January 25, 2005

SUBJECT: ADOPTION OF 2005 TENTATIVE COUNCIL AGENDA MEETING CALENDAR AND STUDY ISSUES PRIORITY LIST AND BUDGET MODIFICATION NO. 21

REPORT IN BRIEF

The City’s Planning and Management System (PAMS) calls for an annual Tentative Council Agenda Meeting Calendar which schedules Council and other meeting dates and study issues reviewed and ranked by Council at its workshop on December 16, 2004. It is recommended that the City Council review the attached documents and modify or approve the following:

• The 2005 Tentative Calendar for the entire year (Attachment A). The calendar shows specific study items, mandatory and routine items, as well as other noteworthy items and events and cancelled meetings.
• The Study Issues Priorities List (Attachment B). Each department with issues has indicated the tentative date on which items will be presented to Council and where the cut-off line is (if one is being suggested).
• Budget Modification No. 21 appropriates funding for those new study issues that require additional resources to proceed. 

Staff recommends adoption and approval of the Calendar, Priorities List and Budget Modification as presented.

BACKGROUND

PAMS establishes a procedure whereby the City Council reviews various proposals for study at an annual workshop in December and establishes an annual calendar which reflects the Council’s priority issues from the workshop.

On December 16, 2004, the Council held its annual study issues workshop to consider potential study issues for 2005. Council assigned a priority, by department, to each of the items submitted and discussed, and instructed staff to assess the ability to undertake the priority issues, taking into consideration the ongoing departmental workload. Staff has reviewed the Council priorities and scheduled them on the proposed Calendar (Attachment A) and prepared a Priorities List reflecting all the issues ranked by Council (Attachment B).

EXISTING POLICY

Utilize the Calendar as the City’s principal short range planning tool (Policy 7.3A.1).

DISCUSSION

2005 Calendar (Attachment A) contains study issues, routine and mandatory items, Council meetings, study sessions, state and national conferences, holidays, and special events or meetings. Dates when no meetings are scheduled have been noted.

Again this year, we have inserted placeholders for Planning items such as permits, development applications, appeals, etc. When possible, staff has not scheduled a study issue on meetings with Planning items, to help plan and manage the meetings.

Closed and Study Sessions and Other Special Meetings and Events

The following study sessions are proposed in 2005:

1. March 8, IGR Update
2. May 17, IGR Update
3. October 4, IGR Update
4. November 29, IGR Update

The following special meetings are proposed in 2005:

1. January 11, Closed Session, Litigation, Smart Station
2. January 31, Fiscal Issues Workshop and Budget Service Reduction Package
3. April 7, Closed Session, City Attorney Informal Evaluation
4. April 21, Closed Session, City Manager Informal Evaluation
5. May 24, Budget Workshop
6. June 8, Boards and Commissions Spring Interviews (first session)
7. June 15, Boards and Commissions Spring Interviews (second session)
8. September 22, Closed Session, City Attorney Formal Evaluation
9. October 20, Closed Session, City Manager Formal Evaluation
10. December 15, Study Issues Workshop
11. December 19, Boards and Commissions Fall Interviews (if needed)

The following events are proposed for Council participation in 2005:

1. March 11-15 National League of Cities’ Conference
2. April 19 at 5 pm – Volunteer Annual Reception
3. September 14 at 5 pm – Candidate Orientation
4. September 20 at 5 pm – Boards and Commissions Annual Recognition Event 

Staff is proposing no scheduled regular Council meetings on the following dates:

1. January 4 (abuts New Year holiday)
2. January 18 (abuts Martin Luther King holiday)
3. February 22 (abuts President’s Day)
4. March 15 (abuts National League of Cities’ Conference)
5. April 12 (Spring Break)
6. May 24 (Budget Workshop during the day)
7. May 31 (abuts Memorial Day)
8. June 28 (summer recess)
9. July 5 (abuts 4^th of July)
10. July 26 (summer recess)
11. August 2 (National Night Out/summer recess)
12. August 30 (summer recess)
13. September 6 (abuts Labor Day)
14. October 11 (abuts League of California Cities’ Annual Conference)
15. November 8 (Election Day)
16. December 6 (abuts National League of Cities’ Conference)
17. December 27 (Holiday recess)
18. January 3 (Holiday recess) 

Additional study sessions and other special meetings may be needed after more information is known about the complexity of certain issues or as new issues arise. If there are study issues not scheduled for study sessions that Council believes should be, or vice versa, Council should indicate this at this time.

