Los Altos City Council
June 10, 2025

Revised: 06/10/2025 Adopted by City Council 06/10/25
Resolution 2025-XX
216
Agenda Item # 8.

LAMEA: Market Adjustment to Individual Classifications effective 06/22/25 City of Los Altos - Full Time Salary Schedule FY 25/26
Resolution 2025-XX
LAMEA Classifications FLSA Status Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Senior Network Systems Administrator Exempt $5,571.08 $5,849.64 $6,142.12 $6,449.23 $6,771.69 $12,070.68 $12,674.22 $13,307.93 $13,973.33 $14,671.99 $144,848.21 $152,090.62 $159,695.15 $167,679.90 $176,063.90 Senior Planner Exempt $5,468.74 $5,742.18 $6,029.28 $6,330.75 $6,647.29 $11,848.93 $12,441.38 $13,063.45 $13,716.62 $14,402.45 $142,187.20 $149,296.56 $156,761.39 $164,599.46 $172,829.44 Network Systems Administrator Exempt $5,305.80 $5,571.08 $5,849.64 $6,142.12 $6,449.23 $11,495.89 $12,070.68 $12,674.22 $13,307.93 $13,973.33 $137,950.67 $144,848.21 $152,090.62 $159,695.15 $167,679.90 Associate Civil Engineer Non-Exempt $5,259.15 $5,522.10 $5,798.21 $6,088.12 $6,392.53 $11,394.82 $11,964.56 $12,562.79 $13,190.93 $13,850.47 $136,737.83 $143,574.72 $150,753.46 $158,291.13 $166,205.69 Senior Building Inspector Exempt $5,095.16 $5,349.92 $5,617.41 $5,898.29 $6,193.20 $11,039.51 $11,591.49 $12,171.06 $12,779.62 $13,418.60 $132,474.17 $139,097.88 $146,052.77 $153,355.41 $161,023.18 Information Technology Analyst II Exempt $4,995.45 $5,245.22 $5,507.48 $5,782.85 $6,072.00 $10,823.47 $11,364.64 $11,932.87 $12,529.52 $13,155.99 $129,881.62 $136,375.70 $143,194.48 $150,354.21 $157,871.92 Emergency Response Coordinator Non-Exempt $4,961.88 $5,209.98 $5,470.48 $5,744.00 $6,031.20 $10,750.75 $11,288.29 $11,852.70 $12,445.34 $13,067.60 $129,008.99 $135,459.44 $142,232.41 $149,344.03 $156,811.23 Senior Recreation Supervisor Exempt $4,811.92 $5,052.51 $5,305.14 $5,570.40 $5,848.92 $10,425.82 $10,947.12 $11,494.47 $12,069.19 $12,672.65 $125,109.89 $131,365.39 $137,933.66 $144,830.34 $152,071.86 Information Technology Analyst I Exempt $4,757.57 $4,995.45 $5,245.22 $5,507.48 $5,782.85 $10,308.06 $10,823.47 $11,364.64 $11,932.87 $12,529.52 $123,696.78 $129,881.62 $136,375.70 $143,194.48 $150,354.21 Assistant Engineer Non-Exempt $4,636.83 $4,868.67 $5,112.10 $5,367.71 $5,636.09 $10,046.46 $10,548.78 $11,076.22 $11,630.03 $12,211.53 $120,557.51 $126,585.39 $132,914.66 $139,560.39 $146,538.41 Economic Development Coordinator Non-Exempt $4,625.18 $4,856.44 $5,099.26 $5,354.23 $5,621.94 $10,021.23 $10,522.29 $11,048.41 $11,600.83 $12,180.87 $120,254.75 $126,267.49 $132,580.87 $139,209.91 $146,170.41 Maintenance Supervisor Non-Exempt $4,587.99 $4,817.39 $5,058.26 $5,311.18 $5,576.74 $9,940.65 $10,437.69 $10,959.57 $11,507.55 $12,082.93 $119,287.85 $125,252.24 $131,514.85 $138,090.60 $144,995.13 Associate Planner Non-Exempt $4,614.59 $4,845.32 $5,087.59 $5,341.97 $5,609.07 $9,998.29 $10,498.20 $11,023.11 $11,574.27 $12,152.98 $119,979.47 $125,978.44 $132,277.36 $138,891.23 $145,835.79 Recreation Supervisor Exempt $4,582.78 $4,811.92 $5,052.51 $5,305.14 $5,570.40 $9,929.36 $10,425.82 $10,947.12 $11,494.47 $12,069.19 $119,152.28 $125,109.89 $131,365.39 $137,933.66 $144,830.34 GIS Technician Non-Exempt $4,473.14 $4,696.79 $4,931.63 $5,178.21 $5,437.12 $9,691.79 $10,176.38 $10,685.20 $11,219.46 $11,780.44 $116,301.54 $122,116.61 $128,222.44 $134,633.57 $141,365.25 Building Inspector Non-Exempt $4,466.49 $4,689.82 $4,924.31 $5,170.52 $5,429.05 $9,677.40 $10,161.27 $10,669.33 $11,202.80 $11,762.94 $116,128.79 $121,935.23 $128,032.00 $134,433.60 $141,155.27 Construction Inspector Non-Exempt $4,330.31 $4,546.82 $4,774.16 $5,012.87 $5,263.51 $9,382.33 $9,851.44 $10,344.02 $10,861.22 $11,404.28 $112,587.93 $118,217.33 $124,128.19 $130,334.60 $136,851.33 Accountant Non-Exempt $4,277.06 $4,490.91 $4,715.46 $4,951.23 $5,198.80 $9,266.97 $9,730.32 $10,216.83 $10,727.67 $11,264.06 $111,203.61 $116,763.79 $122,601.98 $128,732.08 $135,168.68 Sustainability Coordinator Non-Exempt $4,188.14 $4,397.55 $4,617.42 $4,848.29 $5,090.71 $9,074.30 $9,528.02 $10,004.42 $10,504.64 $11,029.87 $108,891.62 $114,336.20 $120,053.01 $126,055.66 $132,358.45 Assistant Planner Non-Exempt $4,177.05 $4,385.90 $4,605.19 $4,835.45 $5,077.23 $9,050.27 $9,502.78 $9,977.92 $10,476.82 $11,000.66 $108,603.21 $114,033.37 $119,735.04 $125,721.79 $132,007.88 Code Enforcement Officer Non-Exempt $4,062.77 $4,265.90 $4,479.20 $4,703.16 $4,938.32 $8,802.66 $9,242.79 $9,704.93 $10,190.18 $10,699.69 $105,631.90 $110,913.50 $116,459.17 $122,282.13 $128,396.23 Information Technology Technician Non-Exempt $3,998.93 $4,198.88 $4,408.82 $4,629.26 $4,860.73 $8,664.35 $9,097.57 $9,552.45 $10,030.07 $10,531.57 $103,972.22 $109,170.83 $114,629.38 $120,360.85 $126,378.89 Police Records Supervisor Non-Exempt $3,925.61 $4,121.89 $4,327.99 $4,544.38 $4,771.60 $8,505.49 $8,930.76 $9,377.30 $9,846.17 $10,338.47 $102,065.87 $107,169.16 $112,527.62 $118,154.00 $124,061.70 Engineering Technician Non-Exempt $3,738.27 $3,925.18 $4,121.44 $4,327.51 $4,543.89 $8,099.58 $8,504.55 $8,929.78 $9,376.27 $9,845.08 $97,194.90 $102,054.65 $107,157.38 $112,515.25 $118,141.01 Executive Assistant Non-Exempt $3,460.56 $3,633.58 $3,815.26 $4,006.03 $4,206.33 $7,497.87 $7,872.76 $8,266.40 $8,679.72 $9,113.71 $89,974.45 $94,473.17 $99,196.83 $104,156.67 $109,364.50 Development Services Technician Non-Exempt $3,451.27 $3,623.83 $3,805.02 $3,995.27 $4,195.03 $7,477.74 $7,851.63 $8,244.21 $8,656.42 $9,089.24 $89,732.91 $94,219.55 $98,930.53 $103,877.06 $109,070.91 Recreation Coordinator Non-Exempt $3,432.91 $3,604.56 $3,784.78 $3,974.02 $4,172.72 $7,437.97 $7,809.87 $8,200.36 $8,610.38 $9,040.90 $89,255.65 $93,718.44 $98,404.36 $103,324.58 $108,490.80 Accounting Technician II Non-Exempt $3,399.32 $3,569.29 $3,747.75 $3,935.14 $4,131.89 $7,365.19 $7,733.45 $8,120.12 $8,526.13 $8,952.44 $88,382.31 $92,801.43 $97,441.50 $102,313.57 $107,429.25 Lead Records Specialist Non-Exempt $3,302.78 $3,467.92 $3,641.31 $3,823.38 $4,014.55 $7,156.02 $7,513.82 $7,889.51 $8,283.99 $8,698.19 $85,872.25 $90,165.86 $94,674.15 $99,407.86 $104,378.25 Records Specialist Non-Exempt $3,002.53 $3,152.65 $3,310.29 $3,475.80 $3,649.59 $6,505.47 $6,830.75 $7,172.28 $7,530.90 $7,907.44 $78,065.68 $81,968.96 $86,067.41 $90,370.78 $94,889.32 Accounting Technician I Non-Exempt $2,951.91 $3,099.51 $3,254.48 $3,417.21 $3,588.07 $6,395.81 $6,715.60 $7,051.38 $7,403.95 $7,774.14 $76,749.69 $80,587.17 $84,616.53 $88,847.35 $93,289.72 Office Assistant II Non-Exempt $2,768.13 $2,906.54 $3,051.87 $3,204.46 $3,364.68 $5,997.62 $6,297.50 $6,612.38 $6,943.00 $7,290.15 $71,971.47 $75,570.04 $79,348.55 $83,315.97 $87,481.77 Accounting Office Assistant Non-Exempt $2,768.13 $2,906.54 $3,051.87 $3,204.46 $3,364.68 $5,997.62 $6,297.50 $6,612.38 $6,943.00 $7,290.15 $71,971.47 $75,570.04 $79,348.55 $83,315.97 $87,481.77 Office Assistant I Non-Exempt $2,338.86 $2,455.80 $2,578.59 $2,707.52 $2,842.89 $5,067.52 $5,320.90 $5,586.94 $5,866.29 $6,159.60 $60,810.25 $63,850.76 $67,043.30 $70,395.47 $73,915.24 Biweekly Monthly Annual

Revised: 06/10/2025 Adopted by City Council 06/10/25
Resolution 2025-XX
217
Agenda Item # 8.

POA: 5% Increase effective 06/22/2025
City of Los Altos - Full Time Salary Schedule FY 25/26
Resolution 2025-XX
POA Classifications FLSA Status Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Police Sergeant Non-Exempt $6,115.21 $6,420.98 $6,742.02 $7,079.13 $7,433.08 $13,249.63 $13,912.11 $14,607.72 $15,338.11 $16,105.01 $158,995.59 $166,945.37 $175,292.63 $184,057.27 $193,260.13 Police Corporal Non-Exempt $5,420.02 $5,691.02 $5,975.57 $6,274.35 $6,588.06 $11,743.37 $12,330.54 $12,947.06 $13,594.42 $14,274.14 $140,920.44 $147,966.46 $155,364.78 $163,133.02 $171,289.67 Communications Supervisor Non-Exempt $5,248.38 $5,510.80 $5,786.34 $6,075.66 $6,379.44 $11,371.50 $11,940.07 $12,537.07 $13,163.93 $13,822.12 $136,457.96 $143,280.85 $150,444.90 $157,967.14 $165,865.50 Police Officer Non-Exempt $5,118.67 $5,374.61 $5,643.34 $5,925.51 $6,221.78 $11,090.46 $11,644.99 $12,227.23 $12,838.60 $13,480.53 $133,085.55 $139,739.83 $146,726.82 $154,063.16 $161,766.32 Lead Communications Officer Non-Exempt $4,820.03 $5,061.03 $5,314.08 $5,579.79 $5,858.77 $10,443.39 $10,965.56 $11,513.84 $12,089.54 $12,694.01 $125,320.74 $131,586.78 $138,166.12 $145,074.42 $152,328.14 Crime Analyst Non-Exempt $4,521.78 $4,747.87 $4,985.26 $5,234.52 $5,496.25 $9,797.18 $10,287.04 $10,801.40 $11,341.47 $11,908.54 $117,566.22 $123,444.53 $129,616.76 $136,097.59 $142,902.47 Communications Officer Non-Exempt $4,413.96 $4,634.66 $4,866.39 $5,109.71 $5,365.20 $9,563.58 $10,041.76 $10,543.85 $11,071.04 $11,624.59 $114,762.95 $120,501.10 $126,526.16 $132,852.46 $139,495.09 Police Officer Trainee Non-Exempt $5,118.67 $5,118.67 $5,118.67 $5,118.67 $5,118.67 $11,090.46 $11,090.46 $11,090.46 $11,090.46 $11,090.46 $133,085.55 $133,085.55 $133,085.55 $133,085.55 $133,085.55 Community Service Officer Non-Exempt $3,643.53 $3,825.71 $4,016.99 $4,217.84 $4,428.73 $7,894.32 $8,289.03 $8,703.48 $9,138.66 $9,595.59 $94,731.79 $99,468.38 $104,441.80 $109,663.89 $115,147.09 Biweekly Monthly Annual

Revised: 06/10/2025 Adopted by City Council 06/10/25
Resolution 2025-XX
218
Agenda Item # 8.

Teamsters: Market Range Adjustment to Individual Classifications, effective 06/22/25 City of Los Altos - Full Time Salary Schedule FY 25/26
Resolution 2025-XX
Teamsters Classifications FLSA Status Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Senior Maintenance Technician Non-Exempt $3,962.79 Open Range $4,816.80 $8,586.05 Open Range $10,436.39 $103,032.57 Open Range $125,236.74 Senior Wastewater Maintenance Worker Non-Exempt $3,843.09 $4,035.24 $4,237.01 $4,448.86 $4,671.30 $8,326.70 $8,743.03 $9,180.18 $9,639.19 $10,121.15 $99,920.34 $104,916.36 $110,162.17 $115,670.28 $121,453.80 Maintenance Leadworker Non-Exempt $3,674.61 Open Range $4,466.51 $7,961.65 Open Range $9,677.44 $95,539.83 Open Range $116,129.26 Equipment Mechanic II Non-Exempt $3,660.08 $3,843.09 $4,035.24 $4,237.00 $4,448.85 $7,930.18 $8,326.69 $8,743.02 $9,180.18 $9,639.18 $95,162.17 $99,920.28 $104,916.29 $110,162.11 $115,670.21 Wastewater Maintenance Worker II Non-Exempt $3,493.73 Open Range $4,246.65 $7,569.74 Open Range $9,201.06 $90,836.86 Open Range $110,412.77 Maintenance Technician Non-Exempt $3,442.84 Open Range $4,184.80 $7,459.49 Open Range $9,067.06 $89,513.93 Open Range $108,804.74 Equipment Mechanic I Non-Exempt $3,327.35 $3,493.72 $3,668.40 $3,851.82 $4,044.41 $7,209.26 $7,569.72 $7,948.20 $8,345.61 $8,762.90 $86,511.07 $90,836.62 $95,378.45 $100,147.37 $105,154.74 Wastewater Maintenance Worker I Non-Exempt $3,169.78 $3,328.27 $3,494.68 $3,669.42 $3,852.89 $6,867.86 $7,211.25 $7,571.81 $7,950.40 $8,347.92 $82,414.28 $86,534.99 $90,861.74 $95,404.83 $100,175.07 Maintenance Worker II Non-Exempt $3,057.72 Open Range $3,716.67 $6,625.05 Open Range $8,052.79 $79,500.60 Open Range $96,633.47 Maintenance Worker I Non-Exempt $2,751.78 Open Range $3,344.80 $5,962.18 Open Range $7,247.07 $71,546.18 Open Range $86,964.82 Biweekly Monthly Annual

Revised: 06/10/2025 Adopted by City Council 06/10/25
Resolution 2025-XX
219
Agenda Item # 8.

Part-Time Classifications: Market Range Adjustment to Individual Classifications, effective 06/22/25 City of Los Altos - Part-Time Hourly Rate Schedule FY 25/26 Resolution 2025-XX
Part-Time Classifications Title FLSA Status
Employment
Status
Rate Type Min Max
Project Manager Non-Exempt Part-Time Hourly $55.00 $85.40 Network Engineer Non-Exempt Part-Time Hourly $57.77 $80.62 Public Safety Specialist - Dispatch Non-Exempt Part-Time Hourly $66.21 $80.48 Emergency Preparedness Coordinator Non-Exempt Part-Time Hourly $62.03 $75.39 Police Officer - Level I Non-Exempt Part-Time Hourly $67.00 $67.00 IT Technician Non-Exempt Part-Time Hourly $49.99 $60.76 Parking Enforcement Officer Non-Exempt Part-Time Hourly $45.54 $55.36 Property & Evidence CSO Non-Exempt Part-Time Hourly $45.54 $55.36 Project Coordinator Non-Exempt Part-Time Hourly $34.60 $50.00 Department Support Specialist Non-Exempt Part-Time Hourly $37.00 $46.00 Public Safety Specialist - Records Non-Exempt Part-Time Hourly $37.53 $45.62 Clerical Assistant II Non-Exempt Part-Time Hourly $29.24 $35.54 Recreation Specialist Non-Exempt Part-Time Hourly $25.00 $33.11 Maintenance Worker I Non-Exempt Part-Time Hourly $26.10 $32.72 Intern Non-Exempt Temporary Hourly $18.00 $30.00
Clerical Assistant I Non-Exempt Part-Time Hourly $20.00 $29.50 Records Management Assistant Non-Exempt Part-Time Hourly $20.00 $29.50 Senior Recreation Leader Non-Exempt Seasonal Hourly $20.00 $25.00 Facility Attendant Non-Exempt Part-Time Hourly $18.20 $24.25 Recreation Leader Non-Exempt Seasonal Hourly $18.20 $21.50 Council Member Non-Exempt Part-Time Stipend Stipend $950.00 / Month Police Officer - Level II Non-Exempt Per-Diem Stipend Stipend $200.00 / Month

Revised: 06/10/2025 Adopted by City Council 06/10/25
Resolution 2025-XX
220
Agenda Item # 8.

Location Description
San Antonio/Hawthorne Ave
Approved for new Rectangular Rapic Fashing
Beacon (RRFB) system; waiting for materials
Almond Ave/Solana Dr
Approved for new radar speed signs (RSS) system;
waiting for materials
San Antonio/Almond
Replaced traffic signal green bulb NW corner going
west
Installed new green bike LED on NE corner
Cleaned cameras/cabinets, adjusted Ph8 camera
Eastwood Dr/Covington Rd Installed new Carmanah RSS
Homestead Rd/Fallen Leaf Ln Installed new circuit board Almond Ave/Clark Ave
Installed new batteries/fuse but whole system
didn't work. Recommended new system
Approved for new RRFB system; waiting for
materials
San Antonio Rd/Portola Ave Replaced push button at SE corner Installed new Carmanah RRFB
San Antonio Rd/Edith Ave
Replaced PH2 12" green ball & SWC 5 section green
arrow signal head
Replaced push button at NW corner
Installed new EVP
Repaired foundation and installed new pole/signal
light
Installed new 5 section signal head and framework
1221 Covington Rd/Thatcher Dr Approved for new RSS system; waiting for materials San Antonio Rd/Hillview Ave Installed new Carmanah RRFB San Antonio Rd/Loucks Ave Replaced new screws for crosswalk button boxes Almond Ave/Higgins Ave Approved for new RSS system; waiting for materials Jardin from Valencia to Alicia/City LimitsMill and overlay and install new bike lane Location Description
Spring from Foothill Expressway to 905
Springer
Install bike lane with 2' wide buffer
FY 25-26
Maintenance of existing SRS infrastructure
New SRS infrastructure to be built
FY 24-25
221
Agenda Item # 8.

Stoneheaven Dr from St. Matthew to end
Create a edge line to provide buffer for an area for
pedestrian to walk on the side of the road.

University Ave to Edith Ave to Burke Rd Creat a sharrow road from Burk to end.

Alicia from Almond Ave to Jardin Ave Create a sharrow road Newcastle from Grant to Fremont Create a sharrow road
University Ave from Burke Rd to Anita Ave Creat a sharrow road from Burk to end.

Grant from Grant/Foothill Expy to Homestead Install bike lane with 2' wide buffer when feasible El Monte from Cuesta Dr to Clark Ave Install bike lane with 2' wide buffer 222
Agenda Item # 8.

City of Los Altos
Purchasing Policy
JUNE 2025
223
Agenda Item # 8.
1 | P a g e

CONTENTS
Ethical Guidelines Page (to be inserted later)
Overview & Responsibilities Page (to be inserted later) A Variety of Ways to Make Purchases Page (to be inserted later) Environmental Procurement Practices Page (to be inserted later) Bidding & Authorizing Dollar Limits Page (to be inserted later) Bidding Exceptions Page (to be inserted later)
Budget Authority Levels Page (to be inserted later)
Signature Authority & Approvals Page (to be inserted later) Fixed Asset Identification & Tracking Page (to be inserted later) Professional Services Page (to be inserted later)
Additional Matters Page (to be inserted later)
Fiscal Year End Cut off Page (to be inserted later)
Supplier Contact & Decorum Page (to be inserted later)
Public Works Projects Page (to be inserted later)
Glossary Page (to be inserted later)
Exhibits
Exhibit - Purchasing Bid and Authorization Chart Page (to be inserted later) Exhibit - Emergency Purchase Form Page (to be inserted later) Exhibit - Minimum Insurance Requirements Page (to be inserted later) Exhibit - Purchase Card Policy Page (to be inserted later) 224
Agenda Item # 8.
2 | P a g e

ETHICAL GUIDELINES
• Compliance with legal prohibitions on conflicts of interest, including the Political Reform Act and Government Code §1090, is required.
• Purchasing from or contracting with a business entity wholly or partially owned or operated by a City employee, or employee’s spouse, is prohibited unless approved in advance by the City Manager. Any employee with such an ownership interest must have no official (City) role in the contracting process. • Purchasing from or contracting with a business entity wholly or partially owned or operated by a family member of a City employee must be approved in advance by a Department Head in writing. To avoid any purchasing conflicts and contract administration issues, any City employee with a familial relationship to a City contractor must disclose the relationship to the Department Head. Such employees must have no official (City) role in the contracting process. A familial relationship is defined as grandparent, grandchild, parent, child, son-in-law, daughter-in-law, parent- in-law, or sibling relationship.
• A City employee may not participate in the contracting process if they have a financial interest in any person(s), firm, or business entity involved with providing goods or services to the City.
• Departments must make every attempt to ensure open and competitive purchases. • Splitting purchases for the purpose of evading the procedures outlined in this document is strictly prohibited.
• The receipt of any monetary or non-monetary gifts, gratuities, promotional items, rebates, or kickbacks of any value from a prospective or actual contractor or vendor to a City employee is prohibited.

