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Home My WebLink About2018-06-18 City Council Agenda PacketCity Council 1 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Monday, June 18, 2018 Special Meeting Council Chambers 5:00 PM Agenda posted according to PAMC Section 2.04.070. Supporting materials are available in the Council Chambers on the Thursday 11 days preceding the meeting. PUBLIC COMMENT Members of the public may speak to agendized items; up to three minutes per speaker, to be determined by the presiding officer. If you wish to address the Council on any issue that is on this agenda, please complete a speaker request card located on the table at the entrance to the Council Chambers, and deliver it to the City Clerk prior to discussion of the item. You are not required to give your name on the speaker card in order to speak to the Council, but it is very helpful. TIME ESTIMATES Time estimates are provided as part of the Council's effort to manage its time at Council meetings. 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. To ensure participation in a particular item, we suggest arriving at the beginning of the meeting and remaining until the item is called. HEARINGS REQUIRED BY LAW Applicants and/or appellants may have up to ten minutes at the outset of the public discussion to make their remarks and up to three minutes for concluding remarks after other members of the public have spoken. Call to Order Closed Session 5:00-6:30 PM Public Comments: Members of the public may speak to the Closed Session item(s); three minutes per speaker. 1.PUBLIC EMPLOYMENT Title: City Manager Authority: Government Code Section 54957(b) Agenda Changes, Additions and Deletions City Manager Comments 6:30-6:40 PM Oral Communications 6:40-6:45 PM Members of the public may speak to any item NOT on the agenda. Council reserves the right to limit the duration of Oral Communications period to 30 minutes. Minutes Approval 6:45-6:50 PM 2.Approval of Action Minutes for the June 4, 2018 Council Meeting REVISED 2 June 18, 2018 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Consent Calendar 6:50-6:55 PM Items will be voted on in one motion unless removed from the calendar by three Council Members. 3.Recommendation That the City Council Accept Audit Status Updates on Contract Oversight of Trenching Installation and Electric Substructure, Inventory Management, and Utility Metering 4.Recommendation That the City Council Accept the Status Updates of the Cash Handling, Travel Expense Audit, the Cable Franchise and PEG Fees Audit and the Payments Audit 5.Adoption of a Resolution Summarily Vacating Public Utility Easements at 333 West Charleston Road and 4202 Ruthelma Avenue 6.Adoption of a Resolution Summarily Vacating Public Utility Easement at 405 Curtner Avenue 7.Adoption of a Resolution Vacating Public Utility Easement at 4301- 4329 El Camino Real 8.Approval of Contract Amendment Number 4 With Cypress Security, Inc. Increasing the Amount by $330,000 for a Total Not-to-Exceed Amount of $3,662,216, and Extend the Term of the Agreement to September 30, 2018 for Guard Monitoring Services at Palo Alto Caltrain Locations 9.Approval of Three General Services Contracts for Approximately $2.0 Million per Year in Annual Expenses in the Wastewater Treatment Enterprise Fund: 1)Contract With Denali Water Solutions, LLC for Sludge Hauling Services in an Amount Not to Exceed $2,181,000 for a 3-Year Term; 2) Contract With Lystek International Limited in an Amount Not to Exceed $3,649,000; and 3) Contract With Synagro- WWT, Inc. in an Amount Not to Exceed $3,415,000, Both for Offsite Sludge Treatment Services for a 5-Year Term 10.Approval of Amendment Number 5 With C&S Engineers, Inc. Contract Number C15155208A in the Amount of $119,227 for Construction Administration Services on the Airport Apron Reconstruction, Capital Improvement Program Project AP-16000 11.Adoption of an Updated Salary Schedule and Revised Compensation Plan for Unrepresented Limited Hourly Employees Effective July 1, 2017 - June 30, 2021 MEMO Q&A Q&A Q&A 3 June 18, 2018 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. 12.Approval of an Agreement with Concordia LLC for 18 Months in the Amount not to Exceed $565,972 for Cubberley Community Center Master Plan and Visioning; Approval of a Cost Share Agreement with the Palo Alto Unified School District for up to $332,986; and Approve Budget Amendments to Fund the Master Plan 13.Approval of Contract C18172547 With Integrated Design 360 for Development and Support of Sustainability Implementation Plan, Green Building Program, Deconstruction and Source Separation Program, Dewatering Monitoring Program and Utilities On-call Services Through June 30, 2019 for a Total Not-to-Exceed Amount of $606,291 Action Items Include: Reports of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Reports of Officials, Unfinished Business and Council Matters. 6:55-8:30 PM 14.PUBLIC HEARING: Adoption of Budget Ordinance for Fiscal Year 2019, Including Adoption of Operating and Capital Budgets and Municipal Fee Schedule 8:30-9:15 PM 15.Adoption of a Resolution Placing an Initiative Measure on the November 6, 2018 Ballot to Amend Title 5 of the Palo Alto Municipal Code to Limit Health Care Costs That Hospitals, Medical Clinics and Other Health Care Providers may Charge Patients and Other Payers 9:15-10:30 PM 16.Adoption of a Resolution Calling a Special Election for November 6,2018 to Place a Ballot Measure Before the Voters to Increase the City’s Transient Occupancy Tax (TOT) by Two Percentage Points State/Federal Legislation Update/Action Council Member Questions, Comments and Announcements Members of the public may not speak to the item(s) Adjournment AMERICANS WITH DISABILITY ACT (ADA) Persons with disabilities who require auxiliary aids or services in using City facilities, services or programs or who would like information on the City’s compliance with the Americans with Disabilities Act (ADA) of 1990, may contact (650) 329-2550 (Voice) 24 hours in advance. MEMO 13A.Adoption of a Resolution Calling a General Municipal Election for Tuesday, November 6, 2018, for Three Council Member Seats Q&A LETTER MEMO 4 June 18, 2018 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Additional Information Standing Committee Meetings Finance Committee Meeting Cancellation June 19, 2018 Sp. City Council Meeting June 19, 2018 Sp. City/School Committee Meeting June 21, 2018 Sp. Policy & Services Committee Meeting June 21, 2018 Schedule of Meetings Schedule of Meetings Tentative Agenda Tentative Agenda Informational Report General Municipal Election on November 6, 2018 Informational Report Regarding Schedules, Fees and Length of Candidate Statements Semiannual Update on the Status of Capital Improvement Program Projects Public Letters to Council Set 1 CITY OF PALO ALTO OFFICE OF THE CITY CLERK June 18, 2018 The Honorable City Council Attention: Finance Committee Palo Alto, California Approval of Action Minutes for the June 4, 2018 Council Meeting Staff is requesting Council review and approve the attached Action Minutes. ATTACHMENTS:  Attachment A: 06-04-18 DRAFT Action Minutes (DOCX) Department Head: Beth Minor, City Clerk Page 2 CITY OF PALO ALTO CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 8 Special Meeting June 4, 2018 The City Council of the City of Palo Alto met on this date in the Council Chambers at 5:06 P.M. Present: DuBois, Filseth, Fine, Holman, Kniss, Kou, Scharff, Tanaka, Wolbach Absent: Closed Session 1. PUBLIC EMPLOYMENT Title: City Manager Authority: Government Code Section 54957(b). MOTION: Vice Mayor Filseth moved, seconded by Council Member Scharff to go into Closed Session. MOTION PASSED: 9-0 Council went into Closed Session at 5:07 P.M. Council returned from Closed Session at 7:23 P.M. Mayor Kniss announced the Council will go back into Closed Session after Agenda Item Number 8 - PUBLIC HEARING/LEGISLATIVE AND QUASI- JUDICIAL: 2755 El Camino Real [16PLN-00464]… Agenda Changes, Additions and Deletions MOTION: Council Member Wolbach moved, seconded by Council Member Scharff to continue Agenda Item Number 9- PUBLIC HEARING: LEGISLATIVE AND QUASI-JUDICIAL 250 and 350 Sherman Avenue, Public Safety Building Project… to June 11, 2018. MOTION PASSED: 9-0 DRAFT ACTION MINUTES Page 2 of 8 City Council Meeting Draft Action Minutes: 06/04/18 Minutes Approval 2. Approval of Action Minutes for the May 21, 2018 Council Meeting. MOTION: Vice Mayor Filseth moved, seconded by Council Member Wolbach to approve the Action Minutes for the May 21, 2018 Council Meeting. MOTION PASSED: 9-0 Consent Calendar MOTION: Council Member Kou moved, seconded by Council Member Holman, third by Council Member Tanaka to pull Agenda Item Number 4- QUASI-JUDICIAL: Consideration of Appeals of the Planning and Community Environment Director’s Decision to Approve the Architectural Review Application for 620 Emerson Street… to be heard on a date uncertain. MOTION: Vice Mayor Filseth moved, seconded by Council Member Scharff to approve Agenda Item Numbers 3, 5-6. 3. Approval and Authorization for the City Manager to Execute an Electric Enterprise Fund Construction Contract With Hot Line Construction, Inc. in the Total Not-to-Exceed Amount of $652,558, Which Includes the Contract Amount of $593,235 Plus a 10 Percent Contingency of $59,323, for the Pole Replacement 2018 Project. 4. QUASI-JUDICIAL: Consideration of Appeals of the Planning and Community Environment Director’s Decision to Approve the Architectural Review Application for 620 Emerson Street (17PLN- 00331) to Allow Demolition of an Existing Single Story Building and Construction of a new Two-story 4,063 Square Foot Commercial Building for the Expansion of Nobu Restaurant. The Project Includes Replacement of Three On-site Parking Spaces With Five In-lieu Spaces in the Downtown Parking Assessment District. Environmental Assessment: Exempt From the Provisions of the California Environmental Quality Act (CEQA) per Guideline Section 15303 (New Construction). Zoning District: CD-C (GF)(P) (Downtown Commercial). 5. Ordinance 5440 Entitled, “Ordinance of the Council of the City of Palo Alto Amending Chapter 10.51 of Title 10 of the Palo Alto Municipal Code Related to the Crescent Park No Overnight Parking Program to Reflect the Current Status of Approved Streets Within the Program, to Tentatively Approve Additional Street Segments Within Crescent Park, and to add Provisions for Opting-out of or Dissolving the Restricted DRAFT ACTION MINUTES Page 3 of 8 City Council Meeting Draft Action Minutes: 06/04/18 Parking Area (FIRST READING: May 14, 2018 PASSED: 8 -0 DuBois absent).” 6. Ordinance 5441 Entitled, “Ordinance of the Council of the City of Palo Alto Amending Palo Alto Municipal Code Chapter 4.39 (Private Intrusion Alarms) to Include the Addition of Unwanted, Unwarranted Residential, and Commercial Fire Alarms (FIRST READING: May 14, 2018 PASSED: 8-0 DuBois Absent).” MOTION PASSED: 9-0 Action Items 7. Review of Refined Public Opinion Survey Results Regarding Potential 2018 Ballot Measure to Address the Funding Gap for the 2014 Infrastructure Plan and Unplanned Potential Community Assets Projects, and Potential Direction to City Staff for a 2018 Ballot Measure. MOTION: Council Member Scharff moved, seconded by Vice Mayor Filseth to direct Staff to return to Council with language for a 2 percent Transient Occupancy Tax (TOT) revenue measure for the November 2018 ballot. INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE OF THE MAKER AND SECONDER to add to the Motion, “and an alternative of a 1 percent TOT measure along with a separate 1 percent tourism fee.” INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE OF THE MAKER AND SECONDER to add to the Motion, “direct Staff to increase enforcement of short term stay collection of TOT by auditing providers by the end of 2019 and spot verification that fees are being collected from the largest rental providers.” (New Part B) INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to replace the Motion Part B with, “direct Staff to increase enforcement of short term stay collection of TOT through a process of auditing providers by the end of 2019.” INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to remove from the Motion Part B, “through a process of auditing providers.” MOTION AS AMENDED RESTATED: Council Member Scharff moved, seconded by Vice Mayor Filseth to direct Staff to: DRAFT ACTION MINUTES Page 4 of 8 City Council Meeting Draft Action Minutes: 06/04/18 A. Return to Council with language for a 2 percent Transient Occupancy Tax (TOT) revenue measure for the November 2018 ballot and an alternative of a 1 percent TOT measure along with a separate 1 percent tourism fee; and B. Direct Staff to increase enforcement of short term stay collection of TOT by the end of 2019. MOTION AS AMENDED PASSED: 6-3 Holman, Kou, Tanaka no MOTION: Mayor Kniss moved, seconded by Council Member Fine to refer the concept of a sugar sweetened beverage tax to the Policy and Services Committee for further analysis and a long term plan for placement on a future ballot or not. SUBSTITUTE MOTION: Council Member DuBois moved, seconded by Council Member Holman to direct Staff to return to Council with a sugar sweetened beverage tax modeled after the Berkeley Tax with funds directed to the General Fund, funding parks, recreation, and community services. SUBSTITUTE MOTION FAILED: 4-5 DuBois, Holman, Kou, Scharff yes MOTION PASSED: 8-1 Kou no 8. PUBLIC HEARING/LEGISLATIVE AND QUASI-JUDICIAL: 2755 El Camino Real [16PLN-00464]: Adoption of an Ordinance Amending Palo Alto Municipal Code (PAMC) Title 18 (Zoning) Chapter 18.30 (Combining Districts) to add a new Combining District to Allow for Higher Density Multi-family Housing that Includes a Workforce Housing Component to be Located on Public Facilities Zoned Properties Wi thin 0.5 Miles of Fixed Rail Transit Stations; Adoption of an Ordinance Amending the Zoning Map to Apply the New Combining District to the Subject Property at 2755 El Camino Real; Site and Design Approval to Allow Construction of a 57 Unit Multi-Family Residence at the Subject Property; and Resolution 9760 Entitled, “Resolution of the Council of the City of Palo Alto Adopting the 2755 El Camino Real Multi-Family Residential Project Mitigated Negative Declaration.” Environmental Assessment: An Initial Study (IS/MND) Was Published for Public Comment on January 19, 2018 for a Circulation Period Ending on February 20, 2018. A Final MND was Published on May 18, 2018. Zone District: Public Facilities (PF). Public Hearing opened at 10:27 P.M. Public Hearing closed at 11:03 P.M. DRAFT ACTION MINUTES Page 5 of 8 City Council Meeting Draft Action Minutes: 06/04/18 MOTION: Council Member Fine moved, seconded by Council Member Scharff to: A. Adopt a mitigated negative declaration Resolution and a mitigation monitoring and reporting plan; B. Adopt an Ordinance to create a new “Workforce Housing Combining District;” C. Adopt an Ordinance to amend the Zoning Map and apply the new Combining District to 2755 El Camino Real; D. Approve the site and design application based on the findings and subject to conditions of approval included in the draft Record of Land Use Action including the following changes to the conditions of approval: i. Replace in Condition 1, “February 20, 2018” with “March 22, 2018;” ii. Add a Condition, “the applicant shall be responsible for financing the new bus shelter shown on the project plans sheet C7;” iii. Replace in Condition 7, “Building Permit” with “Certificate of Occupancy;” E. Add to Municipal Code Section 18.30(K).090(d), “within a three (3) mile radius of the project or” after “whose place of employment is;” and F. Direct Staff to return to Council with an Ordinance applying this district to commercial properties. INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to replace Motion Part F with, “direct Staff to return to Council with an appropriate Ordinance applying a workforce housing combining district to commercial properties.” INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to remove Part D.iii. from the Motion. AMENDMENT: Council Member DuBois moved, seconded by Council Member Holman to add to the Motion, “to direct Staff to revise the Ordinance to provide that the Combining District would not be available to projects utilizing the State Density Bonus Law.” DRAFT ACTION MINUTES Page 6 of 8 City Council Meeting Draft Action Minutes: 06/04/18 AMENDMENT FAILED: 4-5 DuBois, Filseth, Holman, Kou yes MOTION AS AMENDED RESTATED: Council Member Fine moved, seconded by Council Member Scharff to: A. Adopt a mitigated negative declaration Resolution and a mitigation monitoring and reporting plan; B. Adopt an Ordinance to create a new “Workforce Housing Combining District;” C. Adopt an Ordinance to amend the Zoning Map and apply the new Combining District to 2755 El Camino Real; D. Approve the site and design application based on the findings and subject to conditions of approval included in the draft Record of Land Use Action including the following changes to the conditions of approval: i. Replace in Condition 1, “February 20, 2018” with “March 22, 2018;” ii. Add a Condition, “the applicant shall be responsible for financing the new bus shelter shown on the project plans sheet C7;” E. Add to Municipal Code Section 18.30(K).090(d), “within a three (3) mile radius of the project or” after “whose place of employment is;” and F. Direct Staff to return to Council with an appropriate Ordinance applying a workforce housing combining district to commercial properties. Motion Part F separated for the purpose of voting. MOTION PART F PASSED: 5-4 DuBois, Holman, Kou, Tanaka no INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER to add to the Motion, “add a requirement for an emergency number to report noise concerns.” (New Part F) AMENDMENT: Council Member Holman moved, seconded by Council Member DuBois to add to the Motion, “add to Municipal Code Section 18.30(K).090(d), ‘following a two-week offer period’ after ‘first category.’” AMENDMENT WITHDRAWN BY THE MAKER DRAFT ACTION MINUTES Page 7 of 8 City Council Meeting Draft Action Minutes: 06/04/18 AMENDMENT: Council Member Holman moved, seconded by Council Member Kou to add to the Motion, “require the Regulatory Agreement return to Council.” AMENDMENT FAILED: 4-5 DuBois, Filseth, Holman, Kou yes MOTION AS AMENDED RESTATED: Council Member Fine moved, seconded by Council Member Scharff to: A. Adopt a mitigated negative declaration Resolution and a mitigation monitoring and reporting plan; B. Adopt an Ordinance to create a new “Workforce Housing Combining District;” C. Adopt an Ordinance to amend the Zoning Map and apply the new Combining District to 2755 El Camino Real; D. Approve the site and design application based on the findings and subject to conditions of approval included in the draft Record of Land Use Action including the following changes to the conditions of approval: i. Replace in Condition 1, “February 20, 2018” with “March 2, 2018;” ii. Add a Condition, “the applicant shall be responsible for financing the new bus shelter shown on the project plans sheet C7;” E. Add to Municipal Code Section 18.30(K).090(d), “within a three (3) mile radius of the project or” after “whose place of employment is;” and F. Add a requirement for an emergency number to report noise concerns. MOTION AS AMENDED PASSED: 7-2 Holman, Kou no Mayor Kniss announced Council will not return to Agenda Item Number 1- PUBLIC EMPLOYMENT… 9. PUBLIC HEARING: LEGISLATIVE AND QUASI-JUDICIAL 250 and 350 Sherman Avenue, Public Safety Building Project: Adoption of: 1) Resolution of Approval of Final Environmental Impact Report for a New Public Safety Building at 250 Sherman Avenue and a New Four -Story Parking Structure at 350 Sherman Avenue; and 2) Ordinance Modifying the Public Facilities (PF) Zone Developme nt Standards; and DRAFT ACTION MINUTES Page 8 of 8 City Council Meeting Draft Action Minutes: 06/04/18 (3) Approval of the Record of Land Use Action Approving Architectural Review Application [File 17PLN-00257] for a new Four-story Parking Structure at 350 Sherman Avenue to Provide 636 Public Parking Spaces Above and Below Grade. Planning and Transportation Commission Review Recommended Modification to PF Zoning Development Standards on January 31, 2018 (STAFF REQUESTS THIS ITEM BE CONTINUED TO JUNE 11, 2018). State/Federal Legislation Update/Action None. Adjournment: The meeting was adjourned at 12:56 A.M. City of Palo Alto (ID # 9221) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: P&S Recommendation to Accept Status Updates of Contract, Inventory, and Utility Meters Audits Title: Recommendation that the City Council Accept Audit Status Updates on Contract Oversight of Trenching Installation and Electric Substructure, Inventory Management, and Utility Metering From: City Manager Lead Department: Utilities Recommended Motion Policy and Services Committee and Staff recommend the City Council consider the following motion: 1. Accept the status update of Audit Recommendation for the Contract Oversight: Trenching Installation and Electric Substructure Audit; 2. Accept the status update of Audit Recommendation for the Inventory Management Audit; and 3. Accept the status update of Audit Recommendation for the Utility Meters Audit. Contract Oversight: Trenching Installation and Electric Substructure: At its meeting on June 13, 2017, the Policy and Services Committee approved and unanimously recommended that the City Council accept the report. The Policy and Services Committee report, status update, and minutes are available in the links below. Report: https://www.cityofpaloalto.org/civicax/filebank/documents/58084 Minutes: https://www.cityofpaloalto.org/civicax/filebank/documents/58364 Inventory Management Audit: At its meeting on November 14, 2017, the Policy and Services Committee approved and unanimously recommended that the City Council accept the report. The Policy and Services Committee report, status update, and minutes are available in the links below. Report: https://www.cityofpaloalto.org/civicax/filebank/documents/61688 City of Palo Alto Page 2 Minutes: https://www.cityofpaloalto.org/civicax/filebank/documents/62174 Utility Metering Audit: At its meeting on November 14, 2017, the Policy and Services Committee approved and unanimously recommended that the City Council accept the report. The Policy and Services Committee report, status update, and minutes are available in the links below. Report: https://www.cityofpaloalto.org/civicax/filebank/documents/61728 Minutes: https://www.cityofpaloalto.org/civicax/filebank/documents/62174 Since the Policy and Services Committee made its recommendations to accept the above - mentioned status reports, staff has continued to implement the remaining Auditor recommendations and anticipates providing any additional updates later in 2018. City of Palo Alto (ID # 9264) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: P&S Recommendation to Accept Status Updates of Cash Handling, Cable, Payments Audits Title: Recommendation that the City Council Accept the Status Updates of the Cash Handling, Travel Expense Audit, the Cable Franchise and PEG Fees Audit and the Payments Audit From: City Manager Lead Department: Administrative Services Recommendation The Policy and Service Committee and Staff recommend the City Council acceptance the status updates of the Cash Handling and Travel Expenses (CMR ID#8362) and Cable Franchise and PEG Fees and Payments (CMR ID #8992). Discussion At its meetings on August 22, 2017 and March 21, 2018 the Policy and Services Committee approved and unanimously recommended that the City Council accept the report s. The Policy and Services Committee minutes are available at: August 22, 2017 Minutes March 21, 2018 Minutes City of Palo Alto (ID # 9180) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: Resolution Vacating Public Service Easement at 333 West Charleston and 4202 Ruthelma Avenue Title: Adoption of a Resolution Summarily Vacating Public Utility Easement at 333 West Charleston Road and 4202 Ruthelma Avenue From: City Manager Lead Department: Administrative Services RECOMMENDATION Staff recommends that Council approve the attached Resolution Summarily Vacating a 5’ wide Public Utilities Easement (PUE) at 333 West Charleston Road and 4202 Ruthelma Avenue, Palo Alto, CA (Attachment A). DISCUSSION The owners of the properties at 333 West Charleston Road and 4202 Ruthelma Avenue have requested that the City vacate a 5’ wide PUE granted on Map of Tract No. 709 “Blossom Park, Unit No. 1”, and filed for record in the Office of the Santa Clara County Recorder, on February 27, 1950, in Book 26 of Maps at Page 31. There are no utilities in the PUE and it has never been used. Therefore, this PUE is no longer necessary for any future public purpose. Staff has notified AT&T (formerly SBC Communications), the City Utilities, Public Works and Planning Departments of the proposal to vacate the PUE and all concur with the vacation. Therefore, the PUE to be vacated in accordance with Section 8333 of the California Streets and Highways Code. RESOURCE IMPACT The easement vacation processing fee of $1,642.00, as set forth in the Municipal Fee Schedule, has been paid by the owner. POLICY IMPLICATIONS The recommendation does not represent any change to City policies. The Planning Department has determined that the vacation of this easement is in conformity with the Palo Alto Comprehensive Plan. City of Palo Alto Page 2 ENVIRONMENTAL REVIEW The proposed summary vacation of the public utilities easements are categorically exempt from the review under the California Environmental Quality Act (CEQA) pursuant to Title 14 California Code of Regulations Section 15305 as a minor alteration in land use limitations. Attachments:  Attachment A: 333 West Charleston Road and 4202 Ruthelma Avenue ATTACHMENT A WHEREAS, Section 8333 of the Streets and Highways Code authorizes the City Council to summarily vacate public service utility easements when the easement has never been used, has been superseded by relocation and there are no other public facilities located with the easements; and WHEREAS, the City Council intends to summarily vacate the 5 -foot public service easement for utilities, as more particularly described in Exhibit "A", attached to this resolution and depicted on the plat map attached as Exhibit "B" to this resolution; and NOW, THEREFORE, the City Council does hereby RESOLVE as follows: SECTION 1. This vacation is made under the authority of California Streets and Highways Code Chapter 4 of part 3 of Division 9, commencing at Section 8330 et. seq. 1. The Public Service Easement described herein on Exhibit "A" and depicted on the plat map attached as Exhibit "B" has been superseded by relocation; and 2. No public facilities are located within the Public Service Easement; and 3. The public convenience and necessity do not require reservation or any portion of this easement; and 4. The Council has considered the Palo Alto Comprehensive Plan and ratifies the determination of the planning department that the vacation of the public utility easement is in conformity with the Palo Alto Comprehensive Plan. SECTION 2. Based upon the findings made in Section 1 of this Resolution and the provisions of Section 8333 of the Streets and Highways Code, the City Council does hereby order that the 5 -foot public service easement as shown on the attached map shall be and hereby is summarily vacated. SECTION 3. The City Clerk, acting by and through the Real Property Manager, is hereby directed to record at Santa Clara County Records a certified copy of this Resolution, including the Maps. SECTION 4. The public service easement for utilities 2 described in Exhibit "A" and depicted in the plat map attached as Exhibit "B" will no longer constitute a public service easement from and after the date of recordation of the documents identified in Section 3 of this Resolution. SECTION 5. The Council finds that the summary vacation of the public service easement is exempt from review under the California Environmental Act pursuant to Title 14 California Code of Regulations section 15305 as a minor alteration in land use limitations. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: APPROVED: City Clerk Mayor APPROVED AS TO FORM: APPROVED: Senior Asst. City Attorney City Manager Director of Administrative Services 3 ■m A.C. & H. CIVIL ENGINEERS, INC. ASSOCIATION OF JOHN G. R. CLEGG & ALAN HUNTZINGER 2423 B Old Middlefield Way Mountain View, CA 94043 (650) 625-9151 (408) 294-4000 PROPERTY DESCRIPTION PUBLIC UTILITY EASEMENT TO ABANDON FROM LOT 1 TRACT 709 All that property situate is the City of Palo Alto, County of Santa Clara, State of California, being a portion of Lot 1, Tract No. 709, "Blossom Park, Unit No. 1", Recorded February 27, 1950, in Book 26 of Maps at Page 31, Santa Clara County Records, and the Lands described in that certain Deed recorded in Book K 760 at Page 651, Santa Clara County Records, and being more particularly described as follows: BEGINNING at the south corner of Lot 1, -common with Lot 2, Tract No. 709, as said Lots are shown on that certain map recorded February 27, 1950, in Book 26 of maps, at Page 31, in the Office of the County Recorder of Santa Clara County; THENCE N 33° 22' 12" W, 102.58 feet to the southeast line of W. Charleston Road, 70 feet wide, as established by Deed recorded in Book 4914 at Pages 503, 504, and 511, Santa Clara County Records; THENCE along the said southeasterly line of W. Charleston Road, N 42° 05' 30" E, 5.17 feet to the northeast edge of said Utility Easement; THENCE along the 5 foot Public Utility Easement on Lot 1 , S 33° 22' 12" E, 102.60 feet to.the common line between said Lots 1 and 2; THENCE along said common line between Lots 1 and 2, S 42° 21' 40"W 5.17 feet to the Point of beginning.. Contains 513 square feet, more or less. A.PN. 148-002-001 A plat showing the above described parcel is attached hereto and made a part hereof as exhibit "K" This description was prepared by me or under my direction with the requirements of the Land Surveyor's Act. Alan Huntzinger Civil Engineer 18925 expires 06/30/17 EXHIBIT "I" R.C.E. 18925 EXP. 6-30 OP eariu- CIVIL Date JOB 16�i4 2o2 KOTHZLNI n AVE A.C. & H_ CIVIL ENGINEERS. -INC. 2423 B Old Middlefield -Way: Mountain View, CA 94043 ,(650) 327-3900 (408) 294-4000 ("6 To) Ge5-9t5( P cn AL -TO SHEET NO OF CALCULATED BY L Y DATE 03 -2 0 CHECKED BY At -4, DATE 03 - .o6' SCALE 1",=.301 E : t • • • 1 • R ti N 43 `0 loar • f • • • )= f O I r I. fi I = I f , • N%Po f i i i - t i t { u ! 1-i , i i , : • � ,Lv•, X120 rev i� t<i� � ' i . • -lc- v--4 1 I i i i t > � i ? 3 i -8 T- -i •• t f i (7) { 047- i € ;, I_.s xP 1— , ! I) Sri -4`c --�-u f --iz; — - u7' '� . 0 1 1 3 = i .F li p A�A44 at1 ry t�: N �• t- .1 To ,SNP i ! • �; . `t ! i %EiL.t c-AT4 f'-, O i Y ., .. i z i —__ i_.-..__.._. r - �_ �- fU __. . y A R=ct'i : `70085a. F ` ,or -- - i i A• '. . 1 a -0402.• 1a I , . . ° . "og4' _, a _ ri, A8 L c.c.vmf)/k Y :L o ► {.1.4 �[`�yL) 1 l .E ?s' 2a .6 0! ,1 i.1 Bl1.0 `! .S� I t• •LT rye: ;I n, t 6' 01-1 .140 Es cam? City of Palo Alto (ID # 9264) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: P&S Recommendation to Accept Status Updates of Cash Handling, Cable, Payments Audits Title: Recommendation that the City Council Accept the Status Updates of the Cash Handling, Travel Expense Audit, the Cable Franchise and PEG Fees Audit and the Payments Audit From: City Manager Lead Department: Administrative Services Recommendation The Policy and Service Committee and Staff recommend the City Council acceptance the status updates of the Cash Handling and Travel Expenses (CMR ID#8362) and Cable Franchise and PEG Fees and Payments (CMR ID #8992). Discussion At its meetings on August 22, 2017 and March 21, 2018 the Policy and Services Committee approved and unanimously recommended that the City Council accept the report s. The Policy and Services Committee minutes are available at: August 22, 2017 Minutes March 21, 2018 Minutes City of Palo Alto (ID # 9199) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: Resolution Vacating Public Service Easement at 405 Curtner Avenue Title: Adoption of a Resolution Summarily Vacating Public Utility Easement at 405 Curtner Avenue From: City Manager Lead Department: Administrative Services RECOMMENDATION Staff recommends that Council approve the attached Resolution Summarily Vacating a 5’ x 20’ foot wide Public Utilities Easement (PUE) at 405 Curtner Avenue, Palo Alto, CA. DISCUSSION The owner of the property at 405 Curtner Avenue has requested that the City vacate a 5’ x 20’ foot wide PUE granted on Tract No. 10278, filed for record in the Office of the Recorder of the County of Santa Clara, State of California, on June 12, 2015 in Book 884 of maps, at Pages 12 and 13. There are no utilities in the PUE and it has never been used. The owner has granted the City a new 5’ x 21’ foot easement for public utilities. Therefore, this PUE is no longer necessary for any future public purpose. Staff has notified AT&T (formerly SBC Communications), the City Utilities, Public Works and Planning Departments of the proposal to vacate the PUE and all concur with the vacation and the 5’ x 21’ replacement PUE. Therefore, the PUE to be vacated in accordance with Section 8333 of the California Streets and Highways Code. RESOURCE IMPACT The easement vacation processing fee of $1,642.00, as set forth in the Municipal Fee Schedule, was waived as a condition of the owners granting the City a new easement for public utilities in another suitable location on this property. The new grant of easement has been obtained. POLICY IMPLICATIONS The recommendation does not represent any change to City policies. The Planning Department has determined that the vacation of this easement is in conformity with the Palo Alto Comprehensive Plan. City of Palo Alto Page 2 ENVIRONMENTAL REVIEW The proposed summary vacation of the public utilities easements are categorically exempt from the review under the California Environmental Quality Act (CEQA) pursuant to Title 14 California Code of Regulations Section 15305 as a minor alteration in land use limitations. Attachments:  Attachment A: 405 Curtner Avenue Summary Vacation ATTACHMENT A utility easements when the easement has never been used, has been superseded by relocation and there are no other public facilities located with the easements; and WHEREAS, the City Council intends to summarily vacate the 5 -foot public service easement for utilities, as more particularly described in Exhibit "A", attached to this resolution and depicted on the plat map attached as Exhibit "B" to this resolution; and NOW, THEREFORE, the City Council does hereby RESOLVE as follows: SECTION 1. This vacation is made under the authority of California Streets and Highways Code Chapter 4 of part 3 of Division 9, commencing at Section 8330 et. seq. 1. The Public Service Easement described herein on Exhibit "A" and depicted on the plat map attached as Exhibit "B" has been superseded by relocation; and 2. No public facilities are located within the Public Service Easement; and 3. The public convenience and necessity do not require reservation or any portion of this easement; and 4. The Council has considered the Palo Alto Comprehensive Plan and ratifies the determination of the planning department that the vacation of the public utility easement is in conformity with the Palo Alto Comprehensive Plan. SECTION 2. Based upon the findings made in Section 1 of this Resolution and the provisions of Section 8333 of the Streets and Highways Code, the City Council does hereby order that the 5 -foot public service easement as shown on the attached map shall be and hereby is summarily vacated. SECTION 3. The City Clerk, acting by and through the Real Property Manager, is hereby directed to record at Santa Clara County Records a certified copy of this Resolution, including the Maps. SECTION 4. The public service easement for utilities described in Exhibit "A" and depicted in the plat map attached as Exhibit "B" will no longer constitute a public service 2 easement from and after the date of recordation of the documents identified in Section 3 of this Resolution. SECTION 5. The Council finds that the summary vacation of the public service easement is exempt from review under the California Environmental Act pursuant to Title 14 California Code of Regulations section 15305 as a minor alteration in land use limitations. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: APPROVED: City Clerk Mayor APPROVED AS TO FORM: APPROVED: Senior Asst. City Attorney City Manager Director of Administrative Services 3 EXHIBIT "A" LEGAL DESCRIPTION PUBLIC UTILITY EASEMENT TO BE VACATED Portion of Parcel 1 as shown upon the Map of Tract No. 10278, filed for record in the Office of the Recorder of the County of Santa Clara, State of California, on June 15th, 2015 in Book 884 of Maps at Pages 12 and 13, more particularly described as follows: Beginning at a point on the southeasterly line of Curtner Avenue, from which point the northerly corner of Parcel 1 of said tract map bears North 33°33'00" East, 29.21'; thence along said southeasterly line of Curtner Avenue, South 33°33'00" West, 5.00'; thence South 56°27'00" East, 20.00'; thence North 33°33'00" East, 5.00'; thence North 56°27'00" West, 20.00' to the POINT OF BEGINNING. Containing an area of 100.0 square feet, more or less. 3(2 -8111 - Date P.U.E. PUBLIC UTILITY EASEMENT DISTINCTIVE BORDER LINES RECORD BOUNDARY LINES CENTER LINE EASEMENT LINE /�1 DOC. NO. 22242111 C i<, & 222/42112 �, /‘\' N33'33'00"E 7500' `DETAIL A POINT OF 1 BEGINNING I V) N33'33'00"E 75.00' CURTNER AVENUE (50' R/W) 129.21' P.U.E. 5'X20' (GAS) P.U.E. (5'X20') TO BE VACATED (100.0 SF) O 0 N w � o N 10 5.00' 40.24_1 N33'33'00"E 75.00' DETAIL A (NOT TO SCALE) REAL, (100 R/W) EXHIBIT "B" PLAT TO ACCOMPANY PROPERTY DESCRIPTION PUBLIC UTILITY EASEMENT TO BE VACATED 405 CURTNER AVE., PALO ALTO, CA DATE: FEB, 2016 SCALE: 1 "=30' BY: EW W E C 2625 MIDDLEFIELD RD #658 TEL: (650) 823-6466 & ASSOCIATES PALO ALTO, CA 94306 FAX: (650) 887-1294 City of Palo Alto (ID # 9244) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: Resolution Vacating Public Service Easement at 4301 -4329 El Camino Real Title: Adoption of a Resolution Vacating Public Utility Easement at 4301 -4329 El Camino Real From: City Manager Lead Department: Administrative Services RECOMMENDATION Staff recommends that Council approve the attached Resolution Summarily Vacating a 5-foot Public Utilities Easement (PUE) at 4301-4329 El Camino Real, Palo Alto, CA. DISCUSSION The property owner has requested that the City vacate a 5-foot wide PUE filed of record in the Office of Recorder of the County of Santa Clara, on January 26, 197 8, in Book D429 at Page 717, Document number 5912052. There have never been any utilities in the PUE and the easement has never been used. Therefore, this PUE is no longer necessary for any future public propose. Staff has notified AT&T (formerly SBC Communications), the City of Palo Alto Utilities, Public Works and Planning Departments of the proposal to vacate the PUE and all concur with the vacation. Therefore, the PUE to be vacated in accordance with Section 8333 of the California Streets and Highways Code. RESOURCE IMPACT The easement vacation processing fee of $1,642.00, as set forth in the Municipal Fee Schedule, has been paid by the property owners. Once the easement is vacated the property owner’s interest will no longer be burdened by the easement. POLICY IMPLICATIONS The recommendation does not represent any change to City policies. The Planning Department has determined that the vacation of this easement is in conformity with the Palo Alto Comprehensive Plan. City of Palo Alto Page 2 ENVIRONMENTAL REVIEW The proposed summary vacation of the public utilities easements are categorically exempt from the review under the California Environmental Quality Act (CEQA) pursuant to Title 14 California Code of Regulations Section 15305 as a minor alteration in land use limitations. Attachments:  Attachment A: 4301 - 4329 El Camino Real Summary Vacation ATTACHMENT A been superseded by relocation and there are no other public facilities located with the easements; and WHEREAS, the City Council intends the 5 -foot public service easement for particularly described in Exhibit resolution and depicted on the plat map attached as Exhibit "B" to this resolution; and "A„ to summarily vacate utilities, as more attached to this NOW, THEREFORE, the City Council does hereby RESOLVE as follows: SECTION 1. This vacation is made under the authority of California Streets and Highways Code Chapter 4 of part 3 of Division 9, commencing at Section 8330 et. seq. 1. The Public Service Easement described herein on Exhibit "A" and depicted on the plat map attached as Exhibit "B" has been superseded by relocation; and 2. No public facilities are located within the Public Service Easement; and 3. The public convenience and necessity do not require reservation or any portion of this easement; and 4. The Council has considered the Palo Alto Comprehensive Plan and ratifies the determination of the planning department that the vacation of the public utility easement is in conformity with the Palo Alto Comprehensive Plan. SECTION 2. Based upon the findings made in Section 1 of this Resolution and the provisions of Section 8333 of the Streets and Highways Code, the City Council does hereby order that the 5 -foot public service easement as shown on the attached map shall be and hereby is summarily vacated. SECTION 3. The City Clerk, acting by and through the Real Property Manager, is hereby directed to record at Santa Clara County Records a certified copy of this Resolution, including the Maps. SECTION 4. The public service easement for utilities described in Exhibit "A" and depicted in the plat map attached as Exhibit "B" will no longer constitute a public service easement from and after the date of recordation of the documents 2 identified in Section 3 of this Resolution. SECTION 5. The Council finds that the summary vacation of the public service easement is exempt from review under the California Environmental Act pursuant to Title 14 California Code of Regulations section 15305 as a minor alteration in land use limitations. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: APPROVED: City Clerk Mayor APPROVED AS TO FORM: APPROVED: Senior Asst. City Attorney City Manager Director of Administrative Services 3 EXHIBIT A SUMMARY VACATION FOR PUBLIC UTILITY EASEMENT DOCUMENT NO. 5912052 BOOK D429, PAGE 717 BEING A SUMMARY VACATION OF REAL PROPERTY IN THE CITY OF PALO ALTO, COUNTY OF SANTA CLARA, STATE OF CALIFORNIA, BEING MORE PARTICULARY DESCIBED AS FOLLOWS: COMMENCING AT THE SOUTHERLY CORNER OF PARCEL 1, AS SHOWN ON THAT CERTAIN MAP ENTITLED 'TRACT NO. 10083", RECORDED DECEMBER 28TH, 2011 IN BOOK 849 OF MAPS. PAGES 49 THROUGH 53, SAID POINT IS DISTANT 58 FEET FROM THE CENTERLINE OF EL CAMINO REAL, THENCE NORTH 42° 48' 25" WEST FOR A DISTANCE OF 254.92 FEET TO TRUE POINT OF BEGINNING; THENCE, ALONG THE NORTHEAST RIGHT OF WAY LINE OF EL CAMINO REAL NORTH 42° 46' 13" WEST FOR A DISTANCE OF 5.00 FEET; THENCE, LEAVING SAID RIGHT OF WAY LINE NORTH 49° 32' 38" EAST FOR A DISTANCE OF 89.78 Fht t ; THENCE, NORTH 38° 33' 38" EAST FOR A DISTANCE OF 45.48 FEET; THENCE, SOUTH 51° 26' 22" EAST FOR A DISTANCE OF 5.00 FEET; THENCE, souni 38° 33' 38" WEST FOR A DISTANCE OF 45.96 FEET; THENCE SOUTH 49° 32' 38" WEST A DISTANCE OF 90.06 FEET TO THE POINT OF BEGINNING; DESCRIBED EASEMENT CONTAINING AN AREA OF 678.18 SQUARE FEET, MORE OR LESS. THE PARCEL DESCRIBED HEREON IS SHOWN ON THE ATTACHED PLAT, EXHIBIT "B" ATTACHED HERETO AND, MADE A PART HEREOF. THIS DESCRIPTION WAS PREPARED BY ME OR UNDER MY DIRECTION IN CONFORMANCE WITH THE REQUIREMENTS OF THE PROFESSIONAL LAND SURVEYORS ACT. DAVID W. BETHAM, P.L.S. NO. 7047 EXPIRES DECEMBER 31, 2018 SCALE: 1"=20' S5126'22"E 5.00' 0. PUBLIC UTILITY EASEMENT +/-678 SQ. FT PARCEL '1" TRACT NO. 10083 (849 M 49-53) S42.461137- 5.00' PLAT TO ACCOMPANY LEGAL DESCRIPTION SANDISI CIVIL lNIYl, nwnw run, WE 7/13/2015 S AUE 1'-20' ERIWNBI ROV �1 CurrAva (S va4CANo I R 4aa®tomoo 1R�0l�7ii 1 immarwia.e 0 V #G NY BH5 r o�rwc xo. m. 207290 0-/8 EXHIBIT B SUMMARY VACATION 4301-4329 EL CAMINO REAL PALO ALTO CA SHEET 1 of 1 SHEE15 City of Palo Alto (ID # 9242) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: Cypress Guard Services Contract Extension Title: Approval of Contract Amendment Number 4 With Cypress Security, Inc. Increasing the Amount by $330,000 for a Total Not -to-Exceed Amount of $3,662,216, and Extend the Term of the Agreement to Se ptember 30, 2018 for Guard Monitoring Services at Palo Alto Caltrain Locations From: City Manager Lead Department: Police Recommendation Staff recommends that Council: 1) Approve contract amendment No. 4 with Cypress Security, Inc. by $3 30,000 for a total not-to-exceed amount of $3,662,216, and extend the term of the agreement to September 30, 2018 for guard monitoring services at Palo Alto Caltrain locations . Background Since 2009, the City of Palo Alto has used contract security guard services as on-site monitors in response to teen fatalities that have occurred along the Caltrain corridor in Palo Alto. This program is commonly referred to as Track Watch. On June 5, 2017, Council approved Contract C16160138A Amendment No. 3 to extend the term of agreement with Cypress Security to June 30, 2018 by $1,240,000 for a Total Not -to-Exceed Amount of $3,332,216 for Track Watch Guard Services for Caltrain Monitoring. This contract extension is due to the complexities in the City’s on -going initiative to transition from guards to a camera-based, Intrusion Detection and Monitoring System, which was originally forecasted to be online in Spring 2018 (Contract #C17166714). There was always discussion of some overlap between guards and cameras as the City implemented th is technology to test and review the efficacy of the camera system. Discussion On a monthly basis, Staff meets with key stakeholders in the community, as well as Project Safety Net, to discuss on-going means restriction strategies, awareness and prevention efforts, collaboration amongst jurisdictions, and monitoring. This team has developed an on -going City of Palo Alto Page 2 strategy to limit access and monitor rail corridors through Palo Alto. One key component of this strategy is the implementation of a Camera-based Intrusion Detection System. Once implemented, a successful Intrusion-Detection System will allow staff to move away from the use of security guards. Resource Impact Staff anticipates that sufficient savings are available in the Police Department operating budget to fund the extension of the Cypress Guard Services Contract. Savings will be realized from operating and maintenance expenditures that will no longer be incurred during Fiscal Year 2018 as result of the revised timeline to fully implement camera -based systems and from lower than anticipated usage of the current guard services contract. No additional funding is requested. Policy Implications This agreement is consistent with existing City and Police Department policies. Environmental Review This project is not subject to the California Environmental Quality Act (CEQA) pursuant to Title 14 California Code of Regulations Section 15061(b)(3). Attachments:  ATTACHMENT A - Cypress Security 053018 AMENDMENT NO. FOUR TO CONTRACT NO. C16160138A BETWEEN THE CITY OF PALO ALTO AND CYPRESS SECURITY, LLC This Amendment No. Four to Contract No. C16160138A (“Contract”) is entered into June 18, 2018, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and CYPRESS SECURITY, LLC, a limited liability company, located at 1762 Technology Drive, San Jose, CA 95110, Telephone Number: (408) 946-4102 (“CONTRACTOR”). R E C I T A L S A. The Contract was entered into between the parties for the provision of access control and enforcement of access control procedures at the site by monitoring pedestrian traffic through designated railroad crossings. B. The parties wish to amend the Contract by increasing the maximum compensation amount to $3,662,216 and extending the term from July 1, 2018 to September 30, 2018. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: SECTION 1. Section 3 “TERM” is hereby amended to read as follows: “TERM. The term of this Agreement is from July 1, 2018 to September 30, 2018 inclusive, subject to the provisions of Sections Q and V of the General Terms and Conditions.” SECTION 2. Section 5 “COMPENSATION FOR ORIGINAL TERM” is hereby amended to read as follows: “A sum calculated in accordance with the fee schedule set forth at Exhibit C, not to exceed a total maximum compensation amount of Three Million Six Hundred Sixty-two Thousand Two Hundred Sixteen Dollars ($3,662,216).” SECTION 3. Except as herein modified, all other provisions of the Contract, including any exhibits and subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have by their duly authorized representatives executed this Amendment on the date first above written. ATTACHMENT A DocuSign Envelope ID: EEA7A617-BF6F-4D33-86F6-27BD300938BD CITY OF PALO ALTO City Manager or designee APPROVED AS TO FORM: City Attorney or designee CYPRESS SECURITY, LLC 1st Officer 2nd Officer DocuSign Envelope ID: EEA7A617-BF6F-4D33-86F6-27BD300938BD 5/29/2018 5/30/2018 DocuSign Envelope ID : 47314CD4-C2EC-4473-BFB7-B7A1A99BBFB7 TO: FROM: DATE: CITY OF PALO ALTO HONORABLE CITY COUNCIL ROBERT JONSEN, CHIEF OF POLICE JUNE 18, 2018 8 SUBJECT: AGENDA ITEM NUMBER 8 -Approval of Contract Amendment Number 4 With Cypress Security, Inc. Increasing the Amount by $330,000 for a Total Not-to Exceed Amount of $3,662,216, and Extend the Term of the Agreement to September 30, 2018 for Guard Monitoring Services at Palo Alto Caltrain Locations The original FY 2019 estimate for Track Watch Security Guard services has been refined based on the final review of guard stations and staffing. We anticipate the FY 2019 costs to be approximately $200,000 rather than the original estimate of $330,000. DocuSlgned by: b0LU"~ ~tir~ ~{?1Fcf551C4AB ... Administrative Assistant I of 1 City Council 1 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Monday, June 18, 2018 Special Meeting Council Chambers 5:00 PM Agenda posted according to PAMC Section 2.04.070. Supporting materials are available in the Council Chambers on the Thursday 11 days preceding the meeting. PUBLIC COMMENT Members of the public may speak to agendized items; up to three minutes per speaker, to be determined by the presiding officer. If you wish to address the Council on any issue that is on this agenda, please complete a speaker request card located on the table at the entrance to the Council Chambers, and deliver it to the City Clerk prior to discussion of the item. You are not required to give your name on the speaker card in order to speak to the Council, but it is very helpful. TIME ESTIMATES Time estimates are provided as part of the Council's effort to manage its time at Council meetings. 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. To ensure participation in a particular item, we suggest arriving at the beginning of the meeting and remaining until the item is called. HEARINGS REQUIRED BY LAW Applicants and/or appellants may have up to ten minutes at the outset of the public discussion to make their remarks and up to three minutes for concluding remarks after other members of the public have spoken. Call to Order Closed Session 5:00-6:30 PM Public Comments: Members of the public may speak to the Closed Session item(s); three minutes per speaker. 1.PUBLIC EMPLOYMENT Title: City Manager Authority: Government Code Section 54957(b) Agenda Changes, Additions and Deletions City Manager Comments 6:30-6:40 PM Oral Communications 6:40-6:45 PM Members of the public may speak to any item NOT on the agenda. Council reserves the right to limit the duration of Oral Communications period to 30 minutes. Minutes Approval 6:45-6:50 PM 2.Approval of Action Minutes for the June 4, 2018 Council Meeting REVISED 2 June 18, 2018 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Consent Calendar 6:50-6:55 PM Items will be voted on in one motion unless removed from the calendar by three Council Members. 3.Recommendation That the City Council Accept Audit Status Updates on Contract Oversight of Trenching Installation and Electric Substructure, Inventory Management, and Utility Metering 4.Recommendation That the City Council Accept the Status Updates of the Cash Handling, Travel Expense Audit, the Cable Franchise and PEG Fees Audit and the Payments Audit 5.Adoption of a Resolution Summarily Vacating Public Utility Easements at 333 West Charleston Road and 4202 Ruthelma Avenue 6.Adoption of a Resolution Summarily Vacating Public Utility Easement at 405 Curtner Avenue 7.Adoption of a Resolution Vacating Public Utility Easement at 4301- 4329 El Camino Real 8.Approval of Contract Amendment Number 4 With Cypress Security, Inc. Increasing the Amount by $330,000 for a Total Not-to-Exceed Amount of $3,662,216, and Extend the Term of the Agreement to September 30, 2018 for Guard Monitoring Services at Palo Alto Caltrain Locations 9.Approval of Three General Services Contracts for Approximately $2.0 Million per Year in Annual Expenses in the Wastewater Treatment Enterprise Fund: 1)Contract With Denali Water Solutions, LLC for Sludge Hauling Services in an Amount Not to Exceed $2,181,000 for a 3-Year Term; 2) Contract With Lystek International Limited in an Amount Not to Exceed $3,649,000; and 3) Contract With Synagro- WWT, Inc. in an Amount Not to Exceed $3,415,000, Both for Offsite Sludge Treatment Services for a 5-Year Term 10.Approval of Amendment Number 5 With C&S Engineers, Inc. Contract Number C15155208A in the Amount of $119,227 for Construction Administration Services on the Airport Apron Reconstruction, Capital Improvement Program Project AP-16000 11.Adoption of an Updated Salary Schedule and Revised Compensation Plan for Unrepresented Limited Hourly Employees Effective July 1, 2017 - June 30, 2021 MEMO Q&A Q&A Q&A 3 June 18, 2018 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. 12.Approval of an Agreement with Concordia LLC for 18 Months in the Amount not to Exceed $565,972 for Cubberley Community Center Master Plan and Visioning; Approval of a Cost Share Agreement with the Palo Alto Unified School District for up to $332,986; and Approve Budget Amendments to Fund the Master Plan 13.Approval of Contract C18172547 With Integrated Design 360 for Development and Support of Sustainability Implementation Plan, Green Building Program, Deconstruction and Source Separation Program, Dewatering Monitoring Program and Utilities On-call Services Through June 30, 2019 for a Total Not-to-Exceed Amount of $606,291 Action Items Include: Reports of Committees/Commissions, Ordinances and Resolutions, Public Hearings, Reports of Officials, Unfinished Business and Council Matters. 6:55-8:30 PM 14.PUBLIC HEARING: Adoption of Budget Ordinance for Fiscal Year 2019, Including Adoption of Operating and Capital Budgets and Municipal Fee Schedule 8:30-9:15 PM 15.Adoption of a Resolution Placing an Initiative Measure on the November 6, 2018 Ballot to Amend Title 5 of the Palo Alto Municipal Code to Limit Health Care Costs That Hospitals, Medical Clinics and Other Health Care Providers may Charge Patients and Other Payers 9:15-10:30 PM 16.Adoption of a Resolution Calling a Special Election for November 6,2018 to Place a Ballot Measure Before the Voters to Increase the City’s Transient Occupancy Tax (TOT) by Two Percentage Points State/Federal Legislation Update/Action Council Member Questions, Comments and Announcements Members of the public may not speak to the item(s) Adjournment AMERICANS WITH DISABILITY ACT (ADA) Persons with disabilities who require auxiliary aids or services in using City facilities, services or programs or who would like information on the City’s compliance with the Americans with Disabilities Act (ADA) of 1990, may contact (650) 329-2550 (Voice) 24 hours in advance. MEMO 13A.Adoption of a Resolution Calling a General Municipal Election for Tuesday, November 6, 2018, for Three Council Member Seats Q&A LETTER MEMO 4 June 18, 2018 MATERIALS RELATED TO AN ITEM ON THIS AGENDA SUBMITTED TO THE CITY COUNCIL AFTER DISTRIBUTION OF THE AGENDA PACKET ARE AVAILABLE FOR PUBLIC INSPECTION IN THE CITY CLERK’S OFFICE AT PALO ALTO CITY HALL, 250 HAMILTON AVE. DURING NORMAL BUSINESS HOURS. Additional Information Standing Committee Meetings Finance Committee Meeting Cancellation June 19, 2018 Sp. City Council Meeting June 19, 2018 Sp. City/School Committee Meeting June 21, 2018 Sp. Policy & Services Committee Meeting June 21, 2018 Schedule of Meetings Schedule of Meetings Tentative Agenda Tentative Agenda Informational Report General Municipal Election on November 6, 2018 Informational Report Regarding Schedules, Fees and Length of Candidate Statements Semiannual Update on the Status of Capital Improvement Program Projects Public Letters to Council Set 1 City of Palo Alto (ID # 8772) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: Contract Amendment C&S Engineers Inc. Title: Approval of Amendment Number 5 With C&S Engineers, Inc. Contract Number C15155208A in the Amount of $119,227 for Construction Administration Services on the Airport Apron Reconstruction, Capital Improvement Program Project AP-16000 From: City Manager Lead Department: Public Works Recommendation Staff recommends that Council: Approve Amendment No. Five to C & S Engineers, Inc. Contract C15155208A (Attachment A) to increase the contract by $119,227 for a total not-to-exceed amount of $1,847,012 for construction administration services related to the Airport Apron Reconstruction project (AP-16000). Background As a General Aviation Reliever Airport for three primary Bay Area airports, Palo Alto Airport (PAO) is an important airport in the National Plan of Integrated Airport Systems (NPIAS), thereby qualifying for Federal Aviation Administration (FAA) airport improvement grant money for capital improvements necessary for continued safe and efficient operation of an airport. If eligible, 90% of project costs could be awarded. In accepting grant money, PAO is required by law to meet grant assurances and operate the airport in compliance with FAA requirements. The California Department of Transportation (DOT), pursuant to Public Utilities Code Section 21683.1, is authorized to provide AIP matching grants of up to five percent (5%) of FAA grant amounts. Staff will apply for and seek the maximum amount of state matching grant funds if these funds are available from DOT. City of Palo Alto Page 2 The Airport Apron Reconstruction Project, recommended as an important safety- related maintenance and modernization project in the results of an airport infrastructure analysis, was designed to be constructed according to industry standards, in as many as five phases dependent on financing and the logistics of moving tie-downs and mobilization. Prior to initiating the first phase of construction, a geotechnical analysis was conducted on the subgrade and the material determined to be a very soft clay termed “bay mud.” The inconsistent water table due to San Francisco Bay proximity has resulted in minimum subgrade drainage and compaction that do not meet FAA load-bearing capacity requirements. To provide on-call design services, construction administration, environmental studies, and planning functions required for FAA Airport Capital Improvement Program projects, PAO contracts with consultants, including C & S Engineers, Inc. On-call consultant services contracts that are compliant with FAA requirements are eligible for 90% reimbursement. Since October 2014, PAO has had a contract with C & S Engineers, Inc. for on-call consulting services for various capital projects including the Airport Apron Reconstruction Project. Previous staff reports regarding amendments the C & S Engineers, Inc. contract are referenced below: CMR 4948 (https://www.cityofpaloalto.org/civicax/filebank/documents/44370) CMR 6367 (https://www.cityofpaloalto.org/civicax/filebank/documents/50107) CMR 7165 (https://www.cityofpaloalto.org/civicax/filebank/documents/53575) CMR 7366 (https://www.cityofpaloalto.org/civicax/filebank/documents/54567) CMR 8127 (https://www.cityofpaloalto.org/civicax/filebank/documents/61157) Discussion Due to the geotechnical findings, design and preparation of the subgrade has changed from the industry standard for reconstructing pavement. The report recommends 5-10% cement be added to a combination of materials, mixed with existing subgrade and returned to the void, where it should set and cure quickly to provide a stable working platform that meets FAA requirements and ensures PAO has an apron that meets useful life standards. City of Palo Alto Page 3 As required by the FAA, supplemental soil tests will need to be performed to finalize design of the remaining phases of the Airport Apron Reconstruction project (AP-16000). Bidding documents for the next phase(s) will be prepared by C & S to reflect the subgrade preparation as required. Resource Impact The engineering firm was selected through a FAA procurement process having a term of 5 years. Since the Airport Enterprise Fund was newly established, this contract was increased when funding was identified. Work performed by C&S under this contract amendment will be done in FY 2019, so approval is subject to the City Council’s adoption of the FY 2019 Budget. Funding has been recommended in the Airport Fund Capital Improvement Program Airport Apron Reconstruction project AP-16000 in FY 2019 and is contingent on Council’s approval of the FY 2019 Proposed Capital Budget. These costs are eligible for FAA grant reimbursement of 90% which is equal to $107,304 and has also been recommended as part of the 2019 Proposed Capital Budget . City of Palo Alto Page 4 Environmental Review The subject project has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State CEQA Guidelines, and the environmental regulations of the City. Specifically, CIP AP-16000 is categorically exempt from the provisions of CEQA per Section 15301 (Existing Facilities). Policy Implications This recommendation does not represent any change to existing City policies. Attachments: • Attachment A: C&S Engineers Inc. Contract Amendment No. 5 Attachment A 1 Revision July 20, 2016 AMENDMENT NO. FIVE TO CONTRACT NO. C15155208A BETWEEN THE CITY OF PALO ALTO AND C & S ENGINEERS, INC. This Amendment No. Five to Contract No. C15155208A (“Contract”) is entered into June 18, 2018 by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and C & S ENGINEEERS, INC., a New York corporation, located at 499 Col. Eileen Collins Boulevard, Syracuse, New York 13212 (“CONSULTANT”). R E C I T A L S A. The Contract was entered into on October 27, 2014 between the parties for the provision of On-call engineering services including planning, design engineering, environmental analyses, grant management and construction management. B. The parties wish to amend the Contract to increase the funding to cover an additional task orders. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the parties agree: SECTION 1. Section 4. NOT TO EXCEED COMPENSATION is hereby amended to read as follows: “The compensation to be paid to CONSULTANT for performance of the Services as amended above, including payment for professional services, shall not exceed One Million Eight Hundred Forty-Seven Thousand Twelve Dollars ($1,847,012).” SECTION 2. The following exhibit(s) to the Contract is/are hereby amended to read as set forth in the attachment(s) to this Amendment, which are incorpo rated in full by this reference: a. Exhibit “C” entitled “COMPENSATION”. SECTION 3. Except as herein modified, all other provisions of the Contract, including any exhibits and subsequent amendments thereto, shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement on the date first above written. DocuSign Envelope ID: CDEAFE12-063C-411B-916D-9E4DAC22AAE0 Attachment A 2 Revision July 20, 2016 CITY OF PALO ALTO _________________________ City Manager or Designee APPROVED AS TO FORM: _________________________ City Attorney or Designee _________________________ Director of Public Works Attachment: EXHIBIT "C": COMPENSATION C & S ENGINEERS, INC. By: Name: Title: By: Name: Title: DocuSign Envelope ID: CDEAFE12-063C-411B-916D-9E4DAC22AAE0 Jessica Bryan Department Manager Michael D. Hotaling Senior Vice President Attachment A 3 Revision July 20, 2016 EXHIBIT “C” COMPENSATION The CITY agrees to compensate the CONSULTANT for professional services performed in accordance with the terms and conditions of this Agreement based on the hourly rate schedule attached as Exhibit C-1. The compensation to be paid to CONSULTANT under this Agreement for all services, additional services, and reimbursable expenses shall not exceed the amount(s) stated in Section 4 of this Agreement. CONSULTANT agrees to complete all Services and Additional Services, including reimbursable expenses, within this/these amount(s). Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth in this Agreement shall be at no cost to the CITY. REIMBURSABLE EXPENSES The administrative, overhead, secretarial time or secretarial overtime, word processing, photocopying, in-house printing, insurance and other ordinary business expenses are included within the scope of payment for services and are not reimbursable expenses . CITY shall reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for which CONSULTANT shall be reimbursed are: A. Travel outside the San Francisco Bay area, including transportation and meals, will be reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel and meal expenses for City of Palo Alto employees. B. Long distance telephone service charges, cellular phone service charges, facsimile transmission and postage charges are reimbursable at actual cost. All requests for payment of expenses shall be accompanied by appropriate backup information. Any expense anticipated to be more than $250 shall be approved in advance by the CITY’s project manager. DocuSign Envelope ID: CDEAFE12-063C-411B-916D-9E4DAC22AAE0 City of Palo Alto (ID # 9300) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: Adoption of an Updated Salary Schedule and Revised Compensation Title: Adoption of an Updated Salary Schedule and Revised Compensation Plan for Unrepresented Limited Hourly Employees Effective July 1, 2017 - June 30, 2021 From: City Manage r Lead Department: Human Resources Recommendation Staff recommends that Council adopt an updated Salary Schedule and Compensation Plan for unrepresented Limited hourly employees, effective through June 30, 2021. Background Hourly employees serve as a contingent workforce for the City, providing City departments increased flexibility to accomplish supplemental work or sporadic projects that do not require full time equivalent employees. There are two different groups of hourly employees in the City. Represented hourly employees covered by Service Employee International Union (SEIU), 521 which is a group of approximately 120-170 hourly employees who generally work on a consistent basis and; unrepresented limited hourly employees who work less than 416 hours per fiscal year and range anywhere from 200-400 employees depending on the season. These classifications include Librarian, Arts and Sciences Professional, Library Clerk, Administrative Specialists, and Recreation Leaders. The current limited hourly compensation plan expired June 30, 2017. It was not immediately updated due to ongoing negotiations with SEIU Hourly Unit during this time . This compensation plan sequentially follows the approval of the SEIU Hourly Unit Memorandum of Agreement or in tandem to be consistent with the City’s practice and ongoing labor strategy to keep classifications with the same title and general nature of work and assignments compensated and similar if not identical hourly rates. “Limited” Hourly positions are not eligible for medical benefits or CalPERS retirement benefits, similar to SEIU Hourly employees. Instead limited hourly employees participate in a self-funded defined contribution plan administered by PARS (Public Agency Retirement Services). The City City of Palo Alto Page 2 does not make contributions towards PARS for Hourly employees. However, it should be noted that limited hourly employees who work more than 1,000 hours in any given year will be automatically enrolled in CalPERS, in accordance with CalPERS rules. The City proactively limits the utilization of hourly employees beyond 1,000 hours in a fiscal year; exceptions are only considered when a pressing, urgent, and justifiable business need exists. At any given time, there are traditionally less than a dozen hourly employees enrolled in CalPERS. These employees will now share in the cost of employer contributions to CalPERS. Discussion 1. Salary Schedule Update Staff is recommending the following increases:  Salary o 5.5% increase effective the pay period including July 1, 2018  This increase combines the FY18 and FY19 salary increases into one administrative action. The increases respectively were 3.0% FY18 and 2.5% FY19 mirror the SEIU hourly Unit. o 2.5% increase effective the pay period including July 1, 2019 o 2.0% increase effective the pay period including July 1, 2020  Minimum wage ordinance compliance o Build into the salary schedule the January 2018 ($13.50) and January 2019 ($15.00) Minimum wage increases which impact 7 unrepresented Limited Hourly Classifications  Police Reserves o For the last decade the Police Reserve position has gone without any adjustment. The current Police Reserve I top step pay rate of $27.53 is limiting our ability to utilize our reserve force due to lack of availability and staffing. o Staff recommends Increasing Police Reserve I to $48 per hour and Police Reserve II to $43 per hour, both as flat rates. o For reference Mountain View has a maximum rate of $73.64 per hour 2. Employee PERS contributions  1% contribution to the Employer share of CalPERS contributions Resource Impact The additional cost over the term of the Limited Hourly Compensation Plan is anticipated to be approximately $815,000 across all funds ($523,000 in the General Fund) through June 30, 2021. The Fiscal Year 2018 Budget was developed presuming a 2.0% general wage increase for the entire Fiscal Year. Due to the timing of the proposed update to the Compensation Plan, no additional budget actions are needed in FY 2018 . Although the FY 2019 – FY 2028 General Fund City of Palo Alto Page 3 Long Range Financial Report presumed a 2.0% general wage increase for the Limited Hourly employee group, adjustments were made to the development of the FY 2019 Operating Budget following the successful conclusion of negotiations with SEIU. Consistent with past practice, the marginal costs associated with keeping classifications in both SEIU and Limited Hourly aligned were factored into the FY 2019 Operating Budget. Policy Implications The actions recommended in this report are consistent with City Council direction. Environmental Review This is not a project subject to review under the California Environmental Quality Act (“CEQA”) Attachments:  Attachment A: Limited Hourly Comp Plan 2018 Redline  Attachment B: Limited Hourly Salary Schedule Compensation Plan City of Palo Alto Limited Hourly Employees Effective Pay Period Including July 1,2017 – June 2021 August 11, 2014-June 30, 2017 City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 2 of 19 COMPENSATION PLAN CITY OF PALO ALTO Limited Hourly Employees SECTION I. DEFINITIONS At-Will Employment: Employee or Employer may terminate employment at any time with or without notice or cause. Limited Hourly Employee: An “At-Will” employee working full time or part time on a temporary basis (Intermittent), employees who work on an on-call basis or an employee working hours up to six consecutive months in support of a specified seasonal program such as summer camps or Internships (Seasonal). Limited Hourly Employees work less than 1000 hours per fiscal year unless otherwise authorized as provided in Section V of this Plan . PERS-Retiree: An individual that has retired from the Public Service System and returns to work on an intermittent or seasonal basis in a Limited Hourly classification not to exceed 960 hours within a fiscal year. Hiring of PERS retirees and work assignments for such employees must comply with PERS rules and regulations for such employment. Intern: An individual who has earned or completed course work toward an Associate Bachelor’s or Master’s Degree and offers his or her services for a limited and specific period of time in exchange for gaining actual work experience. Internships may be paid or unpaid depending on the assignment and budget of the requesting department. Summer internships typically consist of 6-12 week assignments between June and September. Assignments for interns working during the school year may be for the entire duration of a course or semester. PERS-Exempt Employee: An employee working full-time or part-time with no established career path or promotional ladder and the position is funded through capital improvement, one time projects or temporary accounts. Employment is expected to end at the conclusion of the project and at no time shall employment exceed five consecuti ve years. PERS exempt designation is subject to Human Resources Department approval. SECTION II. EMPLOYMENT REQUIREMENTS AND DOCUMENTATION All hourly appointments require preauthorization and approvals by designated Management City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 3 of 19 personnel. No limited hourly or seasonal employee shall be assigned to regular employment for the duration of the hourly assignment. Release of Information The City will only release information to creditors or other persons upon prior identification of the inquirer and acceptable reasons for the inquiry. Information given from personnel files is limited to verification of employment, length of employment and verification and disclosure of salary range information unless otherwise required by law. SECTION III. SALARY AND CLASSIFICATIONS It is the intent of the City of Palo Alto to compensate Limited Hourly Employees at a rate of pay similar to that of regular employees performing like work. Classifications Limited Hourly Employees are to be hired within the classifications framework, as presented in the Attachment A, that is closest to a corresponding regular classification in both level of work performed and rate of pay. This compensation plan applies only to Limited Hourly Employees not those included in the SEIU Hourly Unit. In the event a Limited Hourly Employee is required to assume duties significantly above or below the level of those originally required when first hired, for a period of more than one pay period, the employee is to be reclassified into a new classification and into a higher or lower pay rate that most adequately corresponds to the new duties. SECTION IV. SPECIAL COMPENSATION A. Holiday Pay Limited Hourly Employees are eligible to receive holiday pay only when they work 80 or more hours during the pay period in which the holidays fall. Number of hours of holiday pay is determined by the number of hours regularly scheduled on the day on which the holiday falls (i.e. 8, 9, 10). B. Paid Leaves Limited Hourly Employees are not eligible for any paid leaves beyond those required by law. Other Leaves Limited Hourly Employees may be granted unpaid leaves of absence in cases of personal City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 4 of 19 emergency, or when such absences would not be contrary to the best interest of the City and comply with City policies and procedures. Family leave will be granted in accordance with applicable State and Federal laws. Time off with pay to vote in any general or direct primary election shall be requested by the employee and granted by the City as provided in the State of California Elections Code. C. Overtime Pay Unless designated by the Director of Human Resources as exempt from the provisions of the Fair Labor Standards Act, all classifications of hourly employees are eligible for overtime pay at time and one-half when required to work more than 40 hours in a week (for example: 8 hours/five day week; 9 hours/four and one-half day week or other pre- determined and pre-approved work schedule) or on an official City holiday. D. Retirement 1. Part Time, Seasonal, Temporary (“PST”) Retirement Plan. All Limited Hourly Employees are required to contribute 7.5% of salary each pay period to the alternative PTS Retirement Plan (instead of contributions toward Social Security), except as described in section D(2) below. Contributions toward Medicare (1.45%) will also be deducted. Contribution and earning toward the PST Retirement Plan is not subject to Federal and State income taxes and are deferred until termination of employment with the City of Palo Alto. The PST retirement plan is currently administered by Public Agency Retirement Services (“PARS”).Contributions to the PTS Retirement Plan, in addition to any interest earned, will be refunded upon termination by request , if the request falls within the policy of the PTS Retirement Plan or may be kept in the Public Agency Retirement System (PARS) account if the Limited Hourly Employee elects this option. 2. California Public Employees’ Retirement System (“PERS”). PERS annuitants are excluded from participation in the P.S.T. Retirement Plan. Limited Hourly employees who have previously participated in and remain members in the California Public Employee Retirement System (“PERS”) or are otherwise required by law to be enrolled in CalPERS shall participate in P.E.R.S. to the extent required by law, in lieu of participation in the P.S.T. Retirement Plan. Enrollment in CalPERS will be completed consistent with CalPERS rules and regulations. Participation in CalPERS shall be under the retirement formula in effect at the time the employee is hired into the Hourly Bargaining Unit unless otherwise required by law. Employees enrolled in the PERS retirement system shall pay the full amount of the applicable employee contribution required by CalPERS for the PERS formula City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 5 of 19 in which the employee is enrolled, as may be changed by CalPERS from time to time. Current contributions are as follows: a. 2.7% at 55 Formula: eight percent (8%) b. 2% at 60 Formula: seven percent (7%) c. 2% at 62 Formula: contribution required by the Public Employees’ Pension Reform Act, calculated at fifty percent (50%) of the normal cost. d. All CalPERS participants will contribute an additional percentage towards the Employer contributions at rates set below: a. 1% contribution towards the Employer contribution for all miscellaneous plans SECTION V. TERM OF EMPLOYMENT A. Limited Hourly Classifications The maximum employment term for limited hourly employees shall be less than 1000 hours during any fiscal year unless otherwise approved as provided in section V(B). The maximum hours for a retired PERS employee are 960 hours in a fiscal year. Limited Hourly Employees are “At-Will “employees and may be terminated at any time without right of appeal. Limited Hourly employment will not affect the probationary period or the service h ire date of regular classified employment. B. Extension of Limited Hourly Employment. The City Manager may authorize a Limited Hourly Employee to work more than 1000 hours per fiscal year; subject to all applicable rules and regulations. Such authorizatio n, along with a statement of the anticipated duration shall be provided in writing to Human Resources in advance of the extension of limited hourly employment. The duration of the employment assignment shall be reviewed every six months to ensure appropriateness of extension and ability to fund the extension within a department's allocated hourly budget. SECTION VI. PERFORMANCE REVIEWS AND SALARY INCREASES A. Performance Reviews 1. Limited Hourly Employees that demonstrate continued development and efficient and effective service reflected in their performance appraisal may be eligible to receive a salary step increase after one year date of hire and annually thereafter. Subsequent salary reviews are based on performance appraisals and will depend upon demonstrated satisfactory job performance and will not occur more th an twice City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 6 of 19 annually. 