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HomeMy WebLinkAbout2025-05-05 City Council Agenda PacketCITY COUNCIL Regular Meeting Monday, May 05, 2025 CITY O F Council Chambers & Hybrid PALO 5:30 PM ALTO Palo Alto City Council meetings will be held as "hybrid" meetings with the option to attend by teleconference or in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org. VIRTUAL PARTICIPATION CLICK HERETO JOIN (https://cityofpaloalto.zoom.us/j/362027238) Meeting ID: 362 027 238 Phone: 1(669)900-6833 PUBLIC COMMENTS General Public Comment for items not on the agenda will be accepted in person for up to three minutes or an amount of time determined by the Chair. General public comment will be heard for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda. Public comments for agendized items will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. Requests to speak will be taken until 5 minutes after the staffs presentation or as determined by the Chair. Written public comments can be submitted in advance to city.council@PaloAlto.gov 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@PaloAlto.gov at least 24 hours prior to the meeting. Once received, the Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB's or other physical electronic storage devices are not accepted. Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks, posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not create a facility, fire, or safety hazard; and (3) persons with such items remain seated when displaying them and must not raise the items above shoulder level, obstruct the view or passage of other attendees, or otherwise disturb the business of the meeting. TIME ESTIMATES Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. May 05, 2025 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. CALL TO ORDER SPECIAL ORDERS OF THE DAY (5:30 - 5:50 PM 1. City Employee Years of Service Awards and Proclamation acknowledging Public Service Recognition Week: May 4-10, 2025 2. Proclamation Honoring Russ Reich for his Service to the City of Palo Alto 3. Proclamation of May 2025 as Affordable Housing Month CLOSED SESSION (5:50 - 7:50 PM 4. CONFERENCE WITH CITYATTORNEY - EXISTING LITIGATION Subject: McGavockv. City of Palo Alto, et al. Santa Clara County Superior Court Case No.23-CV-413813 Authority: Government Code Section 54956.9(d)(1) One Case, as Defendant 5. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Authority: Government Code Section 54956.8 Property: 2470 Embarcadero Way, Assessor's Parcel Number 008-03-072 Negotiating Parties: Bioscience Properties, Inc. City Negotiators: Karin North, SunnyTong, Caio Arellano Subject of Potential Negotiations: Lease Price and Terms of Payment AGENDA CHANGES, ADDITIONS AND DELETIONS PUBLIC COMMENT (7:50 - 8:20 PM) Members of the public may speak in -person ONLY to any item NOT on the agenda. 1-3 minutes depending on number of speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of the agenda. COUNCIL MEMBER QUESTIONS, COMMENTS, ANNOUNCEMENTS (8:20 - 8:30 PM) Members of the public may not speak to the item(s). STUDY SESSION (8:30 - 9:30 PM) 6. City Manager Transmittal of the Fiscal Year 2026 Proposed Operating and Capital Budgets 2 May 05, 2025 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. Budget Books are Available at: https://www.paloalto.gov/budget CONSENT CALENDAR (9:30 - 9:35 PM) Items will be voted in one motion unless removed from the calendar by three Council Members. 7. Approval of Minutes from April 14, 2025 and April 21, 2025 Meetings 8. 2025 City Council Priority Objectives, and Committee Objectives and Workplans 9. Approval of Contract Change Order No. 1 in the Amount of $1,500,000 to Contract C23186274 with Monterey Mechanical Company, for On -Call Emergency and Critical Construction Services at the Regional Water Quality Control Plant, for a Total Compensation Not -to -Exceed Amount of $3,000,000, funded by Wastewater Treatment Fund Capital Improvement Plant Repair, Retrofit, and Equipment Replacement Capital Project (WQ-19002); CEQA Status — Not a Project 10. Approval of Amendment and Extension of Supplement Agreement No.1 to the Master Funding Agreement Between the City of Palo Alto and the Metropolitan Transportation Commission, to Prepare a Downtown Housing Plan for the City of Palo Alto. CEQA Status: Exempt Under CEQA Guidelines Sections 15061(b)(3) and 15262. 11. Approval of Boards, Commissions, and Committees Interview Process as recommended by Policy and Services Committee Supplemental Report added 12. SECOND READING: Ordinance of the Council of the City of Palo Alto Amending PAMC Sections 2.04.190 and 2.04.200 to Set the Regular Meeting Time of the Finance Committee and the Policy and Services Committee by Resolution or Ordinance 13. SECOND READING: Ordinance of the Council of the City of Palo Alto Amending Section 18.08.040 of the Palo Alto Municipal Code (The Zoning Map) to Change the Classification of Property Located at 70 Encina Avenue from Service Commercial (CS) Zone to Planned Community Zone (PC) CITY MANAGER COMMENTS (9:35 - 9:50 PM BREAK (15 MINUTES) May 05, 2025 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. ACTION ITEMS (Item 14: 10:05 - 11:00 PM) Include: Report of Committees Commissions, Ordinances and Resolutions, Public Hearings, Report of Officials, Unfinished Business and Council Matters. 14. PUBLIC HEARING / QUASI-JUDICIAL. 4075 El Camino Way [23PLN-00202]: Adoption of an Amendment to a Planned Community Ordinance (PC -5116) to Allow for Modifications to an Existing 121 -Unit Assisted Living and Memory Care Facility. Environmental Assessment: Exempt from the Provisions of the California Environmental Quality Act (CEQA) in Accordance with CEQA Guidelines Section 15301 (Modifications to Existing Facilities). ADJOURNMENT INFORMATION REPORTS Information reports are provided for informational purposes only to the Council and the public but are not listed for action during this meeting's agenda. 15. Palo Alto Transportation Management Association 2024 Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey OTHER INFORMATION Standing Committee Meetings this week Finance Committee May 6, 2025 City Schools Liaison Committee May 6, 2025 CANCELED Finance Committee May 7, 2025 Public Comment Letters Schedule of Meeti SUPPLEMENTAL / AMENDED AGENDA ITEMS 11. Approval of Boards, Commissions, and Committees Interview Process as recommended by Policy and Services Committee Supplemental Report added May 05, 2025 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments may be submitted by email to .:ity.council@paloalto.gov. 2. For 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 Clerk prior to discussion of the item. 3. Spoken public comments for agendized items 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. o 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 smart phone from the Apple App Store or Google Play Store and enter in the Meeting ID below. o 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. o 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. o 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 for agendized items 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. CLICK HERE TO JOIN Meeting ID: 362-027-238 Phone: 1-669-900-6833 Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City's ADA Coordinator at (650) 329-2550 (voice) or by emailing ada@paloalto.gov. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service. May 05, 2025 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. California Government Code §84308, commonly referred to as the "Levine Act," prohibits an elected official of a local government agency from participating in a proceeding involving a license, permit, or other entitlement for use if the official received a campaign contribution exceeding $500 from a party or participant, including their agents, to the proceeding within the last 12 months. A "license, permit, or other entitlement for use" includes most land use and planning approvals and the approval of contracts that are not subject to lowest responsible bid procedures and have a value over $50,000. A "party" is a person who files an application for, or is the subject of, a proceeding involving a license, permit, or other entitlement for use. A "participant" is a person who actively supports or opposes a particular decision in a proceeding involving a license, permit, or other entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the definition of "financial interest" in the Political Reform Act, which encompasses interests in business entities, real property, sources of income, sources of gifts, and personal finances that may be affected by the Council's actions. If you qualify as a "party" or "participant" to a proceeding, and you have made a campaign contribution to a Council Member exceeding $500 made within the last 12 months, you must disclose the campaign contribution before making your comments. May 05, 2025 Materials submitted after distribution of the agenda packet are available for public inspection at www.paloalto.gov/agendas. Item 1 Item 1 Staff Report CITY OF PALO ALTO City Council Staff Report From: City Manager Report Type: SPECIAL ORDERS OF THE DAY Lead Department: Human Resources Meeting Date: May 5, 2025 Report #:2503-4393 TITLE City Employee Years of Service Awards and Proclamation acknowledging Public Service Recognition Week: May 4-10, 2025 RECOMMENDATION Staff recommends that City Council recognize employees for their years of dedicated service and acknowledge National Public Service Recognition Week for this week of May 4 — 10, 2025. ATTACHMENTS Attachment A: Public Service Recognition Proclamation 2025 APPROVED BY: Sandra Blanch, Human Resources Director Item 1: Staff Report Pg. 1 Packet Pg. 7 of 288 Item 1 Attachment A - Public �J LService Recognition 4 �,PO�� Proclamation 2025 O`9LIFOR�~� i 5 PUBLIC SERVICE RECOGNITION WEEK May 4 - 10, 2025 WHEREAS, Americans are served every single day by public servants at the federal, state, county and city levels. These unsung heroes do the work that keeps our nation working; and across our nation, public employees take not only jobs, but oaths of office; and WHEREAS, many public servants risk their lives each day in service to the people of our communities, as well as provide safety inspections and patrols, maintain our infrastructure, operate our public facilities, and provide the diverse services demanded by the American people with integrity and diligence; and WHEREAS, public servants provide the institutional knowledge, experience, and continuity that supports the long term sustainability of our community assets and organizational history; and WHEREAS, here in our city, our staff promotes and sustains the superior quality of life in Palo Alto, and in partnership with our community delivers cost-effective services in a personal, responsive, and innovative manner; and WHEREAS, over the past year alone, our city staff have: • Oversaw the lending of over 1 million library materials; • Cleaned and treated 90+ miles of sewer lines; • Repaired or replaced over 15,000 square feet of sidewalk; • Processed 5,800 employee personnel transactions; • Facilitated the participation of over 14,000 individuals in a variety of classes, camps, and programs spanning arts, sciences, recreational activities and open space. • Maintained 32 parks and over 36,000 trees; • Provided nearly 4,000 ambulance transports; • Answered over 140,000 calls to the dispatch center, and received nearly 40,000 police calls for service; • Installed over 23,400 electric Advanced Metering Infrastructure (AMI) meters; • Issued over 4,500 building and fire permits; and, • Completed over 19,000 building inspections. And much more, all with the professionalism we know and appreciate, day in and day out. NOW, THEREFORE, I, Ed Lauing, the Mayor of the City of Palo Alto do hereby proclaim that May 4, 2025 to May 10, 2025, is Public Service Recognition Week. All citizens are encouraged to recognize the accomplishments and contributions of government employees at all levels federal, state, county and city — and especially our City of Palo Alto employees. Presented: May 5, 2025 Ed Lauing Mayor O O Item 1: Staff Report Pg. 2 Packet Pg. 8 of 288 Item 2 Item 2 Staff Report City Council Staff Report From: City Manager CITY O F Report Type: SPECIAL ORDERS OF THE DAY PALO Lead Department: Planning and Development Services ALTO Meeting Date: May 5, 2025 Report #:2503-4436 TITLE Proclamation Honoring Russ Reich for his Service to the City of Palo Alto ATTACHMENTS Attachment A: Proclamation Honoring Russ Reich for his Service to the City of Palo Alto APPROVED BY: Jonathan Lait, Planning and Development Services Director Item 2: Staff Report Pg. 1 Packet Pg. 9 of 288 Item 2 Op Attachment A - Proclamation Honoring Russ Reich for his Service • to the City of Palo Alto r_1 EXPRESSING APPRECIATION TO RUSS REICH UPON HIS RETIREMENT WHEREAS, Russ Reich began his career with the City of Palo Alto as an intern in 1999 and has provided exemplary service to the community throughout his 25 -plus year career in Planning and Development Services; and WHEREAS, Russ served as liaison to the Architectural Review Board for multiple terms and facilitated the ARB Design Awards program in 2010 and 2015; and WHEREAS, Russ made a positive impact throughout the community having managed hundreds of planning entitlement applications including Single -Family Individual Reviews, Architectural Review Board reviews, Zone Changes, Subdivisions, Conditional Use Permits, Site and Design Reviews, Planned Community Developments, Home Improvement Exceptions, Variances, and Temporary Use Permits; and WHEREAS, Russ has received recognition by professional organizations for his work in tree preservation and for his contributions to the City's R-1 Zoning Technical Manual; and WHEREAS, Russ held a leadership role in the department and was involved in hiring and training planning staff as the Planning Manager at the Development Center and was known for having provided excellent customer service; and WHEREAS, Russ was able to nimbly transition from Planning Manager to the Development Center Manager position early in the pandemic when the teams were working remotely and he was able to lead the Project Coordination Team through the transition from a paper format to an online digital permit review and issuance process; and WHEREAS, Russ is commended as a mentor who has trained many new planners who have advanced to higher level roles; and has earned the respect of his colleagues through his personable nature, depth of knowledge, and ability to collaborate with individuals across the organization and will be greatly missed. NOW, THEREFORE, BE IT RESOLVED that the Council of the City of Palo Alto hereby gratefully records and extends its sincere appreciation to Russ Reich for his dedication and excellent service rendered to the City. PRESENTED: May 5, 2025 APPROVED: Mayor Ed Lauing Vice Mayor Vicki Veenker Councilmember Pat Burt Councilmember George Lu Councilmember Keith Reckdahl ATTEST: City Clerk APPROVED AS TO FORM: City Manager Councilmember Julie Lythcott-Haims Councilmember Greer Stone City Attorney Item 2: Staff Report Pg. 2 Packet Pg. 10 of 288 Item 3 Item 3 Staff Report City Council Staff Report From: City Manager CITY O F Report Type: SPECIAL ORDERS OF THE DAY PALO Lead Department: Planning and Development Services ALTO Meeting Date: May 5, 2025 Report #:2503-4420 TITLE Proclamation of May 2025 as Affordable Housing Month RECOMMENDATION Staff recommend that the City Council proclaim the month of May as Affordable Housing Month in the City of Palo Alto. BACKGROUND Affordable Housing Month is a national observance in the United States that is typically held in the month of May each year. The event was established to raise awareness about the need for affordable housing and to recognize the important role that affordable housing plays in building strong, sustainable, and inclusive communities. Affordable Housing Month typically includes a variety of activities and events, such as workshops, rallies, and community outreach efforts. The focus of these events is to raise awareness about the need for affordable housing, educate the public about the benefits of affordable housing, and advocate for policies and programs that support the development of more affordable housing options. This year, the City is hosting an Affordable Housing Resources Fair on May 17, 2025, from 11:00 a.m. to 1:00 p.m. on City Hall King Plaza. The fair is primarily focused on resources for low- income households and provides information about affordable housing in Palo Alto, fair housing, tenant protections, and other housing services. Residents and stakeholders are encouraged to attend this event celebrating Affordable Housing Month in Palo Alto. More information on the event is available at: www.cityofpaloalto.org/housingfair. ATTACHMENTS Attachment A: Affordable Housing Month Proclamation APPROVED BY: Jonathan Lait, Planning and Development Services Director Item 3: Staff Report Pg. 1 Packet Pg. 11 of 288 Item 3 hment A - Affordable Housing Month Proclamation IAAAJ AFFORDABLE HOUSING MONTH WHEREAS, safe and affordable housing is a basic human right and yet, each year, thousands of Silicon Valley families and individuals struggle to find an affordable home in this expensive housing market; and WHEREAS, the City Council adopted the 6th Cycle Housing Element that outlines how 6,086 new housing units can be accommodated within Palo Alto by 2031, and includes implementation programs to increase the number affordable housing units; and WHEREAS, the City remains active in supporting affordable housing development and commits financial assistance for projects that include much needed lower -income units, including the recently -funded Charities Housing development at 3001 El Camino Real; and WHEREAS, the City has implemented meaningful housing actions by identifying affordable housing redevelopment opportunities on City parking lots to be developed for affordable housing, creating a permanent source of affordable housing funding by dedicating a portion of the business tax revenue for affordable housing, crafting additional renter protections, and continued support of fair housing services; and WHEREAS, the City has implemented meaningful actions to help those experiencing homelessness in Palo Alto through making permanent its safe parking ordinance, piloting an outreach worker program, providing an overnight warming location, and providing funding and partnering to build an interim housing shelter on City - owned land; and WHEREAS, the City actively pursues State and Federal grant funds for affordable housing development, preservation, and rehabilitation; and WHERAS, the City is hosting an Affordable Housing Resources Fair on Saturday, May 17, 2025, in King Plaza (in front of City Hall). More information on the event is available at: www.citfpaloalto.org/housingfair; and WHEREAS, many organizations throughout Silicon Valley are dedicated to providing safe, stable permanent and affordable housing to all members of the community; these organizations along with local agencies and community members have organized Affordable Housing Month. O Item 3: Staff Report Pg. 2 I 1 Packet Pg. 12 of 288 O Item 3 Ottachment A - Affordable O Housing Month NOW, THEREFORE I, Ed Lauing, Mayor of the City of Palo Alto, on behalf ofi. Proclamation cil, do hereby proclaim the month of May as Affordable Housing Month in the City of Palo Alto, to call upon our community to support affordable housing solutions and to recognize the successful efforts of the City of Palo Alto and its partners who seek to improve access to affordable housing in Palo Alto. Presented: May 5, 2024 Ed Lauing Mayor O Item 3: Staff Report Pg. 3 I Packet Pg. 13 of 288 O Item 6 Item 6 Staff Report City Council Staff Report Report Type: STUDY SESSION (8:30 - 9:30 PM) CITY O F Lead Department: City Clerk PALO LTO Meeting Date: May 5, 2025 Report #:2504-4579 TITLE City Manager Transmittal of the Fiscal Year 2026 Proposed Operating and Capital Budgets This will be a late packet report published on May 1, 2025. Item 6: Staff Report Pg. 1 Packet Pg. 14 of 288 Item 7 Item 7 Staff Report City Council Staff Report Report Type: CONSENT CALENDAR CITY O F Lead Department: City Clerk PALO a LTO Meeting Date: May 5, 2025 Report #:2504-45 16 TITLE Approval of Minutes from April 14, 2025 and April 21, 2025 Meetings RECOMMENDATION Staff recommends that the City Council review and approve the minutes. ATTACHMENTS Attachment A: April 14, 2025 Draft Action Minutes Attachment B: April 21, 2025 Draft Action Minutes APPROVED BY: Mahealani Ah Yun, City Clerk Item 7: Staff Report Pg. 1 Packet Pg. 15 of 288 CITY COUNCIL CITY OF PALO DRAFT ACTION ALTO Item 7 SS Attachment A - April 14, 2025 Draft Action Minutes MINUTES Regular Meeting April 14, 2025 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M. Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely: Absent: Special Orders of the Day 1. Proclamation Honoring National Public Safety Telecommunicators Week April 13-19, 2025 NO ACTION 2. Proclamation Honoring National Animal Control Officer Appreciation Week April 13-19, 2025 NO ACTION 3. Proclamation Celebrating Cesar Chavez and Dolores Huerta NO ACTION Agenda Changes, Additions and Deletions Public Comment Page 1 of 4 Item 7: Staff Report Pg. 2 Packet Pg. 16 of 288 Item 7 Attachment A - April 14, DRAFT ACTION MI N UT 2025 Draft Action Minutes Council Member Questions. Comments and Announcements Consent Calendar MOTION: Councilmember Lythcott-Haims moved, seconded by Councilmember Reckdahl to approve Agenda Item Numbers 4-10. MOTION PASSED: 7-0 4. Approval of Professional Services Contract Number C25193356 with Martina Entriken in the Amount Not to Exceed $658,390 for a Preschool and Toddler Program for a Period of Five Years. CEQA Status - Not a Project. 5. Approval of Amendment No. 2 via Change Order No. 2 to Contract Number C22183580 with MP Nexlevel of California, Inc. in the Amount of $4,000,000 for a Total Not -to - Exceed Amount of $15,347,390, and Extending the Three -Year Term of the Contract for an Additional Four Months Through August 31, 2025 to Provide Substructure and Utility Trenching Construction Services for the Foothills Rebuild Wildfire Mitigation and Grid Modernization for Electrification Projects; CEQA Status: the Foothills Rebuild and Grid Modernization Project are Exempt Under CEQA Guidelines Sections 15302, 15303 and 15183 6. Approval of Contract Amendment Number 1 to Contract Number S22183286 with The Permanente Medical Group Inc in an Amount Not to Exceed $100,000 for Pre- employment and Other Occupation -Related Medical Services; CEQA Status — Not a Project. 7. Approval of Professional Services Contract No. C25191690 with InfoSend in an Amount Not to Exceed $2,344,573 to Provide Utilities Bill Print and Mailing Services for a Term of Five Years; CEQA Status - Not a Project. 8. Approval of Professional Services Contract Number C25191738 with Sedgwick Claims Management Services in an Amount Not to Exceed $612,840 for Administration of Workers Compensation Benefits through June 30, 2025; CEQA Status — Not a Project. 9. FIRST READING: Adoption of an Ordinance Setting the Regular Meeting Time of the Finance and Policy & Services Committees by Resolution or Ordinance (Palo Alto Municipal Code §§ 2.04.190 and 200); and Adoption of a Resolution Setting the Regular Meeting Times at 5:30 pm for Finance and 6:00 pm for Policy & Services; CEQA status — not a project. 10. SECOND READING: Ordinance of the Council of the City of Palo Alto Amending Chapter 2.32 (Sales and Use Tax) and Chapter 4.10 (Solicitors, Peddlers, Pawnbrokers, Page 2 of 4 City Council Meeting Draft Action Minutes: 04/14/2025 Item 7: Staff Report Pg. 3 Packet Pg. 17 of 288 Item 7 Attachment A - April 14, DRAFT ACTION M I N UT 2025 Draft Action Minutes Secondhand Dealers, and Other Businesses Regulated by Police) of the Municipal Code to Delete Obsolete References to the California Board of Equalization and Replace Them with References to the California Department of Tax and Fee Administration (FIRST READING: March 24, 2025; PASSED: 6-0-1, Veenker absent) City Manager Comments Ed Shikada, City Manager Artinn Itamc 11. Review and Provide Direction on a Preferred Option for a New Parking Structure and Reserved Space for Future Affordable Housing at 375 Hamilton Avenue and Direct Staff to Pursue Preliminary Design and Environmental Review for the New Downtown Parking Garage Capital Project (PE -15007) for the Preferred Option; CEQA Status - Not a Project MOTION: Vice Mayor Veenker moved, seconded by Councilmember Stone to direct staff to proceed with preliminary design and environmental review for Option la, a new 274 -space parking garage, featuring six levels of above -ground parking with a reserved area to allow for future construction of affordable housing on the site with separate access on Waverley Street. MOTION PASSED: 5-2, Burt, Reckdahl no 12. PUBLIC HEARING/QUASI-JUDICIAL: 70 Encina Avenue [24PLN-00095]: Adopt an Ordinance Rezoning the Subject Property and an Adjacent Vacant Parcel to Planned Community/Planned Home Zoning and Adopt the Record of Land Use Action to Demolish a Surface Parking lot and to Construct a New Three -Story, 19,035 Square Foot Building with 10 Residential Condominium Units. CEQA Status- Streamlined Review in Accordance with CEQA Guidelines Section 15183 (Comprehensive Plan Consistency). Zone District: CC (Community Commercial). MOTION: Councilmember Lu moved, seconded by Councilmember Lythcott-Haims to: 1. Consider the CEQA Guidelines section 15183 checklist analyzing the project's consistency with the Comprehensive Plan 2030 Environmental Impact Report (SCH#2014052101); 2. Approve an Ordinance (Attachment B) rezoning the subject site from Community Commercial to Planned Community/Planned Home Zoning; and Page 3 of 4 City Council Meeting Draft Action Minutes: 04/14/2025 Item 7: Staff Report Pg. 4 Packet Pg. 18 of 288 Item 7 Attachment A - April 14, DRAFT ACTION M I N UT 2025 Draft Action Minutes 3. Approve the Record of Land Use Action (Attachment C) approving the proposed project, based on findings and subject to conditions of approval to the City Council. MOTION PASSED: 7-0 13. FIRST READING: Adoption of an Ordinance Adding New Chapter 9.75 (Fair Chance in Housing) to Title 9 (Public Peace, Morals, and Safety) of the Palo Alto Municipal Code to Limit the Use of Criminal History Information in Rental Housing Decisions. CEQA Status - Exempt Under CEQA Guidelines Section 15061(b)(3). MOTION: Councilmember Burt moved, seconded by Councilmember Reckdahl to refer this item to the Policy and Services Committee. MOTION PASSED: 7-0 Adjournment: The meeting was adjourned at 10:18 P.M. ATTEST: City Clerk APPROVED: 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 7: Staff Report Pg. 5 Page 4 of 4 City Council Meeting Draft Action Minutes: 04/14/2025 Packet Pg. 19 of 288 Item 7 Attachment B - April 21, 2025 Draft Action CITY COUNCIL Minutes CITY Or PALO DRAFT ACTION MINUTES ALTO Regular Meeting April 21, 2025 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 5:30 P.M. Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone, Veenker Present Remotely: Absent: ecial Orders of the Da 1. Recognizing Palo Alto Youth Who Have Received The President's Volunteer Service Award (PVSA) As Certified by Youth Community Service (YCS) Between Feb 16, 2024 — Feb 15, 2025 NO ACTION 2. Signing of a Friendship City Agreement between the City of Palo Alto and Narok, Kenya in Celebration of Palo Alto's First Friendship City NO ACTION Agenda Changes, Additions and Deletions Public Comment Council Member Questions. Comments and Announcements Page 1 of 4 Item 7: Staff Report Pg. 6 Packet Pg. 20 of 288 Item 7 Attachment B - April 21, DRAFT ACTION MI N UT 2025 Draft Action Minutes Study Session 3. Semi -Annual City Council Discussion with the Independent Police Auditor (IPA) NO ACTION Consent Calendar MOTION: Councilmember Reckdahl moved, seconded by Councilmember Lu to approve Agenda Item Numbers 4-10. MOTION PASSED: 7-0 4. Approval of Minutes from April 7, 2025 Meeting 5. Approval of Contract Amendment No. 2 to Contract No. C23185922 with Kittelson & Associates, INC. to Extend Term for an Additional Year of Service Through June 30, 2026 for professional consultant services for the City's Bicycle and Pedestrian Transportation Plan Update; CEQA status - exempt under- California Senate Bill 922 (2022), codified as Public Resources Code section 21080.20. 6. Approval of Amendment Number 1 to Contract Number S22184359 With Prime Actuarial Consulting, LLC dba Bickmore Actuarial, in the Amount of $27,000, for a new Total Not -to -Exceed Contract Amount of $67,500 for Actuarial Services Related to the Workers' Compensation and the General Liability Programs and to Extend Term for an Additional Two Years; CEQA Status — Not a Project 7. Approval of Amendment No. 1 to the Cooperative Agreement with the Association of Bay Area Governments to Construct the Horizontal Levee Pilot Project (WQ- 22001) to Reflect an Additional $2 Million in California Coastal Conservancy Grant Funds; CEQA Status — Exempt under Section 15133 8. Approval of Contract Amendment Number 2 to Contract Number C24190163 with Musson Theatrical to extend the contract time through March 2, 2026, with No Change in the Total Not -to Exceed Amount for $101,927 for the Refurbishing of the Stage Rigging System at Lucie Stern Community Theatre; CEQA status - categorically exempt. 9. Adoption of a Resolution Endorsing the Updated Safe Routes to School Consensus Statement and Approval of the Amended City/School Transportation Safety Committee Bylaws; CEQA Status — Not a Project. 10. Approval of a Surveillance Use Policy for Security Cameras in Council Chambers and Approval of Purchase of $4,886 for Security Cameras; CEQA status — not a project. Page 2 of 4 City Council Meeting Draft Action Minutes: 04/21/2025 Item 7: Staff Report Pg. 7 Packet Pg. 21 of 288 Item 7 Attachment B - April 21, DRAFT ACTION MI N UT 2025 Draft Action Minutes City Manager Comments Ed Shikada, City Manager Artinn Itemc 11. Review and Authorize Initiation of Community Poll Number One Themes for the Cubberley Master Plan Project and Receive an Update on the Project Workplan; CEQA Status - the Master Plan will undergo CEQA review. NO ACTION 12. Approval of Professional Service Contract Number C25192988 with Lloyd Consulting Group, LLC., in the Amount Not to Exceed $160,825 to Conduct a Comprehensive Turf Study for a Period of Six Months; CEQA Status — exempt under CEQA regulations 15262 and 15306. MOTION: Councilmember Burt moved, seconded by Councilmember Lythcott-Haims to approve and authorize the City Manager or their designee to negotiate and execute a contract with a modified scope and budget not -to -exceed $160,825 with Lloyd Consulting Group, LLC, to provide a comprehensive turf study that compares synthetic, natural turf athletic fields, and additional research necessary that would focus the work involved to specifically address the need for a turf replacement decision at El Camino Park anticipated in fiscal year 2026. MOTION PASSED: 6-1, Lauing no SUBSTITUTE MOTION: Mayor Lauing moved, seconded by Councilmember Lu to direct staff to modify and narrow the scope of work and return to Council. SUBSTITUTE MOTION FAILED: 2-5, Burt, Stone, Lythcott-Haims, Reckdahl, Veenker no Adjournment: The meeting was adjourned at 10:49 P.M. Page 3 of 4 City Council Meeting Draft Action Minutes: 04/21/2025 Item 7: Staff Report Pg. 8 Packet Pg. 22 of 288 Item 7 Attachment B - April 21, DRAFT ACTION M I N UT 2025 Draft Action Minutes 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 7: Staff Report Pg. 9 Page 4 of 4 City Council Meeting Draft Action Minutes: 04/21/2025 Packet Pg. 23 of 288 Item 8 Item 8 Staff Report CITY OF PALO ALTO City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: City Manager Meeting Date: May 5, 2025 Report #:2504-4466 TITLE 2025 City Council Priority Objectives, and Committee Objectives and Workplans RECOMMENDATION Staff recommends that the City Council approve the 2025 City Council Priority Objectives, and Committee Objectives and Workplans EXECUTIVE SUMMARY The City of Palo Alto's 2025 City Council Priority Objectives and associated Committee Workplans outline a comprehensive roadmap to advance the City's core priorities throughout the calendar year. Following Council's adoption of the 2025 priorities —Economic Development & Retail Vibrancy; Climate Action and Adaptation & Natural Environment Protection; Implementing Housing Strategies for Social & Economic Balance; and Public Safety, Wellness & Belonging —staff has developed a set of 70 objectives to be implemented in alignment with these priorities. This report reflects extensive City Council feedback from the March 17, 2025 meeting, resulting in a refined and actionable list of objectives. Each objective includes estimated completion timelines, crossover benefits across multiple priorities, and funding requirements, all of which will inform budget planning for FY 2026. The report also includes updates to the Climate Action & Sustainability Ad Hoc Committee and the Cubberley Ad Hoc Committee Objectives and includes current workplans for both the Policy & Services Committee and the Finance Committee. BACKGROUND Following the City Council approval of its Priorities, staff developed and recommended for City Council approval a set of objectives to advance each priority throughout the calendar year. The 2025 Priorities are: Item 8: Staff Report Pg. 1 Packet Pg. 24 of 288 Item 8 Item 8 Staff Report • Economic Development & Retail Vibrancy • Climate Action and Adaptation, & Natural Environment Protection • Implementing Housing Strategies for Social & Economic Balance • Public Safety, Wellness & Belonging On March 17, 20251, the City Council completed its review of the proposed 2025 City Council Priority Objectives, including Committee Objectives and Workplans. This report incorporates the Council's feedback and is recommended for final approval. Upon adoption, staff will define the scope and milestones for each objective and provide quarterly progress updates. ANALYSIS This report organizes the City Council's feedback on the 2025 Priority Objectives, as well as Committee Objective and Workplans. A total of 70 objectives are being recommended for City Council approval, Attachment A includes the summary table with the following elements: Carryforward/Revised/New- Objectives annotated by (C) are objectives that are carried over from the 2024 list. (R) are objectives from the 2024 list that may have a second phase to the project and have been revised to reflect 2025 goals. The number designation from the 2024 workplan is shown in parentheses. New Objectives (N) reflect a project that is new in 2025. Objective Description- Summarizes the activity to be accomplished in calendar year 2025, and if needed, a brief sentence describing the project. Once approved, a more thorough description of the project and milestones will return to City Council at a later meeting. Estimated Completion- Reflects the 2025 calendar quarter in which the Objective is expected to be completed, subject to change. 01 is January -March, O2 is April -June, O3 is July - September, and O4 is October -December. City Council Priority Crossover- Identifies objectives that advance more than one City Council Priority. Funding Needed- Reflects a project that requires additional resources (staffing, capital investment, or professional services) to achieve and complete the activity beyond current budgeted levels. $ - up to 50K, $$ - 51-400K, $$$ - 500K+. Additional resources will be considered for inclusion in the 2025-26 annual budget. 1 March 17, 2025 City Council Meeting: https://cityofpaloaIto.primegov.com/meetings/ItemWithTemplateType?id=7574&meetingTemplateType=2&comp iledMeetingDocumentld=13521 Item 8: Staff Report Pg. 2 Packet Pg. 25 of 288 Item 8 Item 8 Staff Report ECONOMIC DEVELOPMENT AND RETAIL VIBRANCY Objective: (Formerly Row 10) Enhance partnerships with private -sector stakeholders. Meet regularly with businesses, brokers, property owners, and other private -sector partners to shape, inform, and enhance economic development efforts. (10) Council Feedback: This objective reflects ongoing core work, recommend removing or re- writing to reflect a specific intention. Staff Response: Objective has been removed from the list. The Retail Committee has designated committee members to serve as liaisons to various local business groups. Objective: ED6. Council approval of funding to continue Downtown cleanliness enhancements and other medium -term investments. Include necessary proposals and budget appropriations as part of the development of the FY 2026 Operating Budget to continue enhanced Downtown Cleanliness enhancements and other medium -term investments such as a Mobility Hub. City Council Feedback: Concrete action should be placed in reactivating the intermodal center and primarily the station building in recognition of future partnership with Valley Transportation Authority (VTA). Staff Response: Objective now reflects investing in the Mobility Hub as a medium -term enhancement in the Downtown area. Objective: ED 8. Council approval of a final signage plan for California Avenue and funding appropriations. Review the signage plan for California Avenue with the Architectural Review Board (ARB), incorporate feedback, and seek Council approval to implement the plan. (2) City Council Feedback: Identify concrete actions such as milestones and completion dates. Staff Response: The near -term signage improvements for California Avenue include replacement of El Camino Real (ECR) and Oregon Expressway signs to be completed by calendar year O3. Longer -term improvements will include formulating a comprehensive sign program, with a proposal to be developed and reviewed by O3, and built into Fiscal Year 2027 CIP budget cycle, for implementation in O3 of 2026. Objective: ED 12. Refine destination marketing efforts and enhance Palo Alto's international reputation. Meet with hospitality partners and incubator/accelerators to assess willingness to partner with the City on destination marketing efforts and propose next steps, including necessary appropriation actions, to City Council. City Council Feedback: Palo Alto is internationally known for incubator and innovative businesses, we should be capitalizing on our reputation instead of losing it. Item 8: Staff Report Pg. 3 Packet Pg. 26 of 288 Item 8 Item 8 Staff Report Staff Response: The objective has been edited to capture City Council feedback to recognize our incubator/accelerators partners and the City of Palo Alto's international reputation on business innovation. CLIMATE ACTION AND ADAPTATION, & NATURAL ENVIRONMENT PROTECTION New Objective: CA 22. Complete implementation of the Reliability and Resiliency Strategic Plan, including Strategy 4 — conducting a cost/benefit analysis of flexible energy resources such as battery storage and microgrids (including evaluation of the airport microgrid), and Strategy 5 — recommending potential programs for Council consideration. City Council Feedback: Initiate work on assessing how to establish a microgrid and battery storage system in Palo Alto. Staff Response: Staff has added a new objective to address City Council feedback. Objective: CA 23. Develop and obtain Council approval for strategies and a 2026/2027 work plan for the next phase of S/CAP implementation of climate and sustainability goals, including engaging with Polo Alto Student Climate Coalition on its Hcot Mapping project for possible inclusion. City Council Feedback: Keep objective high level, consider removing Palo Alto Student Coalition. Staff Response: Objective has been edited with recommended edits. New Objective: CA 25. Identify locations and design concepts for additional east -west bicycle and pedestrian crossings of the Caltrain railroad tracks in the southern part of the city. Council Feedback: There is a missing objective on the East-West bike/pedestrian grade crossing project, would like to see it listed as recommendations will come back to City Council this year. Staff Response: A new objective has been added to incorporate recommendations from the South Palo Alto Bike/Pedestrian Connectivity project, which will be reviewed by the City Council. By Q4 2025, community engagement efforts will focus on identifying preferred crossing locations, design options, and related network improvements for east -west bicycle and pedestrian grade crossings. A formal report summarizing these recommendations will be publicly circulated and presented for City Council adoption in 2026. Subsequent steps will include pursuing grant funding for final design and construction. IMPLEMENTING HOUSING STRATEGIES FOR SOCIAL & ECONOMIC BALANCE Objective: IHS 48. Present to Council the Downtown Housing Plan Community Assessment report and receive Council direction on draft housing plan scenarios. Continue advancing the plan development and public engagement strategy to prepare draft housing plan and environmental review. (36) Item 8: Staff Report Pg. 4 Packet Pg. 27 of 288 Item 8 Item 8 Staff Report City Council Feedback: Remove Ongoing designation from the estimated completion date and add 2025 milestones. Staff Response: The above objective will be completed by O4 of 2025. Staff plans to present the City Council with the Community Assessment in Q2, and will continue policy development and community engagement efforts through Q4 of 2025. Objective: IHS 49. Initiate the San Antonio Road Area Plan. Begin data gathering, document review, implementing a community outreach and engagement strategy, check -in meetings with appointed and elected officials, and review by the City Council of a community assessment report and receive updated project direction, consistent with Housing Element Program 6.6 C. (40) City Council Feedback: Remove ongoing designation for estimated completion date and add milestones for the above objective. Additionally, planning for future infrastructure needs such as bike lanes and adding park land needs to start now and should be added to the objective. Staff Response: The 2025 milestones for the above objective include securing professional services to conduct community outreach and as part of that engagement, form a community advisory committee by O2. Community outreach will commence in O3 and conclude by O4. To the extent feasible and in a manner that respects the public engagement aspects of the area planning initiative, staff will engage with prominent property owners and key stakeholders on future infrastructure planning, including exploring any short-term needs to support future multi -modal improvements in the project area. Objective: IHS 50. Advance affordable housing project on Downtown surface parking lot (Lot T). Enter into an exclusive negotiating agreement with Alta Housing; receive an updated project concept design & prescreening application for Council review; receive formal planning entitlement application, consistent with Housing Element Program 1.4 A. (8) City Council Feedback: Update objective with concrete milestones and estimated completion dates. Staff Response: 2025 milestones include an exclusive negotiating agreement with Alta Housing to Council in O2. Revised project concept design based on January 2025 Council direction, with pre-screening, if applicable, for Council consideration in O4. Objective: IHS 53. Work with the Santa Clara County Housing Authority to determine next steps to maintain affordability and improve conditions at Buena Vista Mobile Park. (56) City Council Feedback: How will the project move forward? Identify the milestones. Staff Response: Staff plans to meet with Housing Authority regularly to identify feasible next steps. Including reviewing financing approach and maintaining Council abreast of identified Item 8: Staff Report Pg. 5 Packet Pg. 28 of 288 Item 8 Item 8 Staff Report options and approach. Work on this project will be reported quarterly and as necessary, with activities concluding in O4. Objective: IHS 54. Update development impact fees for public safety, government facilities, housing, transportation, parks, and community services. Conduct a nexus and feasibility study to ensure housing remains viable. Consider potential policy to waive impact fees associated with for low-income inclusionary units with when 20% of the units are deed restricted. (Housing Element Programs 2.1B; 3.1 B&C) City Council Feedback: Update objective with concrete milestones and estimated completion dates. Staff Response: In O2, a Request for Proposal (RFP) will be issued to conduct a feasibility study on development impact fees and ensure housing production remains viable. Explore solutions that ensure housing production viability by considering waiving fees for low-income units. The project will begin in O3. New Objective: IHS 55. Present options to address homelessness impacts, particularly relating to individuals living in vehicles, to Policy & Services Committee for prioritization. Identify feasible regulatory