CITY COUNCIL
Regular Meeting
Monday, August 11, 2025
Council Chambers & Hybrid
5:30 PM
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Meeting ID: 362 027 238 Phone:1(669)900-6833
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1 August 11, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.
CALL TO ORDER
AGENDA CHANGES, ADDITIONS AND DELETIONS
PUBLIC COMMENT (5:35 - 6:05 PM)
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COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (6:05 - 6:15 PM) Members of the public may not speak to the item(s).
STUDY SESSION (Item 1: 6:15 - 7:15 PM, Item 2: 7:15 - 8:15 PM)
1. 4256 El Camino Real [25PLN-00095]. Request for Council Prescreening to Rezone the Subject Property from Commercial Services to Planned Community/Planned Home Zoning and to Allow Construction of a Multi-Family Apartment Complex with 120 Units in a Six-Story Structure on a 25,950-Square-Foot (0.6 Acre) Site. CEQA Status: Not a Project.
2. 332 Forest Avenue [25PLN-00130]. Request for Council Prescreening to Rezone the Subject Property from Multifamily Residential (RM-40) to Planned Home Zoning (PHZ) and to Allow Construction of a New Multi-Family Apartment Complex with 82 units in an Eight-Story Structure on a 25,000 Square Foot (0.57 Acre) Site. CEQA Status: Not a Project.
CONSENT CALENDAR (8:15 - 8:20 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.
3. Approval of Minutes from June 9, June 16, and June 17, 2025 Meetings
4. Ordinance Adopting the 2025 Fire Hazard Severity Zone Map Issued by the State Fire Marshal
5. Adoption of Memorandums of Agreement with the Palo Alto Police Officers’ Association (PAPOA) and the Palo Alto Police Managers Association (PMA) for Terms Ending June 30, 2028, and Corresponding Salary Schedules; CEQA Status – Not a Project
6. Adoption of a Resolution Establishing Fiscal Year 2026 Property Tax Levy for General Obligation Bonds (Measure N Libraries)
2 August 11, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.
7. Adopt a Resolution to Modify Evergreen Park-Mayfield Residential Preferential Parking Program Employee Permit Allotment and Zone Revisions and Create New Two-Hour Parking Areas Adjacent to El Camino Real; CEQA Status: Exempt pursuant to CEQA Guidelines Sections 15061(b)(3) and 15301.
8. Adopt a Council Chambers Use Policy as recommended by the Policy and Services Committee and Adopt an Ordinance Adding Use of Council Chambers Fees to the FY 2026 Municipal Fee Schedule; CEQA status: Not a project
9. Approval of Five (5) On-Call Consulting Contracts to Provide Long Term Planning Policy Development support for the Planning and Development Services over a Five-Year Term, as needed: 1) Aaron Welch Planning, 2) Ascent Environmental, Inc. 3) Lexington Planning LLC, 4) PlaceWorks, Inc., 5) Raimi & Associates Inc. in an amount not to exceed $2,000,000; CEQA Status: Not a Project.
10. Approval of Increase of Construction Contingency for Contract No. C24189237 with SAK Construction, LCC in the amount of $1,800,000, Funded by the Wastewater Treatment Enterprise Fund for the Joint Intercepting Sewer Rehabilitation (Phase 1) Project (WQ 24000), and Approval of a Budget Amendment in the Wastewater Treatment Fund; CEQA Status - Exempt under CEQA Guidelines Section 15301 (Repairs to Existing Facilities)
11. Approval of Amendment No. 1 to Contract No. C22182051 with EPI-USE Labs LLC to Increase the Compensation by $939,675 for the City’s AWS Cloud and SAP Basis Support Services and Extending the Term by 12 months to December 31, 2026; CEQA status - exempt under 15061(b)(3).
12. Approval of Amendment #1 to Contract C23184669A With LifeMoves to Extend the Contract by Two Years Through July 1, 2025 – June 30, 2027 in the Amount of $512,377 for a Total Contract Value Not To Exceed $972,377 for the Provision of Homeless Outreach Service; and Amend the FY 2026 Budget in the General Fund and the Permanent Local Housing Allocation (PLHA) Grant Fund; CEQA Status – Not A Project.
13. QUASI-JUDICIAL. 3150 El Camino Real [24PLN-00231]: Approval of a Vesting Tentative Map to Merge Five Parcels Together to Create One 111,030-Square-Foot Parcel to Facilitate Construction of 368 New Residential Rental Units. CEQA Status: Streamlined CEQA Review in Accordance with Section 15183. Zoning District: CS (Service Commercial).
Supplemental Report added
3 August 11, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.
14. FIRST READING: Adoption of an Ordinance to align chair and vice chair selection language for the Parks and Recreation Commission (Palo Alto Municipal Code Ch. 2.25) and the Architectural Review Board (Palo Alto Municipal Code Ch. 2.21) with the City’s other Boards, Commissions, and Committees (BCCs); and Adoption of a Resolution doing the same for the Storm Water Management Oversight Committee – CEQA Status:
Not a Project
15. FIRST READING: Adoption of an Ordinance Adding PAMC Chapter 16.15 to Restate Procedures for Expedited Permitting of Electric Vehicle Charging Systems to Comply with State Law. CEQA Status: Exempt under CEQA Guidelines Section 15061(b)(3).
CITY MANAGER COMMENTS (8:20 - 8:35 PM)
BREAK (15 MINUTES)
ACTION ITEMS (Item 16: 8:50 - 9:05 PM, Item 17: 9:05 - 10:30 PM) Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.
16. PUBLIC HEARING: Consideration of Objections for Weed Abatement Assessments; and Adoption of Resolution Confirming the Weed Abatement Report and Ordering Abatement Costs to be a Special Assessment on the Properties Specified in the Report; CEQA status - categorically exempt.
17. Approval of Resolutions Amending the Amended and Restated Water Supply Agreement Between the City and County of San Francisco and Wholesale Customers in Alameda County, San Mateo County and Santa Clara County and the Updated Tier 2 Drought Response Implementation Plan; CEQA Status: Not a Project and Categorically Exempt under CEQA Guidelines Sec. 15307, 15308
ADJOURNMENT
INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action or discussion during this meeting’s agenda.
A.
City Council Summer Recess Report
4 August 11, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.
B.
City of Palo Alto Monthly Investment Activity Report for May 2025 (Unaudited) C.
City of Palo Alto Monthly Investment Activity Report June 2025 (Unaudited) D.
Fiscal Year 2025 Annual Evaluation Report for the Santa Clara County Multi-Jurisdictional Program for Public Information on Flood Preparedness and Awareness, and the Resulting Community Rating System Flood Insurance Discounts
OTHER INFORMATION
Standing Committee Meetings this week
Policy & Services Committee August 12, 2025
Public Comment Letters
Schedule of Meetings
SUPPLEMENTAL / AMENDED AGENDA ITEMS
13. QUASI-JUDICIAL. 3150 El Camino Real [24PLN-00231]: Approval of a Vesting Tentative Map to Merge Five Parcels Together to Create One 111,030-Square-Foot Parcel to Facilitate Construction of 368 New Residential Rental Units. CEQA Status: Streamlined CEQA Review in Accordance with Section 15183. Zoning District: CS (Service Commercial).
Supplemental Report added
5 August 11, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.
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6 August 11, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
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7 August 11, 2025
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
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City Council
Staff Report
From: City Manager
Report Type: STUDY SESSION
Lead Department: Planning and Development Services
Meeting Date: August 11, 2025
Report #:2505-4640
TITLE
4256 El Camino Real [25PLN-00095]. Request for Council Prescreening to Rezone the Subject Property from Commercial Services to Planned Community/Planned Home Zoning and to Allow Construction of a Multi-Family Apartment Complex with 120 Units in a Six-Story Structure on a 25,950-Square-Foot (0.6 Acre) Site. CEQA Status: Not a Project.
RECOMMENDATION
Staff recommends that Council conduct a prescreening and provide informal comments regarding the applicant’s request to rezone 4265 El Camino Real from Service Commercial (CS) to Planned Community/Planned Home Zoning (PHZ).1 Comments provided during the prescreening process are not binding on the City nor the applicant.
EXECUTIVE SUMMARY
This prescreening is a request by the applicant to rezone the subject property, which is currently zoned Service Commercial (CS) to “Planned Home Zoning (PHZ).” The project site is 25,950 square feet, and currently has a valid Planning Entitlement for a five-story hotel. The new project includes construction of a 92,700-square-foot building (3.57:1 Floor Area Ratio) with 120 residential rental units.
In accordance with Palo Alto Municipal Code (PAMC) Section 18.79.030(A), a prescreening review is required for legislative changes, including rezoning, prior to submittal of a formal application. Prescreenings are intended to solicit early feedback on proposed projects and, like all study sessions, cannot result in any formal action. Since this proposal may return to the City Council as a formal application, Councilmembers should refrain from forming firm opinions supporting or opposing the project.
Following this prescreening, the applicant may choose to file a formal application to amend the zoning for the site. Planned Community Rezoning applications require an initial review by the Planning and Transportation Commission (PTC) followed by a formal recommendation from the 1 Referred to in this report as "Planned Home Zoning" to emphasize the focus on housing as the benefit to the community. PAMC Section 18.38, which outlines the requirement and process for Planned Community (PC) Zoning, remains the underlying code supporting application of this policy.
Item 1
Item 1 Staff Report
Item 1: Staff Report
Pg.
1 Packet Pg. 8 of 627
Architectural Review Board, a formal recommendation from the PTC, and Council’s final decision as set forth in PAMC Chapter 18.38.
BACKGROUND
On February 3, 2020, Council unanimously endorsed using Planned Home Zoning (PHZ) for housing and mixed-use housing projects to help spur housing production. In exchange for deviation from the development standards, as allowed under the rezoning if approved by Council, the project must include at least 20% of the housing units as deed restricted, or equivalent based on a menu of options, for lower income households.
Prior Entitlement
In 2020, the Planning Director approved a five-story, 51,300 square foot hotel project with 96 guest rooms and 85 parking spaces. This entitlement was modified in 2021 under 21PLN-00034, to reduce the provided parking for the site in conjunction with a request for a Director’s Parking adjustment.
As detailed in the Project Description letter (Attachment C), the applicant states that the approved entitlement is no longer viable, and the property owner is interested in developing a housing project instead. The building and demolition permits for the hotel project were issued in 2023 and demolition work is complete. Therefore, the site is currently vacant. The building permits for the approved hotel will expire in September 2025 and may apply for a 180-day extension prior to then. The permit cannot be further extended beyond March 2026.
Project Description
The preliminary schematic drawings, included in Attachment F, are conceptual, as is appropriate at this stage of project consideration. As shown in these schematic drawings, the applicant is proposing an approximately 92,700-square-foot multi-family residential building with 120 rental units. The units would be a mix of studio (55), one-bedroom (55), and two- bedroom (10) units. The proposed project would have a lot coverage of approximately 22,550 square feet. The footprint of the building complies with all required setbacks. The proposed development would be six stories tall. The ground floor would contain 100 parking spaces and amenity space, with the apartments on the upper five floors. The proposed height is 79 feet, six inches. This does not include the height of the rooftop mechanical equipment, which extends to 91 feet.
The pedestrian and vehicle entrances are located along El Camino Real, with the vehicle entry in approximately the center of the site. The units include private open space with balconies ranging 45 to 150 square feet in area. They protrude into the setbacks in a manner allowed by the zoning code. A 3,170-square-foot second-floor courtyard and 5,520-square-foot roof deck also would provide common open space.
Item 1
Item 1 Staff Report
Item 1: Staff Report
Pg.
2 Packet Pg. 9 of 627
Surrounding Uses
This property is located on El Camino Real. It is not a Housing Element Site, and it is not within the El Camino Focus Area; however, it is within the Housing Incentive Program area. This property is zoned CS, though it does not contain any non-residential uses as it is currently vacant. The Palo Alto Redwoods condominium community surrounds the project side to the north and west, as well as a portion of the southern perimeter. To the south is a two-story real estate office. The surrounding vicinity includes a variety of one-to-four-story buildings including multi-family and single-family residential, several hotels/motels, and the Palo Alto [Elks] Event Center. The nearby Crown Plaza hotel is seven stories, but it is setback significantly (generally 100 to 300 feet) from the street and adjacent buildings.
In 2023, as a part of the public hearings regarding Zoning Code changes associated with the 2023-2030 Housing Element, the Palo Alto Redwoods HOA recommended changes to PAMC Chapter 18.16 to treat residential properties in commercial zoning districts (such as Palo Alto Redwoods) the same as residential properties in residential zoning districts (Attachment D). In particular, this includes 10-foot setbacks from residential properties, and a daylight plane identical to the adjacent residential property. This requested amendment to the Zoning Code has not been implemented as other higher priority projects have taken precedent, but could be considered as part of a future comprehensive update of the Zoning Code. If this recommendation were to be incorporated into the Zoning Code, it would impose a greater side setback (10 feet) than proposed with this project (six-foot side setback). For this project, because Palo Alto Redwoods was not subject to a daylight plane, the suggested code modification would not impact the proposed project.
Additionally, there are several mature Redwood trees on both sides of the property lines shared between the project site and Palo Alto Commons. The plan set does not currently show any existing trees or proposed future landscaping, as the plans are still preliminary. Protection of existing Redwood trees is a staff priority, and this will be further evaluated as a part of a formal submittal. The trees also provide privacy screening between the sites.
ANALYSIS
Staff will prepare a thorough analysis of the Zoning Code and Comprehensive Plan compliance upon submittal of a formal application, if filed. A review of the conceptual plans, below, summarizes staff’s preliminary review of the proposal and highlights key policy considerations associated with the applicant’s request.
Comprehensive Plan Compliance
The Comprehensive Plan designation is Service Commercial. High-density housing is identified as an allowed use in some locations within this land use designation, including this one within the Housing Incentive Program area. This property is not identified as a Housing Inventory site in the City’s Housing Element, nor was it in the previous 2015-2023 Housing Element Cycle. If the proposed project were to move forward, the housing units it creates would increase the Item 1
Item 1 Staff Report
Item 1: Staff Report
Pg.
3 Packet Pg. 10 of 627
City’s Regional Housing Allocation Needs (RHNA) buffer.
Zoning Compliance
In April 2019, Council amended the Zoning Code to encourage high density housing along El Camino Real, and modified the Palo Alto Municipal Code (Ordinance 5460) to establish the Housing Incentive Program (HIP) to apply to housing projects within these blocks. These regulations were further updated in April 2025. The updated HIP incentives include a 2.85 Floor Area Ratio (FAR), no maximum density or lot coverage, and reduced parking requirements.
For PHZ rezoning projects, Council has the authority to set the parameters for most development standards, which would be reflected in the tailored ordinance for the new PHZ District. However, for informational purposes, Attachment B compares the development standards under the current CS zone district with HIP with the proposed project in order to assist Council in considerations of how these deviations relate to the proposed public benefits of the project.
In comparison to the existing zoning, the applicant is requesting the following deviations from the existing CS zone district development standards:
A 3.57:1 FAR where a maximum of 0.6 FAR is allowed for residential use (2.85 is allowed under the HIP; 3.5 would be allowed under the HIP if the it were a Housing Element opportunity site);
An 87% lot coverage where up to 50% is allowed (100% is allowed under the HIP); 79 feet, six inches height where up to 50 feet is allowed (60 feet is allowed under the HIP);
No retail-like use(s), where 3,300 square feet of retail-like use(s) is required (see further discussion below);
121 square feet of useable open space per unit where minimum of 150 square feet are required. The CS district allows for this to be a combination of private and shared open space.
100 parking spaces where 140 parking spaces are required, prior to adjustments (125 would be required under the HIP); and
No loading space is proposed.
The project also deviates from several Objective Design Standards in PAMC Chapter 18.24, such as:
Stepback (PAMC 18.24.050(b)(1)): The building massing as proposed is not stepped back where it is more than 20 feet taller the average height of an adjacent building. This step back would start within two vertical feet of the height of the adjacent building. The step back would be a minimum depth of six feet along both the façade on the primary building frontage and the facing façade of the adjacent building, and the step shall occur for a minimum of 70% of each façade length.
Item 1
Item 1 Staff Report
Item 1: Staff Report
Pg.
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Façade Modulation (PAMC 18.24.050(b)(3)): Additional information would be needed to analyze the façade modulation depth; however, it appears that the recesses may need to be deeper in some areas
Parking Location/Screening (PAMC 18.24.060(b)(7)(B)): This project proposes ground- level parking rather than underground. In order to do so, it must also be lined with commercial or habitable uses with a minimum depth of 20 feet along the street frontage. The alternative is to fully underground the parking (PAMC 18.24.060(c)(7)). Privacy and Transitions to Residential Uses (PAMC 18.24.050(b)(2)(D) and (E)): The proposed balconies and windows within 30 feet of windows, balconies, and private open space at Palo Alto Redwoods do not utilize privacy measures such as high sills, obscured glazing, or angling away from the property lines. A sight line analysis will be required in the formal submittal.
Miscellaneous: Some details, particularly regarding landscaping, are not included in the conceptual plans. As the project moves forward to the formal review, additional Objective Design Standards may be identified.
Not all projects are required to meet the Objective Design Standards, as a project may opt to use the subjective Contextual Design Criteria instead.
Retail Preservation
Prior to the demolition associated with the current entitlement, this property was the location of Su Zhe Eatery. The previous building was 3,300 square feet. The approved hotel is a retail- like use, and therefore the hotel entitlement was consistent with the Retail Preservation requirements (PAMC 18.40.180). However, the proposed residential project would not be consistent with the City’s Retail Preservation requirements, as it is not eligible for the Housing Element Opportunity Site exemption.
Prior to April 2025, it could have been allowed to replace only 1,500 as a HIP project. At this time, under the most recent code change that exemption was removed for non-Housing Element Sites along El Camino Real (as part of an “interim retail node”). If retained in a Retail Preservation Node, this project would need to provide approximately 3,300 square feet of a retail or retail-like use. However, a revised El Camino Real Retail Node map has been prepared and recommended by the PTC. The revised map recommended by PTC does not include this site in a Retail Preservation Node and is expected to be considered by Council prior to submittal of a formal application on this project.
PC Special Requirements
The project would be subject to one of the special standards for PCs as set forth in PAMC Section 18.38.150, as there is one R-1 zoned property within 150 feet of the project site.
However, the R-1 zoned property is located approximately 149 feet from the site; therefore, all portions of the proposed improvements are outside the 150 foot setback and are not subject to the height limitations required for structures within 150 feet of properties zone R-1. The site is Item 1
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also not abutting an RE, R-1, R-2, RMD, RM, or residential PC district. Therefore, the other special requirements for setbacks and daylight plane do not apply.
Housing Incentive Program or State Density Bonus Law Alternatives As an alternative to the PHZ process the applicant could consider two options. One option would be to utilize the Housing Incentive Program process, which allows for some deviations to the base zoning standards. As noted above, these include increases in FAR 2.85:1, lot coverage to 100%, and height to 60 feet. It also allows for a reduction in parking to 125 spaces. This would require reducing the scope of the project (both the quantity and size of proposed units) in a manner the applicant believes is not economically viable.
Alternatively, the applicant could propose a State Density Bonus Law project and may request waivers and concessions from certain standards in accordance with State Density Bonus Law requirements. However, because the CS zone does not regulate maximum density, a density bonus is calculated instead as FAR; the highest FAR achievable under State Density Bonus Law would be 1.2:1 (a 100% bonus). In addition, the applicant would be required to provide a significant percentage of the units at BMR in order to achieve the proposed density increase (for example, 24% of units affordable to low income households and an additional 15% of units affordable to moderate income households).
Multi-Modal Access & Parking
Valley Transit Authority (VTA) bus line 22 is the nearest bus line to the project site. The VTA Rapid 522 line bypasses the nearest stop but stops at Arastradero Road/W Charleston Road approximately a quarter mile from the project site. The San Antonio Caltrain station is located approximately 1.1 miles from the project site. This project has not yet been analyzed for consistency with the City’s Bicycle and Pedestrian Transportation Plan and other transportation policies such as Council’s Local Transportation Impact Analysis Policy adopted on June 15, 2019 (CMR 11256). This analysis would be conducted as a part of any formal application and reviewed by the Office of Transportation.
Parking
All parking is proposed in one level of at-grade parking. Access to the parking garage would be provided from El Camino Real through a single entrance/exit. Of the 100 proposed parking spaces, 96 would be in two tandem puzzle lift systems. It has not been specified if these stackers will be EV-ready. Under the zoning code, 140 stalls would be required based on the sizes of the housing units. No loading space is proposed, where one is required for residential buildings with more than 50 units.
Bicycle parking is currently shown within the ground level parking garage, with access from the side yard. The proposed bike parking area holds 120 bikes, consistent with the zoning code. The bike room meets or can be designed to meet the requirements of a Restricted-Access Bicycle Item 1
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Enclosure as defined in PAMC 18.54.060(a)(2)(B). Twelve short-term bicycle stalls will also be available, consistent with the zoning code.
Inclusionary Requirement and Jobs Housing Imbalance
The intent of limiting PHZ projects to residential and residential mixed-use is to address the job/housing imbalance and to support increased housing production within the City, consistent with the City’s RHNA allocation. PHZ projects are required to provide more housing than jobs on site. As this is a 100% residential project, no new jobs would be created.
The project is required to provide 20% of the units at Below Market Rate at an average of 80% AMI in accordance with Council’s requirements for projects seeking to rezone using the PHZ process. The applicant is currently proposing 15% BMR units (18 units) with 1 of the units offered at a rate affordable to very-low income, 14 of the units provided at a rate affordable to low income, and three of the units provided at a rate affordable to moderate income. Option 2 presented in the June 23, 2020 Council staff report3 provides greater weight and flexibility towards providing very-low income units, however this proposal falls short of that with a weighted value of only 17.1% and would need to be adjusted to meet the 20% threshold. 4256 El Camino Real Below Market Rate Unit Calculation
Income Level
Area Median
Income
Weighted
Value
Number
of Units
% of Actual
Units Weighted %
Extremely-low
Income 16-30% 1.9 0 0.0% 0%
Very-low Income 31-50% 1.9 1 0.8% 2%
Low Income 51-80% 1.2 14 11.7% 14%
Below
Market Rate
Units Moderate Income 81-120% 0.6 3 2.5% 2%
Typical Units
Above Moderate
& Market Rate 121% + 0 102 0%
Total 120 15.0% 17.1%
POLICY IMPACT
Pre-screenings are intended to solicit early feedback on proposed projects and, like all study sessions, cannot result in any formal action. Therefore, informal comments from Councilmembers would not impact policy.
FISCAL/RESOURCE IMPACT
The proposed project would replace an entitled hotel project, resulting in the loss of 3 June 23, 2020 Council staff report. https://www.paloalto.gov/files/assets/public/v/1/agendas-minutes- reports/reports/city-manager-reports-cmrs/year-archive/2020/id-10715.pdf Item 1
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potential transient occupancy tax revenue that may have been obtained through development of the hotel. However, there would be no loss in existing revenue as the site is currently vacant.
The increase in residential units would likely generate higher property tax revenue and add residents who consume goods and services within the city.
The prescreening and any future formal application are funded by applicant fees. The project would also be subject to impact fees to address its effects on public services and infrastructure.
STAKEHOLDER ENGAGEMENT
The Palo Alto Municipal Code requires notice of this public hearing be published in a local paper and mailed to owners and occupants of property within 600 feet of the subject property at least ten days in advance. Notice of a public hearing for this project was published in the Daily Post on July 31, which is 10 days in advance of the meeting. Postcard mailing occurred on July 29, which is 12 days in advance of the meeting.
As of the writing of this report ten project-related public written comment were received. The majority of the commentors are residents of the Palo Alto Redwoods condominiums. The public comment is included in Attachment E. Some recurring concerns include:
Increased traffic congestion
Not enough parking for the proposed number of units, as well as the parking spaces proposed in parking lift systems
A lack of setbacks and/or stepbacks from the neighboring residences Privacy between the Palo Alto Redwoods residences and the proposed projects’ Importance of protecting existing redwood trees, including for privacy
ENVIRONMENTAL REVIEW
The prescreening is a preliminary review process in which Councilmembers may provide comment, but no formal action will be taken. Therefore, no review under the California Environmental Quality Action (CEQA) is required at this time. A full review in accordance with CEQA would be initiated with the formal filing of a development application.
ATTACHMENTS
Attachment A: Location Map
Attachment B: Zoning Comparison Table
Attachment C: Applicant’s Description Letter
Attachment D: 2023 Neighbor Comments
Attachment E: Neighbor Comments on Prescreening Application Attachment F: Project Plans
APPROVED BY: Jonathan Lait, Planning and Development Services Director Item 1
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Crowne Plaza Cabana Hotel
Palo Alto_Redwoods
Sky Ranch Motel
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38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
225.2'
60.0'
38.5'
29.0'
53.7'
47.8'
6.5'
48.5'
29.9'
5.0'30.8'
54.1'
77.3'
89.7'
42.0'
153.2'
151.2'
40.2'
10.0'
19.0'
10.0'
17.0'
53.0'
11.3'
25.0'
10.5'
113.2'
240.2'
24.3'
9.1'
40.2'
23.0'
109.7'
16.0'12.7'
34.1' 12.6'
144.9'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
175.2'
94.1'
80.0'
15.6'
78.3'
29.0'
41.5'
47.8'
6.5'
48.5'
29.9'5.0'
30.8'
54.1'
77.3'
89.7'
42.0'
1 35.7'
51.3'51.3'
101.6'
72.7'72.7'
67.2'
82.7'
.3'
81.6'
81.6'
34.8'
87.7'
102.0'
67.4'
72.4'72.4'
34.3'
87.6'
120.0' 189.9'
189.9'
189.9'
189.9'
189.9'
189.9'
189.9'
149.5'
149.9'
112.1'
100.0'
100.0'
112.1'
4232
4250
4275
260
4262
563
553
550
4230
4234
4238
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4245
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4257
4265
4269
4256
4260
4290
4249
4256A
EL CA
MINO RE
AL
EL CAMINO REALRT
C
T
CS (L)
CS
PC-4448
CS
This map is a product of the
City of Palo Alto GIS
This document is a graphic representation only of best available sources.
Legend
Project Site
Current Features
0' 70'
Attachment A:
Location Map
4256 El Camino Real
CITY OF PALO ALTO
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D
CAL I FORN IA
P a l o A l t o
T h e C i t y o f
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4 The City of Palo Alto assumes no responsibility for any errors. ©1989 to 2016 City of Palo Alto ekallas, 2025-06-12 15:23:51
Attachment A. Location Map (\\cc-maps\Encompass\Admin\Personal\Planning.mdb) Item 1
Attachment A - Location Map
Item 1: Staff Report
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8 3
4 1
ATTACHMENT B
ZONING COMPARISON TABLE
4265 El Camino Real, 25PLN-00095
Table 1: COMPARISON WITH CHAPTER 18.16 (CS DISTRICT), 18.14 (HOUSING INCENTIVE PROGRAM (HIP)) and 18.38.150 (PC SPECIAL REQUIREMENTS)
Development Standards
Regulation Required Proposed Residential Project
Minimum Site Area, width and
depth
None 25,950 square feet (0.6 acres)
Minimum Front Yard 0-10 feet to create an 8- to 12-
foot effective sidewalk width (1), (2),
(8)
Varies 5 feet 9 inches to 16 feet 8
inches
Rear Yard 10 feet for residential uses 10 feet 2 inches Interior Side Yard None 6 feet
Min. yard for lot lines abutting or
opposite residential districts or
residential PC districts
10 feet (2)
Does not apply as the abutting
properties are zoned CS
Not Applicable
Build-to-lines 50% of frontage built to setback
on El Camino Real
Complies
Max. Site Coverage 50% (12,975 square feet)
100% for HIP
87% (22,550 square feet)
CS Max. Building Height (5) 50 feet
35 feet for portions of a site
within 150 feet (or 50 feet (5)) of
an abutting residential district.
60 feet for HIP
79 feet 6 inches
PC Special Requirements for
height
35 feet when within 150 feet of R-
1, no restriction otherwise.
79 feet 6 inches
CS Daylight Plane for lot lines
abutting one or more residential
zone districts other than an RM-
40 or PC Zone
None, as the abutting properties
are zoned CS
Not Applicable
PC Special Requirements for
Daylight Plane
None, as the abutting properties
are zoned CS
Not Applicable
Max. Floor Area Ratio (FAR) 0.4:1 (10,380 square feet) for residential use, plus non-
residential uses up to a total of
1.0:1
2.85:1 for HIP (73,957 square feet)
3.57:1 (92,700 square feet) 100%
residential
Item 1
Attachment B - Zoning
Comparison Table
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Residential Density 30 du/ac per CS Zone
No maximum density per HIP
200 du/ac
(120 units proposed)
Minimum Useable Open Space 150 square feet per unit Common Open Space Provided:
3,170 + 5,520 = 8,690 square feet
or 72.4 square feet per unit
Private Open Space: 5,840 square
feet or 48.7 square feet per unit
Average total per unit 121.1
square feet
Minimum Mixed-use Ground Floor
Commercial FAR
This property is subject to Retail
Preservation. Previous restaurant
was 3,300 square feet.
0 square feet
(1) No parking or loading space, whether required or optional, shall be located in the first 10 feet adjoining the street property line of any required yard.
(2) Any minimum front, street side, or interior yard shall be planted and maintained as a landscaped screen excluding areas required for access to the site. A solid wall or fence between 5 and 8 feet in height shall be constructed along any common interior lot line.. (5) Distance shall be measured from the property line of the subject site. 150-foot measurement may be reduced to 50 feet at minimum, subject to approval by the Planning Director, upon recommendation by the Architectural Review Board pursuant to criteria set forth in Chapter 18.76.
(6) The initial height and slope shall be identical to those of the most restrictive residential zone abutting the site line in question. (7) 25 foot driveway access permitted regardless of frontage, build-to requirement does not apply to CC district. (8) A 12 foot sidewalk width is required along El Camino Real frontage Table 2: CONFORMANCE WITH CHAPTER 18.52 (Off-Street Parking and Loading) Type Required Proposed
Vehicle Parking 1 per unit 1 bedroom or Studio
2 per unit 2+ bedroom
140 spaces total
100 spaces proposed
Bicycle Parking 1 LT space per unit (120)
1 ST space per 10 units (12)
120 long term
12 short term
Loading Space 1 loading space for a building with
50+ units
None
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Attachment B - Zoning
Comparison Table
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Item 1
Attachment C - Applicant’s
Description Letter
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Item 1
Attachment C - Applicant’s
Description Letter
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From: Kristi Bascom
To: Kou, Lydia; Stone, Greer; Burt, Patrick; Lauing, Ed; Lythcott-Haims, Julie; Tanaka, Greg; [email protected]; Clerk, City
Cc: Sharlene Carlson; [email protected]; Julie Baskind; Laura D. Beaton Subject: Request for action on 11/13/2023 City Council Meeting Agenda Item 9 Date: Tuesday, November 7, 2023 12:56:44 PM
Attachments: image001.png
PAR letter to PACC re Agenda Item 9 for 11.13.2023.pdf
You don't often get email from [email protected]. Learn why this is important CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links.
Dear Honorable Mayor and Councilmembers,
Please accept the attached request for Council action on Item #9 on the 11/13/2023 City Council agenda (Ordinance Implementing Program 1.1A and 1.1B of the Housing Element, Including: 1) New Chapter 18.14: Housing Incentives, and 2) Modifications to Base Zoning Districts Throughout Title 18).
We represent the Palo Alto Redwoods Homeowner’s Association (PAR), a community of 117 market rate and affordable condominiums located at 4250 El Camino Real.
For some
time, PAR has been exploring ways to ensure that their wholly-residential community receives protection from the impacts of neighboring commercial uses such as late night noise, impacts to privacy, and protection of the daylight plane.
To achieve this goal for
PAR, and to also benefit other existing and future residential communities in the City facing similar issues, we have identified a few minor zoning text amendments.
The details are
explained in the attached letter, but in short, PAR is requesting Council’s support to supplement the zoning text amendments proposed by Staff in Agenda Item #9 with the additional language we’re proposing.
We believe our amendments can be added to the
Ordinance that the Council is considering for adoption which is already amending relevant sections of Title 18.
We believe these additional amendments can help demonstrate Palo Alto’s commitment to supporting residential neighborhoods.
Thank you in advance for your consideration.
Sincerely,
Kristi Bascom
Kristi Bascom
Urban Planner
Shute, Mihaly & Weinberger LLP
396 Hayes Street
San Francisco, CA 94102-4421
p: 415/552-7272 x 202 | c:
925/872-6327
www.smwlaw.com | A San Francisco Green Business
Item 1
Attachment D - 2023
Neighbor Comments
Item 1: Staff Report
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November 7, 2023
Via Electronic Mail Only
Honorable Mayor Lydia Kou and Members of the City Council City of Palo Alto
E-Mail: [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected],
Re: 11/13/2023 City Council Meeting Agenda Item 9: Ordinance Implementing Program 1.1A and 1.1B of the Housing Element, Including:
1) New Chapter 18.14: Housing Incentives, and 2) Modifications to Base Zoning Districts Throughout Title 18
Dear Honorable Mayor and Members of the Palo Alto City Council:
I am writing on behalf of the Palo Alto Redwoods Homeowners Association (“PAR”) to propose a few minor but important revisions to the Title 18 Zoning Ordinance Amendment you are considering at the Council meeting on November 13, 2023. These revisions will help ensure that higher density housing constructed on properties zoned for commercial uses will be treated like the residential uses they are. These proposed revisions will apply to new housing development as well as existing residential properties that have been built in commercial zones.
The revisions will demonstrate Palo Alto’s commitment to ensuring that new neighborhoods – often created in non-traditional areas – are buffered from impacts created by commercial neighbors such as noise, reduction in access to daylight, and impacts to privacy.
The specific zoning ordinance revisions proposed by PAR are shown in redline in Attachments 1 and 2 to this letter. Generally speaking, the text revisions extend protections that currently apply to “residentially zoned property” and apply them to “exclusively residential uses” as well. This means that whether a property is zoned residential, commercial, or mixed use, if the property is developed with a wholly residential use, it will be provided the same protection from inadvertent impacts. The proposed amendments are to PAMC Section 18.16.040(b), which protects residential uses from the impacts of late night activities, and to PAMC Section
18.16.060, which includes development standards for mixed-use and non-residential uses including requirements for setbacks, building height, and daylight plane.
Item 1
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Neighbor Comments
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Honorable Mayor Lydia Kou and Members of the City Council November 7, 2023
The proposed changes would not only provide these basic protections to the Palo Alto Redwoods community, but it would also apply other existing residential communities. Likewise, it would apply to the thousands of future residential units that the City is incentivizing through implementation of the Housing Element, many of which are likely to be sited on commercially- zoned land. Simply put, it is most fair and efficient to treat all exclusively residential properties similarly. Further, not adopting the changes could easily result in an increased burden on the City when future residents on commercially-zoned properties appeal or otherwise contest adjacent commercial development to try to get the same projections that residentially-zoned properties enjoy.
In light of the City’s current efforts to update its zoning code, PAR believes this is an ideal opportunity for the City to consider these minor changes. We submitted a letter to the Planning and Transportation Commission when they reviewed the Ordinance Amending the Palo Alto Municipal Code Title 18 (Zoning) to Implement Housing Element Programs 1.1A and 1.1B at their meeting on October 11, 2023 and asked for their consideration, but they were not able to act on the request (see Attachment 3). The City Council, however, can choose to do so. PAMC Section 18.80.100 (Action by City Council) states: “After consideration of the recommendation of the planning commission, and the completion of a public hearing, if any, the council may approve, modify, or disapprove the proposed change of-district boundaries or change of any other provisions of this title. Should the council determine that a change of district boundaries or change of any other provisions of this title shall be appropriate, such change shall be accomplished by ordinance.” Therefore, PAR respectfully requests that the City Council incorporates these additional zoning text amendments into the Title 18 ordinance being considered in Item 9 at the November 13, 2023 public hearing.
We believe that PAR’s proposed amendments are covered under the public noticing completed for Item 9, as it broadly described the project as an “Ordinance Implementing Program 1.1A and 1.1B of the Housing Element, Including: 1) New Chapter 18.14: Housing Incentives, and 2) Modifications to Base Zoning Districts Throughout Title 18.” The amendments proposed by PAR fit within this description. Furthermore, PAR’s proposed text amendments will not result in an increase in housing production or other impacts beyond the text amendments already identified by City Staff. We believe that the CEQA documentation identified in the staff report that covers the proposed Amendments to Title 18 (Zoning) of the Palo Alto Municipal Code (PAMC) will cover these additional text amendments as well and no additional CEQA documentation should be required.
We believe that these requested amendments are aligned with the Housing Element efforts the City is currently implementing and are not incongruous with the zoning ordinance amendments the City Council is considering in Item 9. If PAR had to apply for this zoning text Item 1
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Neighbor Comments
Item 1: Staff Report
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Honorable Mayor Lydia Kou and Members of the City Council November 7, 2023
amendment in a separate process, the cost would be at least $30,0001, and would involve additional City Staff time and effort to process the application. Because these amendments will benefit all exclusively residential uses that have been, or will be, developed on commercially- zoned land and are adjacent to commercial properties, it seems reasonable to think that the City Council would prefer to incorporate these minor changes now.
If the City Council decides to not incorporate the proposed revisions at this time, PAR requests that the Council direct staff to study and initiate amendments to Sections 18.16.040(b) and 18.16.060 to incorporate the changes shown in Attachments 1 and 2. PAMC Sections
18.80.080 (a) and (b) allows the Council to make a motion to initiate changes to the provisions of Title 18 of their own accord.
On behalf of PAR, we truly appreciate the City Council’s consideration of this request to incorporate the text amendments shown in Attachments 1 and 2 into the Title 18 Zoning Ordinance Amendment being considered at the November 13, 2023 public hearing. Please do not hesitate to contact me if you have any questions regarding this request or if we can provide any further information that will help with the City Council’s decision. We look forward to the Council’s discussion and deliberations at the meeting on the 13th.
Very truly yours,
SHUTE, MIHALY & WEINBERGER LLP
Kristi T. Bascom, AICP
Urban Planner
Attachments:
1: Proposed revisions to PAMC Section 18.16.040(b)
2: Proposed revisions to PAMC Section 18.16.060
3: Letter submitted by PAR to the Planning and Transportation Commission dated October 10, 2023
1710592.2
1 According to the City’s Fee Schedule: $4,484.53 deposit for the prescreening, $1,345.00 public noticing fee, $9,144.54 deposit for Zone Change (Regular and Text Amendments), and $14,957.00 for the legal review of legislative/zone change. The schedule also notes that “all fees will be recovered”, so those that are a deposit are likely to increase with no cap to the potential costs incurred by the Applicant.
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1 18.16.040 Land Uses
(b) Late Night Use and Activities
The following regulations restrict businesses that operate or have associated activities at any time between the hours of 10:00 p.m. and 6:00 a.m., where such site abuts or is located within 50 feet of residentially zoned properties or properties with exclusively residential uses.
(1) Such businesses shall be operated in a manner to protect re sidential properties from excessive noise, odors, lighting or other nuisances from any sources during those hours.
(2) For properties located in the CN or CS zone districts, busi nesses that operate or have associated activities at any time between the hours of 10:00 p.m. and 6:00 a.m. shall be required to obtain a conditional use permit. The director may apply conditions of approval as are deemed necessary to assure that the operations or activities are compatible with the nearby residentially zoned property or property developed with exclusively residential uses.
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1 18.16.060 Development Standards
(a) Exclusively Non-Residential Uses
Table 3 specifies the development standards for exclusively non-residential uses and alterations to non-residential uses or structures in the CN, CC, CC(2) and CS districts. These developments shall be designed and constructed in compliance with the following requirements and the context-based design criteria outlined in Section
18.16.090, provided that more restrictive regulations may be recommended by the architectural review board and approved by the director of planning and development services, pursuant to Section 18.76.020.
Table 3
Exclusively Non-residential Development Standards
CN CC CC(2) CS Subject to regulations
in Section
Minimum Site
Specifications
Site Area (ft 2 )
Site Width (ft)
Site Depth (ft)
None required
Minimum Setbacks
Front Yard (ft)
0 - 10' to
create an 8'
- 12'
effective
sidewalk
width (1),
(2), (8)
None
Required
(8)
0 - 10' to
create an
8' - 12'
effective
sidewalk
width (1),
(2), (8)
0 - 10' to
create an
8' - 12'
effective
sidewalk
width (1),
(2), (8)
Setback lines imposed
by a special setback
map pursuant to
Chapter 20.08 of this
code
Rear Yard (ft)
None required
Interior Side Yard (ft)
Street Side Yard (ft) 20' (2) None required
Minimum Yard (ft) for lot
lines abutting or opposite
residential districts or
residential PC districts or
properties developed with
exclusively residential
uses
10’ (2) 10’ (2) 10’ (2) 10’ (2)
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2 CN CC CC(2) CS Subject to regulations
in Section
Build-To-Lines 50% of frontage built to setback (7)
33% of side street built to setback (7)
Minimum setbacks from
alleys for structures other
than public parking
garages (ft) (3)
Corner lots, from rear lot
line on the alley
Not applicable
8’
Not
applicable
Corner lots, from side lot
line on the alley None
All lots other than corner
lots 20’
Maximum Site Coverage 50% None required
Maximum Height (ft)
18.08.030
Standard
25' and 2
stories
50’ 37’ (4) 50’
Portions of a site within
150 ft. of an abutting
residential district (other
than a PC zone) or within
150 ft. of an abutting
property developed with
exclusively residential
uses. (9)
35’ 35’ 35’
Maximum Floor Area
Ratio (FAR) 0.4:1 2.0:1 0.4:1 18.18.060(e)
Maximum Floor Area
Ratio (FAR) for Hotels N/A - (5) 2.0:1 2.0:1 18.18.060(d) Daylight Plane for lot
lines abutting one or
more residential zone
districts other than an
RM-40 or PC zone or for
lot lines abutting a
property developed with
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3 CN CC CC(2) CS Subject to regulations
in Section
exclusively residential
uses.
Initial Height at side or
rear lot line (ft) - (6) - (6) - (6) - (6)
Slope - (6) - (6) - (6) - (6)
(1) No parking or loading space, whether required or optional, shall be located in the first 10 feet adjoining the street property line of any required yard. (2) Any minimum front, street side, or interior yard shall be planted and maintained as a landscaped screen excluding areas required for access to the site. A solid wall or fence between 5 and 8 feet in height shall be constructed along any common interior lot line. (3) No setback from an alley is required for a public parking garage. (4) As measured to the peak of the roof or the top of a parapet; penthouses and equipment enclosures may exceed this height limit by a maximum of five feet, but shall be limited to an area equal to no more than ten percent of the site area and shall not intrude into the daylight plane.
(5) See additional regulations in subsection (e) of this Section 18.16.050. (6) The initial height and slope shall be identical to those of the most restrictive residential zone abutting the site line in question.
(7) Twenty-five-foot driveway access permitted regardless of frontage; build-to requirement does not apply to CC district.
(8) A 12-foot sidewalk width is required along El Camino Real frontage. (9) Distance shall be measured from the property line of the subject site. 150-foot measurement may be reduced to 50 feet at minimum, subject to approval by the Planning Director, upon recommendation by the Architectural Review Board pursuant to criteria set forth in Chapter
18.76. (b) Mixed Use and Residential
Table 4 specifies the development standards for new residential mixed use developments and residential developments. These developments shall be designed and constructed in compliance with the following requirements and the objective design standards in Chapter 18.24. Non-Housing Development Projects and Housing Development Projects that elect to deviate from one or more objective standards in Chapter 18.24 shall meet the context-based design criteria outlined in Section
18.16.090, provided that more restrictive regulations may be recommended by the architectural review board and approved by the director of planning and development services, pursuant to Section 18.76.020.
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4 Table 4
Mixed Use and Residential Development Standards
CN CC CC(2) CS Subject to regulations
in:
Minimum Site
Specifications
Site Area (ft2)
None required
Site Width (ft)
Site Depth (ft)
Minimum Setbacks
Setback lines imposed
by a special setback
map pursuant to
Chapter 20.08 of this
code may apply
Front Yard (ft)
0' - 10' to
create an 8'
- 12'
effective
sidewalk
width (8)
None
Required
(8)
0' - 10' to
create an
8' - 12'
effective
sidewalk
width (8)
0' - 10' to
create an
8' - 12'
effective
sidewalk
width (8)
Rear Yard (ft) 10' for residential portion; no requirement for commercial portion
Rear Yard abutting
residential zone district or
a property developed with
exclusively residential
uses (ft)
10’
Interior Side Yard if
abutting residential zone
district or a property
developed with
exclusively residential
uses (ft)
10’
Street Side Yard (ft) 5’
Built-to-Lines 50% of frontage built to setback (1)
33% of side street built to setback (1)
Permitted Setback
Encroachments
Balconies, awnings, porches, stairways, and similar
elements may extend up to 6' into the setback.