OVERVIEW & RESPONSIBILITIES
Implementing a formal policy and process of procuring goods and services, including a purchase order process, provides several key benefits. It supports clear purchase specifications, avoids disputes with vendors, builds an audit trail, allows level competition to set prices, controls spending limits, creates a system of checks and balances, and enhances public trust. The following principles were used in developing this document, and are as follows:
• This policy addresses the acquisition of equipment, materials, supplies, maintenance services, and professional services in accordance with the Los Altos Municipal Code. It does not address the procurement of public work projects as defined by the California Public Contract Code.
225
Agenda Item # 8.
3 | P a g e
• The Finance Director is responsible for implementing this document. Administrative changes or interpretations to this document shall be approved by the City Manager to clarify instructions and address tactical operational needs. • The City Attorney or other Attorneys used do not have any financial authority but are responsible for reviewing items directed to them by a Department Director, Risk Manager or City Manager. Legal review(s) could be contracts, Purchase Orders (PO), Blanket Purchase Orders (BPO), or other Service Agreements as defined in this document.
• Purchasing is decentralized, with each Department Director responsible for coordinating purchasing efforts in their operations. Initiated through a departmental Requisition (REQ), Finance shall review Purchase Orders (PO), Blanket Purchase Orders (BPO), Purchasing Contract Agreements (PCA) or Contract Purchase Orders (CPO).
• No requisition or BPO, PO, PCA or CPO lacking sufficient appropriation levels as set in the adopted budget will be undertaken.
• Purchases shall not be split to avoid required bid levels or authorizing dollar limits. • Competitive bids shall be sought using the scope and dollar limits outlined herein whenever possible. A minimum of two (2) quotes are required with three (3) quotes preferred. Requests for Bids should consider the quality necessary to meet the City’s needs.
• Service and pricing negotiation is encouraged by the procurement of professional or maintenance services bound via the execution of a City-compliant contract approved by the Risk Manager.
• Contracts and Service Agreements must have the approval of the Risk Manager. • A City Business License shall be required of any vendor providing construction or maintenance services within the City of Los Altos. Professional Services such as specialized consultant whom do not maintain offices within the City of Los Altos are not required to maintain a City Business License.
• Emergency purchases are allowed under the conditions set forth herein. 226
Agenda Item # 8.
4 | P a g e

A VARIETY OF WAYS TO MAKE PURCHASES
Purchasing methods vary with the dollar amount and nature of the purchase as follows:

Method of
Purchase
Purchase Type Subject to
Bidding
Supporting
Documents
Conditions Dollar Limits
Petty Cash Small dollar
items on a
reimbursement
basis
No Approved petty
cash slip -
original receipt -
invoice
Cannot
supplant
existing
Purchase
Orders or
Contracts
$100 or
Under
City Calcard Small dollar
items
No Purchase Card
Log/Statement/
receipts/invoice/
delivery packing
slip
Cannot
supplant
existing
Purchase
Orders or
Contracts
Dept set
transaction
limits and
monthly max
card limits
Direct Vendor
Purchases
Small dollar
items
No Approved
invoice/receipt
/check request
Cannot
supplant
existing
Purchase
Orders or
Contracts
Under
$10,000
Purchase
Order (PO)
Large dollar
purchases
requiring bids
Required Approved
requisition/PO/
invoices/receipts
Not to be
used for
professional
services
$10,000 and
over
Blanket
Purchase
Orders (BPO)
Routine
repetitive
purchases using
pre-established
vendor
Required BPOs ID - receipt
- invoice -
packing slip if
delivered
Not to be
used for
professional
services
Subject to
established
annual limits
and dept.
approval
authority
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arrangements.

City ID
required at point
of sale.

Contract
Purchase
Orders (CPO)
Contracted
services - either
maintenance or
professional
See PCA
or PSA
below
Negotiated and
executed
Contract
Contracted
annual limits
and dept.
approval
authority
City Council
approval
over$125,000
Purchase
Contracts
Agreements
(PCA)
Routine
repetitive
purchases using
pre-established
vendor
arrangements
Required Negotiated and
executed
Contract and
CPO
Contracted
annual limits
and dept.
approval
authority
Council
approval at
$125,000 and
over
Professional
Service
Contract
Professional
services based
on need - pricing
competition
encouraged
Recomme
nded
Negotiated and
executed
Contract and
CPO
Contracted
annual limits
and dept.
approval
authority
Council
approval at
$125,000 and
over
A more detailed discussion if these purchasing methods follow:

Petty Cash is used for infrequent purchases under $100 requiring immediate funding. Petty cash draws must be supported by original receipts and an approved petty cash form denoting a clear business purpose and budget coding. Petty cash shall never to be used for personal change requests and is only accessible to designated department custodians.

Department Director approval is always required. Replenishment requests to Finance require full reconciliation and approval.

Calcards accommodate small dollar purchases under $10,000 and are limited to preestablished monthly maximums. They are issued for use only with department director’s approval and the execution of a formal employee agreement. The requirements outlined in the Purchasing Card Policy must be strictly adhered to. Calcards are issued jointly in the City’s and employee’s name and shall only be used by the employee they are issued to. 228
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Cardholders are responsible for reconciling monthly statements and completing a fully documented and approved transaction log. The proper use of Calcards along with timely payment submittal and complete documentation will be strictly enforced with violations promptly resulting in the revocation of Calcard usage.

Direct Vendor Purchases for one-time purchases that fall under $10,000 and can be submitted for payment using original vendor receipts/invoices. This method should not be used to supplant existing BPO or PCA arrangements. Original vendor receipts/invoices must be marked with a City standard approval and budget coding, be submitted on a timely basis with proper approvals and include a clear/concise description of purpose. With increased volume trends, a BPO or PCA can be established for vendors to use repetitively given proper bidding procedures are followed.

Purchase Orders (POs) facilitate purchases of over $10,000. They follow the submission of a purchase requisition (REQ) to Finance, are subject to bidding either at the informal or formal level (as defined below) and require department director established authorizations.

Blanket Purchase Orders (BPOs) are based on pre-bid agreements with specific vendors.

They promote efficiency by simplifying access to routinely needed goods and services. • The establishment of a BPO requires competitive bidding. • A BPO has a pre-defined, as coordinated with the requesting department, annual maximum limit tracked by the Finance Department. Purchases shall be supported by identifying BPO ID #, department approvals, original receipts, and invoices prior to payment. Budget/account codes and a clear business purpose shall always be noted. • Requests to increase annual BPO limits must be approved by the department director and the Finance Director or their designee. BPO activity will be reviewed annually by the Finance Department as a basis for justifying the continuance of any one vendor.

It is the requested department’s responsibility to rebid periodically (no more than three to five years) to ensure the best possible pricing, service and availability. • Department directors may request additional BPO vendors by submitting an email to the Finance Department. Criteria for establishing a BPO includes frequency of ordering, the dollar amount of each order and the absence of an established contract.
• Regardless of the annual dollar maximum limit, BPO purchases are subject to the signing authority approvals and transaction limits developed by departments and reviewed by the Finance Department.

Purchase Contract Agreements (PCAs) may be beneficial in establishing firm pricing and an ongoing source of goods and services. This entails entering a multi-year contract. Much 229
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like a BPO, these contracts allow departments to access repetitively needed goods and services with minimal procedural overhead.
• The establishment of a Purchase Contract requires competitive bidding and use of City- compliant and approved contract. The approvals of the City Manager, Risk Manager, and Finance Director are required.
• The Risk Manager’s approval is required at the initiation of the PCA and annually thereafter if the cost of the initial agreement is modified by over 5% in total. • Departments may request the establishment of a contract for a particular product or service in coordination with the Finance Department with the submission of a Contract Purchase Order (CPO). Criteria for establishing contracts include frequency of ordering, the dollar amount of each order and barriers to contracting such as insurance requirements.
• A contract CPO must be authorized by the Assistant City Manager, and be submitted to the Finance Department, it must include the agreement executed as an attachment.

Cooperative Purchasing Agreements, The City Manager, where advantageous to the City, may, by cooperative purchasing agreements or arrangements, purchase supplies, equipment, and materials through legal contracts of other governmental jurisdictions or public agencies without further competitive bidding by the City. The City may act as the cooperating purchasing agent for other public entities.

Professional Service Contracts are discussed in the following sections of this policy and can only be authorized via an executed formal City-compliant contract approved by the Risk Manager. Although not required by Ordinance, competitive selection and pricing are highly encouraged. Departments may request the establishment of a professional service contract in coordination with the Finance Department through submission of a Contract Purchase Order (CPO). The approvals of the City Manager, City Attorney (if deemed required), Risk Manager, and Finance Director are required.

ENVIRONMENTAL PROCUREMENT PRACTICES
SECTION 1. PURPOSE
The City of Los Altos recognizes its responsibility to minimize negative environmental impacts of the City’s activities by ensuring the procurement of services and products that reduce toxicity; conserve natural resources, materials, and energy; and maximize recyclability and recycled content while supporting a diverse, equitable, and vibrant community and economy.
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The purpose of this policy is to support procurement decisions that align with the City’s sustainability standards and goals as identified in the adopted Climate Action and Adaptation Plan (CAAP). This policy is applicable to all departments and divisions, to incorporate environmental considerations including but not limited to recycled-content paper and recovered Organic Waste product use into purchasing practices and procurement.

This section will:
• Provide implementation guidance.
• Communicate the City’s commitment to sustainable purchasing to its employees, vendors, and the community.
• Protect and conserve natural resources, water, and energy. • Minimize the City’s contribution to climate change, pollution, and solid waste disposal.
• Empower employees to be innovative and demonstrate leadership by considering sustainability benefits when making purchasing decisions; and • Comply with State requirements as contained in 14 CCR Division 7, Chapter 12, Article 12 (SB 1383 procurement regulations) to procure a specified amount of Recovered Organic Waste Products to support Organic Waste disposal reduction targets and markets for products made from recycled and recovered Organic Waste materials, and to purchase Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper.

SECTION 2. POLICY
Requirements for City Departments or Procurement Practices A. If fitness and quality of Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper are equal to that of non-recycled items, all departments and divisions of the City shall purchase Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, whenever available at the same or a lesser total cost than non- recycled items, consistent with the requirements of the Public Contracts Code, Sections 22150 through 22154 and Sections 12200 and 12209, as amended.

1. All Paper Products and Printing and Writing Paper shall be eligible to be labeled with an unqualified recyclable label as defined in Title 16 Code of Federal Regulations Section 260.12 (2013).
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2. Provide records to the City of all Paper Products and Printing and Writing Paper purchases on a schedule to be determined by the City and not less than annually (both recycled content and non-recycled content, if any is purchased) made by a division or department or employee of the City.

Requirements for Vendors
A. All vendors that provide Paper Products (including janitorial Paper Products) and Printing and Writing Paper to the City shall:

1. Provide Recycled-Content Paper Products and Recycled-Content Printing and Writing Paper that consists of at least thirty percent (30%), by fiber weight, postconsumer fiber, if fitness and quality are equal to that of non-recycled item, and available at equal or lesser price.

B. All vendors providing printing services to the City via a printing contract or written agreement, shall use Printing and Writing Paper that consists of at least thirty percent (30%), fiber weight, postconsumer fiber, or as amended by Public Contract Code Section 12209.

Compost and SB 1383 Eligible Mulch procurement.

A. Divisions and departments responsible for landscaping maintenance shall:

1. Use SB 1383 Eligible Compost and SB 1383 Eligible Mulch produced from recovered Organic Waste, as defined in the Glossary section of this Policy, for landscaping maintenance as practicable, whenever available, and capable of meeting quality standards and criteria specified.

2. Keep records, including invoices or proof of Recovered Organic Waste Product procurement (either through purchase or acquisition), and submit records to the City, on a schedule to be determined by City.

Records shall include:
a. General procurement records, including:
i. General description of how and where the product was used and applied, if applicable.
ii. Source of product, including name, physical location, and contact information for each entity, operation, or facility from whom the Recovered Organic Waste Products were procured.
iii. Type of product.
iv. Quantity of each product; and,
v. Invoice or other record demonstrating purchase or procurement. b. For Compost and SB 1383 Eligible Mulch provided to residents through giveaway events or other types of distribution methods, keep records of 232
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Compost and SB 1383 Eligible Mulch provided to residents. Records shall be maintained and submitted to the City in accordance with the requirements specified in Section 3.

3. When a Direct Service Provider for the City procures compost or mulch, enter into a written contract or agreement or execute a purchase order between the City and Direct Service Provider with enforceable provisions that include: (i) definitions and specifications for SB 1383 Eligible Mulch, Compost, Renewable Gas, and/or Electricity Procured from Biomass Conversion; and, (ii) an enforcement mechanism (e.g., termination, liquidated damages) in the event the Direct Service Provider is not compliant with the requirements.
a. Renewable Gas procurement (used for fuel for transportation, electricity, or heating applications). For Renewable Gas procurement, Jurisdiction shall:

1. Procure Renewable Gas made from recovered Organic Waste for transportation fuel, electricity, and heating applications to the degree that it is appropriate and available for the Jurisdiction.

2. Keep records in the same manner indicated in Section 3 for Renewable Gas procured and used by the Jurisdiction, including the general procurement of record information specified in Section 3, and submit records to the City on a schedule to be determined by the City and not less than annually. Jurisdiction shall additionally obtain the documentation and submit records specified in Section 3 below, if applicable.

SECTION 3. RECORDKEEPING
A. The City will do the following to track Procurement of Recovered Organic Waste Products, Recycled-Content Paper Products, and Recycled-Content Printing and Writing Paper:

1. Collect and collate copies of invoices or receipts (paper or electronic) or other proof of purchase that describe the procurement of Printing and Writing Paper and Paper Products, including the volume and type of all paper purchases; and, copies of certifications and other required verifications from all departments and/or divisions procuring Paper Products and Printing and Writing Paper (whether or not they contain recycled content) and/or from the vendors providing Printing and Writing Paper and Paper Products. These records must be kept as part of the City’s documentation of its compliance with 14 CCR Section 18993.3.

2. Collect and collate copies of invoices or receipts or documentation evidencing procurement from all departments and divisions procuring Recovered Organic 233
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Waste Products and invoices or similar records from vendors/contractors/others procuring Recovered Organic Waste Products on behalf of the City to develop evidence of the City meeting its Annual Recovered Organic Waste Product Procurement Target. These records must be kept as part of the City’s documentation of its compliance with 14 CCR Section 18993.1.

BIDDING & AUTHORIZATION LIMITS
Competitive bidding promotes fair pricing commensurate with the quality required. The City awards equipment, materials, supplies and maintenance service bids to the lowest priced responsible and suitable bidder. This means that the prevailing bidder is the one who best responds in price, quality, service, fitness or capacity to the requirements of the City. The selection process also considers the ability of the vendor to deliver the needed product, obtain access to available of parts or service, prior experience and system compatibility.

Approval Codes: Approval Levels Approving Documents
DH Department Head

REQ, PO, CPO
DE Department Head designee*
FD Finance Department
ACM Assistant City Manager
CM City Manager
CC City Council
* See Signature Authority below
Dollar Limits Bidding Requirements Required Approvals
$10,000 to $50,000 Informal bids DH or DE & FD
Over $50,000 under
$125,000
Formal bids DH & FD & ACM & CM
$125,000 and over Formal published/ advertised bids DH & AS & CM & CC * Purchases under $10,000 do not require bids although approvals are required from a Department Head and/or Designee for all purchases
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• Purchases from $10,000 to $49,999.99 require informal bids by the requesting department with quotes obtained from at least two (2) vendors. Telephone quotes are acceptable although written quotations are preferred. Email quotes are allowed. All quotes must be documented and submitted, in comparative format, as part of the approved requisition (REQ) prior to PO, CPO issuance.
• Purchases over $50,000 to $124,999.99 require formal bids by the requesting department. This entails the preparation of written specifications, vendor solicitations and sealed bids. The department requested shall contact as many vendors as necessary and obtain at least two (2) written quotes with three (3) quotes recommended. If the minimum number of quotations cannot be obtained, evidence of the attempt should be documented and kept on file. Professional Services are exceptions.
• Purchases of $125,000 and overrequire formal bidding as discussed above but bear the additional requirement of having bid invitations formally published on the City’s electronic bid portal, and regional newspaper before sealed bid opening.

The communication of specifications helps ensure that required, ordered and received items meet the desired level of quality, performance or design. Clarity and completeness in writing specifications avoids a mismatch between vendor compliance and operational needs. It is imperative that staff clearly communicate these requirements in the bid process and inform suppliers, at the time of the bid, exactly what it is that the City needs.

The splitting of purchases to avoid bid and authorization limits is a clear violation of these instructions. Furthermore, purchase cost estimates should always include necessary postmanufacturer add-ons and be included in the Bid specifications.

Bid Cancellations - City Council may cancel an invitation for bids, a request for proposal or other solicitations and may reject some or all bids or proposals when it is determined that cancellation or rejection serves the best interest of the City.

Cooperative Purchasing - Where possible, Cooperative Purchasing may be a benefit to the City. With cooperative purchasing, public entities may mutually make purchases, achieving significant economies of scale. Although public entities together prepare specifications and receive bids, each public entity executes its own contract, administers the procurement function and finances the purchase independently.
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BIDDING EXCEPTIONS
Sole Source Procurements
Sole source procurements involve good and/or services that can only be practically obtained from one source. Justification will be based on the following:
• The contractor or supplier is the sole provider of the goods or service. • The contractor or supplier is the only source permitted to provide the service or supply based on the manufacturer’s agreement acting as the sole representative in the geographical area.

The person requesting the purchase is to prepare written correspondence justifying and describing the reason for the sole source purchase and must have the approval of the department director. This documentation must be submitted to the City Manager or Assistant City Manager and Finance Director along with the requisition for approval.

Emergency purchases
For the purposes of this section, an emergency shall be deemed to exist if:
• A public disaster occurs; or
• An emergency is declared by the City Council or City Manager • There is an immediate need to prepare for national or local defense; or • There is a breakdown in machinery or an essential service which requires the immediate procurement of supplies and equipment to protect the public health, welfare, or safety; or
• Public health, welfare, or safety would be greatly hampered, if there was an undue delay in the procurement of the needed item
Authority - The City is not required to engage in competitive bidding in an emergency. The City Manager or designee holds the authority to waive any procedures in these instructions that are not statutorily mandated when making emergency purchases of supplies, equipment, materials or services.

If the purchase equals or exceeds $125,000 for construction work, supplies, equipment, materials or services (including professional services), after-the-fact ratification is to be obtained by adoption of City Council Resolution at the soonest possible public meeting following the expenditure.

If, at the time of the emergency, neither the City Manager nor designee are available, department directors may order the needed commodity from the nearest available source. 236
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As they become accessible, the City Manager, designee and Finance Director should be immediately notified of the purchase.

Initiating the Purchase - Emergency purchases can be made by designated staff responsible for the emergency response. Staff should attempt to determine the best price and quality of goods or services available and advise their department director at the earliest possible opportunity. The Department Director is to relay such information to the City Manager or designee promptly.

Finance Department Notification – Soon after placing the order, the Finance Department is to be notified of: (1) of the emergency purchase; (2) the nature of the purchase and emergency; (3) the Department Director or authorized designee approval; (4) the name and location of the vendor; and (5) the City Manager approval pursuant to the procedures outlined above. This information is to be provided via the Emergency Purchase Documentation form.

Emergency Credit Card Limits - In times of emergency, the City Manager and Department Directors may request a temporary increase in individual credit card transaction limits from the Finance Department up to a maximum of $100,000.

Federal Emergency Management Agency (FEMA) - In all cases, the documentation requirements of both the local and federal FEMA agencies are to be complied with as the City’s emergency response team is activated. The tracking of work/OT hours by location, position(s) and incident, invoices/receipts and photographs will ensure cost recovery when claims are ultimately submitted.

City Council Discretion - In its discretion, the City Council may reject any and all bids only when an emergency requires that an order be placed with the nearest available source of supply, when the amount involved is less than an amount to be set by the City Council by resolution, or when the commodity can be obtained from only one (1) vendor.

BUDGET AUTHORITY LEVELS
Budget Responsibility - The annual budget is an essential element of the financial planning, control, and evaluation process of the City. It is reviewed each fiscal year by the City Council and is designed as a financial blueprint for the City to follow.

Upon adoption, the various amounts approved in the budget are recorded in the City’s financial system. Monthly reports are provided to departments, programs or project managers in order to track expenditures activities and compliance with budget limits. It is the responsibility of each Department to maintain control of their budgets. 237
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Per fiscal policy, Department Directors have budget control at the total department appropriation level. The City Manager’s budget authority is at the Fund and Capital Improvement Project level. This means no Department Director can transfer to/from or utilize the budget of another department – they cannot cross departmental or capital project lines of appropriation. The City Manager may approve transfers between department/programs but cannot increase the appropriation limit of any one (1) fund or any one (1) Capital Improvement Project. Any increase in appropriation levels within any one (1) Fund or adopted Capital Improvement Project must be authorized by the City Council. This authority relationship is as displayed graphically below.

It is critical that all expenditures be coded to the appropriate account classifications during the year without restriction to itemized line-item limits (excluding salary and benefit items and total capital project appropriations). The accurate reporting of expenditure types allows for the refinement of budget variances each year.

SIGNATURE AUTHORITY & APPROVALS
The Finance Department maintains an authorized signatory list, including individual approval dollar limits and areas of responsibility, of employees designated by Department Directors to approve and sign for purchases. Department Directors may delegate signing authority up to a maximum of $25,000 to a Division Manager but must submit such authorization in advance via the signed signatory list previously referenced herein. Overall functional signing limits are established as displayed in the following chart. Purchase requests received by the Finance Department lacking appropriate approval will be returned promptly to the requesting department before any purchase order is issued and/or payments 238
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are processed. Any late charges arising from such processing delays will need to be charged against the department budget.

LEVEL OF SIGNING AUTHORITY
Change Orders
The submission of change orders to an existing PO, CPO or PCA can alter the level of approvals required up to, and including, the need for City Council action. The determination of authorization levels should include the total of the purchases including the accumulated value of related change orders.

Information Technology Purchases
All Information Technology (IT) purchases must be approved in advance by the IT Manager or designee to ensure compliance with City hardware and system standards. Similarly, IT is required to be consulted for any planned purchases of software and hardware arising during the budget process and in the development of system specifications. IT cannot make purchases on behalf of the operating department without documentation pre-authorized by the department director. This approval will be documented via the completion of the IT WorkOrder form.

City Manager
$125,000
Assistant City Manager
$75,000
Department Directors
$50,000
Deputy Directors,
Managers, Supervisors
$25,000
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Shared Cost Purchases & Payroll Payments
Some shared costs, such as utilities (phone, water, gas, electric, insurance, Software annual maintenance or subscription payments, etc.), fuel, facilities and payroll/benefits deductions (taxes, health benefits, PERS, etc.), require broadly defined processing methods as they are operational in nature and addressed in the budget on a bulk basis. Such payments are held to categorical budget appropriation limits, are centrally processed by the Finance Department, fall outside individual authorizing dollar limits, and are handled in bulk form in the monthly accounting process. These items are reviewed by the Finance Department for completeness, budget compliance and accuracy as they are processed. The basis for these shared cost allocations should be developed by the Finance Director in coordination with the impacted departments and discussed in the annual and mid-year budget process.

