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HomeMy WebLinkAbout2023-03-13 City Council Agenda PacketCITY COUNCIL Special Meeting Monday, March 13, 2023 Council Chambers & Hybrid 5:00 PM AMENDED AGENDA Amended Agenda Items Appear Below in RED Pursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto,   a n d   s t r e a m e d   t o   M i d p e n   M e d i a Center https://midpenmedia.org. VIRTUAL PARTICIPATION CLICK HERE TO JOIN   (https://cityofpaloalto.zoom.us/j/362027238)    Meeting ID: 362 027 238    Phone:1(669)900‐6833 PUBLIC COMMENTS Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. All requests to speak will be taken until 5 minutes after the staff’s presentation. Written public comments can be submitted in advance to city.council@CityofPaloAlto.org and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line. PowerPoints, videos, or other media to be presented during public comment are accepted only by email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received, the  Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted. TIME ESTIMATES Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. CALL TO ORDER STUDY SESSION (5:00 ‐ 6:30 pm) (6:30 ‐ 7:30 PM) 1.Comprehensive Economic Development Strategy Update and Study Session (Continued from February 13, 2023) 2.Prescreening Study Session Regarding a Rezone Request to Amend Planned Community 2343 (PC 2343) for the Property Located at 2901‐2905 Middlefield Rd and Rezone 702 Ellsworth Place to R1 Zone for Development of a One‐Story Single‐Family Residence AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (7:30 ‐ 7:50 PM) CONSENT CALENDAR (7:50 ‐ 8:00 PM) 3.Approve Minutes from February 6, 2023 and February 27, 2023 Meetings 4.SECOND READING: Parks and Recreation Commission Recommendation to Adopt an Ordinance Amending PAMC Section 22.04.220 to Regulate Electric Bicycles and Electric Coasting Devices in Parks and Open Spaces 5.Adopt an Ordinance Adding an On‐Demand Transit Fare Fee to the FY 2023 Municipal Fee Schedule – CEQA Status – Not a Project AA1.Approval of the Office of the City Auditor FY2023 Task Orders NEW ITEM CITY MANAGER COMMENTS (8:00 ‐ 8:15 PM) ACTION ITEMS (8:15 ‐ 10:30 PM & 10:30 PM) 6.Provide Direction on Permanent Parklet Program Regulations and Proposed Ordinance and Approval of Budget Amendments in the General Fund, CEQA status – categorically exempt (15301 and 15304(e)) AA2.Review Revised list of Applicants for open Board and Commission Openings on the Historic Resources Board, Human Relations Commission, Parks and Recreation Commission, Planning and Transportation Commission, Utilities Advisory Commission and provide direction for interviews and appointments. NEW ITEM COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS ADJOURNMENT AMENDED AGENDA ITEMS AA1.Approval of the Office of the City Auditor FY2023 Task Orders AA2.Review Revised list of Applicants for open Board and Commission Openings on the Historic Resources Board, Human Relations Commission, Parks and Recreation Commission, Planning and Transportation Commission, Utilities Advisory Commission and provide direction for interviews and appointments. PUBLIC COMMENT INSTRUCTIONS  Members of the Public may provide public comments to hybrid meetings via email, in person, teleconference, or by phone. 1. Written public comments may be submitted by email to  city.council@cityofpaloalto.org. 2. In person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers, and deliver it to the City Clerk prior to discussion of the item. 3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. 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) 48 hours or more in advance.  1 Special Meeting March 13, 2023 Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org. CITY COUNCILSpecial MeetingMonday, March 13, 2023Council Chambers & Hybrid5:00 PMAMENDED AGENDAAmended Agenda Items Appear Below in REDPursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with theoption to attend by teleconference/video conference or in person. To maximize public safetywhile still maintaining transparency and public access, members of the public can choose toparticipate from home or attend in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. Masks are strongly encouraged ifattending in person. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto,   a n d   s t r e a m e d   t o   M i d p e n   M e d i aCenter https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN   (https://cityofpaloalto.zoom.us/j/362027238)   Meeting ID: 362 027 238    Phone:1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the  Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.TIME ESTIMATESListed times are estimates only and are subject to change at any time, including while themeeting is in progress. The Council reserves the right to use more or less time on any item, tochange the order of items and/or to continue items to another meeting. Particular items may beheard before or after the time estimated on the agenda. This may occur in order to best managethe time at a meeting or to adapt to the participation of the public.CALL TO ORDERSTUDY SESSION (5:00 ‐ 6:30 pm) (6:30 ‐ 7:30 PM) 1.Comprehensive Economic Development Strategy Update and Study Session (Continued from February 13, 2023) 2.Prescreening Study Session Regarding a Rezone Request to Amend Planned Community 2343 (PC 2343) for the Property Located at 2901‐2905 Middlefield Rd and Rezone 702 Ellsworth Place to R1 Zone for Development of a One‐Story Single‐Family Residence AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (7:30 ‐ 7:50 PM) CONSENT CALENDAR (7:50 ‐ 8:00 PM) 3.Approve Minutes from February 6, 2023 and February 27, 2023 Meetings 4.SECOND READING: Parks and Recreation Commission Recommendation to Adopt an Ordinance Amending PAMC Section 22.04.220 to Regulate Electric Bicycles and Electric Coasting Devices in Parks and Open Spaces 5.Adopt an Ordinance Adding an On‐Demand Transit Fare Fee to the FY 2023 Municipal Fee Schedule – CEQA Status – Not a Project AA1.Approval of the Office of the City Auditor FY2023 Task Orders NEW ITEM CITY MANAGER COMMENTS (8:00 ‐ 8:15 PM) ACTION ITEMS (8:15 ‐ 10:30 PM & 10:30 PM) 6.Provide Direction on Permanent Parklet Program Regulations and Proposed Ordinance and Approval of Budget Amendments in the General Fund, CEQA status – categorically exempt (15301 and 15304(e)) AA2.Review Revised list of Applicants for open Board and Commission Openings on the Historic Resources Board, Human Relations Commission, Parks and Recreation Commission, Planning and Transportation Commission, Utilities Advisory Commission and provide direction for interviews and appointments. NEW ITEM COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS ADJOURNMENT AMENDED AGENDA ITEMS AA1.Approval of the Office of the City Auditor FY2023 Task Orders AA2.Review Revised list of Applicants for open Board and Commission Openings on the Historic Resources Board, Human Relations Commission, Parks and Recreation Commission, Planning and Transportation Commission, Utilities Advisory Commission and provide direction for interviews and appointments. PUBLIC COMMENT INSTRUCTIONS  Members of the Public may provide public comments to hybrid meetings via email, in person, teleconference, or by phone. 1. Written public comments may be submitted by email to  city.council@cityofpaloalto.org. 2. In person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers, and deliver it to the City Clerk prior to discussion of the item. 3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. 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) 48 hours or more in advance.  2 Special Meeting March 13, 2023 Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org. CITY COUNCILSpecial MeetingMonday, March 13, 2023Council Chambers & Hybrid5:00 PMAMENDED AGENDAAmended Agenda Items Appear Below in REDPursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with theoption to attend by teleconference/video conference or in person. To maximize public safetywhile still maintaining transparency and public access, members of the public can choose toparticipate from home or attend in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. Masks are strongly encouraged ifattending in person. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto,   a n d   s t r e a m e d   t o   M i d p e n   M e d i aCenter https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN   (https://cityofpaloalto.zoom.us/j/362027238)   Meeting ID: 362 027 238    Phone:1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance tocity.council@CityofPaloAlto.org and will be provided to the Council and available for inspectionon the City’s website. Please clearly indicate which agenda item you are referencing in yoursubject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the  Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.TIME ESTIMATESListed times are estimates only and are subject to change at any time, including while themeeting is in progress. The Council reserves the right to use more or less time on any item, tochange the order of items and/or to continue items to another meeting. Particular items may beheard before or after the time estimated on the agenda. This may occur in order to best managethe time at a meeting or to adapt to the participation of the public.CALL TO ORDERSTUDY SESSION (5:00 ‐ 6:30 pm) (6:30 ‐ 7:30 PM)1.Comprehensive Economic Development Strategy Update and Study Session (Continuedfrom February 13, 2023)2.Prescreening Study Session Regarding a Rezone Request to Amend Planned Community2343 (PC 2343) for the Property Located at 2901‐2905 Middlefield Rd and Rezone 702Ellsworth Place to R1 Zone for Development of a One‐Story Single‐Family ResidenceAGENDA CHANGES, ADDITIONS AND DELETIONSPUBLIC COMMENT (7:30 ‐ 7:50 PM)CONSENT CALENDAR (7:50 ‐ 8:00 PM)3.Approve Minutes from February 6, 2023 and February 27, 2023 Meetings4.SECOND READING: Parks and Recreation Commission Recommendation to Adopt anOrdinance Amending PAMC Section 22.04.220 to Regulate Electric Bicycles and ElectricCoasting Devices in Parks and Open Spaces5.Adopt an Ordinance Adding an On‐Demand Transit Fare Fee to the FY 2023 MunicipalFee Schedule – CEQA Status – Not a ProjectAA1.Approval of the Office of the City Auditor FY2023 Task Orders NEW ITEMCITY MANAGER COMMENTS (8:00 ‐ 8:15 PM)ACTION ITEMS (8:15 ‐ 10:30 PM & 10:30 PM)6.Provide Direction on Permanent Parklet Program Regulations and Proposed Ordinanceand Approval of Budget Amendments in the General Fund, CEQA status – categoricallyexempt (15301 and 15304(e))AA2.Review Revised list of Applicants for open Board and Commission Openings on theHistoric Resources Board, Human Relations Commission, Parks and RecreationCommission, Planning and Transportation Commission, Utilities Advisory Commissionand provide direction for interviews and appointments. NEW ITEMCOUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS ADJOURNMENT AMENDED AGENDA ITEMS AA1.Approval of the Office of the City Auditor FY2023 Task Orders AA2.Review Revised list of Applicants for open Board and Commission Openings on the Historic Resources Board, Human Relations Commission, Parks and Recreation Commission, Planning and Transportation Commission, Utilities Advisory Commission and provide direction for interviews and appointments. PUBLIC COMMENT INSTRUCTIONS  Members of the Public may provide public comments to hybrid meetings via email, in person, teleconference, or by phone. 1. Written public comments may be submitted by email to  city.council@cityofpaloalto.org. 2. In person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers, and deliver it to the City Clerk prior to discussion of the item. 3. Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. Or download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. 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) 48 hours or more in advance.  3 Special Meeting March 13, 2023 Materials submitted after distribution are available for public inspection at www.CityofPaloAlto.org. City Council Staff Report . From: City Clerk Report Type: STUDY SESSION Lead Department: City Manager . Meeting Date: March 13, 2023 Report #: 2303-1037 TITLE Comprehensive Economic Development Strategy Update and Study Session (Continued from February 13, 2023) BACKGROUND This item was originally agendized as a Study Session on February 13, 2023. It was continued to a future meeting due to time constraints. The full original Staff Report is available here: https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82273 Item 1 Item 1 Staff Report        Item 1: Staff Report Pg. 1  Packet Pg. 4 of 196  CITY COUNCIL STAFF REPORT From: City Manager Report Type: STUDY SESSION Lead Department: Planning and Development Services Meeting Date: March 13, 2023 Report #: 2302-0952 TITLE Prescreening Study Session Regarding a Rezone Request to Amend Planned Community 2343 (PC 2343) for the Property Located at 2901-2905 Middlefield Rd and Rezone 702 Ellsworth Place to R1 Zone for Development of a One-Story Single-Family Residence RECOMMENDATION Staff recommends that Council conduct a study session regarding the applicant’s request to modify PC 2343 and rezone a portion of the site to residential single family zoning (R1). EXECUTIVE SUMMARY The subject property located at 2901-2905 Middlefield Road is zoned planned community (PC) and is developed with a 12-unit apartment building. PC zoning is site specific zoning that applies to a particular development and does not necessarily conform to other City zoning standards. The PC also contains an easement for a private street and another parcel addressed as 702 Ellsworth Place. The Ellsworth Place portion was developed as a surface parking lot providing guest parking for the apartment building. The PC zoning for this site occurred in the late 1960s. Before the PC zoning was established, the Ellsworth Place portion of the site was zoned single family (R1). The balance of the property had been developed for commercial use. Council approval of PC 2343 changed the underlying zoning and enabled multi-family housing, which was built as it generally exists today. However, the administrative task of updating the City’s zoning map to reflect the new PC designation did not occur. In 2017 the subject property was sold to a new owner. In 2022, 702 Ellsworth Place was sold to a separate owner who purchased the property with the intent to redevelop it as a single-family home. Area residents familiar with the site history raised concerns when they learned 702 Ellsworth Place had been sold to a separate owner seemingly in conflict with the development plan authorized in conjunction with the 1960s era PC zoning. The subject application is a request by the property owner of 2901-2905 Middlefield to amend the PC zoning district development Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 1  Packet Pg. 5 of 196  plan and to allow 702 Ellsworth Place to be rezoned and developed independently as a single family residence. The applicant’s request letter is attached to this report (Attachment A). BACKGROUND 1 The development site consists of four parcels adjacent to the northeast side of Middlefield Road and extends from Sutter Avenue to Matadero Canal (Attachment B). The apartment building is located nearest Sutter Avenue. Access to the apartment is provided via an easement across one of the development site’s parcels referred to as 702 Ellsworth Place, which also has four parking spaces that serve the apartment building. The easement also provides access to Ellsworth Place, a private street with 13 residential properties; these properties are not associated with the PC development.2 The PC ordinance is Attachment C to this report. 1 PC 2343 is included with this report as Attachment B. 2 It was not uncommon in the 1960s and the decades that followed for the City to approve PC zoning requests for housing developments. A PC zoning is a legislative action that allows the Council to adopt by ordinance site-specific development standards for a particular project often in ways that allow more permissive development than could be achieved with the underlying base district standards. Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 2  Packet Pg. 6 of 196  to the City. The issue concerning drainage and maintenance of Ellsworth Place may require further discussion but would not likely be resolved with any resolution associated with the PC development site, which does not own, use or rely upon Ellsworth Place. However, another issue could be remedied to formalize an agreement to use the easement on 702 Ellsworth Place to access the 13 properties located on the private street. The City too has an interest in obtaining access to ensure proper maintenance of a City-owned sewer line that lies underneath the street. DISCUSSION Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 3  Packet Pg. 7 of 196  rights for the properties that rely on Ellsworth Place for ingress and egress to their properties from Middlefield Road and the need for a deed restriction or similar instrument to document City access to a City sewer line that extends under the private street. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 4  Packet Pg. 8 of 196  Attachment B: Map APPROVED BY: Item 2 Item 2 Staff Report        Item 2: Staff Report Pg. 5  Packet Pg. 9 of 196  W I L L I A M L . M c C L U R E J O H N L . F L E G E L D A N K . S I E G E L J E N N I F E R H . F R I E D M A N M I N D I E S . R O M A N O W S K Y D A V I D L . A C H G R E G O R Y K . K L I N G S P O R N N I C O L A S A . F L E G E L K R I S T I N A A . F E N T O N C A R A E . S I L V E R K I M B E R L Y J . B R U M M E R C A M A S J . S T E I N M E T Z _ _ _ _ _ _ _ _ _ _ _ _ B R I T T N E Y L . S T A N D L E Y C H R I S T I A N D . P E T R A N G E L O J O S E P H H . F E L D M A N JORGENSO N, SIEGE L, McCLURE & FLEGE L, LLP AT TORN EYS A T LA W 1 1 0 0 A L M A S T R E E T , S U I T E 2 1 0 M E N L O P A R K , C A L I F O R N I A 9 4 0 2 5 - 3 3 9 2 ( 6 5 0 ) 3 2 4 - 9 3 0 0 F A C S I M I L E ( 6 5 0 ) 3 2 4 - 0 2 2 7 w w w . j s m f . c o m February 28, 2023 O F C O U N S E L K E N T M I T C H E L L _ _ _ _ _ _ _ _ _ _ _ _ R E T I R E D J O H N D . J O R G E N S O N M A R G A R E T A . S L O A N D I A N E S . G R E E N B E R G _ _ _ _ _ _ _ _ _ _ _ _ D E C E A S E D M A R V I N S . S I E G E L ( 1 9 3 6 - 2 0 1 2 ) J O H N R .C O S G R O V E ( 1 9 3 2 - 2 0 1 7 ) Sent via email: City-Council@cityofpaloalto.org Honorable Mayor, Vice Mayor, City Council and Staff City of Palo Alto 250 Hamilton Avenue, 7th floor Palo Alto, CA 94303 Re: 2901-2905 Middlefield (APN 127-35-194) and 702 Ellsworth Place (APN 127- 35-152) Palo Alto, CA Dear Honorable Mayor, Vice Mayor, Council Members and Staff: The purpose of this application is (1) to rectify a recently discovered zoning map error, (2) to consolidate resident parking onto a single site at 2901-2905 Middlefield Road and (3) to release an under-utilized asphalt and dirt parking lot at 702 Ellsworth from Planned Community (PC) Zoning to R-1 zoning consistent with the other lots on Ellsworth Place. 2901-2905 Middlefield Road and 702 Ellsworth Place are now owned by separate owners, both of whom have consented to this application. The net result of this application will be to relocate four under-utilized guest parking spaces and to permit the construction of a modest one story house at 702 Ellsworth. This application, suggested by City staff, will clean up a recently discovered zoning error on the City’s published Zoning map and ensure continued use of a 20’ wide strip bisecting 702 Ellsworth for ingress and egress by the homes fronting Ellsworth. EXISTING DESCRIPTION The two properties comprise 26,386 SF: the Middlefield property is 19,893 SF and the Ellsworth property 6,493 SF, including a private road easement bisecting the property. The private road easement provides access from Middlefield Road to the single-family homes along the cul-de-sac, Ellsworth Place. Without this private road easement, these properties on the cul-de-sac would be landlocked. Item 2 Attachment A - Applicant Request Letter        Item 2: Staff Report Pg. 6  Packet Pg. 10 of 196  City of Palo Alto City Council February 28, 2023 Page 2 The development plan for PC 2343 was approved in 1967 and included twelve multi- family apartments: 4 studio units, 4 one-bedroom units and 4 two-bedroom units. Twenty parking spaces, including twelve covered spaces, one per unit, were provided for residents and guests. The apartment building and twelve covered parking spaces reside entirely on the 2901-2905 property. Bicycle parking is also provided inside each unit and is used frequently by the tenants since conveniences are in the neighborhood including Safeway, CVS, miscellaneous shops, restaurants and professional services just steps away. There is a high frequency VTA Bus line on Middlefield, with a bus stop less than 100’ from the apartment building. On the vacant 702 Ellsworth property, across the private road easement, is the balance of eight uncovered parking spaces. Currently 702 Ellsworth consists of unsightly asphalt and wheel stops on the otherwise parcel of dirt and weeds. This parking, which has been designated as guest parking for the apartment complex, is rarely used by guests of 2901 Middlefield, though other Ellsworth Place residents and delivery trucks occasionally use it for convenience. The existing multi-family development is substantially the same as when it was approved in 1967 and has been well maintained. The current owner purchased the properties in 2017. The owner recently conveyed 702 Ellsworth to RRP Homes LLC, but intends to hold and continue to operate 2901-2905 Middlefield. At one time there was a single-family home on 702 Ellsworth Place, but the structure has since been demolished. The new owner is currently seeking to build a one-story home at the entrance to Ellsworth Place. PROPOSED PRE-SCREENING Zoning Map Correction The current version of the Zoning Map designates 2901-2905 Middlefield Road as RM- 20 and 702 Ellsworth as R-1. In 2017, when RLD Land LLC acquired both lots, the Zoning Map and GIS Parcel Report showed the zoning as RM-15 (which the City subsequently upzoned to RM-20 on April 1, 2019) and R-1, respectively. In late 2022, when RLD Land LLC sold 702 Ellsworth to RRP Homes LLC, the Zoning Map and Palo Alto GIS Parcel Report showed 702 Ellsworth as R-1. It was not until RRP Homes LLC went to file a building permit application, that he was informed that 702 Ellsworth was purportedly zoned PC. The parties were subsequently told by the City that the adjoining property at 2901-2905 was also zoned PC, rather than RM-20. Unbeknownst to both the City and the owners of 2901 Middlefield and 702 Ellsworth, it appears an uncodified and unrecorded PC ordinance was adopted in 1967 without a concurrent zoning map amendment. Thus, the City’s internal records describe the lots as governed by PC-2343 while the published zoning map shows the parcels as RM-20 and R-1. Shortly after discovering this inconsistency, City staff updated the GIS Parcel Report for Item 2 Attachment A - Applicant Request Letter        Item 2: Staff Report Pg. 7  Packet Pg. 11 of 196  City of Palo Alto City Council February 28, 2023 Page 3 the properties to reflect the PC designation. However, the Zoning Map (excerpt below) continues to show 2901-2905 Middlefield as RM 20 and 702 Ellsworth as R-1: While the parties contend that the Zoning Map accurately reflects the zoning for the respective parcels, at the suggestion of City staff, the two property owners agreed to file this request for a zoning code amendment to correct the City’s records with respect to both parcels. Parking Requirements Since the 1967 development plan was approved, the City has reduced the parking requirements for multi-family projects to encourage more use of public transit and bicycles and to facilitate multi-family housing projects. The current parking requirements for the twelve apartments is sixteen spaces: 2 spaces for each two-bedroom unit and one space for each of the one bedroom and studio units.1 Guest parking is no longer required. Given there are twelve covered spaces at 2901-2905 Middlefield, we propose creating 4 additional uncovered parking spaces on site for a total of 16 required parking spaces for 1 Palo Alto Municipal Code 18.52.040, Table 1. Item 2 Attachment A - Applicant Request Letter        Item 2: Staff Report Pg. 8  Packet Pg. 12 of 196  City of Palo Alto City Council February 28, 2023 Page 4 the apartments on the 2901-2905 Middlefield property. The new parking spaces are in existing paved areas, in both the side yard and rear yard of the property. One of these spaces could be held in landscape reserve, designated as a loading space or converted into a formal parking space should any parking demand require the conversion. Please reference drawing A2.0 for the location of these new spaces on the site plan. 2901 Middlefield has always had ample parking for its tenants. In addition, there is ample street parking on Sutter which serves as the side entrance to the apartment building. We recognize that the narrow width of Ellsworth Place reduces the parking opportunities for the Ellsworth residents and are committed to accommodating all required parking on site. Easement over 702 Ellsworth Ellsworth Place is a short, private 20 foot wide non-through street. The street serves approximately 7 properties on each side and does not have sidewalks. While the residents fronting on Ellsworth have traditionally used a portion of 702 Ellsworth to access Middlefield Road, the only recorded right of way easement against 702 Ellsworth benefits 2901 Middlefield. This application will clear up this longstanding ambiguity by recording a public ingress/egress easement for the entire neighborhood and at the City’s request 702 Ellsworth will also designate the City as an additional benefitted party to the easement. Delivery Trucks Ellsworth Place is an existing non-conforming private street with a width of only 20 feet.2 Delivery trucks serving 2901-2905 Middlefield are able to park on Sutter. Residents have indicated that delivery trucks are using the private property at 702 Ellsworth to park and/or turn around their vehicles. The owners of 2901 Middlefield and 702 Ellsworth are willing to work with residents to come up with a reasonable delivery truck plan, although given the narrow street to begin with, Ellsworth may not allow safe passage for all trucks. In addition, 2901 Middlefield has been working with GreenWaste to relocate its trash pickup from Ellsworth to Sutter Avenue. Density The 702 Ellsworth Place property will be developed with a new single-family, one-story home with onsite parking in accordance with the R1 zoning site development regulations. This one-story home is compatible with R-1 and R-2 development on Ellsworth. Per request of the neighbors, the plans do not include a basement. The applicant has also been working with the neighbors to address other site planning issues. Once the Ellsworth parcel is removed from the PC, the density of the apartment building will be slightly more than the density permitted by RM-20. However, as the proposed Housing Element contemplates upzoning many RM-20 units to RM-30, the resulting density will be in line with the new RM-30 zoning. Further the bulk and massing of the apartment is not changing. The existing building has 2 Under Palo Alto Municipal Code comparable private streets created after 2009 must be 32’. Item 2 Attachment A - Applicant Request Letter        Item 2: Staff Report Pg. 9  Packet Pg. 13 of 196  City of Palo Alto City Council February 28, 2023 Page 5 been in place since 1969 and its mid-century low profile is compatible with the eclectic mix of medium density buildings on Middlefield Road and barely visible from Ellsworth. * * * RLD Land LLC respectfully requests the City Council support amending the development plan of the governing PC ordinance to right size the parking requirements and allow for the addition of a modest single family home on the currently vacant lot. Sincerely, JORGENSON, SIEGEL, McCLURE & FLEGEL, LLP By: ____________ Cara E. Silver cc: Amy French, Chief Planning Official Item 2 Attachment A - Applicant Request Letter        Item 2: Staff Report Pg. 10  Packet Pg. 14 of 196  Item 2 Attachment A - Applicant Request Letter        Item 2: Staff Report Pg. 11  Packet Pg. 15 of 196  Item 2 Attachment A - Applicant Request Letter        Item 2: Staff Report Pg. 12  Packet Pg. 16 of 196  Attachment B: Excerpt of Zoning Map and Survey Map Showing Subject Properties Item 2 Attachment B - Map for Prescreening Report        Item 2: Staff Report Pg. 13  Packet Pg. 17 of 196  Item 2 Attachment C - Ordinance 2343        Item 2: Staff Report Pg. 14  Packet Pg. 18 of 196  Item 2 Attachment C - Ordinance 2343        Item 2: Staff Report Pg. 15  Packet Pg. 19 of 196  Item 2 Attachment C - Ordinance 2343        Item 2: Staff Report Pg. 16  Packet Pg. 20 of 196  Item 2 Attachment C - Ordinance 2343        Item 2: Staff Report Pg. 17  Packet Pg. 21 of 196  Item 2 Attachment C - Ordinance 2343        Item 2: Staff Report Pg. 18  Packet Pg. 22 of 196  Item 2 Attachment C - Ordinance 2343        Item 2: Staff Report Pg. 19  Packet Pg. 23 of 196  Item 2 Attachment C - Ordinance 2343        Item 2: Staff Report Pg. 20  Packet Pg. 24 of 196  A0 . 1 HA Y E S G R O U P A R C H I T E C T S , I N C . 26 5 7 S P R I N G S T R E E T RE D W O O D C I T Y , C A 9 4 0 6 3 P: 6 5 0 . 3 6 5 . 0 6 0 0 F: 6 5 0 . 3 6 5 . 0 6 7 0 ww w . t h e h a y e s g r o u p . c o m DR A W I N G C O N T E N T DR A W I N G N U M B E R Al l d r a w i n g s a n d w r i t t e n m a t e r i a l s c o n t a i n e d he r e i n c o n s t i t u t e t h e o r i g i n a l & u n p u b l i s h e d wo r k o f t h e A r c h i t e c t a n d t h e s a m e m a y n o t be d u p l i c a t e d , u s e d o r d i s c l o s e d w i t h o u t t h e wr i t t e n c o n s e n t o f t h e A r c h i t e c t . © H a y e s G r o u p A r c h i t e c t s , I n c . DR A W N B Y : SC A L E : JO B N U M B E R : ST A M P IS S U A N C E : PR O J E C T A D D R E S S : TI T L E S H E E T AS N O T E D 22 0 2 . 0 0 LB Date: 1/31/23 File Name: Ellsworth House_BIM_ARCH NO . D E S C R I P T I O N : D A T E : 70 4 E L L S W O R T H P L A C E PA L O A L T O C A 9 4 3 0 6 PL A N N I N G S U B M I T T A L 0 2 . 0 1 . 2 0 2 3 AR C H I T E C T U R A L A0 . 1 T- 1 A1 . 0 A2 . 0 A3 . 0 AL T A - 1 RE F - 1 RE F - 2 RE F - 3 RE F - 4 TI T L E S H E E T SP E C I A L T R E E P R O T E C T I O N I N S T R U C T I O N S H E E T EX I S T I N G P C 2 3 4 3 D E V E L O P M E N T P L A N . F O R R E F E R E N C E ON L Y . PR O P O S E D S I T E P L A N PH O T O S A. L . T . A / N S P S L A N D T I T L E S U R V E Y RE F E R E N C E D A T A RE F E R E N C E S I T E P L A N RE F E R E N C E F L O O R P L A N RE F E R E N C E E L E V A T I O N S SUT T E R AVE. ELLSW O RTH PLAC E MID DLEF I ELD R O A D MATADERO CANAL SAN CAR L O S AVE. TOWLE WAY CO LO R A DO AVE . CLA R A DRIVE HO O V E R PARK SH E E T I N D E X PR O J E C T I N F O R M A T I O N SE E A T T A C H E D L E T T E R . 12 7 - 3 5 - 1 5 2 A N D 1 2 7 - 3 5 - 1 9 4 RM - 2 0 R- 3 V- B 20 2 2 C R C C A L I F O R N I A R E S I D E N T I A L C O D E 20 2 2 C F C C A L I F O R N I A F I R E C O D E 20 2 2 C M C C A L I F O R N I A M E C H A N I C A L C O D E 20 2 2 C P C C A L I F O R N I A P L U M B I N G C O D E 20 2 2 C E C C A L I F O R N I A E N E R G Y C O D E 20 2 2 C G C C A L I F O R N I A G R E E N C O D E 20 2 2 C B C C A L I F O R N I A B U I L D I N G C O D E 19 , 8 9 3 S F 6, 4 9 3 S F PR O J E C T D E S C R I P T I O N : AP N ZO N E OC C U P A N C Y CO N S T R U C T I O N BU I L D I N G C O D E PA R C E L L O T A PA R C E L L O T B PR O J E C T D I R E C T O R Y CL I E N T R L D L A N D L L C 2 4 0 L O R T O N A V E N U E 4 T H F L O O R B U R L I N G A M E , C A 9 4 0 6 3 6 5 0 . 5 7 1 . 1 0 1 0 AR C H I T E C T H A Y E S G R O U P A R C H I T E C T S 2 6 5 7 S P R I N G S T R E E T R E D W O O D C I T Y , C A 9 4 0 6 3 6 5 0 . 3 6 5 . 0 6 0 0 P H 6 5 0 . 3 6 5 . 0 6 7 0 F A X C O N T A C T : K e n H a y e s x : 1 5 k h a y e s @ t h e h a y e s g r o u p . c o m PR O P O S E D P C A M E N D M E N T T O PC 2 3 4 2 , D A T E D 1 9 6 7 VI C I N I T Y M A P 29 0 1 - 2 9 0 5 MI D D L E F I E L D R D . PA L O A L T O , C A 9 4 3 0 6 N Item 2 Attachment D - Project Plans        Item 2: Staff Report Pg. 21  Packet Pg. 25 of 196  C i t y o f P a l o A l t o T r e e P r o t e c t i o n - I t ’ s P a r t o f t h e P l a n ! M a k e s u r e y o u r c r e w s a n d s u b s d o t h e j o b r i g h t ! o u n d t r e e s a r e e s s e n t i a l t o p r o t e c t t h e m b y k e e p i n g t h e f o l i a g e c a n o p y a n d b r a n c h i n g s t r u c t u r e c l e a r f r o n t a c t b y e q u i p m e n t , m a t e r i a l s a n d a c t i v i t i e s , l c o n d i t i o n s i n a n i n t a c t a n d n o n - c o m p a c t e d s t a t e , a n d i d e n t i f y i n g t h e T r e e P r o t e c t i o n Z o n e ( T P Z ) i n w i c h n o s o i l d i s t u r b a n c e i s p e r m i t t e d a n d a c t i v i t i e s a r e r e s t r i c t e u n l e s s o t h e r w i s e a p p r o v e d . d t r e e p r o t e c t i o n r e p o r t m u s t b e a d d e d t o t h i s s h e e t w h e n p r o j e c t a c t i v i t y o c c u r s w i t h i n t h e T P Z i n f o r m a t i o n o n P a l o A l t o ' s r e g u l a t e d t r e e s a n d p r o t e c t i o n d u r i n g d e v e l o p m e n t , r e v i e w t h e C i t y T r e e T e c h n i c a l M a n u a l ( T T M ) f o u n d a t w w w . c i t y o f p a l o a l t o . o r g / t r e e s / . T - 1 S p e c i a l T r e e P r o t e c t i o n I n s t r u c t i o n C i t y o f P a l o A l t o l a t e d r e p o r t s s h a l l b e a d d e d t o t h e s p a c e p r o v i d e d o n t h i s s h e e t ( a d d i n g a s n e e d e d ) l u d e t h i s s h e e t ( s ) o n P r o j e c t S h e e t I n d e x o r L e g e n d P a g e . A c o p y o f T - 1 c a n b e d o w n l o a d e d a t Ap p l y T r e e P r o t e c t i o n R e p o r t o n s h e e t ( s ) T - 2 Us e a d d t i o n a l “ T ” s h e e t s a s n e e d e d T R E E D I S C L O S U R E S T A T E M E N T C I T Y O F P A L O A L T O P l a n n i n g D i v i s i o n , 2 5 0 H a m i l t o n A v e n u e P a l o A l t o , C A 9 4 3 0 1 ( 6 5 0 ) 3 2 9 - 2 4 4 1 h t t p : / / w w w . c i t y o f p a l o a l t o . o r g a p t e r 8 . 1 0 . 0 4 0 , r e q u i r e s d i s c l o s u r e a n d p r o t e c t i o n o f c e r t a i n t r e e s l o c a t e d o n p r i v a t e a n d p u b l i c w n o n a p p r o v e d s i t e p l a n s . A c o m p l e t e d d i s c l o s u r e s t a t e m e n t m u s t a c c o m p a n y a l l b u i l d i n g p e r m i t x t e r i o r w o r k , a l l d e m o l i t i o n o r g r a d i n g p e r m i t a p p l i c a t i o n s , o r o t h e r d e v e l o p m e n t a c t i v i t y . P R O P E R T Y A D D R E S S : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ A r e t h e r e R e g u l a t e d 1 Y E S N O t r e e s o n o r a d j a c e n t t o t h e p r o p e r t y ? ( I f n o , p r o c e e d t o S e c t i o n 4 ) b e c o m p l e t e d b y t h e a p p l i c a n t . P l e a s e c i r c l e a n d / o r c h e c k w h e r e a p p l i c a b l e . ] h e r e a r e t h e t r e e s ? C h e c k t h o s e t h a t a p p l y . ( P l a n s m u s t b e s u b m i t t e d s h o w i n g o v e r 4 ” d i a m e t e r t r e e s ) O n t h e p r o p e r t y O n a d j a c e n t p r o p e r t y o v e r h a n g i n g t h e p r o j e c t s i t e n t e r s t r i p o r r i g h t - o f - w a y e a s e m e n t w i t h i n 3 0 ’ o f p r o p e r t y l i n e ( S t r e e t T r e e s ) * * S t r e e t t r e e s 1 r e q u i r e s p e c i a l p r o t e c t i o n b y a f e n c e d e n c l o s u r e , p e r t h e a t t a c h e d i n s t r u c t i o n s . P r i o r t o r e c e i v i n g a n y p e r m i t , y o u m u s t p r o v i d e e c t i o n V e r i f i c a t i o n f o r m b y c a l l i n g P u b l i c W o r k s O p e r a t i o n s a t 4 9 3 - 5 9 5 3 f o r i n s p e c t i o n o f r e q u i r e d t y p e I , I I o r I I I f e n c i n g ( s e e a t t a c h e d D e t a i l # 6 0 5 ) . 2 . A r e t h e r e a n y P r o t e c t e d 1 o r D e s i g n a t e d 1 T r e e s ? Y E S ( C h e c k w h e r e a p p l i c a b l e ) N O P r o t e c t e d T r e e ( s ) D e s i g n a t e d T r e e ( s ) O n o r o v e r h a n g i n g t h e p r o p e r t y g r a d i n g w i t h i n t h e d r i p l i n e ? ( r a d i u s 1 0 t i m e s t h e t r u n k d i a m e t e r ) o f t h e s e t r e e s ? Y E S N O I f Y e s , a T r e e P r e s e r v a t i o n R e p o r t s t b e p r e p a r e d b y a n I S A c e r t i f i e d a r b o r i s t a n d s u b m i t t e d f o r s t a f f r e v i e w ( s e e T T M 2 , S e c t i o n 6 . 2 5 ) . S h e e t T - 1 , : T r e e P r o t e c t i o n , i t s P a r t o f t h e P l a n ! ” , p e r S i t e P l a n R e q u i r e m e n t s . 4 . A r e t h e S i t e P l a n R e q u i r e m e n t s * * c o m p l e t e d ? Y E S N O d u r i n g d e v e l o p m e n t r e q u i r e t h e f o l l o w i n g : ( 1 ) P l a n s m u s t s h o w t h e m e a s u r e d t r u n k d i a m e t e r a n d c a n o p y t e , a s a b o l d d a s h e d l i n e , a f e n c e d e n c l o s u r e a r e a o u t t o t h e d r i p l i n e , p e r S h e e t T - 1 a n d D e t a i l # 6 0 5 - t p : / / w w w . c i t y o f p a l o a l t o . o r g / t r e e s / f o r m s . h t m ( S e e a l s o T T M 2 , S e c t i o n 2 . 