Cornices, eaves, fireplaces, and similar architectural
features (excluding flat or continuous walls or
enclosures of interior space) may extend up to 4' into
the front and rear setbacks and up to 3' into interior
side setbacks
Maximum Site Coverage 50% 50% 100% 50%
Minimum
Landscape/Open Space
Coverage
35% 30% 20% 30%
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5 CN CC CC(2) CS Subject to regulations
in:
Usable Open Space
(Private and/or
Common)
150 sq ft per unit (2) 18.16.090
Maximum Height (ft)
Standard 35’ (4) 50’ 37’ 50’
Portions of a site within
150 ft. of an abutting
residential district (other
than an RM-40 or PC zone)
or within 150 ft of an
abutting property
developed with
exclusively residential
uses.
35’ 35’ 35’ 35’ 18.08.030
Daylight Plane for lot
lines abutting one or
more residential zoning
districts or abutting a
property developed with
exclusively residential
uses.
Daylight plane height and slope shall be identical to
those of the most restrictive residential zoning
district abutting the lot line. If no residential zoning district abuts the lot line, the daylight plane and
slope shall be identical to that of any exclusively
residential use abutting the lot line.
Residential Density
(net)(3) 15 or 20 (9)
See sub-
section (e)
below
No
maximum
30 18.16.060(i)
Sites on El Camino Real No
maximum
No
maximum
Sites on San Antonia Rd
between Middlefield Rd
and E. Charleston Rd.
15 or 20 (9) No
maximum
Maximum Residential
Floor Area Ratio (FAR) 0.5:1(4) 0.6:1 0.6:1 18.16.065
Maximum
Nonresidential Floor
Area Ratio (FAR)
0.4:1 2.0:1 0.4:1
Total Mixed Use Floor
Area Ratio (FAR) 0.9:1 (4) 2.0:1 1.0:1 18.16.065
Minimum Mixed Use
Ground Floor Commercial
FAR(6)
0.15:1 (10)
0.15:1
(10)
0.25:1 (7)
(10)
0.15:1
(10)
Parking See Chapters 18.52 and 18.54 (Parking) 18.52, 18.54 (1) Twenty-five-foot driveway access permitted regardless of frontage; build-to requirement does not apply to CC district.
(2) Required usable open space: (1) may be any combination of private and common open spaces; (2) does not need to be located on the ground (but rooftop gardens are not included as open space except as provided below); (3) minimum private open space dimension six feet; and (4) minimum common open space dimension twelve feet.
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6 For CN and CS sites on El Camino Real and CC(2) sites that do not abut a single- or two- family residential use or zoning district, rooftop gardens may qualify as usable open space and may count as up to 60% of the required usable open space for the residential component of a project. In order to qualify as usable open space, the rooftop garden shall meet the requirements set forth in Section 18.40.230.
(3) Residential density shall be computed based upon the total site area, irrespective of the percent of the site devoted to commercial use.
(4) For CN sites on El Camino Real, height may increase to a maximum of 40 feet and the FAR may increase to a maximum of 1.0:1 (0.5:1 for nonresidential, 0.5:1 for residential). (5) Distance shall be measured from the property line of the subject site. 150-foot measurement may be reduced to 50 feet at minimum, subject to approval by the Planning Director, upon recommendation by the Architectural Review Board pursuant to criteria set forth in Chapter
18.76. (6) Ground floor commercial uses generally include retail, personal services, hotels and eating and drinking establishments. Office uses may be included only to the extent they are permitted in ground floor regulations.
(7) If located in the California Avenue Parking Assessment District. (8) A 12-foot sidewalk width is required along El Camino Real frontage. (9) Residential densities up to 20 units/acre are allowed on CN zoned housing inventory sites identified in the Housing Element. Other CN zoned sites not located on El Camino Real are subject to a maximum residential density of up to 15 units/acre. (10) In the CC(2) zone and on CN and CS zoned sites on El Camino Real, there shall be no minimum mixed use ground floor commercial FAR for a residential project, except to the extent that the retail preservation requirements of Section 18.40.180 or the retail shopping (R) combining district (Chapter 18.30(A)) applies.
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Neighbor Comments
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October 10, 2023
Via Electronic Mail Only
Jonathan Lait, Planning Director
City of Palo Alto
E-Mail: [email protected]
City of Palo Alto Planning & Transportation Commission
E-Mail: [email protected]
Re: Proposed Changes to the Palo Alto Zoning Code to Incorporate Residential Protections for the Palo Alto Redwoods Community
Dear Mr. Lait and Planning and Transportation Commissioners:
I am writing on behalf of the Palo Alto Redwoods Homeowners Association (“PAR”) to suggest a few minor but important updates to the City’s zoning code. The 117-unit Palo Alto Redwoods condominium complex located at 4250 El Camino Real, includes a diverse group of residents, with both market-rate and deed-restricted below- market-rate homes.
As you may be aware, the land where Palo Alto Redwoods is located is currently zoned as commercial. The land surrounding Palo Alto Redwoods is also zoned as commercial. Consequently, Palo Alto Redwoods – despite being a property with only residential uses – does not enjoy some of the protections that other residentially zoned properties in Palo Alto receive with respect to buffering of incompatible land uses.
PAR has explored rezoning the land where Palo Alto Redwoods is located to a high-density residential district, which would allow the community to benefit from the zoning code’s buffering protections. But City staff informed PAR in February of this year that the rezoning process could potentially cost thousands of dollars with no guarantee of success.
In light of the City’s current efforts to review its zoning code, however, PAR believes there is an opportunity for the City to consider some minor changes that could Item 1
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Jonathan Lait
October 10, 2023
benefit Palo Alto Redwoods and similarly situated communities. These changes would afford our residents many of the protections that the City’s other residentially zoned properties currently enjoy.
I have reviewed the City’s zoning code and identified two sections of the Municipal Code that that could be revised to achieve PAR’s goals with minimal changes.
These sections currently set standards for hours of operation, minimum setbacks, building height, and daylight plane for commercially zoned properties located close to residentially zoned land. By changing the refences in these code sections from “residential zoning” to “residential uses,” the zoning code would provide Palo Alto Redwoods residents similar protections as other residential zones, even though Palo Alto Redwoods is located on commercially zoned land.
This proposed change would not only provide basic protections to the Palo Alto Redwoods community. It would likewise benefit other existing and the 6,000 to 20,000 future residential properties that the City will be approving through implementation of the housing element, which are likely to be sited on commercially-zoned land. By including PAR’s proposed change in the City’s upcoming zoning changes, it would support residential uses in commercial zones by ensuring that such residential developments enjoy the same protections as residential uses on residentially zoned land. Further, not adopting the changes could easily result in an increased burden on the City when future residents on commercially zoned properties appeal or otherwise contest adjacent commercial development to try to get the same projections that residentially zoned properties enjoy. Simply put, it is most fair and efficient to treat all residential properties similarly.
I have attached redlined versions containing proposed changes to the two referenced code sections—section 18.16.040, governing hours of operation, and section
18.16.060, governing building setbacks, building height, and daylight plane. We appreciate the Planning Commission’s consideration of these changes and hope the Commission will include these minor amendments with other the other zoning changes it is currently considering.
Please do not hesitate to contact me if you have any questions or if I can provide any further information.
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Jonathan Lait
October 10, 2023
Very truly yours,
SHUTE, MIHALY & WEINBERGER LLP
Kristi T. Bascom, Urban Planner
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From: [email protected]
To: Council, City
Subject: 4256 El Camino Real Council pre-screening meeting Date: Sunday, July 27, 2025 11:23:59 AM
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i
Subject: Oppse 4256 El Camino Real : poorly designed housing project Dear Vice Mayor Vicki Veenker and council members Pat Burt, George Lu, Julie Lythcott-Haims, Keith Reckdahl, Ed Lauing, Carlos Romero, and Webster Lincoln,
I am writing to express my concerns regarding the 4256 Elcamino Real poorly designed housing project.
As a resident of the neighborhood, I believe this matter could significantly affect the immediate community in terms of congextive traffic, high desnity living conditon with studio and one bedroom units, inadequate parking spaces in proposal.
Concern:
Tracffic congestion on already crowded Major road: El Camino Real .
There are only 100 parking spaces for 100 units.
Units breakdown:
44 studios
44 one bedroom units
8 two bedroom units
4 three bedroom units
-----------------------------------
100 total units.
Puzzle Lift Stacker parking style:
Each Puzzle module can hold 6-50 cars.
Drivers park their car in entry platform, and lifted to available spot.
Only one car can go in and out of the system - commute hours will create problems for residents.
Need to empty grocery, backpacks or furniture before car enters platform (takes time).
During power outage, no car can go in or out.
Imagine during busy time to go to work or school, you have to load everything into your care before driving away from the platform.
Please remember On El Camino Real where we have designated bike lanes,there is no parking on the street where you can load or unload your stuff from your car before you enter or exit the car platform.
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Please STOP this poorly designed project.
__________________________________________________________________________________ No Plaza, rest area or clubhouse or swimming pool either, for the well- being of the residents who live in a small cram space:studios or one bedrooms.........
We need to have quality housing - not boxed homes like in the slump areas or housing projects in SAn Francisco. We need livable housing.
Please don't give up quality of living in Palo Alto for Quantity housing projects in government subsidized areas.
Thank you very much for your time. I believe addressing these 2 main concerns will lead to better outcomes for both current and futrue residents.
I appreciate your attention to this matter and encourage the city council to take these concerns into careful consideration.
Sincerely,
Mary Young
Charleston Meadow resident
[email protected]
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From: JS
To: Council, City
Subject: 4256 El Camino Real Council pre-screening meeting Date: Sunday, July 27, 2025 11:30:04 AM
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i
Subject: Oppse 4256 El Camino Real proposal
Dear Mayor Stone, Vice Mayor Vicki Veenker, Pat Burt, George Lu, Julie Lythcott-Haims, Keith Reckdahl, Ed Lauing, Carlos Romero, and Webster Lincoln,
I am writing to express my concerns regarding the 4256 El Camino Real poorly designed housing project.
As a resident of the neighborhood, I believe this matter could significantly affect the immediate community in terms of congextive traffic, high desnity living conditon with studio and one bedroom units, inadequate parking spaces in proposal.
Concern:
1. Puzzle Lift Stacker parking style:
Each Puzzle module can hold 6-50 cars.
Drivers park their car in entry platform, and lifted to available spot.
Only one car can go in and out of the system - commute hours will create problems for residents.
Need to empty grocery, backpacks or furniture before car enters platform (takes time).
During power outage, no car can go in or out.
Imagine during busy time to go to work or school, you have to load everything into your care before driving away from the platform.
Please remember On El Camino Real where we have designated bike lanes,there is no parking on the street where you can load or unload your stuff from your car before you enter or exit the car platform.
Please ask developer to add more parking spaces.
__________________________________________________________________________________
2. No Plaza, rest area or clubhouse or swimming pool either, for the well- being of the residents who live in a small cram space:studios or one bedrooms.........
We need to have quality housing - not boxed homes like in the slump areas or housing projects in SAn Francisco. We need livable housing.
Please don't give up quality of living in Palo Alto for Quantity housing projects in government subsidized areas.
This message needs your attention
This is a personal email address.
This is their first email to your company.
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Thank you very much for your time. I believe addressing these 2 main concerns will lead to better outcomes for both current and futrue residents.
I appreciate your attention to this matter and encourage the city council to take these concerns into careful consideration.
Sincerely,
Jee Smith
Ventura resident
[email protected]
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From: Diane Walker
To: Council, City
Cc: Diane Walker
Subject: 4256 El Camino Project Review
Date: Sunday, July 27, 2025 6:47:14 PM
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Hello:
I am concerned about proposed plan for 4256 El Camino because it is totally oversized for this small / shallow parcel of land. The Redwoods condominium complex next door is primarily 3 stories height with only 4 set-back units at 4 stories. The plan for new construction is a 6 story design with no set-backs to allow light. The proposed height will block sunlight and open sky to PARedwoods residences & endanger the heritage trees on our property. We need more housing in Palo Alto, but please, let's consider a plan that is scaled to be harmonious with neighborhood.
Thank you, Diane Walker 4250 El Camino Real C224, Palo Alto, CA 94306 This message needs your attention
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From: Armer, Jennifer
To: Kallas, Emily; Raybould, Claire
Cc: Tran, Vickie
Subject: Fw: Public comment on 4256 El Camino Real proposal (2025) Date: Monday, July 28, 2025 8:25:09 AM
Attachments: image002.png
image003.png
Outlook-Logo__Desc.png
Outlook-5ms2a114.png
Emily and Claire,
See public comment below.
Sincerely,
Jennifer
JENNIFER ARMER, AICP
Assistant Director
Planning and Development Services Department
(650) 329-2191 | [email protected]
www.paloalto.gov
From: Velasquez, Ingrid <[email protected]> Sent: Monday, July 28, 2025 8:18 AM
To: Lait, Jonathan <[email protected]>; Armer, Jennifer <[email protected]>; Tran, Vickie <[email protected]>
Cc: Nose, Kiely <[email protected]>; Gaines, Chantal <[email protected]>; McDonough, Melissa <[email protected]>; City Mgr <[email protected]> Subject: FW: Public comment on 4256 El Camino Real proposal (2025)
Hello,
Forwarding the comment below for awareness.
Thanks,
Ingrid
Ingrid Velásquez
Administrative Assistant
Office of the City Manager
(650) 329-2354| [email protected]
www.PaloAlto.gov
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From: Neil Murphy <[email protected]>
Sent: Sunday, July 27, 2025 12:28 PM
To: Council, City <[email protected]>
Subject: Public comment on 4256 El Camino Real proposal (2025)
CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links.
Members of our City Council, I am writing to submit public comments regarding the proposed development project at 4256 El Camino Real. While I support the addition of housing in our community, this proposal has some irreconcilable flaws: Parking issues: Total dependency on mechan i
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CGBANNERINDICATOR
Members of our City Council,
I am writing to submit public comments regarding the proposed development project at 4256 El Camino Real.
While I support the addition of housing in our community, this proposal has some irreconcilable flaws:
Parking issues:
Total dependency on mechanical stacking. 96/100 stalls are puzzle-lift type.
High maintenance, low throughput, prone to downtime.
Accessible parking deficiency. Only 5 accessible stalls—exactly 5%—bare minimum, no margin for future ADA upgrades or aging tenants.
Ingress/egress conflict. Entry/exit drive aisle intersects lobby access and elevator zone. Pedestrian-vehicular conflict risk.
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Circulation problems. No turnaround space; if lifts fail, no alternate parking path or egress loop.
No EV chargers indicated. Noncompliant with California CALGreen for new residential.
Traffic circulation issues:
No affordance for service vehicles or rideshares. No internal holding area, forcing double-parking on El Camino.
For reference, our comparable facility of 117 units has continuous delivery trucks and vans, two garbage trucks, constant rideshare pickup/dropoff, a daily mail truck.
The developer appears to intend to use a lane of public traffic on ECR to get a loading zone for free, to the detriment of public use and safety.
If the intention is for all service vehicles to park in the first lane of traffic on ECR, this will continually halt the flow of traffic on ECR and obstruct bike lanes.
Curbside congestion. No designated loading zone or lay-by for rideshare, deliveries, garbage, or mail. Conflicts inevitable with protected bike lanes.
Protected bike lane barrier. Direct curb access from El Camino is blocked; vehicles must cross bike lanes, creating dangerous conflict points for cyclists.
Service vehicle access. Turning radius insufficient for dual garbage trucks and delivery vans without obstructing traffic/bike lanes, assuming the intention is for these vehicles to enter the site.
Entry bottleneck. Single narrow driveway (approx. 20’) shared for all vehicle types.
High conflict, inefficient throughput. Traffic will back up onto ECR.
Design issues:
Single stair access. West wing lacks compliant second stair; trap risk in fire event.
Trash room access. Some residents will need to carry dripping garbage ~150 ft to the trash chute.
Light/air deficiency. North-facing interior units (~460 SF studios) face a narrow courtyard (~31’ wide), risking inadequate natural light/ventilation. Units facing only into 41’ wide courtyard may not meet CBC 1202.5 for natural light/ventilation due to limited sky exposure.
Elevator location. Poor central access; far from western units. Poor accessibility, move-in/out logistics.
Elevator redundancy. When one elevator goes down, how are elderly or disabled residents meant to exit the facility?
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Neighbor privacy. Exterior balconies on W and S faces look directly into our own balconies, bedrooms, and living rooms.
I urge the City to carefully consider these points in evaluating the project.
Thank you,
Neil Murphy
650-504-4433
4250 El Camino Real
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From: Maggie Bening
To: Council, City
Subject: 4256 El Camino Real - Proposed Housing Project - August 11 City Council Agenda Item Date: Monday, July 28, 2025 7:31:58 PM
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Dear Palo Alto City Council Members,
I am writing to express my concerns regarding 4256 El Camino Real, Palo Alto. As a resident and current VP of the Board of Directors at the Palo Alto Redwoods, I believe this matter will significantly affect our communities quality of life in many different ways.
Concerns:
The proposed development will increase traffic congestion on El Camino, making it unsafe for pedestrians and cyclists. I also have concerns with fire safety and access of emergency vehicles since the proposed setbacks do not appear to be adequate to allow for service vehicles to access the property.
I Urge the City Council To:
Conduct a thorough traffic and environmental impact study.
Ensure that the project design respects the privacy and character of existing neighborhoods and is harmonious with the rest of the neighborhood.
Provide sufficient infrastructure and parking to accommodate new residents and minimize spillover.
Maintain open communication with residents and local organizations during all phases of planning and construction.
While I am not opposed to new housing units in Palo Alto I believe addressing these concerns will lead to better outcomes for both current and future residents.
I appreciate your attention to this matter and encourage the City Council to take these points into careful consideration.
Thank you for your service and commitment to our community.
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Sincerely,
Maggie Bening
4250 El Camino Real, C324
Palo Alto, CA 94306
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From: Sharlene Carlson
To: Council, City
Subject: Resident memo re: 4256 El Camino Real pre-screening August 11, 2025 Date: Monday, July 28, 2025 8:05:53 PM
Attachments: SHC letter to CC 072825.pdf
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Dear Palo Alto City Council,
I am providing my resident input regarding the proposed rezoning of 4256 El Camino Real to allow for dense housing that has been agendized for your August 11 meeting. Please review and consider my concerns and include my memo in your agenda packet.
Thank you,
Sharlene Carlson
650 269-6467 if you have questions
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MEMORANDUM
To: Palo Alto City Council members
From: Sharlene Carlson
4250 El Camino Real, Unit B112, Palo Alto, CA 94306
(650) 269-6467
Date: July 28, 2025
Subject: City Council Meeting August 11, 2025 agenda item Prescreening of design concept for 4256 El Camino Real
Proposed zoning change for a dense condominium complex
I am writing to express my deep concerns about the proposed rezoning of 4256 El Camino Real (4256) from Commercial Services to Planned Home Zone to allow a dense, 100 unit, 6 story tall condominium complex on this 6/10 acre parcel. I have lived in Palo Alto for 55 years and have owned and lived in a unit in Palo Alto Redwoods (PAR) for 28 years. We have 117 condominium units situated on a 2 2/3 acre parcel with beautiful grounds and trees next door to and behind 4256. As a retired senior, my plan has been to age in place at PAR because it has always been a beautiful and safe place to live a high quality life, but now my future is threatened.
I served on my condominium board as president during the time (starting 8 years ago) that a hotel was proposed and ultimately approved by the city to replace Su Hong restaurant. I spoke frequently at ARB hearings to urge a design that concentrated massing along El Camino Real and stepped down massing closer to our residences to protect our privacy. We urged that Redwood trees on both properties be protected. We urged that traffic safety be prioritized and that adequate parking for hotel staff, guests, service and delivery vehicles be assured so traffic would not negatively impact our ability to safely get in and out of our property, since our only driveway is on El Camino. We recognized that an owner has a right to build something so long as it is reasonable and within limits, respecting residents in neighboring properties.
Ultimately there was a plan that we could live with after many design and provider changes, but following city approval the owner did not (maybe could not afford to?) build the hotel. This was before street parking was banned and bicycle lanes installed along the El Camino Real transit corridor. Now the first of three developer representatives returns proposing a massive structure that does not include any of the understandings we previously achieved over the years.
These are my concerns:
SAFETY: As a senior, I have major concerns about my personal safety driving in and out of PAR and any impacts that construction and traffic will have on my health. The proposed development will dramatically increase traffic congestion along El Camino Real because of the increased number of resident vehicles coming in and out of 4256 and likely delays in moving vehicles into and out of the proposed puzzle lift parking system during peak times due to sequential entry and retrieval.
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I rely on a car for transportation and am concerned that many vehicles will be backed up in car and bike lanes in front of PAR and 4256 waiting to access puzzle parking and blocking vision for vehicles entering and exiting PAR, including resident, guest, service and delivery vehicles. And there is no place for guest, service or delivery vehicles to park in the 4256 garage, which will cause significant safety issues for all. o Traffic - I urge you to conduct a thorough traffic and environmental impact study before any decision is made. I also urge you to require the developer to provide sufficient infrastructure and parking to accommodate resident, guest, service and deliver vehicles within the property to minimize vehicle spillover onto El Camino Real. Street parking is no longer an option for any vehicles. o Environment - I urge you to require strong noise and dust control during construction and assure that equipment is quiet and non-polluting during construction and as the building functions and is maintained.
TREE PROTECTION: PAR's Redwood trees are our most valuable assets, and we have arborists regularly feed and prune them. Some Redwoods are on the 4256 property and they provide a visual barrier between properties. They get the benefit of the care we provide our trees as nothing has been done on the 4256 property to protect their Redwoods over the past 8 years. The proposed condominium building appears to be taller than our Redwood trees so adequate sunlight is a concern. I urge you to require a study on how all Redwoods will be impacted, kept and optimally maintained with regular arborist care.
PRIVACY, MASSING, ZONING: PAR felt that we were able to live with the height and massing design of the approved hotel, so we likely can live with something similar in a housing complex. We understand that the city must approve new housing units per state mandates. But we urge you not to allow zoning changes but rather consider housing with the same massing as the approved hotel, which means less density, building height reductions, and greater setbacks to preserve privacy. Please ensure that the project design respects the privacy and character of our existing residential community.
OPEN COMMUNICATION: So far we have had no communication from the city or the developer. We learned about the condominium proposal in local newspapers and learned about the August 11 prescreening conceit agenda item coming before City Council because we monitor Palo Alto's Buildingeye. I urge you to require open communication with PAR residents during all phases of planning and construction.
Thank you for your service and commitment to residents of Palo Alto. I deeply appreciate your attention to this matter and encourage you to carefully consider these points.
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From: McKenzie White
To: Council, City
Subject: Concerns About the Proposed 4256 El Camino Project Date: Tuesday, July 29, 2025 4:26:56 PM
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Dear Palo Alto City Council,
My name is McKenzie White, and as of December 2024, I am a new homeowner in the Palo Alto Redwoods complex at 4250 El Camino Real. I moved across the country and found a sense of home in this unique, close-knit community.
I was recently made aware of the proposed 100-unit development at 4256 El Camino Real, and I’m writing to express serious concerns about the project’s scale and its potential impact on our neighborhood.
At six stories tall, the proposed building would tower over the existing streetscape - larger than any nearby structure.
It would obstruct views, block natural sunlight, and cast a shadow over shared spaces like our pool area. Several units in our complex would have their balconies facing directly into the new development, stripping us of privacy and diminishing the character of our community.
Beyond the visual and spatial concerns, this project would significantly increase local traffic, noise, and congestion.
Emergency response times may suffer, and the overall quality of life for residents in the immediate area could decline.
While we understand that development is inevitable - and even welcome thoughtful growth - we urge the City to reconsider the current scale of this project. We ask that you conduct thorough impact studies on traffic, parking, privacy, property values, and the environment, and consider reducing the size to better align with the surrounding neighborhood.
Thank you for your time and for giving our community a voice. I look forward to the August 11th meeting at 5:30 PM.
Sincerely,
McKenzie White
4250 El Camino Real, Unit B417
Palo Alto, CA 94306
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From: Jean Kvasnica
To: Council, City
Subject: 4256 El Camino Real - Multi Family Development - concerns Date: Tuesday, July 29, 2025 5:36:59 PM
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Subject: 4256 El Camino Real - MultiFamily Development
Dear Palo Alto City Council Members,
I am writing to express my concerns regarding the 4256 El Camino Housing Development.
As a resident and homeowner at Palo Alto Redwoods 4250 El Camino, I believe this matter could significantly impact our
community in terms of the density, safety and quality of life we have and for our surrounding neighbors.
Concern:
* The proposed development will increase traffic congestion on El Camino, making it unsafe for pedestrians and cyclists.
* We have a large community here of various ages, some who bike to school, walk along El Camino to local stores, or walk for exercise.
* The density and robustness of the building will also greatly impact the families that live directly next to and behind this proposed project where the building butts right up against the property line
* I am also concerned about fire safety and emergency vehicle access due to inadequate setbacks for service vehicles.
I Urge the City Council To:
* Conduct a thorough traffic and environmental impact study. * Ensure that the project design respects the privacy and character of existing neighborhoods This message needs your attention
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* Provide sufficient infrastructure and parking to accommodate new residents and minimize spillover
* Maintain open communication with residents and local organizations during all phases of planning and construction
While we support new housing in Palo Alto, I believe addressing these concerns will lead to better outcomes for both current and future residents.
I appreciate your attention to this matter and encourage the City Council to take these points into careful consideration.
Thank you for your service and commitment to our community.
Sincerely,
Jean Kvasnica
4250 El Camino Real # D233
Palo Alto, 94306
[email protected]
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July 29, 2025
City Council
City of Palo Alto
250 Hamilton Avenue
Palo Alto, CA 94301
Re: August 11, 2025 Pre-Screening of condominium at 4256 El Camino Real Honorable Mayor Lauing, Vice Mayor Veenker and City Council Members, I write to comment on the proposed 6 story, 120 unit condominium development at 4256 El Camino Real. I ask you to consider the effects on the neighbors and residents of Palo Alto.
The same applicant is in possession of a building permit for a 5 story hotel which doesn’t expire until 9/22/2025. One has to wonder why that project has only accomplished the demolition of the existing one story restaurant after 6 years. This leaves an empty lot, which blights South El Camino Real since 2020.
The proposal on the agenda for the Pre-Screening not only calls for building a condominium, but also calls for a zone change from CS (Commercial Services) to PHZ (Planned Housing Zone). Without the PHZ zone, both the height and the floor area ratio (FAR) would be cut in half, back to what the CS zone and the existing hotel building permit allows.
I care about this proposal as my property is located in the Palo Alto Redwoods (PAR) at 4250 El Camino Real, which is adjacent to 4256 ECR on three sides. The PAR community is 100% residential (117 units) in a CS zone and over 200 people live here. My building is about 10 feet from the tallest portion (91 feet) of the proposed building labeled “South Elevation” . I have windows that will be facing 75 windows and 35 full balconies.
I ask you to think about the idea of a 90 foot tall wall of windows and balconies blocking all light and views of the sky from your property. I ask you to imagine the invasion of privacy that would entail. Never being able to see outside without other people staring back at you.
The proposed condominium has minuscule setbacks of 6 feet from the property line in order to utilize the PHZ FAR of 3.57. To achieve this, there are 4 coast redwood trees on the 4256 ECR property that will have to be removed, despite being “protected” trees in Palo Alto.
Below I attach a Table from the hotel proposal’s Appendix C Tree Protection Plan from October of 2018. Trees #13, #14, #15 and #16 are on 4256 ECR property on the side labeled “West Elevation” .
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Those 4 (soon to be absent) coast redwoods provided my community with shade and privacy. It took decades, if not centuries, for those 4 coast redwoods to mature, but it only takes a single day to fell them.
We will never recover the natural amenities of sunlight, beautiful coast redwood trees and privacy if the City allows the proposed extremely massive, dense and intrusive building as it is currently designed.
Residential uses mean human beings will reside in those buildings. As a neighbor already residing in Palo Alto, I ask your support for a more reasonable development.
Sincerely yours,
Anne Mason
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From: Julie Baskind
To: Council, City
Cc: Clerk, City; Kallas, Emily
Subject: August 11th Prescreening of Proposed Condo Complex - 4256 ECR Date: Wednesday, July 30, 2025 1:43:11 PM
Attachments: Julie"s Balcony_#2.png
IMG_3435.HEIC
IMG_3434.HEIC
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i
City Council
City of Palo Alto
250 Hamilton Ave
Palo Alto CA 94301
Dear City Council Members:
I am a longtime homeowner (37 years) of the Palo Alto Redwoods, located at 4250 ECR. Our community totals 117 units with about 250 residents. My condo looks directly onto the empty lot where a 6-story (91 ft) housing development has been proposed. Attached are 3 photos from my deck, two with a current view of the trees and skylight, and one which includes the proposed building. My home, and those of approximately 50 other families that face east, will be
directly impacted by the loss of light and privacy.
We certainly support the need for new housing. However, this project’s current scope raises serious concerns that will impact our quality of life, safety, and property value.
While the South El Camino corridor is fertile for improvements, I hope the Council will consider :
• A comprehensive traffic and environmental impact study before approval. •Reduce building height and density with greater setbacks to protect privacy.
Separately, we extend an open invitation to each of you to visit our complex and view first hand how this project will affect our living conditions. On behalf of the HOA Board, please reach out to me directly for a tour of our property.
Our mutual goal is to ensure that this development aligns with our community’s needs and preserves the character of our neighborhood.
Sincerely,
Julie Baskind(#B214)
408-309-5865
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If you need assistance reviewing the above documents, please contact the Project Planner or call the Planner-on-Duty at 650-617-3117 or email [email protected]
Project Plans
In order to reduce paper consumption, a limited number of hard copy project plans are provided to Council members for their review. The same plans are available to the public, at all hours of the day, via the following online resources.
Directions to review Project plans and environmental documents online:
1. Go to: bit.ly/PApendingprojects
2. Scroll down to find “4256 El Camino” and click the address link
3. On this project-specific webpage you will find a link to the project plans and other important information
Direct Link to Project Webpage:
https://www.paloalto.gov/Departments/Planning-Development-Services/Current- Planning/Projects/4256-El-Camino-Real-Pre-Screening
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City Council
Staff Report
From: City Manager
Report Type: STUDY SESSION
Lead Department: Planning and Development Services
Meeting Date: August 11, 2025
Report #:2506-4878
TITLE
332 Forest Avenue [25PLN-00130]. Request for Council Prescreening to Rezone the Subject Property from Multifamily Residential (RM-40) to Planned Home Zoning (PHZ) and to Allow Construction of a New Multi-Family Apartment Complex with 82 units in an Eight-Story Structure on a 25,000 Square Foot (0.57 Acre) Site. CEQA Status: Not a Project.
RECOMMENDATION
Staff recommends that Council conduct a prescreening and provide informal comments regarding the applicant’s request to rezone 332 Forest Avenue from Multifamily Residential (RM-40) to Planned Community/Planned Home Zoning (PHZ).1 Comments provided during the prescreening process are not binding on the City nor the applicant.
EXECUTIVE SUMMARY
This prescreening is a request by the applicant to rezone the subject property, which is currently zoned Multifamily Residential (RM-40) to “Planned Home Zoning (PHZ).”1 The project site is comprised of two parcels totaling 25,000 square feet. The project includes demolition of an existing 16-unit apartment complex and construction of a 105,230-square-foot building (4.21:1 FAR) with 82 residential rental units.
In accordance with Palo Alto Municipal Code (PAMC) Section 18.79.030(A), a prescreening review is required for legislative changes, including rezoning, prior to submittal of a formal application. Prescreenings are intended to solicit early feedback on proposed projects and, like all study sessions, cannot result in any formal action. Since this proposal may return to the City Council as a formal application, Councilmembers should refrain from forming firm opinions supporting or opposing the project.
1 Referred to in this report as "Planned Home Zoning" to emphasize the focus on housing as the benefit to the community. PAMC Section 18.38, which outlines the requirement and process for Planned Community (PC) Zoning, remains the underlying code supporting application of this policy.
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Following this prescreening, the applicant may choose to file a formal application to amend the zoning for the site. Planned Community Rezoning applications require an initial review by the Planning and Transportation Commission followed by a formal recommendation from the Architectural Review Board, a formal recommendation from the Planning and Transportation Commission, and Council’s final decision as set forth in PAMC Chapter 18.38.
Because no formal action is requested as part of this study session, analysis of the proposed redevelopment is not required in accordance with the California Environmental Quality Act.
However, staff notes that there are conflicting evaluations determining the historic status of the existing building on the property.
BACKGROUND
On February 3, 2020, Council unanimously endorsed using Planned Home Zoning (PHZ) for housing and mixed-use housing projects to help spur housing production. In exchange for deviation from the development standards, as allowed under the rezoning if approved by Council, the project must include at least 20% of the housing units as deed restricted, or equivalent based on a menu of options, for lower income households.
As detailed in the Project Description letter (Attachment C), the applicant states that the property owner is interested in redeveloping the site to replace the existing 16-unit apartment building with a housing project that increases density near the downtown area and transit hubs.
Project Description
The preliminary schematic drawings, included in Attachment D, are conceptual, as is appropriate at this stage of project consideration. As shown in these schematic drawings, the applicant is proposing an approximately 105,230-square-foot multi-family residential building with 82 rental units. The units would be a mix of one-bedroom (21 units), one- bedroom + den (6 units), two-bedroom (42 units), two-bedroom + den (3 units), and three- bedroom (10 units). The proposed project would have a lot coverage of approximately 21,780 square feet. The footprint of the building complies with all required setbacks. The proposed development would be eight stories with a height of 85 feet, excluding the height of the rooftop mechanical equipment and screening, which extends to 95 feet. The first two floors and a portion below grade would contain 110 parking spaces and amenity space, with the apartments on the upper six floors. The pedestrian and vehicle entrances are located along Forest Avenue, with the vehicle entry in the southern corner of the site.
Surrounding Uses
The project is located near downtown Palo Alto, a commercial activity hub of citywide and regional significance, with a mix of shopping, offices, and some housing. The surrounding streets are characterized by well-developed street trees and street widths that accommodate pedestrians and bicycles. The nearby network of streets, alleys, parks, and plazas (including Lytton Plaza, Cogswell Plaza, Johnson Park, Heritage Park, and the permanent street closure of Item 2
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Ramona Street) invite public use and enhance quality of life. The project site is located less than one-half mile from the University Avenue Caltrain station. Across Forest Avenue, to the north of the property is Lanning Chateau/Staller Court, a five-story 85-unit apartment building. To the east, there is a two-story 19-unit condominium development. To the south, there is a four-story 30-unit condominium development. To the west of the property, there is a 40-unit apartment building, Casa Real, listed as a Category 4 Historic Resource on the City’s Historic Inventory.
When completed in 1930, it was the only seven-story building in the City.
ANALYSIS
Staff will prepare a thorough analysis of the Zoning Code and Comprehensive Plan compliance upon submittal of a formal application, if filed. A review of the conceptual plans, below, summarizes staff’s preliminary review of the proposal and highlights key policy considerations associated with the applicant’s request.
Comprehensive Plan Compliance3
The property is located within the boundaries of the South of Forest Area (SOFA) 1 Coordinated Area Plan (CAP).4 The Comprehensive Plan designation is SOFA 1 CAP. This CAP implements the City of Palo Alto Comprehensive Plan and provides more detailed programs and policies for the specifically defined SOFA 1 CAP. For the subject property, the SOFA 1 CAP simply designates the site as "RM-40." During the 1999-2006 Housing Element cycle, the City Council adopted SOFA 1 CAP as a planning tool to address a specific nine block area comprised of 19 acres. The policy framework for SOFA 1 CAP is for a walkable and livable neighborhood that is compatible with the surrounding area, transitioning from a low-density detached housing in the south-east to higher density closer to downtown. The SOFA 1 CAP also envisions a neighborhood that takes advantage of the opportunities presented by its close proximity to Downtown Palo Alto and the regional transit center at the University Avenue/Downtown train station. Some existing zoning designations remain in effect, e.g. RM-30, RM-40, R-2, and PF, which largely retain the current associated zoning designation and development standards. Maintaining housing on the site would align with Comprehensive Plan Policy B-6.2 that provides uses in SOFA 1 CAP should be maintained that complement the downtown business district. Further, promoting infill development with higher densities nearby transit corridors helps to reach the goals of energy conservation and integrating land use with transportation.
The project includes the demolition of an evaluated structure that appears eligible for the National Register of Historic Places. This could potentially be at odds with Comprehensive Plan 3 The Palo Alto Comprehensive Plan is available online: https://www.paloalto.gov/files/assets/public/v/2/planning- amp-development-services/3.-comprehensive-plan/comprehensive-plan/full-comp-plan-2030_with-june21- amendments.pdf
4 The South of Forest Area (SOFA) 1 Coordinated Area Plan is available online:
https://www.paloalto.gov/files/assets/public/v/1/planning-amp-development-services/file-migration/current- planning/forms-and-guidelines/south-of-forest-coordinated-area-plan-phase-1.pdf Item 2
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Goal L-7 that provides for the conservation and preservation of Palo Alto’s historic buildings, sites, and districts.
This property is not identified as a Housing Inventory Site in the City’s Housing Element, nor was it in the previous 2015-2023 Housing Element Cycle. The proposed project would result in a net increase of 66 units which would still count toward the City’s Regional Housing Needs Allocation (RHNA).
Zoning Compliance7
The site is currently zoned RM-40 (medium density multi-family residential). Multi-family housing is identified as a permitted use in the RM-40 Zone District. The proposed project exceeds the standards under the RM-40 zone district and proposes to deviate from these standards in a manner consistent with the zoning ordinance through the PHZ rezoning process as set forth in PAMC Chapter 18.38. For projects proposing to rezone to PHZ, Council has the authority to set the parameters for most development standards, which would be reflected in the tailored ordinance for the new Planned Community District. However, for informational purposes, Attachment B compares the development standards under the current RM-40 zone district with the proposed project in order to assist Council in considerations of how these deviations relate to the proposed public benefits of the project.
In comparison to the existing zoning, the applicant is requesting the following deviations from the existing RM-40 zone district development standards:
A 4.21:1 FAR where 1:1 FAR is allowed in the RM-40 zone; 85 feet height where 40 feet is allowed in the RM-40 zone; The private open space meets the 50 square feet per unit average, however, the project proposes common open space be provided through a shared common space located on the adjacent parcel;
Does not comply with the required side and rear daylight planes; 110 parking spaces where no minimum parking is required (AB 2097); No bicycle parking shown where 82 long term spaces are required; and No loading space is proposed, where one space would normally be required.
The project also deviates from several Objective Design Standards in PAMC Chapter 18.24, such as:
The building massing is not stepped back where it is more than 20 feet taller the average height of an adjacent building. This step back standard starts within two vertical feet of the height of the adjacent building. The step back would be a minimum depth of six feet along both the façade on the primary building frontage and the facing façade of the adjacent building, and the step shall occur for a minimum of 70% of each façade length.
This project proposes ground-level parking as well as a portion underground. In order to 7 The Palo Alto Zoning Code is available online:
https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-76269 Item 2
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do so, it must also be lined with commercial or habitable uses with a minimum depth of 20 feet along the street frontage. The alternative is to fully underground the parking (PAMC
18.24.060(c)(7)).
Compliance with some standards, like façade modulation depth and landscaping, can not be analized at this time given the conceptual nature of the current plans. It should be noted that the objective standards do not specifically apply to PHZ zone districts; therefore, these standards are used as a guidepost to inform the site planning and architectural design, considering aspects such as transitions between uses, massing, and privacy, but strict adherence to the standards is not required.
PC Special Requirements
The project site abuts the property at 707 Forest Avenue, a multi-family development within the RM-30 Zone District. Therefore, per PAMC Section 18.38.150, the project would be subject to several of the special requirements unless otherwise authorized by the City Council.
Specifically:
A 50-foot height limit.
A daylight plan of 45-degree angle measured at 10 feet up on the property line for the side lot lines and the setbacks of the RM-30 zone district would apply or a daylight plane of 30-degree angle measured at 10 feet up on the property line may be used with lesser setbacks.
A 10-foot setback with landscape screen on the southern interior side yard that abuts the RM-30 zoned parcel.
Attachment B provides more detailed information regarding the PC/PHZ special requirements.
Ultimately, Council in its discretion may choose to follow these special requirements or deviate from these requirements through approval of the PHZ ordinance setting forth the zoning of the site.
Parking and Circulation
Parking is proposed at two levels of at-grade parking and one level below grade. Access to the 110 parking garage spaces would be provided from Forest Avenue through a single entrance/exit. Per PAMC Chapter 18.52, the project would normally be required to provide 137 parking spaces: one space per one bedroom unit (27 units) and two spaces per unit with two bedrooms or more (55 units). Further, no loading space is proposed, where one car loading space (not commercial vehicle loading) is typically required for residential buildings with more than 50 units. However, the regional transit center at the University Avenue/Downtown train station is located approximately 0.4 miles from the project site. Considering the project site is within one half mile of a major transit stop, California Government Code Section 65863.2 [Assembly Bill (AB) 2097] would be applicable. AB 2097 prohibits minimum required parking standards for qualifying projects. An applicant may choose to add parking even if they qualify for a full parking exemption under State law. A public agency may require voluntary parking spaces be used for car share vehicles, be made publicly available (e.g., not assigned to a specific Item 2
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use or business), or be charged a parking fee, but cannot require that any voluntary parking is free of charge to residents.9
No bicycle parking is currently shown on the plans. Based on the 82-unit count, 82 long-term bicycle spaces are required. Bike parking would be required to be shown on the plans as part of any formal application and would need to be designed to meet the requirements of a Restricted-Access Bicycle Enclosure as defined in PAMC 18.54.060(a)(2)(B).
SOFA 1 CAP does provide reductions in parking requirements for mixed-use projects with shared parking of up to 20%, and 15% for housing, community development projects, and office projects with shared parking.
The project site could potentially accommodate a through lot connection to Homer Avenue connecting the property to the adjacent Museum of American Heritage property located at 351 Homer Avenue. The applicant indicated that there is no desire to have a connection through the property.
Since the proposed project is a rezoning, Council has the discretion to approve or deny the applicant’s request. This project has yet to be analyzed for consistency with the City’s Bicycle and Pedestrian Transportation Plan and other transportation policies such as Council’s Local Transportation Impact Analysis Policy adopted on June 15, 2019 (CMR 11256). This analysis would be conducted as a part of any formal application and reviewed by the Office of Transportation.
Inclusionary Requirement and Jobs Housing Imbalance
The intent of limiting PHZ projects to residential and residential mixed-use is to address the job/housing imbalance and to support increased housing production within the City, consistent with the City’s RHNA allocation. PHZ projects are required to provide more housing than jobs on site. As this is a 100% residential project, no new jobs would be created.
The project is required to provide 20% of the units at Below Market Rate at an average of 80% AMI in accordance with Council’s requirements for projects seeking to rezone using the PHZ process. The applicant is currently proposing 20% (16 units) provided at a rate affordable to low income. This is consistent with Option 2 presented in the June 23, 2020, Council staff report,10 which provides greater weight and flexibility towards providing very-low income units.
Open Space
Project plans indicate that 91 square feet of private open space will be provided per unit. The floor plan provided for a typical level of the building indicates that most units would have a balcony or patio space. The existing open space provided on the adjacent parcel for the Casa Real building is shown to be shared with the project. An easement would be required over the 9 Gov. Code, § 65863.2, subd. (g).
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Casa Real open space to provide access to the subject property. Project plans also note that the lobby and amenity space would be located on the adjacent parcel. A lot line adjustment would be needed to allow the proposed amenity space to be located on the same property rather than crossing property lines.
Historic
The subject property was evaluated in 2000 with the Dames & Moore Historic Survey Update efforts. The property was identified as appearing as eligible for the National Register of Historic Places (NRHP) under criterion A and C at the local level of significance. The period of significance was cited from 1925, initial construction, to 1949, encompassing the years it was occupied by its original owners. Under Criterion A, this is an early apartment building in Palo Alto and a model followed by the apartment building located at 530 Webster Street. It served as a women's residence for a time, a characteristic type of residence, especially before 1950.
Under Criterion C, this is significant as an example of an early garden apartment. This is an unusually well-built structure with an intermediate layer of sheathing between the frame and the siding.
However, the applicant supplied a Historical Resources Evaluation prepared in 2004 by Page & Turnbull. This report concluded that the property did not appear eligible for listing in the NRHP or the California Register of Historical Resources (CRHP). When the City receives submitted reports from the applicant it is standard procedure to conduct a peer review to ensure that the analysis is accurate and conducted in a manner consistent with industry standards. This would occur at the time of a formal filing of a development application, and the results would be considered as part of the environmental review of the project.
State Density Bonus Law Alternative
As an alternative to the PHZ process the applicant could propose a State Density Bonus Law (SDBL) compliant project and may request waivers and concessions from certain standards in accordance with SDBL requirements. However, a SDBL project would not afford the developer the proposed project density of 143 units per acre (82 units total) that far exceeds the SDBL allowances.
POLICY IMPACT
Pre-screenings are intended to solicit early feedback on proposed projects and, like all study sessions, cannot result in any formal action. Therefore, informal comments from Councilmembers would not impact policy. Should a formal application be submitted, further analysis would be required to evaluate the existing 16-unit building and the proposal’s potential impact on historic preservation and housing removal/production. The property has been previously evaluated for historic significance, with conflicting findings to whether it qualifies as a historic resource. Further, if a future project submitted is subject to the Housing Crisis Act of 2019, certain protections and benefits would apply to any lower income households currently residing on the site, including relocation assistance and the right to return to an affordable unit.
