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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 goods 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 - While the City’s standard payment terms are Net 30 days from the invoice date, actual processing follows a weekly payment cycle. 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 Revenue Service (IRS) and the California Employment Development Department (EDD) require independent contractors to provide a W-9 form to the City including the businesstype (sole proprietor, corporation or partnership)
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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.
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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 must follow the approval thresholds established in this Policy.
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.
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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, or maintenance services valued at $10,000 through $50,000. Informal bids typically require at least two (2) written quotes, though verbal quotes may be acceptable if documented. Used for non-complex purchases where sealed bidding is not warranted.
Formal Bid: A proposal for goods, services, or projects valued greater than $50,000. For purchases greater than $50,000 and less than $125,000, formal sealed bids must be solicited from vendors, with written proposals recommended. For purchases of $125,000 and greater, formal bids must follow the published/advertised sealed bid process, including public notice and competitive solicitation.
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
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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,
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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 isto perform an identifiable task rather than to
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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 A
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 through
$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.
Required Approvals: Department
Head or Designee & Finance
Director (DH or DE & FD). Risk
Manager approval and CPO required
for contracts. City Attorney review
is required only if needed based on
the nature of the contract.
Greater than $50,000
and less than $125,000
(Formal Sealed Bid)
Formal sealed bids required. Public
advertisement required only for
purchases of $125,000 and greater.
Required Approvals: Department
Head, Finance Director, and City
Manager (DH, FD, CM). Risk
Manager approval and CPO required
for contracts. City Attorney review
is required only if needed based on
the nature of the contract.
$125,000 and greater
(Formal
Published/Advertised
Sealed Bid)
Formal bids must be publicly
advertised on the City’s electronic
bid portal and regional newspaper
prior to sealed bid opening.
Required Approvals: Department
Head, Finance Director, City
Manager, and City Council (DH,
FD, CM, CC). Risk Manager
approval required for contracts; City
Attorney review only if required
based on the nature of the contract.
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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 B
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 Department Head
and Finance Director
approved CPO and service
contract, with Risk Manager
approval and City Attorney
review only if required based
on the nature of the 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.
Greater than
$25,000
A formal RFP is required for
contracts of $50,000 and
greater; competitive proposals
are encouraged for contracts
of $25,000 to less than
$50,000. Three (3)
competitive proposals are
encouraged and the package
must include a Department
Head, Finance Director, and
Risk Manager-approved CPO
and service contract, with
City Manager approval
required for contracts greater
than $50,000. City Council
approval is required for
contracts of $125,000 and
greater. City Attorney review
only if required based on the
nature of the contract; See the
Non-Legal Professional
Services table in the
Professional Services section
of this Policy for the full fourtier approval breakdown.
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EXHIBIT C
EMERGENCY PURCHASE FORM – EXAMPLE
Emergency Date
Cost
Department/Division
Vendor
Address
Telephone
Emergency Description
Describe Emergency:
Because emergency purchases do not normally provide the City an opportunity to obtain competitive quotes, these purchases shall be limited to those necessary to address and immediate operational, health, safety, or infrastructure need. The following procedures shall apply:
• 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 cost greater than $125,000.
• If Emergency purchases cause line-item budget shortfalls, the responsible department shall obtain City Council approval for an additional appropriation or request that the City Manager transfer appropriations from other programs within the same fund to cover the cost of the purchase.
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EXHIBIT D
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,
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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 effect 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 E
PURCHASE CARD POLICY
OVERVIEW
The City has implemented Purchase Cards (CalCard) 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 Calcard and those who manage their use. The topics addressed in this policy follow:
• Responsibility
• Requesting CalCard
• CalCard Basics
• Spending Limit
• Prohibited Purchases
• Purchase Documentation
• Revocation of Privileges
• Emergency Purchases
• Reconciling Statements
• Disputed Charges
• Returning Items
• Lost or Stolen CalCard
• Declined Purchase
• Review & Audits
• Invoices & Receipts
• Purchase Card Employee Agreement
RESPONSIBILITY
Department Heads: Responsible for authorizing individuals within the Department to receive CalCard and designated approvers. Department heads must approve individual requests for CalCard and make any changes to them. Department heads are ultimately responsible for ensuring the cards’ proper use in conformance with City practices and procedures.
Designated approvers: Designated approvers are selected and authorized by Department heads, responsible for reviewing monthly statements and submitting them to Finance in
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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.
• Read and be fully aware of the requirements of this document and the City’s Purchasing Policy
• Read and execute an approved Purchase Card Employee Agreement. • Maintain secure possession of the CalCard and keep the account number confidential. • Ensure that all purchases strictly comply with City instructions. • Obtain the best possible value for the City with CalCard purchases. • Never give a CalCard to anyone for use.
• Always retain and maintain original records of receipts. • 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. • 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.
• 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. • Immediately call “CalCard” if a card is lost or stolen and notify Department supervisors and Finance.
• Resolve all incorrect charges and product returns as quickly as possible. • Return the CalCard to Finance upon the request of a supervisor, suspension of privileges, or termination of employment.
Finance: Responsible for administering the program, activating and terminating CalCard, and maintaining a record of individuals authorized to conduct purchase card transactions. Finance is also responsible for processing monthly payments.
REQUESTING CalCard
To apply for a CalCard, the Department head should send an email request to Finance and ultimately submit an approved Purchase Card Employee Agreement (Exhibit F) specifying an individual purchase limit as well as a total monthly limit. Total monthly limit should not exceed $10,000.
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CalCard BASICS
CalCard 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.
CalCard 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 receive a full set of statements.
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. Noncompliance with the City Purchasing Policy will result in card revocation and/or disciplinary action.
SPENDING LIMITS
CalCard purchases shall be subject to individual transaction limits approved by Department Heads and must comply with the City’s small-dollar purchasing threshold of less than $10,000. In addition, Department Heads shall establish a total monthly limit for each cardholder.
30-Day Monthly Transaction Limit
• Cardholder spending limits may be modified only on an as-needed basis and must receive prior approval from the Department Heads or their designee. • To request a change in a cardholder’s spending limit, the cardholder must submit a properly approved Purchase Card Employee Agreement to [email protected], along with a memorandum providing a brief justification for the requested change and specifying the proposed new limit.
PROHIBITED PURCHASES
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Purchases made shall be strictly for City of Los Altos business. CalCard cannot be used for:
• Personal use and entertainment
• Cash advances or refunds
• Per diem and mileage advances
• Any transaction exceeding the Department Head’s established limit or the approved purchasing card limits—the level at which a purchase requisition and purchase order are required
• Professional services, except for industry-wide training services (such as seminars). • Purchases prohibited by the City’s Purchasing Policy
• Unauthorized travel-related expenses
• Fines
• Splitting purchases to circumvent the dollar limit
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 approval from Department Head.
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.
REVOCATION OF PRIVILEGES
Failure to follow established City purchasing procedures or the improper use of CalCard will result in one or more of the following consequences:
• Suspension of card privileges
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• Disciplinary action, up to and including termination of employment There may also be criminal and civil consequences related to misuse of public funds and potential action by the bonding company that provides the City’s blanket employee bond.
Your account can be canceled for:
• Failure to exercise reasonable care in safeguarding the CalCard from loss or unauthorized uses
• Failure to meet the monthly reconciliation submission deadline for two (2) consecutive months, which may result in the CalCard being locked or suspended • Making improper or unauthorized purchases
• Excessive lost receipts, defined as more than two lost receipts within a six-month period
• Failure to comply with the intent, requirements, and provision of the CalCard Policy • Splitting purchases to circumvent CalCard limits or authorization requirements • Determination by the Department head that there is no longer a business purpose Your account will be canceled immediately upon separation from the City, or if the card is intentionally used for personal purposes or shared with unauthorized users.
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 the departments and are also available for download through the U.S. Bank online system. Immediately upon receipt, the cardholder must verify the accuracy of the statement by comparing charges to supporting invoices/receipts. The review shall encompass the following items:
3. The reconciled CalCard statement, verifies that statement charge amounts do not exceed or differ from receipt amounts.
4. Any items on the statement that were not purchased, received, or supported by a packing slip (if applicable).
5. Original invoices/receipts (in the order they appear on the statement) submitted to the designated approver for review and signature.
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6. If a receipt has been lost, a memorandum (T drive) documenting the description and amount of the charge.
7. The Card Activity Report signed by the cardholder and the approver, including the appropriate budget/expense account codes.
8. Department Heads are responsible for ensuring that reconciled and approved statements for all cardholding employees, including invoices/receipts, are submitted to Finance within ten (10) business days of mail delivery.
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.
LOST OR STOLEN CalCard
• Reporting Lost or Stolen CalCard: 1-800-344-5696 (24 hours/7 days a week) • Inform your designated approver and Finance Department: [email protected].
DECLINED PURCHASE
If a supplier purchase is declined, contact CalCard, and your designated approver 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 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
45 | P a g e
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. Failure to provide the required documentation may result in non-payment of the charge. Any resulting late fees or penalties shall be charged to the benefiting department.
46 | P a g e
EXHIBIT F
PURCHASE CARD EMPLOYEE AGREEMENT
Section 1: Completion of this section is required when applying for a new Cal Card.
This section must be fully completed, signed by the applicant and the Department Head, and returned to Finance for processing.
You are entrusted with a City of Los Altos purchasing card, issued based on your official need to acquire supplies, equipment, and materials for the City. The City may revoke this card at any time, and its issuance does not confer any rights or entitlements based on your position.
Your signature below acknowledges that you have read this Agreement and agree to 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 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 “City of Los Altos.” Personal use of the card is strictly prohibited. Any unauthorized or personal charges must be reimbursed to the City, including related fees.
The purchasing card remains the property of the City and is subject to all applicable internal control and verification requirements, including production of the card upon request. I will immediately notify Cal Card and the Finance Department in the event the card is lost or stolen.
I am responsible for all charges, for reconciling monthly statements within ten days of the bank’s statement received, and for submitting approved statements with original receipts to Finance. If I fail to meet the monthly reconciliation submission deadline for two (2) consecutive months, the Cal Card will be locked or suspended.
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.
______________
Print Employee Name Employee Signature Date
47 | P a g e
______
Dept. Head Signature Print Name Date
Single Purchase
Limit
$ __ Total Monthly Limit $
Section 2: Completion of this section is required only if the Cal Card is ready to be picked up.
I certify that all purchases charged to Cal Card, unless annotated to the contrary, are true, correct and for official business only. Payment is authorized.
Cal Card Number Print Name Employee Signature Date Pick Up
48 | P a g e
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS ESTABLISHING THE FY26/27 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 Article 13B.
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 2026/27 $52,247,414
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 9th day of June, 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
Total Valuation Fee
$1.00 - $3,000.00 $ 251.87
$3,001.00 - $25,000.00
First $3,000 $ 251.87
Each Additional $1,000 or fraction therof $ 32.49
$25,001.00 - $50,000.00
First $25,000 $ 966.65
Each Additional $1,000 or fraction therof $ 33.46
$50,001 - $100,000.00
First $50,000 $ 1,803.36
Each Additional $1,000 or fraction therof $ 18.19
$100,001.00 - $500,000.00
First $100,000 $ 3,640.86
Each Additional $1,000 or fraction therof $ 7.95
$500,001.00 - $1,000,000.00
First $500,000 $ 7,915.71
Each Additional $1,000 or fraction therof $ 12.92
$1,000,001.00 and up
Fisr $1,000,000 $ 14,970.27
Each Additional $1,000 or fraction therof $ 6.46
ADU Building Permit $ -
City of Los Altos
Fee Schedule
FY2026-27
DEVELOPMENT SERVICES
BUILDING DIVISION
Building Permit
Valuation based on price per square foot of construction. Minimum valuation for all residential and commercial
$1.00 - $3,000.00 $ 213.91
$3,001.00 - $25,000.00
First $3,000 $ 408.86
Each Additonal $1,000 or fraction therof $ 25.35
$25,001.00 - $50,000.00
First $25,000 $ 966.65
Each Additional $1,000 or fraction therof $ 26.75
$50,001.00 - $100,000.00
First $50,000 $ 1,635.43
Each Additional $1,000 or fraction therof $ 55.02
$100,001.00 and up 1.62%
ADU Electrical, Mechanical or Plumbing Permit $ -
ADU Plan Check $ -
Building Plan Check 135.00%
Energy Plan Check (Title 24) 25.00%
Residential
15kw or less $ 314.57
15 kw - 50kw $ 314.57
Per kw above 15kw $ 10.48
51kw - 250kw $ 524.28
Per kw above 50kw $ 5.24
250+ kw $ 524.28
Per kw above 250kw $ 5.24
Commercial
50kw or less $ 314.57
50kw - 250kw $ 524.28
Per kw above 50kw $ 5.22
250+ kw $ 524.28
Per kw above 250kw $ 5.00
Electrical, Mechanical or Plumbing Permit
Plan Check
Solar/Photovoltain Permit
Water Heater $ 157.28
Heat Pump (HVAC) $ 300.00
Water Line/ Re-Pipe $ 316.67
Electric Vehicle (EV) Charging Station $ 314.57
Energy Storage System $ 419.43
Single Family $ 244.31
Commercial/ Mixed-Use/ Multifamily $ 373.29
Re-inspection Fee $ 260.04
Inspections Outside of Normal Business Hours
(Minimum Charge of 2 hours) $ 603.98
Each Additional Hour $ 301.98
Expired Permit Fees Based on Original Permit Fees
Penalty for Expired Permits
0 to 30 days $ -
31st day through 60th day $205.00/per day
61st day through 120th day $410.00/per day
121st day and everyday thereafter $820.00/per day
Standalone Building Permits
Demolition Permit
Inspections
Expired Permits
Alternate Means and Methods Request (AMMR) $ 465.56
Certificate of Occupancy $ 114.29
Temporary Certificate of Occupancy $ 684.72
Duplicate Permit Request $ 114.29
Street Address Change $ 761.26
Stop Work Penalties 2-4x All Plan review and Permit Fees In House Plan Check Revision Review $310.38/ per hour
Consultant Review Actual Cost
Building Code Compliance Review $ 155.18
California Green Building Fund
Assessed at the rate of $4.00 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)
Misc. Building Fees
Fees Assessed at Time of Building Permit Issuance
General Plan Maintenance Fee
(Charged based Building Permit Fee) 7.00%
Technology Surcharge Fee
(Charged based on Building Permit Fee) 5.00%
Annexation $ 18,875.39
Appeal $ 1,048.57
Application Extension
Single Family $ 1,061.16
Commercial/ Multi-Family $ 1,785.72
Application Modification
Single Family $ 2,454.71
Commercial/ Multi-Family $ 5,376.04
Development Agreement $ 14,665.37
Flood Hazard Letter $ 724.56
Preliminary Project Review
Staff Review $ 6,971.97
Planning Commission $ 11,605.62
SB9 Dual Opportunity Devolopment $ 3,637.50
Zoning Use Compliance $ 483.39
Zoning Verification Letter $ 724.56
New Use Permit or Modification $ 9,625.91
New Use Permit or Modification (Non-Profit) $ 9,236.90
Temporary Use Permit $ 472.90
PLANNING DIVISION
General Applications
Conditional Use Permit
Single Family
Administrative (<150 sq. ft.) $ 724.56
Administrative (>150 sq. ft.) $ 3,637.50
Zoning Administrator $ 6,726.61
Commercial/ Multi-Family
Administrative $ 7,477.38
Planning Commission $ 15,545.12
Alteration Permit $ 7,520.38
Resource/ Landmark Designation $ 4,482.66
Mills Act $ 6,898.57
New Sign $ 724.56
Modification of Existing Sign $ 483.39
New/ Modification of Sign Program $ 1,449.13
Tree Removal Permit
First Tree $ 314.57
Each Additional Tree $ 157.28
Invasive Species (subject to verification)
In-Lieu Tree Replacement Fee $ 1,258.29
Consulting Arborist Actual Cost
Design Review
Historic Permit
Sign Review
Tree Removal
General Plan Amendment (Deposit) Actual Cost
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
Initial Application $ 579.86
$3.14/sq.ft
Initial Application $ 579.86
Renewal Fee $ 374.34
Outdoor Display Permit $ 1,207.96
Long Range Planning
Parklet Permit
Renewal Fee
(Calculated Per Square Foot of Parklet Area)
Sidewalk Dining
Outdoor Display Permit
Certificate of Compliance $ 4,197.44
Reversion to Acreage $ 7,632.58
Tentative Subdivision Map Review
Tentative Map $ 11,058.27
Parcel Map $ 11,058.27
Parcel Map (Ministerial) $ 6,277.82
Urban Lot Split $ 6,277.81
Lot Line Adjustment/ Lot Merger $ 5,263.84
Map Extension or Modification
Administrative $ 3,909.08
Planning Commission/City Council $ 6,998.18
Single Family $ 11,109.65
Commercial/ Multi-Family $ 13,526.61
Multi-Family Rental $111.15/per Square Foot
Condominium For Sale $120.59/per Square Foot
Townhouse for Sale $178.25/per Square Foot
Technology Surcharge Fee
(Charged based on Planning Project/Permit Fee) 5.00%
Subdivision Review
Variance
Inclusionary Housing In-Lieu Fee
Fees Assessed at Time of Planning Project/Permit Submittal
Parking Stall
Base $ 305.13
Per Stall Per Day $ 35.64
Special $ 739.25
Special - Dewatering to Sewer $1.69/100 gallon
Miscellaneous $ 1,249.90
County Sewer Plan Check $ 1,880.09
Los Altos Hills Sewer Plan Check $ 1,880.09
Public Works Plan Check Actual Cost
Stormwater Management Plan Check $ 1,963.98
Transportation Plan Check Actual Cost
City $ 759.16
City Capacity Rights $ 6,456.29
County $ 1,671.42
County In-Lieu of Assessment $ 12,190.93
County Capacity Acquisition $ 10,128.51
Los Altos Hills Capacity Acquisition $ 10,128.51
Sewer Tap-in $ 152.04
Sewer Dye Test $ 200.27
Tranportation Permits
Single $ 16.00
Annual $ 90.00
PUBLIC WORKS
Encroachment Permit
Plan Check
Sewer Permit & Fees
Transportation Permits
Engineering
Additional Inspection Visit $ 369.10
Final Subdivision Map Check
Base $ 4,920.96
City Land Surveyor (Minimum Deposit) $ 2,097.15
Lot-Line Adjustment $ 2,848.97
City Land Surveyor (Minimum Deposit) $ 2,097.15
Vacating Easement/ Right-of-Way $ 11,684.27
Temporary Lane Closure Permits
Application (First Day Only) $ 658.50
Each Additional Day $ 97.51
Heavy Haul Permit $ 757.14
Payment Convenience Fees
Credit Card Convenience Fee – Permit Transactions 2.60% Per Transaction E-Check Convenience Fee – Permit Transactions $1.25 Per Transaction
6.00%
Mapping Fees
Misc. Engineering Fees
Environmental Services and Utilities
Utility Street Cut Permit
(Based on Construction Costs) 419.43 + 4%
Fees Assessed at Time of Engineering Permit Issuance / Mapping Submittal Technology Surcharge Fee
(Charged based on Engineering Permit Fee / Mapping Fee) 5.00% Inspection
Engineering Inspection Fee
(Based on Construction Costs)
Alarm Permit
Renewal $45.17 per permit
Late Renewal/Unpermitted Alarm response $92.00
False Alarm Response
First two responses in a permit year No charge
Third and subsequent responses $ 269.96
Alcohol Permit $ 124.59
Concealed Carry Weapon Permit
Initial Application $ 500.00
Bi-annual renewal $ 250.00
DUI Accident Response
Police Response $ 1,427.70
Fire Response $ 1,739.19
Fatal accident
Fully allocated hourly rate for all
emergency personnel responding, not to exceed
$12,000.00 per incident
Jail Booking Fees Actual County Cost
Massage Establishment Permit
New $ 336.41
Annual Renewal $ 93.44
Miscellaneous Police Permit $186.17 Per Application
Parking Pass Booklets $ 27.00
Parking Permit
Quarterly $ 47.76
Annual $ 118.36
Second Response Call-Back
Standard Response $229.46 Per Response After an Initial Warning Secondhand Dealer/Pawn Shop Permit
New $ 322.50
Annaul Renewal $ 186.37
Solicitor Permit $186.17 Per Application
POLICE
Massage Appeal Hearing $2,412.00 per appeal
Includes one hour of City Attorney time
Special Event Permit Application
New For-Profit $ 519.16
New Non-Profit $ 415.33
On-Going For-Profit $ 207.66
On-Going Non-Profit $ 155.74
Special Event Police Service Actual Cost
Vehicle Impound Release $372.49 per vehicle
Vehicle Repossession $18.37 per vehicle
Verification/Clearance Letter $48.00 per letter
Subpoena $ 275.00
Subpoena Duces Tecum $ 15.00
Police Report Copies $0.20 per page and no charge for victims of crimes
San Antonio/El Camino Real $482.00 Per Two Weeks
Downtown $482.00 Per Two Weeks
Fremont/Grant $389.00 Per Two Weeks
Lincoln Park
9-foot $199.00 Per Week
18-foot $399.00 Per Week
30-foot $482.00 Per Week
Facility Rental Application Fee $ 15.00
Expedite Fee
(Application submitted less than 15 days prior to the event date)
$ 75.00
Community Room (Grand Oak)
Resident $ 297.00
Non-Resident $ 356.00
Non-Profit $ 148.00
Commercial $ 445.00
Meeting Room (Sequoia)
Resident $ 118.00
Non-Resident $ 148.00
Non-Profit $ 59.00
Commercial $ 178.00
Multi-purpose Room (Apricot, Manzanita, Birch,
Sycamore, Maple)
Resident $ 95.00
Non-Resident $ 118.00
Non-Profit $ 47.00
Commercial $ 142.00
Banner Hanging
Facility Rental General
Los Altos Community Center Facility Rentals (per hour)
PARKS AND RECREATION
Kitchen
Resident $ 59.00
Non-Resident $ 89.00
Non-Profit $ 29.00
Commercial $ 118.00
Lobby
Resident $ 118.00
Non-Resident $ 148.00
Non-Profit $ 59.00
Commercial $ 178.00
Courtyard
Resident $ 59.00
Non-Resident $ 89.00
Non-Profit $ 29.00
Commercial $ 118.00
Package (Sequoia/Manzanita/Lobby)
Resident $ 249.00
Non-Resident $ 303.00
Non-Profit $ 124.00
Commercial $ 499.00
Package (Sequoia/Manzanita/Apricot)
Resident $ 249.00
Non-Resident $ 303.00
Non-Profit $ 124.00
Commercial $ 499.00
Package (Sequoia/Manzanita/Buckeye/Madrone)
Resident $ 190.00
Non-Resident $ 231.00
Non-Profit $ 95.00
Commercial $ 380.00
Multi-purpose rooms
Resident $ 142.00
Non-Resident $ 178.00
Non-Profit $ 71.00
Commercial $ 285.00
Classrooms
Resident $ 59.00
Non-Resident $ 71.00
Non-Profit $ 47.00
Commercial $ 118.00
San Antonio Club
Resident $ 142.00
Non-Resident $ 178.00
Non-Profit $ 71.00
Commercial $ 285.00
Tennis and Bocce Courts
Resident $ 10.00
Non-Resident N/A
Non-Profit $ 8.00
Commercial N/A
Athletic Fields
Resident $ 59.00
Non-Resident $ 71.00
Non-Profit $ 29.00
Commercial N/A
Gymnasium (Half)
Resident $ 101.00
Non-Resident $ 130.00
Non-Profit $ 53.00
Commercial $ 190.00
Gymnasium (Full)
Resident $ 166.00
Non-Resident $ 213.00
Non-Profit $ 95.00
Commercial $ 332.00
Neutra House
Resident $ 115.00
Non-Resident $ 144.00
Non-Profit $ 57.00
Commercial $ 173.00
Other Facility Rentals (per hour)
Veterans Community Plaza Half Day
Resident $ 167.00
Non-Resident $ 213.00
Non-Profit $ 65.00
Commercial N/A
Veterans Community Plaza Full Day
Resident $ 261.00
Non-Resident $ 326.00
Non-Profit $ 106.00
Commercial N/A
Patriot Corner Picnic Area Half Day
Resident $ 178.00
Non-Resident $ 225.00
Non-Profit N/A
Commercial $ 356.00
Patriot Corner Picnic Area Full Day
Resident $ 261.00
Non-Resident $ 326.00
Non-Profit N/A
Commercial $ 522.00
Grant Picnic Area Half Day
Resident $ 106.00
Non-Resident $ 130.00
Non-Profit N/A
Commercial $ 213.00
Grant Picnic Area Full Day
Resident $ 142.00
Non-Resident $ 172.00
Non-Profit N/A
Commercial $ 285.00
Other Facility Rentals
Key Replacement $ 149.00
Facility Rentals
Additional Facility Attendant $26.00 per hour
Linen Rental $29.00 per linen
Senior Lunch Program
Weekly Lunch Donation Only
Holiday Lunch Donation Only
Change Fees
Classrooms $ 75.00
Multipurpose spaces $ 75.00
Picnic space $ 20.00
Court spaces $ 10.00
Payment Convenience Fees
Credit Card Convenience Fee – Recreation Transactions 2.99% Per Transaction E-Check Convenience Fee – Recreation Transactions $1.25 Per Transaction Miscellaneous
Business License Listing $49.00 Per Request
Business License Duplicate $12.00 Per Request
Credit Card Convenience Fee – Business License
Transactions 2.99% Per Transaction
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 Reproduction $0.25 Per Page
Fair Political Practices Commission Related $0.10 Per Page Non-Sufficient Funds Check Processing
First NSF Check $25.00 Per NSF Check
Second & Subsequent NSF Checks $35.00 Per NSF Check
Notary Fee $ 15.00
Tobacco Retailer License
Initial $ 297.00
Annual $ 178.00
OTHER FEES (Admin)
- EOD -
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS REAFFIRMING THE FY 2026-27 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 9, 2026.
