HomeMy WebLinkAbout1999-06-21 City Council Summary Minutes Special Meeting June 21, 1999 1. Interviews for Utilities Advisory Commission..........88-357 ORAL COMMUNICATIONS........................................88-357 ADJOURNMENT: The meeting adjourned at 7:05 p.m.............88-357 ORAL COMMUNICATIONS........................................88-358 APPROVAL OF MINUTES........................................88-358 1. Ordinance of the Council of the City of Palo Alto Amending the Budget for the Fiscal Year 1998-99 to Provide an Additional Appropriation of $758,000 for the Community Theater Renovations, Capitol Project Number 19910.............88-358 2. Contract Between the City of Palo Alto and Select Benefit Administrators, Inc. for Administration of City Dental Plan88-358 3. The Policy and Services Committee recommends to the City Council re approval of: 1) amendments to Chapters 1.12 and 1.16 of the Palo Alto Municipal Code (PAC) providing for administrative citations, penalties and remedies for violations of City ordinances, and 2) the resolution adopting a schedule of administrative penalties................88-359 4. The Policy and Services Committee recommends to the City Council re Creation of a Transportation Commission; Review of Transportation Issues; and Development of an Implementation Plan for the Comprehensive Plan Transportation Element88-359 5. The Policy and Services Committee recommends to the City Council, to adopt the ordinance regulating solicitation from streets, medians, sidewalks, driveway entrances, and other public right-of-ways..................................88-359 6. Rejection of Proposals Solicited Under RFP No. 109355.88-360
7. Resolution 7865 entitled ΑResolution of the Council of the
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City of Palo Alto Requesting the Director of Caltrans District 4 to Create an Office of the Bicycle-Pedestrian Coordinator
for the District≅ .....................................88-360
8. Approval of the City of Palo Alto=s 1999-2000 Disadvantaged Business Enterprise (DBE) Program.....................88-360 9. Cooperative Agreement Between the City of Palo Alto and the Santa Clara Valley Transportation Authority (VTA) for $1,251,843 for the 1999 Street Maintenance Capital Improvement Program Project #9630.................................88-360 10. Approval to Extend Contract No. C7085379 Between the City of Palo Alto and Safety Kleen for One Additional Monthly Household Hazardous Waste Collection Event............88-360
11. Resolution 7864 entitled ΑResolution of the Council of the City of Palo Alto Requesting the Santa Clara Board of Supervisors Endorse the Santa Clara Valley Transportation
Authority Measure B Transportation Program≅ ...........88-360
12. Resolution 7867 entitled ΑResolution of the Council of the City of Palo Alto Calling its General Municipal Election of Council Members, Requesting the Services of the Registrar of
Voters, and Ordering the Consolidation of Said Election≅88-360 13. Conference with City Attorney--Potential Initiation of Litigation............................................88-361 14. PUBLIC HEARING: The Palo Alto City Council will review an application by Alta Mesa Improvement Company to amend an open space easement in order to allow the use of above-ground headstones in an approximately one-acre portion of the Alta Mesa Memorial Park Cemetery located at 675 Arastradero Road.......................................................88-361 15. The Policy and Services Committee recommends to the City Council re Stop Intersection System Map Amendment, approval of installation of stop signs at the following five locations: a) Forest Avenue at Ramona Street; b) Melville Avenue at Harker Avenue; c) Ash Street at Portage Avenue; d) Channing Avenue at St. Francis Drive; and e) Hopkins Avenue at Wilson Street.88-367 16. The Policy and Services Committee recommends to the City Council re Procedures for Selecting Board and Commission Members, the Assignment of Council Liaisons to the Boards and Commissions, and the Manner of Council Communication with Commissioners.........................................88-375
17. Ordinance 1st Reading entitled ΑOrdinance of the Council of
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the City of Palo Alto Repealing Chapter 17.34 of Title 17 of the Palo Alto Municipal Code Relating to Environmental Review
of Hazardous Materials Storage Permits≅ ...............88-377 18. Class Registration Audit..............................88-378 ADJOURNMENT: The meeting adjourned at 10:45 p.m............88-385
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The City Council of the City of Palo Alto met on this date in the Council Chambers at 6:20 p.m. ROLL CALL PRESENT: Eakins, Fazzino, Mossar, Ojakian, Wheeler ABSENT: Huber, Kniss, Rosenbaum, Schneider SPECIAL MEETING 1. Interviews for Utilities Advisory Commission No action required. ORAL COMMUNICATIONS ADJOURNMENT: The meeting adjourned at 7:05 p.m.
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Regular Meeting June 21, 1999 The City Council of the City of Palo Alto met on this date in the Council Chambers at 7:10 p.m. ROLL CALL PRESENT: Eakins, Fazzino, Mossar, Ojakian, Wheeler ABSENT: Huber, Kniss, Rosenbaum, Schneider ORAL COMMUNICATIONS Bob Claxton, 2605 Middlefield Road, spoke regarding Alma Plaza. Dorothy Bender, 591 Military Way, spoke regarding Alma Plaza. Martin Stone, 260 El Verano Avenue, spoke regarding Alma Plaza. Ed Power, 2254 Dartmouth Street, spoke regarding good government. Debbie Mytels, 2824 Louis Road, spoke regarding Alma Plaza. Lisa Rogers, 3449 Ramona Street, spoke regarding Alma Plaza. APPROVAL OF MINUTES MOTION: Vice Mayor Wheeler moved, seconded by Mossar, to approve the minutes of May 17, 1999, as submitted. MOTION PASSED: 5-0, Huber, Kniss, Rosenbaum, Schneider absent. CONSENT CALENDAR MOTION: Vice Mayor Wheeler moved, seconded by Mossar, to approve Consent Calendar Item Nos. 2-4, and 6-12, with Item Nos. 1 and 5 removed to a date uncertain. 1. Ordinance of the Council of the City of Palo Alto Amending the Budget for the Fiscal Year 1998-99 to Provide an Additional Appropriation of $758,000 for the Community Theater Renovations, Capitol Project Number 19910 Award of a Design/Build Contract with Berkeley Builders, Inc. d.b.a. BB Construction in the Amount of $613,000 for the Addition of a Heating, Venting and Air Conditioning Unit for the Community Theater at the Lucie Stern Community Center 2. Contract Between the City of Palo Alto and Select Benefit Administrators, Inc. for Administration of City Dental Plan
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3. The Policy and Services Committee recommends to the City Council re approval of: 1) amendments to Chapters 1.12 and 1.16 of the Palo Alto Municipal Code (PAC) providing for administrative citations, penalties and remedies for violations of City ordinances, and 2) the resolution adopting a schedule of administrative penalties. Ordinance 1st Reading entitled ΑOrdinance of the Council of the City of Palo Alto Amending Chapter 1.12 of Title 1 [General Provisions] of the Palo Alto Municipal Code Providing for Administrative Citations and Penalties and Amending Chapter 1.16 of Title 1 [General Provisions] of the Palo Alto Municipal Code Providing for Administrative Remedies
for Continuing Violations≅
Resolution 7863 entitled ΑResolution of the Council of the City of Palo Alto Setting Forth the Administrative Penalty Schedule for Certain Violations of the Palo Alto Municipal
Code≅ 4. The Policy and Services Committee recommends to the City Council re Creation of a Transportation Commission; Review of Transportation Issues; and Development of an Implementation Plan for the Comprehensive Plan Transportation Element, that: 1) the Council expand the role of the Planning Commission to comprise that of a Planning and Transportation Commission and that the focus of the Planning and Transportation Commission with respect to transportation matters be policy-oriented and strategic in character; 2) after three years, Council shall review the effectiveness of the Commission in its new transportation oversight role and make adjustments as needed; 3) a joint Council-Planning and Transportation Commission workshop be convened annually to review land use and transportation issues and that staff prepare a report on transportation conditions and trends for review and discussion at the workshop; 4) the Planning and Transportation Commission prepare a Transportation Strategic Plan for Palo Alto for Council consideration; and 5) staff be directed to prepare and periodically update for review by both the Planning and Transportation Commission and Council a detailed implementation plan for the Transportation Element of the Comprehensive Plan. Further, that staff be directed to include in the Commissions= mission the development of broad-based criteria to make recommendations regarding various traffic calming methods and alternative transportation plans. 5. The Policy and Services Committee recommends to the City Council, to adopt the ordinance regulating solicitation from streets, medians, sidewalks, driveway entrances, and other public right-of-ways.