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FISCAL/RESOURCE IMPACT
Processing of this prescreening and any future formal application are funded by applicant fees.
Any formal application would also be subject to impact fees to address impacts of the proposed development on public services and infrastructure.
STAKEHOLDER ENGAGEMENT
The Palo Alto Municipal Code requires notice of this public hearing be published in a local paper and mailed to owners and occupants of property within 600 feet of the subject property at least ten days in advance. Notice of a public hearing for this project was published in the Daily Post on July 31, 2025, which is 10 days in advance of the meeting. Postcard mailing occurred on July 29, 2025, which is 12 days in advance of the meeting.
As of the writing of this report, one HOA and several residents have contacted staff on how to submit comments and when to attend the study session at City Council, but no formal comments have been received.
ENVIRONMENTAL REVIEW
The prescreening is a preliminary review process in which Councilmembers may provide comment, but no formal action will be taken. Therefore, no review under the California Environmental Quality Act (CEQA) is required at this time. A full review in accordance with CEQA would be initiated with the formal filing of a development application. The existing building that is proposed for demolition has been evaluated with conflicting eligibility determinations in 2000 and 2004. Recent changes to California Government Code Section 65913.10 require that when a city or county determine whether the site of a proposed housing development project is a historic site, the city or county shall make that determination at the time the application for the housing development project is deemed complete. A determination as to whether a parcel of property is a historic site shall remain valid during the pendency of the housing development project for which the application was made unless any archaeological, paleontological, or tribal cultural resources are encountered during any grading, site disturbance, or building alteration activities.
ATTACHMENTS
Attachment A: Location Map
Attachment B: Zoning Comparison Table
Attachment C: Applicant’s Description Letter
Attachment D: Project Plans
APPROVED BY:
Jonathan Lait, Planning and Development Services Director Item 2
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LMAN STRE
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Attachment A
332 Forest Ave
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ATTACHMENT B
ZONING COMPARISON TABLE
332 Forest Ave, 25PLN-00130
Table 1: COMPARISON WITH CHAPTER 18.13 (RM-40 DISTRICT), and Section 18.38.150 (PC District Special Requirements) Regulation Required Proposed Residential Project
Minimum/Maximum Site Area,
Width and Depth
8,500 square feet area, 70 foot
width, 100 foot depth
25,000 square feet lot, 100 foot
width, 300 foot depth
Minimum Front Yard (2) 0-25 feet (1) 10 feet
Rear Yard 10 feet 10 feet
Interior Side Yard 10 feet, 6 feet for properties less
than 70 feet wide
10 feet
Street Side Yard 0-16 feet (2) N/A
Setback from major roadways (1)
[18.13.040(b)(1)(A)]
0-25 feet (1) N/A
Max. Building Height 40 feet, 35 feet for portions of a building within 50 feet of a more
restrictive residential zone/use
85 Feet
PC Special Requirements for
Height
50 ft when within 150 feet of
RM-30, no restriction otherwise.
85 Feet
Side Yard Daylight Plane (7) 10 feet at interior side lot line then 45 degree angle
Does Not Comply
Rear Yard Daylight Plane (7) 10 feet at rear setback line then 45 degree angle. None for lots >
than 70 ft wide
Does Not Comply
PC Special Requirements for
Daylight Plane
daylight planes same as most
restrictive abutting residential
district (RM-30)
Does Not Comply
Max. Site Coverage 45%, plus 5% for covered patios
(11,250 square feet)
87% (21,780 square feet)
Max. Total Floor Area Ratio (4) 1.0:1 4.21:1
Max. Residential Density (3) 40 DU/AC 143 DU/AC
Minimum Site Open Space 20% (5,000 square feet) 0 square feet Minimum Usable Open Space (5) 100 square feet per unit (8,200 square feet)
0 square feet
Minimum Common Open Space 50 square feet per unit (4,100 square feet)
0 square feet
Minimum Private Open Space 50 square feet per unit (4,100 square feet)
91 square feet
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(1) Minimum front setbacks shall be determined by the Architectural Review Board upon review pursuant to criteria set forth in Chapter 18.76 and the context-based criteria outlined in Section 18.13.060. Arterial roadways do not include residential arterials.
(2) Minimum street side setbacks in the RM-40 zone may be from 0 to 16 feet and shall be determined by the Architectural Review Board upon review pursuant to criteria set forth in Chapter 18.76 and the context-based criteria outlined in Section 18.13.060.
(3) Provided that, for any lot of 5,000 square feet or greater, two units are allowed, subject to compliance with all other development regulations.
(4) Covered parking is not included as floor area in multi-family development, up to a maximum of 230 square feet per required parking space. Covered parking spaces in excess of required parking spaces count as floor area. (5) Subject to the limitations of Section 18.13.040(e). Usable open space is included as part of the minimum site open space; required usable open space in excess of the minimum required for common and private open space may be used as either common or private usable open space; landscaping may count towards total site open space after usable open space requirements are met.
(6) Tandem parking is allowed for any unit requiring two parking spaces, provided that both spaces in tandem are intended for use by the same residential unit. For projects with more than four (4) units, not more than 25% of the required parking spaces shall be in a tandem configuration. (7) Each daylight plane applies specifically and separately to each property line according to the adjacent use.
Table 2: CONFORMANCE WITH CHAPTER 18.52 (Off-Street Parking) for Multiple-Family Residential
Type Required Proposed
Vehicle Parking 1 space per 1 bedroom unit (27 units)
2 spaces per 2 bedroom or more unit (55
units)
137 spaces required
110 spaces
Bicycle Parking 1 space per unit (100% long term) 82
required None
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Development Statement
May 16, 2025
Project Summary
As a local family with deep roots in Palo Alto spanning nearly 50 years, the Giovannotto family is proud to introduce Forest Commons, a thoughtfully designed 82-unit residential community located at 332 Forest Avenue in downtown Palo Alto.
Forest Commons presents a unique opportunity to deliver a substantial number of pedestrian - friendly, transit-oriented housing units on a scale that can make a real difference while enhancing the existing neighborhood fabric. A diverse mix of family-friendly unit types will be made available —as well as a significant number of below market rate housing units —attracting a wide range residents seeking a vibrant, walkable community with proximity to downtown services and abundant transit options. The project delivers significant community benefit s, including housing units not accounted for in the Housing Element, as well as 16 below market rate units (20%). Additionally, the development will further bolster the vitality of downtown and generate substantial new property tax revenue for the City.
This is the right site for new downtown housing, the property is strategically located less than a half- mile from the University Avenue Caltrain station and is only steps from downtown Palo Alto. For families, several local Elementary Schools, including Addison, are within walking distance, and our middle and high schools are within short biking distances . To support residents while minimizing any impact on street parking availability, the proposal includes a generous 1:1 parking ratio.
Constructed with a Type III wood structure over a Type I concrete podium, this project promises a high-quality and sustainable addition to Palo Alto's housing stock . Beyond walkability to City services and amenities, r esidents will enjoy modern on-site wellness amenities such as a well - equipped fitness center, welcoming community gathering space s, and access to the reimagined outdoor grounds of the adjacent ‘Casa Real’ property.
Architecturally, the project demonstrates contextual sensitivity at its core. I ts design draws inspiration from its surroundings, notably the prominent and architecturally significant Casa Real.
Respecting the neighborhood's scale, the design aligns with existing datum lines and maintains an 85-foot building height (plus parapet), which allows for it to achieve significant density without overwhelming the existing context. Additionally, the project will offer residents access to the combined amenities of both Forest Commons and Casa Real, fostering a richer living experience.
We are eager to collaborate with the City to deliver this vital housing project, enriching downtown Palo Alto’s vibrancy while honoring its character, embracing inclusivity, and advancing a forward- thinking vision.
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Addressing The Need for Housing
Our review of the Housing Element reveals a recognized need for increased housing density near transit hubs. Within a half -mile radius of both Palo Alto Caltrain Station s, 24 identified sites are collectively planned to yield 346 housing units. This underscores the demand for additional housing in transit-oriented areas. Although Forest Commons was not specifically listed as an opportunity site, its realization would by itself contribute nearly one-quarter of the total housing units targeted for the downtown area, which is the most transit-oriented and pedestrian-friendly of all districts.
Due to the scarcity of underutilized sites in the downtown area, the Housing Element identifies only four potential units within RM-40 zoning—all designated for above moderate-income households.
This lack of viable sites is not limited to RM -40 zones. A significant majority of the opportunity sites near the Caltrain stations are also too small to support economically viable development. For example, Table 3-17 in the Housing Element highlights four representative sites averaging just 0.14 acres, with an average allocation of only 4.25 units.
Approving this project would represent a major stride toward achieving the City's stated housing goals. This infill project is a rare underutilized downtown site and will address Palo Alto’s pressing housing needs.
Density & Entitlements – The PHZ Process
The proposed project achieves a density of 143 units per acre to yield 82 new housing units . The site's current RM-40 zoning limits density to 40 units per acre, and thus requires a Planned Housing Zone (PHZ) application to realize this more appropriate density. Considering the property's existing land use and height context, we firmly believe that a density of 143 units per acre is both fitting and essential to meaningfully address Palo Alto's pressing housing needs.
As part of the PHZ application, we will ask the City consider the following adjustments to the current zoning:
Standard Zoning Proposed
Height 40’ 85’
Density 40 du/acre 143 du/acre
FAR 1 4.21
Unit to Parking Ratio 1:1.67 1:1.3
Open Space Coverage 20% 17%
Front Yard Setback 20’ Aligned with Casa Real
Existing Use
The existing 1925 building currently houses only 16 units and occupies a mere 27% of the lot. This leaves a significant portion of valuable land in Palo Alto's urban core underutilized. The existing building does not have a historic designation.
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Major Project Benefits
• Catalyzes Major Investment and Redevelopment near CalTrain: Transforms underutilized property in a transit-proximate location.
• Prioritizes Pedestrian and Bicycle Connectivity: Creates a walkable and bikeable environment.
• Directly Addresses Palo Alto's Housing Needs: Provides crucial new units to meet community demands.
• Integrates 16 Dedicated Below Market Rate Housing Units: Fosters inclusivity and affordability within the community.
• Generates Significant Economic Stimulus: Injects vitality into the Palo Alto economy. • Harmonizes with Surrounding Commercial Character: Respects and complements the existing commercial landscape.
• Delivers Diverse, High-Quality Housing Options: Offers a range of residences near transit, employment hubs, and essential services.
• Elevates Community Sustainability and Energy Efficiency: Incorporates environmentally responsible design and operation.
Item 2
Attachment C - Applicant’s
Description Letter
Item 2: Staff Report
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Relevant Figure and Table from the 2023-2031 Palo Alto Housing Element
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Attachment C - Applicant’s
Description Letter
Item 2: Staff Report
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If you need assistance reviewing the above documents, please contact the Project Planner or call the Planner-on-Duty at 650-617-3117 or email [email protected]
Project Plans
In order to reduce paper consumption, a limited number of hard copy project plans are provided to Council members for their review. The same plans are available to the public, at all hours of the day, via the following online resources.
Directions to review Project plans and environmental documents online:
1. Go to: bit.ly/PApendingprojects
2. Scroll down to find “332 Forest Ave” and click the address link
3. On this project-specific webpage you will find a link to the project plans and other important information
Direct Link to Project Webpage:
https://www.paloalto.gov/Departments/Planning-Development-Services/Current- Planning/Projects/332-Forest-Avenue
Item 2
Attachment D - Project
Plans
Item 2: Staff Report
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City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: August 11, 2025
Report #:2506-4823
TITLE
Approval of Minutes from June 9, June 16, and June 17, 2025 Meetings
RECOMMENDATION
Staff recommends that the City Council review and approve the minutes.
ATTACHMENTS
Attachment A: June 9, 2025 Draft Action Minutes
Attachment B: June 16, 2025 Draft Action Minutes
Attachment C: June 17, 2025 Draft Action Minutes
APPROVED BY:
Mahealani Ah Yun, City Clerk
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CITY COUNCIL
DRAFT ACTION MINUTES
Regular Meeting
June 9, 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. Proclamation Honoring James Moss for his Years of Service to the City of Palo Alto
NO ACTION
Agenda Changes, Additions and Deletions
Public Comment
Council Member Questions, Comments and Announcements
Study Session
2. Cubberley Project: Discuss First Round Polling Results and Feedback from Community and Stakeholder Engagement Activities and Review an Update on the Workplan for the Cubberley Master Plan and Consideration of November 2026 Ballot Measure; CEQA Status – the Master Plan will undergo CEQA review
NO ACTION
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Attachment A - June 9, 2025
Draft Action Minutes
Item 3: Staff Report
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 06/09/2025
Consent Calendar
Councilmember Burt requested to pull Agenda Item Number 7.
Councilmember Burt registered a no vote on Agenda Item Number 7.
MOTION: Councilmember Lythcott-Haims moved, seconded by Council member Reckdahl to approve Agenda Item Numbers 3-15.
MOTION PASSED ITEMS 3-6, 8-15: 7-0
MOTION PASSED ITEM 7: 6-1, Burt no
3. Approval of Minutes from May 27, 2025 Meeting
4. 2025 Annual Water Supply and Demand CEQA Status Assessment -- Exempt under Water Code Section 10652.
5. Approval of Proposed 10 Year Energy Efficiency Goals for 2026-2035 as Recommended by the Utilities Advisory Commission; CEQA Status – Not a Project.
6. Approval of a Professional Services Contract No. C26193873 with Avenidas, Inc. in an Amount Not- to-Exceed $3,186,528 for Provision of Comprehensive Services to Older Adults for a Term of Five Years; CEQA Status – Not a Project
7. Approval of a Professional Services Contract Number C25192686 with Statewide Traffic Safety and Signs, Inc. in an Amount Not -to-Exceed of $2,125,000 for On -Call Traffic Control Services for Utilities a Period of Five (5) Years; CEQA Status – Not a Project
8. Approve Three Professional Service Contracts: (1) Contract Number C25191790A with Ampirical Services, Inc.; (2) Contract Number C25191790B with Burns & McDonnell Western Enterprises, Inc.; and (3) Contract Number C25191790D with Transformer Consulting Serv ices, Inc. in an Aggregated Amount Not -to-Exceed $15,000,000 Over a Three-Year Period for Utilities Electric Engineering Consulting Services and delegate authority to the City Manager to execute each vendor’s contract for two additional one - year extensions and increase the aggregated not to exceed amount to $25,000,000 ; CEQA Status: Not a Project
9. Approval of Construction Contract No. C25193640 with FieldTurf USA, Inc. in the Amount of $3,064,185 for Stanford Palo Alto Community Playing Fields Turf Replacement Project PG-26000, and Authorization of Contract Contingency in an Amount Not -to-Exceed $306,419; and Amend the FY 2025 Budget in the Capital Improvement Fund and the Parks Dedication Fund; CEQA status – categorically exempt under CEQA Guidelines sections 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction).
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Attachment A - June 9, 2025
Draft Action Minutes
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 06/09/2025
10. Approval of Construction Contract No. C25194274 with O’Grady Paving, Inc. in the Amount Not -to-Exceed $1,218,317 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders Up to a Not -to-Exceed Amount of $121,832 for th e Fiscal Year 2025 Streets Preventative Maintenance Project; Capital Improvement Program Projects PE -86070 and PO -11001; CEQA Status – Exempt under CEQA Guidelines Section 15301(c)
11. Approval of Amendment No. 1 to Contract No. C22183804 With Jacobs Engineering Group, Inc. to Increase the Contract Amount by $150,000 to $1,030,569, to Update the Hourly Rate Schedule, and to Extend the Contract Term to June 30, 2026 for Engineering Services During Construction; Amendment No. 2 to Contract No. C21179265E with Tanner Pacific, Inc. to Increase the Contract Amount by $245,095 to $1,097,595 for Construction Management Services, to add Exhibit C -2 Schedule of Rates, and to Extend the Contract Term to June 30, 2026; and Amendment No. 6 to Contract No. C21179265C with Carollo Engineers, Inc. to Increase the Contract Amount by $397,800 to $15,093,184 for Construction Management Services and to add Exhibit C -2 Schedule of Rates, Funded by Wastewater Treatment Enterprise Fund for the Joint Intercepting Sewer Rehabilitation (Phase 1) Project (WQ- 24000); CEQA Status – Exempt under CEQA Guidelines Section 15301 (Repairs to Existing Facilities)
12. Approval of Contract Amendment Number 1 to Contract Number C24193066 with Origami Risk in the Amount of $3,163 for API Integration Resulting in a New Not-to-Exceed Amount of $209,473 for claims processing services. CEQA Status – Not a Project.
13. Approval of Contract Amendment Number 1 to Contract Number S22183280 with Sloan Sakai Yeung & Wong, LLP for Legal Services, Extending the Term to July 1, 2028 and Increasing the Amount Not to Exceed by $200,000, Bringing the New Total Not to Exceed to $455,000; CEQA Status – Not a Project.
14. FIRST READING: Adoption of an Ordinance amending Section 15.04.410 (Definition of Wildland-Urban Interface Fire Area) to adopt and incorporate the 2025 CAL FIRE Fire Hazard Severity Zone (FHSZ) Map for the City of Palo Alto. CEQA status: Not a Project.
15. SECOND READING: Ordinance of the Council of the City of Palo Alto Amending Chapter
18.42 (Standards for Special Uses) of the Palo Alto Municipal Code on a Temporary Basis to Modify the Procedure and Standards Governing the Review of Wireless Communications Facilities Applications; and repealing Resolution 9873 (Amending Objective Aesthetic, Noise, and Related Standards for Wireless Communication Facilities in the Public Rights of Way) (FIRST READING: May 19, 2025, PASSED: 7-0)
City Manager Comments
Ed Shikada, City Manager
Item 3
Attachment A - June 9, 2025
Draft Action Minutes
Item 3: Staff Report
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 06/09/2025
Action Items
16. Adoption of the Community Development Block Grant (CDBG) Fiscal Year (FY) 2025-2026 Annual Action Plan, 2025 -2030 Consolidated Plan, and a Resolution Approving Use of CDBG Funds for FY 2025 -2026 as Recommended by the Human Relations Commission.
CEQA Status: Exempt under CEQA Guidelines Section 15378(b)(4).
MOTION: Councilmember Stone moved, seconded by Councilmember Burt to:
1. Adopt the draft Fiscal Year (FY) 2025 -2026 Annual Action Plan (AAP), 2025 -2030 Consolidated Plan (ConPlan)1, and the associated resolution (Attachment A) allocating Community Development Block Grant (CDBG) funding for FY 2025-2026;
2. Authorize the City Manager to execute the FY 2025-2026 CDBG application to fund the FY 2025-2026 AAP and any other necessary documents concerning the application, and to otherwise bind the City with respect to the applications and commitment of funds;
3. Authorize staff to submit the FY 2025-2030 Consolidated Plan and 2025-2026 AAP to U.S.
Department of Housing and Urban Development (HUD) by the extended deadline of August 16, 2025;
4. Authorize the City Manager or designee to draft and execute amendments to a loan agreement, regulatory agreement, and related documents necessary to implement City Council direction on the Alma Garden Rehabilitation Project in a form consistent with the City’s affordable housing loan documents and approved by the City Attorney; and
5. Direct staff to return to Council following budget adoption to amend the FY 2026 Budget Appropriation for the Community Development Block Grant Fund (2/3 vote needed) by:
a. Increasing Revenue from Other Agencies by $616,233.
b. Increasing General Expenses by $616,233.
MOTION PASSED: 7-0
17. Approve a Resolution to Allow Dining and Retail Encroachments on Car Free California Avenue under PAMC Ch. 12.11; Direct Staff to Approve the Car Free California Avenue Outdoor Activation Program Regulations Including Reference to the Program fees in the FY 2026 Municipal Fee Schedule; Adopt a Resolution Allowing Open Containers in Conjunction with Third Thursday Performances in 2025; Direct Staff to Review Differences Between the Open Container Resolution and an Entertainment Zone as Recommended by the Retail Committee. CEQA Status – categorically exempt. Item Removed Off Agenda (Rescheduled to be heard at the June 17, 2025 City Council Meeting) Item 3
Attachment A - June 9, 2025
Draft Action Minutes
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 06/09/2025
AA1. LEGISLATIVE. Adoption of a Temporary, Emergency Ordinance Amending Title 18 and Title 21 to Reflect Changes in State Law in Accordance with Senate Bill 1123 and Related Direction to Staff Regarding Updates to the Land Use Element of the Comprehensive Plan.
CEQA Status: Exempt Pursuant to Government Code Sections 65852.28 and 66499.41.
New Item Added, Supplemental Report Added
MOTION: Mayor Lauing moved, seconded by Councilmember Reckdahl to:
1. Adopt the proposed ordinance (Attachment A) by a four -fifths majority (six affirmative votes), temporarily updating Title 18 and Title 21 of the Municipal Code in accordance with recent changes in State law;
2. Direct staff to prepare a ordinance for review by Planning and Transportation Commission and City Council; and
3. Direct staff to develop a ordinance for Council consideration updating the Land Use Element of the Comprehensive Plan to more specifically differentiate single-family, low-, medium-, and high-density residential land use designations.
MOTION PASSED: 7-0
Adjournment: The meeting was adjourned at 8:42 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.
Item 3
Attachment A - June 9, 2025
Draft Action Minutes
Item 3: Staff Report
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CITY COUNCIL
DRAFT ACTION MINUTES
Regular Meeting
June 16, 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, Veenker Present Remotely:
Absent: Stone
A
genda Changes, Additions and Deletions
P
ublic Comment
C
ouncil Member Questions, Comments and Announcements
C
onsent Calendar
Disclosures on Agenda Item Number 12 from Councilmembers Burt, Lythcott-Haims, Lauing, Lu, and Veenker.
Councilmember Veenker, Lu recused from Agenda Item N umber 20.
Councilmember Burt, Reckdahl, Lythcott-Haims requested to pull Agenda Item Number 3.
Councilmember Burt, Reckdahl, Lythcott-Haims requested to pull Agenda Item Number 11.
Councilmember Burt, Lu, Lythcott-Haims requested to pull Agenda Item Number 12.
MOTION: Council member Burt moved, seconded by Council member Reckdahl to approve Agenda Item Numbers 1- 2, 4-10, 13-17, 19-21 (Item 18 Deferred to June 17, 2025 City Council Meeting), and to pull off Consent Agenda Item Numbers 3, 11, 12.
MOTION PASSED ITEMS 1-2, 4-10, 13-17, 19, 21: 6-0-1, Stone absent Item 3
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 06/16/2025
MOTION PASSED ITEM 20: 4-0-1-2, Stone absent, Veenker, Lu Recused
1. Approval of Minutes from June 2, 2025 Meeting
2. Adoption of a Resolution Revising the Citywide Records Retention Schedule and Repealing Resolution No. 9565
3. Approval of Office of the City Auditor Emergency Preparedness: Wildfire Audit Report as Recommended by the Policy & Services Committee
4. Recommendation that the City Council to Refer to the Policy and Services Committee an Update to the City of Palo Alto Advocacy Process Manual to Address Sponsorship of Legislation; CEQA – Not a Project
5. Policy & Services Committee Recommends Approval to Amend the City Auditor Bakertilly FY2024 and FY2025 Budgets for Task Orders to Realign the Authorized Budgets with a Net Zero Impact; CEQA - Not a Project
6. Approval of the Council Appointed Officers (CAO) Committee‘s Recommendation to Approve the CAO Annual Evaluation Process, Timeline, and Questions; and Approval of Professional Services Contract Number C25193915 with the Municipal Resources Group, LLC (MRG) in an Amount Not to Exceed $208,500 for Council Appointed Officer Performance Evaluation Services for a Period of Three Years. CEQA Status - Not A Project
7. Recommend the City Council Adopt the Fiscal Year 2026 Investment Policy as Recommended by the Finance Committee: CEQA Status – Not a Project
8. Adoption of Memoranda of Agreement with International Association of Fire Fighters (IAFF) Local 1319, Fire Chiefs Association (FCA), and Utilities Managers and Professionals Association of Palo Alto (UMPAPA) for Terms Ending June 30, 2028, and Adoption of the Updated Management and Professional Compensation Plan and Corresponding Salary Schedules; CEQA Status – Not a Project
9. Approval of a Surveillance Use Policy for Security Cameras at Ada's Café at Mitchell Park Community Center and Library; CEQA Status - Not a Project
10. City Council Appointment of the Castilleja Neighborhood Committee in Accordance with Condition Number 33 Contained in Record of Land Use Action 2022 -22 Authorizing Redevelopment of Private School at 1310 Bryant Street (Castilleja School).
Environmental Assessment: Exempt from CEQA Pursuant to CEQA Guidelines Section 15061(b)(3).
11. Accept Electric System Reliability Key Performance Indices; CEQA – Not a Project Item 3
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 06/16/2025
12. Approval of a Director’s Interpretation Pursuant to PAMC Section 18.01.025 Concluding That Noncomplying Residential Gross Floor Area may not be Relocated Within a Structure; Denial of the Associated Appeal; Direction to Prepare a Future Code Amendment for Administrative De Minimis Exceptions to the Zoning Code; CEQA:
Exempt Pursuant to CEQA Guidelines Section 15061(b)(3)
13. Approve and Authorize the City Manager or Designee to Execute Purchase Orders as Needed with the Okonite Company, Extending the Term for the Blanket Purchase Order for Purchase and Standardization of Underground Cable Through December 31, 2025, and to Increase the Not-to-Exceed Amount by $100,000, for the Extension Period. CEQA Status: Not a Project.
14. Approval of Construction Contract No. C25194279 with Estate Design and Construction, Inc. in the Amount Not -to-Exceed $283,770 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders up to a Not -to-Exceed Amount of $28,377 for the University Underpass Refurbishment Project; Capital Improvement Program University Avenue Parking Improvements (PF- 14003) and Street Lights Improvements (PO -05054) projects; CEQA Status – Exempt under CEQA Guidelines Section 15301(c)
15. Approval of Change Order No. 3 to Contract C22183580 with MP Nexlevel of California, Inc., to reallocate funding from Change Order No. 2 to the Fiber -to-the-Premises (FTTP) Project and to incorporate FTTP into the Scope of Work extending through August 31, 2025; CEQA Status - For FTTP, Council action on this item is within the scope of the Final Initial Study and Mitigated Negative Declaration (IS/MND) for the Fiber -to-the-Premises Project, adopted on June 17, 2024; otherwise exempt.
16. Approval of Two Professional Services Contracts for a Term of Two Years: C25193536 with 4Leaf, Inc. in an Amount Not- to-Exceed $291,253 and C25194267 with Interface Engineering, Inc. in an Amount Not- to-Exceed $101,585 for Fire Station 4 Replacement Capital Improvement Program Project (PE -18004); CEQA Status - Exempt under CEQA Guidelines Sections 15302 and 15303
17. Approval of Contract Amendment No. 4 to Contract Number C19171363 with Professional Account Management LLC, dba Duncan Solutions, to Extend the Contract for one year to June 30, 2026, and to Adjust Billing Rates, Without an Increase to Compensation, for a Not -to-Exceed Amount of $767,000 for Parking Permitting and Citation Management Services; CEQA Status -- Not a Project.
18. Approval of Amendment No. 3 to Contract Number C23184827 with Nomad Transit, LLC (Via) in the Amount of $1,100,000 for a total not to exceed $4,901,550 over a Four -Year Term to Continue the City of Palo Alto On -Demand Transit Service through June 30, 2026; CEQA status - not a project. Item Deferred to June 17, 2025 City Council Meeting Item 3
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DRAFT ACTION MINUTES
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Draft Action Minutes: 06/16/2025
19. QUASI-JUDICIAL. 1033 Amarillo Avenue [25PLN -00015]: Request for a Parcel Map with Conditional Exceptions to Subdivide a 20,774 -Square-Foot R -1 Property into Two Lots (10,661 and 10,113 Square Feet). Exceptions include Minimum Lot Width, Maximum Lot Size, and Residential Density. Zoning District: R -1 Single Family Residential. CEQA:
Exempt pursuant to CEQA Guidelines Section 15301 (Existing Facilities).
20. SECOND READING: Ordinance of the Council of the City of Palo Alto Amending: Chapter
18.14 (Housing Incentives) of the Palo Alto Municipal Code to Implement Program 3.4E of the 2023 -2031 Housing Element to Expand and Revise Regulations for the El Camino Real Focus Area; Making Conforming Amendments to Chapter 16.58 (Development Impact Fees) (FIRST READING: May 27, 2025; PASSED: 5-0-2, Lu, Veenker recused)
21. SECOND READING: Ordinance of the Council of the City of Palo Alto Amending Title 16 (Building Regulations) and Title 18 (Zoning) of the Palo Alto Municipal Code to Amend Requirements Relating to Accessory Dwelling Units and Junior Accessory Dwelling Units (FIRST READING: May 12, 2025; PASSED 7-0)
City Manager Comments
Ed Shikada, City Manager
Action Items
22. PUBLIC HEARING & PROPOSITION 218 HEARING: Finance Committee Recommends Adoption of Six Resolutions: 1) Approving the Fiscal Year 2026 Wastewater Collection Utility Financial Forecast and Reserve Management Practices, Amending Wastewater Collection Rate Schedules S- 1, S- 2, S -6 and S -7, and Repealing Wastewater Collection Rate Schedules S -3 and S -4; 2) Approving the Fiscal Year 2026 Water Utility Financial Forecast, Reserve Management Practices and Reserve Transfers, and Amending Water Rate Schedules W -1, W -2, W -3, W -4, and W -7; 3) Approving the Fiscal Year 2026 Gas Utility Financial Forecast and Reserve Management Practices, Reserve Transfer, and General Fund Transfer, Approving the Distribution of a Climate Credit to Small and Medium Capacity G-2 Customers in December 2025, and Amending Gas Rate Schedules G-1, G -2, G -3 and G -10; 4) Approving the Fiscal Year 2026 Electric Utility Financial Forecast, Reserve Management Practices and Reserve Transfers, and Amending Electric Rate Schedules E -1, E-2, E-2-G, E-4, E-4-G, E-4 TOU, E -7, E-7-G, E-7 TOU, E -14, E-16, E- EEC-1, and E-NSE-1; 5) Amending Utility Rate Schedules EDF-1 and EDF-2, and Approving the Palo Alto Fiber Broadband Internet Services Rate Schedule F- 1; and 6) Amending Storm Water Utility Rate Schedule D -1; CEQA Status: Not a project under CEQA Guidelines Sections 15378(b)(4) and (5) and Exempt Under Section 15273(a) Item 3
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 06/16/2025
Note: Resolutions are included in the packet as Attachments A – F, Attachment G reflects the Table of URLs for the Exhibits to Attachments A – F.
MOTION: Councilmember Burt moved, seconded by Councilmember Reckdahl to adopt:
1. For the Water Utility, a Resolution (Attachment B):
a. Approving the FY 2026 Water Utility Financial Forecast and Reserves Management Practices; and
b. Approving the transfer of up to $3 million from the Rate Stabilization Reserve to the Operations Reserve in FY 2025; and
c. Amending the Water Utility Rate Schedules effective July 1, 2025 (FY 2026):
i. W-1 (General Residential Water service),
ii. W-2 (Water Service from Fire Hydrants),
iii. W-3 (Fire Service Connections),
iv. W-4 (Residential Master- Metered and General Non - Residential Water Service), and
v. W-7 (Non-Residential Irrigation Water Service)
MOTION PASSED: 6-0-1, Stone absent
MOTION: Vice Mayor Veenker moved, seconded by Mayor Lauing to adopt:
1. For the Wastewater Collection Utility, a Resolution (Attachment A):
a. Approving the Fiscal Year (FY) 2026 Wastewater Collection Utility Financial Forecast and Reserves Management Practices; and
b. Amending the Wastewater Collection Utility Rate Schedules effective July 1, 2025 (FY 2026):
i. S-1 (Residential Wastewater Collection and Disposal), ii. S-2 (Commercial Wastewater Collection and Disposal), iii. S-6 (Restaurant Wastewater Collection and Disposal), and iv. S-7 (Commercial Wastewater Collection and Disposal – Industrial Discharger); and
c. Repealing the Wastewater Collection Utility Rate Schedules effective July 1, 2025:
i. S-3 (Industrial Waste Laboratory and Analysis Charges), and ii. S-4 (Hauled Liquid Waste Charges)
MOTION PASSED: 6-0-1, Stone absent
Item 3
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DRAFT ACTION MINUTES
City Council Meeting
Draft Action Minutes: 06/16/2025
MOTION: Councilmember Burt moved, seconded by Mayor Lauing to adopt:
1. For the Gas Utility, a Resolution (Attachment C) with the following modification:
a. Approving the FY 2026 Gas Utility Financial Forecast and Reserves Management Practices; and
b. Approving the transfer of up to $1.5 million from the Gas Utility Operations Reserve to the Distribution Rate Stabilization Reserve in FY 2025; and c. Transferring up to 18% of gas utility gross revenues received during FY 2024 to the General Fund in FY 2026; and
d. Amending the Gas Utility Rate Schedules effective July 1, 2025 (FY 2026):
i. G-1 Residential Gas Service,
ii. G-2 Residential Master-Metered and Commercial Gas Service, iii. G-3 Large Commercial Gas Service, and
iv. G-10 Compressed Natural Gas Service);
e. Remand the issue of a one-time credit to the Utilities Advisory Commission to be considered at the time they review the updated COSA.
MOTION PASSED: 5-1-1, Lythcott-Haims no, Stone absent
MOTION: Councilmember Burt moved, seconded by Council Reckdahl to adopt:
1. For the Electric Utility, a Resolution (Attachment D):
a. Approving the FY 2026 Electric Utility Financial Forecast and Reserves Management Practices; and
b. Approving the transfer of up to $5 million from the Electric Utility Supply Operations Reserve to the Distribution Operations Reserve in FY 2025; and c. Amending the Electric Utility Rate Schedules effective July 1, 2025 (FY 2026):
i. E-1 (Residential Electric Service),
ii. E-2 (Small Non-Residential Electric Service),
iii. E-2-G (Residential Master -Metered and Small Non -Residential Green Power Electric Service,
iv. E-4 (Medium Non-Residential Electric Service),
v. E-4-G (Medium Non-Residential Green Power Electric Service), vi. E-4 TOU (Medium Non-Residential Time of Use Electric Service), vii. E-7 (Large Non-Residential Electric Service),
viii. E-7-G (Large Non-Residential Green Power Electric Service), ix. E-7 TOU (Large Non-Residential Time of Use Electric Service), x. E-14 (Street Lights),
xi. E-16 (Unmetered Electric Service) to recover capital and maintenance costs for utility pole attachments and telecom conduit, xii. E-EEC-1 (Export Electricity Compensation) to reflect 2024 avoided cost, and
xiii. E-NSE-1 (Net Surplus Electricity Compensation) to reflect current projections of FY 2026 avoided cost;
Item 3
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2. For the Fiber Optics Utility, a Resolution (Attachment E) with the following additions:
a. Amending the Dark Fiber Optic Utility Rate Schedules, consistent with the applicable Consumer Price Index, effective July 1, 2025 (FY 2026):
i. EDF-1 (Dark Fiber Licensing Services),
ii. EDF-2 (Dark Fiber Service Connection Fees);
b. Approving the new Palo Alto Fiber Broadband Internet Services Rate Schedule F - 1, for broadband internet services;
c. Direct staff to evaluate one or more alternative pricing models , including a promotional price and consideration of a reduced pricing for higher speed categories;
3. For Storm Water Management, a Resolution (Attachment F):
a. Amending the Storm Water Management Fee Rate Schedule, consistent with the applicable Consumer Price Index, D-1 effective July 1, 2025 (FY 2026):
i. D-1 (General Storm and Surface Water Drainage)
MOTION PASSED: 6-0-1, Stone absent
23. PUBLIC HEARING: Presentation on Status of Vacancies and Recruitment and Retention Efforts and Adoption of Budget Ordinance for Fiscal Year 2026, Including the Operating and Capital Budgets and Municipal Fee Schedule; Adoption of a Resolution determining the Appropriations Limit for Fiscal Year 2026; Vacancies and Recruitment Update (AB2561 Compliance); and Approval of FY 2026 Non -Profit Workplan Phase I Awards as Recommended by the Policy & Services Committee; and Adoption of a Resolution to Extend and Amend the Development Services Reserve Fund Policy; CEQA Status – Not a Project
City Manager Ed Shikada and Vice Mayor Veenker recused from Stanford related portions of the item.
MOTION: Council member Lu moved, seconded by Council member Burt to approve the Stanford related items for the FY 2026 budget (Attachment C) and authorize funding extension of the Palo Alto Link (PAL) On Demand Transit Services program for up to 6 months for FY 2026.
MOTION PASSED: 5-0-1-1, Veenker recused, Stone absent
MOTION: Councilmember Burt moved, seconded by Council member Lythcott-Haims to approve the a llocations recommended by the Policy & Services Committee with the following changes:
• Decrease $12,500 from the Policy and Services Committee recommendation and increase the City Manager’s Office budget for FY 2026 for Neighbors Abroad by $17,500; Item 3
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• Decrease $10,780 from the Policy & Services Committee recommendation and increase the Community Services budget for FY 2026 for the Environmental Volunteers by $10,780;
• Increase of $50,000 for Magical Bridge Foundation to the P olicy Services Committee recommendation to a total of $150,000 and also an increase of $25,000 for UNAFF to the Policy and Services Committee recommendation to a total of $45,000 (with $75,000 coming from FY 2025 Council Contingency).
MOTION PASSED: 6-0-1, Stone absent
Also, t he net balance of $7,366 above FY26 budget based upon the revised P&S recommendation will be funded from FY25 Council Contingency for a total of $82,366.
MOTION: Councilmember Burt moved, seconded by Councilmember Lu to:
1. Adopt the Fiscal Year 2026 Budget Ordinance (Attachment A), which includes:
a. City Manager’s Fiscal Year 2026 Proposed Operating and Capital Budgets, previously distributed at the May 5 City Council Meeting (Attachment A, Exhibit 1)
b. Amendments to the City Manager’s Fiscal Year 2026 Proposed Operating Budget (Attachment A, Exhibit 2)
c. Amendments to the City Manager’s Fiscal Year 2026 Proposed Capital Budget (Attachment A, Exhibit 3)
d. Fiscal Year 2026 City Table of Organization (Attachment A, Exhibit 4) e. Fiscal Year 2026 Municipal Fee Changes (Attachment A, Exhibit 5) f. Planning and Development Services Cost of Service Study and Municipal Fee Adjustments (Attachment A, Exhibit 6)
g. Citywide Cost of Services Study and Municipal Fee Adjustments (Attachment A, Exhibit 7)
h. In the Gas Fund: Remove $1,100,000 appropriation for Gas Climate Credits
2. Accept the Fiscal Year 2026 – 2030 Capital Improvement Plan
3. Adopt a Resolution determining the Appropriations Limit for Fiscal Year 2026 (Attachment B)
4. Comply with Assembly Bill 2561 / Government Code § 3502.3 regarding vacancies and recruitment efforts (Attachment D).
5. Approval of FY 2026 Non -Profit Workplan Phase I Awards as amended by Items 5 -9 below.
6. Adopt a Resolution to Extend and Amend the Development Services Reserve Fund (DSRF) Policy Resolution, previously adopted by Resolution No. 10142.
7. Authorizing the Measure B funding for Safe Routes to School Planner position and advance recruitment as soon as possible.
Amend the Fiscal Year 2026 Budget Ordinance in the General Fund by:
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1. Decreasing the Appropriation for the Palo Alto Link program by $550,000;
2. Decreasing Other Revenue from Stanford University by $260,000;
3. Decreasing Charges for Services Revenue by $40,000;
4. Increasing the Budget Stabilization Reserve by $250,000;
5. Increasing the appropriation for Neighbors Abroad in the City Manager’s Office by $17,500
6. Increasing the appropriation for Environmental Services in the Community Services Department by $10,780
7. Increasing the appropriation for Magical Bridge in the Nonprofit Workplan Phase I by $50,000;
8. Increasing the appropriation for UNAFF in the Nonprofit Workplan Phase I by $25,000;
9. Reappropriating the FY 2025 Council Contingent Account by $82,366.
MOTION PASSED: 6-0-1, Stone absent
24. Approval of Five Items to Support the Newell Road/San Francisquito Creek Bridge Replacement Project PE -12011: 1) Construction Contract No. C25194068 with Granite Construction Company in the Amount Not- to-Exceed $9,399,787 and Authorization for the City Manager or Their Designee to Negotiate and Execute Change Orders to the Contract up to a Not- to-Exceed Amount of $939,979; 2) Approval of Professional Services Contract No. C25190454 with Zoon Engineering, Inc, in the Amount of $2,559,915 for Construction Management Services through December 31, 2026; 3) Approval of Amendment No. 7 to Contract No. C12142825 with NV5, Inc. to extend the contract term through December 31, 2026 for Construction Support; 4) Approval of Amendment No. 3 to a Cost Share Agreement with Santa Clara Valley Water District Providing Local Matching Funds in the Amount $155,458 for Design, Right of Way Appraisal and Acquisition and Construction Support for the Newell Road/San Francisquito Creek Bridge Replacement Project; and 5) Adoption of a FY 2025 Budget Amendment in the Capital Improvement Fund; CEQA Status - Environmental Impact Report for Newell Road/San Francisquito Creek Bridge (Resolution No. 9889) MOTION: Councilmember Reckdahl moved, seconded by Councilmember Burt to:
1. Authorize the City Manager or their designee, after considering Caltrans’ feedback on the Good Faith Effort documentation associated with the Disadvantaged Business Enterprise program, to approve and execute Construction Contract No. C25194068 with Granite Construction Company, in the amount not to exceed $9,399,787 for the Newell Road/San Francisquito Creek Bridge Replacement Project (CIP PE-12011):
a. Authorize the City Manager or their designee to negotiate and execute one or more change orders to the contract with Granite Construction Company for Item 3
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related additional but unforeseen work that may develop during the project, the total value of which shall not exceed $939,787;
2. Approve and authorize the City Manager or their designee to execute the attached Professional Services Contract No. C25190454 with Zoon Engineering, Inc. to provide construction management services through December 31, 2026 and a total not -to- exceed amount of $2,559,915, including $2,327,196 for base services and $232,719 for additional services;
3. Approve and authorize the City Manager or their designee to execute Amendment No.7 to Contract No. C12142825 with NV5, Inc. to extend the contract term through December 31, 2026 for construction support services;
4. Approve and authorize the City Manager or their designee to execute Amendment No. 3 to Cost Share Agreement A3581S with the Santa Clara Valley Water District in the amount of $155,458, providing local matching funds; and
5. Approve a Fiscal Year 2025 Budget Amendment for the Capital Improvement Fund (requires a 2/3 vote):
a. Increasing the revenue appropriation for the Newell Road/San Francisquito Creek Bridge Replacement Project (PE -12011) by $155,458 for Santa Clara Valley Water District’s local match contribution associated with completing design and right-of-way phases.
MOTION PASSED: 6-0-1, Stone absent
Adjournment: The meeting was adjourned at 11:20 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
DRAFT ACTION MINUTES
Special Meeting
June 17, 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, Veenker Present Remotely:
Absent: Stone
Special Orders of the Day
1. Proclamation Honoring Juneteenth
NO ACTION
Closed Session
AA1. CONFERENCE WITH LABOR NEGOTIATORS
City Designated Representatives: City Manager and his Designees Pursuant to Merit System Rules and Regulations ( Ed Shikada, Kiely Nose, Sandra Blanch, Nick Raisch, Tori Post, Molly Stump, Lauren Lai, Paul Harper, and Jennifer Fine) Employee Organization: Service Employees International Union, (SEIU) Local 521 Hourly Unit, Utilities Management and Professional Association of Palo Alto (UMPAPA), Palo Alto Peace Officers’ Association (PAPOA), Palo Alto Police Management Association (PMA), International Association of Fire Fighters (IAFF) local 1319, Palo Alto Fire Chiefs’ Association (FCA);
Authority: Government Code Section 54957.6 (a)
MOTION: Councilmember Reckdahl moved, seconded by Vice Mayor Veenker to go into Closed Session.
MOTION PASSED: 6-0-1, Stone absent
Council went into Closed Session at 5:47 P.M.
Council returned from Closed Session at 6:57 P.M.
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Mayor Lauing announced no reportable action.
Agenda Changes, Additions and Deletions
Public Comment
Council Member Questions, Comments and Announcements
Consent Calendar
MOTION: Council member Lythcott-Haims moved, seconded by Mayor Lauing to approve Agenda Item Numbers 2-16 and to pull of consent Agenda Item Number AA2.
MOTION PASSED: 6-0-1, Stone absent
2. Approval of the Office of the City Auditor Annual Risk Assessment and FY 2026 Audit Plan and Corresponding Task Orders
3. Climate Action and Sustainability Committee Recommendation to Council to Direct Staff to Develop an Affordable Multi -Family Housing Electrification Grant Program and to Approve a Budget Amendment in the Gas Utility Funds; CEQA Status: Under CEQA Guidelines section 15183, projects consistent with an existing general or comprehensive plan do not require additional CEQA review
4. Adopt a Resolution Declaring Surface Parking Lot T (APN: 120 -15-100) Exempt Surplus Land and Approve an Exclusive Negotiation Agreement with Alta Housing for Development of 100% Affordable Housing on City -Owned Property Located at the Corner of Kipling Street and Lytton Avenue in Downtown Palo Alto; CEQA Status – Not a Project.