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 9th day of June, 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS REAFFIRMING THE FY 2026-2027 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 9, 2026.
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 9th day of June, 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS
AUTHORIZING THE ALLOCATION OF PARK IMPACT FUNDS FOR PARKS AND
RECREATION FACILITY IMPROVEMENT PROJECTS
WHEREAS, the Park Impact Fee Fund has an estimated available fund balance of approximately $17.4 million at the beginning of FY2026/27, which is sufficient to cover the cost of the requested parks and recreation facility improvements for FY2026/27; and WHEREAS, the City has determined through the budget process that the listed projects should be done through the use of Park Impact 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 Impact funds needed for project completion in FY 2026/27; 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 Impact 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 $4,158,504 from the City’s Park Impact fund to make the following park and recreation facility improvements in FY 2026/27.
• Downtown Park Space with parking $1,104,160
• Grant Park Playgrounds $619,950
• Shoup Park Playgrounds $619,950
• Community Center Café $165,000
• San Antonio Club Upgrades $85,000
• Grant Park Facility Photovoltaic and Battery Storage $254,444 • Rosita and Montclaire Tennis Court Resurfacing $310,000 • McKenzie Pickleball Court Conversion $375,000
• Grant Park Basketball Court Replacement $250,000
• Garden House Improvements Design $75,000
• Lincoln Park Gazebo Replacement $200,000
• Admin Building B Playground Expansion $80,000
• Redwood Grove cement Pathway Replacement $20,000
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 with 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 9th day of June 2026, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS ADOPTING THE FY 2026/27 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 2026/27 Operating Budget at a public meeting held on May 26, 2026.
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 2026/27 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%; and
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.
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 9th day of June, 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS ADOPTING THE FY 2027-FY2031 FIVE-YEAR CAPITAL IMPROVEMENT AND
MAJOR MAINTENANCE PROGRAM (CIMMP)
WHEREAS, the City Council reviewed the FY2027-FY2031 Capital Improvement and Major Maintenance Program (CIMMP) at a public meeting held on May 26, 2026.
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby:
1. Adopts the FY2027-FY2031 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 FY 2026/27; and
2. Authorizes the City Manager to proceed with those FY 2026/27 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 9th day of June, 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS
RECEIVING AND FILING THE ANNUAL REPORT ON THE PARK IMPACT FEE,
TRAFFIC IMPACT FEE, PUBLIC SAFETY IMPACT FEE, AND GENERAL GOVERNMENT IMPACT FEE FOR THE FISCAL YEAR ENDED JUNE 30, 2024, PURSUANT TO GOVERNMENT CODE SECTION 66006(b)
WHEREAS, the City of Los Altos imposes a Park Impact Fee, Traffic Impact Fee, Public Safety Impact Fee, and General Government Impact Fee pursuant to the Mitigation Fee Act, Government Code section 66000 et seq., and Chapter 3.60 of the Los Altos Municipal Code; and WHEREAS, revenues from such impact fees are deposited into separate funds and maintained in accordance with Government Code section 66006(a); and
WHEREAS, the Finance Director has prepared the Annual Report on the Park Impact Fee, Traffic Impact Fee, Public Safety Impact Fee, and General Government Impact Fee for the Fiscal Year Ended June 30, 2024 (“FY2023/24Annual Report”), attached hereto as Attachment 5 and incorporated herein by reference, containing the information required by Government Code section 66006(b); and
WHEREAS, the City Council has reviewed the FY 2023/24 Annual Report and finds that it satisfies the requirements of Government Code section 66006(b); and WHEREAS, the City Council is separately considering any required findings pursuant to Government Code section 66001(d); and
WHEREAS, the receipt and filing of the FY 2023-24 Annual Report is not a project under the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378 and, alternatively, is exempt pursuant to CEQA Guidelines section 15061(b)(3) because it can be seen with certainty that the activity will not have a significant effect on the environment.
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby receives and files the Annual Report on the Park Impact Fee, Traffic Impact Fee, Public Safety Impact Fee, and General Government Impact Fee for the Fiscal Year Ended June 30, 2024, attached hereto as Attachment 5.
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 9th day of June, 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS
RECEIVING AND FILING THE ANNUAL REPORT ON THE PARK IMPACT FEE,
TRAFFIC IMPACT FEE, PUBLIC SAFETY IMPACT FEE, AND GENERAL GOVERNMENT IMPACT FEE FOR THE FISCAL YEAR ENDED JUNE 30, 2025, PURSUANT TO GOVERNMENT CODE SECTION 66006(b)
WHEREAS, the City of Los Altos imposes a Park Impact Fee, Traffic Impact Fee, Public Safety Impact Fee, and General Government Impact Fee pursuant to the Mitigation Fee Act, Government Code section 66000 et seq., and Chapter 3.60 of the Los Altos Municipal Code; and WHEREAS, revenues from such impact fees are deposited into separate funds and maintained in accordance with Government Code section 66006(a); and
WHEREAS, the Finance Director has prepared the Annual Report on the Park Impact Fee, Traffic Impact Fee, Public Safety Impact Fee, and General Government Impact Fee for the Fiscal Year Ended June 30, 2025 (“FY 2024/25 Annual Report”), attached hereto as Attachment 6 and incorporated herein by reference, containing the information required by Government Code section 66006(b); and
WHEREAS, the City Council has reviewed the FY 2024/25 Annual Report and finds that it satisfies the requirements of Government Code section 66006(b); and WHEREAS, the City Council is separately considering any required findings pursuant to Government Code section 66001(d); and
WHEREAS, the receipt and filing of the FY 2024-25 Annual Report is not a project under the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378 and, alternatively, is exempt pursuant to CEQA Guidelines section 15061(b)(3) because it can be seen with certainty that the activity will not have a significant effect on the environment.
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby receives and files the Annual Report on the Park Impact Fee, Traffic Impact Fee, Public Safety Impact Fee, and General Government Impact Fee for the Fiscal Year Ended June 30, 2025, attached hereto as Attachment 6.
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 9th day of June, 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS
ADOPTING FIVE-YEAR FINDINGS FOR THE PARK IMPACT FEE FUND PURSUANT TO GOVERNMENT CODE SECTION 66001(d) FOR THE FISCAL YEAR ENDED JUNE 30, 2025
WHEREAS, the City of Los Altos imposes a Park Impact Fee on new residential development pursuant to Los Altos Municipal Code Chapter 3.60, at rates established by City Council Resolution No. 2024-54, for the purpose of mitigating the impact of new development on the City's parks and recreation facilities; and
WHEREAS, the Park Impact Fee constitutes a development impact fee subject to the Mitigation Fee Act, Government Code section 66000 et seq.; and
WHEREAS, Park Impact Fee revenues are deposited in the Park Impact Fee Fund (Fund 027), which is maintained as a separate restricted fund in accordance with Government Code section 66006(a); and
WHEREAS, the City has filed annual reports on the Park Impact Fee Fund pursuant to Government Code section 66006(b) for each fiscal year, including the annual AB 1600 report for the fiscal year ended June 30, 2025; and
WHEREAS, Government Code section 66001(d) requires that, for the fifth fiscal year following the first deposit into a development impact fee account or fund, and every five years thereafter, the local agency make findings with respect to any unexpended balance of the fund, whether committed or uncommitted; and
WHEREAS, the unexpended balance of the Park Impact Fee Fund as of June 30, 2025 was $19,412,447; and
WHEREAS, the Finance Director has prepared the Park Impact Fee Five-Year Findings Report dated June 2026, attached hereto as Attachment 7 and incorporated by this reference, which presents the findings required under Government Code section 66001(d), including fund activity, aging of the unexpended balance, and park and recreation capital improvements identified in the City’s adopted Five-Year Capital Improvement Program; and WHEREAS, the City Council has reviewed the report attached as Attachment 7, considered all information presented, and finds that the report and the findings set forth therein satisfy the requirements of Government Code section 66001(d); and
WHEREAS, the adoption of these findings is not a project under the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378 and, alternatively, is exempt
pursuant to CEQA Guidelines section 15061(b)(3), because it can be seen with certainty that there is no possibility that adoption of these findings will have a significant effect on the environment.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby:
1. Adopts the Park Impact Fee Five-Year Findings Report dated June 2026, attached hereto as Attachment 7, and incorporates the report by this reference as if fully set forth herein.
2. Makes the following findings with respect to the unexpended balance of the Park Impact Fee Fund as of June 30, 2025, pursuant to Government Code section 66001(d):
A. Purpose. The Park Impact Fee is imposed for the purpose of funding the acquisition, development, expansion, rehabilitation, and improvement of parkland and park and recreation facilities to serve new residential development, as set forth in Los Altos Municipal Code Chapter 3.60 and as further described in Attachment 7.
B. Reasonable Relationship. A reasonable relationship continues to exist between the Park Impact Fee, the new residential development on which it is imposed, and the use of fee proceeds for park and recreation capital improvements that serve the residents of such new development, as more fully described in Attachment 7.
C. Sources and Amounts of Funding. The sources and amounts of funding anticipated to complete the financing of incomplete public improvements identified in Attachment 7 include the existing unexpended Park Impact Fee balance of $19,412,447, future Park Impact Fee collections, interest earnings on the fund balance, and other City and grant funding as appropriated through the annual budget and Five-Year Capital Improvement Program.
D. Approximate Dates of Deposit. Park Impact Fee revenues are anticipated to be deposited on an ongoing basis as development occurs within the City and appropriated through the Capital Improvement Program during fiscal years 2025-26 through 2029- 30 and thereafter.
3. Determines that, as of June 30, 2025, no incomplete public improvement funded by the Park Impact Fee Fund has accumulated sufficient Park Impact Fee revenues to complete financing of that improvement and, therefore, designation of an approximate construction commencement date pursuant to Government Code section 66001(e) is not required at this time.
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 9th day of June 2026, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS
ADOPTING FIVE-YEAR FINDINGS FOR THE TRAFFIC IMPACT FEE FUND PURSUANT TO GOVERNMENT CODE SECTION 66001(d) FOR THE FISCAL YEAR ENDED JUNE 30, 2025
WHEREAS, the City of Los Altos imposes a Traffic Impact Fee on new development pursuant to Los Altos Municipal Code Chapter 3.60, at rates established by City Council Resolution No. 2024- 54, for the purpose of mitigating the impacts of new development on the City’s transportation and circulation system; and
WHEREAS, the Traffic Impact Fee constitutes a development impact fee subject to the Mitigation Fee Act, Government Code section 66000 et seq.; and
WHEREAS, Traffic Impact Fee revenues are deposited in the Traffic Impact Fee Fund (Fund 026), which is maintained as a separate restricted fund in accordance with Government Code section 66006(a); and
WHEREAS, Government Code section 66001(d) requires that, for the fifth fiscal year following the first deposit into a development impact fee account or fund, and every five years thereafter, the local agency make findings with respect to any unexpended balance of the fund, whether committed or uncommitted; and
WHEREAS, the City has filed annual reports on the Traffic Impact Fee Fund pursuant to Government Code section 66006(b), including the annual AB 1600 report for the fiscal year ended June 30, 2025; and
WHEREAS, the unexpended balance of the Traffic Impact Fee Fund as of June 30, 2025 was $901,115; and
WHEREAS, the Finance Director has prepared the Traffic Impact Fee Five-Year Findings Report dated June 2026, attached hereto as Attachment 8 and incorporated herein by reference, which presents the findings required under Government Code section 66001(d), including fund activity, aging of the unexpended balance, and transportation capital improvements identified in the City’s adopted Five-Year Capital Improvement Program; and
WHEREAS, the City Council has reviewed Attachment 8 and finds that the report satisfies the requirements of Government Code section 66001(d) and demonstrates a continuing need for transportation capital improvements attributable to new development within the City; and WHEREAS, adoption of these findings is not a project under the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378 and, alternatively, is exempt
pursuant to CEQA Guidelines section 15061(b)(3), because it can be seen with certainty that there is no possibility that adoption of these findings will have a significant effect on the environment.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby:
1. Adopts the Traffic Impact Fee Five-Year Findings Report dated June 2026, attached hereto as Attachment 8 and incorporated herein by reference.
2. Makes the following findings pursuant to Government Code section 66001(d) with respect to the unexpended balance of the Traffic Impact Fee Fund as of June 30, 2025:
A. Purpose. The Traffic Impact Fee is imposed for the purpose of funding the construction, expansion, rehabilitation, and improvement of transportation and circulation facilities required to serve new development, including streets, intersections, traffic control improvements, pedestrian facilities, bicycle facilities, and related transportation capital improvements.
B. Reasonable Relationship. A reasonable relationship continues to exist between the Traffic Impact Fee, the development projects on which the fee is imposed, and the use of fee revenues for transportation capital improvements required to accommodate the impacts of new development.
C. Sources and Amounts of Funding. The sources and amounts of funding anticipated to complete financing of incomplete transportation improvements include the existing unexpended Traffic Impact Fee balance of $901,115, future Traffic Impact Fee collections, investment earnings, and other transportation-related revenues, grants, and City appropriations as identified through the City’s annual budget and Capital Improvement Program.
D. Approximate Dates of Deposit. Traffic Impact Fee revenues are anticipated to be deposited on an ongoing basis as development occurs within the City and appropriated through the Capital Improvement Program during fiscal years 2025-26 through 2029- 30 and thereafter.
3. Determines that, as of June 30, 2025, no incomplete public improvement funded by the Traffic Impact Fee Fund has accumulated sufficient Traffic Impact Fee revenues to complete financing of that improvement and, therefore, designation of an approximate construction commencement date pursuant to Government Code section 66001(e) is not required at this time.
