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04-04-2017 Searchable packetCITY OF CUPERTINO AGENDA Tuesday, April 4, 2017 10350 Torre Avenue, Community Hall Council Chamber CITY COUNCIL 6:45 PM PLEDGE OF ALLEGIANCE ROLL CALL CEREMONIAL MATTERS AND PRESENTATIONS 1.Subject: Certificates of Commendation to individuals for achieving the goal of summiting Mt. Kilimanjaro Recommended Action: Award Certificates of Commendation to individuals for achieving the goal of summiting Mt. Kilimanjaro 2.Subject: Presentation of Parks and Recreation Commission FY 16-17 Work Plan Recommended Action: Receive presentation of Parks and Recreation Commission FY16-17 Work Plan POSTPONEMENTS 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 March 21 City Council minutes Recommended Action: Approve the March 21 City Council minutes A - Draft Minutes Page 1 CITY OF CUPERTINO 1 April 4, 2017City Council AGENDA 4.Subject: Accept Accounts Payable for the period ending February 17, 2017 Recommended Action: Adopt Resolution No. 17-029 accepting Accounts Payable for the period ending February 17, 2017 A - Draft Resolution B - AP Report 5.Subject: Accept Accounts Payable for the period ending February 24, 2017 Recommended Action: Adopt Resolution No. 17-030 accepting Accounts Payable for the period ending February 24, 2017 A - Draft Resolution B - AP Report 6.Subject: Accept Accounts Payable for the period ending March 3, 2017 Recommended Action: Adopt Resolution No. 17-031 accepting Accounts Payable for the period ending March 3, 2017 A - Draft Resolution B - AP Report 7.Subject: Accept Accounts Payable for the period ending March 10, 2017 Recommended Action: Adopt Resolution No. 17-032 accepting Accounts Payable for the period ending March 10, 2017 A - Draft Resolution B - AP Report 8.Subject: City Work Program for fiscal year 2017-2018 Recommended Action: Approve the City Work Program for fiscal year 2017-2018 Staff Report A - 2017-2018 City Work Program 9.Subject: Extend the term of the 2015-2017 and 2016-2018 Teen Commissioners and modify the Cupertino Teen Commission meeting schedule to a year round meeting schedule Recommended Action: Adopt Resolution No. 17-033 amending Resolution No. 16-138 which would authorize the Cupertino Teen Commission to meet year-round, and would allow an extension for all current Teen Commissioners until the end of August for their term ending year Staff Report Attachment A - Draft Redline Resolution Attachment B - Clean Revised Resolution Page 2 CITY OF CUPERTINO 2 April 4, 2017City Council AGENDA 10.Subject: Increase construction contingency allowance for City Hall Turf Reduction Project, (No. 2017-03) Recommended Action: Increase the authorized construction contingency budget from 10% to 20% of the construction contract amount, for a total of Forty-four Thousand Six Hundred Dollars ($44,600), to marginally increase the planting area and address unforeseen conditions during construction Staff Report SECOND READING OF ORDINANCES PUBLIC HEARINGS ORDINANCES AND ACTION ITEMS 11.Subject: Partnership request for Community Bridge Award in honor of Tommy Shwe Recommended Action: Consider a request from the Asian Pacific Islander American Public Affairs Association (APAPA) and the Cupertino Educational Endowment Foundation (CEEF) to partner with them to recognize a community member with the Tommy Shwe Community Bridge Award Staff Report REPORTS BY COUNCIL AND STAFF 12.Subject: Report on Committee assignments and general comments Recommended Action: Report on Committee assignments and general comments ADJOURNMENT Page 3 CITY OF CUPERTINO 3 April 4, 2017City Council AGENDA 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), anyone who is planning to attend the next City Council meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, 48 hours in advance of the Council meeting to arrange for assistance. Upon request, in advance, by a person with a disability, City Council meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Also upon request, in advance, an assistive listening device can be made available for use during 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. Members of the public are entitled to address the City Council concerning any item that is described in the notice or agenda for this meeting, before or during consideration of that item. If you wish to address the Council on any issue that is on this agenda, please complete a speaker request card located in front of the Council, and deliver it to the Clerk prior to discussion of the item. When you are called, proceed to the podium and the Mayor will recognize you. If you wish to address the City Council on any other item not on the agenda, you may do so by during the public comment portion of the meeting following the same procedure described above. Please limit your comments to three (3) minutes or less. Page 4 CITY OF CUPERTINO 4 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:117-2483 Name: Status:Type:Ceremonial Matters & Presentations Agenda Ready File created:In control:3/29/2017 City Council On agenda:Final action:4/4/2017 Title:Subject: Certificates of Commendation to individuals for achieving the goal of summiting Mt. Kilimanjaro Sponsors: Indexes: Code sections: Attachments: Action ByDate Action ResultVer. City Council4/4/20171 Subject:CertificatesofCommendationtoindividualsforachievingthegoalofsummitingMt. Kilimanjaro AwardCertificatesofCommendationtoindividualsforachievingthegoalofsummitingMt. Kilimanjaro CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™5 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:116-1900 Name: Status:Type:Ceremonial Matters & Presentations