffin said she was concerned about the loss of retail identified on the  Housing Element plan especially since it’s difficult to fight a developer that wants to  put housing on the site if included on the list. She noted that Cupertino residents  want retail. She urged Council to keep the Target and Vallco sites for retail.    Council concurred to add the following parcels to study in the EIR: 5, 6, and all of  the high and moderate parcels as shown in green and orange on the map in the  packet.    Council recessed from 5:50 p.m. to 6:35 p.m.    2. Subject:  Study session to provide an update on the focused General Plan  Amendment (GPA‐2013‐01) process and review land use alternatives to be  considered for analysis in the Environmental Impact Report (EIR). Proposed  alternatives include options for City‐wide development allocations (office,  commercial, hotel, and residential), as well as building heights and densities for  corridors, special centers, and seven study areas    Recommended Action:  Review the General Plan Amendment (GPA) Concept  Alternatives to be studied in the EIR and provide comments       Written communications for this item included comments from the Planning  Commission meeting on Feb. 19, 2014; comments from the City Council meeting on  Aug. 20, 2013; chart from staff specifying sites in the General Plan Amendment for  2014; and a staff PowerPoint presentation.     Associate Planner George Schroeder reviewed the staff report via a PowerPoint  presentation.    At 6:45 p.m. Mayor Wong recessed the study session portion of the agenda and moved  to the regular business items portion of the agenda.        18 Tuesday, March 4, 2014  Cupertino City Council   CEREMONIAL MATTERS AND PRESENTATIONS     3. Subject:  Presentation from Richard Price demonstrating his companyʹs new  application called Pulse Point    Recommended Action:  Receive presentation     Fire Dept. Chief Ken Kehmna and Richard Price gave a PowerPoint presentation  highlighting the new PulsePoint application. A video was also shown further  explaining how the app works.        Council received the presentation.    4.   Subject:  Planning Commission annual update    Recommended Action:  Receive update     Description: Present Planning Commission Work Program ideas and discuss  Planning Commission goals and accomplishments     Written communications for this item included a PowerPoint presentation.     Planning Commission Chair Paul Brophy gave an update on the Planning  Commission work program via a PowerPoint presentation.     Council received the update.     POSTPONEMENTS ‐ None    ORAL COMMUNICATIONS  Capt. Ken Binder introduced Lt. Jim Cannan in the West Valley patrol division.      CONSENT CALENDAR    Mahoney moved and Santoro seconded to approve the items on the Consent Calendar  with the exception of item number 8 which was removed for discussion. Ayes: Chang,  Mahoney, Santoro, Sinks, and Wong. Noes: None. Abstain: None. Absent: None.     5.   Subject:  Approve the February 18 City Council minutes    Recommended Action:  Approve the minutes          19 Tuesday, March 4, 2014  Cupertino City Council   6.   Subject:  Accept Accounts Payable for period ending February 14, 2014    Recommended Action:  Adopt Resolution No. 14‐124 accepting Accounts Payable  for period ending February 14, 2014       7.   Subject:  Set the dates for the Teen Commission application deadline and interviews    Recommended Action:  Staff recommends the following deadlines: 1. Applications  due in the City Clerk’s office by 4:30 p.m. on Friday, May 9; and 2. Interviews held  beginning at 3:30 p.m. on Tuesday, May 27 and Wednesday, May 28 (as needed)       8.  Subject:  Approval of an agreement for consultant services for the Civic Center  Master Plan & Parking Garage Conceptual Design    Recommended Action:  Authorize the City Manager to execute a consultant  agreement with Perkins+Will for urban planning and architectural design services  for the Civic Center Master Plan & Parking Garage Conceptual Design, from the  date of execution through March 31, 2015 for an amount not to exceed Five Hundred  Seventy‐one Thousand Dollars ($571,000) in substantially similar format to the  attached draft agreement       Santoro moved and Mahoney seconded to authorize the City Manager to execute a  consultant agreement with Perkins+Will for urban planning and architectural design  services for the Civic Center Master Plan & Parking Garage Conceptual Design,  from the date of execution through March 31, 2015 for an amount not to exceed Five  Hundred Seventy‐one Thousand Dollars ($571,000) in substantially similar format to  the attached draft agreement. The motion carried unanimously.     9.  Subject:  Approve the sale of surplus City property on Greenleaf Drive near Castine  Avenue (APN 326‐41‐114)    Recommended Action:  Adopt Resolution No. 14‐125 approving the sale of surplus  City property on Greenleaf Drive near Castine Avenue (APN 326‐41‐114) to Karkada  and Vijaya Vasantharam, in the amount of $38,000, and authorizing the City  Manager to execute all the necessary documents to complete the sale       At 7:28 p.m. Mayor Wong recessed the regular business portion of the agenda and  reconvened the study session to continue discussing item number two.    STUDY SESSION – Cont.    2. Subject:  Study session to provide an update on the focused General Plan  Amendment (GPA‐2013‐01) process and review land use alternatives to be  considered for analysis in the Environmental Impact Report (EIR). Proposed  20 Tuesday, March 4, 2014  Cupertino City Council   alternatives include options for City‐wide development allocations (office,  commercial, hotel, and residential), as well as building heights and densities for  corridors, special centers, and seven study areas    Recommended Action:  Review the General Plan Amendment (GPA) Concept  Alternatives to be studied in the EIR and provide comments     Daniel Iacofano from MIG continued the PowerPoint presentation highlighting:  GPA land use concept alternatives overview; what is a General Plan; schedule;  concept alternatives process.     Dan Amsden from MIG continued the PowerPoint presentation highlighting:  technical input; key opportunities; market study and retail strategy; available  development allocation; other projects; community input; concept alternatives  report; next steps; GPA schedule; upcoming meetings; Cupertino website  information on GPA.    Jennifer Griffin asked what was wrong with Vallco Mall that it wasn’t busy.     Barbara Perzigian, General Manager of the Cupertino Inn speaking on behalf of De  Anza Properties, asked Council to move forward with an environmental study on all  three alternatives. She noted that they plan to build a five‐star conference center at  their site.     Council concurred to direct staff to study all of the alternatives.      At 9:23 p.m. Mayor Wong adjourned the study session portion of the agenda to  continue with the regular business items portion of the agenda.     Council recessed until 9:40 p.m.     SECOND READING OF ORDINANCES ‐ None    PUBLIC HEARINGS ‐ None    ORDINANCES AND ACTION ITEMS    10. Subject:  Consideration and approval of the Mid‐Year Financial Report and  recommended adjustments for Fiscal Year 2013‐2014    Recommended Action:  1. Accept the City Manager’s Mid‐Year Financial Report; 2.  Adopt Resolution No. 14‐126 approving the Mid‐Year Budget adjustments related to  21 Tuesday, March 4, 2014  Cupertino City Council   pass thru Revenues; 3. Adopt Resolution No. 14‐127 approving the Mid‐Year Budget  adjustments    Written communications for this item included a staff PowerPoint presentation.     Interim Director of Administrative Services Kristin Alfaro reviewed the staff report  via a PowerPoint presentation.       Mahoney moved and Wong seconded to accept the City Manager’s Mid‐Year  Financial Report. The motion carried unanimously.      Mahoney moved and Wong seconded to adopt Resolution No. 14‐126. The motion  carried with Council member Sinks recusing himself due to a conflict of interest  with Apple.    Mahoney moved and Wong seconded to adopt Resolution No. 14‐127 with an  amendment to remove $70,000 in costs for the Parks Improvement and Restoration  Manager and Case Manager. The motion carried unanimously.     Council recessed from 11:05 p.m. to 11:15 p.m.    11. Subject:  First reading of Cupertino Municipal Code amendments to Chapter 16.58,  Title 16, Buildings and Construction, relating to plug in electric vehicle charging  systems; and Chapter 1.08 relating to the right of entry    Recommended Action:  Conduct the first reading of Ordinance No. 14‐2117: ʺAn  ordinance of the City Council of the City of Cupertino amending Chapter 16.58 of  Title 16 of the Cupertino Municipal Code and adopting the 2013 California Green  Building Standards Code with certain modifications relating to plug in electric  vehicle charging systems and amending Chapter 1.08 of Title 1 of the Cupertino  Municipal Code regarding the right of entryʺ       Director of Community Development Aarti Shrivastava reviewed the staff report via  a PowerPoint presentation.     Mahoney moved and Wong seconded to read Ordinance No. 14‐2117 by title only  and that the City Clerk’s reading would constitute the first reading therof with the  amendments as noted below. Ayes: Chang, Sinks, Mahoney, Santoro, and Wong.  Noes: None. Abstain: None. Absent: None.     22 Tuesday, March 4, 2014  Cupertino City Council   Council made the following amendments to Chapter 16.58 Electric Vehicle Charging  Systems:    • New one family and two family  o Install a dedicated circuit and either (i) listed raceway/conduit or (ii)  wiring for a minimum of one (1) parking space  • New multifamily   o Install a dedicated circuit and either (i) listed raceway/conduit or (ii)  wiring for 5% of parking spaces; not less than one (1) parking space  • New non‐residential  o Install a dedicated circuit and either (i) listed raceway/conduit or (ii)  wiring for 10% of parking spaces; not less than one (1) parking space    Council made the following amendment to Chapter 1.08 Right of Entry – changed  “search warrant” to “inspection warrant.”    12.  Subject:  Consider cancelling the first meeting in August    Recommended Action:  Cancel first meeting in August       Santoro moved and Mahoney seconded to cancel the first meeting in August. The  motion carried unanimously.    REPORTS BY COUNCIL AND STAFF  City Manager David Brandt noted that his Executive Assistant Karen Guerin had her  baby and named her Maxine.     Mayor Wong said that the Council Work Program would be scheduled for Mon., March  24 at 2:00 p.m. in the Community Hall Council Chamber.    Council members highlighted the activities of their committees and various community  events.     ADJOURNMENT  At 12:07 a.m. on Wednesday, March 5, Mayor Wong adjourned the meeting.      ___________________________   Grace Schmidt, City Clerk    23 Tuesday, March 4, 2014  Cupertino City Council   Staff reports, backup materials, and items distributed at the City Council meeting are  available for review at the City Clerk’s Office, 777‐3223, and also on the Internet at  www.cupertino.org. Click on Agendas & Minutes, then click on the appropriate Packet.    Most Council meetings are shown live on Comcast Channel 26 and AT&T U‐verse  Channel 99 and are available at your convenience at www.cupertino.org. Click on  Agendas & Minutes, then click Archived Webcast.  Videotapes are available at the  Cupertino Library, or may be purchased from the Cupertino City Channel, 777‐2364.      24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 PARKS AND RECREATION DEPARTMENT CITY HALL 10 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3110 www.cupertino.org CITY COUNCIL STAFF REPORT  Meeting: March 18, 2014    Subject  Ratify the Memorandum of Understanding to provide Law Enforcement Agency Access  to the California Identification System (CAL‐ID) for a change to the cost allocation  formula.    Recommended Action  Ratify the Memorandum of Understanding (MOU) for CAL‐ID and authorize the City  Manager to execute the signature addendum and any other necessary documents.    Description  The City currently has an agreement with the County of Santa Clara regarding the  operation of the Automated Fingerprint Identification System (AFIS) and law  enforcement access to this system.  The cost allocation methodology was modified  during 2012 to reflect a more equitable charge to the City based on historical usage.    Discussion    On March 25, 2013 the Cal‐ID Random access Network Board (Cal‐ID RAN) approved  the transfer of the Cal ID operations, equipment and assets to the County.  Since that  time, several changes have taken place which effects the allocation between cities in the  pool:    ¾ The City of San Jose, which represents the largest number of sworn officers and  highest activity levels in the County, decided to maintain its own latent print  unit while still requiring the ability to retain equipment and access to the AFIS  database for the purposes of registering latent prints and managing San Jose  Police Department cases,  ¾ The Sheriff’s Office decided to add approximately the same amount of latent  print submissions, in lieu of having their own in‐house personnel, so that the cost  to the cities would be roughly the same with the San Jose change, and     ¾ The County’s Chief Financial Officer agreed to use re‐alignment money to cover  the costs of 10 print bookings (formal verses informal bookings) for all of the  municipalities so the cities will no longer pay these fees.    43 Based on the above changes, a new MOU (Attachment A) has been prepared for each  city to ratify.  In addition, the new allocation formula can be found on page 18 of the  SCC Cal ID Program 2013 Annual Report (Attachment B).     Fiscal Impact  Increases our CAL‐ID costs from approximately $5,600/year to a proposed $8,132/year.      ____________________________________  Prepared by: Carol A. Atwood, Director of Parks and Recreation   Approved for Submission by:  David Brandt, City Manager  Attachments:   A – Memorandum of Understanding  B – SCC Cal ID Program 2013 Annual Report  44 MEMORANDUM OF UNDERSTANDING To Provide Local Law Enforcement Agency Access to the California Identification System 1. RECITALS 2. PURPOSE 3. SCOPE 4. POLICIES AND POLICY BOARD 5. EMPLOYEES 6. EQUIPMENT 7. SYSTEM ADMINISTRATION A. PRIMARY OPERATION RESPONSIBILITY B. COUNTY’S RESPONSIBILITIES C. INCORPORATED CITIES’ RESPONSIBILITIES D. ACCESS 8. COST OF SERVICES A. ADMINISTRATION B. ANNUAL BUDGET AND COUNTY REIMBURSEMENT C. BUDGET ADJUSTMENTS D. COSTS E. ALLOCATED PERCENTAGES F. RESIDUAL COSTS G. NEW USERS 9. FINANCIAL REPORTING & RIGHT TO AUDIT 10. TERM 11. TERMINATION AND WITHDRAWAL 12. CHANGES 13. NOTICE 14. INDEMNIFICATION 15. EXECUTUION, EFFECTIVENESS, AND DISPUTE RESOLUTION 45 2 16. COUNTY CONTRACTING REQUIREMENTS A. COUNTY NO SMOKING POLICY B. BEVERAGE NUTRITIONAL CRITERIA C. BUDGET CONTINGENCY 17. AMENDMENTS, COUNTERPARTS, SEVERABILITY, WAIVERS, GOVERNING LAW, ENTIRE AGREEMENT A. AMENDMENTS B. COUNTERPARTS C. SEVERABILITY D. WAIVERS E. GOVERNING LAW F. ENTIRE AGREEMENT Signature Pages 46 3 MEMORANDUM OF UNDERSTANDING To Provide Local Law Enforcement Agency Access to the California Identification System This AGREEMENT is made and entered into this ________ day of _________ 2013, by and between the COUNTY OF SANTA CLARA, a county in the State of California (hereinafter “County”), THE CITY OF CAMPBELL, a municipal corporation, THE CITY OF CUPERTINO, a municipal corporation, THE CITY OF GILROY, a municipal corporation, THE CITY OF LOS ALTOS, a municipal corporation, THE TOWN OF LOS ALTOS HILLS, a municipal corporation, THE TOWN OF LOS GATOS, a municipal corporation, THE CITY OF MILPITAS, a municipal corporation, THE CITY OF MONTE SERENO, a municipal corporation, THE CITY OF MORGAN HILL, a municipal corporation, THE CITY OF MOUNTAIN VIEW, a municipal corporation, THE CITY OF PALO ALTO, a municipal corporation, THE CITY OF S AN JOSE, a municipal corporation, THE CITY OF SANTA CLARA, a municipal corporation, THE CITY OF SARATOGA, a municipal corporation, THE CITY OF SUNNYVALE, a municipal corporation (hereinafter collectively referred to as “Incorporated Cities”). 1. RECITALS Whereas, on April 26 1988, the County and Incorporated Cities entered into an "Agreement to Provide Local Law Enforcement Agency Access to the California Identification System" (Cal- ID) which Agreement has been amended from time to time (CAL-ID Agreement); and Whereas, on May 20, 1997, the County and City of San Jose entered into a "Memorandum of Understanding Regarding the Acquisition and Operation of the Automated Fingerprint Identification System between the City of San José and the County of Santa Clara" (AFIS Agreement); and Whereas, on October 8, 2002, the County and Incorporated Cities entered into a "Memorandum of Understanding Regarding the Operation of the Automated Fingerprint Identification System and to provide Local Law Enforcement Agencies access to the California Identification System" ("MOU") to set forth their respective obligations with respect to the cost and operation and maintenance of the Cal-ID and AFIS program ("Consolidated Program"); and Whereas, on April 25, 2003, the County and Incorporated Cities entered into a "First Amendment to the Memorandum of Understanding Regarding the Operation of the Automated Fingerprint Identification System and to Provide Local Law Enforcement Agencies Access to the California Identification System"; and 47 4 Whereas, on March 5, 2009, the Santa Clara County Board of Supervisors Management Audit Division released its "Review of the Automated Fingerprint Identification System (AFIS) and California Identification System (Cal-ID) Memorandum of Understanding" recommending a change to the cost allocation methodology from one based upon population to one based upon usage; and Whereas, on February 2, 2011, the County and Incorporated Cities entered into a "Second Amendment to the Memorandum of Understanding Regarding the Operation of the Automated Fingerprint Identification System and to Provide Local Law Enforcement Agencies Access to the California Identification System" in order to change the methodology for allocating costs among participating agencies from one based upon population to one based upon historical usage; and Whereas, on March 25, 2013 the Cal-ID Random Access Network Board (Cal-ID RAN) approved the transfer of the Cal ID operations, equipment, and assets to the management, and operation of the County; and Whereas the City of San Jose, as the agency with the largest number of sworn officers and highest activity levels in the County, intends to maintain its own latent print unit requiring the ability to retain equipment 1and access to the AFIS database for the purpose of registering latent prints and managing San Jose Police Department cases; and Whereas the City of San Jose will continue to be a member of the Cal-ID Program and retain all benefits associated with being an active member including access to equipment, system upgrades and enhancements, and funding in support of San Jose’s on-going contributions to the AFIS database; NOW, THEREFORE, County and Incorporated Cities hereby agree as follows: 2. PURPOSE The Cal-ID Program provides participating law enforcement agencies with access to the computerized fingerprint database AFIS which includes the 10-print function, latent print identification, mobile identification and the mugshot system. Livescan devices, used to capture fingerprints taken at the time a person is booked following arrest, are located at the Office of the Sheriff and each city police department in the County. The Livescan devices electronically transmit fingerprints obtained during the booking process 1 As provided for in Section 11 B. 1 of the Amended and Restated Agreement to Provide Local Law Enforcement Agency Access to the California Identification System, 2000 48 5 directly to AFIS. The AFIS computer searches and compares the prints to prints already in the database. Once local processing is complete, records are electronically sent to the California Department of Justice (“DOJ”). The DOJ searches and registers these booking prints in their databases and transmits the prints and records to the Federal Bureau of Investigation (“FBI”)’s database. The AFIS has the ability to identify deceased persons for the Medical Examiner Coroner's office and persons who have given false information to law enforcement officers about their identity. In addition, the CAL-ID Program provides latent print identification services to participating agencies consistent with priorities outlined in this Agreement. Cal-ID also supports federal, state and other local agencies with these services. 3. SCOPE This Agreement sets forth the terms and conditions for oversight, operation, and management of the Cal-ID function in the County of Santa Clara, State of California. 4. POLICIES AND LOCAL POLICY BOARD 1. Pursuant to California Penal Code Section 11112.4, a local, remote access network board, known as the "Santa Clara County CAL-ID RAN Policy Board" ("Local Policy Board"), has been established, which Local Policy Board is currently composed of the following members: a member of the Board of Supervisors, the Sheriff, the District Attorney, the Chief of Police of the department having the largest number of sworn personnel within the County, a Chief of Police selected by all of the Police Chiefs within the County, a Mayor selected by the City Selection Committee established pursuant to California Government Code Section 50270, and a member-at-large chosen by the other members. 2. Pursuant to California Penal Code Section 11112.4, the Local Policy Board shall: a. Establish policies and procedures necessary to implement the purposes of this Agreement. b. Establish a budget and approve expenditures consistent with the terms of this Agreement. c. Determine and coordinate the purchase, acceptance, placement, installation, use, maintenance, replacement, disposition of, and all other matters concerning the local AFIS and all local RAN equipment within the County, adhering to the policy guidelines 49 6 and procedures adopted by the California Department of Justice. Pursuant to California Penal Code Section 11112.4, the Local Policy Board shall consider the placement of equipment on the basis of the following criteria: (1) The crime rate of the jurisdiction or jurisdictions served by the agency. (2) The number of criminal offenses reported by the agency or agencies to the California Department of Justice. (3) The potential number of fingerprint cards and latent fingerprints processed. (4) The number of sworn personnel of the agency or agencies. d. Develop procedures to regulate the ongoing use and maintenance of the local AFIS and the local RAN equipment adhering to the policy guidelines and procedures adopted by the DOJ; and e. Determine the placement of personne1 funded by the CAL-ID Program 5. EMPLOYEES The County shall provide such employees as the Local Policy Board considers necessary for the efficient operation of the CAL-ID Program. The salary and benefit costs incurred by the County in the employment of persons provided pursuant to this section shall be paid for out of the payments made by the County and Incorporated Cities pursuant to this Agreement at the time these costs are due and payable. 6. EQUIPMENT All of the Equipment used to provide the services described in this Agreement shall be owned by the County. From time to time some pieces of equipment will be replaced and new equipment will be obtained pursuant to this Agreement. All equipment used in the provision of services pursuant to this Agreement shall remain the property of the County. a. In the event that the local RAN equipment and/or AFIS equipment, or any portion thereof, is destroyed or damaged beyond repair, replacement equipment shall be purchased by County as purchasing agent for the program. Except as provided in Subsection B, the cost of replacement equipment shall be allocated among all parties, based upon each party's Allocated Percentage as set forth in Section 8, “Cost of Services” below. b. In the event local RAN equipment and/or AFIS equipment, or any portion thereof, is destroyed or damaged beyond repair due to the willful misconduct of an employee or agent of the County and/or any Incorporated City(s), its officers, agents, or employees, in 50 7 which event, the replacement cost shall be borne by the County or responsible Incorporated City(s), whichever entity is responsible for the damage 7. SYSTEM ADMINISTRATION The County agrees to operate the CAL-ID Program in accordance with the provisions described below. A. PRIMARY OPERATION RESPONSIBILITY The Office of the Sheriff shall be primarily responsible for the overall operation and maintenance of the CAL-ID Program consistent with the budget and overall direction mutually established. B. COUNTY’S RESPONSIBILITIES County shall provide the following services: 1. County shall be responsible for maintaining the AFIS statistical file database, including but not limited to the 10-print files· and latent print files. 2. County shall receive and verify all 10-print files from all remote sites in Santa Clara County. 3. County shall provide continuing quality control (editing) on incoming fingerprint images with existing database records. 4. County shall perform comparative analysis of fingerprints received from the District Attorney's Office and testify in court when requested, with reasonable notice. 5. County shall provide statistics annually within a Fiscal Year to the Local Policy Board. These statistics shall include, but not be limited to the following: 10-print database size; unsolved latent file size; number of 10-print and latent queries, verifications and identifications by agency, hit rates of each, number and types of record purges, information on frequency and circumstance of maintenance calls and their resolution, and other data as may be available via Cal ID’s statistical reporting capability. The Local Policy Board has the ability to audit performance statistics at any time upon reasonable notice to the County. 6. County shall provide, within limitations of the approved Operating Budget, 24 -hour coverage 365 days a year to receive and process electronic images of fingerprints from Livescan sites within Santa Clara County. County shall notify Cal-ID users of any significant and unplanned period of time when coverage is not available. 51 8 7. County shall provide power and space for AFIS equipment housed at County facilities, costs to be allocated among all Parties to the Agreement, in accordance with the provisions of the Agreement. 8. County shall act as point of contact with the AFIS vendor in assuring vendor compliance with the terms of the maintenance agreement and shall assure that the operating system, hardware and all related components will be available in a state that the operating purposes of this Agreement are supported at the agreed-upon level. A process for 24 hour per day/7day per week notification and response will be established 9. County is responsible for preparing, on an annual basis, a list that outlines service priorities that will be equally applicable to all agencies that use the services described in this Agreement. The list will recognize that the primary purposes of the system are to assure timely identification of persons being booked into custody. 10. County shall provide and maintain the County’s Criminal Justice Information Control (CJIC) interface to AFIS. 11. County shall maintain and perform corrections to CJIC databases and consolidate multiple person files. 12. County shall provide and maintain all the communication lines between County and all remote access sites of the County. C. INCORPORATED CITIES’ RESPONSIBILITIES Incorporated Cities shall provide the following services: 1. Each Incorporated City shall provide space and power for their City's operated equipment which is linked to the County. 2. Each Incorporated City shall provide personnel that shall be responsible for rolling fingerprints at their Livescan sites. 3. Each Incorporated City shall be responsible for installation of any future communication lines and shall be responsible for maintaining current and future communications lines between County and the Incorporated City. D. CITY OF SAN JOSE RESPONSIBILITIES The City of San José shall continue to operate its own latent finger print unit. Specifically, the City of San José will: 52 9 1. Be responsible for all latent case work for the San José Police Department unless specific approval is received from the Police Department to use the services of the Sheriff’s Office; 2. Not be charged for latent print services, including any review the County may initiate on City generated reverse hits, unless the City formally submits a case to the County with the appropriate approvals from the City’s Police Department; 3. Retain physical possession of at least one (1) local AFIS workstation, a NEC Workstation, and a FORAY workstation for the purpose of registering latent prints and managing San Jose Police Department cases. The City shall be responsible for all ongoing and future costs associated with operating and maintaining the AFIS, NEC and FORAY workstations. 4. Not be charged for the use, maintenance or upgrades of local, state or federal AFIS equipment or access to the AFIS network and databases when such upgrades are initiated by the County and/or the Local Policy Board; 5. Be responsible for personnel costs to operate the City’s unit; 6. Be responsible for costs associated with training except where the County would normally provide training to Cal-ID Program participants; and, 7. Have continued access to AFIS and the Cal-ID network, in support of the City’s mobile ID technology as long as the City is a member of Cal-ID. 8. COST OF SERVICES County and Incorporated Cities agree to share the costs of the CAL-ID Program operation, with the exception of the costs to be borne by the City of San Jose under Section 7.D.4. and the rest of the provisions in this Section 8. A. ADMINISTRATION The County shall be the general administering agency for the Cal-ID Program. The County shall provide fiscal management of the Cal-ID Program fund and expenditures, including but not limited to: (1) establishing interest-bearing accounts into which shall be deposited all funds received under this Agreement and from which shall be paid all costs and expenses incurred under this Agreement; (2) billing each party for that party's share of the costs under this Agreement; (3) providing each of the parties and the Local Policy Board with periodic reports and an annual financial report at the end of each fiscal year; and (4) payment of all Local Policy Board expenses. 53 10 B. ANNUAL BUDGET AND COUNTY REIMBURSEMENT 1. Prior to the commencement of any fiscal year, the County shall estimate the costs for that fiscal year. The estimated annual budget shall be approved, disapproved or amended by the Local Policy Board. 2. On or before May 1 of the preceding fiscal year, the County shall notify each party of its share of the estimated costs for the succeeding year, which shall be allocated among the parties in the manner in the “Allocated Percentages” section below. 3. Payments required to be paid under this Section shall be paid to the order of the County of Santa Clara, Office of the Sheriff and delivered to the County of Santa Clara, Office of the Sheriff, Fiscal Unit, 55 West Younger Ave., San Jose, CA 95117, on or before July 15 of the fiscal year for which the payment is due. 4. Payments made pursuant to this Agreement shall be nonrefundable and shall not be returned to any party unless all parties agree to terminate this Agreement and to discontinue the Cal-ID Program in Santa Clara County. 5. Payments shall be deposited in interest bearing trust accounts maintained by the County for benefit of the Cal-ID Program, with any earned interest being applied to the account. The County shall serve as the trustee of the accounts and shall have the authority to deposit and withdraw funds from the accounts to pay for costs according to the annual budget approved by the Local Policy Board. 