Warehouse Orders, Shared Building Supplies & Fuel
Limited items are available for order through the Maintenance Services warehouse. These mostly include janitorial supplies, fuel, office paper, kitchen supplies and can simply be requested via email or phone. They will be charged to the ordering department at the monthend based upon inventory pricing. Supplies delivered to shared cost sites, such as City Hall, will be allocated among benefitting programs on a reasonable basis. Maintenance services shall document these purchases monthly as a basis for financial reporting.

Equipment Purchases Identified in the Budget Process
All new and replacement requests for equipment or vehicles are itemized and submitted to the Finance Department as part of the annual budget process or at the time of mid-year budget review. At budget adoption, these specifically identified items will be considered approved. In procuring these items, departments are to strictly follow the bid and approval procedures set forth herein but may finalize such purchases without returning to City Council. However, City Council approval must be obtained if additional appropriations are required above the original adopted budget or if the nature of the purchase is substantially altered.

FIXED ASSET IDENTIFICATION & TRACKING
Any tangible item with a useful life of at least one (1) year and a purchase cost, including sales tax and incidentals, of $10,000 or more is considered a fixed asset. These items are to be identified by a unique identifying number (ID) and tracked during their lifecycle. Items that do not fit within the dollar threshold for a fixed asset, but are considered valuable, such as cellular phones, cameras or computers should also be identified by a City ID. Departments are responsible for ensuring that unique identifying numbers (serial numbers/VIN #s) are evident in the supporting documentation provided to the Finance Department and for 240
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safeguarding City assets, regardless of the value. Departments should expect to account for the asset’s condition and location as part of a year-end inventory.

Physical movement of any fixed asset, even within a department, must be approved by Department Directors or designees and coordinated with the Finance Department to ensure that inventories are updated with the proper location. The physical disposal of any fixed asset must be approved by Department Directors and designees and coordinated with the Finance Department and Facilities Division to ensure that inventory listings are updated.

Periodically, the Finance Department or assigned independent auditors will conduct unscheduled audits to trace actual expenditures to physical assets on site. Departments shall accommodate the performance of these audits of asset purchases upon request.

PROFESSIONAL SERVICES
Professional services include those provided by industry specialists such as lawyers, accountants, actuaries, technology specialists, planning, building, and financial consultants. These services, beyond the realm of public works contracts, are exempt from bidding requirements as their selection is based on expertise, experience and proficiency rather than price. As a matter of practice, the City highly encourages competitive bidding for all service contracts and formal RFPs for contracts with values over $25,000.

Agreements with vendors for services can be for a three (3) year period with up to a two (2) year extension of the agreement to a total of no more than five (5) years. At the conclusion of the five (5) years, it is recommended that the agreement be re-bid to test the price of like services in the marketplace and to provide other vendors with an opportunity to present a bid for services. Agreements posted on the Template drive contain the language needed to state the “term” (length of time) of the agreement. For existing agreements that are ongoing until terminated, consult with the Risk Manager to ensure agreements are revised to include a five (5) year term or proper amendment language.

Managers are to review with the Risk Manager each ongoing software or licensing agreement that exceeds the five (5) year term. These agreements are evaluated on a case-by-case basis for the length of term of the agreement and amendment language.

All contracts entered by the City require the City Attorney (review, if requested), City Manager, Risk Manager, Department Director and Finance Director approval. Contracts over the annual dollar limit listed below require City Council approval prior to the award. The City encourages staff to issue requests for proposals (RFP) as a measure of due diligence in competitively seeking and awarding these services.
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Value of Non-Legal
Professional Services
Recommended Number of
Proposals
Required Approvals
$10,000 to $24,999.99 The department must conduct
an evaluation of options but
does not have to obtain written
proposals.

Department Director, Finance
Director
$25,000 to $549,999.99 Formal RFP and two (2) written
proposals recommended
Department Director, Finance
Director
$50,000 to $99,999.99 Formal RFP and two (2) written
proposals recommended
City Attorney, Department
Director, Finance Director, City
Manager
$100,000 and over Formal RFP and two (2) written
proposals recommended
City Attorney, Department
Director, Finance Director, City
Manager, City Council
Value of Legal Services Recommended Number of
Proposals
Required Approvals
Up to Annual Budgeted
Appropriation for Legal Fees
City Attorney to evaluate
needs based on expertise
City Attorney, Finance
Director, City Manager
Above Fund Level Budgeted
Appropriation
City Attorney to evaluate
needs based on expertise
City Council
* Services under $10,000 do not require bids although approvals are required from a Department Director and/or designee for all purchases.

Legal Fees
The Los Altos Municipal Code establishes that the City Attorney “may retain or employ other attorneys, assistants or special counsel as may be needed to take charge of any litigation or legal matters or assist the City Attorney therein provided.

The City Attorney estimates these costs at the preparation of the budget on a gross basis.

Such payments are held to categorical budget appropriation limits, and are centrally processed by the Finance Department, and therefore fall outside individual authorizing 242
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dollar limits, and are approved by the City Manager. These items are reviewed by the Finance Director for completeness, budget compliance and accuracy as they are processed.

Changes in the scope of existing contracts may trigger a higher level of required approvals.

Professional Services must be initiated and approved via the use of a CPO. Professional Services shall be entered into contractually using a City-compliant executed contract and require the approval of the Risk Manager.

Professional Service Travel Costs - Professional service firms often bill clients for their direct and indirect costs, such as travel, photocopying, proposal preparation, etc. It is advisable that potential providers are informed of, and make documentation available in support of, the City operating travel policies including the following:
• Airfare: The City will not reimburse first class, business class, boarding preferences or other premium types of transportation.
• Hotel: The City will reimburse reasonable hotel accommodation (i.e., single or double rooms, but no suites) and encourage obtaining a government rate in a local venue. • Meals: Reimbursement for meals is limited to the current IRS per diem rate for the destination city.
• Car Rental: Rental vehicles shall be mid-sized class or smaller with rates commensurate with those offered by major rental companies. Use of luxury cars, specialty vehicles, or other non-standard cars will not be reimbursed. Insurance will be provided under the driver's or company's own policy. Additional insurance coverage offered by the car rental company is not reimbursable by the City. • Entertainment/Personal Services: Under no circumstances are expenses related to entertainment (i.e., theater tickets, sporting events) or personal services (i.e., dry cleaning, haircuts) reimbursable.
• Deliveries/Transmittals: Deliveries for which the City is billed will be transmitted in the most economical manner reasonably, unless otherwise required by the City. • Proposal Costs: The City will not reimburse the vendor for any costs associated with the preparation of a proposal.

ADDITIONAL GUIDANCE

FISCAL YEAR-END CUT OFF
The City’s fiscal year runs from July 1 to June 30. To allow for adequate processing time certain types of purchases must be completed well before the end of the fiscal year. While exact calendar dates may vary, the cutoff for submitting purchasing paperwork is generally as follows:
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• Requisitions & Purchase Orders: 2nd week of June
• Blanket Purchase Orders: Orders to be placed by June 30

SUPPLIER CONTACT AND DECORUM
Staff are obliged to always act in a professional and ethical manner when in contact with suppliers who market their services to the City. To this end, we strive to:
• Give all suppliers full, fair, prompt and courteous consideration • Maintain a level playing field and information transparency • Protect vendor confidentiality when dealing with market-sensitive data • Solicit suggestions in determining clear and adequate specifications and standards • Effectively coordinate with suppliers in an equitable and uniform manner • Observe truthfulness and highest ethics in all transactions and correspondence It is important to treat all vendors equally. This includes providing all competing vendors with the same information needed to respond to a request. It is unfair and unethical to divulge one vendor’s bid price, terms or conditions to another during the competitive bidding stages and important to realize that this information is not publicly accessible until all bids have been received and evaluated. Information marked “Proprietary” or “Confidential” by the vendor is not considered public and must not be revealed to outside parties. The appearance of impropriety is just as important as actual impropriety. Displays of favoritism to a particular vendor should be always avoided.

Gratuities - To maintain strict objectivity and the highest ethical standards, the City prohibits employees accepting vendor gifts or gratuities. Violation of this standard may result in employee disciplinary action up to, and including, termination.

Insurance - It is the City’s practice to transfer as much risk as possible from the City to the supplier or contractor. Therefore, insurance is required from any contractor performing work for the City. This is especially the case for services provided on City property. In these cases, the standards and insurance requirements set forth by the Risk Manager must be adhered to. The City’s minimum insurance standards to be complied with are included in this document.

Taxes - The City pays sales or use tax on most purchases as defined by Santa Clara County.

This amount is added to the taxable subtotal of your order (certain items such as labor or transportation may or may not be taxable). Use tax, which is equivalent to the sales tax rate, is collected on many out-of-state purchases where the state originating the sale does not collect California State sales tax on behalf of the State. It is important to identify the 244
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applicability of Use Tax in bidding to avoid unintentional budget overrun. The City is exempt from paying Federal Excise Tax.

Shipping and Installation Costs - In developing, accepting and evaluating good and material bids, it is incumbent on City staff to ensure that costs include any related shipping and/or installation costs and request such information from the subject vendors. In all cases, developing the full costs of purchase is critical to the budget process.

Payments Terms & Frequency - The City’s payment terms are Net 30 days from billing/invoice date. Vendor agreements should be established using this standard and clearly communicated to them. A vendor’s inability to adapt to the City’s payment terms may make them ineligible for use. Generally, the City will not pay late fees.

Conflict of Interest/Third Party Transactions - To maintain public trust and confidence in the integrity of purchasing transactions, no City employee who has a real or apparent conflict of interest should participate in the transaction.

Establishing New Vendors - One element of fiduciary responsibility is maintaining strict control over the open accounts established under the City’s name. Therefore, the City has instituted a practice whereby Finance has control over creation of all new vendor accounts and the submission and completion of credit applications for open accounts. W-9s are required for all new vendors without exception.

Grant Funding - Federal or other grant programs may require special conditions which are more stringent than City procedures. It is the responsibility of the department to accept the grant on behalf of the City to ensure that all grant provisions are complied with. All grants shall be awarded with City Council approval.

Surplus Property Management - the Facilities Division is responsible for the disposal of all City surplus property via auction. Information Technology should be contacted to disconnect or dispose of computers and related hardware.

The City maintains a small inventory of serviceable surplus property items that may be acceptable for use upon request by a department. City staff or family members are not eligible to purchase City surplus property. Staff may, however, attend any third-party public auction and bid as a member of the public.

Public Safety handles property room disposals directly through a safety-specific auction process and coordinates revenue collections associated with the Finance Department.

Independent Contractors - The Internal Revenues Service (IRS) and the California Employment Development Department (EDD) require independent contractors to provide a W-9 form to the City including the business type (sole proprietor, corporation or partnership) 245
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and documenting a taxpayer identification number (Social Security or federal identification number). Finance must receive the W-9 when a requisition or invoice is processed for a new vendor. Failure to provide this form will result in non-payment of an invoice or delaying processing of a requisition.

Other Jurisdiction BPO or Purchase Contract Agreements (PCA) - Staff may use BPOs or PCAs issued by other jurisdictions entered competitively if it is shown that the selection criteria are essentially the same as would be used by the City. Examples include Santa Clara County BPA for furnishings or awarded unit price schedules for slurry seal or sidewalk repairs.

Prohibited Practices
No City employee shall use or misrepresent the City’s purchasing process to obtain property or services for personal use, benefit or personal price discounts. Volume or incentive discounts made available in making City purchases can only be applied to the City’s benefit and never personal gain.

No City employee shall draft or cause to be drafted any specifications for bids in such a way as to intentionally limit the bidding directly or indirectly to any one bidder except for the sole source procurements.

PUBLIC WORKS PROJECTS
Public Projects are defined by the State of California Public Contract Code, Section 20161 as a project for the erection, improvement, painting, or repair of public buildings and works; work in or about streams, bays, waterfronts embankments, or other work for the protection against overflow; street or sewer work except maintenance or repair; supplies and materials for any such project, including maintenance or repair of streets or sewers. These purchases are controlled directly by the related Public Contract Code sections and fall outside the operational purchasing cycle addressed in this policy.

Pursuant to Chapter 3.16 of the Los Altos Municipal Code, the City of Los Altos has adopted Bidding Procedures Under the Uniform Public Construction Cost Accounting Act.

Requirements and allowances associated with this can be found in the Municipal Code. 246
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GLOSSARY
Bid: A proposal to provide goods and services submitted in accordance with the request for bid documents.

Bidder: A person or entity who submits a bid.

Blanket Purchase Order (BPO): A method by which departments may purchase materials from a specific vendor continuously throughout a specified time. Orders for materials not available from BPO vendors can be purchased by petty cash, credit card, purchase contract, or through the purchase requisition/purchase order process as described within this document.

Change Order: An amendment to an original purchase order authorizing a change in the scope of work; adjustment in the contract sum or contract time; or cancellation of parts or all of a purchase order.

Check Request: The form is used to request that Finance process payment to a vendor or contractor. The form accommodates several uses, including Direct Payments, Blanket Purchase Order payments as well as partial payments against existing purchase orders and contracts.

City: The City of Los Altos, the City Manager, or their designee.

Compost (SB 1383 Eligible): The product resulting from the controlled biological decomposition of organic solid wastes that are source separated from the municipal solid waste stream, or which are separated at a centralized facility or as otherwise defined in 14 CCR Section 17896.2(a)(4).

Contract: An agreement between two or more parties to do something which is set forth in writing and is enforceable by law.

Contract Purchase Order (CPO): The document used by departments to document the request professional services and supported by a formal executed city compliant contract approved by the Risk Manager. A CPO, on its own, does not support authorization to purchase. A CPO shall always be accompanied by an executed formal contract and is authorized by the Assistant City Manager.

Cooperative Purchasing Agreement (CPA): The purchase of goods, materials, or services which is entered into by one or more local government entities. The expected impact is to increase volume and/or competition which will result in greater savings. 247
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Purchase Contract Agreement (PCA): A purchase agreement is a legally binding contract between a buyer and seller. These agreements usually relate to the buying and selling of goods instead of services, and they can cover transactions for just about any type of product.

Direct Service Provider: A person, company, agency, district, or other entity that provides a service or services to the City pursuant to a contract or other written agreement or as otherwise defined in 14 CCR Section 18982(a)(17).

Electricity Procured from Biomass Conversion: Electricity generated from biomass facilities that convert recovered Organic Waste, such as wood from the municipal stream, into electricity.

Informal Bid: A proposal to provide materials, supplies and/or maintenance services in amounts under $75,000 in estimated value. Responses are generated from City requests and bids should be obtained by written quotes although phone quotes may be acceptable for certain items.

Formal Bid: A proposal to provide materials, supplies and/or maintenance services equal to or exceeding $75,000 in estimated value. A sealed formal bid is submitted in response to the City’s Request via a Request for Proposal and may require advertised publication based upon defined dollar limits.

Organic Waste: Solid waste containing material originated from living organisms and their metabolic waste products including, but not limited to, food, yard trimmings, organic textiles and carpets, lumber, wood, Paper Products, Printing and Writing Paper, manure, biosolids, digestate, and sludges, or as otherwise defined in 14 CCR Section 18982(a)(46). Biosolids and digestate are defined in 14 CCR Section 18982(a)(4) and 14 CCR Section 18982(a)(16.5), respectively.

Packing List: A list of supplies requested which includes stock number, item description, quantity requested, and number of items delivered.

Paper Products: Includes, but is not limited to, paper janitorial supplies, cartons, wrapping, packaging, file folders, hanging files, corrugated boxes, tissue, and toweling; or as otherwise defined in 14 CCR Section 18982(a)(51).

Petty Cash: Small dollar reimbursements ($100 or less) made from cash boxes held within departments.

Printing and Writing Papers: Includes, but is not limited to, copy, xerographic, watermark, cotton fiber, offset, forms, computer printout paper, white wove envelopes, manila envelopes, book paper, note pads, writing tablets, newsprint, and other uncoated writing 248
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papers, posters, index cards, calendars, brochures, reports, magazines, and publications; or as otherwise defined in 14 CCR Section 18982(a)(54).

Professional Service: A specialized type of service typically provided by those requiring extensive education, certification, and experience standards. Examples of professional services contracts include, but are not limited to, those of accountants, actuaries, appraisers, architects, attorneys, brokerage firms, business consultants, business development managers, copywriters, dentists, distributors, engineers, law firms, physicians, public relations professionals, recruiters, researchers, real estate brokers, translators, software engineers, value-added resellers and web designers. While not limited to those holding professional licenses, the services are considered "professional”, and the contract may run to partnerships, firms, or corporations as well as to individuals.

Purchase Contracts:Contracts for routine and repetitive maintenance services typically for the maintenance of landscaping, office machines, office supplies, janitorial services, building maintenance, and street sweeping.

Purchase Order (PO): The document that obligates the purchase of goods or maintenance services that are not available from a BPO; an existing purchase contract; and is above the limit for procurement as a direct vendor payment.

Purchase Requisition: The document used by departments to request goods or maintenance services that are: not available through a BPO; not available on an existing purchase contract; and is above the limit for procurement as direct vendor payment.

Quality: The extent to which the actual minimum needs of the end users are satisfied.

Recovered Organic Waste Products: Products made from California, landfill-diverted recovered Organic Waste, processed at a permitted or otherwise authorized operation or facility, or as otherwise defined in 14 CCR Section 18982(a)(60). Products that can be used to meet the Annual Recovered Organic Waste Product Procurement Target shall include Compost, SB 1383 Eligible Mulch, Renewable Gas from an in-vessel digestion facility, and Electricity Procured from Biomass Conversion as described herein and provided that such products meet requirements of 14 CCR, Division 7, Chapter 12, Article 12.

Recyclability: The Paper Products and Printing and Writing Paper offered or sold to the City are eligible to be labeled with an unqualified recyclable label as defined in 16 Code of Federal Regulations Section 260.12 (2013).

Recycled: Content Paper Products and Recycled-Content Printing and Writing Paper:

Products that consist of at least thirty percent (30%), by fiber weight, postconsumer fiber, 249
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consistent with the requirements of Sections 22150 to 22154 and Sections 12200 and 12209 of the Public Contract Code, and as amended.

Renewable Gas: Gas derived from Organic Waste that has been diverted from a landfill and processed at an in-vessel digestion facility that is permitted or otherwise authorized by 14 CCR to recover Organic Waste, or as otherwise defined in 14 CCR Section 18982(a)(62).

Request for Proposal (RFP): Used to request information and pricing from contractors or suppliers. Typically, RFPs are utilized for non-commodity type items where the expertise of the contractor is vital criteria in the selection process. While price/cost is an important component of the selection process, it is not the only factor in the selection process.

SB 1383: Senate Bill 1383 of 2016 approved by the Governor on September 19, 2016, which added Sections 39730.5, 39730.6, 39730.7, and 39730.8 to the Health and Safety Code, and added Chapter 13.1 (commencing with Section 42652) to Part 3 of Division 30 of the Public Resources Code, establishing methane emissions reduction targets in a statewide effort to reduce emissions of short-lived climate pollutants, as amended, supplemented, superseded, and replaced from time to time.

SB 1383 Regulations or SB 1383 Regulatory: Refers to, for the purposes of this policy, the Short- Lived Climate Pollutants (SLCP): Organic Waste Reductions regulations developed by CalRecycle and adopted in 2020 that created Chapter 12 of 14 CCR, Division 7 and amended portions of regulations of 14 CCR and 27 CCR.

SB 1383 Eligible Mulch: Mulch eligible to meet the Annual Recovered Organic Waste Product Procurement Target, pursuant to 14 CCR Chapter 12 of Division 7. This SB 1383 Eligible Mulch shall meet the following conditions for the duration of the applicable procurement compliance year, as specified by 14 CCR Section 18993.1(f)(4):

1. Produced at one of the following facilities:
i. A compostable material handling operation or facility as defined in 14 CCR Section 17852(a)(12), that is permitted or authorized under 14 CCR Division 7, other than a chipping and grinding operation or facility as defined in 14 CCR Section 17852(a)(10);
ii. A transfer/processing facility or transfer/processing operation as defined in 14 CCR Sections 17402(a)(30) and (31), respectively, that is permitted or authorized under 14 CCR Division 7; or,
iii. A solid waste landfill as defined in Public Resources Code Section 40195.1 that is permitted under 27 CCR Division 2.

Service Contract: A service contract means a contract that directly engages the time and effort of a contractor whose primary purpose is to perform an identifiable task rather than to 250
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furnish an end item of supply. A service contract may cover services performed by either professional or non-professional personnel whether on an individual or organizational basis.

Sole Source Purchase: One where there is only a single vendor capable of providing an item or service, and therefore it is not possible to obtain competitive bids.

Specifications: A complete and accurate statement or set of statements covering the physical, functional, or technical characteristics of goods or services needed, description of any requirements for inspecting or testing and performance standards for items sought. It may also include provisions which govern various aspects of parties to the contract and any special conditions or pre-conditions that exist relative to any goods or services being solicited.

State: The State of California.

Maintenance Services: Services typically dealing with operational maintenance, supplies, and equipment support, rather than specialized professional services described above.

Vendor: A person or company who provides goods or services. A vendor can also be referred to as a supplier or direct service provider.
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EXHIBIT

PURCHASING BID AND AUTHORIZATION CHART

MATERIALS - GOODS - MAINTENANCE SERVICES

ORDER TYPE COST POINT FEATURES
Materials, Goods,
Maintenance Service
Less Than $10,000
(No Bids Required)
Prudent judgment should be used
along with obtaining comparative
pricing whenever practical. Orders
require department director or
designee approval.

These include supplies,
equipment, operating or
maintenance services and
projects.

Excludes “Public Works
Projects” and "Professional
Services"
$10,000 to $50,000
(Informal Bid)
At least two (2) quotes are
required but three (3) are
recommended. Written
bids/quotes are preferred but may
be verbal with documentation.

City Manager and Department
head-approved Purchase Order
(PO) required. City Attorney
approval, Risk Manager approval,
and CPO required for contracts
Over $50,000
(Sealed Formal Bid)
Obtain at least two (2) formal
quotes three (3) recommended
with bid publication for purchases
of $10,000 or over. City Manager
and Department Director
approved Purchase Order (PO)
required. City Attorney approval,
Risk Manager approval, and CPO
required for contracts.