Study Issues Priorities List (Attachment B) contains continuing and new study issues by department. Mandatory items have not been included on the Priority List, however, they are listed on the Calendar and still require staff time and are taken into consideration when determining the amount of staff time available for new and continuing items.

The Priority List shows the ranking and raw scores given by Council to each new issue. Each department was asked to establish a cutoff point where new issues receiving a lower priority would not be addressed this year due to workload demands and possibly other factors. Those items falling “below the line” are considered as deferred issues and will automatically be brought back to Council for consideration at the 2005 study issues workshop in December. The dates for study issues “above the line” are tentatively scheduled on the Calendar.

Every effort will be made to keep study issues on track to meet the Calendar schedule. However, calendar dates are tentative. In order to assist Council members in responding to inquiries or concerns from constituents, staff will continue to advise Council of any revisions to the Calendar. The Calendar is also maintained and updated weekly on the City’s website and is made a part of the Council agenda meeting packets. 

Ranked Study Issues by Departments (recap):

Office of the City Attorney – No continuing or new items

Office of the City Manager – No continuing items and five new items as follows:

1. Explore Community Support for Community Events
2. Grant Program for Neighborhoods
3. Establish a Former Mayors’ Taskforce to implement fundraising events
4. RTC Posting and/or Agenda Noticing Timelines for City Council Agenda Items
5. Explore the City’s Role in Supporting Universal Preschool 

Staff is recommending commencing these five items this year. A budget modification is not required for any of these study issues.

Community Development – There are six continuing items, Clarify CEQA requirements and Heritage Preservation Commission’s Role, etc., Height Limit in R-3 Zoning District, Transportation Demand Manangement Program for higher density residential projects, Zoning land for service uses, Zoning tools to encourage the development of ownership housing, and Revise Sign Code for Auto Dealerships and Large Retail Users (Note: This last time was inadvertently omitted from the list submitted to Council at the workshop). There are18 new items as follows: 

1. Visual Streetscape Standards for Murphy Avenue
2. Precise Plan for El Camino Real Update
3. Extending Approval of Wright Avenue Single Story Combining District
4. Community Rooms/Club Houses for Multi Family Development
5. Shop Sunnyvale Discount Card for Neighborhood Organizations
6. Places of Assembly located within industrial and commercial zones
7. Tree removal ordinance update
8. Socio Economic Element update
9. Incentives for business retention and attraction
10. Expanded noticing for buildings over 45 feet in height
11. Review of Miscellaneous plan permit language in the Municipal Code
12. Clarify the Heritage Preservation Commission’s Role in relation to Sunnyvale Municipal Code
13. Funding Mechanism for aesthetic upgrades to telecommunication towers
14. BMR in lieu fee requirements modification
15. Marketing City Property for wireless telecommunications use
16. Grocery sales at automobile service stations
17. Landscaping requirements for auto dealers
18. Auto repair in residential zoning districts

Staff is recommending drawing the line after one of the items tied for 8th due to budget constraints and workload. Staff anticipates completing five of the eight new items in 2005 (as well as completing the five continuing study issues for CDD).  The sixth, seventh and eighth items, Places of Assembly Located Within Industrial and Commercial Zones, Tree Removal Ordinance Update, and Incentives for Business Retention and Attraction will be started but not completed in 2005. The first ranked item, Visual Streetscape Standards for Murphy Avenue, will primarily be funded through a $75,000 grant. A City match of $15,000 is required for this grant, but will be absorbed in the operating budget. A budget modification is not required for any of these study issues

Employment Development Department - No continuing or new items.

Finance Department – One continuing item, Fiscal Sub Element Update; no new items.

Human Resources Department- No continuing or new items

Information Technology Department – No continuing item; one new item, Feasibility of City providing wireless services in the downtown area. This item requires additional funds in the amount of $10,000 for consultant services.  This item is reflected in the budget modification of this report under the fiscal impact section.

Library Services Department – One continuing item, Assess Future Library Facility Needs, and one new item, Analysis of all materials funding. Please note that the scope of this study was modified by Council at its workshop from children’s materials to all materials. A revised study issue paper is attached (Attachment C) reflecting Council’s direction. No additional funds are required for this study.