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Ordinance 1st Reading entitled ΑOrdinance of the Council of the City of Palo Alto Adding Chapter 9.45 of Title 9 (Peace, Morals, and Safety) to the Palo Alto Municipal Code Regulating Solicitation in Streets and in and Adjacent to Driveway
Entrances≅ 6. Rejection of Proposals Solicited Under RFP No. 109355 Approval of Amendment No. 4 to Consultant Contract No. C7094779 Between the City of Palo Alto and RMI, Inc. in the Amount of $150,000 for Gas Regulatory Consulting Services
7. Resolution 7865 entitled ΑResolution of the Council of the City of Palo Alto Requesting the Director of Caltrans District 4 to Create an Office of the Bicycle-Pedestrian Coordinator
for the District≅
8. Approval of the City of Palo Alto=s 1999-2000 Disadvantaged Business Enterprise (DBE) Program
Resolution 7866 entitled ΑResolution of the Council of the City of Palo Alto Adopting a Disadvantaged Business Enterprise (DBE) Program for Federally Funded City Transportation
Projects≅ 9. Cooperative Agreement Between the City of Palo Alto and the Santa Clara Valley Transportation Authority (VTA) for $1,251,843 for the 1999 Street Maintenance Capital Improvement Program Project #9630 Cooperative Agreement Between the City of Palo Alto and the County of Santa Clara for the 1999 Street Maintenance Capital Improvement Program Project #9630 Contract Between the City of Palo Alto and Granite Rock Company, d.b.a. Pavex Construction in the Amount of $2,859,885 for the 1999 Street Maintenance Capital Improvement Program Project #9630 10. Approval to Extend Contract No. C7085379 Between the City of Palo Alto and Safety Kleen for One Additional Monthly Household Hazardous Waste Collection Event
11. Resolution 7864 entitled ΑResolution of the Council of the City of Palo Alto Requesting the Santa Clara Board of Supervisors Endorse the Santa Clara Valley Transportation
Authority Measure B Transportation Program≅
12. Resolution 7867 entitled ΑResolution of the Council of the City of Palo Alto Calling its General Municipal Election of
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Council Members, Requesting the Services of the Registrar of
Voters, and Ordering the Consolidation of Said Election≅ MOTION PASSED 5-0, Huber, Kniss, Rosenbaum, Schneider absent. CLOSED SESSION
This item may occur during the recess or after the Regular Meeting.
13. Conference with City Attorney--Potential Initiation of Litigation Subject: Potential Initiation of Litigation on One Matter Authority: Government Code section 54956.98 PUBLIC HEARINGS 14. PUBLIC HEARING: The Palo Alto City Council will review an application by Alta Mesa Improvement Company to amend an open space easement in order to allow the use of above-ground headstones in an approximately one-acre portion of the Alta Mesa Memorial Park Cemetery located at 675 Arastradero Road. Senior Planner Phillip Wood said the staff report (CMR:285:99) proposed an amendment to an existing open space easement originally granted in 1978. The original agreement required that any changes made to open space be reviewed by the Planning Commission and the Council. When the proposal was reviewed by the Planning Commission on May 26, 1999, a recommendation was made not to approve the requested amendment of the open space easement. Instead, the Planning Commission thought the appropriate course of action was for the Council to consider abandonment of the open space easement. Staff recommended the Council approve the application based on conditions of approval and the following findings: 1) the proposal was consistent with the Comprehensive Plan policy; 2) the use of an above-ground headstone was a compatible use as defined in the restrictions of open space easement for Parcel A; and 3) a negative declaration with a finding that the project would not result in any significant environmental impact. An additional exhibit, a photograph illustrating the height and scale of the above-ground
headstone, was included in the Council=s packet. Council Member Ojakian asked whether the area under consideration was in the southwest corner of the property facing Arastradero Road. Mayor Fazzino opened the public hearing.
Marilyn Talbot, Manager, Alta Mesa Memorial Park Cemetery, 695 Arastradero Road, said the property was at the corner of Miranda and Arastradero Road. An amendment to the open space easement was
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requested to permit installation of above-ground headstones in an approximately one-acre portion of the 12-acre cemetery devoted to the open space easement. In 1974, Alta Mesa Memorial Park Cemetery (Alta Mesa) applied for a permit to fence the perimeter of the property line. At the time of the construction of the fence, it was obvious to property owners on Miranda that Miranda Road became very narrow once the fence was installed. Homeowners asked the City to halt construction and begin negotiations. The process was long, negotiations took seven years, and in 1977 the City granted an open space easement in exchange for three acres of property. No one was willing to pay for the three acres of property necessary to widen Miranda Road. Originally, the property was an apricot orchard. As property was needed, it was developed. In 1977, the agreement was reached. The easement was automatically renewable each year for ten years unless notice of non-renewal was given. Alta Mesa gave notice of non-renewal in 1993 because of the need to develop the property. The easement would expire in 3.5 years and would no longer be burdened with any of the development restrictions, including the above-ground headstone restriction. Alta Mesa anticipated running out of burial sites permitting above-ground headstones in 2.5 years. During the prior 15 years, Alta Mesa experienced a significant increase in requests for burial sites permitting above-ground headstones. The increase was
attributable to changes in people=s taste as well as to closer observance of ethnically diverse customers who required monuments to honor deceased relatives. Without the amendment, Alta Mesa would likely only be able to offer above-ground headstone burial sites for one additional year. As the only cemetery in Palo Alto and a long-time member of the Palo Alto community, Alta Mesa would be remiss in its commitment to the community if it failed to provide the use. The installation of headstones in the small portion of the cemetery would benefit Alta Mesa, as well as the community by providing a product the community wanted when it came to interment of loved ones. Regarding compliance with the general plan and easement agreement, the proposed amendment in the staff
report (CMR:285:99) was consistent with the City=s new general plan. The amendment would not adversely impact, but would continue to foster the goals and policies of the Comprehensive Plan as mentioned on pages 3 and 4 of the staff report (CMR:258:99). Under the open space agreement, the Council would grant the application on either of two bases, both of which were appropriate in the case of Alta Mesa. First, provide in the agreement to permit the above-ground headstone if the Council found them compatible with the already open space character and use of the open space easement area. For the reasons set forth in the staff report (CMR:258:99), as well as recent letters submitted to the Council, the finding could easily be made. Regarding proportion, the aboveground headstone would be extensively landscaped and planted, thus continuing the open space feeling in that part of the cemetery. Second, the 32-inch height limitation on the headstone would prevent the erection of large structures that would compromise the open space character. Third, the portion of the open space area
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devoted to above-ground headstones was a nominal 7.8 percent of the total 12 acres of open space. In addition, the Council could exercise its discretion and, without having to make the compatibility finding, agree to amend the open space to remove the headstone restrictions on the one-acre portion. The 3:3 vote on the
Planning Commission=s motion to recommend the requested amendment failed to pass. The Planning Commission recommended instead that the Council consider abandonment of the easement as an alternative to the amendment. For a number of reasons, abandonment was not a viable alternative to the requested amendment. The law provided that an open space easement could only be abandoned upon application of the owner. Alta Mesa was not interested in abandoning the easement for the remaining 3.5 years of its term. Second, if Alta Mesa abandoned the easement it would see a sudden increase in taxes and payment of a fee to the State equal to 12.5 percent of the full cash value of the property. The staff report (CMR:258:99) estimated the fee at approximately $36,000. Although
that amount in itself was significant, the County Assessor=s Office indicated the fee was more likely to be $500,000, making abandonment unaffordable. Some Planning Commissioners felt that the granting of the request would result in a significant tax savings to the cemetery and reduced revenue to the City, which was not the case. Whether or not the application was granted, Alta Mesa would continue to pay the same taxes for the affected parcels. The important issue was not the tax issue, or the abandonment issue, but the ability to provide above-ground monument burial sites in 2.5 years when the current inventory would be exhausted. The ability to serve the community with products and services it desired, and needed was important. Admittedly, economic benefits would be realized by Alta Mesa, but the community would realize a concurrent benefit in receiving the services it desired and the City would see sales and business tax revenues.
