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11-20-18 Searchable packetCITY OF CUPERTINO AGENDA CITY COUNCIL 6:45 PM 10350 Torre Avenue, Council Chamber Tuesday, November 20, 2018 PLEDGE OF ALLEGIANCE ROLL CALL CEREMONIAL MATTERS AND PRESENTATIONS 1.Subject: Proclamations to Cupertino Girl Scout Troop 60657 Silver Award Recipients recognizing their work in the community Recommended Action: Present proclamations to Cupertino Girl Scout Troop 60657 Silver Award Recipients recognizing their work in the community 2.Subject: Present Certificates of Appreciation to volunteers at the Silicon Valley Korean School (SVKS) Recommended Action: Present Certificates of Appreciation to volunteers at the Silicon Valley Korean School (SVKS) 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 November 5 City Council minutes Recommended Action: Approve the November 5 City Council minutes A - Draft Minutes Page 1 1 November 20, 2018City Council AGENDA 4.Subject: Accept Accounts Payable for the period ending August 24, 2018 Recommended Action: Adopt Resolution No. 18-107 accepting Accounts Payable for the period ending August 24, 2018 A – Draft Resolution B – AP Report 5.Subject: Accept Accounts Payable for the period ending August 31, 2018 Recommended Action: Adopt Resolution No. 18-108 accepting Accounts Payable for the period ending August 31, 2018 A – Draft Resolution B – AP Report 6.Subject: Accept Accounts Payable for the period ending September 07, 2018 Recommended Action: Adopt Resolution No. 18-109 accepting Accounts Payable for the period ending September 07, 2018 A – Draft Resolution B – AP Report 7.Subject: Accept Accounts Payable for the period ending September 14, 2018 Recommended Action: Adopt Resolution No. 18-110 accepting Accounts Payable for the period ending September 14, 2018 A – Draft Resolution B – AP Report 8.Subject: Declare weeds to be a public nuisance and set hearing date of January 15 to consider objections for proposed removal Recommended Action: Adopt Resolution No. 18-111 declaring weeds to be a public nuisance and setting a hearing date of January 15 to consider objections to proposed removal Staff Report A - Draft Resolution B – 2018 Cupertino Commencement Report 9.Subject: Guidelines for an 18-month pilot program to enable bicycle sharing systems to operate within Cupertino, subject to City criteria regarding parking, quality of bicycles, and other factors. Recommended Action: Adopt Resolution No. 18-112, " A Resolution of the City Council of Cupertino approving guidelines enabling an 18-month pilot program for dockless bicycle sharing." Staff Report A - Draft Pilot Bicycle Sharing Guidelines B - Draft Resolution Page 2 2 November 20, 2018City Council AGENDA SECOND READING OF ORDINANCES PUBLIC HEARINGS ORDINANCES AND ACTION ITEMS 10.Subject: Approve the First Quarter Financial Report for Fiscal Year 2018-19 Recommended Action: 1. Accept the City Manager's First Quarter Financial Report for Fiscal Year 2018-19; and 2. Approve the First Quarter adjustments for Fiscal Year 2018-19 as described in the First Quarter Financial Report; and 3. Adopt Resolution No. 18-113 approving First Quarter Budget Adjustments Staff Report A - Draft Resolution B - First Quarter Financial Report FY 2018-19 C - Detailed Description of Year End and Adjustments made through 9/30/18 Page 3 3 November 20, 2018City Council AGENDA 11.Subject: Overview of City Commissions and recommendations for improving their effectiveness and communications with the City Council Recommended Action: 1. Conduct the first reading of Ordinance No. 18-2180: “An Ordinance of the Cupertino City Council Amending the Cupertino Municipal Code, Title 2, to Update, Clarify, and Improve Consistency in Various Provisions Pertaining to City Commissions” 2. Conduct the first reading of Ordinance No. 18-2181: “An Ordinance of the Cupertino City Council Adding Chapter 2.95 to the Cupertino Municipal Code, Title 2, to Establish the Teen Commission by Ordinance” 3. Conduct the first reading of Ordinance No. 18-2182: “An Ordinance of the Cupertino City Council Repealing Ordinance No. 006 and Amending Chapter 2.08 of the Cupertino Municipal Code Regarding Adoption of Robert’s Rules of Order” 4. Adopt Resolution No. 18-114 adopting Rosenberg’s Rules of Order as the official Parliamentary Procedures for City Council meetings 5. Adopt Resolution No. 18-115 adopting the City of Cupertino Code of Ethics and Conduct for Elected and Appointed Officials 6. Approve staff recommendations to improve efficiency and communication detailed in the Summary of Recommendations section of this report Staff Report A - Draft Ordinance to Amend the Municipal Code to Clarify and Improve Consistency B - Redline of Municipal Code Amendments to Clarify and Improve Consistency C - Draft Ordinance to Add Teen Commission D - Draft Resolution to Adopt a Code of Ethics and Conduct for Elected and Appointed Officials E - Draft Ordinance Repealing Ordinance 6 and Amending Municipal Code Chapter 2.08 Regarding Robert's Rules of Order F - Draft Resolution to Adopt Rosenberg’s Rules of Order as the Official Parliamentary Procedures for City Council Meetings G - Rosenberg's Rules of Order H - Rosenberg's Rules of Order at a Glance I - Robert's Rules of Order at a Glance J - Parliamentary Procedure at a Glance - Sturgis K - City Survey on Parliamentary Procedures L - City of Cupertino Committees 12.Subject: Consider updates to the City's Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations Recommended Action: Approve amendments to Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations Staff Report A - Redline Amended Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations B - Amended Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations C - Cupertino Friendship Cities REPORTS BY COUNCIL AND STAFF Page 4 4 November 20, 2018City Council AGENDA 13.Subject: Report on Committee assignments and general comments Recommended Action: Report on Committee assignments and general comments ADJOURNMENT Page 5 5 November 20, 2018City 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. IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code 2.08.100 written communications sent to the Cupertino City Council, Commissioners or City staff concerning a matter on the agenda are included as supplemental material to the agendized item. These written communications are accessible to the public through the City’s website and kept in packet archives. You are hereby admonished not to include any personal or private information in written communications to the City that you do not wish to make public; doing so shall constitute a waiver of any privacy rights you may have on the information provided to the City. 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 Page 6 6 November 20, 2018City Council AGENDA 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 7 7 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:118-4617 Name: Status:Type:Ceremonial Matters & Presentations Agenda Ready File created:In control:11/8/2018 City Council On agenda:Final action:11/20/2018 Title:Subject: Proclamations to Cupertino Girl Scout Troop 60657 Silver Award Recipients recognizing their work in the community Sponsors: Indexes: Code sections: Attachments: Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Proclamations to Cupertino Girl Scout Troop 60657 Silver Award Recipients recognizing their work in the community Present proclamations to Cupertino Girl Scout Troop 60657 Silver Award Recipients recognizing their work in the community CITY OF CUPERTINO Printed on 11/15/2018Page 1 of 1 powered by Legistar™8 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:118-4505 Name: Status:Type:Ceremonial Matters & Presentations Agenda Ready File created:In control:10/17/2018 City Council On agenda:Final action:11/20/2018 Title:Subject: Present Certificates of Appreciation to volunteers at the Silicon Valley Korean School (SVKS) Sponsors: Indexes: Code sections: Attachments: Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Present Certificates of Appreciation to volunteers at the Silicon Valley Korean School (SVKS) Present Certificates of Appreciation to volunteers at the Silicon Valley Korean School (SVKS) CITY OF CUPERTINO Printed on 11/15/2018Page 1 of 1 powered by Legistar™9 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:117-3293 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:11/13/2017 City Council On agenda:Final action:11/20/2018 Title:Subject: Approve the November 5 City Council minutes Sponsors: Indexes: Code sections: Attachments:A - Draft Minutes Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Approve the November 5 City Council minutes Approve the November 5 City Council minutes CITY OF CUPERTINO Printed on 11/15/2018Page 1 of 1 powered by Legistar™10 DRAFT MINUTES CUPERTINO CITY COUNCIL Monday, November 5, 2018 SPECIAL CITY COUNCIL MEETING CLOSED SESSION 1. Subject: Public Employee Employment (Gov’t Code 54957(b)(1); Title: City Manager Recruitment This item was cancelled. STUDY SESSION At 5:31 p.m. Mayor Darcy Paul called the Special City Council meeting to order in the Community Hall Council Chamber, 10350 Torre Avenue. Present: Mayor Darcy Paul, Vice Mayor Rod Sinks (5:33), and Councilmembers Barry Chang, Steven Scharf, and Savita Vaidhyanathan. Absent: None. 2. Subject: Study Session regarding the Citywide Building Condition and Use Assessment Recommended Action: Accept a presentation on Citywide Building Condition and Use Assessment and provide staff with input prior to completion of the report. Written communications for this item included a staff presentation. Assistant Director of Public Works Roger Lee reviewed the staff report and presentation on Citywide Building Condition and Use Assessment. Assistant Director Lee introduced Fleet Facilities Supervisor Ken Tanase and The KPA Group Principal Architect and Lead Consultant Paul Powers, who continued the presentation. Staff and consultants answered questions from Council. 11 City Council Minutes November 5, 2018 Mayor Paul opened public comment and, seeing there were no speakers, closed the public comment. Council received the presentation on Citywide Building Condition and Use Assessment and provided staff with the following input:  Vaidhyanathan: Look into Monta Vista Community Center and a new Service Center admin building for consideration as potential locations of an interim City Hall; and bring back IT Department update regarding One Concern software on seismic safety.  Sinks: Hold off until Parks Master Plan comes back to Council and include any commission input from Plan.  Paul: Get clarity on a new City Hall and bring back for update and discussion perhaps by end of year. ADJOURNMENT At 6:25 p.m., Mayor Paul adjourned the Special City Council meeting. REGULAR MEETING PLEDGE OF ALLEGIANCE At 6:47 p.m. Mayor Darcy Paul called the Regular City Council meeting in the Cupertino Community Hall Council Chambers, 10350 Torre Avenue and led the Pledge of Allegiance. ROLL CALL Present: Mayor Darcy Paul, Vice Mayor Rod Sinks, and Councilmembers Barry Chang, Steven Scharf, and Savita Vaidhyanathan. Absent: None. In open session, Mayor Paul reported out on closed session meetings that were held on October 30 and November 1: Mayor Paul reported out that a closed session was held on October 30 regarding: Subject: Conference with Legal Counsel - Anticipated Litigation: Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code Section 54956.9: One Potential Case Written communications for this item included emails to Council. 12 City Council Minutes November 5, 2018 Before Council went into closed session, the following individuals spoke on this item: Kitty Moore (Cupertino resident) Lisa Warren (Cupertino resident) Ignatius Y. Ding (Cupertino resident) – distributed written comments Naidu Bollineni (Cupertino resident) Mayor Paul announced that an update was provided and direction was given. Mayor Paul also reported out that a closed session was held on November 1 regarding: Subject: Public Employee Employment (Gov’t Code 54957(b)(1); Title: City Manager Recruitment Mayor Paul announced that an update was provided and direction was given and no action was taken. CEREMONIAL MATTERS AND PRESENTATIONS - None POSTPONEMENTS - None ORAL COMMUNICATIONS Julia Miyakawa (Cupertino resident) talked about public records regarding the Regnart Creek Trail Feasibility Study. Jennifer Griffin talked about a proposed City of San Jose hotel project located at Stern Avenue and Stevens Creek Boulevard. Robert McCoy, representing himself, (Cupertino resident) talked about community groups in Cupertino and communications on Nextdoor - distributed written comments. Connie Cunningham (Cupertino resident) talked about Vallco, affordable housing, and community benefits. Gary Wong (Cupertino resident) talked about the Regnart Creek Trail Feasibility Study and community outreach in the EIR process. Lisa Warren talked about communications on Nextdoor and community groups in Cupertino. 13 City Council Minutes November 5, 2018 Barry Chang, representing himself, talked about a tort claim filed by the former Cupertino City Attorney. Mayor Paul requested that staff agendize an item for discussion at a future meeting regarding adding email addresses to speaker cards for staff follow-up. CONSENT CALENDAR Scharf moved and Sinks seconded to approve the items on the Consent Calendar as presented with the exception of item number 2 which was pulled for discussion. Ayes: Paul, Sinks, Chang, Scharf, and Vaidhyanathan. Noes: None. Abstain: None. Absent: None. 1. Subject: Approve the October 16 City Council minutes Recommended Action: Approve the October 16 City Council minutes 2. Subject: Second Amendment Agreement with Avocette Technologies, Inc. for professional services in implementing Accela Permitting and Land Management System. Recommended Action: Authorize the City Manager to execute a Second Amendment Agreement with Avocette Technologies, Inc. for the implementation of Accela Permitting and Land Management System, which represents $109,362 added to the Council approved First Amendment Agreement in the amount of $299,143 for a total of $408,505. Chief Technology Officer Bill Mitchell reviewed the staff report and answered questions from Council. Chang moved and Scharf seconded to authorize the City Manager to execute a Second Amendment Agreement with Avocette Technologies, Inc. for the implementation of Accela Permitting and Land Management System, which represents $109,362 added to the Council approved First Amendment Agreement in the amount of $299,143 for a total of $408,505. The motion carried unanimously. 3. Subject: Application for Alcohol Beverage License for Q in-Tang Charm Restaurant, Inc (dba Qin-Tang Charm Restaurant), 10271 Torre Avenue Recommended Action: Recommend approval to the California Department of Alcoholic Beverage Control of the application for Alcohol Beverage License for Qin-Tang Charm Restaurant, Inc (dba Qin-Tang Charm Restaurant), 10271 Torre Avenue 4. Subject: Application for Alcohol Beverage License for Alchena Capital, LLC (dba Kiku 14 City Council Minutes November 5, 2018 Sushi), 1655 S. De Anza Boulevard Recommended Action: Recommend approval to the California Department of Alcoholic Beverage Control of the application for Alcohol Beverage License for Alchena Capital, LLC (dba Kiku Sushi), 1655 S. De Anza Boulevard 5. Subject: Mitigation Fee Act - Annual and Five-Year Report - Fiscal Year 2017-2018 Recommended Action: Accept the Five-Year and Annual Review of the City of Cupertino's Development Impact Fees (Government Code Section 66000 et seq.); and Adopt Resolution No. 18-105 entitled "A Resolution of the City Council of the City of Cupertino, California, Approving the Five-Year and Annual Development Impact Fee Reports and Making Required Findings." 6. Subject: Notice of Intent to Vacate an Easement for Storm Drain Retention Basin Purposes located on 23500 Christo Rey Drive Recommended Action: Adopt Resolution No. 18-106 to notice the public of the intent to vacate an easement for storm drain retention basin purposes located on 23500 Cristo Rey Drive, and set a public hearing on December 4, 2018, at 6:45 p.m. SECOND READING OF ORDINANCES - None PUBLIC HEARINGS - None ORDINANCES AND ACTION ITEMS - None REPORTS BY COUNCIL AND STAFF 7. Subject: Report on Committee assignments and general comments Recommended Action: Report on Committee assignments and general comments Councilmembers highlighted the activities of their committees and various community events. Requested the City Attorney follow-up as necessary with the earlier Oral Communications speakers. ADJOURNMENT At 7:33 p.m., Mayor Paul adjourned the Regular City Council meeting. __________________________________ Kirsten Squarcia, Deputy City Clerk 15 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:118-4547 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:11/1/2018 City Council On agenda:Final action:11/20/2018 Title:Subject: Accept Accounts Payable for the period ending August 24, 2018 Sponsors: Indexes: Code sections: Attachments:A – Draft Resolution B – AP Report Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Accept Accounts Payable for the period ending August 24, 2018 Adopt Resolution No. 18-107 accepting Accounts Payable for the period ending August 24, 2018 CITY OF CUPERTINO Printed on 11/15/2018Page 1 of 1 powered by Legistar™16 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 August 24, 2018 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: _____________________________ Zach Korach, Finance Manager PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 20th day of November, 2018, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ________________________ Grace Schmidt, City Clerk Darcy Paul, Mayor, City of Cupertino 17 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Main Account - Main Checking Account Check 716784 08/24/2018 Open Accounts Payable CUSD $28,138.50 Invoice Date Description Amount AM18-00495 04/10/2018 Accrual FY1718 - CUSD 17-18 Permits $789.75 AM1800494 04/10/2018 Accrual FY1718 - CUSD 17-18 Permits $4,954.50 AM18-00493 04/10/2018 Accrual FY1718 - CUSD 17-18 Permits $958.50 AM18-00492 04/10/2018 Accrual FY1718 - CUSD 17-18 Permits $4,483.50 AM18-00491 04/10/2018 Accrual FY1718 - CUSD 17-18 Permits $958.50 AM18-00490 04/10/2018 Accrual FY1718 - CUSD 17-18 Permits $2,983.50 AM18-00489 04/10/2018 Accrual FY1718 - CUSD 17-18 Permits $5,589.00 AM18-00488 04/10/2018 Accrual FY1718 - CUSD 17-18 Permits $5,335.50 AM18-00487 04/10/2018 Accrual FY1718 - CUSD 17-18 Permits $2,085.75 716785 08/24/2018 Open Accounts Payable INTERNATIONAL DISPOSAL CORP $60,172.28 Invoice Date Description Amount M180600 07/31/2018 Accrual FY17-18 Landfill fees June 2018 $60,172.28 716786 08/24/2018 Open Accounts Payable THOMSON REUTERS - WEST $892.98 Invoice Date Description Amount 838470952 07/01/2018 Accrual FY17-18 Subscription 060118-063018 $892.98 716787 08/24/2018 Open Accounts Payable TYLER TECHNOLOGIES $10,191.50 Invoice Date Description Amount 045-229444 06/22/2018 Accrual FY17-18 New World CAFR Builder, Support and Licensing $10,191.50 716788 08/24/2018 Open Accounts Payable ACTIVE NETWORK, INC $3,052.00 Invoice Date Description Amount CB2017Q4_0007 07/31/2018 Chargebacks $1,126.00 CB2018Q1_0005 07/31/2018 Chargebacks $1,926.00 716789 08/24/2018 Open Accounts Payable ADVANTAGE GRAFIX $86.11 Invoice Date Description Amount 42049 08/09/2018 Teen Leadership Dinner 2018 Programs $86.11 716790 08/24/2018 Open Accounts Payable ALHAMBRA & SIERRA SPRINGS $14.07 Invoice Date Description Amount 4950379080418 08/04/2018 27837474950379 $14.07 716791 08/24/2018 Open Accounts Payable ALVERNAZ CONSTRUCTION $1,600.00 Invoice Date Description Amount 8018 08/07/2018 Change Order for Mow Bands at BBF $1,600.00 716792 08/24/2018 Open Accounts Payable American Assured Security, Inc.$171.00 Invoice Date Description Amount 4194 08/17/2018 Security payment Aug alcohol permits $171.00 716793 08/24/2018 Open Accounts Payable AMERICAN PLANNING ASSOCIATION $700.00 Invoice Date Description Amount 215100-1871 07/25/2018 APA,CHAPT/CAL, AICP Memberships for Chris Corrao $700.00 716794 08/24/2018 Open Accounts Payable ANTHONY A. DISALVO $53.00 Invoice Date Description Amount AnthonyD072518 07/25/2018 Live Scan Svc Reimbursement; 7.25.18 $53.00 Tuesday, August 28, 2018Pages: 1 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 18 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716795 08/24/2018 Open Accounts Payable ARRANGED 4 COMFORT $745.27 Invoice Date Description Amount 18-5453-SH 08/10/2018 Ergo supplies - Shivani Tripathi $745.27 716796 08/24/2018 Open Accounts Payable AT&T $13,471.97 Invoice Date Description Amount 11749718-1 08/12/2018 City Council $164.60 11749718-2 08/12/2018 City Manager $80.78 11749718-3 08/12/2018 City Clerk $237.68 11749718-4 08/12/2018 City Attorney $296.19 11749718-5 08/12/2018 Sherriffs $134.63 11749718-6 08/12/2018 Code Enforcement $188.48 11749718-7 08/12/2018 Community Services $53.85 11749718-8 08/12/2018 Disaster Preparedness $80.78 11749718-9 08/12/2018 Govt Channel $80.78 11749718-10 08/12/2018 Finance Admin $80.78 11749718-11 08/12/2018 Finance Acctg $161.56 11749718-12 08/12/2018 Business License $80.78 11749718-13 08/12/2018 Human Resources $161.56 11749718-14 08/12/2018 Information Tech $511.60 11749718-15 08/12/2018 Parks & Rec Admin $80.78 11749718-16 08/12/2018 QCC Cultural superv.$188.48 11749718-17 08/12/2018 Quinlan Center $430.82 11749718-18 08/12/2018 Youth Teen program $53.85 11749718-19 08/12/2018 Sports Physical prog.$80.78 11749718-20 08/12/2018 Sports Ctr prog.$323.12 11749718-21 08/12/2018 Senior Center $323.12 11749718-22 08/12/2018 Case Manager $26.93 11749718-23 08/12/2018 BBF Office $269.26 11749718-24 08/12/2018 BBF Park $134.63 11749718-25 08/12/2018 Blackberry Golf $26.93 11749718-26 08/12/2018 Nature Program $26.93 11749718-27 08/12/2018 Planning Admin $80.78 11749718-28 08/12/2018 Planning Current $242.34 11749718-29 08/12/2018 Planning Long Range $53.85 11749718-30 08/12/2018 BMR Housing $53.85 11749718-31 08/12/2018 Building $350.04 11749718-32 08/12/2018 Plan Check $26.93 11749718-33 08/12/2018 Building Inspector $107.71 11749718-34 08/12/2018 Public Works Adm $134.63 11749718-35 08/12/2018 Resource Recovery $26.93 11749718-36 08/12/2018 Non Point Source $26.93 11749718-37 08/12/2018 Engineering $242.34 11749718-38 08/12/2018 PW Inspector $26.93 11749718-39 08/12/2018 Service Center Adm.$200.65 11749718-40 08/12/2018 City Hall $809.56 11749718-41 08/12/2018 Service Center $718.84 11749718-42 08/12/2018 Quinlan Center $107.71 11749718-43 08/12/2018 McClellan Ranch $242.34 11749718-44 08/12/2018 Monta Vista $53.85 11749718-45 08/12/2018 Wilson Park $20.94 Tuesday, August 28, 2018Pages: 2 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 19 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 11749718-46 08/12/2018 Sports Center $110.41 11749718-47 08/12/2018 Teen Center $105.00 11749718-48 08/12/2018 Creekside $50.40 11749718-49 08/12/2018 Traffic $80.78 11749718-50 08/12/2018 Signal Maintenance $107.71 11749718-51 08/12/2018 Street Maintenance $21.08 11749718-52 08/12/2018 City Hall 2343448559849 - circuit/IP services $1,055.69 11749718-53 08/12/2018 City Attorney's Office 2343448559849 - circuit/IP services $717.46 11749718-54 08/12/2018 Quinlan 2343448559849 - circuit/IP services $717.46 11749718-55 08/12/2018 Sr Center 2343448559849 - circuit/IP services $717.46 11749718-56 08/12/2018 Spt Center 2343448559849 - circuit/IP services $448.61 11749718-57 08/12/2018 Service Center 2343448559849 - circuit/IP services $717.46 11749718-58 08/12/2018 BBF 2343448559849 - circuit/IP services $407.81 11749718-59 08/12/2018 Nature Program 2343448559849 - circuit/IP services $407.81 716797 08/24/2018 Open Accounts Payable AT&T $21.58 Invoice Date Description Amount 11749723 08/12/2018 9391023225 (408-777-8204) 7/12/18-8/11/18 $21.58 716798 08/24/2018 Open Accounts Payable BELLECCI & ASSOCIATES, INC.$34,311.00 Invoice Date Description Amount 18057-A 07/27/2018 SCB CL4 Bike Lanes-Ph1; Svcs 5.2.18-7.10.18 $15,310.00 18084-A 07/31/2018 Bike Boulevard Ph 1: Svcs 7.11.18-7.31.18 $19,001.00 716799 08/24/2018 Open Accounts Payable BOETHING TREELAND FARMS INC $246.61 Invoice Date Description Amount SI-1165691 08/09/2018 Trees&ROW: Plants for Medians $246.61 716800 08/24/2018 Open Accounts Payable C & N ENTERPRISES INC $19,840.23 Invoice Date Description Amount 11599 08/14/2018 2017 Kubota ZD1511 LF72 Mower (Replacement - Grounds) $19,840.23 716801 08/24/2018 Open Accounts Payable CAL-LINE EQUIPMENT CO INC $35,941.92 Invoice Date Description Amount 96668 08/01/2018 Dingo TX1000 Wiede Track Diesel Kubota $35,941.92 716802 08/24/2018 Open Accounts Payable CASCADIA CONSULTING GROUP INC $21,724.93 Invoice Date Description Amount 5825 08/20/2018 Single family home waste characterization $21,724.93 716803 08/24/2018 Open Accounts Payable CASH $266.58 Invoice Date Description Amount CASH08222018 08/22/2018 Petty Cash Reconciliation 07.11-08.04.18 $266.58 716804 08/24/2018 Open Accounts Payable CASH $427.16 Invoice Date Description Amount 2019-00000460 08/21/2018 Behind the Scenes Trip Driver Tip 08/24/2018 $80.00 2019-00000464 08/22/2018 Check Request for Petty Cash $347.16 716805 08/24/2018 Open Accounts Payable Colonial Life & Accident Insurance $231.79 Invoice Date Description Amount 08172018 08/17/2018 4800 - *Colonial Products - Pre-Tax*$231.79 Tuesday, August 28, 2018Pages: 3 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 20 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716806 08/24/2018 Open Accounts Payable COMCAST $799.85 Invoice Date Description Amount 3310-091118 08/07/2018 8155400650183310 08/12/18-09/11/18 $799.85 716807 08/24/2018 Open Accounts Payable COMCAST $216.25 Invoice Date Description Amount 1155-08152018 08/15/2018 8155100050381155 8/20/18-9/19/18 $216.25 716808 08/24/2018 Open Accounts Payable Community Health Charities of California $257.00 Invoice Date Description Amount 08172018 08/17/2018 4400 - Community Health Charities $257.00 716809 08/24/2018 Open Accounts Payable Corbalis, Alex $123.82 Invoice Date Description Amount 2019-00000462 08/22/2018 Training Mileage (ITMI)$123.82 716810 08/24/2018 Open Accounts Payable CORELOGIC INFORMATION SOLUTIONS INC $9,390.21 Invoice Date Description Amount 50023672 08/06/2018 August Payment Annual Fee August 2018 - April 2019 $8,554.78 81907407 07/31/2018 Metroscan FARES July 2018 $835.43 716811 08/24/2018 Open Accounts Payable CP&DR $238.00 Invoice Date Description Amount 8/6/18 08/06/2018 subscription renewal $238.00 716812 08/24/2018 Open Accounts Payable DELL MARKETING L.P.$4,415.63 Invoice Date Description Amount 10260779347 08/15/2018 30" Monitors for Cheri Donnelly and Alex Wykoff $4,415.63 716813 08/24/2018 Open Accounts Payable DEPARTMENT OF JUSTICE $160.00 Invoice Date Description Amount 317234 08/03/2018 FINGER PRINT APPS JULY 2018 $160.00 716814 08/24/2018 Open Accounts Payable DONE RIGHT, INC $5,250.00 Invoice Date Description Amount 6435 08/13/2018 Traffic Opps New Siding and Trim $5,250.00 716815 08/24/2018 Open Accounts Payable ERGO VERA $792.00 Invoice Date Description Amount 2907 08/13/2018 Ergo Evaluations-Benny Hsieh, Iqraam Nabi, Toan Quach $792.00 716816 08/24/2018 Open Accounts Payable EUPHRAT MUSEUM OF ART $16,428.10 Invoice Date Description Amount 2019-00000472 08/22/2018 Euphrat - July/Aug Camps $16,428.10 716817 08/24/2018 Open Accounts Payable EWING IRRIGATION $714.65 Invoice Date Description Amount 5943335 08/07/2018 Grounds-neighborhood parks: PVC $225.84 5986664 08/14/2018 Grounds:-Mem Park:Wasp Spray, Buckets, Trash Cans, Rakes, etc $488.81 716818 08/24/2018 Open Accounts Payable FEDEX $158.50 Invoice Date Description Amount 6-279-46382 08/17/2018 FedEx 8/17/18 $158.50 Tuesday, August 28, 2018Pages: 4 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 21 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716819 08/24/2018 Open Accounts Payable FINE ARTS LEAGUE OF CUPERTINO (FALC $314.78 Invoice Date Description Amount 100 08/22/2018 Neighborhood-Activity Supplies $314.78 716820 08/24/2018 Open Accounts Payable FJM TRUCK & TRAILER CENTER $4,804.40 Invoice Date Description Amount US001005075 08/09/2018 MAKE: 2019 PJ / MODEL: 13" HD TILT 7K TRAILER $4,804.40 716821 08/24/2018 Open Accounts Payable FOSTER BROS SECURITY SYSTEMS INC $423.96 Invoice Date Description Amount 301911 08/07/2018 Facilities-Service Center: Lockset Storeroom, Keymark IC 6 Pin $423.96 716822 08/24/2018 Open Accounts Payable Friends of Vision Literacy $180.00 Invoice Date Description Amount 082118 08/21/2018 ESL - Int (6.27-8.22) 9 Students $180.00 716823 08/24/2018 Open Accounts Payable GARDENLAND $805.61 Invoice Date Description Amount 600484 08/16/2018 Trees&Row: Pole Pruner, Oil $805.61 716824 08/24/2018 Open Accounts Payable GARROD FARMS/STABLES $12,580.75 Invoice Date Description Amount 081718 08/17/2018 Summer Payment $12,580.75 716825 08/24/2018 Open Accounts Payable GLORIA LEE $270.40 Invoice Date Description Amount 2019-00000475 08/22/2018 GLee - Summer 2018 Classes $270.40 716826 08/24/2018 Open Accounts Payable GYM PRECISION INC $407.20 Invoice Date Description Amount 8851 07/31/2018 PM, repairs $407.20 716827 08/24/2018 Open Accounts Payable HALF MOON BAY DISTILLERY $300.00 Invoice Date Description Amount 0014 Deposit 08/21/2018 Tour and Program Deposit for Cupertino Senior Center 11/9/18 $300.00 716828 08/24/2018 Open Accounts Payable HEXAGON TRANSPORTATION CONSULTANTS $21,842.77 Invoice Date Description Amount 11977 08/03/2018 Cupertino Village Hotel #812 Traffic Study 2018/07 $5,220.00 11947 07/26/2018 Wesport #864 Traffic Study 2018/07 $3,150.00 12005 08/13/2018 De Anza Hotel #851 Traffic Analysis 2018/07 $13,472.77 716829 08/24/2018 Open Accounts Payable HMH ENGINEERS INC $32,771.86 Invoice Date Description Amount 34488 08/07/2018 SO #1-Svcs thru 8.4.18 -McClellan Rd Sidewalk Imp- Ph 2 $384.16 34490 08/07/2018 Svcs thru 8.4.18 McClellan Sep Bikeways PS&E - P1 $3,340.00 34489 08/07/2018 Svcs through 8.4.18 Cupertino Bridge Maintenance $2,288.40 34491 08/07/2018 Svcs thru 8/4/18-Regnart Creek Trail Feasibility Study $26,759.30 Tuesday, August 28, 2018Pages: 5 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 22 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716830 08/24/2018 Open Accounts Payable HU, POLLY $851.70 Invoice Date Description Amount 082118 08/21/2018 Yoga & Zumba (7.10-8.21 & 7.2-8.20) 17&11 Students $851.70 716831 08/24/2018 Open Accounts Payable IFPTE LOCAL 21 $1,824.97 Invoice Date Description Amount 08172018 08/17/2018 4200 - Association Dues - CEA $1,824.97 716832 08/24/2018 Open Accounts Payable IMPERIAL SPRINKLER SUPPLY $8,849.03 Invoice Date Description Amount 3439699-00 08/13/2018 Grounds-Sports Fields: Sprinkler Supplies $467.27 3431320-00 08/13/2018 Trees & ROW: Sprinkler Supplies $7,736.77 3415730-00 08/10/2018 Trees & Row: Insert Flow Sensor $297.52 3426267-00 08/01/2018 Grounds-Neighborhood Parks: PVC, Cement, Primer, Nipples, Unions $129.69 3436425-00 08/09/2018 Grounds-Neighborhood Parks: PVC, Shovels, Cement, etc. $132.33 3436487-00 08/09/2018 Grounds-Memorial Park: PVC, Pump,Ball Valve $85.45 716833 08/24/2018 Open Accounts Payable INTERNATIONAL DISPOSAL CORP $59,300.85 Invoice Date Description Amount M180700 08/31/2018 Landfill fees July 2018 $59,300.85 716834 08/24/2018 Open Accounts Payable JW CATERING $3,791.91 Invoice Date Description Amount EO4026 08/22/2018 Catering for Commissioners' Dinner 2018 $3,791.91 716835 08/24/2018 Open Accounts Payable KELLY-MOORE PAINT CO INC $113.32 Invoice Date Description Amount 808-00000699455 08/20/2018 Street Sign Marking: Supplies $113.32 716836 08/24/2018 Open Accounts Payable LOPEZ, COLLEEN $4,200.00 Invoice Date Description Amount 125 08/15/2018 Housing Consultant Services 2018/06 $4,200.00 716837 08/24/2018 Open Accounts Payable MAD SCIENCE OF THE BAY AREA $14,610.05 Invoice Date Description Amount 2019-00000473 08/22/2018 Mad Science - July/Aug 2018 Camps $14,610.05 716838 08/24/2018 Open Accounts Payable MING FEN LEE $2,423.00 Invoice Date Description Amount 082118 08/21/2018 Chinese Brush Painting (7.2-8.20 x2) 24 & 24 Students - 25admin $2,423.00 716839 08/24/2018 Open Accounts Payable MOST DEPENDABLE FOUNTAINS, INC. $4,396.25 Invoice Date Description Amount INV52003 08/01/2018 Grounds-Sports Fie: Bottle Filler, Sand Strainers, Surface Mount $4,396.25 716840 08/24/2018 Open Accounts Payable MOUNTAIN VIEW GARDEN CENTER $51.18 Invoice Date Description Amount 95276 07/18/2018 Grounds-neighborhood parks: Planter Mix $51.18 Tuesday, August 28, 2018Pages: 6 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 23 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716841 08/24/2018 Open Accounts Payable NEWMAN TRAFFIC SIGNS $241.99 Invoice Date Description Amount TRFINV004483 08/07/2018 Street Sign Markings: Sign Blanks $241.99 716842 08/24/2018 Open Accounts Payable NOSSAMAN, LLP $2,560.00 Invoice Date Description Amount 483921 07/19/2018 Legal Services $2,560.00 716843 08/24/2018 Open Accounts Payable O'REILLY AUTO PARTS $150.35 Invoice Date Description Amount 2591-348939 08/13/2018 Misc Auto Brake Parts $150.35 716844 08/24/2018 Open Accounts Payable OFFICE DEPOT $1,024.11 Invoice Date Description Amount 174308877001 07/31/2018 office supplies $174.62 176129228001 08/02/2018 Office supplies $126.82 177020785001 08/03/2018 office supplies $313.90 181288643001 08/09/2018 Office Supplies- Stapler $63.53 180964995001 08/09/2018 Office Supplies $23.18 181288961001 08/09/2018 Building Office Supplies 2018-02 $100.55 176112627001 08/02/2018 Hand Sanitizer $50.34 181245688001 08/09/2018 office supplies $171.17 716845 08/24/2018 Open Accounts Payable Operating Engineer #3 $1,512.16 Invoice Date Description Amount 08172018 08/17/2018 4100 - Union Dues $1,512.16 716846 08/24/2018 Open Accounts Payable PACIFIC TELEMANAGEMENT SVCS $543.00 Invoice Date Description Amount 1001590 08/13/2018 payphone svcs 9/18 $543.00 716847 08/24/2018 Open Accounts Payable PERS Long Term Care Program $30.28 Invoice Date Description Amount 08172018 08/17/2018 0530 - PERS Long Term Care $30.28 716848 08/24/2018 Open Accounts Payable PG&E $2,552.08 Invoice Date Description Amount 0007750339-9 07/26/2018 Line Extension Deficiency-0252260, Elec $2,495.83 7100-08142018 08/14/2018 7166121710-0 07/29/18-08/06/18 $56.25 716849 08/24/2018 Open Accounts Payable PINE PRESS $866.55 Invoice Date Description Amount 00049456 08/15/2018 September/October Newsletter 2018 $866.55 716850 08/24/2018 Open Accounts Payable PLEASANTON TRUCKING, INC.$2,507.00 Invoice Date Description Amount 114806200 08/01/2018 Grounds-School Site Maint: Infield Mix Stabilizer $2,507.00 716851 08/24/2018 Open Accounts Payable PSOMAS $8,236.70 Invoice Date Description Amount 143073 07/24/2018 Web Map Development $8,236.70 716852 08/24/2018 Open Accounts Payable R3 CONSULTING GROUP, INC.$5,728.75 Invoice Date Description Amount 8784 08/01/2018 C&D Debris Diversion Reqs tasks 1.1 and 2.1 $5,728.75 Tuesday, August 28, 2018Pages: 7 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 24 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716853 08/24/2018 Open Accounts Payable RANEY PLANNING & MANAGEMENT, INC. $676.22 Invoice Date Description Amount 1803E-3 05/14/2018 Bubb Rd #206 IS/MND 2018/04 $676.22 716854 08/24/2018 Open Accounts Payable RIO ADOBE SOUTHWEST CAFE $1,723.15 Invoice Date Description Amount 08092018 08/09/2018 Teen Leadership Dinner Food $1,723.15 716855 08/24/2018 Open Accounts Payable ROYAL COACH TOURS $3,006.60 Invoice Date Description Amount 14527 08/21/2018 14527 Disney Family Museum 09/13/18 $1,079.20 14528 08/21/2018 14528 A's Game 09/20/18 $992.80 14924 08/21/2018 14924 Ice Cream in the City 09/26/2018 $934.60 716856 08/24/2018 Open Accounts Payable SANTA CLARA CNTY CLERK/RECORDER $900.00 Invoice Date Description Amount INT-2018-01 08/17/2018 exempt filing $50.00 R-2018-20 08/17/2018 exempt filing $50.00 ASA-2018-01 08/17/2018 exempt filing $50.00 TR-2018-30 08/17/2018 exempt filing $50.00 R-2018-21 08/17/2018 exempt filing $50.00 R-2018-25 08/17/2018 exempt filing $50.00 RM-2018-18 08/17/2018 exempt filing $50.00 DIR-2018-15 08/17/2018 exempt filing $50.00 R-2018-18 08/17/2018 exempt filing $50.00 DIR-2018-14 08/17/2018 exempt filing $50.00 RM-2018-14 08/17/2018 exempt filing $50.00 TR-2018-04 08/17/2018 exempt filing $50.00 TR-2018-26 08/17/2018 exempt filing $50.00 R-2018-19 08/17/2018 exempt filing $50.00 RM-2018-11 08/17/2018 exempt filing $50.00 R-2018-14 08/17/2018 exempt filing $50.00 RM-2018-08 08/17/2018 exempt filing $50.00 TUP-2018-03 08/17/2018 exempt filing $50.00 716857 08/24/2018 Open Accounts Payable SANTA CLARA CNTY CLERK/RECORDER $50.00 Invoice Date Description Amount ASA-2018-08 08/17/2018 addendum filing $50.00 716858 08/24/2018 Open Accounts Payable SCHAAF & WHEELER $8,440.00 Invoice Date Description Amount 29979 07/31/2018 Billing through 7.31.18 - Storm Drain Master Plan $8,440.00 716859 08/24/2018 Open Accounts Payable SKYHAWKS SPORTS ACADEMY $14,075.15 Invoice Date Description Amount 081718 08/17/2018 Summper Payment 2 $14,075.15 716860 08/24/2018 Open Accounts Payable SMITH'S FAMILY OF COMPANIES, INC $525.00 Invoice Date Description Amount 46143 08/15/2018 Grounds: Pest Trapping-Hoover Park $200.00 46154 08/15/2018 Grounds: Pest Trapping- Linda Vista Park $175.00 Tuesday, August 28, 2018Pages: 8 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 25 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 46137 08/15/2018 Grounds: Pest Trapping - Garden Gate School $150.00 716861 08/24/2018 Open Accounts Payable STAPLES BUSINESS ADVANTAGE $59.11 Invoice Date Description Amount 3381592734 06/21/2018 OFFICE SUPPLIES FOR QCC ($227.04) 3375433302 04/19/2018 Office Supplies ($209.02) 3375433303 04/19/2018 office supplies qcc ($29.58) 3375433304 04/19/2018 office supplies ($29.58) 3386588091 08/10/2018 Copy Paper and office supplies $186.39 3375433305 04/19/2018 paper ($11.01) 3375433306 04/19/2018 paper for qcc ($11.01) 3386502508 08/09/2018 General and coffee supplies $60.17 3375433307 04/19/2018 kleenex ($3.68) 3386430173 08/08/2018 General supplies for council $49.14 3375433308 04/19/2018 BATTERY ($19.83) 3375830577 04/22/2018 OFFICE SUPPLIES ($26.91) 3384866407 07/26/2018 OFFICE SUPPLIES FOR QCC $422.63 3367335099 02/01/2018 OFFICE SUPPLIES FOR QCC ($127.20) 3386502506 08/09/2018 Creamer, Tea, Paper Pads $27.15 3385697889 08/02/2018 tea for qcc $8.49 716862 08/24/2018 Voided Incorrect Vendor on Invoice(s) 08/24/2018 Accounts Payable STAPLES COPY & PRINT $23.33 Invoice Date Description Amount 3386502507 08/09/2018 Color Copy Paper $23.33 716863 08/24/2018 Open Accounts Payable State Disbursement Unit $276.92 Invoice Date Description Amount 08172018 08/17/2018 0100 - Child Support $276.92 716864 08/24/2018 Open Accounts Payable Strategic Economics Inc $2,367.43 Invoice Date Description Amount 1816.01 7/18 07/31/2018 Economic Feasibility of Inc Housing Policy 2018/07 $2,367.43 716865 08/24/2018 Open Accounts Payable SUE AND KATHY LINE DANCE $1,035.80 Invoice Date Description Amount 082118 08/21/2018 Line Dance adv. beg.(7.3-8.21) 26 Students - 25admin $1,035.80 716866 08/24/2018 Open Accounts Payable SWANK MOTION PICTURES, INC.$578.00 Invoice Date Description Amount RG2551303 08/13/2018 Movie License for Aug. 24 $578.00 716867 08/24/2018 Open Accounts Payable TANASE, KEN $38.59 Invoice Date Description Amount KenT080718 08/07/2018 Cell Phone Service Reimbursement; 7.8.18-8.7.18 $38.59 716868 08/24/2018 Open Accounts Payable THE STUART RENTAL COMPANY $2,836.23 Invoice Date Description Amount 88100 08/22/2018 Neighborhood-Tent Rental 8/26/18 $2,836.23 716869 08/24/2018 Open Accounts Payable THOMSON REUTERS - WEST $919.77 Invoice Date Description Amount 838649042 08/01/2018 Subscription 070118-073118 $919.77 Tuesday, August 28, 2018Pages: 9 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 26 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716870 08/24/2018 Open Accounts Payable TOMOKO TERRY $667.30 Invoice Date Description Amount 082118 08/21/2018 Japanese Level 1&2 (6.21-8.16 x2) 10&13 Students - 25admin $667.30 716871 08/24/2018 Open Accounts Payable U S HEALTHWORKS MEDICAL GROUP PC $56.00 Invoice Date Description Amount 3377639-CA 08/10/2018 TB SKIN TESTS $56.00 716872 08/24/2018 Open Accounts Payable UNITED SITE SERVICES INC.$237.99 Invoice Date Description Amount 114-7195793 08/15/2018 portable toilet at compost site $237.99 716873 08/24/2018 Open Accounts Payable VAN METER WILLIAMS POLLACK LLP $2,805.00 Invoice Date Description Amount 1816-201807 07/31/2018 Westport #864 Design Review 2018/07 $2,805.00 716874 08/24/2018 Open Accounts Payable VASANTHI BHAT $335.00 Invoice Date Description Amount 082118 08/21/2018 Hatha Yoga Instruction (6.28-8.16) 9 students - 25adminfee $335.00 716875 08/24/2018 Open Accounts Payable VERIZON WIRELESS $13,823.85 Invoice Date Description Amount 9812156334-1 08/04/2018 408-202-5384 Adrianna Stankovich $38.01 9812156334-2 08/04/2018 408-204-3430 Lauren Dickinson $38.01 9812156334-3 08/04/2018 408-204-3449 Rei Delgado $38.01 9812156334-4 08/04/2018 408-204-4497 D. Kristina Grandbois $70.76 9812156334-5 08/04/2018 408-205-3349 Senior Ctr/Rafael $53.66 9812156334-6 08/04/2018 408-205-4541 Iqraam Nabi $38.01 9812156334-8 08/04/2018 408-206-0538 Quinton Adams $53.66 9812156334-9 08/04/2018 408-206-4856 Curtis Bloomquist $67.23 9812156334-10 08/04/2018 408-206-7512 Tracy Ayala $38.01 9812156334-12 08/04/2018 408-209-3255 Quinton Adams iPad $38.01 9812156334-13 08/04/2018 408-234-0189 Bill Mi-Fi $38.01 9812156334-14 08/04/2018 408-234-0843 Misty Mersich $38.01 9812156334-15 08/04/2018 408-234-0978 GIS Department $38.01 9812156334-16 08/04/2018 408-234-1270 Jonathan Ferrante Medians Group #1 $38.01 9812156334-17 08/04/2018 408-234-1543 Karen Goss $54.91 9812156334-18 08/04/2018 408-234-4724 Building Attendants Quinlan $53.66 9812156334-19 08/04/2018 408-234-8494 Roger Lee $171.00 9812156334-20 08/04/2018 408-309-0340 Piu Ghosh $53.66 9812156334-21 08/04/2018 408-309-0536 Phillip Wilkomm $53.66 9812156334-22 08/04/2018 408-309-1985 Barbara Banfield $53.66 9812156334-23 08/04/2018 408-309-2693 Christine Hanel $38.01 9812156334-24 08/04/2018 408-309-4294 Albert Salvador $63.66 9812156334-25 08/04/2018 408-309-5709 Clare Francavilla $38.01 9812156334-26 08/04/2018 408-309-5733 It Stock $38.01 9812156334-27 08/04/2018 408-309-7042 Kristina Alfaro $53.66 9812156334-28 08/04/2018 408-309-7640 Bob Sabich $53.66 9812156334-29 08/04/2018 408-309-8401 Rudy Lomas $38.01 Tuesday, August 28, 2018Pages: 10 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 27 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 9812156334-30 08/04/2018 408-309-8468 Jerry Anderson $38.01 9812156334-31 08/04/2018 408-309-9249 Jeff Greef $53.66 9812156334-32 08/04/2018 408-309-9252 Antonio Torrez $53.66 9812156334-33 08/04/2018 408-313-0045 Toan Quach $15.95 9812156334-34 08/04/2018 408-313-1148 Toan Quach $449.49 9812156334-35 08/04/2018 408-313-3558 Street Tree Maintenance #3 $38.01 9812156334-36 08/04/2018 408-313-4364 Street Tree Maintenance #4 $38.01 9812156334-37 08/04/2018 408-313-5321 Paul Sapudar $38.01 9812156334-38 08/04/2018 408-313-6943 Travis Warner $38.01 9812156334-39 08/04/2018 /LVD0DOHWLV0DVVH\$38.01 9812156334-40 08/04/2018 408-314-4452 HazMat/S. Tognetti $53.66 9812156334-41 08/04/2018 408-314-6637 Sean Hatch $38.01 9812156334-42 08/04/2018 408-314-9200 Rebecca Shaffer $38.01 9812156334-43 08/04/2018 408-315-3044 Jonathan Ferrante $53.66 9812156334-44 08/04/2018 408-315-6764 I&T MiFi $38.01 9812156334-45 08/04/2018 408-315-8165 Brian Gathers $38.01 9812156334-46 08/04/2018 408-316-1233 Cheri Donnelly $53.66 9812156334-47 08/04/2018 408-316-1283 Bill Mitchell $38.01 9812156334-48 08/04/2018 408-316-2067 Paul O Sullivan $53.66 9812156334-49 08/04/2018 408-316-7320 Gulu Sakhrani $38.01 9812156334-50 08/04/2018 408-318-1635 Brian Babcock $38.01 9812156334-51 08/04/2018 408-318-2012 Kane Wolfe $38.01 9812156334-52 08/04/2018 408-318-7365 Bob Sabich $38.01 9812156334-53 08/04/2018 408-318-8726 Jason Fauth $38.01 9812156334-54 08/04/2018 408-334-4885 Jason Pato (Ipad)$38.01 9812156334-55 08/04/2018 408-334-9082 Sean Hatch/ City of Cupertino $53.66 9812156334-56 08/04/2018 408-340-3184 Peter Coglianese $38.01 9812156334-57 08/04/2018 408-340-3387 Robert Kim $38.01 9812156334-58 08/04/2018 408-340-3524 Amy Chan ($46.34) 9812156334-59 08/04/2018 408-340-8060 Nidhi Mathur $38.01 9812156334-60 08/04/2018 408-340-8119 Phillip Wilkomm $38.01 9812156334-61 08/04/2018 408-340-8128 Cheri Donnelly $38.01 9812156334-62 08/04/2018 $DUWL6KULYDVWDYD$503.40 9812156334-63 08/04/2018 408-340-8648 Chad Mosley $38.01 9812156334-64 08/04/2018 408-340-8688 Kim Frey $893.20 9812156334-65 08/04/2018 408-438-7489 Karen Levy $38.01 9812156334-66 08/04/2018 408-439-8937 Alex Corbalis $53.66 9812156334-67 08/04/2018 408-440-7136 Andy Badal $38.01 9812156334-68 08/04/2018 408-460-1821 Ty Bloomquist $73.65 9812156334-69 08/04/2018 408-466-4450 Colleen Lettire $38.01 9812156334-70 08/04/2018 408-466-4765 GIS #1 $38.01 9812156334-71 08/04/2018 408-466-4906 Kerri Heusler Housing Planner $38.01 9812156334-72 08/04/2018 408-472-1568 David Stillman $53.66 9812156334-73 08/04/2018 408-472-6522 Jeff Greef $38.01 9812156334-74 08/04/2018 408-472-6541 John Raaymakers $38.01 9812156334-75 08/04/2018 408-472-7011 Ty Bloomquist $38.01 9812156334-76 08/04/2018 408-472-7295 Antonio Torrez $38.01 9812156334-77 08/04/2018 408-472-7857 Paul O'Sullivan $38.01 9812156334-78 08/04/2018 408-472-7927 Gary Stream $38.01 9812156334-79 08/04/2018 408-472-8289 Jonathan Ferrante WWP $33.23 Tuesday, August 28, 2018Pages: 11 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 28 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 9812156334-80 08/04/2018 408-472-9907 Manuel Barragan $53.66 9812156334-81 08/04/2018 408-479-0894 Mariah Dabel $38.01 9812156334-82 08/04/2018 408-482-5991 Benjamin Fu $38.01 9812156334-83 08/04/2018 408-482-6096 Marc Labrie $38.01 9812156334-84 08/04/2018 408-482-9730 Steven Scharf $38.01 9812156334-85 08/04/2018 408-483-0309 Maria Jimenez $53.66 9812156334-86 08/04/2018 408-483-3215 Teri Gerhardt $38.01 9812156334-87 08/04/2018 408-483-5947 Araceli Alejandre MiFi $38.01 9812156334-88 08/04/2018 408-483-7859 Shawn Tognetti $38.01 9812156334-89 08/04/2018 408-483-7997 Curtis Bloomquist MiFi $38.01 9812156334-90 08/04/2018 408-483-9976 Rocio Fierro MiFi $38.01 9812156334-91 08/04/2018 408-489-2932 Ross Slaney $38.01 9812156334-92 08/04/2018 408-489-8336 Beth Ebben 2 $38.01 9812156334-93 08/04/2018 408-489-9309 Jonathan Ferrante $38.01 9812156334-94 08/04/2018 408-489-9310 Kevin Rieden $38.01 9812156334-95 08/04/2018 408-493-3534 Jonathan Ferrante Median Crew 2 $38.01 9812156334-96 08/04/2018 408-497-1946 K. Neighborhood Events $38.01 9812156334-97 08/04/2018 408-497-3338 Marc Labrie $38.01 9812156334-98 08/04/2018 408-497-3691 Ricardo Alvarez $38.01 9812156334-99 08/04/2018 408-497-4686 Cliff Mabutas $38.01 9812156334-100 08/04/2018 408-497-4809 Kevin Greene $38.01 9812156334-101 08/04/2018 408-497-4862 Jeff Trybus/IT Wireless $38.01 9812156334-102 08/04/2018 408-497-5327 IT Stock $53.66 9812156334-103 08/04/2018 408-497-6765 IT Loaner iPad 12.9 64GB $38.16 9812156334-104 08/04/2018 408-497-6873 IT Loaner iPad 10.5 64GB $38.01 9812156334-105 08/04/2018 408-497-7220 Colleen Ferris iPad $38.01 9812156334-106 08/04/2018 408-497-9307 David Stillman $38.01 9812156334-108 08/04/2018 408-510-0198 Gilee Corral $38.01 9812156334-109 08/04/2018 408-510-1975 IT Stock $10.53 9812156334-110 08/04/2018 408-510-2759 IT Stock $53.66 9812156334-111 08/04/2018 408-510-9158 Winnie Pagan $38.01 9812156334-112 08/04/2018 408-510-9632 Julie Chiu $38.01 9812156334-113 08/04/2018 408-515-7650 Karen Bernard-Guerin $53.66 9812156334-114 08/04/2018 408-568-0737 Chris Corrao $53.66 9812156334-115 08/04/2018 408-568-3911 Jonathan Ferrante WWP $38.01 9812156334-116 08/04/2018 408-568-6465 Beth Ebben 1 $38.01 9812156334-117 08/04/2018 408-568-9211 IT Test Phone $53.66 9812156334-118 08/04/2018 408-605-2546 Michael Zimmerman $53.66 9812156334-119 08/04/2018 408-605-3078 Quinton MiFi $38.01 9812156334-120 08/04/2018 408-605-3905 Andrew Schmitt MiFi 2 $38.01 9812156334-122 08/04/2018 408-609-0843 Gis Mifi $3.70 9812156334-124 08/04/2018 408-609-4188 Jason Giorgianni $1,055.49 9812156334-125 08/04/2018 408-609-4367 Isaac Preciado $1,055.49 9812156334-126 08/04/2018 408-609-8711 Bill Bodene $1,055.49 9812156334-127 08/04/2018 408-609-8796 Rob Griffiths $1,055.49 9812156334-128 08/04/2018 408-609-8826 Domingo Santos $1,055.49 9812156334-129 08/04/2018 408-610-0601 Paul Tognetti $53.66 9812156334-130 08/04/2018 408-628-8745 Ken Tanase $38.01 9812156334-131 08/04/2018 408-630-0900 Shivani Tripathi $38.01 9812156334-132 08/04/2018 408-642-4263 Alex Wykoff/IT Wireless $38.01 Tuesday, August 28, 2018Pages: 12 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 29 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 9812156334-133 08/04/2018 408-642-4504 Jeff Milkes $38.01 9812156334-134 08/04/2018 408-655-8680 Jeff Trybus $53.66 9812156334-135 08/04/2018 408-655-8685 Alex Wykoff $53.66 9812156334-136 08/04/2018 408-688-1613 Chelsea Biklen $38.01 9812156334-137 08/04/2018 408-688-6252 Benjamin Fu $53.66 9812156334-138 08/04/2018 408-691-2466 Kane Wolfe $53.66 9812156334-139 08/04/2018 408-691-4458 Mayor Intern $33.11 9812156334-140 08/04/2018 408-691-9432 Jaqui Guzman $38.01 9812156334-141 08/04/2018 408-693-7088 Adrianna Stankovich $53.66 9812156334-142 08/04/2018 408-693-9515 Carl Valdez $53.66 9812156334-143 08/04/2018 408-693-9822 Carl Valdez $38.01 9812156334-144 08/04/2018 408-761-0924 Jennifer Chu $2.47 9812156334-145 08/04/2018 408-761-1063 Paul Tognetti $3.70 9812156334-146 08/04/2018 408-761-2941 IT Stock $38.01 9812156334-147 08/04/2018 408-761-3636 Zach Korach $53.66 9812156334-148 08/04/2018 408-781-0290 Brad Alexander Street Division #1 $38.01 9812156334-149 08/04/2018 408-781-0663 Brad Alexander Street Division #2 $38.01 9812156334-150 08/04/2018 408-781-0799 Brad Alexander Street Division #3 $38.01 9812156334-151 08/04/2018 408-781-1340 Brad Alexander Street Division #4 $38.01 9812156334-152 08/04/2018 408-781-3499 Jennifer Chu $38.01 9812156334-153 08/04/2018 408-781-4139 Julia Kinst $38.01 9812156334-154 08/04/2018 408-781-4360 Paul Tognetti $38.01 9812156334-155 08/04/2018 408-781-6411 Compost Site $33.23 9812156334-156 08/04/2018 408-781-9922 Chylene Osborne $8.60 9812156334-157 08/04/2018 408-828-5489 Grace Schmidt Ipad $38.01 9812156334-158 08/04/2018 408-841-6612 C. Internet Emergncyva $38.01 9812156334-159 08/04/2018 408-857-2355 Alex Corbalis Travel Agent $57.65 9812156334-160 08/04/2018 408-857-3211 Gary Stream $53.66 9812156334-161 08/04/2018 408-857-4414 Kim Frey $71.28 9812156334-162 08/04/2018 408-891-1004 Benny Hsieh $38.01 9812156334-163 08/04/2018 408-891-7964 Kirsten Squarcia $38.01 9812156334-164 08/04/2018 408-891-9008 Park Ranger Corridor $53.66 9812156334-165 08/04/2018 408-891-9503 Rachelle Sander $53.66 9812156334-166 08/04/2018 408-891-9971 Karen Goss $38.01 9812156334-167 08/04/2018 408-892-1486 Iqraam Nabi ($46.34) 9812156334-168 08/04/2018 408-892-5553 Albert Salvador $38.01 9812156334-170 08/04/2018 408-963-3875 Robert Kim $38.01 9812156334-171 08/04/2018 408-963-8123 I&T Loaner 2 128gb Air $38.01 9812156334-172 08/04/2018 408-963-9329 Rocio Fierro $38.01 9812156334-173 08/04/2018 408-966-0384 Cliff Mabutas MiFi $38.01 9812156334-174 08/04/2018 408-966-0471 Brian Gathers MiFi $38.01 9812156334-175 08/04/2018 650-203-4048 Aarti Shrivastava $53.66 9812156334-176 08/04/2018 650-269-3835 Suspend Angela Cao Off $3.70 9812156334-177 08/04/2018 650-269-5567 Araceli Alejandre $38.01 716876 08/24/2018 Open Accounts Payable WORLDCHEFS INTERNATIONAL LLC $450.00 Invoice Date Description Amount 082118 08/21/2018 Cooking Class (8.21) 9 Students $450.00 Tuesday, August 28, 2018Pages: 13 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 30 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716877 08/24/2018 Open Accounts Payable Anya Li $430.00 Invoice Date Description Amount 2019-00000461 08/21/2018 Refunding for Gymnastics $430.00 716878 08/24/2018 Open Accounts Payable BSA T453 $500.00 Invoice Date Description Amount 596173 08/21/2018 Refunding security deposit for Cupertino Room $500.00 716879 08/24/2018 Open Accounts Payable Carnegie Mellon University $500.00 Invoice Date Description Amount 587605 08/21/2018 Refunding security deposit for Community Hall $500.00 716880 08/24/2018 Open Accounts Payable Hsu, Tracy $16,000.00 Invoice Date Description Amount B-2017-0674 08/13/2018 20696 Greenleaf Dr - Encroachment Bond - #213401 $16,000.00 716881 08/24/2018 Open Accounts Payable Madhav Kadiyala $300.00 Invoice Date Description Amount 589394 08/21/2018 Refunding security deposit for Social Room $300.00 716882 08/24/2018 Open Accounts Payable Martin, Sheila $25,480.00 Invoice Date Description Amount 2019-00000477 08/23/2018 10382 Orange Ave - 100% Labor & Material Bond - #207280 $25,480.00 716883 08/24/2018 Open Accounts Payable Tsang, Chris $2,000.00 Invoice Date Description Amount BS000026517 08/13/2018 21820 Oakview Ln - Encroachment Bond - BS26517 $2,000.00 Type Check Totals:100 Transactions $573,427.89 EFT 27872 08/24/2018 Open Accounts Payable Employment Development $1,418.05 Invoice Date Description Amount 08172018 08/17/2018 SDI - State Disability Insurance $1,418.05 27873 08/24/2018 Open Accounts Payable PERS-457K $10,129.30 Invoice Date Description Amount 08172018 08/17/2018 3200 - *PERS Deferred Comp*$10,129.30 27874 08/24/2018 Open Accounts Payable ABAG PLAN CORPORATION $14,328.21 Invoice Date Description Amount PLAN-2017-18-238 07/27/2018 Claims $9,725.05 PLAN-2019-033 08/22/2018 Claims $4,603.16 27875 08/24/2018 Open Accounts Payable CLAP ARTS $11,382.80 Invoice Date Description Amount 2019-00000470 08/22/2018 CLAP - July/Aug Camps 2018 $11,382.80 27876 08/24/2018 Open Accounts Payable COLLEEN FERRIS $44.18 Invoice Date Description Amount ColleenF7122018 07/12/2018 cell phone service for Colleen F 712-8/11 $44.18 27877 08/24/2018 Open Accounts Payable COMMUNICATION ACADEMY $5,031.00 Invoice Date Description Amount 2019-00000471 08/22/2018 Communication Academy - July/Aug camps $5,031.00 Tuesday, August 28, 2018Pages: 14 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 31 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 27878 08/24/2018 Open Accounts Payable CP6CPC, LLC $5,825.08 Invoice Date Description Amount 09012018 08/20/2018 Rent September 2018 $5,825.08 27879 08/24/2018 Open Accounts Payable Eflex Group, Inc $4,253.55 Invoice Date Description Amount 08172018 08/17/2018 4700 - *FSA Employee Health*$4,253.55 27880 08/24/2018 Open Accounts Payable G BORTOLOTTO & CO INC $1,143,480.93 Invoice Date Description Amount 4647 08/09/2018 2018 Pave Maint Ph 1-Progress Billing No 2 $1,143,480.93 27881 08/24/2018 Open Accounts Payable GOLDFARB & LIPMAN $10,097.00 Invoice Date Description Amount 127832 07/31/2018 Vallco Town Center #852 Legal Fees 2018/07 $2,949.00 127162 05/31/2018 Vallco Town Center #852 Legal Fees 2018/04 $7,148.00 27882 08/24/2018 Open Accounts Payable HARRIS & ASSOCIATES $272.00 Invoice Date Description Amount 38589 08/15/2018 Parcel Map for 22045 Regnart Rd, Svcs 7.1-28.18 $272.00 27883 08/24/2018 Open Accounts Payable ICMA Retirement Trust-457 $3,729.21 Invoice Date Description Amount 08172018 08/17/2018 3100 - *ICMA Deferred Comp*$3,729.21 27884 08/24/2018 Open Accounts Payable JEFF ORDWAY $34.00 Invoice Date Description Amount 081418 08/14/2018 CELL PHONE REIMBURSEMENT for 7/14/18-8/13/18 $34.00 27885 08/24/2018 Open Accounts Payable JUMP FOR FUN, INC.