6. CAL ID RESERVE. The Local Policy Board has maintained in a separate interest bearing trust account a reserve fund (“Reserve”) that has accrued from budget surpluses and interest accrued on the corpus of the fund. The Reserve funds shall be held in interest bearing trust account for benefit of the CAL-ID Program. The County shall serve as the trustee of the account and shall have the authority to deposit and withdraw funds from the account. The Local Policy Board shall develop written policies regarding the maintenance and use of the Reserve. The Local Policy Board shall have the authority to maintain this Reserve and to use funds from it for the purpose of paying any of the costs required under this Agreement. C. BUDGET ADJUSTMENTS If, in any fiscal year, the actual annual costs are higher than as previously determined by the Local Policy Board, the Local Policy Board, with the assistance of the County, shall determine the additional amount needed to meet the costs for that fiscal year. Each party shall contribute its proportionate share of the additional amount based on the usage methodology described in the “ALLOCATED PERCENTAGES” section below. The additional payments shall be paid to 54 11 the order of the County and delivered to the Office of the Sheriff within thirty (30) days of billing. D. COSTS Cost components of the Cal-ID Program in Santa Clara County include: (i) new equipment costs; (ii) annual operating costs, and (iii) miscellaneous costs related to the operation of the CAL-ID Program not included in Subparagraphs (i) and (ii). For purposes of this Agreement, "annual operating costs" shall include, but not be limited to, the cost of personnel, supplies, materials, utilities, maintenance, repair, training, and other costs incurred in the annual operation of the Cal-ID Program. E. ALLOCATED PERCENTAGES All costs of the Cal-ID Program as set forth in this Agreement shall be allocated among the parties to the Agreement based upon a usage methodology, as set by the Local Policy Board. Participating agencies will be charged an annual amount based upon that municipality's average usage of Cal-ID services over the preceding three-year period. At the time of transfer of the program from the City of San José to the County the “preceding three-year period” shall be based on the previous three (3) years for only the agencies which will transfer latent work to the County. The City of San José will not transfer any latent work to the County and will retain all of its own latent work, thus the latent work average for San José for the “preceding three (3) year period” will be zero (0) at the time of transfer. The Office of the Sheriff will be similarly assessed for the unincorporated areas of the County. Usage is defined two ways; first, based on the percentage of bookings attributable to a given participating agency; second, based on the percentage of latent fingerprints submitted for analysis by a given participating agency. The County will continue to contribute AB109 funds for up to half the total cost for 10 print and latent fingerprint services. starting with the costs for the 10-print service The Santa Clara County Information Services Department will be charged for the usage percentages attributable to non-participating agencies. F. RESIDUAL COSTS Each of the parties acknowledges and agrees that the allocated costs outlined herein are due and payable to the County under the Cal-ID Agreement. G. NEW USERS A non-participating agency seeking to participate in the Cal-ID Program shall be allowed to become a party to this Agreement only with the approval of the Local Policy Board. In addition, new participating agencies may be required to execute an addendum or amendment to the Agreement by which the new agency agrees to be a party to this Agreement and to be 55 12 subject to all of its terms and conditions. If the addendum or amendment does not require any greater expenditure by the County after approval of the Local Policy Board, it may be executed by the Santa Clara County Board of Supervisors, which is authorized to execute the addendum or amendment on behalf of the parties to this Agreement. 9. FINANCIAL REPORTING & RIGHT TO AUDIT a. The County shall establish and maintain, in accordance with the Government Accounting Standards Board (GASB), a complete record of all financial transactions related to this Agreement. b. The County and the Incorporated Cities agree that any duly authorized representative of any of the parties, upon reasonable advance notice, shall have access and the right, to audit, examine, and make excerpts or transcripts of or from the records, and to make audits of all contracts, subcontracts, invoices, payrolls, conditions of employment, materials, and all other data or financial records relating to matters covered by this Agreement. County and Incorporated Cities agree that any party's authorized representatives, at any time, upon reasonable advance notice, during normal business hours, shall have access to and right to examine the offices and facilities engaged in performance of this Agreement. c. County and Incorporated Cities further agree that the right to examine or audit shall continue for three (3) years after the expiration or termination of this Agreement, or for such longer period, if any, as is required by applicable law. County and Incorporated Cities shall preserve and make available records (a) until the expiration of three (3) years from the date of expiration or sooner termination of this Agreement, or (b) for such longer period, if any, as is required by applicable law. 10. TERM The Effective Date of this Agreement shall be the date that it has been executed by both the County of Santa Clara and the City of San Jose, and as to the other Incorporated Cities as of the date that each individual Incorporated City has executed this Agreement. The Agreement shall continue in effect until it has been terminated by the agreement of the parties. 11. TERMINATION AND WITHDRAWAL This Agreement shall be additionally binding as to each of the Incorporated Cities. The Agreement shall continue in effect until terminated by the parties, either as a whole, or by any Incorporated City individually. Any party may terminate their participation in this Agreement by providing written notice of termination to the County. Termination of this Agreement by an Incorporated City shall not 56 13 terminate the Agreement as to the County or any of the other remaining Incorporated Cities. The termination shall be effective sixty (60) calendar days after the County's receipt of such notice. Termination does not relieve any Incorporated City from paying costs to June 30 of the fiscal year of termination as commitments have been made to all uses of the shared operation costs for the fiscal year. 12. CHANGES All of the terms and conditions of this Agreement shall remain in full force and effect unless and until amended as agreed by all parties to the Agreement. 13. NOTICE All notices required by this Agreement will be deemed given when in writing and delivered personally or deposited in the United States mail, postage prepaid, return receipt requested. Notices given to the County shall be given at the address set forth below. Notices given to any of the Incorporated Cities shall be sent to the person and address indicated on the Incorporated Cities Signature pages. Santa Clara County Sheriff Sheriff’s Identification Unit 55 West Younger Avenue San Jose, CA 95110 14. INDEMNIFICATION In lieu of and notwithstanding the pro rata risk allocation which might otherwise be imposed between the parties pursuant to Government Code Section 895.6, the parties agree that all losses or liabilities incurred by a party shall not be shared pro rata but instead the County and the Incorporated Cities agree that pursuant to Government Code Section 895.4, each of the parties hereto shall fully indemnify and hold each of the other parties, their officers, board members, employees and agents, harmless from any claim, expense or cost, damage or liability imposed for injury (as defined by Government Code Section 810.8) occurring by reason of the negligent acts or omissions or willful misconduct of the indemnifying party, its officers, board members, employees or agents, under or in connection with or arising out of any work, authority or jurisdiction delegated to such party under this Agreement. No party, nor any officer, board member, employee or agent thereof shall be responsible for any damage or liability occurring by reason of the negligent acts or omissions or willful misconduct of other parties hereto, their officers, board members, employees or agents, under or in connection with or arising out of any work, authority or jurisdiction delegated to such other parties under this 57 14 Agreement. For purposes of this paragraph, "agents" does not include another party to this Agreement. 15. EXECUTION, EFFECTIVENESS, AND DISPUTE RESOLUTION This Agreement shall be binding on the County and Incorporated Cities from the Effective Date. This Agreement shall be additionally binding as to the parties as of the date that each individual Incorporated City has executed a signature on their designated signature space below. Any dispute among the parties regarding the interpretation or application of any term of this Agreement or any Exhibit thereto may be brought to the Local Policy Board. The Local Policy Board shall meet within sixty 60 days of such notification by an interested party, or parties, and shall make their best efforts to render a determination regarding the dispute. 16. COUNTY CONTRACTING REQUIREMENTS A. County No Smoking Policy. The parties to this Agreement shall comply with the County’s No‐Smoking Policy, as set forth in the Board of Supervisors Policy Manual section 3.47 (as amended from time to time), which prohibits smoking: (1) at the Santa Clara Valley Medical Center Campus and all County‐owned and operated health facilities, (2) within 30 feet surrounding County‐owned buildings and leased buildings where the County is the sole occupant, and (3) in all County vehicles. B. Beverage Nutritional Criteria. The parties to this Agreement shall not use County funds to purchase beverages that do not meet the County’s nutritional beverage criteria. The six categories of nutritional beverages that meet these criteria are (1) water with no additives; (2) 100% fruit juices with no added sugars, artificial flavors or colors (limited to a maximum of 10 ounces per container); (3) dairy milk, non‐fat, 1% and 2% only, no flavored milks; (4) plant derived (i.e., rice, almond, soy, etc.) milks (no flavored milks); (5) artificially‐sweetened, calorie‐reduced beverages that do not exceed 50 calories per 12‐ounce container (teas, electrolyte replacements); and (6) other non‐caloric beverages, such as coffee, tea, and diet sodas. These criteria may be waived in the event of an emergency or in light of medical necessity. C. Budget Contingency. This Agreement is contingent upon the appropriation of sufficient funding by the County for the services covered by this Agreement. If funding is reduced or deleted by the County for the services covered by this Agreement, the County has the option to either terminate this Agreement with no liability occurring to the County or to offer an amendment to this Agreement indicating the reduced amount. 58 15 17. AMENDMENTS, COUNTERPARTS, SEVERABILITY, WAIVERS, GOVERNING LAW, ENTIRE AGREEMENT A. AMENDMENTS This Agreement may be amended only by an instrument signed by the parties. B. COUNTERPARTS This Agreement may be executed in one or more counterparts, each of which shall be deemed to be an original, but all of which together shall constitute one and the same instrument. C. SEVERABILITY If any provision of this Agreement is found by a court of competent jurisdiction to be void, invalid or unenforceable, the same will either be reformed to comply with applicable law or stricken if not so conformable, so as not to affect the validity or enforceability of this Agreement. D. WAIVERS No delay or failure to require performance of any provision of this Agreement shall constitute a waiver of that provision as to that or any other instance. Any waiver granted by a party must be in writing, and shall apply to the specific instance expressly stated in that writing. E. GOVERNING LAW This Agreement has been executed and delivered in, and will be construed and enforced in accordance with, the laws of the State of California. F. ENTIRE AGREEMENT This document represents the entire Agreement between the parties with respect to the subject matter hereof. All prior negotiations and written and/or oral agreements between the parties with respect to the subject matter of this Agreement are merged into this Agreement. 59 16 APPROVALS / EXECUTION DATE PASSED AND ADOPTED by the Board of Supervisors, County of Santa Clara, State of California on _______________, 2013 by the following vote: AYES Supervisors NOES Supervisors Absent Supervisors COUNTY OF SANTA CLARA Dated: _____________________ Ken Yeager, President Board of Supervisors Dated: _____________________ Gary A. Graves, Chief Operating Officer County of Santa Clara ATTEST Dated: _____________________ Lynn Regadanz, Interim Clerk, Board of Supervisors SANTA CLARA COUNTY SHERIFF Date: _____________________ Laurie Smith, Sheriff Approved as to Form and Legality: Dated: _____________________ Cheryl A. Stevens, Deputy County Counsel 60 INCORPORATED CITIES - Page 1 of 2 _________________________________________ ____________________________________ THE CITY OF CAMPBELL Printed Name, Title Date Signature _________________________________________ ____________________________________ THE CITY OF CUPERTINO Printed Name, Title Date Signature _________________________________________ ____________________________________ THE CITY OF GILROY Printed Name, Title Date Signature _________________________________________ ____________________________________ THE CITY OF LOS ALTOS Printed Name, Title Date Signature _________________________________________ ____________________________________ THE TOWN OF LOS ALTOS HILLS Printed Name, Title Date Signature _________________________________________ ____________________________________ THE TOWN OF LOS GATOS Printed Name, Title Date Signature _________________________________________ ____________________________________ THE CITY OF MILPITAS Printed Name, Title Date Signature _________________________________________ ____________________________________ THE CITY OF MONTE SERENO Printed Name, Title Date Signature 61 18 INCORPORATED CITIES – Page 2 of 2 _________________________________________ ____________________________________ THE CITY OF MORGAN HILL Printed Name, Title Date Signature _________________________________________ ____________________________________ THE CITY OF MOUNTAIN VIEW Printed Name, Title Date Signature _________________________________________ ____________________________________ THE CITY OF PALO ALTO Printed Name, Title Date Signature _________________________________________ ____________________________________ THE CITY OF SAN JOSE Printed Name, Title Date Signature APPROVED AS TO FORM _________________________________________ ____________________________________ Carl B. Mitchell Senior Deputy City Attorney Date Signature _________________________________________ ____________________________________ THE CITY OF SANTA CLARA Printed Name, Title Date Signature _________________________________________ ____________________________________ THE CITY OF SARATOGA Printed Name, Title Date Signature _________________________________________ ____________________________________ THE CITY OF SUNNYVALE Printed Name, Title Date Signature 62    Santa Clara County Cal ID Program  2013 Annual Report  63      1 Santa Clara County Cal ID Program 2013 Annual Report Cal ID Program Mission  The mission of the Santa Clara County Cal ID Program is to provide timely, efficient  and quality fingerprint identification services in support of local criminal  investigations, through a countywide system linked to state and national fingerprint  and criminal history databases.     64      2 Santa Clara County Cal ID Program 2013 Annual Report Sheriff’s Identification Unit – (SIU)  The responsibility for the Santa Clara County Cal ID Program was transferred by the  Santa Clara County Random Access Network Board (RAN) to the Office of the  Sheriff, culminating with the physical move, re‐installation and complete  implementation of all Cal ID program operations in the Office of the Sheriff on July 1,  2013.  The transfer of this program to the Sheriff’s Office resulted in the creation of  the Sheriff’s Identification Unit (SIU), consisting of a Fingerprint Identification  Director and a team of trained and certified fingerprint identification professionals  and support staff. Together, they are responsible for providing accurate, timely and  complete fingerprint identifications and services to law enforcement agencies.  This report is a summary of the first six months of the Sheriff’s Identification Unit  operation. It includes several program successes and accomplishments, the status of  technology resources employed by the program, statistical information describing  the work completed in the unit, the program’s financial sources and expenses and  historical Cal ID data.     65      3 Santa Clara County Cal ID Program 2013 Annual Report Background  The California Identification System (Cal‐ID) is an automated system maintained by  the California Department of Justice for retaining fingerprint files and identifying  latent fingerprints. Under State law, passed in 1985, (Penal Code § 11112.1 et. Seq.),  local law enforcement agencies were allowed to access this system through direct  access to the State fingerprint data base. The State also appropriated funds, with a  30% required match, to local governments (that met the population threshold defined  in the statute) for the acquisition of the equipment required to deliver these services.  All other costs for implementing and operating local systems became the  responsibility of local governments. Historically and until 1987, the Sheriff’s Office  provided fingerprint identification services for the criminal justice agencies within  the County. However, beginning in 1987 the San Jose Police Department began  providing those services. To be eligible to participate in the statewide program,  counties were required to form a local policy board and in Santa Clara County, this  became the Random Access Network or “RAN” Board. The role of the RAN Board is  to determine the placement of RAN equipment, develop procedures to regulate use  and maintenance for the equipment, subject to the guidelines and procedures of the  California State Department of Justice. Penal Code § 11112.1 specifies that “Each local  board shall be composed of seven members…” as follows:  RAN Board Committee   A member of the Board of Supervisors (currently County Supervisor Mike  Wasserman)   The Sheriff   The District Attorney   The Chief of Police of the Department having the largest number of sworn personnel   A second Chief of Police (currently Los Altos PD Chief Tuck Younis)   A mayor (currently Gilroy Mayor Don Gage)   and, a member at large (currently Los Altos Hills City Manager Carl Cahill)      66      4 Santa Clara County Cal ID Program 2013 Annual Report SJPD Transfer of Cal ID to the Sheriff’s Office  Following extensive planning and preparation, on July 1, 2013 at 04:00 AM the  Sheriff’s Office Transition Team began the move of all CAL‐ID technology  infrastructure including network devices, Automated Fingerprint Identification  System “AFIS” servers, Latent Fingerprint processing devices and computer  peripheral equipment from the City of San Jose Police Department to the Santa Clara  County Sheriff’s Office. The Transition Team consisted of Sheriff’s Office staff, City  of San Jose Information Systems staff and technicians from third party service  providers MorphoTrak and DataWorks. The physical equipment move was  completed and the system was re‐installed and fully functioning by 1:00 PM the  same day. This could not have been accomplished without the support and  cooperation of the SJPD Command Staff.    Sheriff’s Office Information Systems staff upgraded the Sheriff’s Office data center,  provisioned and tested the new Cal‐ID network infrastructure and configuration and  built a parallel Mugshot system that was successfully brought online later on the  same day. This transition was completed entirely seamlessly. The transition was fully  completed with no unanticipated downtime or major issues.     67      5 Santa Clara County Cal ID Program 2013 Annual Report 2013 Sheriff’s Identification Unit Highlights  Following the completion of the transfer of the Cal ID program, the SIU worked  closely with all participating law enforcement agencies to develop a prioritized list of  required action items. SIU also provided training to law enforcement agencies to  increase accuracy, improve response times and heighten quality control at the  Livescan stations in an effort to reduce the number of duplicate PFN/Fingerprint  records. Below are some of the more significant proactive steps taken by SIU to  improve the Cal ID program.  System Clean‐up of Duplicate Records  SIU identified early on that a significant number of duplicate records existed in the  fingerprint database.  Duplicate records can be the source of significant operational  and identification issues and as a result, SIU determined that removal of the  duplicates would increase the efficiency of searches within the database.  SIU met  with third ‐party provider MorphoTrak and worked with them to ensure completion  of a comprehensive database check of  more than 870,000 records in the database in  order to identify all of the duplicate records.  The check resulted in the identification  of 1,973 duplicate PFN/Fingerprint records.  SIU staff consolidated, corrected and  manually re‐scanned many of the duplicate records and worked with MorphoTrak to  be certain all duplicates were systematically removed from the database.  SIU  received a letter of absolute assurance from the supplier that the check had been  completed and all duplicates removed. Removal of these duplicate PFNs resulted in  the immediate and direct result of improved accuracy of the identification process,  increased efficiency and particularly the speed with which these identifications are  now completed.     68      6 Santa Clara County Cal ID Program 2013 Annual Report Known Offenders – One‐To‐One Search Capability  SIU implemented a one‐to‐one‐rapid‐response comparison when a PFN is entered  into the demographic page of a booking from any Livescan station.    This one‐to‐one search capability enhancement allows AFIS to complete a self‐system  check for print matching accuracy.  Further, it allows a rapid response report to the  Livescan operator of the criminal booking.  Based on an analysis completed by the  supplier, the outcome of this program enhancement is that it now takes, on average,  only one hundred seconds to receive a response from the system when a PFN is  entered. Previous AFIS engineering required a total system search of approximately  870,000 individuals which often resulted in a much longer standby time at the  booking station.  This program enhancement has been especially helpful with identification of  individuals that have imperfect or damaged skin as a result of pulling each  individual record to the front and comparing all 10 fingers for a conclusive match.  69      7 Santa Clara County Cal ID Program 2013 Annual Report Quality Control Training  Prior to the transition of the Cal ID Program to the Sheriff’s Office, SIU met with all  law enforcement agencies, county‐wide, to provide training targeted at improving  the quality of prints submitted by agencies when they book arrested persons.   Improving the quality of prints obtained during the booking process has the direct  and immediate effect of reducing the amount of time required for a Livescan  operator to book a person.  Additionally, SIU created and distributed quality control posters for use at Livescan  booking stations.  The posters included several images of Livescan prints that  illustrate good quality prints, contrasted with prints of lesser quality. The intent of  the posters is to elevate visually the importance of quality control as well as to  provide clear examples for Livescan operators to follow.  The posters have been  distributed for posting at or near the booking stations and Livescan stations at all law  enforcement agencies and each of the County Jail facility Livescan stations.  Before          After    70      8 Santa Clara County Cal ID Program 2013 Annual Report Improved AFIS Quality Control  After completing on‐site training with each law enforcement agency, SIU was able to  change the criteria settings at all Livescan stations to contemporaneously prompt an  officer during the Livescan portion of the booking process to correct a print capture  which was poorly “rolled” or taken out of sequence.   The ultimate goals of improving the Livescan print collection process are to increase  the accuracy of stored 10‐print IDs, thereby improving the quality of top 10 candidate  returns for the un‐solved latent database.  Increased Search Criteria  AFIS internal selection and matching criteria was increased from four fingerprints to  the best of six in order to increase the accuracy of matching an arrestee at time of  booking to an existing fingerprint record.    71      9 Santa Clara County Cal ID Program 2013 Annual Report Purged Out Of Statute Unsolved Cases For Improved Efficiency  SIU reduced the database of unsolved latent fingerprints after consulting with lead  detectives at all agencies to eliminate cases that have fallen outside the statute of  limitations.  The database was reduced by nearly one‐half from approximately 48,082  prints to 23,329 prints.  This reduction has greatly improved the overall performance  of the system, reducing search time and presenting a better top 10 candidate list.       72      10 Santa Clara County Cal ID Program 2013 Annual Report Evidence Submission Standardization  A universal latent evidence envelope was created and provided to all contributing  law enforcement agencies for the purpose of maintaining consistency and chain of  custody until the case is adjudicated or returned to the contributing agency for  disposition.    73      11 Santa Clara County Cal ID Program 2013 Annual Report   74      12 Santa Clara County Cal ID Program 2013 Annual Report Sample of 240 Cases Identified  By Crime Type – 7/1/2013 through 12/31/2013    Agency Identifications  Following is a description of several notable identifications completed by SIU  during the later months of calendar year 2013:   Sunnyvale Department of Public Safety (SVDPS): Homicide; 1987 Cold Case  – Subject identified from a resubmitted latent print taken from the victim’s  wallet; Robbery – Subject identified; Car jack/kidnap – identified suspect’s  fingerprints on victim’s vehicle.   Los Gatos Police Department (LGPD / MS) / Monte Sereno: Homicide (Monte  Sereno) fifth suspect identified; one subject identified in the commercial  burglary of a pharmacy.  75      13 Santa Clara County Cal ID Program 2013 Annual Report  Milpitas Police Department (MPD): Robbery / Kidnapping – Two individuals  identified.   Santa Clara Police Department (SCPD): Robbery ‐ Wells Fargo Bank: Two  separate robberies ‐identifications on both cases.   Gilroy Police Department (GPD): Commercial Burglary ‐ Verizon store; Two  offenders for one residential burglary; Two offenders for two separate stolen  autos.   Mountain View Police Department (MVPD): “Magic 8‐ball” cases; firearms  case subjects provided and one identified.   Palo Alto Police Department (PAPD): Commercial Burglary ‐ One subject  identified in the burglary of Compass Realty (laundromat).   Campbell Police Department (CPD): Residential Burglary ‐ A residential  burglary was linked to a well‐known suspect in previous burglaries.   Foothill De Anza Police (FHDA): Residential Burglary ‐ One subject  identified on coin box tied to the crime on campus.   Sheriff’s Marijuana Eradication Team (MET): Total Identifications for year  2013: Fifteen people identified in eleven separate cases.   Sheriff’s Office (SCCSO): Nine Residential Burglary cases linked to a single  individual.   Morgan Hill Police Department (MHPD): One identified in the burglary of  Central High School; One identified on a forgery case.   RATTF: Total identifications for fiscal year 2013: Twenty‐nine individuals.   San Jose State University Police Department (SJSUPD): Stolen Vehicles–  Three suspects identified.     76      14 Santa Clara County Cal ID Program 2013 Annual Report Cases Automated Hit and Reverse Hit Activity ‐ 7/1/13 through 12/31/13    San Jose CIU 2012 Year‐End Stats    77      15 Santa Clara County Cal ID Program 2013 Annual Report Sheriff’s Identification Unit FQS/ISO 17020 Accreditation  SIU has made significant progress toward achieving FQS/ISO 172020 Accreditation.  The controlling documents are being completed or are in draft/review process for the  following:   Latent print Analysis SOP’s   Ten‐Print Analysis SOP’s   Quality Control Manual   o AFIS “lights‐out” ten‐print and latent print QC   Latent print and ten‐Print training manual  o Individual lectures, exercises and test  FQS is a member of the ANSI‐ASQ National Accreditation Board family of brands  (ANSI‐ASQ National Accreditation Board, http://fqsforensics.org). FQS provides  accreditation for ISO/IEC 17025 forensic test laboratories and ISO/IEC 17020 forensic  inspection agencies.    FQS launched its ISO/IEC17020 program for police forensic units in 2011. Previously,  accrediting bodies in the United States accredited crime scene units to ISO/IEC 17025,  the international standard for analytical testing laboratories. ISO/IEC 17020 is more  appropriate for the forensic work performed by crime scene investigation units.  Accreditation is based on assessment of technical qualifications and competence for  conducting specific activities within the scope of ISO/IEC 17020 and any relevant  field‐specific standards.  A certificate of accreditation is issued only when any nonconformities are resolved,  assuring customers that youʹre truly in compliance.  78      16 Santa Clara County Cal ID Program 2013 Annual Report Mobile ID  In the spring of 2013, all Mobile ID devices were updated to accommodate the new,  more stringent Department Of Justice (DOJ) advanced authentication requirements.  After the change was implemented, it required nearly every mobile ID user to have  their credentials updated. Since taking on the program on July 1, 2013, the Sheriff’s  Office has updated 489 Mobile ID accounts in order to allow officers to once again  use Mobile ID devices. Approximately 736 existing Mobile ID accounts remain to be  updated.  In FY 2014, we will be working to upgrade the current Mobile ID infrastructure to a  more streamlined architecture within a virtual machine environment and will  commence an outreach phase to connect with County agencies. The objective will be  to gain a better understanding of their mobile ID needs in light of the rapidly  changing landscape of technology.    79 Cal ID Program FY 2015 PROPOSED BUDGET Cal ID CC 3960 Cost per FTE FTE FY15 Budget EXPENSE Salaries and Benefits Fingerprint Identification Director 161,237$ 1.0 161,237$ Info Svcs Mgr I/Info Svcs Analyst II/I 149,518$ 1.0 149,518$ LEC/Law Enf Rec Tech 107,298$ 1.0 107,298$ Latent FP Examiner III/II/I 146,513$ 3.0 439,539$ Latent FP Examiner II/I 137,913$ 8.0 1,103,304$ Swing Shift Differential 22,048$ Midnight Shift Differential 27,456$ Holiday Overtime 76,056$ 14.0 2,086,456$ Services and Supplies FY15 Budget AFIS Maintenance Morphotrak 255,041$ FORAY Crime lab 7,725$ AFIS 21 Maintenance NEC 9,866$ Copier rental, supplies, maint 750$ Supplies Copier 750$ AMFAX Maintenance 850$ Data/phone lines 4,100$ Supplies/film 14,000$ Training 25,000$ Mileage 850$ Professional Dues/Certification 2,100$ SO Overhead at 11%215,699$ 536,731$ 2,623,187$ REVENUE FY15 Budget AB 109 1,279,143$ Charges to Cities and Agencies 1,061,594$ Fund Balance - 1x Rebate 500,000$ Fund Balance - Reserve 540,168$ 3,380,905$ SB 720 Expense FY15 Budget Mugshot Maintenance Dataworks 218,711$ Maintenance of Remote Livescans Morphotrak 152,922$ Mobile ID Maintenance Mobizent 41,021$ DNA Livescan Safran 16,470$ Sprint broadband -$ 429,124$ Revenue $1 vehicle registration fee - SB720 Proj. Fund balance on 7/1/14:2,169,067$ FY15 Expenses (429,124)$ Diffrerence:1,739,943$ 80 Santa Clara County Cal ID ProgramPROPOSED ALLOCATION2/10/2014FY 2014/2015 Cal ID Operating Budget:$2,623,18712345Col 3- Col 5 = 6 78Cal ID OnetimeFY15FY14 FY14 Cost ifRebate 10 PrintsTotal Agy TotalAgy Total function $250,000Costwith Rebatew/Rebate remained at SJPDCharges to Cities/SheriffCampbell37,073$ 2.83%40,969$ 3.12% 78,042$ 7,809$ 3.12%33,160$ 11,313$ 63,519$ Gilroy50,967$ 3.89%108,458$ 8.27% 159,425$ 20,673$ 8.27%87,785$ 32,054$ 132,140$ Los Altos6,101$ 0.47%28,818$ 2.20% 34,919$ 5,493$ 2.20%23,325$ 6,159$ 25,788$ Los Gatos12,894$ 0.98%42,694$ 3.26% 55,587$ 8,138$ 3.26%34,556$ 12,118$ 38,082$ Milpitas37,790$ 2.88%65,847$ 5.02% 103,636$ 12,551$ 5.02%53,296$ 16,316$ 78,088$ Monte Sereno783$ 0.06%-$ 0.00%783$ -$ 0.00%-$ -$ 834$ Morgan Hill30,047$ 2.29%30,542$ 2.33% 60,589$ 5,822$ 2.33%24,721$ 4,198$ 44,297$ Mountain View62,094$ 4.73%80,050$ 6.10% 142,144$ 15,258$ 6.10%64,792$ 20,540$ 115,196$ Palo Alto34,164$ 2.60%64,369$ 4.91% 98,533$ 12,269$ 4.91%52,099$ 18,252$ 89,893$ SJPD413,636$ 31.54%-$ 0.00% 413,636$ -$ 0.00%-$ -$ 1,217,456$ Santa Clara88,540$ 6.75%71,265$ 5.43% 159,805$ 13,584$ 5.43%57,682$ 19,308$ 152,771$ Sunnyvale64,636$ 4.93%328,904$ 25.08% 393,540$ 62,692$ 25.08%266,212$ 80,977$ 248,479$ Cupertino6,576$ 0.50%-$ 6,576$ -$ 0.00%-$ -$ 8,132$ Los Altos Hills250$ 0.02%-$ 250$ -$ 0.00%-$ -$ 329$ Saratoga2,942$ 0.22%-$ 2,942$ -$ 0.00%-$ -$ 3,327$ Unincorp Sheriff's Office* 273,854$ 20.88%347,295$ 26.48% 621,149$ 66,197$ 26.48%281,098$ 427$ 300,169$ Subtotal: 1,122,345$ 85.57%1,209,211$ 92.19% 2,331,557$ 230,485$ 92.19%978,726$ 2,518,500$ Charges to CountySC Co Other37,284$ 2.82%70,280$ 5.36% 107,563$ 13,396$ 5.36%56,884$ Charges to SB 720:Stanford4,534$ 0.35%-$ 0.00% 4,534$ -$ 0.00%-$ SC Co Task Forces4,251$ 0.32%5,008$ 0.38% 9,259$ 955$ 0.38%4,054$ Mugshot Maintenance218,711$ Federal bookings6,526$ 0.50%3,777$ 0.29% 10,303$ 720$ 0.29%3,057$ Maint - Remote Livescans152,922$ State bookings103,876$ 7.92%1,642$ 0.13% 105,518$ 313$ 0.13%1,329$ Mobile ID Maintenance41,021$ SJSU bookings12,535$ 0.96%20,936$ 1.60% 33,472$ 3,991$ 1.60%16,946$ DNA Livescan16,470$ Community Colleges1,375$ 0.10%739$ 0.06% 2,114$ 141$ 0.06%598$ 429,124$ Misc Agencies18,870$ 1.44%-$ 0.00% 18,870$ -$ 0.00%-$ Subtotal: 189,251$ 14.41%102,382$ 7.81% 291,632$ 19,515$ 7.81%82,867$ Total: 1,311,597$ 100%1,311,594$ 100% 2,623,189$ 250,000$ 100.00%1,061,594$ * Latents: Cal ID transferred to SO on 7/1/2013. Percentage of latents is annualized for CY 2013. Includes C'tino, S'toga, and LAHTotal Operating Cost: $3,052,31110 PrintsLatentsCal ID Onetime$1,311,594$1,311,594Rebate based on50%50% Latent %County Contribution $250,00081 Cal ID Program FY 2014 Budget and Actuals FY 2014 Budget FY 2014 Actuals (Proj.) Salaries and Benefits Salaries/Benefits/Differentials 1,737,475$ 835,626$ Overtime 76,056$ 34,083$ Subtotal Salaries/Benefits:1,813,531$ 869,709$ Overhead 185,677$ 91,919$ Services and Supplies Supplies/Materials 17,854$ 4,000$ Communication 4,100$ 2,000$ Training 25,000$ 1,000$ Mileage Reimbursement 850$ -$ Dues/Subscriptions 2,100$ 200$ Computer Data Processing 214,012$ 264,692$ Professional/Consulting Svcs 12,065$ 1,500$ Subtotal Services/Supplies:275,981$ 273,392$ Total Cal ID Program:2,275,189$ 1,235,020$ Surplus/(Deficit):1,040,168$ 82 Santa Clara County SB 720 Trust Fund Vehicle Code Section 9250.19 Fiscal Year 2014 Spending Plan Approved by RAN Board 03/04/2013 FY 2014 Budget Projected Actuals Revenue Encumbered/Reserved from Prior FY 1,085,692$ 1,085,692$ Revenue Receipts 1,500,000$ 1,500,000$ Total Revenue 2,585,692$ 2,585,692$ Expenses Mugshot System - Ongoing Maintenance (182,621)$ (212,341)$ Livescan - Ongoing Maintenance (250,693)$ (148,468)$ DNA Livescan - Ongoing Maintenance (15,264)$ (15,990)$ Mobile ID Maintenance (32,000)$ (39,826)$ Sprint Broadband (33,294)$ -$ Administrative Support -$ Duplicate PFN Records Correction -$ Fingerprint Director (25%)-$ 10 Print/Booking Cost Offset -$ Total Expenditures (513,872)$ (416,625)$ Balance Reserved / Encumbered 2,071,820$ 2,169,067$ *Note: Unspent balance reserved / encumbered for future system upgrades pursuant to 5-Year Technology plan. 83      21 Santa Clara County Cal ID Program 2013 Annual Report 10‐Print Data – 3 Year Averages    84      22 Santa Clara County Cal ID Program 2013 Annual Report Latent Prints – 3 Year Averages      85      23 Santa Clara County Cal ID Program 2013 Annual Report Technology Project Plan      86      24 Santa Clara County Cal ID Program 2013 Annual Report Contact Information  Rich Reneau,   Fingerprint Identification Director  rich.reneau@sheriff.sccogov.org  408‐808‐4705    Nuno Ribeiro  Captain, Sheriff’s Identification Unit  nuno.ribeiro@sheriff.sccgov.org  408‐808‐4610    Juan Gallardo  Director, Sheriff’s Information Services  juan.gallardo@sheriff.sccgov.org  408‐808‐4650    87      25 Santa Clara County Cal ID Program 2013 Annual Report Attachments    88      26 Santa Clara County Cal ID Program 2013 Annual Report CIU Reports (provided by SJPD CIU)  Historical SJPD CIU Cal ID Program Statistics    89      27 Santa Clara County Cal ID Program 2013 Annual Report   90      28 Santa Clara County Cal ID Program 2013 Annual Report   91 S ADMINISTRATIVE SERVICES DEPARTMENT CITY HALL 10 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3227 www.cupertino.org CITY COUNCIL STAFF REPORT  Meeting: March 18, 2014    Subject  Authorize the addition of a new position category and change the title of two positions  in the salary schedule for Unrepresented Employees’ Compensation Program    Recommended Action  Amend the Unrepresented Employees’ Compensation Program and salary  schedule.    