Council Member Mossar asked about Ms. Talbot=s comment that Alta Mesa would pay the same amount of taxes whether or not the open space easement existed. Ms. Talbot said Alta Mesa was granted the open space easements on three separate parcels. The parcel under discussion had a graduated tax ration for 10 years, of which Alta Mesa was seven years into. Council Member Mossar said once the easement expired, taxes would be greater than with the easement. Ms. Talbot said Council Member Mossar was correct. Herb Brock, P.O. Box 632, opposed the staff recommendation. Nothing provided for an amendment to the easement. The rationale upon which staff relied for a finding of compatible use by the Council was a modification of what was allowed rather than what was not allowed by the terms of the easement. Nothing could be placed
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on the land if it was not a compatible use. Nothing could be amended that contained no provision for amendment or allow for more uses. The only benefit to the applicant was the expectation of sales for one year, since Alta Mesa had sufficient space for 2.5 years. Approval of the application would set a bad precedent for the City, inferring that the same thing could happen on the other two areas and if someone with an open space easement asked for an early cancellation. The contract to meet the needs of the cemetery was also questioned, for instance, whether what was approved in
1978 for a widened Miranda Road which infringed on the City=s open space element had to be amended after the Comprehensive Plan was amended in order to call it an open space area. In allowing a change, past decisions would be questioned, particularly with regard to the tax benefit to Alta Mesa. Mayor Fazzino closed the public hearing. Vice Mayor Wheeler asked about the planning issues since much of
the Planning Commission=s discussion was with the monetary issue. The motion had not revealed significant concern about the planning issue of allowing above-ground headstones, but with the easement and tax issues. Planning Commissioner Jon Schink said the tone of the Planning
Commission=s discussion was a mild sense of discomfort over trying to achieve a rather liberal interpretation of an open space designation for the site, which was the undercurrent that lead to the 3:3 vote. The actual question was whether it was reasonable to come up with an unusually liberal interpretation of the open space easement so someone could avoid having property taxes reassessed. Council Member Mossar asked for clarification on the road widening, noting the City was given the land and an additional 14 feet was added to Miranda which was not in the open space area. Zoning Administrator Lisa Grote said the Council minutes from 1978 indicated exactly what Council Member Mossar said. The 14 feet were dedicated to the City at the time. An agreement was reached whereby the curb, gutter, and sidewalks would not have to be improved but would be public right-of-way. The area in question was separate from the 14 feet. Council Member Mossar asked whether the City owned the 14 feet. Ms. Grote said yes. Council Member Mossar said since the applicant gave notice that it wanted the open space easement to expire in 3.5 years, Parcel A would no longer be restricted by the original contract. Ms. Grote said that was correct.
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Council Member Mossar asked whether Alta Mesa could build a mausoleum or other headstones. Ms. Grote said yes. Council Member Mossar asked about the other two parcels. Ms. Grote understood notice was not given for cancellation of the easement for the other two parcels. Council Member Mossar asked whether the other parcels were contiguous. Ms. Grote said yes. Council Member Mossar said it might be possible there was an open space offer, but as one easement expired and the open space use disappeared, part of the buffer could also disappear. Ms. Grote agreed. Council Member Mossar said the second restriction strictly forbade headstones except ones that were level with the surface with the
lawn. The third restriction indicated Αunless the Palo Alto City
Council shall first have determined Ψ that such improvements are a
use compatible with the Restrictions as >compatible use.=≅ Making a determination that something explicitly forbidden in the restrictions was a compatible use was difficult. Ms. Grote said no landscape buffer existed in 1978 and the entire area was more exposed. At that point, upright headstones were potentially more visible. Over the prior 20 years, landscaping had grown to such a degree that upright headstones would no longer be visible. Staff determined the impact was not significant in the overall open space easement. Vice Mayor Wheeler said one of the speakers and the staff report (CMR:285:99) mentioned that should the Council uphold the Planning
Commission=s recommendation and not the staff recommendation, Alta
Mesa would have approximately 2.5 years= worth of above-ground plots available, after which time it would have one year before the easement expired. She asked whether anything in the staff recommendation precluded Alta Mesa from offering sites in the newly released area prior to running out of existing areas or whether no
such restriction would exist if staff=s recommendation was approved and lots could be sold the following day. Ms. Grote said Vice Mayor Wheeler was correct. If the Council approved the staff recommendation, Alta Mesa could begin selling upright headstones immediately. Council Member Eakins asked how long Alta Mesa predicted one acre
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would last in capacity run rate. Ms. Talbot said many things affected how long one acre could last.
Alta Mesa=s last development of four acres of land was in its eighth year. Alta Mesa anticipated the newest six acres of
development would last 10 to 15 years. Alta Mesa=s current inventory was 240, so the one-acre parcel of new inventory could last up to 10 years. Council Member Eakins asked how many plots with monuments would be found per acre. Ms. Talbot was unable to say at the current time without making some calculations. The development was six acres with cremation lots, children/infant lots, and double-deck graves. One acre of monument lots would last approximately 10 to 15 years. Council Member Eakins asked about the tax range variances, for instance, the figures of $36,000 versus $500,000. Mr. Woods spoke with the County Tax Assessor that day and found that the penalty was based on the market value of the property, which would probably be calculated at five acres at 12.5 percent of the $5 million value. Actual taxes were based on Proposition 13 (Prop 13) and since notice was given, would be based on the tax value of the land. Council Member Eakins said the issue was confusing. The Council could have a public hearing and find that the upright headstones were compatible with the open space status of the area.
Ms. Grote said staff=s interpretation of the agreement was that the Council could reconsider certain requirements or aspects of the easement agreement. To do so, a public hearing would have to be held and certain findings made as indicated in the staff report (CMR:285:99), which would be consistent with an open space easement.
Council Member Eakins asked about Mr. Borock=s comment about the one-year difference. Ms. Grote thought Mr. Borock might have referred to the fact that the easement expired in 2002. Alta Mesa anticipated running out of room elsewhere in the cemetery to put upright headstones in 2.5 years. There might be little overlap in the amount of time, whether or not the easement amendment was approved. Council Member Eakins said it might not make any difference. Ms. Grote said the difference was the ability of Alta Mesa to put upright headstones immediately in the area. Alta Mesa identified the need to have more area for upright headstones available. More 06/21/99 88-368
area would be available for upright headstones if the easement amendment were approved. Council Member Eakins asked whether a new area was needed because someone wanted to acquire rights to a group of plots together. Ms. Talbot said some cemeteries limited access to certain areas but Alta Mesa wanted to offer the public variety.