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 9th day of June 2026, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS AUTHORIZING FISCAL YEAR 2025/26 YEAR-END INTERFUND TRANSFERS,
FUND BALANCE ASSIGNMENTS, AND RESERVE REALLOCATIONS
WHEREAS, the City Council of the City of Los Altos adopted the Fiscal Year 2025/26 Annual Operating Budget by Resolution No. 2025-57 on June 10, 2025, which appropriated estimated revenues, expenditures, capital projects, and transfers for all City funds in accordance with the City’s adopted Financial and Investment Policies; and
WHEREAS, the City’s adopted Financial Policies provide that the City Manager is authorized to make amendments or transfers of appropriations within the same department, while amendments to the total level of appropriations for a fund and transfers between funds require City Council approval; and
WHEREAS, in connection with the Fiscal Year 2025/26 year-end close, staff has identified proposed interfund transfers, reserve reallocations, and General Fund fund balance assignments necessary to align fund balances with actual and projected activity, fund capital and equipment needs, reimburse funds for expenditures advanced on behalf of other eligible programs, support internal service and risk management reserves, and maintain reserves at levels consistent with adopted financial policies; and
WHEREAS, certain proposed actions constitute accounting reassignments of General Fund balance classifications rather than interfund transfers, consistent with generally accepted accounting principles and the City’s Fund Balance Policy; and WHEREAS, the proposed Fiscal Year 2025/26 year-end transfers and reserve reallocations are described in the accompanying staff report and summarized in the schedule below; and WHEREAS, the proposed transfers are balanced, with total transfers in of $10,028,101 equal to total transfers out of $10,028,101, resulting in no net change to the City’s total fund balance or overall fiscal position; and
WHEREAS, the City Council has reviewed the proposed transfers and reserve assignments and finds them to be consistent with the City’s adopted Financial and Investment Policies and the intended purposes of the affected funds; and
WHEREAS, the authorization of these transfers and reserve assignments is not a “project” subject to the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(4), as it constitutes the creation of government funding mechanisms or other fiscal
activities that do not involve any commitment to any specific project, and is alternatively exempt pursuant to CEQA Guidelines section 15061(b)(3), because it can be seen with certainty that there is no possibility the action will have a significant effect on the environment.
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby:
1. Approves Fiscal Year 2025/26 Year-End Transfers and Reserve Assignments Authorizes and approves the following Fiscal Year 2025/26 year-end interfund transfers and General Fund reserve assignments:
Fund / Reserve Transfers In Transfers Out
General Fund – Unassigned — (5,408,823)
General Fund – Emergency & Operating Reserve 1,329,504 — Facility Maintenance Fund — (1,500,000)
Technology Fund 1,384,049 —
Capital Projects Fund 5,228,270 —
Equipment Replacement Fund — (93,000)
PERS Reserve Fund — (2,000,000)
Dental / Vision Fund 50,000 —
Unemployment Fund 10,000 —
Workers’ Compensation Fund 200,000 —
Liability Insurance Fund 300,000 —
Measure B Fund 1,026,278 —
SB1 Road Maintenance & Rehabilitation Fund — (1,026,278) Solid Waste Fund 500,000 —
TOTAL $ 10,028,101 $ (10,028,101)
2. Authorizes Accounting and Budget Adjustments
Authorizes the Finance Director to record the foregoing transfers, reserve assignments, and related budget amendments in the City’s financial accounting system and to make corresponding adjustments to appropriations, transfers in and out, reserve classifications, and fund balance assignments as necessary to implement this Resolution.
3. Finds Consistency with Financial Policies
Finds that the foregoing transfers and reserve assignments are consistent with the City’s adopted Financial and Investment Policies, support the long-term financial sustainability of the City, and maintain reserves for their intended purposes.
4. Directs Proper Accounting Treatment
Directs that any approved reallocations within the General Fund, including amounts assigned to Emergency and Operating Reserves, be recorded as fund balance assignments or classifications rather than interfund transfers, as appropriate, in accordance with generally accepted accounting principles and the City’s Fund Balance Policy.
5. Effective Date
Determines that this Resolution shall take effect immediately upon adoption.
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 9th day of June, 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
Resolution No. 2026-XX Page 1 of 2
RESOLUTION NO. 2026-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS ADOPTING FISCAL YEAR 2026/27 PAY SCHEDULES AND CONFIRMING COMPLIANCE WITH CALIFORNIA PUBLIC EMPLOYEES’ RETIREMENT
SYSTEM (CALPERS) 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, California Public Employees’ Retirement System (CalPERS) regulations require that pay schedules be duly approved and adopted by the governing body and made publicly available; and
WHEREAS, it is necessary for the City Council to review, approve, and adopt a publicly available pay schedule in accordance with applicable public meeting laws; and WHEREAS, the City Council has previously approved employee compensation through applicable Memoranda of Understanding, Personnel Regulations, salary resolutions, and other authorized City Council actions; and
WHEREAS, attached to this Resolution and incorporated herein by reference are the City’s Fiscal Year 2026/27 Pay Schedules which will be made publicly available on the City’s external website and provided upon request; and
WHEREAS, the City periodically reviews employee compensation and pay schedule ranges to ensure alignment with organizational needs and labor market conditions; and WHEREAS, the City benefits from a highly qualified municipal workforce and recognizes the importance of maintaining compensation levels that support recruitment and retention of talented employees; and
WHEREAS, represented classifications are governed by current Memoranda of Understanding and unrepresented classifications are governed by applicable Personnel Regulations and City Council actions establishing compensation for Fiscal Year 2026/27; and WHEREAS, adoption of the Fiscal Year 2026/27 Pay Schedules is intended to accurately reflect compensation previously authorized by the City Council and maintain compliance with applicable CalPERS statutory and regulatory requirements regarding compensation earnable and publicly available pay schedules; and
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby adopts the following Fiscal Year 2026/27 Pay Schedules:
Resolution No. 2026-XX Page 2 of 2
1. Unrepresented Executive Pay Schedule, effective December 21, 2025; and
2. Unrepresented Management Pay Schedule, effective June 21, 2026; and
3. Unrepresented Confidential and Professional Pay Schedule, effective June 21, 2026; and
4. Los Altos Municipal Employee Association Pay Schedule, effective June 21, 2026; and
5. Peace Officers Association Pay Schedule, effective June 21, 2026; and
6. Sanitary Truck Drivers and Helpers Union Local 350 Pay Schedule, effective June 21, 2026; and
7. Part-Time Pay Schedule, effective June 21, 2026.
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 9th day of June 2026, by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
___________________________
Sally Meadows
Mayor
Attest:
_____________________________
Melissa Thurman, MMC
City Clerk
City Council Staff Report
Meeting Date: June 9, 2026
Prepared By: Melissa Thurman
Approved By: Gabe Engeland
Subject: Acceptance of Certificate - Initiative Petition
COUNCIL PRIORITY AREA
General Government
RECOMMENDATION
Accept the City Clerk's Certificate of Sufficiency of Initiative Petition, and take action on one of the following:
- Adopt the initiative without alteration; or
- Place the initiative on the next general election; or - Order a report pursuant to Election Code Section 9212, which would be due no later than June 25, 2026
ENVIRONMENTAL IMPACT
This item does not constitute a project under the California Environmental Quality Act (CEQA) Guidelines.
FISCAL IMPACT
Pursuant to Elections Code Section 9215, the City Council has the option to place the initiative on the ballot at the next statewide election occurring not less than 88 days after the date of the order of the election. At this time, staff does not have a cost estimate to add this item to the November 2026 election.
PREVIOUS COUNCIL CONSIDERATION
During the regular meeting of April 28, 2026, the City Council directed staff to prepare a report pursuant to California Elections Code Section 9212, for this initiative petition. The report is due no later than 30 days after the City Council receives notification of the City Clerk's certification.
BACKGROUND
The timeline below details the steps taken for the initiative petition. • March 18, 2026 - Proponents of the initiative petition filed a Notice of Intent to Circulate a Petition with the City Clerk's Office
• April 2, 2026 -The City Attorney prepared the Ballot Title and Summary • April 4, 2026 - The proponents published the Notice of Intent to Circulate and the Ballot Title and Summary in the Daily Post newspaper
• May 5, 2026 - The proponents filed petition sections containing signatures for the proposed "Los Altos Downtown Parking Plaza Ordinance" with the City Clerk's Office • May 5, 2026 - The City Clerk performed a preliminary review of the signatures and filed the signatures with the Santa Clara County Registrar of Voters Office for signature verification and official determination of sufficiency
• May 21, 2026 - The Santa Clara County Registrar of Voters signed the Certificate of Results for the "Los Altos Downtown Parking Plaza Ordinance" • May 26, 2026 - The City Clerk prepared a Certificate of Sufficiency of Initiative Petition and placed the item on the June 9, 2026 City Council regular meeting agenda for Council action
ANALYSIS
The following links are for the cited Elections Code Sections listed throughout this report:
Elections Code Section 1405
Elections Code Section 9114
Elections Code Section 9201
Elections Code Section 9211
Elections Code Section 9212
Elections Code Section 9215
DISCUSSION
In accordance with Elections Code Section 9215, the petition must be signed by at least 10% of the total number of registered voters in the City of Los Altos. According to the last report of registration by the County Elections Official, the City of Los Altos had 22,789 registered voters, which required 2,279 signatures for the petition. Pursuant to Elections Code Section 9211, the Santa Clara County Registrar of Voters examined and verified the necessary signatures on file and determined that the proponent provided 2,676 valid signatures, exceeding the required number.
Elections Code Sections 9211 and 9114 require the City Clerk to certify the results of the examination to the City Council. Consistent with Elections Code Sections 9212 and 9215, the City Council may take the following actions:
1.) Adopt the initiative at the meeting (or within 10 days)
2.) Place the initiative on the ballot for the November 2026 election
3.) Order the 9212 report due no later than June 25, 2026, i.e., 30 days from the City Clerk's certification. If the City Council chooses this option, it would accept the report at either the June 23, 2026 meeting or call a special meeting on June 25, 2026 to accept it. At whichever meeting, the Council would decide to adopt within 10 days or place the initiative on the ballot at that meeting.
ATTACHMENTS
1. Attachment 1 - City Clerk Certificate of Sufficiency
2. Attachment 2 - Santa Clara County ROV Petition Certificate
City Council Staff Report
Meeting Date: June 9, 2026
Prepared By: Anthony Carnesecca
Approved By: Gabe Engeland
Subject: Introduction of Ordinance - Amending Commissions and Commission Membership
COUNCIL PRIORITY AREA
General Government
Housing
Environmental Sustainability
Circulation Safety and Efficiency
RECOMMENDATION
Introduce Ordinance that will amend the Commission membership to 5 members for Complete Streets, Environmental, Financial, and Planning through a natural attrition process, meaning that no current Commissioners will be removed from their membership as a result of this action; transition the Youth Commission to a Youth Council Academy that will no longer serve in an advisory capacity to the City Council and will not be subject to the Brown Act; and, transition the Senior Commission to a Senior Committee that will serve in an advisory capacity to City staff and will not be subject to the Brown Act
ENVIRONMENTAL IMPACT
The ordinance is exempt from environmental review pursuant to Section 15061(b)(3) of the State Guidelines implementing the California Environmental Quality Act of 1970.
FISCAL IMPACT
None.
PREVIOUS COUNCIL CONSIDERATION
February 21, 2023, March 28, 2023, April 25, 2023, May 23, 2023, June 13, 2023, & February 10, 2026
BACKGROUND
The City of Los Altos has guidelines for the Commissions regarding their scope of work, number of Commissioners, and frequency of Commission meetings within Los Altos Municipal Code Chapter 2.08.
The City Council last provided direction on proposed edits to these items on February 10, 2026.
At that meeting, City staff informed the City Council that all advisory bodies would be required
to allow remote public comments by July 1, 2026.
At their meeting on February 10, 2026, the City Council provided direction to do the following:
• Amend the Commission membership to 5 members for Complete Streets, Environmental, Financial, and Planning through a natural attrition process, meaning that no current Commissioners will be removed from their membership as a result of this action.
• Transition the Youth Commission to a Youth Council Academy that will no longer serve in an advisory capacity to the City Council and will not be subject to the Brown Act.Transition the Senior Commission to a Senior Committee that will serve in an advisory capacity to City staff and will not be subject to the Brown Act.
ANALYSIS
DISCUSSION
Since that meeting, City staff has received additional information that advisory bodies will not be required to allow remote public comments. This information was provided to the City Clerk through a training provided by the League of California Cities.
As a result, City staff has brought forward the ordinance with the redlined Municipal Code Chapter 2.08, but would like confirmation that the Council would like to pursue transitioning the Youth and Senior Commissions to non-advisory bodies as previously directed.
The distinct advantage of transitioning the Youth and Senior Commissions to non-advisory bodies is that they would no longer be required to follow Brown Act provisions so they could meet whenever would be convenient without posting meeting notices.
The City Council will still be able to appoint individuals to serve on the Youth Council Academy and Senior Committee by creating subcommittees of the City Council that will review applications and make recommendations for appointment to staff. The Council will be able to appoint a liaison to these committees that will not be a participatory member of the committees.
Therefore, City staff recommends that the City Council amend the Commission membership to 5 members for Complete Streets, Environmental, Financial, and Planning through a natural attrition process, meaning that no current Commissioners will be removed from their membership as a result of this action. Additionally, City staff recommends that the Youth Commission and Senior Commission transition to non-advisory bodies.
ATTACHMENTS
1. Attachment 1 - Ordinance
Ordinance No. 2026- Page 1
ORDINANCE NO. 2026-
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS AMENDING CHAPTER 2.08 ENTITLED “CITY COMMISSIONS GENERALLY” WHEREAS, the City of Los Altos has guidelines for their Commissions regarding their scope of work, number of Commissioners, and frequency of meetings within Los Altos Municipal Code Sections 2.08; and
WHEREAS, on February 10, 2026, the City Council directed staff to amend the Commission membership to 5 members for Complete Streets, Environmental, Financial, and Planning through a natural attrition process meaning that no current Commissioners will be removed from their membership because of this action; transition the Youth Commission to a Youth Academy that will no longer serve in an advisory capacity to the City Council and will not be subject to the Brown Act; and, transition the Senior Commission to a Senior Services Committee that will serve in an advisory capacity to City staff and will not be subject to the Brown Act; and WHEREAS, the purpose of these amendments is to accomplish these three directives from the City Council.
NOW THEREFORE, the City Council of the City of Los Altos does hereby ordain as follows:
SECTION 1. AMENDMENT OF CODE. Title 2 of the Municipal Code for the City (“Code”) shall amend Chapter 2.08, entitled “City Commissions Generally” to read as follows in Exhibit A.
SECTION 2. CONSTITUTIONALITY. If any section, subsection, sentence, clause or phrase of this code is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this code.
SECTION 3. PUBLICATION. This ordinance shall be published as provided in Government Code section 36933.
SECTION 4. CEQA - EXEMPTION. The City Council finds, pursuant to Title 14 of the California Code of Regulations, Section 15061(b)(3), that this ordinance is exempt from the requirements of the California Environmental Quality Act (CEQA) in that it is not a project which has the potential for causing a significant effect on the environment.
SECTION 5. EFFECTIVE DATE. This ordinance shall be effective upon the commencement of the thirty-first day following the adoption date.
The foregoing ordinance was duly and properly introduced at a regular meeting of the City Council of the City of Los Altos held on June 9, 2026, and was thereafter, at a regular meeting held on June 23, 2026, passed and adopted by the following vote:
AYES:
Ordinance No. 2026- Page 2
NOES:
ABSENT:
ABSTAIN:
__________________________
Sally Meadows, Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
Ordinance No. 2026- Page 3
Exhibit A
Chapter 2.08 CITY COMMISSIONS GENERALLY
2.08.010 Creation of commissions.
There are hereby established the following commissions in the city, with the following regular voting members:
A. Complete streets commission: Seven Five members
B. Environmental commission: Seven Five members;
C. Financial commission: Seven Five members;
D. Historical commission: Five members;
E. Library commission: Five members;
F. Parks, arts, recreation and cultural commission: Seven members; G. Planning commission: Seven Five members;
H. Youth commission: Eleven (11) members; from school grades nine through twelve (12); and I. Senior Commission: Seven members, age fifty-five (55) or older. Exceptions may be made for individuals with special skills which may benefit seniors. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.020 Membership.
A. All voting members shall be appointed by the council, with the following exceptions:
1. Four members of the library commission shall be appointed by the council and one member of the library commission shall be appointed by the Town of Los Altos Hills City Council; and
2. Five members of the senior commission shall be appointed by the council and two members of the senior commission shall be appointed by the Town of Los Altos Hills City Council.
B. All voting commissioners shall be residents of the city, except that:
1. One voting member of the library commission need not be a resident;
2. One voting member of the historical commission need not be a resident provided the criteria of Section 2.12.010 are met; and
3. Two voting members of the senior commission need not be residents. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.030 Terms, appointments, and vacancies.
A. Commissioners , with the exception of senior and youth commissioners, shall serve for a term of four years and may be reappointed to one additional four-year term. Terms shall be staggered and expire on the last day of September. A commissioner shall be appointed by a majority vote of the council and may be removed prior to the expiration of his or her term by a majority vote of the council, and such removal may be with or without cause.
Ordinance No. 2026- Page 4
B. Senior commissioners shall serve two-year terms with incumbents eligible to serve a total of four, two-year terms, in addition to an unexpired term. Terms shall be staggered and expire on the last day of September.
C. Youth commissioners shall be appointed from school grades nine through twelve (12) and shall serve twoyear terms with incumbents eligible to reapply for appointment for terms through and including their senior year. Terms shall be staggered and expire on June 30th. The city council's youth commission interview committee shall interview commission applicants and recommend appointments.
D. Except for senior and youth commissioners, aA commissioner appointed to fill an unexpired term may be eligible for reappointment to an additional two terms.
E. The two-term limit shall apply to consecutive terms only. After a lapse of two years, a former commissioner may reapply for an appointment to any commission desired as a new applicant. The two-year lapse between appointments shall apply only to service on one commission. Upon leaving one commission, an individual may apply for an appointment to any other commission at any time.
F. Appointments to each commission shall be made as terms expire or when unanticipated vacancies occur.
G. Vacancies on any commission shall be filled by a majority vote of the council, except that the Town of Los Altos Hills City Council may fill one vacancy on the library commission and two vacancies on the senior commission. An individual appointed to fill a vacancy prior to the expiration of the term for which his or her predecessor was appointed shall serve for such unexpired term. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.040 Compensation.
Commissioners shall serve without compensation. The council may approve reimbursement to commissioners of expenses incurred by them in their official capacity.
2.08.050 Organization.
Annually, each commission shall elect one of its members as chair and one as vice-chair, each to serve a oneyear term. Each commission shall provide the time, place, and manner for holding regular and special meetings. A majority of the authorized membership of a commission shall constitute a quorum of that commission. All meetings of the commission as a whole, or any standing subcommittees, shall be open to the public and noticed in accordance with state law.
2.08.060 Meetings.
Each commission shall establish a regular meeting day and time and shall hold meetings as listed. All commissions shall not hold regular meetings during the months of July and December.
A. Complete streets commission: Once monthly.
B. Environmental commission: Once monthly.
C. Financial commission: Twice quarterly.
D. Historical commission: Once quarterly.
E. Library commission: Every other month.
F. Parks, arts, recreation and cultural commission: Once monthly.
G. Planning commission: Twice monthly.
H. Senior commission: Once monthly.
Ordinance No. 2026- Page 5
I. Youth commission: Once monthly.
Any regular meeting may be cancelled in accordance with state law. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.070 Powers and duties of the planning commission.
The planning commission shall have those powers and duties given it by the State Planning Act (Title 7 of Chapter 3 of the Government Code of the state, commencing with Section 65100), as amended from time to time, and such other powers as granted it by the other provisions of this Municipal Code, or as may be entrusted to it by the council from time to time, and shall submit an annual report to the council. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.080 Powers and duties of the library commission.
The library commission shall:
A. Serve as the principal liaison between the City Council of Los Altos and Los Altos Hills and the Santa Clara County Library District, and the various community entities that help to fund the library branches, including, but not limited to, the North County Library Authority, the Los Altos Library Endowment and the Friends of the Los Altos Library;
B. Review the Los Altos Library programs, services and facilities, and make recommendations to the council, the city manager and/or county and community librarians as appropriate, for additions or modifications thereof;
C. Conduct community outreach regarding the library facilities, programs and services, and report back to the council and/or the county and community librarians as appropriate; D. Perform such other tasks as may be expressly requested of it by the city council; E. Serve as a forum for community input and engagement; F. Submit an annual report to the council; and
G. Perform other tasks and duties as assigned by the council. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.090 Powers and duties of the parks, art, recreation and cultural commission.