Description  The City has identified modifications needed to the Unrepresented Employees’  Compensation Program and salary schedule which sets forth all positions  established for that group.    Discussion  Periodically, staffing levels within the organization are reviewed to ensure  resources are in place for desired service levels, identify areas of service  enhancement and accommodate staffing requirements in conjunction with new  programs or reorganizations. Staff performed a review of the functions in the City  Manager’s Office and recommends a new classification, Assistant City Manager‐ Community Development and Strategic Planning.  No new full time permanent  positions are being requested.    Finance and Human Resources Director Study  In the past the Finance and Human Resources Director positions had been classified as  Finance and Human Resources Managers.  In 2004 the classifications were changed to  Director, this was a title change only, with no changes to the salary schedule.  Most  recently, in conjunction with the recruitment process for the Finance Director position,  the City studied various classifications at surrounding agencies.  The results of the  study were that at most comparison agencies a Director classification was reserved for a  92 Department Head level position.  Staff charged with supervision and operations of a  division of a department were classified as Division Managers.      Staff recommends changing the classification titles of both the Finance and Human  Resources Director positions to Finance Manager and Human Resources Manager.   Neither of the current Director positions is filled with a permanent employee.  This  change will better reflect the duties and responsibilities of these positions as division  managers and not department heads.    Assistant City Manager  Recent changes to the City’s workload, driven by increased work in the area of long  range development activity and strategic planning have prompted the City Manager’s  Department to review the need for an Assistant City Manager position.  This new  classification would serve as the Director of Planning and Community Development in  addition to being assigned inter‐departmental strategic planning and other assigned  divisions and programs.  Identifying a single senior executive responsible for overseeing  and coordinating these projects will ensure that they achieve organizational expectations  of quality, consistency and public participation.      The reclassification of the Director of Community Development to Assistant City  Manager‐Community Development and Strategic Planning will allow the utilization of an  existing position with the necessary experience to coordinate these key projects consistent  with organizational goals and without an increase in personnel. The reclassification in  November 2014, of the City Planner position to Assistant Director of Community  Development in charge of Current Planning and Code Enforcement functions allows the  Director of Community Development to assume these new duties.     The City reviewed several Assistant City Manager classifications throughout Santa  Clara County and found the City of Morgan Hill’s description to be most relevant in  summarizing the duties of this new the position:     “Under general administrative direction of the City Manager, the Assistant City  Manager plans, directs, manages, and oversees the activities and operations of the  Community Development Department including Development Services, Housing,  Strategic Planning and Economic Development.  Provides policy guidance and  coordinates the activities of assigned divisions, programs and services. “     A salary survey was conduct to develop the salary range for this new classification  based on the methodology that is consistent with that used in the employee  93 compensation survey done this year in preparation for the current Memorandums of  Understanding (MOUs).    Fiscal Impact  There will be no additional costs associated with the change of the classification titles of  the Finance Director and the Human Resources Director.  The City Manager’s budget  will be able to absorb the projected additional costs associated with the new Assistant  City Manager classification of $13,000 for fiscal year 2013‐14 within budgeted  appropriations and no budget adjustment is requested.  Annual costs related to this new  classification are estimated at $40,000 for fiscal year 2014‐15.    Prepared by: Kristina Alfaro, Interim Director of Administrative Services  Approved for Submission by: David Brandt, City Manager  Attachments:  A‐Resolution Amending the Unrepresented Employee Compensation Program  B‐ Redline Amending the Unrepresented Employee Compensation Program  C‐Assistant City Manager Job Description    94 Attachment A RESOLUTION NO. 14- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO AMENDING THE UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM WHEREAS, the City Council desires to amend the Unrepresented Employees’ Compensation Program; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cupertino hereby approves the aforementioned amendment to the Unrepresented Employees’ Compensation Program referenced in the attached Attachment B. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 18th day of March 2014, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: ___ Grace Schmidt, City Clerk Gilbert Wong, Mayor, City of Cupertino C:\Documents and Settings\Davis-T\Desktop\Reso-City Mgr Contract Amendment.docx 95 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 1 PROGRAM PURPOSE AND DEFINITIONS FOR ELIGIBILITY It is City of Cupertino policy that those certain persons holding positions hereinafter defined and designated either as management or confidential positions shall be eligible for participation under the Unrepresented Employees Compensation Program as hereby adopted by action of the City Council and as same may be amended or as otherwise modified from time to time. It is the stated purpose of this Compensation Program to give recognition to and to differentiate those eligible employees from represented employees who achieve economic gain and other conditions of employment through negotiation. It is the intent that through this policy and those which are adopted or as may be modified or rescinded from time to time such recognition may be given. Eligibility for inclusion with this Compensation program is limited to persons holding positions as management or confidential employees as defined under section 2.52.290 of the Cupertino Municipal Code. These are as designated by the Appointing Authority and may be modified as circumstances warrant. Although subject to change in accordance with provision of the Personnel Code, the positions in the following classifications have been designated as unrepresented. MANAGEMENT AND CONFIDENTIAL CLASSIFICATIONS: Classification Title Accountant Director of Public Works Accounting Technician Environmental Programs Manager Administrative Assistant Executive Assistant to the City Manager Assistant City Attorney Assistant City Manager Assistant Director of Community Development Assistant Director of Public Works Finance Director Manager GIS Coordinator Human Resources Assistant Human Resources Analyst I Assistant to the City Manager Human Resources Analyst II Building Official Human Resources Director Capital Improvement Program Manager Human Resources Technician I City Clerk Human Resources Technician II City Planner Information Technology Assistant Community Relations Coordinator Information Technology Manager Deputy City Attorney Human Resources Manager Deputy City Clerk Director of Administrative Services 1 96 Director of Community Development Director of Parks and Recreation MANAGEMENT AND CONFIDENTIAL CLASSIFICATIONS (Continued) Legal Services Manager Management Analyst Network Specialist Park Restoration and Improvement Manager Public Affairs Director Public Works Projects Manager Public Works Supervisor Recreation Supervisor Economic Development Manager Senior Civil Engineer Senior Recreation Supervisor Senior Management Analyst Service Center Superintendent Sustainability Manager Web Specialist In the event of any inconsistency between the Compensation Program and any Employment Contracts, the provisions of the Employment Contract and any amendments thereto control. Adopted by Action of the City Council, April 1, 1974 Revised 10/74, 3/78, 6/81, 6/82, 7/85, 7/87, 1/89, 7/90, 4/91, 5/91, 7/92, 6/95, 6/96, 7/99, 6/02, 7/04, 6/05, 04/07, 7/10, 10/12, 12/12, 7/13,11/13,12/13,3/14 2 97 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 2 SALARY SCHEDULE AND OTHER SALARY RATES It is City of Cupertino policy that eligible persons under this Compensation Program shall be compensated for services rendered to and on behalf of the City on the basis of equitably of pay for duties and responsibilities assigned, meritorious service and comparability with similar work in other public and private employment in the same labor market; all of which is contingent upon the City’s ability to pay consistent with its fiscal policies. Effective the first full pay period in July 2013, a 1.5% salary increase will be added to the salary ranges of classifications in this group. Effective the first full pay period in July 2014, a 1.5% salary increase will be added to the salary ranges of classifications in this group. Effective the first full pay period in July 2015, a 1.25% salary increase will be added to the salary ranges of classification in this group. See Attachment A for a list of paygrades. In addition, equity adjustments as identified in the City’s 2013 total compensation survey shall occur over the next three years. Effective the first pay period in July 2013, a .46% equity adjustment will be added to the salary ranges of classifications as noted in Attachment A. Effective the first pay period in July, 2014, a .97% equity adjustment will be added to the salary ranges of classifications as noted in Attachment A. Effective the first pay period in July, 2015, a 1.21% equity adjustment will be added to the salary ranges of classifications as noted in Attachment A. Adopted by Action of the City Council April 1, 1974 Revised 8/78, 7/79, 6/80, 7/92, 6/95, 10/12, 7/13 3 98 City of Cupertino UNREPRESENTED EMPLOYEES’COMPENSATION PROGRAM Policy No. 3 TRAINING AND CONFERENCES I. POLICY A. Management Personnel It is City of Cupertino policy that eligible persons under this Compensation Program shall be reimbursed or receive advances in accordance with the schedules, terms and conditions as set forth herein for attendance at conferences, meetings and training sessions as defined below for each. It is the intent of this policy to encourage the continuing education and awareness of said persons in the technical improvements and innovations in their fields of endeavor as they apply to the City or to implement a City approved strategy for attracting and retaining businesses in the City. One means of implementing this encouragement is through a formal reimbursement and advance schedule for authorized attendance at such conferences, meetings and training sessions. B. Non-Management Personnel When authorized by their supervisor, a non-management person may attend a conference, meeting or training session subject to the stated terms and conditions included herein for each with payment toward or reimbursement of certain expenses incurred as defined below for each. II DEFINITIONS A. Conferences A conference is an annual meeting of a work related organization the membership of which may be held in the name of the City or the individual. B. Local Area The local area is defined to be within Santa Clara and San Mateo Counties and within a 40- mile distance from Cupertino when traveling to Alameda County. C. Meetings 4 99 A “meeting” shall mean a convention, conference, seminar, workshop, meal, or like assembly having to do with municipal government operations. An employee serving on a panel for interviews of job applicants shall not come under this definition. D. Training Session A training session is any type of seminar or workshop the attendance at which is for the purpose of obtaining information of a work related nature to benefit the City’s operations or to enhance the attendee’s capabilities in the discharge of assigned duties and responsibilities. III REIMBURSEMENT AND ADVANCE PAYMENT SCHEDULE A. Intent This schedule is written with the intent that the employee will make every effort to find the lowest possible cost to the City for traveling on City business. For example, if paying for parking at the airport is less expensive that paying for a taxi or airport shuttle, then the employee should drive their car and park at the airport; or if renting a car is lower than taking taxis at the out-of-town location, then a car should be rented; or air reservations should be booked in advance to obtain discounted fares. The following procedures apply whether the expense is being paid through a reimbursement or a direct advance. B. Registration Registration fees for authorized attendance at a meeting or training session will be paid by the City. C. Transportation The City will pay transportation costs on the basis of the lowest cost intent stated in paragraph A. Eligible transportation costs include airfare (with coach fare being the maximum), van or taxi service to and from the attendee’s home and airport, destination or airport parking charges, taxi and shuttle services at the out-of-town location, trains, tolls, or rental cars. Use of a personal automobile for City business shall be reimbursed or advanced at the rate per mile in effect for such use, except in no case shall it exceed air coach fare if the vehicle is being used for getting to the destination. Government or group rates offered by a provider of transportation must be used when available. Reimbursement or advances for use of a personal automobile on City business within a local area will not be made so as to supplement that already being paid to those persons receiving a monthly mileage allowance. D. Lodging 5 100 Hotel or lodging expenses of the employee resulting from the authorized event or activity defined in this policy will be reimbursed or advanced if the lodging and event occurs outside of the local area. Not covered will be lodging expenses related to person(s) who are accompanying the City member, but who themselves are not on City business. In this instance, for example, the difference between single and multiple occupancy rates for a room will not be reimbursed. Where the lodging is in connection with a conference or other organized educational activity, City-paid lodging costs shall not exceed the maximum group rate published by the conference or activity sponsor, providing that lodging at the group rate is available at the time of booking. If the group rate at the conference hotel is not available, then the non- conference lodging policy described in the next paragraph should be followed to find another comparable hotel. Where lodging is necessary for an activity that is not related to a conference or other organized educational activity, reimbursement or advances shall be limited to the actual cost of the room at a group or government rate. In the event that a group or government rate is not available, lodging rates that do not exceed the median price for lodging for that area and time period listed on travel websites like www.hotels.com, www.expedia.com or an equivalent service shall be eligible for reimbursement or advancement. E. Meals 1. With No Conference Payments toward or reimbursement of meals related to authorized activities or events shall be at the Internal Revenue Service per diem rate for meals and incidental expenses for a given location, as stated by IRS publications 463 and 1542 and by the U.S. General Services Administration. The per diem shall be split among meals as reasonably desired and reduced accordingly for less than full travel days. If per diem is claimed, no receipts are necessary. Alternatively, the actual cost of a meal can be claimed, within a standard of reasonableness, but receipts must be kept and submitted for the expense incurred. 2. As Part of a Conference When City personnel are attending a conference or other organized educational activity, they shall be reimbursed or advanced for meals not provided by the activity, on a per diem or actual cost basis. The per diem and actual cost rate shall follow the rules described in the meals with no conference paragraph. F. Other Expenses Payments toward or reimbursement of expenses at such functions shall be limited to the actual costs consistent with the application of reasonable standards. 6 101 Other reasonable expenses related to business purposes shall be paid consistent with this policy. No payments shall be made unless, where available, receipts are kept and submitted for all expenses incurred. When receipts are not available, qualifying expenditures shall be reimbursed upon signing of an affidavit of expenditure. No payment shall be made for any expenses incurred which are of a personal nature or not within a standard of reasonableness for the situation as may be defined by the Finance Department. G. Non-Reimbursable Expenses The City will not reimburse or advance payment toward expenses including, but not limited to: 1. The personal portion of any trip; 2. Political or charitable contributions or events; 3. Family expenses, including those of a partner when accompanying the employee on City-related business, as well as child or pet-related expenses; 4. Entertainment expenses, including theatre, shows, movies, sporting events, golf, spa treatments, etc. 5. Gifts of any kind for any purpose; 6. Service club meals; of those besides economic development staff; 7. Alcoholic beverages; 8. Non-mileage personal automobile expenses including repairs, insurance, gasoline, traffic citations; and 9. Personal losses incurred while on City business. IV ATTENDANCE AUTHORIZATION A. Budgetary Limitations Notwithstanding any attendance authorization contained herein, reimbursement or advances for expenses relative to conferences, meeting or training sessions shall not exceed the budgetary limitations. 7 102 B. Conference Attendance Attendance at conferences or seminars by employees must be approved by their supervisor. C. Meetings Any employee, management or non-management, may attend a meeting when authorized by their supervisor. D. Training Sessions Any employee, management or non-management, may attend a training session when authorized by their supervisor. V. FUNDING A. Appropriation Policy It shall be the policy of the City to appropriate funds subject to availability of resources. B. Training Sessions Payments toward or reimbursement of expenses incurred in attendance at training sessions, will be appropriated annually through the budget process. VI. DIRECT CASH ADVANCE POLICY From time to time, it may be necessary for a City employee to request a direct cash advance to cover anticipated expenses while traveling or doing business on the City’s behalf. Such request for an advance should be submitted to their supervisor no less than seven days prior to the need for the advance with the following information: 1) Purpose of the expenditure; 2) The anticipated amount of the expenditure (for example, hotel rates, meal costs, and transportation expenses); and 3) The dates of the expenditure. An accounting of expenses and return of any unused advance must be reported to the City within 30 calendar days of the employee’s return on the expense report described in Section VII. VII. EXPENSE REPORT REQUIREMENTS All expense reimbursement requests or final accounting of advances received must be approved by their supervisor, on forms determined by the Finance Department, within 30 calendar days of an expense incurred, and accompanied by a business purpose for all expenditures and a receipt for each non- per diem item. 8 103 Revised 7/83, 7/85, 7/87, 7/88, 7/91, 7/92, 12/07,7/10 9 104 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 4 AUTOMOBILE ALLOWANCES AND MILEAGE REIMBURSEMENTS It is City of Cupertino policy that eligible persons under this Compensation Program shall be compensated fairly for the use of personal automotive vehicles on City business. In many instances the use of personal vehicles is a condition of employment due to the absence of sufficient City owned vehicles for general transportation purposes. It is not intended, however, that such a condition of employment should work an undue hardship. For this reason, the following policies shall apply for mileage reimbursements. Those persons who occasionally are required to use their personal automobiles for City business shall be reimbursed for such use at an appropriate rate established by the City Council. Submission of reimbursement requests must be approved by the Department Head. Employees in the following classifications shall be paid on a monthly basis the following automobile allowance: Classification Allowance Director of Administrative Services 300.00 Director of Community Development 300.00 Assistant City Manager 300.00 Director of Parks and Recreation 300.00 Director of Public Works 300.00 City Clerk 250.00 Public Affairs Director 250.00 Senior Civil Engineer 250.00 Recreation Supervisor 200.00 Employees receiving automobile allowance shall be eligible for reimbursement for travel that exceeds two hundred miles round trip. Adopted by Action of the City Council April 1, 1974 Revised 7/74, 5/79, 6/80, 7/81, 8/84, 7/87, 1/89, 7/90, 7/92, 6/96, 8/99, 6/00, 9/01, 1/02, 6/02, 10/07, 7/10, 7/11, 10/12, 12/12, 7/13 10 105 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 5 ASSOCIATION MEMBERSHIPS AND PROFESSIONAL PUBLICATIONS It is City of Cupertino policy that eligible persons under this Compensation Program shall be entitled to City sponsored association memberships as well as receiving subscriptions to professional and technical publications. Such sponsorship, however, shall be conditioned upon the several factors as set forth below. Each association for which membership is claimed must be directly related to the field of endeavor of the person to be benefited. Each claim for City sponsored membership shall be submitted by or through the Department Head with their concurrence to the City Manager for approval. Subscriptions to or purchase of professional and technical publications may be provided at City expense when such have been authorized by the Department Head providing the subject matter and material generally contained therein are related to municipal governmental operations. Adopted by Action of the City Council April 1, 1974 Revised 7/92 11 106 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 6 OVERTIME WORKED EXEMPT POSITIONS: Management and non-represented professional employees are ineligible for overtime payments for time worked in excess of what otherwise would be considered as a normal work day or work week for other employees. However, no deduction from leave balances are made when such an employee is absent for less than a regular work day as long as the employee has his/her supervisor’s approval. Nothing in this policy precludes the alternative work schedule, which may include an absence of a full eight hour day, when forty hours have been worked in the same seven day work period. NON-EXEMPT POSITIONS: Confidential employees are eligible for overtime or compensation time, at their discretion, for the time worked in excess of 40 hours per week. Nothing in this policy precludes the alternative work schedule, which may include an absence of a full eight hour day, where forty hours have been worked in the same seven day period. Adopted by Action of the City Council April 1, 1974 Revised 6/80, 7/91, 7/92, 6/96, 7/97, 4/07, 7/13 12 107 City of Cupertino UNREPRESENTED EMPLOYEES’COMPENSATION PROGRAM Policy No. 7 HEALTH BENEFITS PLAN - EMPLOYER CONTRIBUTION It is the policy of the City of Cupertino to provide group hospital and medical insurance under which employees in Management and Confidential positions and their dependents may be covered. The purpose of this program is to promote and preserve the health of employees and their families through comprehensive health plans available only through employer sponsorship. Although the premium cost for the insurance provided remains the ultimate responsibility of the employee in these positions, the City shall contribute the amounts listed below towards the premium or pay the full cost of the premium if less than the stated amounts. If the premium amounts for any employee covered by this policy are less than the amounts listed below per month, the difference between the premium amount and the stated amounts will be included in the employee’s gross pay. The City will no longer pay medical insurance cash back (excess of the monthly premium less the cost of the medical coverage) for new employees hired after July 1, 2005. Medical Insurance Coverage Level City Contribution Employee 702.00 Employee + 1 762.00 Employee +2 802.00 Effective 11/1/13 or as soon as administratively possible, the City will establish a Health Reimbursement Account (HRA) to be used towards health related expenses. Upon establishment, the City will deposit an amount equal to $83.00/month from 7/1/13 to plan enactment. Thereafter, employees will receive $83.00 /month in their HRA. Effective with the first full pay period in July 2014, employees will receive an additional $80.00/month in HRA to be used towards health related expenses. During the 13/14 contract year, the City will be reopening negotiations to discuss elimination of the CalPERS 100/90 retirement plan and replacement of said plan. Adopted by Action of the City Council September 16, 1974 Revised 7/75, 7/76, 7/77, 8/78, 7/79, 6/80, 6/81, 7/81, 6/82, 7/83, 7/84, 13 108 7/88, 7/89, 7/90, 7/91, 7/92, 6/95, 7/97, 7/99, 6/00, 6/02, 7/04, 6/05, 4/07,12/12, 7/13 14 109 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 8 FIXED HOLIDAYS It is the policy of the City of Cupertino to recognize days of historical and national significance as holidays of the City without loss of pay or benefits. Recognizing the desirable times throughout the year, it is the policy of the City of Cupertino to provide days off in lieu of holidays for management and confidential employees at such times as are convenient for each employee and supervisor, when such policy is compatible with the workload and schedule of the City. The City provides the following fixed paid holidays for eligible employees covered by this agreement: 1. New Year’s Day 2. Martin Luther King Day 3. Presidents’ Day 4. Memorial Day 5. Independence day 6. Labor Day 7. Veteran’s Day 8. Thanksgiving Day 9. Day Following Thanksgiving 10. Christmas Eve 11. Christmas Day 12. New Year’s Eve When a holiday falls on a Sunday, the following Monday shall be observed as the non-work day. When a holiday falls on a Saturday, the previous Friday shall be observed as the non- work day. FLOATING HOLIDAY In addition to the paid holidays, employees occupying these positions shall be provided 20 floating hours per calendar year as non-work time with full pay and benefits. Employees may accumulate floating holiday hours up to two times their annual accrual. Adopted by Action of the City Council July 7, 1975 Revised 6/80, 6/89, 7/92, 7/99, 7/13 15 110 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 9 LIFE AND LONG TERM DISABILITY INSURANCE It is the policy of the City of Cupertino to make available group insurance for Management and Confidential employees that will mitigate the personal and family financial hardships resulting from continuing disability that prevents an employee from performing gainfully in his or her occupation. It is further the policy of the City of Cupertino to provide life insurance benefits in an amount of two and one half times the employee’s annual salary to a maximum of $250,000.00. Employees occupying unrepresented positions may enroll in the disability income program and the life insurance program offered if eligible under the contract provisions of the policy and the personnel rules of the City. The full cost of premiums for these programs shall be paid by the City for such employees. Adopted by Action of the City Council September 16, 1976 Revised 7/76, 6/80, 6/81, 6/82, 6/92 16 111 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 10 DEFERRED COMPENSATION It is the policy of the City of Cupertino to provide equitable current compensation and reasonable retirement security for management and confidential employees for services performed for the City. The City participates in the California Public Employees’ Retirement System (PERS) and deferred compensation plans have been established. Both the employee and employer may make contributions from current earnings to these plans. The purpose of this policy is to promote means by which compensation may be provided in such manner and form to best meet the requirements of the City and the needs of individual employees, thereby increasing the ability, to attract and retain competent management and confidential employees. The City shall maintain and administer means by which employees in these positions may defer portions of their current earnings for future utilization. Usage of such plans shall be subject to such agreements, rules and procedures as are necessary to properly administer each plan. Employee contributions to such plans may be made in such amounts as felt proper and necessary to the employee. Employer contributions shall be as determined by the City Council. Adopted by Action of the City Council July 7, 1975 Revised 6/80, 7/87, 7/92, 7/99 17 112 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 11 PUBLIC EMPLOYEES’ RETIREMENT SYSTEM CONTRIBUTION A. Employees hired on or before December 29, 2012 Only: For employees hired on or before December 29, 2012, the City has contracted with CalPERS for a 2.7% @55 formula. Effective in the first full pay period in July 2013, the City agrees to pay the employee’s contribution rate to the California Public Employees Retirement System (CalPERS) not to exceed 4.5% of applicable salary and each employee agrees to pay 3.5% of applicable salary. Effective in the first full pay period in July 2014, the City agrees to pay the employee’s contribution rate to the California Public Employees Retirement System (CalPERS) not to exceed 3.0% of applicable salary and each employee agrees to pay 5.0% of applicable salary. Effective in the first full pay period in July 2015, the City agrees to pay the employee’s contribution rate to the California Public Employees Retirement System (CalPERS) not to exceed 1.75% of applicable salary and each employee agrees to pay 6.25% of applicable salary. The City agrees to pay the employer’s contribution rate to the Public Employees Retirement System to the extent required by law and the parties acknowledge that by January 1, 2018 the employees are required to pay 50% of the normal cost rate as determined by CalPERS. B. For Employees hired by the City of Cupertino on December 30, 2012 or December 31, 2012 or a current CalPERS employee who qualifies as a classic member under CalPERS Regulations Only: For Employees hired by the City of Cupertino on December 30, 2012 or December 31, 2012 or a current CalPERS employee who qualifies as a classic member under CalPERS Regulations only the City has contracted with CalPERS for a 2.0% @ 60 retirement formula, three year average compensation. Effective in the first full pay period in July 2013, the City agrees to pay the employee’s contribution rate to the California Public Employees Retirement System (CalPERS) not to exceed 3.5 % of applicable salary and each employee agrees to pay 3.5% of applicable salary. Effective in the first full pay period in July 2014, the City agrees to pay the employee’s contribution rate to the California Public Employees Retirement System (CalPERS) not to exceed 2.0 % of applicable salary and each employee agrees to pay 5.0% of applicable salary. 