Agenda packet — Palo Alto City Council, September 8, 2025 (part 4 of 4)

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alternative procedure as specified in Section RA1.

I. Small duct high velocity systems shall demonstrate a minimum system airflow rate greater than or equal to 250 cfm per ton of nominal cooling capacity; or
II. All other air-cooled air conditioner or air-source heat pump systems shall demonstrate a minimum system
airflow rate greater than or equal to 300 cfm per ton of nominal cooling capacity; and
Exception 1 to Section 150.2(b)1Fiia: Systems unable to comply with the minimum airflow rate requirement shall demonstrate compliance using the procedures in Section RA3.3.3.1.5; and the system's thermostat shall conform to the specifications in Section 110.12.

Exception 2 to Section 150.2(b)1Fiia: Entirely new or complete replacement space conditioning systems, as specified by Section 150.2(b)1C, without zoning dampers may comply with the
minimum airflow rate by meeting the applicable requirements in Tables-150.0-B or 150.0-C as confirmed by field verification and diagnostic testing in accordance with the procedures in Reference Residential Appendix Section RA3.1.4.4 and RA3.1.4.5. The design clean-filter pressure drop requirements of Section 150.0(m)12C for the system air filter device(s) shall conform to the requirements given in Tables150.0-B and 150.0-C.
b. The installer shall charge the system according to
manufacturer’s specifications. Refrigerant charge shall be verified according to one of the following options, as applicable.

I. The installer and rater shall perform the standard charge verification procedure as specified in Reference Residential Appendix Section RA3.2.2, or an approved alternative
procedure as specified in Section RA1; or
II. The installer shall perform the weigh-in charging procedure as specified by Reference Residential Appendix Section RA3.2.3.1 provided the system is of a type that can be verified using the RA3.2.2 standard charge verification procedure and RA3.3 airflow rate verification procedure or approved alternatives in RA1. The ECC-Rater shall verify the charge using RA3.2.2 and RA3.3 or approved alternatives in RA1.

Exception 1 to Section 150.2(b)1Fiib: When the outdoor
temperature is less than 55° F and the installer utilizes the weigh- in charging procedure in Reference Residential Appendix Section RA3.2.3.1to demonstrate compliance, the installer may elect to utilize the verification procedure in Reference Residential Item 19
Attachment F - Emergency
Ordinance Amending PAMC
Chapter 16.17 to Adopt the
2025 California Energy Code
and Local Amendments,
Adding FlexPath and Air
Conditioner Time-of-
Replacement Requirement

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Appendix Section RA3.2.3.2. If the verification procedure in Section RA3.2.3.2 is used for compliance, the system's thermostat shall conform to the specifications in Section 110.12. Ducted systems shall comply with the minimum system airflow rate requirements in Section 150.2(b)1Fiia.
iii. Air-cooled air conditioners in Climate Zones 2 and 8 through 15 and air-source heat pumps in all climate zones, including but not limited to ducted split systems, ducted package systems, small duct high velocity, and minisplit systems, which are of a type that cannot comply with the requirements of 150.2(b)1Fiib shall comply with subsections a and b, as applicable.
a. The installer shall confirm the refrigerant charge using the weigh- in charging procedure specified in Reference Residential Appendix Section RA3.2.3.1, as verified by an ECC-Rater according to the procedures specified in Reference Residential Appendix RA3.2.3.2; and
b. Systems that utilize forced air ducts shall comply with the minimum system airflow rate requirement in Section
150.2(b)1Fiia provided the system is of a type that can be verified using the procedures in Section RA3.3 or an approved alternative procedure in Section RA1.

Exception to Section 150.2(b)1Fiii: Entirely new or complete replacement packaged systems for which the manufacturer has verified correct system refrigerant charge prior to shipment from the factory are not required to have refrigerant charge confirmed through field verification and diagnostic testing. The installer of these packaged systems shall certify on the Certificate of Installation that the packaged system was pre-charged at the factory and has not been altered in a way that would affect the charge. Ducted systems shall comply with minimum system airflow rate requirement in Section 150.2(b)1Fiiib, provided that the system is of a type that can be verified using the procedure specified in Section RA3.3 or an approved alternative in Section RA1.
iv. New or replacement air-cooled air conditioners in Climate Zones 1 through 14 and 16 shall meet the requirements of Section 150.2(b)1Fiva or 150.2(b)1Fivb.
a. Systems with existing duct distribution systems shall meet the following requirements:

I. In all climate zones, meet the airflow and fan efficacy requirements of Section 150.0(m)13B, 150.0(m)13C, or
150.0(m)13D.

Item 19
Attachment F - Emergency
Ordinance Amending PAMC
Chapter 16.17 to Adopt the
2025 California Energy Code
and Local Amendments,
Adding FlexPath and Air
Conditioner Time-of-
Replacement Requirement

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Exception 1 to Section 150.2(b)1FivaI: Single zone central forced air systems and zonally controlled central forced air systems may demonstrate compliance with an airflow greater than or equal to 300 CFM per ton of nominal cooling capacity.

II. In all climate zones, meet the refrigerant charge verification requirements of Section 150.2(b)1Fii; and
III. In all climate zones, vented attics shall have insulation installed to achieve a U-factor of 0.020 or insulation installed at the ceiling level shall result in an insulated thermal resistance of R-49 or greater for the insulation alone; luminaires not rated for insulation contact must be replaced or retrofitted with a fireproof cover that allows for insulation to be installed directly over the cover; and
Exception 1 to Section 150.2(b)1FivaIII: Dwelling units with at least R-38 existing insulation installed at the ceiling level.

Exception 2 to Section 150.2(b)1FivaIII: Dwelling units where the alteration would directly cause the disturbance of
asbestos unless the alteration is made in conjunction with asbestos abatement.

Exception 3 to Section 150.2(b)1FivaIII: Dwelling units with knob and tube wiring located in the vented attic.

Exception 4 to Section 150.2(b)1FivaIII: Where the accessible space in the attic is not large enough to accommodate the required R-value, the entire accessible space shall be filled with insulation provided such installation does not violate Section 806.3 of Title 24, Part 2.5.

Exception 5 to Section 150.2(b)1FivaIII: Where the attic space above the altered dwelling unit is shared with other dwelling units and the requirements of Section 150.2(b)1FivaIII are not triggered for the other dwelling units.

IV. In all climate zones, air seal all accessible areas of the ceiling plane between the attic and the conditioned space in
accordance with Section 110.7.

Exception 1 to Section 150.2(b)1FivaIV: Dwelling units with at least R-38 existing insulation installed at the ceiling level.

Exception 2 to Section 150.2(b)1FivaIV: Dwelling units where the alteration would directly cause the disturbance of
asbestos unless the alteration is made in conjunction with asbestos abatement.

Exception 3 to Section 150.2(b)1FivaIV: Dwelling units with atmospherically vented space heating or water heating
Item 19
Attachment F - Emergency
Ordinance Amending PAMC
Chapter 16.17 to Adopt the
2025 California Energy Code
and Local Amendments,
Adding FlexPath and Air
Conditioner Time-of-
Replacement Requirement

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combustion appliances located inside the pressure boundary of the dwelling unit.
b. Systems with entirely new or complete replacement duct systems shall meet the following:

I. R-8 duct insulation shall be installed for all new ducts located in unconditioned space; and
II. In all climate zones, meet the airflow requirements of Section 150.0(m)13B, 150.0(m)13C, or 150.0(m)13D and demonstrate an air-handling unit fan efficacy of less than or equal to 0.35 W/CFM.

III. In all climate zones, meet the refrigerant charge verification requirements of Section 150.2(b)1Fii;
Exception 1 to Section 150.2(b)1Fiv: Where the capacity of the existing main electrical service panel is insufficient to supply the electrical capacity of a heat pump and where the existing main electrical service panel is sufficient to supply a new or replacement air conditioner, as calculated according to the requirements of California Electrical Code Article 220.83 or Article 220.87, systems shall comply with the applicable requirements of Sections 150.2(b)1Fi, 150.2(b)1Fii, and 150.2(b)1Fiii. Documentation of electrical load calculations in accordance with Article 220 must be submitted to the enforcement agency prior to permitting for both the heat pump and proposed air conditioner.

Exception 2 to Section 150.2(b)1Fiv: Where the required capacity of a heat pump to meet the system selection requirements of Section 150.0(h)5 is greater than or equal to 12,000 Btu/h more than the greater of the required capacity of an air conditioner to meet the design cooling load OR the capacity of the existing air conditioner, systems shall comply with the applicable requirements of Sections 150.2(b)1Fi, 150.2(b)1Fii, and 150.2(b)1Fiii. Documentation of heating and cooling load calculations in accordance with 150.0(h) must be submitted to the enforcement agency prior to permitting for both the heat pump and proposed air conditioner.
v. In all climate zones, heat pumps with supplementary heat, including, but not limited to, electric resistance heaters or gas furnace supplementary heating, shall comply with Section 150.0(h)7 and shall lock out supplementary heating above an outdoor air temperature of no greater than 35°F.

Section 150.2(b)2 is hereby amended to read:

2. Performance approach.

The energy budget for alterations is expressed in terms of Long-term System Cost (LSC), and the altered component(s) and any newly installed Item 19
Attachment F - Emergency
Ordinance Amending PAMC
Chapter 16.17 to Adopt the
2025 California Energy Code
and Local Amendments,
Adding FlexPath and Air
Conditioner Time-of-
Replacement Requirement

Item 19: Staff Report
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equipment serving the alteration shall meet the applicable requirements of Subsections A, B, and C below.

A. The altered components shall meet the applicable requirements of Sections 110.0 through 110.9, Sections 150.0(a) through (l), Sections 150.0(m)1 through 150.0 (m)10, and Sections 150.0(p) through (q).

Entirely new or complete replacement mechanical ventilation systems as these terms are used in Section 150.2(b)1L, shall comply with the requirements in Section 150.2(b)1L. Altered mechanical ventilation systems shall comply with the requirements of Section 150.2(b)1M. Entirely new or complete replacement space- conditioning systems, and entirely new or complete replacement duct systems, as these terms are used in Sections 150.2(b)1C and 150.2(b)1Diia, shall comply with the requirements of Sections 150.0(m)12 and 150.0(m)13. New or replacement air-cooled air conditioners in Climate Zones 1 through 14 and 16 shall meet the applicable requirements of Section 150.2(b)1Fiv.

