Agenda packet — Palo Alto City Council, October 7, 2024 (part 2 of 3)

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4525000111 EPLUS

TECHNOLOGY INC

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6)California Cloud Computing Special Provisions for SAAS (eff.

3.15.2018)
7)City of Palo Alto Purchase Order Terms and Conditions (Goods) 0010 ASR-9902-FC Chassis 2 EA 40,500.63 81,001.26 ASR 9902 FLEXIBLE CONSUMPTION COMPACT CHASSIS, 2 R U Qty 2 ASR 9902 4-POST MOUNTING KIT FOR 19 & 23 INCH RACK Qty 2 (no cost)
ASR9000; OTHER NETWORK APPLICATIONS; FOR TRACKING ONLY
Qty 2 (no cost)
ASR 9900 FIXED CHASSIS ROUTE PROCESSOR SLOT FILLER Qty 2 (no cost)
ASR 9000 FLEXIBLE CONSUMPTION BUSINESS MODEL - TRAC KING ONLY Qty 2 (no cost)
ASR 9902 FCM CHASSIS HARDWARE TRACKING PID Qty 2 (no cost) NORTH AMERICA AC TYPE A POWER CABLE Qty 4 (no cost)
CISCO ASR 9000 IOS XR 64-BIT 3DES SW FOR 7.11 RLS - FCM Qty 2 (no cost)
FLEXIBLE CONSUMPTION IOSXR Qty 2 (no cost)
57C3 BASE HARDWARE TRACKING PID Qty 2 (no cost)
NCS 5500 MPA BLANK FILLER Qty 6 (no cost)
NCS 57C3 FAN TRAY (40MM) CHASSIS PORT-S INTAKE Qty 8 (no cost)
Vendor Address

EPLUS TECHNOLOGY INC
13595 DULLES TECHNOLOGY DR
HERNDON VA 20171-3413
Tel: 703-984-8400 Fax: 703-984-8600
Bill To:

City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:

Information Technology Services
City of Palo Alto
250 Hamilton Ave., 2nd Floor
Palo Alto CA 94301
Item Material/Description Quantity UM Net Price Net Amount ______________________________________
Chief Procurement Officer
THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order.

DELIVERY - Please notify the City promptly if delivery cannot be made on or before the date specified. If partial shipment is authorized, so indicate on all documents. Complete packing lists must accompany each shipment.

INVOICE - A separate invoice is required for each order. Send to address indicated above.

City of Palo Alto
Purchasing and Contract Administration
P.O.Box 10250
Palo Alto CA 94303
Tel:(650)329-2271 Fax:(650)329-2468
Purchase Order
P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING

PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER
PO Number 4525000111
Date 08/27/2024
Vendor No. 102667-01
Payment Terms Payment Due 30 days
FOB Point F.O.B Destination
Ship via Ship Best Way
Required Date 09/16/2024
Buyer/Phone Alice Harrison / 650-329-2173
Email [email protected]
DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER

ARRANGEMENTS ARE INDICATED HEREIN

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4525000111 EPLUS

TECHNOLOGY INC

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NCS 57C3 FAN TRAY (60MM) CHASSIS PORT-S INTAKE Qty 4 (no cost)
NCS 57C3 ACCESSORY KIT FOR 3RU CHASSIS Qty 2 (no cost)
NCS 57C3 ROUTE PROCESSOR BLANK FILLER Qty 2 (no cost)
NCS 57C3 AC 1600W POWER SUPPLY PORT-S INTAKE /
FRONT-TO-BACK Qty 4 (no cost)
POWER CORD FOR AC V2 POWER MODULE (USA) Qty 4 (no cost) CORE & AGGR ESSENTIALS SIA V2.0 100G 3-5 YEAR TERM Qty 12 (no cost)
CORE AMP AGGR ADVANTAGE NESTED SIA V2.Qty 12 (no cost)
IOS-XR 7.10 TRACKING LICENSE Qty 2 (no cost)
IOS XR 7.10 K9 SOFTWARE IMAGE Qty 2 (no cost)
FLEXIBLE CONSUMPTION IOSXR Qty 2 (no cost)
City PM: [email protected]
0020 ASR-9902-FAN Module 6 EA 350.03 2,100.18 ASR 9902 FAN MODULE
Qty 6
0030 A99-RP-F-FC CHASSIS ROUTE PROCESSOR 2 EA 10,500.47 21,000.94 ASR 9900 FIXED CHASSIS ROUTE PROCESSOR FCM
Qty 2
Vendor Address

EPLUS TECHNOLOGY INC
13595 DULLES TECHNOLOGY DR
HERNDON VA 20171-3413
Tel: 703-984-8400 Fax: 703-984-8600
Bill To:

City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:

INVOICE - A separate invoice is required for each order. Send to address indicated above.

ARRANGEMENTS ARE INDICATED HEREIN

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4525000111 EPLUS

TECHNOLOGY INC

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0040 PWR-1.6KW-AC CHASSIS AC POWER SUPPLY 4 EA 907.33 3,629.32 ASR 9900 FIXED CHASSIS AC POWER SUPPLY
Qty 4
0050 SD-AR1K-ASR9902M 2 EA 7,520.36 15,040.72

NORTH AMERICA AC TYPE A POWER CABLE
Qty 4
0060 SD-SWK-ADNED400 2 EA 4,802.36 9,604.72

SW SUPPORT NO UPG ADVANTAGE SOFTWARE RTU LICENSE P ER
400G
Qty 2
0070 SD-AR1K-A99RPFFC ASSIS ROUTEPROCESSOR 2 EA 1,789.34 3,578.68 AR LEVEL 1 NO SW SUP ASR 9900 FIXED CHASSIS ROUTE

PROCESSOR
Qty 2
0080 ADN-ED-400G-SIA3 2 EA 13,542.19 27,084.38
EDGE ADVANTAGE W/ ESSENTIALS SIA PER 400G FOR 36-5 9
MONTHS
Qty 2
Vendor Address

EPLUS TECHNOLOGY INC
13595 DULLES TECHNOLOGY DR
HERNDON VA 20171-3413
Tel: 703-984-8400 Fax: 703-984-8600
Bill To:

City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:

INVOICE - A separate invoice is required for each order. Send to address indicated above.

ARRANGEMENTS ARE INDICATED HEREIN

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TECHNOLOGY INC

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0090 ADN-ED-400G-RTU1 SOFTWARE RTULICENSE 2 EA 22,683.16 45,366.32

EDGE ADVANTAGE W/ ESSENTIALS SOFTWARE RTU LICENSE PER
400G
Qty 2
0100 NCS-57C3-MOD-SYS 2 EA 34,511.36 69,022.72 NCS 57C3 BASE CHASSIS, FLEXIBLE CONSUMPTION NEED S MART LIC
Qty 2
0110 NC57-MOD-RP2-E ROUTE PROCESSOR WITH SYNC 2 EA 7,548.85 15,097.70 NCS 5700 ROUTE PROCESSOR WITH SYNCE
Qty 2
0120 SD-AR1K-NCSSYSC3 LEVEL 1 NO SW SUP NCS 5 2 EA 8,094.34 16,188.68 AR LEVEL 1 NO SW SUP NCS 57C3 BASE CHASSI
Qty 2
0130 SD-AR1K-NC57MODR 2 EA 1,594.36 3,188.72 AR LEVEL 1 NO SW SUP NCS 5700 ROUTE PROC W SYNCE
Qty 2
Vendor Address

EPLUS TECHNOLOGY INC
13595 DULLES TECHNOLOGY DR
HERNDON VA 20171-3413
Tel: 703-984-8400 Fax: 703-984-8600
Bill To:

City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:

INVOICE - A separate invoice is required for each order. Send to address indicated above.

ARRANGEMENTS ARE INDICATED HEREIN

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4525000111 EPLUS

TECHNOLOGY INC

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0140 SD-SWK-ESS1002G 12 EA 248.21 2,978.52

SW SUPPORT NO UPG CORE ANDAGGREGATION ESSENTIALS S

WRIGHT-T
Qty 12
0150 SD-SWK-ADN100GR 12 EA 442.87 5,314.44

SW SUPPORT NO UPG CORE AGGREGATION ADVANTAGENESTED
SW RI
Qty 12
0160 ESS-100G-RTU-2 12 EA 1,247.58 14,970.96 CORE & AGGREGATION ESSENTIALS SW RIGHT-TO-USE V2.0 100G Qty 12
0170 ADN-100G-RTU-2 12 EA 2,154.90 25,858.80 CORE & AGGREGATION ADVANTAGE W/ ESSENTIALS SWRTU V2.0
100G
Qty 12
-------------------------
Sub-Total 361,027.06
Sales Tax 17,506.51
Vendor Address

EPLUS TECHNOLOGY INC
13595 DULLES TECHNOLOGY DR
HERNDON VA 20171-3413
Tel: 703-984-8400 Fax: 703-984-8600
Bill To:

City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:

Information Technology Services
City of Palo Alto
250 Hamilton Ave., 2nd Floor
Palo Alto CA 94301
Item Material/Description Quantity UM Net Price Net Amount ______________________________________
Chief Procurement Officer
Total 378,533.57
THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order.

INVOICE - A separate invoice is required for each order. Send to address indicated above.

ARRANGEMENTS ARE INDICATED HEREIN

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Item 10
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4525000111 EPLUS

TECHNOLOGY INC

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This City of Palo Alto (City) Purchase Order agreement (PO) is entered into by and between City and ePLUS, Participating Addendum No. 7-15-70-34-013 with ePLUS for the purchase of professional service to design, configure, install, and deployment of the network elements, as detailed in this PO.

TERM: September 19, 2024 through September 18, 2027
This PO hereby attaches and incorporates the following contract documents into this PO by reference as though fully set forth herein:

1. Statement of Work# 148046

2. City of Palo Alto Purchase Order Terms and Conditions (Service) 0010 e+ Completion of Prj Kick-off call 74,070 USD 1.00 74,070.00 SOW# City of Palo Alto-ISP Backbone-140846
OMNIA Partners - TD Synnex - R200803
Milestone 1 Completion of Project Kick-off Call
City's Project Manager: [email protected] Vendor Address

EPLUS TECHNOLOGY INC
13595 DULLES TECHNOLOGY DR
HERNDON VA 20171-3413
Tel: 703-984-8400 Fax: 703-984-8600
Bill To:

City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:

INVOICE - A separate invoice is required for each order. Send to address indicated above.

City of Palo Alto
Purchasing and Contract Administration
P.O.Box 10250
Palo Alto CA 94303
Tel:(650)329-2271 Fax:(650)329-2468
Service Order
P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING

PAPERS AND CORRESPONDENCE PERTAINING TO THIS ORDER
PO Number S25192604
Date 09/06/2024
Vendor No. 102667-01
Payment Terms Payment Due 30 days
FOB Point Services Only
Ship via Services as requested by CTY
Term 09/16/2024 - 09/17/2027
Buyer/Phone Alice Harrison / 650-329-2173
Email [email protected]
DELIVERIES ACCEPTED ONLY BETWEEN 7:00 AM & 3:00 PM UNLESS OTHER

ARRANGEMENTS ARE INDICATED HEREIN

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Item 10
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S25192604 EPLUS

TECHNOLOGY INC

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0020 e+ Approval of high-level design 2.12 32,920 USD 1.00 32,920.00 Milestone 2 Approval of High-Level Design - Section 2.12 0030 e+ Completion of Acceptance Testing 2.14 32,920 USD 1.00 32,920.00 Milestone 3 Completion of Acceptance Testing - Section 2.14 0040 e+ Project Completion - Training/Deliver 24,690 USD 1.00 24,690.00 Milestone 4 Project Completion # Training # Section 2.15 and Deliverables # Section 2.2
-------------------------
Sub-Total 164,600.00
Vendor Address

EPLUS TECHNOLOGY INC
13595 DULLES TECHNOLOGY DR
HERNDON VA 20171-3413
Tel: 703-984-8400 Fax: 703-984-8600
Bill To:

City of Palo Alto
Account Payable
P.O.Box 10250
Palo Alto, CA 94303
Ship To:

Information Technology Services
City of Palo Alto
250 Hamilton Ave., 2nd Floor
Palo Alto CA 94301
Item Material/Description Quantity UM Net Price Net Amount ______________________________________
Chief Procurement Officer
Total 164,600.00
THIS P.O. IS SUBJECT TO THE TERMS AND CONDITIONS STATED BELOW AND ON THE LAST PAGE SPECIFICATIONS - Any specification and /or drawings referred to and/or attached hereto are expressly made a part of this Purchase Order.

INVOICE - A separate invoice is required for each order. Send to address indicated above.

City of Palo Alto
Purchasing and Contract Administration
P.O.Box 10250
Palo Alto CA 94303
Tel:(650)329-2271 Fax:(650)329-2468
Service Order
P.O. NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES, SHIPPING

ARRANGEMENTS ARE INDICATED HEREIN

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Item 10
Attachment B -
S25192604 EPLUS

TECHNOLOGY INC

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City Council
Staff Report
From: City Attorney
Report Type: CONSENT CALENDAR
Lead Department: City Attorney
Meeting Date: October 7, 2024
Report #:2409-3468
TITLE
Adoption of a Resolution to Authorize the Acceptance of Electronic Government Claims

RECOMMENDATION
Staff recommends that the City Council adopt a resolution authorizing the acceptance of electronic claims in accordance with Senate Bill 1473 of the Local Government Omnibus Act of 2020, which amended Government Code Section 915 to allow for the electronic filing of government claims if expressly authorized by resolution of the public entity.

BACKGROUND
Government Code Section 915 traditionally required that government claims against public entities be delivered or mailed to the City in hard copy. Senate Bill 1473, enacted as part of the Local Government Omnibus Act of 2020, amended Government Code Section 915 to permit the electronic filing of claims against public entities, provided that such filing is expressly authorized by a resolution of the public entity.

Palo Alto Municipal Code Section 2.28.230 also prescribes the methods for presentation of claims not otherwise governed under the Government Code or state law. This section requires that all claims be presented in the manner prescribed the Government Claims Act.

ANALYSIS
In response to the COVID-19 pandemic in 2020, the City began accepting electronic claims as a temporary measure to ensure continuity of services while adhering to public health guidelines.

This practice proved to be highly effective, as staff observed that accepting electronic claims significantly enhanced customer service and increased operational efficiencies.

Electronic claims can be submitted through the City’s website at “Submit a Claim Against the City” (https://www.cityofpaloalto.org/Departments/City-Attorney/Submit-a-Claim-Against-the- City/). In addition, claims may still be submitted via email, mail, or in-person, with detailed Item 11
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instructions available on the same webpage.

The adoption of this resolution will formalize the practice of accepting electronic claims, allowing the City to continue offering this convenient and efficient option for the public.

FISCAL/RESOURCE IMPACT
The fiscal impact of adopting this resolution is expected to be minimal. The City has already implemented electronic filing as part of its response to the COVID-19 pandemic, and any initial implementation costs have either already been incurred or will be offset by the operational efficiencies gained from accepting electronic claims. These efficiencies include reduced processing times, lower administrative costs, and decreased use of physical resources. As a result, the ongoing costs associated with maintaining the electronic claims system are anticipated to be negligible.

STAKEHOLDER ENGAGEMENT
With respect to claim filing procedures, the City Attorney’s Office has collaborated with the Clerk’s Office, IT and Communications.

ENVIRONMENTAL REVIEW
Adoption of this resolution is not subject to California Environmental Quality Act review because it does not meet the definition of a “project” under California Public Resource Code section 21065.

ATTACHMENTS
Attachment A: Resolution Authorizing the Acceptance of Electronically Filed Government Claims
APPROVED BY:

Molly Stump, City Attorney
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NOT YET APPROVED

Resolution No. ________

A Resolution of the City Council of the City of Palo Alto Authorizing the Acceptance of Electronically Filed Government Claims to the City of Palo Alto.

R E C I T A L S

A. California Government Code Section 915 prescribes the methods for presentation and consideration of claims for money or damages against a public entity; and B. Palo Alto Municipal Code Section 2.28.230 prescribes methods for presentation and consideration of claims for money or damages not otherwise governed by the California Government Code Sections 900 et seq. (Government Claims Act), or another state law, and requires that such claims must be presented in the manner prescribed by the Government Claims Act, as may be amended; and
C. Senate Bill 1473 Local Government Omnibus Act of 2020, effective January 1, 2021, amended California Government Code Section 915 to provide for electronic filing of claims if expressly authorized by a resolution of the public entity; and D. The City of Palo Alto desires to accept government claims and send notices of said government claims electronically to enhance customer service and increase efficiencies in City operations; and
E. “Electronically” mean the transmission of a claim document by electronic address designated by the City of Palo Alto , and to the electronic address from which the claim was received unless otherwise requested.

NOW, THEREFORE, the Council of the City of Palo Alto RESOLVES as follows:

SECTION 1. The City Council hereby approves and authorizes the acceptance of electronically filed California government claims to the City of Palo Alto pursuant to California Government Code Section 915.

/ /

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Attachment A -
Resolution Authorizing
the Acceptance of
Electronically Filed
Government Claims

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NOT YET APPROVED

SECTION 2. Adoption of this Resolution is not a project under California Environmental Quality Act (CEQA) as defined in CEQA Guidelines, section 15378, because it has no potential for resulting in either a direct or reasonably foreseeable indirect physical change in the environment.

INTRODUCED AND PASSED:

AYES:

NOES:

ABSENT:

ABSTENTIONS:

ATTEST:

__________________________ _____________________________ City Clerk Mayor

APPROVED AS TO FORM: APPROVED:

__________________________ _____________________________ Assistant City Attorney City Manager

Item 11
Attachment A -
Resolution Authorizing
the Acceptance of
Electronically Filed
Government Claims

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Manager
Meeting Date: October 7, 2024
Report #:2408-3335
TITLE
Approval of Contract Amendment Number 1 to Contract Number S24191026 with the Palo Alto Chamber of Commerce to Increase the not-to-exceed Amount by $40,000 to Provide Support for the 3rdThursday California Avenue Events (to a new total NTE of $95,000); CEQA status - Not a Project

RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or their designee to execute Amendment No. 1 to Contract No. S24191026 with Palo Alto Chamber of Commerce (Attachment A) to further support the 3rdThursday California Avenue. This amendment results in a revised total contract not-to-exceed amount of $95,000.

BACKGROUND
The Palo Alto Chamber of Commerce is an independent, nonprofit membership association dedicated to enhancing the economic and civic vitality of Palo Alto and Silicon Valley.

Established in 1910, the Chamber has served as a central hub for local business professionals to connect and engage with the broader community. It collaborates with a diverse membership that includes small businesses, retailers, hotels, restaurants, non-profit organizations, educational and health institutions, major corporations, and various other entities. The Chamber represents and advocates for the interests of over 75,000 local employees and professionals. It has supported well-known events within the city's business districts, such as the Palo Alto Festival of the Arts and 3rdThursday California Ave.

The City of Palo partners with the Palo Alto Chamber of Commerce to provide marketing, promotions, and consensus-building efforts to attract, retain, and support existing and potential Palo Alto Businesses. Additionally, the Palo Alto Chamber of Commerce serves as the fiscal agent for the 3rdThursday musical festival on California Avenue. The Chamber of Commerce has affirmed its interest in collaborative efforts to support economic recovery and vitality and willingness to serve as a consultant for such efforts.

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ANALYSIS
Economic Development and Transition is one of the City Council’s four priorities for 2024. The Palo Alto Chamber of Commerce plays a crucial role in these efforts. In Fiscal Year 2024, contract S24191026 was established based on the City Council direction to allocate $50,000 to the Chamber to support local commerce initiatives as part of the FY 2024 Adopted Operating Budget. Following the mayor's announcement at the May 13th City Council meeting1 to provide an additional $5,000 from the Council contingency for the 3rdThursday events, and with the Chamber serving as the fiscal agent for these events, this funding was combined with the Chamber's original allocation to streamline administrative processes. The initial contract had a not-to-exceed amount of $55,000.

During the development and adoption of the Fiscal Year 2025 Operating Budget, the City Council approved $40,000 for 3rdThursday events as part of Citywide Special Events and Programming funding. As a result, the new not-to-exceed amount for contract S24191026 is recommended to be increased to $95,000. The funding for 3rd Thursdays is only to be used for direct costs not including any salaries. Since the Chamber is unique in its function and role, an exemption to competitive solicitation pursuant to Palo Alto Municipal Code section 2.30.360(d) was approved by the City Manager.

The recommended action of this report is consistent with previous City Council direction but is before City Council for formal approval since it exceeds the City Manager’s authority to approve.

This expanded partnership was awarded to 3rd Thursday during the Fiscal Year 2025 budget process as one-time funding. For Fiscal Year 2026 and ongoing, staff will establish a process to determine how to disburse the funds for Special Events and Programming among various nonprofit partners.

FISCAL/RESOURCE IMPACT
Funding for this contract is available in the Fiscal Year 2025 Adopted Operating Budget approved by City Council on June 17, 2024. The City Council appropriated $246,000 in Fiscal Year 2025 for Citywide Special Events and Programming.

In FY 2025 Council determined the $246,000 in funds would be disbursed as follows:
•$150,000 for Magical Bridge
•$45,000 for United Nations Association Film Festival
1 The Summary Minutes from the May 13, 2024 City Council meeting are available here:
https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=14266&compileOutputType =1
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•$40,000 for 3rd Thursdays (via the Palo Alto Chamber of Commerce) •$11,000 for Environmental Volunteers
For FY 2026 and ongoing, $235,000 is appropriated for Citywide Special Events and Programming and a process will be established by staff over the next year to determine how to disburse the funds as part of the annual budget process.

STAKEHOLDER ENGAGEMENT
The City has coordinated with the Chamber of Commerce regarding this contract amendment.

ENVIRONMENTAL REVIEW
This is not a ”project” under CEQA regulation 15061(b)(3) because it can be seen with certainty that this event will not cause a significant effect on the environment.

ATTACHMENTS
Attachment A: Amendment No. 1 to contract S24191026 between the City of Palo Alto and Palo Alto Chamber of Commerce.

APPROVED BY:

Ed Shikada, City Manager
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Vers.: Aug. 5, 2019

Page 1 of 3 ends

AMENDMENT NO. 1 TO CONTRACT NO. S24191026

BETWEEN THE CITY OF PALO ALTO AND

PALO ALTO CHAMBER OF COMMERCE

This Amendment No. 1 (this “Amendment”) to Contract No. S24191026 (the “Contract” as defined below) is entered into as of September 9 , 2024, by and between the CITY OF PALO ALTO, a California chartered municipal corporation ( “CITY”), and PALO ALTO CHAMBER OF COMMERCE, a Nonprofit Organization, located at 355 Alma Street, Palo Alto, CA 94301 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.

R E C I T A L S

A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of initiating economic recovery and vitality, as detailed therein.

B. The Parties now wish to amend the Contract in order to increase not to exceed compensation by Forty Thousand Dollars ($40,000) from Fifty-Five Thousand Dollars ($55,000) to Ninety-Five Thousand Dollars ($95,000), as detailed herein.

NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree:

SECTION 1. Definitions. The following definitions shall apply to this Amendment:

a. Contract. The term “Contract” shall mean C ontract No. S24191026 between CONSULTANT and CITY, dated June 20, 2024.

b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract.

SECTION 2. Section 5.1 entitled “COMPENSATION” of the Contract is hereby amended to read as follows:

“5.1 In consideration of the full performance of the Basic Services in Exhibit “A” to this Contract, including any authorized reimbursable expense, CITY will provide grant funding to CONSULTANT not to exceed Fifty-Five Thousand Dollars ($95,000.00) subject to Section 17.12 of this Contract.”

Docusign Envelope ID: 7241D93D-E0ED-4066-8A64-8ACA2803162D Item 12
Attachment A -
Amendment No. 1 to
contract S24191026
between the City of Palo
Alto and Palo Alto
Chamber of Commerce.

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SECTION 3. The following exhibit(s) to the Contract is/are hereby amended or added, as indicated below, to read as set forth in the attachment(s) to this Amendment, which is/ are hereby incorporated in full into this Amendment and into the Contract by this reference:

a. Exhibit “A” entitled “ SCOPE OF SERVICES ”, AMENDED, REPLACES PREVIOUS.

SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.

SECTION 5. Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.

SIGNATURES OF THE PARTIES

IN WITNESS WHEREOF, the P arties have by their duly authorized representatives executed this Amendment effective as of the date first above written.

CITY OF PALO ALTO

City Manager

APPROVED AS TO FORM:

City Attorney or designee

PALO ALTO CHAMBER OF COMMERCE

Officer 1

By:

Name: Charlie Weidanz

Title: CEO

Attachments:

Exhibit “A” entitled “SCOPE OF SERVICES”, AMENDED, REPLACES PREVIOUS.

Docusign Envelope ID: 7241D93D-E0ED-4066-8A64-8ACA2803162D Item 12
Attachment A -
Amendment No. 1 to
contract S24191026
between the City of Palo
Alto and Palo Alto
Chamber of Commerce.

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Page 3 of 3 ends

EXHIBIT A
SCOPE OF SERVICES, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)

BACKGROUND
Palo Alto City Council directed staff to provide one-time funding to the Palo Alto Chamber of Commerce to provide marketing, promotions, and consensus-building efforts to attract, retain, and support existing and potential Palo Alto Businesses. The Palo Alto Chamber of Commerce affirmed interest in collaborative efforts to support economic recovery and vitality and willingness to serve as a consultant (CONSULTANT) for such efforts.

SCOPE OF SERVICES

CONSULTANT shall perform the following scope of services:

1. ECONOMIC RECOVERY
The CITY shall provide funds of up to $50,000.00 to the CONSULTANT in accordance with the terms of this Agreement.

The CONSULTANT shall use contract funds to engage with all businesses throughout Palo Alto for cross- promotional activities and small events.

The CONSULTANT shall provide services with advanced, written authorization from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a detailed written proposal including a description of the scope of services using the template in Exhibit A-1 of this Agreement. CONSULTANT shall include in each task order a proposed post-task report that briefly summarizes the task once it is complete and identifies what information will be included in the report, such as lists of businesses involved, number of participants, program goals and effectiveness.

The CONSULTANT shall not bill more than 10% of the total contract award for administrative expenses.

Administrative expenses are reasonable and customary expenses incurred to execute and manage contracts, coordinate with vendors, and invoicing.

2. FISCAL AGENT FOR 3

RD THURSDAY

The CITY shall provide funds of up to $45,000 to the CONSULTANT in accordance with the terms of this Agreement.

The CONSULTANT shall use contract funds to support the activities of 3 rd Thursday in its role as fiscal
agent for 3rd Thursday.

The CONSULTANT shall keep these funds separate and distinct from economic recovery funding, which is to be used as described above.

The CONSULTANT shall not bill more than 10% of the total contract award for administrative expenses.

Administrative expenses are reasonable and customary expenses incurred to execute and manage contracts, coordinate with vendors, and invoicing.

Docusign Envelope ID: 7241D93D-E0ED-4066-8A64-8ACA2803162D Item 12
Attachment A -
Amendment No. 1 to
contract S24191026
between the City of Palo
Alto and Palo Alto
Chamber of Commerce.

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Certificate Of Completion
Envelope Id: 7241D93DE0ED40668A648ACA2803162D
Status: Completed
Subject: Complete with Docusign: FINAL S24191026 Amendment No. 1.pdf Source Envelope:

Document Pages: 3
Signatures: 1
Envelope Originator:

Certificate Pages: 2
Initials: 0
Alice Harrison
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
[email protected]
IP Address: 98.35.81.247
Record Tracking
Status: Original
8/14/2024 4:55:36 PM
Holder: Alice Harrison
[email protected]
Location: DocuSign
Security Appliance Status: Connected
Pool: StateLocal
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Pool: City of Palo Alto
Location: DocuSign
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Charlie Weidanz
[email protected]
CEO
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Signature Adoption: Pre-selected Style
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Ruth carias
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Item 12
Attachment A -
Amendment No. 1 to
contract S24191026
between the City of Palo
Alto and Palo Alto
Chamber of Commerce.

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Envelope Summary Events
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8/14/2024 5:00:01 PM
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8/19/2024 2:24:39 PM
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Completed
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Payment Events
Status
Timestamps
Item 12
Attachment A -
Amendment No. 1 to
contract S24191026
between the City of Palo
Alto and Palo Alto
Chamber of Commerce.

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Planning and Development Services
Meeting Date: October 7, 2024
Report #:2409-3475
TITLE
Adopt a Resolution to Amend Palo Alto's Baylands Priority Conservation Area to Conform to New Planning Criteria. CEQA: Not a ‘Project’ and is Exempt from CEQA Review.

RECOMMENDATION
Staff recommends that the City Council adopt the attached Resolution that seeks to amend the City’s Baylands Priority Conservation Areas (PCA) to conform to recent Association of Bay Area Governments (MTC/ABAG) planning framework changes and authorize staff to submit the amendment to ABAG.

BACKGROUND
PCAs were conceived by MTC/ABAG as part of a planning framework established in 2007 as a way of recognizing areas with significant natural amenities and/or regional recreational potential. PCAs were nominated through a voluntary, locally driven process.

PCAs are regionally significant open spaces identified for long-term protection. There are approximately 180 PCAs in the region currently. The MTC administers grants, which includes funds for investment in PCAs.

Palo Alto has two PCAs (Foothills and Baylands) which were nominated on January 13, 2020 through City Council adoption of Resolution No. 9877; and subsequently accepted by ABAG/MTC as proposed. The Foothills PCA and Baylands PCA encompass publicly owned and City designated open space lands located within Palo Alto’s jurisdictional boundaries. The current Baylands PCA stretches east of Highway 101 and East Bayshore Road between the southern City boundary and San Francisquito Creek, while the Foothills PCA is located west of Highway 280.

The PCA refresh process was launched by MTC/ABAG in early 2022 and one of the objectives of the process was to develop accurate PCA boundaries to enable their greater use in regional analysis and planning. The change in PCA planning framework is also intended to address inconsistencies in the composition of current PCAs. The amendment process began in June 2024 and will conclude when the ABAG Executive Board re-designates amended PCA’s, Item 13
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tentatively scheduled for November 2024. PCAs are voluntary designations, and as such, do not take precedence over local control. Under Government Code 65080 (b)(2)(K), a sustainable communities’ strategy (Plan Bay Area) does not supersede a city’s land use authority.

ANALYSIS
The 2024 PCA framework update is the first since 2007. MTC/ABAG is requiring updates to existing PCAs to conform to the new framework criteria, to ensure consistent mapped boundaries and regional consistency and cohesion. Attachment C is a ABAG brief on the amendment requirements. ABAG staff identified amendments that would be required for Palo Alto’s Baylands PCA to meet new framework criteria. No amendments were identified as required for Palo Alto’s Foothill PCA. As a result, the new framework has no impact on the boundary or composition of Palo Alto’s existing Foothill PCA.

Baylands PCA
The Bayland PCA must be amended to meet the following requirements:
•PCAs may not encompass open waters of the San Francisco Bay. As a result, the area of the Baylands PCA that included the City limits over the Bay may not be maintained. •For PCAs within City limits, those with a natural land designation are only permitted along the shoreline or wetland areas.
•The Baylands PCA areas not designated as “natural land” can instead be designated as for recreation.
•The Baylands PCA included an area that is not designated for recreation or natural land (the Homekey site).

Staff worked with ABAG staff to provide an amendment for City Council consideration that allows the existing PCA boundaries to be maintained to the extent feasible under the new framework criteria and maximizes the allowable PCA designations to open all available funding opportunities. This results in the existing Baylands PCA having two components: 1) a Natural Land, Recreation, and Climate Adaptation PCA; and 2) a Recreation and Climate Adaptation PCA. The first component includes the shoreline and western area of the existing PCA that is a low lying tidal and wetland habitat (east side of Renzel trail). The second component includes the remaining eligible areas of the existing PCA. No other changes are proposed to the Baylands PCA other than those required by the new ABAG PCA framework criteria.

FISCAL/RESOURCE IMPACT
There are no anticipated fiscal or budgetary impacts resulting from the PCA amendment request to conform to new program criteria. Continued designation allows the City to apply for funding opportunities in the future. Preparation of grant applications would require staff resources.

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ENVIRONMENTAL REVIEW
Requesting an amendment to an existing PCA and the accompanying resolution is not a ‘Project’ as defined by CEQA and is exempted from CEQA Review.

ATTACHMENTS
•Attachment A: Resolution Amending the Palo Alto Baylands Priority Conservation Area •Attachment B: Baylands PCA Existing and Amended Boundary •Attachment C: PCA Amendment Briefer and PCA Characteristic Types APPROVED BY:

Jonathan Lait, Planning and Development Services Director Item 13
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NOT YET APPROVED

0160155_kb_20240918_ay16 1
Resolution No.

Resolution of the City Council of the City of Palo Alto Amending the Palo Alto Baylands Priority Conservation Area to Conform to New Regional Planning Framework Criteria

R E C I T A L S
A. The Metropolitan Transportation Commission (MTC) and the Association of Bay Area Governments (ABAG) are preparing limited and focused updated to Plan Bay Area 2050 (the Plan), a long -range plan charting the course for the future of the nine -county San Francisco Bay Area; and
B. The Plan serve s as the Bay Area’s Regional Transportation Plan and Sustainable Communities Strategy, outlining strategies for growth and investment through the year 2050; and
C. Priority Conservation Areas (PCAs) are regionally significant areas to be protected and improved and include natural habitats, farms and ranchlands, recreation areas, urban green spaces and locations that can help fight the effects of climate change; and D. PCAs include nature preserves, public open spaces, farms, ranches, trails and include areas that would benefit from new or enhanced urban parks, urban greening, or nature - based climate adaptation solution; and
E. The Plan framework includes locally nominated PCAs as locations to coordinate local and regional planning for the conservation of regionally significant areas which are adopted by the ABAG; and
F. The designation of areas as PCAs opens grant funding opportunities for future conservation, restoration, and recreational projects dedicated to the preservation of both the city and the region; and
G. The designation of an area as a PCA does not change the zoning, comprehensive plan, or other land use designation of the geographic area encompassed by the PCA, with local jurisdictions retaining full land use control; and
H. On January 13, 2020 the City Council adopted a resolution nominating the Palo Alto Foothills and Baylands PCAs which were subsequently adopted by ABAG; I. In 2024 ABAG updated the PCA planning framework which includes new PCA criteria and in some cases requ ires amendments to existing PCAs which are scheduled for ABAG approval in November 2024; and
J. Palo Alto’s Baylands PCA requires an amendment to conform to the updated planning framework criteria established by ABAG.

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Attachment A -
Resolution Amending the
Palo Alto Baylands
Priority Conservation
Area

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0160155_kb_20240918_ay16 2
NOW THEREFORE, the Council of the City of Palo Alto does RESOLVE as follows:

SECTION 1. The Council hereby amends the Palo Al to Baylands Priority Conservation Area, as shown in Exhibit A, to conform to recent ABAG initiated changes to the PCA planning framework and authorizes staff to submit the required PCA amendment form to ABAG.