5. Approval of the 2025 update to the Sewer System Management Plan (SSMP) and Authorization for Staff to Make Future Administrative or Minor Updates to the SSMP as Needed; CEQA Status – Exempt under CEQA Guidelines sections 15301, 15302, 15308.
6. Approval for the City Manager or their Designee to Execute Contract No. C25194016 with SCA of CA, LLC, Utilizing Sourcewell Cooperative Contract No. 062421 -SWP, to Procure Services for the Sweeping of Residential and Commercial Streets for a Period of Five Years for a Total Not-to-Exceed Amount of $9,883,850; CEQA Status – Not a Project Item 3
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7. Approval of General Services Contract No. C25193659 With Community Tree Service LLC for Utility Line Clearance Services in an Amount Not -to-Exceed $16,500,000 for a Period of Five Years; CEQA Status – Exempt Under Section 15301(h)
8. Approval of and Authorization for the City Manager or Designee to Negotiate and Execute a Purchase and Sale Agreement with C H LLC to Acquire the Industrial Property Located at 2575 East Bayshore Road (Assessor’s Parcel Number 008 -03-015) for $8.5 million, with Leaseback to Insulation Sources, Inc. (dba Ico Rally) for $12,600/Month; CEQA Status – Exempt Under CEQA Guidelines Section 15301
9. Approval of Professional Services Contract Number C26193797 with Chandler Asset Management, Inc. in an Amount Not to Exceed $750,000 for Investment Management Services for a Period of Three Years; CEQA Status - Not A Project
10. Approval of Professional Services Contract Number C25193814 with Alta Housing BMR Services LLC in an Amount Not to Exceed $450,600 for Administration and Consulting Services for the City's Below Market Rate Housing Program for a Period of Two Years and Approve a FY 2026 Budget Amendment in the Residential Housing In- Lieu Fund.
CEQA Status: Exempt under CEQA Guidelines 15262.
11. Authorize the City Manager to Negotiate and Execute 14 Professional Services Contracts for GIS On-Call Services, supplemental staffing, and programming services: C26193271A with Lynx Technologies Inc, C26193271B with Seven Tablets Inc, C26193271C with iSpatial Techno Solutions Inc, C26193271D with Geodesy, C26193271E with UDC, C26193271F with NV5 Geospatial Inc, C26193271G with SSP Innovations, C26193271H with Timmons Group, C26193271I with Infojini Inc, C26193271J with Sybyte Technologies Inc, C26193271K with 360S2G, C26193271L with Enterprise Maps, C26193271M with Farallon Geographics, C26193271N with Arini Geographics in an Amount Not-to-Exceed $2,000,000 for a Term of One Year; CEQA Status – Not a Project.
12. Authorize the City Manager to Negotiate and Execute Professional Services Contracts for SAP Enterprise Resource System On -call Programming Services: Contract C26193272A with 360S2G, C26193272B with Sage Group Technologies Inc, C26193272C with Avertra Corp, C26193272D with Amick Brown LLC, C26193272E with 2iSolutions Inc, C26193272F with the Peloton Group, C26193272G with Phoenix Business Inc, C26193272H with EPI -USE America in an Amount Not -to-Exceed $2,000,000 for a Term of One Year; CEQA status – Not a project.
13. Authorize the City Manager to Negotiate and Execute Eight Professional Services Contracts for On- Call IT Project Support and supplemental staffing: Contract C26193247A with INSPYR Solutions, C26193247B with AgreeYa Solutions, C26193247C with TechLink Systems, C26193247D with Compunnel Software Group, C26193247E with Progile Tech Inc, C26193247F with Omm IT Solutions, C26193247G with Infojini Inc, Item 3
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and C26193247H with California Creative Solutions Inc in an Amount Not to Exceed $1,500,000 for a Term of One Year; CEQA Status – Not a Project
14. Approval of Professional Services Contract No. C26193874 with Palo Alto Community Child Care in an Amount Not-to-Exceed $3,228,146 to Provide Management of the City’s Childcare Subsidy Program for a Term of Five Years. CEQA Status – Not A Project
15. Approval of Seven (7) On -Call Consulting Contracts to Provide Planning Application Processing and Supplemental Staffing for the Planning and Development Services Department over a Five -Year Term, as needed: 1) Arnold Mammarella, Architecture + Consulting, 2) CTC Media Group INC., 3) Good City Company 4) Metropolitan Planning Group, 5) Michael Baker International Inc., 6) Stantec Consulting Services, Inc., 7) Urban Planning Partners Inc. in the Amount not to exceed $2,000,000 ; CEQA Status: Not a Project.
16. Amend the Fiscal Year (FY) 2026 Budget Appropriation for the Community Development Block Grant (CDBG) Fund to Reflect Final Entitlement Grant Allocation. CEQA Status:
Exempt under CEQA Guidelines Section 15378(b)(4).
AA2. Approval of Amendment No. 3 to Contract Number C23184827 with Nomad Transit, LLC (Via) in the Amount of $1,100,000 for a total not to exceed $4,901,550 over a Four -Year Term to Continue the City of Palo Alto On -Demand Transit Service through June 30, 2026; CEQA status - not a project. (Originally Published on the June 16, 2025 City Council Meeting Agenda Item Number #18 - Deferred to June 17, 2025 City Council Meeting) Agenda Item AA2 Removed from Consent Calendar to be heard on Action at the June 17, 2025 City Council Meeting
Action Items
AA2. Approval of Amendment No. 3 to Contract Number C23184827 with Nomad Transit, LLC (Via) in the Amount of $1,100,000 for a total not to exceed $4,901,550 over a Four -Year Term to Continue the City of Palo Alto On -Demand Transit Service through June 30, 2026; CEQA status - not a project. (Originally Published on the June 16, 2025 City Council Meeting Agenda Item Number #18 - Deferred to June 17, 2025 City Council Meeting) City Manager Ed Shikada and Vice Mayor Veenker recused from Stanford related portions of the item.
MOTION: Councilmember Burt moved, seconded by Councilmember Lythcott-Haims to:
1. Approve 12-month contract amendment for Palo Alto Link service with Nomad Transit;
2. Direct staff to consider and present termination implications and alternative service options by end of 2025;
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3. Consider opportunities created if requested grants are awarded;
4. Direct staff to negotiate with the provider to assure that the City has, to the extent possible, the prerogative to adjust the program , either in its service or length , over the next year.
MOTION PASSED: 5-0-1-1, Veenker recused, Stone absent
17. Approve a Resolution to Allow Dining and Retail Encroachments on Car Free California Avenue under PAMC Ch. 12.11; Direct Staff to Approve the Car Free California Avenue Outdoor Activation Program Regulations Including Reference to the Program fees in the FY 2026 Municipal Fee Schedule; Adopt a Resolution Allowing Open Containers in Conjunction with Third Thursday Performances in 2025; Direct Staff to Review Differences Between the Open Container Resolution and an Entertainment Zone as Recommended by the Retail Committee. CEQA Status – categorically exempt.
MOTION: Councilmember Burt moved, seconded by Councilmember Lythcott-Haims to:
1. Adopt a Resolution allowing dining and retail encroachments on Car Free California Avenue under existing PAMC Ch. 12.11 (Parklets) Attachment B;
2. Adopt a Resolution to allow open containers in conjunction with the Third Thursday music performances in 2025 (Attachment C);
3. Refer to staff a review e xpanding the open container resolution to an entertainment zone beyond Third Thursday;
Fees:
4. Set program fees (application fee, renewal fee, license fee for use of the public right -of- way, and deposit) in alignment with the existing Ongoing Parklet Program as recommended in the FY 2026 Municipal Fee Schedule (scheduled for Council adoption on June 16);
Parklets:
5. Direct staff to pursue standards for parklet structures; and a. Utilize the Architecture Review Board (ARB) for design recommendations and prospective processes for standard versus custom designs. b. Pursue edge materials in addition to planters – intended to go to ARB.
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c. Look at a street design that would allow for outdoor seating amounts and square footage close to or at the current amount that exists on California Avenue.
Biking:
6. Reaffirm the interest in supporting Cambridge Avenue as a route for through biking a. Move forward with signage and other calming measure s to reduce bike speeds of California Avenue.
MOTION PASSED: 6-0-1, Stone absent
Adjournment: The meeting was adjourned at 9:45 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: Fire
Meeting Date: August 11, 2025
Report #:2507-4976
TITLE
Ordinance Adopting the 2025 Fire Hazard Severity Zone Map Issued by the State Fire Marshal
RECOMMENDATION
Staff recommends that the City Council adopt the CAL FIRE Hazard Severity Zone (FHSZ) map, as recommended by the California Department of Forestry and Fire Protection (CAL FIRE), for areas within the City of Palo Alto’s jurisdiction (local responsibility area).
EXECUTIVE SUMMARY
CAL FIRE is mandated by state law to identify and map areas with significant fire hazards and periodically revise and update its designation of zones. These maps, known as Fire Hazard Severity Zone (FHSZ) maps, categorize areas based on factors that influence fire likelihood and behavior. Updates in state law since 2021 now require that a local agency, including the City of Palo Alto, designate by ordinance the moderate, high, and very high FHSZs in its jurisdiction after receiving recommendations from the State Fire Marshal. (Gov. Code 51179(a)).
Recent updates to the state’s FHSZ maps were issued for the Bay Area, including Palo Alto, February 24, 2025.The City provided opportunities for public review and comment on the CAL FIRE FHSZ map from March 26 through April 30, 2025, and adoption of the CAL FIRE FHSZ map is a necessary next step to protect the City of Palo Alto from the increasing threat of wildfires. It ensures compliance with state law, enhances public safety, and promotes responsible land-use planning. Staff recommends that the City Council adopt the map as presented. Under state law, a local agency has discretion to add areas not identified by the State Fire Marshal or increase the fire hazard severity identified by the state, but not to remove areas or reduce the hazard severity level (Gov. Code 51179(b)). Staff recommends adopting the local FHSZ maps as issued by CAL FIRE, without revisions.
This is part of multiple items regarding wildfire preparedness and in support of the City Council priorities for 2025. The details within this staff report, an audit on wildfire preparedness and community conversations with those neighborhoods in the WUI held in June 2025.
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BACKGROUND
The State Fire Marshal is required to classify lands within State Responsibility Areas (SRA) into fire hazard severity zones. In 1992, Assembly Bill 337 required CAL FIRE to evaluate fire hazard severity in local responsibility areas and make a recommendation to the local jurisdictions where Very High FHSZ exists. Under Senate Bill 63 (Stern, 2021) Government Code 51178 was amended to also identify the Moderate and High Fire Hazard Severity Zones with the Very High in Local Responsibility Areas (LRA). Each zone must encompass relatively homogeneous lands and be based on fuel loading, slope, fire weather, and other relevant factors, including areas where winds have been identified as a major cause of wildfire spread.
The FHSZ maps are essential tools for the following:
Wildfire Preparedness: They provide critical information for residents, property owners, and the City to understand the level of fire hazard in specific areas. Building Codes: The maps inform building code requirements, particularly for new construction and renovations, to enhance structural resistance to wildfire. Defensible Space: The maps guide the implementation and enforcement of defensible space regulations, which are crucial for protecting structures from approaching wildfires.
Emergency Planning: The maps assist in developing effective wildfire mitigation and response plans.
Designating areas where California’s defensible space standards and wildland urban interface building codes are required.
General plan considerations: Local governments may consider them in their general plans.
Recent changes in state law, specifically Government Code Section 51179, require local agencies to adopt these maps by ordinance. The City of Palo Alto has received the updated FHSZ map from CAL FIRE, which designates areas within our jurisdiction as Moderate, High, or Very High Fire Hazard Severity Zones.
ANALYSIS
According to CAL FIRE, the maps are developed using a science-based and field-tested model that assigns a hazard score based on the factors that influence fire likelihood and fire behavior.
CAL FIRE is updating these maps to more accurately reflect the zones in California that are susceptible to wildfire, incorporating new science in local climate data and improved fire assessment modeling. The maps evaluate “hazard,” not “risk”. They are like flood zone maps, where lands are described in terms of the probability level of a particular area being inundated by floodwaters, and not specifically prescriptive of impacts. Adopting this map is crucial for several reasons:
Compliance with State Law: State law mandates that local agencies adopt the FHSZ maps.
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Enhanced Public Safety: Adopting the map enables the City to better protect its residents and property from the increasing threat of wildfires. It provides a foundation for implementing effective mitigation measures and enforcing necessary regulations.
Improved Planning and Development: The map will inform land-use planning and development decisions, ensuring that new construction and infrastructure projects are designed to minimize fire risks. Access to Funding: Adoption of the FHSZ maps may be a prerequisite for accessing certain state and federal funding for wildfire prevention and mitigation projects.
Understanding Fire Hazard Severity Zones: It is important to note that the Fire Hazard Severity Zone map evaluates "hazard," not "risk." "Hazard" is based on the physical conditions that create a likelihood and expected fire behavior over a 30 to 50-year period without considering mitigation measures. "Risk" is the potential damage a fire can do to the area under existing conditions, accounting for modifications such as fuel reduction projects, defensible space, and ignition-resistant construction.
City staff has reviewed the CAL FIRE FHSZ map and recommends its adoption as issued. A description of how the maps are developed is provided here: Fire Hazard Severity Zones | OSFM1. Below summarizes elements of the FHSZ maps and how they were developed.
Key elements of the Fire Hazard Severity Zone model: The fire hazard severity model for wildland fire has two key elements: 1) probability of an area burning and 2) expected fire behavior under extreme fuel and weather conditions. The zones reflect areas that have similar burn probabilities and fire behavior characteristics.
Factors considered in determining fire hazard within wildland areas are fire history, flame length, terrain, local weather, and potential fuel over a 50-year period.
Outside of wildlands, the model considers factors that might lead to buildings being threatened, including terrain, weather, urban vegetation cover, blowing embers, proximity to wildland, fire history, and fire hazard in nearby wildlands.
FHSZs are not a structure loss model, as key information regarding structure ignition (such as roof type, etc.) is not included. 1 Fire Hazard Severity Zones | OSFM https://osfm.fire.ca.gov/what-we-do/community-wildfire-preparedness-and- mitigation/fire-hazard-severity-zones
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The model places an emphasis on the spread of embers. Embers can travel long distances in the wind and ignite vegetation, roofs, attics, and decks.
Areas immediately adjacent to wildland receive the same FHSZ score as that wildland where fire originates, and the model then produces lower scores as the distance to the wildland edge increases.
In wildland areas, zone edges are a result of the way zones are delineated. Zones represent areas of similar slope and fuel potential.
How Fire Hazard Severity Zones are determined: CAL FIRE used the best available science and data to develop and field-test a model that served as the basis of zone assignments. The model evaluated the probability of the area burning and potential fire behavior in the area. Many factors were included, such as fire history, vegetation, flame length, blowing embers, proximity to wildland, terrain, and weather. A 2 km grid of climate data covering the years 2003-2018 is being used in the models underlying the 2025 map update. The previous model used stock weather inputs across the state to calculate wildland fire intensity scores.
The updated model adjusts fire intensity scores based on the most extreme fire weather at a given location, considering temperature, humidity, and wind speed.
Ember transport is being modeled based on local distributions of observed wind speed and direction values instead of using a generic buffer distance for urban areas adjacent to wildlands.
Classification of a wildland zone as Moderate, High, or Very High fire hazard is based on the average hazard across the area included in the zone, which have a minimum size of 200 acres.
In wildlands, hazard is a function of modeled flame length under the worst conditions and annual burn probability. Classification outside of wildland areas is based on the fire hazard of the adjacent wildland and the probability of flames and embers threatening buildings.
State Responsibility Area (SRA): SRA is the area where the state has financial responsibility for wildland fire protection and prevention. Incorporated cities and federal ownership are not included in SRA. CAL FIRE is responsible for fire prevention and suppression within the SRA.
Local Responsibility Area (LRA): Local Responsibility Areas (LRA) are incorporated cities, urban regions, agricultural lands, and portions of the desert where the local government is responsible for wildfire protection. CAL FIRE uses an extension of the Item 4
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state responsibility area Fire Hazard Severity Zone model as the basis for evaluating fire hazard in Local Responsibility Area.
The Local Responsibility Area hazard rating reflects flame and ember intrusion from adjacent wildlands and from flammable vegetation in the urban area.
CAL FIRE’s Land Use Planning Program provides support to local governments by providing fire safety expertise on the State’s wildland urban interface building codes, wildfire safety codes, as well as helping in the development of the safety elements in general plans. CAL FIRE uses the same modeling data that is used to map the State Responsibility Area for Local Responsibility Areas.
New legislation, Senate Bill 63 (Stern, 2021), now requires the adoption of all three Fire Hazard Severity Zone classes in the Local Responsibility Area.
Previously only Very High Fire Hazard Severity Zones were required for adoption in Local Responsibility Areas.
FISCAL/RESOURCE IMPACT
Adoption of the Ordinance to adopt the FHSZ map does not have direct fiscal impacts. Chapter 7A of the California Building Code and Chapter 49 of the California Fire Code are already being enforced in all areas identified as ”Moderate”, ”High”, or ”Very High” fire hazard severity zones on the updated maps.
However, additional resources, including staff time and funding for public education, mitigation efforts and outreach may be required. Though these costs can most likely be absorbed within existing budgets, future budget requests may be necessary.
STAKEHOLDER ENGAGEMENT
The City is committed to comprehensive stakeholder engagement throughout the process to adopt and implement updates to the CAL FIRE Fire Hazard Severity Zone (FHSZ) maps. To facilitate public awareness and access to relevant information, the City published details on its official website, and the Uplift Local newsletter, including direct links to supplementary resources. The FHSZ information was made available for a 35-day public comment period.
ENVIRONMENTAL REVIEW
Adoption of the Ordinance to adopt the 2025 FHSZ map does not have a direct environmental impact and is not a project under the California Environmental Quality Act. However, the map will help guide mitigation efforts outlined in the updated Foothills Fire Management Plan (FFMP), which is subject to a CEQA exemption.
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ATTACHMENTS
Attachment A: Ordinance of the Council of the City of Palo Alto adopting the 2025 Fire Hazard Severity Zone Map Issued by the State Fire Marshal
APPROVED BY:
Geoffrey Blackshire, Fire Chief
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NOT YET APPROVED Attachment A
1 027072325
Ordinance No. ____
Ordinance of the Council of the City of Palo Alto adopting the 2025 Fire Hazard Severity Zone Map Issued by the State Fire Marshal
The Council of the City of Palo Alto does ORDAIN as follows:
SECTION 1. Findings and Declarations. The City Council finds and declares as follows:
A. To better prepare for wildfires, the California Department of Forestry and Fire Protection (CAL FIRE) is required to periodically review its recommended classifications of fire hazard severity zones throughout California. The state legislature has found that the prevention of wildfires is a matter of statewide concern, not a municipal affair.
B. The State released updated 2025 Fire Hazard Severity Zone (FHSZ) maps, and requires all local jurisdictions , including Palo Alto, with moderate, high, and very high fire hazard severity zone recommendations to designate those zones by ordinance.
C. State law also requires that the City post the maps indicating CAL FIRE’s FHSZ recommendations publicly for comment within 30 days of receipt , which the City conducted from March 26 - April 30, 2025.
D. After consideration of public comments, the City will rely on the latest recommendations of CAL FIRE in its published FHSZ maps, notwithstanding local discretion to impose more restrictive fire and public safety requirements.
SECTION 2. Adoption of 2025 Fire Hazard Severity Zone Map for Palo Alto.
The City hereby designates the Fire Hazard Severity Zones as recommended by the California Department of Forestry and Fire Protection pursuant to Government Code Section 51178. The map, approved by the Council of the City of Palo Alto, is hereby incorporated by reference, and entitled, “Fire Hazard Severity Zones in Local Responsibility Area - City of Palo Alto”, dated February 24, 2025 (Exhibit A).
The official map is also located electronically on the following website:
https://www.paloalto.gov/wildfire
SECTION 3. Effective Date. This Ordinance shall be effective on the thirty-first date after the date of its adoption.
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Attachment A - Ordinance
of the Council of the City of
Palo Alto adopting the 2025
Fire Hazard Severity Zone
Map Issued by the State Fire
Marshal
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NOT YET APPROVED Attachment A
2 027072325
SECTION 4. CEQA. The City Council finds and determines that this Ordinance is not a project within the meaning of section 15378 of the California Environmental Quality Act (“CEQA”) Guidelines because adoption of the state FHSZ map and updating a statutory definition involves no action with potential for resulting in physical change in the environment, either directly or ultimately. In the event that this Ordinance is found to be a project under CEQA, it is subject to the CEQA exemption contained in CEQA Guidelines section 15061(b)(3) because it can be seen with certainty to have no possibility of a significant effect on the environment in that this Ordinance simply clarifies existing local regulations.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
__________________________ _____________________________ City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
__________________________ _____________________________ City Attorney or designee City Manager
_____________________________
Fire Chief, Palo Alto Fire Department
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Fire Hazard Severity Zone
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City and County boundaries as of 10/22/24 (CA Board of Equalization) CAL FIRE State Responsibility Areas (SRA25_1)
CAL FIRE Fire Hazard Severity Zones (FHSZSRA23_3, FHSZLRA_25_1) Data Sources:
Daniel Berlant, State Fire Marshal, CA Department of Forestry and Fire Protection Joe Tyler, Director/Fire Chief, CA Department of Forestry and Fire Protection Wade Crowfoot, Secretary for Natural Resources, CA Natural Resources Agency Gavin Newsom, Governor, State of CaliforniaThe State of California and the Department of Forestry and Fire Pro
tection make no representations or warranties regarding the accuracy of data or maps. Neither the State nor the Department shall be liable under any circumstances for any direct, special, incidental, or consequential damages with respect to any claim by any user or third party on account of, or arising from, the use of data or maps. and other relevant factors including areas where winds
hav
e been identified by the Office of the State Fire Marshal as a major cause of wildfire spread.
statewide criteria and based on the severity of fire hazard that is expect
ed to prevail in those areas. Moderate, high, and very high fire hazard severity zones shall be based on fuel loading, slope, fire weather, Government Code section 51178 requires the State Fire
Marshal t
o identify areas in the state as moderate, high,
and very high fire hazard severity zones based on consistent Waterbody
Federal Responsibility
Area (FRA)Unzoned LRA
Incorporated City
Projection: NAD 83 California Teale Albers
Scale: 1:97,000 at 1
1" x 17"
0 1 2 3 4 5 6 7Km
0 1 2 3 4Mi
Very High High Moderate
Fire Hazard Severity Zones in State Responsibility Area (SRA), Eff
ective April 1, 2024
Very High High Moderate
Fire Hazard Severity Zones (FHSZ) in Local Responsibility Area (LRA), as Identified by the S
tate Fire Marshal
Palo Alto
UNINCORPORATED
SAN MATEO CO.
UNINCORPORATED
SANTA CLARA CO.
elCamino
Real
101
82 35
ATHERTON
CUPERTINO
EAST PALO
ALTO
FREMONT
LOS ALTOSLOS
ALTOS HILLS
MENLO PARK
MOUNTAIN VIEW
NEWARK
PORTOLA
VALLEY
REDWOOD CITY
SAN CARLOS
SAN JOSE
SAN JOSE
SANTA
CLARA
SARATOGA
SUNNYVALE
WOODSIDE
A L A M E D A C O .
S A N T A C L A R A C O .
SAN
M
ATEO
CO
.
SAN
TA
CLAR
A
C
O
.
February 24, 2025
As Identified by the
St
ate Fire Marshal
Local Responsibility Area
Fire Hazard Sev
erity Zones
CITY OF PALO ALTO – SANTA CLARA COUNTY
Exhibit A
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Council of the City of Palo Alto
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Severity Zone Map Issued by the
State Fire Marshal
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Human Resources
Meeting Date: August 11, 2025
Report #:2507-4928
TITLE
Adoption of Memorandums of Agreement with the Palo Alto Police Officers’ Association (PAPOA) and the Palo Alto Police Managers Association (PMA) for Terms Ending June 30, 2028, and Corresponding Salary Schedules; CEQA Status – Not a Project
RECOMMENDATION
Staff recommend that the City Council:
1) Adopt the Memorandum of Agreement (MOA), and all associated salary schedules, between the City of Palo Alto and the Palo Alto Police Officers’ Association (PAPOA); 2) Adopt the Memorandum of Agreement (MOA), and all associated salary schedules, between the City of Palo Alto and the Palo Alto Police Managers Association (PMA).
BACKGROUND
As a public agency under California law, the City of Palo Alto must meet and confer in good faith with recognized employee organizations on matters relating to wages, hours, and terms and conditions of employment. Following thoughtful and thorough negotiations, City representatives reached tentative agreement with PAPOA. PAPOA has ratified the tentative agreement.
These agreements align with the City's labor strategy to emphasize recruitment and maintaining competitive salaries to attract top talent, to continue improving employee retention and reduce turnover, and to foster a positive work environment to continue being an Employer of Choice. Each agreement builds upon key themes of equity, competitiveness, and operational sustainability as well as focusing on fiscal responsibility. The current agreements expired on June 30, 2025.
ANALYSIS
The agreements continue the City’s successful approach of cost of living adjustments and medical increases aligned across all bargaining groups. As with our other labor groups, the agreements include tailored market-based targeted adjustments intended to attract new Item 5
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recruits and retain our current staff. Additionally, certification related compensation is adjusted to encourage growth, knowledge and talent development within the organization. Across California, police departments continue to have significant recruiting challenges to hire officers.
As reported to Council on June 16, PAPOA has 9 vacancies.1 The City’s goal with this new agreement is to halt costly turnover and maintain the community ‘s public safety service expectations.
Term: through June 30, 2028 (3-year term)
Cost of Living Adjustment:
FY 2026: 3%
FY 2027: 3%
FY 2028: 3%
Medical Contributions:
August 2025: alignment with SEIU (all units will be on one flat rate) Jan 2026: None
Jan 2027: Avg. of 4% increase in flat-rate contributions Jan 2028: 4% increase in flat-rate contribution
Market-Based or Certification Based Enhancements outlined by group:
PAPOA – Palo Alto Police Officers’ Association
Unit Description: The Palo Alto Police Officers’ Association represents the City’s sworn Police Officer, Agents and Sergeants. This unit is comprised of 78 full time equivalent “FTE” and is responsible for serving on the frontline of public safety, enforcing laws, and engaging with the community.
This agreement helps address the hard-to-fill positions by maintaining a competitive market placement and creating professional growth incentives to attract and retain qualified staff.
Specific adjustments for PAPOA include:
Market Based Adjustment:
oFY 2025: 0.75%
1 City Council Meeting, June 16, 2025, Item 23,
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oFY 2026: 0.5%
oFT 2028: 0.5%
Deferred Compensation for PEPRA increased from $50 per mo., to $150 per mo. Detective Pay special compensation of 5%
Advance POST certificate increased from 2.5% to 5% in July 2026 PMA – Palo Alto Police Manager’s Association
Unit Description: The Palo Alto Police Managers’ Association (PAPMA) represents the City’s sworn Police Lieutenants and Captains. The unit is comprised of 7 FTE who provide upper and middle management level leadership within the Police Department, overseeing personnel and training programs, managing field services (including patrol and emergency response) and directing investigative operations.
This agreement retains the current structure in place to support internal growth within the department by maintaining the spread between Sergeants and Lieutenants. Furthermore, the agreement helps retain our experienced managers and appeals to prospective police managers.
Specific Adjustments include:
Market Based Adjustment: 1% annually starting in FY 2026 Deferred Compensation: FY 2027: $250 per month, FY 2028: $400 per month Excess Management Benefit Increase from $2,500 to $3,000 annually starting in FY 2026
FISCAL/RESOURCE IMPACT
Adoption of the Memorandum of Agreements for PAPAO and PMA will result in estimated cost increases of $6.4 million in the General Fund over the three-year term, ending June 30, 2028. The first-year contract costs were incorporated into the FY 2026 Adopted Budget, and costs for years two and three of the contracts were included in the General Fund long-range financial forecast; however, final estimates may vary based on actual staffing levels, classification changes, and health plan enrollment. Staff will incorporate these agreements into the development of future long-range forecasts and operating budgets.
STAKEHOLDER ENGAGEMENT
All MOAs and compensation plans were ratified by the respective bargaining units and reviewed by internal stakeholders. Following Council adoption, documents will be publicly posted.
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ENVIRONMENTAL REVIEW
The proposed Council action is not a project under the California Environmental Quality Act (CEQA), as it involves organizational and administrative activities. (CEQA Guidelines, Section 15378(b)(2))
ATTACHMENTS
Attachment A: MOA – PAPOA
Attachment B: Salary Schedule - PAPOA
Attachment C: MOA – PMA
Attachment D: Salary Schedule - PMA
APPROVED BY:
Sandra Blanch, Human Resources Director
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Palo Alto
Peace Officers' Association
Memorandum of Agreement
July 1, 2025 – June 30, 2028
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
ii
TABLE OF CONTENTS
PREAMBLE 1
Section 1. Recognition 1
Section 2. No Discrimination 1
Section 3. Association Security 2
Section 4. Payroll Deduction 2
Section 5. No Strikes 2
Section 6. Probationary Period 3
Section 7. Salary Provisions 4
Section 8. Night Shift Differential 8
Section 9. Paid Holidays 9
Section 10. Working Out of Class Pay 10
Section 11. Retention/Career Incentive Program (Special Compensation) 10 Section 12. Dependent Care Assistance Program 11
Section 13. Court Pay 11
Section 14. Health Plans 12
Section 15. Dental Benefits 15
Section 16. Life Insurance Benefits 15
Section 17. Effective date of Coverage for New Employees 16 Item 5
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Section 18. Retirement Benefits 16
Section 19. Retirement Medical Plan 18
Section 20. Psychological Counseling Program 19
Section 21. Uniforms 20
Section 22. Work Schedule 20
Section 23. Overtime Pay and Compensatory Time Off 34
Section 24. Overtime Sign-Up 35
Section 25. Jury Duty 36
Section 26. Vacation Accrual 36
Section 27. Use of Vacation 37
Section 28. Vacation Pay at Termination 39
Section 29. Vacation Benefits for Deceased Employees 39 Section 30. Effect of Extended Military Leave 39
Section 31. Sick Leave 39
Section 32. Leaves of Absence Without Pay 42
Section 33. Leave of Absence With Pay 43
Section 34. Reduction in Force 44
Section 35. Agents 44
Section 36. Commute Incentives and Parking in Civic Center Garage 44 Section 37. Disciplinary Action and Unsatisfactory Work or Conduct 45 Section 38. Grievance Procedure 47
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Section 39. Bulletin Boards and Telephones 50
Section 40. Access to Association Representatives 50
Section 41. Meeting Places 51
Section 42. Voluntary Leave Program: 52
Section 43. Utilization of Reserves for Field Services Division Events 53 Section 44. Overtime Meals for Investigative Services Division 54 Section 45. Hiring Incentives 54
Section 46. Full Understanding 55
Section 47. Printed Agreement 56
Section 48. Duration 56
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July 1, 2025 – June 30, 2028
1 MEMORANDUM OF AGREEMENT
CITY OF PALO ALTO and PALO ALTO PEACE OFFICERS' ASSOCIATION
July 1, 2025 – June 30, 2028
PREAMBLE
This Memorandum of Agreement is pursuant to and subject to Sections 3500 -3510 of the Government Code of the State of California, the Charter of the City of Palo Alto, and the City of Palo Alto Merit System Rules and Regulations. (This Memorandum of Agreement made and entered into at Palo Alto, California, by and between the City of Palo Alto, a municipal corporation (hereinafter referred to as "City") and the Palo Alto Peace Officers' Association, Incorporated, a California corporation (hereinafter referred to as "Association"), is intended to define agreements reached during the meet and confer process concerning wages, hours, working conditions, and other terms and conditions of employment for the represented group of employees.
Section 1. Recognition
The City recognizes the Association as the exclusive representative of an employee group consisting solely of Police Officer Trainees, Police Officers, Police Agents, and Police Sergeants who are regularly employed by the City and others who might be amended into the representation unit from time to time under existing law and the Merit System Rules and Regulations.
Section 2. No Discrimination
(a) The Association and the City hereby agree that there shall be no discrimination because of race, color, age, disability, sex, sexual orientation, national origin, political or religious affiliation, or any other protected classification as provided by applicable local, state or federal law. There shall be no discrimination in employment conditions or treatment of employees on the basis of membership or non-membership in the Association, or participation in the lawful activities of the Association.
(b) The Association and the City hereby agree to protect the rights of all employees to exercise their free choice to join the Association and to abide by the express provisions of applicable State and local laws.
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2 Section 3. Association Security
(a) When a person is hired in any of the covered job classifications, the City shall notify that person that the Association is the recognized bargaining representative for the employee in said Unit and give the employee a current copy of the Memorandum of Agreement.
(b) If there is no disruption of work, members of the Association Board of Directors may use a reasonable amount of on- duty time without loss of pay to attend to Association business specifically related to representation of employees. Such release time must be cleared in advance by the appropriate division manager who is a member of management.
For purposes of this section, representation shall include:
(i) Meetings with represented employees or management related to a grievance or disciplinary action, including investigation and preparation time. (ii) A meeting with management related to benefits, working conditions or other terms and conditions of employment.
Section 4. Payroll Deduction
The City shall deduct Association membership dues and any other mutually agreed upon payroll deduction from the bi-weekly pay of member employees. The dues deduction must be authorized in writing by the employee on an authorization card acceptable to the City and the Association. The City shall remit the deducted dues to the Association as soon as possible after deduction.
Section 5. No Strikes
The Association, its representatives, or members, shall not engage in or cause, instigate, encourage, sanction, or condone a strike, withholding of services, concerted abuse of leave of absence provisions, work stoppage or work slowdown of any kind. No employee shall refuse to cross any picket line in the conduct of Police Department business, nor shall the Association, its representatives, or members discriminate in any way toward anyone who refuses to participate in a strike, or any of the job actions cited above.
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3 Section 6. Probationary Period
(a) The probationary period for new employees entering the classifications of Police Academy Trainee or Police Officer shall end 12 months following the successful completion of Police Academy training. The probationary period for lateral entry positions, where Police Academy training is waived, shall be 12 months. In the event a probationary employee is absent for a period exceeding one-hundred and twenty (120) hours during the probationary period, probation will be extended by an equivalent number of duty hours.
(b) The probationary period shall be regarded as part of the testing process and shall be utilized for closely observing all aspects of the employee's qualifications, for ensuring the effective adjustment of a new employee to the position and for rejecting any probationary employee who in the opinion of management is not suitable to attain permanent status.
(c) During the probationary period a new employee may be terminated at any time by the appointing authority without cause. The existence of cause for termination shall not be arbitrable.
Probationary employees shall not be terminated for reasons that violate Section 2. No Discrimination, of this Agreement, or for reasons that are unconstitutional or unlawful.
(d) Probationary Period for New Supervisors
(1) The probationary period for newly promoted Agents and Sergeants shall end 12 months from the effective date of the promotion, excluding time off due to any unscheduled absence or leave.
(2) The probationary period shall be regarded as part of the testing process and shall be utilized for closely observing all aspects of the employee’s qualifications, for ensuring the effective adjustment of a newly promoted employee to the position and for rejecting any newly promoted probationary employee who in the opinion of management is not suitable to attain permanent status in the newly promoted rank.
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4 (3) During the 12 month promotional probationary period the newly promoted employee shall be evaluated by his/her direct supervisor on a quarterly basis.
(4) Any on-going and/or significant perceived deficiencies in the probationary employee’s work performance or supervisory aptitude shall be promptly communicated to the employee. When appropriate, the employee shall be provided with additional training and given opportunities to demonstrate their performance in response to the training. Such perceived deficiencies, any related training, and performance improvement or lack of response to training shall be documented by the employee’s supervisor and recorded in the employee’s quarterly evaluation for the quarter(s) in which the matter was addressed.
(5) During the promotional probationary period, a newly promoted employee may be demoted to their previous rank at any time by the appointing authority if the employee demonstrates a lack of suitability for the newly promoted position.
The demotion shall be based upon deficiencies in the performance or aptitude that have been addressed and documented as outlined in subsection (5). The existence of cause for demotion shall not be arbitrable. Promotional probationary employees shall; not be demoted for reasons that violate Section 2 of the Memorandum of Agreement, No Discrimination; or for reasons that are unconstitutional or unlawful.
(6) In the event that management elects to demote an employee during his or her probationary period, pursuant to subsection (6), the affected employee may request a hearing with the Chief of Police. The hearing shall be held promptly and prior to the intended effective date of demotion, so as to afford the employee with a meaningful and timely opportunity to respond to the stated reason(s) for demotion.
Section 7. Salary Provisions
(a) Market Adjustment: Effective the first full pay period following City Council Adoption, salary ranges of all bargaining unit classifications will be increased by three percent (3%), and a 0.75% market adjustment for a total increase of 3.75%, which is sufficient to bring them to the top quartile of market median as determined by the City’s market study.
(b) General Salary Increase: Effective the first full pay period including July 1, 2026, salary ranges of all represented classifications will be increased by threepercent (3.0%) and a
0.5% market adjustment for a total increase of 3.5%.
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5 (c) General Salary Increase. Effective the first full pay period folllowing July 1, 2027 salary ranges of all represented classifications will be increased by three percent (3.0%) and
0.5% market adjustment for a total increase of 3.5%.
(d) Flexible Compensation: Effective the first full pay period following City Council Adoption of the successor MOA in 2023, and in lieu of an increase to the City contribution towards medical premiums, each represented classification had their monthly income increased by $100.
(e) Flexible Compensation: Effective the first full pay period following January 1, 2024, and in lieu of an increase to the City contribution towards medical premiums, each represented classification had their monthly income increased by an additional $100 (total of $200).
(f) Total Compensation and Survey Database. Management and the Union have agreed to a compensation survey database structure. Survey Cities include: Alameda, Berkeley, Concord, Fremont, Hayward, Milpitas, Mountain View, Redwood City, San Leandro, San Mateo, Santa Clara, and Walnut Creek. Compensation Criteria includes: top step salary, maximum longevity, maximum education/POST, uniform allowance, holiday pay, deferred compensation, employee pick up of employer pension costs (Negative EPMC), and maximum City paid benefits ( such as a review of medical, dental, vision, life insurance, LTD, and EAP). The database is intended to provide one source of information concerning how the compensation paid to employees in bargaining unit job classifications compares to that paid by other employers.
(g) Salary Steps & Ranges (Eligibility)
New officers attending the basic police academy will be compensated at the “Police Trainee” level.
Academy Graduates and Lateral Officers with less than two years experience will be compensated at the “Police Officer” “Step 1” Level or higher.
FTO Completion : Officers become eligible for the first step increase after they complete the Field Training Program and have been with the department for a year from the academy graduation (Laterals a year from hire date). For employees hired on or after July 1, 2018, the pay increase for this completion is one step on the salary schedule (approximate 5% increase), no higher than Step 4.
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6 First Class Exam: Officers become eligible to take the exam any time after they have successfully completed the Field Training Program. However, the pay increase will not take effect until one year from the date of the first step increase, as stated in the above paragraph. (Lateral officers’ pay increase may be effective one year from the date of hire) For employees hired on or after July 1, 2018, the pay increase for First Class is one step on the salary schedule (approximate 5% increase), no higher than Step 5.
Effective upon ratification of this Agreement by the City Council, upon promotion to Agent or Sergeant, employees will be eligible for a step increase after one (1) year from the date of promotion so long as they receive a satisfactory performance evaluation.
Each twelve (12) months of actual service after the evaluation date, each employee receiving a satisfactory performance evaluation shall receive a merit increase to the next higher step until the top step of the pay range for the job class has been reached.
(h) POST Certificate/Incentives
Basic Post: Officers become eligible upon completion of their probationary period.
The certificate must be obtained within 18 months of hire date. (No Salary Increase)
Intermediate POST: Employees that qualify for the Intermediate POST certificate will be compensated at the corresponding salary schedule (e.g., “Police Officer/Inter”), effective the first full pay period after the employee provides proof of submission of the required paperwork to POST (approximate 5% increase).
Advanced POST: Employees that qualify for the Advanced POST certificate will be compensated at the corresponding salary schedule (e.g., “Police Officer/Adv”), effective the first full pay period after the employee provides proof of submission of the required paperwork to POST (approximate 2.5% increase). Effective the pay period including July 1, 2026, Advanced POST shall be increased an additional 2.5% for a total of five percent (5%) of base pay.
Employees are responsible for contacting Personnel & Training in order to arrange taking tests and application for POST certificates.
(i) Special assignment premium pay
Effective with the pay period including July 1, 2001, biweekly premium pay for Item 5
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July 1, 2025 – June 30, 2028
7 employees assigned to the indicated specialties will be as follows:
Field Training Premium: 5% of base pay per pay period.
Applies to management-assigned Officers and Agents and Traffic Team members during each pay period in which they provide training to police recruits, Community Service Officers or Level II reserve officers who are working on their Level I certificate. Applies to management-assigned FTO Sergeants during each pay period in which they supervise assigned FTO Officers or Agents who are actively training police recruits, Community Service Officers or Level II reserve officers who are working on their Level I certificate.
Traffic Premium: 5% of base pay per pay period.
Officers, Agents and Sergeants who management assigns to routinely and consistently operate or patrol on a motorcycle.
K-9 Program Premium: 5% of base pay per pay period.
Effective January 1, 2008, K -9 Officers/Agents shall receive 5% of base pay per pay period to compensate for the time spent by the K -9 Officer/Agent outside regularly scheduled work hours to feed, groom, house, exercise, attend to the medical and dental needs of and otherwise maintain the dog.
Detective Premium: 5% of base pay per pay period.
Effective upon ratification of this Agreement, Officers, Agents, and Sergeants who management assigns to the Investigation Services Division.
Bilingual Premium: 5% of base pay per pay period.
Applies to representation unit employees certified by management as proficient in other languages as outlined below.
(i) Approved Languages
Spanish, Chinese (Mandarin and Cantonese), Japanese, Tagalog, Korean, Vietnamese, Russian, American Sign Language, and such other languages as determined by management.
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8 (ii) Proficiency Requirements
Officers, Agents, and Sergeants who pass a basic “first responder” proficiency test administered by a professional linguist will be eligible for bilingual pay. This proficiency test will be a one time test to ensure the candidate has the ability to verbally communicate (with the exception of American Sign Language) as a first responder in the selected Language. First responder proficiency will include, but is not limited to, the ability to take basic crime and accident reports; issue a citation and explain the court process; complete a field interview card; give directions; give a Miranda admonition; and generally be able to communicate with a non -English speaking person in need of basic police services.
Study material will be provided by the City to all employees to assist in test preparation.
(iii) Testing Process
In order to best accommodate the wide range of languages, proficiency testing will be conducted by professional linguists outside the Police Department that have been agreed upon by the Association and Management. A basic first responder proficiency exam has been developed based upon the needs of the organization.
The City will pay for the initial test for each employee. Employees who do not pass the initial test may retest as many times as necessary. However, subsequent tests will be at the employee’s expense.
Section 8. Night Shift Differential
(a) Night shift differential shall be paid at the rate of 5% to all FSD personnel for all hours worked between 6:00 p.m. and 8:00 a.m.
(b) All employees covered under Section 23(d) working a regular shift between 7:00 a.m. and 7:00 p.m. shall receive 5% night shift premium for hours worked between 7:00 p.m. and 7:00 a.m.
Vacation and administrative leave pay for employees who regularly work night shifts shall include appropriate night shift premiums, relating to night shift hours regularly worked.
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9 Shift adjustment hours for employees who regularly work the 4-11 work schedule shall include the appropriate night shift premium based on the percentage of usual night shift hours worked to regular hours.
Section 9. Paid Holidays
(a) All represented employees on leave of absence without pay shall not receive in-lieu holiday accrual during such leave, or any compensation for holidays occurring during such leave.
(b) Employees shall not receive paid holidays, but in lieu thereof shall receive 3.846 hours straight time pay each pay period that they are in paid status, to a maximum payment of one hundred (100) hours per year. Holiday hours will be pro -rated for employees in paid status a portion of a pay period.
Hours under this provision will be paid each pay period while in a paid status.
Employees working non-field services assignments shall be eligible to use accrued paid leave time balances for any of the following recognized City holidays subject to management scheduling approval:
January 1
Third Monday in January
Third Monday in February
Last Monday in May
July 4
First Monday in September
Second Monday in October
November 11
Thanksgiving Day
Day after Thanksgiving Day
December 25
Either December 24 or December 31,
A Day of Reflection in recognition of a day of the employee’s choosing, including Juneteenth Freedom Day (June 19) or Cesar Chavez/Dolores Huerta Day (March 31)
Item 5
Attachment A - MOA -
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Item 5: Staff Report
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
10 Section 10. Working Out of Class Pay
Officers, Agents and Sergeants working out of class for a period of four or more consecutiveshifts) shall be compensated with the following premium pay;
Officers and Agents working as an Acting Sergeant: 7% of base pay for all shifts
Sergeants working as an Acting Lieutenant: 10% of base pay for all shifts
Agents, and Sergeants fulfilling the role of an Acting Sergeant and/or Acting Lieutenant for individual shifts and/or a number of hours within a shift, shall not receive additional compensation.