The parks, art, recreation and cultural commission shall:
A. Submit an annual report to the city council providing an update on the direction and changes to parks and recreation facilities and infrastructure, and park, art, recreation and cultural programs and activities;
B. Review and advise on programs, activities and resources designed to provide for, regulate and direct the future growth and development of parks facilities and recreation programming; C. Manage the public outdoor sculpture loan program. The commission will conduct sculpture searches, evaluate and recommend sculptures, identify sculpture locations and work with staff on placement and maintenance of sculptures;
Ordinance No. 2026- Page 6
D. Annually review the inventory of art in public places and advise the city in matters pertaining to the maintenance, placement, alteration, sale, transfer, ownership and acceptance or refusal of donations of art in public places;
E. Serve as a forum for community input and engagement; and F. Perform other tasks and duties as assigned by the council. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.100 Powers and duties of the historical commission.
The historical commission shall have those powers and duties granted it by Section 2.12.030 of the Los Altos Municipal Code and/or as may be entrusted to it by the council from time to time and shall submit an annual report to the council.
(Ord. No. 2023-493, § 1, 6-13-2023)
2.08.110 Powers and duties of the youth commission.
The youth commission shall act in an advisory capacity to the city council on matters relating to youth interests, youth concerns, and the need for outreach services. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.120 Powers and duties of the environmental commission.
The commission shall:
A. Submit an annual report to council providing an update on the implementation of the Climate Action and Adaptation Plan (CAAP) as well as updates on any relevant environmental policy or programs; B. Review and provide recommendations for the implementation of the CAAP, including prioritization of CAAP action items. Make annual recommendations for changes or updates to the plan; C. Annually provide recommendations to the council that affect the natural and built environment to inform policy, budget, and CIP prioritization;
D. Serve as a forum for community input and engagement; and E. Perform other tasks and duties as assigned by the council. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.130 Powers and duties of the financial commission.
The commission shall have those powers and duties entrusted to it by the council including:
A. Annual review of the investment policy;
B. Annual review of independent financial audit;
C. Review of auditor selection process;
D. Review of financial projections and assumptions. This especially relates to review of revenue projections provided in the annual mid-year report which are used biennially as the basis for the service and financial plan;
Ordinance No. 2026- Page 7
E. Special projects as directed by the council, city manager or finance director; and F. Submission of an annual report to the council.
The financial commission provides resident input to the council and staff regarding financial policy issues, and promotes resident participation and understanding regarding the financial condition of the city. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.140 Powers and duties of the senior commission.
The joint Los Altos/Los Altos Hills senior commission shall act in an advisory capacity to the council in all matters relating to senior interests and concerns, shall make recommendations aimed at improving the life of seniors, and shall submit an annual report to the council.
2.08.150 Powers and duties of the complete streets commission.
The complete streets commissions shall:
A. Submit an annual report to council providing an update on the implementation of the Complete Streets Master Plan (CSMP) as well as an update on any relevant transportation policy or programs; B. Review and advise on the implementation of the projects outlined in the CSMP; C. Annually provide recommendations to the council on transportation-related priorities to inform policy, budget, and CIP prioritization;
D. Serve as a forum for community input and engagement; and E. Perform other tasks and duties as assigned by the council. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.160 Role of staff liaison.
The city manager, or his/her designee, shall appoint an individual to serve as liaison to each commission. The role of the staff liaison is to assist the commission in carrying out its responsibilities. Duties of the staff liaison shall include attending all meetings of the commission, preparing agendas in collaboration with the chair, ensuring agendas and reports are posted in compliance with state law and city protocols, researching and preparing reports for the commission, as is consistent with the work plan and/or council direction, preparing action minutes for approval by the commission, preparing reports from the commission to the council, serving as the liaison between the commission and other city staff, communicating directions from the city council to the commission, and staying apprised of new laws and city protocols related to their assigned commission or commissions generally. (Ord. No. 2023-493, § 1, 6-13-2023)
2.08.170 Contract authority.
No commission shall have the power or authority to authorize the expenditure of city funds or to bind the city to any written or implied contract.
(Ord. No. 2023-493, § 1, 6-13-2023)
Ordinance No. 2026- Page 8
2.08.180 Adherence to city policies.
Unless otherwise provided herein, commissioners shall be bound by all city policies, including the Commission Handbook.
(Ord. No. 2023-493, § 1, 6-13-2023)
City Council Staff Report
Meeting Date: June 9, 2026
Prepared By: Jon Maginot
Approved By: Gabe Engeland
Subject: Introduction of Ordinance - Sidewalk Maintenance and Repair
COUNCIL PRIORITY AREA
Circulation Safety and Efficiency
General Government
RECOMMENDATION
Introduce and waive further reading of an ordinance adding a new Chapter 9.32 of the Municipal Code entitled "Maintenance and repair of sidewalks"
ENVIRONMENTAL IMPACT
The ordinance is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15061(b)(3) (common sense exemption), as it does not have the potential to result in a significant environmental impact.
FISCAL IMPACT
It is unknown the direct cost for adoption of the ordinance. It is anticipated to be largely costneutral over time, as the City may recover costs associated with sidewalk repairs through assessments to property owners as authorized by the Streets and Highways Code. However, there is expected to be costs associated with the 50-50 program. It is currently budgeted for $50,000 in the Fiscal Year 26-27 proposed budget.
PREVIOUS COUNCIL CONSIDERATION
None
BACKGROUND
Public sidewalks and rights-of-way are critical infrastructure intended for safe and accessible pedestrian travel. The City has an interest in ensuring sidewalks remain unobstructed, safe, and compliant with accessibility requirements, including the Americans with Disabilities Act (ADA).
Historically, cities in California, including Los Altos, have placed responsibility for sidewalk maintenance on adjacent property owners in accordance with the California Streets and Highways Code.
ANALYSIS
While the City has relied on State Code for maintenance of sidewalks, the City's Municipal Code does not explicitly identify that adjacent proper owners are liable for damages or injuries to the public caused by unsafe conditions. The courts ruled in Gonzales v. City of San Jose that cities can pass local ordinances requiring adjacent property owners to maintain sidewalks next to their property and be liable for injuries, which is currently the practice in Los Altos and supported by state law.
DISCUSSION
The proposed ordinance assigns responsibility for sidewalk maintenance and repair to property owners whose parcels abut the sidewalk area, including parking strips, curbs, and gutters.
Maintenance responsibilities include:
• Grinding, repairing, or replacing sidewalks
• Repair and maintenance of curbs and gutters
• Removal of weeds, debris, and obstructions
• Tree root management and installation of root barriers • Vegetation trimming to ensure safe and unobstructed passage These requirements ensure sidewalk areas remain safe and do not interfere with public use.
The ordinance authorizes the City to perform sidewalk repairs if property owners fail to comply and to recover costs through assessments or liens, consistent with the California Streets and Highways Code.
This is consistent with current State law and the practice in Los Altos. However, adopting this ordinance allows the City of Los Altos to start a "cost share" program with property owners who are ordered to repair sidewalks. If adopted, Los Altos will begin the process of a 50-50 cost share program with property owners. This will allow residents to benefit from the City's purchasing power, which will reduce the initial cost, as well as receive 50% funding for sidewalk repairs, that will reduce the cost further. Property owners that do not participate will be responsible for the full cost of the sidewalk repairs and/or replacement. The goal of the 50-50 program is to have an annual sidewalk improvement program that will incorporate each property that was ordered to repair sidewalks, in addition to improvements and repairs to public sidewalks.
ATTACHMENTS
1. Attachment 1 - Sidewalk Ordinance
Ordinance No. 2026-
ORDINANCE NO. 2026-
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS ADDING A NEW CHAPTER 9.32 TO THE LOS ALTOS MUNICIPAL CODE ENTITLED “MAINTENANCE AND REPAIR OF SIDEWALKS”
WHEREAS, Article XI, Section 7 of the California Constitution grants cities the police power to make and enforce ordinances to protect the public health, safety, and welfare; and
WHEREAS, the public sidewalks, streets, and rights-of-way within the City are intended for safe and accessible pedestrian travel and are held in trust for use by the general public; and
WHEREAS, unobstructed sidewalks are essential to ensure compliance with state and federal accessibility requirements, including the Americans with Disabilities Act (ADA), and to protect the health, safety, and welfare of all residents and visitors, unobstructed sidewalks are essential to ensure compliance with state and federal accessibility requirements, including the Americans with Disabilities Act (ADA), and to protect the health, safety, and welfare of all residents and visitors; and WHEREAS, the City Council further finds that maintaining clear and accessible pedestrian pathways promotes public safety, supports economic vitality, and enhances the usability of the public realm; and
WHEREAS, the City has an interest in regulating the use of sidewalks and public rightsof-way to prevent obstructions while allowing reasonable and permitted uses consistent with the public interest; and
WHEREAS, the City Council recognizes that other jurisdictions within California and Santa Clara County have adopted similar regulations governing sidewalk use to ensure clarity, consistency, and enforceability; and
WHEREAS, the City desires to establish clear standards regarding prohibited obstructions, time, place, and manner restrictions, and enforcement mechanisms to ensure compliance while emphasizing voluntary compliance and education where appropriate; and
WHEREAS, the City Council finds that adoption of this ordinance is necessary to protect the public health, safety, and welfare and to ensure that sidewalks remain open, accessible, and safe for their intended use.
NOW THEREFORE, the City Council of the City of Los Altos does hereby ordain as follows:
SECTION 1. AMENDMENT OF CODE. Title 9 of the Municipal Code for the City (“Code”) shall be amended to add Chapter 9.32, entitled “Maintenance and Repair of Sidewalks” to read as follows:
Ordinance No. 2026-
Chapter 9.32 – Maintenance and Repair of Sidewalks
9.32.010 Maintenance and repair of sidewalks
A. Anything in this chapter to the contrary notwithstanding, the maintenance and repair of sidewalk areas and the making, confirming and collecting of assessments for the cost and expenses of said maintenance and repair may be done and the proceedings therefor may be had and taken in accordance with this part and the procedure therefor provided in Chapter 22 of Division 7, Part 3, of the Streets and Highways Code of the state as the same is now in effect or may hereafter be amended. In the event of any conflict between the provisions of said Chapter 22 of Division 7, Part 3, of the Streets and Highways Code of the state and this Part 17, the provisions of Part 17 shall control.
B. The owners of lots or portions of lots adjacent to or fronting on any portion of a sidewalk area between the property line of the lots and the street line, including parking strips, sidewalks, curbs and gutters, and persons in possession of such lots by virtue of any permit or right shall repair and maintain such sidewalk areas and pay the costs and expenses therefor, including a charge for the City of Los Altos’ costs of inspection and administration whenever the city awards a contract for such maintenance and repair and including the costs of collection of assessments for the costs of maintenance and repair under subsection A. of this section or handling of any lien placed on the property due to failure of the property owner to promptly pay such assessments.
C. For the purposes of this part, maintenance and repair of sidewalk area shall include, but not be limited to, maintenance and repair of surfaces including grinding, removal and replacement of sidewalks, repair and maintenance of curb and gutters, removal and filling or replacement of parking strips, removal of weeds and/or debris, tree root pruning and installing root barriers, trimming of shrubs and/or ground cover and trimming shrubs within the area between the property line of the adjacent property and the street pavement line, including parking strips and curbs, so that the sidewalk area will remain in a condition that is not dangerous to property or to persons using the sidewalk in a reasonable manner and will be in a condition which will not interfere with the public convenience in the use of said sidewalk area.
D. Notwithstanding the provisions of Section 5614 of the state Streets and Highways Code, the city manager or designee may in their discretion, and for sufficient cause, extend the period within which required maintenance and repair of sidewalk areas must commence by a period of not to exceed ninety days from the time the notice referred to in said Section 5614 is given.
9.32.020 Liability for injuries to public
The property owner required by Section 9.32.020 to maintain and repair the sidewalk area shall owe a duty to members of the public to keep and maintain the sidewalk area in a safe and nondangerous condition. If, as a result of the failure of any property owner to maintain the sidewalk area in a nondangerous condition as required by Section 9.32.020, any person suffers injury or damage to person or property, the property owner shall be liable to such person for the resulting damages or injury.
9.32.030 Work performance – city manager authority
Ordinance No. 2026-
In performing the work of repairing or constructing any sidewalk as provided in Chapter 22 of Division 7, Part 3 of the Streets and Highways Code of the state, the City Manager or designee may:
A. Procure services from an outside contractor per the City’s Purchasing Policy; or B. Order a city work crew to perform said work.
9.32.040 Notice of cost and hearing by council
Upon the completion of the repairs or construction, the City Manager or designee shall cause notice of the cost of the repairs or construction to be given in the manner specified in Chapter 22 (Repair) of Division 7, Part 3, of the Streets and Highways Code of the state of California, as the same is now in effect or may hereafter be amended, for the giving of notice to repair or construct. The notice shall specify the day, hour and place when the city council will hear and pass on the report of the costs of the repair, together with any written objections or protests which may be raised by any property owner liable to be assessed for the cost of such repair or construction and any other interested persons. The notice shall also describe the procedure to be followed for such written objections or protests. In no case shall the hearing provided for in this section be sooner than ten days after giving of notice.
9.32.050 Hearing by city council
The city council, on the day and hour fixed for hearing, shall hear and pass upon the report of the city manager or designee, together with any written protests or objections, which have not been withdrawn prior to the hearing, from property owners liable to be assessed for the work of making such repair in accord with the procedure provided in Chapter 22 of Division 7, Part 3 of the Streets and Highways Code.
SECTION 2. CONSTITUTIONALITY. If any section, subsection, sentence, clause or phrase of this code is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this code.
SECTION 3. PUBLICATION. This ordinance shall be published as provided in Government Code section 36933.
SECTION 4. CEQA - EXEMPTION. The City Council finds, pursuant to Title 14 of the California Code of Regulations, Section 15061(b)(3), that this ordinance is exempt from the requirements of the California Environmental Quality Act (CEQA) in that it is not a project which has the potential for causing a significant effect on the environment.
SECTION 5. EFFECTIVE DATE. This ordinance shall be effective upon the commencement of the thirty-first day following the adoption date.
The foregoing ordinance was duly and properly introduced at a regular meeting of the City Council of the City of Los Altos held on June 9, 2026, and was thereafter, at a regular meeting held on June 23, 2026, passed and adopted by the following vote:
Ordinance No. 2026-
AYES:
NOES:
ABSENT:
ABSTAIN:
Sally Meadows, Mayor
ATTEST:
Melissa Thurman, City Clerk
City of Los Altos 2026 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 23, 2026
Study Session – Halsey House – 5:00 p.m.
Regular Meeting – 7:00 p.m.
CONSENT:
• Adopt Sidewalk Ordinance
• Adopt Resolution for the Citizen’s Initiative
• Award Contract for Document Scanning
DISCUSSION:
• Downtown One Way Circulation
• Advisory Ballot Measure
July 14, 2026
Regular Meeting – 7:00 p.m.
CONSENT:
• Purchase of Police Department Vehicles
DISCUSSION:
• Elections Code 9212 Report
• General Plan Visioning
The remaining 2026 City Council agenda calendar items are pending and will be published at a later date.
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
Program 4.J: Facilitate alternate modes of transportation for Manager March 31, 2023 COMPLETED residents.
Adopt VMT Policy &
Transportation Demand 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 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 COMPLETED
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 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. December 31, 2025 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 Program 4.G: Assist seniors to maintain and rehabilitate their homes. July 31, 2026 ONGOING
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 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
DATE: 06/09/2026
TO: COUNCILMEMBERS
FROM: CITY MANAGER’S OFFICE
SUBJECT: COUNCIL Q&A FOR JUNE 9, 2026 CITY COUNCIL REGULAR MEETING Agenda Item 1 (Minutes):
• Vice Mayor Lang lead the pledge.
Answer: This has been corrected.
Agenda Item 2 (Calling for District Election):
• The statement in Previous Council Consideration is not correct: "On February 24, 2026, the City Council adopted a resolution calling for a special election to fill a Council vacancy. The vacant seat on the City Council is in District 2, which is scheduled for election on November 3, 2026.” The D2 seat is not a replacement for the Council vacancy, both D2 and D4 are new seats. The second sentence should read something along the lines of, "The vacant seat on the City Council is for an at-large seat for which the term expires in December 2026 …” and then there should be an explanation of what that expiring seat means in light of the special election we called in February, i.e. no one will be sworn in to an expired, non-existent seat.
Answer: While the vacant seat was an at-large seat at the time it was called for the special election, the seat is in District 2 for the upcoming November ballot. However, the staff report line: “On February 24, 2026, the City Council adopted a resolution calling for a special election to fill a Council vacancy." is accurate and does not need the follow up language.
• Are we aware of any challenges yet to CVRA districted jurisdictions in light of the recent Supreme Court Callais decision?
Answer: We are not aware of any CVRA challenges in light of recent Superior Court Jurisprudence (Callais).
• “SECTION 6. That the ballots to be used at the election shall be in form and content as required by law. Voters shall vote for a maximum of three candidates.” Don’t think this makes sense anymore given district elections. Each district resident gets one vote.
Answer: This has been corrected.
Agenda Item 4 (City Staff Vacancies):
• What role does AI play in the recruitment process?
Answer: Our applicant tracking system has AI built in to assist with the initial resume and application screening process.
• What role does AI play in the retention of staff?
Answer: For our retention efforts, we are in our initial stages of incorporating AI. It will be a tool to enhance our traditional HR practices with data-driven insights presented to management as a tool to personalize approaches and take more of a proactive action.
AI systems are currently deployed or are awaiting deployment in the Police Department, Development Services, City Manager’s Office, and with Directors and Managers. This may not directly be measured through retention efforts, but it does improve the setting and tools available for Staff that have access to the software and AI systems.
• What role does AI play in the evaluation of staff performance? Answer: AI has not officially been implemented for staff performance evaluations; however, we are in the early stages of purchasing a tool that will enhance our approach. These tools will support more continuous feedback, real-time performance tracking, and data-informed insights to track goals and accomplishments. This will help managers provide more consistent, timely, and welldocumented evaluations while maintaining human oversight in all performance decisions.
• Staff reports that the average time to fill vacancies is 79 days. How does that compare to our peer cities?
Answer: Our peer cities typically range from approximately 90–100 days to fill vacancies, which places the City of Los Altos in a strong position with an average of 79 days. Over the past few years, we have made consistent improvements in reducing our time-to-fill through more efficient recruitment strategies and streamlined processes, and we will continue to look for opportunities to further improve our time to fill. • Glad to see relatively low vacancy rates in the POA group. Has the investment authorized by Council in recruiting content for this division proved fruitful? Answer: Yes, absolutely. Since the date of the staff report, we have reached 100% staffing levels within the Police Department. This success is the result of a combination of the investment in the recruiting and marketing firm, increased visibility of our opportunities, strong internal referrals, and a more intentional and prompt approach to engaging with candidates throughout the recruitment process, as well as implementation of the City Council Compensation Philosophy. These efforts have allowed us to remain competitive and attract not only highly qualified candidates but also several lateral police officers and dispatchers.
• The vacancy rate in the Teamster group seems higher than desirable. Is there anything the City should do to improve recruiting and/or retention for these important roles?
Answer: Maintenance Worker positions are hard-to-fill roles. While we consistently attract a large number of applicants, the challenge has been the overall quality and readiness of the candidate pool. We are exploring ways to attract a stronger, more qualified pool of candidates, including refining our recruitment methods and enhancing our outreach efforts.
Agenda Item 6 (CalRecycle Grant Program):
• Recognizing this agenda item is simply about normalizing signature authority to match the current organization, when will Council next be asked to consider our recycling policy? Notably our plastic recycling policy seems at odds with current economic and practical realities.
Answer: This agenda item is administrative and limited to updating signature authority; broader recycling policy is not part of this action.
The materials collected in the City’s recycling stream are primarily established through the City’s Collection Service Agreement. While market conditions for recyclables—particularly plastics—have evolved, collection programs are not frequently changed in order to maintain consistency and avoid public confusion.
Additionally, cities have limited control over how materials are ultimately processed after collection. Collection Service Extended Term expires on September 30, 2030, and this would be a good time to revisit the City’s recycling policy.
