Agenda packet — Palo Alto City Council, March 23, 2026

CITY COUNCIL
Special Meeting
Monday, March 23, 2026
Council Chambers & Hybrid
5:00 PM
Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org.

VIRTUAL PARTICIPATION
CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone:1(669)900-6833

PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.

Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staff’s presentation or as determined by the Chair. Written public comments can be submitted in advance to [email protected] and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line. Multiple individuals who wish to speak on the same item may designate a spokesperson. Spokespersons must be representing five or more verified individuals who are present either in person or via zoom. Spokespeople will be allowed up to 10 minutes, at the discretion of the presiding officer. Speaking time may be reduced if the presiding officer reduces the speaking time for individual speakers.

PowerPoints, videos, or other media to be presented during public comment are accepted only by email to [email protected] at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted. Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that:
(1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting.

TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. 1 March 23, 2026
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas.

CALL TO ORDER

SPECIAL ORDERS OF THE DAY (5:00 - 5:10 PM)

1. Proclamation Recognizing March as Women's History Month Late Packet Report added

AGENDA CHANGES, ADDITIONS AND DELETIONS

CONSENT CALENDAR (5:10 - 5:15 PM)
Items will be voted in one motion unless removed from the calendar by three Council Members.

2. Approval of Minutes from March 9, 2026 Meeting

3. Approval of a Facility Agreement and Pet Addendum between the City of Palo Alto and the American Red Cross for the use of designated city facilities during disasters. CEQA Status – Not a Project
Supplemental Report added

4. Approval of Purchase Order C26196995 with Insight Public Sector, Utilizing OMNIA Cooperative Contract No. 23-6692-03 , to Procure Mimecast Subscription services, including vendor maintenance, updates, and technical support services, for a 3-Year Term with an Annual Amount of $93,383 for a Total Not-To-Exceed Amount of $281,093; CEQA status - exempt under regulation 15601(b)(3).

5. Approval of Contract Amendment Number 4 to Contract S18165157 with Smart Energy Water Inc. (SEW) in the Amount of $972,625 for an Additional Three Years and for a Revised Not-to-Exceed Total of $2,002,771 for Licensing and Upgrade of the Utilities MyCPAU Customer Portal; CEQA Status – Not a Project

2 March 23, 2026
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.

ACTION ITEMS (5:15 - 6:00 PM)
Include: Report of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters.

6. FIRST READING: Adoption of an Ordinance to Amend Chapter 9.73 of the Palo Alto Municipal Code to Adopt a Local Policy to Implement the Foundational Principles of the United Nations Convention on the Elimination of all forms of Discrimination Against Women (CEDAW) as Recommended by the Policy and Services Committee; CEQA status – Not a Project
BREAK (30 MINUTES)

SPECIAL ORDERS OF THE DAY - BOARDS, COMMISSIONS, AND COMMITTEE INTERVIEWS (6:30 - 9:00 PM)

7. Interview Candidates for Vacancies on the Human Relations Commission (HRC), Planning & Transportation Commission (PTC), and Utilities Advisory Commission (UAC); CEQA Status - Not a Project
Supplemental Report added

ADJOURNMENT

INFORMATION REPORTS
Information reports are provided for informational purposes only to the Council and the public but are not listed for action or discussion during this meeting’s agenda.

Palo Alto Local Hazard Mitigation Plan Annual Update for Calendar Year 2025; CEQA Status: Not a Project
B.

Monthly Investment Report - February 2026 (Unaudited)

OTHER INFORMATION
Standing Committee Meetings this week

City Schools Liaison Committee March 26, 2026 CANCELED

Public Comment Letters

3 March 23, 2026
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.

Schedule of Meetings

SUPPLEMENTAL / AMENDED AGENDA ITEMS

1. Proclamation Recognizing March as Women's History Month Late Packet Report added

4 March 23, 2026
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.

PUBLIC COMMENT INSTRUCTIONS
Members

the

Public

may

provide

public

comments

teleconference

meetings

via

email,
teleconference, or by phone.

1. Written public comments
may be submitted by email to
[email protected]
.

2. For

person

public

comments

please

complete

speaker

request

card

located

the
table

the

entrance

the

Council

Chambers

and

deliver

the

Clerk

prior

to
discussion of the item.

3. Spoken

public

comments

for

agendized

items

using

computer

smart

phone

will

be
accepted

through

the

teleconference

meeting.

address

the

Council,

click

the

link
below to access a Zoom-based meeting. Please read the following instructions carefully. ◦
You

may

download

the

Zoom

client

connect

the

meeting

in-

browser.

using
your

browser,

make

sure

you

are

using

current,

up-to-date

browser:

Chrome

30 ,
Firefox

27 ,

Microsoft

Edge

12 ,

Safari

7 .

Certain

functionality

may

disabled

in
older

browsers

including

Internet

Explorer.

download

the

Zoom

application

onto
your

smart

phone

from

the

Apple

App

Store

Google

Play

Store

and

enter

the
Meeting ID below.
◦
You

may

asked

enter

address

and

name.

request

that

you
identify

yourself

name

this

will

visible

online

and

will

used

notify

you
that it is your turn to speak.
◦
When

you

wish

speak

Agenda

Item,

click

“raise

hand.”

The

Clerk

will
activate

and

unmute

speakers

turn.

Speakers

will

notified

shortly

before

they
are called to speak.
◦
When

called,

please

limit

your

remarks

the

time

limit

allotted.

timer

will

be
shown on the computer to help keep track of your comments.

4. Spoken

public

comments

for

agendized

items

using

phone

use

the

telephone

number
listed

below.

When

you

wish

speak

agenda

item

hit

your

phone

we
know

that

you

wish

speak.

You

will

asked

provide

your

first

and

last

name

before
addressing

the

Council.

You

will

advised

how

long

you

have

speak.

When

called
please limit your remarks to the agenda item and time limit allotted.

CLICK HERE TO JOIN
Meeting ID: 362-027-238 Phone: 1-669-900-6833
Americans

with

Disability

Act

(ADA)

the

policy

the

City

Palo

Alto

offer

its

public
programs,

services

and

meetings

manner

that

readily

accessible

all.

Persons

with
disabilities

who

require

materials

appropriate

alternative

format

who

require

auxiliary
aids

access

City

meetings,

programs,

services

may

contact

the

City’s

ADA

Coordinator

at
(650)

329-2550

(voice)

emailing

[email protected]
.

Requests

for

assistance

or
accommodations

must

submitted

least

24 hours

advance

the

meeting,

program,

or
service.

5 March 23, 2026
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.

California

Government

Code

§84308
,

commonly

referred

the

"Levine

Act,"

prohibits

an
elected

official

local

government

agency

from

participating

proceeding

involving

a
license,

permit,

other

entitlement

for

use

the

official

received

campaign

contribution
exceeding

$500

from

party

participant,

including

their

agents,

the

proceeding

within

the
last

12 months.

“license,

permit,

other

entitlement

for

use”

includes

most

land

use

and
planning

approvals

and

the

approval

contracts

that

are

not

subject

lowest

responsible

bid
procedures

and

have

value

over

$50,000.

“party”

person

who

files

application

for,

or
is

the

subject

of,

proceeding

involving

license,

permit,

other

entitlement

for

use.

A
“participant”

person

who

actively

supports

opposes

particular

decision

proceeding
involving

license,

permit,

other

entitlement

for

use,

and

has

financial

interest

the
decision.

The

Levine

Act

incorporates

the

definition

“financial

interest”

the

Political

Reform
Act,

which

encompasses

interests

business

entities,

real

property,

sources

income,

sources
of

gifts,

and

personal

finances

that

may

affected

the

Council’s

actions.

you

qualify

a
“party”

“participant”

proceeding,

and

you

have

made

campaign

contribution

a
Council

Member

exceeding

$500

made

within

the

last

12 months,

you

must

disclose

the
campaign contribution before making your comments.

6 March 23, 2026
Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas
.

City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Clerk
Meeting Date: March 23, 2026
Report #:2603-6121
TITLE
Proclamation Recognizing March as Women's History Month This will be a late packet report published on Thursday, March 19, 2026.

Item 1
Item 1 Staff Report

Item 1: Staff Report
Pg.
1 Packet Pg. 7 of 128

City Council
Staff Report
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: March 23, 2026
Report #:2603-6120
TITLE
Approval of Minutes from March 9, 2026 Meeting

RECOMMENDATION
Staff recommends that the City Council review and approve the minutes.

ATTACHMENTS
Attachment A: March 9, 2026 Draft Action Minutes
APPROVED BY:

Mahealani Ah Yun, City Clerk
Item 2
Item 2 Staff Report

Item 2: Staff Report
Pg.
1 Packet Pg. 8 of 128

CITY COUNCIL

DRAFT ACTION MINUTES

Page 1 of 6 ends

Regular Meeting
March 09, 2026
The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M.

Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely:

Absent:

Call to Order
Agenda Items Numbers AA1 and 12 Heard Out of Order.

Closed Session

12. CONFERENCE WITH LEGAL COUNSEL—POTENTIAL LITIGATION (four cases) Subject: Initiation of litigation in four cases, United States v. Minnesota, US District Court for the District of Minnesota, Case No. 25-CV-3798; United States v. City of Rochester, US District Court for the Western District of New York, Case No. 6:25-cv- 06226-FPG-MJP; United States v. City of Newark, et al., US District Court for the District of New Jersey, Case No. 2:25-cv-05081-EP-AME; United States v. City of New York, et al., US District Court for the Eastern District of New York, Case No. 1:25-cv-04084.

Authority: Government Code Section 54956.9(d)(4)
MOTION: Councilmember Lythcott-Haims moved, seconded by Councilmember Reckdahl to go into Closed Session.

MOTION PASSED: 7-0
Council went into Closed Session at 5:36 P.M.

Council returned from Closed Session at 6:19 P.M.

Mayor Veenker announced that Council in closed session voted unanimously to authorize the City Attorney to become a signatory for the city to become a signatory to future amicus briefs in the four cases identified in the closed session agenda title.

Item 2
Attachment A - March 9,
2026 Draft Action Minutes

Item 2: Staff Report
Pg.
2 Packet Pg. 9 of 128

DRAFT ACTION MINUTES

Page 2 of 6 ends

City Council Meeting
Draft Action Minutes: 03/09/2026
Special Orders of the Day

1. Proclamation Recognizing March 2026 as Youth Arts Month

NO ACTION

Agenda Changes, Additions and Deletions

Public Comment

Council Member Questions, Comments and Announcements

Study Session

2. 51 Encina Avenue [25PLN -00312]. Request for Council Prescreening for a Zoning Text Amendment to Palo Alto Municipal Code Title 18 (Zoning) Section 18.18.070 (Floor Area Bonuses) and Section 18.18.080 (Transfer of Development Rights) to Expand Floor Area and Transfer of Development Right Benefits to Category 1 and 2 Buildings on the City's Historic Inventory in the CS Zone District. CEQA Status: Not a Project.

NO ACTION

Consent Calendar
MOTION: Councilmember Reckdahl moved, seconded by Vice Mayor Stone to approve Agenda Item Numbers 3-6, 8-9 (Agenda Item Number 7 Removed Off Agenda).

MOTION PASSED: 7-0

3. Approval of Minutes from February 23, 2026 Meeting

4. Appointment of 2026 Emergency Standby Council

5. Adoption of a Resolution Setting the Regular Meeting Times at 4:00pm for the Finance Committee and 6:00pm for the Policy & Services Committee; CEQA status - not a project.

Item 2
Attachment A - March 9,
2026 Draft Action Minutes

Item 2: Staff Report
Pg.
3 Packet Pg. 10 of 128

DRAFT ACTION MINUTES

Page 3 of 6 ends

City Council Meeting
Draft Action Minutes: 03/09/2026

6. Stanford University Medical Center (SUMC) Annual Report to Council for Fiscal Year 2025 (FY 2025)

7. Approval of Professional Services Contract No. C26194015 with Geosyntec Consultants, Inc. in an Amount Not to Exceed $795,965 for Design and Outreach Services for the City Park-Green Stormwater Infrastructure Project for the period of March 9, 2026 through March 31, 2028; CEQA Status – Exempt Pursuant to CEQA Guidelines Section 15306 Item Removed Off Agenda

8. Approval of Contract Amendment No. 3 to Contract No. C23185922 with Kittelson & Associates, INC. to Increase Compensation by $17,000 to $350,945 and to Extend the Term for an Additional Six Months Through December 31, 2026, for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status - exempt under Public Resource Code section 21080.20.

9. FIRST READING: Adoption of an Ordinance Adding a New Section 18.70.105 (Noncomplying facility - De minimis exceptions) to Chapter 18.70 (Nonconforming Uses and Noncomplying Facilities) of Title 18 (Zoning) of the Palo Alto Municipal Code; CEQA Status: Exempt Pursuant to CEQA Guidelines Section 15061(b)(3) (Common Sense Exemption).

City Manager Comments
Ed Shikada, City Manager

Action Items

10. Receive Update and Provide Direction to Staff on the Implementation of Senate Bill 79 (2025) and Work Related to the Downtown Housing Plan. CEQA Status: Exempt Under CEQA Guidelines Section 15262. Item Removed Off Agenda
Agenda Item Number 10 not heard.

11. Approval of City Council Values (as Recommended by Policy & Services Committee), 2026 Objectives, Ad Hoc Purpose Statements, and Committee Workplans MOTION: Vice Mayor Stone moved, seconded by Mayor Veenker to approve the r evised Council Values, as recommended by the Policy & Services Committee, with the following changes:

Item 2
Attachment A - March 9,
2026 Draft Action Minutes

Item 2: Staff Report
Pg.
4 Packet Pg. 11 of 128

DRAFT ACTION MINUTES

Page 4 of 6 ends

City Council Meeting
Draft Action Minutes: 03/09/2026

3. Accountable Governance. Earn public trust through transparent leadership, inclusive engagement, [and] open communication, and centering equity in decision-making.

5. [Equity and] Shared Prosperity and Housing Leadership . [Center equity in every decision, and] Advance housing, workforce, and social policies that promote inclusion, socioeconomic diversity, and opportunity

FRIENDLY AMENDMENTS INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE

MAKER AND SECONDER
MOTION PASSED: 7-0

MOTION: Mayor Veenker moved, seconded by Vice Mayor Stone to approve the 2026 City Council Group 1 Objectives , excluding objective 36 which will be referred to staff and returned to Council.

MOTION PASSED: 7-0

MOTION SPLIT FOR THE PURPOSE OF VOTING
MOTION: Mayor Veenker moved, seconded by Vice Mayor Stone add an additional 2026 City Council Group 1 Objective:
- Council support position allocation as a short -term pilot ( 6 to 12 months ) funded from the Council Contingency fund.

MOTION PASSED: 5-2, Reckdahl, Burt no

Closed Session
AA1. Public Employee Appointment
Title: City Attorney
Authority: Gov. Code Section 54957(b)
MOTION: Councilmember Reckdahl moved, seconded by Vice Mayor S tone to go into Closed Session.

MOTION PASSED: 7-0
Council went into Closed Session at 10:12 P.M.

Council returned from Closed Session at 11:28 P.M.

Item 2
Attachment A - March 9,
2026 Draft Action Minutes

Item 2: Staff Report
Pg.
5 Packet Pg. 12 of 128

DRAFT ACTION MINUTES

Page 5 of 6 ends

City Council Meeting
Draft Action Minutes: 03/09/2026
Mayor Veenker announced the Council will be continuing agenda item number AA1 to resume meeting at 5:15 P.M. on Wednesday, March 11, 2026.

Adjournment: The meeting was adjourned at 11: 29 P.M. and will be continued on Wednesday, March 11, 2026 at 5:15 P.M.

The City Council of the City of Palo Alto met on March 11, 2026 at 5:15 P.M. A continuation of the March 9, 2026 meeting.

Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely:

Absent:

Call to Order

Closed Session
AA1. Public Employee Appointment
Title: City Attorney
Authority: Gov. Code Section 54957(b)
MOTION: Vice Mayor Stone moved, seconded by Councilmember Lauing to go into Closed Session.

MOTION PASSED: 7-0
Council went into Closed Session at 5:18 P.M.

Council returned from Closed Session at 7:30 P.M.

Mayor Veenker announced no reportable action.

Adjournment: The meeting was adjourned at 7:32 P.M. on Wednesday, March 11, 2026.

Item 2
Attachment A - March 9,
2026 Draft Action Minutes

Item 2: Staff Report
Pg.
6 Packet Pg. 13 of 128

DRAFT ACTION MINUTES

Page 6 of 6 ends

City Council Meeting
Draft Action Minutes: 03/09/2026

ATTEST: APPROVED:
____________________ ____________________
City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC)

2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section

2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website.

Item 2
Attachment A - March 9,
2026 Draft Action Minutes

Item 2: Staff Report
Pg.
7 Packet Pg. 14 of 128

City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Office of Emergency Services
Meeting Date: March 23, 2026
Report #: 2602-5930
TITLE
Approval of a Facility Agreement and Pet Addendum between the City of Palo Alto and the American Red Cross for the use of designated city facilities during disasters. CEQA Status – Not a Project

RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager to execute the Facility Use Agreement (Attachment A) and the Pet Addendum (Attachment B) with the American Red Cross to authorize the use of the Cubberley Community Center, Mitchell Park Community Center, and Lucie Stern Community Center facilities, grounds and equipment for emergency congregant shelters required during disasters and to meet the mass care needs of disaster survivors. The Red Cross survey documents are included for the above, with the exception of Lucie Stern, since that facility is not anticipated to be used for sheltering near-term, but could have other supportive roles.

BACKGROUND
In 1973 the City of Palo Alto entered into an agreement with the American Red Cross to provide disaster shelter at the Cubberley Community Center. This agreement benefited both the City and Red Cross by providing City staff assistance and a City facility to serve the residents of Palo Alto as a shelter during a disaster. The City updated this agreement in 20041 and again in 2008. It has not been updated since that time.

The identification and evaluation of all potential sheltering facilities and locations to serve as an emergency congregant center was an objective listed in the City of Palo Alto’s Emergency 1 City Council, June 28, 2004; CMR: 300:04
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=77210&dbid=0&repo=PaloAlto&cr=1b Item 3
Item 3 Staff Report

Item 3: Staff Report
Pg.
1 Packet Pg. 15 of 128

Management Plan3 ). Each update of the City’s Emergency Operations Plan has identified Shelter and Mass Care services as an emergency function the City should be ready to provide.

Since that time Cubberley Community Center has been the only city-owned property with a facility agreement with the Red Cross for use as a disaster shelter.

The Cubberley Community Center served as an emergency congregant shelter during the 1998 flood, sheltering approximately 200 residents in the Pavilion building. There has not been a significant disaster since 1998 requiring the activation of an emergency shelter, although there have been times since then where small numbers of individuals have been housed in hotels following periodic residential fires and flooding in 2023.

The American Red Cross maintains a national shelter database of all the facilities in the United States with a facility agreement. This is known as the National Shelter System (NSS) and in Palo Alto it includes not only city-owned properties, but also facilities owned by other agencies who also have existing agreements.

ANALYSIS
Palo Alto is required to plan for sheltering displaced residents per the City’s Emergency Operations Plan4. When the need to establish Red Cross shelters arises, the City and the Red Cross will coordinate the mass care needs of the community. When activated by the City’s Director of Emergency Services, this agreement will allow the Red Cross the use of Cubberley Community Center, and the Mitchell Park Community Center facilities, grounds and equipment as an emergency congregant shelter and to support mass care needs for disaster survivors. This agreement is inclusive of an addendum that grants permission to the Red Cross to permit its clients while occupying a portion of the Premises (“Client”) to keep only those pet(s) as specified in the addendum and in compliance with its terms and conditions.

Per the agreement, a facility may be activated upon request by the Red Cross and if feasible, permitted by the owner to occupy and use the facility on a temporary basis to conduct emergency, disaster-related activities. This decision will be based on the type and scale of an incident and availability of the facility at the time of the incident. The Red Cross will notify the Owner or Facility Coordinator of the date when the Red Cross will vacate the Facility, which will trigger a set of actions to deactivate the shelter.
3City Council, January 11, 1999; CMR: 379:98
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=64162&page=1&dbid=0&repo=PaloAlto&searchid= 91162235-a12a-47b1-b282-5e8fcd36b79b&cr=1
4 City of Palo Alto Emergency Operations Plan, 2025;
https://www.paloalto.gov/files/assets/public/v/1/oes/plans/palo-alto-2025-emergency-operations-plan-final.pdf Item 3
Item 3 Staff Report

Item 3: Staff Report
Pg.
2 Packet Pg. 16 of 128

The operation of emergency shelter locations is a joint responsibility of the City of Palo Alto and the Red Cross. The Red Cross designates a Red Cross official to manage the activities at the facility. The City of Palo Alto designates a Facility Coordinator to coordinate with the Red Cross Manager. The City of Palo Alto will also provide staff and volunteer support within capabilities, to augment the efforts of Red Cross volunteers.

The Red Cross agrees to reimburse the City for any damage to the facility during use and replace foods or supplies that may be provided by the City and used by the Red Cross in the conduct of its relief activities as a shelter.

The Memorandum of Understanding shall remain in effect until terminated with written notice of non-renewal by either the City or the American Red Cross.

FISCAL/RESOURCE IMPACT
This activity does not have financial impact. If the facility is used by the Red Cross during a disaster, the City will seek reimbursement for our costs from either the Red Cross, CalOES, or FEMA if eligible.

STAKEHOLDER ENGAGEMENT
The Office of Emergency Services coordinated this staff report with the City Attorney’s Office and the Community Services Department.

ENVIRONMENTAL REVIEW
The proposed action is not a project under the California Environmental Quality Act (CEQA), as it involves a facility use agreement with no physical changes to the site.

ATTACHMENTS
Attachment A: Facility Use Agreement with the American Red Cross Attachment B: Pet Addendum to Facility Use Agreement
Attachment C: Red Cross Shelter Survey for Cubberley Community Center Attachment D: Red Cross Shelter Survey for Mitchell Park Community Center APPROVED BY:

OES Chief Kenneth Dueker, Director Office of Emergency Services Item 3
Item 3 Staff Report

Item 3: Staff Report
Pg.
3 Packet Pg. 17 of 128

LOG Facility Use Agreement Form V.6.0 2024-04-11 1
Facility Use Agreement

The American National Red Cross (“Red Cross”), a non-profit corporation chartered by the United States Congress, provides services to individuals, families, and communities when disasters strike. The disaster relief activities of the Red Cross are made possible by the American public, who support the Red Cross with generous donations. The Red Cross’s disaster services are also supported by facility owners who permit the Red Cross to use their buildings as shelters and other service delivery sites for disaster victims. This agreement is between the Red Cross and a facility owner (“Owner”) so the Red Cross can use the facility to provide services during a disaster. This agreement only applies when Red Cross requests use of the facility and is managing the activity at the facility.

Parties and Facility
Owner:

Full Name of Owner
Address
24-Hour Point of Contact
Name and
Title Work
Phone Cell

Address for Official
Notices (only if
different from above

Red Cross:

Chapter Name
Chapter Address
24-Hour Point of Contact
Name and
Title Work
Phone Cell

Address for Official
Notices
American Red Cross, Disaster Cycle Services Logistics, 8550 Arlington Blvd., Fairfax, VA 22031
Facility:

Insert name and complete street address of building or, if multiple buildings, write “See attached facility list,” and attach facility list, including complete street address of each building that is part of this agreement. If the Red Cross will use only a portion of a building, then describe the portion of the building that the Red Cross will use.

City of Palo Alto
250 Hamilton Ave
Nathan Rainey
OES Coordinator
650-444-5350
250 Hamilton Ave, Palo Alto, CA 94301
American Red Cross Silicon Valley Chapter
2731 N. 1st Street, San Jose, CA 95134

Red Cross 24-Hr. Activation Line 866-272-2237

Cubberly Community Center, 4000 Middlefield Road, Palo Alto, CA 94303 Mitchell Park Community Center, 3700 Middlefield Road, Palo Alto, CA 94303 Lucie Stern Community Center, 1305 Middlefield Road, Palo Alto, CA 94301

* Refer to the latest shelter surveys for details on the spaces at these sites that can be used in a shelter operation.

Item 3
Attachment A - Facility Use
Agreement with the
American Red Cross

Item 3: Staff Report
Pg.
4 Packet Pg. 18 of 128

LOG Facility Use Agreement Form V.6.0 2024-04-11 2
Terms and Conditions

1. Use of Facility: Upon request and if feasible, Owner will permit the Red Cross to use and occupy the Facility on a temporary basis to conduct emergency, disaster-related activities. The Facility may be used for the following purposes (both parties must initial all that apply):

Facility Purpose Owner Initials Red Cross
Initials
Service Center (Operations, Client Services, or Volunteer Intake)

Storage of supplies
Parking of vehicles
Disaster Shelter

2. Facility Management: The Red Cross will designate a Red Cross official to manage the activities at the Facility (“Red Cross Manager”). The Owner will designate a Facility Coordinator to coordinate with the Red Cross Manager regarding the use of the Facility by the Red Cross.

3. Condition of Facility: The Facility Coordinator and Red Cross Manager (or designee) will jointly conduct a survey of the Facility before it is turned over to the Red Cross. They will use the first page of the Red Cross’s Facility/Shelter Opening/Closing Form to record any existing damage or conditions. The Facility Coordinator will identify and secure all equipment in the Facility that the Red Cross should not use. The Red Cross will exercise reasonable care while using the Facility and will not modify the Facility without the Owner’s express written approval.

4. Food Services (This paragraph applies only when the Facility is used as a shelter or service center.): Upon request by the Red Cross, and if such resources are available, the Owner will make the food service resources of the Facility, including food, supplies, equipment and food service workers, available to feed the shelter occupants. The Facility Coordinator will designate a Food Service Manager to coordinate meals at the direction of and in cooperation with the Red Cross Manager. The Food Service Manager will establish a feeding schedule and supervise meal planning and preparation. The Food Service Manager and Red Cross Manager will jointly conduct a pre-occupancy inventory of the food and food service supplies before the Facility is turned over to the Red Cross. When the Red Cross vacates the Facility, the Red Cross Manager and Facility Coordinator or Food Service Manager will conduct a post-occupancy inventory of the food and supplies used during the Red Cross’s activities at the Facility.

5. Custodial Services (This paragraph applies only when the Facility is used as a shelter or service center.): Upon request of the Red Cross and if such resources are available, the Owner will make its custodial resources, including supplies and workers, available to provide cleaning and sanitation services at the Facility. The Facility Coordinator will designate a Facility Custodian to coordinate these services at the direction of and in cooperation with the Red Cross Manager.

6. Security/Safety: In coordination with the Facility Coordinator, the Red Cross Manager, as he or she deems necessary and appropriate, will coordinate with law enforcement regarding any security and safety issues at the Facility.

7. Signage and Publicity: The Red Cross may post signs identifying the Facility as a site of Red Cross operations in locations approved by the Facility Coordinator. The Red Cross will remove such signs when the Red Cross concludes its activities at the Facility. The Owner will not issue press releases or other publicity concerning the Red Cross’s activities at the Facility without the ES
CC
ES
CC
ES
CC
ES
CC
Item 3
Attachment A - Facility Use
Agreement with the
American Red Cross

Item 3: Staff Report
Pg.
5 Packet Pg. 19 of 128

LOG Facility Use Agreement Form V.6.0 2024-04-11 3
written consent of the Red Cross Manager. The Owner will refer all media questions about the Red Cross activities to the Red Cross Manager.