approaches to manage the use of public space and policy solutions to expand RV safe parking. Present options to the Policy & Services Committee for consideration and prioritization. City Council Feedback: None Staff Response: New objective has been added to address homelessness impacts, in particular, solutions to manage RV safe parking originally discussed during the February 10th City Council Study Session. New Objective: IHS 56. Identify and evaluate Organize an initial review of sources and methods to raise funding to support new affordable housing production for future evaluation. Conduct research to identify and evaluate sources and methods. Present findings Work with Finance Committee to develop recommendations for City Council direction. City Council Feedback: Identifying funding strategies is a key strategy to advance affordable housing production in the city. Add back objective "n" from the Staff Not Recommended list. Staff Response: Objective n has been added to the 2025 Priority and Objectives list and staff has also added it to the Finance Committee Workplan. PUBLIC SAFETY, WELLNESS & BELONGING Objective: PS 62. Implement the 2024-2025 Equity Wellness & Belonging Action Plan. Complete the 28 action items in the action plan in collaboration with partners. Item 8: Staff Report Pg. 6 Packet Pg. 29 of 288 Item 8 Item 8 Staff Report City Council Feedback: Edit title of the action plan while continuing to implement the strategies within the plan. Staff Response: The 2024-2025 Equity Action plan will be renamed to the 2024-2025 Wellness & Belonging Action Plan. Objective: PS. 63 Implement New Expanded CSD Recreation Special Events Workplan. Approve and implement the Workplan which expands Community Special Events that foster togetherness, belonging and celebrate the rich diversity of our community (60) City Council Feedback: Update objective with concrete milestones and estimated completion dates. Staff Response: In Q1, City Council reviewed and provided feedback on the Special Events Workplan. Staff has begun implementing the Workplan and will be providing quarterly updates, concluding in Q4 of 2025. Objective: (Formerly Row 67) Support visible police presence by maintaining full police officer staffing through continuous recruiting and retention efforts. Identify and plan for anticipated vacancies and retirements, hold monthly testing and interview sessions and timely background checks to maintain a vacancy of less than 5%. (67) City Council Feedback: This objective is "business as usual," the Police Department should continue efforts to reduce officer vacancies but does not need to be reflected on the list of 2025 Priority Objectives. Staff Response: Objective has been removed. Objective: PS 64. Continue engagement with San Francisco Airport on SFO's Ground Based Augmentation System (GBAS) project and other potential opportunities to decrease SFO noise impacts on Palo Alto. (79) City Council Feedback: Update objective with concrete milestones and estimated completion dates. Staff Response: Estimated completion date has been updated to Q4, staff will continue to provide quarterly updates on progress. Objective: PS 67. Enhance and Expand Inclusive Programs and Services. Enhance services to support individuals with disabilities seeking accommodation support, expand community partnerships that serve the disability community, and implement new therapeutic recreation programs City Council Feedback: Update objective with concrete milestones and estimated completion dates. Item 8: Staff Report Pg. 7 Packet Pg. 30 of 288 Item 8 Item 8 Staff Report Staff Response: Q1 Enhanced accommodation request process for community, partnered with local organization to expand inclusive programs and events including Magical Bridge and Community Advisory Committee for Special Education in Palo Alto (CAC). O2 Launch City of Palo Alto Therapeutic Recreation programs that foster emotional and social connection, as well as physical movement. O3 Implement a new summer aide staff position to support our expansive and diverse summer camp programs. O4 Continue to support community partnerships, facilitate City sponsored Therapeutic Recreation programs, and provide accommodation support for the community. Objective: PS 68. Support Community Mental Health. Provide support for all ages through community partnerships, programs, and initiatives. (65) City Council Feedback: Update objective with concrete milestones and estimated completion dates. Consider adding a partnership with the Jed Foundation. Staff Response: 2025 milestones under this objective will include that by O4, the City of Palo Alto and Palo Alto School District further refine the scope with stakeholders for Council discussion and potential direction and for continued collaboration with the School District. Objective: PS 69. Enhance safety and improve quality of life in commercial areas by reducing criminal activity through business engagement and the deployment of officers and technology. Establish a Business Watch program to enhance collaboration with businesses and assign two officers at a minimum to patrol high traffic commercial areas. City Council Feedback: Update objective with concrete milestones and estimated completion dates. Staff Response: Engagement with business owners to establish a Business Watch Program will be initiated in early 2025 and implemented by O4 of 2025. Objective: PS 70. Initiate an update to the City's seismic hazards ordinance. Conduct an assessment of previous study, update potentially eligible buildings, and begin work on seismic hazard identify and mitigation ordinance. (75) City Council Feedback: Update objective with concrete milestones and estimated completion dates. Staff Response: Milestones for the update of the Seismic Hazards Ordinance will include the update of the eligible buildings list (Task A) from the previous study and present findings to the City Council by O3. COMMITTEE WORKPLANS AND OBJECTIVES In addition to reviewing 2025 Priority Objectives, the City Council also reviewed Committee Objectives (Attachment B), Policy & Services Workplan (Attachment C), and Finance Committee Workplan (Attachment D). Item 8: Staff Report Pg. 8 Packet Pg. 31 of 288 Item 8 Item 8 Staff Report Climate Action & Sustainability Ad Hoc Committee The City Council provided feedback on the Climate Action & Sustainability Ad Hoc Committee objectives, requesting that it reflect more of the work on the sustainability aspect of the Climate Action & Sustainability Plan. The Ad Hoc Committee's objective has been edited as follows: The Climate Action & Sustainability Committee will support implementation of the Three -Year Sustainability and Climate Action Plan (S/CAP) Workplan and the 2025 Council Priority Objectives for the Climate Action & Adaptation, and Natural Environment Council priority. The Committee will also discuss and provide recommendations on S/CAP implementation strategy leading to Council approval and the development of the upcoming 2026-2027 S/CAP Workplan, including consideration of appropriate actions toward the 2030 Carbon Neutrality goal. Recommendations for funding S/CAP programs through the budget process will be made by the Utility Advisory Commission (UAC) and Finance Committee based on priorities established by the Climate Action & Sustainability Committee. Cubberley Ad Hoc Committee The Council reverted the Cubberley Committee to a non -Brown Act Ad Hoc at the March 10th City Council meeting2. As a non -Brown Act body, the Cubberley Ad Hoc must work on a set subject and timeframe. Staff recommends the following purpose statement. Cubberley Ad Hoc Committee (as a non -Brown Act body) - The Cubberley Ad Hoc will review and advise staff on efforts related to polling and development of a ballot measure that will successfully receive voter support in 2026. Efforts include polling, financial and revenue forecasting, master planning, and community outreach to complete the Master Plan and place a measure on the November 2026 ballot. Policy & Services Committee Workplan Committee workplans will continue to evolve as City Council advances objectives within each Priority. Each workplan also reflects City Council referrals throughout the year on other important City projects. Staff inadvertently left out a referral on gas powered leaf blowers. The following City Council referral will be retained for future consideration of the Policy & Services Committee: • Refer to Policy & Services Committee discussion considering a ban on gas powered leaf blowers citywide and evaluate replacement of internal combustion engines for residences and commercial properties maintenance based on available replacement z March 10, 2025, City Council Action Minutes file:///C:/Users/lalamos/Downloads/Meetings2415Action%2OMinutes 20250311233000342.pdf Item 8: Staff Report Pg. 9 Packet Pg. 32 of 288 Item 8 Item 8 Staff Report technologies. Discussion should also address evaluation of decibel levels for leaf blower equipment. FISCAL/RESOURCE IMPACT City Council approval of Priority Objectives does not have an immediate fiscal impact; however, resources will need to be allocated to implement Council Priorities. Opportunities to allocate resources to projects include the FY 2026 annual budget process, with adoption scheduled for June 16, 2025. In addition, the City Council may amend the budget throughout the year. STAKEHOLDER ENGAGEMENT City Council, community and stakeholder engagement is a key area of focus that is woven into the workplans to implement the proposed City Council objectives contained in this report. The City uses the International Association for Public Participation (IAP2) as a guide to structure community participation and align that participation with the type of input or feedback needed based on the project/issue. Workplan engagement typically fit within these general focus areas: Inform: Fact sheets, webpages, blog posts, information sessions, open houses, frequently asked questions, community briefings, and website feedback forms Consult & Involve: Surveys, focus groups, questions and answer sessions, office hours, public meetings like community meetings, town halls, panel discussions, workshops, and polling Collaborate & Empower: Working groups, ad hoc groups, feedback groups, boards, commissions and committee meetings, community advisory panels, advisory groups, digital engagement platforms, and voter ballot measures. ENVIRONMENTAL REVIEW City Council action on this item is not a project as defined by CEQA because the City Council discussion on 2025 Priority and Committee Objectives are a continuing administrative or maintenance activity. CEQA Guidelines section 15378 (b)(2). ATTACHMENTS Attachment A: 2025 City Council Priority Objectives Attachment B: 2025 Committee Objectives Attachment C: 2025 Policy & Services Committee Workplan Attachment D: 2025 Finance Committee Workplan APPROVED BY: Ed Shikada, City Manager Item 8: Staff Report Pg. 10 Packet Pg. 33 of 288 ATTACH ME NT A Itam R 2025 CITY COUNCIL PRIORITIES AND OBJECTIVES Attachment A- 2025 Council Priority Council Priority u Objectives OBJECTIVES a a # w W= a Z (70 in total) Cr cr CY Cr Economic Development & Retail Vibrancy (ED) 1 X X R Council approval of outdoor activation guidelines for California Avenue. Council approval of outdoor activity guidelines informed by continued engagement with X stakeholders on a refined priorities and recommendations and initiate implementation. (2) 2 X R Resume work on new parking structure in downtown core (Lot D). Staff will present parking garage design options to City Councilfor selection. (8) X 3 X R Complete build -out of fiber -to -the -premises (FTTP) pilot Phase 1 with grid modernization. Complete building out of a reliable and high-speed municipal fiber X service in a pilot area and work to establish internet service provider operations including necessary business tools such rate setting, billing and operations software to roll out services in the initial build. (9) Council consideration of an ordinance that expands retail opportunities and promotes retail resiliency. Consider further refinement to retail and retail -like X 4 X R definition and explore changes to retail preservation ordinance. (12) 5 X N Council consideration of an ordinance restoring subjective wireless communication facility regulations. Hold a public hearing on a draft ordinance implementing X the City Council's direction from late 2024 to eliminate objective standards for the placement of wireless antennas within the public right of way on street light or utility poles. X & . . r r i r r nfa and enha c d.. elo nt efforts ea0) ( 6 X X N Council approval of funding to continue Downtown cleanliness enhancements and other medium -term investments. Include necessary proposals and budget X $$ appropriations as part of the development of the FY 2026 Operating Budget to continue enhanced Downtown Cleanliness enhancements and other medium -term investments such as a Mobility Hub. 7 X R Council approval of Ramona Street design and funding appropriations. Engage stakeholders to develop design proposals for Car -Free Ramona Street and present X $$ to Councilfor necessary funding appropriations to implement initial phase(s). (4) 8 X R Council approval of a final signage plan for California Avenue and funding appropriations. Review the signage plan for California Avenue with the Architectural X $$$ Review Board (ARB), incorporate feedback, and seek Council approval to implement the plan. (2) 9 X R Council approval of a design option for California Ave. Engage stakeholders to refine alternative street designs for California Avenue and present them to Council X $$$ for discussion and action, including funding appropriations to pursue a street design. (3) 10 X X N Begin feasibility analysis of Assessment District for University Avenue Streetscape. Conduct analysis to determine practicality of an assessment district or X $$ similarly funding strategy as a funding mechanism for capital enhancements to University Avenue Streetscape. 11 X X N Propose and implement outdoor activation guidelines for Car -Free Ramona Street. Initiate implementation of Council approved outdoor activity guidelines X $$ informed by continued engagement with stakeholders on a refined priorities and recommendations. 12 X N Refine destination marketing efforts and enhance Palo Alto's international reputation. Meet with hospitality partners and incubator/accelerators to assess X $$ willingness to partner with the City on destination marketing efforts and propose next steps, including necessary appropriation actions, to City Council. Climate Action and Adaptation, & Natural Environment Protection (CA) 13 X X R Council Adoption of the Safe Streets for All (SS4A) Safety Action Plan. Informed by feedback from the Policy & Services Committee, bring forward a Safety Action X Plan providing a roadmap for eliminating traffic deaths and severe injuries through the reduction of vehicle miles traveled enabling staff to seek grant funding for implementation. (14) 14 X X R Begin construction of the Newell Road Bridge Replacement project. Award of a construction contract for the replacement of Newell Road Bridge in time to begin X construction taking advantage of the 2025 in -channel construction season. (32) Item 8: Staff Report Pg. 11 Packet Pg. 34 of 288 Page 1 of 5 ATTACH ME NT A Itam R 2025 CITY COUNCIL PRIORITIES AND OBJECTIVES Attachment A- 2025 Council Priority Council Priority u Objectives OBJECTIVES a # w W = a Z (70 in total) a 15 X C Complete construction of initial pilot area of electric grid modernization. Project will increase electrical capacity and reliability in initial pilot area bounded by X Louis, Amarillo, 101, & Embarcadero about 1,200 homes; once completed, staff will continue the grid upgrades to the "Phase 1" area which impacts approx 6,000 homes. (16) 16 X X R Begin construction of Hamilton Avenue storm drain system capacity upgrades project. Prioritization of the Hamilton Avenue project from the list of 2017 ballot X measure priority projects will increase the ability of the storm drain system to convey water in the event of a San Francisquito Creek overflow. (31) 17 X C Council consideration of an ordinance implementing updated Stream/Creek Corridor Setback requirements. (34) X 18 X C Council consideration of an ordinance implementing Bird Safe Glass & Wildlife Light Pollution Protections standards. (35) X 19 X X R Council Adoption of the 2025 Bicycle and Pedestrian Transportation Plan (BPTP). Consideration of the BPTP effort informed by stakeholder engagement and X review and feedback from the PTCfor City Council adoption. (15) 20 X R Develop and begin implementing a City Facility Electrification Plan. Building on the citywide Facilities Assessment, create a multi -year plan to begin replacing X fossil fuel use in City buildings in alignment with S/CAP goals, and begin implementing through the Capital Improvement Program. (19) 21 X N Develop an updated Regional Water Quality Control Plant Biosolids Facility Plan. Complete initial work to develop plan, including consideration of PFAS X pollutants and the Measure E site, and review with a Council committee in advance of Council acceptance of the plan in late 2025 or early 2026. 22 X N X Complete implementation of the Reliability and Resiliency Strategic Plan, including Strategy 4 —conducting a cost/benefit analysis of flexible energy resources such as battery storage and microgrids (including evaluation of the airport microgrid), and Strategy 5 — recommending potential programs for Council consideration. 23 X N Develop and obtain Council approval for strategies and a 2026/2027 work plan for the next phase of S/CAP implementation of climate and sustainability goals,— ncluding cngaging with Palo Alto Studcnt Climate Coalition on it Heat Mapping project for poiblc inclusion. X 24 X X R Refine Grade Separation Design Alternatives per Council Direction and Conduct Outreach to Support Rail Committee Review of Locally Preferred Alternatives. X Review advanced alternatives to minimize right of way impacts and improve traffic circulation, conduct outreach, and develop conceptual plans (15% design) for each of the three crossings. (30) 25 X X N Identify locations and design concepts for additional east -west bicycle and pedestrian crossings of the Caltrain railroad tracks in the southern part of the city. X 26 X X C Advocate for the San Francisquito Creek Flood Protection capital project (Reach 2) through Council's JPA representation and any Council approvals involved. (31) X 27 X X R Begin development of a Regional Shoreline Adaptation Plan meeting new standards approved by BCDC. Engage with neighboring cities for potential partnership X and review status with the City Council. (33) 28 X N Initiate Preliminary Engineering and Environmental Clearance Work for Quarry Road Extension in Partnership with Stanford University, Caltrans, & VTA. X 29 X C Complete deployment of 65,000 residential Advanced Metering Infrastructure (AMI) meters by end of FY 2025 and begin deployment of commercial AMI X meters. (13) 30 X R Complete E -Mobility Strategic Plan for Council acceptance. Develop, approve and implement the Plan which reflects feedback on strategies reviewed by the X $ Council Ad Hoc Climate Protection Committee and its Working Group. (21) 31 X X C Implement plan for phaseout of leaded fuel at Palo Alto Airport. With unleaded fuel now available at the airport, implement plan to conduct lead monitoring, X $$ encourage and track use of the fuel, explore potentially subsidizing the cost of unleaded fuel, and develop updated lease requirements to promote unleaded fuel. 77 32 X R Share preliminary analysis of strategies for a physical and financial transition of the gas utility to relevant policymakers and stakeholders. Utilize initial subject X $$ matter expert work that developed a minimum future gas grid need for system retirement to analyze alternatives for scaling down the gas distribution system. (17) 33 X N Present an ordinance to Council enacting the 2026 California Building Standards Code update, including the California Green Building Standards Code; submit to X $$ the California Building Standards Commission for approval. Item 8: Staff Report Pg. 12 Packet Pg. 35 of 288 ll Page 2 of 5 ATTACH ME NT A Itam R 2025 CITY COUNCIL PRIORITIES AND OBJECTIVES Attachment A- 2025 Council Priority Council Priority u Objectives OBJECTIVES a a # w W= a Z (70 in total) Cr Q CY cr 34 X R Council approval for Phase 2 (full service program) of the Advanced Whole Home Electrification Pilot Program and begin implementation. (19) X $$$ 35 X R Develop an Advanced Commercial Rooftop HVAC Pilot Program proposal and review with the Climate Action and Sustainability Ad Hoc Committee for X $$$ recommendation to Council. (20) 36 X N Propose an updated multifamily EV charger program (EV 2.0) for Council approval. X $$$ Implementing Housing Strategies for Social & Economic Balance (IHS) 37 X R Prepare an ordinance for Council review expanding the housing focus area. Increase housing development potential along El Camino Real and consideration of an X exemption from payment of development impact fees for inclusionary units under certain circumstances, consistent with Housing Element Program 3.4 E. (41) 38 X C Present to Council an ordinance updating the City's housing incentive program. Increase housing development potential and expand provisions to multi family X zoning and other commercial districts in accordance with Housing Element Program 3.4 D. (46) 39 X N Prepare an update to the City's accessory dwelling unit ordinance. Update local implementation regulations to respond to changes in State Law, consistency with X the State Housing and Community Department's 2025 ADU Handbook and address applicable deficiencies identified in HCD's comment letter. 40 X C Partner with Santa Clara County Housing Authority to achieve construction timeline milestones for the Palo Alto Homekey project (which will provide X transitional housing and services for unhoused residents). (51) 41 X R Present a renter protection fair chance ordinance to Council. Present findings of an analysis and policy recommendations in the form of a draft ordinance to X reduce barriers to housing by individuals with criminal records, consistent with Housing Element Program 6.61. (54) 42 X R Report out on initial data from the rental registry program and project implementation; receive feedback and recommendations for next steps. (57) X 43 X R Present to Council an analysis related to anti -rent gouging. Consistent with prior Council direction, examine implications of a possible ordinance from a legal, X policy and anticipated resource demand perspectives; receive direction on next steps. (55) 44 X R Extend for one year or codify R1/SB 9 interim ordinance. Establish objective development standards and increases the maximum floor area for SB 9 units from 800 X to 1200 square feet consistent with Housing Element Program 6.3A; consider implications of similar objective standards for R1 and SB 9 projects relative to the City's Individual Review Program. (45) 45 X N Initiate evaluation of South of Forest Area Coordinated Area Plan (SOFA) development standards. Review and explore options to amend the coordinated area X plan with the intent to replace subjective development standards with objective standards consistent with Housing Element Program 3.7. 46 X N Identify different housing typology options for the one -acre site near Matadero Creek. Use grant funded technical analysis to consider housing options fora X future affordable housing development on land to be dedicated to the City from the 2023 Sobrato/City Development Agreement; present findings and receive direction from Council. 47 X N Prepare the Community Development Block Grant (CDBG) 5 -Year Consolidated Plan and Annual Action Plan. The Quinquennial update helps jurisdictions to X assess affordable housing and community development needs and market conditions to make data -driven, place -based investment decisions when distributing federal CDBG grant funds. 48 X R Present to Council the Downtown Housing Plan Community Assessment report and receive Council direction on draft housing plan scenarios. Continue X advancing the plan development and public engagement strategy to prepare draft housing plan and environmental review. (36) Initiate the San Antonio Road Area Plan. Begin data gathering, document review, implementing a community outreach and engagement strategy, check -in X 49 X X X X R meetings with appointed and elected officials, and review by the City Council of a community assessment report and receive updated project direction, consistent with Housing Element Program 6.6 C. (40) 50 X X R Advance affordable housing project on Downtown surface parking lot (Lot T). Enter into an exclusive negotiating agreement with Alta Housing; receive an x updated project concept design & prescreening application for Council review; receive formal planning entitlement application, consistent with Housing Element Program 1.4 A. (8) Item 8: Staff Report Pg. 13 Packet Pg. 36 of 288 Page 3 of 5 ATTACH ME NT A Item 8 2025 CITY COUNCIL PRIORITIES AND OBJECTIVES Attachment A - 2025 Council Priority Council Priority u Objectives OBJECTIVES a a # w W= a Z (70 in total) Cr Q a Cr 51 X R Present an ordinance to Council that supports innovative housing structures. Creates zoning incentives or update development standards to support various X $$ housing typologies, including micro -units, intergenerational housing, aging adults, students and lower -income units, consistent with Housing Element Program 6.5. 48 52 X X R Present findings to Council on a study that explores code amendments reducing commercial floor area and possible extension of Downtown in -lieu parking X $$ program to residential development: Evaluate opportunities that make multi family housing an attractive alternative to commercial office development, consistent with Housing Element Program 3.9. (50) 53 X X C Work with the Santa Clara County Housing Authority to determine next steps to maintain affordability and improve conditions at Buena Vista Mobile Park. (56) X $ Meet with Housing Authority regularly to identify feasible next steps. Review financing approach and options. Update Council on identified, proposed next steps and approach. 54 X X X X N Update development impact fees for public safety, government facilities, housing, transportation, parks, and community services. Conduct a nexus and X $$ feasibility study to ensure housing remains viable. Consider potential policy to waive impact fees associated with for low-income inclusionary units with when 20% of the units are deed restricted. (Housing Element Programs 2.1B; 3.1 B&C) (Housing Element Programs 2.1B; 3.1 B&C) 55 X X N Present options to address homelessness impacts, particularly relating to individuals living in vehicles, to Policy & Services Committee for prioritization. Identify feasible (1) regulatory approaches to manage the use of public space and (2) policy solutions to expand RV safe parking. Present options to P&S for consideration and prioritization. X 56 X N Initiate the evaluation Organize an initial review of sources and methods to raise funding to support new affordable housing production for future evaluation. X Conduct research to identify and evaluate sources and methods. Work with Finance Committee to develop recommendations for City Council. Public Safety, Wellness & Belonging (PS) 57 X C Open the new Public Safety Building for daily Police, OES, and Fire services. Complete construction, move -in of departments, and a ribbon -cutting event to X X commemorate the official availability of public safety services from the facility for all. (72) 58 X C Council to adopt the updated Foothills Fire Management Plan and Community Wildfire Protection Plan. Plan to reflect alignment with Santa Clara County and X other agencies and entities to address early warning technology, planning and procedural elements and risk mitigation. (71) 59 X C Council approval of construction contract for Fire Station No. 4 Replacement project and initiation of construction. (73) X 60 X N Activate a fire engine at Fire Station 4. Augment staffing at Fire Station 4 to deploy either ambulance or fire engine response. X 61 X R Develop Master Plan for Cubberley site. Complete a master plan by December 2025 for 15 acres anticipated to be purchased from PAUSD pending a successful X bond measure in November 2026 and begin community polling to inform the development of a ballot measure for voter consideration. (61) 62 X N Implement the 2024-2025 Wellness & Belonging Action Plan. Complete the 28 action items in the action plan in collaboration with partners. X 63 X R Implement New Expanded CSD Recreation Special Events Workplan. Approve and implement the Workplan which expands Community Special Events that foster X togetherness, belonging and celebrate the rich diversity of our community (60) X g tacancies and retirements, hold monthly testing and interview sessions and timely background checks to maintain a vacancy of less than 5%. -f€-7 64 X C Continue engagement with San Francisco Airport on SFO's Ground Based Augmentation System (GBAS) project and other potential opportunities to decrease X SFO noise impacts on Palo Alto. (79) 65 X R Open 445 Bryant Street Community Center. Complete construction and any necessary partnership agreements to begin La Comida Senior Lunch Program at the X $$ facility by end of July, 2025; plan further work for general community center operations concurrently. (64) 66 X C Council Approval of Quiet Zone Concept Plans X $$ Item 8: Staff Report Pg. 14 Packet Pg. 37 of 288 Page 4 of 5 ATTACH ME NT A Itam R 2025 CITY COUNCIL PRIORITIES AND OBJECTIVES Attachment A- 2025 Council Priority Council Priority u Objectives OBJECTIVES a p V= a Z (70 in total) r. M 67 X N Enhance and Expand Inclusive Programs and Services. Enhance services to support individuals with disabilities seeking accommodation support, expand X $ community partnerships that serve the disability community, and implement new therapeutic recreation programs 68 X R Support Community Mental Health. Provide support for all ages through community partnerships, programs, and initiatives. (65) X $ 69 X X N Enhance safety and improve quality of life in commercial areas by reducing criminal activity through business engagement and the deployment of officers and X $$ technology. Establish a Business Watch program to enhance collaboration with businesses and assign two officers at a minimum to patrol high traffic commercial areas. 70 X R Initiate an update to the City's seismic hazards ordinance. Conduct an assessment of previous study, update potentially eligible buildings, and begin work on X $$ seismic hazard identify and mitigation ordinance. (75) $ - up to 50K; $$ - 51-400K, $$$ - 500K+ (C) are objectives that are carried over from the 2024 list, (R) are objectives from the 2024 list that may have a second phase to the project and have been revised to reflect 2025 goals, (N) reflect a project that is new in 2025 Item 8: Staff Report Pg. 15 Packet Pg. 38 of 288 Page 5 of 5 Item 8 Attachment B - 2025 TB Committee Objectives 2025 Committee Objectives And meeting schedules Rail Ad Hoc Committee To meet every third Tuesday of every other month The Rail Committee reviews the projects and provides recommendations to the City Council based on the Rail Guiding principles adopted by the City Council (August 8, 2022). The projects include: the grade separations and safety improvements at existing crossings, additional east -west bicycle and pedestrian crossings, and quiet zone improvements. Rail committee will review and advance projects for Council approval. With the exception of bicycle and pedestrian railway crossings, all matters related to cycling and pedestrians such as the Bicycle Pedestrian Transportation Plan (BPTP) will be reviewed by the Policy & Services Committee for recommendations to the full City Council. Cubberley Ad Hoc Committee Meets as needed Cubberley Ad Hoc Committee (as a non -Brown Act body) - The Cubberley Ad Hoc will review and advise staff on efforts related to polling and development of a ballot measure that will successfully receive voter support in 2026. Efforts include polling, financial and revenue forecasting, master planning, and community outreach to complete the Master Plan and place a measure on the November 2026 ballot. The cubberlcy Ad Hoc will cnsurc thc city Council's vision is rcflcctcd through thc mastcr plan process and serve as the Council ambassador for engagement with the community and building community support for development for a new community center at the Cubberlcy site. This includes making recommendations to the Council on the future operating model (c.g. services available, approach to fec & charges, space allocation) and master plan that will successfully receive voter support in 2026. than the Cubbcrlcy Ad Hoc for recommendations to the full City Council Retail Ad Hoc Committee To meet on the third Wednesday of every other month The retail committee will provide a regular forum for business and community stakeholders to engage with Council members on implementation of the City's economic development strategy. The retail committee will make recommendations to the City Council on economic development and retail vibrancy efforts, such as additional business support, proposed University and California Avenue improvements, and citywide retail zoning code changes. Item 8: Staff Report Pg. 16 Packet Pg. 39 of 288 Item 8 Attachment B - 2025 TB Committee Objectives Climate Action & Sustainability Ad Hoc Committee To meet monthly The Climate Action & Sustainability Committee will support implementation of the Climate Action workplan items of the Three -Year Sustainability and Climate Action Plan (S/CAP) Workplan and the 2025 Council Priority Objectives for the Climate Action & Adaptation, and Natural Environment Council priority. The Committee will also discuss and provide input recommendations on S/CAP implementation strategy leading to Council approval and the development of the Climate Action sections of the upcoming 2026-2027 S/CAP Workplan, including consideration of appropriate actions toward the 2030 Carbon Neutrality goal. Implementation of the Reliability and Resiliency Strategic Plan will continue to be reviewed primarily by the Utilities Advisory Commission (UAC), and rRecommendations for funding S/CAP programs through the budget process will be made by the UAC and Finance Committee based on priorities established by the Climate Action & Sustainability Committee. Council Appointed Officers Committee Meets as needed The CAO Committee meets on an as -needed schedule to address issues that Council has referred to the Committee related to Council's four direct appointees: the City Manager, City Attorney, City Clerk and City Auditor. For example, the committee may be tasked with duties related to performance evaluations, compensation, and the filling of vacancies. The CAO Committee is to make recommendations to the Council annually regarding the process for CAO evaluations and the selection of the consultant to serve as the facilitator for the CAO evaluations for the year. The CAO Committee is also to schedule the CAO performance evaluations in partnership with staff. City/Schools Liaison Committee Typically meets monthly The City -Schools Liaison Committee is composed of two Councilmembers and two members of the Board of Education of the Palo Alto Unified School District. The committee's purpose is to share information, collaborate, and coordinate on issues related to Palo Alto's school -aged children and youth. Policy & Services Committee: See Attachment C Finance Committee: See Attachment D Item 8: Staff Report Pg. 17 Packet Pg. 40 of 288 Item 8 CITY OF AttachmentC-2025 - 2025 PALOALTO Policy and Services T C Committee Workplan UPDATED POLICY & SERVICES TENTATIVE TOPICS CALENDAR 2025 As of April 24, 2025 The end of the document contains information on the completed 2024 referrals as well as the pending referral with no set date. January • Mayor appoints Committee and designates Chair; no Policy & Services Committee meeting February • Auditor Report: Grant Management Audit • Auditor Report: Utility Billing Audit • Nonprofit Partnerships Workplan • Follow Up from City Council Retreat re Umbrella Operating Strategies March • Recommendations for Nonprofit Partnerships Workplan Phase 1 (continued item) • Auditor Quarterly Report April • Legislative Update (State and Federal) • Auditor Report: Wildfire • Auditor Report: Risk Assessment and Annual Audit Plan (might move to May) • Referral (3/10/2025): Discuss interviewing process for Boards and Commissions May • Recommended Approval of Safe Streets for All Action Plan • Discussion and Direction on Establishing Council Chambers Facilities Use and Reservation Policy and Procedures • Update on Recent Wellness and Belonging Work • Referral Follow Up: Discussion and Recommendation to Council Regarding Potential New Procedure for Councilmembers to Make Referrals to Staff Besides Colleagues' Memo • Informational: Auditor 3rd Quarter Status Report City of Palo Alto 1250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org — April 2025 Item 8: Staff Report Pg. 18 Packet Pg. 41 of 288 June Item 8 Attachment C - 2025 Policy and Services Committee Workplan • Referral (2024): Review of an annual schedule of repeat items that occur annually on agendas for Policy & Services, Finance Committee, and City Council along with the approximate month they occur • Nonprofit funding recommendations for 2025-2026 • Tentative: Auditor Report: Dispatch Assessment • Tentative: Auditor Report: Purchasing Card Audit • Tentative: Auditor Report: CSD Equipment and Materials Inventory Management Audit • Referral: Board and Commission Member Onboarding Support July tIuuI:1: No meeting; Council break August • Auditor Report: PS Overtime • Auditor Report: Building Permit and Inspection Fees • Wellness and Belonging Update Report • Unhoused services prioritization discussion (re the 'Previous Council Discussions' items below) September • Auditor Report: Junior Museum and Zoo • Tentative: Bicycle Pedestrian Transportation Plan (BPTP) • Auditor Report: Annual Follow-up on Audit Recommendations • Legislative Update (State and Federal) • Legislative Agenda and Guidelines — Will also include the Legislative Manual October • Quarterly Audit Status Report • Referral (2024): Policy & Services to review and make recommendations for any initiatives to support and strengthen neighborhood programs (linked to discussions in 2021) • Referral (2024): Establish a frequency for joint City Council meetings or Policy & Services meeting with Boards and Commissions, Youth Council, and meetings with Boards and Commissions Chairs; November • Auditor Report: TBD • Quarterly Update on Recent Wellness and Belonging Work • Legislation anything after the September discussion December • Auditor Report: TBD • Procedures & Protocols Handbook Discussion (Annual Discussion) • 2026 City Council Priorities Discussion (focused on process, the retreat and submitted ideas) City of Palo Alto 1250 Hamilt H�iltrinra — Item 8: Staff Report Pg. 19 J Packet Pg. 42 of 288 Item 8 Attachment C - 2025 Policy and Services • Informational: Report out on Status of Committee Referrals Committee Workplan • Informational: Update of Legislation Completed Referrals (status and date of referral): 1. Public Arts Program Discussion 2. Council Discretionary Funds Policy 3. Discussion of the Creation of the Advisory Committee regarding Council Compensation (Committee action completed. 4. Initial Discussion Regarding Potential New Procedure for Councilmembers Referrals to Staff 5. Directly elected Mayor discussions Pending Referrals: 1. Continued follow up of: Seismic Ordinance Update 2. Leaf blowers (2023 discussion continued) Previous Council Suggestions: 1. Lead inclusive engagement and outreach to co -create an implementation plan to address homelessness in Palo Alto 2. Explore options to expand RV safe parking, in particular near Geng Road. Present findings to Council 3. Pursue options for ensuring sanitary and safe conditions related to unhoused populations. Relates to efforts to address health and safety impacts of homelessness. City of Palo Alto 1250 Hamilt H�iltrinra — Item 8: Staff Report Pg. 20 J Packet Pg. 43 of 288 Item 8 Attachment D-2025 CITY O F Finance Committee PALO ALTO L Workplan ATTACHMENT D FINANCE COMMITTEE WORKPLAN CALENDAR 2025 As of February 13, 2025 The Municipal Code states that the role of the Council Finance Committee is to consider and make recommendations on matters referred to it by the Council relating to finance, budget, financial audits, capital planning and debt. (§2.04.210). See the end of the document for information on the completed 2024 referrals as well as the outstanding and on hold referrals to date. January Mayor appoints Committee and designates Chair; usually no FC meeting February A No Meeting, City Council meeting scheduled for Cubberley visioning March (4th & 18th) �k • Planning and Development Services Municipal Fee Update • Real Property Transaction Review • Storm Water Management Fee April (1St & 15th) • Utilities Advisory Commission Rate Forecasts and Five -Year Financial Plans: Gas, Electric, Water, Wastewater Collection • Review Human Services Resource Allocation Program recommended grants after Human Resources Commission Review in March [tentative] May (6th, 7th, & 20th) • Annual Budget Review: Operating and Five-year Capital Improvement Plan o Alternative meeting times (9:00am — 5:00pm) 5/6 and 5/7 • City-wide Municipal Fee Study June (3rd & 17th) • Review Cubberley [tentative] • Third Quarter Fiscal Year 2025 Financial Report • Adoption of Fiscal Year 2025 Investment Policy (to be done by June 30 per code) July No meeting; Council Break City of Palo Alto 1250 Hamilton Avenue, Palo Alto, CA. I www.cityofpaloalto.org Item 8: Staff Report Pg. 21 Packet Pg. 44 of 288 Item 8 Attachment D - 2025 Finance Committee Workplan August • Grid Modernization Capital Improvement review issuance of debt for project financing September • Accept California Public Employees' Retirement System (CaIPERS) Pension Annual Valuation. Reports as of June 30, 2024 o Every 3 -4 -year review/decision on pension funding policy assumptions next review scheduled for FY 2026. October November • Informational: Report out on Status of Committee Referrals • Discussion and Recommendation to the City Council to Accept the Macias Gini & 0'Connell's Audit of the City of Palo Alto's Financial Statements as of June 30, 2025 and Management Letter • Discussion and Recommendation to Approve the Fiscal Year (FY) 2025 Annual Comprehensive Financial Report (ACFR) and Approve Budget Amendments in Various Funds December • Review and Forward the FY 2027 - FY 2036 Long Range Financial Forecast • First Quarter Fiscal Year 2026 Financial Report • Preliminary Utility Rate Forecast Review Referred Topics: A full report on the status of Finance Committee referrals and the status can be found here', Item 2 on the November 19, 2024 agenda. Completed/Scheduled Referrals 1) JMZ ticket pricing analysis to understand interactions between changes to $18 ticket, attendance, and cost recovery. 