If there are significant changes to the recycling policy at the Federal and State levels that require implementation before the Collection Service Extended Term expiration date, Council could review such items as they are introduced.
Agenda Item 7 (SB707 Disruption Policy):
The process for reviewing and considering all protests and objections to the Report occurs during a duly noticed public hearing before the City Council. This public hearing provides the formal opportunity for members of the public to present input, including protests and objections to the Report.
As outlined in Los Altos Municipal Code Section 10.12.170, the City Council will consider the Report at a public hearing conducted in accordance with California Health and Safety Code Sections 5473.1 through 5473.2. During this hearing, the Council will receive and consider all public comments, protests, and objections submitted either in writing or verbally.
The public hearing represents the final opportunity for individuals to voice protests or objections regarding the Report. These protests are expressions of public input and are not part of a Proposition 218 protest proceeding.
Following the close of the public hearing, the City Council may take action on the Report pursuant to Health and Safety Code Section 5473.3, including approval of the sewer service charges. The Council may also direct the City Clerk to file the Report and associated charges with the Santa Clara County Auditor in accordance with Section 5473.4. • What objective threshold of disruption of public business (versus abrasive speech) applies to policing remote comments?
Answer: Under SB707, the objective threshold for disrupting public business occurs when an individual’s conduct physically prevents, impedes or renders the orderly conduct impossible.
Section of 11.5 of the City Council Norms also states:
“Remote Disruptions: In addition to in-person decorum rules, the presiding officer may remove or limit participation by individuals engaging in disruptive behavior on two-way or telephonic or audiovisual platforms, consistent with State law.” The Mayor, or a Presiding Officer, may pause the remote comments, if necessary, and may further direct staff to remove or limit an individual’s participation for conduct which disrupts the meeting.
• In the Resolution, Attachment 1, the third Whereas says that we must “… adopt at a noticed public meeting in open session, and not on the consent calendar, a policy addressing disruption of telephonic or internet service during meetings conducted with remote participation;” and it says the same thing in Section 7 of the Policy, so does this item need to move to discussion?
Answer: This item was originally placed under Discussion and was inadvertently moved to the Consent Calendar. However, during the meeting, this item will need to be moved under Discussion for adoption.
Agenda Item 8 (Report of Sewer Service Charges):
• What is the process to review and consider “all protest[s] and objections to the Report?” Answer: All protests and objections to the Report are considered during a duly noticed public hearing before the City Council. Notice of the hearing was provided in accordance with legal requirements to ensure the public had an opportunity to participate.
As required by Municipal Code Section 10.12.170 and state law, the Council must hold this hearing on the report of charges before they can be submitted to the County for collection. At the hearing, the Council receives and considers all written and verbal public input.
This hearing serves as the opportunity for public comment and input; it is not a formal Proposition 218 protest proceeding. Following the hearing, the Council may take action on the Report, including approving the charges and directing filing with the County Tax Collector.
Agenda Item 9 (FY 27 Budget):
• How is annexation affecting the budget? Now that LAFCO has approved our request, won’t both our revenues and expenses have to be revised downward? Answer: The recurring impact is anticipated to begin in FY 2027-28 and will not affect the FY 2026-27 budget being adopted. The $1.5 million one-time cost is already included in
the FY 2025-26 year-end transfer, and the appropriation will be brought to Council for approval on June 23, 2026.
• The solid waste fund has projected expenses of $2.4 mm and projected revenues of $1.2 mm in the next fiscal budget. Why are expenses twice as high as revenues? What are we doing about this shortfall?
Answer: The Solid Waste Fund has a structural imbalance. Under the current 10-year agreements with service providers, revenue growth is limited, while related operating costs have increased at a faster pace. The contracts are scheduled for renewal after 2030, at which time the City will have an opportunity to evaluate service levels, contract terms, and rate structures to address the long-term shortfall. In the meantime, staff will continue to closely monitor the fund's financial condition. The solid waste fund will have to reduce some expenditures, but the annual shortfall will require a subsidy from the General Fund.
• What processes are in place to ensure that restricted funds are spent before general funds? Answer: The City maintains separate funds for each restricted use, so those revenues are tracked in dedicated funds and eligible costs are coded to and paid from those funds rather than the General Fund. Each capital project is also assigned a funding source in the Tyler system, so the restricted fund draws first for eligible work. The annual independent audit confirms that restricted resources were spent on their eligible purposes.
• What is the status of sewer payments to the City from the Town of Los Altos Hills? Answer: We sent the Q3 invoice in early May, and both the Q2 and Q3 invoices are still pending payment. The Q2 invoice is currently 3 weeks past due. If not paid promptly, the City will begin notification of contract termination with Los Altos Hills. • Where is our contractual obligation ($75,000) with the history museum for orchard maintenance reflected in the budget?
Answer: The item is budgeted under account 00111100-5400 (Legislative – Community Promotion).
• Why did the Traffic Impact Fee run a deficit for three years and then suddenly have $1.03 mm amount collected? How did the City accomplish its goals for uses of those funds when running consecutive deficits?
Answer: The Traffic Impact Fee Fund had a beginning balance of $901,115 as of July 1, 2025. With an additional $281,386 in projected revenue, the ending balance is estimated to be $1,182,501. The fund had a deficit for three years but received approximately $1.4 million in revenue from a large development project in FY2025.
Combined with lower TIF expenditures during the year, the fund balance has improved.
• Fee schedule: Please provide a redlined fee schedule so we can see what fees staff is proposing to change.
Answer: The report showing the changes has been submitted to the City Clerk's Office. • Fee schedule: Can’t read the following entries:
o Two entries under “Strong Motion and Seismic Hazard Mapping” o One entry under “Fees Assessed at Time of Engineering Permit Issuance / Mapping Submittal.”
Answer: The updated fee schedule has been provided to the City Clerk's Office so that printed copies of the attachment will be available to the public during the meeting. • Has staff proposed any changes to the purchasing policy? If so, please provide a red-lined version.
Answer: The redlined Purchasing Policy has been provided to the City Clerk's Office. • Attachment 9 and attachment 14 are the same. Is a proposed resolution supposed to be in front of Attachment 14? It appears that the resolution which should have been included as attachment 14 appears at the end of the agenda item in the published packet (pp. 254-255).
Is that correct?
Answer: Attachment 14 should have been a resolution to adopt the fee schedule. Sorry for the confusion! The resolution has been provided to the City Clerk’s office. • Is a resolution needed to affirm the purchasing policy? Answer: A resolution was not included because staff viewed the proposed updates as administrative and non-substantive in nature. However, if the Council wishes to formally approve the revised Purchasing Policy, staff can return with a resolution for adoption.
Item 10 (Initiative Petition):
• Assuming the affordable housing allowed by the initiative is constructed, with parking mitigation impeded by the requirements for another ballot measure, how many downtown parking spaces would be lost?
Answer: Plazas 7 and 8 currently contain approximately 226 parking spaces. The extent to which on-site replacement parking could be provided as part of a future housing project is not known at this time and would be evaluated through the project design and review process. However, it is probable that a large number of parking spaces could be lost if the initiative is adopted and housing is developed.
• Has the city received any correspondence from pro-housing groups, suggesting that this initiative might cause the California Department of Housing and Community Development to revoke its approval of the Los Altos Housing Element? Answer: One letter has been received from YIMBY Law asserting that if the initiative moves forward, it could materially threaten Los Altos’ continued Housing Element certification. City staff has also met with attorneys and pro-housing groups who say if the initiative is placed on the ballot, they will alert HCD and developers to the potential non-compliance in Los Altos.
• Would such revocation trigger the so-called Builders’ Remedy, allowing developers to bypass Los Altos zoning rules, and build whatever qualifying housing projects they choose anywhere in the city?
Answer: If the City’s Housing Element were de-certified and therefore no longer in substantial compliance with state Housing Element Law, Builder’s Remedy could become available for qualifying housing projects.
• The Recommendations seem to suggest mutually exclusive options, i.e. they are all phrased as Option 1 (Adopt the Initiative) OR Option 2 (Put the Initiative on the ballot) OR Option 3 (order 9212 Report) but we have already ordered the Report at our April 28 meeting but we still need to choose between Options 1 and 2, correct? Answer: Although the Council previously directed the 9212 report on April 28th, a direction needs to be provided pursuant to EC9215 for one of the three options listed.
Council may choose Options 1 and 2, or they may re-affirm the previous direction for a 9212 report, which will then be due no later than 30 days after the City Council’s notification of certification.
• In the Discussion, for #3 it says that, "If the City Council chooses this option, it would accept the report at either the June 23, 2026 meeting or call a special election on June 25, 2026 to accept it.” I assume this is supposed to be "special meeting" rather than "special election”?
Answer: Yes, this is a typo. The sentence was meant to read “.....or call a special meeting”, not a special election.
• Also in #3 of Discussion, could you please clarify what the last sentence means in regards to which meetings?
Answer: The sentence means that either during the regular meeting of June 23, 2026, or during the special meeting, if one was called, the Council will have 10 days to place the initiative on the ballot. The two meeting dates are options for Council to accept the 9212 report.
Item 11 (Amending Commissions):
• Would any aspect of the proposed ordinance force out a commissioner except by term expiration?
Answer: No. The ordinance states that these adjustments would happen through natural attrition. City Council would not be required to remove any current commissioners.
• When do we expect to hear the proposal for the Joint Volunteers Award Committee? Answer: City staff is waiting on comments from Los Altos Hills.
Item 12 (Ordinance - Sidewalk Maintenance and Repair):
• Section 9.32.020 makes property owners liable for damage suffered by anyone who is harmed by an improperly maintained sidewalk. Is this is new ordinance, or merely a recitation of existing law? If this is new, why wasn’t this mentioned and discussed in the staff report?
Answer: This is a new ordinance for Los Altos, but is based on State law which states that adjacent property owners are responsible for repairs and improvements to sidewalks and are liable for any injuries caused by an improperly maintained sidewalk.
This ordinance does not make property owners liable for damages, as property owners currently have this liability.
• If a sidewalk problem causes injury, does the liability currently lie entirely with the adjacent homeowner (versus the city)?
Answer: Typically, an injured party would sue both the City and the property owner and the case would be decided on issues specific to the case, injury, and physical condition of the sidewalk or property. This ordinance does not change the liability that exists for any party today, including the City.
• If so, how does the city clarify this responsibility? What steps can be offered to provide homeowners with good faith “safe harbor”?
Answer: This ordinance explicitly states that adjacent property owners are liable for injuries. If a property owner is actively working to make repairs or has taken steps to identify a hazard, they may be able to reduce their liability. • Does this ordinance only apply to sidewalks the City identifies as needing to be repaired or if a homeowner identifies a sidewalk that needs repair is that still eligible for the 50/50 program?
Answer: Any sidewalk would be eligible for the 50/50 program regardless of whether it was identified by the City or by the property owner as long as the physical condition of the sidewalk warranted replacement.
CITY OF LOS ALTOS
CITY COUNCIL MEETING MINUTES
TUESDAY, MAY 26, 2026
7:00 p.m.
1 N. San Antonio Rd. ~ Los Altos, CA
Sally Meadows,, Mayor
Larry Lang, Vice Mayor
Pete Dailey, Councilmember
Jonathan D. Weinberg, Councilmember
CALL MEETING TO ORDER – Sally Meadows, Mayor, called the meeting to order at 7:00 p.m.
ESTABLISH QUORUM – All Councilmembers were present.
PLEDGE OF ALLEGIANCE – Sally MeadowsLarry Lang, Vice Mayor, led the Pledge of Allegiance.
REPORT ON CLOSED SESSION
There was no Closed Session meeting on May 26, 2026.
CHANGES TO THE ORDER OF THE AGENDA
There were no changes to the agenda order.
SPECIAL ITEM
Issue Proclamation Recognizing May 2026 as Asian American, Native Hawaiian, and Pacific Islander Month
Sally Meadows, Mayor, presented the proclamation.
PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
The following members of the public spoke during Public Comment:
• Julia Rapoza
CONSENT CALENDAR
Motion by Dailey and Second by Lang to approve the Consent Calendar. Motion carried unanimously by roll call vote.
1. Approval of Meeting Minutes – Draft Regular Meeting of May 12, 2026
2. Adoption of Resolution - Accept COPS Grant Funding
Accept grant funding from the Citizens Option for Public Safety/Supplemental Law Enforcement Services Fund (COPS/SLESF) and authorize revenue and allocate it to the Supplemental Law Enforcement Services Fund for Fiscal Year 2025–26
3. Adopt a Resolution - Approval of Memorandum of Understanding Adopt a Resolution to approve a successor Memorandum of Understanding between the City of Los Altos and Los Altos Municipal Employee Association
City of Los Altos
City Council Regular Meeting Minutes
May 26, 2026
4. Adoption of Resolutions - 999 Fremont Avenue
-Adopt a resolution to transfer funding allocation from the Almond Fire Station Reroofing Project and the Fire Station Improvement Project and provide an additional $118,008 to fully fund the project; and
- Adopt a resolution authorizing the City Manager to execute a construction contract with Ron Paris Construction Co., Inc., in the amount of $657,069.99 and 20% contingency, if needed, in the amount not to exceed $130,00.00. The total project cost will be $787,070.00, and the Council’s action is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA guidelines Section 15301(a), and that is one of the circumstances in the CEQA Guidelines
DISCUSSION ITEMS
5. Adoption of Resolution - Contract Extension with Flock Safety Adopt a resolution authorizing the City Manager to execute a contract extension with Flock Safety in the amount of $160,000 to extend the current contracts for an additional two years for maintenance and service for the 25 Flock Safety cameras in the City of Los Altos
Saskia Lagergren, Police Chief, presented the report.
The following members of the public spoke regarding the item:
• Jan Pepper • Julie Lunn
• Julia Rapoza • Brian Jones
• Austin M • Fritz Koehler
• Cara Silver • Melissa Dinwiddie
• Pierre Laurent • Julia Monahan
• Linda Baker • Mariya
• KBT • Maryann
• Leah • Louis Newman
• Ariel
Motion by Lang to direct staff to negotiate renewing the contract to align the two Flock contracts, with termination for convenience with reasonable notice. Motion withdrawn.
Motion by Weinberg and Second by Lang to direct staff to negotiate renewing the contract with conditions to terminate either contract for convenience on 30 days' notice; that the two current contracts be brought into alignment, either by folding the second contract into the first, or by changing the terms of the first contract; and that if Flock does not agree to these conditions, then the City will give notice of termination of the contract no later than 30 days before it expires.
Motion carried 3-1 by roll call vote, with Councilmember Dailey opposed.
The City Council took a recess at 9:32 p.m.
The City Council reconvened at 9:42 p.m.
City of Los Altos
City Council Regular Meeting Minutes
May 26, 2026
6. Introduction of Ordinance –Amend Chapter 2.24 Disposal of Unclaimed Property Waive first reading and introduce an ordinance to amend Los Altos Municipal Code Chapter 2.24 Disposal of Unclaimed Property to update sections governing the holding, disposal and auction notice requirements for unclaimed property, in order to reflect current legal requirements and City practices
Saskia Lagergren, Police Chief, presented the report.
There were no speakers regarding the item.
Motion by Weinberg and Second by Lang to waive first reading and introduce an ordinance, by title only, to amend Los Altos Municipal Code Chapter 2.24 Disposal of Unclaimed Property to update sections governing the holding, disposal and auction notice requirements for unclaimed property, in order to reflect current legal requirements and City practices. Motion carried unanimously by roll call vote.
7. Proposed FY 2026/27 Operating Budget and FY2027-31 Five-Year Capital & Major Maintenance Program
Discuss the proposed FY2026/27 Operating Budget and FY2027–31 Capital Improvement and Major Maintenance Program (CIMMP), and provide direction to staff for any revisions prior to final adoption
Jessie Kim, Finance Director, presented the report.
There were no speakers regarding the item.
Discussion item only. No motion taken.
COUNCIL/STAFF REPORTS AND DIRECTIONS ON FUTURE AGENDA ITEMS ADJOURNMENT – The regular meeting adjourned at 10:35 p.m.
The meeting minutes were prepared by Melissa Thurman, City Clerk, for approval at the regular meeting on June 9, 2026.
_________________________________ __________________________________ Sally Meadows Melissa Thurman, MMC
Mayor City Clerk
The May 26, 2026, City Council meeting recording may be viewed via the following external website: https://www.youtube.com/@CityofLosAltosCA
The City of Los Altos does not own or operate YouTube. The video referenced in these minutes was live at the time the minutes were published.
Resolution No. 2024-24 Page 1
RESOLUTION NO. 2026-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS
CALLING AND GIVING NOTICE OF A GENERAL MUNICIPAL ELECTION TO BE HELD ON TUESDAY, NOVEMBER 3, 2026 FOR THE ELECTION OF
CERTAIN OFFICERS AS REQUIRED BY THE PROVISIONS OF THE LAWS
OF THE STATE OF CALIFORNIA RELATING TO GENERAL LAW CITIES,
AND REQUESTING THE BOARD OF SUPERVISORS OF THE COUNTY OF
SANTA CLARA TO CONSOLIDATE SAID ELECTION PURSUANT TO
SECTION 10403 OF THE ELECTIONS CODE
WHEREAS, under the provisions of the laws relating to general law cities in the State of California, a General Municipal Election shall be held on November 3, 2026, for the election of Municipal Officers; and
WHEREAS, it is desirable that the General Municipal Election be consolidated with the General Election to be held on the same date and that within the City the precincts, voting centers and election officers of the two elections be the same, and that the Registrar of Voters of the County of Santa Clara canvass the returns of the General Municipal Election and that the election be held in all respects as if there were only one election.
NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Los Altos as follows:
SECTION 1. That pursuant to the requirements of the Elections Code of the State of California relating to General Law Cities, there is called and ordered to be held in the City of Los Altos, California on Tuesday, November 3, 2026, a General Municipal Election for the purpose of electing two Members of the City Council for the full term of four years (ending November 2030) for District 2 (one seat) and District 4 (one seat); and SECTION 2. That pursuant to the requirements of Section 10403 of the Elections Code, the Board of Supervisors of the County of Santa Clara is hereby requested to consent and agree to the consolidation of said election with the General Election on Tuesday, November 3, 2026, and
SECTION 3. That the Registrar of Voters is authorized to canvass the returns of the General Municipal Election. The election shall be held in all respects as if there were only one election and only one form of ballot shall be used; and SECTION 4. That the City of Los Altos recognizes that additional costs will be incurred by the County by reason of this consolidation and agrees to reimburse the County for any costs; and
SECTION 5. That the City Clerk is authorized, instructed and directed to coordinate with the County of Santa Clara Registrar of Voters to procure and furnish any and all official
Resolution No. 2024-24 Page 2
ballots, notices, printed matter, and all supplies, equipment and paraphernalia that may be necessary in order to properly and lawfully conduct the election; and SECTION 6. That the ballots to be used at the election shall be in form and content as required by law. Voters shall vote for a maximum of three candidatesone candidate per district listed on the ballot; and
SECTION 7. That candidates shall be permitted to submit a single Candidate Statement, with a maximum of 200 words, for inclusion in the Sample Ballot; and pursuant to Section 13307 of the Elections Code, the City Council hereby determines to levy against each candidate availing himself or herself of the service of including a candidate’s statement not to exceed two hundred (200) words in length in the voter’s pamphlet, the actual prorated costs of printing, handling and translating the candidate’s statement, if any, incurred by the City of Los Altos. Such estimated costs to be determined by the Registrar of Voters. The City Clerk shall provide written notice to such effect with each set of nomination papers issued.
SECTION 8. All active registered voters in District 2 and District 4 will automatically be mailed a Vote-by-Mail ballot package beginning on October 5, 2026; the Vote Centers for said election will be open starting on October 24, 2026, through November 3, 2026, for varying hours of operations. A list of Vote Centers hours of operation will be posted on the Santa Clara County Registrar Of Voters website at https://sccvote.sccgov.org/home. The Vote Centers will be open on Election Day, November 3, 2026.
SECTION 9. That the consolidated election shall be held and conducted in the manner prescribed in Section 10418 of the Elections Code of the State of California; and SECTION 10. That pursuant to Section 10551 and 15651 of the Elections Code of the State of California, the method of determining the winner or winners in the event of a tie vote shall be by coin flip.