2. Performance Reviews are a tool to recognize and develop employees. Performance Reviews evaluate and document past performance and may provide development plans that will assist employees to realize their full potential. Performance Reviews should be completed on the Limited Hourly Employee Performance Review Form or other form designated by Human Resources. B. Salary Increases - General 1. A salary increase is based upon an appraisal of the hourly employee's job performance and such appraisal must be submitted with the salary request. A Limited Hourly Employee must receive a meets requirements rating in order to be c onsidered for a salary increase. 2. The maximum number of salary increases a Limited Hourly Employee may receive in any one twelve-month working period is limited to two (2), regardless of total number of hours accumulated. C. Exceptional Leadership Ability and Job Performance Upon written justification and departmental and Human Resources Department approval, a Limited Hourly Employee who demonstrates EXCEPTIONAL leadership ability and job performance may be given a merit raise, if he/she displays outstanding job performance. Such exceptional leadership must be documented on a designated performance appraisal form. For those positions with salary steps, salary increases may not exceed the steps set forth in approved salary schedules. SECTION VII. WORK SCHEDULES AND UNIFORMS A. Work Week and Work Day 1. The standard workday for limited hourly employees shall be eight hours to be worked within a maximum of nine hours (five-day work week) or ten hours to be worked within a maximum of eleven (four-day work week) or nine hours to be worked within a maximum of ten for four days with a fifth day of four hours (four and one -half day work week); or, within a fourteen-day period (9/80 plan with forty-hour work weeks), or any other schedule that results in a 40-hour work week, or fits within the parameters of an FLSA 2080 Plan. The “9/80 Plan” may not be used in any application that requires entitlement to FLSA overtime for working the regular work week. With the exception of the “9/80 Plan” as City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 7 of 19 described above, the standard work week shall be forty hours to be worked w ithin five consecutive days. Work schedules shall be determined by departments based on business requirements. B. Uniforms 1. When uniforms are required by the City of Palo Alto to be worn by the employee as a condition of employment, such uniforms will be provided by the City of Palo Alto. SECTION VIII. LIMITED HOURLY CLASSIFICATIONS Limited Hourly Classifications are reflected on Appendix A of this document. SECTION IX. MANAGEMENT RIGHTS Subject to State law and the provisions of the City of Pa lo Alto Employer-Employee Relations Resolution, the rights of the City through its Council and Management include, but are not limited to: the exclusive right to determine the mission of its constituent departments, commissions and boards; set standards of service; determine the procedures and standards of selection from employment and promotion; establish and enforce dress and grooming standards; direct its employees; determine the methods and means to relieve its employees from duty because of lack of work or other legitimate reasons; maintain the efficiency of governmental operations; determine the methods, means and personnel by which government operations are to be conducted; determine the content and intent of job classifications; determine methods of financing; determine style and/or types of City-issued wearing apparel, equipment or technology to be used; determine and/or change the facilities, methods, technology, means, organizational structure and size and composition of the work force and allocate and assign work by which the City operations are to be conducted; determine and change the number of locations, relocations and types of operations, processes and materials to be used in carrying out all City functions including but not limited to, the ri ght to contract for or subcontract any work or operation of the City; to assign work to and schedule employees in accordance with requirements as determined by the City and assignments upon reasonable notice; establish and modify productivity and performan ce programs and standards including, but not limited to, quality, and quantity standards; and to require compliance therewith, take all necessary actions to carry out its mission in emergencies; and exercise complete control and discretion over its organization and the technology of performing its work. City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 8 of 19 Appendix A Limited Hourly Employee Job Classifications Administrative Specialist I Performs administrative work that requires advanced skills or knowledge in support of a department/division or program. Administrative Specialist II Performs more complex administrative work that requires advance skills or knowledge in specialized software programs and data analysis in specialized areas in support of a department/division or program. Two years of experience equivalent to that of an Administrative Specialist I. Assistant Park Ranger Positions requiring at least 2 years of experience and specialized skills or advanced certificates for First Aid, CPR, and heavy equipment operation. Prior experience a s an open space technician or park aide is essential. Building Serviceperson Under limited supervision, performs custodial duties and other related work as required to maintain City buildings and facilities in a clean and orderly condition. Members of t his classification may be assigned to perform either public works duties or park duties. Two years of experience equivalent to that of a Custodial Assistant. Clerical Assistant Under supervision, performs routine and repetitive computer inputting and cl erical tasks, and performs related work as required. May require cash handling. Custodial Aide Under close supervision, this entry-level position performs basic custodial duties as required to maintain City buildings and facilities, performs room set -ups and take-downs, and other related work. Custodial Assistant Under general supervision, performs custodial duties and other related work as required to maintain City buildings and facilities in a clean and orderly condition. Members of this classification may be assigned to perform either public works duties or parks duties. City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 9 of 19 General Laborer – H Performs general manual tasks. Performs various types of manual labor as needed. Possesses knowledge of commonly-used concepts, practices, and procedures within a particular field. Performs tasks in conformance within pre-established instructions. Works under general supervision. Uses very limited independent judgment similar to that expected of an apprentice-helper level laborer, consistent with pre-established instructions. May report to a lead worker, but typically reports to a supervisor. Requires a high school diploma or its equivalent with 1 year of related experience. Salary to be determined – an hourly rate above $50/hour must be approved by the Director of Human Resources before the City extends an offer of employment. House Manager Facility supervisor of special events, productions, concerts, rentals – etc. Involves high public contact and customer service, including enforcement of rules an d regulations. May include set-up of events. Instructor I Under general supervision, prepares classes, programs and camp curriculum, presents classes and field trips for schools and family audiences, and provides assignments to Instructor Aides and volunteers. Requires previous teaching experience. Requires prior in -depth knowledge of the disciplines to be taught. May require lifting up to 15 pounds. Instructor II Under limited supervision, prepares classes, programs and camp curriculum, presents cl asses and field trips for schools and family audiences, and provides assignments to Instructor Aides and volunteers. Requires at least two years of previous teaching experience. Requires prior in- depth knowledge of the disciplines to be taught. May req uire lifting up to 15 pounds. Instructor III Independently prepares classes, programs and camp curriculum, presents classes and field trips for schools and family audiences, and provides direction and mentoring for Instructor Is and IIs, Aides and volunteers. Serves in a leadership capacity within the department. Requires at least 4 years of teaching experience and in-depth knowledge of the disciplines to be taught. May require lifting up to 15 pounds. Instructor Aide Under general supervision, performs administrative work in support of Instructors in areas such as course preparation, classroom assistance and related activities. May require lifting up City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 10 of 19 to 15 pounds. Librarian Under supervision, assists customers with reference inquiries, provides instruction in the use of library resources and equipment; shelves materials and assists with core management or organization of materials. Distinguishing Characteristics: The Librarian classification is the professional entry level classification within the Library Division. The Librarian has the professional knowledge to identify, develop, interpret, and evaluate all policies, procedures, programs and services to ensure the best quality of service to public library users. It is a broad classification which covers a variety of work situations which require expertise in areas of primary responsibility, as well as in common areas such as materials selection, public library service and in computerized information systems. Significant portion of workday includes direct public contact. Work hours may include early mornings, evenings and weekends. ESSENTIAL DUTIES: Essential and other important responsibilities and duties may include, but are not limited to, the following: • Performs routine circulation tasks required to directly serve public, including registering and maintaining files of borrowers; interpreting customer accounts and checking in and out library materials via computerized equipment; accepting, payments for fines, bills, fees; assisting customer with inquiries regarding availability and status of items in collections, and interviewing and assisting users regarding circulation accounts and services. Refers circulation problems to circulation staff or manager. • May conduct library programs for children and adults; conduct tours and classes. • May conduct reference interview and analyze, interpret and answer inquiries utilizing resources in Palo Alto Libraries as well as other libraries and the community, referring unusual questions to a Senior Librarian (Librarian II) or supervisor; assist customers in use of facility including catalog, indexes, reference books and technology. • Performs library programming, including planning, coordination, promotion and the conduct of programs; cooperates with other City departments, community and library groups with program co-sponsorship. • Prepares displays to market the library’s collection; may write regular newsletter articles, book reviews and program announcements for e-newsletters and publications; assists with social media. • May update library web pages; update online calendars; contribute calendar items to City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 11 of 19 community organizations and data bases. • Selects and de-selects library materials in one or more subject areas based on knowledge of budget available, collection size, analysis of community past usage patterns and other criteria; processes discarded materials. • Assist with recruits, interviews, schedules, trains, initiates and coordinates, work of clerical, paraprofessional, temporary and/or volunteer staff as assigned. • May collect, maintain and report statistical records for a variety of library measures. • As directed, performs copy and original cataloging and classification efficiently utilizing online computerized cataloging system; assigns access points for materials; establishes new bibliographic computer records in accordance with recognized standards. • Maintains specific library collections and equipment including housing, physical maintenance and arrangement. MINIMUM QUALIFICATIONS: Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills, and abilities which would typically be acquired through: • Master’s Degree in Library and Information Science or related education preferred. KNOWLEDGE, SKILLS, AND ABILITIES: • Ability to work effectively with public and co-workers in variety of circumstances. Ability to work with wide variety of people. • Knowledge of alphabetical and numerical filing systems. • Knowledge of the library catalog. • Ability to work varied schedule including early mornings, evenings and weekends • Ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include sitting for extended periods of time and operating assigned library equipment. • Ability to communicate with others and to assimilate and understand information, in a manner consistent with the essential job functions. • Ability to operate assigned equipment. • Ability to make sound decisions in a manner consistent with the essential job functions. WORKING CONDITIONS / PHYSICAL REQUIREMENTS: Work in a library environment with the public, maintaining a professional appearance; sustained posture in a standing, walking or seated position for prolonged periods of time; perform bending, lifting, crouching and pushing items weighing up to 50 pounds; perform repetitive small hand and arm motions for prolonged periods of time; may travel to other library facilities; exposed to computer screens for prolonged periods of time. City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 12 of 19 Library Clerk Under close general supervision performs technical and clerical tasks; assists customers with their accounts; shelves materials; performs technical and clerical tasks as assigned. Distinguishing Characteristics Library Clerk is a classification found in the Library Department and is distinguished by the performance of various technical and clerical duties under general supervision. Work hours may vary and include nights and weekends. Includes direct public contact. Some previous knowledge of library operations required. ESSENTIAL DUTIES: Essential and other important responsibilities and duties may include, but are not limited to, the following: • May answer customers’ questions. • Checks in/out items; performs standard, holds, special handling and sorts; issues library cards. • Works at the Accounts Desk; handles customer accounts and fines; provides computer assistance; performs shelving. • May assist customers with library technology. • Maintains computer files for library materials; adds, deletes and updates information. • Data enters bibliographic data into the online library system. • Communicates with vendors to request approved items or to ask questions; refers further communications to the supervisor. • Accepts and unpacks deliveries and shipments of library materials; checks for accuracy; returns incorrect or damaged materials to vendors. • Receives and invoices materials into the library’s computer system. • Performs RFID tagging Performs shelf reading. • Assists in the setup of programs; performs program cleanup. • Processes LINK+ items and locates items listed on hold for the library branch or on reserve for LINK+. • Assists with special projects and programs. • May perform mail delivery. • Provides basic assistance to customers. • Performs related duties and responsibilities as required. MINIMUM QUALIFICATIONS: Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills, and abilities which would typically be acquired through: City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 13 of 19 • High school diploma or equivalent and 6 months experience working in a library KNOWLEDGE, SKILLS, AND ABILITIES: • Ability to work effectively with public and co-workers in variety of circumstances. Ability to work with wide variety of people. • Knowledge of library procedures and item shelving structure. • Knowledge of alphabetical and numerical filing systems. • Knowledge of a personal computer and various software applications. • Knowledge of effective customer service. • Ability to use the library catalog. • Ability to perform cash handling and use a cash register. • Ability to perform basic mathematical calculations. • Ability to work varied schedule including mornings, evenings and weekends • Ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include sitting for extended periods of time and operating assigned library equipment. • Ability to work varied schedule including early mornings, evenings, and weekends. Ability to communicate with others and to assimilate and understand information, in a manner consistent with the essential job functions. • Ability to operate assigned equipment. • Ability to make sound decisions in a manner consistent with the essential job functions. WORKING CONDITIONS / PHYSICAL REQUIREMENTS: Work in a library environment with the public; maintains a professional appearance; sustained posture in a standing, walking or seated position for prolonged periods of time; perform bending, lifting, crouching and pushing items weighing up to 50 pounds; perform repetitive small hand and arm motions for prolonged periods of time; may travel to other library facilities; exposed to computer screens for prolonged periods of time. Library Page Under close supervision, shelves materials; performs routine clerical and support tasks as assigned. Distinguishing Characteristics: Library Page is a classification found in the Library Department and is distinguished by the performance of routine clerical duties under supervision. Work hours may vary and include nights and weekends. May include direct public contact. No previous knowledge of library operations required. City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 14 of 19 ESSENTIAL DUTIES: Essential and other important responsibilities and duties may include, but are not limited to, the following: • Shifts collections; pulls or weeds items; performs sweeps. • Returns library materials to the shelves. • Performs RFID tagging • Performs shelf reading. • Assists in the setup of programs; performs program cleanup. • Processes LINK+ and locates items listed on hold for the library branch or on reserve for Link+ • Performs general cleaning and organization of the library’s areas. • Assist with open and close procedures. • May assist with special projects and programs. • Performs mail delivery. • May provide directional assistance to customers. • Works with Automated Materials Handling machine; moving and sorting bins, and sorting returned items. • Performs related duties and responsibilities as required. MINIMUM QUALIFICATIONS: Sufficient education, training and/or work experience to demonstrate possession of the following knowledge, skills, and abilities which would typically be acquired through: • No experience necessary. KNOWLEDGE, SKILLS, AND ABILITIES: • Ability to work effectively with public and co-workers in variety of circumstances. Ability to work with wide variety of people. • Knowledge of alphabetical and numerical filing systems. • Knowledge of the library catalog. • Ability to work varied schedule including early mornings, evenings and weekends • Ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include sitting for extended periods of time and operating assigned library equipment. • Ability to communicate with others and to assimilate and understand information, in a manner consistent with the essential job functions. • Ability to operate assigned equipment. • Ability to make sound decisions in a manner consistent with the essential job functions. City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 15 of 19 WORKING CONDITIONS / PHYSICAL REQUIREMENTS: Work in a library environment with the public, maintains a professional appearance; sustained posture in a standing, walking or seated position for prolonged periods of time; perform bending, lifting, crouching and pushing items weighing up to 50 pounds; perform repetitive small hand and arm motions for prolonged periods of time; may travel to other library facilities; exposed to computer screens for prolonged periods of time. Maintenance Assistant Under general supervision, responsible for skilled and semiskilled tasks in one or more of the following areas: Landscape and turf maintenance of parks and golf courses, including tree maintenance and turf renovation, City building and facilities, City streets, sewers, and storm drains, City vehicles and equipment. Performs related tasks as required. Requires experience with power equipment and a valid California driver’s license. May require drug testing. Management Specialist May perform work associated or equal in complexity with responsible City managerial or staff position. Classification may be used for individuals involved in confidential areas involved with employee relations, labor relations, and other discreet/confidential projects. Compensation to be determined according to tasks assigned and qualifications required. Open Space Technician Under general supervision performs work assignments in Parks and Open Space areas that assist in the protection, preservation and maintenance of Palo Alto open space lands. Entry- level positions that require familiarity with power tools such as weed whips and chain saws. Police Reserve I Reserve officer who has received requisite level of training to operate in a solo capacity. Police Reserve II Reserve officer who must be accompanied by a regular sworn officer or a Police Reserve I in performance of duties. Print Shop Assistant Under supervision, provides assistance in the Print Shop in duplication, finishing work, mail distribution and other support function duties, often under tight deadlines. Project Construction Inspector Inspection of City construction projects to ensure conformance with plan and specifications, City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 16 of 19 documentation of contractor’s daily activities, verification of materials a nd quantities used, and notification to and contact with the residents in the project area. Project Specialist Support for an administrative tasks related to City programs and projects on an ongoing basis, requiring technical and administrative skills such as scheduling, research and report writing, project development and design, ongoing project implementation and administration, and budget tracking and conformance. Recreation Aide Provides general clerical and unskilled labor/support of recreational p rograms. Recreation Leader I Entry level positions that do not require previous experience including: Teen leaders Gymnastics Instructors Sports Camp Assistants Special Event Assistants Summer Camp Counselors Coaches Recreation Leader II Positions require at least one season of experience and certifications in a related field including: Sports Camp Leaders (CPR and First Aid) Sport Officials (CPR and First Aide) Assistant Pool Manager Senior Swim Instructor/Lifeguard (Lifeguard Training, First Aid and CPR) Summer Camp Assistants Coaches Recreation Leader III Positions require at least 2 years of experience and specialized skills or advanced certifications in a related field including: Summer Camp Leaders Teen Outreach Leaders Coaches Substitute Teachers Sports Camp Leaders (CPR and First Aid) City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 17 of 19 Sport Officials (CPR and First Aid) Pool Manager Gymnastic/Dance Instructors (Recreation Leader II requirements and Safety Certification and one of the following certifications: Professional Dev elopment Program II, Kinder Accreditation for Teachers or Movement Education and Learning Development.) Stock Clerk Under supervision, performs a variety of inventory maintenance functions including receiving, storing and delivering supplies. Includes maintaining and reviewing computerized inventory records; performs other related work as required. Swim Instructor/Lifeguard Monitors pool activities to enforce regulations and prevent accidents, rescue swimmers in distress, conducts swimming lessons in accordance with American Red Cross or other national recognized aquatics programs and performs other related duties as required. Certificates in Lifeguard Training, First Aid and CPR required. Technical Specialist Under general supervision, responsible f or work that requires technical skills associated with one or more of the following areas: drafting/CAD, electronics, computer systems, engineering, environmental science, or planning. Technician I Performs less advanced technical work than that of the T echnician II class. Normally requires some specialized skills such as basic life support/paramedic, drafting, electronics, building maintenance, crafts, etc. and ability to operate associated vehicles or equipment. Technician II Under general supervision, responsible for work as performed by advanced technical skills associated with one or more of the following areas: drafting/CAD, electronics computer systems, engineering, environmental science, or planning. Classification may be used for individuals involved in conducting surveys, opinion polls, and other data collection assignments where analysis of data may be required. Arts & Science Professional I Under general supervision, performs highly skilled jobs in support of performing and visual arts. Examples would include exhibit design and installation, graphic design, exhibit mechanical and electrical design, exhibit problem solving, installation and maintenance, City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 18 of 19 materials and parts sourcing for exhibits, managing outsourced custom fabrication of spe cialty parts, and working with Arts & Sciences Producers on design of exhibits, theater scenery, costume & lighting design and direction, studio supervision, development of educational programs, etc. Arts & Science Professional II Under limited supervision, performs highly specialized jobs in support of performing and visual arts. Examples would include exhibit design and installation, graphic design, exhibit mechanical and electrical design, exhibit problem solving, installation and maintenance, materials and parts sourcing for exhibits, managing outsourced custom fabrication of specialty parts, and working with Arts & Sciences Producers on design of exhibits,theater scenery, costume & lighting design and direction, studio supervision, development of educational programs, etc. Two years of experience equivalent to that of a Arts & Science Professional I. Arts & Science Professional III - H Independently performs highly specialized jobs in support of performing and visual arts. Examples would include exhibit design and installation, graphic design, exhibit mechanical and electrical design, exhibit problem solving, installation and maintenance, materials and parts sourcing for exhibits, managing outsourced custom fabrication of specialty parts, and worki ng with Arts & Sciences Producers on design of exhibits, theater scenery, costume & lighting design and direction, studio supervision, development of educational programs, etc. Five years of experience equivalent to that of an Arts & Science Professional I. May require lifting up to 15 pounds. Arts & Science Technician Under supervision, performs paraprofessional and skilled support to a specific performing or visual arts program area such as lighting, props, building, painting, stitching – etc. Arts & Science Aide Under general supervision, performs general unskilled and some semiskilled tasks in support of theater, arts and museum programs. Zoological Assistant Under supervision, performs assignments that assist in the maintenance, control, and shel ter of animals in the zoo and other City facilities. City of Palo Alto Limited Hourly Employee Compensation Plan 2017-20212014-2017 Page 19 of 19 Appendix B Limited Hourly Salary Schedule Limited Hourly 2018 - 2020 Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Step 1 $22.24 Step 1 $23.49 Step 1 $23.49 Step 1 $24.09 Step 1 $24.58 Step 2 $23.41 Step 2 $24.73 Step 2 $24.73 Step 2 $25.36 Step 2 $25.87 Step 3 $24.64 Step 3 $26.03 Step 3 $26.03 Step 3 $26.69 Step 3 $27.23 Step 4 $25.94 Step 4 $27.40 Step 4 $27.40 Step 4 $28.09 Step 4 $28.66 Step 5 $27.31 Step 5 $28.84 Step 5 $28.84 Step 5 $29.57 Step 5 $30.17 Step 1 $26.55 Step 1 $28.04 Step 1 $28.04 Step 1 $28.75 Step 1 $29.33 Step 2 $27.95 Step 2 $29.52 Step 2 $29.52 Step 2 $30.26 Step 2 $30.87 Step 3 $29.42 Step 3 $31.07 Step 3 $31.07 Step 3 $31.85 Step 3 $32.49 Step 4 $30.97 Step 4 $32.70 Step 4 $32.70 Step 4 $33.53 Step 4 $34.20 Step 5 $32.60 Step 5 $34.42 Step 5 $34.42 Step 5 $35.29 Step 5 $36.00 Step 1 $22.24 Step 1 $23.49 Step 1 $23.49 Step 1 $24.09 Step 1 $24.58 Step 2 $23.41 Step 2 $24.73 Step 2 $24.73 Step 2 $25.36 Step 2 $25.87 Step 3 $24.64 Step 3 $26.03 Step 3 $26.03 Step 3 $26.69 Step 3 $27.23 Step 4 $25.94 Step 4 $27.40 Step 4 $27.40 Step 4 $28.09 Step 4 $28.66 Step 5 $27.31 Step 5 $28.84 Step 5 $28.84 Step 5 $29.57 Step 5 $30.17 Step 1 $20.54 Step 1 $21.70 Step 1 $21.70 Step 1 $22.24 Step 1 $22.69 Step 2 $21.62 Step 2 $22.84 Step 2 $22.84 Step 2 $23.41 Step 2 $23.88 Step 3 $22.76 Step 3 $24.04 Step 3 $24.04 Step 3 $24.64 Step 3 $25.14 Step 4 $23.96 Step 4 $25.30 Step 4 $25.30 Step 4 $25.94 Step 4 $26.46 Step 5 $25.22 Step 5 $26.63 Step 5 $26.63 Step 5 $27.30 Step 5 $27.85 Step 1 $18.01 Step 1 $19.03 Step 1 $19.03 Step 1 $19.50 Step 1 $19.90 Step 2 $18.96 Step 2 $20.03 Step 2 $20.03 Step 2 $20.53 Step 2 $20.95 Step 3 $19.96 Step 3 $21.08 Step 3 $21.08 Step 3 $21.61 Step 3 $22.05 Step 4 $21.01 Step 4 $22.19 Step 4 $22.19 Step 4 $22.75 Step 4 $23.21 Step 5 $22.12 Step 5 $23.36 Step 5 $23.36 Step 5 $23.95 Step 5 $24.43 Step 1 $14.56 Step 1 $15.39 Step 1 $15.39 Step 1 $15.78 Step 1 $16.09 Step 2 $15.33 Step 2 $16.20 Step 2 $16.20 Step 2 $16.61 Step 2 $16.94 Step 3 $16.14 Step 3 $17.05 Step 3 $17.05 Step 3 $17.48 Step 3 $17.83 Step 4 $16.99 Step 4 $17.95 Step 4 $17.95 Step 4 $18.40 Step 4 $18.77 Step 5 $17.88 Step 5 $18.89 Step 5 $18.89 Step 5 $19.37 Step 5 $19.76 Step 1 $17.03 Step 1 $17.97 Step 1 $17.97 Step 1 $18.44 Step 1 $18.81 Step 2 $17.93 Step 2 $18.92 Step 2 $18.92 Step 2 $19.41 Step 2 $19.80 Step 3 $18.87 Step 3 $19.92 Step 3 $19.92 Step 3 $20.43 Step 3 $20.84 Step 4 $19.86 Step 4 $20.97 Step 4 $20.97 Step 4 $21.50 Step 4 $21.94 Step 5 $20.90 Step 5 $22.07 Step 5 $22.07 Step 5 $22.63 Step 5 $23.09 Job Code 910 913 915 916 917 918 919 Salary Effective 7/1/2020 Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15) Administrative Specialist II Salary Effective 07/01/2018 Salary Effective 7/1/2019Job Title Non-exempt FLSA Clerical Assistant Non-exempt Custodial Aide Non-exempt Custodial Assistant Building Service Person Non-exempt Non-exempt Administrative Specialist I Non-exempt Assistant Park Ranger Non-exempt Limited Hourly 2018 - 2020 Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Job Code Salary Effective 7/1/2020 Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15) Salary Effective 07/01/2018 Salary Effective 7/1/2019Job TitleFLSA Step 1 $16.74 Step 1 $17.68 Step 1 $17.68 Step 1 $18.14 Step 1 $18.50 Step 2 $17.62 Step 2 $18.61 Step 2 $18.61 Step 2 $19.09 Step 2 $19.47 Step 3 $18.55 Step 3 $19.59 Step 3 $19.59 Step 3 $20.09 Step 3 $20.49 Step 4 $19.53 Step 4 $20.62 Step 4 $20.62 Step 4 $21.15 Step 4 $21.57 Step 5 $20.56 Step 5 $21.71 Step 5 $21.71 Step 5 $22.26 Step 5 $22.71 Step 1 $13.50 Step 1 $14.23 Step 1 $15.00 Step 1 $15.23 Step 1 $15.53 Step 2 $14.20 Step 2 $14.98 Step 2 $15.75 Step 2 $16.03 Step 2 $16.35 Step 3 $14.94 Step 3 $15.77 Step 3 $16.54 Step 3 $16.87 Step 3 $17.21 Step 4 $15.72 Step 4 $16.60 Step 4 $17.36 Step 4 $17.76 Step 4 $18.12 Step 5 $16.54 Step 5 $17.47 Step 5 $18.23 Step 5 $18.69 Step 5 $19.07 Step 1 $21.02 Step 1 $22.21 Step 1 $22.21 Step 1 $22.76 Step 1 $23.22 Step 2 $22.13 Step 2 $23.38 Step 2 $23.38 Step 2 $23.96 Step 2 $24.44 Step 3 $23.29 Step 3 $24.61 Step 3 $24.61 Step 3 $25.22 Step 3 $25.73 Step 4 $24.52 Step 4 $25.90 Step 4 $25.90 Step 4 $26.55 Step 4 $27.08 Step 5 $25.81 Step 5 $27.26 Step 5 $27.26 Step 5 $27.95 Step 5 $28.51 Step 1 $25.60 Step 1 $27.03 Step 1 $27.03 Step 1 $27.71 Step 1 $28.26 Step 2 $26.95 Step 2 $28.45 Step 2 $28.45 Step 2 $29.17 Step 2 $29.75 Step 3 $28.37 Step 3 $29.95 Step 3 $29.95 Step 3 $30.70 Step 3 $31.32 Step 4 $29.86 Step 4 $31.53 Step 4 $31.53 Step 4 $32.32 Step 4 $32.97 Step 5 $31.43 Step 5 $33.19 Step 5 $33.19 Step 5 $34.02 Step 5 $34.71 Step 1 $29.46 Step 1 $31.12 Step 1 $31.12 Step 1 $31.89 Step 1 $32.54 Step 2 $31.01 Step 2 $32.76 Step 2 $32.76 Step 2 $33.57 Step 2 $34.25 Step 3 $32.64 Step 3 $34.48 Step 3 $34.48 Step 3 $35.34 Step 3 $36.05 Step 4 $34.36 Step 4 $36.29 Step 4 $36.29 Step 4 $37.20 Step 4 $37.95 Step 5 $36.17 Step 5 $38.20 Step 5 $38.20 Step 5 $39.16 Step 5 $39.95 Step 1 $27.03 Step 1 $28.56 Step 1 $28.56 Step 1 $29.26 Step 1 $29.86 Step 2 $28.45 Step 2 $30.06 Step 2 $30.06 Step 2 $30.80 Step 2 $31.43 Step 3 $29.95 Step 3 $31.64 Step 3 $31.64 Step 3 $32.42 Step 3 $33.08 Step 4 $31.53 Step 4 $33.30 Step 4 $33.30 Step 4 $34.13 Step 4 $34.82 Step 5 $33.19 Step 5 $35.05 Step 5 $35.05 Step 5 $35.93 Step 5 $36.65 Step 1 $20.13 Step 1 $21.26 Step 1 $21.26 Step 1 $21.79 Step 1 $22.24 Step 2 $21.19 Step 2 $22.38 Step 2 $22.38 Step 2 $22.94 Step 2 $23.41 Step 3 $22.30 Step 3 $23.56 Step 3 $23.56 Step 3 $24.15 Step 3 $24.64 Step 4 $23.47 Step 4 $24.80 Step 4 $24.80 Step 4 $25.42 Step 4 $25.94 Step 5 $24.71 Step 5 $26.10 Step 5 $26.10 Step 5 $26.76 Step 5 $27.30 920 921 922 923 982 924 925 Library Clerk Librarian Non-exempt Non-exempt House Manager Non-exempt Instructor Aide Non-exempt Non-exempt Instructor I Instructor II Non-exempt Instructor III Non-exempt Limited Hourly 2018 - 2020 Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Job Code Salary Effective 7/1/2020 Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15) Salary Effective 07/01/2018 Salary Effective 7/1/2019Job TitleFLSA Step 1 $13.50 Step 1 $14.23 Step 1 $15.00 Step 1 $15.23 Step 1 $15.53 Step 2 $14.20 Step 2 $14.98 Step 2 $15.75 Step 2 $16.03 Step 2 $16.35 Step 3 $14.94 Step 3 $15.77 Step 3 $16.54 Step 3 $16.87 Step 3 $17.21 Step 4 $15.72 Step 4 $16.60 Step 4 $17.36 Step 4 $17.76 Step 4 $18.12 Step 5 $16.54 Step 5 $17.47 Step 5 $18.23 Step 5 $18.69 Step 5 $19.07 Step 1 $16.20 Step 1 $17.10 Step 1 $17.10 Step 1 $17.54 Step 1 $17.90 Step 2 $17.05 Step 2 $18.00 Step 2 $18.00 Step 2 $18.46 Step 2 $18.84 Step 3 $17.95 Step 3 $18.95 Step 3 $18.95 Step 3 $19.43 Step 3 $19.83 Step 4 $18.89 Step 4 $19.95 Step 4 $19.95 Step 4 $20.45 Step 4 $20.87 Step 5 $19.88 Step 5 $21.00 Step 5 $21.00 Step 5 $21.53 Step 5 $21.97 Step 1 $16.20 Step 1 $17.10 Step 1 $17.10 Step 1 $17.54 Step 1 $17.90 Step 2 $17.05 Step 2 $18.00 Step 2 $18.00 Step 2 $18.46 Step 2 $18.84 Step 3 $17.95 Step 3 $18.95 Step 3 $18.95 Step 3 $19.43 Step 3 $19.83 Step 4 $18.89 Step 4 $19.95 Step 4 $19.95 Step 4 $20.45 Step 4 $20.87 Step 5 $19.88 Step 5 $21.00 Step 5 $21.00 Step 5 $21.53 Step 5 $21.97 Step 1 $20.13 Step 1 $21.26 Step 1 $21.26 Step 1 $21.79 Step 1 $22.24 Step 2 $21.19 Step 2 $22.38 Step 2 $22.38 Step 2 $22.94 Step 2 $23.41 Step 3 $22.30 Step 3 $23.56 Step 3 $23.56 Step 3 $24.15 Step 3 $24.64 Step 4 $23.47 Step 4 $24.80 Step 4 $24.80 Step 4 $25.42 Step 4 $25.94 Step 5 $24.71 Step 5 $26.10 Step 5 $26.10 Step 5 $26.76 Step 5 $27.30 Step 1 $29.12 Step 1 $30.76 Step 1 $30.76 Step 1 $31.52 Step 1 $32.17 Step 2 $30.65 Step 2 $32.38 Step 2 $32.38 Step 2 $33.18 Step 2 $33.86 Step 3 $32.26 Step 3 $34.08 Step 3 $34.08 Step 3 $34.93 Step 3 $35.64 Step 4 $33.96 Step 4 $35.87 Step 4 $35.87 Step 4 $36.77 Step 4 $37.52 Step 5 $35.75 Step 5 $37.76 Step 5 $37.76 Step 5 $38.71 Step 5 $39.49 Step 1 $22.24 Step 1 $23.49 Step 1 $23.49 Step 1 $24.09 Step 1 $24.58 Step 2 $23.41 Step 2 $24.73 Step 2 $24.73 Step 2 $25.36 Step 2 $25.87 Step 3 $24.64 Step 3 $26.03 Step 3 $26.03 Step 3 $26.69 Step 3 $27.23 Step 4 $25.94 Step 4 $27.40 Step 4 $27.40 Step 4 $28.09 Step 4 $28.66 Step 5 $27.31 Step 5 $28.84 Step 5 $28.84 Step 5 $29.57 Step 5 $30.17 Step 1 $13.50 Step 1 $14.23 Step 1 $15.00 Step 1 $15.23 Step 1 $15.53 Step 2 $14.20 Step 2 $14.98 Step 2 $15.75 Step 2 $16.03 Step 2 $16.35 Step 3 $14.94 Step 3 $15.77 Step 3 $16.54 Step 3 $16.87 Step 3 $17.21 Step 4 $15.72 Step 4 $16.60 Step 4 $17.36 Step 4 $17.76 Step 4 $18.12 Step 5 $16.54 Step 5 $17.47 Step 5 $18.23 Step 5 $18.69 Step 5 $19.07 939 940 930 935 936 937 938 Open Space Technician Recreation Aide Maintenance Assistant Non-exempt Non-exempt Library Page Non-exempt Non-exempt Print Shop Assistant Non-exempt Project Specialist Non-exempt Project Construction Inspector Non-exempt Limited Hourly 2018 - 2020 Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Job Code Salary Effective 7/1/2020 Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15) Salary Effective 07/01/2018 Salary Effective 7/1/2019Job TitleFLSA Step 1 $13.50 Step 1 $14.23 Step 1 $15.00 Step 1 $15.23 Step 1 $15.53 Step 2 $14.20 Step 2 $14.98 Step 2 $15.75 Step 2 $16.03 Step 2 $16.35 Step 3 $14.94 Step 3 $15.77 Step 3 $16.54 Step 3 $16.87 Step 3 $17.21 Step 4 $15.72 Step 4 $16.60 Step 4 $17.36 Step 4 $17.76 Step 4 $18.12 Step 5 $16.54 Step 5 $17.47 Step 5 $18.23 Step 5 $18.69 Step 5 $19.07 Step 1 $14.92 Step 1 $15.77 Step 1 $16.45 Step 1 $16.79 Step 1 $17.13 Step 2 $15.71 Step 2 $16.60 Step 2 $17.32 Step 2 $17.67 Step 2 $18.03 Step 3 $16.54 Step 3 $17.47 Step 3 $18.23 Step 3 $18.60 Step 3 $18.98 Step 4 $17.41 Step 4 $18.39 Step 4 $19.14 Step 4 $19.58 Step 4 $19.98 Step 5 $18.33 Step 5 $19.36 Step 5 $20.10 Step 5 $20.61 Step 5 $21.03 Step 1 $16.99 Step 1 $17.94 Step 1 $18.14 Step 1 $18.51 Step 1 $18.88 Step 2 $17.88 Step 2 $18.88 Step 2 $19.10 Step 2 $19.48 Step 2 $19.87 Step 3 $18.82 Step 3 $19.87 Step 3 $20.10 Step 3 $20.50 Step 3 $20.92 Step 4 $19.81 Step 4 $20.92 Step 4 $21.11 Step 4 $21.58 Step 4 $22.02 Step 5 $20.85 Step 5 $22.02 Step 5 $22.16 Step 5 $22.72 Step 5 $23.18 Step 1 $16.10 Step 1 $17.01 Step 1 $17.01 Step 1 $17.43 Step 1 $17.78 Step 2 $16.95 Step 2 $17.91 Step 2 $17.91 Step 2 $18.35 Step 2 $18.72 Step 3 $17.84 Step 3 $18.85 Step 3 $18.85 Step 3 $19.32 Step 3 $19.71 Step 4 $18.78 Step 4 $19.84 Step 4 $19.84 Step 4 $20.34 Step 4 $20.75 Step 5 $19.77 Step 5 $20.88 Step 5 $20.88 Step 5 $21.41 Step 5 $21.84 Step 1 $18.01 Step 1 $19.03 Step 1 $19.03 Step 1 $19.50 Step 1 $19.90 Step 2 $18.96 Step 2 $20.03 Step 2 $20.03 Step 2 $20.53 Step 2 $20.95 Step 3 $19.96 Step 3 $21.08 Step 3 $21.08 Step 3 $21.61 Step 3 $22.05 Step 4 $21.01 Step 4 $22.19 Step 4 $22.19 Step 4 $22.75 Step 4 $23.21 Step 5 $22.12 Step 5 $23.36 Step 5 $23.36 Step 5 $23.95 Step 5 $24.43 Step 1 $13.50 Step 1 $14.23 Step 1 $15.00 Step 1 $15.23 Step 1 $15.53 Step 2 $14.20 Step 2 $14.98 Step 2 $15.75 Step 2 $16.03 Step 2 $16.35 Step 3 $14.94 Step 3 $15.77 Step 3 $16.54 Step 3 $16.87 Step 3 $17.21 Step 4 $15.72 Step 4 $16.60 Step 4 $17.36 Step 4 $17.76 Step 4 $18.12 Step 5 $16.54 Step 5 $17.47 Step 5 $18.23 Step 5 $18.69 Step 5 $19.07 Step 1 $21.02 Step 1 $22.21 Step 1 $22.21 Step 1 $22.76 Step 1 $23.22 Step 2 $22.13 Step 2 $23.38 Step 2 $23.38 Step 2 $23.96 Step 2 $24.44 Step 3 $23.29 Step 3 $24.61 Step 3 $24.61 Step 3 $25.22 Step 3 $25.73 Step 4 $24.52 Step 4 $25.90 Step 4 $25.90 Step 4 $26.55 Step 4 $27.08 Step 5 $25.81 Step 5 $27.26 Step 5 $27.26 Step 5 $27.95 Step 5 $28.51 941 942 943 948 950 954 951 Technical Specialist Non-exempt Arts & Science Aide Non-exempt Arts & Science Professional I Recreation Leader III Non-exempt Stock Clerk Non-exempt Recreation Leader II Non-exempt Non-exempt Non-exempt Recreation Leader I Limited Hourly 2018 - 2020 Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Job Code Salary Effective 7/1/2020 Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15) Salary Effective 07/01/2018 Salary Effective 7/1/2019Job TitleFLSA Step 1 $25.60 Step 1 $27.03 Step 1 $27.03 Step 1 $27.71 Step 1 $28.26 Step 2 $26.95 Step 2 $28.45 Step 2 $28.45 Step 2 $29.17 Step 2 $29.75 Step 3 $28.37 Step 3 $29.95 Step 3 $29.95 Step 3 $30.70 Step 3 $31.32 Step 4 $29.86 Step 4 $31.53 Step 4 $31.53 Step 4 $32.32 Step 4 $32.97 Step 5 $31.43 Step 5 $33.19 Step 5 $33.19 Step 5 $34.02 Step 5 $34.71 Step 1 $29.46 Step 1 $31.12 Step 1 $31.12 Step 1 $31.89 Step 1 $32.54 Step 2 $31.01 Step 2 $32.76 Step 2 $32.76 Step 2 $33.57 Step 2 $34.25 Step 3 $32.64 Step 3 $34.48 Step 3 $34.48 Step 3 $35.34 Step 3 $36.05 Step 4 $34.36 Step 4 $36.29 Step 4 $36.29 Step 4 $37.20 Step 4 $37.95 Step 5 $36.17 Step 5 $38.20 Step 5 $38.20 Step 5 $39.16 Step 5 $39.95 Step 1 $14.92 Step 1 $15.77 Step 1 $15.77 Step 1 $16.17 Step 1 $16.50 Step 2 $15.71 Step 2 $16.60 Step 2 $16.60 Step 2 $17.02 Step 2 $17.37 Step 3 $16.54 Step 3 $17.47 Step 3 $17.47 Step 3 $17.92 Step 3 $18.28 Step 4 $17.41 Step 4 $18.39 Step 4 $18.39 Step 4 $18.86 Step 4 $19.24 Step 5 $18.33 Step 5 $19.36 Step 5 $19.36 Step 5 $19.85 Step 5 $20.25 Step 1 $22.24 Step 1 $23.49 Step 1 $23.49 Step 1 $24.09 Step 1 $24.58 Step 2 $23.41 Step 2 $24.73 Step 2 $24.73 Step 2 $25.36 Step 2 $25.87 Step 3 $24.64 Step 3 $26.03 Step 3 $26.03 Step 3 $26.69 Step 3 $27.23 Step 4 $25.94 Step 4 $27.40 Step 4 $27.40 Step 4 $28.09 Step 4 $28.66 Step 5 $27.31 Step 5 $28.84 Step 5 $28.84 Step 5 $29.57 Step 5 $30.17 Step 1 $16.20 Step 1 $17.10 Step 1 $17.10 Step 1 $17.54 Step 1 $17.90 Step 2 $17.05 Step 2 $18.00 Step 2 $18.00 Step 2 $18.46 Step 2 $18.84 Step 3 $17.95 Step 3 $18.95 Step 3 $18.95 Step 3 $19.43 Step 3 $19.83 Step 4 $18.89 Step 4 $19.95 Step 4 $19.95 Step 4 $20.45 Step 4 $20.87 Step 5 $19.88 Step 5 $21.00 Step 5 $21.00 Step 5 $21.53 Step 5 $21.97 Step 1 $22.24 Step 1 $23.49 Step 1 $23.49 Step 1 $24.09 Step 1 $24.58 Step 2 $23.41 Step 2 $24.73 Step 2 $24.73 Step 2 $25.36 Step 2 $25.87 Step 3 $24.64 Step 3 $26.03 Step 3 $26.03 Step 3 $26.69 Step 3 $27.23 Step 4 $25.94 Step 4 $27.40 Step 4 $27.40 Step 4 $28.09 Step 4 $28.66 Step 5 $27.31 Step 5 $28.84 Step 5 $28.84 Step 5 $29.57 Step 5 $30.17 952 983 953 955 960 961 Non-exempt Non-exempt Non-exempt Non-exempt 962 963 Zoological Assistant Arts & Science Professional II Arts & Science Professional III Arts & Science Technician $49.20 Step 1 $50.43 $44.08 Step 1 Non-exempt Technician II Non-exempt Police Reserve I Non-exempt Police Reserve II Non-exempt Technician I $27.53 $22.04 Step 1 Step 1 Step 1 Step 1 $46.10 Step 1 $49.20 Step 1 $44.08 $51.44Step 1 $45.19 Step 1 Limited Hourly 2018 - 2020 Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Job Code Salary Effective 7/1/2020 Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15) Salary Effective 07/01/2018 Salary Effective 7/1/2019Job TitleFLSA Min Max Min Max Min Max Min Max Min Max $13.50 $60.00 $14.25 $63.35 $15.00 $63.35 $15.38 $64.93 $15.68 $66.23 Min Max Min Max Min Max Min Max Min Max $13.50 $60.00 $14.25 $63.35 $15.00 $63.35 $15.38 $64.93 $15.68 $66.23 Min Max Min Max Min Max Min Max Min Max $13.50 $80.00 $14.25 $84.46 $15.00 $84.46 $15.38 $86.57 $15.69 $88.30 Min Max Min Max Min Max Min Max Min Max $13.50 $80.00 $14.25 $84.46 $15.00 $84.46 $15.38 $86.57 $15.68 $88.30 Min Max Min Max Min Max Min Max Min Max $13.50 $130.00 $14.25 $130.00 $15.00 $130.00 $15.38 $130.00 $15.68 $130.00 TBD TBD 972 TBD TBD Management Specialist Non-exempt Staff Specialist Non-exempt Journey Level Laborer Non-exempt InspectorNon-exempt General Laborer Non-exempt City of Palo Alto (ID # 9131) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: Approval of Agreement with Concordia LLC & Cost Share Agreement with PAUSD for Cubberley Master Plan Title: Approval of an Agreement with Concordia LLC for 18 Months in the Amount not to Exceed $565,972 for Cubberley Community Center Master Plan and Visioning; Approval of a Cost Share Agreement with the Palo Alto Unified School District for up to $332,986; and Approve Budget Amendments to Fund the Master Plan From: City Manager Lead Department: Community Services Recommendation Staff recommends that City Council: 1. Approve a Professional Services Agreement with Concordia LLC in an Amount Not to Exceed $565,972 for Cubberley Community Center Master Plan and Visioning, 2. Amend the Fiscal Year 2018 Budget Appropriation Ordinance for the Cubberley Property Infrastructure Fund by: a. Increasing the revenue estimate for the Cubberley Community Center Master Plan project (CB-16001) by $332,986; b. Increasing the Cubberley Community Center Master Plan project (CB- 16001) appropriation by $188,681; and c. Increasing the ending fund balance for the Cubberley Property Infrastructure Fund by $144,305. 3. Authorize the City Manager to execute a Cost Share Agreement with the Palo Alto Unified School District for up to $332,986, equal to one-half of the maximum total project cost of $665,972. Executive Summary The City of Palo Alto (City) and the Palo Alto Unified School District (PAUSD) have agreed to collaborate on a master planning effort for the 35 -acre Cubberley Community City of Palo Alto Page 2 Center site, of which PAUSD owns 27 acres and the City owns 8 acres. An RFP was released to obtain a consultant experienced in innovative community engagement and master planning of dynamic public spaces. The consultant will assist with development of a Cubberley Community Center Master Plan to address the educational and community service needs of Palo Alto. After careful review and consideration, staff from both the City and PAUSD selected Concordia LLC based on their experience with similar projects and their history of innovative and successful community engagement efforts. As stated in the staff recommendation, a budget amendment to Capital Project Number CB-16001 is needed to increase the project budget to accurately reflect the project cost and to account for reimbursement from PAUSD. The total project cost of the master planning effort will be equally shared between the City and PAUSD, as described in the Cost Share Agreement. Background The Cubberley Community Center is located on a 35-acre site in south Palo Alto that was home to Cubberley High School until 1979. Of the 35 acres, the Palo Alto Unified School District (PAUSD) owns 27 acres and the City of Palo Alto owns 8 acres. The City has leased PAUSD’s 27 acres since January 1, 1990 and operates the community center on the combined 35 acre site. The lease has been amended multiple times and the current lease amendment will expire in December 2019. The lease amendment includes a condition that the City and PAUSD will jointly develop a master plan for the entire site by December 31, 2019 and shall meet and confer to determine the scope and funding for the preparation of the plan. A Cubberley Citizens Advisory Committee (CCAC) representing a cross-section of Cubberley tenants, city-wide neighborhoods, schools and city-wide representatives, and other relevant organizations, was formed in 2012 to cooperatively explore all practical joint uses of the Cubberley campus for both educational and community service needs. Several subcommittees were formed focusing on school needs, community needs, facilities, and finance. Additionally, a Policy Advisory Committee consisting of City Council members and School District Board members was created. The result of the CCAC process was the recommendation that the site be designed for shared City/School District use and for the City and the School District to work cooperatively toward a phased development to support both school and community needs. The final report of the CCAC can be found at http://www.cityofpaloalto.org/civicax/filebank/documents/33455. On March 9, 2016, City Manager Jim Keene and then PAUSD Superintendent Max McGee signed a Cubberley Futures Compact to demonstrate the commitment between the City and the School District to collaboratively plan for the future of the 35-acre Cubberley site. Discussion Request for Proposals City of Palo Alto Page 3 City and PAUSD staff together developed a scope of work with the goal of attracting consulting firms who are experienced in community engagement, master planning, and design thinking practices. The scope of work was presented to the City’s Policy and Services Committee (PSC) on June 13, 2017. A motion passed unanimously to “recommend the City Council direct the Community Services Department to release a Request for Proposals for a Consulting Firm to assist the City of Palo Alto and Palo Alto Unified School District with master planning of the Cubberley Community Center, including a negotiated cost sharing agreement, and that the negotiation will not cause a delay to the RFP.” Following the PSC discussion, PAUSD staff presented a slightly revised version of the scope of work to the PAUSD Board of Education where it also passed. The revisions included changes made by PAUSD with respect to their potential future needs for Cubberley. On September 11, 2017 the City Council approved “the release of a Request for Proposals for a Consulting Firm to Assist the City of Palo Alto and Palo Alto Unified School District with Master Planning of the Cubberley C ommunity Center.” Request for Proposal (RFP) Number 170335 was released on November 7, 2017 with a proposal submittal deadline of December 4, 2017. An optional pre-proposal meeting was held on November 16, 2017 at the Cubberley Community Center and a pre- proposal teleconference was held on November 28, 2017. Both the meeting and teleconference were well attended by interested vendors. Two proposals were received with costs of $534,300 and $965,051. The low number of bidders can be attributed to a clause in the RFP that precludes the awarded vendor from bidding on future aspects of the project, such as engineering and design. Most architectural firms want to see a project through from concepts to completed design drawings. Although there was a significant variation in bid costs, both firms were invited to present their proposal to the consultant review team, which consisted of both City and PAUSD staff. In part, this was done to determine if the consultants had the same understanding of the project and deliverables. The consultant review team evaluated and scored the written proposals and oral interviews. Concordia LLC received the highest scores based on their understanding and ability to complete the work as described, successful completion of similar projects such as the Emeryville Center of Community Life, and their innovative and successful community engagement experience, which is based on extensive levels of partnership and collaboration with the community. Concordia will recruit and train “community fellows” who will become part of the team and will help guide the process, drive participation and ensure productive conversations. Staff negotiated the contract and scope of work with Concordia, which was also reviewed by PAUSD staff (Attachment A). The scope was modified to remove the task of conducting California Environmental Quality Act (CEQA) environmental review in favor of having a separate contract with an environmental planning firm to ensure an independent CEQA review. Staff will issue a separate RFP for the CEQA review. City of Palo Alto Page 4 Cost Share Agreement City and PAUSD staff have negotiated a cost share agreement for each party to share equally in project costs of up to $665,972 (Attachment B). The PAUSD Board of Education will vote on the cost share agreement at their June 5, 2018 Board meeting. Since PAUSD will not be a party to the contract with Concordia, PAUSD will reimburse the City for 50 percent of the total project cost. For additional services and the future CEQA contract, PAUSD will reimburse the City when those costs are known. Resource Impact The total project cost is $665,972, which includes the not-to-exceed contract amount of $514,520, additional services of $51,452 (ten percent), and CEQA review with an estimated cost of approximately $100,000 (separate contract). The total project cost will be shared equally with PAUSD as outlined in the attached Cost Share Agreement (Attachment B). Since the cost share agreement between the City and PAUSD is a reimbursement based agreement, funds need to be added to the project budget to align it with the total project budget. Capital Improvement Project CB-16001 (Cubberley Community Center Master Plan) has a FY 2018 budget amount of $477,291. A budget amendment is required to transfer $188,681 from the Cubberley Property Infrastructure Fund reserve to the project budget for a total project budget of $665,972. After reimbursements from PAUSD, the maximum cost to the City will be $332,986. Not-to-exceed Contract Amount $514,520 10% Additional Services $51,452 CEQA Review $100,000 Total Project Cost $665,972 CIP CB-16001 FY2018 Budget $477,291 Budget Amendment Increase to CB-16001 $188,681 Total CIP CB-16001 Budget $665,972 Budget Amendment Revenue Increase to C- 16001 (PAUSD Share) $332,986 Total Cost to City $332,986* *Includes expenditure of additional services. While the contract amount is higher than the original cost estimate that was presented to PSC and Council, staff have reviewed Concordia’s scope of work in detail, negotiated the cost and are satisfied that the contract amount accurately reflects the work effort needed to successfully complete the master plan. The PAUSD Board of Education will vote on the Cost Share Agreement at their June 5, 2018 Board meeting, including the increased project cost. City of Palo Alto Page 5 Environmental Review Preparation of a master plan is considered a project under the California Environmental Quality Act (CEQA). A CEQA document will be completed for the master plan by an environmental planning consultant under separate contract with the City. Attachments:  Attachment A: C18170335 Concordia Cubberley Master Plan Contract  Attachment B: City of Palo Alto/Palo Alto Unified School District Cost Share Agreement 1 {SR294497} CITY OF PALO ALTO CONTRACT NO. C18170335 AGREEMENT BETWEEN THE CITY OF PALO ALTO AND CONCORDIA, LLC. FOR PROFESSIONAL SERVICES This Agreement is entered into on this 20th day of June, 2018, (“Agreement”) by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and CONCORDIA, LLC., a Louisiana Limited Liability Company, authorized to do business in California, located at 2016 Oretha Castle Haley Boulevard, New Orleans, LA 70113 ("CONSULTANT"). RECITALS The following recitals are a substantive portion of this Agreement. A. CITY and PALO ALTO UNIFIED SCHOOL DISTRICT, a California school district organized and existing under the Laws of the State of California (“DISTRICT”) desire to engage a CONSULTANT experienced in innovative, effective public engagement and design thinking processes to develop a master plan for the 35-acre Cubberley Community Center site that reflects the future educational, recreational, and community needs of the CITY and the DISTRICT. B. DISTRICT is funding one-half of the compensation that will be paid by CITY to CONSULTANT under this Agreement pursuant to a separate agreement between the CITY and DISTRICT. For ease of administration, DISTRICT is not a signatory to this Agreement. However, this Agreement is expressly made for the benefit of both CITY and DISTRICT and DISTRICT shall be a third party beneficiary under this agreement pursuant to California Civil Code section 1559. DISTRICT’S third party beneficiary agreement rights shall vest upon the effective date of this Agreement. C. CITY intends to engage CONSULTANT to proceed with the Cubberley Community Center Master Plan and Visioning (“Project”) with support and collaboration from the DISTRICT D. CONSULTANT has represented that it has the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. E. CITY in reliance on these representations desires to engage CONSULTANT to provide the Services as more fully described in Exhibit “A”, attached to and made a part of this Agreement. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this Agreement, the parties agree: DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 2 {SR294497} AGREEMENT SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described at Exhibit “A” in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY. SECTION 2. TERM. The term of this Agreement shall be from the date of its full execution through December 31, 2019 unless terminated earlier pursuant to Section 19 of this Agreement. SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit “B”, attached to and made a part of this Agreement. Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT. CITY’s agreement to ex tend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit “A” (“Basic Services”), and reimbursable expenses, shall not exceed Five Hundred Fourteen Thousand Five Hundred Twenty Dollars ($514,520.00). CONSULTANT agrees to complete all Basic Services, which shall not exceed Four Hundred Sixty Seven Thousand Twenty Dollars ($467,020.00), including reimbursable expenses, which shall not exceed an additional Forty Seven Thousand Five Hundred Dollars ($47,500.00), within this amount. In the event Additional Services are authorized, which shall not exceed Fifty One Thousand Four Hundred Fifty Two Dollars ($51,452.00), the total compensation for Basic Services, Additional Services and reimbursable expenses shall not exceed Five Hundred Sixty Five Thousand Nine Hundred Seventy Two Dollars ($565,972.00).The applicable rates and schedule of payment are set out at Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of this Agreement. Any work performed or expenses incurred for which payment would result in a to tal exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensati on for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”. SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the services performed and the applicable charges (including an identification of personnel who performed the services, hours worked, hourly rates, and reimbursable expenses), based upon the CONSULTANT’s billing rates (set forth in Exhibit “C- 1”). If applicable, the invoice shall also describe the percentage of completion of each task. The DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 3 {SR294497} information in CONSULTANT’s payment requests shall be subject to verification by CITY. CONSULTANT shall send all invoices to the City’s project manager at the address specified in Section 13 below. The City will generally process and pay invoices within thirty (30) days of receipt. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it possesses the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subconsultants, if permitted, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All of the services to be furnished by CONSULTANT under this agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances. SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions. SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds ten percent (10%) of CITY’s stated construction budget, CONSULTANT shall make recommendations to CITY for aligning the PROJECT design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. It is understood and agreed that in performing the Services under this Agreement CONSULTANT, and any person employed by or contracted with CONSULTANT to furnish labor and/or materials under this Agreement, shall act as and be an independent contractor and not an agent or employee of CITY. SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 4 {SR294497} assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written consent of the city manager. Consent to one assignment will not be deemed to be consent to any subsequent assignment. Any assignment made without the approval of the city manager will be void. SECTION 12. SUBCONTRACTING. Notwithstanding Section 11 above, CITY agrees that subconsultants may be used to complete the Services. The subconsultants authorized by CITY to perform work on this Project are: Jess Rimington 1930 Summit Place NE Washington, DC 20002 Kathleen Moore 221 Noe St., #1, San Francisco, CA 94114 CONSULTANT shall be responsible for directing the work of any subconsultants and for any compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval of the city manager or his designee. SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Steven Bingler as the Project Director to have supervisory responsibility for the performance, progress, and execution of the Services and as the Project Manager to represent CONSULTANT during the day-to-day work on the Project. If circumstances cause the substitution of the project director, project coordinator, or any other key personnel for any reason, the appointment of a substitute project director and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY’s project manager. CONSULTANT, at CITY’s request, shall promptly remove personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property. CITY’s project manager is Kristen O’Kane, Chief Operation Officer, Communit y Services Department, Lucie Stern Community Center, 1305 Middlefield Road, Palo Alto, CA 94301. Telephone: (650) 463-4908. The project manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may designate an alternate project manager from time to time. SECTION 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including without limitation, all writings, drawings, plans, reports, specifications, calculations, documents, other materials and copyright interests developed under this Agreement shall be and remain the exclusive property of CITY and DISTRICT without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work pursuant to this Agreement shall be vested in CITY and DISTRICT, and CONSULTANT waives and relinquishes all claims to copyright or other intellectual property rights in favor of the CITY and DISTRICT. Neither CONSULTANT nor its contractors, if any, shall make any of such DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 5 {SR294497} materials available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work. SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time during the term of this Agreement and for three (3) years thereafter, CONSULTANT’s records pertaining to matters covered by this Agreement. CONSULTANT further agrees to maintain and retain such records for at least three (3) years after the expiration or earlier termination of this Agreement. SECTION 16. INDEMNITY. 16.1. To the fullest extent permitted by law, CONSULTANT shall protect, indemnify, defend and hold harmless CITY and DISTRICT, their Council and/or Board members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including all costs and expenses of whatever nature including attorneys fees, experts fees, court costs and disbursements (“Claims”) that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. 16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from Claims arising from the active negligence, sole negligence or willful misconduct of an Indemnified Party. 16.3. The acceptance of CONSULTANT’s services and duties by CITY and DISTRICT shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement. SECTION 17. WAIVERS. The waiver by either party of any breach or violation of any covenant, term, condition or provision of this Agreement, or of the provisions of any ordinance or law, will not be deemed to be a waiver of any other term, covenant, condition, provisions, ordinance or law, or of any subsequent breach or violation of the same or of any other term, covenant, condition, provision, ordinance or law. SECTION 18. INSURANCE. 18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit "D". CONSULTANT and its contractors, if any, shall obtain a policy endorsemen t naming CITY and DISTRICT as an additional insured under any general liability or automobile policy or policies. 18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 6 {SR294497} retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY and DISTRICT as an additional insured under such policies as required above. 18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days' prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Mana ger written notice of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT's liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired. SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 19.1. The City Manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will immediately discontinue its performance of the Services. 19.2. CONSULTANT may terminate this Agreement or suspend its performance of the Services by giving thirty (30) days prior written notice thereof to CITY, but only in the event of a substantial failure of performance by CITY. 19.3. Upon such suspension or termination, CONSULTANT shall deliver to the City Manager and DISTRICT immediately any and all copies of studies, sketches, drawings, computations, and other data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or given to CONSULTANT or its contractors, if any, in connection with this Agreement. Such materials will become the property of CITY and DISTRICT. 19.4. Upon such suspension or termination by CITY, CONSULTANT will be paid for the Services rendered or materials delivered to CITY in accordance with the scope of services on o r before the effective date (i.e., 10 days after giving notice) of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for th at portion of DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 7 {SR294497} CONSULTANT’s services which are of direct and immediate benefit to CITY as such determination may be made by the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termi nation of this Agreement: 14, 15, 16, 19.4, 20, and 25. 19.5. No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Agreement. SECTION 20. NOTICES. All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: To CITY: Office of the City Clerk City of Palo Alto Post Office Box 10250 Palo Alto, CA 94303 With a copy to the Purchasing Manager To CONSULTANT: Attention of the project director at the address of CONSULTANT recited above SECTION 21. CONFLICT OF INTEREST. 21.1. In accepting this Agreement, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. 21.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subconsultants, contractors or persons having such an interest. CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California. 21.3. If the Project Manager determines that CONSULTANT is a “Consultant” as that term is defined by the Regulations of the Fair Political Practices Commission, CONSULTANT shall be required and agrees to file the appropriate financial disclosure documents required by the Palo Alto Municipal Code, the Political Reform Act, and any other applicable law or regulation. SECTION 22. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510, CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the provisions of DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 8 {SR294497} Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment. SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department, incorporated by reference and may be amended from time to time. CONSULTANT shall comply with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero Waste best practices include first minimizing and reducing waste; second, reusing waste and third, recycling or composting waste. In particular, CONSULTANT shall comply with the following zero waste requirements: (a) All printed materials provided by CONSULTANT to CITY generated from a personal computer and printer including but not limited to, proposals, quotes, invoices, reports, and public education materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or greater post-consumer material and printed with vegetable based inks. (b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Division’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed. SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as it may be amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code section 4.62.060. SECTION 25. NON-APPROPRIATION 25.1. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 9 {SR294497} the fiscal year and funds for this Agreement are no longer available. This section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement. SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS 26.1 This Project is not subject to prevailing wages. CONSULTANT is not required to pay prevailing wages in the performance and implementation of the Project in accordance with SB 7 if the contract is not a public works contract, if the contract does not include a public works construction project of more than $25,000, or the contract does not include a public works alteration, demolition, repair, or maintenance (collectively, ‘improvement’) project of more than $15,000. SECTION 27. MISCELLANEOUS PROVISIONS. 27.1. This Agreement will be governed by the laws of the State of California. 27.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California. 27.3. The prevailing party in any action brought to enforce the provisions of this Agreement may recover its reasonable costs and attorneys' fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties. 27.4. This document represents the entire and integrated agreement between the parties and supersedes all prior negotiations, representations, and contracts, either written or oral. This document may be amended only by a written instrument, which is signed by the parties. 27.5. The covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators, assignees, and consultants of the parties. 27.6. If a court of competent jurisdiction finds or rules that any provision of this Agreement or any amendment thereto is void or unenforceable, the unaffected provisions of this Agreement and any amendments thereto will remain in full force and effect. 27.7. All exhibits referred to in this Agreement and any addenda, appendices, attachments, and schedules to this Agreement which, from time to time, may be referred to in any duly executed amendment hereto are by such reference incorporated in this Agreement and will be deemed to be a part of this Agreement. 27.8 In the event of a conflict between the terms of this Agreement and the exhibits hereto or CONSULTANT’s proposal (if any), the Agreement shall control. In the case of any conflict between the exhibits hereto and CONSULTANT’s proposal, the exhibits shall control. DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 10 {SR294497} 27.9 If, pursuant to this contract with CONSULTANT, CITY shares with CONSULTANT personal information as defined in California Civil Code section 1798.81.5(d) about a California resident (“Personal Information”), CONSULTANT shall maintain reasonable and appropriate security procedures to protect that Personal Information, and shall inform City immediately upon learning that there has been a breach in the security of the system or in the security of the Personal Information. CONSULTANT shall not use Personal Information for direct marketing purposes without City’s express written consent. 27.10 All unchecked boxes do not apply to this Agreement. 27.11 The individuals executing this Agreement represent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities. 