Council Member Eakins clarified part of Alta Mesa=s interest was the ability to offer customers more choices, not just capacity. Ms. Talbot said yes. Council Member Mossar asked whether the Council could ask that notice be given for open space easements for Parcels B and C as part of the process. Senior Assistant City Attorney Sue Case thought the Council would
not have the right to do so because of Alta Mesa=s property rights. Nothing had been done to allow the Council to take such action. MOTION: Council Member Ojakian moved, seconded by Fazzino, to approve the staff recommendation that the Council approve the application based on the Conditions of Approval and the following findings: 1. The proposal was consistent with Comprehensive Plan Policies;
2. The use of above ground headstones was a Αcompatible use≅ as defined in the Restrictions of the Open Space Easement for Parcel A; and 3. The project would not result in any significant environmental impact with the implementation of a Negative Declaration. MOTION PASSED 4-1, Mossar Αno,≅ Huber, Kniss, Rosenbaum, Schneider absent. REPORTS OF COMMITTEES AND COMMISSIONS 15. The Policy and Services Committee recommends to the City Council re Stop Intersection System Map Amendment, approval of installation of stop signs at the following five locations: a) Forest Avenue at Ramona Street; b) Melville Avenue at Harker Avenue; c) Ash Street at Portage Avenue; d) Channing Avenue at St. Francis Drive; and e) Hopkins Avenue at Wilson Street. Council Member Eakins said the Policy & Services (P&S) Committee discussed the fact that stop signs had a decreasing effect on
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driver behavior. The stop signs approved by the P&S Committee had particular compelling conditions. To not install stop signs at El Verano Avenue at Ramona Street posed a significant problem on Ramona Street. The intersections of Channing Avenue at Lincoln Avenue and El Verano at Ramona Street both seemed unsafe. Several members of the public came to speak to the P&S Committee. Although no one represented the El Verano Avenue at Ramona Street area, both areas needed traffic calming. City Manager Fleming said the P&S Committee had asked staff to
address two issues at Council Member Ojakian=s request. Transportation Director Joseph Kott said literature and traffic engineering was clear that stop signs could have a counter-productive effect because of increased emissions. In many cases, drivers would speed in between stops. Alternatives to stop signs that slowed traffic without stopping it resulted in more energy efficient and environmentally responsible uses in terms of air emissions. Slowing traffic resulted in safer driving behavior than the stop-and-speed behavior sometimes seen after a stop sign. Raised crosswalks had the affect of alerting drivers to be careful. Council Member Eakins asked whether recommended speeds would be posted with speed bumps. Mr. Kott said yes. The desired speed was 10 to 12 mph, with anything greater resulting in a rough ride. Another effective
method of safety for pedestrian was the Αpedestrian refuge≅ which also served to reduce the travel lane width thereby reducing travel speeds as well. All of the devices were perfectly acceptable for collector streets like Channing Avenue. Such devices changed the physical characteristics of the roadway but would not depend on driver observance to rules of the road. The practical effect was slower drivers and greater safety. Studies had shown results of reduced accidents and reduced severity of accidents. Vice Mayor Wheeler said one of the reasons residents requested, and the Council granted, so many stop signs was the cost. Stop signs were inexpensive. Although stop signs might not solve the problem, they temporarily slowed traffic. She asked about the estimated costs of some of the traffic calming solutions and whether it was
within the City=s financial means to install such devices in the number of neighborhoods where such devices were needed and wanted. Mr. Kott said the physical devices had the benefit of not requiring much enforcement at all and actually reduced enforcement costs. Often, speed control programs were expensive. Such devices reduced the need for enforcement and patrol. Transportation Engineer, Christopher Thnay said the stop signs were $120 each. The configuration of raised crosswalks was similar to speed bumps and might cost $3,000 to $4,000, depending on the size
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and length. Vice Mayor Wheeler asked about the cost of a street island. Mr. Thnay said the cost of islands was approximately half the cost of the speed bump. Vice Mayor Wheeler asked about the cost of the neighborhood traffic-calming program in the 1999-2000 Budget. Mr. Kott said the cost was $100,000 and would assist in calming traffic in various neighborhoods throughout the City.
Council Member Mossar said the City=s policy about crosswalks was confusing since it appeared to give the pedestrians a false sense of security. She asked why crosswalks were not a solution. Mr. Kott said a series of studies were conducted throughout the Country with disturbing conclusions indicating crosswalks were more dangerous than unmarked crossings. The conclusion was counter-intuitive. The paint of the crosswalk seemed to give a false sense of security to pedestrians. A societal trend of less cautious driver behavior, such as, stop sign running, stop light running, and crosswalk encroachments, was of concern. The traffic calming devices required cautious behavior in spite of the rules of the road. Mr. Thnay said Council Member Ojakian asked a question concerning accident trends or historical data on Channing Avenue as a collector street. His research indicated that for the past nine years, the section of road in question, approximately 1.5 miles from Guinda to East Churchill, averaged five accidents per year. Even though in 1998, the trend seemed to increase, historical data showed three accidents per year. The section had approximately 20 intersections, five stop signs, and one traffic signal with average speeds of approximately 34 mph, similar to other collector streets in the City. Vice Mayor Wheeler understood one of the requests for a stop sign not granted was on Lincoln Avenue at Channing Avenue, which she assumed was because stop signs were currently located one block on either side of Lincoln Avenue. Mr. Thnay said yes. Center Drive and Melville Avenue both had stop signs. Council Member Ojakian said staff had shown the numbers from Channing Avenue fluctuating from year to year. Other reports indicated the cumulative accident rate in 1998 was 96 accidents citywide. Mr. Thnay was unsure about the total accidents in 1998.
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Council Member Ojakian thought the Council received a report denoting 96 accidents in 1998, revealing the number of accidents were down in Palo Alto. Seven or eight accidents on that stretch of Channing Avenue in proportion to 96 were fairly high. Mr. Thnay thought the 96 figure referred to corridors, with the citywide total of accidents significantly higher. The City had 87 signalized intersections at which at least two accidents per year occurred. Council Member Ojakian said although the P&S Committee had approved the five stop signs, the vote was split 2:2 for the Channing Avenue at Lincoln Avenue stop sign. Mayor Fazzino opened the public hearing. Paul Wong, 1330 Channing Avenue, spoke about the changes in the traffic patterns on Channing, particularly the speeds at which the vehicles were traveling. Concern was expressed because of the many children who walked and bicycled along the street. The Council was urged to consider either a stop sign or other street calming devices at Lincoln Avenue and Channing Avenue. Kathryn C. Vinokur, 919 Channing Avenue, spoke of her concern that because efforts were made to calm traffic on Embarcadero Avenue, Channing Avenue could become an alternate route. The distances between stop signs on Hopkins Avenue, Channing Avenue, and Melville Avenue, were almost identical, with speeds much higher on Channing Avenue, yet Channing Avenue was not approved for a stop sign. The traffic count used for the transportation element was taken in 1993 and should be reconsidered. The Council was urged to change Channing Avenue. Peter Toft-Nielsen, 1026 Channing Avenue, spoke about the high traffic speeds on Channing Avenue, particularly during the past year or two. Although the average speed might be 34 mph, the high speeds were excessively fast. The Council was asked to reconsider a stop sign at Lincoln Avenue. Gordon Hayward, 1040 Channing Avenue, spoke in favor of speed bumps as a positive alternate to stop signs. The Channing neighborhood had a number of seniors and toddlers for which the high speeds were very dangerous. Although the City might not be able to control the amount of traffic, concentration on controlling speeds through either enforcement or traffic moderators would result in a reduction in the number of complaints.
JoAnna McAllister, 1032 Channing Avenue, supported Mr. Hayward=s comments.
Bryan McAllister, 1032 Channing Avenue, supported Mr. Hayward=s comments.