SECTION 11. That the City Clerk is hereby directed to file a certified copy of this resolution with the Board of Supervisors and the Registrar of Voters of the County of Santa Clara.
SECTION 12. That in all particulars not recited in this resolution, the election shall be held and conducted as provided by law for holding municipal elections.
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 9th day of June 2026 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Resolution No. 2024-24 Page 3
___________________________
Sally Meadows, MAYOR
Attest:
_____________________________
Melissa Thurman, MMC
City Clerk
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS SETTING CERTAIN FEES AND CHARGES TO BE COLLECTED IN FY 2026/27
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; and
WHEREAS, the City annually reviews fees and charges to ensure continued cost recovery and may adjust certain fees based on the Consumer Price Index (CPI) to account for inflationary increases in the cost of providing services; and
WHEREAS, or Fiscal Year 2026/27, certain applicable fees were reviewed and adjusted consistent with the City’s cost recovery objectives and adopted financial practices.
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 2026/27 Fee Schedule for the City, attached hereto as Attachment 9 and incorporated by this reference, and these fees shall become effective July 1, 2026 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 9th day of June, 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
Total Valuation Fee
$1.00 - $3,000.00 $ 251.87
$3,001.00 - $25,000.00
First $3,000 $ 251.87
Each Additional $1,000 or fraction therof $ 32.49
$25,001.00 - $50,000.00
First $25,000 $ 966.65
Each Additional $1,000 or fraction therof $ 33.46
$50,001 - $100,000.00
First $50,000 $ 1,803.36
Each Additional $1,000 or fraction therof $ 18.19
$100,001.00 - $500,000.00
First $100,000 $ 3,640.86
Each Additional $1,000 or fraction therof $ 7.95
$500,001.00 - $1,000,000.00
First $500,000 $ 7,915.71
Each Additional $1,000 or fraction therof $ 12.92
$1,000,001.00 and up
Fisr $1,000,000 $ 14,970.27
Each Additional $1,000 or fraction therof $ 6.46
ADU Building Permit $ -
City of Los Altos
Fee Schedule
FY2026-27
DEVELOPMENT SERVICES
BUILDING DIVISION
Building Permit
Valuation based on price per square foot of construction. Minimum valuation for all residential and commercial construction is $591.39 per square-foot
$1.00 - $3,000.00 $ 213.91
$3,001.00 - $25,000.00
First $3,000 $ 408.86
Each Additonal $1,000 or fraction therof $ 25.35
$25,001.00 - $50,000.00
First $25,000 $ 966.65
Each Additional $1,000 or fraction therof $ 26.75
$50,001.00 - $100,000.00
First $50,000 $ 1,635.43
Each Additional $1,000 or fraction therof $ 55.02
$100,001.00 and up 1.62%
ADU Electrical, Mechanical or Plumbing Permit $ -
ADU Plan Check $ -
Building Plan Check 135.00%
Energy Plan Check (Title 24) 25.00%
Residential
15kw or less $ 314.57
15 kw - 50kw $ 314.57
Per kw above 15kw $ 10.48
51kw - 250kw $ 524.28
Per kw above 50kw $ 5.24
250+ kw $ 524.28
Per kw above 250kw $ 5.24
Commercial
50kw or less $ 314.57
50kw - 250kw $ 524.28
Per kw above 50kw $ 5.22
250+ kw $ 524.28
Per kw above 250kw $ 5.00
Electrical, Mechanical or Plumbing Permit
Plan Check
Solar/Photovoltaic Permit
Water Heater $ 157.28
Heat Pump (HVAC) $ 300.00
Water Line/ Re-Pipe $ 316.67
Sewer Line/ Drain Line $ 316.67
Electric Vehicle (EV) Charging Station $ 314.57
Energy Storage System $ 419.43
Single Family $ 244.31
Commercial/ Mixed-Use/ Multifamily $ 373.29
Re-inspection Fee $ 260.04
Inspections Outside of Normal Business Hours
(Minimum Charge of 2 hours) $ 603.98
Each Additional Hour $ 301.98
Expired Permit Fees Based on Original Permit Fees
Penalty for Expired Permits
0 to 30 days $ -
31st day through 60th day $205.00/per day
61st day through 120th day $410.00/per day
121st day and everyday thereafter $820.00/per day
Expired Permits
Standalone Building Permits
Demolition Permit
Inspections
Alternate Means and Methods Request (AMMR) $ 465.56
Certificate of Occupancy $ 114.29
Temporary Certificate of Occupancy $ 684.72
Duplicate Permit Request $ 114.29
Street Address Change $ 761.26
Stop Work Penalties 2-4x All Plan review and Permit Fees In House Plan Check Revision Review $310.38/ per hour
Consultant Review Actual Cost
Building Code Compliance Review $ 155.18
California Green Building Fund
Assessed at the rate of $4.00 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)
Technology Surcharge Fee
(Charged based on Building Permit Fee) 5.00%
Misc. Building Fees
Fees Assessed at Time of Building Permit Issuance
General Plan Maintenance Fee
(Charged based Building Permit Fee) 7.00%
Annexation $ 18,875.39
Appeal $ 1,048.57
Application Extension
Single Family $ 1,061.16
Commercial/ Multi-Family $ 1,785.72
Application Modification
Single Family $ 2,454.71
Commercial/ Multi-Family $ 5,376.04
Development Agreement $ 14,665.37
Flood Hazard Letter $ 724.56
Preliminary Project Review
Staff Review $ 6,971.97
Planning Commission $ 11,605.62
SB9 Dual Opportunity Devolopment $ 3,637.50
Zoning Use Compliance $ 483.39
Zoning Verification Letter $ 724.56
New Use Permit or Modification $ 9,625.91
New Use Permit or Modification (Non-Profit) $ 9,236.90
Temporary Use Permit $ 472.90
PLANNING DIVISION
General Applications
Conditional Use Permit
Single Family
Administrative (<150 sq. ft.) $ 724.56
Administrative (>150 sq. ft.) $ 3,637.50
Zoning Administrator $ 6,726.61
Commercial/ Multi-Family
Administrative $ 7,477.38
Planning Commission $ 15,545.12
Alteration Permit $ 7,520.38
Resource/ Landmark Designation $ 4,482.66
Mills Act $ 6,898.57
New Sign $ 724.56
Modification of Existing Sign $ 483.39
New/ Modification of Sign Program $ 1,449.13
Tree Removal Permit
First Tree $ 314.57
Each Additional Tree $ 157.28
Invasive Species (subject to verification)
In-Lieu Tree Replacement Fee $ 1,258.29
Consulting Arborist Actual Cost
Design Review
Historic Permit
Sign Review
Tree Removal
General Plan Amendment (Deposit) Actual Cost
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
Initial Application $ 579.86
$3.14/sq.ft
Initial Application $ 579.86
Renewal Fee $ 374.34
Outdoor Display Permit $ 1,207.96
Parklet Permit
Renewal Fee
(Calculated Per Square Foot of Parklet Area)
Sidewalk Dining
Outdoor Display Permit
Long Range Planning
Certificate of Compliance $ 4,197.44
Reversion to Acreage $ 7,632.58
Tentative Subdivision Map Review
Tentative Map $ 11,058.27
Parcel Map $ 11,058.27
Parcel Map (Ministerial) $ 6,277.82
Urban Lot Split $ 6,277.81
Lot Line Adjustment/ Lot Merger $ 5,263.84
Map Extension or Modification
Administrative $ 3,909.08
Planning Commission/City Council $ 6,998.18
Single Family $ 11,109.65
Commercial/ Multi-Family $ 13,526.61
Multi-Family Rental $111.15/per Square Foot
Condominium For Sale $120.59/per Square Foot
Townhouse for Sale $178.25/per Square Foot
Technology Surcharge Fee
(Charged based on Planning Project/Permit Fee) 5.00%
Subdivision Review
Variance
Inclusionary Housing In-Lieu Fee
Fees Assessed at Time of Planning Project/Permit Submittal
Parking Stall
Base $ 305.13
Per Stall Per Day $ 35.64
Special $ 739.25
Special - Dewatering to Sewer $1.69/100 gallon
Miscellaneous $ 1,249.90
County Sewer Plan Check $ 1,880.09
Los Altos Hills Sewer Plan Check $ 1,880.09
Public Works Plan Check Actual Cost
Stormwater Management Plan Check $ 1,963.98
Transportation Plan Check Actual Cost
City $ 759.16
City Capacity Rights $ 6,456.29
County $ 1,671.42
County In-Lieu of Assessment $ 12,190.93
County Capacity Acquisition $ 10,128.51
Los Altos Hills Capacity Acquisition $ 10,128.51
Sewer Tap-in $ 152.04
Sewer Dye Test $ 200.27
Tranportation Permits
Single $ 16.00
Annual $ 90.00
PUBLIC WORKS
Encroachment Permit
Plan Check
Sewer Permit & Fees
Transportation Permits
Engineering
Additional Inspection Visit $ 369.10
Final Subdivision Map Check
Base $ 4,920.96
City Land Surveyor (Minimum Deposit) $ 2,097.15
Lot-Line Adjustment $ 2,848.97
City Land Surveyor (Minimum Deposit) $ 2,097.15
Vacating Easement/ Right-of-Way $ 11,684.27
Temporary Lane Closure Permits
Application (First Day Only) $ 658.50
Each Additional Day $ 97.51
Technology Surcharge Fee
(Charged based on Engineering Permit Fee / Mapping Fee) 5.00% Heavy Haul Permit $ 757.14
Payment Convenience Fees
Credit Card Convenience Fee – Permit Transactions 2.60% Per Transaction E-Check Convenience Fee – Permit Transactions $1.25 Per Transaction Environmental Services and Utilities
Utility Street Cut Permit
(Based on Construction Costs) 419.43 + 4%
Fees Assessed at Time of Engineering Permit Issuance / Mapping Submittal Inspection
Engineering Inspection Fee
(Based on Construction Costs)
Misc. Engineering Fees
Mapping Fees
6.00%
Alarm Permit
Renewal $45.17 per permit
Late Renewal/Unpermitted Alarm response $92.00
False Alarm Response
First two responses in a permit year No charge
Third and subsequent responses $ 269.96
Alcohol Permit $ 124.59
Concealed Carry Weapon Permit
Initial Application $ 500.00
Bi-annual renewal $ 250.00
DUI Accident Response
Police Response $ 1,427.70
Fire Response $ 1,739.19
Fatal accident
Fully allocated hourly rate for all
emergency personnel responding, not to exceed
$12,000.00 per incident
Jail Booking Fees Actual County Cost
Massage Establishment Permit
New $ 336.41
Annual Renewal $ 93.44
Miscellaneous Police Permit $186.17 Per Application
Parking Pass Booklets $ 27.00
Parking Permit
Quarterly $ 47.76
Annual $ 118.36
Second Response Call-Back
Standard Response $229.46 Per Response After an Initial Warning Secondhand Dealer/Pawn Shop Permit
New $ 322.50
Annaul Renewal $ 186.37
Solicitor Permit $186.17 Per Application
POLICE
Massage Appeal Hearing $2,412.00 per appeal
Includes one hour of City Attorney time
Special Event Permit Application
New For-Profit $ 519.16
New Non-Profit $ 415.33
On-Going For-Profit $ 207.66
On-Going Non-Profit $ 155.74
Special Event Police Service Actual Cost
Vehicle Impound Release $372.49 per vehicle
Vehicle Repossession $18.37 per vehicle
Verification/Clearance Letter $48.00 per letter
Subpoena $ 275.00
Subpoena Duces Tecum $ 15.00
Police Report Copies $0.20 per page and no charge for victims of crimes
San Antonio/El Camino Real $482.00 Per Two Weeks
Downtown $482.00 Per Two Weeks
Fremont/Grant $389.00 Per Two Weeks
Lincoln Park
9-foot $199.00 Per Week
18-foot $399.00 Per Week
30-foot $482.00 Per Week
Facility Rental Application Fee $ 15.00
Expedite Fee (Application submitted less than 15 days prior to the event date) $ 75.00
Community Room (Grand Oak)
Resident $ 297.00
Non-Resident $ 356.00
Non-Profit $ 148.00
Commercial $ 445.00
Meeting Room (Sequoia)
Resident $ 118.00
Non-Resident $ 148.00
Non-Profit $ 59.00
Commercial $ 178.00
Multi-purpose Room (Apricot, Manzanita, Birch,
Sycamore, Maple)
Resident $ 95.00
Non-Resident $ 118.00
Non-Profit $ 47.00
Commercial $ 142.00
PARKS AND RECREATION
Banner Hanging
Facility Rental General
Los Altos Community Center Facility Rentals (per hour)
Kitchen
Resident $ 59.00
Non-Resident $ 89.00
Non-Profit $ 29.00
Commercial $ 118.00
Lobby
Resident $ 118.00
Non-Resident $ 148.00
Non-Profit $ 59.00
Commercial $ 178.00
Courtyard
Resident $ 59.00
Non-Resident $ 89.00
Non-Profit $ 29.00
Commercial $ 118.00
Package (Sequoia/Manzanita/Lobby)
Resident $ 249.00
Non-Resident $ 303.00
Non-Profit $ 124.00
Commercial $ 499.00
Package (Sequoia/Manzanita/Apricot)
Resident $ 249.00
Non-Resident $ 303.00
Non-Profit $ 124.00
Commercial $ 499.00
Package (Sequoia/Manzanita/Buckeye/Madrone)
Resident $ 190.00
Non-Resident $ 231.00
Non-Profit $ 95.00
Commercial $ 380.00
Multi-purpose rooms
Resident $ 142.00
Non-Resident $ 178.00
Non-Profit $ 71.00
Commercial $ 285.00
Classrooms
Resident $ 59.00
Non-Resident $ 71.00
Non-Profit $ 47.00
Commercial $ 118.00
San Antonio Club
Resident $ 142.00
Non-Resident $ 178.00
Non-Profit $ 71.00
Commercial $ 285.00
Tennis and Bocce Courts
Resident $ 10.00
Non-Resident N/A
Non-Profit $ 8.00
Commercial N/A
Athletic Fields
Resident $ 59.00
Non-Resident $ 71.00
Non-Profit $ 29.00
Commercial N/A
Gymnasium (Half)
Resident $ 101.00
Non-Resident $ 130.00
Non-Profit $ 53.00
Commercial $ 190.00
Gymnasium (Full)
Resident $ 166.00
Non-Resident $ 213.00
Non-Profit $ 95.00
Commercial $ 332.00
Neutra House
Resident $ 115.00
Non-Resident $ 144.00
Non-Profit $ 57.00
Commercial $ 173.00
Other Facility Rentals (per hour)
Veterans Community Plaza Half Day
Resident $ 167.00
Non-Resident $ 213.00
Non-Profit $ 65.00
Commercial N/A
Veterans Community Plaza Full Day
Resident $ 261.00
Non-Resident $ 326.00
Non-Profit $ 106.00
Commercial N/A
Patriot Corner Picnic Area Half Day
Resident $ 178.00
Non-Resident $ 225.00
Non-Profit N/A
Commercial $ 356.00
Patriot Corner Picnic Area Full Day
Resident $ 261.00
Non-Resident $ 326.00
Non-Profit N/A
Commercial $ 522.00
Grant Picnic Area Half Day
Resident $ 106.00
Non-Resident $ 130.00
Non-Profit N/A
Commercial $ 213.00
Grant Picnic Area Full Day
Resident $ 142.00
Non-Resident $ 172.00
Non-Profit N/A
Commercial $ 285.00
Other Facility Rentals
Key Replacement $ 149.00
Facility Rentals
Additional Facility Attendant $26.00 per hour
Linen Rental $29.00 per linen
Senior Lunch Program
Weekly Lunch Donation Only
Holiday Lunch Donation Only
Change Fees
Classrooms $ 75.00
Multipurpose spaces $ 75.00
Picnic space $ 20.00
Court spaces $ 10.00
Payment Convenience Fees
Credit Card Convenience Fee – Recreation Transactions 2.99% Per Transaction E-Check Convenience Fee – Recreation Transactions $1.25 Per Transaction Miscellaneous
Business License Listing $49.00 Per Request
Business License Duplicate $12.00 Per Request
Credit Card Convenience Fee – Business License
Transactions 2.99% Per Transaction
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 Reproduction $0.25 Per Page
Fair Political Practices Commission Related $0.10 Per Page Non-Sufficient Funds Check Processing
First NSF Check $25.00 Per NSF Check
Second & Subsequent NSF Checks $35.00 Per NSF Check
Notary Fee $ 15.00
Tobacco Retailer License
Initial $ 297.00
Annual $ 178.00
OTHER FEES (Admin)
- EOD -
Most fees
Engineering division
Concealed Carry Weapon Permit
Police state-set fees
Police fees per cost study Verification/Clearance Letter $48.37 → $48.00 (decreases).
Transportation Permits
NSF check processing
California Green Building Fund
New fee categories
Legend (Redline tab)
Increase
Decrease
Unchanged
New in FY2026/27
Removed (shown struck through)
Master Fee Schedule — Redline: FY2025/26 → FY2026/27
Notable changes (beyond routine cost adjustment)
Routine cost-based adjustment of roughly +2.5%; Recreation rates rounded to whole dollars.
State rate $4.20 → $4.00 per $100,000 valuation (SB 1473).
Credit-card / e-check convenience fees; sewer capacity-rights / acquisition lines; Los Altos Hills Sewer Plan Check; Special–Dewatering to Sewer; Heat Pump (HVAC); Sewer Line / Drain Line; Ministerial Parcel Map; Neutra House rentals; Facility Rental Application Fee; Expedite Fee; recreation Change Fees; Second NSF check; Parking Pass Booklets.
Moved under a new PUBLIC WORKS section. The separate FY25/26 "Public Works/Environmental Services & Utilities" page is superseded (only Heavy Haul Permit carried forward).
Initial $263.38 → $500.00; Bi-annual renewal $52.68 → $250.00 (per fee study).
Subpoena $319.70 → $275.00; Subpoena Duces Tecum $15.80 → $15.00; Single $16.37 → $16.00; Annual $92.07 → $90.00 (state-set decreases).
Single $41.50 line split into First NSF $25.00 (decrease) and Second & Subsequent NSF $35.00 (new).