8. Closing the Facility: The Red Cross will notify the Owner or Facility Coordinator of the date when the Red Cross will vacate the Facility. Before the Red Cross vacates the Facility, the Red Cross Manager and Facility Coordinator will jointly conduct a post-occupancy inspection, using the second page of the Shelter/Facility Opening/Closing Form, to record any damage or conditions.

9. Fee (This paragraph does not apply when the Facility is used as a shelter. The Red Cross does not pay fees to use facilities as shelters.): Both parties must initial one of the two statements below:
a. Owner will not charge a fee for the use of the Facility.

Owner Initials _______ Red Cross Initials ______

b. The Red Cross will pay $ per: for the right to use and occupy the Facility Owner Initials ________ Red Cross Initials ______

10. Reimbursement: Subject to the conditions in paragraph 10(e) below, the Red Cross will reimburse the Owner for the following:
a. Damage to the Facility or other property of Owner, reasonable wear and tear excepted, resulting from the operations of the Red Cross. Reimbursement for facility damage will be based on replacement at actual cash value. The Red Cross, in consultation with the Owner, will select from bids from at least three reputable contractors. The Red Cross is not responsible for storm damage or other damage caused by the disaster. b. Reasonable costs associated with custodial and food service personnel and supplies which would not have been incurred but for the Red Cross’s use of the Facility. The Red Cross will reimburse at per-hour, straight-time rate for wages actually incurred but will not reimburse for (i) overtime or (ii) costs of salaried staff. c. Reasonable, actual, out-of-pocket costs for the utilities indicated bel ow, to the e xtent that such costs would not have been incurred but f or the Red Cross’s use of the Facility. (Both parties must initial all utilities that may be reimbursed by the Red Cross):

Owner Initials Red Cross Initials
Water
Gas
Electricity
Waste Disposal

d. The Owner will submit any request for reimbursement to the Red Cross within 60 days after the occupancy of the Red Cross ends. Any request for reimbursement must be accompanied by supporting invoices. Any request for reimbursement for personnel costs must be accompanied by a list of the personnel with the dates and hours worked.
e. If the disaster is a Federally declared disaster and Owner is a municipal, county, parish, or state government entity, then the Owner will work with appropriate emergency management agencies to seek cost reimbursement through the Federal Emergency Management Agency’s program for administering Public Assistance Category B under the Robert T. Stafford Act. The Red Cross is not obligated to ES
CC
ES
ES
CC
ES
CC
ES
CC
ES
CC
Item 3
Attachment A - Facility Use
Agreement with the
American Red Cross

Item 3: Staff Report
Pg.
6 Packet Pg. 20 of 128

LOG Facility Use Agreement Form V.6.0 2024-04-11 4
reimburse the Owner for costs covered by Public Assistance Category B.

11. Insurance: The Red Cross shall carry insurance coverage in the amounts of at least $1,000,000 per occurrence for Commercial General Liability and Automobile Liability. The Red Cross shall also carry Workers’.
a. Compensation coverage with statutory limits for the jurisdiction within which the facility is located and $1,000,000 in Employers’ Liability.

12. Indemnification: The Red Cross shall defend, hold harmless, and indemnify Owner against any legal liability, including reasonable attorney fees, in respect to claims for bodily injury, death, and property damage arising from the negligence of the Red Cross during the use of the Facility.

13. Term: The term of this agreement begins on the date of the last signature below and ends 30 days after written notice by either party.

Digital Signature: Each party agrees that either part's execution of this agreement by DIGITAL signature (whether ELECTRONIC or encrypted) is expressly intended to authenticate this AGREEMENT and to have the same force and effect as manual signatures. The term DIGITAL signature means any electronic sound, symbol, or process attached to or logically associated with a record and executed and adopted by a party with the intent to sign such record, including facsimile or email electronic signatures. The use of digital signatures is intended to facilitate more efficient execution and delivery of signed documents.

The American National Red Cross
Owner (Legal Name) (Legal Name)

By (Signature) By (Signature)

Name (Printed) Name (Printed)

Title Title

Date Date

City of Palo Alto
Ed Shikada
City Manager
Casey Copp
Digitally signed by Casey Copp
DN: cn=Casey Copp, o=American Red Cross, ou=NCCR,
[email protected], c=US
Date: 2026.02.10 15:31:20 -08'00'
Casey Copp
Community Disaster Program Manager
2/11/2026
Item 3
Attachment A - Facility Use
Agreement with the
American Red Cross

Item 3: Staff Report
Pg.
7 Packet Pg. 21 of 128

Page 1 of 3 ends

PET ADDENDUM TO FACILITY USE AGREEMENT
This Pet Addendum to Facility Use Agreement (“Addendum”) is hereby annexed to and made a part of the Facility Use Agreement (“Agreement”) having an effective date of ______, 20___, and entered into between ________________ (“Owner”) and The American National Red Cross, a nonprofit corporation, a Federally chartered instrumentality of the United States, and a body corporate under the laws of the United State (36 U.S.C. §§ 300101-300111 (2007) (“Red Cross”). Owner and Red Cross are each sometimes referred to herein as a “Party” and collectively, as “Parties”, as the context requires. Capitalized terms used, but not defined herein have the meanings set forth in the “Agreement”.

Owner hereby grants permission to the Red Cross to permit its clients while occupying a portion of the Premises (“Client”) to keep only those pet(s) described below upon the terms and conditions in this Addendum. All pets are subject to the following general policies:

1. Clients’ household pets, including assistance/therapy animals (each as defined by applicable law) are permitted to be kept on and in the area of the Facility designated on Exhibit A of this Addendum (“Pet Area”), or other areas (designated by Owner) in the building.

2. Clients’ service and/or guide animals (as defined by applicable law) are permitted to be kept in the same area of the Facility as the Client.

3. At all times when a client’s pet is outside the Pet Area, the pet must be secured by either a leash, or in a carrier or other container and restrained in such a way so as not to cause any damage to people or the Facility. Except for service and/or guide animals, no pet is permitted in any part of the Facility, other than the Pet Area, or other areas designated and approved by Owner.

4. Owner’s personnel shall avoid physical contact with any pet and shall enter the Pet Area only accompanied by the Red Cross Representative (identified in the Agreement) or Animal Welfare Organization (AWO) providing care and/or support of the pet.

5. Red Cross agrees that it, acting through the AWO, shall be responsible for sheltering, feeding, maintaining, and overseeing the welfare of the pets in compliance with all applicable laws and regulations, including but not limited to all state law and local ordinances regarding pet ownership and liability.

6. The Parties may execute and deliver this Addendum in counterparts.

7. Except as otherwise set forth in this Addendum, the terms of the Agreement remain in effect.

8. The term of this Addendum shall be coterminous with the term of the Agreement.

The Parties have executed and delivered this Addendum as of the Effective Date.

[Signatures follow on next page]

City of Palo Alto, CA
26 Item 3
Attachment B - Pet
Addendum to Facility Use
Agreement

Item 3: Staff Report
Pg.
8 Packet Pg. 22 of 128

Page 2 of 3 ends

IN WITNESS WHEREOF, the Parties, acting through their duly authorized officers, have executed this Contract, which shall come into force as of the latest date of the signatures below.

OWNER RED CROSS
Name: ____________________________

By: _____________________________________
Signature

Print Name: _____________________________

Title: ___________________________________
The American National Red Cross

By: _____________________________________
Signature

Print Name: _____________________________

Title: ___________________________________

City of Palo Alto
Ed Shikada
Casey Copp
City Manager
Community Disaster Program Mgr
Casey Copp
Digitally signed by Casey Copp
DN: cn=Casey Copp, o=American
Red Cross, ou=NCCR,
[email protected],
c=US
Date: 2026.02.11 11:19:33 -08'00'
Item 3
Attachment B - Pet
Addendum to Facility Use
Agreement

Item 3: Staff Report
Pg.
9 Packet Pg. 23 of 128

Page 3 of 3 ends

Exhibit A
Diagram of Pet Area (include location of pet waste disposal bins/areas) Item 3
Attachment B - Pet
Addendum to Facility Use
Agreement

Item 3: Staff Report
Pg.
10 Packet Pg. 24 of 128

Shelter Facility Survey

BASIC SHELTER INFORMATION
Red
Cross
Site Name/
School District
NSS ID# Date
Building #Name of
building
of
Shelter address
Town/
City
County/
Parish
State
Mailing Address
(if different)

FEMA DHS TSA SBC
Red Cross
managed
Red Cross
partner
Red Cross
supported
Independent
Evacuation General Medical
Shelter Capacity (See Surveyor Instructions #1)
Total sq feet
Sq feet usable for
sleeping space
Other
Other
Evacuation
Post Impact
Other
usable sq ft ÷ 20 sq ft/person =
usable sq ft ÷ 40 sq ft/person =
usable sq ft ÷ sq ft/person =
person capacity
person capacity
person capacity
Shelter Capacity
Phone # WebsiteFax #
Shelter Facility Survey 1
General facility notes
Agency operating shelter
(check one)
Shelter agency type
(check one)
Shelter type (check all that apply)
Geographic Information
Latitude Longitude Elevation
Use major landmarks (e.g. highways, intersections, rivers, railroad crossings, etc.) that will be easily recognizable in a disaster.

Latitude and longitude coordinates can be found at online web sites, using a global positioning system device, or will auto populate when the address is entered into the National Shelter System.

No NoYes Hurricane category or
evacuation area
YesIn storm surge/
evacuation
In flood
plain
year flood
impact
Directions to facility
Zip
Code
Town/
City
County/
Parish
State Zip
Code
Use the calculations to calculate the capacity for sleeping space.

Rev. 8-15-2011
Cubberly Community Center
53635
2/19/2026
4000 Middlefield Road
Palo Alto
Santa Clara
CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster are detailed starting on page 7.

37.4165045
-122.1071228
19 feet
Exit highway 101 onto San Antonio Road heading west. Turn right onto Middlefield Road (north). Cubberly Community Center will be on the left at Montrose Ave.
94303
Rooms H6 and/or L6 with tarps and kennels
Community Services Senior Manager
Recreation Coordinator
L
Chase Hartmann
Facilities Manager
aines
3/26/2008
Attached to the NSS Survey fax
Jim Mollerus
Chase Hartmann
Sheltering Coordinator
Facilities Manager
American Red Cross SVC
City of Palo Alto
There are other areas of the facility that are leased by other organizations and these spaces are generally not available except in extreme emergencies. These spaces have been excluded from this survey write-up. See site map for details. 1 No sprinklers in any of the buildings.

T-2 Office and the Theatre
Nathan Rainey
Emergency Services Coordinator
Shelters are a top priority for city building inspectors after a disaster. 15 17
There is no longer a mens shower/locker room on site. Women's showers may be used for mens during specific time windows or showers arranged for at a local gym. See page 8 for more info on local gyms. 120
3 120
Until Gym A and/or Gym B are returned to service, feeding should be conducted in a dedicated area of the Pavilion.

Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.

There is only one accessible shower on
end of the wand. These will need to be installed to make them usable. The women's accessible shower can be used by males during the premises located in the Women's shower. At the time of the inspection it was missing the control lever and shower head off the pre-designated male showering times.
0 0
Many
Many
GYM B (100' x 56' = 5,600 sqft): Feeding in a max-sized shelter. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no sprinklers.

GYM A (100' x 56' = 5,600 sqft): Secondary dormitory. Wood floors need to be tarped. No heat or A/C. Fire extinguisher, no sprinklers. (Note: no restrooms inside Gym A or B)
WOMEN'S SHOWERS (located on the back-side of Gym A): 4 sinks, 4 stalls (including 1 accessible stall), 15 showers (including 1 accessible).

MEN'S SHOWERS: removed in 2019.

NOTE ON SHOWERS: a work-around to having only one accessible shower in the women's restroom is to designate male shower times using the women's showers. Sewer hook-ups for portable showers are in the rear parking lot near Building I and between rooms G7 and J5. Another option is to use nearby gyms for showers. The best options are the following:
smoke detector, but no sprinklers. Heating, but no A/C.

PAVILLION (102' X 105', 10,710 square feet): Primary dormitory & feeding space. The main hall has no windows. There is a fire alarm & PAVILLION LOBBY (43' x 18' = 774 square feet): Use for registration area and dormitory access control PAVILLION MEN'S REST REOOM: 3 sinks, 2 urinals, 3 stalls (including 1 accessible stall) Palo Alto YMCA (NSS #75765) 3412 Ross Road, Palo Alto, CA 650-856-9622 Oshman Family JCC: 3921 Fabian Way, Palo Alto, CA 650-223-8680 The following spaces are also available, though do require walking through the areas of the campus that house the school. These spaces should not be used for general dormitory or client services. See the accompanying notes on how they can be used.

Has heating, tile floor, sink, but no A/C.

ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.

ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.

ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.

COT SPACE: 60% 16,310 sq. ft. Dormitory Space = ~9,800 sq. ft. (Note: 40% of Dormitory Space is reserved for isles and doorways) DORMITORY SPACE: 10,710 sq. ft. Pavilion + 5,600 sq. ft. Gym A = 16,310 sq. ft.

EVACUATION SPACE: 9,800 sf Cot Space + 3,360 sf of Gym B = 13,160 sf (Note: 40% of space is reserved for isles and doorways) TOTAL SPACE: 10,710 Pavilion + 11,200 Gyms A&B, 774 Pavilion Lobby+ 648 Rm H1 + 1,296 Rm H6 + 1,242 Rm L6 = 25,870 sq. ft.

SUPPORTING OUTDOOR POPULATIONS:

Cars & RV's: South lot (next to the Pavillion) but in the rows furthest from the building Tents: Soccer Field 2 on the back-side of the facility
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center

Item 3: Staff Report
Pg.
11 Packet Pg. 25 of 128

ADDITIONAL INFORMATION
No Date signed Notes
NoPre-designated shelter
team assigned
Team name
NoCurrent facility floor
plans available
Location of copies
Yes
Yes
Yes
Shelter agreement
signed
NoYesInternational Association of Venue Managers (IAVM) facility NoYesShelter can be a hurricane evacuation shelter Notes Phone #
Phone #
Phone #
Use the Standards for Selection of Hurricane Evacuation Shelters to select hurricane evacuation shelters. In this document, you will find a planning process that involves many factors (e.g. technical information for storm surge and flood mapping). This process requires close coordination with local officials for technical information to make decisions about hurricane shelter suitability. Use the Facility Construction section to assist with determining whether this can be a hurricane evacuation shelter.

Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.

MEN'S SHOWERS: removed in 2019.

Has heating, tile floor, sink, but no A/C.

ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.

ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.

ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.

SUPPORTING OUTDOOR POPULATIONS:

Item 3: Staff Report
Pg.
12 Packet Pg. 26 of 128

Survey Conductors (List all who participated in the survey) Name Title Organization Phone #
Shelter Facility Survey 3

LIMITATIONS OF FACILITY USE
Check one This facility will be available for
use at any time during the year
This facility is only available for use
during the time periods listed below
This facility is not available for use
during the time periods listed below
Dates (mm/dd/yyyy) Times (hh:mm)
From AM PM
AM PM
Dates (mm/dd/yyyy) Times (hh:mm)
AM PM
AM PM
From
ToTo
List any recurring dates that the facility
is not available (e.g. every sunday)
Areas of the facility that
are restricted during use
Shelter Facility Survey

FACILITY CONSTRUCTION & SAFETY
Facility Construction
Wood Construction
material
Masonry/Brick Pre-fab Bungalow Concrete Metal Trailer Pod # stories/
floors
Notes
NotesNoElevator LocationYes
NoOpen roof-spans (see Standards for Selection of
Hurricane Evacuation Shelters for current standards) LengthYes NoWindows in
sleep area
Yes NoIf yes, shatter
protected
Yes NoIf yes, protected
with shutter
Yes
Other
Fire & AED Safety
Fire alarms & systems
(check all that apply)
Working smoke
detectors
Inspected fire
alarm system
Functional
sprinkler system
Functional direct fire
department alert
Comments from
fire department
AED(s) on site NoYes Location
Some facilities may not meet fire codes based on building capacity. The questions below are a general reference. Contact your local fire department with questions or for more information.

Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.

MEN'S SHOWERS: removed in 2019.

Has heating, tile floor, sink, but no A/C.

ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.

ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.

ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.

SUPPORTING OUTDOOR POPULATIONS:

Item 3: Staff Report
Pg.
13 Packet Pg. 27 of 128

SANITATION, FEEDING & UTILITIES
Natural
GasHeating Electric Propane Fuel
Oil
Natural
Gas
Cooling Electric Propane
NoShowers available # of showersYes NoToilets available Yes # of toilets NoSelf-sufficient power Yes Type
Emergency
generator on site
NoYes Notes
Check all that apply
Check all that apply Natural GasCooking Electric Propane Well(s)Water Municipal Trapped Total estimated seating
capacity for eating
Feeding
Food Prep (check all that apply) Warming oven kitchen Full service Central kitchen (delivery) Food stock
stored on site
NoRefrigeration
units on site YesNoYes # meal can
be served
# units
Seating
capacity
Cafeteria Snack
Bar
Other indoor
seating
Notes on
feeding
Phone #

ACCESSIBILITY
Facility
Construction
Facility built in 1993 or later, or extensively altered in 1992 or later.

Parking Areas
NoAccessible parking
space(s)
Yes
Parking available.

Notes
NoVan accessible
parking space(s)
Yes Notes
See accompanying Shelter Facility Survey-Accessibility Instructions.

Answer below if parking is available
Drop-off/
Loading Area
Permanent drop-off area/loading zone with marked access aisle or space available to designate as temporary drop-off area/loading zone.

NoYes
Yes No
NoYes
The recommended ratio for toilet facilities is a minimum of 1 toilet for 20 people. The optimum scenario for showers is 1 shower for every 25 residents. Count all facilities that will be available to shelter residents and staff.

Note fuel requirements, generator capacity, facility areas supported by generator(s), and other relevant information.

Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.

MEN'S SHOWERS: removed in 2019.

Has heating, tile floor, sink, but no A/C.

ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.

ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.

ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.

SUPPORTING OUTDOOR POPULATIONS:

Item 3: Staff Report
Pg.
14 Packet Pg. 28 of 128

Shelter Facility Survey
Shelter Facility Survey 5
Facility
Entrance
Routes to
Service
Delivery Areas
Sidewalk connects parking area and any drop-off area to at least one facility entrance.

Route from accessible parking spaces and any drop-off area/loading zone to at least one facility entrance has no steps or curbs without curb cuts.

Where route crosses curb, curb cuts are at least 36” wide.

Automatic doors or doors without knob hardware.

Doorways at least 32” wide when door is open.

Using a yard stick held horizontally at your waist level, walk from the facility entrance to each service delivery area, as well as restrooms and showers. Except at doorways (which must be only 32” wide), no part of the route is less than 36” wide.

Level landings on interior and exterior sides of entry door.

No objects protrude from the side more than four inches into the route to the facility entrance.

No objects protrude from the side more than 4” into the routes to the various service delivery areas.

If the main facility entrance does not appear to be accessible, another entry is accessible.

A sign identifies the location of the accessible entrance.

A route without steps is available to access each service delivery area, as well as restrooms and showers or service can be provided in area that can be accessed by route with no steps.

Automatic doors or doors without knob hardware.

Route has vertical clearance of at least 80”.

Doorways at least 32” wide when door is open along routes to each service.

If a service delivery area is accessible only by elevator, there is back-up power for the elevator(s).

Ramps
If yes, type of ramp
Ramps are at least 36” wide, have handrails on both sides 34”-38” above the ramp surface, and have level landings at least 60” long.

If ramps are longer than 30 feet, a level landing at least 60" long is provided every 30 feet.

Fixed Portable Not provided
Restrooms
Toilet seat is 17"-19" high. Flush control is automatic or manual control on the open side of the toilet and no higher than 48".

Space at least 9" high is provided beneath the front and one side of the stall.

Stall at least 60" wide and 56" deep (wall-mounted toilet) or 59" deep for (floor mounted toilet).

Toilet's centerline is 16"-18" from the nearest side wall.

Area where person in a wheelchair can turn around (60-inch diameter circle or T-shape turn area).

Doorways at least 32" wide when door is open.

Doors without knob hardware.

Appropriate grab bars.

Toilet paper dispenser is within 36" of the rear wall.

At least one accessible sink.

NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
Yes No
NoYes
NoYes
NoYes
NoYes
Rev. 8-15-2011
Cubberly Community Center
53635
2/19/2026
4000 Middlefield Road
Palo Alto
Santa Clara
CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster are detailed starting on page 7.

Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.

MEN'S SHOWERS: removed in 2019.

Has heating, tile floor, sink, but no A/C.

ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.

ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.

ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.

SUPPORTING OUTDOOR POPULATIONS:

Item 3: Staff Report
Pg.
15 Packet Pg. 29 of 128

At least one accessible shower stall with appropriate grab bars.

Shower seat 17"-19" high. If in transfer stall, seat is on the wall opposite the shower controls. If in roll-in shower, seat is on wall adjacent to the shower controls.

Hand-held shower spray with ability to mount at 48" (typically via a mount that can be adjusted along a fixed vertical bar), or alternatively a fixed shower head at 48".

Controls do not require tight grasping, pinching or twisting and are mounted 38"-48" high and no more than 18" from the front of the shower.

Answer below if showers are available
Facility has at least one accessible entrance and one accessible restroom, and otherwise is capable of being made accessible during a disaster with minor adjustments.

Facility would require extensive adjustments to be accessible during a disaster.

Relevant areas of the facility are accessible to people with disabilities without adjustments.

Not provided
Eating areas At least some tables have tops 28"-34" high and space underneath at least 27" high, 30" wide and 19" deep.

Serving line or counter no higher than 34".

OTHER CONSIDERATIONS
Special conditions or
restrictions for laundry
Isolated care
areas
Yes
Laundry
facilities
NoYes # of
washers
# of
dryers
Who can access the
laundry facilities
Shelter
residents
Shelter
workers
Additional Facilities & Space
Shelter
area
Type
of area
Rooms Separate
facility/area
Shelter
registration area
NoYesNo
Available Materials
Cots
available
NoYes # of cots Location
LocationBlankets
available
NoYes # of
blankets
Notes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
One cot and two blankets per shelter resident is recommended. Note all available materials for shelter use in the notes section.

Chairs & tables
available
NoYes # of
chairs
# of
tables
Children's supplies (e.g.
cribs & changing table)
NoYes
Rev. 8-15-2011
Cubberly Community Center
53635
2/19/2026
4000 Middlefield Road
Palo Alto
Santa Clara
CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster are detailed starting on page 7.

Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.

MEN'S SHOWERS: removed in 2019.

Has heating, tile floor, sink, but no A/C.

ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.

ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.

ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.

SUPPORTING OUTDOOR POPULATIONS:

Item 3: Staff Report
Pg.
16 Packet Pg. 30 of 128

Shelter Facility Survey
Shelter Facility Survey 7
Facility Ownership & Proximity Considerations
Does the entity that plans to manage the shelter own the building? If no, is there a current written plan? NoYes
Is this facility within five miles of an evacuation route? Is this facility within ten miles of a nuclear power plant? Groups Associated with the Facility & Training
Facility staff required when using facility?
Paid feeding staff required when using facility?
Church auxiliary required when using facility?
Fire auxiliary required when using facility?
Other required?
Will any of the above groups be trained or experienced in Red Cross shelter operations or support? If yes, describe
capabilities
Has the facility been trained in Red Cross sheltering (if not Red Cross managed)? If yes, describe
capabilities
Training requested by facility or group

ADDITIONAL NOTES & INFORMATION
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
NoYes
Other
# of staff to be trained
Rev. 8-15-2011
Cubberly Community Center
53635
2/19/2026
4000 Middlefield Road
Palo Alto
Santa Clara
CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster are detailed starting on page 7.

Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.

MEN'S SHOWERS: removed in 2019.

Has heating, tile floor, sink, but no A/C.

ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.

ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.

ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.

SUPPORTING OUTDOOR POPULATIONS:

Item 3: Staff Report
Pg.
17 Packet Pg. 31 of 128

Shelter Facility Survey
Shelter Facility Survey 8
Chapter Category / Priority of Use: Designated by chapter leadership after the survey is completed.

OFFICE USE ONLY (Do not fill out box during survey)
This is a primary shelter for
(check one)
Evacuation
Center
General
population
Shelter cannot be used for
(check all that apply)
Evacuation
Center
General
population
This is a priority shelter for the
following events (check all that apply) EarthquakeHurricane Large Scale Fire / Flood / ADDITIONAL NOTES & INFORMATION, continued
Rev. 8-15-2011
Cubberly Community Center
53635
2/19/2026
4000 Middlefield Road
Palo Alto
Santa Clara
CA
25,870
9,800
13,160
9,800
658
245
https://www.cityofpaloalto.org/Departments/
Community-Services/Facility-Rentals/
Community-Centers/CUBB
This site has several long-term tenants, including PAUSD, that occupy most of the rooms. See the facility map for those spaces that are so occupied and unavailable for use. The main spaces that are available for use in supporting a disaster are detailed starting on page 7.

Pavilion concession room off the lobby has 3 refrigerators that can be used to store perishables.

MEN'S SHOWERS: removed in 2019.

Has heating, tile floor, sink, but no A/C.

ROOM H1 (24' x 27' = 648 sq. ft. excluding tiered seating area): use as an isolation room or shelter worker break room.

ROOM H6 (48' x 27' = 1,296 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, tile floor, sink, but no A/C.

ROOM L6 (46' x 27' = 1,242 sq. ft.): use as a co-located pet shelter or isolation room. Has heating, laminated floor, but no A/C.

