CITY COUNCIL
Regular Meeting
Monday, April 21, 2025
Council Chambers & Hybrid
5:30 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)
1. Recognizing Palo Alto Youth Who Have Received The President's Volunteer Service Award (PVSA) As Certified by Youth Community Service (YCS) Between Feb 16, 2024 – Feb 15, 2025
2. Signing of a Friendship City Agreement between the City of Palo Alto and Narok, Kenya in Celebration of Palo Alto‘s First Friendship City
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:45 ‐ 6:15 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:25 PM) Members of the public may not speak to the item(s).
STUDY SESSION (6:25 ‐ 7:25 PM)
3. Semi‐Annual City Council Discussion with the Independent Police Auditor (IPA) CONSENT CALENDAR (7:25 ‐ 7:30 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
4. Approval of Minutes from April 7, 2025 Meeting
5. Approval of Contract Amendment No. 2 to Contract No. C23185922 with Kittelson & Associates, INC. to Extend Term for an Additional Year of Service Through June 30, 2026 for professional consultant services for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status ‐ exempt under‐ California Senate Bill 922 (2022), codified as Public Resources Code section 21080.20.
6. Approval of Amendment Number 1 to Contract Number S22184359 With Prime Actuarial Consulting, LLC dba Bickmore Actuarial, in the Amount of $27,000, for a new Total Not‐ to‐Exceed Contract Amount of $67,500 for Actuarial Services Related to the Workers’ Compensation and the General Liability Programs and to Extend Term for an Additional Two Years; CEQA Status – Not a Project
7. Approval of Amendment No. 1 to the Cooperative Agreement with the Association of Bay Area Governments to Construct the Horizontal Levee Pilot Project (WQ‐ 22001) to Reflect an Additional $2 Million in California Coastal Conservancy Grant Funds; CEQA Status – Exempt under Section 15133
8. Approval of Contract Amendment Number 2 to Contract Number C24190163 with Musson Theatrical to extend the contract time through March 2, 2026, with No Change in the Total Not‐to Exceed Amount for $101,927 for the Refurbishing of the Stage Rigging System at Lucie Stern Community Theatre; CEQA status ‐ categorically exempt.
9. Adoption of a Resolution Endorsing the Updated Safe Routes to School Consensus Statement and Approval of the Amended City/School Transportation Safety Committee Bylaws; CEQA Status – Not a Project.
10. Approval of a Surveillance Use Policy for Security Cameras in Council Chambers and Approval of Purchase of $4,886 for Security Cameras; CEQA status – not a project.
CITY MANAGER COMMENTS (7:30 ‐ 7:45 PM)
BREAK (15 MINUTES)
ACTION ITEMS (Item 11: 8:00 ‐ 9:00 PM, Item 12: 9:00 ‐ 10:30 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
11. Review and Authorize Initiation of Community Poll Number One Themes for the Cubberley Master Plan Project and Receive an Update on the Project Workplan; CEQA Status ‐ the Master Plan will undergo CEQA review.
12. Approval of Professional Service Contract Number C25192988 with Lloyd Consulting Group, LLC., in the Amount Not to Exceed $160,825 to Conduct a Comprehensive Turf Study for a Period of Six Months; CEQA Status – exempt under CEQA regulations 15262 and 15306.
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
13. Communication from Utilities Advisory Commission to City Council Regarding SFPUC Water Supply Planning
14. City of Palo Alto Monthly Investment Activity Report for March 2025 (Unaudited)
15. Informational Report: Safe Routes to School Annual Report for the Period of July 1, 2022 through June 30, 2025; CEQA Status – Not a Project.
16. Independent Police Auditor's (IPA) Report of Review of Investigations as of November 2024 and Police Department Use of Force Report for July ‐ November 2024 OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments.
1 April 21, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.paloalto.gov/agendas
.
CITY COUNCIL
Regular Meeting
Monday, April 21, 2025
Council Chambers & Hybrid
5:30 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)
1. Recognizing Palo Alto Youth Who Have Received The President's Volunteer Service Award (PVSA) As Certified by Youth Community Service (YCS) Between Feb 16, 2024 – Feb 15, 2025
2. Signing of a Friendship City Agreement between the City of Palo Alto and Narok, Kenya in Celebration of Palo Alto‘s First Friendship City
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:45 ‐ 6:15 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:25 PM) Members of the public may not speak to the item(s).
STUDY SESSION (6:25 ‐ 7:25 PM)
3. Semi‐Annual City Council Discussion with the Independent Police Auditor (IPA) CONSENT CALENDAR (7:25 ‐ 7:30 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
4. Approval of Minutes from April 7, 2025 Meeting
5. Approval of Contract Amendment No. 2 to Contract No. C23185922 with Kittelson & Associates, INC. to Extend Term for an Additional Year of Service Through June 30, 2026 for professional consultant services for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status ‐ exempt under‐ California Senate Bill 922 (2022), codified as Public Resources Code section 21080.20.
6. Approval of Amendment Number 1 to Contract Number S22184359 With Prime Actuarial Consulting, LLC dba Bickmore Actuarial, in the Amount of $27,000, for a new Total Not‐ to‐Exceed Contract Amount of $67,500 for Actuarial Services Related to the Workers’ Compensation and the General Liability Programs and to Extend Term for an Additional Two Years; CEQA Status – Not a Project
7. Approval of Amendment No. 1 to the Cooperative Agreement with the Association of Bay Area Governments to Construct the Horizontal Levee Pilot Project (WQ‐ 22001) to Reflect an Additional $2 Million in California Coastal Conservancy Grant Funds; CEQA Status – Exempt under Section 15133
8. Approval of Contract Amendment Number 2 to Contract Number C24190163 with Musson Theatrical to extend the contract time through March 2, 2026, with No Change in the Total Not‐to Exceed Amount for $101,927 for the Refurbishing of the Stage Rigging System at Lucie Stern Community Theatre; CEQA status ‐ categorically exempt.
9. Adoption of a Resolution Endorsing the Updated Safe Routes to School Consensus Statement and Approval of the Amended City/School Transportation Safety Committee Bylaws; CEQA Status – Not a Project.
10. Approval of a Surveillance Use Policy for Security Cameras in Council Chambers and Approval of Purchase of $4,886 for Security Cameras; CEQA status – not a project.
CITY MANAGER COMMENTS (7:30 ‐ 7:45 PM)
BREAK (15 MINUTES)
ACTION ITEMS (Item 11: 8:00 ‐ 9:00 PM, Item 12: 9:00 ‐ 10:30 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
11. Review and Authorize Initiation of Community Poll Number One Themes for the Cubberley Master Plan Project and Receive an Update on the Project Workplan; CEQA Status ‐ the Master Plan will undergo CEQA review.
12. Approval of Professional Service Contract Number C25192988 with Lloyd Consulting Group, LLC., in the Amount Not to Exceed $160,825 to Conduct a Comprehensive Turf Study for a Period of Six Months; CEQA Status – exempt under CEQA regulations 15262 and 15306.
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
13. Communication from Utilities Advisory Commission to City Council Regarding SFPUC Water Supply Planning
14. City of Palo Alto Monthly Investment Activity Report for March 2025 (Unaudited)
15. Informational Report: Safe Routes to School Annual Report for the Period of July 1, 2022 through June 30, 2025; CEQA Status – Not a Project.
16. Independent Police Auditor's (IPA) Report of Review of Investigations as of November 2024 and Police Department Use of Force Report for July ‐ November 2024 OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments.
2 April 21, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.paloalto.gov/agendas
.
CITY COUNCIL
Regular Meeting
Monday, April 21, 2025
Council Chambers & Hybrid
5:30 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)
1. Recognizing Palo Alto Youth Who Have Received The President's Volunteer Service Award (PVSA) As Certified by Youth Community Service (YCS) Between Feb 16, 2024 – Feb 15, 2025
2. Signing of a Friendship City Agreement between the City of Palo Alto and Narok, Kenya in Celebration of Palo Alto‘s First Friendship City
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:45 ‐ 6:15 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:25 PM) Members of the public may not speak to the item(s).
STUDY SESSION (6:25 ‐ 7:25 PM)
3. Semi‐Annual City Council Discussion with the Independent Police Auditor (IPA) CONSENT CALENDAR (7:25 ‐ 7:30 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
4. Approval of Minutes from April 7, 2025 Meeting
5. Approval of Contract Amendment No. 2 to Contract No. C23185922 with Kittelson & Associates, INC. to Extend Term for an Additional Year of Service Through June 30, 2026 for professional consultant services for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status ‐ exempt under‐ California Senate Bill 922 (2022), codified as Public Resources Code section 21080.20.
6. Approval of Amendment Number 1 to Contract Number S22184359 With Prime Actuarial Consulting, LLC dba Bickmore Actuarial, in the Amount of $27,000, for a new Total Not‐ to‐Exceed Contract Amount of $67,500 for Actuarial Services Related to the Workers’ Compensation and the General Liability Programs and to Extend Term for an Additional Two Years; CEQA Status – Not a Project
7. Approval of Amendment No. 1 to the Cooperative Agreement with the Association of Bay Area Governments to Construct the Horizontal Levee Pilot Project (WQ‐ 22001) to Reflect an Additional $2 Million in California Coastal Conservancy Grant Funds; CEQA Status – Exempt under Section 15133
8. Approval of Contract Amendment Number 2 to Contract Number C24190163 with Musson Theatrical to extend the contract time through March 2, 2026, with No Change in the Total Not‐to Exceed Amount for $101,927 for the Refurbishing of the Stage Rigging System at Lucie Stern Community Theatre; CEQA status ‐ categorically exempt.
9. Adoption of a Resolution Endorsing the Updated Safe Routes to School Consensus Statement and Approval of the Amended City/School Transportation Safety Committee Bylaws; CEQA Status – Not a Project.
10. Approval of a Surveillance Use Policy for Security Cameras in Council Chambers and Approval of Purchase of $4,886 for Security Cameras; CEQA status – not a project.
CITY MANAGER COMMENTS (7:30 ‐ 7:45 PM)
BREAK (15 MINUTES)
ACTION ITEMS (Item 11: 8:00 ‐ 9:00 PM, Item 12: 9:00 ‐ 10:30 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
11. Review and Authorize Initiation of Community Poll Number One Themes for the Cubberley Master Plan Project and Receive an Update on the Project Workplan; CEQA Status ‐ the Master Plan will undergo CEQA review.
12. Approval of Professional Service Contract Number C25192988 with Lloyd Consulting Group, LLC., in the Amount Not to Exceed $160,825 to Conduct a Comprehensive Turf Study for a Period of Six Months; CEQA Status – exempt under CEQA regulations 15262 and 15306.
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
13. Communication from Utilities Advisory Commission to City Council Regarding SFPUC Water Supply Planning
14. City of Palo Alto Monthly Investment Activity Report for March 2025 (Unaudited)
15. Informational Report: Safe Routes to School Annual Report for the Period of July 1, 2022 through June 30, 2025; CEQA Status – Not a Project.
16. Independent Police Auditor's (IPA) Report of Review of Investigations as of November 2024 and Police Department Use of Force Report for July ‐ November 2024 OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments. 3 April 21, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
Supplemental Report added
CITY COUNCIL
Regular Meeting
Monday, April 21, 2025
Council Chambers & Hybrid
5:30 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)
1. Recognizing Palo Alto Youth Who Have Received The President's Volunteer Service Award (PVSA) As Certified by Youth Community Service (YCS) Between Feb 16, 2024 – Feb 15, 2025
2. Signing of a Friendship City Agreement between the City of Palo Alto and Narok, Kenya in Celebration of Palo Alto‘s First Friendship City
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:45 ‐ 6:15 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:25 PM) Members of the public may not speak to the item(s).
STUDY SESSION (6:25 ‐ 7:25 PM)
3. Semi‐Annual City Council Discussion with the Independent Police Auditor (IPA) CONSENT CALENDAR (7:25 ‐ 7:30 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
4. Approval of Minutes from April 7, 2025 Meeting
5. Approval of Contract Amendment No. 2 to Contract No. C23185922 with Kittelson & Associates, INC. to Extend Term for an Additional Year of Service Through June 30, 2026 for professional consultant services for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status ‐ exempt under‐ California Senate Bill 922 (2022), codified as Public Resources Code section 21080.20.
6. Approval of Amendment Number 1 to Contract Number S22184359 With Prime Actuarial Consulting, LLC dba Bickmore Actuarial, in the Amount of $27,000, for a new Total Not‐ to‐Exceed Contract Amount of $67,500 for Actuarial Services Related to the Workers’ Compensation and the General Liability Programs and to Extend Term for an Additional Two Years; CEQA Status – Not a Project
7. Approval of Amendment No. 1 to the Cooperative Agreement with the Association of Bay Area Governments to Construct the Horizontal Levee Pilot Project (WQ‐ 22001) to Reflect an Additional $2 Million in California Coastal Conservancy Grant Funds; CEQA Status – Exempt under Section 15133
8. Approval of Contract Amendment Number 2 to Contract Number C24190163 with Musson Theatrical to extend the contract time through March 2, 2026, with No Change in the Total Not‐to Exceed Amount for $101,927 for the Refurbishing of the Stage Rigging System at Lucie Stern Community Theatre; CEQA status ‐ categorically exempt.
9. Adoption of a Resolution Endorsing the Updated Safe Routes to School Consensus Statement and Approval of the Amended City/School Transportation Safety Committee Bylaws; CEQA Status – Not a Project.
10. Approval of a Surveillance Use Policy for Security Cameras in Council Chambers and Approval of Purchase of $4,886 for Security Cameras; CEQA status – not a project.
CITY MANAGER COMMENTS (7:30 ‐ 7:45 PM)
BREAK (15 MINUTES)
ACTION ITEMS (Item 11: 8:00 ‐ 9:00 PM, Item 12: 9:00 ‐ 10:30 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
11. Review and Authorize Initiation of Community Poll Number One Themes for the Cubberley Master Plan Project and Receive an Update on the Project Workplan; CEQA Status ‐ the Master Plan will undergo CEQA review.
12. Approval of Professional Service Contract Number C25192988 with Lloyd Consulting Group, LLC., in the Amount Not to Exceed $160,825 to Conduct a Comprehensive Turf Study for a Period of Six Months; CEQA Status – exempt under CEQA regulations 15262 and 15306.
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
13. Communication from Utilities Advisory Commission to City Council Regarding SFPUC Water Supply Planning
14. City of Palo Alto Monthly Investment Activity Report for March 2025 (Unaudited)
15. Informational Report: Safe Routes to School Annual Report for the Period of July 1, 2022 through June 30, 2025; CEQA Status – Not a Project.
16. Independent Police Auditor's (IPA) Report of Review of Investigations as of November 2024 and Police Department Use of Force Report for July ‐ November 2024 OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments. 4 April 21, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.
SUPPLEMENTAL / AMENDED AGENDA ITEMS
12. Approval of Professional Service Contract Number C25192988 with Lloyd Consulting Group, LLC., in the Amount Not to Exceed $160,825 to Conduct a Comprehensive Turf Study for a Period of Six Months; CEQA Status – exempt under CEQA regulations 15262 and 15306.
Supplemental Report added
CITY COUNCIL
Regular Meeting
Monday, April 21, 2025
Council Chambers & Hybrid
5:30 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)
1. Recognizing Palo Alto Youth Who Have Received The President's Volunteer Service Award (PVSA) As Certified by Youth Community Service (YCS) Between Feb 16, 2024 – Feb 15, 2025
2. Signing of a Friendship City Agreement between the City of Palo Alto and Narok, Kenya in Celebration of Palo Alto‘s First Friendship City
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:45 ‐ 6:15 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:25 PM) Members of the public may not speak to the item(s).
STUDY SESSION (6:25 ‐ 7:25 PM)
3. Semi‐Annual City Council Discussion with the Independent Police Auditor (IPA) CONSENT CALENDAR (7:25 ‐ 7:30 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
4. Approval of Minutes from April 7, 2025 Meeting
5. Approval of Contract Amendment No. 2 to Contract No. C23185922 with Kittelson & Associates, INC. to Extend Term for an Additional Year of Service Through June 30, 2026 for professional consultant services for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status ‐ exempt under‐ California Senate Bill 922 (2022), codified as Public Resources Code section 21080.20.
6. Approval of Amendment Number 1 to Contract Number S22184359 With Prime Actuarial Consulting, LLC dba Bickmore Actuarial, in the Amount of $27,000, for a new Total Not‐ to‐Exceed Contract Amount of $67,500 for Actuarial Services Related to the Workers’ Compensation and the General Liability Programs and to Extend Term for an Additional Two Years; CEQA Status – Not a Project
7. Approval of Amendment No. 1 to the Cooperative Agreement with the Association of Bay Area Governments to Construct the Horizontal Levee Pilot Project (WQ‐ 22001) to Reflect an Additional $2 Million in California Coastal Conservancy Grant Funds; CEQA Status – Exempt under Section 15133
8. Approval of Contract Amendment Number 2 to Contract Number C24190163 with Musson Theatrical to extend the contract time through March 2, 2026, with No Change in the Total Not‐to Exceed Amount for $101,927 for the Refurbishing of the Stage Rigging System at Lucie Stern Community Theatre; CEQA status ‐ categorically exempt.
9. Adoption of a Resolution Endorsing the Updated Safe Routes to School Consensus Statement and Approval of the Amended City/School Transportation Safety Committee Bylaws; CEQA Status – Not a Project.
10. Approval of a Surveillance Use Policy for Security Cameras in Council Chambers and Approval of Purchase of $4,886 for Security Cameras; CEQA status – not a project.
CITY MANAGER COMMENTS (7:30 ‐ 7:45 PM)
BREAK (15 MINUTES)
ACTION ITEMS (Item 11: 8:00 ‐ 9:00 PM, Item 12: 9:00 ‐ 10:30 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
11. Review and Authorize Initiation of Community Poll Number One Themes for the Cubberley Master Plan Project and Receive an Update on the Project Workplan; CEQA Status ‐ the Master Plan will undergo CEQA review.
12. Approval of Professional Service Contract Number C25192988 with Lloyd Consulting Group, LLC., in the Amount Not to Exceed $160,825 to Conduct a Comprehensive Turf Study for a Period of Six Months; CEQA Status – exempt under CEQA regulations 15262 and 15306.
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
13. Communication from Utilities Advisory Commission to City Council Regarding SFPUC Water Supply Planning
14. City of Palo Alto Monthly Investment Activity Report for March 2025 (Unaudited)
15. Informational Report: Safe Routes to School Annual Report for the Period of July 1, 2022 through June 30, 2025; CEQA Status – Not a Project.
16. Independent Police Auditor's (IPA) Report of Review of Investigations as of November 2024 and Police Department Use of Force Report for July ‐ November 2024 OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments.
5 April 21, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.paloalto.gov/agendas
.
CITY COUNCIL
Regular Meeting
Monday, April 21, 2025
Council Chambers & Hybrid
5:30 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org
.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public.
CALL TO ORDER
SPECIAL ORDERS OF THE DAY (5:30 ‐ 5:45 PM)
1. Recognizing Palo Alto Youth Who Have Received The President's Volunteer Service Award (PVSA) As Certified by Youth Community Service (YCS) Between Feb 16, 2024 – Feb 15, 2025
2. Signing of a Friendship City Agreement between the City of Palo Alto and Narok, Kenya in Celebration of Palo Alto‘s First Friendship City
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:45 ‐ 6:15 PM)
Members of the public may speak in‐person ONLY to any item NOT on the agenda. 1‐3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:15 ‐ 6:25 PM) Members of the public may not speak to the item(s).
STUDY SESSION (6:25 ‐ 7:25 PM)
3. Semi‐Annual City Council Discussion with the Independent Police Auditor (IPA) CONSENT CALENDAR (7:25 ‐ 7:30 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
4. Approval of Minutes from April 7, 2025 Meeting
5. Approval of Contract Amendment No. 2 to Contract No. C23185922 with Kittelson & Associates, INC. to Extend Term for an Additional Year of Service Through June 30, 2026 for professional consultant services for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status ‐ exempt under‐ California Senate Bill 922 (2022), codified as Public Resources Code section 21080.20.
6. Approval of Amendment Number 1 to Contract Number S22184359 With Prime Actuarial Consulting, LLC dba Bickmore Actuarial, in the Amount of $27,000, for a new Total Not‐ to‐Exceed Contract Amount of $67,500 for Actuarial Services Related to the Workers’ Compensation and the General Liability Programs and to Extend Term for an Additional Two Years; CEQA Status – Not a Project
7. Approval of Amendment No. 1 to the Cooperative Agreement with the Association of Bay Area Governments to Construct the Horizontal Levee Pilot Project (WQ‐ 22001) to Reflect an Additional $2 Million in California Coastal Conservancy Grant Funds; CEQA Status – Exempt under Section 15133
8. Approval of Contract Amendment Number 2 to Contract Number C24190163 with Musson Theatrical to extend the contract time through March 2, 2026, with No Change in the Total Not‐to Exceed Amount for $101,927 for the Refurbishing of the Stage Rigging System at Lucie Stern Community Theatre; CEQA status ‐ categorically exempt.
9. Adoption of a Resolution Endorsing the Updated Safe Routes to School Consensus Statement and Approval of the Amended City/School Transportation Safety Committee Bylaws; CEQA Status – Not a Project.
10. Approval of a Surveillance Use Policy for Security Cameras in Council Chambers and Approval of Purchase of $4,886 for Security Cameras; CEQA status – not a project.
CITY MANAGER COMMENTS (7:30 ‐ 7:45 PM)
BREAK (15 MINUTES)
ACTION ITEMS (Item 11: 8:00 ‐ 9:00 PM, Item 12: 9:00 ‐ 10:30 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
11. Review and Authorize Initiation of Community Poll Number One Themes for the Cubberley Master Plan Project and Receive an Update on the Project Workplan; CEQA Status ‐ the Master Plan will undergo CEQA review.
12. Approval of Professional Service Contract Number C25192988 with Lloyd Consulting Group, LLC., in the Amount Not to Exceed $160,825 to Conduct a Comprehensive Turf Study for a Period of Six Months; CEQA Status – exempt under CEQA regulations 15262 and 15306.
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting’s agenda.
13. Communication from Utilities Advisory Commission to City Council Regarding SFPUC Water Supply Planning
14. City of Palo Alto Monthly Investment Activity Report for March 2025 (Unaudited)
15. Informational Report: Safe Routes to School Annual Report for the Period of July 1, 2022 through June 30, 2025; CEQA Status – Not a Project.
16. Independent Police Auditor's (IPA) Report of Review of Investigations as of November 2024 and Police Department Use of Force Report for July ‐ November 2024 OTHER INFORMATION
Standing Committee Meetings this week
Public Comment Letters
Schedule of Meetings
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone.
1. Written public comments may be submitted by email to [email protected].
2. For in person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers and deliver it to the Clerk prior to discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below.
You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments.
4. Spoken public comments for agendized items using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 362‐027‐238 Phone: 1‐669‐900‐6833 Americans with Disability Act (ADA)
It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing [email protected]. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service.
California Government Code §84308
, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A “license, permit, or other entitlement for use” includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A “party” is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A “participant” is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of “financial interest” in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments.
6 April 21, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at
www.paloalto.gov/agendas
.
City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Clerk
Meeting Date: April 21, 2025
Report #:2502-4144
TITLE
Recognizing Palo Alto Youth Who Have Received The President's Volunteer Service Award (PVSA) As Certified by Youth Community Service (YCS) Between Feb 16, 2024 – Feb 15, 2025
RECOMMENDATION
YCS is asking the Mayor and City Council to recognize the Youth PVSA Awardees living in Palo Alto, as well as youth enrolled in PAUSD schools. The awardees are:
• Jess Abraham
• Avika Agarwal
• Annika Agrawal
• Adi Anand
• Sia Anand
• Aadi Belwal
• Vinayak Bhat
• Anoushka Bhatia
• Amanda Dharmawan
• Samuel Fiedel
• Leo Fiedel
• Daron Fong
• Alvin Fu
• Jillian Gilbert
• Prisha Goel
• Ajay Gopinath
• Neeraj Gummalam
• Riley Hill
• Lionel Humphreys
• Kamya Kalra
• Samarth Karnam
• Krish Khanna
• Ellen Kim
• Julia Kirner
• Aakash Koneru
• Samhita Laxman
• Seth Li
• Han Li
• Benjamin Liu
• Toby Lobell
• Maryam Maskatia
• Aiden Miao
• Marisa Million
• Gia Pendyala
• Antonio Pistaferri
• Inaaya Rahim
• Om Rajan
• Avanti Ram
• Neil Sahami
• Julia Scheib
• Jiho Seo
• Leah Shimazaki
• Nithilaambigai Subramanian
• Sambavee Subramanian
• Andrew Wang
• Richard Wang
• Jonah Weinstein
• Nicholas Weng
• Caroline Williams
• Chase Wong
• Hannah Wu
• Benjamin Yang
• Kayla Yao
• Maile Yao
• Eunji Yoon
• Kiyon Zebarjadi
• Katy (Zihan) Zhen
APPROVED BY:
Mahealani Ah Yun
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City Council
Staff Report
From: City Manager
Report Type: STUDY SESSION
Lead Department: City Manager
Meeting Date: April 21, 2025
Report #:2504-4482
TITLE
Semi-Annual City Council Discussion with the Independent Police Auditor (IPA)
RECOMMENDATION
This Study Session is a semi-annual opportunity for Council discussion with the Independent Police Auditor. There is no recommended action.
BACKGROUND AND ANALYSIS
This is the study session with the City’s Independent Police Auditor (IPA) from the representatives of the OIR Group, the City’s contracted consultant for the Independent Police Auditor function. It is the first of two discussions in this calendar year. The previous discussion took place with the City Council on November 18, 2024.1 Purpose: In the amended contract scope with the OIR group, it states the following related to the IPA meetings with the City Council:
Beginning in the second half of 2021, CONSULTANT shall meet with the City Council two times per year to discuss trends in criminal justice and policing, policy and training matters, recommendations made by CONSULTANT, and other City Council concerns.
CONSULTANT’S conferences with City Council are not for the purpose of elaborating on published reviews of specific incidents and shall not include discussion of personnel matters prohibited by law. Semi-annual conferences shall be scheduled after publication of the CONSULTANT’S report, according to availability of City Council and the CONSULTANT.
Consistent with the description above, the City Council discussion with the IPA is not directly focused on the OIR review of specific cases. While the most recent report from OIR Group is included as an informational report in this same April 21, 2025 packet, the discussions between 1 November 18, 2024 City Council meeting, Item #1:
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the Consultant and City Council are not for the purpose of elaborating on published reviews of specific incidents and should not include discussion of personnel matters prohibited by law. The IPA will be discussing general topics the City Council expressed interest in periodically discussing.
FISCAL/RESOURCE IMPACT
No additional funds are needed for this study session.
STAKEHOLDER ENGAGEMENT
The discussion with the City Council is an opportunity for the public to also share feedback related to issues covered by the IPA.
APPROVED BY:
Ed Shikada, City Manager
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City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: April 21, 2025
Report #:2504-4492
TITLE
Approval of Minutes from April 7, 2025 Meeting
RECOMMENDATION
Staff recommends that the City Council review and approve the minutes.
ATTACHMENTS
Attachment A: April 7, 2025 Draft Action Minutes
APPROVED BY:
Mahealani Ah Yun
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CITY COUNCIL
DRAFT ACTION MINUTES
Regular Meeting
April 7, 2025
The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M.
Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely:
Absent:
Special Orders of the Day
1. Appointment of Candidates to the Human Relations Commission and Utilities Advisory Commission. CEQA Status – Not a project.
Human Relations Commission
First Round of Voting for One (1) vacancy on the Human Relations Commission with a partial term ending October 31, 2025.
Sunanda Amishra:
Jonake Bose: Lu
Sridhar Karnam: Lythcott-Haims, Veenker, Lauing, Stone, Reckdahl, Burt Jessica Nelson:
Aji Oliyide:
Candidate Sridhar Karnam receiving 6 votes is appointed to a partial -term (Seat 7 ) expiring October 31, 2025.
Utilities Advisory Commission
First Round of Voting for Two (2) vacancies on the Utilities Advisory Commission with full terms ending March 31, 2028.
Craig Barney:
Rachel Croft (Incumbent): Lu, Reckdahl, Veenker, Lauing, Stone, Lythcott-Haims, Burt Claude Ezra: Lythcott-Haims
Phil Metz (Incumbent): Lu, Reckdahl, Veenker, Lauing, Stone, Burt Olgu Tanriverdi:
Barry Wolf:
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 04/07/2025
Candidate Rachel Croft receiving 7 votes is appointed to a full-term (Seat 1 ) expiring March 31, 2028.
Candidate Phil Metz receiving 6 votes is appointed to a full- term (Seat 4 ) expiring March 31, 2028.
Closed Session
2. POTENTIAL THREAT TO PUBLIC SERVICES OR FACILITIES: CRITICAL INFRASTRUCTURE INFORMATION (Review and Approval of PCI DSS Audit Report) Consultation with: Kate Murdock, City Auditor; Darren Numoto, IT Director Authority: Cal. Govt Code 54957(a)
MOTION: Councilmember Lu moved, seconded by Council member Reckdahl to go into Closed Session.
MOTION PASSED: 7-0
Council went into Closed Session at 5:35 P.M.
Council returned from Closed Session at 5:57 P.M.
Mayor Lauing announced that Council received and approved the PCI Audit Report.
PCI DSS Audit Report APPROVED: 7-0
Agenda Changes, Additions and Deletions
Council Member Questions, Comments and Announcements
Consent Calendar
MOTION: Council member Reckdahl moved, seconded by Mayor Lauing to approve Agenda Item Numbers 3-16.
MOTION PASSED: 7-0
3. Approval of Minutes from March 17, 2025 and March 24, 2025 Meetings Item 4
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DRAFT ACTION MINUTES
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Draft Action Minutes: 04/07/2025
4. Approval of a Revised Revenue Agreement with the County of Santa Clara to Enable the County to Execute an Operating Agreement with LifeMoves for Operations of Palo Alto Homekey
5. Approval of Partnership Agreement with Metropolitan Transportation Commission, in an Amount Not to Exceed $94,640 to Provide Unlimited Transit Access Available Through the Clipper BayPass Pilot Program to City of Palo Alto Employees Through December 31, 2025; CEQA Status - Not a Project.
6. Approval of Effluent Transfer Agreement Between the City of Palo Alto and the Town of Los Altos Hills; CEQA Status - Not a Project
7. Approval of Contract Amendment Number 2 to Contract Number C24189061 with Wells Fargo for Lockbox Services for a Period of One Year; CEQA Status: Not a Project
8. Approval of Contract Amendment Number 1 to Contract No. S23184191 with 3 -GIS, LLC in the Amount of $132,000 for a Total Contract Not- to-Exceed Amount of $375,748, and Approving the Optional Two Year Extension of the Term Through August 14, 2027 to Provide Software Licensing and Technical Support of Services Related to Fiber- to-the- Premises (FTTP); and Authorize a Contingency Amount of $50,000 for Additional Integration Support Services if Needed. CEQA Status: Not a Project.
9. Approval of Contract Amendment No. 2 to Contract Number C21181509 with SCS Field Services in the amount of $46,203 for a New Not -to Exceed Amount of $417,012, and to Extend the Contract Through October 10, 2025, to Provide Continuous Gas Monitoring and Reporting Services for the City’s Closed Landfill; CEQA Status - Exempt Under CEQA Guidelines Section 15301
10. Approval of Construction Contract No. C25192033B with Anderson Pacific Engineering Construction, Inc. in the Amount of $9,994,970 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders for Related Additional but Unforeseen Work that May Develop During the Project Up to a Not -to-Exceed Amount of $999,497 for the Corporation Way System Upgrades and Pump Station and West Bayshore Road Pump Station and Trunk Line Improvement Projects, Capital Improvement Program Project (SD -21000, SD -20000, SD -23000, and PO -05054), and Approval of a Budget Amendment in the Stormwater Management Fund; CEQA Status – Exempt Under CEQA Guidelines Section 15301(d), 15302(c) and Section 15303
11. Approval of a Purchase Order with Municipal Maintenance Equipment, Inc. in an Amount Not to Exceed $290,947 for the Purchase of a 14 Foot Trailer with a RapidView Closed-Circuit Television Crawler Camera System, Utilizing a Cooperative Purchase Agreement, as Part of the Storm Drainage System Replacement and Rehabilitation Capital Improvement Program Project No. SD -06101; and Approval of a Budget Amendment in the Stormwater Management Fund and Vehicle Replacement and Maintenance Fund; CEQA Status - Exempt Under Sections 10560 and 10561 Item 4
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 04/07/2025
12. Approval of a Purchase Order with Municipal Maintenance Equipment, Inc. in an Amount Not to Exceed $520,020 for the Purchase of a 2024 All -Electric Ford E -Transit Van with a Closed -Circuit Television Crawler Camera System, Utilizing a Cooperative Purchase Agreement, as Part of the Fiscal Year 2024 Scheduled Vehicle and Equipment Replacement Capital Improvement Project (VR -24000); CEQA Status – Exempt Under Sections 10560 and 105671
13. Approval of Three Professional Service Agreements: Contract No. C25193590A with 4Leaf, Inc., Contract No. C25193590B with CMI Contractors, Inc., and Contract No.