INTRODUCED and PASSED:

AYES:

NOES:

ABSENT:

ABSTENTIONS:

ATTEST:

____________________________ ____________________________ City Clerk Mayor

APPROVED AS TO FORM: APPROVED:

____________________________ ____________________________ Assistant City Attorney City Manager

____________________________
Director of Planning and
Development Services

Item 13
Attachment A -
Resolution Amending the
Palo Alto Baylands
Priority Conservation
Area

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Exhibit A
Item 13
Attachment A -
Resolution Amending the
Palo Alto Baylands
Priority Conservation
Area

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Attachment B - Baylands
PCA Existing and
Amended Boundary

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Why existing PCAs are being amended?
In May 2024, the ABAG Executive Board approved reforms to the Priority Conservation Area (PCA) planning framework which had not been substantially updated since the framework was created in 2007.

A two-year PCA Refresh eﬀort culminated in a Final Report which included reforms that add new structure to the PCAs. The added structure will ensure intentional boundaries for some PCAs that had vague coverage and will require all PCAs to meet new minimum mapping data criteria to ensure a regionally consistent framework backed by data. The goal of these reforms is to ensure a regionally cohesive set of PCA geographies that can be used across a greater array of regional planning and advocacy eﬀorts.

What is a PCA?
PCAs are deﬁned by two elements: (1) a mapped polygon geography, and (2) a designation as one or more of the ﬁve PCA types:
• Natural Lands
• Agricultural & Working Lands
• Urban Greening
• Recreation
• Climate Adaptation
PCAs are nominated by a local government entity; however, in the ﬁrst round of PCA nominations in 2008, a handful of NGOs nominated PCAs. As part of this amendment process, the local government with land use authority over those areas will be invited to become the lead for those NGO-nominated PCAs and manage any necessary amendments.

Timeline and Process to amend PCAs.

The amendment process will occur over summer 2024. Jurisdictions can choose to complete the amendments themselves, or request MTC/ABAG staﬀ to take the lead on mapping, providing MTC/ABAG staﬀ with direction for the general approach they’d like to take. Both tracks will include a step for MTC/ABAG staﬀ to verify the amended PCAs meet the eligibility criteria and for local governments to formalize the proposed amendment with the signature of a planning director, parks director, city administrator, or city manager. The ABAG Executive Board will take the ﬁnal step to designate the package of proposed PCA amendments later this year.

Figure 1: Timeline and Process to Amend Existing PCAs.

Following this phase of work to amend the existing PCAs, ABAG will open a call for new PCA nominations that will be open to all Bay Area jurisdictions.

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Attachment C - PCA
Amendment Briefer and
PCA Characteristic Types

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Outlining the general approaches to amend PCAs.

Most of the 185 existing PCAs will need to be amended to meet the criteria of the updated framework.

Amendments to PCAs will change the drawn extent of a PCA polygon geography and/or alter which PCA types are associated with the PCA. PCAs will be amended using one of the four approaches below:

1. adjust the PCA geography area,

2. reclassify the PCA types, sometimes removing or swapping PCA types,

3. split the PCA into two, or

4. combination of the above.

Evaluating ﬂags for existing PCAs.

To support the amendment process, MTC/ABAG staﬀ have evaluated each PCA across three criteria outlined in the PCA Refresh to inform the amendment needs of each PCA. The three evaluation criteria are described below. The attached spreadsheet outlines which PCAs meet or do not meet each evaluation criteria. When a criteria is not met, MTC/ABAG staﬀ have included additional information.

1. Intersection with jurisdiction boundaries. The PCA Refresh deﬁned Natural Land and Working Land PCA types as areas outside city limits or urban growth boundaries and deﬁned Urban Greening as a PCA type speciﬁc to areas within city limits or urban growth boundaries.

Recreation and Climate Adaptation can span either space. The ﬁrst evaluation step was to determine if this condition was met for each PCA. For Natural Land and Working Land PCAs, is the geography fully outside urban growth boundaries and/or city limits? For Urban Greening PCAs, is the geography fully inside urban growth boundaries or city limits?

2. Intersection of PCAs and Eligibility Maps. In addition to whether a PCA falls inside or outside jurisdiction boundaries, eligibility maps further identify where regional data supports the PCA type designation. To preserve a greater share of existing PCAs, and to enable more ﬂexibility to reﬂect some datasets have coarse boundaries (in particular urban greening), a 75% threshold was set to meet this requirement. 75% of the PCA must overlap with the eligibility map. An online mapping viewer includes existing PCA boundaries and eligibility maps.

3. Intersection between PCAs. Many PCAs overlap with other PCAs which makes using the geographies challenging for certain analysis, research, and planning. As part of the amendment phase, PCAs with overlapping segments should be adjusted to limit coverage to a single PCA.

In addition to providing an evaluation of each PCA, MTC/ABAG staﬀ have completed a visual scan of the PCA and have drafted an amendment option as a way to meet the new PCA framework criteria. This option is shared as a starting point to consider your amendment approach. Local jurisdictions are responsible for determining the approach they would like to take which may be diﬀerent than the approach identiﬁed in the spreadsheet.

Oﬃce hours with MTC/ABAG staﬀ are available to discuss your questions.

MTC/ABAG staﬀ are available to assist local jurisdictions with amendments over summer 2024. If you have questions about the amendment process you can email Michael Germeraad or schedule a 30 minute meeting to discuss your amendment approach.

Form to document the PCA amendment(s).

The amendment will be formalized using the attached form which will require a director or higher signature from the lead local agency/jurisdiction. Two versions of the form are available, one which can be ﬁlled out for a single PCA at a time. The other enables multiple amendments with a single signature.

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Amendment Briefer and
PCA Characteristic Types

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11 Where does this PCA Type Exist Natural Lands Agricultural and Working Lands Urban Greening Recreation Climate Adaptation In Locations Supported by Data? Yes. Yes. Yes. Yes. Yes.

Inside City Limits or Urban Growth
Boundaries?
No. No. Yes. Yes. Yes.

Outside City Limits or Urban
Growth Boundaries?
Yes. One caveat is that eligible
Natural Lands are inclusive of
tidal areas (e.g. tidal wetlands,
polder management, and
non-urbanized upland migration
areas.)
Yes. No. No. No.

What Activity is Supported by this
PCA type?
Natural Lands Agricultural and Working Lands Urban Greening Recreation Climate Adaptation Protection and Preservation
Activities.

Yes. Yes. No. No. No.

Enhancement Activities. Yes. Yes. Yes. Yes. Yes.

What Approach is used to
integrate equity into PCAs?
Natural Lands Agricultural and Working Lands Urban Greening Recreation Climate Adaptation Place-Based Approaches. No. No. Yes. Yes. No.

Programmatic Approaches. Yes. Yes. No. No. Yes.

WHERE DOES THIS
PCA TYPE EXIST?

IN LOCATIONS SUPPORTED BY DATA
INSIDE CITY LIMITS OR UGB 2
OUTSIDE CITY LIMITS OR UGB 2

WHAT ACTIVITY IS

SUPPORTED BY
THIS PCA TYPE?

PROTECTION AND PRESERVATION

ENHANCEMENT

WHAT APPROACH IS

USED TO INTEGRATE
EQUITY INTO PCAS?

PLACE-BASED APPROACHES

PROGRAMMATIC APPROACHES

NATURAL
LANDS

AGRICULTURAL /

WORKING LANDS
URBAN

GREENING

CLIMATE
ADAPTATION1 RECREATION
3 1 The new Climate Adaptation PCA type is an overlay — a PCA type that can be added to any other PCA type. The intent is for there not to be any stand-alone Climate Adaptation PCAs, but rather, Climate Adaptation PCAs that are at least one other PCA type. 2 Where Urban Growth Boundaries exist, they are used; elsewhere, City limits are used. In some rare cases, Urban Service Limits are used. 3 Eligible Natural Lands are inclusive of tidal areas (e.g. tidal wetlands, polder management, and non-urbanized upland migration areas.) within UGBs and City Limits when the lands are non-urbanized.

FIGURE 4 - PCA TYPE CHARACTERISTICS
Criteria for the five PCA types that set where the PCA type exists, what activity is supported by the PCA type, and what approach is used to integrate equity.

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Amendment Briefer and
PCA Characteristic Types

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Office of Emergency Services
Meeting Date: October 7, 2024
Report #:2407-3313
TITLE
Adopt a Resolution Approving a Local Hazard Mitigation Plan Volume I and II and Adopt the LHMP into the City‘s 2030 Comprehensive Plan Safety Element; CEQA status - Resolution 9270, no additional environmental review required.

RECOMMENDATION
Staff recommends the City Council: Adopt a resolution (Attachment A) approving the Palo Alto Local Hazard Mitigation Plan (LHMP) including Volume I of the 2023 County of Santa Clara Multi-Jurisdictional Hazard Mitigation Plan and Volume II the Palo Alto Jurisdictional Annex (Attachment B), and adopting this LHMP into the City’s 2030 Comprehensive Plan Safety Element.

EXECUTIVE SUMMARY
Adoption of this resolution finalizes the local hazard mitigation planning process, required by FEMA by the Federal Disaster Mitigation Act of 2000 for eligibility in disaster mitigation funding, is administered by the County of Santa Clara, with each city providing an annex to the 2023 County of Santa Clara Multi-Jurisdictional Hazard Mitigation Plan (MJMHP). This is one of the 2024 City Council priority objectives. The MJHMP contains two Volumes:
- Volume I: The Base Plan.1 This is a robust and comprehensive document which describes the planning process, goals and objectives, county profile, descriptions of hazards of concern and assessment of risk and mitigation strategy.

1 Santa Clara County Multi-Jurisdictional Hazard Mitigation Plan, Volume I. https://www.cityofpaloalto.org/files/assets/public/v/1/oes/plans/final_-vol-i-santa-clara-county-mjhmp_7-26- 2024.pdf
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- Volume II: Jurisdictional Annexes.2 The Palo Alto Annex of the MJMHP is provided in this staff report in isolation from the other jurisdictional plans within the county. The jurisdictional annex describes the jurisdiction profile, public outreach and engagement, community capability assessment, hazard risk evaluation, and mitigation strategy.

In the 2023 Palo Alto Annex, there are 17 actions being carried over from the 2017 plan, while staff recommended 10 new actions in the 2023 plan for a total of 27 mitigation actions the City will work towards over the next five-year planning cycle.

The City shared information regarding public opportunities to participate in the draft plan update utilizing a digital survey and seven in-person and virtual public outreach meetings, and a public comment period.

The City also has the opportunity to meet the requirements of Assembly Bill 2140 (2006), by incorporating the updated LHMP into the City’s Safety Element of its Comprehensive Plan. AB 2140 compliance is not a requirement; however, if the City is compliant, it is eligible to be considered for an additional 6.25% local share to be funded by the state, essentially covering the entire local-share cost for eligible Public Assistance projects in the future. Therefore, the resolution also adopts the updated Palo Alto LHMP into the Safety Element, Policy S2.1, of the Comprehensive Plan, and also provides a web link to the updated LHMP within the Safety Element to comply with Cal OES guidance issued in April 2024.3

BACKGROUND
The Federal Disaster Mitigation Act of 2000 (DMA 2000) requires all cities, counties, and special districts to adopt a LHMP to be eligible for participation in and to receive disaster mitigation funding from the Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program (HMGP). The LHMP identifies strategies that reduce or eliminate long-term risk to people and property from the effects of natural disasters. It contains courses of action that the City currently follows, or may consider for future implementation, that reduce vulnerability and exposure to future disaster events. The LHMP, which assesses natural hazards, must be updated and adopted by resolution every five years for the City to be eligible for local disaster mitigation funds.

In 2004 and 2010, the Association of Bay Area Governments (ABAG) led regional efforts to address hazard mitigation planning for jurisdictions within its area of responsibility. This 2 Santa Clara County Multi-Jurisdictional Hazard Mitigation Plan, Volume II. https://www.cityofpaloalto.org/files/assets/public/v/1/oes/plans/final_vol-ii-santa-clara-mjhmp_city-of-palo-alto- annex-1.pdf
3 https://www.caloes.ca.gov/wp-content/uploads/Hazard-Mitigation/Documents/AB-2 Item 14
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regional template was used by numerous counties and cities within the ABAG planning area to achieve compliance under the DMA.

In 2016, the Santa Clara County Office of Emergency Services (OES) and Santa Clara County jurisdictions partnered to prepare an updated countywide hazard mitigation plan that would best suit the needs and capabilities of the County and its planning partners. This plan focused on more localized concerns, newly available data and tools to enhance the risk assessment, considering FEMA’s Community Rating System (CRS) for flood insurance, and identifying cost- effective actions. Each individual jurisdiction prepared an “Annex” to the County LHMP, with mitigation strategies specific to the hazard impacts of that jurisdiction. The City’s 2017 LHMP identified 38 mitigation projects that could at least be started over the five-year period through 2022. Palo Alto OES reported on the status of these projects on an annual basis as an Informational Item to City Council over the past five years. In the final update on the 2017 plan, 11 out of 38 initiatives (29%) were completed, 11 out of 38 initiatives (29%) indicated work is conducted as an ongoing capability; 11 out of 38 initiatives (29%) reported progress toward completion; and 5 out of 38 initiatives (13%) reported no progress.

Resolution 9714, the previous council adoption of the City of Palo Alto Local Hazard Mitigation Plan, is dated October 16, 2017. There was a long delay in starting the five-year update of the LHMP at the County level, and there was a lengthy post planning review process at the State and Federal level. Palo Alto has not faced any detrimental actions as a result, since our LHMP update was in progress despite our local plan being out of date. Staff submitted a hazard mitigation project in 2023 that is still under evaluation at the federal level, and FEMA approved disaster grant reimbursements submitted by staff for federal disasters described below.

FEMA’s approval of the 2023 Santa Clara County MJHMP remains for a period of five years from the original approval date of February 8, 2024 for all approved participants. Prior to February 8, 2029, Santa Clara County and all participating jurisdictions are required to review and revise the plan to reflect changes in development, progress in local mitigation efforts, and changes in priorities, and resubmit updates for approval in order to continue to be eligible for mitigation project grant funding.

The Resolution to approve the 2023 Santa Clara County MHMJP, inclusive of the City of Palo Alto Jurisdictional Annex, and to incorporate the plan update into the City’s Safety Element, is Attachment A.

Having a FEMA-approved, and Council-adopted LHMP made the City of Palo Alto eligible to apply for public assistance grant funds under Presidentially Declared Disasters for COVID-19 related expenses (DR4482), and for the winter storms of 2023 (DR4683 and DR4699). As of this report the City was eligible to receive $272,100 in federal reimbursements for DR4482, and has requested $753,300 in federal reimbursements for DR 4683. The Utilities Department is processing a work project under DR4699 for $386,754 to replace a gas line under Arastradero Creek impacted by storm erosion.

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ANALYSIS
In 2023, The Santa Clara County Office of Emergency Services (OES) and Santa Clara County local jurisdictions once again partnered to prepare an updated countywide multi-jurisdictional hazard mitigation plan (MJHMP). This planning process began in December 2022 and was completed at the local level in September 2023. It included monthly project meetings at the County and local jurisdictional level, as well as community outreach efforts. A state and federal review process started in September 2023 which took 10 months to reach an approval of the MJMHP.

This planning process followed the requirements identified in 44 CFR section 201.6 (Local Mitigation Plans) and as described in FEMA’s Local Mitigation Planning Handbook, including:
•Identification of hazards unique to the jurisdiction and not addressed in the master planning document
•The conduct of a vulnerability analysis and an identification of risks, where they differ from the general planning area
•The formulation of mitigation goals responsive to public input and development of mitigation actions complementary to those goals. A range of actions must be identified specific for each jurisdiction.
•Demonstration that there has been proactively offered an opportunity for participation in the planning process by all community stakeholders (examples of participation include relevant involvement in any planning process, attending meetings, contributing research, data, or other information, commenting on drafts of the plan, etc.) •Documentation of an effective process to maintain and implement the plan •Formal adoption of the Multi-jurisdictional Hazard Mitigation Plan by the jurisdiction’s governing body (each jurisdiction must officially adopt the plan) Palo Alto participated the County stakeholder meetings and workshops, but also formed an internal working group of City staff members to develop the Palo Alto Annex (Volume II) of this MJHMP.

The MJHMP contains two volumes.
•Volume I: The Base Plan. This is a robust and comprehensive document which describes the planning process, goals and objectives, county profile, descriptions of hazards of concern and assessment of risk and mitigation strategy. It contains a wealth of information in the articulation of risks for each hazard of concern across the county. An understanding of Volume I will be helpful in better understanding Volume II. •Volume II: Jurisdictional Annexes. The Palo Alto Annex of the MJMHP (the City’s updated LMHP) is provided in this staff report in isolation from the other jurisdictional Item 14
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plans within the county. The City LHMP describes the jurisdiction profile, public outreach and engagement, community capability assessment, hazard risk evaluation, and mitigation strategy.

Below is a discussion of the major components of the MJHMP.

Community Capabilities Assessment.

A thorough understanding of community capabilities can help decisionmakers identify feasible hazard mitigation actions. The capability assessment is an evaluation of the authorities, policies, programs, staffing, funding and resources available to accomplish hazard mitigation in the City.

The evaluation included the building codes, land use and development codes, ordinances and regulations key to reducing risk. It also described ways the City can expand on and improve its capabilities. It forms the basis for the mitigation actions the City may advance during this planning cycle. This assessment demonstrates that the City of Palo Alto is well staffed and resourced to carry out a meaningful mitigation program and has been doing so for decades as evidenced by: an emphasis on capital improvements to infrastructure, stewardship of open spaces, long-standing focus on natural hazard mitigation, adherence to current building codes, and implementation of sustainable policies and programs, to name a few.

Hazard Risk Evaluation.

Volume 1 of the MJHMP describes the range of natural hazards that communities face across Santa Clara County. Risk assessment is the process of measuring the potential loss of life resulting from natural hazards, as well as personal injury, economic injury, and property damage, in order to determine the vulnerability of people, buildings, and infrastructure to natural hazards.

As part of a comprehensive risk assessment, county wide planning partners used a hazard risk index to evaluate the probability of occurrence, potential life impact, property impact, percentage of planning area impacted, and extent for each applicable hazard. The overall Item 14
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hazard risk index (1-5 scale) results based on an average of county partner indices is shown below in Table 1.

Table 1: Countywide Hazard Index
Based on the average overall hazard risk index results from county wide planning partner risk indices:
•The earthquake hazard has the highest risk results, followed by wildfire/smoke/air quality.
•The inclement weather, drought, climate change hazards were a moderate risk to the Operational Area.
•The dam failure, flood, and landslide/mass movement hazards were a lower risk to the Operational Area.
•The tsunami hazard poses the lowest risk to the Operational Area, as not all planning partners can be impacted by this hazard due to geographic location.

This methodology does not compare hazards to each other or rank hazards against one another. Instead, this process provides a sense of hazard priorities or relative risk and allows comparison of the same hazard across participating jurisdictions. This risk evaluation does follow a different methodology than was used in the 2017 plan. Along with the evaluation process, new climate hazards were added to comply with current federal guidance.

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Mitigation Strategy.

The Mitigation Strategy is often referred to as the heart of the plan, or the blueprint for breaking the cycle of disaster response and recovery. A risk-based, capabilities-informed mitigation strategy outlines the framework for short-term and long-term community resilience.

Planning team members assessed the mitigation actions from the previous plan and updated them where needed, and developed new mitigation actions that could start within the next five years. These actions were then compiled in the City’s LHMP in an action plan format which included information on the time, cost, funding source, and lead agency. At least one action is included for each hazard of concern listed in the plan.

In the 2023 City LHMP, there are 17 actions being carried over from the 2017 plan, while staff recommended 10 new actions in the 2023 plan for a total of 27 mitigation actions the City will work towards over the next five-year planning cycle. These actions when completed or while sustained will reduce the City’s exposure to these given risks. This action plan can be found in in full in Attachment B, Volume II of the LHMP.

Table 2: Action Plan
Action
Item # Action Item Description Hazard(s) Mitigated
PA-2 San Fransicquito Creek Upper Reach Flood Reduction and Ecosystem Restoration Project to widen channel, improve floodwalls, and replace the Pope-Chaucer Bridge
Flood, Heavy
Precipitation/Atmospheric
River
PA-3 Newell Creek Bridge replacement project to accommodate a 100-year flood event.

Flood, Heavy Rain, High Wind,
Atmospheric River
PA-6 Storm Drain System Replacement and Rehabilitation to maintain the integrity of the storm drain system of deteriorated storm drain infrastructure to eliminate potential pipeline blockages that could cause street flooding
Flood, Heavy Rain, High Wind,
Atmospheric River
PA-7 Recycled Water Pipeline Expansion Project to expand the recycled water purple pipeline within South Palo Alto towards Stanford Research Park.

Drought, Climate Change
PA-8 Continue to maintain good standing and compliance in the NFIP and improve Community Rating System Class to provide higher CRS premium discounts.

Flood, Heavy Rain, High Wind
PA-10 Construct new public Safety Building to mitigate current risks to public safety essential services.

Earthquake, Terrorism
PA-11 Rebuild Fire Station 4 to reduce impact from seismic events Earthquake, Terrorism PA-13 Replace the Baylands Tide Gate to reduce flood hazards in the Palo Alto flood zone.

Flood, Heavy Rain, High Wind,
Atmospheric River, Dam and
Levee Failure, Tsunami
PA-15 Implement Wastewater Long-Range Facilities Plan to improve facilities for treatment and discharge of waste; and to improve water recycling opportunities
Flood, Heavy Rain, High Wind,
Extreme Heat, Earthquake,
Sea Level Rise
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Action
Item # Action Item Description Hazard(s) Mitigated
PA-19 Install Fiber Optic Service to Black Mountain Radio Repeater Site to improve public safety communications along Skyline Drive.

Earthquake, Heavy
Precipitation/Atmospheric
River, High Wind, Wildfire,
Space Weather
PA-21 Construct a second electrical transmission interconnection to PG&E using a new corridor to reduce the single dependency of our connection to the electric grid.

Wildfire, Power Outage,
Heavy Precipitation /
Atmospheric River, Extreme
Heat/Extreme Cold, High
Wind, Space Weather
PA-27 Address hazardous fuels and reduce structural ignitability in the Foothills region in accordance with the Community Wildfire Protection Plan and Foothills Fire Management Plan.

Wildfire, Extreme
Temperature
PA-29 Consider a policy for Seismic Retrofitting of earthquake prone structures.

Earthquake
PA-32 Conduct public education that raises awareness of Palo Alto threats and hazards and improves community resilience.

All hazards, including
Earthquake, Dam Failure,
Flood, Wildfire, Landslide,
Tsunami, Heavy Rain, High
Wind, Extreme Heat, Drought
PA-36 Where appropriate, support retrofitting, purchase or relocation of structures located in high hazard areas and prioritize those structures that have experienced repetitive losses.

All hazards, including
Earthquake, Flood, Dam
Failure, Heavy Rain, High
Wind, Wildfire
PA-37 Integrate the hazard mitigation plan into other plans, ordinances and programs that dictate land use decisions within the community.

All hazards, including
Earthquake, Flood, Dam
Failure, Wildfire, Landslide,
Tsunami, Heavy Rain, High
Wind, Extreme Heat, Drought
PA-38 Actively participate in the plan maintenance protocols outlined in Volume 1 of the hazard mitigation plan.

All hazards
1 Seismic retrofit two existing potable water storage reservoirs.

Foundation work and anchorage will be retrofitted along the lower sections of the tank shell to restrain the tank against uplift, The tanks have a combined storage capacity of 2.0 million gallons, and they are planned to store emergency water storage for the City of Palo Alto.

Earthquake, Landslide
2 Replace non-seismically restrained potable water piping in liquification zones with new fused and fully restrained piping. 10 miles of unrestrained pipe within a liquification zone will be replaced with fused HDPE piping.

Earthquake
3 Install two permanent standby stationary generators at Dahl and Park Pumping Potable Water Stations. These stations are located in WUI areas and service other WUI designated properties. Power lines are deenergized during wildfire events and standby stationary generators will be imperative to ensure power supply and continued operation of critical pumping facilities during a wildfire event.

Earthquake, Wildfire, Power
Outages, High Wind
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Action
Item # Action Item Description Hazard(s) Mitigated
4 Wildfire hardening of critical utilities infrastructure. This action would remove and replace the existing roof and install a new roofing system, soffit, fascia, and front door with WUI compliant materials, systems, and techniques. All vent screens will be removed and replaced with WUI compliant mesh. All vegetation within 30-feet of the structures will be removed and trees limbed for adequate defensible space around each structure. There is a total of four structures located at four different sites, located in and round the Foothills Nature Preserve Area in the City of Palo Alto.

Wildfire, Smoke, Air Quality,
High Wind
5 Conduct an assessment for electrification of City facilities to achieve at least an 80 percent reduction in current natural gas usage by 2030. This assessment will provide a schedule, cost estimate, and timeline of what facilities this electrification must occur at to achieve the goals of the SCAP per this scenario.

Climate Change
6 Apply mitigation techniques to approximately 11 miles of overhead line to mitigate the possibility of a wildfire due to overhead electric lines.

This could include the utilization of more robust equipment or construction practices; rerouting to avoid vegetation and improve access for inspection and maintenance; or converting the overhead lines to underground where feasible.

Wildfire, Smoke, Air Quality,
High Wind
7 Study a location of historic seepage from the Foothills Nature Preserve Dam. This project will investigate and monitor the seepage flow by channelizing seepage flow and potentially installing weir(s).

Dam-Levee Failure,
Earthquake, Flood, Landslide,
Climate Change
8 Restore the width and height of the earthen flood levee between Harbor Road near the Baylands Interpretive Center and the perimeter levee of the airport to six inches above its original height.

Dam-Levee Failure, Flood,
Tsunami, Climate Change
9 Improve the quality of the tertiary-treated recycled water by microfiltration or ultrafiltration followed by reverse osmosis to reduce the level of Total Dissolved Solids (TDS).

Drought, Climate Change
10 Evaluate options for protecting electric substations from outside vandalism and intrusion. If necessary, fences and other protections will be repaired. Security lighting will be designed and issued for construction.

Terrorism and Weapons of
Mass Destruction, Active
Shooter
Approval and Adoption.

The MJMHP planning process culminated in September 2023 with the completion of final draft documents that the County provided to the State of California OES for review. This initiated the higher-level review process by the State and by the Federal Emergency Management Agency.

This review process took eleven months to receive State and Federal approval of the plan.

FEMA’s approval of the Santa Clara County Multijurisdictional Hazard Mitigation Plan 2023 remains for a period of five years from the original approval date of February 8, 2024 for all approved participants. Prior to February 8, 2029, Santa Clara County and all participating jurisdictions are required to review and revise the plan to reflect changes in development, Item 14
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progress in local mitigation efforts, and changes in priorities, and resubmit it for approval in order to continue to be eligible for mitigation project grant funding.

With final State and FEMA approval of the MJMHP and Jurisdictional Annexes, the City Council can now formally adopt the City’s LHMP by resolution (Attachment A). The City also can meet the requirements of Assembly Bill 2140 (2006). There are several steps the City is taking to adhere to these requirements and Cal OES guidance:
•Formally adopt the most current, approved LHMP into the Safety Element of the General Plan via resolution.
oThis language is included in the council resolution for this staff report. •Include language within the Safety Element of your General Plan that references your LHMP.
oThis is already done in Comprehensive Plan policy S2.1 •Included a web link, appendix, or language within the Safety Element that directs the public to the most current, approved LHMP in its entirety. oThis is included in the Council resolution as an exhibit. •E-mail the link to the updated Comprehensive Plan Safety Element web page along with the signed, adoption resolution(s) to the Cal OES AB 2140 inbox [email protected] for review and approval.
oOES will do this once all steps are complete.

Compliance with these steps makes the City eligible to be considered for part or all of its local- share costs on eligible Public Assistance projects to be provided by the state through the California Disaster Assistance Act (CDAA). AB 2140 compliance is not a requirement; however, if the City is compliant, it is eligible to be considered for an additional 6.25% local share to be funded by the state, essentially covering the entire local-share cost for eligible Public Assistance projects in the future.

In order to fulfill the requirements of AB 2140, staff made a small amendment to Policy S2.1 to add a web link location for the current Local Hazard Mitigation Plan on the City‘s website. This amendment triggered California Government Code 65302.5 to provide the amendment to these State agencies for review: California Geologic Survey with a 30 day review period and State Board of Forestry and Fire Protection with a 45 day review period. Staff received comments back from both agencies, neither being substantive enough to require any further changes to the Safety Element, but with two recommendations for consideration during the next comprehensive Safety Element update. The California Geological Survey suggests that staff use seismic risk source material from their website in the determination of risks, and provide web links to seismic maps provided on their website.

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Mitigation Plan Status Update.

On an annual basis, the Office of Emergency Services will provide an Information Report to the City Council with an update on the status of the 27 projects in the 2023 LHMP.

FISCAL/RESOURCE IMPACT
There is no financial impact associated with approving this report. Each of the mitigation actions will come with an associated cost based on the type of project. The actions listed are a combination of CIP, for which funding is already established, general funded projects that are already ongoing within departments (existing departmental funds are used), and projects that would require other sources of funding (grant funding, or other agency funding). Of the 17 actions moving forward from the 2017 plan, seven actions fall within departmental general funds for implementation, eight actions are CIP-funded, and two are reliant on other agency funds to implement. As needed, departments will review actions as part of the annual budget development.

STAKEHOLDER ENGAGEMENT
The City’s Local Planning Team Members participated in the MJHMP by attending meetings on the Plan Kick-Off, Risk Assessment, Capabilities Assessment, Mitigation Strategy, Wrap-up, and one-on-one meetings with the planning consultant. The City also shared information regarding public opportunities to participate in the draft plan update utilizing the digital survey and seven in-person and virtual public outreach meetings. Further, the City team was provided the opportunity to review the draft plan prior to submittal to Cal OES and FEMA.

The City supported a “whole community” approach to this plan update. Neighboring communities, local and regional agencies involved in mitigation activities, agencies that have the authority to regulate development as well as businesses, academia, and other private and nonprofit interests were invited to be involved in the planning process by participating in planning meetings, public meetings, or reviewing the draft plan. In addition to the wide variety of stakeholders identified by the County, other stakeholders the City of Palo Alto recommended including were the Palo Alto Planning and Transportation Commission, San Francisquito Creek Joint Powers Authority, Stanford University, Stanford Healthcare, Palo Alto Medical Foundation, Emergency Services Volunteer Representatives, Palo Alto Chamber of Commerce, City of East Palo Alto, City of Menlo Park, Palo Alto Unified School District, Life Moves, Avenidas, Downtown Streets Team, Ravenswood Family Health Center, and Vista Center for the Blind and Visually Impaired. Additional stakeholders that were able to participate are listed in Volume I of this plan.

In addition to inviting a wide range of stakeholders, the City supported public outreach and engagement through distributing a digital survey utilizing social media. This survey reached members of underserved populations, including primarily non-English speaking households.

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ENVIRONMENTAL REVIEW
This staff report is not a project under the California Environmental Quality Act (CEQA).

Adoption of the City’s 2023 LHMP into the Safety Element of the 2030 Comprehensive Plan also does not require additional environmental review; on November 13, 2017, the City Council adopted Resolution 9720, certifying an Environmental Impact Report for City of Palo Alto Comprehensive Plan 2030, of which the Safety Element is a part. This amendment to the Safety Element will not result in any new impacts or increase in the severity of previously identified impacts and therefore no additional environmental review is required.

ATTACHMENTS
Attachment A: Resolution Adopting the Multi-Hazard Jurisdiction Plan.

Attachment B: Volume II – City of Palo Alto Jurisdictional Annex Attachment C: Palo Alto Action Plan
APPROVED BY:

Chief Ken Dueker, Director Office of Emergency Services Item 14
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*** NOT YET APPROVED ***

20240814

Resolution No. ____
Resolution of the Council of the City of Palo Alto Adopting Volume 1 and the City of Palo Alto Annex of Volume 2 of the Santa Clara County Multi-Jurisdictional Hazard Mitigation Plan as the City’s updated Local Hazard Mitigation Plan, and Adopting a Comprehensive Plan Amendment incorporating the updated Local Hazard Mitigation Plan into the City’s 2030 Comprehensive Plan Safety Element

R E C I T A L S
WHEREAS, the Bay Area is subject to various earthquake-related hazards such as ground shaking, liquefaction, fault surface rupture; and

WHEREAS, the Bay Area is subject to various weather-related hazards including wildfires, floods, and severe storms; and

WHEREAS, the City of Palo Alto recognizes that disasters do not recognize city, county, or special district boundaries; and

WHEREAS, the City of Palo Alto seeks to maintain and enhance both a disaster resistant City of Palo Alto and region by reducing the potential loss of life, property damage, and environmental degradation from natural disasters, while accelerating economic recovery from those disasters; and

WHEREAS, the City of Palo Alto is committed to increasing the disaster resistance of the infrastructure, health, housing, economy, government services, education, environment, and land use systems in the City of Palo Alto, as well as in the Bay Area as a whole; and

WHEREAS, the federal Disaster Mitigation Act of 2000 requires all cities, counties, and special districts to have adopted a Local Hazard Mitigation Plan to receive disaster mitigation funding from the Federal Emergency Management Agency (FEMA); and

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PALO ALTO RESOLVES AS FOLLOWS:

SECTION 1. Adoption. Adopts in its entirety, Volume I and the City of Palo Alto jurisdictional annex of Volume II of the Santa Clara County Multi-Jurisdictional Hazard Mitigation Plan, collectively, as the Local Hazard Mitigation Plan (LHMP) for the City of Palo Alto.

SECTION 2. The City of Palo Alto commits to continuing to take those actions and initiating further actions, as deemed appropriate by its City Council, officers, and employees, identified in the City of Palo Alto LHMP by proposing to adopt the mitigation strategies listed therein.

SECTION 3. The Safety Element of the City’s Comprehensive Plan is hereby amended in accordance with Government Code section 65302.6, to incorporate the updated Local Hazard Mitigation Plan into Safety Element Policy S-2.1, including a web link to the most current version of the LHMP available at www.cityofpaloalto.org/lhmp.

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SECTION 4. On November 13, 2017, the City Council adopted Resolution 9720, certifying an Environmental Impact Report for City of Palo Alto Comprehensive Plan 2030, of which the Safety Element is a part. This amendment to the Safety Element will not result in any new impacts or increase in the severity of previously identified impacts and therefore no additional environmental review is required.

INTRODUCED AND PASSED:

AYES:

NOES:

ABSENT:

ABSTENTIONS:

ATTEST:

____________________________ ____________________________ City Clerk Mayor

APPROVED AS TO FORM: APPROVED AS TO CONTENT:

____________________________ ____________________________ Assistant City Attorney City Manager

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Exhibit A

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Santa Clara County
Multijurisdictional Hazard
Mitigation Plan 2023 Update
City of Palo Alto Annex
February 21, 2024

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Santa Clara County Multijurisdictional Hazard Mitigation Volume 2: City of Palo Alto 3

8. City of Palo Alto

8.1. Hazard Mitigation Plan Points of Contact
The point of contact during the Santa Clara County Multijurisdictional Hazard Mitigation Plan (MJHMP) planning process for the City of Palo Alto was the Emergency Services Coordinator. This annex within the MJHMP was developed using information provided by the City of Palo Alto’s Local Planning Team.