SUPPORTING OUTDOOR POPULATIONS:

Item 3: Staff Report
Pg.
18 Packet Pg. 32 of 128

/gid00022/gid00132/gid00022/gid00135/gid00022/gid00133/gid00022/gid00136/gid00022/gid00138 /gid00007/gid00132
/gid00007/gid00133
/gid00007/gid00134
/gid00007/gid00135
/gid00007/gid00136
/gid00007/gid00137
/gid00007/gid00138
/gid00006/gid00132
/gid00006/gid00134
/gid00006/gid00135
/gid00006/gid00136
/gid00006/gid00137
/gid00006/gid00138/gid00005/gid00138
/gid00005/gid00137
/gid00005/gid00132
G5
/gid00002/gid00048/gid00031/gid00036/gid00047/gid00042/gid00045/gid00036/gid00048/gid00040 PAUSD
Oﬃce Hours: Monday - Thursday 8:30am to 5:30pm
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center

Item 3: Staff Report
Pg.
19 Packet Pg. 33 of 128

with
tables
Without
tables
D-6, D-7, E-5 Classroom 36 45 23'x30' 700 10 20 Carpet ✓ ✓ UP, E-5 has a counter with sink
P-2 Classroom 18 26 19x21 400 7 20 UP Carpet ✓ ✓ UP, Counter with sink U-7 Activity Room 40 67 32x36 1150 20 60 UP Tile ✓ UP, Counter with sink H-1 Lecture Room 40 125 40x48 1900 15 136 UP Carpet ✓ ✓ ✓ UP, Counter, with sink, TS, Upright Piano
H-6 Activity Room 75 100 30x48 1400 19 60 M Tile ✓ ✓ ✓ M, Counter with sink, Microwave
L-6 Dance Studio 35 35x47 1650 1 10 M Marley ✓ ✓ Portable Dance Bars Gym A Gynasium 100 345 55x100 5500 2 20 M Wood ✓ Bleachers Gym B Gynasium 130 450 72x100 7200 3 30 M Wood ✓ Bleachers Pavilion Gynasium 770 1600 108x180 11700 13 240 M Wood ✓ Bleachers Theater 317 28x35 1000 8 317 FS Wood ✓ ✓
M- metal chairs TS- tiered seating UP- upholstered chairs FS- fixed seating OC- orchestra chairs Room
Tables
Chairs
Floor
Type White boardWi-FiMirrorsScreen
Cubberley Community Center
Capacity
Room Type
Dimensions
Square Footage
Room Rental Amenities
Item 3
Attachment C - Red Cross
Shelter Survey for
Cubberley Community
Center

Item 3: Staff Report
Pg.
20 Packet Pg. 34 of 128

To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26 Red Cross On-Site Shelter Survey Form
The Red Cross surveyor records the information on this form. (Instructions and definitions below form.) Site Name: Address:

Red Cross representative: Red Cross contact info:

Person completing form: Date completed:

Check and describe all modifications that may be required to use this site as a shelter. Refer to the last page for definitions.
☐ Accessible Parking1 ☐ Accessible Sidewalk or Walkway2 ☐ Accessible Entrance3 ☐ Accessible Route to Service Areas4 ☐ Accessible Toilets5 ☐ Distraction Reduced Area6
☐ Accessible Sinks7 ☐ Accessible Shower Facilities8
☐ Power Supply Access9
Other Needs and Details:
☐ Refrigeration10
AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name11: Length: Width: Sq Ft of Area:

Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge12 ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter ☐ Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N If any of the items below are accessible to multiple areas, please split them up amongst the areas.

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:
��
��
��
��
��
■
■
■
Modern facility with heat & A/C throughout. No showers on site.

El Palo Alto West
50'
32'
1,600
4 men & 7 women (11 tot)
1M & 1 W (2 tot)
0 0
2M & 2 W (4 tot)
1M & 1W (2 tot)
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center

Item 3: Staff Report
Pg.
21 Packet Pg. 35 of 128

To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26 AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter ☐ Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N If any of the items below are accessible to multiple areas, please split them up amongst the areas.

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

Please print additional pages for each area being surveyed. ■
■
■
■
El Palo Alto East & Kitchen
50 32
1,548
0 0
0 0
1 1
Matadero
37 21
777
0 0
0 0
2 1
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center

Item 3: Staff Report
Pg.
22 Packet Pg. 36 of 128

To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26 AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter ☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N If any of the items below are accessible to multiple areas, please split them up amongst the areas.

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter ☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N If any of the items below are accessible to multiple areas, please split them up amongst the areas.

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

Please print additional pages for each area being surveyed. ■
■
■
■
■
Oak
45 23
1,035
1 0
0 0
1 1
Teen Center
45 32
1,440
0 0
0 0
0 0
Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center

Item 3: Staff Report
Pg.
23 Packet Pg. 37 of 128

To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26 AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

Please print additional pages for each area being surveyed. ■
■
Adobe North and South
43 36
1,548
0 0
0 0
1 1
0 Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center

Item 3: Staff Report
Pg.
24 Packet Pg. 38 of 128

To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26 AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

Please print additional pages for each area being surveyed.

Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center

Item 3: Staff Report
Pg.
25 Packet Pg. 39 of 128

To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26 AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

Please print additional pages for each area being surveyed. 0 Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center

Item 3: Staff Report
Pg.
26 Packet Pg. 40 of 128

To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26 AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter ☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N If any of the items below are accessible to multiple areas, please split them up amongst the areas.

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

AREA INFORMATION:

Most facilities have multiple, separate spaces available that can be used. Record details about each area.

Area Name: Length: Width: Sq Ft of Area:

Intended Uses: ☐ Dormitory ☐ Feeding ☐ Safest Refuge ☐ Reception ☐ Client Meeting Areas ☐ Pet Shelter ☐Administration/Storage ☐ Client Isolation Area
Windows in the Area: ☐ Y ☐ N Long or Open Roof Spans in Dormitory: ☐ Y ☐ N If any of the items below are accessible to multiple areas, please split them up amongst the areas.

Total Number of toilets: Number of Accessible toilets:

Total Number of showers: Number of Accessible showers:

Total Number of bathroom sinks: Number of Accessible bathroom sinks:

Please print additional pages for each area being surveyed.

Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center

Item 3: Staff Report
Pg.
27 Packet Pg. 41 of 128

To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-06

INSTRUCTIONS
This PDF form provides a paper-based method for the Red Cross to capture necessary shelter survey information when not making direct electronic entry into the National Shelter System (NSS). Once information is recorded on this worksheet, a qualified Red Cross worker enters it into the National Shelter System.

Use this form in conjunction with the Shelter Facility Owner Pre-Survey Form, completed by the facility owner or their representative prior to Red Cross scheduling the survey.

The identified Red Cross relationship manager may send the Shelter Facility Owner Pre-Survey Form to the facility owner or their representative by email with the below language:

Subject: Red Cross shelter survey
Body: <Greetings>
Thank you for agreeing to have your site identified as a potential disaster shelter. Included with this email is a fillable PDF that Red Cross would like for you to fill out. Once completed, please email it back to <insert name and email address of Red Cross POC>. Our team will review the information and then schedule a time for Red Cross to visit in-person and collect additional information and photographs. Either myself or one of my colleagues will be contacting you to schedule a time for us to complete the survey. All of these details will then be recorded in the National Shelter System which disaster managers use when considering potential shelters and their suitability for particular emergencies. When a disaster occurs and your ownership is supportive of the Red Cross using your facility, we will work with your representative to complete a facility use agreement and opening inspection form.
<Insert the language in this paragraph when the facility may serve as a hurricane evacuation shelter or delete this section if the site will never be considered during a hurricane evacuation .> As the facility may be opened to serve clients during hurricane evacuations, we would like for you to advise if the site has hurricane safe windows and if the facility has a wind load certification. You can include those details in the email when you return the completed PDF.>
I look forward to answering any questions you have or that arise as you complete this form.

Thank you,
<Name>
<Signature Line>
When completing the shelter survey and site visit, photographs, diagrams and floor plans of various entrances and areas of the shelter may be captured and uploaded into the NSS.

Refer to the final page for definitions and explanation associated with the survey form.

Contact [email protected] with any questions.

Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center

Item 3: Staff Report
Pg.
28 Packet Pg. 42 of 128

To Be Used by Red Cross Surveyor
MC Red Cross On-Site Shelter Survey Form V.1.0 2024-08-26

DEFINITIONS
1 Accessible Parking - The parking space surface appears level and is marked with an accessibility symbol. It is adjacent to an accessible walkway, is at least 96-inches wide and there is at least 98-inches of overhead clearance. 2 Accessible Sidewalk or Walkway - At least 36-inches wide, level surface without hazards on the route or overhead that does not require any steps or curb to the walkway. 3 Accessible Entrance - Entrance connected to an accessible route with a 32-inch-wide passage when the door is open. Door hardware is usable with one hand (lever, pull). 4 Accessible Route to Service Areas - Hallways and corridors at least 36-inches wide with level surface, and no hazards on the route or overhead to all service areas. Elevator access is available when above and below ground. 5 Accessible Toilets - Accessible entrance to the toilet area. The stall must be at least 60-inch wide and 59-inch deep with a door that swings out from the stall, grab bars, and toilet seat 17 to 19 inches above the floor. 6 Distraction Reduced Area - Separate area from main sleeping and service areas with space for physical distancing and low lighting.
7 Accessible Sinks - Sinks and countertops no more than 34-inches above the floor, with mirrors no more than 40 inches above the floor. There must be an open space below the sink for knee clearance at least 27-inches high and 8-inches deep
8 Accessible Shower Facilities - Entrance to shower allows roll-in, is at least 30-inches wide and 60-inches deep, with grab bars and a seat.
9 Power Supply Access Area - Backup source of power is available for clients with life-saving equipment. 10 Refrigeration - Facility has refrigerator available to store life-saving medication for clients. 11 Area Name – The surveyor should record the name used by the facility (i.e.: East Gymnasium, Cafeteria Hall, Conference Room 3, etc.)
12 Safest Refuge Area – The designated safest area for the population to take temporary refuge during external threats such as gale force winds or tornado. Identify an interior, enclosed hallway or room which does not have windows or a wide roof span.

Item 3
Attachment D - Red Cross
Shelter Survey for Mitchell
Park Community Center

Item 3: Staff Report
Pg.
29 Packet Pg. 43 of 128

City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: IT Department
Meeting Date: March 23, 2026
Report #:2602-5970
TITLE
Approval of Purchase Order C26196995 with Insight Public Sector, Utilizing OMNIA Cooperative Contract No. 23-6692-031, to Procure Mimecast Subscription services, including vendor maintenance, updates, and technical support services, for a 3-Year Term with an Annual Amount of $93,383 for a Total Not-To-Exceed Amount of $281,093; CEQA status - exempt under regulation 15601(b)(3).

RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or designee execute Purchase Order C26196995 with Insight Public Sector, utilizing the above-noted OMNIA Cooperative Contract No. 23-6692-03, to procure Mimecast Subscription Services for a 3-year term (March 27, 2026 to March 26, 2029) with an annual amount of $93,383 and a total not-to- exceed amount of $281,093 (Attachment A).

BACKGROUND
The City uses Mimecast services for all inbound and outbound email security, email archiving, email Public Records Act (PRA) requests, and Secure email messaging as part of an integrated hosted solution for securing the city’s email content. City started utilizing Mimecast subscription services through Insight Public Sector using the OMNIA Partners cooperative contract with the initial coverage period beginning January 4, 2024, and ending January 4, 2025.

During the initial term, the City expanded Mimecast services to include email archiving, large file send, and related capabilities, with coverage from July 31, 2024, through March 26, 2025.

The City renewed Mimecast for the current coverage period of March 27, 2025, through March 26, 2026. Staff now recommend continuing Mimecast subscription and support under the same OMNIA cooperative contract for a three-year term beginning March 27, 2026, and 1 Insight Public Sector Contract Documentation: https://www.omniapartners.com/suppliers/insight-public- sector/public-sector/contract-documents#c7094
Item 4
Item 4 Staff Report

Item 4: Staff Report
Pg.
1 Packet Pg. 44 of 128

ending March 26, 2029; the current quote reflects this three-year commitment and the corresponding annual coverage periods within that term.

ANALYSIS
Staff recommend continuing with Mimecast to ensure uninterrupted citywide email security, email archiving, and discovery search capabilities that are essential to daily operations and compliance with the PRA requests. Mimecast provides a reliable, integrated platform that protects the City’s email environment from cyber threats while preserving and indexing email records for efficient legal discovery and public records responses.

Maintaining a single, integrated solution is the most efficient and cost-effective approach.

Mimecast consolidates security, archiving, and search into one platform, reducing complexity and minimizing administrative overhead. Discontinuing Mimecast would require the City to procure and manage multiple separate products to replicate the same functionality. This would increase overall costs, create additional contract and vendor management burdens, require new system integrations, and introduce operational and compliance risk during transition and implementation.

Procuring Mimecast through Insight Public Sector under the OMNIA Partners cooperative contract leverages competitively solicited cooperative pricing. The proposed three-year commitment provides predictable, stable pricing and supports long-term budget planning. The annual costs are as follows:
Year 1: $94,327
Year 2: $93,383
Year 3: $93,383
Year 1 includes a one-time configuration assistance service reflected in Attachment A. Years 2 and 3 reflect only recurring subscription costs. This structure ensures cost stability for the term of March 27, 2026, through March 26, 2029, while maintaining critical cybersecurity protections and compliance capabilities for the City.

FISCAL/RESOURCE IMPACT
Funding for Year 1 in the amount of $94,3267 has already been appropriated through the City’s annual budget process. Funding for Years 2 and 3 will be reviewed and considered as part of future budget development cycles.

Item 4
Item 4 Staff Report

Item 4: Staff Report
Pg.
2 Packet Pg. 45 of 128

The Information Technology Department (ITD) is supported through an internal service fund model. Approximately 49% of ITD’s costs are funded by the General Fund, with the remaining 51% supported by enterprise and special revenue funds.

STAKEHOLDER ENGAGEMENT
The services were coordinated with internal stakeholders and the service provider.

ENVIRONMENTAL REVIEW
The approval of this contract is exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061(b)(3).

ATTACHMENTS
Attachment A: Insight Public Sector Quote No. 0229159183 APPROVED BY:

Darren Numoto, Chief Information Officer; Lisa Bolger, Assistant Director Information Technology/CTO
Item 4
Item 4 Staff Report

Item 4: Staff Report
Pg.
3 Packet Pg. 46 of 128

HTTP://WWW.INSIGHT.COM

Page 1 of 4 ends

2701 E INSIGHT WAY
CHANDLER AZ 85286-1930
Tel: 800-467-4448
Account name: 10430297

CITY OF PALO ALTO
250 HAMILTON AVE
PALO ALTO CA 94301-2531

SHIP-TO

CITY OF PALO ALTO

PARAG KUMAR
250 HAMILTON AVE FL 2
PALO ALTO CA 94301-2531
We deliver according to the following terms:

Payment Terms : Net 45 days
Ship Via : Electronic Delivery
Terms of Delivery : FOB DESTINATION
Currency : USD
Quotation
Quotation Number : 0229159183
Document Date : 02-FEB-2026
PO Number :

PO Release :

Sales Rep : Chris Robertson
Email : [email protected]
Phone : +14803667170
Sales Rep 2 : Chrisjunlyn Derrada
Email : [email protected]
Phone :

Material Material Description Quantity Unit Price Extended Price M_ADVPRTCG_10-CTPAMIMECAST ADVANCED PROTECTION CLOUD 1,300 30.49 39,637.00 Coverage Dates: 27-MAR-2026 - 26-MAR-2027

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 35.99
Discount: 15.282%
M_A1_1000_A-CTPA Mimecast A1 - Email Archiving - subscription license (1 year) - 1 license
1,300 23.92 31,096.00
Coverage Dates: 27-MAR-2026 - 26-MAR-2027

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 27.99
Discount: 14.541%
M_DMA-T2_1_A-CTPA MIMECAST DMARC ANALYZER - T2 - ANNUAL SUBSCRIPTION [QTY 1 -5]
5 1,474.56 7,372.80
Coverage Dates: 27-MAR-2026 - 26-MAR-2027

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1696.99
Discount: 13.107%
M_DMAMST2_1_A-CTPADMARC ANALYZER - MANAGED SERVICE - T2 - ANNUAL SUBSCRIPTION [QTY 1-5]
5 884.03 4,420.15
Coverage Dates: 27-MAR-2026 - 26-MAR-2027

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1017.99
Discount: 13.159%
M_DMARC-SPF_A-CTPAMimecast DMARC Analyzer Sender Policy Framework - subscription license (1 year) - 1
license
1 0.00 0.00
Coverage Dates: 27-MAR-2026 - 26-MAR-2027

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
This is an 3 Year commitment. Pricing reflects a commitment to the full term and quantities listed. Orders for items in this quote confirm acceptance of these terms and the payment schedule.

Purchase Orders are required to reference Insight Quote # 229159183 for processing. If orders are placed annually, they should be submitted at least 15 days before the renewal date.

Once accepted, orders are not cancellable, and the full multi- year commitment will apply. These terms will govern the items quoted, notwithstanding any conflicting terms in other
agreements between Customer and Insight.

Year 1 - $94,326.95 To be billed at time of purchase
Year 2 - $93,382.78 To be billed at anniversary
Year 3 - $93,382.78 To be billed at anniversary
Item 4
Attachment A - Insight
Public Sector Quote No.
0229159183

Item 4: Staff Report
Pg.
4 Packet Pg. 47 of 128

HTTP://WWW.INSIGHT.COM
Document Date 02-FEB-2026
Quotation Number 229159183

Page 2 of 4 ends

Material Material Description Quantity Unit Price Extended Price List Price: 0.99
Discount: 100.000%
M_TURBO_1000_-CTPAMIMECAST EMAIL INCIDENT RESPONSE 1,300 5.58 7,254.00 Coverage Dates: 27-MAR-2026 - 26-MAR-2027

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 6.99
Discount: 20.172%
M_ADV-SP_1_A-CTPA Mimecast Advanced Support - technical support - 1 year
1 3,602.83 3,602.83
Coverage Dates: 27-MAR-2026 - 26-MAR-2027

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 4145.99
Discount: 13.101%
M_LCSCA_ABEC_-CTPAMIMECAST CONFIGURATION ASSISTANCE -
BEC
1 944.17 944.17
Coverage Dates: 27-MAR-2026 - 26-MAR-2027

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1086.99
Discount: 13.139%
M_ADVPRTCG_10-CTPAMIMECAST ADVANCED PROTECTION CLOUD 1,300 30.49 39,637.00 Coverage Dates: 27-MAR-2027 - 26-MAR-2028

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
Item 4
Attachment A - Insight
Public Sector Quote No.
0229159183

Item 4: Staff Report
Pg.
5 Packet Pg. 48 of 128

HTTP://WWW.INSIGHT.COM
Document Date 02-FEB-2026
Quotation Number 229159183

Page 3 of 4 ends

Material Material Description Quantity Unit Price Extended Price SERVICES(# 23-6692-03)
List Price: 0.99
Discount: 100.000%
M_TURBO_1000_-CTPAMIMECAST EMAIL INCIDENT RESPONSE 1,300 5.58 7,254.00 Coverage Dates: 27-MAR-2027 - 26-MAR-2028

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 4145.99
Discount: 13.101%
M_ADVPRTCG_10-CTPAMIMECAST ADVANCED PROTECTION CLOUD 1,300 30.49 39,637.00 Coverage Dates: 27-MAR-2028 - 26-MAR-2029

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 0.99
Discount: 100.000%
M_TURBO_1000_-CTPAMIMECAST EMAIL INCIDENT RESPONSE 1,300 5.58 7,254.00 Coverage Dates: 27-MAR-2028 - 26-MAR-2029

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
Item 4
Attachment A - Insight
Public Sector Quote No.
0229159183

Item 4: Staff Report
Pg.
6 Packet Pg. 49 of 128

HTTP://WWW.INSIGHT.COM
Document Date 02-FEB-2026
Quotation Number 229159183

Page 4 of 4 ends

Material Material Description Quantity Unit Price Extended Price SERVICES(# 23-6692-03)
List Price: 6.99
Discount: 20.172%
M_ADV-SP_1_A-CTPA Mimecast Advanced Support - technical support - 1 year
1 3,602.83 3,602.83
Coverage Dates: 27-MAR-2028 - 26-MAR-2027

OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 4145.99
Discount: 13.101%
Product Subtotal 281,092.51
TAX 0.00
Total 281,092.51
Thank you for choosing Insight. Please contact us with any questions or for additional information about Insight's complete IT solution offering.

Sincerely,
Chris Robertson
+14803667170
[email protected]
Fax 4807608532
Chrisjunlyn Derrada
[email protected]
To purchase under this contract, your agency must be registered with OMNIA Partners Public Sector.

Insight Global Finance has a wide variety of flexible financing options and technology refresh solutions. Contact your Insight representative for an innovative approach to maximizing your technology and developing a strategy to manage your financial options.

This purchase is subject to Insight’s online Terms of Sale unless you are purchasing under an Insight Public Sector, Inc. contract vehicle, in which case, that agreement will govern.

SOFTWARE AND CLOUD SERVICES PURCHASES: If your purchase contains any software or cloud computing offerings (“Software and Cloud Offerings”), each offering will be subject to the applicable supplier's end user license and use terms ("Supplier Terms") made available by the supplier or which can be found at the “terms-and-policies” link below. By ordering, paying for, receiving or using Software and Cloud Offerings, you agree to be bound by and accept the Supplier Terms unless you and the applicable supplier have a separate agreement which governs.

Insight’s online Terms of Sale can be found at the “terms-and-policies” link below.

https://www.insight.com/terms-and-policies
Item 4
Attachment A - Insight
Public Sector Quote No.
0229159183

Item 4: Staff Report
Pg.
7 Packet Pg. 50 of 128

City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Utilities
Meeting Date: March 23, 2026
Report #:2601-5849
TITLE
Approval of Contract Amendment Number 4 to Contract S18165157 with Smart Energy Water Inc. (SEW) in the Amount of $972,625 for an Additional Three Years and for a Revised Not-to- Exceed Total of $2,002,771 for Licensing and Upgrade of the Utilities MyCPAU Customer Portal; CEQA Status – Not a Project

RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or designee to execute Amendment Number 4 (Attachment A) to Contract S18165157 with Smart Energy Water, LLC (SEW), increasing the not-to-exceed amount by $972,625 for an additional three years to extend the City’s annual license subscription and to upgrade the existing MyCPAU Utilities customer portal. This amendment results in a revised contract not-to-exceed of $2,002,771 over the eleven (11) year and six-month term.

EXECUTIVE SUMMARY
The current contract with the Utilities customer portal vendor, Smart Energy Water (SEW), is set to expire on March 31, 2026. The customer portal is widely adopted by Utilities customers with 84% (26,334) of all active utility accounts currently enrolled; 66.8% of all utility bill payments were submitted via the portal for FY2025, and traffic to the portal averages 429 distinct user logins per day for FY 2025. Amendment Number 4 provides funding for three additional years and a new scope for the anticipated portal upgrade to Version 11 (from Version 7), implementation of a new mobile application, and user friendly chatbot.

In addition, staff is recommending one-time integration work required to support the SAP Enterprise Resource Planning (ERP) system S/4 HANA upgrade in 2026. SAP is critical to ensure the City’s Finance, Payroll/HR, and Utilities systems remain secure, reliable, and supported beyond 2027 as the current SAP platform support is scheduled to end on January 1, 2028.

Item 5
Item 5 Staff Report

Item 5: Staff Report
Pg.
1 Packet Pg. 51 of 128

BACKGROUND
MyCPAU, fully launched in April 2020, provides customers with a convenient and secure way to manage their utility services online, including viewing and paying bills, reviewing monthly consumption and charges, and accessing energy efficiency tips. Customers can track tiered consumption and monthly charges through interactive usage and graphing features and export a full year of Advanced Metering Infrastructure (AMI) interval data, including 15-minute, hourly, and daily usage for energy analysis. Additional features include recurring credit card payments and the ability to update mailing addresses and phone numbers in real time within the City’s SAP system. The portal is fully responsive across all devices and screen sizes, with a modern design, enhanced security, and improved website analytics for City staff. New program services were introduced in February 2023, including features that provide customers with a dedicated page to view energy home loan details, including balances and monthly payments, for participants enrolled in the Advanced Heat Pump Water Heater program.

Since MyCPAU launched in April 2020, the number of registered utilities accounts has increased by 38.6%, representing an increase of 7,334 accounts with an average annual growth rate of

5.7%, from the previous My Utilities Account (MUA) customer engagement platform. Early adoption exceeded the strategic goal of 10% annual growth; however, as enrollment approaches full participation, growth has naturally moderated to approximately 5% per year.

About 66% of 31,401 active accounts no longer receive a paper invoice by mail, exceeding another strategic goal of 10% annual growth. The number of online account move-outs (stop service requests) has increased by 84.7% since the launch of MyCPAU, averaging roughly 12% growth per year. In FY 2025, 1,640 of the 3,688 total customer move-outs were completed online, representing 44% of all move-outs.

Staff report links to prior amendments:

Contract Duration
Not-to-Exceed
Amount Council Date and Staff Report Number
Amendment #4 Apr 2026 - Mar 2029 $ 972,625 March 16, 2026 Staff Report #2601-5849 Amendment #3 Apr 2023 - Mar 2026 $ 684,023 May 1, 2023 Staff Report #2302-09091 Amendment #2 Dec 2022 - Mar 2023 $ 0 No staff report. Time extension only.

Amendment #1 Oct 2020 - Nov 2022 $ 215,500 October 7, 2019 Staff Report #106192 Original Oct 2017 - Sep 2020 $ 130,623 November 16, 2016 Request for Proposal #165157
Total Oct 2017 - Mar 2029 $ 2,002,771
1 Amendment #3 - Council Meeting May 1, 2023 – Staff Report #2302-0909:
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=82271&dbid=0&repo=PaloAlto&cr=1 2 Amendment #1 – Council Meeting October 7, 2019 – Staff Report # 10619:
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=86572&dbid=0&repo=PaloAlto Item 5
Item 5 Staff Report

Item 5: Staff Report
Pg.
2 Packet Pg. 52 of 128

ANALYSIS
Staff is dedicated to improving the functionality of the MyCPAU customer self-service online portal as part of its goal to make utility information readily available for customers to make informed decisions on their own utility costs, energy savings and climate actions. In addition, staff is committed to engaging with its residents, businesses, and technology experts to transform customer experience and empower individuals to make decisions about their energy and water management. The following updates, changes, and enhancements have been completed over the past two years:
 Integrated data from the City’s AMI vendor to present interval meter usage information, including 15-minute, hourly, and daily electric usage, and hourly and daily water and gas usage.
 Implemented Time-of-Use (TOU) usage charts for customers on the newer E1-TOU rate schedule including visualizations of super off-peak, off-peak, and peak usage.  Enhanced export and download functionality, enabling customers to quickly receive a full year of interval usage data emailed to their primary account.  Added tracking of the customer’s highest kilowatt usage for a selected period and over the prior past twelve months for residential and small commercial accounts.  Updated the interface to integrate with the new invoice PDF vault vendor, InfoSend.  Added a weather service to correlate potential energy usage with hourly temperature data.

Summary of Proposed Contract Terms
The new mobile application will provide customers with easy-to-view usage and invoice information, alerts, and personalized text notifications, while enabling secure and convenient mobile payments and service requests. The advanced chatbot will enhance customer experience by driving self-service and streamlining routine interactions. Version 11 will modernize the customer portal with a more intuitive and responsive interface, enhanced self- service functionality, stronger security controls, and to assure compliance. The upgrade will also deliver better performance, scalability, and system integration capabilities while reducing support risks associated with the older Version 7 platform.

The following is a breakdown of services and fees identified as recurring subscription, one-time implementation, and optional services under Amendment #4.

Item 5
Item 5 Staff Report

Item 5: Staff Report
Pg.
3 Packet Pg. 53 of 128

Amendment Number 4 Highlights
 Extends the subscription and contract with SEW for three years, from 2026 to 2029.  Adds mobile access implementation and service subscription, enabling secure and convenient mobile payments and service requests.
 Includes the upgrade fee to migrate the customer portal from Version 7 to Version 11.  Provides professional services for required interface and API updates to support the City’s SAP S/4 HANA system, planned to go live in February 2027.  Adds an optional service subscription and implementation of the advanced WeSmart chatbot.
 Extends the option for customers to receive text notifications for monthly bills and late notices; currently, notifications are limited to email notifications.  Extends funding for a dedicated User Acceptance Testing environment to support long- term project testing.
 Adds one additional single sign-on (SSO) integration to a future third party Customer Relationship Management (CRM) portal.