27.12 This Agreement may be signed in multiple counterparts, which shall, when executed by all the parties, constitute a single binding agreement. DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 11 {SR294497} 9 CONTRACT No. C18170335 SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement on the date first above written. CITY OF PALO ALTO CONSULTANT Name: Steven Bingler Title: Principal – In-Charge APPROVED AS TO FORM: Name: Bobbie Hill Title: Principal-In-Charge of Planning Attachments: EXHIBIT “A”: SCOPE OF SERVICES EXHIBIT “B”: SCHEDULE OF PERFORMANCE EXHIBIT “C”: COMPENSATION EXHIBIT “C -1”: SCHEDULE OF RATES EXHIBIT “D”: INSURANCE REQUIREMENTS DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 12 {SR294497} EXHIBIT “A” SCOPE OF SERVICES CUBBERLEY COMMUNITY CENTER MASTER PLAN AND VISIONING The Scope of Services will be completed in phases with the first phase commencing on the execution date of this Agreement. Authorization to proceed with the second phase will be provided in writing by CITY Project Manager upon successful completion of the first phase. Goal To collaboratively develop a community vision and master design plan for the Cubberley Community Center that is innovative, flexible and adaptable. Purpose The Cubberley Community Center is located on a 35 -acre site in south Palo Alto that was previously home to Cubberley High School until 1979. Of the 35 acres, the Palo Alto Unified School District owns 27 acres and the City of Palo Alto owns eight acres. Th e City leases DISTRICT’s 27 acres and operates the community center facility including athletic fields and tennis courts on the combined 35 acre site. The current lease between the City and DISTRICT will expire in December 2019. In March 2016, Palo Alto’s City Manager and DISTRICT’s Superintendent signed the Cubberley Futures Compact demonstrating their “commitment to jointly and cooperatively work toward a vision for the future that has the maximum impact for the common good” of the Palo Alto community and future generations. Both the City and DISTRICT have an interest in developing a plan for the 35 acre site to meet the future educational, recreational, and community needs of the City of Palo Alto and DISTRICT. We are committed to collaborating on the fut ure use of the entire Cubberley site so opportunities for maximizing and sharing public space are included and the most benefit to the community is provided. The City has a broad vision for a community center that: 1) provides a multi-cultural learning environment; 2) supports the visual and performing arts; and 3) offers wellness opportunities (fitness, athletics, therapeutic programs) to support the social, emotional and physical health of people of all ages and abilities. The City is ready to define the function and form of a new center on its eight acres and the City has established a Cubberley Community Center Master Plan Capital Improvement Plan in the City of Palo Alto Fiscal Year 2017 Capital Budget (Project Number CB-16001). For DISTRICT, the overriding consideration regarding Cubberley is the need to provide for potential future school enrollment growth. Potential DISTRICT employee housing, administrative facility needs and other extended educational needs are also a consideration. Current DISTRICT enrollment projections do not support the need for an additional school within the next 5-10 years. However, both the proposed Stanford GUP and the City of Palo Comp Plan carry with them the risk of enrollment growth and the requirement for additional school facilities. While there are two discreet property-owners (City and DISTRICT) within the 35 acres, the master planning process should recognize the benefit of planning the 35 acres collaboratively, while at the same time acknowledging the differing poten tial time horizons for City and DISTRICT development. DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 13 {SR294497} With the assistance of a consulting firm experienced in creative and effective public engagement design thinking processes, the City and DISTRICT will lead a collaborative group of staff from both organizations, as well as community stakeholders in a needs assessment and master planning process. The goal is to create an inclusive yet flexible process that can accommodate changing needs for the immediate and long term future of the site. The outcome will be a process that is inclusive, adaptable, and synergizes multiple uses while meeting our timeline and shared vision. The City and the DISTRICT are seeking a design team that will partner with the community and build on the previous work of the Cubberley Community Advisory Committee to develop an effective and comprehensive master plan for the Cubberley Community Center site. Background A Cubberley Citizens Advisory Committee (CCAC), representing a cross-section of Cubberley tenants, city- wide neighborhoods, schools and city-wide representatives, and other relevant organizations, was formed in 2012 to cooperatively explore all practical joint uses of the Cubberley campus for both educational and community service needs. Four sub-committees were formed to focus on: 1) school needs; 2) community needs; 3) facilities; and 4) finance. Additionally, a Policy Advisory Committee consisting of City Council members and School District Board members was created. The result of the CAC process was the recommendation that the site be designed for shared City / School District use and for the City and the School District to work cooperatively toward a phased development to support both school and community needs. The Master Plan and visioning process will consider the prior work of the Cubberley Citizens Advisory Committee (CCAC) including the Final Report of the CCAC that was completed in 2013. (http://www.cityofpaloalto.org/gov/agendas/cubberley community advisory committee.asp) PHASE ONE TASK 1: DEVELOP WORKPLAN Consultant will work with City and DISTRICT staff to finalize a detailed schedule of work including which tasks can be conducted in parallel, critical path tasks, key decision points and frequency of regular project team meetings/conference calls. Regular coordination calls with City and DISTRICT staff will be identified in the work plan. All existing information that will be provided by the City and DISTRICT will be identified in this task. Meetings to Include:  Meeting with City and DISTRICT staff to review draft scope and schedule (Teleconference)  Regular bi-weekly coordination calls with City and DISTRICT staff Deliverables:  Draft scope and schedule  Final scope and schedule  Request for information letter DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 14 {SR294497} TASK 2: REVIEW FINAL REPORT OF THE CUBBERLEY COMMUNITY ADVISORY COMMITTEE Consultant will conduct a review the 2013 Final Report of the Cubberley Community Advisory Committee and all supporting and background material, meeting notes, including subcommittee meeting notes, and identify relevant material that will inform the Cubberley Master Plan effort. Meetings to Include:  None Deliverables:  None TASK 3: DEVELOP A STAKEHOLDER AND COMMUNITY ENGAGEMENT PLAN Consultant will develop a stakeholder and community engagement plan that will guide community outreach during the Master Plan process, including timing of stakeholder and community participation, and number and format of workshops and community meetings. Consultant will recruit and train community fellows and table hosts who will support the community engagement process. Community fellows will conduct surveys and outreach activities to raise awareness about the community meetings and to gather information. Community fellows will also assist with meeting facilitation as table hosts. At the meetings, they will help guide group conversations and ensure that meetings are smooth and productive. The community fellows will be created through a public application process with final selection of the group by the City Manager and DISTRICT Superintendent or their designees. Meetings to Include:  None Deliverables:  Stakeholder and Community Engagement Plan  Final list of community fellows TASK 4: COMMUNITY ASSET EVALUATION AND NEEDS ASSESSMENT Consultant will conduct an evaluation of the community’s recreational, educational and cultural assets and a needs analysis to identify opportunities for Cubberley that address community preferences and fill existing gaps in services and programs, while maximizing public resources. Consultant will also identify opportunities and constraints to improving connectivity between Cubberley and nearby schools and businesses, while limiting the impact to adjacent neighborhoods. The evaluation will use existing information to be provided by DISTRICT and City (for example; existing uses of Cubberley Community Center, results of the City of Palo Alto’s Parks, Trails, Open Space and Recreation Master Plan outreach efforts and Comprehensive Plan Update, DISTRICT enrollment data and future projections, the report of the DISTRICT Enrollment Management Advisory Committee, DISTRICT youth and extracurricular programs), as well as other relevant data identified by consultant (for example; projected local, regional and national trends in education and recreation). Consultant will identify where gaps exist and develop a plan to fill those gaps and obtain additional data on DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 15 {SR294497} needs and projections, if needed. Consultant will prepare a draft report and a final report that consolidates the findings and recommendations of this task. Meetings to Include:  Cubberley program providers and other stakeholder meetings (number to be determined in Workplan)  Presentation of final asset evaluation and needs assessment report to project team (teleconference or local sub-consultant)  Presentation to City/School Liaison Committee by local sub-consultant Deliverables:  Small group meetings (number to be determined in Workplan), surveys, and interviews with Cubberley program providers and other stakeholders  Presentation to City/School Liaison Committee by local sub -consultant  Draft memorandum summarizing findings of asset evaluation and needs assessment  Final asset evaluation and needs assessment report and recommendations approved by City and DISTRICT TASK 5: VISION, GOALS AND OPPORTUNITIES Consultant will design and lead community meetings to develop the vision, goals, opportunities and guiding principles that will inform the direction and desired outcomes of the master planning effort. Community Meeting 1 will cap the Asset Evaluation and Needs Assessment Process in Task 4 and transition to a programming brainstorm based on that information. Stakeholders and residents will review the data, add additional information, and identify opportunities for the site. Community members will add information and perspectives regarding existing assets and what that means for the future of Cubberley. Meetings to Include:  Community Meeting 1 activities, presentations, facilitation, summaries Deliverables:  Combined with Task 6 deliverables. TASK 6: PROGRAM INTEGRATION AND DESIGN THINKING Using creativity and innovative tools, the workshops will generate program concepts that will ultimately guide development of the Master Plan. Consultant will analyze the results from the community meeting to finalize the asset evaluation and synthesize participants’ program ideas. Working with city and Cubberley staff, consultant will begin evaluating the opportunities community-members identified at Meeting 1. At Community Meeting 2, community members will build on opportunities related to current and future programs to form a vision for the future of the site. Residents at the meeting will consider programming options and give their input on what would have the greatest community impact. The output of Meeting 2 will inform th e vision statement, goals, and program integration on the Cubberley site. After this meeting, consultant will follow-up with program providers and other stakeholders to further refine programming for the site. DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 16 {SR294497} Following the meeting, consultant will develop three or more conceptual program diagrams to serve as the basis for design in Phase 2. Meetings to Include:  Community Meeting 2 activities, presentations, facilitation, summaries  Small group or one-on-one meetings with program providers and other stakeholders  Presentation to the DISTRICT Board of Education and City Council on program concepts Deliverables:  Meeting agendas, presentations and summaries  Summaries to include the vision statement and goals and summary of community input  Final Asset Evaluation and Needs Assessment  Three or more diagrammatic program concepts for the 35 acre site PHASE TWO TASK 7: DEVELOPMENT OF CONCEPTUAL DESIGNS Consultant will work collaboratively with the City, DISTRICT, and community members to develop three to six conceptual designs for a future Cubberley facility layout detailing how the site will support the programming. The concepts will reflect the programming outcome of Phase 1. Each conceptual design will illustrate the arrangement of different program elements such as education, recreation, and wellness and multi-purpose, flexible spaces, and shared use spaces. These conceptual designs will include illustrative 3D design work communicating how the buildings would house the program and relate to one another and the surrounding area. This level of design will communicate the function, form, and major relationships between the site elements pursuant to the program. The scenarios will be presented to the community, commissions, City Council and DISTRICT Board of Education for review. At Community Meeting 3, stakeholders and community members will evaluate draft program and design scenarios and weigh in on the pros and cons of each. After these meetings, consultant will create a preferred conceptual design that integrates the input from the workshops and meetings. Meetings to Include:  Community Meeting 3  Project Team Meeting  Parks and Recreation Commission  City/School Liaison Committee  City Council  DISTRICT Board of Education Deliverables:  Three to six conceptual designs in electronic, print and display formats  Presentation to Parks and Recreation Commission, City/School Liaison Committee, School Board and City Council on facility and program concepts by local sub-consultant  Community Meeting 3: activities, presentations, facilitation, summaries DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 17 {SR294497} TASK 8: DRAFT CUBBERLEY MASTER PLAN REPORT Consultant will develop a Draft Master Plan Report based on the preferred conceptual design from Task 7. The draft Master Plan will include phasing scenarios for maintaining, modifying, and reconstructing the site and facilities and include cost estimates for each phase. Potential funding scenarios will be included. The Draft Master Plan report will also address opportunities and constraints related to connectivity of Cubberley Community Center with nearby schools, neighborhoods and other community facilities. Meetings to Include:  City and DISTRICT Staff Project Team Meeting, including agenda, presentation and summary  Parks and Recreation Commission  City/School Liaison Committee  DISTRICT Board of Education  City Council Deliverables:  Staff project review meeting: agenda, presentation, and summary  Presentation to Parks and Recreation Committee by local sub-consultant  Presentation to City/School Liaison Committee by local sub-consultant  Presentation to DISTRICT Board of Education by local sub-consultant  Presentation to City Council by local sub-consultant  Administrative Draft Master Plan Report Outline  Administrative Draft Master Plan Report  Public Draft Master Plan Report TASK 9: COMMUNITY MASTER PLAN REVIEW MEETING After completing the Public Draft Master Plan report in Task 8, consultant will design a community-wide review meeting (Community Meeting 4) to solicit feedback on the Draft Master Plan Report and the site’s conceptual design. Residents will have the opportunity to give feedback and make final recommendations on the plan development. Meetings to Include:  Community Meeting 4 Deliverables  Community Meeting 4: activities, presentations, facilitation, summaries TASK 10: CITY AND DISTRICT COMMISSIONS, BOARDS AND COUNCIL STUDY SESSIONS Consultant will develop a presentation and walk-through of the Draft Master Plan Report and site design for the City’s Parks and Recreation Commission, Architectural Review Board, Planning and Transportation Commission and Historical Review Board for input and feed - DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 18 {SR294497} back. Consultant will incorporate feedback received and prepare a presentation for City Council/DISTRICT Board of Education study session. Meetings to Include:  Parks and Recreation Commission Study Session  Planning and Transportation Commission Study Session  Architectural Review Board Study Session  Historical Review Board Study Session  City/School Liaison Meeting  City Council and DISTRICT Board of Education Study Sessions (may be separate or combined into one meeting) Deliverables  Meeting staff reports, presentations and summaries TASK 11: CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) SUPPORT Consultant will support the City’s consultant who will conduct the CEQA review process. Specifically, this includes coordination and support for CEQA consultant, including requested design narrative, drawings, diagrams, and other design-related materials. Meetings to Include:  None Deliverables:  None TASK 12: FINAL CUBBERLEY MASTER PLAN Based on the combined input of City Boards, Commissions, City Council, District Board of Education and the community, consultant and the Staff Project Team will identify the necessary revisions and update the Draft Master Plan Report to reflect the input received. The site’s conceptual design will be revised in parallel as part of this effort. This revised document will be finalized as the Revised Draft Cubberley Master Plan. This version of the document will be presented to the City’s Commissions for their review and recommendations and to City Council for adoption. Meetings to Include:  Project Team Meeting  Parks and Recreation Commission Study Session  Parks and Recreation Commission Meeting  Joint City Council/DISTRICT Board of Education Meeting  City Council Meeting  DISTRICT Board of Education Meeting  Additional City Commission or DISTRICT meetings if needed DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 19 {SR294497} Deliverables:  Project Team meeting agenda, presentation and summary  Attendance, activities, presentations, facilitation and summaries at the following meetings:  Project Team Meeting (teleconference)  Parks and Recreation Commission Study Session*  Parks and Recreation Commission Meeting*  City Council Meeting*  Additional City Commission meetings as needed*  DISTRICT Board of Education Meeting*  Joint City Council/DISTRICT Board of Education Meeting*  Administrative draft Cubberley Master Plan  Final Adopted Cubberley Master Plan * To be presented by local sub-consultant Additional Services: Additional Services for the Cubberley Master Plan may include: additional community meetings; commission, council, board, or other public meetings; any further work outside the work detailed in the project scope that is necessary to complete the project. DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 20 {SR294497} EXHIBIT “B” SCHEDULE OF PERFORMANCE CONSULTANT shall perform the Services so as to complete each milestone within the date of execution of the Agreement to December 31, 2019. CONSULTANT shall provide a work plan of work consistent with the schedule below within 2 weeks of receipt of the notice to proceed. The schedule of work shall include an estimated budget for each task (and any others not identified below), including estimated work hours for each person working on that task and their billable rate. The CITY’s City Manager (or his designee(s)) shall approve the schedule of work, at which time it will become integrated into this contract. MILESTONES Phase One TASK 1: Develop Work Plan TASK 2: Review Final Report of the Cubberley Community Advisory Committee TASK 3: Develop a Stakeholder and Community Engagement Plan TASK 4: Community Asset Evaluation/Needs Assessment TASK 5: Visioning Workshop TASK 6: Design Thinking Workshops Phase Two (Consultant shall proceed with Phase Two upon written authorization from the CITY’s Project Manager and successful completion of Phase One). TASK 7: Development of Conceptual Designs TASK 8: Draft Cubberley Master Plan Report and Schematics TASK 9: Community Master Plan Review Meeting TASK 10: City and PAUSD Commissions, Boards and Council Study Sessions TASK 11: California Environmental Quality Act (CEQA) Review TASK 12: Final Cubberley Master Plan DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 21 {SR294497} EXHIBIT “C” COMPENSATION The CITY agrees to compensate the CONSULTANT for professional services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below. Compensation shall be calculated based on the hourly rate schedule attached as exhibit C-1 up to the not to exceed budget amount for each task set forth below. CONSULTANT shall perform the tasks and categories of work as outlined and budgeted below. The CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed below provided the total compensation for Basic Services, including reimbursable expenses, and the total compensation for Additional Services do not exceed the amounts set forth in Section 4 of this Agreement. BUDGET SCHEDULE NOT TO EXCEED AMOUNT Task 1 $10,630.00 (Develop Work Plan) Task 2 $9,500.00 (Review Final Report of the Cubberley Community Advisory Committee) Task 3 $5,090.00 (Develop a Stakeholder and Community Engagement Plan) Task 3.1 $21,540.00 (Initial Outreach and Stakeholder Engagement) Task 4 $36,350.00 (Community Asset Evaluation/Needs Assessment) Task 5 $32,150.00 (Vision, Goals, & Opportunities) Task 6 $53,540.00 (Program Integration & Design Thinking) Task 7 $54,220.00 (Development of Conceptual Designs) Task 8 $42,920.00 (Draft Cubberley Master Plan Report and Schematics) DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 22 {SR294497} Task 9 $29,680.00 (Community Master Plan Review Meeting) Task 10 $23,240.00 (City and DISTRICT Commissions, Boards and Council Study Sessions) Task 11 $16,380.00 (California Environmental Quality Act (CEQA) Review) Task 12 $32,060.00 (Final Cubberley Master Plan) Task 13 $20,000.00 (Parking and traffic analysis) Task 14 $9,720.00 (Stanford GPC Fellows Trainer) Task 15 $20,000.00 (Cost Estimate) Task 16 $24,500.00 (Utility and Topo Survey) Task 16 $25,000.00 (Energy Modeling) Sub-total Basic Services $467,020.00 Reimbursable Expenses $47,500.00 Total Basic Services and Reimbursable expenses $514,520.00 Additional Services $51,452.00 Maximum Total Compensation $565,972.00 REIMBURSABLE EXPENSES The administrative, overhead, secretarial time or secretarial overtime, word processing, photocopying, in-house printing, insurance and other ordinary business expenses are included within the scope of payment for services and are not reimbursable expenses. CITY shall DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 23 {SR294497} reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for which CONSULTANT shall be reimbursed are: A. Travel, including transportation and meals, will be reimbursed at actual cost. B. Printing & Materials All requests for payment of expenses shall be accompanied by appropriate backup information. Any expense anticipated to be more than $3000.00 shall be approved in advance by the CITY’s project manager. ADDITIONAL SERVICES The CONSULTANT shall provide additional services only by advanced, written authorization from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a detailed written proposal including a description of the scope of services, schedule, level of effort, and CONSULTANT’s proposed maximum compensation, including reimbursable expense, for such services based on the rates set forth in Exhibit C-1. The additional services scope, schedule and maximum compensation shall be negotiated and agreed to in writing by the CITY’s Project Manager and CONSULTANT prior to commencement of the services. Payment for additional services is subject to all requirements and restrictions in this Agreement. DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 24 {SR294497} EXHIBIT “C-1” SCHEDULE OF RATES Labor Categories Hourly Rate Principal in charge $ 275.00 Principal - Planning $ 200.00 Senior Staff $ 165.00 Project Planner $ 110.00 Designer 3 $ 95.00 Designer 2 $ 85.00 Designer 1 $ 65.00 DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 25 {SR294497} EXHIBIT “D” INSURANCE REQUIREMENTS CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW: REQUIRED TYPE OF COVERAGE REQUIREMENT MINIMUM LIMITS EACH OCCURRENCE AGGREGATE YES WORKER’S COMPENSATION STATUTORY YES EMPLOYER’S LIABILITY STATUTORY BODILY INJURY $1,000,000 $1,000,000 YES GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE $1,000,000 $1,000,000 PROPERTY DAMAGE BLANKET CONTRACTUAL, AND FIRE LEGAL BODILY INJURY & PROPERTY DAMAGE $1,000,000 $1,000,000 LIABILITY COMBINED. BODILY INJURY $1,000,000 $1,000,000 - EACH PERSON $1,000,000 $1,000,000 - EACH OCCURRENCE $1,000,000 $1,000,000 YES AUTOMOBILE LIABILITY, INCLUDING ALL OWNED, HIRED, NON-OWNED PROPERTY DAMAGE $1,000,000 $1,000,000 BODILY INJURY AND PROPERTY $1,000,000 $1,000,000 DAMAGE, COMBINED YES PROFESSIONAL LIABILITY, INCLUDING, ERRORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE ALL DAMAGES $1,000,000 YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES. I. INSURANCE COVERAGE MUST INCLUDE: A. A PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN COVERAGE OR OF COVERAGE CANCELLATION; AND B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY. C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL. II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING URL: https://www.planetbids.com/portal/portal.cfm?CompanyID=25569. III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL INSUREDS” A. PRIMARY COVERAGE WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 26 {SR294497} CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS. B. CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY. C. NOTICE OF CANCELLATION 1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. 2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON- PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. VENDORS ARE REQUIRED TO FILE THEIR EVIDENCE OF INSURANCE AND ANY OTHER RELATED NOTICES WITH THE CITY OF PALO ALTO AT THE FOLLOWING URL: HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569 OR HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANETBIDSHOWTO.ASP DocuSign Envelope ID: AF2D84B7-8051-4B58-877B-9AC2298CC566 Certificate Of Completion Envelope Id: AF2D84B780514B58877B9AC2298CC566 Status: Completed Subject: Please DocuSign: Concordia City of Palo Alto Agreement C18170335 5-31.pdf Source Envelope: Document Pages: 26 Signatures: 2 Envelope Originator: Certificate Pages: 2 Initials: 0 Christopher Anastole AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 chris.anastole@cityofpaloalto.org IP Address: 12.220.157.20 Record Tracking Status: Original 5/31/2018 3:45:06 PM Holder: Christopher Anastole chris.anastole@cityofpaloalto.org Location: DocuSign Signer Events Signature Timestamp Steven Bingler sbingler@concordia.com CEO Security Level: Email, Account Authentication (None)Using IP Address: 62.97.244.78 Signed using mobile Sent: 5/31/2018 3:59:02 PM Resent: 6/4/2018 6:51:01 AM Viewed: 6/4/2018 8:15:27 AM Signed: 6/4/2018 8:17:47 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Bobbie Hill bhill@concordia.com Security Level: Email, Account Authentication (None) Using IP Address: 98.172.52.174 Sent: 6/4/2018 8:17:48 AM Viewed: 6/4/2018 9:58:40 AM Signed: 6/4/2018 9:59:14 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Kristen O'Kane Kristen.O'Kane@CityofPaloAlto.org Assistant Director Security Level: Email, Account Authentication (None) Sent: 6/4/2018 9:59:14 AM Viewed: 6/4/2018 10:27:21 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 6/4/2018 9:59:14 AM Certified Delivered Security Checked 6/4/2018 9:59:14 AM Signing Complete Security Checked 6/4/2018 9:59:14 AM Completed Security Checked 6/4/2018 9:59:14 AM Payment Events Status Timestamps Page 1 of 8 Mutual Cooperation and Cost Share Agreement Between the CITY OF PALO ALTO and the PALO ALTO UNIFIED SCHOOL DISTRICT Related to Cubberley Community Center Master Plan Consultants This Mutual Cooperation and Cost Share Agreement (the "Agreement") is entered into as of June 20, 2018 (the "Effective Date"), by and between the CITY OF PALO ALTO, a California chartered municipal corporation (the "CITY") and PALO ALTO UNIFIED SCHOOL DISTRICT, a California unified school district organized and existing under the Laws of the State of California (the “DISTRICT”) (each, a "Party," and collectively, the "Parties"), in reference to the following facts and circumstances: RECITALS A. The Cubberley Community Center is located on a 35-acre site in south Palo Alto, of which the DISTRICT owns 27 acres and the CITY owns 8 acres. B. The CITY leases the DISTRICT’S 27 acres and operates the community center facility, athletic fields and tennis courts on the combined 35 acre site. C. The current lease between the CITY and the DISTRICT will expire on December 31, 2019. D. Both the CITY and the DISTRICT share a mutual interest in developing a plan for the 35 acre site to meet the future educational, recreational, and community needs of the CITY and the DISTRICT. E. In March 2016, Palo Alto’s City Manager and the DISTRICT’S Superintendent signed the Cubberley Futures Compact demonstrating their “commitment to jointly and cooperatively work toward a vision for the future that has the maximum impact for the common good” of the Palo Alto community and future generations. F. CITY and DISTRICT have agreed to hire a consultant, Concordia LLC (“CONSULTANT”) experienced in creative, effective public engagement and design thinking processes with the goal of creating an inclusive yet flexible process that can accommodate changing needs for the immediate and long term future of Cubberley Community Center, and are interested in a joint funding arrangement to share the costs of CONSULTANT. CONSULTANT’s scope of work shall be limited to the services as set forth in a separate agreement between CITY and CONSULTANT. Page 2 of 8 G. CITY and DISTRICT shall work in collaboration with regard to direction of CONSULTANT and services provided by CONSULTANT. However, for ease of administration of CONSULTANT, CITY shall be the party to the Professional Services Agreement with CONSULTANT (City of Palo Alto Professional Services Agreement No. C18170335) (“Consultant Agreement”). CITY shall not provide direction to CONSULTANT which varies from or is different than CONSULTANT’s scope of work as set forth in the separate agreement between CITY and CONSULTANT without express consent from DISTRICT. H. While DISTRICT will not be a party to the Consultant Agreement, DISTRICT shall expressly be a third party beneficiary to the Consultant Agreement pursuant to California Civil Code section 1559. DISTRICT’S third party beneficiary rights in relation to the Consultant Agreement shall vest upon the effective date of the Consultant Agreement. I. CITY and DISTRICT have mutually agreed on a scope of work for CONSULTANT with a not to exceed budget amount of $514,520 plus a ten percent (10%) contingency amount for additional services. The total CONSULTANT cost shall not exceed $565,972. J. The collaboration is supported through the remittance of $257,260 from the DISTRICT to the CITY, which is equal to one-half of the not-to-exceed amount of the Consultant Agreement of $514,520. The DISTRICT shall also remit to the CITY an additional amount of $25,726, which is equal to one-half of the maximum contingency allowance. K. Subject to a written amendment to this Agreement or a separate agreement, CITY and DISTRICT agree to equally share in the cost of a separate consultant (“CEQA Consultant”), other than CONSULTANT, and enter into an agreement with CEQA Consultant to complete environmental review of the Cubberley Community Center Master Plan in accordance with the California Environmental Quality Act (CEQA). The total cost of CEQA Consultant shall be no greater than $100,000. CITY and DISTRICT shall agree on CEQA Consultant. L. Collaboration is also supported through CITY and DISTRICT staff involvement and participation in the master plan and visioning process. AGREEMENT: NOW, THEREFORE, in consideration of the Recitals above, which are made a substantive part of this Agreement, and the following mutual agreement, covenants, terms and conditions, the Parties agree: Page 3 of 8 SECTION 1. TERM AND TERMINATION 1.1 The term of this Agreement (“Term”) commences as of the Effective Date of this Agreement and it shall terminate on March 31, 2020. 1.2 A Party may suspend or terminate this Agreement, with or without cause, by giving thirty (30) days' prior written notice to the other Party. 1.3 In the event of termination of this Agreement by either Party, any portion of the funds remitted to CITY by DISTRICT hereunder, to the extent not otherwise due and owing to CONSULTANT, shall be returned by CITY to DISTRICT within thirty (30) days of termination of this Agreement SECTION 2. PURPOSE OF AGREEMENT 2.1 The Parties have entered into this Agreement in order to share costs and staff resources on a master plan and vision for the combined 35-acre Cubberley Community Center site. SECTION 3. RESPONSIBILITIES OF DISTRICT 3.1 The DISTRICT will remit $282,986 within 30 days of approval of the Consultant Agreement by the Palo Alto City Council and Palo Alto Unified School District Board of Education. The remittance of $282,986 shall be in satisfaction of one-half of the not-to-exceed amount of the Consultant Agreement with CONSULTANT including one-half of the maximum contingency allowance if additional services are authorized pursuant to the Consultant Agreement. 3.2 Additional services subject to the contingency amount shall be approved in writing by the DISTRICT and CITY prior to CITY authorizing consultant to perform the additional services. The cost of additional services to the DISTRICT shall not exceed $25,726. 3.3 The DISTRICT will provide staff support for the entirety of the master planning process. Staff support includes, but is not limited to: 3.3.1 Assign DISTRICT staff to represent both the facility and educational needs of the DISTRICT. 3.3.2 Provide DISTRICT representation at all visioning workshops, stakeholder meetings and community meetings. 3.3.3 Review all CONSULTANT deliverables by due date so as not to impact the overall project schedule. Page 4 of 8 3.3.4 Any other Task in the Consultant Agreement that includes DISTRICT participation. 3.4 The DISTRICT’s Board of Education will represent the DISTRICT for all purposes under this Agreement. The DISTRICT’S Capital Bond Manager shall supervise the progress and execution of this Agreement. 3.5 The DISTRICT will not assign additional tasks to CONSULTANT beyond the scope of the Consultant Agreement. SECTION 4. RESPONSIBILITIES OF CITY 4.1 The CITY will negotiate a professional services agreement with CONSULTANT in an amount not to exceed $565,972 and recommend City Council approval of the Consultant Agreement. 4.2 The CITY will fund one-half of the cost of the Consultant Agreement. 4.3 In the event CONSULTANT’s services total less than $514,520, CITY shall reimburse DISTRICT its one-half (1/2) share of the unused portion of said amount within thirty (30) days of final payment to CONSULTANT. In the event CONSULTANT’s additional work subject to the contingency amount is less than $51,452, CITY shall reimburse DISTRICT its one-half (1/2) share of the unused portion of said amount within thirty (30) days of final payment to CONSULTANT. 4.4 The CITY will review invoices and submit for payment within time designated in Consultant Agreement. 4.5 The CITY will provide staff support for the entirety of the master planning process. Staff support includes, but is not limited to: 4.5.1 Assign a Project Manager who will be the lead on contract administration, tracking budget and schedule, primary liaison with CONSULTANT and have overall responsibility for the project’s success. 4.5.2 Assign CITY staff who represent the facilities, recreation, visual and performing arts, and other needs of the CITY. 4.5.3 Provide CITY representation at all visioning workshops, stakeholder meetings and community meetings. 4.5.4 Review all CONSULTANT deliverables by due date so as not to impact the overall project schedule. 4.5.6 Any other Task in the Consultant Agreement that includes CITY participation. Page 5 of 8 4.6 The CITY will not assign additional tasks to CONSULTANT outside the scope of the Agreement. 4.7 The CITY will not revise or amend the Consultant Agreement without prior written approval from the DISTRICT. 4.8 The CITY will not approve additional services to be paid with contingency funds without prior written approval from the DISTRICT. The CITY will fund one-half the cost of additional services. 4.9 The CITY will negotiate a professional services agreement with a separate consultant for CEQA review of the Cubberley Community Center Master Plan, for a cost not to exceed $100,000 unless otherwise agreed to by the Parties. The CITY will fund one-half of the cost of the CEQA contract and the DISTRICT will fund one- half. 4.10 Upon CONSULTANT’s filing with CITY of a certificate evidencing insurance under the Consultant Agreement that names both CITY and DISTRICT as additional insureds, City shall promptly provide DISTRICT with a copy of such certificate. SECTION 5. ASSIGNMENT 5.1 Each Party will give personal attention to the faithful performance of this Agreement and shall not assign, transfer, convey, or otherwise dispose of this Agreement or any right, title or interest in or to the same or any part thereof without the prior written consent of the other Party, and then only subject to such terms and conditions as the other Party may require. The consent to one assignment shall not be deemed to be the consent to any subsequent assignments. Any assignment without such approval shall be void and, at the option of the other Party, shall terminate this Agreement and any license or privilege granted herein. This Agreement and any interest herein shall not be assignable by operation of law without the prior written consent of the other Party. SECTION 6. NOTICES 6.1 All notices hereunder shall be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: Page 6 of 8 To CITY: Office of the City Clerk City of Palo Alto 250 Hamilton Avenue Palo Alto, CA 94301 Copy to: Director Community Services Department 1305 Middlefield Road Palo Alto, CA 94301 To DISTRICT: Superintendent Palo Alto Unified School District 25 Churchill Avenue Palo Alto, CA 94306 Copy to: Capital Bonds Manager Palo Alto Unified School District 25 Churchill Avenue Palo Alto, CA 94306 SECTION 7. INDEMNITY 7.1 Each party will indemnify, defend and hold harmless the other party, and its respective Board/Council, employees and agents from and against any and all third party loss, liability, expense (including reasonable attorneys’ fees) or claims for injury or other damages (collectively “Claims”) arising out of the indemnifying party’s performance of this Agreement, but only in proportion to and to the extent such Claims are caused by or result from the negligent or intentional acts or omissions of the indemnifying party. 7.2 In the event of concurrent negligence of the parties, or the parties’ respective Board/Council, employees or agents, the liability for any and all Claims shall be apportioned under the California theory of comparative negligence as presently established or as may hereafter be modified. Nothing in this Agreement shall constitute a waiver or limitation of any rights that the indemnifying party may have under applicable law in the event of concurrent negligence of persons or entities other than the parties to this Agreement. 7.3 The parties intend and agree to cooperate with each other in the investigation and disposition of third-party liability claims arising out of the performance of this Agreement. Such cooperation may include joint investigation, defense and disposition of claims. The parties agree to promptly inform one another whenever an incident report, claim or complaint is filed or when an investigation is initiated concerning any service performed under this Agreement. Each party may conduct its own investigation and engage its own counsel as each party deems necessary. Each party shall bear the cost of its own attorney, except as provided in Section 8.4. 7.4 The provisions of this Section shall survive the termination or expiration of this Agreement. SECTION 8. MISCELLANEOUS PROVISIONS 8.1 The CITY and DISTRICT will comply with all applicable federal, California and local laws, ordinances and directives insofar as those pertain to the CITY and DISTRICT’S performance under this Agreement. Page 7 of 8 8.2 The terms, covenants, and conditions of this Agreement shall apply to, and shall bind, the heirs, successors, executors, administrators, assigns, and subcontractors of both parties. 8.3 The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provision, ordinance, or law shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, or law or of any subsequent breach or violation of the same or of any other term, covenant, condition, ordinance, or law. 8.4 The prevailing party in any action brought to enforce the terms of this Agreement or arising out of this Agreement may recover its reasonable costs and attorneys' fees expended in connection with such an action from the other party. 8.5 The CITY and DISTRICT shall not, in the performance of this Agreement, discriminate in the employment of any person on the basis of the race, skin color, gender, age, religion, disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status, weight or height of such person. 8.6 This document represents the entire and integrated agreement between the CITY and the DISTRICT and it supersedes all prior negotiations, representations, and agreements, either written or oral associated with this project. This document may be amended only by written instrument, signed by the Parties. 8.7 This Agreement is governed by the laws of the State of California. 8.8 The CITY and DISTRICT each represent and warrant that their own respective organization is duly organized, validly existing in good standing under the laws of the State of California. Page 8 of 8 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the Effective Date. APPROVED AS TO FORM: CITY OF PALO ALTO ___________________________ __________________________ Deputy City Attorney Deputy City Manager APPROVED: PALO ALTO UNIFIED SCHOOL DISTRICT __________________________ Director of Administrative By: _______________________ Services Name: ______________________ Title: _____________________ Taxpayer Identification No. 94-2168440 DocuSign Envelope ID: EACB2283-1113-483F-B779-A9D80B23661D CITY OF 12 TO: PALO ALTO HONORABLE CITY COUNCIL FROM: MONIQUE LECONGE ZIESENHENNE, INTERIM DIRECTOR COMMUNITY SERVICES DATE: JUNE 18, 2018 SUBJECT: AGENDA ITEM NUMBER 12-APPROVAL OF AN AGREEMENT WITH CONCORDIA LLC FOR 18 MONTHS IN THE AMOUNT NOT TO EXCEED $565,972 FOR CUBBERLEY CC?MMUNITY CENTER MASTER PLAN AND VISIONING; APPROVAL OF A COST SHARE AGREEMENT WITH THE PALO ALTO UNIFIED SCHOOL DISTRICT FOR UP TO $332,986; AND APPROVE BUDGET AMENDMENTS TO FUND THE MASTER PLAN Please note that the date the Palo Alto Unified School District will vote on the cost share agreement is June 19, 2018, not June 5, 2018 as stated in the staff report. ("': DocuSlgned by: 6,':J,;684~.~o ~ Monique leConge Ziesenhenne Interim Director Community Services Department 1of1 City of Palo Alto (ID # 9354) City Council Staff Report Report Type: Consent Calendar Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: Approval of Contract with Integrated Design 360 Title: Approval of Contract C18172547 With Integrated Design 360 for Development and Support of Sustainability Implementation Plan, Green Building Program, Deconstruction and Source Separation Program, Dewatering Monitoring Program and Utilities On -call Services Through June 30, 2019 for a Total Not-to-Exceed Amount of $606,291 From: City Manager Lead Department: Development Services Department Recommendation Staff recommends that the City Council authorize the City Manager or designee to approve Contract C18172547 with Integrated Design 360 for development and support of the 2019 California Building Code update, Sustainability Implementation Plan (SIP), Green Building Program, Deconstruction and Source Separation Program, refinement of the Dewatering Monitoring Program, and Utilities On-Call Services related to the SIP and Utilities Strategic Plan through June 30, 2019 for a Total Not-to-Exceed Amount of $606,291, of which $217,854 is earmarked as optional work. Background The City has contracted with Integrated Design 360 since September 2014 (contract no. C15154454) for the development, evaluation, and provision of technical assistance for the City’s programs under the California Green Building Code, California Energy Code, and the California Model Water Efficient Landscape Ordinance. The firm has also assisted with various activities related to the Sustainability Implementation Plan. City Council approved amendments to the contract in January 2016, April 2016, and August 2017 for a combined total of $1,255,005. The current contract is scheduled to expire in August 2018. Discussion The City is entering into a new contract with Integrated Design 360 for Fiscal Year 2019 to assist with the upcoming 2019 California Building Code updates to the Green Building and Energy Codes and to continue work related to the SIP. The firm will also support Development Services by continuing to develop and provide technical assistance for the green building program, support Public Works with the deconstruction and source separation program and further City of Palo Alto Page 2 develop the dewatering monitoring program, and provide Utilities with on-call services. Specifics about these department tasks can be found in Attachment A, Exhibit A. In December 2017 the City Council approved the SIP which focuses on two key Sustainability and Climate Action Plan concerns - greenhouse gasses and water - and four action areas: energy, mobility, electric vehicles, and water. Integrated Design 360 has partnered with the aforementioned departments to advance the SIP. The green building program directly correlates to the energy action area, the deconstruction and source separation program advances the City’s zero waste initiatives, the dewatering monito ring activities support water action area, and the on-call services for Utilities focuses on their strategic plan and the energy action area. Staff requests that the City Council find this contract exempt from the City’s competitive solicitation requirements. Given Integrated Design 360’s history with the City, the firm has unique insight into the Green Building and Energy codes, related policies, and City operations. The firm therefore is uniquely positioned to continue to develop and support these programs and initiatives for one additional year. It would be impractical and cause substantial interference with required city operations if this contract is not approved. The firm is supporting staff with regulatory activities associated with a cost effectiveness study related to energy code requirements for the upcoming code cycle, which requires the City to meet California Energy Commission timelines. Additionally, the firm is supporting outcomes from the City’s recent Green Building Summit and subsequent Green Building Advisory Group’s Technical Advisory Committee meetings is it relates to meeting timelines for the building code cycle update. Finally, the firm is involved in supporting the monitoring of dewatering sites. Due to the seasonal nature of this activity developments are underway. Any disruption to services would interrupt city operations, could cause economic loss and delay projects. Staff seeks to maintain continuity by utilizing the expertise of Integrated Design 360. Staff has intentionally structured the new contract with Integrated Design 360 to end on June 30, 2019. Throughout the fiscal year staff will be evaluating the Development Services Department’s service and staffing model in light of the City’s financial challenges and direction on best practices from the City Attorney’s office and Human Resources department. Staff will likely return to the Council with recommendations for adjustments to the Development Services Department’s service and staffing model for fiscal year 2020. Resource Impact Fiscal Year 2019 department budgets in Development Services, Public Works and Utilities have sufficient funding for this contract. Attachments:  Attachment A: C18172547 Integrated Design 360 Contract Professional Services Rev. April 27, 2018 1 CITY OF PALO ALTO CONTRACT NO. C18172547 AGREEMENT BETWEEN THE CITY OF PALO ALTO AND INTEGRATED DESIGN 360, LLC. FOR PROFESSIONAL SERVICES This Agreement is entered into on this 1st day of July, 2018, (“Agreement”) by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and INTEGRATED DESIGN 360, LLC. a California limited liability company, located at 727 Industrial Road, Suite 128, San Carlos, California, 94070, Telephone (415) 866 -6744 ("CONSULTANT"). RECITALS The following recitals are a substantive portion of this Agreement. A. CITY intends to obtain assistance to manage programs related to the CITY’s overall sustainability efforts (“Project”) and desires to engage a consultant to provide services in connection with the Project (“Services”). B. CONSULTANT has represented that it has the necessary professional expertise, qualifications, and capability, and all required licenses and/or certifications to provide the Services. C. CITY in reliance on these representations desires to engage CONSULTANT to provide the Services as more fully described in Exhibit “A”, attached to and made a part of this Agreement. NOW, THEREFORE, in consideration of the recitals, covenants, terms, and conditions, in this Agreement, the parties agree: AGREEMENT SECTION 1. SCOPE OF SERVICES. CONSULTANT shall perform the Services described at Exhibit “A” in accordance with the terms and conditions contained in this Agreement. The performance of all Services shall be to the reasonable satisfaction of CITY. SECTION 2. TERM. The term of this Agreement shall be from the date of its full execution through June 30, 2019 unless terminated earlier pursuant to Section 19 of this Agreement. SECTION 3. SCHEDULE OF PERFORMANCE. Time is of the essence in the performance of Services under this Agreement. CONSULTANT shall complete the Services within the term of this Agreement and in accordance with the schedule set forth in Exhibit “B”, attached to and made a part of this Agreement. Any Services for which times for performance are not specified in this Agreement shall be commenced and completed by CONSULTANT in a reasonably prompt and timely manner based upon the circumstances and direction communicated to the CONSULTANT. CITY’s agreement to extend the term or the schedule for performance shall not preclude recovery of damages for delay if the extension is required due to the fault of CONSULTANT. DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 2 SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to CONSULTANT for performance of the Services described in Exhibit “A” (“Basic Services”), and reimbursable expenses, shall not exceed Six Hundred Six Thousand Two Hundred Ninety One Dollars ($606,291.00). CONSULTANT agrees to complete all Basic Services, including reimbursable expenses, within this amount. The applicable rates and schedule of payment are set out at Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and made a part of this Agreement. Any work performed or expenses incurred for which payment would result in a total exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY. Additional Services, if any, shall be authorized in accordance with and subject to the provisions of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed without the prior written authorization of CITY. Additional Services shall mean any work that is determined by CITY to be necessary for the proper completion of the Project, but which is not included within the Scope of Services described at Exhibit “A”. SECTION 5. INVOICES. In order to request payment, CONSULTANT shall submit monthly invoices to the CITY describing the services performed and the applicable charges (including an identification of personnel who performed the services, hours worked, hourly rates, and reimbursable expenses), based upon the CONSULTANT’s billing rates (set forth in Exhibit “C- 1”). If applicable, the invoice shall also describe the percentage of completion of each task. The information in CONSULTANT’s payment requests shall be subject to verification by CITY. CONSULTANT shall send all invoices to the City’s project manager at the address specified in Section 13 below. The City will generally process and pay invoices within thirty (30) days of receipt. SECTION 6. QUALIFICATIONS/STANDARD OF CARE. All of the Services shall be performed by CONSULTANT or under CONSULTANT’s supervision. CONSULTANT represents that it possesses the professional and technical personnel necessary to perform the Services required by this Agreement and that the personnel have sufficient skill and experience to perform the Services assigned to them. CONSULTANT represents that it, its employees and subconsultants, if permitted, have and shall maintain during the term of this Agreement all licenses, permits, qualifications, insurance and approvals of whatever nature that are legally required to perform the Services. All of the services to be furnished by CONSULTANT under this agreement shall meet the professional standard and quality that prevail among professionals in the same discipline and of similar knowledge and skill engaged in related work throughout California under the same or similar circumstances. SECTION 7. COMPLIANCE WITH LAWS. CONSULTANT shall keep itself informed of and in compliance with all federal, state and local laws, ordinances, regulations, and orders that may affect in any manner the Project or the performance of the Services or those engaged to perform Services under this Agreement. CONSULTANT shall procure all permits and licenses, pay all charges and fees, and give all notices required by law in the performance of the Services. SECTION 8. ERRORS/OMISSIONS. CONSULTANT is solely responsible for costs, DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 3 including, but not limited to, increases in the cost of Services, arising from or caused by CONSULTANT’s errors and omissions, including, but not limited to, the costs of corrections such errors and omissions, any change order markup costs, or costs arising from delay caused by the errors and omissions or unreasonable delay in correcting the errors and omissions. SECTION 9. COST ESTIMATES. If this Agreement pertains to the design of a public works project, CONSULTANT shall submit estimates of probable construction costs at each phase of design submittal. If the total estimated construction cost at any submittal exceeds ten percent (10%) of CITY’s stated construction budget, CONSULTANT shall make recommendations to CITY for aligning the PROJECT design with the budget, incorporate CITY approved recommendations, and revise the design to meet the Project budget, at no additional cost to CITY. SECTION 10. INDEPENDENT CONTRACTOR. It is understood and agreed that in performing the Services under this Agreement CONSULTANT, and any person employed by or contracted with CONSULTANT to furnish labor and/or materials under this Agreement, shall act as and be an independent contractor and not an agent or employee of CITY. SECTION 11. ASSIGNMENT. The parties agree that the expertise and experience of CONSULTANT are material considerations for this Agreement. CONSULTANT shall not assign or transfer any interest in this Agreement nor the performance of any of CONSULTANT’s obligations hereunder without the prior written consent of the city manager. Consent to one assignment will not be deemed to be consent to any subsequent assignment. Any assignment made without the approval of the city manager will be void. SECTION 12. SUBCONTRACTING. CONSULTANT shall not subcontract any portion of the work to be performed under this Agreement without the prior written authorization of the city manager or designee. CONSULTANT shall be responsible for directing the work of any subconsultants and for any compensation due to subconsultants. CITY assumes no responsibility whatsoever concerning compensation. CONSULTANT shall be fully responsible to CITY for all acts and omissions of a subconsultant. CONSULTANT shall change or add subconsultants only with the prior approval of the city manager or his designee. SECTION 13. PROJECT MANAGEMENT. CONSULTANT will assign Melanie Jacobson to have supervisory responsibility for the performance, progress, and execution of the Services and to represent CONSULTANT during the day-to-day work on the Project. If circumstances cause the substitution of the project director, project coordinator, or any other key personnel for any reason, the appointment of a substitute project director and the assignment of any key new or replacement personnel will be subject to the prior written approval of the CITY’s project manager. CONSULTANT, at CITY’s request, shall promptly remove personnel who CITY finds do not perform the Services in an acceptable manner, are uncooperative, or present a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property. CITY’s project manager is Khashayar Alaee, Development Center 250 Hamilton Avenue, Palo Alto, CA 94303, Telephone: (650)329-2230. The project manager will be CONSULTANT’s point of contact with respect to performance, progress and execution of the Services. CITY may DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 4 designate an alternate project manager from time to time. SECTION 14. OWNERSHIP OF MATERIALS. Upon delivery, all work product, including without limitation, all writings, drawings, plans, reports, specifications, calculations, documents, other materials and copyright interests developed under this Agreement shall be and remain the exclusive property of CITY without restriction or limitation upon their use. CONSULTANT agrees that all copyrights which arise from creation of the work pursuant to this Agreement shall be vested in CITY, and CONSULTANT waives and relinquishes all claims to copyright or other intellectual property rights in favor of the CITY. Neither CONSULTANT nor its contractors, if any, shall make any of such materials available to any individual or organization without the prior written approval of the City Manager or designee. CONSULTANT makes no representation of the suitability of the work product for use in or application to circumstances not contemplated by the scope of work. SECTION 15. AUDITS. CONSULTANT will permit CITY to audit, at any reasonable time during the term of this Agreement and for three (3) years thereafter, CONSULTANT ’s records pertaining to matters covered by this Agreement. CONSULTANT further agrees to maintain and retain such records for at least three (3) years after the expiration or earlier termination of this Agreement. SECTION 16. INDEMNITY. 16.1. To the fullest extent permitted by law, CONSULTANT shall protect, indemnify, defend and hold harmless CITY, its Council members, officers, employees and agents (each an “Indemnified Party”) from and against any and all demands, claims, or liability of any nature, including death or injury to any person, property damage or any other loss, including a ll costs and expenses of whatever nature including attorneys fees, experts fees, court costs and disbursements (“Claims”) resulting from, arising out of or in any manner related to performance or nonperformance by CONSULTANT, its officers, employees, agents or contractors under this Agreement, regardless of whether or not it is caused in part by an Indemnified Party. 16.2. Notwithstanding the above, nothing in this Section 16 shall be construed to require CONSULTANT to indemnify an Indemnified Party from Claims arising from the active negligence, sole negligence or willful misconduct of an Indemnified Party. 16.3. The acceptance of CONSULTANT’s services and duties by CITY shall not operate as a waiver of the right of indemnification. The provisions of this Section 16 shall survive the expiration or early termination of this Agreement. SECTION 17. WAIVERS. The waiver by either party of any breach or violation of any covenant, term, condition or provision of this Agreement, or of the provisions of any ordinance or law, will not be deemed to be a waiver of any other term, covenant, condition, provisions, ordinance or law, or of any subsequent breach or violation of the same or of any other term, covenant, condition, provision, ordinance or law. SECTION 18. INSURANCE. DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 5 18.1. CONSULTANT, at its sole cost and expense, shall obtain and maintain, in full force and effect during the term of this Agreement, the insurance coverage described in Exhibit "D". CONSULTANT and its contractors, if any, shall obtain a policy endorsement naming CITY as an additional insured under any general liability or automobile policy or policies. 18.2. All insurance coverage required hereunder shall be provided through carriers with AM Best’s Key Rating Guide ratings of A-:VII or higher which are licensed or authorized to transact insurance business in the State of California. Any and all contractors of CONSULTANT retained to perform Services under this Agreement will obtain and maintain, in full force and effect during the term of this Agreement, identical insurance coverage, naming CITY as an additional insured under such policies as required above. 18.3. Certificates evidencing such insurance shall be filed with CITY concurrently with the execution of this Agreement. The certificates will be subject to the approval of CITY’s Risk Manager and will contain an endorsement stating that the insurance is primary coverage and will not be canceled, or materially reduced in coverage or limits, by the insurer except after filing with the Purchasing Manager thirty (30) days' prior written notice of the cancellation or modification. If the insurer cancels or modifies the insurance and provides less than thirty (30) days’ notice to CONSULTANT, CONSULTANT shall provide the Purchasing Manager written notice of the cancellation or modification within two (2) business days of the CONSULTANT’s receipt of such notice. CONSULTANT shall be responsible for ensuring that current certificates evidencing the insurance are provided to CITY’s Chief Procurement Officer during the entire term of this Agreement. 18.4. The procuring of such required policy or policies of insurance will not be construed to limit CONSULTANT's liability hereunder nor to fulfill the indemnification provisions of this Agreement. Notwithstanding the policy or policies of insurance, CONSULTANT will be obligated for the full and total amount of any damage, injury, or loss caused by or directly arising as a result of the Services performed under this Agreement, including such damage, injury, or loss arising after the Agreement is terminated or the term has expired. SECTION 19. TERMINATION OR SUSPENSION OF AGREEMENT OR SERVICES. 19.1. The City Manager may suspend the performance of the Services, in whole or in part, or terminate this Agreement, with or without cause, by giving ten (10) days prior written notice thereof to CONSULTANT. Upon receipt of such notice, CONSULTANT will immediately discontinue its performance of the Services. 19.2. CONSULTANT may terminate this Agreement or suspend its performance of the Services by giving thirty (30) days prior written notice thereof to CITY, but only in the event of a substantial failure of performance by CITY. 19.3. Upon such suspension or termination, CONSULTANT shall deliver to the City Manager immediately any and all copies of studies, sketches, drawings, computations, and other data, whether or not completed, prepared by CONSULTANT or its contractors, if any, or given to CONSULTANT or its contractors, if any, in connection with this Agreement. Such materials will become the property of CITY. DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 6 19.4. Upon such suspension or termination by CITY, CONSULTANT will be paid for the Services rendered or materials delivered to CITY in accordance with the scope of services on or before the effective date (i.e., 10 days after giving notice) of suspension or termination; provided, however, if this Agreement is suspended or terminated on account of a default by CONSULTANT, CITY will be obligated to compensate CONSULTANT only for that portion of CONSULTANT’s services which are of direct and immediate benefit to CITY as such determination may be made by the City Manager acting in the reasonable exercise of his/her discretion. The following Sections will survive any expiration or termination of this Agreement: 14, 15, 16, 19.4, 20, and 25. 19.5. No payment, partial payment, acceptance, or partial acceptance by CITY will operate as a waiver on the part of CITY of any of its rights under this Agreement. SECTION 20. NOTICES. All notices hereunder will be given in writing and mailed, postage prepaid, by certified mail, addressed as follows: To CITY: Office of the City Clerk City of Palo Alto Post Office Box 10250 Palo Alto, CA 94303 With a copy to the Purchasing Manager To CONSULTANT: Attention of the project director at the address of CONSULTANT recited above SECTION 21. CONFLICT OF INTEREST. 21.1. In accepting this Agreement, CONSULTANT covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services. 21.2. CONSULTANT further covenants that, in the performance of this Agreement, it will not employ subconsultants, contractors or persons having such an interest. CONSULTANT certifies that no person who has or will have any financial interest under this Agreement is an officer or employee of CITY; this provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal Code and the Government Code of the State of California. 21.3. If the Project Manager determines that CONSULTANT is a “Consultant” as that term is defined by the Regulations of the Fair Political Practices Commission, CONSULTANT shall be required and agrees to file the appropriate financial disclosure documents required by the Palo Alto Municipal Code and the Political Reform Act. DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 7 SECTION 22. NONDISCRIMINATION. As set forth in Palo Alto Municipal Code section 2.30.510, CONSULTANT certifies that in the performance of this Agreement, it shall not discriminate in the employment of any person due to that person’s race, skin color, gender, gender identity, age, religion, disability, national origin, ancestry, sexual orientation, pregnancy, genetic information or condition, housing status, marital status, familial status, weight or height of such person. CONSULTANT acknowledges that it has read and understands the provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to Nondiscrimination Requirements and the penalties for violation thereof, and agrees to meet all requirements of Section 2.30.510 pertaining to nondiscrimination in employment. SECTION 23. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE REQUIREMENTS. CONSULTANT shall comply with the CITY’s Environmentally Preferred Purchasing policies which are available at CITY’s Purchasing Department, incorporated by reference and may be amended from time to time. CONSULTANT shall comply with waste reduction, reuse, recycling and disposal requirements of CITY’s Zero Waste Program. Zero Waste best practices include first minimizing and reducing waste; second, reusing waste and third, recycling or composting waste. In particular, CONSULTANT shall comply with the following zero waste requirements: (a) All printed materials provided by CCONSULTANT to CITY generated from a personal computer and printer including but not limited to, proposals, quotes, invoices, reports, and public education materials, shall be double-sided and printed on a minimum of 30% or greater post-consumer content paper, unless otherwise approved by CITY’s Project Manager. Any submitted materials printed by a professional printing company shall be a minimum of 30% or greater post - consumer material and printed with vegetable based inks. (b) Goods purchased by CONSULTANT on behalf of CITY shall be purchased in accordance with CITY’s Environmental Purchasing Policy including but not limited to Extended Producer Responsibility requirements for products and packaging. A copy of this policy is on file at the Purchasing Division’s office. (c) Reusable/returnable pallets shall be taken back by CONSULTANT, at no additional cost to CITY, for reuse or recycling. CONSULTANT shall provide documentation from the facility accepting the pallets to verify that pallets are not being disposed. SECTION 24. COMPLIANCE WITH PALO ALTO MINIMUM WAGE ORDINANCE. CONSULTANT shall comply with all requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum Wage), as it may be amended from time to time. In particular, for any employee otherwise entitled to the State minimum wage, who performs at least two (2) hours of work in a calendar week within the geographic boundaries of the City, CONSULTANT shall pay such employees no less than the minimum wage set forth in Palo Alto Municipal Code section 4.62.030 for each hour worked within the geographic boundaries of the City of Palo Alto. In addition, CONSULTANT shall post notices regarding the Palo Alto Minimum Wage Ordinance in accordance with Palo Alto Municipal Code section 4.62.060. SECTION 25. NON-APPROPRIATION 25.1. This Agreement is subject to the fiscal provisions of the Charter of the City of Palo Alto and the Palo Alto Municipal Code. This Agreement will terminate without any DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 8 penalty (a) at the end of any fiscal year in the event that funds are not appropriated for the following fiscal year, or (b) at any time within a fiscal year in the event that funds are only appropriated for a portion of the fiscal year and funds for this Agreement are no longer available. This section shall take precedence in the event of a conflict with any other covenant, term, condition, or provision of this Agreement. SECTION 26. PREVAILING WAGES AND DIR REGISTRATION FOR PUBLIC WORKS CONTRACTS 26.1 This Project is not subject to prevailing wages. CONSULTANT is not required to pay prevailing wages in the performance and implementation of the Project in accordance with SB 7 if the contract is not a public works contract, if the contract does not include a public works construction project of more than $25,000, or the contract does not include a public works alteration, demolition, repair, or maintenance (collectively, ‘improvement’) project of more than $15,000. SECTION 27. MISCELLANEOUS PROVISIONS. 27.1. This Agreement will be governed by the laws of the State of California. 27.2. In the event that an action is brought, the parties agree that trial of such action will be vested exclusively in the state courts of California in the County of Santa Clara, State of California. 27.3. The prevailing party in any action brought to enforce the provisio ns of this Agreement may recover its reasonable costs and attorneys' fees expended in connection with that action. The prevailing party shall be entitled to recover an amount equal to the fair market value of legal services provided by attorneys employed by it as well as any attorneys’ fees paid to third parties. 27.4. This document represents the entire and integrated agreement between the parties and supersedes all prior negotiations, representations, and contracts, either written or oral. This document may be amended only by a written instrument, which is signed by the parties. 27.5. The covenants, terms, conditions and provisions of this Agreement will apply to, and will bind, the heirs, successors, executors, administrators, assignees, and consultants of the parties. 27.6. If a court of competent jurisdiction finds or rules that any provision of this Agreement or any amendment thereto is void or unenforceable, the unaffected provisions of this Agreement and any amendments thereto will remain in full force and effect. 27.7. All exhibits referred to in this Agreement and any addenda, appendices, attachments, and schedules to this Agreement which, from time to time, may be referred to in any duly executed amendment hereto are by such reference incorporated in this Agreement and will be deemed to be a part of this Agreement. DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 9 27.8 In the event of a conflict between the terms of this Agreement and the exhibits hereto or CONSULTANT’s proposal (if any), the Agreement shall control. In the case of any conflict between the exhibits hereto and CONSULTANT’s proposal, the exhibits shall control. 27.9 If, pursuant to this contract with CONSULTANT, CITY shares with CONSULTANT personal information as defined in California Civil Code section 1798.81.5(d) about a California resident (“Personal Information”), CONSULTANT shall maintain reasonable and appropriate security procedures to protect that Personal Information, and shall inform City immediately upon learning that there has been a breach in the security of the system or in the security of the Personal Information. CONSULTANT shall not use Personal Information for direct marketing purposes without City’s express written consent. 27.10 All unchecked boxes do not apply to this Agreement. 27.11 The individuals executing this Agreement represent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities. 27.12 This Agreement may be signed in multiple counterparts, which shall, when executed by all the parties, constitute a single binding agreement. DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 10 CONTRACT No. C18172547 SIGNATURE PAGE IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives executed this Agreement on the date first above written. CITY OF PALO ALTO APPROVED AS TO FORM: INTEGRATED DESIGN 360, LLC. Attachments: EXHIBIT “A”: SCOPE OF SERVICES EXHIBIT “B”: SCHEDULE OF PERFORMANCE EXHIBIT “C”: COMPENSATION EXHIBIT “C-1”: SCHEDULE OF RATES EXHIBIT “D”: INSURANCE REQUIREMENTS DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Principal melanie jacobson Professional Services Rev. April 27, 2018 11 EXHIBIT “A” SCOPE OF SERVICES CONSULTANT shall provide professional services for CITY’s Development Services, Utilities, and Public Works departments focusing on programs related to the CITY’s overall sustainability efforts. Programs include but not limited to Green Building, Landscape Plan Review, De- Watering, Deconstruction and Source Separation, Energy Savings, Electrification, Rebates and Incentives, and Commissioning. The CONSULTANT shall manage these programs within the policy framework set forth by the CITY and act with independent judgement to ensure deliverables are met in accordance to the terms of this exhibit. Development Services Department Tasks:  Task 1 - Existing Program Implementation Assistance  Task 2 - Metrics Management and Reporting  Task 3 - Quality Control Maintenance  Task 4 - Develop Green Building Program Process Guides  Task 5 - Green Building Training  Task 6 - Policy Review and Creation  Task 7 - Sustainability Implementation Plan Support to Development Services (Optional) Public Works Department Tasks:  Task 8 - Deconstruction and Source Separation Program Development  Task 9 - Deconstruction and Source Separation Program Implementation (Optional)  Task 10 - Dewatering Monitoring Program Development Utilities Department Tasks:  Task 11 - On-Call Support Services Development Services Department Tasks Task 1 - Existing Program Implementation Assistance Provide program implementation for the existing green and energy reach building program and applicable municipal code. Examples of these tasks may include the items listed below:  Green Building Technical Assistance - Provide green building technical coordination assistance to staff and project applicants. Consultant may specify hours during which technical assistance is available and may elect to provide assistance by phone, email, or over-the counter.  Technical assistance focuses on the CITY’s Green Building and Energy Reach Program and applicable municipal code, local green building and energy policies, compliance processes, forms, handouts, and green building requirements associ ated with planning, plan check, inspection, and green building special inspection. Focus subject areas include the statewide California Green Building Code, the California Energy Code, and reference standards within the associated municipal codes.  Program Efficiency Improvement – Provide suggestions to senior staff for process improvements related to Accela permitting software and green building approvals for planning, plan check, and inspection staff. DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 12  Program Development, Goals, Updates, Implementation – Adjust technical assistance and outreach content based on state and local changes to codes, policies, staff processes, and senior management goals. Task 2 - Metrics Management and Reporting Provide detailed quantitative analysis that measure how effective the CITY’s Green Building and Energy Reach program and applicable municipal code is per the following:  Building Performance Database - Data entry and management for statistics and annual report. Compile Green Building and Energy Reach metrics from building permit applications.  Performance Report - Compile standard report for fiscal year data for Green Building and Energy Reach for annual Performance and SEA Report.  Earth Day Report – Compile standard report for fiscal year data for Annual Earth Day Report. Task 3 - Quality Control Maintenance Perform quality control reviews of existing processes and suggest best practices for tasks identified at various stages of the development process within the Planning and Building Departments, including:  Planner Quality Control – Perform an annual update to the standard Green Building Conditions of Approval template documents.  Project Coordinator Quality Control – Provide an annual quality control review of technical challenges related to the Green Building and Energy Reach code impacting the Project Coordinator staff at the front counter.  Plan Checker Quality Control – Perform a monthly quality control review of five percent of permit applications that trigger the green building and energy reach code requirements in the local municipal code.  Inspector Quality Control – Provide recommended updates to the Green Building Inspection Checklist on an annual basis. Attend a monthly technical analysis meeting to review progress and challenges related to green building inspection. Task 4 - Develop Green Building Program Process Guides Develop clearly defined paths that are user friendly that guide the applicant through the process from start to finish. These paths will be readily accessible either through access to CITY’s Green Building web page and/or handouts that are available for distribution from CITY’s Development Center. Develop content for tutorial-based videos explaining the Green Building process including, requirements, forms, timelines, inspections, etc. Provide voice recording of training material. Video production will be performed by a separate City vendor. Task 5 - Green Building Training Perform two public trainings per year on the Green Building and Energy Reach Program and compliance requirements to be made available to the community and staff. Perform four staff trainings per year on the Green Building and Energy Reach Program and enfor cement requirements. Perform an annual half-day training for Green Building Special Inspectors on local green building and energy reach requirements and enforcement procedures. DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 13 Task 6 - Policy Review and Creation Collaborate with stakeholder groups in the review of existing and creation of new green building and energy reach policies and guidelines that forward the city’s vision to be a leader in sustainable development. CONSULTANT is expected to draw on best in class examples and latest advances in technology to promote this agenda. CONSULTANT shall use exceptional writing and communication skills to craft and articulate these policies and guidelines. Provide project management to develop the technical criteria for the local Green Building Ordinance and local Energy Reach Code ordinance for the 2019 Building Code. Task 7 - Sustainability Implementation Plan Support (Optional) Support staff in completing task items on the Sustainability Implementation Plan (SIP) in the areas of “Energy”, “Water”, and “EV”. Provide support to staff in completing specific tasks on the Sustainability Implementation Plan. Provide coordination and technical support to help staff plan for future endeavors regarding the Sustainability Implementation Plan “Key Actions”. The “Key Actions” assigned to Development Services within the “Sustainability Implementation Plan” not already addressed in this contract are as follows: Energy:  “Encourage voluntary electrification (and mandates) of natural gas appliances”: Feasibility assessment of mandating readiness features building infrastructure.  “ZNE Roadmap: Develop programs for implementation beyond 2020”  “Develop building benchmarking requirements” Electric Vehicles:  “Evaluate incentives, outreach, policies, and financing options to stimulate charging infrastructure and EV ownership/use”: Update policies and guidelines for existing homeowners to promote and expedite EVSE installations in existing buildings as part of routine maintenance.  “Consider requiring EV Readiness and charger installation in existing buildings”: Work with internal and external stakeholders to revise building code language to support future proofing existing buildings for EV.  “Develop a plan for expanding EV charging infrastructure in the public right- of-way and on publicly-owned property”: Review policies and develop a work plan.  “Build public awareness of EV options through communications, outreach, and ride-and-drive events”: Support two annual EV ride-and-drive events, co- sponsored by Utilities and Development Services. Water:  “Develop programs and ordinances to facilitate the use of non-traditional, non- potable water sources (e.g. graywater, storm water, black water, etc.”: Develop a list of potential ordinances and regulatory barriers to expand systems for black water systems.  “Develop a Green Storm Water Infrastructure Plan to better capture and infiltrate storm water back into the hydrologic cycle” Public Works Department Tasks Task 8 - Deconstruction & Source Separation Program Support Develop and adopt increased rigor of the local deconstruction and source separation regulation. Perform technical policy research, develop written strategies, attend coordination meetings, and develop a program phasing schedule for policy implementation. Develop education and outreach DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 14 material and execute a campaign to support community success of the policy implementation. Task 9 - Deconstruction & Source Separation Program Implementation (Optional) Implement the new Deconstruction & Source Separation program in accordance with adopted local Deconstruction & Source Separation regulations. Program implementation shall include, at a minimum: inspections by ICC CALGreen Certified Inspectors; education and outreach material provided to contractors during site visits; and biannual progress reports and associated metrics. Task 10 - Dewatering Monitoring Program Development Create and refine processes and organizational systems for construction site monitoring of local dewatering laws. Visit a limited number of construction sites with an active building permit and monitor dewatering activity as necessary to develop recommendations. Utilities Department Tasks Task 11 - On-Call Support Services Provide on-call technical support and coordination tasks related the Sustainability Implementation Plan (SIP) and the Utilities Strategic Plan. These tasks may be related to the following subject areas: energy efficiency savings associated with permitted projects; technical support for the Code Cycle™ Pilot Program; electrification related support tasks related to electric vehicle chargers permits, checklists, rebates, and incentives; and development of preliminary criteria for an Enhanced Building Commissioning Program. On call support and coordination shall be limited term, project-based services specified in a professional services task order. DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 15 EXHIBIT “B” SCHEDULE OF PERFORMANCE CONSULTANT shall perform the Services so as to complete each task as specified below. The time to complete each milestone may be increased or decreased by mutual written agreement of CONSULTANT and CITY so long as all work is completed within the term of the Agreement. Development Services Department Tasks: Task 1 Existing Program Implementation Assistance Ongoing Task 2 Metric Management and Reporting Report Due Dates Task 3 Quality Control Maintenance Ongoing Task 4 Develop Green Building Program Process Guides Ongoing Task 5 Green Building Training December 31, 2018 & June 30, 2019 Task 6 Policy Review and Creation June 30, 2019 Task 7 Sustainability Implementation Plan Support (Optional) TBD Public Work Department Tasks: Task 8 Deconstruction & Source Separation Program Development Support December 31, 2018 Task 9 Deconstruction & Source Separation Program Implementation (Optional) TBD Task 10 Dewatering Monitoring Program Development Ongoing Utilities Department Tasks: Task 10 On-Call Support Services TBD DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 16 EXHIBIT “C” COMPENSATION The CITY agrees to compensate the CONSULTANT for professional services performed in accordance with the terms and conditions of this Agreement, and as set forth in the budget schedule below. Compensation shall be calculated based on the hourly rate schedule attached as exhibit C-1 up to the not to exceed budget amount for each task set forth below. CONSULTANT shall perform the tasks and categories of work as outlined and budgeted below. The CITY’s Project Manager may approve in writing the transfer of budget amounts between any of the tasks or categories listed below provided the total compensation for Basic Services, including reimbursable expenses, and the total compensation for Additional Services do not exceed the amounts set forth in Section 4 of this Agreement. BUDGET SCHEDULE NOT TO EXCEED AMOUNT Task 1 $94,112. (Existing Program Implementation) Task 2 $32,370. (Metrics Management and Reporting) Task 3 $14,991. (Quality Control Maintenance) Task 4 $12,492. (Green Building Program Process Webpage & Video) Task 5 $18,055. (On-Going Training) Task 6 $23,282. $ (Policy Review and Creation) Task 7 $60,652. (Sustainability Implementation Plan Support) Task 8 $122,675. (Deconstruction & Source Separation Program Support) Task 9 $127,202. (Deconstruction & Source Separation Program Implementation) Task 10 $70,459. (Dewatering Monitoring Program Development) DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 17 Task 11 $30,000. (On-Call Support Services) Sub-total Basic Services $606,291.00 Reimbursable Expenses $0.00 (None) Maximum Total Compensation $606,291.00 REIMBURSABLE EXPENSES The administrative, overhead, secretarial time or secretarial overtime, word processing, photocopying, in-house printing, insurance and other ordinary business expenses are included within the scope of payment for services and are not reimbursable expenses. CITY shall reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for which CONSULTANT shall be reimbursed are: None All requests for payment of expenses shall be accompanied by appropriate backup information. Any expense shall be approved in advance by the CITY’s project manager. ADDITIONAL SERVICES The CONSULTANT shall provide additional services only by advanced, written authorization from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a detailed written proposal including a description of the scope of services, schedule, level of effort, and CONSULTANT’s proposed maximum compensation, including reimbursable expense, for such services based on the rates set forth in Exhibit C-1. The additional services scope, schedule and maximum compensation shall be negotiated and agreed to in writing by the CITY’s Project Manager and CONSULTANT prior to commencement of the services. Payment for additional services is subject to all requirements and restrictions in this Agreement DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 18 EXHIBIT “C-1” SCHEDULE OF RATES Development Services Tasks FY2019 Total Task 1 - Existing Program Implementation $94,112 $94,112 Task 2 - Metrics Management and Reporting $32,370 $32,370 Task 3 - Quality Control Maintenance $14,991 $14,991 Task 4 - Green Building Program Process Webpage & Video $12,492 $12,492 Task 5 - On-Going Training $18,055 $18,055 Task 6 - Policy Review and Creation $23,282 $23,282 Task 7 - Sustainability Implementation Plan Support (Optional) $60,652 $60,652 $255,955 $255,955 Public Works Tasks FY 2019 Total Task 8 - Deconstruction & Source Separation Program Support $122,675 $122,675 Task 9 - Deconstruction & Source Separation Program Implementation (Optional) $127,202 $127,202 Task 10 - Dewatering Monitoring Program Development $70,459 $70,459 $320,336 $320,336 Utilities Department Tasks FY 2019 Total Task 11 - On-Call Support Services (Optional) $30,000 $30,000 $30,000 $30,000 Total Fee FY 2019 Total Total $606,291 $606,291 Hourly Rate Schedule Labor Category FY 2019 Principal $215.25 Senior Program Manager $176.24 Project Manager $136.50 On-Site Technician $95.00 Associate $80.00 DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 19 EXHIBIT “D” INSURANCE REQUIREMENTS CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA. AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED, BELOW: REQUIRED TYPE OF COVERAGE REQUIREMENT MINIMUM LIMITS EACH OCCURRENCE AGGREGATE YES YES WORKER’S COMPENSATION EMPLOYER’S LIABILITY STATUTORY STATUTORY YES GENERAL LIABILITY, INCLUDING PERSONAL INJURY, BROAD FORM PROPERTY DAMAGE BLANKET CONTRACTUAL, AND FIRE LEGAL LIABILITY BODILY INJURY PROPERTY DAMAGE BODILY INJURY & PROPERTY DAMAGE COMBINED. $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 YES AUTOMOBILE LIABILITY, INCLUDING ALL OWNED, HIRED, NON-OWNED BODILY INJURY - EACH PERSON - EACH OCCURRENCE PROPERTY DAMAGE BODILY INJURY AND PROPERTY DAMAGE, COMBINED $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 YES PROFESSIONAL LIABILITY, INCLUDING, ERRORS AND OMISSIONS, MALPRACTICE (WHEN APPLICABLE), AND NEGLIGENT PERFORMANCE ALL DAMAGES $1,000,000 YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES. I. INSURANCE COVERAGE MUST INCLUDE: A. A PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN COVERAGE OR OF COVERAGE CANCELLATION; AND B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY. C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL. II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE AT THE FOLLOWING URL: https://www.planetbids.com/portal/portal.cfm?CompanyID=25569. III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL INSUREDS” A. PRIMARY COVERAGE WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED, INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE ADDITIONAL INSUREDS. DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Professional Services Rev. April 27, 2018 20 B. CROSS LIABILITY THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY. C. NOTICE OF CANCELLATION 1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. 