C25193590C with Park Engineering, Inc, in the Aggregate Amount Not- to-Exceed $6 Million for a Period of Three Years for On -Call Field Inspections and Construction Management Services to Support Electric and Fiber Utilities’ Capital Improvement Projects (CIPs) Including the Grid Modernization Project; CEQA Status: Not a project.
14. Approval of Council Appointed Officers (CAO) Committee Recommendation to Approve and Authorize the CAO Committee Chair to Negotiate a New Professional Services Contract with Municipal Resources Group (MRG) for Council Appointed Officer Performance Evaluation Services and to Approve and Authorize City Manager or Designee to Execute Negotiated Contract in an Amount Not to Exceed $208,500 for a Period of up to 3 Years– CEQA Status: Not A Project
15. SECOND READING: Adoption of an Ordinance Amending Palo Alto Municipal Code (PAMC) Title 18 (Zoning) to Modify the Housing Incentive Program, Affordable Housing Incentive Program, and Retail Preservation Ordinance (Housing Element Programs 3.3A, B, and D; 3.4A -D; and 6.2A). (FIRST READING: March 3, 2025, PASSED 6 -0-1, Lythcott - Haims absent)
16. SECOND READING: Ordinance Amending Various Chapters of Title 18 (Zoning) and Title 21 (Subdivisions and Other Divisions of Land) of the Palo Alto Municipal Code to Clarify Existing Regulations and to Implement Recent State Housing Laws (FIRST READING:
March 17, 2025; PASSED 7-0)
City Manager Comments
Ed Shikada, City Manager
Public Comment
Action Items
18. FIRST READING: Adoption of an Ordinance Updating Palo Alto Municipal Code (PAMC) Section 18.40.250 (Lighting) of Chapter 18.40 (General Standards and Exceptions) and Item 4
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City Council Meeting
Draft Action Minutes: 04/07/2025
Amending Chapters 18.10, 18.12, 18.28, and Section 18.40.230 of Title 18 (Zoning) to Adopt New Outdoor Lighting Regulations; CEQA Status -- Exempt pursuant to CEQA Guidelines Section 15308 (Actions for Protection of the Environment).
MOTION: Councilmember Stone moved, seconded by Mayor Lauing to direct staff to return to Council with an ordinance that incorporates the following changes:
A) Ensure protections in the existing code are not eroded for existing outdoor lighting in all zoning districts.
a. Retain the Requirements and Guidelines that the current municipal code provides to riparian ecosystems section 18.40.140.
B) Require this ordinance apply to all new or replacement outdoor lighting consistent with the Planning and Transportation Commission (PTC) motion of October 30th to include:
a. “Installation of new outdoor lighting, replacement of existing outdoor lighting fixtures, or changing the lighting type or system” and; b. for replacement lighting fixtures on buildings and structures, develop a hardship exception provision that would consider technical feasibility or financial burden to only apply to replacements on existing buildings and structures; and c. any existing nonconforming lighting after 10 years for residential and 5 years for nonresidential shall remain extinguished until brought into compliance with this ordinance.
C) Existing luminaires that have the technical capacity to be adjusted to comply with the ordinance without a need to change the fixture should comply within two (2) years of the effective date of the ordinance (i.e: fixtures that have existing dimmers, adjustable directionality, timers, Correlated Color Temperature adjusters, motion sensors, etc.).
D) Amend Section (4)(A) to include specific application of the curfew to all new, replacement, and existing outdoor luminaires.
a. Citywide and Holiday lighting curfew of midnight.
E) Implement the October 30th PTC motion regarding light trespass to change the light trespass from 0.5 to 0.1 foot candles at every reference throughout the ordinance.
F) Incorporate into Section 1.B. Findings and Declarations, and Section 2 (a) Purpose, the Five Principles for Responsible Outdoor Lighting. One of the sections should include the full language of the principles.
G) Develop an exception for special security concerns.
H) Staff to return with r ecommendations on compliance mechanisms that would reduce the need for code enforcement – such as self-certification under business licenses, education through Utilities inserts, and potential adoption of a tool similar to Brisbane’s Good Neighbor Letter.
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 04/07/2025
MOTION PASSED: 7-0
17. Potential Support or Sponsorship of a Senate Bill 457 (Becker) Regarding Housing Accountability Act Reforms (Item Continued from March 24, 2025 City Council Meeting) MOTION: Councilmember Burt moved, seconded by Councilmember Reckdahl to:
A. Approve a Support position on SB 457; and
B. Designate the Mayor as the representative to provide testimony in support of the Bill.
MOTION PASSED: 4-3, Lythcott-Haims, Veenker, Lu no
Adjournment: The meeting was adjourned at 10:42 P.M.
ATTEST: APPROVED:
____________________ ____________________
City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC)
2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section
2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website.
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Transportation
Meeting Date: April 21, 2025
Report #:2502-4130
TITLE
Approval of Contract Amendment No. 2 to Contract No. C23185922 with Kittelson & Associates, INC. to Extend Term for an Additional Year of Service Through June 30, 2026 for professional consultant services for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status - exempt under- California Senate Bill 922 (2022), codified as Public Resources Code section 21080.20.
RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or their designee to execute Amendment No. 2 to Contract No. C23185922 with Kittelson & Associates, Inc. to extend the contract term by one year through June 30, 2026 for professional consultant services for the City's Bicycle and Pedestrian Transportation Plan Update, there is no change in the not-to-exceed amount of $333,945.
EXECUTIVE SUMMARY
The City of Palo Alto is currently updating its 2012 Bicycle and Pedestrian Transportation Plan (BPTP). The intent of the BPTP Update is to seek robust community feedback; reevaluate implementation progress from previous plans to adjust recommendations for new policies, facilities, and programs; and to determine appropriate criteria and metrics to prioritize recommendations and network routes. Kittelson & Associates INC. (Kittelson) was selected to assist staff with consultant services at a cost not exceeding $333,945. The City’s Office of Transportation’s contract with Kittelson is set to expire on June 30, 2025. Extending the date by one year provides the City and Project Team with additional time to finish the project and compile the main deliverables: the Draft Plan and Final Plan, due in fall 2025. The BPTP Update will introduce a revised bicycle network, leverage existing planning foundations, address changes in context and needs since 2012, and integrate new ideas and innovations.
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BACKGROUND
The City’s existing 2012 BPTP is an important planning, policy, and implementation document that supports efforts to improve the safety and attractiveness of walking, biking, and rolling as a means of transportation and recreation. The intent of the BPTP Update is to seek robust community feedback; reevaluate implementation progress from previous plans to adjust recommendations for new policies, facilities, and programs; and to determine appropriate criteria and metrics to prioritize recommendations and network routes. The BPTP Update will introduce a revised bicycle network, leverage existing planning foundations, address changes in context and needs since 2012, and integrate new ideas and innovations. The BPTP Update Draft Plan is anticipated for fall 2025.
At the May 17, 2021 meeting, the City Council adopted a resolution supporting the City’s grant application for the State Transportation Development Act (TDA) Article 3 Funds for the BPTP Update project1, and on September 2021, the Metropolitan Transportation Commission (MTC) approved of the allocation of Transportation Development Act Article 3 (TDA3)2 funds to the City of Palo Alto in the amount of $334,852 for the purposes of updating the Bicycle and Pedestrian Transportation Plan.
On June 19, 2023, the City Council approved a professional services contract with Kittelson & Associates, Inc. with subconsultant Mobycon, to prepare this BPTP Update.3 On January 22, 2024, the City Council received an Informational Report introducing the project effort, the schedule and project objectives, and the baseline conditions.4 On April 29, 2024, the City Council reviewed and discussed the vision statement, objectives, and provided feedback on the existing conditions technical analysis.5 The existing conditions technical analysis included information on the local Bicycle Level of Traffic Stress (LTS), safety and collisions, major barriers, e-bike and shared micromobility, and a bike parking inventory.6 Additionally, to understand community needs and concerns, the project team hosted a series of engagement activities in spring 2024, including a bicycle network development workshop, a community downtown walking tour, a community bike ride, pop-ups at neighborhood events, 1 Palo Alto City Council Meeting, May 17, 2021. Item 6, Action Minutes:
https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=3426&compileOutputType=1 2 https://mtc.ca.gov/funding/regional-funding/tda-sta/bicycle-pedestrian-funds-tda-3 3 Palo Alto City Council Meeting, June 19, 2023. Consent Calendar: Approval of Professional Services Contract with Kittelson & Associates for a Not-to-Exceed Amount of $333,945 for the Bicycle and Pedestrian Transportation Plan Update. CEQA Status: Exempt under Public Resources Code Section 21080.20. https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=1172&compileOutputType=1 4 Palo Alto City Council Meeting, January 22, 2024. Informational Report: Bicycle and Pedestrian Transportation Plan (BPTP) Update: an active transportation plan--Introduction & Overview, Community Engagement, Context & Baseline Conditions, and Next Steps. https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=13335&compileOutputType=1 5 Palo Alto City Council Meeting, April 29, 2024. Study Session: Bicycle and Pedestrian Transportation Plan (BPTP) Update: Review and discuss the vision statement, objectives, performance measures, and share and obtain feedback on the existing conditions technical analysis. https://cityofpaloalto.primegov.com/Public/CompiledDocument?meetingTemplateId=15058&compileOutputType=1 6 City of Palo Alto, BPTP Update Existing Conditions Technical Analysis: https://www.cityofpaloalto.org/Departments/Transportation/Bicycling- Walking/bikepedplan/BPTP-Update-Existing-Conditions-Analysis Item 5
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and a second series of committee and working group meetings. See the April 29, 2024 City Council Staff Report for details on the spring 2024 engagement activities.7 In early 2025, the Project Team launched phase 3, Project Recommendations, and initiated another series of public engagement activities to share the recommendations. This includes meetings with the Pedestrian and Bicycle Advisory Committee (PABAC), the Planning and Transportation Commission (PTC), the Parks and Recreation Commission (PRC), a community workshop, an online interactive map, tabling and street-level engagement, and several focus group meetings. The project team is seeking feedback through April 30, 2025, on the proposed updated bicycle network and bicycle facilities, the projects, programs, policy recommendations, and the pedestrian district guidelines and pedestrian improvements. A City Council meeting to present and get feedback on the project recommendations is anticipated for June 2025 before the City Council’s summer recess.
ANALYSIS
The City Office of Transportation’s contract with Kittelson is set to expire on June 30, 2025.
Extending the date by one year provides the City and Project Team with additional time to finish the project and put together the main deliverables: the Draft Plan and Final Plan, due out in fall 2025. The Project Team has been diligently working on the BPTP Update process, starting with project kick-off in late 2023 through the development of the project vision and objectives, and the existing conditions analysis in 2024 to project recommendations in early 2025. A Draft Plan is on track for public review in the fall of 2025. The amendment will align the project schedule so that public engagement does not occur in the summer and will provide additional time for the Project Team to incorporate public comment into the Plan in the summer of 2025, allowing for adoption of the Final Plan by the City Council by the end of 2025.
FISCAL/RESOURCE IMPACT
This Contract Amendment No. 2 extends the term of the contract with Kittelson for one additional year through June 30, 2026, and maintains the current contract cost. The City is eligible to cover project expenditures under MTC’s TDA Article 3 program and has requested and received $334,852 in funding for the study. City staff anticipates that all eligible costs incurred will be reimbursed through the TDA Article 3 payment reimbursement process and have been billing MTC and receiving reimbursements on a quarterly basis. This funding is budgeted in the FY 2025 Adopted Capital Budget in the Bicycle and Pedestrian Transportation Plan Implementation Project (PL-04010), and no additional budgetary action is required.
7 Palo Alto City Council Special Meeting April 29, 2024. Study Session: Bicycle and Pedestrian Transportation Plan (BPTP) Update: Review and discuss the vision statement, objectives, performance measures, and share and obtain feedback on the existing conditions technical analysis. https://cityofpaloalto.primegov.com/api/compilemeetingattachmenthistory/historyattachment/?historyId=fcfab491-1dae-4afd-a309- be952790121e
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STAKEHOLDER ENGAGEMENT
Phase 3 Community Engagement Activities
The current phase, Phase 3 (Present Recommended Network, Facilities, Programs & Policies) engagement activities are planned to include a third series of committee and working group meetings, online & street-level engagement, and a community workshop. •Project website and interactive map. The project website can be accessed at:
https://www.cityofpaloalto.org/bikepedplan. The website will continue to be updated with relevant material and information. An interactive map is hosted on the website where the community can provide the feedback on the proposed bicycle network and projects.
•Committee and Working Group Meetings. The project team will engage the following committees and working groups at during Phase 3:
oPedestrian and Bicycle Advisory Committee (February 4, 2025) oCity/School Transportation Safety Representatives focus group: February 2025 oPlanning and Transportation Commission (February 26, 2025) oParks and Recreation Commission (March 25, 2025)
oCity Council (June 2025)
oInternal Staff Working Group (March 2025)
•Community Workshop. The project team hosted a joint Transportation Planning community workshop on April 2, 2025.
•Street Level Engagement: The project team will lead and participate in street level engagement activities during Phase 3, such as tabling at local Farmer’s Markets.
Next Steps
Following public, committee, commission, working group, and City Council review and input on the proposed draft bicycle network and facilities, Pedestrian District Guidelines, Program and Policy Recommendations, and the project prioritization framework, the project team will assess the feedback received and identify the network and priority projects, programs, and policies to advance into the Draft BPTP Update Plan. The Draft Plan is anticipated for fall 2025.
ENVIRONMENTAL REVIEW
California Senate Bill 922 (2022), codified as Public Resources Code section 21080.20, exempts active transportation plans, such as bicycle transportation plans like the BPTP Update from environmental review under the California Environmental Quality Act (CEQA).
ATTACHMENTS
Attachment A: Kittelson & Associates, Contract C23185922 Amendment 2 APPROVED BY:
Lily Lim-Tsao, Interim Chief Transportation Official
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AMENDMENT NO. 2 TO CONTRACT NO. C23185922
BETWEEN THE CITY OF PALO ALTO AND
KITTELSON & ASSOCIATES, INC.
This Amendment No. 2 (this “Amendment”) to Contract No. C 23185922 (the “Contract” as defined below) is entered into as of March 26, 2025, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and KITTELSON & ASSOCIATES, a California corporation, located at 155 Grand Avenue, Suite 505, Oakland, CA 94612 (“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 to update the Bicycle and Pedestrian Transportation Plan as detailed therein.
B. The Parties now wish to amend the Contract in order to extend the term by one year from June 30, 2025, to June 30, 2026, with no change to the compensation payable under the Contract, 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. C23185922 between CONSULTANT and CITY, dated June 22, 2023. as amended by:
Amendment No.1, dated November 8, 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 2 “TERM” of the Contract is hereby amended to read as follows:
The term of this Agreement shall be from the date of its full execution through completion of the Services in accordance with Exhibit B, entitled “SCHEDULE OF PERFORMANCE”, unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.
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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:
b. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 2”, 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.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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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
KITTELSIN & ASSOCIATES, INC.
Officer 1
By:
Name:
Title:
Officer 2
By:
Name:
Title:
Docusign Envelope ID: A7529C49-3265-4EFF-9135-D3D9B5EBE7B7 Vice President
David Mills
Larry Van Dyke
Vice President and CFO
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EXHIBIT B
SCHEDULE OF PERFORMANCE AMENDMENT NO. 2
(AMENDED, REPLACES PREVIOUS)
CONSULTANT shall perform the Services so as to complete each milestone within the number of days/weeks specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of the Project Managers for CONSULTANT and CITY so long as all work is completed within the term of the Agreement. CONSULTANT shall provide a detailed schedule of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed (“NTP”) from the CITY.
Milestones
Completion
Number of Days/Weeks (as specified below)
from NTP
1. Prepare Detailed Work Plan and Strategy 6 days
2. Review Policy and Program Documents 30 days
3. Inventory Existing Facility Conditions 140 days
4. Community Outreach 375 days
5. Bicycle and Pedestrian Network
Enhancements
125 days
6. Implementation and Funding Strategy 35 days
7. Bicycle and Pedestrian Plan Document 180 days
8. Project Management and Oversight 80 weeks
9. Ongoing Project Management &
Oversight
104 weeks
Optional Schedule of Performance Provision for On-Call or Additional Services Agreements. (This provision only applies if checked and only applies to on- call agreements per Section 1 or agreements with Additional Services per Section 4.)
The schedule of performance shall be as provided in the approved Task Order, as detailed in Section 1 (Scope of Services) in the case of on-call Services, or as detailed in Section 4 in the case of Additional Services, provided in all cases that the schedule of performance shall fall within the term as provided in Section 2 (Term) of this Agreement.
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Administrative Services
Meeting Date: April 21, 2025
Report #:2502-4134
TITLE
Approval of Amendment Number 1 to Contract Number S22184359 With Prime Actuarial Consulting, LLC dba Bickmore Actuarial, in the Amount of $27,000, for a new Total Not-to- Exceed Contract Amount of $67,500 for Actuarial Services Related to the Workers’ Compensation and the General Liability Programs and to Extend Term for an Additional Two Years; CEQA Status – Not a Project
RECOMMENDATION
Approve and authorize the City Manager or designee to execute Amendment No. 1 to contract S22184359 (Attachment A) with Prime Actuarial Consulting, LLC dba Bickmore Actuarial for actuarial services and analysis of the workers’ compensation and general liability programs and to extend term for an additional two years in an amount not-to-exceed $27,000, for a revised total contract not-to-exceed amount of $67,500 over the five-year term of the agreement.
Council approval is needed to extend the term of the agreement from 3 years to 5 years since the City Manager is authorized to approve terms of up to 3 years.
BACKGROUND
On July 1, 2022, staff entered into a contract with Prime Actuarial Consulting, LLC dba Bickmore Actuarial, for the analysis of both workers’ compensation and liability programs for the Administrative Services Department. The contract had a three-year term with an annual amount of $13,500, for a total not-to-exceed amount of $40,500. The contract expires on June 30, 2025. Staff recommends amending the contract to extend the term by two additional years, through June 30, 2027, at $13,500 per year, for a new total not-to-exceed amount $67,500.
ANALYSIS
The City requires actuarial services to accurately estimate the costs and liabilities associated with its workers’ compensation and liability programs, as well as for cost allocation. This provides guidance on appropriate funding to cover potential claims, avoid unexpected financial burdens, and ensure accurate budgeting. It also ensures compliance with the Government Item 6
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Accounting Standards Board (GASB) No. 30 “Risk Financing Omnibus,” which governs the accounting and reporting requirements related to self-insurance, pooled insurance arrangements, and other risk financing activities. City staff do not possess actuarial expertise therefore this contract is needed to develop the specific actuarial costs estimates that apply to Palo Alto and are used for financial planning purposes and incorporated into City audited financial statements.
FISCAL/RESOURCE IMPACT
This recommendation has no financial impact for Fiscal Year 2025. Funding for this amendment in subsequent years will be subject to City Council’s approval as part of the annual budget process.
STAKEHOLDER ENGAGEMENT
This contract was reviewed and coordinated with internal departments including Legal and Purchasing to ensure alignment with City policies and procedures.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because a contract for actuarial studies is an administrative activity which does not involve any commitment to any specific project which will not result in direct or indirect physical changes in the environment. CEQ Guidelines section 15378(b)(5).
ATTACHMENTS
Attachment A - Prime Actuarial Consulting, LLC dba Bickmore Actuarial, Contract S22184359 Amendment 1
APPROVED BY:
Lauren Lai, Administrative Services Director
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AMENDMENT NO.1 TO CONTRACT NO. S22184359
BETWEEN THE CITY OF PALO ALTO AND
PRIME ACTUARIAL CONSULTING LLC dba BICKMORE ACTUARIAL
This Amendment No. 1 (this “Amendment”) to Contract No. S22184359 (the “Contract” as defined below ) is entered into as of 2 1st of April 2025, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and PRIME ACTUARIAL CONSULTING dba BICKMORE ACTUARIAL LLC, a Limited Liability Company , located at 180 Promenade Circle, Suite 300 , Sacramento, CA 95834 (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.
R E C I T A L S
A. T he Contract (as defined below) was entered into by and between the Parties hereto for the provision of conduct ing an evaluation of self- insured liability and workers compensation actuarial study and cost allocation programs, as detailed therein.
B. T he Parties now wish to amend the Contract in order to increase the compensation by Twenty-Seven Thousand Dollars from Forty Thousand Five Hundred Dollars to a new not to exceed amount of Sixty -Seven Thousand Five Hundred Dollars , and to extend the term for two additional years through June 30, 2027, 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. S22184359 between CONSULTANT and CITY, dated July 1, 2022.
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 2 entitled “TERM” of the Contract is hereb y amended to read as follows:
The term of this Agreement shall be from the date of its full execution through June 30, 2027 unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.
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Actuarial Consulting, LLC
dba Bickmore Actuarial,
Contract S22184359
Amendment 1
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SECTION 3. Section 4 e ntitled “ NOT TO EXCEED COMPENSATION,” of the Contract is hereby amended to read as follows:
The compensation to be paid to CONSULTANT for performance of the Services shall be based on the compensation structure detailed in Exhibit C, entitled “COMPENSATION,” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed Sixty-Seven Thousand Five Hundred Dollars ($67,500). The hourly schedule of rates, if applicable, is set out in Exhibit C-1, entitled “SCHEDULE OF RATES.” Any work performed or expenses incurred for which payment would result in a total exceeding the maximum compensation set forth in this Section 4 shall be at no cost to the CITY.
SECTION 4. 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 “ C” entitled “C OMPENSATION, AMENDMENT NO. 1 ”,AMENDED, REPLACES PREVIOUS.
b. Exhibit “ C-1” entitled “ SCHEDULE OF RATES, AMENDMENT NO. 1”,AMENDED, REPLACES PREVIOUS.
SECTION 5. 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 6 . Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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Actuarial Consulting, LLC
dba Bickmore Actuarial,
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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
Purchasing Manager
APPROVED AS TO FORM:
City Attorney or designee
PRIME ACTUARIAL CONSULTING LLC
dba BICKMORE ACTUARIAL
Officer 1
By:
Name:
Title:
Officer 2
By:
Name:
Title:
Attachments:
Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS).
Exhibit “C-1” entitled “SCHEDULE OF RATES, AMENDMENT NO. 1 (AMENDED, REPLACES PREVIOUS).
Docusign Envelope ID: 2E488CA7-C9DA-45EF-9B4F-53AB91EF63C2 President
Michael Harrington
Rian Potvin
CFO
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Actuarial Consulting, LLC
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EXHIBIT “C”
COMPENSATION, AMENDMENT NO. 1
AMENDED, REPLACES PREVIOUS
CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below. Compensation shall be calculated based on the rate schedule attached as Exhibit C -1 up to the not to exceed budget amount for each task set forth below.
CITY’s Project Manager may approve in writing the transfer of budget amounts between any o f the tasks or categories listed below, provided that the total compensation for the Services, including any specified reimbursable expenses, and the total compensation for Additional Services (if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section 4 of this Agreement.
CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and Additional Services (if any, per Section 4), within this/these amount(s). Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY.
BUDGET SCHEDULE
TASK NOT TO EXCEED AMOUNT
Task 1
(Worker’s Compensation Actuarial Report $4,750 per year, 5 year total)
$23,750
Task 2
(Worker’s Compensation Cost Allocation - $2,000 per year, 5 year total)
$10,000
Task 3
(Liability Actuarial Report - $4,750 per year, 5 year total) $23,750
Task 4
(Liability Cost Allocation - $2,000 per year, 5 year total) $10,000
Sub-total for Services $67,500
Reimbursable Expenses (if any) $0
Total for Services and Reimbursable Expenses $67,500
Additional Services (if any, per Section 4) $0
Maximum Total Compensation $67,500
REIMBURSABLE EXPENSES
CONSULTANT’S ordinary business expenses, such as administrative, overhead, administrative support time/overtime, information systems, software and hardware, photocopying, telecommunications (telephone, internet), in-house printing, insurance and Docusign Envelope ID: 2E488CA7-C9DA-45EF-9B4F-53AB91EF63C2 Item 6
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Actuarial Consulting, LLC
dba Bickmore Actuarial,
Contract S22184359
Amendment 1
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other ordinary business expenses, are included within the scope of payment for Services and are not reimbursable expenses hereunder.
Reimbursable expenses, if any are specified as reimbursable under this section, will be reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will be reimbursed are: NONE up to the not-to-exceed amount of: $0.00.
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Actuarial Consulting, LLC
dba Bickmore Actuarial,
Contract S22184359
Amendment 1
Item 6: Staff Report
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EXHIBIT “C-1”
SCHEDULE OF RATES, AMENDMENT NO. 1
AMENDED, REPLACES PREVIOUS
CONSULTANT’s schedule of rates is as follows:
HOURLY RATES:
Partner $340
Manager $290
Actuarial Staff $140
Administrative Staff $56
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Actuarial Consulting, LLC
dba Bickmore Actuarial,
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Amendment 1
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Certificate Of Completion
Envelope Id: 2E488CA7-C9DA-45EF-9B4F-53AB91EF63C2
Status: Completed
Subject: Complete with Docusign: Final S22184359 Amend No 1. Bickmore Actuarial.pdf Source Envelope:
Document Pages: 6
Signatures: 2
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: 71.204.184.225
Record Tracking
Status: Original
2/10/2025 11:46:20 AM
Holder: Alice Harrison
[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
Michael Harrington
[email protected]
President
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 216.115.4.146
Sent: 2/10/2025 11:49:41 AM
Viewed: 2/10/2025 5:37:48 PM
Signed: 2/10/2025 5:38:28 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Rian Potvin
[email protected]
CFO
Security Level: Email, Account Authentication
(None)
Signature Adoption: Uploaded Signature Image
Using IP Address: 216.115.4.146
Sent: 2/10/2025 5:38:30 PM
Viewed: 2/11/2025 9:00:12 AM
Signed: 2/11/2025 9:02:19 AM
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
Alyssa Ching
[email protected]
Administrative Assistant
Security Level: Email, Account Authentication
(None)
Sent: 2/11/2025 9:02:20 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
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Actuarial Consulting, LLC
dba Bickmore Actuarial,
Contract S22184359
Amendment 1
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Carbon Copy Events
Status
Timestamp
Rocelyn Fernando
[email protected]
Finance Manager
City of Palo Alto
Security Level: Email, Account Authentication
(None)
Sent: 2/11/2025 9:02:21 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
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Signature
Timestamp
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Timestamp
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Hashed/Encrypted
2/10/2025 11:49:41 AM
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Security Checked
2/11/2025 9:00:12 AM
Signing Complete
Security Checked
2/11/2025 9:02:19 AM
Completed
Security Checked
2/11/2025 9:02:21 AM
Payment Events
Status
Timestamps
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Actuarial Consulting, LLC
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: April 21, 2025
Report #:2503-4336
TITLE
Approval of Amendment No. 1 to the Cooperative Agreement with the Association of Bay Area Governments to Construct the Horizontal Levee Pilot Project (WQ- 22001) to Reflect an Additional $2 Million in California Coastal Conservancy Grant Funds; CEQA Status – Exempt under Section 15133
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Amendment No. 1 to the agreement between the Association of Bay Area Governments and the City for implementation and construction of the Horizontal Levee Pilot Project (WQ-22001) to reflect an additional $2 million in grant funding from the California Coastal Conservancy.
EXECUTIVE SUMMARY
In 2024, the City entered into a Cooperative Agreement with ABAG to formalize responsibilities of both parties concerning funding, construction, and monitoring of the Horizontal Levee Pilot Project. The current Cooperative Agreement requires an amendment to account for the recently awarded California Coastal Conservancy grant. Horizontal levees are a green, nature- based, multi-beneficial alternative to traditional greyscape solutions (e.g., rip rap, sheet piling) for wave attenuation on the bayside of flood control levees. Since 2017, the City has been working in collaboration with the Association of Bay Area Governments (ABAG – host agency for the San Francisco Estuary Partnership) to design and eventually construct the Horizontal Levee Pilot Project (WQ-22001) on the east side of Harbor Road near Byxbee Park.
BACKGROUND
Horizontal levees are a nature-based alternative to traditional greyscape solutions (e.g., rip rap, sheet piling) for wave attenuation on the bayside of flood control levees (Figure 1). Horizontal levees utilize treated wastewater to irrigate a gently sloping, vegetated ecotone slope that provides wave attenuation as well as refugia, transitional habitat between tidal wetlands and Item 7
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terrestrial uplands, sea level rise adaptation, and polishing treatment of treated wastewater. A unique aspect to horizontal levees is their use of treated wastewater to irrigate the ecotone slope. Other ecotone slopes that have been built in the area utilize passive irrigation or potable water for irrigation of the vegetated area.
Figure 1: Illustration of a horizontal levee system.
Unlike much of the shoreline along the San Francisco Bay, the Palo Alto shoreline, while highly developed and altered, continues to sustain tidal marsh. The Palo Alto Baylands shoreline is comprised of low levees and a closed landfill. Directly behind these levees are City assets that are critical infrastructure, including the City’s Regional Water Quality Control Plant (RWQCP), airport, the Palo Alto Flood Basin, roads, and light commercial development. Potential flooding of City infrastructure, buildings, and other development west of Highway 101 is limited by the existing levees. However, these levees are not engineered to meet Federal Emergency Management Agency (FEMA) accreditation standards, and in many locations do not provide 100-year flood protection.
An emerging regional goal and best practice for levee improvement is to incorporate nature- based solutions, such as horizontal levees, to provide flood protection that can evolve in the future, restore Bay habitats, and enhance public access. Since design considerations for horizontal levees are still early in their development, a permanent pilot project was pursued to answer outstanding questions about permitting requirements, construction costs, and site- specific design parameters (e.g., plant palettes). Information from Palo Alto’s Horizontal Levee Pilot Project will inform the design for potential additional future horizontal levees around Palo Alto and the greater Bay Area.
Since 2017, the City of Palo Alto has collaborated with ABAG – the host entity for the San Francisco Estuary Partnership – to evaluate and design a permanent horizontal levee pilot project within the Palo Alto Baylands with the following objectives:
1. Be on the leading edge of integrating habitat enhancement with sea level rise adaptation and novel wastewater treatment approaches around the San Francisco Bay; Item 7
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2. Integrate a horizontal levee on the bayfront of a traditional flood control levee to provide wave attenuation;
3. Adapt to sea level rise by providing a vegetated transitional slope that will build organic soils and support sediment accretion and accumulation to allow for future tidal marsh migration;
4. Improve habitat along the perimeter of Harbor Marsh for native species;
5. Provide polishing treatment to treated wastewater; and
6. Maintain and provide opportunities for compatible low-impact recreation and social infrastructure.
On January 22, 2024, the City Council adopted Ordinance No. 5616,1 Approving a Plan for Improvements to the Palo Alto Baylands as part of the Horizontal Levee Pilot Project that includes:
1. construction of a berm and horizontal levee along a portion of existing, poor-quality upland habitat adjacent to Harbor Marsh within the Palo Alto Baylands Nature Preserve;
2. installation of various native plants on the Project site to restore diverse transitional habitats including freshwater marsh, wet meadow, and riparian scrub;
3. installation of an underground pipeline to transport treated wastewater along Embarcadero and Harbor Roads to the horizontal levee for native plant irrigation;
4. realignment of a portion of the Marsh Front Trail as required to accommodate the horizontal levee and reconnect habitats; and
5. installation of educational signage and provide opportunities for public participation in community science activities.