City Council approval is required
before award.
$100,000 or more
(Published
Advertised Sealed
Bid)
Materials, Goods and Maintenance Service contract costs of any dollar value must adhere to pre-defined signature approval limits. All Information Technology (IT) purchases require the approval of the IT Manager for network
compliance. Any IT Purchase for a service department
must be authorized via an IT Work Order authorized by a department head or designee.
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EXHIBIT

PURCHASING BID AND AUTHORIZATION CHART

PROFESSIONAL SERVICES

ORDER TYPE COST POINT FEATURES
Professional Services $0 to $25,000
(RFP Highly Recommended)
Prudent judgment should
be exercised and obtaining
comparative pricing if
practical. Orders require
department head or
designee approval.

Price proposals are not
required but three are
recommended and must
include a City Manager, City
Attorney, Department Head
and Finance Director
approved CPO and service
contract.

These services include
those of a highly technical
nature requiring extended
training and certification.

Include legal, accountancy,
technology and specialty
consulting services.

These are general
guidelines. The evaluation
and selection of consultant
services may vary on a
case-by- case basis.

Over $25,000
(RFP Required)
RFP required with three (3)
bids are encouraged and
must include a City
Manager, City Attorney,
Department Head, Finance
Director and City Councilapproved (Over $100,000),
or City Council authorized,
CPO and service contract.
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EXHIBIT
EMERGENCY PURCHASE FORM – EXAMPLE
Emergency Date
Cost
Department/Division
Vendor
Address
Telephone
Emergency Description
Describe Emergency:

Since emergencypurchases do not normally provide theCity an opportunity to obtain competitive quotes, it is important to keep these types of purchases to those necessary. The following procedures shall be followed by the emergency:
• Complete a requisition and obtain a purchase order within three days of the emergency.
• Notify City Manager and Finance of emergency costs greater than $5,000. • Notify City Council at the next regularly scheduled meeting of emergency costs greater than $75,000,
• If Emergency purchases cause line-item budget shortfalls, the department responsible shall:
• Obtain City Council approval for additional appropriation; or request that the City Manager transfer appropriations from other programs, within the same Fund, to cover the purchase.
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EXHIBIT

MINIMUM INSURANCE REQUIREMENTS
Minimum Scope of Insurance as related to the provision of service to the City CONSULTANT shall provide his insurance broker(s)/agent(s) with a copy of these requirements and request that they provide Certificates of Insurance complete with copies of all required endorsements to: Project Manager, City of Los Altos, 1 N. San Antonio Rd., Los Altos, CA 94022
Minimum Scope of Insurance Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 0001 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits no less than $1,000,000 (or $2,000,000) per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (nonowned), with limit no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

4. Professional Liability (Errors and Omissions) Insurance appropriate to the Consultant’s profession, with limits of no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate.

Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions:
• Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy, with endorsements under CG 20 26, with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts or equipment furnished in connection with such work or operations.
• Primary Coverage. For any claims related to this contract, the Consultant’s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, 255
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its officers, officials, employees, or volunteers shall be an excess of the Consultant’s insurance and shall not contribute to it.
• Notice of Cancellation. Each insurance policy required above shall be endorsed to state that coverage shall not be canceled except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City. • Waiver of Subrogation. Consultant hereby grants to City a waiver of any subrogation which any insurer of said Consultant may acquire against the City by virtue of payment of any loss under such insurance. The consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer.
• Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Consultant to provide proof of the ability to pay losses and related investigations, claim administration, and defense expenses within the retention. • Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.

Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Claims Made Policies. If any of the required policies provide claims-made coverage:

5. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.

6. Insurance must be maintained, and evidence of insurance must be provided for at least three (3) (or five (5)) years after completion of the contract work.

7. If coverage is canceled or non-renewed and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of three (3) years after completion of contract work.

Verification of Coverage. Consultant shall furnish the City with original certificates and amendatory endorsements affecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences.

However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
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PLEASE NOTE: See the City Template General Service and Contract Agreements posted in the Templates Folder online. Check for periodic updates and other provision requirements.

Assistance is available from the Risk Manager.

Requesting departments are responsible for verifying insurance coverage requirements with Risk Management as these parameters may be modified periodically. It is equally important to reference the TEMPLATE General Service and Contract Agreements posted on the Templates folder online and supplied by Risk management while preparing RFPs and finalizing agreements. Departments must attain insurance documents from the vendor prior to execution of the agreements/contracts.
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EXHIBIT

PURCHASE CARD POLICY

OVERVIEW
The City has implemented Purchase Cards (Calcards) based on the State-wide “Calcard” program. The program is designed to establish a more efficient and cost-effective method of purchasing and paying for small dollar City purchases. This program should minimize the need for voluminous blanket/open purchase orders and petty cash requests.

This document puts forth the practices and procedures required of those using Calcards and those who manage their use. The topics addressed in this policy follow:
• Responsibility
• Requesting Calcards
• Calcard Basics
• Cardholder Responsibilities
• Unauthorized Purchases
• Purchase Documentation
• Emergency Purchases
• Reconciling Statements
• Disputed Charges
• Returning Items
• Lost or Stolen Calcards
• Declined Purchase
• Review & Audits
• Invoices & Receipts
• Compliance with Policies and Procedures
• Important Telephone Numbers
• Purchase Card Process Chart
• Purchase Card Employee Agreement

RESPONSIBILITY
Department heads: Responsible for authorizing individuals within the Department to receive Calcards and designated approvers. Department heads must approve individual requests for Calcards and any changes to them. Department heads are ultimately responsible for ensuring the cards’ proper use in conformance with City practices and procedures.
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Designated approvers: Designated approvers are selected and authorized by Department heads, responsible for reviewing monthly statements and submitting them to Finance in complete form. These approvers are responsible for ensuring that cardholders track and report any disputed/unauthorized charges to "Calcard" and to Finance. Individual Department Head Calcard statements and transaction logs will be reviewed by the Finance Director and City Manager.

Cardholder: Responsible for ensuring that the use of Calcards conforms to the instructions herein, that they are used exclusively for City business, that monthly reconciled statements (including a complete Purchase Card Log and supporting invoices/receipts) are approved and submitted to Finance on a timely basis, and that Calcards are used securely.

Finance: Responsible for administering the program, activating and terminating Calcards, and maintaining a record of individuals authorized to conduct purchase card transactions.

Finance is also responsible for processing monthly payments.

REQUESTING CALCARDS
To apply for a Calcard, the Department head should send an email request to Finance and ultimately submit an approved Purchase Card Employee Agreement specifying an individual purchase limit as well as a total monthly limit.

CALCARD BASICS
Calcards are to be used exclusively for City business. They are Visa credit cards that work just like a personal credit card except that monthly charges are paid directly by the City.

Calcard purchases are held to individual transactional limits set by Department heads and to the small dollar purchase limit established by City purchasing policy. Department heads also set a total monthly dollar limit for each individual cardholder. Each time the card is used, an electronic process verifies that the purchase is within these limits. If the purchase violates these limits, the supplier will not accept the order.

Calcards will be issued in an employee’s name, bear a “City of Los Altos” imprint and display a unique color scheme to distinguish them from personal credit cards. Cardholders are directly responsible for the proper use of their cards and department heads for the management and review of those they have authorized.

Monthly statements will be sent to cardholders for verification of charges against invoices/receipts, coding of appropriate budget accounts, and approval by an immediate supervisor and department head or designee. Finance will also receive a full set of statements.
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Monthly statements for cards held by Department heads are to be reviewed and approved by the City Manager and/or their designee.

The effectiveness of the Calcard program is dependent on the timely review, processing and submission of approved monthly transactions. Providing timely, accurate and complete purchase documentation is critical. Use of such cards is a privilege that provides a valuable alternative purchasing mechanism and requires strict adherence to established practices.

Non-compliance with the City Purchasing Policy will result in card revocation and/or disciplinary action.

CARDHOLDER RESPONSIBILITIES
• To read and be fully aware of the requirements of this document and the City’s Purchasing Policy
• To read and execute an approved Purchase Card Employee Agreement. • To maintain secure possession of the Calcard and keep the account number confidential.
• To ensure that all purchases strictly comply with City instructions. • To obtain the best possible value for the City with Calcard purchases. • To never give a Calcard to anyone for use.
• To always retain and maintain original records of receipts. • To promptly reconcile monthly statements and provide a complete Purchase Card Log including supervisor/department head review and approval. This documentation must be submitted to Finance, along with all supporting original invoices/receipts and packing slips (if shipped), within ten business days after the statement is received. See Purchase Card Process Chart.
• Purchases made on behalf of another department, although uncommon, must be authorized by an authorized signer from the department being charged prior to submission to Finance.
• To promptly resolve disputed items since only authorized charges will be paid.

Disputed items may be suspended pending resolution by the department responsible. Failure to pay charges on a timely basis will result in card suspension.

Any late fees that result from such delays will be charged to the department budget. • To immediately call “Calcard” if a card is lost or stolen and notify Department supervisors and Finance.
• To resolve all incorrect charges and product returns as quickly as possible. • To return Calcards to Finance upon the request of a supervisor, suspension of rights, or termination of employment.
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UNAUTHORIZED PURCHASES
Purchases made shall be strictly for City of Los Altos business. Calcards shall not be used for:
• Personal use
• Cash advances or refunds
• Per diem and mileage advances
• Any transaction above the Department head’s set limit and no more than the approved purchasing card limit - the level at which a purchase requisition and purchase order is required.
• Professional services, except for industry-wide training services (such as seminars). • Purchases prohibited by the City’s Purchasing Policy
• Computer hardware and software not pre-approved by the IT Manager (Only the IT manager or designee can authorize hardware and software purchases).

PURCHASE DOCUMENTATION
• Always get an original invoice/receipt from the supplier. • If paying for a conference or seminar, the original registration form and/or certification of completion must be provided.
• For non-conference business meals, the itemized restaurant receipt indicates purchased items should be provided.
• For subscriptions, keep a copy of the renewal notice or initial subscription request. • In the case of internet purchases, provide a copy of the E-commerce receipt. • In all cases, items being shipped or picked up at point-of-sale must be supported by a delivery packing slip with dual department approval.

If placing an order by phone, mail, or fax, or on the internet:
• Instruct the supplier to include your name, department, and address on the shipping label
• Instruct the supplier to include a receipt and delivery packing slip (charge slip, invoice, or cash register receipt) with the package.
• Verify the order is correct upon delivery, sign the packing slip and have another member of the receiving Department inspect and sign the packing slip as well. • Retain the original invoice/receipt/packing slips for reconciliation and substantiation.

The splitting of purchases to avoid purchase card and authorizing limits will result in the revocation of card privileges and may include disciplinary actions, up to and including termination.
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EMERGENCY PURCHASES
Finance management can approve a temporary increase in Calcard transactions and monthly limits in the event of an emergency as defined in the City’s purchasing instructions.

Such increase requests can be directed to Finance by Department heads and/or the City Manager. Emergency purchases will still require the retention of supporting invoices/receipts/packing slips as a basis for payment and grant assistance recovery.

RECONCILING STATEMENTS
Calcard statements are mailed directly to Departments. Immediately upon receipt, the cardholder is to verify the accuracy of the statement by comparing charges to supporting invoices/receipts and complete the Purchase Card Log. Things to check for include:
• Statement charge amounts that exceed or differ from receipt amounts. • Items on the statement that were not purchased, received or supported by a packing slip.

The cardholder is to provide a completed Purchase Card Log, reconciled Calcard statement, and original invoice/receipts (in the order they appear on your statement) to the designated approver for review and signature. Cardholders should sign the card log along with the approver’s signature and include budget/expense account codes.

Department heads are responsible for ensuring that reconciled and approved statements for all card-holding employees, including invoices/receipts, are submitted to Finance within ten business days of mail delivery. Finance will send out email reminders.

DISPUTED CHARGES
If an item on the monthly statement is incorrect, the cardholder should call the supplier immediately to resolve the problem and inform his/her designated approver. Calcard should also be contacted to file the proper file dispute form if necessary. Additionally, Finance should be notified of these disputes as statements are submitted.

RETURNING ITEMS
For an over-the-counter purchase, return the item directly to the supplier and obtain a credit receipt. Requesting a cash refund is not allowed.

If the purchase was made by internet, phone, mail, or fax:
• Contact the supplier for return instructions.
• Get a return reference number from the supplier or credit number.

Be sure to check subsequent statements to verify credit received for the returned items. 262
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LOST OR STOLEN CALCARDS
If a Calcard is lost or stolen, call “Calcard” immediately and inform your designated approver and Finance. Calcard representatives are available 24 hours a day seven days per week.

DECLINED PURCHASE
If a supplier purchase is declined, contact Calcard, your designated approver, or Finance to inquire about the reason for the decline. This may be an indication of an exceeded transaction limit, monthly limit, unauthorized purchase category, or simply a processing error.

REVIEW & AUDITS
All accounts are to be reviewed regularly at the Department level and audited regularly as part of the annual interim and year-end audit process. Finance will conduct unscheduled audits of credit card transactions and request specific identification of tangible goods purchased.

INVOICES & RECEIPTS
Supporting original invoices/receipts/packing slips are required without exception before payment can be made. If the supplier does not provide an invoice/receipt/packing slip at the time of transaction or delivery you must contact the supplier and request replacement documentation. Absence of such documentation will result in non-payment and incurred late fees and penalties charged to the benefiting Department.

COMPLIANCE WITH POLICIES AND PROCEDURES
Failure to follow established City purchasing instructions or the improper use of a Calcard will result in one or more of the following consequences:
• Suspension of card privileges
• Disciplinary actions up to and including termination of employment There are also criminal and civil consequences related to misuse of public funds and potential action by the bonding company who provides the City’s blanket employee bond.

Your account can be canceled for:
• Failure to exercise care in safeguarding the Calcard from loss or use by another person.
• Failure to obtain supporting invoices/receipts/packing slips • Missing statement reconciliation deadlines
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Agenda Item # 8.
41 | P a g e
• Not obtaining proper departmental approvals
• Purchasing unauthorized items
• Failure to report a lost or stolen Calcard
• Determination by the Department head that there is no longer a business purpose Your account will be cancelled immediately upon separation from the City, if the card is intentionally used for personal purposes or shared with other users

IMPORTANT TELEPHONE NUMBERS
Reporting Lost or Stolen Calcards
24 hours/7 days a week - See reverse side of your card
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EXHIBIT

PURCHASE CARD PROCESS CHART

MATERIALS, GOODS & MAINTENANCE SERVICES

ORDER TYPE COST POINT PROCESS
Small Dollar, Materials,
Goods, NonProfessional services
Less than department head
set single purchase limits -
must be under $10,000
(No Bids Required)
Calcards can only be issued to
City employees authorized by
Department heads.

Calcards can only be used for
City business and never
personal use.

Includes materials,
supplies, equipment,
operating or nonprofessional services
excluding “Public Works
Projects” and
"Professional Services"
Also, within the monthly
total dollar volume limit
established by the
department head
The employee must carry out a
formal approved "Purchase
Card Employee Agreement"
and comply with its
requirements.

Monthly statements are
received directly by the
employee and must be
reconciled and sent to Finance
within 10 days of mail delivery.

Cannot be used for:

Personal Use Cash
Advances Cash Refunds
Professional Services
Monthly statement packets
sent to Finance must include a
required "Purchase Card Log,"
or Allocations made on the
bank’s Calcard site. original
invoices/receipts, and
Department head monthly
purchase logs are to be
approved by the City Manager
and Finance Director prior to
payment
Finance will process payments
within the required due date.

Late fees caused by untimely or
incomplete submission will be
charged to the subject
department
Hardware and software IT
purchases must be approved by
the IT manager before an order
is placed
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EXHIBIT

PURCHASE CARD EMPLOYEE AGREEMENT
You are being entrusted with a City of Los Altos purchasing card. The card is provided to you based on your need to purchase supplies, equipment and materials for the City of Los Altos.

The City may revoke this card at any time without your consent, and the issuance of this card to you does not grant you any entitlement based on your title or position with the City or otherwise. Your signature below indicates that you have read this Agreement and will comply with its terms.

I understand that I will be making financial commitments on behalf of the City of Los Altos and will obtain the best value for The City.

I have read, understood and agree to follow the policies and procedures described in the Card Holder User Manual and the City’s Purchasing Instructions. I agree that under no circumstances will I use the purchasing card to make personal purchases, either for myself or for others.

I understand that the purchasing card will be issued in my name and the “City of Los Altos.” I agree that if I use the purchasing card for personal use or gain, or allow any other person to use the card, I will reimburse the City of Los Altos for all charges incurred and any fees related to the collection of those charges.

The purchasing card is City property. As such, I understand that I may be periodically required to comply with internal control procedures designed to protect the assets of the City of Los Altos. This may include being asked to produce the card to validate its existence and account number. If the card is lost or stolen, I will immediately notify Calcard and the Department of Finance.

I will receive a monthly statement, which will report on all purchasing activity during the statement period. I am responsible for all charges on the card, will reconcile the statement and resolve any discrepancies within ten days of receipt, and provide the approved statement to Finance with a complete set of original invoices/receipts.

I agree to surrender the purchasing card immediately upon request by the Program Administrator or upon termination of employment with the City of Los Altos, regardless of the reason.

I understand that failure to comply with the requirements of the Purchase Card Instructions may result in the revocation of card privileges and other disciplinary actions including employment termination.
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Agenda Item # 8.
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EMPLOYEE SIGNATURE PRINT EMPLOYEE NAME DATE
SINGLE PURCHASE LIMIT $
TOTAL MONTHLY LIMIT $
DEPT. HEAD SIGNATURE PRINT DEPT. HEAD NAME DATE
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Agenda Item # 8.

Resolution 2025-xxx Page 1
RESOLUTION NO. 2025-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS ESTABLISHING THE FY25/26 APPROPRIATIONS LIMIT
WHEREAS, California Constitutional Article 13B limits the total annual appropriations of cities; and
WHEREAS, it is the desire of this Council to establish its appropriations limit pursuant to Article13B.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby determines that said City’s appropriations limit, pursuant to Article 13B of the California Constitution using the annual percent change in population for Santa Clara County and the percent change in California for per capita personal income, is as follows:

FY 2025/26 $49,668,793
I HEREBY CERTIFY that the foregoing is a true and correct copy of a Resolution passed and adopted by the City Council of the City of Los Altos at a meeting thereof on the 10th day of June, 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________
Pete Dailey, MAYOR
Attest:
_____________________________
Melissa Thurman, MMC

CITY CLERK
268
Agenda Item # 8.

Resolution No. 2025-xxx Page 1 of 18
RESOLUTION NO. 2025-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS SETTING CERTAIN FEES AND CHARGES TO BE COLLECTED IN FY 2025/26
WHEREAS, the Los Altos Municipal Code specifies that certain fees and charges shall be set by Resolution of the City Council; and
WHEREAS, these fees and charges should be in amounts sufficient to recover the costs incurred by the City with respect to the functions to be performed by the City; and WHEREAS, certain development impact fees are set by separate Resolution of the City Council.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby adopts the fees and charges set forth in the attached FY 2025/26 Fee Schedule for the City and these fees shall become effective July 1, 2025 and shall remain in effect until a new Resolution amending the same is adopted by the City Council.

BE IT FURTHER RESOLVED that all other fees previously established by other City Council Resolution or Ordinance remain in effect.

I HEREBY CERTIFY that the foregoing is a true and correct copy of a Resolution passed and adopted by the City Council of the City of Los Altos at a meeting thereof on the 10th day of June, 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________
Pete Dailey, MAYOR
Attest:
_____________________________
Melissa Thurman, MMC

CITY CLERK
269
Agenda Item # 8.

Resolution No. 2025-xxx Page 2 of 18
City of Los Altos
Fee Schedule
FY 2025/26

DEVELOPMENT SERVICES

BUILDING DIVISION
Building Permit
Valuation based on price per square foot of construction. Minimum valuation for new residential and commercial construction is $576.97 per square-foot.

Total Valuation
$1.00 - $3,000.00 $245.73
$3,001.00 - $25,000.00
First $3,000 $245.73
Each Additional $1,000 $31.70
$25,001.00 - $50,000.00
First $25,000 $943.08
Each Additional $1,000 $32.65
$50,001.00 - $100,000.00
First $50,000 $1,759.38
Each Additional $1,000 $17.75
$100,001.00 - $500,000.00
First $100,000 $3,552.06
Each Additional $1,000 $7.76
$500,001.00 - $1,000,000.00
First $500,000 $7,722.65
Each Additional $1,000 $12.61
$1,000,001.00 and up
First $1,000,000 $14,605.15
Each Additional $1,000 $6.31
ADU Building Permit $0.00
Electrical, Mechanical or Plumbing Permit
$1.00 - $3,000.00 $208.70
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Agenda Item # 8.

Resolution No. 2025-xxx Page 3 of 18
$3,001.00 - $25,000.00
First $3,000 $398.89
Each Additional $1,000 $24.74
$25,001.00 - $50,000.00
First $25,000 $943.08
Each Additional $1,000 $26.10
$50,001.00 - $100,000.00
First $50,000 $1,595.55
Each Additional $1,000 $53.68
$100,001.00 and up 1.62%
ADU Electrical, Mechanical or Plumbing
Permit $0.00
Plan Check
ADU Plan Check $0.00
Building Plan Check 135%
Energy Plan Check (Title 24) 25%
Solar/Photovoltaic Permit
Residential
15 kw or less $306.90
15kw - 50kw $306.90
Per kw above 15kw $10.23
51kw - 250kw $511.50
Per kw above 50kw $5.12
250+ kw $511.50
Per kw above 250kw $5.12
Commercial
50kw or less $306.90
271
Agenda Item # 8.

Resolution No. 2025-xxx Page 4 of 18
50kw - 250kw $511.50
Per kw above 50 kw $5.10
250+ kw $511.50
Per kw above 250 kw $5.12
Standalone Building Permits
Water Heater $153.45
Water Line/Sewer Line $308.95
Electric Vehicle (EV) Charging Station $306.90
Energy Storage System $409.20
Demolition Permit
Single Family $238.36
Commercial/Mixed-Use/Multifamily $364.19
Inspections
Re-inspection Request $253.70
Inspections Outside of Normal
Business Hours (Minimum
Charge of 2 hours) $589.25
Each Additional Hour $294.62
Expired Permits
Expired Permit Fees Based on Original Permit Fees
Penalty for Expired Permits
0 to 30 days $0.00
31st day through 60th day $200.00/per day
61st day through 120th day $400.00/per day
121st day and everyday thereafter $800.00/per day
Misc. Building Fees
Alternate Means and Methods Request
(AMMR) $454.21
Certificate of Occupancy $111.51
Temporary Certificate of Occupancy $668.02
272
Agenda Item # 8.