$372.00 Invoice Date Description Amount 892771 08/20/2018 8/25/18 Neighborhood Events Activitiy Rental $372.00 27886 08/24/2018 Open Accounts Payable LAW OFFICE OF LAWRENCE E. KERN, INC. $4,613.90 Invoice Date Description Amount 38453 07/20/2018 Legal Services $3,057.90 38454 07/20/2018 Legal Services $1,556.00 27887 08/24/2018 Open Accounts Payable LAW OFFICES OF BURKE, WILLIAMS & SORENSEN $468.75 Invoice Date Description Amount 229611 07/23/2018 Legal Services $468.75 27888 08/24/2018 Open Accounts Payable National Deferred (ROTH)$5,440.00 Invoice Date Description Amount 08172018 08/17/2018 3010 - Nationwide Roth $5,440.00 27889 08/24/2018 Open Accounts Payable National Deferred Compensatin $33,261.24 Invoice Date Description Amount 08172018 08/17/2018 3000 - *Nationwide Deferred Compensatio $33,261.24 27890 08/24/2018 Open Accounts Payable OH, JENNIFER $260.00 Invoice Date Description Amount 082118 08/21/2018 Nurition Made Easy (8.17) 13 Students $260.00 Tuesday, August 28, 2018Pages: 15 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 32 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 27891 08/24/2018 Open Accounts Payable PARS/City of Cupertino $7,648.85 Invoice Date Description Amount 08172018 08/17/2018 3321 - PARS Employee *$7,648.85 27892 08/24/2018 Open Accounts Payable Raaymakers , John $55.00 Invoice Date Description Amount JohnR071918 07/19/2018 Cell Phone Service Reimbursement; 06.20.18- 07.19.18 $55.00 27893 08/24/2018 Open Accounts Payable ROBERT OSTENBERG $612.50 Invoice Date Description Amount 2019-00000476 08/22/2018 Robert Osten - Summer 2018 Classes $612.50 27894 08/24/2018 Open Accounts Payable SHUTE, MIHALY & WEINBERGER LLP $21,016.80 Invoice Date Description Amount 257108 07/31/2018 Legal Services $105.00 257106 07/31/2018 Legal Services $4,144.41 256950 07/26/2018 VSP #805 Legal Services 2018/06 $16,767.39 27895 08/24/2018 Open Accounts Payable SLAB HAPPY CERAMICS $1,713.05 Invoice Date Description Amount 2019-00000474 08/22/2018 SLAB Happy - Summer 2018 $1,713.05 27896 08/24/2018 Open Accounts Payable SMART & FINAL $408.67 Invoice Date Description Amount 048415 08/14/2018 433140 TC Food Run 8.14.18 $408.67 27897 08/24/2018 Open Accounts Payable Guzman , Jacqueline $389.60 Invoice Date Description Amount JaquiG08212018 08/21/2018 Reimbursement for airfare for ICMA Annual Conference $389.60 Type EFT Totals:26 Transactions $1,286,285.67 Main Account - Main Checking Account Totals Checks Status Count Transaction Amount Reconciled Amount Open 99 $573,404.56 $0.00 Reconciled 0 $0.00 $0.00 Voided 1 $23.33 $0.00 Stopped 0 $0.00 $0.00 Total 100 $573,427.89 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 26 $1,286,285.67 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 26 $1,286,285.67 $0.00 All Status Count Transaction Amount Reconciled Amount Open 125 $1,859,690.23 $0.00 Reconciled 0 $0.00 $0.00 Voided 1 $23.33 $0.00 Stopped 0 $0.00 $0.00 Tuesday, August 28, 2018Pages: 16 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 33 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Total 126 $1,859,713.56 $0.00 Grand Totals: Checks Status Count Transaction Amount Reconciled Amount Open 99 $573,404.56 $0.00 Reconciled 0 $0.00 $0.00 Voided 1 $23.33 $0.00 Stopped 0 $0.00 $0.00 Total 100 $573,427.89 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 26 $1,286,285.67 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 26 $1,286,285.67 $0.00 All Status Count Transaction Amount Reconciled Amount Open 125 $1,859,690.23 $0.00 Reconciled 0 $0.00 $0.00 Voided 1 $23.33 $0.00 Stopped 0 $0.00 $0.00 Total 126 $1,859,713.56 $0.00 Tuesday, August 28, 2018Pages: 17 of 17user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/18/2018 - To Payment Date: 8/24/2018 34 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:118-4549 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:11/1/2018 City Council On agenda:Final action:11/20/2018 Title:Subject: Accept Accounts Payable for the period ending August 31, 2018 Sponsors: Indexes: Code sections: Attachments:A – Draft Resolution B – AP Report Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Accept Accounts Payable for the period ending August 31, 2018 Adopt Resolution No. 18-108 accepting Accounts Payable for the period ending August 31, 2018 CITY OF CUPERTINO Printed on 11/15/2018Page 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 August 31, 2018 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: _____________________________ Zach Korach, Finance Manager PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 20th day of November, 2018, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ________________________ Grace Schmidt, City Clerk Darcy Paul, Mayor, City of Cupertino 36 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Main Account - Main Checking Account Check 716884 08/28/2018 Open Accounts Payable ALLIANT INSURANCE SERVICES INC $62,220.00 Invoice Date Description Amount 892581 07/30/2018 CITY OF CUPERTINO CUPERTI-01 POLICY 003206200 $62,220.00 716885 08/31/2018 Open Accounts Payable 4 PAWS GOOSE CONTROL $1,850.00 Invoice Date Description Amount 1162 08/03/2018 Goose Control at Memorial Park for July 2018 $1,850.00 716886 08/31/2018 Open Accounts Payable ABOLI JAYDEEP RANADE $210.00 Invoice Date Description Amount 2019-00000525 08/28/2018 August payment $210.00 716887 08/31/2018 Open Accounts Payable ACTERRA - GRASSROOTS ECOLOGY $1,396.00 Invoice Date Description Amount CUST0818 08/08/2018 Plants for Stocklmeir Orchard $1,396.00 716888 08/31/2018 Open Accounts Payable ADVANTAGE GRAFIX $3,825.96 Invoice Date Description Amount 40017 07/07/2018 Signs and Cards for Citywide Parks MP 2017 $640.59 42156 08/25/2018 VSP #805 printing services $3,185.37 716889 08/31/2018 Open Accounts Payable ALAMO WORLD TRAVEL AND TOURS $3,170.00 Invoice Date Description Amount 2251 08/21/2018 Fall Foliage and Laguna Arts Deposits and Insurance $3,170.00 716890 08/31/2018 Open Accounts Payable ALL PENINSULA FIRE EXTINGUISHER CO $633.61 Invoice Date Description Amount 13371 08/20/2018 Facilities-Service Ctr: Service Call and New Equipment $633.61 716891 08/31/2018 Open Accounts Payable ALTEC INDUSTRIES INC $613.67 Invoice Date Description Amount 50282823 08/09/2018 Inspection/Labor $613.67 716892 08/31/2018 Open Accounts Payable ANYA KROTH $55.58 Invoice Date Description Amount AK.SM18 08/28/2018 2nd summer payment $55.58 716893 08/31/2018 Open Accounts Payable ARRANGED 4 COMFORT $717.09 Invoice Date Description Amount 18-5454-SH 08/23/2018 Ergo Office Master Chair - Michelle Martin $717.09 716894 08/31/2018 Open Accounts Payable BAY AREA PRINTER & DATA SVCS INC $258.28 Invoice Date Description Amount 19219 08/20/2018 Black Laser Toner for HP Printer $98.10 19122 08/01/2018 printer supplies $160.18 716895 08/31/2018 Open Accounts Payable BOETHING TREELAND FARMS INC $2,636.29 Invoice Date Description Amount SI-1166299 08/15/2018 Grounds-Sports Fields: Creekside turf reduction $378.29 Tuesday, September 04, 2018Pages: 1 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 37 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference SI-1166016 08/13/2018 Grounds:-Sports Fields: Creekside Turf Reduction $499.22 SI-1167352 08/23/2018 Trees/ROW: Various trees $1,758.78 716896 08/31/2018 Open Accounts Payable BRUCE'S TIRE INC $99.95 Invoice Date Description Amount 11-24057 08/22/2018 Wheel Alignment $99.95 716897 08/31/2018 Open Accounts Payable California Contractors Supplies, Inc.$1,384.08 Invoice Date Description Amount VV04544 08/06/2018 Grounds:-Neigh Parks: Foil Packs, Tape, Coveralls, Knee Pads $1,384.08 716898 08/31/2018 Open Accounts Payable CALIFORNIA WATER SERVICE $30,850.66 Invoice Date Description Amount 08202018 08/20/2018 5926633333 7/18/18-8/16/18 $30,850.66 716899 08/31/2018 Open Accounts Payable CALLANDER ASSOCIATES LANDSCAPE $18,665.00 Invoice Date Description Amount 18004-7 08/22/2018 SO #1 -Svcs thru 7.31.18 - McClellan Ranch Comm Gardens $17,640.00 18050-1 08/22/2018 SO #4-Svcs thru 7.31.18 - McClellan Trash Enclosure $1,025.00 716900 08/31/2018 Open Accounts Payable CDW-G $18,024.33 Invoice Date Description Amount NSV9295 08/13/2018 Control Room UPS System $18,024.33 716901 08/31/2018 Open Accounts Payable CEPEDA, GILBERT $410.00 Invoice Date Description Amount 2019-00000523 08/28/2018 August payment $410.00 716902 08/31/2018 Open Accounts Payable CHAO YONG CHEN $480.00 Invoice Date Description Amount CC.SM18 08/28/2018 2nd summer payment $480.00 716903 08/31/2018 Open Accounts Payable CINTAS CORPORATION $2,022.22 Invoice Date Description Amount 630513323 08/14/2018 Uniforms/Safety Apparel $502.81 630509603 08/07/2018 Uniforms/Safety Apparel $504.31 630517007 08/21/2018 Uniforms/Safety Apparel $504.29 630520707 08/28/2018 Uniforms $510.81 716904 08/31/2018 Open Accounts Payable CITY DATA SERVICES LLC $1,200.00 Invoice Date Description Amount 1830 08/22/2018 CDS Grant Mangement Website July-Sept 018 $1,200.00 716905 08/31/2018 Open Accounts Payable CLEARBLU ENVIRONMENTAL $999.69 Invoice Date Description Amount 18903 07/31/2018 Env Materials : July Service $999.69 716906 08/31/2018 Open Accounts Payable COLANTUONO, HIGHSMITH & WHATLEY, PC $11,806.44 Invoice Date Description Amount 36058 07/05/2018 Legal Services $8,746.44 36280 08/02/2018 Legal Services $3,060.00 Tuesday, September 04, 2018Pages: 2 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 38 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716907 08/31/2018 Open Accounts Payable COMCAST $284.83 Invoice Date Description Amount 1232-08232018 08/23/2018 8155100050011232 9/1/18-9/30/18 $284.83 716908 08/31/2018 Open Accounts Payable COMCAST $241.20 Invoice Date Description Amount 9917-08192018 08/19/2018 8155100050719917 8/24/18-9/23/18 $241.20 716909 08/31/2018 Open Accounts Payable CONTRACT SWEEPING SERVICES INC $16,140.32 Invoice Date Description Amount 180000890 08/15/2018 Street sweeping for August 2018 $12,091.34 180000917 08/15/2018 street sweeping on Foothill August 2018 $4,048.98 716910 08/31/2018 Open Accounts Payable CSG CONSULTANTS INC $1,960.00 Invoice Date Description Amount 20160 08/27/2018 AC2 #501 Plan Review 2018/07 $1,960.00 716911 08/31/2018 Open Accounts Payable CUPERTINO SUPPLY INC $236.54 Invoice Date Description Amount 177853 08/02/2018 Overpasses & Medians: Supplies $236.54 716912 08/31/2018 Open Accounts Payable DANCE FORCE LLC $557.70 Invoice Date Description Amount DF.SM18 08/28/2018 2nd summer payment $557.70 716913 08/31/2018 Open Accounts Payable DAVID TAUSSIG AND ASSOCIATES, INC $1,400.00 Invoice Date Description Amount 1808023 08/22/2018 APN special assessment administration $1,400.00 716914 08/31/2018 Open Accounts Payable DE LAGE LANDEN PUBLIC FINANCE $876.65 Invoice Date Description Amount 9778745 08/21/2018 Buyout old Blackberry Farm MFP $876.65 716915 08/31/2018 Open Accounts Payable DEEP CLIFF ASSOCIATES L P $8,755.50 Invoice Date Description Amount 082818 08/28/2018 Summer Payment $8,755.50 716916 08/31/2018 Open Accounts Payable DENCO SALES COMPANY $584.67 Invoice Date Description Amount 8664487-00 08/15/2018 Street Sign Markings: 15" FY GSP 220-10 HP gloss White Vinyl $197.84 8664488-00 08/14/2018 Street Sign Markings: Clear Lustre Removable URM $386.83 716917 08/31/2018 Open Accounts Payable DONE RIGHT, INC $17,600.00 Invoice Date Description Amount 6442 08/25/2018 Creekside Park work from 8/20-8/28 $9,500.00 6443 08/25/2018 Additional dry rot repair work $8,100.00 716918 08/31/2018 Open Accounts Payable FARRINGTON, ROBERT , P $575.00 Invoice Date Description Amount 2019-00000507 08/28/2018 live music performance neighborhood events $400.00 2 08/19/2018 Contract Services $175.00 Tuesday, September 04, 2018Pages: 3 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 39 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716919 08/31/2018 Open Accounts Payable FLEET BODYWORX INC.$2,957.64 Invoice Date Description Amount 20372 08/09/2018 Auto Body Work $2,957.64 716920 08/31/2018 Open Accounts Payable GARDENLAND $1,030.87 Invoice Date Description Amount 602043 08/22/2018 Trees & ROW: Chainsaw supplies $1,030.87 716921 08/31/2018 Open Accounts Payable GEMPLER'S, INC.$1,354.26 Invoice Date Description Amount SI04270516 08/07/2018 Trees & ROW: Pole Saw, Blades, Multi-tool, Gloves, etc. $1,354.26 716922 08/31/2018 Open Accounts Payable GOVINVEST INC $7,673.50 Invoice Date Description Amount 2440 08/10/2018 Annual Licensing - Pension Yr 2 $7,673.50 716923 08/31/2018 Open Accounts Payable GRAINGER INC $359.66 Invoice Date Description Amount 9877321894 08/15/2018 Trees & Row: Body Harness $359.66 716924 08/31/2018 Open Accounts Payable HANH DUONG $50.00 Invoice Date Description Amount 1001 08/01/2018 Zumba Instructor $50.00 716925 08/31/2018 Open Accounts Payable HE, JUAN $791.70 Invoice Date Description Amount JHE.SM18 08/28/2018 2nd summer payment $791.70 716926 08/31/2018 Open Accounts Payable HOSTING.COM $600.00 Invoice Date Description Amount INV00203418 08/14/2018 Website Services $600.00 716927 08/31/2018 Open Accounts Payable HU, POLLY $1,447.00 Invoice Date Description Amount PH.SM18 08/28/2018 2nd summer payment $1,111.00 2019-00000522 08/28/2018 August payment $336.00 716928 08/31/2018 Open Accounts Payable IEH-BioVir Laboratories $700.00 Invoice Date Description Amount 181376 08/22/2018 Facilities-Comm Hall: Sample Civic Center Fountain- 7.23.18 $350.00 181020 06/28/2018 Facilities:-Comm Hall: Civic Center Fountain Sample 6/5/18 $350.00 716929 08/31/2018 Open Accounts Payable IMPEC GROUP (CLEAN INNOVATION) $65,023.56 Invoice Date Description Amount 1807129 07/01/2018 Jul 2018 Janitorial Services $60,889.16 1807115 07/01/2018 July 2018 Janitorial Services $2,809.40 1808504 08/15/2018 Facilities:Custodial Svc-McClellan Ranch Red House $575.00 1087507 07/31/2018 QCC Firewatch Service, 7.18.18 $750.00 716930 08/31/2018 Open Accounts Payable IMPERIAL SPRINKLER SUPPLY $55.59 Invoice Date Description Amount 3436425-01 08/13/2018 Grounds-School Site Maint: 4" Restraint (Pipe to Fitting) $55.59 Tuesday, September 04, 2018Pages: 4 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 40 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716931 08/31/2018 Open Accounts Payable INSERV COMPANY $722.67 Invoice Date Description Amount 60015 08/01/2018 Facilities-Comm Hall: Water Treatment August 2018 $722.67 716932 08/31/2018 Open Accounts Payable J.MAREZ / OCEAN PLUMBING CONSTRUCTION $7,000.00 Invoice Date Description Amount 160 08/22/2018 Creekside Park Restroom Remodel $7,000.00 716933 08/31/2018 Open Accounts Payable JAIN, ARCHANA $222.00 Invoice Date Description Amount 2019-00000515 08/28/2018 August payment $222.00 716934 08/31/2018 Open Accounts Payable JANICE WRIGHT $451.00 Invoice Date Description Amount JW.SM18 08/28/2018 2nd summer payment $451.00 716935 08/31/2018 Open Accounts Payable JIA THOMPSON $546.00 Invoice Date Description Amount JTH.SM18 08/28/2018 2nd summer payment $546.00 716936 08/31/2018 Open Accounts Payable JILL HAFF $869.56 Invoice Date Description Amount JH.SM18 08/28/2018 2nd summer payment $869.56 716937 08/31/2018 Open Accounts Payable JOHN THOMPSON TREE EXPERT LLC $13,860.00 Invoice Date Description Amount 082718A 08/27/2018 Tree Removal and Trimming $4,900.00 082718B 08/27/2018 Tree removal and trimming $8,960.00 716938 08/31/2018 Open Accounts Payable Keith Day Company, Inc.$300.00 Invoice Date Description Amount 14843 08/21/2018 compost delivered to compost site $300.00 716939 08/31/2018 Open Accounts Payable KENYATTA ALI $1,092.00 Invoice Date Description Amount KA.SM18 08/28/2018 2nd summer payment $1,092.00 716940 08/31/2018 Open Accounts Payable KIMBALL-MIDWEST $1,188.78 Invoice Date Description Amount 6529339 08/08/2018 Misc General Supplies $1,221.77 6524932 08/07/2018 Supplies ($32.99) 716941 08/31/2018 Open Accounts Payable KNORR SYSTEMS INC $2,353.15 Invoice Date Description Amount SI205046 08/15/2018 Facilities: BBF Pool Chemicals $1,082.86 PWSVI-3720 07/30/2018 Facilities: BBF Inspect Leak on EPD Filter $731.91 PWSVI-3742 08/01/2018 Facilities: BBF: Backwash Valve Cylinder $538.38 716942 08/31/2018 Open Accounts Payable LAWSON PRODUCTS INC $22.66 Invoice Date Description Amount 9306033245 08/09/2018 Utility Cutter $22.66 716943 08/31/2018 Open Accounts Payable LOU THURMAN $136.50 Invoice Date Description Amount LT.SM18 08/28/2018 2nd summer payment $136.50 Tuesday, September 04, 2018Pages: 5 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 41 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716944 08/31/2018 Open Accounts Payable LSA ASSOCIATES INC $1,450.00 Invoice Date Description Amount 161468 08/23/2018 AC2 #501 AC2 EIR Revision 2018/07 $1,450.00 716945 08/31/2018 Open Accounts Payable MALLIKA M THOPPAY $80.00 Invoice Date Description Amount MT.SM18 08/28/2018 2nd summer payment $80.00 716946 08/31/2018 Open Accounts Payable MEIR, ERIKA $215.00 Invoice Date Description Amount 082718 08/27/2018 Yoga Foundations (5.10-6.28) 10 Students $215.00 716947 08/31/2018 Open Accounts Payable MONTGOMERY, KAE $210.00 Invoice Date Description Amount 2019-00000520 08/28/2018 August payment $210.00 716948 08/31/2018 Open Accounts Payable MOUNTAIN VIEW GARDEN CENTER $933.92 Invoice Date Description Amount 95783 08/23/2018 Grounds-Sports Fields: Gold Fines $80.61 95674 08/16/2018 Grounds-Sports Fields: Wood Chips Creekside Turf Reduction $696.73 95680 08/16/2018 Grounds:Sports Fields: Wood Chips Creekside Turf Reduction $87.09 95628 08/13/2018 Grounds-Sports Fields: Fill Sand $69.49 716949 08/31/2018 Open Accounts Payable NAPA Auto Parts $27.92 Invoice Date Description Amount 552274 08/27/2018 Diode LED Light (Auto Parts)$27.92 716950 08/31/2018 Open Accounts Payable NORIEGA, MARK, A $1,000.00 Invoice Date Description Amount 09082018 Part 1 08/22/2018 live music performance neighborhood events $1,000.00 716951 08/31/2018 Open Accounts Payable NORTH AMERICAN YOUTH ACTIVITIES LLC $3,033.53 Invoice Date Description Amount 082818 08/28/2018 Summer Payment 2 $3,033.53 716952 08/31/2018 Open Accounts Payable O'REILLY AUTO PARTS $207.61 Invoice Date Description Amount 2591-350356 08/20/2018 Wiper Fluid $29.95 2591-350821 08/22/2018 Steering Wheel Cover $14.16 2591-350789 08/22/2018 Steering Wheel Cover $14.16 2591-350991 08/23/2018 Motor Oil $22.00 2591-350881 08/22/2018 Vent Clips $58.79 2591-350972 08/23/2018 Grease $35.90 2591-352061 08/28/2018 Fusion Paint $8.71 2591-350973 08/23/2018 Auto Grease $23.94 716953 08/31/2018 Open Accounts Payable OFFICE DEPOT $674.46 Invoice Date Description Amount 177511156001 08/06/2018 Service Center Admin: Batteries $61.13 171431751001 07/26/2018 Service Center Admin: Trash Can for Ink Recycling $31.05 171431695001 07/26/2018 Service Center Admin: Paper, Filler, Batteries $91.84 Tuesday, September 04, 2018Pages: 6 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 42 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 181725158001 08/10/2018 Service Center:Clips, Trimmer, Tape Dispenser, Pencils, Scissors $119.29 187116782001 08/17/2018 Office Supplies $79.33 190527984001 08/22/2018 General Supplies- Business Card Case $12.31 190500870001 08/22/2018 Kitchen Supplies- Corn Starch Forks, Spoons, Knives $12.36 188894510001 08/21/2018 General Supplies- Facial Tissue $18.73 187293945001 08/21/2018 Office Supplies- Dividors $7.62 187293647001 08/20/2018 Office Supplies- Tabs $10.78 187280586001 08/20/2018 Office Supplies- Binders $40.49 186493642001 08/17/2018 Service Center Admin Office Supplies $125.54 189330040001 08/21/2018 Airpot for Quinlan Meetings $63.99 716954 08/31/2018 Open Accounts Payable OTIS ELEVATOR CO $1,414.08 Invoice Date Description Amount SJ65040918 08/20/2018 City Hall Service from 9.1.18-8.31.19 $1,414.08 716955 08/31/2018 Open Accounts Payable PAUL DAVIS $228.80 Invoice Date Description Amount 082718 08/27/2018 Bridge Instruction (8.4-8.25) 13 Students $228.80 716956 08/31/2018 Open Accounts Payable PG&E $6.57 Invoice Date Description Amount 5875-08212018 08/21/2018 2012160587-5 07/20/18-08/20/18 $6.57 716957 08/31/2018 Open Accounts Payable PINE PRESS $921.05 Invoice Date Description Amount 49455 08/09/2018 2000 Sheets Travel Paper $921.05 716958 08/31/2018 Open Accounts Payable PLACEWORKS, INC $29,847.39 Invoice Date Description Amount 66251 07/31/2018 Westport #864 Env Svc 2018/07 $15,878.86 66250 07/31/2018 Cupertino Village #812 Env Svc 2018/07 $2,363.47 66249 07/31/2018 De Anza Hotel #851 Env Services 2018/07 $11,605.06 716959 08/31/2018 Open Accounts Payable RANES-GOLDBERG, MONICA $680.00 Invoice Date Description Amount 2019-00000519 08/28/2018 August payment $680.00 716960 08/31/2018 Open Accounts Payable RAO, GEETHA $245.00 Invoice Date Description Amount 2019-00000518 08/28/2018 August payment $245.00 716961 08/31/2018 Open Accounts Payable ReadyRefresh by Nestle $623.74 Invoice Date Description Amount 18H0027344597 08/08/2018 Service Center: Employee Drinking Water $623.74 716962 08/31/2018 Open Accounts Payable REBECCA MCCORMICK $503.60 Invoice Date Description Amount RM.SM18 08/28/2018 2nd summer payment $503.60 716963 08/31/2018 Open Accounts Payable RONALD D OLDS $592.00 Invoice Date Description Amount 5224 08/19/2018 UPS installation $592.00 716964 08/31/2018 Open Accounts Payable RUBY CHEN $533.00 Invoice Date Description Amount RC.SM18 08/28/2018 2nd summer payment $200.00 Tuesday, September 04, 2018Pages: 7 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 43 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 2019-00000521 08/28/2018 August payment $333.00 716965 08/31/2018 Open Accounts Payable SAN JOSE WATER COMPANY $2,287.06 Invoice Date Description Amount Import - 50749 08/21/2018 0573900000-7 - 22120 Stevens Creek Blvd $50.34 Import - 50783 08/21/2018 3688120000-4 - Mary Ave Footbridge $82.32 Import - 50789 08/21/2018 3872100000-8 - Park Canyon Oak Wy $540.37 Import - 50796 08/21/2018 5022148584-5 - 10301 Byrne Ave $65.14 Import - 50817 08/21/2018 6875120000-4 - 21979 San Fernando Av $149.77 Import - 50822 08/21/2018 7038819286-9 - 22050 Stevens Creek Bl $50.34 Import - 50824 08/21/2018 7112900000-7 - Oak Valley Rd $265.87 Import - 50826 08/21/2018 7523510000-7 - Oak Valley Road LS $109.25 Import - 50843 08/21/2018 9118810000-1 - 21121 Stevens Ck Bl Ls $275.71 Import - 50848 08/21/2018 9584020000-0 - Byrne Ave - Irrigation $697.95 716966 08/31/2018 Open Accounts Payable SANTA CLARA CNTY CLERK/RECORDER $50.00 Invoice Date Description Amount DIR-2018-16 08/29/2018 exempt filing $50.00 716967 08/31/2018 Open Accounts Payable SANTA CLARA CTY SHERIFF (FINGERPR.) $290.00 Invoice Date Description Amount 1800064082 08/09/2018 Live Scan Services- July 2018 $290.00 716968 08/31/2018 Open Accounts Payable SCREEN DESIGNS $603.95 Invoice Date Description Amount 37425 07/02/2018 sweatshirts forr neighborhood $603.95 716969 08/31/2018 Open Accounts Payable SERVICE STATION SYSTEMS, INC.$1,932.81 Invoice Date Description Amount 1602196 07/31/2018 Service Station Systems $1,932.81 716970 08/31/2018 Open Accounts Payable SILICON SHORES INC $11,640.00 Invoice Date Description Amount 082118 08/21/2018 Summer Payment $11,640.00 716971 08/31/2018 Open Accounts Payable SPANO , SHAWN $1,500.00 Invoice Date Description Amount 8-7-2018 08/09/2018 VSP #805 facilitation services $1,500.00 716972 08/31/2018 Open Accounts Payable SPRIG ELECTRIC $5,662.00 Invoice Date Description Amount 43695-501 08/13/2018 Facilities-SVc Ctr: WWP Camera Monitoring Replacement $5,110.00 43694-502 08/10/2018 Facilities-Svc Ctr: License file for BE exacqvision server $552.00 716973 08/31/2018 Open Accounts Payable STAPLES BUSINESS ADVANTAGE $257.16 Invoice Date Description Amount 3386502507 08/09/2018 Copy paper $23.33 3381592735 06/21/2018 FY1718 Accrual OFFICE SUPPLIES FOR QCC $227.04 3386768075 08/11/2018 Tea $6.79 Tuesday, September 04, 2018Pages: 8 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 44 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716974 08/31/2018 Open Accounts Payable SUE AND KATHY LINE DANCE $816.00 Invoice Date Description Amount 082718 08/27/2018 Line Dance Beg. (6.28-8.23) 20 Students $816.00 716975 08/31/2018 Open Accounts Payable SUPPLYWORKS $1,469.37 Invoice Date Description Amount 450220066 08/08/2018 Facilities- Park Bathrooms: Tissue, Towels, Soap $553.08 448716076 07/27/2018 Facilities:-Park Bathrooms Soap $46.11 448334599 07/25/2018 Facilities-Park Bathrooms: Towels, Tissue, Soap $644.55 450385570 08/08/2018 Facilities-Park Bathrooms: Rebuild Kit, New Sloan Mastr Kit Urnl $406.46 450006374 08/06/2018 Credit: Facilities-Park Bathrooms: Soap ($46.11) 450006382 08/06/2018 Credit: Facilities-Park Bathrooms: Towels ($134.72) 716976 08/31/2018 Open Accounts Payable SYAR INDUSTRIES. INC.$1,098.72 Invoice Date Description Amount 701288 08/22/2018 Street Pavement Maint: EZ Street Pallet $1,098.72 716977 08/31/2018 Open Accounts Payable SYSCO FOOD SERVICES OF SF $4,220.24 Invoice Date Description Amount 250291958 08/02/2018 Food for BBF Cafe $1,234.57 250308317 08/09/2018 Food for BBF Cafe $2,985.67 716978 08/31/2018 Open Accounts Payable T & T PAVEMENT MARKINGS AND $746.58 Invoice Date Description Amount 2018405 08/16/2018 Street Sign Markings: Mailbox Support Tube $746.58 716979 08/31/2018 Open Accounts Payable TARGET SPECIALTY PRODUCTS $885.00 Invoice Date Description Amount PI0859099 08/28/2018 Trees& ROW:Tree Symposium 2018 $885.00 716980 08/31/2018 Open Accounts Payable TELEPATH CORP $663.04 Invoice Date Description Amount SI-258793 08/15/2018 Facilities-Service Center: Power Supply & Cable $663.04 716981 08/31/2018 Open Accounts Payable TOOFR LLC $4,500.00 Invoice Date Description Amount 1006 07/11/2018 Partial Payment for 2 of 5 Surveys Completed $4,500.00 716982 08/31/2018 Open Accounts Payable TSAI , JENNY $400.00 Invoice Date Description Amount JT.SM18 08/28/2018 2nd summer payment $400.00 716983 08/31/2018 Open Accounts Payable TURF & INDUSTRIAL EQUIPMENT CO $73.19 Invoice Date Description Amount IV27271 08/21/2018 Misc Equipment Parts $73.19 716984 08/31/2018 Open Accounts Payable U S HEALTHWORKS MEDICAL GROUP PC $28.00 Invoice Date Description Amount 3381119-CA 08/17/2018 TB SKIN TESTS $28.00 716985 08/31/2018 Open Accounts Payable UPBEAT INC $2,377.68 Invoice Date Description Amount 604522 08/01/2018 Grounds-Neighborhood Parks: Benches $2,377.68 Tuesday, September 04, 2018Pages: 9 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 45 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716986 08/31/2018 Open Accounts Payable VALLEY OIL COMPANY $7,739.67 Invoice Date Description Amount 935611 08/16/2018 Mid 10% Ethanol Bulk Fuel $7,453.47 940547 08/23/2018 Diesel Bulk Fuel $286.20 716987 08/31/2018 Open Accounts Payable VERN WASKOM COMPANY $223.51 Invoice Date Description Amount 34235 08/24/2018 Golf Grips for Repair $223.51 716988 08/31/2018 Open Accounts Payable WESTMORELAND, EVAN $480.00 Invoice Date Description Amount 50 08/27/2018 Control Room UPS Upgrade Project $480.00 716989 08/31/2018 Open Accounts Payable WHEELING PARK COMMISSION $2,177.41 Invoice Date Description Amount 2019-00000527 08/20/2018 Payment for NRPA Event Management School $2,177.41 716990 08/31/2018 Open Accounts Payable WILLIAM RASSIEUR $400.00 Invoice Date Description Amount WR.SM18 08/28/2018 2nd summer payment $400.00 716991 08/31/2018 Open Accounts Payable YEE, ANITA $156.00 Invoice Date Description Amount 2019-00000517 08/28/2018 August payment $156.00 716992 08/31/2018 Open Accounts Payable YORK INSURANCE SERVICES GROUP INC $2,208.17 Invoice Date Description Amount 500017971 08/28/2018 Worker's Compensation Claims 08/01/2017- 08/31/2017 $2,208.17 716993 08/31/2018 Open Accounts Payable CUPERTINO LIBRARY FOUNDATION $300.00 Invoice Date Description Amount 1437508 08/23/2018 QCC Rental Refunds $300.00 716994 08/31/2018 Open Accounts Payable CUPERTINO ROTARY CLUB $12.50 Invoice Date Description Amount 1437603 08/23/2018 QCC Rental Refunds $12.50 716995 08/31/2018 Open Accounts Payable David Lee $500.00 Invoice Date Description Amount 588413 08/30/2018 Refunding security deposit for Cupertino Room $500.00 716996 08/31/2018 Open Accounts Payable DIANA NARO $66.00 Invoice Date Description Amount 2019-00000536 08/30/2018 Withdraw from Preschool Adv $66.00 716997 08/31/2018 Open Accounts Payable DILLON, KATIE $600.00 Invoice Date Description Amount 1434590 08/15/2018 QCC Rental Refunds $600.00 716998 08/31/2018 Open Accounts Payable Egert-Smith, Lisa $100.00 Invoice Date Description Amount 2019-00000508 08/28/2018 September BDB Lunch Performance $100.00 Tuesday, September 04, 2018Pages: 10 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 46 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 716999 08/31/2018 Open Accounts Payable GEIGER, CHIEN $5,000.00 Invoice Date Description Amount Refund 1500245 08/29/2018 Refund 19369 Stevens Crk Blvd,15100245, tco refund $5,000.00 717000 08/31/2018 Open Accounts Payable Granite Construction Company $15,000.00 Invoice Date Description Amount 2019-00000483 08/23/2018 22500 Cristo Rey Dr - Encroachment Bond - #214242 $15,000.00 717001 08/31/2018 Open Accounts Payable Jeong, Jonghun $500.00 Invoice Date Description Amount 2019-00000481 08/23/2018 20617 Paradise Dr - Encroachment Bond - BS29015 $500.00 717002 08/31/2018 Open Accounts Payable JERRY LIU $100.00 Invoice Date Description Amount 1437542 08/23/2018 QCC Rental Refunds $100.00 717003 08/31/2018 Open Accounts Payable Lee, John Chun Yuen $5,000.00 Invoice Date Description Amount 2019-00000484 08/23/2018 19200 Tilson Ave - Encroachment Bond - #214024 $5,000.00 717004 08/31/2018 Open Accounts Payable LEE, JE EUN $50.00 Invoice Date Description Amount 1435799 08/17/2018 QCC Rental Refunds $50.00 717005 08/31/2018 Open Accounts Payable Liesta Wati $156.00 Invoice Date Description Amount 2019-00000537 08/30/2018 Refund for Nature Camp $156.00 717006 08/31/2018 Open Accounts Payable Rama Vallabhaneni $500.00 Invoice Date Description Amount 595133 08/30/2018 Refunding security deposit for Cupertino Room $500.00 717007 08/31/2018 Open Accounts Payable SARAH KIM $280.80 Invoice Date Description Amount 2019-00000535 08/30/2018 Withdraw & refund for Nature Camp $280.80 717008 08/31/2018 Open Accounts Payable Spiritual Life Formation $500.00 Invoice Date Description Amount 489688 08/01/2018 Senior center rental refund, replace ck#716751 $500.00 717009 08/31/2018 Open Accounts Payable TCG BUILDERS DBA THE CORE GROUP $10,000.00 Invoice Date Description Amount RefundB2016-2710 08/29/2018 Refund10001 N DE ANZA BLVD. B-2016-2710 TCO REFUND $10,000.00 717010 08/31/2018 Open Accounts Payable The Health Trust $425.00 Invoice Date Description Amount 2019-00000504 08/24/2018 Meals on Wheels Client ID 15008672 Betty Neely $425.00 717011 08/31/2018 Open Accounts Payable Torrez, Antonio $138.00 Invoice Date Description Amount 082718 08/28/2018 AT inspector test training $138.00 717012 08/31/2018 Open Accounts Payable Yang, Lisa Lingou $9,000.00 Invoice Date Description Amount 2019-00000485 08/23/2018 10636 Wunderlich Dr - Encroachment Bond - #213077 $9,000.00 Tuesday, September 04, 2018Pages: 11 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 47 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717013 08/31/2018 Open Accounts Payable Yeung, Alice Wai-Kwan $13,500.00 Invoice Date Description Amount 2019-00000486 08/23/2018 21925 Lomita Ave - 90% Faithful Performance Bond - #209060 $13,500.00 Type Check Totals:130 Transactions $483,590.89 EFT 27898 08/30/2018 Open Accounts Payable P E R S $644.87 Invoice Date Description Amount 08012018 08/01/2018 0503 - *PERS Council Tier 1*$644.87 27899 08/27/2018 Open Accounts Payable EMPLOYMENT DEVEL DEPT $34,429.42 Invoice Date Description Amount 08172018 08/17/2018 CA - CA State Tax $34,429.42 27900 08/27/2018 Open Accounts Payable IRS $116,636.85 Invoice Date Description Amount 08172018 08/17/2018 FED - Federal Tax*$116,636.85 27901 08/30/2018 Open Accounts Payable P E R S $125,896.17 Invoice Date Description Amount 08172018 08/17/2018 0541 - *PERS Employee Tier 2*$125,896.17 27902 08/31/2018 Open Accounts Payable ANGELA TSUI $66.04 Invoice Date Description Amount Low-Berman080318 08/03/2018 Refreshments for Low-Berman business forum $36.27 WholeFoods071718 07/17/2018 Meeting refreshments $8.01 Panera080818 08/08/2018 Meeting refreshments $9.79 Joann080318 08/03/2018 Items for ribbon cutting event $11.97 27903 08/31/2018 Open Accounts Payable AYYAGARI, BHUVNA $533.00 Invoice Date Description Amount 2019-00000511 08/28/2018 August payment $533.00 27904 08/31/2018 Open Accounts Payable CRUZ, RAYCHEL $3,941.00 Invoice Date Description Amount 2019-00000526 08/28/2018 August payment $3,941.00 27905 08/31/2018 Open Accounts Payable GOLDFARB & LIPMAN $5,448.00 Invoice Date Description Amount 128079 08/23/2018 Aviare Apt Legal Fees 2018//07 $3,350.00 128076 08/23/2018 BMR Legal Fees 2018/07 $550.00 128078 08/23/2018 VSP #805 legal fees 2018/07 $1,548.00 27906 08/31/2018 Open Accounts Payable GRACE DUVAL $655.00 Invoice Date Description Amount GD.SM18 08/28/2018 2nd summer payment $615.00 2019-00000524 08/28/2018 August payment $40.00 27907 08/31/2018 Open Accounts Payable GULU SAKHRANI $72.75 Invoice Date Description Amount GuluS081518 08/15/2018 Reimbursement for Parking/Food for Networking Event $17.75 GuluS081518-2 08/15/2018 Reimbursement for Verizon Cell Phone Services for GS 07/08-08/07 $55.00 Tuesday, September 04, 2018Pages: 12 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 48 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 27908 08/31/2018 Open Accounts Payable HILL, JENNIFER $148.00 Invoice Date Description Amount 2019-00000512 08/28/2018 August payment $148.00 27909 08/31/2018 Open Accounts Payable KONGBOON, SA-AD $903.05 Invoice Date Description Amount SK.SM18 08/28/2018 2nd summer payment $609.05 2019-00000513 08/28/2018 August payment $294.00 27910 08/31/2018 Open Accounts Payable LAW OFFICES OF BURKE, WILLIAMS & SORENSEN $483.00 Invoice Date Description Amount 227299 05/29/2018 Marina Plaza #400 Legal Services 2018/04 $483.00 27911 08/31/2018 Open Accounts Payable MARK WRIGHT DBA WRIGHT WAY SHOTOKAN $2,405.97 Invoice Date Description Amount 082718 08/27/2018 Summer Payment 2 $2,405.97 27912 08/31/2018 Open Accounts Payable MERCHANT, TEJAL $205.00 Invoice Date Description Amount 2019-00000514 08/28/2018 August payment $205.00 27913 08/31/2018 Open Accounts Payable NESSIA STARR $425.10 Invoice Date Description Amount NS.SM18 08/28/2018 2nd summer payment $425.10 27914 08/31/2018 Open Accounts Payable OH, JENNIFER $162.50 Invoice Date Description Amount JO.SM18 08/28/2018 2nd summer payment $162.50 27915 08/31/2018 Open Accounts Payable PROFESSIONAL TURF MGMNT INC $17,060.00 Invoice Date Description Amount 853 08/20/2018 Golf Course Maintenance $17,000.00 854 08/23/2018 Scenic Circle Gate Opening $60.00 27916 08/31/2018 Open Accounts Payable RUDY LOMAS $110.00 Invoice Date Description Amount RudyL070618 07/06/2018 Facilities: Cell Phone Svc Reimbursement; 6.7.18- 7.6.18 $55.00 RudyL080618 08/06/2018 Facilities: Cell Phone Svc Reimbursement:7.7.18- 8.6.18 $55.00 27917 08/31/2018 Open Accounts Payable SARA FRAZIER $193.05 Invoice Date Description Amount SF.SM18 08/28/2018 2nd summer payment $193.05 27918 08/31/2018 Open Accounts Payable SWICK, MELISSA $1,032.00 Invoice Date Description Amount 2019-00000516 08/28/2018 August payment $1,032.00 Type EFT Totals:21 Transactions $311,450.77 Main Account - Main Checking Account Totals Checks Status Count Transaction Amount Reconciled Amount Open 130 $483,590.89 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Tuesday, September 04, 2018Pages: 13 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 49 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Stopped 0 $0.00 $0.00 Total 130 $483,590.89 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 21 $311,450.77 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 21 $311,450.77 $0.00 All Status Count Transaction Amount Reconciled Amount Open 151 $795,041.66 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 151 $795,041.66 $0.00 Grand Totals: Checks Status Count Transaction Amount Reconciled Amount Open 130 $483,590.89 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 130 $483,590.89 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 21 $311,450.77 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 21 $311,450.77 $0.00 All Status Count Transaction Amount Reconciled Amount Open 151 $795,041.66 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 151 $795,041.66 $0.00 Tuesday, September 04, 2018Pages: 14 of 14user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 8/25/2018 - To Payment Date: 8/31/2018 50 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:118-4552 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:11/1/2018 City Council On agenda:Final action:11/20/2018 Title:Subject: Accept Accounts Payable for the period ending September 07, 2018 Sponsors: Indexes: Code sections: Attachments:A – Draft Resolution B – AP Report Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Accept Accounts Payable for the period ending September 07, 2018 Adopt Resolution No. 18-109 accepting Accounts Payable for the period ending September 07, 2018 CITY OF CUPERTINO Printed on 11/15/2018Page 1 of 1 powered by Legistar™51 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 September 7, 2018 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: _____________________________ Zach Korach, Finance Manager PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 20th day of November, 2018, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ________________________ Grace Schmidt, City Clerk Darcy Paul, Mayor, City of Cupertino 52 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Main Account - Main Checking Account Check 717014 09/07/2018 Open Accounts Payable 4LEAF INC $97,035.73 Invoice Date Description Amount J1848A33 08/15/2018 AC2 #501 Building and PW Inspections 2018/07 $97,035.73 717015 09/07/2018 Open Accounts Payable ALHAMBRA & SIERRA SPRINGS $98.37 Invoice Date Description Amount 4984902081118 08/11/2018 28009924984902 water $98.37 717016 09/07/2018 Open Accounts Payable AMAZON WEB SERVICES INC $378.29 Invoice Date Description Amount 149283481 09/03/2018 Amazon Web Services - August 2018 $378.29 717017 09/07/2018 Open Accounts Payable ANDY BADAL $53.35 Invoice Date Description Amount AndyB082818 08/28/2018 AndyB082818 Phone Reimburse 7/29/18 - 8/28/18 $53.35 717018 09/07/2018 Open Accounts Payable Araza, Adam $1,350.00 Invoice Date Description Amount Araza2018 09/05/2018 Araza 2018 Calendar Year $1,350.00 717019 09/07/2018 Open Accounts Payable BICKMORE $2,250.00 Invoice Date Description Amount BRS-0017255 08/28/2018 Actuarial Review of Workers Comp Program FY17-18 $2,250.00 717020 09/07/2018 Open Accounts Payable BUBBLE MARKETING $538.80 Invoice Date Description Amount 19227 08/29/2018 club wipes $538.80 717021 09/07/2018 Open Accounts Payable CALLANDER ASSOCIATES LANDSCAPE $370.00 Invoice Date Description Amount 17049-8 08/28/2018 Sport Center Monument Sign, Services through 7/31/18 $370.00 717022 09/07/2018 Open Accounts Payable CHI, RYAN $242.52 Invoice Date Description Amount RyanC08232018 08/23/2018 Sustinability Student Grant Award $242.52 717023 09/07/2018 Open Accounts Payable CLEARBLU ENVIRONMENTAL $651.92 Invoice Date Description Amount 19067 08/23/2018 Streets: August Service - Haz Mat $651.92 717024 09/07/2018 Open Accounts Payable Colonial Life & Accident Insurance $231.79 Invoice Date Description Amount 08312018 08/31/2018 4800 - *Colonial Products - Pre-Tax*$231.79 717025 09/07/2018 Open Accounts Payable Community Health Charities of California $257.00 Invoice Date Description Amount 08312018 08/31/2018 4400 - Community Health Charities $257.00 717026 09/07/2018 Open Accounts Payable CORRAL , GILIAN $623.49 Invoice Date Description Amount GillianC080818 08/08/2018 Reimbursement for Office Supplies for Bike Fleet $116.29 GillianC0824018 08/24/2018 Reimbursement for California Adaptation Forum $507.20 Tuesday, September 11, 2018Pages: 1 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 53 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717027 09/07/2018 Open Accounts Payable COTTON SHIRES & ASSO INC $2,499.08 Invoice Date Description Amount 83100 08/29/2018 22823 San Juan Rd, Prof services 6/18/18-8/26/18 $2,499.08 717028 09/07/2018 Open Accounts Payable CSI SOFTWARE INC $1,274.77 Invoice Date Description Amount 32686 09/01/2018 Spectrum Software and Gatway Fee $1,274.77 717029 09/07/2018 Open Accounts Payable CUPERTINO CHAMBER OF COMMERCE $9,705.00 Invoice Date Description Amount 10048 08/22/2018 Cupertino Food and Wine Stroll $255.00 10089 09/01/2018 Chamber Annual Membership Dues 2018 $1,450.00 9840 07/09/2018 1st Installment of Annual Contract FY 2018-19 $8,000.00 717030 09/07/2018 Open Accounts Payable CURREN CONSULTING $3,150.00 Invoice Date Description Amount 2018-08-04 08/24/2018 2017 Pavement Maint enance Project Ph I, II, III $3,150.00 717031 09/07/2018 Open Accounts Payable DENCO SALES COMPANY $117.74 Invoice Date Description Amount 8665453-00 08/22/2018 Street Sign Marking: 45M FX Spot Foil Gerber Edge GSP $117.74 717032 09/07/2018 Open Accounts Payable DIGITAL PRINT $121.18 Invoice Date Description Amount 18848 08/21/2018 Business Cards for Darcy Paul $121.18 717033 09/07/2018 Open Accounts Payable ECO PROMOTIONAL PRODUCTS, INC. $3,369.14 Invoice Date Description Amount 18128 06/18/2018 LED Nightlights $3,369.14 717034 09/07/2018 Open Accounts Payable ECONOMIC DRIVING SCHOOL $1,050.00 Invoice Date Description Amount 2018-73 Final Pa 08/29/2018 Driver's Ed - Summer 2018 $1,050.00 717035 09/07/2018 Open Accounts Payable EWING IRRIGATION $2,301.07 Invoice Date Description Amount 6084497 08/29/2018 Grounds: Ewing Ath Wht Pnt $2,301.07 717036 09/07/2018 Open Accounts Payable FOLGER GRAPHICS INC $3,360.00 Invoice Date Description Amount 120370 08/31/2018 Printing of Cupertino Scene September 2018 $3,360.00 717037 09/07/2018 Open Accounts Payable FOSTER BROS SECURITY SYSTEMS INC $476.40 Invoice Date Description Amount 302429 08/22/2018 Facilities-Creekside : Lock, Schlage $476.40 717038 09/07/2018 Open Accounts Payable GARDENLAND $1,981.99 Invoice Date Description Amount 603853 08/30/2018 Trees&Row: Trimmer, Rake Heads, Oil, Ear Plugs, etc $1,938.73 603838 08/30/2018 Trees&ROW: Spinning Heads $43.26 Tuesday, September 11, 2018Pages: 2 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 54 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717039 09/07/2018 Open Accounts Payable GILBANE BUILDING COMPANY $7,450.00 Invoice Date Description Amount 2016-03.01, 2 04/27/2018 Progress Payment #2 Retainage for ADA Improv Varian & Jollyman $7,450.00 717040 09/07/2018 Open Accounts Payable GLOBAL PHILANTHROPY PARTNERSHIP $1,550.00 Invoice Date Description Amount 07112018 07/11/2018 USDN Membership 2019 $1,550.00 717041 09/07/2018 Open Accounts Payable GRAINGER INC $40.64 Invoice Date Description Amount 9861917798 07/31/2018 Street LIghting: Impact Socket Extension $40.64 717042 09/07/2018 Open Accounts Payable GYM PRECISION INC $195.00 Invoice Date Description Amount 8963 08/28/2018 PM $195.00 717043 09/07/2018 Open Accounts Payable HANH DUONG $100.00 Invoice Date Description Amount 1002 08/23/2018 General Service Agreement $50.00 1003 08/30/2018 fitness instructor for NE $50.00 717044 09/07/2018 Open Accounts Payable Hartford Life Insurance $10,711.20 Invoice Date Description Amount 651526276791 09/05/2018 September 2018 life and AD&D Benefit $10,711.20 717045 09/07/2018 Open Accounts Payable Hartford-Priority Accts $429.37 Invoice Date Description Amount 759153153716 09/05/2018 September 2018- The Hartford $429.37 717046 09/07/2018 Open Accounts Payable Health Care Dental Trust $29,159.40 Invoice Date Description Amount Dental092018 09/05/2018 September 2018 Dental Benefit $29,159.40 717047 09/07/2018 Open Accounts Payable HOMESTEAD 76 $142.93 Invoice Date Description Amount 20180901 09/01/2018 Car Wash $142.93 717048 09/07/2018 Open Accounts Payable IFPTE LOCAL 21 $1,877.09 Invoice Date Description Amount 08312018 08/31/2018 4200 - Association Dues - CEA $1,877.09 717049 09/07/2018 Open Accounts Payable IMPERIAL SPRINKLER SUPPLY $47.15 Invoice Date Description Amount 3453949-00 08/23/2018 Grounds-Sports Fields: Supplies for Jollyman Fountain $47.15 717050 09/07/2018 Open Accounts Payable INTERSTATE BATTERY SYSTEM OF SAN JOSE INC. $112.79 Invoice Date Description Amount 10280005 08/29/2018 Battery $112.79 717051 09/07/2018 Open Accounts Payable INTERSTATE TRAFFIC CONTROL PRODUCTS $1,747.13 Invoice Date Description Amount 227066 08/28/2018 Street Sign Markings: Glass Beads, Thermo Roll, Temp Signs $1,747.13 Tuesday, September 11, 2018Pages: 3 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 55 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717052 09/07/2018 Open Accounts Payable Jarvis, Fay, Doporto & Gibson, LLP $1,410.00 Invoice Date Description Amount 12226 07/31/2018 Legal Services $1,410.00 717053 09/07/2018 Open Accounts Payable KIMBALL-MIDWEST $2,746.16 Invoice Date Description Amount 6551133 08/17/2018 Misc General Supplies $418.06 6565915 08/24/2018 Street Sign Marking: Misc Supplies $793.38 6529870 08/08/2018 Street Lighting: USS Alloy Flat Was $1,534.72 717054 09/07/2018 Open Accounts Payable Life Insurance Company of North America $13,022.50 Invoice Date Description Amount 0000090118182442 09/05/2018 September 2018 CIGNA $13,022.50 717055 09/07/2018 Open Accounts Payable LOGO LOCKER L.L.C.$589.04 Invoice Date Description Amount 14893 07/31/2018 3rd Year Jackets $589.04 717056 09/07/2018 Open Accounts Payable MAHAN AND SONS INC $1,400.00 Invoice Date Description Amount 1615 08/29/2018 Grounds: Varian Park Orchard-August $1,400.00 717057 09/07/2018 Open Accounts Payable MAKAI SOLUTIONS $792.71 Invoice Date Description Amount 819 08/20/2018 Lift Service Inspection/Labor $792.71 717058 09/07/2018 Open Accounts Payable MAMI WEBER $509.60 Invoice Date Description Amount Weber 08292018 08/29/2018 Weber - Summer 2018 Classes $509.60 717059 09/07/2018 Open Accounts Payable Managed Health Network Inc $765.16 Invoice Date Description Amount PRM-028038 09/05/2018 September 2018 EAP BENEFIT $765.16 717060 09/07/2018 Open Accounts Payable Mersich, Misty $509.35 Invoice Date Description Amount MistyM082118 08/21/2018 Reimbursement for ABAG Power Meeting Expenses $20.90 MistyM082918 08/29/2018 California Adaptation Conference $488.45 717061 09/07/2018 Open Accounts Payable MICHELE WESTLAKEN $308.00 Invoice Date Description Amount 090418 09/04/2018 Feldenkrais (7.10-9.4) 9 Studens + 5 Flex - $25 Admin Fee $308.00 717062 09/07/2018 Open Accounts Payable MOLARO, LISA $7,134.95 Invoice Date Description Amount 2019-00000555 09/05/2018 Molaro - Summer 2018 Payment $7,134.95 717063 09/07/2018 Open Accounts Payable MOOD MEDIA $94.28 Invoice Date Description Amount 54137060 09/01/2018 music $94.28 717064 09/07/2018 Open Accounts Payable MUNICIPAL RESOURCE GROUP, LLC $1,710.00 Invoice Date Description Amount 03-18-195 06/13/2018 4/30/18 March- April Services Provided $1,710.00 Tuesday, September 11, 2018Pages: 4 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 56 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717065 09/07/2018 Open Accounts Payable NEWMAN TRAFFIC SIGNS $71.76 Invoice Date Description Amount TRFINV004837 08/22/2018 Street Sign Markings: Post Std Punch/Rad Blank $71.76 TRFINV004269 07/31/2018 Street Sign Markings: Delineator $229.20 TRFRET0000112 07/31/2018 Street Sign Marking: Credit Memo Delineator Return ($229.20) 717066 09/07/2018 Open Accounts Payable NI GOVERNMENT SERVICES INC $79.04 Invoice Date Description Amount 8081243251 09/01/2018 Satellite Phone Services for City Manager 08/1/18- 08/31/18 $79.04 717067 09/07/2018 Open Accounts Payable NOSSAMAN, LLP $960.00 Invoice Date Description Amount 485043 08/16/2018 Legal Services $960.00 717068 09/07/2018 Open Accounts Payable O'REILLY AUTO PARTS $223.64 Invoice Date Description Amount 2591-352454 08/30/2018 Hood Latch $62.44 2591-352585 08/31/2018 Misc Auto Parts $161.20 717069 09/07/2018 Open Accounts Payable OFFICE DEPOT $22.87 Invoice Date Description Amount 191966179001 08/24/2018 General Supplies- Battery $22.87 717070 09/07/2018 Open Accounts Payable Operating Engineer #3 $1,512.16 Invoice Date Description Amount 08312018 08/31/2018 4100 - Union Dues $1,512.16 717071 09/07/2018 Open Accounts Payable ORCHARD BUSINESS $215.38 Invoice Date Description Amount OSH081718 08/17/2018 Grounds & Streets Supplies $215.38 717072 09/07/2018 Open Accounts Payable OSTER, JEFFREY $250.00 Invoice Date Description Amount 09012018-Balance 09/04/2018 live music performance neighborhood events $250.00 717073 09/07/2018 Open Accounts Payable PACIFIC GAS & ELECTRIC $16,085.28 Invoice Date Description Amount 1715-08212018 08/21/2018 4993063171-5 7/17/18-8/15/18 $16,085.28 717074 09/07/2018 Open Accounts Payable PAPE MACHINERY EXCHANGE $3,184.75 Invoice Date Description Amount 11098929 08/09/2018 Misc Equipment Parts $1,726.66 11088987 08/25/2018 Misc Equipment Parts $1,458.09 717075 09/07/2018 Open Accounts Payable PERS Long Term Care Program $30.28 Invoice Date Description Amount 08312018 08/31/2018 0530 - PERS Long Term Care $30.28 717076 09/07/2018 Open Accounts Payable PG&E $212.41 Invoice Date Description Amount 0349-08272018 08/27/2018 3042033034-9 7/20/18-8/20/18 $171.30 0719-08272018 08/27/2018 9223068071-9 7/20/18-8/20/18 $26.68 1937-08272018 08/27/2018 8754273193-7 7/20/18-8/20/18 $14.43 Tuesday, September 11, 2018Pages: 5 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 57 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717077 09/07/2018 Open Accounts Payable PG&E $70.11 Invoice Date Description Amount 4212-08282018 08/28/2018 3535370421-2 7/21/18-8/21/18 $70.11 717078 09/07/2018 Open Accounts Payable RENNE PUBLIC LAW GROUP, LLP $17,500.00 Invoice Date Description Amount 1056 07/31/2018 Legal Services $17,500.00 717079 09/07/2018 Open Accounts Payable RIO ADOBE SOUTHWEST CAFE $365.53 Invoice Date Description Amount RioAdobe082118 08/21/2018 Dinner for City Council 08/21/18 $365.53 717080 09/07/2018 Open Accounts Payable ROBERT KATENDE INITIATIVE $2,000.00 Invoice Date Description Amount 09032018 09/03/2018 Neighborhood Events Activity Professional $2,000.00 717081 09/07/2018 Open Accounts Payable SABRE BACKFLOW INC $1,063.95 Invoice Date Description Amount 577 08/28/2018 Grounds-McClellan Ranch Park: Test Kit, Valve Assembly $1,063.95 717082 09/07/2018 Open Accounts Payable SAFETY COMPLIANCE MANAGEMENT INC $395.00 Invoice Date Description Amount 00009392 08/31/2018 Service Center: First Responder Awareness w/GHS Training-8/23 $395.00 717083 09/07/2018 Open Accounts Payable SAN JOSE WATER COMPANY $113,326.41 Invoice Date Description Amount Import - 50884 08/22/2018 1198300000-8 - 21979 San Fernando Ave. 6620 $145.58 Import - 50886 08/22/2018 1332100000-5 - Hyde Avenue $6,539.16 Import - 50904 08/22/2018 2958510000-0 - 10555 Mary Ave.$122.86 Import - 50905 08/22/2018 2974010000-2 - 21251 Stevens Creek Blvd $559.61 Import - 50908 08/22/2018 3207400000-4 - 21710 McClellan 8312 $4,002.43 Import - 50923 08/22/2018 4012210000-7 - 22601 Voss Av 8304 $4,648.39 Import - 50929 08/22/2018 5122900000-8 - Portable Meter $437.48 Import - 50930 08/22/2018 5237400000-9 - Dumas Dr, LS $8,898.25 Import - 50941 08/22/2018 5997110000-9 - 7555 Barnhart Pl $4,964.61 Import - 50946 08/22/2018 6730700000-9 - 21975 San Fernando Av $683.94 Import - 50968 08/22/2018 8427420000-9 - 8322 Foothill/Vista Knoll $762.15 Import - 50969 08/22/2018 8549600000-2 - Bubb Rd.LS $4,058.18 Import - 50986 08/22/2018 0063820000-6 - Janice Av.LS $73.82 Import - 50988 08/22/2018 0068410000-1 - 22221 McClellan 8302 $575.96 Import - 50989 08/22/2018 0134100000-6 - 8303 Memorial Park $3,991.52 Import - 50992 08/22/2018 0345710000-0 - Alderbrook Ln.FS $77.22 Import - 50994 08/22/2018 0677310000-0 - 10300 Torre Ave LS (Comm.Hall)$2,417.44 Import - 50997 08/22/2018 1250520000-1 - 6620 Blackberry/Snack $1,251.43 Import - 50999 08/22/2018 1393820000-6 - Irrig SC/Stelling LS (Stev Crk Blvd)$84.73 Import - 51000 08/22/2018 1444810000-9 - Hyannisport Dr. LS $4,913.31 Import - 51004 08/22/2018 1735700000-3 - 8303 Memorial Park Restroom $156.50 Import - 51005 08/22/2018 1787904559-3 - 22221 McClellan 8302 $538.79 Import - 51006 08/22/2018 1832500000-0 - Ruppell PL LS $137.08 Import - 51007 08/22/2018 1836700000-9 - 8322 Mary Mini Park $167.39 Import - 51008 08/22/2018 1987700000-0 - Alderbrook Ln LS $10,146.75 Tuesday, September 11, 2018Pages: 6 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 58 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Import - 51009 08/22/2018 2228610000-7 - 21111 Stevens Crk LS $450.65 Import - 51010 08/22/2018 2243500000-9 - 10300 Ainsworth Dr.LS $3,092.70 Import - 51011 08/22/2018 2286120000-8 - 21251 Stevens Creek Blvd $48.84 Import - 51014 08/22/2018 2649300000-9 - 10300 Torre Ave. FS (Comm.Hall)$77.22 Import - 51015 08/22/2018 2892070144-9 - 22221 McClellan 8320 $97.69 Import - 51018 08/22/2018 2984810000-3 - 8504 Alves and Stelling $238.21 Import - 51021 08/22/2018 3296700000-4 - Irrig SC/Stelling LS (Stev Crk Blvd)$95.63 Import - 51022 08/22/2018 3322910000-4 - 8306 Somerset Park $5,516.83 Import - 51023 08/22/2018 3430520000-4 - 21111 Stev. Crk Blvd Teen Ctr $33.00 Import - 51024 08/22/2018 3530520000-4 - 21111 Stev.Crk Blvd 8510 $319.61 Import - 51025 08/22/2018 3612707315-7 - Stocklmeir Ct $374.39 Import - 51026 08/22/2018 3673220000-5 - Stev.Crk/Cupertino Rd.$291.73 Import - 51029 08/22/2018 3746710000-6 - 21111 Stev.Crk BL FS $73.28 Import - 51030 08/22/2018 3841010000-2 - 8507 Monta Vista Park $210.97 Import - 51031 08/22/2018 3856110000-9 - 8322 Stella Estates $41.18 Import - 51032 08/22/2018 3857710000-1 - 8322 Foothill/Cupertino Rd $211.95 Import - 51034 08/22/2018 3900520000-9 - 10300 Torre Ave $512.21 Import - 51036 08/22/2018 4103020000-4 - 6620 Blackberry/Snack $957.27 Import - 51037 08/22/2018 4227520000-6 - 8303 Memorial Park $886.46 Import - 51048 08/22/2018 5778910000-5 - 8504 Quinlan Ln.FS $48.84 Import - 51049 08/22/2018 5835000000-4 - 8322 Stelling/Alves $108.45 Import - 51051 08/22/2018 5948100000-4 - Emerg Irrig/Golf $9,776.61 Import - 51052 08/22/2018 5986710000-6 - 10300 Torre Ave. FS (Comm.Hall)$278.47 Import - 51054 08/22/2018 6292600000-1 - 10800 Torre Ave LS $3,892.85 Import - 51055 08/22/2018 6296810000-8 - 8322 Stev.Crk Bl median $95.63 Import - 51056 08/22/2018 6405210000-1 - 8506 McClellan Ranch $73.82 Import - 51057 08/22/2018 6578520000-0 - 8322 Foothill/Alpine LS $440.74 Import - 51060 08/22/2018 6788620000-4 - 10555 Mary Ave. 8503 $205.51 Import - 51062 08/22/2018 6907100000-9 - Alderbrook Ln $131.78 Import - 51063 08/22/2018 6935200000-9 - 8303 Memorial Park $5,037.44 Import - 51064 08/22/2018 6973320000-5 - 8301 Linda Vista PK1 $1,066.23 Import - 51065 08/22/2018 7036000000-7 - 85 Stev.Crk/Mary LS $102.99 Import - 51067 08/22/2018 7054200000-8 - 8322 Phar Lap LS $85.08 Import - 51069 08/22/2018 7495200000-3 - 10300 Torre Ave FS $77.22 Import - 51071 08/22/2018 7630410000-1 - Salem Av.LS $402.60 Import - 51074 08/22/2018 7930000000-1 - 8322 Stelling/Christensen Dr.$81.24 Import - 51075 08/22/2018 8006810000-9 - 10450 Mann Dr $25.19 Import - 51076 08/22/2018 8065700000-8 - Peninsula and Fitzgerald Is $36.04 Import - 51078 08/22/2018 8270010000-9 - Janice Ave.LS $417.96 Import - 51079 08/22/2018 8287220000-9 - 8322 Stevens Cr/San Antonio Ls $84.73 Import - 51082 08/22/2018 8605220000-2 - Stev.Crk/Orange LS $41.18 Import - 51083 08/22/2018 8647520000-1 - 10555 Mary Ave/Corp Yard FS $122.12 Import - 51084 08/22/2018 8755010000-9 - 10455 Miller Ave/Creekside $255.71 Import - 51085 08/22/2018 8879620000-9 - 8504 Christensen Dr $232.75 Import - 51086 08/22/2018 8886800000-6 - 8301 Linda Vista PK2 $1,000.86 Import - 51089 08/22/2018 9377600000-7 - 8307 Varian Park $2,498.92 Import - 51095 08/22/2018 9785210000-3 - 8322 Stev.Crk BL median $41.18 Import - 51096 08/22/2018 9824500000-9 - 8322 Irrig SC/Stelling $211.95 Import - 51446 08/28/2018 0067500000-4 - Oro Grande PL LS $287.21 Import - 51454 08/28/2018 0879200000-5 - Stelling Rd. LS $457.24 Tuesday, September 11, 2018Pages: 7 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 59 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Import - 51461 08/29/2018 1670900000-0 - Stelling Rd. LS $274.77 Import - 51462 08/28/2018 1731610000-1 - De Anza Blvd.S.$719.31 Import - 51478 08/29/2018 3156700000-0 - Prospect Rd.LS $207.37 Import - 51497 08/28/2018 4242600000-8 - Irrigation-Median (Bollinger Rd)$87.85 Import - 51498 08/29/2018 4676110000-0 - Rainbow Dr.LS $230.16 Import - 51504 08/28/2018 5461910000-8 - De Anza Blvd.S.