Table 1: City of Palo Alto Local Planning Team Members for the 2023 Santa Cara County MJHMP
Name Position Department Role on Team and in Planning
Process
Nathan Rainey Office of
Emergency
Services
Coordinator
City of Palo Alto-
Office of
Emergency
Services
General oversight, hazard
identification, and plan development
Michel Jeremias Senior Engineer City of Palo Alto-
Public Works
Hazard identification and plan
development
Rajeev Hada Project Engineer,
Floodplain
Administrator
City of Palo Alto-
Public Works
Hazard identification and plan
development
Karin North Assistant Director City of Palo Alto-
Public Works
Hazard identification and plan
development
Holly Boyd Assistant Director City of Palo Alto-
Public Works
Hazard identification and plan
development
Lam Do Superintendent City of Palo Alto-
Community
Services
Hazard identification and plan
development
Lisa Meyers Manager,
Supervising
Ranger
City of Palo Alto-
Community
Services
Hazard identification and plan
development
Chitra Moitra Planner City of Palo Alto-
Planning and
Development
Services
Hazard identification and plan
development
Christine Luong Manager,
Environmental
Control Program
City of Palo Alto-
City Manager’s
Office
Hazard identification and plan
development
Ken Dueker Chief, Office of
Emergency
Services
City of Palo Alto-
Office of
Emergency
Services
Hazard identification and plan
development
Mike Wong Assistant Director,
Operations
City of Palo Alto-
Public Works
Hazard identification and plan
development
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Santa Clara County Multijurisdictional Hazard Mitigation Volume 2: City of Palo Alto 4
Name Position Department Role on Team and in Planning
Process
Brad Eggleston Director City of Palo Alto-
Public Works
Hazard identification and plan
development
Dean Batchelor Director City of Palo Alto-
Utilities
Hazard identification and plan
development
Daren Anderson Assistant Director City of Palo Alto-
Community
Services
Hazard identification and plan
development
Darren Numoto Director City of Palo Alto-
Information
Technology
Hazard identification and plan
development
Tomm Marshal Assistant Director,
Electric
City of Palo Alto-
Utilities
Hazard identification and plan
development
Matt Zucca Assistant Director,
Water, Gas,
Wastewater
City of Palo Alto-
Utilities
Hazard identification and plan
development
Andrew Binder Chief City of Palo Alto-
Police
Hazard identification and plan
development
Geo Blackshire Chief City of Palo Alto-
Fire
Hazard identification and plan
development
Kiely Nose Assistant City
Manager
City of Palo Alto-
City Manager’s
Office
Hazard identification and plan
development
Philip Kamhi Chief
Transportation
Officer
City of Palo Alto-
Office of
Transportation
Hazard identification and plan
development
Amy French Chief Planning
Official
City of Palo Alto-
Planning and
Development
Services
Hazard identification and plan
development
Minka Van Der
Zwaag
Human Services
Manager
City of Palo Alto-
Community
Services
Hazard identification and plan
development

The City’s Local Planning Team Members participated in the MJHMP by attending meetings on the Plan Kick-Off, Risk Assessment, Capabilities Assessment, Mitigation Strategy, Wrap-up, and one one-on-one meetings with the planning consultant. In addition, the city filled out the requested forms on each section which were used to develop this annex. The city also shared information regarding public opportunities to participate in the draft plan update utilizing the digital survey and seven in-person and virtual public outreach meetings. Further, the City team was provided the opportunity to review the draft plan prior to submittal to Cal OES and FEMA.

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Santa Clara County Multijurisdictional Hazard Mitigation Volume 2: City of Palo Alto 5
Table 2: External Stakeholders Invited to Be Involved in Planning Process Agency or Organization Stakeholder Type Description
American Red Cross Representatives of nonprofit
organizations, including
community-based organizations,
that work directly with and/or
provide support to underserved
communities and socially
vulnerable populations, among
others.

A nonprofit humanitarian
organization that provides
emergency assistance, disaster
relief, and disaster
preparedness education in the
United States.

Amateur Radio Emergency
Service (ARES)
Representatives of businesses,
academia, and other private
organizations.

A corps of trained amateur radio
operator volunteers organized to
assist in public service and
emergency communications.

California Office of Emergency
Services (Cal OES)
Local and regional agencies
involved in hazard mitigation
activities.

Office responsible for
overseeing and coordinating
emergency preparedness,
response, recovery, and
homeland security activities
within the state.

California Department of
Forestry and Fire Protection
Local and regional agencies
involved in hazard mitigation
activities.

The fire department of the
California Natural Resources
Agency.

California Department of
Transportation
Agencies that have the authority
to regulate development.

An executive department of the
U.S. state of California.

Cattlemen’s Association Representatives of businesses,
academia, and other private
organizations.

A nonprofit trade association
that represents California's
ranchers and beef producers in
political affairs.

City of East Palo Alto Neighboring communities. A city in San Mateo County, California, United States.

City of Menlo Park Neighboring communities. Menlo Park is a city at the eastern edge of San Mateo
County.

Cooper-Garrod Estate
Vineyards
Representatives of businesses,
academia, and other private
organizations.

Garrod Farms is a family-owned
and operated estate winery and
stables.

Department of Homeland
Security
Agencies that have the authority
to regulate development.

The U.S. federal executive
department responsible for
public security, roughly
comparable to the interior or
home ministries of other
countries.

Department of Toxic
Substances
Agencies that have the authority
to regulate development.

An agency of the government of
the state of California which
protects public health and the
environment from hazardous
waste.

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Agency or Organization Stakeholder Type Description
Department of Toxic
Substances
Agencies that have the authority
to regulate development.

An agency of the government of
the state of California that
protects public health and the
environment from hazardous
waste.

Downtown Streets Team Representatives of nonprofit
organizations, including
community-based organizations,
that work directly with and/or
provide support to underserved
communities and socially
vulnerable populations.

Teams that restore dignity,
inspire hope, and provide a
pathway to recover from
homelessness.

Emergency Medical Services Agencies that have the authority to regulate development.

Provides statewide coordination
and leadership for the planning,
development, and
implementation of
local EMS systems.

Emergency Services Volunteer
Representative
Local and regional agencies
involved in hazard mitigation
activities.

Organization that ensures public
safety, security, and health by
addressing and resolving
different emergencies.

Federal Aviation Administration Agencies that have the authority to regulate development.

Offers civil aviation safety
enforcement services.

Google Representatives of businesses,
academia, and other private
organizations.

American multinational
technology company focusing
on artificial intelligence, online
advertising, search engine
technology, cloud computing,
computer software, quantum
computing, e-commerce, and
consumer electronics.

Hidden Villa Farm Representatives of nonprofit
organizations, including
community-based organizations,
that work directly with and/or
provide support to underserved
communities and socially
vulnerable populations, among
others.

Nonprofit educational
organization teaching programs
on environmental and
multicultural awareness.

Intel Corporation Representatives of businesses,
academia, and other private
organizations.

An American multinational
corporation and technology
company headquartered in
Santa Clara, California.

Kaiser Permanente—Santa
Clara
Representatives of businesses,
academia, and other private
organizations.

An American integrated
managed care consortium.

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Agency or Organization Stakeholder Type Description
Life Moves Representatives of businesses,
academia, and other private
organizations.

Provides interim housing and
supportive services for
homeless families and
individuals to rapidly return to
stable housing.

Los Altos School District Representatives of businesses, academia, and other private
organizations.

Los Altos School District serves
the elementary and intermediate
educational needs of Los Altos,
Los Altos Hills, Mountain View
and Palo Alto, United States.

Moffett Field Ames Research
Center, National Aeronautics
and Space Administration
(NASA)
Representatives of businesses,
academia, and other private
organizations.

Major NASA research center
at Moffett Federal Airfield in
California's Silicon Valley.

National Weather Service,
National Oceanic and
Atmospheric Administration
(NOAA)
Agencies that have the authority
to regulate development.

Scientific and regulatory agency
within the U.S. Department of
Commerce.

Pacheco Pass Water District Neighboring communities. Independent special water district.

Palo Alto Chamber of
Commerce
Representatives of businesses,
academia, and other private
organizations.
an association of
businesspeople designed to
promote and protect the
interests of its members in Palo
Alto.

Palo Alto Medical Foundation Representatives of businesses, academia, and other private
organizations, and neighboring
communities.

A not-for-profit health care
organization with medical offices
in more than 15 cities in the Bay
Area.

Palo Alto Planning and
Transportation Commission
Local and regional agencies
involved in hazard mitigation
activities.

Responsible for making
recommendations to City
Council regarding development,
public facilities, and
transportation.

Palo Alto Unified School District Representatives of businesses, academia, and other private
organizations, and neighboring
communities.

A public school district located
near in Palo Alto, California.

Pacific Gas and Electric (PG&E) Representatives of businesses, academia, and other private
organizations, and neighboring
communities.

One of the largest combination
natural gas and electric utilities
in the United States.

Ravenswood Family Health
Center
Representatives of businesses,
academia, and other private
organizations.

A federally qualified health
center headquartered in the low-
income East Palo Alto area of
San Mateo County.

Regional Water Quality Control
Board
Agencies that have the authority
to regulate development.

Provides government regulatory
services related to water
pollution and control.

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Agency or Organization Stakeholder Type Description
Rotating Safe Car Park Local and regional agencies
involved in hazard mitigation
activities, and neighboring
communities.

Allows for temporary overnight
parking for homeless individuals
or families living out of their
cars as a safe alternative to
sleeping on the streets or in a
homeless shelter.

Santa Clara County CERT Representatives of nonprofit
organizations, including
community-based organizations,
that work directly with and/or
provide support to underserved
communities and socially
vulnerable populations.

Trains residents to prepare for
and respond to life-threatening
events in their community.

Santa Clara County FireSafe
Council
Representatives of nonprofit
organizations, including
community-based organizations,
that work directly with and/or
provide support to underserved
communities and socially
vulnerable populations.

A nonprofit, grassroots
organization that provides
education and project
assistance for homeowners.

Santa Clara County Local
Oversight Program
Local and regional agencies
involved in hazard mitigation
activities.

Program to oversee assessment
and mitigation of contaminated
sites to protect groundwater
resources, human health,
safety, and the environment.

Santa Clara County Parks Agencies that have the authority to regulate development, and
neighboring communities.

Provide, protect, and preserve
regional parklands for the
enjoyment and education.

Santa Clara County Planning &
Development
Agencies that have the authority
to regulate development, and
neighboring communities.

Plays a key role in supporting
economic development and
ensuring opportunities for the
public to participate in
land development.

Santa Clara County Sheriff’s
Office
Agencies that have the authority
to regulate development, and
neighboring communities.

A local law enforcement agency
that serves Santa Clara County,
California.

Santa Clara University Representatives of businesses,
academia, and other private
organizations.

A private Jesuit university in
Santa Clara, California.

Santa Clara Valley Open Space
Authority
Neighboring communities. An independent special district in Santa Clara County.

Santa Cruz County Neighboring communities. A county on the Pacific coast of the U.S. state of California.

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Agency or Organization Stakeholder Type Description
St. Louise Hospital (Santa Clara
County Hospital System)
Representatives of nonprofit
organizations, including
community-based organizations,
that work directly with and/or
provide support to underserved
communities and socially
vulnerable populations.

Community hospital.

Stanford Healthcare Representatives of businesses,
academia, and other private
organizations, and neighboring
communities.

Multispecialty clinic that
provides convenient access to
advanced, specialty care in the
South Bay.

Vista Center for the Blind and
Visually Impaired
Representatives of businesses,
academia, and other private
organizations.

Empowers individuals who
are blind or visually impaired to
embrace life to the fullest
through evaluation, counseling,
education, and training.

Westwind Barn Representatives of businesses,
academia, and other private
organizations.

State-of-the-art horse boarding
and training facility.

County of Santa Clara Neighboring jurisdiction, local
agency involved in hazard
mitigation.

Response for engaging the
whole community in assessing
needs and developing strategies
to achieve stronger mitigation
capabilities within the Santa
Clara County Operational Area.

City of Campbell Neighboring communities. A city in Santa Clara County.

City of Cupertino Neighboring communities. Located in Silicon Valley.

City of Gilroy Neighboring communities. A city in Santa Clara County.

City of Los Altos Neighboring communities. A city in Santa Clara County.

Town of Los Altos Hills Neighboring communities. A city in Santa Clara County.

Town of Los Gatos Neighboring communities. A city in Santa Clara County.

City of Milpitas Neighboring communities. A city in Santa Clara County.

City of Morgan Hill Neighboring communities. A city in Santa Clara County.

City of Mountain View Neighboring communities. A city in Santa Clara County.

City of San José Neighboring communities. Located in Silicon Valley.

City of Santa Clara Neighboring communities. A city near San Jose, in California’s Silicon Valley.

City of Saratoga Neighboring communities. Located in Silicon Valley.

City of Sunnyvale Neighboring communities. Located in the Santa Clara Valley.

Santa Clara County Fire
Department
Local and regional agencies
involved in hazard mitigation
activities, and neighboring
communities.

A California Fire Protection
District serving Santa Clara
County.

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Agency or Organization Stakeholder Type Description
Santa Clara Valley Water
District
Representatives of businesses,
academia, and other private
organizations, and neighboring
communities.

Provides stream stewardship,
wholesale water supply, and
flood protection for Santa Clara
County, California.

The City supported a “whole community” approach to this plan update. Neighboring communities, local and regional agencies involved in mitigation activities, agencies that have the authority to regulate development as well as businesses, academia, and other private and nonprofit interests were invited to be involved in the planning process by participating in planning meetings, public meetings, or reviewing the draft plan. In addition to the wide variety of stakeholders identified by the County, other stakeholders the City of Palo Alto recommended including included the Palo Alto Planning and Transportation Commission, San Francisquito Creek Joint Powers Authority, Stanford Universit y, Stanford Healthcare, Palo Alto Medical Foundation, Emergency Services Volunteer Representatives, Palo Alto Chamber of Commerce, City of East Palo Alto, City of Menlo Park, Palo Alto Unified School District, Life Moves, Avenidas, Downtown Streets Team, Ravenswood Family Health Center, and Vista Center for the Blind and Visually Impaired. Additional stakeholders that were able to participate are included in Volume 1 of this plan.

8.1.1. Public Outreach and Engagement
In addition to inviting a wide range of stakeholders, the City supported public outreach and engagement through distributing a digital survey utilizing social media. This survey reached members of underserved populations, including primarily non-English speaking households.

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Figure 1: City of Palo Alto Public Outreach Survey Input Request Item 14
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Figure 2: City of Palo Alto Uplift Newsletter

In addition, the MJHMP was discussed at two virtual and five in-person public meetings across Santa Clara County. These in-person meetings were targeted towards areas with socially vulnerably populations. These meetings were also designed to be accessible for AFN (access and functional needs) populations. The public was also provided the opportunity to comment on the draft plan. Comments from the public survey were reviewed, evaluated for alignment with planning priorities, and incorporated as appropriate. Notable hazards of concern to the public included flooding, extreme heat, wildfire (including wildfire smoke), as well as some mentions of drought. In particular, flood control around Palo Alto was mentioned as a possible mitigation measure, as well as partnership building especially with utility providers. Overall, there was also significant discussion on the need for additional public outreach and education. This feedback is reflected in the mitigation actions Palo Alto has selected.

The participation of the City of Palo Alto and its stakeholders helped inform the development of the MJHMP and this annex in accordance with current priorities. The new plan continues to expand upon the work of the prior plan including emphasizing partnerships both within jurisdictions and special districts as well as with external stakeholders. Further, there is an increased emphasis on climate change, reflecting the increased understanding of the risk this hazard poses to the OA. The City did not identify additional changes in priorities to be highlighted in their annex.

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8.2. Jurisdiction Profile
The following is a summary of key information about the jurisdiction and its history:
 Date of Incorporation: April 23, 1894
 Current Population: The City has a population of 66,010 as of July 2022 according to the U.S.

Census Bureau.
 Population Growth: Palo Alto’s population has increased only slightly during the last 30 years compared to Santa Clara County as a whole. The number of residents increased by 4.7 percent from 55,966 in 1970 to 58,598 in 2000, and 9.9 percent between 2000 and 2010 (U.S. Censu s 1980, 1990, 2000, and 2010). It increased from 64,403 in 2010 to 68,572 according to the 2020 U.S. Census, but decreased slightly to 66,010 in 2022, a decrease of 0.02%. The average persons per household have remained fairly steady from 2.7 in 1970 to 2.61 in 2021, while the number of housing units have increased.

Although 50 percent of Palo Alto’s population is White, the City is becoming more ethnically diverse. Asians, Native Hawaiians, and Other Pacific Islanders comprise 35.2 percent, while 0.3 percent are American Indian/Alaska Native, 7 percent are Hispanic, 2.1 percent are Black, and

7.2 percent identify themselves as some other race or two or more races.

The median age of Palo Alto’s population has increased dramatically over the last few decades.

In 1970, the median age was 29.5 for men and 33.7 for women. By 1990, these figures had increased to 36.7 and 40.0, respectively. In the year 2000, the median age for the entire population of Palo Alto was 40.2 years, which is considerably higher than the County median age of 34 years, and in 2010 it rose further to 41.9 years. The increase in median age has been accompanied by an increase in Palo Alto’s senior population; the number of people over 65 increased from 10 to 18.5 percent of the population between 1970 and 2021. The number of older adults is expected to continue to increase in the future. At the other end of the age spectrum, the number of children under five has increased significantly over the last two decades and has resulted in an increase in the number of children entering childcare and school. However, the number of women of childbearing age has decreased markedly after increasing during the 1980s and 1990s, and the middle-aged population has increased significantly, indicating that Palo Alto will continue to grow older during the next decade.
 Location and Description: Part of the metropolitan San Francisco Bay Area and the Silicon Valley, Palo Alto is located within Santa Clara County and borders San Mateo County. The City’s boundaries extend from San Francisco Bay on the east to the Skyline Ridge of the coastal mountains on the west, with Menlo Park to the north, and Mountain View to the south. The City encompasses an area of approximately 26 square miles, of which one-third is open space. The City shares its borders with East Palo Alto, Los Altos, Los Altos Hills, Stanford, Menlo Park, Mountain View, Portola Valley, and portions of unincorporated San Mateo County and Santa Clara County (including the unincorporated areas of Cupertino and Saratoga in the foothills). It is named after a redwood tree called El Palo Alto. The City includes portions of Stanford University and its affiliates, is headquarters to a number of Silicon Valley high-technology companies, including Hewlett-Packard, VMware, Tesla Motors, SAP and Palantir and has served as an incubator to several other high-technology companies, such as Google, Facebook, Logitech, Intuit, and PayPal.

A blend of business and residential neighborhoods, anchored by a vibrant downtown, defines Palo Alto’s unique character. A charming mixture of old and new, Palo Alto’s tree -lined streets and historic buildings reflect its California heritage. At the same time, Palo Alto is recognized worldwide as a leader in cutting edge development, as a quintessential part of Silicon Valley.  Brief History: Palo Alto was incorporated in 1894 and received its name from the tall landmark Redwood tree, El Palo Alto, which still grows on the east bank of San Francisquito Creek across from Menlo Park. One trunk of the twin-trunked tree can still be found by the railroad trestle near Alma Street in El Palo Alto Park.

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Leland Stanford Junior University opened to 465 students in 1891, as a memorial by Leland and Jane Stanford to their son who died in 1884 while traveling in Europe. Stanford University played a significant role in the development of the Palo Alto landscape; it has since grown into a world- renowned teaching and research university with more than 16,000 undergraduate and graduate students.

In 1925 the town of Mayfield, the original settlement that developed in the area in 1853, was annexed to the larger Palo Alto. In the decades that followed, Palo Alto continued to expand southward reaching the border it currently shares with Mountain View.

The population more than doubled from 25,000 to 55,000 residents by 1960, and since then has increased to roughly 68,000 today. During these boom years Palo Alto was transformed from agricultural fields to urban forest and became the birthplace of the Silicon Valley  Climate: Typical of the San Francisco Bay Area, Palo Alto has a Mediterranean Climate with cool, wet winters and warm, dry summers. Typically, in the warmer months, as the sun goes down, the fog bank flows over the foothills to the west and covers the night sky, th us creating a blanket that helps trap the summer warmth absorbed during the day.

The record high temperature was 107 degrees Fahrenheit (°F) on June 15, 1961, and the record low temperature was 15 °F on November 17, 2003. Temperatures reach 90 °F or higher on an average of 9.9 days. Temperatures drop to 32 °F or lower on an average of 16.1 days.

Due to the Santa Cruz Mountains to the west, there is a "rain shadow" in Palo Alto, resulting in an average annual rainfall of only 15.32 inches (389 mm). Measurable rainfall occurs on an average of 57 days annually. The wettest year on record was 1983 with 32.51 inches (826 mm) and the driest year was 1976 with 7.34 inches (186 mm). The most rainfall in one month was 12.43 inches (316 mm) in February 1998 and the most rainfall in one day was 3.75 inches (95 mm) on February 3, 1998. Measurable snowfall is very rare in Palo Alto, but 1.5 inches (38 mm) fell on January 21, 1962.
 Governing Body Format: Palo Alto is a Charter City and has a council-manager form of government in which the seven-member, popularly elected City Council appoints the City Manager, who in turn oversees a dynamic Executive Leadership Team in the operation of thirteen departments employing 1,000 staff. This vibrant organization enjoys a strong, collaborative, and open environment. The Fiscal Year 2023 citywide operations budget amounts to $965.9 million, with a General Fund budget of $247.4 million, and a Capital Budget of $379.5 million. The City Council assumes responsibility for the adoption of this plan, the Office of Emergency Services, on behalf of the City Manager, will oversee its implementation.

8.3. Development Trends
According to the City’s 2030 Comprehensive Plan, Palo Alto covers almost 26 square miles (16,627 acres) of land, about a third of which is open space, including 34 city-owned parks and 1,700 acres of protected Baylands. The City has 35 different neighborhoods and is composed of connected commercial centers and business districts. With a steady growing population and large employers such as Stanford University, Stanford Healthcare, Lucile Packard Children’s Hospital, VMWare, SAP Labs, Space Systems Loral, and more, the City is expected to continue growing.

The City of Palo Alto has increased its population since the previous plan was developed, thereby increasing its vulnerability to seismic activity, climate change, fire, and flooding. Palo Alto has and will continue to monitor the vulnerability of its population through restriction of major development in the foothills area, enforcing building Code seismic restrictions for all construction, attaining in -depth soil reports, retrofitting and upgrades of structures, and enforcement of building requirements.

Table 128 summarizes development trends in the performance period since the development of the previous hazard mitigation plan and expected future development trends.

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Table 3: Recent and Expected Future Development Trends
Criterion Response
Has your jurisdiction annexed any
land since the development of the
previous hazard mitigation plan?
 If yes, give the estimated area
annexed and estimated number of
parcels or structures.

No
Is your jurisdiction expected to annex
any areas during the performance
period of this plan?
 If yes, please describe land areas
and dominant uses.
 If yes, who currently has permitting
authority over these areas?

No
Are any areas targeted for
development or major redevelopment
in the next five years?
 If yes, please briefly describe,
including whether any of the areas
are in known hazard risk areas
The City has two Planned Development Areas (PDA):

Downtown and California Avenue. Transit-oriented
development is encouraged in these areas, and state law adopted in 2022 related to development within ½ mile from major transit stops may result in more major development in these areas. The City is currently working on a
Coordinated Area Plan for the North Ventura area and the Housing Element Update, which contains programs
targeting new areas in Palo Alto for potential housing
development, and it might potentially embark on working a Downtown Housing Plan. All these plans encourage
additional housing development in different parts of the City. As part of the Housing Element, the City proposes to permit high density multifamily residential uses in its General Manufacturing and Research, Office, and Limited Manufacturing zone districts.

Previously, multifamily residential was not a permitted use.

The maximum density is 90 dwelling units per acre.

Coupled with proposed development incentives, there
could be significant development in those districts. The City has received few multifamily development proposals along El Camino corridor, with higher densities. But
ultimately, it is at the discretion of the property owners to propose development projects.

Several residential sites in the foothills area of the City lie within areas with geologic and seismic zones, so any
development there will have seismic risks. However, no
major development would be allowed in the foothills (open space zoning) areas. The City strictly enforces Building Code seismic safety restrictions for all types of
construction. For residential sites within earthquake fault zone areas, in-depth soil reports are required as a part of the development approval process. Although the entire
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Criterion Response
City is subject to moderate to severe earth movement
during a seismic event, standard engineering solutions to mitigate these conditions are enforced. Both Downtown
Palo Alto and North Ventura areas already have existing developments and for the most part will have infill
development. All new developments and redevelopments
in the City are subject to requirements of California
Building codes, including seismic retrofitting and upgrades.

Sites identified in the City’s Housing Element for future housing developments also have similar building code and seismic requirements.

Palo Alto is subject to flooding following unusually heavy rainfall. Flooding is typically associated with overtopping of creek banks, inadequately sized bridges and culverts, and blocked storm drains. Much of the City lies outside the 100-year flood plain boundary defined by the Federal
Emergency Management Agency (FEMA). However, a
substantial area is subject to flooding in a 100-year storm and designated as a Special Flood Hazard Area on
FEMA’s Flood Insurance Rate Map, with approximately 25- 30 percent of the City within this flood hazard zone.

Structures within this zone must meet certain building
requirements to reduce potential flooding impacts when
expanding or improving property if the improvement cost is greater than 50 percent of the value of the property.

The impacts of global climate change have led to more
drastic weather changes that include heavier and more
frequent rain event storms, droughts that facilitate larger, more intense forest fires, warmer temperatures, and
changes to the jet stream. Therefore, any future
development decisions for Palo Alto will need to consider these impacts throughout the City.

City of Palo Alto is considered to have a wildland/urban interface because it is built within and adjacent to
mountainous areas and has seen an increase in the
number of people living near heavily vegetated areas
where wildlands meet urban development. A fire along the wildland urban interface (WUI) can result in major losses of property and structures unless adequate protection
measures have been provided. Chapter 7A of the
California Building Code (CBC) and Chapter R337 of the
California Residential Code (CRC) contain standards
associated with the construction of buildings in wildfire prone areas. The City of Palo Alto recognizes and refers to both the CBC and CRC in the design and approval
process for housing developments. Fuel, topography, and weather also impact fire risks in Palo Alto. Palo Alto’s hilly topography in the South portion of the City has led to
residential construction near mountainsides and in
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Criterion Response
canyons. Homes built in steep, narrow canyons and at
canyon rims face an increased fire risk.

How many building permits were
issued in your jurisdiction since the
development of the previous hazard
mitigation plan?
2017 2018 2019 2020 2021 2022
Total
Number
of
Permits
89 54 107 178 212 128
Please provide the number of permits
for each hazard area or provide a
qualitative description of where
development has occurred.

The majority of permits occur in the urbanized area of Palo Alto, which corresponds primarily to earthquake hazards, but also to heavy rain, heavy winds, and extreme
temperatures. A small number of permits can be
associated with development in the Foothills, which
corresponds to the City’s wildfire hazard.

Please describe the level of buildout in
the jurisdiction, based on your
jurisdiction’s buildable lands
inventory. If no such inventory exists,
provide a qualitative description.

Palo Alto is 99% built out.

8.4. Capability Assessment

8.4.1. Resources for the 2023 Planning Initiative
The following technical reports, plans, and regulatory mechanisms were reviewed to provide information for inclusion into the 2023 Multijurisdictional Hazard Mitigation Plan for both Volume 1 and Volume 2 (City of Palo Alto Annex). All the below items were additionally reviewed as part of the full capability assessment for the City of Palo Alto.
 City of Palo Alto Comprehensive Plan: The Comprehensive Plan was reviewed for information regarding goals and policies consistent with hazard mitigation for carry over as goals and objectives. Additionally, development trends from the Land Use section of the Comprehensive Plan informed the development section of this annex. The Economic Development Plan and Transportation Plan can also be found within this document.  City of Palo Alto Municipal Code: The Municipal Code was reviewed for the full capability assessment and for identifying opportunities for action plan integration.  Flood Damage Prevention Ordinance: The Flood Damage Prevention Ordinance was reviewed for compliance with the National Flood Insurance Program.  Capital Improvements Plan: The Capital Improvements Plan was reviewed to identify cross- planning initiatives for inclusion as mitigation projects.  State of California Hazard Mitigation Plan: The state plan was helpful for reviewing goals and also in assessing hazards.
 County of Santa Clara and City of Palo Alto Local Hazards Mitigation Plan: The previous LHMP provided a baseline of information for the writing of this document.  City of Palo Alto Emergency Operations Plan: The Storm Drain Master Plan was reviewed to inform the jurisdictional profile as well as a source of mitigation actions.

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 City of Palo Alto Urban Water Management Plan: The Storm Drain Master Plan was reviewed to inform the jurisdictional profile as well as a source of mitigation actions.  Palo Alto Threats and Hazards Identification and Risk Assessment (THIRA): The THIRA helped to inform the hazard analysis portion of this plan, as well as a source for mitigation actions.
 Palo Alto Energy Assurance Plan: The Energy Assurance Plan provided information for the jurisdiction profile as well as a source for mitigation actions.  Sustainability / Climate Adaptation Plan: This plan provided information for the hazards analysis as well as identification of mitigation actions.  Foothills Wildfire Management Plan / Santa Clara County Community Wildfire Prevention Plan: These plans informed the hazards analysis as well as identifying wildfire mitigation actions.

8.4.2. Full Capability Assessment
An assessment of legal and regulatory capabilities is presented in Table 129 and Table 130. An assessment of fiscal capabilities is presented in Table 131. An assessment of staffing capabilities is presented in Table 132. An assessment of administrative and technical capabilities is presented in Table 133. Information on National Flood Insurance Program (NFIP) compliance is presented in Table 134. An assessment of education and outreach capabilities is presented in Table 135. Classifications under various community mitigation programs are presented in Table 136. Development and permitting capabilities are presented in Table 137, and the community’s adaptive capacity for the impacts of climate change is presented in Table 138.

Table 4: Legal and Regulatory Capabilities: Codes, Ordinances, and Requirements Legal and
Regulatory
Capability
Local
Authority
Other
Jurisdiction
Authority
State
Mandated
Integration
Opportunity?
Building Code Yes Yes Yes No
Comment: The City has adopted the 2022 California Building Code, Title 24, Part 2, Volumes 1 & 2 adopted and amended.

Zoning
Ordinance
Yes Yes Yes No
Comment: Municipal Code, Title 18, Passed December 12, 2022 Subdivision
Ordinance
Yes No No No
Comment: Municipal Code, Title 21, Effective June 13, 2016 Stormwater
Management
Ordinance
No No No No
Comment: None Identified.

Other Natural
Hazard-
Specific
Ordinances
Yes Yes No No
Comment: City Code, Chapter 16.42, Chapter 16.52, and Chapter 15.04.420 Item 14
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Legal and
Regulatory
Capability
Local
Authority
Other
Jurisdiction
Authority
State
Mandated
Integration
Opportunity?
Post-Disaster
Recovery
No No No No
Comment: None Identified.

Real Estate
Disclosure
No No Yes Yes
Comment: Cal. Civ. Code §1102 et seq.

Growth
Management
Yes Yes Yes No
Comment: Growth management falls under Palo Alto’s 2022 Zoning Regulations and is more discreetly addressed in the City’s Comprehensive Plan; Cal. Gov. Code §65300 et seq Site Plan
Review
Yes Yes Yes No
Comment: Site Plan review falls under Palo Alto’s 2022 Zoning Regulations and is well practiced in the permitting process.

Environmental
Protection
Yes Yes Yes Yes
Comment: Ordinance 5107, 13 December 2010, to provide green building standards and environmental protections; California Environmental Quality Act (Guideline: California Code of Regulations, Title 14, Division 6, Chapter 3, Sections 15000–15387); 2022 Proposed Green Building and Local Energy Codes.

Flood Damage
Prevention
Yes Yes No No
Comment: Municipal Code, Chapter 16.52 effective June 13, 2016 Emergency
Management
Yes Yes Yes No
Comment: Municipal Code, Chapter 16.52 effective June 13, 2016 Climate
Change
Yes Yes No No
Comment: Ordinance No. 5345, 31 August 2015, to comply with California Energy Code 2013 edition; California SB-379: Land Use: General Plan: Safety Element Acquisition of
land for open
space and
public
recreation
uses
N/A
Comment: Palo Alto is almost 100% built out; the City has extensive open spaces and parks.

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Table 5: Planning, Legal, and Regulatory Capabilities
Planning, Legal, or Regulatory
Capability
Local
Authority
Other
Jurisdiction
Authority
State
Mandated
Integration
Opportunity?
General Plan Yes No Yes No
Is the plan compliant with Assembly Bill 2140? Yes
Comment: 2030 Comprehensive Plan.

Capital Improvement Plan Yes Yes Yes Yes
How often is the plan updated? Five years
Comment: The 2022-2026 Capital Improvement Program Plan for the City of Palo Alto guides the City in the planning and scheduling of infrastructure improvement projects over the five year period.

Annually, the City publishes a Capital Improvement Program budget to guide annual funding of scheduled projects.

Floodplain or Watershed Plan No Yes No Yes
Comment: Santa Clara Valley Water District
Stormwater Management Plan Yes No No No
Comment: Included in the City’s municipal code for Stormwater Pollution Protection Urban Water Management Plan Yes No Yes No
Comment: The 2020 Urban Water Management Plan (UWMP)
Habitat Conservation Plan No Yes No Yes
Comment: 2013 – Santa Clara Valley Habitat Plan
Green Infrastructure Plan No No No No
Comment: None Identified.

Parks or Open Space Plan Yes No No No
Comment: Parks and Open Space is also addressed in the Natural Element and Community Services Element of the 2030 Comprehensive Plan.

Economic Development Plan No No No No
Comment: The primary considerations for this are included in the City’s Comprehensive Plan.

Transportation Plan Yes Yes No No
Comment: Transportation is covered in the 2030 Comprehensive Plan, Transportation Element.

Shoreline Management Plan Yes No No No
Comment: Baylands Master Plan 2008. The 2008 plan is an information update with the goal of producing an up-to-date record of Council approved policies and actions in the Baylands. It includes the history, environmental setting and adopted planning goals and policies for the Baylands area.

Baylands Comprehensive Conservation Plan. Palo Alto is currently preparing this plan. It will address future management of the Baylands including conservation, recreation, and visitor use for the next 15 years and beyond.

Community Wildfire Protection Plan Yes Yes No Yes
Comment: Palo Alto is a part of the Santa Clara County CWPP. It is currently being updated.

Urban Forest Management Plan Yes No No No
Comment: 2019 - The purpose of the plan is to establish long-term management goals and strategies to foster a sustainable urban forest in Palo Alto. It was developed using an inter-departmental team of staff in conjunction with Canopy and community partners.

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Planning, Legal, or Regulatory
Capability
Local
Authority
Other
Jurisdiction
Authority
State
Mandated
Integration
Opportunity?
Climate Action Plan Yes No No Yes
Comment: 2022 – In 2020, the City started to update the City’s Sustainability and Climate Action Plan (S/CAP) to develop the strategies needed to meet the City’s sustainability goals, include the goal of reducing greenhouse gas emissions by 80% below 1990 levels by 2030. Parts of the plan were updated again in 2022.