18 113 Effective in the first full pay period in July 2015, the City agrees to pay the employee’s contribution rate to the California Public Employees Retirement System (CalPERS) not to exceed .75 % of applicable salary and each employee agrees to pay 6.25% of applicable salary. The City agrees to pay the employer’s contribution rate to the Public Employees Retirement System to the extent required by law and the parties acknowledge that by January 1, 2018 the employees are required to pay 50% of the normal cost rate as determined by CalPERS. C. For new employees hired by the City of Cupertino on or after January 1, 2013 and do not qualify as Classic members Only: For new employees hired by the City of Cupertino on or after January 1, 2013 and do not qualify as classic members as defined by CalPERS, CalPERS has by statute implemented a 2% @ 62 formula, three year average and employees in this category shall pay 50% of the normal cost rate as determined by CalPERS. Adopted by Action of the City Council June, 1981 Revised 6/87, 6/89, 7/90, 7/91, 7/92, 6/03, 7/04, 4/07, 7/10, 10/12, 12/12, 7/13 19 114 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 12 DENTAL INSURANCE - EMPLOYER CONTRIBUTION It is the policy of the City of Cupertino to provide dental insurance under which employees in Management and Confidential positions and their dependents may be covered. The purpose of this program is to promote and preserve the health of employees. The premium cost for the insurance provided by the City shall not exceed $78.26 per month per employee. Enrollment in the plan or plans made available pursuant to this policy shall be in accordance with Personnel Rules of the City and the provisions of the contract for such insurance between the City and carrier or carriers. Adopted by Action of City Council July 1, 1983 Revised 7/87, 7/88, 7/89, 7/90, 7/91, 7/92, 6/95, 7/99, 4/07, 10/12 20 115 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 13 ADMINISTRATIVE LEAVE The department heads shall receive forty (40) hours of administrative leave with pay per year. Unrepresented employees exempt from the provisions of the Fair Labor Standards Act shall receive twenty-four (24) hours of administrative leave with pay per year. Employees may accumulate administrative leave hours up to their annual accrual. Employees shall be eligible to convert administrative leave hours to pay one time each calendar year. Adopted by Action of the City Council July, 1988 Revised 7/92, 7/97, 7/99, 7/10, 12/12 21 116 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 14 EMPLOYEE ASSISTANCE PROGRAM It is the policy of the City of Cupertino to provide an Employee Assistance Program for the benefit of Management and Confidential employees and their eligible dependents. The purpose of this program is to provide professional assistance and counseling concerning financial, legal, pre-retirement, and other matters of a personal nature. Adopted by Action of the City Council June 17, 1996 22 117 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 15 VACATION ACCUMULATION The department heads shall earn vacation hours under the same vacation accumulation schedule as all other employees. Credit shall be provided for previous public sector service time on a year-for-year basis as to annual vacation accumulation. Credit shall only be given for completed years of service. Public service credit shall not apply to any other supplemental benefit. Employee(s) affected by this policy will have the responsibility of providing certification as to previous public sector service. Benefited full-time employees accrue vacation in accordance with the following schedule. Benefited employees who work less than a full-time work schedule accrue vacation in accordance with the following schedule on a pro-rated basis. Service Time Hrs of Accrual Per Pay Period Annual Accruals Maximum Accrual 0 - 3 Years 3.08 80 Hours 160 Hours 4 - 9 Years 4.62 120 Hours 240 Hours 10 – 14 Years 5.24 136 Hours 272 Hours 15 – 19 Years 6.16 160 Hours 320 Hours 20 + Years 6.77 176 Hours 352 Hours An employee may accrue no more vacation credit than twice the annual rate being earned. VACATION CREDITS The hiring manager, with the approval of the department head and the City Manager, may offer a vacation bank of up to 120 hours of vacation to a prospective candidate in the Unrepresented group. These hours do not vest for payoff purposes if the employee leaves service. Adopted by Action of the City Council July 7, 1997 Revised 6/99, 7/10, 12/12, 7/13 23 118 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 16 HOUSING ASSISTANCE PROGRAM Housing assistance may be offered to the department heads pursuant to Resolution No. 99-070. Adopted by Action of the City Council July 7, 1997 Revised 7/99, 7/10, 8/12 24 119 City of Cupertino UNREPRESENTED EMPLOYEES’ COMPENSATION PROGRAM Policy No. 17 VISION INSURANCE – EMPLOYER CONTRIBUTION It is the policy of the City of Cupertino to provide vision insurance under which employees and their dependents may be covered. The purpose of this program is to promote and preserve the health of employees. The premium cost for the insurance provided by the City shall not exceed $14.94 per month per employee. Enrollment in the plan or plans made available pursuant to this policy shall be in accordance with the provisions of the contract between the City and carrier or carriers providing vision insurance coverage, Adopted by Action of the City Council July 1997 Revised 7/99, 6/02, 6/03, 7/10, 10/12 25 120 City of Cupertino Listing of Unrepresented Classifications by Salary Rate or Pay Grades Effective July 1, 2013 Amended 11/13/13 Amended 12/17/13 Amended 3/4/14 26 121 CITY OF CUPERTINO CLASSES AND POSITIONS EFFECTIVE JULY 1, 2013- JUNE 30, 2016 The salaries, wages or rates pay per month for those officers and employees whose positions are exempt under the provisions of the Cupertino Municipal Code, are set forth below. Only the City Council can modify these rates. Salary Effective July 1, 2013 Classification Step 1 Step 2 Step 3 Step 4 Step 5 Assistant City Manager $14,137 $14,844 $15,857 $16,366 $17,184 Director of Administrative Services $12,075 $12,679 $13,313 $13,979 $14,678 Director of Community Development $11,885 $12,479 $13,103 $13,758 $14,446 Director of Parks and Recreation $12,595 $13,225 $13,887 $14,581 $15,310 Director of Public Works $12,852 $13,494 $14,169 $14,878 $15,621 Salary Effective July 1, 2014 Classification Step 1 Step 2 Step 3 Step 4 Step 5 Assistant City Manager $14,350 $15,067 $15,820 $16,611 $17,422 Director of Administrative Services $12,256 $12,869 $13,513 $14,188 $14,898 Director of Community Development $12,144 $12,751 $13,389 $14,058 $14,761 Director of Parks and Recreation $12,784 $13,424 $14,095 $14,800 $15,540 Director of Public Works $13,045 $13,697 $14,382 $15,101 $15,856 Salary Effective July 1, 2015 Classification Step 1 Step 2 Step 3 Step 4 Step 5 Assistant City Manager $14,529 $15,255 $16,018 $16,819 $17,660 Director of Administrative Services $12,409 $13,030 $13,681 $14,366 $15,084 Director of Community Development $12,399 $13,019 $13,670 $14,353 $15,071 Director of Parks and Recreation $12,944 $13,591 $14,271 $14,985 $15,734 Director of Public Works $13,208 $13,868 $14,561 $15,290 $16,054 27 122 CITY OF CUPERTINO CLASSES AND POSITIONS BY PAY GRADE MANAGEMENT CLASSIFICATIONS EFFECTIVE JULY 1, 2013 – JUNE 30, 2016 Salary Effective July 1, 2013 Classification Step 1 Step 2 Step 3 Step 4 Step 5 Assistant City Attorney $11,265 $11,828 $12,420 $13,041 $13,693 Assistant Director of Public Works $10,274 $10,787 $11,327 $11,893 $12,488 Assistant to the City Manager $7,910 $8,305 $8,721 $9,157 $9,614 Building Official $9,339 $9,806 $10,297 $10,811 $11,352 Capital Improvement Program Manager $9,328 $9,794 $10,284 $10,798 $11,338 City Clerk $8,152 $8,559 $8,987 $9,437 $9,909 City Planner $9,395 $9,865 $10,358 $10,876 $11,420 Deputy City Attorney $8,105 $8,511 $8,936 $9,383 $9,852 Economic Development Mgr $9,383 $9,852 $10,345 $10,862 $11,405 Environmental Programs Manager $7,792 $8,182 $8,591 $9,021 $9,472 Finance DirectorManager $9,428 $9,899 $10,394 $10,914 $11,460 Human Resources DirectorManager $9,328 $9,794 $10,284 $10,798 $11,338 Information Technology Manager $9,074 $9,528 $10,004 $10,504 $11,030 Park Restoration and Improvement Manager $9,328 $9,794 $10,284 $10,798 $11,338 Public Affairs Director $9,074 $9,528 $10,004 $10,504 $11,030 Public Works Project Manager $7,962 $8,360 $8,778 $9,217 $9,678 Public Works Supervisor $7,118 $7,474 $7,847 $8,240 $8,652 Recreation Supervisor $6,955 $7,303 $7,668 $8,052 $8,454 Senior Civil Engineer $9,405 $9,876 $10,370 $10,888 $11,433 Senior Management Analyst $7,304 $7,669 $8,052 $8,455 $8,878 Senior Recreation Supervisor $7,668 $8,052 $8,454 $8,877 $9,321 Sustainability Manager $7,792 $8,182 $8,591 $9,021 $9,472 Salary Effective July 1, 2014 Classification Step 1 Step 2 Step 3 Step 4 Step 5 Assistant City Attorney $11,434 $12,006 $12,606 $13,236 $13,898 Assistant Director of Public Works $10,539 $11,066 $11,620 $12,201 $12,811 28 123 Assistant to the City Manager $8,028 $8,430 $8,851 $9,294 $9,759 Building Official $9,479 $9,953 $10,451 $10,974 $11,522 Capital Improvement Program Manager $9,468 $9,941 $10,438 $10,960 $11,508 City Clerk $8,424 $8,845 $9,287 $9,752 $10,239 City Planner $9,680 $10,164 $10,672 $11,206 $11,766 Deputy City Attorney $8,227 $8,638 $9,070 $9,524 $10,000 Economic Development Mgr $9,630 $10,111 $10,617 $11,147 $11,705 Environmental Programs Manager $7,909 $8,305 $8,720 $9,156 $9,614 Finance DirectorManager $9,802 $10,292 $10,807 $11,347 $11,914 Human Resources DirectorManager $9,468 $9,941 $10,438 $10,960 $11,508 Information Technology Manager $9,311 $9,776 $10,265 $10,778 $11,317 Park Restoration and Improvement Manager $9,468 $9,941 $10,438 $10,960 $11,508 Public Affairs Director $9,311 $9,776 $10,265 $10,778 $11,317 Public Works Project Manager $8,188 $8,598 $9,027 $9,479 $9,953 Public Works Supervisor $7,224 $7,586 $7,965 $8,363 $8,781 Recreation Supervisor $7,060 $7,413 $7,783 $8,172 $8,581 Senior Civil Engineer $9,718 $10,204 $10,715 $11,250 $11,813 Senior Management Analyst $7,659 $8,042 $8,445 $8,867 $9,310 Senior Recreation Supervisor $7,783 $8,172 $8,581 $9,010 $9,461 Sustainability Manager $7,909 $8,305 $8,720 $9,156 $9,614 Salary Effective July 1, 2015 Classification Step 1 Step 2 Step 3 Step 4 Step 5 Assistant City Attorney $11,577 $12,156 $12,763 $13,402 $14,072 Assistant Director of Public Works $10,813 $11,354 $11,921 $12,518 $13,143 Assistant to the City Manager $8,129 $8,535 $8,962 $9,410 $9,881 Building Official $9,598 $10,078 $10,582 $11,111 $11,666 Capital Improvement Program Manager $9,586 $10,066 $10,569 $11,097 $11,652 City Clerk $8,720 $9,156 $9,614 $10,095 $10,600 City Planner $9,985 $10,485 $11,009 $11,559 $12,137 Deputy City Attorney $8,330 $8,746 $9,184 $9,643 $10,125 Economic Development Mgr $9,880 $10,374 $10,892 $11,437 $12,009 Environmental Programs Manager $8,008 $8,408 $8,829 $9,270 $9,734 Finance DirectorManager $10,221 $10,732 $11,269 $11,832 $12,424 Human Resources DirectorManager $9,586 $10,066 $10,569 $11,097 $11,652 Information Technology Manager $9,554 $10,032 $10,534 $11,060 $11,613 Park Restoration and Improvement Manager $9,586 $10,066 $10,569 $11,097 $11,652 Public Affairs Director $9,554 $10,032 $10,534 $11,060 $11,613 Public Works Project Manager $8,426 $8,848 $9,290 $9,755 $10,242 29 124 Public Works Supervisor $7,315 $7,680 $8,065 $8,468 $8,891 Recreation Supervisor $7,148 $7,505 $7,881 $8,275 $8,688 Senior Civil Engineer $10,059 $10,562 $11,090 $11,645 $12,227 Senior Management Analyst $8,069 $8,473 $8,896 $9,341 $9,808 Senior Recreation Supervisor $7,881 $8,275 $8,688 $9,123 $9,579 Sustainability Manager $8,008 $8,408 $8,829 $9,270 $9,734 CITY OF CUPERTINO CLASSES AND POSITIONS BY PAY GRADE CONFIDENTIAL CLASSIFICATIONS EFFECTIVE JULY 1, 2013 – JUNE 30, 2016 Salary Effective July 1, 2013 Classification Step 1 Step 2 Step 3 Step 4 Step 5 Accountant $6,258 $6,571 $6,900 $7,245 $7,607 Accounting Technician $5,780 $6,069 $6,373 $6,691 $7,026 Administrative Assistant $5,195 $5,454 $5,727 $6,014 $6,314 Community Relations Coordinator $5,989 $6,288 $6,603 $6,933 $7,279 Deputy City Clerk $5,365 $5,633 $5,915 $6,211 $6,521 Executive Assistant to the City Manager $5,733 $6,019 $6,320 $6,636 $6,968 GIS Coordinator $6,059 $6,361 $6,680 $7,014 $7,364 Human Resources Analyst $6,320 $6,636 $6,968 $7,316 $7,682 Human Resources Analyst II $6,968 $7,316 $7,682 $8,066 $8,470 Human Resources Assistant $4,894 $5,138 $5,395 $5,665 $5,948 Human Resources Technician $5,780 $6,069 $6,373 $6,691 $7,026 Human Resources Technician II $6,373 $6,691 $7,026 $7,377 $7,746 I.T. Assistant $5,007 $5,257 $5,520 $5,796 $6,086 Legal Services Manager $5,739 $6,026 $6,327 $6,644 $6,976 Management Analyst $6,811 $7,152 $7,509 $7,885 $8,279 Network Specialist $6,612 $6,942 $7,289 $7,654 $8,036 Web Specialist $6,487 $6,811 $7,152 $7,509 $7,885 Salary Effective July 1, 2014 Classification Step 1 Step 2 Step 3 Step 4 Step 5 Accountant $6,399 $6,719 $7,055 $7,407 $7,778 Accounting Technician $5,867 $6,160 $6,468 $6,792 $7,131 Administrative Assistant $5,273 $5,536 $5,813 $6,104 $6,409 Community Relations Coordinator $6,078 $6,382 $6,702 $7,037 $7,389 Deputy City Clerk $5,756 $6,044 $6,346 $6,663 $6,996 Executive Assistant to the City Manager $5,937 $6,234 $6,545 $6,873 $7,216 30 125 GIS Coordinator $6,308 $6,623 $6,955 $7,302 $7,668 Human Resources Analyst $6,631 $6,963 $7,311 $7,676 $8,060 Human Resources Analyst II $7,311 $7,676 $8,060 $8,463 $8,886 Human Resources Assistant $4,977 $5,226 $5,487 $5,762 $6,050 Human Resources Technician $5,867 $6,160 $6,468 $6,792 $7,131 Human Resources Technician II $6,468 $6,792 $7,131 $7,488 $7,862 I.T. Assistant $5,332 $5,599 $5,879 $6,173 $6,482 Legal Services Manager $5,961 $6,259 $6,572 $6,901 $7,246 Management Analyst $7,143 $7,500 $7,875 $8,269 $8,682 Network Specialist $6,821 $7,162 $7,520 $7,896 $8,291 Web Specialist $6,584 $6,913 $7,259 $7,622 $8,003 Salary Effective July 1, 2015 Classification Step 1 Step 2 Step 3 Step 4 Step 5 Accountant $6,538 $6,865 $7,208 $7,569 $7,947 Accounting Technician $5,940 $6,237 $6,549 $6,876 $7,220 Administrative Assistant $5,339 $5,606 $5,886 $6,180 $6,489 Community Relations Coordinator $6,154 $6,462 $6,785 $7,125 $7,481 Deputy City Clerk $6,222 $6,534 $6,860 $7,203 $7,563 Executive Assistant to the City Manager $6,162 $6,470 $6,794 $7,133 $7,490 GIS Coordinator $6,589 $6,919 $7,265 $7,628 $8,010 Human Resources Analyst $6,989 $7,339 $7,706 $8,091 $8,496 Human Resources Analyst II $7,706 $8,091 $8,496 $8,920 $9,366 Human Resources Assistant $5,049 $5,302 $5,567 $5,845 $6,138 Human Resources Technician $5,940 $6,237 $6,549 $6,876 $7,220 Human Resources Technician II $6,549 $6,876 $7,220 $7,581 $7,960 I.T. Assistant $5,718 $6,004 $6,304 $6,620 $6,951 Legal Services Manager $6,208 $6,518 $6,844 $7,187 $7,546 Management Analyst $7,525 $7,901 $8,296 $8,711 $9,147 Network Specialist $7,046 $7,399 $7,769 $8,157 $8,565 Web Specialist $6,666 $7,000 $7,350 $7,717 $8,103 AMENDED November 13, 2013 Salary Effective November 13, 2013 Classification Step 1 Step 2 Step 3 Step 4 Step 5 Assistant Director of Community Development $9,829 $10,321 $10,837 $11,379 $11,948 Salary Effective July 1, 2014 Assistant Director of Community Development $9,977 $10,475 $10,999 $11,549 $12,127 31 126 Salary Effective July 1, 2015 Assistant Director of Community Development $10,101 $10,606 $11,137 $11,694 $12,278 AMENDED December 17, 2013 Salary Effective December 17, 2013 Classification Step 1 Step 2 Step 3 Step 4 Step 5 Service Center Superintendent $8,861 $9,304 $9,769 $10,258 $10,771 Salary Effective July 1, 2014 Service Center Superintendent $8,994 $9,443 $9,916 $10,411 $10,932 Salary Effective July 1, 2015 Service Center Superintendent $9,106 $9,562 $10,040 $10,542 $11,069 32 127 ATTACHMENT C  ASSISTANT CITY MANAGER – COMMUNITY DEVELOPMENT AND STRATEGIC  PLANNING    JOB SUMMARY:  Under General administrative direction of the City Manager, the Assistant City  Manager plans, directs, manages, and oversees the activities and operations of the  Community Development Agency including Planning, Housing, Code Enforcement  and Economic Development. Provides policy guidance and coordinates the activities of  assigned divisions, programs and services.  This position also provides Strategic  Planning guidance and coordinates activities of other departments on key projects such  as Master Planning, Budgeting, and Economic Development and Fiscal Strategy.    RESPONSIBILITIES:  The following duties are performed personally, in cooperation with the City Manager  and/or in coordination with other City staff and agencies. Additional duties may be  assigned.    1. Manage the services and activities of the Community Development Department.  Develop and direct the implementation of goals, objectives, policies, procedures and  work standards.  a. Assist division managers in solving administrative problems or in developing  major changes in departmental organization procedures and policies.  b. Develop the Community Development department budget; monitor the assigned  budget and approve expenditures as required.  c. Oversee policy recommendations and staff support for the Planning, Housing  and Fine Arts Commissions and varied committees concerned with land use,  community development, housing, congestion management, economic  development, and related matters.  d. Oversee the preparation of, amendments to, and implementation of the City  General Plan and other Specific and Conceptual Plans.  e. Interpret City policies and procedures to employees, and ensure positive morale  and high productivity of staff.  2. Provide assistance and support to the City Manager; analyze, recommend,  implement and administer policies and procedures.  3. Manage special projects that do not fall under the jurisdiction of existing  departments or require special handling and attention.  1    128 ATTACHMENT C  2    4. Coordinate the efforts of departments to ensure the timely completion of special  multi‐departmental projects.  5. Consult with and assist department heads in developing major changes in  departmental organization procedures and policies;   6. Make presentations before the City Council, community groups, business owners,  commissions and other related groups.   7. Represent the City in meetings with representatives of governmental agencies,  professional, business and community organizations, and the public.  8. Serve as liaison with department directors, City Council, City Manager and other  external agencies.  9. Serve as acting City Manager in the City Manager’s absence.      129 OFFICE OF THE CITY CLERK CITY HALL 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3223 www.cupertino.org   CITY COUNCIL STAFF REPORT  Meeting: March 18, 2014    Subject  Approve the destruction of records from the Parks and Recreation (Senior Center and  Quinlan Community Center) and Human Resources departments.    Recommended Action  Adopt the draft resolution approving the destruction of records.    Discussion  The City Council has adopted a records retention schedule for the City of Cupertino,  Resolution No. 13‐094. The retention schedule determines that certain records in excess  of two years old can be destroyed. The department request for permission to destroy all  said records in excess of two years old as noted in the draft resolution attachment has  been approved by the City Clerk and the City Attorney.    _____________________________________    Prepared by:  Kirsten Squarcia, Deputy City Clerk  Reviewed by: Grace Schmidt, City Clerk  Approved for Submission by:  David Brandt, City Manager  Attachments:      Staff Report  A ‐ Draft Resolution  130 RESOLUTION NO. 14‐    A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO  APPROVING DESTRUCTION OF CERTAIN RECORDS FROM THE  PARKS & RECREATION (SENIOR CENTER, QUINLAN COMMUNITY  CENTER) AND HUMAN RESOURCES DEPARTMENTS     WHEREAS, the City Council did by adoption of Resolution No. 13‐094  establish rules and regulations for records retention and destruction; and     WHEREAS, it has been determined that certain records in excess of two  years old no longer contain data of any historical or administrative significance;  and     WHEREAS, the department request for permission to destroy all said  records in excess of two years old has been approved by the City Clerk and the  City Attorney pursuant to Resolution No. 13‐094;     NOW, THEREFORE, BE IT RESOLVED that the City Council of the City  of Cupertino authorizes destruction of the records specified in the schedule  attached hereto.     PASSED AND ADOPTED at a regular meeting of the City Council of the  City of Cupertino this 18th day of March, 2014, by the following vote:    Vote  Members of the City Council    AYES:     NOES:   ABSENT:   ABSTAIN:         ATTEST:     APPROVED:         ___________________________  _____________________________  Grace Schmidt, City Clerk    Gilbert Wong, Mayor, City of Cupertino    131 132 133 134 135 136 137 138 139 140 SUSTAINABILITY DIVISION, OFFICE OF THE CITY MANAGER CITY HALL 10 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-7603 www.cupertino.org CITY COUNCIL STAFF REPORT Meeting: March 18th, 2014      Subject    Approval of a professional services contract to complete the City’s first Climate Action  Plan (CAP).     Recommended Action    Staff recommends that the City Council approve the following:    1. Approve the scope of work for the Climate Action Plan (Attachment A – Exhibit A);    2. Authorize the City Manager to execute a consultant agreement with AECOM to  provide services to the City that will result in a Bay Area Air Quality Management  District‐Qualified CAP for an amount not to exceed $67,091. (Attachment A – Draft  Contract with AECOM/MIG for the Climate Action Plan); and    3. Authorize the City Manager to approve Contract Change Orders (CCO) for the CAP  contract to the extent that total expenditures do not exceed the total amount of the  project budget of $100,000.        Background    Local governments in California have developed CAPs in conjunction with a General  Plan update to address regulatory requirements stemming from the California Global  Warming Solutions Act, AB32. As of September 2012, Over 80% of cities in Santa Clara,  San Mateo, and Alameda Counties have drafted or adopted Climate Action Plans. This  saturation level has been accelerated by new Bay Area Air Quality Management District  (BAAQMD) California Environmental Quality Act (CEQA) Guidelines for a Qualified  Greenhouse Gas Reduction Strategy, required to evaluate air quality impacts of Bay  Area projects. Climate Action Plans (CAPs) provide a blueprint for cities and  community members to respond to the sources of and challenges posed by climate  change by outlining a menu of actions for an agency to reduce both its operational and  community greenhouse gas emissions (GHG).   141   In 2012, Santa Clara County (SCC) secured grant funding, and also allocated funding  itself, to complete a cooperative CAP exercise for the following jurisdictions and the  unincorporated County: the Cities of Campbell, Gilroy, Cupertino, Gilroy, Morgan Hill,  Los Altos Hills, Mountain View, and San José. The goal of the Santa Clara County (SCC)  CAP Project is to complete 2010 community and municipal GHG inventories for all  participating agencies and facilitate the creation of customized CAPs, through which  agencies can establish GHG mitigation targets and measures and identify related  emissions reduction collaboration opportunities.     As a participating jurisdiction, Cupertino worked with SCC and its allied agencies to  achieve the following goals in the Council’s Work Program for FY11/12, FY12/13, and  FY13/14:    • Update its 2005 government and community GHG emissions inventories – this work  has since been completed.   • Complete strategies identified in Section 5, Environmental Resources/Sustainability  of the General Plan.  • Adopt a Climate Action Plan, as outlined in the Council Work Program (§ 10).  • Develop a comprehensive plan that consolidates and institutionalizes the City’s core  sustainability strategies, processes and actions into a document that enables the  agency to quantify its GHG emissions on an ongoing basis.  • Address CEQA Guidelines for developing a Qualified Greenhouse Gas Reduction  Strategy, as required for the City’s forthcoming General Plan Amendment.  • Potentially reduce municipal operating expenses and help residents and businesses  save money through coordinated, strategic programs and policies that lead to  increased efficiency.  • Access free CAP consulting services estimated at ~$50,000 per participating agency.    Discussion    The City is currently working with the selected Santa Clara County‐funded consultant  (AECOM) to develop its CAP, but the countywide scope does not include community  engagement or Environmental Review for participating jurisdictions, efforts required to  secure a Bay Area Air Quality Management District (BAAQMD)‐Qualified CAP.   Creating a BAAQMD‐qualified CAP will enable streamlined review of future  community development projects (e.g. the ongoing General Plan Amendment, Housing  Element) consistent with State CEQA Guidelines.          142 Scope of Work     The City will run its CAP process in parallel with General Plan Amendment and  Housing Element.  If approved, project will begin in March 2014 and will be completed  by the close of the calendar year (approximately nine months).  The project will be  organized into the following phases, detailed more thoroughly in Attachment A,  Exhibit A (Consultant Scope of Work) and Attachment A, Exhibits C and D (Consultant  Schedules):    • Community Engagement. To build consensus and support of proposed CAP emissions  reduction measures, AECOM (technical expert) and MIG (community outreach lead)  will facilitate the following community engagement activities:    o Facilitate Workshops  ƒ Facilitating discussions and helping develop an understanding of the  community’s needs and vision and determine how the City’s CAP can  best realize this vision; and  ƒ Assessing acceptable alternatives to be evaluated in the City’s  Customized CAPs    o Online Engagement (website)    o Focus Groups and/or Stakeholder Interviews ‐ meetings with neighborhood  groups, citizen groups, the Chamber of Commerce, local businesses, local  developers and builders.     • Measure Revision – Cupertino’s CAP measures, developed through the collaborative  SCC‐process, will be modified to incorporate preliminary community  recommendations, prior to the Council’s decision.    • Environmental Review    Consultant Selection    A Request for Proposals (RFP) was issued on November 15, 2014 to firms having  specific experience in preparing Climate Action Plans and leading community outreach  for cities with similar characteristics to Cupertino in size, demographics or project  scope.  The City received six RFPs.  Firms were reviewed and ranked the firms based on  the following selection criteria and four of the firms were invited to interview.      • Firm’s experience  • Qualifications of the project team  • Firm’s understanding of the project and the City  143 • Firm’s approach and methodology  • Cost     As a result of the selection and interview process, AECOM is recommended as the  prime contractor, with MIG serving as a subcontractor to lead community outreach and  engagement.   Fiscal Impact    The consultant Scope of Work and Budget include both baseline and optional tasks. To complete the baseline tasks of (1) hosting workshops (2) revising measures and (3) preparing the CEQA Initial Study/Negative Declaration will cost the City $67,091. Additional tasks, including hosting an online engagement tool and additional focus group meetings will cost an additional cost to the City of $32,875 for a total contract amount not to exceed $99,966 (see Attachment A, Exhibit B – Climate Action Plan  Budget). The FY2013/14 mid‐year budget adjustment appropriation for the Climate  Action Plan includes funding in the amount of $100,000 for the project.   _____________________________________________________________________________________    Prepared by:  Erin Cooke, Sustainability Manager  Reviewed by:  Aarti Shrivastava, Community Development Director  Approved for Submission by:  David Brandt, City Manager    Attachments:   A. Contract with AECOM & MIG for the Climate Action Plan   Exhibit A. Climate Action Plan Scope of Work   Exhibit B.  Climate Action Plan Budget  Exhibit C.  Climate Action Plan Schedule   Exhibit D.  Climate Action Plan Schedule Graphic  144 DRAFT AGREEMENT BETWEEN THE CITY OF CUPERTINO AND AECOM FOR CONSULTANT SERVICES FOR THE CLIMATE ACTION PLAN PROJECT THIS AGREEMENT, for reference dated March 19th, 2014, is by and between CITY OF CUPERTINO, a municipal corporation (hereinafter referred to as "City"), and AECOM, a California corporation, whose address is 2020 L Street, Suite 400, Sacramento, California, 95811 (hereinafter referred to as "Consultant"), and is made with reference to the following: RECITALS: A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the Constitution and the statutes of the State of California and the Cupertino Municipal Code. B. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement; and C. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein. D. City and Consultant desire to enter into an agreement for consulting services for the Climate Action Plan project upon the terms and conditions herein. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM: The term of this Agreement shall commence on March 19th, 2014, and shall terminate on December 31st, 2014, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED: Consultant shall perform each and every service set forth in Exhibit "A" which is attached hereto and incorporated herein by this reference. City has the sole discretion to approve optional tasks in Exhibit A, and is under no obligation to do so. 145 DRAFT 3. COMPENSATION TO CONSULTANT: Consultant shall be compensated for services performed pursuant to this Agreement in the amount set forth in Exhibit "B" which is attached hereto and incorporated herein by this reference, for a total not to exceed SIXTY SEVEN THOUSAND AND NINETY ONE DOLLARS ($67,091). If the City exercises its option to include additional tasks, such tasks shall be compensated in the amount in Exhibit “B”, not to exceed an additional THIRTY TWO THOUSAND EIGHT HUNDRED SEVENTY FIVE DOLLARS ($32,875) for a total contract amount not to exceed NINETY NINE THOUSAND NINE HUNDRED SIXTY SIX DOLLARS ($99,966). Payment shall be made by checks drawn on the treasury of the City, to be taken from the 110-1210-9347 and 110-7302-9347 funds. 4. TIME IS OF THE ESSENCE: Consultant and City agree that time is of the essence regarding the performance of this Agreement. 5. STANDARD OF CARE: Consultant agrees to perform all services hereunder in a manner commensurate with the prevailing standards specially trained professional in the San Francisco Bay Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City nor have any contractual relationship with City. 6. INDEPENDENT PARTIES: City and Consultant intend that the relationship between them created by this Agreement is that of an independent contractor. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the express terms of this Agreement. No civil service status or other right of employment will be acquired by virtue of Consultant's services. None of the benefits provided by City to its employees, including but not limited to, unemployment insurance, workers' compensation plans, vacation and sick leave are available from City to Consultant, its employees or agents. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer-employee relationship from any fees due Consultant. Payments of the above items, if required, are the responsibility of Consultant. 