$360.41 Import - 51506 08/28/2018 5676310000-7 - Creekline Dr.$172.94 Import - 51518 08/29/2018 6756510000-4 - Yorkshire Dr.LS $8,173.24 Import - 51532 08/29/2018 7808300000-6 - Irrigation-Median (Westlynn Wy)$156.10 Import - 51549 08/28/2018 9478100000-8 - 10400 Torre Avenue A $275.00 Import - 51550 08/29/2018 9511610000-9 - Donegal Dr.$53.90 Import - 51553 08/28/2018 9705420000-7 - 10300 Torre Avenue Ls $1,112.42 717084 09/07/2018 Voided Printing Error 09/10/2018 Accounts Payable STAPLES BUSINESS ADVANTAGE $113.14 Invoice Date Description Amount 3386901428 08/09/2018 Office Supplies $55.96 3387361512 09/18/2018 General Supplies $57.18 717085 09/07/2018 Open Accounts Payable State Disbursement Unit $276.92 Invoice Date Description Amount 08312018 08/31/2018 0100 - Child Support $276.92 717086 09/07/2018 Open Accounts Payable STEDMAN, THOMAS $1,000.00 Invoice Date Description Amount 2nd Payment 09/04/2018 live music performance neighborhood events 9/5/18 $1,000.00 717087 09/07/2018 Open Accounts Payable TECHNISOIL GLOBAL, INC $1,846.85 Invoice Date Description Amount 31373 08/21/2018 Streets-Sidewalk, Curb, Gutter: Concrete $1,846.85 717088 09/07/2018 Open Accounts Payable U S HEALTHWORKS MEDICAL GROUP PC $128.00 Invoice Date Description Amount 3384664-CA 08/24/2018 XRAY-TB TEST $128.00 717089 09/07/2018 Open Accounts Payable US BANK-PURCHASING CARD PROGRAM $90,960.33 Invoice Date Description Amount JeffO081518 08/15/2018 9315 CC Charges $279.94 JonathanF081518 08/15/2018 3969 CC Charges $23.98 BrianG081518 08/15/2018 6202 CC Charges $268.97 KenT081518 08/15/2018 8562 CC Charges $560.00 JasonF081518 08/15/2018 0161 CC Charges $535.90 CesarG081518 08/15/2018 9076 CC Charges $108.41 ShawnT081518 08/15/2018 0179 CC Charges $189.97 MikeL081518 08/15/2018 9433 CC Charges $3,742.07 AndrewS081518 08/15/2018 9993 CC Charges $1,327.19 GraceS081518 08/15/2018 2958 CC Charges $20.09 JuliaK081518 08/15/2018 0918 CC Charges $1,332.89 AlexC081518 08/15/2018 0400 CC Charges $1,869.34 RebeccaS081518 08/15/2018 6158 CC Charges $86.28 MariaJ081518 08/15/2018 3859 CC Charges $8,879.28 JeffM081518 08/15/2018 4203 CC Charges $2,180.60 KevinK081518 08/15/2018 8746 CC Charges $269.45 Tuesday, September 11, 2018Pages: 8 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 60 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference TiffanieC081518 08/15/2018 4383 CC Charges $1,442.54 KelseyH081518 08/15/2018 1679 CC Charges $114.70 BillM081518 08/15/2018 6500 CC Charges $6,675.34 BarbaraB081518 08/15/2018 8712 CC Charges $1,789.06 AdriannaS081518 08/15/2018 0890 CC Charges $294.97 ReiD081518 08/15/2018 9254 CC Charges $743.40 KarenL081518 08/15/2018 9583 CC Charges $613.43 MarcL081518 08/15/2018 0138 CC Charges $149.17 RudyL081518 08/15/2018 8736 CC Charges $80.03 DomingoS081518 08/15/2018 7167 CC Charges $192.36 JasonG081518 08/15/2018 2795 CC Charges $234.10 CarlV081518 08/15/2018 6520 CC Charges $76.88 ChyleneO081518 08/15/2018 5561 CC Charges $5,476.74 IsaacP081518 08/15/2018 0125 CC Charges $293.91 ChristineH081518 08/15/2018 5957 CC Charges $929.25 TyB081518 08/15/2018 3195 CC Charges $1,912.32 RobertG081518 08/15/2018 6980 CC Charges $1,252.05 BillB081518 08/15/2018 5247 CC Charges $495.78 KeithW081518 08/15/2018 8803 CC Charges $171.57 PeggyF081518 08/15/2018 0924 CC Charges $480.68 AlbertS081518 08/15/2018 7270 CC Charges $618.48 JasonB081518 08/15/2018 2565 CC Charges $500.29 AmandaH081518 08/15/2018 9326 CC Charges $491.30 RafaelV081518 08/15/2018 8704 CC Charges $172.51 JeffP081518 08/15/2018 3990 CC Charges $120.63 DavidC081518 08/15/2018 2000 CC Charges $766.55 JenniferK081518 08/15/2018 8829 CC Charges $472.60 RobertD081518 08/15/2018 2557 CC Charges $156.91 KimberlyC081518 08/15/2018 8696 CC Charges $1,867.24 MariluM081518 08/15/2018 8795 CC Charges $4,050.90 PaulT081518 08/15/2018 0208 CC Charges $60.34 BethE081518 08/15/2018 5593 CC Charges $3,140.39 UrsulaS081518 08/15/2018 2512 CC Charges $3,562.45 TimothyC081518 08/15/2018 6518 CC Charges $1,868.60 CliffM081518 08/15/2018 0112 CC Charges $4,938.00 KimberlyF081518 08/15/2018 6867 CC Charges $113.43 ClareF081518 08/15/2018 0078 CC Charges $398.45 RachelleS081518 08/15/2018 8269 CC Charges $2,057.42 LauraL081518 08/15/2018 8688 CC Charges $1,157.46 ToniO081518 08/15/2018 6442 CC Charges $1,500.08 BradfordA081518 08/15/2018 6013 CC Charges $4,467.65 DanielM081518 08/15/2018 8787 CC Charges $640.29 EmmaS081518 08/15/2018 1986 CC Charges $623.71 ColleenF081518 08/15/2018 0798 CC Charges $494.61 MollyJ081518 08/15/2018 5546 CC Charges $7,163.12 BrianB081518 08/15/2018 4195 CC Charges $4,427.53 KennethE081518 08/15/2018 5954 CC Charges $36.75 Tuesday, September 11, 2018Pages: 9 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 61 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717090 09/07/2018 Open Accounts Payable VERN WASKOM COMPANY $36.60 Invoice Date Description Amount 34410 08/31/2018 Golf Grips for Special Repair $36.60 717091 09/07/2018 Open Accounts Payable Vision Service Plan (CA)$325.72 Invoice Date Description Amount Vision092018 09/05/2018 September 2018 Vision Benefit- Glasses $325.72 717092 09/07/2018 Open Accounts Payable Vision Service Plan (CA)$3,513.10 Invoice Date Description Amount VisionB092018 09/05/2018 September 2018 Vision Benefit $3,513.10 717093 09/07/2018 Open Accounts Payable WENDEL ROSEN BLACK & DEAN LLP $16,427.47 Invoice Date Description Amount 2000170940 07/31/2018 Legal Services $5,207.47 2000169350 06/30/2018 Legal Services $11,220.00 717094 09/07/2018 Open Accounts Payable Carmichael, Judy $99.00 Invoice Date Description Amount 491646 08/24/2018 Sr Ctr Trip Refunds $99.00 717095 09/07/2018 Open Accounts Payable Carmichael, Judy $99.00 Invoice Date Description Amount 491648 08/24/2018 Sr Ctr Trip Refunds $99.00 717096 09/07/2018 Open Accounts Payable DeMarco, Hilde $99.00 Invoice Date Description Amount 491642 08/24/2018 Sr Ctr Trip Refunds $99.00 717097 09/07/2018 Open Accounts Payable DeMarco, Hilde $99.00 Invoice Date Description Amount 491644 08/24/2018 Sr Ctr Trip Refunds $99.00 717098 09/07/2018 Open Accounts Payable HRISHIKESH JOSHI $52.00 Invoice Date Description Amount 2019-00000553 09/05/2018 1 day refund for Imagineerz (77969) due to contract issue. $52.00 717099 09/07/2018 Open Accounts Payable Keshav, Vijay $500.00 Invoice Date Description Amount 491873 09/04/2018 Sr Ctr Rental Refunds $500.00 717100 09/07/2018 Open Accounts Payable Lei, Rebecca W.$20,731.05 Invoice Date Description Amount 2019-00000542 08/30/2018 10236 Lockwood Dr. - 90% Faithful Performance Bond - BS25514 $20,731.05 717101 09/07/2018 Open Accounts Payable Liesta Wati $60.00 Invoice Date Description Amount 2019-00000554 09/05/2018 Refund for Summer Science Camp. Refunding the difference $60.00 717102 09/07/2018 Open Accounts Payable Oliver, Ed $99.00 Invoice Date Description Amount 491650 08/24/2018 Sr Ctr Trip Refunds $99.00 Tuesday, September 11, 2018Pages: 10 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 62 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717103 09/07/2018 Open Accounts Payable Oliver, Ed $99.00 Invoice Date Description Amount 491652 08/24/2018 Sr Ctr Trip Refunds $99.00 717104 09/07/2018 Open Accounts Payable Parish, Tessa $500.00 Invoice Date Description Amount 491871 09/04/2018 Sr Ctr Rental Refunds $500.00 717105 09/07/2018 Open Accounts Payable Park, Young $60.00 Invoice Date Description Amount 491653 08/24/2018 Sr Ctr Class Refunds $60.00 717106 09/07/2018 Open Accounts Payable Robson, Mary Lou $179.00 Invoice Date Description Amount 491655 08/24/2018 Sr Ctr Trip Refunds $179.00 717107 09/07/2018 Open Accounts Payable STANKOVICH, CHRISTINA $99.00 Invoice Date Description Amount 491640 08/24/2018 Sr Ctr Trip Refunds $99.00 Type Check Totals:94 Transactions $513,013.83 EFT 27919 09/06/2018 Open Accounts Payable California Public Employees' Retirement System $316,007.42 Invoice Date Description Amount 08142018 08/14/2018 Health Premiums 9/2018 $316,007.42 27920 09/07/2018 Open Accounts Payable Employment Development $1,451.88 Invoice Date Description Amount 08312018 08/31/2018 SDI - State Disability Insurance $1,451.88 27921 09/07/2018 Open Accounts Payable PERS-457K $6,399.30 Invoice Date Description Amount 08312018 08/31/2018 3200 - *PERS Deferred Comp*$6,399.30 27922 09/07/2018 Open Accounts Payable Eflex Group, Inc $4,253.55 Invoice Date Description Amount 08312018 08/31/2018 4700 - *FSA Employee Health*$4,253.55 27923 09/07/2018 Open Accounts Payable FIRE & RISK ALLIANCE, LLC $3,605.00 Invoice Date Description Amount 142-001-21 08/31/2018 AC2 #501 Plan Review 2018/08 $3,605.00 27924 09/07/2018 Open Accounts Payable GRACE DUVAL $443.80 Invoice Date Description Amount 090418 09/04/2018 Zumba Gold (7.6-8.31) 10 Students + 48 Flex Passes $443.80 27925 09/07/2018 Open Accounts Payable Guzman , Jacqueline $55.00 Invoice Date Description Amount JaquiG083018 08/07/2018 Cell Phone Reimbursement 8/8/18-09/7/18 $55.00 27926 09/07/2018 Open Accounts Payable ICMA Retirement Trust-457 $3,729.21 Invoice Date Description Amount 08312018 08/31/2018 3100 - *ICMA Deferred Comp*$3,729.21 27927 09/07/2018 Open Accounts Payable IMAGINEERZ LEARNING LLC $2,375.50 Invoice Date Description Amount 2019-49 08/29/2018 Summer Payment 1 $2,375.50 Tuesday, September 11, 2018Pages: 11 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 63 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 27928 09/07/2018 Open Accounts Payable JUMP FOR FUN, INC.$478.00 Invoice Date Description Amount 892772 09/04/2018 Neighborhood Events Activity Rental - 9/8/18 $478.00 27929 09/07/2018 Open Accounts Payable KIRSTEN SQUARCIA $562.47 Invoice Date Description Amount Squarcia2018 09/05/2018 Squarcia 2018 Calendar Year $562.47 27930 09/07/2018 Open Accounts Payable LAW OFFICES OF BURKE, WILLIAMS & SORENSEN $1,739.00 Invoice Date Description Amount 227307 05/29/2018 Legal Services $600.50 229391 07/12/2018 Legal Services $1,138.50 27931 09/07/2018 Open Accounts Payable LIFETIME TENNIS INC $376,327.24 Invoice Date Description Amount 2019-00000552 09/05/2018 payment 1 $376,327.24 27932 09/07/2018 Open Accounts Payable National Deferred (ROTH)$3,440.00 Invoice Date Description Amount 08312018 08/31/2018 3010 - Nationwide Roth $3,440.00 27933 09/07/2018 Open Accounts Payable National Deferred Compensatin $33,813.02 Invoice Date Description Amount 08312018 08/31/2018 3000 - *Nationwide Deferred Compensatio $33,813.02 27934 09/07/2018 Open Accounts Payable PARS/City of Cupertino $6,323.27 Invoice Date Description Amount 08312018 08/31/2018 3321 - PARS Employee *$6,308.27 09012018 09/01/2018 3321 - PARS Employee *$15.00 27935 09/07/2018 Open Accounts Payable QUARTIC SOLUTIONS LLC $11,445.58 Invoice Date Description Amount 2124 09/04/2018 GIS Analyst - June 2018 $4,521.08 2125 09/04/2018 GIS Analyst - July 2018 $2,244.50 Tuesday, September 11, 2018Pages: 12 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 64 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 2126 09/04/2018 GIS Analyst - August 2018 $4,680.00 Type EFT Totals:17 Transactions $772,449.24 Main Account - Main Checking Account Totals Checks Status Count Transaction Amount Reconciled Amount Open 93 $512,900.69 $0.00 Reconciled 0 $0.00 $0.00 Voided 1 $113.14 $0.00 Stopped 0 $0.00 $0.00 Total 94 $513,013.83 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 17 $772,449.24 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 17 $772,449.24 $0.00 All Status Count Transaction Amount Reconciled Amount Open 110 $1,285,349.93 $0.00 Reconciled 0 $0.00 $0.00 Voided 1 $113.14 $0.00 Stopped 0 $0.00 $0.00 Total 111 $1,285,463.07 $0.00 Grand Totals: Checks Status Count Transaction Amount Reconciled Amount Open 93 $512,900.69 $0.00 Reconciled 0 $0.00 $0.00 Voided 1 $113.14 $0.00 Stopped 0 $0.00 $0.00 Total 94 $513,013.83 $0.00 EFTs Status Count Transaction Amount Reconciled Amount Open 17 $772,449.24 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 17 $772,449.24 $0.00 All Status Count Transaction Amount Reconciled Amount Open 110 $1,285,349.93 $0.00 Reconciled 0 $0.00 $0.00 Voided 1 $113.14 $0.00 Stopped 0 $0.00 $0.00 Total 111 $1,285,463.07 $0.00 Tuesday, September 11, 2018Pages: 13 of 13user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/1/2018 - To Payment Date: 9/7/2018 65 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:118-4553 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:11/1/2018 City Council On agenda:Final action:11/20/2018 Title:Subject: Accept Accounts Payable for the period ending September 14, 2018 Sponsors: Indexes: Code sections: Attachments:A – Draft Resolution B – AP Report Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Accept Accounts Payable for the period ending September 14, 2018 Adopt Resolution No. 18-110 accepting Accounts Payable for the period ending September 14, 2018 CITY OF CUPERTINO Printed on 11/15/2018Page 1 of 1 powered by Legistar™66 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 September 14, 2018 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: _____________________________ Zach Korach, Finance Manager PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 20th day of November, 2018, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ________________________ Grace Schmidt, City Clerk Darcy Paul, Mayor, City of Cupertino 67 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Main Account - Main Checking Account Check 717108 09/13/2018 Open Accounts Payable Granite Construction Company $15,000.00 Invoice Date Description Amount 2019-00000483 08/23/2018 22500 Cristo Rey Dr - Encroachment Bond - #214242 $15,000.00 717109 09/14/2018 Open Accounts Payable A T & T $121.35 Invoice Date Description Amount 5558-08282018 08/28/2018 960 731-7142 555 8 8/28/18-9/27/18 $121.35 717110 09/14/2018 Open Accounts Payable ACTIVE NETWORK, INC $30,939.38 Invoice Date Description Amount 11101928 08/29/2018 Active Net Scanners and supporting hardware $30,939.38 717111 09/14/2018 Open Accounts Payable AdTaxi | Bay Area News Group $2,704.00 Invoice Date Description Amount 0001145158 08/31/2018 Legal Advertising $2,704.00 717112 09/14/2018 Open Accounts Payable AIR PRODUCTS GROUP INC $925.21 Invoice Date Description Amount 103093 08/22/2018 Facilities: Tegular $925.21 717113 09/14/2018 Open Accounts Payable ALDANA, JOSE, B.$270.00 Invoice Date Description Amount 2951 09/02/2018 Control Room UPS Uprgrade Project $270.00 717114 09/14/2018 Open Accounts Payable ALHAMBRA & SIERRA SPRINGS $112.76 Invoice Date Description Amount 4984729081118 08/11/2018 Employee Drinking Water $112.76 717115 09/14/2018 Open Accounts Payable ANYA KROTH $145.80 Invoice Date Description Amount 091118 09/11/2018 Qigong Instruction (7.26-9.6) 5 Students + 3 Flex - $25 Admin $145.80 717116 09/14/2018 Open Accounts Payable ASBURY ENVIRONMENTAL SERVICES $120.00 Invoice Date Description Amount I500-00364451 08/31/2018 Streets: Used Oil Svc Chg $120.00 717117 09/14/2018 Open Accounts Payable AT&T $21.85 Invoice Date Description Amount 11849247 09/01/2018 9391023220 (408-252-2405) 8/1/18-8/31/18 $21.85 717118 09/14/2018 Open Accounts Payable BAY AREA PRINTER & DATA SVCS INC $133.53 Invoice Date Description Amount 19224 08/20/2018 Ink Cartridges for Poster Printer $133.53 717119 09/14/2018 Open Accounts Payable BORDEN DECAL $865.26 Invoice Date Description Amount 0080924 08/31/2018 Parking Decals 2019 $865.26 717120 09/14/2018 Open Accounts Payable BRUCE E BIORDI $1,470.00 Invoice Date Description Amount 1804 09/05/2018 SO10-Sport Ctr Sign; SO12 Sr Ctr Sidewalk; SO13 De Anza Median $1,470.00 Wednesday, September 19, 2018 Pages: 1 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 68 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717121 09/14/2018 Open Accounts Payable BUSINESS FURNITURE SOLUTION, INC. $8,618.82 Invoice Date Description Amount 98093 08/17/2018 CDD furniture $8,618.82 717122 09/14/2018 Open Accounts Payable CAL-WEST LIGHTING & SIGNAL MAINTENANCE INC $2,690.47 Invoice Date Description Amount 180852 08/31/2018 Homestead & Blaney knockdown on 8/3/18 $2,690.47 717123 09/14/2018 Open Accounts Payable CANNON DESIGN GROUP $1,890.00 Invoice Date Description Amount 18075 06/04/2018 consult archit 10104 Vista Ln $1,890.00 717124 09/14/2018 Open Accounts Payable CASH $144.00 Invoice Date Description Amount SNR-09/2018 09/10/2018 Canyon Country Tips $144.00 717125 09/14/2018 Open Accounts Payable CASH $100.00 Invoice Date Description Amount SNR-10072018 09/12/2018 Driver Tips for Fleet Week trip 10/7/2018 $100.00 717126 09/14/2018 Open Accounts Payable CDW-G $2,077.23 Invoice Date Description Amount NXQ2206 08/27/2018 Tripp PDU Metered $2,077.23 717127 09/14/2018 Open Accounts Payable CHARGEPOINT INC $1,425.51 Invoice Date Description Amount IN43548 08/31/2018 Library EV Charging Port Replacement Parts $1,425.51 717128 09/14/2018 Open Accounts Payable CLEAN CUT LANDSCAPE INC $87,933.64 Invoice Date Description Amount 5 09/11/2018 De Anza Blvd Medians - Phase 1, Progress payment No 5 $87,933.64 717129 09/14/2018 Open Accounts Payable COMCAST $300.86 Invoice Date Description Amount 09012018 09/01/2018 Comcast Business Services 9/10 - 10/09 $300.86 717130 09/14/2018 Open Accounts Payable COMCAST $57.44 Invoice Date Description Amount 6411-09032018 09/03/2018 8155100050376411 9/6/18-10/5/18 $57.44 717131 09/14/2018 Open Accounts Payable COMCAST BUSINESS COMMUNICATIONS, LLC $1,420.28 Invoice Date Description Amount 69048438 09/01/2018 Internet-Mary, Stevens Creek, San Fernando, Town Center, Voss $1,420.28 717132 09/14/2018 Open Accounts Payable COMMUNICATION STRATEGIES $1,950.00 Invoice Date Description Amount 1563 08/31/2018 Project Coordination Packet Fusion - VoIP $1,950.00 717133 09/14/2018 Open Accounts Payable CORIX WATER PRODUCTS (US) INC $228.16 Invoice Date Description Amount 17813026554 08/22/2018 Grounds-Sports Fields: Parts for Jollyman Drinking Fountain $187.28 Wednesday, September 19, 2018 Pages: 2 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 69 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 17813026540 08/22/2018 Grounds-Sports Fields: Parts for Jollyman Drinking Fountain $40.88 717134 09/14/2018 Open Accounts Payable CSG CONSULTANTS INC $8,695.00 Invoice Date Description Amount 20243 08/28/2018 PW Engineering Consultant Services 7/1/18-7/27/18 $8,695.00 717135 09/14/2018 Open Accounts Payable DAVID J POWERS & ASSOCIATES $78,331.57 Invoice Date Description Amount 22692 08/08/2018 Vallco #805 Specific Plan EIR 2018/07 $78,331.57 717136 09/14/2018 Open Accounts Payable DENCO SALES COMPANY $289.30 Invoice Date Description Amount 8666162-00 08/29/2018 Streets: 54" Clear Aspire Intermediate High Gloss $289.30 717137 09/14/2018 Open Accounts Payable DIRECTV $165.98 Invoice Date Description Amount 34933784352 08/26/2018 DirecTV (8/25/18 - 9/24/18)$165.98 717138 09/14/2018 Open Accounts Payable DISH NETWORK $55.84 Invoice Date Description Amount 0187-08252018 08/25/2018 DishNetwork (9/5/18 - 10/4/18)$55.84 717139 09/14/2018 Open Accounts Payable DOGGIE WALK BAGS INC $5,150.25 Invoice Date Description Amount 0074913-IN 09/04/2018 Grounds: Doggie Walk Bags $5,150.25 717140 09/14/2018 Open Accounts Payable DOLPHIN DESIGN INC $2,160.00 Invoice Date Description Amount 30322 09/01/2018 Facilities: Sept 2018 Aquarium Service $2,160.00 717141 09/14/2018 Open Accounts Payable FLINT TRADING COMPANY $5,298.53 Invoice Date Description Amount 226822 08/28/2018 Street Sign Marking: Sign Shop Supplies $5,298.53 717142 09/14/2018 Open Accounts Payable FOSTER BROS SECURITY SYSTEMS INC $469.66 Invoice Date Description Amount 302304 08/22/2018 Facilities-QCC: Deadlatch , Replace Bad Latch $142.70 302306 08/22/2018 Facilities-Park Bathrooms: Deadbolt, Replace Damaged Deadbolt $216.96 302305 08/22/2018 Facilities-Library: Adjust Latch on Inner Courtyard Door $110.00 717143 09/14/2018 Open Accounts Payable FUHSD $2,330.00 Invoice Date Description Amount 1121241 05/16/2018 13862234 Cupertino High School 2018 Cupertino Summer Camps $2,330.00 717144 09/14/2018 Open Accounts Payable GARDENLAND $3,005.71 Invoice Date Description Amount 606058 09/07/2018 Weekend Work Program: Reciprocators and blowers $2,158.67 606057 09/07/2018 Overpasses & Medians: Supplies $847.04 717145 09/14/2018 Open Accounts Payable GILBANE BUILDING COMPANY $7,161.00 Invoice Date Description Amount 20, 2016-498 09/01/2018 De Anza Blvd Medians Ph 1: CTYCU001_J05934.100_201809-J008 $7,161.00 Wednesday, September 19, 2018 Pages: 3 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 70 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717146 09/14/2018 Open Accounts Payable GRAINGER INC $638.73 Invoice Date Description Amount 9878338632 08/16/2018 Facilities-Library: V-Belts $453.77 9844998303 07/12/2018 Weekend Work Program: Supplies $184.96 717147 09/14/2018 Open Accounts Payable GRANICUS INC $11,556.60 Invoice Date Description Amount 101581 08/09/2018 Legistar - 7/26/18 - 10/25/18 $2,533.80 101577 08/09/2018 Legistar 4/26/18 - 7/25/18 $2,533.80 101580 08/09/2018 Open Platform, streaming, Gov, Meeting 7/25/18- 8/25/18 $1,297.80 101579 08/09/2018 Open Platform, streaming, Transparency, 6/26/18 - 7/25/18 $1,297.80 101578 08/09/2018 Open Platform, streaming, Transparency 5/26/18 - 6/25/18 $1,297.80 101576 08/09/2018 Open Platform, streaming, transparency 4/26/18 - 5/25/18 $1,297.80 102070 08/26/2018 Open Platform, streaming, Transparency 8/26/18 - 9/25/18 $1,297.80 717148 09/14/2018 Open Accounts Payable GRANICUS INC $1,297.80 Invoice Date Description Amount 102846 09/26/2018 Open platform, streaming, transparency 9/26/18- 10/25/18 $1,297.80 717149 09/14/2018 Open Accounts Payable GRIFFIN PAINTING INC $9,825.00 Invoice Date Description Amount 18059301 08/29/2018 Overpasses & Medians: Sound Wall Painting $9,825.00 717150 09/14/2018 Open Accounts Payable HEXAGON TRANSPORTATION CONSULTANTS $6,750.00 Invoice Date Description Amount 12079 09/05/2018 Cupertino Village Hotel #812 Traffic Study 2018/08 $2,900.00 12051 08/29/2018 Westport #864 Traffic Study 2018/07 $3,850.00 717151 09/14/2018 Open Accounts Payable HOME DEPOT CREDIT SERVICES $2,155.77 Invoice Date Description Amount 26517 07/27/2018 Andrew Schmitt $76.40 7013510 07/30/2018 Cliff Mabutas $72.45 6027100 07/31/2018 Cliff Mabutas $47.98 4162200 08/02/2018 Colleen Ferris $200.43 3014108 08/03/2018 Shawn Tognetti $393.02 14524 08/06/2018 Ricardo Alvarez $153.26 20769 08/06/2018 Cliff Mabutas $204.84 9020963 08/07/2018 Brian Gathers $32.67 7021298 08/09/2018 Jason Fauth $117.42 2015704 08/14/2018 Ricardo Alvarez $30.60 2022114 08/14/2018 Kane Wolfe $54.34 1293513 08/15/2018 Bill Bridge $16.29 1293514 08/15/2018 Bill Bridge $9.77 310093 08/16/2018 Paul Sapudar $73.02 9010334 08/17/2018 Paul Sapudar $35.68 9022619 08/17/2018 Shawn Tognetti $292.79 6300384 08/20/2018 Cliff Mabutas $17.46 Wednesday, September 19, 2018 Pages: 4 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 71 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 5010911 08/21/2018 Jason Fauth $29.48 3023426 08/23/2018 Cliff Mabutas $252.05 3023497 08/23/2018 Cliff Mabutas $45.82 717152 09/14/2018 Open Accounts Payable HU, POLLY $1,310.40 Invoice Date Description Amount 091118 09/11/2018 Chair Exercise Instruction (7.23-9.6) 32 Students + 24 Flex Pass $1,310.40 717153 09/14/2018 Open Accounts Payable IEH-BioVir Laboratories $1,400.00 Invoice Date Description Amount 181557 08/30/2018 Facilities:-Comm Hall Civic Center Water Testing on 8/20/18 $350.00 181508 08/30/2018 Facilities:-Comm Hall Civic Center Water Testing, 8/14/18 $350.00 181437 08/30/2018 Facilities-Comm Hall: Civic Center Water Testing on 8/6/18 $350.00 181414 08/30/2018 Facilities-Comm Hall: Civic Center Water Testing on 7/30/18 $350.00 717154 09/14/2018 Open Accounts Payable IMPEC GROUP (CLEAN INNOVATION) $63,698.56 Invoice Date Description Amount 1809115 09/01/2018 Sept 2018 Service - Library Weekend Day Porter $2,809.40 1809129 09/01/2018 September 2018 Janitorial Services $60,889.16 717155 09/14/2018 Open Accounts Payable IMPERIAL SPRINKLER SUPPLY $639.68 Invoice Date Description Amount 3453949-01 08/29/2018 Grounds Neighborhood Parks: Redwood Lawn Edging/Header Board $73.45 3466178-00 09/05/2018 Grounds Neighborhood Par: Solenoids, Scrubber Valves, Controller $566.23 717156 09/14/2018 Open Accounts Payable Infinity Press Inc $3,843.34 Invoice Date Description Amount 118642 08/29/2018 Vallco #805 postcard production $3,843.34 717157 09/14/2018 Open Accounts Payable IRON MOUNTAIN RECORDS MGMNT $2,788.45 Invoice Date Description Amount AEZS848 08/31/2018 Document Storage $212.09 AEXN948 08/31/2018 Document Storage $2,576.36 717158 09/14/2018 Open Accounts Payable J.MAREZ / OCEAN PLUMBING CONSTRUCTION $16,750.00 Invoice Date Description Amount 453 09/07/2018 City Hall sewer replacement $16,750.00 717159 09/14/2018 Open Accounts Payable JOHN RAMOS $55.00 Invoice Date Description Amount JohnR081318 08/13/2018 Cell Phone Service Reimbursement $55.00 717160 09/14/2018 Open Accounts Payable Keith Day Company, Inc.$300.00 Invoice Date Description Amount 15329 09/05/2018 compost delivered to compost site $300.00 Wednesday, September 19, 2018 Pages: 5 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 72 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717161 09/14/2018 Open Accounts Payable LA OFERTA NEWSPAPER $2,192.00 Invoice Date Description Amount 01378 08/31/2018 Legal Advertising $2,192.00 717162 09/14/2018 Open Accounts Payable LEARNING RESOURCES NETWORK INC $395.00 Invoice Date Description Amount 4474 08/01/2018 Annual Membership Fee for FY 18-19 $395.00 717163 09/14/2018 Reconciled 09/14/2018 Accounts Payable LETTIRE, COLLEEN $55.00 $55.00 $0.00 Invoice Date Description Amount ColleenL091118 09/11/2018 Cell Phone Reimbursement 8/7/18-9/6/18 $55.00 717164 09/14/2018 Open Accounts Payable Lucid Design Group Inc.$27,500.00 Invoice Date Description Amount 2017-310 09/01/2018 Utility Data Management Year 3 Support $27,500.00 717165 09/14/2018 Open Accounts Payable MIG INC $4,310.37 Invoice Date Description Amount 0054541 07/27/2018 Payment #14, Services from Jun 1 to Jun 30, 2018 for Parks MP $4,310.37 717166 09/14/2018 Open Accounts Payable MOUNTAIN VIEW GARDEN CENTER $394.81 Invoice Date Description Amount 95939 09/06/2018 Grounds Memorial Park: Mini Bark $74.12 95760 08/22/2018 Grounds Memorial Park : Fill Sand $46.33 95861 08/29/2018 Grounds Sports Fields : Top Soil $40.28 95940 09/06/2018 Grounds Neighborhood Parks : Red Pro Chip for Wilson Park $153.53 95992 09/11/2018 Grounds Sports Fields: Topsoil $80.55 717167 09/14/2018 Open Accounts Payable MSA $475.00 Invoice Date Description Amount MSA100518 10/05/2018 Trees&ROW: 50th Annual MSA Conference $475.00 717168 09/14/2018 Open Accounts Payable NEW PIG CORP $622.41 Invoice Date Description Amount 4821653-00 08/29/2018 Street Sign Markings: Peat Absorbent $73.40 22557759-00 08/29/2018 Street Sign Markings: Oily Water Filter Mat, Pocket T- Shirt $194.47 22557758-00 09/05/2018 Street Sign Marking: Oil Safe Containers, Oil Safe Lids $354.54 717169 09/14/2018 Open Accounts Payable NORIEGA, MARK, A $1,000.00 Invoice Date Description Amount 09082018 Part 2 09/11/2018 live music performance neighborhood events Performance 09/08 18 $1,000.00 717170 09/14/2018 Open Accounts Payable OFFICE DEPOT $606.56 Invoice Date Description Amount 183006230001 08/13/2018 #136557, Brewer, Keurig, OfficePro $119.59 194675208001 08/29/2018 Organizer, Pencil Cup, Bus Crd Binder $145.77 192373306001 08/27/2018 Service Center Admin: Airpots, Perf Pads $140.62 188998818001 08/21/2018 paper qcc $38.35 191402397001 08/23/2018 Hot Chocolate $98.72 190915531001 08/23/2018 Supplies for Hidden Treasures Event $63.51 Wednesday, September 19, 2018 Pages: 6 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 73 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717171 09/14/2018 Open Accounts Payable OPTICOS DESIGN, INC.$230,000.52 Invoice Date Description Amount 2018-0112 07/31/2018 Vallco #805 Specific Plan Preparation 2018/07 $77,422.00 2018-0125 08/31/2018 Vallco #805 Specific Plan Preparation 2018/08 $152,578.52 717172 09/14/2018 Open Accounts Payable PACIFIC WEST SECURITY INC $1,523.10 Invoice Date Description Amount 9776 08/31/2018 Facilities: City Hall Installation Sonitrol $1,500.00 9778 08/31/2018 Facilities: Security - City Hall Access, ESA $23.10 717173 09/14/2018 Open Accounts Payable PAVEMENT ENGINEERING INC $52,201.25 Invoice Date Description Amount 1808-075 09/06/2018 Engineering Services from 08/01/18-08/31/18 $50,380.00 1808-085 09/05/2018 Engineering Services from 08/01/18-08/30/18 $1,821.25 717174 09/14/2018 Open Accounts Payable PERKINS EASTMAN ARCHITECTS, DPC $28,084.85 Invoice Date Description Amount 1, 21813.10 08/13/2018 Sport Center Interior Upgrade, Prof services through 7/1/18 $28,084.85 717175 09/14/2018 Open Accounts Payable PG&E $57,628.94 Invoice Date Description Amount 9785-08302018 08/30/2018 2016881978-5 7/20/18-8/20/18 $10.76 6480-08302018 08/30/2018 5587684648-0 7/25/18-8/23/18 $831.98 Import - 51669 08/30/2018 116367001 -E27H4 Wolfe and Rte 280 NB Loc A $46.68 Import - 51670 08/30/2018 116367013 -1486 S Stelling Rd, Irrigation Control $10.51 Import - 51671 08/30/2018 116367025 -De Anza and Lazaneo, Traffic Signal $65.47 Import - 51672 08/30/2018 116367026 -Behind 10343 N Wolfe, Fountain Pump Pub Works $49.01 Import - 51673 08/30/2018 116367035 -De Anza Blvd and Mariani, Traffic Signal/Safety Lts $67.75 Import - 51675 08/30/2018 116367044 - 10555 Mary Ave NEM $36.89 Import - 51676 08/30/2018 116367045 -De Anza Blvd and Hwy 280 S/Ramp, Traffic Signal $65.47 Import - 51677 08/30/2018 116367050 -NW Corner Stevens Crk, Traffic Signals $68.89 Import - 51678 08/30/2018 116367055 -Saich Wy and Stevens Crk NE Corner, Traffic Signal $55.87 Import - 51679 08/30/2018 116367060 -E37R0 Stevens Creek and De Anza Blvd, Traffic Signal $86.31 Import - 51680 08/30/2018 116367065 -Stevens Creek Blvd E/Saich Wy, Sprinkler Control $11.01 Import - 51681 08/30/2018 116367067 -Stonydale Dr and Varian Park, walkway lighting and Ir $73.28 Import - 51682 08/30/2018 116367070 -Stevens Creek and Blaney Ave., Traffic Signal $75.97 Import - 51683 08/30/2018 116367071 -Linda Vista Dr / Hillside Park, Hillside Park $21.67 Import - 51684 08/30/2018 116367075 -Vallco Pkwy and Perimeter Rd., Traffic Signals $53.60 Import - 51686 08/30/2018 116367090 -Wolfe and Vallco Pkwy, Traffic Signals $77.31 Import - 51687 08/30/2018 116367100 -E37H3 Wolfe and 280 SB Loc B, Traffic Signal $68.89 Import - 51688 08/30/2018 116367105 -Stevens Crk and Wolfe Rd, Traffic Signals $72.91 Wednesday, September 19, 2018 Pages: 7 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 74 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Import - 51689 08/30/2018 116367110 -SW Cor Stevens Crk and Portal, Traffic Signal $64.49 Import - 51690 08/30/2018 116367113 -Miller E/S 100N off Calle De Barcelona $56.95 Import - 51691 08/30/2018 116367115 -Stevens Crk and Perimeter Rd, Traffic Control Signal $63.36 Import - 51692 08/30/2018 116367120 -Vallco Prky/Tantau Ave, Traffic Signal $77.72 Import - 51693 08/30/2018 116367125 -Stevens Crk and Tantau, Traffic Signals $69.19 Import - 51694 08/30/2018 116367130 -NW Corner Steven Crk and Torre, Traffic Signal $67.75 Import - 51695 08/30/2018 116367145 -10300 Torre Ave, City Hall $11,761.93 Import - 51696 08/30/2018 116367150 -Homestead and Wolfe Road, Sunnyvale $74.43 Import - 51697 08/30/2018 116367154 -22601 Voss Ave $1,560.03 Import - 51698 08/30/2018 116367155 -Homestead and Blaney, Cupertino Traffic Signal, Sunny $44.70 Import - 51699 08/30/2018 116367165 -S/E Wolfe-Pruneridge, Sprinkler Control and Traffic S $82.08 Import - 51700 08/30/2018 116367170 -Tantau Ave and Tandem D/W, Traffic Signal $71.37 Import - 51701 08/30/2018 116367171 -10155 Barbara Ln, Irrigation and Scoreboard $199.18 Import - 51702 08/30/2018 116367175 -S/E Corner Pruneridge and Tantau, Traffic Controller $60.86 Import - 51703 08/30/2018 116367180 -Finch and Stevens Creek, Traffic Signals $78.07 Import - 51706 08/30/2018 116367185 -Wolfe Rd 500 Ft S/O Homestead, City/Sign Lighting $28.82 Import - 51707 08/30/2018 116367195 -Corner Miller and Phil Ln, Traffic Signal $56.19 Import - 51708 08/30/2018 116367200 -Homestead and De Anza Blvd, Traffic Signal/Dept Pub W $73.88 Import - 51709 08/30/2018 116367205 -Homestead Rd and Franco Ct, Traffic Signals $45.09 Import - 51710 08/30/2018 116367215 -N/Ramp De Anza Blvd, Traffic Signal $55.98 Import - 51711 08/30/2018 116367220 -Homestead Rd and Bluejay Rd, Traffic Signals $51.58 Import - 51712 08/30/2018 116367225 -WS Portal Btw Amhurst-Wheaton , Portal Prk Ltg, Prk L $156.23 Import - 51713 08/30/2018 116367236 -Stelling Rd Median 450' S/O Stevens Crk, Landscape Ir $11.90 Import - 51714 08/30/2018 116367245 -Stevens Creek Blvd and Janice Ave, Sprinkler Control $16.09 Import - 51715 08/30/2018 116367255 -Lucille and Villa De Anza, Sprinkler Control $249.25 Import - 51716 08/30/2018 116367269 -Cor/Lucille and Randy Ln, Sprinkler System $11.76 Import - 51717 08/30/2018 116367274 -1170 Yorkshire Dr.$10.87 Import - 51718 08/30/2018 116367275 -Homestead and Tantau, Cupertino Traffic Signal, Sunny $73.04 Import - 51719 08/30/2018 116367280 -Stevens Creek Blvd and Fwy 85 East Ramp, Traffic Sign $67.10 Import - 51720 08/30/2018 116367285 -21111 Stevens Creek Blvd, Sports Center $8,530.56 Import - 51721 08/30/2018 116367285 -21111 Stevens Creek Blvd, Teen Center $375.00 Import - 51722 08/30/2018 116367290 -Stevens Creek and Mary Ave, Traffic Signals $65.94 Wednesday, September 19, 2018 Pages: 8 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 75 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Import - 51726 08/30/2018 116367325 -21975 San Fernando Ave, Picnic Area $4,798.89 Import - 51727 08/30/2018 116367332 -821 Bubb Rd #B/Building Concession $108.32 Import - 51729 08/30/2018 116367343 -Foothill Blvd 150' N/O Alpine E/S, Irrigation Control $10.64 Import - 51730 08/30/2018 116367357 -N De Anza 188 FT N/Valley Green Dr, Irrig Controller $14.20 Import - 51731 08/30/2018 116367359 -Homestead and Heron, traffic control svc $51.45 Import - 51732 08/30/2018 116367360 -10300 Aninworth Dr, Ball Park Stevens Creek SV $9.53 Import - 51733 08/30/2018 116367370 -Stevens Creek Blvd and Fwy 85 West Ramp, Traffic Sign $10.51 Import - 51734 08/30/2018 116367375 -10710 Stokes Ave, Somerset Park $28.07 Import - 51735 08/30/2018 116367380 -NE Corner Peninsula and Stevens Creek, Traffic Signal $61.01 Import - 51736 08/30/2018 116367385 -End/Stokes W/Wilson Crt, Sprinkler Control $12.03 Import - 51737 08/30/2018 116367395 -N/E corner Foothill and Starling Dr, Traffic Signals $57.23 Import - 51738 08/30/2018 116367401 -Miller W/S N of Greenwood $13.77 Import - 51739 08/30/2018 116367408 -Stevens Creek Bl and Mary Avenue, Memorial Park Pump $59.75 Import - 51742 08/30/2018 116367437 -10455 Miller Ave, Creekside Park $483.68 Import - 51744 08/30/2018 116367447 -Stelling Rd Median 500' S/O Peppertree Ln, Landscape $12.25 Import - 51745 08/30/2018 116367449 -10350 Torre Ave, Community Hall $3,870.41 Import - 51746 08/30/2018 116367455 -E37R9 Rodriguez and De Anza Blvd, Traffic Signal $71.57 Import - 51747 08/30/2018 116367465 -De Anza Blvd and Scofield Dr, Sprinkler Controller $11.77 Import - 51749 08/30/2018 116367474 -10500 Ann Arbor Ave, Field-Garden Gate $251.08 Import - 51750 08/30/2018 116367475 -Foothill and Stevens Creek, Traffic Signal $62.39 Import - 51751 08/30/2018 116367476 -Salem Ave and Foothill Blvd, Irrigation Control $10.53 Import - 51752 08/30/2018 116367477 -21121 Stevens Creek Blvd, Memorial Park $1,712.89 Import - 51753 08/30/2018 116367484 -20220 Suisun Dr, Parks and Rec Free Standing Panel $135.95 Import - 51754 08/30/2018 116367493 -Dumas Dr/Jollyman Park, Jollyman Park Restroom $440.45 Import - 51755 08/30/2018 116367505 -Stevens Crk and Stelling, Signal $32.44 Import - 51756 08/30/2018 116367510 -Bubb Rd and Results Wy, Traffic Signal $48.79 Import - 51757 08/30/2018 116367515 -Bubb Rd and McClellan Intersection, Traffic Signal $69.28 Import - 51758 08/30/2018 116367520 -Stelling Rd and Peppertree, Traffic Signal $50.32 Import - 51759 08/30/2018 116367525 -Stelling and McClellan, Signals $64.31 Import - 51760 08/30/2018 116367527 -Foothill Blvd 200' N/O Stevens Creek W/S, Irrigation $10.67 Import - 51761 08/30/2018 116367530 -Orange Ave and Stevens Creek N/E corner, Traffic Cont $42.38 Import - 51762 08/30/2018 116367536 -Senior Center $5,754.08 Import - 51763 08/30/2018 116367545 -Saratoga-Sunnyvale Rd, Traffic Signal $64.12 Wednesday, September 19, 2018 Pages: 9 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 76 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference Import - 51764 08/30/2018 116367550 -W/S Saratoga-Sunnyvale Rd @ RT85, Traffic Signal $56.63 Import - 51765 08/30/2018 116367559 -21011 Prospect Rd, Irrigation Control $10.57 Import - 51766 08/30/2018 116367560 -S/E corner De Anza and Pacifica, Traffic Signal $71.57 Import - 51767 08/30/2018 116367568 -CORP YARD NEM $21.53 Import - 51768 08/30/2018 116367570 -De Anza Blvd, Sprinkler Controller *$11.77 Import - 51769 08/30/2018 116367585 -Rainbow and Stelling, Traffic Signal $59.24 Import - 51770 08/30/2018 116367587 -10430 S De Anza Blvd, Holiday Lighting $10.51 Import - 51771 08/30/2018 116367590 -Saratoga Sunnyvale Rd and Hwy 85, Traffic Signal $55.84 Import - 51772 08/30/2018 116367605 -E37C1 Prospect and Rte 85, Traffic Signal $62.99 Import - 51773 08/30/2018 116367610 -E37R6 Kentwood/S. De Anza Blvd, Traffic Signal $62.04 Import - 51774 08/30/2018 116367615 -Fallenleaf Ln and S De Anza Blvd, Traffic Signal $67.07 Import - 51775 08/30/2018 116367620 -S De Anza Blvd and Sharon Dr , Irrigation Controller $16.66 Import - 51776 08/30/2018 116367625 -Stevens Creek Blvd Orange S/W Cor, Irrigation Control $10.51 Import - 51777 08/30/2018 116367628 -N/W corner Alpine Dr and Foothill Blvd, Irrigation Co $10.53 Import - 51778 08/30/2018 116367630 -22100 Stevens Creek Blvd, Golf Pro Shop $398.79 Import - 51779 08/30/2018 116367648 -Linda Vista Park/Linda Vista Dr, Irrigation Control $123.37 Import - 51780 08/30/2018 116367656 -Scofield and De Anza, 100HP $11.95 Import - 51781 08/30/2018 116367677 -De Anza and Lazaneo, Sprinkler System $10.67 Import - 51782 08/30/2018 116367685 -Ruppell Pl and Moltzen Dr, Sprinkler Control $82.92 Import - 51783 08/30/2018 116367740 -Carmen Rd and Stevens Creek S/E corner, Irrigation Co $10.51 Import - 51785 08/30/2018 116367763 -10630 S De Anza Blvd, Holiday Lighting $10.51 Import - 51786 08/30/2018 116367782 -N/S Stevens Creek Blvd in front of 20301, Irrigation $10.53 Import - 51787 08/30/2018 116367793 -101 Skyport Dr, DG A, San Jose, PGandE-Owned St/Highw $830.64 Import - 51788 08/30/2018 116367815 -19784 Wintergreen Dr $497.76 Import - 51790 08/30/2018 116367836 -De Anza Blvd E/S S/O Lazaneo, Sprinkler Control $10.61 Import - 51791 08/30/2018 116367840 -community ctr -NEW $10,142.59 Import - 51792 08/30/2018 116367902 -10246 Parkside Ln, Wilson Pk Sprinklers,Snack Shack,I $343.21 Import - 51793 08/30/2018 116367907 -S/W Corner Stelling and Green leaf, Traffic Signal $64.31 Import - 51794 08/30/2018 116367910 -Foothill Blvd 100' N/O Starling E/S, Irrigation Contr $10.51 Import - 51795 08/30/2018 116367925 -22601 Voss Ave, Outdoor Lighting-MV Park $24.47 Import - 51796 08/30/2018 116367941 -7548 Donegal Dr, Irrigation Control /Hoover Park $11.22 Import - 51798 08/30/2018 116367988 -21710 McClellan Rd, Playground Reception Area $10.53 Wednesday, September 19, 2018 Pages: 10 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 77 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717176 09/14/2018 Open Accounts Payable PLEASANTON TRUCKING, INC.$2,507.00 Invoice Date Description Amount 114806829 09/05/2018 Grounds Neighborhood Parks: Infield Mix $2,507.00 717177 09/14/2018 Open Accounts Payable PRN INTERMEDIATE HOLDCO INC. & SUBS $135.00 Invoice Date Description Amount 18080046 08/31/2018 Ergo Evaluation - Iqraam Nabi for comparison $135.00 717178 09/14/2018 Open Accounts Payable ROGER LEE $107.00 Invoice Date Description Amount RogerL082918 08/29/2018 APWA Conference Reimbursment Kansas City, 8.25.18-8.29.18 $107.00 717179 09/14/2018 Open Accounts Payable RONALD D OLDS $2,035.00 Invoice Date Description Amount 5225 08/28/2018 Control Room UPS Upgrade Project $592.00 5226 09/02/2018 Rack D Project: installation of equipment $999.00 5227 09/09/2018 De-install office area AV rack $444.00 717180 09/14/2018 Open Accounts Payable ROYAL COACH TOURS $4,831.00 Invoice Date Description Amount 14529 09/12/2018 Charter ID #14529 On Your Feet 10/3/18 $1,127.40 14920 09/12/2018 Charter ID #14920 Fleet Week Cruise 10/7/18 $1,548.20 14520 09/12/2018 Charter ID #14520 Animal Adventures 10/16/18 $1,028.00 14530 09/12/2018 Charter ID #14530 The Musical Waitress 10/31/18 $1,127.40 717181 09/14/2018 Open Accounts Payable RPM EXTERMINATORS INC $1,750.00 Invoice Date Description Amount 0069870 08/13/2018 Facilities: Senior Center Bird Control $375.00 0069883 08/17/2018 Facilities: Monta Vista - Insect Bait $325.00 0069470 08/30/2018 Facilities: Change Bait $1,050.00 717182 09/14/2018 Open Accounts Payable SAIZ , AARON $140.00 Invoice Date Description Amount AaronS060618 06/06/2018 Pesticide Exam and License Reimbursement $140.00 717183 09/14/2018 Open Accounts Payable SAN JOSE WATER COMPANY $1,491.15 Invoice Date Description Amount Import - 51583 08/30/2018 2288800000-1 - 8306 Somerset Park $1,491.15 717184 09/14/2018 Open Accounts Payable SANTA CLARA CNTY CLERK/RECORDER $100.00 Invoice Date Description Amount R-2018-43 09/11/2018 exempt filing $50.00 RM-2018-15 09/11/2018 exempt filing $50.00 717185 09/14/2018 Open Accounts Payable SANTA CLARA CNTY CLERK/RECORDER $3,218.00 Invoice Date Description Amount SPA-2017-01 09/11/2018 EIR filing fee $3,218.00 Wednesday, September 19, 2018 Pages: 11 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 78 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717186 09/14/2018 Open Accounts Payable SANTA CLARA VALLEY TRANS AUTHORITY $7,876.63 Invoice Date Description Amount 1800025014 08/31/2018 Billing No 13-AC2 Traffic Mitigation Improv/Rapid 523 Bus Stop $7,876.63 717187 09/14/2018 Open Accounts Payable SHN $6,616.00 Invoice Date Description Amount 1679851 08/24/2018 Hamilton 03/20/19 $6,616.00 717188 09/14/2018 Open Accounts Payable SILICON VALLEY COMMUNITY NEWSPAPERS $598.50 Invoice Date Description Amount 0001145159 08/31/2018 three garage sale ads in Cupertino Courier 8/1/18- 8/31/18 $598.50 717189 09/14/2018 Open Accounts Payable SMITH'S FAMILY OF COMPANIES, INC $185.00 Invoice Date Description Amount 47270 09/05/2018 Grounds Neighborhood Parks; 3 Oaks Park: Monthly Trapping $185.00 717190 09/14/2018 Open Accounts Payable SPRAY MART II $262.01 Invoice Date Description Amount 7296 08/22/2018 Street Sign Marking: Equipment Repair $262.01 717191 09/14/2018 Open Accounts Payable SSA LANDSCAPE ARCHITECTS INC $11,180.75 Invoice Date Description Amount 6220 08/26/2018 MRW Parking Lot Prof Services from 7.26.18-8.25.18 $11,180.75 717192 09/14/2018 Open Accounts Payable STAPLES BUSINESS ADVANTAGE $1,368.29 Invoice Date Description Amount 3386992436 08/15/2018 Office Supplies $453.58 3387361512 09/18/2018 General Supplies $57.18 3387361509 08/18/2018 paper for qcc $86.07 3387361510 08/18/2018 Credit for paper qcc ($43.03) 3386901429 08/14/2018 General Supplies $56.92 3386992434 08/15/2018 General and office supplies $59.32 3387099653 08/16/2018 Office Supplies $55.96 3387361508 08/18/2018 CREDIT PAPER FOR QCC ($43.03) 3387529696 08/21/2018 HOT CHOCOLATE $18.96 3388163075 08/28/2018 dish rack for qcc $22.01 3389078826 09/01/2018 poster printer paper $89.36 3389078832 09/01/2018 Office Supplies $190.36 3388227417 08/29/2018 office supplies $212.29 3387670211 08/23/2018 office supplies $36.18 3387978411 08/25/2018 Tea $5.99 3388316472 08/30/2018 Tea, Cream, Hand Wash $45.93 3388163076 08/28/2018 SUPPLIES- KITCHEN SUPPLIES $64.24 717193 09/14/2018 Open Accounts Payable STEVEN SCHARF $180.00 Invoice Date Description Amount StevenS082018 08/20/2018 Reimbursment for travel visa for Friendship City $180.00 Wednesday, September 19, 2018 Pages: 12 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 79 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717194 09/14/2018 Open Accounts Payable Strategic Economics Inc $8,015.00 Invoice Date Description Amount 1816.02 08/31/2018 economic study 2018/08 $8,015.00 717195 09/14/2018 Open Accounts Payable STUDIOS ARCHITECTURE $600.00 Invoice Date Description Amount 0111534 08/26/2018 De Anza Hotel #851 Design Review 2018/07 $600.00 717196 09/14/2018 Open Accounts Payable SUPPLYWORKS $455.77 Invoice Date Description Amount 452240047 08/23/2018 Facilities-Park Bathrooms : Janitorial Supplies $455.77 717197 09/14/2018 Open Accounts Payable SWANK MOTION PICTURES, INC.$1,050.00 Invoice Date Description Amount 2553605 08/17/2018 movies for neighborhood Events 08/25/18 $350.00 2550309 08/10/2018 movies for neighborhood Events 08/18/18 $350.00 2560303 08/30/2018 movies for neighborhood Events 08/08/18 $350.00 717198 09/14/2018 Open Accounts Payable SYSCO FOOD SERVICES OF SF $8.90 Invoice Date Description Amount 15010547S 08/10/2018 Sysco Food Services - August 2018 $8.90 717199 09/14/2018 Open Accounts Payable TARGET SPECIALTY PRODUCTS $226.65 Invoice Date Description Amount PI0858216 08/24/2018 Overpasses & Medians: Supplies $226.65 717200 09/14/2018 Open Accounts Payable TEAMVIEWER GMBH $2,207.24 Invoice Date Description Amount 2105155243 09/12/2018 Corporate Subscription Add-on plus Mobile 9/12/18 - 8/5/19 $2,207.24 717201 09/14/2018 Open Accounts Payable THE CALIFORNIA CHANNEL $253.34 Invoice Date Description Amount 19077 09/01/2018 California Channel monthly fee - Septmber 2018 $253.34 717202 09/14/2018 Open Accounts Payable THE HARKER SCHOOL $5,544.54 Invoice Date Description Amount 1006 09/04/2018 Bus transportation for Nature Camp field trips $1,695.45 1005 09/04/2018 Transportation for Summer Scienc Fun & Nature Camp field trips $3,849.09 717203 09/14/2018 Open Accounts Payable THE MERCURY NEWS $218.34 Invoice Date Description Amount 1435665-08132018 08/13/2018 Local Newspaper for QCC Lobby $218.34 717204 09/14/2018 Open Accounts Payable THE WILFRED JARVIS INSTITUTE $2,493.75 Invoice Date Description Amount 09032018KF 09/03/2018 August Staff Training 2018 $2,493.75 717205 09/14/2018 Open Accounts Payable THERMAL MECHANICAL, INC.$9,025.00 Invoice Date Description Amount 73912 08/31/2018 City Hall - Replaced Compressor to Chiller $9,025.00 717206 09/14/2018 Open Accounts Payable Tremco $410.00 Invoice Date Description Amount 95364077 08/27/2018 Sports Ctr-Trace Roof Analysis Core Evaluation $410.00 Wednesday, September 19, 2018 Pages: 13 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 80 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717207 09/14/2018 Open Accounts Payable Tripepi, Smith and Associates, Inc $1,475.00 Invoice Date Description Amount 3561 08/31/2018 City of Cupertino Newsletter Support $1,020.00 3560 08/31/2018 Cupertino Budget At A Glance $455.00 717208 09/14/2018 Open Accounts Payable U S HEALTHWORKS MEDICAL GROUP PC $112.00 Invoice Date Description Amount 3388281-CA 08/31/2018 TB SKIN TESTS $84.00 3391400-CA 09/05/2018 TB SKIN TESTS $28.00 717209 09/14/2018 Open Accounts Payable VAN METER WILLIAMS POLLACK LLP $2,490.00 Invoice Date Description Amount 1816-201808 08/31/2018 Westport #864 Design Review 2018/08 $2,490.00 717210 09/14/2018 Open Accounts Payable VERIZON WIRELESS $18.00 Invoice Date Description Amount 9812192234 08/04/2018 Verizon Phone Services for EOC 07/05/18-08/04/18 $18.00 717211 09/14/2018 Open Accounts Payable VKK SIGNMAKERS INC $10,247.43 Invoice Date Description Amount 14711 08/01/2018 Demo Garden Interpretive Signs $10,247.43 717212 09/14/2018 Open Accounts Payable WEST COAST CODE CONSULTANTS INC $28,160.00 Invoice Date Description Amount I-156-218-08-2 09/10/2018 AC2 #501 Plan Review 2018/08 $28,160.00 717213 09/14/2018 Open Accounts Payable WESTERN SITE SERVICES LLC.$1,930.00 Invoice Date Description Amount 6321 08/30/2018 Portable restrooms 08/27/18 Creekside Pk Neighborhood Events $467.90 6209 08/22/2018 Portable restrooms 08/17/18 Wilson Pk Neighborhood Events $671.10 6133 08/15/2018 Portable restrooms 08/10/18 Three Oaks Pk Neighborhood Events $395.50 6132 08/15/2018 Portable restrooms 08/7/18 Jollyman Pk Neighborhood Events $395.50 717214 09/14/2018 Open Accounts Payable WESTMORELAND, EVAN $750.00 Invoice Date Description Amount 51 09/04/2018 Control Room UPS upgrade project $420.00 52 09/10/2018 Biamp Programming; UPS upgrade project $330.00 717215 09/14/2018 Open Accounts Payable WHEELING PARK COMMISSION $2,177.41 Invoice Date Description Amount 082018 08/20/2018 2019 Event Management School $2,177.41 717216 09/14/2018 Open Accounts Payable WHOLE BRAIN HEALTH INITIATIVE $213.00 Invoice Date Description Amount 091118 09/11/2018 Brain Club Instruction (7.2-9.10) 17 Students $213.00 717217 09/14/2018 Open Accounts Payable WORLD JOURNAL SF LLC $450.00 Invoice Date Description Amount 2512007 09/06/2018 Garage sale ads - two 1/8 page ads 8/24/18-8/31/18 $450.00 Wednesday, September 19, 2018 Pages: 14 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 81 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717218 09/14/2018 Open Accounts Payable YORK INSURANCE SERVICES GROUP INC $2,208.17 Invoice Date Description Amount 500017992 09/01/2018 WORKERS COMP. Claims Admin. September 2018 $2,208.17 717219 09/14/2018 Open Accounts Payable AKKAWI, ZEINA $200.00 Invoice Date Description Amount 1439950 08/30/2018 QCC Rental Refunds $200.00 717220 09/14/2018 Open Accounts Payable AKKAWI, ZEINA $309.00 Invoice Date Description Amount 1439951 08/30/2018 QCC Rental Refunds $309.00 717221 09/14/2018 Open Accounts Payable Chen, Hsiang-Chun Niu $3,000.00 Invoice Date Description Amount 209763 09/10/2018 19670 Drake Dr. - Encroachment Bond - #209763 $3,000.00 717222 09/14/2018 Open Accounts Payable Chittajallu, Santha $3,860.00 Invoice Date Description Amount BS000026266 09/10/2018 20984 Alves Dr. - 10% FP Bond & Dev. Maint. Dpst. - BS26266 $3,860.00 717223 09/14/2018 Open Accounts Payable Farrales, Antonio $25.00 Invoice Date Description Amount 493462 09/12/2018 Sr Ctr Class Refunds $25.00 717224 09/14/2018 Open Accounts Payable Frangadakis, Kenneth $7,000.00 Invoice Date Description Amount 208280 09/10/2018 10601 S. De Anza Blvd. - Encroachment Bond - #208280 $7,000.00 717225 09/14/2018 Open Accounts Payable KIM, EUNOK $1,426.00 Invoice Date Description Amount 1442390 09/10/2018 QCC Class Refunds $1,426.00 717226 09/14/2018 Open Accounts Payable Norins, Arthur $500.00 Invoice Date Description Amount 493473 09/12/2018 Sr Ctr Rental Refunds $500.00 717227 09/14/2018 Open Accounts Payable Ridge Communications $3,000.00 Invoice Date Description Amount 215433 09/10/2018 De Anza Blvd/McClellan Rd (P2018-00032) - Enc Bond - #215433 $3,000.00 717228 09/14/2018 Open Accounts Payable Shah, Jasmina $1,000.00 Invoice Date Description Amount 217178 09/10/2018 10954 Stevens Canyon Rd - Encroachment Bond - #217178 $1,000.00 717229 09/14/2018 Open Accounts Payable South Bay Construction $10,000.00 Invoice Date Description Amount Refund 13120158 09/12/2018 TCO Refund 13120158/13120166 $10,000.00 717230 09/14/2018 Open Accounts Payable Tsao, Miranda $300.00 Invoice Date Description Amount 493015 09/07/2018 Sr Ctr Rental Refunds $300.00 Wednesday, September 19, 2018 Pages: 15 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 82 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 717231 09/14/2018 Open Accounts Payable VENTURE PLUMBING, INC $144.00 Invoice Date Description Amount 7705 09/10/2018 VENTURE PLUMBING, INC Inv#7705 Refund $144.00 717232 09/14/2018 Open Accounts Payable Wang, Ruiping $27,000.00 Invoice Date Description Amount 211694 09/10/2018 10721 Santa Lucia Rd - 90% Faithful Performance Bond - #211694 $27,000.00 717233 09/14/2018 Open Accounts Payable YANA MEZHER $115.00 Invoice Date Description Amount 77033 09/10/2018 Refunding for Gymnastics Class #77033, replace ck#716780 $115.00 Type Check Totals:126 Transactions $987,977.40 $55.00 $0.00 EFT 27936 09/11/2018 Open Accounts Payable EMPLOYMENT DEVEL DEPT $34,484.67 Invoice Date Description Amount 08312018 08/31/2018 CA - CA State Tax $34,484.67 27937 09/11/2018 Open Accounts Payable IRS $114,328.23 Invoice Date Description Amount 08312018 08/31/2018 FED - Federal Tax*$114,328.23 27938 09/11/2018 Open Accounts Payable EMPLOYMENT DEVEL DEPT $1.05 Invoice Date Description Amount 09012018 09/01/2018 CA - CA State Tax $1.05 27939 09/11/2018 Open Accounts Payable IRS $121.54 Invoice Date Description Amount 09012018 09/01/2018 MED - Medicare Tax*$121.54 27940 09/13/2018 Open Accounts Payable P E R S $357,073.67 Invoice Date Description Amount 2019-00000578 08/31/2018 0541 - *PERS Employee Tier 2*$357,073.67 27941 09/14/2018 Open Accounts Payable ACENAS, ALEX $55.00 Invoice Date Description Amount AlexA081318 09/06/2018 Cell Phone Reimbursement, 7.14.18-8.13.18 $55.00 27942 09/14/2018 Open Accounts Payable ANGELA TSUI $330.00 Invoice Date Description Amount EriksDeli_090618 09/06/2018 Refreshments for CBPWG Monthly Lunch Meeting $300.00 LAC_090718 09/06/2018 Chamber LAC Meeting - Angela and Jaqui $30.00 27943 09/14/2018 Open Accounts Payable CLIFF MABUTAS $49.20 Invoice Date Description Amount CliffM081218 08/12/2018 Cell reimbursement 7/13-8/12/18 $49.20 27944 09/14/2018 Open Accounts Payable GOLDFARB & LIPMAN $1,304.00 Invoice Date Description Amount 128077 08/23/2018 Westport #864 Legal Fees 2018/07 $1,304.00 27945 09/14/2018 Open Accounts Payable GRACE SCHMIDT $55.00 Invoice Date Description Amount GraceS09042018 09/07/2018 Cell Phone Reimbursement 8/5/18 to 9/4/18 $55.00 Wednesday, September 19, 2018 Pages: 16 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 83 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference 27946 09/14/2018 Open Accounts Payable JASON FAUTH $55.00 Invoice Date Description Amount JasonF091918 09/19/2018 Cell reimbursement 8/20-9/19/18 $55.00 27947 09/14/2018 Open Accounts Payable LAW OFFICES OF BURKE, WILLIAMS & SORENSEN $21,000.35 Invoice Date Description Amount 231121 09/10/2018 AC2 #501 Legal Fees 2018/08 $118.00 230975 08/31/2018 Vallco #805 Legal Fees 2018/07 $20,882.35 27948 09/14/2018 Open Accounts Payable LINDA RIOS $2,400.00 Invoice Date Description Amount 1249 08/31/2018 Youth Outreach Services- August 2018 $2,400.00 27949 09/14/2018 Open Accounts Payable M-GROUP $13,282.00 Invoice Date Description Amount 1000471 07/31/2018 For professional services through 07/31/2018 $1,208.00 1000472 07/31/2018 For professional services through 07/31/18 $5,535.00 1000473 07/31/2018 For professional services through 07/31/2018 $1,984.00 1000481 08/31/2018 Vallco Town Center SB35 #852 Planning Consulting 2018/08 $4,555.00 27950 09/14/2018 Open Accounts Payable MOSLEY, CHAD , E $353.95 Invoice Date Description Amount ChadM082018 09/06/2018 Cell phone reimbursement, 6.21.18-8.20.18 $110.00 ChadM082918 09/06/2018 APWA Conference Reimbursment Kansas City, 8.25.18-8.29.18 $243.95 27951 09/14/2018 Open Accounts Payable SHUTE, MIHALY & WEINBERGER LLP $4,181.90 Invoice Date Description Amount 257275 08/27/2018 AC2 #501 Legal Fees 2018/07 $806.90 257281 08/27/2018 Cupertino Village Hotel #812 Legal Fees 2018/07 $3,375.00 27952 09/14/2018 Open Accounts Payable TIMM BORDEN $1,031.88 Invoice Date Description Amount TimmB082918 08/29/2018 APWA Conference Reimbursment Kansas City, 8.25.18-8.29.18 $976.88 TimmB082418 08/24/2018 Cell Phone Service Reimbursement;7.25.18-8.24.18 $55.00 Type EFT Totals:17 Transactions $550,107.44 Main Account - Main Checking Account Totals Checks Status Count Transaction Amount Reconciled Amount Open 125 $987,922.40 $0.00 Reconciled 1 $55.00 $55.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 126 $987,977.40 $55.00 EFTs Status Count Transaction Amount Reconciled Amount Open 17 $550,107.44 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 17 $550,107.44 $0.00 Wednesday, September 19, 2018 Pages: 17 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 84 Number Date Status Void Reason Reconciled/ Voided Date Source Payee Name Transaction Amount Reconciled Amount Difference All Status Count Transaction Amount Reconciled Amount Open 142 $1,538,029.84 $0.00 Reconciled 1 $55.00 $55.