AR_One_Time_Funds_(1).pdf
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- Attached to
- Shatterproof Window Film & Installation
- Solicitation number
- 26-246
- Issued by
- Santa Clara County, California
About this file
This is an Agenda Report from the City of Milpitas, California, concerning the appropriation of unassigned fund balances and reserves for approved one-time funded priorities. Following a prioritization vote held on November 4, 2025, the City Council is seeking to adopt a resolution to allocate one-time funds to previously ranked referrals. The agenda report references a related contract opportunity for shatterproof window film and installation services in support of the City's Storefront Crime Prevention program. The shatterproof window film contract is an Invitation for Bid (IFB) with an expected contract term of one to two years, depending on project completion timelines. Bidders must hold a current California Contractor's License (D-52 classification) and be licensed resellers for the proposed shatterproof window film products that meet or exceed the specifications outlined in the Scope of Work.
The City will provide up to $4,000 per business for window film installation, with priority given to small businesses with 25 or fewer employees; businesses with larger storefronts exceeding the $4,000 cap are responsible for paying awarded vendors directly for additional costs. This work is subject to prevailing wage requirements as mandated by the California Department of Industrial Relations. The funding for these one-time priorities derives from unassigned fund balances or reserves, with specific amounts and allocations determined by the City Council's approval and adoption of the appropriation resolution. The City Council deferred the adoption of the funding resolution from October 2025 to the December 2, 2025 meeting to allow additional time for prioritization and decision-making on one-time fund allocation.
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Text version
CITY OF MILPITAS
AGENDA REPORT
(AR)
Item Title: Consider Appropriating Unassigned Fund Balances or Reserves based on the
November 4, 2025 Prioritization Vote (Staff Contact: Matt Cano, Assistant City Manager, 408-586-3012)
Category: Leadership and Support Services
Meeting Date: 12/2/2025
Recommendation: Adopt a resolution to appropriate unassigned fund balances or reserves for approved one-time funded priorities based on the November 4, 2025 prioritization vote.
BACKGROUND:
On October 2, 2025, the Milpitas City Council (Council) attended a City Council Priority Setting Workshop during which staff delivered a presentation on the City’s fiscal condition, strategy, and work plan efforts, and provided an overview of completed, existing, and new Council referrals. Additionally, staff presented a two-step process to prioritize and rank referrals and requested Council to adopt a resolution to appropriate unassigned fund balances or reserves for prioritized referrals. Council engaged in discussion and started the voting process but then directed staff to bring the prioritization vote and ranking back to the November 4, 2025 City Council meeting.
On November 4, 2025, the Council voted and ranked the referrals, which resulted in a final list of priorities. The list of newly approved priorities is set forth as an exhibit to this agenda report as Attachment A - List of Newly Approved Priorities. Council subsequently voted to defer the adoption of the resolution on funding appropriation to a December Council meeting. Information on the source of one-time funds and one-time funded priorities is set forth as an exhibit to this agenda report as Attachment B – Use of One-Time Funds Options.
ANALYSIS:
Based on Council direction, staff requests that Council discuss and adopt a resolution to appropriate unassigned fund balances or reserves for referrals ranked and prioritized for funding. The resolution is set forth as an exhibit to this agenda item as Attachment C – Resolution to Increase Appropriation for Priorities.
POLICY ALTERNATIVE:
Alternative 1: Postpone the adoption of funding resolution to a later date.
Pros: Postponing may allow Council additional time to decide on the priorities to fund using one-time funds.
Cons: Postponing the allocation of one-time funds would impact referrals that have a target completion or implementation date.
PROJECT SCHEDULE/KEY MILESTONES
Staff will report back on the progress of prioritized referrals and related work plans at future prioritization sessions and/or through other channels.
FISCAL IMPACT:
The fiscal impact will be determined by the City Council approval and adoption of a resolution to appropriate unassigned fund balances or reserves for referrals ranked and prioritized by the City Council for funding.
CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):
This item is not a project under the California Environmental Quality Act (CEQA) Guideline 15378(b).
ATTACHMENT(S):
(a) List of Newly Approved Priorities https://milpitasca.portal.civicclerk.com/event/2664/files/attachment/1824 https://milpitasca.portal.civicclerk.com/event/2538/files/report/792
(b) Use of One-Time Funds Options
(c) Resolution to Increase Appropriation for Priorities
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