B. The standard design for an altered component shall be the higher efficiency of existing conditions or the requirements stated in Table 150.2-G. For components not being altered, the standard design shall be based on the existing conditions. When the third party verification option is specified as a requirement, all components proposed for alteration for which the additional credit is taken, must be verified by a certified ECC-rater.

Table 150.2-G is hereby amended to read:

Table 150.2‐G Standard Design for an Altered Component
Altered
Component
Standard Design Without Third Party
Verification of Existing Conditions Shall
be Based On
Standard Design With Third Party
Verification of Existing
Conditions Shall be Based On
Ceiling
Insulation,
Wall
Insulation,
and Raised-
floor
Insulation
The requirements of Sections 150.0(a),
(c), and (d).

The requirements of Section 150.2(b)1J
for altered ceilings and for entirely new or
complete replacement duct systems
where the air handler and ducts are
located within a vented attic.

The requirements of Section 150.2(b)1Fiv
for alterations which include new or
replacement air-cooled air conditioners.

The existing insulation R-value
Fenestration The requirements of Section 150.1(c)3A. The existing fenestration U-factor Item 19
Attachment F - Emergency
Ordinance Amending PAMC
Chapter 16.17 to Adopt the
2025 California Energy Code
and Local Amendments,
Adding FlexPath and Air
Conditioner Time-of-
Replacement Requirement

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and
SHGC values as verified.

Window Film The requirements of Section 150.1(c)3A. The existing fenestration in the alteration shall be based on
TABLE 110.6-A and TABLE 110.6-
B.

Doors The U-factor of 0.20. The door area shall
be the door area of the existing building.

If the proposed U-factor is < 0.20,
the standard design shall be
based on the existing U-factor
value as verified. Otherwise, the
standard design shall be based on
the U-factor of 0.20. The door
area shall be the door area of the
existing building.

Space-
Heating and
Space-
Cooling
Equipment
Table 150.1-A for equipment efficiency
requirements;
Section 150.2(b)1C for entirely new or
complete replacement systems;
Section 150.2(b)1F for refrigerant charge
verification, airflow, and fan efficacy
requirements.

Section 150.2(b)1Fiv for new or
replacement air-cooled air conditioners
The existing efficiency levels.

Air
Distribution
System –
Duct Sealing
The requirements of Sections 150.2(b)1D
and 150.2(b)1E
The requirements of Sections
150.2(b)1D and 150.2(b)1E
Air
Distribution
System –
Duct
Insulation
The proposed efficiency levels.

The requirements of Sections 150.2(b)1D,
and for new or replacement air-cooled air
conditioners, Section 150.2(b)1Fiv.

The existing efficiency levels.

Water
Heating
Systems
The requirements of Section 150.2(b)1Hii The existing efficiency level.

Roofing
Products
The requirements of Section 150.2(b)1I. The requirements of Section 150.2(b)1I
Item 19
Attachment F - Emergency
Ordinance Amending PAMC
Chapter 16.17 to Adopt the
2025 California Energy Code
and Local Amendments,
Adding FlexPath and Air
Conditioner Time-of-
Replacement Requirement

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C. The proposed design shall be based on the actual values of the altered components.

16.17.150 Reserved

16.17.160 Reserved

16.17.170 Infeasibility Exemption.

(a) Exemption. If an applicant for a Covered Project believes that circumstances exist that makes it infeasible to meet the requirements of this Chapter, the applicant may request an exemption as set forth below.

In applying for an exemption, the burden is on the Applicant to show infeasibility.
(b) Application. If an applicant for a Covered Project believes such circumstances exist, the applicant may apply for an exemption at the time of application submittal in accordance with the Planning and Development Services administrative guidelines. The applicant shall indicate the maximum threshold of compliance the energy compliance design professional believes is feasible for the covered project and the circumstances that make it infeasible to fully comply with this Chapter.

Circumstances that constitute infeasibility include, but are not limited to the following:
(1) There is conflict with the compatibility of the currently adopted California Building Standards Code;
(2) There is a lack of commercially available materials and technologies to comply with the requirements of this Chapter; (3) Applying the requirements of this Chapter would effectuate an unconstitutional taking of property or otherwise have an unconstitutional application to the property.

(c) Granting of Exemption. If the Director of Planning and Development Services, or designee, determines that it is infeasible for the applicant to fully meet the requirements of this Chapter based on the information provided, the Director, or designee, shall determine the maximum feasible threshold of compliance reasonably achievable for the project. The decision of the Director, or designee, shall be provided to the applicant in writing. If an exemption is granted, the applicant shall be required to comply with this Chapter in all other respects and shall be required to All Other
Measures
The proposed efficiency levels. The existing efficiency levels.

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achieve, in accordance with this Chapter, the threshold of compliance determined to be achievable by the Director or designee.

(d) Denial of Exemption. If the Director of Planning and Development Services or designee determines that it is reasonably possible for the applicant to fully meet the requirements of this Chapter, the request shall be denied, and the Director or designee shall so notify the applicant in writing. The project and compliance documentation shall be modified to comply with this Chapter prior to further review of any pending planning or building application.
(e) Council Review of Exemption. For any covered project that requires review and action by the City Council, the Council shall act to grant or deny the exemption, based on the criteria outlined above, after recommendation by the Director of Planning and Development Services.

16.17.180 Appeal.
(a) Any aggrieved Applicant may appeal the determination of the Director of Planning and Development Services or designee regarding the granting or denial of an exemption pursuant to 16.17.170. (b) Any appeal must be filed in writing with the Planning and Development Services Department not later than fourteen (14) days after the date of the determination by the Director. The appeal shall state the alleged error or reason for the appeal.
(c) The appeal shall be processed and considered by the City Council in accordance with the provisions of Section 18.77.070 (f) of the City of Palo Alto Municipal Code.

SECTION 3. The Council adopts the findings for local amendments to the California Energy Code, 2025 Edition, attached hereto as Exhibit “A” and incorporated herein by reference.

SECTION 4. Under the authority granted by Public Resources Code Section 25402.1(h)(2), which permits local California Energy Code amendments, and based on staff’s analysis of the “2022 Cost-Effectiveness Study: Existing Single Family Building Upgrades ,” “2025 Cost-Effectiveness Study: Single Family AC to Heat Pump Replacement,” and “Application of the 2022 Studies to the 2025 Energy Code: Existing Single Family Building Upgrades” developed for the California Energy Codes and Standards Program and attached to staff’s report to Council, the Council finds that the proposed local amendments to the 2025 California Energy Code that affect building energy performance are cost-effective and will require buildings to be designed to consume less energy than permitted by Title 24, Part 6.

SECTION 5. If any section, subsection, clause or phrase of this Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portion or sections of the Ordinance. The Council hereby declares that it should have adopted the Ordinance Item 19
Attachment F - Emergency
Ordinance Amending PAMC
Chapter 16.17 to Adopt the
2025 California Energy Code
and Local Amendments,
Adding FlexPath and Air
Conditioner Time-of-
Replacement Requirement

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and each section, subsection, sentence, clause or phrase thereof irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid.

SECTION 6. The Council finds that this ordinance is exempt from the provisions of the California Environmental Quality Act (“CEQA”), under Section 15308 of the CEQA Guidelines, because it is a regulatory action for the protection of the environment, and under Section 15061(b)(3) on the grounds that the proposed standards are more stringent than the State energy standards, there are no reasonably foreseeable adverse environmental impacts and there is no possibility that the activity in question may have a significant effect on the environment.

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SECTION 7. Pursuant to Palo Alto Municipal Code Section 2.04.270, this ordinance shall be effective immediately upon adoption if passed by a vote of four-fifths of the council members present. Unless otherwise specified in this ordinance, its provisions shall become applicable 180 days after publication of the 2025 Edition of California Energy Code, Title 24, Part

6. Until that date, the provisions of the 2022 Edition of the California Energy Code, as adopted and amended by Ordinance 5627, shall apply and remain in effect.

INTRODUCED:

PASSED:

AYES:

NOES:

ABSENT:

ABSTENTIONS:

ATTEST:

____________________________ ____________________________ City Clerk Mayor

APPROVED AS TO FORM: APPROVED:

____________________________ ____________________________ City Attorney or Designee City Manager

____________________________
Director of Planning and
Development Services

____________________________
Director of Administrative Services
Item 19
Attachment F - Emergency
Ordinance Amending PAMC
Chapter 16.17 to Adopt the
2025 California Energy Code
and Local Amendments,
Adding FlexPath and Air
Conditioner Time-of-
Replacement Requirement

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Exhibit A
FINDINGS FOR LOCAL AMENDMENTS TO CALIFORNIA ENERGY CODE, 2025 EDITION TITLE 24, PART 6

Section 17958 of the California Health and Safety Code provides that the City may make changes to the provisions of the California Building Standards Code. Sections 17958.5 and 17958.7 of the Health and Safety Code require that for each proposed local change to those provisions of the California Building Standards Code which regulate buildings used for human habitation, the City Council must make findings supporting its determination that each such local change is reasonably necessary because of local climatic, geological, or topographical conditions.

Regarding the Energy Code, local jurisdictions have the authority to adopt local energy efficiency ordinances—or reach codes—that exceed the minimum standards defined by Title 24 (as established by Public Resources Code Section 25402.1(h)2 and Section 10-106 of the Building Energy Efficiency Standards), provided the City Council finds that the requirements of the proposed ordinance are cost-effective and do not result in buildings consuming more energy than is permitted by Title 24.

Local building regulations having the effect of amending the uniform codes, which were adopted by the City prior to November 23, 1970, were unaffected by the regulations of Sections 17958, 17958.5 and 17958.7 of the Health and Safety Code. Therefore, amendments to the uniform codes which were adopted by the City Council prior to November 23, 1970 and have been carried through from year to year without significant change, need no required findings. Also, amendments to provisions not regulating buildings used for human habitation do not require findings.