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 143 $1,538,084.84 $55.00 Grand Totals: Checks Status Count Transaction Amount Reconciled Amount Open 125 $987,922.40 $0.00 Reconciled 1 $55.00 $55.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 126 $987,977.40 $55.00 EFTs Status Count Transaction Amount Reconciled Amount Open 17 $550,107.44 $0.00 Reconciled 0 $0.00 $0.00 Voided 0 $0.00 $0.00 Total 17 $550,107.44 $0.00 All Status Count Transaction Amount Reconciled Amount Open 142 $1,538,029.84 $0.00 Reconciled 1 $55.00 $55.00 Voided 0 $0.00 $0.00 Stopped 0 $0.00 $0.00 Total 143 $1,538,084.84 $55.00 Wednesday, September 19, 2018 Pages: 18 of 18user: Zeng Wang Payment Register **LIVE** Cupertino **LIVE** From Payment Date: 9/8/2018 - To Payment Date: 9/14/2018 85 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:118-4564 Name: Status:Type:Consent Calendar Agenda Ready File created:In control:11/1/2018 City Council On agenda:Final action:11/20/2018 Title:Subject: Declare weeds to be a public nuisance and set hearing date of January 15 to consider objections for proposed removal Sponsors: Indexes: Code sections: Attachments:Staff Report A - Draft Resolution B – 2018 Cupertino Commencement Report Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Declare weeds to be a public nuisance and set hearing date of January 15 to consider objections for proposed removal Adopt Resolution No. 18-111 declaring weeds to be a public nuisance and setting a hearing date of January 15 to consider objections to proposed removal CITY OF CUPERTINO Printed on 11/15/2018Page 1 of 1 powered by Legistar™86 CITY COUNCIL STAFF REPORT Meeting: November 20, 2018 Subject Declare weeds to be a public nuisance and set hearing date of January 15 to consider objections for proposed removal Recommended Action Adopt Draft Resolution declaring weeds to be a public nuisance and setting a hearing date of January 15 to consider objections to proposed removal. Discussion Chapter 9.08 of the Cupertino Municipal Code requires property owners to remove or destroy weeds on their property for fire protection. The weed abatement process is in place to notify the property owners of this responsibility, authorize the County to remove the weeds if the property owner doesn’t, and allow the County to recover the costs of abatement. *Please note that any fees waived by the Council will be billed to the City by the County to cover their cost of servicing the property. The process consists of eight steps that begin in November and go through August of each year. At this time the process is at Step No. 2 on the list. 1. County prepares a report of all properties that have been non-compliant in removing weeds in the last three years and provides that report to the City (Nov). 2. City Council adopts a resolution declaring weeds a nuisance and setting a hearing date to hear objections by property owners to having their name on the report (Attachment B) (Dec). 3. County sends notice to the property owners on the report notifying them of the hearing date and explaining that they must remove weeds by the abatement deadline of April 30 or it will be done for them, and the cost of the abatement plus administrative costs assessed to their property (Dec). 87 4. City Council holds the hearing to consider objections by property owners and adopts a resolution ordering abatement (Jan). 5. County sends a courtesy letter to property owners on the report notifying them again of the abatement deadline and noting that they will work with the property owner to be sure the weeds are removed (Jan). 6. After April 30, the properties are inspected by the County to verify that weeds were removed and proceeds with abatement if the inspection fails. County makes an assessment report of all costs associated with the abatement and provides that report to the City (June-July). 7. City notifies the property owners on the assessment report notifying them of the hearing date. (July-Aug). 8. City Council holds a hearing, notes any disputes, and adopts a resolution putting a lien assessment on the properties to allow the County to recover the cost of weed abatement (July-Aug). _____________________________________ Prepared by: Kirsten Squarcia, Deputy City Clerk Reviewed by: Grace Schmidt, City Clerk Approved for Submission by: Amy Chan, City Manager Attachments: A - Draft Resolution B – 2019 Cupertino Commencement Report 88 RESOLUTION NO. 18- A RESOLUTION OF THE CUPERTINO CITY COUNCIL DECLARING WEEDS ON CERTAIN DESCRIBED PROPERTY TO BE A PUBLIC NUISANCE AND SETTING A HEARING FOR OBJECTIONS TO PROPOSED REMOVAL WHEREAS, weeds as described in Chapter 9.08 of the Cupertino Municipal Code are growing in the City of Cupertino upon certain streets, sidewalks, highways, roads and private property; and WHEREAS, said weeds are undesirable, noxious, and dangerous and due to their rapid growth are or may become a fire menace; as such, said weeds constitute a public nuisance under state law and Chapter 9.08 of the Cupertino Municipal Code; and WHEREAS, property owners and other persons occupying or having charge or control of any building, lot, or premises within the City are required to remove weeds in accordance with the provisions of Chapter 9.08 of the Cupertino Municipal Code; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cupertino as follows: 1. Weeds growing upon any private property or in any street or alley within the City in violation of Cupertino Municipal Code, Chapter 9.08 constitute a public nuisance; 2. The weeds found on the streets, sidewalks, highways, roads and private property, which are identified by common names or by reference to the tract, block, lot, code area, and parcel number on the report prepared by the County Agricultural Commissioner and attached hereto, are declared to be a public nuisance; 3. That the 15th day of January, 2019, at the hour of 6:45 p.m., or as soon thereafter as the matter can be heard, in the Council Chamber in the Community Hall, City of Cupertino, is hereby set as the time and place where all property owners having any objections to the proposed removal of such weeds may be heard; 89 Resolution No. 18- Page 2 4. That the Agricultural Commissioner is hereby designated and ordered to give notice of the adoption of this resolution, in the manner and form provided in Chapter 9.08 of the Cupertino Municipal Code. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 20th day of November, 2018, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: ______________________ ________________________________ Grace Schmidt, City Clerk Darcy Paul, Mayor, City of Cupertino 90 2019 WEED ABATEMENT PROGRAMCOMMENCEMENT REPORTCITY OF CUPERTINOSitus APN CITy/STATE10531 POKTAL AV 316-30-102 TANG, GEORGE AND TSAO, JLTNG 1053I PORTALA\TN CUPERTINO CA 95014-244719641 DRAKE DR 316-32-028 YOT]NG, KATHY AND EDBERG, 1964I DRAKE DR CUPERTINO CA 95014-2433O 326.07-035 PACIFIC GAS AND ELECTRIC CO 1 I I ALMADEN BLVD SAN JOSE CA 95 I I5-OOO510337 GLENCOE DR 326-30-083 ANDREWS, JOYCE H TRUSTEE 20643 CHERYL DR CUPERIINO CA 95014-290910467 GLENCOE DR 326-30-106 DAMASKROBERTT POBOX24}I CUPERTINO CA 9501510712 PEBBLE PL 326-43-044 WINGEI CHARLES MAND 10712 PEBBLE pL CUPERTINO CA 95014-1333O STEVENS BL 342-13-A12 DEANEANDDEANEINC 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JALILI,WANG, NADIAJAND XING, PEIGUO, XIANZHENG AND YAN, DONGMC GRATH, PATRICK WLU, YING-WULIANG, WAN HARCINDY TRUSTEEAITIA, MAGED AAND BEDAI&HUANG, CHANG-KAI AND TSENG,CHOI,IHNAEE AND CHO, SLINGruNIE, XIAOQIONGCHOONG, PHILIP TAND HSIA SZHANG, YUAN AND CHEN, FENNAFAULKNE& BARBARA JEANNE ETALLEE, YU-MING AND MING-TZUNGCACACACACACACACACACACACACACACACACACACACACACACA94309-242295014-367095014-36349s0r4-3634950t4-190495123-433294s39950 l4-363 I95014-36309408695014-380895014-383994309-242294s399s014-38379408s-344995014-382295014-38149s014-36s294022-323595014-3650950t4-384695014-381869 records of 78Santa Clara County Weed Abatement ProgramPage 393 2019 WEED ABATEMENT PROGRAMCOMMENCEMENT REPORTCITY OF CUPERTINO108011063010616l 887010657l 89301073210627t9200GASCOIGNECARVERCARVERTUGGLEMORENGOTUGGLEMORENGOCULBERTSONTILSONDR 375-31-027DR 375-32-020DR 375-32-021AV 375-32-424DR 375-34-013AV 375-34-045DR 375-35-059DR 375-36-027AV 37540-0614231 NORWALK DREEIOI0PoBox242210616 CARVERDRI8870 TUGGLEAV10657 MORENGO DR16230 AZALEAWY10732 MORENGO DR1184 VALELAKE CTI92OO TILSONAVCITY/STÄTESAN JOSEPALOALTOCUPERTINOCUPERTINOCUPERTINOLOS GATOSCUPERTINOSLINNYVALECUPERTINOAGARWAL, SANJAY TRUSTEE & ETMC GRATH, PAIRICK WYETTAW JERzu LAND JACKIEADELA CRUZ, SHERWIN PETER LORTIZ, ROSAF ETALSHEN & TIAN LLCZHANG, JIANYONG AND XIAO, YANMC GRATH, PATRICK WLEE, JOHN C AND NGUYEN, NGOCCACACACACACACACACA9st2994309-242295014-360795014-362695014-35 l395032-3622950r4-351594089-20329s014-3s2978 records of 78Santa Clara County Weed Abatement ProgramPage 494 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:118-4509 Name: Status:Type:Ordinances and Action Items Agenda Ready File created:In control:10/22/2018 City Council On agenda:Final action:11/20/2018 Title:Subject: Guidelines for an 18-month pilot program to enable bicycle sharing systems to operate within Cupertino, subject to City criteria regarding parking, quality of bicycles, and other factors. Sponsors: Indexes: Code sections: Attachments:Staff Report A - Draft Pilot Bicycle Sharing Guidelines B - Draft Resolution Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Guidelines for an 18-month pilot program to enable bicycle sharing systems to operate within Cupertino, subject to City criteria regarding parking, quality of bicycles, and other factors. Adopt Resolution No. 18-112, " A Resolution of the City Council of Cupertino approving guidelines enabling an 18-month pilot program for dockless bicycle sharing." CITY OF CUPERTINO Printed on 11/15/2018Page 1 of 1 powered by Legistar™95 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: November 20, 2018 Subject Guidelines for an 18-month pilot program to enable bicycle sharing systems to operate within Cupertino, subject to City criteria regarding parking, quality of bicycles, and other factors. Recommended Actions Adopt Resolution No. 18-XXX, “A Resolution of the City Council of Cupertino approving guidelines enabling an 18-month pilot program for dockless bicycle sharing.” Background In the United States, bicycle sharing programs initially emerged with a model where cities purchased capital equipment and paid operating fees, often to a contracted vendor, to manage program operations and maintenance. Such systems, now referred to as legacy systems, use point-to-point systems where bicycles are checked-out from one docking station and returned to another station at the end of a trip. Many large cities continue to use this type of bicycle share system, often subsidized through corporate sponsorship or public grant funds. These types of systems account for the majority of bicycle share trips in the United States according to the National Association of City Transportation Officials (NACTO). Over the last several years, the bicycle sharing industry has been upended by new entrants that use a different business model, whereby private funding covers all capital expenses and vendors operate and maintain their own private fleets. This type of bicycle sharing program utilizes GPS-enabled smart bicycles that often lock internally and no infrastructure is required in the public right-of-way. Fees charged by dockless bicycle share companies are generally lower than fees charged by legacy point-to-point bicycle share systems, although increased competition will likely lead to lower fares among legacy systems. These human-powered, dockless bicycle sharing systems have exploded in popularity across the county, with approximately 44,000 bicycles in operation nationwide, accounting for 44% of the total bicycle sharing fleet in the nation. Many companies are 96 now transitioning to electric-assist bicycles, and a combination of human-powered and electric bicycles to vary their fleet. Some dockless bicycle share vendors reduce operating costs by using their clients to help recharge electric bicycles, versus using paid staff, and reducing the need for company vehicles to collect and recharge e-bicycles. In addition, the nature of free floating bicycle share is such that the rebalancing (an industry term meaning redistribution of bicycles among stations to ensure availability) is not needed as often. The bicycles have been manufactured to minimize the need for routine maintenance, with features such as solid rubber tires and belt-drive systems that do not require frequent maintenance. The bicycles are manufactured in large volumes, primarily in China, and the production cost has dropped significantly due to the scale in which they are now produced and deployed around the world. For government agencies, the primary appeal of this type of bicycle sharing system is that all costs are covered by private funds, with no public funds and minimal staff time required, primarily relating to the processing of permit applications. In addition, no lengthy process for station siting is required. Initially with the rollout of dockless bicycle share, many cities experienced issues with bicycle durability, congested and problematic parking, and obstructed walkways and driveways. Over the course of the last 1-2 years, several cities have enacted bans, followed by ordinances to regulate dockless bicycle share and address public nuisances arising from dockless bicycle share. Most vendors now encourage users to park considerately, comply with city regulations, and follow the rules of the road when riding. In addition, most companies have improved the quality and durability of bicycles, now complying with national and international quality and safety standards. Evolution of Bicycle Share Technology Dockless bicycle sharing systems have proliferated worldwide, providing first/last mile mobility solutions for little to no cost to municipalities. The bicycles lock internally and can be parked at public bicycle racks or on City sidewalks. Without the need to limit bicycle parking to available docking stations, users can now ride bicycles to their final destination. This model allows for a much broader coverage area and is especially appealing in less densely populated areas. Some of the early entrants to the dockless bicycle share industry have left the US market and significantly scaled back operations. Consolidation has also occurred within the industry with companies such as Alphabet, Uber and Lyft investing heavily in shared mobility. Lyft recently launched its own e-scooter system in Denver, CO and Santa Monica, CA. Many bicycle share companies that also operate shared e-scooters are now focusing more heavily on the e-scooter portion of their business as this segment is showing the fastest growth with a much higher ridership than bicycle share. However, companies such as Lime and Jump have expressed interest in operating electric -assist bicycle sharing programs in Cupertino. In addition, Lyft has recently entered the bicycle 97 sharing space with its acquisition of Motivate, LLC, which owns and operates bicycle sharing systems nationwide. Dockless bicycle sharing companies have been heavily invested in, and in some cases acquired outright by rideshare companies such as Lyft and Uber. These companies are now providing multiple private transportation services such as ride-share, bicycle- share, and e-scooter sharing all within the same App. Users gain access to bicycles by downloading a mobile App, entering payment information, and tapping to unlock a bicycle. At the end of a trip users park at a bicycle rack or in the furniture zone of a sidewalk and end the trip in the App to end billing and lock the bicycle. Lime charges $1 to unlock an electric-assist bicycle, and $.15 cents per minute to ride. Jump charges users $2 for the first 30 minutes and $.07 per minute thereafter. Each vendor’s customer service department phone number is printed onto the bicycles should users have questions. Mobile Apps include Agreements an d Terms of Service, which requires users be 18 years of age and possess a valid driver’s license. Funding Responsibility Bicycle sharing companies now cover all capital costs relating to their systems, offering the potential for quick implementation on a significant scale without any direct cost to government agencies. The business model is based on heavy private investment, sponsorship and user fees. Local agencies may incur some administrative costs in regulating the bicycle sharing systems but are not being asked to contribute funding to purchase or lease the bicycles or to supplement the user fees. Administrative costs are not anticipated to exceed $2,500 annually. Government Role Many cities are now permitting privately-funded bicycle sharing systems through a regulatory framework, rather than procuring bicycle sharing services as was previously common prior to the emergence of dockless bicycle sharing. NACTO has formed a committee to discuss bicycle sharing systems regulations and City staff participates in this ongoing effort. In June 2018 NACTO released Guidelines for the Regulation and Management of Shared Active Transportation, which has helped to inform the proposed draft pilot program guidelines. Examples of dockless bicycle sharing systems permitted through a regulatory framework include:  Mountain View, CA: The City of Mountain View is half way through a pilot program for dockless bicycle share that allows for a total of 800 bicycles with restricted and geo-fenced parking areas along Castro Street and other locations with high pedestrian activity. Lime Bicycle is currently operating e-bicycles and the pilot program concludes on May 8, 2019. Mountain View staff will assess the 98 success of the program at the end of the pilot and may consider making the program permanent.  Seattle, WA: Seattle has 10,000 bicycles in operation among various vendors and that number may soon grow to 20,000 bicycles. Seattle has the largest dockless bicycle fleet in the nation. After a successful pilot program in 2017, Seattle’s City Council adopted permanent guidelines and a permit process to regulate vendors and ensure compliance with City standards. Discussion The recommended action will authorize staff to create a permit process to create an 18- month pilot program to allow for dockless bicycle share in Cupertino. The proposed guidelines are intended to protect the City from potential nuisances related to bicycle parking clutter and blocking of ADA pathways, while providing an alternative transportation option for residents and visitors that can reduce local congestion and greenhouse gas emissions. Minimum/Maximum Number of Bicycles & Participating Vendors Staff recommends that each operator be required to provide a minimum number of 100 bicycles to participate in the pilot program. This operator minimum helps to ensure that operators have adequate staff resources for rebalancing (refers to the redistribution of bicycles to reduce bunching in popular locations) bicycles and responding to customer service calls for repairs or damaged bicycles. Staff is not recommending a numeric cap on the total number of bicycles at this time, or a cap on the total amount of vendors that may participate in the pilot program. Private vendors use metrics such as overall population, density, transit access and other factors to determine the number of bicycles needed for a given area. Staff does not anticipate that Cupertino will attract an over - abundance of bicycles given the City’s land use patterns, density, and activity centers. Two companies have expressed interest in operating in Cupertino, which focus primarily on electric-assist bicycles. E-Scooters The pilot does not include e-scooter systems which have proliferated nationwide over the last year. Staff is continuing to assess whether e-scooters are appropriate for Cupertino and will return to council at a future date with additional information once industry best practices have been established to mitigate many of the current issues being faced by communities across the country. Safety, Operating & Performance Requirements City requirements for each bicycle and e-bicycle pertain to parking, safety features, operating requirements, data collection, and customer service performance standards. Requirements include quickly relocating bicycles parked inappropriately, rebalancing 99 bicycles if clustered in one geographic area, among others to ensure an orderly program. The City’s permit would also include detailed provisions for insurance, indemnification, cost recovery fees, and the ability to terminate. Vendors must indemnify the City from all liabilities, claims, causes of action, judgements, etc., from any injury arising from the use of a bicycle share system in the public right of way. Fees & Revenues The attached guidelines contain a non-refundable encroachment permit fee of $1,200 per vendor, along with a $25 per-bicycle fee for each bicycle permitted through the Cupertino bicycle sharing pilot program. These cost -recovery fees are consistent with other comparably-sized cities with dockless bicycle sharing programs, such as Mountain View, and others nationwide. Per-bicycle fees range from as little as $10-12 per-bicycle to as much as $130 per-device (in Los Angeles). Revenues collected will help cover staff time to manage the program, create consolidate parking areas if needed, and add bicycle parking citywide to support the program. Since this program is proposed as a pilot program with revocable permits, if the program is causing enforcement and other nuisance administrative time, then staff will recommend revoking an individual permit or ceasing the program altogether, so $25 per-bicycle fee is anticipated to be adequate to cover administrative costs and still low enough to incent entries into the pilot program. The initial $1,200 encroachment permit fee in intended to cover the staff costs to issue the initial permits with each vendor. Staff will setup a separate cost accounting system to track revenues and expenditures for this program. Duration of Pilot An 18-month pilot program anticipated to begin on February 1, 2019, will allow the City to test bicycle sharing in Cupertino, assess the quality and popularity of various vendors, and collect and analyze data upon conclusion of the pilot program. Prior to the conclusion of the pilot, staff will return to City Council with a report, and if the program is successful will bring forward permanent guidelines for adoption. Sustainability Impact Bicycle sharing systems are consistent with the City’s Climate Action Plan, specifically Measure CT-2, “Develop a Bicycle-share Program.” Bicycle share has emerged as an important area of regional collaboration. Bicycle sharing systems can help to reduce transportation related greenhouse gas emissions, reduce local traffic congestion, and make cycling a transportation mode more convenient for residents. Fiscal Impact Under the proposed 18-month pilot program minimal costs are anticipated, primarily for Staff time issuing permits. The proposed encroachment permit and per-bicycle fees are anticipated to cover the minimal administrative costs. If the administration cost becomes more than anticipated, staff will recommend changes or termination of the 100 pilot program. Some additional staff time may be required if the City desires to establish designated parking areas such as bicycle racks and corrals, however this is not likely to exceed $3,000 and will serve city-wide bicycle parking needs, not only bike share bicycles. It is anticipated existing Transportation Division staff can manage the program using existing resources. A fee for a Public Works Department encroachment permit issued to each vendor will be collected for cost recovery of staff time to manage the program. _____________________________________ Prepared by: Chris Corrao, Senior Transportation Planner Reviewed by: Timm Borden, Director of Public Works Approved for Submission by: Amy Chan, Interim City Manager Attachments: A – Draft Pilot Bicycle Sharing Guidelines B – Draft Resolution 101 Cupertino Dockless Bicycle Sharing Pilot Program Guidelines 1 City of Cupertino Dockless Bicycle Sharing 18-Month Pilot Program Guidelines I. Policy Statement and Purpose The purpose of this policy is to establish rules and regulations governing the operation of bicycle sharing systems within the City of Cupertino and to ensure that such systems are consistent with the safety and well-being of bicyclists, pedestrians, and other users of the public rights-of-way. These guidelines may be updated by Cupertino Public Works Transportation staff during the course of the 18-month pilot program should the need arise. The goal of the program is to encourage bicycle use as a transportation mode, and enhance mobility for all residents and visitors. II. Scope This policy applies to the deployment of any human-powered bicycle or electric assist/propulsion bicycle sharing systems within the City of Cupertino’s jurisdictional boundaries. No electric scooters or other e-mobility devices are permitted as part of this 18-month pilot program. The City will not restrict intercity trips originating outside of Cupertino, but vendors not permitted in Cupertino will need to retrieve bicycles and e-scooters that riders leave in the City. Non- compliance may result in a revocation of a permit, in which case all equipment must be removed by the vendor within 72 hours. III. Procedures Any person seeking to operate a bicycle share program within the City of Cupertino shall first obtain an encroachment permit from the Public Works Department conditioned on compliance with the guidelines contained herein and any other conditions established by the City of Cupertino. No person, corporation, association or any other organization shall operate a bicycle share program within the City of Cupertino except pursuant to such permit. Vendors may not deploy in Cupertino without a permit. Permits issued for this program last for the duration of the 18-month pilot program, subject to section IV. h, of these guidelines, below. Permits cannot be transferred or shared among vendors. The estimated start date of the pilot program is February 1, 2019. IV. Operating Regulations a. All bicycles must meet the safety standards outlined in ISO 43.150 – Cycles, as well as the standards outlined in Code of Federal Regulations Title 16, Chapter II, Subchapter C, Part 1512 – Requirements for Bicycles. In addition, all bicycles shall meet the standards established in CVC section 21201, including for lighting during operation in darkness. 102 Cupertino Dockless Bicycle Sharing Pilot Program Guidelines 2 b. Electric bicycles shall be “Class 1” or “Class 2” electric bicycles only, as defined in California Vehicle Code (CVC) section 312.5. c. Bikes must have always-on front and back lights that are visible from a distance of at least 300 feet under normal atmospheric conditions at night. d. Bicycles must have functioning bike bells, horns, or other audible devices for riders to use during operation. e. Permittees shall provide easily visible contact information, including toll-free phone number, QR code, and e-mail address, on each bicycle for members of the public to make relocation requests or to report other issues. f. Permittees have no maximum fleet size. Each applicant must include their overall fleet size on their application. Permittees shall notify the City of any plans to change fleet size and shall comply with any updated permit conditions prior to implementing the change. g. The minimum fleet size for each permittee is 100 bicycles. h. The City reserves the right to revoke a permit at any time during the pilot program and can require that a permittee’s fleet of bicycles be removed from the City right-of- way within 72 hours. i. E-scooters, drones, Vertical Take Off & Landing (VTOL) aircraft, and other aerial or terrestrial motorized mobility devices are not permitted as part of this pilot program. j. Helmet use is strongly encouraged but not required as part of the pilot program. V. Parking & Fleet Management The success of a bike share program in Cupertino will hinge on participating vendors’ ability to efficiently manage their fleets, both to ensure widespread coverage of the City and also to minimize impacts to neighborhoods and businesses. Cupertino has many neighborhoods with no parkway strip, and fleet management in those neighborhoods will be critical to maintain an orderly program. Communication between the vendor and its users will be necessary to encourage positive rider behaviors. a. Bicycles shall be parked upright on hard surfaces in the furniture zone of the sidewalk, at a bicycle rack, or in another area specifically designated for bicycle parking. Bicycles shall not be parked in: 1. the landscaped areas of furniture zones; 2. Transit loading areas, including bus stops, shelters, bus layover and staging zones, except at existing bicycle racks; 3. Loading zones; 4. Disabled parking zone; 5. Street furniture that requires pedestrian access (for example - benches, parking pay stations, bus shelters, transit information signs, etc.); 103 Cupertino Dockless Bicycle Sharing Pilot Program Guidelines 3 6. Curb ramps; 7. Entryways; and 8. Driveways. b. Bicycles shall not be parked in such a manner as to block the pedestrian clear zone area of the sidewalk; any fire hydrant, call box, or other emergency facility; bus bench; or utility pole or box. c. Bicycles shall not be parked in such a manner as to impede or interfere with the reasonable use of any commercial window display or access to or from any building. d. Bicycles shall not be parked in such a manner as to impede or interfere with th e reasonable use of any bicycle rack or news rack. e. The City of Cupertino Transportation Manager reserves the right to:  Determine certain areas where free-floating bicycle share is prohibited (if deemed to be necessary); and  Create geo-fenced parking locations where bicycles shall be parked (if deemed to be necessary). f. Bicycles may only be parked in on-street parking spaces when specifically designated by signage or road stenciling. g. To the extent a permittee desires to park bicycles in areas other than the public right-of-way (e.g. parks, plazas, parking lots, private property, or transit stations), the permittee must first obtain the right to do so from the appropriate City department, property owner, or public agency and shall communicate this right to users through signage approved by the respective entity and/or through a mobile or web application. h. Vendors shall work with city staff to minimize parking concerns in low- density residential areas. VI. General Operations a. Permittees shall maintain a 24-hour customer service phone number for customers to report safety concerns, complaints, or to ask questions. b. We encourage vendors to make their bicycles available for free in the event of an earthquake or other significant emergency if ordered by the Mayor. c. In the event a safety or maintenance issue is reported, the bicycle in question shall immediately be made unavailable to users via mobile App and then shall be physically removed for repair within the timeframes noted in Section IV, subsection h. Any inoperable or unsafe bicycle shall be repaired before it is put back into service. d. Permittees shall respond to requests for rebalancing (refers to the redistribution of bicycles to ensure widespread coverage while reducing bunching of bicycles in popular locations), reports of incorrectly parked bicycles, or repair requests within the following timeframes: (1.) From 6:00 am to 6:00 pm on weekdays, not including 104 Cupertino Dockless Bicycle Sharing Pilot Program Guidelines 4 holidays: within two hours of receiving notice, (2.) all other times: within 10 hours of receiving notice. Bicycles flagged for repair shall be removed from service immediately via App and physically removed for repair within 72 hours of receiving notice. e. In the event a bicycle is not relocated, re-parked, or removed for maintenance within the timeframes specified herein, such bicycles may be removed by City of Cupertino crews and taken to a City facility for storage at the expense of the permittee. A $25 per-bicycle fee will be assessed to vendors to recover confiscated equipment. f. Permittees shall work with local businesses or other organizations to promote the use of bicycle helmets by system users through partnerships, promotional credits, and other incentives. VII. Insurance Requirements Through the pilot program, the City shall be held harmless from liability for all operations of vendor’s services. The vendor shall continuously maintain throughout the entire pilot program, at no expense to the City, the following insurance coverage and limits of liability: 1. Commercial General Liability (CGL) written on an occurrence form at least as broad as ISO CG 00 01, with Minimum Limits on Liability: $1,000,000 per Occurrence; $3,000,000 General Aggregate; $3,000,000 Products-Completed Operations Aggregate; and $1,000,000 Personal/Advertising Injury Liability. Coverage shall include: Premises and Operations; Personal Injury and Advertising Liability; Independent Contractors; Severability of Interest Clause; General Aggregate Limits of Insurance shall apply separately; “Claims Made” and “Modified Occurrence” policy forms are not acceptable. 2. Umbrella or Excess Liability “follow form” insurance over primary CGL insurance limits in the amount of $3,000,000 per occurrence, Combined Single Limits, and $3,000,000 in the aggregate for each annual policy period. The required total minimum limits of liability may be satisfied with primary limits or any combination of primary and umbrella/excess limits. 3. Automobile Liability insurance for owned, non-owned, leased or hired vehicles, as applicable, written on a form CA 00 01 or equivalent with minimum limits of liability of $1,000,000 CSL. 4. Worker’s Compensation. Statutory requirements of the State of residency. Coverage shall be at least as broad as Workers’ Compensation coverage, as required by State of California Department of Industrial Relations. 5. Employer’s Liability or “Stop Gap” at a limit of $1,000,000 each Occurrence and $1,000,000 Aggregate. 105 Cupertino Dockless Bicycle Sharing Pilot Program Guidelines 5 6. City as Additional Insured. The vendor shall include the “City of Cupertino” as an additional insured to all the insurance coverage listed above, except for Worker’s Compensation, in the form of a duly issued additional insured endorsement and attached to the policy or by the appropriate blanket additional insured policy wording, and in any other manner further required by the vendor’s insurance coverage to provide the City of Cupertino additional insured coverage as set forth herein. The coverage or limits of liability maintained by the City. Additional insured status shall include Products- Completed Operations CG 20 10 11/85 or its equivalent. 7. No Limitation of Liability. Insurance coverage and limits of liability as specified herein are minimum coverage and limit of liability requirements only. Nothing in the City of Cupertino’s requirements for minimum insurance coverage shall by interpreted to limit or release liability of the vendor or any of the vendor’s insurers. The City shall by an additional insured as required in the above paragraph (City as Additional Insured) regarding the total limits of liability maintained, whether such limits are primary, excess, contingent, or otherwise. 8. Required Separation of Insured Provision; Cross-Liability Exclusion and Other Endorsements Prohibited. The vendor’s insurance policy shall include a “separation of insureds” or “severability” clause that applies coverage to each insured and additional insured, except with respect to the limits of the insurer’s liability. The vendor’s insurance policy shall not contain any provision, exclusion, or endorsements that limits, bars, or effectively precludes the City of Cupertino from coverage or asserting a claim under the vendor’s insurance policy on the basis that the coverage or claim is brought by an insured or additional insured against an insured or additional insured under the policy. The vendor’s failure to comply with any of the requisite insurance provisions shall be a material breach of, and grounds for, the immediate termination of the Contract or Permits with the City of Cupertino; or if applicable, and the discretion of the City of Cupertino, shall serve as grounds for the City to procure or renew insurance coverage with any related costs of premiums to be repaid by Operator or reduced and/or offset against the Contract. Notice of Cancellation. The above checked insurance coverages shall not be cancelled by the vendor or insurer without at least 30 days’ written notice to the City, except 10 days’ notice for non-payment of premium. Insurer’s A.M. Best’s Rating. Each insurance policy shall be issued by an insurer rated A-: VII or higher in the A.M. Best’s Key Rating Guide, unless a surplus lines placement by a licensed California State surplus lines broker, or as may otherwise by approved by the City. Evidence of Insurance. (a) The vendor must provide the following as evidence of insurance: 1. A certificate of liability insurance evidencing coverages, limits of liability and other terms and conditions as specified herein. In the “Certificate Holder” field of the certificate of insurance, write “City of Cupertino.”; and 106 Cupertino Dockless Bicycle Sharing Pilot Program Guidelines 6 2. An attached City of Cupertino designated additional insured endorsement or blanket additional insured wording to the required insurance policies. (b) At any time upon the City’s request, the vendor shall also cause to be timely furnished a copy of declarations pages and schedules of forms and endorsements. If the City tenders a claim or lawsuit for defense and indemnity invoking additional insured status, and the insurer either denies the tender or issues a reservation of rights letter, the vendor shall also cause a complete and certified copy of the requested policy to be timely furnished to the City of Cupertino. VIII. Data Sharing & Privacy a. All companies must ensure customer data privacy in company policies that are in accordance with City data privacy policies. b. Customers shall not be required to share personal data with 3rd parties (e.g. advertisers, investors, etc.) in order to use bicycle sharing system. c. Customers shall not be required to provide access to their contacts, camera, photos, files and other private data to use the bike share service. Location services may be required to use the service for the purpose of locating nearby vehicles, but not for providing trip-level data. d. Companies must provide clear notification about what data will be accessed (e.g. location services, camera, contacts, photos, etc.) and explain how and why data will be used. Notification must be active (e.g. affirmative confirmation-required to continue). e. Customers may opt-in (not opt-out) to providing access to their contacts, camera, photos, files other private data and 3rd party data sharing. f. All permittees shall provide anonymized data for each trip record to inform and support safe and effective management of the bicycle share system, and for transportation planning efforts. g. All permitted operators will provide bicycle availability data for oversight of parking compliance and bicycle distribution. h. The City may, at its option, require Permittees to distribute a customer survey at the end of the pilot period. i. Permittees shall keep a record of maintenance activities and reported safety issues and collisions, including but not limited to bicycle identification number and maintenance performed. These records shall be sent to the City monthly and at any time within three business days, if requested by the City. j. Permittees shall notify City of any Cal-OSHA violation notices or known data breaches. IX. Application & Fees 107 Cupertino Dockless Bicycle Sharing Pilot Program Guidelines 7 a. The City of Cupertino will permit bike share vendors for this pilot via the existing Public Works Encroachment Permit process. Each vendor will be required to submit documentation showing it satisfies all City requirements and guidelines contained herein, including evidence of insurance, etc. along with a non-refundable $1,200 application fee. b. In addition to this fee a $25 per-bicycle fee will be collected by the City to participate in this pilot program. Vendors may add bicycles to the fleet after an application is approved by the City, however the permit must be amended and additional fees shall be paid to for any expansion in fleet size. X. Effective Dates This policy shall be effective from the date of its approval by the City Manager and shall terminate within eighteen months or upon the adoption of permanent regulations of bicycle sharing systems by the Cupertino City Council. Approved: __________________________________ Date: ___________ Interim City Manager, Amy Chan 108 1 RESOLUTION NO. 18-___ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO APPROVING GUIDELINES ENABLING AN 18-MONTH PILOT PROGRAM FOR DOCKLESS BICYCLE SHARING WHEREAS, bike sharing is consistent with General Plan: Community Vision 2015-2040 Policy ES-2.1.9: Energy Efficient Transportation Modes; and Policy M-4.7; and WHEREAS, the City recognizes that dockless bicycle sharing systems have the potential to reduce local traffic congestion, reduce transportation-related greenhouse gas emissions and provide an alternative to driving in Cupertino; and WHEREAS, the City has created guidelines for an 18-month pilot program to enable dockless bike share companies to operate human-powered and electric-propulsion bicycles within the City of Cupertino boundaries; and WHEREAS, the 18-month Bicycle Share Pilot Program will provide residents and visitors with a clean transportation option with minimal cost to the City and staff time to administer the program; and WHEREAS, electric scooters or other e-mobility devices will not be permitted as part of this pilot program. NOW, THEREFORE, THE CUPERTINO CITY COUNCIL RESOLVES AS FOLLOWS: 1. The City Manager or designee is authorized to execute the Cupertino Dockless Bicycle Sharing Pilot Program guidelines; and 2. The guidelines may be amended by staff during the course of the pilot program as needed to ensure the safe and orderly operation of a bicycle share program during the course of the 18-month pilot program. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 20th day of November 2018, by the following vote: AYES: NOES: ABSTAIN: ABSENT: 109 2 ATTEST: APPROVED: Grace Schmidt Darcy Paul City Clerk Mayor, City of Cupertino 110 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:118-4304 Name: Status:Type:Ordinances and Action Items Agenda Ready File created:In control:8/28/2018 City Council On agenda:Final action:11/20/2018 Title:Subject: Approve the First Quarter Financial Report for Fiscal Year 2018-19 Sponsors: Indexes: Code sections: Attachments:Staff Report A - Draft Resolution B - First Quarter Financial Report FY 2018-19 C - Detailed Description of Year End and Adjustments made through 9/30/18 Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Approve the First Quarter Financial Report for Fiscal Year 2018-19 1. Accept the City Manager's First Quarter Financial Report for Fiscal Year 2018-19; and 2. Approve the First Quarter adjustments for Fiscal Year 2018-19 as described in the First Quarter Financial Report; and 3. Adopt Resolution No. 18-113 approving First Quarter Budget Adjustments CITY OF CUPERTINO Printed on 11/15/2018Page 1 of 1 powered by Legistar™111 1 CITY COUNCIL STAFF REPORT Meeting: November 20, 2018 Subject Approve the First Quarter Financial Report for Fiscal Year 2018-19 Recommended Action 1. Accept the City Manager’s First Quarter Financial Report for Fiscal Year 2018-19 2. Approve the First Quarter adjustments for Fiscal Year 2018-19 as described in the First Quarter Financial Report 3. Adopt a draft resolution approving First Quarter budget adjustments Fiscal Impact On June 5, 2018, as part of the Final Budget Hearing and Adoption, the City Council approved the following changes to the FY 2018-19 Proposed Budget: BUDGET ACTIONS AMOUNT Proposed Budget 131,401,229 Final Budget Hearing & Adoption 0 General Fund Appropriation for Conceptual Study of 85 Transit Guideway 150,000 General Fund Appropriation for transfer out to fund the BMR Linkage Fees Update 175,000 General Fund Appropriation for Senior Mobility RYDE Program 22,000 General Fund Appropriation for Sheriff Costs for Tournament of Bands 3,500 General Fund Defunding of Risk Manager Position (186,770) General Fund Reduced Funding for Community Funding Programs (21,100) Housing Special Revenue Fund Appropriation for BMR Linkage Fees Update 175,000 Final Budget Hearing & Adoption 0 FY 2018-19 Adopted Budget $131,718,859 112 2 The FY 2018-19 Adopted Budget was adopted at $131,718,859, is balanced with the use of $116,043,293 in revenue, and $15,675,566 in fund balance. The availability of fund balance is $71.6M. This is primarily due to the use of savings in the Capital Reserve to fund Capital Improvement Projects and the CalPERS reserve. Additionally, savings set aside for the Lawrence Mitty property acquisition are planned to be used in this fiscal year. Adopted Budget by Fund, $131,718,859 As part of the FY 2017-18 year-end close, additional funds were carried forward through encumbrances of $11,061,145, and carryforward appropriations from fiscal year 2017-18 of $37,177,851. Encumbrances represent valid obligations related to unfilled purchase orders or unfilled contracts and carryovers are unencumbered balance of budget appropriations both continue to be available for expenditure in the year(s) subsequent to approval. Lastly, Council approved budget amendments between July 1 and September 30, 2018 totaling $900,378 as described in the table below: Fund Budget Amendment Description Budget Amendment Amount 100 Don Burnett Bicycle-Pedestrian Bridge Inspection and Maintenance Increase Janitorial Services ($400/month at Cupertino Library) $219,945 $4,800 260 CDBG Allocation $295,633 420 Regnart Creek Trail Project to prepare design document and conduct environmental review $380,000 Total City Council Approved Amendments July -September 2018 $900,378 113 3 The Amended Budget at the end of the first quarter is $180,858,233 and is funded with $120,285,115 in revenue and $60,573,118 in fund balance. Budget amendments are summarized in the chart below: Appropriation Changes since the FY 2018-19 Adopted Budget Fund FY 18-19 Adopted Carryovers Encumbrances Adjustments Approved in 1st Quarter FY 18-19 Amended Budget as of September 30, 2018 General 77,639,720$ 9,486,150$ $ 5,168,152 224,745$ 92,518,767$ Special Revenue 13,689,297 15,827,938 4,459,499 295,633 34,272,367 Debt Service 3,169,438 - - - 3,169,438 Capital Projects 17,868,000 11,202,852 1,025,302 380,000 30,476,154 Enterprise 10,854,026 160,707 135,974 - 11,150,707 Internal Service 8,498,378 500,204 272,218 - 9,270,800 Total All Funds 131,718,859$ 37,177,851$ 11,061,145$ 900,378$ 180,858,233$ For detailed descriptions of budget amendments, please refer to Attachment C. 2017-18 Fiscal Year End The City of Cupertino is expected to end FY 2017-18 with total expenditures of $150.7M - $19.5M lower than budgeted. This decrease in expenditures is due to various savings achieved over several expense categories as summarized below: FY 2017-18 Year End Actuals versus Amended Budget by Expense Category Expenditure Category Amended Budget Actual Expenditures (Savings)/ Deficit Salary and Benefits $ 32,518,693 $ 30,987,806 $ (1,530,887) Materials 7,605,734 6,982,196 (623,538) Contracts 28,863,956 24,495,838 (4,368,118) Cost Allocation 9,856,846 9,856,846 - Capital Outlays and Special Projects 44,603,300 29,061,180 (15,542,120) Contingencies 1,625,701 911 (1,624,790) Debt Service, Transfers Out and Other Financing Uses 45,092,298 49,331,483 4,239,185 Total $ 170,166,528 $ 150,716,260 $ (19,450,268) Salary and Benefits Year-end expenditures were $1.5M lower than budget estimates due to full time vacancy savings and part-time salary savings. 114 4 Materials Year-end expenditures were $0.6M lower than budget estimates due to: Material Account Savings 600.613 - General Supplies (221,424) 600.601 - General Office Supplies (62,636) 600.629 - Conference and Meeting (42,242) 600.641 - Electrical Service (40,969) 600.606 - Software (40,589) 600.618 - Utilities and Phone (34,642) 600.602 - Printing and Duplication (32,889) 600.643 - Water Services (31,780) 600.612 - Fuel (31,178) 600.605 - Meeting Expenses (30,408) 600.646 - Program Admission & Parking Fees (29,434) 600.616 - Haz Material Mgmt (24,417) Total ($622,608) Contracts Year-end expenditures were $4.4M lower than budget estimates due to savings in Recreation contracts of $828,000, City Attorney $551,000, Innovation and Technology $440,000, Public Works $1.3M primarily due to savings in the resource recovery contract, Administrative Service insurance programs $385,000 and Community Development at $316,000 primarily related to BMR projects that did not materialize. Cost Allocation This expense category came in at budget. Capital Outlays and Special Projects Year-end expenditures were $15.5M lower than budget estimates due to the closeout or defunding of several CIP projects and savings in special projects including the following: 30 - Capital outlays 060 Storm Drain Improv-Byrne & SCB (1,500,000.00) 885 Golf Irrigation Upgrades (962,418.00) 015 Tennis Court Resurfacing Parks (474,088.83) 055 Outfall Rpr/Slope Stblz-Regnart (400,000.00) 983 Monta Vista Storm Drainage (322,828.00) 982 Bubb Rd Elm Ct Sd Improv (178,255.00) 005 Memorial Park MP and Parking (150,000.00) 028 Traffic Signal Foothill-I280 SB (100,000.00) 31 - Special projects 750.002 - Housing Projects (7,840,000.00) 900.940 - Oaks (441,000.00) 750.035 - Monte Vista Specific Plan (175,000.00) 115 5 900.943 - Climate Action Plan (119,000.00) 750.018 - Climate Action Plan (81,907.16) 900.945 - Fixed Asset Acquisition (Vehicle and IT fixed asset capitalization) (1,678,848.46) TOTAL (14,423,345.45) Contingencies Year-end expenditures were $1.6M lower than budget estimates due to these funds only being used when an unexpected expense occurs requiring the use of these funds. Debt Service, Transfers Out and Other Financing Sources Year-end expenditures were $4.2M higher than budget estimates due to defunded CIP projects funded outside of the Capital Reserve transferring funding back to the reserve. FY 2017-18 Year End Actuals versus Amended Budget by Revenue Category Revenue Category Amended Budget Actual Amount (Surplus)/ Shortage 05 - Sales tax $ 23,790,000 $ 26,164,531 $ (2,374,531) 10 - Property tax 22,357,000 22,433,806 (76,806) 15 - Transient occupancy 6,708,000 6,810,718 (102,718) 20 - Utility tax 3,200,000 3,146,398 53,602 25 - Franchise fees 3,040,000 3,563,820 (523,820) 30 - Other taxes 4,200,000 1,943,651 2,256,349 35 - Licenses and permits 2,145,000 2,757,929 (612,929) 40 - Use of money and property 1,880,990 1,642,899 238,091 45 - Intergovernmental revenue 2,479,590 3,337,078 (857,488) 50 - Charges for services 26,993,682 22,764,889 4,228,793 55 - Fines and forfeitures 606,000 602,934 3,066 60 - Miscellaneous 3,439,889 3,705,494 (265,605) 65 - Transfers in 40,093,130 44,655,951 (4,562,821) 70 - Other financing sources 9,803,888 5,996,341 3,807,547 Grand Total $ 150,737,169 $ 149,526,438 $ 1,210,731 Total revenue of $149.5M is expected. This is $1.2M lower than estimated, primarily due to the following: 116 6 Sales Tax At fiscal year-end Sales Tax revenue materialized at $26.2M, $2.4M higher than the amended budget due to, but not limited to the following:  $1.6M one-time “clean-up” payment received in September 2017 (subsequent to the City’s sixty (60) day accrual period).  Increase at the pump, mostly due to global crude oil and the implementation of SB-1 increased service station receipts; and  Overall increases in local point of sale revenue and increased capital and online purchases of items shipped into the region boosted allocations from the countwise use tax pool. Charges for Services At fiscal year-end Charges for Services revenue materialized at $22.8M, $4.2M lower than the amended budget due to reduced fee revenue from Planning of approximately $1.6M and $1.2M in reduced fee revenue in the Recreation and Community Services enterprise budgets. Transfers In At fiscal year-end Transfer In revenue materialize d at $44.7M, $4.6M higher than the amended budget due to the defunding of several Capital Improvement Projects at year-end and the transfer in of funds allocated for those projects to the Capital Reserve fund. Other Financing Sources At fiscal year-end Other Financing Sources revenue materialized at $4.5M, $4.7M lower than the amended budget due to $4.8M in pass-thru revenue for refundable deposits that did not materialize. Expenditures associated with the special project expense type also came in under budget due to the reduction in this pass thru expense. The decrease in revenue wa s offset by an increase due to the sale of a property. The City received $931,000 in fixed asset proceeds due to the sale of a home associated with the Housing Assistance Program. The table below compares by fund, total budgeted and actual revenue and expenditures, and the resulting changes to the fund balance effective as of FY 2017-18 year-end close. 