Agenda Ready File created:In control:8/8/2016 City Council On agenda:Final action:4/4/2017 Title:Subject: Presentation of Parks and Recreation Commission FY 16-17 Work Plan Sponsors: Indexes: Code sections: Attachments: Action ByDate Action ResultVer. City Council4/4/20171 Subject: Presentation of Parks and Recreation Commission FY 16-17 Work Plan Receive presentation of Parks and Recreation Commission FY16-17 Work Plan CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™6 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:116-2045 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:10/4/2016 City Council On agenda:Final action:4/4/2017 Title:Subject: Approve the March 21 City Council minutes Sponsors: Indexes: Code sections: Attachments:A - Draft Minutes Action ByDate Action ResultVer. City Council4/4/20171 Subject: Approve the March 21 City Council minutes Approve the March 21 City Council minutes CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™7 DRAFT MINUTES CUPERTINO CITY COUNCIL Tuesday, March 21, 2017 SPECIAL CITY COUNCIL MEETING ROLL CALL At 4:30 p.m. Mayor Savita Vaidhyanathan called the Special City Council meeting to order in the City Hall Conference Room A, 10300 Torre Avenue. Present: Mayor Savita Vaidhyanathan, Vice Mayor Darcy Paul, and Councilmembers Barry Chang, Steven Scharf, and Rod Sinks. Council went into closed session and reconvened in open session at 5:05 p.m. in the City Hall Conference Room A, 10300 Torre Avenue for commission interviews. CLOSED SESSION 1. Subject: Conference with Legal Counsel- Existing litigation (Subdivision (a) of Gov’t Code Section 54956.9); Name of Claimant: Gilbert Rosales; Claim No.: CPAB-547252 Mayor Vaidhyanathan announced that Council met in closed session and gave direction to the claimant Gilbert Rosales and gave direction to staff. COMMISSION INTERVIEWS 2. Subject: Parks and Recreation Commission interviews Recommended Action: Conduct Parks and Recreation Commission interviews and make appointment for one unscheduled vacancy Council conducted Parks and Recreation Commission interviews and appointed Meenakshi Biyani to a partial term ending 1/30/19, and Yvonne Chao as 1st alternate and Alicia Schober as 2nd alternate. ADJOURNMENT 8 City Council MINUTES March 21, 2017 At 6:34 p.m. Mayor Vaidhyanathan adjourned the Special Meeting. REGULAR CITY COUNCIL MEETING ROLL CALL At 6:50 p.m. Mayor Savita Vaidhyanathan called the Regular City Council meeting to order in the Cupertino Community Hall Council Chamber, 10350 Torre Avenue. Present: Mayor Savita Vaidhyanathan, Vice Mayor Darcy Paul, and Councilmembers Barry Chang, Steven Scharf, and Rod Sinks. CEREMONIAL MATTERS AND PRESENTATIONS 1. Subject: Presentation from the Santa Clara Valley Water District regarding the Groundwater Rates Process Recommended Action: Receive presentation from the Santa Clara Valley Water District regarding the Groundwater Rates Process Written communications for this item included a PowerPoint presentation. Director of Public Works Timm Borden introduced Santa Clara Valley Water District (SCVWD) Chief Financial Officer Darren Taylor who reviewed the SCVWD Groundwater Rates Process via a PowerPoint presentation and answered questions from Council. The Mayor opened public comment and Luke Lang spoke. The Mayor closed public comment. Council received the presentation. POSTPONEMENTS - None ORAL COMMUNICATIONS Ana talked about f the Vallco Citizens Advisory Committee (CAC). Muni Madhdhipatla talked about pedestrian crossings on McClellan Road and Kim Street. 9 City Council MINUTES March 21, 2017 CONSENT CALENDAR Sinks moved and Chang seconded to approve the items on the Consent Calendar as presented except for item number 2 which was pulled for discussion. Ayes: Vaidhyanathan, Paul, Chang, Scharf, and Sinks. Noes: None. Abstain: None. Absent: None. 2. Subject: Approve the February 26 Special Meeting City Council minutes Recommended Action: Approve the February 26 Special Meeting City Council minutes Sinks moved and Chang seconded to approve the February 26 Special Meeting City Council minutes as amended to replace “dedicated line” with “closed platform” on page 2 item 1 c. The motion carried unanimously. 3. Subject: Approve the March 7 City Council minutes Recommended Action: Approve the March 7 City Council minutes 4. Subject: Appointment of City of Cupertino representative to the Santa Clara Valley Transportation Authority (VTA) Bicycle & Pedestrian Advisory Committee (BPAC) Recommended Action: Accept the Bicycle Pedestrian Commission (BPC) recommendation to appoint Erik Lindskog to the VTA BPAC for the two-year term that ends June 30, 2018 5. Subject: Agreement between the City of Cupertino and Pavement Engineering, Inc. for consultant services on various street and concrete improvement projects Recommended Action: Approve an Agreement between the City of Cupertino and Pavement Engineering, Inc. (PEI) in the amount not to exceed $474,250 from the date of execution through June 30, 2018, and authorize the Director of Public Works to negotiate and execute all necessary documents to carry out all consultant services for the various street and concrete improvement projects 6. Subject: Report on Bids and Award a Contract for 2017 Memorial Park Courts Resurfacing Project (Project No. 2017-13) Recommended Action: 1. Award a construction contract to the sole bidder, Vintage Construction, Inc., in the amount of Two Hundred Forty-Eight Thousand Seven Hundred Dollars ($248,700); and 2. Authorize a construction contingency budget of Twenty-Four Thousand Eight Hundred Dollars ($24,800), which is approximately 10% of the construction contract amount, to address unforeseen conditions during construction. 