2) Planning and Development Services Fee Study [scheduled March 2025] 3) Parking Permits Pricing and Parking Permit Funds Financial Status. [scheduled for FY2026 budget process] 4) Ability Path financial support [addressed in FY2025 Mid -Year Report] 5) Analyze Fire Emergency Medical Response Fee. [scheduled for FY 2026 Municipal Fee Schedule] In Progress/Pending Referrals: 6) Fire Emergency Medical Response; Supplemental Resources. [Initial review completed November 2024, additional resources addressed in FY 2025 Mid -Year Report] 7) Review Parks Restroom Prioritization; Specifically, Pardee Park. 8) Active Recruitment Digital Marketing Services (Contract Services) Finance Committee Tentative Topics, Calendar 2025 As of February 13, 2025 Item 8: Staff Report Pg. 22 Packet Pg. 45 of 288 Item 8 Attachment D - 2025 Finance Committee Workplan 9) Establish Organizational Development & Safety Division 10) Explore financial, outreach, and policy processes for adding East Palo Alto to resident rates for the golf course 11) Increasing Revenue- Generating CSD Programming to Meet Demand Finance Committee Tentative Topics, Calendar 2025 As of February 13, 2025 Item 8: Staff Report Pg. 23 Packet Pg. 46 of 288 Item 9 Item 9 Staff Report City Council Staff Report From: City Manager CITY O F Report Type: CONSENT CALENDAR PALO Lead Department: Public Works ALTO Meeting Date: May 5, 2025 Report #:2502-4128 TITLE Approval of Contract Change Order No. 1 in the Amount of $1,500,000 to Contract C23186274 with Monterey Mechanical Company, for On -Call Emergency and Critical Construction Services at the Regional Water Quality Control Plant, for a Total Compensation Not -to -Exceed Amount of $3,000,000, funded by Wastewater Treatment Fund Capital Improvement Plant Repair, Retrofit, and Equipment Replacement Capital Project (WQ-19002); CEQA Status — Not a Project Staff recommends that the City Council: 1. Approve and authorize the City Manager or their designee to execute Change Order No. 1, adding $1,500,000 to Contract C23186274 with Monterey Mechanical Company for on -call emergency and critical construction services at the Regional Water Quality Control Plant, for a revised total amount not -to -exceed of $3,000,000; and 2. Approve an amendment to the Fiscal Year 2025 Adopted Capital Budget Appropriation for the Wastewater Treatment Fund (requires a 2/3 majority vote) by: a. Increasing the Plant Repair, Retrofit, and Equipment Replacement Project (WQ-19002) appropriation by $1,500,000; and b. Decreasing the Wastewater Treatment Fund balance by $1,500,000. EXECUTIVE SUMMARY The Regional Water Quality Control Plant (RWQCP) is an essential industrial facility that treats wastewater from Palo Alto and its regional partner cities. Because of its critical role, the City maintains on -call construction services with a contractor to respond quickly in the event of a serious equipment or process failure that is too large or complex for the RWQCP maintenance staff to handle. With three work orders already placed to the contractor under the existing contract, the initial funds are nearly depleted. Change Order No. 1 will add more funds to the contract to continue critical repairs and maintenance at the RWQCP. Item 9: Staff Report Pg. 1 Packet Pg. 47 of 288 Item 9 Item 9 Staff Report BACKGROUND The RWQCP is a 25 -acre industrial complex containing a number of complex treatment unit processes. The RWQCP facilities operate 24 hours a day, 7 days a week. The facilities include steel and concrete buildings, tanks, pumps, pipes, valves, motors, and other industrial machinery. The aging infrastructure must be maintained in a state of operational readiness to meet federal, state, and local regulations. A competitive bid process was conducted in late 2022 and on March 6, 2023, Council approved a contract with Monterey Mechanical Company (MMC) for $1.5 million through March 15, 2028 to provide critical and emergency construction services for the RWQCP.' Over the past 11 years, MMC has consistently provided high -quality, timely, and cost-effective services for the RWQCP over the course of several previous on -call construction contracts. MMC has completed or is actively engaged in several critical work orders under the current contract, summarized as follows: Work Order 2301 - Repair of the RWQCP Outfall Pipeline in Embarcadero Road. During heavy rains in January 2023 and February 2023, staff discovered the pipe was leaking at joints, raising concerns about potential sinkhole formation. MMC was called in to assess the situation and plan for repairs. The work involved excavating the road, carefully working around existing underground utilities, and sealing the leaks from the exterior of the pipe. MMC used caution not to damage the pipe, as the pipe is always in service, conveying treated effluent from the RWQCP to the Bay. The work entailed driving sheet piles 10 -feet into the subsurface and repairing the leaks with a hydrophilic concrete grout and polyurethane foam injection into the joints. MMC also had to plate and unplate the excavated road surface daily and implement traffic control to reroute vehicles, pedestrians, and cyclists. The final cost for this work order was $635,000. Work Order 2302 — Replace Blend Tank Pipe and Valves. On November 13, 2024, a section of pipe in the Blend Tank Mixing Pumps recirculation line ruptured, causing sludge to spray into the air. Operations quickly isolated the system, and MMC was promptly called in to assess the situation and determine a course of action. The immediate task was to replace the damaged section of pipe to return the system to service. MMC was able to source and install a replacement pipe section within 10 days. While the system was being assessed, staff discovered that the entire 25 - year -old piping system in the Blend Tank Mixing Pumps was in poor condition and required full replacement. Given the urgent need for these repairs, MMC was tasked with sourcing the necessary materials, including ductile iron glass -lined pipes and valves. The key challenge was the long lead time for delivery: the valves required up to 52 weeks for delivery. Recognizing this, staff directed MMC to immediately initiate a work order so that replacement could proceed as soon as 1 City Council, March 6, 2023; Agenda Item #5; SR #2212-0703 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82227 Item 9: Staff Report Pg. 2 Packet Pg. 48 of 288 Item 9 Item 9 Staff Report possible. In early January 2025, MMC provided pricing for the required materials, with the total cost for material supply and installation amounting to $847,000. Work Order 2303 — Aeration Basin No. 4 (AB -4) Base Concrete Leak Repairs. AB -4 has been out of service for more than a year as part of a major construction project. After AB -4 was re -filled in preparation to return it to service, staff discovered some weeping / leaks at the concrete foundation along the south wall of the basin. MMC was called in along with their specialty epoxy injection subcontractor. The subcontractor arrived at site (on a Saturday), pinpointed the areas of leakage, and injected polyurethane foam into the concrete to seal the leaks. This work was completed within a week of discovery, and the total cost for these repairs was $5,835. Work Order 2304 - DMF Backwash Valves and Backwash Pump Manifold Replacement. The Dual Media Filtration (DMF) Building filters have elevated piping manifolds used for the filter's operation, which are about 20 -feet above floor level. Several filter backwash valves need to be replaced because of leakage, and the valves are nested into very tight valve manifolds. In addition, the Backwash Supply Pumps discharge manifold is corroded and leaking from an elevated connection. The valves and the pumps piping manifold require replacement quickly. MMC was asked to provide a proposal to replace the valves and corroded manifold. In February 2025, MMC provided material and installation pricing, which amounted to $650,000. Staff intends to place an order for these materials as soon as the additional contract funds are approved. In total, these four work orders amount to approximately $2.1 million, exceeding the original contract value of $1.5 million. ANALYSIS System failures at the RWQCP require immediate, specialized response due to the complexity and critical nature of the operations. Some failures require the use of heavy construction equipment and the resources of a licensed contractor. In these cases, licensed contractors are required to provide on -call emergency and critical construction services. As part of its ongoing maintenance strategy, the City has relied on on -call emergency contracts since 1997. Along with ongoing capital improvements to replace aging infrastructure, this type of contract has been a vital component of keeping the RWQCP in compliance with federal, state and local regulations. To prepare for another critical or emergency situation, and because there are still approximately three years remaining on this current on -call construction contract, staff recommends that City Council approve additional funds totaling $1,500,000 be available through the contract end date of March 15, 2028. The $1,500,000 is being added to the existing contract of $1,500,000 bringing the total contract amount to $3,000,000. A new five-year contract for on -call construction services will be solicited in late 2027. Item 9: Staff Report Pg. 3 Packet Pg. 49 of 288 Item 9 Item 9 Staff Report FISCAL/RESOURCE IMPACT The recommendation in this report will approve a change order to increase the authorized contract amount with MMC. To fund the change order, the report also recommends a budget amendment to increase the Wastewater Treatment Fund's Plant Repair, Retrofit, and Equipment Replacement capital project (WQ-19002) by $1,500,000. The Plant Repair, Retrofit, and Equipment Replacement project utilizes a distinctive funding approach that includes multiple contracts over several fiscal years. The anticipated expenses are forecasted to project the necessary revenue needed from the partners to fund this project for future fiscal years. Palo Alto treats combined wastewater from Palo Alto, Los Altos, Los Altos Hills, Mountain View, Stanford University, and East Palo Alto Sanitary District (partners). Palo Alto's share of this project is approximately 37%, and the other five agencies' share is approximately 63%, based on the volume and strength of wastewater contributions of each partner. The Fiscal Year 2025 budget for WQ-19002 approved by Council is $13.4 million. The contracts listed in Table 1 are some examples of the larger contracts that were encumbered in the first year when the contract was signed, but the spending is over multiple fiscal years, with the expenses billed per the partner agreements. Project Description Total Cost Palo Alto Share Estimated Time 12 kV Electrical Distribution2 $9.6 million $3.5 million* FY25, FY26, FY27 Long Rang Facilities PIan3 $2.7 million $1.0 million FY25, FY26 On -call Emergency and Critical $0.9 million $0.3 million FY25 Construction *Palo Alto's share of the project is being reimbursed by Valley Water by the Guiding Principle Five (GP5) grant.4 Increasing the Fiscal Year 2025 Adopted Capital budget appropriation by $1.5 million for WQ- 19002 will provide the necessary funding to use this on -call construction contract for immediate repairs to the Dual Media Filters (DMF) and $0.9 million for future repair needs. This request increases the Fiscal Year 2025 appropriation to $14.9 million. z City Council, October 28, 2024; Agenda Item #5; SR #2408-3389 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=83060 3 City Council, June 10, 2024; Agenda Item #6; SR #2405-2993 https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=82887 4 City Council. June 3, 2024; Agenda Item #6; SR #2404- httpsh�,fpnc pl>arttl�lsl�af empov//1 UeUi&0B`dic�Gieaaumdi�Ri��2B8&4epo=r-704298fc&searchid=37797962-c9d7- 483c-b7a 1-46bf98d44376 Item 9: Staff Report Pg. 4 Packet Pg. 50 of 288 Item 9 Item 9 Staff Report fI.1Ic114kI This project is part of the RWQCP's minor capital improvement program funded by the City of Palo Alto and its five partner agencies who use the RWQCP for wastewater treatment. The five partner agencies are regularly updated on both the need for and the progress of wastewater treatment capital work. Updates are provided each year at an annual meeting and at other periodic meetings established to inform partner agency staff about the major capital improvement program. With respect to Palo Alto itself, the open meetings on the budget process serve as the main venue for engaging the community on both new projects such as this and associated rate impacts. ENVIRONMENTAL REVIEW The recommended action is exempt from review under the California Environmental Quality Act pursuant to CEQA Guidelines Section 15301 (b), which includes maintenance of publicly owned wastewater facilities involving negligible or no expansion. ATTACHMENTS Attachment A: C23186274 Change Order No. 1 APPROVED BY: Brad Eggleston, Director Public Works/City Engineer Item 9: Staff Report Pg. 5 Packet Pg. 51 of 288 Item 9 4 Contract C Attarder chmentA C23186274 Change Order 11 fill CITY O F No. 1 to Alto PALO Department: Public Works WQCP ALTO Contract Number: O23186274 Description of Change Order Background Information: The 5 -year contract runs from March 21, 2023 to March 15, 2028 for $1,500,000 ($300,000 / year) to cover the cost of immediate mobilization and construction costs by the on -call contractor for handling emergency and urgent construction services at the Palo Alto Regional Water Quality Control Plant. Change Order Justification: Work Order -2301 expenses of $634,535 have been disbursed for emergency and urgent construction services. Work Order -2302, underway with budgeted expenses of $847,000, will nearly deplete the contract budget. Work Order - 2304 budgeted expenses is $650,000, and there are insufficient funds to execute this work order. Another $1,500,000 is requested to replenish the contract with funds to execute Work Order -2304 and to cover future unforeseen urgent and emergency work over the next three years. This C/O will be subject to approval by the Palo Alto City Council. Description of Work to be Performed: Unexpected breakdowns or failures of equipment, piping, electrical, concrete, etc., requiring use of the funds in this contract for urgent, critical repair work. Incorporates Field Order Number(s): N / A Cost Time This change order will: I This change order will: ❑ No cost change: N/A ✓ No change in time ✓ Increase cost by $ 1,500,000 ❑ Increase time by days ❑ Decrease cost by $ N/A ❑ Decrease time by days The date of completion as of this change order remains as: G/L account number (s):31651 March 15, 2028 CONTRACT CHANGE ORDER Item 9: Staff Report Pg. 6 Packet Pg. 52 of 288 PAGE 1 OF 3 Basis for change in cost: ❑ Unit price(s) ✓ Lump sum ❑ Cost plus ❑ Other: Item 9 Attachment A - :23186274 Change Order No. 1 CONTRACTOR CERTIFICATION: The undersigned Contractor approves this Change Order as to the changes, if any, in the contract price specified for each Line Item and as to the extension of time allowed, if any, for completion of the entire work on account of each Line Item, and agrees to furnish all labor and materials and perform all work necessary to complete any additional work specified therein, for the consideration stated therein. It is understood that the time and cost adjustments set forth in this Change Order include full compensation for any impacts or delays associated with the Line Items addressed in this Change Order. CLAIM PROCEDURE: Any items in Contractor's Change Order Request that are not included in this Change Order are hereby deemed rejected as of the date of this letter. If Contractor wishes to dispute this rejection, it may submit a Claim pursuant to Section 4.2 of the Contract General Conditions within thirty (30) days of the date of this Change Order. Accepted for Contractor: Accepted for City of Palo Alto: By: By: Title: Monterey Mechanical Co. Project Manager Title: Public Works Department - Project Manager Date: Date: Scope of Work z O a Qoo w C) Description Amount Reason for Change -01 Unexpected emergency repairs $1,500,000 Replenishment of contract funds for unforeseen work. Total for this change order $1,500,000 CONTRACT CHANGE ORDER PAGE 2 OF 3 Item 9: Staff Report Pg. 7 Packet Pg. 53 of 288 CITY OF PALO ALTO Item 9 Contract C Attachment A- rder C23186274 Change Order No.1 to Alto Department: Public Works WQCP Contract Number: 0231 gg274 Summary of Amounts Payable Under Contract (For Internal Purposes Only) Original Contract Amount: $ 1,500,000.00 Previous Change Orders $ 0.00 This Change Order $ 1,500,000.00 Revised Contract Amount: $ 3,000,000.00 Compare to: Original Contract Authorization: $ 1,500,000.00 Contingency: 0.00 Contract Amendment Authorizations $ 0.00 Contingency added: 0.00 Contingency Authorizations: $ 0.00 Used to date 0.00 Total Authorized Funding: $ 3,000,000.00 Balance remaining 0.00 Change orders shall not be initiated for Council -approved contracts if the revised contract total exceeds the total authorized funding amount. Document Preparation City Approval — WQCP Head By: Tom Kapushinski By: Title: Sr. Project Engineer Title: Aaron Gilbert Plant Manager, Water Quality Control Plant Date: Date: City Approval — Division Head Signature required on all change orders By: Title: Karin North Asistant Director, Public Works, ESD Date: City Approval — Department Head Signature required when any individual Change Order exceeds $10,000. By: Title: Brad Eggleston Director of Public Works Date: CONTRACT CHANGE ORDER PAGE 3 OF 3 Item 9: Staff Report Pg. 8 Packet Pg. 54 of 288 Item 10 Item 10 Staff Report City Council Staff Report From: City Manager CITY O F Report Type: CONSENT CALENDAR PALO Lead Department: Planning and Development Services ALTO Meeting Date: May 5, 2025 Report #:2502-4182 TITLE Approval of Amendment and Extension of Supplement Agreement No.1 to the Master Funding Agreement Between the City of Palo Alto and the Metropolitan Transportation Commission, to Prepare a Downtown Housing Plan for the City of Palo Alto. CEQA Status: Exempt Under CEQA Guidelines Sections 15061(b)(3) and 15262. RECOMMENDATION Staff recommends that the City Council approve and authorize the City Manager to execute the amendment and the extension of Supplement Agreement No.1 to the Master Funding Agreement between the City of Palo Alto and the Metropolitan Transportation Commission (MTC) (Attachment A) to prepare the Downtown Housing Plan. BACKGROUND On May 14, 2021, MTC awarded the City an $800,000 grant for the preparation of a Housing Plan. The scope of the project was refined in collaboration with MTC prior to executing Supplement Agreement No. 1 of the Master Funding Agreement. The City Council accepted the grant and authorized the City Manager to execute the agreement with MTC for the $800,000 to develop the Downtown Housing Plan. This agreement set a three-year deadline for grant funding, requiring the City to adopt the Plan by April 30, 2025, to qualify for reimbursement. However, the project was delayed due to unforeseen circumstances and officially began in March 2024, after staff finalized consultant agreements with Wallace Roberts and Todd, LLC, and the Good City Company.' The Downtown Housing Plan focuses on housing production in the Downtown, identifying development standards, design standards, and the necessary public infrastructure 1 City Council Meeting: February 26, 2024 Item 10: Staff Report Pg. 1 Packet Pg. 55 of 288 Item 10 Item 10 Staff Report improvements to accelerate housing production; realizing racial and economic equity by affirmatively furthering fair housing, as required by the grant. ANALYSIS The project team is currently working on the community assessment report, evaluating the development guidelines and the challenges to increasing housing production in the area. With the original deadline (April 30, 2025) to project completion fast approaching, the delay in project initiation requires extending the timeline of the project by another two years (April 30, 2027). Staff coordinated with MTC on the extension of the deadline and also requested amending the agreement for consistency with the contract scope of work that is currently being performed by the project consultants. MTC approved the request for extension on December 18, 2024, and reviewed the modified scope of work requested by staff. Additionally, staff also requested reallocation of the assigned budget within tasks and existing scope of work mentioned in the Supplement Agreement No. 1 of the Master Funding Agreement that was authorized by the Council in April 2022. The reallocation would provide an additional $50,000 for Task 1: Project Management and reduce the budget on Task 4: Downtown Housing Plan Preparation from $150,000 to $100,000. The reallocation however will not impact the expected deliverables. POLICY IMPLICATIONS The City's Comprehensive Plan Policies L-2.4, L-4.7, and L-4.8 and the Housing Element's Implementation Program 1.4: City -Owned Land Lots and Downtown Housing Plan are specific to the downtown area; guiding the development of the Housing Plan and its objectives. The adopted Downtown Housing Plan will be consistent with the Comprehensive Plan, specifically the Land Use and Housing Elements. FISCAL/RESOURCE IMPACT The extension of project timeline with MTC has no impact on the already approved project budget and requires no additional funding beyond what has already been allocated by the Council. However, if the extension is not approved then the project would not be completed by the April 30, 2025, deadline, and the City will not be able to claim reimbursement for incomplete tasks and may forfeit unclaimed grant money potentially burdening the general fund to complete the project. STAKEHOLDER ENGAGEMENT The project team understands that Community Engagement is the key to the success of the planning effort, in addition to the technical, design, and expertise provided by qualified consultants funded by the grant. There have been significant efforts from the project team to engage the resident community including a dedicated webpage, social media announcements, formation of the Community Advisory Group (CAG), a Technical Advisory Group (TAG), Item 10: Staff Report Pg. 2 Packet Pg. 56 of 288 Item 10 Item 10 Staff Report conducting stakeholder interviews, Community Open House, survey, and pop -ups including tabling at City events and Farmers Markets. The project team in the last year has: • Organized a Community Open House on October 10, 2024, at the Community Meeting Room, City Hall, and pop -ups at various City events and at Farmers Markets. The Open House and the events were well attended by members of the community who provided the project team with insight into the key challenges and opportunities of the Downtown Area. • Facilitated a community survey soliciting input from residents was live from November 18, 2024, through December 20, 2024. Approximately 406 responses were received, and the results are being consolidated by the project team. It will be included in the Community Assessment Report that the project team is working on. • Convened the first CAG meeting on January 14, 2025, introducing the members of the CAG to one -another and the project team, defining the scope of the Plan, roles, and responsibilities as members of the CAG, and seeking feedback and assistance in engaging with the community. ENVIRONMENTAL REVIEW The actions recommended in this report are exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Sections 15061(b)(3) and 15262 because it can be seen with certainty that there is no possibility that amending a project timeline would have significant impact on the environment. The City will prepare an environmental analysis for the Downtown Housing Plan when more project specifics have been identified. ATTACHMENTS Attachment A: Revised Supplement Agreement No. 1 APPROVED BY: Jonathan Lait, Planning and Development Services Director Item 10: Staff Report Pg. 3 Packet Pg. 57 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised Supplement Agreement No. 1 AMENDMENT NO. 1 SUPPLEMENT NO. 1 To MASTER FUNDING AGREEMENT Between METROPOLITAN TRANSPORTATION COMMISSION And CITY OF PALO ALTO For UNIVERSITY AVE/ DOWNTOWN PDA PLAN THIS AMENDMENT, effective as of February 19, 2025 is Amendment No. 1 to Supplement No. 1 to the Master Agreement by and between the Metropolitan Transportation Commission ("MTC") and City of Palo Alto ("AGENCY"), dated February 17, 2022 ("Agreement") NOW, THEREFORE, the parties agree to modify the subject Agreement as follows: 1. Paragraph 3 is revised to extend the term from April 30, 2025 to April 30, 2027. 2. Annex I, Project Description and Scope of Work is deleted in its entirety and replaced with Annex I, Project Description and Scope of work (as revised via Amendment No. 1) 3. Annex II, Project Budget and Schedule is deleted in its entirety and replaced with Annex II, Project Budget and Schedule (as revised via Amendment No. 1). 4. Retention of Contract Provisions. Except as provided herein, all other terms and conditions of the Agreement remain unchanged. IN WITNESS WHEREOF, this Amendment has been executed by the parties hereto as of the day and year first written above. METROPOLITAN TRANSPORTATION COMMISSION Andrew B. Fremier Executive Director Date CITY OF PALO ALTO Ed Shikada City Manager Date Item 10: Staff Report Pg. 4 Packet Pg. 58 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Supplement Agreement Urnveri DA Plan No. 1 lement 1 Page 2 ANNEX I Project Description and Scope of Work City of Palo Alto University Ave/Downtown PDA Plan (as revised via Amendment No. 1) Project Description: In May 2021, MTC awarded the City of Palo Alto with a PDA Planning Grant to complete their proposed University Ave/Downtown PDA Plan. Renamed to the Downtown Housing Plan (Housing Plan), the plan will realize opportunitiesto add housing units to downtown Palo Alto. The area is a local activity center, a regional job center, and, due to proximity to Stanford University and global companies, an international destination. Despite these strengths, Palo Alto faces challenges to realizing housing in the downtown. Land costs are high and offices are more profitable than housing. Creating housing near transportation hubs that is affordable in one of our highest land value areas in the city —and highest value in the nation —is an incredible challenge. The area is attractive as an employment center due to proximity to Stanford, Caltrain, and the clout companies seek by having a Palo Altoaddress. These factors drive up land values in this mixed -use area and offices provide a greater return on investment than housing, leading to more office development than housing. Insufficient bike and pedestrian infrastructure can lead to greater car use. Improving bike and pedestrian mobility to and through downtown can decrease car use. Though located near the busiest Caltrain station, it can be challenging for visitors to find their way on foot to key destinations in the downtown. Likewise, the bike infrastructure does not maximize safety and comfort of cyclists. These connections are critical to building new homes without creating the need for more individual car ownership. Public parking is a high value and uses significant amounts of public land. Significant public landholdings in downtown include a series of surface parking lots and parking garages. The parking spaces support local retailers, employers, and others who park in the facilities to enjoy downtown. Figuring out how to ensure the public land provides co - benefits such as parking and housing is critical to ensuring housing does not come at the expense of economic vitality. Reliance on external consumer base. The pandemic illustrated the challenges of relying on an external work force and student population to support downtown retailers. Through increasing the downtown population, Palo Alto can build greater resiliency by decreasing reliance on out-of-towners to support local retailers. Through a focused and thoughtful Downtown Housing Plan, the City can overcome these challenges, accentuate its strengths, and meet the changing needs of downtown stakeholders. In concert with and building upon the City's Housing Element update process, the Downtown Housing Plan will identify the development standards, design standards, and public Item 10: Staff Report Pg. 5 Packet Pg. 59 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised Supplement Agreement alo Alto Univer DA Plan No. 1 lement 1 Page 3 infrastructure necessary to produce significant housing downtown. The Housing Plan will also help realize racial and economic equity by affirmatively furthering fair housing. The Downtown Housing Plan will build on City initiatives underway, including: A. Housing Element Update, led by Planning and Development Services B. University Avenue Corridor Streetscape Design initiative led by the Public Works Department C. Sustainability and Climate Action Plan update process led by the Office of Sustainability D. Sea Level Rise Vulnerability Assessment process led by the Public Works Department E. Parking management and Vehicle Miles Traveled (VMT) studies led by the Office of Transportation F. Citywide Bicycle + Pedestrian Plan update process led by the Office of Transportation G. Housing Objective Development Standards initiative led by the Planning and DevelopmentServices Department H. Green Infrastructure policy initiative led by the Public Works Watershed Protection group Housing Plan preparation requires extensive community and business outreach and participation, including facilitation of a Community Advisory Group. Housing Plan preparation also involves coordination with regional and local stakeholders, such as housing advocates, business leaders, the County, Stanford University, Caltrans, Santa Clara Valley Transportation Authority (VTA), Palo Alto Unified School District, and the Santa Clara Valley Water District. Activities and deliverables for the Housing Plan include: • Community outreach and participation • Basic economic and real estate modeling to understand development feasibility, opportunities, and constraints • Fiscal impact analysis of development on City infrastructure and services • Incorporation of state and local VMT and mobility requirements • Incorporation of the Sustainability and Climate Action Plan goals and policies • Inclusion of equity assessment results and affordable housing protection, preservation, andproduction assessment results from the Housing Element update process • Draft and Final Housing Plan with land use designations and proposed Capital ImprovementProjects • Proposed Comprehensive Plan (General Plan) amendments and zoning updates • A California Environmental Quality Act (CEQA) environmental document Downtown Housing Plan Geographic Area: A sub -area of the University Avenue/Downtown Priority Development Area (PDA), the Downtown Housing Plan area will include the following as its geographic focus: • From east of the Caltrain tracks and Alma Street east to Tasso Street, From Forest Avenue north to Everett Avenue, and City parking lots, Peninsula Corridor Joint Powers Board (Caltrain) parking lots, and public rights of way. 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FGe5r:�ria+� -,i� L , J -- Alma St I ' } 1 _ L------� + r- ■■ PALO ALTO ElCamMo SiATICfI a Park F P 0 250 5fl0 El CamirlReal Feei Item 10: Staff Report Pg. 7 Packet Pg. 61 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement I Page 5 Downtown Housing Plan Scope of Work: Task 1— Project Management and Coordination This task outlines the primary project management and coordination tasks necessary for the DowntownHousing Plan. These tasks will be conducted throughout the Plan preparation process. Task 1.1— City Inter -Departmental Coordination Task 1.2 — Project Set-up and Administration Task 1.3 — Community Meeting and Public Hearing Preparation Task 1.4 — Communications, Website, and Media Coordination Task 1.1 Deliverable: Memos for City Inter -Departmental Coordination Task 1.2 Deliverable: Memos for Consultant Management Task 1.3 Deliverable: Memos for Community Meeting and Public Hearing Preparation Task 1.4 Deliverable: Memos for Communications, Website, and Media Coordination Task 2— Community Outreach and Engagement This task outlines the primary community outreach and engagement for the Downtown Housing Plan. These activities will be active throughout the Housing Plan preparation process. Task 2.1 - Community Outreach and Engagement Strategy Development This task encompasses staff/consultant preparation of the Downtown Housing Plan community outreach and engagement strategy. Throughout the Housing Plan process, it is centralto gather meaningful input from a full range of stakeholders within and nearby to the planning area, including residents of all incomes, races and ethnic backgrounds, employees of localbusinesses, community- and faith -based organizations, and public agencies providing services in the area. This task will include laying out the specific engagement meetings, outreach channels, and methods listed in tasks 2.2 through 2.5. Equity assessment information from the Housing Element process will inform the Community Outreach and Engagement Strategy. Task 2.1 Deliverable: Staff Report and Final Consultant Contract Task 2.2 - Community Advisory Group Meetings (up to 18 meetings) This task encompasses convening of a Community Advisory Group that will shape the DowntownHousing Plan and review draft plan materials. Staff plan to hold up -to 6 Advisory Group meetings during the planning process. Staff anticipate the City will solicit applications and the Council will select a group that isrepresentative of residents, housing developers, local businesses, community -based organizations, service providers, and other stakeholders. Item 10: Staff Report Pg. 8 Packet Pg. 62 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement l Page 6 Task 2.2 Deliverables: Presentations, Agendas, Staff Reports or Memos for Community Advisory Group Meetings Task 2.3 - Technical Advisory Group Meetings (6 —10 meetings) This task encompasses convening of a technical advisory group that will shape the Downtown Housing Plan. The Technical Advisory Group will provide detailed technical input throughout the Plan process and help ensure alignment between this plan and other localand regional planning efforts. The composition would include staff from key City departments, the ABAG/MTC grant manager, as well as representatives of local, county, and regional agencies, and service providers. Task 2.3 Deliverables: Presentations, Agendas, Staff Reports or Memos for Technical Advisory Group Meetings Task 2.4 — Stakeholder Interviews, Community Surveys, and Service Workers Engagement Direct outreach through stakeholder interviews, community surveys, and service workers engagement to receive information for and feedback on the deliverables from Task 3.2 Key Community Assessment and Policy Development Focus Areas. Task 2.4 Deliverable: Interviews Task 2.4 Deliverable: Surveys Task 2.4 Deliverable: Analysis and Synthesis of Interview and Survey Data Task 2.5 - Community Workshops, Design Charettes, Pop -ups, and Digital Engagement (at least 3 meetings) This task includes direct outreach through both in -person andvirtual workshops, charettes, pop -ups, and other meetings to receive information for and feedback on the deliverables from Task 3.2 Key Community Assessment and Policy Development Focus Areas. Keytopics will include housing, mobility, advancing racial and economic equity, design preferences, and other topics. Translation services would be provided, as well as childcare if the meetings are in person. Task 2.5 Deliverables: Staff Reports, Memos and/or Presentation Materials for CommunityVisioning Workshops, Pop -ups, and Design Charettes. Task 2.6 — Downtown Housing Plan Website or Webpage The team will maintain a webpage or a website for the Housing Plan process to inform the public and stakeholders on progress, centralize project records, upcoming activities, and to host online engagement activities. The website or webpage will support Task 2, Task 3, and Task 4. Task 2.6 Deliverables: Create and Maintain Website or Webpage with Ongoing Updates Item 10: Staff Report Pg. 9 Packet Pg. 63 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement l Page 7 Task 3— Community Assessment and Policy Development This task focuses on identifying and analyzing challenges and opportunities to increase housing development downtown. As discussed in the project description, the central challenges include: • Land costs are high, and office is more profitable than housing. • Insufficient bike and pedestrian infrastructure can promote car use. • Public parking is a high value and uses significant amounts of public land. • Reliance on external consumer base. Task 3.1— Community Assessment and Policy Development Strategy This task encompasses staff release of a request for proposals for Housing Plan preparation, reviewof proposals, and consultant selection. We would seek proposals from consultants with expertise in community engagement, housing/comprehensive planning, urban design and economic/real estate analysis. This task results in the inclusion of a refined selected consultant scope of work to complete the project and a report to inform the community of a policy development strategy to achieve the Housing Plan goals. Task 3.1 Deliverable: Staff Report and Final Consultant Contract Task 3.2 — Key Community Assessment and Policy Development Focus Areas This task outlines the primary analysis and reports necessary for identifying and analyzing thelh central opportunities and challenges, as well as for meeting the PDA Planning Grant analysis requirements. These analyses will inform and become part of the chapters contained within the Housing Plan. Task 3.2.1— Equity Analysis, Assessment, and Policy Recommendations This task will identify any existing inequities between people of different racial or ethnic backgrounds, genders, age groups, abilities, or sexual orientation, as well as the historic and recent factors and policies that contribute to these inequities. This task will utilize this information to develop policies to address existing inequities, as well as to inform themeetings and outreach efforts discussed in Task 2 and inform the deliverable for Task 3.2.2. This task integrates and builds upon the findings from the Housing Element updateprocess and informs understanding of community needs around equity in the Housing Plan area. That information will include area specific information on demographics, economic opportunity and stability, housing stability, health and risk factors of residents andemployees of businesses in the plan area and surrounding community. Task 3.2.1 Deliverable: (1) Equity Analysis, Assessment, and Policy Recommendation Report or Memo (2) City Council Study Session Item 10: Staff Report Pg. 10 Packet Pg. 64 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement l Page 8 Task 3.2.2 — Responsiveness to State, Regional, and Local Legal and Regulatory Landscape for Housing Production, Preservation, and Protection Policy Recommendations This task involves investigating and summarizing state, regional, and the local policies used by other jurisdictions that influence the regulatory landscape for housing production, preservation, and protection. Task 3.2.2 Deliverable: (1) State, Regional, and Local Legal and Regulatory Landscape Analysis, Assessment, and Policy Recommendation Report or Memo (2) City Council StudySession Task 3.2.3 — Affordable Housing and Jobs Analysis, Assessment and Policy Recommendations This task identifies the composition of jobs in the Housing Plan area and evaluates the affordability of housing compared to the wages of employees in these jobs. This taskquantifies housing need, establishes the housing profile for the area, (deed-restrictedaffordable housing, unsubsidized affordable housing, market -rate housing, informalhousing and accessibility, etc.), establishes the employment/industry profile for the area, identifies the development pipeline, assesses real estate conditions and constraints, andassesses local policy conditions and constraints. This task will discuss obstacles to deliveryof housing for all income levels and responsive policies. This task will be closely coordinated with the Housing Element update process that is already underway. This task integrates and builds upon the findings from Task 3.2.2, as well as the Housing Element update process. This task informs understanding of community needs regardinghousing and employment, including how to affirmatively further fair housing in the plan area. This task draws upon the information from Task 3.2.1 and identifies in greater detailthe characteristics of the existing and planned housing stock in the plan area and surrounding area, as well as projected short - and long-term need. Task 3.2.3 Deliverable: (1) Affordable Housing and Jobs Analysis, Assessment, and PolicyRecommendation Report or Memo (2) City Council Study Session Task 3.2.4 — Housing Development Implementation, Economic Feasibility, and Financing Analysis and Policy Recommendations While housing in the Downtown area is attractive, high land costs, constrained parcel sizes, competition with other land uses, and other constraints significantly influence housing yield. This task focuses on a housing development feasibility analysis to identify the development standards, incentives, and the associated remaining amount of subsidynecessary to yield more residential and mixed -use developments specifically in thelarea. This task integrates and builds upon the findings from Task 3.2.2, Task 3.2.3 and the Housing Element update Item 10: Staff Report Pg. 11 Packet Pg. 65 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement l Page 9 process. This task will analyze the housing opportunity sites identified in the Housing Element Update to understand what is required for housing to be realized on these sites. The analysis will investigate publicly owned and privately owned parcels at various levels of housing affordability. The analysis will identify funding necessary to rehabilitate existing affordable units in the area, thereby preserving and protecting them. Like effortsundertaken by MTC and ABAG, the analysis will identify the funding shortfall that limits the level of affordable housing production and rehabilitation in the Housing Plan area. This task will include recommendations for City actions to help finance affordable housing, such as consideration of publicly owned parking lots or other publicly owned parcels for housing and mixed -use projects, consideration of different types of partnerships with developers, facilitation of land assembly policies, consideration of establishing a business tax to support the Housing Trust Fund, and consideration of a bondmeasure. Task 3.2.4 Deliverable: (1) Housing Development Implementation, Economic Feasibility, Financing Analysis, and Policy Recommendation Report or Memo (2) City Council Study Session Task 3.2.5 — Resilience and Climate Adaptation Analysis, Assessment and Policy Recommendations This task assesses the relative vulnerability of the plan area and surrounding communitiesto natural hazards (examples: sea level rise and flooding, seismic factors) and to environmental quality (examples: air quality, tree canopy/green space, water quality, environmental contamination). This task identifies potential investments, policies or programs to better adapt the community to these vulnerabilities and poise the community to respond to future conditions and events. This task integrates and builds upon the Sustainability and Climate Action Plan led by the Office of Sustainability and the Sea Level Rise Vulnerability Assessment led by the Public Works Department. Task 3.2.5 Deliverable: (1) Resilience and Climate Adaptation Analysis, Assessment, and Policy Recommendation Report or Memo (2) City Council Study Session Task 3.2.6 — Community Assets, Services, and Infrastructure Analysis, Assessment, and Policy Recommendations This task identifies the existing availability of essential services and social infrastructure (examples: health care, food and sundries, childcare and education, open space and recreation, community facilities, etc.), existing physical infrastructure (examples: energy,waste, water, electric vehicle charging, broadband, etc.), and existing community assets (examples: formal and informal gathering spaces, cultural institutions, etc.) in the plan area. This task will assess the stability of existing and identify currently missing communityassets, services, Item 10: Staff Report Pg. 12 Packet Pg. 66 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement 1 Page 10 and infrastructure, as well as identify potential investments, policies or programs to policies to support them in the Housing Plan area. This analysis will focus on the needed assets to support an increased downtown population. Task 3.2.6 Deliverable: (1) Community Assets, Services, and Infrastructure Analysis, Assessment, and Policy Recommendation Report or Memo (2) City Council Study Session Task 3.2.7 — Mobility and Interconnectivity Analysis, Assessment, and Policy RecommendationsThis task will assess trip patterns, the quality and relative safety of travel by active modes and for persons with disabilities, access to transit and essential services, and vehicle milestraveled for residents and employees of local businesses within and adjacent to the Housing Plan area. This task will identify potential investments, policies or programs to improve mobility and interconnectivity, as well as reduce Vehicle Miles Travelled (VMT). This task integrates and builds upon Public Works Department and Office of Transportation efforts, including the University Avenue Corridor Street Design, Citywide Bicycle + Pedestrian Plan update, parking management, and VMT policy making. Task 3.2.7 Deliverable: (1) Mobility and Interconnectivity Analysis, Assessment, and Policy Recommendation Report or Memo (2) City Council Study Session Task 3.2.8 — Downtown Private Realm and Public Realm Design Guidelines, Architectural ReviewFindings, and Objective Standards for Housing Development Policy Recommendations This task evaluates the City's current Downtown Design Guidelines, Architectural ReviewFindings, and Objective Standards for Housing Development to assess which aspects couldbe updated to facilitate housing development in the Downtown Housing Plan area. Private realm considerations include design gestures that contribute to a strong sense of place, such as building massing, lighting, landscaping, and building interfaces with public realm such as streets, alleys, and open space. Considerations include buildingon previous efforts that maintained view