Resolution No. 2025-xxx Page 5 of 18
Duplicate Permit Request $111.51
Street Address Change $742.70
Stop Work Penalties 2-4x All Plan review and Permit Fees In House Plan Check Review $302.81/per hour
Consultant Review Actual Cost
Building Code Compliance Review $151.40
Fees Assessed at Time of Building Permit Issuance
California Green Building Fund
Assessed at the rate of $4.20 per $100,000
in valuation, with appropriate fractions
thereof, but not less than $1.00 per every
$25,000 in valuation
Construction Tax (Established per
LAMC Chapter 3.24)
Single Family $0.42/per Square Foot
Commercial/Multifamily $0.70/per Square Foot
Strong Motion and Seismic Hazard
Mapping
Strong Motion Instrumentation &
Seismic Hazard Mapping Fees – SMIP
(1-3 Story Residential)
Valuation Amount x 0.00013 (Minimum
Fee $0.50)
Strong Motion Instrumentation &
Seismic
Hazard Mapping Fees – SMIP
(Over 3 story residential & all
commercial)
Valuation Amount x 0.00028 (Minimum
Fee $0.50)
General Plan Maintenance Fee
(Charged
based Building Permit Fee) 7%
Technology Surcharge Fee (Charged
based Building Permit Fee) 5%
273
Agenda Item # 8.

Resolution No. 2025-xxx Page 6 of 18

ENGINEERING DIVISION
Encroachment Permit
Parking Stall
Base $297.69
Per Stall Per Day $34.78
Special $721.22
Miscellaneous $1,219.42
Plan Check
County Sewer Plan Check $1,834.24
Public Works Plan Check Actual Cost
Stormwater Management Plan Check $1,916.08
Transportation Plan Check Actual Cost
Sewer Permit & Fees
City $740.65
County $1,630.66
Sewer Tap-in $148.34
Sewer Dye Test $195.39
Transportation Permits
Transportation Permits
Single $16.37
Annual $92.07
Inspection
274
Agenda Item # 8.

Resolution No. 2025-xxx Page 7 of 18
Engineering Inspection Fee (Based
on Construction Costs) 6%
Additional Inspection Visit $360.10
Mapping Fees
Final Subdivision Map Check
Base $4,800.94
City Land Surveyor (Minimum Deposit) $2,046.00
Lot-Line Adjustment $2,779.49
Misc. Engineering Fees
Vacating Easement/Right-of-Way $11,399.29
Utility Street Cut Permit (Based on
Construction Costs) $409.20 + 4%
Temporary Lane Closure Permit
Application (First Day Only) $642.44
Each Additional Day $95.14
Fees Assessed at Time of Engineering Permit Issuance
Technology Surcharge Fee (Charged
based Engineering Permit Fee) 5%

PLANNING DIVISION
General Applications
Annexation $18,415.02
Appeal $1,023.00
Application Extension
Single Family $1,035.28
Commercial/Multi-Family $1,742.17
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Resolution No. 2025-xxx Page 8 of 18
Application Modification
Single-Family $2,394.84
Commercial/Multi-Family $5,244.92
Development Agreement $14,307.68
Environmental Review (Deposit) Actual Cost
Flood Hazard Letter $706.89
Home Occupation Permit $471.60
Preliminary Project Review
Staff Review $6,801.93
Planning Commission $11,322.56
SB9 Dual Opportunity Development $3,548.79
Zoning Use Compliance $471.60
Zoning Verification Letter $706.89
Conditional Use Permit
New Use Permit or Modification $9,391.14
New Use Permit or Modification (NonProfit) $9,011.61
Temporary Use Permit $461.37
Design Review
Single Family
Administrative (<150 sq. ft.) $706.89
Administrative (>150 sq. ft.) $3,548.79
Zoning Administrator $6,562.55
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Agenda Item # 8.

Resolution No. 2025-xxx Page 9 of 18
Commercial/Multi-Family
Administrative $7,295.01
Planning Commission $15,165.98
Historic Permit
Alteration Permit $7,336.96
Resource/Landmark Designation $4,373.33
Mills Act $6,730.32
Sign Review
Modification of Existing Sign $471.60
New/Modification of Sign Program $1,413.79
New Sign $706.89
Public Notification
Public Notice
$2.00/per resident or occupant within
notification boundary
Tree Removal
Tree Removal Permit
First Tree $306.90
Each Additional Tree $153.45
Invasive Species (subject to verification) $0.00
In-Lieu Tree Replacement Fee $1,227.60
Consulting Arborist Actual Cost
Long Range Planning
General Plan Amendment (Deposit) Actual Cost
277
Agenda Item # 8.

Resolution No. 2025-xxx Page 10 of 18
Zone Change Actual Cost
Zone Text Amendment (Deposit) Actual Cost
Map Amendment (Deposit) Actual Cost
Planned Unit Development (PUD) Actual Cost
Single-Story Overlay Zone Actual Cost
Parklet Permit
Initial Application $565.72
Annual Fee (Calculated per Square Foot
of Parklet Area) $3.07/sq. ft.

Sidewalk Dining
Sidewalk Permit
Initial Application $565.72
Annual Review $365.21
Outdoor Display Permit
Outdoor Display Permit $1,178.50
Subdivision Review
Certificate of Compliance $4,095.07
Reversion to Acreage $7,446.42
Tentative Subdivision Map Review
Tract Map $10,788.56
Parcel Map $10,788.56
Urban Lot Split $6,124.70
Lot Line Adjustment/Lot Merger $5,135.46
278
Agenda Item # 8.

Resolution No. 2025-xxx Page 11 of 18
Map Extension or Modification
Administrative $3,813.74
Planning Commission/City Council $6,827.50
Variance
Variance
Single Family $10,838.69
Commercial/Multi-Family $13,196.70
Inclusionary Housing In-Lieu Fee
Multi-Family Rental $108.44/per Square Foot
Condominium For Sale $117.65/per Square Foot
Townhouse for Sale $173.91/per Square Foot
Fees Assessed at Time of Planning Project/Permit Submittal Technology Surcharge Fee (Charged
based Planning Project/Permit Fee) 5%
POLICE
Alarm Permit $44.07 per permit
Renewal $44.07 per permit
Late Renewal/Unpermitted Alarm
response
$91.68
False Alarm Response
First two responses in a permit year No charge
Third and subsequent responses $263.38
Alcohol Permit $121.56
Concealed Carry Weapon Permit
Initial Application $263.38
Bi-annual renewal $52.68
DUI Accident Response
Police Response $1,392.88
Fire Response $1,696.78
Fatal accident Fully allocated hourly rate for all
emergency personnel responding, not to
exceed $12,000.00 per incident
279
Agenda Item # 8.

Resolution No. 2025-xxx Page 12 of 18
Jail Booking Fees Actual County Cost
Massage Establishment Permit
New $328.21
Annual Renewal $91.17
Massage Appeal Hearing $2,353.20 per appeal
Includes one hour of City Attorney time
Miscellaneous Police Permit $181.63 Per Application
Parking Permit
Quarterly $46.60
Annual $115.48
Second Response Call-Back
Standard Response $223.87 Per Response After an Initial Warning
Juvenile Alcohol Party Response $969.44
Secondhand Dealer/Pawn Shop Permit
New $314.64
Annual Renewal $181.83
Solicitor Permit $181.63 Per Application
Special Event Permit Application
New For-Profit $506.50
New Non-Profit $405.20
On-Going For-Profit $202.6
On-Going Non-Profit $151.95
Special Event Police Service Actual Cost
Vehicle Impound Release $363.41 per vehicle
Vehicle Repossession $17.93 per vehicle
Verification/Clearance Letter $48.37 per letter
Subpoena $319.70
Subpoena Duces Tecum $15.80
280
Agenda Item # 8.

Resolution No. 2025-xxx Page 13 of 18
Police Report Copies $0.20 per page and no charge for victims of crimes

PUBLIC WORKS/ENVIRONMENTAL SERVICES AND UTILITIES
County Sewer Plan Check $726.83 Per Plan
Encroachment Permit
Parking Stall $119.99 Plus $35.91 Per Stall Per Day
Special $514.71
Miscellaneous $302.89 Per Permit
Final Subdivision Map Check $1,417.19 Per Map Plus Actual outside Costs
Flood Hazard Letter $84.64 Per Letter
Heavy Haul Permit $738.68 Per Permit
Public Works Inspection 6% of the Estimated Cost of Construction Lot-Line Adjustment $666.30 Plus Actual outside Costs
Sewer Dye Test $176.01 Per Test
Stormwater Management Plan Check $484.57 Per Application Temporary Lane Closure Permit $635.91 Per Permit Plus $71.87 Per Day After First Day
Utility Street Cut Permit 2% of Construction Cost ($200.00 Minimum)
Additional Inspection Visit (for existing
permit)
$193.58
Sewer Permit (City) $145.21
Sewer Permit (County) $272.45
Sewer Tap-in $60.58
Transportation Permit $30.14
Public Works Plan Check Actual Costs
281
Agenda Item # 8.

Resolution No. 2025-xxx Page 14 of 18
Transportation Plan Check Actual Costs
Technology Surcharge – Permit System
Maintenance, Document Archiving
Maintenance, Document Backfile
Conversion
5% of all permits

PARKS AND RECREATION
Banner Hanging
San Antonio/El Camino Real $470.64 Per Two Weeks
Downtown $470.64 Per Two Weeks
Fremont/Grant $389.50 Per Two Weeks
Lincoln Park
9-foot $194.80 Per Week
18-foot $389.60 Per Week
30-foot $470.69 Per Week
Los Altos Community Center Facility Rentals (per hour)
Community Room (Grand Oak)
Resident $289.82
Non-Resident $347.76
Non-Profit $144.86
Commercial $434.73
Meeting Room (Sequoia)
Resident $115.94
Non-Resident $144.86
Non-Profit $57.99
Commercial $173.88
Multi-purpose Room (Apricot,
Manzanita, Birch, Sycamore, Maple,
Courtyard only)
Resident $92.74
Non-Resident $115.94
Non-Profit $46.40
Commercial $139.14
Kitchen
Resident $57.99
Non-Resident $86.97
Non-Profit $28.92
Commercial $115.94
282
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Resolution No. 2025-xxx Page 15 of 18
Lobby
Resident $115.94
Non-Resident $144.86
Non-Profit $57.99
Commercial $173.88
Courtyard
Resident $57.99
Non-Resident $86.97
Non-Profit $28.92
Commercial $115.94
Package (Sequoia/Manzanita/Lobby)
Resident $243.42
Non-Resident $295.64
Non-Profit $121.71
Commercial $486.90
Package (Sequoia/Manzanita/Apricot)
Resident $243.42
Non-Resident $295.64
Non-Profit $121.71
Commercial $486.90
Package
(Seqouia/Manzanita/Buckeye/Madrone)
Resident $185.48
Non-Resident $226.05
Non-Profit $92.74
Commercial $370.96
Full Facility Deposit $1,159.28
Other Facility Rentals (per hour)
Multi-purpose rooms
Resident $139.14
Non-Resident $173.93
Non-Profit $69.54
Commercial $278.22
283
Agenda Item # 8.

Resolution No. 2025-xxx Page 16 of 18
Classrooms
Resident $57.99
Non-Resident $69.54
Non-Profit $46.40
Commercial $115.94
San Antonio Club
Resident $139.14
Non-Resident $173.93
Non-Profit $69.54
Commercial $278.22
Tennis and Bocce Courts
Resident $10.54
Non-Resident N/A
Non-Profit $8.00
Commercial N/A
Athletic Fields
Resident $57.99
Non-Resident $69.54
Non-Profit $28.97
Commercial N/A
Gymnasium (Half)
Resident $98.56
Non-Resident $127.49
Non-Profit $52.17
Commercial $185.48
Gymnasium (Full)
Resident $162.28
Non-Resident $208.68
Non-Profit $92.74
Commercial $324.62
Classroom Deposit $289.82
Multi-purpose room Deposit $579.64
284
Agenda Item # 8.

Resolution No. 2025-xxx Page 17 of 18
Other Facility Rentals (per hour)
Veterans Community Plaza Half Day
Resident $162.99
Non-Resident $208.68
Non-Profit $63.82
Commercial N/A
Veterans Community Plaza Full Day
Resident $255.02
Non-Resident $318.84
Non-Profit $104.34
Commercial N/A
Patriot Corner Picnic Area Half Day
Resident $173.88
Non-Resident $220.33
Non-Profit N/A
Commercial $347.76
Patriot Corner Picnic Area Full Day
Resident $255.02
Non-Resident $318.84
Non-Profit N/A
Commercial $510.05
Grant Picnic Area Half Day
Resident $104.34
Non-Resident $127.49
Non-Profit N/A
Commercial $208.68
Grant Picnic Area Full Day
Resident $139.08
Non-Resident $168.16
Non-Profit N/A
Commercial $278.22
Miscellaneous
Key Replacement $146.33
285
Agenda Item # 8.

Resolution No. 2025-xxx Page 18 of 18
Facility Rentals
Additional Facility Attendant $25.48 per hour
Linen Rental $28.97 per linen
Senior Lunch Program
Weekly Lunch Donation Only
Holiday Lunch Donation Only

OTHER FEES
Business License Listing $48.37 Per Request
Business License Duplicate $11.85 Per Request
City Initiative Filing $200.00 Per Initiative, Refunded if Within One Year of Filing the Notice of Intent,
the Elections Official Certifies the
Sufficiency of the Petition
Damage to City Property Time/Material
Document Certification $25.00 Per Certification
Document Reproduction $0.25 Per Page
Fair Political Practices Commission
Related
$0.10 Per Page
DVD Copy $2.00 Per Disk
Non-Sufficient Funds Check Processing $41.50 Per NSF Check Notary Fee $11.14
Tobacco Retailer License
Initial $289.82
Annual $173.93
286
Agenda Item # 8.

Resolution 2025- Page 1 of 3
RESOLUTION NO. 2025-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS APPROVING THE UPDATED FISCAL YEAR 2025/26 PAY SCHEDULE TO COMPLY WITH CALIFORNIA PUBLIC EMPLOYEES’ RETIREMENT SYSTEM (CALPERS)

STATUTORY AND REGULATORY REQUIREMENTS FOR COMPENSATION

EARNABLE AND PUBLICLY AVAILABLE PAY SCHEDULES
WHEREAS, all employers must comply with the compensation earnable and publicly available pay schedules provisions contained within California Government Code (GC) section 20636(d) and California Code of Regulations (CCR) 570.5; and
WHEREAS, it is necessary for the City Council to review and duly approve and adopt in accordance with requirements of applicable public meetings laws a publicly available pay schedule; and
WHEREAS, attached to this resolution and incorporated by reference is the City’s comprehensive pay schedule which will be made publicly available on the City’s external website and provide upon request; and
WHEREAS, the City reviews and may revise employee compensation and pay schedule ranges; and
WHEREAS, the City benefits from a highly qualified, municipal workforce; and WHEREAS, to assist in retaining such a workforce, it is critical that the City’s compensation levels are competitive in the marketplace; and
WHEREAS, the City should adjust pay to reflect changes in the region’s cost of living; and WHEREAS, represented classifications are covered by current contracts which specify the amount of the pay adjustments in the fiscal year.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby adopts the Update Fiscal Year 2025/26 Pay Schedule in Exhibit A reflecting these classification market pay adjustments.
287
Agenda Item # 8.

Resolution 2025- Page 2 of 3
I HEREBY CERTIFY that the foregoing is a true and correct copy of a Resolution passed and adopted by the City Council of the City of Los Altos at a meeting thereof on the 10th day of June, 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Pete Dailey, MAYOR
Attest:

Melissa Thurman, MMC

CITY CLERK
288
Agenda Item # 8.

City Manager: None LAMEA: Market Adjustment to Individual Classifications effective 06/22/25 Unrepresented Department Heads: Market Adjustment to Individual Classifications effective 06/22/25 POA: 5% Increase effective 06/22/2025 Unrepresented Management: Market Adjustment to Individual Classifications effective 06/22/25 Teamsters: Market Range Adjustment to Individual Classifications effective 06/22/25 Unrepresented Confidential: Market Adjustment to Individual Classifications effective 06/22/25 City of Los Altos - Full Time Salary Schedule FY 25/26
Resolution 2025-XX
Unrep. Department Head Classifications FLSA Status Range Min. Range Max. Range Min. Range Max. Range Min. Range Max.

City Manager Exempt $11,493.27 $24,902.08 $298,825.00
Assistant City Manager Exempt $9,347.25 $11,361.58 $20,252.38 $24,616.77 $243,028.55 $295,401.20 Police Chief Exempt $9,347.25 $11,361.58 $20,252.38 $24,616.77 $243,028.55 $295,401.20 Public Works Director Exempt $8,620.95 $10,478.76 $18,678.72 $22,703.98 $224,144.64 $272,447.81 Development Services Director Exempt $8,514.77 $10,349.70 $18,448.66 $22,424.35 $221,383.95 $269,092.19 Parks, Recreation, & Community Svs. Director Exempt $8,514.77 $10,349.70 $18,448.66 $22,424.35 $221,383.95 $269,092.19 Finance Director Exempt $8,219.19 $9,990.43 $17,808.25 $21,645.93 $213,699.05 $259,751.19 Human Resources Director Exempt $8,107.21 $9,854.31 $17,565.62 $21,351.01 $210,787.43 $256,212.12 Unrep. Management Classifications FLSA Status Range Min. Range Max. Range Min. Range Max. Range Min. Range Max.

Deputy City Manager Exempt $7,754.66 $9,425.84 $16,801.77 $20,422.65 $201,621.22 $245,071.86 Police Captain Exempt $7,735.33 $9,402.34 $16,759.88 $20,371.74 $201,118.53 $244,460.83 City Engineer Exempt $7,238.77 $8,798.77 $15,684.00 $19,064.00 $188,208.05 $228,768.06 Police Lieutenant Exempt $7,238.77 $8,798.77 $15,684.00 $19,064.00 $188,208.05 $228,768.06 Deputy Director Exempt $7,210.67 $8,764.61 $15,623.12 $18,990.00 $187,477.42 $227,879.98 Capital Improvement Projects Manager Exempt $6,848.41 $8,324.29 $14,838.23 $18,035.96 $178,058.70 $216,431.46 City Clerk Exempt $6,569.52 $7,985.29 $14,233.95 $17,301.46 $170,807.45 $207,617.52 Building Official Exempt $6,536.53 $7,945.19 $14,162.47 $17,214.58 $169,949.69 $206,574.91 Information Technology Manager Exempt $6,518.42 $7,923.18 $14,123.24 $17,166.88 $169,478.84 $206,002.58 Finance Manager Exempt $6,518.42 $7,923.18 $14,123.24 $17,166.88 $169,478.84 $206,002.58 Human Resources Manager Exempt $6,518.42 $7,923.18 $14,123.24 $17,166.88 $169,478.84 $206,002.58 Maintenance Superintendent Exempt $6,410.99 $7,792.59 $13,890.47 $16,883.95 $166,685.63 $202,607.43 Development Services Manager Exempt $6,244.05 $7,589.68 $13,528.77 $16,444.30 $162,345.23 $197,331.64 Human Resources Adminiatrator Exempt $6,053.00 $7,357.46 $13,114.83 $15,941.16 $157,377.95 $191,293.88 Public Works Manager Exempt $6,053.00 $7,357.46 $13,114.83 $15,941.16 $157,377.95 $191,293.88 Public Information Officer Exempt $5,855.68 $7,117.62 $12,687.31 $15,421.50 $152,247.69 $185,058.02 Assistant to the City Manager Exempt $5,726.01 $6,960.00 $12,406.35 $15,080.00 $148,876.24 $180,960.01 Recreation Manager Exempt $5,638.20 $6,853.27 $12,216.10 $14,848.75 $146,593.22 $178,184.97 Project Manager Exempt $5,620.81 $6,832.13 $12,178.42 $14,802.95 $146,141.07 $177,635.38 Unrep. Confidential Classifications FLSA Status Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Senior Civil Engineer Exempt $6,237.01 $6,548.86 $6,876.30 $7,220.12 $7,581.12 $13,513.52 $14,189.19 $14,898.65 $15,643.59 $16,425.77 $162,162.23 $170,270.34 $178,783.85 $187,723.05 $197,109.20 Senior Human Resouces Analyst Exempt $4,784.27 $5,023.48 $5,274.65 $5,538.39 $5,815.30 $10,365.91 $10,884.20 $11,428.41 $11,999.84 $12,599.83 $124,390.91 $130,610.45 $137,140.97 $143,998.02 $151,197.92 Senior Accountant Exempt $4,654.30 $4,887.01 $5,131.36 $5,387.93 $5,657.32 $10,084.31 $10,588.52 $11,117.95 $11,673.84 $12,257.54 $121,011.67 $127,062.25 $133,415.37 $140,086.13 $147,090.44 Management Analyst II Exempt $4,575.54 $4,804.32 $5,044.53 $5,296.76 $5,561.60 $9,913.67 $10,409.35 $10,929.82 $11,476.31 $12,050.12 $118,964.01 $124,912.21 $131,157.82 $137,715.71 $144,601.49 Human Resources Analyst II Exempt $4,556.44 $4,784.27 $5,023.48 $5,274.65 $5,538.39 $9,872.29 $10,365.91 $10,884.20 $11,428.41 $11,999.84 $118,467.53 $124,390.91 $130,610.45 $137,140.97 $143,998.02 Public Information Coordinator Non-Exempt $4,379.27 $4,598.24 $4,828.15 $5,069.55 $5,323.03 $9,488.42 $9,962.84 $10,460.99 $10,984.04 $11,533.24 $113,861.07 $119,554.12 $125,531.83 $131,808.42 $138,398.84 Human Resources Analyst I Exempt $4,300.74 $4,515.77 $4,741.56 $4,978.64 $5,227.57 $9,318.26 $9,784.18 $10,273.39 $10,787.05 $11,326.41 $111,819.16 $117,410.12 $123,280.62 $129,444.65 $135,916.89 Management Analyst I Exempt $4,287.80 $4,502.19 $4,727.30 $4,963.66 $5,211.84 $9,290.23 $9,754.74 $10,242.48 $10,754.60 $11,292.33 $111,482.73 $117,056.87 $122,909.71 $129,055.20 $135,507.96 Confidential Exectuive Assistant Non-Exempt $3,832.02 $4,023.62 $4,224.81 $4,436.05 $4,657.85 $8,302.72 $8,717.85 $9,153.75 $9,611.43 $10,092.01 $99,632.62 $104,614.25 $109,844.96 $115,337.21 $121,104.07 Deputy City Clerk Exempt $3,673.15 $3,856.81 $4,049.65 $4,252.13 $4,464.73 $7,958.49 $8,356.41 $8,774.23 $9,212.95 $9,673.59 $95,501.86 $100,276.95 $105,290.80 $110,555.34 $116,083.11 Human Resources Technician Non-Exempt $3,570.76 $3,749.30 $3,936.77 $4,133.60 $4,340.28 $7,736.65 $8,123.49 $8,529.66 $8,956.14 $9,403.95 $92,839.84 $97,481.83 $102,355.93 $107,473.72 $112,847.41 Biweekly Monthly Annual
Open Range Open Range Open Range
Open Range Open Range Open Range

Resolution 2025-XX
289
Agenda Item # 8.