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Pauline Hayward, 1040 Channing Avenue, spoke regarding the speed of vehicles along Channing Avenue. The Council was urged to install a stop sign at Channing Avenue and Lincoln Avenue, and enforce speeds on all streets. Margie Galdes, 1130 Channing Avenue, spoke about the changes that occurred on Channing Avenue over the prior 30 years. The Council was urged to approve something on Channing Avenue to reduce the amount of traffic and speeding. She asked why the City was not enforcing the speed law through citations. Martin Stone, 260 El Verano Avenue, spoke about the lack of notification to neighborhood associations about the stop sign item
on the Council=s agenda. The Council was urged to consider alternate means of traffic calming. Bob Moss, 4010 Orme Street, spoke about the ineffectiveness and danger of stop signs. The only fatality in Barron Park resulted when a driver ran a stop sign and broadsided another speeding vehicle. Painting the sides of the road with stripes gave the appearance of narrowing the street, particularly for speeding vehicles. Stop signs were dangerous and ineffective, and creating
Αwaves≅ in traffic. The Council was urged to concentrate on traffic calming devices. The removal of stop signs in Barron Park had not resulted in increased traffic speeds. Joan Bruce, 1020 Channing Avenue, spoke in support of the comments of her neighbors and Mr. Moss. The Council was urged to install some of the traffic calming devices staff suggested. Two other factors contributed to the increase in traffic on Channing Avenue, its use as an exit street from Stanford University and the Palo Alto Medical Foundation (PAMF). Mayor Fazzino closed the public hearing. Council Member Eakins asked about enforcement, for instance, about the 85-percentile rule, allocation of public safety staff to enforcement, and what the City received from fines. Ms. Fleming said the State required the City to conduct speed surveys and that speeds be posted at the 85 percentile. If not posted at that rate and the governing body chose to post at a different speed, radar could not be used to enforce the speeds. The City chose to post speeds at levels inconsistent with the 85-percentile rule, so radar could not be used. In terms of enforcement and available staffing, the public and staff indicated that since motorcycles were put in place along with an effective traffic enforcement team, speeds declined in some areas. People were driving faster and were inconsiderate of neighborhoods in Palo Alto. The Council approved four motorcycles. Although a relatively small city, Palo Alto could not have motorcycles
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everywhere all the time. Neighborhoods wanted motorcycles. The visibility and the trailer telling people how fast they were driving were effective, but staff could not keep up with the impoliteness and increased speeds. Staff made every effort, trying different things, and had funds in the budget for some traffic calming. Council Member Mossar asked about the frequent suggestions that enforcing speed limits was a financial bonanza. Ms. Fleming said no. The City received a small portion of traffic fines. Enforcement was for safe neighborhoods rather than not for revenue purposes but because of the desire. The State took most of the money.
Council Member Eakins agreed with the residents= views that the speeds on Channing Avenue were unacceptable. At times, she chose not to take Channing Avenue because she wanted to avoid being
Αpushed≅ to travel at the higher speeds drivers used. She wanted a strong commitment by the City for traffic calming on Channing Avenue. The City should pay close attention to concern residents made about the affect changes to Embarcadero Road would make and the threatened increase in bad driver behavior on Channing Avenue. When people were able to drive at a steady, reasonable speed, they usually stayed on the same street. She was unsure slowing traffic on Embarcadero Road would detour drivers onto Channing Avenue. However, unless there were serious changes, traffic and speeds would increase on Channing Avenue. The City could not do much about taking traffic off any one street, but could make roads calmer and steadier. Most places where such actions were taken saw traffic patterns and counts remained consistent, as was found in the City of Mountain View where traffic calming devices were installed in the old section of Mountain View. MOTION: Council Member Eakins moved, seconded by Wheeler, that the City Council: 1. install stop signs at the following five locations: a. Forest Avenue at Ramona Street b. Melville Avenue at Harker Avenue c. Ash Street at Portage Avenue d. Channing Avenue at St. Francis Drive e. Hopkins Avenue at Wilson Street 2. approve traffic calming measures at: a. El Verano Avenue at Ramona Street d. Channing Avenue at Lincoln Avenue 3. not install stop signs at the following location: e. Birch Street at Chestnut Avenue
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Vice Mayor Wheeler said members of the public came before the Council via the P&S Committee with reasonable requests and poignant and correct observations about what was going on in various neighborhoods, such as, undesirable behavior on the part of motorists. The residents on El Verano Avenue and Channing Avenue were experiencing speeds in excess of what should be tolerated in any neighborhood. Stop signs were simply not the answer. Residents were willing to experiment with devices that would be more effective in addressing the issues. Something had to be done, particularly in the Channing Avenue area. Because of frustration with roads like Embarcadero and Alma Street, motorists were cutting off the major arterials and driving unsafely on the smaller neighborhood streets. Most of the bad behavior was on the part of neighbors and local residents, and not nearly as much by outsiders coming through the City. Council Member Mossar lived in an area where people ran stop signs all the time and no reliance could be placed on a car stopping. Speeding, traffic volumes, and the noise level were problems. INCORPORATED INTO THE MOTION WITH THE APPROVAL OF THE MAKER AND SECONDER that the following intersections be considered over time to have other traffic calming devices besides stop signs. a. Forest Avenue at Ramona Street b. Melville Avenue at Harker Avenue c. Ash Street at Portage Avenue d. Channing Avenue at St. Francis Drive e. Hopkins Avenue at Wilson Street Ms. Fleming said traffic calming should be considered, but if the Council picked out five streets, problems on other streets would not be addressed. Mayor Fazzino thought staff might have received direction from the Council for a citywide strategy for traffic calming, which he would prefer rather than singling out the five intersections. INCORPORATED INTO THE MOTION WITH THE APPROVAL OF THE MAKER AND SECONDER to develop a traffic calming strategy citywide, not just the five sites. Council Member Mossar agreed but wanted to be sure approval of the stop signs would not mean the intersections would only have stop signs available. Council Member Ojakian sympathized with the number of residents from Channing Avenue who experienced the traffic problems. He was familiar with some of the difficulties of getting out of a driveway onto Channing Avenue. The City should use every possible tool to address the problems. Regardless of whether stop signs were installed or streets were left like a runway, the issues remained.