corridors, activity focal points, and a human scale orientation throughout downtown. Considerations also include urban design that addresses the anticipated greater diversity of building forms, densities, height, andmixed- use development for the Housing Plan area. This effort will draw on city-wide Objective Design Standards as well as Housing Element discussions regarding form. Led by the Office of Transportation and the Public Works Watershed Protection group, public realm considerations include a Sustainable Streets focus that identifies the key remaining steps necessary to implement vision zero policies, complete street designs, versatile use of the public right of way, and green streets Item 10: Staff Report Pg. 13 Packet Pg. 67 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement 1 Page 11 infrastructure designs within the Housing Plan area. Public realm considerations also reference innovations in parking management and curb management. Task 3.2.8 Deliverable: (1) Downtown Private Realm and Public Realm Design Guidelines, Architectural Review Findings, and Objective Standards for Housing Development Policy Recommendations Report or Memo (2) City Council Study Session Task 3.2.9 — Downtown Visioning, Opportunities/Constraints, Identification of Community BestPractices and Housing Plan Approach Recommendations This task integrates all other subtasks and discusses the options for meeting the Housing Plan area central challenges based upon the information surfaced during this CommunityAssessment and Policy Development effort. Task 3.2.9 Deliverable: (1) Downtown Visioning, Opportunities/Constraints, Identification of Community Best Practices and Housing Plan Approach Recommendations Report or Memo (2) City Council Study Session Task 4 —Downtown Housing Plan Documents This overall task outlines the primary documents necessary for adoption of the Downtown Housing Plan, as well as the documents necessary to meet the PDA Planning Grant requirements. Task 4.1— Downtown Housing Plan Preparation This task outlines the steps necessary to prepare the Downtown Housing Plan. Task 4.1.1— Housing Plan Sections and Topic Outline This task results in the outline of the Housing Plan sections and topics. As required by thePDA Planning Grant, the outline can be organized differently, but will include at least the following topics: introduction, vision, development standards, open space, mobility, community assets and infrastructure, and implementation and financing. This report willintegrate the content and deliverables from the prior tasks. Task 4.1.1 Deliverable: Housing Plan Sections and Topic Outline Task 4.1.2 — Housing Plan Administrative Draft 1 Task 4.1.2 Deliverable: Master Plan Administrative Draft 1 Task 4.1.3 — Housing Plan Community Advisory Group and Technical Advisory Group Draft 1 Task 4.1.3 Deliverable: Housing Plan Community Advisory Group and Technical AdvisoryGroup Draft 1 Item 10: Staff Report Pg. 14 Packet Pg. 68 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement 1 Page 12 Task 4.1.4 - Housing Plan Administrative Draft 2 Task 4.1.4 Deliverable: Housing Plan Administrative Draft 2 Task 4.1.5 - Housing Plan Public Hearing Draft 1 Task 4.1.5 Deliverable: Housing Plan Public Hearing Draft 1 Task 4.1.6 — Housing Plan Final Task 4.1.6 Deliverable: Housing Plan Public Final Task 4.2 — Downtown Housing Plan California Environmental Quality Act (CEQA) EnvironmentalDocument This task outlines the steps necessary to prepare the CEQA Environmental Document necessary for the Downtown Housing Plan. The goal of this task is to prepare the correct CEQA document that will clear projects that are consistent with the Housing Plan, avoiding the need for project - level analyses. Task 4.2.1— Notice of Preparation (NOP)/Initial Study Task 4.2.1 Deliverable: Notice of Preparation (NOP)/Initial Study Task 4.2.2 - Identification of Appropriate CEQA Environmental Document This task identifies the appropriate CEQA Environmental Document, likely an Initial Study/Negative Declaration, Initial Study/Mitigated Negative Declaration, Supplemental Environmental Impact Report, or a Programmatic Environmental Impact Report. Task 4.2.1 Deliverable: City Internal Memo Task 4.2.3 — Environmental Document Notices and Preparation This task outlines the steps for completing CEQA documentation for the Downtown Housing Plan. Task 4.2.3A — Scoping Meeting (If Applicable) Task 4.2.3A Deliverable: Staff Report, Noticing, and Scoping Meeting Task 4.2.3B — Administrative Draft CEQA Environmental Document Task 4.2.3B Deliverable: Administrative Draft CEQA Environmental Document Item 10: Staff Report Pg. 15 Packet Pg. 69 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement 1 Page 13 Task 4.2.3C —Draft CEQA Environmental Document Task 4.2.3C Deliverable: Draft CEQA Environmental Document Task 4.2.3D — Notice of Completion (NOC) Task 4.2.3D Deliverable: Notice of Completion (NOC) Task 4.2.3E — Final Environmental Impact Report (FEIR) (If Applicable) Task 4.2.3E Deliverable: Final Environmental Impact Report (FEIR) Task 4.2.3F — Notice of Determination (NOD) Task 4.2.3F Deliverable: Notice of Determination (NOD) Task 4.3 — Downtown Housing Plan Adoption, CEQA Environmental Document Certification, Comprehensive Plan Amendment, and Municipal Code Update This task outlines the steps necessary to adopt the Downtown Housing Plan. Task 4.3.1— Public Hearings (Updates and Coordination) This task pertains to public hearings with City Council and other boards and commissionsto provide updates and coordination on the Housing Plan process. Three to five public hearings are anticipated with each body (i.e. City Council, Planning and Transportation Commission, Architectural Review Board). Task 4.3.1 Deliverables: Staff Reports and associated presentations Task 4.3.2 — Public Hearings (Adoption) This task pertains to public hearings with City Council and other boards and commissionsnecessary to certify the CEQA Environmental Document and adopt the Housing Plan. At least four public hearings are anticipated. Task 4.3.2 Deliverables: Staff Reports and associated presentations Task 4.3.3 — CEQA Environmental Document Certification or Adoption Task 4.3.3 Deliverable: Document Certification/Adoption Resolution Task 4.3.4 - Housing Plan Adoption Task 4.3.4 Deliverable: Housing Plan Adoption Resolution Item 10: Staff Report Pg. 16 Packet Pg. 70 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement I Page 14 ANNEX II PROJECT BUDGET AND SCHEDULE REIMBURSEMENT (as revised via Amendment No. 1) MTC shall reimburse AGENCY in estimated amounts by task indicated below. Budget may be reallocated between tasks in the MTC Project Manager's discretion. Payment shall be due upon acceptance by the MTC Project Manager. AGENCY shall submit an invoice identifying the project deliverable or milestone for which payment is sought no later than thirty (30) days after MTC's acceptance of such deliverable/milestone. Final invoice shall be submitted no later than 30 days after the end date of the supplement. DELIVERABLE MTC EXPECTED REIMBURSEMENT COMPLETION Ongoing. Due Task 1— Project Management and $100,000 completion Coordination 04/30/2027 1.1 City Inter -Departmental Coordination and weekly check -in meetings 4/30/2027 • Memos 1.2 Project Set-up and Administration 04/30/2024 • Memos 1.3 Community Meeting and Public Hearing Preparation 04/30/2027 • Memos 1.4 Communications, Website, and Media Coordination 04/30/2027 • Memos Task 2 — Community Outreach and $200,000 04/30/2027 Engagement 2.1 Community Outreach and Engagement Strategy Development 04/30/2025 • Staff Report and Final Consultant Contract 2.2 Community Advisory Group Meetings • Presentations, Agendas, Staff Reports or 08/31/2026 Memos for Community Advisory Group Meetings 2.3 Technical Advisory Group Meetings 10/30/2026 Item 10: Staff Report Pg. 17 Packet Pg. 71 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement I Page 15 • Presentations, Agendas, Staff Reports or Memos for Technical Advisory Group Meetings 2.4 Stakeholder Interviews, Community Surveys, and Service Workers Engagement • Interviews 06/24/2026 • Surveys • Analysis and Synthesis of Interview and Survey Data 2.5 Community Visioning Workshops, Design Charettes, Pop -ups, and/ or Feedback Meetings • Staff Reports, Memos and/or Presentation 06/24/2026 Materials for Community Visioning Workshops, and Design Charettes 2.6 Downtown Housing Plan Website • Create and Maintain Website or Webpage 04/30/2027 with Ongoing Updates Task 3 — Community Assessment and Policy $400,000 02/25/2026 Development 3.1 Community Assessment and Policy Development Strategy Preparation 01/08/2025 • Staff Report and Final Consultant Contract 3.2 Key Community Assessment and Policy Development Focus Areas • Equity Analysis, Assessment, and Policy Recommendation Report or Memo • State, Regional, and Local Legal and Regulatory Landscape Analysis, Assessment, and Policy Recommendation Report or Memo • Affordable Housing and Jobs Analysis, 04/12/2025 Assessment, and Policy Recommendation Report or Memo • Housing Development Implementation, Economic Feasibility, Financing Analysis, and Policy Recommendation Report or Memo • Resilience and Climate Adaptation Analysis, Assessment, and Policy Recommendation Report or Memo Item 10: Staff Report Pg. 18 Packet Pg. 72 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement I Page 16 • Community Assets, Services, and Infrastructure Analysis, Assessment, and Policy Recommendation Report or Memo • Mobility and Interconnectivity Analysis, Assessment, and Policy Recommendation Report or Memo • Downtown Visioning, Opportunities/Constraints, Identification of Community Best Practices and Housing Plan Approach Recommendations Report or Memo • City Council Study Session(s) Task 4 — Downtown Housing Plan Documents $100,000 02/25/2027 4.1 Downtown Housing Plan Preparation • Housing Plan Sections and Topic Outline • Housing Plan Administrative Draft 1 • Housing Plan Community Advisory Group and Technical Advisory Group 11/26/2026 Draft 1 • Housing Plan Administrative Draft 2 • Housing Plan Public Hearing Draft 1 • Housing Plan Public Final 4.2 California Environmental Quality Act (CEQA) Environmental Document • Notice of Preparation (NOP)/Initial Study • City Internal Memo • Staff Report, Noticing, and Scoping Meeting • Administrative Draft CEQA 11/26/2026 Environmental Document • Draft CEQA Environmental Document • Notice of Completion (NOC) • Final Environmental Impact Report (FEIR) • Notice of Determination (NOD) 4.3 Housing Plan Adoption, CEQA Environmental Document Certification, Comprehensive Plan Amendment, and Municipal 04/30/2027 Code Update • Public Hearing Staff Reports and associated presentations Item 10: Staff Report Pg. 19 Packet Pg. 73 of 288 Docusign Envelope ID: DA647320-B22E-4B8F-A119-324400B3A719 Item 10 Attachment A - Revised alo Alto Univer Supplement Agreement DA Plan No. 1 lement 1 Page 17 • Document Certification/Adoption Resolution • Housing Plan Adoption Resolution Total 1 $800,000.00 1 1 Item 10: Staff Report Pg. 20 Packet Pg. 74 of 288 Item 11 Item 11 Staff Report City Council Staff Report Report Type: CONSENT CALENDAR CITY O F Lead Department: City Clerk PALO ALTO Meeting Date: May 5, 2025 Report #:2504-4537 TITLE Approval of Boards, Commissions, and Committees Interview Process as recommended by Policy and Services Committee RECOMMENDATION The Policy and Services Committee recommends that City Council adopt the following procedure to select Boards, Commissions, and Committees (BCC) candidates to interview. BACKGROUND On February 26, 2024, the City Council set an interview selection method for the Boards, Commissions, and Committees (BCC) that allowed each Councilmember to cast a number of votes equal to the number of vacancies plus 50%, rounded up. A minimum of two votes was required for a candidate to advance to the interview stage. While this approach provided a structured process, feedback from City Council has indicated a desire to revisit the method. On March 10, 2025, the City Council directed staff to return to the Policy and Services Committee with options to revise the interview selection process for BCC Recruitments. At the April 8, 2025 Policy and Services Committee Special Meeting', staff presented a range of options for consideration, including: • Adjusted Voting -Based Selection • Automatic Interviews for Small Applicant Pools • Lowered Voting Threshold for Large Applicant Pools • Proportional Voting Approach Additional concepts were presented for potential integration into the process include a Scoring System, a Preliminary Review Panel, Weighted Voting, and a Hybrid Approach that combines multiple elements to meet the needs of various applicant pool. 1 April 8, 2025 Policy & Services Committee Meeting, Item 4 - https://cityofpaloaIto.primegov.com/Portal/Meeting?meetingTempIateId=16030 Item 11: Staff Report Pg. 1 Packet Pg. 75 of 288 Item 11 Item 11 Staff Report ANALYSIS At the April 8, 2025 Policy and Services Committee meeting, the Committee considered several options to ensure that candidates are given a fair and equitable opportunity to be selected for the BCC interview phase. The Committee recommendation is that each Councilmember will receive twice the number of votes as there are vacancies. Candidates with the highest number of votes will be selected for interviews. The number of candidates interviewed will be based on the number of vacancies, as follows: • For 6 or fewer applicants, all will be interviewed. • For 1-2 vacancies, up to 6 candidates will be interviewed. • For 3 vacancies, up to 8 candidates will be interviewed. • For 4 vacancies, up to 10 candidates will be interviewed. These proposed revisions are intended to create a balanced selection process that upholds the City's values of transparency, inclusion, and civic participation. By refining the current method, City Council can help ensure that all qualified applicants have equitable access to serve their community. The proposed method would recognize and respect the time, effort, and commitment that applicants invest in the process, while also supporting Councilmembers in making informed decisions. The recommended process will be reflected in the BCC Handbook, which is available publicly and to BCC members. This provides transparency and clear communication regarding this step of the BCC recruitment cycle. FISCAL/RESOURCE IMPACT The recommendations and actions taken in this report will not impact the City on a fiscal basis. STAKEHOLDER ENGAGEMENT The item was presented to the Policy and Services Committee on April 8, 2025. Public notification was completed through the agenda posting procedure in print and digital. ENVIRONMENTAL REVIEW City Council action on this item is not a project as defined by CEQA because it is an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. CEQA Guidelines section 15378(b)(5). APPROVED BY: Mahealani Ah Yun, City Clerk Item 11: Staff Report Pg. 2 Packet Pg. 76 of 288 Item 12 Item 12 Staff Report City Council Staff Report Report Type: CONSENT CALENDAR CITY O F Lead Department: City Clerk PALO LTO Meeting Date: May 5, 2025 Report #:2504-4540 TITLE SECOND READING: Ordinance of the Council of the City of Palo Alto Amending PAMC Sections 2.04.190 and 2.04.200 to Set the Regular Meeting Time of the Finance Committee and the Policy and Services Committee by Resolution or Ordinance BACKGROUND The City Council heard this item on April 14, 2025 for a first reading and approved it on a 7-0 vote. No changes were made to the ordinance, and it is now before the City Council for a second reading. ATTACHMENTS Attachment A - Ordinance of the Council of the City of Palo Alto Amending PAMC Sections 2.04.190 and 2.04.200 to Set the Regular Meeting Time of the Finance Committee and the Policy and Services Committee by Resolution or Ordinance APPROVED BY: Mahealani Ah Yun, City Clerk Item 12: Staff Report Pg. 1 Packet Pg. 77 of 288 *NOT YET APPROVED* Item 12 Attachment A - Ordinance of the Council of the City of Palo Alto Amending Ordinance No. PAMC Sections 2.04.190 and 2.04.200 to Set the Ordinance of the Council of the City of Palo Alto Amending PA Regular Meeting Time of 2.04.190 and 2.04.200 to Set the Regular Meeting Time of th the Finance Committee Committee and the Policy and Services Committee by Resol and the Policy and Ordinance Services Committee by Resolution or Ordinance The Council of the City of Palo Alto ORDAINS as follows: SECTION 1. The City Council finds and declares as follows: A. The City Council has two standing committees — the Committee on Finance and the Committee on Policy and Services. PAMC section 2.04.190. The regular meeting date, time, and place are defined in PAMC section 2.04.200. Existing law sets the start time for regular meetings at 7 p.m for these committees. PAMC section 2.04.200(a). B. The City Council now desires to establish the regular meeting time of these standing committees by resolution or ordinance instead of codifying it in PAMC section 2.04.200. SECTION 2. PAMC Sections 2.04.190 (Standing committees — Special committees) and 2.04.200 (Standing committee meetings) of Chapter 2.04 (Council Organization and Procedure) of Title 2 (Adminstrative Code) are hereby amended to read as follows (strikcthrough is deleted, underlined is new text): 2.04.190 Standing committees - Special committees. (a) Not later than the second regular council meeting in January, the mayor shall appoint two standing committees, consisting of three members each from the members of the council. The mayor shall appoint each council member to only one standing committee and shall appoint the chairperson of each committee. The mayor, or the vice -mayor at the request of the mayor, may act as an ex officio, voting member of each committee when one or more regular committee members are absent. (b) The standing committees shall be designated, respectively, committee on finance and committee on policy and services, and shall meet at 7:OO p.m. in the city hall on the day as established by Section 2.04.200. (c) Council members may attend meetings of committees of which they are not members, without participating in any manner, but only committee members or ex officio committee members shall vote in committee in accordance with subsection (a) of this section. 12920250304 ts24 Item 12: Staff Report Pg. 2 Packet Pg. 78 of 288 *NOT YET APPROVED* Item 12 \ttachment A - Ordinance of the Council of the City of Palo Alto Amending (d) Council members who submit matters to the council which are referl PAMC Sections 2.O4.19O and 2.04.200 to Set the committee may appear before the standing committee to which the referr in Regular Meeting Time of order to speak as proponents of the matter. Standing committee meetings the Finance Committee referrals may be considered shall be noticed as council meetings for the pLIand the Policy and the standing committee to discuss and consider the matter with a quorum Services Committee by Resolution or Ordinance present. (e) In addition to standing committees the mayor may, subject to approval of the council, appoint such other special committees of council members, private citizens or both as deemed desirable and necessary to assist and advise the council in its work. 2.04.200 Standing committee meetings. (a) Regular Meetings. Each standing committee shall meet on its designated meeting night(s) t 7:�.mat the City Hall. The policy and services committee shall meet on the second Tuesday of each month and the finance committee shall meet on the first and third Tuesday of each month. The meeting time for each standing committee's regular meetings shall be set by the City Council by ordinance or resolution. When additional meetings are necessary, the chairperson of each committee may call a special meeting as provided in subsection (b) of this section. (b) Special Meetings. Special meetings of standing committees may be called by the chairperson with the consent of a majority of the committee's members, but a special meeting so called shall be held at City Hall, or other locations if appropriate, and forty-eight hours' notice must be given to every council member. SECTION 3. Environmental Review The Council finds that this Ordinance is not a project under CEQA Guidelines Sections 15378(b)(2) and (5) as this is an organizational change of government that will not result in direct or indirect physical changes in the environment. // // // // 12920250304 ts24 Item 12: Staff Report Pg. 3 Packet Pg. 79 of 288 *NOT YET APPROVED* SECTION 4. Effective Date This Ordinance shall be effective 31 days after adoption. INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: NOT PARTICIPATING: ATTEST: City Clerk APPROVED AS TO FORM: Mayor APPROVED: Assistant City Attorney City Manager r � Item 12 Attachment A - Ordinance of the Council of the City of Palo Alto Amending PAMC Sections 2.04.190 and 2.04.200 to Set the Regular Meeting Time of the Finance Committee and the Policy and Services Committee by `Resolution or Ordinance) 12920250304 ts24 Item 12: Staff Report Pg. 4 Packet Pg. 80 of 288 Item 13 Item 13 Staff Report City Council Staff Report Report Type: CONSENT CALENDAR CITY O F Lead Department: City Clerk PALO LTO Meeting Date: May 5, 2025 Report #:2504-4539 TITLE SECOND READING: Ordinance of the Council of the City of Palo Alto Amending Section 18.08.040 of the Palo Alto Municipal Code (The Zoning Map) to Change the Classification of Property Located at 70 Encina Avenue from Service Commercial (CS) Zone to Planned Community Zone (PC) BACKGROUND The City Council heard this item on April 14, 2025 for a first reading and approved it on a 7-0 vote. An administrative correction was made, and the ordinance is now before the City Council for a second reading. ATTACHMENTS Attachment A - Ordinance of the Council of the City of Palo Alto Amending Section 18.08.040 of the Palo Alto Municipal Code (The Zoning Map) to Change the Classification of Property Located at 70 Encina Avenue from Service Commercial (CS) Zone to Planned Community Zone (PC) APPROVED BY: Mahealani Ah Yun, City Clerk Item 13: Staff Report Pg. 1 Packet Pg. 81 of 288 Item 13 Attachment A - Ordinance *NOT YET APPROVED* of the Council of the City of Palo Alto Amending Ordinance No. Section 18.08.040 of the Palo Alto Municipal Code Ordinance of the Council of the City of Palo Alto Amending Section (The Zoning Map) to Change the Classification the Palo Alto Municipal Code (The Zoning Map) to Change the Cla of Locat ed Property at 70 Property Located at 70 Encina Avenue from Service Commercial Encina Anue from Planned Community Zone (PC) Service Commercial (CS) Zone to Planned Community Zone (PC) The Council of the City of Palo Alto ORDAINS as follows: SECTION 1. Findings and Declarations. (a) On March 24, 2024, Hayes Group Architecture ("Applicant") submitted an application for Rezoning to Planned Community/Planned Home Zoning (PHZ) and Major Architectural Review to redevelop the site at 70 Encina Avenue (the "Subject Property," more particularly described in Exhibit A) with ten condominium units, two of which would be below market rate (the "Project"). (b) Following Staff Review, the Planning and Transportation Commission (Commission) reviewed the project on September 11, 2024 and recommended the project to the Architectural Review Board. (c) The Architectural Review Board reviewed the project on November 7, 2024 and, following preparation of the environmental analysis, formally recommended approval of the project to the City Council on February 6, 2025. (d) The Planning and Transportation Commission reviewed the project on February 26, 2025; and recommended approval of the project to the City Council. (e) Approval of the Planned Community Project would constitute a project under the provisions of the California Environmental Quality Act of 1970, together with related state and local implementation guidelines promulgated thereunder ("CEQA"). (f) The City is the Lead Agency pursuant to Public Resources Code section 21067 as it has the principal responsibility to approve and regulate the Planned Community Project. (g) The City, in compliance with CEQA, determined that the project is eligible for streamlined review in accordance with CEQA Guidelines Section 15183. The City prepared an analysis of the project in accordance with CEQA Guidelines Section 15183, which evaluated the project's consistency with the Comprehensive Plan and the Comprehensive Plan EIR, including relevant addenda. Plan level technical reports were prepared to confirm that the Comprehensive Plan EIR, including any mitigation required through that EIR, would adequately address the impacts of the proposed project. (h) The Council is the decision -making body for approval of the Planned Community Project. 0160168_KB2_20250212_AY16 Item 13: Staff Report Pg. 2 Packet Pg. 82 of 288 Item 13 *NOT YET APPROVED* Attachment A - Ordinance of the Council of the City of Palo Alto Amending (i) The site is so situated, and the use or uses proposed for the site are Section 18.08.040 of the tics that the application of general districts or combining districts will not Palo Alto Municipal Code flexibility to allow the proposed development. Specifically, the proje (The Zoning Map) to serving, ownership housing units. The existing CS zoning requires gro Change the Classification d limits the square footage for residential uses to a floor area ratio of n of Property Located at 70 to EncinAenue from 1. The limitation on residential housing uses and development stand Service Commercial (CS) to apply to the shopping center, of which this site was previously a leas Zone to Planned zoned and designated as part of the shopping center but is no longer CommunityZone(PC) n & Country Village shopping center owner and is part of a separate, adjacent parcel. In order to provide an exclusively multi -family use on this site and to achieve a floor area, lot coverage and setbacks that allow for development of the project as proposed, the proposed rezoning is necessary. (j) Development of the site under the provisions of the PC planned community district will result in public benefits not otherwise attainable by application of the regulations of general districts or combining districts, as set forth in Section 6 of this ordinance. (k) Rezoning of the site to Planned Community is appropriate for the reasons set forth herein. (I) The use or uses permitted, and the site development regulations applicable within the district are consistent with the Palo Alto Comprehensive plan and compatible with existing and potential uses on adjoining sites or within the general vicinity, as set forth in the Record of Land Use Action (Exhibit B) accompanying this ordinance. SECTION 2. Amendment of Zoning Map. Section 18.08.040 of the Palo Alto Municipal Code, the "Zoning Map," is hereby amended by changing the zoning of Subject Property from Service Commercial (CS) to "Planned Community Zone (PC) ". SECTION 3. Project Description. The Project as a whole is described in the Development Plan, titled "Encina Housing 70 Encina Avenue, Palo Alto, CA 94301" and uploaded to the Palo Alto Online Permitting Services Citizen Portal on February 19, 2025. With respect to the Subject Property, the project comprises the uses included in this Ordinance, depicted on the Development Plans, incorporated by reference, including the following components: (a) Redevelopment of an existing surface parking area, as described in more detail in the Development Plan, to allow construction of a new 3 -story, 19,035 sf building (1.57 FAR); to include ten (10) residential condominium units organized around a common access court that provides both vehicular and pedestrian access and site improvements. Two of the proposed units will be deed restricted to be sold at a rate affordable to households earning up to 80% of area median income. 2 0160168KB2_20250212_AY16 Item 13: Staff Report Pg. 3 Packet Pg. 83 of 288 *NOT YET APPROVED* Item 13 \ttachment A - Ordinance of the Council of the City (b) Merger of two existing lots and subdivision into ten (10) resident through a subdivision map, which will be filed at a later date. SECTION 4. Land Uses. (a) The following land uses shall be permitted: (1) Multi -family residential in accordance with the project des (2) Accessory Uses. SECTION 5. Site Development Regulations and Development Schedule. (a) Development Standards: Palo Alto Municipal Code (The Zoning Map) to Change the Classification of Property Located at 70 Encina Avenue from Service Commercial (CS) Zone to Planned Community Zone nits Development standards for the Subject Property shall be those conforming to the Development Plans. (b) Parking and Loading Requirements: The Owner shall provide parking and loading as set forth in the Development Plan. Specifically, the Owner shall provide four units with 1 space per unit and six units with 2 spaces per unit, for a total of 16 parking spaces. (c) Modifications to the Development Plan, Land Uses and Site Development Regulations: Once the project has been constructed consistent with the approved Development Plan, any modifications to the exterior design of the Development Plan or any new construction not specifically permitted by the Development Plan or the site development regulations contained in Section 5 (a) — (b) above shall require an amendment to this Planned Community zone. Any use not specifically permitted by this ordinance shall require an amendment to the PC ordinance, as required by Palo Alto Municipal Code 18.38.050. (g) Development Schedule: The project is required to include a Development Schedule pursuant to PAMC §18.38.100. The applicant has indicated that development is anticipated to begin in October 2025 and conclude in December 2026. Notwithstanding the above, construction of the project shall commence within two years of the effective date of this ordinance. Prior to expiration of this timeline, the Owner may seek a one year extension from the Director of Planning and Development Services. All construction and development of the project shall be complete within 3 years of the start of construction. SECTION 6. Public Benefits. (a) Public Benefits 0160168_KB2_20250212_AY16 3 Item 13: Staff Report Pg. 4 Packet Pg. 84 of 288 Item 13 *NOT YET APPROVED* Attachment A - Ordinance of the Council of the City of Palo Alto Amending Development of the Project Site under the provisions of the PC Planned C Section 18.08.040 of the ill result in public benefits not otherwise attainable by application of the reg Palo Alto Municipal Code districts or combining districts. (The Zoning Map) to Change the Classification The public benefit provided by the Project is two dwelling units at below of Property Located at 70 R„), affordable to households with income not exceeding 100% of area median Encina Avenue from eds the base requirement in Palo Alto Municipal Code Chapter 16.65, which w Service Commercial (CS) MR ZcetOPlanned unit and the payment of in -lieu fees. Community Zone (PC) SECTION 7. Environmental Review The City prepared an analysis of the project in accordance with CEQA Guidelines Section 15183 and confirmed that the Comprehensive Plan EIR, including any mitigation that would be addressed as required through that EIR, would adequately address the impacts of the proposed project. SECTION 8. Effective Date This ordinance shall be effective on the thirty-first day after the date of its adoption (second reading). INTRODUCED: PASSED: AYES: NOES: ABSTENTIONS: ABSENT: ATTEST: APPROVED: City Clerk Mayor APPROVED AS TO FORM: Assistant City Attorney City Manager Director of Planning and Development Services ri 0160168KB2_20250212_AY16 Item 13: Staff Report Pg. 5 Packet Pg. 85 of 288 *NOT YET APPROVED* Exhibit A Plan and Legal Description Item 13 1 Attachment A - Ordinance of the council of the city of Palo Alto Amending Section 18.08.040 of the Palo Alto Municipal Code (The Zoning Map) to Change the classification of Property Located at 70 Encina Avenue from Service Commercial (CS) Zone to Planned Community Zone 0160 168_KB2_202502 12_AY16 Item 13: Staff Report Pg. 6 Packet Pg. 86 of 288 *NOT YET APPROVED* Exhibit B Record of Land Use Action Item 13 1 Attachment A - Ordinance of the council of the city of Palo Alto Amending Section 18.08.040 of the Palo Alto Municipal Code (The Zoning Map) to Change the classification of Property Located at 70 Encina Avenue from Service Commercial (CS) Zone to Planned Community Zone 6 0160 168_KB2_202502 12_AY16 Item 13: Staff Report Pg. 7 Packet Pg. 87 of 288 Item 14 Item 14 Staff Report City Council Staff Report From: City Manager CITY O F Report Type: ACTION ITEMS PALO Lead Department: Planning and Development Services ALTO Meeting Date: May 5, 2025 Report #:2411-3799 TITLE PUBLIC HEARING / QUASI-JUDICIAL. 4075 El Camino Way [23PLN-00202]: Adoption of an Amendment to a Planned Community Ordinance (PC -5116) to Allow for Modifications to an Existing 121 -Unit Assisted Living and Memory Care Facility. Environmental Assessment: Exempt from the Provisions of the California Environmental Quality Act (CEQA) in Accordance with CEQA Guidelines Section 15301 (Modifications to Existing Facilities). RECOMMENDATION Staff recommends the City Council take the following actions: 1. Find the project exempt from CEQA in accordance with CEQA Guidelines Section 15301; 2. Adopt the ordinance in Attachment B, amending Planned Community Ordinance 5116; and 3. Approve the Record of Land Use Action in Attachment C based on findings and subject to conditions of approval. EXECUTIVE SUMMARY The applicant requests approval of an amendment to the existing Planned Community (PC) Zone District (PC -5116) to allow a 16 -unit addition to the existing 121 -unit assisted living facility (Palo Alto Commons). A map showing the location of the proposed project is included in Attachment A. In accordance with the PC process, Council held an initial prescreening to provide feedback on a conceptual plan. The Planning and Transportation Commission (PTC) also reviewed a conceptual plan and provided initial feedback. Following these early hearings and staff's review of the project, the Architectural Review Board (ARB) and PTC provided formal recommendations to Council. The ARB unanimously recommended approval of the proposed project. The PTC voted (3-2-2, Commissioners Hechtman and Templeton voting no, Commissioners Reckdahl and Lu recusing) and recommended approval of only a portion of the proposed project. Commissioners that dissented in this vote recommended approval of the project as proposed (no reduction in units). Item 14: Staff Report Pg. 1 Packet Pg. 88 of 288 Item 14 Item 14 Staff Report Staff recommends approval of the project as proposed by the applicant, as discussed further in this report. The City, acting as the lead agency, determined that the project is exempt from CEQA in accordance with CEQA guidelines Section 15301 (modifications to existing facilities). BACKGROUND Palo Alto Commons was originally approved in 1987 as a Planned Community (PC) project under Ordinance 3775. In 2011, the Avant building was added through Ordinance 5116, which incorporated Ordinance 3775 by reference.' The City Council reviewed a Prescreening application on August 7, 2023.2 Council expressed general support for the concept of adding units and provided feedback for further refinement. Comments included a request to reduce daylight plane intrusion, explore the feasibility of a fourth story, and develop a Transportation Demand Management (TDM) plan to address parking conditions. In response, the applicant made the following modifications: 1. Reduced the number of units facing Wilkie Way 2. Increased the total number of proposed units from 14 to 16 3. Stepped back second and third floors to reduce daylight plane encroachment 4. Submitted a draft TDM plan, which is under review by the Office of Transportation and included as a condition of approval (Attachment F) The Planning and Transportation Commission (PTC) reviewed conceptual plans on February 28 and June 12, 2024.3 Following the initial review, Commissioners requested additional information related to the daylight plane, parking demand, and potential noise impacts. At the June 12 meeting, the PTC recommended forwarding the project to the Architectural Review Board (ARB) and encouraged consideration of the following: • Increasing the rear setback to 20 feet to comply with PAMC 18.38.150 daylight plane standards • Incorporating privacy glazing, screening, or alternate window placement consistent with Individual Review (IR) Guidelines • Reducing noise impacts of the residents on the neighborhood through measures such as insulated windows 1 Ordinance 3775: https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=44592 Ordinance 5116: https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=47759 1 August 7, 2023 Report: https://cityofpaloaIto.primegov.com/Portal/Meeting?meetingTemplateld=12606 3 February 28, 2024 Report: https://cityofpaloaIto.primegov.com/Portal/Meeting?meetingTemplateld=13611 June 12, 2024 Report: https://cityofpaloaIto.primegov.com/Portal/Meeting?meetingTemplateld=13660 Item 14: Staff Report Pg. 2 Packet Pg. 89 of 288 Item 14 Item 14 Staff Report • Enhancing privacy through strategic landscaping for adjacent residents Staff does not support adding measures to address noise. At the PTC meeting, two neighbors stated occasionally being able to hear residents of Palo Alto Commons from their backyards. The PTC considered incorporating this into their motion, but ultimately did not gain majority support to do so. In June 2024, the California Supreme Court heard Make UC A Good Neighbor v. Regents of the University of California, and in their decision on the case determined that "social noise," from residents of a potential project is not considered a significant environmental effect and therefore not subject to CEQA analysis for residential projects. As a part of this determination, Staff cautions against requiring any measures designed to insulate against "social noise". The ARB held public hearings on July 18 and October 17, 2024.4 The applicant modified landscape screening in response to individual neighbor feedback, revised window placement and sizing to comply with Objective Design Standards and finalized the TDM plan. The ARB concluded that the project met privacy standards and was appropriately scaled to its surroundings, including with respect to daylight plane compliance. On October 17, the ARB unanimously recommended approval without further changes. The project returned to the PTC on December 11, 2024, for further review as required under the PC process.5 The discussion focused on daylight plane compliance and parking. The Commission voted (3-2-2) to recommend approval of only the seven units not facing Wilkie Way and denial of the nine rear -facing units and the proposed ground -floor office space. The motion also included recommendations to: Return the TDM plan to the PTC for further review Revise Findings to reflect the modified recommendation Remove past public benefits from consideration under the current PC Ordinance Commissioners supporting the motion cited PAMC Chapter 18.38, noting its more restrictive daylight plane provisions for PC projects near single-family homes. Dissenting Commissioners expressed support for the project as proposed. Commissioners Reckdahl and Lu recused due to their recent election to Council. Project Description The applicant requests an amendment to the existing PC Zone District (PC -5116) to allow 16 additional assisted living units and 172 square feet of staff office space within the Palo Alto Commons facility. Nine of the proposed units would face the adjacent single-family neighborhood. 