117 7 FY 2017-18 Year End Estimates (Revenue, Expenditures and Fund Balance in millions) Discussion The primary focus of the First Quarter Financial Report is to provide an update on the current status of the City budget; the report also reviews current revenue and expenditure patterns to ensure that budgets are on track to end the year in a positive fiscal position , and reviews any significant variances in expenditures from the prior fiscal year. General Fund Update Revenue As of first quarter, overall revenue is tracking at $143,000 or 1% higher than the same time last year due to changes in the City’s top three revenue categories Transient Occupancy Tax, Sales and Property Taxes. As of the end of September, TOT has come in $541,896, or 54%, higher than last year. Increases in Transient Occupancy Tax (TOT) revenues are a result of the Residence Inn by Marriott opening at Main Street in early 2018, which was not open during first quarter last fiscal year. The City also signed a voluntary collection agreement with Airbnb to collect TOT, which began in August and has resulted in additional TOT collection of $37,000 in the first quarter that was not included as part of the final budget. In early 2018, the City switched from a manual TOT collection process to an automated process through the City’s revenue consultant firm, HdL, which contributed to more consistent collection from hotels. This new process also delays monthly TOT payments by one month to accommodate the third-party collection. The final budget had also anticipated the opening of the Hyatt House Hotel in September of 2018, this opening has now been delayed to February 2018. This may have an impact on TOT revenue of $350,000, staff will continue to monitor and report back as part of the mid-year financial report. Sales tax revenue received in first quarter was $306,214, or 5%, less than last year due to reduced sales tax localization of approximately $200,000. Sales tax localization was included as part of the development agreement with Apple Campus 2. Apple would require in its contracts with its general contractors performing work at the project site that would resul t in sales tax 118 8 from the purchase of materials, fixtures or equipment for the project would be allocated to the City, to the extent allowable by law. Software changes at the California Department of Tax and Fee Administration (CDTFA) resulted in June, July and August remittance to be short by about $132,000 (combined). These decreases were offset by overall increased receipts for sales tax of approximately $26,000. Lastly, sales tax revenue projection may need to be revised due to the Supreme Court decision in South Dakota v. Wayfair, Inc. in June that requires out-of-state online retailers to collect sales taxes on sales to in-state residents. The impacts of this decision are still to be determined as the actual implementation of the ruling is unknown. As of first quarter, property tax revenue has come in higher than the same time last year by $9,965, or 27%, due to a 5.5% increase in residential property values. Staff will continue to monitor all revenue categories, and as part of the Mid-Year proposal make any necessary revenue projection adjustments. The following table shows the differences between General Fund revenues collected as of the first quarter in the current fiscal year and the prior fiscal year: Comparison of FY 2017-18 General Fund First Quarter Revenue to FY 2018-19 Revenue Category First Quarter 2018 First Quarter 2019 Variance % Change 05 - Sales tax 6,666,889 6,360,674 (306,214) -5% 10 - Property tax 36,740 46,705 9,965 27% 15 - Transient occupancy 1,003,046 1,544,942 541,896 54% 20 - Utility tax 422,586 515,368 92,781 22% 25 - Franchise fees 205,058 201,652 (3,406) -2% 30 - Other taxes 299,865 296,975 (2,890) -1% 35 - Licenses and permits 719,647 894,703 175,056 24% 40 - Use of money and property 404,678 459,966 55,288 14% 45 - Intergovernmental revenue 26,563 33,873 7,310 28% 50 - Charges for services 2,476,766 2,578,719 101,953 4% 55 - Fines and forfeitures 72,214 68,362 (3,852) -5% 60 - Miscellaneous 151,170 203,109 51,938 34% 65 - Transfers in 500,001 10,000 (490,001) -98% 70 - Other financing sources 506,776 420,756 (86,019) -17% Grand Total 13,491,999 13,635,804 143,805 1% Expenditures As of first quarter, overall expenditures are tracking at $17.6M or 57% higher than the same time last year due to increases in salary and benefits, Contracts, Cost Allocation, Special Projects and Transfers Out. Salary and Benefits increases are approximately $732,000 or 24% due primarily to an increased number of pay periods this year versus last. In FY18, 6 pay periods had been processed and 7 pay periods have been processed in the current year. The City only processes 26 biweekly pay periods in a fiscal year. 119 9 Contracts have increases of approximately $334,000, or 7%, due primarily to increased costs for the City’s contract with the Santa Clara County Sheriff of $189,000 and increased general liability insurance costs of $113,000. Cost Allocation increases are approximately $316,000, or 16%, due primarily to increases in Information Technology charges from additional one-time project expenses in this year over last year. Special Projects increases are approximately $501,000, or 83%, due primarily to costs associated with the Vallco specific plan and various other special projects that differ in scope from year to year. Costs associated with the Vallco Specific Plan have pass-thru revenues that completely offset the cost of the project in addition to revenue associated with a 15% administrative fee. Transfers Out increases are approximately $8.2M, or 257%, higher and are the cause of the bulk of the increase in costs over first quarter last fiscal year. This is due to a change in methodology for recording operating transfers. The City elected to record them at the beginning of the fiscal year rather than on a monthly basis. This change was made to improve accuracy in balancing transfers in and out once a year as opposed to a quarterly basis. The following table shows the differences between General Fund revenues collected as of the first quarter in the current fiscal year and the prior fiscal year: Comparison of FY 2017-18 General Fund First Quarter Expenditures to FY 2018-19 Expenditure Category First Quarter 2018 First Quarter 2019 Variance % Change 05 - Employee compensation 3,932,849 4,505,318 572,469 15% 10 - Employee benefits 1,800,537 1,960,331 159,795 9% 15 - Materials 1,054,183 1,025,836 (28,347) -3% 20 - Contract services 4,882,303 5,216,591 334,288 7% 25 - Cost allocation 2,025,460 2,342,056 316,596 16% 30 - Capital outlays 68,235 73,736 5,501 8% 31 - Special projects 603,938 1,105,755 501,817 83% 35 - Contingencies 0 0 0 0% 45 - Transfer out 3,182,343 11,358,912 8,176,569 257% 50 - Other financing uses 75,267 57,891 (17,377) -23% Grand Total 17,625,116 27,646,427 10,021,311 57% As of the first quarter a few departments are requesting budget adjustments to operational needs. The recommended adjustments are summarized in the table below: 120 10 Recommended Adjustments Fund Department Expenditure Revenue Fund Balance Used Description GENERAL FUND 100 City Manager's Office 67,661 - 67,661 Position Reclassification; Converting PT Front Desk Staff to FT Senior Office Assistant; PT Community Coordinator for Disaster Preparedness 100 Administrative Services 123,473 - 123,473 Position Reclassification and HR Manager Double Fill 100 Law Enforcement 2,972 - 2,972 Animal Services Contract Increases 100 Public Works 289,247 - 289,247 Facility/Grounds/Bridge Maintenance and Repair; Blesch Property Improvements; Seivert Property Improvements 100 Recreation & Community Services (20,000) - (20,000) Defunding Neighborhood Events Projector and Screen TOTAL GENERAL FUND 459,853 - 459,853 SPECIAL REVENUE FUND 270 Public Works 28,778 - 28,778 Roadway Striping and Legends; Position Reclassification TOTAL SPECIAL REVENUE FUND 28,778 - 28,778 CAPITAL IMPROVEMENT FUND 420 CIP (1,800,000) (1,800,000) - Defunding Bike Improvement appropriation that was replaced by a carryover 429 CIP Reserve (1,925,000) - (1,925,000) Defunding CIP Reserve transfers for Bike Improvement project and Aquatic Habitat project TOTAL CAPITAL IMPROVEMENT FUND (3,725,000) (1,800,000) (1,925,000) ENTERPRISE FUND 580 Recreation & Community Services 27,864 - 27,864 Sexual Abuse and Molestation Insurance Fees TOTAL ENTERPRISE FUND 27,864 - 27,864 121 11 Recommended Adjustments Fund Department Expenditure Revenue Fund Balance Used Description INTERNAL SERVICE FUND 610 Innovation & Technology 4,800 - 4,800 Position Promotion TOTAL INTERNAL SERVICE FUND 4,800 - 4,800 TOTAL ALL FUNDS (3,203,705) (1,800,000) (1,403,705) Adjustments for FY 2017-18 Reclassifications/Promotions Occurring After the Budget Process Between March and June last fiscal year, there were three reclassifications and one promotion that took place after the proposed budget for FY 2018-19 had been established. These included: Action Previous Position New Position Department Costs Promotion GIS Technician Business System Analyst Innovation & Technology $4,800 Reclassification Maintenance Worker II Public Works Inspector Public Works $16,535 Reclassification Executive Assistant to City Manager Management Analyst City Manager $9,353 Reclassification Human Resources Analyst II HR Manager Administrative Services $29,550 Total $60,238 While these were existing positions, they were budgeted based on their classification prior to March and not at the higher compensation level. To account for this difference, $60,238 is being proposed in increases to the salary and benefit budgets for these positions. Converting Two Part-Time Customer Service Attendants to One Full-Time Senior Office Assistant Currently, the City Hall reception desk is staffed with part-time employees. When the public comes to City Hall, the front desk receptionist is the first point of contact to the City. This is a critical position as it is considered the face of the City. However, there is often high turnover in this position given that it is part-time making it difficult to train and ensure excellent customer service. Staff proposes to convert two part-time positions into a full-time position. This position will take on a larger role than that of just meet and greet, they will be taking on office tasks, will be trained on City operations to ensure they can answer public inquiries, direct the public to the correct staff contact, and provide additional support to Public Affairs. At the final budget $40,969 was budgeted for part-time front desk staff. As of first quarter, the costs incurred for the part-time front desk staff totaled $10,475. Assuming a full-time Senior Office Assistant would come on board in February 2019, total estimated part-time costs would be $23,900 resulting in part-time budget savings of $17,070. Estimated salary and benefit costs for the Senior Office Assistant for five months of FY 2018-19 (Feb-June) are $42,225, and $107,758 in 122 12 ongoing annual costs. Part-time salary saving will offset the costs in the current fiscal year resulting in net increased costs of $25,156. Converting Limited-Term Office Assistant to Permanent Senior Office Assistant The Office Assistant position in the City Manager’s Office is currently limited-term and scheduled to end in October 2020. This position provides ongoing administrative support to the Council, City Clerk, and City Manager. The need is ongoing and additional duties such as records management and supporting commissions assigned to the City Manager’s Office support this position be permanent and staffed at a higher classification. The increased costs associated with funding this position at a higher level are $2,225 for FY 2018-19. Annual ongoing cost associated with this full-time position if it were to be made permanent is estimated to be $107,758. Part-Time Community Coordinator for Disaster Preparedness The City Manager’s Office is requesting $37,828 to fund the part-time Community Coordinator position for the Disaster Preparedness program. This is an existing part-time position that was not included in the Adopted Budget as the request was received after the budget had been developed. The FY 2018-19 Adopted Budget references that this would be brought as a First Quarter Budget Adjustment. It is worth noting that while this request came from the Recreation and Community Services Department, this position will be moved to the City Manager’s Office and the funds for the position, if approved, will be appropriated there during the reorganization described further in the section titled, “Functional Reorganization.” Human Resources Manager Double Fill The Administrative Services Department is requesting to double fill the Human Resources (HR) Manager position for one year. The double fill will allow the department to build a training and development program that will assist citywide with training and succession planning. In addition, by double filling the position this will allow for historical knowledge transfer from the existing HR Manager. The second HR Manager will focus primarily on labor and employee relations. The cost to double fill this critical position for half of the fiscal year, assumin g 3 months to recruit and hire would be approximately $108,150. This increase cost would be offset by eliminating the part-time HR Manager who has been primarily focused on labor and employee relations as well as working on updating the City’s HR policies and procedures, a savings of approximately $19,000. Total cost of double filling the position in FY 2018-19 is $89,246. Transfer in of .50 Management Analyst from CMO to Administrative Services The Administrative Services Department is requesting to transfer in the remaining 50% of a Management Analyst position currently shared with the City Manager’s Office to assist in a full time capacity with the operating and capital budget functions. This will increase full time staffing in Administrative Service from 14.5 to 15 positions. No new budget appropriations are requested as this position is already fully budgeted. 123 13 Funding Transfers The proposed First Quarter Budget Adjustments include defunding $1.8M from the Capital Improvement Fund that was appropriated for the Stevens Creek Boulevard Class IV Bikeway Installation Phase I project and $125,000 that was appropriated for the Environmental Education Center Aquatic Habitat project. The bikeway project funding for FY 2018-19 was covered by a carryover from the prior year and the aquatic habitat project will be funded with Park Dedication fees. Defunding Projector/Screen for Neighborhood Events Pilot As part of the FY 2018-19 Adopted Budget, $20,000 was appropriated for the purchase of a projector and projector screen for the Neighborhood Events pilot. However, the projector and screen were purchased in FY 2017-18 and therefore the funds are proposed to be returned to General Fund fund balance. City of San Jose Animal Services Contract The costs of the City’s contract with the City of San Jose’s Animal Services include adjustments based on the increase in total compensation for Animal Control Officers. In prior years this increase has typically been 3% year to year and was budgeted assuming 3%. However , the contract isn’t finalized until after the fiscal year begins and this year the actual adjustment was 5%. To account for this additional cost, the City Manager’s Office is requesting a budget adjustment of $2,972 in the Law Enforcement budget. Public Works Facilities Repair The Public Works Department is requesting a total of $122,847 for repairs and improvements at the following facilities:  Creekside Park – During a planned roofing project, dry rot was found that required immediate removal and repair, incurring a cost of $38,550.  Blesch Property – $2,500 for building security.  McClellan Ranch Park – During a routine project, asbestos was found in the duct work that required immediate removal, incurring a cost of $22,697.  Seivert Property – Improvements for safety and the protection of the building (exterior painting and hand rails) will require $37,000.  Traffic Operations Center – During a planned roofing project, dry rot was found that required immediate removal and repair, incurring a cost of $22,100. Public Works Grounds Maintenance and Repair The Public Works Department is requesting $32,900 for a fence replacement and concrete work at Blackberry Farm Park this is necessary due to damage caused by a fallen tree. Roadway Striping and Legends The Public Works Department is requesting $12,243 for roadway striping and legends in order to complete paving projects that began in the prior year. This funding was approved in FY 2017- 18; however, it was not carried over due to oversight. 124 14 Don Burnett Bridge Fencing and Repair Due to safety concerns identified in a recent survey, repairs are necessary for the Don Burnett Bridge. The Public Works Department is requesting $30,000 to fence off the area to prevent public access and $100,000 for the repairs identified in the survey. Sexual Misconduct and Molestation Insurance (SAMS) The Recreation and Community Services Department relies heavily on individual contractors to teach classes and provide services for events. Due to the increased costs of sexual misconduct and molestation insurance, it was becoming prohibitively expensive for individual contractors to procure it and the City risked losing their services. The City’s risk management consultant, Bickmore, recommended that the City purchase the insurance to cover contractors for the Recreation and Community Services Department as well as some events held by the Public Works Department. Coverage levels are $1M per occurrence, $2M aggregate, with a liability limit of $5M and retention of $35,000. The annual cost for this insurance is $27,864. Functional Reorganization Executive staff recently reviewed City functions and determined that reorganization was necessary to ensure optimal service delivery. Significant changes include economic development, emergency management, and neighborhood watch functions transitioning to the City Manager’s Office from Recreation and Community Services. Code enforcement will also be moving from the Recreation and Community Services Department to the Community Development Department, the functional reorganization will re-focus on critical services such as a centralized purchasing, budget, CIP, real estate and smart cities among other changes. There are no changes in staffing costs or other operation expenditures. Aligning existin g budgeted resources with these changes will occur during the second quarter and will be reflected in the Mid-Year report to Council. Staffing As part of the FY 2018-19 Adopted Budget, Council approved 196.75 FTEs. The City Manager’s Office is requesting one full-time Senior Office Assistant to replace part-time staff at the City Hall reception desk. The City Manager’s Office is also requesting for one Limited-Term Office Assistant position to be converted to a permanent Senior Office Assistant. Fund Balance The FY 2017-18 Amended Budget as of the third quarter anticipated the General Fund would end FY 2017-18 with $52.42M in total fund balance, of which $21.62M would be unassigned fund balance. Updated projections as of the first quarter anticipate the City will end FY 2018-19 with $48.96M in General Fund fund balance - approximately $3.75M higher than the Adopted Budget due to increased expenditure savings for 2017-18 Fiscal Year End as described previously. 125 15 General Fund Classification of Fund Balance Actuals Year End Projection Adopted Budget 1st Quarter Year End Projection CLASSIFICATION 2016-17 2017-18 2018-19 2018-19 Non Spendable 0.88 0.46 0.47 0.47 Restricted 1.02 1.25 0.84 1.25 Committed 19.00 23.92 27.08 27.08 Assigned 4.64 5.17 7.93 7.93 Unassigned 28.06 21.62 8.89 12.23 TOTAL FUND BALANCE 53.59 52.42 45.21 48.96 To date, the City’s outside auditors have not completed their review of the City’s financials. Revenue, expenditure, and fund balance totals listed in this report are preliminary and subject to change after a full review by the City’s auditors. City Staff does not anticipate many, if any, changes from the auditors. Per the City’s One Time Use and Fund Balance Policy, unassigned fund balance over $500,000 is to be used in the following order to replenish committed fund balances with any remaining balances to be placed in the Capital Reserve: 1. Economic Uncertainty 2. PERS 3. Sustainability Reserve 4. Unassigned As of first quarter all of the funding priority areas are fully funded and staff anticipates transferring a large portion of the $12.23M to the Capital Reserve at mid-year less any mid-year adjustments. Conclusion The First Quarter Financial Report shows the City is well-positioned to move forward. City staff recommends adjustments of $541,295 in new appropriations funded by respective fund balance. This will be partially offset by $20,000 in defunded General Fund appropriations which will increase fund balance. City staff also recommends defunding $1,925,000 in transfers and related appropriations that were replaced by carryovers and Park Dedication funds, resulting in an increase of $1,925,000 in fund balance. In total, if the recommendations are approved, appropriations would decrease by $3,203,705, transfer in revenues would decrease by $1,800,000, and estimated fund balance would increase by $1,403,705. Prepared by: Zach Korach, Finance Manager and Thomas Leung, Senior Management Analyst Reviewed by: Kristina Alfaro, Director of Administrative Services Approved for Submission by: Amy Chan, Interim City Manager Attachments: 126 16 A – Draft Resolution B – First Quarter Financial Report for Fiscal Year 2018-19 C – Detailed Description of Year End and Adjustments made through 9/30/18 127 Attachment A RESOLUTION NO. 18- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO AMENDING THE OPERATING BUDGET FOR FISCAL YEAR 2018-19 BY APPROPRIATING, TRANSFERRING, AND UNAPPROPRIATING MONIES FOR SPECIFIED FUNDS WHEREAS, the orderly administration of municipal government depends on a sound fiscal policy of maintaining a proper ratio of expenditures within anticipated revenues and available monies; and WHEREAS, accomplishing City Council directives, projects and programs, and performing staff duties and responsibilities likewise depends on the monies available for those purposes; and WHEREAS, the City Manager has determined that the balances from the funds specified in this resolution are adequate to cover the proposed amended appropriations, and therefore recommends the fund reallocations described herein. NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby approve the recommended fund reallocations and ratifies the attached amended appropriations. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this 20th day of November 2018, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: __ Grace Schmidt, City Clerk Darcy Paul, Mayor, City of Cupertino 128 General Fund 459,853 - 459,853 Special Revenue Fund 28,778 - 28,778 Capital Improvement Fund (3,725,000) (1,800,000) (1,925,000) Enterprise Fund 27,864 - 27,864 Internal Service Fund 4,800 - 4,800 Total Appropriation Amendment All Funds (3,203,705) (1,800,000) (1,403,705) Fund Balance (Use of) Appropriation Amendment by Fund Appropriation Amendment Revenue Amendment Attachment A 129 ¹ To date the City’s financial statement audit has yet to be issued and revenue, expenditure, and fund balance totals listed in this report are preliminary and subject to change after a full review by the City’s auditors. City staff does not anticipate many if any cha nges from the auditors. FIRST QUARTER REPORT The following is the First Quarter Financial Report, submitted by the Administrative Services Department for the period of July 1, 2018 to September 30, 2018 for the 2018-2019 Fiscal Year. It has been prepared to inform the City Council, City leadership and the public of the City’s fiscal status. BACKGROUND – On June 5, 2018, the City Coun cil adopted the Fiscal Year 2018-19 Adopted Budget for the City of Cupertino. This spending plan of $131,718,859 for all funds reflected a $317,630 increase from the 2018-19 Proposed Budget of $131,401,229. This is due to changes recommended by Council at the final budget hearing and adoption that include increases of: 1) $175,000 in Community Development for BMR linkage fees update and $175,000 in transfers out of the General Fund for the BMR linkage fees update, 2) $150,000 in Public Works Administration for the Conceptual Study – 85 Transit Guideway, 3) $22,000 in Traffic Enginee ring for a Senior Mobility RYDE Program, 4) $3,500 in Law Enforcement for Sheriff costs for Tournament of Bands event. Other changes include decreases of: 1) $186,770 for a risk m anager, 2) $21,100 for community funding. First quarter adjustments include carryovers and encumbrances for obligations from the previous fiscal year, as well as adjustments approved as part of any separate Council agenda item. Combined, these adjustments result in the amended operating budget of $180,858,233. FY 2018-19 Proposed Budget through the First Quarter | Amended Budget FY 2018-19 | Flow of Funds Chart (in Millions) GENERAL FUND UPDATE - General Fund Revenue, Expenditures and Fund Balance 1 1 130 General Fund Classification of Fund Balance Actuals Year End Projection Adopted Budget 1st Quarter Year End Projection CLASSIFICATION 2016-17 2017-18 2018-19 2018-19 Non Spendable 0.88 0.46 0.47 0.47 Restricted 1.02 1.25 0.84 1.25 Committed 19.00 23.92 27.08 27.08 Assigned 4.64 5.17 7.93 7.93 Unassigned 28.06 21.62 8.89 12.23 TOTAL FUND BALANCE 53.59 52.42 45.21 48.96 17% 30% 13% 20%17% 30% 0% 10% 20% 30% 40% Revenue Expenditures High Low FY 18-19 RECOMMENDED FIRST QUARTER ADJUSTMENTS General Fund Revenue and Expenditure Trends As of September 30, 2018, General Fund expenditures are $27.6 million; this represents 30% of the budgeted appropriations. Expenditures at the first quarter point of the prior three years were 20% of the final actual expenditures. First quarter expenditures are higher compared to the prior three years due to a change in methodology for recording operating transfers. The City elected to record them at the beginning of the fiscal year rather than on a monthly basis. General Fund revenues are at $13.6 million; this represents 17% of the budgeted revenue. Revenues at the first quarter point of the prior three years were between 13% and 17%, placing this year within the range. Are General Fund Revenues and Expenditures on Trend? GENERAL FUND UPDATE (continued) SUMMARY The First Quarter Financial Report shows the City is well-positioned to move forward. City Staff recommends adjustments of $541,295 in new appropriations funded by respective fund balance. This will be partially offset by $20,000 in defunded General Fund appropriations which will increase fund balance. City staff also recommends the defunding of $1,925,000 in transfers and related appropriations that were replaced by carryovers and Park Dedication funds, resulting in an increase of $1,925,000 in fund bala nce. In total, if the recommendations are approved, appropriations would decrease by $3,203,705, transfer in revenues would decrease by $1,800,000, and estimated fund balance would increase by $1,403,705. Fund Department Expenditure Revenue Fund Balance Used Description 100 City Manager's Office 67,661 - 67,661 Position Reclassification; Converting PT Front Desk Staff to FT Senior Office Assistant; PT Community Coordinator for Disaster Preparedness 100 Administrative Services 123,473 123,473 Position Reclassification and HR Manager Double Fill and PT salary savings 100 Law Enforcement 2,972 - 2,972 Animal Services Contract Increases 100 Public Works 285,747 - 285,747 Facility/Grounds/Bridge Maintenance and Repair; Blesch Property Improvements; Seivert Property Improvements (20,000) - (20,000)Defunding Neighborhood Events Projector and Screen 459,853 - 459,853 270 Public Works 28,778 - 28,778 Roadway Striping and Legends; Position Reclassification 28,778 - 28,778 420 CIP (1,800,000) (1,800,000) - Defunding Bike Improvement appropriation that was replaced by a carryover 429 CIP Reserve (1,925,000) - (1,925,000)Defunding CIP Reserve transfers for Bike Improvement project and Aquatic Habitat project (3,725,000) (1,800,000) (1,925,000) 27,864 - 27,864 Sexual Abuse and Molestation Insurance Fees 27,864 - 27,864 610 Innovation & Technology 4,800 - 4,800 Position Promotion 4,800 - 4,800 (3,203,705) (1,800,000) (1,403,705)TOTAL ALL FUNDS 580 Recreation & Community Services TOTAL INTERNAL SERVICE FUND Recommended Adjustments GENERAL FUND SPECIAL REVENUE FUND INTERNAL SERVICE FUND CAPITAL IMPROVEMENT FUND TOTAL CAPITAL IMPROVEMENT FUND ENTERPRISE FUND TOTAL GENERAL FUND TOTAL SPECIAL REVENUE FUND TOTAL ENTERPRISE FUND 100 Recreation & Community Services 131 ATTACHMENT C FUND BUDGET ADJUSTMENT TYPE DESCRIPTION AMOUNT 100 General Fund Budget Carryover AC2 building inspections 824,030 100 General Fund Budget Carryover AC2 building plan check 330,260 100 General Fund Budget Carryover Accela bank fees 66,237 100 General Fund Budget Carryover BBF concrete picnic tables 10,000 100 General Fund Budget Carryover Bike fleet bike lockers 15,000 100 General Fund Budget Carryover Bike fleet E-bikes and additional bike for Service Center 15,000 100 General Fund Budget Carryover Building records scanning/conversion 39,524 100 General Fund Budget Carryover Case management client support 5,293 100 General Fund Budget Carryover Certified Access Specialist Building Training 3,241 100 General Fund Budget Carryover Conference room upgrade phase 1 192,400 100 General Fund Budget Carryover Cupertino Village Hotel - professional services 50,000 100 General Fund Budget Carryover De Anza Hotel - professional services 50,000 100 General Fund Budget Carryover Economic Development Strategic program implementation 110,669 100 General Fund Budget Carryover Employee commute program beginning Q1 of fiscal year 2018/19 10,000 100 General Fund Budget Carryover Full-time staff Code Enforcement to train new part time hire on weekend 3,457 100 General Fund Budget Carryover FY18 to FY19 Public Works Capital Project Carryover 4,308,501 100 General Fund Budget Carryover Green events pilot - delayed launch 10,000 100 General Fund Budget Carryover Hamptons - professional services 23,851 100 General Fund Budget Carryover Health Fair/Speakers/Support Group 6,154 100 General Fund Budget Carryover Heart of the City 52,650 100 General Fund Budget Carryover Housing Element 12,441 100 General Fund Budget Carryover Installation of variable frequency drive pool pump for Blackberry Farm 60,000 100 General Fund Budget Carryover Lawrence Mitty Annexation 172,980 100 General Fund Budget Carryover Lucid Design Group deliverables 27,500 100 General Fund Budget Carryover Magnet application charges 10,187 100 General Fund Budget Carryover Marina Plaza - professional services 63,326 100 General Fund Budget Carryover N. De Anza - professional services 125,000 100 General Fund Budget Carryover Neighborhood events contracts 6,500 100 General Fund Budget Carryover Neighborhood events staff clothing 1,000 100 General Fund Budget Carryover Office furniture - ergonomic desks 19,542 100 General Fund Budget Carryover New hire of part-time Code Enforcement Officer 1,431 100 General Fund Budget Carryover The Oaks - professional services 105,013 100 General Fund Budget Carryover Overtime staff for Activenet software implementation support 1,800 100 General Fund Budget Carryover Power system upgrade for video control room and Community Hall 28,102 100 General Fund Budget Carryover Pre-printed membership cards for Rec Facilities due to System Upgrade 14,000 100 General Fund Budget Carryover Part-time staffing for Activenet software implementation support 25,000 100 General Fund Budget Carryover Student STEM Student Essay Contest 1,200 100 General Fund Budget Carryover Councilmember Vaidhyanathan gifted $4k of Mayor's fund to Sister Cities 4,000 DETAILED CARRYOVERS, COUNCIL APPROVED ADJUSTMENTS, AND ENCUMBRANCE CARRYOVERS 132 ATTACHMENT C FUND BUDGET ADJUSTMENT TYPE DESCRIPTION AMOUNT DETAILED CARRYOVERS, COUNCIL APPROVED ADJUSTMENTS, AND ENCUMBRANCE CARRYOVERS 100 General Fund Budget Carryover Seven Springs code enforcement 251,500 100 General Fund Budget Carryover Planning Speaker Series 23,378 100 General Fund Budget Carryover Senior Center staff training 5,000 100 General Fund Budget Carryover Strategic Plan implementation 126,319 100 General Fund Budget Carryover Student Green Grants Awarded 1,000 100 General Fund Budget Carryover Sustainability Speaker Series 6,000 100 General Fund Budget Carryover Tables for Emergency Operations Center 5,600 100 General Fund Budget Carryover Vallco Specific Plan 365,581 100 General Fund Budget Carryover Vallco Town Center 1,876,483 100 General Fund Budget Carryover Video hosting contract 20,000 GENERAL FUND TOTAL 9,486,150 210 Storm Drain Improvement Budget Carryover FY18 to FY19 PW Carryover 94,910 210 Storm Drain Improvement Budget Carryover Storm Drain Improvements Foothill/Cupertino Rd 634,460 230 Env Mgmt Cln Crk Strm Drain Budget Carryover FY18 to FY19 Public Works Carryover 133,394 270 Transportation Fund Budget Carryover FY18 to FY19 Public Works Carryover 6,738,075 280 Park Dedication Budget Carryover Lawrence-Mitty Park 8,227,099 SPECIAL REVENUE TOTAL 15,827,938 420 Capital Improvement Fund Budget Carryover 2016 Bike Plan Implementation 7,124,282 420 Capital Improvement Fund Budget Carryover ADA Improvements 59,885 420 Capital Improvement Fund Budget Carryover City Hall Turf Reduction 36,995 420 Capital Improvement Fund Budget Carryover Citywide Park & Recreation Master Plan 87,187 420 Capital Improvement Fund Budget Carryover De Anza/McClellan Signal Maintenance 145,700 420 Capital Improvement Fund Budget Carryover Green Bike Lanes 95,000 420 Capital Improvement Fund Budget Carryover Inclusive Play Area 3,049 420 Capital Improvement Fund Budget Carryover McClellan Ranch Parking Lot Improvements 778,853 420 Capital Improvement Fund Budget Carryover McClellan Ranch Trash Enclosure 124,272 420 Capital Improvement Fund Budget Carryover McClellan Sidewalk - Rose Blossom to Hwy 85 430,000 420 Capital Improvement Fund Budget Carryover Regnart Road Retaining Wall Replacement - project closed -11,547 420 Capital Improvement Fund Budget Carryover QCC Fire Alarm Panel Upgrade 41,927 420 Capital Improvement Fund Budget Carryover Recreation Facilities Monument Signs 385,000 420 Capital Improvement Fund Budget Carryover Retaining Wall Repair - Cordova 298,343 420 Capital Improvement Fund Budget Carryover Stevens Creek Corridor Park Chain Master Plan-McClellan to Stevens Creek 22,143 420 Capital Improvement Fund Budget Carryover Senior Center Repairs 174,029 420 Capital Improvement Fund Budget Carryover Senior Center Walkway Replacement 14,289 420 Capital Improvement Fund Budget Carryover Service Center Shed #3 392,257 420 Capital Improvement Fund Budget Carryover Sports Center Exterior Upgrades 394,830 420 Capital Improvement Fund Budget Carryover Sports Center Interior Upgrades 20,000 420 Capital Improvement Fund Budget Carryover Sports Center Tennis Courts Resurface 2,000 133 ATTACHMENT C FUND BUDGET ADJUSTMENT TYPE DESCRIPTION AMOUNT DETAILED CARRYOVERS, COUNCIL APPROVED ADJUSTMENTS, AND ENCUMBRANCE CARRYOVERS 420 Capital Improvement Fund Budget Carryover Stevens Creek Bank Repair 100,000 420 Capital Improvement Fund Budget Carryover Stelling/I-280 Pedestrian Bridge Lighting 46,450 420 Capital Improvement Fund Budget Carryover Street Light Install at Randy & Larry Ln 347,000 420 Capital Improvement Fund Budget Carryover Street Light Install Annual Infill 30,000 427 Stevens Creek Corridor Park Budget Carryover Stevens Creek Corridor Park Phase 1 27,560 427 Stevens Creek Corridor Park Budget Carryover Stevens Creek Corridor Park Phase 2 33,348 CAPITAL PROJECTS TOTAL 11,202,852 520 Resource Recovery Budget Carryover FY18 to FY19 Public Works Carryover 102,592 570 Sports Center Budget Carryover FY18 to FY19 Public Works Carryover 48,407 570 Sports Center Budget Carryover New and replacement fitness equipment 9,708 ENTERPRISE FUND TOTAL 160,707 610 Innovation & Technology Budget Carryover Disaster Recovery and UPS battery backup 60,000 610 Innovation & Technology Budget Carryover Impervious surface work 20,000 610 Innovation & Technology Budget Carryover Multi-function printer purchase 75,000 610 Innovation & Technology Budget Carryover Network security alignment with new HP environement 100,000 610 Innovation & Technology Budget Carryover Voice over Internet Protocol Project 106,000 610 Innovation & Technology Budget Carryover VPN two-factor authentication 10,000 630 Vehicle/Equip Replacement Budget Carryover FY18 to FY19 Public Works Carryover 129,204 INTERNAL SERVICE FUND TOTAL 500,204 BUDGET CARRYOVER TOTAL 37,177,851 100 General Fund Council Action Council approved budget adjustments from July 3, 2018 Council meeting 224,745 GENERAL FUND TOTAL 224,745 260 CDBG Council Action City Council approved CDBG allocation 295,633 SPECIAL REVENUE TOTAL 295,633 420 Capital Improvement Fund Council Action Regnart Creek Trail budget adjustment at August 21, 2018 Council meeting 380,000 CAPITAL PROJECTS TOTAL 380,000 COUNCIL APPROVED ADJUSTMENT TOTAL 900,378 100 General Fund Encumbrance Carryover Year End Soft Close 5,168,152 GENERAL FUND TOTAL 5,168,152 210 Storm Drain Improvement Encumbrance Carryover Year End Soft Close 40,865 230 Env Mgmt Cln Crk Strm Drain Encumbrance Carryover Year End Soft Close 6,839 265 BMR Housing Encumbrance Carryover Year End Soft Close 38,220 270 Transportation Fund Encumbrance Carryover Year End Soft Close 4,373,575 SPECIAL REVENUE TOTAL 4,459,499 420 Capital Improvement Fund Encumbrance Carryover Year End Soft Close 977,996 427 Stevens Creek Corridor Park Encumbrance Carryover Year End Soft Close 47,306 CAPITAL PROJECTS TOTAL 1,025,302 134 ATTACHMENT C FUND BUDGET ADJUSTMENT TYPE DESCRIPTION AMOUNT DETAILED CARRYOVERS, COUNCIL APPROVED ADJUSTMENTS, AND ENCUMBRANCE CARRYOVERS 520 Resource Recovery Encumbrance Carryover Year End Soft Close 91,279 560 Blackberry Farm Encumbrance Carryover Year End Soft Close 31,393 570 Sports Center Encumbrance Carryover Year End Soft Close 13,302 ENTERPRISE FUND TOTAL 135,974 610 Innovation & Technology Encumbrance Carryover Year End Soft Close 179,201 630 Vehicle/Equip Replacement Encumbrance Carryover Year End Soft Close 93,017 INTERNAL SERVICE FUND TOTAL 272,218 ENCUMBRANCE CARRYOVER TOTAL 11,061,145 49,139,374 131,718,859 180,858,233 FY 18-19 ADOPTED BUDGET FY 18-19 AMENDED BUDGET AS OF SEPTEMBER 30, 2018 CARRYOVER, COUNCIL APPROVED ADJUSTMENT, AND ENCUMBRANCE CARRYOVER TOTAL 135 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:118-4508 Name: Status:Type:Ordinances and Action Items Agenda Ready File created:In control:10/19/2018 City Council On agenda:Final action:11/20/2018 Title:Subject: Overview of City Commissions and recommendations for improving their effectiveness and communications with the City Council Sponsors: Indexes: Code sections: Attachments:Staff Report A - Draft Ordinance to Amend the Municipal Code to Clarify and Improve Consistency B - Redline of Municipal Code Amendments to Clarify and Improve Consistency C - Draft Ordinance to Add Teen Commission D - Draft Resolution to Adopt a Code of Ethics and Conduct for Elected and Appointed Officials E - Draft Ordinance Repealing Ordinance 6 and Amending Municipal Code Chapter 2.08 Regarding F - Draft Resolution to Adopt Rosenberg’s Rules of Order as the Official Parliamentary Procedures for G - Rosenberg's Rules of Order H - Rosenberg's Rules of Order at a Glance I - Robert's Rules of Order at a Glance J - Parliamentary Procedure at a Glance - Sturgis K - City Survey on Parliamentary Procedures L - City of Cupertino Committees Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Overview of City Commissions and recommendations for improving their effectiveness and communications with the City Council 1. Conduct the first reading of Ordinance No. 18-2180: “An Ordinance of the Cupertino City Council Amending the Cupertino Municipal Code, Title 2, to Update, Clarify, and Improve Consistency in Various Provisions Pertaining to City Commissions” 2. Conduct the first reading of Ordinance No. 18-2181: “An Ordinance of the Cupertino City Council Adding Chapter 2.95 to the Cupertino Municipal Code, Title 2, to Establish the Teen Commission by Ordinance” 3. Conduct the first reading of Ordinance No. 18-2182: “An Ordinance of the Cupertino City Council Repealing Ordinance No. 006 and Amending Chapter 2.08 of the Cupertino Municipal Code Regarding Adoption of Robert’s Rules of Order” 4. Adopt Resolution No. 18-114 adopting Rosenberg’s Rules of Order as the official Parliamentary Procedures for City Council meetings CITY OF CUPERTINO Printed on 11/15/2018Page 1 of 2 powered by Legistar™136 File #:18-4508,Version:1 5. Adopt Resolution No. 18-115 adopting the City of Cupertino Code of Ethics and Conduct for Elected and Appointed Officials 6. Approve staff recommendations to improve efficiency and communication detailed in the Summary of Recommendations section of this report CITY OF CUPERTINO Printed on 11/15/2018Page 2 of 2 powered by Legistar™137 OFFICE OF THE CITY MANAGER CITY HALL 10 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3212 www.cupertino.org CITY COUNCIL STAFF REPORT Meeting: November 20, 2018 Subject Overview of City Commissions and Recommendations for Improving Their Effectiveness and Communications with the City Council Recommended Action 1. Conduct first reading of Ordinance No. ______: “An Ordinance of the Cupertino City Council Amending the Cupertino Municipal Code, Title 2, to Update, Clarify, and Improve Consistency in Various Provisions Pertaining to City Commissions” 2. Conduct first reading of Ordinance No. ______: “An Ordinance of the Cupertino City Council Adding Chapter 2.95 to the Cupertino Municipal Code, Title 2, to Establish the Teen Commission by Ordinance” 3. Conduct first reading of Ordinance No. _____: “An Ordinance of the Cupertino City Council Repealing Ordinance No. 006 and Amending Chapter 2.08 of the Cupertino Municipal Code Regarding Adoption of Robert’s Rules of Order” 4. Adopt Resolution No. ____ Adopting Rosenberg’s Rules of Order as the Official Parliamentary Procedures for City Council Meetings 5. Adopt Resolution No. ____ Adopting the City of Cupertino Code of Ethics and Conduct for Elected and Appointed Officials 6. Approve staff recommendations to improve efficiency and communication detailed in the Summary of Recommendations section of this report Background As part of the 2018-19 Work Program adopted on March 6, 2018, Council requested that staff explore the consolidation of certain commissions. However, at the study session held on July 31, 2018, Council directed staff to review the structure of all Cupertino commissions to explore options for improving efficiency and communication with Council overall. The Cupertino City Council has created a total of ten commissions. There are typically five members of the public appointed by Council to serve on each commission that are selected based on their qualifications and expertise in the commission’s subject matter . The primary role of a commission is to assist the Council in the formation of City policy by gathering information, weighing public input, and examining issues in depth to render a recommendation to the Council. This can include hearing public testimony on the Council’s behalf, building community consensus for proposals or projects as directed by Council, reviewing written material, studying 138 critical issues, guiding the implementation of new programs or regulating established programs, assessing alternatives regarding issues of community concern, and ultimately forwarding recommendations to the Council for consideration. Commissions serve at the will of the Council, therefore, commissions can be created or disbanded and commissioners can be dismissed by a majority vote of the Council. The following table summarizes the City’s commissions with brief descriptions of the community priority areas they are responsible for. CUPERTINO COMMISSIONS Commission Description Meeting Frequency Est. Duration Bicycle Pedestrian Commission Advises Council on transportation matters within Cupertino including bicycle and pedestrian traffic, parking, education, and recreation. Practice: Monthly Mandate: At least every other month 2 hrs Fine Arts Commission Fosters, encourages, and assists in the realization, preservation, and advancement of fine arts for the benefit of the citizens of Cupertino. Every other month 2+ hrs Housing Commission Assists in recommending housing policies and strategies, monitoring affordable housing projects, and identifying sources of funding for affordable housing. Practice: Monthly Mandate: At least quarterly 1-1.5 hrs Library Commission Advises Council regarding library service in the community and serves as liaison between the City and the Santa Clara County Library JPA. Practice: Monthly Mandate: At least every other month 2.5 hrs Parks & Recreation Commission Advises Council on parks and recreation related activities, including park site acquisition and development, community activities, and recreation policies. Monthly 2.5 hrs 139 Commission Description Meeting Frequency Est. Duration Planning Commission Advises Council on land use matters including the City’s General Plan, implements the General Plan through the administration of specific plans, zoning and subdivisions, and establishes a standing subcommittee for design review. Twice a month 1-4 hrs Public Safety Commission Advises Council on areas relating to public safety, traffic, police, fire and other areas where public safety may be of concern. Practice: Monthly Mandate: At least every other month 2.5 hrs Sustainability Commission Advises Council on major policy and programmatic areas related to the environmental goals in Cupertino’s Climate Action Plan and General Plan’s Environmental Resources/Sustainability Element. Practice: Monthly Mandate: At least quarterly 2 hrs Teen Commission Advises Council and staff on issues and projects important to youth in the Cupertino community. Twice a month (Sept-May) Monthly (Jun-Aug) 2.5 hrs Technology, Information, & Communications Commission (TICC) Advises Council on all matters relating to telecommunications in Cupertino and provides support for community access television. Practice: Monthly Mandate: At least quarterly 2 hrs Discussion To explore improving efficiency and communication, staff reviewed the City’s current commission structure and conducted a survey of 16 local cities to determine best practices. Staff also reached out to commissions through email and attended commission meetings to gather feedback and input on draft recommendations. Input received from commissions was used to refine the recommendations included in this report. Due to scheduling, staff will continue to attend commission meetings to gather feedback, which will be presented to Council on November 20th. 140 Communications with Council Council Liaisons Currently, each commission is assigned a staff liaison whose role is to provide administrative support and information that will assist commissioners throughout the decision-making process. In addition to staff liaisons, some cities also have Council liaisons that are assigned to commissions to help facilitate the exchange of information between a Council and its commissions. While Cupertino does not have council liaisons for commissions, almost half of the local cities surveyed do assign councilmembers to commissions. Of these cities, Milpitas, Palo Alto, and Sunnyvale do not assign Council liaisons for quasi-judicial commissions, such as the Planning Commission. COUNCIL LIAISONS IN OTHER CITIES Council liaisons are assigned to Commissions Council liaisons are NOT assigned to Commissions LOS ALTOS LOS ALTOS HILLS MILPITAS (except quasi-judicial) PALO ALTO (except quasi-judicial) SAN JOSE SAN MATEO SUNNYVALE (except quasi-judicial) CUPERTINO CAMPBELL GILROY LOS GATOS MENLO PARK MORGAN HILL MOUNTAIN VIEW REDWOOD CITY SANTA CLARA SARATOGA Cities with Council liaisons have found that this structure can provide an opportunity for commissioners to connect with a member of the Council and receive guidance regarding Council processes. Council liaisons can also report back to the entire Council regarding commission updates and monitor commission performance when necessary. However, some cities indicated that the Council liaison role is not well-defined and may be duplicative of the staff liaison. It is also important to consider that Council liaisons could be pressured to speak on sensitive issues or have undue influence on items before the Commission due to their councilmember status. As a best practice, there are parameters placed on Council liaisons. For example, Council liaisons may attend their assigned commission’s meetings but do not actively participate as a member of the commission. Based on feedback from the surveyed cities, Council liaison attendance is generally not consistent. Also, they are not to speak on behalf of the Council on matters that were not previously discussed with the Council as a whole. Commissions showed some interest in having Council liaisons. Some commissioners felt it would be a good opportunity to keep the Council informed of their work and recommended rotatin g the Council liaison assignments. They also saw Council liaisons as an opportunity to receive guidance when developing their work programs, however, this could be an issue if the guidance was not decided on by the full Council. Other commission members expressed concerns about 141 having one councilmember attend as opposed to having input from the full Council. The Parks and Recreation Commission, Technology Information & Communications Commission (TICC) and a member of the Fine Arts Commission felt that they were well supported by their staff liaison and that a Council liaison may not add significant value. Due to the potential duplication of effort with the staff liaison, and the need to have direction for commissions come from the full Council, staff does not recommend assigning Council liaisons. Instead, staff recommends other methods of engagement in the following sections. Work Programs Work programs provide an opportunity for commissioners to identify the different priorities and projects that each commission will be working on during the year that are consistent with Council direction. Currently, Cupertino commissions are not required to have their work programs approved by Council. The survey of local cities found that most commission work programs are formally approved by Council. The City of Los Altos goes a step further and has commission work programs reviewed at a joint meeting between the commission and the full Council. Requiring that work programs be approved by Council ensures that commissions are working to further Council priorities and may improve Council’s engagement by focusing annual reviews on each commission’s deliverables. This process would result in each of the work programs coming to Council as additional items, but allow an opportunity for Council to provide more guidance and direction to commissions. COMMISSION WORK PROGRAMS IN OTHER CITIES No formal work program required Work programs are formally approved by Council Work program reviewed at joint meeting with Council CUPERTINO CAMPBELL LOS ALTOS HILLS PALO ALTO SAN MATEO SANTA CLARA GILROY LOS GATOS MENLO PARK MORGAN HILL MOUNTAIN VIEW REDWOOD CITY SARATOGA SAN JOSE SUNNYVALE MILPITAS (in the process of formalizing this requirement) LOS ALTOS Most commissions were supportive of having Council-approved work programs. There was some concern regarding the flexibility of work programs and a desire to be able to update them as needed. The Library Commission expressed concern that formal approval may delay the implementation of work programs. TICC suggested that Council develop a strategic plan for the City that the commissions could organize their work around. Staff recommends that each 142 commission be required to submit an annual work program for Council approval. Guidelines would be provided to commissions to ensure that work plans reflect high-level objectives. To allow for flexibility, only significant changes to approved work plans would be subject to Council review. Mayors Meetings Cupertino is unique when it comes to the monthly Mayor’s meeting, in which representatives from each commissions meet with the Mayor to discuss updates. No other cities hold a monthly Mayor’s meeting with commissioners. Instead, commissioners in other cities provide updates to Council by other means. For example, Menlo Park requires commissions to provide a quarterly report to Council. Mountain View has an annual meeting for commission updates which includes the chair of each commission. Sunnyvale has an annual meeting with the Mayor, Vice-Mayor, and all commission chairs and vice-chairs to confirm that they are following policies regarding organization and structure. The City of Santa Clara has a joint meeting with their full Council and a different board or commission each month to provide updates and information on upcoming events. While not included in our survey of 16 local cities, Walnut Creek holds a meeting similar to Cupertino’s Mayor’s meeting. It is a quarterly informational meeting in which the Mayor, Mayor Pro Tem, and all commission chairs and vice-chairs give updates to one another. Minutes are taken by the City Clerk or Deputy City Clerk and after they are approved, the minutes are included as a report out to the rest of the Council. Walnut Creek staff have found this quarterly meeting to be beneficial as it is well attended, allows commissioners to hear what others are working on, and provides an opportunity for commissioners to voice their concerns to the Mayor. In-line with Walnut Creek, it may be beneficial to have minutes taken at Cupertino’s Mayor’s meetings that are then provided to the full Council. This would add another level of engagement between commissions and Council. To accomplish this, either an attendee of the meeting would take minutes or staff time would be required to capture the meeting minutes. Commissions highly appreciate the monthly Mayor’s meeting and find it a very valuable way to connect with Council and other commissions. Some commissioners expressed that the Mayor’s meeting could be improved with more structure such as an agenda. Others were opposed to having minutes for the Mayor’s meetings as approval of minutes would be difficult as different commissioners attend. Staff recommends that the Mayor provide a summary update on the Mayor’s meetings during the reports out to Council to keep the remaining councilmembers informed. Efficiency and Consistency Protocol: Parliamentary Procedure Staff reviewed each commission’s current meeting protocols and procedures to identify any areas that could be improved. Currently, commissions may adopt rules and procedures, with Council approval, to help them accomplish their duties. If no such rules or procedures are adopted, Robert’s Rules of Order may be followed but are not required. To date, no commissions have 143 adopted formalized procedures. In practice, while some commissions follow Robert’s Rules of Order, most commission meetings do not follow a formal parliamentary procedure. According to Ordinance No. 006, Council may also adopt specific rules and procedures, but in the absence of any such procedures, the Council is governed by “Robert’s Rules of Order—Revised” 75th Anniversary Edition as published in 1951. To facilitate productive meetings, Council should consider formally adopting a parliamentary protocol for commissions to follow. This standardization would not only help clarify the structure of meetings but also assist in streamlining training for commissioners and staff liaisons. A few examples of parliamentary procedures are Rosenberg’s Rules of Order (Attachments G & H), Robert’s Rules of Order (Attachment I), and the Sturgis Parliamentary Procedure (Attachment J). The City Clerk’s Office recommends Rosenberg’s Rules of Order as they are user-friendly and more easily understood than other procedures. Most of the local cities surveyed use Robert’s Rules of Order. However, the City Clerk conducted a wider-reaching survey of California cities in which most cities used Rosenberg’s Rules of Order (Attachment K). Some commissions were unsure whether a formal parliamentary procedure was necessary and appreciated the informality of their meetings. Other commissions were supportive of standardizing parliamentary procedures across commissions. The Parks and Recreation Commission preferred Rosenberg’s Rules of Order and found Robert’s Rules of Order to be unnecessarily complex. Staff recommends that Council adopt Rosenberg’s Rules of Order for all commissions. For consistency, staff recommends that Council consider adopting Rosenberg’s Rules of Order for Council meetings (Attachments E & F). Protocol: Minutes and Records It is standard practice for all commissions to have minutes taken for their meetings. Currently, the City’s commissions take either action minutes or summary minutes. Most other cities surveyed take action minutes, but some have a mixture of both summary and action minutes in their commissions. Cupertino’s Planning Commission and Parks and Recreation Commission are also video recorded. All other cities surveyed also video record their Planning Commission meetings but typically do not video record other commissions. About half of the cities surveyed audio record their other commissions, only three of which post them online. COMMISSION MEETING RECORDS IN OTHER CITIES City Type of Commission Minutes Commissions Recorded CUPERTINO Action and summary Planning Commission and Parks and Recreation Commission are video recorded and posted online. None of the other commissions are audio recorded. 