7. IMMIGRATION REFORM AND CONTROL ACT (IRCA): Consultant assumes any and all responsibility for verifying the identity and employment authorization of all of his/her employees performing work 146 DRAFT hereunder, pursuant to all applicable IRCA or other federal, or state rules and regulations. Consultant shall indemnify and hold City harmless from and against any loss, damage, liability, costs or expenses arising from any noncompliance of this provision by Consultant. 8. NON-DISCRIMINATION: Consistent with City's policy that harassment and discrimination are unacceptable employer/employee conduct, Consultant agrees that harassment or discrimination directed toward a job applicant, a City employee, or a citizen by Consultant or Consultant's employee or subcontractor on the basis of race, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation will not be tolerated. Consultant agrees that any and all violations of this provision shall constitute a material breach of this Agreement. 9. HOLD HARMLESS Indemnification: Consultant shall, to the fullest extent allowed by law, with respect to all services performed in connection with the Agreement, indemnify, defend, and hold harmless the City and its officers, officials, agents, employees and volunteers from and against any and all liability, claims, actions, causes of action or demands whatsoever against any of them, including any injury to or death of any person or damage to property or other liability of any nature, whether physical, emotional, consequential or otherwise, arising out, pertaining to, or related to the performance of this Agreement by Consultant or Consultant’s employees, officers, officials, agents or independent contractors. Such costs and expenses shall include reasonable attorneys’ fees of counsel of City’s choice, expert fees and all other costs and fees of litigation. A. Claims for Professional Liability. Where the law establishes a standard of care for Consultant’s professional services, and to the extent the Consultant breaches or fails to meet such established standard of care, or is alleged to have breached or failed to meet such standard of care, Consultant shall, to the fullest extent allowed by law, with respect to all services performed in connection with the Agreement, indemnify, defend, and hold harmless the City and its officers, officials, agents, employees and volunteers from and against any and all liability, claims, actions, causes of action or demands whatsoever against any of them, including any injury to or death of any person or damage to property or other liability of any nature, that arise out of, pertain to, or relate to the 147 DRAFT negligence, recklessness, or willful misconduct of Consultant or Consultant's employees, officers, officials, agents or independent contractors. Such costs and expenses shall include reasonable attorneys’ fees of counsel of City’s choice, expert fees and all other costs and fees of litigation. Consultant shall not be obligated under this Agreement to indemnify City to the extent that the damage is caused by the sole negligence or willful misconduct of City, its agents or employees. B. Claims for Other Liability. Consultant shall, to the fullest extent allowed by law, with respect to all services performed in connection with the Agreement indemnify, defend, and hold harmless the City and its officers, officials, agents, employees and volunteers from and against any and all liability, claims, actions, causes of action or demands whatsoever against any of them, including any injury to or death of any person or damage to property or other liability of any nature, that arise out of, pertain to, or relate to the performance of this Agreement by Consultant or Consultant's employees, officers, officials, agents or independent contractors. Such costs and expenses shall include reasonable attorneys’ fees of counsel of City’s choice, expert fees and all other costs and fees of litigation. 10. INSURANCE: On or before the commencement of the term of this Agreement, Consultant shall furnish City with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with paragraphs 9A, B, C, D and E. Such certificates, which do not limit Consultant's indemnification, shall also contain substantially the following statement: "Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty (30) days' advance written notice to the City of Cupertino by certified mail, Attention: City Manager." It is agreed that Consultant shall maintain in force at all times during the performance of this Agreement all appropriate coverage of insurance required by this Agreement with an insurance company that is acceptable to City and licensed to do insurance business in the State of California. Endorsements naming the City as additional insured shall be submitted with the insurance certificates. A. COVERAGE: Consultant shall maintain the following insurance coverage: (1) Workers' Compensation: Statutory coverage as required by the State of California. 148 DRAFT (2) Liability: Commercial general liability coverage in the following minimum limits: Bodily Injury: $500,000 each occurrence $1,000,000 aggregate - all other Property Damage: $100,000 each occurrence $250,000 aggregate If submitted, combined single limit policy with aggregate limits in the amounts of $1,000,000 will be considered equivalent to the required minimum limits shown above. (3) Automotive: Comprehensive automotive liability coverage in the following minimum limits: Bodily Injury: $500,000 each occurrence Property Damage: $100,000 each occurrence or Combined Single Limit: $500,000 each occurrence (4) Professional Liability: Professional liability insurance which includes coverage for the professional acts, errors and omissions of Consultant in the amount of at least $1,000,000. B. SUBROGATION WAIVER: Consultant agrees that in the event of loss due to any of the perils for which he/she has agreed to provide comprehensive general and automotive liability insurance, Consultant shall look solely to his/her insurance for recovery. Consultant hereby grants to City, on behalf of any insurer providing comprehensive general and automotive liability insurance to either Consultant or City with respect to the services of Consultant herein, a waiver of any right to subrogation which any such insurer of said Consultant may acquire against City by virtue of the payment of any loss under such insurance. C. FAILURE TO SECURE: If Consultant at any time during the term hereof should fail to secure or maintain the foregoing insurance, City shall be permitted to obtain such insurance in the Consultant's name or as an agent of the Consultant and shall be compensated by the Consultant for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid. 149 DRAFT D. ADDITIONAL INSURED: City, its City Council, boards and commissions, officers, employees and volunteers shall be named as an additional insured under all insurance coverages, except any professional liability insurance, required by this Agreement. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under this policy if not named as such additional insured. An additional insured named herein shall not be held liable for any premium, deductible portion of any loss, or expense of any nature on this policy or any extension thereof. Any other insurance held by an additional insured shall not be required to contribute anything toward any loss or expense covered by the insurance provided by this policy. E. SUFFICIENCY OF INSURANCE: The insurance limits required by City are not represented as being sufficient to protect Consultant. Consultant is advised to confer with Consultant's insurance broker to determine adequate coverage for Consultant. 11. CONFLICT OF INTEREST: Consultant warrants that it is not a conflict of interest for Consultant to perform the services required by this Agreement. Consultant may be required to fill out a conflict of interest form if the services provided under this Agreement require Consultant to make certain governmental decisions or serve in a staff capacity as defined in Title 2, Division 6, Section 18700 of the California Code of Regulations. 12. PROHIBITION AGAINST TRANSFERS: Consultant shall not assign, sublease, hypothecate, or transfer this Agreement, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of City. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for money by Consultant from City under this Agreement may be assigned to a bank, trust company or other financial institution without prior written consent. Written notice of such assignment shall be promptly furnished to City by Consultant. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant, if Consultant is a partnership or joint venture or syndicate or cotenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50%) or more of the voting power of the corporation. 150 DRAFT 13. SUBCONTRACTOR APPROVAL: Unless prior written consent from City is obtained, only those people and subcontractors whose names and resumes are attached to this Agreement shall be used in the performance of this Agreement. In the event that Consultant employs subcontractors, such subcontractors shall be required to furnish proof of workers' compensation insurance and shall also be required to carry general, automobile and professional liability insurance in reasonable conformity to the insurance carried by Consultant. In addition, any work or services subcontracted hereunder shall be subject to each provision of this Agreement. 14. PERMITS AND LICENSES: Consultant, at his/her sole expense, shall obtain and maintain during the term of this Agreement, all appropriate permits, certificates and licenses including, but not limited to, a City Business License, that may be required in connection with the performance of services hereunder. 15. REPORTS: A. Each and every report, draft, work product, map, record and other document, hereinafter collectively referred to as "Report", reproduced, prepared or caused to be prepared by Consultant pursuant to or in connection with this Agreement, shall be the exclusive property of City. Consultant shall not copyright any Report required by this Agreement and shall execute appropriate documents to assign to City the copyright to Reports created pursuant to this Agreement. Any Report, information and data acquired or required by this Agreement shall become the property of City, and all publication rights are reserved to City. Consultant may retain a copy of any report furnished to the City pursuant to this Agreement. B. All Reports prepared by Consultant may be used by City in execution or implementation of: (1) The original Project for which Consultant was hired; (2) Completion of the original Project by others; (3) Subsequent additions to the original project; and/or (4) Other City projects as appropriate. C. Consultant shall, at such time and in such form as City may require, furnish reports concerning the status of services required under this Agreement. D. All Reports required to be provided by this Agreement shall be printed on recycled paper. All Reports shall be copied on both sides of the paper except for one original, which shall be single sided. E. No Report, information or other data given to or prepared or 151 DRAFT assembled by Consultant pursuant to this Agreement shall be made available to any individual or organization by Consultant without prior approval by City. 16. RECORDS: Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to such books and records to the representatives of City or its designees at all proper times, and gives City the right to examine and audit same, and to make transcripts therefrom as necessary, and to allow inspection of all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained for a period of three (3) years after receipt of final payment. If supplemental examination or audit of the records is necessary due to concerns raised by City's preliminary examination or audit of records, and the City's supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of contract or failure to act in good faith, then Consultant shall reimburse City for all reasonable costs and expenses associated with the supplemental examination or audit. 17. NOTICES: All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States Mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals from Consultant to City shall be addressed to City at: City of Cupertino 10300 Torre Ave. Cupertino CA 95014 Attention: Aarti Shrivastava 152 DRAFT All notices, demands, requests, or approvals from City to Consultant shall be addressed to Consultant at: AECOM 2020 L Street, Suite 400 Sacramento, CA 95811 Attn: Jeff Goldman 18. TERMINATION: In the event Consultant fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, Consultant shall be deemed in default in the performance of this Agreement. If such default is not cured within within the time specified after receipt by Consultant from City of written notice of default, specifying the nature of such default and the steps necessary to cure such default, City may terminate the Agreement forthwith by giving to the Consultant written notice thereof. City shall have the option, at its sole discretion and without cause, of terminating this Agreement by giving seven (7) days' prior written notice to Consultant as provided herein. Upon termination of this Agreement, each party shall pay to the other party that portion of compensation specified in this Agreement that is earned and unpaid prior to the effective date of termination. 19. COMPLIANCES: Consultant shall comply with all state or federal laws and all ordinances, rules and regulations enacted or issued by City. 20. CONFLICT OF LAW: This Agreement shall be interpreted under, and enforced by the laws of the State of California excepting any choice of law rules which may direct the application of laws of another jurisdiction. The Agreement and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Agreement (or the successors of those authorities.) Any suits brought pursuant to this Agreement shall be filed with the courts of the County of Santa Clara, State of California. 21. ADVERTISEMENT: Consultant shall not post, exhibit, display or allow to be posted, exhibited, displayed any signs, advertising, show bills, lithographs, posters or cards of any kind pertaining to the services performed under this Agreement unless prior written approval has been secured from City to do otherwise. 153 DRAFT 22. WAIVER: A waiver by City of any breach of any term, covenant, or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained herein, whether of the same or a different character. 23. INTEGRATED CONTRACT: This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Agreement will be effective only by written execution signed by both City and Consultant. 24. INSERTED PROVISIONS: Each provision and clause required by law to be inserted into the Agreement shall be deemed to be enacted herein, and the Agreement shall be read and enforced as though each were included herein. If through mistake or otherwise, any such provision is not inserted or is not correctly inserted, the Agreement shall be amended to make such insertion on application by either party. 25. CAPTIONS: The captions in this Agreement are for convenience only, are not a part of the Agreement and in no way affect, limit or amplify the terms or provisions of this Agreement. IN WITNESS WHEREOF, the parties have caused the Agreement to be executed. CONSULTANT CITY OF CUPERTINO A Municipal Corporation AECOM By By Erin Cooke Title Title Sustainability Manager Date Date 154 DRAFT RECOMMENDED FOR APPROVAL: Title Director, Community Development APPROVED AS TO FORM: Carol Korade, City Attorney ATTEST: Grace Schmidt, City Clerk Attachments: Exhibit A – Scope of Work Exhibit B – Budget Exhibit C – AECOM Schedule Exhibit D – MIG Schedule EXPENDITURE DISTRIBUTION ACCOUNT NUMBER AMOUNT PO # 110-1210-9347 62,466.00 110-7302-9347 37,500.00 Total: $99,966.00 155 EXHIBIT A AECOM and MIG Scope of Work Task 0 – Project Management Task 0A – Project Kickoff AECOM will host a project kickoff meeting via conference call to review the project schedule, roles, and responsibilities. We will prepare a kickoff meeting agenda, facilitate the meeting, and prepare a meeting summary. One MIG staff member will attend the kick-off meeting to gather information that will be used to inform the community engagement efforts and coordinate with the city and GPA team. AECOM assumes that the city will invite city staff and arrange for a meeting room from which city staff can participate in the conference call. AECOM Deliverables:  Attendance during kick-off meeting  Meeting agenda and conference call/WebEx number  Meeting summary MIG Deliverables:  Attendance at kick-off meeting  Review and comments on draft meeting summary Task 0B – Team Coordination AECOM will host bi-weekly conference calls to keep the city’s point of contact up to date on project progress. We assume 15 twice-monthly calls of 30-minutes each, with the option to cancel or extend meetings as necessary. The twice-monthly check-in calls will be used to discuss progress on specific tasks, planning for the community engagement workshops, review of comments received, and preparation for Planning Commission and/or City Council meetings, among other topics. We also assume there is a need for three one-hour conference calls with city staff, AECOM staff, and MIG to discuss the content and structure of the two workshops. While we understand that the city would like MIG to facilitate the workshops, the workshop content and exercises will be developed through a collaborative process. This will help to ensure that technical information is represented appropriately and that opportunities for public engagement are designed to solicit meaningful comments from community members. AECOM will incorporate digital meeting platforms, such as WebEx, into calls as necessary to share work documents in real time. We will provide a conference number or WebEx login information prior to each meeting. 156 MIG will also participate in regular coordination calls with city staff, AECOM, and other relevant partners (such as the GPA Team) as needed. The goal of these meetings is to build an understanding of the work products being prepared by AECOM for the purposes of CAP community engagement and to coordinate effectively with other city planning and outreach processes, avoiding any redundancies in scope and identifying opportunities for collaboration. MIG will also prepare monthly invoices with brief progress reports including budget updates. AECOM Deliverables:  Participate in conference calls MIG Deliverables:  Participation in conference calls  Monthly invoices and progress reports, provided as pdf and in hard copy Task 1 – Cupertino CAP Community Engagement Task 1A – Visioning Workshop & Goal-Setting Workshop AECOM has worked closely with city staff to identify existing and planned actions that contribute to greenhouse gas (GHG) emissions reductions from a communitywide and local government operations (LGO) perspective. While an extensive list of best management practices in emissions reductions has been considered as part of the CAP process, community input may suggest new ideas or indicate preferences for implementation priorities. We understand that the city would like MIG to facilitate the community workshops described as part of Task 1A. However, to ensure that the comments solicited are meaningful to the communitywide CAP process, AECOM will play a supporting role in development and implementation of the two workshops. AECOM assumes that the public outreach process described herein only applies to development of the communitywide CAP. Task 2 includes a scope for measure revisions associated with the local government operations (LGO) CAP. The MIG Team will lead the two community workshops to gather public and stakeholder input into the city’s communitywide CAP. Both will be facilitated by Chris Beynon and supported by team members from MIG, AECOM, and the City of Cupertino to provide a depth of policy and technical expertise. In advance of the workshops, MIG will provide a PowerPoint template in which AECOM will develop the draft workshop presentations. MIG will also develop promotional materials and a brief outreach strategy for each workshop to encourage participation from a broad cross-section of residents and interest groups. MIG will, in collaboration with city staff, consider ways to leverage other community workshops and engagement efforts to build interest and encourage participation. This could involve holding joint workshops with other planning processes, holding the workshop immediately before a City Council or Planning Commission meeting, or co-sponsoring the workshop with a community-based organization. We assume the city will handle all workshop logistics (e.g., venue selection, room layout, AV set-up, refreshments, sign-in sheets). MIG will develop and provide room set- 157 up diagrams, sign-in sheets, facilitator or staff guides for interactive exercises, and final electronic workshop materials for city staff to print. MIG will also coordinate with the city to agree upon a set of promotional materials to encourage attendance at the workshops, building on the city’s existing communication tools including the city’s GPA website and e-mail notificaiton systems. MIG will develop workshop advertisements. This may include press releases, e-blasts, flyers and stakeholder outreach); AECOM will provide input on press release content and help develop content for workshop flyers and notices; MIG will prepare final materials based on AECOM input. City staff will be responsible for printing and distributing promotional materials and inviting stakeholders. AECOM will provide one Workshop Summary Report for each workshop, including scanned copies of sign-in sheets, summaries of comments and feedback collected during the workshop, and a list of comments/feedback that we believe would inform direct changes to the draft CAP measures. MIG and the city will provide comments on the draft summary reports prior to AECOM preparing the final summary reports. MIG and city staff will also provide AECOM with copies of workshop sign-in sheets and all notes/comments collected during the workshops (either hardcopies or electronic versions). The list of feedback directing document changes will be combined with similar feedback received through Optional Task 1B and Optional Task 1C (should those tasks be included), and submitted to the city as the Recommended Changes Memorandum described in Task 2. Workshop #1 AECOM, MIG, and the city will work together to develop a strategy for Workshop #1. As the CAP’s technical experts, AECOM will present an overview of the city’s communitywide CAP to date and its role in the Santa Clara County Regional CAP project, describe the primary components of the CAP, and explain why the city is preparing this plan. The presentation will also describe how emissions reduction targets are selected, what targets other Bay Area jurisdictions have adopted, and what Cupertino’s target should be. Following this brief formal presentation, the workshop would shift to a facilitated conversation or engagement exercise led by MIG. The MIG Team will lead facilitated small group discussions that solicit input and ideas for a city-wide vision that supports climate action and sustainability. MIG and AECOM staff will manage the conversation to encourage identification of highest-priority city needs and suggestions for ways the CAP can contribute to realizing the vision. MIG Team members, AECOM staff, and city staff will also act as resources for technical and policy questions and will record notes from the conversation. Meeting participants will also be encouraged to provide written input using comment cards. One AECOM team member will attend Workshop #1 to support the MIG Team, and to give the introductory presentation, answer technical questions, and help take notes during the facilitated portion of the workshop. In addition to the meeting summary prepared by AECOM, the MIG Team will develop a memo outlining “lessons learned” from the first workshop to help inform the second workshop promotion and planning. 158 AECOM Deliverables:  Draft PowerPoint Presentation (including one revision)  Input on press release/advertisement flyer content (Word)  Workshop Summary Memo draft (Word) and Final (PDF) MIG Deliverables:  Draft (Word) and Final (pdf) Meeting Agendas  Draft and Final outreach materials (e.g., flyers, e-blast content, web copy)  Draft and Final workshop display boards (up to 8)  Electronic copies (pdf or photos) of all written materials, including comment cards, wallgraphic recordings or flip chart notes  Draft and Final Power Point presentation  Meeting supplies, including sign-in sheets, handouts and comment cards  Memo outlining lessons learned Workshop #2 The second public workshop will build upon community input gathered during the first workshop, and help participants explore what it will take to achieve the city’s reduction target. The meeting will include a brief introduction outlining the CAP process and providing a summary of input received at the first workshop. The majority of the workshop will be spent on large- or small-group interactive exercises. AECOM will work with MIG and city staff to develop exercises that allow participants to provide focused feedback and direction to project staff. This could include prioritization or ranking exercises and/or the use of electronic keypad polling. The workshop may also include breakout stations representing the five primary emissions reduction sectors (i.e., Energy, Transportation, Solid Waste, Water, and Green Infrastructure). The MIG Team will facilitate the chosen workshop exercise(s). Prior to the workshop, MIG will provide AECOM with a workshop board template in which to place the draft technical content (i.e., text and graphics) that will accompany the workshop exercise. MIG will review and finalize the presentation boards, and print hardcopies for display at the workshop. It is likely that presentation boards will illustrate emissions attributed to the various sectors, examples of past city actions and successes within the sectors, and the draft measures being considered for inclusion in the CAP. AECOM, MIG, and city staff will act as resources for technical and policy questions and will record notes from the conversations. Meeting participants will also be encouraged to provide written input using comment cards. Project staff will provide information on next steps in the CAP process and how to comment on the CEQA documents. One AECOM team member will attend the Visioning Workshop to make any introductory presentation about the CAP process, answer technical questions during the workshop exercise(s), and help in taking notes. AECOM Deliverables:  Draft PowerPoint Presentation (including one revision)  Input on press release/advertisement flyer content (Word) 159  Draft content development for workshop display boards (up to 5), including text and graphics (InDesign)  Workshop Summary Memo draft (Word) and Final (PDF) MIG Deliverables:  Draft (Word) and Final (pdf) Meeting Agendas  Draft and Final outreach materials (e.g., flyers, e-blast content, web copy)  Draft and Final workshop display boards (up to 8)  Meeting supplies, including sign-in sheets, handouts and comment cards  Electronic copies (pdf or photos) of all written materials, including comment cards, wallgraphic recordings or flip chart notes Optional Task 1B – Online Engagement MIG would lead the development of an online engagement approach, should the city decide to include one in the project. MIG recommends augmenting the CAP community engagement efforts by creating an online information hub and survey tool. If approved by the City of Cupertino, MIG will design and develop an online engagement program to encourage and facilitate additional community participation in the Cupertino CAP development process. The program will include a project webpage than can be linked from the city’s website and/or the MIG TownSquare site prepared for the GPA (similar to the Housing Element). AECOM will support MIG in developing content for an online engagement platform, including provision of text and graphics that can be posted online. We assume the online content will be based on the same information prepared for the community workshop presentations and workshop boards. We envision the content would support the goal setting and greenhouse gas reduction measure development objectives of the two community workshops described in Task 1A. MIG will also develop an online survey using existing tools such as Survey Monkey, MetroQuest or Civinomics. Given the need to have public input into the draft CAP by April, we recommend using one of these tools rather than developing a custom app or interactive tool. These tools are flexible and adaptable enough to meet the needs of the CAP project in an efficient manner. MIG will manage the online tools and coordinate any outside vendors and prepare the summary of findings. MIG will provide AECOM with a written summary of comments solicited through the website no later than one week after the second workshop. This will allow AECOM to incorporate online comments into the final list of CAP measures and proceed with environmental review document preparation. The costs below do not include MIG’s labor for content development and coordination. Online Tool Options MIG will work with the city and AECOM to select an appropriate online engagement tool. Options we recommend for consideration include: 160 1. MetroQuest MetroQuest is an online community engagement platform for planning projects. It is a flexible and cost-effective way to collect informed input from the public and stakeholders using a simple interface that can be accessed online and integrated into the CAP website. It can also be used in kiosks and at workshops. The vendor fee for Metroquest is $12,000. 2. Civinomics Civinomics is a web-based engagement program that offers online surveys as well as a low-cost in-person 5-7 minute iPad surveys. Surveys can be designed for statistical significance and iPad surveys offer an excellent opportunity to capture. Four hundred in-person surveys with a concurrent online survey could be conducted for less than $10,000. 3. SurveyMonkey SurveyMonkey is a simple, low-cost questionnaire tool that can be set up quickly and easily (though it offers less customization than some other tools). The City of Cupertino has an established SurveyMonkey account for its GPA process which can be used for this purpose, so no additional fees will be incurred. 