4 July 18, 2024 Report: https://cityofpaloaIto.primegov.com/Portal/Meeting?meetingTemplateld=13877 October 17, 2024 Report: https://cityofpaloaIto.primegov.com/Portal/Meeting?meetingTemplate Id=13919 5 December 11, 2024 Report: https://cityofpaloaIto.primegov.com/Portal/Meeting?meetingTemplate Id=13772 Item 14: Staff Report Pg. 3 Packet Pg. 90 of 288 Item 14 Item 14 Staff Report Requested Entitlements, Findings and Purview: The following discretionary applications are being requested and subject to PTC purview: • Planned Community/Planned Housing Zone (PC/PHZ): As defined in PAMC 18.38, this zoning process allows for comprehensively planned developments that offer public benefits not otherwise achievable under existing zoning. Applications must be reviewed by the PTC and ARB before final action by the City Council. ANALYSIS The proposed project has been analyzed in accordance with all relevant plans, policies, and regulations adopted by the City. Staff's review finds the project consistent with all relevant plans, policies, and regulations, as detailed throughout this report, and therefore recommends approval of the project as proposed. The ARB concurred and their recommendation is consistent with the staff recommendation. The PTC differed, and their recommendation reduces the project scope from the staff recommendation. Neighborhood Setting and Character Palo Alto Commons is on the same parcel as the Avant Independent Living Facility. The neighborhood includes residential (RM-20) to the west, single-family (R-1) residential to the north, and the Goodwill store (CN) to the east. Across El Camino Way, West Meadow Drive, and El Camino Real there are other multi -family and commercial uses. Heights in the area range from one to three stories and include a variety of architectural styles. The proposed addition would not change the overall height of the building. Consistency with the Comprehensive Plan, Area Plans, and Guidelines6 The site has a Comprehensive Plan land use designation that includes both Multiple -Family Residential, for a portion of the site adjacent to single-family, and Neighborhood Commercial for the portion towards El Camino Way. Multiple -Family Residential land use designation permits densities ranging from 8 to 40 units and 8 to 90 persons per acre and indicates that densities should be on the lower end of the scale next to single-family residential areas. Neighborhood Commercial land use designation includes shopping centers as well as street - front stores serving the immediate neighborhood. Higher density residential and mixed -use projects may be allowed in specific locations. Although assisted living units are not counted toward the City's regional housing needs assessment or RHNA, they nonetheless have many characteristics of a "residential" use. The project provides senior living facilities that align with the multiple -family and neighborhood commercial land use designations. The project includes the addition of senior living units to an existing facility. Therefore, no change is proposed to the existing land use. 6 The Palo Alto Comprehensive Plan is available online: bit.ly/PACompPlan203O Item 14: Staff Report Pg. 4 Packet Pg. 91 of 288 Item 14 Item 14 Staff Report On balance, staff find that the project is consistent with the policies in the Comprehensive Plan and therefore fulfills the goals of the Plan as well. A detailed staff review of the project's consistency with the Comprehensive Plan is provided in Attachment C. Zoning Compliance? Attachment D provides a detailed review of the proposed project's consistency with the existing zone district, PC -5116. Because the existing Planned Community zone district ties to the specific existing development, which included specifications for the number of allowed units, the proposed project modifications, which add 16 units to the site plan, would require an amendment to the existing PC Ordinance. The following key modifications are proposed to the existing PC Ordinance and associated development plan: • The density and provided units would increase by 16 units; • The allowed lot coverage and floor area would increase to accommodate the approximately 6,890 square foot addition; • The minimum setback would decrease from 8 feet to 6 feet for the southwestern property line adjacent to Goodwill; and • The parking ratio provided would reduce from 0.46 spaces per unit (1.16 spaces per 2.5 beds) to 0.41 spaces per unit (1.01 spaces per 2.5 beds), as no additional spaces are being provided. However, this is consistent with the standard code requirement for this use, which is one space per 2.5 beds. Daylight Plane The applicable daylight plane regulation has been a point of contention throughout the application review process for area residents. The original PC (PC -3775), incorporates the R-1 side daylight plane as the standard requirement, measured at 10 feet vertical and a 45 degree angle at the property line. Staff believes the R-1 side daylight plane was chosen at the time because the property contains street frontage on West Meadow Drive, making the side adjacent to the Wilkie Way neighbors an interior side yard. The proposed addition complies with the R-1 side daylight plane. In its review of the project, the ARB agreed that this daylight plane standard was appropriate for the project this determination and that the proposed scale of the addition overall was compatible to the surrounding neighborhood. However, several PTC Commissioners disagreed and favored a more restrictive daylight plane standard, citing PAMC Chapter 18.38 daylight plane for PC projects that are less than 60% residential and adjacent to single-family neighborhoods, or the PAMC Chapter 18.12 R-1 rear daylight plane as more appropriate standards. This more restrictive standard would require a 7 The Palo Alto Zoning Code is available online: bit.ly/PAZoningCode Item 14: Staff Report Pg. 5 Packet Pg. 92 of 288 Item 14 Item 14 Staff Report minimum 10 foot setback from the R-1 zoned property with an approximately 30% daylight plane starting at ten feet in height. The proposed project does not meet this more restrictive standard. The PTC discussed other nuances related to the daylight plane but ultimately, the original PC ordinance established the standard that staff used to evaluate the proposed addition. The City Council, in its review of the project may consider the appropriateness of the standard used to evaluate the project. Privacy Many of the neighboring residents along Wilkie Way have expressed concerns regarding privacy, specifically from the nine units along the rear of the building. Proposals for privacy treatment were described as balancing the need for privacy with livability for the residents. Through the review process, staff and the ARB encouraged modifications to the design to conform to the objective design standards for privacy. All of these units in the current plans provide windows that meet the Objective Design Standards in PAMC 18.24.050(2)(C) and (D), primarily utilizing five-foot sill heights or having the angles at a 45 -degree angle to the property line, or by being more than 30 feet away from the nearest window it is facing. Boardmembers noted a perspective that the zig-zag design of the building and the proposed tree planting in particular effectively address privacy. Noise The Noise Study (linked in Attachment F, and CEQA document Attachment A) prepared for the project found the existing Palo Alto Commons building and proposed addition comply with PAMC Chapter 9.10 Noise. As a part of the public hearing process, a neighbor identified a noise issue associated with the water heater system at the Avant building. A Code Enforcement case is open and a building permit application to address the issue is under review. Staff does not consider this case as relevant to the proposed project scope, as it is located in a different building. Shade and Landscaping Neighbors have expressed concern about an increase in shade from the building additions and the landscaping. In response to PTC and ARB feedback, the applicant held a neighborhood meeting on August 22, 2024, to discuss landscaping with individual neighbors. Based on feedback from the neighbors, six evergreen trees and two deciduous trees have been proposed to fill gaps in the existing landscape screen. Sheet A1.6 of the plans in Attachment F show the revised landscaping plan. The plans also include an extensive shadow study (sheets A5.21 - A5.24) showing an increase in shade would be minimal and limited to the winter months. Public Benefit The project provides additional assisted living units, providing services to more seniors who need a high level of care. Although these units are not considered as dwelling units towards the City's RHNA, they provide a safe place for seniors to live. These units themselves are therefore Item 14: Staff Report Pg. 6 Packet Pg. 93 of 288 Item 14 Item 14 Staff Report proposed as the public benefit associated with this PC amendment and were considered so during the initial PC application. PC -5116 for the existing development provided three public benefits: 1) rental senior assisted housing (with provisions for aging in place); 2) Roadway, pedestrian and bus stop improvements; and 3) A contribution of $100,000 to Avenidas to be ear -marked for the age at home program for low-income seniors. The PTC asked for these items to be removed from the PC Ordinance as the right of way improvements and Avenidas payment were all completed over ten years ago. However, Staff recommends they be maintained as a part of the record, by incorporating them into the PC Ordinance. Multi -Modal Access and Parking Neighbors have consistently commented on parking and traffic impacts. Additionally, the PC - 5116 and preceding PC -3775 conditions of approval both required TDM plans that were not sufficiently maintained in the past. As such, a new TDM plan has been prepared and will be monitored as a condition of approval, with specific deliverables that must be provided to the City to document compliance. Elements from the TDM plan have already been implemented, and annual reporting will begin one year from project approval. Typically, a TDM plan is prepared to allow a reduction in the number of parking spaces provided or to reduce peak single occupancy vehicle trips. However, the property contains a sufficient number of spaces for the expanded use. Therefore, this TDM plan facilitates transit alternatives, and is focused on better utilization of existing spaces, including providing direction for staff and visitors to park on site instead of in the neighborhood. The applicant has provided a revised TDM and a new Parking Plan (Attachment F). The Parking Plan reinforces the parking procedures the applicants have provided verbally at previously meetings, and the TDM plan, and provides assurance that parking on adjacent streets is discouraged moving forward. Compliance with the TDM plan and Parking plan are included in the Conditions of Approval. Conformance with Prior ADorovals and Existine Ordinance As a part of the project analysis, it came to the attention of Staff that the existing conditions of Ordinance 3775 have not been consistently applied over the years. In addition to the TDM plan as discussed, Palo Alto Commons is required to provide preference to residents of Palo Alto and their families (Ord. 3775 Section 3(a)(9)), as well as an annual report regarding building occupancy (Ord. 3775 Section 3(d)). All prior conditions apply to the existing and proposed project. Specifically, the annual report requires the following data to be disclosed: • Occupancy/vacancy status • Number and age of occupants • Number of employees Item 14: Staff Report Pg. 7 Packet Pg. 94 of 288 Item 14 Item 14 Staff Report • Number of residents and employees who use parking spaces • Copy of Renewal License for Residential Care Facility Staff recommends Council consider the purpose and benefit of this information. If annual reports are considered necessary, then Staff recommends removing "age of occupants" from the annual report requirements for privacy reasons. The Planning Department does not have records of an annual report being submitted in any prior years, however staff acknowledges this is out of compliance with the Conditions of Approval, and Palo Alto Commons shall provide annual reports moving forward, unless this requirement is modified or removed. Consistency with Application Findings Staff analysis finds that the proposed project is consistent with the relevant Planned Community and Architectural Review findings required, as detailed in PAMC Chapter 18.38, as detailed in Attachment C (record of land use action). In summary, the PC request supports the existing use and expands the senior housing public benefit. The proposed project is an incremental expansion of the existing use, which appears compatible with the neighborhood based on the criteria discussed in this report. The site is shared with an independent senior living apartment building, and other surrounding uses are currently mostly single-family houses, as well as condominiums and the Goodwill store. The character of the neighborhood will remain the same, and improvements are being made to privacy landscaping bordering the single-family neighborhood. The proposed addition is consistent with the existing height and existing PC daylight plane, which combined with new landscaping, preservation of existing landscaping, and privacy measures for new windows, will maintain an appropriate mass and character adjacent to the residential neighborhood. The new assisted living and memory care units will provide an important service to seniors in the community. The project proposes high -quality materials in a variety of colors appropriate for a residential building, and the variety of colors helps break up the massing. The new sloped roof areas will also add visual interest and enhance the residential feel. The design is functional and proposes improvements to existing parking conditions through the implementation and monitoring of a TDM plan. FISCAL/RESOURCE IMPACT Processing of this application has no fiscal impact as applicants are responsible for staff and consultant costs through applicable fees through the deposit -based cost recovery program. The proposed addition requires payment of development impact fees, which are currently estimated at $382,000. STAKEHOLDER ENGAGEMENT The Palo Alto Municipal Code requires notice of this public hearing be published in a local paper and mailed to owners and occupants of property within 600 feet of the subject property at Item 14: Staff Report Pg. 8 Packet Pg. 95 of 288 Item 14 Item 14 Staff Report least ten days in advance. Notice and postcard mailing in advance of a public hearing for this project was published in the Daily Post on April 23, 2025, which is 12 days in advance of the meeting. Public Comments All previously submitted written comments on this project are included in Attachment E. In general, the key concerns raised include: • Loss of privacy • Reduced access to natural sunlight • Insufficient parking • Opposition to any zoning code exceptions for the proposed addition • Concern that WellQuest, as a for-profit entity, does not prioritize the interests of neighboring residents • Potential negative impacts on property values and overall quality of life • Questions about compliance with conditions of approval included in PC -3775 ENVIRONMENTAL REVIEW The subject project has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State CEQA Guidelines, and the environmental regulations of the City. The City, acting as the lead agency, has determined that the project is exempt from CEQA in accordance with CEQA Guidelines Section 15301 (existing facilities). Attachment F summarizes the project's eligibility for a Class 1 exemption and why none of the exceptions to the exemptions apply to this project. ALTERNATIVE ACTIONS In addition to the recommended action, City Council may: 1. Approve the project with modified findings or conditions; 2. Continue the project to a date (un)certain; or 3. Deny project based on revised findings. ATTACHMENTS Attachment A: Location Map Attachment B: Draft PC Ordinance Attachment C: Draft Record of Land Use Action Attachment D: Zoning Consistency Analysis Attachment E: Public Comment Attachment F: Link to Project Plans and Environmental Analysis APPROVED BY: Jonathan Lait, Planning and Development Services Director Item 14: Staff Report Pg. 9 Packet Pg. 96 of 288 Item 14: Staff Report Pg. 10 Packet Pg. 97 of 288 Item 14: Staff Report Pg. 11 Packet Pg. 98 of 288 Item 14 Attachment B - Draft PC * NOT YET APPROVED Ordinance Ordinance No. Ordinance of the Council of the City of Palo Alto Amending Section 18.08.040 of the Palo Alto Municipal Code (The Zoning Map) to Amend PC Planned Community Zone (PC -5116) to Allow an Addition to an Existing Senior Assisted Living Facility 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. On March 21, 2011, the City Council adopted Ordinance No. 5116, creating PC Planned Community 5116. B. On August 9, 2023, Irwin Partner Architects on Behalf of Wellquest Living submitted an application for an Ordinance Amending Planned Community Zone District 5116 (PC -5116) to allow a 16 -Unit addition and 172 square feet of support space to an existing 121 -unit Assisted Living and Memory Care Facility ("The Project") at 4041 and 4075 El Camino Way (the "Subject Property"). C. Following Staff Review, the Planning and Transportation Commission (Commission) reviewed the project on February 28, 2024 and June 12, 2024 and recommended the project to the Architectural Review Board. D. The Architectural Review Board reviewed the project on July 18, 2024 and October 17, 2024; and recommended approval of the project to the City Council. E. The Planning and Transportation Commission reviewed the project on December 11, 2024 and moved to advance the project to Council, recommending approval of only the seven units which do not face Wilkie Way and denial of the nine units and ground floor office space which faces towards the neighborhood. The motion also recommended returning the Transportation Demand Management plan to the Commission for approval, revising the Findings to reflect the Commission's recommendation, and removing consideration of past public benefits from the PC Ordinance. Approval of the Planned Community Project would constitute a project under the provisions of the California Environmental Quality Act of 1970, together with related state and local implementation guidelines promulgated thereunder ("CEQA"). G. The City is the Lead Agency pursuant to Public Resources Code section 21067 as it has the principal responsibility to approve and regulate the Planned Community Project. 0290163 kb2 2024 1204 ms29 Item 14: Staff Report Pg. 12 Packet Pg. 99 of 288 Item 14 Attachment B - Draft PC * NOT YET APPROVED Ordinance H. The City, in compliance with CEQA, determined the project to be Categorically Exempt from CEQA per Section 15301 of the CEQA Guidelines (Existing Facilities). The Council is the decision -making body for approval of the Planned Community Project. The site is so situated, and the use or uses proposed for the site are of such characteristics that the application of general districts or combining districts will not provide sufficient flexibility to allow the proposed development. Specifically, the project modifies an existing Planned Community Project (PC 5116) and includes 16 additional units, beyond the 121 units approved in ordinance 5116, and associated modifications to the development plan in accordance with this change. K. Development of the site under the provisions of the PC planned community district will result in public benefits not otherwise attainable by application of the regulations of general districts or combining districts, as set forth in Section 6 of this ordinance. The use or uses permitted, and the site development regulations applicable within the district are consistent with the Palo Alto Comprehensive plan, and compatible with existing and potential uses on adjoining sites or within the general vicinity. SECTION 2. Amendment of Zonine Ma Section 18.08.040 of the Palo Alto Municipal Code, the "Zoning Map," is hereby amended by changing the zoning of the property formerly zoned as PC Planned Community Zone 5116 from PC Planned Community Zone 5116 to "PC Planned Community Zone ". SECTION 3. Proiect Description. The Project as a whole is described in the Development Plan titled "PALO ALTO COMMONS Wellquest Living" and uploaded to the Palo Alto Online Permitting Services Citizen Portal on October 4, 2024. The Development Plan and approved supplemental materials and conditions included as part of Ordinance 5116 and Ordinance 3775 are incorporated into this ordinance by reference. With respect to the Subject Property, the project comprises the uses included in this Ordinance, depicted on the Development Plans, incorporated by reference, including the following components: (a) Modifications to an existing 121 -unit assisted living and memory care facility, approved as part of PC Planned Community 5116. The additions would include construction of 16 additional assisted living units (approximately 6,720 square feet) and 172 square feet of additional support space. SECTION 4. Land Uses. (a) The following land uses shall be permitted: 0290163 kb2 2024 1204 ms29 2 Item 14: Staff Report Pg. 13 Packet Pg. 100 of 288 Item 14 Attachment B - Draft PC * NOT YET APPROVED Ordinance Senior Housing; 2. Eating and Drinking Services for use by residents, employees, and their guests; 3. Personal Services for use by residents, employees, and their guests; 4. Retail Services for use by residents, employees, and their guests; 5. Recreational Facilities for use by residents, employees, and their guests; 6. Administrative Offices for administration of Palo Alto Commons; 7. Medical care for residents as is customarily associated with senior assisted living facilities; and 8. Accessory Uses. SECTION 5. Site Development Regulations and Development Schedule. (a) Development Standards: Development standards for the Subject Property shall be those conforming to the Development Plan. (b) Parking and Loading Requirements: The Owner shall provide parking and loading as set forth in the Development Plan and Transportation Demand Management Plan, entitled "Palo Alto Commons 4075 El Camino Way Transportation Demand Management Plan," uploaded to Accela on October 4, 2024. (c) Modifications to the Development Plan, Land Uses and Site Development Regulations: Once the project has been constructed consistent with the approved Development Plan, any modifications to the exterior design of the Development Plan or any new construction not specifically permitted by the Development Plan or the site development regulations contained in Section 5 (a) — (b) above shall require an amendment to this Planned Community zone. Any use not specifically permitted by this ordinance shall require an amendment to the PC ordinance. (d) Development Schedule: The project is required to include a Development Schedule pursuant to PAMC §18.38.100. The approved Development Schedule is set forth in the Applicant 0290163 kb2 2024 1204 ms29 3 Item 14: Staff Report Pg. 14 Packet Pg. 101 of 288 Item 14 Attachment B - Draft PC * NOT YET APPROVED Ordinance Project Description Letter, and anticipates commencing in April 2025 and concluding in October 2026. Construction of the project shall commence within two years of the effective date of this ordinance. Prior to expiration of this timeline, the Owner may seek a one year extension from the Director of Planning and Development Services. SECTION 6. Public Benefits. (a) Public Benefits: Development of the Project Site under the provisions of the PC Planned Community District will result in public benefits not otherwise attainable by application of the regulations of general districts or combining districts. The public benefit provided by the Project is providing a safe place for Palo Alto residents and other seniors to age and making improvements to the existing facility to expand and improve these services. (b) Monitoring of Conditions and Public Benefits: Not later than three (3) years following issuance of a certificate of occupancy and at least every three (3) years thereafter, the Owner shall request that the City review the Project for compliance with the PC district regulations and the conditions of approval for the associated development. The applicant shall provide adequate funding to reimburse the City for these costs. If conditions or benefits are found deficient by staff, the applicant shall correct such conditions in not more than 90 days from notice by the City. If correction is not made within the prescribed timeframe, the Director of Planning and Development Services will schedule review of the project before the Planning and Transportation Commission and Council to determine appropriate remedies, fines or other actions. SECTION 7. Environmental Review. The project would not result in a substantial expansion of the current use and is therefore eligible for a categorical exemption from CEQA under Section 15301 of the CEQA Guidelines (Existing Facilities). // // // // 0290163 kb2 2024 1204 ms29 Item 14: Staff Report Pg. 15 Packet Pg. 102 of 288 Item 14 Attachment B - Draft PC * NOT YET APPROVED Ordinance SECTION 8. Effective Date. This ordinance shall be effective on the thirty-first day after the date of its adoption (second reading). INTRODUCED: PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney 0290 163 kb2 2024 1204 ms29 Mayor APPROVED: City Manager Director of Planning and Development Services Item 14: Staff Report Pg. 16 Packet Pg. 103 of 288 5 LEGAL DESCRIPTION EXHIBIT A Item 14 Attachment B - Draft PC Ordinance ORDER NO. : 0623019724 The land referred to is situated in the County of Santa Clara, City of Palo Alto, State of California, and is described as follows: PARCEL ONE: A portion of Lots 4, 5, 6 and 10, as shown upon that certain map entitled, "The J.J. Morris Real Estate Co. Subdivision of the Cogan Tract", which map was filed for record in the Office of the Recorder of the County of Santa Clara, State of California on November 5, 1907 in Book "M" of Maps, Page 3, and all of Parcel 1, as shown on Parcel Map filed February 24, 1989 in Book 596 of Maps, at Page(s) 36, Santa Clara County Records and more particularly described as follows: Beginning at a point on the Northerly line of West Meadow Drive (70' wide) (formerly Diss Rd.), said point also being the Southeasterly corner of Parcel 1, as shown on Parcel Map filed February 24, 1989 in Book 596 of Maps, at Page(s) 36; Thence along the Northerly line of West Meadow Drive North 33° 31' 45" East, 91.03 feet to the Easterly corner of said Parcel 1; Thence leaving Northerly line of West Meadow Drive along the Northerly line of said Parcel 1, North 56° 30' 25" West, 449.00 feet to the Northerly corner of said Parcel 1, said point also lying on the dividing line between said Lots 10 and 11 of said J.J. Morris Subdivision; Thence along said dividing line between said Lots 10 and 11, North 33° 31' 45" East, 20.22 feet to the most Southerly corner of that certain parcel of land conveyed from Ida Catherine Miller, also known as Ida C. Miller to Tom L. Jones et ux, by Deed dated January 22, 1968 and recorded February 8, 1968 in Book 8019 of Official Records, Page 539, Santa Clara County Records; Thence along the Southwesterly line of said parcel of land conveyed to Tom L. Jones et ux, North 56° 31' 00" West, 120.00 feet to the most Westerly corner thereof, said point also lying on the dividing line between Lots 9 and 10 of said J.J. Morris Subdivision; Thence along said dividing line between Lots 9 and 10 of said J.J. Morris Subdivision South 33° 31' 45" West, 78.00 feet to the common corner for Lots 5, 6, 9 and 10 of said J.J. Morris Subdivision; Thence along the dividing line between said Lots 6 and 9 North 56° 25' 15" West, 16.00 feet; Thence leaving said last named dividing line and parallel with the dividing line between said Lots 5 and 6, South 33° 31' 45" West, 150.91 feet to the Northerly line of that certain parcel as acquired by the City of Palo Alto, a municipal corporation, by Final Judgment of Condemnation Action No. P13260 Issued Out of Line, Superior Court of the State of California in and for the County of Santa Clara, a certified copy of which was recorded June 26, 1968 in Book 8170 of Official Records, Page 298, Santa Clara County Records; Thence, along the Northerly boundary of said parcel as acquired by the City of Palo Alto, along a non -tangent curve to the left having a radius of 112.00 feet, a central angle of 30° 29' 56", a tangent length of 30.53 feet, the long chord of which bears South 24° 32' 12" East for a distance of 58.92 feet with a radial line in of North 80° 42' 46" East and a radial line out of South 50° 12' 50" West for an arc length of 59.62 feet to a point; Thence South 33° 31' 45" West, 0.77 feet to the Northeasterly line of El Camino Way, formerly Page 1 of 2 Item 14: Staff Report Pg. 17 Packet Pg. 104 of 288 Item 14 Attachment B - Draft PC Ordinance San Francisco -San Jose Road; Thence along said Northeasterly line of El Camino Way South 56° 25' 15" East, 326.10 feet to the corner of said Parcel 1, as shown on Parcel Map filed February 24, 1989 in Book 596 of Maps, at Page(s) 36, said corner is also the Southernmost corner of Parcel A, as shown on Parcel Map filed September 26, 1986 in Book 565 of Maps, Page 19, Santa Clara County Records; Thence along the lines of said Parcel 1, as shown on Parcel Map filed February 24, 1989 in Book 596 of Maps, at Page(s) 36 North 33° 33' 21" East, 150.42 feet and South 56° 25' 15" East, 208.83 feet to the point of beginning. This legal description is pursuant to "Certificate of Compliance (Lot Line Adjustment - Merger)" recorded July 26, 2012 as Instrument No. 21764853 of Official Records. PARCEL TWO: A non-exclusive easement for ingress and egress and the installation and maintenance of public utilities over the Northwest 9 feet of Parcel A, as reserved in the Deed from Rufus A. Tracy Jr., et al to Rick's Swiss Chalet, a California corporation, recorded August 18, 1970 in Book 9023 at Page 592, Santa Clara County Official Records. APN: 132-43-177 Page 2 of 2 Item 14: Staff Report Pg. 18 Packet Pg. 105 of 288 Item 14 Attachment C - Draft Record of Land Use Action APPROVAL NO. 2024 - RECORD OF THE COUNCIL OF THE CITY OF PALO ALTO LAND USE ACTION FOR 4075 El Camino Way ADOPTION OF AN ORDINANCE TO AMEND PLANNED COMMUNITY 5116 to PLANNED COMMUNITY (PC) (FILE NO. 23PLN-00202) On May 5, 2025, the City Council of the City of Palo Alto ("City Council") adopted Ordinance approving an amendment to Planned Community (PC) 5116 to allow a 16 -Unit addition to an existing 121 unit Assisted Living and Memory Care Facility (Palo Alto Commons). In approving the application, the Council make the following findings, determination and declarations: SECTION 1. Background. A. Irwin Partner Architects on Behalf of Wellquest Living Requests Approval of a an Ordinance Amending Planned Community Zone District 5116 (PC -5116) to allow a 16 -Unit addition and 172 sf of support space to an existing 121 -unit Assisted Living and Memory Care Facility. ("The Project"). B. The Project site is located on a 110,642 sf (2.54 -acre) site on APN 132-43-177 located at 4075 El Camino Way. The Site is designated on the Comprehensive Plan land Use Map with a split land -use designation of Multi -family and Community Neighborhood and is Zoned Planned Community 5116. C. On August 7, 2023 City Council conducted a prescreening review of the proposed legislative actions in accordance with PAMC 18.79. D. On February 28, 2024 Planning and Transportation Commission (PTC) reviewed the project held a duly noticed public hearing and recommended the project return to the PTC. On June 12, 2024 the PTC held a duly noticed public hearing and recommended that the applicant submit the proposed plans to the Architectural Review Board based on the conceptual design and proposed project in accordance with the Planning Community Rezoning process set forth in 18.38. E. Following PTC and staff review, on July 18, 2024 the ARB held a public hearing to review the project design and recommend modifications in accordance with the ARB findings for approval. On October 17, 2024 ARB held a duly noticed public hearing and recommended approval. F. On December 11, 2024 PTC held a duly noticed public hearing and recommended approval of only the seven units which do not face Wilkie Way, and to recommend denial of the other nine units and ground floor office space which faces towards the neighborhood. G. On May 5, 2025, City Council held a duly noticed public hearing, at which evidence was presented and all person were afforded an opportunity to be heard in accordance with the Palo Alto Municipal Code and the Council's Policies and Procedures. After hearing public testimony, the Council voted to the project subject to the conditions set forth in Section 6 of this Record of Land Use Action. SECTION 2. Environmental Review. On May 5, 2025, the City Council, as the lead agency for the Project, has determined that the project is categorically exempt from the provisions of the California Environmental Quality Act (CEQA) in accordance with CEQA Guidelines Section 15301 because it includes minor modifications to an existing building that involves negligible expansion of use. A document analyzing the project's Page 1 of 11 Item 14: Staff Report Pg. 19 Packet Pg. 106 of 288 Item 14 Attachment C - Draft Record of Land Use Action eligibility for a categorical exemption was prepared. The document is available on file with the Planning and Development Services department and on the project webpage, as an attachment to the May 5, 2025 Staff Report. SECTION 3. Planned Community Find Finding #1: The site is so situated, and the use or uses proposed for the site are of such characteristics that the application of general districts or combining districts will not provide sufficient flexibility to allow the proposed development. The project is consistent with Finding #1 because: The proposed project amends the existing Planned Community zoning in order to accommodate 16 additional Assisted Living units. Because the existing PC 5116 specifies the exact number of units to be constructed on the site (121), modification of the zoning ordinance is necessary to reflect the proposed unit count. Finding #2: Development of the site under the provisions of the PC planned community district will result in public benefits not otherwise attainable by application of the regulations of general districts or combining districts. In making the findings required by this section, the planning commission and city council, as appropriate, shall specifically cite the public benefits expected to result from use of the planned community district. The project is consistent with Finding #2 because: PC 5116 provides three public benefits offered for the existing Palo Alto Commons Development: 1) rental senior assisted housing (with provisions for aging in place); Roadway, pedestrian and bus stop improvements; and 3) A contribution of $1000,000 to Avenidas to be ear -marked for the age at home program for low-income seniors. development. Similar to the existing development, the public benefit for the proposed amendment would be addition of these 16 rental assisted living units, which will provide services to more seniors who need a high level of care. Although these units are not considered as dwelling units towards the Regional Housing Needs Allocation (RHNA), they provide a safe place to live for seniors. Finding #3: The use or uses permitted, and the site development regulations applicable within the district shall be consistent with the Palo Alto Comprehensive Plan, and shall be compatible with existing and potential uses on adjoining sites or within the general vicinity. The project is consistent with Finding #3 because: This project is consistent with the Palo Alto Comprehensive Plan, as described further in Architectural Review Finding #1 below. The proposed project is a negligible expansion of the existing use, which is compatible with the neighborhood. The site is shared with an independent senior living apartment building, and other surrounding uses are currently mostly one- to two-story single-family houses, as well as condominiums and the Goodwill store. The character of the neighborhood will remain the same, and improvements are being made to privacy landscaping bordering the single-family neighborhood. SECTION 4. Architectural Review Findi Finding #1: The design is consistent with applicable provisions of the Palo Alto Comprehensive Plan, Zoning Code, coordinated area plans (including compatibility requirements), and any relevant design guides. Page 2 of 11 Item 14: Staff Report Pg. 20 Packet Pg. 107 of 288 Item 14 Attachment C - Draft Record of Land Use Action The project is consistent with Finding #1 because: In conformance with the following Comp Plan Goals and Policies, the project will include high quality design compatible with surrounding development. Comp Plan Goals and Policies How project adheres or does not adhere to Comp Plan The Comprehensive Plan land use designation for The project maintains the existing use of the site is a split land use that includes both Assisted Living. Multiple Family Residential and Neighborhood Commercial. Land Use Element Policy L-1.3 Infill development in the urban This project proposes to expand an existing service area should be compatible with its facility, in a manner that is compatible with the surroundings and the overall scale and character neighborhood and will improve the services of the city to ensure a compact, efficient provided. development aattern. Policy L-2.11 Encourage new development and As a part of the project, landscaping is being redevelopment to incorporate greenery and improved to provide better privacy and more natural features such as green greenery. rooftops, pocket parks, plazas and rain gardens. Policy L-6.1 Promote high -quality design and site The proposed building additions will meet the planning that is compatible with high -quality standards of the Architectural Review surrounding development and public spaces. Policy L-6.7 Where possible, avoid abrupt changes in scale and density between residential and non-residential areas and between residential areas of different densities. To promote compatibility and gradual transitions between land uses, place zoning district boundaries at mid -block locations rather than along streets wherever possible. Board. The proposed addition does not add additional height to the building, which borders a single- family residential neighborhood. The new windows are proposed with privacy measures and privacy landscaping is being added to and/or maintained. Policy L-6.8 Support existing regulations that The proposed addition complies with the R-1 side preserve exposure to natural light for single yard daylight plane that was initially applied to family residences. the existing building and adopted in PC Ordinance 3775. A shadow study was prepared that showed the increases in shadows as a result of the addition would be minimal. Element Policy T-1.2 Collaborate with Palo Alto employers In keeping with this policy and the related policy and business owners to develop, implement and programs, a TDM plan will reduce the number of expand comprehensive programs like the TMA to single -occupant vehicle employee trips. reduce single -occupant vehicle commute trips, including through incentives. Page 3 of 11 Item 14: Staff Report Pg. 21 Packet Pg. 108 of 288 Item 14 Attachment C - Draft Record of Land Use Action Policy T-5.11 Work to protect residential areas The proposed TDM plan and parking plan are from parking impacts of nearby businesses and expected to minimize parking impacts of Palo Alto uses, recognizing that fully addressing some Commons on the nearby neighborhood. existing intrusions may take time. As an amendment to a Planned Community, adoption of the zoning ordinance to allow for the proposed modifications to the development, and specifically the total number of units would ensure that the project is in compliance with the zoning ordinance in accordance with the provisions set forth in the municipal code. No other design guidelines or documents apply to this location. Finding #2: The project has a unified and coherent design, that: a. creates an internal sense of order and desirable environment for occupants, visitors, and the general community, b. preserves, respects and integrates existing natural features that contribute positively to the site and the historic character including historic resources of the area when relevant, c. is consistent with the context -based design criteria of the applicable zone district, d. provides harmonious transitions in scale, mass and character to adjacent land uses and land use designations, e. enhances living conditions on the site (if it includes residential uses) and in adjacent residential areas. The project is consistent with Finding #2 because: This project balances adding new units to the existing building, while making improvements to the existing operations. The new TDM plan will improve parking and vehicle circulation for occupants, visitors, and staff. The proposed addition is consistent with the existing height and existing PC daylight plane, which combined with new landscaping and privacy measures for new windows, will maintain an appropriate mass and character adjacent to the residential neighborhood. The new assisted living and memory care units will provide an important service to seniors in the community. Finding #3: The design is of high aesthetic quality, using high quality, integrated materials and appropriate construction techniques, and incorporating textures, colors, and other details that are compatible with and enhance the surrounding area. The project is consistent with Finding #3 because: The project proposes horizontal siding in a variety of colors, including gray, blue, and khaki, with brown awnings, and white railings. This palette is appropriate for a residential building, and the variety of colors helps break up the massing. The change from white trim to brown trim helps to visually minimize the height, while white emphasizes it. Existing balcony railings will remain, and balcony awnings will be replaced in the new color scheme. New sloped roof area will also add visual interest and enhance the residential feel. The corners will be finished in a manner that meets the requirements of the Architectural Review Board. Finding #4: The design is functional, allowing for ease and safety of pedestrian and bicycle traffic and providing for elements that support the building's necessary operations (e.g. convenient vehicle access to property and utilities, appropriate arrangement and amount of open space and integrated signage, if applicable, etc.). The project is consistent with Finding #4 because: Page 4 of 11 Item 14: Staff Report Pg. 22 Packet Pg. 109 of 288 Item 14 Attachment C - Draft Record of Land Use Action Functional operations of this building is important because the building has multiple shifts of approximately 50 employees. The TDM plan will help manage parking on site and encourage staff and visitors to take alternative modes of transportation through provisions such as the addition of bicycle parking. Residents are not expected to drive vehicles. The existing number of parking spaces is sufficient for the proposed number of assisted living beds, consistent with the zoning code requirements. Finding #5: The landscape design complements and enhances the building design and its surroundings, is appropriate to the site's functions, and utilizes to the extent practical, regional indigenous drought resistant plant material capable of providing desirable habitat that can be appropriately maintained. The project is consistent with Finding #5 because: The project primarily maintains existing landscaping. No trees are proposed for removal. An additional 8 trees, four Tupelo and four Forest Pansey Redbud are proposed to fill gaps in the existing screening. While normally evergreen trees are preferred for privacy, deciduous trees are proposed at the request of neighbors who would like to minimize additional shade in their backyards. Proposed trees are low to medium water use. Windows on the new addition were also designed in a manner that respects privacy of adjacent neighbors including higher sill heights and angling of windows to reduce views into neighboring yards. Finding #6: The project incorporates design principles that achieve sustainability in areas related to energy efficiency, water conservation, building materials, landscaping, and site planning. The project is consistent with Finding #6 because: In accordance with the City's Green Building Regulations, the building will satisfy the requirements for CALGreen Mandatory + Tier 2. SECTION 5. Development Plan Approval. The plans submitted for Building Permit shall be in substantial conformance with those plans prepared by the applicant titled Palo Alto Commons, Wellquest Living, 4075 El Camino Way, Palo Alto, CA 94306, consisting of 79 pages, uploaded to Accela Citizen Access on October 4, 2024, except as modified to incorporate the conditions of approval in Section 6. A copy of these plans is on file in the Department of Planning and Community Development. The conditions of approval in Section 6 shall be printed on the cover sheet of the plan set submitted with the Building Permit application. SECTION 6. Conditions of Approval. PLANNING DIVISION 1. CONFORMANCE WITH PLANS: Construction and development shall conform to the approved plans entitled, " Palo Alto Commons, Wellquest Living, 4075 El Camino Way, Palo Alto, CA 94306" uploaded to the Palo Alto Online Permitting Services Citizen Portal on October 4, 2024, as modified by these conditions of approval. 2. BUILDING PERMIT: Apply for a building permit and meet any and all conditions as contained in this document. Page 5 of 11 Item 14: Staff Report Pg. 23 Packet Pg. 110 of 288 Item 14 Attachment C - Draft Record of Land Use Action 3. BUILDING PERMIT PLAN SET: A copy of this cover letter and conditions of approval shall be printed on the second page of the plans submitted for building permit. 4. PROJECT MODIFICATIONS: All modifications to the approved project shall be submitted for review and approval prior to construction. If during the Building Permit review and construction phase, the project is modified by the applicant, it is the responsibility of the applicant to contact the Planning Division/project planner directly to obtain approval of the project modification. It is the applicant's responsibility to highlight any proposed changes to the project and to bring it to the project planner's attention. 5. ENTITLEMENT EXPIRATION. The project approval shall be valid for a period of two years from the date of issuance of the entitlement. If within such one/two years period, the proposed use of the site or the construction of buildings has not commenced, the Planning entitlement shall expire. Application for a one year extension of this entitlement may be made prior to expiration. 6. LANDSCAPE PLAN. Plantings shall be installed in accordance with the approved plan set and shall be permanently maintained and replaced as necessary. a. The screening landscaping is developed in concert with neighbor preferences and Architectural Review findings. No screening landscaping shall be altered without approval from the Director of Planning and Development Services. 7. NOISE THRESHOLDS ON RESIDENTIAL PROPERTY. In accordance with PAMC Section 9.10.030, No person shall produce, suffer or allow to be produced by any machine, animal or device, or any combination of same, on commercial property, a noise level more than eight dB above the local ambient at any point outside of the property plane. All noise producing equipment shall be located outside of required setbacks. 8. OPEN AIR LOUDSPEAKERS (AMPLIFIED MUSIC). In accordance with PAMC Section 9.12, no amplified music shall be used for producing sound in or upon any open area, to which the public has access, between the hours of 11:00pm and one hour after sunrise. 9. SIGN APPROVAL NEEDED. No signs are approved at this time. All signs shall conform to the requirements of Title 16.20 of the Palo Alto Municipal Code (Sign Code) and shall be subject to approval by the Director of Planning. 10. TRASH ROOM. The trash room shall be used solely for the temporary storage of refuse and recycling that is disposed on a regular basis and shall be closed and locked during non -business hours. Page 6 of 11 Item 14: Staff Report Pg. 24 Packet Pg. 111 of 288 Item 14 Attachment C - Draft Record of Land Use Action 11. REFUSE. All trash areas shall be effectively screened from view and covered and maintained in an orderly state to prevent water from entering into the garbage container. No outdoor storage is allowed/permitted unless designated on the approved plan set. Trash areas shall be maintained in a manner to discourage illegal dumping. 12. UTILITY LOCATIONS: In no case shall utilities be placed in a location that requires equipment and/or bollards to encroach into a required parking space. In no case shall a pipeline be placed within 10 feet of a proposed tree and/or tree designated to remain. 13. ESTIMATED IMPACT FEE: Development Impact Fees, currently estimated in the amount of $381,959.69 shall be paid prior to the issuance of the related building permit. Fees are subject to change per annual Municipal Fee Schedule. 14. IMPACT FEE 90 -DAY PROTEST PERIOD. California Government Code Section 66020 provides that a project applicant who desires to protest the fees, dedications, reservations, or other exactions imposed on a development project must initiate the protest at the time the development project is approved or conditionally approved or within ninety (90) days after the date that fees, dedications, reservations or exactions are imposed on the Project. Additionally, procedural requirements for protesting these development fees, dedications, reservations and exactions are set forth in Government Code Section 66020. IF YOU FAIL TO INITIATE A PROTEST WITHIN THE 90 -DAY PERIOD OR FOLLOW THE PROTEST PROCEDURES DESCRIBED IN GOVERNMENT CODE SECTION 66020, YOU WILL BE BARRED FROM CHALLENGING THE VALIDITY OR REASONABLENESS OF THE FEES, DEDICATIONS, RESERVATIONS, AND EXACTIONS. If these requirements constitute fees, taxes, assessments, dedications, reservations, or other exactions as specified in Government Code Sections 66020(a) or 66021, this is to provide notification that, as of the date of this notice, the 90 -day period has begun in which you may protest these requirements. This matter is subject to the California Code of Civil Procedures (CCP) Section 1094.5; the time by which judicial review must be sought is governed by CCP Section 1094.6. 