10 City Council MINUTES March 21, 2017 7. Subject: 2017 Pavement Maintenance Project - Phase 2, Project No. 2017-110 Recommended Action: Authorize the City Manager to award a contract to Telfer Pavement Technologies, in the amount of $490,247.65 and approve a construction contingency of $50,000, for a total of $540,247.65 8. Subject: Report on bids and Award a Construction Contract for City Hall Turf Reduction Project, (No. 2017-03) Recommended Action: 1. Award a construction contract to the low bidder, Scapes, Inc., in the amount of Two Hundred Twenty-Three Thousand Dollars ($223,000); and 2. Authorize a construction contingency budget of 10% of the construction contract amount, Twenty-Two Thousand Three Hundred Dollars ($22,300), to address unforeseen conditions during construction. SECOND READING OF ORDINANCES - None PUBLIC HEARINGS - None ORDINANCES AND ACTION ITEMS 9. Subject: Consideration of the City Council summer meeting schedule and cancellation of meeting(s) Recommended Action: Consider the City Council summer meeting schedule and cancel meeting(s) or provide direction to staff Scharf moved and Paul seconded to cancel the July 18 Regular City Council meeting. The motion carried unanimously. REPORTS BY COUNCIL AND STAFF 10. Subject: Report on Committee assignments and general comments Recommended Action: Report on Committee assignments and general comments Council members highlighted the activities of their committees and various community events. ADJOURNMENT 11. Subject: Adjourn the meeting in memory of Tommy Shwe and Rudy Gottwald 11 City Council MINUTES March 21, 2017 At 7:53 p.m., Mayor Vaidhyanathan adjourned the meeting in memory of Tommy Shwe and Rudy Gottwald. ________________________________ Kirsten Squarcia, Deputy City Clerk 12 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:117-2465 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:3/24/2017 City Council On agenda:Final action:4/4/2017 Title:Subject: Accept Accounts Payable for the period ending February 17, 2017 Sponsors: Indexes: Code sections: Attachments:A - Draft Resolution B - AP Report Action ByDate Action ResultVer. City Council4/4/20171 Subject: Accept Accounts Payable for the period ending February 17, 2017 AdoptResolutionNo.17-029acceptingAccountsPayablefortheperiodendingFebruary17, 2017 CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™13 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO ALLOWING CERTAIN CLAIMS AND DEMANDS PAYABLE IN THE AMOUNTS AND FROM THE FUNDS AS HEREINAFTER DESCRIBED FOR GENERAL AND MISCELLANEOUS EXPENDITURES FOR THE PERIOD ENDING February 17, 2017 WHEREAS, the Director of Administrative Services or her designated representative has certified to accuracy of the following claims and demands and to the availability of funds for payment hereof; and WHEREAS, the said claims and demands have been audited as required by law. NOW, THEREFORE, BE IT RESOLVED, that the City Council hereby allows the following claims and demands in the amounts and from the funds as hereinafter set forth in the attached Payment Register. CERTIFIED: _____________________________ Lisa Taitano, Finance Manager PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 4th day of April, 2017, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ________________________ Grace Schmidt, City Clerk Savita Vaidhyanathan, Mayor, City of Cupertino 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:117-2466 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:3/24/2017 City Council On agenda:Final action:4/4/2017 Title:Subject: Accept Accounts Payable for the period ending February 24, 2017 Sponsors: Indexes: Code sections: Attachments:A - Draft Resolution B - AP Report Action ByDate Action ResultVer. City Council4/4/20171 Subject: Accept Accounts Payable for the period ending February 24, 2017 AdoptResolutionNo.17-030acceptingAccountsPayablefortheperiodendingFebruary24, 2017 CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™35 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO ALLOWING CERTAIN CLAIMS AND DEMANDS PAYABLE IN THE AMOUNTS AND FROM THE FUNDS AS HEREINAFTER DESCRIBED FOR GENERAL AND MISCELLANEOUS EXPENDITURES FOR THE PERIOD ENDING February 24, 2017 WHEREAS, the Director of Administrative Services or her designated representative has certified to accuracy of the following claims and demands and to the availability of funds for payment hereof; and WHEREAS, the said claims and demands have been audited as required by law. NOW, THEREFORE, BE IT RESOLVED, that the City Council hereby allows the following claims and demands in the amounts and from the funds as hereinafter set forth in the attached Payment Register. CERTIFIED: _____________________________ Lisa Taitano, Finance Manager PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 4th day of April, 2017, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ________________________ Grace Schmidt, City Clerk Savita Vaidhyanathan, Mayor, City of Cupertino 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:117-2467 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:3/24/2017 City Council On agenda:Final action:4/4/2017 Title:Subject: Accept Accounts Payable for the period ending March 3, 2017 Sponsors: Indexes: Code sections: Attachments:A - Draft Resolution B - AP Report Action ByDate Action ResultVer. City Council4/4/20171 Subject: Accept Accounts Payable for the period ending March 3, 2017 Adopt Resolution No. 17-031 accepting Accounts Payable for the period ending March 3, 2017 CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™54 