The City entered into a Cooperative Agreement with ABAG pursuant to Council approval and authorization1 in 2024 that divided responsibilities between the agencies accordingly:
1. ABAG will use grant funding it obtained to provide Project construction, construction management, and related permit compliance;
2. the City will actively participate during project construction and provide oversight of change orders and budget overruns, assist with public outreach, obtain and pay for required construction permits, implement the Monitoring and Adaptive Management Plan, and once constructed, own and operate the Project. 1 City Council, January 22, 2024; Agenda Item #5, SR #2303-1230, https://portal.laserfiche.com/Portal/DocView.aspx?id=70190&repo=r-704298fc&searchid=9c1fbb64-ea58-49cc- 806f-fa4c6e785a84
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ANALYSIS
Funding sources for Horizontal Levee Pilot Project (WQ-22001) construction at time of Cooperative Agreement approval were from the Environmental Protection Agency (EPA) Breaking Ground, Nature Based Solutions for Resilient Shorelines, and National Estuary Program Bipartisan Infrastructure Law grants. These grants were awarded to and are administered by ABAG and required local match of in-kind services (e.g., non-monetary contribution) from the City of $3.4 million, which the City was to provide by showing proof of expenditures in the RWQCP’s Capital Improvement Program projects. The project was bid through ABAG in Spring 2024 and received three bids for construction that exceeded the total available budget at the time. Since then, the bids expired while the project team evaluated ways to decrease construction costs (e.g., bidding earlier in the year) as well as ways to increase available budget (e.g., pursue additional grant opportunities). In November 2024, the California Coastal Conservancy awarded ABAG $2 million to construct the Project with no local match requirement. Amendment No. 1 (Attachment A) to the Cooperative Agreement between ABAG and the City includes modifications in several locations to account for this additional funding source.
With the addition of California Coastal Conservancy funds, the project has a total of $4.9 million available for construction and construction management (see below table for detailed breakdown of project funding including the changes described in this report). The proposed amendment to the Cooperative Agreement adds the California Coastal Conservancy grant of $2 million to the ABAG contributions to the project and decreases the City’s required local match for construction from $3.4 million to $1.4 million to be provided in-kind from Long Range Facilities Plan Update expenses instead of expenses from the Local Advanced Water Purification Facility project. The project was re-bid in early 2025 and received four bids within the new construction budget. Construction is anticipated to begin in Spring 2025 and end in early 2026.
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FISCAL/RESOURCE IMPACT
Funding for the Horizontal Levee Pilot project (WQ-22001) is included in the Wastewater Treatment Fund FY 2025 Adopted Capital Budget. The addition of the California Coastal Conservancy grant and proposed amendment to the Cooperative Agreement decreases the City’s in-kind contributions needed for construction of the project by $2 million (from $3.4 million to $1.4 million) but does not change the direct costs to be contributed by the City. In addition to the in-kind contributions, the City plans to contribute approximately $1.0 million to the project for direct payments related to permitting, environmental review, community outreach, and monitoring studies, which are paid for by the Wastewater Treatment Fund.
Approximately $0.2 million has already been paid, $0.6 million is encumbered in contracts with the United States Geological Survey2 and others for required monitoring, and another $0.2 million is recommended to be funded in future years for the project. Funding in future years is subject to Council approval as part of the annual budget appropriation process.
STAKEHOLDER ENGAGEMENT
Since the beginning of the project in 2017, staff has conducted more than 20 stakeholder engagement activities including several community events (e.g., bioblitzes to tally pre-project animal and plant species) and specific presentations to local non-governmental organizations.
In addition, the project team elicited feedback from the Parks and Recreation Commission throughout the design phases as described in the January 22, 2024 staff report. A project website (www.cityofpaloalto.org/horizontallevee) has been created to keep stakeholders updated and photo-point monitoring sites began collecting photos from the community since June 2023. Stakeholder engagement will continue during construction and after through strategic partnerships with local non-governmental organizations including Save the Bay, Nuestra Casa, the Association of Ramaytush Ohlone, and Environmental Volunteers. These activities will include community planting, photo-point monitoring, educational signage, and community science activities.
ENVIRONMENTAL REVIEW
This project is exempt from review under the California Environmental Quality Act (CEQA) under section 15133 of the CEQA Guidelines (small habitat restoration).In addition, the City and ABAG will obtain permits/permit coverage determinations from the United States Army Corps of Engineers and the United States Fish and Wildlife Service.
ATTACHMENTS
Attachment A: Amendment to the Cooperative Agreement
APPROVED BY: Brad Eggleston, Director Public Works/City Engineer 2 City Council, April 22, 2024; Agenda Item #9, SR #2402-2683, https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=38f23377-beed-4560-9ef9-c038832bfae3 Item 7
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AMENDMENT NO. 1
To COOPERATIVE AGREEMENT
Between ASSOCIATION OF BAY AREA GOVERNMENTS
And CITY OF PALO ALTO
For PALO ALTO HORIZONTAL LEVEE PILOT PROJECT CONSTRUCTION This AMENDMENT, effective January 1, 2025, is Amendment No. 1 to the COOPERATIVE AGREEMENT (“Agreement”) entered into and effective as of January 26, 2024, by and between the ASSOCIATION OF BAY AREA GOVERNMENTS (“ABAG”) and the CITY OF PALO ALTO (“City”), individually referred to herein as “Party” and together as “Parties.” NOW, THEREFORE, the parties agree to modify the subject Agreement as indicated below.
Where modifications have been made, added text is indicated in italics, deleted text is indicated in strikethrough format.
1. Recital D. is revised to include a new funding source, as follows:
D. WHEREAS, ABAG has received funding via
•United States Environmental Protection Agency (EPA) Grant #W9-98T55001 (“Breaking Ground Grant”), Date of Award May 8, 2023, in the amount of eight million, six hundred fifty-eight thousand, nine hundred eighteen dollars ($8,658,918), •EPA Grant #W9-98T20401 (“Nature Based Solutions (NBS) for Resilient Shorelines Grant”), Date of Award September 13, 2021, in the amount of three million, seven hundred eighty-two thousand, eight hundred eighteen dollars ($3,782,818) a portion of which will be used in the completion of this project, •EPA Grant #4T-98T45901 (“National Estuary Program Bipartisan Infrastructure Law Grant”) in the amount of nine hundred nine thousand eight hundred dollars ($909,800), a portion of which will be used in the completion of this project, and •State of California Coastal Conservancy (SCC) Grant G24-046 in the amount of two million dollars ($2,000,000).
All three four grants allow for no-cost extensions possible up to approximately four (4) years beyond the completion dates as contemplated by the Grants; and
2. Recital E is revised to include a new funding source, as follows:
E. WHEREAS, Parties’ respective funding contributions to the PROJECT (excluding City staff time) are as follows:
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Amendment 1
Project
Phase
ABAG
Contribution
Source(s) of ABAG
Funding
City
Contribution
Source(s) of City
Funding
Preliminary
Design
(completed)
$620,673 (paid)
•Integrated Regional
Water Management
Program Grant
•State Coastal
Conservancy
Proposition 1 Grant
$275,000
(paid)
Wastewater
Treatment Plant
Fund and Secondary
Treatment Upgrades
Project
Design &
Permitting
(99%
complete)
$763,661
$563,660 (paid)
•EPA NBS for
Resilient Shorelines
Grant
•EPA Bipartisan
Infrastructure Law
Funding
$1,316,794.29
(paid)
Wastewater
Treatment Plant
Fund and Secondary
Treatment Upgrades
Projecta
Construction
&
Construction
Management
$3,073,882
$4,860,846
(pending)
•EPA NBS for
Resilient Shorelines
Grant
•EPA Breaking
Ground Grant
•EPA NEP Bipartisan
Infrastructure Law
Funding
•State Coastal
Conservancy
$3,429,459
$1,429,459
(pending)
Local Advanced
Water Purification
Facility Project
Long Range
Facilities Plan
Updatea
Post-
construction
Monitoring
& Reporting
$0 Not Applicable $777,055
(pending)
Wastewater
Treatment Plant
Fund
Operation &
Maintenance $0 Not Applicable Unknown
Wastewater
Treatment Plant
Fund
aCity is leveraging funds spent on planned Capital Improvements that are occurring upstream of the PROJECT at the wastewater treatment plant; actual out-of-pocket expenses for this project are lower than reported in this table.
3. Recital G is revised to adjust ABAG’s contribution:
G. WHEREAS, for construction and post-construction phases, ABAG will contribute a total of $3,073,882 $4,860,846 towards the PROJECT, as further described in Appendix A; and
4. Recital H is revised to adjust City’s contribution:
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H. WHEREAS, for construction and post-construction phases, the City will contribute a total of $4,206,514 $2,206,514 (including the required $3,429,459 $1,429,459 in matching funds for the Breaking Ground Grant); and
5. Section 1, ABAG Obligations, Article 1.3 is revised as shown:
1.3 ABAG will promptly notify City of the discovery of hazardous materials at the Property. ABAG and the City will jointly evaluate the severity and extent of the hazardous materials contamination at the Property and decide on the appropriate course of action to remediate the contamination pursuant to federal and state laws and regulations. ABAG and the City will reassess the feasibility of the PROJECT and mutually agree on a course of action prior to the commencement of additional work. Should the Parties conclude the PROJECT is no longer feasible financially with the available EPA and State Coastal Conservancy Grants’ funding, the Parties may, individually or collectively, terminate proceeding with the PROJECT. Should EPA and State Coastal Conservancy Grants’ funding be cancelled, or approval withdrawn as a result of such termination, the City shall be fully and solely responsible for all costs incurred for the PROJECT.
6. Section II, City of Palo Alto Obligations, Article 2.3 is revised as shown:
The City shall provide appropriate documentation to ABAG of the required Breaking Ground Grant funding match obligation in the amount of three million, four hundred twenty-nine thousand, four hundred fifty-nine dollars ($3,429,459). one million, four hundred twenty-nine thousand, four hundred fifty-nine dollars ($1,429,459).
7. Appendix A: Project Description and Scope of Work is removed in its entirety and replaced with Appendix A: Project Description and Scope of Work, (Revised January 1, 2025).
8. Retention of Contract Provisions. Except as provided herein, all other terms and conditions of the Agreement remain unchanged.
IN WITNESS WHEREOF, this Agreement has been executed by the Parties hereto on the date first above written.
ASSOCIATION OF BAY AREA GOVERNMENTS CITY OF PALO ALTO
Andrew B. Fremier, Metropolitan Transportation
Commission Executive Director, Acting pursuant to
the Contract for Services dated May 30, 2017
Ed Shikada, City Manager
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APPENDIX A
Project Description and Scope of Work
(Revised January 1, 2025)
Project Description
Figure 1 Palo Alto Horizontal Levee Rendering
The Palo Alto Horizontal Levee Pilot (PAHLP) project is a novel initiative led by the City of Palo Alto and the San Francisco Estuary Partnership. The goals of the Project are to enhance the ecological function of the project site and improve resilience to sea level rise. The project objectives include:
• Improve habitat along the perimeter of Harbor Marsh for native species; • Restore rare and historic broad ecotone that supports a variety of transitional plant assemblages;
• Determine design standards, permitting requirements, and extent of maintenance for incorporation into the future larger levee improvement project (i.e., SAFER Bay/Shoreline Study);
• Adapt to sea level rise by providing a transitional slope that will support freshwater plants, which in turn build organic soils, all of which is aimed at keeping pace with sea level rise; • Maintain public access to the existing trail system while providing opportunities for compatible low-impact recreation, increased social infrastructure, and educational opportunities on sea level rise and other topics;
• Ensure perspectives of marginalized communities are incorporated into social infrastructure and educational components; and
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• Provide polishing treatment to discharged treated wastewater.
The Project site is directly adjacent to the City’s Regional Water Quality Control Plant (“RWQCP”) and Byxbee Park. The Project location is also adjacent to the existing Harbor Marsh, an approximately 90-acre tidal saltmarsh that was established within the former Palo Alto Yacht Harbor. The Project site is bounded by Harbor Marsh to the east, Embarcadero Road to the north, the RWQCP and Harbor Road to the west, and the Byxbee Park parking lot entrance to the south. The project location includes a 500-linear-foot (LF) proposed levee berm, including 315 linear feet of treatment zone irrigated with treated wastewater to create a transitional freshwater wetland slope with upland/riparian transitional plantings in adjacent areas supported with limited irrigation. A 1,650-LF treated wastewater pipeline will be buried along Harbor Road and Embarcadero Road north and west of the proposed levee, connecting to a new supply pump at the City of Palo Alto Regional Water Quality Control Plant (RWQCP), located at 2501 Embarcadero Way, Palo Alto, California 94303. The horizontal levee itself would have a variety of freshwater marsh, wet meadow, and riparian/upland scrub ecotypes. As the freshwater inputs enter the marsh plain, a brackish marsh ecotone band is expected to form within the salt marsh immediately adjacent to the horizontal levee.
The horizontal levee would be divided into four primary areas: (1) an engineered levee berm to support the horizontal levee slope; (2) a treatment zone designed to support polishing of treated wastewater via subsurface seepage through a drainage layer while supporting native transitional habitats; (3) a downslope habitat zone designed to support a variety of ecotypes where polished wastewater would seep toward the adjacent Harbor Marsh as shallow surface/subsurface flow; and (4) transitional slopes north and south of the treatment zone where the project conforms to the existing bank line. The horizontal levee is designed to be a freshwater ecotone transition zone to the tidal marsh.
The City of Palo Alto is the permittee on all permits which have been issued:
Permit Dated
Federal Aviation Administration (FAA) – Determination of No Hazard to Air Navigation (Aeronautical Study No. 2023-AWP-6606-OE) 5/11/2023 Federal Aviation Administration (FAA) – Determination of No Hazard to Air Navigation for Temporary Structure (Aeronautical Study No. 2023-AWP-12517- OE)
8/29/2023
National Marine Fisheries Service (NMFS) – Letter of Concurrence (with 'not likely to adversely affect' determination) (WCRO-2023-00141) 4/20/2023 SF Bay Regional Water Quality Control Board – Clean Water Action Section 401 General Water Quality Certification for Small Habitat Restoration Projects (File No. SB12006GN; WDID# 2 CW451131)
8/1/2023
San Francisco Bay Conservation and Development Commission – Amendment to Major Permit (M1999.043, Amendment No. 6) 4/5/24
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United States Army Corps of Engineers (USACE) – Nationwide Permit 27 (SPN- 2019-00445) Aquatic Habitat Restoration, Enhancement, and Establishment Activities
5/5/2023
United States Fish and Wildlife Service (USFWS) – Programmatic Biological and Conference Opinion ESA Section 7(a)(2) Review Form (2022-0005149-S7) 3/31/2023 California Department of Fish and Wildlife – Restoration Management Permit (RMP 2023-0008-R3) 12/15/2023
City of Palo Alto – Minor Architectural Review (23PLN-00043) 11/30/2023 City of Palo Alto – Street Work Permit (to be obtained by the construction firm) PENDING State Water Resources Control Board – General Permit for Discharges of Storm Water Runoff Associated with Construction Activity (to be obtained by the construction firm)
PENDING
On December 19, 2023, the City issued a Notice of Exemption that the PROJECT was exempt from review under the California Environmental Quality Act (“CEQA”) (Cal. Public Resources Code § 21000, et seq.) pursuant to CEQA Guideline Section 15333 because the PROJECT qualifies as a small habitat restoration project.
Table A: Outstanding Work to be Paid for by ABAG
Party Name Service Provided
Responsible
Entity
Projected
Budget Amount
Zoon Engineering
Construction Management Services
Contract ABAG $427,937
TBD Construction Services Contract ABAG $4,121,055
Save The Bay
Plant propagation, planting, community
outreach ABAG $131,854
TBD Contingency ABAG $180,000
TOTAL $4,860,846
Table B: Palo Alto Horizontal Levee Pilot – Design, Community Engagement, and Implementation Process
Task Status Funder
Phase 1 – Early Design Concepts and Stakeholder Engagement - 2017 - 2020 Feasibility Study Completed Oro Loma Sanitary District
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30% Design Completed EPA Climate Ready Estuaries
Planning and Stakeholder
Outreach (carried over from
Phase 1 and 2)
Completed State Coastal Conservancy
Phase 2 – Design and Permitting – 2020-2025
Permitting studies,
Geotechnical Report Completed City of Palo Alto
60% Design, Construction
Budget and Permitting Memo Completed
BRRIT Consultations –
including pre-permitting
consultation in June, 2022
Completed
Permit Applications See Permit Table
State Coastal Conservancy and
EPA Water Quality
Improvement Fund Grant #
#W9-98T55001
Permit Fees Completed City of Palo Alto
CEQA - Categorical
Exemption Completed City of Palo Alto
QAPP Completed
100% Design, including final
design specifications, bid
package and bid period support
Scheduled for completion early
2025
EPA Water Quality
Improvement Fund Grant #
#W9-98T55001
Phase 3 – Construction, Stewardship, Monitoring and Outreach – 2024-2026 Plant Propagation, Community
Outreach and Planting – Save
The Bay
Construction management and
monitoring
In progress
EPA Water Quality
Improvement Fund (#W9-
98T55001)
Construction In progress
EPA Water Quality
Improvement Fund (#W9-
98T20401)
State Coastal Conservancy
Grant (Grant #G24-046)
Phase 4 – Monitoring & Reporting – 2023-2029
Community Science &
Monitoring In progress
EPA Water Quality
Improvement Fund (#W9-
98T20401)
Salt Marsh Harvest Mouse Site
Utilization Studies In progress City of Palo Alto
Sediment Accretion Study In progress City of Palo Alto
Photo-point Monitoring In progress City of Palo Alto
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Vegetation Surveys,
Vegetation Establishment, and
Habitat Type Evaluations
To be started after construction City of Palo Alto
Benthic Community
Monitoring To be started after construction City of Palo Alto Wastewater Effluent and
Volume Monitoring In progress City of Palo Alto
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Community Services
Meeting Date: April 21, 2025
Report #:2503-4378
TITLE
Approval of Contract Amendment Number 2 to Contract Number C24190163 with Musson Theatrical to extend the contract time through March 2, 2026, with No Change in the Total Not- to Exceed Amount for $101,927 for the Refurbishing of the Stage Rigging System at Lucie Stern Community Theatre; CEQA status - categorically exempt.
RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or their designee to execute Amendment No.2 to Contract No. C24190163 (Attachment A) with Musson Theatrical for a contract extension of one (1) year through March 2, 2026, to refurbish the stage rigging system at Lucie Stern Community Theatre. This amendment does not revise the total not-to-exceed amount of $101,927.
BACKGROUND
The Lucie Stern Community Theatre is a historical building built in 1932 and has been renovated and expanded over the years. The original rigging system for the theater stage was initially installed in 1981 and includes a fire curtain and 24 counterweight sets in the fly house. All counterweight sets are installed on a T-bar guide wall with an upright head and loft block configuration. During a professional inspection in 2019, it was recommended to refurbish line sets one through ten based on wear and tear of the components of those systems. The contractor will refurbish lines sets one through ten of the Lucie Stern’s counterweight fly system and return the system to proper operation condition following the work. The project window for completion is now slated for early May 2025. However, in the event of unexpected delays, staff recommend extending this amendment to cover the work until March 2, 2026.
On February 12, 2024, a request for proposals (RFP) was posted on OpenGov through the City’s eProcurement platform and 2,945 service providers were notified. The solicitation period closed on March 6, 2024, and a total of 13 service providers downloaded the RFP package. The Community Services Department received one response from Musson Theatrical. Staff reviewed Musson Theatrical’s proposal and determined it responsive. Staff verified Musson Item 8
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Theatrical’s status with the Contractor’s State License Board. Staff also have been satisfied with Musson Theatrical on various projects for the Lucie Stern Community Theatre, Children’s Theatre, and Cubberley Community Theatre.
ANALYSIS
The original contract was approved by City Council on June 3, 20241. Due to an unexpected delay in the delivery of parts, the project was not able to be completed by the end of the contract term, August 2, 2024. An Amendment No.1 (Attachment B) was executed to extend the work completion date to March 2, 2025, as parts were expected to arrive during this new window and work be completed. Further delays were experienced, and the parts were finally received by the selected vendor, Musson Theatrical, at the end of January 2025. Work is now scheduled to be completed in early May 2025 and therefore an extension is required as Amendment No. 1 expired on March 2, 2025.
FISCAL/RESOURCE IMPACT
Funding for this contract is available in the Fiscal Year 2025 Adopted Capital Budget in the Lucie Stern Community Theatre Stage Rigging System Refurbishment capital project (AC- 24000).
STAKEHOLDER ENGAGEMENT
This project is part of the Community Service’s Capital Improvement Program funded by Palo Alto. The open meetings on the budget process serve as the main vehicle for engaging the community on projects such as this. Community outreach was not deemed necessary.
ENVIRONMENTAL REVIEW
This amendment is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to section 15301 (installation of small new equipment) of the CEQA guidelines.
ATTACHMENTS
Attachment A: Amendment No.2 Musson Theatrical Contract C24190163 Attachment B: Amendment No.1 Musson Theatrical Contract C24190163 APPROVED BY:
Kristen O'Kane, Community Services Director
1 City Council, June 3, 2024; Agenda Item #7, SR #2403-2793, https://portal.laserfiche.com/Portal/DocView.aspx?id=73990&repo=r-704298fc&searchid=c07cdbe7-1864-4230- adc2-61f13e8d662f
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AMENDMENT NO. 2 TO CONTRACT NO. C24190163
BETWEEN THE CITY OF PALO ALTO AND
MUSSON THEATRICAL, INC.
This Amendment No. 2 (this “Amendment”) to Contract No. C24190163 (the “Contract” as defined below) is entered into as of March 2, 2025 by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and MUSSON THEATRICAL, INC., a California corporation, located at 890 Walsh Ave. Santa Clara CA 95050 . CITY and CONTRACTOR 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 services to retrofit the stage rigging system at the Lucie Stern Community Theater, as detailed therein.
B. The Parties now wish to amend the Contract in order to extend the term by one year, from March 2, 2025, to March 2, 2026, 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. C24190163 between CONSULTANT and CITY, dated April 5, 2024 as amended by:
• Amendment No.1, dated September 11, 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 2 “TERM” of the Contract is hereby amended to read as follows:
“The term of this Agreement shall be from the date of its full execution through March 2, 2026, unless terminated earlier pursuant to Section 19 of this Agreement.”
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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 “B”: “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 2” (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
MUSSON THATRICAL, INC.
By:
Name:
Title:
Attachments:
Exhibit “B”: “SCHEDULE OF PERFORMANCE, AMENDMENT NO. 2 ” (AMENDED, REPLACES
PREVIOUS)
Docusign Envelope ID: 651EA426-19F8-4D31-9904-4D97B5F0AE38 General Manager
David Rimerman
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EXHIBIT B
SCHEDULE OF PERFORMANCE, AMENDMENT NO. 2
(AMENDED, REPLACES PREVIOUS)
CONTRACTOR shall perform the Services so as to complete each task within the time period specified below. The time to complete each task may be increased or decreased by mutual written agreement of the project managers for CONTRACTOR and CITY so long as all work is completed within the term of the Agreement. Upon request CONTRACTOR shall provide a detailed schedule of work consistent with the schedule below .
Task Complete
1. The Contractor shall refurbish line sets one through To be Completed ten of the Theatre’s counterweight fly system. Between March 2, 2025, and March 2, 2026
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AMENDMENT NO. ONE TO CONTRACT NO. C24190163
BETWEEN THE CITY OF PALO ALTO AND
MUSSON THEATRICAL, INC.
This Amendment No. 1 (this “Amendment”) to Contract No. C24190163 (the “Contract” as defined below) is entered into as of September 11, 2024, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and MUSSON THEATRICAL, INC._, a California corporation, located at 890 Walsh Ave. Santa Clara, CA. 95050 (“CONTRACTOR”). CITY and CONTRACTOR 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 services to retrofit of the stage rigging system at the Lucie Stern Community Theatre_, as detailed therein.
B. The Parties now wish to amend the Contract in order to Extend the term of the agreement for an additional 6 (six) months from August 2, 2024, to March 2, 2025.
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 Contract No.C24190163 between CONSULTANT and CITY, dated August 2, 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 2. TERM of the Contract is hereby amended to read as follows:
“The term of this Agreement shall be from the date of its full execution through March 2, 2025, unless terminated earlier pursuant to section 19 of this Agreement.” SECTION 3. 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.
ATTACHMENT B
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SECTION 4. Incorporation of Recitals . The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
Contracts Administrator
APPROVED AS TO FORM:
City Attorney or designee
MUSSON THEATRICAL, INC.
Officer 1
By:
Name:
Title:
Attachments: NONE
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Appendix for General Services Agmt 1 February 8, 2017
Appendix A:
Claims for Public Contract Code Section 9204 Public Works Projects The provisions of this this Appendix are provided in compliance with Public Contract Code Section 9204; they provide the exclusive procedures for any claims related to the Services performed under this Agreement.
1. Claim Definition.
or certified mail with return receipt requested, for one or more of the following:
(A) A time extension, including, without limitation, for relief from damages or penalties for delay assessed by the City.
(B) Payment by the City of money or damages arising from the Services performed by, or on behalf of, the Contractor pursuant to the Agreement and payment for which is not otherwise expressly provided or to which the Contractor is not otherwise entitled. (C) Payment of an amount that is disputed by the City.
2. Claim Process .
(A) Timing. Any Claim must be submitted to City in compliance with the requirements of this Appendix no later than fourteen (14) days following the event or occurrence giving rise to the Claim.
This time requirement is mandatory; failure to submit a Claim within fourteen (14) days will result in its being deemed waived.
(B) Submission.
submitted pursuant to this Appendix, and must include reasonable documentation substantiating the Claim. The Claim must clearly identify and describe the dispute, including relevant references to applicable portions of the Agreement, and a chronology of relevant events. Any Claim for additional payment must include a complete, itemized breakdown of all labor, materials, taxes, insurance, and subcontract, or other costs. Substantiating documentation such as payroll records, receipts, invoices, or the like, must be submitted in support of each claimed cost. Any Claim for an extension of time or delay costs must be substantiated with schedule analysis and narrative depicting and explaining claimed time impacts.
(C) Review. Upon receipt of a Claim in compliance with this Appendix, the City shall conduct a reasonable review of the Claim and, within a period not to exceed 45 days from receipt, shall provide the Contractor a written statement identifying what portion of the Claim is disputed and what portion is undisputed. Upon receipt of a Claim, the City and Contractor may, by mutual agreement, extend the time period provided in this paragraph 2.
(D) If City Council Approval Required. If the City needs approval from the City Council to provide the Contractor a written statement identifying the disputed portion and the undisputed portion of the Claim, and the City Council does not meet within the 45 days or within the mutually agreed to extension of time following receipt of a Claim sent by registered mail or certified mail, return receipt requested, the City shall have up to three days following the next duly publicly noticed meeting of the City Council after the 45-day period, or extension, expires to provide the Contractor a written statement identifying the disputed portion and the undisputed portion.
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Appendix for General Services Agmt 2 February 8, 2017
(E) Payment. Any payment due on an undisputed portion of the Claim shall be processed and made within 60 days after the City issues its written statement. If the City fails to issue a written statement, paragraph 3, below, shall apply.
3. Disputed Claims
(A) Meet and Confer. If the Contractor disputes the City's written response, or if the City fails to respond to a Claim submitted pursuant to this Appendix within the time prescribed, the Contractor may demand in writing an informal conference to meet and confer for settlement of the issues in dispute.
Upon receipt of a demand in writing sent by registered mail or certified mail, return receipt requested, the City shall schedule a meet and confer conference within 30 days for settlement of the dispute.
Within 10 business days following the conclusion of the meet and confer conference, if the Claim or any portion of the Claim remains in dispute, the City shall provide the Contractor a written statement identifying the portion of the Claim that remains in dispute and the portion that is undisputed. Any payment due on an undisputed portion of the Claim shall be processed and made within 60 days after the City issues its written statement.
(B) Mediation. Any remaining disputed portion of the Claim, as identified by the Contractor in writing, shall be submitted to nonbinding mediation, with the City and the Contractor sharing the associated costs equally. The City and Contractor shall mutually agree to a mediator within 10 business days after the disputed portion of the Claim has been identified in writing by the Contractor. If the parties cannot agree upon a mediator, each party shall select a mediator and those mediators shall select a qualified neutral third party to mediate the disputed portion of the Claim. Each party shall bear the fees and costs charged by its respective mediator in connection with the selection of the neutral mediator. If mediation is unsuccessful, the parts of the Claim remaining in dispute shall be subject to any other remedies authorized by the Agreement and laws.
(i) For purposes of this paragraph 3.B, mediation includes any nonbinding process, including, but not limited to, neutral evaluation or a dispute review board, in which an independent third party or board assists the parties in dispute resolution through negotiation or by issuance of an evaluation. Any mediation utilized shall conform to the timeframes in this section. (ii) Unless otherwise agreed to by the City and the Contractor in writing, the mediation conducted pursuant to this section shall excuse any further obligation, if any, under Public Contract Code Section 20104.4 to mediate after litigation has been commenced.
4. City
. Failure by the City to respond to a Claim from the Contractor within the time periods described in this Appendix or to otherwise meet the time requirements of this Appendix shall result in the Claim being deemed rejected in its entirety. A Claim that is denied by reason of the City's failure to have responded to a Claim, or its failure to otherwise meet the time requirements of this Appendix, shall not constitute an adverse finding with regard to the merits of the Claim or the responsibility or qualifications of the Contractor.
5. Interest . Amounts not paid in a timely manner as required by this section shall bear interest at seven (7) percent per annum.
6. Approved Subcontractor Claims . If an approved subcontractor or a lower tier subcontractor lacks legal standing to assert a Claim against the City because privity of contract does not exist, the Contractor may present to the City a Claim on behalf of a subcontractor or lower tier subcontractor. A subcontractor may request in writing, either on his or her own behalf or on behalf of a lower tier Item 8
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subcontractor, that the Contractor present a Claim for work which was performed by the subcontractor or by a lower tier subcontractor on behalf of the subcontractor. The subcontractor requesting that the Claim be presented to the City shall furnish reasonable documentation to support the Claim. Within 45 days of receipt of this written request, the Contractor shall notify the subcontractor in writing as to whether the Contractor presented the claim to the City and, if the Contractor did not present the claim, provide the subcontractor with a statement of the reasons for not having done so.
7. Waiver of Provisions . A waiver of the rights granted by Public Contract Code Section 9204 is void and contrary to public policy, provided, however, that (1) upon receipt of a Claim, the parties may mutually agree to waive, in writing, mediation and proceed directly to the commencement of a civil action or binding arbitration, as applicable; and (2) the City may prescribe reasonable change order, claim, and dispute resolution procedures and requirements in addition to the provisions of Public Contract Code Section 9204, so long as the contractual provisions do not conflict with or otherwise impair the timeframes and procedures set forth in this section.
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Transportation
Meeting Date: April 21, 2025
Report #:2503-4396
TITLE
Adoption of a Resolution Endorsing the Updated Safe Routes to School Consensus Statement and Approval of the Amended City/School Transportation Safety Committee Bylaws; CEQA Status – Not a Project.
RECOMMENDATION
The City/Schools Liaison Committee and staff recommend that Council adopt the attached Resolution (Attachment A) to endorse the proposed Safe Routes to School (SRTS) National Partnership Consensus Statement and approve the City/School Transportation Safety Committee (CSTSC) Bylaws. This action recognizes the City of Palo Alto, the Palo Alto Unified School District (PAUSD), and the Palo Alto Council of Parent Teacher Associations (PTA) Partnership in reducing risk to students commuting to and from school, re-aligns the current local Consensus Statement to match the National Partnership Consensus Statement, and initiates minor edits to the Bylaws.