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes DEVELOPMENT SERVICES — BUILDING DIVISION
Building Permit
Minimum valuation (new residential & commercial construction) $576.97 per
square-foot
$591.39 per
square-foot
Increase
Minimum
valuation basis
raised
$1.00 - $3,000.00 245.73 251.87 6.14 2.5% Increase
$3,001-$25,000: First $3,000 245.73 251.87 6.14 2.5% Increase $3,001-$25,000: Each Additional $1,000 31.70 32.49 0.79 2.5% Increase $25,001-$50,000: First $25,000 943.08 966.65 23.57 2.5% Increase $25,001-$50,000: Each Additional $1,000 32.65 33.46 0.81 2.5% Increase $50,001-$100,000: First $50,000 1,759.38 1,803.36 43.98 2.5% Increase $50,001-$100,000: Each Additional $1,000 17.75 18.19 0.44 2.5% Increase $100,001-$500,000: First $100,000 3,552.06 3,640.86 88.80 2.5% Increase $100,001-$500,000: Each Additional $1,000 7.76 7.95 0.19 2.4% Increase $500,001-$1,000,000: First $500,000 7,722.65 7,915.71 193.06 2.5% Increase $500,001-$1,000,000: Each Additional $1,000 12.61 12.92 0.31 2.5% Increase $1,000,001 and up: First $1,000,000 14,605.15 14,970.27 365.12 2.5% Increase $1,000,001 and up: Each Additional $1,000 6.31 6.46 0.15 2.4% Increase ADU Building Permit - - Unchanged No fee
Electrical, Mechanical or Plumbing Permit
$1.00 - $3,000.00 208.70 213.91 5.21 2.5% Increase
$3,001-$25,000: First $3,000 398.89 408.86 9.97 2.5% Increase $3,001-$25,000: Each Additional $1,000 24.74 25.35 0.61 2.5% Increase $25,001-$50,000: First $25,000 943.08 966.65 23.57 2.5% Increase $25,001-$50,000: Each Additional $1,000 26.10 26.75 0.65 2.5% Increase $50,001-$100,000: First $50,000 1,595.55 1,635.43 39.88 2.5% Increase $50,001-$100,000: Each Additional $1,000 53.68 55.02 1.34 2.5% Increase $100,001 and up 1.62% 1.62% - 0.0% Unchanged % of valuation ADU Electrical, Mechanical or Plumbing Permit - - Unchanged No fee Plan Check
ADU Plan Check - - Unchanged No fee
Building Plan Check 1.35 1.35 - 0.0% Unchanged
% of building
permit fee
Energy Plan Check (Title 24) 0.25 0.25 - 0.0% Unchanged % of building
permit fee
Solar/Photovoltaic Permit — Residential
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes 15 kw or less 306.90 314.57 7.67 2.5% Increase
State sets max
per GC 66015
15kw - 50kw 306.90 314.57 7.67 2.5% Increase
Per kw above 15kw 10.23 10.48 0.25 2.4% Increase
51kw - 250kw 511.50 524.28 12.78 2.5% Increase
Per kw above 50kw 5.12 5.24 0.12 2.3% Increase
250+ kw 511.50 524.28 12.78 2.5% Increase
Per kw above 250kw 5.12 5.24 0.12 2.3% Increase
Solar/Photovoltaic Permit — Commercial
50kw or less 306.90 314.57 7.67 2.5% Increase
50kw - 250kw 511.50 524.28 12.78 2.5% Increase
Per kw above 50 kw 5.10 5.22 0.12 2.4% Increase
250+ kw 511.50 524.28 12.78 2.5% Increase
Per kw above 250 kw 5.12 5.00 (0.12) (2.3%) Decrease
Capped at
$5.00 per GC
66015
Standalone Building Permits
Water Heater 153.45 157.28 3.83 2.5% Increase
Heat Pump (HVAC) 300.00 New
New
standalone
permit
Water Line / Re-Pipe 308.95 316.67 7.72 2.5% Increase
Renamed from
'Water
Line/Sewer
Line'
Sewer Line / Drain Line 316.67 New
Split out from
'Water
Line/Sewer
Line'
Electric Vehicle (EV) Charging Station 306.90 314.57 7.67 2.5% Increase Energy Storage System 409.20 419.43 10.23 2.5% Increase Demolition Permit
Single Family 238.36 244.31 5.95 2.5% Increase
Commercial/Mixed-Use/Multifamily 364.19 373.29 9.10 2.5% Increase Inspections
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Re-inspection Fee 253.70 260.04 6.34 2.5% Increase
Renamed from
'Re-inspection
Request'
Inspections Outside Normal Business Hours (min. 2 hrs) 589.25 603.98 14.73 2.5% Increase Each Additional Hour 294.62 301.98 7.36 2.5% Increase
Expired Permits
Expired Permit Fees
Based on
Original Permit
Fees
Based on Original
Permit Fees
Unchanged
Penalty for Expired Permits
0 to 30 days - - Unchanged No penalty
31st through 60th day 200.00 205.00 5.00 2.5% Increase per day 61st through 120th day 400.00 410.00 10.00 2.5% Increase per day 121st day and thereafter 800.00 820.00 20.00 2.5% Increase per day Misc. Building Fees
Alternate Means and Methods Request (AMMR) 454.21 465.56 11.35 2.5% Increase Certificate of Occupancy 111.51 114.29 2.78 2.5% Increase Temporary Certificate of Occupancy 668.02 684.72 16.70 2.5% Increase Duplicate Permit Request 111.51 114.29 2.78 2.5% Increase Street Address Change 742.70 761.26 18.56 2.5% Increase Stop Work Penalties
2-4x All Plan
review and
Permit Fees
2-4x All Plan
review and Permit
Fees
Unchanged
In House Plan Check Revision Review 302.81 310.38 7.57 2.5% Increase Renamed from
'In House Plan
Check Review';
per hour
Consultant Review Actual Cost Actual Cost Unchanged
Building Code Compliance Review 151.40 155.18 3.78 2.5% Increase Fees Assessed at Time of Building Permit Issuance
California Green Building Fund
$4.20 per
$100,000 in
valuation (min
$1.00 per
$25,000)
$4.00 per
$100,000 in
valuation (min
$1.00 per
$25,000)
Decrease
State-set rate
(SB 1473)
Construction Tax (LAMC Ch. 3.24)
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Single Family
$0.42 per
square foot
$0.42 per square
foot
Unchanged
Commercial/Multifamily
$0.70 per
square foot
$0.70 per square
foot
Unchanged
Strong Motion & Seismic Hazard Mapping
SMIP (1-3 Story Residential)
Valuation x
0.00013 (min
$0.50)
Valuation x
0.00013 (min
$0.50)
Unchanged
SMIP (Over 3 story residential & all commercial)
Valuation x
0.00028 (min
$0.50)
Valuation x
0.00028 (min
$0.50)
Unchanged
General Plan Maintenance Fee 0.07 0.07 - 0.0% Unchanged % of building
permit fee
Technology Surcharge Fee 0.05 0.05 - 0.0% Unchanged
% of building
permit fee
DEVELOPMENT SERVICES — PLANNING DIVISION
General Applications
Annexation 18,415.02 18,875.39 460.37 2.5% Increase
Appeal 1,023.00 1,048.57 25.57 2.5% Increase
Application Extension
Single Family 1,035.28 1,061.16 25.88 2.5% Increase
Commercial/Multi-Family 1,742.17 1,785.72 43.55 2.5% Increase Application Modification
Single-Family 2,394.84 2,454.71 59.87 2.5% Increase
Commercial/Multi-Family 5,244.92 5,376.04 131.12 2.5% Increase General Applications (cont.)
Development Agreement 14,307.68 14,665.37 357.69 2.5% Increase Environmental Review (Deposit) Actual Cost Removed
Removed from
FY26/27
schedule
Flood Hazard Letter 706.89 724.56 17.67 2.5% Increase
Home Occupation Permit 471.60 Removed
Removed from
FY26/27
schedule
Preliminary Project Review
Staff Review 6,801.93 6,971.97 170.04 2.5% Increase
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Planning Commission 11,322.56 11,605.62 283.06 2.5% Increase SB9 Dual Opportunity Development 3,548.79 3,637.50 88.71 2.5% Increase Zoning Use Compliance 471.60 483.39 11.79 2.5% Increase Zoning Verification Letter 706.89 724.56 17.67 2.5% Increase Conditional Use Permit
New Use Permit or Modification 9,391.14 9,625.91 234.77 2.5% Increase New Use Permit or Modification (Non-Profit) 9,011.61 9,236.90 225.29 2.5% Increase Temporary Use Permit 461.37 472.90 11.53 2.5% Increase
Design Review — Single Family
Administrative (<150 sq. ft.) 706.89 724.56 17.67 2.5% Increase Administrative (>150 sq. ft.) 3,548.79 3,637.50 88.71 2.5% Increase Zoning Administrator 6,562.55 6,726.61 164.06 2.5% Increase Design Review — Commercial/Multi-Family
Administrative 7,295.01 7,477.38 182.37 2.5% Increase
Planning Commission 15,165.98 15,545.12 379.14 2.5% Increase Historic Permit
Alteration Permit 7,336.96 7,520.38 183.42 2.5% Increase Resource/Landmark Designation 4,373.33 4,482.66 109.33 2.5% Increase Mills Act 6,730.32 6,898.57 168.25 2.5% Increase
Sign Review
New Sign 706.89 724.56 17.67 2.5% Increase
Modification of Existing Sign 471.60 483.39 11.79 2.5% Increase New/Modification of Sign Program 1,413.79 1,449.13 35.34 2.5% Increase Public Notification
Public Notice
$2.00 per
resident/occup
ant in notice
boundary
Removed
Removed from
FY26/27
schedule
Tree Removal Permit
First Tree 306.90 314.57 7.67 2.5% Increase
Each Additional Tree 153.45 157.28 3.83 2.5% Increase
Invasive Species (subject to verification) - - Unchanged No fee In-Lieu Tree Replacement Fee 1,227.60 1,258.29 30.69 2.5% Increase Consulting Arborist Actual Cost Actual Cost Unchanged
Long Range Planning
General Plan Amendment (Deposit) Actual Cost Actual Cost Unchanged
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Zone Change Actual Cost Actual Cost Unchanged
Zone Text Amendment (Deposit) Actual Cost Actual Cost Unchanged Map Amendment (Deposit) Actual Cost Actual Cost Unchanged Planned Unit Development (PUD) Actual Cost Actual Cost Unchanged Single-Story Overlay Zone Actual Cost Actual Cost Unchanged Parklet Permit
Initial Application 565.72 579.86 14.14 2.5% Increase
Renewal Fee (per sq. ft. of parklet area) $3.07/sq. ft. $3.14/sq. ft. Increase Renamed from
'Annual Fee'
Sidewalk Dining
Initial Application 565.72 579.86 14.14 2.5% Increase
Renewal Fee 365.21 374.34 9.13 2.5% Increase
Renamed from
'Annual Review'
Outdoor Display Permit
Outdoor Display Permit 1,178.50 1,207.96 29.46 2.5% Increase Subdivision Review
Certificate of Compliance 4,095.07 4,197.44 102.37 2.5% Increase Reversion to Acreage 7,446.42 7,632.58 186.16 2.5% Increase Tentative Subdivision Map Review
Tentative Map 10,788.56 11,058.27 269.71 2.5% Increase
Renamed from
'Tract Map'
Parcel Map 10,788.56 11,058.27 269.71 2.5% Increase
Parcel Map (Ministerial) 6,277.82 New
New ministerial
parcel map fee
Urban Lot Split 6,124.70 6,277.81 153.11 2.5% Increase
Lot Line Adjustment/Lot Merger 5,135.46 5,263.84 128.38 2.5% Increase Map Extension or Modification
Administrative 3,813.74 3,909.08 95.34 2.5% Increase
Planning Commission/City Council 6,827.50 6,998.18 170.68 2.5% Increase Variance
Single Family 10,838.69 11,109.65 270.96 2.5% Increase
Commercial/Multi-Family 13,196.70 13,526.61 329.91 2.5% Increase Inclusionary Housing In-Lieu Fee
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Multi-Family Rental
$108.44 per sq.
ft.
$111.15 per sq. ft. Increase
Condominium For Sale
$117.65 per sq.
ft.
$120.59 per sq. ft. Increase
Townhouse for Sale
$173.91 per sq.
ft.
$178.25 per sq. ft. Increase
Fees Assessed at Time of Planning Project/Permit Submittal Technology Surcharge Fee 0.05 0.05 - 0.0% Unchanged
% of planning
project/permit
fee
PUBLIC WORKS — ENGINEERING (was a Development Services division in FY25/26)
Encroachment Permit — Parking Stall
Base 297.69 305.13 7.44 2.5% Increase
Per Stall Per Day 34.78 35.64 0.86 2.5% Increase
Encroachment Permit
Special 721.22 739.25 18.03 2.5% Increase
Special - Dewatering to Sewer
$1.69 per 100
gallon
New
New
encroachment
sub-fee
Miscellaneous 1,219.42 1,249.90 30.48 2.5% Increase
Plan Check
County Sewer Plan Check 1,834.24 1,880.09 45.85 2.5% Increase Los Altos Hills Sewer Plan Check 1,880.09 New
New plancheck line
Public Works Plan Check Actual Cost Actual Cost Unchanged Stormwater Management Plan Check 1,916.08 1,963.98 47.90 2.5% Increase Transportation Plan Check Actual Cost Actual Cost Unchanged Sewer Permit & Fees
City 740.65 759.16 18.51 2.5% Increase
City Capacity Rights 6,456.29 New
Per staff, fee
already
collected;
added to
schedule
County 1,630.66 1,671.42 40.76 2.5% Increase
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes County In-Lieu of Assessment 12,190.93 New
Per staff, fee
already
collected;
added to
schedule
County Capacity Acquisition 10,128.51 New
Per staff, fee
already
collected;
added to
schedule
Los Altos Hills Capacity Acquisition 10,128.51 New
Per staff, fee
already
collected;
added to
schedule
Sewer Tap-in 148.34 152.04 3.70 2.5% Increase
Sewer Dye Test 195.39 200.27 4.88 2.5% Increase
Transportation Permits
Single 16.37 16.00 (0.37) (2.3%) Decrease State-set fee Annual 92.07 90.00 (2.07) (2.2%) Decrease State-set fee Inspection
Engineering Inspection Fee (based on construction costs) 0.06 0.06 - 0.0% Unchanged % of
construction
cost
Additional Inspection Visit 360.10 369.10 9.00 2.5% Increase Mapping Fees — Final Subdivision Map Check
Base 4,800.94 4,920.96 120.02 2.5% Increase
City Land Surveyor (Minimum Deposit) 2,046.00 2,097.15 51.15 2.5% Increase Lot-Line Adjustment 2,779.49 2,848.97 69.48 2.5% Increase City Land Surveyor — Minimum Deposit (Lot-Line Adjustment) 2,097.15 New Added second
min-deposit
line
Misc. Engineering Fees
Vacating Easement/Right-of-Way 11,399.29 11,684.27 284.98 2.5% Increase Utility Street Cut Permit (based on construction costs) $409.20 + 4% $419.43 + 4% Increase Temporary Lane Closure Permits
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Application (First Day Only) 642.44 658.50 16.06 2.5% Increase Each Additional Day 95.14 97.51 2.37 2.5% Increase
Fees Assessed at Engineering Permit Issuance / Mapping Submittal Technology Surcharge Fee 0.05 0.05 - 0.0% Unchanged
% of
engineering
permit /
mapping fee
Environmental Services and Utilities
Heavy Haul Permit 738.68 757.14 18.46 2.5% Increase
Only item
carried forward
from FY25/26
Public
Works/Utilities
section
Payment Convenience Fees
Credit Card Convenience Fee – Permit Transactions
2.60% per
transaction
New
Card
processing
pass-through
E-Check Convenience Fee – Permit Transactions 1.25 New per transaction PUBLIC WORKS / ENVIRONMENTAL SERVICES & UTILITIES (FY25/26 standalone section — superseded in FY26/27) Superseded by Engineering division above (except Heavy Haul Permit, carried forward)
County Sewer Plan Check
$726.83 per
plan
Removed
Superseded by
Engineering
division
Encroachment Permit – Parking Stall
$119.99 +
$35.91 per
stall/day
Removed
Superseded by
Engineering
division
Encroachment Permit – Special $514.71 Removed
Superseded by
Engineering
division
Encroachment Permit – Miscellaneous
$302.89 per
permit
Removed
Superseded by
Engineering
division
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Final Subdivision Map Check
$1,417.19 per
map + actual
outside costs
Removed
Superseded by
Engineering
division
Flood Hazard Letter
$84.64 per
letter
Removed
Superseded by
Engineering
division
Public Works Inspection
6% of
estimated cost
of construction
Removed
Superseded by
Engineering
division
Lot-Line Adjustment
$666.30 +
actual outside
costs
Removed
Superseded by
Engineering
division
Sewer Dye Test
$176.01 per
test
Removed
Superseded by
Engineering
division
Stormwater Management Plan Check
$484.57 per
application
Removed
Superseded by
Engineering
division
Temporary Lane Closure Permit
$635.91 per
permit +
$71.87/day
after first
Removed
Superseded by
Engineering
division
Utility Street Cut Permit
2% of
construction
cost ($200 min)
Removed
Superseded by
Engineering
division
Additional Inspection Visit (existing permit) 193.58 Removed Superseded by
Engineering
division
Sewer Permit (City) 145.21 Removed
Superseded by
Engineering
division
Sewer Permit (County) 272.45 Removed
Superseded by
Engineering
division
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Sewer Tap-in 60.58 Removed
Superseded by
Engineering
division
Transportation Permit 30.14 Removed
Superseded by
Engineering
division
Public Works Plan Check Actual Costs Removed
Superseded by
Engineering
division
Transportation Plan Check Actual Costs Removed
Superseded by
Engineering
division
Technology Surcharge (permit system / archiving)
5% of all
permits
Removed
Superseded by
Engineering
division
POLICE
Alarm Permit
Alarm Permit (initial)
$44.07 per
permit
Removed
Folded into
Renewal line
Renewal 44.07 45.17 1.10 2.5% Increase per permit
Late Renewal/Unpermitted Alarm response 91.68 92.00 0.32 0.3% Increase Capped at cost
per fee study
False Alarm Response
First two responses in a permit year No charge No charge Unchanged Third and subsequent responses 263.38 269.96 6.58 2.5% Increase Police Permits
Alcohol Permit 121.56 124.59 3.03 2.5% Increase
Concealed Carry Weapon Permit
Initial Application 263.38 500.00 236.62 89.8% Increase Set to $500 per
fee study
Bi-annual renewal 52.68 250.00 197.32 374.6% Increase
Set to $250 per
fee study
DUI Accident Response
Police Response 1,392.88 1,427.70 34.82 2.5% Increase
Fire Response 1,696.78 1,739.19 42.41 2.5% Increase
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Fatal accident
Fully allocated
hourly rate; max
$12,000 per
incident
Fully allocated
hourly rate; max
$12,000 per
incident
Unchanged
Jail Booking Fees
Actual County
Cost
Actual County
Cost
Unchanged
Massage Establishment Permit
New 328.21 336.41 8.20 2.5% Increase
Annual Renewal 91.17 93.44 2.27 2.5% Increase
Massage Appeal Hearing 2,353.20 2,412.00 58.80 2.5% Increase Includes one
hour of City
Attorney time
Police Permits (cont.)
Miscellaneous Police Permit 181.63 186.17 4.54 2.5% Increase per application Parking Pass Booklets 27.00 New
Inadvertently
omitted from
FY25/26
schedule
Parking Permit
Quarterly 46.60 47.76 1.16 2.5% Increase
Annual 115.48 118.36 2.88 2.5% Increase
Second Response Call-Back
Standard Response 223.87 229.46 5.59 2.5% Increase
Per response
after an initial
warning
Juvenile Alcohol Party Response 969.44 Removed
Removed from
FY26/27
schedule
Secondhand Dealer/Pawn Shop Permit
New 314.64 322.50 7.86 2.5% Increase
Annual Renewal 181.83 186.37 4.54 2.5% Increase
Police Permits (cont.)