Code: California Energy Code, Title 24, Part 6
Chapter(s),
Sections(s),
Appendices
Title Add Deleted Amended Justification
(See below of keys)
100.0 Scope  C & E
100.1(b) Definitions  C & E
150.0 Mandatory Features and Devices  C & E
150.2(b) Energy Efficiency Standards for Additions
and Alterations to Existing Single-Family
Residential Buildings - Alterations
 C & E
Table 150.2-
G
Standard Design for an Altered Component  C & E
Item 19
Attachment F - Emergency
Ordinance Amending PAMC
Chapter 16.17 to Adopt the
2025 California Energy Code
and Local Amendments,
Adding FlexPath and Air
Conditioner Time-of-
Replacement Requirement

Item 19: Staff Report
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Key to Justification for Amendments to Title 24 of the California Code of Regulations

A This is an administrative amendment to clarify and establish civil and administrative procedures, regulations, or rules to enforce and administer the activities by the Palo Alto Building Inspection Department. These administrative amendments do not need to meet HSC 18941.5/17958/13869 per HSC 18909(c).

C This amendment is justified on the basis of a local climatic condition. The seasonal climatic conditions during the late summer and fall create severe fire hazards to the public health and welfare in the City. The hot, dry weather frequently results in wild land fires on the brush covered slopes west of Interstate 280. The aforementioned conditions combined with the geological characteristics of the hills within the City create hazardous conditions for which departure from California Energy Code is required. Failure to address and significantly reduce greenhouse gas (GHG) emissions could result in rises in sea level, including in San Francisco Bay, that could put at risk Palo Alto homes and businesses, public facilities, and Highway 101 (Bayshore Freeway), particularly the mapped Flood Hazard areas of the City. Energy efficiency is a key component in reducing GHG emissions, and the construction of more energy efficient buildings can help Palo Alto reduce its share of the GHG emissions that contribute to climate change. The burning of fossil fuels used in the generation of electric power and heating of buildings contributes to climate change, which could result in rises in sea level, including in San Francisco Bay, that could put at risk Palo Alto homes and businesses 1 public facilities, and Highway 101. Due to a decrease in annual rainfall, Palo Alto experiences the effect of drought and water saving more than some other communities in California.

E Energy efficiency enhances the public health and welfare by promoting the environmental and economic health of the City through the design, construction, maintenance, operation, and deconstruction of buildings and sites by incorporating green practices into all development. The provisions in this Chapter are designed to achieve the following goals:
(a) Increase energy efficiency in buildings;
(b) Increase resource conservation;
(c) Provide durable buildings that are efficient and economical to own and operate; (d) Promote the health and productivity of residents, workers, and visitors to the city; (e) Recognize and conserve the energy embodied in existing buildings; and (f) Reduce disturbance of natural ecosystems.

G This amendment is justified on the basis of a local geological condition. The City of Palo Alto is subject to earthquake hazards caused by its proximity to San Andreas fault. This fault runs from Hollister, through the Santa Cruz Mountains, epicenter of the 1989 Loma Prieta earthquake, then on up the San Francisco Peninsula, then offshore at Daly City near Mussel Rock. This is the approximate location of the epicenter of the 1906 San Francisco Infeasibility Exemption  A
Appeal  A
Item 19
Attachment F - Emergency
Ordinance Amending PAMC
Chapter 16.17 to Adopt the
2025 California Energy Code
and Local Amendments,
Adding FlexPath and Air
Conditioner Time-of-
Replacement Requirement

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earthquake. The other fault is the Hayward Fault. This fault is about 74 mi long, situated mainly along the western base of the hills on the east side of San Francisco Bay. Both of these faults are considered major Northern California earthquake faults which may experience rupture at any time. Thus, because the City is within a seismic area that includes these earthquake faults, the modifications and changes cited herein are designed to better limit property damage as a result of seismic activity and to establish criteria for repair of damaged properties following a local emergency.

T The City of Palo Alto topography includes hillsides with narrow and winding access, which makes timely response by fire suppression vehicles difficult. Palo Alto is contiguous with the San Francisco Bay, resulting in a natural receptor for storm and waste water run-off.

Also the City of Palo Alto is located in an area that is potentially susceptible to liquefaction during a major earthquake. The surface condition consists mostly of stiff to dense sandy clay, which is highly plastic and expansive in nature. The aforementioned conditions within the City create hazardous conditions for which departure from California Building Standards Codes is warranted.

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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Transportation
Meeting Date: September 8, 2025
Report #:2506-4896
TITLE
Community Engagement Plan for Rail Grade Separation Project at Churchill Avenue, Meadow Drive, and Charleston Road Crossings

RECOMMENDATION
Receive information on the Community Engagement Plan for the Rail Grade Separation Project at Churchill Avenue, Meadow Drive, and Charleston Road Crossings

EXECUTIVE SUMMARY
In partnership with City staff, Caltrain has prepared a Draft Public Outreach and Engagement Plan for the Preliminary Engineering and Environmental Phase of the City of Palo Alto Project for Grade Separation at Churchill Avenue, Meadow Drive, and Charleston Road. The goal of the engagement plan is to foster the involvement of community, Rail Committee and Council members at key project milestones, inform decision-making, and advance well- supported alternatives for the project. Efforts include diverse outreach strategies, transparent processes, and accessible engagement opportunities to guide decision-making that reflects community priorities. This plan was reviewed with the Rail Committee at its meeting on May 20, 2025.

Caltrain will lead engagement efforts and the City will act as the project sponsor. The anticipated project timeline to complete 35% conceptual design and environmental clearance is Fall 2027.

BACKGROUND
The City of Palo Alto’s rail corridor planning efforts commenced in 2010 with the Palo Alto Rail Corridor Study, which was adopted by Council on January 22, 2013 (SR # 34101). From November 4, 2013, the City developed preliminary grade separation alternatives as part of 1 City Council , January 22, 2013; Item 7, Action Item, SR# 3410 https://www.paloalto.gov/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports- cmrs/year-archive/2013/railcorridor1_22.pdf
Item A
Item A Staff Report

Item A: Staff Report
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the Connecting Palo Alto project, which explored multiple options for the four at-grade rail crossing locations of Charleston Road, Meadow Drive, Churchill Avenue, and Palo Alto Avenue. This work resulted in a Rail Corridor Circulation Study and initial screening of ideas for various alternatives that was reviewed by the Council on May 29, 2018 (Staff Report # 92843) . In April 2018, in-depth analysis of engineering options continued, with review by the Council Rail Committee and Rail Crossing Community Advisory Committee (XCAP). The XCAP process concluded deliberations in March 2021. The XCAP completed the review and presented its recommendation to the Council on March 23, 2021 (Staff Report 117974)
Since 2021, staff have secured grants from Federal Rail Administration (FRA), California State Transportation Agency (CalSTA) and Santa Clara Valley Transportation Authority (VTA), and have continued to develop, evaluate and present grade separation alternatives for consideration. In consultation with the community, Rail Committee and Council, the City has refined project alternatives for rail crossings at Charleston Road, Meadow Drive, and Churchill Avenue. Palo Alto Avenue crossing was put on hold.

On June 10, 2024 (Staff Report # 2402-29575) and June 18, 2024 (Staff Report # 2406-31696 , Council selected the following alternatives to advance into the Conceptual Development phase in preparation for Preliminary Engineering and Environmental Documentation:
For Churchill Avenue, the Council selected the Partial Underpass as the locally preferred alternative with vehicle crossing at Churchill Avenue and pedestrian/bicycle crossing at Seale Avenue / Peers Park. Additionally, the Council identified the Pedestrian/Bicycle Undercrossing at Churchill (aka Closure Alternative) as the backup alternative if needed in the future for this location. (The backup alternative will not advance to preliminary engineering at this time.) For Meadow Drive and Charleston Road, the Council identified the Hybrid Underpass and Underpass as the two alternatives to advance to Conceptual Development with refinements to minimize right-of- way impacts and improve mobility at each location. A preferred alternative for each location will advance to 35% Design. (Constructability concerns may require the City to implement grade 3 City Council , May 29, 2018; Item 7, Action Item, SR# 9284 https://www.paloalto.gov/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports- cmrs/year-archive/2018/9284.pdf
4 City Council , March 23, 2021; Item 1, Study Session Item, SR# 9284 https://portal.laserfiche.com/Portal/DocView.aspx?id=99&repo=r-704298fc 5 City Council , June 10, 2024; Item 13, Action Item, SR# 2402-2957 https://portal.laserfiche.com/Portal/DocView.aspx?id=72813&repo=r-704298fc 6 City Council , June 18, 2024; Item AA3, Action Item, SR# 2406-3169 https://portal.laserfiche.com/Portal/DocView.aspx?id=73959&repo=r-704298fc Item A
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separations in these two locations in a coordinated manner.) Caltrain will lead the Preliminary Engineering and Environmental Documentation phase and the City will collaborate with Caltrain on project design and will act as project sponsor. The City has successfully secured $6 million in Rail Crossing Elimination (RCE) program funds from the FRA towards completing the Preliminary Engineering and Environmental phase for grade separations at Churchill Avenue, Meadow Drive, and Charleston Road. In addition, on December 9, 2024 (Staff Report # 2408-332211), the City Council approved a Cooperative Agreement with VTA for $14 million in Measure B Grade Separation funding for this phase.

ANALYSIS
In consultation with City staff, Caltrain has prepared a Draft Public Outreach and Engagement Plan for the Preliminary Engineering and Environmental Phase of the Grade Separation at Churchill Avenue, Meadow Drive, and Charleston Road (Attachment A). The plan aims to foster involvement from the community, Rail Committee, City Council, and interested parties at key Project milestones for the proposed Project.

The goals of the plan are to provide clear public information and updates on the project; ensure accessible platforms and diverse opportunities for meaningful community involvement; actively gather detailed feedback to understand community needs; communicate community insights and concerns to decision-makers; present well-supported alternatives for decision-makers to evaluate; and inform decision-making.

To facilitate durable decision-making and expedited refinement of the alternatives, the Project is divided into two steps:
Preliminary Engineering Conceptual Development (15% Design), which is anticipated to progress through mid-2026; and
Preliminary Engineering (35% Design) and Environmental Documentation under the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA), which is anticipated to conclude in Fall 2027.