15. INDEMNITY. To the extent permitted by law, the Applicant shall indemnify and hold harmless the City, its City Council, its officers, employees and agents (the "indemnified parties") from and against any claim, action, or proceeding brought by a third party against the indemnified parties and the applicant to attack, set aside or void, any permit or approval authorized hereby for the Project, including (without limitation) reimbursing the City for its actual attorneys' fees and costs incurred in defense of the litigation. The City may, in its sole discretion, elect to defend any such action with attorneys of its own choice. 16. FINAL INSPECTION: A Planning Division Final inspection will be required to determine substantial compliance with the approved plans prior to the scheduling of a Building Division final. Any revisions during the building process must be approved by Planning, including but not limited to; materials, landscaping and hard surface locations. Contact your Project Planner, Emily Kallas at emily.kallas@cityofpaloalto.org to schedule this inspection. BUILDING Page 7 of 11 Item 14: Staff Report Pg. 25 Packet Pg. 112 of 288 Item 14 Attachment C - Draft Record of Land Use Action 17. A building permit is required for the scope of work shown. 18. At building permit submit the following: a. Structural calculations b. Green building compliance c. T24 Energy calculations d. Complete MEP plans e. Accessible building elements (i.e, elevator, bathrooms, etc.) and onsite (i.e., accessible route from public sidewalk, bus stop, entrances, etc.) 19. Refer to this link for additional submittal requirements: https://www.cityofpaloaIto.org/files/assets/public/v/3/development-services/buiIding- division/checklists/simplified/c1-new-comm-shell-checklist-07062023.pdf PUBLIC WORKS ZERO WASTE 20. WellQuest will need to have the bins pulled out to within 25' of the gate. Otherwise GreenWaste of Palo Alto pull out charges will apply. Please add a note to the plans to specify how the bins will be pulled to the pick up area. 21. Ensure the refuse staging area can house three -4 cubic yard bins plus three - 96 gallon carts. Please show bins and carts to scale in the staging area. 22. Refuse truck pull-out spot shall contain signage notifying tenants and other users that parking is not allowed during trash pickup days. 23. The following comments below are part of the Palo Alto Municipality Code. If your scope of work includes internal and external bins then cut -sheets for the color -coded internal and external containers, related color -coded millwork, and it's colored signage must be included in the building plans prior to receiving approval from Zero Waste. Please see below for more details. As per Palo Alto Municipal Code 5.20.108 the site is required to have color -coded refuse containers, related color -coded millwork, and colored signage. The three refuse containers shall include recycle (blue container), compost (green container), and garbage (black container). Applicant shall present on the plan the locations and quantity of both (any) internal and external refuse containers, it's millwork, along with the signage. This requirement applies to any external or internal refuse containers located in common areas such as entrances, conference rooms, open space, lobby, garage, mail room, gym, and etc. except for restrooms, copy area, and mother's room. Millwork to store the color -coded refuse containers must have a minimum of four inches in height worth of color -coding, wrapping around the full width of the millwork. Signage must be color coded with photos or illustrations of commonly discarded items. Restrooms must have a green compost container for paper towels and an optional black landfill container if applicable. Copy area must have either a recycle bin only or all three refuse receptacles (green compost, blue recycle, and black landfill container). Mother's room must minimally have a green compost container and black landfill container. Please refer to PAMC 5.20.108 and the Internal Container Guide. Examples of appropriate signage can be found in the Managing Zero Waste at Your Business Guide. Electronic copies Page 8 of 11 Item 14: Staff Report Pg. 26 Packet Pg. 113 of 288 Item 14 Attachment C - Draft Record of Land Use Action of these signage can be found on the Zero Waste Palo Alto's website, https://www.cityofpaloaIto.org/Departments/Public-Works/Zero-Waste/What-Goes- Where/Toolkit#section-2 and hard copies can be requested from the waste hauler, Greenwaste of Palo Alto, (650) 493-4894. PUBLIC WORKS ENGINEERING 24. LOGISTICS PLAN: A construction logistics plan shall be provided addressing all impacts to the public including, at a minimum: work hours, noticing of affected businesses, bus stop relocations, construction signage, dust control, noise control, storm water pollution prevention, job trailer, contractors' parking, truck routes, staging, concrete pours, crane lifts, scaffolding, materials storage, pedestrian safety, and traffic control. All truck routes shall conform to the City of Palo Alto's Trucks and Truck Route Ordinance, Chapter 10.48, and the route map. NOTE: Some items/tasks on the logistics plan may require an encroachment permit. TRANSPORTATION 25. TDM PROGRAM AND ANNUAL REPORTING REQUIREMENT: The applicant shall abide by the Final Transportation Demand Management (TDM) plan, entitled "Palo Alto Commons 4075 El Camino Way Transportation Demand Management Plan" uploaded to Accela on April 9, 2025 to the satisfaction of the Director of Planning and Development Services. The TDM plan includes measures and programs to achieve a reduction in single -occupancy vehicle trips to the site by a minimum of 20%, in conformance with the City's Comprehensive Plan. The TDM plan includes an annual monitoring plan to document mode split and trips to the project site. The TDM annual report shall be submitted to the Chief Transportation Official, beginning one year from the date of Ordinance approval. Monitoring and reporting requirements may be revised in the future if the minimum reduction is not achieved through the measures and programs initially implemented. Projects that do not achieve the required reduction may be subject to daily penalties as set forth in the City's fee schedule. 26. PARKING PLAN: The applicant shall abide by the Parking plan, entitled "Parking Study & Parking Management Plan for Palo Alto Commons at 4075 El Camino Way in Palo Alto, California" uploaded to Accela on April 9, 2025 to the satisfaction of the Director of Planning and Development Services. URBAN FORESTRY The following conditions and/or standard Municipal Code requirements are provided for supplemental guidance, recommendation and/or best practices. Any applicable items shall be addressed prior to any future related permit application such as a Building Permit, Excavation and Grading Permit, Certificate of Compliance, Street Work Permit, Encroachment Permit, etc 27.Show outline of tree protection fencing in a boxed off dashed line for tree to be protected as specified in the consulting Arborist report. 28.The owner and contractor shall implement all protection and inspection schedule measures, design recommendations and construction scheduling as stated in the TPR and/or Sheet T-1, and is subject to Page 9 of 11 Item 14: Staff Report Pg. 27 Packet Pg. 114 of 288 Item 14 Attachment C - Draft Record of Land Use Action code compliance action pursuant to PAMC 8.10.080. The required protective fencing shall remain in place until final landscaping and inspection of the project. If called for, project arborist approval must be obtained and documented in the monthly activity report sent to the City. When required, the Contractor and Arborist Monthly Tree Activity Report shall be sent monthly to the City (pwps@cityofpaloalto.org) beginning with the initial verification approval, using the template in the Tree Technical Manual, Addendum 11. 29. Revisions and/or changes to plans before or during construction shall be reviewed and responded to by the (a) project site arborist, or (b) landscape architect with written letter of acceptance before submitting the revision to the Building Department for review by Planning, PW or Urban Forestry. 30. Tree Damage, Injury Mitigation and Inspections apply to Contractor. Reporting, injury mitigation measures and arborist inspection schedule (1-5) apply pursuant to TTM, Section 2.20-2.30. Contractor shall be responsible for the repair or replacement of any publicly owned or protected trees that are damaged during the course of construction, pursuant to Title 8 of the Palo Alto Municipal Code, and city Tree Technical Manual, Section 2.25. 31.The following general tree preservation measures apply to all trees to be retained: No storage of material, topsoil, vehicles or equipment shall be permitted within the tree enclosure area. The ground under and around the tree canopy area shall not be altered. Trees to be retained shall be irrigated, aerated and maintained as necessary to ensure survival. 32. Prior to any site work, contractor must call Derek Sproat at 650-496-6985 to schedule an inspection of any required protective fencing. The fencing shall contain required warning sign and remain in place until final inspection of the project. 33. Any approved grading, digging or trenching beneath a tree canopy shall be performed using 'air -spade' method as a preference, with manual hand shovel as a backup. For utility trenching, including sewer line, roots exposed with diameter of 1.5 inches and greater shall remain intact and not be damaged. If directional boring method is used to tunnel beneath roots, then Table 2-1, Trenching and Tunneling Distance, shall be printed on the final plans to be implemented by Contractor. SECTION 8. Term of ADoroval. The approval shall be valid for a term consistent with the Development Schedule provided in PC Ordinance No. // // // // Page 10 of 11 Item 14: Staff Report Pg. 28 Packet Pg. 115 of 288 Item 14 Attachment C - Draft Record of Land Use Action INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: City Clerk /Zi1ky/II07e�Vril"ilk]!I Assistant City Attorney PLANS AND DRAWINGS REFERENCED: APPROVED: Mayor /_1»:Zi1ky/1107e��riZ41il0I1�0111 City Manager Director of Planning and Development Services 1. Those plans prepared by the applicant titled Palo Alto Commons, Wellquest Living, 4075 El Camino Way, Palo Alto, CA 94306, consisting of 79 pages, uploaded to Accela Citizen Access on October 4, 2024, except as modified to incorporate the conditions of approval in Section 6. Page 11 of 11 Item 14: Staff Report Pg. 29 Packet Pg. 116 of 288 Item 14 Attachment D - Zoning Consistency Analysis ATTACHMENT D ZONING COMPARISON TABLE 4075 El Camino Way, 23PLN-00202 Table 1: COMPARISON WITH CHAPTER 18.16 (CN DISTRICT) AND EXISTING PCs (5116 AND 3775)(1) Exclusively Non-residential Development Standards Regulation Existing (PC 5116 and PC 3775) Proposed Site Area, width and depth 110,642 sf 110,642 sf Irregularly shaped Irregularly shaped Minimum Front Yard 14.5 ft 14.5 ft (El Camino Way) Rear Yard 10 ft 10 ft (Closest to Wilkie Way) Interior Side Yards N/A left N/A left 8 ft other sides 8 ft other sides 6 ft at proposed addition Street Side Yard 20 ft 20 ft (W. Meadow Drive) Build -to -lines Approximately 7.5 ft (2.3%) No change, complies built to front setback Approx. 7.5 ft plus 2 corners (8.2%) built to street side setback Max. Site Coverage 47.4% (52,470 sf) 48.5% (53,668 sf) Max. Building Height 32 ft 5 in 32 ft 5 in New addition max height 28 ft Max. Floor Area Ratio (FAR) 0.43:1 (47,500 sf) Independent 0.43:1 (47,500 sf) Independent Senior Living (The Avant) Senior Living (The Avant) 0.76:1 (83,511 sf) Assisted Living 0.82:1 (90,379 sf) Assisted (Palo Alto Commons) Living (Palo Alto Commons) 1.18:1 (131,011 sf) total 1.25:1 (137,906 sf) total Daylight Plane for lot lines abutting one Complies Complies or more residential zone districts other than an RM-40 or PC Zone (2) (1) PC 3775 is for Palo Alto Commons, PC 5116 is for The Avant. (2) The initial height and slope shall be identical to those of the most restrictive residential zone abutting the site line in question. Item 14: Staff Report Pg. 30 Packet Pg. 117 of 288 Item 14 Attachment D - Zoning Consistency Analysis Table 2: CONFORMANCE WITH CHAPTER 18.38.150 SPECIAL REQUIREMENTS FOR PC Requirement when Adjacent to RE, R-1, R-2, RM or Proposed applicable PC district (b) The maximum height within 150 feet of any RE, R-1, R- Complies, 32'6" height existing and to be 2, RMD, RM, or applicable PC district shall be 35 feet maintained. (c) A minimum interior yard of 10 feet shall be required, Complies, 10 foot setback for the and a solid wall or fence between 5 and 8 feet in height building, 7 ft fence on property line. shall be constructed and maintained along the common site line. (d) A minimum street -side or front yard of 10 feet shall Complies, change to front or streetside be required. For housing projects, the minimum yard setbacks are proposed. requirement shall be at least as restrictive as the yard requirements of the most restrictive residential district opposite such site line. The minimum yard shall be planted and maintained as a landscaped screen, excluding areas required for access to the site. (e) A maximum height established by a daylight plane Complies. The addition fits within the R-1 beginning at a height of ten feet at the applicable side or side daylight plane that was established rear site lines and increasing at a slope of three feet for for the existing PC. each six feet of distance from the side or rear site lines until intersecting the height limit otherwise established for the PC district; for housing projects, the daylight planes may be identical to the daylight plane requirements of the most restrictive residential district abutting each such side or rear site line until intersecting the height limit otherwise established for the PC district. If the residential daylight plane, as allowed in this section, is selected, the setback regulations of the same adjoining residential district shall be imposed. Table 3: PARKING CONFORMANCE WITH ZONING CODE Type Chapter 18.52 Existing PC Proposed (For Reference Only) Vehicle Parking 0.75 per Senior 41 spaces 41 spaces Housing Unit (33 Independent Senior Independent Senior spaces) Living (The Avant) Living (The Avant) 1 per 2.5 beds Assisted 57 spaces 57 spaces Living (57 spaces) Assisted Living (Palo Alto Assisted Living (Palo Commons) Alto Commons) Complies Item 14: Staff Report Pg. 31 Packet Pg. 118 of 288 Item 14 Attachment D - Zoning Bicycle Parking None per Senior None Consistency Analysis Housing Unit I L long Term 1 per 25 beds Assisted Living (2 LT) Loading Space 1 loading space for None No change 10,000-99,999 sf. 2 required for 100,000- 199,999 sf. Item 14: Staff Report Pg. 32 Packet Pg. 119 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Ellen Hartog <elh109@sbcglobal.net> Sent: Wednesday, April 23, 2025 8:18 AM To: Council, City Subject: The Commons Attachments: The Commons.pdf CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. This message could be suspicious • The sender's email address couldn't be verified. • This is a personal email address. • This is their first email to your company. Mark Safe Report Powered by Mimecast Honorable Counsel Members, Thank you for taking the time to read this email and attachment. I hope all the Counsel Members have had a chance to visit the existing condition of the property as it operates today and the effect it has on the adjacent neighbors or driven to the site and tried to park. The new paint color blue matches the adjacent building, Goodwill's logo blue rainbow. I do not know of any more shocking effect on the neighborhood to see a three story blue structure looming over the one story neighbors. The previous Conditioned of Approval are been ignored. People care about the neighborhood and this is a complete lack of respect to what was previously gone over by both parties over years of work and compromise is shocking and not neighborly. I also learned that the Commons has violated other sections of the Conditions: 1. Violation of Section 3, Subsection (a)(9): This section requires the Palo Alto Commons to give preference for occupancy to Palo Alto residents and their families. 2. Violation of Section 3, Subsection (d): This section requires annual reports of their occupancy/vacancy status, number and age of occupants, number of employees, number of residents and employees use of parking spaces, and copy of renewal license for residential care facility. An complete Environmental Report should be done to ensure noise, light and air, traffic, parking study and more be done properly. The visuals should be agreed to by the neighborhood similar to an HOA so that violations will be addressed and not put off by lack of enforcement. This is a huge impact on the neighborhood. Item 14: Staff Report Pg. 33 Packet Pg. 120 of 288 Item 14 Attachment E - Public The Commons does not keep their landscaping up toward West Meadow a Comment Goodwill. I walk to El Camino and the bushes collect garbage which is not a The Commons taking in Palo Alto residence priority. It may not be known when there is a waiting list. There are many more factors and I have attached a letter addressing additional items of concern. Respectfully, Ellen Hartog 330 Victoria Place Palo Alto, CA Item 14: Staff Report Pg. 34 Packet Pg. 121 of 288 Item 14 Attachment E - Public Comment Honorable members of the Palo Alto City Counsel, I am a long time resident of Charleston Meadows neighborhood. recall when the Commons was developed and designed then to maximize its capacity. We had huge debates how the three story complex would impact the neighborhood and how it would impact adjacent properties. It took much comprising to agree on the building massing, giving up the twenty foot setback for open air space with staggered stories at a 10 foot setback. This solution was assured to the adjacent neighbors this would be the extent of building. Thus, we agreed on color, night sky, privacy, landscaping, number of units, number of parking spaces, along with agreements for reports of occupancy annually and commuter passes for employees. Palo Alto residences were to have a priority in occupancy as a benefit to the public as well as providing a monetary amount to Palo Alto. Unfortunately, this has not been tracked and many promises have been broken along with the actual impact I have experienced personally. have had to tolerate crowded street parking, blocked driveways, traffic congestion and no parking at the Goodwill — apparently, due to lack of parking at the Commons. Their garage seems to be closed by a gate. Handicap access then not available to visitors. This is the current situation. Their proposal goes against the compromises made in the past. Any further expansion would need to be outside the 20 foot setback as originally zoned or the ten foot compromised setback with a daylight plane of 3:6 for commercial zoning ordinance. I am completely opposed to this project expansion in the rear. All the work we did in the past was to ensure property owners their legal right to light and air. Any expansion should and could be in the front or infill units at court yards as approved by the Planning and Transportation Commission. Item 14: Staff Report Pg. 35 Packet Pg. 122 of 288 Item 14 Attachment E - Public Comment The massing of the proposed addition beyond is in direct opposition to the past COA agreement. Any further expansion other than what the P&T Board approved creates impacts that are vast and frankly must be thoroughly studied. The owner's noise reports do not reflect all circumstances from train horn reflective noise off a three story wall or the additional emergency sirens at different times of day/night or weather condition, or night sky impact of three stories on neighbors. A complete landscaping study should be prepared to reduce the impacts and precise shadow study to include roofs are a must for any neighbor's solar panels to work. This addition will only exasperate the existing problems, and will create new environmental issues which will need to be studied. It is wise that this project be thorough investigated and have a proper EIR at any rate. There are so many issues not covered or taken into account. This development does not add housing to the housing element. The Commons is a for profit corporation by a huge developer from out of state. Seven single Units are approved now and nine single units more are being asked by the developer which could be relocated to the front. If as currently proposed, this expansion would impact negatively all the single family neighbors along the rear of property parallel to Wilkie Way. Ten single family homes will be far more impacted loosing privacy, air, light, view, noise increased and parking which today is already a huge problem for the neighborhood. More importantly homes values will be devalued by hundreds of thousands each. I am Item 14: Staff Report Pg. 36 L Packet Pg. 123 of 288 Item 14 Attachment E - Public Comment all for senior housing but should be built with consideration of the original Conditions of Approval and relocate the nine units or more to the front. The cost to relocate the units to the front of the property along El Camino Way or East Meadow, which is a real option, the owner says it's cheaper in the rear. Their cost savings will be offset by the neighbor's losses by 10 homes and more off -site parking demand. A complete EIR needs to be done. Thank you for your time and consideration to please approve the expansion only as previously approved by the Planning and Transportation Commission. Ellen Hartog 330 Victoria Place Palo Alto, CA Item 14: Staff Report Pg. 37 Packet Pg. 124 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Judy Noice <jelnoice@gmail.com> Sent: Sunday, April 13, 2025 12:48 PM To: Council, City Subject: May 5 meeting re: Palo Alto Commons CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear City Council Members, I am Judy Noice. My address is 4086 Ben Lomond Dr, Palo Alto, CA 94306. My mother is an Elite Care resident at Palo Alto Commons, where I visit her almost every day. Because of travel, I am unable to attend the May 5 meeting in person. I wanted to let you know about an unpleasant encounter I had with a person on Wilke Way when I was taking my wheelchair -bound mother for a walk at the beginning of March of this year. My mother and I were on the sidewalk behind Palo Alto Commons. My Palo Alto Commons visitor's badge was on my sweater. As I pushed my mother in her wheelchair, a person came out of the house next to us and asked me if I was from Palo Alto Commons and where did I park? When I explained that I was a family member of a resident, and I had parked along El Camino Way, the person told us Palo Alto Commons visitors clogged all the parking in the area. I replied that I tried to be respectful of the neighbors and park in the Palo Alto Commons parking lot as much as possible. The person then asked if I had parked on the street because the underground parking was full. As I was clearly irritated by this interruption of our walk and was trying to move on, the person then backed up onto the yard and told us they really were more upset about Palo Alto Commons staff parking on their street and nearby streets. I told them I highly valued the talented and caring staff at Palo Alto Commons. I then said I hoped the neighbors and PACommons could figure out a solution to the parking issues for visitors and staff as PACommons provided important senior housing in Palo Alto. I was trying to maneuver my mother's wheelchair away when the person then started complaining about an addition to Palo Alto Commons taking away all the sunlight in their backyard. At this point, I repeated that I hoped the neighbors and Palo Alto Commons could find a solution to these issues and kept walking away. Palo Alto Commons provides valuable housing and care for seniors in Palo Alto. Their families and staff are part of the neighborhood. I hope everyone can work together to find solutions for the issues rather than confronting people from Palo Alto Commons who are using public sidewalks for recreation. Thank you for your time, Judy Noice Item 14: Staff Report Pg. 38 Packet Pg. 125 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Marty Douglas <martydoug3@gmail.com> Sent: Monday, February 10, 2025 4:41 PM To: Council, City; Burt, Patrick; Lythcott-Haims, Julie; Lauing, Ed; Stone, Greer; Veenker, Vicki; keithforcouncil2024@gmail.com; georgeglue+ptc@gmail.com Cc: Kevin Ji Subject: PROJECT: Palo Alto Commons (4074 El Camino Way) CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear City Council members, I have been following the development and expansion of the Palo Alto Commons ever since it was first built, many years ago. For 45 years, I have lived at 360 Maclane St, three (3) houses from where Wilkie Way dead ends into Maclane St. Our daughter's best friend — from 1St through 12th grades - lived on Wilkie Way, with her backyard now totally obscured from sunlight by the Palo Alto Commons. This facility's continuous expansion, including now wishing to "build out" and fill-in their stacked units, breaks the agreement they made when they 1st built it (having stacked units to allow more sun to residents' backyards). This blatant disregard of their previous agreement demonstrates their indifference for the impact they have on their neighbors. We can not have faith that they will adhere to any further agreements. For that reason alone you can not approve this expansion plan. In addition, the impact they have on not providing sufficient parking for their staff and visitors has caused overflow to occur up and down Wilkie Way and even onto Maclane street where I live. Especially since they built the Avant independent building, staff and visitors park on Maclane St and sometimes even cut through Jacobs Court as a shortcut to the Avant. This overflow parking on our street has caused parking issues with tradesmen and workers trying to provide services to our home. (We recently had tree service & roofing repairs done as a condition of continuing our homeowners' insurance. The workers had difficulty finding adequate parking for their trucks near our home). Also, with the streets continuously filled with parked cars, the street sweeper can no longer adequately clean on Monday mornings. In the past, my neighbors and I would know to move any cars by Sunday evening so that on Monday mornings the street sweeper could clean (homeowners are paying for this service). Wilkie Way, with its many trees, leaves and seed pods falling onto the ground and clogging the drains, is particularly in need of street sweeping, which can not be done d/t so many parked cars from Palo Alto Commons. Suggestions: 1) Please do not approve the current proposal to "build out" the building, but rather keep the "stacked" units. Instead, either build up or into the interior. 2) Require, as a condition of approval, that the facility provide alternative parking sites or transportation options for staff. (More units means more staff, more external care providers, e.g. PT, OT, hospice, and more visitors) 3) Perhaps post "No Parking on Mondays for street sweeping" (include the range of months this is done - October -March?) Thanking you in advance for your consideration of this issue, Marilyn Douglas Item 14: Staff Report Pg. 39 Packet Pg. 126 of 288 Item 14 Attachment E - Public 360 Malone St. Comment Palo Alto, CA 94306 Item 14: Staff Report Pg. 40 Packet Pg. 127 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Andie Reed <andiezreed@gmail.com> Sent: Wednesday, December 11, 2024 11:58 AM To: Planning Commission; Kallas, Emily Subject: Palo Alto Commons CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Planning Commissioners, This project asks for an amendment to a PC from 1989, which would in -fill what was intentionally left as air and sun space back in 1989. It is understandable that the residents living behind the project protest the block of buildings increasing in volume. PCs are allowed exceptions to typical zoning rules for a few reasons, one of which is that they provide a public benefit. This proposed ordinance identifies the public benefit as "providing a safe place for Palo Alto residents and other seniors to age". Although this is a much -needed service for any community, there is no benefit to the general public; in fact, it infringes on the residential rights next door by adding more traffic and taking away benefits previously enjoyed, like privacy and daylight. It is a commercial operation whose services can be bought at a pretty hefty price. Their donation to Avenidas is commendable, but what price will cover the nearby neighbors' daily privacy loss? Please note that the parking analysis done by Hexagon is unreliable. Clearly one can always come up with some kind of metric that shows that parking is not problematic, based on nonsensical evidence. In this case, what the study shows is that the garage is underused (only 1/2 of parking places underground are typically used per this study). If the facility had no parking issue, visitors and employees wouldn't be parking on Wilkie Way. Although with more units there will be more convalescents and thus more attendants and visitors, there is no proposed increase in parking. The Wilkie Way residents' experience as evidenced by their letters and speeches, as well as friends I know who visit there often, testify that Wilkie Way is already used for overflow parking. And that's before the expansion. The draft TDM (traffic demand management plan) included in the packet feels generic; checking boxes and using soft terms like "may provide for penalties". My neighborhood's experience with TDMs is that we got left in the dark as the applicant -produced TDM was signed and set in stone without the neighbors' knowledge and input, and discussions regarding seeing how it goes and making adjustments along the way were disregarded. I would highly recommend the PTC require neighbor input into the TDM before it is finalized. The TDM should include methods to track parking in the neighborhood (instead of only in Palo Alto Commons' parking garage, per Hexagon). Requiring employees to park underground as well as directing visitors to those 55 spots. Sending overflow to Avant's additional 42 spots needs to be specified. Monitoring and reporting should be provided by a 1 Item 14: Staff Report Pg. 41 Packet Pg. 128 of 288 Item 14 Attachment E - Public third party, with review by the neighbors, and measures for enforceme Comment determined and put in the document. TDMs can end up being words gathered to solve problems near the end of the project's approval process that end up not holding water but get institutionalized without neighbors' input. Before finalizing this document, please make the document reflect neighbors' input and allow for continual review. Thank you, Andie Reed Melville Ave 2 Item 14: Staff Report Pg. 42 Packet Pg. 129 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Lily Lee <lee_lilyning@yahoo.com> Sent: Tuesday, December 10, 2024 1:31 AM To: Kallas, Emily; Planning Commission Cc: gsheyner@embarcaderopublishing.com Subject: Comments on 4075 El Camino Way project CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Commissioners and Emily, Thank you for the opportunity to comment on the proposed expansion at 4075 El Camino Way. I have lived at 4080 Wilkie Way since 2003. Thank you to so many of the Commissioners for visiting our backyards to see for yourselves the impacts of the current structure so you can better understand the potential effects of the proposed expansion. And I would like to thank Emily for answering so many of my questions. As I said before, I support senior assisted living at the 7 proposed interior new units. However, I remain concerned about the 9 external units facing Wilkie Way backyards. The 9/2024 Plans show that behind our backyard at 4080 Wilkie Way, 3 points are currently about 18 feet from our back fence. But the new development would add a new first floor room 10'l" from our fence and a 2nd floor dwelling unit 12'7" ft away, both nearly twice as close. I see another neighbor will have a unit 10'9" from her family's back fence. We heard at the 6/12 PTC meeting that new construction of this type should follow a 20 ft set back with a 45 degree daylight plane. Multiple commissioners asked the City's counsel if that meant that the 20 foot set back should apply to this project. At first she said yes, but the planning staff then said that the City Council has occasionally approved PCs that were inconsistent with relevant municipal code 18.38.150 (see pages 118-122 of the transcript). Thank you for motioning for the ARB to "consider the feasibility, and relative benefits to the residents of Wilkie Way, of increasing the setback for newly constructed units to 20 ft to meet 18.38.150." City staff explained that in response,"The applicant confirmed that it is not possible to reduce the second floor units in a way that would allow for a 20 ft setback. There needs to be structure under the proposed third floor units, but a 20 ft setback would not leave enough space for the 2�' floor additions to be usable as units. The ARB did not comment on the applicant's justification of the setback. However, they did comment that the three story building with a 10 ft setback and the 45 -degree angle daylight plane does meet the zoning requirements and is appropriate next to a one-story residential context.... The City Attorney does not determine if a proposed discretionary project is contextually compatible with a neighborhood, that is determined by the ARB." The above response presumes only one version of the project would be "feasible." However, the applicant could still explore alternative "feasible" options, e.g. reduce the size, configuration, or quantity of second floor units; reduce the size, configuration, or quantity of 3rd floor units to enable 2nd floor units with a 20 foot setback to support those; or instead of creating two 1st floor rooms with 10'l" and 10'9" setbacks, use new smaller rooms on the 2nd floor to serve those functions. If indeed the 20 foot setback is not required to apply, then could 2nd floor units be set back by a distance of, say, 18 feet, with perhaps a reduction in the number and/or size of units, and still support the 3rd floor units? I do not see evidence that the ARB, the applicant, or staff attempted to meaningfully address the PTC's motion. I recommend that the PTC return this motion to the ARB for further followup and consult with the City Attorney to clarify legal ambiguity. Item 14: Staff Report Pg. 43 Packet Pg. 130 of 288 Item 14 Attachment E - Public In addition, we note the applicant sometimes does not follow through on prior com4 Comment pie, for many years, the applicant failed to follow City requirements to submit a TDM Plan"�nu annuais about occupancy. The applicant told the PTC in June that it had implemented a new parking plan to divert more parking to its underground garage, but two PTC Commissioners, many employees, and visitor told us that onsite parking is unavailable and that Palo Alto Commons told them to park in the neighborhood. I am compiling a list of inconsistencies in the applicant's actions that I will send separately, for the record, to document a fact pattern in detail. Although we support more senior assisted living, alternative providers with a better track record may be better partners for the City. Parking is one example where the applicant has a mixed record, and I support parking comments already sent by Kai Porter and many other neighbors. I agree with their recommendations that the PTC put in place up front enforceable requirements in its TDM Plan and PC Ordinance to the applicant, e.g. 3rd party confidential surveys of staff and workers, demonstrated parking compliance before approval of TDM, monthly reports to the PTC or ARB, specific dollar amount penalties for noncompliance with an escalation schedule, and a mechanism to enable 3rd party lawsuits by residents. Due to the contradictory legal interpretations in the record and due to the applicant's history of inconsistency and noncompliance, neighbors representing multiple homes, including ours, have contributed funds to hiring legal counsel. I recommend to the PTC that you ask the applicant for new plans to address neighbors' concerns more robustly and a revised TDM to address well -established problems before approving this project to move to the City Council. If you would like to visit my backyard again or talk to me further, please contact me at 650-815-9749. Thank you for your attention. Sincerely, Lily Lee Item 14: Staff Report Pg. 44 Packet Pg. 131 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Lily Lee <lee_lilyning@yahoo.com> Sent: Tuesday, December 10, 2024 2:46 PM To: Kallas, Emily Subject: Re: CEQA question CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Thank you, Emily! Sent from Yahoo Mail for iPhone On Tuesday, December 10, 2024, 11:29 AM, Kallas, Emily <Emily.Kallas@cityofpaloalto.org>wrote: Hi Lily, Public services in the CEQA checklist refer mainly to police and fire access. Facilities refer to schools, parks, and other recreation such as libraries. 16 additional assisted living units, at an existing facility, would not affect city-wide emergency response times or access to city facilities in a manner that is not accounted for in the Comprehensive Plan. Thanks, Emily Emily Kailas, AICP Senior Planner Ct"Y of PALO Planning and Development Services Department ALTO (650) 617-3125 1 emily.kallas@cityofpaloalto.org www.cityofpaIoalto.org 1 Item 14: Staff Report Pg. 45 Packet Pg. 132 of 288 Provide feedback an Planning Development and Administration servien Item 14 Attachment E - Public Comment Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & Planning Applications Mapped From: Lily Lee <lee_lilyning@yahoo.com> Sent: Tuesday, December 10, 2024 11:03 AM To: Kallas, Emily <Emily.Kallas@cityofpaloalto.org> Subject: Re: CEQA question lications CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Thank you, Emily, I did read the memo. I was wondering about how this quote applies or does not apply to this project? (A) The project is in an area where all public services and facilities are available to allow for maximum development permissible in the General Plan On Tuesday, December 10, 2024, 8:47 AM, Kallas, Emily <Emily.Kallas@cityofpaloalto.org>wrote: Hi Lily, I appreciate the invitation, but unfortunately I do not have time in my schedule to accommodate it. Many neighbors have shared pictures with us throughout the process, and I am confident that between the photos and many years reviewing development projects that I have a good understanding of your backyard conditions. CEQA section 15301 (e)(2) applies as explained in the CE document: Although the proposed project would increase the existing number of units and building area onsite, the new units are for assisted living and Item 14: Staff Report Pg. 46 Packet Pg. 133 of 288 Item 14 Attachment E - Public residents of these units would not generate new daily vehicular t Comment otherwise result in notable changes to the ongoing use of the faci The proposed addition represents a negligible increase in use (the number of units increases by 13 percent) and minor alteration of the existing facility (total building area increases by eight percent) compared to existing conditions. Only two new employees would be required to operate the expanded assisted living facility, representing a three percent increase in employees compared to existing conditions. This qualifies as a negligible expansion for the purpose of CEQA. The concerns about parking are being responded to as much as possible. The Zoning Code requires .75 spaces per unit for Assisted Living use and Palo Alto Commons is providing that for the proposed total number of units, so we do not have an objective basis to state there is not sufficient parking. The Transportation Demand Management Plan (TDM) will help manage and reduce staff trips, and other changes have been made such as installing a keycard reader to the gated parking, to improve access. Thanks, Emily Emily Kailas, AICP I Senior Planner Planning and Development Services Department .ITV o' (650) 617-3125 1 emily.kallas@cityofpaloalto.org PALO www.cityofpaloalto.org ALTO Provide feedback on Planning Development and Administration services Parcel Report I Palo Alto Zoning Code I Online Permitting System Planning Forms & Applications I Planning Applications Mapped From: Lily Lee <lee lilyning@yahoo.com> Sent: Monday, December 9, 2024 6:56 PM To: Kallas, Emily <Emily.Kallas@cityofpaloalto.org> Cc: Kevin Ji <kevinii2021@gmail.com> Subject: CEQA question CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emily, Thank you again for answering our earlier questions. I appreciate it. And I know you are very busy, but I would stilll like to invite you to my backyard at 4080 Wilkie Way at other days when you are more free to leave the office. If you are nearby, even if we did not make a formal set time in advance, just call my cell at 650 -815 - Item 14: Staff Report Pg. 47 Packet Pg. 134 of 288 Attachment E - Public Item 14 9749. You are very welcome to visit. I am sure other neighb Comment would welcome you too. I read the CEQA memo, and I have a question. I found online in CEQA examples of projects that have "negligible or no expansion of use." It includes these scenarios: "(e) Additions to existing structures provided that the addition will not result in an increase of more than: (1) 50 percent of the floor area of the structures before the addition, or 2,500 square feet, whichever is less; or (2) 10, 000 square feet if. (A) The project is in an area where all public services and facilities are available to allow for maximum development permissible in the General Plan ... " (Source: https://www.law.cornelI.edu/regulations/california/14- CCR-15301 #::text=Class 1 consists of the.of existina or former use.) The proposed project would total 6,865 square feet, which exceeds the limit in (e)(1) above. Regarding (e)(2)(A), can you explain how that situation might apply or not in this project? You have heard many concerns that public parking is not sufficient to allow for the current use, let alone an expanded use. Is that relevant? And this project includes a 13% expansion of number of units, which is certainly an expansion of use. I appreciate your help understanding this topic. Thank you! Lily Item 14: Staff Report Pg. 48 Packet Pg. 135 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Kevin Ji <kevinji2021 @gmail.com> Sent: Tuesday, December 10, 2024 12:09 AM To: Kallas, Emily; Planning Commission Subject: 12/11/24 Presentation CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emily, Per your instruction, I've attached the presentation I'd like your help to display at the 12/11 PTC meeting 24 or more hours in advance. Please let me know if you have any questions. Sincerely, Kevin ❑ PTC 12_11.pptx ❑ 1 Item 14: Staff Report Pg. 49 Packet Pg. 136 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Mona He <hermesmhl@gmail.com> Sent: Tuesday, December 10, 2024 12:09 AM To: Planning Commission; Kallas, Emily Cc: Kevin Ji; JamesYahoo Porter; Lily Lee; Jenny Chen; Jennie Chen; Ellen Hartog (wilkie Neighbor); Grace (Yan Feng) Wang; danielpei@gmail.com; Jayashree Divekar 4050 Wilkie; Shashank Divekar 4050 Wilkie Neighbor; garrettchan@hotmail.com; James Cham;james.cham@gmail.com; Jagdish Pamnani; Marty Douglas (neighbor); Natacha Telusca; Tom Huibin Tang; Zhang Fion; simon_weng@yahoo.com; Mona He Subject: Opposing Palo Alto Commons proposed expansion CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear PTC members and Emily, 1. Discrepancies on staff report; 1). Dayline plane is never in compliance. I found out the Dayline plane is always in question and it needs to be correctly stated in the staff report to prevent further confusion. ATTACHMENT ❑ ZONING COMPARISON TABLE 4075 El Camino Way, 23PLN-00202 Table 1: COMPARISON WITH CHAPTER 18.16 (CN DISTRICT) AND EXISTING PCs (5116 AND 3775)111 Exclusively Non-residential Development Standards Regulation Existing (PC 5116 and PC 3775) Proposed Daylight Plane for lot lines abutting one Complies Complies or more residential zone districts other than an RM-40 or PC Zone 121 il) PC 3775 is for Palo Alto Commons, PC 5116 is for The Avant. ]2] The initial height and slope shall be identical to those of the most restrictive residential zone abutting the site line in question. The proposed is NOT in compliance with current Palo Alto municipal code 18.38.150(e). Staff in the past and continues to mislead the PTC on this specific daylight plane code violation despite neighbors have discussed with staff and pointed out numerous times during the past PTCs, ARBs and in person meetings with staff. The daylight plane currently used on the proposed expansion is 10' setback with 45 degrees height increase. However the current PC daylight plane for PC is 18.38.150(e). It is the maximum height established by a daylight plane beginninag at a height of ten feet at the applicable side or rear site lines and increasing at a slope of three feet for each six feet of distance from the side or rear site lines until intersecting the height limit otherwise established for the PC district. 