BACKGROUND
The National SRTS Partnership Consensus Statement was developed by a coalition of partners working to address historic declines in walking and biking to school in 2006. In 2005 and 2006, the City, PAUSD, and the PTA endorsed a local version of the SRTS National Partnership Consensus Statement (Attachment B). The Palo Alto Council of PTAs approved the proposed Consensus Statement and Bylaws at their General Association meeting on February 19, 2025, followed by City/School Transportation Safety Committee approval on February 27, 2025, and a recommendation that the City Council and the PAUSD Board of Education endorse the proposed revisions by the City/School Liaison Committee (CSLC) on April 1, 2025. An equivalent Resolution has been forwarded to the Board of Education for Palo Alto Unified School District review and approval.1
1 The original National SRTS Partnership Consensus Statement and original CSTSC bylaws are available at the City’s Safe Routes to School Partners and Program History webpage.
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ANALYSIS
The recommended action replaces the local Safe Routes to School local Consensus Statement with the National Safe Routes Partnership Consensus Statement. The two substantive changes add Equity to the five program pillars of Education, Engineering, Engagement, Encouragement and Evaluation, and rename the Enforcement program pillar Engagement. The CSTSC informally added Equity as a sixth E in 20172 and changed Enforcement to Engagement in 2020.3 The amended Bylaws rename the City School Traffic Safety Committee the City School Transportation Safety Committee to recognize that the work of the CSTSC extends beyond traffic considerations.
The 2024-25 school year marks the thirty-year anniversary of the (SRTS) Partnership. Thirty- year Partnership achievements include in-school K-3, 5 and 6 grade bicycle and pedestrian safety education, a local commitment to prioritizing school commute route safety and accessibility, and success in growing and sustaining nearly four times the national student walk and bike mode share rate. Programs help eliminate roughly 3,824,000 yearly car trips from local roadways, reducing risk for families who walk, bike and use transit, and improving roadway access for families who must drive.4
FISCAL/RESOURCE IMPACT
The SRTS has 3.0 FTE supporting the program, with 1.0 FTE funded through 2016 Measure B Local Streets and Roads Funding. The program has an annual operating budget of $0.4M and receives an annual appropriation of $0.1M in the SRTS Capital Improvement Project (PL-00026).
Staff is not requesting any supplemental funding at this time, and no additional budgetary action is required.
STAKEHOLDER ENGAGEMENT
The Safe Routes to School Partnership is a collaborative program. According to the International Association of Public Participation (IAP2), collaborative programs allow for partnership with members of the public to identify problems and develop solutions. SRTS partners include the Palo Alto Office of Transportation and Police Department staff, PTA-appointed Transportation Safety Representatives for each PAUSD school and PAUSD Facilities staff, school principals and other PAUSD administrators. For decades, the City of Palo Alto, PAUSD, and the PTA have hosted a monthly student-transportation safety-focused collaboration called the City/School 2 2016-17 Safe Routes to School Annual Report; https://www.cityofpaloalto.org/files/assets/public/v/1/agendas- minutes-reports/reports/city-manager-reports-cmrs/year-archive/2017/7867.pdf. Page 2 3 2021-22 Safe Routes to School Annual Report;
https://www.cityofpaloalto.org/files/assets/public/v/1/transportation/safe-routes-to-schools/annual-reports- information/srts-annual-report-2021-2022.pdf. Page 2
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Transportation Safety Committee (CSTSC). A Five-Year Action Plan guided the work of the CSTSC through 2023.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by the California Environmental Quality Act (CEQA) because approval of this resolution endorses a continuing administrative activity.
CEQA Guidelines section 15378(b)(2). Individual Safe Routes to School projects that make physical changes to the environment undergo appropriate CEQA review.
ATTACHMENTS
Attachment A: Resolution endorsing SRTS National Partnership Consensus Statement and Approving amended CSTSC Bylaws
Attachment B: PAUSD and City of Palo Alto Resolution endorsing the original SRTS Partnership Consensus Statement
APPROVED BY:
Lily Lim-Tsao, Interim Director, Office of Transportation Item 9
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Resolution No. ___
Resolution of the Council of the City of Palo Alto Endorsing the Safe Routes to School National Partnership Consensus Statement and Approving Updated Bylaws for the City/School Transportation Safety Committee
R E C I T A L S
A. Safe Routes to School (SRTS) is a national and international movement to create safe, convenient, meaningful and fun opportunities for children to bicycle and walk to school; and
B. Safe Routes to School programs provide a variety of important benefits to students and their communities, including improved health and fitness, reduced traffic congestion, better air quality and enhanced neighborhood safety; and C. In Palo Alto, the Safe R outes to School program has been a successful collaboration between the City of Palo Alto, the Palo Alto Unified School District (PAUSD), and the Palo Alto Council of Parent Teacher Associations (PTAC); and D. The 2024-2025 academic year marks the 30th anniversary of the Safe Routes to School partnership between PAUSD, PTAC and the City, and their collective success and shared commitment to supporting in- school bicycle and pedestrian safety education, prioritizi ng school commute route safety and accessibility, and encouraging families to choose healthy, active, and sustainable school commutes; and
E. The City Council endorsed a Safe Routes to School Consensus Statement (the 2006 Consensus Statement) on February 6, 2006 in Council Resolution No. 8590; and F. The 2006 Consensus Statement was also endorsed by the PAUSD Board of Education on February 14, 2006 and by PTAC on October 12, 2005; and
G. Policy T-6.4 of the City’s Comprehensive Plan affirms that the city will “ Continue the Safe Routes to School partnership with PAUSD and the Palo Alto Council of PTAs;” and H. In light of updates and developments since the adoption of the 2006 Consensus Statement, members of the City/School Liaison Committee recommended at their meeting on April 1, 2025, that the Council and the PAUSD Board of Education endorse the proposed revised Consensus Statement (Proposed Consensus Statement) and proposed revised City/School Transportation Safety Committee Bylaws (Proposed Bylaws); and I. Members of the City/School Transportation Safety Committee voted to adopt the Proposed Consensus Statement and Proposed Bylaws on February 27, 2025; and J. PTAC endorsed the Proposed Consensus Statement and Proposed Bylaws at its General Association meeting on February 19, 2025; and
K. The City Council intends through this resolution to endorse the Proposed Consensus Statement and approve the Proposed Bylaws and to reaffirm its commitment to the Safe Routes to School Partnership.
NOW THEREFORE THE CITY COUNCIL OF THE CITY OF PALO ALTO RESOLVES AS FOLLOWS:
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*NOT YET ADOPTED*
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SECTION 1. The Council hereby endorse s the Safe Routes to School National Partnership Consensus Statement (Exhibit A) and approves the amended City/School Transportation Safety Committee Bylaws (Exhibit B) as a means of reaffirming its commitment to the Safe Routes to School program and to encourage the continued collaboration of the City, PAUSD and PTAC in their efforts to reduce risk for students and encourage more families to use alternatives to driving to school more often.
SECTION 2. This Resolution supersedes Resolution 8590.
SECTION 3. The Council finds that this Resolution is exempt from CEQA under CEQA Guidelines section 15378(b)(2) as a continuing administrative activity.
SECTION 4. This Resolution shall become effective immediately upon adoption.
INTRODUCED:
PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
__________________________ _____________________________ City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
__________________________ _____________________________ Assistant City Attorney City Manager
_____________________________
Chief Transportation Official
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SAFE ROUTES PARTNERSHIP
CONSENSUS STATEMENT
We believe that Safe Routes to School is catalyzing and inspiring safe, healthy and livable communities.
Our vision is that school environments are a focal point for healthy living. Our mission and vision statements can be reviewed here.
The Problem
Since the 1970s, we have seen a loss of mobility among our nation’s children that has severely impacted their personal health and their ability to explore their neighborhoods, even by walking or bicycling to school. Parents also have concerns about safety – both real and perceived – and children today have fewer opportunities to develop their independence. Consider these facts:* ● Mobility: In 2009, just 13 percent of children ages 5 to 14 walked and bicycled to and from school—a dramatic drop from 1969 when nearly 50 percent of children got to school under their own power.
1 ● Health: Estimates show that only about half of youth meet the current Physical Activity G
uidelines for Americans’ recommendation of at least 60 minutes of daily vigorous or mod-erate-in
tensity physical activity.2 There were more than four times as many overweight children in 2008 as there were in 1965.3 Childhood obesity is associated with an increase in heart disease, stroke and diabetes.
● Air Quality: A national study found that approximately one in three U.S. public schools are located in “air pollution danger zones” within a quarter mile or less of high -tr
affic roadways.
Health effects of exposure to traffic pollution include increased respiratory illness, asthma e
xacerbations, decreased lung function and decreased lung growth.4,5 Air pollution also increases school absences.6
● Traffic Congestion: During the morning commute, driving to school represents 10 to 14 pe
rcent of traffic on the road.7
● Traffic Safety: Nationwide, 25 percent of all children’s traffic fatalities and 15 percent of all children’s traffic injuries happen when children are walking or bicycling and are struck b y
car
s.8
● Equity: In low-in come communities, fewer sidewalks and crosswalks plus more high-speed t
raffic9 result in a higher risk of children from lower-inc ome families being injured or killed by cars when walking.10
● School Location: Public school enrollment has nearly doubled since the 1930s; however, d
uring this time the number of public schools has decreased by 60 percent,11 resulting in larger schools that are further away from the families they serve. ● School Transportation: School districts are under economic pressure to cut costs and this has impacted school busing. During the 2010
-2011 s
chool year, approximately 22 percent of
school districts made busing reductions due to fuel price increases, leaving many children without a safe way to school.
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These problems are all related to the fact that many communities lack basic infrastructure— sidewalks, bike lanes, trails, pathways, and crosswalks—and are no longer designed to encourage or allow children to walk and bicycle safely. Concerns about traffic, crime, and other obstacles result in children being driven to school, which further adds to the traffic on the road and pollution in the air and misses an important opportunity for physical activity.
The Solution
Saf
e Routes to School programs began in several communities in the United States in the late 1990s, and spread nationwide in 2005 with the passage of the federal transportation bill SAFETEA-L U. A study on
the use of federal funds for Safe Routes to School in five states showed that Safe Routes to School investments increased active travel to school by 37 percent.13 Safe Routes to School continues to be eligible under the 2012 federal transportation bill MAP-21, a nd many states and communities are passing policies to provide additional Safe Routes to School funds.
Safe Routes to School has proven to be an effective and popular strategy for increasing physical activity among children, improving safety, reducing pollution and engaging policy makers in community design to promote smart growth and livability. Several studies and resources about Safe Routes to School’s
effectiveness are available on our website.
As demand grows for healthy community design options, communities around the country are organizing Safe Routes to School programs and passing policies, with the common goals of increasing safety and improving mobility for children. Safe Routes to School also engages families and school communities to increase physical activity opportunities for children to help reverse childhood obesity trends. While each program is unique, Safe Routes to School programs and policies have common objectives:
● Mobility: Safe Routes to School gets more children walking and bicycling to schools safely, and aims to ensure that streets around schools have an adequate number of safe places to cross and access schools.
● Health: Safe Routes to School encourages students, families, and school staff to be physically active by walking and bicycling more often. Physical activity improves cardiovascular and muscular fitness, attention, cognition and mood, while decreasing the risk of developing heart disease, diabetes and cancer.
14 ● Air Quality: Safe Routes to School helps convert car trips to walking and bicycling trips, reducing the number of cars around schools that are producing traffic pollution. ● Traffic Congestion: Approximately 43 percent of children who live less than a mile from school are currently driven to school.15 These short trips can be shifted to walking and bicycling with the help of Safe Routes to School initiatives, easing traffic congestion on the morning commute.
● Traffic Safety: Safe Routes to School makes streets, sidewalks, pathways, trails, and crosswalks safe, convenient and attractive for walking and bicycling to school and in daily life. The impact of this safe infrastructure is amplified by enforcing all traffic laws near schools, on school routes, and in other areas of high pedestrian and bicycle activity, and by keeping driving speeds slow near schools, on school routes and at school crossings.
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● Equity: Safe Routes to School recognizes that lower-i ncome communities and schools often have the highest obesity rates and most dangerous traffic safety conditions, and therefore need to be prioritized for infrastructure improvements. ● S
chool Location: Safe Routes to School seeks to locate schools within walking and bicycling distance of as many students as possible, and not along busy streets (which are dangerous to cross and expose children to higher air pollution). It is also important to ensure high quality, equitable and diverse schools.
● School Transportation: Safe Routes to School programs are a critical tool for school districts seeking to manage transportation costs, by prioritizing improvements in areas close enough where children could walk or bicycle to school but are currently bused due to “hazard busing” conditions.
Every community is unique, so each Safe Routes to School program must respond to the needs of the school and the community. Successful programs include some combination or all of the following approaches to improve conditions for safe walking and bicycling:
● E
quity: Ensuring that Safe Routes to School initiatives are benefiting all demographic groups, with particular attention to ensuring safe, healthy, and fair outcomes for low-i ncome
students, students of color, students of all genders, students with disabilities, and others. ● E
ngagement: Listening and working with students, families, and organizations to be intentional in programming.
● Encouragement: Using events and activities to promote walking and bicycling. ● Education: Teaching children about the broad range of transportation choices, instructing them in important lifelong safety skills, and launching driver safety campaigns. ● Engineering: Creating operational and physical improvements to the infrastructure surrounding schools, reducing speeds, and establishing safer crosswalks and pathways. ● Evaluation: Monitoring and researching outcomes and trends through the collection of data.
Our nation continues to learn about best practices for Safe Routes to School programs and policies. As the Safe Routes to School movement matures, it is critical to evaluate the most effective and equitable uses of funding.
The Safe Routes Partnership
The Safe Routes Partnership is comprised of multiple constituencies at the local, state, and national levels.
It includes:
● Parents, students and educators
● Health professionals
● Transportation, urban planning, and engineering professionals ● Policy makers
● Business leaders
● Community groups
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● Social equity leaders
● Walking and bicycling advocates
● Environmental advocates
● Safety and injury prevention advocates
The Safe Routes Partnership is a leading national organization advancing policies, strategies and programs which connect transportation with safe, healthy community designs that increase physical activity opportunities for children, families and schools. We achieve our mission by focusing on advancing policy change, and inspiring action and leadership in states and local communities, and sharing our deep knowledge and expertise through a wide range of programs, initiatives and partnerships.
In 2012, the U.S. Centers for Disease Control and Prevention recognized the Safe Routes Partnership with the Game Changer Award, one of six Pioneering Innovation Awards. The award recognized the Safe Routes Partnership for its accomplishments that have led to paradigm shifts that have advanced obesity prevention efforts. The Safe Routes Partnership will continue to evolve to advance the overall movement, mobilize the grassroots, work with policy makers and serve as a catalyst to leverage funding and policies that result in healthy community design that serve children and families nationwide. For additional information on the annual progress of the movement and the Safe Routes Partnership, visit here .
Please Join Us!
Exhibit A
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CITY/SCHOOL TRAFFIC SAFETY COMMITTEE POLICY
CITY/SCHOOL TRANSPORTATION SAFETY COMMITTEE BYLAWS
The City/School Transportation Safety Committee (the “Committee”) is composed of (i) representatives of the Palo Alto PTA Council (“PTAC”), (ii) City of Palo Alto (“City”) staff, and (iii) Palo Alto Unified School District (“District”) staff, which serve in an advisory capacity to the City Manager and the District Superintendent, respectively, as well as the joint City/School Liaison Committee, on matters relating to school transportation safety for students.
Administrative Procedures:
1. Voting Committee Members (“Voting Members”)
a. One representative from the City Office of Transportation b. One representative from the Police Department
c. One representative from the District administration
d. One representative from District principals
e. Three Transportation Safety Representative liaisons approved by PTAC, which shall include PTAC’s Safe Routes to School chairperson and deputy chairperson(s)
2. Meetings. In order to promote cooperation within the community, meetings shall be regular, well-publicized and open to the public. A chairperson shall be elected annually by the Voting Members. Procedures for setting the agenda, recording minutes, receiving requests for action, etc., shall be discussed by the Committee at its organizational meeting each year.
On an annual basis all new Committee members will receive a briefing by the Committee chairperson on policies and procedures. All Committee members will be provided materials on City and State ordinances regarding safety control devices and other relevant information needed to make informed decisions.
3. Duties and Responsibilities. The Committee shall guide and coordinate all engineering, education, encouragement, engagement, evaluation and equity-related activities connected with the school transportation safety program. The committee's primary duties shall include the following:
a. Recommend general policies and procedures regarding school transportation safety. b. Evaluate the adequacy of the school transportation safety program. c. Receive, review and process complaints and requests involving school transportation safety.
d. Review any and all improvement projects involving school transportation safety. e. Promote good communication, understanding, and provide liaison with the community at large.
f. Initiate recommendations for immediate remedial action to appropriate city and/or school officials when necessary to correct school transportation safety problems considered to be of an emergency nature.
g. Provide information to local school communities on suggested routes to school.
4. Appeals. Recourse to the above action by any person or group should follow the normal channels within the City, District and PTAC organizational structure.
Exhibit B
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: April 21, 2025
Report #:2502-4143
TITLE
Approval of a Surveillance Use Policy for Security Cameras in Council Chambers and Approval of Purchase of $4,886 for Security Cameras; CEQA status – not a project.
RECOMMENDATION
Staff recommend that the City Council:
1. Approve the attached surveillance use policy (Attachment A) for use of security cameras to enhance the security and safety of Council Chambers, and deter and investigate unauthorized or criminal activity.
2. Approve and direct staff to purchase security cameras for the Council Chambers in an amount of $4,886 as detailed in Attachment B.
EXECUTIVE SUMMARY
This report contains a surveillance evaluation of security cameras as required by Palo Alto Municipal Code section 2.30.620 1 describing the uses and benefits of the technology and associated privacy considerations and applicable law. Staff is recommending City Council approve the surveillance use policy and purchase of surveillance equipment for Council Chambers.
Equipment will include security cameras and potentially motion detectors and alarm systems to alert staff and document unauthorized entry and damage to City property.
BACKGROUND
Equipment necessary for facilitating public meetings, including computers, monitors, and microphones, is kept in Council Chambers and the general area. Access to Council Chambers is available to the general public for public meetings or authorized specific events. Outside of these, use is limited to staff to minimize the risk of damage to City property, tampering with equipment, and security risks. There have been repeated instances of vandalism, theft, and interference with 1 Palo Alto Municipal Code https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-62119 Item 10
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A/V equipment critical to the ability to support public meetings in Council Chambers. The recommended surveillance equipment use is intended to deter such incidents, increase the security and safety of Council Chambers, and assist the staff in reviewing evidence should an incident occur.
ANALYSIS
Palo Alto’s Surveillance Technology ordinance, codified PAMC § 2.30.620, et seq., sets criteria and procedures to protect personal privacy in the acquisition and use of surveillance technology, and provide for ongoing oversight. The proposed security camera technology is “surveillance technology” as defined by the ordinance. The ordinance requires City Council approval of the acquisition of new surveillance technology and of a Surveillance Use Policy specific to each new approved technology. In approving new surveillance technology, the Council must determine that its benefits outweigh the associated costs and concerns.
The ordinance sets forth specific elements that must be present in a Surveillance Use Policy, including limitations on access, use, and retention, as well as a description of compliance procedures. The Clerk’s Office has prepared and attached a Surveillance Use Policy, which addresses each of these elements.
In addition, prior to the approval by the Council of a new surveillance activity, the ordinance requires the completion of a Surveillance Evaluation, consisting of the five specific elements below.
Surveillance Evaluation
(1) A description of the surveillance technology, including how it works and what information is captures;
The surveillance technology will include security cameras and monitoring systems designed to capture real-time video and audio footage. These devices will record activities within and around Council Chambers. Security cameras in Council Chambers will focus on entry points, Council dais, and areas where valuable equipment is stored. The technology may also include motion detectors and alarm systems that notify designated personnel of suspicious activities.
(2) Information on the proposed purpose, use and benefits of the surveillance technology; The primary purpose of implementing surveillance technology is to enhance the safety and security of Council Chambers, which has been subject to unauthorized entry, vandalism, theft, and tampering with essential technology equipment such as computers, monitors, and TVs. With the Police Department’s imminent relocation to the Public Safety Building, surveillance will help deter criminal activity, document incidents for investigative purposes, and protect city assets. It will also reduce the ongoing need for staff time and resources to address security breaches.
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(3) The location or locations where the surveillance technology may be used; Surveillance technology may be installed at in Council Chambers - it includes strategic points, including wide angle of the dais and areas housing sensitive technology equipment. This will provide comprehensive coverage of high-risk areas prone to vandalism or theft. Access to the dais and seating areas is limited to staff when not in use for a public or authorized meeting. Surveillance will be limited to this area. The route connecting the main lobby and Police Department will not be monitored. (4) Existing federal, state and local laws and regulations applicable to the surveillance technology and the information it captures; the potential impacts on civil liberties and privacy; and proposals to mitigate and manage any impacts;
Surveillance technology will comply with applicable laws related to video and audio recording. This includes Labor Code section 435, which forbids employers from recording in a restroom, locker room, or changing room; and Penal Code section 632, which prohibits recording audio of “confidential communication,” subject to exceptions such as for public meetings under Penal Code section 632(c). Lastly, the City is required to retain certain building security recordings for one year under Govt. Code section 34090.6(a).
Mitigation Actions:
•Access to surveillance footage will be limited to authorized City personnel for law enforcement purposes.
•Encryption and access control mechanisms will safeguard the footage. (5) The costs for the surveillance technology, including acquisition, maintenance, personnel and other costs, and current or potential sources of funding.
Costs will include the acquisition of surveillance cameras, monitoring systems, storage, maintenance, and personnel for oversight. The budget will also cover encryption and secure storage solutions. Potential funding sources may include city security budgets, grants, or public safety funds. For the Council Chambers, a one-time cost of $4,300 and annual maintenance cost of $615 is anticipated.
FISCAL/RESOURCE IMPACT
Costs will include the acquisition of surveillance cameras, monitoring systems, maintenance, and personnel for oversight. The budget will also cover encryption and secure storage solutions.
Potential funding sources may include city security budgets, grants, or public safety funds. A one- time cost of $4,300 and annual maintenance cost of $615 is anticipated.
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STAKEHOLDER ENGAGEMENT
The City Clerk’s Office coordinates with multiple departments on security measures for Council Chambers including City Manager’s Office, IT, Public Works, and the City Attorney’s Office.
ENVIRONMENTAL REVIEW
Approval of this surveillance policy is exempt under CEQA section 15601(b)(3) as it can been seen with certainty that there is no possibility this activity will have a significant effect on the environment.
ATTACHMENTS
Attachment A - Council Chambers Surveillance Use Policy Attachment B – Quote for Cameras for Council Chambers
APPROVED BY:
Mahealani Ah Yun, City Clerk
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Surveillance Use Policy for Security Cameras for Council Chambers In accordance with Palo Alto Municipal Code Section PAMC § 2.30.680(d), the Surveillance Use Policy for the City’s use of security cameras in Council Chambers is as follows:
1. Intended Purpose. The intent of security cameras is to increase the safety and security of City staff and the general public who access the Council Chambers and to protect City property.
2. Authorized Uses. City personnel may only access surveillance video (“footage”) for official and legitimate security, safety, and law enforcement purposes consistent with this Policy.
The following uses of security cameras are specifically prohibited:
a. Harassment or Intimidation: It is a violation of this Policy to use the system to harass and/or intimidate any individual or group.
b. Personal Use: It is a violation of this Policy to use the system or data for any personal purpose.
c. First Amendment Rights. It is a violation of this policy to use the system or data for the purpose or known effect of infringing upon First Amendment rights of any person.
d. Invasion of Privacy: It is a violation of this Policy to use the system or data in any manner contrary to local, state, and federal privacy laws.
3. Information Collected. Security cameras will record video and audio (if permitted by law). Depending on the specific technology used, metadata such as time, date, and location of the camera may be documented with the video.
4. Safeguards. All footage will be closely safeguarded and protected by both procedural and technological means. The City will observe the following safeguards regarding access to and use of stored data:
a. All footage shall be accessible only through a login/password‐protected system. b. The City Clerk and the Director of IT shall have access to the footage and may delegate access to specific City staff members as long as such delegation is in writing and compliant with this Policy. Staff may forward footage to law enforcement, including PAPD, for investigation. Once received, PAPD shall control footage under their own Department policies.
c. Persons approved to access footage under this policy are permitted to access the data for legitimate safety, security, and law enforcement purposes only, such as when the footage relates to a specific incident or criminal investigation.
5. Retention. The City shall comply with Govt. Code section 34090.6 et seq. to retain footage pursuant to state law (currently one year). Additionally, the City will retain relevant footage longer than the retention period if it is reasonable to believe it will Item 10
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become evidence in a specific criminal investigation or is subject to a discovery request or other lawful action to produce records.
6. Access by non‐City Entities. The footage may be shared outside of the City with law enforcement or prosecutorial agencies for official law enforcement purposes or as required by law or court order.
7. Compliance Procedures. The City Clerk and the Director of IT shall be responsible for ensuring compliance with procedures, including, but not limited to:
a. Ensuring only designated staff are allowed access to footage when authorized by this policy.
b. Ensuring the security and retention of the footage collected and compliance with applicable laws.
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Surveillance Use Policy
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PORTOLA SYSTEMS INC
327 O'Hair Court, Suite B
Santa Rosa, CA 95407
Phone: 17078248800
T20250207.0027- City of
Palo Alto - Quote Request
for Verkada Cams
Number: 15952
Date: 02/07/2025
Quote prepared for: Darren Numoto
Bill To:
Darren Numoto
City of Palo Alto
250 Hamilton Ave
Palo Alto, CA 94301
Phone: (650)329-2488
Email: [email protected]
Ship To:
Darren Numoto
City of Palo Alto
250 Hamilton Ave
2nd Floor IT
Palo Alto, CA 94301
Item
#
Mfr. Part Description Price Qty. Extended
City of Palo Alto - City Hall Verkada Camera Install Baseline Option 1YR Device License & Digital Zoom Only Cams 1 CD42-256-HW Verkada CD42 Indoor Dome Camera, 5MP, F ixed Lens, 256GB of Storage, Maximum 30 Days of Retention
Mfr: Verkada
$ 767.23 3 $ 2,301.69
2 CF81-30E-HW Verkada CF81-E Outdoor Fisheye Camera, 12MP, Fixed Lens, 512GB of Storage, Maximum 30 Days of Retention
Mfr: Verkada
$ 1,535.23 1 $ 1,535.23
*3 LIC-CAM-1Y 1-Year Camera License
Mfr: VERKADA
$ 152.83 4 $ 611.32
Group Total $ 4,448.24
Labor
3 item(s) Sub-Total $ 4,448.24
Freight $ 80.00
Tax @ 9.13% $ 357.61
Total $ 4,885.85
(*) Tax exempted Part(s)
Quote Valid Until: 03/09/2025
Payment Details
Shipping and Delivery Details
Pay by: Company PO
Payment Term: 1 days
Other Details
:
Shipping via: Delivery
Delivery Notes: Darren Numoto
CIO / IT Director
Information Technology
Office: (650) 329-2488
[email protected]
CA-Municipality-Palo Alto
250 Hamilton Ave. Palo Alto, CA 94301
US
Terms and Conditions
Freight/Shipping not included unless otherwise noted.
Handling Fees not included unless otherwise noted.
Cancellation is subject to a 10% restocking fee.
Returns may be subject to additional fees and/or terms defined by manufacturer.
Late Fee Policy: Overdue balances will be charged interest rate at current prime rates + 1.5% per month or greater based on terms defined by manufacturer.
Upon approval, please submit signed quote and/or End User PO to [email protected] and include ticket number in the subject line.
Prepared by: Ryan Miller Email: [email protected] Phone: 17078248800 Item 10
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Chambers
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City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: Community Services
Meeting Date: April 21, 2025
Report #:2503-4310
TITLE
Review and Authorize Initiation of Community Poll Number One Themes for the Cubberley Master Plan Project and Receive an Update on the Project Workplan; CEQA Status - the Master Plan will undergo CEQA review.
RECOMMENDATION
Staff recommends the City Council (1) review themes and authorize staff to initiate Community Poll Number One related to the Cubberley Master Plan Project, and (2) receive an update on the Cubberley Project Workplan.
EXECUTIVE SUMMARY
Public opinion research and community and stakeholder engagement are integral components of the Cubberley Project workplan. These components are designed with a goal of establishing a time bound iterative approach with multiple community touchpoints to develop the Cubberley Master Plan and placement of a measure on the November 2026 ballot. Results from this poll will inform milestones throughout the Cubberley Project workplan and planned engagements on the future of the community center campus located at 4000 Middlefield Road.
The focus of the first poll is to survey voter input on the goals and future of the community center and possible support for a tax or bond measure. This Council item seeks to gain concurrence with the specific themes that will be tested and to receive Council direction to initiate polling. The draft outline of polling themes (Attachment A) was reviewed by the Cubberley Ad Hoc Committee twice and incorporates the Committee’s input. The planned launch of this poll is the last week of April, with results available mid-May.
The staff report also outlines additional work plan updates, including the outcome of the first of three Community Meetings (Attachment B) that will inform development of a revised Cubberley Master Plan by March 2026.
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BACKGROUND
Extensive foundational work has been completed to support advancement of the Cubberley Project, including several actions by the City Council. This work sets the stage for the current phase of the project and provides important context for the recommendations in this report. A summary of these actions and the history of the Cubberley site can be found in Attachment C.
The first two key milestones that support the project’s progress are the first community meeting and development of the first community poll.
First Cubberley Master Plan Community Meeting
The first community meeting for the Cubberley Master Plan Project was held on March 19, 2025, and was attended by over 120 community members and stakeholders. Participants completed two activities in table groups of up to eight people with guided facilitation, focusing on the vision for the community center, programming, and place making. The first meeting goals included a review of the Vision from the City Council session and then using a list from the previous community engagement process, participants were asked to review and confirm desired programming and adjacencies for the future Community Center. Attachment B provides a summary of the results of community input from meeting number one.
The first activity focused on a review of the Council Vision statement and participants were asked to expand the Vision statement with additional values and ideas. These were organized by six Core Intentions developed by Concordia, which are Social, Organizational, Physical, Cultural, Educational, and Economic. Across all of the Intentions community members valued:
Multipurpose, adaptable spaces to accommodate diverse uses over time; Gathering hubs for interconnectivity and communication between diverse social, cultural and generational groups; Accessibility for all ages, cultures and abilities to access holistic wellness resources; Integration of green space and sustainability features in experiential and infrastructural planning; and Affordability for local Palo Altans and for tenants who have a community focus. Overall, participants focused on flexibility, inclusivity, sustainability, and long-term community engagement as high-level themes.
The second activity focused on programming and adjacencies of indoor and outdoor spaces.
Participants reviewed a list of programs from the 2019 Master Plan and discussed, in their table groups, the programs that should or should not be included, and were asked to identify programs missing from the list. From their list, table groups were asked which programs should be indoor or outdoor, which could share space, and where adjacencies should be considered.
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For the second activity, the most selected indoor programs were Theater/Performance Space, Dance Classes, Art Studio, Art Classes, followed by Gym Facility, Flexible Rental Space, and a Café. For outdoor programs, Open Greenspace was the most selected program followed by Playground, Amphitheater, and Pool/Water Area. Comparing to 2019, the most mentioned programs then (indoor and outdoor) were Adult Education, Theater/Performance Space, Greenspace, Makerspace, and Senior/Multigenerational Programs.
ANALYSIS
Themes of Proposed Poll #1
Staff has engaged with Fairbank, Maslin, Metz & Associates (FM3) to design the draft outline for the first round of polling, expected to be conducted the last week of April. Results from this poll will inform milestones throughout the Cubberley workplan and planned engagements on the future of the community center. The draft outline of polling themes (Attachment A) was reviewed by the Cubberley Ad Hoc Committee on March 25, 2025, and April 4, 2025, and incorporates the Committee’s feedback.
The survey seeks voter input on the goals and future of the community center and voter willingness to support a tax or bond measure. The poll will test voter opinion and ranking of future uses of the community center, including providing space for the community to gather, experience joy, and support music, visual and performing arts; program and activity offerings; and supporting community wellness.
Results from this poll are a critical planning tool that will directly inform upcoming community meetings, will serve as the foundation for development of the master plan, and will provide insight into the potential success of a ballot measure. Results from this poll will be available mid-May and will be reviewed by the Ad Hoc Committee before City Council review on June 9th.