LAMEA: Market Adjustment to Individual Classifications effective 06/22/25 City of Los Altos - Full Time Salary Schedule FY 25/26
Resolution 2025-XX
LAMEA Classifications FLSA Status Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Senior Network Systems Administrator Exempt $5,571.08 $5,849.64 $6,142.12 $6,449.23 $6,771.69 $12,070.68 $12,674.22 $13,307.93 $13,973.33 $14,671.99 $144,848.21 $152,090.62 $159,695.15 $167,679.90 $176,063.90 Senior Planner Exempt $5,468.74 $5,742.18 $6,029.28 $6,330.75 $6,647.29 $11,848.93 $12,441.38 $13,063.45 $13,716.62 $14,402.45 $142,187.20 $149,296.56 $156,761.39 $164,599.46 $172,829.44 Network Systems Administrator Exempt $5,305.80 $5,571.08 $5,849.64 $6,142.12 $6,449.23 $11,495.89 $12,070.68 $12,674.22 $13,307.93 $13,973.33 $137,950.67 $144,848.21 $152,090.62 $159,695.15 $167,679.90 Associate Civil Engineer Non-Exempt $5,259.15 $5,522.10 $5,798.21 $6,088.12 $6,392.53 $11,394.82 $11,964.56 $12,562.79 $13,190.93 $13,850.47 $136,737.83 $143,574.72 $150,753.46 $158,291.13 $166,205.69 Senior Building Inspector Exempt $5,095.16 $5,349.92 $5,617.41 $5,898.29 $6,193.20 $11,039.51 $11,591.49 $12,171.06 $12,779.62 $13,418.60 $132,474.17 $139,097.88 $146,052.77 $153,355.41 $161,023.18 Information Technology Analyst II Exempt $4,995.45 $5,245.22 $5,507.48 $5,782.85 $6,072.00 $10,823.47 $11,364.64 $11,932.87 $12,529.52 $13,155.99 $129,881.62 $136,375.70 $143,194.48 $150,354.21 $157,871.92 Emergency Response Coordinator Non-Exempt $4,961.88 $5,209.98 $5,470.48 $5,744.00 $6,031.20 $10,750.75 $11,288.29 $11,852.70 $12,445.34 $13,067.60 $129,008.99 $135,459.44 $142,232.41 $149,344.03 $156,811.23 Senior Recreation Supervisor Exempt $4,811.92 $5,052.51 $5,305.14 $5,570.40 $5,848.92 $10,425.82 $10,947.12 $11,494.47 $12,069.19 $12,672.65 $125,109.89 $131,365.39 $137,933.66 $144,830.34 $152,071.86 Information Technology Analyst I Exempt $4,757.57 $4,995.45 $5,245.22 $5,507.48 $5,782.85 $10,308.06 $10,823.47 $11,364.64 $11,932.87 $12,529.52 $123,696.78 $129,881.62 $136,375.70 $143,194.48 $150,354.21 Assistant Engineer Non-Exempt $4,636.83 $4,868.67 $5,112.10 $5,367.71 $5,636.09 $10,046.46 $10,548.78 $11,076.22 $11,630.03 $12,211.53 $120,557.51 $126,585.39 $132,914.66 $139,560.39 $146,538.41 Economic Development Coordinator Non-Exempt $4,625.18 $4,856.44 $5,099.26 $5,354.23 $5,621.94 $10,021.23 $10,522.29 $11,048.41 $11,600.83 $12,180.87 $120,254.75 $126,267.49 $132,580.87 $139,209.91 $146,170.41 Maintenance Supervisor Non-Exempt $4,587.99 $4,817.39 $5,058.26 $5,311.18 $5,576.74 $9,940.65 $10,437.69 $10,959.57 $11,507.55 $12,082.93 $119,287.85 $125,252.24 $131,514.85 $138,090.60 $144,995.13 Associate Planner Non-Exempt $4,614.59 $4,845.32 $5,087.59 $5,341.97 $5,609.07 $9,998.29 $10,498.20 $11,023.11 $11,574.27 $12,152.98 $119,979.47 $125,978.44 $132,277.36 $138,891.23 $145,835.79 Recreation Supervisor Exempt $4,582.78 $4,811.92 $5,052.51 $5,305.14 $5,570.40 $9,929.36 $10,425.82 $10,947.12 $11,494.47 $12,069.19 $119,152.28 $125,109.89 $131,365.39 $137,933.66 $144,830.34 GIS Technician Non-Exempt $4,473.14 $4,696.79 $4,931.63 $5,178.21 $5,437.12 $9,691.79 $10,176.38 $10,685.20 $11,219.46 $11,780.44 $116,301.54 $122,116.61 $128,222.44 $134,633.57 $141,365.25 Building Inspector Non-Exempt $4,466.49 $4,689.82 $4,924.31 $5,170.52 $5,429.05 $9,677.40 $10,161.27 $10,669.33 $11,202.80 $11,762.94 $116,128.79 $121,935.23 $128,032.00 $134,433.60 $141,155.27 Construction Inspector Non-Exempt $4,330.31 $4,546.82 $4,774.16 $5,012.87 $5,263.51 $9,382.33 $9,851.44 $10,344.02 $10,861.22 $11,404.28 $112,587.93 $118,217.33 $124,128.19 $130,334.60 $136,851.33 Accountant Non-Exempt $4,277.06 $4,490.91 $4,715.46 $4,951.23 $5,198.80 $9,266.97 $9,730.32 $10,216.83 $10,727.67 $11,264.06 $111,203.61 $116,763.79 $122,601.98 $128,732.08 $135,168.68 Sustainability Coordinator Non-Exempt $4,188.14 $4,397.55 $4,617.42 $4,848.29 $5,090.71 $9,074.30 $9,528.02 $10,004.42 $10,504.64 $11,029.87 $108,891.62 $114,336.20 $120,053.01 $126,055.66 $132,358.45 Assistant Planner Non-Exempt $4,177.05 $4,385.90 $4,605.19 $4,835.45 $5,077.23 $9,050.27 $9,502.78 $9,977.92 $10,476.82 $11,000.66 $108,603.21 $114,033.37 $119,735.04 $125,721.79 $132,007.88 Code Enforcement Officer Non-Exempt $4,062.77 $4,265.90 $4,479.20 $4,703.16 $4,938.32 $8,802.66 $9,242.79 $9,704.93 $10,190.18 $10,699.69 $105,631.90 $110,913.50 $116,459.17 $122,282.13 $128,396.23 Information Technology Technician Non-Exempt $3,998.93 $4,198.88 $4,408.82 $4,629.26 $4,860.73 $8,664.35 $9,097.57 $9,552.45 $10,030.07 $10,531.57 $103,972.22 $109,170.83 $114,629.38 $120,360.85 $126,378.89 Police Records Supervisor Non-Exempt $3,925.61 $4,121.89 $4,327.99 $4,544.38 $4,771.60 $8,505.49 $8,930.76 $9,377.30 $9,846.17 $10,338.47 $102,065.87 $107,169.16 $112,527.62 $118,154.00 $124,061.70 Engineering Technician Non-Exempt $3,738.27 $3,925.18 $4,121.44 $4,327.51 $4,543.89 $8,099.58 $8,504.55 $8,929.78 $9,376.27 $9,845.08 $97,194.90 $102,054.65 $107,157.38 $112,515.25 $118,141.01 Executive Assistant Non-Exempt $3,460.56 $3,633.58 $3,815.26 $4,006.03 $4,206.33 $7,497.87 $7,872.76 $8,266.40 $8,679.72 $9,113.71 $89,974.45 $94,473.17 $99,196.83 $104,156.67 $109,364.50 Development Services Technician Non-Exempt $3,451.27 $3,623.83 $3,805.02 $3,995.27 $4,195.03 $7,477.74 $7,851.63 $8,244.21 $8,656.42 $9,089.24 $89,732.91 $94,219.55 $98,930.53 $103,877.06 $109,070.91 Recreation Coordinator Non-Exempt $3,432.91 $3,604.56 $3,784.78 $3,974.02 $4,172.72 $7,437.97 $7,809.87 $8,200.36 $8,610.38 $9,040.90 $89,255.65 $93,718.44 $98,404.36 $103,324.58 $108,490.80 Accounting Technician II Non-Exempt $3,399.32 $3,569.29 $3,747.75 $3,935.14 $4,131.89 $7,365.19 $7,733.45 $8,120.12 $8,526.13 $8,952.44 $88,382.31 $92,801.43 $97,441.50 $102,313.57 $107,429.25 Lead Records Specialist Non-Exempt $3,302.78 $3,467.92 $3,641.31 $3,823.38 $4,014.55 $7,156.02 $7,513.82 $7,889.51 $8,283.99 $8,698.19 $85,872.25 $90,165.86 $94,674.15 $99,407.86 $104,378.25 Records Specialist Non-Exempt $3,002.53 $3,152.65 $3,310.29 $3,475.80 $3,649.59 $6,505.47 $6,830.75 $7,172.28 $7,530.90 $7,907.44 $78,065.68 $81,968.96 $86,067.41 $90,370.78 $94,889.32 Accounting Technician I Non-Exempt $2,951.91 $3,099.51 $3,254.48 $3,417.21 $3,588.07 $6,395.81 $6,715.60 $7,051.38 $7,403.95 $7,774.14 $76,749.69 $80,587.17 $84,616.53 $88,847.35 $93,289.72 Office Assistant II Non-Exempt $2,768.13 $2,906.54 $3,051.87 $3,204.46 $3,364.68 $5,997.62 $6,297.50 $6,612.38 $6,943.00 $7,290.15 $71,971.47 $75,570.04 $79,348.55 $83,315.97 $87,481.77 Accounting Office Assistant Non-Exempt $2,768.13 $2,906.54 $3,051.87 $3,204.46 $3,364.68 $5,997.62 $6,297.50 $6,612.38 $6,943.00 $7,290.15 $71,971.47 $75,570.04 $79,348.55 $83,315.97 $87,481.77 Recreation Assistant Non-Exempt $2,581.56 $2,710.64 $2,846.17 $2,988.48 $3,137.90 $5,593.38 $5,873.05 $6,166.70 $6,475.04 $6,798.79 $67,120.56 $70,476.59 $74,000.42 $77,700.44 $81,585.46 Office Assistant I Non-Exempt $2,338.86 $2,455.80 $2,578.59 $2,707.52 $2,842.89 $5,067.52 $5,320.90 $5,586.94 $5,866.29 $6,159.60 $60,810.25 $63,850.76 $67,043.30 $70,395.47 $73,915.24 Biweekly Monthly Annual

Resolution 2025-XX
290
Agenda Item # 8.

POA: 5% Increase effective 06/22/2025
City of Los Altos - Full Time Salary Schedule FY 25/26
Resolution 2025-XX
POA Classifications FLSA Status Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Police Sergeant Non-Exempt $6,115.21 $6,420.98 $6,742.02 $7,079.13 $7,433.08 $13,249.63 $13,912.11 $14,607.72 $15,338.11 $16,105.01 $158,995.59 $166,945.37 $175,292.63 $184,057.27 $193,260.13 Police Corporal Non-Exempt $5,420.02 $5,691.02 $5,975.57 $6,274.35 $6,588.06 $11,743.37 $12,330.54 $12,947.06 $13,594.42 $14,274.14 $140,920.44 $147,966.46 $155,364.78 $163,133.02 $171,289.67 Communications Supervisor Non-Exempt $5,248.38 $5,510.80 $5,786.34 $6,075.66 $6,379.44 $11,371.50 $11,940.07 $12,537.07 $13,163.93 $13,822.12 $136,457.96 $143,280.85 $150,444.90 $157,967.14 $165,865.50 Police Officer Non-Exempt $5,118.67 $5,374.61 $5,643.34 $5,925.51 $6,221.78 $11,090.46 $11,644.99 $12,227.23 $12,838.60 $13,480.53 $133,085.55 $139,739.83 $146,726.82 $154,063.16 $161,766.32 Lead Communications Officer Non-Exempt $4,820.03 $5,061.03 $5,314.08 $5,579.79 $5,858.77 $10,443.39 $10,965.56 $11,513.84 $12,089.54 $12,694.01 $125,320.74 $131,586.78 $138,166.12 $145,074.42 $152,328.14 Crime Analyst Non-Exempt $4,521.78 $4,747.87 $4,985.26 $5,234.52 $5,496.25 $9,797.18 $10,287.04 $10,801.40 $11,341.47 $11,908.54 $117,566.22 $123,444.53 $129,616.76 $136,097.59 $142,902.47 Communications Officer Non-Exempt $4,413.96 $4,634.66 $4,866.39 $5,109.71 $5,365.20 $9,563.58 $10,041.76 $10,543.85 $11,071.04 $11,624.59 $114,762.95 $120,501.10 $126,526.16 $132,852.46 $139,495.09 Police Officer Trainee Non-Exempt $5,118.67 $5,118.67 $5,118.67 $5,118.67 $5,118.67 $11,090.46 $11,090.46 $11,090.46 $11,090.46 $11,090.46 $133,085.55 $133,085.55 $133,085.55 $133,085.55 $133,085.55 Community Service Officer Non-Exempt $3,643.53 $3,825.71 $4,016.99 $4,217.84 $4,428.73 $7,894.32 $8,289.03 $8,703.48 $9,138.66 $9,595.59 $94,731.79 $99,468.38 $104,441.80 $109,663.89 $115,147.09 Biweekly Monthly Annual

Resolution 2025-XX
291
Agenda Item # 8.

Teamsters: Market Range Adjustment to Individual Classifications, effective 06/22/25 City of Los Altos - Full Time Salary Schedule FY 25/26
Resolution 2025-XX
Teamsters Classifications FLSA Status Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Step A Step B Step C Step D Step E Senior Wastewater Maintenance Worker Non-Exempt $3,843.09 $4,035.24 $4,237.01 $4,448.86 $4,671.30 $8,326.70 $8,743.03 $9,180.18 $9,639.19 $10,121.15 $99,920.34 $104,916.36 $110,162.17 $115,670.28 $121,453.80 Senior Maintenance Technician Non-Exempt $3,787.13 Open Range $4,603.28 $8,205.44 Open Range $9,973.77 $98,465.32 Open Range $119,685.21 Maintenance Leadworker Non-Exempt $3,674.61 Open Range $4,466.51 $7,961.65 Open Range $9,677.44 $95,539.83 Open Range $116,129.26 Equipment Mechanic II Non-Exempt $3,660.08 $3,843.09 $4,035.24 $4,237.00 $4,448.85 $7,930.18 $8,326.69 $8,743.02 $9,180.18 $9,639.18 $95,162.17 $99,920.28 $104,916.29 $110,162.11 $115,670.21 Wastewater Maintenance Worker II Non-Exempt $3,493.73 Open Range $4,246.65 $7,569.74 Open Range $9,201.06 $90,836.86 Open Range $110,412.77 Maintenance Technician Non-Exempt $3,442.84 Open Range $4,184.80 $7,459.49 Open Range $9,067.06 $89,513.93 Open Range $108,804.74 Equipment Mechanic I Non-Exempt $3,327.35 $3,493.72 $3,668.40 $3,851.82 $4,044.41 $7,209.26 $7,569.72 $7,948.20 $8,345.61 $8,762.90 $86,511.07 $90,836.62 $95,378.45 $100,147.37 $105,154.74 Wastewater Maintenance Worker I Non-Exempt $3,169.78 $3,328.27 $3,494.68 $3,669.42 $3,852.89 $6,867.86 $7,211.25 $7,571.81 $7,950.40 $8,347.92 $82,414.28 $86,534.99 $90,861.74 $95,404.83 $100,175.07 Maintenance Worker II Non-Exempt $3,057.72 Open Range $3,716.67 $6,625.05 Open Range $8,052.79 $79,500.60 Open Range $96,633.47 Maintenance Worker I Non-Exempt $2,751.78 Open Range $3,344.80 $5,962.18 Open Range $7,247.07 $71,546.18 Open Range $86,964.82 Biweekly Monthly Annual

Resolution 2025-XX
292
Agenda Item # 8.

Part-Time Classifications: Market Range Adjustment to Individual Classifications, effective 06/22/25 City of Los Altos - Part-Time Hourly Rate Schedule FY 25/26 Resolution 2025-XX
Part-Time Classifications Title FLSA Status Employment
Status Rate Type Min Max
Project Manager Non-Exempt Part-Time Hourly $55.00 $85.40 Network Engineer Non-Exempt Part-Time Hourly $57.77 $80.62 Public Safety Specialist - Dispatch Non-Exempt Part-Time Hourly $66.21 $80.48 Emergency Preparedness Coordinator Non-Exempt Part-Time Hourly $62.03 $75.39 Police Officer - Level I Non-Exempt Part-Time Hourly $67.00 $67.00 IT Technician Non-Exempt Part-Time Hourly $49.99 $60.76 Parking Enforcement Officer Non-Exempt Part-Time Hourly $45.54 $55.36 Property & Evidence CSO Non-Exempt Part-Time Hourly $45.54 $55.36 Project Coordinator Non-Exempt Part-Time Hourly $34.60 $50.00 Department Support Specialist Non-Exempt Part-Time Hourly $37.00 $46.00 Public Safety Specialist - Records Non-Exempt Part-Time Hourly $37.53 $45.62 Clerical Assistant II Non-Exempt Part-Time Hourly $29.24 $35.54 Recreation Specialist Non-Exempt Part-Time Hourly $25.00 $33.11 Maintenance Worker I Non-Exempt Part-Time Hourly $26.10 $32.72 Intern Non-Exempt Temporary Hourly $18.00 $30.00
Clerical Assistant I Non-Exempt Part-Time Hourly $20.00 $29.50 Records Management Assistant Non-Exempt Part-Time Hourly $20.00 $29.50 Senior Recreation Leader Non-Exempt Seasonal Hourly $20.00 $25.00 Facility Attendant Non-Exempt Part-Time Hourly $18.20 $24.25 Recreation Leader Non-Exempt Seasonal Hourly $18.20 $21.50 Council Member Non-Exempt Part-Time Stipend Stipend $950.00 / Month Police Officer - Level II Non-Exempt Per-Diem Stipend Stipend $200.00 / Month

Resolution 2025-XX
293
Agenda Item # 8.

Resolution No. 2025- Page 1
RESOLUTION NO. 2025-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS REAFFIRMING THE FY 2025-26 UTILITY USERS TAX RATE
WHEREAS, the rate of tax for each of the Utility Users Taxes imposed in Section

3.40.070, 3.40.090, and 3.40.110 of the Los Altos Municipal Code does hereby remain fixed and levied at 3.5 percent until further action of the City Council; and WHEREAS, the Los Altos Municipal Code requires that each year, following the adoption of the City’s budget, the City Council will determine the rate to be charged for the Utility Users Tax and shall set that rate in an amount not to exceed the rate authorized by the ordinance; and
WHEREAS, the City Council reviewed and adopted the budget on June 10, 2025.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby authorizes the following:

1. The rate of tax for each of the utility users taxes imposed in Sections 3.40.070,

3.40.090, and 3.40.110 of the Los Altos Municipal Code does hereby remain fixed and levied at 3.5 percent until further action of the City Council

2. Maintain this rate to fund general governmental operational expenses as necessary
I HEREBY CERTIFY that the foregoing is a true and correct copy of a Resolution passed and adopted by the City Council of the City of Los Altos at a meeting thereof on the 10th day of June, 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________
Pete Dailey, MAYOR
Attest:
_____________________________
Melissa Thurman, MMC

CITY CLERK
294
Agenda Item # 8.

Resolution No. 2025- Page 1
RESOLUTION NO. 2025-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS REAFFIRMING THE FY 2025-2026 TRANSIENT OCCUPANCY TAX RATE WHEREAS, on November 6, 2018 the voters of the City of Los Altos approved an increase in the Transient Occupancy Tax from 11% to a maximum of 14%; and WHEREAS, the Los Altos Municipal Code requires that each year, following the adoption of the City’s budget, the City Council will reaffirm the rate for the Transient Occupancy Tax as approved by the voters on November 6, 2018; and
WHEREAS, the City Council reviewed and adopted the budget on June 10, 2025.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby authorizes the following:

1. Adopt the Transient Occupancy Tax of 14% pursuant to Section 3.36.020

2. Maintain this rate to fund general governmental operational expenses as necessary
I HEREBY CERTIFY that the foregoing is a true and correct copy of a Resolution passed and adopted by the City Council of the City of Los Altos at a meeting thereof on the 10th day of June, 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________
Pete Dailey, MAYOR
Attest:
_____________________________
Melissa Thurman, MMC

CITY CLERK
295
Agenda Item # 8.

Resolution 2025-xxx Page 1
RESOLUTION NO. 2025-__

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS

AUTHORIZING THE ALLOCATION OF PARK-IN-LIEU FUNDS FOR PARKS AND

RECREATION FACILITY IMPROVEMENT PROJECTS
WHEREAS, the City currently has $19,654,532 in Park-In-Lieu funds to cover the cost of requested parks and recreation facility improvements in Los Altos; and WHEREAS, the City has determined through the budget process that the listed projects should be done through the use of Park-In-Lieu funds; and
WHEREAS, staff will take each project through the proper public process to select consultants, vendors and contractors to complete these projects; and WHEREAS, previously authorized projects and the amounts needed for carryover are included to reflect all Park-In-Lieu funds needed for project completion in FY 2025/26; and WHEREAS, this action is Categorically Exempt pursuant to CEQA section 15301 – Existing Facilities consisting of the operation, or minor alteration of existing public structures and facilities involving negligible or no expansion of existing or former use.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos does hereby (list action):
1) Find that Park in Lieu fees may be used for the purpose of developing new or rehabilitating existing park or recreational facilities within the City because: (1) the neighborhoods in which the fees are to be expended has fewer than three acres of park area per 1,000 members of the City; (2) is reasonably foreseeable that City residents will use the proposed park and recreational facilities where the fees are being used; (3) the use of the fees is consistent with the City's adopted general plan and park master plan; and (4) the fees are used in compliance with Los Altos Municipal Code Section 13.24.010. 2) The City Council of the City of Los Altos hereby authorizes the allocation of $6,085,300 from the City’s Park-In-Lieu fund to make the following park and recreation facility improvements in FY 2025/26.
 Hillview/McKenzie Dog Park $1,188,300
 Grant Park Playgrounds $620,000
 Shoup Park Playgrounds $620,000
 EOC (Community Center) Generator $600,000
 Grant Park Facility (Electrical, Hot Water & HVAC) $118,000  Community Center Café $165,000
 Hillview Park Fitness Equipment $145,000
 San Antonio Club Upgrades $85,000
 Shoup and Grant Park Pathway Rehabilitation $285,000
 Grant Park Perimeter Fence Replacement $90,000
 Grant Park Facility Photovoltaic and Battery Storage $275,000 296
Agenda Item # 8.