Local Emergency Operations Plan Yes No No Yes
Comment: 2016 - The Palo Alto Emergency Operations Plan (EOP) identifies the City’s emergency planning, organization, and response policies and procedures.

Threat and Hazard Identification and
Risk Assessment (THIRA)
Yes Yes No
(Partial)
No
Comment: City of Palo Alto THIRA, 2017
Post-Disaster Recovery Plan No No No Yes
Comment: None Identified.

Continuity of Operations Plan Yes No No No
Comment: Palo Alto completed Continuity of Governance/Continuity of Operations planning in 2017; the manner with which this is managed is currently being reviewed to determine how best to maintain this function.

Public Health Plan No Yes Yes No
Comment: The Santa Clara County Department of Public Health has responsibility for public health planning across the County.

Other: Yes Yes No Yes
Comment: WUI/Foothills Fire Management Plan: This plan was updated in 2016.

Table 6: Financial Capabilities
Financial Capability Could the resource be
used to fund future
mitigation activities?
Has the funding resource been
used in the past for mitigation
activities? If yes, for what type
of mitigation activities?
Community Development
Block Grants
Yes No
Other Federal Funding
Programs
Yes No
Capital Improvements Project
Funding
Yes Yes
Authority to Levy Taxes for
Specific Purposes
Yes No
User Fees for Water, Sewer,
Gas or Electric Services
Yes Yes, CIP projects for Utilities and
Public Works departments
Stormwater Utility Fee Yes Yes, storm drain masterplan CIP projects. Green Stormwater
Infrastructure.

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Financial Capability Could the resource be
used to fund future
mitigation activities?
Has the funding resource been
used in the past for mitigation
activities? If yes, for what type
of mitigation activities?
Incur Debt through General
Obligation Bonds
Yes Yes
Incur Debt through Special
Tax Bonds
Yes Yes, the improvement of public-
school facilities, and other
infrastructure improvements.

Incur Debt through Private
Activity Bonds
No Yes, for the construction of a new
Public Safety building.

Withhold Public Expenditures
in Hazard-Prone Areas
Yes No
State Funding Programs Yes Yes, improving public safety resources and systems, and
advancing infrastructure
development projects.

Development Impact Fees for
Homebuyers or Developers
Yes No
Public or Private Partnership
Funding Sources
Yes No
Other Funding Sources Yes No

Table 7: Staffing Capabilities
Staffing Capability Have Capability? Is staffing adequate to enforce regulations?
Is staff trained on
natural hazards
and mitigation?
Chief Building Official  Yes
 Full time
 Planning and
Development Services
Department
Yes Yes
Parks and Recreation
Director
 Yes
 Full time
 Department of
Community Services
Open Space & Parks
Yes Yes
Emergency Manager  Yes
 Full time
 Office of Emergency
Services
No Yes
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Staffing Capability Have Capability? Is staffing adequate to enforce regulations?
Is staff trained on
natural hazards
and mitigation?
Community Planner  Yes
 Full time
 Department of
Planning &
Development,
Department of
Community Services
Open Space & Parks
No No
Civil Engineer  Yes
 Full time
 Department of Public
Works, Department of
Planning &
Development
No Yes
Engineers or
professionals
trained in building or
infrastructure
construction practices
 Yes
 Full time
 The City does not
have one Civil
Engineer, it has a
public works director,
and an engineering
department of
Professional
Engineers. The Public
Works Director acts as
the City’s Civil
Engineer designate.

No Yes
Planners or engineers
with knowledge of land
development and land
management practices
 Yes
 Full time
 Planning &
Community
Environment –
Planner, Community &
Services Department
– Open Space Ranger
No No
Planners or engineers
with an understanding
of natural hazards
 Yes
 Full time
 Public Works -
Engineer,
Development Services
– Building Inspector
Yes Yes
Surveyors  Yes
 Full time
 Public Works
Yes
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Staffing Capability Have Capability? Is staffing adequate to enforce regulations?
Is staff trained on
natural hazards
and mitigation?
GIS Coordinator or
personnel skilled or
trained in GIS
applications
 Yes
 Full time
 Information
Technology
Yes No
Public Works Director  Yes
 Full time
 Department of Public
Works
Yes Yes
Fire Chief  Yes
 Full time
 Palo Alto Fire
Department
Yes Yes
Environmental Director  Yes
 Full time
 Public Works,
Environmental
Services
Yes Yes
Staff with training in
benefit/cost analysis
 Yes
 Full time
 Administrative
Services, Accounting
Division
Yes Yes
Scientist familiar with
natural hazards in local
area
 Yes
 Full time
 U.S.GS, NWS
Yes No

Table 8: Administrative and Technical Capabilities
Administrative or Technical
Capability
Have Capability? Has the capability been used to
assess or mitigate risk in the past? If
yes, what type of hazard event?
Maintenance programs to
reduce risk
Yes Multiple maintenance programs
executed through the Department of
Public Works. Also, the City Utilities
Department maintains Electric, Water,
Gas, and Wastewater systems.

Mutual aid agreements Yes Palo Alto participates in the statewide, California Master Mutual Aid Agreement
for public safety services.

Hazard data and information Yes Yes, flooding and creek monitoring.

Hazus analysis or GIS
software
Yes Yes, flooding and creek monitoring.

Grant writing Yes (Contracted) Yes, grants for all hazards.

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Administrative or Technical
Capability
Have Capability? Has the capability been used to
assess or mitigate risk in the past? If
yes, what type of hazard event?
Does your jurisdiction have
any established warning
systems or services for
hazard events?
Yes AlertSCC. Alerts are sent directly to your
mobile device, landline, and/or email.

Alerts for fire, earthquake, Heavy rain,
heavy winds, extreme temperatures,
crime, and instructions during a disaster.

Table 9: National Flood Insurance Program (NFIP) Compliance Topic Response
What department in your jurisdiction is
responsible for floodplain management?
Department of Public Works
Who acts as your jurisdiction’s floodplain
administrator?
Public Works Engineer
Is the floodplain administrator or NFIP
Coordinator certified?
Yes
Is floodplain management an auxiliary
function in your jurisdiction?
No
What is the date of adoption of your flood
damage prevention ordinance?
2004
Do floodplain development regulations meet
or exceed FEMA or state minimum
requirements? If regulations exceed
requirements, in what ways?
Yes
How are the substantial
improvement/substantial damage provisions
implemented?
The substantial improvement and substantial
damage definitions for the city meet the standard
definitions given by the NFIP. In addition to
assessments post event, permit review can be
used to track substantial improvement/substantial
damage. The Floodplain Administrator is
responsible for reviewing all development permits.

The local permit official is responsible for making
substantial improvement/substantial damage
using permit information. The closer to 50%
market value the improvements are, the greater
the need for precision. If the improvement is
estimated to be between 40-60% of the market
value, additional information may be requested
from the permit applicant or owner. Community
members interested in learning more about these
provisions can find further information on the city’s
website at
https://www.cityofpaloalto.org/Departments/Public-
Works/Engineering-Services/Floodplain-
Management/Substantial-Damage-and-
Improvement.

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Topic Response
Provide an explanation of the permitting
process for development within the floodplain.

See the Palo Alto Municipal Code, 16.52.10
Does your floodplain management program
meet or exceed minimum requirements?
Yes
When did your jurisdiction enter the NFIP? September 19, 1984 Is your jurisdiction in good standing with the
NFIP?
Yes
Are the jurisdiction’s Flood Insurance Rate
Maps (FIRMs) digital, paper, or both?
Digital
Adopted effective maps dated 5/18/2009
Explanation of NFIP administration services
within your jurisdiction.

Before building plans are processed for approval,
Public Works Engineering Technicians does a
flood zone screening checklist. The purpose of the
check list is to determine the flood zone
designation, base flood elevation and all the
construction regulations that the homeowner
needs to comply to build a structure in a flood
zone. The City has a flood zone look up on the
City’s website. Public Works Engineering
Technicians can provide the flood zone
designation and the base flood elevation of the
properties to homeowners.

FEMA 100-year flood maps are available on the
City’s GIS. City’s GIS can show parcel boundaries
along with the flood zone and flooding boundaries.

The City has FEMA certified Flood Plain Manager
(CFM) and staff that can assist homeowners on
the requirements to build a structure in a FEMA
designated 100 year flood zone, Which includes
LOMA, CLOMA, Flood Proofing Certificate,
Elevation Certificate, etc. Public Works Inspectors
inspects, reviews and signs off on all Elevation
Certificates for structures built in FEMA
designated flood zone areas. The City mails
safety tips from flooding as utility inserts to all City residents every year. The utility insert includes
information on how to protect properties from flood
hazard before flooding, during flooding and after
flooding. The information on flood safety is also
available on the City website.

Barriers to running an effective NFIP program
in your jurisdiction.

None
When was the most recent Community
Assistance Visit (CAV) or Community
Assistance Contact (CAC)?
2021
Is a CAV or CAC scheduled or needed? Yes. A visit is scheduled in the fall of 2023.

Does your jurisdiction have any outstanding
NFIP compliance violations that need to be
addressed?
No
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Topic Response
Do your flood hazard maps adequately
address the flood risk within your
jurisdiction?
Yes
Does your floodplain management staff need
any assistance or training to support its
floodplain management program?
Yes, additional staffing.

Does your jurisdiction participate in the
Community Rating System (CRS)?
Yes, class 6
How many structures are exposed to flood
risk within your jurisdiction?
 In 10% annual chance flood hazard area:
2,829
 In 1% annual chance flood hazard area: 4,994
 In 0.2% annual chance flood hazard area:
20,184
How many flood insurance policies are in
force in your jurisdiction?
 What is the insurance in force?
 What is the premium in force?
 3,665 policies in force
 $957,293,500 insurance in force
 $4,126,988 premium in force
Areas of flood risk with limited NFIP policy
coverage.

Unknown
How many total loss claims have been filed in
your jurisdiction?
 How many claims were closed without
payment or are still open?
 What is the total amount of paid claims?
 How many claims were for substantial
damage?
 473 total loss claims have been filed
  104 claims closed without payment
  $8,984,657.71 total payments for losses
How NFIP compliance will be continued during
the next 5 years.

NFIP compliance will be continued by following
the FEMA Floodplain Management Regulations,
the California Building Code, and the floodplain
management requirements that are on the City’s
Municipal Code for all new construction and
substantial improvement construction in Special
Flood Hazard Areas (SFHAs). The link to FEMA’s
Map Service Center is provided on the City’s
website for flood zone identification for any
properties. The City also provides a service to
provide flood zone designations and base flood
elevations from the City’s Flood Zone Lookup from
the City’s website. All LOMA documents are
attached in the City’s GIS system. Thus, local
requests for map updates for properties with
LOMAs can be viewed on the City’s GIS map. The
City’s public works inspectors monitors all
constructions — substantial improvements and
non-substantial improvements — in SFHAs.

Elevation Certificates (ECs) are reviewed, signed,
and approved by public inspectors when the
building has been constructed in compliance with
NFIP regulations.

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Table 10: Education and Outreach Capabilities
Education or
Outreach Capability Response
How does the
personnel, program, or
organization relate to
disaster resilience and
mitigation?
Could the
personnel,
program, or
organization help
implement future
mitigation
activities?
Does your
jurisdiction have a
Public Information
Officer or
Communications
Office?
Yes. The City
Communications Office,
Public Safety public
information officers, and
Utilities Communication
Manager provide public
information officer functions.

PIO and
Communications provide
public alerts and
warnings using multiple
systems.

Yes
Does your
jurisdiction have
personnel skilled or
trained in website
development?
Yes Websites provide
information for public
consumption of
mitigation activities
across the City.

Yes
Does your
jurisdiction have
hazard mitigation
information
available on your
website?
 Yes.
www.cityofpaloalto.org/lh
map &
www.cityofpaloalto.org/thir
a
 Palo Alto maintains and
follows an Open data
initiative that makes large
amounts of governmental
information available to
the public. The City has a
local hazards mitigation
page on the City website.

This plan provides
suggested mitigation
actions the City could
consider.

Yes
Does your
jurisdiction utilize
social media for
hazard mitigation
education and
outreach?
Yes, The City has
implemented the use of social
media using Nextdoor to
communicate these types of
information to the public at
large.

Those who perform
these roles provide
hazard related
preparedness
information to the
community on a
seasonal basis
Yes
Does your
jurisdiction have
any citizen boards
or commissions
that address issues
related to hazard
mitigation?
 The Planning &
Transportation
Commission advises the
City Council, Planning
Director, and
Transportation Director on
land use and
transportation matters,
including the
Comprehensive Plan,
Commissions, through
their routine advisory
roles, address topics
that have a nexus to
mitigation activities.

These commissions
make recommendations
to the City Council for
consideration.

Yes
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Education or
Outreach Capability Response
How does the
personnel, program, or
organization relate to
disaster resilience and
mitigation?
Could the
personnel,
program, or
organization help
implement future
mitigation
activities?
zoning, transportation
programs, and related
matters.
 Utilities Advisory
Commission (UAC) is
charged with providing
advice on acquisition,
development, and
financial review of electric,
gas and water resources;
joint action projects with
other public or private
entities which involve
electric, gas or water
resources; environmental
implications of proposed
electric, gas or water utility
projects; and conservation
and demand
management. Additionally,
the UAC is charged with
providing advice on the
acquisition, development
and financial review of the
dark fiber network and
wastewater collection
utilities.
 Citizen Corps is a best
practice and model
advocated by the federal
government to integrate
volunteers, non-
government entities, the
private sector, and other
groups with local
programs related to
homeland security and
emergency management
(HS/EM).

Does your
jurisdiction have
any ongoing public
education or
information
programs that could
be used to
communicate
 Yes. Palo Alto maintains
and follows an Open data
initiative that makes large
amounts of governmental
information available to
the public. The City has a
local hazards mitigation
page on the City website.

A wide range of data
and information sources
are available for public
consumption bringing
awareness to those who
seek it.

Yes
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Education or
Outreach Capability Response
How does the
personnel, program, or
organization relate to
disaster resilience and
mitigation?
Could the
personnel,
program, or
organization help
implement future
mitigation
activities?
hazard-related
information?
The website also provides
several sources for hazard
related information
including a threats and
hazards page, but also in
the comprehensive plan.
 The emergency services
volunteer program also
serves as a
communications network
in their outreach to
neighborhood members
as well as their
participation in community
events.
 https://www.cityofpaloalto.
org/Departments/Emergen
cy-Services;
https://www.cityofpaloalto.
org/Departments/Emergen
cy-Services/Emergency-
Volunteers;
https://www.cityofpaloalto.
org/Departments/Fire/Prep
are-For-Wildfire-READY-
SET-GO
 The Fire Department
provides fire prevention
training throughout the
community; the Public
Works department
provides community
education through their
Clean Bay initiative and
tours of the Regional
Water Quality Control
Plant; the Community
Services Department
provides environmental
education through their
partnership with Save the
Bay organization.

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Education or
Outreach Capability Response
How does the
personnel, program, or
organization relate to
disaster resilience and
mitigation?
Could the
personnel,
program, or
organization help
implement future
mitigation
activities?
Does your
jurisdiction have
local citizen groups
or nonprofit
organizations
focused on
environmental
protection,
emergency
preparedness,
and/or underserved
populations?
 Yes. Citizen Corps is a
best practice and model
advocated by the federal
government to integrate
volunteers, non-
government entities, the
private sector, and other
groups with local
programs related to
homeland security and
emergency management
(HS/EM).
 The City also maintains an
Emergency Services
Volunteer program to
support preparedness,
response, and recovery
efforts.
 https://www.cityofpaloalto.
org/Departments/Emergen
cy-Services/Emergency-
Volunteers
The individuals who
participant in Citizen
Corps activities
champion resilience
topics and share this
information across the
community.

Yes
Does your
jurisdiction have
ongoing public
education or
information
programs?
 Yes. Palo Alto maintains
and follows an Open data
initiative that makes large
amounts of governmental
information available to
the public. The City has a
local hazards mitigation
page on the City website.

The website also provides
several sources for hazard
related information
including a threats and
hazards page, but also in
the comprehensive plan.

The emergency services
volunteer program also
serves as a
communications network
in their outreach to
neighborhood members
as well as their
participation in community
events.
 https://www.cityofpaloalto.
org/Departments/Emergen
Public education
activities occur in
various departments and
community groups.

These efforts provide
opportunities to educate
various elements of the
community.

Yes
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Education or
Outreach Capability Response
How does the
personnel, program, or
organization relate to
disaster resilience and
mitigation?
Could the
personnel,
program, or
organization help
implement future
mitigation
activities?
cy-Services;
https://www.cityofpaloalto.
org/Departments/Emergen
cy-Services/Emergency-
Volunteers;
https://www.cityofpaloalto.
org/Departments/Fire/Prep
are-For-Wildfire-READY-
SET-GO
 The Fire Department
provides fire prevention
training throughout the
community; the Public
Works department
provides community
education through their
Clean Bay initiative and
tours of the Regional
Water Quality Control
Plant; the Community
Services Department
provides environmental
education through their
partnership with Save the
Bay organization.
 Implemented the use of
social media using
Nextdoor to communicate
these types of information
to the public at large.

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Education or
Outreach Capability Response
How does the
personnel, program, or
organization relate to
disaster resilience and
mitigation?
Could the
personnel,
program, or
organization help
implement future
mitigation
activities?
Does your
jurisdiction have
natural disaster or
safety related
school programs?
 Yes, Palo Alto maintains
and follows an Open data
initiative that makes large
amounts of governmental
information available to
the public. The City has a
local hazards mitigation
page on the City website.

The website also provides
several sources for hazard
related information
including a threats and
hazards page, but also in
the comprehensive plan.
 The emergency services
volunteer program also
serves as a
communications network
in their outreach to
neighborhood members
as well as their
participation in community
events.
 https://www.cityofpaloalto.
org/Departments/Emergen
cy-Services;
https://www.cityofpaloalto.
org/Departments/Emergen
cy-Services/Emergency-
Volunteers;
https://www.cityofpaloalto.
org/Departments/Fire/Prep
are-For-Wildfire-READY-
SET-GO
 The Fire Department
provides fire
prevention training
throughout the
community; the
Public Works
department provides
community education
through their Clean
Bay initiative and
tours of the Regional
Water Quality Control
Plant; the Community
Services Department
provides
environmental
education through
their partnership with
Save the Bay
organization.
 Implemented the use
of social media using
Nextdoor to
communicate these
types of information
to the public at large.

Yes
Does your
jurisdiction have
public/private
partnership
initiatives
addressing
disaster-related
issues?
Yes. Palo Alto has
established a partnership with
VMWare, whose campus is
located in Palo Alto. Through
this partnership, VMWare has
created a solar ‘Micro Grid’
that can support public safety
operations in a crisis.

This provides resilience
for potential ‘power
outage’ scenarios, or to
augment public safety
operations in vicinity of
the Wildland Urban
Interface.

Yes
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Table 11: Community Classifications
Participating? Classification Date
Classified
Community Rating System Yes 6 5/1/2017
Building Code Effectiveness Grading
Schedule
Yes 3 2018
Insurance Services Office (ISO) Fire Rating Yes 2 2016
National Weather Service StormReady
Program®
Yes N/A 2015
Firewise USA® Program No N/A N/A

Table 12: Development and Permitting Capabilities
Development or Permitting Capability Response
Does your jurisdiction issue development
permits?
 If no, who does? If yes, which department?
Yes, Development Services Department
Does your jurisdiction have the ability to track
permits by hazard area?
Yes
Does your jurisdiction have a buildable lands
inventory?
No

Table 13: Adaptive Capacity for Climate Change
Adaptive Capacity Assessment Question Jurisdiction Rating Technical Capacity
Jurisdiction-level understanding of potential climate change impacts High
Comment: The City has a Sustainability Officer who manages a stakeholder team of both internal staff members and external agency representatives to understand the climate change issues in Palo Alto.

The City’s Sustainability and Climate Action Plan demonstrates the understanding of climate change impacts; Palo Alto in engaged in Bay Area conservation planning groups that are also in volved in climate change impacts.

Jurisdiction-level monitoring of climate change impacts High Comment: The City recently completed a Sea Level Rise Vulnerability Assessment which documents potential sea level rise hazards to City and community assets from increments of sea level rise between 12 to 84 inches.

Technical resources to assess proposed strategies for feasibility and externalities High
Comment: Staff members are assigned to assess and propose strategies for climate change impacts.

These strategies are then included in the City’s Comprehensive Plan, Hazard Mitigation Planning, and Sustainability and Climate Action Plan.

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Adaptive Capacity Assessment Question Jurisdiction Rating Jurisdiction-level capacity for development of greenhouse gas emissions inventory High
Comment: In 2009 Palo Alto published the City’s Climate Protection Plan to reduce greenhouse gas emissions. The Climate Protection Plan provides a comprehensive inventory of emissions, reduction targets, and steps to reach those targets.
(http://www.cityofpaloalto.org/civicax/filebank/documents/9986). In 2014 the City updated this plan with new emissions data, goals, and actions. Additionally, the City has developed several programs to further reduce emissions including a long-term road map coordinated through the Sustainability and Climate Action Plan as well as the City’s carbon neutral electric plan.

Capital planning and land use decisions informed by potential climate impacts High
Comment: As a result of the technical resources assigned to this planning element, Palo Alto incorporates decisions into Comprehensive Planning, Local Hazard Mitigation Planning, and Sustainability and Climate Action Planning.

Participation in regional groups addressing climate risks High Comment: Palo Alto staff members are involved in Local, Regional, and National groups studying climate/change and adaption issues.

Implementation Capacity
Clear authority/mandate to consider climate change impacts during public decision-making processes High
Comment: The Palo Alto City Council has established an aggressive GHG reduction goal and is in process of updating its Comprehensive Plan and adopting a Sustainability and Climate Action Plan that will mandate considering climate change impacts during public decision-making processes.

Identified strategies for greenhouse gas mitigation efforts High Comment: The City’s Sustainability and Climate Action Plan (scheduled for approval 11/28) identifies strategies for reducing GHG emissions 80 percent by 2030 (against a 1990 baseline) and for adapting to expected climate change impacts. These include strong energy efficiency requirements in building codes; exploring electrification (switching customers from natural gas to carbon neutral electricity); embedding sustainability and climate considerations into the City’s purchasing, operations, and capital investment processes; encouraging shift of private and public vehicles to EVs, supported by expanded EV infrastructure; continued pursuit of the City’s zero waste goals.

Identified strategies for adaptation to impacts High
Comment: The City’s Sustainability and Climate Action Plan identifies strategies to prepare for climate change by reducing the impacts of climate change from sea level rise and wildfires.

Champions for climate action in local government departments High Comment: Public Works Director sitting on City’s Executive Leadership Team; multi-department Sustainability Steering Committee; multi-department Sustainability Leadership Team.

Political support for implementing climate change adaptation strategies High
Comment: Strong community and Council support; climate change has been a top Council priority for the past 3 years.

Financial resources devoted to climate change adaptation High Comment: Currently, the City provides funding for staff members to engage in change adaptation planning including a Chief Sustainability Officer, and additional departmental staff members on an ad hoc basis. The City has a Capital Improvement Plan (CIP) fund that will provide funding for designated projects. The City Council can allocate funding for change adaptation projects as well.

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Adaptive Capacity Assessment Question Jurisdiction Rating Local authority over sectors likely to be negative impacted Low Comment: The Sea Level Rise Vulnerability Assessment identifies the sectors likely to be negatively impacted by climate change. The Vulnerability Assessment focuses on sectors withing Palo Alto’s authority.

Public Capacity
Local residents knowledge of and understanding of climate risk High Comment: Palo Alto includes a highly educated community, many of whom understand climate risks.

The City has hosted several events, webinars, and workshops focused on various topics of climate risk (https://www.cityofpaloalto.org/City-Hall/Sustainability/Get-Involved/SCAP-Community-Engagement).

Local residents support of adaptation efforts High
Comment: There is strong local support for adaptation efforts. The City hosted a public Sustainability and Climate Action Plan Ad Hoc Meeting to discuss wildfires and sea level rise (https://www.cityofpaloalto.org/City-Hall/City-Council/Sustainability-and-Climate-Action-Plan-Ad-Hoc- Committee), as well as several Sea Level rise workshops and webinars (https://www.cityofpaloalto.org/sealevelrise). Many community members are speaking up about their concerns of climate change, and several organizations have organized action groups (i.e. Palo Alto Green, Save Palo Alto Groundwater).

Local residents’ capacity to adapt to climate impacts Medium Comment: Climate adaptation and sea level rise is addressed in the soon-to-be adopted Sustainability and Climate Action Plan (S/CAP). The in-development Sea Level Rise Adaptation Plan will address local residents’ capacity to adapt to climate impacts. The S/CAP also has a goal to minimize wildland fire hazards by ensuring adequate provisions for vegetation management, emergency access and communications, inter-agency firefighting, and standards for design and development within wildland areas.

Local economy current capacity to adapt to climate impacts Medium Comment: Generally strong economy; very energy efficient compared to U.S.; substantial local food production capacity; but generally unrecognized risk to Long-Term water supplies (impacting potable water, hydropower, and agriculture).

Local ecosystems capacity to adapt to climate impacts Medium Comment: Depends on the extent of the impacts. The City can expect successional pressure on ecosystems from temperature and precipitation changes, other impacts from wildfires and flooding.

8.4.3. Opportunities to Expand Upon and Improve Existing Capabilities The hazard mitigation planning process presented the opportunity for the community to discuss and evaluate their current capabilities however, building mitigation capabilities is an ongoing process. New capabilities can be added which will support mitigation. Current capabilities can also be enhanced to actively support mitigation and reduce risk. Significant efforts have been made to increase the capabilities of jurisdictions across the OA. By participating in this plan update, each community is reinforcin g their support for mitigation and understanding of the capabilities they need to successfully implement mitigation measures. Actions that can expand and improve existing authorities, plans, policies, and resources for mitigation include:
 Developing a Climate Action Plan which incorporates hazard data and actions to adapt to a changing climate.
 Budgeting and passing policies and procedures for mitigation actions.  Adopting and implementing stricter mitigation regulations.

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 Approving the training of staff for mitigation activities.  Approving mitigation updates to existing plans as new needs are recognized.  Continuing to update plans as necessary to ensure they are current and reflect the needs of the community or special district.
 Further developing warning systems and messaging.
 Creating and implementing additional public education and outreach offerings and increasing the volume of translated materials.
 Ensuring grant opportunities are capitalized upon to meet mitigation goals.

Each type of the four FEMA-identified capabilities were evaluated, in addition to OA-priority capabilities like adaptive capacity. Gaps and limitations, if any, are discussed in the tables above. Additional jurisdiction-specific opportunities to expand on and improve capabilities for reducing risk include:
 Continue to participate in the Community Rating System and identify additional actions to both reduce flood risk and reduce flood insurance premiums.
 Update the Comprehensive Plan and include requirements to address climate change.  Adopt and implement the city’s new Sustainability and Climate Action Plan (S/CAP).  Acquire additional planning, engineering, and emergency management professionals who can support hazard mitigation initiatives.
 Expand grant writing capabilities to include mitigation grants such as BRIC.

8.5. Integration with Other Planning Initiatives
This section describes the process for integrating the hazard mitigation plan into local planning mechanisms.

8.5.1. Existing Integration
The following plans and programs currently integrate the goals, risk assessment and/or recommendations of the hazard mitigation plan:
 Comprehensive Plan: The Local Hazard Mitigation Plan is nested within the City’s Comprehensive Plan, and many of the policies and programs in the Comprehensive Plan now have mitigation linkages for the hazards addressed in this plan.  Municipal Code: The City of Palo Alto Municipal Code establishes risk mitigation standards for building codes that impact the City’s seismic and flood risks.  Sustainability and Climate Action Plan: The City’s Sustainability and Climate Action Plan is the primary document that addresses the City’s programs and mitigation actions for climate adaptation.
 Seismic Hazards Identification Program: This program will evolve in the near future to provide additional policies to reduce risks to seismic prone buildings.  Community Rating System: Palo Alto will continue efforts to reduce the City’s CRS rating to reduce flood risks to those property owners in FEMA designated flood zones. The prior LHMP was provided as a part of the city’s local CRS assessments in order to maintain the current CRS rating by implementing preparedness measures through drills and exercises, community outreach, and LHMP annual updates.

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 Energy Assurance Plan: Palo Alto is developing programs and actions to improves the City’s energy assurance for certain critical infrastructure.
 Foothills Fire Management Plan: This plan addresses a broad range of integrated activities and planning documents to identify and mitigate the impacts of fire hazards in the Palo Alto Foothills Area. Fire mitigation project areas include the boundaries of Foothills Park and Pearson - Arastradero Preserve and each year the City allocates resources to treat segments of the project area and to provide public education and awareness.
 Water Conservation Best Management Practices (BMP): Since 2002, the City has partnered with the Santa Clara Valley Water District (SCVWD) to promote and cost-share water efficiency programs for Palo Alto customers. Through this cost-sharing agreement, the City pays roughly half of the cost of the programs, with SCVWD administering many of these programs including onsite water audits, and rebates for landscape conversion as well as water efficient fixtures and appliances. The City also administers other water conservation programs in-house or through separate contracts with outside vendors, such as the Home Water Report program. The City continues to evaluate opportunities for program partnership opportunities with the Bay Area Water Supply and Conservation Agency and other regional alliances.  Funding/Day-to-Day Projects: The City asks for public assistance regarding stormwater, water use, defensible space issues among others. The LHMP addresses projects to encourage compliance with city policies. Additionally, the City works with various special districts and incorporates specific projects into the LHMP that serve all entities. Examples are with the San Francisquito Creek Joint Powers Authority and Valley Water for our CRS assessments and NFIP flood reduction projects; and the interdepartmental efforts to reduce wildfire risks in our Wildland Urban Area.

8.5.2. Opportunities for Future Integration
The following plans and programs do not currently integrate the goals, risk assessment and/or recommendations of the hazard mitigation plan, but provide an opportunity for future integration:
 Capital Improvement Program (CIP): Many of the CIP projects being implemented have a direct or indirect application to local hazards. Specific projects will become part of Palo Alto’s mitigation action plan and vice versa.
 One Water Plan: The development of this plan was identified as a key action in the city’s Sustainability and Climate Action Plan. The water plan will evaluate alternative water supplies, define existing and future uncertainties and supply risks, and identify community nee ds and priorities. This relates to multiple hazards and actions described in the MJHMP.  Community Wildfire Protection Plan: This plan is currently being updated. Data and mitigation actions can be reflected in both plans.
 Building Codes/Zoning: The City updates these hazard-related policies as needed in accordance with State requirements. The last update was in 2022, and additional updates may occur before the next MJHMP update.

The City has a number of plans and policies that have a nexus with the MJHMP. City staff members actively work with another to integrate topics between these plans/policies during normal working group meetings. The diverse group of internal stakeholders that participated in this plan update reflects the city’s collaborative approach to integrating this MJHMP with other planning mechanisms. The Local Mitigation Planning Team will be responsible for integrating information from the 2023 hazard mitigation plan in accordance with normal Palo Alto planning activities.

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8.6. Jurisdiction-Specific Natural Hazard Event History Table 139 lists all past occurrences of natural hazards within the jurisdiction.

Table 14: Natural Hazard Events 1F1F
1 Type of Event FEMA Disaster #
(if applicable)
Date Preliminary
Damage Assessment
January 2023 Severe
Storms
DR-4683 01/14/2023 Unknown
COVID-19 Response DR-3428 03/13/2020 Unknown
Flood DR-1203 02/09/1998 $23 million
Earthquake DR-845 10/18/1989 Unknown
Flood DR-651 01/07/1982 Unknown
Flood N/A 1967 Unknown
Flood N/A 1958 Unknown
Flood N/A 1955 Unknown
Flood N/A 1911 Unknown
Flood N/A 1862 Unknown

8.7. Jurisdiction-Specific Vulnerabilities
 Palo Alto tends to fall around the middle compared with other jurisdictions in the OA in terms of estimated losses to the earthquake Hazus scenarios. Estimates for structural losses were between $800-$900 million for the three fault-based scenarios, representing 4.3-4.9% of the total building value in the city. There is a high density of seismically at-risk soft-story, concrete tilt-up, and concrete shear wall buildings constructed prior to 1994 that have not been retrofitted, which is a mix of residential and commercial use. Moderate to High liquefaction potential begins near the center of the city and rises closer to the coastline. Structures and utilities in these areas are at additional risk to damage from changes in stability during an earthquake related to soil conditions.

The city public safety building (built in 1970) and Fire Station 4 (built in 1953) are considered to be vulnerable to seismic activity because they do not include modern seismic building standards.  A total of 604 buildings valued at $25 million are within wildfire hazard areas in Palo Alto. A total of 1,711 people (2.5% of the total population) reside within wildfire hazard areas. The Foothills community and potable water supply reliability from reservoirs are vulnerable to wildfire.

Additional water storage has been created in the low-lands to offset water losses. Power lines are occasionally de-energized in high wind events and similar conditions that may increase risk of wildfire. Although de-energizing lines reduces risk of igniting a wildfire, power interruptions can affect operations of other critical facilities, including water distribution facilities needed for fire response efforts. Other mitigation techniques could reduce wildfire ignition from power distributions without loss of power service. Not all structures in areas at risk to wildfire are constructed with fire resistant materials or have adequate defensible space or other forms of vegetation management to reduce wildfire risk. Wildfire risk is expected to increase by extended periods of drought or extreme heat caused by climate change.

1 Damage assessment information from San Francisquito Creek Joint Powers Authority (2006), except 1862 flood information from various historical records. Recreating the Great California Flood of 1862 – A Case Study. NOAA Physical Sciences Laboratory. https://psl.noaa.gov/data/20thC_Rean/CA_flood_1861-1862/ Item 14
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 A total of 8,200 residents and 3,318 households are in potential inundation areas from high hazard dams: Felt Lake and Lagunita. Structures valued at over $2 billion are also within these potential inundation areas. See Figure 58 and 59 in the base plan for location. Foothills Nature Preserve Dam has shown signs of seepage, and monitoring may expose needs for repairs or other improvements.
 A total of 629 people (.92% of the total population) are within the 1% SFHA, and 4,534 (6.62%) are within the 0.2% SFHA. Structures in these areas are valued at $158 million and $367 million respectively. Roughly 20 percent of Palo Alto is exposed to special flood hazard areas including, 3 schools (1 public, 2 private), several businesses, and other public infrastructure. There are residents living in this area who require assistance, but there are strong neighborhood resources to assist. Levees in the Baylands help mitigate flood risk and sea level rise to structures closer to the bay. Several levees need improvements. The tide gate is also in need of replacing.  A large portion of Palo Alto is at risk to flooding from the San Francisquito Creek due to two poorly designed bridges. Heavy rain events can result in high water flows that these bridges cannot handle, including Pope Chaucer bridge and Newell Road Bridge The stream channel may experience bank erosion or other damage during flood or heavy rain events. The storm drain system has deteriorated with age and is also in need of repairs or other improvements.  A total of 620 residents are exposed to landslide potential. Structures in moderate to high landslide risk areas are valued at $520 million. Roadways in the Palo Alto Foothills are exposed to landslide risks, which could limit the ability to move into and out of this area. Water storage tanks in the landslide risk area may also be at risk to damage from landslide . Damage to these tanks would disrupt water supply delivery to the city.
 Vulnerability of permanent structures and residences to tsunami are minimal. The potential evacuation area for tsunami is adjacent to HW 101, a primary transportation route in northern Palo Alto.
 Impacts from inclement weather such as heavy rain, hail, and wind are likely to be very similar across the OA. Individual events may impact only limited areas, but the entire OA is at risk to similar conditions. Heavy rain may cause localized flooding on roadways and low-lying areas which may disrupt transportation for the general public and can also delay emergency response.