Cubberley Workplan Progress
As the various project elements advance it is important to recognize the interdependencies that exist and are necessary to meet the timeline. Each workplan step is intentionally designed to inform the next – input and data received during the previous and current master planning efforts inform the polling themes and questions, while poll results will inform the concept plans for a new community center at the Cubberley site. Given the constrained timeline and resources needed to complete multiple and complex bodies of work, it is important to maintain focus on the critical path to ensure milestones are met.
The milestones listed below are necessary to complete the master plan and draft a potential ordinance by Spring 2026 to reach the November 2026 ballot:
Completed Project Milestones
•Feb 18, 2025 – City Council Visioning Session
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•March 19, 2025 – First Cubberley Master Planning Community Meeting Upcoming Project Milestones
•April 21, 2025 – City Council direction on Poll #1 themes •April 28, 2025 – Poll #1 released to Palo Alto community •June 9, 2025 – City Council review of Poll #1 results (tentative) •June 12, 2025 – Second Cubberley Master Planning Community Meeting •Sept 17, 2025 – Third Cubberley Master Planning Community Meeting •November 2025 – Release Poll #2
•December 2025 – Final Master Plan Presentation
•March 2026 – Adopt Master Plan and CEQA
•April 2026 – Release Poll #3
•August 2026 – Submit Final Ballot Language for November Election •November 2026 – Bond Measure
In addition to these milestones, community outreach and stakeholder engagement continues as outlined in greater detail in the stakeholder section of this report.
Other work currently underway includes beginning California Environmental Quality Act (CEQA) analysis of the master plan, developing future financial and operating models to ensure long- term fiscal sustainability, initiating development of a purchase and sale agreement with PAUSD, and coordinating with the Friends of the Palo Alto Recreation Wellness Center.
FISCAL/RESOURCE IMPACT
FY2025 Operating Budget includes a $1.0 million reserve to support real property acquisition activities and, in alignment with the original intention of the reserve, has been transferred for the Cubberley Master Plan, CEQA environmental review, public opinion research services, and ballot strategy consulting services to CB-26000. To date, the following uses have been identified for FY 2025:
Master Plan Update (Concordia) $631,966
CEQA environmental review $202,322
First round polling (FM3)* $43,988
Strategy consultant (Lew Edwards Group)* $27,000
Municipal financial advisor $20,000
Utilities study $30,000
Outside counsel $25,000
Total Use $980,276
*The remainder of this contract will be supported by the FY 2026 allocation of the real property reserve, subject to the Council annual appropriation of funds through the annual budget process.
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STAKEHOLDER ENGAGEMENT
Community outreach and stakeholder engagement efforts for the project have been extensive and remain a central component of the overall process. At this stage, staff are conducting public polling in parallel with the master planning process to gather valuable input and inform decision-making. The current focus is to encourage robust community participation through master planning meetings and associated polling activities.
Following the adoption of a new master plan, staff will initiate broader community outreach and engagement strategies aimed at generating excitement and awareness about the transformative potential of the future facility and campus. In the interim, staff are actively developing strategies and solutions to keep the community well-informed, engaged, and enthusiastic about the project's progress and long-term vision that will ultimately lead to a ballot measure in November 2026.
In addition to community meetings and updates to the City Council, Project updates and ways to stay involved and informed are shared through:
•Community meetings and in person engagement and Cubberley fellows assisting as ambassadors for this effort and supporting the in-person engagement, •Project website ( www.paloalto.gov/cubberleyproject),
•Online comment card asking for priorities and open field to share vision and service needs,
•City updates via medium.com blog space (February 20 1 and March 272), •Project updates sent via email newsletter to the project distribution list and project updates shared through City channels including Nextdoor and other digital newsletters, •Utility bill inserts, and
•Tabling at key City events.
ENVIRONMENTAL REVIEW
California Environmental Quality Act (CEQA) review is underway for the Cubberley Master Plan Project and will be brought to the City Council at a future date.
ATTACHMENTS
Attachment A: Cubberley Center Voter Survey Framework
Attachment B: Cubberley Project Community Meeting One Summary Attachment C: Cubberley Project Background
1 PaloAltoConnect, February 20, 2025 – 5 Ways to Join the Cubberley Conversation:
https://medium.com/paloaltoconnect/5-ways-to-join-the-cubberley-conversation-398a667a5d15 2 PaloAltoConnect, March 27, 2025 – Themes Heard During the First Cubberley Community Conversation:
https://medium.com/paloaltoconnect/themes-heard-during-the-first-cubberley-community-conversation- 52996c534c65
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APPROVED BY:
Kristen O'Kane, Community Services Director
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Cubberley Center Palo Alto
Voter Survey Framework
April 4, 2025
220‐7517
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Purpose & Factors to Consider
• This poll is the first of three planned.
• The purpose is to evaluate individual
structural elements that could be part
of a ballot measure.
• The second poll will test more fully‐
developed models.
• Each poll will build on the prior poll
and Council direction.
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Survey Outline
• Right direction/wrong track (to compare to Problem Seriousness Items:
prior surveys) • The cost of housing / Lack of available housing • Lack of adequate shelter and services for people who
are homeless / Litter and nuisances from homeless
encampments
• Too much housing growth and development / To o
much job growth
• Job rating for the City (to compare to prior
surveys)
• Problem seriousness (comparing some
• Climate changeitems to prior surveys) • The risk of natural disaster, such as earthquake, flooding, heat waves or wildfire smoke / The risk of
wildfire or megafires• Familiarity with the Cubberley Community Center • Waste and inefficiency in local government
The amount you pay in local taxes• Satisfaction with the Cubberley Center (split • • The condition of the local economy
• The amount people pay in city taxes
• A lack of activities for senior wellness
• A lack of activities or dedicated spaces for children / A lack of activities or dedicated spaces for teens and
young adults
sample: condition vs. services)
• Perceived need for additional funding for a
community center and services
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Survey Outline, Continued
• Introduction to the Cubberley Center Goals for the Center:
• Serving seniors
• Serving children and their families / Serving teens and young adults
proposal bond or tax measure
• Size, location and age
• Brief history • Flexibility as the community and its needs shift • Supporting community wellness• Current use of the site • Benefit to PAUSD from sale
• Supporting music and the visual and performing arts / Providing places to enjoy music and the visual and
performing arts
• Efficient use of taxpayer dollars
• Pedestrian and cyclist safety
• High‐level description of bond or tax measure
uses and mission of the new center
• Open‐ended question asking for reasons • Environmental sustainability • Reflecting community pride / Providing a place for
community members to hang out, connect and learn
• Balancing buildings with green space
• Providing a central hub for the community / Providing opportunities for community members to gather and
experience joy
to support or oppose it
• Rating the importance of goals the city
could have for the Cubberley Center
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Importance of Potential Uses of the Center
• Building a gym
• Providing pickleball courts / Providing tennis courts • Providing a dog park
• Providing a community pool / Providing a warm‐water therapy pool for seniors, children, people with disabilities and those recovering from injury
• Providing places for senior services
• Providing space for hands‐on learning in science, technology and the arts
• Improving accessibility for people with disabilities
• Upgrading buildings to meet current earthquake safety standards
• Preserving trees and green space
• Providing parking
• Providing adult education classes / Providing a community kitchen
• Providing space for spontaneous social connections /
Providing space for gathering and community building
• Providing space to experience art, performing arts, or visual arts
• Providing day care services / Providing early childhood education
• Providing safe spaces for children and teens after
school and in the summer / Providing after‐school and
summer programs for local children and teens
• Repairing and upgrading outdated electrical wiring
• Repairing and upgrading outdated plumbing
• Repairing and upgrading the community theater
• Providing affordable artists’ studios, so that artists can continue to work in the Bay Area / Providing affordable dance studios, so that artists can continue to work in
the Bay Area
• Providing English as a second language classes /
Providing language classes
• Providing an emergency evacuation center or
“resilience hub” that can be used in case of natural
disaster / Providing a cooling and respite center for
very hot, cold or smoky days
• Role of nonprofit organizations at the center
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Informational Statements and Final Questions
• Reasons to support the tax or bond measure (some Informational Themes:asked of half‐samples) listed to the right • Affordable things to do • Seniors programs and activities
• Childcare and early childhood education
Hands‐on skills
• Re‐ask conceptual support for a tax or bond
• Willingness to support tax or bond measures at •
• Cheaper in the long run to make upgrades now
• Needed repairs
• ADA, technology and seismic standards
• Swimming skills
• Accountability
• Emergency shelter and resilience hub
• After‐school programs
• Joy and self‐expression
• Countering the epidemic of loneliness
• Benefits for PAUSD
various total amounts
• Willingness to pay per household for corresponding
tax or bonds
• Brief opposition message and re‐ask conceptual
support for the tax or bond
• Key demographics: participation in Cubberley
planning, kids at home, education, race/ethnicity,
income, and ideology
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Questions & Discussion
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Dave Metz
[email protected]
Miranda Everitt
[email protected]
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March 19, 2025 | Palo Alto, CA
Meeting 1 Summary
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Project Community
Meeting One Summary
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Overview
Over
120 community members
attended the kick off meeting for
the Cubberley Project!
The City of Palo Alto hosted the Cubberley Project meeting at the Cubberley Pavilion on March 19, 2025 from 6 - 8pm. Over 120 community members actively participated in the first of three Cubberley Co-Design meetings to inform the project’s Vision and Core Intentions, and to influence programming and greenspace opportunities.
The meeting started with introductions from the Community Services Department and the consultant team, Concordia. Following introductions, the design team presented an overview of Concordia’s mission and design process including Co-Design principles and Nexus thinking, a framework for looking holistically at the needs of community life including categories for Social, Cultural, Economic, Organizational, Educational, and Physical needs. The presentation addressed the previous Cubberley Master Plan from 2019 which serves as a foundation for this process. Then, the team elaborated on the updates on the current process, including the project site area.
Following the presentation, community members participated in two interactive activities. To participate, community members sat at round tables with guided facilitation. Facilitators included “Community Fellows” (local volunteer community ambassadors), City of Palo Alto staff, and Concordia staff.
The first activity focused on reviewing the City
Council’s Vision Session results and validating
the Statement and Core Intentions in alignment
with community members’ vision for the project.
The second activity delved into listing the priority
programmatic elements that Palo Altans need,
then discussing beneficial adjacencies, shared
spaces, and relationships to greenspace for these
programs.
This document summarizes the information gathered at the meeting. Full verbatim comments are available for download as a separate file on the project website at www.PaloAlto.gov/ CubberleyProject
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Activity 1: Vision & Core Intentions
In February, the Council adopted a Vision Statement and six Core Intentions, building off past work including the 2019 Cubberley Plan.
The Vision Statement presented to the community read:
City Council Vision Session
Example Activity Sheet
The Core Intentions, or guiding goals, that resulted
from that Statement were put into Nexus domains
to help ensure a holistic view. They were:
Social
Offer wellness opportunities
OrganizationalOrganizational
Encourage exploration and connection
Physical
Build a flexible resilience hub
Cultural
Support arts, culture, and collaboration
Educational
Provide an always-learning environment
EconomicEconomic
Balance realistic expectations with accessibility
With that as a baseline, each table reviewed and
validated the Vision Statement and the Core
Intentions in alignment with community values and
priorities.
Residents proposed over 330 separate ideas
to expand upon the Vision Statement and Core
Intentions arranged by the 6 Nexus Categories.
However, several themes emerged as key priorities
in multiple categories.
The future community center should be:
“A vibrant and beloved destination with activities,
amenities, and offerings that promote learning,
joy, and wellbeing where all cultures and
generations belong.”
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Activity 1 Results
The graph below accounts for the numbers of ideas placed within each Core Intention. The Physical domain (Build a flexible resilience hub) had the most ideas.
Across all of the intentions community members valued: multipurpose, adaptable spaces to accommodate diverse uses over time; gathering hubs for interconnectivity and communication between diverse social, cultural and generational groups; accessibility for all ages, cultures and abilities to access holistic wellness resources; integration of green space and sustainability features in experiential and infrastructural planning; and affordability for local palo altans and for tenants who have a community focus.
Below are more detailed summaries of the data organized according to Nexus category.
Physical
84 Physical comments included the following themes: design multi-purpose, adaptable spaces; meet demand for recreation and wellness programs; clarify sustainability and resilience goals; improve accessibility, parking and infrastructure; provide a hub for community and social connectivity.
Social
There were 59 comments in the Social category.
Emerging themes included preserve and
enhance arts & culture spaces; prioritize
community-centered development; provide
gathering spaces especially around sharing
food; strengthen communication and
interconnectivity; and honor local identity
while blending with new ideas.
Cultural
57 Cultural comments addressed the following
themes: support holistic physical, mental
and social wellness; foster intergenerational,
inclusive spaces; support programming for all
abilities and ages; integrate greenspace and
sustainability; provide hubs for gathering like
cafes and other unstructured spaces.
0 10 20 30 40 50 60 70 80 90
Vision Statement
Organizational
Educational
Economic
Cultural
Soci al
Physi cal
Physical
Social
Cultural
Economic
Educational
Organizational
Vision Statement
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EconomicEconomic
There were 50 comments in the Economic category. Emerging themes in this category included: ensure affordability and accessibility to community members as well as tenants who serve community needs; design for functionality and needs rather than flashy aesthetics; prioritize sustainability and long-term planning including considering renovation of existing structures and flexibility of new spaces; design for diverse and inclusive spaces including accessibility for special needs and aging populations; find community balance in shared resources between existing nearby facilities.
Educational
41 comments pertained to Educational values. Emerging themes included: provide learning opportunities across age groups; foster the existing and diverse art and culture organizations; create inclusive and inviting spaces for social interaction and cultural exchange; provide programs for wellness (physical, social, emotional and cultural); support family and early childhood programs.
OrganizationalOrganizational
From the 40 organizational comments, the following themes emerged: encourage community interconnectivity; design for long-term adaptability and flexibility; improve accessibility and multi- modal transportation; support arts and culture through recreation; maintain affordability for Palo Altans and for tenants who provide community services.
Overall, participants focused on flexibility, inclusivity, sustainability, and long-term community engagement. These results will be used to develop updated Core Intentions to be presented at the next community meeting. For full results, please refer to the appendix. 55 Item 11
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Activity 2: Programs & Adjacencies
For the second activity, participants reviewed a list
of programs that had been included in the previous
2019 Master Plan and also included in preliminary
discussions from the 2025 Kickoff Meetings. Each table
then discussed which programs should or should not
be included in the future Community Center, and which
ones were missing. They made a list on the side of the
activity sheet about which programs they did and did not want to include.
From their list of prioritized programs, they then
indicated which programs should be indoor or outdoor,
which could share a space, and which should be
adjacent/separated. If more than one program could
share a building, those programs were written on the
same indoor square. The same directions were given for
the outdoor squares.
Lastly, they arranged the indoor and outdoor program
squares spatially on an activity sheet grid to start to define relationships and adjacencies between indoor and greenspace.
Of the 635 suggestions, there were 472 indicating
indoor programming and 163 indicating outdoor
spaces. There were 124 unique programs suggested
across both indoor and outdoor spaces. Every program
that was listed from the previous Master Plan was
selected at least once. However, some programs were
specifically mentioned to not be included. The most
common programs that people do not want to see were
Dog Park (3 negative mentions), Upholstery Class (3
negative mentions), Skate Park (2 negative mentions),
and Library (2 negative mentions). Both Dog Park and
Upholstery Class received more negative mentions than
positive selections, while Skate Park and Library still had an overall positive count when all the mentions were
accounted for.
Indoor programs Outdoor programs
General Indoor Notes General Outdoor Notes
General Indoor Notes General Outdoor Notes
Priority
Program List
Priority
Program List
Amphitheater
Dance class
Martial Arts
Gymnastics
Activity 2 Results
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Outdoor Programs
38 unique outdoor programs were selected by participants at the meeting. The most commonly selected program was Open Greenspace. This was followed by Playground and Amphitheater. Below is a graph of the programs that received more than six selections across all tables at the meeting. The full graph is located in the appendix.
2025 Most Mentioned Programs
Theater/Performance Space
Dance Class
Open Greenspace
Art Studio
Art Class
2019 Most Mentioned Programs
Adult Education
Theater/Performance Space
Greenspace
Makerspace
Senior/Multigenerational Programs
Indoor Programs
86 unique indoor programs were selected by participants at the meeting. The most commonly selected program was Theater/Performance space. This was followed by Dance Classes. Rounding out the top three were Art Studio space and Art Classes. Below is a graph of the programs that received more than ten selections across all tables at the meeting. The full graph is located in the appendix.
Theater/Performance Space
Dance Class
Art Studio
Art Class
Gym Facility
Flexible Rental Space
Café
Martial Arts
Makerspace
After School Care
Wellness Center
Informal Lounge Area
Workshop/Woodworking
Rehearsal Space
5 2010 25 3015 35
Open Greenspace
Playground
Amphitheater
Pool/Water Area
Tennis Courts
Outdoor Event Space
Community Garden
Walking/Biking Paths
Plaza/Gathering Area
Pickleball Court
Basketball Court
2 84 10 126 14 16
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Shared Spaces and Adjacencies
On average, tables included close to three (2.9)
programs per indoor square. This implies that
community members see opportunities for
different programs to share building space where
appropriate. Visual arts and craft-based programs
were selected to be in shared spaces often such as
Art Classes, Art Studios, Art Gallery, Makerspace,
and Woodworking. Similarly, performing arts and
movement-based programs like Dance and Martial
arts were also suggested to share space. Another
frequently suggested grouping was Gym, Wellness
Center, Senior Programs, and Fitness & Weight
Room.
For outdoor programs, there was less shared
programming. On average, participants placed a
little more than two programs (2.15) per outdoor
square. This was mainly because the size required
for the outdoor programming was usually more.
Programs like Open Greenspace, Amphitheater, and
Community Garden were often put on their own
square. Many participants combined Basketball,
Tennis, and Pickleball to have a courts area.
However, there was division about whether or not
to have Pickleball and Tennis courts share space or
be completely separate.
Some common adjacency themes emerged across the different tables. Many tables grouped together clumps of similar programs. For instance, performing and movement programs were often placed near each other. Education, Early Childcare, Afterschool Care, and Playground were put adjacent often. Wellness, fitness, and other recreation programs were put near each other but also often put further away from arts programs. Cafe and other food service ideas were commonly put next to Theater/Performance Space, Amphitheater, and Student/Teen Center.
Some spatial themes emerged. Many groups put outdoor programming on one side, indoor on another.
Other layouts featured smaller interconnected outdoor areas facing both towards the interior as well as the exterior of the site. Others put outdoor areas in a central location, similar to a large courtyard. Some layouts featured paths cutting through building massing. All of these shared program ideas and adjacencies will inform the development of three concept plans.
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After Action Review
Next Steps
After the meeting, community members completed an After Action Review which asked the following three questions:
1. Please list 1-3 positive outcomes of this meeting.
2. Do you have any additional concerns, questions, and/or comments?
3. Do you have any suggestions for improvements?
Main Themes for Positive Outcomes
Community members highlighted meeting new people, sharing ideas, and working together. They also valued the opportunity to hear different voices, needs, and priorities. These themes reflected an engaged, idea-driven, and inclusive process which encouraged making new connections among diverse community members.
Main Themes for Concerns
Many concerns centered around ensuring that existing tenants can continue to afford the space after renovations. Other common concerns addressed construction budget, phasing, and decision- making transparency. These themes highlighted affordability, construction phasing for continuity of programs, and prioritizing community needs.
Main Themes for Improvements
Community members emphasized the need for more outreach, advertising, and inclusion of more diverse community voices, especially youth, in the process. Participants also requested more structured time for working sessions and clearer activity instructions. These responses highlighted a strong desire for better communication, a clearer process, and thoughtful space planning.
The data and results from the first community meeting will be used to develop three concept designs for the Cubberley Project. These concept designs, along with the updated Vision Statement and Core Intentions, will be presented at the next community meeting.
The next meeting will be on June 12, 2025 from 6 - 8pm at the Pavilion at Cubberley Community Center. For more information go to: www.PaloAlto.gov/CubberleyProject 99 Item 11
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The Cubberley Site
The 35-acre Cubberley site, located at 4000 Middlefield Road in Palo Alto, operated as Cubberley High School from 1956 to 1979. Beginning in the late 1980’s, the City began leasing portions of the facilities from the Palo Alto Unified School District (PAUSD) at the site. Today, the City operates the areas of Cubberley it controls as a community center, using some of the space for classes and activities in arts, culture, athletics, and sub-leasing additional space at City-subsidized rates to various non-profit and community serving groups. The current lease agreement expires December 31, 20291.
Today, the City owns eight acres of the 35-acre site. PAUSD owns the remaining 27 acres, most of which are leased to the City. There are currently 23 tenants and 24 artists leasing space at Cubberley from the City and dozens of groups renting the theater, pavilion, classrooms, and athletic fields from the City. Combined, these groups provide the community with programs that support health and wellness, childcare, education, and visual and performing arts. PAUSD uses its retained space for educational purposes and staff offices and has leases with some third-party tenants. The parking lot in the southeast corner of the property houses portable trailers as a temporary site for Hoover Elementary School during construction at the school’s site. A current site map can be found on the City’s website2.
Several master planning efforts have been completed over the years to reimagine and improve the Cubberley site, with the most recent being completed in 20193.
Memorandum of Understanding with PAUSD
In October 20244, both the City Council and Palo Alto Unified School District (PAUSD or District) Board of Education approved a Memorandum of Understanding (MOU) related to the future of the Cubberley site. The MOU outlines key terms and conditions for the purchase and future planning of Cubberley. The land purchase, which would transfer ownership of seven acres from PAUSD to the City, is contingent on voter approval of a bond measure in November 2026. This condensed timeframe requires development of a master plan for the site by March 2026, conduct stakeholder and community engagement and outreach, polling, financial analysis, CEQA analysis, and other critical tasks. The addition of the seven acres, plus the eight acres already owned by the City of Palo Alto provides an opportunity to develop a new community 1 City Council, December 2, 2024: https://portal.laserfiche.com/Portal/DocView.aspx?id=112707&repo=r- 704298fc&searchid=c3e3ed6f-6cda-4dd3-ba35-5d8d4be5579e
2 https://www.cityofpaloalto.org/files/assets/public/v/1/city-manager/communications-office/cubberley- community-center_mappdf.pdf
3 Cubberley Concept Plan 2019: https://www.pausd.org/about-us/committees-task-forces/archived- committees/cubberley-master-plan
4 City Council, October 7, 2024; Agenda Item AA1; SR #2409-3500, https://portal.laserfiche.com/Portal/DocView.aspx?id=98415&repo=r-704298fc&searchid=e199f724-22ab- 472b8ad8-ca162c4dcf8a
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center and other improvements on a combined 15 acres at the Cubberley site to provide a range of City programs, including health, wellness, and recreational opportunities for residents.
Master Plan Update and Pursuit of a Local Ballot Measure To advance the master planning effort the City Council took several actions on December 2, 20245 related to the future of the Cubberley site. These actions included approval of a contract with Concordia, LLC, and associated budget actions for development of a revised Master Plan for the Cubberley Community Center site, building on the previous master plan completed in 2019 by Concordia and guided by significant community input. Additionally, the Council approved a Letter of Intent with the Friends of the Palo Alto Recreation Wellness Center for the purpose of fundraising for a recreation wellness center (gymnasium) at the Cubberley site, and a workplan for pursuit of a November 2026 local ballot measure to fund the purchase of land and development of a new community center at the Cubberley site.
Subsequent Council actions included approving a five-year lease with PAUSD6 to continue the current use of the property, including playing fields, approval of a professional services agreement with Rincon for CEQA analysis7, and approval of professional service agreements with Lew Edwards Group and Fairbank, Maslin, Metz & Associates8 for ballot measure strategy advisement and community polling.
Cubberley Ad Hoc Committee
The Council established the Cubberley Ad Hoc Committee (as a non-Brown Act body) to review and advise staff on efforts related to polling and development of a ballot measure that will successfully receive voter support in 2026. Efforts include polling, financial and revenue modeling for the community center, master planning, and community outreach to complete the Master Plan and place a measure on the November 2026 ballot.
The City Council will serve as the governing body for policy direction at key decision points. This includes direction to conduct polling, review of concept designs, direction on operating and financial models, and decisions on what should be placed on the November 2026 ballot.
5 City Council, December 2, 2024; Agenda Item 18; SR #2410-3634, https://portal.laserfiche.com/Portal/DocView.aspx?id=112713&repo=r-704298fc 6 City Council, December 2, 2024; Agenda Item 12; SR #2410-3651, https://portal.laserfiche.com/Portal/DocView.aspx?id=112707&repo=r-704298fc 7 City Council, December 16, 2024; Agenda Item 12; SR #2411-3813, https://portal.laserfiche.com/Portal/DocView.aspx?id=117742&repo=r-704298fc&searchid=96e9506b-f1bd-485e- a4cb-fc804b5893d1
8 City Council, February 24, 2025; Agenda Item 4; SR #2501-4039, https://portal.laserfiche.com/Portal/DocView.aspx?id=143364&repo=r-704298fc&searchid=fef509a6-4d34-4060- bc7a-6ab87db7a0ae
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City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: Community Services
Meeting Date: April 21, 2025
Report #:2503-4446
TITLE
Approval of Professional Service Contract Number C25192988 with Lloyd Consulting Group, LLC., in the Amount Not to Exceed $160,825 to Conduct a Comprehensive Turf Study for a Period of Six Months; CEQA Status – exempt under CEQA regulations 15262 and 15306.
RECOMMENDATION
Staff recommends that City Council Approve and authorize the City Manager or their designee to execute Contract No. C25192988 (Attachment A), with Lloyd Consulting Group, LLC, to provide a comprehensive turf study that compares synthetic and natural turf athletic fields, for a period of six months and a total amount not-to-exceed $160,825.
EXECUTIVE SUMMARY
Pursuant to City Council direction through the FY 2024-25 budget, staff recommends conducting a comprehensive study to evaluate synthetic and natural turf athletic fields, with a focus on environmental, health, cost, and usability factors. This effort follows an initial funding request submitted to the City Council for approval on January 21, 2025. However, the item was pulled from the consent calendar to be heard and considered at a future meeting. Since the original proposal, staff have reassessed the scope of work, streamlining the study to improve efficiency and reduce costs, and reassigned some of the work to staff. As a result, the estimated cost has been lowered from $232,985 to a not-to-exceed amount of $160,825.
The study request was initiated during the FY 2025 budget process to guide future decisions on field replacements, including pending turf replacement at El Camino Park. Replacement of synthetic turf at the Stanford-Palo Alto fields (PG-26000) will proceed prior to study completion. The recommended study will combine consultant and staff expertise by incorporating insights into local user demand, expectations for City facilities, environmental impacts, and comprehensive data analysis. Lloyd Sports and Engineering, LLC has been selected to conduct the study at a cost not exceeding $160,825. The study's findings will provide the City Council with data-driven recommendations for future field selection and replacement.
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BACKGROUND
The City of Palo Alto’s Community Services Department manages natural and synthetic athletic fields citywide, including El Camino Park, Stanford-Palo Alto Playing Fields (Mayfield), and Cubberley Community Center. The synthetic fields at El Camino and Mayfield are at or near the end of their lifespan and require replacement.
A Capital Improvement Project (PG-24000) to replace El Camino Park’s synthetic turf was included in the FY 2024 Adopted Capital Budget. However, at the Finance Committee’s May 21, 20241 recommendation, the City Council directed that additional study be conducted to make informed decisions on future field selection. A study on the environmental, health, safety, and cost impacts of synthetic vs. natural turf was incorporated into the FY 2025 Budget2.
Additionally, the replacement of El Camino Park’s synthetic turf was placed on hold pending the study’s findings. Replacement of the Stanford-Palo Alto fields (PG-26000) will proceed in FY 2025. This phased approach helps maintain field availability while the study progresses.
This item was original placed on the consent calendar for the January 21, 20253 City Council Special Meeting, but was pulled for further consideration. It has been added to this agenda as an action item to allow for discussion in the decision-making process.
ANALYSIS
The City of Palo Alto has recognized the need for a comprehensive study to evaluate synthetic and natural turf fields, focusing on usability, health implications, environmental effects, maintenance costs, and community preferences. The goal is to provide the City Council with the necessary data needed to make informed decisions about future field installations and renovations.
Since the original staff report on January 21, 2025, Santa Clara County released a Public Health report on January 28, 20254. City staff have since engaged with the County’s team and adjusted the scope of work to avoid duplicative research by incorporating the County’s findings on environmental and health impacts. Additionally, the community engagement and maintenance components have been removed from the consultant’s scope, as staff will now conduct this work in-house. There was also scope reduction for task item four for ongoing project 1 Finance Committee, May 21, 2024; Agenda Item #1; SR# 2402-2664, https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=543c404f-2b05-4cbb-b9df-75ffb768545d 2 City Council, June 17, 2024; Agenda Item #28; SR# 2406-3140, https://portal.laserfiche.com/Portal/DocView.aspx?id=73983&repo=r-704298fc&searchid=004d1d0a-4344-4816- ab2d-c044073c40cb
3 City Council, January 21, 2025, Agenda Item #7, SR# 2411; https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=15920 4 Santa Clara County Board of Supervisors, January 28, 2025, Agenda Item #13, SR# 122722; https://sccgov.iqm2.com/Citizens/Detail_Meeting.aspx?ID=16789 Item 12
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management and communication reducing that cost from $35,030 to $25,000. This will account for any additional input or request items as part of the feedback process.
Turf application in playground settings has recently been raised and this will be evaluated as an extension of the turf study. However, a more in-depth comparison of turf against other accessible, fall-safe materials would be outside the scope of the contract.
The study will still assess long-term sustainability, field usage, and the economic implications of both turf options, including lifecycle costs and alignment with Palo Alto’s sustainability and climate action goals. While the consultant will conduct specialized analysis, Parks staff will manage key components, including maintenance and operational cost evaluations, and community outreach.
The revised primary scope of work is structured into three key phases:
1. Project Kick-off
2. Analysis and Reporting
3. Ongoing Project Management and Communication
The Consultant will be responsible for reviewing currently available synthetic turf products and assessing their characteristics in comparison to natural turf on a variety of metrics. To the extent products that are new to the market indicate improved characteristics over products that have been widely used, such differences will be noted. The comprehensive report will cover:
•Current Conditions
•Playability
•Maintenance Costs
•Health Hazards
•Cost of Conversion
•Environmental Impact
•Community and User Feedback
•Data Collection & Analysis
By reducing the project scope, the City will ensure a comprehensive analysis while maximizing efficiency and cost-effectiveness. The final report, expected by August 2025, will provide the City Council with valuable insights to align field management decisions with sustainability goals, fiscal responsibility, and public health priorities.
Procurement Process
A Request for Proposal (RFP) for the project was posted on OpenGov, the City’s e-procurement platform, 3,341 vendors were notified. The solicitation period was posted for 21 days, and 3 proposals were received. The solicitation closed on November 6, 2024.
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The City received three proposals by the submission deadline of November 6, 2024, from Lloyd Sports and Engineering, LLC; Sports Facilities Management, LLC; and Verde Design, Inc. All proposers met the City’s specifications. Lloyd Sports and Engineering, LLC emerged as the highest-scoring bidder, demonstrating a comprehensive understanding of the project’s scope and objectives. Their proposal offered a well-defined and feasible solution, highlighting extensive relevant experience, a proven track record of timely performance on similar projects, and a clear commitment to quality and deliverables. Lloyd Sports and Engineering, LLC does not manufacture or sell turf products. They are a civil/sports engineering and landscape architecture firm, that plans, designs, and constructs both natural grass and synthetic turf facilities. While the proposal price was one component of the evaluation scoring, it was not the determining factor, as this RFP prioritized the overall quality, experience, and ability to successfully meet the project’s objectives.