Parks and Recreation Department – One continuing item, Update of Recreation Sub-Element and Open Space Sub-Element, and five new items as follows:

1. Explore the costs and benefits for a Family Day on the second Saturday in August and open recreational facilities to the entire community
2. Develop exclusive use permit policies for Sunnyvale Parks and Open Spaces
3. Consider new policies to reduce or waive fees for community use of city recreation buildings for specific types of events
4. Explore the feasibility of installing a memorial for Sunnyvale citizens and employees who have given their lives on behalf of the city or their country
5. Review current policy regarding waiting period before naming/renaming parks and recreation facilities

Staff is recommending commencing these five items in 2005. One study item, (ranked #4) requires funding in the amount of $12,000 for architectural design services.  This item is reflected in the budget modification of this report under the fiscal impact section.

Department of Public Safety – No continuing item; two new items as follows:

1. Patriot Act
2. Gun Amnesty Program.  

Staff is recommending commencing these two items in 2005. Please note that the scope for the Gun Amnesty Program was modified by Council to explore joining participation in the County police chiefs’ gun amnesty program. A revised study issue paper is attached (Attachment D) reflecting Council’s direction. With the modification, no additional funds are required for these items. 

Department of Public Works – There are three continuing items, Borregas Avenue Bicycle Corridor, Mathilda Avenue/Caltrain Bridge Improvement, and the Pedestrian Safety and Opportunities Study, and 11 new items as follows:

1. Downtown Parking Information System
2. Bicycle Map revision
3. Bicycle Map update
4. Fluoridation of Sunnyvale water
5. Liquidambar street trees – nuisance fruit problem
6. Update Corner Vision Triangle Ordinance
7. Policy for the allocation of street space
8. Caltrain Community Wall Benefit Assessment District Study
9. Clean Air Vehicle Rebate Study
10. Design Standards for bike lanes adjacent to on-street parking
11. Plan Line Study for increased bike space 

Staff is recommending drawing the line after the fifth item due to budget constraints and workload and commencing five new items this year (ranked 1 – 5).  Staff is recommending a June 2006 Council adoption date for item 3, Bicycle Map Update. This study was originally envisioned to be a one year process and staff still believes that the project will be completed start to finish in a one year period. However, when placed in the context of overall study issue priorities and anticipated work load for 2005, it becomes clear that we would have a difficult time initiating the study in early 2005 without re-prioritizing study issues and other commitments. Note that all of the study issues prioritized above the Bike Plan (including the continuing items) are the responsibility of one division in Public Works. Staff believes that it will be able to initiate this study issue in mid 2005 with completion in June 2006 without significantly hampering other responsibilities.

Item 1 will require funding, but a developer contribution will cover the costs of this item.  Item 2 requires funding of $50,000 for professional services and for the printing of the bicycle maps.  Item 3 also requires funding in the amount of $50,000 for professional services, planning and engineering services as well as document layout and reproduction.  Item 4 requires funding in the amount of $30,000 for professional services costs.  These items are reflected in the budget modification of this report under the fiscal impact section.

FISCAL IMPACT

As discussed in the previous section, several new study issues require funding.  If these items are approved, appropriations would be necessary, as detailed in Budget Modification No. 21 on the following page. 

Conclusion

The City’s Planning and Management System (PAMS) calls for the adoption of the annual Council Agenda Calendar after the Council completes its review of the study issues proposed for the year at its annual Study Issues Workshop. The Priority List is a compilation of the study issues ranked at the workshop and staff’s proposed cut off point where new issues receiving a lower priority would not be addressed this year due to workload demands or other factors. The issues that are proposed as falling below the line will automatically be brought back to Council for consideration at the 2005 study issue December workshop.  Some study issues require additional funds and those have been identified in the report through a budget modification. Staff recommends Council approve the 2005 Calendar, Priorities List and budget modification as recommended by staff.

PUBLIC CONTACT

Public contact was made through posting of the Council agenda on the City’s official notice bulletin board, posting of the agenda and report on the City’s web page, publication of the Council agenda in the San Jose Mercury News, and the availability of the report in the Library and the City Clerk’s Office.

ALTERNATIVES

RECOMMENDATION

Approve alternatives 1a that Council approve the Calendar as shown on Attachment A and 1b, adopt the Study Priorities List as presented in Attachment B and Budget Modification No. 21.

Approved by:
Amy Chan

City Manager

Fiscal Impacts reviewed by: Mary Bradley, Finance Director

Report Prepared by: Susan A. Ramos, City Clerk

Attachments (pdf format)

Attachment A – 2005 Calendar

Attachment B – Study Issues Priorities List

Attachment C – Revised Study Issue Paper from the Library

Attachment D – Revised Study Issue Paper from Public Safety