Heavy rain can also have cascading impacts on landslide potential or strain the capacity of dams.

High winds can disrupt power, communication and other services and cause damage to structures. Extreme heat or cold can be harmful to health, particularly those with inadequate housing with adequate warming and cooling systems.
 Extreme heat can strain power sources and contribute a need to implement rolling blackouts.

These power outages can increase the risk of heat-related illness for vulnerable populations.

Backup power systems or other secondary sources of power at critical facilities and public spaces that can be used as cooling centers could address this risk.  Power outages occur throughout the community when high winds, combined with years of drought, and heavy rains and high winds cause tree limbs to come into contact with power lines.

Commercial communications infrastructure does not have adequate backup power systems to maintain lifeline needs.
 Single grid tied high voltage transmission connection to PG&E for the power supply to the City, where it is then distributed by City of Palo Alto Utilities (CPAU) across the City of Palo Alto community. This presents a vulnerability to conditions that impact this transmission line.  Impacts from drought will be fairly consistent across the OA. Drought impacts vegetation and can make it more vulnerable to disease and wildfire. Extended drought may necessitate limits on landscape irrigation or higher costs for irrigation, which can have economic impacts. Although agriculture is not a primary economic sector in the OA, drought can have severe negative impacts on growth of crops and gardens. Drought is expected to be more common in the future due to Item 14
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climate change. Water conservation efforts and expansion of water recycling systems are needed to maintain a reliable city water supply.
 In order to better anticipate flooding or wildfire risks, sensors are currently employed to provide rainfall amounts, creek flow rates and heights, and video monitoring. Providing more sensors along creeks or in the Foothills area could improve the information used to make community facing decisions.

Climate Change Considerations:

Anticipated changes in climate may increase the number of occurrences, length or intensity in hazards such as extreme heat or drought, as indicated by the CMRA tool. Both drought and extreme heat conditions contribute to increased risk of wildfire, as lack of precipitation and high temperatures both contribute to vegetation becoming dry and more susceptible to quick ignition and faster fire spread.

Changes in temperature and precipitation patterns can also reduce snowpack, and changes in runoff from snowpack may result in changes to water supplies throughout the region. Climate change may also impact the future frequency or severity of severe weather such as heavy rain and subsequent risk of flooding. Although CMRA does not indicate a significant change in the number of precipitation events or overall annual rainfall, it is anticipated that those events may become more extreme, with significant amounts of precipitation occurring during an extreme precipitation event. Climate change may lead to frequent fluctuation of water levels retained by dams and may result increased discharges and flooding downstream and possibly overtopping or other design failures following extreme precipitation events.

Intense rainstorms can result in increased risk of landslides occurrences. Loss of vegetation from wildfire reduces slope stability, and post-fire debris flows. An in-depth assessment of the possibility of increasing numbers and intensities of windstorms is not currently available for the OA; however, changes in temperature and extreme weather events may also be accompanied with increases in high wind . These could result in damaged utility lines resulting in power outages and can also contribute to extreme wildfire risk conditions.

Palo Alto will likely experience effects of climate change in relation to drought, extreme heat, heavy rain, high wind, flooding, and dam failure. Wildfire and landslide risk are confined to a relatively small area in Palo Alto. Climate change may impact those conditions but may not significantly increase the potential impacts to the city. Climate impacts to earthquake hazards are not well understood and not currently believed to have an effect in Palo Alto. Additional details on potential impacts to population, property, critical facilities, the environment, and the economy can be found in Volume 1, Section 12.

Repetitive loss records are as follows:
 Number of Federal Emergency Management Agency (FEMA)-identified Repetitive-Loss Properties (RL): 4
 Number of FEMA-identified Severe-Repetitive-Loss (SRL) Properties: 1  Number of RL Properties or SRL Properties that have been mitigated: 0

Other noted vulnerabilities include:
 The State of California anticipates that relative sea level rise projections stemming from greenhouse gas emissions and related climate change pose significant economic, environmental, and social risks to communities along the San Francisco Bay Shoreline, including the City of Palo Alto. Sea level rise in San Francisco Bay is anticipated to range between three feet to more than ten feet by 2100, with rising tides likely thereafter. In Palo Alto, many City services and infrastructure that are essential to the City’s public health, safety, and economy are located with in areas that are predicted to be inundated by Bay water if adaptation measures are not implemented.
 Current climate change planning, specifically for sea-level rise, has shown groundwater incursion as a risk and the possible impacts that may cause to infrastructure and properties in close Item 14
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proximity to the San Francisco Bay. City staff members must continue to assess these risks to develop effective mitigation strategies.

8.7.1. Social Vulnerability
Palo Alto has mostly low to moderate social vulnerability, as shown in Figure 88. This indicates that the population has fewer characteristics that might make recovery from hazard impacts more difficult, and the community would be fairly resilient following a disaster. However, although there were not high concentrations of individuals with social vulnerabilities identified in this tool, it should be expected that individuals with various disadvantages are found in the city. Individuals with household incomes below poverty level, those whose primary language is not English, the very young or those over 65 who are more dependent on others for care, those with access and functional needs, as well as other educational, socioeconomic, and other factors, should be given additional consideration in planning and plan implementation efforts. Two institutions that serve vulnerable populations in the area include Lucile Packard Children’s Hospital and the VA Hospital.

Figure 3: Palo Alto Social Vulnerability

8.8. Hazard Risk Index
Table 140 presents the hazards of concern from highest risk index number to lowest, as assigned by the City of Palo Alto.

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Table 15: Hazard Risk Index
Hazard Probability Life Impact Property
Impact
Percentage
of Area
Impacted
Maximum
Probable
Extent
Drought Highly Likely Minor Catastrophic Significant Major Heavy Rain Highly Likely Limited Critical Extensive Moderate High Wind Highly Likely Limited Limited Extensive Moderate Extreme Heat Highly Likely Limited Limited Extensive Moderate Earthquake Likely Critical Critical Significant Major
Wildfire/Smoke/
Air Quality
Highly Likely Critical Limited Minimal Moderate
Climate Change Highly Likely Minor Catastrophic Significant Major Dam/Levee
Failure
Unlikely Critical Limited Negligible Weak
Flood Occasional Minor Limited Minimal Moderate
Landslide/Mass
Movement
Unlikely Minor Minor Negligible Weak
Tsunami Unlikely Minor Minor Negligible Weak
Table 134: Comparison of Palo Alto Hazard Risk Score to Operational Area (OA) Risk
Score
Earth-
quake
Dam/
Levee
Failure
Heavy
Rain
High
Wind
Extreme
Heat Wildfire Drought Flood Land-
slide Tsunami Climate
Change
Palo Alto 2 0.95 2.05 1.85 1.85 1.95 2.05 0.65 0 0 1.85 OA 2.24 1.19 1.44 1.44 1.44 1.68 1.21 0.90 0.36 .02 1.13

8.9. Future Needs to Better Understand Risk/Vulnerability Current climate change planning, specifically for sea-level rise, has shown ground water incursion as a risk and the possible impacts that it may cause to infrastructure and properties in close proximity to the San Francisco Bay. City staff members must continue to assess these risks to develop effective mitigation strategies.

In order to better anticipate flooding or wildfire risks, sensors are currently employed to provide rainfall amounts, creek flow rates and heights, and video monitoring. Providing more sensors along creeks or in the Foothills area could improve the information used to make community facing decisions.

Residential insurance is needed for hazard events such as flood, earthquake, wildfire. Knowing how many have hazard specific insurance will help City representatives understand the community’s level of exposure and personal risk.

8.10. Status of Previous Plan Actions
Participants were asked to report the status of their mitigation actions listed in the previous plan as a part of this plan update. Where further information isn’t provided, the answers are defined as follows:
 Completed – work on this action is totally complete.

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 Completed and ongoing – work on this action is complete; however, it is an ongoing project that will continue to be implemented. An example is a public outreach campaign that was created and will continue to be implemented.
 In progress – work on this action has begun and is in progress, but the action is not yet complete.  Retain – work on this action has not begun yet, the action is still relevant, and it should be in the 2023 MJHMP.
 No longer relevant – Action item is no longer relevant due to reduce or eliminated risk, it no longer being feasible, there has been a change in jurisdictional or organizational priorities, or another reason as stated.

Unless specifically requested otherwise, only those actions listed as “retain” are incorporated into the 2023 action plan.

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Table 16: Status of Action Items from the 2017 MJHMP
Action
Item
Number*
Action Item Description Hazard(s) Mitigated Current Status and Comments PA.1 San Francisquito Creek Lower Reach
Flood Reduction and Ecosystem
Restoration Project
Flood/Heavy precipitation Complete
PA.2;
PA.4
San Francisquito Creek Upper Reach
Flood Reduction and Ecosystem
Restoration Project
Severe Storm/Flood In progress. The initial planning application was submitted to Palo Alto and review by staff in the fall of 2021. The project encroaches into private properties thus the SFCJPA has been working with the property owners
adjacent to the work areas and revising plans to minimize the impact. In addition, the JPA had initial meetings with the regulatory agency’s representatives to secure permits for reach 2 area. The JPA submitted the application to
the regulatory agencies in mid-July 2022. The application for Reach 2 will include the replacement of Pope/Chaucer bridge, Newell Road Bridge and 5 creek widening sites.

The regulatory agencies have also requested that the
application include details about Searsville dam and
upstream detention.

PA.3 Newell Creek Bridge replacement
project to accommodate a 100-year
flood event
Flood/Heavy Precipitation In progress. On June 1, 2020, City of Palo Alto City Council issued the decision to Certify the Final
Environmental Impact Report and approved the locally
preferred project alternative. The project can proceed
with the design and construction documents will be
prepared. In 2019, Caltrans approved a grant of $6.8M
for construction (currently programmed in FY 2026)
based on a $9M estimate, with $2M to come from the
SFCJPA partners. The latest construction cost estimate is $15M. Staff is working on finalizing the new estimate to request an additional $6M and accelerate funding to align with an earlier construction start. Staff is also working to secure additional regulatory permits and right-of-way
acquisitions (for temporary construction easements) with Caltrans needed during construction. The construction
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Action
Item
Number*
Action Item Description Hazard(s) Mitigated Current Status and Comments within the creek is typically limited to June 15 – October 15, as required by regulatory permitting agencies. All
work in the street can occur outside of this window, with proper erosion control measures. The City anticipates the project construction will start in early 2024 and will take about a year and a half to complete.

PA.5 Matadero Creek Storm Water Pump
Station Improvements
Flood/Heavy precipitation,
atmospheric river
Completed
PA.6 Storm Drain System Replacement and
Rehabilitation
Flood/Heavy precipitation,
atmospheric river
Completed. Public Works conducts annual work to
replace and repair storm drain infrastructure. In the past three years they have improved the Loma Verde Avenue
Trunk Line, Louis Road pipes, and Oregon Expressway
Box Culvert. Pipe replacements are ongoing of
corrugated metal and concrete to HDPE. Design for new
pipe and pipe replacement at East Meadow Circle and
East Meadow Drive is currently ongoing and construction is anticipated to be completed in 2024.

PA.7 Recycled Water Pipeline Expansion
Project to expand the recycled water
purple pipeline within South Palo Alto
towards Stanford Research Park
Drought In progress. The economic feasibility of both the reverse osmosis facility and the recycled water expansion project are under review. These projects and other alternative
water supply projects will be considered as part of the "One Water" planning process.
https://www.cityofpaloalto.org/files/assets/public/agendas- minutes-reports/agendas-minutes/utilities-advisory-
commission/archived-agenda-and-minutes/agendas-and-
minutes-2021/07-07-2021-special/id-12332-item-1.pdf
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Action
Item
Number*
Action Item Description Hazard(s) Mitigated Current Status and Comments PA.8 Continue to maintain good standing and
compliance in the NFIP and improve
Community Rating System Class to
provide higher CRS premium discounts
Flood/Heavy precipitation,
atmospheric river
Completed and ongoing. The CRS specialists approved
the submittal and community maintains a rating of 6. This provides a 20% savings to the residents who have flood
insurance and whose properties are located within a
special flood hazard area. In addition, in February 2022, the Department of Water Resources schedule a
community visit with staff. They identified a few minor items that need to be updated. Staff updated Palo Alto
Municipal Code to address the issues raised.

PA.9 Complete the Strategy to Advance Flood
protection, Ecosystems and Recreation
SF Bay feasibility report
Severe Storm/Flood/Sea
Level Rise
Completed. The strategy document is complete. Planning
to implement strategies is underway.

PA.10 Construct new public Safety Building to
mitigate current risks to public safety
essential services
Earthquake In progress. A construction contract was awarded to Swinerton Builders in February 2021. Construction began in March 2021 and is expected to complete in early 2024.

PA.11 Rebuild Fire Stations 3 and 4 to mitigate
current risks to essential services
Earthquake/Flood/Sea
Level Rise
Complete and ongoing. Fire Station 3 is complete. A
design contract for Fire Station 4 was awarded in May
2022. Construction on the new Fire Station 4 is expected to begin in spring 2024.

PA.12 Continue 7-year cycle for high priority of
tree trimming
Earthquake/Flood/ Heavy
Rain, High Wind, Extreme
Heat/Extreme Cold
Completed (as part of 2017 planning focus). A new
contract began in October 2021 and will continue until
October 2024. The contract scope is based on
maintaining a minimum of the seven-year cycle of pruning for public trees.

PA.13 Replace the Baylands Tide Gate Flood/Heavy precipitation, atmospheric rivers
In progress. The project continues to advance, following the completion of the MND, Valley Water advanced the
design of the project and are talking with regulatory
agencies to secure permits. The 90% plans were
submitted to Palo Alto for review in spring 2022. Palo Alto staff reviewed these plans and provided comments. The
project that includes 8 gravity force tide gates and 1
sluice gate is estimated to cost $39M and scheduled to
begin in September 2023 and completed by December
2026. Valley Water and Palo Alto are discussing a cost
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Action
Item
Number*
Action Item Description Hazard(s) Mitigated Current Status and Comments share agreement and coordinating with the design
elements needed to connect the sluice gate to the City
fiber network.

PA.14 Consider the use of alternative energy
sources for critical infrastructure
(essential facilities, key resources)
Earthquake, heavy
precipitation, atmospheric
river
Completed and ongoing. Palo Alto entities continue to
explore the use of alternative forms of energy to offset vulnerabilities of carbon-based fuels. New advances in
solar generation and battery technologies enable us to go "off grid" and ensure such systems can operate after a
major disaster (or cyber-attack, etc.). OES received a
State Homeland Security Grant for $200,000 for a
custom-built Solar Generator Trailer (SGT), which was
acquired in August 2021. In addition, the City has
included a Proposed Key Action "Complete a study of the reliability and resiliency needs of an electrified community and develop proposals for programs to facilitate
community resiliency." in the draft Sustainability and
Climate Action Plan Update, which will go to Council for approval in early 2023.

PA.15 Implement Wastewater Long-Range
Facilities Plan
Flood/heavy precipitation,
atmospheric, Earthquake,
Sea Level Rise
Ongoing. Palo Alto continues to move forward with
upgrading the Wastewater Treatment Plant; currently
rehabilitating existing primary sedimentation tanks; and summer of 2022 go out to bid for the construction of the secondary treatment plant to remove nutrients.

PA.16 Foothill water reservoir upgrade. Earthquake/Wildfire/Drought Completed. Staff determined not to change layout of Foothills water system facilities. Corte Madera water tank replacement project (for seismic stability) was completed in April 2021. Park and Dahl Reservoirs will be repaired or retrofitted (in FY ‘23 and ‘26). Despite low water
demand in foothills, Foothills water reservoirs cannot be removed due to requirements for emergency storage and
firefighting storage.

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Action
Item
Number*
Action Item Description Hazard(s) Mitigated Current Status and Comments PA.17 Consider construction of a new water
reservoir in the low-lying areas of Palo
Alto
Earthquake/Drought Completed. Staff completed the cost/benefit analysis of Dahl and Park Reservoir replacement options. It was
determined that rehabilitating the existing tanks is more cost-effective and beneficial than to rebuild or relocate to the low-lying areas.

PA.18 Rebuild and Reconfigure Electric
System in Stanford Hospital/Mall Area to
increase reliability during emergencies
Earthquake, Heavy
Precipitation/Atmospheric
River, Extreme
Heat/Extreme Cold, High
Wind
Completed. This project is complete. New substructure
was installed, and some circuits were rerouted.

PA.19 Install Fiber Optic Service to Black
Mountain Radio Repeater Site to
improve public safety communications
along Skyline Drive
Earthquake, Heavy
Precipitation/Atmospheric
River, Extreme
Heat/Extreme Cold, High
Wind, Wildfire
In progress. CPAU has initiated an Electrical
Undergrounding project which will underground electrical lines within the Palo Alto Foothills area, beginning on Arastradero Road and running up beyond Montebello
Reservoir. Fiberoptic cables will be installed as this
undergrounding work is done. The project is underway
and is expected to take 2-3 years to complete.

PA.20 Convert overhead utility lines to
underground transmission. Installation of
new underground electric,
communication, and cable television
systems in Electric Underground
Districts 46 and 47
Earthquake, Heavy
Precipitation/Atmospheric
River, Extreme
Heat/Extreme Cold, High
Wind
Completed. CPAU completed undergrounding of districts
46 & 47.

PA.21 Construct a second electrical
transmission interconnection to PG&E
using a new corridor
Earthquake, Heavy
Precipitation/Atmospheric
River, Extreme
Heat/Extreme Cold, High
Wind
In progress. Stanford and SLAC decided against
participating in establishing a new intertie with Palo
Alto. Palo Alto Utilities is pursuing a new option and has contracted with a consultant to obtain the California
Independent System Operator’s (CAISO) approval for a
transmission project to construct a 115kV circuit from
Palo Alto Adobe Creek Substation to PG&E Ames
Substation.

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Action
Item
Number*
Action Item Description Hazard(s) Mitigated Current Status and Comments PA.22 Construct a second water
interconnection from Palo Alto Utilities to
Stanford Hospital
Earthquake, Heavy
Precipitation/Atmospheric
River, Extreme
Heat/Extreme Cold, High
Wind
In progress. A second water interconnection is in place but is waiting for a signed agreement between the City
and the Hospital to be considered complete.

PA.23 Connect Palo Alto to adjacent Public
Safety agencies’ Public Safety
Answering Points by Fiber
Earthquake, Heavy
Precipitation/Atmospheric
River, Extreme
Heat/Extreme Cold, High
Wind
Retain. This project is on hold while the construction of the new Public Safety Building is underway; the feasibility of this project is being reassessed.

PA.24 Implement a Public Safety Wireless Data
Network
Earthquake, Heavy
Precipitation/Atmospheric
River, Extreme
Heat/Extreme Cold, High
Wind
Retain. This project has been tied to the Fiber to the
Home/Premises concept which is still being evaluated
(https://www.cityofpaloalto.org/Departments/City-
Manager/City-Policy-Initiatives/Palo-Alto-Fiber). This
project may not be feasible.

PA.25 Conduct a Hydrology Study on Buck-
Eye Creek for flood protection and
erosion control at Foothills Park
Flood, Heavy
Precipitation/Atmospheric
River, Extreme
Heat/Extreme Cold, High
Wind
Complete
PA.26 Develop a Baylands Comprehensive
Conservation Plan (BCCP)
Flood, Heavy
Precipitation/Atmospheric
River, Extreme
Heat/Extreme Cold, High
Wind, Sea Level Rise
In progress. A draft BCCP was shared with the Parks &
Recreation Commission in May 24,2022. However, the
City has received new recommendations from
Commissioners and Stakeholders which staff is now
taking into consideration. This presents a further delay in completing the plan and associated CEQA.

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Action
Item
Number*
Action Item Description Hazard(s) Mitigated Current Status and Comments PA.27 Address hazardous fuels and reduce
structural ignitability in the Foothills
region in accordance with the
Community Wildfire Protection Plan and
Foothills Fire Management Plan
Wildfire Complete and ongoing. Palo Alto performed the required wildfire mitigation activities in Foothills and Arastradero Nature Preserves in accordance with the FFMP. In 2022,
the Public Works Department Urban Forestry Division
contracted for electrical line clearance of the
aboveground lines in the Foothills. The Palo Alto Fire
Department conducted their annual defensible space
home assessments for the residential properties in the
Palo Alto WUI. They have implemented new
management controls to mitigate residences not in
compliance with their recommended actions.

PA.28 Encourage creation by Foothills
Residents of a Firewise Ready
Community
Wildfire In progress. The Santa Cruz and Santa Clara Counties experienced wildfires in August 2020 that became federal disasters. During these incidents Palo Alto Public Safety officials met with neighborhood leaders to discuss the
WUI safety of the residents in this area of Palo Alto.

There has not been interest by this neighborhood to form a FireWise community.

PA.29 Consider a policy for Seismic Retrofitting
of earthquake prone structures
Earthquake Retain
PA.30 Develop a Policy for Sea Level Rise
considerations (what actions should the
City take)
Sea Level Rise Completed. The Sea Level Rise Vulnerability was completed. This is being used to develop the Sea Level
Rise Adaptation Plan. The broader Sustainability and
Climate Action Plan, which includes a Climate Adaptation and Sea Level Rise Chapter, will be brought to Council
for approval in 2023.

PA.31 Develop a post-disaster Community
Long-Term Recovery Plan
All Hazards Retain
PA.32 Conduct public education that raises
awareness of Palo Alto threats and
hazards and improves community
resilience
All Hazards Completed and ongoing. OES resumed public education activities utilizing in person and virtual modes of delivery to raise awareness and increase preparedness; this
included 56 public education events in FY21, and 112 in FY22.

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Action
Item
Number*
Action Item Description Hazard(s) Mitigated Current Status and Comments PA.33 Maintain Storm Ready Community
designation
Severe Storm Completed and ongoing. OES maintains this certification through annual activities and requirements set by the
Storm Ready program. See
https://www.weather.gov/stormready/ca-sr
PA.34 Improve Palo Alto Fire Department ISO
rating
All Hazards In progress. The Department has completed 2 years of hydrant inspections. The City has not pursued a new
audit due to the lack of an additional reserve Type 1
engine. E64 was taken out of service after a crash on
8/4/19 and not been replaced. Based on preliminary
calculations that may be enough to keep the City from the points necessary to reach ISO 1 rating. Palo Alto
representatives will revisit when they are able to replace the reserve Type 1 engine.

PA.35 Maintain Building Effectiveness Grading
Schedule classification of 1
All Hazards In progress. The City’s Building Code Effectiveness Grading Schedule (BCEGS) has not been re-evaluated
since 2018. Therefore, the BCEGS Classification are
Class 3 for single-family residential property and Class 3 for commercial and industrial property.

PA.36 Where appropriate, support retrofitting,
purchase or relocation of structures
located in high hazard areas and
prioritize those structures that have
experienced repetitive losses
All Hazards In progress. The City does not currently have a policy to purchase or relocate repetitive loss structures.

Additionally, sizable portions of the City are located in high hazard areas where relocation is not feasible.

Retrofitting of properties is encouraged for those
properties that may be impacted by floods, earthquakes, and wildfires. See also PA-29. Additionally, the City has adopted the most current State building code, which
enhances the standard of new construction.

PA.37 Integrate the hazard mitigation plan into
other plans, ordinances and programs
that dictate land use decisions within the
community
All Hazards Complete. The Palo Alto Comprehensive Plan recently finalized in 2017 is linked to the LHMP in the Safety
Element. The Safety Element informs land use planning
by describing the natural hazards faced by the Palo Alto community. Additionally, the City of Palo Alto
Sustainability and Climate Action planning take into
account land use decisions.

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Action
Item
Number*
Action Item Description Hazard(s) Mitigated Current Status and Comments PA.38 Actively participate in the plan
maintenance protocols outlined in
Volume 1 of the hazard mitigation plan
All Hazards Completed and ongoing
* Number given to action item in 2017 Santa Clara County Operational Area Hazard Mitigation Plan

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8.11. Mitigation Successes
The City of Palo Alto actively engages in mitigation actions and utilizes partnerships to build mitigation momentum. The City has adopted numerous plans and regulations that support local hazard mitigation, including the local hazard mitigation plan (LHMP), floodplain management ordinance, a THIRA, Foothills Fire Management Plan, and Sustainability and Climate Action Plan. It partici pates in the San Francisquito Creek Joint Powers Authority (JPA) which was established after a series of floods in 1998 to address flooding along the San Francisquito Creek and the Bay. The JPA integrates habitat protection and restoration and community recreational opportunities into its flood mitigation projects. The JPA recently completed a marsh restoration project which will protect more than 1,700 properties from the 1% flood.

Palo Alto has consistently recognized the benefits of natural systems protection throughout its plans and projects. The City has taken steps to mitigate climate change and adapt to changing conditions. As described in its Urban Forest Management Plan, the City is actively increasing tree canopy cover in order to, among other things, reduce the heat island effect. Additionally, the City’s Urban Water Management Plan helps residents understand how to avoid wasting water and prepare the City for times of drought.

The Foothills Fire Management Plan also describes actions the City can should take to reduce wildfire risk including creating defensible space, modifying fuels, and engaging in effective fire suppression through grazing and prescribed fire.

The City is actively planning for the future impacts of climate change by completing important guidance documents that will support project planning efforts over both the short and long-term. The completion of the Sustainability Plan and the development of a Sustainability Work Plan now guide these important programs. Development of a Sea Level Rise policy and completing the Strategy to Advance Flood Protection, Ecosystems and Recreation San Francisco Bay feasibility report will promote project implementation of the Bayshore environment.

The completion of the San Francisquito Creek Lower Reach Flood Reduction and Ecosystem Restoration Project has significantly reduced the risk of flooding to East Palo Alto, a traditionally underserved community, but also sets the stage for additional flood mitigation projects upstream, which will be completed over the next five years.

The rebuilding of Fire Station 3 and the construction of a Public Safety building (currently under construction) to current building and seismic codes will increase the resilience of response operations during widespread emergencies.

Education and outreach are important steps the City takes to promote mitigation, adaptation, and resilience as well. For example, as part of the Green Stormwater Infrastructure (GSI) Plan development, Watershed Protection staff met with both residents and elected officials to present on GSI and hand out factsheets. Continuing these and other mitigation measures will help ensure a safe, resilient community moving forward.

8.12. Hazard Mitigation Action Plan and Evaluation of
Recommended Actions
Table 142 lists the actions that make up the City of Palo Alto hazard mitigation action plan. The maps in Figure 89 through Figure 97 present the City’s critical facilities, infrastructure, and identified hazard areas.

Descriptions of the expected time frames for actions are provided below:
• Short term: 1–5 years
• Medium term: 5–10 years
• Long term: Over 10 years
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 Ongoing: Currently being funded and implemented under existing programs

The planning partners utilized the following criteria to prioritize action items into the categories of high, medium, or low.
 High Priority— A project that:
▪ Meets multiple goals and objectives (i.e., multiple hazards); ▪ Addresses multiple hazards;
▪ Has benefits that exceed cost;
▪ Has funding secured or is an ongoing project;
▪ Meets eligibility requirements for Hazard Mitigation Assistance grants; ▪ Can be completed in the short term (1 to 5 years);
▪ Addresses immediate short-term impacts of climate change; ▪ Benefits underserved and/or socially vulnerable populations; AND ▪ Considers the Multi-Benefit Criteria utilized by the Santa Clara County Climate Collaborative, including equity, long-term value, ecosystem benefit, community benefit, and cross- jurisdictional alignment.
 Medium Priority— A project that:
▪ Meets multiple goals and objectives;
▪ Addresses multiple hazards;
▪ Has benefits that exceed costs;
▪ Has funding has not been secured, but that is grant eligible under Hazard Mitigation Assistance grants or other grant programs;
▪ Project can be completed in the short term (1-5 years), once funding is secured. Medium priority projects will become high priority projects once funding is secured; ▪ Addresses immediate short-term impacts of climate change; ▪ Benefits underserved and/or socially vulnerable populations; AND ▪ Considers the Multi-Benefit Criteria utilized by the Santa Clara County Climate Collaborative, including equity, long-term value, ecosystem benefit, community benefit, and cross- jurisdictional alignment.
 Low Priority— A project that:
▪ Will mitigate the risk of at least one hazard;
▪ Has benefits that do not exceed the costs or are difficult to quantify:
▪ Does not have secured funding;
▪ Is not eligible for Hazard Mitigation Assistance grant funding; ▪ Has a timeline for completion that is long term (greater than 5 years). Low priority projects may be eligible for other sources of grant funding from other programs; ▪ May address impacts of climate change;
▪ May benefit underserved and/or socially vulnerable populations; AND Item 14
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▪ Considers the Multi-Benefit Criteria utilized by the Santa Clara County Climate Collaborative, including equity, long-term value, ecosystem benefit, community benefit, and cross- jurisdictional alignment.

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Table 17: City of Palo Alto 2023 Action Items
Action
Item
Number
Action Item Description Hazard(s) Mitigated
Lead Position,
Office, Department,
or Division
Responsible for
Implementation
Potential
Funding
Sources
Expected
Timeline
for
Completion
Priority
PA-2 * San Fransicquito Creek Upper Reach
Flood Reduction and Ecosystem
Restoration Project to widen channel,
improve floodwalls, and replace the
Pope-Chaucer Bridge
Flood, Heavy
Precipitation/Atmospheric
River
San Francisquito
Creek Joint Powers
Authority
General
Fund,
Hazard
Mitigation
Grant
Program
(HMGP),
Flood
Mitigation
Assistance
(FMA)
Short-Term High
PA-3* Newell Creek Bridge replacement
project to accommodate a 100-year
flood event.

Flood, Heavy Rain, High
Wind, Atmospheric River
Public Works -
Engineering

CALTRANS/
Santa Clara
Valley Water
District
(SCVWD)
Short-Term High
PA-6* Storm Drain System Replacement and
Rehabilitation to maintain the integrity
of the storm drain system of
deteriorated storm drain infrastructure
to eliminate potential pipeline
blockages that could cause street
flooding
Flood, Heavy Rain, High
Wind, Atmospheric River
Public Works Capital
Improvement
Project
(CIP): SD-
06101
Ongoing Medium
PA-7* Recycled Water Pipeline Expansion
Project to expand the recycled water
purple pipeline within South Palo Alto
towards Stanford Research Park.

Drought, Climate Change Utilities – W/G/W CIP: WS-
07001
Short-Term Medium
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Action
Item
Number
Action Item Description Hazard(s) Mitigated
Lead Position,
Office, Department,
or Division
Responsible for
Implementation
Potential
Funding
Sources
Expected
Timeline
for
Completion
Priority
PA-8* Continue to maintain good standing
and compliance in the NFIP and
improve Community Rating System
Class to provide higher CRS premium
discounts.

Flood, Heavy Rain, High
Wind
Public Works -
Engineering
General
Fund
Long-term High
PA-10* Construct new public Safety Building to
mitigate current risks to public safety
essential services.

Earthquake, Terrorism Public Works –
Engineering
CIP: PE-
15001
Short-Term High
PA-11* Rebuild Fire Station 4 to reduce impact
from seismic events
Earthquake, Terrorism Public Works –
Engineering
CIP: PE-
15003
Short-Term High
PA-13* Replace the Baylands Tide Gate to
reduce flood hazards in the Palo Alto
flood zone.

Flood, Heavy Rain, High
Wind, Atmospheric River,
Dam and Levee Failure,
Tsunami
Santa Clara Valley
Water District
Santa Clara
Valley Water
District funds
Long-term Medium
PA-15* Implement Wastewater Long-Range
Facilities Plan to improve facilities for
treatment and discharge of waste; and
to improve water recycling
opportunities
Flood, Heavy Rain, High
Wind, Extreme Heat,
Earthquake, Sea Level
Rise
Palo Alto Public
Works

CIP: WQ-
10001
Ongoing High
PA-19* Install Fiber Optic Service to Black
Mountain Radio Repeater Site to
improve public safety communications
along Skyline Drive.

Earthquake, Heavy
Precipitation/Atmospheric
River, High Wind,
Wildfire, Space Weather
Palo Alto Utilities

CIP: TBD Short-term Low
PA-21* Construct a second electrical
transmission interconnection to PG&E
using a new corridor to reduce the
single dependency of our connection
to the electric grid.

Wildfire, Power Outage,
Heavy Precipitation /
Atmospheric River,
Extreme Heat/Extreme
Cold, High Wind, Space
Weather
Utilities – Electrical
Engineering

CIP, HMGP,
Pre-Disaster
Mitigation
(PDM)
Long-Term Medium
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Action
Item
Number
Action Item Description Hazard(s) Mitigated
Lead Position,
Office, Department,
or Division
Responsible for
Implementation
Potential
Funding
Sources
Expected
Timeline
for
Completion
Priority
PA-27* Address hazardous fuels and reduce
structural ignitability in the Foothills
region in accordance with the
Community Wildfire Protection Plan
and Foothills Fire Management Plan.

Wildfire, Extreme
Temperature
Community Services
Department – Open
Spaces
General
Fund, HGMP
Short-Term Medium
PA-29* Consider a policy for Seismic
Retrofitting of earthquake prone
structures.

Earthquake Planning and
Development
Services
General
Fund
Short-Term Low
PA-32* Conduct public education that raises
awareness of Palo Alto threats and
hazards and improves community
resilience.

All hazards, including
Earthquake, Dam
Failure, Flood, Wildfire,
Landslide, Tsunami,
Heavy Rain, High Wind,
Extreme Heat, Drought
Palo Alto Office of
Emergency Services
Staff Time;
General
Fund
Ongoing High
PA-36* Where appropriate, support retrofitting,
purchase or relocation of structures
located in high hazard areas and
prioritize those structures that have
experienced repetitive losses.

All hazards, including
Earthquake, Flood, Dam
Failure, Heavy Rain,
High Wind, Wildfire
Palo Alto
Development
Services
HMGP,

PDM, FMA
Short-Term Medium
PA-37* Integrate the hazard mitigation plan
into other plans, ordinances and
programs that dictate land use
decisions within the community.

All hazards, including
Earthquake, Flood, Dam
Failure, Wildfire,
Landslide, Tsunami,
Heavy Rain, High Wind,
Extreme Heat, Drought
Palo Alto
Development
Services
Staff Time;
General
Fund
Ongoing High
PA-38* Actively participate in the plan
maintenance protocols outlined in
Volume 1 of the hazard mitigation plan.