The Council has directed staff to refine the project Concepts with a focus on minimizing property impacts and enhancing pedestrian and bicycle crossings. Conceptual Development will also include estimation of project costs and evaluation of constructability issues in order to support the selection of a Locally Preferred Alternatives at each location, prior to development of 35% design plans and environmental documents. Public engagement events will be hosted throughout the life of the Project to share information and gather community feedback on the alternatives.
11 City Council , December 9, 2024; Item 12, Consent Item Item, SR# 2408-3322 https://portal.laserfiche.com/Portal/DocView.aspx?id=113787&repo=r-704298fc Item A
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FISCAL/RESOURCE IMPACT
Funding for these projects is programmed in the 2026-2030 Capital Improvement Plan in the Meadow Drive and Charleston Road (PL-24000) and Churchill Avenue (PL-24001) Rail Grade Separation and Safety Improvements projects. This item is included in the scope of the two projects with no additional fiscal impact.

STAKEHOLDER ENGAGEMENT
This staff report provides the Public Outreach and Engagement Plan for the Preliminary Engineering and Environmental Documentation phase of the project. Activities include meeting postings on the City calendar and through the City and Caltrain‘s communications channels and events such as community workshops, public open houses, and regular updates to the City’s Rail Committee, and Caltrain’s Technology, and Operations, Planning, and Safety (TOPS) Committee. Additionally, the project team will bring forward considerations to the City Council for review and direction at key decision points.

The City and Caltrain remains committed to community engagement and collaboration with regional partners to ensure that grade separation solutions align with the City’s long-term mobility and safety goals. Staff presented the draft Public Outreach and Engagement Plan to the Rail Committee on May 20, 2025 (Staff Report # 2504-449913). Following that meeting, staff reviewed and incorporated recommendations and feedback from both the Rail Committee and members of the public.

ENVIRONMENTAL REVIEW
This is an informational report with no proposed action as part of this report. The grade separation project will include environmental review in accordance with the California Environmental Quality Act (CEQA) and National Environmental Protection Act (NEPA).

ATTACHMENTS
Attachment A: Public Outreach and Engagement Plan for Grade Separation Project at Churchill Avenue, Meadow Drive, Charleston Road, (Preliminary Engineering & Environmental Documentation Phase)
APPROVED BY:

Ria Hutabarat Lo, Chief Transportation Official
13 Rail Committee , May 20, 2025; Item 1, Action Item, SR# 2504-4499 https://portal.laserfiche.com/Portal/DocView.aspx?id=174903&repo=r-704298fc Item A
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FINAL Public Outreach
and Engagement Plan
August 2025
Item A
Attachment A - Public
Outreach and Engagement
Plan for Grade Separation
Project at Churchill Avenue,
Meadow Drive, Charleston
Road, (Preliminary
Engineering &
Environmental
Documentation Phase)

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Document Version Acceptance Date
Plan Version 1 August 21, 2025

Item A
Attachment A - Public
Outreach and Engagement
Plan for Grade Separation
Project at Churchill Avenue,
Meadow Drive, Charleston
Road, (Preliminary
Engineering &
Environmental
Documentation Phase)

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TABLE OF CONTENTS
Table of Contents ............................................................................................................................................... ii List of Figures ................................................................................................................................................... iii Acronym List ..................................................................................................................................................... iv Introduction ........................................................................................................................................................ 1 Purpose ............................................................................................................................................................ 1 Project Background .......................................................................................................................................... 1 What We Have Heard So Far............................................................................................................................ 2 How Community Feedback Shaped the Process ............................................................................................... 3 Role of the Engagement Team ......................................................................................................................... 4 Engagement Plan Goals ................................................................................................................................... 5 Project Milestones.............................................................................................................................................. 6 Public Engagement ............................................................................................................................................ 7 Approach .......................................................................................................................................................... 7 Standard Process ............................................................................................................................................. 7 Conceptual Development (15% Design) ............................................................................................................ 8 Preliminary Engineering (35% Design) and Environmental .............................................................................. 10 Engagement and Digital Communication Tools ............................................................................................. 13 Digital Communication .................................................................................................................................... 13 Data Synthesis ............................................................................................................................................... 14 Community Partner Engagement .................................................................................................................... 17 Community Partner Identification Process ....................................................................................................... 17 Community Participation ................................................................................................................................. 17 Conclusion ....................................................................................................................................................... 18 ATTACHMENT A............................................................................................................................................... 19

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iii

LIST OF FIGURES
Figure 1: Project Milestones .............................................................................................................................. 6 Figure 2: Engagement Process ......................................................................................................................... 7 Figure 3: Conceptual Development Engagement Activities ............................................................................. 9 Figure 4: Preliminary Engineering and Environmental Engagement Activities ............................................ 11 Item A
Attachment A - Public
Outreach and Engagement
Plan for Grade Separation
Project at Churchill Avenue,
Meadow Drive, Charleston
Road, (Preliminary
Engineering &
Environmental
Documentation Phase)

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ACRONYM LIST
Americans with Disabilities Act (ADA) is a United
States (U.S.) federal law that prohibits discrimination against individuals with disabilities and ensures equal access to public spaces, transportation, employment,
and services.

Caltrain is the Lead Agency for this project phase.

California Environmental Quality Act (CEQA) is a
state law that requires government agencies to
evaluate and disclose the environmental impacts of
proposed projects before approval.

City of Palo Alto Project for Grade Separation
Churchill Avenue, Meadow Drive, and Charleston
Road (Project) refers to separation of three Caltrain
at-grade crossing locations in the City of Palo Alto.

Community-Based Organization (CBO) is a non -
profit or non-governmental organization that operates
within a specific community, addressing local needs
and improving the well-being of its residents.

Engagement Team includes Kimley-Horn, Caltrain,
and City of Palo Alto s taff. Kimley-Horn will lead the engagement strategy and collaborate closely with
Caltrain and the City of Palo Alto.

Equity-Based Engagement refers to an inclusive
and intentional approach to public participation that
prioritizes the voices and needs of historically
underserved and marginalized communities.

Funding Sponsors refers to both the Federal
Railroad Administration (FRA) and Santa Clara Valley
Transportation Authority (VTA).

Federal Railroad Administration ( FRA) is an
agency within the U.S. Department of Transportation
(USDOT) responsible for regulating and overseeing
the nation's railroad industry.

Lead Agency is the public agency with the primary
responsibility for oversight of the project.

Locally Preferred Alternative (LPA) is the design
option selected by a local agency, usually through a
public planning process, as the best solution to meet
project goals while balancing factors like cost,
community impact, and feasibility.

National Environmental Policy Act (NEPA) is a
U.S. federal law enacted in 1969 that requires
government agencies to assess the environmental
effects of their proposed actions before making
decisions.

Peninsula Corridor Joint Powers Board (PCJPB)
governs Caltrain and consists of agencies from the
three counties served by Caltrain: San Francisco,
San Mateo, and Santa Clara.

Project Management Plan (PMP) is a framework
that serves as the programmatic document for the
Project, from which other management and
administrative processes are defined.

Project Sponsor refers to the City of Palo Alto which
has secured funding from the Santa Clara Valley
Transportation Authority (VTA) and the Federal Rail
Administration (FRA) to advance the Project through
preliminary engineering, public engagement, and
environmental clearance.

Public Outreach and Engagement Plan (Plan)
outlines specific strategies for connecting with and
informing the public about opportunities, with the goal of raising awareness and engaging them in a specific
project or agenda.

Santa Clara Valley Transportation Authority (VTA)
is a public transportation agency responsible for
providing and planning transportation services in
Santa Clara County, California.

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1 INTRODUCTION
Caltrain, in partnership with the City of Palo Alto (City) and Kimley-Horn and Associates (Kimley-Horn), prepared this Public Outreach and Engagement Plan (Plan) for the City of Palo Alto Project for Grade Separation Churchill Avenue, Meadow Drive, and Charleston Road (Project). The Plan guides public outreach efforts thought the life of the Project , fostering involvement from the community, City Rail Committee, City Council, and interested parties at key Project milestones for the proposed grade separation crossing locations at Churchill Avenue, Meadow Drive, and Charleston Road. Ongoing engagement efforts will be adapted and refined based on community needs and feedback, ensuring a responsive and effective process. T hrough open communication, diverse outreach strategies, and accessible engagement opportunities, this Plan will help build consensus and guide informed decision-making that reflects the community’s priorities.

PURPOSE
This Plan establishes a structured framework of engagement activities, enhanced communication activities for disseminating key Project information, milestones, and synthesizing public input to the community and public officials.

PROJECT BACKGROUND
The Project is a long- term initiative aimed at improving rail safety, reducing traffic congestion, and enhancing mobility along the Caltrain corridor in the City. The Project stems from ongoing efforts to address safety concerns and transportation challenges posed by at -grade rail crossings along Alma Street, where seven major crossings intersect the rail line.

Caltrain, operated by the Peninsula Corridor Joint Powers Board (PCJPB), has served as a key transportation corridor for the region, but with plans for electrification and expanded service under the 2040 Business Plan, increased train frequency is anticipated to lead to longer gate downtimes and greater congestion at at -grade crossings. Three of Palo Alto’s crossings—Churchill Avenue, Meadow Drive, and Charleston Road (Project crossing locations)—remain at-grade, posing safety risks and traffic challenges.

Recognizing the need for action, the City initiated the Connecting Palo Alto Project, with the goal of separating roadways from the rail line at key intersections. Over the past two years, the Rail Committee has played a crucial role in evaluating potential grade separation solutions, conducting detailed reviews of underpass alternatives, geotechnical assessments, traffic impact studies, noise, and vibration analyses, and Caltrain’s operational requirements.

In June 2024, City Council approved advancing the Project into the Preliminary Engineering (35% design) and Environmental Documentation phase for the following alternatives:
 Churchill Avenue: The Partial Underpass at Churchill Avenue with a Bicycle and Pedestrian crossing at Seale Avenue was chosen as the Locally Preferred Alternative (LPA), with the Closure alternative as backup to advance.
 Meadow Drive and Charleston Road: The Hybrid (including a mixed wall/column approach) and Underpass alternative were chosen to advance.

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2 To facilitate durable decision-making and expedite refinement of the alternatives , the Project is divided into two steps: Step 1 – Conceptual Development (15% Design) and Step 2 – Preliminary Engineering (35% Design) and Environmental Documentation. Step 1 is anticipated to progress through mid-2026, after which Step 2 will begin, focusing on advancing the alternatives to 35% design and complete the environmental clearance under the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA ). Public engagement events will be hosted throughout the life of the Project to gather community feedback on the alternatives. The anticipated Project timeline to complete a 35% conceptual design and environmental clearance is anticipated to culminate in late 2027.