Description 2026/27 2027/28 2028/29 Total
Recurring Subscription Services:

Web Portal $71,605 $100,000 $100,000 $271,605
Mobile $25,000 $50,000 $75,000
Max Support $60,000 $60,000 $60,000 $180,000
Subtotal $131,605 $185,000 $210,000 $526,605
One-Time Implementation Fees:

Integration to S/4 HANA $79,500 $79,500
Upgrade to portal V11 $165,000 $165,000
Subtotal $244,500 $0 $0 $244,500
Optional Services:

WeSmart Chatbot - Implementation $24,650 $24,650
WeSmart Chatbot $29,750 $29,750 $59,500
Additional Test Environment $8,790 $8,790 $8,790 $26,370 Text Notification $10,000 $10,000 $20,000
SSO Integration $26,000 $26,000
Professional Services for Enhancements $15,000 $15,000 $15,000 $45,000 Subtotal $49,790 $88,190 $63,540 $201,520
Total $425,895 $273,190 $273,540 $972,625
Item 5
Item 5 Staff Report

Item 5: Staff Report
Pg.
4 Packet Pg. 54 of 128

 Extends the “Max Support” option, providing additional dedicated resources to resolve complex issues in a timely manner, particularly for existing integrations with SAP and third-party systems such as SmartWorks and WaterSmart.
 Adds a limited reserve of funding for future enhancements and professional services such as enabling installment plan setup in MyCPAU with automatic creation in SAP.

For cost comparison, the average annual subscription services under Amendment #3 for calendar years 2023-2026 was $110,605 compared to $175,535 for Amendment #4. The new amendment includes a new mobile application and improved functionalities, integration, and security under Version 11. Total one-time implementation fees were $30,602 for Amendment #3 for minor enhancements. In Amendment #4, staff is recommending one-time implementation fees of $244,500 to support integration work required for the citywide SAP S/4 HANA project upgrade currently in progress, as well as the subsequent upgrade of the MyCPAU customer portal from Version 7 to Version 11. Total optional services are decreasing from $321,606 under amendment #3 to $201,520 under amendment #4 because some of the future enhancements are included in the base product under Version 11.

FISCAL/RESOURCE IMPACT
Funding for the first year of Amendment #4 is available in the FY 2026 Utilities Operating Budgets. Funding for subsequent years are contingent upon Council appropriation and approval of funds through the annual budget process.

STAKEHOLDER ENGAGEMENT
The online MyCPAU customer account management system was presented to the Utilities Advisory Commission on UAC Meeting March 6, 20195. CPAU received input from Utility industry consultants, E Source; survey results from 1,200 CPAU customers; and system requirements from multiple divisions in Utilities including Customer Support, Billing and Utilities Program Services. Staff provided a detailed update on the key features, improvements, and metrics with MyCPAU to the Utilities Advisory Commission in June 2021 (UAC Meeting June 2, 2021 Staff Report #121796).

ENVIRONMENTAL REVIEW
Council’s approval of this amendment for subscription licensing and professional services is categorically exempt from the California Environmental Quality Act (CEQA) under CEQA Guidelines, Title 14 California Code of Regulations section 15301(c) (operation, repair, maintenance of existing facilities), and not a Project under section 15378 (organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment)), thus no environmental review is required. 5 Utilities Advisory Commission Meeting March 6, 2019: Microsoft PowerPoint - Item 2_New Online Customer Portal 6 Utilities Advisory Commission Meeting June 2, 2021 – Staff Report #12179:
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=86573&dbid=0&repo=PaloAlto Item 5
Item 5 Staff Report

Item 5: Staff Report
Pg.
5 Packet Pg. 55 of 128

ATTACHMENTS
Attachment A: Amendment Number 4 to Contract S18165157 with Smart Energy Water Inc.

APPROVED BY:

Alan Kurotori, Director of Utilities
Staff: Kevin Enderby, Utilities Principal Business Analyst Item 5
Item 5 Staff Report

Item 5: Staff Report
Pg.
6 Packet Pg. 56 of 128

Vers.: Aug. 5, 2019 Page 1 of 35
AMENDMENT NO. 4 TO CONTRACT NO. S18165157BETWEEN THE CITY OF PALO ALTO ANDSMART ENERGY SYSTEMS, INCThis Amendment No. 4 (this “Amendment”) to Contract No. S18165157 (the “Contract” as defined below) is entered into as of March 16th, 2026, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and SMART ENERGY SYSTEMS, INC., dba SMART ENERGY WATER, a Delaware corporation (“CONSULTANT”). CITY and CONSULTANT are referred to collectively as the “Parties” in this Amendment.R E C I T A L SA. The Contract (as defined below) was entered into by and between the Partieshereto for the provision and deployment of a comprehensive customer engagement portal (the SEW Portal) and mobile solutions services for City’s residential, commercial, industrial, and institutional customers utilizing natural gas, electricity, water, sewer, fiber, refuse, and storm drainage services, as detailed therein. B. The Parties now wish to amend the Contract to extend the term by three years toMarch 31, 2029, and increase total compensation to Contractor by Nine Hundred Seventy-Two Thousand Six Hundred and Twenty-Five Dollars ($972,625) to a new total not-to-exceed amount of Two Million Two Thousand Seven Hundred Seventy-One Dollars ($2,002,771) over the full term of the Contract, as detailed herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree:SECTION 1. Definitions. The following definitions shall apply to this Amendment:a.Contract. The term “Contract” shall mean Contract No. S18165157between CONSULTANT and CITY, dated October 17, 2017, as amended by:Amendment No. 1, dated October 7, 2019Amendment No. 2, dated October 11, 2022Amendment No. 3, dated April 1, 2023 b.Other Terms. Capitalized terms used and not defined in this Amendmentshall have the meanings assigned to such terms in the Contract.SECTION 2. Section 2 “TERM” of the Contract is hereby amended to read as follows: “SECTION 2. TERM.” The term of this Agreement shall be from the date of its full execution through March 31, Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
7 Packet Pg. 57 of 128

Vers.: Aug. 5, 2019 Page 2 of 35
2029, unless terminated earlier pursuant to Section 19 (Termination) of this Agreement.“Amendment 4 Extension Term” refers to the period commencing April 1, 2026, through March 31, 2029.” SECTION 3. Section 4 “NOT TO EXCEED COMPENSATION” of the Contract is hereby amended to add the following: “SECTION 4. NOT TO EXCEED COMPENSATION”During the Amendment 4 Extension Term, the compensation to be paid to CONSULTANT for performance of the Supplemental Services shown in Exhibit A-2 as specific to this Fourth Amendment shall be based on the compensation structure detailed in Exhibit C-3, entitled “COMPENSATION – Amendment 4 (added),” including any reimbursable expenses specified therein, and the maximum total compensation shall not exceed Nine Hundred Seventy-Two Thousand Six Hundred and Twenty-Five Dollars ($972,625) Any work performed or expenses incurred for which payment would result in a total exceeding the maximum compensation set forth in this Section 4 shall be at no cost to the CITY. The total maximum compensation to be paid to CONSULTANT for performance of the Services described in Exhibit “A”, Exhibit “A-1”, and Exhibit “A-2”, shall not exceed Two Million Seventeen Thousand One Hundred Seventy-One Dollars ($2,002,771) over the entire Contract Term. SECTION 4. The following exhibit(s) to the Contract is/are hereby amended or added, as indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby incorporated in full into this Amendment and into the Contract by this reference:a. Exhibit “A-2” entitled “SUPPLEMENTAL SCOPE OF SERVICES - AMENDMENT 4”,ADDEDb. Exhibit “B” entitled “SCHEDULE OF PERFORMANCE”, AMENDED, REFLECTSAMENDMENT 4 TERM ONLY.c. Exhibit “C-3” entitled “COMPENSATION, AMENDMENT 4”, ADDED.d. Amendment 4 Appendices, ADDED, entitled:i. “Appendix 1 - Order Form for Smart Energy Water Cloud Services Subscription”ii. “Appendix 2 - Subscription Order Form for SEW Max Support Plan”iii. “Appendix 3 - Statement of Work for System Re-integration with the City’s SAPERP S/4HANA”iv. “Appendix 4 - Statement of Work for Web Portal Upgrade to Version 11 (V11)”a. Appendix A - V11 Modules and Functionality To Be Implementedb. Appendix B - CHANGE REQUESTS AND CUSTOMIZATIONS IN VERSION 7.0c. Appendix C - RACI Matrix Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
8 Packet Pg. 58 of 128

Vers.: Aug. 5, 2019 Page 3 of 35
SECTION 5. Legal Effect.Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect.SECTION 6. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
9 Packet Pg. 59 of 128

Vers.: Aug. 5, 2019 Page 4 of 35
SIGNATURES OF THE PARTIESIN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written.CITY OF PALO ALTO____________________________City Manager APPROVED AS TO FORM:____________________________City Attorney or designeeSMART ENERGY SYSTEMS, INC., dba SMART ENERGY WATER By:______________________________Name: Title: By:______________________________Name: Title: Attachments: EXHIBIT “A-2” – SUPPLEMENTAL SCOPE OF SERVICES, AMENDMENT 4 ADDEDEXHIBIT “B” – SCHEDULE OF PERFORMANCE, AMENDED, REFLECTS AMENDMENT 4 TERM ONLYEXHIBIT “C-3” – COMPENSATION, AMENDMENT 4”, ADDEDAMENDMENT 4 APPENDICES, ADDED, ENTITLED: I. “AMENDMENT 4 APPENDIX 1 - ORDER FORM FOR SMART ENERGY WATER CLOUDSERVICES SUBSCRIPTION”II. “AMENDMENT 4 APPENDIX 2 - SUBSCRIPTION ORDER FORM FOR SEW MAXSUPPORT PLAN”III. “AMENDMENT 4 APPENDIX 3 - STATEMENT OF WORK FOR SYSTEM RE-INTEGRATION WITH THE CITY’S SAP ERP S/4HANA”IV. “AMENDMENT 4 APPENDIX 4 - STATEMENT OF WORK FOR WEB PORTAL UPGRADETO VERSION 11 (V11)”A. APPENDIX A - V11 MODULES AND FUNCTIONALITY TO BE IMPLEMENTEDB. APPENDIX B - CHANGE REQUESTS AND CUSTOMIZATIONS IN VERSION 7.0C. APPENDIX C - RACI MATRIX Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
10 Packet Pg. 60 of 128

Vers.: Aug. 5, 2019 Page 5 of 35
EXHIBIT “A-2” SUPPLEMENTAL SCOPE OF SERVICES AMENDMENT 4(ADDED)In the event of a conflict between the contents of (i) Exhibit A-2 and (ii) Amendment 4 Appendices 1-4, the latter shall govern. Tasks Pursuant to Amendment 4: 1. Annual Subscription for Amendment 4 Extension Term for Web Portal – Amendment 4 Appendix 1. The Parties hereby agree that the annual subscription fees for its current subscriptions during the period commencing April 1, 2026, through March 31, 2029(the “Amendment 4 Extension Term”) will be the rates shown in Exhibit C-3, this includes:a. 31,000 SCM Users b. 35 Customer Service Portal (CSP) Admin users2. Annual Subscription for Amendment 4Extension Term for Mobile Application - Amendment 4 Appendix 1.Implement and provide the option for customers to use a mobile application on their phone.Subscription fees shall become due upon the commencement of the implementation of mobile applications. This includes: a. 31,000 SCM Users b. 35 Customer Service Portal (CSP) Admin users3. Text Short Message Service (SMS) Notification Services – Amendment 4 Appendix 1 a. Implement and provide the option for customers to receive text notifications for SCM billing module-related notifications (e.g., new monthly invoice and late notices). Subscription fees shall become due upon the commencement of the implementation of text message notification services. 4. WeSmart Chatbot (Advanced) - Amendment 4 Appendix 1 a.Implement and provide the option for customers to use chatbot features with the web portal and mobile apps. Subscription fees shall become due upon the commencement of the implementation of WeSmart Chatbot.b. Features include FAQ, Billing, Payment, Live Chat, and Usage 5. Additional Test Environment (Non-Prod) - Amendment 4 Appendix 1 a. Provides a stand-alone and dedicated User Acceptance Testing (UAT) environment dedicated to long-term project testing (e.g., AMI) as required. 6. Single Sign On (SSO) Integration - Amendment 4 Appendix 1 a. CONSULTANT will set up SCM (Smart Customer Mobile) as an Identity Provider for a SAML-based Single Sign On (SSO) integration with CITY 3rd Party Applications, to be identified by CITY. 7. Max Support Plan - Amendment 4 Appendix “2” a. Extends the “max support” option for additional dedicated SEW resources and services to resolve complicated SCM and integration issues in a timely manner Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
11 Packet Pg. 61 of 128

Vers.: Aug. 5, 2019 Page 6 of 35

8.System Re-integration with the City’s SAP S/4HANA on Version 7 (V7) - Amendment 4 Appendix 3. Vendor will integrate the existing Version 7 (V7) web portal with the City’s upgraded SAP S/4HANA environment prior to upgrading the portal to Version 11 (V11). 9. Upgrade Web Portal to Version 11 (V11) - Amendment 4 Appendix 4. Vendor will upgrade the current web portal version from Version 7 (V7) to Version 11 (V11). 10. Additional Enhancements: In anticipation of required enhancements, Consultant shall provide up to $45,000 worth of software enhancements to the City upon the City’s request and approval in writing using the Change Control Process as discussed in Exhibit A section VIII in the original agreement and billed based on a fixed-fee basis. These enhancements may include, but are not limited to, the following:a. Add/change/enhance software modules b. Add/change/enhance features c. Add/change/enhance reporting d. Add/change/enhance API integrations or other integration between SCM®and the various City business systems and hosted environments e. Add/change/enhance the City’s SAP environments

Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
12 Packet Pg. 62 of 128

Vers.: Aug. 5, 2019 Page 7 of 35
EXHIBIT “B” SCHEDULE OF PERFORMANCE, (REFLECTS AMENDMENT 4 TERM ONLY) In the event of a conflict between the contents of (i) Exhibit B and (ii) Amendment 4 Appendices 1-4, the latter shall govern. CONSULTANT shall perform the Services to complete each milestone within the number of days/weeks specified below for each task in scope. The time to complete each milestone may be increased or decreased by mutual written agreement of the project managers for CONSULTANT and CITY so long as all work is completed within the term of the Agreement. CONSULTANT shall provide a detailed schedule of work consistent with the schedule. The total duration of system set up, deployment and stabilization will be completed within 365 days from the service effective date of April 1, 2026. Tasks Pursuant to Amendment 4 Task Phase SES Deliverables City Deliverables Completion Date 1Annual SCM Subscription services extended (Web Portal) Functioning portal with the My Account, Usage, Billing, Services, and Notification modules operational Amendment No. 4 approval Upon Amendment effective date2 Annual SCM Subscription services extended (Mobile Application) Functioning mobile app with the My Account, Usage, Billing, Services, and Notification modules operational Amendment No. 4 approval As requested by the Project Manager, due 1 Year from the request. 3Text Short Message Service (SMS) Notification Services Functioning notification feature sending text notifications for the billing module Availability of 3rdParty and City project managers Timely UAT and approval As requested by the Project Manager, due 1 Year from the request. 4WeSmart Chatbot (Advanced) Functioning chatbot with FAQ, Billing, Payment, Live Chat, and Usage Availability of 3rd Party and City project managers Timely UAT and approval As requested by the Project Manager, due 1 Year from the request.

Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
13 Packet Pg. 63 of 128

Vers.: Aug. 5, 2019 Page 8 of 35
5Additional Cloud Tenant Functioning and separate User Acceptance Testing (UAT) environment Availability of 3rd Party and City project managersTimely UAT and approvalUpon Amendment effective date63rdParty SSO IntegrationFunctioning Dashboard tiles and links to each SSO integration Availability of 3rd Party and City project managers Timely UAT and approval As requested by the Project Manager, due 180 days from the request.7Max Support Plan Dedicated resources are available to resolve issues per Appendix 2 terms and conditions. Amendment No. 4 approval Upon Amendment effective date8System Re-integration with the City’s SAP S/4HANA on Version 7 (V7) Functioning portal with the My Account, Usage, Billing, Services, and Notification modules operationalintegrated to City S/4 HANA system Availability of 3rd Party and City project managers Timely UAT and approval As requested by the Project Manager, due in production in parallel with the City’s S/4 upgrade go-live date by Jan 20279Upgrade Web Portal to Version 11 (V11) Functioning portal with the My Account, Usage, Billing, Services, and Notification modules operational on Version 11 Availability of 3rd Party and City project managersTimely UAT and approval As requested by the Project Manager, due 1 Year from the request. 10 Additional Professional Services Future professional services functioning as per the specifications in the approved Change Request (CR) document Availability of 3rd Party and City project managers Timely UAT and approval Up to 3 years from Amendment effective date The Parties may mutually agree to an extension of time for completion of tasks provided such extension is reflected in writing.

Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
14 Packet Pg. 64 of 128

Vers.: Aug. 5, 2019 Page 9 of 35
EXHIBIT “C-3” COMPENSATION, AMENDMENT 4 (ADDED)In the event of a conflict between the contents of (i) Exhibit C-3 and (ii) Amendment 4 Appendices 1-4, the latter shall govern. City agrees to compensate Consultant: (i) for professional services set forth in Amendment 4 Appendices 3 and 4 as set forth in (a) Amendment 4 Appendix 3 and (b) Section 3 of Amendment 4 Appendix 4 (“Professional Services”) performed as designated under the Supplemental Scope of Work – Amendment 4 Tasks, and (ii) for the software subscription and/or other applicable fees as set forth in Sections 3-5 of Amendment 4 Appendix 1 for the Amendment 4 Extension Term as set forth in such sections. For the avoidance of doubt, the Professional Services are priced on a fixed fee, milestone based compensation schedule, meaning that, provided that the scope does not change and the assumptions and other terms describing the work are accurate, Consultant shall only be entitled to the fixed fees upon completion of the applicable milestone and not any other amounts. In the event the assumptions are not accurate or the scope in Amendment 4 Appendices 3 and 4 changes, a separate written change request shall be required. Subject to the paragraph above, compensation during the Amendment 4 Extension Term shall not exceed a maximum total amount of $972,625.00 dollars, which includes annual subscription fees for year nine (9) (April 2026-March 2027), ten (10) (April 2027-March 2028), and eleven (11) (April 2028-Mar 2029), integration to S/4 HANA, upgrade to V11, text notification, elevated maximum support plan and any Additional and Optional Services as authorized by City in accordance with this Agreement: Summary Table for Years 9, 10, and 11 Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
15 Packet Pg. 65 of 128

Vers.: Aug. 5, 2019 Page 10 of 35
I. Pricing breakdown for Years 9, 10, and 11 April 1, 2026, through March 31, 2029 (the Amendment 4 Extension Term) Description 1. Web Portal Subscription: SCM® Annual User Connections for Year 9 (31,000 subscriptions and 35 admin users) SCM® Annual User Connections for Year 10 (31,000 subscriptions and 35 admin users) SCM® Annual User Connections for Year 11 (31,000 subscriptions and 35 admin users) Amount $71,605 $100,000 $100,000 Due100% to be paid on Amendment 4 Extension Term Start Date 100% to be paid on the first anniversary of Amendment 4 Extension Term Start Date 100% to be paid on the second anniversary of Amendment 4 Extension Term Start Date Description Year 9 Year 10 Year 11 TotalSubscription Services:Web Portal $71,605 $100,000 $100,000 $271,605Mobile $25,000 $50,000 $75,000Max Support $60,000 $60,000 $60,000 $180,000 Subtotal $131,605 $185,000 $210,000 $526,605Additional Services:WeSmart Chatbot - Implementation $24,650 $24,650Integration to S/4 HANA $79,500 $79,500Upgrade to portal V11$165,000$165,000 Subtotal $244,500 $24,650 $269,150Optional Services:WeSmart Chatbot $29,750 $29,750 $59,500Additional Test Environment $8,790 $8,790 $8,790 $26,370Text Notification $10,000 $10,000 $20,000SSO Integration $26,000 $26,000Enhancements $15,000 $15,000 $15,000 $45,000 Subtotal $49,790 $63,540 $63,540 $176,870Total$425,895 $273,190 $273,540 $972,625 Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
16 Packet Pg. 66 of 128

Vers.: Aug. 5, 2019 Page 11 of 35

2.Mobile App Implementation and Subscription: SCM® Annual User Connections for Year 10 (31,000 subscriptions and 35 admin users) SCM® Annual User Connections for Year 11 (31,000 subscriptions and 35 admin users) $25,000$50,000 100% to be paid upon the commencement of the implementation of the Mobile App solution.100% to be paid on the next anniversary of the Amendment 4 Extension Term Start Date. 3.Text Short Message Service (SMS) implementation and notification Services Year 10 Year 11 $10,000 $10,000 Fixed Fees100% to be paid upon the commencement of the implementation of the SMS services. 100% to be paid on the next anniversary of the Amendment 4 Extension Term Start Date Volume-Based Fees $0.04 for each message in excess of 50,000 SMS messages in any year 4.WeSmart Chatbot (Advanced) Implementation fee Year 10 Year 11 $24,650 $39,000 $39,000 Implementation fee invoiced as follows: 25% to be paid upon completion of DOU 50% to be paid upon City UAT sign off in QAS 25% to be paid upon deployment in production. 100% to be paid upon the commencement of the implementation of the WeSmart Chatbot solution. 100% to be paid upon the next anniversary of the Amendment 4 Extension Term Start Date. 5.Additional Cloud Tenant $26,370 $8,790 annuallyon the Amendment 4 Extension Term Start date and annually thereafter Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
17 Packet Pg. 67 of 128

Vers.: Aug. 5, 2019 Page 12 of 35

6. Single Sign On 3rd Party Integration $26,000 Implementation fee invoiced as follows: 25% to be paid upon completion of DOU 50% to be paid upon City UAT sign off in QAS 25% to be paid upon deployment in production. 7.Max Support Plan Year 9 Year 10 Year 11 $60,000 $60,000 $60,000 100% to be paid on Extension Term Start Date 100% to be paid on the first anniversary of the Amendment 4 Extension Term Start Date 100% to be paid on the second anniversary of the Amendment 4 Extension Term Start Date8.System Re-integration with the City’s SAP S/4HANA on Version 7 (V7) $79,500 25% to be paid upon completion of DOU. 50% to be paid upon City UAT sign off in QAS. 25% to be paid upon deployment in production 9.Upgrade Web Portal to Version 11 (V11) $165,000 25% to be paid upon completion of DOU. 50% to be paid upon City UAT sign off in QAS. 25% to be paid upon deployment in production.10.Additional Enhancements$45,000 Invoiced at actual costs as incurred via Project Change Request (PCR) process Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
18 Packet Pg. 68 of 128

Page
Amendment 4 Appendix 1 Order Form for Smart Energy Water Cloud Services Subscription BetweenSmart Energy Systems, Inc. dba Smart Energy Water15495 Sand Canyon Avenue, STE 100Irvine, CA 92618 (“SEW”) AndCity of Palo Alto250 Hamilton Avenue Palo Alto, CA 94301 (“Customer”)1. Order Form This Order Form, once signed by SEW and Customer shall be a binding agreement for the SEW Cloud Services (as defined herein) and/or other products or services set forth herein effective as of the date it is signed by Customer (the “Effective Date”). Customer subscribes to, and SEW will provide to Customer, the SEW Cloud Services and/or other products and services selected in Sections 2 through 5 of this Order Form pursuant to the Software as a Service Subscription Licensing Terms attached as Exhibit L (“SaaS Terms”) to Contract No. S18165157, dated October 17, 2017 (“Contract”). 2. SEW Cloud Services The table below sets forth the SEW Cloud Services purchased by Customer for the Initial Term subject to the SaaS Terms. Product Code Product NameSmartCX – Mass Market Persona CXM-10-Web Customer Web Portal CXM-10-Mobile Customer Mobile Apps (iOS & Android) CXM-10-1 CXM – My Account CXM-10-2 CXM – Billing CXM-10-3 CXM – Usage CXM-10-4 CXM – Compare CXM-10-6 CXM – Notifications CXM-10-7 CXM – Service CXM-10-8 CXM – Connect Me CXM-10-9 CXM – Ways to Save Business Experience (BX) - Standard BXM -10-13 BXM – Dashboard BXM -10-14 BXM – CSR BXM -10-15 BXM – AdministrationBusiness Experience (BX) - Advanced BXM-10-16 BXM – Ways to Save BXM -10-17 BXM – Notifications BXM -10-19 BXM – Customer AI / Analytics Support Plan Subscription Sup-1 Standard Support Plan (included) Sup-2 Max Support Plan (requires a separate order form) 3. Subscriptions, Initial Term, and Fees The table below sets forth the type and number of SEW Cloud Service subscriptions purchased by Customer (as well as the number of users authorized to utilize such service). All fees set forth herein are in U.S. Dollars (USD). Product Subscription Metric Number ofSubscriptionsAnnual Subscription Fee SmartCX - Mass Market Persona (Web Portal) Meters / Active Services 31,000 4/1/2026-3/31/2027 - $71,605 4/1/2027-3/31/2028 - $100,000 4/1/2028-3/31/2029 - $100,000 SmartCX - Mass Market Persona (Mobile Apps) Meters / Active Services -$25,000 upon the commencement of the Mobile Apps implementation (“Mobile Apps Implementation Commencement”) Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
19 Packet Pg. 69 of 128

Page
-$50,000 on the next anniversary of the Effective Date following the Mobile Apps Implementation Commencement. SmartBX – Standard / Advanced Utility Users 35 Included (Additional Users at $295 per User annually)Renewal Term Payment Conditions April 1, 2026, through March 31, 2029 All Mass Market Persona (Web Portal) subscription fees for the Amendment 4 Extension Term are due upon signing and invoiced as follows: April 1, 2026 – $71,605 April 1, 2027 – $100,000 April 1, 2028 – $100,000 The “Amendment 4 Extension Term” means that certain period commencing on April 1, 2026, and ending on March 31, 2029. The subscriptions and services selected in Sections 4 and 5 of this Order Form and the fees therefore (except for usage-based fees) are set forth in such sections included in the table above. Additionally, the Mass Market Persona (Mobile Apps) subscription fees shall be invoiced as set forth in the first table in this Section 3. 4. SEW Smart Messaging Services The table below sets forth the SEW Notification Services subscriptions purchased by Customer for the Amendment 4 Extension Term subject to the terms and conditions of those of certain SEW Notification Services Agreement (Appendix 1-A) attached to Amendment No. 3. The fixed monthly and annual fees for such services are due annually in advance. Any usage-based fees shall be invoiced monthly. TEXT MESSAGING SERVICE Service Type Price (USD) / Additional TermsOutbound SMS Text Bill Notification $10,000 for first 50,000 SMS messages, upon the commencement of the Text Messaging Service implementation (“Text Messaging Service Implementation Commencement”), and $0.04 for each message in excess of 50,000 in the year $10,000 for first 50,000 SMS messages, on the next anniversary of the Effective Date following the Text Messaging Service Implementation Commencement, and $0.04 for each message in excess of 50,000 in the year SMS Text message speed shall be up to 5 messages/second. WE SMART CHAT & BOT SUBSCRIPTION DescriptionPrice (USD) WeSmart Chatbot (Advanced) - FAQ, Billing, Payment, Usage Annual Subscription Fee: $29,750 upon the commencement of the WeSmart Chatbot implementation (“WeSmart Chatbot Implementation Commencement”) $29,750 upon the next anniversary of the Effective Date following the WeSmart Chatbot Implementation Commencement. + One-time Implementation Fee $24,650 invoiced as follows: 25% to be paid upon completion of DOU 50% to be paid upon City UAT sign off in QAS Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
20 Packet Pg. 70 of 128

Page
25% to be paid upon deployment in production. 5. Add-on Subscriptions The tables below set forth the type and number of additional subscriptions purchased by Customer Other SubscriptionsProduct Comments / Additional TermsFees Non-Production Tenant Additional Non-Product Tenant. The additional non-production tenant shall be provided pursuant to those certain Dual/Non-Production Environment Terms & Conditions attached to Amendment No. 3 as Appendix 2.$8,790 annually SSO Integration Includes one third party integration only $26,000 one-time implementation fee invoiced as follows: 25% to be paid upon completion of DOU 50% to be paid upon City UAT sign off in QAS 25% to be paid upon deployment in production. Amendment 4 APPENDIX 2 Subscription Order Form for SEW Max Support Plan Between Smart Energy Systems Inc. dba Smart Energy Water 15495 Sand Canyon Ave. STE #100 Irvine, CA 92618 (“SEW”) And City of Palo Alto 250 Hamilton Avenue Palo Alto, CA (“Customer”)1. Order Form This Order Form, as issued by SEW, shall constitute an offer made by SEW to a Customer. When signed and returned to SEW by Customer, it shall become a binding agreement for the SEW Software or other Services listed in this Order Form and effective on the date signed by Customer. This Order Form is governed by and incorporates the terms and conditions of the SEW Max Support Plan Agreement attached to Amendment No. 3 as Appendix 3 (“Terms and Conditions”). 2. Plan Details & Fees The table below shows the purchased Service(s) fees which shall be listed and selected by Customer below and subject to the Terms and Conditions. MAX SUPPORT PLAN (MSP)STANDARD SUPPORT PLAN (SSP)1 Production Supporta Issue Reporting Direct Line Reporting to SEW CSM or SEW TDM (In addition to SSP options) Contact SEW Support b Issue Response Accelerated Standard c RCA Analysis & Review Monthly RCA & Diagnostics Review with TDM Self-service via SEW Support 2 Enhanced Support a Named Technical Delivery Manager (TDM) Not Included b Accelerated Incident Management (“AIM”) Not Included c End-to-end Supportability Not Includedd Product/ Support Specialist Services750 Support Services Quota hours (62.5 Support Services Quota hours) Available at additional cost e On Call Live Support Not Includedf Support Services Hours Not Included Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
21 Packet Pg. 71 of 128

Page
3Learning and Enablementa Monthly Meet-the-Expert Sessions Not Included b Certified Training Customer Specific Digital Self-Service Content Library (30 minutes) and Quarterly 1-hour Webinar creditAvailable at additional cost Annual Fee $60,000 per yearIncluded in License Subscription FeeFees as set forth herein shall be invoiced and paid on an annual basis upfront. Company agrees to make all payments to SEW within thirty (30) calendar days after receipt of invoice. Late undisputed invoices will incur a late payment fee of 1.5% or the maximum allowable under the law, whichever is less. 3. Term The term of the Max Support Services shall commence upon April 1, 2026, and end on March 31, 2029.

Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
22 Packet Pg. 72 of 128

Page
Amendment 4 Appendix 3 Statement of Work for System Re-integration with the City’s SAP ERP S/4HANA Pursuant to the MSA/STATEMENT OF WORK entered between Smart Energy Systems, Inc. dba Smart Energy Water (“SEW”) and City of Palo Alto (“Client”), Client would like to make the following changes: Client is currently operating SmartCX version 7, which is integrated with SAP ECC 6 EHP8. As part of Client’s enterprise modernization initiative, the City is planning a migration from ECC to SAP S/4HANA and RISE, with the target program timeline extending into 2027. Due to updated program timelines, delivery sequencing, and overall project risk considerations, Client has requested a revised integration approach. Instead of waiting for the SmartCX v11 upgrade to complete before integrating with SAP S/4HANA, Client now requires: • SmartCX v7 to be re-integrated with SAP S/4HANA to support the ECC to S/4HANA transition This covers the additional scope required to design, build, test, and deploy a SmartCX v7 integration with SAP S/4HANA, which was not included in the originally approved SOW. In Scope • Integration design for SmartCX v7 with SAP S/4HANA • Data mapping and interface adjustments to support SAP S/4HANA data structures, including Business Partner and Contract Account models • Development and configuration of integration interfaces (API, IDoc, or middleware as applicable) • Environment setup and connectivity validation • Unit testing and integration testing support • Coordination with Client SAP and system integrator teams • Deployment support for SmartCX v7 S/4HANA integration Out of Scope • SmartCX v11 upgrade activities (covered under existing SOW) • SmartCX v11 S/4HANA integration (covered under existing SOW) • SAP functional configuration outside of defined integration touchpoints exist in V7 today Activities Included • Project management, planning workshops, and cross-team coordination to support SmartCX v7 SAP S/4HANA integration • Impact analysis and documentation covering one SmartCX channel and SAP S/4HANA integration touchpoints • Cloud environment engagement and setup across lower and production environments • Database provisioning, data loading, and environment validation • Web Portal and BX (Customer Service Portal) verification in lower and production environments • SAP API configuration, regression testing and integration conflict resolution • Batch scheduling configuration and end-to-end testing between SAP S/4HANA and SEW SFTP • Product testing, validation, and defect triage for one SmartCX channel • Upgrade and integration documentation updates covering SmartCX v7 and SAP S/4HANA Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
23 Packet Pg. 73 of 128

Page
• Performance testing and verification for SmartCX v7 SAP S/4HANA integration• Security testing and verification aligned with SAP RISE requirements• Go-live support and production deployment coordination• Post go-live hypercare support during stabilization periodProject ScheduleThe parties acknowledge and agree that to achieve the targeted January 2027 go-live, Client must provide all necessary SAP S/4HANA environments, integration access, and representative data no later than June 2026. Any delays in providing such access may impact project timelines and fees.The total fees under this Amendment 4 Exhibit 3 are $79,500 and shall be invoiced as follows:$19,785 (25%) upon completion of DOU$39,750 (50%) upon UAT sign off$19,785 (25%) upon delivery to production Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
24 Packet Pg. 74 of 128

Page
AMENDMENT 4 APPENDIX 4 STATEMENT OF WORK for Web Portal Upgrade to Version 11 (V11) For the purposes of this Statement of Work (“SOW”), the Parties are referred to as Smart Energy Water (“SEW”) and the City of Palo Alto (“Client”). This SOW confirms SEW’s agreement that SEW will provide the implementation services set forth herein to upgrade the currently deployed SEW platform applications, (the “Project”). City and SEW will develop a Document of Understanding (DOU) that will articulate in writing the responsibilities, and timeline for the V11 transition, based upon best information available to the Parties. The Designated Project Manager for each Party is authorized to approve the DOU and any necessary modifications. 1. Functional Scope a. Software In Scope This project aims to upgrade the currently deployed SEW platform applications, modules, and functional configurations set therein to the new platform version 11 while maintaining the same feature set for Client’s users. The scope of services under this SOW includes the functionality and feature configurations set in the current SEW Applications, listed in Appendices A (V11 Modules and Functionality to be Implemented) and B (Change Requests And Customizations In Version 7.0), currently deployed in the Client production environment. b. Out-of-Scope Application Modules Modules, features, and integrations not configured in the current SEW platform deployment are out-of-scope for this SOW. If Client elects to add any modules, features, or integrations not configured in the current SEW platform deployment, additional fees (including implementation and if applicable, subscription fees). c. Scope of Services The scope of the project includes the following key implementation activities: 1. Mapping currently deployed SEW software configurations to the SEW platform version 11 configurations. 2. Review and remapping of the Client-side integrations to the new SEW platform 11 integration framework. 3. Upgrade the Client deployment to SEW platform version 11.4. Re-deploy and publish the new version 11 applications for Client. i. In-scope services for integration Integration to Client source systems and data is assumed to utilize the integrations developed for existing SEW platform deployment. Any integrations currently not in the production environment are considered out of scope and will be subject to change control. ii. Functional Scope The scope of this SOW is limited to the functionality and features configured in the existing production applications for Client. Any changes to the functional specifications during the project will be managed through the change control process. iii. In-Scope Master & Transactional Data No new data conversion is in the scope of this SOW. iv. Language Scope Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
25 Packet Pg. 75 of 128

Page
All project activities will be performed, and deliverables will be created in English. There is no requirement to support any language other than English. To the extent that any translation activities are required, those translation activities will be the responsibility of Client. V11 Upgrade – S/4HANA Reintegration Scope Statement As part of the upgrade from SmartCX V7 to V11, Client is concurrently performing an internal modernization initiative to migrate their Customer Information System (CIS) from SAP ECC to SAP S/4HANA. Given this parallel program, SEW will provide support to ensure V11 is properly re-integrated with Client’s new S/4HANA data model, within the boundaries of the current approved scope. Scope of Work As part of the scope of this SOW, SEW will perform the following: 1. Review the S/4HANA Data Model Relevant to V11 a. Analyze customer, account, premise, service agreement, billing, and payment-related entities required for SmartCX V11 functionality. b. Confirm object mapping between existing ECC integration objects and S/4HANA equivalents. 2. Integrate SmartCX V11 to Align with S/4HANA a. Update inbound and outbound interfaces (including file integration) to align with S/4HANA data structures consistent with the current V7-to-V11 functional scope. b. Ensure compatibility for Phase 1 modules and any integration objects included in scope. 3. Validate and Re-Map Integration Touchpoints a. Validate all impacted API(s), batch interfaces, message queues, and data pipelines. b. Re-map fields only where necessary to enable V11 functionality, without introducing new business processes or expanding scope. 4. Coordination with Client SAP Team a. Participate in technical workshops remotely (onsite may be an option when available) to confirm object definitions, naming conventions, and functional equivalencies between ECC and S/4. b. Dependency: Finalized S/4HANA data model, field dictionary, and interface definitions must be provided by Client. 5. Regression Testing & Interface Certification a. Perform end-to-end validation of V11 integrations with S/4HANA. b. Support regression testing to ensure no functional regression from the V7 baseline. 6. Support for Data Refresh / Mock Deployment Cycles (Up to 3 Cycles) a. SEW will support Client with up to three (3) data refresh or “mock deployment” cycles during the upgrade. b. Support includes reviewing converted data, identifying data issues impacting V11 functionality, and advising Client on corrective actions. c. SEW will assist in verifying that S/4HANA-converted data aligns to the expected V11 integration and functional data model. d. Any additional cycles beyond the three (3) included will require a separate Change Request. 7. Migration of users from V7.5 to V11, so users can leverage same credentials for login into V11 platform. Out of Scope / Assumptions No new integrations or additional business processes outside the existing V7 baseline. No customizations introduced by Client as part of S/4HANA migration unless required for V11 integration. No redesign of business processes or enhancements not included in the contracted V11 upgrade scope.

Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
26 Packet Pg. 76 of 128

Page
SAP S/4HANA migration tasks, configuration, and data transformation activities are Client responsibilities. Any work dependent on Client timelines or delays in S/4HANA readiness may require schedule adjustments or a Change Request. Existing integration format for file based integration to stay intact Configuration and testing activities are dependent on availability of data from SAP as well as SAP S/4 HANA environments. Dependencies Client must work with SEW to sign off on final S/4HANA entity definitions, field mapping documentation, integration specifications, and test environments. Client must complete their data conversion and provide refreshed environments within agreed timelines. 2. Key Assumptions SEW has relied on the assumptions stated below in pricing, planning, and determining its approach to the Services. 1. Upon SEW’s commencement of technical updates in connection with the v11 upgrade to Client’s environments, the rollback to the previous version of the SEW platform will not be available. Any rights or assumptions of SEW included in the SOW for the implementation of the previous version of the SEW platform as set forth in Exhibit A and A-1 of the Agreement (“Previous SOW”) and any obligations or limitations of Client included in the Previous SOW shall also apply here. 2. SEW will configure, integrate, and deliver the new SEW platform 11 applications to match the functionality and workflows in Client’s existing SEW production applications. All workarounds or changes shall be documented separately and follow the Change Request process. 3. If applicable, Client shall utilize the UAT test plan and scripts prepared by SEW for testing and acceptance purposes. 4. The customer shall provide timely responses to SEW for any of SEW’s information needs and timely review of all project documents provided. Client will make the best effort to respond in three (3) business days or less for project decisions and in five (5) business days or less for business-related decisions. 5. Client shall provide onsite workspaces for SEW resources, with internet connectivity, as necessary. No travel is anticipated for this project. 6. SEW shall utilize existing web service interfaces developed as part of the current deployment to meet the requirements stated in this SOW. The features and user experience design will be limited by the data provided through these interfaces. 7. Any customization or changes, other than those outlined in Appendix B (Change Requests And Customizations In Version 7.0), to the features, requirements, and functionality will impact the budget and schedule and shall be considered separately through the Project Change Request process as set forth in Section 4 of this SOW. Costs for customizations shall depend upon the services and levels of effort required, which shall be reviewed with Client by an account or project manager of SEW and shall require a written change request or amendment prior to the commencement of any work on such customizations. 8. Provider will provide up to 4 (four) hours of webinar-based remote training. Training will be conducted in a train the trainer format. End user (Utility customer) training is not in scope of this SOW. 9. It is essential for both parties to manage the below-listed contingencies to ensure the timely and successful implementation of the Project. Any delay from either party regarding any of the below-listed items may have an impact on the Project duration, schedule, resources, and budget, requiring parties to discuss a Project Change Request. a. Delay in approving necessary documentation, artifacts, or deliverables.

Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
27 Packet Pg. 77 of 128

Page
b. Delay or unresponsiveness from third-party service providers. c. Unavailability of personnel to work on the Project. d. Requested information is unavailable or not provided in a timely manner. e. Data is unavailable, missing, or incorrect. f. Access to the data/files is unavailable or interrupted. 10. Additional SEW and Client responsibilities are set forth in Appendix C. 3. Fees. The total fees under this Amendment 4 Exhibit 4 are $165,000 and shall be invoiced as follows: $41,250 (25%) upon completion of DOU $82,500 (50%) upon UAT sign off $41,250 (25%) upon delivery to production Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
28 Packet Pg. 78 of 128

Page
APPENDIX A – V11 Modules and Functionality to be ImplementedProduct CodeProduct NameSmartCX – Mass Market Persona CXM-10-Web Customer Web Portal CXM-10-Mobile Customer Mobile Apps (iOS & Android) CXM-10-1 CXM – My Account CXM-10-2 CXM – Billing CXM-10-3 CXM – Usage CXM-10-4 CXM – Compare CXM-10-6 CXM – NotificationsCXM-10-7 CXM – Service CXM-10-8 CXM – Connect Me CXM-10-9 CXM – Ways to SaveBusiness Experience (BX) - StandardBXM -10-13 BXM – Dashboard BXM -10-14 BXM – CSRBXM -10-15 BXM – AdministrationBusiness Experience (BX) - Advanced BXM-10-16 BXM – Ways to Save BXM -10-17 BXM – Notifications BXM -10-19 BXM – Customer AI / Analytics Support Plan Subscription Sup-1 Standard Support Plan (included) Sup-2 Max Support Plan (requires a separate order form) Customer Notification Preferences The SmartCX software includes integrated notification services which can be configured upon request for the purposes of customer alerts and notifications based on configurable workflow and decision trees.The scope for configuration of notifications/alert campaigns will be determined during the Planning & Design phase. Additional alerts/campaigns can be configured at additional cost. ModuleNotification Email My Account Online Account Registration/Activation Link XForgot Your Password XForgot Your UsernameXProfile Information Update (Phone &Email)XPassword Updated XPaperless Bill Enrollment/UnenrollmentXAdd/Delete AccountXAdd/Delete Payment Method XUpdating Marketing Preference XBilling eBill Ready NotificationXPayment Reminder XPayment Plan/Arrangement Enroll/Unenroll ConfirmationXAutopay Enroll/Unenroll Confirmation XConnect Me Usage Threshold Alerts (triggered based on customer established threshold) X Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
29 Packet Pg. 79 of 128

Page
Customer Usage Data AMI Monthly Client Vendors CIS – SAP S4/HANA Billing – SAP S4/HANA Payments – Elavon Meters –Smart Works Compass Bill PDF - Infosend SMARTCX-7.5 Base Build Functionality includes: Registration & Log-in Registration Step 1 (Validation): Ability to validate up to 2 or more fields during registration- Account #, last four digit of Primary ID, Email Address Registration Step 2 (Sign Up): Ability to allow the user to enter personal information (Username, Password, First Name, Last Name)Ability to enroll in paperless billing during registrationAbility to subscribe to notification preferences during registrationAbility to verify the user by sending the activation link on email followed by a reminderAbility to sync all accounts, associated with the customer depending upon the account used for registration, to the registered user profile Ability to use login Help (Forgot username, Forgot Password, Problem Signing in) for assistanceAbility to login with valid username and passwordAbility to authenticate the user via MFA on the registered email address Ability to block the IP/Account during incorrect login/registration attempts Ability to provide biometric login depending upon device CSRs have the ability to reset password. My Account Ability to show/edit personal contact info (Email Address, Phone Number) entered during registration to the user Ability to show/edit login info (Username, Password) entered during registration to the user Ability to add/edit personal info (Secondary Email Address, Secondary Phone Number) entered during registration to the user Ability to give the add / edit / delete payment methods (Credit card, Bank account) Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
30 Packet Pg. 80 of 128

Page
Ability to set the notification preferences (Email only) at user + account levelAbility to set quiet hours (Part of notification preferences)Ability to make an account as default for better user experience Ability to link accounts with the profileAbility to unlink accounts from the profile Ability to show/update account level nicknameAbility to show/update account level enrollment for bill types (Paperless, Paper, Both) Ability to show/update the account level mailing addressAbility to download a user's data to meet the compliance regulationsAbility to submit a delete user's profile requestAbility to gather answers on the surveyed rolled out under About My home (Residential Customers) and About My business (Commercial Customers) Ability to delegate the access of account (Guest User) Ability for a guest to register a new or use its existing profile to access the invited accountAbility to resend the activation or edit the access details of the invited guest user Ability to inform users via standard email notifications for important updates related to the account and profile Ability to change names after account creation. Ability to consolidate all accounts associated with the customer into one profile. Dashboard Ability to show the welcome screen - First Time User Only, to allow them to set basic optional notification preferences for a better experience Ability to show the billing summary on the dashboard and redirect to the billing modules: remaining balance, due balance, and due date. Ability to show the bill comparison on the dashboard for latest bill, second latest bill and last year's bill corresponding to the latest this year.Ability to show or manage the banners on the right rail contents and Auto Pay Carousel Ability to select account from account selection (customer with more than 1 account) Ability to allow the CSR to see the same screens available to the customer when in the portal to facilitate customer calls.ability to develop and display reports for tracking customer activities like registration status and service requests.The district staff should have the ability to view reports by date range, monthly, yearly, for issues, notifications, usage, navigation trends, and history etc. For instance number of clicks, number of abandoned transactions by date, device, time, and screen names.Generic Functionalities (across platform) Ability to choose the account/property address linked to the profile so that account specific information can be accessed across the platform Ability to show the FAQs Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
31 Packet Pg. 81 of 128

Page
Ability to greet the user based on the time zoneAbility to show the Terms & Conditions and Privacy PolicyAbility to show the total number of unread notifications on the bell icon and redirect to the notification inbox Ability to view all social media accounts associated with the district. The Portal shall allow the staff to view all customer notifications in one location along with the ability to respond to one or multiple customersBilling Ability to Show Due Balance & Credit from (Account level) Ability to show Pass Due Balance (Account level)Ability to open/export Bill PDF (Account level)Ability to show Due Date (Account level) Ability to show Bill Period (Account level)- Support monthly and bi-monthly billing period Ability to access bill history up to 3 columns- Bill Date, Amount, Bill PDF (Account level) (12 months) Ability to access payment history up to 3 columns-Payment Date, Payment Amount, Channel (Account level) (12 months)Ability to export bill details to XLS (Account level) Ability to export bill history to XLS (Account level) Ability to export payment history to XLS (Account level) Ability to set up Autopay- SEW scheduler (Account level)Ability to set up Autopay- send AP details to CIS (Account level) Ability to make 1-time payment (Pre-Login and Post Login)Ability to integrate with Elavon with standard payment API (Account level)- Supports CC, Debit, and ACH Ability to make unauthenticated 1-time payment- 2 fields validation, and SMARTCX will be displaying total due balance post validation Ability to display payment location on google mapAbility to submit billing queries to CSRAbility to view all the bills associated with the customer. Suppose the customer has more than one account. Ability to make one payment for all the accounts (aggregated amount, if any partial amount, payments need to be made separately) associated with the customer.All payments made on the portal should reflect in CIS real timeAbility to save bank and/or credit details for ease of payment Ability to track all notifications by type, open date, close date Usage & Compare Usage Ability to show consumption monthly average in UOM (KwH, Gal, CF) with the ability to switch between UOM.

Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
32 Packet Pg. 82 of 128

Page
Usage Ability to show the highest consumption this year in UOM (KwH, Gal, CF)Usage Ability to show monthly usage (Non-AMI)Usage Ability to show interval usage 15 mins, 30 mins, hourly based on data received (AMI- Client provide/no calculation) Usage Ability to view usage at meter level (meter selection dropdown) Usage & Compare Ability to toggle between UOM and Dollar (Billing Period Usage only for $) Usage & Compare Ability to show usage graph- Y-axis unit consumption, X-axis usage monthsUsage Ability to export consumption data according to user filterUsage & Compare Ability to filter by usage yearUsage Ability to set usage alert (AMI)Usage Ability to view rate plan- Client to provide data or redirect link Usage Ability to download green button data- service type (electricity), select meter number, From-To date range (XML format).Usage & CompareAbility to see Usage use so far this month if interval and daily AMI data is available for the utility account for UOM and Dollar consumption. Usage & CompareAbility to see projected usage for the current billing period if interval and daily AMI data is available for the utility account for UOM and Dollar consumption. Usage & CompareAbility to select an account from the account selector, the user will be able to view usage & compare at the meter level associated with the selected account. Usage & CompareAbility to switch between different commodities (Gas, Electric, and Water) if the data structure is support under utility account. Compare Compare Me- Ability to compare my usage for the current month for this year to the same month of the previous year.Compare Compare Zip- Ability to compare my usage for the current month for this year to the same month of the previous year. Compare Compare Utility- Ability to compare my usage for the current month for this year to all customer's average for the same month of the previous year Compare Compare All-Ability to compare my usage for the current month for this year to all customers, zip code average, and my usage for the same month of the previous year. Contact Us Ability for utility customers to submit a support-related request such as login problem, billing queries, etc. Contact Us form is dynamic and configurable per Client template) Ability for utility customers to select a specific topic related to their queries. Utility customers can attach a document with a defined format and present it as part of the request.Ability for CSR to respond to a customer request in the CSP Ability to track all notifications by type, open date, and close date.Service Customized topics & multiple step forms or Dynamic forms created from CSP based on requirementAbility to Select Premise Address (CIS) Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
33 Packet Pg. 83 of 128

Page
Ability to Select Premise Address (Google API)Ability to validate mail addressSupport of co-applicant on start service Form Preview capability before submission Submit service request (SMARTCX)Submit service request (CIS)Unique tracking ID generation against each service request Service request tracking (SMARTCX) Save form as drafts and view the same in 'Saved Forms' sectionSubmit forms for Move in /Move out by the customer from the portal. Ability to request services like Transfer, Disconnect, Turn-on, Turn-off Notifications Functionality Ability to send notification X days before bill due date- If balance is > $0.00 Ability to send notification on due date - If balance is > $0.00Ability to send notification X days pass bill due date (Delinquency) - If balance is > $0.00Ability to send notification X days before autopay withdraw Ability to send confirmation when one-time payment is successful Ability to send confirmation when one-time payment is declined Ability to send notification when SMARTCX execute autopay transaction successfully Ability to send notification when autopay payment transaction was declined for this customerAbility to send high usage alert Ability to send confirmation when a service - move in request has been submitted successfully Ability to send confirmation when a service - move out request has been submitted successfully Ability to send confirmation when a service - transfer request has been submitted successfully Ability to send confirmation when a service - others request has been submitted successfully Ability to send notification when profile information has been updated successfully Ability to send notification when notification preferences has been updated successfully Ability to send notification when payment methods has been added/deleted/Edited successfully Ability to send notification when a guest user has been invited/added to the profile successfully Ability to view the notices and communication sent to them on the customer's account within the portal.Ability to view push communication and other notices which was sent out. Outages Functionality Ability to redirect to outage page on Client webpage Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
34 Packet Pg. 84 of 128

Page
Efficiency / Conservation The Efficiency/Conservation module displays the utility energy efficiency and water conservation programs, rebates, and savings tips with the ability for the customer to view and enroll in these programs using any device (desktop, tablet, smartphone). Specifically, utility customers will be able to view rebates and programs available. View personalized savings tips based on customer class (residential/C&I) Any functionality currently present in the V7 build that is not explicitly referenced above shall be included in the V11 upgrade.

Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
35 Packet Pg. 85 of 128

Page
APPENDIX BCHANGE REQUESTS AND CUSTOMIZATIONS IN VERSION 7.0 # Issue keySummaryDescriptionModule/SubModule v11 OOTB1 https://smartenergywaternet.atlassian.net/browse/CR-1069 Extend Temporary Password Expiration to 14 days Currently, when a customer receives the email to set up a new username and password, they have 7 days before the link expires.Registartion / My ProfileConfiguration This link needs to have the expiration period extended from 7 days to 14 days.2 https://smartenergywaternet.atlassian.net/browse/CR-1086Add Welcome Message on Pre-Login PageDashboardConfiguration3 https://smartenergywaternet.atlassian.net/browse/CR-1135 Request for a Copy of Gateway Production System for City of Palo Alto CPAU is in the process of building their QA environment in Cloud. Configuration CPAU is now requesting if a copy of the on-premise Gateway Production system for setting up GWQ system in Cloud. This is to ensure the latest code and data in Gateway Production to be a part of Gateway QA environment.4 https://smartenergywaternet.atlassian.net/browse/CR-1379 Palo Alto - Ability to post a message to their customer in pre and post login Palo Alto would like the ability to post a message in the prelogin page like WSC where they have the ability to customize the message and turn it on/off in the CSP. Pre=Login Configuration They would also like the ability to post a message in the post login where they can customize and post a message to their customer post login through the CSP.All modules and BX Customization 5 https://smartenergywaternet.atlassian.net/browse/CR-1595Add static text to Utility Bill screen Add the following static plain text in box 1 (see screen shot). Text is: “Please allow one business day for the payments to show on your account”.Current Bll Verbiage 6 https://smartenergywaternet.atlassian.net/browse/CR-1657 CPAU Scheduled Maintenance Changes Content change to Scheduled Maintenance Scheduled Maintenance Screen Configuration 8 https://smartenergywaternet.atlassian.net/browse/CR-1665 CPAU "Pay Bill" text change on Pre-login Page SEW to make potential changes to the "Pay Bill” text in two locations on the pre-login page - something akin to “Quick Bill Pay” or “Bill Pay - without loginPre=Login Verbiage 9 https://smartenergywaternet.atlassian.net/browse/CR-1676 CPAU - add static text to top of usage page in Add static text to Customer Portal usage tab "Hover Over the Bar Graph for More Details"Usage Verbiage Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
36 Packet Pg. 86 of 128

Page
customer portal10 https://smartenergywaternet.atlassian.net/browse/CR-1714 CPAU Update Links on MyCPAU (behind Logo on and Service Turn On)External URL to configure Pre=Login Configuration 11 https://smartenergywaternet.atlassian.net/browse/CR-2191 Palo Alto - Max Payment Amount Customer should not be able to use any other payment channel within SMARTCX to make additional payments above the 5k limit. This should prevent them from also making combination of different payment types (VISA/MC/AMEX/Discover) above 5K.Billing Configuration 12 https://smartenergywaternet.atlassian.net/browse/CR-2219 Palo Alto -Add Menu Item for Bill Inserts to Billing Page to insert a menu and button, for customers to redirect them to PAU site. Current Bill Customization13 https://smartenergywaternet.atlassian.net/browse/CR-2220 Palo Alto - Show Auto Pay Enrollment status on DashboardDashboard Configuration 14 https://smartenergywaternet.atlassian.net/browse/CR-2221 Palo Alto - Automatically Enroll in Paperless Bills at Registration Registartion Configuration 15 https://smartenergywaternet.atlassian.net/browse/CR-2222 Palo Alto - Expand Length of Password field and Allow Additional Characters Registartion / My Profile / Pre-Login/Login Configuration 16 https://smartenergywaternet.atlassian.net/browse/CR-2441 CPAU: Send a declined notification to autopay users who have a credit card set as their method of payment when their invoice amount is above $5,000Notification Customization 17 https://smartenergywaternet.atlassian.net/browse/CR-2832 CPAU: Create Dedicated On-Bill Financing Page"Loans" Customization 18 https://smartenergywaternet.atlassian.net/browse/CR-3379 CPAU: Usage Chart shows Usage Configuration Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
37 Packet Pg. 87 of 128

Page
only 11 months19 https://smartenergywaternet.atlassian.net/browse/CR-4026 CPAU -Remove About My Home for Residential Customers Account Sub-Module menu Configuration 20 https://smartenergywaternet.atlassian.net/browse/CR-4117CPAU: Notify distribution list of notifications if it reaches 25+/day. NotificationCustomization21 https://smartenergywaternet.atlassian.net/browse/CR-4250 CPAU: Amendment #3 - remove 65 + account linkage limit. TBD/Customization/Configuration 22 https://smartenergywaternet.atlassian.net/browse/CR-4468 CPAU -UAT 2 - AMI project changes Configuration + Customization 23 https://smartenergywaternet.atlassian.net/browse/CR-4711 CPAU: Change Notify CPAU distribution list if notifications if it reaches 25+/day Sysdate 6am to Sysdate 11:45am (PT) Customization 24 https://smartenergywaternet.atlassian.net/browse/CR-5071 CPAU: Delivery- Usage graph - Add Time Period Range to Hover Over of usage bars and to the Usage Export FileCustomization 25 https://smartenergywaternet.atlassian.net/browse/CR-5099 Delivery - AMI Usage historical data load Configuration26 https://smartenergywaternet.atlassian.net/browse/CR-5174 CPAU: AMI - NEM1 device exchange data mismatch Configuration 27 https://smartenergywaternet.atlassian.net/browse/CR-5452 CPAU: Login Screen - Update Background PhotoConfiguration 28 https://smartenergywaternet.atlassian.net/browse/CR-5486 CPAU: AMI - Usage graph kW changesCustomization 29 https://smartenergywaternet.atlassian.net/browse/CR-5541 CPAU: Download interval data for user Customization Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
38 Packet Pg. 88 of 128

Page
specified period30 https://smartenergywaternet.atlassian.net/browse/CR-5628CPAU: Change Bill Image Vendor to InfosendThe city is changing its bill image vendor to Infosend in May 2025. SEW will need to develop, test and migrate this change to fetch Bill Images from Infosend instead of the current vendor integration.Configuration31 https://smartenergywaternet.atlassian.net/browse/CR-5641 Palo Alto Domain MigrationMigrate the City of Palo Alto’s current domain of cityofpaloalto.org to the new domain of Paloalto.gov. Anywhere the current URL is mentioned will need to change to the new URL of paloalto.gov (emails). Also, the bill generation notifications “from” email address will need to be change to “[email protected]” from “[email protected]” Configuration 32 https://smartenergywaternet.atlassian.net/browse/CR-5689 CPAU: AMI - Usage AlertsCustomization 33 https://smartenergywaternet.atlassian.net/browse/CR-6156 CPAU - Usage Chart - Display Time-of-Use (TOU) interval dataProvide residential and commercial customers on a Time-of-Use rate schedule (e.g., E1T, E4T, E7T) the ability to view their AMI interval data usage.Configuration+Customization Any customizations currently implemented in the V7 build that are not explicitly referenced above shall be carried forward and included in the V11 upgrade.

Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
39 Packet Pg. 89 of 128

Page
APPENDIX CRACI MatrixRACI Definitions To ensure clarity in roles, responsibilities, and decision-making across all project activities, the following RACI (Responsible, Accountable, Consulted, Informed) model will be used throughout this Statement of Work: R – Responsible The party performing the work to complete the task or deliverable. There may be multiple Responsible parties. This is the hands-on execution role. A – Accountable The party ultimately answerable for the correct and satisfactory completion of the task or deliverable. There must be exactly one Accountable party per activity. Approves the work completed by the Responsible party. C – Consulted The party or parties who must be consulted prior to the work being performed or finalized. Provides subject-matter expertise, clarification, and feedback. This is a two-way communication role. I – Informed The party or parties who must be kept informed of progress, decisions, or completion of the task or deliverable. Does not participate in the work directly. This is a one-way communication role. Categories Sub-Category (Tasks/Activities)SEW CPA Kickoff Internal Kickoff Meeting (High level scope, timeline, roles and responsibilities) A, R CProduct Kickoff decks A, R CClient Kickoff Meeting (Intro & Scope Confirmation) A, R CIntroduce Project StakeholdersA, R CPMO RAID Log A, R CWeekly Status Report A, R CProject PlanA, R CFunctional Workshops Fit Gap Workshop - Deliver Configuration Workshops A, R CCX Workshop - UX/UI DesignA, R CTechnical Workshop Identify Integration Points Discuss Approach to Identify, Access, and Structure Data A,RC, R Collect and Organize all Necessary Data - Data MappingA, R CDocumentationDOU A, R CData MappingA, R CData Contract (batch files)A, R CAPI services mapping A, R CObtain client sign-off on DOUA, R C,R Create user stories in JiraA, R CInfrastructure & DB SMARTCX Environment setup and provisioning (Dev, QA, UAT, Prd)A, R ISAP Environment set-up and provisioning (For ex. QAS) CA, RSMARTCX Non-prod env DB refresh (x3)A, R CSAP Non-prod env DB refresh (x3) CA, RNetwork Connectivity Obtain system access (user credentials to SAP, API credentials) CA, RVPN/Firewalls/Whitelisting A, R A, RVerify connectivity and access to services, shared folders, etc. A, R CBase Configuration Activities Configure Test Data (SAP) CA, RConfigure Test Data (SMARTCX)A, R CConfiguration of Portal (SMARTCX) A, R CConfiguration of Customer Service Portal (CSP)A, R CSAP Configuration A,RCBatch files/Developing the QueriesA, R CData migration (migrate existing Customer Notification preference Data migration requirements and strategy documentA, R CData extraction and cleansing, if required CA, RData load to SMARTCXA, R C Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
40 Packet Pg. 90 of 128

Page
data to the SMARTCX platform) Integration ActivitiesSAP Odata Services - SEW Pre-built packageA, RCNew Integration Services Development, if required (where pre-built gaps exist as identified in Change Request process)C,A,RC SAP Custom FM Development for specific objects, if required A,RCSAP Data Extraction including Mock data, Converted data from SAP s.S/4 HANA and Cutover data A,R C PGP Encryption of Extracted dataA,RC TestingUAT & SIT Test PlanA, RCUAT & SIT Test Scripts A, R CUAT & SIT Test Execution & Sign offA, RCLoad/Performance TestingA, R CSecurity Penetration TestingA, RCChange Management Business Process Changes CA, RTrain-the-trainer plan A, R CTraining materials (e.g. user guide, short key reference, training video)A, R CMarketingMarketing kick off meetingA, R CConfirmation on artifacts required (brochure, email campaign, video)A, RCMarketing Strategy Plan and roll outA, RCDevelopment of the materialsA, R CSign off by Client on the Marketing Artifacts CCDeploy to Production Cutover Preparation and Activities A, R CMock cutoverA, R CCreate deployment plan A, R CTrack against deployment plan A, R CSMARTCX Prod Deployment A, R CSAP Code Migration CA, R SEW Batch File AutoschedulingA, R CClient Batch File Autoscheduling CA, R Sign off on Mobile Application Template For Submission R,CA, RMobile app submission to Play/App storeR,CA, RPost-Deployment Activities Client PVT CA, RKnowledge Transition Process to Utility Client Support TeamA, R CFix Production Ticket A,RCMonitor Adoption MetricsA,RCWarranty and support A, R CPost Go Live Stabilization A, RI Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
41 Packet Pg. 91 of 128

Certificate Of Completion
Envelope Id: AAE856D0-F501-495E-B4AD-B8522367B4F0
Status: Completed
Subject: Complete with Docusign: S18165157 Amendment No. 4_26.02.24 final.pdf Source Envelope:

Document Pages: 35
Signatures: 2
Envelope Originator:

Certificate Pages: 2
Initials: 1
Ann Marie Romero
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
[email protected]
IP Address: 170.85.54.88
Record Tracking
Status: Original
3/4/2026 8:42:08 AM
Holder: Ann Marie Romero
[email protected]
Location: DocuSign
Security Appliance Status: Connected
Pool: StateLocal
Storage Appliance Status: Connected
Pool: City of Palo Alto
Location: Docusign
Signer Events
Signature
Timestamp
Harman Sandhu
[email protected]
President
Smart Energy Water (SEW)
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 64.147.23.106
Sent: 3/4/2026 8:53:27 AM
Viewed: 3/4/2026 8:55:31 AM
Signed: 3/4/2026 8:55:51 AM
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Joseph Chaparo
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 23.125.217.189
Sent: 3/4/2026 8:55:56 AM
Viewed: 3/4/2026 10:02:56 AM
Signed: 3/4/2026 10:03:44 AM
Electronic Record and Signature Disclosure:

Not Offered via Docusign
Barney Monte
[email protected]
Chief Financial Officer
Security Level: Email, Account Authentication
(None)

Signature Adoption: Pre-selected Style
Using IP Address: 64.147.23.106
Sent: 3/4/2026 10:03:47 AM
Viewed: 3/4/2026 2:39:51 PM
Signed: 3/4/2026 2:50:28 PM
Electronic Record and Signature Disclosure:

Not Offered via Docusign
In Person Signer Events
Signature
Timestamp
Editor Delivery Events
Status
Timestamp
Agent Delivery Events
Status
Timestamp
Intermediary Delivery Events
Status
Timestamp
Certified Delivery Events
Status
Timestamp
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
42 Packet Pg. 92 of 128

Carbon Copy Events
Status
Timestamp
Witness Events
Signature
Timestamp
Notary Events
Signature
Timestamp
Envelope Summary Events
Status
Timestamps
Envelope Sent
Hashed/Encrypted
3/4/2026 8:53:27 AM
Certified Delivered
Security Checked
3/4/2026 2:39:51 PM
Signing Complete
Security Checked
3/4/2026 2:50:28 PM
Completed
Security Checked
3/4/2026 2:50:28 PM
Payment Events
Status
Timestamps
Item 5
Attachment A - Amendment
Number 4 to Contract
S18165157 with Smart
Energy Water Inc.

Item 5: Staff Report
Pg.
43 Packet Pg. 93 of 128

City Council
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: City Manager
Meeting Date: March 23, 2026
Report #:2601-5841
TITLE
FIRST READING: Adoption of an Ordinance to Amend Chapter 9.73 of the Palo Alto Municipal Code to Adopt a Local Policy to Implement the Foundational Principles of the United Nations Convention on the Elimination of all forms of Discrimination Against Women (CEDAW) as Recommended by the Policy and Services Committee; CEQA status – Not a Project

RECOMMENDATION
Policy and Services Committee recommends that the City Council adopt the attached CEDAW Ordinance.

BACKGROUND
In October 2018, the City Council passed a resolution with intent for the City to pursue an ordinance to endorse the United Nations’ Convention on the Elimination of all forms of Discrimination Against Women (CEDAW). This discussion first went through the Policy and Services Committee and focused on affirming the City’ s commitment to the principles of the United Nations’ work. The intention was to work within existing budgets and resources and to demonstrate Palo Alto’ s commitment to the principles of CEDAW.

In November 2020, the Policy and Services Committee accepted a status report regarding CEDAW and recommended to City Council that staff proceed with a community summit on gender equality issues. The recommendation also included a request for Human Resources to publish City of Palo Alto workforce gender demographics and to include gender as a part of the City’s work on inclusion and belonging. When this recommendation went to the City Council, the City Council affirmed the recommendation and asked staff to share the findings regarding youth in recreation programs with the City’s Teen Advisory Council for consideration in planning future trainings or mentorship programs. The City Council also recommended that the Office of Human Services host a convening related to greater opportunities for women and girls.

In June 2021, the City hosted the Palo Alto Summit on Women and Girls (with ‘Women’ and ‘girls’ referring to a gender expansive and inclusive definition). The event was keynoted by Lori Item 6
Item 6 Staff Report

Item 6: Staff Report
Pg.
1 Packet Pg. 94 of 128

Nishiura Mackenzie, Co-Founder of the Women’s Leadership Innovation Lab and the Lead Strategist on Diversity, Equity and Inclusion for the Stanford Graduate School of Business (link to materials and video: http://paloalto.gov/Events-Directory/City-Manager/Summit-on- Women-Girls). This event was held in connection with the City’s continued commitment to advancing a CEDAW ordinance.

In 2024, the City Council affirmed the City’s Equity Action Plan,1 which included advancing a CEDAW ordinance as Action Item 3.4 (Finalize CEDAW Ordinance and Present it to the City Council for Adoption). Attachment A is the follow up to that action plan item as well as to the prior City Council interests shared through resolution.

The City released a Demographics Dashboard as a follow up to prior City Council direction and the Equity Action Plan (Item 2.5). The dashboard can be found online at:
https://www.paloalto.gov/Departments/Human-Resources/Workforce-Demographic- Dashboard.

Most recently, the Policy and Services Committee discussed the draft ordinance on December 9, 2025. In that discussion, the Committee recommended that the ordinance be a codified ordinance instead of the proposed non-codified ordinance, as well as to make a few other changes to the ordinance. The motion that passed unanimously by the Committee2 was:

To recommend the City Council adoption of the attached CEDAW Ordinance, and that it be codified with the following amendments:

1. In Section (a) Economic Development

1. Add “such as lack of childcare, workplace harassment, and equal pay” after known barriers

2. Add “with vendors and others” after public contracting

2. In Section (d) Community, Library and Transportation Services, add at end of subparagraph 1, “and support survivors of sexual- and gender-based violence"

3. A referral to the HRC for consideration of strategies and policies to implement the City’s CEDAW ordinance, contingent upon Council’s adoption of the ordinance.

ANALYSIS
The motion passed by the Policy and Services Committee incorporates feedback received at the Committee meeting. The Committee noted that adoption of the ordinance is just one important step in memorializing the City’s commitment to the human rights principles outlined in CEDAW. 1 City of Palo Alto Equity Action Plan:
https://www.cityofpaloalto.org/files/assets/public/v/1/citymanager/wellness-and-belonging/equity-workplan- 2024.pdf
2 Policy and Services Committee Action Minutes, December 9, 2025. Link:
https://recordsportal.paloalto.gov/WebLink/DocView.aspx?id=83988&dbid=0&repo=PaloAlto&searchid=4cb374a8 -d14e-4483-8a42-1d6dab2d78fc
Item 6
Item 6 Staff Report

Item 6: Staff Report
Pg.
2 Packet Pg. 95 of 128

The ordinance, as amended, ratifies current City practices and establishes guidelines for the continued work of eliminating all forms of discrimination against women within the city.

The ordinance identifies several different areas of city government where the City can have the greatest impact in eliminating discrimination against women and girls. These include economic development (inclusive of childcare and vendors), housing and homelessness, political and civic engagement, climate action and sustainability, community, library, and transportation services (inclusive of support for survivors of sexual- and gender-based violence). The ordinance seeks to accomplish the goals set by the Human Relations Commission and the City Council in recent years to enshrine the principles of CEDAW into local law. The ordinance is modeled after the CEDAW ordinance enacted by the Santa Clara County Board of Supervisors in May of 2023.

However, the City’s ordinance does not include as many categories as the Santa Clara County ordinance,5 as the County has additional significant areas of jurisdiction that are not part of the City’s purview of services, including the criminal justice system and the public health system.

The Committee suggested changes that kept the ordinance within the thematic areas that are most relevant to the City’s work. The ordinance, as a first step, takes into account the limited existing City resources related to this work.

At the Committee discussion there were questions about efforts the City currently has related to anti-harassment. The City has an established policy against discrimination, harassment, and retaliation which is shared with all City employees and City Councilmembers (it was also recently shared with Boards and Commissions members though they are not formally included in the policy). The policy establishes a complaint procedure by which the City will investigate and resolve complaints of discrimination, harassment, and retaliation. The policy shares the directive of the City Council that all City employees regardless of rank or title share in the responsibility of ensuring a working environment that is free from discrimination, harassment, and retaliation. The City encourages all covered individuals to report any conduct that they believe violates this policy as soon as possible. There is a requirement that all City Councilmembers, Board and Commission members, and staff complete regular training on this topic.

The Committee included a recommendation for a referral to the Human Relations Commission (HRC) to do additional work on effectuating this ordinance and provide recommendations back to the City Council and staff relating to further advancing the ordinance. Topics suggested by the Committee for further HRC discussion included: 1) appropriate housing options for unhoused individuals and individuals who experienced sexual- or gender-based violence; and 2) childcare. If this ordinance is adopted by the City Council, staff will coordinate with the HRC to further discuss these topics.
5 See Santa Clara County Ordinance NS-300.972 (2023), codified at County of Santa Clara Ordinance Code Division A18, Chapter VIII. Link:
https://library.municode.com/ca/santa_clara_county/ordinances/code_of_ordinances?nodeId=1216532 Item 6
Item 6 Staff Report

Item 6: Staff Report
Pg.
3 Packet Pg. 96 of 128

Adoption of the ordinance, as recommended by the Committee, would add Palo Alto to a host of other cities and communities that have taken this important first step to support women and girls. Palo Alto would use this ordinance to guide the City’s wellness and belonging efforts, especially as the efforts relate to the topics referenced in the ordinance.

FISCAL/RESOURCE IMPACT
This ordinance would be implemented within existing budgets and resources.

STAKEHOLDER ENGAGEMENT
The previous City Council discussions, Committee discussion, as well as the information shared and gathered at the Summit on Women and Girls have been opportunities to hear from the community about the importance of a CEDAW ordinance for Palo Alto.

ENVIRONMENTAL REVIEW
Approval of this ordinance is not a project within the meaning of Section 15378 of the California Environmental Quality Act (“CEQA”) because it has no potential for resulting in physical change in the environment, either directly or ultimately. In the event that this ordinance is found to be a project under CEQA, it is subject to the CEQA exemption contained in CEQA Guidelines Section 15061(b)(3) because it can be seen with certainty to have no possibility of a significant effect on the environment in that this ordinance simply clarifies existing local regulations.

ATTACHMENTS
Attachment A: Draft CEDAW Ordinance as Amended and Recommended by Policy and Services Committee
APPROVED BY:

Ed Shikada, City Manager
Item 6
Item 6 Staff Report

Item 6: Staff Report
Pg.
4 Packet Pg. 97 of 128

NOT YET APPROVED
1 Ordinance No. ____
Ordinance of the Council of the City of Palo Alto Amending Chapter 9.73 (City Policy Against Arbitrary Discrimination) of Title 9 (Public Peace, Morals and Safety) of the Palo Alto Municipal Code to Add Sections 9.73.050 (Local CEDAW Principles) and 9.73.060 (Private Right of Action) and Amend Associated Sections

The Council of the City of Palo Alto does ORDAIN as follows:

SECTION 1. Findings and Declarations. The City Council finds and declares as follows:

A) On October 15, 2002, Council passed Resolution #8217, in support of U nited States ratification of the United Nations Convention on the Elimination of all forms of Discrimination Against Women (CEDAW).

B) The human rights principles found in CEDAW serve as a vital reference point as we join with cities and counties across California and the United States in supporting fairness for all genders throughout city operations.

C) On February 8, 2018, in response to Council Resolution #9653, the Human Relations Commission passed a series of recommendations for Council consideration, including the consideration of a CEDAW ordinance.

D) On October 1, 2018, Council directed staff to return with options for a City ordinance endorsing CEDAW and affirming the City’s commitment to the principles of CEDAW.

E) The City Council desires to continue working towards measures t hat positively address gender fairness city operations by passing an Ordinance affirming the principles of CEDAW, which will be integrated into the City’s Wellness and Belonging Initiatives.

F) The Council finds it appropriate to amend Chapter 9.73 (City Policy Against Arbitrary Discrimination) to institute the principles of CEDAW in the City’s ongoing work to ensure fairness for all Palo Altans.

SECTION 2. Section 9.73.040 (Definitions) of Chapter 9.73 (City Policy Against Arbitrary Discrimination) of Title 9 (Public Peace, Morals and Safety) of the Palo Alto Municipal Code is hereby amended to read as follows:

9.73.040 Definitions

Item 6
Attachment A - Draft
CEDAW Ordinance as
Amended and
Recommended by Policy
and Services Committee

Item 6: Staff Report
Pg.
5 Packet Pg. 98 of 128

2 The following words and phrases whenever used in this chapter shall be construed as defined in this section, unless the context indicates otherwise.

(a) "City property" means any real property or facilities owned or controlled by the city of Palo Alto.
(b) "Lease" means any non-residential lease, license or other permitted use of city property.
(c) "Person" means natural person, joint venture, joint stock company, partnership, association, club, company, corporation, business trust, organization, or the manager, lessee, agent, servant, officer or employee of any of them. (d) “CEDAW” means the United Nations Convention on the Elimination of All Forms of Discrimination Against Women.

SECTION 3. Section 9.73.050 (Local CEDAW Principles) of Chapter 9.73 (City Policy Against Arbitrary Discrimination) of Title 9 (Public Peace, Morals and Safety) of the Palo Alto Municipal Code is hereby added as follows:

9.73.050 Local CEDAW Principles

It is the goal of the City to implement the principles underlying CEDAW to eradicate discrimination against women and girls. The following CEDAW principles will be integrated in the City’s role as a service provider, employer, and community and business partner to the maximum extent possible, and as permitted by law. The City will approach this work through cultivating experiences and appreciation, fostering a welcoming environment, and assessing impacts for all. In implementing the CEDAW principles, the City shall ensure that its actions align with its continued work to end all forms of arbitrary discrimination, as described in this Chapter.

a) Economic Development

1. The City shall take appropriate measures to support the economic development of women and girls in the city of Palo Alto through the elimination of any known identified barriers, such as lack of childcare, workplace harassment, and equal pay, in the areas of employment; licenses, permits, and registrations; and public contracting with vendors and others.
b) Housing and Homelessness

1. The City recognizes that the root causes of homelessness and housing insecurity are different for women and girls, and they may include factors such as gender- based violence, substance abuse, mental health, poverty, and the uneven distribution of caregiving responsibilities. It is a priority of the City to support policies and programs that understand the unique housing needs of women and girls.

Item 6
Attachment A - Draft
CEDAW Ordinance as
Amended and
Recommended by Policy
and Services Committee

Item 6: Staff Report
Pg.
6 Packet Pg. 99 of 128

3 2. The City shall ensure equal access to the full range of affordable, permanent housing options for women and girls and their families, and to help eliminate discriminatory policies in the housing market, recognizing the even greater adversity faced by those in poverty, released from incarceration, long-term care, survivors of gender-based violence or aging out of the foster care system.

3. The City shall support homelessness prevention and homeless services that are designed to be gender-responsive to the needs of women and girls. c) Political and Civic Engagement

1. It is a priority of the City to educate all individuals, including women and girls, about their voting rights and to encourage civic engagement.

2. The City shall encourage voter registration among all eligible voters, including women.

3. The City shall encourage civic and political engagement among women, including seeking and holding public office, membership in local commissions, boards, or task forces, and participating in community service.
d) Community, Library, and Transportation Services

1. The City shall take appropriate and timely measures within the scope of its authority to support women and girls' equal access to community, library, and transportation services and support survivors of sexual and gender-based violence.

2. To the extent it has authority over such services or systems, the City shall remove identified barriers to equal access to community, library, and transportation services whenever the City becomes aware of such barriers. e) Climate Action and Sustainability

1. The City shall, when appropriate, take gender-responsive, culturally responsive measures to address the specific vulnerabilities and needs of women and girls in measures related to climate change adaptation and sustainability, including in vulnerability assessments and other efforts to identify and meaningfully include communities that bear disproportionate risks or other burdens from climate change or other forms of environmental harm.

SECTION 4. Section 9.73.060 (Private Right of Action) of Chapter 9.73 (City Policy Against Arbitrary Discrimination) of Title 9 (Public Peace, Morals and Safety) of the Palo Alto Municipal Code is hereby added as follows:

9.73.060 Private Right of Action

No provision in this Chapter is intended to, and shall not be interpreted to, create a private right of action for damages or equitable relief on behalf of any person or entity against the City or any of its officers or employees.

Item 6
Attachment A - Draft
CEDAW Ordinance as
Amended and
Recommended by Policy
and Services Committee

Item 6: Staff Report
Pg.
7 Packet Pg. 100 of 128

4 SECTION 5. Severability. If any provision, clause, sentence or paragraph of this ordinance, or the application to any person or circumstances, shall be held invalid, such invalidity shall not affect the other provisions of this Ordinance which can be given effect without the invalid provision or application and, to this end, the provisions of this Ordinance are hereby declared to be severable.

SECTION 6. Effective Date. This ordinance shall be effective on the thirty-first date after the date of its adoption.

SECTION 7. CEQA. The City Council finds and determines that this Ordinance is not a project within the meaning of section 15378 of the California Environmental Quality Act (“CEQA”) because it has no potential for resulting in physical change in the environment, either directly or ultimately. In the event that this Ordinance is found to be a project under CEQA, it is subject to the CEQA exemption contained in CEQA Guidelines section 15061(b)(3) because it can be seen with certainty to have no possibility of a significant effect on the environment in that this Ordinance simply clarifies existing local regulations.