2). According PC 5116, there is 38 underground parking spaces and 3 surface parking spaces, plus 55 total underground and surface parking spaces. it is clearly discrepancies from PC 5116. There are only 55 parking spaces for Palo Alto Commons NOT 57!!! Item 14: Staff Report Pg. 50 Packet Pg. 137 of 288 I Table 2: PARKING CONFORMANCE WITH ZONING CODE I Item 14 Attachment E - Public Comment Type Chapter 18.52 Existing PC Proposed (For Reference Only) Vehicle Parking 0.75 per Senior 41 spaces 41 spaces Housing Unit (33 Independent Senior Independent Senior spaces) Living (The Avant) Living (The Avant) 1 per 2.5 beds Assisted 57 spaces 57 spaces Living (57 spaces) Assisted Living (Palo Alto Assisted Living (Palo Cornmons) Alto Commons) 2. Multiple PC 5116/PC 3775 violations Palo Alto Commons has currently in violation of its PC 3775 conditions and they need to bring its conditions in compliance before seeking any additional proposed project to be considered for approval. 1). PC 3775 section 3 (b)15.a; (b)15.b; (b) 15.c "a. Maintenance in a central location of timely information regarding commute alternatives and distribution of same to all new employees. The information should include all relevant transit system timetables, information about ridesharing from RIDES for Bay Area Comauters, Inc. and County Transit, information on the buildings' and the Cityt's bicycle facilities. b. A means to provide or reimburse employees for transit passes. c. Assurance that the property manager will provide each employee with the RIDES car pool match list application form and information package at least once each year." I talked to the Commons employee at the beginning of November who was still parking in front of my house. She said she had never received any information regarding the transit and carpool information. And they still were told not to park in the underground parking garage and continue on parking in the neighborhood. 2). PC 3775 section 3 (d)Annual Report "The management shall provide the City with an annual project report with the following information: 1. Occupancy/Vacancy status 2. Number and age of occupants 3. Number of employees 4. Number of residents and employees who use parking spaces 5. Copy of Renewal License for. Residential Care Facility " Wilkie neighbors have been repeatedly asking city staff and Palo Alto commons regarding the annual information. And we were told there has never been such information ever submitted to the city and Commons has never composed that information for the public. Commons 3.Object to Proposed Categorical Exemption of Project under CEQA. This proposed expansion cannot not be granted an exception from CEQA. CEQA report is required for this project. Please see Grace and my attorney's letter emailed to PTC and Emily at 4:19pm on Dec 11, 2024 for the detailed legal reasons of objection. Best regards, Mona Item 14: Staff Report Pg. 51 Packet Pg. 138 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Kevin Ji <kevinji2021 @gmail.com> Sent: Tuesday, December 10, 2024 12:12 AM To: Planning Commission Cc: Kallas, Emily; gsheyner@paweekly.com; Gennady Sheyner; Lee_lilyning@yahoo.com Subject: Anonymous Letter CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Planning Commission, I was asked to share this letter on behalf of someone who would like to remain anonymous. December 8, 2024 I often visit a patient at Palo Alto Commons. I am submitting this anonymously because the patient is concerned that this letter could affect how they are treated by staff at the facility. Only once can I ever remember finding a place to park in the visitor lot for Palo Alto Commons. Sometimes a van belonging to the Palo Alto Commons is parked in one or more of those spaces. Another visitor space is reserved for future residents, and thus not intended for those visiting current patients. Construction materials or other obstructions sometimes occupy other spaces. And then there are always cars I presume belong to other visitors in what few spaces remain. Not finding a spot in the visitor lot, I then have to exit back onto El Camino Way. There are never any other free places to park anywhere along El Camino Way because you can't park in many stretches and the rest are already filled with cars, probably belonging to customers of Goodwill. The same is true for West Meadow, so I end up parking on Wilkie Way. I heard that neighbors on Wilkie are protesting being used as the effective extension parking lot for Palo Alto Commons and I am sorry that I contribute to their problem. I reached out to them and am grateful that they will submit this letter. Please note that there are no handicapped parking spaces in the Palo Alto Commons visitor lot and this adds a further problem. When I brought with me a visitor who is mobility -impaired, I had to drop that person off, park on Wilkie, and then literally run back to attend to them. There are a couple of signs in the Palo Alto Commons visitor lot indicating one can call for parking assistance. However, to place a call safely requires me to first park somewhere. Since there's no place to park in the visitor lot, that means I first have to park on Wilkie. Once I've done that, there's no point in calling. So the signs don't help at all. Item 14: Staff Report Pg. 52 Packet Pg. 139 of 288 Item 14 Attachment E - Public Comment I'm sure the staff at Palo Alto Commons want their patients to receive visitors. But by having seriously inadequate visitor parking and no handicap spaces, they are making it much harder for me and others to visit. Fewer visits is detrimental to the health and well-being of those living at the facility. I urge the city to insist that Palo Alto Common's visitor parking be expanded to meet its present needs so that I and others no longer need to park on Wilkie. Furthermore, if the number of rooms at Palo Alto Commons is to increase, so should the visitor parking accordingly. Sincerely, Name Withheld Item 14: Staff Report Pg. 53 Packet Pg. 140 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Nia Porter <nial.p.23@gmail.com> Sent: Monday, December 9, 2024 1:01 AM To: Kallas, Emily; Planning Commission Subject: Comment about project at 4075 El Camino Way CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Commissioners and City staff, I want to comment on the senior housing behind my backyard.. I have lived at 4080 Wilkie Way since 2007. Growing up, whenever I looked out of my back window or went into my backyard, I saw a huge building with many windows, and I always felt as if people could be watching me from above. The building is 10 ft from my back fence. On the 2nd floor is a common space where people go back and forth all day and night. If I could see them, then they must also be able to see me. Expanding the building would make the situation even worse. To help make up for this problem for neighbors, it could be good to give more benefits to the community. I do community service volunteer teaching at nearby parks and at the East Palo Alto Arts Center. And my grandma used to live at an assisted living facility. So I wonder if Palo Alto Commons could look into ways to help seniors and the rest of the city together? I looked at Attachment G of the staff report for the June PTC meeting. I talked at that meeting. The main public benefit they talk about is housing for seniors. At a recent project at Ellsworth and Middlefield, the PTC said that housing is not by itself considered a public benefit. If public benefit is not that high, then can this project still use Planned Community zoning? Also, I know this project will give in lieu fees to the City. Those are required. But to make up for harming the neighbors, maybe Palo Alto Commons should give more public benefits beyond that. For example, I did see that previously Palo Alto Commons gave a $100,000 to Avenidas to help low-income seniors. That's great. But they are not doing anything like that this time. In addition, sometimes new development projects give other benefits, like improving nearby parks, lighting, grants to nonprofits nearby or other community programs. I know many residents of Palo Alto Commons may not be able to get around as easily as they used to. But I still sometimes see them walking around our house or being pushed in their wheelchairs enjoying sunshine, flowers, and talking to the neighbors. Maybe they enjoy visiting Robles and Ventura Parks. Could Palo Alto Commons help make the nearby parks nicer or help take care of them? Then that helps their own seniors plus the neighbors. I also wanted to talk about landscaping. At the October 5, 1987, City Council meeting, "Bob Peterson, Landscape Architect, said the planting along the rear property line was the major concern of the neighbors. The plans showed a predominance of evergreen, moderately fast-growing trees." But I did not remember seeing many trees behind my backyard planted by Palo Alto Commons. At the 7/18/2024 ARB meeting, the meeting minutes said, "Board Member Hirsch stated that landscaping is critical for privacy. Board Member Hirsch thought it was possible to put some landscaping adjacent to Item 14: Staff Report Pg. 54 Packet Pg. 141 of 288 Item 14 Attachment E - Public the fence line to create a higher barrier for privacy on the Wilkie side but not toL Comment shadowing on the neighbors' properties but the applicant needs to coordinate with each ot the affected residents." Palo Alto Commons said at the 7/18 ARB meeting it would match the landscaping to what individual neighbors want. At the 8/2024 meeting with the landscape architect and the neighbors at Palo Alto Commons they said the same thing. Our house has the largest number of apartments that are already 10 ft away from our back fence, so our backyard is almost totally shaded already. So new trees will not make it worse. Our family and other neighbors told Palo Alto Commons and the City in person and in writing that we want evergreen instead of deciduous trees: 1. 4080 Wilkie - Lily Lee and James Porter 2. 4076 Wilkie - Yang Sze Choo and James Cham 3. 4072 Wilkie - Kevin Ji & Jenny Chan 4. 4060 Wilkie - Yanfeng Wang I'm glad the landscape architect added more trees to the plan presented in October to ARB. But why did he make all the trees deciduous? The staff report said, "While normally evergreen trees are preferred for privacy, deciduous trees are proposed at the request of neighbors who would like to minimize additional shade in their backyards.." Palo Alto Commons said at the October ARB meeting that the "majority" of the neighbors want deciduous trees because they don't want extra new shade. So Palo Alto Commons made all the new trees deciduous. But if 8 homes are behind Palo Alto Commons, and I know at least 4 families want evergreen, then even if all the other 4 neighbors want deciduous, 4 out of 8 is not a majority. I think it should be easy to plant evergreen trees behind families that like those and plant deciduous trees behind families that like those. In addition, my family said at the 7/18/2024 ARB meeting that we like green paint that blends into the leaves. Is it too late to make the back green? These seem like easy things to do to make the new apartments look nicer for the neighbors. It would be great to talk about these things at the Wednesday meeting and then see what Palo Alto Commons can do about it and report back at the next PTC meeting. Thank you for reading my comments. Sincerely, Nia Porter Item 14: Staff Report Pg. 55 Packet Pg. 142 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Shashank Divekar <shashankdivekar@yahoo.com> Sent: Monday, December 9, 2024 2:15 PM To: Kallas, Emily; Planning Commission Cc: Jayashree Divekar Subject: Objection to expansion of Palo Alto Commons at 4075 El Camino Way CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Planning and Transportation Commission, Thank you for the opportunity to comment on the proposed project to expand the Palo Alto Commons at 4075 El Camino Way ("project"). Myself and Jayashree cc:ed here are residents of 4054 Wilkie Way and have our backyard sharing the fence directly with Palo Alto Commons. Assisted living services are important community service. We are hoping that at least 7 units inside the 'project' will not cause physical disruption to the Wilkie neighbors (although they will increase parking/transportation impacts). However, for the remaining 'external' 9 units that will increase into two and three story additions to the existing buildings, we voice our objections as follows: Parking: Visitors and service providers for Palo Alto Commons residents already often park in the nearby residential streets. Even though Palo Alto Commons stated it implemented improvements in the summer, I still see congested parking, and it will get worse when parking is removed from El Camino Real. In fact, even the Palo Alto Commons bus parks on Wilkie. Please make the new Transportation Demand Management (TDM) Plan stronger and include enforcement for violations. Although the ARB suggested setting up a parking permit system, that would require residents to pay for permits, and it would allow Palo Alto Commons to buy its own parking permits too. So it is unclear if that would be helpful.. Daylight Plane: Given that this is a commercial project, the daylight plane for PCs that are commercial should be 10 ft setback, with a 30/60 angle daylight plane. However, even if we use the residential setback, which is 20 ft setback and 45 degree angle, every new external proposed unit against the Wilkie Way side would violate these limits. Reduced Natural Sunlight: This imposing building would reduce the amount of natural sunlight we get. This is in clear violation of the required "low -density residential transition" and policies in the Palo Alto Comprehensive Plan such as "L6.8: Preserve exposure to natural light for single-family residences" Please consider reducing the number, size, and/or placement of units in a manner that reduces further shading. Low -Density Residential Transitions: Regardless of whether this project is considered commercial or residential, it is subject to low -density residential transitions. These transitions (such as stepbacks) are part of the municipal code in general and are also specifically in the current Planned Community Zoning that currently applies. These setbacks were also promised to the neighbors in 1986 when the project was first built. Please maintain these stepbacks. Loss of Privacy : The imposing structure with added units will have significant impact on our family privacy with new residents having clear view of our house and yard. Palo Alto is a treasured city for many reasons, this being one of them, and we would like to keep it that way. Item 14: Staff Report Pg. 56 Packet Pg. 143 of 288 IteLPublic AttachmeLoss of house maket value: There will be loss of market value to single family r Come Way: With increased units and density resulting by expansion of Palo Alto Commons, wuffer loss of market value to our residences. Thank you for considering my comments. Sincerely, Shashank Divekar Item 14: Staff Report Pg. 57 Packet Pg. 144 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: James Porter <jporter992003@yahoo.com> Sent: Monday, December 9, 2024 4:07 PM To: Planning Commission; Kallas, Emily Subject: Comments on 4075 El Camino Way (Palo Alto Commons Expansion) 12/11 PTC Meeting CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Commissioners and City Staff, Thank you for the opportunity to comment on the proposed expansion at Palo Alto Commons. I have lived at 4080 Wilkie Way for 21 years with the commons as our backyard neighbor. I support expansion of senior assisted living opportunities. I'm glad that Palo Alto Commons, the "applicant," has proposed 7 interior new units, and I support that in spite of the parking impacts. However, the proposal for 9 additional external units exacerbates existing massing and visual impact from our family room, bedroom and backyard. More workers and visitors exacerbate existing parking congestion, which will only get worse when parking is removed from El Camino Real. We appreciate that the applicant has improved landscaping and window plans to address privacy concerns. However, even after concerns expressed by the PTC 6/12/2024 with regard to massing, closeness of the existing Palo Commons units to Wilkie Way backyards, and uncertainty on daylight plane and setbacks there have been no proposals that would reduce the quantity, size, or placement of the 9 exterior units. In addition, we have been confused about various legal topics during the PTC and ARB meetings, including the setbacks and the daylight plane, where we heard inconsistent messages, including from the City's counsel. We have heard that the PC could overwrite itself or existing regulation. The original building was built with 10 feet setback at 45 degree. We have heard that the correct up to date 20 foot setback for commercial building can not be applied because it would put the rest of the building out of compliance. But shouldn't there be flexibility there given PC flexibility? Regardless of the legal requirements, I ask the PTC to consider that the neighbors have already endured a 10 foot setback, and if new construction should follow a 20 foot setback, then out of human sense of fairness, it feels like the wrong direction to allow even more new construction with a 12.5 foot setback. I am not an architect, but I understand that all new 3rd story units would have a 20 foot set back. I was told that without the 2nd floor units for support, the 3rd floor units could not be built. I don't understand that just based on simple geometry. Please help me understand why the project could not still go forward with fewer external units so that it stays within a 20 foot set back? I thought the PTC asked the ARB to discuss what the plans would look like with a 20 foot set back. But the ARB just said that the 10 foot setback was ok. I don't think the PTC should approve this project without getting the answer to the questions they asked in June to the ARB about potential compromise options that reduce the impact of the 9 external units. It would be good to hear more from the ARB and the applicant's architect. Item 14: Staff Report Pg. 58 Packet Pg. 145 of 288 Item 14 Attachment E - Public I also have concerns about the parking, so I hope that the PTC will put in specific l to hold Palo Alto Commons accountable to show that they can do what they promised to r Comment gestion before you approve this project. I also think you should put in enforcement requirements to make sure they keep their promises after they get your approval. If they don't do what they promise, they should get more penalties. Please be specific about continuing to check yourself (as you have already). In conclusion, thank you for listening to our recommendation to continue to discuss the proposed project especially to explore further reductions in the number, size, and placement of proposed new external 9 units, especially the 3 2nd floor units with 12.5 foot setbacks. Thank you, James Porter Item 14: Staff Report Pg. 59 Packet Pg. 146 of 288 HOGE • FENTON December 9, 2024 Via E -Mail only (planning. commissionCa�citvofoaloalto.or4) Honorable Members of the City of Palo Alto Planning and Transportation Commission 250 Hamilton Ave. Palo Alto, CA 94301 Item 14 Attachment E - Public Comment J. Randall loch 408.947.2492 randy.toch@hogefenton.com Re: Meeting Date: December 11, 2024 Agenda Item: 2 Project Description: Proposed Zoning Amendment and Architectural Approval for Palo Alto Commons Subject Property: 4075 El Camino Way, Palo Alto, California Report #: 2410-3649 Our Clients: Mona He and Grace (Yan Feng) Wang Objection to Proposed Categorical Exemption of Project under CEQA Dear Honorable Members of the City of Palo Alto Planning and Transportation Commission: This law firm represents Mona He and Grace (Yan Feng) Wang who own single story residences on Wilke Way. The residences are adjacent to the real property situated at 4075 El Camino Way, Palo Alto (the "Subject Property"). For the reasons stated in this letter, Ms. He and Ms. Wang object to the proposed categorical exemption of the project under CEQA, and oppose the project itself in its current form. The project under consideration by the Commission as Agenda Item No. 2 is defined in the staff report for the December 11, 2024 Planning & Transportation Commission Meeting (the "Staff Report") under the heading "PROJECT DESCRIPTION" as follows: "an amendment to the existing PC Zone District (PC -5116) ..." (the "Project").1 I. The Project is a proposed Zoning Amendment which would alter multiple aspects of the City of Palo Alto Municipal Code. (It is not a mere application for a permit to allow minor physical alterations to an existing facility.) The California Environmental Quality Act Requires Environmental Review of Proposed Zoning Amendments. See City of Palo Alto Planning &Transportation Commission Staff Report, Item No. 2, Page 2 of 10 (Packet Pg. 11) Silicon Valley Office l 55 South Market Street, Suite 900, San Jose, California 95113-2324 com Item 14: Staff Report Pg. 60 Packet Pg. 147 of 288 Item 14 Attachment E - Public Comment Honorable Members of the City of Palo Alto Planning and Transportation Commission December 9, 2024 Page 2 The categorical exemption from environmental review under CEQA that is suggested by staff for the Project is inapplicable to the proposed Project. We carefully reviewed the relevant documentation posted by staff regarding the Project, including, without limitation, the document dated October 9, 2024, entitled "Memorandum", which David J. Powers & Associates, Inc. prepared (the "Powers Memo"). In brief, the Powers Memo improperly concludes that the requested zoning change application, which is a legislative activity, is categorically exempt from environmental review under the California Environmental Quality Act ("CE A") pursuant to 14 C.C.R. Section 15301. However, 14 C.C.R. Section 15301(e)(2), which is relied upon by the authors of the Powers Memo, applies, by its express terms, only to proposed construction projects, and not to legislative activity.2 This inconsistent line of reasoning applied by the Powers Memo and by City staff is false, incorrect, misleading, and, if adopted by the City of Palo Alto would likely be entirely unlawful. Accordingly, the City of Palo Alto (the "City") must conduct an environmental review prior to adopting a zoning ordinance, which according to the Staff Report, will modify each of the following aspects of the City of Palo Alto Zoning Ordinance.3 • The provided units would increase by 16 units; • The allowed lot coverage and floor area would increase to accommodate the approximately 6,890 square foot addition; • The minimum setback would decrease from 8 feet to 6 feet for the southwestern property line adjacent to Goodwill; and • The parking ratio provided would reduce from 0.46 spaces per unit (1.16 spaces per 2.5 beds) to 0.41 spaces per unit (1.01 spaces per 2.5 beds), as no additional spaces are being provided. However, this is consistent with the standard code requirement for this use, which is one space per 2.5 beds." (Emphasis Added.) Proposed Zoning Amendments (and General Plan Amendments) are "Projects" as defined in CEQA. In connection with the foregoing, 14 C.C.R. Section 15378 states, in pertinent part, as follows: (a) "Project" means ... any of the following: [¶] (1) An activity directly undertaken by any public agency including but not limited to . . . enactment and amendment of zoning ordinances, and the adoption and amendment of local General Plans or elements thereof . . . (Emphasis added.) The Powers Memo also asserts, without explanation, attribution, or legal authority of any kind whatsoever, that a 13% increase in intensity of use is somehow "negligible" for purposes of CEQA. (Powers Memo, Pg. 12) See City of Palo Alto Planning & Transportation Commission Staff Report, Item No. 2, Page 6 of 10 (Packet Pg. 15) Item 14: Staff Report Pg. 61 Packet Pg. 148 of 288 Item 14 Attachment E - Public Comment Honorable Members of the City of Palo Alto Planning and Transportation Commission December 9, 2024 Page 3 And, Public Resources Code Section 21080 states, in pertinent part, as follows: (a) Except as otherwise provided in this division, this division shall apply to discretionary projects proposed to be carried out or approved by public agencies, including, but not limited to, the enactment and amendment of zoning ordinances, the issuance of zoning variances, the issuance of conditional use permits, and the approval of tentative subdivision maps unless the project is exempt from this division. (Emphasis Added.) The Powers Memo asserts that the Project (which is an application for a zoning change) is exempt from environmental review under CEQA pursuant to 14 C.C.R. Section 15301, which provides, in pertinent part, as follows: Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. The types of "existing facilities" itemized below are not intended to be all-inclusive of the types of projects which might fall within Class 1. The key consideration is whether the project involves negligible or no expansion of use. [¶] Examples include but are not limited to: ... (e) Additions to existing structures provided that the addition will not result in an increase of more than: [¶] (1) 50 percent of the floor area of the structures before the addition, or 2,500 square feet, whichever is less; or [¶] (2) 10,000 square feet if: []] (A) The project is in an area where all public services and facilities are available to allow for maximum development permissible in the General Plan and []] (B) The area in which the project is located is not environmentally sensitive. (Emphasis Added) Clearly and unequivocally, a proposed zoning amendment that is intended to alter municipal laws relating to zoning restrictions, including, without limitation, reducing property line setback requirements and altering sightlines, ambient light, noise patterns, roadways, traffic, floor area ratios, intensity of use, and reduction of parking requirements, could, and very likely would, have profound environmental impacts, as well as civil and criminal ramifications. The foregoing cannot simultaneously be considered just a "minor alteration of an existing structure" that happens to be located in a zoning district that already permits the intended use. In the current application, the proposed use is expressly prohibited under the existing zoning, hence the need for the requested zoning amendment. If the state legislature had intended for zoning amendments and general plan amendments to be exempt from environmental review, it could and would have included such legislative activities in the list of statutorily exempt types of projects. Similarly, if the Secretary for Resources had intended for zoning amendments to be categorically exempt from environmental review, the Secretary for Resources would have included such projects in the list of categorical exemptions authorized by Public Resources Code Section 21084, which are published in 14 C.R.C. Section 15300, et seq. Item 14: Staff Report Pg. 62 Packet Pg. 149 of 288 Item 14 Attachment E - Public Honorable Members of the City of Palo Alto Planning Comment and Transportation Commission December 9, 2024 Page 4 The conclusion is clear and unmistakable. Proposed zoning amendments are specifically INCLUDED in CEQA by statute, because they have great potential to cause significant environmental impacts. Accordingly, the narrow criteria of the categorical exemption set forth in 14 C.C.R. Section 15301, which relate solely to proposed minor alterations to an existing building, without a change of use, do not apply to this proposed Project, which is a proposed zoning amendment that would change multiple aspects of the permitted uses of the Subject Property and would allow activities on the Subject Property that are currently prohibited. Accordingly, environmental review is mandated by CEQA and must be conducted in accordance with applicable laws prior to enactment of any proposed modification of the existing PC Zone District (PC -5116). II. Potential Significant Environmental Impacts Result from the Project. Phase 1 of the development of the Subject Property was approved in the late 1980's through adoption of a Planned Community zoning ordinance (City of Palo Alto Ordinance No. 3775). At that time, potential environmental impacts were discussed and mitigated through the use of a terraced building design in which each higher floor was recessed further from property lines, and this design mitigation was incorporated into the applicable zoning ordinance. Multiple members of the community participated in that negotiation and remember the developer's promises that the design would not be altered. And, Phase 2 of the development of the Subject Property was approved in the early 2010's through adoption of a second Planning Community zoning ordinance (City of Palo Alto Ordinance No. 5116). And, the terraced design was carefully maintained at that time. However, the developer has now come to the City with a proposed Phase 3, which would disregard the very same environmental mitigations that were incorporated into the prior design in order to be able to alter the use of the Subject Property in a manner that was expressly prohibited at each prior phase. Nevertheless, the Powers Memo claims that these requested zoning changes, which would greatly expand the permitted uses of the Subject Property, are merely a "minor alteration" to the Subject Property that cannot possibly result in an environmental impact, and are therefore exempt from environmental review under CEQA. However, given the fact that the previously approved environmental mitigations would be eliminated upon approval of the current Project, it is apparent that the proposed Project would result in significant environmental impacts, per se. A review of the public comment for the Project revealed that there was a proposed alternative design in which the existing facility would be built upwards over the existing third floor rather than outward over the first and second floors. This proposal potentially mitigates some of the resulting environmental impacts to a less than significant level, while achieving the benefits of the same proportional increase in intensity of use. However, the developer apparently rejected that mitigation proposal as not economically acceptable. The upshot is that the developer desires to be permitted to cause an environmental impact in order for the developer to be able to benefit financially. This is precisely the type of environmental cost vs. economic benefit analysis that CEQA is intended to cause to be disclosed to the decision makers prior to deciding upon approval of a proposed project. Additionally, public comment reveals that the facility is already short of available parking, which results in inconvenience to the residents and neighbors, and causes additional Item 14: Staff Report Pg. 63 Packet Pg. 150 of 288 Item 14 Attachment E - Public Comment Honorable Members of the City of Palo Alto Planning and Transportation Commission December 9, 2024 Page 5 neighborhood traffic. A further reduction in parking capacity proposed by the application combined with elimination of entire parking areas to be used for staging during construction will only exacerbate the traffic problems that have not been reviewed and mitigated. Allowing improvements on the second and third floors to encroach closer to property lines will increase noise and ambient light emitted towards neighborhood properties. The additions will also have an adverse impact on the existing daylight plane in violation of Palo Alto Municipal Code Section 18.38.150(e). And, finally, it is our understanding that the facility, as presently configured, may currently be operating in violation of the applicable conditions of approval of Ordinance 3775 and/or Ordinance 5116, and that numerous complaints have been made to code enforcement with respect to such violations. If the Subject Property is, in fact, currently out of compliance with applicable zoning and/or use permits, then it should not be eligible to receive additional concessions until all such violations have been remedied. The foregoing are just some examples of the many potential significant environmental impacts that might occur as the result of approval of the Project and the proposed development. III. Conclusion. We urge this commission to follow applicable law and refer the matter to staff to prepare a full environmental review as required in accordance with the California Environmental Quality Act. After an appropriate environmental review has been completed, this commission will be better able to make a recommendation to the City Council that is in compliance with the commission's legal responsibilities. Such a recommendation should properly take into consideration possible alternative designs, further mitigations, and/or, if appropriate, adoption of a Statement of Overriding Considerations regarding any significant environmental impacts arising from the Project. Alternatively, the proposed Project must be denied. If you have question about any of the above, or if we can provide you with any other documents or information, please contact the undersigned. Very truly yours, HOGE, FENTON, JONES & APPEL, INC. J. Randall Toch Of Counsel JRT/ns cc: Clients Emily Kallas - Project Planner (via email only: emily.kallas@cityofpaloalto.org) Sean A. Cottle Item 14: Staff Report Pg. 64 Packet Pg. 151 of 288 HOGE • FENTON December 9, 2024 Via E -Mail only(plannina.commissionCa�citvofpaloalto.ora) Honorable Members of the City of Palo Alto Planning and Transportation Commission 250 Hamilton Ave. Palo Alto, CA 94301 Item 14 Attachment E - Public Comment J. Randall Toch 408.947.2492 randy.toch@hogefenton.com Re: Meeting Date: December 11, 2024 Agenda Item: 2 Project Description: Proposed Zoning Amendment and Architectural Approval for Palo Alto Commons Subject Property: 4075 El Camino Way, Palo Alto, California Report #: 2410-3649 Our Clients: Mona He and Grace (Yan Feng) Wang Objection to Proposed Categorical Exemption of Project under CEQA Dear Honorable Members of the City of Palo Alto Planning and Transportation Commission: This law firm represents Mona He and Grace (Yan Feng) Wang who own single story residences on Wilke Way. The residences are adjacent to the real property situated at 4075 El Camino Way, Palo Alto (the "Subject Property"). For the reasons stated in this letter, Ms. He and Ms. Wang object to the proposed categorical exemption of the project under CEQA, and oppose the project itself in its current form. The project under consideration by the Commission as Agenda Item No. 2 is defined in the staff report for the December 11, 2024 Planning & Transportation Commission Meeting (the "Staff Report") under the heading "PROJECT DESCRIPTION" as follows: "an amendment to the existing PC Zone District (PC -5116) ..." (the "Project").1 I. The Project is a proposed Zoning Amendment which would alter multiple aspects of the City of Palo Alto Municipal Code. (It is not a mere application for a permit to allow minor physical alterations to an existing facility.) The California Environmental Quality Act Requires Environmental Review of Proposed Zoning Amendments. See City of Palo Alto Planning & Transportation Commission Staff Report, Item No. 2, Page 2 of 10 (Packet Pg. 11) Silicon Valley Office 1 55 South Market Street, Suite 900, San Jose, California 95113-2324 1.com Item 14: Staff Report Pg. 65 Packet Pg. 152 of 288 Item 14 Attachment E - Public Comment Honorable Members of the City of Palo Alto Planning and Transportation Commission December 9, 2024 Page 2 The categorical exemption from environmental review under CEQA that is suggested by staff for the Project is inapplicable to the proposed Project. We carefully reviewed the relevant documentation posted by staff regarding the Project, including, without limitation, the document dated October 9, 2024, entitled "Memorandum", which David J. Powers & Associates, Inc. prepared (the "Powers Memo"). In brief, the Powers Memo improperly concludes that the requested zoning change application, which is a legislative activity, is categorically exempt from environmental review under the California Environmental Quality Act ("CE A") pursuant to 14 C.C.R. Section 15301. However, 14 C.C.R. Section 15301(e)(2), which is relied upon by the authors of the Powers Memo, applies, by its express terms, only to proposed construction projects, and not to legislative activity.2 This inconsistent line of reasoning applied by the Powers Memo and by City staff is false, incorrect, misleading, and, if adopted by the City of Palo Alto would likely be entirely unlawful. Accordingly, the City of Palo Alto (the "City") must conduct an environmental review prior to adopting a zoning ordinance, which according to the Staff Report, will modify each of the following aspects of the City of Palo Alto Zoning Ordinance.3 • The provided units would increase by 16 units; • The allowed lot coverage and floor area would increase to accommodate the approximately 6,890 square foot addition; • The minimum setback would decrease from 8 feet to 6 feet for the southwestern property line adjacent to Goodwill; and • The parking ratio provided would reduce from 0.46 spaces per unit (1.16 spaces per 2.5 beds) to 0.41 spaces per unit (1.01 spaces per 2.5 beds), as no additional spaces are being provided. However, this is consistent with the standard code requirement for this use, which is one space per 2.5 beds." (Emphasis Added.) Proposed Zoning Amendments (and General Plan Amendments) are "Projects" as defined in CEQA. In connection with the foregoing, 14 C.C.R. Section 15378 states, in pertinent part, as follows: (a) "Project" means ... any of the following: [¶] (1) An activity directly undertaken by any public agency including but not limited to . . . enactment and amendment of zoning ordinances, and the adoption and amendment of local General Plans or elements thereof . . . (Emphasis added.) The Powers Memo also asserts, without explanation, attribution, or legal authority of any kind whatsoever, that a 13% increase in intensity of use is somehow "negligible" for purposes of CEQA. (Powers Memo, Pg. 12) See City of Palo Alto Planning & Transportation Commission Staff Report, Item No. 2, Page 6 of 10 (Packet Pg. 15) Item 14: Staff Report Pg. 66 Packet Pg. 153 of 288 Item 14 Attachment E - Public Comment Honorable Members of the City of Palo Alto Planning and Transportation Commission December 9, 2024 Page 3 And, Public Resources Code Section 21080 states, in pertinent part, as follows: (a) Except as otherwise provided in this division, this division shall apply to discretionary projects proposed to be carried out or approved by public agencies, including, but not limited to, the enactment and amendment of zoning ordinances, the issuance of zoning variances, the issuance of conditional use permits, and the approval of tentative subdivision maps unless the project is exempt from this division. (Emphasis Added.) The Powers Memo asserts that the Project (which is an application for a zoning change) is exempt from environmental review under CEQA pursuant to 14 C.C.R. Section 15301, which provides, in pertinent part, as follows: Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. The types of "existing facilities" itemized below are not intended to be all-inclusive of the types of projects which might fall within Class 1. The key consideration is whether the project involves negligible or no expansion of use. [¶] Examples include but are not limited to: ... (e) Additions to existing structures provided that the addition will not result in an increase of more than: [¶] (1) 50 percent of the floor area of the structures before the addition, or 2,500 square feet, whichever is less; or [¶] (2) 10,000 square feet if: [¶] (A) The project is in an area where all public services and facilities are available to allow for maximum development permissible in the General Plan and [¶] (B) The area in which the project is located is not environmentally sensitive. (Emphasis Added) Clearly and unequivocally, a proposed zoning amendment that is intended to alter municipal laws relating to zoning restrictions, including, without limitation, reducing property line setback requirements and altering sightlines, ambient light, noise patterns, roadways, traffic, floor area ratios, intensity of use, and reduction of parking requirements, could, and very likely would, have profound environmental impacts, as well as civil and criminal ramifications. The foregoing cannot simultaneously be considered just a "minor alteration of an existing structure" that happens to be located in a zoning district that already permits the intended use. In the current application, the proposed use is expressly prohibited under the existing zoning, hence the need for the requested zoning amendment. If the state legislature had intended for zoning amendments and general plan amendments to be exempt from environmental review, it could and would have included such legislative activities in the list of statutorily exempt types of projects. Similarly, if the Secretary for Resources had intended for zoning amendments to be categorically exempt from environmental review, the Secretary for Resources would have included such projects in the list of categorical exemptions authorized by Public Resources Code Section 21084, which are published in 14 C.R.C. Section 15300, et seq. Item 14: Staff Report Pg. 67 Packet Pg. 154 of 288 Item 14 Attachment E - Public Honorable Members of the City of Palo Alto Planning Comment and Transportation Commission December 9, 2024 Page 4 The conclusion is clear and unmistakable. Proposed zoning amendments are specifically INCLUDED in CEQA by statute, because they have great potential to cause significant environmental impacts. Accordingly, the narrow criteria of the categorical exemption set forth in 14 C.C.R. Section 15301, which relate solely to proposed minor alterations to an existing building, without a change of use, do not apply to this proposed Project, which is a proposed zoning amendment that would change multiple aspects of the permitted uses of the Subject Property and would allow activities on the Subject Property that are currently prohibited. Accordingly, environmental review is mandated by CEQA and must be conducted in accordance with applicable laws prior to enactment of any proposed modification of the existing PC Zone District (PC -5116). II. Potential Significant Environmental Impacts Result from the Project. Phase 1 of the development of the Subject Property was approved in the late 1980's through adoption of a Planned Community zoning ordinance (City of Palo Alto Ordinance No. 3775). At that time, potential environmental impacts were discussed and mitigated through the use of a terraced building design in which each higher floor was recessed further from property lines, and this design mitigation was incorporated into the applicable zoning ordinance. Multiple members of the community participated in that negotiation and remember the developer's promises that the design would not be altered. And, Phase 2 of the development of the Subject Property was approved in the early 2010's through adoption of a second Planning Community zoning ordinance (City of Palo Alto Ordinance No. 5116). And, the terraced design was carefully maintained at that time. However, the developer has now come to the City with a proposed Phase 3, which would disregard the very same environmental mitigations that were incorporated into the prior design in order to be able to alter the use of the Subject Property in a manner that was expressly prohibited at each prior phase. Nevertheless, the Powers Memo claims that these requested zoning changes, which would greatly expand the permitted uses of the Subject Property, are merely a "minor alteration" to the Subject Property that cannot possibly result in an environmental impact, and are therefore exempt from environmental review under CEQA. However, given the fact that the previously approved environmental mitigations would be eliminated upon approval of the current Project, it is apparent that the proposed Project would result in significant environmental impacts, per se. A review of the public comment for the Project revealed that there was a proposed