1 5 f o r a r e a t o b e f e n c e d ) e r s i g n e d , a g r e e t o t h e c o n d i t i o n s o f t h i s d i s c l o s u r e . I u n d e r s t a n d t h a t k n o w i n g l y o r n e g l i g e n t l y p r o v i d i n g f a l s e o r o n s e t o t h i s d i s c l o s u r e r e q u i r e m e n t c o n s t i t u t e s a v i o l a t i o n o f t h e P a l o A l t o M u n i c i p a l C o d e S e c t i o n 0 , w h i c h c a n l e a d t o c r i m i n a l a n d / o r c i v i l l e g a l a c t i o n . D a t e : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ P r i n t : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ( P r o p . O w n e r o r A g e n t ) F O R S T A F F U S E : P r o t e c t i v e F e n c i n g S e c t i o n s 5 - 6 m u s t b e c o m p l e t e d b y s t a f f o r t h e i s s u a n c e o f a n y d e v e l o p m e n t p e r m i t ( d e m o l i t i o n , g r a d i n g o r b u i l d i n g p e r m i t ) . 5 . P r o t e c t e d T r e e s c i f i e d t r e e f e n c i n g i s i n p l a c e . A w r i t t e n s t a t e m e n t i s a t t a c h e d v e r i f y i n g t h a t p r o t e c t i v e f e n c i n g i s c o r r e c t l y i n p l a c e a r o u n d p r o t e c t e d a n d / o r d e s i g n a t e d t r e e s . O Y E S N A i f t h e r e a r e n o p r o t e c t e d t r e e s , c h e c k h e r e ) 6 . S t r e e t T r e e s d P u b l i c W o r k s S t r e e t T r e e P r o t e c t i o n V e r i f i c a t i o n f o r m i s a t t a c h e d . Y E S N O / A i f t h e r e a r e n o s t r e e t t r e e s , c h e c k h e r e ) . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ 1 t r e e s – t r e e s o n p u b l i c p r o p e r t y ; b ) P r o t e c t e d t r e e s – C o a s t L i v e O a k s o r V a l l e y O a k s w h i c h a r e 1 1 . 5 ” i n d i a m e t e r o r l a r g e r , C o a s t i a m e t e r o r l a r g e r , w h e n m e a s u r e d 5 4 ” a b o v e n a t u r a l g r a d e ; a n d H e r i t a g e t r e e s a r e t r e e s d e s i g n a t e d b y C i t y C o u n c i l ; a n d c ) m m e r c i a l o r n o n - r e s i d e n t i a l p r o p e r t y t r e e s , w h i c h a r e p a r t o f a n a p p r o v e d l a n d s c a p e p l a n . 2 n i c a l M a n u a l ( T T M ) c o n t a i n s i n s t r u c t i o n s f o r a l l r e q u i r e m e n t s o n t h i s f o r m , a v a i l a b l e a t h t t p : / / w w w . c i t y o f p a l o a l t o . o r g / p l a n n i n g - c o m m u n i t y / t r e e _ t e c h n i c a l - m a n u a l . h t m l / P l a d i v / A r b o r i s t / T r e e P r o t e c t i o n I n f o / T r e e D i s c l o s u r e S t a t e m e n t R e v i s e d 0 8 / 0 6 A P P E N D I X J C i t y o f P a l o A l t o 2 0 0 4 S t a n d a r d D r a w i n g s a n d S p e c i f i c a t i o n s R e v i s e d 0 8 / 0 6 S t r e e t T r e e V e r i f i c a t i o n o f P r o t e c t i o n , P W E , S e c t i o n 3 1 P S - A L O A L T O T R E E T T R E E P R O T E C T I O N I N S T R U C T I O N S - S E C T I O N 3 1 - - 3 1 - 1 G e n e r a l a . T r e e p r o t e c t i o n h a s t h r e e p r i m a r y f u n c t i o n s , 1 ) t o k e e p t h e f o l i a g e c a n o p y a n d b r a n c h i n g s t r u c t u r e c l e a r f r o m c o n t a c t b y e q u i p m e n t , m a t e r i a l s a n d a c t i v i t i e s ; 2 ) t o p r e s e r v e r o o t s a n d s o i l c o n d i t i o n s i n a n i n t a c t a n d n o n - c o m p a c t e d s t a t e a n d 3 ) t o i d e n t i f y t h e T r e e P r o t e c t i o n Z o n e ( T P Z ) i n w h i c h n o s o i l d i s t u r b a n c e i s p e r m i t t e d a n d a c t i v i t i e s a r e r e s t r i c t e d , u n l e s s o t h e r w i s e a p p r o v e d . b . T h e T r e e P r o t e c t i o n Z o n e ( T P Z ) i s a r e s t r i c t e d a r e a a r o u n d t h e b a s e o f t h e t r e e w i t h a r a d i u s o f t e n - t i m e s t h e d i a m e t e r o f t h e t r e e ' s t r u n k o r t e n f e e t ; w h i c h e v e r i s g r e a t e r , e n c l o s e d b y f e n c i n g . 3 1 - 2 R e f e r e n c e D o c u m e n t s a . D e t a i l 6 0 5 – I l l u s t r a t i o n o f s i t u a t i o n s d e s c r i b e d b e l o w . b . T r e e T e c h n i c a l M a n u a l ( T T M ) F o r m s ( h t t p : / / w w w . c i t y o f p a l o a l t o . o r g / t r e e s / ) 1 . T r e n c h i n g R e s t r i c t i o n Z o n e s ( T T M , S e c t i o n 2 . 2 0 ( C ) ) 2 . A r b o r i s t R e p o r t i n g P r o t o c o l ( T T M , S e c t i o n 6 . 3 0 ) 3 . S i t e P l a n R e q u i r e m e n t s ( T T M , S e c t i o n 6 . 3 5 ) 4 . T r e e D i s c l o s u r e S t a t e m e n t ( T T M , A p p e n d i x J ) c . S t r e e t T r e e V e r i f i c a t i o n ( S T V ) F o r m ( h t t p : / / w w w . c i t y o f p a l o a l t o . o r g / t r e e s / f o r m s ) 3 1 - 3 E x e c u t i o n a . T y p e I T r e e P r o t e c t i o n : T h e f e n c e s h a l l e n c l o s e t h e e n t i r e T P Z o f t h e t r e e ( s ) t o b e p r o t e c t e d t h r o u g h o u t t h e l i f e o f t h e c o n s t r u c t i o n p r o j e c t . I n s o m e p a r k i n g a r e a s , i f f e n c i n g i s l o c a t e d o n p a v i n g o r c o n c r e t e t h a t w i l l n o t b e d e m o l i s h e d , t h e n t h e p o s t s m a y b e s u p p o r t e d b y a n a p p r o p r i a t e g r a d e l e v e l c o n c r e t e b a s e , i f a p p r o v e d b y P u b l i c W o r k s O p e r a t i o n s . b . T y p e I I T r e e P r o t e c t i o n : F o r t r e e s s i t u a t e d w i t h i n a p l a n t i n g s t r i p , o n l y t h e p l a n t i n g s t r i p a n d y a r d s i d e o f t h e T P Z s h a l l b e e n c l o s e d w i t h t h e r e q u i r e d c h a i n l i n k p r o t e c t i v e f e n c i n g i n o r d e r t o k e e p t h e s i d e w a l k a n d s t r e e t o p e n f o r p u b l i c u s e . c . T y p e I I I T r e e P r o t e c t i o n : T o b e u s e d o n l y w i t h a p p r o v a l o f P u b l i c W o r k s O p e r a t i o n s . T r e e s s i t u a t e d i n a i n - t r e e w e l l o r s i d e w a l k p l a n t e r p i t , s h a l l b e w r a p p e d w i t h 2 c h e s o f o r a n g e p l a s t i c f e n c i n g f r o m t h e g r o u n d t o t h e f i r s t b r a n c h a n d o v e r l a i d w i t h 2 - i n c h t h i c k w o o d e n s l a t s b o u n d s e c u r e l y ( s l a t s s h a l l n o t b e a l l o w e d t o d i g i n t o t h e b a r k ) . D u r i n g i n s t a l l a t i o n o f t h e p l a s t i c f e n c i n g , c a u t i o n s h a l l b e u s e d t o a v o i d d a m a g i n g a n y b r a n c h e s . M a j o r l i m b s m a y a l s o r e q u i r e p l a s t i c f e n c i n g a s d i r e c t e d b y t h e C i t y A r b o r i s t . d . S i z e , t y p e a n d a r e a t o b e f e n c e d . A l l t r e e s t o b e p r e s e r v e d s h a l l b e p r o t e c t e d w i t h s i x ( 6 ' ) f o o t h i g h c h a i n l i n k f e n c e s . F e n c e s a r e t o b e m o u n t e d o n t w o - i n c h d i a m e t e r g a l v a n i z e d i r o n p o s t s , d r i v e n i n t o t h e g r o u n d t o a d e p t h o f a t l e a s t 2 - f e e t a t n o m o r e t h a n 1 0 - f o o t s p a c i n g . F e n c i n g s h a l l e x t e n d t o t h e o u t e r b r a n c h i n g , u n l e s s s p e c i f i c a l l y a p p r o v e d o n t h e S T V F o r m . e . ‘ W a r n i n g ’ s i g n s . A w a r n i n g s i g n s h a l l b e w e a t h e r p r o o f a n d p r o m i n e n t l y d i s p l a y e d o n e a c h f e n c e a t 2 0 - f o o t i n t e r v a l s . T h e s i g n s h a l l b e m i n i m u m 8 . 5 - i n c h e s x 1 1 - i n c h e s a n d c l e a r l y s t a t e i n h a l f i n c h t a l l l e t t e r s : “ W A R N I N G - T r e e P r o t e c t i o n Z o n e - T h i s f e n c e s h a l l n o t b e r e m o v e d a n d i s s u b j e c t t o a f i n e a c c o r d i n g t o P A M C S e c t i o n 8 . 1 0 . 1 1 0 . ” f . D u r a t i o n . T r e e f e n c i n g s h a l l b e e r e c t e d b e f o r e d e m o l i t i o n ; g r a d i n g o r c o n s t r u c t i o n b e g i n s a n d r e m a i n i n p l a c e u n t i l f i n a l i n s p e c t i o n o f t h e p r o j e c t , e x c e p t f o r w o r k s p e c i f i c a l l y a l l o w e d i n t h e T P Z . W o r k o r s o i l d i s t u r b a n c e i n t h e T P Z r e q u i r e s a p p r o v a l b y t h e p r o j e c t a r b o r i s t o r C i t y A r b o r i s t ( i n t h e c a s e o f w o r k a r o u n d S t r e e t T r e e s ) . E x c a v a t i o n s w i t h i n t h e p u b l i c r i g h t o f w a y r e q u i r e a S t r e e t W o r k P e r m i t f r o m P u b l i c W o r k s . g . D u r i n g c o n s t r u c t i o n 1 . A l l n e i g h b o r s ' t r e e s t h a t o v e r h a n g t h e p r o j e c t s i t e s h a l l b e p r o t e c t e d f r o m i m p a c t o f a n y k i n d . 2 . T h e a p p l i c a n t s h a l l b e r e s p o n s i b l e f o r t h e r e p a i r o r r e p l a c e m e n t p l u s p e n a l t y o f a n y p u b l i c l y o w n e d t r e e s t h a t a r e d a m a g e d d u r i n g t h e c o u r s e o f c o n s t r u c t i o n , p u r s u a n t t o S e c t i o n 8 . 0 4 . 0 7 0 o f t h e P a l o A l t o M u n i c i p a l C o d e . 3 . T h e f o l l o w i n g t r e e p r e s e r v a t i o n m e a s u r e s a p p l y t o a l l t r e e s t o b e r e t a i n e d : a . N o s t o r a g e o f m a t e r i a l , t o p s o i l , v e h i c l e s o r e q u i p m e n t s h a l l b e p e r m i t t e d w i t h i n t h e T P Z . b . T h e g r o u n d u n d e r a n d a r o u n d t h e t r e e c a n o p y a r e a s h a l l n o t b e a l t e r e d . c . T r e e s t o b e r e t a i n e d s h a l l b e i r r i g a t e d , a e r a t e d a n d m a i n t a i n e d a s n e c e s s a r y t o e n s u r e s u r v i v a l . E N D O F S E C T I O N C i t y o f P a l o A l t o T r e e D e p a r t m e n t P u b l i c W o r k s O p e r a t i o n s P O B o x 1 0 2 5 0 P a l o A l t o , C A 9 4 3 0 3 6 5 0 / 4 9 6 - 5 9 5 3 F A X : 6 5 0 / 8 5 2 - 9 2 8 9 t r e e p r o t e c t i o n @ C i t y o f P a l o A l t o . o r g V e r i f i c a t i o n o f S t r e e t T r e e P r o t e c t i o n A p p l i c a n t I n s t r u c t i o n s : C o m p l e t e u p p e r p o r t i o n o f t h i s f o r m . M a i l o r F A X t h i s f o r m a l o n g w i t h s i g n e d T r e e D i s c l o s u r e S t a t e m e n t t o P u b l i c W o r k s D e p t . P u b l i c W o r k s T r e e S t a f f w i l l i n s p e c t a n d n o t i f y a p p l i c a n t . A P P L I C A T I O N D A T E : A D D R E S S / L O C A T I O N O F S T R E E T T R E E S T O B E P R O T E C T E D : A P P L I C A N T ’ S N A M E : A P P L I C A N T ’ S A D D R E S S : A P P L I C A N T ’ S T E L E P H O N E & F A X N U M B E R S : T h i s s e c t i o n t o b e f i l l e d o u t b y C i t y T r e e S t a f f 1 . T h e S t r e e t T r e e s a t t h e a b o v e a d d r e s s ( e s ) a r e a d e q u a t e l y p r o t e c t e d . T h e t y p e o f p r o t e c t i o n u s e d i s : * I f N O , g o t o # 2 b e l o w I n s p e c t e d b y : D a t e o f I n s p e c t i o n : Y E S N O * 2 . T h e S t r e e t T r e e s a t t h e a b o v e r e a d d r e s s a N O T S : P W D / O P S / T r e e / D S / S t . T r e e P r o t e c t 5 / 1 7 0 6 a d e q u a t e l y p r o t e c t e d . T h e f o l l o w i n g m o d i f i c a t i o n s a r e r e q u i r e d : I n d i c a t e h o w t h e r e q u i r e d m o d i f i c a t i o n s w e r e c o m m u n i c a t e d t o t h e a p p l i c a n t . S u b s e q u e n t I n s p e c t i o n S t r e e t t r e e s a t a b o v e a d d r e s s w e r e f o u n d t o b e a d e q u a t e l y p r o t e c t e d : * I f N O , i n d i c a t e i n “ N o t e s ” b e l o w t h e d i s p o s i t i o n o f c a s e . I n p s e c t e d b y : D a t e o f I n s p e c t i o n : Y E S N O * N o t e s : L i s t C i t y s t r e e t t r e e s b y s p e c i e s , s i t e , c o n d i t i o n a n d t y p e o f t r e e p r o t e c t i o n i n s t a l l e d . A l s o n o t e i f p i c t u r e s w e r e t a k e n . U s e b a c k o f s h e e t i f n e c e s s a r y . R e t u r n a p p r o v e d s h e e t t o A p p l i c a n t f o r d e m o l i t i o n o r b u i l d i n g p e r m i t i s s u a n c e . t y o f P a l o A l t o T r e e P r o t e c t i i t C a o n I n s t r u c t i o n s a r e l o c a t e d t p : / / w w w . c i t y . p a l o - a l t o . c a . u s t l h m / t r e e s / t e c h n i c a l - m a n u a l . h t - - - W A R N I N G - - - T r e e P r o t e c t i o n Z o n e e r e m o v e d w i t h o u t b l l n o t a T h i s f e n c i n g s h C i t y A r b o r i s t a p p r o v a l ( 6 5 0 - 4 9 6 - 5 9 5 3 ) R e m o v a l w i t h o u t p e r m i s s i o n i s s u b j e c t t o a $ 5 0 0 f i n e p e r d a y * * P a l o A l t o M u n i c i p a l C o d e S e c t i o n 8 . 1 0 . 1 1 0 S e a r c h : A d v a n c e d B r o w s e B y T o p i c H o m e P l a n n i n g & C o m m u n i t y E n v i r o n m e n t H o m e C i t y - o w n e d T r e e s P r i v a t e l y - o w n e d T r e e s A b o u t t h e T r e e O r d i n a n c e T i t l e 8 . 1 0 e s r e e T a g t r i eH F o r m s T r e e T e c h n i c a l M a n u a l F A Q s C o n t a c t U s R e s o u r c e s T r e e T e c h n i c a l M a n u a l T o p u r c h a s e t h e T r e e T e c h n i c a l M a n u a l J u n e , 2 0 0 1 F i r s t E d i t i o n V i e w b y s e c t i o n : T a b l e o f C o n t e n t s ( P D F , 8 7 K B ) I n t e n t a n d P u r p o s e ( P D F , 1 . 0 5 M B ) I n t r o d u c t i o n - U s e o f M a n u a l ( P D F , 1 . 0 5 M B ) S e c t i o n 1 . 0 - D e f i n i t i o n s ( P D F , 9 6 K B ) S e c t i o n 2 . 0 - P r o t e c t i o n o f T r e e s D u r i n g C o n s t r u c t i o n ( P D F , 2 5 9 K B ) S e c t i o n 3 . 0 - R e m o v a l , R e p l a c e m e n t & P l a n t i n g o f T r e e s ( P D F , 1 1 7 K B ) S e c t i o n 4 . 0 - H a z a r d o u s T r e e s ( P D F , 1 0 5 K B ) S e c t i o n 5 . 0 - T r e e M a i n t e n a n c e G u i d e l i n e s ( P D F , 1 1 0 K B ) S e c t i o n 6 . 0 - T r e e R e p o r t s ( P D F , 8 4 K B ) V i e w A L L s e c t i o n s : T r e e T e c h n i c a l M a n u a l -F u l l ( P D F , 1 . 8 4 M B ) A P P E N D I C E S . P a l o A l t o M u n i c i p a l C o d e C h a p t e r 8 . 1 0 , T r e e P r e s e r v a t i o n & M a n a g e m e n t R e g u l a t i o n s B : T r e e C i t y -U S A r m o n F oi a t v a l u E d a r H a z S A I C : : L i s t o f I n h e r e n t F a i l u r e P a t t e r n s f o r S e l e c t e d S p e c i e s ( R e f e r e n c e s o u r c e ) E : I S A T r e e P r u n i n g G u i d e l i n e s ( P D F , 1 . 8 5 M B ) F : T r e e C a r e S a f e t y S t a n d a r d s , A N S I Z 1 3 3 . 1 - 1 9 9 4 ( R e f e r e n c e s o u r c e ) G : P r u n i n g P e r f o r m a n c e S t a n d a r d s , A N S I A 3 0 0 - 1 9 9 5 ( R e f e r e n c e s o u r c e ) H : T r e e P l a n t i n g D e t a i l s , D i a g r a m 5 0 4 & 5 0 5 I : T r e e D i s c l o s u r e S t a t e m e n t J : P a l o A l t o S t a n d a r d T r e e P r o t e c t i o n I n s t r u c t i o n s T - 1 Project Data Ty p e I I T r e e P r o t e c t i o n ot e c t i o n e e P r r y p e I T T Ty p e I I I T r e e P r o t e c t i o n ot e c t i o n Z o n e ( T P Z ) e e P r r T s h o w n i n g r a y (r a d i u s o f T P Z e q u a l s 1 0 - t i m e s t h e d i a m e t e r o f t h e t r e e o r 1 0 - f e e t , w h i c h e v e r i s g r e a t e r ) . ec h n i c a l M a n u a l S e c 2 . 1 5 ( E ) . r e e T R e s t r i c t e d a c t i v i t y a r e a - - s e e T ec h n i c a l M a n u a l S e c 2 . 2 0 ( C - D ) , a n y p r o p o s e d t r e n c h o r f o r m w o r k r e e T R e s t r i c t e d t r e n c h i n g a r e a - - s e e T or k s O p e r a t i o n s . C a l l 6 5 0 - 4 9 6 - 5 9 5 3 . w i t h i n T P Z o f a p r o t e c t e d t r e e r e q u i r e s a p p r o v a l f r o m P u b l i c W TP Z re e D i a m e t e r e i t h e r 1 0 x T or 1 0 - f e e t , wh i c h e v e r i s g r e a t e r A n y p r o p o s e d t r e n c h in T P Z r e q u i r e s a p p r o v a l Se e T T M 2 . 2 0 C - D fo r i n s t r u c t i o n s 6- f o o t h i g h ch a i n l i n k f e n c e , ty p i c a l (t o b e u s e d o n l y w i t h a p p r o v a l o f P u b l i c W o r k s O p e r a t i o n s ) gi n s . a d i n g o r c o n s t r u c t i o n b e e d e m o l i t i o n , g r e c t e d b e f o r e d a n d s h a l l b e e r e q u i r e e f e n c i n g i s r r T An y i n a d v e r t a n t s i d e w a l k o r cu r b r e p l a c e m e n t o r t r e n c h i n g re q u i r e s a p p r o v a l Re v By Da t e do S t a n d a r a l o A l t C i t y o f P Dw g .N o ye d b v o : A p p r e D o c k t e r v D a eD a t .P E N o 20 0 6 S N T S c a l e : 60 5 ec o t r t i o n e e P r T on s t r u c t i o n D u r i n g C 1R W H   6 W U H H W  7 U H H V   , V V X D Q F H  R I  D  S H U P L W  U H T X L U H V          3 X E O L F  : R U N V  2 S H U D W L R Q V  L Q V S H F W L R Q  D Q G  V L J Q H G           D S S U R Y D O  R Q  W K H  6 W U H H W  7 U H H  9 H U L I L F D W L R Q  6 7 9           I R U P  S U R Y L G H G   1R W H   2 U G L Q D Q F H  3 U R W H F W H G   ' H V L J Q D W H G  7 U H H V   , V V X D Q F H           R I  D  S H U P L W  U H T X L U H V  D S S O L F D Q W ಬ V  S U R M H F W  D U E R U L V W           Z U L W W H Q  Y H U L I L F D W L R Q  7 \ S H  ,  L V  L Q V W D O O H G  F R U U H F W O \           D F F R U G L Q J  W R  W K H  S O D Q V  D Q G  7 U H H  3 U H V H U Y D W L R Q  5 H S R U W 2- i n c h e s o f O r a n g e P l a s t i c F e n c i n g er l a i d w i t h v o 2- i n c h T h i c k o o d e n S l a t s W De t a i l e d s p e c i f i c a t i o n s a r e f o u n d i n t h e P a l o A l t o T r e e T e c h n i c a l M a n u a l ( T T M ) ( w w w . c i t y o f p a l o a l t o . o r g / t r e e s / ) ar n i n g W ar n i n g W ar n i n g W ar n i n g S i g n s 1 - i n c h W 8 . 5 x 1 on e e a c h s i d e vi d e p u b l i c p a s s a g e F e n c i n g m u s t p r o TP Z . w h i l e p r o t e c t i n g a l l o t h e r l a n d i n Fo r w r i t t e n s p e c i f i c a t i o n s a s s o c i a t e d w i t h i l l u s t r a t i o n s b e l o w , s e e P u b l i c W o r k s S p e c i f i c a t i o n s S e c t i o n 3 1 Fe n c e d i s t a n c e b r a n c h e s o r T P Z t o o u t e r 12 / 1 4 / 9 2 Re s t r i c t e d u s e f o r tr e e s i n s i d e w a l k c u t o u t tr e e w e l l s o n l y Fo r a l l O r d i n a n c e P r o t e c t e d a n d D e s i g n a t e d tr e e s , a s d e t a i l e d i n t h e s i t e s p e c i f i c tr e e p r e s e r v a t i o n r e p o r t ( T P R ) p r e p a r e d b y t h e s p r o j e c t a r b o r i s t a s d i a g r a m e d o n t h e p l a n s . a p p l i c a n t ’ Ya r d Sid e alk w Pa r k w a y S t r i p Str e e t D. D . 01 0 8 / 0 4 / 0 4 02 D. D . 08 / 1 0 / 0 6 0 DW H arn i n g W SP E C I L I N S E P A C T I O N S N P L N A I N G D R T P E M A N T E TR E E P R O T E C T I O N I N S P E C T I O N S M N T D A O R A Y G I N M R O F P E R S T I S I R B O T E A R T S I E C J O E P R R S U E N L A L S H R O T A C R T . N O S C E E E D T R T E C T O P R 0 C . 1 8 P A M RE Q U I T I R E E R E N S P D A E I N D S I C T E O N O T N I M I T W O NG . P V R R O I D E R I T O T M N T E H L Y E N T A C T E R I V I T Y RE P E E P S L O A T P A O T H R T D N N I E R T A W M N G N T N D S P L R E V C A S E E A I T B T F G I E F Y S A F E N N I 1 4 D A R N G BU I E I I L P D I R M S T S N G U A . N C E IL D B U _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ : _ _ _ _ _ _ _ E A D T I T P E R G M I N _ _ _ _ _ _ _ O F 1 E D A T ST : _ _ _ R E P O I T V I E E A C R R T T Y T _ _ _ _ _ _ _ _ _ _ _ _ _ __ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ A F F : _ _ _ _ S T C I T Y _ _ _ _ _ _ _ _ _ _ _ RE P I O G D E N R T I T A E L O S N T M H L Y O F T H T E R E I A I T C VT Y R E P O R T S A H T L O L C O N F S O R M E H E T T A 1 F - O R M T , VE R I F T Y T H A A R E E T L L T P E C T R O I E O N M A S A W U R E S IR E P E M L N T I A E M N D I I D A C O N T N C L U D E L L R A L L C T O R AC T V I I Y T , S E C H E D O R U N S W D U L C H E D U L E I P T D , T R E E N AR O T I H E T P E I Z N - C O M . T L I C O O N R O O N N O A N C E IS B E S J C T U V A T I I O T O O L N O F P A C 8 . M 1 0 . E C E 0 8 0 . EF : E R N P A R L O A O T L R E E T N I T E C A A C H L M N U A L , S. A I E 0 0 A D D E 1 1 . T O N 2 C D N N D U M g/ c i v i c a / f i l e b a n k / b l o b d l o a d . a s p ? B l o b I D = 6 4 6 0 . c i t y o f p a l o a l t o . o r h t t p : / / w w w 29 0 1 + 2 9 0 5 M i d d l e f i e l d R o a d ✔ ✔ A. S m i t h ( H a y e s G r o u p ) f o r R L D L a n d , L L C 1/ 3 1 / 2 3 Item 2 Attachment D - Project Plans        Item 2: Staff Report Pg. 22  Packet Pg. 26 of 196  A1 . 0 HA Y E S G R O U P A R C H I T E C T S , I N C . 26 5 7 S P R I N G S T R E E T RE D W O O D C I T Y , C A 9 4 0 6 3 P: 6 5 0 . 3 6 5 . 0 6 0 0 F: 6 5 0 . 3 6 5 . 0 6 7 0 ww w . t h e h a y e s g r o u p . c o m DR A W I N G C O N T E N T DR A W I N G N U M B E R Al l d r a w i n g s a n d w r i t t e n m a t e r i a l s c o n t a i n e d he r e i n c o n s t i t u t e t h e o r i g i n a l & u n p u b l i s h e d wo r k o f t h e A r c h i t e c t a n d t h e s a m e m a y n o t be d u p l i c a t e d , u s e d o r d i s c l o s e d w i t h o u t t h e wr i t t e n c o n s e n t o f t h e A r c h i t e c t . © H a y e s G r o u p A r c h i t e c t s , I n c . DR A W N B Y : SC A L E : JO B N U M B E R : ST A M P IS S U A N C E : PR O J E C T A D D R E S S : EX I S T I N G P C 2 3 4 3 DE V E L O P M E N T P L A N . FO R R E F E R E N C E O N L Y . AS N O T E D 22 0 2 . 0 0 LB Date: 1/31/23 File Name: Ellsworth House_BIM_ARCH NO . D E S C R I P T I O N : D A T E : 70 4 E L L S W O R T H P L A C E PA L O A L T O C A 9 4 3 0 6 PL A N N I N G S U B M I T T A L 0 2 . 0 1 . 2 0 2 3 82 0 . 2 s q f t 82 4 . 2 s q f t 50 9 . 3 s q f t 63 0 . 3 s q f t 63 0 . 1 s q f t 28 1 . 6 s q f t 27 6 . 7 s q f t 15 9 . 9 s q f t 20 6 . 2 s q f t 20 7 . 3 s q f t 48 4 . 4 s q f t 49 0 s q f t 18 9 . 9 s q f t 19 2 . 5 s q f t 10 5 . 3 s q f t 1 3 2 . 9 s q f t 13 4 . 3 s q f t 50 0 s q f t 49 4 . 8 s q f t 60 7 . 7 s q f t 50 5 . 2 s q f t 62 0 . 7 s q f t 81 8 . 7 s q f t 81 4 s q f t 3 PA L O A L T O S I T E SC A L E : 1 / 1 6 " = 1 ' - 0 " 4 PA L O A L T O 2 N D F L O O R P L A N SC A L E : 1 / 1 6 " = 1 ' - 0 " (E ) (E ) (E ) (E ) (E ) (E ) (E ) SI T E A R E A BU I L D I N G A R E A ( A P P R O X . ) FA R ( A P P R O X . ) UN I T S PR I V A T E O P E N S P A C E ( A P P R O X . ) PA R K I N G BI K E P A R K I N G 26 , 3 8 6 7, 7 7 5 0. 2 9 (4 ) 2 B E D R O O M (4 ) 1 B E D R O O M (4 ) S T U D I O 12 U N I T S T O T A L 2, 8 6 1 PR O V I D E D W I T H I N U N I T S EX I S T I N G P C - 2 3 4 3 29 0 1 - 2 9 0 5 MI D D L E F I E L D R D . PA L O A L T O , C A 9 4 3 0 6 1 12 C O V E R E D 8 U N C O V E R E D 20 S T A L L S T O T A L (M I D D L E F I E L D ) (E L L S W O R T H ) SI T E D E V E L O P M E N T C A L C U L A T I O N S Item 2 Attachment D - Project Plans        Item 2: Staff Report Pg. 23  Packet Pg. 27 of 196  A2 . 0 HA Y E S G R O U P A R C H I T E C T S , I N C . 26 5 7 S P R I N G S T R E E T RE D W O O D C I T Y , C A 9 4 0 6 3 P: 6 5 0 . 3 6 5 . 0 6 0 0 F: 6 5 0 . 3 6 5 . 0 6 7 0 ww w . t h e h a y e s g r o u p . c o m DR A W I N G C O N T E N T DR A W I N G N U M B E R Al l d r a w i n g s a n d w r i t t e n m a t e r i a l s c o n t a i n e d he r e i n c o n s t i t u t e t h e o r i g i n a l & u n p u b l i s h e d wo r k o f t h e A r c h i t e c t a n d t h e s a m e m a y n o t be d u p l i c a t e d , u s e d o r d i s c l o s e d w i t h o u t t h e wr i t t e n c o n s e n t o f t h e A r c h i t e c t . © H a y e s G r o u p A r c h i t e c t s , I n c . DR A W N B Y : SC A L E : JO B N U M B E R : ST A M P IS S U A N C E : PR O J E C T A D D R E S S : PR O P O S E D S I T E P L A N AS N O T E D 22 0 2 . 0 0 LB Date: 1/31/23 File Name: Ellsworth House_BIM_ARCH NO . D E S C R I P T I O N : D A T E : 70 4 E L L S W O R T H P L A C E PA L O A L T O C A 9 4 3 0 6 PL A N N I N G S U B M I T T A L 0 2 . 0 1 . 2 0 2 3 N49°20'00"E 8 6 . 0 8 ' N5 2 ° 0 0 ' 0 0 " W 2 2 9 . 2 0 ' ( T ) N5 2 ° 0 0 ' 0 0 " W 1 3 0 . 6 7 ' S38°00'00"W 100.00' S47°12'00"W 101.30' S5 2° 00 '0 0 " E 1 1 7 . 1 1 ' ( T ) 50 . 0 0 ' 78 . 2 8 ' 44 . 5 0 ' S38°00'00"W 109.87' S38°00'00"W 109.87' 80. 6 7 ' 50 . 00 ' 100.00' 44 . 5 0' S38°00'00"W 100.00' 56. 4 2 ' 72 . 61 ' 20'-0 " EA SE M E NT 10'-0"25'-0" 9' - 6 " CH E C K T O C O N F I R M 9. 5 ' M I N I M U M 17 ' - 6 " 8' - 6 " 1' - 0 " 25 ' - 0 " 20 ' - 0 " 20 ' - 0 " SUTTER AV E N U E MI D D LE F IE L D AV E N U E LO T A 127 - 3 5 - 19 4 LOT B 127 - 3 5 - 15 2 FRONT YARD REAR YARD (E ) 4 C O V E R E D PA R K I N G SP A C E S (E ) 8 C O V E R E D PA R K I N G SP A C E S PP 13 1 4 15 ELLSWORTH PLACE MATADERO CANAL (E ) TR A S H AR E A BLDG. BL D G . B L D G . 14 50.00' 13 17 ' - 6 " 25 ' - 0 " RE Q U I R E D BLDG. BLDG. BLDG ( ) S S 1 S P ACE # 1 6 LA NDSC APE RES E R VE EX I S T I N G PC 2 3 4 3 A M E N D M E N T T O P C 1 8 1 0 LO T - A 12 7 - 3 5 - 1 9 4 29 0 1 + 2 9 0 5 M I D D L E F I E L D R O A D LO T - B 12 7 - 3 5 - 1 5 2 70 0 E L L S W O R T H P L A C E (E ) (E ) (E ) SI T E A R E A BU I L D I N G A R E A ( A P P R O X . ) FA R ( A P P R O X . ) 19 , 8 9 3 7, 7 7 5 .3 9 (E ) S I T E A R E A ( I N C L U D E E A S E M E N T ) 6 4 9 3 VA C A N T SE E P R O P O S E D S I N G L E F A M I L Y R E S I D E N C E ON R E F E R E N C E S H E E T S R F - 1 T O R F - 4 SC A L E 3 / 3 2 " = 1 ' - 0 " PR O P O S E D P L A N 2 29 0 1 - 2 9 0 5 MI D D L E F I E L D R D . PA L O A L T O , C A 9 4 3 0 6 RE Q U I R E D P A R K I N G 4- 2 B R U N I T S 4- 1 B R U N I T S 4- S T U D I O U N I T S 8 4 4 TO T A L R E Q U I R E D TO T A L P R O V I D E D 16 16 (1 I N L A N D S C A P E R E S E R V E ) 1 PR O P O S E D S I T E D E V E L O P M E N T C A L C U L A T I O N (E ) (E ) (E ) UN I T S ( N O C H A N G E ) PR I V A T E O P E N S P A C E ( N O C H A N G E ) BI K E P A R K I N G ( N O C H A N G E ) N Item 2 Attachment D - Project Plans        Item 2: Staff Report Pg. 24  Packet Pg. 28 of 196  A3 . 0 HA Y E S G R O U P A R C H I T E C T S , I N C . 26 5 7 S P R I N G S T R E E T RE D W O O D C I T Y , C A 9 4 0 6 3 P: 6 5 0 . 3 6 5 . 0 6 0 0 F: 6 5 0 . 3 6 5 . 0 6 7 0 ww w . t h e h a y e s g r o u p . c o m DR A W I N G C O N T E N T DR A W I N G N U M B E R Al l d r a w i n g s a n d w r i t t e n m a t e r i a l s c o n t a i n e d he r e i n c o n s t i t u t e t h e o r i g i n a l & u n p u b l i s h e d wo r k o f t h e A r c h i t e c t a n d t h e s a m e m a y n o t be d u p l i c a t e d , u s e d o r d i s c l o s e d w i t h o u t t h e wr i t t e n c o n s e n t o f t h e A r c h i t e c t . © H a y e s G r o u p A r c h i t e c t s , I n c . DR A W N B Y : SC A L E : JO B N U M B E R : ST A M P IS S U A N C E : PR O J E C T A D D R E S S : PH O T O S AS N O T E D 22 0 2 . 0 0 LB Date: 1/31/23 File Name: Ellsworth House_BIM_ARCH NO . D E S C R I P T I O N : D A T E : 70 4 E L L S W O R T H P L A C E PA L O A L T O C A 9 4 3 0 6 PL A N N I N G S U B M I T T A L 0 2 . 0 1 . 2 0 2 3 5 VI E W O F I N T E R I O R P A R K I N G SC A L E : 1 VI E W F R O M M I D D L E F I E L D R D . SC A L E : 2 VI E W O F S U T T E R A P A R T M E N T F R O M E L L S W O R T H P L A C E SC A L E : 4 VI E W F R O M S U T T E R A V E . SC A L E : 6 VI E W O F E X I S T I N G 7 0 0 E L L S W O R T H SC A L E : 29 0 1 - 2 9 0 5 MI D D L E F I E L D R D . PA L O A L T O , C A 9 4 3 0 6 NO T T O S C A L E Item 2 Attachment D - Project Plans        Item 2: Staff Report Pg. 25  Packet Pg. 29 of 196  AL T A - 1 HA Y E S G R O U P A R C H I T E C T S , I N C . 26 5 7 S P R I N G S T R E E T RE D W O O D C I T Y , C A 9 4 0 6 3 P: 6 5 0 . 3 6 5 . 0 6 0 0 F: 6 5 0 . 3 6 5 . 0 6 7 0 ww w . t h e h a y e s g r o u p . c o m DR A W I N G C O N T E N T DR A W I N G N U M B E R Al l d r a w i n g s a n d w r i t t e n m a t e r i a l s c o n t a i n e d he r e i n c o n s t i t u t e t h e o r i g i n a l & u n p u b l i s h e d wo r k o f t h e A r c h i t e c t a n d t h e s a m e m a y n o t be d u p l i c a t e d , u s e d o r d i s c l o s e d w i t h o u t t h e wr i t t e n c o n s e n t o f t h e A r c h i t e c t . © H a y e s G r o u p A r c h i t e c t s , I n c . DR A W N B Y : SC A L E : JO B N U M B E R : ST A M P IS S U A N C E : PR O J E C T A D D R E S S : A. L . T . A / N S P S L A N D T I T L E SU R V E Y AS N O T E D 22 0 2 . 0 0 LB Date: 1/31/23 File Name: Ellsworth House_BIM_ARCH NO . D E S C R I P T I O N : D A T E : 70 4 E L L S W O R T H P L A C E PA L O A L T O C A 9 4 3 0 6 PL A N N I N G S U B M I T T A L 0 2 . 0 1 . 2 0 2 3 NO T T O S C A L E 29 0 1 - 2 9 0 5 MI D D L E F I E L D R D . PA L O A L T O , C A 9 4 3 0 6 Item 2 Attachment D - Project Plans        Item 2: Staff Report Pg. 26  Packet Pg. 30 of 196  RE F - 1 HA Y E S G R O U P A R C H I T E C T S , I N C . 26 5 7 S P R I N G S T R E E T RE D W O O D C I T Y , C A 9 4 0 6 3 P: 6 5 0 . 3 6 5 . 0 6 0 0 F: 6 5 0 . 3 6 5 . 0 6 7 0 ww w . t h e h a y e s g r o u p . c o m DR A W I N G C O N T E N T DR A W I N G N U M B E R Al l d r a w i n g s a n d w r i t t e n m a t e r i a l s c o n t a i n e d he r e i n c o n s t i t u t e t h e o r i g i n a l & u n p u b l i s h e d wo r k o f t h e A r c h i t e c t a n d t h e s a m e m a y n o t be d u p l i c a t e d , u s e d o r d i s c l o s e d w i t h o u t t h e wr i t t e n c o n s e n t o f t h e A r c h i t e c t . © H a y e s G r o u p A r c h i t e c t s , I n c . DR A W N B Y : SC A L E : JO B N U M B E R : ST A M P IS S U A N C E : PR O J E C T A D D R E S S : RE F E R E N C E D A T A AS N O T E D 22 0 2 . 0 0 LB Date: 1/31/23 File Name: Ellsworth House_BIM_ARCH NO . D E S C R I P T I O N : D A T E : 70 4 E L L S W O R T H P L A C E PA L O A L T O C A 9 4 3 0 6 PL A N N I N G S U B M I T T A L 0 2 . 0 1 . 2 0 2 3               A N E W S I N G L E - F A M I L Y RE S I D E N C E F O R : Ni t i n H a n d a 70 0 E l l s w o r t h P l . Pa l o A l t o , C A . 9 4 3 0 6 1 p e r s p e c t i v e •••••••••••••••• NO T T O S C A L E 29 0 1 - 2 9 0 5 MI D D L E F I E L D R D . PA L O A L T O , C A 9 4 3 0 6 Item 2 Attachment D - Project Plans        Item 2: Staff Report Pg. 27  Packet Pg. 31 of 196  RE F - 2 HA Y E S G R O U P A R C H I T E C T S , I N C . 26 5 7 S P R I N G S T R E E T RE D W O O D C I T Y , C A 9 4 0 6 3 P: 6 5 0 . 3 6 5 . 0 6 0 0 F: 6 5 0 . 3 6 5 . 0 6 7 0 ww w . t h e h a y e s g r o u p . c o m DR A W I N G C O N T E N T DR A W I N G N U M B E R Al l d r a w i n g s a n d w r i t t e n m a t e r i a l s c o n t a i n e d he r e i n c o n s t i t u t e t h e o r i g i n a l & u n p u b l i s h e d wo r k o f t h e A r c h i t e c t a n d t h e s a m e m a y n o t be d u p l i c a t e d , u s e d o r d i s c l o s e d w i t h o u t t h e wr i t t e n c o n s e n t o f t h e A r c h i t e c t . © H a y e s G r o u p A r c h i t e c t s , I n c . DR A W N B Y : SC A L E : JO B N U M B E R : ST A M P IS S U A N C E : PR O J E C T A D D R E S S : RE F E R E N C E S I T E P L A N AS N O T E D 22 0 2 . 0 0 LB Date: 1/31/23 File Name: Ellsworth House_BIM_ARCH NO . D E S C R I P T I O N : D A T E : 70 4 E L L S W O R T H P L A C E PA L O A L T O C A 9 4 3 0 6 PL A N N I N G S U B M I T T A L 0 2 . 0 1 . 2 0 2 3 NO T T O S C A L E 29 0 1 - 2 9 0 5 MI D D L E F I E L D R D . PA L O A L T O , C A 9 4 3 0 6 Item 2 Attachment D - Project Plans        Item 2: Staff Report Pg. 28  Packet Pg. 32 of 196  RE F - 3 HA Y E S G R O U P A R C H I T E C T S , I N C . 26 5 7 S P R I N G S T R E E T RE D W O O D C I T Y , C A 9 4 0 6 3 P: 6 5 0 . 3 6 5 . 0 6 0 0 F: 6 5 0 . 3 6 5 . 0 6 7 0 ww w . t h e h a y e s g r o u p . c o m DR A W I N G C O N T E N T DR A W I N G N U M B E R Al l d r a w i n g s a n d w r i t t e n m a t e r i a l s c o n t a i n e d he r e i n c o n s t i t u t e t h e o r i g i n a l & u n p u b l i s h e d wo r k o f t h e A r c h i t e c t a n d t h e s a m e m a y n o t be d u p l i c a t e d , u s e d o r d i s c l o s e d w i t h o u t t h e wr i t t e n c o n s e n t o f t h e A r c h i t e c t . © H a y e s G r o u p A r c h i t e c t s , I n c . DR A W N B Y : SC A L E : JO B N U M B E R : ST A M P IS S U A N C E : PR O J E C T A D D R E S S : RE F E R E N C E F L O O R PL A N AS N O T E D 22 0 2 . 0 0 LB Date: 1/31/23 File Name: Ellsworth House_BIM_ARCH NO . D E S C R I P T I O N : D A T E : 70 4 E L L S W O R T H P L A C E PA L O A L T O C A 9 4 3 0 6 PL A N N I N G S U B M I T T A L 0 2 . 0 1 . 2 0 2 3 NO T T O S C A L E 29 0 1 - 2 9 0 5 MI D D L E F I E L D R D . PA L O A L T O , C A 9 4 3 0 6 Item 2 Attachment D - Project Plans        Item 2: Staff Report Pg. 29  Packet Pg. 33 of 196  RE F - 4 HA Y E S G R O U P A R C H I T E C T S , I N C . 26 5 7 S P R I N G S T R E E T RE D W O O D C I T Y , C A 9 4 0 6 3 P: 6 5 0 . 3 6 5 . 0 6 0 0 F: 6 5 0 . 3 6 5 . 0 6 7 0 ww w . t h e h a y e s g r o u p . c o m DR A W I N G C O N T E N T DR A W I N G N U M B E R Al l d r a w i n g s a n d w r i t t e n m a t e r i a l s c o n t a i n e d he r e i n c o n s t i t u t e t h e o r i g i n a l & u n p u b l i s h e d wo r k o f t h e A r c h i t e c t a n d t h e s a m e m a y n o t be d u p l i c a t e d , u s e d o r d i s c l o s e d w i t h o u t t h e wr i t t e n c o n s e n t o f t h e A r c h i t e c t . © H a y e s G r o u p A r c h i t e c t s , I n c . DR A W N B Y : SC A L E : JO B N U M B E R : ST A M P IS S U A N C E : PR O J E C T A D D R E S S : RE F E R E N C E EL E V A T I O N S AS N O T E D 22 0 2 . 0 0 LB Date: 1/31/23 File Name: Ellsworth House_BIM_ARCH NO . D E S C R I P T I O N : D A T E : 70 4 E L L S W O R T H P L A C E PA L O A L T O C A 9 4 3 0 6 PL A N N I N G S U B M I T T A L 0 2 . 0 1 . 2 0 2 3 NO T T O S C A L E 29 0 1 - 2 9 0 5 MI D D L E F I E L D R D . PA L O A L T O , C A 9 4 3 0 6 Item 2 Attachment D - Project Plans        Item 2: Staff Report Pg. 30  Packet Pg. 34 of 196  Item 2 Attachment E - City Council Minutes        Item 2: Staff Report Pg. 31  Packet Pg. 35 of 196  Item 2 Attachment E - City Council Minutes        Item 2: Staff Report Pg. 32  Packet Pg. 36 of 196  Item 2 Attachment E - City Council Minutes        Item 2: Staff Report Pg. 33  Packet Pg. 37 of 196  Item 2 Attachment E - City Council Minutes        Item 2: Staff Report Pg. 34  Packet Pg. 38 of 196  Item 2 Attachment E - City Council Minutes        Item 2: Staff Report Pg. 35  Packet Pg. 39 of 196  Item 2 Attachment E - City Council Minutes        Item 2: Staff Report Pg. 36  Packet Pg. 40 of 196  Item 2 Attachment F - Planning Commission Resolution 46        Item 2: Staff Report Pg. 37  Packet Pg. 41 of 196  Item 2 Attachment F - Planning Commission Resolution 46        Item 2: Staff Report Pg. 38  Packet Pg. 42 of 196  Ellsworth Place Residents Are Against Amending PC-2343 February 23, 2023 File Number: 23PLN-00025 Attention City Planning, City Council, et. all. The homeowners and tenants of Ellsworth Place vehemently oppose a change to the PC-2343, as written in 1967, which permitted the building of the apartment complex, now known as 2901 Middlefield Road. On April 3, 1967, Lindsay Properties asked for an amendment of Ordinance 1810, titled Ordinance 2343, which included four parcels of land located at 2901 - 2905 Middlefield Road, and 701 - 702 Ellsworth Place. The creation of Ordinance 2343, what is now PC-2343, allowed for the building of the apartments we now refer to as “2901 Middlefield Road”. The current amendment sought by the owner of 702 Ellsworth Place (a.k.a. 700 Ellsworth Place), to remove their parcel from the PC would create a non-compliant zoning situation in our neighborhood, significantly increasing density above what the City allows, even if parking and other concerns are addressed. The zoning for 2901 Middlefield Road was at one point classified as RM-15, and the City Council had to approve the combining of four parcels of property into what became PC-2343, which included a PC laid over the R-1 lot formerly known as 702 Ellsworth Place, which became “the parking lot”. The combination of these parcels created sufficient lot size to allow for having 12 units in the apartment complex, while meeting parking needs, and allowing the combined lot to conform with other development standards. Progressing with the times, the density for lot 2901 Middlefield Road has been increased to RM-20 status. However, by cutting off the R-1 lot formerly known as 702 Ellsworth Place from the PC-2343 agreement with the City of Palo Alto, the apartments have incurred a zoning issue with their density. The single parcel APN: 127-35-194 is a total of 19,893 square feet, per the city’s online parcel system, which is 45.7% of an acre (an acre being 43,560 sq ft). Under RM-20 zoning rules, they would only be allowed to have 9 apartment units on the 2901 Middlefield Road parcel. But they have 12 units per the PC-2343 agreement. It is therefore required that the apartments keep all parcels of land together as agreed upon by the PC-2343 ordinance they have with the City of Palo Alto. No other apartment lots on the Sutter Ave block are rated higher than an RM-20. Removing 702 Ellsworth Place from the PC-2343 agreement creates a non-compliant situation for the existing apartments, making them too dense for their parcel. Finding places to create parking spaces within the property does not change the other non-compliance issues that are now occurring since 702 Ellsworth Place was sold on November 7, 2022. The City’s job is to enforce city laws, and the developers and property owners of Haze Architects, Dewey Land Development, and Handa Developers Group are flagrantly violating our 1 of 11 Item 2 Attachment G Palo Alto - Apartments 23PLN- 00025 - Google Docs        Item 2: Staff Report Pg. 39  Packet Pg. 43 of 196  city laws. If there is an ordinance governing a parcel of land, as approved by the City Council, that ordinance stands. Rezoning to make things less compliant sets the wrong precedent. There are city rules and regulations in place to handle odd situations, such as allowing older, non-compliant things to remain as they are, and variances to help amend the more unusually shaped lots, but these situations do not apply to 2901 Middlefield. Plus, the current RM-20 assigned to the lots comprising 2901 Middlefield Road was once an RM-15, so the parcels creating the PC-2343 ordinance are already getting a 33% increase in the allowable number of units they can contain -- and yet they still would NOT be compliant. What precedent would be created if the city were to choose to allow these property owners and developers to break their laws? Would every apartment complex, grocery store, and local business think they too can sell off their parking lots to squeeze in homes? We know that the proposed R-1 house for the 702 Ellsworth Place lot is not a part of the latest City Housing Element. Furthermore, as Palo Alto homeowners and tenants, we do not wish to be steamrolled by greedy property developers looking to break peaceful neighborhoods so they can impose their egregious solutions. The proposed “solutions” are not right for the residents of Ellsworth Place, and they are certainly not right for Palo Alto as a city. Another issue is the apartment owners created the blight on the property when they cut down all the trees on October 8, 2018, including two oak trees, and yet their plan on page two of their proposal reads, “Tree Protection - It’s Part of the Plan!” We have photos of what the parking lot looked like prior to October 8, 2018, when they claimed to be doing “land maintenance” to the City Arborist. The canopies of those raised trees are drawn on the property layout, as shown on page 6 of their proposal presentation. The first two photos below are from Google Wayback, and were taken on November 2017. 