Periodically working in this capacity shall be deemed a basic duty within an employee’s job description.
In accordance with Government Code 20480, an employee assigned to work in an out -of-class appointment may not exceed 960 hours worked in the appointment within a fiscal year if the employee is appointed to an upgraded position or higher classification that is vacant during recruitment for a permanent appointment. This limitation does not apply to a position that is temporarily available due to a leave of absence.
Section 11. Retention/Career Incentive Program (Special Compensation)
(a) Retention/Career Incentive Program
On July 1, 2007 the City will initiate a Retention/Career Incentive Program. It is recognized that hiring, training, and retaining qualified law enforcement personnel is becoming increasingly difficult, time consuming, and very expensive. This program is designed to provide greater incentives for hiring new employees, retaining long-term employees, and attracting quality lateral candidates from other law enforcement agencies. This program will provide special compensation in the form of premium pay at various levels as employees reach different career milestones. Both parties acknowledge that in the 2007 negotiations, the cost of the program was partially offset through salary and/or benefit reductions agreed to elsewhere in this Memorandum of Agreement.
All employees with more than 10 years of service shall receive special compensation in the form of retention pay at 3% of straight time base pay.
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Attachment A - MOA -
PAPOA
Item 5: Staff Report
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
11 All employees with more than 15 years service shall receive special compensation in the form of retention pay at 6% of straight time base pay. Maximum under this provision is 6%.
As an incentive to recruit and hire lateral law enforcement personnel from other agencies, the following shall apply. At the Chiefs discretion, up to 5 years of full time law enforcement service may be counted towards the years of service outlined above.
Special Compensation/Retention Pay outlined in the Retention/Career Incentive Program shall be deemed PERSable for the purpose of income and retirement however will not be a factor when calculating “MOU” (non-FLSA) overtime compensation.
Section 12. Dependent Care Assistance Program and Medical Flexible Spending Accounts.
The City will provide a Dependent Care Assistance Program (DCAP) and Medical Flexible Spending Account (FSA) for employees according to the provisions of the Federal Economic Recovery Act of 1981, Code Sections 125 and 129. With the exception of matters within the City’s sole control (e.g., establishment of the FSA), all matters related to the FSA shall be excluded from the MOA grievance procedure. Disputes regarding the administration of the plan shall be subject to the dispute resolution procedure provided by the plan document.
The FSA will be available to representation unit employees effective January 1, 2019, and remain in effect subject to a reasonable minimum participation level and availability of third- party administrative services at a reasonable cost.
Section 13. Court Pay
Sworn Police Personnel appearing in court or in an administrative forum in the course and scope of their normal duties will be compensated according to the following:
Period Rate Minimum
(a) Scheduled day off. Time and one-half 4 hours
Item 5
Attachment A - MOA -
PAPOA
Item 5: Staff Report
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
12 (b) During scheduled shift
or immediately preceding
or following a shift
Straight time during shift.
Time and one-half for period
before or after scheduled
shift.
None
(c) Appearance on a
scheduled work day by
employees of Team #3
(prior to 12 p.m.)
Time and one-half 3 hours
(d) Appearance on a
scheduled work day by
employees of Team #4 or
Team #5
Time and one-half 3 hours
(e) All other court
appearances
Time and one- half 3 hours
Section 14. Health Plans
(a) PEMHCA Health Plan
The first full pay period including Council adoption, the City will increase the maximum City contribution towards medical premiums for eligible full time employees per employee category to the following for any plan:
Medical Category Premium Total Maximum City Contirbution (inclusive of PEMHCA contribution *)
effective first full pay period following
ratification and approval:
Employee Only $943.00
Employee plus one $1,885.00
Employee Family $2,444.00
Effective January 1, 2027, the City will increase its maximum contribution to medical premiums by the following percentages:
• Employee only: 2%
• Employee plus one: 3%
• Employee family: 5%
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Attachment A - MOA -
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Item 5: Staff Report
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
13 Medical Category Premium Total Maximum City Contirbution (inclusive of PEMHCA contribution *)
effective January 1, 2027:
Employee Only $962.00
Employee plus one $1,942.00
Employee Family $2,566.00
Effective January 1, 2028, the City will increase its maximum contribution to medical premiums by four percent (4%).
Medical Category Premium Total Maximum City Contirbution (inclusive of PEMHCA contribution *)
effective January 1, 2028:
Employee Only $1,000.00
Employee plus one $2,020.00
Employee Family $2,669.00
The City’s total maximum contribution towards medical premiums for eligible part time employees shall be prorated based on the number of hours per week the part -time employee is assigned to work.
*PEMHCA minimum changes annually. Any increases to the PEMHCA minimum during the term of this contract will result in a corresponding decrease to the amount of the additional City contribution, so that the total maximum City contribution never exceeds the amount listed in the “Total Maximum City Contribution” columns above.
If the State of California or federal government requires the City to participate and contribute toward coverage under any medical plan outside of PEMHCA including but not limited to the Affordable Care Act, the City’s total liability for enrolled employees and retirees and their eligible family members shall not exceed what the City would have paid toward PEMHCA coverage in the absence of such state or federal plan. The parties will meet and confer over the impact of such change on matters within the scope of representation before implementing any change.
(b) Vision Care
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
14 a) Level of Benefits: The City provides a base vision plan for all eligible employees and dependents. Additionally, eligible employees will have the option to enroll in a vision “buy-up” plan.
b) Premiums: The City shall pay all premium payments on behalf of employees and dependents who are eligible and enrolled in coverage under the base vision plan. Employees will be responsible for premium payments required to enroll in the “buy-up” vision plan.
c) Dependents will include domestic partners, as defined under Section 14 (c).
(c) Active Employee Domestic Partners
Active employee domestic partners whose domestic partnership is registered with the State of California may add their domestic partner as a dependent to their elected health plan coverage if the domestic partnership is registered with the Secretary of State.
Active employee domestic partners whose domestic partnership is not registered with the State, but who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for a stipend of two hundred eighty four dollars ($284.00) per month toward the cost of an individual health plan. Evidence of premium payment will be required with request for stipend.
(d) Alternative Medical Benefit Program
If a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive medical insurance through any other non-City of Palo Alto employer-sponsored or association-sponsored medical plan, the Employee may choose to waive his/her right to the City of Palo Alto’s medical insurance and receive cash payments in the amount of two hundred eighty four dollars ($284) for each month City coverage is waived.
Examples of waivers eligible for this payment are:
• Employee waives all applicable City medical coverage; or • Employee is eligible to enroll his or her spouse or domestic partner and waives medical coverage for the spouse or domestic partner; or • Employee has additional eligible dependents and waives family-level medical coverage.
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Attachment A - MOA -
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Item 5: Staff Report
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
15 Participation must result in a health insurance cost savings to the City and payments per employee shall not exceed a total of two hundred eighty four dollars ($284.00) per month. To participate in the program the employee and dependents must be eligible for coverage under PEMHCA medical plans, complete a waiver of medical coverage form, and provide proof of eligible alternative medical coverage.
Payments will be made in the employee’s paycheck beginning the first month following the employee’s completion of the waiver form. Payments are subject to state and federal taxes and are not considered earnings under PERS law. Employees are responsible for notifying the City of any change in status affecting eligibility for this program (for example, life changes affecting dependent’s eligibility for medical coverage through the employee) and will be responsible for repayment of amounts paid by the City contrary to the terms of this program due to the employee’s failure to notify the City of a change in status.
(e) Dual Coverage
When a City employee is married to another City employee each shall be covered only once (as an individual or as a spouse of the other City employee, but not both) and dependent children, if any, shall be covered by only one spouse
Section 15. Dental Benefits
(a) Level of Benefits: The City will maintain the present level of benefits on the City-sponsored dental program for current employees and their dependents (base dental plan).
(b) Premiums: The City shall pay all premium payments on behalf of employees and dependents who are eligible and enrolled for coverage under the base dental plan. Employees will be responsible for premium payments required to enroll in the “buy-up” dental plan.
(c) Dependents will include domestic partner, as defined under Section 14 (c).
Section 16. Life Insurance Benefits
The City will offer employees Basic and Supplemental life insurance plans. The City shall enroll all employees and pay the premium for a Basic life insurance plan equal to the employee’s annual salary. Employees will have the option of enrolling in a Supplemental life insurance plan and will be responsible for paying the premiums required to enroll in the plan.
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Attachment A - MOA -
PAPOA
Item 5: Staff Report
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23 Packet Pg. 127 of 627
City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
16 Section 17. Effective date of Coverage for New Employees
For newly hired regular employees coverage begins on the first day of the month following date of hire for the health plan, dental plan, vision care plan, and life insurance plans if these benefits are elected.
Section 18. Retirement Benefits
(a) Safety Pension Group A: “3% at 50” Safety Retirement
The City will continue the present benefits under the Public Employees’ Retirement System (PERS) “3 percent at 50” (3% @ 50) Retirement Formula per California Government Code §21362.2 for employees hired before the effective date of the “3 percent at 55” (3% @ 55) formula for new hires as described herein. The final year compensation for employees hired under the 3% at 50 formula will continue to be the “single highest year” or the highest average annual compensation earnable by the member during one (1) year of employment immediately preceding retirement or the one -year period otherwise designated by the member (Government Code 20042). Current employees continu ed to be covered under Government Code 20692, Employer Paid Member Contribution, to the extent there is a City paid member contribution in the final year.
(b) Safety Pension Group B: 3% at 55 Safety Retirement
Effective December 7, 2012, the City amended its contract with CalPERS to provide employees hired on or after that date who are not “new members” of CalPERS as defined in the Public Employees’ Pension reform act (often referred to as “Classic” CalPERS members) with the CalPERS retirement formula three percent of final salary at age 55 (3% at 55), with the final salary determination for such employees of “three highest consecutive years” based on the highest average annual compensation earnable by the member during three (3) consecutive years of employment immediately preceding retirement or the three year period otherwise designated by the member (Government Code Section 20037). This new tier also eliminated Section 20692, Employer Paid Member Contribution.
(c) Safety Pension Group C: 2.7% at Age 57 Safety Retirement
Employees hired on or after January 1, 2013 meeting the definition of “new member” under the Public Employees’ Pension Reform Act (Gov’t. Code s. 7522 et seq.) shall be subject to all of the provisions of that law, including but not limited to the two point seven percent at age 57 (2.7%@57) retirement formula with a three year final compensation period.
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Attachment A - MOA -
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Item 5: Staff Report
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
17 (d) Employee Share of PERS Contribution
Employees in all sworn represented classes in Pension Groups A and B described above will make a 12% PERS member contributions by payroll deduction.
Employees in all sworn represented classes in Pension Group C described above shall pay the employee contribution required by the Public Employees’ Pension Reform Act, currently calculated at fifty percent (50%) of the normal cost, plus an additional 3%.
Trainees will pay the same employee contribution as miscellaneous members while attending Basic Academy (see section (g) below).
The City will continue to provide for member contributions to be made as allowed under the provisions of IRS Code §414(h)(2).
(e) Additional Employee PERS Contributions
• Effective the first full pay period following July 1, 2019 or as soon as administratively possible, all employees regardless of pension formula in this unit shall contribute an additional 0.5% to the Employer share of pension for a total of 3.5% contribution toward the Employer share of pension. (Total Employee contribution will be 12.5% for Classic; 50% of Normal Cost plus 3.5% for PEPRA.)
• Additional contributions will coincide with the City amending its contract with CalPERS to reflect these changes. However, should CalPERS delay or the Association fail to approve the CalPERS amendment required to incorporate the additional 0.5% contribution, the City may implement the additional 0.5% effective July 1, 2019 without a contract amendment., and additional employee PERS contributions under CalPERS 20516 will be provided on a pre-tax basis to the extent allowable by law.
(f) 457 Deferred Compensation Plan
Effective the first full pay period following ratification and approval, all employees who are classified as “New Members” by PERS or “Group C’ by the MOA will receive $ 150 per month contributed into their 457 deferred compensation plan. Eligible employees must have an active 457 plan in order to receive City contirbutions.
1959 Survivor Benefit
Item 5
Attachment A - MOA -
PAPOA
Item 5: Staff Report
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
18 The City will continue to provide the basic level (Level 1) of 1959 Survivor Benefit to eligible employees in accordance with California Government Code §21571.
(g) Military Service Credit
The City’s contract with the Public Employees' Retirement System provides for Section 20930.3, Military Service Credit as Public Service.
(h) Retirement Privileges
All retired employees and spouses of deceased employees shall have residential privileges at City libraries, refuse disposal area, golf course, and swimming pools. (i) PERS Status While in Basic Academy.
While an employee is attending Basic Academy, he or she shall participate in the City’s PERS Miscellaneous Employee retirement plan with the same employee and employer contribution rates as applies to Miscellaneous City employees represented by SEIU (classified unit). When the employee successfully completes Basic Academy and is sworn in by the Police Chief, he or she shall prospectively participate in the PERS Safety Employee retirement plan.
Section 19. Retirement Medical Plan
(a) Retiree Medical Coverage - Employees hired before January 1, 2006 who have not voluntarily elected to participate in the Retirement Healthcare Benefits provided in Government Code section 22893:
Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made in accordance with the Public Employees' Medical and Hospital Care Act Resolution for employees who retire on or before December 31, 2007. Effective March 1, 2009, for an employee retiring on or after that date, the City will pay up to the monthly medical premium for the second most expensive plan among the existing array of plans during the Agreement term. Effective April 1, 2015, for an employee retiring on or after that date, the City contribution shall be the same contribution amount it makes for active City employees. The parties mutually agree that the benefits provided in this paragraph for employees retiring on or after April 1, 2015 will fluctuate from time to time based on the City’s contributions to health care for active employees. Accordingly, Association members Item 5
Attachment A - MOA -
PAPOA
Item 5: Staff Report
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
19 who retire on or after April 1, 2015 and have not elected to participate in the Retirement Healthcare Benefits provided in Government Code section 22893, do not maintain a vested interest in any particular contribution by the City above the amount required under the PEMHCA.
(b) Retiree Medical Coverage - Employees who voluntarily elect to participate in Government Code section 22893, and all Employees hired on or after January 1. 2006:
The CalPERS vesting schedule set forth in California Government Code § 22893 will apply to all Association members hired on or after January 1, 2006, and employees hired prior to January 1, 2006 who voluntarily elect to participate in the Retirement Healthcare Benefits provided in Government Code § 22893.
Under this law, an employee is eligible for 50% of the specified employer health premium contribution after ten (10) years of service credit, provided at least five (5) of those years were performed with the City of Palo Alto. After ten (10) years of service credit, each additional year of service credit will increase the employer contribution percentage by 5% until, at twenty (20) years' service credit, the employee will be eligible upon retirement for 100% of the specified employer contribution. However, the maximum contribution for family members will be 90% of the specified employer contribution. Notwithstanding any other term of this section, the City of Palo Alto's health premium contribution for employees hired on or after January 1, 2006, and employees who voluntarily elect to participate in Retirement Healthcare Benefits provided by Government Code § 22893, will be the minimum contribution set by CalPERS under California Government Code § 22893 based on a weighted average of available health plan premiums.
Section 20. Psychological Counseling Program
The psychological counseling program currently in effect shall be continued. The program shall provide 24-hour emergency counseling by independent professional consultants.
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Item 5: Staff Report
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
20 Section 21. Uniforms
(a) The City will supply complete uniforms to all sworn personnel. All uniform items are the property of the City. One complete uniform consists of: (1) three pair of trousers, (2) three short-sleeved shirts with patches and zippers if desired, (3) three long-sleeved shirts with patches and zippers if desired, (4) three cotton or two synthetic fiber turtleneck shirts, (5) hat, (6) duty jacket with patches, (7) necktie, and (8) rain gear. The value of the purchase, rental and/or maintenance of the required uniforms shall be reported as special compensation to the extent legally permissible, pursuant to Title 2 CCR, Section 571(a)(5) as Uniform Allowance. Based upon existing uniform standards and the City’s cost experience, the value of this benefit shall be reported as $42.31 per pay period.
(b) At the time of initial employment, every sworn employee will be issued one complete uniform. Uniform items will be replaced on an as -needed basis subject to verification by management.
(c) The City shall provide uniform cleaning for sworn representation unit personnel.
(d) Personnel are accountable for all uniform items issued to them. If a particular item is lost or damaged due to employee negligence, the employee will be required to reimburse the City for value of the item(s) lost or damaged.
(e) The City shall reimburse employees for the full cost of job-related safety boots up to $400 per fiscal year. The City will make the reimbursement only upon proof that the previous boots have become unserviceable due to wear or damage and upon verification of such purchase by the employee . (Job -related safety boots shall mean well -constructed, high topped boots that provide full ankle and foot support, which are selected from list agreed to by Management and the Association.) All Department -provided safety boots shall be purchased through this program.
Employees are responsible for the full cost of any low-top, black shoes that are worn with the uniform.
Section 22. Work Schedule
(a) Field Services Division 4/11 Schedule
The patrol schedule will have two sides, “A-Side” and “B-Side.” There will be ten patrol teams each supervised by a Sergeant or Acting Sergeant under the management of Item 5
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
21 patrol lieutenants. Five Patrol teams will work an “A” schedule and five Patrol teams will work a “B” schedule.
Patrol officers, agents, and sergeants will report for duty promptly at the designated times for each team. Patrol team schedules are as follows.
Patrol Division Team Schedules
A-Side B-Side
Team 1A 0500 to 1600 Team 1B 0500 to 1600
Team 2A 0700 to 1800 Team 2B 0700 to 1800
Team 3A 1400 to 0100 Team 3B 1400 to 0100
Team 4A 1800 to 0500 Team 4B 1800 to 0500
Team 5A 2000 to 0700 Team 5B 2000 to 0700
Team’s 2A, 3A, and 4A are designated as field training teams.
(1) 4/11 Work Schedule
The work schedule will be based on an eight (8) day cycle with each employee working four (4) consecutive days on and having four (4) consecutive days off. The eight (8) day cycle will advance the employee’s workdays and days off within the calendar week one day every cycle. The overall cycle repeats itself every eight (8) weeks.
Over the course of a year (26 pay periods) each employee works 182 eleven (11) hour regular patrol shifts totaling 2002 hours, 78-hours short of the required fulltime equivalent work year of 2080 hours.
In the Patrol Division and with the approval of the Patrol Captain, a maximum of two (2) paired “fixed days” schedules (4 Employees) may be established, at the employees’ request.
The regularly scheduled hours of work for such a position must cover the days off of the position with which it is paired. For example, one position could have Sunday, Monday, Item 5
Attachment A - MOA -
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Item 5: Staff Report
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
22 and Tuesday off while the other could have Thursday, Friday, and Saturday off. It shall be the responsibility of employees interested in a paired fixed day schedule to identify another employee who is willing to participate in the paired arrangement. If either employee or the Department desires to terminate a paired schedule once it is in effect, the employee or Department, as applicable, must give the other affected parties to the arrangement at least one (1) full pay period advance written notice. Resumption of the employees’ participation in the normal rotation shall begin on the first day of the second full pay period following the date notice is delivered to the other parties.
Employees on a fixed schedule will be required to attend the designated CPT (Continued Professional Training) training days either on their regularly scheduled workday or on a day off. If they attend training on their regularly scheduled day off, they will be compensated by receiving an adjusted day off within the same pay period.
Employees requesting a schedule different from the rotating 4/11 must submit their request in writing prior to the team selection process. The requests will only be considered on an extreme hardship basis
The following hours and minimum staffing levels will be observed on both sides of the Patrol Division. During team overlaps, the combined staffing levels of the teams will serve to meet minimum staffing levels.
0700-2400 hours 1 Lieutenant/Sergeant Watch Commander
1 Sergeant/Agent Supervisor
6 Officers/Agents
0001-0300hours 1 Lieutenant/Sergeant Watch Commander
1 Sergeant/Agent Supervisor
5 Officers/Agents
0300- 0700 hours 1 Sergeant Supervisor
5 Officers/Agents
Under routine circumstances, personnel will be able to receive time off as long as minimum staffing numbers remain available for duty. Management may deny time off to maintain staffing greater than the minimum numbers outlined above. It’s anticipated this will only occur in special situations where greater staffing is needed.
(2) Designated CPT Training Days within the 4/11 Schedule:
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
23 The 4/11 Schedule will have designated CPT training days and flexible training hours to make up the seventy-eight (78) hours necessary to complete a full work year. A training bank will be created for each employee on the 4/11 Schedule to track and monitor the use and balance of the 78-hours. The training bank and its use are outlined in the next section.
For CPT training days which require employees to travel outside the City of Palo Alto, an additional two (2) hours of training bank time will be made available to account for all travel time related to attendance at training. The Division Captain may authorize additional time on a case-by-case basis.
Management will determine the number of designated CPT training days and stagger them throughout the year in order to avoid overtime insofar as possible.
Designated CPT training days will be scheduled prior to the beginning of each shift year.
Unless otherwise determined by the Department, there will be five (5) designated CPT training days each year. These training days will vary in duration but will in most cases be approximately eight (8) to ten (10) hours in duration. The exact number of designated CPT training days, their duration in hours, and the remaining flexible training bank time will be determined prior to shift change and vacation selection. If it’s anticipated that the number of training days will vary in any given year, Management will notify and, on request, meet with PAPOA to consider any concerns the Association may have.
Patrol personnel will not be permitted to take vacation on any one of these pre-designated CPT training days. The Division Captain may authorize an exception based on compelling circumstances.
The course content and training provided on the designated CPT training days can vary from year to year to meet current and changing training needs. It will be the responsibility of the Personnel and Training Division to schedule and coordinate the training on designated CPT training days. Training days may be scheduled during daytime and/or nighttime hours to accommodate training needs.
Sworn employees not on the 4/11 Schedule will be required to attend designated C.P.T. training days. Each of the training days will be broken into two (2) single day sessions for Patrol (A side and B side). It is anticipated that approximately fifty percent (50%) of the non-4/11 employees will attend one (1) of the two (2) days during each of the training cycles.
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
24 If the nature and/or complexity of the training does not allow for a larger groups, multiple sessions can be scheduled on additional training days.
(3) Flexible Training Hours
This schedule results in seventy -eight (78) hours that will be made up during the year through designated CPT training days and flexible training time. It is anticipated that approximately fifty (50) hours will be set aside each year for designated CPT training days (exact number to be determined each year). Once the hours set aside for designated CPT training days is established, the remaining hours shall be used for flexible training as follows.
Employees on the 4/11 Schedule attending training on a day off or outside their normal shift shall use their available Flexible Training Bank hours (Non -CPT Hours) prior to using overtime. All Flexible Training Bank hours must be used prior to earning overtime. The only limitation on the use of these training hours is that no employee can exceed the one hundred seventy -one (171) hour FLSA limit in any twenty -eight (28) day cycle. The combination of regular work shifts, designated CPT training days, and flexible training time cannot exceed one hundred seventy-one (171) hours in any FLSA Cycle. Any hours worked over one hundred seventy -one (171) in a twenty -eight (28) day cycle are considered premiums hours and must therefore be paid at the overtime rate.
The following is a list of some of the forms of training that could use hours from the bank;
SWAT DRO Range Masters
Quarterly Shoots FTO Meetings K-9
Sergeant’s meetings FTO School 11550 School
Radar School Supervisor school All other Training
If an employee doesn’t use his or her flexible training hours during the year, he or she will be required to make up the difference by either working extra shifts, partial shifts or by using vacation, compensatory time off, and/or holiday time from one of their banks at the end of each fiscal year. The Watch Commander and Supervisor will work with employees to schedule extra shifts or use vacation, holiday or compensatory time off balances. These hours are hours the employee is being compensated for during the normal twenty-six (26) pay periods. The employee must work the hours on a straight time basis or use vacation, holidays or compensatory time off for the compensation received throughout the year.
(4) Other Training (not covered by the flexible training bank) Item 5
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
25 The 4/11 Schedule significantly impacts designated CPT training days, shift training, and to some extent training compensated under the flexible training hours. The following guidelines should be followed when attending training not covered by the flexible training hours. All training bank hours, adjusted time off associated with training, and/or overtime associated to training shall be approved in advance by the employee’s watch commander or supervisor.
One full day of
training on a day off.
The employee will either receive overtime for the number of hours at training or adjustment for one patrol shift.
Adjustments will be documented in the City timekeeping
system.
One full day of
training on a day on.
The employee will be adjusted off their patrol shift for the day. Adjustments will be documented in the City
timekeeping system.
More than one day,
but less than a
week.
For each full day of training, the employee will be adjusted off one patrol shift. Adjustments will be documented in the City timekeeping system
Partial day of
training on a day off.
Overtime or adjustment for the number of hours actually in training. Adjustments will be documented in the City timekeeping system.
Partial day of
training on day on.
The employee will be adjusted from duty for the time of the training and be expected to work the remainder of
their shift. Adjustments will be documented in the City timekeeping system.
A four (4) or five (5)
day (week) training
session that doesn’t
exceed forty-four
(44) hours.
Whenever possible, and depending upon where the
employee is in their twenty -eight (28) day cycle, the
employee will be adjusted off the patrol schedule when
attending four or five day training sessions. The employee will be adjusted from four (4) eleven (11) hour shifts as compensation for attending the course. The four (4)
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
26 adjusted days will be as close to the days the employee attended training as possible. Employees will not receive overtime under this situation unless the total time training exceeds forty-four (44) hours. Adjustments will be noted in the comment section of the timekeeping system.
(5) Assignments of Sworn Personnel on the 4/11 Schedule
Each year assignments are made for management staff for the coming fiscal year.
Subsequent to those assignments, officers, agents, and sergeants apply for specialty positions. At the conclusion of those specialty selections, the Patrol Team Selection process begins. Each year, the following process will be used for patrol team selection.
Field Services Division Shift Assignment Process:
Field Services sergeants, agents, and officers will select their work team based on the following criteria.
a. Sergeants, in order of seniority, shall select one of the ten patrol teams. Sergeants may select any open team with the exception of those teams designated as Field Training teams. FTO Sergeants, in order of seniority, will select one of the designated FTO teams.
b. Field Training Officers/Agents, in order of seniority, shall select one of the slots open and designated as FTO slots on one of the three FTO teams. The following teams have been pre-designated as training teams: Team 2A, Team 3A, and Team 4A.
c. K-9 Officers/Agents – K-9 officers/agents will generally select one of the night shift teams: Teams 4 and 5. Selections will be based on rank and seniority. Only one K-9 will be allowed per team and K-9’s will be evenly split between the two sides
Any exception to these assignments must be requested and approved by the Field Services Coordinator prior to the start of the selection process.
d. Agents, in order of seniority, shall select any of the open agent’s slots remaining on any of the patrol teams. A minimum of three (3) agents will be assigned to the A - Side and a minimum of three (3) agents will be assigned to the B-Side. If a greater number of agents are assigned to patrol, management will evenly designate agent’s Item 5
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27 slots insofar as possible to as many of the patrol teams as possible with the goal being to have one agent on each patrol team.
e. Officers, in order of seniority, shall select any remaining slot available on any of the patrol teams.
f. Probationary Officers - May be assigned to teams at the discretion of the Field Services Division Coordinator. These assignments will be made based on the developmental needs of the new employee, the staffing needs of the organization, and in a manner that minimizes the loss of prime bidding slots for more senior officers/ agents.
Additional Team Selection Guidelines
Prior to the selection process, management shall determine the number of agents, and officers assigned to each team.
Additionally, management will determine which teams are available for selection by K -9 Officers/Agents. Field Training Officers/Agents, Field Training Sergeants, and probationary employees shall be subject to administrative assignment.
In the spring of each year, all employees participating in the patrol team selection process will receive a schedule identifying available slots, the process for team selection, and a date and time for the employee to make their selection Team Selection Reservations – Once Officers/Agents/Sergeants select a team, they will be guaranteed that team even if they are unable to work that team at the start of the shift year due to special assignment, internship, leave of absence, disability, illness etc.
Officers, Agents and Sergeants may not remain in the same time slot for more then two consecutive years.
Team change request will be considered with the approval of management.
Any request for an anticipated change to the assignment of sworn personnel shall be routed to the Field Services Division Coordinator prior to the selection process.
(6) Vacation Selection
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28 Concurrent Vacation Authorization – Officers and Agents
Patrol Division – Four (4) slots are authorized on the A -Side and four (4) slots are authorized on the B-Side. It is anticipated that this would equate to two (2) slots on night shift (Teams 3, 4, and 5) and two (2) slots on day shift (Teams 1, and 2) for each side.
Any exceptions to these rules may be made by the Field Services Division Coordinator based on special circumstances.
Concurrent Vacation Authorization - Sergeants
Patrol Division – Two (2) slots are authorized in patrol on the A -Side and two (2) slots are authorized in patrol on the B-Side. It is anticipated that this would equate to one (1) slot on the night shift (Teams 3, 4, and 5) and one (1) slot on the dayshift (Teams 1 and 2) for each side. Exceptions to allow two (2) sergeants vacation at the same time for special circumstances may be made by the shift lieutenant. Other exceptions to this rule may be made by the Field Services Division Coordinator.
a. The A-side and B-side will have separate vacation signups. It’s also anticipated that the dayshift and nightshift will have separate signups. For agents and above, selection will be based on rank and time in rank. Personnel having the greatest tenure in rank will have priority. For officers, selection will be based on seniority. If seniority is equal, low badge number shall have priority.
b. Sergeants will have a separate signup sheet from agents and officers. During the initial sign up sergeants will have two guaranteed slots per side, one (1) on day shift and one (1) on night shift. Agents/officers will have four (4) guaranteed slots per side, two (2) on day shift and two (2) on night shift.
Vacation Selection Process: Vacation selection will occur within a few weeks of the team selection process each spring. Selections will take place on two days, one day for the A -Side and one day for the B -Side. Sergeant, agents, and officers will be given time slots to come in, call in, or may submit in advance written instructions on choice for vacation weeks. The selections will be made based on rank and seniority.
Both sides agree to monitor the outcome of the process and enter into a mutual agreement to continue or discontinue the process.
(7) Time Keeping and Payroll
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July 1, 2025 – June 30, 2028
29 All employees working under the 4/11 schedule will work eleven (11) hours a day, four (4) consecutive days a week. These eleven (11) hours will be entered in the timekeeping system on the day they are worked and/or prior to pay period payroll deadlines. Employees attending one (1) of the designated CPT training days will enter the hours of training on a “training timesheet” and enter the time in the timekeeping system. Employees using hours from their flexible training bank shall complete a “training timesheet” and enter the time in the timekeeping system.
Employees working the 4/11 Schedule will not receive overtime compensation for hours worked under the following conditions.
• Hours worked as part of a regular 11-hour work day.
• Hours worked on a designated CPT training days.
• Hours associated to training where hours from the flexible training bank could be used.
• Non-Mandatory training where adjustments from the patrol schedule are possible.
Overtime shall be paid for “Mandatory” training once training bank hours have been exhausted.
Overtime shall be paid for “Mandatory” meetings that fall outside the specialty exemption listed below.
Participation in department specialties including training, meetings, and other activities is not considered a mandatory activity when it comes to overtime compensation. Wherever possible, employees participating in department specialties and other non- mandatory activities will be adjusted off the patrol schedule for these activities. Schedule adjustments will occur as close to the activity outside the employee’s normal work schedule as possible and within the same FLSA Cycle.
Schedule adjustments for personnel working nights: All personnel attending a full day of training on a work day will be adjusted off the patrol schedule for their work shift that day.
In addition to being adjusted off any shift that starts on the day the training occurs, employees working Teams 3, 4, and 5 the night before the training will be adjusted off the night before as follows. If the training is all day starting in the morning hours, these adjustments will apply.
Team 3: Adjusted off at 2200 hours.
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30 Teams 4 & 5: Adjusted off the entire shift.
If a night shift employee is scheduled for a full day of “Mandatory” training on the morning of his or her first day off, the same adjustments listed above will apply. In addition to the necessary adjustment, employees will receive compensation for the training hours through the use of training bank hours. When training bank hours are exhausted, the employee will receive overtime.
The time keeping system e ntries: Each employee must enter his or her time in the timekeeping system that accurately reflects the hours he or she works. When schedule adjustments are made, overtime is worked, or training bank time is used, employees must make appropriate notes in the comment section of the timekeeping system. Supervisors and timekeepers may complete the timekeeping system entries when employees are unavailable due to illness or other situations and employees will thereafter verify the timekeeping entry is accurate upon their return to work.
Managers and supervisor will approve time entries made in the time keeping system.
Managers and supervisors will pay special attention to the use of training bank time and overtime. Time entries should be reviewed for regular hours and training hours that may exceed the FLSA guideline of 171 hours in a 28 day cycle.
With the 4-day on 4-day off rotation, employees will work either 66 or 88 hours in each pay period. The timekeeping system will shift adjust the appropriate number of hours into (+14) and out of (-8) the employees bi-weekly totals so each employee receives compensation for 80 hours. Regardless of the number of hours worked under the FLSA exemption, an employee will be compensated for 80 regular hours every bi-weekly payroll cycle.
These shift adjusted hours (-8 or +14) will be added to or taken away from the timecard at the appropriate day/night shift differential rates for each employee. As an example, if an employee’s normal shift is paid at 75 percent day rate and 25 percent night rate, all hours shift-adjusted on to or off the timecard will be adjusted using the same approximate ratio of 75/25 percent for day/night rates.
If an employee leaves city service while on the 4/11 schedule, staff and payroll shall perform the training bank reconciliation of the number of hours the employee is over or under the normal forty (40) hour workweek rate since the beginning of the current one (1) year (twenty-six [26] pay period) 4/11 cycle. If the employee has worked more hours than the forty (40) hour a week average, he or she shall be compensated for those hours at the regular rate. If the employee is under the forty (40) hour a week average, the hours will be Item 5
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July 1, 2025 – June 30, 2028
31 taken from the employee’s vacation, holiday, or comp time bank and/or deducted at the regular rate from the employee’s last check.
If an employee’s assignment changes from the 4/11 schedule or to the 4/11 schedule, his or her over/under rate will be calculated the same as above. Time off, extra shifts worked, and/or the adjustment of holiday, vacation, and/or comp. time banks will be used to resolve any differences between actual hours worked and the forty (40) hour weekly average.
Daylight Savings Time/Pacific Standard Time Changes – Personnel on Team 4 and Team 5 will follow these guidelines when working either the spring forward or fall back. Individuals working in the spring who would lose an hour of work due to the change to Daylight Savings Time will report for duty one (1) hour early and work an eleven (11) hour shift at straight time. Individuals working in the fall will work one (1) additional hour (for a total shift of twelve (12) hours) due to the change to Pacific Standard Time. Such employees will put in for one (1) hour of overtime. Nothing in this section prevents an employee from leaving early or using time off to offset the time when staffing allows and approved by the Supervisor or Watch Commander.
(8) Maximum Hours Worked - Turn Around Time
Sergeants, agents, and officers may work up to a maximum number o f 16 hours in a 24- hour period. Any work beyond 16 hours must be approved by a watch commander or member of management and only under exigent circumstances. Any time an employee works 16 hours or more, they must receive an 8-hour break before returning to duty. If the 8-hour break runs into the employees next shift, those hours are considered adjusted hours off.
Sergeants, agents, and officers shall not exceed a maximum of one hundred forty (140) hours in a 14 day pay period. Any work beyond one hundred forty (140) hours must be approved by the employee’s Lieutenant and Captain, and should rarely occur only under extreme situations.
Sergeants and Lieutenants authorizing overtime in excess of the daily limit (16 -hours) and/or the bi -weekly limit (140 hours) shall send a short email to their Lieutenant and Captain explaining the reason for the excess work.
It is the employee’s responsibility to monitor their hours and notify the supervisor and/or watch commander of their hours worked when approaching the daily or bi-weekly limits or Item 5
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32 being requested to work overtime.
(9) Shift Exchanges
Sergeants, agents, and officers may exchange work shifts with another employee of the same rank. Agents and officers may be interchangeable if simply filling the role of an officer on the schedule. Personnel must submit a shift exchange request form to their supervisor and lieutenant. Shift exchanges require a lieutenant’s approval except when short notice makes that impossible. Shift exchanges can only occur for entire shifts, Shift exchange request forms must contain the pay back date for the second half of the shift exchange.
Both halves of the exchange must occur in the same 28-day FLSA Cycle (refer to Yearly 4/11 patrol Schedule for FLSA Cycles). Once an employee agrees to an exchange shift, he or she is responsible for that shift. If he or she fails to show up for the shift and/or is sick, the time will be deducted from his or her applicable leave balance to the extent the employee qualifies for such deduction under the applicable leave policy. Failure to show up for a shift may also result in disciplinary action.
(10) On-duty workout period and sign up:
When staffing allows and with supervisory approval, employees may workout on-duty for a period of up to one (1) hour. The hour shall include the work out, a shower, and dressing time. Specific guidelines and conditions are outlined in the Wellness Program Policy.
(11) Upon written request of either party, Section 22(a) of this MOU will reopen and the parties will meet and confer over the issue of the patrol work schedule. Any changes will be by mutual agreement of the City and the Association.
(b) Traffic Team
Sworn members of the Traffic Team shall work a ten-hour (10) day, four (4) day workweek schedule.
Traffic Team officers/agents may be assigned as part of minimum staffing at the discretion of management.
Effective July 1, 2008, the Take Home Motor Program will be discontinued.
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July 1, 2025 – June 30, 2028
33 On a one time basis, employees assigned to motors who are in paid status the first full pay period after Council adoption of this MOU, will receive one time non PERSable stipend representing 2.5% of base salary of the employee’s classification minus applicable state and federal taxes.
(c) Special Operation Sergeant/Crime Suppression Team
The Special Operations Sergeant and team members shall generally work a ten (10) hour day, four (4) day workweek schedule. Given the nature of the team’s assignment, it is anticipated and expected that their schedules should be flexible and adapt to organizational needs.
(d) ISD and Other Sworn Classifications
All sworn personnel assigned to ISD, Staff Assistant, Personnel and Training and Community Policing shall work a ten (10) hour day, four-day work week schedule.
(1) Work Schedule
The ten hours shall generally be worked between the hours of 0700 and 1900, with specific schedules subject to approval by appropriate supervisors. The ten (10) -hour work schedule shall be worked within a period of ten hours, with a working lunch period not to exceed thirty (30 ) minutes. As an alternative, with Management approval, the ten-hour work schedule may be worked within eleven hours, with a one (1) hour unpaid lunch break. Changing alternatives will require prior approval by Management.
(2) Work Week
For ISD personnel, one -half of the Division will work Monday through Thursday, while the other half will work Tuesday through Friday. All other sworn personnel covered under Section 23 (b) & (c) will also work either Monday through Thursday, or Tuesday through Friday.
(3) Late Detective Shift
Two detectives will be assigned on a rotational basis to the late shift from 1200 to 2200 to provide evening coverage. Assignment to the late detective shift, where possible, will be by advanced sign up with each detective selecting two weeks each quarter according to a protocol determined by seniority, needs of the division and needs of the employee. Generally, there will be one detective from each half of the division working the late detective shift during each week.
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34 (e) Forty-hour Training Schedule
For all sworn employees who attend training that is four (4) or five (5) days in duration (a week), their schedules will be adjusted from the normal work week. Employees will not receive overtime during scheduled training as described here unless it exceeds their normal forty (40 ) or forty -four (44) hour workweek. Schedule adjustments will be documented in the notes section when making the timekeeping system entries.
Section 23. Overtime Pay and Compensatory Time Off
(a) Overtime pay shall be provided at the rate of time and one-half of the employee's regular rate, including night shift differential, working out of classification pay, an d specialty assignment premium pay as defined under Section 7, 8 and 10.
(b) Compensatory time off, which is approved by management in-lieu of overtime payment on a staffing available basis, will be taken at the rate of 1 -1/2 hours for every hour of credited overtime. In the event compensatory time off is used as the method of compensating for overtime, the time off will be taken prior to the end of the quarter in which it is earned except as provided herein. All compensatory time balances over 80 hours shall be paid at the end of each quarter (i.e., employee to carry over 80 hours). During the final calendar year quarter only, employees have the option to:
(1) Employees who have vacation accrual balances of less than two times their annual accrual rate, less 80 hours, may request in writing prior to the payroll deadline to convert up to 80 hours of unused compensatory time to vacation per calendar year, to be transferred in the first pay period of the calendar year.
(2) Employees may cash out their entire compensatory balance but must make this request before payroll deadline.
(3) Employees may elect to have their compensatory time cashout transferred to an employee’s deferred compensation plan, but must make this request before payroll’s deadline. (c) Employees called out to perform work, attend meetings or required training shall be compensated for at least three hours pay for each occurrence at the appropriate overtime rate.
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35 Section 24. Overtime Sign-Up
(a) Planned Overtime Planned overtime includes patrol staffing, special events, traffic control functions or any other overtime needs which can be identified prior to the 20 th day of the
preceding month. On or about the 20th of each month, watch commanders will post a list of dates/shifts requiring overtime for the next month.
Officers, Agents, and Sergeants will be given a reasonable period of time to sign up for the available overtime assignments. On or about the 25th of the month, planned overtime will be filled from the sign up list using the rotational overtime call out list.
Agents may place themselves on the sign up list for supervisor overtime, however will only be considered if no sergeant requests the shift.
Overtime that isn’t filled during the planned overtime process may be filled at management’s discretion.
Employees assigned to a fixed work schedule such as ISD, P&T, and Staff Assistant may adjust their work schedule with their manager’s approval in order to work a planned patrol overtime assignment. This schedule adjustment must be completed within the same work week as the planned overtime assignment. Schedule adjustments will normally be approved unless there is a conflict with a previously scheduled activity within the work unit or the schedule adjustment would be disruptive to the operation of the unit. Employees bidding for planned overtime requiring a shift adjustment must make a notation next to the assignment indicating a shift adjustment would be necessary. Only one overtime shift requiring a shift adjustment can be worked per work week.
(b) Unplanned Overtime. Unplanned overtime is overtime that wasn’t identified prior to the 20 th of the preceding month. Unplanned overtime will be filled by the following procedures.
1) The Watch Commander or Supervisor may request an employee extend their shift or come in early. If a volunteer cannot be identified to hold over or come in early, the rotational overtime list will be used.
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36 2) Employees interested in working unplanned overtime will be placed on a rotational overtime list in order of seniority . When an overtime shift is available, a manager or supervisor will call the next person on the list. If that person declines the opportunity, is not available, is already working, or takes the overtime, he/she will be placed at the bottom of the list. The lists will be continually updated in order to rotate the names.
There will be separate lists for sergeants and officers/agents for unplanned overtime. A separate supervisory list will be maintained for agents interested in working supervisory overtime. Agents will be offered supervisory overtime positions only if no sergeants have accepted the opportunity.
3) If the watch commander or supervisor is unable to fill overtime through any of these procedures, he or she may order an individual to extend their shift, come in early, or come in on a day off. A log on those required to work mandatory overtime will be kept in the overtime book. Mandatory overtime should be rotated in order of reverse seniority.
c) Overtime Minimum. With regard to both planned and unplanned patrol team overtime, there is no minimum number of hours. Planned overtime postings and unplanned overtime will be offered for the actual number of hours needed. If small blocks of overtime aren’t filled by on-duty personnel adding them to an existing shift, managers may apply a 6-hour minimum to a shift for personnel coming in on a day off.
(d) These overtime procedures may be reviewed and/or modified at the mutual agreement of both management and PAPOA.
Section 25. Jury Duty
No employee shall be required to work a combination of jury duty and work time to exceed 12 hours during a 24-hour period. The period shall commence at the required time of appearance for jury duty. Jury duty is defined as the time between required time of appearance and dismissal.
Work time excused as a result of jury duty will be compensated at the regular rate of pay.
Section 26. Vacation Accrual
Vacation will be accrued when an employee is in pay status and will be credited on a bi -weekly basis. Such accrual and credit shall not exceed three times the annual rate of accrual. Each eligible employee shall accrue vacation at the following rate for continuous service performed in pay status:
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37 (a) Less than four (4) years - For employees completing less than four years continuous service; (8) Shifts vacation leave per year.
(b) Four, but less than nine years - For employees completing four, but not more than nine (9) years continuous service; 12 Shifts vacation leave per year.
(c) Nine (9), but less than fourteen (14) years - For employees completing nine (9), but not more than fourteen (14) years continuous service; (16) Shifts vacation per year.
(d) Fourteen (14), but less than nineteen (19) years - For employees completing fourteen (14), but not more than nineteen (19) years continuous service; (18) Shifts vacation leave per year.
(e) Nineteen (19) or more years - For employees completing nineteen (19) or more years continuous service; (20) Shifts vacation leave per year.
Example: An employee with less than four (4) years working a 4/10 Schedule will receive eight (8) Shifts or eighty (80) hours of vacation. The same employee working the 4/11 Schedule will receive eight (8) Shifts or eighty-eight (88) hours of vacation.
At the time of the initial appointment, or to address an identified retention issue, the City may credit an employe for prior experience with a POST agency, up to a maximum of four (4) years of service. The City Manager or designee shall identify the number of years for which the employee will receive credit (up to the four (4) year maximum).
Section 27. Use of Vacation
(a) When to be taken. The time at which an employee may use his/her accrued vacation leave and the amount to be taken at any one time shall be determined by the department head with particular regard for the needs of the City, but insofar as possible, considering the wishes of the employee.