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Traffic calming was discussed for sometime and was addressed in the Comprehensive Plan. Additionally, traffic safety was an issue the City was addressing. A recent report on traffic safety indicated the Council addressed the issue as a key concern. The Council in 1995 recommended several things happen, including the use of motorcyclists. A significant increase in citations and decrease in accidents resulted. The City was somewhat limited in its abilities. The public was encouraged to reinforce attention to
the motorcyclists. The City Manager=s comments were valid about the task not being simple or easy. The bottom line was good behavior. The City could increase enforcement and put in all the devices it wanted, but the bottom line was education. People needed to be sensitive to the issue. The Council indicated the issue was a priority, and some people had to respond to communications on the issue. He was in favor of the five stop signs. He was still in favor of a stop sign at Channing Avenue at Lincoln Avenue while the City pursued other activities. Council Member Eakins said diagrams of the traffic calming devices were found in the 1970s Comprehensive Plan. She hoped the acceptance, support, and enthusiasm from staff and the Council, and
the Council=s willingness to consider traffic calming devices, were signs the devices could be implemented. Mayor Fazzino supported the motion. A stop sign at Channing Avenue and Lincoln Avenue temporarily was not a problem, but there was no question Channing Avenue became a major expressway. A stop sign at Channing Avenue and Lincoln Avenue would have an effect but long-term, the concerns of Channing Avenue residents should be addressed. Channing Avenue should be discussed in concert with changes on Embarcadero Road. Traffic calming was an age-old, reliable system that worked in many European cities successfully. Portland and Seattle successfully used the concept. The concept was to narrow the road or find ways to make the road feel smaller and slow traffic rather than using devices such as stop signs that could create other unintended consequences. One of the concerns raised by Channing Avenue residents about Embarcadero Road was the possibility of reducing the number of lanes on Embarcadero Road. A number of streets like Channing Avenue were too wide to serve as residential streets and, therefore, should be narrowed. He was pleased with the efforts of Joe Kott during his first months as Transportation Director who obviously believed in traffic calming. Mr. Kott had brought in an outstanding speaker, Dan Burton from Walkable Communities, who gave the Council a fascinating presentation on successful traffic calming devices. One idea was the possibility of putting on a citywide presentation and inviting neighbors from throughout the community to hear presentations on traffic calming and then allow the neighbors to develop individual neighborhood plans for traffic calming. He saw a number of his own neighbors engage in inappropriate traffic behavior on neighborhood streets. It was easy to forget there were children and bicyclists around. When the Council discussed the need for traffic
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enforcement, part of the traffic calming effort was to calm the community to some degree. The City took significant steps to address the issue over the years but was stymied to some degree in
its ability to use radar because of the State Legislature=s 85th percentile rule, making it very difficult for local communities to use radar and control speeds on residential streets. The City made an effort through Assemblyman Ted Lempert to get the law changed, or at least for a limited period of time, provide Palo Alto with a waiver, but without success. In several streets, like Charleston Street, Embarcadero Road, and Middlefield Road, the Police Department engaged in major enforcement efforts, which had a significant impact. He hoped the Police Department would investigate Channing Avenue. MOTION PASSED 5-0, Huber, Kniss, Rosenbaum, Schneider absent. Council Member Eakins asked when the Channing neighbors expect to hear from staff about traffic calming measures. Ms. Fleming said after the 1999-2001 Budget passed. Staff would contact a representative from the neighborhood. RECESS: 8:15 p.m. - 8:30 p.m. The City Council met in Closed Session to discuss matters involving Potential Initiation of Litigation as described in Agenda Item No. 13. Mayor Fazzino announced that no reportable action was taken on Agenda Item No. 13. 16. The Policy and Services Committee recommends to the City Council re Procedures for Selecting Board and Commission Members, the Assignment of Council Liaisons to the Boards and Commissions, and the Manner of Council Communication with Commissioners, to keep the existing interview/selection process for boards and commissions unless 12 or more applications are received, in which case a screening committee could be utilized. The Council will not be required to interview incumbents when the City receives a large applicant pool. The full Council will always interview for the Planning Commission, Architectural Review Board, and the Historic Resources Board. At the beginning of each year, the Council liaisons will set the expectations for communication with the boards and commissions, the existing practice of having the Mayor setting up meetings with the boards and commissions will continue, and staff was directed to provide applicants with
information outlining Councils= expectations for the interview process. Council Member Eakins said the item was referred to the Policy and Services (P&S) Committee because 41 individuals submitted
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applications for positions on the Library Advisory Commission. The City Clerk did a fine job surveying other cities to determine what methods were used. The P&S Committee discussed the pros and cons of what other cities did. A decision was made to follow the
mayor=s suggestion of using using a screening committee for applicant pools of more than 12 individuals. Additionally, a calculation of the number of hours spent on interviews was calculated at an average of nine hours which, over the course of a full year, was not an undue burden. The P&S Committee recommended that for the three boards and commissions with land use quasi
judicial responsibilities, all Council Members would always review all applications and meet and participate in the interview process. For the other commissions without such responsibilities, some discretion could be used about smaller interview committees. Basically, the procedures were left in place with a few small changes. Mayor Fazzino opened the public hearing.
Herb Borock, P.O. Box 632, spoke about the City Attorney=s June 17, 1999, Proposal for Pre-Appointment Conflict of Interest Analysis, which suggested that the applications include a statement of
economic interests with the City Attorney=s Office providing applicants and the Council with an analysis of any potential problems. Both documents should be public records. The Political Reform Act (the Act) permitted the Council or other local agencies to require more than the Act, so the Council had the power to require such information as part of the application process. He
suggested such materials be made available in the City Clerk=s Office so the public and press could review them prior to the appointment and interview processes. Any kind of analysis the City
Attorney=s Office made should also be a public record and provided at the time it was provided to the Council. Both the additional information and any analysis upon which it was based should be readily available. Mayor Fazzino closed the public hearing. MOTION: Council Member Eakins moved, seconded by Wheeler, that the City Attorney forward to the Policy and Services Committee his concerns addressed in his June 17, 1999, memo regarding Proposal for Pre-appointment Conflict of Interest Analysis. Vice Mayor Wheeler hoped the P&S Committee would discuss something short of filling out a formal Form 700. The applications for the
City=s boards and commissions were relatively simple and brief. To hit an applicant with a Form 700 would be daunting for a number of potential applicants. She hoped the discussion would be far ranging and glean information useful to the Council and applicants without unnecessarily scaring the applicant.
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MOTION PASSED 5-0, Huber, Kniss, Rosenbaum, Schneider absent. MOTION: Chairperson Eakins for the Policy and Services Committee moved that the Council keep the existing interview/selection process for boards and commissions unless 12 or more applications are received, in which case a screening committee could be utilized. The Council will not be required to interview incumbents when the City receives a large applicant pool. The full Council will always interview the applicants for the Planning Commission, Architectural Review Board, and the Historic Resources Board. At the beginning of each year, the Council liaisons will set the expectations for communication with the boards and commissions, the existing practice of having the Mayor setting up joint meetings with the boards and commissions will continue, and staff be
directed to provide applicants with information outlining Council=s expectations for the interview process. Mayor Fazzino supported the P&S Committee recommendation. He had ideas about devoting so much time prior to Council meetings to interview candidates. With a number of commissions, interviews were limited to 10 minutes each. In addition, he wanted to return to a time when a good deal of pre-Council time was devoted to study sessions on important issues, rather than interviewing candidates. Several communities had alternative approaches. Two communities held annual sessions, interviewing all candidates interested in being a member of a board or commission. He wanted the City to explore such possibilities in the future, but seeing how the proposal worked for a year or two was acceptable. The P&S Committee had done good work. The City Clerk was thanked for her outstanding research project.