2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF PREMIUM, THE CONSULTANT SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION. VENDORS ARE REQUIRED TO FILE THEIR EVIDENCE OF INSURANCE AND ANY OTHER RELATED NOTICES WITH THE CITY OF PALO ALTO AT THE FOLLOWING URL: HTTPS://WWW.PLANETBIDS.COM/PORTAL/PORTAL.CFM?COMPANYID=25569 OR HTTP://WWW.CITYOFPALOALTO.ORG/GOV/DEPTS/ASD/PLANET_BIDS_HOW_TO.ASP DocuSign Envelope ID: 43BDA368-2BFF-4EC4-A92B-90E05AB6486E Certificate Of Completion Envelope Id: 43BDA3682BFF4EC4A92B90E05AB6486E Status: Completed Subject: Please DocuSign: C18172547 Integrated Design DC Contract.docx Source Envelope: Document Pages: 20 Signatures: 1 Envelope Originator: Certificate Pages: 1 Initials: 0 Christopher Anastole AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 chris.anastole@cityofpaloalto.org IP Address: 12.220.157.20 Record Tracking Status: Original 6/5/2018 5:28:55 PM Holder: Christopher Anastole chris.anastole@cityofpaloalto.org Location: DocuSign Signer Events Signature Timestamp melanie jacobson melanie@integrateddesign360.com Principal melanie jacobson Security Level: Email, Account Authentication (None) Using IP Address: 174.215.43.36 Signed using mobile Sent: 6/5/2018 5:32:16 PM Viewed: 6/5/2018 5:50:59 PM Signed: 6/5/2018 5:54:09 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Khashayar Alaee Khashayar.Alaee@CityofPaloAlto.org Senior Management Analyst City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 6/5/2018 5:54:10 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 6/5/2018 5:54:10 PM Certified Delivered Security Checked 6/5/2018 5:54:10 PM Signing Complete Security Checked 6/5/2018 5:54:10 PM Completed Security Checked 6/5/2018 5:54:10 PM Payment Events Status Timestamps CITY OF PALO ALTO OFFICE OF THE CITY CLERK June 18, 2018 The Honorable City Council Palo Alto, California Adoption of a Resolution Calling a General Municipal Election for Tuesday, November 6, 2018, for Three Council Member Seats RECOMMENDATION: Adopt the attached Resolution calling for a General Municipal Election for three Council seats for November 6, 2018. By motion, direct the City Clerk to use the random name order set by the Secretary of State to determine the order of candidates’ names on the ballot. BACKGROUND: Attached is a Resolution calling a General Municipal Election for three Council Member seats on November 6, 2018, requesting the services of the Santa Clara County Registrar of Voters (Registrar), and requesting consolidation of the General Municipal Election with any other election called for this jurisdiction for this date. This election implements Measure D, a Charter amendment approved by voters in 2014 that changed the number of council member seats from nine to seven, effective January 1, 2019. The Charter requires that the order of candidates’ names on the ballot be determined by lot (Charter Art. VII, Sec. 3). The City Clerk recommends that Council continue prior practice and direct that the Charter requirement be implemented by using the random name order set by the California Secretary of State. Terms of the following Council Members expire on December 31, 2018: Tom Dubois, Eric Filseth, Karen Holman, Greg Scharff, and Cory Wolbach. Council Members Holman and Scharff each will have served two full consecutive terms and are not eligibl e to seek election on the November 6, 2018 ballot. Council Members Tom Dubois, Eric Filseth, and Cory Wolbach each will have served one full term and are eligible to seek election on the November 6, 2018 ballot. The attached Resolution and proposed motion are not projects subject to review under the California Environmental Quality Act (CEQA). RESOURCE IMPACT: The estimated cost of the November 2018 election including the three vacant Council seats, 3 -4 ballot measures, and translation into several lan guages is approximately $125,000. The FY 2019 Budget currently includes funding of $100,000. Page 2 ATTACHMENTS:  Attachment A Resolution Calling General Municpal Election (PDF) Department Head: Beth Minor, City Clerk 1 ****NOT YET APPROVED**** Resolution No. Resolution of the Council of the City Of Palo Alto Calling a General Municipal Election for Three Council Member Seats, Requesting the Services of the Registrar of Voters, and Ordering the Consolidation of the Election R E C I T A L S A. Article III, Section 3, of the Palo Alto City Charter requires that a general municipal election for election of council members be held on the first Tuesday after the first Monday in November of each even-numbered year, that is, November 6, 2018; and B. A statewide election is scheduled to be held on November 6, 2018; elections in certain school districts and special districts in Santa Clara County are also scheduled to be held on that date; and C. Under Part 3 of Division 10 of the Elections Code, beginning at Section 10400, and Education Code Section 5342, elections called by various governing bodies may be partially or completely consolidated; NOW, THEREFORE, the Council of the City of Palo Alto RESOLVES as follows: SECTION 1. Call of Election. A general municipal election is called for the City of Palo Alto to be held on Tuesday, November 6, 2018, for the purpose of electing three (3) council members for full terms (four years). SECTION 2. Request to Consolidate. The Council of the City of Palo Alto requests the governing body of the state and any other political subdivision, or any officers otherwise authorized by law, to partially or completely consolidate such elections and the City Council consents to such consolidation. The Council acknowledges that the election will be held and conducted according to procedures in the Elections Code, including Section 10418. SECTION 3. Request for County Services. Under Section 10002 of the California Elections Code, the Council of the City of Palo Alto requests the Board of Supervisors of Santa Clara County to permit the Registrar of Voters to render services to the City of Palo Alto relating to the conduct of Palo Alto’s General Municipal Election which is called to be held on Tuesday, November 6, 2018. The services shall be of the type normally performed by the Registrar of Voters in assisting the clerks of municipalities in the conduct of elections, including but not limited to checking registrations, mailing ballots, hiring election officers and arranging for polling places, receiving absentee voter ballot applications, mailing and receiving absent voter ballots and opening and counting same, providing and distributing election supplies, and furnishing voting machines. 2 SECTION 4. Consolidation of Measures. The Council of the City of Palo Alto requests the Board of Supervisors of Santa Clara County to include on the ballots and sample ballots, all qualified measures submitted by the City Council to be ratified by the qualified electors of the City of Palo Alto. SECTION 5. Duties of City Clerk. The Palo Alto City Clerk shall do all things required by law to effectuate the November 6, 2018, general municipal election, including but not limited to causing the posting, publication and printing of all notices or other election materials under the requirements of the Charter of the City of Palo Alto and the California Elections and Government Codes. SECTION 6. Contract Authority. Subject to approval of the Board of Supervisors of Santa Clara County, the City Clerk may engage the services of the Registrar of Voters of the County of Santa Clara to aid in the conduct of the November 6, 2018, election including canvassing the returns of that election. The Palo Alto Director of Administrative Services shall pay the cost of contracted services provided that no payment shall be made for services which the Registrar of Voters is otherwise required by law to perform. SECTION 7. Transmittal of Resolution. The City Clerk shall submit a certified copy of this resolution to the Board of Supervisors of the County of Santa Clara. SECTION 8. CEQA. The Council finds that this resolution does not constitute a project subject to the California Environmental Quality Act under Public Resources Code section 21065 or CEQA Guidelines section 15378. INTRODUCED AND PASSED: June 25, 2018 AYES: NOES: ABSTENTIONS: ABSENT: ATTEST: APPROVED: _____________________________ ____________________________ City Clerk Mayor APPROVED AS TO FORM: _____________________________ ____________________________ City Attorney City Manager ____________________________ Director of Administrative Services City of Palo Alto (ID # 9229) City Council Staff Report Report Type: Action Items Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary Title: Adoption of FY 2019 Budget & Municipal Fees Title: PUBLIC HEARING: Adoption of Budget Ordinance for Fiscal Year 2019, Including Adoption of Operating and Capital Budgets and Municipal Fee Schedule From: City Manager Lead Department: Administ rative Services Recommended Motion Staff and the Finance Committee Recommend that the City Council: 1. Adopt the Fiscal Year 2019 Budget Amendment Ordinance (Attachment A), which includes: a. City Manager’s Fiscal Year 2019 Proposed Operating and Capital Budgets, previously distributed at the April 30th City Council meeting (Attachment A, Exhibit 1); b. Amendments to the City Manager’s Fiscal Year 2019 Proposed Operating Budget (Attachment A, Exhibit 2); c. Amendments to the City Manager’s Fiscal Year 2019 Proposed Capital Budget (Attachment A, Exhibit 3); d. Fiscal Year 2019 Proposed Municipal Fee Changes (Attachment A, Exhibit 4); e. Fiscal Year 2019 City Table of Organization (Attachment A, Exhibit 5). 2. Accept the June 30, 2017 actuarial valuation of Palo Alto’s Retiree Healthcare Plan and approve full funding of the annual Actuarially Determined Contributions (ADC) for Fiscal Years 2019 and 2020 3. Approve Amending Salary Schedules for: a. Management and Professional Group (MGMT) (Attachment B) b. Service Employees International Union – Hourly (SEHL) (Attachment C) 4. Potentially provide direction to staff on Finance Committee requested referrals for additional staff work. City of Palo Alto Page 2 EXECUTIVE SUMMARY Per the municipal code, the City Manager is charged with bringing forth a proposed budget that provides a clear and complete financial plan for all City activities proposed for the ensuing budget cycle, or fiscal year. The Fiscal Year (FY) 2019 Proposed Operating and Capital Budgets were transmitted to the City Council on April 30, 2018. These documents represented the planned expenditures and revenues for FY 2019 for the various funds that make up the City’s budget: General Fund, Capital Fund, Enterprise Funds, Internal Service Funds, Special Revenue Funds, and Debt Service Funds. The budget documents contain an overview section with descriptions of each of these fund types, and detailed information for the revenues and expenses for each fund, as well as for each individual department. Throughout the month of May, the Finance Committee conduct ed budget hearings to review the Proposed Operating and Capital Budgets. After an overview of the entire budget process, the Finance Committee went through the Proposed Operating Budget department by department and fund by fund; the Finance Committee revie wed the Proposed Capital Budget with the respective Enterprise Funds as well as by project category in the General Capital Fund. These meetings were open to the public and provided a venue for the Finance Committee to propose amendments to the budget by department by fund. The Finance Committee also discussed utility rates changes, the bi-annual review of the City’s other post-employment benefits (OPEB) retiree healthcare plan benefit, and various fee changes recommended by staff. During these discussions, changes were recommended to the City Manager’s Proposed Budget by both the Finance Committee and staff. At the conclusion of the final hearing, the Finance Committee made the following motion: Recommend that the City Council approve the City Manager’s FY 2019 Proposed Operating and Capital Budgets and FY 2019 Municipal Fee Schedule noting the individual committee member votes on each item considered including the following amendments: 1. Finance Committee recommendation for the continuation of valet services in FY 2019 for the downtown area; 2. The Office of Sustainability would be subsumed within the Office of the City Manager effective November 1, 2018, rescinding the Committee’s initial directive; 3. Finance Committee voted 2:2 on the General Capital Improvement Fund Budget; 4. Finance Committee voted 4:0 to remove funding for the Council Chamber AV Upgrade (TE- 19001) capital improvement budget project understanding that Council has referred review of the project to the Finance Committee tentatively scheduled on June 19, 2018. 5. Staff recommended changes to the Operating, Capital and Municipal Fee Schedule as summarized and outlined in the budget wrap-up memorandum; 6. Recommend a $4 million reduction in FY 2019 budgeted expenses in the General Fund with the impacts to be identified and articulated to the Finance Committee during the remainder of the 2018 calendar year and set aside this funding in a reserve; 7. Recommend the City Council direct Staff to: City of Palo Alto Page 3  Return to the Finance Committee with a work plan and timeline to discuss the $4 million in structural reductions in the General Fund and the impacts of the reduction in expenses when the City Council returns from break, including a discussion of optimizing library hours. Also include discussion regarding the implications of closing the pension gap, at a commensurate 50% level to the General Fund, accounting for rising costs in non-general funds, specifically Enterprise and Other Funds.  Return to Finance with a discussion of the municipal fees discussed during this agenda item. Examples include but are not limited to the review of activities the City currently regulates and evaluate if it is necessary to continue to regulate such activities and review special events fees and policies.  Return to the Finance Committee by August 2018 with a policy discussion on the strategy for prioritizing Capital Improvement Project criteria in the Gas Fund. Approved 4:0 SEPARATE MOTION: Include a review of the requests by the Finance Committee regarding the City Auditor’s Office, rescinding the Committee’s initial directive. Approved 3:1 This report summarizes the actions contained in that motion, as well as the various administrative actions necessary to perform those actions such as changes to the salary schedule and changes to the Table of Organization. As a result of actions recommended in this report, both by staff and the Finance Committee, the total Fiscal Year 2019 Proposed Budget of $704.5 million will increase by $5.4 million, which reflects a 0.77% increase, for a total Fiscal Year 2019 Adopted Budget of $709.9 million. This increase is attributed to the reappropriation of capital projects not anticipated to be completed in FY 2018 and therefore funds recommended to be carried into FY 2019 for the continuation of the projects. This Adopted Budget leaves the City in a fiscally healthy situation and in the General Fund, the Budget Stabilization Reserve (BSR) is at 19.5%, above the Council recommended level of 18.5%, of the General Fund Adopted Budget total expenses. In addition to the adoption of the City’s annual budget, included in this memorandum are referral items for full City Council at the request of the Finance Committee and the acceptance of retiree healthcare plan report. Staff will work to address these items with the Finance Committee and the City Council throughout FY 2019 and incorporate the outcomes of those meetings into the development of the FY 2020 budget if these items are approved here. This report includes the following sections:  Fiscal Year 2019 Finance Committee Budget Balancing & Final Recommended Changes: A summary of the budget balancing process including major changes approved by the Finance Committee and additional recommended adjustments from staff. This is organized by fund type beginning with Citywide, Gen eral Fund, General Capital Fund, City of Palo Alto Page 4 Enterprise Funds, Internal Services Fund, Special Revenue Funds, and Capital Reappropriations.  Table of Organization: A summary of additional changes to the Table of Organization subsequent to the version released April 30, 2018.  Municipal Fee Schedule: A summary of the changes recommended in the City Manager Report #9210 FY 2019 Proposed Municipal Fee Schedule as well as staff revisions made subsequently as part of the Finance Committee hearing on May 23, 2018.  Other Post-Employment Benefits (OPEB) Actuarial Valuation: This report details Palo Alto’s Retiree Healthcare Plan and Annual Actuarially Determined Contributions (ADC) for Fiscal Years 2019 and 2020.  Fiscal Year 2019 Rate Changes (various utilities such as electric): A brief overview of the rate changes recommended as reviewed by the Utilities Advisory Commission and Finance Committee; each of these rate changes are included in the FY 2019 budget assumptions. This section references those changes for informational purposes only; a separate report recommending final rate changes was considered by the City Council on June 11, 2018.  Salary Schedules: A description of all compensation plans and the amendments contained within in order to align with the recommended adj ustments in the FY 2019 Budget as well as limited clean-up actions.  Referral Items for Full City Council at the Request of the Finance Committee: This report details a list of areas that the Finance Committee wished to refer to the full City Council for potential referral to staff. These are areas identified for potentially deeper analysis or alternative funding strategies to be explored over the course of the next fiscal year.  Attachments: Attached to this report are a number of documents as outlined and referenced throughout the recommendation language and the report. In addition, links to all the materials presented throughout the budget process to both the City Council and/or the Finance Committee such as staff reports, At Places Memorandums, presentations made during the budget hearings, and transcripts from Finance Committee Hearings are included. Not included in this CMR is the approval of the GANN Limit. This will be transmitted separately for City Council consideration on June 25, 2018. FISCAL YEAR 2019 FINANCE COMMITTEE BUDGET BALANCING PROCESS & FINAL RECOMMENDED CHANGES During the Finance Committee meetings, the Finance Committee approved staff recommended changes and recommended and approved their own changes. Based on the Finance Committee Budget Hearing deliberations and requested changes during the month of May 2018, as well as changes at the behest of staff, this section aggregates and outlines all the final changes recommended to be made to the FY 2019 Proposed Operating and Capital Budget s distributed City of Palo Alto Page 5 to the City Council on April 30, 2018. These adjustments are outlined in Attachment A, Exhibits 2 and 3. Included below is a summary of the changes across all funds, including the General Fund, accounting for the various approved motions and staff recommendations. All adjustments are outlined in Attachment A, Exhibits 2 and 3, however, below is a summary of changes across all funds and the General Fund accounting for the various actions. FY 2019 Budget General Fund/Citywide (All Funds) ($’s in thousands) General Fund All Funds Revenues Expenses Revenues Expenses Citywide Proposed Budget, released April 30, 2018 $213,717 $213,996 $619,315 $704,467 Finance Committee Approved Amendments Finance Committee Initiated General Fund Expense Reduction $0 ($4,000) $0 ($4,000) Capital Project Elimination: City Council Chambers Upgrade Project (Reserve) (TE -19001)1 $0 $0 ($956) ($2,670) Urban Forest Master Plan $0 $150 $0 $150 Tree Trimming 7 Year Cycle $0 ($150) $0 ($150) Parking Valet Services $0 $0 $0 $290 Staff Initiated Federal Transit Administration Grant $780 $780 $780 $780 City Manager's Office of Sustainability $0 ($70) $0 ($70) Utilities Rate Changes $0 $0 ($2,886) $0 Various Capital Reappropriations $0 $0 $0 $11,087 SUBTOTAL CHANGES FROM FY 2019 PROPOSED BUDGET $780 ($3,290) ($3,062) $5,417 Citywide Proposed Revenue and Expenses (as of June 18th Adoption Hearing) $214,497 $210,706 $616,253 $709,884 1 The City Council Chambers Upgrade Project (Reserve) (TE-19001) was eliminated completely; including transfers from various funds into the Information Technology Fund, recognition of those transfers in the Technology Fund, and project expenses in the Technology Fund. General Fund Throughout the Finance Committee meetings, various minor amendments were proposed by both the Finance Committee and staff in the General Fund. All departmental budgets as amended by the Committee were approved by majority vote (Attachment D outlines specific votes by department). Summary of Recommended Changes to the FY 2019 City Manager Proposed Budget Throughout the FY 2019 Budget Hearings, the Finance Committee members recommended amendments to the FY 2019 City Manager Proposed Budget. Staff has worked to incorporate those directions into the amended budget, and recommended a few additional actions as a result of changes approved by the Finance Committee including: City of Palo Alto Page 6  a $4.0 million decrease in budgeted expenses in the General Fund with additional implications associated with this reduction to be forthcoming during the FY 2019 budget year;  a $780,000 increase in estimated revenues and budgeted expenses for grant funding from the Federal Transit Administration (FTA);  a $70,000 decrease to subsume the Office of Sustainability within the Office of the City Manager, effective November 1, 2018;  a $150,000 reallocation from tree trimming contracts to the Urban Forest Master Plan, maintaining a seven-year trimming cycle and providing ongoing funding for the implementation of the Urban Forest Master Plan;  a net-zero reorganization of Planning and Community Environment authorized staffing levels, in alignment with a study completed with the Human Resources Department. Actions recommended in this report result in a $4.1 million increase in the General Fund Budget Stabilization Reserve (BSR) from the levels proposed in the FY 2019 City Manager Proposed Operating Budget. A BSR of $45.1 million or 21.4 percent of the FY 2019 General Fund Recommended Expenditure budget of $210.7 million would result. This level is above the target level of 18.5 percent as approved by the City Council. However, as outlined in the attachments, $4.0 million of this BSR is reserved pending the Finance Committee review of the implications and actions necessary to achieve $4.0 million in structural reductions in expenses. Once adjusted to exclude this reserve. A BSR of $41.1 million remains or 19.5 percent of the FY 2019 General Fund Expense budget, still above the 18.5 percent City Council approved target. General Capital Improvement Fund At the Finance Committee Budget meetings, the vote on the tentative approval the FY 2019 General Capital Improvement Fund was split, 2:2. The General Capital Improvement Fund recommends a positive fund balance at the end of FY 2019 as well as each year the 2019 -2023 five-year Capital Improvement Plan (CIP); however, there are some assumptions that should be noted. Within the capital budget, the top priority is to fund and complete the nine 2014 Council Infrastructure Plan (IP) projects approved by the City Council in June 2014, which also aligns with the Council’s 2018 Budget and Finance priority to create an infrastructure funding plan. The IP relies on the 2 percent TOT increase approved in 2014 plus revenue from new hotels built after January 2015. The 2019-2023 CIP assumes the opening of new Marriott hotels in FY 2020, and based on this, an additional $3.6 million of annual Transient Occupancy Tax (TOT) funding as well as Certificate of Participation (COP) issuance of $35.2 million is estimated to cover the funding gap for the IP projects. In addition to the Council Infrastructure Plan (IP) projects, there are a number of other significant potential capital projects that have been identified as needs that do not have funding identified. The following are some other potential competing community asset projects: Junior Museum and Zoo rebuild (Phase II); Animal Shelter replacement or renovation; Parks Master Plan implementation. In order to address potential funding gaps in the Council City of Palo Alto Page 7 Infrastructure Plan (IP) projects, allow for more flexibility in the five-year CIP and beyond, and potentially provide funding for unfunded community asset projects and other unforeseen capital needs, the Finance Committee has been discussing the possibility of a ballot measure in November 2018 to be used to generate additional revenue to support infrastructure. Starting on February 6, 2018 and continuing over a series of meetings, the Finance Committee began discussions regarding the Infrastructure Plan and the overall funding strategy to ensure the projects will be completed within the 2019-2023 CIP. This includes funding from a potential ballot measure as well as funding that is anticipated, but has not b een previously recognized or appropriated, like the potential TOT funding from the new Marriott hotels mentioned above. As currently proposed, future years of General Fund transfers and TOT funding are funding a portion of the 2014 Council Infrastructure Plan, however those funds could be dedicated towards these unfunded projects or other priorities if alternative funding sources for the Infrastructure Plan are identified. The only recommended adjustments to the General Capital Improvement Fund included s taff recommended amendments for reappropriations for specific projects outlined in Attachment A, Exhibit 3. Enterprise Funds Adjustments in the Electric and Water Funds primarily resulted from staff -initiated changes that were approved by the Finance Committee. Below is a summary of these adjustments; additional details can be found on Attachment A, Exhibits 2 and 3.  Reductions to revenue estimates in the Electric and Water Funds in alignment with revised rate adjustments approved by the Finance Committee for Water on April 17th (CMR #9158) and for Electric on May 15th (CMR #9143). Based on these adjustments, the overall revenue is expected to decrease by approximately $2.5 million from the FY 2019 Proposed Operating Budget of the Electric Fund and $0.4 million for the Water Fund. More details on revised rate adjustments for Electric and Water, as well as rate adjustments for other utility services, can be found later in the FY 2019 Rate Changes section of this report.  Various reappropriations for ongoing capital improvement projects as discussed are outlined later in this report. Internal Service Funds As directed by the Finance Committee during the May 23, 2018 wrap-up Budget Hearing, the City Council Chambers Upgrade (Reserve) Project (TE-19001) has been eliminated from the Technology Fund. Staff will return to the Finance Committee and the full City Council to discuss the options for the City Council Chambers Upgrade, including the minimum actions necessary from a safety and accessibility perspective, as well as the other options for enhancing the City Council Chambers. City of Palo Alto Page 8 Special Revenue Funds As directed by the Finance Committee during the May 16 ,2018 Budget Hearing, an adjustment of $290,000 is recommended to extend valet parking services in the University Avenue Fund to align with the anticipated opening of the new Downtown Parking Garage. This action would maintain the ability to accommodate up to 135 additional spaces per day and is intended to mitigate parking supply constraints in the downtown parking district area. Capital Reappropriations As described in the FY 2019 Proposed Capital Budget document and discussed during the Finance Committee Budget Hearings, the City Council approved a change in the method of accounting for capital budget reappropriations included in the 2019 -2023 Proposed Capital Improvement Program (CIP). Previously, any unspent capital funds carried forward from one fiscal year to the next automatically, as long as the project was active. As a result of this October 2014 change to the Municipal Code, City Council authorization is now required for reappropriations. The FY 2019 budget process continues this process with the current FY 2019 Proposed Capital Budget including approximately $11.1 million in reappropriated funds, across all funds. In the time since the FY 2019 Proposed Budget figures were developed, departme nts have further refined current year estimates and the reappropriation amounts built into the proposed CIP. Additional reappropriation adjustments are recommended as part of this wrap - up memorandum in order to update the FY 2019 Capital Budget with curren t, more refined estimated activity levels in Fiscal Year 2018. Cumulatively, this re-review of projects has resulted in staff’s recommendation to increase the Fiscal Year 2019 Proposed Budget by a total of $11.1 million, from $211.7 million to $222.8 million. Fund Recommended Fiscal Year 2019 Funding Adjustment Capital Improvement Fund 7,560,500 Cubberley Property Infrastructure Fund (370,000) Electric Fund 3,502,000 Gas Fund 150,000 Technology Fund (200,000) Vehicle Replacement Fund (565,000) Wastewater Treatment Fund (362,000) Water Fund 971,000 Total All Funds $11,086,500 These adjustments, as outlined by project in Attachment A, Exhibit 3, combined with those outlined in the FY 2019 Proposed Capital Budget will ensure that funds are available at the onset of Fiscal Year 2019 for projects that have experienced delays in the current year and will reduce the Fiscal Year 2019 Proposed Budget for projects that experienced higher than City of Palo Alto Page 9 anticipated expenditure levels within Fiscal Year 2018. In total , reappropriations of an estimated $47.7 million remain below those assumed in the FY 2018 Adopted Capital Budget of $60.9 million. TABLE OF ORGANIZATION There were no changes to the authorized position levels by fund through the Finance Committee Budget hearings. However, certain changes to the Table of Organization were recommended by staff in the wrap -up memorandum to perform a reorganization in the Planning and Community Environment Department. This reorganization is being conducted to enhance succession planning and professional development efforts in the department. An updated Table of Organization is included as Attachment A, Exhibit 5. Necessary adjustments to the Management Professional Salary Schedule are included separately as Attachment B and discussed in more detail below. RETIREE MEDICAL, OTHER POST-EMPLOYMENT BENEFITS (OPEB) ACTUARIAL VALUATION On May 15, 2018 the Finance Committee recommended that the City Council review and accept the June 30, 2017 actuarial valuation of Palo Alto’s Retiree Healthcare Plan and Annual Actuarially Determined Contributions (ADC) for Fiscal Years 2019 and 2020. Bi-annually staff contracts with an actuary firm which provides an actuarial report detailing the latest status of the City of Palo Alto’s Retiree Healthcare plans for employees and retirees. The analysis is used to determine the City’s retiree healthcare liability and the annual ADC to the trust. In addition, the report details funding status, results of assumptions such as discount rate (DR), health care plan premiums, and projected future healthcare costs. Staff has incorporated the results of this actuarial valuation into the City Manager’s Proposed FY 2019 Budget. The FY 2019 Budget includes $16.0 million for Retiree Healthcare based on the ADC. For full details, refer to City Manager Report #9213 and the corresponding At-Places Memorandum detailing the summary: https://www.cityofpaloalto.org/civicax/filebank/documents/65134 . MUNICIPAL FEE SCHEDULE On May 16, 2018 the Finance Committee recommended that the City Council adopt the changes to the Fiscal Year 2019 Proposed Municipal Fee Schedule with amendments (Attachment A, Exhibit 4). Major changes made to the Fiscal Year 2019 Proposed Municipal Fee Schedule include a 2.6% percent fee increase for average salary and benefits and adjustments to achieve cost recovery levels per the guidelines approved by the City Council, and adjustments to Planning and Community Environment Impact Fees in accordance with prior City Council resolutions. As detailed in the attached, the Finance Committee approved the addition of 10 new fees, the deletion of 31 fees, and the adjustment of 163 fees by a rate other than 2.6% to adjust for cost recovery levels, align with market value, or capture other technical adjustments. City of Palo Alto Page 10 At the May 16, 2018 Finance Committee meeting, staff recommended an additional adjustment that was inadvertently omitted from the FY 2019 Proposed Municipal Fee Schedule Staff Report (CMR #9210). Staff proposed to increase the Comprehensive Plan Maintenance Fee from $0.55 to $1.08 per $1,000 of construction valuation in alignment with recommendations of the Development Services Department Fee Study completed in FY 2018. Also included in this report are minor changes from those actions approved by the Finance Committee. Details of these additional recommended changes are outlined below.  Wireless Permits: Staff recommends that fee titles in this group are revised to clarify that fee amounts are an initial deposit and subject to further collection, consistent with current practice. The language has been revised to include the words “initial deposit”: o Tier 1: Minor ARB: $3,158 initial deposit plus any applicable Other Application fees o Tier 2: Conditional Use Permit: $6,799 initial deposit plus any applicable Other Application fees o Tier 3: Major ARB: $7,220 initial deposit plus any applicable Other Application fees  Southgate RPP – Full Price Employee Parking Permit: Staff recommends a minor adjustment to the fee amount from $182.50 to $187.50 per year. This fee is new for FY 2019 and was inadvertently listed at a lower price in the initial presentation of the Municipal Fees. This fee is intended to align with Evergreen Park/Mayfield prices for employee permits at the conclusion of the pilot period, ending September 30, 2018 . Additionally, the Finance Committee requested fee-based General Fund revenue data during the Municipal Fee discussion at the May 16th meeting. The Finance Committee specifically asked to examine the level of revenue adjustments programmed into the FY 201 9 Proposed Budget in the General Fund as a result of fee changes. Overall, fee -based revenue for FY 2019 is approximately $31.6 million. This represents an increase of 11% or approximately $3.0 million from FY 2018 with the primary driver of that increase assuming the renovated golf course will be open for 12 months during FY 2019. FISCAL YEAR 2019 RATE CHANGES From March through May 2018, the Utilities Advisory Commission and Finance Committee received and reviewed various utility financial plans, transfer requests, and rate changes recommended by staff. Adoption of the resolutions to approve rate adjustments for FY 2019 is scheduled to be considered by the City Council on June 11 th. For full details, refer to City Manager Report #9276, which outlines the actions requested, transmits the relevant resolutions, and requests City Council approval and adoption. Below is a brief summary of the proposed rate adjustments for various utilities. City of Palo Alto Page 11 Rate Changes  Electric: For FY 2019, a 6% overall rate increase is proposed. Beyond FY 2019, annual increases between 0% and 3% are projected through FY 2023. For more information, see CMR #9158, approved by the Finance Committee on May 15, 2018. Gas: For FY 2019, a 4% overall rate increase is proposed. Beyond FY 2019, annual increases between 4% and 8% are projected through FY 2023. For more information, see CMR #9157, approved by the Finance Committee on May 15, 2018.  Wastewater Collections: For FY 2019, an 11% overall rate increase is proposed. Beyond FY 2019, annual increases between 4% and 12% are projected through FY 2023. For more information, see CMR #9016, approved by the Finance Committee on April 3, 2018.  Water: For FY 2019, a 3% overall rate increase is proposed. Beyond FY 2019, annual increases between 4% and 7% are projected annually through FY 2023. For more information, see CMR #9143, approved by the Finance Committee on April 17, 2018.  Storm Water and Surface Water Drainage: For FY 2019, a 2.9% increase based on the annual Consumer Price Index (CPI) change in the San Francisco Bay Area is proposed. For more information, see CMR #9074, approved by the Finance Committee on April 17, 2018. Dark Fiber: For FY 2019, a 2.9% increase for the EDF-1 and EDF-2 rates is proposed. Future year adjustments will continue to be based on year -to-year change in the CPI in the San Francisco Bay Area. SALARY SCHEDULES In addition to the approval of the Table of Organization, the changes in the Fiscal Year 2019 City Manager’s Budget result in amendments to two of the City’s employee group’s salary schedules. These reflect changes to classification compensations or changes to add or amend current job classifications for these employee groups. Below is a summary of the recommended changes: Management and Professional Group (MGMT) (Attachment B):  Increasing the range for the Accountant and Sr Accountant series by 5%  Retitling the “Chief Planning Official” classification to “Division Manager Planning” Service Employees International Union - Hourly (SEHL) (Attachment C):  Minor salary corrections as requested by the Human Resources Department REFERRAL ITEMS FOR FULL CITY COUNCIL AT THE REQUEST OF THE FINANCE COMMITTEE City of Palo Alto Page 12 The Finance Committee approved a motion on May 23, 2018 to recommend that the full City Council refer the following items to staff for further review. A motion by the full City Council would be necessary to refer these items to staff.  Return to the Finance Committee with a work plan and timeline to discuss the $4 .0 million in structural reductions in the General Fund and the impacts of the reduct ion in expenses when the City Council returns from break, including a discussion of optimizing library hours. Also include discussion regarding the implications of closing the pension gap, at a commensurate 50% level to the General Fund, accounting for ris ing costs in non-general funds, specifically Enterprise and Other Funds.  Return to Finance Committee with a discussion of the municipal fees discussed during this agenda item. Examples include but are not limited to the review of activities the City currently regulates and evaluate if it is necessary to continue to regulate such activities and review special events fees and policies.  Return to the Finance Committee by August 2018 with a policy discussion on the strategy for prioritizing Capital Improvement Project criteria in the Gas Fund. RESOURCE IMPACT This report summarizes and seeks the City Council approval of the FY 2019 Operating and Capital Budgets, the supporting fee schedules, and salary schedules in order to support the projections and appropriations included. The approval of the City Manager’s FY 2019 Capital and Operating Budget as recommended to be amended in this report would result in the appropriation of funds for these services and programs to be completed during the 2019 Fiscal Year. The $4.0 million reduction in the General Fund will most likely impact the level and delivery of services. ENVIRONMENTAL REVIEW Adoption of the attached Financial Plans and budgeted transfers does not meet the California Environmental Quality Act’s definition of a project, pursuant to Public Resources Code Section 21065 and CEQA Guidelines Section 15378(b)(4) and (5), because it is a governmental fiscal and administrative activity which will not cause a direct or indirect physical change in the environment. After reviewing the staff report and all attachments presented to City Council, the City Council incorporates these documents herein and finds that sufficient evidence has been presented setting forth with specificity the basis for this claim of CEQA exemption. Attachments:  Attachment A - Fiscal Year 2019 Budget Adoption Ordinance  Attachment A, Exhibit 1 - City Manager's Fiscal Year 2019 Proposed Operating and Capital Budgets City of Palo Alto Page 13  Attachment A, Exhibit 2 - Amendments to the City Manager's Fiscal Year 2019 Proposed Operating Budget  Attachment A, Exhibit 3 - Amendments to the City Manager's Fiscal Year 2019 Proposed Capital Budget  Attachment A, Exhibit 4 - Fiscal Year 2019 Proposed Municipal Fee Changes  Attachment A, Exhibit 5 - FY 2019 Revised Table of Organization  Attachment B - Management and Professional Group (MGMT)  Attachment C - Service Employees International Union - Hourly (SEHL)  Attachment D - Summary of Budget Hearing Motions  Attachment E - Fiscal Year 2019 Finance Committee Budget Proceedings  Attachment F - Public Letters to Council 1 ORDINANCE NO. XXXX ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO ADOPTING THE BUDGET FOR FISCAL YEAR 2019 SECTION 1. The Council of the City of Palo Alto finds and determines as follows: A. Pursuant to the provisions of Section 6(g) of Article IV of the Charter of the City of Palo Alto and Chapter 2.28 of the Palo Alto Municipal Code, the City Manager has prepared and submitted to the City Council, by letter of transmittal, a budget proposal for Fiscal Year 2019; and B. Pursuant to the provisions of Section 12 of Article III of the Charter, the Council did, on June 18, 2018, hold public hearings on the budget after publication of notice in accordance with Section 2.28.070 of the Palo Alto Municipal Code; and C. In accordance with the provisions of Chapter 8 of Division 1, of Title 7, commencing with Section 66016 of the Government Code, as applicable, the Council did on June 18, 2018, hold a public hearing on the proposed amendments to the Municipal Fee Schedule, after publication of notice and after availability of the data supporting the amendments was made available to the public at least 10 days prior to the hearing. SECTION 2. Pursuant to Chapter 2.28 of the Palo Alto Municipal Code, the following documents, collectively referred to as “the budget” are hereby approved and adopted for Fiscal Year 2019: (a) The budget document (Exhibit “1”) containing the proposed operating and capital budgets submitted on April 30, 2018, by the City Manager for Fiscal Year 2019, entitled “City of Palo Alto - City Manager’s Fiscal Year 2019 Proposed Budget” covering General Government Funds, Enterprise Funds, Special Revenue Funds, and Internal Service Funds, a copy of which is on file in the Department of Administrative Services, to which copy reference is hereby made concerning the full particulars thereof, and by such reference is made a part hereof; and (b) The Amendments to the City Manager’s Fiscal Year 2019 Proposed Budget, attached hereto as Exhibit “2” and Exhibit “3”, and made a part hereof; and (c) Fee changes of the Municipal Fee Schedule attached hereto as Exhibit “4”; and ATTACHMENT A 2 (d) Changes and revised pages in the Table of Organization, as displayed on pages 477 through 494 in “Exhibit 1,” and amended in Exhibit “5” made a part hereof; and SECTION 3. The sums set forth in the budget for the various departments of the City, as herein amended, are hereby appropriated to the uses and purposes set forth therein. SECTION 4. All expenditures made on behalf of the City, directly or through any agency, except those required by state law, shall be made in accordance with the authorization contained in this ordinance and the budget as herein amended. SECTION 5. Appropriations for the Fiscal Year 2018 that are encumbered by approved purchase orders and contracts for which goods or services have not been received or contract completed, and/or for which all payments have not been made, by the last day of the Fiscal Year 2018 shall be carried forward and added to the fund or department appropriations for Fiscal Year 2019. SECTION 6. The City Manager is authorized and directed to make changes in the department and fund totals and summary pages of the budget necessary to reflect the amendments enumerated and aggregated in the budget as shown in Exhibit “2” and Exhibit “3” and the Fiscal Year 2018 appropriations carried forward as provided in Section 5. SECTION 7. As specified in Section 2.04.320 of the Palo Alto Municipal Code, a majority vote of the City Council is required to adopt this ordinance. SECTION 8. As specified in Section 2.28.140(b) of the Palo Alto Municipal Code, the Council of the City of Palo Alto hereby delegates the authority to invest the City’s funds to the Director of Administrative Services, as Treasurer, in accordance with the City’s I nvestment Policy for Fiscal Year 2019. SECTION 9. The Council of the City of Palo Alto adopts the changes to the Municipal Fee Schedule as set forth in Exhibit “4”. The amount of the new or increased fees and charges is no more than necessary to cover the reasonable costs of the governmental activity, and the manner in which those costs are allocated to a payer bears a fair and reasonable relationship to the payer’s burden on, or benefits received from, the governmental activity. All new and increased fees shall go into effect immediately; provided that pursuant to Government Code Section 66017, all Planning & Community Environment Department and Development Services Department fees relating to a “development project” as defined in Government Code Sectio n 66000 shall become effective sixty (60) days from the date of adoption. ATTACHMENT A 3 SECTION 10. Fees in the Municipal Fee Schedule are for government services provided directly to the payor that are not provided to those not charged. The amount of this fee does not exceed the reasonable costs to the City of providing the services. Consequently, pursuant to Art. XIII C, Section 1(e)(2), such fees are not a tax. SECTION 11. As provided in Section 2.04.330 of the Palo Alto Municipal Code, this ordinance shall become effective upon adoption. SECTION 12. The Council of the City of Palo Alto hereby finds that this is not a project under the California Environmental Quality Act and, therefore, no environmental impact assessment is necessary. INTRODUCED AND PASSED: Enter Date Here AYES: NOES: ABSENT: ABSTENTIONS: NOT PARTICIPATING: ATTEST: _________________________ ___________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: City Attorney City Manager Director of Administrative Services ATTACHMENT A Fiscal Year 2019 City Manager’s Proposed Operating & Capital Budget, & Municipal Fees These documents were originally distributed on April 30, 2018. Printed copies are available upon request for $29 per book (FY 2018 fee). These documents may be viewed at any City of Palo Alto Library or the City’s website: www.cityofpaloalto.org/gov/depts/asd/budget.asp Changes to the Municipal Fee Schedule were distributed in Council Packet on May 16, 2018. The City Manager’s Staff Report can be viewed on the City’s website: http://www.cityofpaloalto.org/civicax/filebank/documents/65035 - At Places memorandum: Other Post-Employment Benefits (OPEB) https://www.cityofpaloalto.org/civicax/filebank/documents/65134 In addition, various at places memorandum and presentations were presented throughout the Finance Committee Hearings in May 2018 to provide additional information. These documents can be found on the City’s website under “FY 2019 Budget Hearings”: http://www.cityofpaloalto.org/gov/depts/asd/budget.asp ATTACHMENT A, EXHIBIT 1 Department Adjustment Adjustment GENERAL FUND (102) City Manager Office Federal Transit Administration Grant This action recognizes anticipated grant funding from the Federal Transit Administration (FTA) for a research project in collaboration with local agencies and two ‘Mobility as a Service’ providers to evaluate approaches to reducing single occupancy vehicle trips. The first contractual agreements are anticipated to be ready for City Council review and approval before the end of FY 2018; necessary appropriation actions for FY 2018 will be brought forward at that time as appropriate. 780,000$ 780,000$ Non‐ Departmental General Fund Structural Reduction Consistent with the Finance Committee recommendation on May 23, 2018, this action reduces budgeted expenses in the General Fund by $4 million with the impacts to be identified and articulated to the Finance Committee during the remainder of the 2018 calendar year. ‐$ (4,000,000)$ Office Of Sustainability City Manager's Office of Sustainability Consistent with the Finance Committee recommended revisions approved on May 15th, 2018, this action shifts 0.75 Management Analyst, funding for contracts and support, and allocated charges from the Office of Sustainability to the City Manager’s Office and defunds 1.0 Chief Sustainability Officer position effective November 1, 2018. The Fiscal Year 2019 Proposed Operating Budget had included a recommendation to defund the position effective December 31, 2018. The additional savings from defunding the position two months earlier and reducing the contract services budget would be $70,000. ‐$ (70,000)$ Public Works Urban Forest Master Plan Consistent with the Finance Committee recommended revisions approved on May 23, 2018, this action funds the estimated annual costs of implementing the Urban Forest Master Plan (UFMP) on an ongoing basis. Council adopted the UFMP on May 11, 2015 which was to be funded by establishing appropriate funding levels during the annual budget process based on timeline and staffing resources. During the May 16, 2018 Budget Hearing the Finance Committee recommended that Staff fund implementation of the UFMP on an ongoing basis. ‐$ 150,000$ Public Works Tree Trimming Contract Alignment Consistent with the Finance Committee recommended revisions approved on May 23, 2018, this action aligns the tree‐trimming contract expenses with the 7‐year cycle. Staff assessed the progress of the tree trimming cycle and determined it is being completed more efficiently than previously anticipated, effectively achieving better than the target 7‐year cycle. Therefore, staff recommended reducing the funding allocated for the tree trimming contract by $150,000 and continue maintaining the 7 year trimming cycle while reallocating this funding on an ongoing basis to fund the Urban Forest Master Plan as recommended by the Finance Committee on May 16th, 2018. ‐$ (150,000)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. Primarily this increases the Budget Stabilization Reserve, however, these funds are recommended to be set aside pending the direction from the City Council on recommendations of $4 million in structural expense reductions as referred by the Finance Committee during the budget hearing in May 2018. ‐$ 4,070,000$ GENERAL FUND (102) SUBTOTAL 780,000$ 780,000$ CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 PROPOSED BUDGET Revenues Expenses ATTACHMENT A, EXHIBIT 2 Attachment A Exhibit 2, Page 1 Department Adjustment Adjustment GENERAL FUND CAPITAL IMPROVEMENT FUND (471) Capital Capital Improvement Project Adjustments This action reflects the combined impact from adjustments to projects as outlined in Attachment A, Exhibit 2. ‐$ 7,560,500$ Capital Adjustment to Fund Balance This action decreases the fund balance to offset adjustments recommended in this report. ‐$ (7,560,500)$ GENERAL FUND CAPITAL IMPROVEMENT FUND (471) SUBTOTAL ‐$ ‐$ CUBBERLY PROPERTY INFRASTRUCTURE FUND (472) Capital Capital Improvement Project Adjustments This action reflects the combined impact from adjustments to projects as outlined in Attachment A, Exhibit 2. ‐$ (370,000)$ Capital Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. ‐$ 370,000$ SUBTOTAL ‐$ ‐$ CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 PROPOSED BUDGET Revenues Expenses ATTACHMENT A, EXHIBIT 2 Attachment A Exhibit 2, Page 2 Department Adjustment Adjustment ENTERPRISE FUNDS AIRPORT FUND (530) Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing this action eliminates the transfer from the Airport Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (7,847)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. ‐$ 7,847$ AIRPORT FUND (530) SUBTOTAL ‐$ ‐$ ELECTRIC FUND (513 & 523) Capital Capital Improvement Project Adjustments This action reflects the combined impact from adjustments to projects as outlined in Attachment A, Exhibit 2. ‐$ 3,502,000$ Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing, this action eliminates the transfer from the Electric Funds to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (229,659)$ Utilities Electric Rate Changes This action reflects the impact of FY 2019 rate adjustment changing from 8% to 6%. Revenue estimates included in the FY 2019 Proposed Operating Budget were based on 8% rate increase. After review by the Utilities Advisory Commission and the Finance Committee, a 6% rate increase is recommended for FY 2019. (2,408,775)$ ‐$ Utilities Adjustment to Fund Balance This action decreases the fund's operations and CIP reserves to offset adjustments recommended in this report. ‐$ (5,681,116)$ ELECTRIC FUND (513 & 523) SUBTOTAL (2,408,775)$ (2,408,775)$ FIBER OPTICS FUND (533) Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing, this action eliminates the transfer from the Fiber Optics Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (14,715)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. ‐$ 14,715$ FIBER OPTICS FUND (533) SUBTOTAL ‐$ ‐$ CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 PROPOSED BUDGET Revenues Expenses ATTACHMENT A, EXHIBIT 2 Attachment A Exhibit 2, Page 3 Department Adjustment Adjustment ENTERPRISE FUNDS AIRPORT FUND (530) Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing this action eliminates the transfer from the Airport Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (7,847)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. ‐$ 7,847$ AIRPORT FUND (530) SUBTOTAL ‐$ ‐$ CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 PROPOSED BUDGET Revenues Expenses ATTACHMENT A, EXHIBIT 2 GAS FUND (514 & 524) Capital Capital Improvement Project Adjustments This action reflects the combined impact from adjustments to projects as outlined in Attachment A, Exhibit 2. ‐$ 150,000$ Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing, this action eliminates the transfer from the Gas Funds to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (112,308)$ Utilities Adjustment to Fund Balance This action decreases the fund's CIP reserve and increases the operations reserve to offset adjustments recommended in this report. ‐$ (37,692)$ GAS FUND (514 & 524) SUBTOTAL ‐$ ‐$ Attachment A Exhibit 2, Page 4 Department Adjustment Adjustment ENTERPRISE FUNDS AIRPORT FUND (530) Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing this action eliminates the transfer from the Airport Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (7,847)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. ‐$ 7,847$ AIRPORT FUND (530) SUBTOTAL ‐$ ‐$ CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 PROPOSED BUDGET Revenues Expenses ATTACHMENT A, EXHIBIT 2 REFUSE FUND (525) Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing this action eliminates the transfer from the Refuse Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (63,468)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. ‐$ 63,468$ REFUSE FUND (525) SUBTOTAL ‐$ ‐$ Attachment A Exhibit 2, Page 5 Department Adjustment Adjustment ENTERPRISE FUNDS AIRPORT FUND (530) Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing this action eliminates the transfer from the Airport Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (7,847)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. ‐$ 7,847$ AIRPORT FUND (530) SUBTOTAL ‐$ ‐$ CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 PROPOSED BUDGET Revenues Expenses ATTACHMENT A, EXHIBIT 2 STORM DRAINAGE FUND (528) Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing this action eliminates the transfer from the Storm Drainage Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (27,771)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. ‐$ 27,771$ STORM DRAINAGE FUND (528) SUBTOTAL ‐$ ‐$ WASTEWATER COLLECTION FUND (527) Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing, this action eliminates the transfer from the Wastewater Collection Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (60,267)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. ‐$ 60,267$ WASTEWATER COLLECTION FUND (527) SUBTOTAL ‐$ ‐$ Attachment A Exhibit 2, Page 6 Department Adjustment Adjustment ENTERPRISE FUNDS AIRPORT FUND (530) Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing this action eliminates the transfer from the Airport Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (7,847)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. ‐$ 7,847$ AIRPORT FUND (530) SUBTOTAL ‐$ ‐$ CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 PROPOSED BUDGET Revenues Expenses ATTACHMENT A, EXHIBIT 2 WASTEWATER TREATMENT FUND (526) Capital Capital Improvement Project Adjustments This action reflects the combined impact from adjustments to projects as outlined in Attachment A, Exhibit 2. ‐$ (362,000)$ Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing, this action eliminates the transfer from the Wastewater Treatment Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (277,455)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset adjustments recommended in this report. ‐$ 639,455$ WASTEWATER TREATMENT FUND (526) SUBTOTAL ‐$ ‐$ WATER FUND (522) Capital Capital Improvement Project Adjustments This action reflects the combined impact from adjustments to projects as outlined in Attachment A, Exhibit 2. ‐$ 971,000$ Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing, this action eliminates the transfer from the Water Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (97,365)$ Utilities Water Rate Changes This action reflects the impact of FY 2019 rate adjustment changing from 4% to 3%. Revenue estimates included in the FY 2019 Proposed Operating Budget were based on 4% rate increase. After review by the Finance Committee, a 3% rate increase is recommended for FY 2019. (379,269)$ ‐$ Fund Balance Adjustment to Fund Balance This action decreases the fund's operations and CIP reserves to offset adjustments recommended in this report. ‐$ (1,252,904)$ WATER FUND (522) SUBTOTAL (379,269)$ (379,269)$ Attachment A Exhibit 2, Page 7 Department Adjustment Adjustment INTERNAL SERVICE FUNDS INFORMATION TECHNOLOGY FUND (682) Capital Capital Improvement Project Adjustments This action reflects the combined impact from adjustments to projects as outlined in Attachment A, Exhibit 2. (955,754)$ (1,513,708)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset the net changes resulting from the actions recommended in this report. ‐$ 557,954$ INFORMATION TECHNOLOGY FUND (682) SUBTOTAL (955,754)$ (955,754)$ PRINTING & MAILING SERVICES FUND (683) Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing this action eliminates the transfer from the Printing & Mailing Services Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (6,395)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset the net changes resulting from the actions recommended in this report. ‐$ 6,395$ PRINTING & MAILING SERVICES FUND (683) SUBTOTAL ‐$ ‐$ VEHICLE REPLACEMENT & MAINTENANCE FUND (681) Capital Capital Improvement Project Adjustments This action reflects the combined impact from adjustments to projects as outlined in Attachment A, Exhibit 2. ‐$ (565,000)$ Operating Transfers ‐ Out City Council Chambers Upgrade (Reserve) (TE‐19001) Project Elimination As directed by the Finance Committee during the May 2018 FY 2019 Budget hearing this action eliminates the transfer from the Vehicle Replacement and Maintenance Fund to the Technology Fund that was included in the FY 2019 Proposed Budget for the City Council Chambers Upgrade project. ‐$ (58,504)$ Fund Balance Adjustment to Fund Balance This action increases the fund balance to offset the net changes resulting from the actions recommended in this report. ‐$ 623,504$ VEHICLE REPLACEMENT & MAINTENANCE FUND (681) SUBTOTAL ‐$ ‐$ CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 PROPOSED BUDGET Revenues Expenses ATTACHMENT A, EXHIBIT 2 Attachment A Exhibit 2, Page 8 Department Adjustment Adjustment SPECIAL REVENUE FUNDS UNIVERSITY AVENUE PARKING PERMITS FUND (236) Planning & Community Environment Parking Valet Services Consistent with the Finance Committee recommended revisions approved in May 2018, this action increases funding for the extension of valet parking services through FY 2019 to more closely align with the anticipated opening of the new Downtown parking garage. ‐$ 290,000$ Fund Balance Ending Fund Balance This action decreases the fund balance to offset the actions recommended in this report. ‐$ (290,000)$ UNIVERSITY AVENUE PARKING PERMITS FUND (236) SUBTOTAL ‐$ ‐$ CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 PROPOSED BUDGET Revenues Expenses ATTACHMENT A, EXHIBIT 2 Attachment A Exhibit 2, Page 9 Project Title Number Revenue Expense Comments Internal Alarm System Replacement PD‐14000 $ (43,500) Adjust for reappropriation based on revised projected project completion status through FY 2018. Civic Center Waterproofing Study and Repairs PE‐15020 $ 455,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. City Hall Floor 4 Remodel PE‐17008 $ 445,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. New California Avenue Area Parking Garage PE‐18000 $ (375,000) Adjust for reappropriation based on revised projected project completion status through FY 2018. Parking Lot J Elevator Modernization PF‐18000 $ (700,000) Adjust for reappropriation based on revised projected project completion status through FY 2018. Safe Routes to School PL‐00026 $ 121,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Bicycle and Pedestrian Plan Implementation Project PL‐04010 $ 2,000,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Traffic Signal and Intelligent Transportation System PL‐05030 $ 200,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Churchill Avenue Enhanced Bikeway PL‐14000 $ 750,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Embarcadero Road at El Camino Real Improvements PL‐15001 $ 4,480,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Downtown Automated Parking Guidance Systems, Access Controls, and Revenue PL‐15002 $ 64,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Residential Preferential Parking PL‐15003 $ 54,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Quarry Road Improvements PL‐16000 $ 110,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Total $ ‐ $ 7,560,500 ADDITIONAL APPROPRIATIONS Cubberley Roof Replacement CB‐16002 $ (220,000) Adjust for reappropriation based on revised projected project completion status through FY 2018. Cubberley Repairs CB‐17001 $ (150,000) Adjust for reappropriation based on revised projected project completion status through FY 2018. Total $ ‐ $ (370,000) Utility Site Security Improvements EL‐04012 $ 60,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Rebuild Underground District 24 EL‐10006 $ 585,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Rebuild Underground District 15 EL‐11003 $ 95,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Rebuild Underground District 19 EL‐11008 $ 115,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Underground District 47‐Middlefield, Homer, Webster, Addison EL‐11010 $ 500,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Underground District 46 ‐ Charleston/El Camino Real EL‐12001 $ 785,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. CAPITAL IMPROVEMENT FUND ELECTRIC FUND CUBBERLY PROPERTY INFRASTRUCTURE FUND ATTACHMENT A, EXHIBIT 3 CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 CAPITAL BUDGET Attachment A Exhibit 3, Page 1 Project Title Number Revenue Expense Comments ATTACHMENT A, EXHIBIT 3 CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 CAPITAL BUDGET Relocate Quarry/Hopkins Substation 60Kv Lin (A&B) EL‐13002 $ (100,000) Adjust for reappropriation based on revised projected project completion status through FY 2018. Underground Distribution System Security EL‐13007 $ 300,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Upgrade Electric Estimating System EL‐13008 $ 75,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Coleridge/Cowper/Tennyson 4/12Kv Conversion EL‐14000 $ 50,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Maybell 1&2 4/12kV Conversion EL‐14004 $ 50,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Reconfigure Quarry Feeders EL‐14005 $ 75,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Rebuild Underground District 26 EL‐16000 $ 99,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Underground System Rebuild EL‐16001 $ 245,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Substation Security EL‐16003 $ (200,000) Adjust for reappropriation based on revised projected project completion status through FY 2018. Rebuild Underground District 23 EL‐17000 $ 50,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. East Meadows Circles 4/12Kv Conversion EL‐17001 $ 48,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. VA Hospital Customer Load Requirements EL‐17003 $ 100,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. HCB Pilot Wire Relay Replacement EL‐17005 $ 185,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Facility Relocation for Caltrain Modernization Project EL‐17007 $ 385,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Total $ ‐ $ 3,502,000 Gas Equipment and Tools GS‐13002 $ 150,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Total $ ‐ $ 150,000 Public Safety Computer‐Aided Dispatch Replacement TE‐09000 $ 200,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. City Council Chambers Upgrade (Reserve) TE‐19001 $ (955,754) $ (1,713,708) As directed by the Finance Committee on May 16th, 2018, this action eliminates the City Council Chambers Upgrade (Reserve) project. Total $ (955,754)$ (1,513,708) Scheduled Vehicle and Equipment Replacement ‐ Fiscal Year 2017 VR‐17000 $ (565,000) Adjust for reappropriation based on revised projected project completion status through FY 2018. Total $ ‐ $ (565,000) GAS FUND VEHICLE REPLACEMENT FUND TECHNOLOGY FUND Attachment A Exhibit 3, Page 2 Project Title Number Revenue Expense Comments ATTACHMENT A, EXHIBIT 3 CITY OF PALO ALTO RECOMMENDED AMENDMENTS TO THE CITY MANAGER'S FY 2019 CAPITAL BUDGET Plant Repair, Retrofit, and Equipment Replacement WQ‐19002 $ ‐ $ (362,000) Adjust for reappropriation based on revised projected project completion status through FY 2018. Total $ ‐ $ (362,000) Water Regulation Station Improvements WS‐07000 $ 345,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Water Reservoir Coating Improvements WS‐08001 $ 330,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Water Distribution System Improvements WS‐11003 $ 146,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Water Main Replacement ‐ Project 27 WS‐13001 $ 150,000 Adjust for reappropriation based on revised projected project completion status through FY 2018. Total $ ‐ $ 971,000 $ (955,754) $ 9,372,792 TOTAL CIP ADJUSTMENTS WASTEWATER TREATMENT FUND WATER FUND Attachment A Exhibit 3, Page 3 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 New Fees Department Fee Title FY 2019 Proposed Fee Cost Recovery Level Justification Community Services Corporate Event Fee $4,000 ‐ $8,000 per event High New fee to address evolving requests of facility rentals. Rental rates will depend on location, size, and scope of the corporate event. Development Services Tobacco Retail Permit Fee One‐time application fee $340 Annual permit fee $425 N/A This fee is set by and collected by the County tobacco retailer permit program, which requires tobacco retailers to apply for and maintain a permit to sell tobacco products. For more information, please visit www.sccgov.org/sites/cpd/programs/tb. Development Services Architectural Review ‐ Minor Project Trees (ARB Review)$1,249 per review High New fee to recover actual costs of urban forest review of planning documents for minor projects requiring Architectural Review Board (ARB) review. Development Services Architectural Review ‐Minor Project Trees (Staff Review)$249 per review High New fee to recover actual costs of urban forest review of planning documents for minor projects requiring staff review. Development Services Right of Way Closure Management $91 per occurrence High New fee to recover actual costs of maintaining Heads Up street and lane closures. Planning and Community Environment Southgate Residential Parking Permit – Full Price Employee Parking Permit $187.50 per six months High New fee to charge the normal Full Price Employee Residential Parking Permit (RPP) rate, similar to other RPP districts, once the pilot period ends. Fee rate is consistent with the Finance Committee recommended revisions approved on May 18th, 2017 to align Full Price Employee RPPs to the same price as garages, removing the incentive for employees to park in neighborhoods. A six month period is recommended rather than an annual amount due to employee turnover. Police One Day Liquor Permit Fee $50 per permit for For‐Profit Corporations; $37 per permit for Non‐Profit Corporations High New fee to recover costs for one day liquor permit applications. Public Works Industrial Waste Discharge ‐ Automotive $529 annually High New fee to recover actual costs of permitting and inspecting automotive businesses in compliance with federal regulatory requirements. Public Works Industrial Waste Discharge ‐ Exceptional Waste (High Volume)$5,523 annually High New fee to recover actual costs of permitting and inspecting in compliance with federal regulatory requirements. Attachment A Exhibit 4, Page 1 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Deleted Fees Department Fee Title Justification Administrative Services Comprehensive Plan This fee is redundant; fee is already in the Planning section. Community Services Lucie Stern Community Center Facility Rental ‐ Corporate Package Add‐On There is little to no market for this fee for the facility. Community Services Portable Dance Floor There is little to no market for this fee for the facility. Community Services Cubberley Community Center – Facility ‐ B. Additional Performance Hours Past Ten This is a duplicate fee. Development Services Boilers, Compressors and Absorption Systems: For the installation or reloacation of each boiler or compressor up to 30 hp or each absorption system up to and including 1,000,000 Btu/h This fee is being consolidated with another fee. Development Services Mechanical Permit ‐ A. Base Fee This fee is redundant. Development Services Aerosol Products This fee is deleted in order to address Council comments during Fee Study approval. Development Services Bowling Alley and Pin Refinishing Involving the use of Flammable Liquids This fee is deleted in order to address Council comments during Fee Study approval. Development Services Carnivals and Fairs This fee is deleted in order to address Council comments during Fee Study approval. Development Services Cellulose Nitrate Storage/Nitrate Film This fee is deleted in order to address Council comments during Fee Study approval. Development Services Malls – Covered This fee is deleted in order to address Council comments during Fee Study approval. Development Services Open Burning This fee is deleted in order to address Council comments during Fee Study approval. Development Services Parade Float This fee is deleted in order to address Council comments during Fee Study approval. Development Services Open Flame/Flame Producing Devices This fee is deleted in order to address Council comments during Fee Study approval. Development Services Cell Tower Equipment Staff recommendation to delete fee as fee is not practical. Cell Towers typically need additional reviews such as ARB, inspection, etc. This standalone fee does not capture the total costs. Library Overdue Materials ‐ Chromebooks This fine is now part of regular/standard fines. Library USB Flash Drive Sale of item is so infrequent that it is no longer worthwhile service to provide. Library Headphones Sale of item is so infrequent that it is no longer worthwhile service to provide. Non‐Departmental Blueprint ‐ Smaller than 18" x 26"This service is no longer provided. Non‐Departmental Blueprint ‐ 18" x 26"This service is no longer provided. Non‐Departmental Blueprint ‐ 25.5" x 27.5" (Block Book)This service is no longer provided. Non‐Departmental Blueprint ‐ Roll Sizes This service is no longer provided. Non‐Departmental Utility Standards ‐ Xerographic (larger than 11" x 17"This service is no longer provided. Non‐Departmental Utility Standards ‐ Standard Specifications This service is no longer provided. FY 2018 Adopted Fee $70.00 plus postage $150.00 ‐ $250.00 each $125.00 each $113.00 annually $782.00 annually $5.00 each $391.00 each Basic Rate: $210.00 per hour Non‐Profit Rate: $147.00 per hour $122.00 each $92.00 per permit $488.00 annually $1,138.00 each $189.00 each $122.00 per hour $391.00 each $213.00 each $10.00 per item $12.00 each $1.00 ‐ $3.00 each $4.00 each $8.00 each $1.30 per foot; $7.50 minimum 2 times Blueprint Charges $19.00 each Attachment A Exhibit 4, Page 2 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Deleted Fees Department Fee Title Justification Planning and Community Env Director's Hearing Requested Charging a fee for this service is not allowed per the City Muni Code 18.77.075 (d). As such, the City has never charged this fee. Planning and Community Env Tree Manual or Other Bounded Documents This duplicate fee exists for bound documents. Planning and Community Env Copy from Optical Disk The department no longer utilizes optical disks. Planning and Community Env Board or Commission Agenda Available on the City website. No requests have been received for hard copies in a number of years. Planning and Community Env Board or Commission Minutes Available on the City website. No requests have been received for hard copies in a number of years. Police Background Check ‐ Renewal This fee type is not used in current practice. Police Adult Entertainment License – Renewal This fee type is not used in current practice. $280.00 per hearing $825.00 per year FY 2018 Adopted Fee $35.00 plus $4.00 if mailed $30.00 minimum plus $0.50 per page $119.00 annually per board or commission $237.00 annually per board or commission $68.00 each Attachment A Exhibit 4, Page 3 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Administrative Services Fee Title Justification Mailing (Certified)This adjustment represents actual costs for certified mail sent by the U.S. Postal Service. Citywide / Non‐Departmental Fee Title Justification Black & White ‐ All Sizes This fee increase is to capture current costs of photocopying. Color (1‐100) 8.5" x 11"This fee decrease is to capture current costs of photocopying. Color (1‐100) 8.5" x 14"This fee decrease is to capture current costs of photocopying. Color (1‐100) 8.5" x 17"This fee decrease is to capture current costs of photocopying. Thumb Drive Title change ‐ Replaced "CD‐ROM" with "Thumb Drive". CD‐ROM is an outdated media storage type; USB thumb drive has higher storage capacity and is more cost effective. Color Ink Jet Plot ‐ 18" x 24" Title change ‐ Added "Color". New rates are based on current costs of photocopying. Color Ink Jet Plot ‐ 24" x 36"Title change ‐ Added "Color". New rates are based on current costs of photocopying. Color Ink Jet Plot ‐ 36" x 48" Title change ‐ Added "Color". New rates are based on current costs of photocopying. 