Securing funding has been a key component of the Project’s history. In October 2022, the City received $6 million in federal funding through the Federal Rail Administration (FRA) Rail Crossing Elimination (RCE) Program. An additional $14 million was allocated from Santa Clara County’s 2016 Measure B funds, managed by the Santa Clara Valley Transportation Authority (VTA).

As the Project progresses, the City remains committed to community engagement and collaboration with regional partners, ensuring that the final grade separation solutions align with the City’s long-term mobility and safety goals.

Step 2 is expected to conclude in late 2027, marking a significant milestone in the transformation of the City’s rail infrastructure.

WHAT WE HAVE HEARD SO FAR
Over several years, the City of Palo Alto has conducted extensive community outreach to better understand local concerns, values, and priorities related to rail grade separations. Community input was gathered through Community Advisory Panel (CAP) and later through the Expanded Community Advisory Panel (XCAP), neighborhood meetings, town halls, surveys, online platforms, and one-on-one engagement. The outreach to date has reaffirmed the importance of transparent decision- making, neighborhood -specific impact s, and tailored engagement strategies for different communities within Palo Alto.

Key themes emerged across outreach efforts:
 Support for Bicycle and Pedestrian Safety: Residents consistently emphasized the importance of safe, grade-separated bike and pedestrian crossings, particularly near schools and along key corridors like Churchill, Meadow, and Charleston.
 Concerns About School Traffic and Cut-Through Traffic: Feedback underscored the impact of school drop-offs and pickups at Churchill Avenue and the broader concern that street closures or detours could increase congestion on local neighborhood streets.
 Desire to Minimize Visual and Noise Impacts: Many community members expressed strong opposition to alternatives that would introduce large-scale visual barriers or elevated rail infrastructure. Noise was also a common concern, particularly regarding viaduct options and the impact of construction.  Worries About Construction Disruption and Cost: Residents voiced apprehension about long-term construction activities, potential business and household displacement, and whether the City could fund and maintain the proposed improvements over time.

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3 HOW COMMUNITY FEEDBACK SHAPED THE PROCESS
Community input has directly shaped the refinement of project alternatives and the prioritization of evaluation criteria. A council adopted criteria that lead to development of the Evaluation Matrix supporting the evaluation of various alternatives. Additional community input also supported the Rail Committee and the City Council in the decision making. For example:
 A community-generated concept, the Churchill Partial Underpass, was added and evaluated in response to concerns about full closure and circulation impacts.  Noise and visual impact mitigation strategies were explored further for viaduct and hybrid alternatives.  Bike/pedestrian tunnel designs and new crossings (e.g., Seale Avenue) were developed and evaluated.  Traffic analyses and mitigations were expanded based on stakeholder feedback, especially from the Palo Alto Unified School District (PAUSD) and Safe Routes to School advocates.

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4 ROLE OF THE ENGAGEMENT TEAM
The Engagement Team operates based on the following key guiding principles:

The Engagement Team will engage the community
through workshops, surveys, and open house events
while utilizing online platforms and outreach
campaigns to gather input and share Project updates.

The Engagement Team will c ollaborate with local
leaders to ensure inclusive participation and work to
address diverse concerns.

The Engagement Team will serve as liaisons
between the Project and the community, engagement
efforts focus on building trust through meaningful
relationships with local leaders, organizations, and
residents. Maintaining these connections beyond
individual events fosters long-term collaboration and
strengthens community partnerships.

The Engagement Team will foster community
engagement by involving community members in
planning, maintaining open communications,
andrecognizing community involvement..

The Engagement Team will ensure clear, timely, and
consistent communication through diverse channels,
encourage open dialogue, address feedback
transparently, and provide accessible resources for
transparency.

The Engagement Team will collect community input
through various platforms, including community
meetings, technical workshops, open houses, online
surveys, website updates and public comment forms.

The collected data is then synthesized by analyzing
feedback, identifying key themes, grouping similar
responses, and summarizing insights to guide
decision-making and support project outcomes.

The Engag ement Team will compile and present
community feedback through summary reports, visual
data, and regular briefings, emphasizing key
concerns, actionable recommendations, and focused
discussions with decision-makers.

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5 ENGAGEMENT PLAN GOALS
The Plan is designed to foster inclusive community engagement. The Plan’s goal is to:

Educate and Inform: Provide the community with clear information about the project’s history, objectives, and existing alternatives.

Engage: Ensure accessible platforms and diverse opportunities for meaningful community involvement.

Solicit Input: Actively gather detailed feedback to better understand the community’s needs and priorities.

Share Feedback: Communicate community insights and concerns clearly to decision-makers.

Recommend: Present well-supported alternatives for decision-makers to evaluate and consider.

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6 PROJECT MILESTONES
The Plan timelines, shown in Figure 1, outline anticipated engagement events, activities, and milestones throughout the life of the Project from Conceptual Development through Preliminary Engineering and Environmental. Decision Point (DP 1) will include the refined concepts presented to Rail Committee and City Council. City Council will decide which alternatives to advance to 15% Design based on community feedback and the refined concepts. Decision Point 2 (DP 2) will include the refined 15% design concepts for City Council to decide which one alternative (per crossing) to advance to Preliminary Engineering (35% Design) and Environmental Documentation.

Figure 1: Project Milestones

During Conceptual Development, the technical workshops will focus on the review of the refined concepts. During Preliminary Engineering and Environmental, the technical workshops will focus on the key topics of the refined concepts such as traffic and mobility, right-of-way, constructability, and cost estimating to provide a more in-depth review and discussion.

Item A
Attachment A - Public Outreach and
Engagement Plan for Grade Separation
Project at Churchill Avenue, Meadow
Drive, Charleston Road, (Preliminary
Engineering & Environmental
Documentation Phase)

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7 PUBLIC ENGAGEMENT

APPROACH
The engagement approach can be summarized by two overarching categories: Engage and Gather Community Input, and Report Findings.

Engage and Gather: The Engagement Team will actively engage the community and stakeholders and gather feedback through virtual and in-person meetings, technical workshops, and open houses . Targeted outreach via social media, newsletters, and local publications will ensure broad reach and participation. As shown in Figure 1, many opportunities will be provided for the community to voice concerns and ask questions. Collaboration with local organizations and community leaders will also help identify and reach underrepresented groups, ensuring diverse perspectives are heard and incorporated into the Project.

Report Findings: The Engagement Team will collect community feedback through various engag ement opportunities and online platforms , ensuring a structured and transparent communication process with decision- makers. Summary reports will synthesize public input into clear, concise documents for the Rail Committee and City Council, highlighting key concerns, recurring themes, and top priorities. Regular briefings at project milestones will keep decision-makers informed, utilizing data visualization tools like charts and maps to illustrate community input and project impacts. Additionally, actionable recommendations will be provided to guide decision- making, ensuring public feedback plays a vital role in project development.

STANDARD PROCESS
The engagement process follows a structured approach to ensure effective outreach and meaningful community participation, as shown in Figure 2.

Figure 2: Engagement Process

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8 1. Identify Key Community Partners & Target Audiences – Collaborate with the City and local organizations to identify stakeholders, ensuring inclusive and equitable engagement.

2. Define Engagement Objectives – Establish clear goals for each event, aligning outreach efforts with project milestones and community priorities.

3. Select Venue & Logistics Planning – Choose accessible locations for in-person events and set up virtual options to maximize participation.

4. Promote Events/Mailers – Utilize mailers, website updates, newsletters, and social media to inform the public about upcoming engagement opportunities.

5. Website Updates – The Project website will serve as primary channels for advertising the Project, keeping the community informed and engaged. These platforms will provide news, event notifications, upcoming engagement opportunities, timeline progress, major announcements, and feedback summaries. Additionally, the website will serve to provide emergency notifications, changes in Project scope, or responses to significant community input. Updates are anticipated to occur monthly and quarterly.

6. Social Media Updates – The social media platform(s) will be used to share quick updates, upcoming events, surveys, and other engagement platforms available to the community.

7. Provide Language Access – Ensure accessibility by offering translation and interpretation services for diverse community members.

8. Gather & Synthesize Feedback – Collect input during events, analyze key themes, and distribute summaries to stakeholders and decision-makers.

This process ensures that community voices are heard, information is accessible, and engagement efforts are transparent and effective throughout the Project.

CONCEPTUAL DEVELOPMENT (15% DESIGN)
Goal: The goal during conceptual development is to educate the community on the Project’s history and proposed alternatives, inform them of the technical body of work and opportunities for engagement, gather feedback on conceptual designs and synthesize input for dissemination to the community, Rail Committee and City Council.

Feedback gathered and synthesized will inform Decision Point 1 , refining conceptual alternatives and Decision Point 2, advancing selected alternatives to a 15% conceptual design.

Figure 3 is a visual interpretation of planned Step 1 engagement activities.

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9 Figure 3: Conceptual Development Engagement Activities

ENGAGEMENT ACTIVITIES
Two Community Meetings are planned to occur prior to Decision Point 1 to provide a platform for a diverse group of stakeholders—including schools, businesses, and community-based organizations (CBOs)—to engage with the Project Team and review the selected alternatives prior to Decision Point 1 when the Rail Committee and City Council will consider community input and refine the alternatives under consideration. The following is a breakdown of anticipated Community Meetings format, content to be co vered during the meetings , and time for community questions and input.

Format: Present the design options for Churchill/Seale Avenue, Meadow Drive, and Charleston Road in a public setting, as well as online via a Project website, mailers, and social media.

Content: Show how the designs have evolved since the alternatives where first introduced. Include visualizations, presentations to communicate Project details , provide opportunities for community input , and gather community concerns. The community meetings will walk through each of the design options. The Engagement Team will collect community feedback in-person and will also collect community feedback via online portals that will be made available to the public.

Proposed Meetings:
 1 for Churchill Avenue/Seale Avenue alternatives
 1 for Meadow Drive and Charleston Road alternatives
Target Audience:
 Community members and leaders
 Community business organizations
 Schools
 Local businesses
Q&A Session: Give the community an opportunity to ask questions and provide additional feedback on the updated designs.

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10 Two Technical Workshops are planned to occur prior to Decision Point 2. The technical workshops will provide opportunities to community members to engage in focused discussions on a variety of topics ranging from traffic, acquisitions, right -of-way, safety , among others, pertaining to the selected alternatives. The following is a breakdown of anticipated Technical Workshops format, content to be covered during the meetings, and time for community questions and input.