All hazards Palo Alto Office of
Emergency Services
Staff Time;
General
Fund
Short-Term High
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Action
Item
Number
Action Item Description Hazard(s) Mitigated
Lead Position,
Office, Department,
or Division
Responsible for
Implementation
Potential
Funding
Sources
Expected
Timeline
for
Completion
Priority
1 Seismic retrofit two existing potable
water storage reservoirs. Foundation
work and anchorage will be retrofitted
along the lower sections of the tank
shell to restrain the tank against uplift,
The tanks have a combined storage
capacity of 2.0 million gallons, and
they are planned to store emergency
water storage for the City of Palo Alto.

Earthquake, Landslide Utilities
Engineering/WGW

CIP, HMGP,
Building
Resilient
Infrastructure
and
Communities
(BRIC)
Short-Term High
2 Replace non-seismically restrained
potable water piping in liquification
zones with new fused and fully
restrained piping. 10 miles of
unrestrained pipe within a liquification
zone will be replaced with fused HDPE
piping.

Earthquake Utilities
Engineering/WGW

CIP, HMGP,
BRIC
Short-Term Medium
3 Install two permanent standby
stationary generators at Dahl and Park
Pumping Potable Water Stations.

These stations are located in WUI
areas and service other WUI
designated properties. Power lines are
deenergized during wildfire events and
standby stationary generators will be
imperative to ensure power supply and
continued operation of critical pumping
facilities during a wildfire event.

Earthquake, Wildfire,
Power Outages, High
Wind
Utilities
Engineering/WGW

CIP, HMGP,
BRIC
Short-Term High
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Action
Item
Number
Action Item Description Hazard(s) Mitigated
Lead Position,
Office, Department,
or Division
Responsible for
Implementation
Potential
Funding
Sources
Expected
Timeline
for
Completion
Priority
4 Wildfire hardening of critical utilities
infrastructure. This action would
remove and replace the existing roof
and install a new roofing system, soffit,
fascia, and front door with WUI
compliant materials, systems, and
techniques. All vent screens will be
removed and replaced with WUI
compliant mesh. All vegetation within
30-feet of the structures will be
removed and trees limbed for
adequate defensible space around
each structure. There is a total of four
structures located at four different
sites, located in and round the Foothills
Nature Preserve Area in the City of
Palo Alto.

Wildfire, Smoke, Air
Quality, High Wind
Utilities
Engineering/WGW &

CPA-OES

CIP, HMGP,
BRIC
Ongoing Low
5 Conduct an assessment for
electrification of City facilities to
achieve at least an 80 percent
reduction in current natural gas usage
by 2030. This assessment will provide
a schedule, cost estimate, and timeline
of what facilities this electrification
must occur at to achieve the goals of
the SCAP per this scenario.

Climate Change Public Works
Engineering

CIP, HMGP,
BRIC,
Federal
Energy
Related
Grants
Long-Term Low
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Action
Item
Number
Action Item Description Hazard(s) Mitigated
Lead Position,
Office, Department,
or Division
Responsible for
Implementation
Potential
Funding
Sources
Expected
Timeline
for
Completion
Priority
6 Apply mitigation techniques to
approximately 11 miles of overhead
line to mitigate the possibility of a
wildfire due to overhead electric lines.

This could include the utilization of
more robust equipment or construction
practices; rerouting to avoid vegetation
and improve access for inspection and
maintenance; or converting the
overhead lines to underground where
feasible.

Wildfire, Smoke, Air
Quality, High Wind
Utilities
Engineering/Electrical

CIP, HMGP,
BRIC, Cal
Fire Wildfire
Mitigation
Short-Term High
7 Study a location of historic seepage
from the Foothills Nature Preserve
Dam. This project will investigate and
monitor the seepage flow by
channelizing seepage flow and
potentially installing weir(s).

Dam-Levee Failure,
Earthquake, Flood,
Landslide, Climate
Change
Public Works /
Engineering
CIP, HMGP Short-Term High
8 Restore the width and height of the
earthen flood levee between Harbor
Road near the Baylands Interpretive
Center and the perimeter levee of the
airport to six inches above its original
height.

Dam-Levee Failure,
Flood, Tsunami, Climate
Change
CSD/Parks and Open
Space
CIP Short-Term Medium
9 Improve the quality of the tertiary-
treated recycled water by
microfiltration or ultrafiltration followed
by reverse osmosis to reduce the level
of Total Dissolved Solids (TDS).

Drought, Climate Change Public
Works/Environmental
Services
CIP Long-Term Medium
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Action
Item
Number
Action Item Description Hazard(s) Mitigated
Lead Position,
Office, Department,
or Division
Responsible for
Implementation
Potential
Funding
Sources
Expected
Timeline
for
Completion
Priority
10 Evaluate options for protecting electric
substations from outside vandalism
and intrusion. If necessary, fences and
other protections will be repaired.

Security lighting will be designed and
issued for construction.

Terrorism and Weapons
of Mass Destruction,
Active Shooter
Utilities
Engineering/Electric

CIP, HMGP,
Federal-
State
Physical
Security
Funding for
Utilities
Short-Term Medium
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Action
Item # Action Item Description Hazard(s) Mitigated
Lead Responsible
for Implementation
Potential Funding
Sources
Expected
Timeline for
Completion Priority
PA-2 San Fransicquito Creek Upper Reach
Flood Reduction and Ecosystem
Restoration Project to widen channel,
improve floodwalls, and replace the
Pope-Chaucer Bridge
Flood, Heavy
Precipitation/Atmospheric River
San Francisquito
Creek Joint
Powers Authority
General Fund,
Hazard Mitigation
Grant Program
(HMGP), Flood
Mitigation
Assistance (FMA)
Short-Term High
PA-3 Newell Creek Bridge replacement
project to accommodate a 100-year
flood event.

Flood, Heavy Rain, High Wind,
Atmospheric River
Public Works -
Engineering
CALTRANS/ Santa
Clara Valley Water
District (SCVWD)
Short-Term High
PA-6 Storm Drain System Replacement and
Rehabilitation to maintain the integrity
of the storm drain system of
deteriorated storm drain infrastructure
to eliminate potential pipeline
blockages that could cause street
flooding
Flood, Heavy Rain, High Wind,
Atmospheric River
Public Works Capital
Improvement
Project (CIP): SD-
06101
Ongoing Medium
PA-7 Recycled Water Pipeline Expansion
Project to expand the recycled water
purple pipeline within South Palo Alto
towards Stanford Research Park.

Drought, Climate Change Utilities –
W/G/W
CIP: WS-07001 Short-Term Medium
PA-8 Continue to maintain good standing and
compliance in the NFIP and improve
Community Rating System Class to
provide higher CRS premium discounts.

Flood, Heavy Rain, High Wind Public Works -
Engineering
General Fund Long-term High
PA-10 Construct new public Safety Building to
mitigate current risks to public safety
essential services.

Earthquake, Terrorism Public Works –
Engineering
CIP: PE-15001 Short-Term High
PA-11 Rebuild Fire Station 4 to reduce impact
from seismic events
Earthquake, Terrorism Public Works –
Engineering
CIP: PE-15003 Short-Term High
PA-13 Replace the Baylands Tide Gate to
reduce flood hazards in the Palo Alto
flood zone.

Flood, Heavy Rain, High Wind,
Atmospheric River, Dam and Levee
Failure, Tsunami
Santa Clara
Valley Water
District
Santa Clara Valley
Water District
funds
Long-term Medium
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Action
Item # Action Item Description Hazard(s) Mitigated
Lead Responsible
for Implementation
Potential Funding
Sources
Expected
Timeline for
Completion Priority
PA-15 Implement Wastewater Long-Range
Facilities Plan to improve facilities for
treatment and discharge of waste; and
to improve water recycling
opportunities
Flood, Heavy Rain, High Wind,
Extreme Heat, Earthquake, Sea
Level Rise
Palo Alto Public
Works
CIP: WQ-10001 Ongoing High
PA-19 Install Fiber Optic Service to Black
Mountain Radio Repeater Site to
improve public safety communications
along Skyline Drive.

Earthquake, Heavy
Precipitation/Atmospheric River,
High Wind, Wildfire, Space Weather
Palo Alto Utilities CIP: TBD Short-term Low
PA-21 Construct a second electrical
transmission interconnection to PG&E
using a new corridor to reduce the
single dependency of our connection to
the electric grid.

Wildfire, Power Outage, Heavy
Precipitation / Atmospheric River,
Extreme Heat/Extreme Cold, High
Wind, Space Weather
Utilities –
Electrical
Engineering
CIP, HMGP, Pre-
Disaster Mitigation
(PDM)
Long-Term Medium
PA-27 Address hazardous fuels and reduce
structural ignitability in the Foothills
region in accordance with the
Community Wildfire Protection Plan
and Foothills Fire Management Plan.

Wildfire, Extreme Temperature Community
Services
Department –
Open Spaces
General Fund,
HGMP
Short-Term Medium
PA-29 Consider a policy for Seismic
Retrofitting of earthquake prone
structures.

Earthquake Planning and
Development
Services
General Fund Short-Term Low
PA-32 Conduct public education that raises
awareness of Palo Alto threats and
hazards and improves community
resilience.

All hazards, including Earthquake,
Dam Failure, Flood, Wildfire,
Landslide, Tsunami, Heavy Rain,
High Wind, Extreme Heat, Drought
Palo Alto Office
of Emergency
Services
Staff Time; General
Fund
Ongoing High
PA-36 Where appropriate, support
retrofitting, purchase or relocation of
structures located in high hazard areas
and prioritize those structures that have
experienced repetitive losses.

All hazards, including Earthquake,
Flood, Dam Failure, Heavy Rain,
High Wind, Wildfire
Palo Alto
Development
Services
HMGP, PDM, FMA Short-Term Medium
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Action
Item # Action Item Description Hazard(s) Mitigated
Lead Responsible
for Implementation
Potential Funding
Sources
Expected
Timeline for
Completion Priority
PA-37 Integrate the hazard mitigation plan
into other plans, ordinances and
programs that dictate land use
decisions within the community.

All hazards, including Earthquake,
Flood, Dam Failure, Wildfire,
Landslide, Tsunami, Heavy Rain,
High Wind, Extreme Heat, Drought
Palo Alto
Development
Services
Staff Time; General
Fund
Ongoing High
PA-38 Actively participate in the plan
maintenance protocols outlined in
Volume 1 of the hazard mitigation plan.

All hazards Palo Alto Office
of Emergency
Services
Staff Time; General
Fund
Short-Term High
1 Seismic retrofit two existing potable
water storage reservoirs. Foundation
work and anchorage will be retrofitted
along the lower sections of the tank
shell to restrain the tank against uplift,
The tanks have a combined storage
capacity of 2.0 million gallons, and they
are planned to store emergency water
storage for the City of Palo Alto.

Earthquake, Landslide Utilities
Engineering/
WGW

CIP, HMGP,
Building Resilient
Infrastructure and
Communities
(BRIC)
Short-Term High
2 Replace non-seismically restrained
potable water piping in liquification
zones with new fused and fully
restrained piping. 10 miles of
unrestrained pipe within a liquification
zone will be replaced with fused HDPE
piping.

Earthquake Utilities
Engineering/
WGW
CIP, HMGP, BRIC Short-Term Medium
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Action
Item # Action Item Description Hazard(s) Mitigated
Lead Responsible
for Implementation
Potential Funding
Sources
Expected
Timeline for
Completion Priority
3 Install two permanent standby
stationary generators at Dahl and Park
Pumping Potable Water Stations. These
stations are located in WUI areas and
service other WUI designated
properties. Power lines are deenergized
during wildfire events and standby
stationary generators will be imperative
to ensure power supply and continued
operation of critical pumping facilities
during a wildfire event.

Earthquake, Wildfire, Power
Outages, High Wind
Utilities
Engineering/
WGW
CIP, HMGP, BRIC Short-Term High
4 Wildfire hardening of critical utilities
infrastructure. This action would
remove and replace the existing roof
and install a new roofing system, soffit,
fascia, and front door with WUI
compliant materials, systems, and
techniques. All vent screens will be
removed and replaced with WUI
compliant mesh. All vegetation within
30-feet of the structures will be
removed and trees limbed for adequate
defensible space around each structure.

There is a total of four structures
located at four different sites, located in
and round the Foothills Nature Preserve
Area in the City of Palo Alto.

Wildfire, Smoke, Air Quality, High
Wind
Utilities
Engineering/

WGW & CPA-OES
CIP, HMGP, BRIC Ongoing Low
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Action
Item # Action Item Description Hazard(s) Mitigated
Lead Responsible
for Implementation
Potential Funding
Sources
Expected
Timeline for
Completion Priority
5 Conduct an assessment for
electrification of City facilities to
achieve at least an 80 percent reduction
in current natural gas usage by 2030.

This assessment will provide a schedule,
cost estimate, and timeline of what
facilities this electrification must occur
at to achieve the goals of the SCAP per
this scenario.

Climate Change Public Works
Engineering

CIP, HMGP, BRIC,
Federal Energy
Related Grants
Long-Term Low
6 Apply mitigation techniques to
approximately 11 miles of overhead line
to mitigate the possibility of a wildfire
due to overhead electric lines. This
could include the utilization of more
robust equipment or construction
practices; rerouting to avoid vegetation
and improve access for inspection and
maintenance; or converting the
overhead lines to underground where
feasible.

Wildfire, Smoke, Air Quality, High
Wind
Utilities
Engineering/
Electrical

CIP, HMGP, BRIC,
Cal Fire Wildfire
Mitigation
Short-Term High
7 Study a location of historic seepage
from the Foothills Nature Preserve
Dam. This project will investigate and
monitor the seepage flow by
channelizing seepage flow and
potentially installing weir(s).

Dam-Levee Failure, Earthquake,
Flood, Landslide, Climate Change
Public Works /
Engineering
CIP, HMGP Short-Term High
8 Restore the width and height of the
earthen flood levee between Harbor
Road near the Baylands Interpretive
Center and the perimeter levee of the
airport to six inches above its original
height.

Dam-Levee Failure, Flood, Tsunami,
Climate Change
CSD/Parks and
Open Space
CIP Short-Term Medium
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Action
Item # Action Item Description Hazard(s) Mitigated
Lead Responsible
for Implementation
Potential Funding
Sources
Expected
Timeline for
Completion Priority
9 Improve the quality of the tertiary-
treated recycled water by
microfiltration or ultrafiltration
followed by reverse osmosis to reduce
the level of Total Dissolved Solids (TDS).

Drought, Climate Change Public Works/
Environmental
Services
CIP Long-Term Medium
10 Evaluate options for protecting electric
substations from outside vandalism and
intrusion. If necessary, fences and other
protections will be repaired. Security
lighting will be designed and issued for
construction.

Terrorism and Weapons of Mass
Destruction, Active Shooter
Utilities
Engineering/
Electric

CIP, HMGP,
Federal-State
Physical Security
Funding for Utilities
Short-Term Medium
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: October 7, 2024
Report #:2408-3368
TITLE
Approval of Amendment via Change Order to Contract Number C22183580 with MP Nexlevel of California, Inc. in the Amount of $1,650,000 for the Fiber-to-the-Premise (FTTP) Pilot Project inclusive of $150,000 in contingency funding for a Revised Total Not-to-Exceed Amount of $11,347,390 From March 21, 2022 Through April 30, 2025; Authorize the City Manager to Execute Change Orders Not-to-Exceed $150,000 for FTTP ; CEQA Status – Council action on this item is within the scope of the Final Initial Study and Mitigated Negative Declaration (IS/MND) for the Fiber-to-the-Premises Project, adopted on June 17, 2024.

RECOMMENDATION
Staff recommends that the City Council:

Approve and authorize the City Manager or their designee to execute Change Order No. 1 to contract C22183580 with MP Nexlevel (Attachment A) for the installation of fiber optic cable and fiber hut site preparation in support of the FTTP Pilot Project, in an amount not-to-exceed $1,650,000, inclusive of $150,000 in contingency funding, for a revised total contract not-to- exceed amount of $11,347,390 through April 30, 2025; and Authorize the City Manager to execute change orders not-to-exceed $150,000 for FTTP for related but unforeseen work which may develop during the FTTP pilot.

EXECUTIVE SUMMARY
The City contracts with MP Nexlevel for the provision of substructure installation and trenching services with a $9.8 million three-year contract. Approval will increase these services to make the necessary capital improvements for the Phase I Pilot area of FTTP in the amount of up to $1.65 million. Specifically these funds will provide for the installation of fiber optic cable and fiber hut substructure site preparation.

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BACKGROUND
On December 19, 2022, City Council directed staff to proceed with the Fiber Expansion Plan to implement the Fiber Rebuild project and Phase 1 of the FTTP Project. In Phase 1, FTTP would be built out in selected areas of the city and expanded gradually (Staff Report ID 148001).

Construction of the fiber backbone in the Fiber Rebuild project and last mile infrastructure to provide FTTP broadband internet to the community in the FTTP project will be a significant undertaking for the City.

On June 19, 2023, the City Council approved the FY 2024 CIP Budget with the new FTTP Project, and Grid Modernization for Electrification Project, as described above.

On December 18, 2023, staff informed Council that a pilot area would be used to evaluate how alignment of the FTTP and Grid Modernization Projects may help control project costs, minimize construction impacts to the community, and prevent major delays. Additionally, the FTTP project completed its California Environmental Quality Act (CEQA) review, resulting in a mitigated negative declaration (Staff Report ID 2403-27132). Specific to the pilot area, the preliminary construction work for the Grid Modernization Project has already begun, and staff is now ready to begin the work for the FTTP Project.

On June 19, 2023, the City Council approved the FY 2024 CIP Budget with the new Grid Modernization for Electrification Project (EL-24000, $250 million) and FTTP project (FO-24000, $20 million). Staff is deploying a pilot to determine how to align the grid modernization with FTTP to help minimize utility engineering pole make-ready work, pole replacements, noise disruption, and construction activity in neighborhoods. With hundreds of miles of overhead and underground construction activity between electric grid modernization and FTTP, the purpose of the pilot is to determine the feasibility of engineering designs and construction methods and implement best practices to facilitate the most cost-effective deployment of resources.

On June 10, 2024 and June 18, 2024, staff recommended the City Council approve a series of contract amendments (Staff Report 2312-23183 and Staff Report 2403-27144) to leverage existing on-call construction and engineering contracts to perform the engineering design, overhead and underground construction, and installation of power for the pilot area (approximately 409 poles and 1,224 homes), reducing the construction timeline by 6 – 9 months. The pilot area will be treated as a testbed to design and construct both projects in parallel to minimize community disruption and share construction costs. In 2022, the City 1 Staff Report ID 14800 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes- reports/reports/city-manager-reports-cmrs/2022/12-19-2022-id-14800.pdf 2 Staff Report ID 2403-2713 https://www.cityofpaloalto.org/files/assets/public/v/1/city-manager/fttp-staff-report- june-172024.pdf
3 Staff Report 2312-2318 https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes- reports/reports/city-manager-reports-cmrs/2024/06-10-24-sr-2312-2318.pdf 4 Staff Report 2403-2714 https://portal.laserfiche.com/Portal/DocView.aspx?id=73856&repo=r-704298fc Item 15
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executed a three-year task order contract with MP Nexlevel to provide substructure installation and trenching services.

FTTP consists of the construction of a fiber optic backbone and fiber distribution infrastructure to provide communication services throughout the City of Palo Alto. FTTP would provide municipal high-speed internet service to residences and businesses in Palo Alto. Council also approved the purchase of a modular building “fiber hut" including ancillary equipment to house fiber networking equipment and to serve as an aggregation site for FTTP. The MP Nexlevel contract amendment would expand the contract’s scope of work to include fiber construction and installation in the pilot area, as well as construction of a concrete pad to support the FTTP Hut.

ANALYSIS
The design of the pilot area strategically covers initial test area plans for grid modernization, and a core portion of the Phase 1 FTTP area. The pilot area is bounded by West Bayshore, Embarcadero Road, Louis Road, and Colorado Ave). The fiber hut required for FTTP will be located near the Colorado power station, with predominantly aerial construction in the grid modernization pilot area. FTTP build-out will be constructed in a manner that provides a pathway from the fiber hut to the areas of higher interest.

The City has been contracting with MP Nexlevel for over the past 10 years for substructure installations, utility trenching, and fiber conduit installations because of the volume and level of construction for CIP projects and customer service connections. For customer-related work, trenching and substructure work are reimbursed by the customers through the customer connection charges. The City does not maintain the staffing resources to provide substructure and trenching services because the amount of work varies year over year and use of contracted services allows for the most efficient and cost effective use of resources for this variable timing.

The current Task Order Construction Contract C22183580 with MP Nexlevel of California, Inc., was approved by Council March 21, 2022 in the amount of $8,815,809 for Trenching and Substructure Installation and Materials and a contingency amount of $881,581, for a Total Not- to-Exceed Amount of $9,697,390 over three years. In 2022, MP Nexlevel was deemed the lowest responsible bidder of a competitive solicitation for utility trench and substructure installation (Staff Report #139535). The performance and quality of work delivered by MP Nexlevel has been satisfactory over the years. As part of the task order completion process, MP Nexlevel’s work is inspected and signed off by internal staff.

Staff recommends amending the final year of the contract with MP Nexlevel to provide FTTP construction support for the pilot, for an additional $1,500,000 and $150,000 in contingency funding, for a new FTTP pilot area Task Order including the following work:
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•Install, lash, splice and test approximately 57,000 feet of aerial fiber optic cable and 2,500 feet of underground fiber optic cable.
•Build underground laterals and pad mounts for six proposed fiber distribution hubs (FDH) which can serve up to 250 customers individually. •Excavate and construct a 10’ x 30’ concrete pad to support the fiber hut and emergency generator.
•Install electric wiring, lighting and HVAC inside the fiber hut. •Install security fencing and features such as locks, alarms, and surveillance cameras at the fiber hut site.

The FTTP pilot will inform the City the best mix of insource (internal staff) and outsource (contractors) to construct and operate the new municipal Palo Alto fiber internet business. The amendment requested will cover the FTTP Phase 1 pilot area only. Once the pilot area is complete and can inform the requirements for a competitive solicitation, staff will be requesting competitive bids for construction of the remainder of the FTTP Phase 1 scope.

FISCAL/RESOURCE IMPACT
Funding for this contract amendment is available in the Fiscal Year 2025 Capital Improvement Plan budget for the Fiber-To-The-Premises “FTTP“ Capital Project (FO-24000)

STAKEHOLDER ENGAGEMENT
Staff continues to share updates through the Palo Alto Fiber project webpage6 , City communications channels such as social media7, and Medium.com blog8.

ENVIRONMENTAL REVIEW
The FTTP Project, including construction of the fiber hut, has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State CEQA Guidelines, and the environmental regulations of the City. A final Initial Study-Mitigated Negative Declaration (IS/MND) that incorporated revisions, as appropriate, based on public comments was adopted by Council Resolution on June 17, 2024 (Staff Report 2403-27139). 6 Palo Alto Fiber Webpage, https://www.cityofpaloalto.org/paloaltofiber 7 City Social Media Channels, https://www.cityofpaloalto.org/connect 8 Palo Alto Connect, https://medium.com/@paloaltoconnect 9 Staff Report 2403-2713, https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=2b77638f-b16d- 43a9-ae2a-4b57a96f813d
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ATTACHMENTS
Attachment A: Contract change order to Contract No. C22183580 with MP NexLevel of California, Inc.

APPROVED BY:

Dean Batchelor, Director of Utilities
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CONTRACT CHANGE ORDER

CITY OF PALO ALTO
DEPARTMENT: ELECTRIC UTILITIES OPERATIONS
_____________________________ Project

Contract Change Order #
Project Title: Fiber-to-the-Premises (FTTP) Pilot Project No.: FO-24000 Contract Number: C22183580 Date: 8/29/24
Contractor: MP Nexlevel of California, Inc. Change Order No.: 1

Description of Change Order
Background Information: On December 19, 2022, City Council directed staff to proceed with the Fiber Expansion Plan to implement the Fiber Rebuild project and Phase 1 of the FTTP Project. In Phase 1, FTTP would be built out in selected areas of the city and expanded gradually (Staff Report ID 148003).

City is deploying a pilot serving 1200 customers to determine how to align FTTP with grid modernization with to help minimize utility engineering pole make-ready work, pole replacements, noise disruption, and construction activity in neighborhood.

The original contract C22183580 was approved by City Council on March 21, 2022 under staff report ID 13953. The original term of the contract was an annual not-to-exceed amount of $9,697,390 for a total three-year not-to-exceed amount through April 30, 2025.

URL Link: Staff Report 13953 (laserfiche.com)

Change Order Justification: The City does not possess the staffing resources to provide substructure, trenching services and fiber installation because the amount of work varies year over year. These services have been contracted out for approximately 30 years and are required to complete CIP and customer connections in a timely and cost-effective manner. The City has been contracting with MP Nexlevel for over the past 10 years for substructure installations, utility trenching, and fiber conduit installations

Staff recommends increasing the task order construction contract by $1,650,000 which consists of $1,500,000 for base work and $150,000 for contingency for the FTTP pilot. The task order contract change order requested will cover the FTTP Phase 1 Pilot only. Staff will be requesting competitive bids for construction of the remainder of the FTTP Phase 1 scope.

Description of Work to be Performed:

As directed by City in a Task Order, Contractor will provide construction work for the installation of fiber optic cable and fiber hut site preparation in support of the FTTP Pilot Project • Install, lash, splice and test approximately 57,000 feet of aerial fiber optic cable and 2,500 feet of underground fiber optic cable.
• Build underground laterals and pad mounts for six proposed fiber distribution hubs (FDH) which can serve up to 250 customers individually. • Excavate and construct a 10’ x 30’ concrete pad to support the fiber hut and emergency generator.
• Install electric wiring, lighting and HVAC inside the fiber hut. • Install security fencing and features such as locks, alarms, and surveillance cameras at the fiber hut site.

Incorporates Field Order Number(s): Bid items 1 – 20

Cost Time
Docusign Envelope ID: E6992DCE-08AB-40E6-9B76-56AA99CD7587 Item 15
Attachment A - Contract
change order to Contract
No. C22183580 with MP
NexLevel of California,
Inc.

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This Change Order will:

 No cost change: N/A

X Increase cost by $ 1,650,000.00

 Decrease cost by $ N/A

This Change Order will:

X Not change time

 Increase time by ____ days
o ___ days Excusable Delay
o ___ days Compensable Delay

 Decrease time by ____ days

The date of completion as of this Change Order is:

April 30, 2025_______________________________

G/L account number (s): 40029512 / 31650
Basis for change in cost:

 Unit price(s)

 Lump sum

X Time and Materials

 Compensation for Compensable Delay

 Other:

Docusign Envelope ID: E6992DCE-08AB-40E6-9B76-56AA99CD7587 Item 15
Attachment A - Contract
change order to Contract
No. C22183580 with MP
NexLevel of California,
Inc.

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Contract Change Order – continued
CONTRACTOR CERTIFICATION: By signing below, Contractor agrees that this Change Order constitutes full resolution, settlement, accord and satisfaction with respect to any and all pending or future Claims for cost and extensions of time that were asserted, or that could have been asserted, in connection with the Work covered by this Change Order, as more fully set forth in Article 7 of the Contract General Conditions.

FAILURE TO EXECUTE: If Contractor fails to promptly execute this Change Order after it has been submitted for Contractor’s signature, the City may unilaterally approve this Change Order as set forth in Article 7 of the Contract General Conditions. Contractor may dispu te the terms of a unilaterally-approved Change Order, in whole or in part, by submitting a Claim in accordance with the Dispute Resolution Procedures set forth herein within fourteen (14) days after the Change Order is approved by the City. I f Contractor fails to submit a Claim within that 14 -day period, with respect to all or part of the unilaterally-approved Change Order, those portions of the Change Order which have not been disputed by timely submission of a Claim shall be deemed to have the same effect as if the Change Order was fully executed by both parties as set forth above.

Accepted for Contractor: Accepted for City of Palo Alto:

By: By:

Title: Title:

Date: Date:

PCO No.

ASI
FO
COR
CO
Description Amount Reason for Change
1 Foreman $298,242 FTTP Pilot Project

2 Laborer $572,355 FTTP Pilot Project 3 Equipment Operator $25,121 FTTP Pilot Project 4 Truck Driver Class A $16,695 FTTP Pilot Project 5 Qualified journeyman worker to perform conduit
intercepts in an energized duct bank
$3,938 FTTP Pilot Project
6 Concrete Finisher $17,798 FTTP Pilot Project
7 Core Driller with operator $2,927 FTTP Pilot Project 8 Concrete Saw with operator $2,678 FTTP Pilot Project 9 Foreman’s Truck $25,830 FTTP Pilot Project
10 Crew truck, with Hand Tools, and Gas-Powered
Cutoff Saw
$38,745 FTTP Pilot Project
11 Compressor and Jackhammer $793 FTTP Pilot Project 12 Backhoe $7,271 FTTP Pilot Project
13 Ramhoe $2,977 FTTP Pilot Project
14 Bobtail Truck $67,410 FTTP Pilot Project
15 End-Dump Truck $90,956 FTTP Pilot Project
Scope of Work
Docusign Envelope ID: E6992DCE-08AB-40E6-9B76-56AA99CD7587 9/19/2024
Robbi Pribyl
President
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NexLevel of California,
Inc.

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16 10-wheel Dump Truck $13,230 FTTP Pilot Project
17 Boom Truck with Flatbed $1,323 FTTP Pilot Project
18 Directional Boring Rig $3,701 FTTP Pilot Project
19 Arrow Board $133 FTTP Pilot Project
20 Vac Trailer – 800 Gallons $10,584 FTTP Pilot Project 21 Mini Excavator $23,100 FTTP Pilot Project
22 Bobcat Skid-Steer $1,061 FTTP Pilot Project
23 Equipment Trailer $5,985 FTTP Pilot Project
24 A/C Roller $861 FTTP Pilot Project
25 Estimator $5,618 FTTP Pilot Project
26 3-5 Yard Dump Truck $1,454 FTTP Pilot Project
29 Box Shoring $2,150 FTTP Pilot Project
30 Message Board $1,355 FTTP Pilot Project
31 Pipe Fusing (100') $5,355 FTTP Pilot Project
32 Pipe Grouting $41,738 FTTP Pilot Project
33 2200 Gallon Vacuum Truck $149,032 FTTP Pilot Project 34 Large Bore Rig $59,588 FTTP Pilot Project
Total for this Change Order $1,500,000

Docusign Envelope ID: E6992DCE-08AB-40E6-9B76-56AA99CD7587 Item 15
Attachment A - Contract
change order to Contract
No. C22183580 with MP
NexLevel of California,
Inc.

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Document Preparation
By: Dave Yuan
Title: Utilities Strategic Business Manager
Date: August 29, 2024

City Approval – Division Head
Signature required on all Change Orders
By :

Title : Tomm Marshall
Assistant Director, Electric Engineering and Operations Date:

City Approval – Department Head
Signature required when any individual Change Order exceeds $10,000.

By:

Title: Dean Batchelor
Director of Utilities
Date:

Contract Change Order – continued
Summary of Amounts Payable Under Contract (For Internal Purposes Only) Original Contract Sum: $ 9,697,390.00
Previous Change Orders $ 0.00
This Change Order $ 1,650,000.00
Revised Contract Sum: $ 11,347,390.00
Compare to:

Original Contract
Authorization: $ 8,815,809.00 Contingency: 881,581.00
Contract Amendment
Authorizations $ 0.00 Contingency added: 0.00
Contingency Authorizations: $ 0.00 Used to date (0.00) Total Authorized Funding: $ 8,815,809.00 Balance remaining 0.00 Change Orders shall not be initiated for Council-approved contracts if the revised Contract Sum exceeds the total authorized funding amount.

Docusign Envelope ID: E6992DCE-08AB-40E6-9B76-56AA99CD7587 Item 15
Attachment A - Contract
change order to Contract
No. C22183580 with MP
NexLevel of California,
Inc.

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Certificate Of Completion
Envelope Id: E6992DCE08AB40E69B7656AA99CD7587
Status: Completed
Subject: Complete with Docusign: Contract Change Order - MP Nexlevel for FTTP Pilot.pdf Source Envelope:

Document Pages: 5
Signatures: 1
Envelope Originator:

Certificate Pages: 2
Initials: 0
Kaylee Burton
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
[email protected]
IP Address: 199.33.32.254
Record Tracking
Status: Original
9/17/2024 1:43:50 PM
Holder: Kaylee Burton
[email protected]
Location: DocuSign
Security Appliance Status: Connected
Pool: StateLocal
Storage Appliance Status: Connected
Pool: City of Palo Alto
Location: DocuSign
Signer Events
Signature
Timestamp
Robbi Pribyl
[email protected]
President
MP MP Nexlevel
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 96.39.129.44
Signed using mobile
Sent: 9/19/2024 4:10:32 PM
Resent: 9/19/2024 6:28:15 PM
Viewed: 9/19/2024 6:44:18 PM
Signed: 9/19/2024 6:44:35 PM
Electronic Record and Signature Disclosure:

Not Offered via DocuSign
In Person Signer Events
Signature
Timestamp
Editor Delivery Events
Status
Timestamp
Agent Delivery Events
Status
Timestamp
Intermediary Delivery Events
Status
Timestamp
Certified Delivery Events
Status
Timestamp
Carbon Copy Events
Status
Timestamp
Tony Sturtz
[email protected]
Regional Vice President
Security Level: Email, Account Authentication
(None)
Sent: 9/19/2024 4:10:34 PM
Viewed: 9/19/2024 4:11:03 PM
Electronic Record and Signature Disclosure:

Not Offered via DocuSign
Dave Yuan
[email protected]
Utilities Strategic Business Manager
Dave Yuan
Security Level: Email, Account Authentication
(None)
Sent: 9/19/2024 6:44:36 PM
Electronic Record and Signature Disclosure:

Not Offered via DocuSign
Witness Events
Signature
Timestamp
Item 15
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No. C22183580 with MP
NexLevel of California,
Inc.

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Notary Events
Signature
Timestamp
Envelope Summary Events
Status
Timestamps
Envelope Sent
Hashed/Encrypted
9/17/2024 1:47:06 PM
Envelope Updated
Security Checked
9/19/2024 1:42:25 PM
Envelope Updated
Security Checked
9/19/2024 1:42:25 PM
Envelope Updated
Security Checked
9/19/2024 2:30:47 PM
Envelope Updated
Security Checked
9/19/2024 2:30:47 PM
Envelope Updated
Security Checked
9/19/2024 2:30:47 PM
Certified Delivered
Security Checked
9/19/2024 6:44:18 PM
Signing Complete
Security Checked
9/19/2024 6:44:35 PM
Completed
Security Checked
9/19/2024 6:44:36 PM
Payment Events
Status
Timestamps
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Attachment A - Contract
change order to Contract
No. C22183580 with MP
NexLevel of California,
Inc.

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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Auditor
Meeting Date: October 7, 2024
Report #:2409-3462
TITLE
Approve Task Order 4.28 Dispatch Center Assessment as Recommended by the Policy & Services Committee; Direct Additional Dispatch Center Work Discussed by Policy & Services Committee Members be Considered When Reviewing the Proposed FY25 Audit Plan; and Grant Authority to the City Manager to Execute any Necessary Privacy-Related Agreements to Implement this Audit; CEQA status – not a project.