Table 1: Summary of Request for Proposal
Proposal Description RFP 192988 Comparative Analysis of Synthetic and Natural Turf Athletic Fields
Proposed Length of Project January – June, 2025
Number of Vendors Notified 3341
Number of Proposals Packages Downloaded 21
Total Days to Respond to Proposal 21
Pre-Proposal Meeting No
Pre-Proposal Meeting Date n/a
Number of Proposals Received 3
Proposal Price Range $91,925-$232,985
Public Link to Solicitation Project overview (opengov.com) Turf Replacement Project at Stanford-Palo Alto Playing Fields During the May 21, 2024 Finance Committee meeting, staff was asked to clarify the plan for moving forward with the turf study. Staff stated that although the El Camino Playing Fields turf replacement project would be deferred, the synthetic turf at Stanford-Palo Alto Playing Fields (locally referred to as Mayfield) needs replacement soon to remain open and recommended that the project move forward concurrent with the turf study5. Staff plans on bringing a contract to the City Council in May or June 2025 for the materials and construction of new turf and infill at Mayfield. Staff has spent considerable time researching products, conducting site 5 Finance Committee, May 21, 2024; Agenda Item #1; Summary Minutes, https://www.cityofpaloalto.org/files/assets/public/v/1/community-services/staff-report-contracts/may- 21-2024-finance-committee-summary-minutes.pdf
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visits, and speaking with other nearby cities to identify the best product available for this site to minimize environmental and health risks, while providing a high-quality play experience for field users.
FISCAL/RESOURCE IMPACT
Staff will be working collaboratively to conduct a comprehensive turf study that compares synthetic and natural turf as directed by the City Council to be funded by the El Camino Park Turf Replacement Project PG-24000, which was paused in FY 2024. This project has reappropriated funding of approximately $800,000 in FY 2025, which is a sufficient balance for the contract not to-exceed amount of $160,825. The results of this study are anticipated to include potential resource impacts and staff will bring this forward for the City Council’s consideration in future budget processes.
STAKEHOLDER ENGAGEMENT
Staff will conduct outreach and engagement with community field users and other stakeholders, incorporating their input into the report.
ENVIRONMENTAL REVIEW
Council action on this item is exempt from CEQA review under sections 15262 and 15306 of the CEQA Guidelines because the comprehensive study focuses on data collection, research, and resource evaluation activities that do not cause significant environmental disturbance or commit the City to any specific project or action.
ATTACHMENTS
Attachment A: Contract with Lloyd Consulting Group, LLC. C25192988 APPROVED BY:
Kristen O'Kane, Community Services Director
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City Council
Staff Report
From: City Manager
Report Type: INFORMATION ITEM
Lead Department: Utilities
Meeting Date: April 21, 2025
Report #:2503-4359
TITLE
Communication from Utilities Advisory Commission to City Council Regarding SFPUC Water Supply Planning
RECOMMENDATION
No action is requested. The Utilities Advisory Commission (UAC) requests the City Council assist in seeking answers to the questions below from Bay Area Water Supply and Conservation (BAWSCA) and/or San Francisco Public Utilities Commission (SFPUC)
BACKGROUND
The Utilities Advisory Commission expressed interest in the Bay Area Water Supply and Conservation Agency (BAWSCA) and the San Francisco Public Utilities Commission (SFPUC), how these organizations operate, and the relationship with the City of Palo Alto and our water utility. The SFPUC is the City’s sole supplier of potable water, and BAWSCA represents the 26 wholesale customers, including Palo Alto. To support the interest of the Commission, both agencies presented to the Utilities Advisory Commission (UAC) and addressed their questions in an open style forum at the December 2024 commission meeting. The UAC wishes further engagement from these bodies and as an advisory commission to the City Council, seeks assistance from the City Council in this engagement.
ANALYSIS
The UAC expressed interest in receiving more details from the SFPUC on their water supply planning activities. At its March 5, 2025 meeting, a commissioner brought forward a draft letter requesting information from SFPUC via the City’s representation on BAWSCA. The UAC voted unanimously to transmit four questions they are seeking City Council support in advocating responses to. Specifically, the UAC articulated the necessity of responses to the following questions to effectively fulfill their advisory role to the City Council providing prudent feedback on issues related to water supply. Understanding that the City, as a member of the 26 whole Item 13
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sale customers represented by BAWSCA, the UAC is seeking the City Council support in use of all its efforts with BAWSCA and ultimately SFPUC.
1. What is the return period of the design drought and the calculations behind it? Please provide a sensitivity analysis evaluating the impacts of a less severe design drought on the return period, the deficit, and associated financial impacts (costs)?
2. What is the impact of lower demand projections (including the Finance Bureau assumptions and current usage informed by the BAWSCA 2022 projection study high and low scenarios) on the revenue requirements and associated cost/acre foot to retail customers.
3. How would the combination of less conservative design droughts and lower demand projections influence the probability of requiring a 50% reduction and the need for SFPUC to pursue alternative water supplies?
4. Using current demand and the three droughts presented in the Long-Term Vulnerability Assessment, what would the storage levels have been if the Bay Delta Plan were implemented?
RESOURCE IMPACT
There is no additional financial impact. Future enhanced advocacy efforts would require prioritization of resources to support.
ATTACHMENTS
None
APPROVED BY:
Kiely Nose, Interim Utilities Director
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6 3
2 2
City Council
Staff Report
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: April 21, 2025
Report #:2501-4012
TITLE
City of Palo Alto Monthly Investment Activity Report for March 2025 (Unaudited)
ATTACHMENTS
Attachment A: March 2025 Monthly Investment Activity Report APPROVED BY:
Lauren Lai, Administrative Services Director
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CITY OF PALO ALTO
MONTHLY INVESTMENT ACTIVITY REPORT
March 2025 (Unaudited)
TO: Honorable City Council
Report Posted at the City’s Website: www.cityofpaloalto.org/investmentreporting Above Link on Council Agenda of April 21, 2025
______________________________________________________________________
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: 9D8FE58E-F6E2-4870-87EF-88FAF7830AA2 4/6/2025
4/7/2025
4/7/2025
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Attachment A - March
2025 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
March 1, 2025 - March 31, 2025
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: U.S. Bank
Negotiable Certificates of Deposits
Poppy Bank2285 NCD 0.001.100 03/18/2025 249,000.0073319FAF6 Crescent Bank & Trust2296 NCD 0.001.100 03/20/2025 248,000.00225645DN7 San Francisco Credit Union2297 NCD 0.001.100 03/27/2025 249,000.0079772FAF3 Aneca Federal Credit Union2298 NCD 0.001.100 03/20/2025 249,000.00034577AN6 Central State Bank IOWA2324 NCD 0.001.000 03/27/2025 249,000.0015523RCP9 USAlliance Federal Credit Unio2325 NCD 0.001.150 05/05/2020 249,000.0090352RAU9 Wells Fargo Bank2843 NCD 0.005.250 03/17/2025 249,000.00949764AF1 Morgan Stanley Bank NA2849 NCD 0.005.250 03/24/2025 249,000.0061768EQV8 Pacific Alliance Bank2852 NCD 0.005.150 03/27/2025 249,000.00693963AE0 U.S. Bank2998 NCD 0.005.250 03/06/2025 249,000.0090355UCX1 Farmer State Bank3008 NCD 0.005.100 03/15/2025 249,000.0031034RKY0 Citizens National Bank3091 NCD 250,000.004.550 03/13/2025 0.0018977NAE0 First Southwest Bank3092 NCD 250,000.004.550 03/13/2025 0.0033647BAG0 Central Bank3093 NCD 225,000.004.550 03/13/2025 0.00152577CT7 Bippus State Bank3094 NCD 250,000.004.550 03/13/2025 0.0009070LAY5 CFG Bank3106 NCD 250,000.004.600 03/31/2025 0.0012527CKK7 Truist Bank3107 NCD 250,000.004.450 03/28/2025 0.00897926BE0 2,738,000.0032,074,000.00 30,811,000.00Subtotal and Balance 1,475,000.00 Corporate Medium Term Bonds
Apple, Inc.3090 MTN 1,000,000.001.200 03/13/2025 0.00037833EC0 Microsoft Corporation3104 MTN 1,900,000.003.300 03/27/2025 0.00594918BY9
0.0033,400,000.00 36,300,000.00Subtotal and Balance 2,900,000.00 Federal Agency Bonds
Federal Farm Credit Bank .3097 Call 1,500,000.005.250 03/13/2025 0.003133ER5R8 Federal Farm Credit Bank .3099 1,620,000.004.125 03/20/2025 0.003133EN7L8 Federal Farm Credit Bank .3105 1,500,000.004.000 03/27/2025 0.003133EPGG4 Federal Home Loan Bank3111 Call 1,500,000.005.600 03/27/2025 0.003130B44G3 Federal Farm Credit Bank .3113 Call 1,985,000.004.900 03/27/2025 0.003133ETAF4
0.00192,044,000.00 200,149,000.00Subtotal and Balance 8,105,000.00 Portfolio CPA
AP
Run Date: 04/06/2025 - 21:05 DA (PRF_DA) 7.3.11
Report Ver. 7.3.11
Attachment A
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Investment Activity Report
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Current
Rate
Transaction
Date Balance
Beginning
Balance
Ending
Par Value
Percent
of Portfolio
Par Value
March 1, 2025 - March 31, 2025
Activity Report
City of Palo Alto
CUSIP Investment # Issuer
Purchases or
Deposits
Redemptions or
Withdrawals
Safekeeper: U.S. Bank
Treasury Securities (Notes)
4,500,000.00 4,500,000.00Subtotal and Balance
Municipal Bonds
San Jose Evergreen Cmnty Colll3095 MUN 315,000.002.840 03/13/2025 0.00798189QG4 Santa Monica Cmnty College Dis3098 MUN 1,500,000.003.942 03/20/2025 0.00802385RJ5 CA ST Dept of WTR Resources3100 MUN 310,000.002.082 03/20/2025 0.0013067WTC6 Sequoia Union High School Dist3102 MUN 1,125,000.002.463 03/21/2025 0.00817409P33 Santa Monica Cmnty College Dis3103 MUN 1,500,000.003.942 03/27/2025 0.00802385RJ5 State of Hawaii3109 MUN 715,000.002.422 03/27/2025 0.00419792B96 Desert Community Clg Dist3112 MUN 775,000.002.308 03/27/2025 0.00250375LW0 Santa Monica-Malibu USD3114 MUN 750,000.001.914 03/27/2025 0.00802498ZH1
0.00236,503,741.43 243,493,741.43Subtotal and Balance 6,990,000.00 Supranationals (World Bank) Bonds
Intl Bk Recon & Development2673 IBRD 0.002.050 03/17/2025 1,000,000.0045906M2Z3 Intl Bk Recon & Development3003 IBRD 0.005.500 03/05/2025 1,500,000.0045906M5A5 Intl Bk Recon & Development3071 IBRD 0.005.500 03/05/2025 1,500,000.0045906M5A5 Intl Bk Recon & Development3089 IBRD 1,500,000.003.500 03/13/2025 0.00459058KT9 Intl Bk Recon & Development3096 IBRD 1,421,000.003.875 03/13/2025 0.00459058KQ5 Intl Bk Recon & Development3101 IBRD 1,500,000.004.125 03/20/2025 0.00459058LR2 Intl Bk Recon & Development3110 IBRD 1,500,000.003.875 03/27/2025 0.00459058LN1 4,000,000.0060,250,000.00 62,171,000.00Subtotal and Balance 5,921,000.00 25,391,000.00 6,738,000.00558,771,741.43 577,424,741.4387.945%Safekeeper Subtotal Safekeeper: Not applicable - Cash/Managed Pool Accounts LAIF & Fidelity Cash Accounts
Fidelity Investments158 15,968,136.264.200 13,015,000.00SYS158 Local Agency Investment Fund159 5,600,000.004.310 12,700,000.00SYS159 25,715,000.0083,296,542.58 79,149,678.84Subtotal and Balance 21,568,136.26 21,568,136.26 25,715,000.0083,296,542.58 79,149,678.8412.055%Safekeeper Subtotal 642,068,284.01 656,574,420.27Total 32,453,000.0046,959,136.26100.000% Portfolio CPA
AP
Run Date: 04/06/2025 - 21:05 DA (PRF_DA) 7.3.11
Report Ver. 7.3.11
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Investment Activity Report
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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Transportation
Meeting Date: April 21, 2025
Report #:2407-3271
TITLE
Informational Report: Safe Routes to School Annual Report for the Period of July 1, 2022 through June 30, 2025; CEQA Status – Not a Project.
RECOMMENDATION
This is an informational report, and no action is required.
EXECUTIVE SUMMARY
This informational report provides a three-year summary of Safe Routes to School (SRTS) program accomplishments and an analysis of 2016-2024 school commute travel mode share trends that are used to inform future SRTS program goals and objectives.
BACKGROUND
The 2022-25 review period covered in this informational report recognizes the thirty-year anniversary of the Palo Alto School District (PAUSD), Parent Teacher Association (PTA), and City of Palo Alto-supported Safe Routes to School (SRTS) Partnership1. Key thirty-year Partnership achievements include in-school K-3, 5 and 6 grade bicycle and pedestrian safety education, a local commitment to prioritizing school commute route safety and accessibility, and success in growing and sustaining nearly four times the national student walk and bike mode share rate.2 The SRTS program has eliminated roughly 3,824,000 yearly car trips from local roadways, 1 Timing differences between the City’s fiscal year, the school calendar year, and the September SRTS annual data collection period present a unique challenge in the development of SRTS Annual Reports. A June 2025 report that correctly aligns with the City’s 2024-25 fiscal year prevents the potential for public comment during the summer holiday season. Alternatively, a complete report for the 2023-2024 fiscal year shared during the 2024 school year may only provide quantitative data through 2023, limiting potential trend analysis. For this reason, quantitative data through September 2024 and narrative data through April 2025 are provided in this Annual Report. If needed, April-June 2025 narrative data will be incorporated into the July 2025 through June 2026 SRTS Annual Report. 2 City School Liaison Committee, April 1, 2025. Agenda Item #4 SR# 2503-4407, https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=17126 Item 15
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reducing risk for families who walk, bike and use transit, and improving roadway access for families who must drive.3 For these reasons, SRTS Partnership work and program strategies are incorporated in four City Comprehensive Plan 2030 Programs and Policies, and are indirectly referenced in another seven, as well play a key role in the 2022 Sustainability and Climate Action Plan (S/CAP) (Attachment A).
ANALYSIS
2022-25 SRTS Partnership Program and Project Analysis
The following summary highlights June 2022-25 SRTS Partnership accomplishments in Education, Engineering, Engagement, Encouragement, Equity and Evaluation, the six pillars of the SRTS program. The 2017-22 SRTS Five-Year Work Plan of yearly strategic and ongoing objectives are shared in Attachment B. Efforts to complete Five-Year Work Plan yearly strategic objectives yielded a mean yearly completion rate of 72 percent, while Five-Year Work Plan ongoing objectives yielded a 100 percent completion rate. Efforts to generate a new SRTS Work Plan were paused due to gaps in volunteer and staffing capacity in 2023 and 2024. The SRTS Partnership aims to relaunch a revised SRTS Work Plan process in Fall 2025, pending staff and volunteer capacity.
•2022-25 Education Program Highlights
▪Hired a Valley Transportation Authority (VTA)-funded SRTS Youth Coordinator to expand middle and high school transportation safety education programming, increase student walk and bike mode-share rates and to accommodate emerging secondary student interest in SRTS-relevant content areas ▪Received approval to develop a bicycle safety education traffic garden at the Ventura Community Center in collaboration with the Public Works and Community Services Departments
▪Consolidated multiple bicycle and pedestrian-safety education service contracts into two contracts with vetted service providers
•2022-25 Engineering Project Highlights
▪Awarded federal funding to construct protected bike lanes along East Meadow Drive and Fabian Way as part of the South Palo Alto Bikeways Project ▪Received unanimous City Council approval for No-Right-On-Red restrictions at nine El Camino Real school commute corridor intersections as part of the Caltrans SR82 El Camino Real Bikeway Project
▪Collaborated with PAUSD partners to approve the application of temporary green bike lanes along the Jane Lathrop Stanford (JLS) Middle School East 3 City School Liaison Committee, April 1, 2025. Agenda Item #4 SR# 2503-4407 https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=17126 Item 15
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Meadow frontage to accommodate on-campus parking lot closures during multi- year school-campus construction
•2022-25 Encouragement Program Highlights
▪Collaborated with PTA Transportation Safety Representatives and community volunteers to bring Bike Palo Alto back as an in-person, family-friendly cycling celebration
▪Provided technical assistance and outreach to facilitate partner requests to update the 2006 SRTS Partnership Consensus Statement and Bylaws ▪Supported the collection of school community feedback on Bicycle and Pedestrian Transportation Plan and of the Safe Streets for All Safety Action Plan •2022-25 Engagement Program Highlights
▪Continued Palo Alto Police Department (PAPD) Adopt-a-School efforts to station publicly requested Community Service Officers and uniformed motorcycle patrol officers around schools during arrival/dismissal times
▪In partnership with PAUSD and PAPD staff, developed and shared electric bicycle safety communications
▪In partnership with PAUSD, stationed permanent crossing guards at Cowper Street and East Meadow Drive, and at Stanford Avenue and Escondido Road •2022-25 Equity Program Highlights
▪Piloted a Bicycle Equity Initiative in collaboration with PAUSD and with local transportation equity-focused organizations, including the Silicon Valley Bike Exchange and Live in Peace Bike Shop, resulting in the repair of more than 500 bikes among five PAUSD secondary schools, and close to 100 percent on-bike and on-scooter participation to support 24 PAUSD Third Grade Bicycle Life Skills Bike Rodeo events
▪Partnered with the Palo Alto PTA, PAUSD and community members to develop a PTA-sponsored Black History Heart and Soul Roll family-cycling event •2022-25 Evaluation Program Highlights
▪Generated a 2024 Third Grade Bicycle Safety Rodeo evaluation feedback approval rating of 100 percent among 82 educators, parents, and community volunteers
▪Enhanced PAUSD Classroom Travel Tally summary data tables and PTA Parked Bike Rack Count secondary graphs to improve clarity and support pre-and post- pandemic mode share comparisons
2022-25 SRTS Quantitative School Commute Analysis
Each September, Classroom travel tallies and yearly parked bike rack counts are administered at all PAUSD schools. Preliminary 2023 analysis shared during the 2021-22 Safe Routes to School Annual Report to City Council forecasted a trend in declining walk and bike student Item 15
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mode share.4 To confirm this analysis, staff supplemented 2022-24 yearly travel tally and parked bike count data findings with a mean summary of 2016-19 pre-pandemic and 2021-24 post-pandemic travel tally and parked bike count percentages. Findings are shared below each table and graph. Additional data considerations are shared in Attachment D.
Table 1 Overview: To calculate Travel Tally data, PAUSD school administrators email all K-12 elementary school homeroom or secondary English educators an online classroom show-of- hands tally form. Educators ask students to identify which travel mode was predominantly taken when arriving at school that morning. 5
PAUSD Classroom Travel Tally Summary Results: The sum of percentage data shared in the Table 1 PAUSD Classroom Travel Tally Summary Difference btw. 2016-19 and 2021-24 Walk/Bike Mean column suggests a combined K-12 post-pandemic walk/bike mode share loss of eight percent, when compared with 2016-19 pre-pandemic walk/bike mode share data. The breakdown by grade level suggests a one percent grade K-5 elementary school loss, a four percent grade 6-8 middle school loss, and a three percent grade 9-12 high school loss.
Although not reflected in the table above, staff conducted a comparative, separate grades 6-12 travel tally analysis for walking and biking to determine whether losses are more closely correlated to biking or walking mode share. A minimal one percent difference between 2016-19 pre-pandemic middle and high school walk percentages suggests losses described in the 4 Study Session: Safe Routes to School Annual Report for 2021-2022. Page 9:
https://www.cityofpaloalto.org/files/assets/public/v/1/transportation/safe-routes-to-schools/annual-reports- information/srts-annual-report-2021-2022.pdf
5 To eliminate the impact of yearly enrollment fluctuations, percentage counts are the primary metric referenced for comparisons in this table. Numeric data is provided for a general reference. Table 1 percentage estimates are generated by dividing the number of respondents for each travel mode with the total number of respondents for grades K-5, 6-8 and 9-12, respectively. Table 1 numeric estimates are generated by multiplying percentage data for each grade with the total school enrollment for each specific year.
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Difference btw. 2016-19 and 2021-24 Walk/Bike Mean column are more closely correlated to losses in biking rather than walking.
Chart 1 and Chart 2 Middle School and High School Parked Bike Rack Count Overview: PTA Transportation Safety Reps conduct one-day counts of parked bikes at each campus to produce the data in the Parked Bike Rack Count charts. This long-term data smooths out yearly outliers and helps identify possible social bias in Table 1. Stacked bars show each school's bike percentage, with a linear trend line showing the combined mean. Data from 2004–13 (left of the red dashed line) is condensed for clarity but shows a 2–3% annual increase. Raw bike counts are listed below each percentage in Charts 1 and 2.
Chart 1: 2003-24 Middle School Parked Bike Rack Counts
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Chart 2: 2003-24 High School Parked Bike Rack Counts
2003-24 Middle and High School Parked Bike Rack Count Summary Results and Trend Analysis: Charts 1 and 2 show a 4 percent drop in parked bike counts at middle and high schools from pre- to post-pandemic (48 percent in 2016–19 vs. 44 percent in 2021–24). Chart 1 indicates a 3 percent decrease in middle school bike rack occupancy, from an average of 50 percent pre-pandemic (2016-19) to 47 percent during 2021-24. Similarly, Chart 2 shows a 5 percent decline in high school bike rack occupancy, dropping from 45 to 40 percent over the same periods.
Middle and High School Table 1 Travel Tally Data Comparisons with Charts 1 and 2 Bike Counts: Table 1 data shows a seven percent drop in walk/bike rates for grades 6–12 between 2016–19 and 2021–24, aligning with an eight percent decline in combined middle and high school bike counts from Charts 1 and 2. Middle school walk/bike rates fell four percent, matching a three percent drop in Chart 1 bike counts. High school data shows a three percent walk/bike decline, consistent with a five percent drop in Chart 2 bike counts. Elementary bike counts also declined slightly—one percent —from 16 to 15 percent.
Data Interpretation: Middle and high school 2016-19 pre-pandemic bike count data suggests record mean percentages, with high schools exceeding 50 percent cycling rates for the first time. The 2021-2024 post-pandemic data confirms a disruption to these trends at the middle and high school level. Declining student walk and bike mode share suggests an uptick of an estimated 4,600 additional daily car trips, or up to 825,100 additional yearly car trips along Item 15
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school commute corridors. Declining middle and high school parked bike count data suggests a mean loss of up 324 daily secondary student bike trips per day. The following factors and recommended actions may help to explain and reverse mode share declines.
Changing Community Priorities: Since the pandemic, there was a contraction of partner involvement. Endorsing the revised Safe Routes to School (SRTS) Partnership Consensus Statement and Bylaws and approving the Palo Alto Council of PTAs (PTAC), City Council, and PAUSD Board of Education will reaffirm local commitment to SRTS goals.
Youth Education: Parent-led programs, such as the 8th-grade "Getting to High School" initiative were not sustained in 2022-25. This coincided with reduced participation in opt-in bike safety education programs like Middle School Bike Skills. The new Safe Routes to School Youth Coordinator/Associate Planner will expand teen bicycle and pedestrian safety educational offerings including enhanced e-mobility devices road-sharing education.
Transit Options: Pandemic/post-pandemic transit cuts included eliminating the Palo Alto Shuttles (serving Paly, Greene, and JLS), reducing VTA 288 service, and scaling back PAUSD yellow bus routes at several schools. To improve youth access to sustainable and equitable transit, the new SRTS Middle and High School Associate Planner will work with transit providers to explore expansion opportunities. Staff will also continue reviewing youth ride-hailing data to evaluate levels of use during peak commute times.
School Site Access: Since the pandemic, locking school entry points before and after morning arrival may have disrupted some active commutes by increasing time-pressured driving and causing confusion about access. To address this, the City School Transportation Safety Committee will evaluate construction alternatives, arrival/dismissal best practices and support a collaborative approach to improve pedestrian and cyclist access.
School Community Engagement and Outreach: Engaging busy families remains challenging, especially when misinformation circulates on social media platforms where city staff are unable to respond. To address this, staff continue soliciting parent feedback to inform Bicycle and Pedestrian Transportation Plan proposed projects and priorities, in addition to drafting educational resources to support the development of effective transportation service requests.
FISCAL/RESOURCE IMPACT
The SRTS program has 3.0 FTE supporting the program, with 1.0 FTE funded through 2016 Measure B Local Streets and Roads Funding. The program has an annual operating budget of $0.4M and receives an annual appropriation of $0.1M in the SRTS Capital Improvement Project (PL-00026). Staff is not requesting any supplemental funding at this time, and no additional budgetary action is required.
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STAKEHOLDER ENGAGEMENT
The Safe Routes to School Partnership is a collaborative program. According to the International Association of Public Participation (IAP2), collaborative programs allow for partnership with members of the public to identify problems and develop solutions. SRTS partners include OOT and Police Department staff, PTA parent Transportation Safety Representatives at each PAUSD school, student representatives, school principals, and PAUSD staff in Sustainability, Facilities, and Administration. For decades, the City of Palo Alto, PAUSD, and the PTA have hosted monthly student-transportation safety-focused collaboration called the City/School Transportation Safety Committee (CSTSC). Between 2017 and 2022, a Five-Year Action Plan developed and adopted by SRTS stakeholders furthered the mission of the Partnership. Yearly reports to the City/School Liaison Committee and City Council have historically supported program transparency, accountability and effective communication between staff, community members and elected officials.
ENVIRONMENTAL REVIEW
This report is for informational purposes only with no action required by the Council and is therefore not a project subject to CEQA review.
ATTACHMENTS
Attachment A: SRTS-Related City Policies
Attachment B: SRTS 2017-23 Five-Year Work Plan Outcomes Attachment C: SRTS 2022-25 Comprehensive Program Summary Attachment D: SRTS 2022-25 Data Considerations
APPROVED BY:
Lily Lim-Tsao, Interim Chief Transportation Official
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Attachment A: SRTS-Referenced and Related 2030 Comprehensive Plan and 2022 Sustainability and Climate Action Plan Programs, Policies and Goals
The Palo Alto Safe Routes to School program is consistent with the following key transportation goals in the City’s Comprehensive Plan 2030, and 2022 Sustainability and Climate Action Plan S/CAP Goals and Key Actions
• Policy T-1.16: Promote personal transportation vehicles as an alternative to cars (e.g. bicycles, skateboards, roller blades) to get to work, school, shopping, recreational facilities and transit stops.
• Program T-1.16.4: Participate in local and regional encouragement events such as Palo Alto Walk and Rolls, Bike to Work Day and Bike Palo Alto that encourage a culture of bicycling and walking as alternative to single-occupant vehicle trips.
• Policy T1.19: Provide facilities that encourage and support bicycling and walking.
• Program T1.19.2: Prioritize investment for enhanced pedestrian access and bicycle use within Palo Alto and to/from surrounding communities, including by incorporating improvements from related city plans, for example the 2012 Palo Alto Bicycle + Pedestrian Transportation Plan and the Parks, Trails & Open Space master Plan, as amended, into the Capital Improvements Program.
• Policy T-2.7: Work with the PAUSD to resolve traffic congestion issues associated with student drop-off and pick-up. Address pedestrian and bicycle access, circulation and related issues, such as coordinating bell schedules on City rights-of-way adjacent to schools and on PAUSD property.
• Program T6.1.1: Follow the principles of the Safe Routes to Schools program to implement traffic safety measures that focus on safe routes to work, shopping, downtown, community services, parks, and schools including all designated school commute corridors.
• Policy T-6.4: Continue the Safe Routes to School partnership with PAUSD and the Palo Alto Council of PTAs.
• Policy T-6.5: Support PAUSD adoption of standard Safe Routes to School policies and regulations that address the five E's of education, encouragement, enforcement, engineering and evaluation.
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• Program T6.1.2: Develop, distribute, and aggressively promote maps and apps showing safe routes to work, shopping, community services, parks and schools within Palo Alto in collaboration with stakeholders, including PAUSD, major employers, TMA's, local businesses and community organizations.
• Program T6.6.2: Continue to provide educational programs for children and adults, in partnership with community-based educational organizations, to promote safe walking and the safe use of bicycles, including the City-sponsored bicycle education programs in the public schools and the bicycle traffic school program for juveniles.
• Policy T-6.2: Pursue the goal of zero severe injuries and roadway fatalities on Palo Alto city streets.
• Program T6.6.3: Work with PAUSD and employers to promote roadway safety for all users, including motorized alternatives to cars and bikes such as mopeds and e-bikes, through educational programs for children and adults.
• S/CAP Key Actions M4: Improve Transportation Demand Management for employees and residents, including adopting a TDM Ordinance, allocating funding to scale up TDM programming, establishing a Safe Routes for Older Adults/Aging in Place program, and continuing the Safe Routes to School program
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1 Attachment B: SRTS 2017-23 Five-Year Work Plan Outcomes
The Five-Year Action Plan reviewed and shared as part of the March 2017 SRTS Annual Report to the City Council served as a roadmap for Palo Alto’s Safe Routes to School program development through June 2022. Staff capacity, pandemic impacts and changing program priorities factored into the completion of yearly strategic objectives. Yearly goal completion is contingent on Safe Routes to School funding/capacity and subject to change as demand dictates.
Mission: To enhance and sustain the City/PAUSD/PTA/Youth community partnership to reduce risk to students en route to and from school, and to encourage more families to choose healthy, active, sustainable alternatives to driving solo more often.
Goal: To grow and strengthen community-wide support through the SRTS 6 E's (Education, Encouragement, Engineering, Engagement, Evaluation, and Equity) model for safe, active, healthy, sustainable, school commutes.
Table 1: Safe Routes to School Five-Year Work Plan Yearly Strategic Objectives: 2017-2022 Adopt and
institutionalize
key SRTS
practices and
policies across
the Partnership
and gather best
practices from
elsewhere
Provide, continue
and enhance school
and community
based SRTS
education
programs, materials
and
communications
Expand and enhance
SRTS events and
encouragement
programs and
materials to
communicate the
value of SRTS to
parents, students
and the community
Gather data to
assess and
improve SRTS
program outcomes
Engineer routes
to school to
develop a safer
and more
efficient
network for
families
choosing active
transportation
Increase
awareness &
engagement
between City
Departments
and the
community to
advance
awareness of
the SRTS
mission, goals &
strategies
Commit to an
equitable
distribution of
SRTS resources
to encourage
broad SRTS
community
participation
Year 1
Strategic
Objectives
Year: 2017-18
Completion
Rate: 100%
Work toward
PAUSD SRTS
policy adoption
Build out two
Stanford service-
learning education,
evaluation &
enforcement
projects
Expand Youth
Develop SRTS
Public Service
Announcements
Increase Spanish
and Mandarin
materials
Participate in
countywide SRTS
data pilot
Integrate
Statewide Traffic
System (SWITRS)
data into SRTS
Complete
two site
assessments and
update Walk and
Roll Maps
Update City
Comprehensive
Plan policies
This goal was
not developed
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2 for Environmental
Sustainability Conf.
Participation
Develop SRTS
educational posters
Pilot online
travel tally
Year 2
Strategic
Objectives
Year: 2018-19
Completion
Rate: 89%
Develop a
PAUSD SRTS
policy to sustain
ongoing
commitment
from PAUSD
Explore
optional and
compulsory SRTS
high school
education programs
Develop a
communications plan
outline
Develop a public
list of carpooling
resources
Develop a
PAUSD parent
survey to evaluate
participant
demographics and
identify challenges
to more active
transportation
Complete two
site assessments
with updated
Walk and Roll
Maps for Palo
Verde and Gunn
H.S.
Create an
enforcement
strategy
to reflect
changing staffing
levels by shifting
traffic
enforcement
role to patrol
officers
Conduct a
bike repair class
with student
input
Promote
safer routes for
East Palo Alto
PAUSD student
bicyclists
Year 3
Strategic
Objectives
Year: 2019-20
Completion
Rate: 57%
Develop
school report
cards
summarizing
travel mode split,
SR2S activities
undertaken, and
the level of green
travel status
Implement optional
and compulsory
SRTS high education
programs
Develop fact-
based and consistent
Safe Routes to School
messages that can be
used on social media
Administer a
PAUSD parent
survey to evaluate
participant
demographics and
identify challenges
to more active
transportation
Complete two
site assessments
with updated
Walk and Roll
Maps for Palo
Verde and Gunn
H.S.