INTRODUCED:

PASSED:

AYES:

NOES:

ABSTENTIONS:

ABSENT:

ATTEST:

APPROVED:

______________________________ ____________________________ City Clerk Mayor

APPROVED AS TO FORM: ____________________________
City Manager
______________________________
City Attorney
Item 6
Attachment A - Draft
CEDAW Ordinance as
Amended and
Recommended by Policy
and Services Committee

Item 6: Staff Report
Pg.
8 Packet Pg. 101 of 128

City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Clerk
Meeting Date: March 23, 2026
Report #:2512-5764
TITLE
Interview Candidates for Vacancies on the Human Relations Commission (HRC), Planning & Transportation Commission (PTC), and Utilities Advisory Commission (UAC); CEQA Status - Not a Project

BACKGROUND
The Spring 2026 Boards and Commissions recruitment opened on January 13, 2026 and closed on February 18, 2026. Recruitment for three full-term vacancies on the Historic Resources Board and one partial-term vacancy on the Stormwater Management Oversight Committee has been extended to April 8, 2026.

The Human Relations Commission has one partial-term vacancy, Planning & Transportation Commission has two full-term vacancies, and Utilities Advisory Commission has three full-term vacancies. City Council selected candidates to interview for these commissions at the March 2, 2026 City Council Meeting. The interview schedule will be published as a supplemental report on March 19, 2026.

Each candidate interview will be scheduled for 10 minutes. Candidates will have an opportunity to summarize their experiences, and the remaining time will be allocated to Councilmember questions. Candidates will be informed of the following:

1. Each interview is scheduled for 10 minutes. Candidates may begin with 1-2 minutes describing their experience and/or desire to serve. The remaining time will be Q+A with the City Council;

2. Interviews are located in Council Chambers on the ground floor of City Hall (250 Hamilton Ave) or on Zoom;

3. Please arrive or join Zoom 15 minutes before the scheduled time and check in with the clerk; and

4. If joining via Zoom, make sure to use your name so the clerk can identify the candidate.

Please use this link to join https://cityofpaloalto.zoom.us/j/362027238. The clerk will allow you to unmute and turn on your video when it’s your turn.

Item 7
Item 7 Staff Report

Item 7: Staff Report
Pg.
1 Packet Pg. 102 of 128

Appointments are tentatively scheduled for the April 6, 2026 City Council meeting.

Councilmembers will appoint candidates through live voting conducted during the meeting. The City Clerk will announce the results of the vote.

ANALYSIS
A summary of the openings, eligibility requirements, and term lengths for the HRC, PTC, and UAC vacancies are included below. In addition to the eligibility requirements below, no commissioners can be Councilmembers, officers, or employees of the City.

Human Relations Commission (HRC)
Vacancies and
Term Dates
Seat Number Number of
Applicants
Number of
Candidates to
Interview
Number of
Votes per
Councilmember
1 Partial Term
4/1/26 – 10/31/26
4 9 Up to 6 2
HRC Eligibility Requirements1:
Palo Alto residency is required
Planning & Transportation Commission (PTC)
Vacancies and
Term Dates
Seat Numbers Number of
Applicants
Number of
Candidates to
Interview
Number of
Votes per
Councilmember
2 Full Terms
4/1/26 – 3/31/30
1, 4 11 Up to 6 4
PTC Eligibility Requirements2:
Palo Alto residency is required
1 Palo Alto Municipal Code 2.22.010 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0- 61312
2 Palo Alto Municipal Code 2.20.010 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0- 61274
Item 7
Item 7 Staff Report

Item 7: Staff Report
Pg.
2 Packet Pg. 103 of 128

Utilities Advisory Commission (UAC)
Vacancies and
Term Dates
Seat Numbers Number of
Applicants
Number of
Candidates to
Interview
Number of
Votes per
Councilmember
3 Full Terms
4/1/26 – 3/31/29
3, 5, 6 10 Up to 8 6
UAC Eligibility Requirements5:
Each member shall be a utility customer or the authorized representative of a utility customer.
6 members of the commission shall at all times be residents of the City. oThe 4 commission members whose terms are not expiring in this recruitment are currently residents. Therefore, at least two Palo Alto residents must be appointed in this recruitment to maintain this requirement.

FISCAL/RESOURCE IMPACT
None.

STAKEHOLDER ENGAGEMENT
City staff publicized the recruitment through the City’s Uplift Local community newsletter, City Clerk’s Office newsletters, the City’s website, and the City’s social media channels. The recruitment was also advertised in both print and online in the Palo Alto Daily Post, as well as the Palo Alto Weekly print and a LinkedIn online ad. Recruitment information was also posted at Palo Alto libraries, City Hall, and public facing facilities. Information was also emailed to previous applicants, community-based organizations, and businesses related to the commission’s issue areas.

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

APPROVED BY:

Mahealani Ah Yun, City Clerk
5 Palo Alto Municipal Code 2.23.010 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0- 61350
Item 7
Item 7 Staff Report

Item 7: Staff Report
Pg.
3 Packet Pg. 104 of 128

City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Office of Emergency Services
Meeting Date: March 23, 2026
Report #:2602-5971
TITLE
Palo Alto Local Hazard Mitigation Plan Annual Update for Calendar Year 2025; CEQA Status: Not a Project

RECOMMENDATION
This is an informational report as a status update on the Palo Alto Local Hazard Mitigation Plan.

No Council action is required.

EXECUTIVE SUMMARY
The Office of Emergency Services provides this Local Hazard Mitigation Plan (LHMP) annual report to share the progress the City has made as of December 2025 on LHMP projects over the prior twelve months. The purpose of this information report is to provide an update on the City’s implementation of the mitigation actions identified in the 2023 Santa Clara County Multi-Jurisdictional Hazard Mitigation Plan, Palo Alto Annex.

BACKGROUND
The City of Palo Alto, as part of the Santa Clara County multi-jurisdictional planning process (including participating local cities and special districts), developed a Multi- Jurisdictional Hazard Mitigation Plan from 2022- 2023 to meet Federal guidelines and thereby reduce risk from all hazards by identifying resources, information, and strategies for risk reduction. The Federal Disaster Mitigation Act of 2000 requires state and local governments to develop hazard mitigation plans as a condition for federal disaster grant assistance.

The performance period for the 2023 Santa Clara County Operational Area Hazard Mitigation Plan, Volume 1 became effective in February 2024 with the final approval of the plan by FEMA. FEMA approved the City of Palo Alto Local Jurisdictional Annex, Volume 2 in July 2024, and the Palo Alto City Council adopted both Volumes 1 and 2 on October 7, 2024. The performance period for this plan is five years.

The 2023 MJMHP Base Plan - Volume 1 and the Palo Alto Annex -Volume 2 which articulates Item A
Item A Staff Report

Item A: Staff Report
Pg.
1 Packet Pg. 105 of 128

our local natural hazards and mitigation activities can be viewed online at https://www.paloalto.gov/lhmp.

ANALYSIS
OES coordinated this update with departmental staff members responsible or knowledgeable of each of the projects on this list. As of this reporting period, the performance period for this plan is considered to be 44% complete (including completed, ongoing projects, and closed/discontinued projects). This includes 17 actions that were part of the previous 2017 LHMP that were not completed, and 10 new actions. Each action provides a description of the action, what hazard(s) applies to the action, the lead agency for the action, potential sources of funding, expected timeline for completion, the priority assigned to the action, and current status of the action.
● 3 out of 27 initiatives (11%) have been completed.
● 7 out of 27 initiatives (26%) indicated work is conducted as an ongoing capability. ● 14 out of 27 initiatives (52%) reported progress toward completion. ● 1 out of 27 initiatives (4%) reported having not started. ● 2 out of 27 initiatives (7%) are closed and not will not be continued.

FISCAL/RESOURCE IMPACT
No additional resource impact is expected at this time.

STAKEHOLDER ENGAGEMENT
OES coordinated this update with departmental staff members responsible or knowledgeable of each of the projects on this list.

ENVIRONMENTAL REVIEW
This item is presented only for Council’s information and therefore it is not a project subject to environmental review by the California Environmental Quality Act (CEQA).

ATTACHMENTS
Attachment A: City of Palo Alto LHMP Update CY2025
APPROVED BY:

OES Chief Ken Dueker, Director Office of Emergency Services Item A
Item A Staff Report

Item A: Staff Report
Pg.
2 Packet Pg. 106 of 128

Page 1 of 6 ends

City of Palo Alto Local Hazard Mitigation Plan Annual Update

Reporting Period
The reporting period for this progress report is from 1 January 2025 to 31 December 2025

Background
This is an annual update of the status of identified projects/actions listed in the City of Palo Alto Local Hazard Mitigation Plan 2023.

The City of Palo Alto, as part of the Santa Clara County multi-jurisdictional planning process (including participating local cities and special districts), developed a Multi-Jurisdictional Hazard Mitigation Plan from 2022- 2023 to meet Federal guidelines and thereby reduce risk from all hazards by identifying resources, information, and strategies for risk reduction. The Federal Disaster Mitigation Act of 2000 requires state and local governments to develop hazard mitigation plans as a condition for federal disaster grant assistance. To prepare the plan, the participating planning partners organized resources, assessed risks from natural hazards, developed planning goals and objectives, reviewed mitigation alternatives, and developed an action plan to address probable impacts from natural hazards. By completing this process, these jurisdictions maintained compliance with the Disaster Mitigation Act, achieving eligibility for mitigation grant funding opportunities afforded under the Robert T. Stafford Act. Volume I of the County plan provides the analysis of natural hazards for the Operational Area. It provides the content that informs the Palo Alto LHMP.

The 2023 MJMHP Base Plan - Volume 1 and the Palo Alto Annex -Volume 2 which articulates our local natural hazards and mitigation activities can be viewed online at paloalto.gov/lhmp.

Purpose
The purpose of this information report is to provide an update on the implementation of the mitigation actions identified in the 2023 Santa Clara County Multi-Jurisdictional Hazard Mitigation Plan, Palo Alto Annex. The objective is to maintain a planning process that will keep the Santa Clara County Operational Area Hazard Mitigation Plan dynamic and responsive to the needs and capabilities of the City of Palo Alto and its stakeholders.

Summary Overview of the Plan’s Progress
The performance period for the 2023 Santa Clara County Operational Area Hazard Mitigation Plan, Volume 1 became effective in February 2024 with the final approval of the plan by FEMA.

Item A
Attachment A - City of Palo
Alto LHMP Update CY2025

Item A: Staff Report
Pg.
3 Packet Pg. 107 of 128

Page 2 of 6 ends

FEMA approved the the City of Palo Alto Local Jurisdictional Annex, Volume 2 in July 2024, and the Palo Alto City Council adopted Volume 1 and 2 on 7 October 2024. The performance period for this plan is 5 years.

As of this reporting period, the performance period for this plan is considered to be 44% complete (including completed, ongoing projects, and closed/discontinued projects). The Palo Alto Volume 2 includes hazard mitigation actions to be pursued during the 5-year performance period. This includes 17 actions that were part of the previous LHMP that were not completed, and 10 new actions. As of the reporting period, the following overall progress can be reported:

● 3 out of 27 initiatives (11%) have been completed.
● 7 out of 27 initiatives (26%) indicated work is conducted as an ongoing capability. ● 14 out of 27 initiatives (52%) reported progress toward completion. ● 1 out of 27 initiatives (4%) reported having not started. ● 2 out of 27 initiatives (7%) are closed and not will not be continued.

Review of the Action Plan
Appendix 1 provides the action plan, reporting the status of each initiative. Actions PA-2 through PA-38 were actions carried over from the previous 2017 LHMP. Actions 1-10 are new as of the 2023 LHMP. In the table, each action provides a description of the action, what hazard(s) applies to the action, the lead agency for the action, potential sources of funding, expected timeline for completion, the priority assigned to the action, and current status of the action.

Public review notice
The contents of this report are considered to be public knowledge and have been prepared for total public disclosure. Copies of the report may be provided to the governing boards of all planning partners and to local media outlets. Any questions or comments regarding the contents of this report should be directed to: City of Palo Alto OES, 650-617-3197 or [email protected].

Next Plan Update
The Office of Emergency Services will provide a Calendar Year 2026 update in February of 2027.

Item A
Attachment A - City of Palo
Alto LHMP Update CY2025

Item A: Staff Report
Pg.
4 Packet Pg. 108 of 128

Page 3 of 6 ends

Appendix 1: Local Hazard Mitigation Plan 2023: Calendar Year 2025 Projects Update

PA-2 *
San Fransicquito Creek Upper Reach Flood Reduction and Ecosystem Restoration Project to widen channel, improve floodwalls, and replace the Pope-Chaucer Bridge
Flood, Heavy
Precipitation/Atmospheric
River
San Francisquito Creek
Joint Powers Authority
General Fund, Hazard
Mitigation Grant
Program (HMGP),
Flood Mitigation
Assistance (FMA)
Short-Term High In Progress
The JPA's consultant began the analysis of alternatives and coordinate community meetings to present the alternatives.

The Alternative Evaluation Report will be finalized in 2026.

PA-3* Newell Creek Bridge replacement project to accommodate a 100-year flood event.

Flood, Heavy Rain, High
Wind, Atmospheric River Public Works - Engineering
CALTRANS/ Santa
Clara Valley Water
District (SCVWD)
Short-Term High In Progress
Caltrans authorized the project to advance into the
construction phase and approved and programmed the
funding needed to replace the bridge and associated
improvements. Bid solicitation was completed and
construction contract was awarded to the Granite
Construction. Granite completed the tree removal and is working throught the submittal process. AT&T, Comcast, and PG&E completed the relocation of overhead lines and
removed the poles. Bridge project was intentionally delayed until Spring 2026, due to limited 2025 in-channel work
window. The project will begin in May 2026 and completed by December 2026.

PA-6*
Storm Drain System Replacement and Rehabilitation to maintain the integrity of the storm drain system of deteriorated storm drain infrastructure to eliminate potential pipeline blockages that could cause street flooding Flood, Heavy Rain, High
Wind, Atmospheric River Public Works - Engineering
Capital Improvement
Project (CIP): SD-
06101
Ongoing Medium Ongoing
The design for a capacity upgrade along Alester Drive was completed. The construction bids for the work were higher than expected and PWE decided to rebid the project next year so that the work could be done in Summer 2026, while school is not in session. This may likely reduce the cost of
construction.

PA-7* Recycled Water Pipeline Expansion Project to expand the recycled water purple pipeline within South Palo Alto towards Stanford Research Park. Drought, Climate Change Utilities- Engineering/WGW CIP: WS-07001 Short-Term Medium Closed - Not completed. No Comments Required. Project is removed.

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

Flood, Heavy Rain, High
Wind Public Works - Engineering General Fund Long-term High Ongoing Palo Alto's Community Rating System (CRS) continues to be 6.

This rating provides a 20% discount on the flood insurance rates that residents within the Special Flood Hazard Areas receive. All the tasks required to support the 2025 Multi- Jurisdictional PPI document were accomplished. In 2025 the CRS re-certification was delayed nationwide due to layoffs within the Federal government. Cycle visits that were
programmed for Fall 2026 were also affected. FEMA is
working on rescheduling visits that were skipped in 2025 along with those that should have occured in 2026.

PA-10* Construct new public Safety Building to mitigate current risks to public safety essential services. Earthquake, Terrorism Public Works - Engineering CIP: PE-15001 Short-Term High Completed Construction was completed and the PSB received TCO in August 2025. A phased move in started in early September and will be completed in early 2026.

PA-11* Rebuild Fire Station 4 to reduce impact from seismic events Earthquake, Terrorism Public Works - Engineering CIP: PE-18004 Short-Term High In Progress Temporary Fire Station No. 4 was built at Cubberley Community Center, and staff moved in July 8, 2025. Construction of Fire Station No. 4 started December 1, 2025 and is anticipated to be completed in 18 months. The new station includes a training room, updated living quarters for a staff of five, two pull-through apparatus bays, one reserve apparatus bay, exercise room, and a Captain's office.

PA-13* Replace the Baylands Tide Gate to reduce flood hazards in the Palo Alto flood zone.

Flood, Heavy Rain, High
Wind, Atmospheric River,
Dam and Levee Failure,
Tsunami
Santa Clara Valley Water
District
Santa Clara Valley
Water District funds Long-term Medium In Progress
Valley Water's contractor began the Tide Gate Seismic Retrofit and Rehabilitation project in September 2026. The project includes the install two piles on either side of the with concrete cap to provide structural reinforcement. This work is scheduled to be completed in January 2026. Valley Water's contractor will replace 8 of the existing tide gates as a separate phase of the project in September 2026. That work will be done by November 2026.

Action
Ite m
Number

Action Item Description Hazard(s) Mitigated
Lead Position, Office,
Department, or
Division Responsible
for Implementation
Potential Funding
Sources
Expected
Timeline for
Completion
Priority Status Calendar Year 2025 Status Comments: Currect project status & anticipated actions over next 12 months
Item A
Attachment A - City of Palo Alto LHMP
Update CY2025

Item A: Staff Report
Pg.
5 Packet Pg. 109 of 128

Page 4 of 6 ends

PA-15*
Implement Wastewater Long-Range Facilities Plan to improve facilities for treatment and discharge of waste; and to improve water recycling opportunities
Flood, Heavy Rain, High
Wind, Extreme Heat,
Earthquake, Sea Level
Rise
Public Works -
Environmental Services CIP: WQ-10001 Ongoing High In Progress AWPS: First major step was to relocate an 8" sewer line coming into the plant that would be in the way of the AWSP process. Second major step was to put in service a new blower that will treat the foul air for the influent flow of sewage into the facility. The previous treatment filter was located where the AWPS currentley is located. We are currently in our thrid major step have started to excavate the area to build the facility. We should be able to fix/update various pipes for the process and set the foundation for the facility by the end of the year. This project should conclude in the summer of 2027.

PA-19* Install Fiber Optic Service to Black Mountain Radio Repeater Site to improve public safety communications along Skyline Drive.

Earthquake, Heavy
Precipitation/Atmospheric
River, High Wind, Wildfire,
Space Weather
Utilities -
Engineering/Electric CIP: TBD Short-term Low In Progress Phases 1-3 and 5 have been completed with Phase 4 to be completed in June 2026. Electrical line and fiber have been run underground on Arastradero and most of Page Mill Road, with most utility poles also removed. 41,700' substructure has been completed out of 49,200'. Cable installation and
energization of 39,200' has been completed out fo 49,200'.

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

Wildfire, Power Outage,
Heavy Precipitation /
Atmospheric River,
Extreme Heat/Extreme
Cold, High Wind, Space
Weather
Utilities -
Engineering/Electric
CIP, HMGP, Pre-
Disaster Mitigation
(PDM)
Long-Term Medium In Progress
CAISO has approved a second transmission cooridor through their Transmission Planning Process (TPP). The Ames 115kV project is now approved for construction in 2034 or
afterwards. Additional review of area loads may advance this project to 2030. Approval for advance will come in May of 2026 with CAISO's 2025-2026 TPP.

PA-27*
Address hazardous fuels and reduce structural ignitability in the Foothills region in accordance with the Community Wildfire Protection Plan and Foothills Fire Management Plan.

Wildfire, Extreme
Temperature
Community Services
Department - Parks and
Open Space
General Fund, HGMP Short-Term Medium Ongoing
In 2025, the FFMP working group updated a multi-year
contract with the Santa Clara County Firesafe Councl to perform the majority of the fuel treatment work required outside of the Foothills and Arastradero Nature Preserves.

This enabled the accomplishment of the annual required work along the three evacuation routes designated by the CWPP- FFMP. All required fuels reduction work was completed
including those by CSD Open Space Rangers and contracted labor.

PA-29* Consider a policy for Seismic Retrofitting of earthquake prone structures. Earthquake Planning and Development Services General Fund Short-Term Low In Progress
Contract approved Feb 2025, consultant work began in May 2025, community advisory group was formed and met twice (once in August and once in October). Consultant completed several background reports and prepared an ordinance
outline before the end of the year. Staff will bring outline and updates to Policy & Services Committee in early 2026 for further direction. Draft ordinance targeted for mid-2026 with Council consideration by the end of 2026.

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

All hazards, including
Earthquake, Dam Failure,
Flood, Wildfire, Landslide,
Tsunami, Heavy Rain, High
Wind, Extreme Heat,
Drought
Palo Alto Office of
Emergency Services
Staff Time; General
Fund Ongoing High Ongoing
Public Safety departments continue to engage our community at various events throughout the year to rasie awareness, lower personal risks, and increase preparedness. This
includes social media messaging, classes, conversations at events, emergency messaging, and online content.

PA-36*
Where appropriate, support retrofitting, purchase or relocation of structures located in high hazard areas and prioritize those structures that have experienced repetitive losses.

All hazards, including
Earthquake, Flood, Dam
Failure, Heavy Rain, High
Wind, Wildfire
Planning and Development
Services HMGP, PDM, FMA Short-Term Medium Ongoing
The City maintains a record of repetitive loss structures in high hazard areas but the City is not considering purchase or relocation of these structures in the next 12 months.

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

All hazards, including
Earthquake, Flood, Dam
Failure, Wildfire, Landslide,
Tsunami, Heavy Rain, High
Wind, Extreme Heat,
Drought
Planning and Development
Services
Staff Time; General
Fund Ongoing High Ongoing
Planning and Development Services, in partnership with other departments, is in the process of updating the City's Safety Element. This will include incorporating additional references to the LHMP. The Safety Element Update is anticipated to be completed by June 30, 2026. Two area plans underway and continuing in 2026, the Downtown Housing Plan and San
Antonio Road Area Plan, evaluate hazard mitigation planning as part of the plan development process.

Item A
Attachment A - City of Palo Alto LHMP
Update CY2025

Item A: Staff Report
Pg.
6 Packet Pg. 110 of 128

Page 5 of 6 ends

PA-38* Actively participate in the plan maintenance protocols outlined in Volume 1 of the hazard mitigation plan. All hazards Palo Alto Office of Emergency Services
Staff Time; General
Fund Short-Term High Ongoing The City is in compliance with the stated maintenance protocols.
1 Seismic retrofit two existing potable water storage reservoirs. Foundation work and anchorage will be retrofitted along the lower sections of the tank shell to restrain the tank against uplift, The tanks have a combined storage capacity of 2.0 million gallons, and they are planned to store emergency water storage for the City of Palo Alto.

Earthquake, Landslide Utilities- Engineering/WGW
CIP, HMGP, Building
Resilient Infrastructure
and Communities
(BRIC)
Short-Term High In Progress
Completed a Benefit-Cost Analysis of seismically retrofitting the two tanks was completed in 2025. Since the City already completed a series of seismic retrofits throughout the
drinking water system, the analysis indicated a benefit cost of less than 1 to complete this work. Additional seismic
structural analysis will be completed in 2026; however, scope 2 Replace non-seismically restrained potable water piping in liquification zones with new fused and fully restrained piping. 10 miles of unrestrained pipe within a liquification zone will be replaced with fused HDPE piping.

Earthquake Utilities- Engineering/WGW CIP, HMGP, BRIC Short-Term Medium In Progress About 0.5 mile of water main planned for FY2027. 3 Install two permanent standby stationary generators at Dahl and Park Pumping Potable Water Stations. These stations are located in WUI areas and service other WUI designated properties. Power lines are deenergized during wildfire events and standby stationary generators will be imperative to ensure power supply and continued operation of critical pumping facilities during a wildfire event.

Earthquake, Wildfire,
Power Outages, High
Wind
Utilities- Engineering/WGW CIP, HMGP, BRIC Short-Term High Completed These generators have been furnished to City. 4 Wildfire hardening of critical utilities infrastructure. This action would remove and replace the existing roof and install a new roofing system, soffit, fascia, and front door with WUI compliant materials, systems, and techniques. All vent screens will be removed and replaced with WUI compliant mesh. All vegetation within 30-feet of the structures will be removed and trees limbed for adequate defensible space around each structure. There is a total of four structures located at four different sites, located in and round the Foothills Nature Preserve Area in the City of Palo Alto.

Wildfire, Smoke, Air
Quality, High Wind Utilities- Engineering/WGW CIP, HMGP, BRIC Ongoing Low Not Started Solicitation for the Water System Comprehensive Capital Improvement Plan (Water Master Plan) expected to be
solicited in 2026.
5 Conduct an assessment for electrification of City facilities to achieve at least an 80 percent reduction in current natural gas usage by 2030. This assessment will provide a schedule, cost estimate, and timeline of what facilities this electrification must occur at to achieve the goals of the SCAP per this scenario.

Climate Change Public Works - Engineering

CIP, HMGP, BRIC,
Federal Energy
Related Grants
Long-Term Low Completed
Completion of the assessment for electrification of City facilities will provide a strategy to reduce natural gas use at City Facilities, an essential component of the S/CAP Goal of reducing GHG emissions from the direct use of natural gas in Palo Alto's building sector by at least 60% below 1990 levels. Electrification of City facilities will also provide data and best practices that can be shared with commercial building electrification efforts. The City will learn first hand what processes can be streamlined and improved to make electrification easier and cost effective for commercial buildings.
6 Apply mitigation techniques to approximately 11 miles of overhead line to mitigate the possibility of a wildfire due to overhead electric lines. This could include the utilization of more robust equipment or construction practices; rerouting to avoid vegetation and improve access for inspection and maintenance; or converting the overhead lines to underground where feasible.

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

CIP, HMGP, BRIC,
Cal Fire Wildfire
Mitigation
Short-Term High In Progress
Utility Substructure for Phases 1, 2, 3, and 5 are completed.

Phase 4 construction has been approved and is currently in construction. The project is expected to be completed before the end of June 2026.
7 Study a location of historic seepage from the Foothills Nature Preserve Dam. This project will investigate and monitor the seepage flow by channelizing seepage flow and potentially installing weir(s).

Dam-Levee Failure,
Earthquake, Flood,
Landslide, Climate
Change
Public Works - Engineering CIP, HMGP Short-Term High In Progress In spring 2025, City’s consultant installed a seepage weir on the downstream side of the Foothill Nature Preserve Dam as requested by the Department of Water Resources’ Division of Safety of Dams (DSOD). The weir is expected to provide
quantitative measurements of the seepage flow for further evaluation. This is an ongoing effort and staff will continue to investigate seepage trend for future long-term solution under the guidance from the DSOD.
8 Restore the width and height of the earthen flood levee between Harbor Road near the Baylands Interpretive Center and the perimeter levee of the airport to six inches above its original height.

Dam-Levee Failure, Flood,
Tsunami, Climate Change
Community Services
Department - Parks and
Open Space
CIP Long-term Low Closed - Not
Completed
A permanent CIP is not likely to occur in the next several years. The Army Corps of Engineers determined the cost to benefit ratio does not support federal funding for this project currently. They will re-evaluate in 2040.

New Actions from 2023 Planning Process
Item A
Attachment A - City of Palo Alto LHMP
Update CY2025

Item A: Staff Report
Pg.
7 Packet Pg. 111 of 128

Page 6 of 6 ends

9 Improve the quality of the tertiary-treated recycled water by microfiltration or ultrafiltration followed by reverse osmosis to reduce the level of Total Dissolved Solids (TDS).

Drought, Climate Change Public Works -
Environmental Services CIP Long-Term Medium In Progress AWPS: First major step was to relocate an 8" sewer line coming into the plant that would be in the way of the AWSP process. Second major step was to put in service a new blower that will treat the foul air for the influent flow of sewage into the facility. The previous treatment filter was located where the AWPS currentley is located. We are currently in our thrid major step have started to excavate the area to build the facility. We should be able to fix/update various pipes for the process and set the foundation for the facility by the end of the year. This project should conclude in the summer of 2027. 10 Evaluate options for protecting electric substations from outside vandalism and intrusion. If necessary, fences and other protections will be repaired.