RECOMMENDATION
1) The Policy & Services Committee and Office of the City Auditor recommends City Council approve Task Order 4.28 Dispatch Center Assessment (Appendix A). The Dispatch Center Assessment will take the place of Task Order 4.21 Purchasing Card Audit which will be deferred to the FY25 Audit Plan.
2) Staff recommend allowing the City Manager to execute any privacy-related agreements with the Auditor/Baker Tilly necessary for the Auditor to carry out Task Order 4.28. These agreements are necessary under law to ensure that protected data, such as medical data, remains private under federal and state laws and is only used for the specific purposes of this audit. These agreements do not change the scope or cost of the audit.

Note: Policy & Services Committee members requested a proposal be submitted for additional work related to the Dispatch Center Assessment (Appendix B). After researching this request, the City Auditor recommends that an assessment of customer satisfaction be conducted in relation to all police services and not just dispatch center services and be included as part of the FY25 Audit Plan discussion scheduled for later this calendar year.

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ANALYSIS
The Policy and Services Committee unanimously approved the task order for an assessment of the Dispatch Center Assessment that can be found here: Staff Report #2407-33041 In addition, during the discussion, Policy & Services Committee members requested the Auditor’s Office develop a proposal for augmenting the Dispatch Center Assessment scope of work to include a customer satisfaction survey. As the primary objective of the Dispatch Center Assessment is to evaluate dispatch center operations including staffing levels, call processing, dispatching, and training, the City Auditor recommends City Council consider Council Member Tanaka’s request for a customer satisfaction survey of dispatch services, forwarded by the Policy & Services Committee, to be discussed as part of the FY25 Audit Plan rather than adding a customer satisfaction survey to the Dispatch Center Assessment.

In developing a scope of work for a customer satisfaction survey of dispatch services, the City Auditor considered several factors. Customer satisfaction surveys provide valuable feedback to organizations about the services or products they provide. Key elements of a successful survey are 1) defining the objectives of the survey; 2) choosing they type of survey to administer; 3) appropriately designing the survey which includes defining an adequate sample size, response rate, and questions; 4) deciding on a method of disseminating the survey to solicit the greatest feedback; and 5) analyzing the results.

Of particular challenge in surveying customers of dispatch services is the nature of the services being provided, the inability to survey recipients at the time of receiving services as it would be inappropriate to do so, and the difficulty of soliciting responses from the target population. In addition, since dispatch services are provided in response to emergency situations, defining what constitutes good customer service is key and may include such factors as providing service that is expedient, efficiently dispatching the call to the appropriate emergency response agency (fire, police, EMS), providing accurate information to emergency response personnel and others.

However, many of these metrics are not necessarily known or easily identified by the caller who is often in the midst of the crisis.

The City Auditor consulted with the Palo Alto Police Department on whether the Department currently assesses customer satisfaction with dispatch services and whether such assessments are a common industry practice. The Palo Alto Police Department does not currently conduct a customer satisfaction survey but does audit dispatch calls to ensure they meet industry requirements and for training purposes. This review process will be evaluated as part of the Dispatch Center Assessment.

The City Auditor also asked the Police Department for information regarding industry practice with regard to surveying dispatch customer service. The Police Department polled the Santa Clara County Police Chief’s Association regarding the use of customer satisfaction surveys and received 1 Policy & Services Committee Meeting, August 23, 2024, Staff Report #2407-3304, Staff Report 2407-3304 (laserfiche.com)
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responses from over half of the group. Of the seven responding agencies, no agency explicitly solicits feedback on dispatch center services.

Given the inherent challenges of conducting a customer satisfaction survey specific to dispatch center services and that it appears this type of survey is not typically conducted, the City Auditor recommends should the City Council wish to consider customer satisfaction, that it consider a customer satisfaction survey as part of a larger audit of police and/or public safety services and community engagement. This audit topic can be included in the FY25 Audit Plan for Council’s consideration and approval later this fall.

FISCAL/RESOURCE IMPACT
A proposed scope of work for a customer satisfaction survey of dispatch center services is included in Appendix A. The proposed cost of the survey is $25,000.

ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because the audit activities are a continuing administrative activity that does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. CEQA Guidelines sections 15378(b)(2) and (4).

ATTACHMENTS
Attachment A: Task Order 4.28 Dispatch Center Assessment Attachment B: Dispatch Center Customer Satisfaction Survey Scope of Work APPROVED BY:

Kate Murdock, City Auditor
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PROFESSIONAL SERVICES TASK ORDER
TASK ORDER FY24-4.28 Dispatch Center Program
Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below.

CONTRACT NO. C21179340
OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE)

1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE):

C21179340
1B. TASK ORDER NO.: FY24-4.28

2. CONSULTANT NAME: Baker Tilly Advisory Group, LP

3. PERIOD OF PERFORMANCE: STA RT: August 15, 2024 COMPLETION: February 28, 2025

4. TOTAL TASK ORDER PRICE: $76,540

BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD

5. BUDGET CODE_______________
COST CENTER________________
COST ELEMENT______________
WBS/CIP__________
PHASE__________

6. CITY PROJECT MANAGER’S NAME & DEPARTMENT:

Lydia Kou, Chair of the City Council’s Policy and Services Committee

7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A)
MUST INCLUDE:
 SERVICES AND DELIVERABLES TO BE PROVIDED
 SCHEDULE OF PERFORMANCE
 MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount)

8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A

I hereby authorize the performance of the
work described in this Task Order.

APPROVED:

CITY OF PALO ALTO

I hereby acknowledge receipt and acceptance
of this Task Order and warrant that I have
authority to sign on behalf of Consultant.

APPROVED:

COMPANY NAME: Baker Tilly Advisory
Group, LP
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BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________
BY:____________________________________
Name __________________________________
Title___________________________________
Date ___________________________________

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Order 4.28 Dispatch
Center Assessment

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Attachment A

DESCRIPTION OF SCOPE OF SERVICES
Introduction
Attachment A, the Description of Scope of Services, contains the following four (4) elements:
 Services and Deliverables To Be Provided
 Schedule of Performance
 Maximum Compensation Amount and Rate Schedule (As Applicable)  Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables
Baker Tilly’s approach to conducting an assessment of the Dispatch Center Program involves three (3) primary steps:
 Step 1: Assessment Planning
 Step 2: Control Review and Testing
 Step 3: Reporting
Step 1 – Assessment Planning
This step consists of the tasks performed to adequately plan the work necessary to address the overall assessment objective and to solidify mutual understanding of the project scope, objectives, process, and timing between stakeholders and auditors. Tasks include:
 Gather information to understand the environment under assessment o Understand the organizational structure and objectives o Review the City code, regulations, and other standards and expectations o Review prior audit and/or assessment results, as applicable o Review additional documentation and conduct interviews as necessary  Write an assessment program
o Refine objectives and scope
o Identify the assessment procedures to be performed and the evidence to be obtained and examined
 Announce initiation of the assessment and conduct kick-off meeting with key stakeholders o Discuss objectives, scope, assessment process, timing, resources, and expectations o Discuss documentation and interview requests for the assessment Step 2 – Control Review and Testing
This step involves executing the procedures in the assessment program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary assessment objective is to: (1) Determine whether the City’s Dispatch Center Program is operating efficiently and effectively to meet community needs. Procedures include, but are not limited to:
 Interview the appropriate individuals to gain an understanding of the organizational structure, processes, and controls related to the Dispatch Center Program.

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 Review policies and procedures as well as the legislative and regulatory requirements to identify the criteria to be used for evaluation of control program effectiveness.  Review overall Dispatch Center Program performance, including selecting a sample of Dispatch Center Calls to test for efficiency and effectiveness of response and triage for services.
 Compare the performance, process, and controls against the best practices.

Step 3 – Reporting
In Step 3, the project team will perform tasks necessary to finalize assessment working papers, prepare and review a draft report with the stakeholders, and submit a final report. Tasks include:
 Develop findings, conclusions, and recommendations based on the supporting evidence gathered
 Validate findings with the appropriate individuals and discuss the root cause of the identified findings
 Complete supervisory review of working papers and a draft report  Distribute a draft report and conduct a closing meeting with key stakeholders o o Discuss the results, finings, conclusions, and recommendations o Discuss management responses
 Obtain written management responses and finalize a report  Review report with members of City Council and/or the appropriate Council Committee Deliverables:

The following deliverable will be prepared as part of this engagement:
 Report
Schedule of Performance
Anticipated Start Date: August 15, 2024
Anticipated End Date: February 28, 2025

Maximum Compensation Amount
The not-to exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $76,540. The not-to exceed budget is based on an estimate of 415 total project hours, of which 100 are estimated to be completed by the City Auditor.

Reimbursable Expenses
If circumstances allow, Baker Tilly anticipates planning one on-site fieldwork week. Given this possibility, Baker Tilly could incur reimbursable expenses for this Task.

The not-to-exceed maximum for reimbursable expenses for this Task is $8,500

The following summarizes anticipated reimbursable expenses (for three team members):

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 Round-trip Airfare - $2,000 (3 round trip flights)
 Ground Transportation (car rental or Uber/taxi) - $1,500  Hotel Accommodation - $3,500 (12 nights)
 Food and incidentals - $1,500

Confidential Information

1. In the performance of this Task Order, Baker Tilly (“AUDITOR ”) may have access to CITY’s Confidential Information (defined below). AUDITOR wil l hold Confidential Information in strict confidence, not disclose it to any third party, and will use it only for the performance of its obligations to CITY under this Task Order and for no other purpose. AUDITOR will maintain reasonable and appropriate administrative, tec hnical and physical safeguards t o ensure the security, confidentiality and integrity of the Confidential Information. This includes the use of encrypted, access-controlled storage for any Confidential Information stored in electronic form. Notwith standing the foregoing, AUDITOR may disclose Confidential Information to its employees, agents and subcontractors, if any, only to the extent they have a need to know in order to perform AUDITOR’s obligations to CITY under this Task Order and for no other purpose, and provided that the AUDITOR informs the m of, and requires them to follow, the confidentiality and security obligations of this Task Order.

2. “Confidential Information” mean s all data, information, and materials of a non- public, proprietary or confidentia l nature, in any form or medi um, tangible or intangible, provided or otherwise made available to AUDI TOR by CITY, directly or indire ctly, pursuant to this Task Order. For this Task Order, such Confidential Information may include disp atch calls, dispatch radio/phone traffic (including recordings, summaries, and transcripts of such traff ic), dispatch logs and computer-aided dispatch (CAD) data, observations of the dispatch service (incl uding recordings, summaries, notes, and transcripts of such observation), any information protected by law obtained by AUDITOR in conducting this Task Order (including but not limited to criminal backgrou nd data, customer utility data, medical information, mental health conservatorship data, witness and vi ctim identities protected by law, law enforcement intelligence, law enf orcement investigations, law e nforcement personnel file information protected by law, and “Personal Information” about a California resident as defined in Civil Code Section 1798 et seq., as amended from time to time)). In addition to the Confidential Information itself, AUDITOR agrees that deliberations, conversations and discussions pertaining to the Confidential Information shall be kept confidential and shall not be disclosed without approval o f CITY, and any required reporting incorporating Confidential Information will present findings in de-identified or summary formats as agreed by the Parties.

2.1. Exceptions: Confidential Information excludes information that AUDITOR can show by appropriate documentation: (i) was publicly known at the tim e it was provided or has subsequently become publicly known other than by a breach of this Agreement and is not otherwise protected from further sharing by law; (ii) was rightfully in AUDITOR’s posses sion free of any obligation of confidence prior to receipt of Confidential Information; (iii) is rightful ly obtained by AUDITOR from a third party without breach of any confidentiality obligation; (iv) is indep endently developed by employees of Item 16
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AUDITOR without any use of or access to the Confidential Inform ation; or (v) AUDITOR has written consent to disclose signed by an authorized representative of CITY.

2.2 Confidential Markings: As practicable, the Confidential Inf ormation shall be marked with the words “Confidential” or “Confidential Material” or wit h words of similar import. To the extent possible, the disclosing party (whether CITY or AUDITOR) shall endeavor to mark any electronic document intended to be covered by the terms of these confident iality provisions with the words “Confidential” or similar words, shall notify the receiving parties (for example, by cover e-mail transmitting the electronic document) that the electronic document is Confid ential Information, and, for documents shared via encrypted cloud storage, shall file such Confidentia l Information in folders so labeled. The City’s failure, for whatever reason, to mark any material at th e time it is produced to the AUDITOR, or to notify AUDITOR that oral or electronic material is Confidential Information at the time it is provided, shall not remove the material from the coverage of these confidential ity obligations, and the AUDITOR shall treat the material as Confidential Information once the CITY has notified it that the material is to be covered by these provisions.

3. Notwithstanding the foregoing, AUDITOR may disclose Confiden tial Information to the extent required by order of a court of competent jurisdi ction or governmental body, provided that AUDITOR will notify CITY in writing of such order immediately u pon receipt and prior to any such disclosure (unless AUDITOR is prohibited by law from doing so), to give CITY an opportunity to oppose or otherwise respond to such order.

4. AUDITOR will notify City promp tly upon learning of any breac h in the security of its systems which impacts the Confidential Information as we ll as any unauthorized disclosure of, or access to, Confidential Information in its possession or contro l, and if such Confidential Information consists of Personal Information, AUDITOR will provide information to CITY sufficient to meet the notice requirements of Civil Code Section 1798 et seq., as applicable, as amended from time to time.

5. Prior to or upon termination or expiration of this Task Orde r, AUDITOR will honor any written request from the CITY to return or securely d estroy all copies of Confidential Information. All Confidential Info rmation is and will remain th e property of the CITY and nothing contained in this Agreement grants or confers any rights to suc h Confidential Information on AUDITOR.

Notwithstanding the return or destruction of tangible Confident ial Information as contemplated by this subsection, AUDITOR and its representatives will continue to be bound by all obligations of confidentiality with respect to the CITY’s Confidential Information.

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Center Assessment

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Dispatch Center Customer Satisfaction Survey
Scope of Work

We propose working closely with you or others you designate to develop a survey tool that will help you understand how past customers feel about the service they received when they had an emergency and dialed 9-1-1. When residents call 911, it is often the worst day of their lives, and how dispatchers handle each customer is important. We understand the City is interested in hearing from their customers about how they were treated when they called. We will work with those you designate to develop a survey that accurately reflects how people feel about this critical service.

Proposed Plan of Work
We have a great deal of expertise in developing community surveys. Every year we conduct dozens of electronic surveys. This experience makes us adept at

▪Working with the client to attain the goals of the survey, ▪Developing clear questions that have only one meaning, ▪Providing a communication plan and accessibility that encourages participation, ▪Preparing understandable summaries of the survey results, and ▪Developing recommendations for the next steps.

We receive strong participation by developing an understanding of our client and providing anonymous web-based, email-based, and hard copy surveys. Based on this expertise, we have prepared the following work plan for the City of Palo Alto.

Activity 1 – Start Project
Baker Tilly will begin with a careful learning phase, starting with a planning meeting with you and others you designate. The purpose of the meeting is to ensure the plan of work and schedule are precisely tailored to your needs. Carol Jacobs, Managing Director, will meet with the City Manager, Police Chief and Fire Chief to develop the topics and themes for the community survey.

Activity 2 – Design 9-11 Community Customer Satisfaction Survey The design of the survey will be a collaborative effort between Baker Tilly and City staff. During this activity we will design a draft survey instrument based on our expert knowledge of municipal government, best practice survey questions, national standards for community engagement, and collaboration with City staff. We will provide a copy for the draft survey for review. Based on feedback from your project team we will add, remove, or edit questions.

While the draft survey will feature questions to capture customer satisfaction with the 9-1-1 service they receive, we often include demographic information to help Palo Alto leadership develop future training and identify issues the public may have with the service.

The survey will be designed to be completed online or on paper for those residents without access to computers, or those who do not have computer skills. The survey will be anonymous with the only potential identifying information being demographics of the respondents.

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Center Customer
Satisfaction Survey Scope
of Work

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Activity 3 – Develop Communication Plan and Deploy Survey Prior to deploying the survey, we will create a communication plan that will promote participation in the survey. The plan will include steps to introduce the community engagement survey to residents and businesses. It will include working with the City’s project team to identify all available external communication tools that can be exploited to increase awareness and participation. Once we have created a draft communication plan, we will review it with the City’s project team and make any adjustments necessary based on feedback. This proposal includes translating the survey in up to 10 languages.

We will provide the city with a web-based survey to test prior to deploying it to residents and businesses. Based on the communication plan, we will deploy the customer satisfaction survey, and it will remain open until the close date of the agreed-upon survey.

During the survey period, we will monitor participation and provide updates to the City’s project team.

We will offer additional recommended language to encourage participation if needed, Activity 4 – Analyze Survey and Report Results, Including Recommendations for Improvement
After the survey closes, we will deliver the survey results to the City in multiple electronic formats including the database of responses, a PDF summary, charts, graphs or other formats, as needed. We will also provide the survey data in a format that allows review in crosstabs based on demographic information.

We will also provide a brief memorandum that includes the survey results and recommendations for improvements.

Project Team includes:

Kate Murdock
Carol Jacobs
John Burks – former Chief of Police, Brea CA
Mary Locey
Project cost: $25,000
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Satisfaction Survey Scope
of Work

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City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Clerk
Meeting Date: October 7, 2024
Report #:2406-3167
TITLE
Approval of FY 2025 Parks and Recreation Commission and Public Art Commission Workplans; CEQA status – not a project

RECOMMENDATION
The Parks and Recreation Commission and Public Art Commission Recommend approval of each Commission’s respective Fiscal Year 2025 Workplan.

BACKGROUND AND ANALYSIS
On November 30, 2020, the City Council adopted the Boards, Commissions and Committees (BCC) Handbook1, which implemented an annual review and approval of BCC workplans. The details related to the workplan creation is below.

Each BCC is required to prepare an annual workplan for City Council’s review and approval. The annual report should include the results of the prior year’s workplan and should consist of up to three priorities. When applicable, the City Council would like to see metrics of community involvement and participation in meetings and activities included in the workplan.

City Council may refer additional items to the BCC in response to new developments. If the BCC would like to add an issue for review after an annual workplan has been approved the City Council, a prompt request by the BCC Chair to the City Council is required and the item will then be addressed by the City Council as a whole.

BCC workplans for FY 2025 will be presented to Council batched by issue area. Each Community Services Department-related BCC will give a brief presentation summarizing its prior year accomplishments and FY 2025 workplan highlights. At this meeting, Council will review workplans 1 City Boards, Commissions, and Committees Handbook:
https://www.cityofpaloalto.org/files/assets/public/v/2/city-clerk/palo-alto-boards-commissions-and-committees- handbook_final_2022.pdf
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for two of the Community Services Department-related BCCs (Parks and Recreation Commission and Public Art Commission).

FISCAL/RESOURCE IMPACT
Projects included in commissions’ workplans ultimately require staff time and other City resources to complete. When possible, staff provide input to the commissions during workplan development to ensure the impact on staff time and resources is reasonable given staff workload and other competing priorities.

STAKEHOLDER ENGAGEMENT
Commission workplans are discussed publicly either in regular commission meetings or commission retreats.

ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because this is a continuing administrative activity that will not result in direct or indirect physical changes in the environment. CEQA Guidelines section 15378(b)(5).

ATTACHMENTS
Attachment A: Parks and Recreation Commission FY 2025 Workplan Attachment B: Public Art Commission FY 2025 Workplan
APPROVED BY:

Mahealani Ah Yun, City Clerk
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Parks and Recreation Commission
2024-2025 Draft Workplan
Staff Liaison: Kristen O’Kane, Director
Lead Department: Community Services

About the Commission

The purpose of the Parks and Recreation Commission is to advise the City Council on matters pertaining to the activities of the Open Space & Parks, Golf, and Recreation divisions of the Community Services Department, excluding daily administrative operations.

Timeframe covered by Work Plan: June 3, 2024 – March 31, 202 5. The Commission is composed of seven members. See Palo Alto Municipal Code (PAMC) 2.25 Sections 2.25.010, 2.25.030, 2.25.040, 2.25.050, and 2.25.060. Residency is required. Further requirements are that members shall not be Council Members, officers, or employees of the City of Palo Alto. Each member of the Commission shall have a demonstrated interest in parks, open space, and recreation matters.

For more information about the Parks and Recreation Commission please visit our webpage.

Current Commissioners

• Amanda Brown (Chair)
• Nellis Freeman (Vice Chair)
• Anne Warner Cribbs
• Jeff Greenfield
• Shani Kleinhaus
• Joy Oche
• Bing Wei

Mission Statement

The purpose of the Parks and Recreation Commission is to advise the City Council on policy matters pertaining to the activities of the Open Space, Parks and Golf Division, and the Recreation Division of the Community Services Department.

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Prior Year
Accomplishments

Parks Master Plan Process Review

• Conducted high level review of Parks Master Plan and assigned priorities in the Action Plan Spreadsheet. • Reviewed Action Plan Spreadsheet in detail:
o Created categories for review process incl uding best practices, project status, and other departments involved.
o Identified priorities led by other stakeholders or other City departments. • Reviewed proposed FY 2024- 25 CIP projects with staff. • Began discussion of how to utilize the Action Plan to help inform future CIP priorities.

Recreation Program Review

• Collaborated with Palo Alto City staff to enhance the Enjoy! Catalog and Community activities, aligning efforts to promote equity and potential cost -reduction for programs, for example, bringin g/advertising free programs from other Palo Alto partners, (i.e., PA Adult School) in the Enjoy! Catalog. • Facilitated brainstorming sessions with City staff to pinpoint priority programs and proposed recommendations, including potential programs and provi ders, to address community needs effectively. • Ad Hoc conducted a comprehensive review of past Enjoy! Catalog’s and benchmarked against neighboring cities.

Presented findings and suggested solutions for scaling up at the Commission Meeting in February 2024, align with the Master Plan's reviewing progress.
• Successfully spearheaded the implementation of a new QR code on the first page of the Enjoy! Catalog. This innovation allows for simple multilingual instructions directing residents to our website for commu nity events, thereby expanding awareness among residents who speak English as a second language.

Recreation Wellness Center

• Weekly ad hoc meetings (with occasional staff participation) on stakeholder outreach and research on wellness center needs, potent ial locations, facilities, programs, and activities. • Worked with City staff on stakeholder outreach and research of wellness center facilities, programs, and activities. • Raised the visibility of the community's need for a gym/wellness center. • We hosted a community meeting on January 17, 2024, to discuss the proposed Recreation Wellness Center. We presented the current preferred location/sites and a second option, depending on the current Cubberley negotiations between the City and the PAUSD.
• Provided status updates to the PRC during monthly ad hoc updates and at a January 17th community meeting presentation.

Bicycle / E-Bike Policy and Access

• Implementation of Council Direction from 2/27/2023 for all bikes in the Baylands and Arastradero Preserve to consider and recommend policy to address:
o Reduction of speed limit.
o Whether and where to restrict bicycle and horse access. o Adding bike racks at t railheads in open space, where lacking. • PRC ad hoc met throughout the year, working with staff to review policy and regulations regarding the use of e- bikes and electric conveyances in parks and open space areas. This included Palo Alto, neighboring cities , and regional, state, and national jurisdictions. We also met with park users to solicit feedback.

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• Discussed policy considerations, including parks vs. open spaces, types of e -bikes, and state policy implications with CSD, Transportation and Safe Routes staff, and PABAC, including their E -Bike subcommittee. • PRC ad hoc discussed balancing competing interests and priorities, including wildlife and ecosystem protection, recreation, bicycle transportation corridors, public access, equity, safety, enforceabi lity, ADA requirements, and clarity and communication of rules on October 25, 2022. • After considerable public comment and discussion, PRC unanimously recommended e- bike and electric conveyances policy and regulations for parks and open space on November 22, 2022 .

Playing Fields Policy and Programs Review

• Supported staff in reviewing regional best practices and recommending a synthetic turf replacement strategy for upcoming work at El Camino Park and Stanford/Mayfield Soccer Complex. • Completed initial rev iew of field use policy, including identifying potential areas for further review after engagement with stakeholders, and general policy cleanup recommendations. • Recommended non -policy field use updates, including tournament clean up responsibilities, goal storage and communication with stakeholders.

Park Dedication FY24

• Conduct a review of existing list of potential locations for parkland dedication, including prioritization of suitability. • Pursued park dedication for Tower Well Site:
o Met with CSD staff and PAHA per City policy.
o Recommended park dedication for Tower Well Site to City Council, which was approved with the recommendation to consider a name change.
o Initiated name change process for Tower Well Park to Frederick Eyerly Park. • Pursued park dedication for Rinconada Gardens:
o Worked with CSD and Utilities staff to review site constraints related to park dedication and determine next steps.
• Reviewed a potential site adjacent to San Antonio Avenue at Ponce Drive for a small park, suggested by a community member; added to the existing list of locations for parkland dedication.

Grant Opportunities

• Work with staff to assess how to understand current City grant process, including current consultant, to use grants more effectively to increase funding for Recreation and Parks programs and projects. Concern about staff time in finding grants, applying for grants, and reporting about grants. • Reviewed current grant application process, associated resources, and recent grant applications opportunities. • Ad Hoc interviewed new resources and potential partnerships which may be effective to increase grant funding, including contacts with Silicon Valley Community Foundation, suggested three projects to share with SVCF corporate partners Foothill Buckeye Creek r estoration, Foothill Interpretive Center, and additional restrooms at Mitchell Park/Magic Bridge, plus attempts to contact the Gordon Moore Foundation and the Packard Foundation. • Ad Hoc recommends continuing to strengthen existing partnerships with Friends of Palo Alto Parks, Palo Alto Recreation Foundation, Environmental Volunteers, Grassroots Ecology and Silicon Valley Community Foundation. An example of collaboration between the City and a non- profit, which could qualify for a grant that includes develo ping joint projects to bring East Palo Alto youth to Foothill Park.

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PROJECT/GOAL 1:

Master Plan

Review the process for planning and implementation of the Parks, Trails, Natural Open Space, and Recreation Master Plan (Parks Master Plan) for consistency and coordination with the annual CIP process. Work with staff to conduct a review of the existing policies and progress to inform planning efforts, enhance inter- departmental coordination, and implement best practices.

BENEFICIAL IMPACTS TIMELINE RESOURCES NEEDED MEASURE OF SUCCESS STATE MANDATED / LOCAL LAW /

COUNCIL-APPROVED

Optimize implementation of the Parks
Master Plan

FY 25 – Q1 & Q2

Moderate staff time

Complete inventory of projects denoted
as high priority, including status

Optimize FY26 CIP process for
consistency with the Parks Master Plan

Coordinate with staff to implement high-
priority policies and best practices

Yes: Parks Master Plan
(Policy 2.G, 6.A)

HIGH PRIORITY LOWER PRIORITY COUNCIL-DIRECTED

POLICY UPDATE

Conduct a comprehensive Parks Master Plan review, which includes:
• S tatus review of PRC prioritized projects and programs with staff • Develop recommendations for best practices and inter-departmental coordination to support the implementation of the Parks Master Plan

Establish annual and periodic review best practices

Yes: Parks Master Plan
(Chapter 5: Progress
Reporting)

PROJECT/GOAL 2:

Park Dedication FY25

Pursue and evaluate top priority potential sites and identify potential new sites to recommend dedicating as parkland within our community

BENEFICIAL IMPACTS TIMELINE RESOURCES NEEDED MEASURE OF SUCCESS STATE MANDATED / LOCAL LAW /

COUNCIL-APPROVED

Increase dedicated parkland to provide
recreational opportunities, promote the
health and well-being of the community,
and support biodiversity

Advance goals of 4 acres of parkland per
1,000 residents, and within 1/2 mile of
homes

FY25

Moderate staff time (CSD, CAO, Planning,
PWE, Real Estate)

Recommendation of one or more sites
for dedication as parkland

Yes: Parks Master Plan
(Goals and Policies 1.B,

1.C, 4.D, 5.C) and
Comprehensive Plan
(Policy L-8.1)

HIGH PRIORITY LOWER PRIORITY COUNCIL-DIRECTED

POLICY UPDATE

Work with staff to assess the suitability of potential sites for parkland dedication, including Rinconada Gardens, San Antonio Avenue at Ponce Drive, Los Altos Treatment Plant Site (wetland area), and Baylands Measure E Site (landfill slope portion)

Pursue dedication of Greer Park sewer easement associated with the 2850 W.

Bayshore Road development project

Review previously identified locations and consider new potential sites for park dedication

Yes
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PROJECT/GOAL 3:

Baylands Comprehensive Conservation Plan (BCCP) Update

BENEFICIAL IMPACTS TIMELINE RESOURCES NEEDED MEASURE OF SUCCESS STATE MANDATED / LOCAL LAW /

COUNCIL-APPROVED

Work towards releasing the Baylands
Comprehensive Conservation Plan which
was previously developed but not
completed

Establish updated standards, guidelines,
and processes for environmental
stewardship and infrastructure
development and maintenance in the
Palo Alto Baylands Nature Preserve

FY25

Moderate to high staff time

Funding for a consultant will likely be
required eventually

Generate an update on the current
status of the BCCP, including estimated
timeline for completion

Yes (Parks Master Plan
Program 4.A.1)

HIGH PRIORITY LOWER PRIORITY COUNCIL-DIRECTED

POLICY UPDATE

Review current draft BCCP and work with staff to assess status of document sections:
• Up to date, complete
• Up to date, further update required
• Outdated, update required
• Outdated, appropriate to omit
• Identify gaps that should be addressed

Work with staff to review status of CEQA and other required environmental reviews

Work with staff to recommend a path forward for completing and releasing the BCCP, including:
• Identify work that can be completed with current resources during FY25 • Identify any additional required resources and an estimated timeline for completion
• Identify work, which is out of scope for the BCCP, to be considered at a later date.

Move forward with BCCP updates as possible and appropriate

Yes

PROJECT/GOAL 4:

Nature Preserve Access Policy

Access Policy Recommendation for Pearson-Arastradero and Baylands Nature Preserves - work with staff and stakeholders to review all access, including bicycles, e-bikes and other electric conveyances, equestrians, and pedestrians

BENEFICIAL IMPACTS TIMELINE RESOURCES NEEDED MEASURE OF SUCCESS STATE MANDATED / LOCAL LAW /

COUNCIL-APPROVED

Balance recreational access with
stewardship of natural resources in the
Baylands and Arastradero Nature
Preserves

Considerations include habitat and
wildlife protection, trail safety, community
interests, and staff and infrastructure
resources

FY25

Moderate Staff Time

Forward updated access
recommendations for Pearson-
Arastradero and Baylands Nature
Preserves to City Council.

Yes (Parks Master Plan
Policy 6.D; Program

2.A.7)
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HIGH PRIORITY LOWER PRIORITY COUNCIL-DIRECTED

POLICY UPDATE

Follow up on FY24 Bicycle and Equestrian Ad Hoc recommendations re: unauthorized trail usage and stewardship of natural resources along trails.

Review Adobe Creek Loop Trail and Byxbee Park trail access.

Provide input to staff regarding an appropriate response to the 02/27/2023 City Council referral

Follow up / review access and activity at Pearson-Arastradero Bowl Loop Trail area and Baylands Adobe Creek Loop Trail Bowl.

General trail network access review

Yes

PROJECT/GOAL 5:

Recreation Wellness Center

Work with staff to facilitate progress on the Palo Alto Recreation Wellness Center.

BENEFICIAL IMPACTS TIMELINE RESOURCES NEEDED MEASURE OF SUCCESS STATE MANDATED / LOCAL LAW /

COUNCIL-APPROVED

Recreation and Park facilities for the
health and welfare of current and future
generations

Community engagement

2024 – 2025
Goal – vision of a complete facility

CSD staff time, Public Works staff time

Selecting the site

Completing the facility for the community
via the partnership with the City of Palo
Alto, Friends of Recreation Wellness
Center and community stakeholders

Council Approved
(Parks Master Plan Goal
1; Policy 4.A)

Identified priority major
project

HIGH PRIORITY LOWER PRIORITY COUNCIL-DIRECTED

POLICY UPDATE

Community engagement with stakeholders and others, including existing facilities

Discussion of site alternatives – Greer Park, Cubberley, 10.5 acres, and others

Confirmed location of site with Council Approval of site

Commission support of LOI with Friends and City of Palo Alto

Regular updates for PRC to ensure other Commissioners, City staff and stakeholders are kept abreast of updates

Define relationship between Ad Hoc/PRC, Friends group, and the City of Palo Alto

Yes

PROJECT/GOAL 6:

Playing Fields and Racquet Sports

Review and recommend updates to playing fields and Racquet Sports policies, including synthetic turf replacement strategy, including tennis and field reservation policies

BENEFICIAL IMPACTS TIMELINE RESOURCES NEEDED MEASURE OF SUCCESS STATE MANDATED / LOCAL LAW /

COUNCIL-APPROVED

Efficient and successful replacement of
end-of-life synthetic turf fields

Optimized access to City playing fields

Proactive field management

FY24-25 Q1&Q2: Complete synthetic turf
replacement strategy review

FY24-25 Q3&Q4: Complete review of court
reservation policy

Moderate staff time

Meet with playing field stakeholders

Successful replacement of end-of
life synthetic turf field, contingent
upon CIP funding (turf study/analysis)

Court reservation policy update

Yes: Parks Master Plan
(Programs 1.F.1; 2.A.3;

2.C.3)
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Fair and equity tennis court reservation
system that promotes wellness

recommendation if warranted

HIGH PRIORITY LOWER PRIORITY COUNCIL-DIRECTED

POLICY UPDATE

Work with staff to review and recommend optimum synthetic turf replacement strategy, including materials, process, and definite timeline

Meet with stakeholders periodically for feedback

Work with staff to review current USTA resident requirements as it relates to reserving court space in Palo Alto for non-residents

Work with staff to convene and support the joint taskforce for racquet sports

Meet with stakeholders for feedback and review field or court reservation systems and use policy and recommend an update as appropriate

Yes

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Public Art Commission
2024-2025 Workplan
Staff Liaison: Elise DeMarzo, Public Art Program Director, Nadya Chuprina, Program Coordinator Lead Department: Community Services / Arts & Sciences

About the Commission

The Public Art Commission is composed of seven (7) members. The terms are three (3) years in length and commence on April 1. Residency is not required. There are no vacancies as of June 1, 2024. The Public Art Commission oversees Palo Alto's temporary and permanent public art programs. The Commission's primary duties are:
● To advise the city in matters pertaining to the quality, quantity, scope, and style of art in public places ● To periodically review the capital improvement program with the staff for inclusion of works of art in various projects ● To devise methods of selecting and commissioning artists with respect to the design, execution, and placement of art in public places and to advise staff on the selection and commissioning of artists, and the amounts to be expended on art in public places
● To advise and assist staff in obtaining financial assistance for art in public places from private, corporate, and governmental sources
● To review plans for the installation of art in public places and review the inventory of art in public spaces

Current Commissioners
Loren Gordon (Chair)
Hsinya Shen (Vice Chair)
Tara de la Garza
Ben Miyaji
Amber Smith
Harriet Stern
Lisa Waltuch

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Mission Statement

The Palo Alto Public Art Program promotes the highest caliber of artwork, commissioning memorable public artworks and experiences that stimulate discussion and thoughtful reflection, celebrating Palo Alto’s character and enhancing civic pride and sense of place.