(b) Limitation on use. Employees may not use more than their annual rate of accrual in any calendar year period, provided, however, that a department head my grant exceptions to this limitation.
(c) Waiting period. Employees shall complete six months continuous service before using accrued vacation leave.
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38 (d) Double compensation prohibited. Employees shall not work for the City during their vacation.
(e) Vacation splitting. It is the intention of the City that vacation be taken in units of one week; however, with the approval of the department head, an employee may use one week of his/her accrued vacation in any calendar year in units of less than one work week, but in no instance in units of less than one-half of the normal workday or shift. Requests for exception to this procedure must be approved by the City Manager.
(f) Vacation Cashout. Once each calendar year an employee may cash out eight or more hours of vacation accrual in excess of 80 hours to a maximum of 120 hours, provided that the employee has taken at least 80 hours as vacation in the previous 12 months.
1. Effective for the 2012 tax year and each subsequent year, to be eligible to cash out vacation, employees must pre-elect the number of vacation hours they will cash out during the following calendar year, up to the maximum of 120 hours, prior to the start of that calendar year. The election will apply only to vacation hours accrued in the next tax year and eligible for cash out.
2. The election to cash out vacation hours in each designated year will be irrevocable.
This means that employees who elect to cash out vacation hours must cash out the number of accrued hours pre-designated on the election form provided by the City.
3. Employees who do not pre-designate or decline a cash out amount by the annual deadline established by the City will be deemed to have waived the right to cash out any leave in the following tax year and will not be eligible to cash out vacation hours in the next tax year.
4. Employees who pre-designate cash out amounts may request a cash out at any time in the designated tax year by submitting a cash out form to payroll. Payroll will complete the cash out upon request, provided the requested cash out amount has accrued and is consistent with the amount the employee predesignated. If the full amount of hours designated for cash out is not available at the time of cash out request, the maximum available will be paid.
5. For employees who have not requested payment of the elected cash out amount by November 1 of each year, Payroll will automatically cash out the pre-designated amount in a paycheck issued on or after the payroll date including November 1.
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39 Section 28. Vacation Pay at Termination
Employees leaving the municipal service with accrued vacation leave shall be paid the amounts of accrued vacation to the date of termination. Payments for accrued vacation shall be at the employee's current rate of pay.
Section 29. Vacation Benefits for Deceased Employees
An employee who is eligible for vacation leave and who dies while in the municipal service shall have the amount of any accrued vacation paid to the employee's estate within thirty days. This proration will be computed at the last basic rate of pay.
Section 30. Effect of Extended Military Leave
An employee who interrupts his service because of an extended military leave shall be compensated for accrued vacation at the time the leave becomes effective.
Section 31. Sick Leave
(a) Statement of Policy. Sick leave shall be allowed and used only in case of actual personal sickness or disability, medical or dental treatment, or as authorized in Subsection 33 (e), personal business chargeable to sick leave. S ick leave may be used for illness in the immediate family (spouse, child, parent, parent-in-law, brother, sister, registered domestic partner, or close relative residing in the household of the employee).
(b) Eligibility. Regular and part-time employees shall be eligible to accrue and use sick leave.
(c) Accrual. Sick leave shall be accrued bi- weekly provided the employee has been in a pay status for 50 percent or more of a bi-weekly pay period. Sick leave shall be accrued at the rate of 3.7 hours per bi-weekly pay period.
(d) Accumulation. Accrued sick leave may be accumulated without limit, except as provided in Section 31(h).
(e) Use. Sick leave may be used as needed and approved, to the point of depletion, at which time the employee will no longer receive pay for sick leave. A new employee may, if necessary, use up to forty-eight hours or shift equivalent of sick leave at any time during the Item 5
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40 first six months of employment. Any negative balances generated by such utilization will be charged against future accrual or deducted from final paycheck in the event of termination.
An employee who has been disabled for 60 consecutive days and who is otherwise eligible both for payment under the long-term disability group insurance coverage and accrued sick leave benefits may, at his/her option, choose either to receive the long -term disability benefits or to utilize the remainder of his/her accrued sick leave prior to applying for long-term disability benefits.
Sick leave will not be granted for illness occurring during any leave of absence other than sick leave, unless the employee can demonstrate that it was necessary to come under the care of a doctor while on such other leave of absence.
When an employee finds it necessary to be absent for any reason, he/she should cause the facts to be reported to the department within one hour after his/her regular starting time on the first working day of absence, and shall regularly report on, or account in advance for each work day thereafter unless hospitalized or otherwise indisposed. Such reports may be subject to written documentation if there is reasonable evidence that sick leave abuse has occurred. Sick leave shall not be granted unless such report or advance accounting has been made, provided, however, that the department head may grant exception to this policy where the circumstances warrant.
Documentation may also be required if there is a reasonable basis to believe that the employee may not be medically fit to return to work.
(f) Depletion of Sick Leave Benefits . Upon depletion of sick leave or the beginning of the period to be covered by payments under the long-term disability group insurance coverage, whichever comes first, an employee may be granted a medical leave of absence without pay for a period not exceeding sixty days. If the employee is unable to return to work at the end of this period, he/she must request further medical leave which will be subject to the approval of the City Manager. If further leave is granted, the employee must notify the City of intent to return to work every thirty days. If further leave is not granted, the employee's service with the City shall be considered terminated.
(g) Forfeiture Upon Termination . Employees leaving the municipal service shall forfeit all accumulated sick leave, except as otherwise provided by law and Subsection 32(h). In the event that notice of resignation is given, sick leave may be used only through the day which was designated as the final day of work by such notice.
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028
41 (h) Payment for Accumulated Sick Leave. Employees hired before August 1, 1986 who leave the municipal service in good standing, or who die while employed in good standing by the City, and who have fifteen or more years of continuous service shall receive compensation for unused sick leave hours in a sum equal to two and one-half percent of their unused sick leave hours multiplied by their years of continuous service and their basic hourly rate of pay at termination.
For all employees entering the service of the City prior to March 2, 1983, full sick leave accrual will be paid in the event of termination due to disability.
For all employees hired after August 1, 1986, sick leave accrual accumulation shall be limited to 1,000 hours with no payoff provision for unused balance at termination.
(i) Sick Leave Re-opener. Upon written request of either party, the parties agree to meet to confer over the issue of sick leave incentive, including but not limited to: (1) sick leave payout for employees hired after August 1, 1986 and (2) converting to a paid time off policy in lieu of both vacation and sick leave. Any changes will be by mutual agreement of the City and the Association.
(j) Personal Business Leave Chargeable to Sick Leave. Up to 2 Shifts (20 -Hours for 4/10 employees and 22-Hours for 4/11 employees) per year of personal business leave may be chargeable to sick leave. Time off under this provision is subject to management scheduling approval.
(k) Return to Work or Continue Work With Limited/Alternative Duty . In cases of non-work-related injury, illness or pregnancy, an employee, upon approval of the department head, City Risk Manager and the employee's doctor, may elect to return to work or continue work with doctor -approved limited or alternative duty. Approval for such limited/alternative duty shall be based upon department ability to provide work consistent with medical limitations and the length of time of the limitations. Shift employees must be willing to accept any non-shift limited duty schedule work locations and may be subject to the reasonable availability of limited duty assignments. The City doctor may be consulted in determining work limitations. Any assignment to a limited/alternative duty will be on a temporary basis. The provisions of this section are not intended to create any permanent light/alternative duty assignments.
Any assignment to a limited/alternative assignment shall not displace any other employee without consent of all parties, including the Association.
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42 Section 32. Leaves of Absence Without Pay
(a) Disability. Leaves of absence without pay may be granted in cases of disability not covered by sick leave. Pregnancy will be considered as any other disability. Leaves of absence for disability are subject to physicians' verification including diagnosis and medical work restriction.
(b) Other leaves . Leaves of absence without pay may be granted in cases of personal emergency or when such absences would not be contrary to the best interest of the City.
Non-disability prenatal and/or postpartum leave is available under this provision, but such leave shall not begin more than six months prenatal nor extend more than six months postpartum.
(c) During unpaid leaves of absence for disability or other reasons, the employee may elect to use accrued vacation credits. Requests for leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective.
(d) Approval of department head. Leave of absence without pay for one week or less may be granted by the department head, depending on the merit of the individual case.
(e) Approval by City Manager. Leave of absence without pay in excess of one week's duration may be granted by the City Manager on the merit of the case, but such leave shall not exceed twelve months' duration.
(f) Absence without leave. Unauthorized leave of absence shall be considered to be without pay, and reductions in the employee's pay shall be made accordingly. Unauthorized leave of absence may result in termination of employment.
(g) Leave of absence; death outside the immediate family. Leave without pay may be granted a regular employee by his/her department head in the event of death to family members other than one of the immediate family, such leave to be granted in accordance with Section 34 (b), (c) , (d) and (e).
(h) Military leave of absence. State and federal law shall govern the granting of military leaves of absence and the rights of employees returning from such absence.
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43 Section 33. Leave of Absence With Pay
The City Manager may grant a regular employee under his/her control a leave of absence with pay for a period not exceeding thirty calendar days for reasons he/she deems adequate and in the best interest of the City.
The City Council may grant a regular employee a leave of absence with pay for a period not to exceed one year for reasons the Council considers adequate and in the best interest of the City.
(a) Subpoenas; leave of absence. Regular employees who are subpoenaed to appear as witnesses in behalf of the State of California or any of its agencies may be granted leaves of absence with pay from their assigned duties until released. The employee shall remit all fees received for such appearances to the City within thirty days from the termination of his or her services. Compensation for mileage or subsistence allowance shall not be considered as a fee and shall be retained by the employee.
(b) Employee's time off to vote. Time off with pay to vote at any general or direct primary election shall be granted as provided in the State of California Elections Code, and notice that an employee desires such time off shall be given in accordance with the provisions of said Code.
(c) Leave of absence; death in immediate family. Leave of absence with pay of three days shall be granted an employee by the head of his or her department in the event of death in the employee's immediate family, which is defined for purposes of this section as wife, husband, son, step-son, son -in-law daughter, step-daughter, daughter -in-law, father, step-father, father-in-law, mother, step-mother, mother-in-law, brother, step-brother, brother-in-law, sister, step-sister, sister- in-law, grandmother, grandmother -in-law, grandfather, grandfather-in-law, grandchildren, aunt, uncle, niece, nephew, registered domestic partner, or a close relative residing in the household of the employee. Such leave shall be at full pay and shall not be charged against the employee's accrued vacation or sick leave. Requests for leave in excess of three days shall be subject to the approval of the City Manager. Approval of additional leave will be based on the circumstances of each request with consideration given to the employee’s need for additional time off.
(d) Jury duty; leave of absence. Employees required to report for jury duty shall be granted a leave of absence with pay from their assigned duties until released by the court, provided the employee remits to the City all fees received for such duties other than mileage or subsistence allowances within thirty days from the termination of his/her jury service.
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July 1, 2025 – June 30, 2028
44 Section 34. Reduction in Force
In the event of reductions in force, they shall be accomplished wherever possible through attrition.
If the work force is reduced within the bargaining unit for reasons of change in duties or organization, abolition of position, shortage of work or funds, or completion of work, employees with the shortest length of service will be laid off first so long as employees retained are fully qualified, trained and capable of performing remaining work. Length of service for the purpose of this article will be based on total City service in a regular classification or classifications. Employees laid off due to the above reasons will be given written notice at least thirty days prior to the reduction in force. A copy of such notice will be given to the Association.
Section 35. Agents
The number of Agent positions shall be governed by the August 12, 1981, Arbitration Award.
Section 36. Commute Incentives and Parking in Civic Center Garage
Commute Incentives -- Represented employees who qualify may voluntarily elect one of the following commute incentives:
Public Transit. The City will provide monthly Commuter Checks worth the value of:
$40 for employees traveling three or more zones on Caltrain; $40 for employees using the Dumbarton Express, BART, the ACE train, or a commuter highway vehicle;
$35 for employees traveling less than three zones on Caltrain; $35 for employees using VTA and other buses.
These vouchers may be used toward the purchase of a monthly transit pass.
Carpool. The City will provide carpool vouchers worth the value of $30 per month to each eligible employee in a carpool with two or more people. These vouchers may be used at designated service stations toward the purchase of fuel and other vehicle-related expenses.
Vanpool Program. The City will provide Commuter Checks worth the value up to $60 to each employee voluntarily participating in the Vanpool Program. These vouchers may be used toward payment of the monthly cost. Employees must fulfill the basic requirements of the Employee Commute Alternatives Program to qualify.
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July 1, 2025 – June 30, 2028
45 Bicycle. The City will provide bicycle vouchers worth the value of $20 per month to eligible employees who ride a bicycle to work. These vouchers may be used at designated bicycle shops for related bicycle equipment and expenses.
Walk. The City will provide walker vouchers worth the value of $20 per month to eligible employees who walk to work. These vouchers may be used at designated stores for expenses related to walking such as footwear and related accessories.
Parking in the Civic Center Garage--Employees assigned to Civic Center and adjacent work locations will be provided with a Civic Center Garage parking permit. New employees hired after June 30, 1994 may initially receive a parking permit for another downtown lot, subject to the availability of space at the Civic Center Garage.
Section 37. Disciplinary Action and Unsatisfactory Work or Conduct
(a) Except as provided in Section 6 (Probationary Period) of this agreement, no employee shall be disciplined without just cause. For the purpose of this section, "discipline" shall be deemed to include discharge, demotion, reduction in salary, written reprimand, disciplinary probation and suspension. Discipline shall be deemed not to include verbal reprimands or reductions in force.
(b) Non-probationary employees whose work or conduct is unsatisfactory but not sufficiently deficient to warrant discipline, demotion, or discharge will be given a written notification of unsatisfactory work or conduct and an opportunity to improve. Failure to correct deficiencies and improve to meet standards may result in discipline, demotion or discharge.
(c) Notice of disciplinary action must be in writing and served on the employee in person or by registered mail prior to the disciplinary action becoming effective. However, in extreme situations where there is reasonable cause, the employee may be removed from duty immediately with pay pending such disciplinary action. The notice must be filed on a timely basis with the Human Resources Department and included in the employee's personnel file.
The notice of disciplinary action shall include:
(1) Statement of the nature of the disciplinary action;
(2) Effective date of the action;
(3) Statement of the cause thereof;
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46 (4) Statement in ordinary and concise language of the art or the omissions upon which the causes are based;
(5) Copies of any documents or other items of evidence upon which the disciplinary action was fully or in part based;
(6) Statement advising the employee of his/her right to appeal from such action, and the right to Association representation.
(d) If the disciplinary action consists of suspension, any suspension time previously given shall be credited to the final disciplinary action.
(e) Subject to state law requirements, employees may request that disciplinary actions be sealed according to the following schedule:
(1) Written reprimands with no recurrence after one (1) year.
(2) Disciplinary probation after three (3) years from the implementation of such probation, if no other disciplinary action has occurred during that period.
(3) Suspensions less than three (3) days without recurrence, after two (2) years.
(4) Suspensions more than three (3) days but less than six (6) days, after three (3) years.
(5) Suspensions of six (6) days or more, after five (5) years.
For the purpose of these sections, the time starts from the time of action following the Skelly process (day discipline is imposed).
Written requests for the sealing of disciplinary actions should be directed to the Personnel and Training Coordinator.
Sealing shall include all memos, letters, correspondence, complaint forms, and any other material pertaining to the disciplinary action that has been placed in the employee's personnel file.
Sealing shall not include the sealing of any material related to criminal offenses for which the employee was charged except in concurrence with the sealing or expungement of criminal Item 5
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47 charges by a court of competent jurisdiction or in the event of a complete exoneration of the employee by the judicial system.
The City Human Resources Department shall be notified in all cases where sealing of disciplinary action is taken. Human Resources Department copies of the disciplinary actions will be disposed of in a manner consistent with the Police Department's action.
The sealed action shall not be held to discriminate against the employee in any subsequent disciplinary action, or in the event of promotion, merit step raise, transfer, request for educational leave, modification of duties, vacation selection, application for other employment, or against any other action the employee may take for his or her personal improvement.
Once sealed, the file shall not be opened unless the employee requests such unsealing and then only for examination by the person or persons whom the employee specifies or at the discretion of the Chief of Police, who in the absence of a demonstrable emergency shall notify the employee a minimum of 48 hours before the opening of the sealed file and the reason for opening. In the event the employee cannot be notified in advance, notification must be made on the employee's first duty day after the sealed file is opened.
Section 38. Grievance Procedure
(a) The City and the Association recognize that early settlement of grievances is essential to sound employee-employer relations. The parties seek to establish a mutually satisfactory method for the settlement of employee grievances, or Association grievances, as provided for below. In presenting a grievance, the aggrieved and/or his or her representative is assured freedom from restraint, interference, coercion, discrimination or reprisal.
(b) Definition. A Grievance is:
(1) An unresolved complaint or dispute regarding the application or interpretation of Departmental rules, regulations, policies, and procedures, relating to terms conditions of employment, wages or fringe benefits; or this Memorandum of Agreement, .
(2) An appeal from a disciplinary action of any kind against an employee covered by this Memorandum of Agreement.
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48 (c) Access to the Grievance Procedure.
Except as provided in Section 6, Probationary Period, all employees represented by the Association may file and process a grievance. Such aggrieved employees may be represented by the Association or may represent themselves in preparing and presenting their grievance at any level of review. The Association may file a grievance when an Association right not directly related to an individual employee becomes subject to dispute.
(d) Conduct of Grievance Procedure.
(1) The time limits specified in this Article may be extended by mutual agreement in writing of the aggrieved employee or the Association and the reviewer concerned.
(2) Should a decision not be rendered within a stipulated time limit, the aggrieved employee may immediately appeal to the next step.
(3) The grievance may be considered settled if the decision of any step is not appealed within the specified time limit.
(4) If appropriate, the aggrieved employee or the Association and Management may mutually agree to waive any step of the grievance procedure.
(5) Written grievances shall be submitted on forms provided by the City or on forms which are mutually agreeable to the City and the Association.
(6) Any retroactivity on monetary grievances shall be limited to the date of occurrence, except in no case will retroactivity be granted prior to three months before the grievance was filed in writing.
Step I. The aggrieved employee will first attempt to resolve the grievance through informal discussions with his or her immediate supervisor by the end of the tenth working day following the discovery of or the incident upon which the grievance is based. Every attempt will be made to settle the issue at this level. (Note: For purposes of time limits, the working days are considered to be Monday through Friday, exclusive of City holidays.)
Step II. If the grievance is not resolved through the informal discussion, the employee will reduce the grievance to writing and submit copies to the division head or equivalent level Management employee as designated by Management as appropriate within ten working days of the discussion with the immediate supervisor.
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49 The division head or equivalent level Management employee shall have ten working days from the receipt of a written grievance to review the matter and prepare a written statement.
Step III. If the grievance is not resolved at Step II, the aggrieved employee may appeal to his or her department head in writing within ten working days of the receipt of the division head's response.
The department head shall have ten working days from the receipt of a written grievance to review the matter and convey his or her decision by written statement.
Step IV. If the grievance is not resolved at Step III, the aggrieved employee may choose between final and binding resolution of the grievance through appeal to the City Manager or through appeal to final and binding grievance arbitration. A ppeals to final and binding arbitration may be processed only with Association approval. All Step IV appeals must be filed in writing at the Human Resources Department Office within ten working days of receipt of the Step III response.
If the aggrieved employee elects final and binding resolution by the City Manager, the City Manager will choose the methods he or she considers appropriate to review and settle the grievance. The City Manager shall render a written decision to all parties directly involved within ten working days after receiving the employee's appeal.
If the aggrieved employee elects final and binding arbitration in accordance with this provision, the parties shall mutually select an arbitrator. In the event the parties cannot agree on an arbitrator, they shall mutually request a panel of five arbitrators from the California State Conciliation Service or from the American Arbitration Association if either party objects to the State Conciliation Service, and select an arbitrator by the alternate strike method.
The arbitrator shall have jurisdiction and authority only to interpret, apply, or determine compliance with the provisions of this Memorandum of Agreement and such Merit System Rules, regulations, policies, procedures, City ordinances, resolutions relating to terms or conditions of employment, wages or fringe benefits, as may hereafter be in effect in the City insofar as may be necessary to the determination of grievances appealed to the arbitrator. The arbitrator shall be without power to make any decision:
(1) Regarding matters of interest.
(2) Contrary to, or inconsistent with or modifying in any way, the terms of this Memorandum of Agreement.
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50 (3) Granting any wage increases or decreases.
The arbitrator shall be without authority to require the City to delegate or relinquish any powers which by State law or City Charter the City cannot delegate or relinquish. Where either party seeks arbitration and the other party claims the matter is not subject to the arbitration provisions of this Memorandum of Agreement, the issue of arbitrability shall first be decided by the arbitrator using the standards and criteria set forth in this section and without regard to the merits of the grievance. If the issue is held to be arbitrable, the arbitration proceedings will be recessed for up to five working days during which the parties shall attempt to resolve the grievance. If no resolution is reached, the arbitrator will resume the hearing and hear and resolve the issue on the merits.
Copies of the arbitrator's decision shall be submitted to the City, the aggrieved employee and the Union. All direct costs emanating from the arbitration procedure shall be shared equally by the City and the aggrieved employee or the Association.
Section 39. Bulletin Boards and Telephones
The Association shall have access to existing bulletin boards in Unit employee work areas and to the City e -mail and voice mail systems for the purpose of posting notices or announcements including notices of social events, recreational events, membership meetings, results of elections and reports on minutes of Association meetings. Any other material must have prior approval of the Police Chief. Action on approval will be taken within 24 hours of submission. Emails sent for Association business shall be copied to the Human Resources Director at distribution.
City telephones may be used for Association business so long as there is no disruption of work and all toll or message unit calls are charged to the Association credit card.
Section 40. Access to Association Representatives
Representatives of the Association are authorized access to City work locations for the purpose of conducting business within the scope of representation, provided that no disruption of work is involved and the business transacted is other than recruiting of members or collecting of dues, and the representative must notify the Human Resources Department office prior to entering the work location.
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July 1, 2025 – June 30, 2028
51 Section 41. Meeting Places
The Association shall have the right to reserve City meeting and conference rooms for use during non-working hours. Such meeting places will be made available in conformity with City's regulations and subject to the limitations of prior commitment.
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52 Section 42. Voluntary Leave Program:
(a) The City of Palo Alto has established a Peace Officer Voluntary Leave Program to provide members of the Palo Alto Peace Officers’ Association, Incorporated (hereafter referred to as “PAPOA”) the opportunity to donate their accrued vacation time to assist fellow members of PAPOA either due to: (a) an employee’s own verifiable non -industrial catastrophic illness or injury (as defined herein) or (b) in order to care for a member of the employee’s immediate family (spouse, child, parent or registered domestic partner suffering from a verifiable catastrophic illness or injury) and have exhausted or will presently exhaust all of their paid leave.
In order to be eligible to receive donated leave, an employee must have a catastrophic illness or injury or an employee’s immediate family member must have a catastrophic illness or injury that requires the employee to provide full-time care for this family member.
Care will be taken to emphasize the voluntary nature of the plan and to insure confidentiality of employee participants and medical conditions (where applicable).
A Police Officer Voluntary Leave Sharing Program has been established to accept donations of vacation in accordance with the Program’s guidelines. All donations shall be:
1. Voluntary
2. Irrevocable
3. Confidential, unless disclosure is required by law
4. In whole hour increments of at least (4) hours, with hours donated being converted to donee hours based on the donee’s salary rate (so that there will be no cost to the City due to salary differential)
5. The employee shall be required to exhaust all other types of leave to request donated leave
6. It is understood that employees seeking or receiving leave under this program will apply for long-term disability benefits for which they may be eligible
7. Where any of the period during which an employee receives donated leave is designated as family leave under the California Family Rights Act (CFRA) or Family Medical Leave Act (FMLA), the employee will be eligible for continuation of medical and other available benefits during that family leave period (for up to 12 weeks), in accordance with the requirements of those laws. If the employee receiving donated leave is not eligible for CFRA/FMLA benefit continuation, or after the employee has exhausted the available CFRA/FMLA leave period, the employee will need to pay the premiums for continued medical and other available benefits if the employee chooses to continue such coverages through the City.
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July 1, 2025 – June 30, 2028
53 8. If the donation request is based on the need for an employee to care for an immediate family member, as defined above, the family member must require full-time care by the employee. Certification of this requirement by a health care professional is required.
9. The maximum donated time a donee may receive is 12 months (if available).
10. Applications to donate leave or receive leave under this Program are made to the Human Resources Department.
11. This is a pilot program and is subject to cancellation by either party.
PAPOA members interested in donating leave or in applying to receive donated leave shall complete forms provided by the Human Resources Department. If an applicant for leave is found to meet the criteria set forth herein, Human Resources will determine the availability of and (as applicable) allocation of donated paid leave. Payroll will be notified in writing of the number of hours to be deducted from each donating employee’s vacation balance and transferred to the donee employee(s).
(b) The City reserves the right to modify or terminate this program at any time.
(c) Catastrophic Illness or Injury (also referred to as “medical emergency” in Revenue Ruling 90-29 and Sections 801(c) and 812 of the Merit Rules and Regulations): A non-occupational medical condition of an employee that will require the prolonged absence of the employee from duty and which will result in a substantial loss of income to the employee because the employee will have exhausted all paid leave available apart from the Voluntary Employee Leave Sharing Program. Non-disability postpartum leave as referenced in Merit Rule 801(b) shall not be considered a catastrophic illness or injury under this policy.
(d) Nothing in this section precludes an Association member from utilizing or participating in the City’s Voluntary Employee Leave Sharing Program.
Section 43. Utilization of Reserves for Field Services Division Events
(a) Management will determine staffing levels for each event.
(b) Events for which the department receives reimbursement will be staffed by regular officers, except that in the event a sufficient number of regular officers are unavailable, reserve officers may be used.
(c) Reserves may be used for the May Day Parade, Stanford University or NFL football games, park patrol, Black and White Ball, and supplemental patrol staffing in excess of levels set forth in the Field Services Staffing Levels general order.
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54 (d) Events, for which the department does not receive reimbursement, may be staffed in the ratio of two reserve officers to one regular officer. Reserves may be used in any situation where an insufficient number of regular officers are available.
(e) Staffing for the University Avenue Street Fair will consist of no less than a 1:1 ratio of regular officers to reserve officers.
Section 44. Overtime Meals for Investigative Services Division
Effective July 1, 1996, for ISD personnel who are working authorized investigative overtime extending for a period either four hours after the conclusion of their normal work shift, or four hours prior to the beginning of the normal work shift, shall be entitled to reimbursement for the appropriate meal at the City per diem rate. The meal reimbursement shall also apply for any authorized investigative overtime on a weekend or holiday in excess of four hours.
Section 45. Hiring Incentives
Qualified lateral officers, who have a current basic or higher POST certificate, hired during the term of this agreement may upon City Manager approval:
(a) Accrue vacation leave at a beginning rate equal to the rate they were earning at their previous employer, subject to a maximum of 160 hours per year with progression to higher accrual rates as provided in Section 27, Vacation Accrual; and
(b) Begin their employment with the City with a sick leave balance not to exceed 96 hours.
(c) Receive a hiring incentive. Any future hiring incentive program will be discussed with the Association prior to implementation and the D epartment will reasonably consider any recommendations from the Association regarding internal referral programs to be utilized in conjunction with that program.
(d) Laterals returning to the Palo Alto Police Department must have been separated from the City for a minimum of 2 years to be eligible for this incentive program.
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55 (e) Based on years of service, level of experience, and educational achievement, experienced lateral officers may receive a starting salary at any appropriate level within the “Police Officer” classification as deemed appropriate by the City Manager on recommendation of the Chief of Police.
Section 46. Full Understanding
(a) The Memorandum of Agreement contains the full and entire understanding of the parties regarding the matters set forth herein.
(b) It is the intent of the parties that ordinances, resolutions, rules and regulations enacted pursuant to this Memorandum of Agreement be administered and observed in good faith.
(c) Nothing in this agreement shall preclude the parties from mutually agreeing to meet and confer on any subject within the scope of representation during the term of this agreement.
(d) Should any of the provisions herein contained be rendered or declared invalid by reason of any existing State or Federal legislation or by reason of State Supreme Court or U. S.
Supreme Court ruling, such invalidation of such part or portion of this Memorandum of Agreement shall not invalidate the remaining portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are severable.
(e) Prior Agreements & Side Letters: Upon Implementation of this agreement, all prior agreements and side letters become null and void. In any instance where internal department polices and/or practices are in conflict with this agreement, this agreement shall take precedence.
(f) During the term of this Memorandum of Agreement, Management may propose certain changes in the City Merit System Rules and regulations. With regard to such changes which pertain to the representation unit, the parties agree to review, and upon request, meet and confer regarding the changes.
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56 Section 47. Printed Agreement
The City will provide copies of the Memorandum of Agreement resulting from these negotiations in booklet form to all represented employees.
Section 48. Duration
Except as expressly and specifically provided otherwise herein for the retroactive application of a specific provision(s), this Memorandum of Agreement shall become effective upon ratification by both parties hereto and remain in effect through June 30, 2028.
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57 EXECUTED:
FOR: FOR:
PALO ALTO PEACE OFFICERS' CITY OF PALO ALTO
ASSOCIATION
Chistopher Correira
Tori Post,Manager Employee and Labor Relations
Peter Hoffmann, Rains Lucia Stern, PC
Allyson Hauck, Counsel
Sloan Sakai Yeung & Wong, LLP
Joshua Waldorph
Ann-Marie Manley, Human Resources Technician
Yolanda Franco-Clausen
Sandra Blanch, Human Resources Director
Alex Afanasiev
Andrew Binder, Chief of Police
Eric Bulatao
Molly Stump, City Attorney
Ed Shikada, City Manager
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Palo Alto
Peace Officers' Association
Memorandum of Agreement
July 1, 2025 – June 30,
2028April 10, 2023-June 30,
2025
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ii
TABLE OF CONTENTS
PREAMBLE 1
Section 1. Recognition 1
Section 2. No Discrimination 1
Section 3. Association Security 2
Section 4. Payroll Deduction 2
Section 5. No Strikes 2
Section 6. Probationary Period 3
Section 7. Salary Provisions 4
Section 8. Night Shift Differential 9
Section 9. Paid Holidays 9
Section 10. Working Out of Class Pay 10
Section 11. Retention/Career Incentive Program (Special Compensation) 11 Section 12. Dependent Care Assistance Program 11
Section 13. Court Pay 12
Section 14. Health Plans 13
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iii
Section 15. Dental Benefits 16
Section 16. Life Insurance Benefits 16
Section 17. Effective date of Coverage for New Employees 16 Section 18. Retirement Benefits 17
Section 19. Retirement Medical Plan 19
Section 20. Psychological Counseling Program 20
Section 21. Uniforms 21
Section 22. Work Schedule 21
Section 23. Overtime Pay and Compensatory Time Off 35
Section 24. Overtime Sign-Up 36
Section 25. Jury Duty 37
Section 26. Vacation Accrual 37
Section 27. Use of Vacation 38
Section 28. Vacation Pay at Termination 40
Section 29. Vacation Benefits for Deceased Employees 40 Section 30. Effect of Extended Military Leave 40
Section 31. Sick Leave 40
Section 32. Leaves of Absence Without Pay 43
Section 33. Leave of Absence With Pay 44
Section 34. Reduction in Force 45
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iv
Section 35. Agents 45
Section 36. Commute Incentives and Parking in Civic Center Garage 45 Section 37. Disciplinary Action and Unsatisfactory Work or Conduct 46 Section 38. Grievance Procedure 48
Section 39. Bulletin Boards and Telephones 51
Section 40. Access to Association Representatives 51
Section 41. Meeting Places 52
Section 42. Voluntary Leave Program: 53
Section 43. Utilization of Reserves for Field Services Division Events 54 Section 44. Overtime Meals for Investigative Services Division 55 Section 45. Hiring Incentives 55
Section 46. Full Understanding 56
Section 47. Printed Agreement 57
Section 48. Duration 57
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1 MEMORANDUM OF AGREEMENT
CITY OF PALO ALTO and PALO ALTO PEACE OFFICERS' ASSOCIATION
April 10, 2022 - June 30, 2025July 1, 2025 – June 30, 2028
PREAMBLE
This Memorandum of Agreement is pursuant to and subject to Sections 3500 -3510 of the Government Code of the State of California, the Charter of the City of Palo Alto, and the City of Palo Alto Merit System Rules and Regulations. (This Memorandum of Agreement made and entered into at Palo Alto, California, by and between the City of Palo Alto, a municipal corporation (hereinafter referred to as "City") and the Palo Alto Peace Officers' Association, Incorporated, a California corporation (hereinafter referred to as "Association"), is intended to define agreements reached during the meet and confer process concerning wages, hours, working conditions, and other terms and conditions of employment for the represented group of employees.
Section 1. Recognition
The City recognizes the Association as the exclusive representative of an employee group consisting solely of Police Officer Trainees, Police Officers, Police Agents, and Police Sergeants who are regularly employed by the City and others who might be amended into the representation unit from time to time under existing law and the Merit System Rules and Regulations.
Section 2. No Discrimination
(a) The Association and the City hereby agree that there shall be no discrimination because of race, color, age, disability, sex, sexual orientation, national origin, political or religious affiliation, or any other protected classification as provided by applicable local, state or federal law. There shall be no discrimination in employment conditions or treatment of employees on the basis of membership or non-membership in the Association, or participation in the lawful activities of the Association.
(b) The Association and the City hereby agree to protect the rights of all employees to exercise their free choice to join the Association and to abide by the express provisions of applicable State and local laws.
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2 Section 3. Association Security
(a) When a person is hired in any of the covered job classifications, the City shall notify that person that the Association is the recognized bargaining representative for the employee in said Unit and give the employee a current copy of the Memorandum of Agreement.
(b) If there is no disruption of work, members of the Association Board of Directors may use a reasonable amount of on- duty time without loss of pay to attend to Association business specifically related to representation of employees. Such release time must be cleared in advance by the appropriate division manager who is a member of management.
For purposes of this section, representation shall include:
(i) Meetings with represented employees or management related to a grievance or disciplinary action, including investigation and preparation time. (ii) A meeting with management related to benefits, working conditions or other terms and conditions of employment.
Section 4. Payroll Deduction
The City shall deduct Association membership dues and any other mutually agreed upon payroll deduction from the bi-weekly pay of member employees. The dues deduction must be authorized in writing by the employee on an authorization card acceptable to the City and the Association. The City shall remit the deducted dues to the Association as soon as possible after deduction.
Section 5. No Strikes
The Association, its representatives, or members, shall not engage in or cause, instigate, encourage, sanction, or condone a strike, withholding of services, concerted abuse of leave of absence provisions, work stoppage or work slowdown of any kind. No employee shall refuse to cross any picket line in the conduct of Police Department business, nor shall the Association, its representatives, or members discriminate in any way toward anyone who refuses to participate in a strike, or any of the job actions cited above.
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3 Section 6. Probationary Period
(a) The probationary period for new employees entering the classifications of Police Academy Trainee or Police Officer shall end 12 months following the successful completion of Police Academy training. The probationary period for lateral entry positions, where Police Academy training is waived, shall be 12 months. In the event a probationary employee is absent for a period exceeding one-hundred and twenty (120) hours during the probationary period, probation will be extended by an equivalent number of duty hours.
(b) The probationary period shall be regarded as part of the testing process and shall be utilized for closely observing all aspects of the employee's qualifications, for ensuring the effective adjustment of a new employee to the position and for rejecting any probationary employee who in the opinion of management is not suitable to attain permanent status.
(c) During the probationary period a new employee may be terminated at any time by the appointing authority without cause. The existence of cause for termination shall not be arbitrable.
Probationary employees shall not be terminated for reasons that violate Section 2. No Discrimination, of this Agreement, or for reasons that are unconstitutional or unlawful.
(d) Probationary Period for New Supervisors
(1) The probationary period for newly promoted Agents and Sergeants shall end 12 months from the effective date of the promotion, excluding time off due to any unscheduled absence or leave.
(2) The probationary period shall be regarded as part of the testing process and shall be utilized for closely observing all aspects of the employee’s qualifications, for ensuring the effective adjustment of a newly promoted employee to the position and for rejecting any newly promoted probationary employee who in the opinion of management is not suitable to attain permanent status in the newly promoted rank.
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4 (3) During the 12 month promotional probationary period the newly promoted employee shall be evaluated by his/her direct supervisor on a quarterly basis.
(4) Any on-going and/or significant perceived deficiencies in the probationary employee’s work performance or supervisory aptitude shall be promptly communicated to the employee. When appropriate, the employee shall be provided with additional training and given opportunities to demonstrate their performance in response to the training. Such perceived deficiencies, any related training, and performance improvement or lack of response to training shall be documented by the employee’s supervisor and recorded in the employee’s quarterly evaluation for the quarter(s) in which the matter was addressed.
(5) During the promotional probationary period, a newly promoted employee may be demoted to their previous rank at any time by the appointing authority if the employee demonstrates a lack of suitability for the newly promoted position.
The demotion shall be based upon deficiencies in the performance or aptitude that have been addressed and documented as outlined in subsection (5). The existence of cause for demotion shall not be arbitrable. Promotional probationary employees shall; not be demoted for reasons that violate Section 2 of the Memorandum of Agreement, No Discrimination; or for reasons that are unconstitutional or unlawful.
(6) In the event that management elects to demote an employee during his or her probationary period, pursuant to subsection (6), the affected employee may request a hearing with the Chief of Police. The hearing shall be held promptly and prior to the intended effective date of demotion, so as to afford the employee with a meaningful and timely opportunity to respond to the stated reason(s) for demotion.
Section 7. Salary Provisions
(a) Market Adjustment: Effective the first full pay period including City Council Adoption, salary ranges of all bargaining unit classifications will be increased by three percent (3%) five percent (5.0%), and a 0.75% market adjustment for a total increase of 3.75%, which is sufficient to bring them to the top quartile of market median as determined by the City’s market study.
(b) General Salary Increase: Effective the first full pay period following July 1, 20263, salary ranges of all represented classifications will be increased by threefour percent (34.0%) Item 5
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5 and a 0.5% market adjustment for a total increase of 3.5%.
(c) General Salary Increase. Effective the first full pay period folllowing July 1, 20274 salary ranges of all represented classifications will be increased by threefour percent (34.0%.) and 0.5% market adjustment for a total increase of 3.5%.
(d) Flexible Compensation: Effective the first full pay period following City Council Adoption of the successor MOA in 2023, and in lieu of an increase to the City contribution towards medical premiums, each represented classification had will have their monthly income increased by $100.
(e) Flexible Compensation: Effective the first full pay period following January 1, 2024, and in lieu of an increase to the City contribution towards medical premiums, each represented classification had will have their monthly income increased by an additional $100 (total of $200).
(f) Total Compensation and Survey Database. Management and the Union have agreed to a compensation survey database structure. Survey Cities include: Alameda, Berkeley, Concord, Fremont, Hayward, Milpitas, Mountain View, Redwood City, San Leandro, San Mateo, Santa Clara, Vallejo, and Walnut Creek. Compensation Criteria includes: top step salary, maximum longevity, maximum education/POST, uniform allowance, holiday pay, deferred compensation, employee pick up of employer pension costs (Negative EPMC), and maximum City paid benefits ( such as a review of medical, dental, vision, life insurance, LTD, and EAP). The database is intended to provide one source of information concerning how the compensation paid to employees in bargaining unit job classifications compares to that paid by other employers.
(g) Salary Steps & Ranges (Eligibility)
New officers attending the basic police academy will be compensated at the “Police Trainee” level.
Academy Graduates and Lateral Officers with less than two years experience will be compensated at the “Police Officer” “Step 1” Level or higher.
FTO CompletionJr. First Class Exam: Officers become eligible for the first step increase to take the exam anytime after they complete the Field Training Program. However, the pay increase will not become effective until they have successfully completed the test and have been with the department for a year from the academy graduation (Laterals a Item 5
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6 year from hire date). For employees hired prior to July 1, 2018, the pay increase for Jr.
First Class is compensated at the “Police Officer” “Step 4” level (Approximate 5% Increase). For employees hired on or after July 1, 2018, the pay increase for this completion Jr. First Class is one step on the salary schedule (approximate 5% increase), no higher than Step 4.
First Class Exam: Officers become eligible to take the exam any time after they have successfully completed the Field Training ProgramJr. First Class Exam. However, the pay increase will not take effect until one year from the date of the first step merit increase, as stated in the above paragraph for the Jr. First Class exam. (Lateral officers’ pay increase may be effective one year from the date of hire) For employees hired prior to July 1, 2018, the pay increase for First Class is compensated at the “Police Officer” “Step 5” Level (Approximate 5% Increase). For employees hired on or after July 1, 2018, the pay increase for First Class is one step on the salary schedule (approximate 5% increase), no higher than Step 5.
Effective the first full pay period following adoption of this MOA by City Council, the City will Implement a new step 6 following the same percentage difference as steps 1 -5.
Employees with one (1) year or more of service with the City of Palo Alto at Step 5 will be moved to Step 6.
Effective upon ratification of this Agreement by the City Council, upon promo tion to Agent or Sergeant, employees will be eligible for a step increase after one (1) year from the date of promotion so long as they receive a satisfactory performance evaluation.
Each twelve (12) months of actual service after the evaluation date, each employee receiving a satisfactory performance evaluation shall receive a merit increase to the next higher step until the top step of the pay range for the job class has been reached.
(h) POST Certificate/Incentives
Basic Post: Officers become eligible upon completion of their probationary period.
The certificate must be obtained within 18 months of hire date. (No Salary Increase)
Intermediate POST: Employees that qualify for the Intermediate POST certificate will be compensated at the corresponding salary schedule (e.g., “Police Officer/Inter”), effective the first full pay period after the employee provides proof of submission of the required paperwork to POST (approximate 5% increase).
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7 Advanced POST: Employees that qualify for the Advanced POST certificate will be compensated at the corresponding salary schedule (e.g., “Police Officer/Adv”), effective the first full pay period after the employee provides proof of submission of the required paperwork to POST (approximate 2.5% increase). Effective the pay period including July 1, 2026, Advanced POST shall be increased an additional 2.5% for a total of five percent (5%) of base pay.
Employees are responsible for contacting Personnel & Training in order to arrange taking tests and application for POST certificates.
(i) Special assignment premium pay
Effective with the pay period including July 1, 2001, biweekly premium pay for employees assigned to the indicated specialties will be as follows:
Field Training Premium: 5% of base pay per pay period.
Applies to management-assigned Officers and Agents and Traffic Team members during each pay period in which they provide training to police recruits, Community Service Officers or Level II reserve officers who are working on their Level I certificate. Applies to management-assigned FTO Sergeants during each pay period in which they supervise assigned FTO Officers or Agents who are actively training police recruits, Community Service Officers or Level II reserve officers who are working on their Level I certificate.
The parties agree that, for the period beginning the first full pay period following the City Council adoption of the agreement and ending the last full pay period in June 2025, Officers, Agents and Traffic Team members who management designates as Field Training Officers and Sergeants designated as FTO Sergeants will Receive the 5% FTO premium for all pay periods, without regard to whether they are assigned a police recruit during that pay period. The Parties also agree to revisit this section to determine whether to continue this program prior to June 30, 2025.
Traffic Premium: 5% of base pay per pay period.
Officers, Agents and Sergeants who management assigns to routinely and consistently operate or patrol on a motorcycle.
K- 9 Program Premium: 5% of base pay per pay period.
Effective January 1, 2008, K -9 Officers/Agents shall receive 5% of base pay per pay Item 5
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8 period to compensate for the time spent by the K -9 Officer/Agent outside regularly scheduled work hours to feed, groom, house, exercise, attend to the medical and dental needs of and otherwise maintain the dog.
Detective Premium: 5% of base pay per pay period.
Effective upon ratification of this Agreement, Officers, Agents, and Sergeants who management assigns to the Investigation Services Division.
Bilingual Premium: 5% of base pay per pay period.
Applies to representation unit employees certified by management as proficient in other languages as outlined below.
(i) Approved Languages
Spanish, Chinese (Mandarin and Cantonese), Japanese, Tagalog, Korean, Vietnamese, Russian, American Sign Language, and such other languages as determined by management.
(ii) Proficiency Requirements
Officers, Agents, and Sergeants who pass a basic “first responder” proficiency test administered by a professional linguist will be eligible for bilingual pay. This proficiency test will be a one time test to ensure the candidate has the ability to verbally communicate (with the exception of American Sign Language) as a first responder in the selected Language. First responder proficiency will include, but is not limited to, the ability to take basic crime and accident reports; issue a citation and explain the court process; complete a field interview card; give directions; give a Miranda admonition; and generally be able to communicate with a non -English speaking person in need of basic police services.
Study material will be provided by the City to all employees to assist in test preparation.
(iii) Testing Process
In order to best accommodate the wide range of languages, proficiency testing will Item 5
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9 be conducted by professional linguists outside the Police Department that have been agreed upon by the Association and Management. A basic first responder proficiency exam has been developed based upon the needs of the organization.
The City will pay for the initial test for each employee. Employees who do not pass the initial test may retest as many times as necessary. However, subsequent tests will be at the employee’s expense.