Resolution 2025-xxx Page 1
 Civic Center Parking $180,000
 Downtown Park Space with Parking $1,714,000
3) The use of the fees is consistent with the following:
(a) the City’s General Plan, Open Space, Conservation & Community Facilities Element, Park and Recreational Facilities and Programs, Goal 6: Ensure proper maintenance of parks, open space, and public facilities, Policy 4.1: Provide adequate level of maintenance for City parks, open space, and public facilities, to ensure safety, aesthetics, and recreational enjoyment for Los Altos residents;
(b) the Los Altos Park Plan (2012) citing to the Redwood Grove Nature Preserve Master Plan (1980), was designed to preserve the grove as a unique resource while also improving facilities, accessibility and circulation. Since its adoption of the Master Plan, the City has followed through with many recommendations, however, there are still recommendations in that Master Plan that have yet to be implemented and should be considered as part of planning for Redwood Grove.
4) The fees are used in compliance Los Altos Municipal Code Section 13.24.010.

I HEREBY CERTIFY that the foregoing is a true and correct copy of a resolution passed and adopted by the City Council of the City of Los Altos at a meeting thereof on the 10th day of June 2025, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
__________________________
Pete Dailey, MAYOR
Attest:
_____________________________
Melissa Thurman, MMC

CITY CLERK
297
Agenda Item # 8.

Resolution No. 2025- Page 1
RESOLUTION NO. 2025-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS ADOPTING THE FY 2025/26 OPERATING BUDGET
WHEREAS, it has been determined that the adoption of an annual Operating Budget is an effective and prudent management tool; and
WHEREAS, the City Council reviewed the FY 2025/26 Operating Budget at public meetings held on May 27, 2025 and June 10, 2025; and
WHEREAS, increases in salary ranges are to take effect in the first full pay period in July 2025.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby determines that:

1. The City of Los Altos FY 2025/26 Annual Operating Budget has been presented and reviewed by City Council with regard to the approval of estimated revenues, appropriations, capital projects, and transfers for all City funds in accordance with adopted Financial and Investment Policies; and

2. City programs, services, and activities will be provided and maintained within the confines of this Financial Plan/Operating Budget in a manner consistent with adopted Financial Policies; and

3. Funds are deemed appropriated for those purposes and in amounts contained in said Financial Plan/ Operating Budget and the City Manager is authorized to approve appropriations and transfers of these funds to the extent allowed by law and Financial Policies in implementing the work programs incorporated within the adopted budget; and

4. This budget includes the maintenance of an Operating Reserve of 20%

5. Encumbrances (obligated contract commitments), active capital improvement projects, and active grant awards that have not been completed or received at the end of each fiscal year shall be carried forward and re-appropriated into the next fiscal year.
298
Agenda Item # 8.

Resolution No. 2025- Page 2
I HEREBY CERTIFY that the foregoing is a true and correct copy of a Resolution passed and adopted by the City Council of the City of Los Altos at a meeting thereof on the 10th day of June, 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________
Pete Dailey, MAYOR
Attest:
_____________________________
Melissa Thurman, MMC

CITY CLERK
299
Agenda Item # 8.

Resolution No. 2025- Page 1
RESOLUTION NO. 2025-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS ADOPTING THE FY 2025-30 FIVE-YEAR CAPITAL IMPROVEMENT AND

MAJOR MAINTENANCE PROGRAM (CIMMP)
WHEREAS, the City Council reviewed the FY 2025-30 Capital Improvement and Major Maintenance Program (CIMMP) at a public meeting held on May 27, 2025; and WHEREAS, modifications and/or adjustments identified in the aforementioned public meeting are incorporated within the five-year CIMMP before the Council.

NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby:

1. Adopts the FY 2025–30 Five-Year Capital Improvement and Major Maintenance Program submitted as presented for those respective fiscal years; and appropriates funds, for all respective funds, for those projects identified within the FY2025/26; and

2. Authorizes the City Manager to proceed with those FY 2025/26 projects identified for implementation or the commencement of planning for them.

I HEREBY CERTIFY that the foregoing is a true and correct copy of a Resolution passed and adopted by the City Council of the City of Los Altos at a meeting thereof on the 10th day of June, 2025 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
___________________________
Pete Dailey, MAYOR
Attest:
_____________________________
Melissa Thurman, MMC

CITY CLERK
300
Agenda Item # 8.

City Council Agenda Report
Meeting Date: June 10, 2025
Prepared By: Steven Son
Approved By: Gabe Engeland
Subject: E-Bike and E-Scooter Regulations

COUNCIL PRIORITY AREA
☒Business Communities
☒Circulation Safety and Efficiency
☒Environmental Sustainability
☐Housing
☐Neighborhood Safety Infrastructure
☒General Government

RECOMMENDATION
Introduce an Ordinance of the City Council of the City of Los Altos Repealing Chapter 8.32 in its entirety and replacing it with a new Chapter 8.32 entitled “Bicycle and Electric Mobility Devices” to Title 8 (Vehicles and Traffic) of the Los Altos Municipal Code.

FISCAL IMPACT
Not Applicable.

ENVIRONMENTAL REVIEW
Not a Project Under CEQA.

PREVIOUS COUNCIL CONSIDERATION
Not Applicable.

BACKGROUND
The City has received numerous concerns from Los Altos residents regarding the unsafe use of ebikes and e-scooters on city streets and sidewalks, particularly by juveniles. Residents have reported, and City staff have observed, riders without helmets, multiple riders on e-bikes or escooters designed for one rider, excessive speeding, unsafe behaviors on sidewalks, riding against traffic, and a general disregard of traffic laws. There is a perception that current state law does not adequately address safety concerns related to e-bikes for riders and passengers, as well as for pedestrians on sidewalks.

After consultation with the Police Department, this matter was brought to the Complete Street Commission (CSC) on October 30, 2024. Staff provided background regarding the e-bike law, 301
Agenda Item # 9.
potential upcoming legislation, and the need for a city ordinance to address areas not covered by state law or to introduce regulations that are more stringent than what currently exists in state law.

The proposed ordinance recommends the following:

1. The operators of e-bikes and e-scooters must wear a helmet.

2. E-bikes and e-scooters shall not be operated on the sidewalks throughout the City, with the exceptions identified below.

3. The number of riders on an e-bike and e-scooter shall not exceed one (1), unless the e-bike or scooter are specifically designed for multiple riders.

ANALYSIS
California Vehicle Code (CVC) 231 classifies an e-bike as a bicycle, granting the same rights and privileges. CVC 21100 further extends vehicle driver rights, including, but not limited to, a provision concerning driving under the influence, to bicycle riders. Under existing State law, bicyclists and e-bicyclists can operate on the road and the sidewalk without restriction. However, CVC 21100(3) and 21207 permit local agencies to restrict the operation of bicycles and e-bicycles.

For e-scooters, CVC 21221 provides similar rights and privileges to those of a vehicle operating on the highway, including, but not limited to, provisions concerning driving under the influence.

CVC 21230 permits e-scooter operation on bicycle paths, trails, or bikeways, unless the local authority or the governing body of a local agency has jurisdiction over that path, trail, or bikeway and prohibits that operation by ordinance. CVC 21235 mandates a valid driver’s license for escooter operation and prohibits sidewalk use, except when entering or leaving an adjacent property.

DISCUSSION
At the October 30, 2024, CSC meeting, based on public feedback, the CSC identified that many of the recommendations from the Police Department and staff were already included in current State law, and that a local ordinance should focus on the points identified above. Furthermore, the Commissioners expressed concern about restricting e-bikes on all sidewalks, particularly for children. Under CVC 231, an e-bike is considered equivalent to a bicycle. For this reason, the CSC is concerned that restricting e-bikes on all sidewalks could inadvertently impact young riders who may not be comfortable riding in the street.

At the January 29, 2025, meeting, the CSC recommended adopting sidewalk restrictions only in the downtown area. The proposed ordinance reflects the belief that a more comprehensive ordinance with citywide application is more appropriate, as the observed issues and unsafe behaviors are not limited to the downtown area. Police officers have observed similar concerns around the high school, business districts outside of downtown, and other locations throughout the city. Staff believes limiting restrictions to downtown would not effectively educate residents on the proper use of e-bikes and e-scooters.

To address the concerns of the public and CSC, the proposed new ordinance includes key exceptions for sidewalk riding:
302
Agenda Item # 9.
• Children Under 12: Children under the age of 12 are permitted to ride on sidewalks, provided they exercise necessary precautions, particularly when around pedestrians. • Unsafe Road Geometry: Riders can use existing sidewalks with caution in areas where the road lacks a designated bicycle lane or sufficient width for safe navigation While some of the recommended ordinances will duplicate existing State law, the Los Altos Police Department would like to adopt them into the municipal code for flexibility. Currently, if a police officer cites a resident under the State law, the citation will be considered by the traffic court, which will determine the penalties and fines. If the Council adopts the State law into the City’s municipal ordinance, the police officer has the option to issue a warning or cite someone under the municipal ordinance, and the resident will pay a fine based on the City’s fine schedule.

ATTACHMENTS

1. Ordinance

2. Appendix A
303
Agenda Item # 9.
1 ORDINANCE NO. 2025-

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS REPEALING CHAPTER 8.32 IN ITS ENTIRETY AND REPLACING IT WITH A NEW CHAPTER 8.32 ENTITLED “BICYCLE AND ELECTRIC MOBILITY DEVICES” TO TITLE 8 (VEHICLES AND TRAFFIC) OF THE LOS ALTOS MUNICIPAL CODE WHEREAS, the City of Los Altos Bicycle Ordinance and regulations are codified in Title 8 of the Los Altos Municipal Code; and
WHEREAS, a number of the provisions such as the bicycle licensing requirement(s) are outdated and should be removed; and
WHEREAS, the use of electric bicycles and other mobility devices in the City of Los Altos has proliferated; and
WHEREAS, California Vehicle Code Sections 21100 and 21206 authorize the City of Los Altos to regulate the use of bicycles, electric bicycles, and other regulated mobility devices; and WHEREAS, the City of Los Altos wishes to regulate the use of bicycles, electric bicycles and other regulated mobility devices to further the safe and effective use within the City limits; and
WHEREAS, the City Council held a duly noticed public hearing on June 10, 2025; and NOW, THEREFORE, the City Council of the City of Los Altos does hereby ordain as follows:

SECTION 1. AMENDMENT OF TITLE 8 OF THE MUNICIPAL CODE. Chapter 8.32 is repealed in its entirety and hereby replaced within the of the Los Altos Municipal Code as set forth in Appendix A to this Ordinance, underline indicates addition, strikethrough indicates deletion.

SECTION 2. CONSTITUTIONALITY; AMBIGUITIES. If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions hereof. Any ambiguities in the Los Altos Municipal Code created by this Ordinance shall be resolved by the City Manager or their designee, in their reasonable discretion, after consulting the City Attorney.

SECTION 3. PUBLICATION. This Ordinance shall be published as provided in Government Code Section 36933.

SECTION 4. EFFECTIVE DATE. This Ordinance shall be effective upon the commencement of the thirty-first day following the adoption hereof.

The foregoing Ordinance was duly and properly introduced at a regular meeting of the City 304
Agenda Item # 9.
2 Council of the City of Los Altos held on June 10, 2025, and wasthereafter, at a regular meeting held on July 8, 2025, passed and adopted by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Pete Dailey, MAYOR
Attest:

Melissa Thurman MMC, CITY CLERK
305
Agenda Item # 9.

APPENDIX A
AMENDMENTS TO CHAPTER 8.32
306
Agenda Item # 9.

APPENDIX A

Chapter 8.32 BICYCLES AND ELECTRIC MOBILITY DEVICES

8.32.010 – Definitions.
“Bicycle” has the same meaning as in California Vehicle Code Section 231, as it may be amended from time to time.
“Electric bicycle” has the same meaning as in California Vehicle Code Section 312.5, as it may be amended from time to time.
“Electric personal assistive mobility device” has the same meaning as in California Vehicle Code Section 313, as it may be amended from time to time.
“Electrically motorized boards” has the same meaning as in California Vehicle Code Section 313.5, as it may be amended from time to time.
“Helmet” means a bicycle helmet that meets the standards of either the American Society for Testing and Materials (ASTM) or the United States Consumer Product Safety Commission (CPSC). “Low speed vehicle” has the same meaning as in California Vehicle Code Section 385.5, as it may be amended from time to time.
“Motorized scooter” has the same meaning as in California Vehicle Code Section 407.5, as it may be amended from time to time.
“Operator” means a person who owns, operates, and/or controls a regulated mobility device. “Pedestrian path” means any publicly owned path for the exclusive use of pedestrians. “Regulated mobility device” means an electric bicycle, electric personal assistive mobility device, electrically motorized board, low-speed vehicle, motorized scooter, and any other similar vehicle. “Rider” means a traveler riding in or on a regulated mobility device who is not operating it. “Vehicle” has the same meaning as in California Vehicle Code Section 670, as it may be amended from time to time.

8.32.020 – Applicability of State law; violations generally. a) In addition to the restrictions imposed by this Chapter, every person riding or operating a bicycle or regulated mobility device within the City of Los Altos shall exercise all due care and reduce the speed of the device, obey all traffic control devices, and take all other action relating to operation of the device as necessary to safeguard the operator, passengers, and any persons or other vehicles or devices in the immediate area. All persons must comply with all State laws pertaining to the equipping of and operation of bicycles and regulated mobility devices, particularly those sections of the California Vehicle Code pertaining to obedience to traffic officers and firefighters, accidents and accident reports, and all rules of the road.
b) It shall be unlawful for any person to ride or operate a bicycle or regulated mobility device in violation of any of the provisions of the California Vehicle Code or this Chapter.

8.32.030 – Riding on sidewalks and pedestrian paths prohibited.

No person shall ride or operate a bicycle or regulated mobility device on any sidewalk or pedestrian path in the City of Los Altos, except as specifically permitted in this Chapter. 307
Agenda Item # 9.

8.32.040 – Riding in groups.

Persons riding or operating bicycles or regulated mobility devices on a public highway, street, bicycle lane, and/or pedestrian path shall not ride more than two (2) abreast.

8.32.050 – Helmets Required.

A helmet which meets the definition of this chapter shall be required for all persons seventeen (17) years of age and younger at all times while riding a bicycle or electric mobility device within the City of Los Altos.

8.32.060 – Trick riding.

No person riding or operating a bicycle or regulated mobility device upon a public highway, street, or sidewalk, pathway, as may be specifically permitted in this Chapter, shall perform, or attempt to perform, any acrobatics, trick or stunt.

8.32.070 – Riding in playgrounds or school grounds.

No person shall ride or operate a bicycle or regulated mobility device upon any playground or school grounds without permission of the person having supervision thereof.

8.32.080 – Number of riders per bicycle
The number of riders on an e-bicycle and e-scooter shall not exceed one (1), unless the e-bicycle or scooter is specifically designed for multiple riders by the manufacturer.

8.32.090 – Penalties for violations and enforcement.
a) Penalties for violations. Any penalties for violations of this chapter may be processed as an infraction.

1. The penalty for a first violation of this Chapter is fifty dollars ($50.00).

2. The penalty for a second violation of this Chapter is seventy-five dollars ($75.00).

3. The penalty for a third violation of this Chapter is one hundred dollars ($100.00).

8.32.100 – Bicycle Sale/Rental Businesses.

Businesses within the City of Los Altos that sell, rent, or service bicycles and electric mobility devices shall provide safety information and the legal use of such devices within the State of California and the City of Los Altos.

This information shall be provided at the time of sale, time of rental, or upon the request of any individual.

8.32.110 – Exemptions.
a) Public agency personnel. Notwithstanding any other provision of this Chapter, or any other Section of this Code, City of Los Altos and public agency personnel may operate regulated mobility devices or other vehicles at any place in the City of Los Altos in the performance of their official duties. b) Disability. This Chapter does not apply to, or otherwise restrict, regulated mobility devices used in a safe manner by physically disabled persons as defined in the Americans with Disabilities Act." c) Juveniles 12 years of age and younger exercising due caution and yielding the right of way to pedestrians may operate a bicycle upon a sidewalk, unless in front of a school or building used for the purposes of operating a business.
308
Agenda Item # 9.

a. Bicyclist permitted on the sidewalk must operate in single file under the provisions of this section.
d) Any individual may operate a bicycle on a sidewalk if riding the bicycle on the street or designated bicycle lane places that individual in an unsafe situation given the current roadway condition. e) This section shall not apply to members of the Los Altos Police Department while engaged in their official duties.
309
Agenda Item # 9.

City of Los Altos 2025 Tentative Council Agenda Calendar All items and dates are tentative and subject to change unless a specific date has been noticed for a legally required Public Hearing.

Items may be added or removed from the shown date at any time and for any reason prior to the publication of the agenda.

June 24, 2025
REGULAR MEETING (7:00 p.m.):

CONSENT:
 Adoption of Resolution – Purchase of Fleet Vehicles
 Adoption of Resolution – Agreement with Axon Enterprise, Inc July 8, 2025
REGULAR MEETING (7:00 p.m.):

CONSENT:
 Receive Treasurer’s Report
 Award Construction Contract for Annual Street Resurfacing Project  Execute an agreement with R3 Consulting Group, Inc. for on-call consulting services for the solid waste program  Approve FLOCK Contract
The Los Altos City Council Summer Break Begins on July 9, 2025, and the next Council meeting date is August 26, 2025 The remaining 2025 City Council agenda calendar items are pending and will be published at a later date. 310
Agenda Item # 10.

PROGRAM SUB PROJECT INITIATION DATE HEU COMPLETION DATE STATUS Program 2.D: Encourage and streamline Accessory Dwelling Units (ADUs).

Budget & Hire Planning
Technician December 31, 2022 COMPLETED
Program 2.D: Encourage and streamline Accessory Dwelling Units (ADUs).

Amend ADU Ordinance
based upon HCD's letter 6 months or less COMPLETED
Program 6.G: Housing mobility
Allow more than one
JADU (at least two per
site)
with ADU Ordinance
Update COMPLETED
Program 3.H: Amend design review process and
requirements.

Eliminate 3rd Party
Architectural Review February 28, 2023 COMPLETED
Program 3.H: Amend design review process and
requirements.

Dismiss Design Review
Commission February 28, 2023 COMPLETED
Program 3.L: Eliminate the requirement of story poles. March 31, 2023 COMPLETED Program 2.E: Conduct annual ADU rental income surveys.

Budget & Hire Housing
Manager March 31, 2023 COMPLETED
Program 4.J: Facilitate alternate modes of transportation for Adopt VMT Policy & June 30, 2023 COMPLETED Program 2.D: Encourage and streamline Accessory Dwelling Units (ADUs).

RFP-Permit Ready ADU
Plans July 31, 2023 COMPLETED
Program 1.H: Facilitate housing on City-owned sites. Financial Analysis July 1, 2023 December 31, 2023 COMPLETED Program 3.D: Evaluate and adjust impact fees. August 1, 2023 December 31, 2024 COMPLETED Program 1.H: Facilitate housing on City-owned sites. Release RFP December 31, 2023 COMPLETED Program 6.C: Target housing development in highest
resource areas. Initial Outreach September 31, 2023 COMPLETED Program 6.D: Promote Housing Choice (Section 8) rental
assistance program. September 31, 2023 COMPLETED
Program 2.A: Continue to implement and enhance
inclusionary housing requirements. December 31, 2023 ONGOING Program 2.B: Establish an affordable housing in-lieu fee and commercial linkage fee. Housing in-lieu fee. December 31, 2023 COMPLETED Program 2.F: Water and Sewer Service Providers. December 31, 2023 COMPLETED Program 3.B: Modify building height in mixed-use zoning districts. Downtown Districts December 31, 2023 COMPLETED 311
Agenda Item # 10.

Program 3.E: Ensure that the density bonus ordinance
remains consistent with State law. December 31, 2023 ONGOING Program 3.H: Amend design review process and
requirements. Code Amendments December 31, 2023 COMPLETED Program 3.K: Standardize multimodal transportation
requirements.

Bicycle Storage and
Charging Regulations December 31, 2023 COMPLETED
Program 3.K: Standardize multimodal transportation
requirements.

Remove CSC Review of
Housing Developments December 31, 2023 COMPLETED
Program 4.C: Allow Low Barrier Navigation Centers
consistent with AB 101. December 31, 2023 COMPLETED
Program 4.D: Allow transitional and supportive housing
consistent with State law. December 31, 2023 COMPLETED
Program 4.E: Allow employee/farmworker housing
consistent with State law. December 31, 2023 COMPLETED
Program 4.F: Reasonably accommodate disabled persons’
housing needs. December 31, 2023 COMPLETED
Program 6.B: Maintain and expand an inventory of
affordable housing funding sources. Prepare Inventory. December 31, 2023 COMPLETED Program 6.E: Prepare and distribute anti-displacement
information. December 31, 2023 IN-PROGRESS
Program 1.A: Rezone for RHNA shortfall. January 31, 2024 COMPLETED Program 1.G: Rezone housing sites from previous Housing Elements. January 31, 2024 COMPLETED
Program 3.G: Amend Conditional Use Permits findings
applicable to housing developments. March 31, 2024 COMPLETED Program 3.I: Allow residential care facilities consistent with State law. January 31, 2024 COMPLETED
Program 3.J: Explicitly allow manufactured homes consistent with State law. January 31, 2024 COMPLETED
Program 3.F: Reduce Conditional Use Permit requirement for residential mixed-use and
multi-family. September 31, 2024 COMPLETED
Program 1.B: Facilitate higher density housing in the
Commercial Thoroughfare (CT) District. January 31, 2024 COMPLETED 312
Agenda Item # 10.

Program 1.C: Allow housing in the Office Administrative (OA) District. January 31, 2024 COMPLETED
Program 1.E: Update the Loyola Corners Specific Plan. January 31, 2024 COMPLETED Program 2.D: Encourage and streamline Accessory Dwelling Units (ADUs).

Adopt-Permit Ready ADU
Plans December 31, 2024 COMPLETED
Program 3.A: Prepare a Downtown parking plan and update citywide parking requirements. Downtown Parking Plan December 31, 2024 COMPLETED Program 3.A: Prepare a Downtown parking plan and update citywide parking requirements.

Comprehensive Parking
Ordinance Update December 31, 2024 COMPLETED
Program 3.B: Modify building height in mixed-use zoning districts.

Commercial
Neighborhood (CN)
District December 31, 2024 COMPLETED
Program 3.C: Remove floor-to-area ratio (FAR) restriction at Rancho Shopping Center and
Woodland Plaza. December 31, 2024 COMPLETED
Program 3.M: Modify parking requirements for emergency
shelters consistent with State
law. December 31, 2024 COMPLETED
Program 2.B: Establish an affordable housing in-lieu fee and commercial linkage fee. Commercial linkage fee. December 31, 2025 COMPLETED Program 1.D: Allow housing on certain Public and
Community Facilities District sites and
facilitate housing on religious institution properties. December 31, 2025 IN-PROGRESS Program 6.G: Housing mobility
Allow housing on all
religious sites within the
City December 31, 2025 IN-PROGRESS
Program 1.F: Rezone Village Court parcel. January 31, 2024 COMPLETED Program 4.H: Provide additional density bonuses and
incentives for housing that accommodates special needs
groups. December 31, 2025 IN-PROGRESS
Program 4.I: Allow senior housing with extended care
facilities in multi-family and mixed-use zoning districts. December 31, 2025 IN-PROGRESS Program 1.I: Incentivize Downtown lot consolidation. July 31, 2026 313
Agenda Item # 10.