Council Member Mossar strongly supported Mayor Fazzino=s comments. She was disappointed the P&S Committee had not come up with another alternative. It would be interesting to see whether the proposal changed anything. The City would not often see 12 applicants, so the proposal might not get to the bottom line. However, the proposal was a place to start and raised the issue to remind the Council about the importance of doing a good job making appointments to boards and commissions and that if the system continued to be a problem, another solution would need to be found. MOTION PASSED 5-0, Huber, Kniss, Rosenbaum, Schneider absent. ORDINANCES
17. Ordinance 1st Reading entitled ΑOrdinance of the Council of the City of Palo Alto Repealing Chapter 17.34 of Title 17 of the Palo Alto Municipal Code Relating to Environmental Review
of Hazardous Materials Storage Permits≅
Ordinance 1st Reading entitled ΑOrdinance of the Council of
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the City of Palo Alto Amending Section 17.48.010 of Chapter 17.48 of Title 17 of the Palo Alto Municipal Code Relating to
Enforcement of Hazardous Materials Storage Regulations≅ MOTION: Council Member Mossar moved, seconded by Eakins, to approve the staff recommendation that the Council introduces the ordinance which repeals Chapter 17.34 of the Palo Alto Municipal Code relating to environmental review of hazardous materials storage permits, and introduce the ordinance amending section 17.48.010 of the Palo Alto Municipal Code to reflect changes in titles of employees authorized to enforce hazardous materials storage regulations. MOTION PASSED 5-0, Huber, Kniss, Rosenbaum, Schneider absent. REPORTS OF OFFICIALS 18. Class Registration Audit
City Auditor William Vinson presented the results of its Audit of Class Registration (the Audit). The 1998-99 Audit Plan presented plans including operational and performance audits with a strong emphasis toward customer service. The Audit was consistent with that direction. The objective of the Audit was to evaluate the registration process including the effectiveness and efficiency of the process and its delivery of good customer service practices to the community. In meeting the objective, available documentation was reviewed, Community Services staff and personnel interviewed, and registration information examined for the last five quarters, specifically the fall of 1997 to the fall of 1998. Class registration practices were benchmarked with nine other cities, including Burlingame, Milpitas, Mountain View, San Mateo, and Sunnyvale. Community Services currently offered courses on a quarterly basis, offering between 250 and 275 classes per quarter, ranging from a low of 195 classes in the Winter quarter to a high of 290 courses for the Spring quarter. Community Services had approximately 200 core courses offered every quarter. Service was provided to over 4,600 students in the fall of 1998 and over 10,000 in the spring of 1999. The big registration in the spring was due to the high registration in camps and aquatics programs. Recently, Community Services experienced over 700 prospective registrants at its first day of registration for the spring session. At the start of the Audit, the City offered two vehicles by which residents or interested parties could register, via mail or in person. Registration was offered at any one of eight registration sites. Based on the Audit, the registration process was generally effective, meeting the goal of ensuring interested parties were registered. However, some opportunities for improving the process were available. Specifically, nine recommendations were given to improve customer service and four recommendations for improving the
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administration of the class registration process. Based on a survey of other cities, many of the cities already used different tools for accepting and processing class registration. Accordingly, the City was encouraged to consider other methods of registration. Phone registration was one of the hot items in class registration. Four of nine cities in the survey were currently taking registrations over the phone. Cupertino reported as much as 25 to 30 percent of registrations were accepted via phone. The City of Vancouver reported as many as 60 percent of registrations were taken over the phone. Many cities were converting to automated phone systems because it allowed for 24-hour registration and immediate confirmation. Automated systems such as those provided by ESCOM software required minimum quarterly maintenance. Four clients were contacted who indicated the quarterly updates took 15 hours of staff time. An automated phone system cost about $15,000. Fax registration was a common method used by all nine of the benchmark cities. The City began accepting fax registrations with its summer programs. Internet registration was also becoming a choice in class registration processes and was heavily used by colleges and universities. DeAnza and Foothill Colleges were currently accepting as many as 19.8 percent of registrations via Internet. Internet hookups in Palo Alto were reported at 63.5 percent of households, making the Internet an option worth pursuing. None of the nine cities used night drop boxes however; it was a low-cost, highly efficient way of accepting registrations, similar to the way in which utility payments were received in the City Hall garage. The second recommendation would allow residents to register in advance. Waiting lists over the last five quarters revealed that over 200 Palo Alto residents would have been accommodated if the City allowed residents to register two weeks in advance. The practice of allowing advanced registration for residents was not unprecedented. Currently, the City allowed residents to register for summer aquatics programs two hours in advance. The survey showed that all nine cities provided for advanced registration for residents. Milpitas provided two weeks advanced registration while the cities of San Ramon and Sunnyvale allowed 10-day advanced registration periods. Community Services management indicated Palo Alto had such a policy ten years ago. However, his office was unable to corroborate the statements that it resulted in a loss of revenue or an increase in class cancellations. Accordingly, given the fact advanced resident registration was a current trend, taxpayers, whose dollars went to fund the programs would benefit from the recommendation that staff consider allowing advanced registration for residents. The third recommendation was to issue catalogues in advance of registration. Course catalogues were currently included as an insert to the Palo Alto Weekly, but came out on the same day registration started. In order to provide additional time for residents to review the catalogue and make a decision on desired classes, the recommendation was made to issue catalogues in advance. Such a process was also consistent with other cities where seven or nine issued catalogues in advance. For example, Redwood City issued its
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catalogue three weeks in advance, and the cities of Milpitas and Mountain View issued them two weeks and one week in advance respectively. Customer surveys could also be more effective. The City currently included a customer survey in the Enjoy catalogue
once every two years. The Auditor=s office found the practice was not timely. The surveys were also too broad; the objectives of the survey were not clearly defined, and failed to concentrate on any one subject, making it difficult to gather enough information to draw specific conclusions. For example, registrants were asked to rate the cleanliness of parks, facilities, and improvements, and whether value for dollar was realized. The survey should be tailored to a specific objective. The City received a low response rate to its surveys. The most recent survey saw 167 responses while a recent survey in San Ramon, a city half the size of Palo Alto, received 413 responses from its residents. The recommendation was made that the City consider various other methods of gathering survey information such as suggestion boxes, phone surveys, and mail surveys. Several other customer service enhancements included in the report were the establishment of an information-only line. Using a well-marked, centrally located information line allowed interested parties to ask questions and obtain information without having to wait in long registration lines, which was highly advantageous since customers would not have to seek out employees to answer questions. The Enjoy catalogue could be made clearer. Specifically, staff was encouraged to make sure all registration methods were shown in the registration section. For example, in the most recent catalogue, the
registration procedures for the Children=s Theater, which required additions, was not described in the registration section of the catalogue. Staff was encouraged to make sure forms were consistent with the instructions. The current registration form allowed for the applicant to list 15 courses, yet the instructions clearly stated if an applicant was signing up for seven or more classes, multiple application forms had to be filled out. Clarity was definitely needed. Staff was encouraged to ensure the accuracy of the references in the catalogue. Specifically, references in the
registration section were made to Children=s Theater courses that were actually not being offered. Four recommendations were also provided for improving administration or management of the class registration process. The City used an automated registration
system called ΑThe Class System,≅ which was a day-to-day system allowing the City to track applicants and residency status. It provided a variety of reporting capabilities to allow tracking of trends and activities within the registration process. The utilization of the system was found to be inconsistent among divisions. For example, the Recreation Division used the system to identify the number of students for each class and the residency status while other divisions compiled the information manually. None of the divisions used the system to track and monitor trends for successive quarters. It was found that 21.5 percent of the courses had waiting lists in the last five quarters and 18.2 percent of the courses offered were canceled. Using that 06/21/99 88-382
information, staff could identify courses it might not want to offer in subsequent quarters, rather, using the facilities for additional sessions of sold-out classes. By using the information, staff would be able to do a better job of analyzing information and not relying on perception. The development of written procedures was recommended. The written procedures should include all of the steps in the registration process. Written procedures helped ensure consistent application, so everyone understood the rules of the game, provided a valuable training tool, especially when there were many interns or turnover in a particular department, and could be used in evaluating job performance. Community Service was thanked for its time and assistance in performing the Audit the recommendations in the report provided staff with the tools for improving both customer service and administration of the class registration process. Council Member Eakins asked whether Mr. Vinson recommended an automated call center registration in his telephone recommendation. Mr. Vinson said yes. The system his staff examined was relatively
simple. The City had a software system called ΑClass.≅ The same vendor had a phone system which was compatible and worked with the
ΑClass≅ registration system. The advantage was the data maintained in the database could be transferred to the automated phone system, which was why the quarterly updates were simple and easy. It took approximately 15 hours to update 300 classes or more. Council Member Ojakian asked whether every city had individual systems and whether any trends moved toward regionalizing or a shared approach.