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO ALLOWING CERTAIN CLAIMS AND DEMANDS PAYABLE IN THE AMOUNTS AND FROM THE FUNDS AS HEREINAFTER DESCRIBED FOR GENERAL AND MISCELLANEOUS EXPENDITURES FOR THE PERIOD ENDING March 3, 2017 WHEREAS, the Director of Administrative Services or her designated representative has certified to accuracy of the following claims and demands and to the availability of funds for payment hereof; and WHEREAS, the said claims and demands have been audited as required by law. NOW, THEREFORE, BE IT RESOLVED, that the City Council hereby allows the following claims and demands in the amounts and from the funds as hereinafter set forth in the attached Payment Register. CERTIFIED: _____________________________ Lisa Taitano, Finance Manager PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 4th day of April, 2017, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ________________________ Grace Schmidt, City Clerk Savita Vaidhyanathan, Mayor, City of Cupertino 55 56 57 58 59 60 61 62 63 64 65 66 67 68 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:117-2468 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:3/24/2017 City Council On agenda:Final action:4/4/2017 Title:Subject: Accept Accounts Payable for the period ending March 10, 2017 Sponsors: Indexes: Code sections: Attachments:A - Draft Resolution B - AP Report Action ByDate Action ResultVer. City Council4/4/20171 Subject: Accept Accounts Payable for the period ending March 10, 2017 AdoptResolutionNo.17-032acceptingAccountsPayablefortheperiodendingMarch10, 2017 CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™69 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO ALLOWING CERTAIN CLAIMS AND DEMANDS PAYABLE IN THE AMOUNTS AND FROM THE FUNDS AS HEREINAFTER DESCRIBED FOR GENERAL AND MISCELLANEOUS EXPENDITURES FOR THE PERIOD ENDING March 10, 2017 WHEREAS, the Director of Administrative Services or her designated representative has certified to accuracy of the following claims and demands and to the availability of funds for payment hereof; and WHEREAS, the said claims and demands have been audited as required by law. NOW, THEREFORE, BE IT RESOLVED, that the City Council hereby allows the following claims and demands in the amounts and from the funds as hereinafter set forth in the attached Payment Register. CERTIFIED: _____________________________ Lisa Taitano, Finance Manager PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 4th day of April, 2017, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ________________________ Grace Schmidt, City Clerk Savita Vaidhyanathan, Mayor, City of Cupertino 70 71 72 73 74 75 76 77 78 79 80 81 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:116-2123 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:10/27/2016 City Council On agenda:Final action:4/4/2017 Title:Subject: City Work Program for fiscal year 2017-2018 Sponsors: Indexes: Code sections: Attachments:Staff Report A - 2017-2018 City Work Program Action ByDate Action ResultVer. City Council4/4/20171 Subject:City Work Program for fiscal year 2017-2018 Approve the City Work Program for fiscal year 2017-2018 CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™82 OFFICE OF THE CITY MANAGER CITY HALL 10 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3212 www.cupertino.org TELEPHONE: (408) 777-7603 www.cupertino.org CITY COUNCIL STAFF REPORT Staff Meeting: April 4, 2017 Subject City Work Program for fiscal year 2017-2018 Recommended Action Approve the City Work Program for fiscal year 2017-2018. Discussion Staff presented the proposed City Work Program for FY 2017-2018 at a Study Session on March 7, 2017, including status updates on past work program items. Council provided direction on several work plan items, which have been incorporated in the proposed 2017-2018 City Work Program (Attachment A). The City’s Work Program guides the efforts of City staff for the upcoming fiscal year. The following items were included based on comments from individual Councilmembers at March Study Session but have yet to be considered by the full Council. Civic Center Improvements Based on comments from individual Councilmembers, the Civic Center Improvements project has been modified to bring forward two alternatives: 1. City Hall - Upgrade City Hall with Life Safety (Civic Center Master Plan (CCMP) Option A) plus interior remodel; 2) Library Story Room Expansion - West Wing Addition (Option 1) resulting in a 100-seat capacity program room, and 3) Parking lot expansion - Option A, providing for up to 68 spaces at the east end of Library Field. 2. A new City Hall with below grade parking, as approved previously by the City Council as the preferred alternative of the CCMP, the Library Story Room Expansion, and no Library Field parking. Also, consider community space such as a theatre. A provision also proposed in the Work Plan Study Session for either alternative is that the Library Story Room Expansion should not get tied to a City Hall remodel or reconstruction. Additionally, both alternatives should include consideration of roof solar tile options. 