PAC’s 2024/25 Adopted Priorities are:

Building Community Priority: Develop public art that encourages engagement, belonging, and community participation, and that promotes shared experiences in and around Palo Alto Neighborhoods and commercial corridors.

Social Justice Priority: Develop public art projects that will continue to advance empathy, ethnic and cultural inclusion, and celebration, and social, racial, and gender equity.

Public Art Education Priority: Widen and strengthen education and advocacy for public art, including through the roll-out and implementation of the California Avenue District Master Plan and the Baylands’ Art Plan, and PAMP long-term goals, while responding to current issues and supporting a wider network of artists.

Every public art project undertaken by the Palo Alto Public Art Program meets at least two of its three adopted priorities through its intentionally extensive design and building process that conscientiously engages diverse community members.

Specifically:
● Building Community Priority: The design and building process involves diverse groups of multi-stakeholders representing the community. From artist selection and fact-finding through community dialogue to the introduction of the final artwork, this ensures the art resonates with local neighborhoods and commercial corridors. ● Public Art Education Priority: Engaging artists with the local community during the design process helps artists understand the community and locality while educating the public about the public art process, supporting broader educational goals and enhancing advocacy for public art.

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Prior Year
Accomplishments

1. Code:ART 2023: The City of Palo Alto Public Art Program launched its third interactive media art festival, Code:ART, a three-evening event that re-imagines Palo Alto’s underutilized plazas, alleys, and public spaces through interactive light, sound, and motion. The festival featured a major interactive media artwork anchoring the festival and six Urban Interventions
activating or reimagining downtown storefronts, alleys, parking lots or blank walls in new and inventive ways. The artworks invited play and participation, engaging area locals in an event that outwardly reflects the creative community and culture that thrives here.

2. California Avenue Murals Festival 2023 - During the summer of 2023 the Palo Alto Public Art Program commissioned artists
Olivia Losee-Unger, Nicole Ponsler and Paz de la Calzada to paint vibrant temporary murals in the California Avenue District. Bloom by Nicole Ponsler can be found at Palo Alto Central on 149 California Avenue. Moonflowers for Georgia by Olivia Losee-Unger is located at Izzy’s Brooklyn Bagels on 477 California Avenue. The third streetscape mural called Quercus 650 by Paz de la Calzada is located on the ground at the intersection of California Avenue and Ash Street. Artist Paz de la Calzada invited volunteers from the community to participate in the painting process.

3. King Artist Residency: Artist Kirti Bassendine served as the 2023 Artist-in-Residence beginning February 2023. The Artist’s Residency project focused on diverse underserved communities residing and/or working in Palo Alto and experiencing socio-economic or housing instability. Her resulting photographs are displayed on King Plaza.

4. Maintenance: Each year the Public Art Program receives funding from the City to maintain and care for the City’s growing
permanent art collection. The staff is diligent about maintenance, examples include protecting and restoring the Victor Arnautoff Frescoes at the Roth Building, Susan Zoccola’s refabrication, updated software programming for Susan Narduli’s Conversation at City Hall, comprehensive cleaning and maintenance of Charles Sowers’ Sway at the JMZ, conservation treatment of Jerome Kirk’s Homage to Silence, repair of Brian Coleman’s Excel, and the refabrication and installation of midtown community’s Poetry Wall mural.

5. Cubberley Mural: Artist Cameron Moberg completed a mural at Cubberley that reflects the creative community that frequents the site. His design was informed by feedback from Cubberley stakeholders about what they cherish about Cubberley.

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PROJECT/GOAL 2 :

Murals, Murals and Murals in 2024
Based on the successful roll out of mural program in 2023, Staff is continuing with several mural projects throughout Palo Alto:
● Three Murals in Downtown to be painted October 2024: Artists Harumo Sato, Mona Caron and Nigel Sussman have been selected to design and paint three temporary murals on privately owned walls in downtown Palo Alto, animating an important commercial corridor
● ArtLift Grants: Utility Box Edition – 100 applicants, 20 participants painting City-wide this summer PROJECT/GOAL 1 :

The 2024 King Artist Residency: Artist Alma Landeta
Alma Landeta, current artist-in-residence (AIR), has begun community outreach in a variety of ways: Queeries Hotline, portrait workshops, and open studios. Alma Landeta is focusing on the lived experiences of the LGBTQAI+ community members residing and/or working in Palo Alto with the goal of sparking conversations about inclusion, equity, a sense of belonging and bringing Palo Alto’s diverse communities together through better understanding and compassion. The residency will culminate in a final report of their findings and hopefully a temporary installation on King Plaza in late 2024. PAC and staff will evaluate launching the next Artist Residency for 2025.

BENEFICIAL IMPACTS TIMELINE RESOURCES
NEEDED

MEASURE OF

SUCCESS

STATE MANDATED /

LOCAL LAW /

COUNCIL-

APPROVED
Social Justice Priority;
Community Building Priority
Funds are available through
percent for art Municipal funds.

Staff resources and time is used
for artist call and the selection
processes. Staff will work with the
artist during the research, design
development and
implementation. Artist will use a
studio at the Cubberley Campus.

The Public Art Commission is
committed to a platform for
ongoing conversations about
equity, inclusion, and belonging
in Palo Alto through the arts. As
a result, the King Artist
Residency Program was
established. Community
participation will be measured.

Council referral to the
Public Art Commission
November 2, 2020 the
City Council voted to
refer the development of
public art on King Plaza
reflecting the City’s
commitment to equity.

HIGH

PRIORITY
LOWER

PRIORITY

COUNCIL-

DIRECTED

POLICY UPDATE
High priority for social justice, building community and public art education. Yes
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● Fire Station 5 Mural – Bodeck Luna, artist and community organizer, organized outreach to the Barron Park neighbors and broader Palo Alto community for input on his mural to be painted in August or September ● Digitally Printed Artwork at the California Avenue Parking Structure is planned for late 2024

BENEFICIAL IMPACTS TIMELINE RESOURCES
NEEDED

MEASURE OF

SUCCESS

STATE MANDATED
/ LOCAL LAW /

COUNCIL-

APPROVED
This project promotes two of
the PAC 2024 priorities:

Building Community Priority
and Public Art Education
Priority.

New murals scheduled for
summer and fall of 2024.

Funds are available through
percent for art Municipal funds.

Staff resources and time will be
used for artist calls and the
selection processes. Staff will
work with the artists during the
design development and
implementation.

Community and stakeholder
feedback
N/A
HIGH

PRIORITY
LOWER

PRIORITY

COUNCIL-

DIRECTED
POLICY
UPDATE
Building community in various Palo Alto neighborhoods, wayfinding, economic development, and enlivening public space Yes
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PROJECT/GOAL 3 :

Integrate Public Art in capital improvement projects (CIP) citywide, such as:
● Fire Station 4: Located in Midtown on the corner of Middlefield and East Meadow, this new building will be near Mitchell Park and Palo Alto Little League. It is highly visible to the community. Artist Stephen Galloway’s approved art design was rooted in his research into the role of the fire station in Palo Alto, and the history of this site. He is working on detailed design development.
● Public Safety Building: Artist Peter Wegner has completed fabrication and the artworks have been installed at the PSB, are protected in place, and awaiting the public opening of the facility. ● Boulware Park Public Art Project: The PAC has approved the artwork by Los Angeles-based award-winning art and design studio UrbanRock Design for the Boulware Park Public Art Project. The artist team visited Palo Alto and conducted meetings with the community to inform their design development. Installation is estimated for fall 2024.

BENEFICIAL IMPACTS TIMELINE RESOURCES
NEEDED

MEASURE OF

SUCCESS

STATE MANDATED
/ LOCAL LAW /

COUNCIL-

APPROVED
Enhancing new buildings, and
public parks with art.

Collaborating with the public
on the location, interactivity
of the projects and inspiration
for the art.

Ongoing Municipal Percent for Art funds,
collaboration with Public
Works, architects, and key
stakeholders.

Community and stakeholder
feedback
N/A
HIGH

PRIORITY
LOWER

PRIORITY

COUNCIL-

DIRECTED
POLICY
UPDATE
Building Community - the artists have engaged the public for their input on Boulware Park, Fire Station 4, and the Public Safety Building. Social Justice Priority and Public Art Education Priority.

N/A
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PROJECT/GOAL 4: Public Art in Private Development
The City of Palo Alto enacted the Art in Private Development Ordinance in January 2014. This ordinance mandates that commercial developments over 10,000 square feet either commission artwork on their site or contribute to the Public Art Fund.

A few examples of current private developments include:
● 3200 Park Blvd Public Art Project: The 3200 Park Blvd project provides an opportunity to honor Thomas Foon Chew, founder of the Bayside Canning Company, and the Cannery’s legacy of community building and ethnic and cultural inclusion. Through multi-stakeholder engagement, the current proposal includes both an external mosaic that includes individuals, communities, past and future, as well as an internal educational wall for historical education. ● Castilleja School: The Castilleja School development project involves modernizing the school by replacing old buildings with a new academic building and facilities. The commission has been supporting the project by providing feedback on the art selection process, placement, and design.
● 660 University: This significant project at University and Middlefield Road will have artwork coming for Commission review this fall.

BENEFICIAL IMPACTS TIMELINE RESOURCES
NEEDED

MEASURE OF

SUCCESS

STATE MANDATED /

LOCAL LAW /

COUNCIL-

APPROVED
These types of projects may
promote all three of the PAC
2024 priorities.

These events require extensive
planning and dialoguing.

Staff time funded by the Public
Art Fund, collaboration with
multiple city departments and
community stakeholders.

Community and stakeholder
feedback
N/A
HIGH

PRIORITY
LOWER

PRIORITY

COUNCIL-

DIRECTED

POLICY UPDATE
Often times, these projects have high visibility and since they are private developments, PAC staff and commission often provide valuable guidance to ensure compliance with the Public Art for Private Development Ordinance
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PROJECT/GOAL 5 : Code:ART 2025
The Code:ART events draw larger audiences each year we present the festival. 2025 will be the largest yet, with more ambitious artworks and expanded experiences. Allocation of funds and calls to artists are anticipated to go out in the next few months.

BENEFICIAL IMPACTS TIMELINE RESOURCES
NEEDED

MEASURE OF

SUCCESS

STATE MANDATED /

LOCAL LAW /

COUNCIL-

APPROVED
Code:ART brings the community
together to play, interact and
collaborate while supporting
economic development.

Businesses in the University and
Hamilton Avenue downtown
area are adjacent to the crowds
seeking the interactive exhibits.

Planning began in Spring 2024.

The event is scheduled for
October 2025.

It is typical to have a larger
installation on King Plaza, and up
to six additional installations
nearby. Collaboration between
many city departments, local
businesses and volunteers is
necessary. Funds from both the
Municipal percent for art funds
and the private percent for art
funds are used for these festivals.

Participation numbers and
surveys are collected for each
Code:ART event to gather
feedback and metrics.

N/A
HIGH

PRIORITY
LOWER

PRIORITY

COUNCIL-

DIRECTED

POLICY UPDATE
Building Community, Public Art Education N/A
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Attachment B - FY 2025 Public Art
Commission Work Plan

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PROJECT/GOAL 6:

Ongoing Maintenance and Care of the Collection. With a collection of more than 300 artworks, preventative maintenance and restoration of these valuable City assets are an essential part of a public art program, including Charleston/Arastradero Corridor re-fabrication for sculpture destroyed by an accident, deep cleaning of the Jerome Kirk sculpture at the Art Center, and the protection and comprehensive restoration of the historically significant Arnautoff frescoes at the Roth Building.

BENEFICIAL IMPACTS TIMELINE RESOURCES
NEEDED

MEASURE OF

SUCCESS

STATE MANDATED
/ LOCAL LAW /

COUNCIL-

APPROVED
This project promotes two of
the PAC priorities: Building
Community Priority and Public
Art Education Priority.

Ensuring that these valuable
assets are maintained
properly and reflect well on
the City.

Ongoing The annual maintenance
allocation of $32,000 is spent
down each year. Staff oversees
the contractors and work being
performed
Ad
ditional funding was
committed by the County for
the restoration of the Arnautoff
frescoes. A conservator has
been hired for this project.

A collection of artworks that
reflect well on Palo Alto and
have not fallen into such
disrepair that more costly
repairs are necessary or the
artwork cannot be saved.

Having artworks
fall into disrepair
may leave the
City open to
legal action by
the artists under
the Visual Artists
Rights Act.

HIGH

PRIORITY
LOWER

PRIORITY

COUNCIL-

DIRECTED
POLICY
UPDATE
Public Art Education N/A
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Attachment B - FY 2025 Public Art
Commission Work Plan

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Code:ART 2023 - The City of Palo Alto Public Art Program launched its third interactive media art festival, Code:ART, a three-evening event that re-imagines Palo Alto’s underutilized plazas, alleys, and public spaces through interactive light, sound, and motion. The festival featured a major interactive media artwork anchoring the festival and six Urban Interventions activating or re-imagining downtown storefronts, alleys, parking lots or blank walls in new and inventive ways.

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Commission Work Plan

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Code:ART - The artworks invited play and participation, engaging area locals in an event that outwardly reflects the creative community and culture that thrives here.

Images (clockwise): Visitors interacting with Interactive Flow Fields by Steven Wallace; Ripple by Jeffrey Yip Item 17
Attachment B - FY 2025 Public Art
Commission Work Plan

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Cod:ART 2023 - Impact Metrics
- Approximately 13,000 people attended the festival
- 21 Bay Area, national, and international artists
- 7 interactive new media installations
Data from Survey Responses:
- 98% of visitors surveyed would love more events like
this in Palo Alto
-
73% of attendees visited a downtown business
during the festival
- 88% of business visitors made a purchase
- 70% of the business visitors spent up to $150
- 60% of visitors came to downtown specifically for
Code:ART
Image: Helix Seats by Pneuhaus in Lytton Plaza
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Attachment B - FY 2025 Public Art
Commission Work Plan

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California Avenue Murals Festival 2023 - During the summer of 2023 the Palo Alto Public Art Program commissioned artists Olivia Losee-Unger, Nicole Ponsler and Paz de la Calzada to paint vibrant temporary murals in the California Avenue District. Bloom by Nicole Ponsler can be found at Palo Alto Central on 149 California Avenue. Moonflowers for Georgia by Olivia Losee-Unger is located at Izzy’s Brooklyn Bagels on 477 California Avenue. The third streetscape mural called Quercus 650 by Paz de la Calzada is located on the ground at the intersection of California Avenue and Ash Street. Artist Paz de la Calzada invited volunteers from the community to participate in the painting process.

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Commission Work Plan

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In January 2023, Public Art staff initiated a public-private partnership pilot program and opened a Call for Walls to identify privately owned walls to host murals along California Avenue as part of the pilot mural event for the California Avenue District. Staff was successful in securing two locations on California Avenue: an exterior wall of the Izzy’s Brooklyn Bagels at 477 California Avenue, and an exterior wall at California Avenue Central HOA located at 161 California Ave. Additionally, the intersection of California Avenue and Ash Street, which is currently closed to vehicular traffic, was identified for a ground plane mural.

At the conclusion of the Murals Festival on June 11, Public Art staff led a public tour of the three newly painted murals, with the participating artists, volunteers, site hosts, and many members of the public in attendance.

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Attachment B - FY 2025 Public Art
Commission Work Plan

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King Artist Residency: Artist Kirti Bassendine
served as the 2023 Artist-in-Residence. The
Artist’s residency project focused on diverse
underserved communities residing and/or
working in Palo Alto and experiencing socio-
economic or housing instability. Her resulting
photographs are displayed on King Plaza.

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Commission Work Plan

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Collection Care and Maintenance:

Historic frescoes titled Modern and Ancient
Medicine, 1932 by Victor Arnautoff at the Roth
Building at 300 Homer Ave.

To ensure the restoration of the frescoes would
coincide with the rehabilitation of the building, the
Public Art staff is working with teams of fine art
conservators to protect and restore these
significant artworks.

Images: Left - Atthowe Fine Art team is installing
rigid protections in August 2023 prior to the
commencement of the building construction
project.

Right - Fine art conservator Anne Rosenthal, a
highly reputable expert of frescoes by Diego Rivera
and Victor Arnautoff is working on a Grisaille
fresco panel in April 2024.

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Attachment B - FY 2025 Public Art
Commission Work Plan

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Maintenance: Each year the Public Art Program receives funding from the City to maintain and care for the City’s growing permanent art collection.

Images: In May 2024, a team of art conservators from Preservation Arts completed a condition assessment and detailed conservation treatment of a permanently-sited kinetic sculpture tiled Homage to Silence, 1981 by artist Jerome Kirk.

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Attachment B - FY 2025 Public Art
Commission Work Plan

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Maintenance: Each year the Public Art Program
receives funding from the City to maintain and care
for the City’s growing permanent art collection.

Image: Sway, 2020 by Charles Sowers at the Junior
Museum and Zoo at 1451 Middlefield Road is an
architecturally integrated kinetic sculpture. It
receives an annual inspection and detailed
maintenance treatment by the artist.

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Attachment B - FY 2025 Public Art
Commission Work Plan

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Cubberley Mural: In June 2024, Artist Cameron Moberg completed a mural titled Generations at Cubberley that reflects the creative community that frequents the site. His design was informed by feedback from Cubberley stakeholders about what they cherish about Cubberley.

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Commission Work Plan

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Cameron Moberg's design was inspired by the history and community activities taking place on Cubberley campus .

The artist states: “As I walked through the halls of Cubberley, inspiration was coming at me around every turn, the music, the art, the learning, but what struck me most was the generations of people I met. I heard stories from how a woman’s mother took her to Cubberley as a child and now she takes her daughter. It wasn’t just one story like that, there were multiple. I wanted to capture this in the hands representing different stages of life. The butterflies represent the change and beauty that this can bring to the world and the key and keyhole connecting the two walls – like a portal opening up into learning, opportunities and the future”.

Item 17
Attachment B - FY 2025 Public Art
Commission Work Plan

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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: October 7, 2024
Report #:2402-2589
TITLE
Fiscal Year 2024 Significant Gifts and Donations to the City of Palo Alto

RECOMMENDATION
This is an informational report; no Council action is required.

DISCUSSION
The City of Palo Alto’s Policy and Procedures 1-18, Gift and Donations to the City of Palo Alto (Attachment A) requires annual reports to the City Council regarding significant gifts that have been accepted on behalf of the City.

In compliance with this policy, Attachment B lists significant gifts (over $5,000) that the City received during Fiscal Year 2024. All gifts had a designated purpose as stated under the “Use of Gift” Column in Attachment B. Staff monitors designated restrictions to comply with the Donor’s request.

In addition, in mid-2008 the Fair Political Practices Commission (FPPC) adopted new regulations relating to gifts benefitting specific employees. The new regulations contain guidelines on when these types of gifts should be disclosed as gifts to the City. Gifts required to be disclosed pursuant to this regulation are now also reported on the new FPPC Form 801, and that gift information is now posted to the City Clerk’ s web page1 as required by the FPPC.

Annual reports of gifts will continue to be provided to the Council. Form 801 information will be available on the City Clerk’ s website throughout the year as gifts are received.

ATTACHMENTS
Attachment A: Gifts to the City Policy 1-18: Gifts and Donations to the City of Palo Alto Attachment B: Significant Gifts and Donations Received in FY 2024 Over $5,000 APPROVED BY: Lauren Lai, Director of Administrative Services 1 City Clerk’s Web Page: https://www.cityofpaloalto.org/Departments/City-Clerk/Gifts-to-the-City Item 18
Item 18 Staff Report

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POLICY AND PROCEDURES 1-18
Revised: October 1, 2014
Effective: December 1, 1989

GIFTS AND DONATIONS TO THE CITY OF PALO ALTO

POLICY STATEMENT
The purpose of this policy is to:
• Establish uniform procedures for the receipt of gifts to the City of Palo Alto; • Cultivate and maintain an environment where residents and businesses want to contribute to the City's programs and facilities;
• Promptly acknowledge and express appreciation for the gifts; • Assure the gifts are properly inventoried, and
 Comply with the Political Reform Act and Fair Political Practices Commission Regulations.

It is essential that gifts be properly reported and reviewed carefully for impact on the City's resources and for consistency with City policies and procedures concerning cash handling and inventory.

City employees are prohibited from accepting personal gifts (see Section 1301, Merit System Rules and Regulations). Gifts to elected and appointed City officials and “designated” City employees (see Palo Alto Municipal Code, Chapter 2.09) are also regulated by the State of California Fair Political Practices Commission.

Applicability of this Policy
The procedures stated in Section A apply to gifts offered or given to the City, gifts actively solicited by the City, and gifts from community groups that support various City operations (e.g. Friends of the Library, the Recreation Foundation, etc.). They do not apply to minor individual contributions which will be quickly consumed in a City- sponsored event, work contributed by individual volunteers, sponsorship of a City activity, or donations of advertising, publicity, graphics, etc. in exchange for City acknowledgment. The procedures are consistent with those applicable to grants and other funding requests (see Policy and Procedures 1-12).

The Fair Political Practices Commission has adopted requirements (2 Cal.Code Regs. § 18944.2) for reporting payments made to agencies that would otherwise constitute gifts to public officials. Payments may be considered gifts to the City when the City receives and controls the payment, uses the payment for official business, and identifies the recipient. Such payments must be reported as provided in section B of this policy.

Item 18
Attachment A - Gifts to
the City Policy 1-18: Gifts
and Donation to the City
of Palo Alto

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Table 1 summarizes acknowledgement and reporting requirements for gifts.

PROCEDURES
A. City Requirements for Accepting and Acknowledging Gifts Department heads, including Council Appointed Officers, are authorized to accept gifts tendered by cash or cash equivalents or by electronic funds transfers (e.g., ACH transfer, credit card payment or online gifts) on behalf of the City. The City Clerk’s Office will report on behalf of the City Council. Implementation of this policy is the responsibility of the department head, including Council Appointed Officers.

Thresholds for implementation of the procedures vary with the category of the gift, as shown in Table 1.

The estimated value of a gift is based on the donor's estimate. The City will not independently assign a value to the gift unless it is cash.

Gifts accepted by the City become the property of the City of Palo Alto and are to be used for public benefit. Unless a special agreement concerning the ultimate disposition of the gift is entered into at the time the gift is accepted, it is understood that the City has sole authority to determine the use, transfer, handling, or disposition of the gift.

Gifts made to officials directly or for which the donor donors designates by name, class, or other title the official who may use the payment are not gifts to the City, but rather individual gifts that may be required to be reported on FPPC Form 700. Employees may not accept individual gifts.

Department heads should review material gifts to:
• determine what the estimated costs to the City will be for any related installation, maintenance, operation, storage or liability that may be incurred by acceptance of the object;
• ensure that the gift is properly documented, catalogued, and/or inventoried in the department and division records;
• prepare and install an appropriate sign or nameplate consistent with the City’s naming policy;
• ensure that the object will be satisfactorily maintained.

Acknowledgment of Gifts
The manner in which a gift is acknowledged must be appropriate to the nature of the gift and consistent with the donor's wishes.

Item 18
Attachment A - Gifts to
the City Policy 1-18: Gifts
and Donation to the City
of Palo Alto

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1. Within thirty (30) days of receipt of a gift, the department head must send an acknowledgment letter if the gift is worth $100 or more, thanking the donor on behalf of the City of Palo Alto.
a. The letter should clearly identify the gift and confirm the placement of the object that has been given to the City, or the use to which the gift will be devoted. b. Gifts to a governmental entity are treated similarly to charitable contributions for purposes of tax deductions. However, the donor will be responsible to the Internal Revenue Service and Franchise Tax Board for substantiating his or her own tax deduction. The City will not provide any tax services to donors. c. Except for gifts of cash or cash equivalents, where the donor amount is apparent, no dollar amount should be stated in the letter. Instead, the letter should contain the following paragraph:

Your gift may be tax deductible. To determine the amount you may properly deduct for tax purposes, you should consult your tax preparer or tax attorney.
d. The department head or his/her designee will sign the letter and forward a copy to the ASD Director.
e. For a particularly significant gift (over $5,000), recipient department head in consultation with the ASD Director may ask that a letter be prepared for the Mayor's signature.

2. The recipient department head, in consultation with the ASD Director, will determine if the gift warrants a public announcement and in what manner it should be made. The donor will be notified in advance of any announcement, and has the right to request anonymity.

3. The ASD Director is responsible for:
a. maintaining a record of all gifts that are accepted, including a description of the gift, the donor’s name and address (unless anonymous), the date the gift was received, and the disposition of the gift.
b. reporting annually any significant gifts over $5,000 to the City Council regarding the gifts that have been accepted on behalf of the City.

Item 18
Attachment A - Gifts to
the City Policy 1-18: Gifts
and Donation to the City
of Palo Alto

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4. Each department should also maintain a record of all gifts that are accepted, which includes a description of the gift, the donor's name and address, the date the gift was received, and the disposition of the gift.

B. Fair Political Practices Commission Requirements for Accepting and Reporting Gifts to the City
In addition to the requirements listed above, departments receiving gifts to the City must comply with Title 2 of the California Code of Regulations section 18944.2, summarized below:

Payments or similar gifts that are controlled by the City and used for official City business may be considered gifts to the agency rather than gifts to an individual although the individual may receive a personal benefit from the payment, if all of the following requirements are met:.
(1) City controls use of payment: The city manager or designee must determine and control the City’s use of a payment. The donor may identify a purpose for the payment, but may not designate by name, title, class, or otherwise, the official/employee who may use the payment. The City Manager or designee shall select the individual(s) who will use the payment any may not select himself or herself as the user.
(2) Official City business. The payment must be used for official City business.
(3) Reporting. Within 30 days after use of the payment, the head of the department of the official/employee who used the gift must report the payment on the Form 801 and forward it to the City Clerk. Form 801 is available at the Fair Political Practices Commission website online at http://www.fppc.ca.gov/forms/801.pdf. The City Clerk shall post a copy of the form or the information in the form on the City website, and shall maintain the forms for a period of not less than four years. (4) Limitations on payments for travel. Payments for travel, including transportation, lodging, and meals, are not gifts to the City but are considered personal gifts or income that the official or employee may be required to report on his or her FPPC Form 700 (a) if the donor designates by name, title, class, or otherwise, the official or employee who may use the payment, (b) if the City Manager or designee has not preapproved the travel in writing by signing the Form 801 or other travel pre-approval in advance or the trip, and/or (c) to the extent that such payments exceed the Item 18
Attachment A - Gifts to
the City Policy 1-18: Gifts
and Donation to the City
of Palo Alto

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City’s reimbursement rates for travel, meals, lodging, and other actual and necessary expenses.

NOTE: Questions and/or clarification of this policy should be directed to the Administrative Services Department. Questions and/or clarification of the Form 801 reporting requirements should be directed to the City Clerk or City Attorney’s Office.

Attachments:

Attachment A: Table 1- Summary of Gift Categories and Reporting Requirements Item 18
Attachment A - Gifts to
the City Policy 1-18: Gifts
and Donation to the City
of Palo Alto

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Attachment A
Table 1
Summary of Gift Categories and Reporting Requirements
Copy of
acknowledge‐
ment to ASD?
Account
information re
deposit to ASD?
Form 801 to City
Clerk?Gift Category Acknowledge‐
ment Letter
Other Requirements
Cash or cash equivalent that
will be used for official City
business over $100 (cash,
check, money order, travelers
check, cashier’s check or
online donation)
Cash or cash equivalent that
will be used by an individual
employee for official city
business
X
X
X
X
X
X
For payments used for official travel, see
limitations set forth in policy section B(4).X
Stocks, other securities Contact ASD re deposition of this type of gift. The City’s investment policy (1‐39)
precludes purchase of stocks, but the City
may accept them as gifts if sold within a
reasonable amount of time and ASD
Director determines that cost of sale will
not exceed cost of stock.

X X
Services (skilled services
performed by a business or
professional firm)
Department head evaluates services to
determine impact to department’s
operating budget or CIP.

Contact City’s Risk Manager to determine
potential liability exposure.

If item has a value of $5,000 or more, also
provide ASD Director with documentation
regarding value of gift for fixed assets
accounting.

X
X
X
X
Material Gifts (Objects of art,
equipment, property, other
tangibles)
Real Property (Privately
owned land and/or land
improvements)
All gifts require approval from ASD Real Estate Division and should be referred there. Real Estate/ASD will submit a written recommendation to the City Council for acceptance or rejection of the gift.

Item 18
Attachment A - Gifts to the City
Policy 1-18: Gifts and Donation to
the City of Palo Alto

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Gifts and Donations Received FY 2024 Over $5,000
Attachment B
Date Donor Dept. Gift Use of Gift
7/5/2023 Friends of the Palo Alto
Library (FOPAL)
Library $149,500.00 Library collection
development and
programming support.
2/8/2023 Paciﬁc Library
Partnership (PLP)
Library $9,690.00 Redistribution of PLP
funds for collections
database purchases as
per the California Library
Services Act (CLSA) for
OverDrive.
5/14/2024 Palo Alto Police
Foundation (PAPF)
Police $8,892.00 Honor Trip.

Sent two sworn and two
professional staff police
employees to National
Police Week in
Washington, D.C., May
12-16, 2024.
11/14/2023 Palo Alto Pickleball Club Community Services $7,898.24 Donation for pickleball fence at Mitchell Park
(adopt-a-park donation).

Item 18
Attachment B - Significant Gifts and
Donations Received in FY 24 Over
$5,000.00

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City Council
Staff Report
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: October 7, 2024
Report #:2409-3509
TITLE
City of Palo Alto Monthly Investment Activity Report August 2024 (Unaudited)

ATTACHMENTS
Attachment A: 2024 08 (August) Monthly Investment Activity Report APPROVED BY:

Lauren Lai
Item 19
Item 19 Staff Report

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CITY OF PALO ALTO
MONTHLY INVESTMENT ACTIVITY REPORT
August 2024 (Unaudited)

TO: Honorable City Council
Report Posted at the City’s Website: www.cityofpaloalto.org/investmentreporting Above Link on Council Agenda of October 7, 2024
______________________________________________________________________

The City’s Investment Policy1 (Policy) and California Government Code Section 53607 requires that a report of transactions (investments, reinvestment, sold, and exchanged securities) be made available to the Council on a monthly basis.

The attached list of transactions (Attachment A) also includes, though not required by the Policy or the government code, security maturities and cash movement activity in the City’s two liquid operating cash pool accounts (Local Agency Investment Fund or LAIF and Fidelity accounts). Liquid cash are available on a daily basis but are invested by the two entities in a range of securities (e.g., treasuries, federal agencies, commercial paper, corporate bonds, time deposits, loans, and certificate of deposits/bank notes).

This reporting requirement is separate and distinct from the quarterly investment report submitted under California Government Code Section 53646 that includes portfolio composition, a detailed list of all securities, performance compared to the Policy, overall compliance with the Policy, and the City’s ability to meet expenditure requirements over the next six months.

Prepared by:

_______________________
Tarun Narayan
Mgr. Treasury, Debt &
Investments

________________
Date
Approved by:

_______________________
Christine Paras
Asst. Director ASD

_________________
Date

______________________
Lauren Lai
Chief Financial Officer

_________________
Date

1 https://www.cityofpaloalto.org/files/assets/public/v/1/administrative‐services/investment‐policies/adopted‐investment‐policy‐1‐39‐asd.pdf Docusign Envelope ID: 16047D34-49BA-4D30-8166-3931DB63266A 9/2/2024
9/3/2024
9/10/2024
Item 19
Attachment A - 2024 08
(August) Monthly
Investment Activity
Report

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City of Palo Alto
Activity Report
City of Palo Alto
Administration Svcs. Dept.
250 Hamilton Ave., 4th Floor
Palo Alto, CA 94301
(650)329-2362
Sorted By Safekeeper
August 1, 2024 - August 31, 2024
Current
Rate
Transaction
Date Balance
Beginning
Balance
Ending
Par Value
Percent
of Portfolio
Par Value
CUSIP Investment # Issuer
Purchases or
Deposits
Redemptions or
Withdrawals
Safekeeper: Union Bank of California
Negotiable Certificates of Deposits
Preferred Bank LA California2047 NCD 0.002.000 08/16/2024 245,000.00740367HP5 Washington Federal2049 NCD 0.002.050 08/23/2024 245,000.00938828BJ8 Merchants State Bank2059 NCD 0.001.800 03/05/2020 245,000.00589227AG2 Firstier Bank2061 NCD 0.001.950 11/23/2021 245,000.0033766LAJ7 Celtic Bank2063 NCD 0.001.850 12/03/2019 245,000.0015118RRH2 Century Next Bank2074 NCD 0.001.700 08/30/2024 245,000.00156634AY3 1,470,000.0014,340,000.00 12,870,000.00Subtotal and Balance 0.00 Corporate Medium Term Bonds
15,500,000.00 15,500,000.00Subtotal and Balance
Federal Agency Bonds
Federal Agricultural Mortgage1867 0.002.250 08/23/2024 1,000,000.003132X0WL1 Federal Agricultural Mortgage1893 0.002.625 08/01/2024 1,000,000.003130H0AU7 Federal Agricultural Mortgage1901 0.002.625 08/01/2024 1,500,000.003130H0AU7 Fed. Home Loan Mortgage Corp.2999 Call 0.006.000 08/21/2024 1,500,000.003134H1TP8 5,000,000.00160,908,000.00 155,908,000.00Subtotal and Balance 0.00 Treasury Securities (Notes)
3,000,000.00 3,000,000.00Subtotal and Balance
Municipal Bonds
Burlingame School District1548 MUN 0.006.238 08/01/2024 120,000.00121457EQ4 Fremon Union High School Distr1646 MUN 0.006.080 08/01/2024 240,000.00357172VA0 County of Santa Clara1899 MUN 0.002.680 08/01/2024 1,460,000.00801546PJ5 Orchard School District1910 MUN 0.003.125 08/01/2024 40,000.00685585FD8 State of Tennessee2001 MUN 0.003.728 08/01/2024 205,000.00880541QU4 City of Napa Solid Waste2055 MUN 0.002.200 08/01/2024 595,000.00630337AL7 Antelope Valley Community Coll2069 MUN 0.003.026 08/01/2024 500,000.0003667PFN7 San Rafael City High Sch Distr2150 MUN 0.001.965 08/01/2024 1,755,000.00799289MR1 4,915,000.00112,477,833.13 107,562,833.13Subtotal and Balance 0.00 Portfolio CPA
AP
Run Date: 09/02/2024 - 21:49 DA (PRF_DA) 7.3.11
Report Ver. 7.3.11
Attachment A
Docusign Envelope ID: 16047D34-49BA-4D30-8166-3931DB63266A Item 19
Attachment A - 2024 08 (August)
Monthly Investment Activity Report

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Current
Rate
Transaction
Date Balance
Beginning
Balance
Ending
Par Value

Page 2 ends

Palo Alto City CouncilOctober 7, 2024

Palo Alto City Council
October 7, 2024