144 City Type of Commission Minutes Commissions Recorded CAMPBELL Action and summary Planning Commission is video recorded and posted online. None of the other commissions are audio recorded. GILROY Action w/ brief summary Planning Commission is video recorded and posted online. All other commissions are audio recorded (not posted online). LOS ALTOS Action Planning Commission is video recorded and posted online. All other commissions are audio recorded (not posted online). LOS ALTOS HILLS Action and summary Planning Commission is video recorded and posted online. None of the other commissions are audio recorded. LOS GATOS Action Planning Commission is video recorded and posted online. All other commissions are audio recorded (not posted online). MENLO PARK Action w/ summary minutes for Planning Commission Planning Commission and Complete Streets Commission (Special meetings) are video recorded and posted online. None of the other commissions are audio recorded. MILPITAS Action w/ summary minutes for Planning Commission Planning Commission is video recorded and posted online. All other commissions are audio recorded (not posted online). MORGAN HILL Action All commission meetings are video recorded and posted online. MOUNTAIN VIEW Action Planning Commission is video recorded and posted online. All other commissions are audio recorded and posted online. PALO ALTO Summary w/ verbatim minutes for Planning & Transportation Commission All commissions are video recorded and posted online. 145 City Type of Commission Minutes Commissions Recorded REDWOOD CITY Action w/ summary minutes for Planning Commission Planning Commission is video recorded and posted online. None of the other commissions are audio recorded. SAN JOSE Action Planning Commission is video recorded and posted online. All other commissions are audio recorded (not posted online). SAN MATEO Policy outlines action minutes but is a mix of action and summary minutes in practice Planning Commission, Sustainability & Infrastructure Commission are video recorded and posted online. Some commissions are audio recorded (not posted online). SANTA CLARA Action Planning Commission is video recorded and posted online. All others commissions are audio recorded and posted online. SARATOGA Action Planning Commission is video recorded and posted online. None of the other commissions are audio recorded. SUNNYVALE Action Planning Commission is video recorded and posted online. All other commissions are audio recorded and posted online. If Council desired to require audio recordings of commission meetings, this could be accomplished in a few different ways. One way is to provide each commission staff liaison with a recording device. A high-quality audio recorder would have an estimated cost of $60-$100 per device. Additional staff time required would be minimal. Alternatively, the staff liaison could use their City-issued iPad to record if they have one. The IT Department is currently exploring the potential of outfitting City conference rooms with audio recording equipmen t and the associated costs. If audio recordings are done, they would be considered public record and would be subject to public records requests and the City’s retention schedule. The current retention schedule stipulates that the audio recording should be kept for 30 days or until the meeting minutes are approved, whichever is longer. Council could decide to extend the retention schedule and make recordings available online. The Sustainability Commission and Library Commission prefer summary minutes. TICC expressed a preference for action minutes. The Parks and Recreation Commission felt that action minutes would be acceptable if there were a video or audio recording available, otherwise 146 summary minutes are preferred. Staff recommends that Council require either summary minutes or action minutes with audio recordings for all commissions. Summary minutes take additional staff time, but provide a more detailed description of the discussions leading up to the actions in the meeting. Action minutes would reduce staff time as well as strictly communicate the facts and actions of the meeting rather than including an interpretation of the discussion. When action minutes are accompanied by audio recordings, the recordings can be referenced for additional detail. If action minutes are selected, staff recommends that Council direct staff to update the retention schedule to make audio recordings a permanent record. Duplication Initially, there was a concern regarding the duplicative mandates of commissions. As discussed at the July 31st Study Session, commissions typically do not overlap in practice. However, in the Cupertino Municipal Code, there are areas of potential duplication. For example, the Parks and Recreation Commission mandate does include, “Sheriff, Library, Fire, and Disaster Preparedness,” which may be considered as areas under the Library and Public Safety Commissions. To address this, staff has proposed removing this language as part of the draft ordinance amending the Municipal Code to clarify and improve consistency (Attachment A). In addition, the non-profit Senior Advisory Council was reviewed to evaluate whether a Senior Commission would be beneficial or duplicative. In the past, the City had a Senior Citizen Commission. However, in 2009, the Senior Citizen Commission agreed to be dissolved as they had significant overlapping functions with the Senior Advisory Council and the members of the Senior Center recognized the Advisory Council as the representing body. The Advisory Council has four Board Members and 15 committee members, which meet every other month. Staff estimates that the Advisory Council requires about 3.5 hours of staff time per meeting. The Advisory Council is primarily advisory to staff and discusses programs at the Senior Center and receives updates on community group activities. When requested, they do address citywide issues involving senior citizens such as participating in the Age Friendly Cities task force. The Advisory Council does not serve at the will of the Council and while it is representative of Senior Center members, may not always be representative of the City’s senior demographic population overall. With a Senior Commission, Council could select Cupertino residents as commissioners and direct their work. Staff estimates that a Senior Commission would take about six hours of staff time per meeting. Similar to most other City commissions, the commission would likely meet monthly or every other month. The table on the following page indicates that about half of the local cities surveyed have a Senior Commission. If a Senior Commission is formed, the Advisory Council would continue to advise staff on Senior Center operations as they are the non-profit body that has formed specifically around Cupertino’s Senior Center programming and facilitates the bingo program. In addition, with both a Senior Commission and the Senior Advisory Council, there may be the potential for duplication as seen in 2009. The Parks and Recreation Commission felt that the current set up with the Senior Advisory Council appears to be functioning well, however, they would like to receive periodic updates 147 from the Advisory Council. Staff recommends that the Parks and Recreatio n Commission collaborate with the Senior Advisory Council to address any requests from Council regarding senior citizen issues. As part of this recommendation, staff has included “senior services” in the Parks and Recreation Commission’s mandate in the proposed Municipal Code amendments in Attachment A. In addition, staff recommends that Council request that the Advisory Council consider providing quarterly updates to the Parks and Recreation Commission. SENIOR COMMISSIONS IN OTHER CITIES Cities Senior Commission Staff Liaison CUPERTINO Senior Advisory Council Recreation Supervisor CAMPBELL N/A N/A GILROY N/A N/A LOS ALTOS LOS ALTOS HILLS Senior Commission (LA/LAH shared) Rec. Supervisor LOS GATOS Community & Senior Svcs Commission Assistant Town Manager MENLO PARK N/A N/A MILPITAS Senior Advisory Commission Rec. Supervisor & Public Svcs Attendant MORGAN HILL N/A N/A MOUNTAIN VIEW Senior Advisory Committee Rec. Supervisor PALO ALTO N/A N/A REDWOOD CITY Senior Affairs Commission Parks, Rec., & Community Svcs Manager SAN MATEO Senior Citizens Commission Comm. Svcs Section Manager SANTA CLARA Senior Advisory Commission Rec. Supervisor SARATOGA N/A N/A SUNNYVALE Senior Center Advisory Committee (advisory to staff & appointed by staff) Senior Center Manager SAN JOSE Senior Citizens Commission Rec. Supervisor Facilitating Collaboration While duplication doesn’t appear to be an issue of concern within the City’s commissions, there will inevitably be issues and topics that are relevant to more than one commission’s expertise. For example, traffic safety could be relevant to both the Public Safety Commission and the Bicycle Pedestrian Commission. Currently, the Commissioner Handbook does have a section regarding “Relations with Other Boards, Commissions, and Committees.” Staff intends to revise this section to explain that in instances where a topic is relevant to more than one commission, the relevant commissions should work collaboratively on the project or recommendation so that all viewpoints can be considered, minimizing duplication or conflict. There are multiple junctures at which a topic can be identified as a candidate for collaboration. Most cities rely on the staff liaison to identify issues in their commissions which may be relevant to others. Likewise, Cupertino staff liaisons should be trained to be aware of any items that call for collaboration. Additionally, if all commissions have work programs approved by Council, the Council may direct commissions to collaborate on any items. The Mayor’s monthly meetings 148 with commissions could also be a venue for fellow commissioners or the Mayor to identify issues of mutual interest. Committees Cupertino has six regular committees and a Disaster Council, as outlined in Attachment L. The Disaster Council has the Mayor, or their designee, serve as chair and supports the City’s emergency management and preparedness responsibilities. All committees, except for the Design Review Committee, are subcommittees of Council where one or two councilmembers are assigned as members along with members from the public or staff. The Design Review Committee is made up of Planning Commission members and is a subcommittee of the Planning Commission. These committees are subject to the Brown Act. If Council formalizes protocol changes for commissions such as standardizing the type of minutes taken, adopting a standard parliamentary procedure, and implementing audio recordings, it may be relevant to consider extending these protocol decisions to committees as well. Committee liaisons were generally supportive of a standard parliamentary procedure, however, there were some concerns regarding the minutes. Due to the sen sitive subject matter of some committees, allowing committees to continue having discretion over their minutes and records may be beneficial. Staff recommends adopting Rosenberg’s Rules of Order for committees as well, but recommends leaving the minutes and records up to the discretion of the committee. Internal Consistency: Municipal Code Amendments Staff identified inconsistencies within the Cupertino Municipal Code. For example, the Teen Commission is the only commission not codified. To address this, staff has proposed a draft ordinance to add the Teen Commission to the Municipal Code (Attachment C). There are also inconsistencies in the language regarding record keeping and the references to the resolution governing advisory bodies. In addition, the chapter outlining the Disaster Council has two sections on membership that have contradictory assignments of Vice-Chairperson. To address these issues, staff has proposed a draft ordinance amending the Municipal Code to clarify and improve consistency (Attachment A). Code of Ethics and Conduct In reviewing commission policies and guidelines from other cities, staff found that the majority of cities had adopted a formal code of conduct or ethics for commissions to abide by. Typically the code applies to the city’s councilmembers as well, unless they have a code specific to Council. A code of ethics and conduct can cover topics ranging from conflict of interest, confidentiality, advocacy, acting in the public interest, and proper use of an individual’s City title. While all cities indicated that a commissioner can be dismissed by a vote of the Council, a few cities such as San Mateo, Santa Clara, and Sunnyvale clearly state that any violation of the code of ethics and conduct are grounds for removal as a commissioner. Except for Sunnyvale, the cities surveyed did not have formal written procedures for the removal process. In practice, removal typically 149 involves a letter of reprimand to the commissioner in violation, followed by a discussion and decision by the City Council to formalize the dismissal. Commissions were very supportive of adopting a code of ethics and conduct. Staff recommends that Council adopt the draft resolution to adopt a code of ethics and conduct for all elected and appointed officials (Attachment D). Summary of Recommendations The staff recommendations in this report are summarized below: 1. Require that all commissions submit an annual work program for Council approval. Only significant changes to approved work plans would be subject to Council review. 2. Have the Mayor provide a summary update on the Mayor’s meetings during the reports out to Council to keep the remaining councilmembers informed on commission activities. 3. Adopt Rosenberg’s Rules of Order for all commissions and committees. a. For consistency, adopt Rosenberg’s Rules of Order for City Council meetings (Attachments E & F). 4. Require that all commissions take the same type of minutes. Choose either: a. action minutes and audio recordings with the retention schedule updated to reflect that audio files should be permanent records; or b. summary minutes. 5. Direct the Parks and Recreation Commission to collaborate with the Senior Advisory Council when addressing senior citizen issues and request that the Senior Advisory Council consider providing quarterly updates to the Parks and Recreation Commission. 6. Conduct first reading of Draft Ordinance to Amend the Municipal Code to Clarify and Improve Consistency (Attachment A). 7. Conduct first reading Draft Ordinance to Add Teen Commission (Attachment C). 8. Adopt Draft Resolution to Adopt a Code of Ethics and Conduct for Elected and Appointed Officials (Attachment D). 9. Require elected and appointed officials to sign and acknowledge receipt of the Code of Ethics and Conduct. Next Steps If the above recommendations are approved by Council, staff will update the Commissioner’s Handbook accordingly and prepare training for all commissioners and staff liaisons. Training will be provided for all incoming and sitting commissioners. Fiscal Impact The fiscal impact of the proposed recommendations is minimal. Standardizing parliamentary procedure may improve meeting flow and result in shortened meeting length, saving staff time that can be spent on other projects. However, additional staff time will be required in order to train commissioners and liaisons on the approved procedures. If Council chooses to require action minutes with audio recordings, this is estimated to cost between $600 and $1,000 for the 150 recording equipment. If summary minutes are required, this would take additional staff time. It is estimated that summary minutes take twice as long to draft as the total the meeting length. _____________________________________ Prepared by: Katy Nomura, Senior Management Analyst Reviewed by: Jaqui Guzmán, Deputy City Manager Approved for Submission by: Amy Chan, Interim City Manager Attachments: A—Draft Ordinance to Amend the Municipal Code to Clarify and Improve Consistency B – Redline of Municipal Code Amendments to Clarify and Improve Consistency C – Draft Ordinance to Add Teen Commission D – Draft Resolution to Adopt a Code of Ethics and Conduct for Elected and Appointed Officials E – Draft Ordinance Repealing Ordinance 6 and Amending Municipal Code Chapter 2.08 Regarding Robert's Rules of Order F – Draft Resolution to Adopt Rosenberg’s Rules of Order as the Official Parliamentary Procedures for City Council Meetings G – Rosenberg’s Rules of Order H – Rosenberg’s Rules of Order at a Glance I – Robert’s Rules of Order at a Glance J – Parliamentary Procedure at a Glance - Sturgis K – City Survey on Parliamentary Procedures L – City of Cupertino Committees 151 ATTACHMENT A ORDINANCE NO. __-___ AN ORDINANCE OF THE CUPERTINO CITY COUNCIL AMENDING THE CUPERTINO MUNICIPAL CODE, TITLE 2, TO UPDATE, CLARIFY, AND IMPROVE CONSISTENCY IN VARIOUS PROVISIONS PERTAINING TO CITY COMMISSIONS WHEREAS, the City Council finds that amending Chapters 2.32, 2.36, 2.60, 2.68, 2.74, 2.80, 2.84, 2.86, 2.88, 2.90, 2.92 and 2.94 of the Cupertino Municipal Code is appropriate and advisable to improve readability and consistency. NOW, THEREFORE, the Council of the City of Cupertino does ordain as follows: SECTION ONE - The following sections of Chapter 2.32 of the Cupertino Municipal Code pertaining to the Planning Commission are hereby amended to read as follows: 2.32.020 Terms of Office. A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Planning Commission shall be four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment, and rules governing incumbent members of the Commission are governed by the Resolution of the Cupertino City Council which governs advisory bodies. 2.32.060 Amendments – Records. A. The affirmative vote of not less than a majority of its total voting members is required to approve a recommendation to amend the zoning ordinance; the affirmative vote of a majority present with a quorum present is required to take any other action. B. The Commission shall keep an accurate record of its proceedings and transactions, and shall render such reports to the Council as may be required by ordinance or resolution, and shall submit an annual report to the Mayor. These records shall be filed with the City Clerk. SECTION TWO - The following sections of Chapter 2.36 of the Cupertino Municipal Code pertaining to the Parks and Recreation Commission are hereby amended to read as follows: 2.36.020 Terms of Office. A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Parks and Recreation Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. 152 Ordinance No. ___-_____ B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution of the Cupertino City Council which governs advisory bodies. 2.36.070 Records. The Commission shall keep an accurate record of its proceedings and transactions, and shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. 2.36.80 Powers and Functions The powers and functions of the City Park and Recreation Commission shall be as follows: A. To hold hearings on matters pertaining to planning and development of parks, cultural activities, historical resources, recreation, community services (including, but not limited to schools and senior services), and capital expenditures related to community activities and facilities; B. To conduct such other hearings as are necessary and in accordance with its own rules and regulations; C. To report its decisions and recommendations in writing to the City Council; D. To consider, formulate and propose programs, activities, resources, plans and development designed to provide for, regulate and direct the future growth and development of community activities, parks and a recreation system in order to secure to the City and its inhabitants better service; E. To make investigations and reports for future acquisition of park sites; F. To make, in its advisory capacity, any and all recommendations to the City Council relating to the above matters, including the extension of the parks, recreation system and community activities to outlying areas of the City; G. In cooperation with the Director of Recreation and Community Services, the Commission will consider, review, and evaluate parks, recreation programs, and community activities; H. To consider, formulate, and propose cultural activities and historical preservation for the City and its residents. SECTION THREE - Section 2.40.030 of the Cupertino Municipal Code is hereby removed: 2.40.030 Membership The Cupertino Disaster Council/Citizen Corps Council shall consist of selected representatives of the City’s Emergency Organization as defined in section 2.40.070 of this chapter. The Mayor, or designee, shall serve as Chairperson and the Emergency Services Coordinator, or designee, as Vice-Chairperson of the Disaster Council/Citizen Corps Council and shall make recommendations for representatives from the Emergency Organization. SECTION FOUR - The following sections of Chapter 2.60 of the Cupertino Municipal Code pertaining to the Public Safety Commission are hereby amended to read as follows: 153 Ordinance No. ___-_____ 2.60.020 Terms of Office A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Public Safety Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution of the Cupertino City Council which governs advisory bodies. 2.60.060 Records. The Commission shall keep an accurate record of its proceedings and transactions, and shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. SECTION FIVE - The following sections of Chapter 2.68 of the Cupertino Municipal Code pertaining to the Library Commission are hereby amended to read as follows: 2.68.020 Terms of Office. A. Commission members serve at the pleasure of the City Council. The term of office of the members of the Library Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution of the Cupertino City Council which governs advisory bodies. 2.68.060 Records. The Commission shall keep a record of its proceedings and transactions, and shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. SECTION SIX - The following sections of Chapter 2.74 of the Cupertino Municipal Code pertaining to the Technology, Information, and Communications Commission are hereby amended to read as follows: 2.74.020 Terms of Office. A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Technology, Information, and Communications Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms except that a commissioner may serve more than 154 Ordinance No. ___-_____ two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution of the Cupertino City Council which governs advisory bodies. 2.74.050 Records. The Commission shall keep an accurate record of its proceedings and transactions, and shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. SECTION SEVEN - The following sections of Chapter 2.80 of the Cupertino Municipal Code pertaining to the Fine Arts Commission are hereby amended to read as follows: 2.80.020 Terms of Office. A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Fine Arts Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms, except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution of the Cupertino City Council which governs advisory bodies. 2.80.070 Records. The Commission shall keep an accurate record of its proceedings and transactions and shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. SECTION EIGHT - The following sections of Chapter 2.84 of the Cupertino Municipal Code pertaining to the Planning Commission are hereby amended to read as follows: 2.84.020 Terms of Office. The terms of staff members are ongoing unless changed by action of the City Council. The term of the City Council person and Planning Commissioner shall be reviewed periodically by the City Council and Planning Commission respectively for reappointment or a new appointment. Because this Committee is composed of staff and members of other bodies it is not directly governed by the Resolution of the Cupertino City Council which governs advisory bodies. 2.84.070 Records. The Committee shall keep an accurate record of its proceedings and transactions, and shall render such reports to the City Council and Planning Commission as may be required. These records shall be filed with the City Clerk. 155 Ordinance No. ___-_____ SECTION NINE - The following sections of Chapter 2.86 of the Cupertino Municipal Code pertaining to the Housing Commission are hereby amended to read as follows: 2.86.030 Terms of Office. A. Housing commissioners serve at the pleasure of the City Council. The term of office of the members of the Housing Commission shall be for four years commencing on the date of their respective appointments to the Housing Commission or its predecessor Commission and shall end on January 30th of the year their terms are due to expire. No member shall serve more than two consecutive terms except that a member may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution of the Cupertino City Council which governs advisory bodies. 2.86.090 Records. The Commission shall keep an accurate record of its proceedings and transactions and shall render such reports to the City Council and Planning Commission as may be required. These records shall be filed with the City Clerk. SECTION TEN - The following sections of Chapter 2.88 of the Cupertino Municipal Code are hereby amended to read as follows: 2.88.030 Terms of Office. A. Audit Committee members serve at the pleasure of the City Council. The term of office of the members of the Audit Committee shall be for four years commencing on the date of their respective appointments to the Audit Committee and shall end on January 30th of the year the terms are due to expire. No Audit Committee member shall serve more than two consecutive terms unless he or she has been appointed to the committee to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Audit Committee are governed by the Resolution of the City Council which governs advisory bodies. 2.88.090 Records. The committee shall keep an accurate record of its proceedings and transactions and shall render such reports to the City Council and Planning Commission as may be required. These records shall be filed with the City Clerk. SECTION ELEVEN - The following sections of Chapter 2.90 of the Cupertino Municipal Code are hereby amended to read as follows: 2.90.080 Records. 156 Ordinance No. ___-_____ A. The committee shall keep an accurate record of its proceedings and transactions and shall render such reports to the City Council and Planning Commission directly after each meeting. The appeal of said decision is governed by Chapter 19.12 of the zoning code. The committee shall also comply with all requirements of the State of California Open Meeting Law (the Brown Act), including the preparation and posting of meeting agendas. B. These records shall be filed with the City Clerk. SECTION TWELVE - The following sections of Chapter 2.92 of the Cupertino Municipal Code are hereby amended to read as follows: 2.92.020 Terms of Office. A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Bicycle Pedestrian Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms, except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution of the Cupertino City Council which governs advisory bodies. 2.92.070 Records. The Commission shall keep an accurate record of its proceedings and transactions and shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. SECTION THIRTEEN - The following sections of Chapter 2.94 of the Cupertino Municipal Code are hereby amended to read as follows: 2.94.020 Terms of Office. A. Commissioners serve at the pleasure of the City Council. The initial term of office of two of the members of the Commission selected from among the community members shall be for two years. The initial term of the remaining Commissioners shall be for a four year period. All subsequent terms shall be for a four year period. All terms shall end on January 30th of the year the term is due to expire. No Commissioner shall serve more than two consecutive terms, except that a Commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution of the Cupertino City Council which governs advisory bodies. 2.94.070 Records. The Commission shall keep an accurate record of its proceedings and transactions, and 157 Ordinance No. ___-_____ shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. SECTION FOURTEEN - IMPLEMENTATION. The City Council hereby authorizes and directs the City Manager to take any action and sign any documents necessary to implement this Ordinance. SECTION FIFTEEN - SEVERABILITY. If any section, subsection, sentence, clause or phrase of this Ordinance is for any reason held by a court of competent jurisdiction to be invalid, such a decision shall not affect the validity of the remaining portions of this Ordinance. The Council of the City of Cupertino hereby declares that they would have passed this Ordinance and each section or subsection, sentence, clause and phrase thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid. SECTION SIXTEEN - EFFECTIVE DATE; PUBLICATION. The City Clerk is directed to post and publish this Ordinance in accordance with law in a newspaper of general circulation printed and published in the County of Santa Clara, or as otherwise required by law. This ordinance shall take effect thirty (30) days after adoption. INTRODUCED at a regular meeting of the City Council of the City of Cupertino the 20th day of November, 2018 and ENACTED at a regular meeting of the City Council of the City of Cupertino the ____ day of ____ 2018, by the following vote: Vote: Members of the City Council Ayes: Noes: Absent: Abstain: ATTEST: APPROVED: ______________________ ______________________ Grace Schmidt, City Clerk Darcy Paul, Mayor, City of Cupertino 158 ATTACHMENT B Redline of Municipal Code Amendments to Clarify and Improve Consistency SECTION ONE - The following sections of Chapter 2.32 of the Cupertino Municipal Code pertaining to the Planning Commission are hereby amended to read as follows: 2.32.020 Terms of Office of Members. A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Planning Commission shall be four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment, and rules governing incumbent members of the Commission are governed by the Resolution No. 7571 of the Cupertino City Council which governs advisory bodies. 2.32.060 Amendments – Records Required. A. The affirmative vote of not less than a majority of its total voting members is required to approve a recommendation to amend the zoning ordinance; the affirmative vote of a majority present with a quorum present is required to take any other action. B. The Commission shall keep an accurate record of its proceedings and transactions, and shall render such reports to the Council as may be required by ordinance or resolution, and shall submit an annual report to the Mayor. These To accomplish this the Commission shall be furnished with a secretary employed by the City to keep accurate records of the Commission. All records so prepared by the secretary shall be filed with the City Clerk. SECTION TWO – The following sections of Chapter 2.36 of the Cupertino Municipal Code pertaining to the Parks and Recreation Commission are hereby amended to read as follows: 2.36.020 Terms of Office. A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Parks and Recreation Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution No. 8828 of the Cupertino City Council which governs advisory bodies. 2.36.070 Records. Required. The Commission shall keep an accurate record of its proceedings and transactions, and through the Director of Recreation and Community Services shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. 2.36.80 Powers and Functions 159 The powers and functions of the City Park and Recreation Commission shall be as follows: A. To hold hearings on matters pertaining to planning and development of parks, cultural activities, historical resources, recreation, community services (including, but not limited to schools and senior services, Sheriff, Library, Fire, and Disaster Preparedness), and capital expenditures related to community activities and facilities; B. To conduct such other hearings as are necessary and in accordance with its own rules and regulations; C. To report its decisions and recommendations in writing to the City Council; D. To consider, formulate and propose programs, activities, resources, plans and development designed to provide for, regulate and direct the future growth and development of community activities, parks and a recreation system in order to secure to the City and its inhabitants better service; E. To make investigations and reports for future acquisition of park sites; F. To make, in its advisory capacity, any and all recommendations to the City Council relating to the above matters, including the extension of the parks, recreation system and community activities to outlying areas of the City; G. In cooperation with the Director of Recreation and Community Services, the Commission will consider, review, and evaluate all parks, recreation programs, and community activities; H. To consider, formulate, and propose cultural activities and historical preservation for the City and its residents. SECTION THREE - Section 2.40.030 of the Cupertino Municipal Code is hereby removed: 2.40.030 Membership The Cupertino Disaster Council/Citizen Corps Council shall consist of selected representatives of the City’s Emergency Organization as defined in section 2.40.070 of this chapter. The Mayor, or designee, shall serve as Chairperson and the Emergency Services Coordinator, or designee, as Vice-Chairperson of the Disaster Council/Citizen Corps Council and shall make recommendations for representatives from the Emergency Organization. SECTION FOUR - The following sections of Chapter 2.60 of the Cupertino Municipal Code pertaining to the Public Safety Commission is hereby amended to read as follows: 2.60.020 Terms of Office A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Public Safety Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. 160 B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution No. 7571 of the Cupertino City Council which governs advisory bodies. 2.60.060 Records. The secretary of the Public Safety Commission shall keep an accurate record of all its proceedings , resolutions, findings, determinations, and transactions, of the Commission and shall render such reports to the City Council as may be required. These records, which records shall be a public record, and a copy of which shall be filed with the City Clerk. SECTION FIVE - The following sections of Chapter 2.68 of the Cupertino Municipal Code pertaining to the Library Commission are hereby amended to read as follows: 2.68.020 Terms of Office. A. Commission members serve at the pleasure of the City Council. The term of office of the members of the Library Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution No. 7571 of the Cupertino City Council which governs advisory bodies. 2.68.060 Records. The Library Commission shall designate one of its members to act as secretary of the Commission. The secretary of the Commission shall keep a record of all its proceedings, resolutions, findings, determinations and transactions, of the Commission and , shall render such reports to the City Council as may be required. These which records shall be a public record, and a copy of which shall be filed with the City Clerk. SECTION SIX - The following sections of Chapter 2.74 of the Cupertino Municipal Code pertaining to the Technology, Information, and Communications Commission are hereby amended to read as follows: 2.74.020 Terms of Office. A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Technology, Information, and Communications Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. 161 B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution No. 7571 of the Cupertino City Council which governs advisory bodies. 2.74.050 Records. The Technology, Information, and Communications Commission shall keep an accurate record of its proceedings and transactions, and through the Public Information Officer shall render such reports to the City Council as may be required. Commission proceedings shall be public record and a copy of which These records shall be filed with the City Clerk. SECTION SEVEN - The following sections of Chapter 2.80 of the Cupertino Municipal Code pertaining to the Fine Arts Commission are hereby amended to read as follows: 2.80.020 Members—Terms of Offices. A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Fine Arts Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms, except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution No. 7571 of the Cupertino City Council which governs advisory bodies. 2.80.070 Records Required. The Commission shall keep an accurate record of its proceedings and transactions and shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. SECTION EIGHT - The following sections of Chapter 2.84 of the Cupertino Municipal Code pertaining to the Planning Commission are hereby amended to read as follows: 2.84.020 Terms of Office. The terms of staff members are ongoing unless changed by action of the City Council. The term of the City Council person and Planning Commissioner shall be reviewed periodically by the City Council and Planning Commission respectively for reappointment or a new appointment. Because this Committee is composed of staff and members of other bodies it is not directly governed by the Resolution Number 7571 of the Cupertino City Council which governs advisory bodies. 2.84.070 Records. The Committee shall keep an accurate record of its proceedings and transactions, and shall render such reports to the City Council and Planning Commission as may be required. These records shall be filed with the City Clerk. 162 SECTION NINE - The following sections of Chapter 2.86 of the Cupertino Municipal Code pertaining to the Housing Commission are hereby amended to read as follows: 2.86.030 Terms of Office. A. Housing commissioners serve at the pleasure of the City Council. The term of office of the members of the Housing Commission shall be for four years commencing on the date of their respective appointments to the Housing Commission or its predecessor Commission and shall end on January 30th of the year their terms are due to expire. No member shall serve more than two consecutive terms except that a member may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Housing Commission are governed by the Resolution No. 8357 of the Cupertino City Council which governs advisory bodies. 2.86.090 Records. The Commission shall keep an accurate record of its proceedings and transactions and shall render such reports to the City Council and Planning Commission as may be required. These records shall be filed with the City Clerk. SECTION TEN - The following sections of Chapter 2.88 of the Cupertino Municipal Code are hereby amended to read as follows: 2.88.030 Terms of Office. A. Audit Committee members serve at the pleasure of the City Council. The term of office of the members of the Audit Committee shall be for four years commencing on the date of their respective appointments to the Audit Committee and shall end on January 30th of the year the terms are due to expire. No Audit Committee member shall serve more than two consecutive terms unless he or she has been appointed to the committee to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Audit Committee are governed by the Resolution No. 8828 of the City Council which governs advisory bodies. 2.88.090 Records. The committee shall keep an accurate record of its proceedings and transactions and shall render such reports to the City Council and Planning Commission as may be required. These records shall be filed with the City Clerk. SECTION ELEVEN - The following sections of Chapter 2.90 of the Cupertino Municipal Code are hereby amended to read as follows: 2.90.080 Records—Agendas. 163 A. The committee shall keep an accurate record of its proceedings and transactions and shall render such reports to the City Council and Planning Commission directly after each meeting. The appeal of said decision is governed by Chapter 19.12 of the zoning code. The committee shall also comply with all requirements of the State of California Open Meeting Law (the Brown Act), including the preparation and posting of meeting agendas. B. The committee shall be furnished with a secretary employed by the City to keep accurate records of the committee. All These records so prepared by the secretary shall be filed with the City Clerk. SECTION TWELVE - The following sections of Chapter 2.92 of the Cupertino Municipal Code are hereby amended to read as follows: 2.92.020 Members—Terms of Office. A. Commissioners serve at the pleasure of the City Council. The term of office of the members of the Bicycle Pedestrian Commission shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than two consecutive terms, except that a commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution No. 7571 of the Cupertino City Council which governs advisory bodies. 2.92.070 Records Required. The Commission shall keep an accurate record of its proceedings and transactions and shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. SECTION THIRTEEN - The following sections of Chapter 2.94 of the Cupertino Municipal Code are hereby amended to read as follows: 2.94.020 Members—Terms of Office. A. Commissioners serve at the pleasure of the City Council. The initial term of office of two of the members of the Commission selected from among the community members shall be for two years. The initial term of the remaining Commissioners shall be for a four year period. All subsequent terms shall be for a four year period. All terms shall end on January 30th of the year the term is due to expire. No Commissioner shall serve more than two consecutive terms, except that a Commissioner may serve more than two consecutive terms if he or she has been appointed to the Commission to fill an unexpired term of less than two years. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution of the Cupertino City Council which governs advisory bodies. 2.94.070 Records Required. 164 The Commission shall keep an accurate record of its proceedings and transactions, and shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. 165 ATTACHMENT C ORDINANCE NO. 18 -___ AN ORDINANCE OF THE CUPERTINO CITY COUNCIL ADDING CHAPTER 2.95 TO THE CUPERTINO MUNICIPAL CODE, TITLE 2, TO ESTABLISH THE TEEN COMMISSION BY ORDINANCE WHEREAS, the Teen Commission was established by City Council pursuant to Resolution 02-065, as amended through various other resolutions, including Resolution Nos. 02-167, 04-405, 05-095, 09-078, 09-115, 16-138 and 18-019; WHEREAS, the City Council desires to codify and establish the Teen Commission in the Cupertino Municipal Code. NOW, THEREFORE, the Council of the City of Cupertino does ordain as follows: SECTION ONE - Chapter 2.95 “Teen Commission” is added to Title 2 “Administration and Personnel” of the Cupertino Municipal Code, as follows: CHAPTER 2.95 TEEN COMMISSION Section 2.95.010 Established. 2.95.020 Terms of Office. 2.95.030 Vacancy—Removal. 2.95.040 Chairperson. 2.95.050 Meetings—Quorum. 2.95.060 Majority Vote Required. 2.95.070 Records. 2.95.080 Powers and Functions. 2.95.090 Compensation—Expenses. 2.95.100 Procedural Rules. 2.95.110 Effect. 166 Ordinance No. ___-_____ 2.95.010 Established. The Teen Commission of the City is established. The Teen Commission (hereinafter referred to in this Chapter as "Commission") will be comprised of nine 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 the 8th through 11th grade at time of appointment. 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. Commissioners should reflect the broadest possible representation of Cupertino youth. 2.95.020 Terms of Office. A. Commission members serve at the pleasure of the City Council. The term of office of Teen Commission members shall be for two years. Five appointments will be made in odd-numbered years and four appointments in even-numbered years. The terms will begin on September 1st and end on August 31st of the year their term is due to expire. 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. B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution of the Cupertino City Council which governs advisory bodies and the Resolution of the Cupertino City Council which governs the Teen Commission specifically. 2.95.030 Vacancy—Removal. Any appointee member may be removed by a majority vote of the City Council. Vacancies shall be filled by appointment by the City Council, and shall be for the unexpired portion of the term of office vacated. 2.95.040 Chairperson. The Commission shall elect its Chairperson and Vice-Chairperson from among its members who shall serve in these capacities for one year. 2.95.050 Meetings—Quorum. A. The Teen Commission shall hold regular meetings at least every other month, and, at the discretion of the Commission, such other meetings as may be necessary or expedient. B. A majority of the Commission shall constitute a quorum for the purpose of transacting the business of the Commission. 2.95.060 Majority Vote Required. 167 Ordinance No. ___-_____ A majority vote is required to approve a recommendation or on any matter that is presented to the Commission which requires a vote. 2.95.070 Records. The Commission shall keep an accurate record of its proceedings and transactions, and shall render such reports to the City Council as may be required. These records shall be filed with the City Clerk. 2.95.080 Powers and Functions. The powers and functions of the Teen Commission shall be as follows: A. Advise the City Council and staff on issues and projects important to youth. B. Perform such other tasks as may be expressly requested of it by the City Council. 2.95.090 Compensation—Expenses Members of the Commission shall serve without compensation. Commissioners may be reimbursed for necessary expenses reasonably incurred by them while acting in their official capacity subject to the approval of the City Manager. 2.95.100 Procedural Rules. The Commission may adopt from time to time such rules of procedure as it may deem necessary to properly exercise its powers and duties. Such rules shall be subject to the approval by the City Council and shall be kept on file with the Chairperson of the Commission and the City Clerk, and a copy thereof shall be furnished to any person on request. 2.95.110 Effect. Nothing in this Chapter shall be construed as restricting or curtailing any powers of the City Council or City officers. SECTION FIVE - IMPLEMENTATION. The City Council hereby authorizes and directs the City Manager to take any action and sign any documents necessary to implement this Ordinance. SECTION SIX - SEVERABILITY. If any section, subsection, sentence, clause or phrase of this Ordinance is for any reason held by a court of competent jurisdiction to be invalid, such a decision shall not affect the validity of the remaining portions of this Ordinance. The Council of the City of Cupertino hereby declares that they would have passed this Ordinance and each 168 Ordinance No. ___-_____ section or subsection, sentence, clause and phrase thereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid. SECTION SEVEN - EFFECTIVE DATE; PUBLICATION. The City Clerk is directed to post and publish this Ordinance in accordance with law in a newspaper of general circulation printed and published in the County of Santa Clara, or as otherwise required by law. This ordinance shall take effect thirty (30) days after adoption. INTRODUCED at a regular meeting of the City Council of the City of Cupertino the 20th day of November, 2018 and ENACTED at a regular meeting of the City Council of the City of Cupertino the ____ day of ____ 2018, by the following vote: Vote: Members of the City Council Ayes: Noes: Absent: Abstain: ATTEST: APPROVED: ______________________ ______________________ Grace Schmidt, City Clerk Darcy Paul, Mayor, City of Cupertino 169 ATTACHMENT D RESOLUTION NO. 18- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO ADOPTING THE CITY OF CUPERTINO CODE OF ETHICS AND CONDUCT FOR ELECTED AND APPOINTED OFFICIALS WHEREAS, the City Council of the City of Cupertino has determined that a Code of Ethics and Conduct benefits the public by increasing public confidence in the integrity of local government and its effective and fair operations; and WHEREAS, the Cupertino Code of Ethics and Conduct will guide the conduct of Elected and Public Officials and support their independent, impartial, and fair decision-making and execution of policy; and WHEREAS, City Council wishes to maintain an atmosphere of respect and civility in the performance of City affairs and public business. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cupertino hereby adopts the attached "City of Cupertino Code of Ethics and Conduct for Elected and Appointed Officials" PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this ____day of _________, ____, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ___________________________________ Grace Schmidt, City Clerk Darcy Paul, Mayor City of Cupertino 170 ATTACHMENT D City of Cupertino DRAFT Code of Ethics and Conduct For Elected and Appointed Officials Adopted _____________ by Resolution No. 18-____ 171 PURPOSE The Cupertino City Council adopts this Code of Ethics and Conduct as guidelines for elected and appointed officials to exercise their office and conduct themselves in a manner that instills public confidence and trust in the fair operation and integrity of Cupertino’s city government. 1 In accordance with State law and Title 2 of the Cupertino Municipal Code, Cupertino’s elected and appointed officials include the members of the City Council, the Mayor, appointed officers of City boards and commissions, the City Manager, the City Attorney, the City Clerk and the City Treasurer. ETHICS The citizens and businesses of Cupertino and the general public are entitled to have fair, ethical, and accountable local government. To this end, the public should have full confidence that their elected and appointed officials:  Comply with both the letter and spirit of the law and policies affecting the operations of government and their respective roles and responsibilities; and  Are independent, impartial, and fair in their judgment and actions; and  Use their public office for the public good and not for personal gain; and  Conduct their deliberations and make their decisions in an atmosphere of respect and civility, and during public meetings in accordance with Open Meeting laws, except for confidential proceedings allowed by law. Therefore, members of the City Council, City Boards and Commissions, the City Clerk, the City Treasurer, the City Manager and the City Attorney (hereinafter, “City Officials”) should conduct themselves in accordance with the following ethical standards: 1. Act in the Public Interest. Recognizing that stewardship of the public interest must be their primary concern, City Officials will work for the common good of the people of Cupertino and not for any private or personal interest, and they will assure fair and equal treatment of all persons, claims, and transactions coming before them. 1 These guidelines are intended to codify the values of the City of Cupertino relative to the conduct of its elected and appointed officials and in no way distract from or supersede the many other rules and laws that govern city officials. By their very nature, some guidelines apply only to legislative bodies and decision-makers as noted in the Code. 172 2. Comply with both the spirit and the letter of the Law and City Policy. City Officials must comply with applicable federal, state and local laws in the performance of their public duties. These include the United States and California constitutions; the Cupertino Municipal code; laws concerning financial disclosures; sources of income and gifts; conflicts of interest laws; elections; campaign contributions; incompatible offices; employer responsibilities; and open government rules. 3. Conduct of City Officials. The professional and personal conduct of City Officials while exercising their office must be above reproach and avoid situations that create the appearance of impropriety. Officials must refrain from abusive conduct, personal charges or verbal attacks upon the character or motives of other City Officials, city staff, or the public. 4. Respect for Process. City Officials will perform their duties in accordance with the processes and rules of order established by the City Council. 5. Conduct at Public Meetings. City Officials will come prepare d to address items and issues at public meetings ; will listen courteously and attentively to all public discussions before the body; and will focus on the business at hand. 6. Decisions Based on Merit. City Officials will base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations. When making adjudicative decisions that require determination of the facts of a particular case and application of the law and rules, decision-makers will maintain an open mind until the conclusion of the hearing on the matter and will base their decisions on the facts presented at the hearing and the law. 7. Communication. For adjudicative matters pending before the body, City Officials will rely on the agenda materials and information received at the public meeting to support their decision. To the extent substantive or material information is received outside of a public meeting, decision- makers must, at a minimum, publicly disclose the circumstances and the outside source of information. Consultation with the City Attorney is strongly advised to ensure the integrity and legality of decisions made on adjudicative matters. 8. Conflict of Interest. To maintain independence and impartiality for the common good and comply with the extensive set of conflict of interest 173 laws, City Officials will use caution and their best efforts to avoid the appearance of impropriety in their actions and decisions. Consistent with the law, decision-makers will not use their official positions to influence government decisions in which they have (a) a material financial interest, (b) an organizational responsibility to or personal commitment to others that creates a conflict of interest or the appearance of one, or (c) a strong personal bias as to one party or position. Potential conflicts of interest should be discussed with the City Attorney at the earliest opportunity prior to a public meeting or hearing in order to ensure time to research and analyze the facts. Decision-makers are referred to the Cupertino Municipal Code, Section 2.18.030, which provides, among other things, that the City Attorney may render informal advice to individual Councilmembers regarding potential conflicts of interest, as appropriate. However, it is understood that Councilmembers are protected from potential liability for a conflict of interest only upon taking acti on that complies with a written opinion issued by the California Fair Political Practices Commission (FPPC). If informed to seek formal advice from the FPPC or other State agency, a member will not participate in a decision until the FPPC has issued a written opinion that concludes there is no conflict. The member will provide the City Attorney a copy of the written request to the FPPC and the opinion, and will conform his or her participation to the advice given. If a conflict of interest exists regarding a particular matter or decision, the member will not participate in the decision or discuss the matter with other decision-makers or other persons, unless otherwise permitted by law. 9. Gifts and Favors. Public Officials will not take advantage of services or opportunities for personal gain, by virtue of their public office, which is not available to the general public. They should refrain from accepting gifts, favors or promises of future benefits, which might compromise their independence of judgment or action or give the appearance of impropriety. 10. Confidential/Privileged Information. Public Officials have a duty to maintain the confidentiality of privileged documents and communications and the legal advice provided to or by them, in accordance with the law. This includes information gathered during a closed session and advice rendered by the City Attorney. Members will not disclose confidential or 174 privileged information without proper legal authorization, nor use such information to advance their personal, financial, or other private interests. 