Section 8. Night Shift Differential
(a) Night shift differential shall be paid at the rate of 5% to all FSD personnel for all hours worked between 6:00 p.m. and 8:00 a.m.
(b) All employees covered under Section 23(d) working a regular shift between 7:00 a.m. and 7:00 p.m. shall receive 5% night shift premium for hours worked between 7:00 p.m. and 7:00 a.m.
Vacation and administrative leave pay for employees who regularly work night shifts shall include appropriate night shift premiums, relating to night shift hours regularly worked.
Shift adjustment hours for employees who regularly work the 4-11 work schedule shall include the appropriate night shift premium based on the percentage of usual night shift hours worked to regular hours.
Section 9. Paid Holidays
(a) All represented employees on leave of absence without pay shall not receive in-lieu holiday accrual during such leave, or any compensation for holidays occurring during such leave.
(b) E mployees shall not receive paid holidays, but in lieu thereof shall receive 3.462 hours straight time pay each full pay period that they are in paid status, to a maximum payment of ninety (90) hours per year. Effective the first full pay period following City Council adoption of the MOU in 2023, this amount shall be increased to 3.846 hours straight time pay each pay period that they are in paid status, to a maximum payment of one hundred (100) hours per year. Holiday hours will be pro-rated for employees in paid status a portion of a pay period.
Hours under this provision will be paid each pay period while in a paid status.
Employees working non-field services assignments shall be eligible to use accrued Item 5
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10 paid leave time balances for any of the following recognized City holidays subject to management scheduling approval:
January 1
Third Monday in January
Third Monday in February
Last Monday in May
July 4
First Monday in September
Second Monday in October
November 11
Thanksgiving Day
Day after Thanksgiving Day
December 25
Either December 24 or December 31,
A Day of Reflection in recognition of a day of the employee’s choosing, including Juneteenth Freedom Day (June 19) or Cesar Chavez/Dolores Huerta Day (March 31)
Section 10. Working Out of Class Pay
Officers, Agents and Sergeants working out of class for a period of four or more consecutiveshifts) shall be compensated with the following premium pay;
Officers and Agents working as an Acting Sergeant: 7% of base pay for all shifts
Sergeants working as an Acting Lieutenant: 10% of base pay for all shifts
Agents, and Sergeants fulfilling the role of an Acting Sergeant and/or Acting Lieutenant for individual shifts and/or a number of hours within a shift, shall not receive additional compensation.
Periodically working in this capacity shall be deemed a basic duty within an employee’s job description.
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11 In accordance with Government Code 20480, an employee assigned to work in an out -of-class appointment may not exceed 960 hours worked in the appointment within a fiscal year if the employee is appointed to an upgraded position or higher classification that is vacant during recruitment for a permanent appointment. This limitation does not apply to a position that is temporarily available due to a leave of absence.
Section 11. Retention/Career Incentive Program (Special Compensation)
(a) Retention/Career Incentive Program
On July 1, 2007 the City will initiate a Retention/Career Incentive Program. It is recognized that hiring, training, and retaining qualified law enforcement personnel is becoming increasingly difficult, time consuming, and very expensive. This program is designed to provide greater incentives for hiring new employees, retaining long-term employees, and attracting quality lateral candidates from other law enforcement agencies. This program will provide special compensation in the form of premium pay at various levels as employees reach different career milestones. Both parties acknowledge that in the 2007 negotiations, the cost of the program was partially offset through salary and/or benefit reductions agreed to elsewhere in this Memorandum of Agreement.
All employees with more than 10 years of service shall receive special compensation in the form of retention pay at 3% of straight time base pay.
All employees with more than 15 years service shall receive special compensation in the form of retention pay at 6% of straight time base pay. Maximum under this provision is 6%.
As an incentive to recruit and hire lateral law enforcement personnel from other agencies, the following shall apply. At the Chiefs discretion, up to 5 years of full time law enforcement service may be counted towards the years of service outlined above.
Special Compensation/Retention Pay outlined in the Retention/Career Incentive Program shall be deemed PERSable for the purpose of income and retirement however will not be a factor when calculating “MOU” (non-FLSA) overtime compensation.
Section 12. Dependent Care Assistance Program and Medical Flexible Spending Accounts.
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12 The City will provide a Dependent Care Assistance Program (DCAP) and Medical Flexible Spending Account (FSA) for employees according to the provisions of the Federal Economic Recovery Act of 1981, Code Sections 125 and 129. With the exception of matters within the City’s sole control (e.g., establishment of the FSA), all matters related to the FSA shall be excluded from the MOA grievance procedure. Disputes regarding the administration of the plan shall be subject to the dispute resolution procedure provided by the plan document.
The FSA will be available to representation unit employees effective January 1, 2019, and remain in effect subject to a reasonable minimum participation level and availability of third- party administrative services at a reasonable cost.
Section 13. Court Pay
Sworn Police Personnel appearing in court or in an administrative forum in the course and scope of their normal duties will be compensated according to the following:
Period Rate Minimum
(a) Scheduled day off. Time and one-half 4 hours
(b) During scheduled shift
or immediately preceding
or following a shift
Straight time during shift.
Time and one-half for period
before or after scheduled
shift.
None
(c) Appearance on a
scheduled work day by
employees of Team #3
(prior to 12 p.m.)
Time and one-half 3 hours
(d) Appearance on a
scheduled work day by
employees of Team #4 or
Team #5
Time and one-half 3 hours
(e) All other court
appearances
Time and one- half 3 hours
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13 Section 14. Health Plans
(a) PEMHCA Health Plan
The first full pay period including Council adoption, the City will increase During the term of this contract, the maximum City contribution towards medical premiums for eligible full time employees per employee category to shall be up to a maximum of the following for any plan:
Medical Category Premium
Premium Category
Total Maximum City Contirbution
(inclusive of PEMHCA contribution *)
effective first full pay period following
ratification and a pproval:month
following City Council Adoption
Employee Only $943.00871
Employee plus one $1,885.001742
Employee Family $2,444.002260
Effective January 1, 2027, the City will increase its maximum contribution to medical premiums by the following percentages:
• Employee only: 2%
• Employee plus one: 3%
• Employee family: 5%
Medical Category Premium Total Maximum City Contirbution (inclusive of PEMHCA contribution *)
effective January 1, 2027:
Employee Only $962.00
Employee plus one $1,942.00
Employee Family $2,566.00
Effective January 1, 2028, the City will increase its maximum contribution to medical premiums by four percent (4%).
Medical Category Premium Total Maximum City Contirbution (inclusive of PEMHCA contribution *)
effective January 1, 2028:
Employee Only $1,000.00
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14 Employee plus one $2,020.00
Employee Family $2,669.00
The City’s total maximum contribution towards medical premiums for eligible part time employees shall be prorated based on the number of hours per week the part -time employee is assigned to work.
*PEMHCA minimum changes annually. Any increases to the PEMHCA minimum during the term of this contract will result in a corresponding decrease to the amount of the additional City contribution, so that the total maximum City contribution never exceeds the amount listed in the “Total Maximum City Contribution” columns above.
If the State of California or federal government requires the City to participate and contribute toward coverage under any medical plan outside of PEMHCA including but not limited to the Affordable Care Act, the City’s total liability for enrolled employees and retirees and their eligible family members shall not exceed what the City would have paid toward PEMHCA coverage in the absence of such state or federal plan. The parties will meet and confer over the impact of such change on matters within the scope of representation before implementing any change.
(b) Vision Care
a) Level of Benefits: The City provides a base vision plan for all eligible employees and dependents. Additionally, eligible employees will have the option to enroll in a vision “buy-up” plan.
b) Premiums: The City shall pay all premium payments on behalf of employees and dependents who are eligible and enrolled in coverage under the base vision plan. Employees will be responsible for premium payments required to enroll in the “buy-up” vision plan.
c) The City will offer vision care coverage for employees and dependents. Coverage is equivalent to $20 deductible Plan A under the Vision Service Plan, with monthly premiums paid by the employer. Dependents will include domestic partners, as defined under Section 14 (c).
(c) Active Employee Domestic Partners
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15 of California may add their domestic partner as a dependent to their elected health plan coverage if the domestic partnership is registered with the Secretary of State.
Active employee domestic partners whose domestic partnership is not registered with the State, but who meet the requirements of the City of Palo Alto Declaration of Domestic Partnership, and are registered with the Human Resources Department, will be eligible for a stipend of two hundred eighty four dollars ($284.00) per month toward the cost of an individual health plan. Evidence of premium payment will be required with request for stipend.
(d) Alternative Medical Benefit Program
If a regular employee and/or the employee’s dependent(s) are eligible for and elect to receive medical insurance through any other non-City of Palo Alto employer-sponsored or association-sponsored medical plan, the Employee may choose to waive his/her right to the City of Palo Alto’s medical insurance and receive cash payments in the amount of two hundred eighty four dollars ($284) for each month City coverage is waived.
Examples of waivers eligible for this payment are:
• Employee waives all applicable City medical coverage; or • Employee is eligible to enroll his or her spouse or domestic partner and waives medical coverage for the spouse or domestic partner; or • Employee has additional eligible dependents and waives family-level medical coverage.
Participation must result in a health insurance cost savings to the City and payments per employee shall not exceed a total of two hundred eighty four dollars ($284.00) per month. To participate in the program the employee and dependents must be eligible for coverage under PEMHCA medical plans, complete a waiver of medical coverage form, and provide proof of eligible alternative medical coverage.
Payments will be made in the employee’s paycheck beginning the first month following the employee’s completion of the waiver form. Payments are subject to state and federal taxes and are not considered earnings under PERS law. Employees are responsible for notifying the City of any change in status affecting eligibility for this program (for example, life changes affecting dependent’s eligibility for medical coverage through the employee) and will be responsible for repayment of amounts paid by the City contrary to the terms of this program due to the employee’s failure to notify the City of a change in status.
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16 (e) Dual Coverage
When a City employee is married to another City employee each shall be covered only once (as an individual or as a spouse of the other City employee, but not both) and dependent children, if any, shall be covered by only one spouse
Section 15. Dental Benefits
(a) Level of Benefits: The City will maintain the present level of benefits on the City-sponsored dental program for current employees and their dependents (base dental plan)., except that the maximum benefits per calendar year shall be $2,000 effective in 1988. Dental Coverage shall include composite (tooth colored) fillings for all teeth.
(b) The City provides a 50% of reasonable charges, $2,000 lifetime maximum orthodontic benefit for representation unit employees and their dependents. (b) Premiums: The City shall pay all premium payments on behalf of employees and dependents who are eligible and enrolled for coverage under the base dental plan. Employees will be responsible for premium payments required to enroll in the “buy-up” dental plan.
(c) Dependents will include domestic partner, as defined under Section 14 (c).
(d) Dental implants in conjunction with one or more missing natural teeth, and removal of dental implants will be covered as a Major Dental Service at 50% usual, customary and reasonable (UCR).
Section 16. Life Insurance Benefits
The City will offer employees Basic and Supplemental life insurance plans. The City shall enroll all employees and pay the premium for a Basic life insurance plan equal to the employee’s annual salary. Employees will have the option of enrolling in a Supplemental life insurance plan and will be responsible for paying the premiums required to enroll in the plan. The City agrees to continue the basic life insurance plan as currently in effect for the term of this Memorandum of Agreement.
Section 17. Effective date of Coverage for New Employees
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July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
17 For newly hired regular employees coverage begins on the first day of the month following date of hire for the health plan, dental plan, vision care plan, and life insurance plans if these benefits are elected.
Section 18. Retirement Benefits
(a) Safety Pension Group A: “3% at 50” Safety Retirement
The City will continue the present benefits under the Public Employees’ Retirement System (PERS) “3 percent at 50” (3% @ 50) Retirement Formula per California Government Code §21362.2 for employees hired before the effective date of the “3 percent at 55” (3% @ 55) formula for new hires as described herein. The final year compensation for employees hired under the 3% at 50 formula will continue to be the “single highest year” or the highest average annual compensation earnable by the member during one (1) year of employment immediately preceding retirement or the one -year period otherwise designated by the member (Government Code 20042). Current employees continu ed to be covered under Government Code 20692, Employer Paid Member Contribution, to the extent there is a City paid member contribution in the final year.
(b) Safety Pension Group B: 3% at 55 Safety Retirement
Effective December 7, 2012, the City amended its contract with CalPERS to provide employees hired on or after that date who are not “new members” of CalPERS as defined in the Public Employees’ Pension reform act (often referred to as “Classic” CalPERS members) with the CalPERS retirement formula three percent of final salary at age 55 (3% at 55), with the final salary determination for such employees of “three highest consecutive years” based on the highest average annual compensation earnable by the member during three (3) consecutive years of employment immediately preceding retirement or the three year period otherwise designated by the member (Government Code Section 20037). This new tier also eliminated Section 20692, Employer Paid Member Contribution.
(c) Safety Pension Group C: 2.7% at Age 57 Safety Retirement
Employees hired on or after January 1, 2013 meeting the definition of “new member” under the Public Employees’ Pension Reform Act (Gov’t. Code s. 7522 et seq.) shall be subject to all of the provisions of that law, including but not limited to the two point seven percent at age 57 (2.7%@57) retirement formula with a three year final compensation period.
(d) Employee Share of PERS Contribution
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July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
18 Employees in all sworn represented classes in Pension Groups A and B described above will make a 12% PERS member contributions by payroll deduction.
Employees in all sworn represented classes in Pension Group C described above shall pay the employee contribution required by the Public Employees’ Pension Reform Act, currently calculated at fifty percent (50%) of the normal cost, plus an additional 3%.
Trainees will pay the same employee contribution as miscellaneous members while attending Basic Academy (see section (g) below).
The City will continue to provide for member contributions to be made as allowed under the provisions of IRS Code §414(h)(2).
(e) Additional Employee PERS Contributions
• Effective the first full pay period following July 1, 2019 or as soon as administratively possible, all employees regardless of pension formula in this unit shall contribute an additional 0.5% to the Employer share of pension for a total of 3.5% contribution toward the Employer share of pension. (Total Employee contribution will be 12.5% for Classic; 50% of Normal Cost plus 3.5% for PEPRA.)
• Additional contributions will coincide with the City amending its contract with CalPERS to reflect these changes. However, should CalPERS delay or the Association fail to approve the CalPERS amendment required to incorporate the additional 0.5% contribution, the City may implement the additional 0.5% effective July 1, 2019 without a contract amendment., and additional employee PERS contributions under CalPERS 20516 will be provided on a pre-tax basis to the extent allowable by law.
(f) 457 Deferred Compensation Plan
Effective the first full pay period following ratification and approval, July 1, 2019 all employees who are classified as “New Members” by PERS or “Group C’ by the MOA will receive $15050 per month contributed into their 457 deferred compensation plan. Eligible employees must have an active 457 plan in order to receive City contirbutions.
1959 Survivor Benefit
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
19 The City will continue to provide the basic level (Level 1) of 1959 Survivor Benefit to eligible employees in accordance with California Government Code §21571.
(g) Military Service Credit
The City’s contract with the Public Employees' Retirement System provides for Section 20930.3, Military Service Credit as Public Service.
(h) Retirement Privileges
All retired employees and spouses of deceased employees shall have residential privileges at City libraries, refuse disposal area, golf course, and swimming pools. (i) PERS Status While in Basic Academy.
While an employee is attending Basic Academy, he or she shall participate in the City’s PERS Miscellaneous Employee retirement plan with the same employee and employer contribution rates as applies to Miscellaneous City employees represented by SEIU (classified unit). When the employee successfully completes Basic Academy and is sworn in by the Police Chief, he or she shall prospectively participate in the PERS Safety Employee retirement plan.
Section 19. Retirement Medical Plan
(a) Retiree Medical Coverage - Employees hired before January 1, 2006 who have not voluntarily elected to participate in the Retirement Healthcare Benefits provided in Government Code section 22893:
Monthly City-paid premium contributions for a retiree-selected PEMHCA optional plan will be made in accordance with the Public Employees' Medical and Hospital Care Act Resolution for employees who retire on or before December 31, 2007. Effective March 1, 2009, for an employee retiring on or after that date, the City will pay up to the monthly medical premium for the second most expensive plan among the existing array of plans during the Agreement term. Effective April 1, 2015, for an employee retiring on or after that date, the City contribution shall be the same contribution amount it makes for active City employees. The parties mutually agree that the benefits provided in this paragraph for employees retiring on or after April 1, 2015 will fluctuate from time to time based on the City’s contributions to health care for active employees. Accordingly, Association members who retire on or after April 1, 2015 and have not elected to participate in the Retirement Item 5
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July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
20 Healthcare Benefits provided in Government Code section 22893, do not maintain a vested interest in any particular contribution by the City above the amount required under the PEMHCA.
(b) Retiree Medical Coverage - Employees who voluntarily elect to participate in Government Code section 22893, and all Employees hired on or after January 1. 2006:
The CalPERS vesting schedule set forth in California Government Code § 22893 will apply to all Association members hired on or after January 1, 2006, and employees hired prior to January 1, 2006 who voluntarily elect to participate in the Retirement Healthcare Benefits provided in Government Code § 22893.
Under this law, an employee is eligible for 50% of the specified employer health premium contribution after ten (10) years of service credit, provided at least five (5) of those years were performed with the City of Palo Alto. After ten (10) years of service credit, each additional year of service credit will increase the employer contribution percentage by 5% until, at twenty (20) years' service credit, the employee will be eligible upon retirement for 100% of the specified employer contribution. However, the maximum contribution for family members will be 90% of the specified employer contribution. Notwithstanding any other term of this section, the City of Palo Alto's health premium contribution for employees hired on or after January 1, 2006, and employees who voluntarily elect to participate in Retirement Healthcare Benefits provided by Government Code § 22893, will be the minimum contribution set by CalPERS under California Government Code § 22893 based on a weighted average of available health plan premiums.
Section 20. Psychological Counseling Program
The psychological counseling program currently in effect shall be continued. The program shall provide 24-hour emergency counseling by independent professional consultants.
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July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
21 Section 21. Uniforms
(a) The City will supply complete uniforms to all sworn personnel. All uniform items are the property of the City. One complete uniform consists of: (1) three pair of trousers, (2) three short-sleeved shirts with patches and zippers if desired, (3) three long-sleeved shirts with patches and zippers if desired, (4) three cotton or two synthetic fiber turtleneck shirts, (5) hat, (6) duty jacket with patches, (7) necktie, and (8) rain gear. The value of the purchase, rental and/or maintenance of the required uniforms shall be reported as special compensation to the extent legally permissible, pursuant to Title 2 CCR, Section 571(a)(5) as Uniform Allowance. Based upon existing uniform standards and the City’s cost experience, the value of this benefit shall be reported as $42.31 per pay period.
(b) At the time of initial employment, every sworn employee will be issued one complete uniform. Uniform items will be replaced on an as -needed basis subject to verification by management.
(c) The City shall provide uniform cleaning for sworn representation unit personnel.
(d) Personnel are accountable for all uniform items issued to them. If a particular item is lost or damaged due to employee negligence, the employee will be required to reimburse the City for value of the item(s) lost or damaged.
(e) The City shall reimburse employees for the full cost of job-related safety boots up to $400 per fiscal year. The City will make the reimbursement only upon proof that the previous boots have become unserviceable due to wear or damage and upon verification of such purchase by the employee . (Job -related safety boots shall mean well -constructed, high topped boots that provide full ankle and foot support, which are selected from list agreed to by Management and the Association.) All Department -provided safety boots shall be purchased through this program.
Employees are responsible for the full cost of any low-top, black shoes that are worn with the uniform.
Section 22. Work Schedule
(a) Field Services Division 4/11 Schedule
The patrol schedule will have two sides, “A-Side” and “B-Side.” There will be ten patrol teams each supervised by a Sergeant or Acting Sergeant under the management of Item 5
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July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
22 patrol lieutenants. Five Patrol teams will work an “A” schedule and five Patrol teams will work a “B” schedule.
Patrol officers, agents, and sergeants will report for duty promptly at the designated times for each team. Patrol team schedules are as follows.
Patrol Division Team Schedules
A-Side B-Side
Team 1A 0500 to 1600 Team 1B 0500 to 1600
Team 2A 0700 to 1800 Team 2B 0700 to 1800
Team 3A 1400 to 0100 Team 3B 1400 to 0100
Team 4A 1800 to 0500 Team 4B 1800 to 0500
Team 5A 2000 to 0700 Team 5B 2000 to 0700
Team’s 2A, 3A, and 4A are designated as field training teams.
(1) 4/11 Work Schedule
The work schedule will be based on an eight (8) day cycle with each employee working four (4) consecutive days on and having four (4) consecutive days off. The eight (8) day cycle will advance the employee’s workdays and days off within the calendar week one day every cycle. The overall cycle repeats itself every eight (8) weeks.
Over the course of a year (26 pay periods) each employee works 182 eleven (11) hour regular patrol shifts totaling 2002 hours, 78-hours short of the required fulltime equivalent work year of 2080 hours.
In the Patrol Division and with the approval of the Patrol Captain, a maximum of two (2) paired “fixed days” schedules (4 Employees) may be established, at the employees’ request.
The regularly scheduled hours of work for such a position must cover the days off of the position with which it is paired. For example, one position could have Sunday, Monday, Item 5
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July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
23 and Tuesday off while the other could have Thursday, Friday, and Saturday off. It shall be the responsibility of employees interested in a paired fixed day schedule to identify another employee who is willing to participate in the paired arrangement. If either employee or the Department desires to terminate a paired schedule once it is in effect, the employee or Department, as applicable, must give the other affected parties to the arrangement at least one (1) full pay period advance written notice. Resumption of the employees’ participation in the normal rotation shall begin on the first day of the second full pay period following the date notice is delivered to the other parties.
Employees on a fixed schedule will be required to attend the designated CPT (Continued Professional Training) training days either on their regularly scheduled workday or on a day off. If they attend training on their regularly scheduled day off, they will be compensated by receiving an adjusted day off within the same pay period.
Employees requesting a schedule different from the rotating 4/11 must submit their request in writing prior to the team selection process. The requests will only be considered on an extreme hardship basis
The following hours and minimum staffing levels will be observed on both sides of the Patrol Division. During team overlaps, the combined staffing levels of the teams will serve to meet minimum staffing levels.
0700-2400 hours 1 Lieutenant/Sergeant Watch Commander
1 Sergeant/Agent Supervisor
6 Officers/Agents
0001-0300hours 1 Lieutenant/Sergeant Watch Commander
1 Sergeant/Agent Supervisor
5 Officers/Agents
0300- 0700 hours 1 Sergeant Supervisor
5 Officers/Agents
Under routine circumstances, personnel will be able to receive time off as long as minimum staffing numbers remain available for duty. Management may deny time off to maintain staffing greater than the minimum numbers outlined above. It’s anticipated this will only occur in special situations where greater staffing is needed.
(2) Designated CPT Training Days within the 4/11 Schedule:
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July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
24 The 4/11 Schedule will have designated CPT training days and flexible training hours to make up the seventy-eight (78) hours necessary to complete a full work year. A training bank will be created for each employee on the 4/11 Schedule to track and monitor the use and balance of the 78-hours. The training bank and its use are outlined in the next section.
For CPT training days which require employees to travel outside the City of Palo Alto, an additional two (2) hours of training bank time will be made available to account for all travel time related to attendance at training. The Division Captain may authorize additional time on a case-by-case basis.
Management will determine the number of designated CPT training days and stagger them throughout the year in order to avoid overtime insofar as possible.
Designated CPT training days will be scheduled prior to the beginning of each shift year.
Unless otherwise determined by the Department, there will be five (5) designated CPT training days each year. These training days will vary in duration but will in most cases be approximately eight (8) to ten (10) hours in duration. The exact number of designated CPT training days, their duration in hours, and the remaining flexible training bank time will be determined prior to shift change and vacation selection. If it’s anticipated that the number of training days will vary in any given year, Management will notify and, on request, meet with PAPOA to consider any concerns the Association may have.
Patrol personnel will not be permitted to take vacation on any one of these pre-designated CPT training days. The Division Captain may authorize an exception based on compelling circumstances.
The course content and training provided on the designated CPT training days can vary from year to year to meet current and changing training needs. It will be the responsibility of the Personnel and Training Division to schedule and coordinate the training on designated CPT training days. Training days may be scheduled during daytime and/or nighttime hours to accommodate training needs.
Sworn employees not on the 4/11 Schedule will be required to attend designated C.P.T. training days. Each of the training days will be broken into two (2) single day sessions for Patrol (A side and B side). It is anticipated that approximately fifty percent (50%) of the non-4/11 employees will attend one (1) of the two (2) days during each of the training cycles.
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July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
25 If the nature and/or complexity of the training does not allow for a larger groups, multiple sessions can be scheduled on additional training days.
(3) Flexible Training Hours
This schedule results in seventy -eight (78) hours that will be made up during the year through designated CPT training days and flexible training time. It is anticipated that approximately fifty (50) hours will be set aside each year for designated CPT training days (exact number to be determined each year). Once the hours set aside for designated CPT training days is established, the remaining hours shall be used for flexible training as follows.
Employees on the 4/11 Schedule attending training on a day off or outside their normal shift shall use their available Flexible Training Bank hours (Non -CPT Hours) prior to using overtime. All Flexible Training Bank hours must be used prior to earning overtime. The only limitation on the use of these training hours is that no employee can exceed the one hundred seventy -one (171) hour FLSA limit in any twenty -eight (28) day cycle. The combination of regular work shifts, designated CPT training days, and flexible training time cannot exceed one hundred seventy-one (171) hours in any FLSA Cycle. Any hours worked over one hundred seventy -one (171) in a twenty -eight (28) day cycle are considered premiums hours and must therefore be paid at the overtime rate.
The following is a list of some of the forms of training that could use hours from the bank;
SWAT DRO Range Masters
Quarterly Shoots FTO Meetings K-9
Sergeant’s meetings FTO School 11550 School
Radar School Supervisor school All other Training
If an employee doesn’t use his or her flexible training hours during the year, he or she will be required to make up the difference by either working extra shifts, partial shifts or by using vacation, compensatory time off, and/or holiday time from one of their banks at the end of each fiscal year. The Watch Commander and Supervisor will work with employees to schedule extra shifts or use vacation, holiday or compensatory time off balances. These hours are hours the employee is being compensated for during the normal twenty-six (26) pay periods. The employee must work the hours on a straight time basis or use vacation, holidays or compensatory time off for the compensation received throughout the year.
(4) Other Training (not covered by the flexible training bank) Item 5
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
26 The 4/11 Schedule significantly impacts designated CPT training days, shift training, and to some extent training compensated under the flexible training hours. The following guidelines should be followed when attending training not covered by the flexible training hours. All training bank hours, adjusted time off associated with training, and/or overtime associated to training shall be approved in advance by the employee’s watch commander or supervisor.
One full day of
training on a day off.
The employee will either receive overtime for the number of hours at training or adjustment for one patrol shift.
Adjustments will be documented in the City timekeeping
system.
One full day of
training on a day on.
The employee will be adjusted off their patrol shift for the day. Adjustments will be documented in the City
timekeeping system.
More than one day,
but less than a
week.
For each full day of training, the employee will be adjusted off one patrol shift. Adjustments will be documented in the City timekeeping system
Partial day of
training on a day off.
Overtime or adjustment for the number of hours actually in training. Adjustments will be documented in the City timekeeping system.
Partial day of
training on day on.
The employee will be adjusted from duty for the time of the training and be expected to work the remainder of
their shift. Adjustments will be documented in the City timekeeping system.
A four (4) or five (5)
day (week) training
session that doesn’t
exceed forty-four
(44) hours.
Whenever possible, and depending upon where the
employee is in their twenty -eight (28) day cycle, the
employee will be adjusted off the patrol schedule when
attending four or five day training sessions. The employee will be adjusted from four (4) eleven (11) hour shifts as compensation for attending the course. The four (4)
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July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
27 adjusted days will be as close to the days the employee attended training as possible. Employees will not receive overtime under this situation unless the total time training exceeds forty-four (44) hours. Adjustments will be noted in the comment section of the timekeeping system.
(5) Assignments of Sworn Personnel on the 4/11 Schedule
Each year assignments are made for management staff for the coming fiscal year.
Subsequent to those assignments, officers, agents, and sergeants apply for specialty positions. At the conclusion of those specialty selections, the Patrol Team Selection process begins. Each year, the following process will be used for patrol team selection.
Field Services Division Shift Assignment Process:
Field Services sergeants, agents, and officers will select their work team based on the following criteria.
a. Sergeants, in order of seniority, shall select one of the ten patrol teams. Sergeants may select any open team with the exception of those teams designated as Field Training teams. FTO Sergeants, in order of seniority, will select one of the designated FTO teams.
b. Field Training Officers/Agents, in order of seniority, shall select one of the slots open and designated as FTO slots on one of the three FTO teams. The following teams have been pre-designated as training teams: Team 2A, Team 3A, and Team 4A.
c. K- 9 Officers/Agents – K-9 officers/agents will generally select one of the night shift teams: Teams 4 and 5. Selections will be based on rank and seniority. Only one K-9 will be allowed per team and K-9’s will be evenly split between the two sides
Any exception to these assignments must be requested and approved by the Field Services Coordinator prior to the start of the selection process.
d. Agents, in order of seniority, shall select any of the open agent’s slots remaining on any of the patrol teams. A minimum of three (3) agents will be assigned to the A - Side and a minimum of three (3) agents will be assigned to the B-Side. If a greater number of agents are assigned to patrol, management will evenly designate agent’s Item 5
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28 slots insofar as possible to as many of the patrol teams as possible with the goal being to have one agent on each patrol team.
e. Officers, in order of seniority, shall select any remaining slot available on any of the patrol teams.
f. Probationary Officers - May be assigned to teams at the discretion of the Field Services Division Coordinator. These assignments will be made based on the developmental needs of the new employee, the staffing needs of the organization, and in a manner that minimizes the loss of prime bidding slots for more senior officers/ agents.
Additional Team Selection Guidelines
Prior to the selection process, management shall determine the number of agents, and officers assigned to each team.
Additionally, management will determine which teams are available for selection by K -9 Officers/Agents. Field Training Officers/Agents, Field Training Sergeants, and probationary employees shall be subject to administrative assignment.
In the spring of each year, all employees participating in the patrol team selection process will receive a schedule identifying available slots, the process for team selection, and a date and time for the employee to make their selection Team Selection Reservations – Once Officers/Agents/Sergeants select a team, they will be guaranteed that team even if they are unable to work that team at the start of the shift year due to special assignment, internship, leave of absence, disability, illness etc.
Officers, Agents and Sergeants may not remain in the same time slot for more then two consecutive years.
Team change request will be considered with the approval of management.
Any request for an anticipated change to the assignment of sworn personnel shall be routed to the Field Services Division Coordinator prior to the selection process.
(6) Vacation Selection
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29 Concurrent Vacation Authorization – Officers and Agents
Patrol Division – Four (4) slots are authorized on the A -Side and four (4) slots are authorized on the B-Side. It is anticipated that this would equate to two (2) slots on night shift (Teams 3, 4, and 5) and two (2) slots on day shift (Teams 1, and 2) for each side.
Any exceptions to these rules may be made by the Field Services Division Coordinator based on special circumstances.
Concurrent Vacation Authorization - Sergeants
Patrol Division – Two (2) slots are authorized in patrol on the A -Side and two (2) slots are authorized in patrol on the B-Side. It is anticipated that this would equate to one (1) slot on the night shift (Teams 3, 4, and 5) and one (1) slot on the dayshift (Teams 1 and 2) for each side. Exceptions to allow two (2) sergeants vacation at the same time for special circumstances may be made by the shift lieutenant. Other exceptions to this rule may be made by the Field Services Division Coordinator.
a. The A-side and B-side will have separate vacation signups. It’s also anticipated that the dayshift and nightshift will have separate signups. For agents and above, selection will be based on rank and time in rank. Personnel having the greatest tenure in rank will have priority. For officers, selection will be based on seniority. If seniority is equal, low badge number shall have priority.
b. Sergeants will have a separate signup sheet from agents and officers. During the initial sign up sergeants will have two guaranteed slots per side, one (1) on day shift and one (1) on night shift. Agents/officers will have four (4) guaranteed slots per side, two (2) on day shift and two (2) on night shift.
Vacation Selection Process: Vacation selection will occur within a few weeks of the team selection process each spring. Selections will take place on two days, one day for the A -Side and one day for the B -Side. Sergeant, agents, and officers will be given time slots to come in, call in, or may submit in advance written instructions on choice for vacation weeks. The selections will be made based on rank and seniority.
Both sides agree to monitor the outcome of the process and enter into a mutual agreement to continue or discontinue the process.
(7) Time Keeping and Payroll
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City of Palo Alto and PAPOA
July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
30 All employees working under the 4/11 schedule will work eleven (11) hours a day, four (4) consecutive days a week. These eleven (11) hours will be entered in the timekeeping system on the day they are worked and/or prior to pay period payroll deadlines. Employees attending one (1) of the designated CPT training days will enter the hours of training on a “training timesheet” and enter the time in the timekeeping system. Employees using hours from their flexible training bank shall complete a “training timesheet” and enter the time in the timekeeping system.
Employees working the 4/11 Schedule will not receive overtime compensation for hours worked under the following conditions.
• Hours worked as part of a regular 11-hour work day.
• Hours worked on a designated CPT training days.
• Hours associated to training where hours from the flexible training bank could be used.
• Non-Mandatory training where adjustments from the patrol schedule are possible.
Overtime shall be paid for “Mandatory” training once training bank hours have been exhausted.
Overtime shall be paid for “Mandatory” meetings that fall outside the specialty exemption listed below.
Participation in department specialties including training, meetings, and other activities is not considered a mandatory activity when it comes to overtime compensation. Wherever possible, employees participating in department specialties and other non- mandatory activities will be adjusted off the patrol schedule for these activities. Schedule adjustments will occur as close to the activity outside the employee’s normal work schedule as possible and within the same FLSA Cycle.
Schedule adjustments for personnel working nights: All personnel attending a full day of training on a work day will be adjusted off the patrol schedule for their work shift that day.
In addition to being adjusted off any shift that starts on the day the training occurs, employees working Teams 3, 4, and 5 the night before the training will be adjusted off the night before as follows. If the training is all day starting in the morning hours, these adjustments will apply.
Team 3: Adjusted off at 2200 hours.
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July 1, 2025 – June 30, 2028April 10, 2023 – June 30, 2025
31 Teams 4 & 5: Adjusted off the entire shift.
If a night shift employee is scheduled for a full day of “Mandatory” training on the morning of his or her first day off, the same adjustments listed above will apply. In addition to the necessary adjustment, employees will receive compensation for the training hours through the use of training bank hours. When training bank hours are exhausted, the employee will receive overtime.
The time keeping system e ntries: Each employee must enter his or her time in the timekeeping system that accurately reflects the hours he or she works. When schedule adjustments are made, overtime is worked, or training bank time is used, employees must make appropriate notes in the comment section of the timekeeping system. Supervisors and timekeepers may complete the timekeeping system entries when employees are unavailable due to illness or other situations and employees will thereafter verify the timekeeping entry is accurate upon their return to work.
Managers and supervisor will approve time entries made in the time keeping system.
Managers and supervisors will pay special attention to the use of training bank time and overtime. Time entries should be reviewed for regular hours and training hours that may exceed the FLSA guideline of 171 hours in a 28 day cycle.
With the 4-day on 4-day off rotation, employees will work either 66 or 88 hours in each pay period. The timekeeping system will shift adjust the appropriate number of hours into (+14) and out of (-8) the employees bi-weekly totals so each employee receives compensation for 80 hours. Regardless of the number of hours worked under the FLSA exemption, an employee will be compensated for 80 regular hours every bi-weekly payroll cycle.
These shift adjusted hours (-8 or +14) will be added to or taken away from the timecard at the appropriate day/night shift differential rates for each employee. As an example, if an employee’s normal shift is paid at 75 percent day rate and 25 percent night rate, all hours shift-adjusted on to or off the timecard will be adjusted using the same approximate ratio of 75/25 percent for day/night rates.
If an employee leaves city service while on the 4/11 schedule, staff and payroll shall perform the training bank reconciliation of the number of hours the employee is over or under the normal forty (40) hour workweek rate since the beginning of the current one (1) year (twenty-six [26] pay period) 4/11 cycle. If the employee has worked more hours than the forty (40) hour a week average, he or she shall be compensated for those hours at the regular rate. If the employee is under the forty (40) hour a week average, the hours will be Item 5
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32 taken from the employee’s vacation, holiday, or comp time bank and/or deducted at the regular rate from the employee’s last check.
If an employee’s assignment changes from the 4/11 schedule or to the 4/11 schedule, his or her over/under rate will be calculated the same as above. Time off, extra shifts worked, and/or the adjustment of holiday, vacation, and/or comp. time banks will be used to resolve any differences between actual hours worked and the forty (40) hour weekly average.
Daylight Savings Time/Pacific Standard Time Changes – Personnel on Team 4 and Team 5 will follow these guidelines when working either the spring forward or fall back. Individuals working in the spring who would lose an hour of work due to the change to Daylight Savings Time will report for duty one (1) hour early and work an eleven (11) hour shift at straight time. Individuals working in the fall will work one (1) additional hour (for a total shift of twelve (12) hours) due to the change to Pacific Standard Time. Such employees will put in for one (1) hour of overtime. Nothing in this section prevents an employee from leaving early or using time off to offset the time when staffing allows and approved by the Supervisor or Watch Commander.
(8) Maximum Hours Worked - Turn Around Time
Sergeants, agents, and officers may work up to a maximum number o f 16 hours in a 24- hour period. Any work beyond 16 hours must be approved by a watch commander or member of management and only under exigent circumstances. Any time an employee works 16 hours or more, they must receive an 8-hour break before returning to duty. If the 8-hour break runs into the employees next shift, those hours are considered adjusted hours off.
Sergeants, agents, and officers shall not exceed a maximum of one hundred forty (140) hours in a 14 day pay period. Any work beyond one hundred forty (140) hours must be approved by the employee’s Lieutenant and Captain, and should rarely occur only under extreme situations.
Sergeants and Lieutenants authorizing overtime in excess of the daily limit (16 -hours) and/or the bi -weekly limit (140 hours) shall send a short email to their Lieutenant and Captain explaining the reason for the excess work.
It is the employee’s responsibility to monitor their hours and notify the supervisor and/or watch commander of their hours worked when approaching the daily or bi-weekly limits or Item 5
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33 being requested to work overtime.
(9) Shift Exchanges
Sergeants, agents, and officers may exchange work shifts with another employee of the same rank. Agents and officers may be interchangeable if simply filling the role of an officer on the schedule. Personnel must submit a shift exchange request form to their supervisor and lieutenant. Shift exchanges require a lieutenant’s approval except when short notice makes that impossible. Shift exchanges can only occur for entire shifts, Shift exchange request forms must contain the pay back date for the second half of the shift exchange.
Both halves of the exchange must occur in the same 28-day FLSA Cycle (refer to Yearly 4/11 patrol Schedule for FLSA Cycles). Once an employee agrees to an exchange shift, he or she is responsible for that shift. If he or she fails to show up for the shift and/or is sick, the time will be deducted from his or her applicable leave balance to the extent the employee qualifies for such deduction under the applicable leave policy. Failure to show up for a shift may also result in disciplinary action.
(10) On-duty workout period and sign up:
When staffing allows and with supervisory approval, employees may workout on-duty for a period of up to one (1) hour. The hour shall include the work out, a shower, and dressing time. Specific guidelines and conditions are outlined in the Wellness Program Policy.
(11) Upon written request of either party, Section 22(a) of this MOU will reopen and the parties will meet and confer over the issue of the patrol work schedule. Any changes will be by mutual agreement of the City and the Association.
(b) Traffic Team
Sworn members of the Traffic Team shall work a ten-hour (10) day, four (4) day workweek schedule.
Traffic Team officers/agents may be assigned as part of minimum staffing at the discretion of management.
Effective July 1, 2008, the Take Home Motor Program will be discontinued.
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34 On a one time basis, employees assigned to motors who are in paid status the first full pay period after Council adoption of this MOU, will receive one time non PERSable stipend representing 2.5% of base salary of the employee’s classification minus applicable state and federal taxes.
(c) Special Operation Sergeant/Crime Suppression Team
The Special Operations Sergeant and team members shall generally work a ten (10) hour day, four (4) day workweek schedule. Given the nature of the team’s assignment, it is anticipated and expected that their schedules should be flexible and adapt to organizational needs.
(d) ISD and Other Sworn Classifications
All sworn personnel assigned to ISD, Staff Assistant, Personnel and Training and Community Policing shall work a ten (10) hour day, four-day work week schedule.
(1) Work Schedule
The ten hours shall generally be worked between the hours of 0700 and 1900, with specific schedules subject to approval by appropriate supervisors. The ten (10) -hour work schedule shall be worked within a period of ten hours, with a working lunch period not to exceed thirty (30 ) minutes. As an alternative, with Management approval, the ten-hour work schedule may be worked within eleven hours, with a one (1) hour unpaid lunch break. Changing alternatives will require prior approval by Management.
(2) Work Week
For ISD personnel, one -half of the Division will work Monday through Thursday, while the other half will work Tuesday through Friday. All other sworn personnel covered under Section 23 (b) & (c) will also work either Monday through Thursday, or Tuesday through Friday.
(3) Late Detective Shift
Two detectives will be assigned on a rotational basis to the late shift from 1200 to 2200 to provide evening coverage. Assignment to the late detective shift, where possible, will be by advanced sign up with each detective selecting two weeks each quarter according to a protocol determined by seniority, needs of the division and needs of the employee. Generally, there will be one detective from each half of the division working the late detective shift during each week.
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35 (e) Forty-hour Training Schedule
For all sworn employees who attend training that is four (4) or five (5) days in duration (a week), their schedules will be adjusted from the normal work week. Employees will not receive overtime during scheduled training as described here unless it exceeds their normal forty (40 ) or forty -four (44) hour workweek. Schedule adjustments will be documented in the notes section when making the timekeeping system entries.
Section 23. Overtime Pay and Compensatory Time Off
(a) Overtime pay shall be provided at the rate of time and one-half of the employee's regular rate, including night shift differential, working out of classification pay, and specialty assignment premium pay as defined under Section 7, 8 and 10.
(b) Compensatory time off, which is approved by management in-lieu of overtime payment on a staffing available basis, will be taken at the rate of 1 -1/2 hours for every hour of credited overtime. In the event compensatory time off is used as the method of compensating for overtime, the time off will be taken prior to the end of the quarter in which it is earned except as provided herein. All compensatory time balances over 80 hours shall be paid at the end of each quarter (i.e., employee to carry over 80 hours). During the final calendar year quarter only, employees have the option to:
(1) Employees who have vacation accrual balances of less than two times their annual accrual rate, less 80 hours, may request in writing prior to the payroll deadline to convert up to 80 hours of unused compensatory time to vacation per calendar year, to be transferred in the first pay period of the calendar year.
(2) Employees may cash out their entire compensatory balance but must make this request before payroll deadline.
(3) Employees may elect to have their compensatory time cashout transferred to an employee’s deferred compensation plan, but must make this request before payroll’s deadline.
(c) Employees called out to perform work, attend meetings or required training shall be compensated for at least three hours pay for each occurrence at the appropriate overtime rate.
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36 Section 24. Overtime Sign-Up
(a) Planned Overtime Planned overtime includes patrol staffing, special events, traffic control functions or any other overtime needs which can be identified prior to the 20 th day of the
preceding month. On or about the 20th of each month, watch commanders will post a list of dates/shifts requiring overtime for the next month.
Officers, Agents, and Sergeants will be given a reasonable period of time to sign up for the available overtime assignments. On or about the 25
th of the month, planned overtime will be
filled from the sign up list using the rotational overtime call out list.
Agents may place themselves on the sign up list for supervisor overtime, however will only be considered if no sergeant requests the shift.
Overtime that isn’t filled during the planned overtime process may be filled at management’s discretion.
Employees assigned to a fixed work schedule such as ISD, P&T, and Staff Assistant may adjust their work schedule with their manager’s approval in order to work a planned patrol overtime assignment. This schedule adjustment must be completed within the same work week as the planned overtime assignment. Schedule adjustments will normally be approved unless there is a conflict with a previously scheduled activity within the work unit or the schedule adjustment would be disruptive to the operation of the unit. Employees bidding for planned overtime requiring a shift adjustment must make a notation next to the assignment indicating a shift adjustment would be necessary. Only one overtime shift requiring a shift adjustment can be worked per work week.
(b) Unplanned Overtime. Unplanned overtime is overtime that wasn’t identified prior to the 20 th of the preceding month. Unplanned overtime will be filled by the following procedures.
1) The Watch Commander or Supervisor may request an employee extend their shift or come in early. If a volunteer cannot be identified to hold over or come in early, the rotational overtime list will be used.
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37 2) Employees interested in working unplanned overtime will be placed on a rotational overtime list in order of seniority . When an overtime shift is available, a manager or supervisor will call the next person on the list. If that person declines the opportunity, is not available, is already working, or takes the overtime, he/she will be placed at the bottom of the list. The lists will be continually updated in order to rotate the names.
There will be separate lists for sergeants and officers/agents for unplanned overtime. A separate supervisory list will be maintained for agents interested in working supervisory overtime. Agents will be offered supervisory overtime positions only if no sergeants have accepted the opportunity.