83 Community Swimming Pool Study One Councilmember proposed studying community support for a year-round aquatics facility, which can be considered after the completion of the Parks and Recreation Master Plan. Gun Safety Ordinance While this work program item has been put on hold, one Councilmember expressed interest in an ordinance to require enhanced gun safety storage requirements for retail gun vendors. Staff is awaiting Council direction to move forward with this proposed policy or defer to new State regulations, which will be phased in beginning July 1, 2017. Fiscal Impact The fiscal impact of proposed projects and assignments in the City Work Program will be brought forward as part of the FY 2017-2018 Proposed Budget in May. _____________________________________ Prepared by: Jaqui Guzmán, Deputy City Manager Approved for Submission by: David Brandt, City Manager Attachments: A. 2017-2018 City Work Program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,Q3URJUHVV'HFHPEHU-RKQ 5DD\PDNHUV 5HFUHDWLRQ)DFLOLWLHV0RQXPHQW6LJQV5HSODFHIDLOLQJPRQXPHQWVLJQVDW IDFLOLWLHVZLWKQHZVLJQVFRQVLVWHQWZLWK DSSURYHGVLJQDJHFRQYHQWLRQ ,QLWLDWHSURMHFWVSULQJ6FKHGXOHG'HFHPEHU.DW\-HQVHQ 6WRUP'UDLQ,PSURYHPHQWV%\UQH 6WHYHQV&UHHN%OYG 6FKHGXOHGLQ\HDU&,3 3URSRVHGSURMHFW 6FKHGXOHG7%'.DW\-HQVHQ %ODFNEHUU\)DUP6SODVK3DG 6XEMHFWWRWKHRXWFRPHRIWKH6WHYHQV &UHHN&RUULGRU0DVWHU3ODQ 6XEMHFWWRWKHRXWFRPHRIWKH6WHYHQV &UHHN&RUULGRU0DVWHU3ODQ 2Q+ROG 99 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:117-2464 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:3/24/2017 City Council On agenda:Final action:4/4/2017 Title:Subject: Extend the term of the 2015-2017 and 2016-2018 Teen Commissioners and modify the Cupertino Teen Commission meeting schedule to a year round meeting schedule Sponsors: Indexes: Code sections: Attachments:Staff Report Attachment A - Draft Redline Resolution Attachment B - Clean Revised Resolution Action ByDate Action ResultVer. City Council4/4/20171 Subject:Extendthetermofthe2015-2017and2016-2018TeenCommissionersandmodify the Cupertino Teen Commission meeting schedule to a year round meeting schedule AdoptResolutionNo.17-033amendingResolutionNo.16-138whichwouldauthorizethe CupertinoTeenCommissiontomeetyear-round,andwouldallowanextensionforallcurrent Teen Commissioners until the end of August for their term ending year CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™100 RECREATION AND COMMUNITY SERVICES DEPARTMENT QUINLAN COMMUNITY CENTER 10 10185 NORTH STELLING RD • CUPERTINO, CA 95014-5732 TELEPHONE: (408) 777-3120 www.cupertino.org CITY COUNCIL STAFF REPORT Meeting: April 4, 2017 Subject Extend the term of the 2015-2017 and 2016-2018 Teen Commissioners and modify the Cupertino Teen Commission meeting schedule to a year round meeting schedule. Recommend Action Adopt draft resolution amending Resolution No. 16-138 which would authorize the Cupertino Teen Commission to meet year-round, and would allow an extension for all current Teen Commissioners until the end of August for their term ending year. Background For a number of years, the Cupertino Teen Commission term and meeting schedule included only the months of September-May. This term and meeting schedule was originally selected to reflect the traditional school year and provide the Teen Commissioners with a summer break. Passed in December 2016, Resolution No. 16-138 states that new commissioners will be appointed in June and seated in September to coincide with the school-year meeting schedule. Discussion In February 2017, the current Teen Commissioners approached City staff to investigate the possibility of meeting from June-August. Due to the stipulations outlined in Resolution No. 16-138, both the commission meetings and the commissioner terms must end in the month of May. During a discussion held at the February 8th, 2017 meeting, the Teen Commission expressed their interest in extending the meeting schedule and term length of current commissioners. Specifically, the following adjustments were requested by the commission to be made to Resolution 16-138:  Change the current, abbreviated Teen Commission meeting schedule from September-May to be year round. 101  Alter the Teen Commission term to September 1 – August 31. This mandates that incoming 2017-2019 Teen Commissioners would be from September 2017-August 2019.  Meetings in June-August will be once a month and meetings the remainder of the year will continue to be held twice a month, whenever possible.  Extend the term of 2015-2017 commissioners until the end of August 2017 and the 2016-2018 term until the end of August 2018. The intent of these changes to the meeting schedule and term is three-fold: allow more time to work on commission projects, remain a steadfast presence in the Cupertino community, and have unification between commissions and neighboring City youth commissions who also meet year-round. If approved, the Teen Commission will have the ability to include the summer season in their work plan, work with Recreation Department staff on projects specific to youth and teens, and participate in community events jointly organized by both parties. Fiscal Impact The recommended changes to the meeting schedule and term are not estimated to have a fiscal impact. _____________________________________________________________________________________ Prepared by: Daniel Mestizo, Recreation Coordinator Reviewed by: Christine Hanel, Assistant Director of Recreation & Community Services Approved for Submission by: David Brandt, City Manager Attachments: A – Draft Resolution for Teen Commission (Redline Version) B – Draft Resolution for Teen Commission (Clean Version) 102 RESOLUTION NO. 16-13817-draft A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO RESCINDING RESOLUTION NO. 09-11516-138 AND ADOPTING A REVISED CUPERTINO TEEN COMMISSION RECRUITMENT PROCESS TO ADD DESIGNATED ALTERNATESAMEND THE TERMS WHEREAS, the Council adopted Resolution No. 02-065 establishing a Teen Commission and adopted Resolution Nos. 02-167, 04-405, 05-095, 09-078, and 09-115, and 16-138 making various adjustments; WHEREAS, the Council wishes to amend the composition to add Section F regarding alternates to result