Security lighting will be designed and issued for construction.

Terrorism and Weapons of
Mass Destruction, Active
Shooter
Utilities -
Engineering/Electric
CIP, HMGP, Federal-
State Physical
Security Funding for
Utilities
Short-Term Medium In Progress The remaining two substations are in design and pending final review. Construction is expected to resume in late 2026.

Item A
Attachment A - City of Palo Alto LHMP
Update CY2025

Item A: Staff Report
Pg.
8 Packet Pg. 112 of 128

City Council
Staff Report
From: City Manager
Report Type: INFORMATION REPORTS
Lead Department: Administrative Services
Meeting Date: March 23, 2026
Report #:2601-5820
TITLE
Monthly Investment Report - February 2026 (Unaudited)

RECOMMENDATION
This is an Information Report. No Council action is required.

ANALYSIS
The City’s Investment Policy (Policy)1 and California Government Code Section 53607 requires that a report of transactions (investments, reinvestment, sold, and exchanged securities) be made available to the Council on a monthly basis. This reporting requirement is separate and distinct from the quarterly investment report submitted under California Government Code Section 53646 that includes portfolio composition, a detailed list of all securities, performance compared to the Policy, overall compliance with the Policy, and the City’s ability to meet expenditure requirements over the next six months.

ATTACHMENTS
Attachment A: Investment Portfolio Transaction Ledger – February 2026 APPROVED BY:

Lauren Lai, Administrative Services Director
1 Investment Policy Fiscal Year 2025-2026 (Adopted February 9, 2026); https://www.paloalto.gov/files/assets/public/v/1/administrative-services/investment-policies/1-39-asd- investment-policy.pdf
Item B
Item B Staff Report

Item B: Staff Report
Pg.
1 Packet Pg. 113 of 128

Buy
Call Redemption
Maturity
CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount 912797SZ1 UNITED STATES
TREASURY 03/17/2026
T-BILL Buy 02/27/2026 10,000,000.00 99.819 3.672 -9,981,925.00 0.00 -9,981,925.00 828807EB9 SIMON PROPERTY
GROUP LP 4.3 01/15/2031
CORP Buy 02/18/2026 2,500,000.00 100.310 4.228 -2,507,750.00 10,451.39 -2,518,201.39 747525BU6 QUALCOMM INC 4.5
05/20/2030
CORP Buy 02/27/2026 2,500,000.00 101.879 4.003 -2,546,975.00 30,312.50 -2,577,287.50 61747YFS9 MORGAN STANLEY 5.042
07/19/2030
CORP Buy 02/18/2026 2,500,000.00 102.740 4.173 -2,568,500.00 10,154.03 -2,578,654.03 46647PDF0 JPMORGAN CHASE & CO

4.565 06/14/2030
CORP Buy 02/27/2026 2,500,000.00 101.424 4.097 -2,535,600.00 23,142.01 -2,558,742.01 30303MAB8 META PLATFORMS INC

4.2 11/15/2030
CORP Buy 02/23/2026 2,500,000.00 100.449 4.092 -2,511,225.00 32,083.33 -2,543,308.33 --- --- --- Buy 02/25/2026 22,500,000.00 --- 3.922 -22,651,975.00 106,143.26 -22,758,118.26 CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount 591803CJ8 Metropolitan Capital Bank &
Trust 5.05 02/28/2028
CD Call
Redemption
01/30/2026 0.00 100.001 5.049 0.00 0.00 249,003.18
591803CJ8 Metropolitan Capital Bank &
Trust 5.05 02/28/2028
CD Call
Redemption
01/30/2026 -249,000.00 100.001 5.049 249,003.18 0.00 0.00 31810PCF4 Finwise Bank 5.1
03/22/2029
CD Call
Redemption
02/22/2026 -249,000.00 100.000 5.100 249,000.00 0.00 249,000.00 15783QAE3 Chambers State Bank 5.05
03/12/2029
CD Call
Redemption
02/12/2026 -249,000.00 100.000 5.050 249,000.00 0.00 249,000.00 --- --- CD Call
Redemption
02/11/2026 -747,000.00 --- 5.066 747,003.18 0.00 747,003.18 CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount 91282CBQ3 UNITED STATES
TREASURY 0.5 02/28/2026
US GOV Maturity 02/28/2026 -1,500,000.00 100.000 0.831 1,500,000.00 0.00 0.00 912797RL3 UNITED STATES
TREASURY 02/05/2026
T-BILL Maturity 02/05/2026 -10,000,000.00 100.000 3.865 10,000,000.00 0.00 10,000,000.00 649791PR5 NEW YORK ST 2.26
02/15/2026
MUNI Maturity 02/15/2026 -1,500,000.00 100.000 0.804 1,500,000.00 0.00 1,500,000.00 61690UY20 Morgan Stanley Bank, N.A.

4.25 02/02/2026
CD Maturity 02/02/2026 -249,000.00 100.000 4.250 249,000.00 0.00 249,000.00 45950VPS9 INTERNATIONAL FINANCE
CORP 0.5 02/26/2026
SUPRANATIONAL Maturity 02/26/2026 -1,500,000.00 100.000 0.707 1,500,000.00 0.00 1,500,000.00 45906M2L4 INTERNATIONAL BANK

FOR RECONSTRUCTION
AND DEVELOPM 0.65
02/24/2026
SUPRANATIONAL Maturity 02/24/2026 -2,000,000.00 100.000 2.967 2,000,000.00 0.00 2,000,000.00 45905U5Y6 INTERNATIONAL BANK

FOR RECONSTRUCTION
AND DEVELOPM 0.6
02/18/2026
SUPRANATIONAL Maturity 02/18/2026 -1,500,000.00 100.000 0.600 1,500,000.00 0.00 1,500,000.00 459058JS3 INTERNATIONAL BANK

FOR RECONSTRUCTION
AND DEVELOPM 0.65
02/10/2026
SUPRANATIONAL Maturity 02/10/2026 -6,000,000.00 100.000 0.807 6,000,000.00 0.00 6,000,000.00 419791YT9 HAWAII ST 5.33 02/01/2026 MUNI Maturity 02/01/2026 -800,000.00 100.000 3.349 800,000.00 0.00 800,000.00 Monthly Transactions
02/01/2026 - 02/28/2026
1 ATTACHMENT A
Item B
Attachment A - Investment
Portfolio Transaction
Ledger - February 2026

Item B: Staff Report
Pg.
2 Packet Pg. 114 of 128

Sell
Summary
CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount 357172VA0 FREMONT CALIF UN HIGH

SCH DIST SANTA CLARA
CNTY 6.08 02/01/2026
MUNI Maturity 02/01/2026 -115,000.00 100.000 3.000 115,000.00 0.00 115,000.00 31315PRA9 FEDERAL AGRICULTURAL
MORTGAGE CORP 4.81
02/03/2026
AGCY BOND Maturity 02/03/2026 -1,500,000.00 100.000 2.160 1,500,000.00 0.00 1,500,000.00 300498AV4 Evolve Bank & Trust 4.45
02/02/2026
CD Maturity 02/02/2026 -249,000.00 100.000 4.450 249,000.00 0.00 249,000.00 037833EB2 APPLE INC 0.7 02/08/2026 CORP Maturity 02/08/2026 -700,000.00 100.000 0.694 700,000.00 0.00 700,000.00 00453NAA9 Achieve Financial Credit
Union 4.65 02/17/2026
CD Maturity 02/17/2026 -249,000.00 100.000 4.650 249,000.00 0.00 249,000.00 --- --- --- Maturity 02/11/2026 -27,862,000.00 100.000 2.294 27,862,000.00 0.00 26,362,000.00 CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount 97705MNU5 WISCONSIN ST 2.451
05/01/2031
MUNI Sell 02/26/2026 -2,000,000.00 96.596 1.575 1,931,920.00 -15,659.16 1,947,579.16 97705MNU5 WISCONSIN ST 2.451
05/01/2031
MUNI Sell 02/26/2026 -2,000,000.00 96.596 1.575 1,931,920.00 -15,659.16 1,947,579.16 CUSIP Security Description Security Type Transaction
Type
Settlement Date Quantity Price Acq/Disp Yield Amount Purchased/Sold Interest Total Amount --- --- --- --- 02/17/2026 -8,109,000.00 --- 3.000 7,888,948.18 90,484.10 6,298,464.08 Monthly Transactions
02/01/2026 - 02/28/2026
2 ATTACHMENT A
Item B
Attachment A - Investment
Portfolio Transaction
Ledger - February 2026

Item B: Staff Report
Pg.
3 Packet Pg. 115 of 128

City Council
Staff Report
Report Type: SPECIAL ORDERS OF THE DAY
Lead Department: City Clerk
Meeting Date: March 23, 2026
Report #:2603-6154
TITLE
Proclamation Recognizing March 2026 as Women's History Month

ATTACHMENTS
Attachment A: Women’s History Month 2026
APPROVED BY:

Mahealani Ah Yun, City Clerk
Item 1
Item 1 Late Packet Report

Item 1: Staff Report
Pg.
1 Packet Pg. 116 of 128

WOMEN’S HISTORY MONTH 2026
WHEREAS, Women’s History Month is a time to recognize and celebrate the vital contributions of women throughout our nation’s history, and to honor the leaders, trailblazers, and community builders who have defined our civic institutions, strengthened our democracy, and shaped our communities; and
WHEREAS, women have made significant contributions in Palo Alto for over a century, for example, during Palo Alto’s formative years, the Woman’s Club of Palo Alto served as an important forum for public leadership at a time when women were not yet eligible to vote or hold political office; the Woman’s Club contributed to the establishment of local schools, community beautification efforts, street tree planting, and the founding of the Palo Alto library; and WHEREAS, members of the Woman’s Club of Palo Alto, including suffrage advocates Alice Park and Emily Pardee Karns Dixon, reflected the long tradition of women’s civic leadership by helping lead the successful local campaign supporting California women’s right to vote in 1911; and
WHEREAS, the City of Palo Alto has also been shaped by the generosity of local philanthropist, Lucie Stern, who in the 1930s commissioned the creation of enduring community institutions including the Lucie Stern Community Center, the Lucie Stern Community Theatre, the Palo Alto Children’s Theatre, the Children’s Library, and the Boy Scout’s Fire Circle, which continue to serve as vibrant gathering places for arts, education, and community connection; and WHEREAS, the City of Palo Alto has benefited from the leadership, service, and vision of women Palo Alto City Council members for more than a century, beginning with Emma Blair (1919–1925), Josephine Duveneck (1923–1927), Margaret Thomas (1925–1931), and Frances Me rner (1937 –1953), whose service opened the doors for future generations of women in local government; and
WHEREAS, over the decades, women have continued to serve the City of Palo Alto with distinction, including Frances Dias, who made history as the City’s first woman Mayor in 1966, twelve additional women who have since held the office of Mayor and fifteen more women Councilmembers, whose leadership helped advance policies, strengthen neighborhoods, support education and families, protect open space, inspire future generations of women, and guide the City through periods of growth and chang e; and
WHEREAS, these leaders, along with numerous women City staff members, including June Fleming, Palo Alto’s first woman City Manager, have helped shape Palo Alto’s commitment to civic engagement, sustainability, education, public safety, inclusion, and innovation; and
WHEREAS, Women’s History Month also provides an opportunity to recognize women from many fields whose contributions have enriched the cultural, civic, and economic life of Palo Alto, including pioneer and businesswoman Juana Briones de Miranda, Stanford chemist and Nobel Laureate Carolyn Bertozzi, artist Joan Baez, Palo Alto Research Center groundbreaking computer scientists Lynn Conway and Adele Goldberg, Asian Americans for Community Involvement co-founder and Asian Women’s Home founder Mary Chan Seid, Judge LaDoris Cordell, physician Sarah Cody, hockey gold medalist Hilary Knight, and many more educators, nonprofit leaders, business owners, engineers, artists, athletes, public servants, caregivers, community volunteer s, and stewards of the home.

NOW, THEREFORE, I, Vicki Veenker, Mayor of the City of Palo Alto, on behalf of the entire City Council, do hereby proclaim March 2026 as Women’s History Month in the City of Palo Alto, and encourage all residents to honor the legacy of women past and present, to celebrate their contributions and achievements, and to continue advancing equity, opportunity, and full participation for women and girls in our community.

PRESENTED: March 23, 2026

____________________________

Vicki Veenker
Mayor
Proclamation

Item 1
Attachment A - Women's History
Month 2026

Item 1: Staff Report
Pg.
2 Packet Pg. 117 of 128

Item No. 3. Page 1 of 1

City Council
Supplemental Report
From: Ken Dueker, Director Office of Emergency Services Meeting Date: March 23, 2026
Item Number: 3
Report #:2603-6155
TITLE
Approval of a Facility Agreement and Pet Addendum between the City of Palo Alto and the American Red Cross for the use of designated city facilities during disasters. CEQA Status – Not a Project

BACKGROUND
This supplemental memo transmits a reformatted version of the staff report Attachment C originally published with formatting errors. The revisions are limited to formatting only and do not affect the content.

ATTACHMENTS
Attachment C: Red Cross Shelter Survey for Cubberley Community Center – corrected format APPROVED BY:

Ken Dueker, Director Office of Emergency Services
Item 3
Item 3 Supplemental Report

Item 3: Staff Report
Pg.
1 Packet Pg. 118 of 128

Shelter Facility SurveyBASIC SHELTER INFORMATIONRed CrossSite Name/School DistrictNSS ID#DateBuilding #Name of buildingofShelter addressTown/CityCounty/ParishStateMailing Address (if different) FEMADHSTSASBCRed Cross managedRed Cross partnerRed Cross supportedIndependentEvacuationGeneralMedicalShelter Capacity (See Surveyor Instructions #1)Total sq feetSq feet usable for sleeping spaceOtherOtherEvacuationPost ImpactOtherusable sq ft ÷ 20 sq ft/person = usable sq ft ÷ 40 sq ft/person = usable sq ft ÷ sq ft/person = person capacityperson capacityperson capacityShelter Capacity Phone #WebsiteFax #
Shelter Facility Survey1
General facility notesAgency operating shelter (check one)Shelter agency type (check one)Shelter type (check all that apply)Geographic InformationLatitudeLongitudeElevationUse major landmarks (e.g. highways, intersections, rivers, railroad crossings, etc.) that will be easily recognizable in a disaster. Latitude and longitude coordinates can be found at online web sites, using a global positioning system device, or will auto populate when the address is entered into the National Shelter System. NoNoYes Hurricane category or evacuation areaYesIn storm surge/evacuationIn flood plainyear flood impactDirections to facility Zip CodeTown/CityCounty/ParishStateZip CodeUse the calculations to calculate the capacity for sleeping space.

Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format

Item 3: Staff Report
Pg.
2 Packet Pg. 119 of 128

Shelter Facility Survey
Shelter Facility Survey2
Pet ShelterNonearest locationanswer questions belowNoNoCement or tile floors with drainsNoOutdoor space to relieve petsAgency that will operate the pet shelter24 hour #Contact notesAlternate Point of ContactNameTitle24 hour #EmailFax #Alternate Point of ContactPoint of Contact to Open FacilityNameTitle24 hour #EmailContact notesFax #YesYesYesYesPet shelter space available on siteSeparate ventilation system Point of Contact to Authorize Use of FacilityNameTitlePhone #24 hour #EmailContact notesFax # ADDITIONAL INFORMATIONNoDate signedNotesNoPre-designated shelter team assignedTeam nameNoCurrent facility floor plans availableLocation of copiesYesYesYesShelter agreement signedNoYesInternational Association of Venue Managers (IAVM) facilityNoYesShelter can be a hurricane evacuation shelterNotes Phone #Phone #Phone #Use the Standards for Selection of Hurricane Evacuation Shelters to select hurricane evacuation shelters. In this document, you will find a planning process that involves many factors (e.g. technical information for storm surge and flood mapping). This process requires close coordination with local officials for information to make decisions about hurricane shelter suitability. Use the Facility Construction section to assist with determining whether this can be a hurricane evacuation shelter.Rev. 8-15-2011 Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format

Item 3: Staff Report
Pg.
3 Packet Pg. 120 of 128

Survey Conductors (List all who participated in the survey)Name Title Organization Phone # Shelter Facility Survey3
LIMITATIONS OF FACILITY USECheck oneThis facility will be available for use at any time during the yearThis facility is only available for use during the time periods listed belowThis facility is not available for use during the time periods listed belowDates (mm/dd/yyyy)Times (hh:mm)FromAMPMAMPMDates (mm/dd/yyyy)Times (hh:mm)AMPMAMPMFromToToList any recurring dates that the facility is not available (e.g. every sunday)Areas of the facility that are restricted during use Shelter Facility Survey
FACILITY CONSTRUCTION & SAFETYFacility ConstructionWood Construction materialMasonry/BrickPre-fabBungalowConcreteMetalTrailerPod# stories/floorsNotesNotesNoElevatorLocationYesNoOpen roof-spans (see Standards for Selection of Hurricane Evacuation Shelters for current standards) LengthYesNoWindows in sleep areaYesNoIf yes, shatter protectedYesNoIf yes, protected with shutterYesOther Fire & AED SafetyFire alarms & systems (check all that apply)Working smoke detectorsInspected fire alarm systemFunctional sprinkler systemFunctional direct fire department alertComments from fire departmentAED(s) on siteNoYesLocationSome facilities may not meet fire codes based on building capacity. The questions below are a general reference. Contact your local fire department with questions or for more information.Rev. 8-15-2011 Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format

Item 3: Staff Report
Pg.
4 Packet Pg. 121 of 128

Shelter Facility Survey
Shelter Facility Survey4
Facility Inspection Point of ContactIf requested, who would inspect this facility post-impact to determine it is safe to occupy?NameTitle24 hour #EmailContact notesFax #Sanitation, Utilities & PowerSANITATION, FEEDING & UTILITIESNatural GasHeating ElectricPropaneFuel OilNatural GasCoolingElectricPropaneNoShowers available# of showersYesNoToilets availableYes# of toiletsNoSelf-sufficient powerYesTypeEmergency generator on siteNoYesNotesCheck all that applyCheck all that applyNatural GasCooking ElectricPropaneWell(s)Water MunicipalTrappedTotal estimated seating capacity for eatingFeedingFood Prep (check all that apply)Warming oven kitchenFull serviceCentral kitchen (delivery)Food stock stored on siteNoRefrigeration units on siteYesNoYes# meal can be served# unitsSeating capacityCafeteriaSnack BarOther indoor seatingNotes on feeding Phone #
ACCESSIBILITYFacility ConstructionFacility built in 1993 or later, or extensively altered in 1992 or later.Parking AreasNoAccessible parking space(s)YesParking available.NotesNoVan accessible parking space(s)YesNotesSee accompanying Shelter Facility Survey-Accessibility Instructions.Answer below if parking is availableDrop-off/Loading AreaPermanent drop-off area/loading zone with marked access aisle or space available to designate as temporary drop-off area/loading zone.NoYesYesNoNoYes The recommended ratio for toilet facilities is a minimum of 1 toilet for 20 people. The optimum scenario for showers is 1 shower for every 25 residents. Count all facilities that will be available to shelter residents and staff.Note fuel requirements, generator capacity, facility areas supported by generator(s), and other relevant information.

Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format

Item 3: Staff Report
Pg.
5 Packet Pg. 122 of 128

Shelter Facility Survey
Shelter Facility Survey5
Facility EntranceRoutes to Service Delivery AreasSidewalk connects parking area and any drop-off area to at least one facility entrance.Route from accessible parking spaces and any drop-off area/loading zone to at least one facility entrance has no steps or curbs without curb cuts.Where route crosses curb, curb cuts are at least 36” wide.Automatic doors or doors without knob hardware.Doorways at least 32” wide when door is open.Using a yard stick held horizontally at your waist level, walk from the facility entrance to each service delivery area, as well as restrooms and showers. Except at doorways (which must be only 32” wide), no part of the route is less than 36” wide.Level landings on interior and exterior sides of entry door.No objects protrude from the side more than four inches into the route to the facility entrance.No objects protrude from the side more than 4” into the routes to the various service delivery areas.If the main facility entrance does not appear to be accessible, another entry is accessible.A sign identifies the location of the accessible entrance.A route without steps is available to access each service delivery area, as well as restrooms and showers or service can be provided in area that can be accessed by route with no steps.Automatic doors or doors without knob hardware.Route has vertical clearance of at least 80”.Doorways at least 32” wide when door is open along routes to each service.If a service delivery area is accessible only by elevator, there is back-up power for the elevator(s).RampsIf yes, type of rampRamps are at least 36” wide, have handrails on both sides 34”-38” above the ramp surface, and have level landings at least 60” long.If ramps are longer than 30 feet, a level landing at least 60" long is provided every 30 feet.FixedPortableNot providedRestroomsToilet seat is 17"-19" high. Flush control is automatic or manual control on the open side of the toilet and no higher than 48".Space at least 9" high is provided beneath the front and one side of the stall.Stall at least 60" wide and 56" deep (wall-mounted toilet) or 59" deep for (floor mounted toilet).Toilet's centerline is 16"-18" from the nearest side wall.Area where person in a wheelchair can turn around (60-inch diameter circle or T-shape turn area).Doorways at least 32" wide when door is open.Doors without knob hardware.Appropriate grab bars.Toilet paper dispenser is within 36" of the rear wall.At least one accessible sink.

Item 3: Staff Report
Pg.
6 Packet Pg. 123 of 128

Shelter Facility Survey
Shelter Facility Survey6
ShowersRoll-in showerTransfer stallStall typeAssessmentAdjustments for Accessibility (Identify any adjustments or enhancements that should be made to make the relevant areas of the facility accessible during a disaster) Showers available.At least one accessible shower stall with appropriate grab bars.Shower seat 17"-19" high. If in transfer stall, seat is on the wall opposite the shower controls. If in roll-in shower, seat is on wall adjacent to the shower controls.Hand-held shower spray with ability to mount at 48" (typically via a mount that can be adjusted along a fixed vertical bar), or alternatively a fixed shower head at 48".Controls do not require tight grasping, pinching or twisting and are mounted 38"-48" high and no more than 18" from the front of the shower.Answer below if showers are availableFacility has at least one accessible entrance and one accessible restroom, and otherwise is capable of being made accessible during a disaster with minor adjustments.Facility would require extensive adjustments to be accessible during a disaster.Relevant areas of the facility are accessible to people with disabilities without adjustments.Not providedEating areasAt least some tables have tops 28"-34" high and space underneath at least 27" high, 30" wide and 19" deep.Serving line or counter no higher than 34".OTHER CONSIDERATIONSSpecial conditions or restrictions for laundryIsolated care areas YesLaundry facilitiesNoYes# of washers# of dryersWho can access the laundry facilitiesShelter residentsShelter workersAdditional Facilities & SpaceShelter areaType of area RoomsSeparate facility/areaShelter areaNoYesNoAvailable Materials Cots availableNoYes# of cotsLocationLocationBlankets availableNoYes# of blanketsNotes NoYesNoYesNoYesNoYesNoYesNoYesNoYesNoYesNoYesNoYes
One cot and two blankets per shelter resident is recommended. Note all available materials for shelter use in the notes section.Chairs & tables available NoYes# of chairs# of tablesChildren's supplies (e.g.cribs & changing table)NoYesRev. 8-15-2011 Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format

Item 3: Staff Report
Pg.
7 Packet Pg. 124 of 128

Shelter Facility Survey
Shelter Facility Survey7
Facility Ownership & Proximity ConsiderationsDoes the entity that plans to manage the shelter own the building? If no, is there a current written plan?NoYesIs this facility within five miles of an evacuation route?Is this facility within ten miles of a nuclear power plant? Groups Associated with the Facility & TrainingFacility staff required when using facility? Paid feeding staff required when using facility? Church auxiliary required when using facility? Fire auxiliary required when using facility? Other required?Will any of the above groups be trained or experienced in Red Cross shelter operations or support? If yes, describe capabilitiesHas the facility been trained in Red Cross sheltering (if not Red Cross managed)?If yes, describe capabilitiesTraining requested by facility or groupADDITIONAL NOTES & INFORMATION NoYesNoYesNoYesNoYesNoYesNoYesNoYesNoYesNoYesNoYesNoYesOther# of staff to be trained Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format

Item 3: Staff Report
Pg.
8 Packet Pg. 125 of 128

Shelter Facility Survey
Shelter Facility Survey8Chapter Category / Priority of Use: Designated by chapter leadership after the survey is completed.OFFICE USE ONLY (Do not fill out box during survey)This is a primary shelter for (check one) Evacuation CenterGeneral populationShelter cannot be used for (check all that apply)Evacuation CenterGeneral populationThis is a priority shelter for the following events (check all that apply)EarthquakeHurricaneLarge Scale Fire / Flood / ADDITIONAL NOTES & INFORMATION, continued
Rev. 8-15-2011
Item 3
Attachment C Red Cross
Shelter Survey for
Cubberley Community
Center - corrected format

Item 3: Staff Report
Pg.
9 Packet Pg. 126 of 128

Item No. 7. Page 1 of 2

City Council
Supplemental Report
From: Mahealani Ah Yun, City Clerk
Meeting Date: March 23, 2026
Item Number: 7
Report #:2603-6131
TITLE
Interview Candidates for Vacancies on the Human Relations Commission (HRC), Planning & Transportation Commission (PTC), and Utilities Advisory Commission (UAC); CEQA Status - Not a Project

BACKGROUND
This supplemental report provides the applicant interview schedule. There is a 10-minute break scheduled from 8:15 – 8:25 pm.

There is an additional gap from 7:45 – 7:55 pm, as one UAC candidate withdrew their application. Candidates have been asked to arrive 15 minutes early, so Council may be able to move onto the next interview if the next candidate is present.

Human Relations Commission
6:35 – 6:45 pm Ellen Bob In Person
6:45 – 6:55 pm Rona Hu Zoom
6:55 – 7:05 pm Raizel Rosenberg In Person
Utilities Advisory Commission:
7:05 – 7:15 pm Robert Phillips In Person
7:15 – 7:25 pm Meagan Mauter Zoom
7:25 – 7:35 pm Benjamin Piiru Zoom
7:35 – 7:45 pm Julia Zeitlin In Person
7:45 – 7:55 pm Break (Candidate Grant Chang withdrew application) 7:55 – 8:05 pm Greg Scharff In Person
8:05 – 8:15 pm Olgu Tanriverdi In Person

8:15 – 8:25 pm: 10 minute break
Item 7
Item 7 Supplemental Report

Item 7: Staff Report
Pg.
1 Packet Pg. 127 of 128

Item No. 7. Page 2 of 2
Planning & Transportation Commission:
8:25 – 8:35 pm Tom Siegal In Person
8:35 – 8:45 pm Forest Olaf Peterson In Person
8:45 – 8:55 pm Bryna Chang In Person
8:55 – 9:05 pm Jeff Watt In Person
*PTC Candidates Daniel Phillips Benas and Martin Blanchet will be interviewed at the April 6, 2026 City Council meeting.

ATTACHMENTS
None.

APPROVED BY:

Mahealani Ah Yun, City Clerk
Item 7
Item 7 Supplemental Report

Item 7: Staff Report
Pg.
2 Packet Pg. 128 of 128

Palo Alto City CouncilMarch 23, 2026

Palo Alto City Council
March 23, 2026