REPORT TO COUNCIL
SUBJECT
Title
New and Continuing 2024 Study Issues Status Update (Information Only)
Report
BACKGROUND
At its Study Issues/Budget Proposals Workshop on February 15, 2024, Council reviewed and prioritized the proposed 2024 Study Issues. Upon establishing the inventory of study issues, the City Manager assessed the organization’s capacity to undertake the Council prioritized study issues, evaluate their connection to the Council policy priorities and operational initiatives, and balance the study issues with the delivery of core services.
In addition to Study Issues, Council sets Strategic Priorities to guide City work efforts beyond cord services. On January 25, 2024, Council established these Strategic Priorities of focus for the organization:
• Civic Center Modernization
• Ability of Infrastructure to Support Development and Traffic
• Accelerating Climate Action, the Active Transportation Plan and Vision Zero Plan
• Support the Unhoused Community
• Downtown Sunnyvale
• Equity, Access and Inclusion
The City Manager determined that the organization could begin work on 12 of the 22 Council-ranked study issues in 2024, in addition to the continuing to work on 25 continuing study issues from prior years and pursuing work on Council Strategic Priorities. At its Budget Workshop on May 23, 2024, and subsequent Budget Adoption on June 18, 2024, Council funded the study issues that required funding (10 of the 12 needed funding). The updated Work Plan included a total of 37 continuing and new Study Issues.
This report presents the status of new and continuing study issues, anticipated completion dates, and highlights some key updates.
EXISTING POLICY
Council Policy 7.3.26 Study Issues Process
Council Policy 7.1.7 Budget Proposal Process
Council Policy 7.3.1 Legislative Management- Goals and Policies
Policy 7.3A.1: Utilize the General Plan as the City’s principal long-range planning tool; utilize the Resource Allocation Plan and Program Outcome Statements as the City’s principal mid-range planning tool; and utilize the Council Study Calendar as the City’s principal short-range planning tool.
DISCUSSION
Since the Study Issues/Budget Proposals Workshop on February 15, 2024, Council took action on April 9, 2024, to drop ITD 23-01 Access Sunnyvale Customer Relationship Management System Upgrade to include access designed for Mobile Apps (via RTC 24-0429). Additionally, ITD 20-01 Establish a Formal Smart Cities Initiative and Potential Program was completed on April 23, 2024 (via the Council Study Session). Projects from this study will be prioritized and added within the project budget cycle.
ESD 22-01 Complete a Comprehensive Update of the 2013 Feasibility Study for Recycled Water Expansion was completed on September 24, 2024 (via the Council Study Session). Staff is working with the consultant to incorporate Council's comments and finalize the Recycled Water Feasibility Study (RWFS). As requested, the final version of the RWFS will be forward to the Council.
Given these changes, the remaining 2024 Study Issues Workplan includes 34 study issues still underway. As outlined in Attachment 1, the organization has begun work on these 34 study issues. The City’s Study Issues/Budget Proposals webpage is updated throughout the year with any status changes (Attachment 2).
The Study Issues are managed across seven (7) departments with the lead department noted, though many Study Issues are interdepartmental in nature and require contributions from more than one department. All receive oversight from and coordination with the Office of the City Manager.
Summary Tables
|
Citywide Study Issues |
|
Departments* |
OCM |
CDD |
ESD |
ITD |
LRS |
DPW |
DPS |
|
Pre-2024 Study Issues |
22 |
|
Pre-2024 Study Issues |
1 |
8 |
2 |
1 |
1 |
9 |
0 |
|
2024 Study Issues |
12 |
|
2024 Study Issues |
1 |
3 |
1 |
0 |
2 |
3 |
2 |
|
Total |
34 |
|
Total |
2 |
11 |
3 |
1 |
3 |
12 |
2 |
*OCM: Office of the City Manager; CDD: Community Development Department; ESD: Environmental Services Department; ITD: Information Technology Department; LRS: Library and Recreation Services; DPW: Department of Public Works; DPS: Department of Public Safety
Key Updates:
While detailed updates are provided in Attachment 1 and on the City’s website, summary highlights are as follows:
• One study issue (DPW 23-06 Evaluate Range of Options for Shuttle Service and Alternative Transportation Options for Fremont and Homestead High School Students Who Live in North Sunnyvale) is on-hold pending grant funding and one study issue (ITD 23-02 Evaluate the Development of a Single Mobile Application (Sunnyvale App) for All of the Functions of the Current City of Sunnyvale Mobile Applications) was deferred by Council on April 9, 2024 until a new CRM mobile application is implemented.
• Of the remaining 20 study issues approved prior to 2024,18 study issues or 90% are delayed due to various reasons such as competing priorities for staffing resources, staffing turnover in key work groups, changes in scope, outside agency dependencies or the need for additional research and/or outreach. Two (2) study issues or 10% are tracking on time and scheduled to be completed by the anticipated completion date(s).
• Of the 12 study issues Council-ranked and funded in 2024, three (3) study issues or 25% are delayed due to competing resourcing priorities. Nine (9) study issues or 75% are tracking on time and scheduled to be completed by the anticipated completion date(s).
• Community Development Department (CDD) Study Issues are delayed due to staffing turnover in the Planning and Housing Division during late 2023 and 2024. Other delays were due to additional state legislation needing analysis and action and the amount of work it took to gain Department of Housing and Community Development (HCD) certification of the Housing Element.
• Department of Public Works (DPW) Study Issues are delayed due to staff turnover and vacancies in Engineering Division. Other delays were due to a shift in staff resources to focus on new Council priorities such as the shuttle grant in 2024.
Examples of competing priorities for resourcing include new projects requested by Council such as review of the special events permitting process, a 4th of July drone show, exploration of funding for a subsidized shuttle, a 2024 charter amendment, and charter review committee formation. In addition, implementation of Council’s six strategic priorities remains a priority for many of the same staff teams that are advancing study issues. Some of these priorities, such as supporting the unhoused, have evolved into more intensive, interdepartmental efforts for the organization. Staff will continue to advance the remaining 34 study issues and will seek guidance from Council on prioritizing significant work efforts through the 2025 Council Strategic Priorities process.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the NOVA Workforce Services reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
Staff
Prepared by: Michelle Zahraie, Senior Management Analyst
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Status Update of New and Continuing 2024 Study Issues
2. Study Issues Underway Webpage