2 of 11 Item 2 Attachment G Palo Alto - Apartments 23PLN- 00025 - Google Docs        Item 2: Staff Report Pg. 40  Packet Pg. 44 of 196  3 of 11 Item 2 Attachment G Palo Alto - Apartments 23PLN- 00025 - Google Docs        Item 2: Staff Report Pg. 41  Packet Pg. 45 of 196  PHOTO BELOW - Taken on October 8, 2018, was taken during their “landscape maintenance” A CURRENT PHOTO (below) of the parking lot was taken on February 5, 2023 4 of 11 Item 2 Attachment G Palo Alto - Apartments 23PLN- 00025 - Google Docs        Item 2: Staff Report Pg. 42  Packet Pg. 46 of 196  Additionally, the proposed house is out of scale for Ellsworth Place, as the average house size on the even-numbered side of the street is 1,114 sq ft in size on an average lot size of 4,049 sq ft. The proposed house is 1,695 sq ft and would be set too close to the narrow, 20’ wide road , which does not have sidewalks, thereby creating safety hazards and making it difficult and dangerous for delivery trucks and residents alike to enter and exit the narrow, slightly sloped driveway that creates the unusual entrance to Ellsworth Place. The proposed house uses corner set-back rules designed for 30’ wide streets with sidewalks, and it is not appropriate for the cramped conditions of Ellsworth Place. The proposed amendment to the PC potentially creates a significant public safety problem, as another issue we have been having ever since the fence went up around the parking lot is the safety of delivery trucks entering and exiting our narrow street. The residents of Ellsworth Place and the apartments have always shared delivery schedules with all the shipping companies and USPS, and our delivery drivers are now struggling to reach us. The UPS driver has resorted to using the bus turn-out on Middlefield Road to access both the apartments and the residents of Ellsworth Place. He shared with Midtown Residence Association that he used to use the parking lot to safely turn around to exit the street, but he is now forced to park in the bus pull-out to reach Ellsworth Place. Other delivery trucks are choosing to maneuver through multiple back-and-forths to turn around so they can safely exit Ellsworth Place, while some are opting to back directly out onto Middlefield Road into traffic that flows 40 - 50 mph. We have many photos and videos showing how dangerous this has become, and attached below are a few of them. The photos below show a Fed-Ex truck backing into their proposed parking space #15, (there is a video available of this and others doing a similar maneuver), a UPS truck is shown parked in the bus turnout on Matadero Creek, a DHL driver parked alongside the fence after backing into the street, and the USPS truck now parks next to the carports. 5 of 11 Item 2 Attachment G Palo Alto - Apartments 23PLN- 00025 - Google Docs        Item 2: Staff Report Pg. 43  Packet Pg. 47 of 196  6 of 11 Item 2 Attachment G Palo Alto - Apartments 23PLN- 00025 - Google Docs        Item 2: Staff Report Pg. 44  Packet Pg. 48 of 196  7 of 11 Item 2 Attachment G Palo Alto - Apartments 23PLN- 00025 - Google Docs        Item 2: Staff Report Pg. 45  Packet Pg. 49 of 196  8 of 11 Item 2 Attachment G Palo Alto - Apartments 23PLN- 00025 - Google Docs        Item 2: Staff Report Pg. 46  Packet Pg. 50 of 196  And now we get to the issue of parking. Since the apartments are not fully rented currently, while they are being renovated, not all parking spaces are being used at this time. However, when the apartments were fully rented, every one of the parking spots in the parking lot was filled almost every night, and often on weekends. With conditions as they are now, is common to have cars parked alongside the chain-link fence and in front of house #706. For safety reasons, Ellsworth Place doesn’t allow parking on the street due to it being only 20 feet wide, without sidewalks, and a dead-end street, (there is not a cul-de-sac at the end, but simply a hard stop of the 20-foot wide road against the fence). Our residents include nine children, and we range in age from 14 months old to age 85; with a representation of every age group in between. Keeping the street clear is imperative for everyone’s safety, as emergency services have only one way in and out of the end of the narrow 550’ long road, and the only fire hydrant close by is placed on Middlefield Road, in front of the parking lot! 9 of 11 Item 2 Attachment G Palo Alto - Apartments 23PLN- 00025 - Google Docs        Item 2: Staff Report Pg. 47  Packet Pg. 51 of 196  10 of 11 Item 2 Attachment G Palo Alto - Apartments 23PLN- 00025 - Google Docs        Item 2: Staff Report Pg. 48  Packet Pg. 52 of 196  So as you can see, what has been proposed by the developers and owners of the apartments is not well thought out for compliance with their PC-2343 agreement, and it completely misses on neighborhood safety. Unlike the existing PC-2343, the amended proposal is not right for Ellsworth Place, and the residents of Ellsworth Place do not support it. We hope the City Council will follow the rule of law and protect the homeowners and renters of Ellsworth Place and choose to keep the PC-2343 agreement in place as it was written and voted on in 1967. Sincerely, The Ellsworth Place Homeowners 11 of 11 Item 2 Attachment G Palo Alto - Apartments 23PLN- 00025 - Google Docs        Item 2: Staff Report Pg. 49  Packet Pg. 53 of 196  From:Yogabear23 To:French, Amy; Council, City; Yogabear23; kvanfleet@gmail.com; flyingrichard@yahoo.com; dsamuels@corinthianwealth.com Subject:File# 23PLN-00025 re: 2901 Middlefield Road at Ellsworth Place, Signed Letter of Opposition Date:Monday, February 27, 2023 10:17:12 AM You don't often get email from yogabear23@aol.com. Learn why this is important CAUTION: This email originated from outside of the organization. Be cautiousof opening attachments and clicking on links. San Carlos Neighborhood Association says NO to building an apartment complex at 2901 Middlefield Road and Ellsworth Place. We oppose changes to PC-2343. Respectfully, Carolyn Garbarino, Richard Wang, and Jue Cheng. Item 2 Attachment H - San Carlos Neighborhood Association letter        Item 2: Staff Report Pg. 50  Packet Pg. 54 of 196  City Council Staff Report From: City Clerk Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: March 13, 2023 Report #: 2303-1054 TITLE Approve Minutes from February 6, 2023 and February 27, 2023 Meetings RECOMMENDATION That the minutes be reviewed and approved as attached. ATTACHMENTS Attachment A: February 6, 2023 Draft Minutes Attachment B: February 27, 2023 Draft Minutes APPROVED BY: Lesley Milton Item 3 Item 3 Staff Report        Item 3: Staff Report Pg. 1  Packet Pg. 55 of 196  CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 5 Special Meeting February 6, 2023 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:00 P.M. Present In Person: Burt, Kou, Lauing, Lythcott-Haims, Stone, Tanaka, Veenker Present Remotely: None Absent: None Study Session 1. Study Session on Palo Alto Link, the City’s New On-Demand Transit Service Council Member Burt arrived at 5:17 PM Agenda Changes, Additions and Deletions MOTION: Council Member Burt moved, seconded by Mayor Kou to postpone Item 8 to the February 13th, 2023 meeting. MOTION PASSED: 7-0 MOTION: Mayor Kou moved, seconded by Council Member Veenker to move “Council Member Comments, Questions and Announcements” to take place after “City Manager Comments” for this agenda only. MOTION PASSED: 7-0 Consent Calendar Council Member Tanaka registered a no vote on Agenda Item Number 5. Council Member Burt, Kou, Stone requested to pull Item 4 from the Consent Agenda. Item 3 Attachment A - Draft Minutes February 6, 2023        Item 3: Staff Report Pg. 2  Packet Pg. 56 of 196  DRAFT ACTION MINUTES Page 2 of 5 (Sp.) City Council Meeting Draft ACTION Minutes: 2/6/2023 MOTION: Council Member Burt moved, seconded by Council Member Lauing to approve Agenda Items 2, 3 and 5 and to pull Item 4 from the Consent Agenda. 2. Approval of Minutes from the January 23, 2023 City Council Meeting 3. Adopt Revised Retiree Benefit Funding Policy (Formerly ‘Pension Funding Policy’) for the Financial Planning of Employee Pension and Other Post-Employment Benefits (OPEB)/Retiree Healthcare Plans Consent Questions 4. Approval of Professional Services Agreement with Townsend Public Affairs, Inc. (C23183770) in the Amount Not-to-Exceed $558,000 for State and Federal Legislative Advocacy Services and Grant Consulting and Compliance Services for a Period of Three Years with the Option to Renew for Two Periods of One Year Each; CEQA status—not a project Supplemental Report, Consent Questions – Removed From The Agenda 5. Adoption of Memorandum of Agreements with International Association of Firefighters, Local 1319 and Service Employees International Union, Local 521; CEQA status—not a project MOTION PASSED FOR ITEM 2, 3: 7-0 MOTION PASSED FOR ITEM 5: 6-1 Tanaka No City Manager Comments Council Member Questions, Comments and Announcements 6.Approval of Fiscal Year 2022 Palo Alto Public Improvement Corporation's Annual Financial Statement MOTION: Chair Kou, seconded by Board Member Lythcott-Haims to approve the Fiscal Year (FY) 2022 Annual Financial Report for the Palo Alto Public Improvement Corporation. MOTION PASSED: 7-0 Item 3 Attachment A - Draft Minutes February 6, 2023        Item 3: Staff Report Pg. 3  Packet Pg. 57 of 196  DRAFT ACTION MINUTES Page 3 of 5 (Sp.) City Council Meeting Draft ACTION Minutes: 2/6/2023 RECONVENE CITY COUNCIL MEETING Action Items 7. Discussion Regarding Gas Powered Leaf Blower Enforcement and Possible Direction to Prepare an Amendment to the Noise Ordinance (PAMC 9.10) and Resolution to Adjust Financial Penalties for Violations in Residential Neighborhoods to Facilitate Compliance. (Environmental review: not a project) ORIGINAL MOTION: Vice Mayor Stone moved, seconded by Council Member Burt to: 1) Direct staff to prepare an amendment to the Noise Ordinance (PAMC 9.10) to: a) Clarify that citations may be issued to the leaf blower operator, leaf blower operator’s employer, the property owner, manager, renter or other person authorizing or employing the use of gas-powered leaf blower on their property, or all for violations of the ban; and, b) Remove the existing requirement to provide a five-day notice of violation warning the operator of a gas-powered leaf blower and/or property owner in advance of issuing a citation for violating the ban; c) Include “Constructive knowledge” of property owner or property manager to section 9.10.060(f) 2) Direct staff to prepare a resolution updating the municipal penalty schedule for violation of the gas-powered leaf blower ban to $250 for the first offense, $500 for the second offense and $1,000 for the third and subsequent offenses within a three-year period; and direct staff to update the municipal penalty schedule effective September 1, 2023 3) Endorse the leaf blower enforcement public engagement strategy presented in this report 4) Refer to Policy & Services Committee discussion considering ban on gas powered leaf blower city-wide and evaluate replacement of internal combustion engines for residences and commercial properties maintenance based on available replacement technologies; evaluation of decibel levels for equipment MOTION SPLIT FOR THE PURPOSE OF VOTING: 1 (b) Remove the existing requirement to provide a five-day notice of violation warning the operator of a gas-powered leaf blower and/or property owner in advance of issuing a citation for violating the ban; 2 Direct staff to prepare a resolution updating the municipal penalty schedule for violation of the gas-powered leaf blower ban to $250 for the first offense, $500 for the second offense and $1,000 for the third and subsequent offenses within a three-year period; and direct staff to update the municipal penalty schedule effective September 1, 2023 MOTION PASSED: 5-2 Tanaka, Veenker No Item 3 Attachment A - Draft Minutes February 6, 2023        Item 3: Staff Report Pg. 4  Packet Pg. 58 of 196  DRAFT ACTION MINUTES Page 4 of 5 (Sp.) City Council Meeting Draft ACTION Minutes: 2/6/2023 FINAL MOTION: Vice Mayor Stone moved, seconded by Council Member Burt to: 5) Direct staff to prepare an amendment to the Noise Ordinance (PAMC 9.10) to: a) Clarify that citations may be issued to the leaf blower operator, leaf blower operator’s employer, the property owner, manager, renter or other person authorizing or employing the use of gas-powered leaf blower on their property, or all for violations of the ban; and, b) Remove the existing requirement to provide a five-day notice of violation warning the operator of a gas-powered leaf blower and/or property owner in advance of issuing a citation for violating the ban; c) Include “Constructive knowledge” of property owner or property manager to section 9.10.060(f) 6) Direct staff to prepare a resolution updating the municipal penalty schedule for violation of the gas-powered leaf blower ban to $250 for the first offense, $500 for the second offense and $1,000 for the third and subsequent offenses within a three-year period; and direct staff to update the municipal penalty schedule effective September 1, 2023 7) Endorse the leaf blower enforcement public engagement strategy presented in this report 8) Refer to Policy & Services Committee discussion considering ban on gas powered leaf blower city-wide and evaluate replacement of internal combustion engines for residences and commercial properties maintenance based on available replacement technologies; evaluation of decibel levels for equipment MOTION PASSED: 7-0 8. Review and Accept the FY 2024 - FY 2033 Long Range Financial Forecast (LRFF) and FY 2024 Budget Development Guidelines (8:30 – 10:30 PM) ACTION: Item Continued AA1. Approval of the 2023 City Council Priority Focus Areas, and Objectives Areas, Objectives, and Respective Major Projects for Calendar Year 2023 ACTION: Item Continued Adjournment: The meeting was adjourned at 10:28 P.M. in memory of Melissa Baten-Caswell. ATTEST: APPROVED: ____________________ ____________________ City Clerk Mayor Item 3 Attachment A - Draft Minutes February 6, 2023        Item 3: Staff Report Pg. 5  Packet Pg. 59 of 196  DRAFT ACTION MINUTES Page 5 of 5 (Sp.) City Council Meeting Draft ACTION Minutes: 2/6/2023 NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website. Item 3 Attachment A - Draft Minutes February 6, 2023        Item 3: Staff Report Pg. 6  Packet Pg. 60 of 196  CITY COUNCIL DRAFT ACTION MINUTES Page 1 of 5 Special Meeting February 27, 2023 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:00 P.M. Present In Person: Kou, Lauing, Lythcott-Haims, Stone, Tanaka, Veenker Present Remotely: Burt Absent: None Special Orders of the Day 1. Proclamations to Community Leaders in Honor of Black History Month Agenda Changes, Additions and Deletions Public Comment Consent Calendar Council Member Tanaka registered a no vote on Agenda Item Number 3. MOTION: Vice Mayor Stone moved, seconded by Council Member Veenker to approve Agenda Item Numbers 2-5. 2. Approval of Minutes from the February 13, 2023 City Council Meeting 3. Adoption of a Memorandum of Agreement with the Fire Chiefs Association; CEQA Status - Not a project 4. Approval of Construction Contract with O’Grady Paving, Inc. (#C23186898) in the Amount of $2,509,460 and Authorization for the City Manager to Negotiate and Execute Change Orders up to a Not-to-Exceed Amount of $250,946 for the Fiscal Year 2023 Street Resurfacing Project, Capital Improvement Program Projects Street Item 3 Attachment B - Draft Minutes February 27, 2023        Item 3: Staff Report Pg. 7  Packet Pg. 61 of 196  DRAFT ACTION MINUTES Page 2 of 5 (Sp.) City Council Meeting Draft Action Minutes: 02/27/2023 Maintenance PE-86070 and Storm Drainage System Replacement and Rehabilitation SD-06101; CEQA status—exempt under CEQA Guidelines section 15301(c) 5. Appointments of 2023 Emergency Standby Council MOTION PASSED ITEM 3: 6-1, Tanaka no MOTION PASSES ITEMS 2, 4, 5: 7-0 City Manager Comments Action Items 6. PUBLIC HEARING: Objections to Weed Abatement and Adoption of a Resolution Ordering Weed Nuisance Abated; CEQA status – exempt (Class 8, 14 CCR section 15308) (6:00 – 6:20 PM) MOTION: Council Member Lythcott-Haims moved, seconded by Vice Mayor Stone to approve the final list of affected properties for weed abatement in 2023 following the public hearing, and direct weed abatement activities to commence at those properties in accordance with Resolution 10087. MOTION PASSED: 7-0 7. Parks and Recreation Commission Recommendation to Adopt an Ordinance Amending PAMC Section 22.04.220 to Regulate Electric Bicycles and Electric Coasting Devices in Parks and Open Spaces ORIGINAL MOTION: Council Member Lauing moved, seconded by Mayor Kou to: A. Adopted Ordinance 5575 to adopt an amendment to PAMC 22.04.220 to regulate electric bicycles and electric coasting devices 1 in City parks and open spaces B. Support the updated parks and open space regulation R1-18 and R1-37 to regulate electric bicycles and electric coasting devices C. Refer to staff for consideration for all bikes in Baylands and Arastradero Preserves: 1. Reduction of speed limit 2. Whether and where to restrict bicycle and horse access Item 3 Attachment B - Draft Minutes February 27, 2023        Item 3: Staff Report Pg. 8  Packet Pg. 62 of 196  DRAFT ACTION MINUTES Page 3 of 5 (Sp.) City Council Meeting Draft Action Minutes: 02/27/2023 3. Add bike racks at trail heads to the open space where lacking D. Evaluation of a streamlined accessibility waiver for seniors to be able to obtain a permit to utilize Class-1 electric bikes on unpaved roads that are at least 15 feet wide and routinely used by motorized service vehicles in the Baylands and Arastradero Preserve SUBSTITUTE MOTION: Council Member Lythcott-Haims moved, seconded by Council Member Tanaka to: A. Adopt an amendment to PAMC 22.04.220 to regulate electric bicycles and electric coasting devices 1 in City parks and open spaces B. Direct staff to update the Parks and recreation parks and open space regulations to allow electric bikes on trails 12 feet or wider at the Baylands And Arastradero Preserve with a speed limit of 10 MPH MOTION FAILED: 3-4 Kou, Lauing, Stone, Veenker no ORIGINAL MOTION SPLIT FOR THE PURPOSE OF VOTING MOTION: Council Member Lauing moved, seconded by Mayor Kou to: A. Adopt an amendment to PAMC 22.04.220 to regulate electric bicycles and electric coasting devices 1 in City parks and open spaces B. Support the updated parks and open space regulation R1-18 and R1-37 to regulate electric bicycles and electric coasting devices C. Refer to staff for consideration for all bikes in Baylands and Arastradero Preserves: 2. Whether and where to restrict bicycle and horse access in the Baylands and Arastradero Open Space Preserve MOTION PASSED: 5-2 Lythcott-Haims, Tanaka no MOTION: Council Member Lauing moved, seconded by Mayor Kou to: C. Refer to staff for consideration for all bikes in Baylands and Arastradero Preserves: 1. Reduction of speed limit Item 3 Attachment B - Draft Minutes February 27, 2023        Item 3: Staff Report Pg. 9  Packet Pg. 63 of 196  DRAFT ACTION MINUTES Page 4 of 5 (Sp.) City Council Meeting Draft Action Minutes: 02/27/2023 3. Add bike racks at trail heads to the open space where lacking MOTION PASSED: 7-0 MOTION: Council Member Lauing moved, seconded by Mayor Kou to: D. Evaluation of a streamlined accessibility waiver for seniors to be able to obtain a permit to utilize Class-1 electric bikes on unpaved roads that are at least 15 feet wide and routinely used by motorized service vehicles in the Baylands and Arastradero Preserve MOTION FAILED: 3-4 Veenker, Lauing, Stone, Kou no The Council took a break from 9:26 to until 9:35 pm and re-ordered the remaining agenda items hearing item 9, then item 8. 9. Rescheduled Item from February 6, 2023: Professional Services Agreement with Townsend Public Affairs Contract MOTION: Mayor Kou moved, seconded by Council Member Burt to: 1. Approve a Professional Services Agreement with Townsend Public Affairs to perform state and fed leg advocacy services and grant support and compliance services in an amount not to exceed $186,000 for State and Federal Legislative Advocacy Services and Grant Consulting for a period of one (1) year period with options to renew for four periods of one year each 2. Establish an ad hoc committee directed toward legislative matters 3. Develop a scope of services and contract structure for the City’s grant plan and to address the City’s legislative workplan a) Explore incentives in year two for achievement of specific milestones if the contract is renewed MOTION PASSED: 7-0 Item 3 Attachment B - Draft Minutes February 27, 2023        Item 3: Staff Report Pg. 10  Packet Pg. 64 of 196  DRAFT ACTION MINUTES Page 5 of 5 (Sp.) City Council Meeting Draft Action Minutes: 02/27/2023 8. Discussion and Possible Revision to 2023 Standing Committee Topics (Continued from February 13, 2023 agenda) MOTION: Council Member Lauing moved, seconded by Council Member Veenker to continue Item 8. MOTION PASSED: 7-0 Council Member Questions, Comments and Announcements Adjournment: The meeting was adjourned at 11:06 P.M. ATTEST: APPROVED: ____________________ ____________________ City Clerk Mayor NOTE: Action minutes are prepared in accordance with Palo Alto Municipal Code (PAMC) 2.04.160(a) and (b). Summary minutes (sense) are prepared in accordance with PAMC Section 2.04.160(c). Beginning in January 2018, in accordance with Ordinance No. 5423, the City Council found action minutes and the video/audio recordings of Council proceedings to be the official records of both Council and committee proceedings. These recordings are available on the City’s website. Item 3 Attachment B - Draft Minutes February 27, 2023        Item 3: Staff Report Pg. 11  Packet Pg. 65 of 196  City Council Staff Report Report Type: CONSENT CALENDAR Lead Department: City Clerk Meeting Date: March 13, 2023 Report #: 2303-1035 TITLE SECOND READING: Parks and Recreation Commission Recommendation to Adopt an Ordinance Amending PAMC Section 22.04.220 to Regulate Electric Bicycles and Electric Coasting Devices in Parks and Open Spaces BACKGROUND This was heard by the City Council on February 27, 2023 for a first reading and was approved 5- 2, Lythcott-Haims, Tanaka No. No changes were made to the Ordinance; it is now before you for a second reading. ATTACHMENTS Attachment A: Amendment to PAMC 22.04.220 to regulate electric bicycles and electric coasting devices in City parks and open spaces APPROVED BY: Lesley Milton, City Clerk Item 4 Item 4 Staff Report        Item 4: Staff Report Pg. 1  Packet Pg. 66 of 196  *NOT YET APPROVED* 1 262_20221220_ts24 Ordinance No. ___ Ordinance of the Council of the City of Palo Alto Amending Section 22.04.220 (Bicycles and animals) of the Palo Alto Municipal Code to Prohibit the Use of Electric Bicycles in the City’s Parks Except as Permitted by Regulation. The Council of the City of Palo Alto ORDAINS as follows: SECTION 1. Findings and declarations. A. California Vehicle Code section 21207.5 prohibits the use of motorized bicycles and Class 3 electric bicycles “on a bicycle path or trail, bikeway, bicycle lane established pursuant to Section 21207, equestrian trail, or hiking or recreational trail, unless it is within or adjacent to a roadway or unless the local authority or the governing body of a public agency having jurisdiction over the path or trail permits, by ordinance, that operation.” B. In 2022, the State of California approved AB 1909, which amended California Vehicle Code section 21207.5 to allow the use of Class 3 electric bicycles in the areas listed above unless an agency adopts an ordinance prohibiting such use. This amendment will be effective January 1, 2023. C. The City Council now desires to adopt this ordinance to ensure the City can retain its authority to prohibit the use of electric bicycles in certain park and open space areas as permitted by AB 1909 and California Vehicle Code section 21207.5 as amended. SECTION 2. Section 22.04.220 (Bicycles and animals) of Chapter 22.04 (Parks and Recreation Building Use and Regulations) of Title 22 (Parks) is hereby amended as follows (new text in underline, deleted text in strikethrough): 22.04.220 Bicycles and animals. (a) No person shall operate, drive or ride a bicycle, electric bicycle (e-bike), unicycle, skateboard, roller skates, scooter, jogging stroller or other coasting device (including electric coasting devices), horse or any other animal in a park or open space lands except on established paths or walkways, unless as expressly permitted to do so pursuant to park regulations. (b) Persons riding horses shall properly dispose of horse manure dropped from the animal they are riding by removing it to the side of the levee, trail or road. (c) No person shall operate or use a skateboard, roller skates, scooter, jogging stroller or other coasting device in open space lands except on the Renzel Trail and other paved off-road multi- use trails. SECTION 3. If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this Ordinance and each and every section, subsection, sentence, clause, or phrase not declared invalid or unconstitutional without Item 4 Attachment A - Amendment to PAMC 22.04        Item 4: Staff Report Pg. 2  Packet Pg. 67 of 196  *NOT YET APPROVED* 2 262_20221220_ts24 regard to whether any portion of the Ordinance would be subsequently declared invalid or unconstitutional. SECTION 4. The Council finds that this project is categorically exempt from the provisions of the California Environmental Quality Act (“CEQA”) under sections 15301 (Existing Facilities). SECTION 5. This Ordinance shall be effective on the thirty-first date after the date of its adoption. INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: NOT PARTICIPATING: ATTEST: ____________________________ ____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ____________________________ ____________________________ Assistant City Attorney City Manager ____________________________ Director of Community Services Item 4 Attachment A - Amendment to PAMC 22.04        Item 4: Staff Report Pg. 3  Packet Pg. 68 of 196  City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Transportation Meeting Date: March 13, 2023 Report #:2302-1016 TITLE Adopt an Ordinance Adding an On-Demand Transit Fare Fee to the FY 2023 Municipal Fee Schedule – CEQA Status – Not a Project RECOMMENDATION Staff recommend adopting the attached ordinance amending the FY 2023 Municipal Fee Schedule to add the on-demand transit fare of $0 to $3.50 per ride. EXECUTIVE SUMMARY In accordance with the recent establishment of the pilot on-demand transit program Palo Alto Link (PAL), the attached ordinance will establish a per passenger trip fare range (from $0 to $3.50) to the Municipal Fee Schedule. BACKGROUND The Municipal Fee Schedule lists fees for City of Palo Alto services. Palo Alto Link begins service March 7, 2023 (with the first month’s rides free for all users). City Council held a Study Session on the program February 6, 20231 following a VTA grant award to provide the service. ANALYSIS The attached ordinance authorizes the fares for Palo Alto Link, the City’s new on-demand transit service. This ordinance does not make any changes to the fares as discussed previously when the contract with service provider Nomad was approved in December 2022, or from the study session held in January 2023. Initially, the fare will be free for about one month to introduce the service. After that, the regular fare for the service will be $3.50, but certain categories of riders, such as youth, low-income, and those with disabilities will be reduced to $1 per ride. The fare range of $0-$3.50 per ride is reflected in the attached ordinance and will 1 City Council Staff Report, February 6, 2023, https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=1067 Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 1  Packet Pg. 69 of 196  allow the City to adjust prices within that range for promotions, discounts, and other deals as the pilot moves forward throughout 2023 and 2024. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Item 5 Item 5 Staff Report        Item 5: Staff Report Pg. 2  Packet Pg. 70 of 196  *NOT YET APPROVED* 1 263_20230209_ts24 Ordinance No. ___ Ordinance of the Council of the City of Palo Alto Amending the Fiscal Year 2023 Municipal Fee Schedule to Add a New Fee for City’s On-Demand Transit Service The Council of the City of Palo Alto ORDAINS as follows: SECTION 1. Findings and Declarations. The City Council finds and declares as follows: A. The City plans to begin a new on-demand transit service in March 2023 called Palo Alto Link. City will charge a fee from free up to $3.50 per passenger trip. B. The fee in this ordinance will provide only a minority of the funding (approximately $340,000) for this service. This service is mostly funded through a VTA grant of $2 million. SECTION 2. The Council of the City of Palo Alto amends the Fiscal Year 2023 Municipal Fee Schedule by adopting the new fee for on-demand transit as set forth in Exhibit “A” and incorporated here by reference. SECTION 3. The fee in this Ordinance is for a specific government service provided directly to the payor that is not provided to those not charged and which does not exceed the reasonable costs to the local government of providing the service or product. Pursuant to Art. XIII C, Section 1(e)(2) of the California Constitution, this fee is not a tax. SECTION 4. The Council finds that this ordinance is not a “project” under CEQA because it has no potential for resulting in either a direct or reasonable foreseeable indirect change in the environment. // // // // // // // // Item 5 Attachment A - Ordinance Amending the FY23 Municipal Fee Schedule to Add On-Demand Transit Fare        Item 5: Staff Report Pg. 3  Packet Pg. 71 of 196  *NOT YET APPROVED* 2 263_20230209_ts24 SECTION 5. This ordinance shall be effective upon adoption as an amendment to the City’s FY23 budget. INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: ____________________________ ____________________________ City Clerk Mayor APPROVED AS TO FORM: APPROVED: ____________________________ ____________________________ Assistant City Attorney City Manager ____________________________ Chief Transportation Official ____________________________ Director of Administrative Services Item 5 Attachment A - Ordinance Amending the FY23 Municipal Fee Schedule to Add On-Demand Transit Fare        Item 5: Staff Report Pg. 4  Packet Pg. 72 of 196  *NOT YET APPROVED* 3 263_20230209_ts24 Attachment A Fiscal Year 2023 Municipal Fee Schedule Office of Transportation Fees On-Demand Transit (Palo Alto Link) Item 5 Attachment A - Ordinance Amending the FY23 Municipal Fee Schedule to Add On-Demand Transit Fare        Item 5: Staff Report Pg. 5  Packet Pg. 73 of 196  1 6 3 3 CITY COUNCIL STAFF REPORT From: City Manager Report Type: ACTION ITEMS Lead Department: Planning and Development Services Meeting Date: March 13, 2023 Report #: 2301-0888   TITLE Provide Direction on Permanent Parklet Program Regulations and Proposed Ordinance and Approval of Budget Amendments in the General Fund, CEQA status – categorically exempt (15301 and 15304(e)) RECOMMENDED MOTION Staff recommends that the City Council: 1.Review and provide direction on: a. The proposed changes to the parklet standards (Attachment A), including: i. Parklet size – maximum of 2 parallel parking spaces or 3 angled parking spaces (letter of consent required for extending beyond frontage consistent with previous October 2022 direction) ii. Heaters iii. Parklet location, eligibility, and design standards iv. Application requirements b. Parklet fees to be collected – specifically the Parklet License Fee (for use of the public right-of- way) 2. Amend the Fiscal Year 2023 Budget Appropriation for the General Fund by (2/3 supermajority approval): a. Increasing the Public Works Department expenditure appropriation for contract services by $85,000, and b. Decreasing the Budget Stabilization Reserve by $85,000. EXECUTIVE SUMMARY The development and management of parklets currently requires a high level of effort from multiple departments, which depending on council direction may increase. In October 2022, Council directed staff on next steps in the development of a parklet program. These steps included implementing the draft permanent parklet standards, extending the temporary program through June 2023 and implementing a letter of consent requirement.1 As staff have continued to develop and refine the parklet program and implement the letter of consent requirement, several added dimensions and parameters have arisen. These issues have surfaced important areas for Council direction as the City continues its parklet program including the potential changes to the parklet program standards and operations. One of the primary Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 1  Packet Pg. 74 of 196  1 6 3 3 issues is the overall size and scale of parklets and the suitability of the parklet regulations across varying sized parklets and structures. 1 and provide general feedback related to operational clarifications and design standards. Staff recommendations seek to focus Council feedback on: •Addressing the size and scale of parklets including a size limit for parklets up to 2 parking spaces. •Updating to heating, ADA, and application requirements for parklets. •Title 18 applicability •Specific guidance on the parklet cleaning and license fee for use of the public right-of-way. •Resources needed to support the parklet program temporarily with ongoing needs to be addressed in FY 2024. •Updating the Temporary Parklet Program administration and Letter of Consent  program.    hired.  An additional 0.5 FTE Engineering Technician III position will be proposed as part of the FY 2024 Operating Budget process in the Public Works Department to staff the next steps in program initiation and operations. The discussion of parklets applies only to streets that are open to vehicular traffic and the car- free street portion of Ramona Street; the discussion of at-grade dining on California Avenue is a separate topic that will be addressed through subsequent conversations about car-free streets. BACKGROUND restaurateurs.  2 were developed with a focus on reducing risk and maximizing safety for parklet patrons, motorists, and pedestrians. Due to the emergency nature of the program’s development, not all operational logistics and design standards were included.      1 Attachment A contains a redlined version of the parklet standards since the October 24th City Council meeting. Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 2  Packet Pg. 75 of 196  1 6 3 3 property owners, patrons, and residents are all contemplating parklets’ continuing presence in the public right-of-way and their role in the public realm over the long term. In tandem, businesses and property owners raised concerns over parklets’ permanent encroachment over neighboring business frontages regarding both enforcement of guidelines and lack of support/consent.                 program.   