Format: Present design alternatives in a focused group setting . The engagement will include visual aids (renderings, maps), and a presentation.

Content: The Technical Workshops will provide updated refined concepts to the public and discussions will be geared towards the discussion of specific technical aspects of the various alternatives.

Proposed Workshops:
 1 for Churchill Avenue/Seale Avenue alternatives
 1 for Meadow Drive and Charleston Road alternatives
Target Audience: Community members, including property owners, tenants, and businesses located adjacent to or near the proposed project areas. This also includes residents who rely on the roadways and transit users who may experience changes in access or service as a result of the project. Homeowner associations, neighborhood groups, and other locally organized stakeholders with a vested interest in the project’s design and implementation are also encouraged to participate.

Q&A Session: Each workshop will set aside time for the public to ask questions, express concerns, and give overall feedback.

An Open House is planned to occur prior to Decision Point 2 and will provide community members and all interested parties with an opportunity to learn about and provide input on the proposed LPAs.

Format: The open house will be structured as an interactive, drop-in style event where attendees will have the opportunity to review display boards, maps, and other materials showcasing the LPAs for each Project location.

Content: The Engagement Team and technical staff will be available to provide Project status, advancements or changes in design and will be available to answer technical questions. The Open House will offer information on detailed construction schedules, phasing plans, traffic, safety measures, and expected outcomes of the designs.

Q&A and Feedback: The event is planned to allow community members to ask questions and provide feedback on the Project at their leisure to staff members, in written format, or online.

PRELIMINARY ENGINEERING (35% DESIGN) AND

ENVIRONMENTAL
Goal: The goal of engagement in Step 2 is to continue discussions on design alternatives with a more in- depth technical analysis. As the design progresses, this step will focus on providing the community with opportunities to engage in a more technical capacity, ensuring that input is collected on critical design elements. This step will help Item A
Attachment A - Public
Outreach and Engagement
Plan for Grade Separation
Project at Churchill Avenue,
Meadow Drive, Charleston
Road, (Preliminary
Engineering &
Environmental
Documentation Phase)

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11 refine concepts leading to Decision Point 2, where the City Council will finalize selections for 35% Design and Environmental Documentation, expected to be completed by the end of 2027 per the Cooperative Agreement.

Figure 4 is a graphical interpretation of the technical engagement activities in Step 2, including purpose, types of community events, anticipated crossing locations, and target audience.

Figure 4: Preliminary Engineering and Environmental Engagement Activities

ENGAGEMENT ACTIVIT IES
Two Community Meetings will provide community members with an opportunity to learn about and provide input on the proposed LPAs. These workshops will include presentations from project staff and technical experts, interactive discussions, and opportunities for participants to ask questions and voice their concerns. Attendees will be encouraged to provide feedback on key elements of the proposed LPAs, including mobility impacts, potential right-of-way requirements, safety considerations, and community integration. The workshops will also highlight how previous community input has shaped the design process and explain the next steps in project development. By fostering an open and inclusive dialogue, these workshops will ensure that community voices are heard and considered as part of the decision-making process.

Format: Present the design options for Churchill/Seale Avenue, Meadow Drive, and Charleston Road in a public setting, as well as online via a Project website, mailers, and social media.

Content: The community meetings will aim to r e-engage the community and gather input on design alternatives , present updated design concepts with an overview of refinements , and facilitate discussions to capture feedback on community priorities and concerns
Proposed Meetings:
 1 for Churchill Avenue/Seale Avenue alternatives
 1 for Meadow Drive and Charleston Road alternatives
Target Audience:
 Community members and leaders
 Community business organizations
Item A
Attachment A - Public
Outreach and Engagement
Plan for Grade Separation
Project at Churchill Avenue,
Meadow Drive, Charleston
Road, (Preliminary
Engineering &
Environmental
Documentation Phase)

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12  Schools
 Local businesses
Six Technical Workshops : Specific technical discussions covering topics such as right-of-way, mobility, constructability, and Project cost estimates.

Content: The proposed content for the technical workshops will include key project topics such as right -of-way impacts, mobility and accessibility considerations, constructability and cost estimates.

Proposed Workshops:
 3 for Churchill Avenue/Seale Avenue alternatives
 3 for Meadow Drive and Charleston Road alternatives
Target Audience: Community members, including property owners, tenants, and businesses located adjacent to or near the proposed project areas. This also includes residents who rely on the roadways and transit users who may experience changes in access or service as a result of the project. Homeowner associations, neighborhood groups, and other locally organized stakeholders with a vested interest in the project’s design and implementation are also encouraged to participate.

An Open House will provide community members with an opportunity to learn about and provide input on the proposed LPAs.

Format: The final open houses will be structured as interactive, drop- in style events. Attendees will have the opportunity to review display boards, maps, and other materials showcasing the LPAs for each location. Project Team members will be available at differe nt stations to provide information, answer questions, and gather community feedback.

Content: Provide detailed construction schedules, phasing plans, traffic forecasts, safety measures, and expected outcomes of the final designs.

Target Audience: Open to all community members, including residents, local business owners, commuters, advocacy groups, and other stakeholders interested in the project’s development. This event is designed to provide an inclusive space where individuals from all backgrounds can learn about the project updates, voice their perspectives, and contribute to the decision- making process. Special outreach will be conducted to ensure participation from historically underrepresented groups, renters, seniors, and individuals with disabilities.

Q&A and Feedback: Allow community members to ask final questions and provide feedback on the anticipated layout. Include specific questions on what the community likes or dislikes about the final design and any concerns they have for the construction phase.

Interactive Tools:
 Interactive maps will supplement open houses to allow residents to engage with digital maps  Comment walls will be set up throughout for community members to leave comments and suggestions.

There will also be comment boxes where comments can be dropped off. Online platforms will also be available to provide comments.

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13 ENGAGEMENT AND DIGITAL COMMUNICATION
TOOLS
Throughout the engagement process, the Project will implement a variety of outreach and engagement techniques to connect with the community and community partners.

STRATEGIC PARTNERSHIPS WITH EXISTING NETWORKS
Kimley-Horn will collaborate with Caltrain and the City, CBOs, and other parties already active in the community that are interested in participating in the project’s public engagement opportunities. The goal is to leverage existing relationships which will facilitate effective, respectful, and targeted engagement efforts. This will also provide the engagement team with the opportunity to help identify additional community members/groups with the community that are not aware of this engagement effort.

PUBLIC COMMENT
Throughout the duration of the public engagement period , the engagement team will solicit ongoing public comments in written format or digitally through a form on the project website.

FACTSHEETS
The Engagement Team will produce factsheets to support all steps of public engagement. One factsheet will be produced after each round. The factsheets are intended to provide updates and general information surrounding major milestones and will be available for print distribution during engagement events and on the project website.

Each factsheet will be offered in both English and Spanish and will be designed to be Americans with Disabilities Act (ADA) accessible both digitally and in print.

DIGITAL COMMUNICATION
To support all public engagement, the Engagement Team will prepare digital communications intended to supplement the workshops, factsheets, and website updates. The following tools will be utilized to create supplemental digital communications and will assist in educating, informing, and engaging the public.

WEBSITE
The Engagement Team will create and update a project website to serve as a source for updates and information.

The website will be updated to include factsheets and other information during each round of public engagement.

There will also be updates at the end of the project, to communicate project outcomes and next steps. The website is expected to be hosted on Caltrain’s server and is anticipated that Kimley-Horn will make the necessary website updates. The City’s website will include a link to the projec t website on Caltrain’s site. Other information to be included on the project website will include:
 Project background
 Information such as timelines and key milestones
 Events and key process points, as applicable
Item A
Attachment A - Public
Outreach and Engagement
Plan for Grade Separation
Project at Churchill Avenue,
Meadow Drive, Charleston
Road, (Preliminary
Engineering &
Environmental
Documentation Phase)

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14 VIDEO CONTENT AND SOCIAL MEDIA
A key component of our digital outreach will be the development of short, 60-second video clips designed for social media platforms. These videos will:
 Provide an overview of the project, including its goals, timeline, and benefits.  Highlight examples of successfully grade separation projects that are similar in nature, demonstrating best practices and community benefits.
 Feature visualizations, animations, and before-and-after comparisons to illustrate the potential improvements.

These videos will be shared on the P roject’s website, as well as Caltrain’s and the City’s YouTube and media channels, to maximize visibility and engagement.

INTERACTIVE AND ACCESSIBLE CONTENT
To promote inclusivity, digital materials will be developed with accessibility in mind, offering translated content, captions for videos, and alternative text for images. Where possible, interactive tools such as online surveys, story maps, and virtual open houses will be used to encourage public input.

Through these digital communication efforts, the Engagement Team aim s to build community awareness, encourage participation, and foster informed discussions about the grade separation project.

DATA SYNTHESIS
The Public Involvement Report is a comprehensive document that serves as a key tool in our outreach and engagement plan. It systematically captures the strategies, methods, and outcomes of public participation efforts, ensuring transparency, accountability, and continuous improvement in our engagement processes. This report will help assess the effectiveness of the Project’s outreach activities, document community feedback, and inform decision-making processes to align with the needs and concerns of community partners.

SYNTHESIZING COMMUNITY FEEDBACK AND TRACKING RESPONSES To ensure transparency, consistency, and responsiveness in our community engagement messaging, the Engagement Team will implement a structured approach to synthesizing public feedback and tracking inquiries.

This approach will enhance our ability to address community concerns effectively.

COMMUNITY INQUIRY TRACKER
A centralized list will be developed to compile all community questions received during outreach events, online engagement, and other forms of public input. The tracking tool would be a matrix to easily track questions/comments and categorize them per general topics. This list will categorize questions by topic, including but not limited to:
 Design and engineering considerations
 Environmental impacts
 Traffic and safety
 Project timeline and funding
 Community impact and mitigation measures
Item A
Attachment A - Public
Outreach and Engagement
Plan for Grade Separation
Project at Churchill Avenue,
Meadow Drive, Charleston
Road, (Preliminary
Engineering &
Environmental
Documentation Phase)

Item A: Staff Report
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15 The Community Inquiry Tracker will be updated by the Engagement Team regularly and serve as a reference to ensure consistent messaging across various engagement activities.