Work with
PAPD/City to
promote the
Bike Index
Registry as a
means of
preventing bike
theft and create
a workflow at
PAPD to include
Bike Index
checks on all
recovered bikes
Work with
PAUSD Family
Engagement
Specialists to
develop an
Equity Action
Plan to support
underrepresent
ed and under-
resourced
communities
Year 4-5
Strategic
Objectives
Year: 2020-22
Completion
Rate: 57%
Hold two
PAUSD/City/PTA
Partnership
meetings to re-
initiate PAUSD
SRTS policy
implementation
and renew
Partnership
Consensus
Statement
Enhance High
School youth
outreach
Enhance SRTS
online educational
materials and
resource library
Ensure updated,
standardized SRTS
language is included
in all PAUSD websites
and
parent handbooks
Pilot one Winter
Walk and Roll event
Conduct two
Complete Year
3 Strategy to
distribute a PAUSD
parent survey
Develop a
behavior change
focused SRTS
infographic
Complete two
site assessments
Work with the
Community
Services
Department to
administer a
bicycle facility
needs
assessment i.e.,
“Safe Routes to
Parks”
Ensure that
Complete Year
3 Strategy to
Work with
PAUSD Family
Engagement
Specialists to
develop an
Equity Action
Plan
Increase
SRTS outreach
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3 Include Youth as
the Fourth
Partner of the PA
SRTS Partnership
local family cycling
events
relevant
transportation
concept plans,
updated
Pedestrian
Bicycle Plans and
proposed
community
engagement
strategies are
reviewed by the
CTSTSC
to students
with special
needs and
other
disabilities by
conducting a
minimum of
one SRTS
presentation
Table 2: of Safe Routes to School Five-Year Work Plan Ongoing Strategic Objectives: 2017-2022 Adopt and
institutionalize
key SRTS
practices and
policies across
the Partnership
and gather best
practices from
elsewhere
Provide, continue and enhance
school and community based
SRTS education programs,
materials and communications
Expand and enhance
SRTS events and
encouragement
programs and
materials to
communicate the
value of SRTS to
parents, students
and the community
Gather data to
assess and
improve SRTS
program
outcomes
Engineer routes
to school to
develop a safer
and more
efficient network
for families
choosing active
transportation
Increase
awareness &
engagement
between City
Departments and
the community to
advance
awareness of the
SRTS mission,
goals & strategies
Commit to an
equitable
distribution of
SRTS resources to
encourage broad
SRTS community
participation
Completion Rate: 100%
1. Support Safe
Routes to School
Transportation
Safety
Representatives
at each school
site
2. PTA inspires
action and
educates
potential leaders
about public
1. Cultivate a community of
parents and others to build a
network of skilled leaders for
education and
advocacy
2. Support active transportation
events during the year by setting
up information tables, assisting
families with route planning and
responding to infrastructure
concerns
3. Maintain K-2 in-class
1. Support Spring and
Fall Walk & Roll
Week
2. Support Bike to
Work
Day
3. Support City
participation in Bike
Palo Alto as
communicated by
the City Manager's
Office
1. Incorporate
traffic and
engineering data
into mode split
and modal share
assessments
2. Explain the
purpose of data
collection to
PAUSD
administrators
and share the
1. Assist with
bicycle
infrastructure
design review to
inform
transportation
planning
processes
2. Design and
provide materials
and education
about new
1. Support the
build-out of the
City of Palo Alto
Bicycle and
Pedestrian
Transportation
Plan
2. Provide students
and families with
transit system
information and
offer guidance of
1. Develop
Spanish and
Chinese language
materials
2. Promote a "no-
guilt approach" to
encourage
participation via
all transportation
modes
3. Support free
service, such as
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4 process,
governance and
SRTS
advocacy
3. Support
increased uniform
patrol presence to
encourage and
enforce
compliance with
existing
laws
4. Maintain the
City School Traffic
Safety Committee
(CSTSC) as a
forum to further
the SRTS
Partnership's
mission, goals &
strategies
5. Improve
communication of
SRTS Consensus
Statement and
other policies,
including PAUSD
Building for
Excellence
Requirements,
Palo Alto Traffic
Safety Control
guidelines and
use of the
HeadsUp
Construction
communication
tool
educational offerings and
optimize the program to match
students capabilities, support
educational best practices and
incorporate infrastructure
updates
4. Maintain 3rd grade Bicycle Life
Skills in-class Curriculum and
optimize program to match
student capabilities, support best
practices and incorporate
infrastructure
updates
5. Maintain 5th grade in-class
educational offerings and
optimize the program to match
students capabilities, support
best practices and incorporate
infrastructure
updates
6. Maintain 6th grade in-class
educational offerings and
optimize programs to match
student capabilities, support best
practices and incorporate
infrastructure
updates
7. Maintain 8th grade offerings
and optimize programs to match
student capabilities, support best
practices and incorporate
infrastructure
updates
8. Align parents message with
student educational
programming
9. Grow youth participation in
educational programming
4. Communicate
program activities
and successes to the
broader
community
5. Use Walk and Roll
Maps and "Safety
Tips for
Peds/Bikes/Drivers"
as part of
messaging
6. Employ purposeful
incentives to support
SRTS
participation
7. Communicate the
value of bicycling,
walking, transit and
sharing
rides
8. Enhance website
functionality and
user
experience
9. Support parent
education, including
Back to School
Nights, spring
information nights
for rising 5th, 6th,
and 7th graders and
providing SRTS
information in Back-
to-School
packets
10. Develop a
communication plan
data
3. Conduct yearly
online travel
tallies for PAUSD
grades K-12
4. Conduct yearly
bike counts
5. Manage local
and
administrative
data requests
infrastructure
improvements
3. Advocate as a
Partnership for
the rapid
implementation
of bike network,
bike boulevards,
bike racks, arterial
projects and
bicycle
plans
4. Respond to
Safe Routes to
School -related
Palo Alto 311
request
5. Conduct
community site
visits
6. Provide
crossing guard
management,
including
assessing needs,
developing
contracts and
replying to public
feedback
7. Develop
material to
support new
engineering/infra
structure
treatments
proposed transit
changes
3. Model walking,
biking, carpool,
and transit through
daily
transportation
decisions
4. Assist with plans
to develop a more
efficient roadway
network for
families choosing
active
transportation
5. Collaborate with
local agencies,
including public
works, utilities, law
enforcement and
district officials to
support motorist,
pedestrians, and
bicyclists
6. Update SRTS
Onboarding
Manual
bike repair,
helmet and bike
light distribution
and compulsory
education to
ensure that
under-resourced
students can
access important
safety resources
in a way that does
not stigmatize
them
4. Ensure
ongoing
awareness
regarding the
geographic
distribution of
SRTS staff time
and resources
among Palo Alto
regions and
across
neighborhoods
5. Support off-site
free or low-cost
alternative
commute
transportation
services that are
targeted to at-risk
families
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5 opportunities, such a Youth for
Environmental Sustainability
Conference
Participation
10. Build out bus/shuttle
resources and assist with
schedules
outline for crisis
communications
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# Category Program/Project Status Notes
1 Education Kinder-1 Grade-wide Pedestrian Safety Assemblies Ongoing Compulsory, 95 percent approval rating among 32 educators for the 2024- 25 school year
2 Education 2nd Grade Classroom-based walking field trip Ongoing Compulsory, 97 percent approval rating among 28 educators for the 2024- 25 school year
3 Education 3rd Grade Bicycle Life Skills Curriculum Ongoing Compulsory, 100 percent approval rating among 9 educators, 69 parents and 3 community volunteers for the 2024-25 school year 4 Education 5th Grade Bicycle Life Skills Curriculum Refresher Ongoing Compulsory, 97 percent approval rating among 8 educators for the 2024- 25 school year
5 Education 6th Grade Back to School Bicycle Safety Orientation Ongoing Compulsory 6 Education Middle School Bike Skills Ongoing
Opt-in summer class, 91 percent approval rating among 32 participants for the 2024-25 school year
7 Education Eighth Grade Getting to High School Biking Event Completed Pilot discontinued due to limited PAUSD resources 8 Education Eighth Grade Getting to High School Community Rides Completed Pilot discontinued due to limited PAUSD resources 9 Education PAUSD Adaptive Bike Rodeo Pilot Completed Pilot discontinued due to limited PAUSD resources 10 Encouragement City School Transportation Safety Committee Meetings Ongoing 9 meetings/year @ 20 participants over 3 years 11 Encouragement Fall & Spring Walk and Roll to School Events Ongoing Hosted by PTA 12 Encouragement Bike Palo Alto Ongoing Event sponsorship and informaton table 13 Encouragement Safe Routes PTA Transportation Safety Representative Orientation Ongoing Hosted by PTA 14 Encouragement Regional SRTS Data Provider Meetings Ongoing Quarterly 15 Encouragement
1:1 Meetings with Parents, Educators, School Administrators and Community Partners Ongoing Approx. 3-5 meetings/week
16 Encouragement Sustainability Meetings Ongoing Hosted by PTA 17 Encouragement SRTS Policy Working Group Ongoing Hosted by San Mateo Office of Education 18 Encouragement Office of Transportation Open House I Ongoing Provided safety education information and activities 19 Encouragement MSC Open House Ongoing Provided safety education information and activities 20 Encouragement Website Management Ongoing Ongoing efforts to update website meeting information and upload data 21 Encouragement Office of Transportation Open House II Ongoing Provided safety education information and activities 22 Enforcement Collision Reporting Ongoing
Monthly Reports shared by PA Police at City School Transportation Safety Committee Meetings
23 Enforcement Crossing Guard Contract Management Ongoing Managed by PAPD 24 Enforcement
Community Service Officer participation in Palo Alto 3rd Grade Bike Rodeos Ongoing 12 events/year @ 2 Community Service Officer participants over 3 years 25 Equity Bike Equity Initiative Pilot Ongoing Details provided in 22-24 Annual Report Highlights 26 Equity Palo Alto Heart and Soul Roll Black History Community Ride Support Ongoing Details provided in 22-24 Annual Report Highlights 27 Equity Lunar New Year SRTS Information Table Ongoing Yearly SRTS information table events with 3-5 community volunteers 28 Equity Bike Helmet Distribution Ongoing Details provided in 22-24 Annual Report Highlights 29 Equity Secondary Back-to-School Bike Repair Ongoing Details provided in 22-24 Annual Report Highlights 30 Equity Bike Rodeo Material Translations Ongoing
Translations provided by the Metropolitan Transportation Commission (MTC)
31 Equity Youth-focused SRTS Associate Planner Project Development Ongoing Requisition development, contract management, hiring materials, onboarding
32 Equity
Association of Bicycle and Pedestrian Professionals Annual Conference Presentation Completed Conference Presenter
33 Engineering Bicycle and Pedestrian Transportation Plan Review and Outreach Ongoing Draft review and community outreach 34 Engineering Safe Streets for All Safety Action Plan Review and Outreach Ongoing Draft review and community outreach 35 Engineering Interagency Detour Collaborations Ongoing SRTS assistance to support school commute access for five Public Works detour requests
36 Engineering 311 Request Facilitation Ongoing
Managed 21 requests for "Improvements to school bicycle or walking route"
37 Engineering Bicycle Rodeo Map Development Ongoing
Maps detailing the placement of Bicycle Rodeo setup materials at each PAUSD elementary school
38 Engineering Walk and Roll Route Map Development Ongoing Minor edits and updates to support school construction changes and new infrastructure
39 Engineering Churchill Avenue Enhanced Bikeway, Phase 0 Completed 2016 40 Engineering Cowper Street at Coleridge Avenue High-visibility Crosswalks Completed 2016 41 Engineering Georgia Ave High-visibility Crosswalk and Curb Extension Completed 2016 42 Engineering Los Robles Avenue Bikeway Enhancements Completed 2016 43 Engineering
Park Boulevard Bicycle Boulevard Early Implementation (Stanford Avenue to Cambridge Avenue) Completed 2016
44 Engineering Middlefield Road and North California Avenue Complete Street Project Completed 2016 45 Engineering Garland Drive Sharrows Completed 2017
46 Engineering Overcrossing/Undercrossing Improvements Completed 2017 47 Engineering Arastradero Road at Donald Drive Spot Safety Improvements Completed 2017 48 Engineering Cowper Street at Coleridge Avenue Traffic Circle Trial Completed 2017 49 Engineering Colorado Avenue at Sandra Place Spot Safety Improvements Completed 2018 50 Engineering Channing Avenue and St Francis Drive Enhanced Bikeway Completed 2018 51 Engineering Amarillo Avenue-Moreno Avenue Bicycle Boulevard Completed 2019 52 Engineering Ross Road Bicycle Boulevard Completed 2020 53 Engineering Louis Road-Montrose Avenue Bicycle Boulevard Completed 2022 54 Engineering Refreshed crosswalks at Middlefield Rd. Montrose Ave. Completed 2022 55 Engineering Charleston-Arastradero Corridor Project Completed 2024 56 Engineering Charleston-Arastradero Corridor Project Phase 1 and 2 Completed 2024 57 Engineering Greendell Pathway Completed Completed by PAUSD 58 Engineering JLS Temporary Green Bike Lane Completed Completed by PAUSD 59 Engineering PAUSD Bond Measure Z Safety Enhancements Completed Completed by PAUSD 60 Engineering Bike Rack Installations Completed Completed by PAUSD 61 Engineering Maybell Avenue Bicycle Boulevard
Under
Consideration
2012 Bike/Ped Plan proposed project under consideration for the 2025 Bike/Ped. Transportation Plan update.
62 Engineering Park Boulevard-Wilkie Way Bicycle Boulevard Under
Consideration
2012 Bike/Ped Plan proposed project under consideration for the 2025 Bike/Ped. Transportation Plan update.
63 Engineering Stanford Avenue Bicycle Boulevard
Under
Consideration
2012 Bike/Ped Plan proposed project under consideration for the 2025 Bike/Ped. Transportation Plan update.
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64 Engineering
Bryant Street Bicycle Boulevard Upgrade (Menlo Park City Limits to East Meadow Road)
Under
Consideration
2012 Bike/Ped Plan proposed project under consideration for the 2025 Bike/Ped. Transportation Plan update.
65 Engineering
Bryant Street Bicycle Boulevard Extension (East Meadow Drive to San Antonio Road)
Under
Consideration
2012 Bike/Ped Plan proposed project under consideration for the 2025 Bike/Ped. Transportation Plan update.
66 Engineering
Churchill Avenue Highway-Railroad Crossing Safety Improvement Project In Process 2025
67 Engineering
Bicycle Safety Education Traffic Gardena at Ventura Community Center In Process 2025
68 Engineering Churchill Avenue Enhanced Bikeway In Process 2025 69 Engineering Alma Street/Churchill Avenue Safety Improvements Project In Process 2025 70 Engineering
Caltrans El Camino Real Pavement Rehabilitation and ADA Improvements or Caltrans SR82 El Camino Real Bikeway Project -State Route El Camino No Right Turn on Red and Leading Pedestrian Intervals In Process 2025 (by Caltrans)
71 Engineering South Palo Alto Bikeways Demonstration Project In Process 2026 (AKA E. Meadow Dr & Fabian Way Enhanced Bikeways) 72 Evaluation Travel Tallies Ongoing Details provided in 22-24 Annual Report Highlights 73 Evaluation Annual Reports Ongoing Yearly report development 74 Evaluation Bike Counts Ongoing Details provided in 22-24 Annual Report Highlights 75 Evaluation Contract Management Ongoing
Facilitate Scope of Work, Purchase Order requests, contract development, contractor oversight and yearly contract amendments
76 Evaluation
City School Transportation Safety Committee Meetings Monthly Agenda Development Ongoing
Work across partners to arrange a two hour meeting agenda and facilitate agenda items
77 Evaluation
City School Transportation Safety Committee Meetings Monthly Agenda Development Ongoing
Draft, format, proofread and distribute monthly e-news items to 120 listserve participants
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Attachment D: SRTS 2022-25 Quantitative Data and Methodology Analysis
Section 1: Travel Tally Data Table Metrics
Travel Tally General Information
• Yearly travel tallies are conducted at all PAUSD schools during the month of September to align with peak walk/bike volumes
• The SRTS Team requests each school achieve a mean response rate of seventy percent. 2024 travel tally response rates for each grade level ranged between 75-77 percent to support statistical validity • Decimals are rounded to whole numbers and may not correspond with exact enrollment totals • Rows ‘K-5’, ‘6-8’, ‘9-12’ and ‘K-12’ correspond to the terms ‘elementary’, ‘middle school’, ‘high school’ and ‘all schools’ respectively
• Data gathering instructions sent to educators provide specific requests to minimize data errors caused by weather, date of collection, student absences, field trips and incorrect calculations • No identifiable student information is shared
• Travel tally data excludes Middle College, Palo Alto Children’s Hospital and other outlying campuses. TK and Greendell educators are not excluded, but have insignificant response rates that do not measurably impact data
• The 2022-24 Travel Tally for the 2022-2025 school years focuses on trends rather than changes from the previous year or changes from an arbitrary data point, such as the year data collection began.
Comparing four years of pre-and post-pandemic means helps to accurately assess mode share increases while controlling for the potential of the 2024 year as an outlier. • 2024 Travel Tally Data is shared in the Annual Report. Tables for 2022 and 2023 are shared below but do not include mean summary comparisons or analyze trend data.
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2022-25 Data
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2024 Travel Tally Column General Information
• Mode share columns calculate mean percentages for each travel mode in 2024. Percentages for rows K-5, 6-8 and 9-12 = total number of student respondents for each travel mode divided by elementary, middle and high school-specific travel tally survey responses • Numbers below percentages are extrapolated from the percentage listed for each grade level multiplied by grade level-specific 2024 PAUSD K-5, 6-8, 9-12 and K-12 enrollment data • Numbers beneath percentages provide context about the estimated number of daily users per travel mode, but percentages provide a more accurate estimation of yearly changes to account for enrollment fluctuations
2024 Travel Tally Column Categories
• 2024 Travel Modes
o Driver - Assumes only commuting with immediate family members. Includes the Palo Alto Link ride-hailing service. Although travel tally data suggests rides were taken by less than 1 percent of drivers, or 15 riders. Contractor provided reports suggest student use of up to 30 users per day and more than 1,277 student trips per month, prior to the implementation of arrival/dismissal restrictions. Ride-hailing share rates are excluded from the carpool column based on shared ride rates of 50-60 percent, although future data might divide ride-hailing Item 15
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2022-25 Data
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numbers between car and carpool modes. Palo Alto Link metrics were added to travel tally surveys in 2023.
o Carpool: Assumes driving with at least one person outside the immediate family bound for the same destination.
o Transit: Includes the yellow school bus, VTA bus which comprises two percent, or 72 transit users and the Stanford West Bus at two percent or 55 transit users. Yellow school bus metrics are shared by PAUSD administrators. To avoid stigmatization, students arriving by bus are not asked to raise their hand while classroom are tallies are conducted. o Pedestrian: Includes scooters at six percent for middle and high school and three percent for the elementary or 211 pedestrians, and e-scooters at two percent, or 53 pedestrians. E-scooter metrics were added to travel tally surveys in 2023.
o Cyclist: Includes e-bikes at four percent or 127 cyclists. E-bike metrics were added to travel tally surveys in 2023.
• Column Summary Data
o 2024 Walk/Bike Mean Summary: This column provides a grade-level specific summary of Walk/Bike Travel Tally responses for 2024. For Walk/Bike Mean Summary percentages, this column calculates the combined mean of elementary, middle and high school-specific 2024 walk and bike travel tally responses divided by elementary, middle and high school-specific 2024 PAUSD travel tally survey responses. For 2024 Walk/Bike Mean Summary numbers, this column multiplies the combined mean of elementary, middle and high school-specific walk and bike percentages elementary, middle and high school-specific 2024 PAUSD enrollment numbers o 2016-19 Pre-pandemic Walk/Bike Mean Summary: This column calculates four-year pre- pandemic combined travel tally walk/bike data means beginning with 2016, the year secondary data collection began, through 2019, prior to the onset of the 2020 COVID-19 pandemic. The mean percentage is calculated as the mean of combined 2016-19 combined walk/bike percentages for elementary, middle and high schools divided by the combined mean of 2016-19 elementary, middle and high school-specific responses. For 2016-19 Walk/Bike Mean Summary numbers, this column calculates the combined mean of elementary, middle and high school- specific walk and bike percentages multiplies by a mean of 2016-19 elementary, middle and high school-specific PAUSD enrollment data
o 2021-24 Post-pandemic Walk/Bike Mean Summary: This column shows four-year post- pandemic combined travel tally walk/bike data means. The mean percentage is calculated from the mean of combined 2021-24 elementary, middle and high school-specific walk/bike percentages; divided by the combined mean of 2021-24 elementary, middle and high school- specific total responses. For 2021-24 Walk/Bike Mean Summary numbers, this column calculates the combined mean of elementary, middle and high school-specific walk and bike percentages multiplied by a mean of 2021-24 elementary, middle and high school-specific PAUSD enrollment data
o Difference btw. 2016-19 and 2021-24 Walk/Bike Mean: This column subtracts the 2021-24 Walk/Bike Mean Summary column from the 2016-19 Walk/Bike Mean Summary column for elementary, middle and high schools. K-12 data is calculated as the sum of each elementary, middle and high school percentage in this column Data indicates a loss of -1 percent for K-5, -4 percent for 6-8, and -3 percent for 9-12 generating an overall K-12 loss of -8 percent.
Section 2: 2003-2024 Parked Bike Count Graph Data Table Metrics
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2003-2024 Parked Bike Count Graph General Information
• To improve readability and support trend analysis comparisons, Parked Bike Count Graphs have been consolidated from four separate bar graphs (Middle School Percentage Counts, Middle School Raw Number Counts, High School Percentage Counts and High School Raw Numeric Counts) into two stacked bar graphs (Middle School Percentage and Numeric Counts and High School Percentage and Numeric Counts). Each table includes a line graph with total percentages above the bar graphs to schoolwide increases/decreases for each year
• Parked bike counts are conducted at all PAUSD schools by each school’s Palo Alto PTA Transportation Safety Representatives (TSR) during the month of September to align with peak walk/bike volumes and with PAUSD Travel Tally classroom educator data gathering efforts • TSRs are asked to conduct two counts to minimize the potential for statistical variations • The SRTS Team analyzes submitted data to check for errors and requests a recount if totals suggest a significant variation from previous years
• Percentage totals are rounded to whole numbers and may not correspond with exact totals • Data gathering instructions sent to TSRs provide specific requests to minimize data errors caused by weather, date of collection, student absences, field trips and incorrect calculations. Data collection is requested during morning arrival time to ensure potential drop-offs made by bike are included. • Adult bikes parked around the school campus are included in totals • No identifiable student information is shared
• Scooters users are identified as pedestrians and are not included in bike counts • Data excludes Middle College, Palo Alto Children’s Hospital and other outlying campuses. TK and Greendell educators are not excluded, but have insignificant response rates that do not measurably impact data
• Middle and high school 2004-2013 parked bike counts are condensed to improve graph readability.
Data reads below:
Table 1: Middle School Parked Bike Count Graph Supplement: 2004-2013 Year Percentage Percentage Change
2003 29% -
2004 33% 4%
2005 34% 1%
2006 34% 0%
2007 49% 15%
2008 41% -7%
2009 43% 2%
2010 44% 0%
2011 49% 5%
2012 53% 5%
2013 50% -4%
Yearly 2003-2014 Mean Percentage Change 2%
Table 2: High School Parked Bike Count Graph Supplement: 2004-2013 Year Percentage Percentage Change
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2022-25 Data
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2003 14% -
2004 16% 2%
2005 17% 1%
2006 23% 6%
2007 25% 2%
2008 30% 5%
2009 33% 2%
2010 38% 5%
2011 39% 1%
2012 40% 1%
2013 43% 3%
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Considerations
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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORT
Lead Department: City Manager
Meeting Date: April 21, 2025
Report #:2504-4480
TITLE
Independent Police Auditor's (IPA) Report of Review of Investigations as of November 2024 and Police Department Use of Force Report for July - November 2024
BACKGROUND AND ANALYSIS
Since 2006, Palo Alto has utilized an Independent Police Auditor (IPA) to conduct secondary review of certain investigations of uniformed Police Department personnel and provide related services. Since the inception of the independent police auditing program, the City has contracted with the Office of Independent Review (OIR Group), to provide these services.1 The following report transmits the Independent Police Auditor Report on Investigations Completed as of November 2024. For reference, the prior IPA report was published for November 4, 2024 as an Informational Item2. The Police Department’s website lists all past Independent Police Auditor Reports, here3. Attachment A contains the IPA report for investigations completed as of November 2024. Per Council direction, the Police Department also shares use of force information through a report provided alongside each IPA report, included here as Attachment B and covers the time period of July – November 2024. The Police Department’s responses to IPA report recommendations are included here as Attachment C.
Consistent with standing practice, this report is issued as informational for the City Council and the public. Typically, the report is issued a few weeks before the City Council study session with the IPA, however, the timing of the spring 2025 materials led to the items being published simultaneously. The previous process will resume with the fall report. The purpose of the City 1 The City’s contract with OIR has been extended and will be extended once more to allow staff to conduct an RFP in 2025 for the IPA work consistent with City procurement procedures. 2 The November Independent Police Auditor Report: Item #14 for November 4, 2024 City Council:
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=14481 3 Palo Alto Police Department Accountability Webpage:
https://www.cityofpaloalto.org/Departments/Police/Accountability Independent Police Auditor Reports Webpage:
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Council discussion with the IPA is to discuss general trends in criminal justice and policing, policy and training matters, recommendations made by OIR Group, and other City Council concerns. These discussions with the IPA and City Council are not for the purpose of elaborating on the published reviews of specific incidents and should not include discussion of personnel matters prohibited by law. The IPA will be discussing general topics the City Council expresses interest in periodically discussing.
Process to File a Complaint to the IPA
The public can find more information about filing a complaint through the link here:
www.cityofpaloalto.org/Departments/Police/Accountability/Employee-Complaint Complaints may also be directed to the Independent Police Auditor as follows:
Contact:
Mike Gennaco
Phone: (323) 821-0586
Email: [email protected]
Or mail to:
OIR Group
1443 E. Washington Blvd., #234
Pasadena, CA 91104
FISCAL/RESOURCE IMPACT
The OIR Group is already contracted with the City and this report did not incur any additional expenses.
ENVIRONMENTAL REVIEW
The City’s Independent Police Auditor activities are not a project under section 15378(b)(25) of the California Environmental Quality Act Guidelines (administrative activities that will not result in direct or indirect physical changes in the environment).
ATTACHMENTS
Attachment A: Independent Police Auditor's (IPA) Report of Review of Investigations as of November 2024
Attachment B: Police Department Use of Force Report for July 2024 – November 2024 Attachment C: Police Department Responses to IPA Report, April 2025 APPROVED BY:
Ed Shikada, City Manager
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1 INDEPENDENT POLICE AUDITORS’ REPORT
(Review of Investigations Completed as of 11-30-24)
Presented to the Honorable City Council
City of Palo Alto
2025
Prepared by: Michael Gennaco and Stephen Connolly
Independent Police Auditors for
the City of Palo Alto
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2 Introduction
This latest iteration of our semi-annual audit reports covers a number of cases finalized by the Palo Alto Police Department in the latter part of 2024. As always, our goal has a few components. These include transparency for the public about important but largely confidential review processes, an assessment of the Department's handling of these matters in terms of investigative quality and outcomes, and an opportunity to share recommendations that will ideally enhance the effectiveness of PAPD operations in the future.
The "pool" of completed investigations for this cycle includes the following:
• Five public complaint cases alleging officer misconduct; • One complaint generated internally; and
• Four incidents in which one or more officers pointed firearms while taking enforcement action.
None of the misconduct cases resulted in a formal finding that policy was violated. As discussed below, we differed from the Department in one of those instances as to that "bottom line" outcome. (This was a case involving an officer's phone call on behalf of a friend who was in conflict with a former spouse over custody issues.) More broadly – and at times encouragingly – our evaluations focused on the Department's identification of and response to performance issues that, while not constituting formal misconduct, nonetheless deserve attention. We have often touted the importance of "holistic" managerial consideration of complaints and force incidents, and the value of treating these incidents as opportunities to have a positive influence on performance.
PAPD has long acknowledged this point, but its efforts to document non-disciplinary issue-spotting and intervention have been uneven. We are pleased by noticeable improvement in this regard – and the case discussions below are careful both to reinforce the effective examples and point out additional possibilities where relevant.
The internal complaint emerged quite a while after the alleged misconduct: an inappropriate remark that was attributed to a Department supervisor in the context of a PAPD social event. When the concern came to the attention of leadership, a third-party independent investigation was initiated into the incident. Numerous witness statements were gathered, and the resulting evidence failed to substantiate the claim.
As for the "pointed firearm" cases, the four incidents covered here collectively show an evolution in the effectiveness of the Department's relatively new protocol for documenting and assessing these events. Our sense is that the officers are appropriately restrained in their decision-making, and that the review process is increasingly efficient and robust.
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3 We provide police oversight in a number of jurisdictions, with not only varying roles and responsibilities from place to place, but also varying levels of engagement from the public and elected officials. We are appreciative of Palo Alto's longstanding and distinctive interest in accountable, effective policing, which manifests itself in several ways. And we extend our thanks again to the Police Department for its full cooperation with our process and its willingness to engage constructively – even when we "agree to disagree."
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4 External Complaint Investigations
Case One: Complaint Relating to Conflict of Interest
Factual Overview
The complainant became concerned when her ex-husband texted messages to her and her family that were harassing and inappropriate and indicative of an irrational state of mind. She called the police of a neighboring city and asked them to conduct a welfare check on the ex-husband. According to the complainant, the officer from the neighboring city did not travel to the ex-husband’s residence upon learning that he had firearms and instead talked to him over the phone. The complainant said she was advised by the officer that the ex-husband seemed a little “off” and to apply for a temporary restraining order. The complainant also decided to go to school and pick up her son, even though the prior arrangement was for the ex-husband to do so.
When the ex-husband learned that his son had been picked up by the complainant, he called a PAPD officer with whom he was friends; that officer was on-duty and responded to the school. The officer later reported that the ex-husband wanted the officer to go to the complainant’s home and advise her that her actions that day were violative of a court order relating to the custody arrangement. Instead, the officer called the complainant on a personal cell phone, mentioned being an officer, and advised her of the need to follow any court order.
During the phone conversation, the complainant endeavored to explain the motivation behind her decision and her concern about entrusting her son to her ex-husband considering his recently exhibited behavior. Towards the end of the conversation, the complainant asked if the officer was friends with her ex-husband. The officer acknowledged the relationship and shared being presently at the school with the ex- husband.
Following the conversation, the complainant talked with the officer’s supervisor and registered her concerns over the officer's involvement in light of the personal relationship with the ex-husband. The supervisor patiently listened to the complainant’s concerns and indicated that the phone call should not have happened. The supervisor also apologized to the complainant considering that she had a disappointing interaction with PAPD.
Because the complainant had recorded the call from the officer, the supervisor asked her to send along a copy of the recording. The supervisor also emailed the complainant some complaint forms to be filled out.
Within days of this interaction, the complainant, who had been diagnosed with terminal lung cancer, was admitted to the hospital; less than a month later, she passed away.
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5 In the meantime, the supervisor listened to the recording and reportedly mentioned the complaint to a higher-ranking officer but took no further action. Shortly after the death of the complainant, the complainant’s sister re-engaged with PAPD regarding the initial complaint. A different PAPD supervisor interviewed the sister (and the complainant’s mother) and opened a formal investigation.
PAPD Investigation and Review
The supervisor who conducted the investigation found that the essence of the complaint was largely corroborated, with the officer admitting to the contact with the original complainant. The officer took the position that advising the complainant of her responsibilities was merely informational and characterized the involvement as an attempt to provide information to her and to help avoid any serious problems.1 While the investigative supervisor found that the officer had used “poor judgment” in becoming involved in this matter, he did not believe that the actions violated any current Departmental policy.2 The investigator noted that the officer handled the call professionally and was considerate during the phone conversation. The investigator concluded that while it was a poor decision for the officer to engage in the matter in the first place, the act was not a violation of policy.