in alternate appointment(s) being designated. NOW, THEREFORE, BE IT RESOLVED: • The Cupertino Teen Commission will be comprised of nine (9) members, at least one person from each public middle school and public high school in Cupertino, if possible. Membership on the Commission will be limited to Cupertino residents. Members may attend schools outside of the city limits, or be schooled at home. Commissioners must be in 8th through 12th grade. • The members of the Teen Commission shall be appointed pursuant to the current recruitment process adopted by City Council, with the following exceptions: Applicants under the age of 18 must have written permission of a parent or guardian to participate in the Teen Commission. The Recreation and Community Services Department will work with the City Clerk to notice vacancies so that outreach to schools and youth organizations is accomplished. A letter of recommendation shall be submitted as part of the application process. The Council shall appoint new commissioners in June, to be seated in September, except in the case of reappointment of vacant seats. A) For all applications in the interview pool, the City Clerk will summarize the applications on a chart that indicates applicants' names, schools, and grades in order to assist the Council decision process. The summary chart will be distributed to the Councilmembers before interviewing begins. 103 Resolution No. 16-13817- Page 2 B) Each applicant in the interview pool will then be interviewed by Council. The applicant will start with a one-minute speech answering the questions: Why do you wish to serve? and Why do you feel you are qualified to serve? C) Each Councilmember will then have the opportunity to ask at least 1 question of the applicant. D) When the entire pool has been interviewed, Council will discuss the applicants. After the discussion, ballot voting will take place to determine the appointments. E) If no applicant is appointed from one of the 5 public schools in Cupertino, Council may choose to re-advertise for a subsequent appointment process, fill the vacancy with any other applicant, or leave the seat vacant. F) Council may appoint alternates to serve on the commission in the event of a vacancy. Such alternates may attend meetings but shall not participate in meetings until such time as a vacancy has occurred and the alternate has filled the vacancy. If Council appoints more than one alternate, Council shall designate the alternates as first alternate, second alternate and so on such that immediately upon a vacancy occurring, the first alternate shall fill such vacancy without the need for further City Council action. • Commissioners should reflect the broadest possible representation of Cupertino youth. • The term of office of each commissioner shall be two years, beginning inon September 1stwith the new school year and ending on August 31st of each year. • Commissioners shall not serve consecutive terms unless there is a vacancy for which there is no eligible applicant, at which time the City Council may waive this restriction. • None of the Teen Commissioners shall be otherwise officials or employees of the City of Cupertino nor be related by blood or marriage to any official or employee of the city. • The Commission shall elect a chair and vice-chair at the beginning of each year. 104 Resolution No. 16-13817- Page 3 • The yearly meeting schedule will coincide with the commission term (i.e. September – August). Meeting times and location will be decided by the commission at the first meeting of the year, and will be adopted as the annual meeting schedule pursuant to the Brown Act. • Actions taken by the Commission will be by majority vote. • The Recreation and Community Services Department will provide staff support to the Teen Commission and will post meeting agendas. • Commencing in 2009, five (5) Teen Commissioners shall be appointed for a two-year term bringing the number to eleven (11). In 2010, four (4) Teen Commissioners shall be appointed for a two-year term bringing the number to nine (9). Teen Commissioners will then be appointed to a two-year term setting staggered terms of five (5) appointments in odd- numbered years and four (4) appointments in even- numbered years. Vacant seats will be filled with applicants willing to finish the term. • The powers and function of the Teen Commission will be to advise the City Council and staff on issues and projects important to youth. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 4th day of April, 2017 by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ___________________________ Grace Schmidt, City Clerk Savita Vaidhyanathan, Mayor, City of Cupertino 105 RESOLUTION NO. 17-draft A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO RESCINDING RESOLUTION NO. 16-138 AND ADOPTING A REVISED CUPERTINO TEEN COMMISSION RECRUITMENT PROCESS TO AMEND THE TERMS WHEREAS, the Council adopted Resolution No. 02-065 establishing a Teen Commission and adopted Resolution Nos. 02-167, 04-405, 05-095, 09-078, 09-115, and 16- 138 making various adjustments; WHEREAS, the Council wishes to amend the composition to add Section F regarding alternates to result in alternate appointment(s) being designated. NOW, THEREFORE, BE IT RESOLVED:  The Cupertino Teen Commission will be comprised of nine (9) members, at least one person from each public middle school and public high school in Cupertino, if possible. Membership on the Commission will be limited to Cupertino residents. Members may attend schools outside of the city limits, or be schooled at home. Commissioners must be in 8th through 12th grade.  