Mr. Vinson asked whether Council Member Ojakian=s question was in reference to the phone system or the database system. Council Member Ojakian said the database system. Mr. Vinson said a couple of major vendors supplied the systems, but the primary system was ESCOM, which the City had. In cities that provided phone registration, two had taken the expensive route of which required people pick up the phone, which failed to eliminate much of the paperwork. Council Member Ojakian was not concerned about cities offering the same classes which created some interjurisdictional standardization, but was curious whether cities considered purchasing the same packages. Ms. Fleming said the effort to do so was done in areas such as building inspection. The same kind of interest was not as pervasive in the recreation profession. Staff believed such cooperation among agencies would be helpful and might be something Mr. Thiltgen could raise in the professional area. Staff was
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active in various State organizations but no real effort was put into interjurisdictional purchase of software packages. Community Services Director Paul Thiltgen said Ms. Fleming was correct. Cities had different requirements, making it more cumbersome to have the same programs. Ms. Fleming said when the City discussed having similar software with other cities the response was always the differing needs among the cities.
Mr. Vinson said Council Member Ojakian=s idea had merit. His office found that approximately 30 percent of the classes were provided for non-residents, so there was a real need across jurisdictions to have broad classes. One could argue that the City provided many regionalized classes. Vice Mayor Wheeler asked about the issue of the negative impact of the advanced registration for Palo Alto residents and the fact that the City had not done so for some time, particularly if residents were being left on waiting lists. Mr. Thiltgen said feedback from the community had not indicated great concerns about the issue from users. In general, positive responses were received from users on the registration process. Staff eliminated most of the long waiting lines with the one registration for aquatics, specifically for the purpose to make sure students got into the right program. Staff found that parents wanted to know exactly which classes the children were entered into without having to mail information back and forth. As far as the non-residents issue, when he first came to the City in 1981, the split registration process was in effect. The process revealed that people who had to wait for a period of time would decide to find other alternatives, impacting the revenue and the number of
registrants. The Council=s direction at the time was to maintain a higher revenue direction for the Recreation Division, which staff had taken on as a challenge. To take on that challenge and allow staff to provide a greater variety of programs, more opportunities for the citizens of Palo Alto were provided for different recreation services. Allowing non-residents to participate in the programs helped make the programs viable. If staff received complaints and concerns from residents, staff would look at the procedure. To date, no complaints were received. Vice Mayor Wheeler was concerned about the comment regarding the significant number of Palo Alto residents who were not accommodated. She understood the desire not to have a two-week advanced registration for residents because problems would occur. However, a shorter period of time to give residents a head start would be appropriate. Mr. Thiltgen said residents on waiting lists were often individuals who failed to arrive until after the registration process. The
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exact number was unknown, but he knew the City had popular classes that filled quickly. Staff attempted to provide additional sessions. Mayor Fazzino asked why Palo Alto was different from other cities., noting that there was no phone system to allow people to register. Mr. Thiltgen said staff discussed the phone system, but the City was without sufficient technical support to implement it. Staff received answers from members of the public about the use of the phone system that were different than the answers of the City
Auditor=s Office in terms of the amount of time it took to input information. The fax applications were implemented because of the
change in Enjoy=s format. The waiver issue was to be addressed by
the City Attorney=s Office. The issue of mailing registrations in advance was something staff discussed and planned to examine the issue. Some logistical issues would have to be considered regarding distribution. Registration for winter classes was held in December and classes began in January when the next Enjoy catalogue was put together. Staff was in the process of putting together the document for the spring programs. If the process were changed, the problem would be greater. Staff tried extending the hours beyond business hours but the response was not great. Mr. Vinson said the information about the 200 residents on the waiting list was provided to Mr. Thiltgen as soon as it was found because his staff wanted it corroborated. Several cities with the advanced registration process were asked what precipitated the change; whether it was outcry from the community or good business practice. The responses indicated the process started because it was a good business practice. The problem would arise if the cities wanted to rescind the process. A list was obtained from ESCOM of 30 cities using the system, and representatives from ESCOM were contacted to find out their experiences. ESCOM figured one minute per class for quarterly updates. The other cities indicated the range from one to three minutes per class. Factored out, the figures would not amount to three weeks of a full-time person to
update a quarter=s worth of information. Council Member Mossar said of all the recommendations Mr. Vinson made, she was interested in the residential preference. Several months ago, she signed up for an art class at the Art Center and she found that many people in the class were not residents. Although not a problem, she was used to organizations giving registration preference to members, for instance, Pacific Art League gave a one-week preference to members after which non-members could register. The practice seemed fairly standard, suggesting staff continually look at the feasibility of giving residents some type of preference. To the extent residents wanted to take classes, they should be given the opportunity. Even five days before registration to non-residents would be a benefit to residents. 06/21/99 88-385
Council Member Ojakian asked about the cost of classes. Mr. Vinson said class fees were not properly evaluated. Different percentages and different dollars applied, but the current methodology used by the City considered one cost, the cost of the instructor plus materials. The methodology and examples made no recognition of an indirect cost or overhead cost. The amounts the City charged were over and above the cost of the instructors, including a $17 registration fee, and the cost of materials. Council Member Ojakian thought Mr. Vinson was not suggesting what fees should be charged, but trying to use a methodology that gave a clear, accurate picture of the direct and indirect costs involved. Mr. Vinson said yes. Staff was encouraged to work with the Budget Department to make sure all costs were included when establishing the fees. Ms. Fleming said staff accepted and appreciated the recommendations
and the spirit displayed by the City Auditor=s Office. All of the recommendations would be kept in mind. The only recommendation that would require Council action was a change in policy about cost recovery. The City was not trying to make money on the classes and staff understood what the Council wanted in place in terms of making classes affordable. All of the information would be taken into consideration the following year. Council Member Ojakian found the Audit report valuable. Some of the comments corresponded to things he heard from the public in terms of some of the class offerings or what people knew about the class offerings. Class registration begged for a new way of looking at it. The City should take a thorough look at what it was doing and try to do it better. Changes were seen in population and technology. Many people had gravitated to the change as the standard way of approaching things. The number of Cable Co-op and Internet users was interesting. People became more comfortable using new techniques. The information about residents on the waiting list was interesting. System utilization should be examined both in terms of trend analysis and managing the types of courses the City offered and how they were presented. The City should make sure it was offering what the public wanted in the way it should be offered. Mayor Fazzino said the Audit was well done. He appreciated the approach was constructive, with suggestions for improvement while not appearing to degrade the quality of the programs offered. Focus was placed on a limited part of Community Services Department with some constructive suggestions. The City Manager and Community Services were thanked for the spirit with which they participated in the report. It was frustrating that the situation could not be resolved more quickly in a City located in the center of advanced technology. Other cities having less to do with technology were
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ahead of Palo Alto. He encouraged staff to think of ways of changing the situation quickly. Phone-in registration would be a tremendous benefit to Palo Alto. With regard to advanced
registration for residents, Mr. Thiltgen=s comments were legitimate in making sure that a proper balance was seen for inclusion of residents while making sure the City was provided with the revenue it needed to run the programs. A careful balance was necessary. He heard complaints from parents whose children were not able to get into their favorite summer camp class. If there was any way of providing an advantage for Palo Altans on courses that were most popular, he wanted to do so. It appeared as though staff considered other proposals seriously. Phone-in, fax, and Internet were probably more effective ways of ensuring public participation than opening the doors to Lucie Stern at 7:00 p.m. He hoped the staff would implement several of the recommendations. No action required. ADJOURNMENT: The meeting adjourned at 10:45 p.m. ATTEST: APPROVED:
City Clerk Mayor NOTE: Sense minutes (synopsis) are prepared in accordance with Palo Alto Municipal Code Sections 2.04.180(a) and (b). The City Council and Standing Committee meeting tapes are made solely for the purpose of facilitating the preparation of the minutes of the meetings. City Council and Standing Committee meeting tapes are recycled 90 days from the date of the meeting. The tapes are available for members of the public to listen to during regular office hours.
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