Program 4.G: Assist seniors to maintain and rehabilitate their homes. July 31, 2026
Program 6.C: Target housing development in highest
resource areas. Follow-up Outreach September 31, 2026
Program 1.H: Facilitate housing on City-owned sites. Entitlement Review December 31, 2026 Program 3.N: Modify standards in the R3 zoning districts. December 31, 2026 COMPLETED Program 4.J: Facilitate alternate modes of transportation for residents.

Capital Improvement
Project for above head
pedestrian crossing
signals on San Antonio
Road near Downtown Los
Altos December 31, 2027
Program 5.F: Incentivize the creation of play areas for multifamily housing projects. December 31, 2027 Program 1.K: Participate in regional housing needs planning efforts. Ongoing ONGOING
Program 1.L: General Plan amendments. Ongoing ONGOING
Program 1.M: SB 9 implementation. Ongoing ONGOING
Program 1.N: Facilitate and monitor pipeline housing
projects. Ongoing ONGOING
Program 2.C: Assist in securing funding for affordable
housing projects. Ongoing ONGOING
Program 2.D: Encourage and streamline Accessory Dwelling Units (ADUs). Ongoing ONGOING
Program 2.E: Conduct annual ADU rental income surveys. Annual Survey Annually ONGOING Program 4.A: Support efforts to fund homeless services. Ongoing ONGOING Program 4.B: Continue to participate in local and regional forums for homelessness,
supportive, and transitional housing. Ongoing ONGOING
Program 5.A: Monitor condominium conversions. Ongoing ONGOING 314
Agenda Item # 10.

Program 5.B: Continue to administer the City’s affordable housing programs. Ongoing ONGOING
Program 5.C: Restrict commercial uses from displacing
residential neighborhoods. Ongoing ONGOING
Program 5.D: Implement voluntary code inspection program. Ongoing ONGOING Program 5.E: Help secure funding for housing rehabilitation and assistance programs. Ongoing ONGOING
Program 6.A: Assist residents with housing discrimination and landlord-tenant
complaints. Ongoing ONGOING
Program 6.B: Maintain and expand an inventory of
affordable housing funding sources.

Inform, Evaluate
Apply/Submit Ongoing ONGOING
Program 6.F: Affirmatively market physically accessible units. Ongoing ONGOING Program 7.A: Promote energy and water conservation and
greenhouse gas reduction
through education and awareness campaigns. Ongoing ONGOING Program 7.B: Monitor and implement thresholds and
statutory requirements of climate change legislation. Ongoing ONGOING 315
Agenda Item # 10.

City of Los Altos
1 North San Antonio Road
Los Altos, California 94022-3087

MEMORANDUM
DATE: June 10, 2025
TO: City Council
FROM: Jon Maginot, Assistant City Manager
SUBJECT: 2025 COMMUNITY PRIORITIES SURVEY
In March 2025, the City conducted a community survey to help determine community priorities and to test a hypothetical revenue measure. The survey was conducted by Godbe Research. Bryan Godbe, President of Godbe Research, has prepared a summary of the results of the survey. That summary is attached.

Attachment: 2025 Community Priorities Survey – Summary of the Results memo 316
Agenda Item # 11.

Godbe Research May 28, 2025 Page 1

MEMORANDUM
May 28, 2025
TO: City of Los Altos
FROM: Bryan Godbe
President
Godbe Research
RE: 2025 Community Priorities Survey – Summary of the Results Introduction:

The City of Los Altos commissioned Godbe Research to conduct a survey to assess resident priorities in the City.

The results show constituents are extremely satisfied with the quality of life. Specifically, 89.5 percent of respondents indicated they were very or somewhat satisfied with the Los Altos quality of life, 9 times more than those who were dissatisfied, and slightly higher than the 2023 data. A vast majority of respondents were satisfied with the job the City is doing to provide services with

77.4 percent either “very” or “somewhat” satisfied, again slightly higher than the 2023 result.

Among other findings, the survey indicates that 58.6 percent of respondents support a hypothetical sales tax measure for fire and police station upgrades, maintaining neighborhood police patrols, repairing potholes and maintaining city parks.

Methodology Overview:

Interviews were conducted from March 24 to 31, 2025, and the average phone interview time was approximately 25 minutes. A total of 435 City of Los Altos respondents participated in the survey and the study parameters resulted in a margin of error of plus or minus 4.64 percent. 317
Agenda Item # 11.

Godbe Research May 28, 2025 Page 2
Quality of life:

Survey respondents have an extremely positive perception of the quality of life in the City of Los Altos with 89.5 percent of respondents indicated they were very or somewhat satisfied with the Los Altos quality of life, 9 times more than those who were dissatisfied, and slightly higher than the 2023 data.

Satisfaction with the City of Los Altos job performance:

A vast majority of respondents were satisfied with the job the City is doing to provide services with 77.4 percent either “very” or “somewhat” satisfied, again slightly higher than the 2023 result.
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Agenda Item # 11.

Godbe Research May 28, 2025 Page 3
Respondents identified the following priorities:

Survey respondents were asked about a variety of city facilities and services. Several areas showed high support, and the table below shows that respondents strongly support a variety of facilities and services including “Maintain fire protection services”, “Upgrade fire stations to accommodate modern firefighting and life-saving emergency medical equipment”, “Repair potholes”, “Provide a modern and earthquake safe emergency dispatch center to ensure communications between police, fire and paramedics remain operational in a disaster”, “Update fire stations to ensure operations during an emergency”, and “Repair streets, potholes and sidewalks”.

The survey results indicate potential support for a hypothetical future local funding measure.

The survey indicates that 58.6 percent of respondents support a hypothetical sales tax measure, after hearing information, for fire and police station upgrades, maintaining neighborhood police patrols, repairing potholes and maintaining city parks.

Maintain fire protection services 0.92
Upgrade fire stations to accommodate modern firefighting and life-saving emergency medical equipment 0.86
Repair potholes 0.85
Provide a modern and earthquake safe emergency dispatch center to ensure communications between police, fire and paramedics remain operational in a disaster 0.82 Update fire stations to ensure operations during an emergency 0.80 Repair streets, potholes and sidewalks 0.78
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Godbe Research May 28, 2025 Page 4
Summary:

Residents in the City of Los Altos are extremely satisfied with the quality of life the City provides and a vast majority are satisfied with City services.

Additionally, the survey indicates that 58.6 percent of respondents support a hypothetical sales tax measure after hearing information for fire and police station upgrades, maintaining neighborhood police patrols, repairing potholes and maintaining city parks. 320
Agenda Item # 11.

City of Los Altos
1 North San Antonio Road
Los Altos, California 94022-3087

MEMORANDUM
DATE: June 10, 2025
TO: City Council
FROM: Jon Maginot, Assistant City Manager
SUBJECT: EMERGENCY PREPAREDNESS AND RESPONSE: A CITY

CHECKLIST
In Spring 2025, the City Council requested an update on the City’s Emergency Preparedness efforts. In particular, Vice Mayor Fligor referred to a document provided by the League of California Cities entitled “Emergency Preparedness and Response: A City Checklist” (attached). This memo will address the points listed in the checklist. • Create a reverse 911 communication system – Completed • Ensure City communication channels are set up with multiple staff who can access accounts – Completed
• Prepare any emergency communications to be date and time stamped – Completed (communications sent through social media and/or the City’s website have this information included)
• Form and train an Emergency Operations Center (EOC) – Completed (though training is to be conducted periodically)
• Coordinate with neighboring cities on mutual aid system – Completed • Prepare City emergency contracts in advance to support with recovery reimbursement under FEMA – Yet to be done
In addition, the checklist from CalCities highlights items that to be done at the individual and community level. The City encourages individuals to take the actions recommended to prepare themselves for an emergency. The City continues to work with its community partners, in particular Resilient Los Altos, to accomplish the community level recommendations.

Attachment: CalCities memo “Emergency Preparedness and Response: A City Checklist”
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Agenda Item # 12.

Emergency Preparedness and
Response: A City Checklist
The following Emergency Preparedness and Response Checklist provides essential information and resources to ensure cities are prepared for future disasters and can rapidly respond during emergencies. The checklist is separated into three levels:
individual, city, and community. This approach helps city officials and staff prepared themselves for emergencies, but also to help train city staff and community members for how to be ready for the next disaster or emergency that may impact their home.

Individual Level:
 Have a ‘Go-Bag’ ready for yourself with an emergency supply kit  Make sure you have emergency supplies at home, including food and water  Make sure your family and coworkers have a ‘Go-Bag’ ready  Ensure you and your family sign up for Emergency Alerts  Ensure you talk with your family about your Emergency Plan City Level:
 Create a reverse 911 communication system for your city (a system to send automated calls, text, or emails related to emergencies)  Ensure city communication channels (social media, website, email distribution) are set up with multiple staff who can access accounts swiftly to communicate with community members during emergencies or disasters
 Prepare any emergency communications to be date and time stamped  Form and train an Emergency Operations Center (EOC) within your city and cross train with neighboring cities
 Coordinate with neighboring cities and Council of Governments on mutual aid system, shelter locations, and community resource centers for disasters  Prepare city emergency contracts in advance to support with recovery reimbursement under FEMA (existing contracts are eligible for reimbursement) Community level:
 Hold regular educational trainings or workshops with community members regarding the types of disasters that may impact your community  Provide community members with information on how to prepare and respond to emergency alerts and communication from your city
 Educate community members about the need for home or property insurance  Form, engage, and train Community Emergency Response Teams (CERTs) before emergencies or disasters strike
 Work with CERTs to formally become a 501(c)(3) non-profit organization so they can leverage preparedness and disaster response/recovery grant funding Additional Resources:
• Individual ‘Go-Bag’ Emergency Supply Kit Checklist
• Additional Emergency Supply Kit Resources
• Emergency Plan Information
• Emergency Alert Information
• FEMA Guide to Disaster-Specific Emergency Alerts
• CALFIRE Evacuation Guidelines
• FEMA Evacuation Information
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Agenda Item # 12.

City of Los Altos
1 North San Antonio Road
Los Altos, California 94022-3087

ADMINISTRATIVE POLICY
SUBJECT: PUBLIC RECORDS ACT POLICY
DATE: JUNE 10, 2025
APPROVED BY: CITY COUNCIL
City of Los Altos Public Records Act Policy.

The City of Los Altos (City) adopts this Public Records Act Policy (Policy) to establish reasonable policies for the inspection and copying of public records, and to protect the integrity of the City’s files and preserve the orderly function of City Hall. This Policy furthers the fundamental purpose of the California Public Records Act (CPRA) to provide access to information about the conduct of the people’s business. This Policy is considered a restatement and continuation of the City’s previously existing practice of responding to CPRA requests.

Overview of the California Public Records Act.

The CPRA, which can be found at California Government Code sections 7920.000 et seq, is the California law that provides the public with the right to inspect and the right to promptly obtain copies of "public records." The purpose of the CPRA is to provide access to information that enables the public to monitor the functioning of their Government. CBS Inc. v. Block, (1986) 42 Cal. 3d 646, 651.

The CPRA is interpreted broadly in favor of providing access to public records, and any exceptions to the CPRA are interpreted narrowly. Cal. Const, art. I, §3(b)(2); Sander v.

Superior Court (2018) 26 Cal. App. 5th 651, 654. In 2004, the California Constitution was amended to include Article I, section 3(b), regarding the public's right to access public records.

What is a "Public Record"?
The CPRA defines a "public record" as "any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics." Gov. Code §7920.530.

A "writing" is defined as "any handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby create, regardless of the manner in which the record has been stored." Gov.

Code §7920.545.
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Questions are Not Writings or Records.

The CPRA creates no duty to answer written questions or oral questions submitted by members of the public. If an existing and readily available record contains the information that would answer the question, the City may choose to either answer the question or provide the record.

The Record Must Relate to the Public's Business.

Not every record in possession of the City is a public record. If a record contains primarily personal information, it is not a public record for purposes of the CPRA. City of San Jose v. Superior Court (2017) 2 Cal. 5th 608, 618-19.

The Record Must be Prepared, Owned, Used, or Retained by the City.

Records do not have to be in physical custody of the City to qualify as "prepared, owned, used or retained" by it. Records in the possession of a City's consultant can be public records if the City's agreement with the consultant provides that the City owns or controls the records. City of San Jose v. Superior Court (2017) 2 Cal. 5th 608, 623. Additionally, documents that otherwise meet the definition of public records are considered to be "retained" by the City if they are retained on an employee or official's personal device. City of San Jose v. Superior Court, (2017) 2 Cal. 5th 608, 629.

The Record Must be an Existing Record.

The CPRA applies only to existing records, and the City has no duty to create a record that does not exist at the time of the request. See Govt. Code § 7920.530; Sander v. Superior Court (2018) 26 Cal.App.5th 651; Haynie v. Superior Court (2001) 26 Cal.4th 1061.

Physical Form is Not Important.

The courts have recognized that the intent of the CPRA was to include in the definition of "public records" all forms of records, including electronic media, and any new forms of record keeping that are developed. Braun v. City of Taft (1984) 154 Cal. App. 3d 332, 340.

What Agencies are Covered? Proposition 59.

The CPRA is applicable to state and local agencies in California. A "state agency" includes "every state office, officer, department, division, bureau, board and commission or other state body or agency." Gov. Code §7290.540. A "local agency" includes a county, city, city and county, school district, municipal corporation, special district, community college district or political subdivision." Gov. Code §7290.510. It should be noted that no case has yet held Prop 59 substantially altered the balance struck in the CPRA between government transparency, privacy protection, and government effectiveness.
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Records that are Exempt from Disclosure.

The CPRA exempts certain public records from disclosure, based on concerns regarding privacy, government efficiency, or both. Some of the key exemptions can be found in California Government Code sections 7923.60-7929.610. A list of other California statutes that exempt records from disclosure pursuant to the CPRA can be found in California Government Code sections 7930-7930.215.

There are approximately 76 exemptions to record disclosure that are set forth in the CPRA. A few of the exemptions that are relied on frequently by the City are listed below:

Architectural and Official Building Plans.

Full-size design, engineer or official building plans are not public records and are exempt from disclosure without the written permission of the architects or engineers. These plans may be inspected at City Hall, but they cannot be photographed or video recorded. Gov. Code §7927.705; Health & Safety Code §19851; 17 U.S.C. §17 (federal copyright laws apply).

Requests for Proposals.

Pursuant to Government Code section 7922.000, the City does not release the responses to the City's Requests for Proposals (RFP) until the contract negotiations are complete. While the public has a strong interest in scrutinizing the process leading to the selection of the winning proposer, the City's interest in keeping these proposals confidential outweighs the public interest in disclosure "until the negotiations with the winning proposer are complete." Govt. Code § 7922.000; Michaelis, Montanari & Johnson v. Superior Court (2006) 38 Cal.4th 1065.

Attorney-Client Privilege and Attorney Work Product.

All records protected by privileges under the Evidence Code are exempt from disclosure under the CPRA pursuant to Gov. Code §7927.705. Attorney-client privileged communications and attorney work product are examples of privileged documents that are exempt from disclosure under the CPRA.

Code Enforcement Records
Local agencies may pursue code enforcement through administrative, civil, or criminal proceedings, or a combination of both. Records of code enforcement cases for which criminal sanctions are sought may be subject to the same disclosure rules as police and other law enforcement records, including the rules for investigatory records and files, as long as there is a concrete and definite prospect of criminal enforcement. Records of code enforcement cases being brought administratively or civilly do not qualify as law enforcement records. However, some administrative code or civil enforcement information, such as names and contact information of complainants, may be exempt from disclosure under the official information privilege, the identity 325
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of informant privilege, or the public interest exemption. City of San Jose v. Superior Court (1999) 74 Cal.App.4th 1008.

Preliminary Drafts.

Gov. Code §7927.500 exempts from disclosure "preliminary drafts, notes or interagency or intraagency memoranda that are not retained in the ordinary course of business." If a document goes through multiple drafts before being finalized or approved, only the final version is subject to disclosure once it has been deemed complete, approved, and/or issued. This applies to draft staff reports, resolutions and ordinances.

Law Enforcement Records.

The provisions of the CPRA related to crime and law enforcement records can be found at Gov.

Code §7923.600-7923.805. Law enforcement investigatory files as a whole are generally exempt from disclosure pursuant to Gov. Code §7923.600; however, the City is required to disclose certain information that is contained in those records.

For instance, Vehicle Code §20012 requires that traffic accident reports be released to certain persons, including involved drivers, injured persons, and the authorized representatives of those persons. Also, certain information must be disclosed about arrestees, including their name, occupation, physical description, time and date of arrest, location of arrest and charges. Gov. Code §7923.610. For more information about the CPRA and law enforcement records contact the Police Records Division and/or the City Attorney.

Pending Litigation.

Records related to pending litigation to which the agency is a party, or claims made under the Government Claims Act are exempt from disclosure until the pending litigation or claim has been finally resolved or settled. Gov. Code §7927.200. This exemption applies only to documents specifically prepared for use in existing or anticipated litigation. Fairley v. Superior Court (1998) 66 Cal. App. 4th 1414. The Claim itself is a public record.

Personnel, Medical and Similar Records.

Personnel, medical, or similar files are exempt if their disclosure would constitute an unwarranted invasion of personal privacy. Gov. Code §7927.700.

Utility Customer Information.

The name, credit history, usage data, home address, and telephone number of a City’s utility customer is generally exempt from disclosure under the CPRA, except in certain circumstances listed in Gov. Code §7927.410 (e.g. violation of utility usage policies). 326
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"Public Interest" Exemption (Balancing Test or "Catchall" Exemption).

This exemption allows the City to withhold records that are not listed in any specific exemptions under the CPRA, when the public interest served by withholding the records clearly outweighs the public interest served by disclosure. Gov. Code §7922.000. (former Gov. Code §6255). The agency relying on this "balancing test" or "catchall" exemption must be able to clearly demonstrate the public interest in nondisclosure based on the facts of the particular case. Black Panther Party v.

Kehoe (1974) 42 Cal. App.3d 645, 657.

How to Make a Request for Public Records.

Form of the Request.

A record request under the CPRA can be made orally or in writing, in person or by phone. A written request can be mailed, emailed, or personally delivered. Los Angeles Times v. Alameda Corridor Transportation Authority (2001) 88 Cal.App.4th 1381, 1392. The City may strongly encourage the requester to use NextRequest, or similar public records requests software, but it cannot mandate it. It is recommended to reduce an oral request to a written request to have a record of the request in the event of a dispute over the City's response.

Specificity of the Request.

A public records request must reasonably describe an “identifiable record” or records and must be focused, specific, and reasonably clear, so that the City can determine which records are being requested. Rogers v. Superior Court (1993) 19 Cal. App. 4th 469, 481; California First Amendment Coalition v. Superior Court (1998) 67 Gal. App. 4th 159, 166.

Content of the Request.

A requesting party has a right to inspect disclosable records, or to copy records, or both. Gov. Code §§7922.525, 7922.530. A request should also specify whether it is for inspection, copying, or both.

No "magic words" are required to make a record request, only that the described record or records are being sought. If a requesting party cites the federal Freedom of Information Act rather than the CPRA, the City is still required to respond pursuant to the CPRA. A requesting party is not required to explain the purpose of the request or how he or she intends to use the record. Gov. Gode §7921.300.

The City's Response.

Timing of the Response.

The CPRA requires the City to respond to a request for records within ten (10) days from receipt of the request. Gov. Code §7922.535. This 10-day response is not a deadline for providing access to the records, but the deadline for the City to notify the requesting party about its determination of whether it has the requested records, and if they will be disclosed. This 10-day response may also notify the requester that the City will produce the records on a rolling basis beginning on a certain date.
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The City can extend the 10-day response period for an additional fourteen (14) days if there is a need for more time to search and collect the records from separate facilities, to search for voluminous records, to consult with another interested agency or department, or to compile electronic records. Gov. Code §7922.535(b).

CPRA Does Not Provide Immediate Access to Public Records.

The CPRA does not provide a precise deadline for providing access to records. It states that the agency shall make the records "promptly available." Gov. Code §7922.530(a). However, the right to inspect public records does not mean that a person requesting to inspect public records during the City’s regular office hours has an absolute right to see a record and immediately gain access to it.

The right to inspect a public record is constrained by an implied rule of reason to protect the records against theft, mutilation, or accidental damage, prevent interference with the orderly function of the office, and generally avoid chaos in record archives. Bruce v. Gregory (1967) 65 Cal.2d 666; Rosenthal v. Hansen (1973) 34 Cal.App.3d 754; 64 Ops. Cal. Atty. Gen. 317 (1981).

Assisting the Requester.

The CPRA requires the City to assist a person making a request if they are having trouble with making a specific and effective request. This assistance includes helping the person identify records that would satisfy the purpose of the request; describing the City's records, record keeping technology and locations of records; providing an index of records; and other suggestions for overcoming barriers to obtaining the records. Gov. Code §7922.600.

Withholding or Redacting Records.

When the City denies all or part of a request based on an exemption, it must identify the specific exemption in its written response and must identify by name and title the person responsible for the decision. Gov. Code §§7922.540; 7922.000.

No Duty to Create a Privilege Log.

The CPRA does not require the City to create a privilege log or list that identifies the specific records being withheld. The City’s response only needs to identify the legal grounds for nondisclosure. Haynie v. Superior Court (2001) 26 Cal.4th 1061.

No Waiver.

The waiver provision in Government Code section 7921.505 applies to an intentional disclosure of privileged documents, and the City’s inadvertent release of privileged or exempt does not waive such privilege or exemption. Ardon v. City of Los Angeles (2016) 62 Cal.4th 1176; Newark School District v. Superior Court (2015) 245 Cal.App.4th 887.
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Fees for Providing Records.

The City cannot charge a fee for inspecting records, but when copies are requested the City can charge the "direct cost of duplication" or a statutory fee for the copies, which it can require in advance of providing copies. Gov. Code §7922.530(a). City’s Fee Schedule sets 25 cents per page for copies of records.

Remedies for CPRA Violations Remedies for Violation of the CPRA.

The CPRA provides for a special process for challenging the City’s response to a record request.

The CPRA provides that any person may petition the superior court to enforce the CPRA. Gov.

Code §7923.100. The action must be filed in the superior court in the county where the requested records are maintained. Gov. Code §7923.100. The requesting party has the burden of proving that the City violated the CPRA, and the City is entitled to a presumption that it acted reasonably and in good faith in responding to the request. ACLU of N. Cal. v. Superior Court (2011) 202 Cal. App. 4th 55, 85.

Attorneys’ Fees and Costs in CPRA Litigation.

The party that wins a CPRA lawsuit may be awarded attorneys’ fees and costs, however, when the City wins the lawsuit, it will only be awarded its fees and costs if the plaintiffs case was clearly frivolous. Gov. Code §7923.115.
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Agenda Item # 13.