11. Use of Public Resources. Public Officials should not use public resources which are not available to the public in general (e.g., City staff time, equipment, supplies, or facilities) for private gain or for personal purposes not otherwise authorized by law. 12. Representation of Private Interests. In keeping with their role as independent representatives of the City and stewards of the public interest, Councilmembers should not appear on behalf of the private interests of third parties before the Council or any Commission or proceeding of the City, nor should members of Commissions appear before their own bodies or before the Council on behalf of the private interests of third parties on matters related to the areas of service of their bodies. 13. Advocacy. Members should represent the official policies and positions of the City Council and Commission to the best of their ability when designated as delegates for this purpose. When presenting their individual opinions and positions, members should explicitly state they are speaking in their personal capacity and not in their official capacity as members of their respective bodies. When speaking in their personal capacities, members should state their views do not represent their bodies’ official positions. Councilmembers and Commissioners have the right to endorse candidates for Council seats and other elected offices; however, it is inappropriate to mention or display endorsements during Council meetings, Commission meetings, or other official City meetings, unless otherwise allowed by law. 14. Policy Role of Members. Members should respect and adhere to the Council-Manager structure of Cupertino City government as outlined in the Cupertino Municipal Code. In this structure, the City Council determines the budget priorities and policies of the City with input provided by City staff and Commissions and the general public. Members should not interfere with the administrative functions of the City or the professional duties of City staff; nor should they impair the ability of staff to implement Council policy decisions. 15. Independence of Commissions. Because of the value of the independent advice of Commissions to the public decision-making process, members of 175 the City Council should refrain from using their position to unduly influence the deliberations or outcomes of Commission proceedings. 16. Positive Work Place Environment. Public Officials should support a positive and constructive work place environment for City employees and for citizens and businesses dealing with the City. Members should recognize their special role with City employees and in no way create the perception of inappropriate direction to staff. CONDUCT GUIDELINES The Conduct Guidelines are designed to describe the manner in which City Officials should treat one another, City staff, constituents, and others they come into contact with while representing the City of Cupertino. 1. City Officials’ Conduct with Each Other in Public Meetings and Private Encounters Elected and appointed officials are individuals with different backgrounds, personalities, values, opinions and goals, who have chosen to serve in public office to protect the City’s interests and the wellbeing of the community they serve. In all cases, this common goal should guide officials’ conduct with each other and with the public, particularly when individuals may not agree on every issue. (a) Respect and facilitate the role of the Chair in maintaining order It is the responsibility of the Chair to keep comments of City Officials on track during public meetings. City Officials should recognize and assist the Chair to focus discussion on noticed agenda items. If there is disagreement about the agenda or the Chair’s actions, those objections should be voiced politely and with reason, following procedures outlined in parliamentary procedure. (b) Practice civility and decorum in discussions and debate Difficult questions, challenges and disagreements with a particular point of view, and criticism of ideas and information are legitimate elements of debate and public discourse of a free democracy in action. Robust discussion and free debate, however, do not justify making belligerent, personal, impertinent, slanderous, threatening, abusive or disparaging comments. 176 (c) Work through the Chair to address offensive personal comments If a member is personally offended by the remarks of another member, the offended member should make notes of the actual words used and call for a "point of personal privilege" that challenges the other member to justify or apologize for the language used. The Chair will maintain control of this discussion. (d) Demonstrate effective problem-solving approaches City Officials have a public stage and have the responsibility to show how individuals with different points of view can find common ground and seek a compromise that benefits the community as a whole. (e) Continue respectful behavior in private The same level of respect and consideration of differing points of view that is appropriate for public discussions should be maintained in private conversations. 2. City Officials’ Conduct with the Public in Public Meetings Making the public feel welcome is an important part of the democratic process. No signs of partiality, prejudice, or disrespect should be evident on the part of individual City Officials toward an individual participating in a public forum. Every effort should be made to be fair and impartial in listening to public testimony. (a) Be welcoming to speakers and treat them with respect Members’ primary responsibility during public testimony is to listen. Welcome all public speakers and encourage their active participation in public meetings by listening to their comments. Avoid engaging public speakers in debate, and call on the Chair whenever a point of order or clarification is required. (b) Be fair and equitable in allocating public hearing time to individual speakers Consistent with legal requirements, the Chair will determine and announce limits on speakers at the start of a public meeting or hearing process. (c) Practice active listening It is disconcerting to some speakers to have members not look at them when they are speaking. It is fine to look down at documents or 177 to make notes, but reading for a long period of time or gazing around the room may give the appearance of disinterest. Members should try to be conscious of facial expressions, and avoid those that could be interpreted as "smirking," disbelief, anger or boredom. (d) Maintain an open mind Members of the public deserve an opportunity to influence the thinking of elected and appointed officials. (e) Ask for clarification, but avoid debate and argument with the public Only the Chair – not individual members – can interrupt a speaker during a presentation. However, a member can ask the Chair for a point of order if the speaker is off topic, exceeds the time allotted for public comment, or engages in behavior or discussion/language that is disruptive or violates the law. (f) Avoid personal comments that could offend members of the public Whether addressing an individual member of the public or the public at large, it is never appropriate to make belligerent, personal, impertinent, slanderous, threatening, abusive, or disparaging comments. 3. City Officials’ Conduct with the Public in Unofficial Settings (a) Make no promises on behalf of the Council, Commission or City Members will frequently be asked to explain a Council or Commission action or to give their opinion about an issue as they meet and talk with constituents in the community. It is appropriate to give a brief overview of City policy and to refer to City staff for further information. It is not appropriate to overtly or implicitly promise Council or Commission action, or to promise that City staff will do something specific for the constituent. (b) Make no personal comments about other City Officials It is acceptable to publicly disagree about an issue, but it is not acceptable to make derogatory comments about other City Officials, their opinions, or actions. 178 4. City Officials’ Conduct with City Staff Governance of a city relies on the cooperative efforts of elected officials who set policy, appointed officials who advise the elected, and City staff who implement and administer the Council’s policies. Therefore, every effort should be made to be cooperative and show mutual respect for the roles and contributions made by each individual for the good of the community. The City of Cupertino operates under a Council/Manager form of government as established in Cupertino Municipal Code Chapter 2.28 whereby the City Council controls the administrative services of the City only through the City Manager. The Council/Manager form of government is intended to provide the best of unencumbered professional/technical staff input balanced with the collective oversight of elected officials. Under the Council/Manager form of government neither the City Council, nor individual Council members, can give orders to any subordinate of the City Manager. The City Manager takes his or her orders and instructions from the City Council only when given at a duly held meeting of the City Council. No individual Councilmember can give any orders or instructions to the City Manager. (a) Treat all staff as professionals Clear, honest communication that respects the abilities, experience, and dignity of each individual is expected. Poor behavior towards staff is not acceptable. (b) Do not disrupt City staff from their jobs City Officials should not disrupt City staff while they are in meetings, on the phone, or engrossed in performing their job functions in order to have their individual needs met. Do not attend City staff meetings unless requested by staff – even if the elected or appointed official does not say anything, his or her presence implies support of a position, shows partiality, may intimidate staff, and may hampers staff’s ability to do their job objectively. (c) Never publicly criticize an individual employee City Officials should not criticize the performance of City employees in public, to the employee directly, or to the employee’s manager. Comments about staff performance should only be made to the City Manager through private correspondence or conversation. Appointed 179 officials should make their comments regarding staff to the City Manager. (d) Do not get involved in administrative functions City Officials acting in their individual capacity must not attempt to influence City staff on the making of appointments, awarding of contracts, selecting of consultants, processing of development applications, or granting of City licenses and permits. (e) Do not solicit political support from staff City Officials should not solicit any type of political support (financial contributions, display of posters or lawn signs, name on support list, etc.) from City staff. City staff may, as private citizens with constitutional rights, support political candidates, but all such activities must be done away from the workplace. (f) Attorney-Client Relationship The City Attorney provides advice to City staff, to Public Officials, and to Councilmembers individually and collectively. In accordance with law and Rules of Professional Conduct, the City Attorney represents the full City Council and the City as a municipal organization, and any attorney-client relationship established belongs to the City, acting by and through the full City Council. To the extent permitted by law, only the City Council as a body and not individual councilmembers can waive the attorney-client privilege. 5. Council Conduct with Commissions The City has established several Commissions as a means of gathering more community input. Citizens who serve on Commissions become more involved in government and serve as advisors to the City Council. They are a valuable resource to the City’s leadership and should be treated with appreciation and respect. (a) If attending a Commission meeting, be careful to only express personal opinions Councilmembers may attend any Commission meeting, which are always open to any member of the public. However, they should be sensitive to the way their participation could be viewed as unfairly affecting the process. Any public comments by a Councilmember at a Commission meeting should be clearly made as individual 180 opinion and not a representation of the feelings of the entire City Council. (b) Limit contact with Commission members to questions of clarification It is inappropriate for a Councilmember to contact a Commission member to lobby on behalf of an individual, business, or developer, and vice versa. It is acceptable for Councilmembers to contact Commission members in order to clarify a position taken by the Commission. (c) Respect that Commissions serve the community, not individual Councilmembers The City Council appoints individuals to serve on Commissions, and it is the responsibility of Commissions to follow policy established by the Council. But Commission members do not report to individual Councilmembers, nor should Councilmembers feel they have the power or right to threaten Commission members with removal if they disagree about an issue. Appointment and re- appointment to a Commission should be based on such criteria as expertise, ability to work with staff and the public, and commitment to fulfilling official duties. A Commission appointment should not be used as a political "reward." (d) Be respectful of diverse opinions A primary role of Commissions is to represent many points of view in the community and to provide the Council with advice based on a full spectrum of concerns and perspectives. Councilmembers may have a closer working relationship with some individuals serving on Commissions, but must be fair and respectful of all citizens serving on Commissions. (e) Keep political support away from public forums Commission members may offer political support to a Councilmember, but not in a public forum while conducting official duties. Conversely, Councilmembers may support Commission members who are running for office, but not in an official forum in their capacity as a Councilmember. 6. Conduct with the Media 181 Commission members are not authorized to represent the City to media outlets (including broadcast, print, and social media sites) outside of official Commission meetings unless specifically authorized to do so. (a) The Mayor is the official spokesperson for the City Council on City positions The Mayor is the designated representative of the City Council to present and speak on the official City position. If an individual Councilmember is contacted by the media, the Councilmember should be clear about whether their comments represent the official City position or a personal viewpoint. (b) Choose words carefully and cautiously Comments taken out of context can cause problems. Be especially cautious about humor, sardonic asides, sarcasm, or word play. It is never appropriate to use personal slurs or swear words when talking with the media. COMPLIANCE 1. Acknowledgement of Code of Ethics and Conduct City Officials should sign an acknowledgement that they have read and understand the guidelines contained in the Code of Ethics and Conduct. 2. Ethics Training for Local Officials City Officials must comply with State or City mandated requirements for ethics training. Ethics training must be completed prior to representing the City on intergovernmental assignments or Council subcommittees. 3. Behavior and Conduct The Cupertino Code of Ethics and Conduct sets forth guidelines and standards of ethical conduct desired and expected for members of the Cupertino City Council and Commissions and other City Officials. Members themselves have the primary responsibility to assure that ethical standards are understood and met, and that the public can continue to have full confidence in the integrity of city government. The Chairs of Commissions and the Mayor and Council have the additional responsibility to intervene when actions of members that appear to be in violation of the Code of Ethics and Conduct are brought to their attention. (a) City Council: Individual Councilmembers should point out to the offending 182 Councilmember perceived infractions of the Code of Ethics and Conduct. If the offenses continue, then the matter should be referred to the Mayor in private. If the Mayor is the individual whose actions are being questioned, then the matter should be referred to the Vice Mayor. It is the responsibility of the Mayor (or Vice Mayor) to initiate action if a Councilmember’s behavior is not in compliance with the Code of Ethics and Conduct. If no action is taken by the Mayor (or Vice Mayor), then the alleged violation(s) can be brought up with the full Council. (b) Commission Members: Counseling, verbal reprimands, and written warnings may be administered by the Mayor to Commission members failing to comply with City policy. These lower levels of sanctions should be kept private to the degree allowed by law. Copies of all written reprimands administered by the Mayor should be distributed in memo format to the Chair of the respective Commission, the Commission Staff Liaison, the City Clerk, the City Attorney, the City Manager, and the City Council. In accordance with law, the City Council may impose sanctions on Commission members whose conduct does not comply with the City’s policies, up to and including removal from office. Any form of discipline imposed by Council should be determined by a majority vote of at least a quorum of the Council at a noticed public meeting, and such action should be preceded by a Report to Council with supporting documentation. When deemed warranted, the Mayor or majority of Council may call for an investigation of Commission member conduct. Also, should the City Manager or City Attorney believe an investigation into a member’s conduct is warranted, they may refer the matter to the Mayor or Council. The Mayor or Council should ask the City Manager or the City Attorney to investigate the allegation and report the findings. These sanctions are alternatives to any other remedy allowed by law to remedy conduct that violates this code or State or Federal law. In order to protect and preserve good government, all members of the City organization should be cognizant of their responsibilities and duties to meet the requirements of the law and uphold the guidelines 183 contained in this Code. IMPLEMENTATION The Code of Ethics and Conduct is intended to be self-enforcing and is an expression of the standards of conduct for City Officials expected by the City. It therefore becomes most effective when City Officials are thoroughly familiar with it and embrace its provisions. For this reason, this document should be included in the regular orientations for candidates for City Council, City Manager, City Attorney, applicants to Commissions, and newly elected and appointed City Officials. Members entering office should sign a statement (example below) acknowledging they have read and understand the Code of Ethics and Conduct. In addition, the Code of Ethics and Conduct should be periodically reviewed by the City Council and updated it as necessary. I affirm that I have read and understand the City of Cupertino Code of Ethics and Conduct for Elected and Appointed Officials. Signature Date 184 ATTACHMENT E ORDINANCE NO. 18- AN ORDINANCE OF THE CUPERTINO CITY COUNCIL REPEALING ORDINANCE NO. 006 AND AMENDING CHAPTER 2.08 OF THE CUPERTINO MUNICIPAL CODE REGARDING ADOPTION OF ROBERT’S RULES OF ORDER WHEREAS, in 1955 the Cupertino City Council adopted Ordinance No. 006 regarding the Council’s adoption of Roberts’ Rules of Order as the parliamentary rules of procedure, and only a portion of said Ordinance was codified in the Cupertino Municipal Code; WHEREAS, said parliamentary rules are outdated and the City Council desires to adopt clear parliamentary rules to guide the proceedings for Council and Commission meetings, and to provide clarity and transparency for the benefit of the general public; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CUPERTINO HEREBY ORDAINS AS FOLLOWS: SECTION ONE – Ordinance No. 006 is hereby repealed in its entirety. SECTION TWO - Section 2.08.010 of the Cupertino Municipal Code is hereby removed. 2.08.010 – Adoption of Rules. The City Council may adopt from time to time such rules of procedure as it may deem necessary to properly exercise its powers and duties. Such rules shall become effective upon a majority vote of the Council and shall be kept on file with the City Clerk and a copy thereof shall be exhibited to any person upon request. Publication Clause The City Clerk shall cause this ordinance to be published at least once in a newspaper of general circulation, published and circulated in the City within 15 days after its a doption, in accordance with Government Code Section 36933, and shall certify to the adoption of this ordinance and shall cause this ordinance and her certification, together with proof of publication, to be entered in the Book of Ordinances of the Council of this City. INTRODUCED at a regular meeting of the City Council of the City of Cupertino the 20th day of November, 2018 and ENACTED at a regular meeting of the City Council of the City of Cupertino the _____day of ____________ 2018, by the following vote: Vote: Members of the City Council Ayes: Noes: Absent: 185 Ordinance No. ____ Page 2 PC/DIR/O/OA 2 Abstain: ATTEST: APPROVED: ______________________________ ______________________________ Grace Schmidt, City Clerk Darcy Paul, Mayor City of Cupertino 186 ATTACHMENT F RESOLUTION NO. 18-____ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO ADOPTING ROSENBERG’S RULES OF ORDER AS THE OFFICIAL PARLIAMENTARY PROCEDURES FOR CITY COUNCIL MEETINGS WHEREAS, the California League of Cities (“League”) has consistently worked to promote effective local government, efficient decision-making, and informed public participation; WHEREAS, in 2003, as part of these efforts the League published “Rosenberg’s Rules of Order: Simple Parliamentary Procedures for the 21st Century”, which were amended in 2011 and continue to be updated from time to time. Rosenberg’s parliamentary rules are preferred by legislative bodies for their clarity and ease of application; WHEREAS, the Cupertino City Council may adopt from time to time such rules of procedure as it may deem necessary to properly exercise its powers and duties. Such rules shall become effective upon a majority vote of the Council and shall be kept on file with the City Clerk and a copy thereof shall be exhibited to any person upon request; WHEREAS, the City Council wishes for Rosenberg’s Rules of Order to be used as the procedures for the conduct of City Council meetings in the City of Cupertino. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Cupertino hereby authorizes the adoption of Rosenberg’s Rules of Order, as amended from time to time, to govern the procedures of their official meetings. PASSED AND ADOPTED at a regular meeting of the City Council of the City of Cupertino this ____day of _________, ____, by the following vote: Vote Members of the City Council AYES: NOES: ABSENT: ABSTAIN: ATTEST: APPROVED: _________________________ ___________________________________ Grace Schmidt, City Clerk Darcy Paul, Mayor, City of Cupertino 187 Rosenberg’s Rules of Order REVISED 2011 Simple Rules of Parliamentary Procedure for the 21st Century By Judge Dave Rosenberg ATTACHMENT G 188 ii MISSION and CORE BELIEFS To expand and protect local control for cities through education and advocacy to enhance the quality of life for all Californians. VISION To be recognized and respected as the leading advocate for the common interests of California’s cities. About the League of California Cities Established in 1898, the League of California Cities is a member organization that represents California’s incorporated cities. The League strives to protect the local authority and automony of city government and help California’s cities effectively serve their residents. In addition to advocating on cities’ behalf at the state capitol, the League provides its members with professional development programs and information resources, conducts education conferences and research, and publishes Western City magazine. © 2011 League of California Cities. All rights reserved. About the Author Dave Rosenberg is a Superior Court Judge in Yolo County. He has served as presiding judge of his court, and as presiding judge of the Superior Court Appellate Division. He also has served as chair of the Trial Court Presiding Judges Advisory Committee (the committee composed of all 58 California presiding judges) and as an advisory member of the California Judicial Council. Prior to his appointment to the bench, Rosenberg was member of the Yolo County Board of Supervisors, where he served two terms as chair. Rosenberg also served on the Davis City Council, including two terms as mayor. He has served on the senior staff of two governors, and worked for 19 years in private law practice. Rosenberg has served as a member and chair of numerous state, regional and local boards. Rosenberg chaired the California State Lottery Commission, the California Victim Compensation and Government Claims Board, the Yolo-Solano Air Quality Management District, the Yolo County Economic Development Commission, and the Yolo County Criminal Justice Cabinet. For many years, he has taught classes on parliamentary procedure and has served as parliamentarian for large and small bodies. 189 1 Table of Contents About the Author ............................................................................................................ii Introduction ....................................................................................................................2 Establishing a Quorum ...................................................................................................2 The Role of the Chair ......................................................................................................2 The Basic Format for an Agenda Item Discussion ........................................................2 Motions in General .........................................................................................................3 The Three Basic Motions ................................................................................................3 Multiple Motions Before the Body .................................................................................4 To Debate or Not to Debate ............................................................................................4 Majority and Super-Majority Votes ...............................................................................5 Counting Votes ................................................................................................................5 The Motion to Reconsider ..............................................................................................6 Courtesy and Decorum ..................................................................................................7 Special Notes About Public Input ..................................................................................7 190 2 Establishing a Quorum The starting point for a meeting is the establishment of a quorum. A quorum is defined as the minimum number of members of the body who must be present at a meeting for business to be legally transacted. The default rule is that a quorum is one more than half the body. For example, in a five-member body a quorum is three. When the body has three members present, it can legally transact business. If the body has less than a quorum of members present, it cannot legally transact business. And even if the body has a quorum to begin the meeting, the body can lose the quorum during the meeting when a member departs (or even when a member leaves the dais). When that occurs the body loses its ability to transact business until and unless a quorum is reestablished. The default rule, identified above, however, gives way to a specific rule of the body that establishes a quorum. For example, the rules of a particular five-member body may indicate that a quorum is four members for that particular body. The body must follow the rules it has established for its quorum. In the absence of such a specific rule, the quorum is one more than half the members of the body. The Role of the Chair While all members of the body should know and understand the rules of parliamentary procedure, it is the chair of the body who is charged with applying the rules of conduct of the meeting. The chair should be well versed in those rules. For all intents and purposes, the chair makes the final ruling on the rules every time the chair states an action. In fact, all decisions by the chair are final unless overruled by the body itself. Since the chair runs the conduct of the meeting, it is usual courtesy for the chair to play a less active role in the debate and discussion than other members of the body. This does not mean that the chair should not participate in the debate or discussion. To the contrary, as a member of the body, the chair has the full right to participate in the debate, discussion and decision-making of the body. What the chair should do, however, is strive to be the last to speak at the discussion and debate stage. The chair should not make or second a motion unless the chair is convinced that no other member of the body will do so at that point in time. The Basic Format for an Agenda Item Discussion Formal meetings normally have a written, often published agenda. Informal meetings may have only an oral or understood agenda. In either case, the meeting is governed by the agenda and the agenda constitutes the body’s agreed-upon roadmap for the meeting. Each agenda item can be handled by the chair in the following basic format: Introduction The rules of procedure at meetings should be simple enough for most people to understand. Unfortunately, that has not always been the case. Virtually all clubs, associations, boards, councils and bodies follow a set of rules — Robert’s Rules of Order — which are embodied in a small, but complex, book. Virtually no one I know has actually read this book cover to cover. Worse yet, the book was written for another time and for another purpose. If one is chairing or running a parliament, then Robert’s Rules of Order is a dandy and quite useful handbook for procedure in that complex setting. On the other hand, if one is running a meeting of say, a five-member body with a few members of the public in attendance, a simplified version of the rules of parliamentary procedure is in order. Hence, the birth of Rosenberg’s Rules of Order. What follows is my version of the rules of parliamentary procedure, based on my decades of experience chairing meetings in state and local government. These rules have been simplified for the smaller bodies we chair or in which we participate, slimmed down for the 21st Century, yet retaining the basic tenets of order to which we have grown accustomed. Interestingly enough, Rosenberg’s Rules has found a welcoming audience. Hundreds of cities, counties, special districts, committees, boards, commissions, neighborhood associations and private corporations and companies have adopted Rosenberg’s Rules in lieu of Robert’s Rules because they have found them practical, logical, simple, easy to learn and user friendly. This treatise on modern parliamentary procedure is built on a foundation supported by the following four pillars: 1. Rules should establish order. The first purpose of rules of parliamentary procedure is to establish a framework for the orderly conduct of meetings. 2. Rules should be clear. Simple rules lead to wider understanding and participation. Complex rules create two classes: those who understand and participate; and those who do not fully understand and do not fully participate. 3. Rules should be user friendly. That is, the rules must be simple enough that the public is invited into the body and feels that it has participated in the process. 4. Rules should enforce the will of the majority while protecting the rights of the minority. The ultimate purpose of rules of procedure is to encourage discussion and to facilitate decision making by the body. In a democracy, majority rules. The rules must enable the majority to express itself and fashion a result, while permitting the minority to also express itself, but not dominate, while fully participating in the process. 191 3 Ninth, the chair takes a vote. Simply asking for the “ayes” and then asking for the “nays” normally does this. If members of the body do not vote, then they “abstain.” Unless the rules of the body provide otherwise (or unless a super majority is required as delineated later in these rules), then a simple majority (as defined in law or the rules of the body as delineated later in these rules) determines whether the motion passes or is defeated. Tenth, the chair should announce the result of the vote and what action (if any) the body has taken. In announcing the result, the chair should indicate the names of the members of the body, if any, who voted in the minority on the motion. This announcement might take the following form: “The motion passes by a vote of 3-2, with Smith and Jones dissenting. We have passed the motion requiring a 10-day notice for all future meetings of this body.” Motions in General Motions are the vehicles for decision making by a body. It is usually best to have a motion before the body prior to commencing discussion of an agenda item. This helps the body focus. Motions are made in a simple two-step process. First, the chair should recognize the member of the body. Second, the member of the body makes a motion by preceding the member’s desired approach with the words “I move … ” A typical motion might be: “I move that we give a 10-day notice in the future for all our meetings.” The chair usually initiates the motion in one of three ways: 1. Inviting the members of the body to make a motion, for example, “A motion at this time would be in order.” 2. Suggesting a motion to the members of the body, “A motion would be in order that we give a 10-day notice in the future for all our meetings.” 3. Making the motion. As noted, the chair has every right as a member of the body to make a motion, but should normally do so only if the chair wishes to make a motion on an item but is convinced that no other member of the body is willing to step forward to do so at a particular time. The Three Basic Motions There are three motions that are the most common and recur often at meetings: The basic motion. The basic motion is the one that puts forward a decision for the body’s consideration. A basic motion might be: “I move that we create a five-member committee to plan and put on our annual fundraiser.” First, the chair should clearly announce the agenda item number and should clearly state what the agenda item subject is. The chair should then announce the format (which follows) that will be followed in considering the agenda item. Second, following that agenda format, the chair should invite the appropriate person or persons to report on the item, including any recommendation that they might have. The appropriate person or persons may be the chair, a member of the body, a staff person, or a committee chair charged with providing input on the agenda item. Third, the chair should ask members of the body if they have any technical questions of clarification. At this point, members of the body may ask clarifying questions to the person or persons who reported on the item, and that person or persons should be given time to respond. Fourth, the chair should invite public comments, or if appropriate at a formal meeting, should open the public meeting for public input. If numerous members of the public indicate a desire to speak to the subject, the chair may limit the time of public speakers. At the conclusion of the public comments, the chair should announce that public input has concluded (or the public hearing, as the case may be, is closed). Fifth, the chair should invite a motion. The chair should announce the name of the member of the body who makes the motion. Sixth, the chair should determine if any member of the body wishes to second the motion. The chair should announce the name of the member of the body who seconds the motion. It is normally good practice for a motion to require a second before proceeding to ensure that it is not just one member of the body who is interested in a particular approach. However, a second is not an absolute requirement, and the chair can proceed with consideration and vote on a motion even when there is no second. This is a matter left to the discretion of the chair. Seventh, if the motion is made and seconded, the chair should make sure everyone understands the motion. This is done in one of three ways: 1. The chair can ask the maker of the motion to repeat it; 2. The chair can repeat the motion; or 3. The chair can ask the secretary or the clerk of the body to repeat the motion. Eighth, the chair should now invite discussion of the motion by the body. If there is no desired discussion, or after the discussion has ended, the chair should announce that the body will vote on the motion. If there has been no discussion or very brief discussion, then the vote on the motion should proceed immediately and there is no need to repeat the motion. If there has been substantial discussion, then it is normally best to make sure everyone understands the motion by repeating it. 192 4 First, the chair would deal with the third (the last) motion on the floor, the substitute motion. After discussion and debate, a vote would be taken first on the third motion. If the substitute motion passed, it would be a substitute for the basic motion and would eliminate it. The first motion would be moot, as would the second motion (which sought to amend the first motion), and the action on the agenda item would be completed on the passage by the body of the third motion (the substitute motion). No vote would be taken on the first or second motions. Second, if the substitute motion failed, the chair would then deal with the second (now the last) motion on the floor, the motion to amend. The discussion and debate would focus strictly on the amendment (should the committee be five or 10 members). If the motion to amend passed, the chair would then move to consider the main motion (the first motion) as amended. If the motion to amend failed, the chair would then move to consider the main motion (the first motion) in its original format, not amended. Third, the chair would now deal with the first motion that was placed on the floor. The original motion would either be in its original format (five-member committee), or if amended, would be in its amended format (10-member committee). The question on the floor for discussion and decision would be whether a committee should plan and put on the annual fundraiser. To Debate or Not to Debate The basic rule of motions is that they are subject to discussion and debate. Accordingly, basic motions, motions to amend, and substitute motions are all eligible, each in their turn, for full discussion before and by the body. The debate can continue as long as members of the body wish to discuss an item, subject to the decision of the chair that it is time to move on and take action. There are exceptions to the general rule of free and open debate on motions. The exceptions all apply when there is a desire of the body to move on. The following motions are not debatable (that is, when the following motions are made and seconded, the chair must immediately call for a vote of the body without debate on the motion): Motion to adjourn. This motion, if passed, requires the body to immediately adjourn to its next regularly scheduled meeting. It requires a simple majority vote. Motion to recess. This motion, if passed, requires the body to immediately take a recess. Normally, the chair determines the length of the recess which may be a few minutes or an hour. It requires a simple majority vote. Motion to fix the time to adjourn. This motion, if passed, requires the body to adjourn the meeting at the specific time set in the motion. For example, the motion might be: “I move we adjourn this meeting at midnight.” It requires a simple majority vote. The motion to amend. If a member wants to change a basic motion that is before the body, they would move to amend it. A motion to amend might be: “I move that we amend the motion to have a 10-member committee.” A motion to amend takes the basic motion that is before the body and seeks to change it in some way. The substitute motion. If a member wants to completely do away with the basic motion that is before the body, and put a new motion before the body, they would move a substitute motion. A substitute motion might be: “I move a substitute motion that we cancel the annual fundraiser this year.” “Motions to amend” and “substitute motions” are often confused, but they are quite different, and their effect (if passed) is quite different. A motion to amend seeks to retain the basic motion on the floor, but modify it in some way. A substitute motion seeks to throw out the basic motion on the floor, and substitute a new and different motion for it. The decision as to whether a motion is really a “motion to amend” or a “substitute motion” is left to the chair. So if a member makes what that member calls a “motion to amend,” but the chair determines that it is really a “substitute motion,” then the chair’s designation governs. A “friendly amendment” is a practical parliamentary tool that is simple, informal, saves time and avoids bogging a meeting down with numerous formal motions. It works in the following way: In the discussion on a pending motion, it may appear that a change to the motion is desirable or may win support for the motion from some members. When that happens, a member who has the floor may simply say, “I want to suggest a friendly amendment to the motion.” The member suggests the friendly amendment, and if the maker and the person who seconded the motion pending on the floor accepts the friendly amendment, that now becomes the pending motion on the floor. If either the maker or the person who seconded rejects the proposed friendly amendment, then the proposer can formally move to amend. Multiple Motions Before the Body There can be up to three motions on the floor at the same time. The chair can reject a fourth motion until the chair has dealt with the three that are on the floor and has resolved them. This rule has practical value. More than three motions on the floor at any given time is confusing and unwieldy for almost everyone, including the chair. When there are two or three motions on the floor (after motions and seconds) at the same time, the vote should proceed first on the last motion that is made. For example, assume the first motion is a basic “motion to have a five-member committee to plan and put on our annual fundraiser.” During the discussion of this motion, a member might make a second motion to “amend the main motion to have a 10-member committee, not a five-member committee to plan and put on our annual fundraiser.” And perhaps, during that discussion, a member makes yet a third motion as a “substitute motion that we not have an annual fundraiser this year.” The proper procedure would be as follows: 193 5 Motion to close nominations. When choosing officers of the body (such as the chair), nominations are in order either from a nominating committee or from the floor of the body. A motion to close nominations effectively cuts off the right of the minority to nominate officers and it requires a two-thirds vote to pass. Motion to object to the consideration of a question. Normally, such a motion is unnecessary since the objectionable item can be tabled or defeated straight up. However, when members of a body do not even want an item on the agenda to be considered, then such a motion is in order. It is not debatable, and it requires a two-thirds vote to pass. Motion to suspend the rules. This motion is debatable, but requires a two-thirds vote to pass. If the body has its own rules of order, conduct or procedure, this motion allows the body to suspend the rules for a particular purpose. For example, the body (a private club) might have a rule prohibiting the attendance at meetings by non-club members. A motion to suspend the rules would be in order to allow a non-club member to attend a meeting of the club on a particular date or on a particular agenda item. Counting Votes The matter of counting votes starts simple, but can become complicated. Usually, it’s pretty easy to determine whether a particular motion passed or whether it was defeated. If a simple majority vote is needed to pass a motion, then one vote more than 50 percent of the body is required. For example, in a five-member body, if the vote is three in favor and two opposed, the motion passes. If it is two in favor and three opposed, the motion is defeated. If a two-thirds majority vote is needed to pass a motion, then how many affirmative votes are required? The simple rule of thumb is to count the “no” votes and double that count to determine how many “yes” votes are needed to pass a particular motion. For example, in a seven-member body, if two members vote “no” then the “yes” vote of at least four members is required to achieve a two-thirds majority vote to pass the motion. What about tie votes? In the event of a tie, the motion always fails since an affirmative vote is required to pass any motion. For example, in a five-member body, if the vote is two in favor and two opposed, with one member absent, the motion is defeated. Vote counting starts to become complicated when members vote “abstain” or in the case of a written ballot, cast a blank (or unreadable) ballot. Do these votes count, and if so, how does one count them? The starting point is always to check the statutes. In California, for example, for an action of a board of supervisors to be valid and binding, the action must be approved by a majority of the board. (California Government Code Section 25005.) Typically, this means three of the five members of the board must vote affirmatively in favor of the action. A vote of 2-1 would not be sufficient. A vote of 3-0 with two abstentions would be sufficient. In general law cities in Motion to table. This motion, if passed, requires discussion of the agenda item to be halted and the agenda item to be placed on “hold.” The motion can contain a specific time in which the item can come back to the body. “I move we table this item until our regular meeting in October.” Or the motion can contain no specific time for the return of the item, in which case a motion to take the item off the table and bring it back to the body will have to be taken at a future meeting. A motion to table an item (or to bring it back to the body) requires a simple majority vote. Motion to limit debate. The most common form of this motion is to say, “I move the previous question” or “I move the question” or “I call the question” or sometimes someone simply shouts out “question.” As a practical matter, when a member calls out one of these phrases, the chair can expedite matters by treating it as a “request” rather than as a formal motion. The chair can simply inquire of the body, “any further discussion?” If no one wishes to have further discussion, then the chair can go right to the pending motion that is on the floor. However, if even one person wishes to discuss the pending motion further, then at that point, the chair should treat the call for the “question” as a formal motion, and proceed to it. When a member of the body makes such a motion (“I move the previous question”), the member is really saying: “I’ve had enough debate. Let’s get on with the vote.” When such a motion is made, the chair should ask for a second, stop debate, and vote on the motion to limit debate. The motion to limit debate requires a two-thirds vote of the body. Note: A motion to limit debate could include a time limit. For example: “I move we limit debate on this agenda item to 15 minutes.” Even in this format, the motion to limit debate requires a two- thirds vote of the body. A similar motion is a motion to object to consideration of an item. This motion is not debatable, and if passed, precludes the body from even considering an item on the agenda. It also requires a two-thirds vote. Majority and Super Majority Votes In a democracy, a simple majority vote determines a question. A tie vote means the motion fails. So in a seven-member body, a vote of 4-3 passes the motion. A vote of 3-3 with one abstention means the motion fails. If one member is absent and the vote is 3-3, the motion still fails. All motions require a simple majority, but there are a few exceptions. The exceptions come up when the body is taking an action which effectively cuts off the ability of a minority of the body to take an action or discuss an item. These extraordinary motions require a two-thirds majority (a super majority) to pass: Motion to limit debate. Whether a member says, “I move the previous question,” or “I move the question,” or “I call the question,” or “I move to limit debate,” it all amounts to an attempt to cut off the ability of the minority to discuss an item, and it requires a two-thirds vote to pass. 194 6 Now, exactly how does a member cast an “abstention” vote? Any time a member votes “abstain” or says, “I abstain,” that is an abstention. However, if a member votes “present” that is also treated as an abstention (the member is essentially saying, “Count me for purposes of a quorum, but my vote on the issue is abstain.”) In fact, any manifestation of intention not to vote either “yes” or “no” on the pending motion may be treated by the chair as an abstention. If written ballots are cast, a blank or unreadable ballot is counted as an abstention as well. Can a member vote “absent” or “count me as absent?” Interesting question. The ruling on this is up to the chair. The better approach is for the chair to count this as if the member had left his/her chair and is actually “absent.” That, of course, affects the quorum. However, the chair may also treat this as a vote to abstain, particularly if the person does not actually leave the dais. The Motion to Reconsider There is a special and unique motion that requires a bit of explanation all by itself; the motion to reconsider. A tenet of parliamentary procedure is finality. After vigorous discussion, debate and a vote, there must be some closure to the issue. And so, after a vote is taken, the matter is deemed closed, subject only to reopening if a proper motion to consider is made and passed. A motion to reconsider requires a majority vote to pass like other garden-variety motions, but there are two special rules that apply only to the motion to reconsider. First, is the matter of timing. A motion to reconsider must be made at the meeting where the item was first voted upon. A motion to reconsider made at a later time is untimely. (The body, however, can always vote to suspend the rules and, by a two-thirds majority, allow a motion to reconsider to be made at another time.) Second, a motion to reconsider may be made only by certain members of the body. Accordingly, a motion to reconsider may be made only by a member who voted in the majority on the original motion. If such a member has a change of heart, he or she may make the motion to reconsider (any other member of the body — including a member who voted in the minority on the original motion — may second the motion). If a member who voted in the minority seeks to make the motion to reconsider, it must be ruled out of order. The purpose of this rule is finality. If a member of minority could make a motion to reconsider, then the item could be brought back to the body again and again, which would defeat the purpose of finality. If the motion to reconsider passes, then the original matter is back before the body, and a new original motion is in order. The matter may be discussed and debated as if it were on the floor for the first time. California, as another example, resolutions or orders for the payment of money and all ordinances require a recorded vote of the total members of the city council. (California Government Code Section 36936.) Cities with charters may prescribe their own vote requirements. Local elected officials are always well-advised to consult with their local agency counsel on how state law may affect the vote count. After consulting state statutes, step number two is to check the rules of the body. If the rules of the body say that you count votes of “those present” then you treat abstentions one way. However, if the rules of the body say that you count the votes of those “present and voting,” then you treat abstentions a different way. And if the rules of the body are silent on the subject, then the general rule of thumb (and default rule) is that you count all votes that are “present and voting.” Accordingly, under the “present and voting” system, you would NOT count abstention votes on the motion. Members who abstain are counted for purposes of determining quorum (they are “present”), but you treat the abstention votes on the motion as if they did not exist (they are not “voting”). On the other hand, if the rules of the body specifically say that you count votes of those “present” then you DO count abstention votes both in establishing the quorum and on the motion. In this event, the abstention votes act just like “no” votes. How does this work in practice? Here are a few examples. Assume that a five-member city council is voting on a motion that requires a simple majority vote to pass, and assume further that the body has no specific rule on counting votes. Accordingly, the default rule kicks in and we count all votes of members that are “present and voting.” If the vote on the motion is 3-2, the motion passes. If the motion is 2-2 with one abstention, the motion fails. Assume a five-member city council voting on a motion that requires a two-thirds majority vote to pass, and further assume that the body has no specific rule on counting votes. Again, the default rule applies. If the vote is 3-2, the motion fails for lack of a two-thirds majority. If the vote is 4-1, the motion passes with a clear two-thirds majority. A vote of three “yes,” one “no” and one “abstain” also results in passage of the motion. Once again, the abstention is counted only for the purpose of determining quorum, but on the actual vote on the motion, it is as if the abstention vote never existed — so an effective 3-1 vote is clearly a two-thirds majority vote. Now, change the scenario slightly. Assume the same five-member city council voting on a motion that requires a two-thirds majority vote to pass, but now assume that the body DOES have a specific rule requiring a two-thirds vote of members “present.” Under this specific rule, we must count the members present not only for quorum but also for the motion. In this scenario, any abstention has the same force and effect as if it were a “no” vote. Accordingly, if the votes were three “yes,” one “no” and one “abstain,” then the motion fails. The abstention in this case is treated like a “no” vote and effective vote of 3-2 is not enough to pass two-thirds majority muster. 