TRACKING SYSTEM FOR RESPONSES AND FOLLOW -UPS
To facilitate timeline and accurate responses, the engagement team will establish a tracking process that:
 Assigns each inquiry to the appropriate technical expert or project team member.  Documents responses provided to the public to maintain consistency in communication.  Tracks follow-ups to ensure that all questions are adequately addressed and that stakeholders receive timely updates.

INTEGRATION WITH PUBLIC RECORDS RE QUESTS
The Community Inquiry Tracker will also support compliance with public records requests by maintaining a well - documented repository of community inquiries and responses. This structured approach will enhance accountability and streamline the process for responding to formal information request. Implementing these measures will foster greater trust and engagement with the community while ensuring that feedback is effectively synthesized by the Engagement Team and addressed throughout the outreach process.

MEASURING OUTREACH EFFECTIVENESS
To ensure our outreach and engagement efforts are meaningful, accessible, and inclusive, the project team is committed to tracking key performance indicators throughout the public engagement process. The engagement team will monitor and evaluate outreach activities using the following metrics:
• Number of participants at each community meeting or outreach event • Demographic information (as voluntarily reported) to capture the diversity of participants • Language access provided (e.g., translation services, materials in multiple languages) • Survey response rates (both online and in-person)
• Engagement with digital tools, such as clicks on QR codes, social media impressions, and web page views These metrics will help us understand who we are reaching and identify opportunities to refine our approach as needed. A summary of these findings will be included in the final outreach and engagement report to promote transparency and continuous improvement.

FINAL REPORT SUMMARY
After Preliminary Engineering and Environmental engagement, the Engagement Team will publish a comprehensive summary report detailing the outcomes of the engagement process. Through the Final Report Summary , the Engagement Team aims to facilitate meaningful discussions, gather targeted feedback, and ensure transparency in the decision-making process as the project advances.

This report will include:

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16  Summary of Presented Materials: A detailed overview of the design alternatives and refinements presented during the final design stage. This section will outline key changes based on prior community feedback and technical analysis.
 Community Feedback Integration: Documentation of how community input influenced design decisions, including a summary of recurring themes, key concerns, and any adjustments made to accommodate stakeholder feedback.
 Next Steps and Project Timeline: A clear outline of the next phases of the project, including expected timelines for decision-making, permitting, and construction activities.  Future Public Engagement Opportunities: Information on any remaining opportunities for public involvement during the construction phase, including methods for providing ongoing input, scheduled meetings, and how to stay informed through project updates.

LANGUAGE TRANSLATION SERVICES
During planned rounds of engagement, public-facing materials will be provided in Spanish, in addition to English.

Project website users will have the option of using Google Translate and factsheets will also be provided in Spanish.

Should translated materials or translation services be required in a different language, these will be provided on an as needed basis.

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17 COMMUNITY PARTNER ENGAGEMENT

COMMUNITY PARTNER IDENTIFICATION PROCESS
Kimley-Horn, in collaboration with the City and Caltrain will curate a comprehensive list of community partners, local organizations, and the public to ensure inclusive outreach for each planned event. This process will involve:
 City Input and Recommendations: The City will provide insights on key stakeholders, including neighborhood associations, business groups, advocacy organizations, and underrepresented communities.
 Community Partnerships: Engagement specialists will work with local organizations and advisory groups to identify trusted voices and outreach networks that can help distribute information effectively.  Event-Specific Targeting: Each event will have a tailored outreach approach, ensuring the right audiences—such as residents near specific crossings, transit users, or businesses—are engaged.  Public Engagement Records: Previous community participation, feedback, and expressed interests will inform future outreach, ensuring consistent and meaningful engagement.

Community partner groups are categorized into the following three categories:
 Education Institutions – Institutions within proximity to project sites  Local Businesses – Local businesses within proximity to project sites  Community Groups – Local community groups within proximity to project sites By leveraging City resources, local networks, and community insights, the engagement team will ensure outreach is inclusive, effective, and tailored to each event’s objectives.

COMMUNITY PARTICIPATION
The Project team is committed to fostering broad participation by proactively engaging communities that have been historically underrepresented in planning processes. This means going beyond standard outreach to ensure that all residents—regardless of age, language, income, or housing status—have the opportunity to contribute meaningfully to Project decisions. This approach ensures that a diverse cross-section of the community not only has access to information but also feels empowered to shape the outcomes of the Project.

To achieve this, the engagement approach will include:
 Targeted Outreach to Priority Groups – Outreach efforts will be tailored to engage seniors, youth and students, renters, non-English speakers, people with disabilities, and communities of color.  Language and Cultural Accessibility – Project materials and communications will be translated into commonly spoken languages in the area. Interpretation services will be made available at outreach meetings.
 Family-Friendly Events – Outreach efforts will feature child-friendly activities so parents and caregivers can more easily participate.
 Multiple Participation Formats – To address digital and physical access barriers, outreach will include in-person and virtual events, tabling at community hubs, Caltrain stations, and phone-based or mailed surveys as needed.

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18 CONCLUSION
The Plan ensures that public participation remains at the core of the Project, fostering transparency, inclusivity, and collaboration. By implementing a structured approach to outreach, engagement, and feedback collection, the plan creates meaningful opportunities for the community to stay informed, share input, and shape Project decisions.

By working together, the Engagement Team can create solutions that enhance safety, mobility, and quality of life for residents.

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19 ATTACHMENT A

RAIL COMMITTEE AND PUBLIC COMMENTS ON DRAFT OUTREACH AND

ENGAGEMENT PLAN
No Comment Response
1 Hold separate meetings for Charleston and
Meadow to ensure equitable and detailed
engagement.

Outreach meetings will feature separate stations for
both Meadow Drive and Charleston Road to provide
location-specific information. The Engagement Team
will assess the need for future separate meetings or
focused technical workshops for each crossing as
the outreach effort continues.
2 Combine community and technical content in
one meeting, with breakout options for varying
interest levels.

The Engagement Team will tailor the messaging
based on the meeting purpose and outcome.
3 Acknowledge emotional and disruptive impacts
to households with empathetic, transparent
messaging.

All project communications will aim to be transparent
as well as include empathetic framing and context for
impacts.
4 Expand translation beyond Spanish, consider
Mandarin and app-based tools for real-time
translation.

The Engagement Team will utilize tools such as QR
code–enabled transcripts and Wordly’s real-time
translation platform to support multilingual
participation and improve accessibility for non-
English-speaking residents. The Engagement Team
recognizes the importance of balancing digital and
in-person content and will provide translated
materials and interpretation services across both
formats to support inclusive participation.
5 Offer childcare to reduce participation barriers,
especially in more affordable neighborhoods.

While formal childcare will not be provided, the
project team is exploring ways to make meetings
more family-friendly by offering child-oriented
activities—such as coloring stations and interactive
materials—so parents can more easily participate
while their children are engaged.

6 Clarify why the Churchill/Seale LPA was
selected, including public process and Council
decision.

The What We Have Heard So Far and How
Community Feedback Shaped the Process
Item A
Attachment A - Public
Outreach and Engagement
Plan for Grade Separation
Project at Churchill Avenue,
Meadow Drive, Charleston
Road, (Preliminary
Engineering &
Environmental
Documentation Phase)

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20 sections were added to include a summary of
Churchill/Seale selection and decision history.
7 Establish a clear evaluation framework for
Charleston/Meadow alternatives with scoring
and decision logic.

An evaluation matrix and methodology will be
developed during conceptual development as the
project design is advanced and leading up to
Decision Point 2 to transparently show tradeoffs and
scoring approach. Previously City has used a Matrix
– Summary of Evaluation based on the Council
adopted criteria to compare various elements.
8 Explain how property impacts will be managed,
including early notice, compensation, and
support.

As design advances, the engagement team will host
technical-focused workshops to discuss potential
property impacts in more detail.
9 Define equity engagement methods, target
groups, tracking metrics, and evaluation
mechanisms.

The Community Participation section was added to
outlines strategies to reach additional groups such
as seniors, youth, renters, non-English speakers,
and communities of color. It also commits to offering
language interpretation, child-friendly activities, and multiple participation formats to reduce access
barriers and facilitate broad engagement.
10 Summarize prior community feedback themes
and show their influence on current alternatives.

The What We Heard So Far section was added to
summarize key themes from prior outreach.
11 Explain how the grade separation project
connects to other transportation initiatives and
planning efforts.

An Associated Projects Map has been developed to
show how the grade separation project aligns with
and complements other local and regional efforts,
including those led by Caltrain, and the City’s
broader planning efforts. This map will be provided
on the project website and updates will be given
throughout the various outreach forums.
12 Establish metrics to track outreach effectiveness
and commit to publicly reporting results.

The Measuring Outreach Effectiveness section
was added to identify the metrics that will be tracked
and summarized in the final outreach report for
public transparency.
13 Improve the timeline graphic with a clearer
layout and milestone details, including
construction caveats.

The timeline section was revised to include the
potential topics for the technical workshops which
may include construction-related information.

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21 14 Emphasized need to re-tell the full story for
newcomers and avoid assumptions about
community knowledge.

The Engagement Team is working on outreach
materials to include a narrative timeline and
background project summary accessible to new
participants.
15 Supported creation of modernized website with
updated visuals and clear materials.

A new user-friendly project website with updated
graphics is in development.
16 Recommended clear explanation of current
funding sources and how grade separations are
traditionally funded.

The Engagement Team will develop slides and
materials to include explanation of current project
funding and how grade separations are traditionally
funded.
17 Noted funding is competitive and slow;
emphasized importance of ongoing design work.

The funding slides and materials will explain why
design work is essential to stay competitive for
limited federal and state grant dollars.
18 Called for clear explanation of how quiet zones,
grade separations, and safety upgrades interact.

An Associated Projects Map has been developed to
show how the grade separation project aligns with
and complements other local and regional efforts,
including those led by Caltrain, and the City’s
broader planning efforts. This map will be provided
on the project website and updates will be given
throughout the various outreach forums.
19 Urged re-explaining why certain alternatives
were removed, like tunneling.

The Engagement Team is working on outreach
materials and presentations to include a narrative
timeline and project background summary during
community meetings and on the project website.
20 Stressed need for honest communication about
high-speed rail’s (HSR) uncertain role in
planning.