On June 23, 2020, the City Council adopted Ordinance No. 5500, which temporarily permitted businesses, such as restaurants, retail, and personal services to operate outdoors on both public and private property in lieu of normal zoning and parking requirements. Ordinance 5500 was adopted as an emergency ordinance based, in part, on the presence of restrictions prohibiting many indoor business operations due to the COVID-19 pandemic and associated Public Health guidelines. At the same time, the City Council approved Resolution 9909, which provided additional implementation guidelines for the pilot parklet program.  2022.  program.    The use of propane heaters – fire code requirements and compatibility with average parklet dimension and design.   Parklet fees – determining a fee for use of the public right-of-way, and an overview of other parklet fees.   Letter of consent – a requirement for a neighbor consent letter if the parklet extends past the parking space(s) directly in front of the permittee.    Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 3  Packet Pg. 76 of 196  1 6 3 3 staff to return with a recommendation for continuing propane use, establishing parklet fees, and limiting amplified sound to only come from buildings.         ad hoc subcommittee also provided feedback on June 1 st that informed the July ARB meeting. The July staff report, meeting minutes, and video are viewable on the City’s webpage3 4. The permanent program design standards (Attachment A) reflect the ARB’s input from these meetings including:   •allowing clear panels above 36 inches,   •prohibiting televisions and striking “shall not exceed 6 inches” from item IV.B.3.d. regarding the height of any plants contained within planters.  •Prohibiting tent-like structures and vinyl materials DISCUSSION/ ANALYSIS areas:  Applicability  fees  Budget Process spring.        A.     staff.   Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 4  Packet Pg. 77 of 196  1 6 3 3 Staff recommend that the local standards and streamlined process outlined in Attachment A be applied to permanent parklets, including the standards on the following topics:      a) Parklet Size    •Per the Palo Alto Municipal Code, any new structure over 350 square feet requires an automatic sprinkler system, which requires a water connection and separate fire permit. o Limiting the parklet size to a maximum of two parking spaces ensures that they stay under this 350 square foot limit and avoid the need to install a costly automatic sprinkler system. •Electrical panel load needs and lighting demands scale with parklet size and footprint – the size limitation and accompanying standards minimize these impacts. •There is an interest in balancing the public and private use of the public right-of-way and this size limit and accompanying standards help reach that balance. •A maximum parklet size allows staff to estimate occupancy increases with a parklet – discussed in greater detail below. •Limiting parklet size ensures that street sweeping can still take place on streets with parklets •A smaller streamlined parklet footprint limits encroachment over neighboring storefronts, providing greater certainty for businesses and staff.     Table 1. Neighboring Jurisdictions’ Parklet Size Restrictions   JURISDICTION PARKLET SIZE RESTRICTION  SAN MATEO  frontage.  Max. 2 parallel spaces or 4 angled spaces. MORGAN HILL  MENLO PARK  frontage. (Max. 2 parking spaces, can request more by exception)  Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 5  Packet Pg. 78 of 196  1 6 3 3 LOS ALTOS  Length of store’s frontage (developing alternative maximum of parking spaces as well) BURLINGAME  250 square feet (can be increased with approval from adjacent businesses if the parklet owner wishes to encroach past their store’s frontage).  CAMPBELL  Max. 2 spaces or width of store’s frontage (whichever is less) with requirement to use one of four parklet templates/design options provided by city-obtained architect.  Maximum of 16 parklets in downtown.  FREMONT  No greater than 750 square feet (no parklets extend beyond their frontage)) REDWOOD CITY  Limited to store’s frontage.  SAN FRANCISCO  Max. 2 parking spaces.    As seen in Table 1, many jurisdictions limit parklets size to the store’s frontage. This avoids any need to obtain a letter of consent. Retail stores and restaurants have footprints and frontages of differing sizes in Palo Alto and a parklet may not be able to function in every situation. In instances where there is support from a neighboring business and landlord, it may be beneficial to have the parklet extend beyond the store’s frontage. Greater discussion of letter of consent, including an update on the administration of this provision so far, occurs later in this report. Staff is not recommending requiring that permittees add additional bathroom capacity. The recommended limitation on parklet size would minimize impacts on existing restroom facilities. This approach is similar to parklet regulations in other jurisdictions. If Council wanted to explore adding a bathroom requirement based on the additional patron capacity that the parklet would generate, one option could be to reference the bathroom standards contained in the California Building and Plumbing codes for indoor facilities. Council may want to consider the feasibility (including space, cost, and practicality) of requiring additional bathroom facilities b) Heaters  Following Council direction, the proposed changes to the permanent parklet standards include the provision for propane heater use in parklets with a valid hazardous materials (HAZMAT) permit from the Palo Alto Fire Department (PAFD).      The use and storage of propane requires a HAZMAT permit with PAFD (requirements outlined in Table 2 below) to ensure compliance with safety regulations. None of the businesses with parklets have a permit to store and operate propane in parklets. The costs associated with propane heaters include the hazmat permit fee and the cost of propane tanks. The hazmat permit fee ranges from $500 to $3,000 annually depending on the quantity of propane being stored. In contrast, electric heaters would not require a hazmat permit but may require an upgraded electrical panel, which could cost approximately $3,000 to $5,000 based on discussions with local contractors.      The Office of Sustainability provided staff with metrics on the greenhouse gas impact of propane and electric heaters acknowledging the Council priority for climate change adaptation and protection.  •One propane tank emits 0.024 metric ton (MT) of carbon dioxide (CO2), which is the equivalent of driving ~60 miles (Environmental Protection Agency)   •Five propane heaters to heat an 800-square-foot patio from November to March emits approximately 20 tons of CO2 (Atmospheric Fund).   Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 6  Packet Pg. 79 of 196  1 6 3 3 •In Toronto Canada, widespread use of propane heaters for outdoor dining (where it is much colder than Palo Alto) comprises less than one percent of Toronto’s GHG emissions.    Regarding GHG emissions, the Office of Sustainability suggests electric outdoor heaters as the best option because the city provides carbon-neutral electricity. These heaters cost more up-front but save expenses in the long run due to lower operating costs and would have a lessened impact on the environment.    Table 2 below summarizes the key differences between propane versus electric heater use on parklets based on staff research since the October Council meeting. If propane is allowed on permanent parklets, HAZMAT permits and associated inspections by the PAFD would be required for all businesses with parklets that use propane heaters.    Table 2: Summary Propane vs. Electric Heaters     Propane   Electric    Requirements: HAZMAT permit:   •Submit parklet plans to PAFD showing how and where propane will be stored, where the heaters will be used, and the quantity of propane to be stored.   •Create California Environmental Reporting System (CERS) account and annually update propane use.   •Pay applicable permit fees ($500 to $3,000 annually)   •Store propane outside in secure metal cages (i.e., anchored to the ground) – propane cannot be stored on parklets, indoors, or in public right-of-way.  •Propane must be stored and operated 5 feet clear of flammable material.  •Propane must be use and stored a minimum of 5 feet from exits or exit discharge (10 feet from buildings having only one exit)  •Propane heaters cannot be used under roofs, canopies, or tents, etc.    •If businesses do not have an approved private outdoor storage area, all propane containers must be removed from the premises at the close of business every day.  •Undergo annual inspections.  Requirements:    •Must be an outdoor-approved type   •Must be located on the parklet in accordance with the manufacturer’s instructions and specifications.   •Electric heaters must be placed at least 3 feet away from any combustible materials.   •Must be plugged into an approved GFCI receptacle, no extension cords.  •A panel upgrade requires an electrical permit from the Building Department. Any electrical equipment must be listed and carry a product certificate for its intended use by a recognized electrical testing laboratory.       Cost:   Permit Fee: $500 to $3,000 annually (depending on the quantity of propane being stored)       Cost:   Electrical Panel upgrade (if needed) one-time estimated cost: $3,000 to $5,000   GHGs:   0.024 MT of CO2 emissions per propane tank   GHGs:   Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 7  Packet Pg. 80 of 196  1 6 3 3 Net-neutral – the City provides carbon-neutral electricity   c) Parklet Location, Eligibility, and Design As mentioned above, staff have continued to refine the permanent parklet standards, including changes to the parklet location, eligibility and design standards. First, following Council direction, the proposed changes to the permanent standards limited parklets to the University Ave and portions of the California Ave downtown open to vehicular traffic. Second, staff recommend increasing the minimum setback from alleys, driveways, and lanes from 2 feet to 15 feet to increase vehicular and pedestrian visibility. Third, staff have provided additional and specific details on the ADA requirements for parklets including visual graphics of accessible table and chair requirements as well as a template floorplan to illustrate the requirements on parklets. d) Application Requirements  The proposed permanent standards include four proposed changes to parklet application requirements, specifically: •Letter of Consent Requirements: Incorporating previous Council direction, the parklet standards have been revised to require a neighbor letter of consent for parklets that are more than half of a parking space in front of their neighboring business’ frontage. Staff were also directed to implement the letter of consent requirement in the temporary parklet program starting January 1st, 2022 (a summary of this effort is described below under (3) temporary parklet program administration and letter of consent). •Parklet applications with a roof will require a licensed architect, civil, or structural engineer who is registered in the State of California, to stamp and sign a roof framing plan and associated calculations, as well as conduct an at-field observation prior to occupancy. •Insurance requirements for businesses with a parklet are recommended to increase from $1 million to $2 million liability coverage (staff anticipate this increase would translate to an additional $2,000 to $3,000 annual cost increase to businesses with parklets). •With accompanying exemptions from Title 18, discussed next in this report, a CUP amendment will not be required to extend alcohol service into a parklet.   2. Title 18 Exemptions for Parklets Staff have also identified some areas of the Palo Alto Zoning Code that require changes to accommodate the permanent parklet program and exempt parklets from some existing provisions of the City’s zoning code. Currently, the expansion of alcohol service from an existing restaurant space into a larger area requires a Conditional Use Permit (CUP) amendment per PAMC Title 18, Zoning. Staff is preparing to present to the Planning and Transportation Commission (PTC) on with a draft section of the permanent program ordinance stating that parklets do not require an amendment to an existing CUP for alcohol service but are subject to the same conditions of approval that currently apply to the food serving use. Staff are also proposing that parklets be exempt from these other provisions of Title 18:   •Parking 18.52.040 – parklet does not count toward a business’ square footage for off-street parking or parking assessment district and outside of PADs    •ARB 18.76.020(b)(1) – parklets are deemed an over-the-counter project, and therefore exempt    Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 8  Packet Pg. 81 of 196  1 6 3 3 Parklets are also proposed to be exempt from sign review in 16.20.100(a) – prohibited locations.  Title 16 changes do not require review by the PTC.     3. Parklet Fees  including:  a)An initial application fee of $2,000 to $2,250  b)An annual renewal fee of $750 to $1,000  c)A cleaning fee   d)A fully refundable deposit of $3,000  e)A license fee for use of the public right-of-way.     below. Staff seek specific guidance on the cleaning fee and license fee for use of the public right-of-way.      Initial Application Fee   complaints.      Annual Renewal Fee   complaints.      Cleaning Fee   time.         Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 9  Packet Pg. 82 of 196  1 6 3 3    area:    Frequency   Annual Cost   Monthly*   $59,040   Semi-monthly   $100,680   Weekly   $149,040    *Current frequency      quickly.      Deposit Fee         License Fee   use.     Mateo.     CoStar. Table 3 summarizes three different rental rate options and yields an annual fee per parking space used in a parklet. Table 4 demonstrates the parklet fee options based on the level of discount the City could assign to each fee. At the October meeting, Council indicated interest in permanent parklet fees falling in line with peer jurisdictions. Table 5 summarizes all five parklet fee components and compares them to other peer cities that have also required a license fee for the use of the public right-of-way.        Table 3: Fee Comparison Using Palo Alto Retail Rental Rates      Ground Floor Retail Rental Rates*   RATE/SQFT   COST/SPACE   (160 sqft)   COST/PARKLET   (320 sqft)   Downtown (DT)  *Includes Stanford Shopping Center      $12,595   $25,190  Non-Downtown (NDT)     $8,947  $17,894  Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 10  Packet Pg. 83 of 196  1 6 3 3 All Palo Alto (APA)  $71    $11,419    $22,839  Source: 2022 average rental rates   Note: the average parallel parking space is 160 square feet Table 4: Parklet Fees after Discount       RATE/SQFT COST/SPACE COST/PARKLET Discount DT NDT APA DT NDT APA DT NDT APA 90% $8 $6 $7 $1,260 $895 $1,142 $2,519 $1,789 $2,284 80% $16 $11 $14 $2,519 $1,789 $2,284 $5,038 $3,579 $4,568 70% $24 $17 $21 $3,779 $2,684 $3,426 $7,557 $5,368 $6,852 60% $31 $22 $29 $5,038 $3,579 $4,568 $10,076 $7,158 $9,135 50% $39 $28 $36 $6,298 $4,474 $5,710 $12,595 $8,947 $11,419 40% $47 $34 $43 $7,557 $5,368 $6,852 $15,114 $10,737 $13,703 30% $55 $39 $50 $8,817 $6,263 $7,994 $17,633 $12,526 $15,987 20% $63 $45 $57 $10,076 $7,158 $9,135 $20,152 $14,316 $18,271 10% $71 $50 $64 $11,336 $8,052 $10,277 $22,671 $16,105 $20,555 0% $79 $56 $71 $12,595 $8,947 $11,419 $25,190 $17,894 $22,839   Note: Dollar amounts represent annual rates   Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 11  Packet Pg. 84 of 196  1 6 3 3 Table 5: Peer Jurisdiction Fee Comparison   Palo Alto Los Altos Burlingame Mountain View Redwood City San Mateo Staff fees             Initial Application Fee $2,250 $500   $769 $2,226 $500 Annual Renewal fee $1,000     $205 $583   Cleaning Fee     $3,000 $576     License Fee*   $3/sqft $5/sqft $6/sqft $10.16/sqft $1.56/sqft License Fee (160sqft)   $480 $800 $960 $1,625.60 $249.60 License Fee (320sqft)   $960 $1,600 $1,920 $3,251.20 $499.20 Refundable deposit $3,000           Total 1st year (160 sqft) $5,250 $1,460 $4,600 $3,265 $5,477.20 $999.20 Total ongoing (320 sqft) $1,000 $960 $4,600 $2,701 $3,834.20 $499.20 *Note: Where a jurisdiction did not specify a fee per square foot, the $/sqft was calculated by dividing the total license fee by the average parking space size to determine the $/sqft indicated here. Therefore, these fees may not exactly match their respective jurisdictions’ fee schedule. In the future, it is possible that additional permit fees may be required to recover the costs of moving existing bike racks to allow parklets to operate in the adjacent right-of-way, but such costs are unable to be quantified at this time. As the permanent program is developed and implemented the Office of Transportation will monitor these costs and may bring forward a future request to adjust permit fees if needed. Staff anticipates bringing forward these fees for Council review and approval as part of the FY 2024 Municipal Fee Schedule.   4. Amendments to the Fiscal Year 2023 and Recommended Actions in the FY 2024 Budget Process to Address Program Management Administering the program has required significant staff resources and time. Public Works needs staffing resources to implement the permanent parklet program, including permit review, enforcement, outreach, inspection, administration, as well as manage the program on an on-going basis. Staff expects a large percentage of the existing 35 parklet permit holders will transition to the permanent program. Additionally, as restaurants open and close, processing new applications and ensuring abandoned parklets are disposed of properly will be important.      These efforts require dedicated staff to take the lead managing applications that sometimes require multiple revisions. This person will serve as the first and single point of contact for permit holders or applicants that have questions, as well as members of the public who have questions or complaints.     Staff support will require a new part-time position, a 0.5 FTE Engineering Technician III, for the Public Works department. In FY 2023, this will be funded through vacancy savings as an overstrength position and in FY 2024 will be recommended to be formalized as part of the budget process. The cost of the position is expected to be covered by the cost recovery fees outlined above. Additionally, staff request additional funding of $85,000 in FY 2023 to get the program launched more quickly to hire a consultant to facilitate the program until a permanent staff person can be hired and trained.     Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 12  Packet Pg. 85 of 196  1 6 3 3 5. Update on Temporary Parklet Program Administration and Letter of Consent Over the past two and a half years, over 40 temporary parklet permits have been issued, including permit review, enforcement, inspection, administration - i.e., collection applications and insurance certificates – and ongoing program management. Starting January 1, 2023, staff began work to implement the Council’s October 24, 2022, motion to require Letters of Consent (LOC) for parklets that are more than half of a parking space in front of their neighboring business’ frontage. Letters and emails were sent to all parklets owners based on their LOC requirement. This effort has taken more than 160 hours of additional work by Public Works staff and additional hours from other departments. Below is a status update for the parklets as of March 1.    Restaurants that required Letters of Consent – (15):  •8 businesses are complete    •1 business has closed and their parklet needs to be removed    •1 business no longer wants the parklet anymore and is going to remove it    •1 business has not built their parklet yet and needs to obtain LOC before they can build parklet    •4 business are unable to obtain the LOC and need to resubmit parklet plans to reduce their existing footprint       Parklet owners that were unable to obtain Letters of Consent originally were given a deadline of March 6 to submit revised permit applications and plans reflecting a compliant parklet. Given the proximity of that date to the Council’s discussion, staff notified the four affected businesses that the March 6 date has been extended to March 31. Once revised applications and plans are submitted, time will be needed for City review and approval, followed by an additional time allowance before any physical changes are required.    In addition, the City reached out to the remaining parklet owners (those who do not require a Letter of Consent) to renew their existing permit under the pilot program and supply current insurance certificates.        Updated permit applications & Insurance only – (26):  •7 businesses had expired permits and never built the parklets; staff emailed them to inform them that their permits were expired and void, and would need to reapply if they wanted to build a parklet in the future   •19 business were emailed that revised applications and current insurance were needed by January 31   o 15 businesses have submitted revised applications and insurance and are complete   o 3 businesses – have submitted revised applications and insurance that are still under review   o 1 business has yet to respond to any communication from the City and fines will be administered starting March 14 if no paperwork is turned in before then. POLICY IMPLICATIONS Overall, the permanent parklet program team requests the City Council to decide how it wants to allocate the use of public space and which local standards should be applied to these structures. Specifically, the permanent parklet program seeks to identify under what conditions, terms, and specific portions of public streets can be used by private restaurants for outdoor dining. The thoughtful establishment of how to steward the resource of public space requires careful consideration of many aspects of the program.    Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 13  Packet Pg. 86 of 196  1 6 3 3   For some residents and merchants alike, the availability of public on-street parking spaces remains a concern. Some worry that permanent parklets will reduce the availability of parking spaces, making it difficult to park and reducing the number of customers. These concerns can partially be addressed through the annual application period which can allow City staff to consider the locations of parklets and potential impacts on parking availability. In addition, efforts to ensure public garages and lots can be easily accessed and located will ensure customers and visitors traveling by car can easily park their vehicles.  The annual application process is also an opportunity to address any outstanding compliance or enforcement issues with parklet operators. FISCAL/RESOURCE IMPACT The permanent parklet program will require dedicated program funding and staffing resources not currently approved or allocated. If the parking space lease rate is set at a competitive rate, parklets will continue to be a part of the local landscape and generate annual revenues that can help fund program costs, including staff. Staff can ensure ongoing compliance, collect annual fees and charges, provide support to applicants and inter-departmental staff, respond to disruptions or challenges, and ensure the program remains a part of Palo Alto’s vibrancy through ongoing attention. Staff anticipates that at minimum a half-time position, funded by program revenue, will be needed to accomplish administration of this new permanent program and the necessary duties.  In order to project revenue generated by the parklet program, staff will need a better understanding of the preferred license rate (as discussed above). With that information, the City will be better able to estimate how much revenue might be anticipated and when the revenue may be received. Revenue adjustments will be brought forward as part of the development of the Fiscal Year 2024 Operating Budget.       To date, the pilot parklet program has operated on an interim basis, not charging fees for the permits or for using the sidewalks and roads. In addition, department budgets have absorbed the cost to administer the pilot program. While departments have temporarily absorbed the cost of the pilot program, the permanent program requires dedicated resources and staffing capacity.     This program will require a new part-time position, a 0.5 FTE Engineering Technician III, for the Public Works department that will be funded through vacancy savings as an overstrength position in FY 2023. In the FY 2024 budget process, staff will legitimize the addition of this position in the Public Works Department to staff the program. The ongoing annual cost would be approximately $75,000, and covered by revenue collected from the recommended parklet fees.     Additionally, staff requests a one-time appropriation of $85,000 from the General Fund in Fiscal Year 2023 to hire a consultant to assist with permanent program initiation and implementation until the new permanent staff person can be recruited and trained.       Decisions on the parklet program requirements and design standards affect coordination required between various departments. Once direction is provided by the City Council, staff will return to Council for adoption of the parklet application and renewal fees based on actions taken. Once Council makes final decisions on parklet program parameters, final fees for parklet applications and renewals will be finalized based on coordination required with other departments and established through a separate item.   Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 14  Packet Pg. 87 of 196  1 6 3 3 STAKEHOLDER ENGAGEMENT As discussed earlier in this report, the Architectural Review Board provided feedback on the standards. Additionally, on April 27, 2022, staff met with nine (9) members of the Palo Alto business community to provide of preview of proposed permanent parklet program standards. The group included restaurant owners and property owners in the Downtown and one restaurant/business owner from California Avenue. Staff reviewed key areas of change being proposed to city decision-makers for feedback. The key topics and corresponding feedback from the meeting are summarized below:   •Design Standard Feedback: Concerns over the cost, maintenance, and visual limitations of planters and landscaping on parklets. Strong preference for allowing sidewalls on parklets.  •Power Supply Feedback:  Concerns over cost of electric connectivity and potential retrofitting and a preference for continued propane use.  •Program Cost Feedback: Mixed feedback with some expressing the cost should be free given the revenue being provided to the City through sales tax, and others suggesting a fee is appropriate for the private use of public space.     In addition to focused feedback, general comments included an interest in example parklet plans that businesses could reference for their applications, and a suggestion that the design guidelines be flexible enough for future tenants to assume a parklet without the need for significant retrofitting.       Staff have taken these comments into consideration and addressed them throughout the development of the permanent program. Additionally, the permanent program is informed by the experience of 35 parklets that now exist throughout Palo Alto and a review of permanent parklet programs in other cities. Staff carefully considered how to balance safety, aesthetics, the public realm, and the needs of local businesses and the public. ENVIRONMENTAL REVIEW The pilot parklet program is categorically exempt from California Environmental Quality Act (CEQA) under CEQA Guidelines Sections 15301 (existing facilities) and 15304(e) (minor temporary use of land having negligible or no permanent effects on the environment). Staff will determine the required CEQA analysis of the permanent parklet program going forward.         ATTACHMENTS Attachment A - Draft Palo Alto Permanent Parklet Program Standards (redlined) Attachment B - Draft Palo Alto Permanent Parklet Program Standards APPROVED BY: Jonathan Lait, Planning and Development Services Director Item 6 Item 6 Staff Report        Item 6: Staff Report Pg. 15  Packet Pg. 88 of 196  1  DRAFTPALOALTOPERMANENTPARKLETSPROGRAM I. INTRODUCTION TheCityofPaloAltohasdevelopedaPermanentParkletProgramthatwillallowforparkletinstallations ineligibleareasofPaloAlto.Theprogramisdesignedwiththeintendedpurposeofsupportingthe vibrancyofthepublicrealmandenhancingthecivicexperienceofdiners,pedestrians,motorists,and cyclists. Thefollowingstandardsoutlinetherequirementsforparkletinstallationincluding,location,materials, anddesign.TheCityofPaloAltowillreviewallparkletpermitapplicationsandwillonlyapproveparklets thatareabletomeetthestandards.Duetotheuniquecircumstancesofeachproposedparkletlocation, someparkletsmayrequireadditionalreviewbykeydepartments(asoutlined). Allparklets—includinginstallationspreviouslyinstalledunderthepilotparkletprogram—willrequirea newPermanentParkletPermitfromtheCityofPaloAlto.Applicationrequirementsareoutlinedin SectionIV(A)SubmittalRequirements. Parkletsarepermittedinconjunctionwithlegallyexistingandpermittedeatinganddrinking establishmentusesaswellascommercialusesincludingretailandfitnessestablishments.Anyandall businessactivitymustbecontainedwithintheparkletspaceandnotencroachintothesidewalk,public rightͲofͲway,orroadway. II. GLOSSARY Duetotheuniquedesignandplacementofparklets,thereareseveraltermswithdistinctmeaningsthat shouldbeunderstoodinordertoimplementthestandards. 1. Enclosure—Protectivebarrierthatfollowstheparkletedge. 2. PlatformEdge—Theoutermostedgeoftheparkletplatform. 3. ParkletFootprint—Thetotalareawithintheparkletplatformedgethatcanbeutilizedbya projectapplicant. 4. Platform—Baseoftheparkletthatisatgradewiththesidewalk. 5. TravelLane—Portionofthestreetwithactiveautomobiletraffic. Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 16  Packet Pg. 89 of 196  2   FIGURE1:KeyTerms     III. LOCATIONANDSETBACKREQUIREMENTS A. Location Thelocationofaparkletisdependentontheeligibilitycriteria,whichvariesbasedonthetypeof parkingspaceaparkletwilloccupy(parallelparkingspaces,angledspaces,andnonͲstandardspaces). 1. Eligibility a. ParkletsareonlypermittedintheUniversityAveandCaliforniaAvedowntown areas a.b. Parkletsareonlypermittedonstreetswithspeedlimitsof25mphorless. b.c. Parkletsareonlygenerallypermittedonstreetswitharunningslope(grade)offive5 percentorless. c.d. Parkletscannotbeinstalledinanyportionofatravellaneatanytime. d.e. Whenlocatednearanintersection,parkletsmustbelocatedatleast20feetfrom therearmostboundaryofacrosswalkatthenearestintersectionofthestreet corner.Ifthereisanexistingplanterinthecurblanewithin20feetofthe crosswalks,thisdistancemaybereduced.ExceptionswillbeconsideredonacaseͲ byͲcasebasis. f. ParkletsarenotpermittedinanyexistingIntheeventarestrictedarea(i.e.,loading zone,noparkingzone,buszone,etc.).isbeingproposedtobeusedasspacefora parklet,theOfficeofTransportationshallmeetwiththeapplicanttoevaluate relocationoftherestrictedarea.Relocationoftherestrictedareamaynotbe possible. g. Parkletsmustbelocateddirectlyinfrontoftheparkletoperator’sstorefront.   Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 17  Packet Pg. 90 of 196  3  2. Size a. Parkletswithinparallelparkingspacesarepermittedtooccupyupto2parking spaces. e.b. Parkletswithinangledparkingspacesarepermittedtooccupyupto3parking spacesorthewidthoftheapplicant’sstorefront,whicheverisless. 2.3. ParallelParking a. Standardparallelparkingspacedimensionsareasfollows: i. Parallelparkingspaceadjacenttoacurb:8Ͳfeetwideand20Ͳfeetlong ii. Parallelparkingspaceadjacenttoawall:10Ͳfeetwideand20Ͳfeetlong a.b. Forparallelparkingspaces,theparkletstructuremustbesetback48inches(4feet) fromadjacentmarkedparkingspaces. b. Itisrecommended,thoughnotrequired,thataparkletconsistofatleasttwo contiguousparallelparkingspaces. c. Theplatformedgeshallbe2feetbackfromtheouteredgeoftheparkingspaceit occupies.ForallparallelparkingspaceslocatedonpublicstreetswithintheCityof PaloAlto,thisshallbe2feetfromtheexterioredge(closesttotraffic)ofmarked parkingT’s(wheretheyexist).ThisisshowninFigure2. d. Innocaseshallaparkletbeplacedwithinthe2Ͳfootareameasuredfromtheouter edgeoftheparkingspace.These2feetshallbekeptclearatalltimes.Theonly objectswhichshalllawfullyoccupythisspacearereflectivedelineatorposts,ortheir equal. e. Parallelparkingspacesadjacenttoacurbtypicallymeasure8feetwideby20feet long.Thedimensionsofaparkletinoneparkingspacecouldbe6feetwideand12 feetlong.Thisisbecauseofthe2Ͳfootsetbackfromtheouteredgeoftheparking space,andthe4Ͳfootsetbacksfromtheadjacentparkingspaces. f. ParallelparkingspacemeasurementsmayvaryacrosstheCityofPaloAlto.Asa resultofthisvariation,someparkletsmaymeasurelessthan6feetwide.Ifthe existingparkingstallwidthislessthan8(eight)feet,theparkletshallbe2feetless thantheparkingstallwidth. ParkletslocatedinthedowntownareathatarebetweenabulbͲouttreeplanterdo notrequirea4Ͳfootsetbackfromtheadjacentparkingspaces.   Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 18  Packet Pg. 91 of 196  4  FIGURE2:DimensionsofaParallelParkingSpaceParklet  3.4. AngleParkingSpaces a. Standardangledparkingspacedimensionsareasfollows: i. 45Ͳdegreeangleparkingspace:8.5Ͳfeetwideand21.2Ͳfeetlong ii. 60Ͳdegreeangleparkingspace:8.5Ͳfeetwideand19.7Ͳfeetlong iii. 75Ͳdegreeangleparkingspace:8.5Ͳfeetwideand20.2Ͳfeetlong iv. 90Ͳdegreeangleparkingspace:8.5Ͳfeetwideand17.5Ͳfeetlong a.b. Aparkletinanangleparkingspaceshallconsistofupto3contiguousanglesparking spacesorthelengthoftheapplicant’sstorefront,whicheverisless.atleasttwo contiguousanglesparkingspaces. b.c. Aparkletplatformshallbe3feetbackfromtherearedgeoftheexistingangled parkingspace.ForangledparkingspaceslocatedonpublicstreetswithintheCityof PaloAlto,thisshallbe3feetfromtheexterioredge(closesttotraffic)ofthemarked parkingstall.ThisisshowninFigure3. c.d. Innocaseshallaparkletbeplacedwithinthe3Ͳfootareameasuredfromtherear edgeoftheparkingspace.These3feetshallbekeptclearatalltimes. d.e. Theonlyobjectswhichshalllawfullyoccupythisspacearereflectivedelineator posts,ortheirequal. f. Forangledparkingspaces,theedgeoftheparkletmustbesetback3feetfromthe adjacentparkingspaceoneitherspace. i. AngledparkingspacemeasurementsmayvaryacrosstheCityofPaloAlto. Asaresultofthisvariation,someparkletsmaymeasurelessthanthe standard8.5Ͳfeetwide.Iftheexistingparkingstallwidthislessthan8.5Ͳfeet, theparkletshallbesetback3feetfromtheparkingstallstriping. i.ii. FornonͲstandardangledparkingspaces,theedgeoftheparkletstructure mustbesetback3feetfromtheadjacentparkingspaceoneitherside.(This Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 19  Packet Pg. 92 of 196  5  appliestoallangleparkingspacesalongUniversityAvenueasnearlyallare substandard). FIGURE3:DimensionsofanAngledParkingSpaceParklet  AnonͲstandardparkingspaceisanangleorparallelspacethatdoesnotmeettheCityofPaloAlto’s standardwidthorlengthforparkingspaces.Standardparkingspacedimensionsareasfollows: Parallelparkingspaceadjacenttoacurb:8Ͳfeetwideand20Ͳfeetlong Parallelparkingspaceadjacenttoawall:10Ͳfeetwideand20Ͳfeetlong 45Ͳdegreeangleparkingspace:8.5Ͳfeetwideand21.2Ͳfeetlong 60Ͳdegreeangleparkingspace:8.5Ͳfeetwideand19.7Ͳfeetlong 75Ͳdegreeangleparkingspace:8.5Ͳfeetwideand20.2Ͳfeetlong 90Ͳdegreeangleparkingspace:8.5Ͳfeetwideand17.5Ͳfeetlong AngledparkingspacemeasurementsmayvaryacrosstheCityofPaloAlto.Asaresultofthisvariation, someparkletsmaymeasurelessthanthestandard8.5Ͳfeetwide.Iftheexistingparkingstallwidthisless than8.5Ͳfeet,theparkletshallbe3feetlessthantheparkingstallwidth. ForanynonͲstandardparkingspace,theOfficeofTransportationstaff,inpartnershipwithPublicWorks, willreviewplansforsuchsites;thismayincludeasitevisit.Theadditionalreviewwillhelpmaximizethe parkletwhilemaintaininganadequatetravellane. Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 20  Packet Pg. 93 of 196  6  B. ParkletSetbacks  1. Setbacks a. Asstatedabove,allparkletsinparallelparkingspacesmustbesetback4feetfrom theadjacentparkingspaces.Thissetbackshallbedelineatedbyaconcretewheel stopaffixedtothestreet(seefigure2aboveand‘TrafficSafety’below). b. Asstatedabove,allparkletsinangledparkingspacesmustbesetback3feetfrom adjacentparkingspacesand3feetfromtherearedgeoftheparkingspace(see figure3). c. Allparkletsarerequiredtoinclude2Ͳfootsetbackfromadjacentdriveways,as measuredfromthehighestpointofthecurbcut(i.e.,thetopoftheadjacent drivewaywing). d. Parkletsareprohibitedinfrontofactivedrivewaysor,onstreetcurvescurvedstreet segments.,orhillswherehorizontalorverticalsightͲdistanceisasafetyissueas determinedbytheOfficeofTransportation. e. Thesetbackmaynotcontainseating. 2. SidewalkArea a. Neithertheconstructionnoroperationoftheparkletshallinterferewith,obstruct, orotherwisediminishtheadjacentsidewalkandpedestrianpathoftravel. b. Allwalkwaysandsidewalksshallmaintainatleast8(eight)feetclearpathoftravel. c. Aparkletcannotoperateinconjunctionwithsidewalkdining.Eligibleapplicants mustelecttooperateaparkletorsidewalkdining.Thisensuressidewalksremain openandavailableforpedestriantravel. d. Thesetbackmaynotcontainseating  C. OtherLocationCriteria 1. ProximitytoUtilitiesandPublicFacilities a. Parkletsmustnotblockpublicutilities,busstops,driveways, telecommunicationvaults,orotherinͲgroundinfrastructure. i. Parkletsshallnotbeplacedovergasmainorgasservicesdueto potentialhazards. b. Parkletslocatednexttoalleys(asdefinedunderPAMC18.04.030(a)8)must besetbackatleast15(fifteenfive)feetfromthedriveway,asmeasuredfrom thehighestpointofthecurbcut(i.e.,thetopoftheadjacentdrivewaywing). theoutsideedgeofthedrivewayasmeasuredfromthecurbface/gutter flowline. c. Parkletsshallbeplacednocloserthan50linearfeetfromabusstoploading zone. d. Parkletsshallbeplacednocloserthan15linearfeetfromfirehydrants. e. Parkletsshallnotbeplacedwithina5Ͳfootradiusofamanholecoverto allowformaintenanceaccess. f. Parkletsshallbeplacednocloserthan5linearfeetfromastormdraincatch basin.Parkletconstructionanddesignmustallowaccesstothecatchbasin andshallnotobstructthecatchbasin. Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 21  Packet Pg. 94 of 196  7  g. Intheeventaproposedparkletlocationisinconflictwithpublic infrastructure(i.e.,publicsignage,benches,etc.),thePublicWorks Departmentshallmeetwiththeapplicanttoevaluaterelocationofthe infrastructure.Relocationofanyinfrastructuremaynotbepossible. 2. FireSafety a. NoportionoftheparkletorassociatedseatingshallblockFDCorassociated equipment. b. ThebBusinessaddressshallbevisiblefromthestreetandcannotbefully obstructedbytheparkletandassociatedmaterials. 3. StreetTrees a. Anyportionoftheproposedparkletmustmaintainthefollowingclearances fromexistingstreettrees: i. Horizontalclearanceequaltoa2twoͲfootradiusaroundthetreewell. Thisdoesnotapplytoraisedtreewells. ii. Verticalclearanceof3feetmeasuredfromthehighestpointofthe parklet(ifproposingaparkletwitharoof). iii. Atnotimeshalltherebematerialsplacedinthetreewellareaor withinCityplanters. b. Todiscouragepatronsfromsteppingontreewellsandpossiblydamaging treeroots,whereneeded,arailingshallbeinstalledontheparkletplatform adjacenttothetreewell.Thiswillalterthepathpatronstravel,limiting personssteppingonthetreeroots. 4. BikeFacilities a. Bicycleracksorotherbicyclefacilitiesshallnotberemoved,madeunusable, orotherwisedisturbedorobstructedbytheconstructionoroperationofa parklet. i. Anyparkletdesignthatproposessuchdisruptionshallrequirereview byandapprovaloftheOfficeofTransportation.Relocationofan existingbicyclefacilitymaybesubjecttoadditionalfees. b. Applicantsareencouragedtoincorporatebikeparkingintotheirparklet design. 5. Accessibility a. Thesidewalkandparkletpathoftravelmustcomplywiththeappropriate AmericanswithDisabilitiesAct(ADA)andCaliforniaBuildingCode(CBC) chapter11Baccessibilityprovisions.(SeeSectionIV.5) b. TheparkletpathoftravelmustcomplywithCBCchapter10exiting requirements.     Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 22  Packet Pg. 95 of 196  8  IV.PARKLETDESIGN Thefollowingguidelinesdescribeboththesafetyanddesignrequirementsforparkletapplications includingstandardsfor: A. Platform B. Enclosure C. TrafficSafety D. Furnishings&Fixtures  A. Platform  1. Structural a. Parkletsshallbeconstructedwithqualitymaterialsandshallbeofnaturaldurable wood(suchasredwood,cedar,etc.),preservativetreatedwood,orother engineeredmaterialsuitableforexteriorconditions. b. Theparkletplatformmustsupport100poundspersquarefootofliveload. c. Allfasteninghardwareandfastenersadjacenttoandintopreservativetreatedwood mustbemadeofoneofthefollowing:hotͲdippedzinccoatedgalvanizedsteel, stainlesssteel,siliconbronze,orcopper. 2. Drainage&Ventilation a. Theundersideoftheplatformshallbeconstructedtoallowforseasonaldrainage. b. Adequatecrossventilationshallbeinstalledtoallowforthesurfacetodrywithin12 –24hours. c. OpeningsundertheplatformshallbescreenedwithcorrosionͲresistantmaterial withamaximumonequarter0.25Ͳinchmesh. d. Parkletsshallnotimpedetheflowofcurbsidedrainage.Theparkletdesignshall includeaminimum6.5Ͳinch”wideclearancefromsidewalkcurbalongtheentire lengthoftheparklet.Openingsateitherendoftheparkletshallbecoveredwith screenstopreventdebrisbuildupbeneaththeparkletandinthegutter.Theclosure 2xdeckingcanberemovableforeasyaccessforunderplatforminspectionas needed.SeeFigure4forsuggestedplatformattachmentdesigndetails. 3. PlatformAttachment a. TheparkletshallbeanchoredtotheCitystreetand/orcurb.Anyanchoring proposedintothepublicstreetwillrequireUndergroundServiceAlert(USA) markingsandadditionalstaffreview.Platformsystemshallbeanchoredat maximumof6’Ͳ0feetapartineachdirectiontotheroadwaytoavoidmovement duringanearthquake.SeeFigure4. i. Limitanchoringto6Ͳ12inchesembedmentinthestreet. b. Thegratesupportalongthecurbfaceshallbeanchoredtothecurb.Theanchor shallbeinstalledperpendiculartothecurb(perthedetailprovidedinfigure4). i. ThemannerofanchoringshallbethroughapreͲdrilledholeintothecurb andaconcreteanchorbolt.Limitanchoringto3Ͳ4inchesembedmentinthe curb. Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 23  Packet Pg. 96 of 196  9  FI G U R E 4: Pl a t f o r m At t a c h m e n t De t a i l  Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 24  Packet Pg. 97 of 196  10  4. Roofs a. Structural i. Completeroofframingplan,whichincludeshorizontalandverticalbracing, isrequiredtobesubmittedwithstructuralcalculationsthatmeetthe standardsinthe2022CaliforniaBuildingCode.Alicensedarchitect,and/ora civiland/orstructuralengineerwhoisregisteredintheStateofCalifornia, shallstampandsigntheplanandassociatedcalculations,aswellasconduct anonsitestructuralobservationtoensuretheroofstructuralsystemandits supportingelementswerebuiltaccordingtotheplanspriortooccupancy. ii. Allconnectorhardwareandfastenersshallberesistanttocorrosionand listedascompatibletotheframingmaterial. iii. Roofsmaybeasoliduniformmaterialoropenconstruction(i.e.,trellis, pergola,etc.) iv. Roofsshallnotbeattachedorconnectedtoabuilding. v. Roofsshallslopetowardthestreettoensurerainwaterdrainsintothe street. vi. Guttersandrainleadersarerequired. vii. Roofsshallnotextendoverthepublicsidewalk. viii. TherRoof’souteredgesalongthetravellanemayextend6inchesbeyond parkletfootprintat8feetorabovetoallowforattachmentoftherain leadersandguttersonly. b. Height i. Theroofshallbeaminimumheightof8feetprovidedtheadjacentsidewalk isatleast8feetwide.Iftheadjacentsidewalkislessthan8feetwide,the applicantwillneedtoconsultwiththePaloAltoFireDepartment. ii. Aparkletroofshallmeasurenotallerthan12feet,asmeasuredfromthe platformgrade. c. Materials i. Rooftopmaterialmaybeofplywoodsheathing,polycarbonatesheets,or sheetmetal. 1. Ifplywoodsheathingisused,itmustbepaintedorstained. ii. Iffabricshadesailsorsimilarfabriccoveringsareproposed,thefabriccover shallbelimitedtothetopportionoftheparkletandnotextendto additionalsidesperpendiculartothestreetorsidewalk.Allfabriccoverings shallbeofallͲweatherandflameretardantmaterialsexcludingvinyl. iii. Roofmaterialmaybeasoliduniformmaterialoropenconstruction(i.e., trellis,pergola,etc.). iv. Allexposedwoodisrequiredtobetreatedforexposuretoweather. 5. Accessibility a. TheparkletshallcomplywiththeAmericanswithDisabilitiesAct(ADA). b. Thesurfaceoftheparkletplatformmustbeflushwiththeadjacentsidewalkwitha maximumgapofonequarter0.25inchesandonequarter0.25inchesvertical tolerance. c. Aminimum4ͲfootͲwideaccessiblepathoftraveland5ͲfootͲdiameter(60inches) turnaroundspacemustbemaintainedwithintheparklet. Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 25  Packet Pg. 98 of 196  11  d. Anyabruptchangesinelevationexceeding4inchesalonganaccessiblepathof travelshallbeidentifiedby6ͲinchͲtallwarningcurbs. e. Parkletsshallutilizeoutdoorgradereflectivetapetomarkchangesingrade. f. Atleast5percentoftheseatingspacesand5percentofthestandingspacesshallbe accessible.Accessiblespacesmustmeetthefollowingrequirements: i. InternationalSymbolofAccessibilitydisplayedatthetable. ii. Tablesurfacebetween28to34inches. iii. Minimum27inchesofspacefromthefloortothebottomofthetable. iv. Kneeclearanceextendsatleast19inchesunderthetable. v. Totalclearfloorareaof30inchesby48inchesperseat i.vi. Maintainanaccessiblepathoftraveltotheaccessibletable. FIGURE5:AccessibleTableandChairADARequirements          Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 26  Packet Pg. 99 of 196  12   FIGURE6:ExampleFloorplan  B. Enclosures  1. Dimensions&Load a. Forusersafety,parkletsarerequiredtoincludeacontinuousenclosurealongthe parklet’splatformedgeadjacenttothetravellaneandparkingspaces.Thesidewalk edgeoftheparkletmaybeenclosedoropen. i. Allparkletsinwhichalcoholicbeveragesareservedshallbeenclosedonall sidesoftheparkletedge,asrequiredbytheDdepartmentofAalcoholic BbeverageCcontrol. b. Thecontinuousenclosureshallincludeaperiodicbarrier,whichmaybeplantersor otherheavymaterial,alongtheparkletedge. i. Theperiodicbarriershallweighatleast500lbspoundswhenfilledwithsoil, sand,water,orconcrete. ii. Theperiodicbarriershallbeplacedatleastevery6feetalongtheparklet edgeparalleltothetravellane. iii. Theperiodicbarriershallmeasureatleast16inchesindepth,andaheight ofatleast36inchesandnomorethan38inchesmeasuredfromthesurface oftheplatform. c. Theenclosuremustbeatleast36inchesinheightandnomorethan38inchesin height,measuredfromthesurfaceoftheplatform. Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 27  Packet Pg. 100 of 196  13  d. Anygapsintheenclosureshallbesmallerthana4Ͳinchsphere. e. TheeEnclosuremustbecapableofwithstandingatleast200poundsofhorizontal force. 2. EmergencyAccess(Figure7) a. Aminimum3ͲfootͲwideemergencygap,withverticalandhorizontalclearance,is requiredforevery20feetofenclosurelength. b. Thegapmustbekeptclearofanytables,chairs,bikeracks,poles,walls,roofs,or otherelements. c. Thebarrierintheemergencyaccessgapshallbeeasilyremovablebyemergency personnelandprovidealatchorhingethatallowseasyaccess. i. Thelatchshallbeplacedontheoutsideofthebarrier,facingthetravellane. ii. Thehingeshallopenaminimumof90degrees. iii. Anygapsinthebarriershallbesmallerthana4Ͳinchsphere. FIGURE7:EmergencyAccessExample 3. Design a. EnclosurematerialsmustbehighͲquality,durable,andnonͲreflectiveincludingbut notlimitedtohardwood,steel,concreteplanters,etc. i. Materialsthatarenotpermitted:particleboard,vinyl,softplasticortarps. b. StreetfacingcolorsusedontheexteriorofenclosuremustbematteͲfinishpaintor opaquestain. Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 28  Packet Pg. 101 of 196  14  c. Parkletsshallintegrateand/orincorporatevegetationintotheenclosure(edge treatment)atleasteverysix(6)feet. d. Theheightofanyplantscontainedwithinplantersinsetbackorplantersservingasa parkletplatformenclosureshallnotimpedeorobstructtheviewfromthetravel lanetothesidewalkandviceͲversa. i. Plantmaterialshallnotimpedeorhinderpedestrianandvehicularvisibility. FIGURE8:ExampleParkletEnclosure    4. Sidewalls a. Parkletsmayincludeahard,transparentscreenbetweentheenclosureandtheroof toprovideawindscreenforparkletusers. i. Thesidewallscreenmustbecompletelytransparentandnotobstruct sightlinesfromthetravellanetothesidewalkandviceͲversa. ii. Materialsthatarenotpermitted:vinyl,softplasticortarps.  C. TrafficSafety  1. WheelStops a. Whenaparkletisadjacenttoactiveparallelparkingspaces,awheelstopmustbe installedtodelineatethe4Ͳfootsetbackfromadjacentparkingspaces(seefigure23 above).Thewheelstopshallmeasure3feetlongby4incheshigh(seefigure96).It shallbeconstructedofconcreteorrubber. b. AffixingWheelStops i. DrilledͲinWheelstops:Apermitteewillneed(USA)clearancetoanchora wheelstopintotheroad.       Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 29  Packet Pg. 102 of 196  15   FIGURE9:WheelStop  c. Location i. Thewheelstopshallbeplaced1onefootfromthecurbattheedgeofthe frontparkingspace. ii. Awheelstopshallbeplacedone1footfromthecurbattheedgeoftherear parkingspace. iii. Wheelstopsshallbeplacedfour4feetfromtheparkletstructure. d. Exceptions i. ParkletsextendingthelengthbetweentwoinͲstreettreewells,ason UniversityAvenue,mayomitwheelstops. 2. ReflectiveDelineators a. TheparkletshallincludeinstallationoftheCaliforniaManualofUniformTraffic ControlDevices(MUTCD)approveddelineatorpostsorflexiblebollards.Examplesof thesedevicesareillustratedinFigures107and118. FIGURE10:ReflectiveDelineator(LeftTravel Lane) FIGURE11:ReflectiveDelineator(Right TravelLane)   b. Location i. Delineatorpostsshallbesurfacemountedtotheroadwayviaepoxyand/or gluedownmethods.unlessapprovedotherwise. ii. Reflectivedelineatorsmustbeinstalledattheoutsidecornersoftheparklet. Thechannelizersorpostsmustalignwiththeendoftheplatformandnot encroachonthetravellane. Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 30  Packet Pg. 103 of 196  16  iii. Additionaldelineatorsmustbeplacedevery20(twenty)feetinthe2Ͳfoot bufferzonealongthelaneoftravel—butnotinthelaneoftravel. c. Dimensions i. Rightsideoftravelane–Delineatorsshallbe42incheshighandwhitewith whitereflectivebandsforuseontherightsideofatravellane. ii. Leftsideoftravellane–Delineatorsshallbe42incheshighandbewhite withyellowreflectivebandsifusedontheleftedgeofatravellane. d. Maintenance i. Maintenanceofthedelineatorpostsshallbetheresponsibilityofthe pPermitholder. ii. Permitteeshallreplaceanymissingordamageddelineatorswithin24hours ofadelineator’sfailureorwithin24hours’noticefromtheCity.  D. Furnishings&Fixtures  1. Materials a. ParkletfurnishingsandfixturesmustbehighͲquality,durable,outdoorͲrated,and nonͲreflectiveincludingbutnotlimitedto:hHardwood,steel,concrete,etc. i. Materialsthatarenotpermitted:particleboardandvinyl. 2. ElectricalPowerSupply a. AweatherproofGFCIelectricaloutletmaybeinstalled(withapplicablepermits)on theexteriorofthebuildingataminimumof10feetabovethewalkingsurface. i. Electricalpowersupplytotheparklet,includingtheoutlet,shallcomplywith permanentwiringmethodsasoutlinedintheadoptedCaliforniaElectrical code. b. Powercordsbetweenthebuildingandtheparkletshallbesecuredtoone(1)single overheadguidewirebetweenthebuildingandtheparkletstructure. i. Noextensioncordsshallbepermittedforfixedlightingorheaters. c. Nopowercordsorconduitsareallowedunderthesidewalk. d. Parkletpowersourceshallnotbepulledfromcitysidewalklightingorsupportedby trees. e. Generatorsarenotallowedinassociationwithparklets. a. Nopowercordsorconduitsareallowedunderthesidewalk. b. Powercordsbetweenthebuildingandtheparkletshallbeinconduit,withalimitof oneconduitperparklet,andshallnotbeadjacent,above,beloworattachedtoany partofafireescape. i. Conduitshallbefinishedtomatchtheparkletdesign ii. Noextensioncordsshallbepermittedforfixedlightingorheaters c. AweatherproofGFCIelectricaloutletmaybeinstalledontheexteriorofthebuilding ataminimumof10feetabovethewalkingsurfacefordecorativelightingpurposes only.Fixedcablesmaybeusedtosupportthelight’scordanditshallbeeasily unpluggedbyfiredepartmentpersonnel. d. Electricalpowersupplytotheparklet,includingreceptacleoutlets,shallcomplywith permanentwiringmethodsasoutlinedintheadoptedCaliforniaElectricalcode. Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 31  Packet Pg. 104 of 196  17  e. Parkletpowersourceshallnotbepulledfromcitysidewalklightingorsupportedby tree f. Generatorsarenotallowedinassociationwithparklets. 3. Lighting a. Ifinstallingpermanentlighting,anelectricalpermitshallbeobtainedandshall complywithpermanentwiringmethodsasoutlinedintheadoptedCalifornia Electricalcode. b.a. Thefollowingtypesoflightingandfixturesarepermitted: i. Stringlights; ii. Solarpoweredand/orrechargeablebatterypoweredtablelights;and iii. Overheadlightfixturesforparkletswithroofs(permitrequired) c.b. Theuseofelectricaladaptorsandpowerstripsareprohibited. d.c. Alllightingmustberatedforexterioruse,listed,andcarryaproductcertificatefor itsintendedusebyarecognizedelectricaltestinglaboratory. e.d. LightingmustbeLEDonly f.e. Lightingshallbelimitedtotheparkletareaandnotencroachintoanyportionofthe publicsidewalk. g.f. Lightingshallbeofthelowestintensityandenergyuseadequateforitspurposeand bedesignedtofocusilluminationdownwardtoavoidexcessiveilluminationabove thelightfixturewithamaximumof100wattsor1600lumens,whicheverisgreater, perfixture. g. ApplicantsinterestedinlightingshouldconsidersolarͲpoweredlightingthatusea rechargeablebattery. h. IfinstallingpermanentlightingontheparkletoraddingtheexteriorGFCIreceptacle atthebuildingperIV(D)2a,anelectricalpermitshallbeobtainedandshallcomply withpermanentwiringmethodsasoutlinedintheadoptedCaliforniaElectrical code.  4. Heaters a. OnlyEelectricalheatersareallowedonparklets. i. Electricheatersmustbeanoutdoorapprovedtype ii. Electricheatersmustbelocatedontheparkletinaccordancewiththe manufacturer’sinstructionsandspecifications. iii. Electricheatersmustbeplacedatleast53feetawayfromanycombustible materialsorasrequiredbyManufacturer’sinstallationinstruction, whicheverismorerestrictive. iv. Afireextinguisherisrequiredtobemountedwithinsightandhave appropriatesignagepertheFireCode. b. Propaneisnotpermittedtobeusedforheaters,equipment,appliances,or decoratedelements. v. Useofelectricheatersmustcomplywiththepowersupplyrequirementsin sectionIV.D.2Anynewelectricalcircuitsrequiredforheatingrequirean electricalpermitfromtheBuildingDepartment(see‘PowerSupply’above). vi. Anyelectricalequipmentmustbelistedandcarryaproductcertificateforits intendedusebyarecognizedelectricaltestinglaboratory. b. PropaneheatersarepermittedwithaHAZMATpermitandCERSsubmittal. Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 32  Packet Pg. 105 of 196  18  i. hazmatpermitisrequiredforstorageanduseofliquidpropanegas.Asite planwiththedesiredlocationofeachheaterisrequiredattimeofthe hazmatpermitapplication.Afinalonsitehazmatinspectionwillbe conductedtoensuretheproperspacingofheatersformcombustiblesand emergencyaccess/egressandstorageofLPG. 1. Proposedoutdoorstorageof20Ͳpoundcontainersrequires planreviewandinspection. 2. OnͲsitestorageof20Ͳpoundpropanecontains(5gal)is prohibitedindoors. 3. PropanestorageisnotallowedinthepublicrightͲofͲway. 4. Ifbusinessesdonothaveanapprovedprivateoutdoorstorage area,allpropanecontainersmustberemovedfromthe premisesatthecloseofbusinesseveryday. 5. LPGHeatersarenotpermittedonthesidewalkinthe pedestrianpathoftravel 6. LPGheaterscannotbeplacedunderneathoverheadcanopies, awnings,insidebuildingsortentsandtheymusthave5Ͳfeet clearancefromanyflammablematerials 7. Anyuseofaportableheater,portablegenerator,candles, openflameoranyactivityregulatedbytheFirecodemustbe approvedandpermittedbythePaloAltoFireDepartment separatelyfromtheparkletpermit.  5. Umbrellas a. PermittedUmbrellaTypes: i. TableUmbrella ii. TiltingUmbrella iii. OffͲset/CantileverUmbrella b. Noportionofanumbrellashallextendbeyondtheedgeand/orenclosureofthe parkletonanyside. c. Noumbrellashallobstructtheviewfromthestreetbetweenthree(3)andeight(8) feet,measuredfromthestreet,fromanyside.  6. Signage a. Parkletsignageislimitedtosix(6)squarefeetandshallbelimitedtothenameof thebusinessandshallbenonͲilluminatedandnonͲreflective.Letterscanbenotaller than15inches”. b. Businessesarepermittedone(1)signontheirparklet,total. c. Signsmustbeaffixedtotheoutermostportionoftheparkletenclosurenohigher than36inches”fromthestreetgrade. d. Noformofadvertisingispermittedtobepaintedormountedonanysurfaceorarea oftheparklet. e. Anyexistingparkingsignsinstalledadjacenttotheparkletmustbecoveredwith opaqueplastic;suchcoverageorillegibilityshalloccuronlyinmannersapprovedby theCityofPaloAltothroughitsDepartmentofPublicWorksand/oritsOfficeof Transportation. Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 33  Packet Pg. 106 of 196  19  7. Seating&Furniture a. Accessibility i. Theestablishmentmustprovide5percent%accessibleseatingforeachtype ofseatingprovided(table,booth,etc.)oraminimumofone1seatpertype, whicheverisgreater,inanoutdoorseatingareawheretheslopeisno greaterthan2percent%inanydirection. ii. SuchADAaccessibleareasshallincludeaclearpathoftraveltotheseating anda60inch”diameterturnaroundarea. iii. SuchADAaccessibleseatingshallbeprovidedatanaccessibleheightwhich includes: 1. Tablesurfacebetween28to34incheshigh. 2. Atleast27inchesofspacefromthefloortothebottomofthe table. 3. Kneeclearanceextendsatleast19inchesunderthetable. 4. Totalclearfloorareaof30inchesby48inchesperseat. ii. SuchADAaccessibleseatingshallbeofthesamesizeandappearanceasthe establishment’sotheroutdoorseating. iv.iii. RefertoSectionIV(A)(5)foradditionalaccessibilityrequirements  b. StreetFurniture i. Streetfurnitureincludingtables,chairs,benches,etc.shallbeallͲweather, andofahighͲqualitymaterial. FIGURE12:StreetFurnitureExamples     8. Landscape a. Vegetationshallbecomprisedofnative,lowͲwateruse,anddroughtͲtolerantplants. b. Noplantsshallhavethorns,spikes,orsharpedges. c. Poisonousorinvasiveplantsarenotpermitted. 9. Televisions a. Televisionsarenotpermittedinonparklets.   Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 34  Packet Pg. 107 of 196  20  V. OperationalStandards A. PrivateControl 1. Parkletswillbeconsideredunderthecontrolofthepermitholder.Thepermitholderis responsibleforsecuringtheparkletandanyfixturesandfurnishingscontainedwithinitatall times,includingduringhourswhentheassociatedbusinessisnotinoperation. B. AlcoholService 1. Parkletsthatservealcoholicbeveragesshallincludeappropriatefencingorotherbarriersto delineatethespaceandadheretoDepartmentofAlcoholBeverageControl(ABC)regulations. a. AsdescribedintheEnclosuresectionabove,allparkletsinwhichalcoholicbeverages areservedshallbeenclosedonallsidesoftheparkletedge,asrequiredbythe departmentofalcoholicbeveragecontrol. 2. AllphysicalrequirementsofABCshouldbereflectedinthedesignsubmittedforreview. 3. AConditionalUsePermit(CUP)Amendmentisrequiredtoallowalcoholserviceataparklet. 4. ArestaurantwithexistingCUPforalcoholservicemustsubmitanapplicationtoPlanningand DevelopmentServicestoamendtheexistingCUPtoexpandalcoholservicetoparklet. 5. TheCUPAmendmentmustbeapprovedbeforealcoholserviceisallowedataparklet. C. SiteMaintenance 1. Parkletsshallbemaintainedfreeoflitteranddebris. 2. Theparkletareaandadjacentsidewalkshallbescrubbedandmoppedtoremoveanyfoodor drinkstainsonadailybasisbythepermittee. D. HoursofOperation 1. Theparkletshalladheretothesameapprovedhoursofoperationastheassociatedbusiness. 2. Note:IntheNeighborhoodCommercial(CN)orServiceCommercial(CS)zonedistricts,aCUP isneededtooperate/activitiesbetweenthehoursof10:00p.m.and6:00a.m.andapproval conditionsforoperationsduringthesehoursaretoensuretheoperationiscompatiblewith theabutting(orwithin50feetof)residentialproperty. E. AmplifiedSound 1. AmplifiedsoundshallnotexceedanoiselevelofmorethanfifteendBabovethelocalambient atadistanceoftwentyͲfivefeetormore,asdefinedinsection9.10oftheMunicipalCode. 2. Amplifiedsoundisrestrictedtothefollowingdaytimehours: a. 8a.m.to8p.m.MondaythroughFriday,exceptholidays b. 9a.m.and8p.m.onSaturday,exceptholidays 3.1. 10a.m.and6p.m.onSundayandholidaysisnotpermittedonparklets.Anyambientsound mayonlyoriginatefromtheinteriorofthebusiness’soccupiedbuilding.   Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 35  Packet Pg. 108 of 196  21  VI.PERMITAPPLICATIONREQUIREMENTS  A. SubmittalRequirements  1. SitePlan—Siteplanshallbedrawntoscaleon11x17tabloidpaper,includeallpertinent dimensionsandthefollowinginformation: a. Locationofthebusinessfrontage b. Dimensionsoftheparkletplatform c. ADAaccessibilitymeasurements d. Setbacksfromadjacentparkingspacesandtheadjacenttrafficlane e. Locationsoftrafficprotectionimprovementsincludingwheelstops,reflective delineators,etc. f. Locationofpublicutilitiesincludinganymanholecovers,gutterdrains,firehydrants, andFDCs,lightpoles,etc.(andtheirdistancestotheparklet) g. Anyadjacentinstallationsonthesidewalkincludingutilityboxes,streetsigns,bike racks,streetfurniture,etc.(andtheirdistancestotheparklet) h. Existingparkingspacestriping i. Crosswalks,busstops,driveways(andtheirdistancestotheparklet) j. Widthofsidewalk k. Planters(ifapplicable) 2. FloorPlan a. FloorPlanoftheproposedparkletshowingthefollowinginformation: i. Totalnumberandlocationoftablesandseatsand/orbenchesonparklet ii. Dimensionsoftables,seats,andbenchesonparklet 3. Elevations a. Elevationdrawingshowingthefollowinginformation: b. Heightanddesignofplatformrailings/guardsoredgebuffers c. Heightanddesignofroof(ifapplicable) d. Heating,lighting,otherelectricalequipment e. Powerconnection(showdistancefromgroundtooverheadwire) f. Stormwaterdrainage g. CrossͲsectiondrawingofparklet 4. ConstructionDrawing/Calculationshowingthefollowinginformation: a. Structuraldrawings b. Structuralcalculations(ifapplyingforparkletwithroof) c. Hheating,lighting,otherelectricalequipment d. Eelectricalpowerconnection/source 5. PicturesofproposedsiteExistingConditions—Theapplicationshouldincludeatleast3three photosshowingexistingbuiltparklet,ifapplicable,theproposedparkingspace(s)converted intoaparklet,adjacentsidewalkandstorefrontage 6. Listofallmaterialsandequipmentproposed a. Materialspaletteshowingthefollowinginformation: i. Proposedmaterialsforplatform ii. Proposedmaterialsforrailingsoredgebuffers iii. Proposedfurnishings Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 36  Packet Pg. 109 of 196  22  iv. Roofmaterial(ifapplicable) b. Equipmentsheetincluding: i. Imageofequipment ii. Anymanufacturerinstructions c. Planters d. Typeofplants 7. ParkletInformation: a. Numberofparkingspacesrequested b. Perpendicularorangledspaces c. Colorofcurb d. Proposeduseofparklet e. Businesshoursofoperation f. ParkletDesigner/Architect/Engineer/ConstructionFirmcontact(ifapplicable) g. Signage(ifapplicable) 8. BusinessInformation a. BusinessAddress b. CityofPaloAltoBusinessLicenseNumber 9. BusinessOwnerInformation 10. PropertyOwnerInformation(ifdifferentthanapplicant) 11. InsuranceDocuments 12. Letter(s)ofSupportConsent–Aparkletapplicantmustgetaletterofsupportconsentfrom theneighboringgroundͲfloortenant(s)andbuildingowner(s)ifmorethanhalfofamarked parkingspaceisnotinfrontoftheapplicant’sstorefront,orifanypartofanunmarkedparking spaceisnotinfrontoftheapplicant’sstorefront(seeAppendixA).[NotetoCity:Draft templatetobeprovided,stillbeingdraftedbystaff]. a. Ifthetenancyand/orownershipoftheneighboringpropertychanges,PublicWorks mayrequiretheparkletsponsortosubmitanupdatedletterofsupportconsentto continueutilizinganyspaceextendingintoaneighboringfrontageregardlessofthe statusoftheparkletlicenseatthetimeofchangeofownership/tenancy. b. Consenttooccupyneighboringspaceaspartofaparkletpermitisrevocableby nature;and,ifsuchsupportisrevoked,orifparkletoccupancyisnotinaccordance withthetermsofanyapplicablelaw,theseregulations,and/oranypermit requirement,theparkletsponsorisresponsiblefortheremovalofanystructure placedintherightofwayundertheparkletpermit,includinganyapplicableportion oftheparkletpermitextendingintoaneighboringfrontage. c. ParkletsponsormustobtainanupͲtoͲdateletterofsupportconsentforanyfuture licenserenewalsasrequestedbyPublicWorksduringfuturepermitrenewal processes. 13. IndemnityAcknowledgement  B. FailuretoMaintain  Aparkletsponsorwhofailstoproperlyandsufficientlymaintainthecleanliness,safety,andaccessibility oftheirparkletmaybesubjecttoviolationsandfines.Ifmaintenanceissuesarenotresolved,theCity mayrevoketheencroachmentpermitandtheparkletsponsormayberequiredbytheCitytoremove Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 37  Packet Pg. 110 of 196  23  theparkletattheirownexpense.  C. UtilityMaintenance&PublicSafety  Becauseaparkletmaysitatopburiedutilities,theremaybeinstanceswhereaparkletwillneedtobe removedtoaccessautilitybeneathit.Intheeventofnecessaryutilitymaintenanceortheunlikely eventofautilityfailuresuchasagasleakorwatermainbreakthatthreatenspublicsafety,theCityor utilityownermayremoveparkletswithlittleornonotice.Parkletsponsorsareresponsibleforthecost ofreͲinstallingandrestoringanydamagetotheparklet.  Ininstancesofadvancednotice(suchasstreetrepaving,plannedmaintenance,etc.,theparkletsponsor mayneedtoremoveandreinstalltheparkletattheirsoleexpense.Ifthesponsorcannotremovethe parklet,theCitywillremovetheparklet.  D. ParkletRemoval  Ifforsomereasontheparkletsponsordecidesnolongerwantstomaintainaparklet,theparklet sponsorisresponsiblefornotifyingtheCityandremovingitattheparkletsponsors’ownexpense. Immediatelyuponremovaltheparkletareashallbecleanedandrestoredtoitspreviousconditionto thesatisfactionoftheCity.  E. PermitFee,LicenseFee,andDeposit  [Note:Feemethodologyforpermitandlicenseannualormonthlyfeeisstilltobedetermined].   Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 38  Packet Pg. 111 of 196  24  AppendixA:LetterofConsent  Item 6 Attachment A - Draft Palo Alto Permanent Parklet Standards (Redlined)        Item 6: Staff Report Pg. 39  Packet Pg. 112 of 196  1 DRAFT PALO ALTO PERMANENT PARKLETS PROGRAM I. INTRODUCTION The City of Palo Alto has developed a Permanent Parklet Program that will allow for parklet installations in eligible areas of Palo Alto. The program is designed with the intended purpose of supporting the vibrancy of the public realm and enhancing the civic experience of diners, pedestrians, motorists, and cyclists. The following standards outline the requirements for parklet installation including location, materials, and design. The City of Palo Alto will review all parklet permit applications and will only approve parklets that are able to meet the standards. Due to the unique circumstances of each proposed parklet location, some parklets may require additional review by key departments (as outlined). All parklets—including installations previously installed under the pilot parklet program—will require a new Permanent Parklet Permit from the City of Palo Alto. Application requirements are outlined in Section IV (A) Submittal Requirements. Parklets are permitted in conjunction with legally existing and permitted eating and drinking establishment uses as well as commercial uses including retail and fitness establishments. Any and all business activity must be contained within the parklet space and not encroach into the sidewalk, public right-of-way, or roadway. II. GLOSSARY Due to the unique design and placement of parklets, there are several terms with distinct meanings that should be understood in order to implement the standards. 1. Enclosure—Protective barrier that follows the parklet edge. 2. Platform Edge—The outermost edge of the parklet platform. 3. Parklet Footprint—The total area within the platform edge that can be utilized by a project applicant. 4. Platform—Base of the parklet that is at grade with the sidewalk. 5. Travel Lane—Portion of the street with active automobile traffic. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 40  Packet Pg. 113 of 196  2 FIGURE 1: Key Terms III. LOCATION AND SETBACK REQUIREMENTS A. Location The location of a parklet is dependent on the eligibility criteria, which varies based on the type of parking space a parklet will occupy (parallel parking spaces, angled spaces, and non-standard spaces). 1. Eligibility a. Parklets are only permitted in the University Ave and California Ave downtown areas b. Parklets are only permitted on streets with speed limits of 25 mph or less. c. Parklets are only permitted on streets with a running slope (grade) of 5 percent or less. d. Parklets cannot be installed in any portion of a travel lane at any time. e. When located near an intersection, parklets must be located at least 20 feet from the rear most boundary of a crosswalk at the nearest intersection of the street corner. If there is an existing planter in the curb lane within 20 feet of the crosswalks, this distance may be reduced. f. Parklets are not permitted in any existing restricted area (i.e., loading zone, no parking zone, bus zone, etc.). g. Parklets must be located directly in front of the parklet operator’s storefront. 2. Size a. Parklets within parallel parking spaces are permitted to occupy up to 2 parking spaces. b. Parklets within angled parking spaces are permitted to occupy up to 3 parking spaces or the width of the applicant’s storefront, whichever is less. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 41  Packet Pg. 114 of 196  3 3. Parallel Parking a. Standard parallel parking space dimensions are as follows: i. Parallel parking space adjacent to a curb: 8-feet wide and 20-feet long ii. Parallel parking space adjacent to a wall: 10-feet wide and 20-feet long b. For parallel parking spaces, the parklet structure must be set back 48 inches (4 feet) from adjacent marked parking spaces. c. The platform edge shall be 2 feet back from the outer edge of the parking space it occupies. For all parallel parking spaces located on public streets within the City of Palo Alto, this shall be 2 feet from the exterior edge (closest to traffic) of marked parking T’s (where they exist). This is shown in Figure 2. d. In no case shall a parklet be placed within the 2-foot area measured from the outer edge of the parking space. These 2 feet shall be kept clear at all times. The only objects which shall lawfully occupy this space are reflective delineator posts, or their equal. e. Parallel parking spaces adjacent to a curb typically measure 8 feet wide by 20 feet long. The dimensions of a parklet in one parking space could be 6 feet wide and 12 feet long. This is because of the 2-foot setback from the outer edge of the parking space and the 4-foot setbacks from the adjacent parking spaces. f. Parallel parking space measurements may vary across the City of Palo Alto. As a result of this variation, some parklets may measure less than 6 feet wide. If the existing parking stall width is less than 8 (eight) feet, the parklet shall be 2 feet less than the parking stall width. Parklets located in the downtown area that are between a bulb-out tree planter do not require a 4-foot setback from the adjacent parking spaces. FIGURE 2: Dimensions of a Parallel Parking Space Parklet Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 42  Packet Pg. 115 of 196  4 4. Angle Parking Spaces a. Standard angled parking space dimensions are as follows: i. 45-degree angle parking space: 8.5-feet wide and 21.2-feet long ii. 60-degree angle parking space: 8.5-feet wide and 19.7-feet long iii. 75-degree angle parking space: 8.5-feet wide and 20.2-feet long iv. 90-degree angle parking space: 8.5-feet wide and 17.5-feet long b. A parklet in an angle parking space shall consist of up to 3 contiguous angles parking spaces or the length of the applicant’s storefront, whichever is less. c. A parklet platform shall be 3 feet back from the rear edge of the existing angled parking space. For angled parking spaces located on public streets within the City of Palo Alto, this shall be 3 feet from the exterior edge (closest to traffic) of the marked parking stall. This is shown in Figure 3. d. In no case shall a parklet be placed within the 3-foot area measured from the rear edge of the parking space. These 3 feet shall be kept clear at all times. e. The only objects which shall lawfully occupy this space are reflective delineator posts, or their equal. f. For angled parking spaces, the edge of the parklet must be set back 3 feet from the adjacent parking space on either space. i. Angled parking space measurements may vary across the City of Palo Alto. As a result of this variation, some parklets may measure less than the standard 8.5-feet wide. If the existing parking stall width is less than 8.5-feet, the parklet shall be setback 3 feet from the parking stall striping. ii. For non-standard angled parking spaces, the edge of the parklet structure must be set back 3 feet from the adjacent parking space on either side. (This applies to all angle parking spaces along University Avenue as nearly all are substandard). FIGURE 3: Dimensions of an Angled Parking Space Parklet Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 43  Packet Pg. 116 of 196  5 B. Parklet Setbacks 1. Setbacks a. As stated above, all parklets in parallel parking spaces must be setback 4 feet from the adjacent parking spaces. This setback shall be delineated by a concrete wheel stop affixed to the street (see figure 2 above and ‘Traffic Safety’ below). b. As stated above, all parklets in angled parking spaces must be setback 3 feet from adjacent parking spaces and 3 feet from the rear edge of the parking space (see figure 3). c. All parklets are required to include 2-foot setback from adjacent driveways, as measured from the highest point of the curb cut (i.e., the top of the adjacent driveway wing). d. Parklets are prohibited in front of active driveways or on curved street segments. e. The setback may not contain seating. 2. Sidewalk Area a. Neither the construction nor operation of the parklet shall interfere with, obstruct, or otherwise diminish the adjacent sidewalk and pedestrian path of travel. b. All walkways and sidewalks shall maintain at least 8 feet clear path of travel. c. A parklet cannot operate in conjunction with sidewalk dining. Eligible applicants must elect to operate a parklet or sidewalk dining. This ensures sidewalks remain open and available for pedestrian travel. C. Other Location Criteria 1. Proximity to Utilities and Public Facilities a. Parklets must not block public utilities, bus stops, driveways, telecommunication vaults, or other in-ground infrastructure. i. Parklets shall not be placed over gas main or gas services due to potential hazards. b. Parklets located next to alleys (as defined under PAMC 18.04.030(a)8) must be set back at least 15 (fifteen) feet from the driveway, as measured from the highest point of the curb cut (i.e., the top of the adjacent driveway wing). c. Parklets shall be placed no closer than 50 feet from a bus stop loading zone. d. Parklets shall be placed no closer than 15 feet from fire hydrants. e. Parklets shall not be placed within a 5-foot radius of a manhole cover to allow for maintenance access. f. Parklets shall be placed no closer than 5 linear feet from a storm drain catch basin. Parklet construction and design must allow access to the catch basin and shall not obstruct the catch basin. g. In the event a proposed parklet location is in conflict with public infrastructure (i.e., public signage, benches, etc.), the Public Works Department shall meet with the applicant to evaluate relocation of the infrastructure. Relocation of any infrastructure may not be possible. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 44  Packet Pg. 117 of 196  6 2. Fire Safety a. No portion of the parklet or associated seating shall block FDC or associated equipment. b. The business address shall be visible from the street and cannot be fully obstructed by the parklet and associated materials. 3. Street Trees a. Any portion of the proposed parklet must maintain the following clearances from existing street trees: i. Horizontal clearance equal to a 2-foot radius around the tree well. This does not apply to raised tree wells. ii. Vertical clearance of 3 feet measured from the highest point of the parklet (if proposing a parklet with a roof). iii. At no time shall there be materials placed in the tree well area or within City planters. b. To discourage patrons from stepping on tree wells and possibly damaging tree roots, where needed, a railing shall be installed on the parklet platform adjacent to the tree well. This will alter the path patrons travel, limiting persons stepping on the tree roots. 4. Bike Facilities a. Bicycle racks or other bicycle facilities shall not be removed, made unusable, or otherwise disturbed or obstructed by the construction or operation of a parklet. i. Any parklet design that proposes such disruption shall require review by and approval of the Office of Transportation. Relocation of an existing bicycle facility may be subject to additional fees. b. Applicants are encouraged to incorporate bike parking into their parklet design. 5. Accessibility a. The sidewalk and parklet path of travel must comply with the appropriate Americans with Disabilities Act (ADA) and California Building Code (CBC) chapter 11B accessibility provisions. (See Section IV.5) b. The parklet path of travel must comply with CBC chapter 10 exiting requirements. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 45  Packet Pg. 118 of 196  7 IV. PARKLET DESIGN The following guidelines describe both the safety and design requirements for parklet applications including standards for: A. Platform B. Enclosure C. Traffic Safety D. Furnishings & Fixtures A. Platform 1. Structural a. Parklets shall be constructed with quality materials and shall be of natural durable wood (such as redwood, cedar, etc.), preservative treated wood, or other engineered material suitable for exterior conditions. b. The parklet platform must support 100 pounds per square foot of live load. c. All fastening hardware and fasteners adjacent to and into preservative treated wood must be made of one of the following: hot-dipped zinc coated galvanized steel, stainless steel, silicon bronze, or copper. 2. Drainage & Ventilation a. The underside of the platform shall be constructed to allow for seasonal drainage. b. Adequate cross ventilation shall be installed to allow for the surface to dry within 12–24 hours. c. Openings under the platform shall be screened with corrosion-resistant material with a maximum 0.25-inch mesh. d. Parklets shall not impede the flow of curbside drainage. The parklet design shall include a minimum 6.5-inch wide clearance from sidewalk curb along the entire length of the parklet. Openings at either end of the parklet shall be covered with screens to prevent debris buildup beneath the parklet and in the gutter. The closure decking can be removable for easy access for under platform inspection as needed. See Figure 4 for suggested platform attachment design details. 3. Platform Attachment a. The parklet shall be anchored to the City street and/or curb. Any anchoring proposed into the public street will require Underground Service Alert (USA) markings and additional staff review. Platform system shall be anchored at maximum of 6 feet apart in each direction to the roadway to avoid movement during an earthquake. See Figure 4. i. Limit anchoring to 6-12 inches embedment in the street. b. The grate support along the curb face shall be anchored to the curb. The anchor shall be installed perpendicular to the curb (per the detail provided in figure 4). i. The manner of anchoring shall be through a pre-drilled hole into the curb and a concrete anchor bolt. Limit anchoring to 3-4 inches embedment in the curb. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 46  Packet Pg. 119 of 196  8 FIGURE 4: Platform Attachment Detail Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 47  Packet Pg. 120 of 196  9 4. Roofs a. Structural i. Complete roof framing plan, which includes horizontal and vertical bracing, is required to be submitted with structural calculations that meet the standards in the 2022 California Building Code. A licensed civil and/or structural engineer who is registered in the State of California, shall stamp and sign the plan and associated calculations, as well as conduct an onsite structural observation to ensure the roof structural system and its supporting elements were built according to the plans prior to occupancy. ii. All connector hardware and fasteners shall be resistant to corrosion and listed as compatible to the framing material. iii. Roofs may be a solid uniform material or open construction (i.e., trellis, pergola, etc.) iv. Roofs shall not be attached or connected to a building. v. Roofs shall slope toward the street to ensure rainwater drains into the street. vi. Gutters and rain leaders are required. vii. Roofs shall not extend over the public sidewalk. viii. The roof’s outer edges along the travel lane may extend 6 inches beyond parklet footprint at 8 feet or above to allow for attachment of the rain leaders and gutters only. b. Height i. The roof shall be a minimum height of 8 feet provided the adjacent sidewalk is at least 8 feet wide. If the adjacent sidewalk is less than 8 feet wide, the applicant will need to consult with the Palo Alto Fire Department. ii. A parklet roof shall measure no taller than 12 feet, as measured from the platform grade. c. Materials i. Rooftop material may be of plywood sheathing, polycarbonate sheets, or sheet metal. 1. If plywood sheathing is used, it must be painted or stained. ii. If fabric shade sails or similar fabric coverings are proposed, the fabric cover shall be limited to the top portion of the parklet and not extend to additional sides perpendicular to the street or sidewalk. All fabric coverings shall be of all-weather and flame retardant materials excluding vinyl. iii. Roof material may be a solid uniform material or open construction (i.e., trellis, pergola, etc.). iv. All exposed wood is required to be treated for exposure to weather. 5. Accessibility a. The parklet shall comply with the Americans with Disabilities Act (ADA). b. The surface of the parklet platform must be flush with the adjacent sidewalk with a maximum gap of 0.25 inches and 0.25 inches vertical tolerance. c. A minimum 4-foot-wide accessible path of travel and 5-foot-diameter (60 inches) turnaround space must be maintained within the parklet. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 48  Packet Pg. 121 of 196  10 d. Any abrupt changes in elevation exceeding 4 inches along an accessible path of travel shall be identified by 6-inch-tall warning curbs. e. Parklets shall utilize outdoor grade reflective tape to mark changes in grade. f. At least 5 percent of the seating spaces and 5 percent of the standing spaces shall be accessible. Accessible spaces must meet the following requirements: i. International Symbol of Accessibility displayed at the table. ii. Table surface between 28 to 34 inches. iii. Minimum 27 inches of space from the floor to the bottom of the table. iv. Knee clearance extends at least 19 inches under the table. v. Total clear floor area of 30 inches by 48 inches per seat vi. Maintain an accessible path of travel to the accessible table. FIGURE 5: Accessible Table and Chair ADA Requirements Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 49  Packet Pg. 122 of 196  11 FIGURE 6: Example Floorplan B. Enclosures 1. Dimensions & Load a. For user safety, parklets are required to include a continuous enclosure along the parklet’s platform edge adjacent to the travel lane and parking spaces. The sidewalk edge of the parklet may be enclosed or open. i. All parklets in which alcoholic beverages are served shall be enclosed on all sides of the parklet edge, as required by the Department of Alcoholic Beverage Control. b. The continuous enclosure shall include a periodic barrier, which may be planters or other heavy material, along the parklet edge. i. The periodic barrier shall weigh at least 500 pounds when filled with soil, sand, water, or concrete. ii. The periodic barrier shall be placed at least every 6 feet along the parklet edge parallel to the travel lane. iii. The periodic barrier shall measure at least 16 inches in depth, and a height of at least 36 inches and no more than 38 inches measured from the surface of the platform. c. The enclosure must be at least 36 inches in height and no more than 38 inches in height, measured from the surface of the platform. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 50  Packet Pg. 123 of 196  12 d. Any gaps in the enclosure shall be smaller than a 4-inch sphere. e. The enclosure must be capable of withstanding at least 200 pounds of horizontal force. 2. Emergency Access (Figure 7) a. A minimum 3-foot-wide emergency gap, with vertical and horizontal clearance, is required for every 20 feet of enclosure length. b. The gap must be kept clear of any tables, chairs, bike racks, poles, walls, roofs, or other elements. c. The barrier in the emergency access gap shall be easily removable by emergency personnel and provide a latch or hinge that allows easy access. i. The latch shall be placed on the outside of the barrier, facing the travel lane. ii. The hinge shall open a minimum of 90 degrees. iii. Any gaps in the barrier shall be smaller than a 4-inch sphere. FIGURE 7: Emergency Access Example 3. Design a. Enclosure materials must be high-quality, durable, and non-reflective including but not limited to hardwood, steel, concrete planters, etc. i. Materials that are not permitted: particle board, vinyl, soft plastic or tarps. b. Street facing colors used on the exterior of enclosure must be matte-finish paint or opaque stain. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 51  Packet Pg. 124 of 196  13 c. Parklets shall integrate and/or incorporate vegetation into the enclosure (edge treatment) at least every 6 feet. d. The height of any plants contained within planters in setback or planters serving as a parklet platform enclosure shall not impede or obstruct the view from the travel lane to the sidewalk and vice-versa. i. Plant material shall not impede or hinder pedestrian and vehicular visibility. FIGURE 8: Example Parklet Enclosure 4. Sidewalls a. Parklets may include a hard, transparent screen between the enclosure and the roof to provide a windscreen for parklet users. i. The sidewall screen must be completely transparent and not obstruct sightlines from the travel lane to the sidewalk and vice-versa. ii. Materials that are not permitted: vinyl, soft plastic or tarps. C. Traffic Safety 1. Wheel Stops a. When a parklet is adjacent to active parallel parking spaces, a wheel stop must be installed to delineate the 4-foot setback from adjacent parking spaces (see figure 2 above). The wheel stop shall measure 3 feet long by 4 inches high (see figure 9). It shall be constructed of concrete or rubber. b. Affixing Wheel Stops i. Drilled-in Wheel stops: A permittee will need (USA) clearance to anchor a wheel stop into the road. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 52  Packet Pg. 125 of 196  14 FIGURE 9: Wheel Stop c. Location i. The wheel stop shall be placed 1 foot from the curb at the edge of the front parking space. ii. A wheel stop shall be placed 1 foot from the curb at the edge of the rear parking space. iii. Wheel stops shall be placed 4 feet from the parklet structure. d. Exceptions i. Parklets extending the length between two in-street tree wells, as on University Avenue, may omit wheel stops. 2. Reflective Delineators a. The parklet shall include installation of the California Manual of Uniform Traffic Control Devices (MUTCD) approved delineator posts or flexible bollards. Examples of these devices are illustrated in Figures 10 and 11. FIGURE 10: Reflective Delineator (Left Travel FIGURE 11: Reflective Delineator (Right b. Location i. Delineator posts shall be surface mounted to the roadway via epoxy and/or glue down methods. ii. Reflective delineators must be installed at the outside corners of the parklet. The channelizers or posts must align with the end of the platform and not encroach on the travel lane. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 53  Packet Pg. 126 of 196  15 iii. Additional delineators must be placed every 20 feet in the 2-foot buffer zone along the lane of travel—but not in the lane of travel. c. Dimensions i. Right side of trave lane – Delineators shall be 42 inches high and white with white reflective bands for use on the right side of a travel lane. ii. Left side of travel lane – Delineators shall be 42 inches high and be white with yellow reflective bands if used on the left edge of a travel lane. d. Maintenance i. Maintenance of the delineator posts shall be the responsibility of the permit holder. ii. Permittee shall replace any missing or damaged delineators within 24 hours of a delineator’s failure or within 24 hours’ notice from the City. D. Furnishings & Fixtures 1. Materials a. Parklet furnishings and fixtures must be high-quality, durable, outdoor-rated, and non-reflective including but not limited to: hardwood, steel, concrete, etc. i. Materials that are not permitted: particle board and vinyl. 2. Electrical Power Supply a. A weatherproof GFCI electrical outlet may be installed (with applicable permits) on the exterior of the building at a minimum of 10 feet above the walking surface. i. Electrical power supply to the parklet, including the outlet, shall comply with permanent wiring methods as outlined in the adopted California Electrical code. b. Power cords between the building and the parklet shall be secured to one (1) single overhead guide wire between the building and the parklet structure. i. No extension cords shall be permitted for fixed lighting or heaters. c. No power cords or conduits are allowed under the sidewalk. d. Parklet power source shall not be pulled from city sidewalk lighting or supported by trees. e. Generators are not allowed in association with parklets. 3. Lighting a. The following types of lighting and fixtures are permitted: i. String lights; ii. Solar powered and/or rechargeable battery powered table lights; and b. The use of electrical adaptors and power strips are prohibited. c. All lighting must be rated for exterior use, listed, and carry a product certificate for its intended use by a recognized electrical testing laboratory. d. Lighting must be LED only e. Lighting shall be limited to the parklet area and not encroach into any portion of the public sidewalk. f. Lighting shall be of the lowest intensity and energy use adequate for its purpose and be designed to focus illumination downward to avoid excessive illumination above Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 54  Packet Pg. 127 of 196  16 the light fixture with a maximum of 100 watts or 1600 lumens, whichever is greater, per fixture. g. Applicants interested in lighting should consider solar-powered lighting that use a rechargeable battery. h. If installing permanent lighting on the parklet or adding the exterior GFCI receptacle at the building per IV(D)2a, an electrical permit shall be obtained and shall comply with permanent wiring methods as outlined in the adopted California Electrical code. 4. Heaters a. Electrical heaters are allowed on parklets. i. Electric heaters must be an outdoor approved type ii. Electric heaters must be located on the parklet in accordance with the manufacturer’s instructions and specifications. iii. Electric heaters must be placed at least 3 feet away from any combustible materials or as required by Manufacturer’s installation instruction, whichever is more restrictive. iv. A fire extinguisher is required to be mounted within sight and have appropriate signage per the Fire Code. v. Use of electric heaters must comply with the power supply requirements in section IV.D.2. vi. Any electrical equipment must be listed and carry a product certificate for its intended use by a recognized electrical testing laboratory. b. Propane heaters are permitted with a HAZMAT permit and CERS submittal. i. hazmat permit is required for storage and use of liquid propane gas. A site plan with the desired location of each heater is required at time of the hazmat permit application. A final onsite hazmat inspection will be conducted to ensure the proper spacing of heaters form combustibles and emergency access/egress and storage of LPG. 1. Proposed outdoor storage of 20-pound containers requires plan review and inspection. 2. On-site storage of 20-pound propane contains (5 gal) is prohibited indoors. 3. Propane storage is not allowed in the public right-of-way. 4. If businesses do not have an approved private outdoor storage area, all propane containers must be removed from the premises at the close of business every day. 5. LPG Heaters are not permitted on the sidewalk in the pedestrian path of travel 6. LPG heaters cannot be placed underneath overhead canopies, awnings, inside buildings or tents and they must have 5-feet clearance from any flammable materials 7. Any use of a portable heater, portable generator, candles, open flame or any activity regulated by the Fire code must be approved and permitted by the Palo Alto Fire Department separately from the parklet permit. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 55  Packet Pg. 128 of 196  17 5. Umbrellas a. Permitted Umbrella Types: i. Table Umbrella ii. Tilting Umbrella iii. Off-set/ Cantilever Umbrella b. No portion of an umbrella shall extend beyond the edge and/or enclosure of the parklet on any side. c. No umbrella shall obstruct the view from the street between 3 and 8 feet, measured from the street, from any side. 6. Signage a. Parklet signage is limited to 6 square feet and shall be limited to the name of the business and shall be non-illuminated and non-reflective. Letters can be no taller than 15 inches. b. Businesses are permitted one sign on their parklet, total. c. Signs must be affixed to the outer most portion of the parklet enclosure no higher than 36 inches from the street grade. d. No form of advertising is permitted to be painted or mounted on any surface or area of the parklet. e. Any existing parking signs installed adjacent to the parklet must be covered with opaque plastic; such coverage or illegibility shall occur only in manners approved by the City of Palo Alto through its Department of Public Works and/or its Office of Transportation. 7. Seating & Furniture a. Accessibility i. The establishment must provide 5 percent accessible seating for each type of seating provided (table, booth, etc.) or a minimum of one seat per type, whichever is greater, in an outdoor seating area where the slope is no greater than 2 percent in any direction. ii. Such ADA accessible seating shall be of the same size and appearance as the establishment’s other outdoor seating. iii. Refer to Section IV(A)(5) for additional accessibility requirements b. Street Furniture i. Street furniture including tables, chairs, benches, etc. shall be all-weather, and of a high-quality material. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 56  Packet Pg. 129 of 196  18 FIGURE 12: Street Furniture Examples 8. Landscape a. Vegetation shall be comprised of native, low-water use, and drought-tolerant plants. b. No plants shall have thorns, spikes, or sharp edges. c. Poisonous or invasive plants are not permitted. 9. Televisions a. Televisions are not permitted in parklets. V. Operational Standards A. Private Control 1. Parklets will be considered under the control of the permit holder. The permit holder is responsible for securing the parklet and any fixtures and furnishings contained within it at all times, including during hours when the associated business is not in operation. B. Alcohol Service 1. Parklets that serve alcoholic beverages shall include appropriate fencing or other barriers to delineate the space and adhere to Department of Alcohol Beverage Control (ABC) regulations. a. As described in the Enclosure section above, all parklets in which alcoholic beverages are served shall be enclosed on all sides of the parklet edge, as required by the department of alcoholic beverage control. 2. All physical requirements of ABC should be reflected in the design submitted for review. 3. A Conditional Use Permit (CUP) is required to allow alcohol service at a parklet. C. Site Maintenance 1. Parklets shall be maintained free of litter and debris. 2. The parklet area and adjacent sidewalk shall be scrubbed and mopped to remove any food or drink stains on a daily basis by the permittee. D. Hours of Operation 1. The parklet shall adhere to the same approved hours of operation as the associated business. 2. In the Neighborhood Commercial (CN) or Service Commercial (CS) zone districts, a CUP is needed to operate between the hours of 10:00 p.m. and 6:00 a.m. and approval conditions for Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 57  Packet Pg. 130 of 196  19 operations during these hours are to ensure the operation is compatible with the abutting (or within 50 feet of) residential property. E. Amplified Sound 1. Amplified is not permitted on parklets. Any ambient sound may only originate from the interior of the business’s occupied building. VI.PERMIT APPLICATION REQUIREMENTS A. Submittal Requirements 1. Site Plan—Site plan shall be drawn to scale on 11 x17 tabloid paper, include all pertinent dimensions and the following information: a. Location of the business frontage b. Dimensions of the parklet platform c. ADA accessibility measurements d. Setbacks from adjacent parking spaces and the adjacent traffic lane e. Locations of traffic protection improvements including wheel stops, reflective delineators, etc. f. Location of public utilities including any manhole covers, gutter drains, fire hydrants, and FDCs, light poles, etc. and their distances to the parklet g. Any adjacent installations on the sidewalk including utility boxes, street signs, bike racks, street furniture, etc. and their distances to the parklet h. Existing parking space striping i. Crosswalks, bus stops, driveways and their distances to the parklet j. Width of sidewalk k. Planters (if applicable) 2. Floor Plan a. Floor Plan of the proposed parklet showing the following information: i. Total number and location of tables and seats and/or benches on parklet ii. Dimensions of tables, seats, and benches on parklet 3. Elevations a. Elevation drawing showing the following information: b. Height and design of platform railings/guards or edge buffers c. Height and design of roof (if applicable) d. Heating, lighting, other electrical equipment e. Power connection (show distance from ground to overhead wire) f. Storm water drainage g. Cross-section drawing of parklet 4. Construction Drawing showing the following information: a. Structural drawings b. Structural calculations (if applying for parklet with roof) c. Heating, lighting, other electrical equipment d. Electrical power connection/source Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 58  Packet Pg. 131 of 196  20 5. Pictures of Existing Conditions—The application should include at least three photos showing existing built parklet, if applicable, the proposed parking space(s) converted into a parklet, adjacent sidewalk and store frontage 6. List of materials and equipment a. Materials palette showing the following information: i. Proposed materials for platform ii. Proposed materials for railings or edge buffers iii. Proposed furnishings iv. Roof material (if applicable) b. Equipment sheet including: i. Image of equipment ii. Any manufacturer instructions c. Planters d. Type of plants 7. Parklet Information: a. Number of parking spaces requested b. Perpendicular or angled spaces c. Color of curb d. Proposed use of parklet e. Business hours of operation f. Parklet Designer/ Architect/ Engineer/ Construction Firm contact (if applicable) g. Signage (if applicable) 8. Business Information a. Business Address b. City of Palo Alto Business License Number 9. Business Owner Information 10. Property Owner Information (if different than applicant) 11. Insurance Documents 12. Letter(s) of Consent – A parklet applicant must get a letter of consent from the neighboring ground-floor tenant(s) and building owner(s) if more than half of a marked parking space is not in front of the applicant’s storefront, or if any part of an unmarked parking space is not in front of the applicant’s storefront (see Appendix A). a. If the tenancy and/or ownership of the neighboring property changes, Public Works may require the parklet sponsor to submit an updated letter of consent to continue utilizing any space extending into a neighboring frontage regardless of the status of the parklet license at the time of change of ownership/tenancy. b. Consent to occupy neighboring space as part of a parklet permit is revocable by nature; and, if such support is revoked, or if parklet occupancy is not in accordance with the terms of any applicable law, these regulations, and/or any permit requirement, the parklet sponsor is responsible for the removal of any structure placed in the right of way under the parklet permit, including any applicable portion of the parklet permit extending into a neighboring frontage. c. Parklet sponsor must obtain an up-to-date letter of consent for any future license renewals as requested by Public Works during future permit renewal processes. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 59  Packet Pg. 132 of 196  21 13. Indemnity Acknowledgement B. Failure to Maintain A parklet sponsor who fails to properly and sufficiently maintain the cleanliness, safety, and accessibility of their parklet may be subject to violations and fines. If maintenance issues are not resolved, the City may revoke the encroachment permit and the parklet sponsor may be required by the City to remove the parklet at their own expense. C. Utility Maintenance & Public Safety Because a parklet may sit atop buried utilities, there may be instances where a parklet will need to be removed to access a utility beneath it. In the event of necessary utility maintenance or the unlikely event of a utility failure such as a gas leak or water main break that threatens public safety, the City or utility owner may remove parklets with little or no notice. Parklet sponsors are responsible for the cost of re-installing and restoring any damage to the parklet. In instances of advanced notice (such as street repaving, planned maintenance, etc., the parklet sponsor may need to remove and reinstall the parklet at their sole expense. If the sponsor cannot remove the parklet, the City will remove the parklet. D. Parklet Removal If for some reason the parklet sponsor decides no longer wants to maintain a parklet, the parklet sponsor is responsible for notifying the City and removing it at the parklet sponsors’ own expense. Immediately upon removal the parklet area shall be cleaned and restored to its previous condition to the satisfaction of the City. E. Permit Fee, License Fee, and Deposit [Note: Fee methodology for permit and license annual or monthly fee is still to be determined]. Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 60  Packet Pg. 133 of 196  22 Appendix A: Letter of Consent Item 6 Attachment B - Draft Palo Alto Permanent Parklet Program Standards        Item 6: Staff Report Pg. 61  Packet Pg. 134 of 196  1 7 7 1 City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: City Auditor Meeting Date: March 13, 2023 Report #:2302-1021 TITLE Approval of the Office of the City Auditor FY2023 Task Orders RECOMMENDATION The City Auditor and the Policy & Services Committee recommend that the City Council approve the following Task Orders, identified in the Audit Plan Report: 1) FY23-Task 01 – Citywide Risk Assessment 2) FY23-Task 02 – Annual Audit Plan 3) Task 04.12 – Wire Payment Process and Controls Review (Extension) 4) Task 04.13 – Remote and Flexible Work Study (Extension) 5) Task 04.14 – Cybersecurity Assessment (Extension) 6) Task 04.15 – Wastewater Treatment Facility Agreement (Extension) 7) Task 04.19 – Disaster Recovery Preparedness 8) Task 04.20 – Procurement Process Review DISCUSSION In accordance with our agreement with the City, Baker Tilly is required to conduct recurring activities each year. Those recurring activities including the following tasks outlined in our agreement: •Task 1: Citywide Risk Assessment •Task 2: Preparation of Annual Audit Plan •Task 4: Execute Council approved Annual Audit Plan (Attachment B) The Office of the City Auditor (OCA) is seeking approval from the Policy & Services Committee of the Tasks Orders that correspond to the Tasks outlined above and recommendation to forward these task orders to the City Council for approval. The Task Orders provide the contractual authority to begin this work in the new Fiscal Year 2023. An excerpt from the Item AA1 Staff Report        Item AA1: Staff Report Pg. 1  Packet Pg. 135 of 196  1 7 7 1 contract outlining these tasks is below for ease of reference. Item AA1 Staff Report        Item AA1: Staff Report Pg. 2  Packet Pg. 136 of 196  1 7 7 1 Although the fieldwork was completed in November 2022, the management response process is taking longer than expected. OCA requests the period of performance to be extended to April 30, 2023. The total not-to-exceed budget remains the same. 04.15 Wastewater Treatment Facility Agreement (Extension) This task order with the period of performance from March 1, 2022, to December 31, 2022, was signed in mid-April 2022, and the review was commenced in June 2022. Although the fieldwork was completed in October 2022, the report process is taking longer than expected. OCA requests the period of performance to be extended to May 31, 2023. The total not-to-exceed budget remains the same. 04.19 Disaster Recovery Preparedness The preliminary audit objectives include involves assessing the documentation of current disaster recovery plan for high priority application and supporting infrastructure to identify the adequacy of the documentation and identify additional documentation requirements. [Note: The task order title was incorrectly shown as “Disaster Recover Preparedness” in Task Order 4.19. We corrected it to “Disaster Recovery Preparedness” after the P&S Committee meeting on February 28, 2023.] 04.20 Procurement Process Review The preliminary audit objectives include: •Determine whether adequate controls are in place and working effectively to ensure that the appropriate vendors are selected properly to achieve desired objectives. •Identify the opportunities to improve the efficiency and effectiveness of the procurement process. FISCAL/RESOURCE IMPACT Work recommended in these tasks is within both the approved scope and compensation of the contract with Baker Tilly and funding levels in the FY 2023 Operating Budget for the Office of the City Auditor. ATTACHMENTS •Attachment A: OCA FY23 Task Orders •Attachment B: FY23 Audit Plan Item AA1 Staff Report        Item AA1: Staff Report Pg. 3  Packet Pg. 137 of 196  PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY23-01 Citywide Risk Assessment Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY23-01 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2023 COMPLETION: June 30, 2023 4 TOTAL TASK ORDER PRICE: $55,000 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT: TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Greg Tanaka, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 4  Packet Pg. 138 of 196  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements: • Services and Deliverables To Be Provided • Schedule of Performance • Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting the Citywide Risk Assessment involves four (4) primary steps: • Step 1: Project Planning & Management • Step 2: Information Gathering • Step 3: Analysis • Step 4: Reporting Step 1 – Project Planning & Management This step includes those tasks necessary to solidify mutual understanding of the risk assessment scope, objectives, deliverables, and timing as well as ensuring that appropriate client and consultant resources are available and well-coordinated. Tasks include: • Finalize project design – The first project activities will be to: o Identify communication channels and reporting relationships and responsibilities of project staff o Review and confirm project timelines o Review and confirm deliverables • Arrange logistics/administrative support – Matters to be addressed include schedules for interviews and data collection, contact persons in the departments, any other logistical matters, etc. • Conduct kick-off meeting with key project stakeholders Step 2 – Information Gathering This step involves gathering information, through various means, that will enable the project team to understand the various risks facing the City. Tasks include: • Request and review background information – the project team will develop an information request(s) in order to obtain various background information from the City. The request will include, but not be limited to: Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 5  Packet Pg. 139 of 196  o Strategic plan(s) o Financial reports, including the most recent City Budget and Comprehensive Annual Financial Report (CAFR) o Operational policies and procedures o Municipal code o Consulting reports o Other relevant information and reports • Conduct interviews with City Council and management o Risk assessment interviews, aimed at understanding City functions and identifying risks, will be conducted with City Council members as well as department and division • Conduct a risk assessment survey, if necessary • Conduct research into key risks in order to identify relevant information to assess risks Overall, the project team will consider the following risk types: • Strategic • Financial • Operational • Technology • Compliance • Reputational • Political Step 3 – Risk Analysis In Step 3, the project team will develop a risk matrix consisting of auditable areas (also referred to as an audit or risk universe). The risk matrix will include the following risk categories: • Environment, Strategy, and Governance – risks that have an organization wide impact and are not subject to a specific department or function (e.g., ethics) • Significant Projects and Initiatives – risks associated with large projects (e.g., capital projects, technology implementation) or City initiatives (e.g., employee engagement initiative). • Function Specific Risks – risks associated with a specific department or function (e.g., procurement policy compliance) After assembling a risk matrix, the project team will assess the likelihood and impact of potential adverse events in order to quantitatively score each auditable area for purposes of prioritizing audit activities. Step 4 – Reporting In Step 4, the project team will finalize the draft Risk Matrix and prepare a draft Risk Assessment Report. The project team will ask for input (general completeness, risk scoring) on the Risk Matrix from key project stakeholders. Upon finalization of the Risk Matrix, the project team will finalize the Risk Assessment Report. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 6  Packet Pg. 140 of 196  Deliverables: The following deliverables will be prepared as part of this engagement: • Risk Matrix • Risk Assessment Report • Presentation of Results to City Council (note that this may be combined with presentation of the Task 2 Annual Audit Plan) Schedule of Performance Anticipated Start Date: March 1, 2023 Anticipated End Date: June 30, 2023 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $55,000. The not-to-exceed budget is based on an estimate of 250 total project hours, of which 40 are estimated to be completed by the City Auditor. Reimbursable Expenses We plan to complete all work remote including all interviews and documentation review. If at any point the City and Baker Tilly mutually determine it will be beneficial to perform a portion of the work on-site, we will submit an estimate of our reimbursable expenses for the City’s approval prior to traveling to Palo Alto. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 7  Packet Pg. 141 of 196  PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY23-02 Annual Audit Plan Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY23-01 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2023 COMPLETION: June 30, 2023 4 TOTAL TASK ORDER PRICE: $10,500 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT: TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Greg Tanaka, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 8  Packet Pg. 142 of 196  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements: • Services and Deliverables To Be Provided • Schedule of Performance • Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to preparing the Annual Audit Plan involves two (2) primary steps: • Step 1: Consultation with City Council and Management • Step 2: Reporting Step 1 – Consultation with City Council and Management The Risk Matrix and Risk Assessment Report will serve as the primary drivers of the Annual Audit Plan. The project team will initiate discussions over Risk Assessment results, potential audit activities, and audit coverage with City Council and Management. The purpose of those conversations will be to understand the priorities of City Council, and to develop a Draft Annual Audit Plan: The Draft Annual Audit Plan will identify the following components for each audit activity: • Audit activity type – audit or consulting activity • Audit objectives and scope • Anticipated budget – both in terms of hours and budget • Anticipated timeline Step 2 – Reporting The project team will present the Draft Annual Audit Plan to the City Council in order to obtain input on each potential audit activity. Upon refining the plan, the project team will finalize the Annual Audit Plan for presentation to City Council. Deliverables The following deliverable will be prepared as part of this engagement: • Annual Audit Plan Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 9  Packet Pg. 143 of 196  Schedule of Performance Anticipated Start Date: March 1, 2023 Anticipated End Date: June 30, 2023 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $10,500. The not-to-exceed budget is based on an estimate of 50 total project hours, of which 10 are estimated to be completed by the City Auditor. Reimbursable Expenses We plan to complete all work remote including all interviews and documentation review. If at any point the City and Baker Tilly mutually determine it will be beneficial to perform a portion of the work on-site, we will submit an estimate of our reimbursable expenses for the City’s approval prior to traveling to Palo Alto. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 10  Packet Pg. 144 of 196  PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY22-4.12 Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY22-004.12 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: January 10, 2022 COMPLETION: June 30, 2022 March 31, 2023 4 TOTAL TASK ORDER PRICE: $54,550 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT: Remaining in Task 4 FY22: 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Lydia Kou Greg Tanaka, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 11  Packet Pg. 145 of 196  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements: • Services and Deliverables To Be Provided • Schedule of Performance • Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting the Work Order Process Review involves three (3) primary steps: • Step 1: Audit Planning • Step 2: Process and Control Review • Step 3: Reporting Step 1 – Audit Planning This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include: • Gather information to understand the environment under review o Understand the organizational structure and objectives o Review the City code, regulations, and other standards and expectations o Review prior audit results, as applicable o Review additional documentation and conduct interviews as necessary • Assess the audit risk • Write an audit planning memo and audit program o Refine audit objectives and scope o Identify the audit procedures to be performed and the evidence to be obtained and examined • Announce the initiation of the audit and conduct kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 12  Packet Pg. 146 of 196  Step 2 – Process and Control Review This step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary audit objective is to: (1) Determine whether adequate controls are in place and working effectively to ensure that all disbursements are valid and properly processed in compliance with City’s policies and procedures; (2) Determine whether end user security awareness training is sufficient to prevent erroneous payments caused by phishing. Procedures include: • Interview the appropriate individuals to understand the identified instance of wire fraud • Interview the appropriate individuals to understand the process, the information system used, and manual and automated controls related to the disbursement process including vendor record creation and modification • Interview the appropriate individuals to understand the end user awareness training • Review policies and procedures as well as the regulations and standards to identify the criteria to be used for evaluation of control design and effectiveness • Test disbursement transactions and new and modified vendor records as well as related key internal controls on a sample basis • Compare the process and controls against the best practices Step 3 – Reporting In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with the stakeholders, and submit a final audit report. Tasks include: • Develop findings, conclusions, and recommendations based on the supporting evidence gathered • Validate findings with the appropriate individuals and discuss the root cause of the identified findings • Complete supervisory review of working papers and a draft audit report • Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, finings, conclusions, and recommendations o Discuss management responses • Obtain written management responses and finalize a report • Review report with members of City Council and/or the appropriate Council Committee • Present the final report to the City Council and/or appropriate Council Committee Deliverables: The following deliverables will be prepared as part of this engagement: • Audit Report Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 13  Packet Pg. 147 of 196  Schedule of Performance Anticipated Start Date: January 10, 2022 Anticipated End Date: June 30, 2022 March 31, 2023 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $54,550. The not-to-exceed budget is based on an estimate of 270 total project hours. Reimbursable Expenses We plan to complete all work remote including all interviews and documentation review. If at any point the City and Baker Tilly mutually determine it will be beneficial to perform a portion of the work on-site, we will submit an estimate of our reimbursable expenses for the City’s approval prior to traveling to Palo Alto. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 14  Packet Pg. 148 of 196  Audit Activity 4.13 – Remote and Flexible Work Study PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY22-004.13 Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK O RDER NO.: FY22-004.13 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2022 COMPLETION: December 31, 2022 March 31, 2023 4 TOTAL TASK ORDER PRICE: $60,000 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Greer Stone Greg Tanaka, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 15  Packet Pg. 149 of 196  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements: • Services and Deliverables To Be Provided • Schedule of Performance • Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting the Construction Controls Assessment involves four (3) primary steps: • Step 1: Audit Planning • Step 2: Control review and analysis • Step 3: Reporting Step 1 – Audit Planning This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include: • Gather information to understand the environment under review o Understand the organization structure and objectives o Review the codes, regulations, policies, and other standards and expectations o Review the prior audit results, if any o Review previously conducted employee engagement and satisfaction surveys o Issue an employee survey centered on remote work capabilities o Issue a management survey centered on remote work capabilities o Review additional documentation and conduct interviews as necessary • Assess the audit risk • Write an audit plan and audit program o Define audit objectives and scope o Identify the audit procedures to be performed and the evidence to be obtained • Announce the initiation of the audit and conduct a kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 16  Packet Pg. 150 of 196  Step 2 – Control Review and Testing This step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary audit objective is to: (1) Assess employee and management perspectives for long-term remote and flexible work viability and associated challenges; (2) Evaluate positive outcomes and challenges for managing a mixed location workforce; (3) Identify policies, processes, management practices and work culture improvements that may improve the City’s ability to manage a remote workforce. Tasks include but are not limited to: • Analyze employee and management surveys to identify management and policy change opportunities and barriers for managing a mixed location workforce • Interview (focus group and/or individual) the Human Resources, employee representatives and management representatives to understand the current state, benefits and barriers to • Review relevant policies and procedures as well as the position eligibility standards for remote work to identify the criteria to be used for evaluation of control design and effectiveness • Research best practices and practices of surrounding communities • Analyze available data to assess current practices impact on recruitment and retention • Validate analysis with Human Resources Step 3 – Reporting In Step 3, the project team will perform tasks necessary to finalize audit working papers and submit a final audit report. Tasks include: • Develop findings, conclusions, and recommendations based on the supporting evidence gathered • Validate findings with the appropriate individuals • Complete the supervisory review of working papers and a draft audit report • Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, finings, conclusions, and recommendations o Discuss management responses • Obtain written management responses and finalize a report Deliverables: The following deliverable will be prepared as part of this engagement: • Audit Report with remote and flexible work data analysis and best practice recommendation Schedule of Performance Anticipated Start Date: March 1, 2022 Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 17  Packet Pg. 151 of 196  Anticipated End Date: December 31, 2022 March 31, 2023 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $60,000. The not-to-exceed budget is based on an estimate of 285 total project hours, of which 16 are estimated to be completed by the City Auditor. Reimbursable Expenses If circumstances allow, Baker Tilly anticipates planning one on-site fieldwork. Given this possibility, Baker Tilly could incur reimbursable expenses for this Task. The not-to-exceed maximum for reimbursable expenses for this Task is $5,000. The following summarizes anticipated reimbursable expenses: • Round-trip Airfare – $1,200 • Rental Car - $600 • Hotel accommodation - $2,500 (8 nights) • Food and incidentals – $700 Note that, if current restrictions associated with COVID-19 continue, an on-site visit may not be possible. The project team will work with the City to consider circumstances at the time. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 18  Packet Pg. 152 of 196  Audit Activity 4.14 – Cybersecurity Assessment PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY22-004.14 Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK O RDER NO.: FY22-004.14 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2022 COMPLETION: December 31, 2022 April 30, 2023 4 TOTAL TASK ORDER PRICE: $110,000 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Greer Stone Greg Tanaka, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 19  Packet Pg. 153 of 196  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements: • Services and Deliverables To Be Provided • Schedule of Performance • Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Cybersecurity Maturity Assessment Baker Tilly’s approach to conducting a cybersecurity assessment and developing a cybersecurity program strategy involves four (4) primary steps: • Step 1: Assessment Planning and Kick-off • Step 2: Information Gathering • Step 3: Cybersecurity Capability Analysis and Recommendations • Step 4: Reporting Step 1 – Assessment Planning and Kick-off This step consists of the tasks performed to adequately plan the work necessary to address the overall assessment objective and to solidify mutual understanding of the assessment scope, objectives, assessment process, and timing between stakeholders and assessors. Tasks include: • Baker Tilly will work with the City to finalize the assessment scope and project timeline. Baker Tilly will also provide the City with an initial interview and documentation request list. • Finally, Baker Tilly will perform a project kick-off discussion with the City to ensure alignment with the project timeline, interview schedule, and deliverables. Step 2 – Information Gathering This step involves conducting interviews with identified IT security personnel and key stakeholders to identify security capabilities, processes, and currently implemented technologies. Baker Tilly will also review current IT security policy and procedure documentation, as well as network and infrastructure architecture documents. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 20  Packet Pg. 154 of 196  Step 3 – Cybersecurity Capability Analysis and Recommendations This step involves mapping current state security capabilities to the NIST Cybersecurity Framework and evaluate the maturity of current security processes. Baker Tilly will also identify current risks related to weaknesses in the City’s cybersecurity program. Baker Tilly will then review current state capabilities and risks with the City to ensure alignment on Baker Tilly’s initial analysis and identify target state objectives utilizing the Capability Maturity Model (CMMI) Finally, Baker Tilly will take the identified improvement areas and target state maturity objectives to develop our recommendations for the City’s cybersecurity program to meet its target state objectives. Step 4 – Reporting The project team will perform tasks necessary to finalize the initial draft cybersecurity assessment report and review a draft report with the stakeholders. Additionally, the team will submit a final assessment report to the City. Tasks include: • Develop findings, conclusions, and recommendations based on the supporting evidence gathered • Validate findings with the appropriate individuals • Distribute a draft assessment report and conduct a closing meeting with key stakeholders o Discuss the assessment results, findings, conclusions, and recommendations • Obtain written management responses and finalize a report Deliverables: The following deliverable will be prepared as part of this engagement: • Cybersecurity Assessment Report and Program Strategy External Penetration Testing Baker Tilly will perform external penetration testing on behalf of the City. Baker Tilly’s approach to conducting these security testing activities involves four (4) primary steps: • Step 1: Assessment Planning and Kick-off • Step 2: Open-Source Information Gathering and Reconnaissance • Step 3: External Penetration Testing • Step 4: Reporting Step 1 – Assessment Planning and Kick-off This step consists of the tasks performed to adequately plan the work necessary to address the overall testing objective and to solidify mutual understanding of the testing scope, objectives, testing process, and timing between stakeholders and assessors. Tasks include: Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 21  Packet Pg. 155 of 196  • Baker Tilly will work with the City to finalize the testing scope and project timeline. • Baker Tilly will perform a project kick-off discussion with the City to ensure alignment with the project timeline, testing approach, and deliverables. • Baker Tilly will provide the City with an ISP authorization form and Rules of Engagement documents for signature to confirm testing scope and activities. Step 2 – Open-Source Information Gathering and Reconnaissance This step involves conducting interviews with identified IT security personnel and key stakeholders to identify security capabilities, processes, and currently implemented technologies. Baker Tilly will also review current IT security policy and procedure documentation, as well as network and infrastructure architecture documents. Step 3 – External Penetration Testing Baker Tilly will conduct external penetration testing on up to 300 active and 208 dormant external IP addresses provided by the City. External penetration testing services include: • Confirmation of active versus dormant IP addresses • Identification of services and service versions running on each active system; • Automated vulnerability discovery scanning for each active system; • Penetration attempts on systems identified that have known exploitable vulnerabilities; and • Deep dive exploitation of any identified exploitable vulnerabilities to gain unauthorized access to internal systems and/or data. Step 4 – Reporting The project team will perform tasks necessary to finalize our security testing report and review a draft report with City stakeholders. Additionally, the team will submit a final testing report to the City. Tasks include: • Develop findings, conclusions, and recommendations based on the supporting evidence gathered • Validate findings with the appropriate individuals • Distribute a draft testing report and conduct a closing meeting with key stakeholders o Discuss the testing results, findings, conclusions, and recommendations • Obtain written management responses and finalize a report Deliverables: The following deliverable will be prepared as part of this engagement: • External Penetration Testing Report Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 22  Packet Pg. 156 of 196  Schedule of Performance Anticipated Start Date: March 1, 2022 Anticipated End Date: December 31, 2022 April 30, 2023 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $110,000. The not-to-exceed budget is based on an estimate of 525 total project hours, of which 30 are estimated to be completed by the City Auditor. Reimbursable Expenses We plan to complete the audit work remotely, including all interviews and documentation review. However, if the City requests the assessment team to travel on-site for meetings, interviews, or assessment report readouts, these travel related expenses will be billed in addition to the fees above. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 23  Packet Pg. 157 of 196  Audit Activity 4.15 – Wastewater Treatment Plant Agreement PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY22-004.15 Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK O RDER NO.: FY22-004.15 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2022 COMPLETION: December 31, 2022 May 31, 2023 4 TOTAL TASK ORDER PRICE: $82,500 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Greer Stone Greg Tanaka, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 24  Packet Pg. 158 of 196  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements: • Services and Deliverables To Be Provided • Schedule of Performance • Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting a Wasterwater Treatment Plant Agreement Review involves three (3) primary steps: • Step 1: Audit Planning • Step 2: Process and Control Review • Step 3: Reporting Step 1 – Audit Planning This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include: • Gather information to understand the environment under review o Understand the organizational structure and objectives o Review the City code, regulations, and other standards and expectations o Review prior audit results, as applicable o Review additional documentation and conduct interviews as necessary • Assess the audit risk • Write an audit planning memo and audit program o Refine audit objectives and scope o Identify the audit procedures to be performed and the evidence to be obtained and examined • Announce the initiation of the audit and conduct kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 25  Packet Pg. 159 of 196  Step 2 – Process and Control Review This step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary audit objective is to: (1) Determine whether adequate controls are in place and working effectively to ensure that costs for treatment plan operations are properly accounted for and allocated; (2) Assess the compliance with contracts and regulations. Procedures include: • Interview the appropriate individuals to understand the process, the information system used, and internal controls related to accounting and allocation of costs for treatment plan operations. • Review the contracts, policies and procedures as well as the regulations and standards to identify the criteria to be used for evaluation of compliance and control design and effectiveness • Review the documents (such as contracts and supporting documents for allocation) for the selected allocation transactions • Compare the cost accounting and allocation methodology against the requirements Step 3 – Reporting In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with the stakeholders, and submit a final audit report. Tasks include: • Develop findings, conclusions, and recommendations based on the supporting evidence gathered • Validate findings with the appropriate individuals and discuss the root cause of the identified findings • Complete supervisory review of working papers and a draft audit report • Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, finings, conclusions, and recommendations o Discuss management responses • Obtain written management responses and finalize a report • Review report with members of City Council and/or the appropriate Council Committee • Present the final report to the City Council and/or appropriate Council Committee Deliverables: The following deliverable will be prepared as part of this engagement: • Audit Report Schedule of Performance Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 26  Packet Pg. 160 of 196  Anticipated Start Date: March 1, 2022 Anticipated End Date: December 31, 2022 May 31, 2023 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $82,500. The not-to-exceed budget is based on an estimate of 400 total project hours, of which 20 are estimated to be completed by the City Auditor. Reimbursable Expenses If circumstances allow, Baker Tilly anticipates planning one on-site fieldwork week. Given this possibility, Baker Tilly could incur reimbursable expenses for this Task. The not-to-exceed maximum for reimbursable expenses for this Task is $4,750. The following summarizes anticipated reimbursable expenses (for three team members): • Round-trip Airfare – $1500 • Rental Car - $400 • Hotel accommodation - $2500 (4 nights) • Food and incidentals – $750 Note that, if current restrictions associated with COVID-19 continue, an on-site visit may not be possible. The project team will work with the City to consider circumstances at the time. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 27  Packet Pg. 161 of 196  PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY23-4.19 Disaster Recovery Preparedness Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK O RDER NO.: FY23-4.19 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2023 COMPLETION: June 30, 2023 4 TOTAL TASK ORDER PRICE: $87,500 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Greg Tanaka, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 28  Packet Pg. 162 of 196  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements:  Services and Deliverables To Be Provided  Schedule of Performance  Maximum Compensation Amount and Rate Schedule (As Applicable)  Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Disaster Recovery Assessment Baker Tilly’s approach to conducting a disaster recovery assessment involves four (4) primary steps:  Step 1: Assessment Planning and Kick-off  Step 2: Information Gathering  Step 3: Disaster Recovery Analysis and Recommendations  Step 4: Reporting Step 1 – Assessment Planning and Kick-off This step consists of the tasks performed to adequately plan the work necessary to address the overall assessment objective and to solidify mutual understanding of the assessment scope, objectives, assessment process, and timing between stakeholders and assessors. Tasks include:  Baker Tilly will work with the City to finalize the assessment scope and project timeline. Baker Tilly will also provide the City with an initial interview and documentation request list.  Finally, Baker Tilly will perform a project kick-off discussion with the City to ensure alignment with the project timeline, interview schedule, and deliverables. Step 2 – Information Gathering This step involves conducting interviews with identified IT security personnel and key stakeholders to gain an understanding of the operating environment and understand the desired outcome of the disaster recovery plan. Baker Tilly will also review current IT disaster recovery policy and procedure documentation, as well as review current infrastructure in place. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 29  Packet Pg. 163 of 196  Step 3 – Disaster Recovery Analysis and Recommendations This step involves assessing the documentation of current disaster recovery plan for high priority application and supporting infrastructure to identify the adequacy of the documentation and identify additional documentation requirements. Baker Tilly will perform a gap assessment between the current disaster recovery capabilities, desired disaster recovery strategy, and industry best practices. Baker Tilly develop recommendation to remediate the identified documentation and capability gaps. Baker Tilly will provide recommendations to update the disaster recovery documentation to address the gaps identified. Step 4 – Reporting The project team will perform tasks necessary to finalize the initial draft disaster recovery assessment report and review a draft report with the stakeholders. Additionally, the team will submit a final assessment report to the City. Tasks include: • Develop findings, conclusions, and recommendations based on the supporting evidence gathered • Validate findings with the appropriate individuals • Distribute a draft assessment report and conduct a closing meeting with key stakeholders o Discuss the assessment results, findings, conclusions, and recommendations • Obtain written management responses and finalize a report Deliverables: The following deliverable will be prepared as part of this engagement: • Disaster Recovery Assessment Report Schedule of Performance Anticipated Start Date: March 1, 2023 Anticipated End Date: June 30, 2023 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $87,500. The not-to-exceed budget is based on an estimate of 400 total project hours, of which 20 are estimated to be completed by the City Auditor. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 30  Packet Pg. 164 of 196  Reimbursable Expenses If circumstances allow, Baker Tilly anticipates planning one on-site fieldwork. The maximum compensation amount reflected above will be inclusive of any travel related expenses. Note that, if current restrictions associated with COVID-19 continue, an on-site visit may not be possible. The project team will work with the City to consider circumstances at the time. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 31  Packet Pg. 165 of 196  PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY23-4.20 Procurement Process Review Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): C21179340 1B. TASK O RDER NO.: FY23-4.20 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2023 COMPLETION: September 30, 2023 4 TOTAL TASK ORDER PRICE: $61,550 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Greg Tanaka, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE:  SERVICES AND DELIVERABLES TO BE PROVIDED  SCHEDULE OF PERFORMANCE  MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable)  REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 32  Packet Pg. 166 of 196  Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements: • Services and Deliverables To Be Provided • Schedule of Performance • Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting an internal audit of Procurement Process involves three (3) primary steps: • Step 1: Audit Planning • Step 2: Control Review and Testing • Step 3: Reporting Step 1 – Audit Planning This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include: • Gather information to understand the environment under review o Understand the organizational structure and objectives o Review the City code, regulations, and other standards and expectations o Review prior audit results, as applicable o Review additional documentation and conduct interviews as necessary • Assess the audit risk • Write an audit planning memo and audit program o Refine audit objectives and scope o Identify the audit procedures to be performed and the evidence to be obtained and examined • Announce the initiation of the audit and conduct kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 33  Packet Pg. 167 of 196  Step 2 – Control Review and Testing This step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary audit objective is to: (1) Determine whether adequate controls are in place and working effectively to ensure that the appropriate vendors are selected properly to achieve desired objectives. (2) Identify the opportunities to improve the efficiency and effectiveness of the procurement process. Procedures include, but not limited to: • Interview the appropriate individuals to gain an understanding of the organizational structure, processes, and controls related to procurement processes from the need assessment and market analysis to contract awarding and administration. • Review policies and procedures as well as the legislative and regulatory requirements to identify the criteria to be used for evaluation of control design and effectiveness. • Review the documents (such as contracts and related procurement files and performance reviews) for the selected contracts. • Analyze the data and information related to procurement, as appropriate. • Compare the process and controls against the best practices. Step 3 – Reporting In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with the stakeholders, and submit a final audit report. Tasks include: • Develop findings, conclusions, and recommendations based on the supporting evidence gathered • Validate findings with the appropriate individuals and discuss the root cause of the identified findings • Complete supervisory review of working papers and a draft audit report • Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, finings, conclusions, and recommendations o Discuss management responses • Obtain written management responses and finalize a report • Review report with members of City Council and/or the appropriate Council Committee Deliverables: The following deliverable will be prepared as part of this engagement: • Audit Report Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 34  Packet Pg. 168 of 196  Schedule of Performance Anticipated Start Date: March 1, 2023 Anticipated End Date: September 30, 2023 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $61,550. The not-to-exceed budget is based on an estimate of 350 total project hours, of which 20 are estimated to be completed by the City Auditor. Reimbursable Expenses We plan to complete all work remote including all interviews and documentation review. If at any point the City and Baker Tilly mutually determine it will be beneficial to perform a portion of the work on-site, we will submit an estimate of our reimbursable expenses for the City’s approval prior to traveling to Palo Alto. Item AA1 Attachment A - OCA FY23 Task Orders        Item AA1: Staff Report Pg. 35  Packet Pg. 169 of 196  City of Palo Alto Office of the City Auditor FY22/FY23 Annual Audit Plan February 15, 2022 Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 36  Packet Pg. 170 of 196  FY2022/2023 Audit Plan 2 Overview Introduction The purpose of the audit activites performed by the Office of the City Auditor (OCA) for the City of Palo Alto (the City) is “to ensure that city management is using its financial, physical, and informational resources effectively, efficiently, economically, ethically, and equitably, and in compliance with laws, regulations, contract and grant requirements, and city policies and procedures”, according to the Palo Alto Municipal Code (Section 2.08.130). It requires the City Auditor prepare an annual audit plan for the City Council’s approval at the beginning of each fiscal year. In accordance with Task #2 of the Baker Tilly agreement (City of Palo Alto Contract No, C21179340), Baker Tilly US, LLP (Baker Tilly) performed the initial risk assessment after having started to serve as OCA in October 2020 and submitted in early 2021 the FY21-FY22 annual audit plan identifying audit activities across an 18-months horizon (through FY22). The OCA updated the initial risk assessment in January 2022, one year after our initial risk assessment. This audit plan for the remaining FY22 and FY23 was prepared based on the results of the updated risk assessment. The OCA will seek approval of contract task orders iteratively during that timeframe in order to remain agile and accommodate changes to the plan as time passes. Other activities are addressed in separate task orders corresponding to the tasks in the Baker Tilly agreement. For example, the City Auditor performs follow up on audit findings and recommendations, as outlined in Task #5. Conformance with Local Ordinances and Standards Section 2.08.130 of the Palo Alto Municipal Code defines that the mission of OCA is to promote honest, efficient, effective, economical, and fully accountable and transparent city government. Audits are to be conducted and nonaudit services provided in accordance with Government Auditing Standards, as established by the Comptroller General of the United States, Governmental Accountability Office. The following duties of the City Auditor exist regarding the plan and scope of internal audits. Palo Alto City Charter Article IV Sec. 12 requires the City Auditor to perform the following: – Conduct audits in accordance with a schedule approved by the City Council and may conduct unscheduled audits from time to time. – Conducts internal audits of all the fiscal transactions of the City. Title 2 Administrative Code Section 2.08.130 requires the City Auditor to perform the following: – Prepare an annual audit plan for city council approval. – Identify the preliminary objectives of each audit to be performed, reflecting the purpose of the engagement and a preliminary description of the areas that may be addressed. – Conduct performance audits and perform nonaudit services of any city department, program, service, or activity as approved by the city council. California Government Code Section 1236 requires all cities that conduct audit activities to conduct their work under the general and specified standards prescribed by the Institute of Internal Auditors (IIA) or the Government Auditing Standards (GAO) issued by the Comptroller General of the United States, as appropriate. Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 37  Packet Pg. 171 of 196  FY2022/2023 Audit Plan 3 Audit Activity Types OCA will conduct performance audits and perform financial/operational analyses of any City department, program, service, or activity as approved by the City Council in accordance with the Baker Tilly agreement. Performance Audits According to the Government Auditing Standards (GAO-18-568G, Section 1.21 and 1.22, page 10-12), performance audits provide objective analysis, findings, and conclusions to assist management and those charged with governance and oversight with, among other things, improving program performance and operations, reducing costs, facilitating decision making by parties responsible for overseeing or initiating corrective action, and contributing to public accountability. Performance audits may include the following four (4) audit objectives: – Program effectiveness and results – Internal control design and effectiveness – Compliance with laws, regulations, and policies – Prospective analysis Audit Planning Considerations While maintaining its independence and objectivity in accordance with standards, the City Auditor considers a variety of matters when developing the Annual Audit Plan, including but not limited to: – Risk assessment – OCA performed a risk assessment and summarized the results in a separate report (Task #2). Generally speaking, audit activities target high(er) risk areas. The results are shown the following page. – Ability to add value – audit seeks to add value through independent and objective analysis. – City Council – the City Auditor reports to the City Council and seeks input on audit priorities. – Coverage and Prior Audits – the City Auditor considers prior audits conducted by OCA, the financial audit, and other audit and consulting reports recently issued. – “Ripeness” and On-Going Initiatives – certain risk areas may be addressed through operational activities, which could mean they are not be ripe for audit to add value. – Scheduling – the City Auditor takes into consideration the timing of an audit and other on-going initiatives that directly relate. Putting an undue burden on City staff may exacerbate the risk at hand or other interrelated risks. Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 38  Packet Pg. 172 of 196  FY2022/2023 Audit Plan 4 Risk Assessment Results The OCA performed a citywide risk assessment to plan for FY22 and FY23 audit activities and documented the methodology and the detailed results in a separate Risk Assessment Report. In summary, we identified the following areas rated as High or High-Moderate risks. In determining the audit activities to be performed in FY22 and in FY23, we further reviewed these risks and functional areas and considered the matters listed in the previous page. Functional Area Title Likelihood (1-5) Impact (1-5)Score City Wide COVID-19 Response 5 5 50 Org Wide Employee Retention & Succession Planning 5 4 46 Planning and Development Services Long Rnage Planning 5 4 46 Information Technology Disaster Recovery Preparedness and Testing 3 5 44 Information Technology Host Intrusion and Malware Defense 3 5 44 Information Technology Problem Management and Incident Response 3 5 44 Transportation Contract Management 3 5 44 Org Wide Workforce 4 4 42 Org Wide Citywide Risk Management 4 4 42 Administrative Services Procurement 4 4 42 Fire Emergency Medical Service 4 4 42 Human Resources High Cost Claims 4 4 42 Human Resources Workload 4 4 42 Information Technology Mobile Device Management 5 3 40 Information Technology Strategy and Governance 5 3 40 Public Works Secondary Treatment Upgrades 2 5 38 Public Works ADA Compliance Upgrade 2 5 38 Administrative Services Investments, Debt, and Cash Management 2 5 38 Information Technology Information Security 2 5 38 Information Technology Operations and Monitoring 2 5 38 Information Technology Physical and Environmental Controls 2 5 38 Information Technology Ransomware 2 5 38 Police Use of Force and Officer Conduct 2 5 38 Org Wide Governance 3 4 36 Org Wide Organizational Culture 3 4 36 Administrative Services ERP System Upgrade 3 4 36 City Wide Sustainability and Climate Action Plan 3 4 36 Administrative Services Accounts Receivable 3 4 36 Fire Fire Suppression 3 4 36 Fire Fire Prevention - Palo Alto Foothills & Wildlad Fire Risk 3 4 36 Public Works Public Services - Fleet 3 4 36 Public Works Wastewater Treatment Plant Operations 3 4 36 Public Works Public Services -Facilities 3 4 36 Utilities AMI (Advanced Metering Infrastructure) Project 3 4 36 Utilities Rates and Rate Adjustments 3 4 36 Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 39  Packet Pg. 173 of 196  FY2022/2023 Audit Plan 5 Proposed Audit Activities for FY2022-2023 Included in the tables below are the proposed audit activities for the remainder of FY2022 and FY2023. Each audit activity corresponds to a risk rated as High or Moderate in the Risk Assessment Report and selected based on other factors outlined on page 3. The preliminary audit objectives are described for each audit listed. These objectives and scope of each audit activity will be further defined based on the result of a project planning risk assessment processes performed at the beginning of each activity. Audits are planned in three overall phases – note that the timing may differ slightly for each audit activity: – Phase I – Activities projected to start before March 2022 and end by June 2022 – Phase II – Activities projected to start in March 2022 and end by December 2022 – Phase III – Activities projected to start in June 2022 or January 2023 and end by June 2023 Amendments to the proposed audit plan will be proposed either as needed or after conducting an annual risk assessment and update the audit plan, as needed, during FY23. Amendments may be proposed in response to changes in the City’s environment such as organizational structure, operations, risks, systems, and controls. Please note that the City Auditor will actively manage projects and overall budgets and workload in its execution of the workplan. For each audit activity, a task order is submitted to the City Council for approval before the work is commenced. We have prepared and attached to this report multiple task orders that correspond to audit activities we have prioritized (e.g., those in Phase I). Those audit activities for are marked with an “X” in the ‘Seeking Approval’ column of the table below, and the Task Orders are included in the Appendix. Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 40  Packet Pg. 174 of 196  FY2022/2023 Audit Plan 6 Phase I Activities Seeking Approval Function Project Title Audit Objectives Timeline Estimated Hours FY22 Cost FY23 Cost (*) Total Cost FY21+22+23 _ Administrative Services Economic Recovery Advisory (Task Order 4.7) ● Review the City’s long-term financial planning model and offer recommendations for improvement. ● Identify and evaluate key revenue sources categories that present long term risk to the City's financial sustainability. ● Perform scenario analysis and advise in the development of long term financial projections. March - December 2021 400 $64,663 $64,663 Public Works Public Safety Building - Construction Audit (Task Order 4.8) ● Monthly invoice review ● Change order testing ● Contingency and allowance testing ● Lien waiver control ● Compliance with insurance requirements ● Closeout testing ● Verify the City’s implementation and adherence to documented project controls March 2021 - June 2023 420 $26,633 $26,633 $51,266 Planning and Development Services Building Permit & Inspection Process Review (Task Order 4.9) ● Identify highest impact area to focus the assessment (e.g., specific permit type(s), specific sub-processes, etc.). ● Document corresponding process(es) and evaluate for efficiency and effectiveness. ● Benchmark operational performance against industry practices and established standards. April – September 2021 360 $48,300 $48,300 Citywide Nonprofit Agreements Risk Management Review (Task Order 4.10) ● Evaluate controls in place to ensure that nonprofit organizations are properly vetted prior to selection and monitored through the life of an agreement. ● Assess the performance monitoring process against the best practice. ● Follow up on relevant audit findings from past audit work. May – September 2021 400 $55,246 $55,246 Utilities Utility Work Order & Process Review (Task Order 4.11) ● Determine whether adequate controls are in place and working effectively around the work order process ● Assess the work order process against best practices January - December 2022 400 $81,400 $81,400 Administrative Services / Information Technology Wire Payment Process and Controls (Task Order 4.12) ● Determine whether adequate controls are in place and working effectively to ensure that all disbursements are valid and properly processed in compliance with City’s policies and procedures ● Determine whether end user security awareness training is sufficient to prevent erroneous payments caused by phishing February - June 2022 270 $54,550 $54,550 Phase I Sub Total 2,250 $329,792 $26,633 $355,425 * For the purpose of audit plan preparation, OCA used the FY22 budget amount for FY23 Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 41  Packet Pg. 175 of 196  FY2022/2023 Audit Plan 7 Phase II Activities Seeking Approval Function Project Title Audit Objectives (preliminary objectives for audits not currently subject to approval) Timeline Estimated Hours FY22 Cost FY23 Cost (*) Total Cost X Human Resources Remote and Flexible Work Study ● Assess employee and management perspectives for long-term remote and flexible work viability and associated challenges ● Evaluate positive outcomes and challenges for managing a mixed location workforce ● Identify policies, processes, management practices and work culture improvements that may improve the City’s ability to manage a remote workforce March - December 2022 285 $50,000 $10,000 $60,000 X Information Technology Cybersecurity Assessment ● Map current state security capabilities to the NIST Cybersecurity Framework and evaluate the maturity of current security processes ● Identify current risks related to weaknesses in the City’s cybersecurity program ● Identify target state objectives utilizing the Capability Maturity Model (CMMI) and develop recommendation to meet the objectives March - December 2022 525 $90,000 $20,000 $110,000 X Public Works Wastewater Treatment Plant Agreement Audit ● Evaluate whether direct and indirect costs incurred by the City are properly allocated to the operation of the Wastewater Treatment Plant. ● Review whether costs are properly allocated to the various parties to the Wastewater Treatment Plant Agreement. March 2022 - December 2022 400 $60,000 $2,250 $62,250 Phase II Sub Total 1,210 $194,000 $38,250 $232,250 * For the purpose of audit plan preparation, OCA used the FY22 budget amount for FY23 Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 42  Packet Pg. 176 of 196  FY2022/2023 Audit Plan 8 Phase III Activities Seeking Approval Function Project Title Preliminary Audit Objectives Timeline Estimated Hours FY22 Cost FY23 Cost (*) Total Cost Transportation Contract Management - ALPR Technology ● Determine whether policies and procedures are implemented effectively to protect the privacy of personal information gathered using ALPR technology for the City's parking management. ● Determine whether the City monitors the vendor's performance to ensure the compliance with contract terms and applicable laws and regulations related to data privacy. June 2022 - January 2023 400 $82,500 $82,500 Administrative Services Investment Management ● Determine whether adequate controls are in place and operating effectively to ensure that investments are managed in accordance with the investment management and other relevant policies. ● Assess the organizational structure and operations of the investment portfolio management function against best practice. June 2022 - January 2023 350 $61,550 $61,550 Information Technology Disaster Recovery Preparedness ● Determine whether a formal disaster recovery plan exists and aligns with the City's needs for business continuity ● Determine whether a disaster recovery plan is periodically tested and updated to ensure a successful recovery January - June 2023 400 $87,500 $87,500 Administrative Services Procurement Process ● Determine whether adequate controls are in place and working effectively to ensure that the appropriate vendors are selected properly to achieve desired objectives ● Identify the opportunities to improve the efficiency and effectiveness of the procurement process January - June 2023 350 $61,550 $61,550 Planning and Development Services Long Range Planning ● Review progress against intended goals and identify any gaps ● Determine whether an effective control environment exists for the Long Range Planning group to maintain City's Comprehensive Plan ● Determine whether adequate controls are in place and working effectively for data analyses January - June 2023 400 $82,500 $82,500 Public Works ADA Compliance ● Determine whether improvements have been made to make facilities, programs, and services accessible in accordance with the Transition Plan and Self-Evaluation Final Study to ensure compliance with the Americans with Disabilities Act (ADA) OF 1990 January - June 2023 350 $61,550 $61,550 TBD TBD / Ad Hoc Requests TBD TBD TBD Phase III Sub Total 2,300 $0 $458,100 $458,100 Phase I + II + III TOTAL 5,760 $523,792 $521,983 $1,045,775 FY22 - FY23 Budget $600,000 $560,000 $1,160,000 FY23 Ad Hoc / Contingency $76,208 $38,017 $114,225 * For the purpose of audit plan preparation, OCA used the FY22 budget amount for FY23 Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 43  Packet Pg. 177 of 196  FY2021/2022 Audit Plan 9 Appendix: Task Orders Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 44  Packet Pg. 178 of 196  10 Audit Activity 4.13 – Remote and Flexible Work Study PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY22-004.13 Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK O RDER NO.: FY22-004.13 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2022 COMPLETION: December 31, 2022 4 TOTAL TASK ORDER PRICE: $60,000 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Greer Stone, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE: ▪ SERVICES AND DELIVERABLES TO BE PROVIDED ▪ SCHEDULE OF PERFORMANCE ▪ MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) ▪ REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 45  Packet Pg. 179 of 196  11 Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements: • Services and Deliverables To Be Provided • Schedule of Performance • Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting the Construction Controls Assessment involves four (3) primary steps: • Step 1: Audit Planning • Step 2: Control review and analysis • Step 3: Reporting Step 1 – Audit Planning This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include: • Gather information to understand the environment under review o Understand the organization structure and objectives o Review the codes, regulations, policies, and other standards and expectations o Review the prior audit results, if any o Review previously conducted employee engagement and satisfaction surveys o Issue an employee survey centered on remote work capabilities o Issue a management survey centered on remote work capabilities o Review additional documentation and conduct interviews as necessary • Assess the audit risk • Write an audit plan and audit program o Define audit objectives and scope o Identify the audit procedures to be performed and the evidence to be obtained • Announce the initiation of the audit and conduct a kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 46  Packet Pg. 180 of 196  12 Step 2 – Control Review and Testing This step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary audit objective is to: (1) Assess employee and management perspectives for long-term remote and flexible work viability and associated challenges; (2) Evaluate positive outcomes and challenges for managing a mixed location workforce; (3) Identify policies, processes, management practices and work culture improvements that may improve the City’s ability to manage a remote workforce. Tasks include but are not limited to: • Analyze employee and management surveys to identify management and policy change opportunities and barriers for managing a mixed location workforce • Interview (focus group and/or individual) the Human Resources, employee representatives and management representatives to understand the current state, benefits and barriers to • Review relevant policies and procedures as well as the position eligibility standards for remote work to identify the criteria to be used for evaluation of control design and effectiveness • Research best practices and practices of surrounding communities • Analyze available data to assess current practices impact on recruitment and retention • Validate analysis with Human Resources Step 3 – Reporting In Step 3, the project team will perform tasks necessary to finalize audit working papers and submit a final audit report. Tasks include: • Develop findings, conclusions, and recommendations based on the supporting evidence gathered • Validate findings with the appropriate individuals • Complete the supervisory review of working papers and a draft audit report • Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, finings, conclusions, and recommendations o Discuss management responses • Obtain written management responses and finalize a report Deliverables: The following deliverable will be prepared as part of this engagement: • Audit Report with remote and flexible work data analysis and best practice recommendation Schedule of Performance Anticipated Start Date: March 1, 2022 Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 47  Packet Pg. 181 of 196  13 Anticipated End Date: December 31, 2022 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $60,000. The not-to-exceed budget is based on an estimate of 285 total project hours, of which 16 are estimated to be completed by the City Auditor. Reimbursable Expenses If circumstances allow, Baker Tilly anticipates planning one on-site fieldwork. Given this possibility, Baker Tilly could incur reimbursable expenses for this Task. The not-to-exceed maximum for reimbursable expenses for this Task is $5,000. The following summarizes anticipated reimbursable expenses: • Round-trip Airfare – $1,200 • Rental Car - $600 • Hotel accommodation - $2,500 (8 nights) • Food and incidentals – $700 Note that, if current restrictions associated with COVID-19 continue, an on-site visit may not be possible. The project team will work with the City to consider circumstances at the time. Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 48  Packet Pg. 182 of 196  14 Audit Activity 4.14 – Cybersecurity Assessment PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY22-004.14 Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK O RDER NO.: FY22-004.14 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2022 COMPLETION: December 31, 2022 4 TOTAL TASK ORDER PRICE: $110,000 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Greer Stone, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE: ▪ SERVICES AND DELIVERABLES TO BE PROVIDED ▪ SCHEDULE OF PERFORMANCE ▪ MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) ▪ REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 49  Packet Pg. 183 of 196  15 Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements: • Services and Deliverables To Be Provided • Schedule of Performance • Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Cybersecurity Maturity Assessment Baker Tilly’s approach to conducting a cybersecurity assessment and developing a cybersecurity program strategy involves four (4) primary steps: • Step 1: Assessment Planning and Kick-off • Step 2: Information Gathering • Step 3: Cybersecurity Capability Analysis and Recommendations • Step 4: Reporting Step 1 – Assessment Planning and Kick-off This step consists of the tasks performed to adequately plan the work necessary to address the overall assessment objective and to solidify mutual understanding of the assessment scope, objectives, assessment process, and timing between stakeholders and assessors. Tasks include: • Baker Tilly will work with the City to finalize the assessment scope and project timeline. Baker Tilly will also provide the City with an initial interview and documentation request list. • Finally, Baker Tilly will perform a project kick-off discussion with the City to ensure alignment with the project timeline, interview schedule, and deliverables. Step 2 – Information Gathering This step involves conducting interviews with identified IT security personnel and key stakeholders to identify security capabilities, processes, and currently implemented technologies. Baker Tilly will also review current IT security policy and procedure documentation, as well as network and infrastructure architecture documents. Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 50  Packet Pg. 184 of 196  16 Step 3 – Cybersecurity Capability Analysis and Recommendations This step involves mapping current state security capabilities to the NIST Cybersecurity Framework and evaluate the maturity of current security processes. Baker Tilly will also identify current risks related to weaknesses in the City’s cybersecurity program. Baker Tilly will then review current state capabilities and risks with the City to ensure alignment on Baker Tilly’s initial analysis and identify target state objectives utilizing the Capability Maturity Model (CMMI) Finally, Baker Tilly will take the identified improvement areas and target state maturity objectives to develop our recommendations for the City’s cybersecurity program to meet its target state objectives. Step 4 – Reporting The project team will perform tasks necessary to finalize the initial draft cybersecurity assessment report and review a draft report with the stakeholders. Additionally, the team will submit a final assessment report to the City. Tasks include: • Develop findings, conclusions, and recommendations based on the supporting evidence gathered • Validate findings with the appropriate individuals • Distribute a draft assessment report and conduct a closing meeting with key stakeholders o Discuss the assessment results, findings, conclusions, and recommendations • Obtain written management responses and finalize a report Deliverables: The following deliverable will be prepared as part of this engagement: • Cybersecurity Assessment Report and Program Strategy External Penetration Testing Baker Tilly will perform external penetration testing on behalf of the City. Baker Tilly’s approach to conducting these security testing activities involves four (4) primary steps: • Step 1: Assessment Planning and Kick-off • Step 2: Open-Source Information Gathering and Reconnaissance • Step 3: External Penetration Testing • Step 4: Reporting Step 1 – Assessment Planning and Kick-off This step consists of the tasks performed to adequately plan the work necessary to address the overall testing objective and to solidify mutual understanding of the testing scope, objectives, testing process, and timing between stakeholders and assessors. Tasks include: Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 51  Packet Pg. 185 of 196  17 • Baker Tilly will work with the City to finalize the testing scope and project timeline. • Baker Tilly will perform a project kick-off discussion with the City to ensure alignment with the project timeline, testing approach, and deliverables. • Baker Tilly will provide the City with an ISP authorization form and Rules of Engagement documents for signature to confirm testing scope and activities. Step 2 – Open-Source Information Gathering and Reconnaissance This step involves conducting interviews with identified IT security personnel and key stakeholders to identify security capabilities, processes, and currently implemented technologies. Baker Tilly will also review current IT security policy and procedure documentation, as well as network and infrastructure architecture documents. Step 3 – External Penetration Testing Baker Tilly will conduct external penetration testing on up to 300 active and 208 dormant external IP addresses provided by the City. External penetration testing services include: • Confirmation of active versus dormant IP addresses • Identification of services and service versions running on each active system; • Automated vulnerability discovery scanning for each active system; • Penetration attempts on systems identified that have known exploitable vulnerabilities; and • Deep dive exploitation of any identified exploitable vulnerabilities to gain unauthorized access to internal systems and/or data. Step 4 – Reporting The project team will perform tasks necessary to finalize our security testing report and review a draft report with City stakeholders. Additionally, the team will submit a final testing report to the City. Tasks include: • Develop findings, conclusions, and recommendations based on the supporting evidence gathered • Validate findings with the appropriate individuals • Distribute a draft testing report and conduct a closing meeting with key stakeholders o Discuss the testing results, findings, conclusions, and recommendations • Obtain written management responses and finalize a report Deliverables: The following deliverable will be prepared as part of this engagement: • External Penetration Testing Report Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 52  Packet Pg. 186 of 196  18 Schedule of Performance Anticipated Start Date: March 1, 2022 Anticipated End Date: December 31, 2022 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $110,000. The not-to-exceed budget is based on an estimate of 525 total project hours, of which 30 are estimated to be completed by the City Auditor. Reimbursable Expenses We plan to complete the audit work remotely, including all interviews and documentation review. However, if the City requests the assessment team to travel on-site for meetings, interviews, or assessment report readouts, these travel related expenses will be billed in addition to the fees above. Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 53  Packet Pg. 187 of 196  19 Audit Activity 4.15 – Wastewater Treatment Plant Agreement PROFESSIONAL SERVICES TASK ORDER TASK ORDER FY22-004.15 Consultant shall perform the Services detailed below in accordance with all the terms and conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 below are incorporated into this Task Order by this reference. The Consultant shall furnish the necessary facilities, professional, technical and supporting personnel required by this Task Order as described below. CONTRACT NO. C21179340 OR PURCHASE ORDER REQUISITION NO. (AS APPLICABLE) 1A. MASTER AGREEMENT NO. (MAY BE SAME AS CONTRACT / P.O. NO. ABOVE): 1B. TASK O RDER NO.: FY22-004.14 2. CONSULTANT NAME: Baker Tilly US, LLP 3. PERIOD OF PERFORMANCE: START: March 1, 2022 COMPLETION: December 31, 2022 4 TOTAL TASK ORDER PRICE: $110,000 BALANCE REMAINING IN MASTER AGREEMENT/CONTRACT $TBD 5. BUDGET CODE_______________ COST CENTER________________ COST ELEMENT______________ WBS/CIP__________ PHASE__________ 6. CITY PROJECT MANAGER’S NAME & DEPARTMENT: Greer Stone, Chair of the City Council’s Policy and Services Committee 7. DESCRIPTION OF SCOPE OF SERVICES (Attachment A) MUST INCLUDE: ▪ SERVICES AND DELIVERABLES TO BE PROVIDED ▪ SCHEDULE OF PERFORMANCE ▪ MAXIMUM COMPENSATION AMOUNT AND RATE SCHEDULE (as applicable) ▪ REIMBURSABLE EXPENSES, if any (with “not to exceed” amount) 8. ATTACHMENTS: A: Task Order Scope of Services B (if any): N/A I hereby authorize the performance of the work described in this Task Order. APPROVED: CITY OF PALO ALTO BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ I hereby acknowledge receipt and acceptance of this Task Order and warrant that I have authority to sign on behalf of Consultant. APPROVED: COMPANY NAME: ______________________ BY:____________________________________ Name __________________________________ Title___________________________________ Date ___________________________________ Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 54  Packet Pg. 188 of 196  20 Attachment A DESCRIPTION OF SCOPE OF SERVICES Introduction Attachment A, the Description of Scope of Services, contains the following four (4) elements: • Services and Deliverables To Be Provided • Schedule of Performance • Maximum Compensation Amount and Rate Schedule (As Applicable) • Reimbursable Expenses, if any (With “Not To Exceed” Amount) Services & Deliverables Baker Tilly’s approach to conducting a Wasterwater Treatment Plant Agreement Review involves three (3) primary steps: • Step 1: Audit Planning • Step 2: Process and Control Review • Step 3: Reporting Step 1 – Audit Planning This step consists of the tasks performed to adequately plan the work necessary to address the overall audit objective and to solidify mutual understanding of the audit scope, objectives, audit process, and timing between stakeholders and auditors. Tasks include: • Gather information to understand the environment under review o Understand the organizational structure and objectives o Review the City code, regulations, and other standards and expectations o Review prior audit results, as applicable o Review additional documentation and conduct interviews as necessary • Assess the audit risk • Write an audit planning memo and audit program o Refine audit objectives and scope o Identify the audit procedures to be performed and the evidence to be obtained and examined • Announce the initiation of the audit and conduct kick-off meeting with key stakeholders o Discuss audit objectives, scope, audit process, timing, resources, and expectations o Discuss documentation and interview requests for the audit Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 55  Packet Pg. 189 of 196  21 Step 2 – Process and Control Review This step involves executing the procedures in the audit program to gather information, interview individuals, and analyze the data and information to obtain sufficient evidence to address the audit objectives. The preliminary audit objective is to: (1) Determine whether adequate controls are in place and working effectively to ensure that costs for treatment plan operations are properly accounted for and allocated; (2) Assess the compliance with contracts and regulations. Procedures include: • Interview the appropriate individuals to understand the process, the information system used, and internal controls related to accounting and allocation of costs for treatment plan operations. • Review the contracts, policies and procedures as well as the regulations and standards to identify the criteria to be used for evaluation of compliance and control design and effectiveness • Review the documents (such as contracts and supporting documents for allocation) for the selected allocation transactions • Compare the cost accounting and allocation methodology against the requirements Step 3 – Reporting In Step 3, the project team will perform tasks necessary to finalize audit working papers, prepare and review a draft report with the stakeholders, and submit a final audit report. Tasks include: • Develop findings, conclusions, and recommendations based on the supporting evidence gathered • Validate findings with the appropriate individuals and discuss the root cause of the identified findings • Complete supervisory review of working papers and a draft audit report • Distribute a draft audit report and conduct a closing meeting with key stakeholders o Discuss the audit results, finings, conclusions, and recommendations o Discuss management responses • Obtain written management responses and finalize a report • Review report with members of City Council and/or the appropriate Council Committee • Present the final report to the City Council and/or appropriate Council Committee Deliverables: The following deliverable will be prepared as part of this engagement: • Audit Report Schedule of Performance Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 56  Packet Pg. 190 of 196  22 Anticipated Start Date: March 1, 2022 Anticipated End Date: December 31, 2022 Maximum Compensation Amount and Rate Schedule The not-to-exceed maximum, inclusive of reimbursable expenses (as summarized below) for this Task is $82,500. The not-to-exceed budget is based on an estimate of 400 total project hours, of which 20 are estimated to be completed by the City Auditor. Reimbursable Expenses If circumstances allow, Baker Tilly anticipates planning one on-site fieldwork week. Given this possibility, Baker Tilly could incur reimbursable expenses for this Task. The not-to-exceed maximum for reimbursable expenses for this Task is $4,750. The following summarizes anticipated reimbursable expenses (for three team members): • Round-trip Airfare – $1500 • Rental Car - $400 • Hotel accommodation - $2500 (4 nights) • Food and incidentals – $750 Note that, if current restrictions associated with COVID-19 continue, an on-site visit may not be possible. The project team will work with the City to consider circumstances at the time. Item AA1 Attachment B - FY23 Audit Plan        Item AA1: Staff Report Pg. 57  Packet Pg. 191 of 196  Item No. AA2. Staff Report Page 1 of 57 9 7 CITY COUNCIL STAFF REPORT From: City Clerk Report Type: ACTION Lead Department: City Clerk Meeting Date: March 13, 2023 Report #: 2301-0838 TITLE Review Revised list of Applicants for open Board and Commission Openings on the Historic Resources Board, Human Relations Commission, Parks and Recreation Commission, Planning and Transportation Commission, Utilities Advisory Commission and provide direction for interviews and appointments. RECOMMENDATION Review revised list of applicants, discuss and provide direction for conducting interviews with selected applicants for scheduled vacancies on the Historic Resources Board, Human Relations Commission, Parks and Recreation Commission, Planning and Transportation Commission, Utilities Advisory Commission. BACKGROUND The 2023 Board and Commission Recruitment closed on February 28th, 2023. A total of 56 applications were submitted during the recruitment period. At the March 6, 2023 meeting the City Council was presented with the list of applicants submitted for the current openings on the above Boards and Commissions and deliberated on the process to selected candidates to interview. The direction provided was to allow each Council Member to submit names of their select applicants to interview based on the Board or Commission as listed below: •HRB – 3 openings, 3 applicants, Interview all •HRC – 2 openings, 5 applicants, Interview all •PRC – 4 openings, 18 applicants, 6 votes each •PTC – 3 openings, 11 applicants, 5 votes each •UAC – 4 openings, 18 applicants, 6 votes each Council members submitted their selected applicants to the Clerk. The following individuals were recommended to be interviewed for the following openings. Names listed with an * Item AA2 Staff Report Item AA2: Staff Report Pg. 1 Packet Pg. 192 of 196  Item No. AA2. Staff Report Page 2 of 57 9 7 indicate they are an incumbent. All applications are available in the March 6, 2023 City Council Agenda packet1. •Three (3) positions on the Historic Resources Board with terms ending 3/31/2026. o Alisa Eagleston-Cieslewicz* o Christian Pease* o Samantha Rohman •Two (2) positions on the Human Relations Commission with terms ending 3/31/2026. o Amy Hsieh o Daryl Savage* o Katie Causey o Mary Kate Stimmler o Niklas Miles Goodman •Four (4) positions on the Parks & Recreation Commission with terms ending 3/31/2026. o Adriana Flores-Ragade o Amanda Brown* o Bing Betty Wei o Jeff LaMere* o Joy Oche* o Laura Granka o Nancy Howe o Niklas Miles Goodman Withdrew Application o Shani Kleinhaus* o Sierra R Peterson o Star Teachout o Sunny Paul o Yudy Deng •Three (3) positions on the Planning & Transportation Commission with two terms ending 3/31/2027 and one unexpired term ending 3/31/2025. o Alex Comsa o Allen Akin o Arthur Keller o Brian Hamachek o Brigham Wilson o Cari Templeton* 1 March 6, 2023 City Council Staff Report 2203-1055 Commission Applications https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82306 Item AA2 Staff Report        Item AA2: Staff Report Pg. 2  Packet Pg. 193 of 196  Item No. AA2. Staff Report Page 3 of 57 9 7 o Forest Olaf Peterson o George Lu o James Domine o Leonard Ely o Scott O'Neil •Four (4) positions on the Utilities Advisory Commission with three terms ending 3/31/2026 and one unexpired term ending 3/31/2025. o Benjamin Piiru o Bob Wenzlau o Chris Tucher o Claude Ezran o Greg Scharff* o Jason Titus o Katie Causey o Maximillian Rayner o Meagan Mauter o Natalie Geise o Rachel E Croft o Ramarao V Digumarthi o Robert Foley o Robert Phillips o Siyi Zhang o Terry Martin DISCUSSION This item is up for discussion for how the Council chooses to proceed. Suggested ideas to vet the candidates as well as manage the Council’s limited time could include, but are not limited to, the following: •Review the above list of selected applicants and allow Council Members to again select candidates; requiring multiple votes to proceed forward to the interview phase •Appoint an Ad Hoc Committee to conduct interviews with recommendations being made to the full Council for appointment. Interviews can be recorded and provided to the full Council prior to voting. •Allow all applicants to submit their interviews via the City’s HireVue platform or other video interview platform, and have the Council Members watch the interviews prior to the decision Item AA2 Staff Report        Item AA2: Staff Report Pg. 3  Packet Pg. 194 of 196  Item No. AA2. Staff Report Page 4 of 57 9 7 •Hold a series of special meetings over the next two months to interview all selected applicants prioritizing Boards that may have issues with obtaining a quorum for their next meetings. Staff remain ready to implement the Council direction, once provided. MEMBERSHIP REQUIREMENTS Each Board or Commission has different requirements for appointment such as mandatory residency, specialized training, or professional service in a specified area. For each of the Board or Commission with current vacancies, the requirements are listed below. Additionally, appointed members cannot be council members, officers or employees of the City of Palo Alto. Historic Resources Board: •Demonstrated interest in and knowledge of history, architecture or historic preservation. (PAMC 2.27.010) •One member shall be an owner/occupant of a category 1 or 2 historic structure, or of a structure in a historic district. (PAMC 2.27.010) •Three members shall be architects, landscape architects, building designers or other design professionals. (PAMC 2.27.010) •At least one member shall possess academic education or practical experience in history or a related field. (PAMC 2.27.010) Human Relations Commission: •Palo Alto Residency. (PAMC 2.22.010) Parks and Recreation Commission •Demonstrated interest in parks, open space and recreation matters. (PAMC 2.25.010) •Palo Alto Residency. (PAMC 2.25.010) Planning and Transportation Commission: •Palo Alto Residency. (PAMC 2.20.010) Utilities Advisory Commission: •Each member of the commission shall be a utility customer or the authorized representative of a utility customer. (PAMC 2.23.010) •Palo Alto Residency for at least six members of the commission. (PAMC 2.23.010) APPROVED BY: Lesley Milton Item AA2 Staff Report        Item AA2: Staff Report Pg. 4  Packet Pg. 195 of 196  Item No. AA2. Staff Report Page 5 of 57 9 7 Item AA2 Staff Report        Item AA2: Staff Report Pg. 5  Packet Pg. 196 of 196