The investigator also made some limited inquiry into why there was no follow-up by the initial supervisor when the initial complaint was made. The initial supervisor indicated that the complainant had not returned the complaint forms. The initial supervisor also described reviewing the telephone conversation and concluding that there was nothing about the call that warranted further action, other than advising the higher-ranking supervisor of the complaint.
The supervisor who reviewed the investigative report concurred with the findings of “exonerated” for the officer. However, and creditably, that supervisor requested the investigator to have a training conversation with the officer regarding the judgment displayed in this incident. The supervisor found that the perception or appearance of impropriety existed. And significantly, the supervisor committed to a training conversation with the chain of command regarding when it may be appropriate to follow up with a complainant if the complainant does not return complaint forms.
1 The investigator was advised by the complainant’s sister that the complainant had reported that the officer had previously indicated to a supervisor that the call had been a "big mistake." Unfortunately, this information was not pursued by the investigator.
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6 IPA Review
IPA reviewed the investigative materials, which included the initial phone call between the complainant and the officer and a formal interview of the subject officer. IPA disagreed with the Departmental finding that the conduct of the officer did not implicate current PAPD policies, particularly the Department’s Performance, Conduct, and Incidents of Personal Interest policies:
340.5.4 PERFORMANCE
i. Any act on or off duty that brings discredit to this department. 340.5.5 CONDUCT
m. Any other on or off duty conduct which any member knows or reasonably should know is unbecoming a member of this department, is contrary to good order, efficiency, or morale, or tends to reflect unfavorably upon this department or its members.
385.8.2 INCIDENTS OF PERSONAL INTEREST
Officers should refrain from handling incidents of personal interest (e.g., family or neighbor disputes) and should remain neutral. In such circumstances officers should call the responsible agency to handle the matter.
In our view, the phone call made to the complainant by the officer brought “discredit” and tended to “reflect unfavorably” upon the PAPD, particularly in light of the officer's acknowledgment of friendship with the opposing party, response to the school, making of the call at the urging of the ex-husband, and being with the ex-husband when contacting the complainant.
Certainly, any value that the offering of “advice” by the officer to the complainant may have had was entirely eviscerated when she learned that the “neutral” police officer was calling at the behest of a friend: the ex-husband. While we agree that the officer’s call was conducted professionally, it was also certainly reasonable for the complainant to conclude that the officer was not a neutral actor.
It is important to also note that as the complainant explained the basis for her decision to pick up her child from school, the officer did not further explore, investigate, or refer the safety concerns relayed by her. Had the ex-husband requested a call for service from a PAPD officer (as opposed to calling his friend the police officer), that officer could well have been more attentive to the broader concerns relayed by the complainant and potential follow up regarding them. Moreover, that call for service would have been documented in some way. Most significantly, having a neutral officer respond to the call would have prevented the complainant from understandably feeling that the Police Item 16
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7 Department’s representative was siding with her ex-husband during a tense and difficult time in her life.
While current PAPD policy was available to address the acts of the involved officer, it is apparent that more guidance needs to be provided personnel about avoiding similar conflicts of interest. All PAPD employees should be advised unequivocally that they should not insert themselves in matters involving friends or family members unless there are extremely exigent circumstances. This unfortunate incident demonstrates that a clear policy advising this is necessary.
RECOMMENDATION #1: PAPD should devise policy proscribing officers from becoming involved in police activity involving friends and family members unless there are extraordinary circumstances.
Another issue of concern was the failure of the initial supervisor and chain of command to follow up with the complainant after she called the station. That failure was of particular note considering the initial supervisor’s expressed concern about the officer’s reported involvement in the phone call, and the assurances that were provided as to further action regarding the complaint. It appears that because the complaint forms sent to the complainant were not returned, the initial supervisor and chain of command dropped the matter.3 There was no follow-up with the complainant to ask if she needed assistance in completing the forms, even though the initial supervisor learned in the initial call that the complainant had serious health problems. In fact, had the complainant’s sister not followed up with the Department after the complainant died, there likely would not have been any investigation into the incident.
As the reviewing supervisor indicated, the fact that complaint paperwork is not received should not forestall an investigation into the allegations that are clear and known to the Department by other means. In fact, PAPD policy expressly states that with regard to “withdrawn” complaints, the Chief of Police should consider whether to pursue the allegations anyway. Best practices further teach that once a police agency becomes aware of the nature of a concern, it is incumbent upon that agency to investigate the matter, regardless of whether the complaint paperwork has been completed. That practice should become routine policy in Palo Alto.
RECOMMENDATION #2: PAPD should devise a policy that instructs supervisors to initiate investigations of alleged misconduct even when a complaint form is not completed or returned.
3 The lack of a written submission was presumably a function of the complainant's serious, and imminently fatal, health condition.
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8 Upon completion of the investigation, the Department sent the complainant’s sister a letter reporting that while the investigator found that the actions of the officer presented an “irregular” situation, the officer was exonerated of any policy violation. This letter left this person with an erroneous – and presumably quite discouraging – belief that nothing was done about the complaint, even though the officer was counseled about poor judgment in making the call. Informing the complainant of this remedial action would have better captured the Department’s documented concerns about the conduct of its officer.
RECOMMENDATION #3: PAPD should advise complainants when it takes other remedial action short of discipline.
Case Two: Complaint About Handling of DUI Investigation Factual Overview
A PAPD officer reported observing the complainant driving erratically and decided to detain him for a DUI investigation. The officer then called a more experienced officer to the scene. The officer reported smelling alcohol after asking the complainant to step out of the car. The officer further reported that the complainant was not able to successfully perform exercises in the Standardized Field Sobriety Tests (SFSTs) that were administered at the scene. The officer then asked the complainant to blow into a Preliminary Alcohol Screening test (PAS) and reported that the two results showed a blood-alcohol reading of 0.1 and .09% – over the legal limit. Based on this field investigation, the officer arrested the complainant for Driving Under the Influence of alcohol.
When the officers arrived at the station, they gave the complainant a breath sample that was processed on a more sophisticated machine, and the blood alcohol reading came back repeatedly as .000. Based on this conflict in breath test results, the officers discussed the matter with a supervisor, and the decision was to not pursue charges. At that time, the complainant was released and advised to take a ride share to the tow yard to recover his car.
Later that morning, PAPD’s expert on DUI processes reviewed the PAS machine readout and discovered that the officers had misread the readings by a factor of ten, with the actual display showing blood alcohol content of .01 and .009%.
Several weeks later, the complainant filed a Public Records Act (PRA) request for the body-worn camera and in-car videos of his arrest. In that request, the complainant Item 16
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9 alleged that he was wrongfully arrested and that the officers had lied to or misled him multiple times based on personal biases.
PAPD Review
Based on the allegations made in his PRA request, the Department decided to initiate an investigation into the incident to determine whether any violations of law or policy had occurred. Based on a thorough review and analysis, the investigator determined that the involved officers had not intentionally lied or misled the complainant and that the decision to arrest was not based on personal bias.
While the investigator concluded that the subject officers had committed no violations of law or policy and had treated the complainant professionally and with respect, he did find numerous performance issues regarding how the DUI investigation was conducted.
These shortcomings were attributed to a lack of experience and training in how to conduct such an investigation; it was expressly noted that this was the first DUI investigation that the officer had conducted. The investigator found that the officer was not aware of proper procedures to correctly explain or demonstrate the field sobriety tests, and did not demonstrate a working knowledge of DUI laws or how to properly use the PAS device.
Specifically, the investigator noted that contrary to Department guidance, the officer did not review the video footage before writing the arrest report, used another officer’s report to “cut and paste” sections of the narrative, and did not proofread the report before submitting it.
The first level reviewer concurred with the investigative findings. The reviewer also noted that the officer had not attended a standardized Field Sobriety Exercise (FSE) course prior to this event. The reviewer also concluded that proper use and interpretation of the PAS device, would likely have eliminated concerns that the complainant was driving under the influence.
The reviewer noted that, upon learning of this incident, the arresting officer was scheduled for and then attended the FSE course. The reviewer also noted following up with the field supervisor, regarding the incident, advising that in this situation PAPD should have immediately driven the person to the tow yard, paid the tow fee, and ensured the return of the car.4 Finally, the reviewer recommended that PAPD consider creating a protocol requiring officers to attend a POST-approved SFE training course prior to being authorized to conduct intoxicated driving investigations for the Department.
PAPD’s second level reviewer concurred with the previous recommended findings and further recommend that the arresting officer review current PAPD policy on impaired
4 We have been advised that the arrestee was eventually reimbursed for the tow and storage fee.
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10 driving and report preparation. The second level reviewer also recommended that the support officer be instructed on the proper operation of a PAS machine. This reviewer recommended that PAPD should endeavor to continue to place focus on impaired driving investigations during the field training program, including having an officer experienced in those investigations assisting. Finally, the second level reviewer recommended that, when possible, all new officers in the patrol division should attend a specialized SFST course within two years of graduating from the field training program.
A PAPD command staff member also sent a letter to the complainant advising that the findings were “exonerated” regarding the detention and “unfounded” for the allegations of dishonesty and bias. The letter further noted that the Department routinely provides feedback on how an officer could improve performance, including further training.
Commendably, the author of the letter also apologized on behalf of PAPD for what the complainant experienced the night of the incident.
IPA Review
IPA reviewed the investigative and review materials including the body-worn camera footage of the incident and the interviews of the complainant and officers. Based on our independent review, we agreed that the performance issues identified were problematic but did not rise to the level of a violation of policy. We also agreed that the source of the performance issues largely stemmed from a lack of training.
We specifically noted that in this case, even though the individual who made a PRA request did not file a formal complaint, the Department reviewed his allegations and determined to initiate an investigation into the incident. In fact, the complaint forms in this case were completed by the investigator. This initiative and course of action stands in sharp and positive contrast to what occurred in Case One (discussed above), where the absence of a follow-up written submission had resulted in disappointing inaction regarding a valid complaint.
Regarding the case itself, we appreciated the level of detail and analysis by the investigator in this case and concurred with his findings. We also appreciated the level of review and recommendations for non-disciplinary remediation for the involved officers and the station supervisor as well as the systemic suggestions.
One set of systemic recommendations focused on the need to ensure that new officers have the requisite training to conduct intoxicated driving investigations before doing so, with the two reviewers suggesting somewhat different approaches. The Department should adopt either or both options recommended by its supervisory staff to achieve this important objective.
RECOMMENDATION # 4: PAPD should reform its protocols to ensure that before a new officer is authorized to conduct impaired driving investigations, Item 16
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11 the officer should have the requisite training and supervision to effectively do so.
Finally, as in case number one, we were struck by the Department’s reticence to advise the complainant that while it found no violations of policy, both training and systemic intervention and reform did occur. These non-disciplinary interventions are indicative of a progressive approach to accountability and improvement and the Department should not be leery about advising complainants of them when they occur.
Case Three: Complaint about Officer Response to Residence Factual Overview
The complainant in this case was a 74-year-old male whose recent banking activities prompted concern for his own well-being (with the thought that he could potentially be a victim of fraud). When two uniformed officers went to his house to check in with him at the bank's request, he found their presence to be unwelcome and agitating. They explained that they were not accusing him of anything, but instead trying to ensure that he was not being mistreated by someone else.
The man insisted that his attempted financial transactions were made of his own volition, and that he was in fact frustrated with the bank for presenting an obstacle to his wishes.
The officers were on scene for approximately seven minutes before leaving at the man's demonstrative urging.
Soon after the officers left, the man spoke with a supervisor by phone and expressed his unhappiness with the officers' appearance. He said a single plainclothes detective would have been sufficient and less likely to embarrass him in front of his neighbors. Asked by the supervisor about what he'd like to see happen, he said the officers should return to apologize, and he ultimately became angry with the supervisor as well.
Although the man did not follow up with a written complaint, the Department reviewed the incident formally.
PAPD Investigation
The case was handled as a supervisory inquiry, which consisted of a review of the body- worn camera recordings that were made by the involved officers. Based on that evidence, the handling supervisor ascertained that the officers had handled the call professionally and in a manner consistent with Department expectations,5 in spite of the man's unhappiness with their inquiries.
5 The reviewing supervisor even went so far as to print a "dispatch protocol" template that showed that a two-officer response was the standard deployment for a welfare check call for service.
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12 IPA Review
We reviewed the relevant body-worn camera recording of the interaction with the complainant, as well as the documentation related to the call for service, and we concur with PAPD's findings and disposition.
We also noted that, creditably, the supervisor assessed the brief verbal expression of exasperation by one of the officers that was captured on the body-worn camera recording as they were walking away. The supervisor determined that it was neither directed at nor heard by the man, and that no further action was needed. We concurred – but found the attention to detail and the recognition of the potential issue to be commendable.
Case Four: Complaint about Officer Performance in an Arrest Case Factual Overview
A male in his sixties was involved in a confrontation with another, younger man at a gas station that turned physical. The two eventually stopped fighting, and both waited for PAPD officers to respond to the scene.
The ensuing investigation involved questioning of the involved parties as well as third- party witnesses, an assessment of their respective physical conditions, and a review of the closed-circuit television (CCTV) recording that had been captured by the gas station.
After evaluating the evidence, the handling officer came to the conclusion that the older man – who would go on to be the complainant in the administrative case – was the "dominant aggressor." The officer wrote him a citation for misdemeanor battery based on the other man's willingness to make a Citizen's Arrest, and both parties were allowed to leave from there.
Several months later, when his criminal case had been dismissed, the man made a formal complaint to the Department. He was interviewed at the police station by a supervisor, and expressed concerns about the quality of the investigation. He believed that the officers had improperly favored the other participant in the fight and cited a few different individual ways in which he thought the investigation was inadequate. This was based on his recollections from the scene (where he believed he had not been afforded a full chance to offer his side of the story), as well as his review of the body-worn camera recordings (which he had received as part of the discovery process in his criminal case).
One particular source of frustration was that the CCTV recording had not been preserved as evidence; he believed that it would have belied any assertion that he was the primary instigator/combatant.
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13 PAPD Investigation
The case was handled as a supervisory inquiry investigation; it was conducted by the supervisor who spoke with the complainant at some length when the complaint was filed.
The review of body-worn camera recordings from the three responding officers, as well as the relevant police report, sufficed for the determination to be made that the officers should be exonerated of the allegation that they had investigated the incident inadequately. The officers' approach was found to be sufficiently thorough to support the characterizations of "victim" and "suspect" that resulted, and their overall handling of the call was basically consistent with training and expectations.
The supervisor did note three performance issues that warranted further attention (while falling short of constituting a policy violation).
The first related to an interview technique of the involved parties; the primary officer spoke to the complainant first, and then summarized elements of that statement as a starting point for his questioning of the other party. The supervisor correctly observed that a better practice would have been to start the second interview with open-ended questions, rather than potentially influencing the subject's responses by alluding to the other party's description.
The second issue related to the CCTV recording. Although the primary officer viewed the video at the scene, (and used its contents to help reach a fault determination for the fight) the evidence was never downloaded or forwarded to the Department in spite of a request to the relevant employee. Nor did anyone from PAPD follow up after the initial call for service. Although the primary officer's own camera was activated during this part of the investigation, and while the officer narrated an assessment of the contents as the video played, the gas station computer screen did not show up as viewable on the officer's BWC recording.
Lastly, the supervisor's memo noted that, except for pictures of his hands, the officers had not photographed the complainant to capture any potential signs of injury on his part – a concern he later raised. Ideally, the evidence-gathering would have been more comprehensive in this regard (though, per the officer's reports, the other party's injuries were more visible).
This prompted the supervisor to flag three different recommended training points: the use of BWC's as potential aid to evidence capture, the importance of follow-through when it comes to relying on private parties for the production of surveillance recordings, and the need to photograph both parties' injuries (or claimed injuries) in a mutual fight situation.
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14 IPA Review
After reviewing the officer recordings and other available evidence in the case, we concurred with PAPD's core findings: the officers handled the initial investigation with appropriate diligence and objectivity, and the decision to characterize the complainant as the aggressor was a reasonable one in light of the evidence. Accordingly, we found the decision to exonerate the officers to be reasonable.
Having said that, we also find that the Department's identification of three separate shortcomings is noteworthy in a few ways. First, it exemplifies the notion of holistic scrutiny that we have long advocated. Here, the Department has gone well beyond the important but limited "bottom line" issue of whether policy was violated, and has treated the complaint as an opportunity to evaluate performance and remediate in non- disciplinary and constructive ways.
At the same time, effective issue-spotting is ideally accompanied by responsive action items, either at the individual officer level or throughout the agency. Here, the Department followed through with documented training to address the relevant points.
Lastly, the three flaws in the overall handling of the call for service, while neither intentional nor outcome-changing, did lend credence to the complainant's perception that he had been at a disadvantage in vindicating his version of events. (This was particularly true in relation to the CCTV recording – although the officer's "real time" narration of observations in the gas station office, as captured on the relevant BWC recording, suggested otherwise.)6 The notification letter he received, however, was technically accurate but failed to reflect the totality of the Departments' findings, or to otherwise validate the complainant's perspective. In our view, such a step is both possible and advisable in a situation like this.
RECOMMENDATION # 5: PAPD should consider ways it can acknowledge shortcomings in officer performance that may have adversely affected a complainant's experience, even when these do not rise to the level of a policy violation.
6 As noted above, the criminal charges against the complainant were eventually dismissed. It is unclear whether the missing evidence (CCTV footage, photographs) contributed to that decision in this case, but supporting an arrest is a primary reason that a thorough collection of evidence is critical.
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15 Case Five: Complaint about Traffic Stop and Related Officer Conduct
Factual Overview
After initially being stopped for traffic violations, as young woman received a "fix -it" ticket for the suspended registration on her vehicle. The officer exercised discretion in not towing the car but then had to immediately pull the woman over again when she attempted to drive off (having misunderstood the officer's instructions). This unexpected second stop seemingly exacerbated her unease over the first stop, and she called 911 to ask for a supervisor.
A PAPD supervisor did respond and spoke to her for several minutes. This included the supervisor's explanation of the reasoning behind some of the officer behaviors that were concerning to her, and clarification that the car was not eligible to be driven by anyone until the registration issues had been addressed. She seemed to appreciate the explanation, and the contact ended amicably.
A few months passed, and then a second alleged incident occurred: the woman called 911 again and said she had been approached by the original officer while she was at a grocery store in another city. She claimed the officer (in plain clothes) looked at her for an extended time, and then approached her, referenced the traffic stop, and asked for her phone number.
A supervisor contacted her to follow up on this issue after receiving the information from the dispatcher. The complainant again described her new concern, and also referenced the stop(s) that had occurred months earlier. The Department opened an investigation into both matters.
PAPD Investigation
The case was handled as a supervisory inquiry investigation. The handling supervisor was able to address the alleged off-duty contact at the store relatively straightforwardly: both the supervisor and the officer had been working at the relevant date and time, and the supervisor was directly aware that the officer was physically in Palo Alto and occupied when the claimed encounter occurred. Accordingly, that allegation was unfounded.
As for the traffic stop, a review of the body -worn camera evidence established that the officer's handling of the encounter had been patient, professional, and consistent with Department expectations. The specific issues identified by the woman as concerns were either appropriate in the context of the stop or not supported by the evidence as having occurred. That allegation was exonerated.
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16 The supervisor also correctly noted that the officer's instructions at the end of the initial traffic stop were ambiguous. Ironically, the officer was intending to exercise discretion in her favor by refraining from ordering the car to be towed. But she understandably had the mistaken belief that she could therefore drive the car away and rectify the registration status at a subsequent point. The case memo recommended responsive training on "clear and concise directives"7 to motorists at the end of a traffic stop.
IPA Review
After our own review of th e available materials (including the body -worn camera recordings), we concurred with the Department's assessment of this complaint. While officer actions in the context of a traffic stop can be unsettling, we found nothing inappropriate or untoward in this officer's actions during the encounter. And the subsequent confusion that contributed to her driving away mistakenly was unfortunate but certainly not a matter of formal misconduct.
Internal Complaint Investigation
Case: Allegation of Inappropriate Comment
Factual Overview
A PAPD employee stated at a meeting that a PAPD supervisor had allegedly made an inappropriate remark at a Department social function when the supervisor saw a group of African American PAPD employees and their guests at the event and said words to the effect of: “I guess we have the diversity box checked.” When PAPD learned of the allegation (some twenty months after the event), it commissioned an outside investigator to conduct an independent investigation.
PAPD Investigation and Review
The investigator interviewed numerous potential witnesses to the incident. While some witnesses recall hearing some comment about “diversity”, none of them were able to say with any degree what the comment was or more critically, who had made the comment.
Several of the witnesses claimed that they were advised by others who had heard the comment, but when the investigators went to those individuals, they reported little or no recollection of the comment nor any attribution of the comment to the supervisor in question. As a result, the investigator recommended a finding of “unfounded” regarding the allegations.
7 As with the discussion in Case Two (above), it is not clear from the case file that this worthwhile observation was translated into action.
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17 PAPD concurred with the investigator’s recommended findings.
IPA Review
IPA reviewed the investigative report and found the investigation to be thorough. This was especially reflected in the extensive interviews conducted with each of the potential witnesses. Certainly, the passage of time before the allegation was reported to PAPD made recall especially difficult.
Accordingly, IPA concurred with the disposition reached in this matter. "Pointed Firearm" Incidents
In keeping with a new protocol that is now in its third year, PAPD provided us with review packages for the completed managerial assessments of encounters that involved the pointing of a gun by one or more officers. There were four separate events within this audit period.
Below is a summary of the context for the deployments, along with the Department's supervisory assessment of each.
1. Two male subjects who had been engaged in strong-arm robberies of Postal Service workers became the subject of a vehicle pursuit before getting in a traffic collision. An officer briefly pursued one of them on foot before pointing his weapon and securing that person's compliance.
No issues were identified in the supervisory review.
2. A license plate reader indicated that a vehicle connected with a homicide suspect from another jurisdiction was in Palo Alto. Multiple PAPD officers were involved in the ensuing "high-risk traffic stop," and one officer pointed a gun at the subject while providing cover for partners. The subject was compliant and the arrest occurred without incident.
No issues were identified in the supervisory review.
3. An assault victim, who had been struck and kicked several times and whose knife had been taken, provided 911 with a description of his attacker. 3 different PAPD officers, driving separately, located and converged on the subject. Two officers briefly pointed their firearm while giving initial commands to the man, who was compliant.
The supervisory review made note of the fact that one officer added profanities to the repeated instructions for the subject to get on the ground. The supervisory cited the PAPD policy exception to the general prohibition against profane language as being Item 16
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18 applicable here: it was a "deliberate verbal tactic with the specific intent to gain compliance or avoid a physical confrontation."8
4. Officers responded after a 911 call from a homeowner who, while away from the location, became aware from security cameras that multiple individuals were apparently breaking into her residence. Several officers went to the scene, and upon arrival witnessed subjects apparently fleeing from the backyard area and into surrounding properties in the neighborhood. During the ensuing search, three different subjects were located in hiding places nearby, and in each situation one or more officers briefly pointed a gun while giving commands and ensuring that no safety threat existed. All three (along with one additional subject) were taken into custody with minimal difficulty.
The supervisory memo was methodical and detailed in tracking the circumstances of each example. All were found to be consistent with training and warranted by the respective situations.
Within in the overall handling of the call for service, there were two instances noted in which different officers' body-worn cameras were inactivated (or not being worn) at certain times. This was a concern that we noted in our last audit report. The memo noted that other officers involved in the key encounters did record the relevant activity; nonetheless, the issue was addressed by PAPD management.
IPA Analysis
This grouping of cases followed the basic trend lines that we have noted in the last couple of audit reports regarding this category. We continue to concur with PAPD's "bottom line" findings that the individual instances of weapon-pointing are justified by the circumstances and consistent with Department expectations. The volume of incidents remains low, and officer awareness of the gravity associated with firearm pointing is reflected in both the rarity of the events and their limited, controlled duration. (Officers seem notably conscientious about the importance of re-holstering once the perceived threat has been handled.)
We also take favorable notice of the thoroughness of the supervisory reviews. As we noted soon after the Department's adoption of this new protocol, these incidents (like complaints or force reviews) are not only a forum for accountability but also an opportunity to assess and address officer performance more broadly. The memos that supervisors
8 As we have noted in the past, we support the PAPD policy revision that allowed for profane language in certain limited circumstances. In our view, it acknowledges – and takes ownership of – the longtime law enforcement assertion that calculated use of obscene language can be an effective tactic, while helping to ensure that the limited exception does not swallow the rule of expected professionalism.
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19 now produce are detailed and, where warranted, effective in issue-spotting and remediation.
The officers also seem to have "gotten the hang of it" in terms of both their restrained, conscientious weapons-handling and the detailed documentation of their actions and thought processes. (One officer even made note of the possibility that the path of a weapon muzzle may have crossed the body of a subject, though the weapon was not directly pointed at any time.). In short, the agency's new focus on this category of enforcement action has led to refinements in the field and during the review process.
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DATE: MARCH 27, 2025
TO: HONORABLE CITY COUNCIL
FROM: POLICE CHIEF ANDREW BINDER
SUBJECT: USE OF FORCE SUPPLEMENT TO MARCH 2025 IPA REPORT
This memorandum responds to the City Council’s November 2020 direction to provide use of force summary data (which encompasses all use of force incidents in which a “Supervisor’s Report on Use of Force” has been completed by the Police Department) as an attachment to each Independent Police Auditor (IPA) report. Policy Manual §300 (“Use of Force”) requires that all uses of force by Police Department members “be documented promptly, completely, and accurately in an appropriate report.”
1 The policy also requires that, under certain
circumstances, a “Supervisor’s Report on Use of Force” also be completed by the supervisor and routed for approval through the chain of command up to and including the Police Chief.
Most commonly, a “Supervisor’s Report on Use of Force” is completed after an officer uses some form of force that results in a visible or apparent physical injury to a subject or the subject complains of pain or alleges they were injured.
Consistent with the IPA’s expanded scope of administrative review established by the City Council in November 2020, the Department forwards the following types of use of force cases to the IPA for review and recommendations: all cases where a subject’s injuries necessitate any treatment beyond minor medical treatment in the field, and all cases where an officer uses a baton, chemical agent, TASER, less lethal projectile, canine, or firearm. The IPA’s scope of administrative review was further expanded in July 2021 to include cases when a firearm is pointed at a subject.
Consistent with the practice established in the May 2023 iteration of this memorandum, the Department is choosing to release the race of the recipient(s) of any force used.
This summary covers the period of July 1, 2024 thru November 30, 2024.
1 The Palo Alto Police Department Policy Manual is updated quarterly and posted online at https://www.cityofpaloalto.org/Departments/Police/Public -Information-Portal/Police-Policy-Manual.
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Use of Force Cases
From July 1, 2024 thru December 31, 2024, the Police Department responded to more than 20,567 calls for service and effected more than 600 arrests. During that time, there were five (5) cases where force requiring a “Supervisor’s Report on Use of Force” was used, one of which fell within the IPA’s scope of administrative review. The IPA’s review of that case will appear in a future IPA report.
The race of the subjects upon whom force was used during the second half of 2024 was White (2), Hispanic (2), and Other (1).
July – December 2024 Use of Force Summary
Type of Force Number of Cases Status of IPA Review
Physical Strength 4 Not within scope
Chemical Agent 0
TASER 0
Baton 0
Less-Lethal Projectile 1 Pending
Canine 0
Firearm 0
Firearm Pointed at Person Cases
From July 1, 2024 thru December 31, 2024, officers pointed a firearm at a person on five occasions. Three of these cases appear in the current IPA report; the fourth will appear in a future IPA report.
The current IPA report includes a review of four total incidents during which officers pointed a firearm at a person. One incident occurred in the first half of 2024 but the administrative report was not completed until after July 1, 2024; the remaining three incidents occurred in the second half of 2024. In their review of these four incidents, the IPA concurred in each case with the Department’s findings that the pointing of the firearm was justified by the circumstances and consistent with policy. In the four incidents described in the current IPA report, the race of the subjects at whom a firearm was pointed were Hispanic (2), White (1), and Black (1).
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DATE: APRIL 3, 2025
TO: HONORABLE CITY COUNCIL
FROM: POLICE CHIEF ANDREW BINDER
SUBJECT: RESPONSE TO IPA RECOMMENDATIONS IN REPORT COVERING INVESTIGATIONS AS OF NOVEMBER 30, 2024
RECOMMENDATION #1: PAPD should devise policy proscribing officers from becoming involved in police activity involving friends and family members unless there are extraordinary circumstances.
The Department agrees that an officer should avoid becoming involved in police activity where a personal relationship with an involved party could potentially create the appearance of a lack of objectivity. Clearly certain close personal relationships (e.g., romantic, familial) raise concerns regarding officer neutrality. At the same time, PAPD is committed to community policing, where officers are actively encouraged to involve themselves in community activities and get to know neighbors, business owners and others who work or live in Palo Alto. It is common for long- serving, effective PAPD officers to become acquainted with, and develop open lines of communication with, a considerable number of community members. In assessing the propriety of a police interaction, PAPD considers the professionalism and objectivity of an officer’s conduct (e.g., statements made, actions taken), in addition to the specific nature of any relationship the officer may have to the involved parties.
RECOMMENDATION #2: PAPD should devise a policy that instructs supervisors to initiate investigations of alleged misconduct even when a complaint form is not completed or returned.
The Department agrees that, consistent with existing policy, the Department should continue to initiate investigations of alleged misconduct even when a complaint form is not completed or returned.
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RECOMMENDATION #3: PAPD should advise complainants when it takes other remedial action short of discipline.
The Department agrees that, to the extent possible without violating state law protection of officers’ personnel records, the Department should advise complainants when it takes non- disciplinary steps to improve performance.
RECOMMENDATION # 4: PAPD should reform its protocols to ensure that before a new officer is authorized to conduct impaired driving investigations, the officer should have the requisite training and supervision to effectively do so.
The Department agrees and has reinforced its existing training protocols to ensure proficiency.
RECOMMENDATION # 5: PAPD should consider ways it can acknowledge shortcomings in officer performance that may have adversely affected a complainant's experience, even when these do not rise to the level of a policy violation.
The Department agrees that, to the extent possible without violating state law protection of peace officer personnel records, the Department should consider ways it can acknowledge shortcomings in officer performance that may have adversely affected a complainant's experience, even when these do not rise to the level of a policy violation.
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Item No. 12. Page 1 of 2
City Council
Supplemental Report
From: Ed Shikada, City Manager
Meeting Date: April 21, 2025
Item Number: 12
Report #:2504-4538
TITLE
Approval of Professional Service Contract Number C25192988 with Lloyd Consulting Group, LLC., in the Amount Not to Exceed $160,825 to Conduct a Comprehensive Turf Study for a Period of Six Months; CEQA Status – exempt under CEQA regulations 15262 and 15306.
RECOMMENDATION
In addition to the recommendation for this item, staff has prepared an alternative recommendation for City Council consideration. This alternative would focus the work involved to specifically address the need for a turf replacement decision at El Camino Park anticipated in fiscal year 2026. Should the City Council wish to proceed with this alternative, staff recommends the City Council authorize the City Manager to negotiate and execute with Lloyd Consulting Group a modified scope and budget not to exceed $160,825.
BACKGROUND
Since issuance of the original report, staff has been made aware of a variety of products that are new or emerging onto the athletic field market. Recognizing product advancements and availability will likely continue to change in the years ahead, a more focused scope of work may be more valuable to the City.
As described in the staff report, the City operates three facilities with synthetic turf athletic fields: Mayfield/Stanford Palo Alto fields (2), El Camino Park, and Cubberley field. While the turf study is intended to inform the decision on turf replacement at El Camino Park, the current scope is not specific to that decision. An alternative recommendation would refine the scope to specifically focus on turf replacement at El Camino Park, and include a specific review of products currently on the market for application at this location. Due to product advancements and availability, this evaluation will likely need to be updated in FY 2027 in advance of a turf replacement decision for the Cubberley field. As such, the study report will be formatted for easy replication to the extent possible.
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Item No. 12. Page 2 of 2
Should the City Council wish to pursue this direction, staff recommends that the City Manager be authorized to negotiate with Lloyd Consulting Group to modify the scope and budget accordingly, not to exceed the cost currently proposed.
APPROVED BY:
Ed Shikada, City Manager
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