195 7 Appeal. If the chair makes a ruling that a member of the body disagrees with, that member may appeal the ruling of the chair. If the motion is seconded, and after debate, if it passes by a simple majority vote, then the ruling of the chair is deemed reversed. Call for orders of the day. This is simply another way of saying, “return to the agenda.” If a member believes that the body has drifted from the agreed-upon agenda, such a call may be made. It does not require a vote, and when the chair discovers that the agenda has not been followed, the chair simply reminds the body to return to the agenda item properly before them. If the chair fails to do so, the chair’s determination may be appealed. Withdraw a motion. During debate and discussion of a motion, the maker of the motion on the floor, at any time, may interrupt a speaker to withdraw his or her motion from the floor. The motion is immediately deemed withdrawn, although the chair may ask the person who seconded the motion if he or she wishes to make the motion, and any other member may make the motion if properly recognized. Special Notes About Public Input The rules outlined above will help make meetings very public- friendly. But in addition, and particularly for the chair, it is wise to remember three special rules that apply to each agenda item: Rule One: Tell the public what the body will be doing. Rule Two: Keep the public informed while the body is doing it. Rule Three: When the body has acted, tell the public what the body did. Courtesy and Decorum The rules of order are meant to create an atmosphere where the members of the body and the members of the public can attend to business efficiently, fairly and with full participation. At the same time, it is up to the chair and the members of the body to maintain common courtesy and decorum. Unless the setting is very informal, it is always best for only one person at a time to have the floor, and it is always best for every speaker to be first recognized by the chair before proceeding to speak. The chair should always ensure that debate and discussion of an agenda item focuses on the item and the policy in question, not the personalities of the members of the body. Debate on policy is healthy, debate on personalities is not. The chair has the right to cut off discussion that is too personal, is too loud, or is too crude. Debate and discussion should be focused, but free and open. In the interest of time, the chair may, however, limit the time allotted to speakers, including members of the body. Can a member of the body interrupt the speaker? The general rule is “no.” There are, however, exceptions. A speaker may be interrupted for the following reasons: Privilege. The proper interruption would be, “point of privilege.” The chair would then ask the interrupter to “state your point.” Appropriate points of privilege relate to anything that would interfere with the normal comfort of the meeting. For example, the room may be too hot or too cold, or a blowing fan might interfere with a person’s ability to hear. Order. The proper interruption would be, “point of order.” Again, the chair would ask the interrupter to “state your point.” Appropriate points of order relate to anything that would not be considered appropriate conduct of the meeting. For example, if the chair moved on to a vote on a motion that permits debate without allowing that discussion or debate. 196 1400 K Street, Sacramento, CA 95814 (916) 658-8200 | Fax (916) 658-8240 www.cacities.org To order additional copies of this publication, call (916) 658-8200. $10 © 2011 League of California Cities. All rights reserved. Printed on recycled paper. 197 Rosenberg’s Rules of Order at a Glance The Three Basic Motions Simple majority to pass / open to debate Basic Motion: "I move that we..." Motion to Amend: suggests changes to the basic motion. Motion to Substitute: replaces the basic motion entirely. Special Motions Simple majority to pass / no debate, goes directly to vote Motion to Adjourn: ends the meeting. Motion to Fix a Time to Adjourn: ends the meeting at a set time. Motion to Recess: break in the meeting. Chair sets length of the break. Motion to Table: defers the motion under discussion to a future date. Motions that Permanently Close Discussion 2/3 majority to pass / no debate, goes directly to vote Motion to Limit Debate: stops debate. "I move the question." Motion to Close Nominations: stops new nominations for a position. Motion to Object to the Consideration of a Question: rare, stronger form of tabling. Used before debate has begun. Motion to Suspend the Rules: temporarily changes meeting rules. Cannot be used to suspend non-parliamentary bylaws. Can be debated. Meeting Interruptions May be used at any time. Chair responds by asking you to state your point. Point of Privilege: points out uncomfortable surroundings, like a cold room or being unable to hear a speaker. Point of Order: points out failure to follow correct meeting procedures. Call for Orders of the Day: points out that the discussion has strayed from the agenda. Appeal: reverses a Chair's ruling when passed by simple majority. Requires a second and can be debated. Withdraw a Motion: used by the person making the motion. Others may immediately reintroduce the motion if they wish. Motion to Reconsider Simple majority to pass / open to debate May only be made by a member who previously voted in the majority for the item. Must be made during the same meeting (or at the very next meeting, assuming it's been added to the agenda). Life of a Motion 1.Chair announces item subject and number 2.Sponsor introduces item 3.Board asks technical questions for clarification purposes 4.Public comment on the item 5.Chair asks for motion 6.Chair asks for second 7.Board debates motion 8.Board votes 9.Chair announces result Notes: •All motions require a second before they can be voted upon. •You must be recognized by the Chair before speaking. •Chair may set limits on debate time or number of speakers. •Abstentions don't count in vote tally. •A tie vote fails to pass. •To recuse, publicly state reason for recusal and leave room during debate and vote. ATTACHMENT H 198 Roberts Rules of Order ‐ At a Glance Typical Agenda Call to Order Start your meeting on time The Chair/President says “I call this meeting to order” Wait for quiet and then begin the meeting Roll Call of Officers The Chair says “The Recording Secretary will call the Roll of Officers” Reading of Minutes The Chair says “The Secretary will read minutes of the last meeting” or “Instead of having the Secretary read the minutes, copies have been distributed for your review.” Are there any additions or corrections to the minutes? If not, the minutes will stand approved as read.” If corrections to the minutes are made, ask for unanimous consent to additions or corrections at this time. If there is an objection to any addition or correction, it will be necessary to adopt a motion to make that change. Reading of Coorespondence The Chair says “The Recording Secretary will now read the correspondence.” Any letter requiring action by the membership should be discussed by the Executive Board prior to the membership meeting. At the membership meeting, the letter should be read along with the recommendations of the board. A motion should be made to adopt the board’s recommended action. That motion should then be discussed and voted on by the members. Reports of Officers Report of Staff and Committees Unfinished or Old Business New Business Adjourn the Meeting Making a Motion To make a motion, say “ I move that ……” When a motion is made it must be seconded. The Chair should then state the motion and call for discussion: “It has been moved and seconded that ... Is there any discussion?” Discussion During a Motion During a discussion of a motion or amendment, make sure that each member speaks only once until all other members have had an opportunity to speak. It is a good idea to alternate speakers for and against the motion. If members begin responding to and addressing remarks to each other, remind the group that all comments should be addressed to the Chair. The discussion and debate is for the group as a whole to participate in. It is not an argument between a couple of members. ATTACHMENT I Washington County, Oregon https://www.co.washington.or.us/CAO/CPO/CCI/upload/5-Roberts-Rules-of-Orders-At-a-Glance.pdf199 Amendment to a Motion  Sometimes an amendment to the motion on the floor may be offered. An amendment must be seconded and then discussed.  The Chair should say: “An amendment has been made and seconded that ... Is there any discussion on the amendment?”  A vote is first taken on the amendment.  After the amendment is decided on, the discussion returns to the main motion (as amended if the amendment was passed). A vote is then taken on the main motion. Point of Information A member may raise a “Point of Information.” For instance, he or she might state: “Point of Information. I don’t understand the intent of this motion.” The Chair should then clarify the intent of the motion or provide the information being requested. You may have to remind the member that a point of information is a question, not a statement. Point of Order Sometimes a member may rise on a “Point of Order,” saying something like: “Point of Order. This discussion does not pertain to the motion on the floor.” The Chair should make a ruling and say something like: “Your point is well taken and I direct the member speaking to address the motion on the floor.” Chart of Motions & Procedures Purpose You Say Can Interrupt Requires a Second Debat able Can be Amended Vote Required Close the meeting I move to adjourn No Yes No No Majority Register a complaint I rise to a question of privilege Yes No No No None Lay the motion aside temporarily I move to table the motion No Yes No No Majority End debate I call the question; OR I move to end debate No Yes No No 2/3 Limit or extend debate I move that debate be limited to… No Yes No Yes 2/3 Postpone to a certain time I move to postpone the motion to… No Yes Yes Yes Majority Refer to a committee I move to refer the motion to… No Yes Yes Yes Majority Modify the wording of the motion I move to amend the motion by… No Yes Yes Yes Majority Postpone the decision indefinitely I move that the motion be postponed indefinitely No Yes Yes No Majority Request for Information Point of Information Yes No No No None Take the matter from the table I move to take from the table No Yes No No Majority 200 Parliamentary Procedure at a Glance (Based on The Standard Code of Parliamentary Procedure by Alice Sturgis) Principal Motions (Listed in Order of Precedence) TO DO THIS YOU SAY THIS May You Interrupt Speaker? Must You Be Seconded? Is The Motion Debatable? What Vote is Required? *Adjourn the meeting "I move the meeting be adjourned" NO YES YES (RESTRICTED) MAJORITY *Recess the meeting "I move that the meeting be recessed until..." NO YES YES** MAJORITY Complain about noise, room temperature, etc. "I rise to the question of personal privilege" YES NO NO NONE Postpone temporarily (Table) "I move that this motion be tabled" NO YES NO MAJORITY (REQUIRES TWO-THIRDS IF IT WOULD SUPPRESS) End debate "I move to vote immediately" NO YES NO TWO-THIRDS *Limit debate "I move that each speaker be limited to a total of two minutes per discussion" NO YES YES** TWO-THIRDS *Postpone consideration of an item to a certain time "I move to postpone this item until 2:00pm..." NO YES YES** MAJORITY *Have something referred to committee "I move this matter be referred to…" NO YES YES** MAJORITY *Amend a motion "I move to amend this motion by…" NO YES YES MAJORITY *Introduce business (the Main Motion) "I move that..." NO YES YES MAJORITY *Amend a previous action "I move to amend the motion that was adopted..." NO YES YES MAJORITY Ratify action taken in absence of a quorum or in an emergency "I move to ratify the action taken by the Council..." NO YES YES MAJORITY Reconsider "I move to reconsider..." YES YES YES** MAJORITY Rescind (a main motion) "I move to rescind the motion..." NO YES YES MAJORITY Resume consideration of a tabled item "I move to resume consideration of...? NO YES NO MAJORITY *Amendable **Debatable if no Other Motion is Pending ATTACHMENT J UC San Diego http://cseweb.ucsd.edu/~ddahlstr/misc/roberts/parlia_sturgis.pdf 201 Parliamentary Procedure at a Glance (Based on The Standard Code of Parliamentary Procedure by Alice Sturgis) Incidental Motions TO DO THIS YOU SAY THIS May You Interrupt Speaker? Must You Be Seconded? Is The Motion Debatable? What Vote is Required? Vote on a ruling by the Chair "I appeal the Chair’s decision" YES YES YES MAJORITY Consider something out of its scheduled order "I move to suspend the rules and consider…" NO YES NO TWO-THIRDS To discuss an issue without restrictions of parliamentary rules "I move that we consider informally…" NO YES NO MAJORITY To call attention to a violation of the rules or error in procedure, and to secure a ruling on the question raised "I rise to a point of order" YES NO NO NONE To ask a question relating to procedure "I rise to a parliamentary inquiry" YES NO NO NONE To allow the maker of a motion to remove the motion from consideration "I move to withdraw my motion" YES NO NO NONE To separate a multi-part question into individual questions for the purpose of voting "I move division of the question" NO NO NO NONE To verify an indecisive voice or hand vote by requiring voters to rise and be counted "I move to divide the Assembly" YES NO NO NONE *Amendable **Debatable if no Other Motion is Pending 202 THE CHIEF PURPOSES OF MOTIONS PURPOSE MOTION Present an idea for consideration and action Main motion Resolution Consider informally Improve a pending motion Amend Division of question Regulate or cut off debate Limit or extend debate Close debate Delay a decision Refer to committee Postpone to a certain time Postpone temporarily Recess Adjourn Suppress a proposal Table Withdraw a motion Meet an emergency Question of privilege Suspend rules Gain information on a pending motion Parliamentary inquiry Request for information Request to ask member a question Question of privilege Question the decision of the presiding officer Point of order Appeal from decision of chair Enforce rights and privileges Division of assembly Division of question Parliamentary inquiry Point of order Appeal from decision of chair Consider a question again Resume consideration Reconsider Rescind Renew a motion Amend a previous action Ratify Change an action already taken Reconsider Rescind Amend a previous action Terminate a meeting Adjourn Recess (From The Standard Code of Parliamentary Procedure by Alice Sturgis) 203 Parliamentary Strategy (From The Standard Code of Parliamentary Procedure by Alice Sturgis) TO SUPPORT A MOTION TO OPPOSE A MOTION 1. Second it promptly and enthusiastically. 2.Speak in favor of it as soon as possible. 3. Do your homework; know your facts; have handouts, charts, overhead projector slides, etc., if appropriate. 4.Move to amend motion, if necessary, to make it more acceptable to opponents. 5.Vote against motion to table or to postpone, unless delay will strengthen your position. 6.Move to recess or postpone, if you need time to marshal facts or work behind the scenes. 7.If defeat seems likely, move to refer to committee, if that would improve chances. 8.If defeat seems likely, move to divide question, if appropriate, to gain at least a partial victory. 9.Have available a copy of the organization's standing rules, its bylaws, and The Standard Code of Parliamentary Procedure, in case of a procedural dispute. 10.If motion is defeated, move to reconsider, if circumstances warrant it. 11.If motion is defeated, consider reintroducing it at a subsequent meeting. 1. Speak against it as soon as possible. Raise questions; try to put proponents on the defensive. 2.Move to amend the motion so as to eliminate objectionable aspects. 3.Move to amend the motion to adversely encumber it. 4.Draft a more acceptable version and offer as amendment by substitution. 5.Move to postpone to a subsequent meeting. 6.Move to refer to committee. 7. Move to table. 8. Move to recess, if you need time to round up votes or obtain more facts. 9.Question the presence of a quorum, if appropriate. 10. Move to adjourn. 11.On a voice vote, vote emphatically. 12.If the motion is adopted, move to reconsider, if you might win a subsequent vote. 13.If the motion is adopted, consider trying to rescind it at a subsequent meeting. 14.Have available a copy of the organization's standing rules, its bylaws, and The Standard Code of Parliamentary Procedure, in case of a procedural dispute. 204 Local Cities Rosenberg’s Rules Robert’s Rules Sturgis Parliamentary Procedure City Specific Rules and Procedures Campbell x Gilroy x Los Altos x Los Altos Hills x Los Gatos x Menlo Park x Milpitas x Morgan Hill x Mountain View x Palo Alto x Redwood City x San Jose Modified based on Robertʹs and Rosenbergʹs San Mateo x Santa Clara x Saratoga x Sunnyvale x LOCAL CITIES COUNT 5 7 2 2 Other Cities Rosenberg’s Rules Robert’s Rules Sturgis Parliamentary Procedure City Specific Rules and Procedures Antioch x Belmont x Berkeley Modified based on Robertʹs Calistoga x Camarillo x Carpinteria x Chico x Fort Bragg x Half Moon Bay x Ione x Livermore x Mission Viejo Modified based on Robert’s National City x Ojai x Piedmont x Rio Vista x San Fernando x Santa Fe Springs x Santa Monica x Santa Rosa x Taft x Temple City x Torrance x Vallejo x Windsor x Winters x Woodland x Yountville x OTHER CITIES COUNT 15 8 1 4 TOTAL COUNT 20 15 3 6 CITY SURVEY ON PARLIAMENTARY PROCEDURES ATTACHMENT K 205 ATTACHMENT L CITY OF CUPERTINO COMMITTEES Committee Description Meeting Frequency Audit Committee Reviews annual audit report, monthly treasurer’s report, and city investment policies. Recommends appointment of auditors and budget format. Quarterly Design Review Committee A subcommittee of the Planning Commission that reviews aspects of site and architectural design. As needed Disaster Council Supports the City’s emergency management and preparedness responsibilities. Quarterly Economic Development Committee Enhances and promotes a strong local economy to provide municipal services that businesses and residents desire and need to maintain the community's quality of life. Quarterly Environmental Review Committee Evaluates the initial study of a proposed project to determine whether the project may or may not have a significant effect on the environment. Practice: As needed Mandate: Twice a month Fiscal Strategic Plan Committee Confers, strategizes, and plans for current as well as future activities that have a fiscal impact on the City. Annually Legislative Review Committee Advises on legislative priorities and actions. As needed 206 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:118-4537 Name: Status:Type:Ordinances and Action Items Agenda Ready File created:In control:10/31/2018 City Council On agenda:Final action:11/20/2018 Title:Subject: Consider updates to the City's Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations Sponsors: Indexes: Code sections: Attachments:Staff Report A - Redline Amended Policies and Guidelines on Sister Cities, Friendship Cities, and International B - Amended Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations C - Cupertino Friendship Cities Action ByDate Action ResultVer. City Council11/20/2018 1 Subject: Consider updates to the City's Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations Approve amendments to Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations CITY OF CUPERTINO Printed on 11/15/2018Page 1 of 1 powered by Legistar™207 OFFICE OF THE CITY MANAGER CITY HALL 10 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255 TELEPHONE: (408) 777-3212 www.cupertino.org CITY COUNCIL STAFF REPORT Meeting: November 20, 2018 Subject Consider updates to the City’s Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations. Recommended Action Approve amendments to Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations. Background Cupertino has four active sister city relationships registered with Sister Cities International: Toyokawa, Japan; Hsinchu, Taiwan; Copertino, Italy; and Bhubaneswar, India. All four operate student exchange programs and are registered 501(c)(3) non-profit entities, which make them eligible for City funding. In June 2016, City Council began approving Friendship City relationships to promote a friendly exchange in the areas of economics, culture, education, innovation, and entrepreneurship between Cupertino and these friendship cities. The Sister City Policy was amended shortly thereafter to include Friendship City relationships and establish guidelines for staff and Friendship City Committees to accommodate these new relationships. A total of 27 Friendship City relationships have been established since 2016, 21 remain active (Attachment C). Discussion Our current guidelines state that Friendship City affiliations automatically expire after two years, unless the relationship is renewed. Six Friendship City affiliations have already expired with an additional 11 set to expire in December 2018. Of those set to expire, two cities have requested renewal of the Friendship City affiliation. However, no renewal criteria is outlined in the City’s current policy. Staff is proposing revisions to the City’s Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations (Attachment A) that incorporates criteria for renewing Friendship City relationships. If approved, renewal criteria would include: 1. Intent to renew letter from Friendship City official on official letterhead 208 2. A report submitted to the City liaison, including o a summary of Friendship City delegation visits to Cupertino hosted by the Committee over the last two years; o a summary of Cupertino delegation visits hosted by the Friendship City; o a description of activities held and outcomes achieved; o how the relationship has been mutually beneficial for Cupertino and the friendship community; and o an updated profile of the Friendship City Committee. Templates will be provided to Committees to facilitate the requirements. Friendship City Committees will also be expected to prepare a presentation for Council when the renewal item is being considered. In addition to the renewal criteria, staff recommends clarifying certain sections of the policy, adding past practices previously not included in the policy, and increasing the promotional gift limit amount as the cost of these promotional items have increased. Staff recommends increasing the gift limit amount from $15 to $25. The gift limit has not been updated for over 4 years. Lastly, Councilmembers on an official delegation visit to a Sister City or Friendship City typically present a gift to the host city dignitary, such as the Mayor. This host-city dignitary gift should not exceed $100. Currently, the policy is silent on this practice. Sustainability Impact No impact. Fiscal Impact The increase in the cost promotional items is estimated to be between $500 and $1,000 per year. However, no budget adjustment is being requested at this time. _____________________________________ Prepared by: Jaqui Guzman, Deputy City Manager Approved for Submission by: Amy Chan, Interim City Manager Attachments: A – Amended Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations (Redline) B – Amended Policies and Guidelines on Sister Cities, Friendship Cities, and International Delegations C – Cupertino Friendship Cities 209 POLICIES AND GUIDELINES ON SISTER CITIES, FRIENDSHIP CITIES, AND INTERNATIONAL DELEGATIONS FOR THE CITY OF CUPERTINO Council Policy Attachments: Effective Date: November 20, 2018 Responsible Department: City Manager’s Office Related Policies & Notes: Prior versions: 2005, 2013, 2016 Background: PresentlyCurrently, Cupertino has four active Sister Cities registered with Sister Cities International, the cities of Toyokawa, Japan, Hsinchu, Taiwan, Copertino, Italy and Bhubaneswar, India. In addition, Cupertino has established several friendship city relationships and attracts many international delegations for cultural, educational, business and economic development reasons. SISTER CITIES Intent of Sister City Affiliations: The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding. Sister City partnerships have proved very successful in fostering educational, technical, economic and cultural exchanges. Sister City relationships are effective only when organizations of interested residents in one community work with interested residents in another city to promote communication and understanding among people of different cultures. The ideal affiliation should involve a large number of citizens and organizations in both cities, engaging in exchanges of people, ideas and cultures on a long-term, continuing basis. The City intends to provide limited financial support to those Sister City Committees that operate student exchange programs. Those Sister City organizations which do not operate student exchange programs shall be completely financially independent from the City, except for limited City facility use. Sister City Citizen Committee Responsibilities (Receiving City Support): • Identify, manage, coordinate and implement all activities related to the Sister City Program • Establish a formal, incorporated 501(c)(3) structure, with officers and appropriate functional subcommittees • Solicit donations and in-kind contributions from the local community as appropriate • Maintain communication with the affiliate Sister City Committee, ensuring the counterpart committee is equally committed to the program 210 • Finance activities from fundraising efforts and resources other than public funding, including all travel and program expenses, beyond reasonable postage, fax, copying and printing costs for events in which the City is participating. This includes fundraising or securing gifts for special celebrations, such as anniversaries. • Prepare a detailed budget from including funds raised through fundraising efforts other thanand public (City) funding for events and activities and keep track of expenses. The budget should show funds available and should identify adequate, ongoing funding sources for program activities. • Work with cCity staff at least two months in advance in arranging official promotional gifts and meetings for foreign delegations. For local groups traveling abroad and bringing city promotional gifts, similar notice is required, unless waived by the City Manager. • Meet the following eligibility requirements/annually submittals to staff liaison:  Proof of 501 (c) (3) status  Detailed accounting of prior year actual revenue and expenses  Summary of prior year activities  Proposed budget plan  Fundraising plan  Work plan Sister City Citizen Committee Responsibilities (Not Receiving City Support): • Identify, manage, coordinate and implement all activities related to the Sister City Program • Establish a formal, incorporated 501 (c) (3) structure, with officers and appropriate functional sub committees • Solicit donations and in-kind contributions from the local community as appropriate • Maintain communication with the affiliate Sister City Committee, ensuring the counterpart committee is equally committed to the program City of Cupertino Responsibilities (With regard to City supported Sister City Committees): Coordinated through the City Manager’s Office, the City will serve as a support for programs and activities by: • Providing for set-up and complimentary access to a large City facility for three community events per Sister City per fiscal year. All cost of food, drinks, and materials are the responsibility of the Sister City Committee. • Accepting gifts from the Sister City. Said gifts are the property of the City and shall be displayed at a City facility or distributed at the City's discretion. • Providing up to $2,500 per year for a Sister City with a student exchange program of 5 to 9 student delegates and up to $5,000 per year for a Sister City with a student exchange program of 10 or more student delegates. Coordinated through the City Manager's Office, the City will serve as a support for Sister City programs and activities by: • Providing access to postage, fax, copying and printing equipment to Sister City Committee members for support of Sister City events in which the City is participating. City staff is not responsible for preparing mailings or printed materials • Providing the use of meeting room space (up to 18 per calendar year) at no cost to the Sister City 211 Committee for related activities. Meeting room space does not include Community Hall or the Quinlan Cupertino Room • Providing City promotional gift items typically given at community events to government representatives from visiting countries. These include, but are not limited to: city logoed t-shirts, pens, reusable bags, and lapel pins. The cost of each promotional gift or gift bag shall not exceed $2515. Additional gifts presented to members of a Sister City delegation are the responsibility of the Sister City Committee • Facilitating participation of City officials. City of Cupertino Responsibilities (With regard to non-City supported Sister City Committees): • The City shall maintain registration with the Sister Cities International organization. and • shall charge the Non-City Supported Sister City Committees resident rates on the rental of any City facility • Provide the use of meeting room space (up to 4 per calendar year) at no cost to the Sister City Committee for related activities. For additional meeting room uses, non-City supported Sister City Committees shall be charged the facility use resident rate on the rental of any City facility. Meeting room space does not include Community Hall or the Quinlan Center-Cupertino Room. Travel and Program Expenses: Program Expenses: • The City Council will, as part of its annual budget adoption process, establish a program budget for anticipated City supported Sister City program activities. This budget will include up to $2,500 for a Sister City with a student exchange program of 5 to 9 student delegates and up to $5,000 for a Sister City with a student exchange program of 10 or more student delegates, as funds allow. An additional $5,000 will be considered for adult delegation visits every 5 years. This adopted budget, less the cost of the Sister City membership fee, will be remitted to the Committee once an accounting of the prior year expenditures have been received and /reviewed by the Finance Department. These funds represent the City's sole monetary commitment each fiscal year with the exception of the items listed above. Travel Expenses: • The City will pay for one-half of the airfare per year, per Ccouncil mMember, provided the trip is in conjunction with an official delegation. Lodging and other trip-related expenses should be covered by the host city or Sister City Committee and are not eligible for reimbursement. All other Council or City Staff travel for Sister City programs must be funded by Sister City Committee fundraising activities, or by the individual traveling council or staff member, unless authorized in advance by the City Council. New Affiliations: To ensure that there is a broad base of community support for a global partnership, the citizen committee responsible for implementing the Sister City Program should include at least 10 active Cupertino residents who are committed to making a new affiliation successful. No more than one Sister City relationship may be established in any given country. 212 Proposal Process The new Sister City Committee will prepare and submit the following to the City of Cupertino: • Detailed demographic profile of the prospective city • Application for a formal, incorporated 501(c)(3) structure, with officers and appropriate subcommittees • Documentation of broad-based community support, with a minimum of 10 members on the organizing committee • A preliminary program plan outlining objectives and funding sources If the City Council adopts a resolution establishing a new Sister City relationship, the City shall register that new Sister City with Sister Cities International. If the proposed new Sister City Committee desires to operate a student exchange program (with a minimum of 5 student delegates and open to any school within the Cupertino Unionfied School District and/or Fremont Union High School District boundaries) and demonstrates that it can meet its responsibilities as a City supported Sister City Committee, the City shall adjust the budget for the following year to provide for appropriate financial support. Terminating a Sister City Affiliation While regrettable, it is sometimes necessary for a city to terminate a Sister City affiliation. Sister City affiliations are meant to be long-standing, official city linkages that involve extensive community participation beyond government. For a variety of reasons, a Sister City relationship may lose community interest and support, and Cupertino or the Sister City may opt to terminate the Sister City relationship. If a Sister City affiliation is inactive for a period of three years and there is a lack of community support for the Sister City relationship to continue, the City may initiate the process to terminate the Sister City affiliation with the Sister City and Sister Cities International. FRIENDSHIP CITIES Intent of Friendship City Affiliations: The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding. Friendship city partnerships can be effective in fostering increased global cooperation and communication. Friendship cities may be established, however, they will not be considered official sSister cCities and are not eligible for City funding. Friendship cities must contact city staff at least 30 days in advance to arrange visits, unless waived by the City Manager. New Affiliations: All proposed friendship city relationships must have Councilmember and community sponsorship and be approved by the City Council. The Friendship City will submit a Friendship City application to the City of Cupertino, which requires sponsorship from a Council Member and a citizen’s committee to ensure the new affiliation is successful. If approved, the City will issue a signed Letter of Intent establishing the friendship city relationship. A Friendship City affiliation will be effective for two years and may be renewed every two years. Friendship City Committee Responsibilities: • Identify, manage, coordinate and implement all activities related to the friendship city program 213 • Maintain communication with the affiliate friendship city, ensuring the counterpart is equally committed • Work with city staff at least two months in advance in arranging official promotional gifts and meetings for foreign delegations. For local groups traveling abroad and bringing city gifts, similar notice is required, unless waived by the City Manager. City of Cupertino Responsibilities: Coordinated through the City Manager’s Office, the City will: • Issue a signed Letter of Intent establishing the friendship city relationship in an effort to assist international delegation visits from the friendship city • Provide City promotional items typically given at community events to government representatives from visiting countries as the budget allows. These may include, but are not limited to: city t-shirts, pens, reusable bags, and lapel pins, to the extent there remains a budgeted amount to purchase such gifts and promotional items • Facilitate meetings with City officials • Conduct tours of city facilities Travel and Program Expenses: Friendship city travel and program expenses will be treated as those of international delegations and will follow the guidelines outlined in this policy in the “Travel and Program Expenses” section under “INTERNATIONAL DELEGATIONS.” New Affiliations: All proposed friendship city relationships must have Councilmember or community sponsorship and be approved by the City Council. If approved, the City will issue a signed Letter of Intent establishing the friendship city relationship. Renewal of Friendship City Relationship Friendship City renewals should be requested by an official of the Friendship City with support of the Friendship City Committee. The Friendship City Committee should submit a renewal application, which includes: • Intent to renew letter from Friendship City official on official letterhead • Summary of Friendship City delegation visits to Cupertino hosted by the Committee over the last two years • Summary of Cupertino delegation visits hosted by the Friendship City • Description of activities held and outcomes • How the relationship has been mutually beneficial for Cupertino and the friendship community • An updated profile of the Friendship City Committee. Notification of the intent to renew the Friendship City relationship should be sent to the City at least 60 days in advance to ensure sufficient time to process the renewal. Friendship City Committees will also be expected to prepare a presentation to the City Council when the renewal is being considered. Terminating a Friendship City Affiliation: A friendship city affiliation will be effective for two years. After two years the friendship city affiliation will automatically expire unless renewed. While regrettable, it is sometimes necessary for a city to terminate a friendship city affiliation prior to the end of the two year term. For a variety of reasons a friendship city relationship may no longer be mutually beneficial, and 214 Cupertino or the friendship city may opt to terminate the friendship city relationship. INTERNATIONAL DELEGATIONS Intent of International Delegations: The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding. Delegations must contact city staff at least 60 days in advance in arranging meetings, unless waived by the City Manager. City of Cupertino Responsibilities: Coordinated through the City Manager's Office, the City will: • Provide City promotional items typically given at community events to government representatives from visiting countries. These may include, but are not limited to: city t-shirts, pens, reusable bags, and lapel pins, to the extent there remains a budgeted amount to purchase such gifts and promotional items • Facilitate meetings with City officials • Conduct tours of city facilities Travel and Program Expenses: Program Expenses - The City Council will, as part of its annual budget adoption process, establish a program budget for promotional items for delegations. Promotional gifts or gift bags shall not exceed the cost of $15 25 each. Councilmembers on an official delegation visit to a Sister City or Friendship City typically present a gift to the host city dignitary, such as the Mayor. This host-city dignitary gift should not exceed $100. Travel Expenses - International travel shall be at the expense of the traveling Council Member unless authorized in advance by the City Council. 215 POLICIES AND GUIDELINES ON SISTER CITIES, FRIENDSHIP CITIES, AND INTERNATIONAL DELEGATIONS FOR THE CITY OF CUPERTINO Council Policy Attachments: Effective Date: November 20, 2018 Responsible Department: City Manager’s Office Related Policies & Notes: Prior versions: 2005, 2013, 2016 Background: Currently, Cupertino has four active Sister Cities registered with Sister Cities International, the cities of Toyokawa, Japan, Hsinchu, Taiwan, Copertino, Italy and Bhubaneswar, India. In addition, Cupertino has established several friendship city relationships and attracts many international delegations for cultural, educational, business and economic development reasons. SISTER CITIES Intent of Sister City Affiliations: The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding. Sister City partnerships have proved very successful in fostering educational, technical, economic and cultural exchanges. Sister City relationships are effective only when organizations of interested residents in one community work with interested residents in another city to promote communication and understanding among people of different cultures. The ideal affiliation should involve a large number of citizens and organizations in both cities, engaging in exchanges of people, ideas and cultures on a long-term, continuing basis. The City intends to provide limited financial support to those Sister City Committees that operate student exchange programs. Those Sister City organizations which do not operate student exchange programs shall be completely financially independent from the City, except for limited City facility use. Sister City Citizen Committee Responsibilities (Receiving City Support): • Identify, manage, coordinate and implement all activities related to the Sister City Program. • Establish a formal, incorporated 501(c)(3) structure, with officers and appropriate functional subcommittees. • Solicit donations and in-kind contributions from the local community as appropriate. • Maintain communication with the affiliate Sister City Committee, ensuring the counterpart committee is equally committed to the program. 216 • Finance activities from fundraising efforts and resources other than public funding, including all travel and program expenses, postage, fax, copying and printing costs for events in which the City is participating. This includes fundraising or securing gifts for special celebrations, such as anniversaries. • Prepare a detailed budget including funds raised through fundraising efforts and public (City) funding for events and activities and keep track of expenses. The budget should show funds available and should identify adequate, ongoing funding sources for program activities. • Work with City staff at least two months in advance in arranging official promotional gifts and meetings for foreign delegations. For local groups traveling abroad and bringing promotional gifts, similar notice is required, unless waived by the City Manager. • Meet the following eligibility requirements/annually submit to staff liaison:  Proof of 501 (c) (3) status  Detailed accounting of prior year actual revenue and expenses  Summary of prior year activities  Proposed budget plan  Fundraising plan  Work plan Sister City Citizen Committee Responsibilities (Not Receiving City Support): • Identify, manage, coordinate and implement all activities related to the Sister City Program. • Establish a formal, incorporated 501 (c) (3) structure, with officers and appropriate functional sub committees. • Solicit donations and in-kind contributions from the local community as appropriate. • Maintain communication with the affiliate Sister City Committee, ensuring the counterpart committee is equally committed to the program. City of Cupertino Responsibilities (With regard to City supported Sister City Committees): Coordinated through the City Manager’s Office, the City will serve as a support for programs and activities by: • Providing for set-up and complimentary access to a large City facility for three community events per Sister City per fiscal year. All cost of food, drinks, and materials are the responsibility of the Sister City Committee. • Accepting gifts from the Sister City. Said gifts are the property of the City and shall be displayed at a City facility or distributed at the City's discretion. • Providing up to $2,500 per year for a Sister City with a student exchange program of 5 to 9 student delegates and up to $5,000 per year for a Sister City with a student exchange program of 10 or more student delegates. Coordinated through the City Manager's Office, the City will serve as a support for Sister City programs and activities by: • Providing access to postage, fax, copying and printing equipment to Sister City Committee members for support of Sister City events in which the City is participating. City staff is not responsible for preparing mailings or printed materials. • Providing the use of meeting room space (up to 18 per calendar year) at no cost to the Sister City. 217 Committee for related activities. Meeting room space does not include Community Hall or the Quinlan Cupertino Room. • Providing City promotional gift items typically given at community events to government representatives from visiting countries. These include, but are not limited to: logoed t-shirts, pens, reusable bags, and lapel pins. The cost of each promotional gift or gift bag shall not exceed $25. Additional gifts presented to members of a Sister City delegation are the responsibility of the Sister City Committee. • Facilitating participation of City officials. City of Cupertino Responsibilities (With regard to non-City supported Sister City Committees): • The City shall maintain registration with the Sister Cities International organization. • Provide the use of meeting room space (up to 4 per calendar year) at no cost to the Sister City Committee for related activities. For additional meeting room uses, non-City supported Sister City Committees shall be charged the facility use resident rate on the rental of any City facility. Meeting room space does not include Community Hall or the Quinlan Center-Cupertino Room. Travel and Program Expenses: Program Expenses: • The City Council will, as part of its annual budget adoption process, establish a program budget for anticipated City supported Sister City program activities. This budget will include up to $2,500 for a Sister City with a student exchange program of 5 to 9 student delegates and up to $5,000 for a Sister City with a student exchange program of 10 or more student delegates, as funds allow. An additional $5,000 will be considered for adult delegation visits every 5 years. This adopted budget, less the cost of the Sister City membership fee, will be remitted to the Committee once an accounting of the prior year expenditures have been received and reviewed by the Finance Department. These funds represent the City's sole monetary commitment each fiscal year with the exception of the items listed above. Travel Expenses: • The City will pay for one-half of the airfare per year, per Council Member, provided the trip is in conjunction with an official delegation. Lodging and other trip-related expenses should be covered by the host city or Sister City Committee and are not eligible for reimbursement. All other Council or City Staff travel for Sister City programs must be funded by Sister City Committee fundraising activities, or by the individual traveling council or staff member, unless authorized in advance by the City Council. New Affiliations: To ensure that there is a broad base of community support for a global partnership, the citizen committee responsible for implementing the Sister City Program should include at least 10 active Cupertino residents who are committed to making a new affiliation successful. No more than one Sister City relationship may be established in any given country. Proposal Process The new Sister City Committee will prepare and submit the following to the City of Cupertino: 218 • Detailed demographic profile of the prospective city. • Application for a formal, incorporated 501(c)(3) structure, with officers and appropriate subcommittees. • Documentation of broad-based community support, with a minimum of 10 members on the organizing committee. • A preliminary program plan outlining objectives and funding sources. If the City Council adopts a resolution establishing a new Sister City relationship, the City shall register that new Sister City with Sister Cities International. If the proposed new Sister City Committee desires to operate a student exchange program (with a minimum of 5 student delegates and open to any school within the Cupertino Union School District and/or Fremont Union High School District boundaries) and demonstrates that it can meet its responsibilities as a City supported Sister City Committee, the City shall adjust the budget for the following year to provide for appropriate financial support. Terminating a Sister City Affiliation While regrettable, it is sometimes necessary for a city to terminate a Sister City affiliation. Sister City affiliations are meant to be long-standing, official city linkages that involve extensive community participation beyond government. For a variety of reasons, a Sister City relationship may lose community interest and support, and Cupertino or the Sister City may opt to terminate the Sister City relationship. If a Sister City affiliation is inactive for a period of three years and there is a lack of community support for the Sister City relationship to continue, the City may initiate the process to terminate the Sister City affiliation with the Sister City and Sister Cities International. FRIENDSHIP CITIES Intent of Friendship City Affiliations: The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding. Friendship city partnerships can be effective in fostering increased global cooperation and communication. Friendship cities may be established, however, they will not be considered official Sister Cities and are not eligible for City funding. New Affiliations: All proposed friendship city relationships must have Councilmember and community sponsorship and be approved by the City Council. The Friendship City will submit a Friendship City application to the City of Cupertino, which requires sponsorship from a Council Member and a citizen’s committee to ensure the new affiliation is successful. If approved, the City will issue a signed Letter of Intent establishing the friendship city relationship. A Friendship City affiliation will be effective for two years and may be renewed every two years. Friendship City Committee Responsibilities: • Identify, manage, coordinate and implement all activities related to the friendship city program. • Maintain communication with the affiliate friendship city, ensuring the counterpart is equally committed. • Work with city staff at least two months in advance in arranging official promotional gifts and meetings for foreign delegations. For local groups traveling abroad and bringing city gifts, similar 219 notice is required, unless waived by the City Manager. City of Cupertino Responsibilities: Coordinated through the City Manager’s Office, the City will: • Issue a signed Letter of Intent establishing the friendship city relationship in an effort to assist international delegation visits from the friendship city. • Provide City promotional items typically given at community events to government representatives from visiting countries as the budget allows. These may include, but are not limited to: city t-shirts, pens, reusable bags, and lapel pins, to the extent there remains a budgeted amount to purchase such gifts and promotional items. • Facilitate meetings with City officials. • Conduct tours of city facilities. Travel and Program Expenses: Friendship city travel and program expenses will be treated as those of international delegations and will follow the guidelines outlined in this policy in the “Travel and Program Expenses” section under “INTERNATIONAL DELEGATIONS.” Renewal of Friendship City Relationship Friendship City renewals should be requested by an official of the Friendship City with support of the Friendship City Committee. The Friendship City Committee should submit a renewal application, which includes: • Intent to renew letter from Friendship City official on official letterhead. • Summary of Friendship City delegation visits to Cupertino hosted by the Committee over the last two years. • Summary of Cupertino delegation visits hosted by the Friendship City. • Description of activities held and outcomes. • How the relationship has been mutually beneficial for Cupertino and the friendship community • An updated profile of the Friendship City Committee. Notification of the intent to renew the Friendship City relationship should be sent to the City at least 60 days in advance to ensure sufficient time to process the renewal. Friendship City Committees will also be expected to prepare a presentation to the City Council when the renewal is being considered. Terminating a Friendship City Affiliation: A friendship city affiliation will be effective for two years. After two years the friendship city affiliation will automatically expire unless renewed. While regrettable, it is sometimes necessary for a city to terminate a friendship city affiliation prior to the end of the two year term. For a variety of reasons a friendship city relationship may no longer be mutually beneficial, and Cupertino or the friendship city may opt to terminate the friendship city relationship. INTERNATIONAL DELEGATIONS Intent of International Delegations: The City recognizes the value of developing people-to-people contacts as a way to further international communication and understanding. 220 Delegations must contact city staff at least 60 days in advance in arranging meetings, unless waived by the City Manager. City of Cupertino Responsibilities: Coordinated through the City Manager's Office, the City will: • Provide City promotional items typically given at community events to government representatives from visiting countries. These may include, but are not limited to: city t-shirts, pens, reusable bags, and lapel pins, to the extent there remains a budgeted amount to purchase such gifts and promotional items. • Facilitate meetings with City officials. • Conduct tours of city facilities. Travel and Program Expenses: Program Expenses - The City Council will, as part of its annual budget adoption process, establish a program budget for promotional items for delegations. Promotional gifts or gift bags shall not exceed the cost of $25 each. Councilmembers on an official delegation visit to a Sister City or Friendship City typically present a gift to the host city dignitary, such as the Mayor. This host-city dignitary gift should not exceed $100. Travel Expenses - International travel shall be at the expense of the traveling Council Member unless authorized in advance by the City Council. 221 Cupertino Friendship Cities Attachment C City Country Approval Date Experation Date Council Sponsor Listing Renewal Requested Changzhou People's Republic of China September 20, 2016 September 20, 2018 Barry Chang Expired Chengdu People's Republic of China September 20, 2016 September 20, 2018 Barry Chang Expired Nanjing People's Republic of China September 20, 2016 September 20, 2018 Barry Chang Expired Taipei Taiwan (Republic of China)September 20, 2016 September 20, 2018 Barry Chang Expired Taizhou People's Republic of China September 20, 2016 September 20, 2018 Barry Chang Expired Taichung Taiwan (Republic of China)October 4, 2016 October 4, 2018 Barry Chang Expired Guro South Korea December 6, 2016 December 6, 2018 Barry Chang Active Jiangmen People's Republic of China December 6, 2016 December 6, 2018 Barry Chang Active Luoyang People's Republic of China December 6, 2016 December 6, 2018 Barry Chang Active Yes Nanchang People's Republic of China December 6, 2016 December 6, 2018 Barry Chang Active Qingdao People's Republic of China December 6, 2016 December 6, 2018 Barry Chang Active Shanghai People's Republic of China December 6, 2016 December 6, 2018 Barry Chang Active Shenzhen People's Republic of China December 6, 2016 December 6, 2018 Barry Chang Active Yes Suzhou People's Republic of China December 6, 2016 December 6, 2018 Barry Chang Active Wuhan People's Republic of China December 6, 2016 December 6, 2018 Barry Chang Active Yilan Taiwan (Republic of China)December 6, 2016 December 6, 2018 Barry Chang Active Zhaoqing People's Republic of China December 6, 2016 December 6, 2018 Barry Chang Active Beijing People's Republic of China May 16, 2017 May 16, 2019 Barry Chang Active Guangzhou People's Republic of China May 16, 2017 May 16, 2019 Barry Chang Active Guiyang People's Republic of China May 16, 2017 May 16, 2019 Barry Chang Active Huizhou People's Republic of China May 16, 2017 May 16, 2019 Barry Chang Active Xuzhou People's Republic of China May 16, 2017 May 16, 2019 Barry Chang Active Haikou People's Republic of China July 5, 2017 July 5, 2019 Barry Chang Active Jilin People's Republic of China July 5, 2017 July 5, 2019 Barry Chang Active Nanning People's Republic of China July 5, 2017 July 5, 2019 Barry Chang Active Nantong People's Republic of China July 5, 2017 July 5, 2019 Barry Chang Active Tongxiang People's Republic of China October 17, 2017 October 17, 2019 Barry Chang Active 222 CITY OF CUPERTINO Legislation Details (With Text) File #: Version:117-3279 Name: Status:Type:Reports by Council and Staff Agenda Ready File created:In control:11/13/2017 City Council On agenda:Final action:11/20/2018 Title:Subject: Report on Committee assignments and general comments Sponsors: Indexes: Code sections: Attachments: Action ByDate Action ResultVer. 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