Solicitor Permit 181.63 186.17 4.54 2.5% Increase per application Special Event Permit Application
New For-Profit 506.50 519.16 12.66 2.5% Increase
New Non-Profit 405.20 415.33 10.13 2.5% Increase
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes On-Going For-Profit 202.60 207.66 5.06 2.5% Increase
On-Going Non-Profit 151.95 155.74 3.79 2.5% Increase
Special Event Police Service Actual Cost Actual Cost Unchanged Other Police Fees
Vehicle Impound Release 363.41 372.49 9.08 2.5% Increase per vehicle Vehicle Repossession 17.93 18.37 0.44 2.5% Increase per vehicle Verification/Clearance Letter 48.37 48.00 (0.37) (0.8%) Decrease Capped at cost
per fee study
Subpoena 319.70 275.00 (44.70) (14.0%) Decrease State-set fee Subpoena Duces Tecum 15.80 15.00 (0.80) (5.1%) Decrease State-set fee Police Report Copies
$0.20 per page;
no charge for
crime victims
$0.20 per page;
no charge for
crime victims
Unchanged
PARKS AND RECREATION
Banner Hanging
San Antonio/El Camino Real 470.64 482.00 11.36 2.4% Increase per two weeks Downtown 470.64 482.00 11.36 2.4% Increase per two weeks Fremont/Grant 389.50 389.00 (0.50) (0.1%) Decrease per two weeks Lincoln Park Banner
9-foot 194.80 199.00 4.20 2.2% Increase per week
18-foot 389.60 399.00 9.40 2.4% Increase per week
30-foot 470.69 482.00 11.31 2.4% Increase per week
Facility Rental — General
Facility Rental Application Fee 15.00 New
New
application fee
Expedite Fee (application < 15 days prior to event) 75.00 New New expedite
fee
PARKS AND RECREATION — Los Altos Community Center Rentals (per hour) Community Room (Grand Oak)
Resident 289.82 297.00 7.18 2.5% Increase
Non-Resident 347.76 356.00 8.24 2.4% Increase
Non-Profit 144.86 148.00 3.14 2.2% Increase
Commercial 434.73 445.00 10.27 2.4% Increase
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Meeting Room (Sequoia)
Resident 115.94 118.00 2.06 1.8% Increase
Non-Resident 144.86 148.00 3.14 2.2% Increase
Non-Profit 57.99 59.00 1.01 1.7% Increase
Commercial 173.88 178.00 4.12 2.4% Increase
Multi-purpose Room (Apricot, Manzanita, Birch, Sycamore, Maple) Resident 92.74 95.00 2.26 2.4% Increase
Non-Resident 115.94 118.00 2.06 1.8% Increase
Non-Profit 46.40 47.00 0.60 1.3% Increase
Commercial 139.14 142.00 2.86 2.1% Increase
Kitchen
Resident 57.99 59.00 1.01 1.7% Increase
Non-Resident 86.97 89.00 2.03 2.3% Increase
Non-Profit 28.92 29.00 0.08 0.3% Increase
Commercial 115.94 118.00 2.06 1.8% Increase
Lobby
Resident 115.94 118.00 2.06 1.8% Increase
Non-Resident 144.86 148.00 3.14 2.2% Increase
Non-Profit 57.99 59.00 1.01 1.7% Increase
Commercial 173.88 178.00 4.12 2.4% Increase
Courtyard
Resident 57.99 59.00 1.01 1.7% Increase
Non-Resident 86.97 89.00 2.03 2.3% Increase
Non-Profit 28.92 29.00 0.08 0.3% Increase
Commercial 115.94 118.00 2.06 1.8% Increase
Package (Sequoia/Manzanita/Lobby)
Resident 243.42 249.00 5.58 2.3% Increase
Non-Resident 295.64 303.00 7.36 2.5% Increase
Non-Profit 121.71 124.00 2.29 1.9% Increase
Commercial 486.90 499.00 12.10 2.5% Increase
Package (Sequoia/Manzanita/Apricot)
Resident 243.42 249.00 5.58 2.3% Increase
Non-Resident 295.64 303.00 7.36 2.5% Increase
Non-Profit 121.71 124.00 2.29 1.9% Increase
Commercial 486.90 499.00 12.10 2.5% Increase
Package (Sequoia/Manzanita/Buckeye/Madrone)
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Resident 185.48 190.00 4.52 2.4% Increase
Non-Resident 226.05 231.00 4.95 2.2% Increase
Non-Profit 92.74 95.00 2.26 2.4% Increase
Commercial 370.96 380.00 9.04 2.4% Increase
Community Center Deposits
Full Facility Deposit 1,159.28 Removed
Removed from
FY26/27
schedule
PARKS AND RECREATION — Other Facility Rentals (per hour) Multi-purpose rooms
Resident 139.14 142.00 2.86 2.1% Increase
Non-Resident 173.93 178.00 4.07 2.3% Increase
Non-Profit 69.54 71.00 1.46 2.1% Increase
Commercial 278.22 285.00 6.78 2.4% Increase
Classrooms
Resident 57.99 59.00 1.01 1.7% Increase
Non-Resident 69.54 71.00 1.46 2.1% Increase
Non-Profit 46.40 47.00 0.60 1.3% Increase
Commercial 115.94 118.00 2.06 1.8% Increase
San Antonio Club
Resident 139.14 142.00 2.86 2.1% Increase
Non-Resident 173.93 178.00 4.07 2.3% Increase
Non-Profit 69.54 71.00 1.46 2.1% Increase
Commercial 278.22 285.00 6.78 2.4% Increase
Tennis and Bocce Courts
Resident 10.54 10.00 (0.54) (5.1%) Decrease Round down
Non-Resident N/A N/A Unchanged
Non-Profit 8.00 8.00 - 0.0% Unchanged
Commercial N/A N/A Unchanged
Athletic Fields
Resident 57.99 59.00 1.01 1.7% Increase
Non-Resident 69.54 71.00 1.46 2.1% Increase
Non-Profit 28.97 29.00 0.03 0.1% Increase
Commercial N/A N/A Unchanged
Gymnasium (Half)
Resident 98.56 101.00 2.44 2.5% Increase
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Non-Resident 127.49 130.00 2.51 2.0% Increase
Non-Profit 52.17 53.00 0.83 1.6% Increase
Commercial 185.48 190.00 4.52 2.4% Increase
Gymnasium (Full)
Resident 162.28 166.00 3.72 2.3% Increase
Non-Resident 208.68 213.00 4.32 2.1% Increase
Non-Profit 92.74 95.00 2.26 2.4% Increase
Commercial 324.62 332.00 7.38 2.3% Increase
Neutra House
Resident 115.00 New
Non-Resident 144.00 New
Non-Profit 57.00 New
Commercial 173.00 New
Other Facility Deposits
Classroom Deposit 289.82 Removed
Removed from
FY26/27
schedule
Multi-purpose room Deposit 579.64 Removed
Removed from
FY26/27
schedule
PARKS AND RECREATION — Outdoor Facility Rentals
Veterans Community Plaza Half Day
Resident 162.99 167.00 4.01 2.5% Increase
Non-Resident 208.68 213.00 4.32 2.1% Increase
Non-Profit 63.82 65.00 1.18 1.8% Increase
Commercial N/A N/A Unchanged
Veterans Community Plaza Full Day
Resident 255.02 261.00 5.98 2.3% Increase
Non-Resident 318.84 326.00 7.16 2.2% Increase
Non-Profit 104.34 106.00 1.66 1.6% Increase
Commercial N/A N/A Unchanged
Patriot Corner Picnic Area Half Day
Resident 173.88 178.00 4.12 2.4% Increase
Non-Resident 220.33 225.00 4.67 2.1% Increase
Non-Profit N/A N/A Unchanged
Commercial 347.76 356.00 8.24 2.4% Increase
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Patriot Corner Picnic Area Full Day
Resident 255.02 261.00 5.98 2.3% Increase
Non-Resident 318.84 326.00 7.16 2.2% Increase
Non-Profit N/A N/A Unchanged
Commercial 510.05 522.00 11.95 2.3% Increase
Grant Picnic Area Half Day
Resident 104.34 106.00 1.66 1.6% Increase
Non-Resident 127.49 130.00 2.51 2.0% Increase
Non-Profit N/A N/A Unchanged
Commercial 208.68 213.00 4.32 2.1% Increase
Grant Picnic Area Full Day
Resident 139.08 142.00 2.92 2.1% Increase
Non-Resident 168.16 172.00 3.84 2.3% Increase
Non-Profit N/A N/A Unchanged
Commercial 278.22 285.00 6.78 2.4% Increase
PARKS AND RECREATION — Miscellaneous & Programs
Miscellaneous
Key Replacement 146.33 149.00 2.67 1.8% Increase
Facility Rentals
Additional Facility Attendant 25.48 26.00 0.52 2.0% Increase per hour Linen Rental 28.97 29.00 0.03 0.1% Increase per linen
Senior Lunch Program
Weekly Lunch Donation Only Donation Only Unchanged
Holiday Lunch Donation Only Donation Only Unchanged
Change Fees
Classrooms 75.00 New New change fee
Multipurpose spaces 75.00 New New change fee
Picnic space 20.00 New New change fee
Court spaces 10.00 New New change fee
Payment Convenience Fees
Division FY25-26 Fee FY26-27 Fee Change ($) Change (%) Status Notes Credit Card Convenience Fee – Recreation Transactions
2.99% per
transaction
New
Card
processing
pass-through
E-Check Convenience Fee – Recreation Transactions 1.25 New per transaction
OTHER FEES (ADMIN)
Other Fees
Business License Listing 48.37 49.00 0.63 1.3% Increase per request Business License Duplicate 11.85 12.00 0.15 1.3% Increase per request Credit Card Convenience Fee – Business License Transactions
2.99% per
transaction
New
Card
processing
pass-through
City Initiative Filing
$200.00 per
initiative
(refundable per
LAMC)
$200.00 per
initiative
(refundable per
LAMC)
Unchanged
Damage to City Property Time/Material Time/Material Unchanged Document Certification
$25.00 per
certification
Removed
Removed from
FY26/27
schedule
Document Reproduction $0.25 per page $0.25 per page Unchanged Fair Political Practices Commission Related $0.10 per page $0.10 per page Unchanged DVD Copy $2.00 per disk Removed
Removed from
FY26/27
schedule
Non-Sufficient Funds Check Processing
First NSF Check 41.50 25.00 (16.50) (39.8%) Decrease
State-set;
FY25/26 was a
single $41.50
line
Second & Subsequent NSF Checks 35.00 New per NSF check
Other Fees (cont.)
Notary Fee 11.14 15.00 3.86 34.6% Increase State-set fee Tobacco Retailer License
Initial 289.82 297.00 7.18 2.5% Increase
Annual 173.93 178.00 4.07 2.3% Increase
RESOLUTION NO. 2026-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LOS ALTOS
RECEIVING AND FILING THE ANNUAL REPORT ON THE PARK IMPACT FEE,
TRAFFIC IMPACT FEE, PUBLIC SAFETY IMPACT FEE, AND GENERAL GOVERNMENT IMPACT FEE FOR THE FISCAL YEAR ENDED JUNE 30, 2024, PURSUANT TO GOVERNMENT CODE SECTION 66006(b)
WHEREAS, the City of Los Altos imposes a Park Impact Fee, Traffic Impact Fee, Public Safety Impact Fee, and General Government Impact Fee pursuant to the Mitigation Fee Act, Government Code section 66000 et seq., and Chapter 3.60 of the Los Altos Municipal Code; and WHEREAS, revenues from such impact fees are deposited into separate funds and maintained in accordance with Government Code section 66006(a); and
WHEREAS, the Finance Director has prepared the Annual Report on the Park Impact Fee, Traffic Impact Fee, Public Safety Impact Fee, and General Government Impact Fee for the Fiscal Year Ended June 30, 2024 (“FY2023/24Annual Report”), attached hereto as Attachment 5 and incorporated herein by reference, containing the information required by Government Code section 66006(b); and
WHEREAS, the City Council has reviewed the FY 2023/24 Annual Report and finds that it satisfies the requirements of Government Code section 66006(b); and WHEREAS, the City Council is separately considering any required findings pursuant to Government Code section 66001(d); and
WHEREAS, the receipt and filing of the FY 2023-24 Annual Report is not a project under the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378 and, alternatively, is exempt pursuant to CEQA Guidelines section 15061(b)(3) because it can be seen with certainty that the activity will not have a significant effect on the environment.
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Los Altos hereby receives and files the Annual Report on the Park Impact Fee, Traffic Impact Fee, Public Safety Impact Fee, and General Government Impact Fee for the Fiscal Year Ended June 30, 2024, attached hereto as Attachment 5.
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 9th day of June, 2026 by the following vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
__________________________
Sally Meadows
Mayor
ATTEST:
_________________________
Melissa Thurman, MMC
City Clerk
City of Los Altos
Purchasing Policy
JUNE 2026
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TABLE OF CONTENTS
ETHICAL GUIDELINES......................................................................................................... 2 OVERVIEW & RESPONSIBILITIES...................................................................................... 2 A VARIETY OF WAYS TO MAKE PURCHASES.................................................................... 4 ENVIRONMENTAL PROCUREMENT PRACTICES SECTION 1. PURPOSE................................... 7 BIDDING & AUTHORIZATION LIMITS ................................................................................... 12 BIDDING EXCEPTIONS...................................................................................................... 14 BUDGET AUTHORITY LEVELS ........................................................................................ 16 SIGNATURE AUTHORITY & APPROVALS........................................................................ 18 LEVEL OF SIGNING AUTHORITY......................................................................................... 19 FIXED ASSET IDENTIFICATION & TRACKING........................................................................ 20 PROFESSIONAL SERVICES ................................................................................................. 21 ADDITIONAL GUIDANCE.................................................................................................. 24 GLOSSARY ....................................................................................................................... 29
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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 processif 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.
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• 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 providing legal review of items directed to them by a Department Director, Risk Manager or City Manager. The City Attorney’s role is limited to legal review and does not constitute financial approval authority. 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. Purchases are initiated through a departmental Requisition (REQ), which is routed to Finance for review and approval.
Once the Requisition is approved, Finance will generate the corresponding Purchase Order (PO), Blanket Purchase Order (BPO), Purchase Contract Agreement (PCA), or Contract Purchase Order (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 Agreementsthat result in a Purchase Order must be reviewed and approved by the Risk Manager for insurance and liability compliance. • 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 consultants who 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.
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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
Notto 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
Notto 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 at
$125,000 and
greater
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
greater
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
greater
A more detailed discussion of these purchasing methods follows:
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 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.
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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. Departments should use a Purchase Order whenever purchases are planned, repetitive, or expected to exceed $10,000 cumulatively, to avoid vendor fragmentation.
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. • Requeststo 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
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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 based on signing authority thresholds and use of a City-compliant and approved contract. The approvals of the City Manager (for contracts greater than $50,000), 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 Purchase Order (CPO) must follow the approval thresholds outlined in Exhibit 1A and be submitted to the Finance Department with the fully executed agreement attached.
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 City-compliant contract approved by the Risk Manager.
Competitive selection and pricing are required in accordance with applicable procurement thresholds and are encouraged for smaller purchases whenever practical. Departments may request the establishment of a professional service contract below the formal threshold, or must request one when required by policy, in coordination with the Finance Department through submission of a Contract Purchase Order (CPO). The CPO must follow the approval thresholds. Approvals may include the City Manager, Risk Manager, Finance Director, and the City Attorney if legal review is required based on the nature of the contract, as determined by the Risk Manager or Finance Director.
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
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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 costthan 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 recordsto 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.
Recordsshall 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 otherrecord 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
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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, City 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. City shall additionally obtain the documentation and submit records specified in Section 3 below, if applicable.
SECTION 3. RECORDKEEPING
1. 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
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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 availability 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 through $50,000 Informal bids DH or DE & FD
Greater than $50,000 and
less than $125,000
Formal sealed bids DH & FD & CM
$125,000 and greater Formal published/ advertised
sealed bids
DH & FD & 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 of $10,000 through $50,000 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 greater than $50,000 and less than $125,000 require formal bids by the requesting department. This entails the preparation of written specifications, vendor solicitations and sealed bids. The requesting department 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 greater require 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 procurementsinvolve goods and/orservicesthat can only be practically obtained from one source. Justification will be based on the following:
• The contractor orsupplier isthe sole provider of the goods orservice. • 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 Finance Director and Risk Manager, along with the Assistant City Manager for review. City Manager approval is required for sole source purchases greater than $50,000, and City Council approval is required for sole source purchases of $125,000 and greater, along with the requisition for approval. Because sole source purchases often involve contracts or services with potential risk, the Risk Manager shall remain in the approval chain for all sole source procurements.
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. For this purpose, the $125,000 threshold is measured against the
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total emergency purchase or contract amount, including any subsequent amendments or change orders.
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.
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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. This temporary increase is a processing tool to enable timely emergency payments and does not by itself constitute purchase or approval authority; the applicable approval and after-the-fact ratification requirements set forth in this section continue to apply.
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 blueprintfor 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
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the responsibility of each Department to maintain control of their budgets.
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Per Financial 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 Departments/Programs and between Capital Improvement Projects, but cannotincrease the total adopted appropriation. Any increase in total appropriation levels, as well as any transfer between funds, 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 orderisissued and/or payments
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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.
Assistant City Manager
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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 PurchasesIdentified 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
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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 independent auditors may conduct periodic spot audits to verify asset inventory records and expenditures. Departments should be prepared to support these reviews as needed.
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 greater than $25,000. A formal RFP is required for contracts of $50,000 and greater; for contracts of $25,000 to less than $50,000, competitive proposals are encouraged but not required.
Agreements with vendors for services can be for a three (3) year period with up to a two (2) year extension of the agreementto 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 agreementsthat 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 into by the City require approvals based on the applicable dollar thresholds. This typically includes the Department Director, Finance Director, and Risk Manager. Review by the City Attorney shall be obtained if required, depending on the nature and risk level of the contract. Contracts over the annual dollar limit listed below require City Council approval prior to the award. City Council approval is required only for contracts of
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$125,000 and greater; contracts below $125,000 may be approved administratively within the signing authority limits established in this Policy. This $125,000 threshold applies consistently throughout this Policy and is distinct from the City Manager’s individual signing authority below $125,000. RFPs are encouraged as a best practice to ensure competitive selection and transparency.
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Value of Non-Legal
Professional Services
Recommended Number of
Proposals
Required Approvals
$10,000 to less than $25,000 The department must conduct an evaluation of options but
does not have to obtain written
proposals.
Department Director, Finance
Director
$25,000 to less than $50,000 Formal RFP and two (2) written proposals recommended
Department Director, Finance
Director
$50,000 to less than
$125,000
Formal RFP and two (2) written
proposals recommended
Department Director, Finance
Director, Risk Manager, City
Manager, and City Attorney if
legal review is required
$125,000 and greater Formal RFP and two (2) written
proposals recommended
Department Director, Finance
Director, Risk Manager, City
Manager, City Council, and
City Attorney if legal review is
required
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
Under the Los Altos Municipal Code, the City Attorneymay retain or employ other attorneys, assistants, or special counsel as needed to take charge of, or assist with, any litigation or legal matters.
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
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dollar limits, and are approved by the City Manager. These items are reviewed by the Finance Directorfor completeness, budget compliance and accuracy asthey are processed.
Changesin 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 allsuppliers 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 suppliersin an equitable and uniform manner • Observe truthfulness and highest ethics in all transactions and correspondence It isimportant to treat all vendors equally. Thisincludes 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 isjust asimportant as actual impropriety. Displays of favoritism to a particular vendor should be always avoided.
Gratuities- To maintain strict objectivity and the highest ethicalstandards, 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
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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 goods 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 - While the City’s standard payment terms are Net 30 days from the invoice date, actual processing follows a weekly payment cycle. 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 Revenue Service (IRS) and the California Employment Development Department (EDD) require independent contractors to provide a
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W-9 form to the City including the businesstype (sole proprietor, corporation or partnership)
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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 asto 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 aboutstreams, bays, waterfronts embankments, or other work for the protection against overflow;street orsewer 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.
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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 must follow the approval thresholds established in this Policy.
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.
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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, or maintenance services valued at $10,000 through $50,000. Informal bids typically require at least two (2) written quotes, though verbal quotes may be acceptable if documented. Used for non-complex purchases where sealed bidding is not warranted.
Formal Bid: A proposal for goods, services, or projects valued greater than $50,000. For purchases greater than $50,000 and less than $125,000, formal sealed bids must be solicited from vendors, with written proposals recommended. For purchases of $125,000 and greater, formal bids must follow the published/advertised sealed bid process, including public notice and competitive solicitation.
Organic Waste: Solid waste containing material originated from living organisms and their metabolic waste productsincluding, 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
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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,
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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 isto perform an identifiable task ratherthan to
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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 equipmentsupport, rather than specialized professionalservices described above.
Vendor: A person or company who provides goods orservices. 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 through $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. Required
Approvals: Department Head or
Designee & Finance Director (DH or
DE & FD). Risk Manager approval
and CPO required for contracts. City
Attorney review is required only if
needed based on the nature of the
contract.
Greater than $50,000
and less than $125,000
(Formal Sealed Bid)
Formal sealed bids required. Public
advertisement required only for
purchases of $125,000 and greater.
Required Approvals: Department
Head, Finance Director, and City
Manager (DH, FD, CM). Risk
Manager approval and CPO
required for contracts. City Attorney
review is required only if needed
based on the nature of the contract.
$125,000 and greater
(Formal
Published/Advertised
Sealed Bid)
Formal bids must be publicly
advertised on the City’s electronic
bid portal and regional newspaper
prior to sealed bid opening.
Required Approvals: Department
Head, Finance Director, City
Manager, and City Council (DH, FD,
CM, CC). Risk Manager approval
required for contracts; City Attorney
review only if required based on the
nature of the contract.