22" x 36" or 24" x 36" or 26" x 26" Title change ‐ Removed "Blueprint". State mandates require that blueprints no longer be used due to the harmful chemicals in the manufacturing process. New rates are based on current costs of photocopying. Utility Standards ‐ Project Specification Title change. New price is based on actual costs charged by an outside contractor for this service. Utility Standards ‐ Project Plan Set (Up to 25 sheets) Title change. New price is based on actual costs charged by an outside contractor for this service. $11.00 each 20.0% $0.13 per page 2018 Adopted 2019 Proposed 2018 Adopted 2019 Proposed $8.00 each Single: $0.40 Double‐sided: $0.80 $3.35 plus postage $3.45 plus postage Single: $1.21; Double‐Sided: $2.43 Single: $2.26; Double‐Sided: $4.52 $39.00 per page Single: $0.92; Double‐Sided: $1.84 Single: $0.80 Double‐Sided: $1.60 $15.00 per page % Change % Change ‐69.2% ‐42.1% ‐27.3% ‐64.6% 3.0% 15.4%Single: $0.15/page Double‐sided: $0.30/page ‐56.5% Single: $0.70 Double‐sided: $1.40 $6.00 per page $30.00 each $30.00 each 20.0% ‐85.0%$1.20 each $25.00 each $27.00 per page $8.00 each ‐77.8% $12.00 per page $25.00 each $3.00 per page ‐80.0% Attachment A Exhibit 4, Page 4 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Community Services Residents Non‐Residents Residents Non‐Residents Organic Garden Plot Fee is increased to align with market value. Chairs ‐ Padded Fee is increased from $0.50 per use to $1.50 per use to align with market value. Exclusive Storage Space (As Available)Fee is increased from $1.50 to $2.00 per sq. ft. per month to align with market value. Aquatics ‐ Membership (Swim Pass) ‐ Adult (18 and Over) $3.00 ‐ $6.00 per person $3.00 ‐ $8.00 per person $25.00 ‐ $60.00/person per month $25.00 ‐ $60.00/person per month New fee range is based on anticipated adjustments to align with market value. Aquatics ‐ Membership (Swim Pass) ‐ Senior (60 and Over) $2.00 ‐ $4.00 per person $2.00 ‐ $5.00 per person $25.00 ‐ $60.00/person per month $25.00 ‐ $60.00/person per month New fee range is based on anticipated adjustments to align with market value. Aquatics ‐ Membership (Swim Pass) ‐ Youth (17 and Under) $2.50 ‐ $5.00 per person $2.50 ‐ $6.00 per person $25.00 ‐ $60.00/person per month $25.00 ‐ $60.00/person per month New fee range is based on anticipated adjustments to align with market value. Foothills Park ‐ C. Oak Grove Picnic 101 ‐ 150 People Fee is increased from $217.00 per group to $240.00 per group to align with market value. Tournaments Weekday Rates $59.00 ‐ $85.00 per player Weekend/ Prime Time Rates $70.00 ‐ $111.00 per player Weekday Rates $65.00 ‐ $110.00 per player Weekend/ Prime Time Rates $79.00 ‐ $135.00 per player Title change ‐ Removed "Shotgun Start". New rates are consistent with other golf course fees that were brought forward to the City Council and approved as part of CMR 8848 in April, 2018. Cubberley Community Center Facility Rental ‐ K. Additional hours past ten daily Basic Rate $200.00 per hour Non‐Profit Rate $140.00 per hour Basic Rate $210.00 per hour Non‐Profit Rate $147.00 per hour Fee increased to align with market value. Fee Title % Change Justification See Justification See Justification 2018 Adopted 2019 Proposed $217.00 per group $240.00 per group $0.75 per square foot $0.50 per item plus labor $1.50 per square foot per month $0.80 per square foot $1.50 per item plus labor $2.00 per square foot per month 6.7% 200.0% 33.3% See Justification 10.6% 29.4% 5.0% Attachment A Exhibit 4, Page 5 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Development Services Fee Title Justification Service Conductor/Switch ‐ Greater than 800 ampre Fee changing to align with city staff costs, previously this work was costed based on contractual assistance. Residential Systems (greater than 10kW) Changing to ensure this fee plus other fees stay within the State mandate of $450 in total. Boilers, Compressors, and Absorption Systems Title change ‐ Removed "For the installation or relocation of each boiler or compressor exceeding 30 hp, or each absorption system exceeding 1,000,000 Btu/h". Fee is decreasing based on actual costs of providing service. Automatic Fire Sprinkler Installation/Modification Fee lowered back to $780 x 1.044% (tech 1.8% plus city 2.6%) based on Fire's recommendation that that there is a 2 hr Hydrostratic test required for any system of 20 heads or more. This is the justification for why the 1‐19 head permit is significantly less. Tree Inspection for Private Development Fee increased from $139 to $164 per inspection to adjust actual costs and meet Council cost‐recovery directive Library Fee Title Justification Overdue Materials ‐ In House Laptops Fine structure has been updated. *Listed 2018 Adopted fees represent amended fees approved by the City Council on November 13, 2017 as part of CMR #8646. $139 per inspection $164 per inspection 4.4% $340 each $10 per item $0.30 per hour ($9.00 max per item)See Justification $182 each $780.00 for 1‐19 Sprinkler Heads; $1,724.00 plus $4.80 per head for 20 or more Sprinkler Heads % Change 2018 Adopted* 2019 Proposed % Change 2019 Proposed 18.0% $575.00 each $270.00 each $97.00 each $814.00 for 1‐19 Sprinkler Heads; $1,800.00 plus $3.00 per head for 20 or more Sprinkler Heads 175.1% ‐20.6% ‐47.3% $209 each 2018 Adopted Attachment A Exhibit 4, Page 6 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Planning and Community Environment Fee Title Justification Legal Review Mitigation Monitoring ‐ Environmental Impact Report Legal Review ARB Major Appeal Costs Exceeding Appeals Filing Fee Legal Review (Legislative review, zone change, plan amendment, etc.) Legal Review Environmental Design Enhancement Exception Architectural Review ‐ Major Project Architectural Review ‐ Minor Project (ARB Review) Architectural Review ‐ Minor Project (Staff Review) Signs, Minor Facade Changes, Landscaping, Accessory Structures, or Similar Minor Changes to a Building Exterior ‐ (Staff Review) Preliminary Review Signs ‐ (Exceptions) Signs ‐ (ARB Review) Temporary Sign Permit 2018 Adopted 2019 Proposed $987 plus applicable Other Application fees % Change $4,306 plus applicable Other Application fees $4,126 plus applicable Other Application fees $7,784 plus applicable Other Application fees $11,189 each $10,555 each $11,479 initial deposit plus Legal Review fees and applicable Other Application fees $12,131 initial deposit plus Legal Review fees and applicable Other Application fees $560 per application $3,355 initial deposit plus any applicable Other Application fees. $5,828 each $6,096 plus applicable Other Application fees $6,442 plus applicable Other Application fees $8,226 plus applicable Other Application fees $2,988 plus applicable Other Application fees $3,158 plus applicable Other Application fees $6,200 plus applicable Other Application fees $6,552 plus applicable Other Application fees $934 plus applicable Other Application fees $4,197 plus applicable Other Application fees $3,904 plus applicable Other Application fees $172 per 15 days plus applicable Other Application fees $182 per 15 days plus applicable Other Application fees Increased by an additional 3% above the citywide increase to fees in order to recover additional technology support costs for the permitting system. A full description can be found in the FY 2019 Proposed Operating Budget Planning and Community Environment Department Section (page 322). $592 per application $11,154 each $11,824 each $3,545 initial deposit plus any applicable Other Application fees. $6,159 each 5.7% Attachment A Exhibit 4, Page 7 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Planning and Community Environment (Continued) Fee Title Justification Comprehensive Plan Maintenance Fee As presented to the Finance Committee at the May 23rd Meeting, this fee was erroneously omitted from the list of changed fees in the CMR #9210. Increase is based on recommended adjustments from the Development Services Fee Study presented to and approved by the Council in November last year. Comprehensive Plan Change Development Agreement Development Agreement ‐ Annual Review Home Improvement Exception CEQA Categorical Exemption Mitigation Monitoring ‐ Environmental Impact Report Mitigation Monitoring ‐ Mitigated Negative Declaration Environmental Document (Staff prepared) Historic Resource Review ‐ Major Project Historic Resource Review ‐ Minor Project (Staff Review) Demolition Application for Historic Buildings Transfer of Development Rights Projects Historic Resource Review of Individual Review Application 2018 Adopted 2019 Proposed % Change $6,841 initial deposit $7,229 initial deposit $7,893 initial deposit plus Legal Review fees and applicable Other Application fees $0.55 per $1,000 of construction valuation $1,775 plus applicable Other Application fees $1,119.00 plus applicable Other Application fees $1,183 plus applicable Other Application fees $1,119.00 plus applicable Other Application fees $1,183 plus applicable Other Application fees $3,477.00 plus applicable Other Application fees $3,674 plus applicable Other Application fees $505.00 each $534 each $4,105.00 initial deposit plus applicable Other Application fees $4,338 initial deposit plus applicable Other Application fees $1,368.00 initial deposit plus applicable Other Application fees $1,446 initial deposit plus applicable Other Application fees $296 plus Individual Review fees and applicable Other Application fees $2,763 initial deposit plus Legal Review fees and applicable Other Application fees $280.00 plus Individual Review fees and applicable Other Application fees $2,920 initial deposit plus Legal Review fees and applicable Other Application fees $5,592 initial deposit plus any applicable Other Application fees $5,910 initial deposit plus any applicable Other Application fees $1,680.00 plus applicable Other Application fees $684.00 initial deposit plus Legal Review fees $702 initial deposit plus Legal Review fees $8,341 initial deposit plus Legal Review fees and applicable Other Application fees $1.08 per $1,000 of construction valuation 96.4% 5.7% Increased by an additional 3% above the citywide increase to fees in order to recover additional technology support costs for the permitting system. A full description can be found in the FY 2019 Proposed Operating Budget Planning and Community Environment Department Section (page 322). Attachment A Exhibit 4, Page 8 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Planning and Community Environment (Continued) Fee Title Justification Williamson Act Contract ‐ Establish or Withdraw Mills Act Contract ‐ Establish or Withdraw Preliminary Individual Review with Architect Individual Review ‐ Minor Revisions to Approved Projects New Two‐Story Addition or New Two‐ Story Home Expansion of Existing Two‐Story greater than 150 sq. ft. Pre‐Screening fee Public Noticing ‐ 600 ft. Radius Public Noticing ‐ 150 ft. Radius Public Noticing beyond 600 ft. Radius Site and Design Major Subdivision Final Map Tentative Map Preliminary Parcel Map, Minor Parcel Map $2,052.00 initial deposit plus Legal Review fees and applicable Other Application fees $2,169 initial deposit plus Legal Review fees and applicable Other Application fees $420.00 per occurrence $444 per occurrence $3,278.00 plus cost of notices $3,464 plus cost of notices $7,880.00 plus applicable Other Application fees and any other entitlements necessary to complete the project, including historic review $8,327 plus applicable Other Application fees and any other entitlements necessary to complete the project, including historic review $4,608.00 plus any applicable Other Application fees 2018 Adopted 2019 Proposed % Change $5,214.00 plus any applicable Other Application fees $9,642.00 initial deposit plus Legal Review fees and applicable Other Application fees $5,224.00 plus Legal Review fees and applicable Other Application fees plus Environmental Impact Assessment fees $4,360.00 plus any applicable Other Application fees $6,308.00 plus applicable Other Application fees and any other entitlements necessary to complete the project, including historic review $6,666 plus applicable Other Application fees and any other entitlements necessary to complete the project, including historic review $2,157.00 initial deposit plus any applicable Other Application fees $2,279 initial deposit plus any applicable Other Application fees $3,545 initial deposit plus any applicable Legal Review and Other Application fees. $3,355 initial deposit plus any applicable Legal Review and Other Application fees. $1,063 each $606 each $1,418 each $26,618 initial deposit plus anyLegal Review fees and applicable Other Application fees $5,510 plus any applicable Other Application fees $10,189 initial deposit plus Legal Review fees and applicable Other Application fees $5,521 plus Legal Review fees and applicable Other Application fees plus Environmental Impact Assessment fees $1,036.00 each $591.00 each $1,382.00 each $25,188 initial deposit plus anyLegal Review fees and applicable Other Application fees 5.7% Increased by an additional 3% above the citywide increase to fees in order to recover additional technology support costs for the permitting system. A full description can be found in the FY 2019 Proposed Operating Budget Planning and Community Environment Department Section (page 322). Attachment A Exhibit 4, Page 9 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Planning and Community Environment (Continued) Fee Title Justification Preliminary Parcel Map, Minor with Exception Parcel Map, Minor with Exception Temporary Use Permit ‐ Minor Conditional Use Permit ‐ Director Level Conditional Use Permit ‐ additional upon hearing request Variance ‐ Director's Level Variance ‐ additional upon hearing Zone Change Regular Planned Community Zone Change Planned Community Zone Change ‐ Minor Change Wireless Tier 1: Minor AR Wireless Tier 2: Conditional Use Permit Wireless Tier 3: Major ARB $10,786 plus any applicable Other Application fees $8,731 plus any applicable Other Application fees plus Environmental $2,988.00 plus any applicable Other Application fees $6,434.00 plus any applicable Other Application fees $6,841.00 initial deposit 2019 Proposed $8,262.00 plus any applicable Other Application fees plus Environmental $3,193.00 plus any applicable Other Application fees 2018 Adopted $1,278.00 plus any applicable Other Application fees $6,434 plus any applicable Other Application fees $6,832.00 plus any applicable Other Application fees $7,220 initial deposit plus any applicable Other Application fees $4,110 plus any applicable Other Application fees $4,343 plus any applicable Other Application fees $10,786 each $11,398 each $3,374 plus any applicable Other Application fees $1,351 plus any applicable Other Application fees $6,799 plus any applicable Other Application fees $11,398 plus any applicable Other Application fees $3,158 initial deposit plus any applicable Other Application fees $7,229 initial deposit $8,210.00 initial deposit $8,676 initial deposit $1,678.00 initial deposit $1,773 initial deposit $6,799 initial deposit plus any applicable Other Application fees 5.7% Clarification of language; increased by an additional 3% above the citywide increase to fees in order to recover additional technology support costs for the permitting system. Increased by an additional 3% above the citywide increase to fees in order to recover additional technology support costs for the permitting system. A full description can be found in the FY 2019 Proposed Operating Budget Planning and Community Environment Department Section (page 322). % Change Attachment A Exhibit 4, Page 10 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Police Fee Title Justification Background Check ‐ New Third False Alarm Fourth False Alarm Alarm Registration Fee ‐ New Vehicle Impoundment Fee Helicopter Landing Fee Digital Media Reproduction Fee Research Fee Location Crime Statistics Fee Special Event Permit Fee ‐ General Special Event Permit Fee ‐ 201 ‐ 400 Attendees Special Event Permit Fee ‐ 401 ‐ 600 Attendees Special Event Permit Fee ‐ Each additional 200 Attendees Clearance Letter Billiard Room (non‐refundable) Bingo Establishment Bingo Employee ‐ New Bingo Employee ‐ Renewal Bowling Alley (non‐refundable) Carnival Circus 9.7% 8.0% 10.8% 7.1% 7.5% 7.5% $25 each $40 each $27 each $960 per year $68 per year $95 each $72 each $150 per year $1,925.00 per day plus bond $1,925.00 per day plus bond $170 each $124 each $50 per item $65 each $60 per occurrence $40 each $135 each $55 per occurrence $42 per CD $55 each $184 each $50 each $230 per permit $113 per hour $250 per permit $270 per permit $120 per hour $140 each $128 per permit 6.2% 79.7% 5.6% 2019 Proposed2018 Adopted $190 each $25 each $935 per year $62 per year $88 each $65 each $140 per year $1,790.00 per day plus bond $138 per permit $155 per permit $180 each $115 each 8.2% 25.0% 74.2% 3.7% 9.1% 19.0% 7.8% % Change 81.2% 18.2% $1,790.00 per day plus bond Staff time and non‐salary expenses (materials) were assessed for each fee, and recommended adjustments to fees in FY 2019 aim to maintain or reach desired cost recovery levels. Variables analyzed include current activity levels and current costs of salary and non salary activities. 60.0% 8.0% 2.7% Attachment A Exhibit 4, Page 11 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Police (Continued) Fee Title Justification Closing‐out Sale Closing‐out Sale Renewal (Two Maximum) Mechanical Amusement Device Establishment Fire Arms Dealer Master Permit ‐ New Fire Arms Dealer Master Permit ‐ Renewal Hot Tub Sauna ‐ Employee (New) Hot Tub Sauna ‐ Employee (Renewal) Massage Establishment ‐ New Massage Establishment ‐ Renewal Massage Establishment ‐ Sole Proprietor (New) Massage Establishment ‐ Sole Proprietor (Renewal) Massage Establishment ‐ Non‐Certified (New) Massage Establishment ‐ Non‐Certified (Renewal) Massage Technician ‐ New Massage Technician ‐ Renewal Massage Practitioner ‐ Non‐Certified (New) Massage Practitioner ‐ Non‐Certified (Renewal) Massage Establishment ‐ Sale or Transfer of Interest Solicitor Employee (Under Master License) Business Location Change 8.1% 9.8% 9.8% 9.7% 10.3% 13.6% 7.1% 8.1% 9.2% 12.5% 13.2% 12.5% 9.0% 13.2% 7.8% 7.1% 7.8% 7.1% $90.00 up to 60 days $90 up to 60 days $102 per year $2680 per year $485 per year $120 each $86 each $360 per year $180 per year $120 per occurrence $40.00 duration of Master License $1,010 per occurrence $82.00 up to 60 days $82.00 up to 30 days $93.00 per year $2480 per year $445 per year $102 each $78 each $317 per year $160 per year $212 per year $160 per year $335 per year $212 per year $167 each $112 each $167 per year $112 per year $112 per occurrence $925 per occurrence $37.00 duration of Master License 2018 Adopted 2019 Proposed % Change $240 per year $180 per year $365 per year $240 per year $180 each $120 each $180 per year $120 per year Staff time and non‐salary expenses (materials) were assessed for each fee, and recommended adjustments to fees in FY 2019 aim to maintain or reach desired cost recovery levels. Variables analyzed include current activity levels and current costs of salary and non salary activities. 9.0% 17.6% Attachment A Exhibit 4, Page 12 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Police (Continued) Fee Title Justification Pushcart Vendor ‐ New Pushcart Vendor ‐ Renewal Pushcart Vendor ‐ Additional Cart Pushcart Vendor ‐ Location and/or Cart Change Pushcart Vendor Employee ‐ New Pushcart Vendor Employee ‐ Renewal Secondhand Dealer ‐ New Secondhand Dealer ‐ Renewal Taxicab ‐ Vehicle Inspection for Each Vehicle Taxicab ‐ Master License (New) Taxicab ‐ Master License (Renewal) Taxicab ‐ Driver Taxicab Driver ‐ Replacement or Transfer Fee Temporary Street Closure Special Event ‐ A. Police Agent Special Event ‐ A. Police Reserve A. Police Sergeant Special Event ‐ B. Community Services Officer Special Event ‐ B. Police Agent Special Event ‐ B. Police Officer 12.1% 4.7% 13.9% 4.5% 23.1% 5.7%$130 per hour 8.8% 8.7% $2700 per year $1220 per year $50 per year up to 4 years $60 each $185 per hour $67 per hour $205 per hour $70 per hour $160 per hour $349 per quarter $125 per quarter $45 per quarter $225 each $112 each $90 each $360 per application $90 per application $70 per year $64 per hour $63 per year $2500 per year $1075 per year $43.00 per year up to 4 years $53 each $165 per hour $321 per quarter $115 per quarter $38 per quarter 2018 Adopted 2019 Proposed $203 each $102 each $78 each $180 per hour $67 per hour $130 per hour $123 per hour $115.00 ‐ $1,445.00 plus cost to provide certain services $330 per application $80 per application $122.00 ‐ $1,555 plus cost to provide certain services Staff time and non‐salary expenses (materials) were assessed for each fee, and recommended adjustments to fees in FY 2019 aim to maintain or reach desired cost recovery levels. Variables analyzed include current activity levels and current costs of salary and non salary activities. 13.2% 12.5% 11.1% 8.0% 13.5% 16.3% 18.4% 10.8% 9.8% 15.4% 9.1% 7.6% % Change Attachment A Exhibit 4, Page 13 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Police (Continued) Fee Title Justification Special Event ‐ B. Police Reserve Special Event ‐ B. Police Sergeant Special Event ‐ C. Community Services Officer Special Event ‐ C. Police Agent Special Event ‐ C. Police Officer Special Event ‐ C. Police Reserve Special Event ‐ C. Police Sergeant Rodeo ‐ New 6.4% 14.8% 8.0% 5.8% 22.4% 3.1% 13.8% 4.3% % Change $140/hour $120/hour $50/hour $155/hour $1,890.00/day plus bond $123/hour $55 per hour $175 per hour $66/hour 2019 Proposed $135/hour $1,750.00/day plus bond $115/hour $47/hour 2018 Adopted $52 per hour $143 per hour $64/hour Staff time and non‐salary expenses (materials) were assessed for each fee, and recommended adjustments to fees in FY 2019 aim to maintain or reach desired cost recovery levels. Variables analyzed include current activity levels and current costs of salary and non salary activities. Attachment A Exhibit 4, Page 14 ATTACHMENT A, Exhibit 4 Municipal Fee Schedule Amendments for FY 2019 Changed Fees Public Works Fee Title Justification Industrial Waste Discharge ‐ Basic Fee increased from $1447 every five years to $3105 annually to adjust for actual costs and meet Council cost‐recovery directive. Industrial Waste Discharge ‐ Best Management Practices Fee increased from $491 every five years to $1162 annually to adjust for actual costs and meet Council cost‐recovery directive. Industrial Waste Discharge ‐ Exceptional Waste Fee increased from $866 every five years to $3131 annually to adjust for actual costs and meet Council cost‐recovery directive. Industrial Waste Discharge ‐ Full Fee increased from $2431 every five years to $7063 annually to adjust for actual costs and meet Council cost‐recovery directive. Industrial Waste Discharge ‐ Groundwater Fee increased from $866 every five years to $1180 annually to adjust for actual costs and meet Council cost‐recovery directive. Off Hour Inspection Fee increased from $243 to $259 per hour to adjust for actual costs and meet Council cost‐recovery directive. Sweeping Services Fee increased from $118 to $122 per hour for regular time and $173 to $181 per hour for overtime to adjust for actual costs and meet Council cost‐recovery directive Supervision Fee increased from $135 to $155 per hour for regular time and $203 to $233 per hour for overtime to adjust for actual costs and meet Council cost‐recovery directive. Construction & Repair Fee increased from $132.00 to $140.00 per hour for regular time and $198.00 per hour to $210.00 per hour for overtime to adjust actual costs and meet Council cost‐ recovery directive Traffic Control/Graffiti Services Fee increased from $96 to $118 per hour for regular time and from $144 to $177 per hour for overtime to adjust for actual costs and meet Council cost‐recovery directive.18.6% 6.1% 14.8% 3.4% 6.6% See Justification See Justification See Justification See Justification See Justification $491/permit $1,162 annually $866/permit $3,131/permit $2,431/permit $7,063 annually $866/permit $1,180 annually $243/hour Regular Time $96.00/hour; Overtime & Holiday $144.00/hour Regular Time $118.00/hour; Overtime & Holiday $178.00/hour Regular Time $140.00/hour; Overtime & Holiday $210.00/hour Regular Time $132.00/hour; Overtime & Holiday $198.00/hour Regular Time $118.00/hour; Overtime & Holiday $177.00/hour Regular Time $135.00/hour; Overtime & Holiday $203.00/hour Regular Time $155.00/hour; Overtime & Holiday $233.00/hour Regular Time $122.00/hour; Overtime & Holiday $181.00/hour $1447/permit $3,105 annually $259/hour % Change2018 Adopted 2019 Proposed Attachment A Exhibit 4, Page 15 TABLE OF ORGANIZATION Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % General Fund Administrative Services Account Specialist 4.95 5.88 4.88 4.63 -0.25 (5.12)% Account Specialist-Lead 4.59 4.05 3.05 3.45 0.40 13.11% Accountant 3.00 3.00 3.00 3.00 0.00 0.00% Administrative Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Administrative Associate II 0.00 0.00 1.00 1.00 0.00 0.00% Administrative Associate III 1.00 1.00 1.00 1.00 0.00 0.00% Assistant Director Administrative Services 1.75 1.65 1.65 1.65 0.00 0.00% Buyer 2.00 1.00 1.00 1.00 0.00 0.00% Chief Procurement Officer 1.00 1.00 1.00 1.00 0.00 0.00% Contracts Administrator 1.70 1.70 2.70 2.70 0.00 0.00% Director Administrative Services/CFO 0.70 0.80 0.80 0.80 0.00 0.00% Director Office of Management and Budget 1.00 1.00 1.00 1.00 0.00 0.00% Management Analyst 0.00 0.00 0.00 1.00 1.00 0.00% Manager Accounting 1.00 1.00 1.00 0.00 -1.00 (100.00)% Manager Budget 1.00 1.00 1.00 2.00 1.00 100.00% Manager Real Property 1.00 1.00 1.00 1.00 0.00 0.00% Manager Revenue Collections 0.70 0.62 0.62 0.62 0.00 0.00% Manager Treasury, Debt & Investments 1.00 0.60 0.60 0.60 0.00 0.00% Manager, Finance 0.00 0.00 0.00 1.00 1.00 0.00% Payroll Analyst 2.00 2.00 2.00 2.00 0.00 0.00% Principal Management Analyst 0.00 0.00 0.00 0.00 0.00 0.00% Senior Accountant 3.00 3.00 3.00 3.00 0.00 0.00% Senior Buyer 0.00 1.00 1.00 1.00 0.00 0.00% Senior Management Analyst 4.20 4.90 4.90 2.30 -2.60 (53.06)% Storekeeper 0.00 1.00 1.00 1.00 0.00 0.00% Storekeeper-Lead 1.00 0.20 0.20 0.20 0.00 0.00% Warehouse Supervisor 0.50 0.20 0.20 0.20 0.00 0.00% Total Administrative Services 38.09 38.60 38.60 38.15 -0.45 (1.17)% City Attorney Assistant City Attorney 1.00 1.00 3.00 3.00 0.00 0.00% Chief Assistant City Attorney 0.00 0.00 1.00 1.00 0.00 0.00% City Attorney 1.00 1.00 1.00 1.00 0.00 0.00% Claims Investigator 1.00 1.00 1.00 1.00 0.00 0.00% Deputy City Attorney 0.00 0.00 1.00 1.00 0.00 0.00% Legal Fellow 1.00 1.00 1.00 1.00 0.00 0.00% ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 1 TABLE OF ORGANIZATION Legal Services Administrator 0.00 0.00 0.00 0.00 0.00 0.00% Principal Attorney 1.00 1.00 0.00 0.00 0.00 0.00% Secretary to City Attorney 1.00 1.00 1.00 1.00 0.00 0.00% Senior Assistant City Attorney 2.00 2.00 0.00 0.00 0.00 0.00% Senior Deputy City Attorney 1.00 1.00 0.00 0.00 0.00 0.00% Senior Legal Secretary 1.00 1.00 1.00 0.00 -1.00 (100.00)% Senior Management Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Total City Attorney 11.00 11.00 11.00 10.00 -1.00 (9.09)% City Auditor Administrative Assistant 0.00 0.00 0.00 0.00 0.00 0.00% City Auditor 1.00 1.00 1.00 1.00 0.00 0.00% Performance Auditor 0.00 0.00 0.00 0.00 0.00 0.00% Performance Auditor I 1.00 1.00 1.00 1.00 0.00 0.00% Performance Auditor II 1.00 1.00 1.00 2.00 1.00 100.00% Senior Performance Auditor 2.00 2.00 2.00 1.00 -1.00 (50.00)% Total City Auditor 5.00 5.00 5.00 5.00 0.00 0.00% City Clerk Administrative Associate III 2.00 2.00 2.00 2.00 0.00 0.00% Assistant City Clerk 1.00 1.00 1.00 1.00 0.00 0.00% City Clerk 1.00 1.00 1.00 1.00 0.00 0.00% Deputy City Clerk 1.00 1.00 1.00 1.00 0.00 0.00% Hearing Officer 0.75 0.75 0.75 0.00 -0.75 (100.00)% Total City Clerk 5.75 5.75 5.75 5.00 -0.75 (13.04)% City Manager Administrative Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Administrative Associate III 1.00 1.00 1.00 1.00 0.00 0.00% Assistant City Manager 2.00 2.00 0.00 0.00 0.00 0.00% Assistant City Manager/Utilities General Manager 0.00 0.00 0.25 0.25 0.00 0.00% Assistant to the City Manager 0.00 0.00 2.00 2.00 0.00 0.00% Chief Communications Officer 1.00 1.00 1.00 1.00 0.00 0.00% Chief Sustainability Officer 0.00 0.00 0.00 0.00 0.00 0.00% City Manager 1.00 1.00 1.00 1.00 0.00 0.00% Deputy City Manager 0.00 0.00 2.00 2.00 0.00 0.00% Executive Assistant to the City Manager 1.00 1.00 1.00 1.00 0.00 0.00% Manager Communications 1.00 1.00 1.00 1.00 0.00 0.00% Manager Economic Development 1.00 1.00 0.00 0.00 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 2 TABLE OF ORGANIZATION Total City Manager 9.00 9.00 10.25 10.25 0.00 0.00% Community Services Administrative Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Administrative Associate III 1.00 1.00 1.00 1.00 0.00 0.00% Assistant Director Community Services 2.00 2.00 2.00 2.00 0.00 0.00% Building Serviceperson 2.00 2.00 2.00 2.00 0.00 0.00% Building Serviceperson-Lead 2.00 2.00 2.00 2.00 0.00 0.00% Coordinator Recreation Programs 4.00 4.00 4.00 3.00 -1.00 (25.00)% Director Community Services 1.00 1.00 1.00 1.00 0.00 0.00% Division Manager Open Space, Parks and Golf 1.00 1.00 1.00 1.00 0.00 0.00% Heavy Equipment Operator 0.07 0.07 0.07 0.07 0.00 0.00% Inspector, Field Services 2.00 2.00 2.00 2.00 0.00 0.00% Junior Museum & Zoo Educator 2.75 2.75 3.60 3.60 0.00 0.00% Management Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Management Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Manager Community Services 5.00 5.00 5.00 5.00 0.00 0.00% Manager Community Services Senior Program 4.00 4.00 4.00 4.00 0.00 0.00% Manager Human Services 1.00 1.00 1.00 1.00 0.00 0.00% Park Maintenance Person 6.00 6.00 6.00 6.00 0.00 0.00% Park Maintenance-Lead 1.00 1.00 1.00 1.00 0.00 0.00% Park Ranger 5.00 5.00 5.00 5.00 0.00 0.00% Parks/Golf Crew-Lead 2.00 2.00 2.00 2.00 0.00 0.00% Producer Arts/Science Program 12.50 12.50 11.00 11.00 0.00 0.00% Program Assistant I 7.00 8.00 8.00 8.00 0.00 0.00% Program Assistant II 4.00 4.00 4.00 4.00 0.00 0.00% Project Manager 0.10 0.10 0.10 0.10 0.00 0.00% Senior Management Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Sprinkler System Representative 4.00 4.00 4.00 4.00 0.00 0.00% Superintendent Community Services 2.00 2.00 2.00 2.00 0.00 0.00% Superintendent Recreation 1.00 1.00 1.00 1.00 0.00 0.00% Theater Specialist 1.00 1.00 2.00 2.00 0.00 0.00% Volunteer Coordinator 0.00 0.00 0.00 0.00 0.00 0.00% Total Community Services 77.42 78.42 78.77 77.77 -1.00 (1.27)% Development Services Administrative Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Administrative Associate II 3.02 3.00 3.00 2.80 -0.20 (6.67)% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 3 TABLE OF ORGANIZATION Administrative Associate III 1.01 1.00 1.00 1.00 0.00 0.00% Assistant Chief Building Official 1.00 1.00 1.00 1.00 0.00 0.00% Assistant Director Public Works 0.02 0.00 0.00 0.00 0.00 0.00% Associate Engineer 0.16 0.02 0.02 0.02 0.00 0.00% Associate Planner 0.90 0.90 0.90 1.02 0.12 13.33% Building Inspector Specialist 4.00 4.00 4.00 4.00 0.00 0.00% Building/Planning Technician 1.80 2.30 2.30 2.30 0.00 0.00% Chief Building Official 1.00 1.00 1.00 1.00 0.00 0.00% Chief Planning Official 0.20 0.00 0.00 0.01 0.01 0.00% Code Enforcement Officer 0.40 0.40 0.40 0.40 0.00 0.00% Code Enforcement-Lead 0.20 0.20 0.20 0.20 0.00 0.00% Deputy Chief/Fire Marshal 0.85 0.80 0.80 0.80 0.00 0.00% Development Project Coordinator II 2.00 2.00 2.00 2.00 0.00 0.00% Development Project Coordinator III 3.00 3.00 3.00 3.00 0.00 0.00% Development Services Director 1.00 1.00 1.00 1.00 0.00 0.00% Engineer 0.62 0.64 0.64 0.64 0.00 0.00% Engineering Technician III 2.10 1.78 1.78 1.78 0.00 0.00% Fire Fighter 1.00 0.00 0.00 0.00 0.00 0.00% Fire Inspector 4.00 3.20 3.20 3.20 0.00 0.00% Hazardous Materials Inspector 1.90 1.60 1.60 1.60 0.00 0.00% Industrial Waste Inspector 0.01 0.01 0.01 0.01 0.00 0.00% Industrial Waste Investigator 0.21 0.35 0.35 0.35 0.00 0.00% Inspector, Field Services 0.70 0.68 0.68 0.68 0.00 0.00% Landscape Architect Park Planner 0.00 0.00 0.00 0.50 0.50 0.00% Management Analyst 1.01 1.01 1.01 1.01 0.00 0.00% Manager Development Center 1.00 1.00 1.00 1.00 0.00 0.00% Manager Environmental Control Program 0.10 0.10 0.10 0.10 0.00 0.00% Manager Planning 2.00 2.00 2.00 2.00 0.00 0.00% Manager Urban Forestry 0.04 0.04 0.04 0.04 0.00 0.00% Manager Watershed Protection 0.05 0.00 0.00 0.00 0.00 0.00% Planner 0.25 0.17 0.17 0.15 -0.02 (11.76)% Planning Arborist 0.25 0.25 0.29 0.00 -0.29 (100.00)% Plans Check Engineer 0.00 0.00 0.00 0.00 0.00 0.00% Principal Planner 0.00 0.00 0.00 0.01 0.01 0.00% Project Engineer 0.13 0.03 0.03 0.03 0.00 0.00% Project Manager 0.07 0.07 0.00 0.00 0.00 0.00% Senior Engineer 0.68 0.46 0.46 0.46 0.00 0.00% Senior Industrial Waste Investigator 0.01 0.01 0.01 0.01 0.00 0.00% Senior Management Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 4 TABLE OF ORGANIZATION Senior Planner 0.36 0.24 0.24 0.12 -0.12 (50.00)% Senior Technologist 0.00 0.00 0.00 0.00 0.00 0.00% Supervisor Inspection and Surveying 0.27 0.27 0.27 0.27 0.00 0.00% Surveyor, Public Works 0.00 0.00 0.00 0.00 0.00 0.00% Total Development Services 39.32 36.53 36.50 36.51 0.01 0.03% Fire 40-Hour Training Battalion Chief 1.00 1.00 1.00 1.00 0.00 0.00% 40-Hour Training Captain 1.00 1.00 1.00 1.00 0.00 0.00% Administrative Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Administrative Associate II 2.00 2.00 2.00 2.20 0.20 10.00% Battalion Chief 3.00 3.00 3.00 3.00 0.00 0.00% Business Analyst 0.80 0.80 0.80 0.80 0.00 0.00% Deputy Chief/Fire Marshal 0.00 0.05 0.05 0.05 0.00 0.00% Deputy Director Technical Services Division 0.20 0.20 0.20 0.20 0.00 0.00% Deputy Fire Chief 2.00 2.00 2.00 2.00 0.00 0.00% Emergency Medical Service Director 1.00 1.00 1.00 1.00 0.00 0.00% Emergency Medical Services Data Specialist 1.00 1.00 1.00 1.00 0.00 0.00% Fire Apparatus Operator 30.00 30.00 30.00 26.00 -4.00 (13.33)% Fire Captain 21.00 21.00 21.00 21.00 0.00 0.00% Fire Chief 1.00 1.00 1.00 1.00 0.00 0.00% Fire Fighter 40.00 41.00 41.00 34.00 -7.00 (17.07)% Fire Inspector 0.00 0.80 0.80 0.80 0.00 0.00% Geographic Information System Specialist 0.50 0.50 0.50 0.50 0.00 0.00% Hazardous Materials Inspector 0.00 0.30 0.30 0.30 0.00 0.00% Police Chief 0.00 0.00 0.00 0.00 0.00 0.00% Senior Management Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Senior Technologist 0.00 0.00 0.00 0.00 0.00 0.00% Total Fire 106.50 108.65 108.65 97.85 -10.80 (9.94)% Human Resources Administrative Assistant 1.00 1.00 0.00 0.00 0.00 0.00% Assistant Director Human Resources 1.00 1.00 1.00 1.00 0.00 0.00% Director Human Resources/CPO 1.00 1.00 1.00 1.00 0.00 0.00% Human Resources Assistant 0.00 0.00 0.00 0.00 0.00 0.00% Human Resources Representative 2.00 2.00 3.00 3.00 0.00 0.00% Human Resources Technician 4.00 4.00 4.00 4.00 0.00 0.00% Manager Employee Benefits 1.00 1.00 1.00 1.00 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 5 TABLE OF ORGANIZATION Manager Employee Relations 1.00 1.00 1.00 1.00 0.00 0.00% Senior Human Resources Administrator 4.00 4.00 3.00 3.00 0.00 0.00% Senior Management Analyst 1.00 1.00 2.00 2.00 0.00 0.00% Total Human Resources 16.00 16.00 16.00 16.00 0.00 0.00% Library Administrative Assistant 1.00 1.00 0.00 0.00 0.00 0.00% Administrative Associate III 0.00 0.00 1.00 1.00 0.00 0.00% Assistant Director Library Services 1.00 1.00 1.00 1.00 0.00 0.00% Business Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Coordinator Library Programs 1.00 1.00 1.00 1.00 0.00 0.00% Director Libraries 1.00 1.00 1.00 1.00 0.00 0.00% Division Head Library Services 1.00 1.00 1.00 1.00 0.00 0.00% Librarian 7.00 7.00 7.00 7.00 0.00 0.00% Library Assistant 0.00 0.00 0.00 0.00 0.00 0.00% Library Associate 7.00 7.00 7.00 7.00 0.00 0.00% Library Specialist 12.50 12.50 12.50 11.50 -1.00 (8.00)% Management Analyst 0.00 0.00 1.00 1.00 0.00 0.00% Management Assistant 1.00 1.00 0.00 0.00 0.00 0.00% Manager Library Services 4.00 4.00 4.00 4.00 0.00 0.00% Senior Librarian 8.50 9.00 9.00 9.00 0.00 0.00% Supervising Librarian 2.00 2.00 2.00 2.00 0.00 0.00% Total Library 48.00 48.50 48.50 47.50 -1.00 (2.06)% Office of Emergency Services Director Office of Emergency Services 1.00 1.00 1.00 1.00 0.00 0.00% Office of Emergency Services Coordinator 1.00 1.00 1.00 1.00 0.00 0.00% Program Assistant 1.00 1.00 1.00 0.00 -1.00 (100.00)% Program Assistant II 0.00 0.00 0.00 1.00 1.00 0.00% Total Office of Emergency Services 3.00 3.00 3.00 3.00 0.00 0.00% Office of Sustainability Chief Sustainability Officer 1.00 1.00 1.00 1.00 0.00 0.00% Management Analyst 0.00 0.00 0.00 0.75 0.75 0.00% Total Office of Sustainability 1.00 1.00 1.00 1.75 0.75 75.00% Planning and Community Environment Administrative Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Administrative Associate I 1.00 1.00 1.00 1.00 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 6 TABLE OF ORGANIZATION Administrative Associate II 1.00 0.00 0.00 0.00 0.00 0.00% Administrative Associate III 2.00 3.00 3.00 2.59 -0.41 (13.67)% Assistant Director PCE 1.00 1.00 1.00 1.00 0.00 0.00% Associate Engineer 1.00 1.00 0.73 0.65 -0.08 (10.96)% Associate Planner 0.10 0.10 0.10 2.25 2.15 2,150.00% Building/Planning Technician 0.20 0.70 0.70 0.70 0.00 0.00% Business Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Chief Planning Official 0.80 1.00 1.00 0.99 -0.01 (1.00)% Chief Transportation Official 0.50 0.70 0.43 0.64 0.21 48.84% Code Enforcement Officer 1.60 1.60 1.60 1.60 0.00 0.00% Code Enforcement-Lead 0.80 0.80 0.80 0.80 0.00 0.00% Coordinator Transportation Systems Management 0.85 0.60 0.88 0.74 -0.14 (15.91)% Director Planning/Community Environment 1.00 1.00 1.00 1.00 0.00 0.00% Division Manager, Planning 0.00 0.00 0.00 1.00 1.00 0.00% Management Analyst 0.40 0.88 0.98 0.80 -0.18 (18.37)% Manager Planning 2.00 2.00 2.00 1.00 -1.00 (50.00)% Parking Operations-Lead 0.30 0.20 0.00 0.10 0.10 0.00% Planner 3.00 3.83 3.83 3.85 0.02 0.52% Principal Planner 0.00 0.00 0.00 0.99 0.99 0.00% Program Assistant II 0.00 0.35 0.60 0.00 -0.60 (100.00)% Project Engineer 1.65 1.15 0.50 0.80 0.30 60.00% Senior Management Analyst 1.00 1.00 1.00 0.88 -0.12 (12.00)% Senior Planner 7.64 6.70 6.51 3.76 -2.75 (42.24)% Senior Project Engineer 0.00 0.00 0.00 0.00 0.00 0.00% Traffic Engineering-Lead 1.00 0.10 0.38 0.65 0.27 71.05% Transportation Planning Manager 0.20 0.85 0.20 0.41 0.21 105.00% Total Planning and Community Environment 31.04 31.56 30.24 30.20 -0.04 (0.13)% Police Administrative Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Administrative Associate II 3.00 3.00 3.00 3.00 0.00 0.00% Animal Control Officer 3.00 3.00 3.00 3.00 0.00 0.00% Animal Control Officer-Lead 1.00 1.00 1.00 1.00 0.00 0.00% Animal Services Specialist II 2.00 2.00 2.00 2.00 0.00 0.00% Assistant Police Chief 1.00 1.00 1.00 1.00 0.00 0.00% Business Analyst 1.20 1.20 1.20 1.20 0.00 0.00% Code Enforcement Officer 1.00 1.00 1.00 1.00 0.00 0.00% Communications Manager 0.00 0.00 1.00 1.00 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 7 TABLE OF ORGANIZATION Communications Technician 1.00 1.00 1.00 1.00 0.00 0.00% Community Service Officer 8.50 8.50 7.50 7.50 0.00 0.00% Court Liaison Officer 1.00 1.00 1.00 1.00 0.00 0.00% Crime Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Deputy Director Technical Services Division 0.80 0.80 0.80 0.80 0.00 0.00% Geographic Information System Specialist 0.50 0.50 0.50 0.50 0.00 0.00% Police Agent 19.00 19.00 19.00 19.00 0.00 0.00% Police Captain 2.00 2.00 2.00 2.00 0.00 0.00% Police Chief 1.00 1.00 1.00 1.00 0.00 0.00% Police Lieutenant 5.00 5.00 5.00 5.00 0.00 0.00% Police Officer 50.00 50.00 50.00 50.00 0.00 0.00% Police Records Specialist II 6.00 6.00 6.00 6.00 0.00 0.00% Police Records Specialist-Lead 1.00 1.00 1.00 1.00 0.00 0.00% Police Sergeant 14.00 14.00 14.00 14.00 0.00 0.00% Program Assistant II 1.00 1.00 1.00 1.00 0.00 0.00% Property Evidence Technician 2.00 2.00 2.00 2.00 0.00 0.00% Public Safety Communications Manager 1.00 1.00 1.00 1.00 0.00 0.00% Public Safety Dispatcher 0.00 16.00 16.00 16.00 0.00 0.00% Public Safety Dispatcher I 2.00 0.00 0.00 0.00 0.00 0.00% Public Safety Dispatcher II 14.00 0.00 0.00 0.00 0.00 0.00% Public Safety Dispatcher-Lead 4.00 4.00 4.00 4.00 0.00 0.00% Public Safety Manager I 0.00 0.00 0.00 0.00 0.00 0.00% Public Safety Manager II 0.00 0.00 0.00 0.00 0.00 0.00% Public Safety Program Manager 2.00 2.00 2.00 2.00 0.00 0.00% Senior Management Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Senior Technologist 0.00 0.00 0.00 0.00 0.00 0.00% Superintendent Animal Services 1.00 1.00 1.00 1.00 0.00 0.00% Veterinarian 1.00 1.00 1.00 1.00 0.00 0.00% Veterinarian Technician 2.00 2.00 2.00 2.00 0.00 0.00% Total Police 155.00 155.00 155.00 155.00 0.00 0.00% Public Works Administrative Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Administrative Associate I 0.60 0.60 0.60 0.60 0.00 0.00% Administrative Associate II 2.63 2.65 2.65 2.65 0.00 0.00% Administrative Associate III 0.00 0.01 0.01 0.01 0.00 0.00% Assistant Director Public Works 0.85 0.87 0.87 0.87 0.00 0.00% Associate Engineer 0.30 0.30 0.30 0.30 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 8 TABLE OF ORGANIZATION Building Serviceperson 1.00 1.00 1.00 0.00 -1.00 (100.00)% Building Serviceperson-Lead 1.80 1.80 1.00 1.00 0.00 0.00% Cement Finisher 3.00 3.00 3.00 2.00 -1.00 (33.33)% Cement Finisher-Lead 0.26 0.26 0.26 0.26 0.00 0.00% Coordinator Public Works Projects 1.00 0.50 1.50 1.50 0.00 0.00% Director Public Works/City Engineer 1.00 1.00 1.00 1.00 0.00 0.00% Electrician 0.80 0.80 0.80 0.80 0.00 0.00% Engineer 0.40 0.66 0.66 0.66 0.00 0.00% Engineering Technician III 1.20 1.47 1.47 1.47 0.00 0.00% Equipment Operator 3.46 3.46 3.46 2.46 -1.00 (28.90)% Facilities Carpenter 1.00 1.00 1.00 1.00 0.00 0.00% Facilities Maintenance-Lead 1.85 1.85 1.85 1.85 0.00 0.00% Facilities Mechanic 5.55 0.00 0.00 0.00 0.00 0.00% Facilities Painter 1.75 1.75 1.75 1.75 0.00 0.00% Facilities Technician 0.00 5.55 4.05 4.05 0.00 0.00% Heavy Equipment Operator 2.33 2.33 2.33 2.33 0.00 0.00% Heavy Equipment Operator-Lead 0.85 0.85 0.85 0.85 0.00 0.00% Inspector, Field Services 0.10 0.11 0.11 0.11 0.00 0.00% Landscape Architect Park Planner 0.10 0.10 0.10 0.60 0.50 500.00% Management Analyst 0.70 0.70 0.70 0.70 0.00 0.00% Manager Facilities 0.90 0.90 0.90 0.90 0.00 0.00% Manager Maintenance Operations 1.20 1.20 1.20 1.20 0.00 0.00% Manager Urban Forestry 0.96 0.96 0.96 0.96 0.00 0.00% Manager Watershed Protection 0.00 0.05 0.05 0.05 0.00 0.00% Planning Arborist 0.75 0.75 0.71 0.00 -0.71 (100.00)% Project Engineer 0.40 0.50 0.50 0.50 0.00 0.00% Project Manager 1.93 2.58 2.65 2.65 0.00 0.00% Senior Engineer 0.57 0.79 0.79 0.79 0.00 0.00% Senior Management Analyst 1.11 1.11 1.11 1.11 0.00 0.00% Senior Project Manager 0.10 0.10 0.10 0.10 0.00 0.00% Supervisor Inspection and Surveying 0.10 0.10 0.10 0.10 0.00 0.00% Surveyor, Public Works 0.10 0.33 0.33 0.33 0.00 0.00% Traffic Controller Maintainer-Lead 0.00 0.00 0.00 0.00 0.00 0.00% Traffic Controller Maintainer I 1.94 1.94 1.94 1.94 0.00 0.00% Traffic Controller Maintainer II 2.00 2.00 2.00 2.00 0.00 0.00% Tree Maintenance Person 1.00 1.00 1.00 1.00 0.00 0.00% Tree Trim/Line Clear 7.00 7.00 7.00 7.00 0.00 0.00% Tree Trim/Line Clear-Lead 1.00 1.00 1.00 1.00 0.00 0.00% Total Public Works 54.59 55.93 54.66 51.45 -3.21 (5.87)% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 9 TABLE OF ORGANIZATION Total General Fund 600.71 603.94 602.92 585.43 -17.49 (2.90)% Enterprise Fund Public Works Account Specialist 0.45 0.30 0.30 0.30 0.00 0.00% Accountant 0.40 0.40 0.40 0.40 0.00 0.00% Administrative Associate I 0.10 0.10 0.10 0.10 0.00 0.00% Administrative Associate II 2.15 2.15 2.15 2.15 0.00 0.00% Administrative Associate III 0.10 0.10 0.10 0.10 0.00 0.00% Assistant Director Public Works 1.30 1.30 1.30 1.30 0.00 0.00% Assistant Manager WQCP 2.00 2.00 2.00 2.00 0.00 0.00% Associate Engineer 1.35 1.99 2.99 2.99 0.00 0.00% Business Analyst 0.00 0.00 0.00 0.00 0.00 0.00% Buyer 1.00 0.00 0.00 0.00 0.00 0.00% Chemist 3.00 3.00 3.00 3.00 0.00 0.00% Chief Sustainability Officer 0.00 0.00 0.00 0.00 0.00 0.00% Coordinator Public Works Projects 1.00 0.00 0.00 0.00 0.00 0.00% Deputy Chief/Fire Marshal 0.07 0.07 0.07 0.07 0.00 0.00% Electrician 3.00 3.00 3.00 3.00 0.00 0.00% Electrician-Lead 2.00 2.00 2.00 2.00 0.00 0.00% Engineer 1.00 0.90 0.90 0.90 0.00 0.00% Engineering Technician III 0.20 0.25 0.25 0.25 0.00 0.00% Environmental Specialist 2.00 2.00 2.00 2.00 0.00 0.00% Equipment Operator 0.54 0.54 0.54 0.54 0.00 0.00% Facilities Maintenance Lead 0.00 1.00 1.00 1.00 0.00 0.00% Facilities Technician 0.00 0.00 1.50 1.50 0.00 0.00% Hazardous Materials Inspector 0.04 0.04 0.04 0.04 0.00 0.00% Heavy Equipment Operator 0.90 0.90 0.90 0.90 0.00 0.00% Heavy Equipment Operator-Lead 1.15 1.15 1.15 1.15 0.00 0.00% Industrial Waste Inspector 2.99 2.99 2.99 2.99 0.00 0.00% Industrial Waste Investigator 1.79 1.15 1.15 1.15 0.00 0.00% Laboratory Technician WQC 3.00 3.00 3.00 3.00 0.00 0.00% Landfill Technician 1.00 1.00 1.00 1.00 0.00 0.00% Maintenance Mechanic 7.00 0.00 0.00 0.00 0.00 0.00% Management Analyst 1.30 2.30 2.30 2.30 0.00 0.00% Manager Airport 1.00 1.00 1.00 1.00 0.00 0.00% Manager Environmental Control Program 4.90 4.90 4.90 4.90 0.00 0.00% Manager Laboratory Services 1.00 1.00 1.00 1.00 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 10 TABLE OF ORGANIZATION Manager Maintenance Operations 1.96 1.96 1.96 1.96 0.00 0.00% Manager Solid Waste 1.00 1.00 1.00 1.00 0.00 0.00% Manager Water Quality Control Plant 1.00 1.00 1.00 1.00 0.00 0.00% Manager Watershed Protection 0.95 0.95 0.95 0.95 0.00 0.00% Plant Mechanic 0.00 7.00 7.00 7.00 0.00 0.00% Program Assistant I 1.00 1.00 1.00 1.00 0.00 0.00% Program Assistant II 2.00 2.00 2.00 2.00 0.00 0.00% Project Engineer 1.83 1.83 1.83 1.83 0.00 0.00% Project Manager 0.35 1.35 1.35 1.35 0.00 0.00% Senior Accountant 0.30 0.30 0.30 0.30 0.00 0.00% Senior Buyer 0.00 1.00 1.00 1.00 0.00 0.00% Senior Chemist 1.00 1.00 1.00 1.00 0.00 0.00% Senior Engineer 1.76 3.76 3.76 3.76 0.00 0.00% Senior Industrial Waste Investigator 0.99 0.99 0.99 0.99 0.00 0.00% Senior Management Analyst 0.21 0.21 0.21 0.21 0.00 0.00% Senior Mechanic 1.00 1.00 1.00 1.00 0.00 0.00% Senior Operator WQC 6.00 6.00 6.00 6.00 0.00 0.00% Senior Technologist 1.00 1.00 1.00 1.00 0.00 0.00% Storekeeper 1.00 1.00 1.00 1.00 0.00 0.00% Street Maintenance Assistant 0.00 1.00 1.00 1.00 0.00 0.00% Street Sweeper Operator 1.63 1.63 1.63 1.63 0.00 0.00% Supervisor WQCP Operations 3.00 3.00 3.00 3.00 0.00 0.00% Surveyor, Public Works 0.35 0.12 0.12 0.12 0.00 0.00% Technologist 1.00 1.00 1.00 1.00 0.00 0.00% Traffic Controller Maintainer I 0.06 0.06 0.06 0.06 0.00 0.00% WQC Plant Operator II 16.00 16.00 16.00 16.00 0.00 0.00% Zero Waste Coordinator 2.00 1.00 1.00 1.00 0.00 0.00% Total Public Works 95.12 98.69 101.19 101.19 0.00 0.00% Utilities Account Specialist 2.55 1.70 1.70 1.70 0.00 0.00% Accountant 0.60 0.60 0.60 0.60 0.00 0.00% Administrative Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Administrative Associate II 6.00 6.00 7.00 7.00 0.00 0.00% Assistant City Manager/Utilities General Manager 0.00 0.00 0.75 0.75 0.00 0.00% Assistant Director Administrative Services 0.25 0.25 0.25 0.25 0.00 0.00% Assistant Director Utilities Customer Support Services 1.00 1.00 1.00 1.00 0.00 0.00% Assistant Director Utilities Engineering 1.00 1.00 1.00 1.00 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 11 TABLE OF ORGANIZATION Assistant Director Utilities Operations 1.00 1.00 1.00 1.00 0.00 0.00% Assistant Director Utilities/Resource Management 1.00 1.00 1.00 1.00 0.00 0.00% Associate Engineer 0.50 0.00 0.00 0.00 0.00 0.00% Business Analyst 7.00 7.00 7.00 6.00 -1.00 (14.29)% Cathodic Protection Technician Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Cathodic Technician 1.00 1.00 1.00 1.00 0.00 0.00% Cement Finisher 1.00 1.00 2.00 2.00 0.00 0.00% Chief Sustainability Officer 0.00 0.00 0.00 0.00 0.00 0.00% Contracts Administrator 0.70 0.70 0.70 0.70 0.00 0.00% Coordinator Utilities Projects 7.00 6.00 6.00 6.00 0.00 0.00% Customer Service Representative 6.00 6.00 7.00 7.00 0.00 0.00% Customer Service Specialist 2.00 2.00 2.00 2.00 0.00 0.00% Customer Service Specialist-Lead 2.00 2.00 2.00 2.00 0.00 0.00% Deputy Chief/Fire Marshal 0.08 0.08 0.08 0.08 0.00 0.00% Deputy City Attorney 0.00 0.00 1.00 1.00 0.00 0.00% Director Administrative Services/CFO 0.20 0.20 0.20 0.20 0.00 0.00% Director Utilities 1.00 1.00 0.00 0.00 0.00 0.00% Electric Project Engineer 2.00 2.00 2.00 2.00 0.00 0.00% Electric Underground Inspector 2.00 2.00 2.00 2.00 0.00 0.00% Electric Underground Inspector-Lead 1.00 1.00 1.00 1.00 0.00 0.00% Electrical Equipment Technician 0.00 1.00 1.00 1.00 0.00 0.00% Electrician Assistant I 4.00 3.00 3.00 3.00 0.00 0.00% Engineer 4.00 4.00 4.00 4.00 0.00 0.00% Engineering Manager - Electric 1.00 1.00 1.00 1.00 0.00 0.00% Engineering Manager - WGW 1.00 1.00 1.00 1.00 0.00 0.00% Engineering Technician III 4.00 5.00 3.00 3.00 0.00 0.00% Equipment Operator 1.00 1.00 0.00 0.00 0.00 0.00% Gas and Water Meter Measurement and Control Technician 0.00 0.00 4.00 4.00 0.00 0.00% Gas and Water Meter Measurement and Control Technician - Lead 0.00 0.00 1.00 1.00 0.00 0.00% Gas System Technician 2.00 0.00 0.00 0.00 0.00 0.00% Gas System Technician II 1.00 3.00 0.00 0.00 0.00 0.00% Hazardous Materials Inspector 0.06 0.06 0.06 0.06 0.00 0.00% Heavy Equipment Operator 8.70 6.70 6.70 6.70 0.00 0.00% Heavy Equipment Operator - Install/ Repair 0.00 4.00 4.00 4.00 0.00 0.00% Industrial Waste Investigator 0.00 0.50 0.50 0.50 0.00 0.00% Inspector, Field Services 4.00 5.00 5.00 5.00 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 12 TABLE OF ORGANIZATION Lineperson/Cable Specialist 11.00 11.00 11.00 11.00 0.00 0.00% Lineperson/Cable Specialist-Lead 4.00 4.00 4.00 4.00 0.00 0.00% Maintenance Mechanic-Welding 2.00 2.00 2.00 2.00 0.00 0.00% Manager Communications 1.00 1.00 1.00 1.00 0.00 0.00% Manager Customer Service 1.00 1.00 1.00 1.00 0.00 0.00% Manager Customer Service and Meter Reading 0.00 0.00 0.00 0.00 0.00 0.00% Manager Electric Operations 1.00 1.00 1.00 1.00 0.00 0.00% Manager Treasury, Debt & Investments 0.00 0.40 0.40 0.40 0.00 0.00% Manager Utilities Compliance 1.00 1.00 1.00 1.00 0.00 0.00% Manager Utilities Credit & Collection 1.00 1.00 1.00 1.00 0.00 0.00% Manager Utilities Marketing Services 1.00 0.00 0.00 0.00 0.00 0.00% Manager Utilities Operations WGW 1.00 1.00 1.00 1.00 0.00 0.00% Manager Utilities Program Services 0.00 1.00 1.00 1.00 0.00 0.00% Manager Utilities Strategic Business 0.00 1.00 1.00 1.00 0.00 0.00% Manager Utilities Telecommunications 1.00 1.00 1.00 1.00 0.00 0.00% Marketing Engineer 1.00 0.00 0.00 0.00 0.00 0.00% Meter Reader 6.00 6.00 6.00 6.00 0.00 0.00% Meter Reader-Lead 1.00 1.00 1.00 1.00 0.00 0.00% Metering Technician 3.00 3.00 3.00 3.00 0.00 0.00% Metering Technician-Lead 1.00 1.00 1.00 1.00 0.00 0.00% Offset Equipment Operator 0.48 0.48 0.48 0.48 0.00 0.00% Overhead Underground Troubleman 2.00 2.00 2.00 2.00 0.00 0.00% Planner 0.00 0.00 0.00 0.00 0.00 0.00% Power Engineer 3.00 3.00 3.00 3.00 0.00 0.00% Principal Business Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Principal Management Analyst 0.00 0.00 0.00 0.00 0.00 0.00% Program Assistant I 2.50 2.50 1.50 1.50 0.00 0.00% Project Engineer 5.00 5.00 5.00 5.00 0.00 0.00% Project Manager 0.75 0.75 0.75 0.75 0.00 0.00% Resource Planner 5.00 6.00 6.00 6.00 0.00 0.00% Restoration Lead 1.00 1.00 1.00 1.00 0.00 0.00% SCADA Technologist 2.00 2.00 2.00 2.00 0.00 0.00% Senior Accountant 0.70 0.70 0.70 0.70 0.00 0.00% Senior Business Analyst 2.00 2.00 2.00 3.00 1.00 50.00% Senior Deputy City Attorney 1.00 1.00 0.00 0.00 0.00 0.00% Senior Electrical Engineer 4.00 4.00 4.00 4.00 0.00 0.00% Senior Engineer 5.00 5.00 5.00 5.00 0.00 0.00% Senior Management Analyst 2.40 0.70 0.70 0.70 0.00 0.00% Senior Mechanic 1.00 1.00 1.00 1.00 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 13 TABLE OF ORGANIZATION Senior Performance Auditor 1.00 1.00 1.00 1.00 0.00 0.00% Senior Project Engineer 0.00 0.00 0.00 0.00 0.00 0.00% Senior Resource Planner 6.00 6.00 6.00 6.00 0.00 0.00% Senior Technologist 0.00 0.00 0.00 0.00 0.00 0.00% Senior Utilities Field Service Representative 1.00 1.00 1.00 1.00 0.00 0.00% Senior Water Systems Operator 2.00 2.00 2.00 2.00 0.00 0.00% Storekeeper 2.00 1.00 1.00 1.00 0.00 0.00% Storekeeper-Lead 0.00 0.80 0.80 0.80 0.00 0.00% Street Light, Traffic Signal & Fiber Technician 5.00 5.00 5.00 5.00 0.00 0.00% Street Light, Traffic Signal & Fiber Technician Apprentice 0.00 0.00 0.00 0.00 0.00 0.00% Street Light, Traffic Signal & Fiber-Lead 2.00 2.00 2.00 2.00 0.00 0.00% Substation Electrician 6.00 6.00 6.00 6.00 0.00 0.00% Substation Electrician-Lead 2.00 2.00 2.00 2.00 0.00 0.00% Supervising Electric Project Engineer 1.00 1.00 1.00 1.00 0.00 0.00% Supervisor Inspection Services 1.00 0.00 0.00 0.00 0.00 0.00% Tree Maintenance Person 1.00 1.00 1.00 1.00 0.00 0.00% Utilities Account Representative 0.00 0.00 0.00 0.00 0.00 0.00% Utilities Chief Operating Officer 0.00 0.00 1.00 1.00 0.00 0.00% Utilities Compliance Technician 2.00 2.00 2.00 2.00 0.00 0.00% Utilities Compliance Technician-Lead 1.00 1.00 1.00 1.00 0.00 0.00% Utilities Credit/Collection Specialist 2.00 2.00 2.00 2.00 0.00 0.00% Utilities Engineer Estimator 5.00 5.00 5.00 5.00 0.00 0.00% Utilities Field Services Representative 5.00 5.00 5.00 5.00 0.00 0.00% Utilities Install Repair-Lead-Welding Certified 2.00 2.00 2.00 2.00 0.00 0.00% Utilities Install Repair-Welding Certified 3.00 3.00 3.00 3.00 0.00 0.00% Utilities Install/Repair 12.00 10.00 10.00 10.00 0.00 0.00% Utilities Install/Repair Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Utilities Install/Repair-Lead 5.00 5.00 5.00 5.00 0.00 0.00% Utilities Key Account Representative 3.00 3.00 3.00 3.00 0.00 0.00% Utilities Locator 3.00 3.00 3.00 3.00 0.00 0.00% Utilities Marketing Program Administrator 3.00 3.00 3.00 3.00 0.00 0.00% Utilities Safety Officer 1.00 1.00 1.00 1.00 0.00 0.00% Utilities Supervisor 11.00 12.00 12.00 12.00 0.00 0.00% Utilities System Operator 5.00 5.00 5.00 5.00 0.00 0.00% Utility Engineering Estimator - Lead 0.00 0.00 1.00 1.00 0.00 0.00% Warehouse Supervisor 0.50 0.80 0.80 0.80 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 14 TABLE OF ORGANIZATION Water Meter Cross Connection Technician 2.00 0.00 0.00 0.00 0.00 0.00% Water System Operator I 0.00 1.00 0.00 0.00 0.00 0.00% Water System Operator II 4.00 4.00 4.00 4.00 0.00 0.00% Total Utilities 255.97 254.92 256.67 256.67 0.00 0.00% Total Enterprise Fund 351.09 353.61 357.86 357.86 0.00 0.00% Other Funds Capital Project Fund Administrative Associate I 0.80 0.80 0.80 0.80 0.00 0.00% Administrative Associate III 0.89 0.89 0.89 1.09 0.20 22.47% Assistant Director Public Works 0.58 0.58 0.58 0.58 0.00 0.00% Associate Engineer 2.69 2.69 2.96 3.04 0.08 2.70% Associate Planner 0.00 0.00 0.00 0.31 0.31 0.00% Cement Finisher 0.00 0.00 0.00 0.00 0.00 0.00% Cement Finisher-Lead 0.74 0.74 0.74 0.74 0.00 0.00% Chief Transportation Official 0.50 0.30 0.52 0.36 -0.16 (30.77)% Contracts Administrator 0.60 0.60 0.60 0.60 0.00 0.00% Coordinator Public Works Projects 1.00 1.50 1.30 1.30 0.00 0.00% Coordinator Transportation Systems Management 0.15 0.90 0.62 0.76 0.14 22.58% Engineer 2.98 2.80 2.80 2.80 0.00 0.00% Engineering Technician III 0.50 0.50 0.50 0.50 0.00 0.00% Facilities Technician 0.00 0.00 1.50 1.50 0.00 0.00% Heavy Equipment Operator 0.00 0.00 0.00 0.00 0.00 0.00% Inspector, Field Services 1.20 1.21 1.21 1.21 0.00 0.00% Landscape Architect Park Planner 0.90 0.90 0.90 0.90 0.00 0.00% Management Analyst 1.39 0.89 0.79 0.82 0.03 3.80% Manager Facilities 0.10 0.10 0.10 0.10 0.00 0.00% Manager Maintenance Operations 1.65 0.65 0.65 0.65 0.00 0.00% Parking Operations-Lead 0.00 0.30 1.00 0.35 -0.65 (65.00)% Program Assistant I 0.00 0.00 0.00 0.00 0.00 0.00% Program Assistant II 0.00 0.20 0.40 0.00 -0.40 (100.00)% Project Engineer 4.99 6.49 7.14 6.84 -0.30 (4.20)% Project Manager 1.80 1.15 1.15 1.15 0.00 0.00% Senior Engineer 1.99 1.99 1.99 1.99 0.00 0.00% Senior Management Analyst 0.60 0.60 0.60 0.72 0.12 20.00% Senior Planner 0.00 0.70 0.85 0.72 -0.13 (15.29)% Senior Project Engineer 0.00 0.00 0.00 0.00 0.00 0.00% Senior Project Manager 0.90 0.90 0.90 0.90 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 15 TABLE OF ORGANIZATION Supervisor Inspection and Surveying 0.63 0.63 0.63 0.63 0.00 0.00% Surveyor, Public Works 0.55 0.55 0.55 0.55 0.00 0.00% Traffic Engineering-Lead 0.00 0.90 0.62 0.35 -0.27 (43.55)% Transportation Planning Manager 0.70 0.15 0.50 0.35 -0.15 (30.00)% Total Capital Project Fund 28.83 30.61 33.79 32.61 -1.18 (3.49)% Printing and Mailing Services Manager Revenue Collections 0.10 0.10 0.10 0.10 0.00 0.00% Offset Equipment Operator 1.52 1.52 1.52 1.52 0.00 0.00% Senior Management Analyst 0.00 0.00 0.00 0.00 0.00 0.00% Total Printing and Mailing Services 1.62 1.62 1.62 1.62 0.00 0.00% Special Revenue Funds Account Specialist 1.55 1.62 1.62 1.87 0.25 15.43% Account Specialist-Lead 0.41 0.95 0.95 0.55 -0.40 (42.11)% Administrative Associate II 0.20 0.20 0.20 0.20 0.00 0.00% Administrative Associate III 0.00 0.00 0.00 0.21 0.21 0.00% Associate Planner 0.00 0.00 0.00 0.42 0.42 0.00% Building Serviceperson-Lead 0.20 0.20 0.00 0.00 0.00 0.00% Chief Transportation Official 0.00 0.00 0.05 0.00 -0.05 (100.00)% Community Service Officer 0.50 0.50 0.50 0.50 0.00 0.00% Coordinator Public Works Projects 0.00 0.00 0.20 0.20 0.00 0.00% Electrician 0.20 0.20 0.20 0.20 0.00 0.00% Facilities Maintenance-Lead 0.15 0.15 0.15 0.15 0.00 0.00% Facilities Mechanic 0.45 0.00 0.00 0.00 0.00 0.00% Facilities Painter 0.25 0.25 0.25 0.25 0.00 0.00% Facilities Technician 0.00 0.45 0.45 0.45 0.00 0.00% Management Analyst 0.00 0.02 0.02 0.17 0.15 750.00% Manager Community Services Senior Program 1.00 1.00 1.00 1.00 0.00 0.00% Manager Maintenance Operations 0.19 0.19 0.19 0.19 0.00 0.00% Manager Revenue Collections 0.20 0.28 0.28 0.28 0.00 0.00% Parking Operations-Lead 0.70 0.50 0.00 0.55 0.55 0.00% Planner 0.75 0.00 0.00 0.00 0.00 0.00% Program Assistant II 0.00 0.45 0.00 0.00 0.00 0.00% Senior Management Analyst 0.00 0.00 0.00 0.00 0.00 0.00% Senior Planner 0.00 0.36 0.40 0.40 0.00 0.00% Senior Project Engineer 0.00 0.00 0.00 0.00 0.00 0.00% Street Maintenance Assistant 2.00 2.00 2.00 2.00 0.00 0.00% Street Sweeper Operator 0.37 0.37 0.37 0.37 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 16 TABLE OF ORGANIZATION Transportation Planning Manager 0.10 0.00 0.30 0.24 -0.06 (20.00)% Total Special Revenue Funds 9.22 9.69 9.13 10.20 1.07 11.72% Technology Fund Administrative Assistant 1.00 1.00 1.00 1.00 0.00 0.00% Assistant Director Administrative Services 0.00 0.10 0.10 0.10 0.00 0.00% Business Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Desktop Technician 5.00 6.00 6.00 6.00 0.00 0.00% Director Administrative Services/CFO 0.10 0.00 0.00 0.00 0.00 0.00% Director Information Technology/CIO 1.00 1.00 1.00 1.00 0.00 0.00% Management Analyst 0.00 0.00 0.00 0.00 0.00 0.00% Manager Information Technology 4.00 4.00 4.00 3.00 -1.00 (25.00)% Manager Information Technology Security 1.00 1.00 1.00 1.00 0.00 0.00% Principal Business Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Principal Management Analyst 0.00 0.00 0.00 0.00 0.00 0.00% Senior Business Analyst 2.00 2.00 2.00 2.00 0.00 0.00% Senior Management Analyst 1.00 1.00 1.00 1.00 0.00 0.00% Senior Technologist 15.00 16.00 17.00 18.00 1.00 5.88% Technologist 2.00 1.00 1.00 1.00 0.00 0.00% Total Technology Fund 34.10 35.10 36.10 36.10 0.00 0.00% Vehicle Replacement and Maintenance Fund Administrative Associate III 1.00 1.00 1.00 1.00 0.00 0.00% Assistant Director Public Works 0.25 0.25 0.25 0.25 0.00 0.00% Assistant Fleet Manager 1.00 1.00 1.00 1.00 0.00 0.00% Equipment Maintenance Service Person 2.00 2.00 2.00 2.00 0.00 0.00% Fleet Services Coordinator 2.00 2.00 2.00 2.00 0.00 0.00% Management Analyst 0.20 0.20 0.20 0.20 0.00 0.00% Manager Fleet 1.00 1.00 1.00 1.00 0.00 0.00% Motor Equipment Mechanic II 6.00 6.00 6.00 6.00 0.00 0.00% Motor Equipment Mechanic-Lead 2.00 2.00 2.00 2.00 0.00 0.00% Project Manager 1.00 1.00 1.00 1.00 0.00 0.00% Senior Management Analyst 0.08 0.08 0.08 0.08 0.00 0.00% Total Vehicle Replacement and Maintenance Fund 16.53 16.53 16.53 16.53 0.00 0.00% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 17 TABLE OF ORGANIZATION Workers’ Compensation Program Fund Senior Human Resources Administrator 0.00 1.00 1.00 1.00 0.00 0.00% Workers’ Compensation Program Fund Total Workers’ Compensation Program Fund 0.00 1.00 1.00 1.00 0.00 0.00% Total Other Funds 90.30 94.55 98.17 98.06 -0.11 (0.11)% Total Citywide Positions 1,042.10 1,052.10 1,058.95 1,041.35 -17.60 (1.66)% Table of Organization FY 2016 Actuals FY 2017 Actuals FY 2018 Adopted Budget FY 2019 Proposed Budget FY 2019 Change FTE FY 2019 Change % ATTACHMENT A, EXHIBIT 5 ATTACHMENT A, EXHIBIT 5 Page 18 Job Code FLSA Status Classifications Grade Codes Min Hourly Rate Mid-Point Hourly Rate Max Hourly Rate Min Hourly Rate Mid-Point Hourly Rate Max Hourly Rate Min Hourly Rate Mid-Point Hourly Rate Max Hourly Rate Approx Mid- Point Monthly Salary Approx. Mid- Point Annual Salary 190 Non-Exempt Accountant 690P $32.89 $41.11 $49.34 $33.72 $42.14 $50.57 $36.25 $45.31 $54.38 $7,853.73 $94,244.80 76 Exempt Administrative Assistant 750P $28.37 $35.46 $42.56 $29.08 $36.35 $43.62 $29.81 $37.26 $44.72 $6,458.40 $77,500.80 115 Exempt Assistant Chief Building Official 405M $46.08 $57.60 $69.12 $47.24 $59.04 $70.85 $48.42 $60.52 $72.63 $10,490.13 $125,881.60 132 Exempt Assistant Chief of Police 100A $75.43 $94.28 $113.14 $77.32 $96.64 $115.97 $79.25 $99.06 $118.88 $17,170.40 $206,044.80 108 Exempt Assistant City Attorney 165A $63.94 $79.92 $95.91 $65.54 $81.92 $98.31 $67.18 $83.97 $100.77 $14,554.80 $174,657.60 109 Exempt Assistant City Clerk 630M $37.21 $46.51 $55.82 $38.15 $47.68 $57.22 $39.11 $48.88 $58.66 $8,472.53 $101,670.40 107 Exempt Assistant City Manager 20E $78.36 $97.94 $117.53 $80.32 $100.39 $120.47 $82.32 $102.90 $123.48 $17,836.00 $214,032.00 2026 Exempt Assistant City Manager / Utilities General Manager 10E $98.47 $123.08 $147.70 $100.93 $126.16 $151.40 $103.46 $129.32 $155.19 $22,415.47 $268,985.60 73 Exempt Assistant Director Administrative Services 120A $64.47 $80.58 $96.70 $66.08 $82.60 $99.12 $67.74 $84.67 $101.61 $14,676.13 $176,113.60 126 Exempt Assistant Director Community Services 150A $61.72 $77.14 $92.57 $63.26 $79.07 $94.89 $64.84 $81.05 $97.26 $14,048.67 $168,584.00 1007 Exempt Assistant Director Human Resources 155A $59.65 $74.56 $89.48 $61.15 $76.43 $91.72 $62.68 $78.35 $94.02 $13,580.67 $162,968.00 2001 Exempt Assistant Director Library Services 160A $59.03 $73.78 $88.54 $60.51 $75.63 $90.76 $62.03 $77.53 $93.04 $13,438.53 $161,262.40 10 Exempt Assistant Director Planning & Community Environment 130A $63.23 $79.03 $94.84 $64.81 $81.01 $97.22 $66.44 $83.04 $99.65 $14,393.60 $172,723.20 143 Exempt Assistant Director Public Works 140A $62.49 $78.11 $93.74 $64.06 $80.07 $96.09 $65.67 $82.08 $98.50 $14,227.20 $170,726.40 168 Exempt Assistant Fleet Manager 585M $39.11 $48.88 $58.66 $40.09 $50.11 $60.14 $41.10 $51.37 $61.65 $8,904.13 $106,849.60 102 Exempt Assistant Manager WQCP 240D $50.52 $63.14 $75.77 $51.78 $64.72 $77.67 $53.08 $66.34 $79.61 $11,498.93 $137,987.20 30 Exempt Assistant to the City Manager 390M $48.82 $61.02 $73.23 $50.04 $62.55 $75.06 $51.30 $64.12 $76.95 $11,114.13 $133,369.60 118 Exempt Chief Building Official 290M $59.99 $74.98 $89.98 $61.49 $76.86 $92.24 $63.04 $78.79 $94.55 $13,656.93 $163,883.20 2008 Exempt Chief Communications Officer 135A $62.89 $78.61 $94.34 $64.47 $80.58 $96.70 $66.08 $82.60 $99.12 $14,317.33 $171,808.00 112 Exempt Chief Planning Official**220D $53.61 $67.01 $80.42 $54.96 $68.69 $82.43 $56.33 $70.41 $84.50 $12,204.40 $146,452.80 95 Exempt Chief Procurement Officer 235D $50.72 $63.39 $76.07 $51.99 $64.98 $77.98 $53.29 $66.61 $79.94 $11,545.73 $138,548.80 2010 Exempt Chief Sustainability Officer 435M $54.75 $68.43 $82.12 $56.12 $70.15 $84.18 $57.53 $71.91 $86.30 $12,464.40 $149,572.80 82 Exempt Chief Transportation Official 204D $56.40 $70.50 $84.60 $57.82 $72.27 $86.73 $59.27 $74.08 $88.90 $12,840.53 $154,086.40 96 Exempt Claims Investigator 660P $34.56 $43.19 $51.83 $35.42 $44.27 $53.13 $36.31 $45.38 $54.46 $7,865.87 $94,390.40 24 Exempt Communication Specialist 615M $37.43 $46.78 $56.14 $38.36 $47.95 $57.54 $39.32 $49.15 $58.98 $8,519.33 $102,232.00 89 Exempt Contracts Administrator 585P $39.11 $48.88 $58.66 $40.09 $50.11 $60.14 $41.10 $51.37 $61.65 $8,904.13 $106,849.60 186 Non-Exempt Coordinator Library Circulation 675M $32.95 $41.18 $49.42 $33.77 $42.21 $50.66 $34.62 $43.27 $51.93 $7,500.13 $90,001.60 191 Exempt Deputy Chief/Fire Marshall 125A $63.71 $79.63 $95.56 $65.31 $81.63 $97.96 $66.95 $83.68 $100.42 $14,504.53 $174,054.40 11 Exempt Deputy City Attorney 375M $50.04 $62.55 $75.06 $51.30 $64.12 $76.95 $52.59 $65.73 $78.88 $11,393.20 $136,718.40 71 Exempt Deputy City Clerk 720M $29.80 $37.25 $44.70 $30.56 $38.19 $45.83 $31.32 $39.15 $46.98 $6,786.00 $81,432.00 55 Exempt Deputy City Manager 115A $65.31 $81.63 $97.96 $66.95 $83.68 $100.42 $68.63 $85.78 $102.94 $14,868.53 $178,422.40 195 Exempt Deputy Director Technical Services Division 200D $63.52 $79.39 $95.27 $65.11 $81.38 $97.66 $66.74 $83.42 $100.11 $14,459.47 $173,513.60 20 Exempt Deputy Fire Chief 110A $66.38 $82.97 $99.57 $68.04 $85.05 $102.06 $69.75 $87.18 $104.62 $15,111.20 $181,334.40 81 Exempt Director Administrative Services/Chief Financial Officer 50E $75.11 $93.88 $112.66 $76.99 $96.23 $115.48 $78.92 $98.64 $118.37 $17,097.60 $205,171.20 72 Exempt Director Community Services 45E $75.68 $94.60 $113.52 $77.58 $96.97 $116.37 $79.52 $99.40 $119.28 $17,229.33 $206,752.00 1012 Exempt Director Development Services 145A $66.45 $83.06 $99.68 $68.12 $85.14 $102.17 $69.82 $87.27 $104.73 $15,126.80 $181,521.60 133 Exempt Director Human Resources/Chief People Officer 55E $71.58 $89.47 $107.37 $73.37 $91.71 $110.06 $75.21 $94.01 $112.82 $16,295.07 $195,540.80 128 Exempt Director Information Technology/Chief Information Officer 25E $78.21 $97.76 $117.32 $80.17 $100.21 $120.26 $82.18 $102.72 $123.27 $17,804.80 $213,657.60 131 Exempt Director Libraries 60E $70.84 $88.54 $106.25 $72.61 $90.76 $108.92 $74.43 $93.03 $111.64 $16,125.20 $193,502.40 City of Palo Alto Management, Professional and Confidential Salary Schedule Effective 7/1/2016 (2.5% Increase) Effective 7/1/2017 (2.5% Increase)Effective 7/1/2018 (2.5% Increase) *Effective 02/18/2018 **Effective 06/23/2018 ATTACHMENT B ATTACHMENT B, PAGE 1 Job Code FLSA Status Classifications Grade Codes Min Hourly Rate Mid-Point Hourly Rate Max Hourly Rate Min Hourly Rate Mid-Point Hourly Rate Max Hourly Rate Min Hourly Rate Mid-Point Hourly Rate Max Hourly Rate Approx Mid- Point Monthly Salary Approx. Mid- Point Annual Salary Effective 7/1/2016 (2.5% Increase) Effective 7/1/2017 (2.5% Increase)Effective 7/1/2018 (2.5% Increase) 2028 215D $55.58 $69.47 $83.37 $56.97 $71.21 $85.46 $58.40 $73.00 $87.60 $12,653.33 $151,840.00 2005 215D $55.58 $69.47 $83.37 $56.97 $71.21 $85.46 $58.40 $73.00 $87.60 $12,653.33 $151,840.00 49 120A $64.47 $80.58 $96.70 $66.08 $82.60 $99.12 $67.74 $84.67 $101.61 $14,676.13 $176,113.60 134 40E $75.86 $94.82 $113.79 $77.76 $97.20 $116.64 $79.71 $99.63 $119.56 $17,269.20 $207,230.40 135 30E $76.84 $96.04 $115.25 $78.76 $98.45 $118.14 $80.74 $100.92 $121.11 $17,492.80 $209,913.60 121 10E $98.47 $123.08 $147.70 $100.93 $126.16 $151.40 $103.46 $129.32 $155.19 $22,415.47 $268,985.60 2002 260D $46.36 $57.95 $69.54 $47.52 $59.40 $71.28 $48.72 $60.89 $73.07 $10,554.27 $126,651.20 172 245D $49.84 $62.29 $74.75 $51.08 $63.85 $76.62 $52.36 $65.45 $78.54 $11,344.67 $136,136.00 TBD 220D - - -$56.33 $70.41 $84.50 $12,204.40 $146,452.80 1005 705M $32.09 $40.11 $48.14 $32.90 $41.12 $49.35 $33.72 $42.15 $50.58 $7,306.00 $87,672.00 139 35E $76.41 $95.51 $114.62 $78.32 $97.90 $117.48 $80.28 $100.35 $120.42 $17,394.00 $208,728.00 163 480M $45.34 $56.67 $68.01 $46.48 $58.09 $69.71 $47.64 $59.55 $71.46 $10,322.00 $123,864.00 101 735P $29.08 $36.34 $43.61 $29.80 $37.25 $44.70 $30.56 $38.19 $45.83 $6,619.60 $79,435.20 90 510M $43.16 $53.94 $64.73 $44.24 $55.29 $66.35 $45.35 $56.68 $68.02 $9,824.53 $117,894.40 2015 755P $37.11 $46.38 $55.66 $38.04 $47.54 $57.05 $38.99 $48.73 $58.48 $8,446.53 $101,358.40 171 585M $39.11 $48.88 $58.66 $40.09 $50.11 $60.14 $41.10 $51.37 $61.65 $8,904.13 $106,849.60 79 235D $50.72 $63.39 $76.07 $51.99 $64.98 $77.98 $53.29 $66.61 $79.94 $11,545.73 $138,548.80 2007 210D $55.59 $69.48 $83.38 $56.98 $71.22 $85.47 $58.41 $73.01 $87.62 $12,655.07 $151,860.80 2023 360M $53.84 $67.29 $80.75 $55.19 $68.98 $82.78 $56.57 $70.71 $84.86 $12,256.40 $147,076.80 38 525M $42.11 $52.63 $63.16 $43.16 $53.95 $64.74 $44.24 $55.30 $66.36 $9,585.33 $115,024.00 154 630M $37.21 $46.51 $55.82 $38.15 $47.68 $57.22 $39.11 $48.88 $58.66 $8,472.53 $101,670.40 169 585M $39.11 $48.88 $58.66 $40.09 $50.11 $60.14 $41.10 $51.37 $61.65 $8,904.13 $106,849.60 1013 495M $44.24 $55.29 $66.35 $45.35 $56.68 $68.02 $46.48 $58.10 $69.72 $10,070.67 $120,848.00 63 220D $53.61 $67.01 $80.42 $54.96 $68.69 $82.43 $56.33 $70.41 $84.50 $12,204.40 $146,452.80 44 450M $45.81 $57.26 $68.72 $46.96 $58.70 $70.44 $48.14 $60.17 $72.21 $10,429.47 $125,153.60 45 235D $50.72 $63.39 $76.07 $51.99 $64.98 $77.98 $53.29 $66.61 $79.94 $11,545.73 $138,548.80 93 419M $46.91 $58.63 $70.36 $48.08 $60.10 $72.12 $49.29 $61.61 $73.94 $10,679.07 $128,148.80 1116 445M $46.50 $58.12 $69.75 $47.67 $59.58 $71.50 $48.86 $61.07 $73.29 $10,585.47 $127,025.60 2030 223D --- $54.59 $68.23 $81.88 $55.96 $69.94 $83.93 $12,122.93 $145,475.20 127 255D $46.97 $58.71 $70.46 $48.15 $60.18 $72.22 $49.36 $61.69 $74.03 $10,692.93 $128,315.20 2018 540M $41.08 $51.35 $61.62 $42.12 $52.64 $63.17 $43.17 $53.96 $64.76 $9,353.07 $112,236.80 32 230D $51.85 $64.81 $77.78 $53.16 $66.44 $79.73 $54.49 $68.11 $81.74 $11,805.73 $141,668.80 2006 230D $51.85 $64.81 $77.78 $53.16 $66.44 $79.73 $54.49 $68.11 $81.74 $11,805.73 $141,668.80 158 495M $44.24 $55.29 $66.35 $45.35 $56.68 $68.02 $46.48 $58.10 $69.72 $10,070.67 $120,848.00 78 565M $38.61 $48.26 $57.92 $39.58 $49.47 $59.37 $40.57 $50.71 $60.86 $8,789.73 $105,476.80 92 469M $43.33 $54.16 $65.00 $44.42 $55.52 $66.63 $45.53 $56.91 $68.30 $9,864.40 $118,372.80 26 345M $50.71 $63.38 $76.06 $51.98 $64.97 $77.97 $53.28 $66.60 $79.92 $11,544.00 $138,528.00 51 415M $46.96 $58.70 $70.44 $48.14 $60.17 $72.21 $49.35 $61.68 $74.02 $10,691.20 $128,294.40 103 235D $50.72 $63.39 $76.07 $51.99 $64.98 $77.98 $53.29 $66.61 $79.94 $11,545.73 $138,548.80 2011 250D $47.64 $59.55 $71.46 $48.84 $61.04 $73.25 $50.06 $62.57 $75.09 $10,845.47 $130,145.60 160 330M $51.30 $64.12 $76.95 $52.59 $65.73 $78.88 $53.91 $67.38 $80.86 $11,679.20 $140,150.40 57 Exempt Director of Emergency Medical Services Exempt Director Office of Emergency Services Exempt Director Office of Management and Budget Exempt Director Planning & Community Environment Exempt Director Public W orks/City Engineer Exempt Director Utilities Exempt Division Head Library Services Exempt Division Manager Open Space, Parks & Golf Exempt Division Manager Planning** Exempt Executive Assistant to the City Manager Exempt Fire Chief Exempt Hearing Officer Exempt Human Resources Representative Exempt Landscape Architect Park Planner Exempt Legal Fellow Exempt Management Analyst Exempt Manager Accounting Exempt Manager Airport Exempt Manager Budget Exempt Manager Communications Exempt Manager Community Services Exempt Manager Community Services Sr Program Exempt Manager Development Center Exempt Manager Economic Development Exempt Manager Employee Benefits Exempt Manager Employee Relations & Training Exempt Manager Environmental Control Program Exempt Manager Facilities Exempt Manager Finance* Exempt Manager Fleet Exempt Manager Human Services Exempt Manager Information Technology Exempt Manager Information Technology Security Exempt Manager Laboratory Services Exempt Manager Library Services Exempt Manager Maintenance Operations Exempt Manager Transportation Planning Exempt Manager Planning Exempt Manager Real Property Exempt Manager Revenue Collections Exempt Manager Solid W aste Exempt Manager Treasury, Debt & Investments 235D $50.72 $63.39 $76.07 $51.99 $64.98 $77.98 $53.29 $66.61 $79.94 $11,545.73 $138,548.80 *Effective 02/18/2018 **Effective 06/23/2018 ATTACHMENT B ATTACHMENT B, PAGE 2 $54.96 $68.69 $82.43 Job Code FLSA Status Classifications Grade Codes Min Hourly Rate Mid-Point Hourly Rate Max Hourly Rate Min Hourly Rate Mid-Point Hourly Rate Max Hourly Rate Min Hourly Rate Mid-Point Hourly Rate Max Hourly Rate Approx Mid- Point Monthly Salary Approx. Mid- Point Annual Salary Effective 7/1/2016 (2.5% Increase) Effective 7/1/2017 (2.5% Increase)Effective 7/1/2018 (2.5% Increase) 86 Exempt Manager Urban Forestry 436M $45.50 $56.87 $68.25 $46.64 $58.30 $69.96 $47.81 $59.76 $71.72 $10,358.40 $124,300.80 178 Exempt Manager Water Quality Control Plant 205D $57.08 $71.34 $85.61 $58.51 $73.13 $87.76 $59.97 $74.96 $89.96 $12,993.07 $155,916.80 39 Exempt Manager Watershed Protection 330M $51.30 $64.12 $76.95 $52.59 $65.73 $78.88 $53.91 $67.38 $80.86 $11,679.20 $140,150.40 1008 Exempt Office of Emergency Services Coordinator 525M $42.11 $52.63 $63.16 $43.16 $53.95 $64.74 $44.24 $55.30 $66.36 $9,585.33 $115,024.00 2024 Exempt Performance Auditor I 750P $28.37 $35.46 $42.56 $29.08 $36.35 $43.62 $29.81 $37.26 $44.72 $6,458.40 $77,500.80 100 Exempt Performance Auditor II 585M $39.11 $48.88 $58.66 $40.09 $50.11 $60.14 $41.10 $51.37 $61.65 $8,904.13 $106,849.60 148 Exempt Police Chief 15E $84.96 $106.19 $127.43 $87.08 $108.85 $130.62 $89.27 $111.58 $133.90 $19,340.53 $232,086.40 2021 Exempt Chief Assistant City Attorney 101A $77.36 $96.70 $116.04 $79.30 $99.12 $118.95 $81.28 $101.60 $121.92 $17,610.67 $211,328.00 2016 Exempt Principal Business Analyst 310M $54.06 $67.57 $81.09 $55.41 $69.26 $83.12 $56.80 $71.00 $85.20 $12,306.67 $147,680.00 2029 Exempt Principal Planner 469M --- $44.77 $55.96 $67.16 $45.89 $57.36 $68.84 $9,942.40 $119,308.80 2003 Exempt Principal Management Analyst 360M $53.84 $67.29 $80.75 $55.19 $68.98 $82.78 $56.57 $70.71 $84.86 $12,256.40 $147,076.80 2009 Exempt Project Manager 570M $39.36 $49.20 $59.04 $40.35 $50.43 $60.52 $41.36 $51.70 $62.04 $8,961.33 $107,536.00 2012 Exempt Public Safety Communications Manager 495M $44.24 $55.29 $66.35 $45.35 $56.68 $68.02 $46.48 $58.10 $69.72 $10,070.67 $120,848.00 166 Exempt Public Safety Program Manager 585M $39.11 $48.88 $58.66 $40.09 $50.11 $60.14 $41.10 $51.37 $61.65 $8,904.13 $106,849.60 117 Exempt Senior Accountant 555M 525M**$40.08 $50.10 $60.12 $41.09 $51.36 $61.64 $44.24 $55.30 $66.36 $9,585.33 $115,024.00 2013 Exempt Senior Business Analyst - M 420M $47.01 $58.76 $70.52 $48.19 $60.23 $72.28 $49.40 $61.74 $74.09 $10,701.60 $128,419.20 187 Exempt Senior Engineer 300M $53.90 $67.37 $80.85 $55.25 $69.06 $82.88 $56.64 $70.79 $84.95 $12,270.27 $147,243.20 106 Exempt Senior Executive Assistant 450M $45.81 $57.26 $68.72 $46.96 $58.70 $70.44 $48.14 $60.17 $72.21 $10,429.47 $125,153.60 157 Exempt Senior Human Resources Administrator 545M $39.93 $49.91 $59.90 $40.93 $51.16 $61.40 $41.96 $52.44 $62.93 $9,089.60 $109,075.20 14 Exempt Senior Management Analyst 465M $45.77 $57.21 $68.66 $46.92 $58.65 $70.38 $48.10 $60.12 $72.15 $10,420.80 $125,049.60 130 Exempt Senior Performance Auditor 510M $43.16 $53.94 $64.73 $44.24 $55.29 $66.35 $45.35 $56.68 $68.02 $9,824.53 $117,894.40 53 Exempt Senior Project Manager 300M $53.90 $67.37 $80.85 $55.25 $69.06 $82.88 $56.64 $70.79 $84.95 $12,270.27 $147,243.20 33 Exempt Senior Technologist 420M $47.01 $58.76 $70.52 $48.19 $60.23 $72.28 $49.40 $61.74 $74.09 $10,701.60 $128,419.20 155 Exempt Superintendent Animal Services 540M $41.08 $51.35 $61.62 $42.12 $52.64 $63.17 $43.17 $53.96 $64.76 $9,353.07 $112,236.80 83 Exempt Superintendent Community Services 480M $45.34 $56.67 $68.01 $46.48 $58.09 $69.71 $47.64 $59.55 $71.46 $10,322.00 $123,864.00 1117 Exempt Superintendent Recreation 480M $45.34 $56.67 $68.01 $46.48 $58.09 $69.71 $47.64 $59.55 $71.46 $10,322.00 $123,864.00 2022 Exempt Supervising Librarian 675M $33.07 $41.33 $49.60 $33.90 $42.37 $50.85 $34.75 $43.43 $52.12 $7,527.87 $90,334.40 161 Exempt Supervisor Facilities Management 600M $38.24 $47.79 $57.35 $39.20 $48.99 $58.79 $40.18 $50.22 $60.27 $8,704.80 $104,457.60 113 Exempt Supervisor Inspection and Surveying 540M $41.08 $51.35 $61.62 $42.12 $52.64 $63.17 $43.17 $53.96 $64.76 $9,353.07 $112,236.80 146 Exempt Supervisor Warehouse 660M $34.56 $43.19 $51.83 $35.42 $44.27 $53.13 $36.31 $45.38 $54.46 $7,865.87 $94,390.40 181 Exempt Supervisor Water Quality Control Operations 525M $42.11 $52.63 $63.16 $43.16 $53.95 $64.74 $44.24 $55.30 $66.36 $9,585.33 $115,024.00 2027 Exempt Utilities Chief Operating Officer 60E $70.84 $88.54 $106.25 $72.61 $90.76 $108.92 $74.43 $93.03 $111.64 $16,125.20 $193,502.40 184 Exempt Veterinarian 555M $40.08 $50.10 $60.12 $41.09 $51.36 $61.64 $42.12 $52.65 $63.18 $9,126.00 $109,512.00 905 Non-Exempt Human Resources Technician 830C $25.08 $31.34 $37.61 $25.71 $32.13 $38.56 $26.36 $32.94 $39.53 $5,709.60 $68,515.20 903 Non-Exempt Legal Secretary-Confidential 820C $25.70 $32.12 $38.55 $26.35 $32.93 $39.52 $27.01 $33.76 $40.52 $5,851.73 $70,220.80 67 Exempt Secretary to City Attorney 800C $30.55 $38.18 $45.82 $31.32 $39.14 $46.97 $32.10 $40.12 $48.15 $6,954.13 $83,449.60 1004 Non-Exempt Senior Legal Secretary - Confidential 810C $28.37 $35.46 $42.56 $29.08 $36.35 $43.62 $29.81 $37.26 $44.72 $6,458.40 $77,500.80 Confidential Classifications *Effective 02/18/2018 **Effective 06/23/2018 ATTACHMENT B ATTACHMENT B, PAGE 3 SEIU Hourly Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Step 1 $22.24 Step 1 $22.90 Step 1 $23.49 Step 1 $23.49 Step 1 $24.09 Step 1 $24.58 Step 2 $23.41 Step 2 $24.11 Step 2 $24.73 Step 2 $24.73 Step 2 $25.36 Step 2 $25.87 Step 3 $24.64 Step 3 $25.38 Step 3 $26.03 Step 3 $26.03 Step 3 $26.69 Step 3 $27.23 Step 4 $25.94 Step 4 $26.72 Step 4 $27.40 Step 4 $27.40 Step 4 $28.09 Step 4 $28.66 Step 5 $27.31 Step 5 $28.13 Step 5 $28.84 Step 5 $28.84 Step 5 $29.57 Step 5 $30.17 Step 1 $26.55 Step 1 $27.35 Step 1 $28.04 Step 1 $28.04 Step 1 $28.75 Step 1 $29.33 Step 2 $27.95 Step 2 $28.79 Step 2 $29.52 Step 2 $29.52 Step 2 $30.26 Step 2 $30.87 Step 3 $29.42 Step 3 $30.31 Step 3 $31.07 Step 3 $31.07 Step 3 $31.85 Step 3 $32.49 Step 4 $30.97 Step 4 $31.90 Step 4 $32.70 Step 4 $32.70 Step 4 $33.53 Step 4 $34.20 Step 5 $32.60 Step 5 $33.58 Step 5 $34.42 Step 5 $34.42 Step 5 $35.29 Step 5 $36.00 Step 1 $22.24 Step 1 $22.90 Step 1 $23.49 Step 1 $23.49 Step 1 $24.09 Step 1 $24.58 Step 2 $23.41 Step 2 $24.11 Step 2 $24.73 Step 2 $24.73 Step 2 $25.36 Step 2 $25.87 Step 3 $24.64 Step 3 $25.38 Step 3 $26.03 Step 3 $26.03 Step 3 $26.69 Step 3 $27.23 Step 4 $25.94 Step 4 $26.72 Step 4 $27.40 Step 4 $27.40 Step 4 $28.09 Step 4 $28.66 Step 5 $27.31 Step 5 $28.13 Step 5 $28.84 Step 5 $28.84 Step 5 $29.57 Step 5 $30.17 Step 1 $20.54 Step 1 $21.17 Step 1 $21.70 Step 1 $21.70 Step 1 $22.24 Step 1 $22.69 Step 2 $21.62 Step 2 $22.28 Step 2 $22.84 Step 2 $22.84 Step 2 $23.41 Step 2 $23.88 Step 3 $22.76 Step 3 $23.45 Step 3 $24.04 Step 3 $24.04 Step 3 $24.64 Step 3 $25.14 Step 4 $23.96 Step 4 $24.68 Step 4 $25.30 Step 4 $25.30 Step 4 $25.94 Step 4 $26.46 Step 5 $25.22 Step 5 $25.98 Step 5 $26.63 Step 5 $26.63 Step 5 $27.30 Step 5 $27.85 Step 1 $18.01 Step 1 $18.56 Step 1 $19.03 Step 1 $19.03 Step 1 $19.50 Step 1 $19.90 Step 2 $18.96 Step 2 $19.54 Step 2 $20.03 Step 2 $20.03 Step 2 $20.53 Step 2 $20.95 Step 3 $19.96 Step 3 $20.57 Step 3 $21.08 Step 3 $21.08 Step 3 $21.61 Step 3 $22.05 Step 4 $21.01 Step 4 $21.65 Step 4 $22.19 Step 4 $22.19 Step 4 $22.75 Step 4 $23.21 Step 5 $22.12 Step 5 $22.79 Step 5 $23.36 Step 5 $23.36 Step 5 $23.95 Step 5 $24.43 Step 1 $14.56 Step 1 $15.01 Step 1 $15.39 Step 1 $15.39 Step 1 $15.78 Step 1 $16.09 Step 2 $15.33 Step 2 $15.80 Step 2 $16.20 Step 2 $16.20 Step 2 $16.61 Step 2 $16.94 Step 3 $16.14 Step 3 $16.63 Step 3 $17.05 Step 3 $17.05 Step 3 $17.48 Step 3 $17.83 Step 4 $16.99 Step 4 $17.50 Step 4 $17.95 Step 4 $17.95 Step 4 $18.40 Step 4 $18.77 Step 5 $17.88 Step 5 $18.42 Step 5 $18.89 Step 5 $18.89 Step 5 $19.37 Step 5 $19.76 Salary Effective 07/01/2018 Salary Effective 7/1/2019 Salary Effective 7/1/2020 Salary Effective upon MOA adoption Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15)Job Title 9001 Non- exempt Job Code FLSA Clerical Assistant - H 9005 Non- exempt Custodial Aide - H 9004 Non- exempt Administrative Specialist II - H 9002 Non- exempt Assistant Park Ranger - H 9003 Non- exempt Building Service Person - H 9000 Non- exempt Administrative Specialist I – H ATTACHMENT C ATTACHMENT C, Page 1 SEIU Hourly Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Salary Effective 07/01/2018 Salary Effective 7/1/2019 Salary Effective 7/1/2020 Salary Effective upon MOA adoption Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15)Job TitleJob Code FLSA Step 1 $17.03 Step 1 $17.54 Step 1 $17.97 Step 1 $17.97 Step 1 $18.44 Step 1 $18.81 Step 2 $17.93 Step 2 $18.46 Step 2 $18.92 Step 2 $18.92 Step 2 $19.41 Step 2 $19.80 Step 3 $18.87 Step 3 $19.43 Step 3 $19.92 Step 3 $19.92 Step 3 $20.43 Step 3 $20.84 Step 4 $19.86 Step 4 $20.45 Step 4 $20.97 Step 4 $20.97 Step 4 $21.50 Step 4 $21.94 Step 5 $20.90 Step 5 $21.53 Step 5 $22.07 Step 5 $22.07 Step 5 $22.63 Step 5 $23.09 Step 1 $16.74 Step 1 $17.24 Step 1 $17.68 Step 1 $17.68 Step 1 $18.14 Step 1 $18.50 Step 2 $17.62 Step 2 $18.15 Step 2 $18.61 Step 2 $18.61 Step 2 $19.09 Step 2 $19.47 Step 3 $18.55 Step 3 $19.11 Step 3 $19.59 Step 3 $19.59 Step 3 $20.09 Step 3 $20.49 Step 4 $19.53 Step 4 $20.12 Step 4 $20.62 Step 4 $20.62 Step 4 $21.15 Step 4 $21.57 Step 5 $20.56 Step 5 $21.18 Step 5 $21.71 Step 5 $21.71 Step 5 $22.26 Step 5 $22.71 Step 1 $13.50 Step 1 $13.88 Step 1 $14.23 Step 1 $15.00 Step 1 $15.23 Step 1 $15.53 Step 2 $14.20 Step 2 $14.61 Step 2 $14.98 Step 2 $15.75 Step 2 $16.03 Step 2 $16.35 Step 3 $14.94 Step 3 $15.38 Step 3 $15.77 Step 3 $16.54 Step 3 $16.87 Step 3 $17.21 Step 4 $15.72 Step 4 $16.19 Step 4 $16.60 Step 4 $17.36 Step 4 $17.76 Step 4 $18.12 Step 5 $16.54 Step 5 $17.04 Step 5 $17.47 Step 5 $18.23 Step 5 $18.69 Step 5 $19.07 Step 1 $21.02 Step 1 $21.66 Step 1 $22.21 Step 1 $22.21 Step 1 $22.76 Step 1 $23.22 Step 2 $22.13 Step 2 $22.80 Step 2 $23.38 Step 2 $23.38 Step 2 $23.96 Step 2 $24.44 Step 3 $23.29 Step 3 $24.00 Step 3 $24.61 Step 3 $24.61 Step 3 $25.22 Step 3 $25.73 Step 4 $24.52 Step 4 $25.26 Step 4 $25.90 Step 4 $25.90 Step 4 $26.55 Step 4 $27.08 Step 5 $25.81 Step 5 $26.59 Step 5 $27.26 Step 5 $27.26 Step 5 $27.95 Step 5 $28.51 Step 1 $25.60 Step 1 $26.37 Step 1 $27.03 Step 1 $27.03 Step 1 $27.71 Step 1 $28.26 Step 2 $26.95 Step 2 $27.76 Step 2 $28.45 Step 2 $28.45 Step 2 $29.17 Step 2 $29.75 Step 3 $28.37 Step 3 $29.22 Step 3 $29.95 Step 3 $29.95 Step 3 $30.70 Step 3 $31.32 Step 4 $29.86 Step 4 $30.76 Step 4 $31.53 Step 4 $31.53 Step 4 $32.32 Step 4 $32.97 Step 5 $31.43 Step 5 $32.38 Step 5 $33.19 Step 5 $33.19 Step 5 $34.02 Step 5 $34.71 Step 1 $29.46 Step 1 $30.35 Step 1 $31.12 Step 1 $31.12 Step 1 $31.89 Step 1 $32.54 Step 2 $31.01 Step 2 $31.95 Step 2 $32.76 Step 2 $32.76 Step 2 $33.57 Step 2 $34.25 Step 3 $32.64 Step 3 $33.63 Step 3 $34.48 Step 3 $34.48 Step 3 $35.34 Step 3 $36.05 Step 4 $34.36 Step 4 $35.40 Step 4 $36.29 Step 4 $36.29 Step 4 $37.20 Step 4 $37.95 Step 5 $36.17 Step 5 $37.26 Step 5 $38.20 Step 5 $38.20 Step 5 $39.16 Step 5 $39.95 Non- exempt House Manager - H 9008 Non- exempt Instructor Aide - H 9006 Non- exempt Custodial Assistant - H 9007 9009 Non- exempt Instructor I - H Instructor II - H 9036 Non- exempt Instructor III-H 9010 Non- exempt ATTACHMENT C ATTACHMENT C, Page 2 SEIU Hourly Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Salary Effective 07/01/2018 Salary Effective 7/1/2019 Salary Effective 7/1/2020 Salary Effective upon MOA adoption Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15)Job TitleJob Code FLSA Step 1 $27.03 Step 1 $27.85 Step 1 $28.56 Step 1 $28.56 Step 1 $29.26 Step 1 $29.86 Step 2 $28.45 Step 2 $29.32 Step 2 $30.06 Step 2 $30.06 Step 2 $30.80 Step 2 $31.43 Step 3 $29.95 Step 3 $30.86 Step 3 $31.64 Step 3 $31.64 Step 3 $32.42 Step 3 $33.08 Step 4 $31.53 Step 4 $32.48 Step 4 $33.30 Step 4 $33.30 Step 4 $34.13 Step 4 $34.82 Step 5 $33.19 Step 5 $34.19 Step 5 $35.05 Step 5 $35.05 Step 5 $35.93 Step 5 $36.65 Step 1 $20.13 Step 1 $20.74 Step 1 $21.26 Step 1 $21.26 Step 1 $21.79 Step 1 $22.24 Step 2 $21.19 Step 2 $21.83 Step 2 $22.38 Step 2 $22.38 Step 2 $22.94 Step 2 $23.41 Step 3 $22.30 Step 3 $22.98 Step 3 $23.56 Step 3 $23.56 Step 3 $24.15 Step 3 $24.64 Step 4 $23.47 Step 4 $24.19 Step 4 $24.80 Step 4 $24.80 Step 4 $25.42 Step 4 $25.94 Step 5 $24.71 Step 5 $25.46 Step 5 $26.10 Step 5 $26.10 Step 5 $26.76 Step 5 $27.30 Step 1 $13.50 Step 1 $13.88 Step 1 $14.23 Step 1 $15.00 Step 1 $15.23 Step 1 $15.53 Step 2 $14.20 Step 2 $14.61 Step 2 $14.98 Step 2 $15.75 Step 2 $16.03 Step 2 $16.35 Step 3 $14.94 Step 3 $15.38 Step 3 $15.77 Step 3 $16.54 Step 3 $16.87 Step 3 $17.21 Step 4 $15.72 Step 4 $16.19 Step 4 $16.60 Step 4 $17.36 Step 4 $17.76 Step 4 $18.12 Step 5 $16.54 Step 5 $17.04 Step 5 $17.47 Step 5 $18.23 Step 5 $18.69 Step 5 $19.07 Step 1 $16.20 Step 1 $16.69 Step 1 $17.10 Step 1 $17.10 Step 1 $17.54 Step 1 $17.90 Step 2 $17.05 Step 2 $17.57 Step 2 $18.00 Step 2 $18.00 Step 2 $18.46 Step 2 $18.84 Step 3 $17.95 Step 3 $18.49 Step 3 $18.95 Step 3 $18.95 Step 3 $19.43 Step 3 $19.83 Step 4 $18.89 Step 4 $19.46 Step 4 $19.95 Step 4 $19.95 Step 4 $20.45 Step 4 $20.87 Step 5 $19.88 Step 5 $20.48 Step 5 $21.00 Step 5 $21.00 Step 5 $21.53 Step 5 $21.97 Step 1 $16.20 Step 1 $16.69 Step 1 $17.10 Step 1 $17.10 Step 1 $17.54 Step 1 $17.90 Step 2 $17.05 Step 2 $17.57 Step 2 $18.00 Step 2 $18.00 Step 2 $18.46 Step 2 $18.84 Step 3 $17.95 Step 3 $18.49 Step 3 $18.95 Step 3 $18.95 Step 3 $19.43 Step 3 $19.83 Step 4 $18.89 Step 4 $19.46 Step 4 $19.95 Step 4 $19.95 Step 4 $20.45 Step 4 $20.87 Step 5 $19.88 Step 5 $20.48 Step 5 $21.00 Step 5 $21.00 Step 5 $21.53 Step 5 $21.97 Step 1 $20.13 Step 1 $20.74 Step 1 $21.26 Step 1 $21.26 Step 1 $21.79 Step 1 $22.24 Step 2 $21.19 Step 2 $21.83 Step 2 $22.38 Step 2 $22.38 Step 2 $22.94 Step 2 $23.41 Step 3 $22.30 Step 3 $22.98 Step 3 $23.56 Step 3 $23.56 Step 3 $24.15 Step 3 $24.64 Step 4 $23.47 Step 4 $24.19 Step 4 $24.80 Step 4 $24.80 Step 4 $25.42 Step 4 $25.94 Step 5 $24.71 Step 5 $25.46 Step 5 $26.10 Step 5 $26.10 Step 5 $26.76 Step 5 $27.30 Library Clerk - H Open Space Technician - H 9016 Non- exempt Print Shop Assistant - H Non- exempt 9014 Non- exempt Maintenance Assistant - H 9012 Non- exempt 9011 Non- exempt Librarian - H 9015 9013 Non- exempt Library Page - H ATTACHMENT C ATTACHMENT C, Page 3 SEIU Hourly Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Salary Effective 07/01/2018 Salary Effective 7/1/2019 Salary Effective 7/1/2020 Salary Effective upon MOA adoption Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15)Job TitleJob Code FLSA Step 1 $29.12 Step 1 $30.00 Step 1 $30.76 Step 1 $30.76 Step 1 $31.52 Step 1 $32.17 Step 2 $30.65 Step 2 $31.58 Step 2 $32.38 Step 2 $32.38 Step 2 $33.18 Step 2 $33.86 Step 3 $32.26 Step 3 $33.24 Step 3 $34.08 Step 3 $34.08 Step 3 $34.93 Step 3 $35.64 Step 4 $33.96 Step 4 $34.99 Step 4 $35.87 Step 4 $35.87 Step 4 $36.77 Step 4 $37.52 Step 5 $35.75 Step 5 $36.83 Step 5 $37.76 Step 5 $37.76 Step 5 $38.71 Step 5 $39.49 Step 1 $22.24 Step 1 $22.90 Step 1 $23.49 Step 1 $23.49 Step 1 $24.09 Step 1 $24.58 Step 2 $23.41 Step 2 $24.11 Step 2 $24.73 Step 2 $24.73 Step 2 $25.36 Step 2 $25.87 Step 3 $24.64 Step 3 $25.38 Step 3 $26.03 Step 3 $26.03 Step 3 $26.69 Step 3 $27.23 Step 4 $25.94 Step 4 $26.72 Step 4 $27.40 Step 4 $27.40 Step 4 $28.09 Step 4 $28.66 Step 5 $27.31 Step 5 $28.13 Step 5 $28.84 Step 5 $28.84 Step 5 $29.57 Step 5 $30.17 Step 1 $13.50 Step 1 $13.88 Step 1 $14.23 Step 1 $15.00 Step 1 $15.23 Step 1 $15.53 Step 2 $14.20 Step 2 $14.61 Step 2 $14.98 Step 2 $15.75 Step 2 $16.03 Step 2 $16.35 Step 3 $14.94 Step 3 $15.38 Step 3 $15.77 Step 3 $16.54 Step 3 $16.87 Step 3 $17.21 Step 4 $15.72 Step 4 $16.19 Step 4 $16.60 Step 4 $17.36 Step 4 $17.76 Step 4 $18.12 Step 5 $16.54 Step 5 $17.04 Step 5 $17.47 Step 5 $18.23 Step 5 $18.69 Step 5 $19.07 Step 1 $13.50 Step 1 $13.88 Step 1 $14.23 Step 1 $15.00 Step 1 $15.23 Step 1 $15.53 Step 2 $14.20 Step 2 $14.61 Step 2 $14.98 Step 2 $15.75 Step 2 $16.03 Step 2 $16.35 Step 3 $14.94 Step 3 $15.38 Step 3 $15.77 Step 3 $16.54 Step 3 $16.87 Step 3 $17.21 Step 4 $15.72 Step 4 $16.19 Step 4 $16.60 Step 4 $17.36 Step 4 $17.76 Step 4 $18.12 Step 5 $16.54 Step 5 $17.04 Step 5 $17.47 Step 5 $18.23 Step 5 $18.69 Step 5 $19.07 Step 1 $14.92 Step 1 $15.38 Step 1 $15.77 Step 1 $16.45 Step 1 $16.79 Step 1 $17.13 Step 2 $15.71 Step 2 $16.19 Step 2 $16.60 Step 2 $17.32 Step 2 $17.67 Step 2 $18.03 Step 3 $16.54 Step 3 $17.04 Step 3 $17.47 Step 3 $18.23 Step 3 $18.60 Step 3 $18.98 Step 4 $17.41 Step 4 $17.94 Step 4 $18.39 Step 4 $19.14 Step 4 $19.58 Step 4 $19.98 Step 5 $18.33 Step 5 $18.88 Step 5 $19.36 Step 5 $20.10 Step 5 $20.61 Step 5 $21.03 Step 1 $16.99 Step 1 $17.50 Step 1 $17.94 Step 1 $18.14 Step 1 $18.51 Step 1 $18.88 Step 2 $17.88 Step 2 $18.42 Step 2 $18.88 Step 2 $19.10 Step 2 $19.48 Step 2 $19.87 Step 3 $18.82 Step 3 $19.39 Step 3 $19.87 Step 3 $20.10 Step 3 $20.50 Step 3 $20.92 Step 4 $19.81 Step 4 $20.41 Step 4 $20.92 Step 4 $21.11 Step 4 $21.58 Step 4 $22.02 Step 5 $20.85 Step 5 $21.48 Step 5 $22.02 Step 5 $22.16 Step 5 $22.72 Step 5 $23.18 Recreation Leader III - H 9021 Non- exempt Recreation Leader II - H 9018 Non- exempt Project Specialist - H 9017 Non- exempt Project Construction Inspector - H Recreation Aide - H 9020 Non- exempt Recreation Leader I - H 9022 Non- exempt 9019 Non- exempt ATTACHMENT C ATTACHMENT C, Page 4 SEIU Hourly Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Salary Effective 07/01/2018 Salary Effective 7/1/2019 Salary Effective 7/1/2020 Salary Effective upon MOA adoption Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15)Job TitleJob Code FLSA Step 1 $16.10 Step 1 $16.59 Step 1 $17.01 Step 1 $17.01 Step 1 $17.43 Step 1 $17.78 Step 2 $16.95 Step 2 $17.46 Step 2 $17.91 Step 2 $17.91 Step 2 $18.35 Step 2 $18.72 Step 3 $17.84 Step 3 $18.38 Step 3 $18.85 Step 3 $18.85 Step 3 $19.32 Step 3 $19.71 Step 4 $18.78 Step 4 $19.35 Step 4 $19.84 Step 4 $19.84 Step 4 $20.34 Step 4 $20.75 Step 5 $19.77 Step 5 $20.37 Step 5 $20.88 Step 5 $20.88 Step 5 $21.41 Step 5 $21.84 Step 1 $18.01 Step 1 $18.56 Step 1 $19.03 Step 1 $19.03 Step 1 $19.50 Step 1 $19.90 Step 2 $18.96 Step 2 $19.54 Step 2 $20.03 Step 2 $20.03 Step 2 $20.53 Step 2 $20.95 Step 3 $19.96 Step 3 $20.57 Step 3 $21.08 Step 3 $21.08 Step 3 $21.61 Step 3 $22.05 Step 4 $21.01 Step 4 $21.65 Step 4 $22.19 Step 4 $22.19 Step 4 $22.75 Step 4 $23.21 Step 5 $22.12 Step 5 $22.79 Step 5 $23.36 Step 5 $23.36 Step 5 $23.95 Step 5 $24.43 Step 1 $13.50 Step 1 $13.88 Step 1 $14.23 Step 1 $15.00 Step 1 $15.23 Step 1 $15.53 Step 2 $14.20 Step 2 $14.61 Step 2 $14.98 Step 2 $15.75 Step 2 $16.03 Step 2 $16.35 Step 3 $14.94 Step 3 $15.38 Step 3 $15.77 Step 3 $16.54 Step 3 $16.87 Step 3 $17.21 Step 4 $15.72 Step 4 $16.19 Step 4 $16.60 Step 4 $17.36 Step 4 $17.76 Step 4 $18.12 Step 5 $16.54 Step 5 $17.04 Step 5 $17.47 Step 5 $18.23 Step 5 $18.69 Step 5 $19.07 Step 1 $21.02 Step 1 $21.66 Step 1 $22.21 Step 1 $22.21 Step 1 $22.76 Step 1 $23.22 Step 2 $22.13 Step 2 $22.80 Step 2 $23.38 Step 2 $23.38 Step 2 $23.96 Step 2 $24.44 Step 3 $23.29 Step 3 $24.00 Step 3 $24.61 Step 3 $24.61 Step 3 $25.22 Step 3 $25.73 Step 4 $24.52 Step 4 $25.26 Step 4 $25.90 Step 4 $25.90 Step 4 $26.55 Step 4 $27.08 Step 5 $25.81 Step 5 $26.59 Step 5 $27.26 Step 5 $27.26 Step 5 $27.95 Step 5 $28.51 Step 1 $25.60 Step 1 $26.37 Step 1 $27.03 Step 1 $27.03 Step 1 $27.71 Step 1 $28.26 Step 2 $26.95 Step 2 $27.76 Step 2 $28.45 Step 2 $28.45 Step 2 $29.17 Step 2 $29.75 Step 3 $28.37 Step 3 $29.22 Step 3 $29.95 Step 3 $29.95 Step 3 $30.70 Step 3 $31.32 Step 4 $29.86 Step 4 $30.76 Step 4 $31.53 Step 4 $31.53 Step 4 $32.32 Step 4 $32.97 Step 5 $31.43 Step 5 $32.38 Step 5 $33.19 Step 5 $33.19 Step 5 $34.02 Step 5 $34.71 Step 1 $29.46 Step 1 $30.35 Step 1 $31.12 Step 1 $31.12 Step 1 $31.89 Step 1 $32.54 Step 2 $31.01 Step 2 $31.95 Step 2 $32.76 Step 2 $32.76 Step 2 $33.57 Step 2 $34.25 Step 3 $32.64 Step 3 $33.63 Step 3 $34.48 Step 3 $34.48 Step 3 $35.34 Step 3 $36.05 Step 4 $34.36 Step 4 $35.40 Step 4 $36.29 Step 4 $36.29 Step 4 $37.20 Step 4 $37.95 Step 5 $36.17 Step 5 $37.26 Step 5 $38.20 Step 5 $38.20 Step 5 $39.16 Step 5 $39.95 Technical Specialist - H Arts & Science Professional II - H 9037 Non- exempt Arts & Science Professional III - H 9026 Non- exempt Arts & Science Aide - H 9027 Non- exempt Arts & Science Professional I - H 9023 Non- exempt Stock Clerk - H 9028 Non- exempt 9025 Non- exempt ATTACHMENT C ATTACHMENT C, Page 5 SEIU Hourly Salary Schedule Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Steps Rate Salary Effective 07/01/2018 Salary Effective 7/1/2019 Salary Effective 7/1/2020 Salary Effective upon MOA adoption Salary Effective 1/1/2018 (Minimum Wage $13.50) Salary Effective 01/01/2019 (Minimum Wage- $15)Job TitleJob Code FLSA Step 1 $14.92 Step 1 $15.38 Step 1 $15.77 Step 1 $15.77 Step 1 $16.17 Step 1 $16.50 Step 2 $15.71 Step 2 $16.19 Step 2 $16.60 Step 2 $16.60 Step 2 $17.02 Step 2 $17.37 Step 3 $16.54 Step 3 $17.04 Step 3 $17.47 Step 3 $17.47 Step 3 $17.92 Step 3 $18.28 Step 4 $17.41 Step 4 $17.94 Step 4 $18.39 Step 4 $18.39 Step 4 $18.86 Step 4 $19.24 Step 5 $18.33 Step 5 $18.88 Step 5 $19.36 Step 5 $19.36 Step 5 $19.85 Step 5 $20.25 Step 1 $22.24 Step 1 $22.90 Step 1 $23.49 Step 1 $23.49 Step 1 $24.09 Step 1 $24.58 Step 2 $23.41 Step 2 $24.11 Step 2 $24.73 Step 2 $24.73 Step 2 $25.36 Step 2 $25.87 Step 3 $24.64 Step 3 $25.38 Step 3 $26.03 Step 3 $26.03 Step 3 $26.69 Step 3 $27.23 Step 4 $25.94 Step 4 $26.72 Step 4 $27.40 Step 4 $27.40 Step 4 $28.09 Step 4 $28.66 Step 5 $27.31 Step 5 $28.13 Step 5 $28.84 Step 5 $28.84 Step 5 $29.57 Step 5 $30.17 Min Max Min Max Min Max Min Max Min Max Min Max 13.50$ 60.00$ 13.91$ 61.80$ 14.25$ 63.35$ 15.00$ 63.35$ 15.38$ 64.93$ 15.68$ 66.23$ Min Max Min Max Min Max Min Max Min Max Min Max 13.50$ 60.00$ 13.91$ 61.80$ 14.25$ 63.35$ 15.00$ 63.35$ 15.38$ 64.93$ 15.68$ 66.23$ Min Max Min Max Min Max Min Max Min Max Min Max 13.50$ 80.00$ 13.91$ 82.40$ 14.25$ 84.46$ 15.00$ 84.46$ 15.38$ 86.57$ 15.68$ 88.30$ Min Max Min Max Min Max Min Max Min Max Min Max 13.50$ 80.00$ 13.91$ 82.40$ 14.25$ 84.46$ 15.00$ 84.46$ 15.38$ 86.57$ 15.68$ 88.30$ Zoological Assistant - H General Laborer - H Inspector - H 9033 Non- exempt Journey Level Laborer - H 9029 Non- exempt Arts & Science Technician - H 9034 Non- exempt Staff Specialist - H 9035 Non- exempt 9032 Non- exempt 9030 Non- exempt ATTACHMENT C ATTACHMENT C, Page 6 ATTACHMENT D FY 2019 Finance Committee Budget Hearings Voting Record Agenda Item CM Scharff CM Filseth CM Kou CM Tanaka 1) FY 2019 Proposed Budget Overview1 ‐ ‐ ‐ ‐ 2) Non‐Departmental, Operating Budget Overview Yay Yay Yay Yay 3) City Council Appointed Officials and City Council ‐ ‐ ‐ ‐ a) City Attorney, Operating Budget Yay Yay Yay Yay b) City Auditor, Operating Budget2 Yay Yay Nay Yay c) City Clerk, Operating Budget Yay Yay Yay Yay d) City Council, Operating Budget Yay Yay Yay Yay e) City Manager, Operating Budget Yay Yay Yay Absent f) Office of Sustainability, Operating Budget3 Yay Yay Yay Absent 4) June 30, 2017 Actuarial Valuation of Palo Alto’s Retiree Healthcare Plan and Annual Actuarially Determined Contributions (ADC) for Fiscal Years 2019 and 2020 (Staff Report #9213) Yay Yay Yay Nay 5) Human Resources Department, Operating Budget: General Fund, General Liability Fund Operating Budget, Employee Benefit Funds (General Benefits Fund Operating Budget and Workers Compensation Fund Operating Budget), Retiree Yay Yay Yay Absent 6) Administrative Services Department: General Fund, Printing & Mail Fund Yay Yay Yay Absent 7) Information Technology Department, Operating and Capital Yay Yay Yay Nay 8) Development Services Department Yay Yay Yay Yay 9) Community Services Department Yay Yay Yay Yay 10) Utilities Department ‐ ‐ ‐ ‐ a) Electric Fund, Operating and Capital Yay Yay Yay Abstain i) Utilities Advisory Commission Recommendation that the City Council Adopt: 1) a Resolution Approving the Fiscal Year 2019 Electric Financial Plan, and 2) a Resolution Increasing Electric Rates by 6% by Amending the E‐ 1, E‐2, E‐2‐G, E‐4, E‐4‐G, E‐4 TOU, E‐7, E‐7‐G, E‐7 TOU and E‐14 Rate Schedules (Separate CMR) Yay Yay Yay Yay* b) Fiber Optics Fund, Operating and Capital Yay Yay Yay Yay c) Gas Fund, Operating and Capital4 Yay Yay Yay Nay i) Utilities Advisory Commission Recommendation that the City Council Adopt: 1) a Resolution Approving the Fiscal Year 2019 Gas Utility Financial Plan; and 2) a Resolution Increasing Gas Rates by 4% by Amending Rate Schedules G‐1 (Residential Gas Service), G‐2 (Residential Master‐Metered and Commercial Gas Service), G‐3 (Large Commercial Gas Service), and G‐ 10 (Compressed Natural Gas Service)(Separate CMR) Yay Yay Yay Yay* d) Wastewater Collection Fund, Operating and Capital Yay Yay Yay Nay e) Water Fund, Operating and Capital Yay Yay Yay Nay *Mayor Kniss voted in lieu of absent Councilmember. This is a summary record only and is intended to provide general information. This record should not be used in lieu of the applicable Action Minutes from the City Clerk, available on the City's website: Tu e s d a y , M a y 15 , 20 1 8 www.cityofpaloalto.org/gov/agendas/finance/default.asp ATTACHMENT D, Page 1 ATTACHMENT D FY 2019 Finance Committee Budget Hearings Voting Record Agenda Item CM Scharff CM Filseth CM Kou CM Tanaka This is a summary record only and is intended to provide general information. This record should not be used in lieu of the applicable Action Minutes from the City Clerk, available on the City's website:www.cityofpaloalto.org/gov/agendas/finance/default.asp 1) May 15th Budget Hearing Continuation ‐ ‐ ‐ ‐ 2) Fiscal Year 2019 Proposed Municipal Fee Schedule (staff report ID #9210)Yay Yay Yay Nay 3) Fire Department, Operating Budget Yay Yay Yay Yay 4) Police Department, Operating Budget Yay Yay Yay Absent 5) Office of Emergency Services, Operating Budget Yay Yay Yay Yay 6) Planning and Community Environment, Operating Budget5 Yay Yay Yay Nay 7) Special Revenue Funds, Operating Budget: Parking District Operating Budget, Stanford Development Agreement Fund Operating Budget, and Other Special Revenue Funds Operating Budget Yay Yay Yay Absent 8) Library Department Yay Yay Yay Yay* 9) General Fund Capital6: Buildings and Facilities Capital Budget, Parks and Open Space Capital Budget, Streets and Sidewalks Capital Budget, Traffic and Transportation Capital Budget, Cubberley Infrastructure Capital Budget Yay Yay Nay Nay 10) Public Works Department Yay Yay Yay Yay a) General Fund, Operating Budget Yay Yay Yay Absent b) Refuse Fund, Operating and Capital Yay Yay Yay Yay c) Storm Drain Fund, Operating and Capital Yay Yay Yay Yay d) Wastewater Treatment Fund, Operating and Capital Yay Yay Yay Yay e) Airport Fund, Operating and Capital Yay Yay Yay Yay f) Vehicle Replacement and Maintenance Fund, Operating and Capital Yay Yay Yay Yay *Mayor Kniss voted in lieu of absent Councilmember. Notes: 1) During the Budget Overview and confirmed during the Budget Wrap‐up, Finance Committee (FC) directed staff to identify $4 million in potential General Fund structural reductions in expenses and return during FY 2019 to discuss and review implications and potential options. 2) Finance Committee recommended reviewing the service delivery model of the City Auditor's Office as part of the potential structural reductions in expenses in the General Fund. 3) Finance Committee recommended subsuming the Office of Sustainability into the Office of the City Manager as of November 1, 2018. 4) Finance Committee directed staff to return to the FC to discuss the prioritization of gas capital improvement projects for FY 2019. 5) Finance Committee recommended the continuation of valet parking services downtown through the duration of FY 2019. 6) Finance Committee recommended removing funding of the City Council Chambers AV Upgrade project (TE‐19001) in recognition that the City Council has referred review of the project scope to the Committee. W e d n e s d a y , M a y 16 , 20 1 8 ATTACHMENT D, Page 2 Fiscal Year 2019 City Manager’s Proposed Operating & Capital Budget, & Municipal Fees Finance Committee Proceedings (Presentations, At Places Memorandum, Action Minutes) These documents were originally distributed throughout the Finance Committee Budget Hearing proceedings including the Planning and Transportation Commission review of the FY 2019-2023 Capital Improvement Program during the month of May 2018. Documents and presentations are organized by the date of distribution. May 15, 2018: Finance Committee - Agenda: www.cityofpaloalto.org/civicax/filebank/documents/64929 - Presentation: www.cityofpaloalto.org/civicax/filebank/documents/65147 - At Places Memorandum: www.cityofpaloalto.org/civicax/filebank/documents/65134 (Retiree Health) - Retiree Health CMR: www.cityofpaloalto.org/civicax/filebank/documents/65026 - Action Minutes: www.cityofpaloalto.org/civicax/filebank/documents/64929 - Video: www.midpenmedia.org/finance-committee-50-2-2-2-2-3/ May 16, 2018: Finance Committee - Agenda: www.cityofpaloalto.org/civicax/filebank/documents/64930 - Presentation: www.cityofpaloalto.org/civicax/filebank/documents/65148 - At Places Memorandum: www.cityofpaloalto.org/civicax/filebank/documents/65108 (Storm Drainage Fund) - Muni fee CMR: www.cityofpaloalto.org/civicax/filebank/documents/65035 - Action Minutes: www.cityofpaloalto.org/civicax/filebank/documents/64930 - Video: www.midpenmedia.org/finance-committee-50-2-2-2-2-2/ May 22, 2018: Planning & Transportation Commission - Agenda: www.cityofpaloalto.org/civicax/filebank/documents/65101 - At Places Memorandum: www.cityofpaloalto.org/civicax/filebank/documents/65196 (Attachment A, PDF Pages 10-11) - Action Minutes: TBD May 23, 2018: Finance Committee - Agenda: www.cityofpaloalto.org/civicax/filebank/documents/65123 - Presentation: www.cityofpaloalto.org/civicax/filebank/documents/65197 - At Places Memorandum: www.cityofpaloalto.org/civicax/filebank/documents/65196 (Budget Wrap-up) - Action Minutes: TBD - Video: www.midpenmedia.org/finance-committee-50-2-2-2-2-2-2/ ATTACHMENT E City of Palo Alto | City Clerk's Office | 6/4/2018 9:01 AM 1 Carnahan, David From:Maryjane Marcus <maryjane.marcus@gmail.com> Sent:Sunday, June 03, 2018 10:41 PM To:Council, City Subject:do not eliminate Sustainability Lead Dear City Council, I just read that Palo Alto is eliminating its Chief Sustainability Officer position. Even if it has to go Part time and pay less, this is one of the few truly exceptional things about Palo Alto, helps us be a national limit in reducing emissions, and is the one domain where our divided community (around housing) comes together. It is also incredibly important for the future of our children and planet. Please please find a way to keep this funded, Sincerely, Mary Jane Marcus College Terrace Palo Alto ATTACHMENT F CITY OF PALO ALTO OFFICE OF THE CITY ATTORNEY June 18, 2018 The Honorable City Council Palo Alto, California Adoption of a Resolution Placing an Initiative Measure on the November 6, 2018 Ballot to Amend Title 5 of the Palo Alto Municipal Code to Limit Health Care Costs That Hospitals, Medical Clinics and Other Health Care Providers may Charge Patients and Other Payers From: Joint Report of the City Clerk, City Manager and City Attorney Recommendation As directed by Council on June 11, 2018, staff recommends that the City Council adopt the attached Resolution calling an election to submit the Initiative to the voters at the next general municipal election on November 6, 2018 on the Palo Alto Accountable and Affordable Health Care Initiative (Attachment A). Discussion On June 11, 2018, the City Council accepted the Certificate of Sufficiency of the Initiative Petition to limit health care costs that hospitals, medical clinics and other providers may charge (the “Initiative”) and considered its options relative to the Initiative. Palo Alto Charter Article VI, Section 2, requires the City Council to either adopt the initiative ordinance verbatim or place it on the ballot. After hearing from the public, the Council directed staff to return on June 18, 2018 with a resolution to place the Initiative on the November 6, 2018 ballot. The Council also directed staff to prepare a report analyzing the effects of the Initiative on Palo Alto residents, businesses and City staff, after the summer recess. The staff report for the June 11th meeting is at: https://www.cityofpaloalto.org/civicax/filebank/documents/65422 On June 13, 2018, the City Attorney received a letter from Stanford Health Care (Attachment B) reiterating its request that the City file a court challenge to the Initiative or, if the City was not so inclined, that the City Council not further delay the placement of the Initiative on the ballot so that Stanford Health Care could initiate a pre-election challenge. The schedule for the November 6, 2018 election is as follows:  August 10, 2018: Deadline for submitting measure to County  August 14, 2018: Deadline for direct arguments Page 2  August 21, 2018: Deadline for rebuttal arguments and impartial analysis Resource Impact The estimated cost of the November 2018 election including this potential ballot measure, 2-3 additional ballot measures, the 3 vacant seats on the City Council, and translation into several languages is approximately $125,000. The FY 2019 Budget currently includes funding of $100,000. Environmental Review The City Council’s action to submit an initiative measure to the voters is not subject to review under the California Environmental Quality Act. ATTACHMENTS:  Attachment A: Resolution to Amend Title 5 of PAMC to Limit Health Care Costs (PDF)  Attachment B: Letter from Stanford dated June 13, 2018 (PDF) Department Head: Molly Stump, City Attorney Page 3 1 SL:/Elections/ RESO Initiative Measure Placing Limit on Health Care Costs **NOT YET ADOPTED** Resolution No. ____ Resolution of the Council of the City of Palo Alto Submitting to the Voters at the Next General Municipal Election on November 6, 2018 an Initiative Ordinance to Amend Title 5 of the Palo Alto Municipal Code to Limit Health Care Costs that Hospitals, Medical Clinics and Other Health Care Providers May Charge Patients and Other Payers RECITALS A. An initiative petition to amend the City of Palo Alto Municipal Code to impose limits on the costs that hospitals, medical clinics and other providers may charge in Palo Alto (referred to herein as the “Initiative Measure” or “Initiative Petition”) has been submitted to the City in accordance with the requirements of Section 2 of Article VI of the Charter of the City of Palo Alto. B. On June 4, 2018, the City Council accepted the Certificate of Sufficiency of the Initiative Petition issued by the County of Santa Clara Registrar of Voters and directed staff to return with a resolution putting the measure on the November 6, 2018 ballot. C. By Resolution No. ______, adopted on June 18, 2018, the City Council called a general municipal election for November 6, 2018 (“Election”). D. Pursuant to Section 2 of Article VI of the City Charter, the City Council is required to submit to the electors of the City of Palo Alto the Initiative Measure at the next general municipal election which is a regularly scheduled general municipal election on November 6, 2018. NOW, THEREFORE, the City Council of the City of Palo Alto does hereby RESOLVE as follows: SECTION 1. Initiative Measure Submitted to Voters at General Municipal Election. A regularly scheduled general municipal election has been called for the City of Palo Alto to be held on Tuesday, November 6, 2018. Under Charter Article VI, the following question is submitted to the voters at the election: CITY OF PALO ALTO INITIATIVE MEASURE ________: Shall the Palo Alto Municipal Code be amended to regulate and limit health care costs that hospitals, medical clinics and other health care providers in Palo Alto may charge patients and other payers? For the Ordinance ____ Against the Ordinance ____ 2 SL:/Elections/ RESO Initiative Measure Placing Limit on Health Care Costs SECTION 2. Adoption of Measure. The measure to be submitted to the voters is attached to this Resolution as Exhibit “1” and incorporated by this reference. If a majority of qualified electors voting on such measure shall vote in favor of City of Palo Alto Initiative Measure “___”, it shall be deemed ratified and shall read as provided in Exhibit “1”. SECTION 3. Notice of Election. Notice of the time and place of holding the election is hereby given, and the City Clerk is authorized, instructed and directed to give further or additional notice of the election in time, form, and manner as required by law. SECTION 4. Impartial Analysis. The City Council hereby directs the City Clerk to transmit a copy of the measure to the City Attorney. The City Attorney shall prepare an impartial analysis of the measure, not to exceed 500 words in length, showing the effect of the measure on the existing law and the operation of the measure, and transmit such impartial analysis to the City Clerk on or before August 21, 2018. SECTION 5. Ballot Arguments. Arguments in favor of or against the measure shall be submitted to the City Clerk on or before August 14, 2018 at 5:00 p.m. under Elections Code section 9286 et seq. If the City Clerk receives more than one argument for and/or against, the priorities established by Elections Code section 9287 shall control. SECTION 6. Rebuttal Arguments. Rebuttal arguments shall be controlled by the provisions of Elections Code section 9285. The deadline for filing rebuttal arguments shall be August 21, 2018, at 5:00 p.m. SECTION 7. Duties of City Clerk. The Palo Alto City Clerk shall do all things required by law to effectuate the November 6, 2018, general municipal election, including but not limited to causing the posting, publication and printing of all notices or other election materials under the requirements of the Charter of the City of Palo Alto and the California Elections and Government Codes. SECTION 8. Request and Consent to Consolidate. The Council of the City of Palo Alto requests the governing body of any other political subdivision, or any officers otherwise authorized by law, to partially or completely consolidate such elections and the City Council consents to such consolidation. The Council requests the Board of Supervisors of Santa Clara County to include on the ballots and sample ballots, all qualified measures submitted by the City Council to be ratified by the qualified electors of the City of Palo Alto. SECTION 9. Request for County Services. Under Section 10002 of the California Elections Code, the Council of the City of Palo Alto requests the Board of Supervisors of Santa Clara County to permit the Registrar of Voters to render services to the City of Palo Alto relating to the conduct of Palo Alto’s General Municipal and Special Elections which are called to be held on Tuesday, November 6, 2018. The services shall be of the type normally performed by the Registrar of Voters in assisting the clerks of municipalities in the conduct of elections including but not limited to checking registrations, mailing ballots, hiring election officers and arranging for polling places, receiving absentee voter ballot applications, mailing and receiving 3 SL:/Elections/ RESO Initiative Measure Placing Limit on Health Care Costs absent voter ballots and opening and counting same, providing and distributing election supplies, and furnishing voting machines. SECTION 10. Transmittal of Resolution. The City Clerk is hereby directed to submit a certified copy of this resolution to the Board of Supervisors and Registrar of Voters of the County of Santa Clara. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ____________________________ _____ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ____________________________ Assistant City Attorney City Manager Exhibit 1 (e) "Medical clinic" means a clinic within the definition of Section 1200 of the California Health and Safety Code, but does not include: (1) a chronic dialysis clinic, as defined by Section 1204(b)(2) of the California Health and Safety Code; (2) a clinic that provides services exclusively to children or operates under the license of a children's hospital identified in Section 10727 of the California Welfare and Institutions Code; (3) community clinics or free clinics, as defined by Sections 1204(a)(1)(A) and (B) of the California Health and Safety Code; (4) clinics that primarily provide reproductive health care services, as defined in Section 6215.1 of the California Government Code, or family planning services, as defined by Section 14503 of the California Welfare and Institutions Code; (5) a clinic that is licensed to a county, a city, a city and county, the State of California, the University of California, a local health care district, a local health authority, or any other political subdivision of the state; or (6) a clinic operated by or licensed to the United States Department of Veterans Affairs. (f) "Other provider" means any provider organization within the meaning of subdivision (0 of Section 1375.4 of the California Health and Safety Code, any risk -bearing organization within the meaning of subdivision (g) of Section 1375.4 of the California Health and Safety Code, and any outpatient setting within the meaning of Section 1248 of the California Health and Safety Code. Provided, however, that "other provider" shall not include: (1) a chronic dialysis clinic, as defined by Section 1204(b)(2) of the California Health and Safety Code; (2) an organization that provides services exclusively to children or operates under the license of a children's hospital identified in Section 10727 of the California Welfare and Institutions Code; (3) community clinics or free clinics, as defined by Sections 1204(a)(1)(A) and (B) of the California Health and Safety Code; (4) clinics that primarily provide reproductive health care services, as defined in Section 6215.1 of the California Government Code, or family planning services, as defined by Section 14503 of the California Welfare and Institutions Code; (5) an organization owned by, operated by, or licensed to a county, a city, a city and county, the State of California, the University of California, a local health care district, a local health authority, or any other political subdivision of the state; or (6) an organization owned by, operated by or licensed to the United States Department of Veterans Affairs. (g) "Payer" means the person or persons who paid or are financially responsible for payments for services provided to a particular patient, and may include the patient or other individuals, primary insurers, secondary insurers, and other entities, provided that the term does not include Medicare or any other federal, state, county, city, or other local government payer. (h) "Pro rata health care quality improvement cost" means the total health care quality improvement costs paid by a hospital, medical clinic, or other provider in a fiscal year, divided by the total number of patients treated by that hospital, medical clinic, or other provider in the same fiscal year. (i) "Reasonable cost of direct patient care" means the cost of providing care to a patient in a fiscal year, as provided for in Section 5.40.030(b)(1). P2 Palo Alto Accountable and Affordable Health Care Initiative 10 30'2017 Sec. 5.40.030 Pricing limitations and rebates. All hospitals, medical clinics, and other providers shall comply with the following requirements: (a) Commencing January 1, 2019, a hospital, medical clinic, or other provider shall annually issue a rebate and a reduction in billed amount to a payer for all money paid or billed for services provided to a patient in excess of the acceptable payment amount for those services, as follows: (1) No later than 150 days after the end of its fiscal year, a hospital, medical clinic, or other provider shall calculate its health care quality improvement costs and pro rata health care quality improvement cost for the most recently completed fiscal year. (2) No later than 150 days after the end of its fiscal year, a hospital, medical clinic, or other provider shall compile the following information for each patient to whom it provided care in the most recently completed fiscal year: (i) patient; (ii) total amount received from each payer or payers for health care services provided in the fiscal year, or, if payment has not been made in full, the amount reasonably estimated to be paid by that payer or those payers for health care services provided in the fiscal year; (iii) reasonable cost of direct patient care provided in the fiscal year; (iv) acceptable payment amount for the fiscal year; and (v) the amount, if any, by which the total amount identified pursuant to subparagraph (ii) exceeds the acceptable payment amount. (3) No later than 180 days after the end of its fiscal year, a hospital, medical clinic, or other provider shall (i) issue a rebate of any amount paid, as described by subdivision (a)(2)(ii), in excess of the acceptable payment amount, and (ii) for any amount that has not been paid and for which the amount reasonably estimated to be paid exceeds the acceptable payment amount, as described by subdivision (a)(2)(ii), reduce the invoice to the acceptable payment amount and reissue the invoice to the payer. (4) Where a rebate must be paid or an amount billed but not yet paid must be reduced pursuant to this section, and more than one payer is responsible, the hospital, medical clinic, or other provider shall divide and distribute the total required rebate or reduction in billed amounts among the payers consistent with the payers' relative obligations to pay for the services. The hospital, medical clinic, or other provider shall issue the rebate together with interest thereon at the rate of interest specified in subdivision (b) of Section 3289 of the California Civil p.3 Palo Alto Accountable and Affordable Health Care Initiative 10 30'2017 Code, which shall accrue from the date the hospital, medical clinic, or other provider received payment. (5) Where, in any fiscal year, the rebate the hospital, medical clinic, or other provider must issue to a single payer is less than twenty dollars ($20), the hospital, medical clinic, or other provider need not issue that rebate. (6) In the event a hospital, medical clinic, or other provider is required to issue a rebate or reduction in amount billed under this section, no later than 180 days after the end of its fiscal year the hospital, medical clinic, or other provider shall pay a fine to the Administrative Services Department for each patient for whom a rebate or reduction is required in the following amounts: (i) If rebates or reductions are owed by a hospital, medical clinic, or other provider for services provided to 50 patients or fewer in the fiscal year, an amount equal to five percent of the required rebate or reduction, provided that the fine for each rebate or reduction shall be at least one hundred dollars ($100), but shall not exceed one thousand dollars ($1,000) per rebate or reduction. (ii) If rebates or reductions are owed by a hospital, medical clinic, or other provider for services provided to more than 50 patients in the fiscal year, an amount equal to 10 percent of the required rebate or reduction, provided that the fine for each rebate or reduction shall be at least one hundred dollars ($100), but shall not exceed one thousand dollars ($1,000) per rebate or reduction. (7) In the event a hospital, medical clinic, or other provider fails to issue a rebate or reduction within the time required by paragraph (3), consistent with Municipal Code Section 1.08.010(d) each subsequent day that the required rebate or reduction is not issued constitutes a separate violation for which a fine is to be imposed pursuant to paragraph (6). (8) Fines collected pursuant to paragraphs (6) and (7) shall be used by the Administrative Services Department to implement and enforce laws governing hospitals, medical clinics, and other providers. (9) Where reimbursement for health care services is subject to the requirements of Section 1371.31(a) of the California Health and Safety Code, nothing in this Chapter shall affect the reimbursements required by that Section. Further, (i) the payments received for health care services that are subject to the reimbursement requirements of Section 1371.31(a) of the California Health and Safety Code shall not be included in the total amount received, or the total amount reasonably estimated to be paid, for the fiscal year pursuant to subdivision (a)(2)(ii), and (ii) the costs associated with providing health care services that are subject to the reimbursement requirements of Section 1371.31(a) of the California Health and p.4 Palo Alto Accountable and Affordable Health Care Initiative 10'30 2017 Safety Code shall not be included in the reasonable cost of direct patient care for the fiscal year pursuant to subdivision (a)(2)(iii). (b) (1) No later than 150 days after the end of its fiscal year, every hospital, medical clinic, or other provider shall provide to the Administrative Services Department information identifying the reasonable cost of direct patient care for each patient to whom services were provided in the fiscal year. The reasonable cost of direct patient care shall be the reasonable costs directly associated with operating a hospital, medical clinic, or other provider in Palo Alto and providing care to patients in Palo Alto. The reasonable cost of direct patient care shall include only (i) salaries, wages, and benefits of non- managerial hospital, medical clinic, or other provider staff, including all personnel who furnish direct care to patients, regardless of whether the salaries, wages, or benefits are paid directly by the hospital, medical clinic, or other provider, or indirectly through an arrangement with an affiliated or unaffiliated third party, including but not limited to a governing entity, an independent staffing agency, a physician group, or a joint venture between a hospital, medical clinic, or other provider, and a physician group; (ii) staff training and development; (iii) pharmaceuticals and supplies; (iv) facility costs, including rent, maintenance, and utilities; (v) laboratory testing; and (vi) depreciation and amortization of buildings, leasehold improvements, patient supplies, equipment, and information systems. For purposes of this paragraph, "non -managerial hospital, medical clinic, or other provider staff' includes all personnel who furnish direct care to patients, including doctors, nurses, technicians and trainees, social workers, registered dietitians, environmental service workers, and non -managerial administrative staff, but excludes managerial staff such as facility administrators. Categories of costs of direct patient care may be further prescribed by the department through regulation. (2) Each hospital, medical clinic, or other provider shall maintain and report to the Administrative Services Department the information described in paragraph (1) of this subdivision, the information described in paragraph (1) of subdivision (a), and information describing every instance during the period covered by the submission when the rebate or reduction required under subdivision (a) was not timely issued in full, and the reasons and circumstances therefor. The information required to be maintained and the report required to be submitted by this paragraph shall each be independently audited by a certified public accountant in accordance with the standards of the Accounting Standards Board of the American Institute of Certified Public Accountants, and shall include the opinion of that certified public accountant as to whether the information contained in the report fully and accurately describes, in accordance with generally accepted accounting principles in the United States, the information required to be reported. (3) Each hospital, medical clinic, or other provider shall annually submit the report required by paragraph (2) of this subdivision on a schedule, in a format, and on a form prescribed by the Administrative Services Department, provided p.5 Palo Alto Accountable and Affordable Health Care Initiative 10 30.2017 that the hospital, medical clinic, or other provider shall submit the report no later than 150 days after the end of its fiscal year. (4) The chief executive officer or administrator of the hospital, medical clinic, or other provider shall personally certify under penalty of perjury that he or she is satisfied, after review, that all information submitted to the department pursuant to paragraph (2) of this subdivision is accurate and complete. (5) The Administrative Services Department shall annually publish information showing the number and aggregate amount of rebates provided, as well as the number and aggregate amount of fines paid, by each hospital, medical clinic, or other provider. Any information that must be reported to or by the Department pursuant to this Chapter shall be made available to the public upon request, consistent with the requirements of the California Public Records Act and any other applicable law, including limitations on public disclosure in the interest of personal privacy. (c) (1) A hospital, medical clinic, or other provider may petition the Administrative Services Department at any time for a determination that a cost not specified in Section 5.40.020(c) is a health care quality improvement cost or for a determination that a cost not specified in Section 5.40.030(b)(1) is a reasonable cost of direct patient care. (2) The Administrative Services Department may grant a petition concerning health care quality improvement costs only upon finding that the hospital, medical clinic, or other provider has demonstrated: (i) The cost was spent on activities designed to improve health quality and increase the likelihood of desired health outcomes in ways that are capable of being objectively measured and of producing verifiable results and achievements; (ii) The hospital, medical clinic, or other provider actually paid the cost; and (iii) The cost was spent on services offered at the hospital, medical clinic, or other provider to patients. (3) The Administrative Services Department may grant a petition concerning reasonable costs of direct patient care only upon finding that the hospital, medical clinic, or other provider has demonstrated: (i) The cost was directly associated with operating a hospital, medical clinic, or other provider in Palo Alto and providing care to patients in Palo Alto and is reasonable in light of market rates for similar goods or services; (ii) The hospital, medical clinic, or other provider actually paid the cost; and p.6 Palo Alto Accountable and Affordable Health Care Initiative 10/30/2017 (iii) The cost was spent on services offered at the hospital, medical clinic, or other provider to patients. (4) The Administrative Services Department may permit the hospital, medical clinic, or other provider to apply a cost incurred in one year equally over a period not to exceed five years upon finding that the hospital, medical clinic, or other provider has demonstrated that the cost is reasonably expected to provide health care quality improvements or support direct patient care during that period. (d) (1) A hospital, medical clinic, or other provider may petition the Administrative Services Department at any time for a determination that the acceptable payment amount defined in Section 5.40.020(a) should be increased with respect that hospital, medical clinic, or other provider. (2) The Administrative Services Department may grant such a petition only upon finding that an acceptable payment amount of 115 percent of the sum of the reasonable cost of direct patient care and the pro rata health care quality improvement cost would be confiscatory or otherwise unlawful as applied to that hospital, medical clinic, or other provider. (3) If the Administrative Services Department grants a petition pursuant to subdivision (d)(2), it may adjust the number "115" in Section 5.40.020(a) to the lowest whole number such that the resultant acceptable payment amount would not be unlawful. The Administrative Services Department shall not increase the acceptable payment amount to any amount greater than that minimally necessary under California and federal law. Any variance granted pursuant to subdivision (d) shall be for a period of one fiscal year, unless the petitioner demonstrates that a variance is likely to be required for subsequent fiscal years, in which case the Department may grant a variance for up to five years. (4) In a petition pursuant to subdivision (d), the burden shall be on the hospital, medical clinic, or other provider to (i) prove that an acceptable payment amount of 115 percent of the sum of the reasonable cost of direct patient care for a particular patient and the pro rata health care quality improvement cost would be unlawful, and (ii) provide the Administrative Services Department with all information necessary to determine the lowest acceptable payment amount required by law. Sec. 5.40.040 Implementation and Enforcement. (a) The Administrative Services Department shall be authorized to coordinate implementation and enforcement of this Chapter and shall promulgate appropriate guidelines, regulations or rules for such purposes consistent with this Chapter. Such guidelines, regulations or rules shall ensure that implementation of this Chapter is consistent with the requirement of due process imposed by the California and United States Constitutions and, as necessary, shall provide guidance concerning the process for bringing a petition under this Chapter with the goals of minimizing the burden to the petitioner and increasing the efficiency of the petition review process. Any guidelines, p.7 Palo Alto Accountable and Affordable Health Care Initiative 10.30 2017 regulations or rules promulgated by the department shall have the force and effect of law. The City shall appropriate to the Administrative Services Department sufficient funds to enable the department to implement and enforce this Chapter. (b) If a determination of a violation has been made, consistent with the requirements of due process, and except where prohibited by state or federal law, the department may request that City agencies or departments revoke or suspend any registration certificates, permits or licenses held or requested by the violator until such time as the violation is remedied. All City agencies and departments shall cooperate with revocation or suspension requests from the department. A violation of this Chapter may also be grounds for denying a hospital, medical clinic, or other provider a business license under Municipal Code Section 4.04.140(a)(5). (c) Violation of this Chapter shall be a misdemeanor. The department, the City Attorney, any person aggrieved by a violation of this Chapter, any entity a member of which is aggrieved by a violation of this Chapter, or any other person or entity acting on behalf of the public as provided for under applicable state law, may bring a civil action in a court of competent jurisdiction against a hospital, medical clinic, or other provider violating this Chapter, or against the City for de novo review of a determination pursuant to Section 5.4O.030(c) or (d), and, upon prevailing, shall be entitled to such legal or equitable relief as may be appropriate including, without limitation, twice the amount of the required rebate or reduction up to the maximum amount allowable by law and injunctive relief, and shall be awarded reasonable attorneys' fees and expenses. Provided, however, that any person or entity enforcing this Chapter on behalf of the public as provided for under applicable state law shall, upon prevailing, be entitled only to equitable, injunctive or restitutionary relief, and reasonable attorneys' fees and expenses. Nothing in this Chapter shall be interpreted as restricting, precluding, or otherwise limiting a separate or concurrent criminal prosecution under the Municipal Code or state law. Jeopardy shall not attach as a result of any administrative or civil enforcement action taken pursuant to this Chapter. Sec. 5.40.050 Severability. The provisions of this Chapter are severable. If any provision of this Chapter or its application is held invalid, that invalidity shall not affect other provisions or applications that can be given effect without the invalid provision or application. p.8 Palo Alto Accountable and Affordable Health Care Initiative 10'30'2017 JONES DAY 555 CALIFORNIA STREET, 26TH FLOOR • SAN FRANCISCO, CALIFORNIA 94104 TELEPHONE: +1.415.626.3939 • FACSIMILE: +1.415.875.5700 DIRECT NUMBER: (415) 875-5769 C KI RS C H N E R @J O N ES DAY. C O M June 13, 2018 VIA EMAIL AND U.S. MAIL Molly Stump City Attorney Office of the City Attorney City Hall, 8th Floor 250 Hamilton Avenue Palo Alto, CA 94301 Re: "Palo Alto Accountable and Affordable Health Care Initiative" Dear Ms. Stump: On behalf of Stanford Health Care ("SHC") and Palo Alto Medical Foundation ("PAMF"), this letter follows up on the resolutions adopted by the Palo Alto City Council at its meeting on Monday, June 11, 2018, regarding the above -referenced initiative ("Initiative"). This sets forth the positions of SHC and PAMF as the council considers this matter again during its June 18, 2018 meeting. First, SHC and PAMF reiterate their request that the City Council authorize you as the City Attorney to seek a court order confirming that the Initiative is unconstitutional and otherwise unlawful and therefore should not be referred to the ballot. This is essentially the action already taken by the City of Emeryville and is supported by the reasons stated in the letter from SHC to you, dated June 6, 2018. The unprecedented Initiative is facially invalid for numerous reasons, including due to direct conflicts with state and federal laws, including but not limited to Knox -Keene Act regulations, 28 C.C.R. Section 1300.71, and the Affordable Care Act, 42 U.S.C. Section 300gg-19a(b)(1)(C)(ii)(I) and 45 C.F.R. Section 147.138(b). Second, if the City Council is not prepared to authorize the filing of litigation against the Initiative as stated above, SHC and PAMF request that the City Council not delay further its vote to refer the Initiative to the November 6, 2018 ballot. As you know, absent a legal challenge by the City, SHC and PAMF intend to file a court action seeking an order precluding the Initiative from being placed on the ballot. A timely vote by the City Council to refer this matter to the ballot should enable the court action to proceed in a more orderly manner. ALKHOBAR • AMSTERDAM • ATLANTA • BEIJING • BOSTON • BRISBANE • BRUSSELS • CHICAGO • CLEVELAND • COLUMBUS • DALLAS DETROIT • DUBAI • DUSSELDORF • FRANKFURT • HONG KONG • HOUSTON • IRVINE • LONDON • LOS ANGELES • MADRID • MELBOURNE MEXICO CITY • MIAMI • MILAN • MINNEAPOLIS • MOSCOW • MUNICH • NEW YORK • PARIS • PERTH • PITTSBURGH • RIYADH SAN DIEGO • SAN FRANCISCO • SAO PAULO • SHANGHAI • SILICON VALLEY • SINGAPORE • SYDNEY • TAIPEI • TOKYO • WASHINGTON JONES DAY Molly Stump June 13, 2018 Page 2 Third, we intend to provide factual information related to the anticipated impact of the Initiative on the City of Palo Alto. We are pleased that the City plans to conduct its own impartial fiscal analysis with factual information provided from multiple sources. As previously stated in Stanford's letter to you of June 1, 2018, the impact of the Initiative will be devastating for all concerned, including the residents of Palo Alto, city administration, local businesses, and Palo Alto health care providers. It will enrich insurance companies at the expense of the Palo Alto health care system and the patients who rely on the care they receive in our community. We will submit this information to you, unless you direct us otherwise. In the meantime, we wanted to address a couple of preliminary points: ® The Initiative covers many more health care providers than SHC and PAMF. The Initiative would limit the charges for individual physicians, psychiatrists, optometrists, and dentists; medical clinics; medical groups; independent practice associations; in vitro fertilization facilities; ambulatory surgery centers; risk -bearing organizations; and any "other entity that delivers, furnishes, or otherwise arranges for or provides health care services." Sec. 5.40.20(f) (incorporating Cal. Health & Safety Code, § 1375.4(0). o SHC is conducting an in-depth study of the impact of the initiative and will have a report to you when it is complete. Also, SHC is available to provide information or data to you during the City's fiscal impact study. From a high level perspective, it is clear that preparing an evaluation of every patient billing by providers covered by the Initiative will be a massive undertaking. Currently SHC employes more than 300 people in its billing department. In contrast, the City's proposed budget for 2019 includes 38.15 full time employees in its Administrative Services Department, which the Initiative would task with monitoring and oversight of patient billing. Many health care provider employees will be required to perform the work mandated in the Initiative. What will be required of the City is unknown, but one thing is certain —hundreds of people will be employed, directly or through contracts, to audit hundreds of thousands of individual billings and payments, as well as potential rebates. The amount of paperwork required by the Initiative will be overwhelming to providers and the City. Taking these points into account in any reports prepared will ensure that the City is fully informed of the Initiative's likely impact. And the California Supreme Court has confirmed that cities are authorized to order reports and detailed financial analyses studying a ballot measure's impact even after directing the measure to be submitted to the voters. See Vargas v. City of Salinas, 46 Cal. 4th 1, 10, 21-22, 36-37 (2009). JONES DAY Molly Stump June 13, 2018 Page 3 Thank you for your consideration of these matters. We look forward to attending the City Council meeting on June 18th. If you have any questions in the meantime, please let me know. Sincerely, F. Curt Kirschner, Jr. NAI-1503851398v3 Item #15 City Co uncil Mee ting 6/18/20 18 [X] Placed Before Meetin g [] Re ceived at Meetin g CITY OF PALO ALTO CITY OF PALO ALTO MEMORANDUM TO : HONORABLE CITY COUNCIL FROM : CITY ATTORNEY DATE : Jun e 18, 2018 SUBJECT: AGENDA ITEM NO. 15 -Adoption of a Resolut io n Pl acing a n Initiative Measure on the Nove mb er 6, 2018 Ballot to Amend Ti t l e s of the Palo Alto Municipal Code to limit Health Care Costs Th at Hospit a ls, Medical Clini cs and Other Health Care Providers May Charge Patients and Other Pay ers When an initiative measure qua lifies to go before the voters, the City Counci l's resolution ca llin g for subm ission of the in iti ative to the voters must include the exact form of the question to be voted on at the election , as it is to appear on the ballot . (Cal. Elec. Code sect ion 10403.) The ball ot que st ion mu st be t ru e and imp art i al; the wording must not be like ly to create prejudice for or against the proposed mea sure . (Cal. Elec . Code sections 10403, 9051.) On further review, we recommend revisions to the ballot question to include additional information from the init iative measure , at the same t ime maintaining accuracy and n eut rality . The r evised question is as follows (addit i ons shown in underline; deletions in strikethrough): Shall the Pa lo Alto Municipal Code be amended to r egu l ate and limit the type and amount of health care costs that hospital s, medi cal cl inics and other health care p roviders in Palo Alto may charge pati ents or othe r payers or other individuals, pri m ary in su r ers, secondary insurers, and o ther payers, excluding government payers? The re solution with the revised ballot question i s attached to this memorandum. ~u City Attorney **NOT YET ADOPTED** Resolution No. Resolution of the Council of the City of Palo Alto Submitting to the Voters at the Next General Municipal Election on November 6, 2018 an Initiative Ordinance to Amend Title 5 of the Palo Alto Municipal Code to Limit Health Care Costs that Hospitals, Medical Clinics and Other Health Care Providers May Charge Patients and Other Payers RECITALS A. An initiative petition to amend the City of Palo Alto Municipal Code to impose limits on the costs that hospitals, medical clinics and other providers may charge in Palo Alto (referred to herein as the "Initiative Measure" or "Initiative Petition") has been submitted to the City in accordance with the requirements of Section 2 of Article VI of the Charter of the City of Palo Alto. B. On June 4, 2018, the City Council accepted the Certificate of Sufficiency of the Initiative Petition issued by the County of Santa Clara Registrar of Voters and directed staff to return with a resolution putting the measure on the November 6, 2018 ballot. C. By Resolution No. adopted on June 18, 2018, the City Council called a general municipal election for November 6, 2018 ("Election"). D. Pursuant to Section 2 of Article VI of the City Charter, the City Council is required to submit to the electors of the City of Palo Alto the Initiative Measure at the next general municipal election which is a regularly scheduled general municipal election on November 6, 2018. NOW, THEREFORE, the City Council of the City of Palo Alto does hereby RESOLVE as follows: SECTION 1. Initiative Measure Submitted to Voters at General Municipal Election. A regularly scheduled general municipal election has been called for the City of Palo Alto to be held on Tuesday, November 6, 2018. Under Charter Article VI, the following question is submitted to the voters at the election: CITY OF PALO ALTO INITIATIVE MEASURE __ _ Shall the Palo Alto Municipal Code be amended to regulate and limit the type and amount of health care costs that hospitals, medical clinics and other health care providers in Palo Alto may charge patients or other individuals, primary insurers, secondary insurers, and other payers, excluding government payers? For the Ordinance Against the Ordinance 1 Sl:/Elections/ RESO Initiative Measure Placing Limit on Health Care Costs SECTION 2. Adoption of Measure. The measure to be submitted to the voters is attached to this Resolution as Exhibit "1" and incorporated by this reference. If a ~aj?rity of qualified electors voting on such measure shall vote in favor of Ci~y of .Palo ~It~ ~~1!1at1ve Measure " " it shall be deemed ratified and shall read as provided in Exh1b1t 1 · _, SECTION 3. Notice of Election. Notice of the time and place of holding the election is hereby given, and the City Clerk Is authorized, instructed and directed to give further or additional notice of the election in time, form, and manner as required by law. SECTION 4. Impartial Analysis. The City Council hereby directs the City Clerk to transmit a copy of the measure to the City Attorney. The City Attorney shall prepare an impartial analysis of the measure, not to exceed 500 words in length, showing the effect of the measure on the existing law and the operation of the measure, and transmit such impartial analysis to the City Clerk on or before August 21, 2018. SECTION 5. Ballot Arguments. Arguments in favor of or against the measure shall be submitted to the City Clerk on or before August 14, 2018 at 5:00 p.m. under Elections Code section 9286 et seq. If the City Clerk receives more than one argument for and/or against, the priorities established by Elections Code section 9287 shall control. SECTION 6. Rebuttal Arguments. Rebuttal arguments shall be controlled by the provisions of Elections Code section 9285. The deadline for filing rebuttal arguments shall be August 21, 2018, at 5:00 p.m. SECTION 7. Duties of City Clerk. The Palo Alto City Clerk shall do all things required by law to effectuate the November 6, 2018, general municipal election, including but not limited to causing the posting, publication and printing of all notices or other election materials under the requirements of the Charter of the City of Palo Alto and the California Elections and Government Codes. SECTION 8. Request and Consent to Consolidate. The Council of the City of Palo Alto requests the governing body of any other political subdivision, or any officers otherwise authorized by law, to partially or completely consolidate such elections and the City Council consents to such consolidation. The Council requests the Board of Supervisors of Santa Clara County to include on the ballots and sample ballots, all qualified measures submitted by the City Council to be ratified by the qualified electors of the City of Palo Alto. SECTION 9. Request for County Services. Under Section 10002 of the California Elections Code, the Council of the City of Palo Alto requests the Board of Supervisors of Santa Clara County to permit the Registrar of Voters to render services to the City of Palo Alto relating to the conduct of Palo Alto's General Municipal and Special Elections which are called to be held on Tuesday, November 6, 2018. The services shall be of the type normally performed by the Registrar of Voters in assisting the clerks of municipalities in the conduct of elections including but not limited to checking registrations, mailing ballots, hiring election officers and 2 SL:/Electlons/ RESO Initiative Measure Placing Limit on Health Care Costs arranging for polling places, receiving absentee voter ballot applications, mailing and receiving absent voter ballots and opening and counting same, providing and distributing election supplies, and furnishing voting machines. SECTION 10. Transmittal of Resolution. The City Clerk is hereby directed to submit a certified copy of this resolution to the Board of Supervisors and Registrar of Voters of the County of Santa Clara. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: City Clerk Mayor APPROVED AS TO FORM: APPROVED: Assistant City Attorney City Manager 3 Sl:/Elections/ RESO Initiative Measure Placing limit on Health Care Costs Exhibit 1 PALO ALTO ACCOUNTABLE AND AFFORDABLE HEALTH CARE INITIATIVE SECTION 1. Chapter 5.40 is added to Title 5 of the Palo Alto Municipal Code, governing Health and Sanitation, to read: Sec. 5.40.010 Pwpose and intent It is the purpose and intent of this Chapter to provide for the orderly regulation of hospitals and other health facilities, as defined in this Chapter, in the interests of the public health, safety and welfare, by providing certain minimum standards and regulations regarding their operation. The prices charged to patients and other payers have far-reaching effects on consumers purchasing health care services and insurance, as well as taxpayers supporting public health and welfare programs. Investments in quality of care improvements can benefit patients and caregivers, and ultimately result in lower overall health care costs. For these reasons, and because neither the State nor federal governments have yet done so, this Chapter seeks to impose reasonable limits on prices that hospitals and other health facilities may charge and encourages further investment in health care quality improvements. Sec. 5.40.020 Defmitions. For purposes of this Chapter the following terms have the following meanings: p.I (a) "Acceptable payment amount" means an amount equal to 115 percent of the sum of the reasonable cost of direct patient care for a particular patient and the pro rata health care quality improvement cost, or such amount determined by the Administrative Services Department pursuant to Section 5.40.030(d). (b) "Amount reasonably estimated to be paid" means the payment amount specified by agreement between the hospital, medical clinic, or other provider, and the payer, or, in the absence of such an agreement, the amount of the bill or invoice for services. (c) "Health care quality improvement costs" means costs a hospital, medical clinic, or other provider pays that are necessary to: maintain, access or exchange electronic health information; support health information technologies; train non-managerial personnel engaged in direct patient care; and provide patient-centered education and counseling. Additional costs may qualify as health care quality improvement costs, as authorized pursuant to Section S.40.030(c). (d) "Hospital,, means a hospital within the meaning of subdivision (a) of Section 1250 of the California Health and Safety Code, but does not include: (1) any children's hospital identified in Section 10727 of the California Welfare and Institutions Code; (2) public hospitals, as defined in paragraph (25) of subdivision (a) of Section 14105.98 of the California Welfare and Institutions Code; or (3) hospitals operated by or licensed to the United States Department ofVeterans Affilirs. Palo Alto Accountable and Affordable Health Care Initiative 10/3012017 p.2 (e) "Medical clinic" means a clinic within the definition of Section 1200 of the California Health and Safety Code, but does not include: (1) a chronic dialysis clinic, as defined by Section 1204(b )(2) of the California Health and Safety Code; (2) a clinic that provides services exclusively to children or operates under the license of a children's hospital identified in Section 10727 of the California Welfare and Institutions Code; (3) community clinics or free clinics, as defined by Sections 1204(a)(l)(A) and (B) of the California Health and Safety Code; ( 4) clinics that primarily provide reproductive health care services, as defined in Section 6215.1 of the California Government Code, or family planning services, as defined by Section 14503 of the California Welfare and Institutions Code; (5) a clinic that is licensed to a county, a city, a city and county, the State of California, the University of California, a local health care district, a local health authority, or any other political subdivision of the state; or (6) a clinic operated by or licensed to the United States Department of Veterans Affairs. (f) "Other provider" means any provider organization within the meaning of subdivision (f) of Section 1375.4 of the California Health and Safety Code, any risk-bearing organization within the meaning of subdivision (g) of Section 1375.4 of the California Health and Safety Code, and any outpatient setting within the meaning of Section 1248 of the California Health and Safety Code. Provided, however, that "other provider" shall not include: (1) a chronic dialysis clinic. as defined by Section 1204(b)(2) of the California Health and Safety Code; (2) an organization that provides services exclusively to children or operates under the license of a children's hospital identified in Section 10727 of the California Welfare and Institutions Code; (3) community clinics or free clinics, as defined by Sections 1204(a)(l)(A) and (B) of the California Health and Safety Code; (4) clinics that primarily provide reproductive health care services, as defined in Section 6215.1 of the California Government Code, or family planning services, as defined by Section 14503 of the California Welfare and Institutions Code; (S) an organization owned by, operated by, or licensed to a county, a city, a city and county, the State of California, the University of California, a local health care district, a local health authority, or any other political subdivision of the state; or (6) an organization owned by, operated by or licensed to the United States Department of Veterans Affairs. (g) "Payer" means the person or persons who paid or are financially responsible for payments for services provided to a particular patient, and may include the patient or other individuals, primary insurers, secondary insurers, and other entities, provided that the term does not include Medicare or any other federal, state, county, city, or other local government payer. (h) "Pro rata health care quality improvement cosf' means the total health care quality improvement costs paid by a hospital, medical clinic, or other provider in a fiscal year, divided by the total number of patients treated by that hospital, medical clinic, or other provider in the same fiscal year. (i) "Reasonable cost of direct patient care" means the cost of providing care to a patient in a fiscal year, as provided for in Section S.40.030(b)(l). Palo Alto Accountable and Affordable Health Care Initiative 10/3012017 Sec. S.40.030 Pricing limitations and rebates. All hospitals, medical clinics, and other providers shall comply with the following requirements: (a) Comniencing January 1, 2019, a hospital, medical clinic, or other provider shall annually issue &·rebate and a reduction in billed amount to a payer for all money paid or billed for services provided to a patient in excess of the acceptable payment amount for those services, as follows: p.3 (1) No later than ISO days after the end of its fiscal year, a hospital, medical clinic, or other provider shall calculate its health care quality improvement costs and pro rata health care quality improvement cost for the most recently completed fiscal year. (2) No later than ISO days after the end of its fiscal year, a hospital, medical clinic, or other provider shall compile the following information for each patient to whom it provided care in the most recently completed fiscal year: (i) patient; (ii) total amount received from each payer or payers for health care services provided in the fiscal year, or, if payment has not been made in full, the amount reasonably estimated to be paid by that payer or those payers for health care services provided in the fiscal year; (iii) reasonable cost of direct patient care provided in the fiscal year; (iv) acceptable payment amount for the fJScal year; and (v) the amount, if any, by which the total amount identified pursuant to subparagraph (ii) exceeds the acceptable payment amount (3) No later than 180 days after the end of its fJScal year, a hospital, medical clinic, or other provider shall (i) issue a rebate of any amount paid, as described by subdivision (a)(2)(ii), in excess of the acceptable payment amount, and (ii) for any amount that has not been paid and for which the amount reasonably estimated to be paid exceeds the acceptable payment amount, as described by subdivision (a){2)(ii), reduce the invoice to the acceptable payment amount and reissue the invoice to the payer. {4) Where a rebate must be paid or an amount billed but not yet paid must be reduced pursuant to this section, and more than one payer is responsible, the hospital, medical clinic, or other provider shall divide and distribute the total required rebate or reduction in billed amounts among the payers consistent with the payers' relative obligations to pay for the services. The hospital, medical clinic, or other provider shall issue the rebate together with interest thereon at the rate of interest specified in subdivision (b) of Section 3289 of the California Civil Palo Alto Accountable and Affordable Health Care Initiative 10/30/2017 p.4 Code, which shall accrue from the date the hospital, medical clinic, or other provider received payment. (5) Where, in any fiscal year, the rebate the hospital, medical clinic, or other provider must issue to a single payer is less than twenty dollars ($20), the hospital, medical clinic, or other provider need not issue that rebate. (6) In the event a hospital, medical clinic, or other provider is required to issue a rebate or reduction in amount billed under this section, no later than 180 days after the end of its fiscal year the hospital, medical clinic, or other provider shall pay a fine to the Administrative Services Department for each patient for whom a rebate or reduction is required in the following amounts: · · (i) If rebates or reductions are owed by a hospital, medical clinic, or other provider for services provided to 50 patients or fewer in the fiscal year, an amount equal to five percent of the required rebate or reduction, provided that the fine for each rebate or reduction shall be at least one hundred dollars ($100), but shall not exceed one thousand dollars ($1,000) per rebate or reduction. (ii) If rebates or reductions are owed by a hospital, medical clinic, or other provider for services provided to more than 50 patients in the f15caJ year, an amount equal to 10 percent of the required rebate or reduction, provided that the fine for each rebate or reduction shall be at least one hundred dollars ($100), but shall not exceed one thousand dollars ($1,000) per rebate or reduction. (7) In the event a hospital, medical clinic, or other provider fails to issue a rebate or reduction within the time required by paragraph (3), consistent with Municipal Code Section 1.08.0lO(d) each subsequent day that the required rebate or reduction is not issued constitutes a separate violation for which a fine is to be imposed pursuant to paragraph (6). (8) Fines collected pursuant to paragraphs (6) and (7) shall be used by the Administrative Services Department to implement and enforce laws governing hospitals, medical clinics, and other providers. (9) Where reimbursement for health care services is subject to the requirements of Section 1371.Jl(a} of the California Health and Safety Code, nothing in this Chapter shall affect the reimbursements required by that Section. Further, (i) the payments received for health eare services that are subject to the reimbursement requirements of Section 1371.Jl(a) of the California Health and Safety Code shall not be included in the total amount received, or the total amount reasonably estimated to be paid, for the fiscal year pursuant to subdivision (a)(2)(ii), and (ii) the costs associated with providing health care services that are subject to the reimbursement requirements of Section 1371.3l(a) of the California Health and Palo Alto Accountable and Affordable Health Care Initiative 1013012017 p.S Safety Code shall not be included in the reasonable cost of direct patient care for the fiscal year pursuant to subdivision (a)(2)(iii). (b) ( 1) No later than 150 days after the end of its fiscal year, every hospital, medical clinic, or other provider shall provide to the Administrative Services Department information identifying the reasonable cost of direct patient care for each patient to whom services were provided in the fiscal year. The reasonable cost of direct patient care shall be the reasonable costs directly associated with operating a hospital, medical clinic, or other provider in Palo Alto and providing care to patients in Palo Alto. The reasonable cost of direct patient care shall include only (i) salaries, wages, and benefits of non managerial hospital, medical clinic, or other provider staff, including all personnel who furnish direct care to patients, regardless of whether the salaries, wages, or benefits are paid directly by the hospital, medical clinic, or other provider, or indirectly through an arrangement with an affiliated or unaffiliated third party, including but not limited to a governing entity, an independent staffmg agency, a physician group, or a joint venture between a hospital, medical clinic, or other provider, and a physician group; (ii) staff training and development; (iii) pharmaceuticals and supplies; (iv) facility costs, including rent, maintenance, and utilities; (v) laboratory testing; and (vi) depreciation and amortization of buildings, leasehold improvements, patient supplies, equipment, and information systems. For purposes of this paragraph, "non-managerial hospital, medical clinic, or other provider staff' includes all personnel who furnish direct care to patients, including doctors, nurses, technicians and trainees, social workers, registered dietitians, environmental service workers, and non-managerial administrative staff, but excludes managerial staff such as facility administrators. Categories of costs of direct patient care may be further prescribed by the department through regulation. (2) Each hospital, medical clinic, or other provider shall maintain and report to the Administrative Services Department the infonnation described in paragraph (1) of this subdivision, the information described in paragraph ( 1) of subdivision (a), and infonnation describing every instance during the period covered by the submission when the rebate or reduction required under subdivision (a) was not timely issued in full, and the reasons and circumstances therefor. The information required to be maintained and the report required to be submitted by this paragraph shall each be independently audited by a certified public accountant in accordance with the standards of the Accounting Standards Board of the American Institute of Certified Public Accountants, and shall include the opinion of that certified public accountant as to whether the information contained in the report fully and accurately describes, in accordance with generally accepted accounting principles in the United States, the information required to be reported. (3) Bach hospital, medical clinic, or other provider shall annually submit the report required by paragraph (2) of this subdivision on a schedule, in a format, and on a form prescribed by the Administrative Services Department, provided Palo Alto Accountable and Affordable Health Care Initiative 1013012017 p.6 that the hospital, medical clinic, or other provider shall submit the report no later than 150 days after the end of its fiscal year. (4) The chief executive officer or administrator of the hospita~ medical clinic, or other provider shall personally certify under penalty of perjury that he or she is satisfied, after review, that all information submitted to the deparbnent pursuant to paragraph (2) of this subdivision is accurate and complete. (5) The Administrative Services Department shall annually publish information showing the number and aggregate amount of rebates provided. as well as the number and aggregate amount of fines paid, by each hospital, medical clinic, or other provider. Any information that must be reported to or by the Department pursuant to this Chapter shall be made available to the public upon request, consistent with the requirements of the California Public Records Act and any other applicable law, including limitations on public disclosure in the interest of personal privacy. ( c) ( 1) A hospital, medical clinic, or other provider may petition the Administrative Services Deparbnent at any time for a detennination that a cost not specified in Section 5.40.020(c) is a health care quality improvement cost or for a determination that a cost not specified in Section 5.40.030(b )( 1) is a reasonable cost of direct patient care. (2) The Administrative Services Department may grant a petition concerning health care quality improvement costs only upon finding that the hospital, medical clinic, or other provider has demonstrated: (i) The cost was spent on activities designed to improve health quality and increase the likelihood of desired health outcomes in ways that are capable of being. objectively measured and of producing verifiable results and achievements; (ii) The hospital, medical clinic, or other provider actually paid the cost; and (iii) The cost was spent on services offered at the hospital, medical clinic, or other provider to patients. (3) The Administrative Services Department may grant a petition concerning reasonable costs of direct patient care only upon fmding that the hospital, medical clinic, or other provider has demonstrated: (i) The cost was directly associated with operating a hospita~ medical clinic, or other provider in Palo Alto and providing care to patients in Palo Alto and is reasonable in light of market rates for similar goods or services; (ii) The hospital, medical clinic, or other provider actually paid the cost; and Palo Alto Accountable and Affordable Healtb Care Initiative 10/30/2017 (iii) The cost was spent on services offered at the hospital, medical clinic, or other provider to patients. (4) The Administrative Services Department may pennit the hospital, medical clinic, or other provider to apply a cost incurred in one year equally over a period not to exceed five years upon fmding that the hospita~ medical clinic, or other provider has demonstrated that the cost is reasonably expected to provide health care quality improvements or support direct patient care during that period. (d) (1) A hospital, medical clinic, or other provider may petition the Administrative Services Department at any time for a detennination that the acceptable payment amount defined in Section 5.40.020(a) should be increased with respect that hospital, medical clinic, or other provider. (2) The Administrative Services Department may grant such a petition only upon finding that an acceptable payment amount of 115 percent of the sum of the reasonable cost of direct patient care and the pro rata health care quality improvement cost would be confiscatory or otherwise unlawful as applied to that hospital, medical clinic, or other provider. (3) If the Administrative Services Department grants a petition pursuant to subdivision (d)(2), it may adjust the number "115" in Section 5.40.020(a) to the lowest whole number such that the resultant acceptable payment amount would not be unlawful. The Administrative Services Department shall not increase the acceptable payment amount to any amount greater than that minimally necessary under California and federal law. Any variance granted pursuant to subdivision (d) shall be for a period of one fiscal year, unless the petitioner demonstrates that a variance is likely to be required for subsequent fiscal years, in which case the Department may grant a variance for up to five years. (4) In a petition pursuant to subdivision (d),· the burden shall be on the hospita~ medical clinic, or other provider to (i) prove that an acceptable payment amount of 115 percent of the sum of the reasonable cost of direct patient care for a particular patient and the pro rata health care quality improvement cost would be unlawful, and (ii) provide the Administrative Services Department with all information necessary to detennine the lowest acceptable payment amount required by law. Sec. 5.40.040 Implementation and Enforcement p.7 (a) The Administrative Services Department shall be authorized to coordinate implementation and enforcement of this Chapter and shall promulgate appropriate guidelines, regulations or rules for such purposes consistent with this Chapter. Such guidelines, regulations or rules shall ensure that implementation of this Chapter is consistent with the requirement of due process imposed by the California and United States Constitutions and, as necessary, shaJI provide guidance concerning the process for bringing a petition under this Chapter with the goals of minimizing the burden to the petitioner and increasing the efficiency of the petition review process. Any guidelines, Palo Alto Accountable and Affordable Health Care Initiative 10/3012017 regulations or rules promulgated by the department shall have the force and effect of law. The City shall appropriate to the Administrative Services Department sufficient funds to enable the department to implement and enforce this Chapter. (b) · If a determination of a violation has been made, consistent with the requirements of due process, and except where prohibited by state or federal law, the department may request that City agencies or departments revoke or suspend any registration certificates, permits or licenses held or requested by the violator until such time as the violation is remedied. All City agencies and departments shall cooperate with revocation or suspension requests from the department. A violation of this Chapter may also be grounds for denying a hospital, medical clinic, or other provider a business license under Municipal Code Section 4.04.140(a)(S). (c) Violation of this Chapter shall be a misdemeanor. The department, the City Attorney, any person aggrieved by a violation of this Chapter, any entity a member of which is aggrieved by a violation of this Chapter, or any other person or entity acting on behalf of the public as provided for under applicable state law, may bring a civil action in a court of competent jurisdiction against a hospital, medical clinic, or other provider violating this Chapter, or against the City for de novo review of a determination pursuant to Section S.40.0JO(c) or (d), and, upon prevailing, shall be entitled to such legal or equitable relief as may be appropriate including, without limitation, twice the amount of the required rebate or reduction up to the maximum amount allowable by law and injunctive retie~ and shall be awarded reasonable attorneys' fees and expenses. Provided, however, that any person or entity enforcing this Chapter on behalf of the public as provided for under applicable state law shall, upon prevailing, be entitled only to equitable, injunctive or restitutionary relief; and reasonable attorneys• fees and expenses. Nothing in this Chapter shall be interpreted as restricting, precluding, or otherwise limiting a separate or concurrent criminal prosecution under the Municipal Code or state law. Jeopardy shall not attach as a result of any administrative or civil enforcement action taken pursuant to this Chapter. Sec. S.40.050 Severability. The provisions of this Chapter are severable. If any provision of this Chapter or its application is held invalid, that invalidity shall not affect other provisions or applications that can be given effect without the invalid provision or application. p.8 Palo Alto Accountable and Affordable Health Care Initiative 10/30/2017 CITY OF PALO ALTO OFFICE OF THE CITY ATTORNEY June 18, 2018 The Honorable City Council Palo Alto, California Adoption of a Resolution Placing a Measure on the November 6,2018 General Election Ballot to Increase the City’s Transient Occupancy Tax (TOT) by Two Percentage Points From: Joint Report of the City Clerk, City Manager and City Attorney Recommendation Staff recommends that the City Council: 1. Adopt the attached Resolution to submit a measure to the voters at the general municipal election on November 6, 2018, to increase the City’s transient occupancy tax (TOT) by two percentage points. 