The members of the Teen Commission shall be appointed pursuant to the current recruitment process adopted by City Council, with the following exceptions: Applicants under the age of 18 must have written permission of a parent or guardian to participate in the Teen Commission. The Recreation and Community Services Department will work with the City Clerk to notice vacancies so that outreach to schools and youth organizations is accomplished. A letter of recommendation shall be submitted as part of the application process. The Council shall appoint new commissioners in June, to be seated in September, except in the case of reappointment of vacant seats. A) For all applications in the interview pool, the City Clerk will summarize the applications on a chart that indicates applicants' names, schools, and grades in order to assist the Council decision process. The summary chart will be distributed to the Councilmembers before interviewing begins. 106 Resolution No. 17- Page 2 B) Each applicant in the interview pool will then be interviewed by Council. The applicant will start with a one-minute speech answering the questions: Why do you wish to serve? and Why do you feel you are qualified to serve? C) Each Councilmember will then have the opportunity to ask at least 1 question of the applicant. D) When the entire pool has been interviewed, Council will discuss the applicants. After the discussion, ballot voting will take place to determine the appointments. E) If no applicant is appointed from one of the 5 public schools in Cupertino, Council may choose to re-advertise for a subsequent appointment process, fill the vacancy with any other applicant, or leave the seat vacant. F) Council may appoint alternates to serve on the commission in the event of a vacancy. Such alternates may attend meetings but shall not participate in meetings until such time as a vacancy has occurred and the alternate has filled the vacancy. If Council appoints more than one alternate, Council shall designate the alternates as first alternate, second alternate and so on such that immediately upon a vacancy occurring, the first alternate shall fill such vacancy without the need for further City Council action.  Commissioners should reflect the broadest possible representation of Cupertino youth.  The term of office of each commissioner shall be two years, beginning on September 1st and ending on August 31st of each year.  Commissioners shall not serve consecutive terms unless there is a vacancy for which there is no eligible applicant, at which time the City Council may waive this restriction.  None of the Teen Commissioners shall be otherwise officials or employees of the City of Cupertino nor be related by blood or marriage to any official or employee of the city.  The Commission shall elect a chair and vice-chair at the beginning of each year. 107 Resolution No. 17- Page 3  The yearly meeting schedule will coincide with the commission term (i.e. September – August). Meeting times and location will be decided by the commission at the first meeting of the year, and will be adopted as the annual meeting schedule pursuant to the Brown Act.  Actions taken by the Commission will be by majority vote.  The Recreation and Community Services Department will provide staff support to the Teen Commission and will post meeting agendas.  Commencing in 2009, five (5) Teen Commissioners shall be appointed for a two-year term bringing the number to eleven (11). In 2010, four (4) Teen Commissioners shall be appointed for a two-year term bringing the number to nine (9). Teen Commissioners will then be appointed to a two-year term setting staggered terms of five (5) appointments in odd- numbered years and four (4) appointments in even- numbered years. Vacant seats will be filled with applicants willing to finish the term.  The powers and function of the Teen Commission will be to advise the City Council and staff on issues and projects important to youth. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 4th day of April, 2017 by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ___________________________ Grace Schmidt, City Clerk Savita Vaidhyanathan, Mayor, City of Cupertino 108 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:117-2472 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:3/27/2017 City Council On agenda:Final action:4/4/2017 Title:Subject: Increase construction contingency allowance for City Hall Turf Reduction Project, (No. 2017- 03) Sponsors: Indexes: Code sections: Attachments:Staff Report Action ByDate Action ResultVer. City Council4/4/20171 Subject:IncreaseconstructioncontingencyallowanceforCityHallTurfReductionProject, (No. 2017-03) Increasetheauthorizedconstructioncontingencybudgetfrom10%to20%oftheconstruction contractamount,foratotalofForty-fourThousandSixHundredDollars($44,600),to marginally increase the planting area and address unforeseen conditions during construction CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™109 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: April 4, 2016 Subject Increase construction contingency allowance for City Hall Turf Reduction Project, (No. 2017-03). Recommended Action Increase the authorized construction contingency budget from 10% to 20% of the construction contract amount, for a total of Forty-four Thousand Six Hundred Dollars ($44,600), to marginally increase the planting area and address unforeseen conditions during construction. Description The City Hall Turf Reduction project will replace the turf adjacent to the City Hall on the Rodrigues and Torre Avenues sides with new plantings that, when established, will require less water to maintain. In