4. Mapita The Mapita system provides a robust and user-friendly way for the public to provide specific, place-based input that can be linked to the GIS data and base maps. This is an open access online survey tool with a vendor fee of $5,000. AECOM Deliverables:  Conference call with MIG, city to discuss online engagement options and strategy  Draft text/graphic content (JPG, Word, PDF)  Input on questions to be included in online engagement tool MIG Deliverables:  Meeting with AECOM and city to discuss online engagement options and strategy  Draft (Word) and Final (pdf) Online Engagement Plan Memorandum  Draft and Final Webpage Design and Development (Photoshop, HTML, CSS, Flash)  Draft and Final Survey Tool Content and Design (format to be determined)  Draft (Word) and Final (pdf) Summary of Findings Optional Task 1C – Focus Groups and/or Stakeholder Interviews If approved, MIG will plan and facilitate up to five additional small group meetings with key stakeholders to explore issues and identify CAP measures that have community support. MIG will work with AECOM and the city to develop targeted questions and meeting agendas and facilitate these sessions. The city will be responsible for identifying and inviting stakeholders (in consultation with MIG), securing meeting locations, and providing any printed materials needed for these meetings. AECOM will provide one staff member to attend these meetings (up to five), make any required technical presentations, answer CAP-specific questions, and take notes. AECOM will also provide one summary report that documents comments received 161 during each meeting for incorporation into the Recommended Changes Memorandum described in Task 2. AECOM will prepare a draft (Word) summary report for review and comment by MIG and the city, prior to preparing a final (PDF) report. As with the Optional Task 1B, we assume these optional meetings would occur prior to the conclusion of the second community workshop in order to incorporate comments into the revised list of CAP measures. AECOM Deliverables:  Draft interview questions  Focus Group/Stakeholder summary report draft (Word) and Final (PDF) MIG Deliverables:  Draft (Word) and Final (pdf) interview questions  Facilitation and recording of up to five small group discussions ADDITIONAL MEETINGS The above scope of work does not include MIG attendance or contribution to any Planning Commission or City Council study sessions or hearings. Additional meetings or hearings will be attended upon request at cost of time and materials, approximately $1,800 per meeting. Task 2 – Community Input-Based Measure Revisions to SCC Draft CAP AECOM is preparing an Administrative Review Draft, Public Review Draft, and Final CAP as part of the SCC CAP contract. That contract also includes preparation of up to two PowerPoint presentations for the city to use during their CAP adoption hearings, but does not include AECOM’s attendance at those meetings. Given our intimate knowledge of how the draft measures have been prepared to date, and our understanding of the opportunities and caveats for developing additional measures in Cupertino, our CAP team is uniquely qualified to efficiently move from the Task 1 community engagement activities into the Administrative Draft CAP revisions. Our work proposal for Task 2 addresses development of additional CAP measures, or revising those included in the Draft Administrative CAP, as a result of community and stakeholder input described in Task 1; making adjustments to emissions reduction quantifications as a result of the community-based input; revising the city’s GHG emissions reduction target as a result of the Goal-Setting Workshop; and, attending up to two Planning Commission and/or City Council meetings where we would present the PowerPoint presentations prepared under the SCC CAP contract and address the ways community and stakeholder feedback was integrated into the plan. Following completion of the community engagement activities described in Task 1, AECOM will review the two Workshop Summary Reports and compile the list of changes to the draft CAP measures that were recommended by workshop participants. If optional Tasks 1B and/or 1C are included in this scope of work, the list of recommended changes resulting from those engagement opportunities will be combined with those in the Workshop Summary Reports. AECOM will submit one 162 memorandum summarizing recommended changes resulting from all of the community engagement activities. We assume city staff will review the memorandum and provide one consolidated list of changes to the draft CAP for AECOM to make. Because we have already worked so closely with the city to identify emissions reduction opportunities, we assume the nature of the comments will primarily focus on revising, or developing additional, implementing actions rather than development of brand new measures. We assume comments would result in the development of no more than five new CAP measures, with their associated implementing actions and quantified GHG emissions reduction estimates (where possible). In addition to communitywide CAP measure changes or additions resulting from the community workshops (and the optional outreach tasks), AECOM assumes that City Council may direct changes or additions to the preliminary list of LGO CAP measures prepared under the SCC CAP contract. AECOM assumes that up to five additional LGO CAP measures could be developed, quantified, and incorporated into the Public Review Draft LGO CAP as part of this contract, following receipt of City Council comments. AECOM also assumes that the draft LGO CAP measures will not be presented for community input as part of Task 1 described above. Upon receipt of the city’s consolidated list of changes, AECOM will make revisions to the Administrative Draft CAP measure text, implementing actions, and quantifications of GHG reductions estimates, as necessary. This final list of measures will be used to complete the CAP environmental review document, as described in Task 3. If directed, AECOM will also revise the city’s GHG emissions target and calculations demonstrating the city’s estimated progress towards the target throughout the document. AECOM will provide an Administrative Draft Revisions Memorandum documenting the before and after text to show where changes have been made to the Administrative Draft CAP as a result of community and stakeholder input. Following incorporation of all city-directed revisions into the Administrative Draft CAP, AECOM will submit a revised Administrative Draft CAP to the city for review and comment. We assume the city will provide one consolidated set of comments and revisions, which AECOM will incorporate to produce the Public Review Draft CAP. As noted above, preparation of a Public Review Draft CAP is included within AECOM’s scope of work under the SCC CAP contract. Therefore, we have only included a Public Review Draft CAP deliverable within this proposal to cover the marginal additional effort required to produce that document as a result of additional or substantially revised measures or a change in GHG reduction target. AECOM will submit an electronic copy of the Public Review Draft CAP to the city for their distribution to the public and other interested parties. AECOM will also email an electronic version of the Public Review CAP to the Bay Area Air Quality Management District for their review and comment. AECOM assumes that comments related to the content of the Public Review Draft CAP and resulting revisions will be addressed as part of the SCC CAP contract. As noted above, AECOM will provide up to two PowerPoint presentations for use at Planning Commission and/or City Council meetings as part of the SCC CAP contract. We understand that the city would like the contracted consulted to attend up to two such meetings where they will present the public comments received and demonstrate how 163 they were addressed within the Public Review Draft. Since we are preparing the CAP document as well, we assume one AECOM staff member would attend each meeting (up to 2) and give a presentation that describes the overall contents of the CAP, as well as how community and stakeholder input was integrated into the plan. Task 2 Deliverables – Draft and Final CAP (CUP TASK 2) and associated documents: Item Description Format # Hard Copies Recommended changes memorandum Develop one report summarizing community comments directing changes to Administrative Draft CAP; includes one draft revision Word/PDF 0 Admin Draft CAP changes-tracking memorandum Develop on memo documenting what changes were made to the Administrative Draft CAP based on community and stakeholder input; includes on draft revision Word/PDF 0 Revised Admin Draft CAP Prepare revised Admin Draft CAP Word 0 Public Review Draft CAP Prepare Public Review Draft CAP; includes one draft revision Word/PDF 0 City Council/Planning Commission presentation Prepare two presentations, one per meeting, to present CAP and demonstrate how community/stakeholder input was addressed; includes one draft revision each PPT 0 Task 3 – Environmental Review As part of the SCC CAP work, AECOM is preparing materials to assist the participating jurisdictions with the environmental review for their individual CAPs. AECOM is currently preparing three documents for this purpose: 164 • Template Initial Study (IS) intended to provide the framework for CEQA analysis of the CAP and guidance on CEQA compliance for CAPs based on our extensive experience; • Impact tables to provide discussions of impacts that could potentially arise from the selected CAP measures, conceptual discussion supporting findings of no impact where appropriate, and sample relevant language that each jurisdiction can use to tailor for each reduction measure; and • Mitigation approaches where potential impacts are identified, including sample mitigation measures and post-mitigation statements of significance. We recommend the CEQA process start after preparation of the Administrative Draft CAP with a Draft IS/ MND available for public comment at the same time as the public review Draft CAP. We assume that revisions to the Draft Initial Study / MND in response to public comments on either the Draft CAP or IS/MND will not substantially affect the CEQA analysis and documentation. AECOM assumes that we will prepare a single IS/MND to cover the communitywide and LGO CAP Measures as a single, interrelated program. We assume that this document will provide a program level of analysis; some measures, especially LGO measures, may be implemented through future actions which will require analysis at a project level once detailed, specific descriptions of these projects are available. To initiate the CEQA process, AECOM will attend one teleconference to discuss the strategy for California Environmental Quality Act (CEQA) compliance. We will review roles, responsibilities, expectations, and the desired schedule for this effort. We will make any necessary revisions to our scope of work following this meeting. Based on the city’s direction in this teleconference, AECOM will review the final list of Cupertino’s CAP measures (both communitywide and LGO) against the impact analysis described above to identify measures that have the potential to generate adverse environmental impacts. We will also conduct additional impact analysis on any new measures developed as a result of the CAP community engagement, as described under Task 1, as well as new LGO measures resulting from City Council input as described under Task 2. We will customize the project description and environmental setting provided in the template environmental documents, as necessary, to reflect unique aspects of Cupertino’s context that pertain to environmental effects. AECOM will populate the template IS using the impact discussions provided in the impact tables, customizing these descriptions for Cupertino. Where impacts have been identified, AECOM will recommend mitigation measures and characterize impacts after the application of mitigation. For impacts where mitigation is necessary, we will review existing regulations, such as those in the City’s Municipal Code, mitigating policies and strategies from the General Plan, and applicable standard mitigation measures to determine applicability to the CAP. In particular, policies and strategies from Section 5 of the City’s General Plan, “Environmental Resources/Sustainability,” could be used directly or revised for use as mitigation for CAP measures. Since the city is in the midst of a General Plan Update, we assume any settings information can come from background reports prepared to support this effort. Based on our experience, we also 165 assume that the Initial Study will not require any technical reports to support our conclusions (for example, air quality, noise, transportation, hydrology, geotechnical, etc.). We will prepare for the city’s review one administrative draft Environmental Initial Study and Negative Declaration (Mitigated Negative Declaration, if necessary). After incorporating revisions, we will prepare a Notice of Completion & Environmental Document Transmittal and hand deliver with the Public Review Draft IS document to the State Clearinghouse to initiate the public review period. We will provide the City with electronic versions of these documents for local distribution. We recommend distribution at the same time to the Bay Area Air Quality Management District, other responsible agencies, and local stakeholders and interested parties. We will review with city staff public and agency comments received on the Environmental Initial Study and participate in one teleconference to discuss comments. We will provide the city with responses to comments and revisions to the Initial Study for review and revision. Revisions to the CAP to address comments received from the BAAQMD are included in Task 2 of this proposal. We assume that any changes that are necessary will not require any new analysis or reorganization of the document. This scope of work and budget assumes that up to 30 hours may be required for responses to comments and revisions to the public review draft Initial Study. We will prepare one final Initial Study/Mitigated Negative Declaration to be used by the city in adoption proceedings. We assume city staff can provide text related to CEQA findings. We will prepare a Notice of Determination and hand deliver the notice to the State Clearinghouse. We assume the city will file the notice with the County Clerk’s office. Task 3 Deliverables – Environmental Review (CUP Task 3) Item Description Format # Hard Copies Admin and Public Review Draft IS/ND or IS/MND Provide1 administrative draft and 1 revised public review draft Initial Study and Negative Declaration or Mitigated Negative Declaration Word/PDF As required to initiate State Clearinghouse circulation NOC and environmental document transmittal Provide 1 Notice of Completion & Environmental Document Transmittal Word/PDF 1 for State Clearinghouse Screencheck and final IS/ND or IS/MND, and responses to Provide 1 screencheck and 1 final Initial Study Negative Declaration Word/PDF 0 166 comments or Mitigated Negative Declaration and responses to comments Public comments and recommendations Provide catalog of public comments and recommendations (e.g. time, date, correspondence details), and responses to all comments Word/PDF 0 Notice of Determination Provide 1 draft and 1 final Notice of Determination Word/PDF 1 for State Clearinghouse Task 3 – Project Management This task involved management of AECOM and MIG tasks throughout the project schedule, including up to 12 30-minute bi-monthly conference calls, review of subconsultant work, and monthly progress reports to accompany invoicing. Cost/Schedule per Task Task 0 (Project Management) Timeframe: 24 weeks Budget: $7,299 Task 1A (Visioning Workshop and Goal-Setting Workshop) Timeframe: 9 weeks Budget: $20,885 Optional Task 1B (Online Engagement) Timeframe: 3 weeks Budget: $8,129 Optional Task 1C (Focus Groups and/or Stakeholder Interviews) Timeframe: 11 weeks 167 Budget: $12,046 Task 2 (Community-Input Based Measure Revisions to SCC Draft CAP) Timeframe: 14 weeks Budget: $13,888 Task 3 (Environmental Review) Timeframe: 19 weeks Budget: $18,815 Direct Costs: $2,600 Direct Costs – Optional Tasks: $12,700 Total contract timeframe (note: some phases overlap): 24 weeks Total contract budget (without optional tasks): $67,091 Total contract budget (with optional tasks): $99,966 168 MIG, Inc.Cupertino General Plan Amendment 2012 | Page 4.1 p r o j e c t b u d g e t EXHIBIT B Hrs@ $193 Hrs@ $93 Hrs@ $127 Hrs@ $162 Hrs@ $113 Hrs@ $88 Hrs@ $196 Hrs@ $125 Hrs@ $80 0A Kick-Off Meeting 4 $772 6 $558 0 $0 0 $0 0 $0 0 $0 $0 0 $0 4 $498 0 $0 $75 14 $1,903 0B Coordination Meetings 4 $772 26 $2,418 0 $0 0 $0 0 $0 0 $0 $0 4 $785 12 $1,495 0 $0 $25 46 $5,496 Subtotal 8 $1,544 32 $2,976 0 $0 0 $0 0 $0 0 $0 $0 4 $785 16 $1,994 0 $0 $100 60 $7,399 1A.1 Public Visioning Workshop 3 $579 36 $3,348 1 $127 0 $0 0 $0 2 $176 $100 16 $3,142 20 $2,492 8 $640 $800 86 $11,404 1A.2 Goal -Setting Workshop 3 $579 37 $3,441 0 $0 0 $0 0 $0 1 $88 $100 16 $3,142 20 $2,492 8 $640 $800 85 $11,282 Subtotal 6 $1,158 73 $6,789 1 $127 0 $0 0 $0 3 $264 $200 32 $6,283 40 $4,984 16 $1,280 $1,600 171 $22,685 2A Communitywide Measure Revisions 10 $1,930 102 $9,486 16 $2,032 0 $0 0 $0 5 $440 $500 0 $0 0 $0 0 $0 $0 133 $14,388 LGO Measure Revisions Only 1 $193 20 $1,860 3 $381 0 $0 0 $0 0 $0 $0 0 $0 0 $0 0 $0 $0 24 $2,434 Subtotal 10 $1,930 102 $9,486 16 $2,032 0 $0 0 $0 5 $440 $500 0 $0 0 $0 0 $0 $0 133 $14,388 3A Initial Study Mitigated Negative Declaration 20 $3,860 7 $651 2 $254 10 $1,620 110 $12,430 0 $0 $100 0 $0 0 $0 0 $0 $0 149 $18,915 Subtotal 20 $3,860 7 $651 2 $254 10 $1,620 110 $12,430 0 $0 $100 0 $0 0 $0 0 $0 $0 149 $18,915 Project Management 10 $1,930 18 $1,674 0 $0 0 $0 0 $0 0 $0 $100 28 $3,704 Subtotal 10 $1,930 18 $1,674 0 $0 0 $0 0 $0 0 $0 $100 28 $3,704 54 $10,422 232 21,576$ 19 2,413$ 10 1,620$ 110 12,430$ 8 704$ 900$ $50,065 36 $7,069 56 $6,978 16 $1,280 $1,700 513 $67,091 * Direct costs include mileage associated with travel, delivery charges and mailings, document printing, large-scale color and b/w printing, and meeting/graphic supplies 1B Online Engagement 1 $193 42 $3,906 2 $254 0 $0 0 $0 0 $0 $0 4 $785 24 $2,990 0 $0 $12,000 73 $20,129 1C Focus Groups or Stakeholder Interviews 2 $386 61 $5,673 2 $254 0 $0 0 $0 0 $0 $300 4 $785 32 $3,987 12 $960 $400 113 $12,746 3 $579 103 $9,579 4 $508 0 $0 0 $0 0 $0 $300 $10,966 8 $1,571 56 $6,978 12 $960 $12,400 186 $32,874 Task 4 Project Mangement Graphics/Editing Task 2: Community Input-Based Measure Revisions to SCC Draft CAP Task 3: Environmental Review Direct Costs Project Totals Jeff Goldman Principal-in-Charge Josh Lathan Project Manager Culley Thomas MIG, Inc. TOTAL AECOM Senior CEQA AECOM Direct Costs Project Manager TOTAL OPTIONAL TASKS & DIRECT COSTS TOTAL FEE & DIRECT COSTS OPTIONAL TASKS Task 0: Project Management and Coordination Task 1: CAP Community Engagement Drew Sutton Environmental Chris Beynon Project Assistant Ellie Fiore Senior Advisor Matthew Gerken Principal-in-Charge 169 2/4/2014 Cupertino CAP Interview AECOM LEGEND*Deliverable In-Person Meetings City Review Subtask Duration Public Comment Period TASKS for CITY OF CUPERTINO Task 1: Cupertino CAP Community Engagement 1A. Visioning Workshop and Goal-Setting Workshop 1A.1 Design Workshop Boards 1A.2 Advertise Workshops (flyer preparation, press release) 1A.3 Prepare for Workshops (e.g., 2 PPTs) 1A.4 Attend / Present at Goal-Setting Workshop 1A.5 Attend / Present at Visioning Workshop 1A.6 Prepare Workshop Summary Reports ** OPTIONAL TASK 1 1B. Online Engagement 1B.1 Develop Website Content 1C. Focus Groups and/or Stakeholder Interviews 1C.1 Develop Meeting Materials (1 PowerPoint, handouts, survey/questionnaire) 1C.2 Attend Focus Group/Stakeholder Meetings (timeframe within which meetings could occur) 1C.3 Prepare Focus Group/Stakeholder Interview Summary Report * Task 2: Community Input-Based Measure Revisions to SCC Draft CAP 2. Measure Revisions 2A.1 Develop Recommended Changes Memorandum * 2A.2 Revise Administrative Draft Measure Text and Quantification Estimates * 2A.3 Provide Revised Administrative Draft CAP * 2A.3 Prepare Administrative Draft CAP Changes-Tracking Memorandum * 2A.4 Prepare Public Review Draft * 2A.5 Attend First City Council or Planning Commission Meeting 2A.6 Attend Second City Council or Planning Commission Meeting Task 3: Environmental Review 3. Initial Study Mitigated Negative Declaration 3.1 Conduct Impact Analysis for New / Revised Measures 3.2 Develop Mitigation Measures for New / Revised Measures 3.3 Customize Project Description and Environmental Setting 3.4 Administrative Draft Initial Study / Mitigated Negative Declaration * 3.5 Public Review Draft Initial Study / Mitigated Negative Declaration * 3.6 Response to Comments and Screencheck Final Initial Study and Mitigated Negative Declaration * 3.7 Final Initial Study / Mitigated Negative Declaration * OPTIONAL TASKS for CITY OF CUPERTINO KEY GENERAL PLAN AND GENERAL PLAN EIR DATES Joint CC/PC Study Session or Hearing on Draft GPA - Build out numbers available (City, MIG) Provide Traffic Data for AQ/GHG/Noise Technical Team - Traffic data available (Hexagon/City and TPC|DCE) Administrative Draft GP EIR (TPC|DCE) Public Review Draft GP EIR (City and TPC|DCE) Final GP EIR (City and TPC|DCE) General Plan Update Team and SCC CAP Team Deliverables SEPJUL APR MAY JUL AUGMAR SEP City of Cupertino CAP Support Schedule AUG SEP MAR APR MAY JUN MAR APR MAY JUN JUL JUN AUG 170 COMMUNITY OUTREACH AND PUBLIC MEETINGS/HEARINGSDESIGNS, PLANS AND PRODUCTSHOUSINGELEMENT UPDATECEQA PROCESSPUBLIC REVIEW AND ADOPTION CLIMATE ACTION PLANProject Kick-off Meeting/Tour Mar 2013 Project Website and Comment Form Stakeholder Interviews May/June 2013 Newsletter, eBlast, Press Release and Poster CW #1 July 2013 PC Hearing Jan 2014 CC Jan 2014 CW #2 Oct 2013 Community Open House Jun 2014 Revised Draft General Plan Amendment May 2014 Initiate EIR Process July 2013 Existing Conditions Reports Nov 2013 GPA Project Description, Initial Study and NOP Mar 2014 GPA EIR Scoping Meeting Apr 2014 GPA Draft EIR Oct 2014 GPA Final EIR Oct 2014 project schedule Updated March 3, 2014 Base Maps and GIS Mar-May 2013 Joint PC/CC May 2014 GPA Admin Draft EIR Sept 2014 Settings and Opportunities Report, and Vision Framework Jun 2013 Refined Work Plan Outreach Plan Mar 2013 Ongoing Stakeholder Coordination General Plan Analysis and Policy Framework Mar 2014 Draft General Plan Amendment Apr 2014 Final General Plan Amendment Oct 2014 PC Public Hearings Sept 2014 CC Public Hearings Sept 2014 CC Adoption Hearing Oct 2014 VISIONING CONCEPT ALTERNATIVES DRAFT GENERAL PLAN AMENDMENT Alternatives Report Jan 2014 Final Housing Element Oct 2014 Study Sessions Feb 2014 Preliminary Draft HE Mar 2014 Study Sessions Apr 2014 Public Review Draft HE May 2014 PC Public Hearing Oct 2014 CC Public Hearing Oct 2014 Public Hearing Draft HE Sept 2014 HC Public Meeting Sept 2014 Stakeholder Interviews Dec 2013 HCD Review Oct-Nov 2014 Market Study and Allocation Analysis Dec 2013 Newsletter, eBlast, Press Release and Poster Newsletter, eBlast, Press Release and Poster Newsletter, eBlast, Press Release and Poster Concept Alternatives Nov 2013 Retail Strategy Nov 2013 Community Workshop Jan 2014 Density Bonus Ordinance May 2014 Community Group Workshops Dec 2013 - Jan 2014 Project Kick-off Meeting Online Engagement (optional) Focus Groups and Stakeholder Interviews (optional) Final CAP Oct 2014 Workshop #1 Workshop #2 Draft City CAP PC/CC Meeting PC/CC Hearing CAP Initiate CEQA Process CAP CEQA Analysis Documnetation CAP CEQA CAP Comments and Responses Outreach Reports MARCH - JUNE 2013 JULY 2013 - JANUARY 2014 FEBRUARY - MAY 2014 JUNE - OCTOBER 2014 Kick-off/Existing Conditions PHASE I Visioning and AlternativesPHASE II Draft General Plan AmendmentPHASE III Public Hearings and AdoptionPHASE IV 171 COMMUNITY DEVELOPMENT DEPARTMENT-BUILDING DIVISION CITY HALL 10 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3228 www.cupertino.org CITY COUNCIL STAFF REPORT  March 18, 2014    Subject  Second reading related to amendments to Chapter 16.58, Title 16, Buildings and  Construction, of the Cupertino Municipal Code relating to Plug in Electric Vehicle  Charging Systems; and Chapter 1.08 of the Cupertino Municipal Code relating to the  Right of Entry.    Recommended Action  Conduct the second reading of Ordinance No. 14‐2117 and  1. Approve an “Ordinance of the City Council of the City of Cupertino Amending  Chapter 16.58 of Title 16 of the Cupertino Municipal Code and adopting the 2013  California Green Building Standards Code with Certain Modifications relating to  Plug‐In Electrical Vehicle Charging Systems and Amending Chapter 1.08 of Title 1  of the Cupertino Regarding the Right of Entry” and adopting findings therein.    Discussion  On November 19, 2013, the Cupertino City Council directed staff to bring the following  items for review: (1) requirements for electrical vehicle charging station systems (EVSE)  in Chapter 16.58 of the Cupertino Municipal Code; and (2) clarification of the right of  entry in Chapter 1.08. At the meeting on March 4, 2014, the City Council reviewed the  above items and conducted the first reading of the ordinance amending Chapter 16.58  and Chapter 1.08 with the following modifications to the requirements for electrical  charging vehicles:    New One‐ and Two‐Family Dwellings:  • Remove future EVSE requirements for rebuilds and require future EVSE for only  new one‐ and two‐family dwellings.   • Install a dedicated circuit for future EVSE.  • Install a listed raceway or pre‐wire for EVSE.  New Multi‐Family Dwellings:  • Install a dedicated circuit for future EVSE for 5% of the total parking spaces  provided; not less than 1 parking space.  • Install a listed raceway or pre‐wire for EVSE.  1  172 2  New Non‐Residential Buildings:  • Install a dedicated circuit for future EVSE for 10% of the total parking spaces  provided; not less than 1 parking space  • Install a listed raceway or pre‐wire for EVSE.    The attached ordinance (Attachment A) reflects the above modifications.          Prepared by:  Albert Salvador, Building Official, Colleen Winchester, Assistant City  Attorney  Reviewed by:  Aarti Shrivastava, Community Development Director  Approved for Submission by:  David Brandt, City Manager  Attachments:   A. Ordinance amending Chapter 16.58 and Chapter 1.08 of the Cupertino Municipal  Code  B. Red‐line Ordinance amending Chapter 16.58 and Chapter 1.08 of the Cupertino  Municipal Code   173 ORDINANCE NO. 14‐2117    AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF  CUPERTINO AMENDING CHAPTER 16.58 OF TITLE 16 OF THE  CUPERTINO MUNICIPAL CODE AND ADOPTING THE 2013  CALIFORNIA GREEN BUILDING STANDARDS CODE WITH  CERTAIN MODIFICATIONS RELATING TO PLUG IN ELECTRIC  VEHICLE CHARGING SYSTEMS AND AMENDING CHAPTER  1.08 OF TITLE 1 OF THE CUPERTINO MUNICIPAL CODE  REGARDING THE RIGHT OF ENTRY    WHEREAS, pursuant to Sections 17922, 17958, 17958.5 and 17958.7 of the California Health  and Safety Code, the City of Cupertino may adopt the provisions of the California Green  Building Standards Code, with certain amendments to those provisions which are reasonably  necessary to protect the health, welfare and safety of the citizens of Cupertino because of the  local climatic, geological, and topographical conditions; and    WHEREAS, over the years, the City Council made factual findings set forth in respective  sections of Chapter 16 of the Cupertino Municipal Code and additional findings on November  4, 2013, relating to the amendments to the California codes; and    WHEREAS, the factual findings made then continue to be valid and relate to the amendments  made to the California codes in this adoption, and are incorporated herein; and    WHEREAS, the City Council makes the following additional factual findings with respect to  the local geological, topographical, and climate conditions including, but not limited to, the  following:  1. The Cities Association of Santa Clara County and the City of Cupertino support policies  and programs that reduce regional pollutants, greenhouse gases, and support  sustainability objectives; and    2. Emissions from conventional gasoline powered vehicles are a major source of pollutants  and greenhouse gases in Santa Clara County; and  3. Plug‐in electric vehicles derive some or all of their energy form the electrical grid; and  4. Per State requirements, California’s electrical grid is required to derive 33% of all energy  from renewable resources by 2020; and  5. The use of plug‐in electric vehicles substantially reduces emissions and pollutants in  comparison with conventional gasoline powered vehicles; and   Council Agenda:  March 18, 2014  Page: 1  Revision Date:  March 10, 2014   174 6. According to the California Air Resources Board, emissions from plug in electric vehicles  are 75% lower than the average conventional gasoline powered vehicle and 55% lower than  the average conventional hybrid vehicle; and  7. Conventional gasoline powered vehicles use energy from petroleum which is a non‐ renewable resources; and  8. Plug‐in electric vehicles derive some or all of their energy from the electrical grid that  increasingly uses renewable resources, which provides a sustainable energy resource; and  9. The availability of plug‐in electric vehicles is growing.  The International Energy Agency  projects that Plug‐in Electric Vehicles will account for up to 15% of the vehicle fleet globally  by 2020; and  10. The requirement to install pre‐wiring for electric vehicle charging systems in new buildings  decreases costs associated with installing charging systems at a later date; and  11. By decreasing the cost required to install electric vehicle charging systems, owners can  more easily install charging systems, increasing their visibility and reducing “range  anxiety” for those intending to purchase plug in electric vehicles; and  12. The goals of these amendments are consistent with the City of Cupertino General Plan,  which sets forth goals to minimize the environmental impacts of land development  including increased vehicle emissions; and  13. Nothing in these amendments is intended to duplicate, contradict, or enter a field which  has been fully occupied by, federal or state law or regulation.      WHEREAS, this Ordinance was found to be categorically exempt from environmental  review per the provisions of the California Environmental Quality Act of 1970, as amended, 14  California Code of Regulations, Section 15308; and    WHEREAS, the City Council of the City of Cupertino is the decision‐making body for  this Ordinance; and     WHEREAS, the City Council has reviewed and considered the statement of exemption  determination under CEQA prior to taking any approval actions on this Ordinance; and              Council Agenda:  March 18, 2014  Page: 2  Revision Date:  March 10, 2014   175 NOW THEREFORE, THE COUNCIL OF THE CITY OF CUPERTINO DOES ORDAIN  AS FOLLOWS:     SECTION 1.  Section 16.58.400 of Chapter 16.58 of Title 16 of the Cupertino Municipal Code is  hereby added to be numbered, entitled, and to read as follows:    Add and Amend Section A4.106.8 of the 2013 CalGreen Code as follows:    A4.106.8  Electric vehicle (EV) charging.  Dwellings shall comply with the following  requirements for the future installation of Electric Vehicle Supply Equipment (EVSE).    A4.106.8.1   New one‐ and two‐family dwellings.  Install a dedicated branch circuit  sufficient to provide adequate electrical capacity to serve a Level 2 EVSE.  Also, install a  listed raceway or pre‐wiring from the dedicated branch circuit to the designated electric  vehicle parking stall.  The raceway shall not be less than trade size 1 (nominal 1‐inch inside  diameter).  The raceway shall be securely fastened at the main service or subpanel and  shall terminate in close proximity to the proposed location of the charging system into a  listed cabinet, box or enclosure.  Raceways are required to be continuous at enclosed or  concealed areas and spaces.  A raceway may terminate in an attic or other approved  location when it can be demonstrated that the area is accessible and no removal of  materials is necessary to complete the final installation.  Pre‐wiring shall include the  installation of conduit, appropriately sized conductors, and adequate electrical capacity to  serve a Level 2 EVSE.    Exception:  Other pre‐installation methods approved by the local enforcing agency that  provide sufficient conductor sizing and service capacity to install Level 2 Electric  Vehicle Supply Equipment (EVSE).    Note:  Utilities and local enforcing agencies may have additional requirements for  metering and EVSE installation, and should be consulted during the project design and  installation.    A4.106.8.1.1  Labeling requirement.  A label stating “EV CAPABLE” shall be posted in a  conspicuous place at the service panel or subpanel and next to the raceway or pre‐wiring  termination point.    A4.106.8.2  New Multifamily dwellings.  At least 5 percent of the total parking spaces, but not  less than one, shall be capable of supporting future electric vehicle supply equipment (EVSE).    A4.106.8.2.1  Single charging space required.  When only a single charging space is  required, install a dedicated branch circuit sufficient to provide adequate electrical capacity  Council Agenda:  March 18, 2014  Page: 3  Revision Date:  March 10, 2014   176 to serve a Level 2 EVSE.  Also, install a listed raceway or pre‐wiring from the dedicated  branch circuit to the designated electric vehicle parking stall.  The raceway shall not be less  than trade size 1 (nominal 1‐inch inside diameter).  The raceway shall be securely fastened  at the main service or subpanel and shall terminate in close proximity to the proposed  location of the charging system into a listed cabinet, box or enclosure.  Pre‐wiring shall  include the installation of conduit, appropriately sized conductors, and adequate electrical  capacity to serve a Level 2 EVSE.    Exception:  Other pre‐installation methods approved by the local enforcing agency that  provide sufficient conductor sizing and service capacity to install Level 2 Electric  Vehicle Supply Equipment (EVSE).    A4.106.8.2.2  Multiple charging spaces required.  When multiple charging spaces are  required, install a dedicated branch circuit sufficient to provide adequate electrical capacity  to serve a Level 2 EVSE.  Also, install a listed raceway or pre‐wiring from the dedicated  branch circuit to all designated EVSE spaces.  Plans shall be provided to include the  location(s) and type of the EVSE, raceway method(s), wiring schematics and electrical  calculations to verify that the electrical system has sufficient capacity to simultaneously  charge all the electrical vehicles (EV) at all designated EV charging spaces at their full rated  amperage.  Plan design shall be based upon Level 2 EVSE at its maximum operating  ampacity.  Only underground raceways and related underground equipment are required  to be installed at the time of construction.  Pre‐wiring shall include the installation of  conduit, appropriately sized conductors, and adequate electrical capacity to serve a Level 2  EVSE.    Note:  Utilities and local enforcing agencies may have additional requirements for  metering and EVSE installation, and should be consulted during the project design and  installation.    A4.106.8.2.3  Labeling requirement.  A label stating “EV CAPABLE” shall be posted in a  conspicuous place at the service panel or subpanel and next to the dedicated EV charging  spaces.    A.4.106.8.3  Alternative Means for Electric Vehicle (EV) Charging for Residential buildings.  The provisions of Section A4.106.8.1 and A4.106.8.2 are not intended to prevent the use of any  alternative means of achieving the standards for electric vehicle charging, provided that any  such alternative is approved by the Building Official based on findings that the proposed  alternative is satisfactory and complies with the intent of the provisions and is at least as  equivalent as the prescribed requirements.    Council Agenda:  March 18, 2014  Page: 4  Revision Date:  March 10, 2014   177 SECTION 2.  Section 16.58.420 of Chapter 16.58 of Title 16 of the Cupertino Municipal Code is  hereby added to be numbered, entitled, and to read as follows:    Add and Amend Section A5.106.5.3 of the 2013 CalGreen Code as follows:    A.5.106.5.3  New non‐residential buildings. At least 10 percent of the total parking spaces, but  not less than one, shall be capable of supporting installation of future electric vehicle supply  equipment (EVSE).    A5.106.5.3.1  Single charging space requirements. When only a single charging space is  required, install a dedicated branch circuit sufficient to provide adequate electrical capacity  to serve a Level 2 EVSE.  