2. Direct staff whether to use ballot language conforming to currently-applicable constitutional requirements, or requirements that would become effective if a statewide measure to amend the California Constitution and impose new procedures on local tax measures is adopted by California voters at the November 6, 2018 election. Background The Council Infrastructure Plan was adopted in June 2014 in response to decades of inadequate funding for maintenance and renewal of Palo Alto’s infrastructure assets. Significant progress has been made toward the Plan’s implementation, but construction cost escalation, project scope increases, and refined cost estimates have resulted in a current funding gap of approximately $76 million. At the City Council’s direction from January 2018, the Finance Committee has been reviewing the funding gap identified and potential strategies for closing it, including reprioritizing the Council Infrastructure Plan projects, reducing project scopes, reprioritizing projects within the overall capital improvement fund, allocating new revenues, and increasing taxes. The Committee and the City Council met a total of four times to discuss the funding needs for capital investments and directed two rounds of polling for potential revenue generating ballot measures. Staff reports considered by the Committee and the City Council during this process are referenced below. Ultimately on June 4, 2018, the City Council directed staff to return with language for a Transient Occupancy Tax Measure for the November 2018 election. CMR 8927 (https://www.cityofpaloalto.org/civicax/filebank/documents/63293) CMR 9039 (https://www.cityofpaloalto.org/civicax/filebank/documents/64128) Page 2 CMR 9107 (https://www.cityofpaloalto.org/civicax/filebank/documents/64561) CMR 9322 (https://www.cityofpaloalto.org/civicax/filebank/documents/65319) On June 4, 2018 (CMR 9322), the Council reviewed results from a refined public opinion survey conducted by Fairbank, Maslin, Maullin, Metz and Associates (FM3 Research). The refined survey tested sample ballot measure language for three potential tax measures: increasing the Transient Occupancy Tax (TOT), increasing the Documentary Transfer Tax, and adopting a new Sugar Sweetened Beverage Tax. Council directed staff to return with ballot measure language to increase the TOT. Council asked staff to prepare a measure to increase the TOT by two percentage points, from 14% to 16%. Council also asked staff to explore and, if feasible, prepare an alternative consisting of two separate ballot measures: (1) a measure to increase the TOT by one percentage point, from 14% to 15%, and; (2) a separate measure establishing a tax on transients for the privilege of occupancy in any hotel, in the amount of 1% of the hotel rent. A measure on the statewide ballot may have some bearing on the TOT increase. The California Business Roundtable circulated and qualified a measure for the November 6, 2018 state ballot, called “The Tax Fairness, Transparency, and Accountability Act of 2018” (“the California Business Roundtable Initiative” or “CBRI Initiative”). The CBRI Initiative would amend the California Constitution in a number of ways, including:  Requiring two-thirds voter approval to raise any and all new local taxes. Currently, local taxes for general purposes may pass by a simple majority vote, while only taxes dedicated to a special purpose require a supermajority vote.  Requiring that tax ballot measures include specific language describing how revenues can be spent. The CBRI Initiative states that it applies retroactively to all taxes adopted after January 1, 2018. The schedule for the November 6, 2018 election is as follows:  August 10, 2018: Deadline for submitting measure to the County  August 14, 2018: Deadline for arguments in favor of and against a measure  August 21, 2018: Deadline for rebuttal arguments and impartial analysis Discussion Adopt Resolution Calling Election on 2% TOT Increase or Provide Other Direction. Before Council for adoption is a resolution placing an ordinance on the ballot to increase the TOT rate by two percentage points, from 14% to 16%. In the alternative, Council has the authority to revise the attached resolution and ordinance to reflect a lesser increase. Provide Direction on Whether the Ballot Language Should Comply with the CBRI. Council should also direct staff whether to use ballot language conforming to currently-applicable Page 3 constitutional requirements, or use alternative language that satisfies requirements that would become effective if the CBRI Initiative is adopted by California voters at the November 6, 2018 election. Following are two potential versions of the ballot language. The first version complies with currently-applicable legal requirements. The second has been adjusted to comply with the terms of the CBRI Initiative. The differences are italicized and underlined. NO CBRI: “To provide funding for vital City services such as ensuring a modern, stable 911 emergency communications network, earthquake safe fire stations, and emergency command center; improving pedestrian and bicyclist safety; ensuring safe routes to schools; maintaining City streets, roads, sidewalks; and other City services, shall the City of Palo Alto adopt an ordinance increasing the transient occupancy tax paid by hotel, motel, short-term rental guests by 2%, providing approximately $3.4 million annually until ended by voters, subject to annual audits?” WITH CBRI: “To provide funding for vital City services such as ensuring a modern, stable 911 emergency communications network, earthquake safe fire stations, and emergency command center; improving pedestrian and bicyclist safety; ensuring safe routes to schools; maintaining City streets, roads, and sidewalks; and for unrestricted general revenue purposes, shall the City of Palo Alto adopt an ordinance increasing the transient occupancy tax paid by hotel, motel, short-term rental guests by 2%, providing approximately $3.4 million annually until ended by voters, subject to annual audits?” If the TOT ballot language complies with the CBRI and passes with a two-thirds supermajority, it will be effective even if the CBRI initiative is adopted. If the CBRI language is not used, however, and the CBRI Initiative passes, the TOT increase could be subject to a legal challenge and determined to be unenforceable. FM3 polled potential voters using both of the above ballot questions. The poll results showed some reduction in support for the TOT increase when the CBRI Initiative language is used. 1% TOT Plus 1% Visitor Tax Not Feasible. At Council’s direction, staff explored the feasibility of two separate ballot measures: (1) a measure to increase the TOT by one percentage point, from 14% to 15%, and; (2) a separate measure establishing a tax on transients for the privilege of occupancy in any hotel, in the amount of 1% of the hotel rent. A number of California cities have adopted tourist or visitor’s bureau charges that appear on the hotel bill in addition to a TOT. In most cases, these tourist charges have been established as special assessment districts. Establishing a special assessment district requires procedural and substantive steps that cannot be implemented in the time available before the November 2018 election. Staff considered whether a distinct new tax on temporary visitors may be adopted by voters in a charter city Page 4 under the city’s constitutional authority to make and enforce ordinances respecting municipal affairs. While theoretically possible, there are a number of concerns that would arise from a separate and new tax that applies to the same activity, in the same way, as the City’s existing TOT. The existence of two separate but identical (except for the name) tax ordinances has the potential to create confusion and ambiguity with the public, at the ballot box, in the administration and enforcement of the new tax, and in court if a challenge were filed. For these reasons, staff concluded that the two-tax alternative is infeasible. Resource Impact A 2% increase to the TOT is estimated to result in an annual $3.4 million increase in revenue. A 1% increase to the TOT would result in $1.7 annually. If a 2% increase is approved and the implementation date is January 1, 2019 then the City would earn an estimated $1.7 million for the 6 month period in FY 2019. If the City were to leverage against a 2% increase (assumed at 70 percent of the annual estimated revenue), proceeds are estimated to be $33 million. The estimated cost of the November 2018 election including this potential ballot measure, 2-3 additional ballot measures, the 3 vacant seats on the City Council, and translation into several languages is approximately $125,000. The FY 2019 Budget currently includes funding of $100,000. Environmental Review This is not a project under the California Environmental Quality Act. ATTACHMENTS:  Attachment A: TOT resolution (PDF)  Exhibit A to Attachment A: Proposed Ordinance (PDF) Department Head: Molly Stump, City Attorney Page 5 1 140521 jb 0131209 **NOT YET ADOPTED** Resolution No ______ Resolution of the Council of the City of Palo Alto Submitting a Measure to the Voters at the General Municipal Election on November 6, 2018 to Adopt an Ordinance to Amend Title 2 of the Palo Alto Municipal Code to Increase the City’s Transient Occupancy Tax by 2 Percentage Points R E C I T A L S A. Pursuant to Section 2.33.020 of Title 2 of the Palo Alto Municipal Code, the City currently levies a Transient Occupancy Tax. B. The City Council desires to amend the Palo Alto Municipal Code to increase the transient occupancy tax (commonly called the “TOT” or “hotel tax”) which is currently charged on persons who occupy hotel or motel rooms in the City for 30 days or less, by two percentage points, from 14% to 16%. C. A proposed ordinance attached hereto and incorporated herein by reference as Attachment “A” (the “Ordinance”) would implement the proposed revision to the tax. D. By its Resolution No. ______, adopted on June 18, 2018, the City Council called a general municipal election for November 6, 2018 (“Election”). E. Pursuant to Government Code Section 53724 and Election Code Section 9222, the City Council desires to submit the Ordinance to the voters of the City. The City Council of the City of Palo Alto RESOLVES as follows: SECTION 1. Findings. The City Council finds and determines that each of the findings set forth above are true and correct. SECTION 2. General Tax Election. The City Council proposes to impose the general tax set forth in the Ordinance and to present this proposal to the voters on November 6, 2018. SECTION 3. Measure. Pursuant to Elections Code Section 9222, the City Council hereby submits the Ordinance to the voters at the Election and orders the following question to be submitted to the voters at the Election: 2 140521 jb 0131209 [insert alternative as directed by Council:] To provide funding for vital City services such as ensuring a modern, stable 911 emergency communications network, earthquake safe fire stations, and emergency command center; improving pedestrian and bicyclist safety; ensuring safe routes to schools; maintaining City streets, roads, sidewalks; and other City services, shall the City of Palo Alto adopt an ordinance increasing the transient occupancy tax paid by hotel, motel, short-term rental guests by 2%, providing approximately $3.4 million annually until ended by voters, subject to annual audits? [or] To provide funding for vital City services such as ensuring a modern, stable 911 emergency communications network, earthquake safe fire stations, and emergency command center; improving pedestrian and bicyclist safety; ensuring safe routes to schools; maintaining City streets, roads, and sidewalks; and for unrestricted general revenue purposes, shall the City of Palo Alto adopt an ordinance increasing the transient occupancy tax paid by hotel, motel, short-term rental guests by 2%, providing approximately $3.4 million annually until ended by voters, subject to annual audits? YES NO This question requires the approval of a majority of those casting votes. SECTION 4. Adoption of Measure. The measure to be submitted to the voters is attached to this Resolution as Exhibit A and incorporated herein by this reference. SECTION 5. Notice of Election. Notice of the time and place of holding the election is hereby given, and the City Clerk is authorized, instructed and directed to give further or additional notice of the election, in time, form and manner as required by law. SECTION 6. Impartial Analysis. Pursuant to California Elections Code Section 9280, the City Council hereby directs the City Clerk to transmit a copy of the measure to the City Attorney. The City Attorney shall prepare an impartial analysis of the measure, not to exceed 500 words in length, showing the effect of the measure on the existing law and the operation of the measure, and transmit such impartial analysis to the City Clerk on or before August 21, 2018. 3 140521 jb 0131209 SECTION 7. Ballot Arguments. Pursuant to Elections Code Section 9286 et. seq., August 14, 2018 at 5:00 p.m. shall be the deadline for submission of arguments in favor of, and arguments against, any local measures on the ballot. If more than one argument for and/or against is received, the priorities established by Elections Code Section 9287 shall control. SECTION 8. Rebuttal Arguments. The provisions of Elections Code Section 9285 shall control the submission of any rebuttal arguments. The deadline for filing rebuttal arguments shall be August 21, 2018 at 5:00 p.m. SECTION 9. Consolidation Request. The Council of the City of Palo Alto requests the governing body of any other political subdivision, or any officers otherwise authorized by law, to partially or completely consolidate such elections and the City Council consents to such consolidation. The Council requests the Board of Supervisors of Santa Clara County to include on the ballots and sample ballots, all qualified measures submitted by the City Council to be ratified by the qualified electors of the City of Palo Alto. The Council acknowledges that the election will be held and conducted according to procedures in the Elections Code, including Section 10418. SECTION 10. Request for County Services. Pursuant to Section 10002 of the California Elections Code, the Council of the City of Palo Alto hereby requests the Board of Supervisors of Santa Clara County to permit the Registrar of Voters to render services to the City of Palo Alto relating to the conduct of Palo Alto’s General Municipal and Special Elections which are called to be held on Tuesday, November 6, 2018. The services shall be of the type normally performed by the Registrar of Voters in assisting the clerks of municipalities in the conduct of elections including, but not limited to, checking registrations, mailing ballots, hiring election officers and arranging for polling places, receiving absentee voter ballot applications, mailing and receiving absent voter ballots and opening and counting same, providing and distributing election supplies, and furnishing voting machines. / / / / / / / / / / / / / / / / 4 140521 jb 0131209 SECTION 11. Transmittal of Resolution. The City Clerk is hereby directed to submit forthwith a certified copy of this resolution to the Santa Clara County Board of Supervisors and to the Registrar of Voters. INTRODUCED AND PASSED: June ___, 2018 AYES: NOES: ABSENT: ABSENTIONS: ATTEST: APPROVED: _____________________________ ______________________________ City Clerk Mayor ______________________________ APPROVED AS TO FORM: City Manager _____________________________ ______________________________ City Attorney Director of Administrative Services 1 “EXHIBIT 1” **NOT YET ADOPTED ** Ordinance No. ____ Ordinance of the Council of the City of Palo Alto Amending Chapter 2.33 of Title 2 of the Palo Alto Municipal Code Relating to the Transient Occupancy Tax The People of the City of Palo Alto do ordain as follows: SECTION 1. Chapter 2.33 of the Palo Alto Municipal Code is hereby amended by amending Chapter 2.33 as follows: Chapter 2.33 TRANSIENT OCCUPANCY TAX 2.33.010 Definitions. 2.33.020 Tax imposed. 2.33.030 Exemptions. 2.33.040 Operator's duties. 2.33.050 Registration. 2.33.060 Reporting and remitting. 2.33.070 Penalties. 2.33.080 Failure to collect and report tax; determination of tax by supervisor of revenue collections. 2.33.090 Appeal. 2.33.100 Records. 2.33.110 Refunds. 2.33.120 Actions to collect. 2.33.130 Violations; misdemeanor. 2.33.140 Third party rental transactions. 2.33.010 Definitions. Except where the context otherwise requires, the definitions given in this section govern the construction of this chapter: (a) "Person" means any individual, firm, partnership, joint venture, association, social club, fraternal organization, joint stock company, corporation, estate, trust, business trust, receiver, trustee, syndicate, or any other group or combination acting as a unit. (b) "Hotel" means any structure, or any portion of any structure, in the City of Palo Alto which is occupied or intended or designed for occupancy by transients for dwelling, lodging or sleeping purposes, and includes any hotel, inn, tourist home or house, motel, studio hotel, bachelor hotel, lodging house, morning house, apartment, house, dormitory, public or private 2 club, mobilehome or house trailer at a fixed location, or other similar structure or portion thereof, even if such structure is also used for other purposes, including residential purposes. (c) "Occupancy" means the use or possession, or the right to the use or possession, of any room or rooms or portion thereof in any hotel for dwelling, lodging or sleeping purposes. (d) "Transient" means any person who exercises occupancy or is entitled to occupancy by reason of concession, permit, right of access, license or other agreement for a period of thirty consecutive days or less, counting portions of calendar days as full days. Any such person so occupying space in a hotel shall be deemed to be a transient until the period of thirty days has expired unless there is an agreement in writing between the operator and the occupant providing for a longer period of occupancy. (e) "Rent" means the total consideration paid by a transient, for the occupancy of space in a hotel, whether or not received by the operator, including, without limitation, transaction service fees and any unrefunded advance reservation or other rental deposit. For purposes of this definition, rent shall be valued in money, whether it is received in money, goods, labor or otherwise, including all receipts, cash, credits and property and services of any kind or nature, without any deduction therefrom whatsoever. (f) "Operator" means the person who is the proprietor of the hotel, whether in the capacity of owner, lessee, sublessee, mortgagee in possession, licensee, or any other capacity. Where the operator performs his or her functions through a managing agent of any type or character (other than an employee), the managing agent shall also be deemed an operator for the purposes of this chapter and shall have the same duties and liabilities as his or her principal. Compliance with the provisions of this chapter by either the principal or the managing agent shall, however, be considered to be compliance by both. (g) “Rental agent” means any person other than an operator who collects rent from a transient for the transient’s occupancy of a hotel. 2.33.020 Tax imposed. For the privilege of occupancy in any hotel, each transient is subject to and shall pay a tax in the amount of fourteen sixteen percent of the rent paid by the transient. Said tax constitutes a debt owed by the transient to the city, which is extinguished only by payment to the operator or to the city or to a rental agent pursuant to section 2.33.140. The transient shall pay the tax to the operator at the time the rent is paid. If the rent is paid in installments, a proportionate share of the tax shall be made with each installment. Any unpaid tax shall be due upon the transient's ceasing occupancy in the hotel. If for any reason the tax due is not paid to the operator, the supervisor of revenue collections may require that such tax shall be paid directly to the supervisor of revenue collections. 3 2.33.030 Exemptions. No tax shall be imposed upon: (a) Any person as to whom, or any occupancy as to which, it is beyond the power of the city to impose the tax herein provided; (b) Any officer or employee of a foreign government who is exempt by reason of express provision of federal law or international treaty; (c) Any federal or state of California officer or employee on official business who shall pay rent by warrant or check drawn on the treasury of the United States or the state of California or provides written evidence of such official business on a form approved in a dvance by the supervisor of revenue collections. Copies of the documentation for each exemption claimed must be submitted to the supervisor of revenue collections with each return made pursuant to Section 2.33.060. No exemption shall be granted under this section except upon a claim therefor made at the time rent is collected and under penalty of perjury upon a form prescribed by the supervisor of revenue collections. Additionally, a copy of such warrant or check and a copy of such claim form shall be submitted with each return made pursuant to Section 2.33.060. 2.33.040 Operator's duties. Each operator shall collect the tax imposed by this ordinance to the same extent and at the same time as the rent is collected from every transient. The amount of tax shall be separately stated from the amount of the rent charged, and each transient shall receive a receipt for payment from the operator. No operator shall advertise or state in any manner, whether directly or indirectly, that the tax or any part thereof will be assumed or absorbed by the operator, or that it will not be added to the rent, or that, if added, any part will be refunded except in the manner hereinafter provided. 2.33.050 Registration. (a) Within ten days after commencing business, each new or unregistered operator of any hotel renting occupancy to transients shall present a valid certificate of occupancy issued by the building official pursuant to Title 16 and apply for registration of said hotel with the supervisor of revenue collections who will issue a "Transient Occupancy Registration Certificate" to be at all times posted in a conspicuous place on the premises by such registrant or any operator previously registered. The application shall require such information as the supervisor of revenue collections deems necessary or convenient to the collection of the tax imposed by this chapter. The supervisor of revenue collections may require updating of application information from time to time as he or she deems necessary or advisable. Registration under this section shall lapse with the certificate of occupancy upon which it was issued. Said certificate shall, among other things, state the following: (1) The name of the operator; (2) The address of the hotel; 4 (3) The date upon which the certificate was issued; (4) "This Transient Occupancy Registration Certificate signifies that the person named on the face hereof has fulfilled the requirements of Chapter 2.33 of the Palo Alto Municipal Code 'Transient Occupancy Tax' by registering with the supervisor of revenue collections for the purpose of collecting from transients the Transient Occupancy Tax and remitting said tax to the supervisor of revenue collections. This certificate does not authorize any person to conduct any unlawful business or to conduct any lawful business in an unlawful manner, or to operate a hotel without strictly complying with all local applicable laws, including but not limited to those requiring a permit from any board, commission, department or office of this city. This certificate does not constitute a permit and is not transferable to a different operator." 2.33.060 Reporting and remitting. Each operator shall, on or before the last day of the month following the close of the previous calendar month, or at the close of any shorter reporting period which may be established by the supervisor of revenue collections, make a return to the supervisor of revenue collections on forms provided by him or her of the total rents charged to transients and the total rents paid by transients and the amount of tax collected for transient occupancies. If no tax was due or collected during the previous reporting period, the operator shall file a return so stating under penalty of perjury. At the time the return is filed, the full amount of the tax collected shall be remitted to the supervisor of revenue collections. The supervisor of revenue collections may establish shorter reporting periods for any certificate holder if he or she deems it necessary in order to ensure collection of the tax, and he or she may require further information in the return. Returns and payments are due immediately upon cessation of business for any reason. All taxes collected by operators pursuant to this chapter shall be held in trust for the account of the city until payment thereof is made to the supervisor of revenue collections. 2.33.070 Penalties. (a) Original Delinquency. Any operator who fails to remit any tax imposed by this chapter within the time required shall pay a penalty of ten percent of the amount of the tax which penalty amount shall be added to the amount of the tax, for purposes of calculating additional penalties. (b) Continued Delinquency. Any operator who fails to remit any delinquent remittance on or before a period of thirty days following the date on which the remittance first became delinquent shall pay a second delinquency penalty of ten percent of the amount of the tax including the ten percent penalty first imposed. (c) Fraud or Misrepresentation. If the director of finance, in his or her judgment. determines that the nonpayment of any remittance due under this chapter is due to intentional conduct, misrepresentation or fraud, a penalty of twenty-five percent of the amount of the tax shall be added thereto in addition to the penalties stated in subsections (a) and (b) of this section. (d) Additional Penalty. In addition to the penalties imposed under subsections (a) and (b) of this section, any operator who fails to remit any tax imposed by this chapter shall pay a penalty of one percent per month or fraction thereof, whichever is less, on the amount of the tax from the date on which the remittance first became delinquent until paid. 5 (e) Penalties Merged with Tax. Every penalty imposed and such additional penalties as accrue under the provisions of this section shall become a part of the tax herein required to be paid. 2.33.080 Failure to collect and report tax; determination of tax by supervisor of revenue collections. If any operator fails or refuses to collect said tax and to make, within the time provided in this chapter, any report and remittance of said tax or any portion thereof required by this chapter, the supervisor of revenue collections shall proceed in such manner as he or she may deem best to obtain facts and information on which to base his or her estimate of the tax due. As soon as the supervisor of revenue collections shall procure such facts and information as he or she is able to obtain upon which to base the assessment of any tax imposed by this chapter and payable by any operator who has failed or refused to collect the same and to make such report and remittance, he or she shall proceed to determine and assess against such operator the tax and penalties provided by this chapter. In case such determination is made, the supervisor of revenue and collections shall give a notice of the amount so assessed by sending it personally or by depositing it in the United States mail, postage prepaid, addressed to the operator so assessed at his or her last known place of address. Such operator may within fourteen days after serving or mailing of such notice make application in writing to the supervisor of revenue collections for a hearing on the amount assessed. If application by an operator is not made within the time prescribed, the tax and penalties, if any, determined by the supervisor of revenue collections to be due shall become final and conclusive and immediately due and payable. If such application is made, the supervisor of revenue collections shall give not less than ten days' written notice in the manner prescribed herein to the operator to show cause at a time and place fixed in said notice why said amount specified therein should not be fixed for such tax and penalties. At such hearing, the operator may appear and offer evidence why such specified tax and penalties should not be so fixed. After such hearing, the supervisor of revenue collections shall determine the proper tax to be remitted and shall thereafter give written notice to the operator in the manner prescribed herein of such determination and the amount of such tax and penalties. The amount determined to be due shall be payable after twenty days of the serving or mailing of such determination unless an appeal is taken as provided in Section 2.33.090. 2.33.090 Appeal. Any operator aggrieved by any decision of the supervisor of revenue and collections with respect to the amount of such tax and penalties, if any, may appeal to the director of finance or his or her designee by filing a notice of appeal with the city clerk within twenty days of the serving or mailing of the determination of tax due. The director of finance or the designee shall fix a time and place for hearing of such appeal, and give notice in writing to such operator at his or her last known place of address. The findings of the director of finance or the designee shall be final and conclusive and shall be served upon the appellant in the manner prescribed above for service of notice of hearing. Any amount found to be due shall be immediately due and payable upon the service of notice. 6 2.33.100 Records. It shall be the duty of every operator liable for the collection and payment to the city of any tax imposed by this chapter to keep and preserve all records as may be necessary to determine the amount of such tax as he or she may have been liable for the collection of and payment to the city. Said records shall be kept or made available at one location within the limits of the city for a period of three years. The supervisor of revenue collections and/or city auditor or their designee shall have the right at any and all reasonable times, to examine and audit said records for the purpose of determining the accuracy thereof. 2.33.110 Refunds. (a) Claim Required. Prior to seeking judicial relief with respect to a dispute regarding the amount of any tax, penalty, or interest collected or received by the city under this chapter, an aggrieved taxpayer, fee payer, operator, transient or any other person must comply with the provisions of section 2.28.230 of this code. (b) Operators. An operator may claim as an overpayment any tax previously paid which was calculated on the basis of taxable consideration written off by the operator as a bad de bt in accordance with generally accepted accounting principles and claimed as a deduction on a federal income tax return in accordance with provisions of the Internal Revenue Code, and regulations issued pursuant thereto. The bad debt claim may be taken as an adjustment to future taxes due the city after the operator's procedure and forms for adjustment of bad debt have been reviewed and approved by the supervisor of revenue collections. (c) Transients. A transient may only request a refund of taxes under this chapter when the transient, having paid the tax to the operator, establishes that the transient has been unable to obtain a refund from the operator who collected the tax. 2.33.120 Actions to collect. Any tax required to be paid by any transient under the provisions of this chapter shall be deemed a debt owed by the transient to the city. Any such tax collected by an operator which has not been paid to the city shall be deemed a debt owed by the operator to the city. Any person owing money to the city under the provisions of this chapter shall be liable to an action brought in the name of the city for the recovery of such amount. 2.33.130 Violations; misdemeanor. Any operator or other person who violates any of the provisions of this chapte r or who fails or refuses to register as required herein, or to furnish any returns or other data required by the supervisor of revenue collections, or who renders a false or fraudulent return or claim, is guilty of a misdemeanor, and is punishable as provided in this code. 2.33.140 Third party rental transactions. (a) Any transient who pays rent to a rental agent instead of to an operator shall, at the time the rent is paid, pay the tax to the rental agent in the manner required by section 2.33.020. If for any reason the tax is not paid to the rental agent, it shall be paid to the operator before the transient has ceased occupancy in the hotel or paid directly to the supervisor of revenue 7 collections pursuant to section 2.33.020. Any transient seeking a refund under section 2.33.110 of taxes paid to a rental agent must establish that the transient has been unable to obtain a refund from the rental agent who collected the tax. (b) Any rental agent who collects rent shall comply with all obligations of the operator set forth in sections 2.33.040 and 2.33.100 of this chapter. The rental agent shall remit all collected taxes to the operator before the deadline for the operator to remit the taxes to the supervisor of revenue collections under section 2.33.060, and the rental agent shall provide the operator with copies of all records required to be maintained by the operator pursuant to section 2.33.100 of this chapter, including records necessary for the operator to comply with its obligations under this chapter. (c) If the supervisor of revenue collection determines that a rental agent has failed to collect, remit, or report any tax, the supervisor may take any action against the rental agent that he or she may take against an operator under sections 2.33.070 and 2.33.080 of this chapter subject to the requirements of those sections. If the supervisor assesses unremitted taxes and penalties against the rental agent, the rental agent shall be subject to the provisions of sections 2.33080, 2.33.090, 2.33.110, and 2.33.120 of this chapter as if it were an operat or. Nothing in this section shall prohibit the supervisor from assessing the full amount of any unremitted taxes and penalties solely against the operator in lieu of assessing some or all of those taxes and penalties against the rental agent. SECTION 2. General Tax. Proceeds of the tax imposed by this Ordinance shall be deposited in the general fund of the City and shall be available for any legal purpose. SECTION 3. Amendment or Repeal. The City Council may repeal Chapter 2.33 of the Palo Alto Municipal Code or amend that Chapter without a vote of the people except that any amendment to Chapter 2.33 that increases the amount or rate of tax due from any Person beyond the amounts and rates authorized by this Ordinance may not take effect unless approved by a vote of the people. SECTION 4. Severability. If any section, subsection, sentence, clause, phrase, or portion of this Ordinance is for any reason held to be invalid or unenforceable by a court of competent jurisdiction, the remaining portions of this Ordinance shall nonetheless remain in full force and effect. The people hereby declare that they would have adopted each section, subsection, sentence, clause, phrase, or portion of this Ordinance, irrespective of the fact that any one or more sections, subsections, sentences, clauses, phrases, or portions of this Ordinance be declared invalid or unenforceable. SECTION 5. Effective Date. This ordinance shall be effective only if approved by a majority of the voters and shall go into effect immediately after the vote is declared by the City Council and the duty of service providers to collect the tax shall commence as provided in California Public Utilities Code Section 799. SECTION 6. Execution. The Mayor is hereby authorized to attest to the adoption of this Ordinance by the voters of the City by signing where indicated below. 8 I hereby certify that the foregoing Ordinance was PASSED, APPROVED and A DOPTED by the People of the City of Palo Alto voting on the 6th day of November, 2018. ATTEST: __________________________ ___________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED ___________________________ ___________________________ City Attorney City Manager ___________________________ Director of Administrative Services CITY OF PALO ALTO OFFICE OF THE CITY CLERK June 18, 2018 The Honorable City Council Palo Alto, California General Municipal Election on November 6, 2018 Informational Report Regarding Schedules, Fees and Length of Candidate Statements RECOMMENDATIONS This is an informational report. The City Clerk is required to bring to your attention various options regarding fees and length of candidates' statements. EXECUTIVE SUMMARY 1. Filing Fee Pursuant to Palo Alto Municipal Code Section 2.40.030, Filing of nomination petitions, "Any person otherwise qualified may be a candidate for an elective office at any election, regular or special, by filing with the clerk within the time prescribed in the Elections Code of California a petition signed by at least twenty -five qualified and registered voters. Any duly established candidacy filing fee shall be waived for each candidate who files a petition signed by at least four qualified or registered voters for each dollar of such filing fee." Palo Alto charges a fee of $25 for filing nomination papers. If a candidate wishes to waive the filing fee, the nomination petition would require 100 qualified registered voters' signatures. 2. Charges for Candidates' Statements California Elections Code Section 13307 provides that before the General Municipal Election nomination period opens, the City Council shall determine whether a charge is to be levied for printing and mailing candidates' statements in the sample ballot. The Santa Clara County Registrar of Voters has indicated that for this November General Municipal Election, the cost for a candidates' statement of 200 words is estimated to be $2,100. California Elections Code Section 13307 also permits the City Council to increase the number of words allowed in a candidate's statement from 200 to 400. The estimated cost for the candidate statement would then increase to $3,048. Page 2 FISCAL IMPACT As in past practice, unless a Council Member agendizes any of these items by June 22, 2018, the City Clerk's Office will charge no fee for candidates' statements of up to 200 words for the 2018 General Municipal Election and the City will absorb the cost. ENVIRONMENTAL ASSESSMENT None. ATTACHMENTS:  Attachment A: 2018 Elections Deadlines (DOCX) Department Head: Beth Minor, City Clerk June 2018 CITY OF PALO ALTO GENERAL ELECTION CALENDAR TUESDAY, NOVEMBER 6, 2018 TO BE CONSOLIDATED WITH GENERAL MUNICIPAL ELECTION This election calendar has been prepared to assist persons interested in running for the 3 vacant seats on the council, for the General Election to be held November 6, 2018. It is not intended to be a complete statement of the law governing elections. Those participating in campaigns should be advised that the law on elections is legion and is primarily located in the California Elections Code. Candidates and committees supporting candidates or measures in the City of Palo Alto must also comply with Palo Alto Municipal Code (PAMC) Chapter 2.40. Of special importance is PAMC Section 2.40.040, which requires the City Clerk to publish the names of the contributors of $50 or more. State law requires disclosure of contributions of $100 or more. To facilitate the disclosure process, contributions of $50 or more may be shown on the State campaign statements and will thus satisfy both the municipal as well as State law disclosure regulations. Statements, which do not disclose contrib utors and contributions of $50 or more, will be considered incomplete and will not be accepted for filing. Anonymous contributions totaling $50 or more in a calendar year are not permitted. Anonymous contributions between $50 and $100 shall be deposited with the City Clerk and shall not be kept by the candidate (PAMC Section 2.40.050). Anonymous contributions over $100 shall be paid to the Secretary of State for deposit in the General Fund of the State (GC 84304). Here are helpful links: State of California Elections Page: http://www.sos.ca.gov/elections/ California Elections Code: http://leginfo.legislature.ca.gov/faces/codesTOCSelected.xhtml?tocCode=ELEC&tocTitle=+Elections+Co de+-+ELEC Fair Political Practices Commission: http://www.fppc.ca.gov/learn/campaign-rules.html 2018 General Election 1 2018 General Election 2 City of Palo Alto (ID # 8998) City Council Staff Report Report Type: Informational Report Meeting Date: 6/18/2018 City of Palo Alto Page 1 Summary T itle: CIP Projects Update Title: Semiannual Update on the Status of Capital Improvement Program Projects From: City Manager Lead Department: Public Works Recommendation This report is provided for information only and requires no Council action. Background The purpose of this report is to provide Council with an update on the status of capital improvement program (CIP) projects. Prior to 2016, year-end and mid- year financial reports included very simplistic status updates on CIP projects. This is the fourth issuance of a report intending to provide more useful information for Council. The report includes general fund and all enterprise fund projects. The project budget information presented is from the FY 2018 capital budget, except for the Council Infrastructure Plan projects, which include the FY 2019 proposed capital budget amounts for the total project budget. Discussion Project Update Organization The City has a robust capital improvement program, and a large number of individual projects are in progress at any given time. The attached CIP project tables are intended to give Council a quick overview of each project, including budgetary information, the anticipated completion date, a brief description of the project scope, the current status of the project, and upcoming activities including Council actions. City of Palo Alto Page 2 The 2014 Council Infrastructure Plan is a major focus of staff’s capital improvement program efforts. The following Infrastructure Plan projects are in progress and are described individually in the project updates: ·New Public Safety Building (PE-15001) ·Bicycle and Pedestrian Transportation Plan Implementation (PL-04010) ·New Downtown Parking Garage (PE-15007) ·New California Avenue Area Parking Garage (PE-18000) ·Charleston/Arastradero Corridor Project (PE-13011) ·Fire Station 3 Replacement (PE-15003) ·Highway 101 Pedestrian/Bicycle Overpass Project (PE-11011) Future updates to Council will include General Fund CIP reports from the Infrastructure Management System (IMS) detailing where capital investments are being made and updating the status of the backlog of “catch-up” capital work. The following are some of the key considerations for the information presented in the project update tables: ·The status information is current as of the June 2018 timeframe ·The individual project tables align with the Capital Improvement Fund categories in the FY 2018-2022 capital budget: Buildings and Facilities, Parks and Open Space, Streets and Sidewalks, and Traffic and Transportation. Enterprise Fund projects follow the order of their respective Fund in the capital budget ·Additional project information is available in the FY 2018-2022 capital budget ·Cubberley Property Infrastructure Fund projects are included in the Buildings and Facilities table ·Each project table is divided into a section for one-time projects and a section for recurring projects that have annual ongoing funding ·Budgetary figures include staff salaries and benefits for projects to which salaries and benefits have been allocated Completed Projects City of Palo Alto Page 3 Projects completed in the second half of FY 2018, since the last update in December 2017 include the following: Capital Improvement Fund (general fund): ·Caltrain Corridor Video Management System Installation (PE-18001) Enterprise Funds: ·Wastewater Collection System Rehabilitation / Augmentation Project 27 (WC-14001) These completed projects do not include the significant amount of annual work completed under ongoing recurring projects, such as streets and sidewalks repairs, parking lot maintenance, roofing replacements, and regular maintenance of Utilities assets. Projects Under Construction Projects that are currently under construction include the following: Capital Improvement Fund (general fund): ·Downtown Parking Wayfinding (PL-15004)* ·Baylands Nature Interpretive Center Exhibit Improvements (AC-14001) ·Charleston/Arastradero Corridor Project (PE-13011) ·City Hall Floor 5 Remodel (PE-17009) ·Fire Station 3 Replacement (PE-15003) ·Downtown Mobility and Safety Improvements (PL-16001)* ·Lucie Stern Buildings Mechanical and Electrical Upgrades –Phase 2 (PE- 14015) Enterprise Funds: ·Airport Apron Reconstruction (AP-16000) ·Gas Main Replacement Project 22 (GS-12001)* ·Fiber Optic System Rebuild (FO-16000) ·HCB Pilot Wire Relay Replacement (EL-17005) City of Palo Alto Page 4 ·Maybell 1&2 4/12kV Conversion (EL-14004) ·Rebuild Underground District 24 (EL-10006) ·Rebuild Underground District 19 (EL-11008) ·Security at City Gas Receiving Stations (GS-15001) ·Matadero Creek Storm Water Pump Station and Trunk Line Improvements (SD-13003) ·Seismic Water System Upgrades (WS-09000) ·Underground District 47 –Middlefield, Homer, Webster, Addison (EL-11010) ·Wastewater Collection System Rehabilitation / Augmentation Project 25 (WC-12001) ·Dewatering and Loadout Facility (WQ-14001) ·Water Main Replacement –Project 26 (WS-12001)* ·Water Regulation Station Improvements (WS-07000) ·Water Reservoir Coating Improvements (WS-08001) *These projects comprise the Upgrade Downtown Project. As described above for completed projects, the list of projects under construction does not include work currently being conducted under recurring CIP projects. Resource Impact This is an information report. Attachments: ·Attachment A: Buildings and Facilities Projects ·Attachment B: Parks and Open Space Projects ·Attachment C: Streets and Sidewalks Projects ·Attachment D: Traffic and Transportation Projects ·Attachment E: Airport Fund Projects ·Attachment F: Electric Fund Projects ·Attachment G: Fiber Optics Fund Projects ·Attachment H: Gas Fund Projects ·Attachment I: Storm Drain Fund Projects ·Attachment J: Wastewater Collection Fund Projects ·Attachment K: Wastewater Treatment Fund Projects ·Attachment L: Water Fund Projects Buildings and Facilities Projects – Page 1 of 10 Buildings and Facilities Projects Status as of June 2018 One-Time Projects Baylands Boardwalk Improvements (PE-14018) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $382,151 $1,642,903 Public Works Construction Winter 2019 Project Status: This project will replace the existing boardwalk with similar alignment and configuration. Council approved a design contract with Biggs Cardosa Associates in August 2016. The preliminary design and environmental assessment of the project were completed in 2017. All applicable permit applications were submitted to the regulatory agencies in 2017, and the project bids were received on May 22, 2018. To avoid the nesting season for Ridgway’s Rails, a federally protected endangered species, the construction duration is limited to the five month period from September 1st through January 31st. Construction will begin as soon as September 1, 2018 and be complete in January 2019 pending Council award June 25, 2018. All required permits are expected to be received in June 2018. Baylands Flood Protection Levee Improvements (PE-17006) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $1,000,000 Public Works Pre-design Fall 2019 Project Status: This project provides funding for the design and environmental review of improvements to the existing network of flood protection levees in the Palo Alto Baylands between San Francisquito Creek and Mountain View. The project will be designed to provide 1% (100 year) protection from tidal flooding, including the impacts of 50 years of future sea level rise. This project will be implemented as an element of the San Francisquito Creek Joint Power Authority (JPA) SAFER Bay Project, which is designing improveme nts to the Bayfront levees between Mountain View and Redwood City. Construction funding will likely be sought through a regional ballot measure for a special tax or assessment in the affected communities. Baylands Nature Interpretive Center Exhibit Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $22,500 $56,000 Community Services Construction Summer 2018 Attachment A Buildings and Facilities Projects – Page 2 of 10 Improvements (AC-14001) Project Status: This project will replace worn out or non-functioning exhibits at the Baylands Nature Interpretive Center, including signage and graphics to make the facility more usable for science programs, public use, and facility rentals. Replacement of exterior signage will be coordinated with the Baylands Nature Interpretive Center Facility Improvements project in FY 2018 and with the Baylands Boardwalk Improvements in subsequent years. The replacement railing designs for the Center and Boardwalk will accommodate new signs and exhibits. The current funding levels allow for the reprinting the original exterior signs, but is insufficient to address the current exhibits. Staff is seeking grant funds for new signs/exhibits. Design of the signs is 100% complete. The designs were approved by ARB on Jan. 18, 2018. Fabrication and installation will be completed by July 2018. City Hall Floor 4 Remodel (PE-17008) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $19,818 $475,000 Public Works Design Fall 2018 Project Status: This project will improve the Administrative Services Department offices on the fourth floor of City Hall. It includes new carpet, wall reconfiguration, paint, office furniture, doors, and associated building systems. Design is 100% complete. The project is expected to go out to bid in Summer 2018, and construction is anticipated to start in September 2018. City Hall Floor 5 Remodel (PE-17009) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $24,284 $525,000 Public Works Construction Summer 2018 Project Status: This project will improve the Planning and Community Environment (PCE) Department offices on the fifth floor of City Hall. It includes new carpet, wall reconfiguration, paint, office furniture, doors, and associated building systems. Construction has started and is expected to finish in Summer 2018. Civic Center Electrical Upgrade & EV Charger Installation (PE-17010) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $33,856 $650,000 Public Works Design Fall 2018 Project Status: This project will replace the aging Civic Center electrical switchgear and motor control centers, and will purchase and install approximately forty-three new Level 2 Electric Vehicle charging stations at City parking garages, including the Civic Center garage. A request for proposals (RFP) for design-build services was issued in May 2018. A contract for design-build services is expected to require Council authorization. An Buildings and Facilities Projects – Page 3 of 10 electrical shutdown of Civic Center is tentatively planned for Columbus Day weekend starting on October 4, 2018 through October 8, 2018. Civic Center Fire Life Safety Upgrades (PE-18016) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $1,086,146 Public Works Pre-Design Spring 2019 Project Status: This project will assess, update and replace the Civic Center fire alarm system. The fire life safety system is approaching the end of its useful life. The fire alarm panels and associated equipment are in need of upgrade in order to meet current code requirements. The existing system is being evaluated and procurement options will be determined once the evaluation is complete. Civic Center Waterproofing Study and Repairs (PE-15020) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $39,109 $568,733 Public Works Design Fall 2018 Project Status: This project includes a condition assessment of the Civic Center plaza deck structural system. In late 2016, RDH Building Science, Inc. was hired to investigate the problem. The results indicated that the expansion joint on the plaza can be repaired. Construction is expected to occur in Fall Summer2018. Cubberley Community Center Master Plan (CB-16001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $477,291 Community Services Study Fall 2019 Project Status: This project supports the development of a Master Plan for future use of the Cubberley Community Center site by the City and Palo Alto Unified School District. An RFP for master planning consultant services was released in November 2017. Staff plans to bring a professional services contract. Council is tentatively scheduled to approve the Contract un June 2018. Cubberley Repairs (CB-17001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $22,000 $250,000 Public Works Bidding Summer 2018 Project Status: This project is for the maintenance of the Cubberley campus for all City departments to use. Flooring replacement at Building H1 was recently completed, and the hallway flooring in Wing M is also Buildings and Facilities Projects – Page 4 of 10 scheduled to be replaced in FY 2018. Fire Ringdown System Replacement (FD-14002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $400,000 Fire Design Summer 2018 Project Status: This project will replace the current ringdown system that provides an audible alert of calls for service in the fire stations. A vendor was selected through a cooperative purchasing agreement. A kickoff meeting occurred on May 17, 2018 to discuss points of contact, delivery and preparation for installation. Installation is expected to begin in the third quarter of 2018, and completed while Fire Station 3 is under construction. Fire Station 1 Improvements (PF-14002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $48,500 $455,590 Public Works Design Spring 2018 Project Status: This project will convert the existing open sleeping quarters into individual rooms to address gender issues and privacy concerns. The scope of the project is under review and may be redefined due to the identified incompatibility of the proposed dorm room configuration with the building structural system. Fire Station 3 Replacement (PE-15003) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $787,535 $9,899,454 Public Works Construction Spring 2019 Project Status: This project will replace the existing Fire Station at Middlefield Road and Newell Road with a new structure that meets essential services standards and current program needs. The Temporary Fire Station No.3 at 2000 Geng Road has been completed. The new Fire Station No.3 has been in construction since January 2018 with Strawn Construction as the general contractor and Nova Partners, Inc. as the construction managers. Substantial completion of the new Fire Station 3 is expected in January 2019. The Total Project Budget shown for this project is the figure included in the Fiscal Year 2019 Proposed Capital Budget. Foothills Fire Cameras (FD-13000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $65,000 Fire Pre-design Spring 2019 Buildings and Facilities Projects – Page 5 of 10 Project Status: This project will install thermal imaging infrared long range cameras for the detection of fires and heat signatures in the Palo Alto and Stanford foothills. The project is currently on hold while CalFire conducts a system demonstration in the Santa Cruz Mountains. The project will fund Palo Alto’s contribution to the regional project. The completion date is dependent on the progress of the CalFire study. High Street Parking Garage Waterproofing Study and Repair (PE-18002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $350,000 Public Works Study Spring 2019 Project Status: This project provides the funding for a study, analysis and repairs to the water proofing system in the High Street parking garage. The structural water proofing analysis has been completed by the consultant. The repairs will tentatively be completed after the Winter 2018 rainy season. Internal Alarm System Replacement (PD-14000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $78,000 Police Design Fall 2018 Project Status: This project will replace the citywide system of panic alarms from various departments and the Council Chambers. Staff is currently evaluating potential solutions and plans to commence work in Spring 2018. JMZ Renovation (AC-18001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $1,658,124 Community Services Bidding Summer 2019 Project Status: This project will fund the relocation of the Junior Museum and Zoo to the Cubberley auditorium building for two years, utilizing $406,000 of the budget. An architect has completed design drawings and the selected contractor started work in the Cubberley Auditorium on May 16, 2018. The 45 Day contract is expected to be completed on July 9, 2018. The remaining funds will pay the permit fees for the new JMZ rebuild project, now under review by the building department. Construction for the JMZ rebuild is expected to commence in late June 2018. Lucie Stern Buildings Mechanical and Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $3,174,846 $6,142,607 Public Works Construction Winter 2019 Buildings and Facilities Projects – Page 6 of 10 Electrical Upgrades (PE-14015) Project Status: This project will replace and upgrade the mechanical, electrical, and fire/life safety systems at Lucie Stern Children’s Theater, Lucie Stern Community Theater, and Lucie Stern Community Center. The upgrades include the addition of air conditioning for Lucie Stern Community Center , and the new system was completed in April 2017. Electrical work in the Community Theatre was completed in early September 2016. Fire Sprinkler and fire alarm work in the entire facility was also completed in April 2017. Mechanical and electrical work in the Children’s Theatre was deferred and is now under construction. The majority of the remaining work in the Children's Theatre will be done during a planned facility shutdown between late August and October 2018. Municipal Service Center Lighting, Mechanical, and Electrical Improvements (PF-16006) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $182,255 $1,413,443 Public Works Construction Fall 2018 Project Status: This project provides for the replacement of original mechanical and electrical systems and lighting installed in 1966. It also includes design and construction for office renovations for the Zero Waste group. On October 4, 2016 Council awarded a design contract to Salas O’Brien. The office remodel work was completed in January 2018. A second contract is anticipated for the site-wide mechanical and electrical upgrades. An Invitation for Bids (IFB) was issued in May 2018. New California Avenue Area Parking Garage (PE-18000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $337,124 $47,901,829 Public Works Design Winter 2020 Project Status: This project provides funding for the new California Avenue Area Parking Garage, part of the Infrastructure Plan and is being integrated with the new Public Safety Building Project which will be placed on Lot C-6 while the new garage will be placed on Lot C-7. A Final Environmental Impact Report is scheduled for Council certification in June 2018. Construction is expected to begin in late 2018 and be completed in early 2020Fall. Plans were submitted for building permit in May 2018 and a contractor pre-qualification request was issued in June 2018. The Total Project Budget shown for this project is the figure included in the Fiscal Year 2019 Proposed Capital Budget. New Downtown Parking Garage Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Buildings and Facilities Projects – Page 7 of 10 (PE-15007) $311,006 $29,136,002 Public Works Design Fall 2020 Project Status: This project provides funding for a new parking structure at existing parking Lot D (Waverley/Hamilton). In April 2017, Council approved a parking program to include five levels above grade and one level below grade including a retail space along the Waverley frontage. A Draft EIR was released in May. The second formal ARB meeting is scheduled for June. Construction of the garage will begin in 2019. The Total Project Budget shown for this project is the figure included in the Fiscal Year 2019 Proposed Capital Budget. New Public Safety Building (PE-15001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $1,157,385 $92,197,236 Public Works Design Fall 2021 Project Status: This project will provide a new, modern public safety building (PSB) that will meet essential services standards and the current and future needs of the public safety departments. The PSB and new garage in the California Avenue business district are now an integrated project and both are part of the Council Infrastructure Plan. In December 2016, a design contract was awarded to RossDrulisCusenbery. In January 2018, Council re-confirmed the parking program for the associated public parking structure. The PSB will break ground as soon as the California Avenue Area Parking Garage is open to the public. A Final Environmental Impact Report is scheduled for Council certification in June 2018. The Total Project Budget shown for this project is the figure included in the Fiscal Year 2019 Proposed Capital Budget. Parking Lot J Elevator Modernization (PF-18000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $700,000 Public Works Bidding Fall 2019 Project Status: This project will modernize the existing elevator at parking Lot J. The modernization consists of upgrading the interior of the elevators, elevator control interface, call buttons, and meeting current ADA standards. The Contract is in review by the City and Contractor. Construction scheduled to start in April of 2019. Performing Arts Venues Seat Replacement (AC- 18000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $75,000 Community Services N/A Fall 2018 Project Status: In going through the initial RFP process to have the self-rise mechanism replaced in all three venues, it was the assessment of the vendor that the seats in the Children’s Theatre (the oldest of the three Buildings and Facilities Projects – Page 8 of 10 venues) cannot be repaired. We will be resubmitting the RFP to replace the seats in the Children’s Theatre, which has the most broken seats of the three venues, and repair seats in other venue/s if any funds are remaining. Roth Building Maintenance (PF-07011) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $182,102 $65,441 Public Works N/A Fall 2018 Project Status: This project provides funds for emergency maintenance of the Roth Building for pest control, vandalism, and basement flooding. Most of the funds in this CIP were defunded previously leaving only a small amount of money for annual ongoing maintenance. Ventura Buildings Improvements (PE-15011) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $189,435 $869,964 Public Works Construction Summer 2019 Project Status: This project will replace or upgrade the mechanical and electrical systems and provide accessibility improvements for the Ventura facility. Advanced Design Consultants was awarded a contract on August 29, 2016 for design services. Design is nearly complete and bidding is expected in early 2018. Construction will be carefully coordinated with the current tenant, Palo Alto Community Childcare (PACC). In April 2018, only one bid was received after an Invitation for Bids (IFB) was issued. The bid exceeded the project budget and was rejected. A portion of the work was then designated as a Deductive Alternate and a new IFB was issued in May 2018. Construction completion is now expected by Summer 2019. Recurring Projects Americans With Disabilities Act Compliance (PF-93009) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $177,666 $568,831 Public Works N/A Recurring Project Status: This project provides accessibility upgrades to City facilities and equipment. It includes continued funding for improvements such as path of travel, restrooms, drinking fountains, and counters. Work in FY 2019 includes Council adoption of the update to the citywide ADA Transition Plan that began in November 2015 . The Buildings and Facilities Projects – Page 9 of 10 restroom upgrades at the Children’s Theatre and Ventura Community Center for FY 2018 have been cancelled to focus on the priorities from the ADA Transition plan. Building Systems Improvements (PF-01003) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $155,602 $446,590 Public Works N/A Recurring Project Status: This project provides electrical, mechanical, plumbing, structural, and security upgrades for City facilities. FY 2018 work includes electrical improvements at the Golf Course Pro-Shop and Café. Completed improvements include transformer switchgear replacement, adding additional electrical charging stations for golf carts, and landscape lighting. California Avenue Parking District Improvements (PF-14004) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $200,288 $0 Public Works N/A Recurring Project Status: This project maintains parking lots in the California Avenue Business District. The FY 2017 plan included resurfacing of lots 1, 4 and 9 These lots were completed as part of the Street Maintenance CIP’s FY 2017 overlay project. All surface parking lots in the California Avenue Parking District were completed in February 2018. City Facility Parking Lot Maintenance (PE-09003) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $55,952 $860,314 Public Works N/A Recurring Project Status: This project maintains parking lots and walkways at City facilities. The FY 2018 work includes parking lot surfacing at the Golf Course, Ventura Community Center and Midtown parking lots. The work was completed in April 2018. Cubberley Roof Replacements (CB-16002) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $250,265 $931,186 Public Works N/A Recurring Project Status: This project replaces existing roofs at Cubberley Community Center that have outlived their useful lifespan. Cubberley Wing J is at 90% completion. Pavilion Building is currently out to bid. Construction Buildings and Facilities Projects – Page 10 of 10 start date for Cubberley Pavilion roof will be in the Fall of 2018. Facility Interior Finishes Replacement (PF-02022) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $177,633 $524,059 Public Works N/A Recurring Project Status: This project improves the interior finishes of City facilities, including flooring, walls, cabinets, paint, lighting, ceiling tiles, soundproofing, and fixed office furniture, doors, windows, and associated fire /life safety, mechanical, electrical and plumbing code compliance requirements. In FY 2018, minor improvements to the Police Department A Level restrooms, showers, and locker rooms have been completed. Furniture improvements to the City Attorney’s offices will be implemented in Summer 2018 under this project. Roofing Replacement (PF-00006) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $300,757 $1,053,716 Public Works N/A Recurring Project Status: This project replaces existing roofs at City facilities that have outlived their useful lifespans. The Rinconada Pool and Park Restroom/Snack Bar design has been completed and construction has begun. The main pool lobby roof has been completed, while the two small roofs are still under construction. This project is currently at 50% completion. The roofing replacement project for the Ventura Community Center Building Units 1, 2, 3 was awarded by Council in May 2018 with construction set to begin in Summer 2018. University Avenue Parking Improvements (PF-14003) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $93,035 $501,927 Public Works N/A Recurring Project Status: This project maintains parking lots and parking structures within the University Avenue Downtown Business Parking District. This project also funds a lighting improvement project at the Cowper/Webster parking garage. The light fixtures are being converted to LED, which will reduce energy consumption and improve the overall lighting for the parking garage. The LED fixture upgrade for the Cowper/Webster parking garage is complete. The FY 2018 plan includes resurfacing parking lots C and K as part of the Street Maintenance FY 2018 preventive maintenance project. Lot K was completed in September 2017 and Lot C is being postponed to coordinate construction with the Avenidas expansion project next door . Parks and Open