addition, it will install new plants in the area west of the entry to the City Hall from the Plaza. The project will include permeable walking surfaces on the Torre and Rodrigues sides. The new plantings will also serve as demonstration gardens for visitors to the City Hall. Discussion On March 21, 2017 Council awarded a construction contract to the low bidder, Scapes, Inc., in the amount of Two Hundred Twenty-Three Thousand Dollars ($223,000.00). The contract as awarded includes replacement landscaping for the planting area to the west of the entry walk to City Hall from the Library Plaza. Upon further consideration it would be desirable to also include the planting area to the east side of the entry walk. Adding this area would further advance the impact and value of the demonstration garden and complete the landscape improvements and improve the character of City Hall on the Plaza side. Staff recommends increasing the contingency budget to permit the addition of landscape improvements to that planting area and to account for unforeseen conditions. 110 Sustainability Impact Once established the planted areas will require less water and fertilizer to thrive than the conventional landscape plants. The demonstration garden aspect of the project will be a resource for local residents and businesses to use as examples of xeriscaping that can be applied at private properties, furthering educational opportunities by demonstrating innovative water-saving landscape measures within the city. CEQA Exempt Fiscal Impact The FY 2016-2017 CIP budget for the City Hall Turf Reduction (Budget Unit 420-99-033) project along with the contribution of the Sustainability division special project funding for a demonstration garden (Budget Unit 100-12-122) is adequate for this project and no additional appropriation is needed. _____________________________________ Prepared by: Katy Jensen, CIP Program Manager Reviewed by: Timm Borden, Director of Public Works Approved for Submission by: David Brandt, City Manager 111 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:117-2484 Name: Status:Type:Ordinances and Action Items Agenda Ready File created:In control:3/29/2017 City Council On agenda:Final action:4/4/2017 Title:Subject: Partnership request for Community Bridge Award in honor of Tommy Shwe Sponsors: Indexes: Code sections: Attachments:Staff Report Action ByDate Action ResultVer. City Council4/4/20171 Subject: Partnership request for Community Bridge Award in honor of Tommy Shwe ConsiderarequestfromtheAsianPacificIslanderAmericanPublicAffairsAssociation (APAPA)andtheCupertinoEducationalEndowmentFoundation(CEEF)topartnerwiththem to recognize a community member with the Tommy Shwe Community Bridge Award CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™112 OFFICE OF THE CITY MANAGER CITY HALL 10 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3212 www.cupertino.org TELEPHONE: (408) 777-7603 www.cupertino.org CITY COUNCIL STAFF REPORT Meeting: April 4, 2017 Subject Partnership request for Community Bridge Award in honor of Tommy Shwe. Recommended Action Consider a request from the Asian Pacific Islander American Public Affairs Association (APAPA) and the Cupertino Educational Endowment Foundation (CEEF) to partner with them to recognize a community member with the Tommy Shwe Community Bridge Award. Discussion Tommy Shwe was the first Chinese American elected to the Cupertino Union School District Board of Trustees, serving from 1985 to 1993 and leading the Board as President in 1989. Mr. Shwe is credited with helping unite the Cupertino community during a time of great demographic change. He was very active in the community, serving as a Board member and President at West Valley Community Services, Cupertino Chamber of Commerce, Foothill/De Anza College Foundation, Silicon Valley Chinese School in Cupertino, Asian Business League of Silicon Valley, Chinese Historical and Cultural Project, SF Bay Area San Dong Benevolent Association, and N. California National Cheng Kung University Alumni Association. Mr. Shwe was tragically murdered in January 2017. The APAPA and CEEF have established the Tommy Shwe Community Bridge Award to annually recognize a community member that demonstrates leadership in bringing harmony to the CUSD spheres of influence. The awardee will be presented with a plaque at the annual CEEF Gala event beginning in 2018. In addition, APAPA will donate $2,500 to CEEF in honor of Tommy Shwe. The City of Cupertino has been invited to partner with APAPA and CEEF in selecting and recognizing the Tommy Shwe Community Bridge Award recipient. As a partner, the City would appoint a Council representative to serve on the selection committee and be present at the CEEF Gala to recognize the recipient. Staff is requesting Council direction on this partnership request. Fiscal Impact The organizations are not seeking any financial support from the City for this award. 113 _____________________________________ Prepared by: Jaqui Guzmán, Deputy City Manager Approved for Submission by: Aarti Shrivastava, Assistant City Manager 114 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:116-2023 Name: Status:Type:Reports by Council and Staff Agenda Ready File created:In control:10/4/2016 City Council On agenda:Final action:4/4/2017 Title:Subject: Report on Committee assignments and general comments Sponsors: Indexes: Code sections: Attachments: Action ByDate Action ResultVer. City Council4/4/20171 Subject: Report on Committee assignments and general comments Report on Committee assignments and general comments CITY OF CUPERTINO Printed on 3/29/2017Page 1 of 1 powered by Legistar™115