Also, install a listed raceway or pre‐wiring from the dedicated  branch circuit to the designated electric vehicle parking stall.  The raceway shall not be less  than trade size 1 (nominal 1‐inch inside diameter).  The raceway shall be securely fastened  at the main service or subpanel and shall terminate in close proximity to the proposed  location of the charging system into a listed cabinet, box or enclosure.  Pre‐wiring shall  include the installation of conduit, appropriately sized conductors, and adequate electrical  capacity to serve a Level 2 EVSE.    Exception:  Other pre‐installation methods approved by the local enforcing agency that  provide sufficient conductor sizing and service capacity to install Level 2 Electric  Vehicle Supply Equipment (EVSE).    A5.106.5.3.2  Multiple charging spaces required.  When multiple charging spaces are  required, install a dedicated branch circuit sufficient to provide adequate electrical capacity  to service a Level 2 EVSE. Also, install a listed raceway or pre‐wiring from the dedicated  branch circuit to all designated EVSE spaces. Plans shall be provided to include the  location(s) and type of the EVSE, raceway method(s), wiring schematics and electrical  calculations to verify that the electrical system has sufficient capacity to simultaneously  charge all the electrical vehicles (EV) at all designated EV charging spaces at their full rated  amperage.  Plan design shall be based upon Level 2 EVSE at its maximum operating  ampacity.  Provide raceways from the electrical service panel to the designated parking  areas which are required to be installed at the time of construction.  Pre‐wiring shall  include the installation of conduit, appropriately sized conductors, and adequate electrical  capacity to serve a Level 2 EVSE.    Note:  Utilities and local enforcing agencies may have additional requirements for  metering and EVSE installation, and should be consulted during the project design and  installation.    A5.106.5.3.3  Tier 1.  Not adopted.   Council Agenda:  March 18, 2014  Page: 5  Revision Date:  March 10, 2014   178   A5.106.5.3.4  Tier 2.  Not adopted.     A5.106.5.3.5  Labeling requirement.  A label stating “EV CAPABLE” shall be posted in a  conspicuous place at the service panel or subpanel and next to the dedicated EV charging  spaces.    A.5.106.5.4  Alternative Means for Electric Vehicle (EV) Charging for Non‐residential  buildings. The provisions of Section A.5.106.5.3 are not intended to prevent the use of any  alternative means of achieving the standards for electric vehicle charging, provided that any  such alternative is approved by the Building Official based on findings that the proposed  alternative is satisfactory and complies with the intent of the provisions and is at least as  equivalent as the prescribed requirements.       Council Agenda:  March 18, 2014  Page: 6  Revision Date:  March 10, 2014   179 SECTION 3.  Section 1.08.010 of Chapter 1.08 of Title 1 of the Cupertino Municipal Code is  hereby amended to read as follows:     1.08.010 Inspection Warrant Required.    Whenever necessary to make an inspection to enforce any ordinance or resolution or whenever  there is reasonable cause to believe there exists an ordinance or resolution violation in any  building or upon any premises within the jurisdiction of the city, any authorized official of the  city may, upon presentation of a valid inspection warrant and proper credentials, enter the  building or premises at all reasonable times to inspect the building or premises or to perform  any duty imposed by ordinance.     SECTION 4.  Section 1.08.020 of Chapter 1.08 of Title 1 of the Cupertino Municipal Code is  hereby amended to read as follows:     1.08.020 Exceptions.    The city is not required to obtain an inspection warrant to search or to seize property in the  following circumstances:  A. Where the city has obtained consent of the owner or occupant of the property in the  manner provided in Section 1.08.030;  B. Where the property exists within an open field, on public streets, parking lots or other open  places;  C. In an emergency; and/or  D. Where the seizure of the property is authorized pursuant to the police power of the State of  California and does not involve an invasion of privacy.     SECTION 5.  Section 1.08.030 of Chapter 1.08 of Title 1 of the Cupertino Municipal Code is  hereby amended to read as follows:     1.08.030 Consent to Inspect.    Prior to obtaining consent to an inspection of property, the owner or occupant of the property  shall be informed that they have the right to refuse entry and that, if the entry is refused,  inspection may be made only pursuant to a valid inspection warrant.   SECTION 6. The City Clerk shall certify the adoption of this Ordinance and shall give notice  of its adoption as required by law. Pursuant to Government Code Section 36933, a summary of  this Ordinance may be published and posted in lieu of publication and posting of the entire  text.  Council Agenda:  March 18, 2014  Page: 7  Revision Date:  March 10, 2014   180 Council Agenda:  March 18, 2014  Page: 8  Revision Date:  March 10, 2014     INTRODUCED at a regular meeting of the Cupertino City Council the ____ day of  ___________ 2014 and ENACTED at a regular meeting of the Cupertino City Council on this  ____ of __________ 2014 by the following vote:    AYES:  NOES:  ABSENT:  ABSTAIN:        ATTEST:      APPROVED:      ___________________________________  ___________________________________  Grace Schmidt,     Gilbert Wong,   City Clerk       Mayor            181 Council Agenda:  March 18, 2014  Page: 1  Revision Date:  March 10, 2014   ORDINANCE NO. ____    AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF  CUPERTINO AMENDING CHAPTER 16.58 OF TITLE 16 OF THE  CUPERTINO MUNICIPAL CODE AND ADOPTING THE 2013  CALIFORNIA GREEN BUILDING STANDARDS CODE WITH  CERTAIN MODIFICATIONS RELATING TO PLUG IN ELECTRIC  VEHICLE CHARGING SYSTEMS AND AMENDING CHAPTER  1.08 OF TITLE 1 OF THE CUPERTINO MUNICIPAL CODE  REGARDING THE RIGHT OF ENTRY    WHEREAS, pursuant to Sections 17922, 17958, 17958.5 and 17958.7 of the California Health  and Safety Code, the City of Cupertino may adopt the provisions of the California Green  Building Standards Code, with certain amendments to those provisions which are reasonably  necessary to protect the health, welfare and safety of the citizens of Cupertino because of the  local climatic, geological, and topographical conditions; and    WHEREAS, over the years, the City Council made factual findings set forth in respective  sections of Chapter 16 of the Cupertino Municipal Code and additional findings on November  4, 2013, relating to the amendments to the California codes; and    WHEREAS, the factual findings made then continue to be valid and relate to the amendments  made to the California codes in this adoption, and are incorporated herein; and    WHEREAS, the City Council makes the following additional factual findings with respect to  the local geological, topographical, and climate conditions including, but not limited to, the  following:  1. The Cities Association of Santa Clara County and the City of Cupertino support policies  and programs that reduce regional pollutants, greenhouse gases, and support  sustainability objectives; and    2. Emissions from conventional gasoline powered vehicles are a major source of pollutants  and greenhouse gases in Santa Clara County; and  3. Plug‐in electric vehicles derive some or all of their energy form the electrical grid; and  4. Per State requirements, California’s electrical grid is required to derive 33% of all energy  from renewable resources by 2020; and  5. The use of plug‐in electric vehicles substantially reduces emissions and pollutants in  comparison with conventional gasoline powered vehicles; and   182 Council Agenda:  March 18, 2014  Page: 2  Revision Date:  March 10, 2014   6. According to the California Air Resources Board, emissions from plug in electric vehicles  are 75% lower than the average conventional gasoline powered vehicle and 55% lower than  the average conventional hybrid vehicle; and  7. Conventional gasoline powered vehicles use energy from petroleum which is a non‐ renewable resources; and  8. Plug‐in electric vehicles derive some or all of their energy from the electrical grid that  increasingly uses renewable resources, which provides a sustainable energy resource; and  9. The availability of plug‐in electric vehicles is growing.  The International Energy Agency  projects that Plug‐in Electric Vehicles will account for up to 15% of the vehicle fleet globally  by 2020; and  10. The requirement to install pre‐wiring for electric vehicle charging systems in new buildings  decreases costs associated with installing charging systems at a later date; and  11. By decreasing the cost required to install electric vehicle charging systems, owners can  more easily install charging systems, increasing their visibility and reducing “range  anxiety” for those intending to purchase plug in electric vehicles; and  12. The goals of these amendments are consistent with the City of Cupertino General Plan,  which sets forth goals to minimize the environmental impacts of land development  including increased vehicle emissions; and  13. Nothing in these amendments is intended to duplicate, contradict, or enter a field which  has been fully occupied by, federal or state law or regulation.      WHEREAS, this Ordinance was found to be categorically exempt from environmental  review per the provisions of the California Environmental Quality Act of 1970, as amended, 14  California Code of Regulations, Section 15308; and    WHEREAS, the City Council of the City of Cupertino is the decision‐making body for  this Ordinance; and     WHEREAS, the City Council has reviewed and considered the statement of exemption  determination under CEQA prior to taking any approval actions on this Ordinance; and              183 Council Agenda:  March 18, 2014  Page: 3  Revision Date:  March 10, 2014   NOW THEREFORE, THE COUNCIL OF THE CITY OF CUPERTINO DOES ORDAIN  AS FOLLOWS:     SECTION 1.  Section 16.58.400 of Chapter 16.58 of Title 16 of the Cupertino Municipal Code is  hereby added to be numbered, entitled, and to read as follows:    Add Section A4.106.8 of the 2013 CalGreen Code as follows:    A4.106.8  Electric vehicle (EV) charging.  Dwellings shall comply with the following  requirements for the future installation of Electric Vehicle Supply Equipment (EVSE).    A4.106.8.1  One‐ and two‐family dwelling rebuilds and new New one‐ and two‐family  dwellings.  Install a dedicated branch circuit sufficient to provide adequate electrical  capacity to serve a Level 2 EVSE.  Also, install a listed raceway or pre‐wiring from the to  accommodate a dedicated branch circuit to the designated electric vehicle parking stall.   The raceway shall not be less than trade size 1 (nominal 1‐inch inside diameter).  The  raceway shall be securely fastened at the main service or subpanel and shall terminate in  close proximity to the proposed location of the charging system into a listed cabinet, box or  enclosure.  Raceways are required to be continuous at enclosed or concealed areas and  spaces.  A raceway may terminate in an attic or other approved location when it can be  demonstrated that the area is accessible and no removal of materials is necessary to  complete the final installation.  Pre‐wiring shall include the installation of conduit,  appropriately sized conductors, and adequate electrical capacity to serve a Level 2 EVSE.    Exception:  Other pre‐installation methods approved by the local enforcing agency that  provide sufficient conductor sizing and service capacity to install Level 2 Electric  Vehicle Supply Equipment (EVSE).    Note:  Utilities and local enforcing agencies may have additional requirements for  metering and EVSE installation, and should be consulted during the project design and  installation.    A4.106.8.1.1  Labeling requirement.  A label stating “EV CAPABLE” shall be posted in a  conspicuous place at the service panel or subpanel and next to the raceway or pre‐wiring  termination point.    A4.106.8.2  New Multifamily dwellings.  At least 3 5 percent of the total parking spaces, but  not less than one, shall be capable of supporting future electric vehicle supply equipment  (EVSE).    184 Council Agenda:  March 18, 2014  Page: 4  Revision Date:  March 10, 2014   A4.106.8.2.1  Single charging space required.  When only a single charging space is  required, install a dedicated branch circuit sufficient to provide adequate electrical capacity  to serve a Level 2 EVSE.  Also, install a listed raceway or pre‐wiring from the capable of  accommodating a dedicated branch circuit to the designated electric vehicle parking stall.   The raceway shall not be less than trade size 1 (nominal 1‐inch inside diameter).  The  raceway shall be securely fastened at the main service or subpanel and shall terminate in  close proximity to the proposed location of the charging system into a listed cabinet, box or  enclosure.  Pre‐wiring shall include the installation of conduit, appropriately sized  conductors, and adequate electrical capacity to serve a Level 2 EVSE.    Exception:  Other pre‐installation methods approved by the local enforcing agency that  provide sufficient conductor sizing and service capacity to install Level 2 Electric  Vehicle Supply Equipment (EVSE).    A4.106.8.2.2  Multiple charging spaces required.  When multiple charging spaces are  required, install a dedicated branch circuit sufficient to provide adequate electrical capacity  to serve a Level 2 EVSE.  Also, install a listed raceway or pre‐wiring from the dedicated  branch circuit to all designated EVSE spaces.  Plans shall be provided to include the  location(s) and type of the EVSE, raceway method(s), wiring schematics and electrical  calculations to verify that the electrical system has sufficient capacity to simultaneously  charge all the electrical vehicles (EV) at all designated EV charging spaces at their full rated  amperage.  Plan design shall be based upon Level 2 EVSE at its maximum operating  ampacity.  Only underground raceways and related underground equipment are required  to be installed at the time of construction.  Pre‐wiring shall include the installation of  conduit, appropriately sized conductors, and adequate electrical capacity to serve a Level 2  EVSE.    Note:  Utilities and local enforcing agencies may have additional requirements for  metering and EVSE installation, and should be consulted during the project design and  installation.    A4.106.8.2.3  Labeling requirement.  A label stating “EV CAPABLE” shall be posted in a  conspicuous place at the service panel or subpanel and next to the dedicated EV charging  spaces.    A.4.106.8.3  Alternative Means for Electric Vehicle (EV) Charging for Residential buildings.  The provisions of Section A4.106.8.1 and A4.106.8.2 are not intended to prevent the use of any  alternative means of achieving the standards for electric vehicle charging, provided that any  such alternative is approved by the Building Official based on findings that the proposed  alternative is satisfactory and complies with the intent of the provisions and is at least as  equivalent as the prescribed requirements.  185 Council Agenda:  March 18, 2014  Page: 5  Revision Date:  March 10, 2014     SECTION 2.  Section 16.58.420 of Chapter 16.58 of Title 16 of the Cupertino Municipal Code is  hereby added to be numbered, entitled, and to read as follows:    Add and Amend Section A5.106.5.3 of the 2013 CalGreen Code as follows:    A.5.106.5.3  New non‐residential buildings. At least 10 percent of the total parking spaces, but  not less than one, shall be capable of supporting installation of future electric vehicle supply  equipment (EVSE).    A5.106.5.3.1  Single charging space requirements. When only a single charging space is  required, install a dedicated branch circuit sufficient to provide adequate electrical capacity  to serve a Level 2 EVSE.  Also, install a listed raceway or pre‐wiring from the capable of  accommodating a dedicated branch circuit to the designated electric vehicle parking stall.   The raceway shall not be less than trade size 1 (nominal 1‐inch inside diameter).  The  raceway shall be securely fastened at the main service or subpanel and shall terminate in  close proximity to the proposed location of the charging system into a listed cabinet, box or  enclosure.  Pre‐wiring shall include the installation of conduit, appropriately sized  conductors, and adequate electrical capacity to serve a Level 2 EVSE.    Exception:  Other pre‐installation methods approved by the local enforcing agency that  provide sufficient conductor sizing and service capacity to install Level 2 Electric  Vehicle Supply Equipment (EVSE).    A5.106.5.3.2  Multiple charging spaces required.  When multiple charging spaces are  required, install a dedicated branch circuit sufficient to provide adequate electrical capacity  to serve a Level 2 EVSE.  Also, install a listed raceway or pre‐wiring from the dedicated  branch circuit to all designated EVSE spaces.  Plans shall be provided to include the  location(s) and type of the EVSE, raceway method(s), wiring schematics and electrical  calculations to verify that the electrical system has sufficient capacity to simultaneously  charge all the electrical vehicles (EV) at all designated EV charging spaces at their full rated  amperage.  Plan design shall be based upon Level 2 EVSE at its maximum operating  ampacity.  Provide raceways from the electrical service panel to the designated parking  areas which are required to be installed at the time of construction.  Pre‐wiring shall  include the installation of conduit, appropriately sized conductors, and adequate electrical  capacity to serve a Level 2 EVSE.    Note:  Utilities and local enforcing agencies may have additional requirements for  metering and EVSE installation, and should be consulted during the project design and  installation.    186 Council Agenda:  March 18, 2014  Page: 6  Revision Date:  March 10, 2014   A5.106.5.3.3  Tier 1.  Not adopted.  At least 3 percent of the total parking spaces, but not  less than one, shall be capable of supporting installation of future electric vehicle supply  equipment (EVSE).    A5.106.5.3.4  Tier 2.  Not adopted.     A5.106.5.3.5  Labeling requirement.  A label stating “EV CAPABLE” shall be posted in a  conspicuous place at the service panel or subpanel and next to the dedicated EV charging  spaces.    A.5.106.5.4  Alternative Means for Electric Vehicle (EV) Charging for Non‐residential  buildings. The provisions of Section A.5.106.5.3 are not intended to prevent the use of any  alternative means of achieving the standards for electric vehicle charging, provided that any  such alternative is approved by the Building Official based on findings that the proposed  alternative is satisfactory and complies with the intent of the provisions and is at least as  equivalent as the prescribed requirements.       187 Council Agenda:  March 18, 2014  Page: 7  Revision Date:  March 10, 2014   SECTION 3.  Section 1.08.010 of Chapter 1.08 of Title 1 of the Cupertino Municipal Code is  hereby amended to read as follows:     1.08.010 Search Warrant Required.  1.08.010 Inspection Warrant Required.    Whenever necessary to make an inspection to enforce any ordinance or resolution or whenever  there is reasonable cause to believe there exists an ordinance or resolution violation in any  building or upon any premises within the jurisdiction of the city, any authorized official of the  city may, upon presentation of a valid inspection warrant and proper credentials, enter the  building or premises at all reasonable times to inspect the building or premises or to perform  any duty imposed by ordinance.     SECTION 4.  Section 1.08.020 of Chapter 1.08 of Title 1 of the Cupertino Municipal Code is  hereby amended to read as follows:     1.08.020 Exceptions.  1.08.020 Exceptions.    The city is not required to obtain an inspection warrant to search or to seize property in the  following circumstances:  A. Where the city has obtained consent of the owner or occupant of the property in the  manner provided in Section 1.08.030;  B. Where the property exists within an open field, on public streets, parking lots or other open  places;  C. In an emergency; and/or  D. Where the seizure of the property is authorized pursuant to the police power of the State of  California and does not involve an invasion of privacy.     SECTION 5.  Section 1.08.030 of Chapter 1.08 of Title 1 of the Cupertino Municipal Code is  hereby amended to read as follows:     1.08.030 Consent to Inspect.  1.08.030 Consent to Inspect.    Prior to obtaining consent to an inspection of property, the owner or occupant of the property  shall be informed that they have the right to refuse entry and that, if the entry is refused,  inspection may be made only pursuant to a valid inspection warrant.   188 Council Agenda:  March 18, 2014  Page: 8  Revision Date:  March 10, 2014   SECTION 6. The City Clerk shall certify the adoption of this Ordinance and shall give notice  of its adoption as required by law. Pursuant to Government Code Section 36933, a summary of  this Ordinance may be published and posted in lieu of publication and posting of the entire  text.    INTRODUCED at a regular meeting of the Cupertino City Council the ____ day of  ___________ 2014 and ENACTED at a regular meeting of the Cupertino City Council on this  ____ of __________ 2014 by the following vote:    AYES:  NOES:  ABSENT:  ABSTAIN:        ATTEST:      APPROVED:      ___________________________________  ___________________________________  Grace Schmidt,     Gilbert Wong,   City Clerk       Mayor            189 PUBLIC WORKS DEPARTMENT CITY HALL 10 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3354 www.cupertino.org CITY COUNCIL STAFF REPORT Meeting: March 18, 2014    Subject  Cupertino Water Conservation.    Recommended Action  Accept Staff Presentation.    Discussion  Santa Clara County had the driest year on record in 2013. As of March 5th, the lack of  rain received indicates that 2014 will be our third consecutive critically dry year.  Conditions are similar statewide, prompting Governor Brown to declare a drought  emergency and to ask all Californians to voluntarily reduce their water use by 20%. The  Santa Clara Valley Water District (SCVWD) is the wholesaler of water to San Jose Water  Company (SJWC) and California Water Company (CWC), the retailers serving the City  of Cupertino. Both SJWC and CWC are urging customers to voluntarily curtail water  use by at least 20%. With rain received at approximately 40% of normal levels and the  winter rain season coming to a close, these voluntary water conservation efforts might  be the only way to avoid possible mandatory rationing in the future.     The California Department of Water Resources requires water providers to have an  Urban Water Management Plan (UWMP). For a UWMP to be complete, a water  shortage contingency plan must be included. The contingency plan for the SCVWD is  modeled upon estimated groundwater reserves that occurred during the driest three  years on record (1988‐90). The SCVWD is currently in stage three of a five stage action  plan. Stage three is titled “severe,” stage four “critical” and stage five “emergency.”  Stage three sets up to a 20% water demand reduction and stage four is a 40% reduction,  with fines for repeated violations. Stage five addresses a crisis such as an earthquake  and sets up to a 50% reduction for health and safety needs.  SJWC and CWC have  similar contingency plans tailored for the retail customer.  Water conservation  requirements in excess of 20% may include, but are not limited to, watering lawns every  other day and limiting water for swimming pools, fountains and ponds. Details of these  plans, characterization of water use at City facilities and long‐standing water  conservation efforts to date will be included in staff’s presentation.  190   Conservation is the best preparation for a sustained drought. For information on ways  to conserve water in homes or businesses, please see the links and information below:  • The Save Our Water website (www.saveourh20.org) contains water conservation  information, including lists of the minor, everyday changes we can make in our  kitchens, bathrooms, and laundry rooms that collectively add up to major water  savings. The site also includes video testimonials of people taking action to save  water.  • H2O House is a good website to assess the water saving opportunities of a home.  (www.h2ouse.org/)   • GreenBiz Cupertino is a program to assist, recognize and reward organizations  committed to adopting policies and implementing practices that protect the local  environment and improve public health. http://www.cupertino.org/index.aspx?page=1036  • “Growing Greener Blocks” is a City program that helps residents and their  neighbors learn more about recycling, composting and installing free energy‐ saving devices. http://www.cupertino.org/index.aspx?page=1105  _____________________________________    Prepared by:  Roger Lee, Assistant Director of Public Works  Reviewed by: Timm Borden, Director of Public Works   Approved for Submission by:  David Brandt, City Manager  Attachments:     A – Press Release: Governor Brown Declares Drought State of Emergency  B ‐ SCVWD – Press Release on Worsening Water Supply Conditions Prompt Call  for 20% Water Reduction Target    191 ATTACHMENT A GOVERNOR BROWN DECLARES DROUGHT STATE OF EMERGENCY 1-17-2014 SAN FRANCISCO – With California facing water shortfalls in the driest year in recorded state history, Governor Edmund G. Brown Jr. today proclaimed a State of Emergency and directed state officials to take all necessary actions to prepare for these drought conditions. “We can’t make it rain, but we can be much better prepared for the terrible consequences that California’s drought now threatens, including dramatically less water for our farms and communities and increased fires in both urban and rural areas,” said Governor Brown. “I’ve declared this emergency and I’m calling all Californians to conserve water in every way possible.” In the State of Emergency declaration, Governor Brown directed state officials to assist farmers and communities that are economically impacted by dry conditions and to ensure the state can respond if Californians face drinking water shortages. The Governor also directed state agencies to use less water and hire more firefighters and initiated a greatly expanded water conservation public awareness campaign (details at saveourh2o.org). In addition, the proclamation gives state water officials more flexibility to manage supply throughout California under drought conditions. State water officials say that California’s river and reservoirs are below their record lows. Manual and electronic readings record the snowpack’s statewide water content at about 20 percent of normal average for this time of year. The Governor’s drought State of Emergency follows a series of actions the administration has taken to ensure that California is prepared for record dry conditions. In May 2013, Governor Brown issued an Executive Order to direct state water officials to expedite the review and processing of voluntary transfers of water and water rights. In December, the Governor formed a Drought Task Force to review expected water allocations, California’s preparedness for water scarcity and whether conditions merit a drought declaration. Earlier this week, the Governor toured the Central Valley and spoke with growers and others impacted by California’s record dry conditions. Photo captions and the full text of the emergency proclamation are below: 1.) Governor Brown announces Drought State of Emergency with Natural Resources Agency Secretary John Laird, Department of Water Resources Director Mark Cowin, Water Resources Control Board Chair Felicia Marcus and Governor’s Office of Emergency Services Director Mark Ghilarducci (left to right). Photo Credit: Justin Short, Office of the Governor. 192 2.) Governor Brown signs proclamation declaring Drought State of Emergency. From left to right: CAL FIRE Director Chief Ken Pimlott, Department of Food and Agriculture Secretary Karen Ross, Secretary Laird, Director Cowin, Chair Marcus and Director Ghilarducci. Photo Credit: Justin Short, Office of the Governor. For high resolution copies of these photos, please contact Danella Debel, Office of the Governor at Danella.Debel@gov.ca.gov. A PROCLAMATION OF A STATE OF EMERGENCY WHEREAS the State of California is experiencing record dry conditions, with 2014 projected to become the driest year on record; and WHEREAS the state’s water supplies have dipped to alarming levels, indicated by: snowpack in California’s mountains is approximately 20 percent of the normal average for this date; California’s largest water reservoirs have very low water levels for this time of year; California’s major river systems, including the Sacramento and San Joaquin rivers, have significantly reduced surface water flows; and groundwater levels throughout the state have dropped significantly; and WHEREAS dry conditions and lack of precipitation present urgent problems: drinking water supplies are at risk in many California communities; fewer crops can be cultivated and farmers’ long-term investments are put at risk; low-income communities heavily dependent on agricultural employment will suffer heightened unemployment and economic hardship; animals and plants that rely on California’s rivers, including many species in danger of extinction, will be threatened; and the risk of wildfires across the state is greatly increased; and WHEREAS extremely dry conditions have persisted since 2012 and may continue beyond this year and more regularly into the future, based on scientific projections regarding the impact of climate change on California’s snowpack; and WHEREAS the magnitude of the severe drought conditions presents threats beyond the control of the services, personnel, equipment and facilities of any single local government and require the combined forces of a mutual aid region or regions to combat; and WHEREAS under the provisions of section 8558(b) of the California Government Code, I find that conditions of extreme peril to the safety of persons and property exist in California due to water shortage and drought conditions with which local authority is unable to cope. NOW, THEREFORE, I, EDMUND G. BROWN JR., Governor of the State of California, in accordance with the authority vested in me by the state Constitution and statutes, including the California Emergency Services Act, and in particular, section 8625 of the California Government Code HEREBY PROCLAIM A STATE OF EMERGENCY to exist in the State of California due to current drought conditions. IT IS HEREBY ORDERED THAT: 1.State agencies, led by the Department of Water Resources, will execute a statewide water conservation campaign to make all Californians aware of the drought and encourage personal actions to reduce water usage. This campaign will be built on the existing Save Our Water campaign (www.saveourh20.org) and will coordinate with local water agencies. This campaign will call on Californians to reduce their water usage by 20 percent. 2.Local urban water suppliers and municipalities are called upon to implement their local water shortage contingency plans immediately in order to avoid or forestall outright restrictions that could become necessary later in the drought season. Local water agencies should also update their legally required urban and agricultural water management plans, which help plan for extended drought conditions. The Department of Water Resources will make the status of these updates publicly available. 3.State agencies, led by the Department of General Services, will immediately implement water use reduction 193 plans for all state facilities. These plans will include immediate water conservation actions, and a moratorium will be placed on new, non-essential landscaping projects at state facilities and on state highways and roads. 4.The Department of Water Resources and the State Water Resources Control Board (Water Board) will expedite the processing of water transfers, as called for in Executive Order B-21-13. Voluntary water transfers from one water right holder to another enables water to flow where it is needed most. 5.The Water Board will immediately consider petitions requesting consolidation of the places of use of the State Water Project and Federal Central Valley Project, which would streamline water transfers and exchanges between water users within the areas of these two major water projects. 6.The Department of Water Resources and the Water Board will accelerate funding for water supply enhancement projects that can break ground this year and will explore if any existing unspent funds can be repurposed to enable near-term water conservation projects. 7.The Water Board will put water right holders throughout the state on notice that they may be directed to cease or reduce water diversions based on water shortages. 8.The Water Board will consider modifying requirements for reservoir releases or diversion limitations, where existing requirements were established to implement a water quality control plan. These changes would enable water to be conserved upstream later in the year to protect cold water pools for salmon and steelhead, maintain water supply, and improve water quality. 