The Engagement Team will highlight the project
assumption changes.
21 Highlighted need to reflect changes in ridership,
traffic, and growth since 2019.

This phase will include new traffic data collection and revised traffic analysis. In addition, the Engagement
Team will highlight the project assumption changes.
22 Suggested better explanation of differences in
Meadow and Charleston designs.

Collateral materials will include a side-by-side
comparison of alternatives, community meetings and
workshops will feature renderings of alternatives
displaying differences.

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22 23 Recommended clarifying Churchill’s lower
priority status.

The Engagement Team will highlight the project
priority status.
24 Stressed importance of stating what decisions
are made vs. under review.

The Engagement Team is working on outreach
materials and presentations to include a narrative
timeline that provides project background summary
to new participants. A decision matrix is in
development for this phase.
25 Clearly communicate what decisions remain and
upcoming key decision points (e.g., 15% design
milestone).

All materials will highlight pending decisions,
milestones, and next steps.
26 Be upfront about funding limitations and the
possibility of pausing or canceling the project.

The funding slides and materials will explain the
funding limitations.
27 Record meetings for public access by those
unable to attend live.

The presentation portion of the Community Meetings
will be provided in a virtual format such as Zoom.

Community meetings and presentation materials will
be recorded and posted online to increase access.
28 Address varied community member priorities -
whether property impacts, technical questions,
or general curiosity with flexible, staff should be
prepared to meet these varied information
needs through flexible engagement strategies.

To meet the varied needs of community members,
each meeting will offer both high-level overviews and
opportunities to engage with more detailed technical
information through breakout sessions or topic
specific stations. Speakers and facilitators will be
trained to guide participants to the appropriate
materials, with follow-up resources provided to
ensure continued access and understanding.
29 Prepare resource lists to explain topics like
eminent domain, even if not active issues.

The Engagement Team will prepare resources
based on key topics relative to the project, as
needed.
30 Prioritize big picture understanding of planning
context over technical depth at this stage.

The Engagement Team will tailor the messaging
based on the meeting purpose and outcome.
31 Start with why grade separations are needed,
reviewing urgency and changes since 2019.

The Engagement Team is working on outreach
materials to include a narrative timeline and project
background summary accessible to new participants.

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23 32 Support newcomers and repeat participants with
background and equal footing.

The Engagement Team is working on outreach
materials and presentations to include a narrative
timeline and provide project background to new
participants.
33 Explain why some alternatives were eliminated
and how project goals influenced narrowing.

The Engagement Team is working on outreach
materials and presentations to include a narrative
timeline and provide background summary to new
participants.
34 Resolve design conflicts early to avoid rework
and retain community-supported options.

Design coordination between Caltrain and the City is
being proactively discussed and documented early.

Feedback from the community will be reviewed and
addressed in collaboration with staff from both
agencies and the direction of the Rail Committee.
35 Use Q3 and 15% design milestones to reassess
Churchill and finalize design exceptions.

Key milestones and decisions, including Churchill
Avenue and design exceptions, will be
communicated during each meeting.
36 Discuss the risk that not all separations will be
funded.

Public will be informed that not all alternatives may
be funded and prioritization may occur in community
meetings, technical workshops and project collateral.
37 Discuss quiet zones and other short-term
improvements as part of a broader strategy.

An Associated Projects Map has been developed to
show how the grade separation project aligns with
and complements other local and regional efforts,
including those led by Caltrain, and the City’s
broader planning efforts. This map will be provided
on the project website and updates will be given
throughout the various outreach forums.
38 Provide context from peer cities about rising
costs to shape expectations.

Cost context from peer cities will be included in
outreach materials.
39 Lay a strong foundation of context, funding, and
technical limits before asking for feedback.

The Engagement Plan will guide the project outreach
strategy, ensuring each community meeting begins
with clear context on project goals, constraints, and
funding. Messaging will be coordinated closely with
Caltrain and the City to maintain accuracy and
transparency throughout the process.

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24 40 Expressed concern that public feedback may
not influence outcomes; called for more
transparency on timeline, budget, and quiet
zone integration.

Public materials and meeting content will clarify
decision-making processes, current status of
alternatives, funding constraints, and how feedback
will inform next steps.
41 How will long-term continuity and accountability
be ensured despite staff turnover.

To ensure continuity and accountability over the long
term, the project team is committed to thoroughly
documenting key decision points, maintaining a
publicly accessible record of project milestones, and
providing regular updates online. Roles and
responsibilities will be clearly defined, and
knowledge transfer protocols will be in place so that
any staffing changes do not disrupt project
momentum or transparency with the community.
42 Questioned need for grade separation, citing
cost, design concerns, and disruption; proposed
alternative approaches including legal action for
HSR funding.

Outreach materials will provide context for grade
separation need, design alternatives, and explain
how funding strategy ties into regional and state
efforts.
43 Suggested consulting Japanese transportation
agencies on non-disruptive rail construction
methods.

The Engagement Team may explore relevant
international case studies to assess their applicability in the local context, as needed.
44 Noted public unawareness, particularly near
Seale Avenue; recommended visible signage
and engagement with Palo Alto High students.

Signage at crossings and targeted outreach to
students and schools are being incorporated into
outreach strategy.
45 Urged raw outreach data be publicly shared,
expressed concern over staff turnover and
funding reliability; recommended creating a
beginner-friendly website.

Final report will include both raw and summarized
data, and a redesigned, user-friendly updated project
website is being planned for broader access.

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City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: September 8, 2025
Report #:2508-5049
TITLE
Fiscal Year 2025 Significant Gifts and Donations to the City of Palo Alto

RECOMMENDATION
This is an informational report; no Council action is required.

DISCUSSION
The City of Palo Alto’s Policy and Procedures 1-18, Gift and Donations to the City of Palo Alto1 requires annual reports to the City Council regarding significant gifts that have been accepted on behalf of the City.

In compliance with this policy, attachment A lists significant gifts (over $5,000) that the City received during Fiscal Year 2025. All gifts had a designated purpose as stated under the “Use of Gift” Column in attachment A. Staff monitors designated restrictions to comply with the Donor’s request.

In addition, in mid-2008 the Fair Political Practices Commission (FPPC) adopted new regulations relating to gifts benefiting specific employees. The new regulations contain guidelines on when these types of gifts should be disclosed as gifts to the City. Gifts required to be disclosed pursuant to this regulation are now also reported on the new FPPC Form 801, and that gift information is now posted to the City Clerk’ s web page2 as required by the FPPC.

Annual reports of gifts will continue to be provided to the Council. Form 801 information will be available on the City Clerk’ s website throughout the year as gifts are received.

ATTACHMENTS
Attachment A: Significant Gifts and Donations Received in FY 2025 Over $5,000 APPROVED BY: Lauren Lai, Administrative Services Director 1 Policy and Procedures 1-18, Gift and Donations to the City:
https://www.paloalto.gov/files/assets/public/v/1/city-clerk/fppc-forms/2014-updated-final-gifts-to-city-policy.pdf 2 City Clerk’s Web Page: https://www.cityofpaloalto.org/Departments/City-Clerk/Gifts-to-the-City Item B
Item B Staff Report

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Signiﬁcant Gifts and Donations Received FY 2025 Over $5,000 Attachment A Date Donor Dept. Gift Use of Gift
July 1, 2024 Friends of the Palo Alto
Library (FOPAL) Library $120,000.00
Library collection
development and
programming support
February 5, 2025 Geo rge F . Goel Police $100,000.00
Gift to the Palo Alto
Animal Services Division,
directly to the Animal
Shelter for the care and
housing of animals under
the Shelter's care.

February 24, 2025 Friends of Palo Alto Parks Community Services $7,775.00 Adopt-a-Park Program:

ADA Binoculars for
Foothills Nature Preserve
Improvements.

Item B
Attachment A - Significant Gifts and
Donations Received in FY 2025 Over
$5,000

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Item No. 6. Page 1 of 2

City Council
Supplemental Report
From: Alan Kurotori, Director Utilities
Meeting Date: September 8, 2025
Item Number: 6
Report #:2509-5167
TITLE
Approve Amendment #1 of the Memorandum of Agreement (MOA) with the California Alternate Energy and Advanced Transportation Financing Authority (CAEATFA), to Extend the Term of the Agreement from Two Years to Five Years, to Continue to Enable the Residents of Palo Alto to Participate in the GoGreen Home Energy Financing Program.

RECOMMENDATION
Staff and Utilities Advisory Commission (UAC) recommend City Council approve Amendment #1 of the Memorandum of Agreement with the California Alternate Energy and Advanced Transportation Financing Authority (CAEATFA), to extend the term of the agreement from two years to five years, to continue to enable the residents of Palo Alto to participate in the GoGreen Home Energy Financing Program.

BACKGROUND
Staff is providing feedback from the September 3, 2025 UAC meeting. This supplemental memo provides information to aid Council consideration of this action item.

UAC inquired whether contractors found the process of receiving payment at the end of projects to be burdensome. Staff acknowledged that some concerns had been raised, however, over 100 participating contractors within Santa Clara County have agreed to the payment terms of the GoGreen Program.

Mayor Lauing, serving as the Council Liaison to the UAC, asked whether continuation of the program was warranted given that only one customer had participated over the past two years.

Staff anticipates greater potential participation with the 2025 launch of the whole-home electrification customer program as a mechanism to fund higher cost home electrification projects. Staff emphasized that it would be premature to discontinue the program at this time.

Staff also noted that the CAEATFA loan guarantee program had a lower startup administration costs than initially projected. This program provides residents with a financing option that is Item 6
Item 6 Supplemental Report

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Item No. 6. Page 2 of 2
offered by PG&E and other electric utilities. Furthermore, the program is funded with restricted Natural Gas Cap-and-Trade revenues, and not through ratepayer revenues.

The Commission approved the motion to recommend to Council the extension of the MOA by three additional years, voting 5-0, with 2 members absent.

ATTACHMENTS
None.

APPROVED BY:

Alan Kurotori, Director Utilities
Staff: Jonathan Absendschein, Assistant Director, Climate Action, Publics Works Staff: Shiva Swaminathan, Senior Resource Planner
Item 6
Item 6 Supplemental Report

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Palo Alto City CouncilSeptember 8, 2025

Palo Alto City Council
September 8, 2025