3) If the watch commander or supervisor is unable to fill overtime through any of these procedures, he or she may order an individual to extend their shift, come in early, or come in on a day off. A log on those required to work mandatory overtime will be kept in the overtime book. Mandatory overtime should be rotated in order of reverse seniority.
c) Overtime Minimum. With regard to both planned and unplanned patrol team overtime, there is no minimum number of hours. Planned overtime postings and unplanned overtime will be offered for the actual number of hours needed. If small blocks of overtime aren’t filled by on-duty personnel adding them to an existing shift, managers may apply a 6-hour minimum to a shift for personnel coming in on a day off.
(d) These overtime procedures may be reviewed and/or modified at the mutual agreement of both management and PAPOA.
Section 25. Jury Duty
No employee shall be required to work a combination of jury duty and work time to exceed 12 hours during a 24-hour period. The period shall commence at the required time of appearance for jury duty. Jury duty is defined as the time between required time of appearance and dismissal.
Work time excused as a result of jury duty will be compensated at the regular rate of pay.
Section 26. Vacation Accrual
Vacation will be accrued when an employee is in pay status and will be credited on a bi -weekly basis. Such accrual and credit shall not exceed three times the annual rate of accrual. Each eligible employee shall accrue vacation at the following rate for continuous service performed in pay status:
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38 (a) Less than four (4) years - For employees completing less than four years continuous service; (8) Shifts vacation leave per year.
(b) Four, but less than nine years - For employees completing four, but not more than nine (9) years continuous service; 12 Shifts vacation leave per year.
(c) Nine (9), but less than fourteen (14) years - For employees completing nine (9), but not more than fourteen (14) years continuous service; (16) Shifts vacation per year.
(d) Fourteen (14), but less than nineteen (19) years - For employees completing fourteen (14), but not more than nineteen (19) years continuous service; (18) Shifts vacation leave per year.
(e) Nineteen (19) or more years - For employees completing nineteen (19) or more years continuous service; (20) Shifts vacation leave per year.
Example: An employee with less than four (4) years working a 4/10 Schedule will receive eight (8) Shifts or eighty (80) hours of vacation. The same employee working the 4/11 Schedule will receive eight (8) Shifts or eighty-eight (88) hours of vacation.
At the time of the initial appointment, or to address an identified retention issue, the City may credit an employe for prior experience with a POST agency, up to a maximum of four (4) years of service. The City Manager or designee shall identify the number of years for which the employee will receive credit (up to the four (4) year maximum).
Section 27. Use of Vacation
(a) When to be taken. The time at which an employee may use his/her accrued vacation leave and the amount to be taken at any one time shall be determined by the department head with particular regard for the needs of the City, but insofar as possible, considering the wishes of the employee.
(b) Limitation on use. Employees may not use more than their annual rate of accrual in any calendar year period, provided, however, that a department head my grant exceptions to this limitation.
(c) Waiting period. Employees shall complete six months continuous service before using accrued vacation leave.
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39 (d) Double compensation prohibited. Employees shall not work for the City during their vacation.
(e) Vacation splitting. It is the intention of the City that vacation be taken in units of one week; however, with the approval of the department head, an employee may use one week of his/her accrued vacation in any calendar year in units of less than one work week, but in no instance in units of less than one-half of the normal workday or shift. Requests for exception to this procedure must be approved by the City Manager.
(f) Vacation Cashout. Once each calendar year an employee may cash out eight or more hours of vacation accrual in excess of 80 hours to a maximum of 120 hours, provided that the employee has taken at least 80 hours as vacation in the previous 12 months.
1. Effective for the 2012 tax year and each subsequent year, to be eligible to cash out vacation, employees must pre-elect the number of vacation hours they will cash out during the following calendar year, up to the maximum of 120 hours, prior to the start of that calendar year. The election will apply only to vacation hours accrued in the next tax year and eligible for cash out.
2. The election to cash out vacation hours in each designated year will be irrevocable.
This means that employees who elect to cash out vacation hours must cash out the number of accrued hours pre-designated on the election form provided by the City.
3. Employees who do not pre-designate or decline a cash out amount by the annual deadline established by the City will be deemed to have waived the right to cash out any leave in the following tax year and will not be eligible to cash out vacation hours in the next tax year.
4. Employees who pre-designate cash out amounts may request a cash out at any time in the designated tax year by submitting a cash out form to payroll. Payroll will complete the cash out upon request, provided the requested cash out amount has accrued and is consistent with the amount the employee predesignated. If the full amount of hours designated for cash out is not available at the time of cash out request, the maximum available will be paid.
5. For employees who have not requested payment of the elected cash out amount by November 1 of each year, Payroll will automatically cash out the pre-designated amount in a paycheck issued on or after the payroll date including November 1.
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40 Section 28. Vacation Pay at Termination
Employees leaving the municipal service with accrued vacation leave shall be paid the amounts of accrued vacation to the date of termination. Payments for accrued vacation shall be at the employee's current rate of pay.
Section 29. Vacation Benefits for Deceased Employees
An employee who is eligible for vacation leave and who dies while in the municipal service shall have the amount of any accrued vacation paid to the employee's estate within thirty days. This proration will be computed at the last basic rate of pay.
Section 30. Effect of Extended Military Leave
An employee who interrupts his service because of an extended military leave shall be compensated for accrued vacation at the time the leave becomes effective.
Section 31. Sick Leave
(a) Statement of Policy. Sick leave shall be allowed and used only in case of actual personal sickness or disability, medical or dental treatment, or as authorized in Subsection 33 (e), personal business chargeable to sick leave. SUp to 8 days sick leave per year may be used for illness in the immediate family (spouse, child, parent, parent -in-law, brother, sister, registered domestic partner, or close relative residing in the household of the employee).
(b) Eligibility. Regular and part-time employees shall be eligible to accrue and use sick leave.
(c) Accrual. Sick leave shall be accrued bi- weekly provided the employee has been in a pay status for 50 percent or more of a bi-weekly pay period. Sick leave shall be accrued at the rate of 3.7 hours per bi-weekly pay period.
(d) Accumulation. Accrued sick leave may be accumulated without limit, except as provided in Section 31(h).
(e) Use. Sick leave may be used as needed and approved, to the point of depletion, at which time the employee will no longer receive pay for sick leave. A new employee may, if necessary, use up to forty-eight hours or shift equivalent of sick leave at any time during the Item 5
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41 first six months of employment. Any negative balances generated by such utilization will be charged against future accrual or deducted from final paycheck in the event of termination.
An employee who has been disabled for 60 consecutive days and who is otherwise eligible both for payment under the long-term disability group insurance coverage and accrued sick leave benefits may, at his/her option, choose either to receive the long -term disability benefits or to utilize the remainder of his/her accrued sick leave prior to applying for long-term disability benefits.
Sick leave will not be granted for illness occurring during any leave of absence other than sick leave, unless the employee can demonstrate that it was necessary to come under the care of a doctor while on such other leave of absence.
When an employee finds it necessary to be absent for any reason, he/she should cause the facts to be reported to the department within one hour after his/her regular starting time on the first working day of absence, and shall regularly report on, or account in advance for each work day thereafter unless hospitalized or otherwise indisposed. Such reports may be subject to written documentation if there is reasonable evidence that sick leave abuse has occurred. Sick leave shall not be granted unless such report or advance accounting has been made, provided, however, that the department head may grant exception to this policy where the circumstances warrant.
Documentation may also be required if there is a reasonable basis to believe that the employee may not be medically fit to return to work.
(f) Depletion of Sick Leave Benefits . Upon depletion of sick leave or the beginning of the period to be covered by payments under the long-term disability group insurance coverage, whichever comes first, an employee may be granted a medical leave of absence without pay for a period not exceeding sixty days. If the employee is unable to return to work at the end of this period, he/she must request further medical leave which will be subject to the approval of the City Manager. If further leave is granted, the employee must notify the City of intent to return to work every thirty days. If further leave is not granted, the employee's service with the City shall be considered terminated.
(g) Forfeiture Upon Termination . Employees leaving the municipal service shall forfeit all accumulated sick leave, except as otherwise provided by law and Subsection 32(h). In the event that notice of resignation is given, sick leave may be used only through the day which was designated as the final day of work by such notice.
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42 (h) Payment for Accumulated Sick Leave. Employees hired before August 1, 1986 who leave the municipal service in good standing, or who die while employed in good standing by the City, and who have fifteen or more years of continuous service shall receive compensation for unused sick leave hours in a sum equal to two and one-half percent of their unused sick leave hours multiplied by their years of continuous service and their basic hourly rate of pay at termination.
For all employees entering the service of the City prior to March 2, 1983, full sick leave accrual will be paid in the event of termination due to disability.
For all employees hired after August 1, 1986, sick leave accrual accumulation shall be limited to 1,000 hours with no payoff provision for unused balance at termination.
(i) Sick Leave Re-opener. Upon written request of either party, the parties agree to meet to confer over the issue of sick leave incentive, including but not limited to: (1) sick leave payout for employees hired after August 1, 1986 and (2) converting to a paid time off policy in lieu of both vacation and sick leave. Any changes will be by mutual agreement of the City and the Association.
(j) Personal Business Leave Chargeable to Sick Leave. Up to 2 Shifts (20 -Hours for 4/10 employees and 22-Hours for 4/11 employees) per year of personal business leave may be chargeable to sick leave. Time off under this provision is subject to management scheduling approval.
(k) Return to Work or Continue Work With Limited/Alternative Duty . In cases of non-work-related injury, illness or pregnancy, an employee, upon approval of the department head, City Risk Manager and the employee's doctor, may elect to return to work or continue work with doctor -approved limited or alternative duty. Approval for such limited/alternative duty shall be based upon department ability to provide work consistent with medical limitations and the length of time of the limitations. Shift employees must be willing to accept any non-shift limited duty schedule work locations and may be subject to the reasonable availability of limited duty assignments. The City doctor may be consulted in determining work limitations. Any assignment to a limited/alternative duty will be on a temporary basis. The provisions of this section are not intended to create any permanent light/alternative duty assignments.
Any assignment to a limited/alternative assignment shall not displace any other employee without consent of all parties, including the Association.
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43 Section 32. Leaves of Absence Without Pay
(a) Disability. Leaves of absence without pay may be granted in cases of disability not covered by sick leave. Pregnancy will be considered as any other disability. Leaves of absence for disability are subject to physicians' verification including diagnosis and medical work restriction.
(b) Other leaves . Leaves of absence without pay may be granted in cases of personal emergency or when such absences would not be contrary to the best interest of the City.
Non-disability prenatal and/or postpartum leave is available under this provision, but such leave shall not begin more than six months prenatal nor extend more than six months postpartum.
(c) During unpaid leaves of absence for disability or other reasons, the employee may elect to use accrued vacation credits. Requests for leaves without pay shall not be unreasonably denied. In order to avoid misunderstandings, all leaves without pay must be in writing to be effective.
(d) Approval of department head. Leave of absence without pay for one week or less may be granted by the department head, depending on the merit of the individual case.
(e) Approval by City Manager. Leave of absence without pay in excess of one week's duration may be granted by the City Manager on the merit of the case, but such leave shall not exceed twelve months' duration.
(f) Absence without leave. Unauthorized leave of absence shall be considered to be without pay, and reductions in the employee's pay shall be made accordingly. Unauthorized leave of absence may result in termination of employment.
(g) Leave of absence; death outside the immediate family. Leave without pay may be granted a regular employee by his/her department head in the event of death to family members other than one of the immediate family, such leave to be granted in accordance with Section 34 (b), (c) , (d) and (e).
(h) Military leave of absence. State and federal law shall govern the granting of military leaves of absence and the rights of employees returning from such absence.
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44 Section 33. Leave of Absence With Pay
The City Manager may grant a regular employee under his/her control a leave of absence with pay for a period not exceeding thirty calendar days for reasons he/she deems adequate and in the best interest of the City.
The City Council may grant a regular employee a leave of absence with pay for a period not to exceed one year for reasons the Council considers adequate and in the best interest of the City.
(a) Subpoenas; leave of absence. Regular employees who are subpoenaed to appear as witnesses in behalf of the State of California or any of its agencies may be granted leaves of absence with pay from their assigned duties until released. The employee shall remit all fees received for such appearances to the City within thirty days from the termination of his or her services. Compensation for mileage or subsistence allowance shall not be considered as a fee and shall be retained by the employee.
(b) Employee's time off to vote. Time off with pay to vote at any general or direct primary election shall be granted as provided in the State of California Elections Code, and notice that an employee desires such time off shall be given in accordance with the provisions of said Code.
(c) Leave of absence; death in immediate family. Leave of absence with pay of three days shall be granted an employee by the head of his or her department in the event of death in the employee's immediate family, which is defined for purposes of this section as wife, husband, son, step-son, son -in-law daughter, step-daughter, daughter -in-law, father, step-father, father-in-law, mother, step-mother, mother-in-law, brother, step-brother, brother-in-law, sister, step-sister, sister- in-law, grandmother, grandmother -in-law, grandfather, grandfather-in-law, grandchildren, aunt, uncle, niece, nephew, registered domestic partner, or a close relative residing in the household of the employee. Such leave shall be at full pay and shall not be charged against the employee's accrued vacation or sick leave. Requests for leave in excess of three days shall be subject to the approval of the City Manager. Approval of additional leave will be based on the circumstances of each request with consideration given to the employee’s need for additional time off.
(d) Jury duty; leave of absence. Employees required to report for jury duty shall be granted a leave of absence with pay from their assigned duties until released by the court, provided the employee remits to the City all fees received for such duties other than mileage or subsistence allowances within thirty days from the termination of his/her jury service.
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45 Section 34. Reduction in Force
In the event of reductions in force, they shall be accomplished wherever possible through attrition.
If the work force is reduced within the bargaining unit for reasons of change in duties or organization, abolition of position, shortage of work or funds, or completion of work, employees with the shortest length of service will be laid off first so long as employees retained are fully qualified, trained and capable of performing remaining work. Length of service for the purpose of this article will be based on total City service in a regular classification or classifications. Employees laid off due to the above reasons will be given written notice at least thirty days prior to the reduction in force. A copy of such notice will be given to the Association.
Section 35. Agents
The number of Agent positions shall be governed by the August 12, 1981, Arbitration Award.
Section 36. Commute Incentives and Parking in Civic Center Garage
Commute Incentives -- Represented employees who qualify may voluntarily elect one of the following commute incentives:
Public Transit. The City will provide monthly Commuter Checks worth the value of:
$40 for employees traveling three or more zones on Caltrain; $40 for employees using the Dumbarton Express, BART, the ACE train, or a commuter highway vehicle;
$35 for employees traveling less than three zones on Caltrain; $35 for employees using VTA and other buses.
These vouchers may be used toward the purchase of a monthly transit pass.
Carpool. The City will provide carpool vouchers worth the value of $30 per month to each eligible employee in a carpool with two or more people. These vouchers may be used at designated service stations toward the purchase of fuel and other vehicle-related expenses.
Vanpool Program. The City will provide Commuter Checks worth the value up to $60 to each employee voluntarily participating in the Vanpool Program. These vouchers may be used toward payment of the monthly cost. Employees must fulfill the basic requirements of the Employee Commute Alternatives Program to qualify.
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46 Bicycle. The City will provide bicycle vouchers worth the value of $20 per month to eligible employees who ride a bicycle to work. These vouchers may be used at designated bicycle shops for related bicycle equipment and expenses.
Walk. The City will provide walker vouchers worth the value of $20 per month to eligible employees who walk to work. These vouchers may be used at designated stores for expenses related to walking such as footwear and related accessories.
Parking in the Civic Center Garage--Employees assigned to Civic Center and adjacent work locations will be provided with a Civic Center Garage parking permit. New employees hired after June 30, 1994 may initially receive a parking permit for another downtown lot, subject to the availability of space at the Civic Center Garage.
Section 37. Disciplinary Action and Unsatisfactory Work or Conduct
(a) Except as provided in Section 6 (Probationary Period) of this agreement, no employee shall be disciplined without just cause. For the purpose of this section, "discipline" shall be deemed to include discharge, demotion, reduction in salary, written reprimand, disciplinary probation and suspension. Discipline shall be deemed not to include verbal reprimands or reductions in force.
(b) Non-probationary employees whose work or conduct is unsatisfactory but not sufficiently deficient to warrant discipline, demotion, or discharge will be given a written notification of unsatisfactory work or conduct and an opportunity to improve. Failure to correct deficiencies and improve to meet standards may result in discipline, demotion or discharge.
(c) Notice of disciplinary action must be in writing and served on the employee in person or by registered mail prior to the disciplinary action becoming effective. However, in extreme situations where there is reasonable cause, the employee may be removed from duty immediately with pay pending such disciplinary action. The notice must be filed on a timely basis with the Human Resources Department and included in the employee's personnel file.
The notice of disciplinary action shall include:
(1) Statement of the nature of the disciplinary action;
(2) Effective date of the action;
(3) Statement of the cause thereof;
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47 (4) Statement in ordinary and concise language of the art or the omissions upon which the causes are based;
(5) Copies of any documents or other items of evidence upon which the disciplinary action was fully or in part based;
(6) Statement advising the employee of his/her right to appeal from such action, and the right to Association representation.
(d) If the disciplinary action consists of suspension, any suspension time previously given shall be credited to the final disciplinary action.
(e) Subject to state law requirements, employees may request that disciplinary actions be sealed according to the following schedule:
(1) Written reprimands with no recurrence after one (1) year.
(2) Disciplinary probation after three (3) years from the implementation of such probation, if no other disciplinary action has occurred during that period.
(3) Suspensions less than three (3) days without recurrence, after two (2) years.
(4) Suspensions more than three (3) days but less than six (6) days, after three (3) years.
(5) Suspensions of six (6) days or more, after five (5) years.
For the purpose of these sections, the time starts from the time of action following the Skelly process (day discipline is imposed).
Written requests for the sealing of disciplinary actions should be directed to the Personnel and Training Coordinator.
Sealing shall include all memos, letters, correspondence, complaint forms, and any other material pertaining to the disciplinary action that has been placed in the employee's personnel file.
Sealing shall not include the sealing of any material related to criminal offenses for which the employee was charged except in concurrence with the sealing or expungement of criminal Item 5
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48 charges by a court of competent jurisdiction or in the event of a complete exoneration of the employee by the judicial system.
The City Human Resources Department shall be notified in all cases where sealing of disciplinary action is taken. Human Resources Department copies of the disciplinary actions will be disposed of in a manner consistent with the Police Department's action.
The sealed action shall not be held to discriminate against the employee in any subsequent disciplinary action, or in the event of promotion, merit step raise, transfer, request for educational leave, modification of duties, vacation selection, application for other employment, or against any other action the employee may take for his or her personal improvement.
Once sealed, the file shall not be opened unless the employee requests such unsealing and then only for examination by the person or persons whom the employee specifies or at the discretion of the Chief of Police, who in the absence of a demonstrable emergency shall notify the employee a minimum of 48 hours before the opening of the sealed file and the reason for opening. In the event the employee cannot be notified in advance, notification must be made on the employee's first duty day after the sealed file is opened.
Section 38. Grievance Procedure
(a) The City and the Association recognize that early settlement of grievances is essential to sound employee-employer relations. The parties seek to establish a mutually satisfactory method for the settlement of employee grievances, or Association grievances, as provided for below. In presenting a grievance, the aggrieved and/or his or her representative is assured freedom from restraint, interference, coercion, discrimination or reprisal.
(b) Definition. A Grievance is:
(1) An unresolved complaint or dispute regarding the application or interpretation of Departmental rules, regulations, policies, and procedures, relating to terms conditions of employment, wages or fringe benefits; or this Memorandum of Agreement, .
(2) An appeal from a disciplinary action of any kind against an employee covered by this Memorandum of Agreement.
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49 (c) Access to the Grievance Procedure.
Except as provided in Section 6, Probationary Period, all employees represented by the Association may file and process a grievance. Such aggrieved employees may be represented by the Association or may represent themselves in preparing and presenting their grievance at any level of review. The Association may file a grievance when an Association right not directly related to an individual employee becomes subject to dispute.
(d) Conduct of Grievance Procedure.
(1) The time limits specified in this Article may be extended by mutual agreement in writing of the aggrieved employee or the Association and the reviewer concerned.
(2) Should a decision not be rendered within a stipulated time limit, the aggrieved employee may immediately appeal to the next step.
(3) The grievance may be considered settled if the decision of any step is not appealed within the specified time limit.
(4) If appropriate, the aggrieved employee or the Association and Management may mutually agree to waive any step of the grievance procedure.
(5) Written grievances shall be submitted on forms provided by the City or on forms which are mutually agreeable to the City and the Association.
(6) Any retroactivity on monetary grievances shall be limited to the date of occurrence, except in no case will retroactivity be granted prior to three months before the grievance was filed in writing.
Step I. The aggrieved employee will first attempt to resolve the grievance through informal discussions with his or her immediate supervisor by the end of the tenth working day following the discovery of or the incident upon which the grievance is based. Every attempt will be made to settle the issue at this level. (Note: For purposes of time limits, the working days are considered to be Monday through Friday, exclusive of City holidays.)
Step II. If the grievance is not resolved through the informal discussion, the employee will reduce the grievance to writing and submit copies to the division head or equivalent level Management employee as designated by Management as appropriate within ten working days of the discussion with the immediate supervisor.
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50 The division head or equivalent level Management employee shall have ten working days from the receipt of a written grievance to review the matter and prepare a written statement.
Step III. If the grievance is not resolved at Step II, the aggrieved employee may appeal to his or her department head in writing within ten working days of the receipt of the division head's response.
The department head shall have ten working days from the receipt of a written grievance to review the matter and convey his or her decision by written statement.
Step IV. If the grievance is not resolved at Step III, the aggrieved employee may choose between final and binding resolution of the grievance through appeal to the City Manager or through appeal to final and binding grievance arbitration. A ppeals to final and binding arbitration may be processed only with Association approval. All Step IV appeals must be filed in writing at the Human Resources Department Office within ten working days of receipt of the Step III response.
If the aggrieved employee elects final and binding resolution by the City Manager, the City Manager will choose the methods he or she considers appropriate to review and settle the grievance. The City Manager shall render a written decision to all parties directly involved within ten working days after receiving the employee's appeal.
If the aggrieved employee elects final and binding arbitration in accordance with this provision, the parties shall mutually select an arbitrator. In the event the parties cannot agree on an arbitrator, they shall mutually request a panel of five arbitrators from the California State Conciliation Service or from the American Arbitration Association if either party objects to the State Conciliation Service, and select an arbitrator by the alternate strike method.
The arbitrator shall have jurisdiction and authority only to interpret, apply, or determine compliance with the provisions of this Memorandum of Agreement and such Merit System Rules, regulations, policies, procedures, City ordinances, resolutions relating to terms or conditions of employment, wages or fringe benefits, as may hereafter be in effect in the City insofar as may be necessary to the determination of grievances appealed to the arbitrator. The arbitrator shall be without power to make any decision:
(1) Regarding matters of interest.
(2) Contrary to, or inconsistent with or modifying in any way, the terms of this Memorandum of Agreement.
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51 (3) Granting any wage increases or decreases.
The arbitrator shall be without authority to require the City to delegate or relinquish any powers which by State law or City Charter the City cannot delegate or relinquish. Where either party seeks arbitration and the other party claims the matter is not subject to the arbitration provisions of this Memorandum of Agreement, the issue of arbitrability shall first be decided by the arbitrator using the standards and criteria set forth in this section and without regard to the merits of the grievance. If the issue is held to be arbitrable, the arbitration proceedings will be recessed for up to five working days during which the parties shall attempt to resolve the grievance. If no resolution is reached, the arbitrator will resume the hearing and hear and resolve the issue on the merits.
Copies of the arbitrator's decision shall be submitted to the City, the aggrieved employee and the Union. All direct costs emanating from the arbitration procedure shall be shared equally by the City and the aggrieved employee or the Association.
Section 39. Bulletin Boards and Telephones
The Association shall have access to existing bulletin boards in Unit employee work areas and to the City e -mail and voice mail systems for the purpose of posting notices or announcements including notices of social events, recreational events, membership meetings, results of elections and reports on minutes of Association meetings. Any other material must have prior approval of the Police Chief. Action on approval will be taken within 24 hours of submission. Emails sent for Association business shall be copied to the Human Resources Director at distribution.
City telephones may be used for Association business so long as there is no disruption of work and all toll or message unit calls are charged to the Association credit card.
Section 40. Access to Association Representatives
Representatives of the Association are authorized access to City work locations for the purpose of conducting business within the scope of representation, provided that no disruption of work is involved and the business transacted is other than recruiting of members or collecting of dues, and the representative must notify the Human Resources Department office prior to entering the work location.
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52 Section 41. Meeting Places
The Association shall have the right to reserve City meeting and conference rooms for use during non-working hours. Such meeting places will be made available in conformity with City's regulations and subject to the limitations of prior commitment.
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53 Section 42. Voluntary Leave Program:
(a) The City of Palo Alto has established a Peace Officer Voluntary Leave Program to provide members of the Palo Alto Peace Officers’ Association, Incorporated (hereafter referred to as “PAPOA”) the opportunity to donate their accrued vacation time to assist fellow members of PAPOA either due to: (a) an employee’s own verifiable non -industrial catastrophic illness or injury (as defined herein) or (b) in order to care for a member of the employee’s immediate family (spouse, child, parent or registered domestic partner suffering from a verifiable catastrophic illness or injury) and have exhausted or will presently exhaust all of their paid leave.
In order to be eligible to receive donated leave, an employee must have a catastrophic illness or injury or an employee’s immediate family member must have a catastrophic illness or injury that requires the employee to provide full-time care for this family member.
Care will be taken to emphasize the voluntary nature of the plan and to insure confidentiality of employee participants and medical conditions (where applicable).
A Police Officer Voluntary Leave Sharing Program has been established to accept donations of vacation in accordance with the Program’s guidelines. All donations shall be:
1. Voluntary
2. Irrevocable
3. Confidential, unless disclosure is required by law
4. In whole hour increments of at least (4) hours, with hours donated being converted to donee hours based on the donee’s salary rate (so that there will be no cost to the City due to salary differential)
5. The employee shall be required to exhaust all other types of leave to request donated leave
6. It is understood that employees seeking or receiving leave under this program will apply for long-term disability benefits for which they may be eligible
7. Where any of the period during which an employee receives donated leave is designated as family leave under the California Family Rights Act (CFRA) or Family Medical Leave Act (FMLA), the employee will be eligible for continuation of medical and other available benefits during that family leave period (for up to 12 weeks), in accordance with the requirements of those laws. If the employee receiving donated leave is not eligible for CFRA/FMLA benefit continuation, or after the employee has exhausted the available CFRA/FMLA leave period, the employee will need to pay the premiums for continued medical and other available benefits if the employee chooses to continue such coverages through the City.
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54 8. If the donation request is based on the need for an employee to care for an immediate family member, as defined above, the family member must require full-time care by the employee. Certification of this requirement by a health care professional is required.
9. The maximum donated time a donee may receive is 12 months (if available).
10. Applications to donate leave or receive leave under this Program are made to the Human Resources Department.
11. This is a pilot program and is subject to cancellation by either party.
PAPOA members interested in donating leave or in applying to receive donated leave shall complete forms provided by the Human Resources Department. If an applicant for leave is found to meet the criteria set forth herein, Human Resources will determine the availability of and (as applicable) allocation of donated paid leave. Payroll will be notified in writing of the number of hours to be deducted from each donating employee’s vacation balance and transferred to the donee employee(s).
(b) The City reserves the right to modify or terminate this program at any time.
(c) Catastrophic Illness or Injury (also referred to as “medical emergency” in Revenue Ruling 90-29 and Sections 801(c) and 812 of the Merit Rules and Regulations): A non-occupational medical condition of an employee that will require the prolonged absence of the employee from duty and which will result in a substantial loss of income to the employee because the employee will have exhausted all paid leave available apart from the Voluntary Employee Leave Sharing Program. Non-disability postpartum leave as referenced in Merit Rule 801(b) shall not be considered a catastrophic illness or injury under this policy.
(d) Nothing in this section precludes an Association member from utilizing or participating in the City’s Voluntary Employee Leave Sharing Program.
Section 43. Utilization of Reserves for Field Services Division Events
(a) Management will determine staffing levels for each event.
(b) Events for which the department receives reimbursement will be staffed by regular officers, except that in the event a sufficient number of regular officers are unavailable, reserve officers may be used.
(c) Reserves may be used for the May Day Parade, Stanford University or NFL football games, park patrol, Black and White Ball, and supplemental patrol staffing in excess of levels set forth in the Field Services Staffing Levels general order.
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55 (d) Events, for which the department does not receive reimbursement, may be staffed in the ratio of two reserve officers to one regular officer. Reserves may be used in any situation where an insufficient number of regular officers are available.
(e) Staffing for the University Avenue Street Fair will consist of no less than a 1:1 ratio of regular officers to reserve officers.
Section 44. Overtime Meals for Investigative Services Division
Effective July 1, 1996, for ISD personnel who are working authorized investigative overtime extending for a period either four hours after the conclusion of their normal work shift, or four hours prior to the beginning of the normal work shift, shall be entitled to reimbursement for the appropriate meal at the City per diem rate. The meal reimbursement shall also apply for any authorized investigative overtime on a weekend or holiday in excess of four hours.
Section 45. Hiring Incentives
Qualified lateral officers, who have a current basic or higher POST certificate, hired during the term of this agreement may upon City Manager approval:
(a) Accrue vacation leave at a beginning rate equal to the rate they were earning at their previous employer, subject to a maximum of 160 hours per year with progression to higher accrual rates as provided in Section 27, Vacation Accrual; and
(b) Begin their employment with the City with a sick leave balance not to exceed 96 hours.
(c) Receive a hiring incentive. Any future hiring incentive program will be discussed with the Association prior to implementation and the D epartment will reasonably consider any recommendations from the Association regarding internal referral programs to be utilized in conjunction with that program.
(d) Laterals returning to the Palo Alto Police Department must have been separated from the City for a minimum of 2 years to be eligible for this incentive program.
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56 (e) Based on years of service, level of experience, and educational achievement, experienced lateral officers may receive a starting salary at any appropriate level within the “Police Officer” classification as deemed appropriate by the City Manager on recommendation of the Chief of Police.
Section 46. Full Understanding
(a) The Memorandum of Agreement contains the full and entire understanding of the parties regarding the matters set forth herein.
(b) It is the intent of the parties that ordinances, resolutions, rules and regulations enacted pursuant to this Memorandum of Agreement be administered and observed in good faith.
(c) Nothing in this agreement shall preclude the parties from mutually agreeing to meet and confer on any subject within the scope of representation during the term of this agreement.
(d) Should any of the provisions herein contained be rendered or declared invalid by reason of any existing State or Federal legislation or by reason of State Supreme Court or U. S.
Supreme Court ruling, such invalidation of such part or portion of this Memorandum of Agreement shall not invalidate the remaining portions hereof, and they shall remain in full force and effect, insofar as such remaining portions are severable.
(e) Prior Agreements & Side Letters: Upon Implementation of this agreement, all prior agreements and side letters become null and void. In any instance where internal department polices and/or practices are in conflict with this agreement, this agreement shall take precedence.
(f) During the term of this Memorandum of Agreement, Management may propose certain changes in the City Merit System Rules and regulations. With regard to such changes which pertain to the representation unit, the parties agree to review, and upon request, meet and confer regarding the changes.
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57 Section 47. Printed Agreement
The City will provide copies of the Memorandum of Agreement resulting from these negotiations in booklet form to all represented employees.
Section 48. Duration
Except as expressly and specifically provided otherwise herein for the retroactive application of a specific provision(s), this Memorandum of Agreement shall become effective upon ratification by both parties hereto and remain in effect through June 30, 20285.
EXECUTED:
FOR: FOR:
PALO ALTO PEACE OFFICERS' CITY OF PALO ALTO
ASSOCIATION
Chistopher Correira
Tori Post,Manager Employee and Labor Relations
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58 Peter Hoffmann, Rains Lucia Stern, PC
Allyson Hauck, Counsel
Sloan Sakai Yeung & Wong, LLP
Joshua Waldorph
Ann-Marie Manley, Human Resources Technician
Yolanda Franco-Clausen
Sandra Blanch, Human Resources Director
Alex Afanasiev
Andrew Binder, Chief of Police
Eric Bulatao
Molly Stump, City Attorney
Ed Shikada, City Manager
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Step Rate Monthly Annual Step Rate Monthly Annual Step Rate Monthly Annual 1 $67.26 1 $69.63 1 $72.07
2 $70.80 2 $73.29 2 $75.86
3 $74.53 3 $77.15 3 $79.85
4 $78.45 4 $81.21 4 $84.05
5 $82.58 5 $85.48 5 $88.47
6 $86.93 15,067.87 $ 180,814.40$ 6 $89.98 15,596.53 $ 187,158.40$ 6 $93.13 16,142.53 $ 193,710.40$ 1 $70.63 1 $73.12 1 $75.68
2 $74.34 2 $76.96 2 $79.66
3 $78.26 3 $81.01 3 $83.85
4 $82.38 4 $85.28 4 $88.26
5 $86.71 5 $89.76 5 $92.90
6 $91.28 15,821.87 $ 189,862.40$ 6 $94.48 16,376.53 $ 196,518.40$ 6 $97.79 16,950.27 $ 203,403.20$ 1 $72.31 1 $76.60 1 $79.28
2 $76.11 2 $80.62 2 $83.45
3 $80.12 3 $84.87 3 $87.84
4 $84.34 4 $89.34 4 $92.46
5 $88.78 5 $94.03 5 $97.32
6 $93.45 16,198.00 $ 194,376.00$ 6 $98.98 17,156.53 $ 205,878.40$ 6 $102.45 17,758.00 $ 213,096.00$ 1 $70.63 1 $73.12 1 $75.68
2 $74.34 2 $76.96 2 $79.66
3 $78.26 3 $81.01 3 $83.85
4 $82.38 4 $85.28 4 $88.26
5 $86.71 5 $89.76 5 $92.90
6 $91.28 15,821.87 $ 189,862.40$ 6 $94.48 16,376.53 $ 196,518.40$ 6 $97.79 16,950.27 $ 203,403.20$ 1 $74.00 1 $76.61 1 $79.29
2 $77.88 2 $80.63 2 $83.46
3 $81.99 3 $84.87 3 $87.85
4 $86.31 4 $89.35 4 $92.47
5 $90.84 5 $94.04 5 $97.33
6 $95.63 16,575.87 $ 198,910.40$ 6 $98.98 17,156.53 $ 205,878.40$ 6 $102.45 17,758.00 $ 213,096.00$
1 $75.68 1 $80.09 1 $82.89
2 $79.65 2 $84.29 2 $87.25
3 $83.85 3 $88.73 3 $91.84
4 $88.27 4 $93.41 4 $96.67
5 $92.91 5 $98.31 5 $101.75
6 $97.80 16,952.00 $ 203,424.00$ 6 $103.48 17,936.53 $ 215,238.40$ 6 $107.11 18,565.73 $ 222,788.80$ 611 Non‐exempt Police Agent
Palo Alto Peace Officers' Association (PAPOA) Salary Schedule Job
Code FLSA Job Title
613 Non‐exempt Police Agent/Adv
612 Non‐exempt Police Agent/Inter
615 Non‐exempt Police Agent/Inter‐Bilingual
614 Non‐exempt Police Agent‐Bilingual
616 Non‐exempt Police Agent/Adv‐Bilingual
Effective 08/09/2025 (3.75% Increase) Effective First Full Pay Period Following July 1, 2027 (7/10/2027 ‐ 3.5% Increase)
Effective First Full Pay Period Following July 1, 2026
(7/11/2026 ‐ 3.5% Increase)
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Step Rate Monthly Annual Step Rate Monthly Annual Step Rate Monthly Annual 1 $62.43 1 $64.61 1 $66.88
2 $65.72 2 $68.01 2 $70.40
3 $69.18 3 $71.59 3 $74.11
4 $72.82 4 $75.36 4 $78.01
5 $76.65 5 $79.33 5 $82.12
6 $80.68 13,984.53 $ 167,814.40$ 6 $83.51 14,475.07 $ 173,700.80$ 6 $86.44 14,982.93 $ 179,795.20$ 1 $65.56 1 $67.85 1 $70.23
2 $69.01 2 $71.42 2 $73.92
3 $72.64 3 $75.17 3 $77.82
4 $76.47 4 $79.13 4 $81.92
5 $80.49 5 $83.30 5 $86.23
6 $84.72 14,684.80 $ 176,217.60$ 6 $87.69 15,199.60 $ 182,395.20$ 6 $90.77 15,733.47 $ 188,801.60$ 1 $68.69 1 $71.09 1 $73.58
2 $72.30 2 $74.83 2 $77.44
3 $76.10 3 $78.75 3 $81.53
4 $80.12 4 $82.90 4 $85.83
5 $84.33 5 $87.27 5 $90.34
6 $88.76 15,385.07 $ 184,620.80$ 6 $91.87 15,924.13 $ 191,089.60$ 6 $95.10 16,484.00 $ 197,808.00$ 1 $65.56 1 $67.85 1 $70.23
2 $69.01 2 $71.42 2 $73.92
3 $72.64 3 $75.17 3 $77.82
4 $76.47 4 $79.13 4 $81.92
5 $80.49 5 $83.30 5 $86.23
6 $84.72 14,684.80 $ 176,217.60$ 6 $87.69 15,199.60 $ 182,395.20$ 6 $90.77 15,733.47 $ 188,801.60$ 1 $67.12 1 $71.08 1 $73.57
2 $70.65 2 $74.82 2 $77.44
3 $74.37 3 $78.75 3 $81.53
4 $78.29 4 $82.90 4 $85.82
5 $82.40 5 $87.27 5 $90.34
6 $86.74 15,034.93 $ 180,419.20$ 6 $91.87 15,924.13 $ 191,089.60$ 6 $95.09 16,482.27 $ 197,787.20$ 1 $70.25 1 $74.32 1 $76.92
2 $73.94 2 $78.23 2 $80.96
3 $77.83 3 $82.33 3 $85.24
4 $81.94 4 $86.67 4 $89.73
5 $86.24 5 $91.24 5 $94.45
6 $90.78 15,735.20 $ 188,822.40$ 6 $96.05 16,648.67 $ 199,784.00$ 6 $99.42 17,232.80 $ 206,793.60$ 621 Non‐exempt Police Officer
Palo Alto Peace Officers' Association (PAPOA) Salary Schedule Job
Code FLSA Job Title
619 Non‐exempt Police Officer‐Inter‐Bilingual
618 Non‐exempt Police Officer‐Bilingual
623 Non‐exempt Police Officer‐Adv
622 Non‐exempt Police Officer‐Inter
624 Non‐exempt Police Officer‐Adv‐Bilingual
Effective 08/09/2025 (3.75% Increase) Effective First Full Pay Period Following July 1, 2026 (7/11/2026 ‐ 3.5% Increase)
Effective First Full Pay Period Following July 1, 2027
(7/10/2027 ‐ 3.5% Increase)
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Step Rate Monthly Annual Step Rate Monthly Annual Step Rate Monthly Annual 1 $75.33 1 $77.95 1 $80.69
2 $79.29 2 $82.05 2 $84.94
3 $83.46 3 $86.37 3 $89.41
4 $87.85 4 $90.92 4 $94.12
5 $92.47 5 $95.71 5 $99.07
6 $97.34 16,872.27 $ 202,467.20$ 6 $100.75 17,463.33 $ 209,560.00$ 6 $104.28 18,075.20 $ 216,902.40$ 1 $79.10 1 $81.85 1 $84.73
2 $83.26 2 $86.16 2 $89.19
3 $87.64 3 $90.69 3 $93.89
4 $92.25 4 $95.47 4 $98.83
5 $97.10 5 $100.50 5 $104.03
6 $102.21 17,716.40 $ 212,596.80$ 6 $105.79 18,336.93 $ 220,043.20$ 6 $109.50 18,980.00 $ 227,760.00$ 1 $80.98 1 $85.75 1 $88.76
2 $85.24 2 $90.26 2 $93.44
3 $89.72 3 $95.01 3 $98.36
4 $94.44 4 $100.02 4 $103.54
5 $99.41 5 $105.29 5 $108.98
6 $104.65 18,139.33 $ 217,672.00$ 6 $110.83 19,210.53 $ 230,526.40$ 6 $114.71 19,883.07 $ 238,596.80$ 1 $82.87 1 $85.75 1 $88.77
2 $87.23 2 $90.27 2 $93.44
3 $91.82 3 $95.01 3 $98.37
4 $96.65 4 $100.02 4 $103.54
5 $101.73 5 $105.29 5 $108.99
6 $107.08 18,560.53 $ 222,726.40$ 6 $110.83 19,210.53 $ 230,526.40$ 6 $114.72 19,884.80 $ 238,617.60$ 1 $84.75 1 $89.65 1 $92.80
2 $89.21 2 $94.37 2 $97.69
3 $93.90 3 $99.33 3 $102.84
4 $98.84 4 $104.57 4 $108.25
5 $104.04 5 $110.08 5 $113.94
6 $109.52 18,983.47 $ 227,801.60$ 6 $115.87 20,084.13 $ 241,009.60$ 6 $119.93 20,787.87 $ 249,454.40 $
1 $79.10 1 $81.85 1 $84.73
2 $83.26 2 $86.16 2 $89.19
3 $87.64 3 $90.69 3 $93.89
4 $92.25 4 $95.47 4 $98.83
5 $97.10 5 $100.50 5 $104.03
6 $102.21 17,716.40 $ 212,596.80$ 6 $105.79 18,336.93 $ 220,043.20$ 6 $109.50 18,980.00 $ 227,760.00$ 631 Non‐exempt Police Sergeant
Palo Alto Peace Officers' Association (PAPOA) Salary Schedule Job
Code FLSA Job Title
633 Non‐exempt Police Sgt/Adv
632 Non‐exempt Police Sgt/Inter
629 Non‐exempt Police Sgt/Adv‐Bilingual
628 Non‐exempt Police Sgt/Inter‐Bilingual
Effective 08/09/2025 (3.75% Increase) Effective First Full Pay Period Following July 1, 2026 (7/11/2026 ‐ 3.5% Increase)
Effective First Full Pay Period Following July 1, 2027
(7/10/2027 ‐ 3.5% Increase)
626 Non‐exempt Police Sergeant‐Bilingual
Item 5
Attachment B - Salary
Schedule - PAPOA
Item 5: Staff Report
Pg.
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Packet Pg. 234 of 627
Step Rate Monthly Annual Step Rate Monthly Annual Step Rate Monthly Annual 1 $59.76 1 $61.86 1 $64.03
2 $59.76 2 $61.86 2 $64.03
3 $59.76 3 $61.86 3 $64.03
4 $59.76 4 $61.86 4 $64.03
5 $59.76 5 $61.86 5 $64.03
6 $59.76 10,358.40 $ 124,300.80$ 6 $61.86 10,722.40 $ 128,668.80$ 6 $64.03 11,098.53 $ 133,182.40$ 1 $62.75 1 $64.96 1 $67.24
2 $62.75 2 $64.96 2 $67.24
3 $62.75 3 $64.96 3 $67.24
4 $62.75 4 $64.96 4 $67.24
5 $62.75 5 $64.96 5 $67.24
6 $62.75 10,876.67 $ 130,520.00$ 6 $64.96 11,259.73 $ 135,116.80$ 6 $67.24 11,654.93 $ 139,859.20$ 1 $62.43 1 $64.61 1 $66.88
2 $65.72 2 $68.01 2 $70.40
3 $69.18 3 $71.59 3 $74.11
4 $72.82 4 $75.36 4 $78.01
5 $76.65 5 $79.33 5 $82.12
6 $80.68 13,984.53 $ 167,814.40$ 6 $83.51 14,475.07 $ 173,700.80$ 6 $86.44 14,982.93 $ 179,795.20$ 1 $65.56 1 $67.85 1 $70.23
2 $69.01 2 $71.42 2 $73.92
3 $72.64 3 $75.17 3 $77.82
4 $76.47 4 $79.13 4 $81.92
5 $80.49 5 $83.30 5 $86.23
6 $84.72 14,684.80 $ 176,217.60$ 6 $87.69 15,199.60 $ 182,395.20$ 6 $90.77 15,733.47 $ 188,801.60$ 627 Non‐exempt Police Off Training
625 Non‐exempt Police Off Training‐Bilingual
617 Non‐exempt Police Trainee‐Bilingual
620 Non‐exempt Police Trainee
Effective First Full Pay Period Following July 1, 2026
(7/11/2026 ‐ 3.5% Increase)
Effective First Full Pay Period Following July 1, 2027
(7/10/2027 ‐ 3.5% Increase)Effective 08/09/2025 (3.75% Increase) Palo Alto Peace Officers' Association (PAPOA) Salary Schedule Job
Code FLSA Job Title
Item 5
Attachment B - Salary
Schedule - PAPOA
Item 5: Staff Report
Pg.
131
Packet Pg. 235 of 627
Memorandum of Agreement
City of Palo Alto and
Palo Alto Police Management Association (PAPMA)
July 1, 2025 – June 30, 2028
Item 5
Attachment C - MOA - PMA
Item 5: Staff Report
Pg.
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Packet Pg. 236 of 627
City of Palo Alto and PAPMA
July 1, 2025 – June 30, 2028