9.The Department of Water Resources and the Water Board will take actions necessary to make water immediately available, and, for purposes of carrying out directives 5 and 8, Water Code section 13247 and Division 13 (commencing with section 21000) of the Public Resources Code and regulations adopted pursuant to that Division are suspended on the basis that strict compliance with them will prevent, hinder, or delay the mitigation of the effects of the emergency. Department of Water Resources and the Water Board shall maintain on their websites a list of the activities or approvals for which these provisions are suspended. 10. The state’s Drinking Water Program will work with local agencies to identify communities that may run out of drinking water, and will provide technical and financial assistance to help these communities address drinking water shortages. It will also identify emergency interconnections that exist among the state’s public water systems that can help these threatened communities. 11.The Department of Water Resources will evaluate changing groundwater levels, land subsidence, and agricultural land fallowing as the drought persists and will provide a public update by April 30 that identifies groundwater basins with water shortages and details gaps in groundwater monitoring. 12.The Department of Water Resources will work with counties to help ensure that well drillers submit required groundwater well logs for newly constructed and deepened wells in a timely manner and the Office of Emergency Services will work with local authorities to enable early notice of areas experiencing problems with residential groundwater sources. 13.The California Department of Food and Agriculture will launch a one-stop website (www.cdfa.ca.gov/drought) that provides timely updates on the drought and connects farmers to state and federal programs that they can access during the drought. 14.The Department of Fish and Wildlife will evaluate and manage the changing impacts of drought on threatened and endangered species and species of special concern, and develop contingency plans for state Wildlife Areas and Ecological Reserves to manage reduced water resources in the public interest. 15. The Department of Fish and Wildlife will work with the Fish and Game Commission, using the best available science, to determine whether restricting fishing in certain areas will become necessary and prudent as drought conditions persist. 16.The Department of Water Resources will take necessary actions to protect water quality and water supply in the Delta, including installation of temporary barriers or temporary water supply connections as needed, and will coordinate with the Department of Fish and Wildlife to minimize impacts to affected aquatic species. 194 17.The Department of Water Resources will refine its seasonal climate forecasting and drought prediction by advancing new methodologies piloted in 2013. 18.The California Department of Forestry and Fire Protection will hire additional seasonal firefighters to suppress wildfires and take other needed actions to protect public safety during this time of elevated fire risk. 19.The state’s Drought Task Force will immediately develop a plan that can be executed as needed to provide emergency food supplies, financial assistance, and unemployment services in communities that suffer high levels of unemployment from the drought. 20.The Drought Task Force will monitor drought impacts on a daily basis and will advise me of subsequent actions that should be taken if drought conditions worsen. I FURTHER DIRECT that as soon as hereafter possible, this Proclamation be filed in the Office of the Secretary of State and that widespread publicity and notice be given of this Proclamation. IN WITNESS WHEREOF I have hereunto set my hand and caused the Great Seal of the State of California to be affixed this 17th day of January, 2014. ______________________________ EDMUND G. BROWN JR., Governor of California ATTEST: ______________________________ DEBRA BOWEN, Secretary of State 195 ATTACHMENT B Worsening water supply conditions prompt call for 20 percent water reduction target Contact: Marty Grimes Office: 408-630-2881 Mobile: 408-202-4398 Date: February 25, 2014 SAN JOSE – In consideration of the worsening water supply outlook for Santa Clara County, the Santa Clara Valley Water District Board of Directors unanimously passed a resolution Tuesday night calling for mandatory measures to reach a water use reduction target equal to 20 percent of 2013 water use, through Dec. 31, 2014. Retail water agencies, local municipalities and the county of Santa Clara are recommended to implement mandatory measures as needed to achieve the 20 percent water use reduction target. Residents and businesses can expect over the next few weeks for their local water provider or municipality to begin implementing measures to reach the 20 percent target. The water district, as a wholesale provider, relies on retailer water agencies, local municipalities and the county to enact and implement local ordinances and water use reduction measures. In addition, the board of directors voted to establish a Board of Directors’ Ad Hoc Water Conservation Committee to discuss the implementation of actions to achieve the district’s water use reduction targets. Board Chair Tony Estremera and directors Richard Santos and Brian Schmidt were appointed to the committee. On Jan. 28, the water district board set a preliminary water use reduction target equal to 10 percent of 2013 county- wide water use, based on the district’s Water Shortage Contingency Plan. Since that time, water supply conditions have not improved, and the extent of water supply and operational challenges is becoming clearer. Due to continued dry local weather conditions, local reservoir levels remain very low, at only 33 percent of capacity. Furthermore, the lack of rain has resulted in less water naturally replenishing the groundwater basin. The most significant change since late January, however, is the announced allocations of imported water from the state and federal water projects. On Jan. 31, the state Department of Water Resources reduced its initial allocation from 5 percent of the district’s contract amount to zero. This impacts the district’s ability to transfer water that has been stored underground near Bakersfield. On Feb. 21, the U.S. Bureau of Reclamation announced that the water district’s agricultural allocation is at zero, and the municipal and industrial allocation is 50 percent of historic use, which the district expects to amount to 65,000 acre-feet. The district’s maximum contract allocation from the federal Central Valley Project is 152,500 acre-feet out of an annual water demand of 365,000 acre-feet. A priority of the district is continued delivery of safe, clean water from its treatment plants. With little local reservoir storage, the district’s three treatment plants will depend largely on limited supplies of imported water. Imported water typically provides more than 85 percent of the supply for the water district’s three water treatment plants, and in dry and critically dry years when local surface water is limited, up to 99 percent of treated drinking water is from imported 196 water sources. With less fresh water flowing through the Delta, salinity levels have increased in this imported water supply and are expected to be higher through the year. The district is working with retail water agencies to maintain drinking water quality. Algae blooms often grow, especially during the warm summer months, in the Delta and in San Luis Reservoir. Algae cause taste and odor issues in drinking water, but can be minimized through additional treatment. Also, to ensure that the supply is available for the treatment plants, the district has begun augmenting storage in Anderson Reservoir with imported water. This action will help ensure that there is sufficient water to supply treatment plants through the year. The board’s call for a 20 percent mandatory water use reduction is consistent with the district’s Water Shortage Contingency Plan, a component of the district’s 10-year Urban Water Management Plan. The plan calls for the board to consider a reduction in water use of up to 20 percent when the county’s groundwater supplies are projected to drop below 250,000 acre-feet by the end of the calendar year. Currently, the district projects that groundwater storage will drop to 205,300 acre-feet by year’s end, unless the community reaches the 20 percent short-term water reduction target. Local reservoirs have dropped to 49 percent of their 20-year average. Reservoir releases to creeks and percolation ponds for groundwater replenishment have been minimized. In order to conserve the limited supplies of imported water needed for the treatment plants, nearly all releases of imported water to creeks and groundwater recharge ponds were discontinued at the end of January, with the exception of releases to Madrone Channel in the South County and upper Coyote Creek. As groundwater recharge ponds and creeks begin to dry, the district expects resident fish populations to be impacted. Reducing groundwater recharge operations also accelerates the rate at which groundwater supplies are depleted. Programs and conservations tips can be found on our Water Conservation web pages, and at save20gallons.org. Below is the text of the Board resolution: CALLING FOR 20 PERCENT WATER USE REDUCTION THROUGH DECEMBER 31, 2014 WHEREAS, in California, water is a precious and limited resource that must be used wisely; and WHEREAS, calendar year 2013 was the driest year on record and 2014 is projected to be critically dry as well; and WHEREAS, on January 17, 2014, Governor Brown proclaimed a Drought State of Emergency, calling on local urban water suppliers and municipalities to implement their local water shortage contingency plans immediately and calling on all Californians to reduce their water usage by 20 percent; and WHEREAS, Santa Clara County relies on water supply imported by the State Water Project and Central Valley Project to provide treated drinking water, replenish the local groundwater basin and prevent the return of historic overdraft and land surface subsidence that could damage Bay-front levees and other critical infrastructure in northern Santa Clara County; and 197 WHEREAS, in 2014, State Water Project allocations have been reduced to zero percent of contract quantity, Central Valley Project water allocations for agricultural use are also at zero percent, and Central Valley Project water allocations for municipal and industrial uses are 50 percent of historic use to support public health and safety; and WHEREAS, a priority of the Santa Clara Valley Water District (District) is continued delivery of safe, clean drinking water from its treatment plants, and the lack of precipitation and depleted storage in State and federal reservoirs has caused poor water quality conditions in the Sacramento-San Joaquin Delta and low storage levels in San Luis Reservoir that may limit or interrupt treatment plant supplies; and WHEREAS, local watershed runoff has been extremely low this winter, and the District’s ability to augment reservoir storage with imported water is limited because of California Department of Water Resources Division of Dam Safety requirements; and WHEREAS, through careful water management, Santa Clara County groundwater reserves at the start of 2014 were well within the normal range, but these reserves are projected to drop significantly by the end of 2014; and WHEREAS, the District must maintain sufficient local surface and groundwater reserve supplies to cope with supply interruptions from natural disasters and catastrophic events such as earthquake; and WHEREAS, the District's Urban Water Management Plan, Water Shortage Contingency Plan guides the District's water supply management actions for supply augmentation, increased water use reduction measures, and the use of local reserve supplies; and WHEREAS, the District through coordination with retail water agencies, local municipalities and the County of Santa Clara is increasing public outreach and education to create greater awareness of countywide water supply challenges and need for efficient water use; and WHEREAS, the District must rely on the actions of the retail water agencies, local municipalities and the County of Santa Clara to enact and implement local ordinances and water use reduction measures; and NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Santa Clara Valley Water District that a water use reduction target equal to 20 percent of 2013 water use is called for through December 31, 2014, and it is further recommended that retail water agencies, local municipalities and the County of Santa Clara implement mandatory measures as needed to achieve the 20 percent water use reduction target.   198 GOVERNOR BROWN DECLARES DROUGHT STATE OF EMERGENCY 1-17-2014 SAN FRANCISCO – With California facing water shortfalls in the driest year in recorded state history, Governor Edmund G. Brown Jr. today proclaimed a State of Emergency and directed state officials to take all necessary actions to prepare for these drought conditions. “We can’t make it rain, but we can be much better prepared for the terrible consequences that California’s drought now threatens, including dramatically less water for our farms and communities and increased fires in both urban and rural areas,” said Governor Brown. “I’ve declared this emergency and I’m calling all Californians to conserve water in every way possible.” In the State of Emergency declaration, Governor Brown directed state officials to assist farmers and communities that are economically impacted by dry conditions and to ensure the state can respond if Californians face drinking water shortages. The Governor also directed state agencies to use less water and hire more firefighters and initiated a greatly expanded water conservation public awareness campaign (details at saveourh2o.org). In addition, the proclamation gives state water officials more flexibility to manage supply throughout California under drought conditions. State water officials say that California’s river and reservoirs are below their record lows. Manual and electronic readings record the snowpack’s statewide water content at about 20 percent of normal average for this time of year. The Governor’s drought State of Emergency follows a series of actions the administration has taken to ensure that California is prepared for record dry conditions. In May 2013, Governor Brown issued an Executive Order to direct state water officials to expedite the review and processing of voluntary transfers of water and water rights. In December, the Governor formed a Drought Task Force to review expected water allocations, California’s preparedness for water scarcity and whether conditions merit a drought declaration. Earlier this week, the Governor toured the Central Valley and spoke with growers and others impacted by California’s record dry conditions. Photo captions and the full text of the emergency proclamation are below: 1.) Governor Brown announces Drought State of Emergency with Natural Resources Agency Secretary John Laird, Department of Water Resources Director Mark Cowin, Water Resources Control Board Chair Felicia Marcus and Governor’s Office of Emergency Services Director Mark Ghilarducci (left to right). Photo Credit: Justin Short, Office of the Governor. ATTACHMENT A 199 2.) Governor Brown signs proclamation declaring Drought State of Emergency. From left to right: CAL FIRE Director Chief Ken Pimlott, Department of Food and Agriculture Secretary Karen Ross, Secretary Laird, Director Cowin, Chair Marcus and Director Ghilarducci. Photo Credit: Justin Short, Office of the Governor. For high resolution copies of these photos, please contact Danella Debel, Office of the Governor at Danella.Debel@gov.ca.gov. A PROCLAMATION OF A STATE OF EMERGENCY WHEREAS the State of California is experiencing record dry conditions, with 2014 projected to become the driest year on record; and WHEREAS the state’s water supplies have dipped to alarming levels, indicated by: snowpack in California’s mountains is approximately 20 percent of the normal average for this date; California’s largest water reser voirs have very low water levels for this time of year; California’s major river systems, including the Sacramento and San Joaquin rivers, have significantly reduced surface water flows; and groundwater levels throughout the state have dropped significantly; and WHEREAS dry conditions and lack of precipitation present urgent problems: drinking water supplies are at risk in many California communities; fewer crops can be cultivated and farmers’ long-term investments are put at risk; low-income communities heavily dependent on agricultural employment will suffer heightened unemployment and economic hardship; animals and plants that rely on California’s rivers, including many species in danger of extinction, will be threatened; and the risk of wildfires across the state is greatly increased; and WHEREAS extremely dry conditions have persisted since 2012 and may continue beyond this year and more regularly into the future, based on scientific projections regarding the impact of climate change on California’s snowpack; and WHEREAS the magnitude of the severe drought conditions presents threats beyond the control of the services, personnel, equipment and facilities of any single local government and require the combined forces of a mutual aid region or regions to combat; and WHEREAS under the provisions of section 8558(b) of the California Government Code, I find that conditions of extreme peril to the safety of persons and property exist in California due to water shortage and drought conditions with which local authority is unable to cope. NOW, THEREFORE, I, EDMUND G. BROWN JR., Governor of the State of California, in accordance with the authority vested in me by the state Constitution and statutes, including the California Emergency Services Act, and in particular, section 8625 of the California Government Code HEREBY PROCLAIM A STATE OF EMERGENCY to exist in the State of California due to current drought conditions. IT IS HEREBY ORDERED THAT: 1.State agencies, led by the Department of Water Resources, will execute a statewide water conservation campaign to make all Californians aware of the drought and encourage personal actions to reduce water usage. This campaign will be built on the existing Save Our Water campaign (www.saveourh20.org) and will coordinate with local water agencies. This campaign will call on Californians to reduce their water usage by 20 percent. 2.Local urban water suppliers and municipalities are called upon to implement their local water shortage contingency plans immediately in order to avoid or forestall outright restrictions that could become necessary later in the drought season. Local water agencies should also update their legally required urban and agricultural water management plans, which help plan for extended drought conditions. The Department of Water Resources will make the status of these updates publicly available. 3.State agencies, led by the Department of General Services, will immediately implement water use reduction 200 plans for all state facilities. These plans will include immediate water conservation actions, and a moratorium will be placed on new, non-essential landscaping projects at state facilities and on state highways and roads. 4.The Department of Water Resources and the State Water Resources Control Board (Water Board) will expedite the processing of water transfers, as called for in Executive Order B-21-13. Voluntary water transfers from one water right holder to another enables water to flow where it is needed most. 5.The Water Board will immediately consider petitions requesting consolidation of the places of use of the State Water Project and Federal Central Valley Project, which would streamline water transfers and exchanges between water users within the areas of these two major water projects. 6.The Department of Water Resources and the Water Board will accelerate funding for water supply enhancement projects that can break ground this year and will explore if any existing unspent funds can be repurposed to enable near-term water conservation projects. 7.The Water Board will put water right holders throughout the state on notice that they may be directed to cease or reduce water diversions based on water shortages. 8.The Water Board will consider modifying requirements for reservoir releases or diversion limitations, where existing requirements were established to implement a water quality control plan. These changes would enable water to be conserved upstream later in the year to protect cold water pools f or salmon and steelhead, maintain water supply, and improve water quality. 9.The Department of Water Resources and the Water Board will take actions necessary to make water immediately available, and, for purposes of carrying out directives 5 and 8, Water Code section 13247 and Division 13 (commencing with section 21000) of the Public Resources Code and regulations adopted pursuant to that Division are suspended on the basis that strict compliance with them will prevent, hinder, or delay the mitigation of the effects of the emergency. Department of Water Resources and the Water Board shall maintain on their websites a list of the activities or approvals for which these provisions are suspended. 10. The state’s Drinking Water Program will work with local agencies to identify communities that may run out of drinking water, and will provide technical and financial assistance to help these communities address drinking water shortages. It will also identify emergency interconnections that exist among the state’s public water systems that can help these threatened communities. 11.The Department of Water Resources will evaluate changing groundwater levels, land subsidence, and agricultural land fallowing as the drought persists and will provide a public update by April 30 that identifies groundwater basins with water shortages and details gaps in groundwater monitoring. 12.The Department of Water Resources will work with counties to help ensure that well drillers submit required groundwater well logs for newly constructed and deepened wells in a timely manner and the Office of Emergency Services will work with local authorities to enable early notice of areas experiencing problems with residential groundwater sources. 13.The California Department of Food and Agriculture will launch a one-stop website (www.cdfa.ca.gov/drought) that provides timely updates on the drought and connects farmers to state and federal programs that they can access during the drought. 14.The Department of Fish and Wildlife will evaluate and manage the changing impacts of drought on threatened and endangered species and species of special concern, and develop contingency plans for state Wildlife Areas and Ecological Reserves to manage reduced water resources in the public interest. 15. The Department of Fish and Wildlife will work with the Fish and Game Commission, using the best available science, to determine whether restricting fishing in certain areas will become necessary and prudent as drought conditions persist. 16.The Department of Water Resources will take necessary actions to protect water quality and water supply in the Delta, including installation of temporary barriers or temporary water supply connections as needed, and will coordinate with the Department of Fish and Wildlife to minimize impacts to affected aquatic species. 201 17.The Department of Water Resources will refine its seasonal climate forecasting and drought prediction by advancing new methodologies piloted in 2013. 18.The California Department of Forestry and Fire Protection will hire additional seasonal firefighters to suppress wildfires and take other needed actions to protect public safety during this time of elevated fire risk. 19.The state’s Drought Task Force will immediately develop a plan that can be executed as needed to provide emergency food supplies, financial assistance, and unemployment services in communities that suffer high levels of unemployment from the drought. 20.The Drought Task Force will monitor drought impacts on a daily basis and will advise me of subsequent actions that should be taken if drought conditions worsen. I FURTHER DIRECT that as soon as hereafter possible, this Proclamation be filed in the Office of the Secretary of State and that widespread publicity and notice be given of this Proclamation. IN WITNESS WHEREOF I have hereunto set my hand and caused the Great Seal of the State of California to be affixed this 17th day of January, 2014. ______________________________ EDMUND G. BROWN JR., Governor of California ATTEST: ______________________________ DEBRA BOWEN, Secretary of State 202 Worsening water supply conditions prompt call for 20 percent water reduction target Contact: Marty Grimes Office: 408-630-2881 Mobile: 408-202-4398 Date: February 25, 2014 SAN JOSE – In consideration of the worsening water supply outlook for Santa Clara County, the Santa Clara Valley Water District Board of Directors unanimously passed a resolution Tuesday night calling for mandatory measures to reach a water use reduction target equal to 20 percent of 2013 water use, through Dec. 31, 2014. Retail water agencies, local municipalities and the county of Santa Clara are recommended to implement mandatory measures as needed to achieve the 20 percent water use reduction target. Residents and businesses can expect over the next few weeks for their local water provider or municipality to begin implementing measures to reach the 20 percent target. The water district, as a wholesale provider, relies on retailer water agencies, local municipalities and the county to enact and implement local ordinances and water use reduction measures. In addition, the board of directors voted to establish a Board of Directors’ Ad Hoc Water Conservation Committee to discuss the implementation of actions to achieve the district’s water use reduction targets. Board Chair Tony Estremera and directors Richard Santos and Brian Schmidt were appointed to the committee. On Jan. 28, the water district board set a preliminary water use reduction target equal to 10 percent of 2013 county- wide water use, based on the district’s Water Shortage Contingency Plan. Since that time, water supply conditions have not improved, and the extent of water supply and operational challenges is becoming clearer. Due to continued dry local weather conditions, local reservoir levels remain very low, at only 33 percent of capacity. Furthermore, the lack of rain has resulted in less water naturally replenishing the groundwater basin. The most significant change since late January, however, is the announced allocations of imported water from the state and federal water projects. On Jan. 31, the state Department of Water Resources reduced its initial allocation from 5 percent of the district’s contract amount to zero. This impacts the district’s ability to transfer water that has been stored underground near Bakersfield. On Feb. 21, the U.S. Bureau of Reclamation announced that the water district’s agricultural allocation is at zero, and the municipal and industrial allocation is 50 percent of historic use, which the district expects to amount to 65,000 acre-feet. The district’s maximum contract allocation from the federal Central Valley Project is 152,500 acre -feet out of an annual water demand of 365,000 acre-feet. A priority of the district is continued delivery of safe, clean water from its treatment plants. With little local reservoir storage, the district’s three treatment plants will depend largely on limited supplies of imported water. Imported water typically provides more than 85 percent of the supply for the water district’s three water treatment plants, and in dry and critically dry years when local surface water is limited, up to 99 percent of treated drinking water is from imported ATTACHMENT B 203 water sources. With less fresh water flowing through the Delta, salinity levels have increased in this imported water supply and are expected to be higher through the year. The district is working with retail water agencies to maintain drinking water quality. Algae blooms often grow, especially during the warm summer months, in the Delta and in San Luis Reservoir. Algae cause taste and odor issues in drinking water, but can be minimized through additional treatment. Also, to ensure that the supply is available for the treatment plants, the district has begun augmenting storage in Anderson Reservoir with imported water. This action will help ensure that there is sufficient water to supply treatment plants through the year. The board’s call for a 20 percent mandatory water use reduction is consistent with the district’s Water Shortage Contingency Plan, a component of the district’s 10-year Urban Water Management Plan. The plan calls for the board to consider a reduction in water use of up to 20 percent when the county’s groundwater supplies are projec ted to drop below 250,000 acre-feet by the end of the calendar year. Currently, the district projects that groundwater storage will drop to 205,300 acre-feet by year’s end, unless the community reaches the 20 percent short -term water reduction target. Local reservoirs have dropped to 49 percent of their 20-year average. Reservoir releases to creeks and percolation ponds for groundwater replenishment have been minimized. In order to conserve the limited supplies of imported water needed for the treatment plants, nearly all releases of imported water to creeks and groundwater recharge ponds were discontinued at the end of January, with the exception of releases to Madrone Channel in the South County and upper Coyote Creek. As groundwater recharge ponds and creeks begin to dry, the district expects resident fish populations to be impacted. Reducing groundwater recharge operations also accelerates the rate at which groundwater supplies are depleted. Programs and conservations tips can be found on our Water Conservation web pages, and at save20gallons.org. Below is the text of the Board resolution: CALLING FOR 20 PERCENT WATER USE REDUCTION THROUGH DECEMBER 31, 2014 WHEREAS, in California, water is a precious and limited resource that must be used wisely; and WHEREAS, calendar year 2013 was the driest year on record and 2014 is projected to be critically dry as well; and WHEREAS, on January 17, 2014, Governor Brown proclaimed a Drought State of Emergency, calling on local urban water suppliers and municipalities to implement their local water shortage contingency plans immediately and calling on all Californians to reduce their water usage by 20 percent; and WHEREAS, Santa Clara County relies on water supply imported by the State Water Project and Central Valley Project to provide treated drinking water, replenish the local groundwater basin and prevent the return of historic overdraft and land surface subsidence that could damage Bay-front levees and other critical infrastructure in northern Santa Clara County; and 204 WHEREAS, in 2014, State Water Project allocations have been reduced to zero percent of contract quantity, Central Valley Project water allocations for agricultural use are also at zero percent, and Central Valley Project water allocations for municipal and industrial uses are 50 percent of historic use to support public health and safety; and WHEREAS, a priority of the Santa Clara Valley Water District (District) is continued delivery of safe, clean drinking water from its treatment plants, and the lack of precipitation and depleted storage in State and federal reservoirs has caused poor water quality conditions in the Sacramento-San Joaquin Delta and low storage levels in San Luis Reservoir that may limit or interrupt treatment plant supplies; and WHEREAS, local watershed runoff has been extremely low this winter, and the District’s ability to augment reservoir storage with imported water is limited because of California Department of Water Resources Division of Dam Safety requirements; and WHEREAS, through careful water management, Santa Clara County groundwater reserves at the start of 2014 were well within the normal range, but these reserves are projected to drop significantly by the end of 2014; and WHEREAS, the District must maintain sufficient local surface and groundwater reserve supplies to cope with supply interruptions from natural disasters and catastrophic events such as earthquake; and WHEREAS, the District's Urban Water Management Plan, Water Shortage Contingency Plan guides the District's water supply management actions for supply augmentation, increased water use reduction measures, and the use of local reserve supplies; and WHEREAS, the District through coordination with retail water agencies, local municipalities and the County of Santa Clara is increasing public outreach and education to create greater awareness of countywide water supply challenges and need for efficient water use; and WHEREAS, the District must rely on the actions of the retail water agencies, local municipalities and the County of Santa Clara to enact and implement local ordinances and water use reduction measures; and NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Santa Clara Valley Water District that a water use reduction target equal to 20 percent of 2013 water use is called for through December 31, 2014, and it is further recommended that retail water agencies, local municipalities and the County of Santa Clara implement mandatory measures as needed to achieve the 20 percent water use reduction target. 205