Space Projects – Page 1 of 5 Parks and Open Space Projects Status as of June 2018 One-Time Projects Baylands Comprehensive Conservation Plan (PG-17000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $330,000 Community Services Study Fall 2018 Project Status: This project will develop a conservation plan examining native vegetation, wildlife habitat, and public access for trails, recreation amenities, and interpretive messaging. Staff interviewed and selected a consultant, AECOM, to create the plan. Staff and the consultant have created an existing conditions report, formed a stakeholder and staff advisory group, held two stakeholder meetings, and one community meeting , and have begun creating draft chapters of the report. The next step in the process is to work on conceptual planning for Byxbee Park and for the former ITT property. Staff has updated the Parks and Recreation Commission on the planning process, and will present to them again in June 2018. Baylands Emergency Access Levee Repair (OS- 09002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $54,298 $320,000 Community Services Design Fall 2024 Project Status: This project is to repair a small section of failed levee near the Baylands Nature Center. Progress depends on acquiring the required regulatory permits which have not been issued due to the potential need for a mitigation plan and re-design that would require additional planning and staff resources. This project has been deferred until adequate resources and staff can be assigned to this project. Boulware Park Improvements (PE-17005) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $495,666 Public Works Design Summer 2020 Project Status: This project will renovate the playgrounds and other park amenities. Playground improvements include the installation of a new play structure and replacement of existing light pole fixtures, drinking fountains, benches, and trash receptacles. This project is currently in the preliminary design phase, Attachment B Parks and Open Space Projects – Page 2 of 5 with community and boards and commission outreach planned for 2018. A community meeting was held on March 6, 2018. The project was pushed from FY2019 to FY2020 due to funding limitations in FY2019. Buckeye Creek Hydrology Study (PG-15000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $130,729 $167,741 Community Services Completed Spring 2018 Project Status: This project will analyze flooding conditions, recommend flood control structures, and provide drainage and erosion control solutions for the creek located within Foothills Park. The study will also consider maintenance needs and land stewardship practices. Council has approved a consultant contract and the project started in Summer 2016. The draft plan is complete, and the Parks and Recreation Commission reviewed the plan in January 2018. The study was reviewed by Council on May 29, 2018, thus bringing the study to completion. Cubberley Field Restroom (CB-17002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $1,815 $285,000 Public Works Design Summer 2019 Project Status: This project will provide a new restroom in the sports field area of the Cubberley Community Center. Design for the project will start late Summer 2018 along with public outreach, with an anticipated installation in August 2019. Mitchell Park Adobe Creek Bridge Replacement Project (PE-17000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $14,524 $250,000 Public Works Pre-Design Summer 2018 Project Status: This project provides funding to replace the existing bridge over Adobe Creek in Mitchell Park. The bridge is currently in fabrication and is scheduled to be installed in August of 2018. Rinconada Park Improvements (PE-08001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $9,961 $2,920,022 Community Services Pre-Design Spring 2020 Parks and Open Space Projects – Page 3 of 5 Project Status: This project provides funding for upgrades to safety, site amenities, playground facilities, and irrigation, drainage and accessibility improvements at Rinconada Park. The project is currently being utilized for aspects of the Junior Museum and Zoo Project with the funding utilized for the JMZ relocation and the reconstruction of the Rinconada Parking lot. Turf Management Plan (PG-18002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $100,000 Community Services Pre-Design Spring 2020 Project Status: This project provides funding to evaluate select natural turf athletic fields maintained and brokered by the City for organized sports activities, and provides recommendations for improving the quality and durability of the fields. Staff is working with stakeholders to draft the scope of work and will seek bids for a qualified consultant to draft the plan. The plan is anticipated to be complete by the Spring 2020. Recurring Projects Art In Public Spaces (AC-86017) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $206,160 $380,494 Community Services N/A Recurring Project Status: This project funds ongoing temporary and permanent artworks throughout the City. These funds are primarily comprised of pooled Municipal Percent for Art allocations as well as funds rolled over from previous years due to the multi-year nature of public art projects. The FY 2018 funds supported Birdie by Joyce Hsu at the Golf Course, ongoing temporary installations on King Plaza, such as The Blue Trees by Konstantin Dimopolous and The Artwork Forge 2.0 by Toby Fraley, and the NEA Grant-supported Code: ART initiative to activate the downtown alleys and underutilized spaces with eight installations. Some of the cur rent Municipal Projects in process for FY 2019 include: Fire Station 3, Charleston/Arastradero Corridor, Highway 101 Bike and Pedestrian Bridge, the Public Safety Building, and the Downtown Parking Garage. The recently adopted Public Art and Master Plan provides a ten year plan for the future prioritization of public art projects in Palo Alto. Benches, Signage, Walkways, Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $159,893 $273,811 Community Services N/A Recurring Parks and Open Space Projects – Page 4 of 5 Perimeter Landscaping (PG-06003) Project Status: This project restores and replaces existing benches, signage, fencing, walkways, and landscaping at various City facilities. In FY 2018 site furnishings were renovated at the Peers Park picnic area. Synthetic turf playground pathway repairs were made at the Mitchell Park Magical Bridge Playground . The entry gate at the Palo Alto Baylands was relocated and replaced. Directory signage was fabricated and installed at Greer Park, Entry signage was fabricated and installed at the Palo Alto Golf Course. Landscaping Improvements were made to the Palo Alto Golf Course entryway. The Lucie Stern Brick pathway repair project is scheduled to begin in June 2018 and completed by Fall 2018. Dog Park Installation and Renovation (PG-18001) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $0 $150,000 Community Services N/A Recurring Project Status: This project provides funding for building dog parks at various City parks and facilities that currently do not have dog parks, as well as renovating existing dog parks. A design for a dog park at Peers Park was completed in Winter 2018. A Park improvement ordinance was approved by Council and construction is underway on the park with a tentative completion date for Summer 2018. Off-Road Pathway Resurfacing And Repair (OS-09001) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $12,716 $236,109 Community Services N/A Recurring Project Status: This project resurfaces failing and broken pathways within the City. Pathways are chosen based on inspections and resident requests. In 2017, pathways in the Baylands Nature Preserve were repaired. In Fiscal Year 2019 pathways in Foothills Park that were closed due to damage from Winter storms in 2017 will be rerouted. Open Space Lakes And Pond Maintenance (OS-00002) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $37,618 $43,979 Community Services N/A Recurring Project Status: This project rehabilitates lakes and ponds in open space nature preserves to protect wildlife habitat and recreational safety and to meet State Division of Safety of Dams requirements . In FY2017 cattails and other aquatic weeds were cleared and removed from Boronda Lake. Aquatic weed clearing was completed in Spring 2018. Parks and Open Space Projects – Page 5 of 5 Open Space Trails and Amenities (OS-00001) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $253,379 $220,544 Community Services N/A Recurring Project Status: This project restores unpaved trails, fences, picnic areas, and campgrounds at Foothills Park, the Baylands, and the Pearson-Arastradero Nature Preserves. A contract for trail maintenance was awarded in May 2018, and the contractor has started the annual trail work. Parks and Open Space Emergency Repairs (PG-09002) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $176,466 $122,638 Community Services N/A Recurring Project Status: This project funds the replacement or extensive repair of playgrounds, play yard surfaces, wooden structures, park amenities and play equipment in the event of storms, fire, vandalism or structural failure. In FY 2018 projects completed include rope repairs to the Mitchell Park Magical bridge playground and tripping hazard repairs to the mow band at the Cogswell Plaza. In the Summer 2018, repairs will be made to the upper dock of the Baylands Sailing Station. Tennis and Basketball Court Resurfacing (PG-06001) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $177,218 $544,522 Community Services N/A Recurring Project Status: This project repairs and resurfaces tennis and basketball courts in various Palo Alto parks. At Mitchell Park, the design work has been done for the reconfiguration of tennis courts 5, 6, and 7 to pickleball courts. Staff is currently conducting public outreach to tennis and pickleball stakeholders, and working with the Parks and Recreation Commission regarding converting select tennis courts to pickleball courts. In Fiscal Year 2019, Mitchell Park tennis courts and Rinconada tennis courts will be resurfaced. Streets and Sidewalks Projects – Page 1 of 3 Streets and Sidewalks Projects Status as of June 2018 One-Time Projects California Avenue District Gateway Signs (PE-17004) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $150,000 Public Works Design Fall 2018 Project Status: This project includes the design and replacement of two existing gateway signs in the right-of- way for the California Avenue business district. An application to the Architectural Review Board will be made in summer 2018. The signs are expected to be replaced in Fall 2018. CalTrain Corridor Video Management System Installation (PE-18001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $1,550,000 Public Works Completed Spring 2018 Project Status: This project includes the design and installation of integrated video systems at the four at-grade Caltrain crossing locations (Palo Alto Avenue, Churchill Avenue, East Meadow Drive and Charleston Road). Council approved a design/build contract with G4S Secure Integration in June 2017. Design was completed in December 2017 and construction was completed in May 2018. Newell Road/ San Francisquito Creek Bridge Replacement (PE-12011) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $915,635 $4,147,885 Public Works Environmental Review Fall 2020 Project Status: This project will remove and replace the Newell Road bridge over San Francisquito Creek with a clear span over the creek to allow the channel to convey up to the natural capacity of the San Francisquito Creek, approximately 7,500 cfs, and will provide improved safety for vehicular, bicycle, and pedestrian traffic. The focus in calendar year 2017 was progress on the project draft environmental impact report, which is anticipated to be published in Summer 2018. This report will analyze potential traffic, aesthetic, and other environmental impacts and propose appropriate mitigation measures. The project is being closely coordinated with the City of East Palo Alto, Santa Clara Valley Water District, and the San Francisquito Creek Joint Powers Authority (JPA). Attachment C Streets and Sidewalks Projects – Page 2 of 3 Streetlights Condition Assessment (PE-13014) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $8,799 $228,876 Public Works Design Fall 2019 Project Status: This project will assess the condition and maintenance needs of the City’s streetlight system. Due to other project priorities and workload this project has been put on hold until FY 2019. An RFP will be issued in Spring 2019. Recurring Projects Curb and Gutter Repairs (PO-12001) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $42,212 $922,711 Public Works N/A Recurring Project Status: This project repairs curbs and gutters uplifted by tree roots. The curb and gutter locations are selected from a list reported by the public and evaluated by Public Works staff. The FY 2018 plan includes installation of valley gutters on various streets in the Barron Park neighborhood. Sidewalk Repairs (PO-89003) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $1,889,538 $2,296,680 Public Works N/A Recurring Project Status: This project repairs and replaces broken and uplifted sidewalks. The program completed all twenty-three sidewalk districts in 2016, a thirty year (1986 – 2016) sidewalk repair district cycle. Council approved a sidewalk assessment contract in November 2017 to evaluate the sidewalk program and a ssess potential improvements to the current district-based program. The assessment will be completed in Summer 2018. Once the assessment is completed, the project will issue a construction contract to repair the identified locations of sidewalk distress. For FY 2018, this project funded sidewalk and curb ramp replacement for Street Maintenance, Upgrade Downtown and Charleston/Arastradero Corridor Phase 1 and 2 projects . Sign Reflectivity Upgrade (PO-11000) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $36,581 $157,835 Public Works N/A Recurring Streets and Sidewalks Projects – Page 3 of 3 Project Status: This project includes the annual inventorying, upgrading and maintaining of all traffic signs. A list of signs not meeting the minimum requirement is derived from MUTCD-approved Nighttime Visual Inspection surveys. Street Lights Improvements (PO-05054) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $220,808 $305,737 Public Works N/A Recurring Project Status: This project funds replacement for street light poles, pole foundations, luminaires and wiring as needed to restore or improve street lighting. Street Maintenance (PE-86070) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $7,475,426 $6,314,583 Public Works N/A Recurring Project Status: This project includes the annual resurfacing, micro-seal, crack seal and reconstruction of various city streets. Staff estimates there will be two construction contracts in FY 2018. The Preventive Maintenance project was completed in December 2017 and the FY 2018 Street Resurfacing Project will start in May 2018. This project funds the street maintenance work that supports Council’s adopted goal of achieving a citywide average pavement condition index (PCI) score of 85, representing very good or excellent conditions, by 2019. The citywide pavement condition index score (PCI) at the end of 2017 calendar year was 84 and is expected to be 85 by the end of 2019. Thermoplastic Lane Marking and Striping (PO-11001) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $74,965 $136,729 Public Works N/A Recurring Project Status: This project maintains the thermoplastic markings on roadways. Work for FY 2018 was completed as part of the Street Maintenance Program’s FY 2018 preventive maintenance contract. Traffic and Transportation Projects – Page 1 of 6 Traffic and Transportation Projects Status as of June 2018 One-Time Projects Charleston/Arastr adero Corridor Project (PE-13011) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $1,731,939 $17,700,000 Public Works Construction Spring 2020 Project Status: This project is part of the Council Infrastructure Plan. It will reconfigure the Charleston/Arastradero Corridor to provide new landscaped median islands, bulb outs, enhanced bike lanes and new street trees to complement the new lane configurations that were approved for permanent retention in 2008 and 2012. City Council approved the conceptual plan line for the corridor in September 2015. ARB review was approved in August 2017 and construction documents were completed in December 2017. This project will be constructed in three phases. Council approved construction contracts for Phases 1 and 2 on May 21, 2018 with construction starting in June 2018. The Total Project Budget shown for this project is the figure presented to Council on May 21 during the approval of the Phase 1 and Phase 2 contracts. Phase 3 will start construction in Spring 2019. Churchill Avenue Enhanced Bikeway (PL-14000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $212,993 $1,373,906 Planning and Community Environment Design Fall 2019 Project Status: This project includes the planning, design and construction of a shared-use path along the north side of Churchill Avenue between the existing shared-use path at Castilleja Avenue and the Stanford Perimeter Trail. It also includes intersection improvements at Churchill Avenue and El Camino Real, to include a new dedicated westbound right-turn lane, and an improved bicycle connection to the Bryant Street Bicycle Boulevard east of Alma Street. Design plans for Phase 1 of the project are at 65% completion. Right-of-way discussions with PAUSD began in March 2016 and are still underway. Staff is aiming to begin construction in Fall 2018. An encroachment permit from Caltrans will need to be secured for the work within the El Camino Real r ight-of-way. Downtown Prior Years Total Project Implementing Project Phase Project Completion Traffic and Transportation Projects – Page 2 of 6 Parking Wayfinding (PL-15004) Actuals Budget Department $93,211 $1,349,716 Planning and Community Environment Construction Spring 2019 Project Status: This project includes design and installation of new downtown parking wayfinding signage that will incorporate a new parking brand for the City and replace the existing parking signage to improve visibility of parking in Downtown Palo Alto. This project will be implemented in coordination with the Upgrade Downtown underground utilities replacement project. Construction contract was awarded in January 2018 and construction is scheduled to take approximately one year. Embarcadero Road at El Camino Real Improvements (PL-15001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $657,214 $6,234,261 Planning and Community Environment Construction Fall 2019 Project Status: This project includes planning, design and construction of bicycle, pedestrian and traffic circulation improvements along Embarcadero Road between Bryant Street and El Camino Real. Phase 1 was completed at the end of 2015 and included the upgrade of the traffic signal equipment at the high school/shopping center driveway and at the pedestrian crossing in front of the shopping center. For Phase 2, City Council voted in September 2016 to move forward with a variation of Concept Plan Alternative 1, which includes a protected intersection at El Camino Real and raised one-way separated bikeways along Embarcadero Road. Design plans for Phase 2 of the project are at 100% completion. Construction contract award is expected in Fall 2018 and construction is scheduled to take approximately one year. Highway 101 Pedestrian/Bicycl e Overpass Project (PE-11011) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $2,687,800 $18,496,187 Public Works Design Spring 2020 Project Status: This project, part of the Council infrastructure Plan, includes the design and construction of a new pedestrian bridge across Highway 101 at Adobe Creek. Council approved a design contract in May 2016 for preliminary design and environmental assessment services, and amended the contract in December 2017 to provide the final design and right of way engineering services. In November 2016, Council voted to proceed with Traffic and Transportation Projects – Page 3 of 6 a baseline bowstring truss bridge design, with the addition of enhanced amenities . The preliminary design, environmental assessment, and Site and Design reviews of the project were completed in 2017. The project is currently in detailed design phase, to be completed in Fall 2018. Construction is anticipated to begin in early 2019 and be completed by Spring 2020. The Total Project Budget shown for this project is the figure included in the Fiscal Year 2019 Proposed Capital Budget. Downtown Mobility and Safety Improvements (PL-16001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $72,728 $1,819,847 Planning and Community Environment Construction Fall 2018 Project Status: This project includes planning, design and construction of multi-modal safety improvements in Downtown Palo Alto, including, but not limited to, installation of countdown pedestrian signal heads and ADA - accessible vibratory-tactile push buttons, addition of bicycle parking, traffic signal retiming and coordination, , and planning for enhanced bicycle and pedestrian connections along Alma Street. Phase 1, which included the replacement of all existing pedestrian signal heads with countdown pedestrian signal heads were completed in early 2017. Phase 2, which will include the construction of curb extensions and the installation of new pedestrian signal heads and pedestals, is currently scheduled to be constructed in 2018 as part of the Upgrade Downtown underground utilities replacement project. The planning associated with potential changes to the signing and striping along Alma Street, which are scheduled for major utility work and resurfacing in the next two years, began in Summer 2017. Quarry Road Improvements and Transit Center Access (PL-16000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $442,388 $1,669,196 Planning and Community Environment Construction Fall 2018 Project Status: This project includes planning, design and construction of bicycle and pedestrian improvements along Quarry Road between El Camino Real and Welch Road, including, but not limited to, upgraded bicycle lanes and crosswalks, innovative intersection treatments for bicyclists, and improved access to transit stops. It Traffic and Transportation Projects – Page 4 of 6 also includes improvements to the bicycle and pedestrian connection between the Palo Alto Transit Center and the intersection at El Camino Real and Quarry Road, including development of passive green space, installation of lighting, and landscaping. Due to planned utility work along Quarry Road by Stanford University, the Quarr y Road improvements have been separated from the transit center access segment through the park. Construction on the transit center access segment was completed in July 2017, while the Quarry Road improvements will begin late Summer 2018. Railroad Grade Separation (PL-17001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $315,878 $2,007,016 Planning and Community Environment Design Fall 2018 Project Status: This project will advance the railroad grade crossing circulation study and context sensitive solutions alternatives analysis envisioned by the City Council. A Rail Program Management Services contract funded through this project was approved by City Council in October 2016. This three-year contract includes supporting the Rail Committee between September 2016 and June 2018, convening and supporting a Technical Advisory Committee Group throughout 2018, representing the City during the California High Speed Rail environmental analysis phase, which is scheduled for completion at the end of 201 8 and completing the rail corridor circulation study and context sensitive alternatives analysis by the end of 201 8. Parking Guidance Systems, Access Controls, and Revenue Collection Equipment (PL-15002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $113,234 $2,142,915 Planning and Community Environment Design Fall 2019 Project Status: This project includes design and installation of new downtown parking guidance systems, access controls and revenue collection equipment that will be coordinated with both the Downtown Parking Wayfinding, PL-15004 project and the Downtown Parking Management Study that is scheduled to be completed at the end of 2016. Following City Council direction in April 2016, Staff has advanced the design of the single - space detection system with individual indicator lights. However, this project is currently on hold awaiting the results of the Downtown Parking Management Study, which may affect the content of and funding for the Traffic and Transportation Projects – Page 5 of 6 guidance signs. Recurring Projects Bicycle and Pedestrian Transportation Plan Implementation (PL-04010) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $1,753,456 $10,972,921 Planning and Community Environment N/A Recurring Project Status: The Neighborhood Traffic Safety and Bicycle Boulevards – Phase 1 Project along Amarillo Avenue/Moreno Avenue, Bryant Street, Louis Road/Montrose Avenue , and Ross Road Council is currently under construction, with completion scheduled for December 2018. Concept plans for the Neighborhood Traffic Safety and Bicycle Boulevards – Phase 2 Project along Bryant Street, Maybell Avenue, Stanford Avenue, and Park Boulevard/Wilkie Way were adopted by City Council in 2015 and final design is underway. Construction contract award is expected in Fall 2018 and construction is scheduled to take approximately one year. The Total Project Budget shown for this project is the figure included in the Fiscal Year 2019 Proposed Capital Budget. Residential Preferential Parking (PL-15003) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $550,098 $443,757 Planning and Community Environment N/A Recurring Project Status: This project implements the signage needs of the residential preferential parking program. Phase 1 of the Downtown Residential Preferential Parking Program was implemented in October 2015, Phase 2 was implemented in April 2016, and the program was made permanent in April 2017. The Evergreen Park-Mayfield Residential Preferential Parking Program pilot began in April 2017 and the Southgate Residential P referential Parking Program began in December 2017. No additional RPP programs are currently in development; however, signage modifications for existing programs may be required in FY2018. Safe Routes To Prior Year Actuals Current Year Implementing Project Phase Project Completion Traffic and Transportation Projects – Page 6 of 6 School (PL-00026) Budget Department $115,208 $207,739 Planning and Community Environment N/A Recurring Project Status: This project provides funding for the City’s Safe Routes to School program, including school commute planning, encouragement activities, and capital improvements along local and collector streets that may be impacted by school commute activities. Typical capital improvements include traffic calming devices, enhanced crosswalks, and improved signage along suggested routes to school. In FY2018, traffic calming projects from prior years will continue and traffic studies will be pursued for locations in need of traffic calming and other safety countermeasures. Traffic Signal and Intelligent Transportation System Upgrades (PL-05030) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $594,207 $578,049 Planning and Community Environment N/A Recurring Project Status: This project provides funding for the design and construction of traffic signals, traffic signal communications networks, video surveillance projects for transportation use, and maintenance of the City’s traffic signal central system. The project includes the replacement of traffic signal controllers/cabinets, video detection systems, and other field equipment. Transportation and Parking Improvements (PL-12000) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $340,903 $367,253 Planning and Community Environment N/A Recurring Project Status: This project provides funding for the implementation of miscellaneous neighborhood traffic calming improvements including neighborhood traffic studies and parking improvements. This project also funds the development of grant proposals used to procure funding for future projects. Airport Projects – Page 1 of 1 Airport Projects Status as of June 2018 One-Time Projects Airport Apron Reconstruction (AP-16000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $635,633 $23,034,308 Public Works Construction October 2021 Project Status: This project provides funds for the design and reconstruction of the Palo Alto Airport apron, and is being implemented in multiple phases. The pavement surfaces at the airport are failing and uneven. The need to reconstruct the aircraft parking apron is critical to airport safety. Construction Phase I was awarded in September 2017 to DeSilva Gates Construction, LLC and will be completed in June 2018. Phase II invitation for bids is scheduled to bid in June 2018 and award in August 2018. The Total Project Budget shown for this project is the figure included in the Fiscal Year 2019 Proposed Capital Budget. Wildlife Hazard Plan (AP-16002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $18,692 $63,415 Public Works Design Summer 2018 Project Status: The development of a Wildlife Hazard Management Plan (WHMP) identifies the specific actions the airport will take to mitigate the risk of wildlife strikes on or near the airport. A wildlife strike is defined as a conflict between aircraft and wildlife. The Federal Aviation Administration (FAA) maintains a comprehensive program to address wildlife hazards and requires airport sponsors to maintain a safe operating environment . The WHMP involves a stakeholder group comprised of airport users, Baylands advocates and City departments. Recurring Projects 2018-2022 – Airport Capital Improvements Program Projects: There are no recurring projects scheduled at this time. Attachment E Electric Fund Projects – Page 1 of 10 Electric Fund Projects Status as of June 2018 One-Time Projects 230 kV Electric Intertie (EL-06001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $577,547 $491,896 Utilities Study Winter 2019 Project Status: This project is used to perform a technical feasibility study to determine the general project requirements to establish a 230 kV electric intertie line and construct a 230/60 kV substation to connect the City's electric system directly to the 230kV transmission line. The City has presented its findings to Stanford University and SLAC National Accelerator Laboratory (under the oversight of the Department of Energy), the two other parties involved with facilitating this work. The City is waiting for a response from SLAC and Stanford University to determine whether this project will move forward. Capacitor Bank Installation (EL- 16002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $350,000 Utilities Design Spring 2019 Project Status: This project installs capacitor banks at electric substations and on distribution lines to ensure NCPA Power Factor requirements are met. Staff has performed an analysis on where capacitors are needed to provide VAR support to the system. Capacitor banks will be installed at Hanover, Hansen Way and Quarry Road Substations. Capacitor banks have been ordered, and installation is anticipated to be completed by Spring 2019 Coleridge/Cowpe r/Tennyson 4/ 12kV Conversion (EL-14000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $520,000 Utilities Design Fall 2019 Project Status: This project converts the primary electric distribution system in the Coleridge/Cowper/Tennyson area from 4 kV to 12 kV. This project is a precursor to work being planned for Colorado/Hopkins Substations. East Meadow Circles 4/12kV Conversion Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $1,800,000 Utilities Study Summer 2019 Attachment F Electric Fund Projects – Page 2 of 10 (EL-17001) Project Status: The project converts the primary electric distribution system in the East Charleston/Alma Street/East Meadow Drive/Middlefield Road area from 4 kV to 12 kV. This project is in the preliminary stages of assessment for engineering design. The project is being reevaluated to determine the scope of work that should be involved. Issues with replacing the rear-easement facilities may dictate a change in direction of the project scope. Facility Relocation for Caltrain Modernization (EL-17007) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $1,700,000 Utilities Design Winter 2019 Project Status: This project allows for the relocation of overhead Utility Electric and Fiber Optic lines to provide adequate clearance from new electric lines being installed by the Peninsula Corridor Joint Powers Board (Caltrain) to convert their diesel powered commuter trains to electric power. The project consists of converting Caltrain from a diesel-hauled to Electric Multiple Unit trains. The installation of the Overhead Catenary System above the rails to power the trains will cause conflicts with the City's overhead electric and communication lines, as well as those owned by others, including AT&T and Comcast, which cross the railroad tracks. Caltrain is looking to have the overhead lines relocated/removed by February 2019 for an anticipated project completion in 2020. Staff is still negotiating with Caltrain on an agreement on cost sharing. The updated date for the relocated and removed overhead lines is May 2019. HCB Pilot Wire Relay Replacement (EL-17005) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $51,503 $441,559 Utilities Construction Summer 2019 Project Status: This project replaces the existing HCB pilot wire relays with new microprocessor based line differential protective relays to protect the city’s 60kV sub-transmission line sections and equipment from damage due to faults (i.e. short circuits) on the 60kV line sections. Staff is completed the relay replacements between Quarry and Hopkins substations, Installation of fiber optic communication cables betwe en Colorado, Maybell, East Meadow and Adobe Creek Substations, and is now working on installation of the relays at Maybell and East Meadow and placing them in service. Maybell 1&2 4/12kV Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion Electric Fund Projects – Page 3 of 10 Conversion (EL-14004) $264,799 $449,998 Utilities Construction Fall 2018 Project Status: This project converts circuits 1 & 2 at Maybell substation from 4kV to 12kV, and removes the remaining 4kV equipment at Maybell. Distribution system conversion work is completed. The project will be completed once the substation transformers have been removed. Rebuild Underground District 15 (EL-11003) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $29,464 $509,462 Utilities Design Spring 2019 Project Status: This project rebuilds and replaces the underground electric system in Underground District 15, the area bounded by Los Palos Avenue, Glenbrook Drive, Pomona Avenue, and Arastradero Road. This project is in the preliminary stages of engineering design and work will be coordinated with EL-16000 which is currently rebuilding the electric system along Arastradero Road. Work on this project has been delayed due to public input regarding the design of the project. Rebuild Underground District 16 (EL-13003) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $300,000 Utilities Design Spring 2019 Project Status: This project rebuilds and replaces the underground electric system in Underground District 16, the area along Louis Road between Greer Street and Loma Verde Avenue. This project is in the preliminary stages of assessment for engineering design. This project is currently being designed and engineered. Rebuild Underground District 19 (EL-11008) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $149,023 $265,443 Utilities Construction Winter 2018 Project Status: This project rebuilds and replaces the underground electric system in Underground District 19, the area bounded by Forest Avenue, Waverley Street, Addison Avenue, and Alma Street. Much of this work is performed during the evening hours to avoid impacting commercial businesses, which increases the construction timeline. Construction by city staff is approximately 85% completed for this area. Work is being done in conjunction with EL-10006. Rebuild Prior Years Total Project Implementing Project Phase Project Completion Electric Fund Projects – Page 4 of 10 Underground District 20 (EL-14002) Actuals Budget Department $8,634 $1,450,000 Utilities Design Winter 2019 Project Status: This project rebuilds and replaces the underground electric system in Underground District 20, the area bounded by Channing Avenue; Center Street; Hamilton Avenue; and Lincoln Avenue. This project is in the preliminary stages of assessment for engineering design. Rebuild Underground District 23 (EL-17000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $ 800,000 Utilities Pre-design Summer 2019 Project Status: This project rebuilds and replaces the underground electric system in Underground District 23, the area bounded by Chaucer Street; Hamilton Avenue; and Southwood Drive. This project is in the preliminary stages of assessment for engineering design. Rebuild Underground District 24 (EL-10006) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $1,727,376 $2,701,150 Utilities Construction Winter 2018 Project Status: This project rebuilds and replaces the underground electric system in Underground District 24, the area bounded by Lytton Avenue; Bryant Street; Forest Avenue; and Alma Street. Much of this work is performed during the evening hours to avoid impacting commercial businesses, which increases the construction timeline. Construction by city staff is approximately 85% completed and further progress is delayed waiting for delivery of long lead-time materials. Work is being done in conjunction with Rebuild Underground District 19 (EL-11008). Rebuild Underground District 26 (EL-16000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $1,331 $899,369 Utilities Study Fall 2019 Project Status: This project rebuilds and replaces the underground electric system in Underground District 26 the area along Arastradero Road between El Camino Real and Hillview Avenue. This project is in the preliminary stages of assessment for engineering design and will be designed in conjunction with EL -11003 which is rebuilding the electric system on Los Palos Avenue, Glenbrook Drive, and Pomona Avenue. Electric Fund Projects – Page 5 of 10 Reconfigure Quarry Feeders (EL-14005) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $368,384 $1,030,453 Utilities Construction Fall 2019 Project Status: This project reconfigures how distribution circuits are connected to each substation transformer at Quarry Substation. The project estimate and construction drawings are completed. The City is waiting for Stanford to complete the installation of boxes and conduit to facilitate the work as part of the new service to the new Stanford BMI building. Relocate Quarry / Hopkins Substation 60kV Line (A & B) (EL-13002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $ 0 $ 850,000 Utilities Pre-design Fall 2019 Project Status: This project relocates the Quarry-Hopkins (QR/HO) 60kV sub-transmission line and associated facilities in Lanes A & B, and the nearby Alma Street area to a more physically accessible route for electric crews and equipment. There has been no progress on this project. Substation 60kV Breaker Replacement (EL-17002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $22,513 $450,000 Utilities Design Summer 2020 Project Status: This project replaces high voltage circuit breakers that interconnect the nine electric substations and two power switching stations that are reaching the end of their useful life and/or are now underrated for the use. Staff has completed the technical specification for the replacement circuit breakers and is going through the bid process for purchase. Two high voltage circuit breakers are being installed and two more will be purchased in FY 2018. Substation Security (EL-16003) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $48,901 $837,318 Utilities Design Winter 2018 Project Status: This project installs facilities providing physical protection of electric substations from vandalism and intrusion. A professional services contract was awarded to Burns & McDonnell and the study is complete and is being reviewed by staff for projects to be implemented this Fiscal Year. Funding will be requested in future years to implement additional security measures. Electric Fund Projects – Page 6 of 10 Utility Control Center Upgrades (EL-17008) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $ 2,813 $ 897,186 Utilities Construction Fall 2018 Project Status: This project includes a scope of work to upgrade the Utility Control Center working environment. The construction contract was awarded to Activue, and work is scheduled to begin in Summer 2018. Utility Site Security Improvements (EL-04012) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $1,470,188 $1,645,609 Utilities Construction Summer 2018 Project Status: This project adds electronic security systems at utility sites to protect equipment at electric substations, water pumping plants, reservoirs, and gas stations from intrusion and vandalism. To date, cameras and detection systems have been installed at seven (7) electric substations, three (3) water stations, and one (1) natural gas station to monitor facilities. Staff is working on finalizing software agreements and assessing need for electronic security at remaining substations. VA Hospital – Customer Load Requirements (EL-17003) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $46,231 $3,000,000 Utilities Design Summer 2018 Project Status: This project is to meet the growing electric needs of the VA Hospital. Staff has had numerous discussions with VA Hospital on electric load growth at the hospital and anticipated needs from the utility. Much of the cost is reimbursed to the City by the VA Hospital. Staff has prepared preliminary designs for interim solutions and is awaiting additional information from VA to develop long range plans to meet their future needs. Underground Distribution System Security (EL-13007) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $10,355 $600,828 Utilities Study Spring 2020 Project Status: This project purchases and installs equipment to secure underground electric distribution facilities used to provide electricity to utility customers in the City of Palo Alto, from vandalism, tampering, and theft to facilitate a safe, secure, and reliable electric system. Staff has been evaluating options for securing underground vaults and boxes and is drafting the technical specification and scope of work for a Request for Proposal to purchase and install suitable equipment. Work on this project has been delayed due to staffing Electric Fund Projects – Page 7 of 10 shortages and higher priority work. Underground District 46 – Charleston/El Camino Real (EL- 12001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $219,550 $2,128,379 Utilities Construction Summer 2019 Project Status: This project undergrounds the existing overhead utility systems in the area along the 400 block of West Charleston and El Camino Real. Staff issued a third Invitation for Bid for installation of substructures. Council awarded the construction contract on March 19, 2018, with a tentative start date of construction on June 18, 2018. Underground District 47 – Middlefield, Homer, Webster, Addison (EL-11010) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $3,132,803 $3,499,752 Utilities Construction Winter 2019 Project Status: This project undergrounds the existing overhead distribution system in the area bounded by Middlefield Road, Homer Avenue, Webster Street, and Addison Avenue. Installation of substructures and utility electric system is completed. Customers are now undertaking conversion of their utility services from overhead to underground. The deadline for customer conversion was extended to June 2018. Recurring Projects Communications System Improvements (EL-89031) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $82,686 $312,375 Utilities N/A Recurring Project Status: This project installs copper wire cable systems, high frequency coaxial cable, fiber optic cable, and related equipment to provide communications services for traffic signal coordination, telephone links, computer data transmission, and the Electric Supervisory Control and Data Acquisition (SCADA) system . Staff is assessing the needs to upgrade the communication lines between substations to facilitate the substation protection pilot wire relay replacements. The new relays utilize fiber optic communication instead of the copper wire communication lines utilized by the existing relays. Electric Fund Projects – Page 8 of 10 Electric Customer Connections (EL-89028) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $2,445,562 $3,219,888 Utilities N/A Recurring Project Status: This project installs services, transformers, and meters for new customers; upgrading of existing services; temporary service connections; and overhead and underground extensions for new or existing customers. Projects are in various stages of design and construction to provide temporary and permanent power to residential and commercial customers in Palo Alto. Electric System Improvements (EL-98003) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $ 1,352,420 $2,800,000 Utilities N/A Recurring Project Status: This project consists of various projects that replace deteriorated facilities or install protective devices that improve the Electric Distribution System. Projects are in various stages of development to replace transformers, replace poles, replace overhead wires, and install protective devices to improve service reliability. Electric Utility Geographic Information System (EL- 02011) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $55,235 $175,391 Utilities N/A Recurring Project Status: This project enhances the citywide Geographical Information System (GIS). The primary emphasis will be to provide a compatible user interface and estimating software, to edit and update data which will reside in the citywide GIS. Staff is working on a scope of work for an RFP to assess GIS needs for Utilities Engineering. SCADA System Upgrades (EL- 02010) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $70,402 $245,099 Utilities N/A Recurring Project Status: This project upgrades the Supervisory Control and Data Acquisition (SCADA) system hardware. Staff completed upgrade of the PRISM software used for monitoring the utility substations and equipment. Smart Grid Technology Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Electric Fund Projects – Page 9 of 10 Installation (EL-11014) $17,240 $1,000,000 Utilities N/A Recurring Project Status: This project implements the portions of the Smart Grid Road Map that can be cost effectively applied to the City's electric, gas, and water utility systems. Staff completed a Request for Proposal to solicit bids to evaluate the implementation of Smart Grid technologies in Palo Alto incorporating information gathered from completed pilot projects. Substation Facility Improvements (EL-89044) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $304,419 $295,000 Utilities N/A Recurring Project Status: This project makes improvements to facilities at the electric substations in Palo Alto. Staff is working on the replacement of Remote Terminal Units (RTU) at Hansen Way and East Meadow Substations. Substation Protection Improvements (EL-89038) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $266,296 $600,000 Utilities N/A Recurring Project Status: This project makes improvements to equipment used at electric substations to protect the substation equipment and circuits emanating from the substation from damage due to faults (i.e. short circuits) on the electric system. Staff completed the 60kV coordination study and is working on designs for replacement of current transformers that would be overloaded during faults. Staff is also working on the designs to replace the relays on the Maybell Substation feeders. Due to the size and complexity of this project, staff is in the process of procuring an Engineering Consultant to do the detailed design of the equipment layout and wiring. Underground System Rebuild (EL-16001) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $0 $300,000 Utilities N/A Recurring Project Status: This project replaces underground electric equipment in areas that were originally installed underground, i.e. not part of an Underground District. Staff is working to identify areas where based on the age of the existing cables are a high priority for cable replacement. So far this includes areas in the Stanford Research Park, Arastradero Road, and along East Bayshore Road. Upgrade Electric Prior Year Actuals Current Year Implementing Project Phase Project Completion Electric Fund Projects – Page 10 of 10 Estimating System (EL-13008) Budget Department $37,440 $108,614 Utilities N/A Recurring Project Status: This project upgrades the existing Electric estimating software used for preparing job estimates by integrating engineering analysis, adding predefined standards and templates, and by integrating documentation, materials ordering, and work management functions. Staff completed the underground construction standards and is working on the overhead construction standards for electric installations. These standards include the design and list of materials and are incorporated into the estimating software to facilitate the preparation of project cost estimates. Fiber Optics Fund Projects – Page 1 of 1 Fiber Optics Fund Projects Status as of June 2018 One-Time Projects Fiber Optic System Rebuild (FO-16000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $161,511 $1,250,000 Utilities Construction Fall 2019 Project Status: This project for the System Capacity Improvement rebuilds portions of the "dark" fiber optic network around Palo Alto. The first phase of construction has been completed. The remaining construction is scheduled to be completed by Fall 2019. Recurring Projects Fiber Optics Network System Improvements (FO-10001) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $155,478 $336,824 Utilities N/A Recurring Project Status: This project provides funding to improve reliability within the fiber optic network system. Staff has completed an audit of the existing Dark Fiber system and is assessing which portions of the system need to be rebuilt to enhance reliability and operability. Fiber Optics Customer Connections (FO-10000) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $185,385 $250,000 Utilities N/A Recurring Project Status: This project provides funding for the installation of fiber optic infrastructure for new service connections. Projects are developed as needed to meet customer requests for leasing of fibers on the Dark Fiber system. Attachment G Gas Fund Projects – Page 1 of 3 Gas Fund Projects Status as of June 2018 One-Time Projects Gas Main Replacement Project 22 (GS-12001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $1,038,259 $3,884,682 Utilities Construction Winter 2019 Project Status: This project will replace approximately 23,700 linear feet of gas mains and services along the mains on University Avenue and other streets in the Downtown North and University Park neighborhoods. The gas main on University Avenue is designed to be installed in a joint-trench with a water main to minimize construction disruption to downtown businesses. The construction contract for Upgrade Downtown Project was approved by Council on January 22, 2018, and has been included as part of this project. The GMR 22 portion of the project began in March, 2018. Gas Main Replacement Project 23 (GS-13001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $42,500 $4,331,010 Utilities Design Winter 2019 Project Status: This project will fund the design and construction of replacement of approximately 22,700 linear feet of mainly PVC gas mains on various streets within the Midtown, Midtown West, Evergreen, Ventura, and Green Acres neighborhoods. A surveying contractor is collecting GPS points of above-ground utility features within the project area. The survey data will be used to update the existing base map to increase the accuracy of the utilities information to facilitate the design of the project. Security at City Gas Receiving Stations (GS-15001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $85,300 $150,000 Utilities Construction Summer 2018 Project Status: This project equips the City’s four Gas Receiving Stations with video surveillance systems. Equipment is in the testing and training phase. This project is 95% complete, while waiting for some outstanding punch list items and the final inspection to occur by August, 2018. Attachment H Gas Fund Projects – Page 2 of 3 Recurring Projects Gas System, Customer Connections (GS-80017) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $1,155,768 $1,265,355 Utilities N/A Recurring Project Status: This project provides funding which allows for the Gas Distribution System to be extended in order to provide gas service to new customers and augment service to customers with increased natural gas demands. Improvements include new mains, services, valves, regulators, meters, and accessories. This project upgrades infrastructure to provide gas service connections to new customers, meet changes in existing customer service demands, and respond to changes in gas service requirements due to new development or redevelopment. This project is funded partially from reimbursements by customers. System Extensions – Unreimbursed (GS-03009) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $96,796 $204,455 Utilities N/A Recurring Project Status: This project provides funding which allows for the replacement of existing infrastructure of the Gas Distribution System. This project will ensure continuous gas service to utility customers. Improvements include as-needed replacement of existing main sections, services, valves, regulators, meters, and accessories. This project will capture non-reimbursed capital assets installed by staff. Gas Distribution System Improvements (GS-11002) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $91,322 $467,901 Utilities N/A Recurring Project Status: This project provides funding for Gas Distribution System improvements. Typical activities include: increasing distribution system capacity for load growth, replacing deteriorated capital facilities, reconfiguring/adding to the system to improve service reliability, conducting research related to performance of the gas distribution system or its various components, and making general improvements to the system. The City must continuously evaluate service reliability needs and make improvements to the system to maintain top level service to City customers and to minimize potential economic losses due to service interruptions. Gas Equipment and Tool Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Gas Fund Projects – Page 3 of 3 (GS-13002) $0 $50,000 Utilities N/A Recurring Project Status: This project funds the purchase of polyethylene (PE) fusion equipment and tools, directional boring/locating equipment and tools, and general shop equipment and tools. These equipment need to be upgraded on an annual basis to safely operate and maintain a natural gas distribution system and to ensure operators’ safety and productivity. Gas Meters and Regulators (GS-80019) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $0 $365,681 Utilities N/A Recurring Project Status: This project provides replacement of the existing meters and regulators for approximately 2,000 meter sets per year. The exchange frequency is every ten years for large (630 cubic feet per hour and larger) meters and every seventeen to twenty years for smaller meters. The meter replacement program ensures the accuracy of gas consumption measurement, reduces possible revenue loss due to under-registered gas, and provides customers with accurate monthly bills. Storm Drain Projects – Page 1 of 1 Storm Drain Projects Status as of June 2018 One-Time Projects Matadero Creek Storm Water Pump Station and Trunk Line Improvements (SD-13003) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $1,126,085 $6,685,317 Public Works Construction Summer 2018 Project Status: This project includes capacity upgrades to the Matadero Creek Storm Water Pump Station, which serves a low-lying 1200-acre area of southeastern Palo Alto. Upgrades to the pump station will allow storm runoff to be pumped into Matadero Creek regardless of the creek level, improving drainage system performance in the Midtown and Palo Verde neighborhoods. Due to limited budget the project was phased. Work within the Matadero Creek Storm Water Pump Station is currently under construction. The project is scheduled to be completed by July 2018. Recurring Projects Storm Drain System Replacement And Rehabilitation (SD-06101) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $54,009 $1,360,433 Public Works N/A Recurring Project Status: This project consists of annual replacement and rehabilitation projects that maintain the integrity of the storm drain system, including the replacement or rehabilitation of deteriorated storm drain pipes, manholes, and storm drain inlets. The scope for FY 2017 included the design and installation of fiber optic connections to all seven storm water pump stations and three creek monitoring stations to improve communications and monitoring capabilities between the stations and the centralized control center at the Water Quality Control Plant. In FY 2018 the project also included programming and upgrading all the Program Logic Controllers hardware at three creek monitoring stations. The work associated with Matadero Creek Pump Station and West Bayshore Road monitor will be completed in the Summer 2018. A separate project is to inspect a 6-ft by 6-ft box culvert located over Oregon Expressway during the dry Summer months of 2018. The box culvert was inspected in Fall 2017, and temporary corrective measures were implemented before the rainy season. Attachment I Wastewater Fund Projects – Page 1 of 3 Wastewater Collection Fund Projects Status as of June 2018 One-Time Projects Wastewater Collection System Rehabilitation / Augmentation Project 25 (WC-12001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $2,743,229 $3,211,998 Utilities Construction Fall 2018 Project Status: This project was combined with Project 24 and 26 (WC-11001; WC-13001). The funding for all three projects is for replacement and/or rehabilitation of approximately 42,398 linear feet of sanitary sewer mains of various sizes, 779 sewer laterals, and 121 sewer manholes. The project includes various streets in the University South, Professorville and Old Palo Alto neighborhoods. The existing sewer service laterals and cleanouts will be replaced with new 4” High Density Polyethylene (HDPE) service laterals and cleanouts. All new service laterals will be installed from the new sewer main (usually located in the street) to the new sewer cleanouts (located in the City’s right-of-way, usually in a planting strip or behind the sidewalk). Project construction is about 90% complete. Wastewater Collection System Rehabilitation Augmentation Project 27 (WC-14001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $3,295,454 $4,022,455 Utilities Completed Winter 2018 Project Status: This project includes the funding to replace 16,859 linear feet of sanitary sewer mains of various sizes on various streets, including areas in North Palo Alto and Embarcadero Road. The mains and lateral replacement work will reduce inflow of rainfall and ground water into the collection system. Priority was given to areas identified by Public Works as targeted work zones ensuring infrastructure coordination among different City departments. Notice of Completion was filed with the County Recorder 3/2/18. Wastewater Collection System Rehabilitation Augmentation Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $4,215,600 Utilities Design Summer 2019 Project Status: This project will fund the design and construction of high priority wastewater main and lateral Attachment J Wastewater Fund Projects – Page 2 of 3 Project 28 (WC-15001) replacement work to reduce inflow of rainfall and ground water into the collection system. The scope is to replace approximately 21,900 linear feet of wastewater mains including Oregon Avenue and a large section in the Charleston Meadows neighborhood. Staff is currently updating the existing base map to increase the accuracy of the utilities information to aid the design of the project. Wastewater Collection System Rehabilitation Augmentation Project 29 (WC-16001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $3,606,339 Utilities Study Summer 2020 Project Status: This project will fund the design and construction of replacement of approximately 14,500 linear feet of wastewater mains including Maddux Drive and a section in the Ventura neighborhood. A surveying contractor collected GPS points of above-ground utility features within the project area. The survey data will be used to update the existing base map to increase the accuracy of the utilities information to facilitate the design of the project. Recurring Projects Sewer System, Customer Connections (WC-80020) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $ 325,114 $405,820 Utilities N/A Recurring Project Status: This project provides for the installation of sewer lateral connections and additions or extensions of existing mains to serve new customers and to respond to changes in sewer requirements due to redevelopment. Old existing non-plastic sewer laterals with condition deficiencies per Utilities Operations’ criteria are required to be replaced. Other revenue includes customer connection and capacity fees f or connecting to the wastewater collection system. Sewer Lateral/Manhole Rehabilitation Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $ 899,035 $636,540 Utilities N/A Recurring Wastewater Fund Projects – Page 3 of 3 and Replacement (WC-99013) Project Status: This project will replace defective sewer laterals, cleanouts, man -holes, install backwater devices, and purchase equipment to support these activities in order to mai ntain the Wastewater Collection System. Information collected during routine annual maintenance activities is used to prioritize work. The work performed will help reduce both the backflow of sewage onto private property and the City's treatment expenses. This project also cleans and video-inspects sewer collection mains and laterals as necessary. Wastewater General Equipment and Tools (WC-13002) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $0 $50,000 Utilities N/A Recurring Project Status: This project provides the funding which allows for the acquisition of new fusion equipment and other associated tools. The equipment is used to fuse together pipe joints in the City's wastewater collection system. As the equipment ages, the quality of the fusion joints begins to decline, and the operators must spend more time scraping, aligning, and fusing construction joints. In order to maintain high quality standards for the installation of City's wastewater collection mains, along with the associated service standards and worker safety and productivity measures, equipment and tools require continuous upgrades. Wastewater System Improvements (WC-15002) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $ 128,927 $246,000 Utilities N/A Recurring Project Status: This project provides funding as needed to improve the Wastewater Collection System. Typical activities include: increasing system capacity for growth, flow monitoring, hydraulic modeling and system analysis, load simulations, asset management analysis and assessment, system inflow/infiltration analysis, and sanitary sewer overflow monitoring and reduction. Mainline sewer backups and overflows into homes and businesses are costly and create a health risk. Reducing the losses associated with these backup claims requires a continuous evaluation of system needs and making improvements to maintain a high level of service. Wastewater Treatment Fund Projects – Page 1 of 3 Wastewater Treatment Fund Projects Status as of June 2018 One-Time Projects Dewatering and Loadout Facility (WQ-14001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $1,874,437 $34,501,843 Public Works Construction Winter 2019 Project Status: This project provides funding for the design and construction of the sludge dewatering facility and truck loadout to retire existing dewatering and sewage sludge incinerators. Construction began in May 2017, is currently at 50% and estimated to complete in January 2019. Fixed Film Reactor Rehabilitation (WQ-14004) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $19,381,018 Public Works N/A N/A Project Status: This project is a rehabilitation of the fixed film reactors at the City wastewater treatment plant which came online in 1972. A special study was completed, which proposed a complete Secondary Treatment Process upgrade instead of individual rehabilitation like this one. WQ-19001 has been proposed for the complete Secondary Treatment Process upgrades to replace this project. New Laboratory and Environmental Services Building (WQ-14002) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $18,283,520 Public Works Pre-Design Summer 2021 Project Status: This project is a replacement of the existing wastewater treatment plant lab and environmental services offices, this building will consolidate staff from four separate buildings currently and will provide a larger updated lab. The solicitation and selection of design consultant is currently in process. Staff is pursuing a State low-interest loan or bond for construction stage. Plant Master Plan (LRFP) (WQ-10001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $2,065,013 $6,555,066 Public Works Construction Fall 2020 Project Status: This project funds the ongoing program management support for major capital projects. Current Attachment K Wastewater Treatment Fund Projects – Page 2 of 3 tasks include developing scopes of work, evaluating consultant proposals, coordinating project management activities, pursuing State low-interest loans for multiple projects, and updating partner agreements. Primary Sedimentation Tank Rehabilitation (WQ-14003) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $0 $7,661,162 Public Works Design Fall 2020 Project Status: This project provides funding for new protective coatings on each of the four concrete primary sedimentation tanks and replacement of worn rotating parts, equipment, and electrical equipment. The primary tanks at the City wastewater treatment plant were installed in 1972. This recoating project will extend the concrete life another 30 years. Design is underway since the consultant contract was awarded in January 2018. The City is pursuing a State low-interest loan or bond for the construction stage. Recurring Projects Facility Condition Assessment and Retrofit (WQ-04011) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $282,957 $1,774,181 Public Works N/A Recurring Project Status: This project provides funding for the structural condition assessment and the construction of repairs and retrofits once issues are identified. This project is proposed to be consolidated in a new project beginning FY2019 in WQ-19002. Plant Equipment Replacement (WQ-80021) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $742,687 $1,923,575 Public Works N/A Recurring Project Status: This project provides funding to replace necessary plant equipment to maintain treatment reliability and ancillary facilities to maintain existing infrastructure. The construction contract for the Old Pumping Plant Rehabilitation project started construction in early 2017 and completion is expected in August 2018. The project will replace obsolete raw sewage pumps, valves, and a flowmeter. This project is proposed to be consolidated in a new project beginning FY2019 in WQ-19002. Wastewater Treatment Fund Projects – Page 3 of 3 System Flow Meters (WQ-80022) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $212,586 $80,715 Public Works N/A Recurring Project Status: This project provides funding to replace the large diameter flow meters built into the wastewater treatment system on sewers, pipes, and water lines. The meters measure the flow of wastewater and provide data for accurate partner billing, process control, and regulatory reporting. This project is proposed to be consolidated in a new project beginning FY2019 in WQ-19002. Water Fund Projects – Page 1 of 5 Water Fund Projects Status as of June 2018 One-Time Projects Water Recycling Facilities (WS-07001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $ 705,477 $ 852,697 Utilities Study Fall 2018 Project Status: This project allows the City of Palo Alto to fund a consultant to prepare the environmental impact report for an expansion of the existing recycled water delivery system to serve customers in the City. The pipeline will primarily access the Stanford Research Park and provide an alternative supply source of 1,000 AFY (acre feet per year). The environmental impact report is complete. The next phase of the project is to draft a business plan, which will be part of a larger recycled water strategic plan. This plan will be 90% funded by Santa Clara Valley Water District. Water Main Replacement Project 27 (WS-13001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $42,500 $ 6,941,941 Utilities Design Spring 2019 Project Status: This project will replace approximately 9,600 linear feet of structurally deficient, aging, or corroded water mains and services along the mains on University Avenue, Sand Hill Road and Oak Creek Drive. The water main on University Avenue is designed to be installed in a joint-trench with a gas main to minimize construction disruption to downtown businesses. Staff is currently communicating with other departments to coordinate all improvement work on University Avenue. A surveying contractor collected GPS points of above- ground utility features on other streets within this project. The survey data was used to update the existing base map to increase the accuracy of the utilities information to facilitate the selection of the alignment of the new water mains. Water Regulation Station Improvements (WS-07000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $ 1,303,904 $ 2,103,085 Utilities Construction Summer 2018 Project Status: This project for Water Regulation Station Improvements includes seismic upgrades, piping improvements and other various upgrades to increase the structural reliability of three of the City’s turnouts Attachment L Water Fund Projects – Page 2 of 5 with SFPUC. Work under this project was included in the Seismic Upgrade of four Steel Tanks and three Turnouts’ Project. The turnout portion of the project is underway and the Arastradero and Page Mill turnouts are scheduled to be completed by Fall 2017. Due to multiple existing issues at the California Turnout, upgrade work at this facility has been removed from the contract and will be re -evaluated as part of a Water Configuration Study that is currently underway. Water Reservoir Coating Improvements (WS-08001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $ 1,309,263 $ 2,534,370 Utilities Construction Summer 2018 Project Status: This project for Water Reservoir Coating Improvements includes the recoating of four steel tanks. Work under this project was included in the Seismic Upgrade of four Steel Tanks and the three Turnout Projects. Once construction started, it was found that the Montebello Reservoir was in very poor condition. Due to escalating costs associated with roof replacement, staff decided to complete construction of the Montebello Reservoir and re-evaluate the remaining three tanks for replacement. Coating work at the three remaining steel tanks (Dahl, Park and Corte Madera Reservoirs) was removed from the construction contract. The City is currently under contract with an engineering consultant to study the water system as a whole and make recommendations for upgrades and/or improvements. Seismic Water System Upgrades (WS-09000) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $ 2,262,798 $ 5,247,688 Utilities Construction Summer 2018 Project Status: This project for Seismic Water System Upgrades includes seismic upgrades at the Montebello, Mayfield, Corte Madera, Park, Boronda, and Dahl Reservoirs in compliance with the American Society of Civil Engineers (ASCE 7) seismic codes. Work at the steel tank sites includes the installation of new concrete footings, anchor chairs and tie-downs, installation of seismic shut off valves and control valves, flexible joints at the inlet/outlet piping connections, relocation of various inlet and outlet piping, backup power supplies, and reinforcement and/or replacement of interior tank columns. Seismic upgrade work at the Mayfield Reservoir was completed in Summer 2013 and work on the Boronda Reservoir was completed in summer of 2016. All remaining reservoirs were to be seismically upgraded as part of the Seismic Upgrade of four Steel Tanks and three Turnouts’ Project. However, during construction at the Montebello Reservoir, it was found that the existing roof, support columns and support beams, and floor coating needed total replacement due to their Water Fund Projects – Page 3 of 5 poor condition. Given that all four tanks were constructed at the same time, staff assumes that the remaining 3 tanks are in the same condition. In order to determine the most efficient way to upgrade and/or replace the remaining three reservoirs, upgrade work at the Corte Madera, Park and Dahl Reservoirs has been removed from the construction contract. The City is currently under contract with an engineering consultant to study the water system as a whole and make recommendations for upgrades and/or improvements. Water Main Replacement – Project 26 (WS-12001) Prior Years Actuals Total Project Budget Implementing Department Project Phase Project Completion $ 353,123 $ 5,687,934 Utilities Construction Fall 2018 Project Status: This project included the design and bidding that occurred in Spring of 2017 and includes approximately 11,000 linear feet of aging water mains and services along the mains on Hawthorne Avenue, Everett Avenue, Byron Street, Hamilton Avenue, and Oregon Avenue will be replaced to ensure reliable water services for the City of Palo Alto residents and customers. Construction is about 75% complete. The construction contract for Upgrade Downtown Project was approved by Council on January 22, 2018 and has been included as part of this project. The water portion of the Upgrade Downtown Project is about 20% complete. Recurring Projects Water Service Hydrant Replacement (WS-80014) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $387,512 $ 412,000 Utilities N/A Recurring Project Status: This project replaces system control valves, deteriorated galvanized service lines, lead goose- necks, and fire hydrant valves and assemblies as a result of Fire Department flow testing; upgrades fire hydrants in main replacement project areas; and replaces existing undersized or deteriorated copper water services. Water System, Customer Connections (WS-80013) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $ 646,071 $ 710,700 Utilities N/A Recurring Project Status: This project allows for improvements that include new main extensions, valves, domestic services, meters on upgraded services, backflow devices, fire services, and fire hydrants. System extensions are Water Fund Projects – Page 4 of 5 required to provide service to new customers and to serve existing customers requesting expanded service. Water Distribution System Improvements (WS-11003) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $ 6,770 $ 1,220,136 Utilities N/A Recurring Project Status: This project provides funds as needed to improve water distribution system deliverability and reliability. Typical activities include: installing restraining joints at critical pipelines and bridge crossings, increasing the size of inadequate facilities, system leakage surveys, network modeling, and fire flow studies or other system improvements as required. Continuous evaluation of system needs and making required improvements is necessary to maintain adequate quantities of qual ity water, meeting local, state, and federal safe drinking water standards. Water General Equipment/Tools (WS-13002) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $ 0 $ 50,000 Utilities N/A Recurring Project Status: This project provides funding which allows for the acquisition of new equipment and tools, the replacement of existing fusion equipment, and other associated tools. The fusion equipment is used to fuse together pipe joints in the City's water distribution system. Equipment and tools are required to be upgraded on an annual basis to maintain high quality standards for the installation of the City's water distribution mains, along with the associated service standards and worker safety & productivity measures. Water Meters (WS-80015) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $ 78,195 $ 565,000 Utilities N/A Recurring Project Status: This project provides funding which allows for the purchase of meters for new customers, upgrading meters for current customers, installing meter bypasses, and replacing obsolete meters that are no longer repairable. This funding also allows for annual testing and calibration of select ed meters to maintain meter accuracy and reliability. Water System Supply Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion Water Fund Projects – Page 5 of 5 Improvements (WS-11004) $ 74,897 $ 247,000 Utilities N/A Recurring Project Status: This project provides funding to continually evaluate and improve the City’s water distribution system on an as-needed basis. Typical activities performed under this project include: piping modifications, equipment replacements associated with water delivery, Supervisory Control software upgrades, system modifications for water system quality compliance, conditional assessment of the reliability of transmission mains, and security system installations. The water system includes the connection facilities between the City’s and the San Francisco Public Utility Commission’s pipelines, emergency water wells within the City, pumping stations, water reservoirs, and pipelines. In addition, this project will provide funding for a Geotechnical Investigation and Assessment of the Existing Subgrade of the Mayfield Reservoir. During routine maintenance checks, it was found that multiple cracks had formed on the floor and side walls of the reservoir. The City has contracted with a geotechnical engineer to try and determine why the cracks are developing and how to resolve the issue. Water, Gas, Wastewater Utility GIS Data (WS-02014) Prior Year Actuals Current Year Budget Implementing Department Project Phase Project Completion $ 165,706 $ 402,628 Utilities N/A Recurring Project Status: This project provides funding which covers the annual support and maintenance contract to improve the Utilities staff’s ability to use the Geographic Information System (GIS). Some examples of other GIS activities include enhancing existing applications & user interface, facilitating data transfer with modeling software to perform engineering analysis and master planning, using GIS data to develop and prioritize capital improvement projects, and producing customized utility map books for field crews and on-call personnel to meet their specific needs.