alternative design in which the existing facility would be built upwards over the existing third floor rather than outward over the first and second floors. This proposal potentially mitigates some of the resulting environmental impacts to a less than significant level, while achieving the benefits of the same proportional increase in intensity of use. However, the developer apparently rejected that mitigation proposal as not economically acceptable. The upshot is that the developer desires to be permitted to cause an environmental impact in order for the developer to be able to benefit financially. This is precisely the type of environmental cost vs. economic benefit analysis that CEQA is intended to cause to be disclosed to the decision makers prior to deciding upon approval of a proposed project. Additionally, public comment reveals that the facility is already short of available parking, which results in inconvenience to the residents and neighbors, and causes additional Item 14: Staff Report Pg. 68 Packet Pg. 155 of 288 Item 14 Attachment E - Public Comment Honorable Members of the City of Palo Alto Planning and Transportation Commission December 9, 2024 Page 5 neighborhood traffic. A further reduction in parking capacity proposed by the application combined with elimination of entire parking areas to be used for staging during construction will only exacerbate the traffic problems that have not been reviewed and mitigated. Allowing improvements on the second and third floors to encroach closer to property lines will increase noise and ambient light emitted towards neighborhood properties. The additions will also have an adverse impact on the existing daylight plane in violation of Palo Alto Municipal Code Section 18.38.150(e). And, finally, it is our understanding that the facility, as presently configured, may currently be operating in violation of the applicable conditions of approval of Ordinance 3775 and/or Ordinance 5116, and that numerous complaints have been made to code enforcement with respect to such violations. If the Subject Property is, in fact, currently out of compliance with applicable zoning and/or use permits, then it should not be eligible to receive additional concessions until all such violations have been remedied. The foregoing are just some examples of the many potential significant environmental impacts that might occur as the result of approval of the Project and the proposed development. III. Conclusion. We urge this commission to follow applicable law and refer the matter to staff to prepare a full environmental review as required in accordance with the California Environmental Quality Act. After an appropriate environmental review has been completed, this commission will be better able to make a recommendation to the City Council that is in compliance with the commission's legal responsibilities. Such a recommendation should properly take into consideration possible alternative designs, further mitigations, and/or, if appropriate, adoption of a Statement of Overriding Considerations regarding any significant environmental impacts arising from the Project. Alternatively, the proposed Project must be denied. If you have question about any of the above, or if we can provide you with any other documents or information, please contact the undersigned. Very truly yours, HOGE, FENTON, JONES & APPEL, INC. J. Randall Toch Of Counsel JRT/ns cc: Clients Emily Kallas - Project Planner (via email only: emily.kallas@cityofpaloalto.org) Sean A. Cottle Item 14: Staff Report Pg. 69 Packet Pg. 156 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Lily Lee <lee_lilyning@yahoo.com> Sent: Monday, December 9, 2024 6:56 PM To: Kallas, Emily Cc: Kevin Ji Subject: CEQA question CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emily, Thank you again for answering our earlier questions. I appreciate it. And I know you are very busy, but I would stilll like to invite you to my backyard at 4080 Wilkie Way at other days when you are more free to leave the office. If you are nearby, even if we did not make a formal set time in advance, just call my cell at 650-815- 9749. You are very welcome to visit. I am sure other neighbors would welcome you too. I read the CEQA memo, and I have a question. I found online in CEQA examples of projects that have "negligible or no expansion of use." It includes these scenarios: "(e) Additions to existing structures provided that the addition will not result in an increase of more than: (1) 50 percent of the floor area of the structures before the addition, or 2,500 square feet, whichever is less; or (2) 10, 000 square feet if. - (A) The project is in an area where all public services and facilities are available to allow for maximum development permissible in the General Plan ... " (Source: https://www.law.cornell.edu/regulations/california/14-CCR-15301#::text=Class 1 consists of the,of existing or former use.) The proposed project would total 6,865 square feet, which exceeds the limit in (e)(1) above. Regarding (e)(2)(A), can you explain how that situation might apply or not in this project? You have heard many concerns that public parking is not sufficient to allow for the current use, let alone an expanded use. Is that relevant? And this project includes a 13% expansion of number of units, which is certainly an expansion of use. I appreciate your help understanding this topic. Thank you! Lily Item 14: Staff Report Pg. 70 Packet Pg. 157 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Daniel Pei <danielpei54@gmail.com> Sent: Monday, December 9, 2024 9:20 PM To: Kallas, Emily; Planning Commission Subject: Wilkie Resident Concerns on Proposed Expansion of the Common Complex CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Emily and Commissioners, I hope this message reaches you well. As someone who has grown up cherishing the quiet and connected community of Palo Alto, I wanted to share some heartfelt concerns about the proposed expansion of the complex near our neighborhood. While the intention behind the project is noble, the impacts on residents like myself cannot be ignored. The False Promise of Parking Relief I've noticed some improvement in parking recently, which I've learned is due to the commons strategically instructing staff to avoid parking on our residential streets —perhaps in anticipation of the upcoming vote. But even with this temporary relief, it's still challenging to find parking. This has made me wonder: if parking is barely manageable now, what will happen when the expansion is approved and these limitations are no longer in place? The thought of my family and neighbors struggling even more for parking in front of our own homes feels both unfair and inevitable. The Impact on Mental Well -Being One issue that hasn't been addressed enough is the toll this project takes on mental health. Noise pollution from the cooling units alone is exhausting, but it's more than that. The lack of sunlight in our living spaces, the feeling of exposure in our own backyards, and the constant uncertainty of parking make it hard to truly relax in our own homes. Home is supposed to be a sanctuary —a place to recharge. But for many of us, it has started to feel like a battleground for basic comfort and peace. Compromising the Seniors' Experience Too It's important to remember that this isn't just about the residents of Wilkie Way. The seniors who live in the complex also deserve a space that promotes their health and happiness. Expanding without carefully addressing sunlight access, noise reduction, and sufficient parking does a disservice to their quality of life as well. Overcrowding and shading their outdoor spaces could take away the serenity and balance they moved here to enjoy. A Call for Balance and Thoughtfulness What makes Palo Alto special is the delicate balance between progress and preservation. I know this isn't an easy decision, and I respect the effort that's gone into considering all perspectives. I ask only that you continue to uphold the values that make our city unique: protecting the livability of our neighborhoods while fostering thoughtful development that benefits everyone. Thank you for taking the time to read my concerns. I truly appreciate your dedication to making decisions that reflect the needs and values of our community. Item 14: Staff Report Pg. 71 Packet Pg. 158 of 288 Item 14 Attachment E - Public Sincerely, Comment Daniel 4060 Wilkie Way Resident Item 14: Staff Report Pg. 72 Packet Pg. 159 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Rebecca Sanders <rebsanders@gmail.com> Sent: Monday, December 9, 2024 9:46 PM To: Planning Commission; Kallas, Emily Cc: gsheyner@paweekly.com Subject: PTC Meeting - December 11, 2025 - Item #2 CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Commissioners: As I see it: 1. Palo Alto Commons could build these additional units elsewhere on the property. There is room. Is it too expensive? Or just more expensive to build elsewhere? 2. Palo Alto Commons claims they ease homelessness in Palo Alto by providing homes for the elderly. PAC is a for-profit convalescent facility with memory care, and physical therapists. Everyone there has some kind of medical issue. There is no low-income option over there that I am aware of. It is not a residential facility and relieving homelessness is not a mission or core value. 3. Neighbors are being asked to accept less privacy, less sunlight, lower property values, and more traffic and parking so that Palo Alto Commons makes more money. There is no public benefit to the proposed expansion so why should the city make exceptions for Palo Alto Commons. I support my neighbors in North Ventura. They are doing a great bit of civic engagement and working hard to understand the laws and to advocate. Please respect their efforts by giving them this easy and obvious win. When you got against what you know is the right thing to do, it puts a pall on civic engagement. Please hear the voice of Ventura by recommending the applicant return with an application that does not violate current city building codes. The people that live in Ventura have a right to expect that our codes are upheld for them, too. The people that work and make money in Palo Alto do not have the right to exploit neighborhoods for their profit. That's good governance. Variances should not be rewarded whimsically at the behest of a for-profit business to increase their profits while offering absolutely no public benefit. It would take a HUGE public benefit to sway Venturans to go for the proposal. We watch our quality of life erode while other wealthier neighborhoods are protected. That is wrong. Thank you. Becky Sanders Item 14: Staff Report Pg. 73 Packet Pg. 160 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Kai Porter <kaibop22@gmail.com> Sent: Monday, December 9, 2024 10:00 PM To: Kallas, Emily; Planning Commission Subject: Comment about 4075 El Comino Way, especially TDM Plan CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Commissioners and City staff, I would like to comment on the project at 4075 El Camino Way. I have lived at 4080 Wilkie Way since 2005. For 19 years, I have seen the huge building behind my fence. To help seniors, I support the 7 internal units that Palo Alto Commons wants to build. I would like to see alternative designs to reduce the effect of the proposed extra 9 external units that would add 4 new 2nd floor units, including 3 more 2nd floor units with 12.5 foot setbacks. I thought that the PTC in June asked the ARB to work with the developer to come up with a plan with 20 foot setbacks, but I don't think that happened. I also worry about parking and traffic. Palo Alto Commons has not always done what it said it would, and I think you should wait for them to show you they can do a better job before you approve the proposal to send to the City Council. I have walked, biked, and driven, and I have seen a lot of congestion, especially as a student going to and from school, and driving to and from my job. I have seen parking get worse and worse, and I am worried it will get even worse when El Camino Real gets rid of parking. So I was glad to see the TDM Plan finally. But I think it needs some changes before you approve it. The parking study only shows how many onsite parking spaces were used at the times of the study. It does not show how many people come to the building? Did they drive there? If so, where did they park? On pp. 51 and 52 of the TDM Plan is a parking policy. It sounds nice, but at the 6/12/2024 PTC meeting, Palo Alto Commons claimed that it implemented the plan, which included a new sign with a number that visitors could call to open the gate to an underground garage. But two Commissioners said that the person answering the phone asked them to park in the neighborhood. At the 7/18/2024 ARB Meeting, the minutes said, "Board Member Baltay had trouble parking when he visited the site on Wednesday morning; therefore, he agreed there was an issue with parking for visitors and employees overflowing into the neighborhood. Staff should ask for a Transportation Demand Management Plan (TDM). The applicant has not been in compliance with PC 3775's requirement for a parking plan and it was never enforced. The applicant has to provide parking for employees and visitors on site or a plan to the Planning staff's satisfaction to mitigate or reduce impact on neighborhood parking. Employees should not park in front of houses on Wilkie Way. The proposed additional units will increase parking demand." The parking study was done on a Tuesday, Thursday, and Friday at 9-11 am. But visitors may be more likely on the weekends when they are not at work or school. In addition visitors might arrive more often in the afternoons. Maybe you can look at when visitors register and do a study of those times if not already covered by the March 2024 study. Item 14: Staff Report Pg. 74 Packet Pg. 161 of 288 Item 14 Attachment E - Public The TDM Plan has some great ideas to promote transit, bikes, etc., but do some wi way that Comment buses that go from their homes to Palo Alto Commons might not run very often and might a e a long time? They may also live too far away to bike. The TDM Plan will do an initial survey to set a baseline and to help plan changes of the plan to make it better. They should have done this a long time ago. Let's see what the survey says before finalizing the TDM plan. The TDM Plan does not talk about how it fixed the problems that the PTC Commissioners saw themselves in June. It is keeping the gate. The parking study showed the underground garage was not full at those times. But four neighbors talked with nearly 10 Palo Alto Commons employees during summer and fall. The employees said they did not have room to park in the garage. They used to park on Wilkie Way. But recently, their bosses asked them to park instead on Second Street for a few months until the expansion is approved. Then they can return to parking on Wilkie Way. They told neighbors they were afraid that if they reported this, they might lose their jobs, so they did not want to say their names. Our neighbors on Second Street said they have more cars parking now than before. One visitor said that the senior resident he visits asked him not to complain about parking because he worried that he might get treated worse by Palo Alto Commons staff. In addition, is Palo Alto Commons charging extra money to the senior resident whenever their visitors park in its parking lot? If so, are seniors asking their visitors not to park there? Many Palo Alto Commons employees have also told neighbors that they did not receive any transit subsidies, as the TDM Plan describes. The Palo Alto Commons van frequently parked on Wilkie Way. Then, after this concern came up at a public meeting, the van moved to a "guest" parking spot or a "handicapped" spot." At the 10/17/2024 ARB meeting, the minutes said, "Boardmember Adcock suggested having a regular update of the parking policies." That is a great idea! In fact, I have heard that on another project with concerns, the facility reported back every month on progress. Because in the past Palo Alto Commons did not do what they were supposed to, maybe the TDM Plan should include information about how the City will monitor the TDM annual surveys and reports and other follow-up requirements to the plan. Monitoring should include 3rd party confidential surveys of employees and visitors so they will not get in trouble. In 1987, Palo Alto Commons was supposed to give the City an annual report about occupancy, but it did not. The TDM Plan talked about administrative penalties for failure to follow the plan after 6 months. The TDM plan should add details, e.g. dollar amounts, and require increases the longer violations continue. The City should use the PC Ordinance or other legal document to ensure enforceability, including by third party suits by residents. Finally, this is minor, but the "List of Nearby Amenities Within 0.30 or fewer miles" on p. 38 of the pdf, zero of the 45 locations are within 0.30 miles of 4075 El Camino Way. All but three locations are over three miles away. The only location within one mile is the PACCC, 0.5 miles away. Here are a few examples with distances from Google Maps: • Tamarine is actually 3.8 miles away (not 0.10 miles away) • Mademoiselle Colette is actually 3.7 miles away • Palo Alto Dental Group is actually 3.9 miles away • Like! Hair Salon is actually 3.7 miles away The table should be fixed before the TDM is finalized. Item 14: Staff Report Pg. 75 Packet Pg. 162 of 288 Item 14 Attachment E - Public In conclusion, please do not approve the TDM until Palo Alto Commons fixes thes ease don't Comment approve expansion before then either. Thank you for letting me make these comments. Sincerely, Lee Kai Porter 4080 Wilkie Way Item 14: Staff Report Pg. 76 Packet Pg. 163 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: yanfeng wang <yanfengwang2@yahoo.com> Sent: Monday, December 9, 2024 10:32 PM To: Kallas, Emily; Planning Commission Subject: Wilkie Way Resident's Concerns CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Emily, Dear Commissioners, I hope you're doing well. I'm writing to share my concerns about the 4075 El Camino Way Common located directly behind our backyard. While I support the idea of creating more units, I strongly believe this developer's proposal fails to provide a sustainable solution and sets a dangerous precedent that could harm both the community and the city's reputation. The issues with this project are significant and unresolved: 1. Traffic and Parking Problems Caregivers and staff from the common often park on residential streets (see pictures), leaving little to no space for nearby residents to park near their own homes (see picture). This has become a daily struggle for my family, and the overflow has only worsened over time. This proposed TOM plan seems to assume the current parking is sufficient, but it fails to reflect the reality we face. Worse yet, the developer has no clear plan for how they would enforce the proposed parking policies, leaving the specifics vague about what happens if these measures fall short. Instead of protecting the rights of neighbors by addressing these issues head-on, this vague plan feels more like a way to execute now and figure out the details later —leaving us feeling unheard and powerless. 2. Noise Pollution The cooling units from the common have caused constant distress for nearby residents. Our neighbor at 4030 Wilkie Way, for example, endures noise levels reaching 70--100 dBA. 4060 Wilkie way/ 65-70 DBA. During a meeting with Mayor Greer Stone in October, both the mayor and neighbors experienced this overwhelming noise firsthand. For our neighbors, this is more than an inconvenience —it has upended their daily lives. They've Beyond these specific concerns, approving this project as it stands could set a dangerous precedent, encouraging other developers to prioritize profits over thoughtful, community -centered solutions. This approach would undermine the very values that make Palo Alto such a unique and vibrant place to live—sustainability, balance, and respect for the quality of life of its residents been forced to keep their windows shut and blinds closed just so their teenage child can sleep at night. No family should have to live like this. Expanding the building without resolving these issues would only make life harder for families like ours and our neighbors. 3. Loss of Sunlight The current structure already casts a shadow over our backyard and living areas by 2 p.m. (see picture taken at 2PM), leaving us in shade for much of the afternoon. The privacy trees we planted help block the two-story building, but with the proposed expansion, an additional three story would rise above the trees —eliminating privacy and blocking sunlight even earlier, possibly by noon. Imagine needing to turn on the lights in your bedroom at 3 p.m. just to navigate your home during the day (see picture taken at 2PM, the shadow is about 90 ft deep.). That's the reality we'd face, even in sunny California. Instead of enjoying natural light, we'd be forced to live in darkness, reliant on artificial lighting. This expansion wouldn't just harm us —it would also rob seniors in the complex of sunlight in Item 14: Staff Report Pg. 77 Packet Pg. 164 of 288 Item 14 Attachment E - Public their outdoor spaces, essential for their health and well-being. Prioritizing p Comment damental needs disregards the values that make our community livable and vibrant. 4. Privacy Concerns Our backyard is already fully exposed to the windows of the current complex, leaving us with little privacy in what should be our personal space. During a gathering with City Commissioners in our neighbor backyard, a man from the Common stared directly into our meeting from his window, making it clear how exposed we truly are. This constant lack of privacy has forced my family and our neighbors to keep blinds and curtains drawn during the day, sacrificing sunlight just to feel a sense of security. We've lost the freedom to enjoy our backyards, knowing we are always visible to the residents above. Adding another story would only make this worse, exposing even more of our lives and leaving us feeling like our homes are no longer our own. The thought of losing what little privacy we have left is distressing and deeply unfair. Beyond these specific concerns, approving this project as it stands could set a dangerous precedent, encouraging other developers to prioritize profits over thoughtful, community -centered solutions. This approach would undermine the very values that make Palo Alto such a unique and vibrant place to live—sustainability, balance, and respect for the quality of life of its residents. I truly believe that our thoughtful leaders will continue to strengthen public trust in local governance and preserve the values we all hold dear. Thank you for your time and consideration. I'd be happy to provide further details or share the evidence we've collected to help inform your decision. Best regards, Yanfeng Wang 4060 Wilkie Way, Palo Alto Resident 0 Item 14: Staff Report Pg. 78 Packet Pg. 165 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Kirsten Flynn <sustainablekir@gmail.com> Sent: Monday, December 9, 2024 11:49 PM To: Kallas, Emily Subject: Planning for 4075 El Camino Way CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Ms Kallas, I am life long Palo Altan, and I have seen a lot of change, including tall expensive homes going up on Wilkie Way. Now those neighbors want to roll up the ladder behind them, and not allow housing for additional seniors at the Palo Alto Commons. I love my home town, and want to support all of its diverse population. I strongly support the project to build more units for our seniors at 4075 El Camino Way. For several reasons. - First of all, if we want families to stay intact in the Bay Area, we need a place for seniors who need supportive housing. We are lucky enough to have my Father -in -Law, an Emeritus professor of Electrical Engineering still alive at 90, but he can no longer live independently. It was challenging to find a nice place for him to live! We all will either- have an elder that needs this kind of housing, or need it ourselves some day. Perhaps both! - Secondly, unlike any other type of housing, these additional units are unlikely to cause much of a traffic concern. Most seniors who need this type of housing do not drive any longer. - Thirdly, this is an efficient way to add additional housing for seniors, by putting the units as infill on existing land. - And finally these housing units will utilize a driveway, parking, a lobby, dining facilities that already exist at the Palo Alto Commons. This makes effective use of existing infrastructure. There is no entrance from Wilkie Way. I have heartfelt believe that we must look out for our community members, even if there is some small inconvenience from doing so. Are we going to allow housing projects for seniors to be scrapped AGAIN? I think our community can be more supportive, more generous and more inclusive, and provide housing for our neighbors as they age. Kirsten A Flynn 650-855-9464 cell 650-387-3329 www.sustainablehome.com Kirsten A Flynn Frank M. Flynn 650-855-9464 K's cell 650-387-3329 F's cell 650-804-0865 www.sustainablehome.com Item 14: Staff Report Pg. 79 Packet Pg. 166 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Kevin Ji <kevinji2021 @gmail.com> Sent: Tuesday, December 3, 2024 9:41 PM To: Kallas, Emily Cc: Lee_lilyning@yahoo.com Subject: Differences Between Versions of the Plans for Palo Alto Commons CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emily, Hope you are doing well. I was wondering if you'd be able to tell me what changes have been made between the most recent version of the Palo Alto Common plans and the first version of the plans submitted to PTC in February. It'd be great to have a list of what's concretely different, as there are lots of pages to each plan, making it difficult for me to understand what's changed. Sincerely, Kevin 1 Item 14: Staff Report Pg. 80 Packet Pg. 167 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: hermesmhl @gmail.com Sent: Tuesday, December 3,20248:15 PM To: Planning Commission; Kallas, Emily Cc: Kevin Ji; JamesYahoo Porter; Jenny Chen; Lily Lee Subject: Re: 4075 El Camino Way -PTC Motion re 20 ft setback? CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Correction "The logic here is Commons has to follow the local law first and secondly they can't build following the law." it should be: The logic here is Commons has to follow the local law first and secondly they can build following the law. Sent from my iPhone On Dec 3, 2024, at 7:53 PM, hermesmhl@gmail.com wrote: Hi Emily and PTC members, Lily forwarded Emily's email to us. I find it is odd that Commons mentions the 20' setback will not work. 20' setback is wrong. Commons is commercial building, the setback is 10'. If they can't build within the PC ordinance, then they can't build. The logic here is Commons has to follow the local law first and secondly they can't build following the law. We have the Commons proposal clearly in violation of PC daylight plane. It should be 10' with 6' distance and 3' height increase. It is less than 30 degrees angle not 45 degree. Commons needs to adhere Palo Alto municipal code. No one should be above the law. They need to follow the local law. I don't understand where 45 degrees angle can be used here. The Wilkie Way side is Commons rear yard not side yard. For rear yard, the setback is 10' and daylight plane is 6' distance with 3' height. This is the PC code. ARB used 45 degree is wrong. I really think city staff has been misleading ARB and PTC for this. Commons expansion proposal has to and must to adhere Palo Alto municipal code. They can't do whatever they want as city staffs telling us. Best regards, Mona Sent from my iPhone On Dec 3, 2024, at 7:14 PM, Lily Lee <Lee_lilyning@yahoo.com>wrote: Sent from Yahoo Mail for iPhone Item 14: Staff Report Pg. 81 Packet Pg. 168 of 288 Item 14 Attachment E - Public Comment Begin forwarded message: On Tuesday, December 3, 2024, 5:09 PM, Kallas, Emily <Emily.Kallas@cityofpaloalto.org>wrote: Hi Lily, The City Attorney does not determine if a proposed discretionary project is contextually compatible with a neighborhood, that is determined by the ARB. Thanks, Emily <image001.png> Emily Kailas, AICP Senior Planner Planning and Development Services Department (650) 617-3125 1 emily.kallas@cityofpaloalto.org www.citvofpaloalto.org <image002.png> Parcel Report I Palo Alto Zoning Code I Online Permitting System Planning Forms & Applications I Planning Applications Mapped From: Lily Lee <lee_lilyning@yahoo.com> Sent: Tuesday, December 3, 2024 5:00 PM To: Kallas, Emily <Emily.Kallas@cityofpaloalto.org> Cc: Kevin Ji <kevinji2021@gmail.com>; JamesYahoo Porter Item 14: Staff Report Pg. 82 Packet Pg. 169 of 288 <jporter992003@yahoo.com> Subject: Re: 4075 El Camino Way -PTC Motion re 20 ft setback? Item 14 Attachment E - Public Comment CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Thank you, Emily. Did the city attorney confirm that? Sent from Yahoo Mail for iPhone On Tuesday, December 3, 2024, 4:48 PM, Kallas, Emily Emily.Kallas@cityofpaloalto.org>wrote: Hi Lily, The applicant confirmed that it is not possible to reduce the second floor units in a way that would allow for a 20 ft setback. There needs to be structure under the proposed third floor units, but a 20 ft setback would not leave enough space for the 2nd floor additions to be usable as units. The ARB did not comment on the applicant's justification of the setback. However, they did comment that the three story building with a 10 ft setback and the 45 -degree angle daylight plane does meet the zoning requirements and is appropriate next to a one- story residential context. Thanks, Emily <image001.png> Emily Kallas, AICP Senior Planner Planning and Development Services Department (650) 617-3125 1 emily.kallas@cityofpaloalto.org www.cityofpaloalto.org <image002.png> Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & Applications Planning Applications Mapped Item 14: Staff Report Pg. 83 Packet Pg. 170 of 288 Item 14 Attachment E - Public Comment From: Lily Lee <lee lilyning@yahoo.com> Sent: Monday, December 2, 2024 10:57 PM To: Kallas, Emily <Emily.Kallas@cityofpaloalto.org> Cc: Kevin Ji <kevinii2021@gmail.com>; JamesYahoo Porter <iporter992003@yahoo.com> Subject: 4075 El Camino Way -PTC Motion re 20 ft setback? CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emily, I'm sorry I missed the last ARB meeting due to a work trip. I saw in your staff report for 7/18 this excerpt: <image003.png> Has the applicant responded to this PTC motion? Did the ARB discuss this topic in its October meeting? I appreciate your clarification. Lily Lee 4080 Wilkie Way 650-815-9749 <image001.png> <image002.png> <image003.png> Item 14: Staff Report Pg. 84 Packet Pg. 171 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: hermesmhl @gmail.com Sent: Monday, December 2, 2024 4:45 PM To: Kallas, Emily; Planning Commission Cc: City Mgr; Lily Lee; Kevin Ji; Jennie Chen; Jayashree Divekar Wilkie; Shashank Divekar Wilkie Neighbor; Jennie Chen; Natacha Telusca; Ellen Hartog; Grace Wang; Tom Huibin Tang; James Cham; Zhang Fion; wengziming@gmail.com;jpamnani@gmail.com; simon_weng@yahoo.com; lucy_wu711 @yahoo.com; garrettchan@hotmail.com; celinewangl6@gmail.com; yschoo@gmail.com; jerry_chou_home@yahoo.com; akin@arden.org; cberwaldt@hotmail.com; danielpei@gmail.com; gsheyner@embarcaderopublishing.com Subject: Re: Palo Alto Commons Schedule Update CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emily and PTC members, I am writing to express my concerns regarding why the Commons project was allowed to hold another PTC meeting without making any meaningful changes to their building design. In the last PTC meeting, there were specific requirements for Commons to revise the setbacks along Wilkie Way. Despite these requirements —and our continued objections to Commons being treated as residential buildings —no substantial design changes have been made. From what I have observed, the only modification Commons has made is the creation of a few trees as their landscaping plan. Is this truly sufficient to warrant moving the project forward? How can this be justified when the PTC requirements appear to have been disregarded? The ARB's role is to review the architectural design to ensure it complies with city ordinances. Yet, staff seem to have misled the ARB by implying that because Commons is zoned as a PC, they can bypass all City municipal codes and requirements. I strongly disagree with this interpretation. The truth is that the Palo Alto Municipal Code (PAMC) contains specific provisions dictating how PC zoning rules must be followed. Commons should not —and cannot —be considered above the city's municipal code. These are our local laws, and all developments, including Commons, must adhere to them. It is the responsibility of city staff to ensure that Commons is following the rules and to remain impartial throughout this process. However, it seems that staff have failed to present the facts accurately and have misled both the PTC and ARB into believing that Commons is in compliance written in staff reports in the past. We, as neighbors, have repeatedly pointed out —both in meetings and emails—that the current interpretation of PC zoning is incorrect. The Commons project, as currently designed, clearly violates several municipal codes. Specifically: 1. It does not adhere to the building transition requirements from low -density to high - density areas (e.g., the stepped conceptual design). Item 14: Staff Report Pg. 85 Packet Pg. 172 of 288 Item 14 Attachment E - Public 2. Its backyard setback and daylight plane requirements are violated Comment ely 10 feet for setbacks and 3 feet for height increases at a 6 -foot distance. 3. Commons is a commercial building, not a residential one, and therefore must comply with the commercial building PC ordinance codes. City staff's job is to ensure that projects comply with the law and to act as impartial mediators. By failing to enforce the municipal code and allowing the project to proceed without meeting basic requirements, staff are undermining public trust. We, as residents, expect a fair and thorough review process. Commons cannot be allowed to bypass the rules, and any interpretation of PC zoning must align with the city's ordinances. We urge staff, the PTC, and the ARB to enforce the municipal code and require that Commons make substantial design changes before moving forward. I am looking forward to hearing back from you. Best regards, Mona He Sent from my iPhone On Nov 19, 2024, at 5:14 PM, Kallas, Emily <Emily.Kallas@cityofpaloalto.org>wrote: Hello, You are receiving this email because you expressed interest in the Palo Alto Commons addition project. The project has been scheduled for a hearing at the Planning and Transportation Commission on December 11, 2024. The plans are the same as presented to ARB in October, and the Draft TDM plan will be available soon. The Staff Report will be published on December 4, 2024. All previously received comments will be included in the report, and you are welcome to send new/additional emails as well, both to me or to planning.commission@cityofpaloalto.org. The PTC hearing is at 6 pm though I do not know its placement on the Agenda yet. The next step after PTC is Council for the final decision, which will be in early 2025 to avoid any potential conflict with the Holidays. As always, please let me know if you have any questions or comments. Thanks, Emily Item 14: Staff Report Pg. 86 Packet Pg. 173 of 288 Emily Kailas, AICP Senior Planner Planning and Development Services Department cl Tr OP (650) 617-3125 1 emily.kallas@cityofpaloalto.org PA LQ www.cityofpaloalto.org ALTO Provide feedback on Planning Development and Administration services Item 14 Attachment E - Public Comment Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & Applications Planning Applications Mapped Item 14: Staff Report Pg. 87 Packet Pg. 174 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Kallas, Emily Sent: Thursday, November 21, 2024 4:01 PM To: Kevin Ji Cc: Lee_lilyning@yahoo.com Subject: RE: 4075 El Camino Way Project Questions Hi Kevin, In response to your questions: 1. Beyond the Condition of Approval referencing it in the PC Ordinance, we do not have record of an existing TDM plan. 2. Per PAMC 18.52.050(d), a monitoring program for the TDM is required, and if the trip reduction performance measures are not met, the Director may require program modifications and may impose administrative penalties. 3. The Draft TDM plan is now available on the project webpage: https://www.cityofpaloa Ito. org/Departments/Planning-Development-Services/Current-Planning/Projects/4075- El-Camino-Way 4. I can provide examples of other TDMs, but this one meets the requirements in terms of what we expect to see in a TDM plan, and was prepared by a consultant who has worked on other projects within Palo Alto. Some minor edits are still needed, but it is not going to change substantially. 5. If you would like to show slides or pictures at a public hearing, you will need to send them to me 1 day prior to the public hearing, and I can share them on the screen during public comment. Thanks, Emily C ) Emily Kailas, AICP Senior Planner Planning and Development Services Department ci ry or (650) 617-3125 1 emily.kallas@cityofpaloalto.org PALO www.citvofpaloalto.org ALTO Provide feedback on Planning Development and Administration services Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & Applications I Planning Applications Mapped From: Kevin Ji <kevinji2021@gmail.com> Sent: Tuesday, November 19, 2024 10:25 PM To: Kallas, Emily <Emily.Kallas@cityofpaloalto.org> Cc: Lee_lilyning@yahoo.com Subject: Re: 4075 El Camino Way Project Questions CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Item 14: Staff Report Pg. 88 Packet Pg. 175 of 288 Item 14 Attachment E - Public Comment Hi Emily, Thanks for these answers. I had a few more questions from the neighbors about the TDM plan. 1. What does the existing TDM plan look like? 2. What happens when a TDM plan is violated? 3. Do you have any examples of any TDM plans? 4. Will we be able to comment on the TDM plan before the meeting? 5. In addition, is there any way to make a slide show or other multimedia to be shown at the meeting? Sincerely, Kevin On Wed, Nov 13, 2024 at 11:37 AM Kallas, Emily <Emily.Kallas@cityofpaloalto.org>wrote: Hi Kevin, My responses to your questions have been added to your email below. Thanks, Emily Emily Kallas, AICP Senior Planner Y O iF PALO Planning and Development Services Department ALTO (650) 617-3125 1 emily.kallas@cityofpaloalto.org www.cityofpaIoalto.org PProvide feedback on Planning Development and Administration services 2 Item 14: Staff Report Pg. 89 Packet Pg. 176 of 288 Item 14 Attachment E - Public Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & A Comment Applications Mapped From: Kevin Ji <kevin*i2021@gmail.com> Sent: Wednesday, November 13, 2024 8:35 AM To: Kallas, Emily <Emily.Kallas@cityofpaloalto.org> Cc: Lee lilyning@yahoo.com Subject: 4075 El Camino Way Project Questions CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emily, I hope you are doing well and thank you for sending the email with the updates on the project. The neighbors and I had some follow up questions: 1. In the last PTC meeting (6/12), there was discussion about a 20ft setback as a possibility. Can you help me understand the impacts of this? Which units would be affected and what code they are pointing to? This comment was specifically referring to the potential for a 20ft setback from the Wilkie Way neighbors, where 10 ft is the current setback per the existing PC. I believe the PTC was referencing 20 ft as the R-1 rear yard setback. The Cycle 3 plans presented to PTC already included the 3rd floor being stepped back approximately 20 ft, affecting about 5 units. The 2 floor adds 4 units facing Wilkie Way, all of which are approximately 12.5 ft setback from the property line, and about 2.5 ft setback from the existing first floor it is built above. Can you help me understand which units are inside the 45 degree daylight plane, but outside the 3/6 daylight plane? How many of these units are there? This is a little complicated because I had to cross reference between the Cycle 3 and Cycle 5 plan sets, but it appears that at least 2 existing units and an existing stairwell encroach into the 3:6 daylight plane. All new units facing Wilkie Way (9 units) would encroach into a 3:6 daylight plane as well. 3. Do we have a final date for the next PTC meeting? I know you had said tentatively 12/11 and 12/18, but is there a decision on this? No, this still hinges on when we receive their revised TDM plan, I will know by 11/25 which date it is going on. Thank you for taking the time to answer these. Item 14: Staff Report Pg. 90 Packet Pg. 177 of 288 Item 14 Attachment E - Public Comment Sincerely, Kevin Item 14: Staff Report Pg. 91 Packet Pg. 178 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Laura Perry <perrylaura@yahoo.com> Sent: Wednesday, November 6, 2024 10:43 AM To: Kallas, Emily Subject: Public Hearing on 10/17/24 CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hello Ms Kallas: There was a Public Hearing/ Quasi -Judicial re: construction plans for Palo Alto Commons at 4075 El Camino Way (23PLN-00202). I was not able to attend/ log into the meeting on Friday, 10/17/24. My mom is a tenant at Palo Alto Commons. I'm not sure if this comment is the type of feedback you are looking for but I wanted to share my concern about the project. My mom has been a tenant at Palo Alto Commons since September 2022. Construction started there sometime in late 2023 and while any construction project is a challenge and for the most part, things have been manageable except for one issue --parking. This is a huge issue and affects families and healthcare workers coming to see patient as well as staff at the facility. There has been storage of construction materials in the garage and around the property which has impacted the ability of family members (and I believe staff) to park either at Palo Alto Commons or the senior living facility, Avant next door. In addition, there is severely limited street parking on El Camino Way and W. Meadow Drive. I have mentioned parking access to the director in the past but there has been no information from the organization about improving parking during the construction. I hope this information will inform your decision on moving forward with the project. Thank you, Laura Perry Item 14: Staff Report Pg. 92 Packet Pg. 179 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Lily Lee <lee_lilyning@yahoo.com> Sent: Monday, October 28, 2024 7:26 PM To: Planning Commission Cc: Kallas, Emily; gsheyner@embarcaderropublishing.com Subject: Neighbors oppose proposed PA Commons expansion at 4075 El Camino Way Attachments: 2024-10-20 neighbors oppose PA Commons Expansion.pdf CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hello Planning and Transportation Commissioners, I would like to share attached signatures from many neighbors opposing the proposed addition of 16 units to Palo Alto Commons at 4075 El Camino Way. Although we appreciate that Wellquest Living has improved landscaping and window plans, these measures are not enough to mitigate the considerable impacts of the proposed project on the neighbors. The neighbors who signed this statement met on October 20, after the ARB recommendation for project approval, and we agreed to jointly express our continued opposition. Thank you very much again to those of you who already visited our backyards. For other Commissioners, we again invite you to come see for yourselves the current quality of life impacts of the existing facility in the transition between commercial and residential zones. The proposed additional units would significantly exacerbate these impacts. Please contact me to set a date/time convenient for you. We look forward to seeing you. Sincerely, Lily Lee and neighbors 650-815-9749 Item 14: Staff Report Pg. 93 Packet Pg. 180 of 288 Item 14 Attachment E - Public Comment From: jenny chen To: Kallas. Emily; Planning Commission Cc: hermesmh1(clumail.com; iavashreed(abyahoo.com; altairetang(tgmail.com; Yanfengwang2ttyahoo.com; wkneiahbour(a�amail.com; Lee lilning(abvahoo.com; Ziminci Wenci; iennietuchan(a)hotmail.com; oarrettchan(a�hotmail.com; Chen Jenny Subject: Opposition to Palo Alto Commons Expansion Date: Wednesday, April 10, 2024 4:36:40 PM You don't often get email fromjennyslchen@yahoo.com. Learn why this is important CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Emily, We extend our gratitude for meeting with us, Mona He, Yanfeng Wang, and Jenny Chen, on Thursday, April 4, 2024, regarding the interpretation of Palo Alto municipal code 18.38.150(e) concerning the daylight plane. During the February 28, 2024 meeting, Palo Alto Planning and Transportation Commissioner Keith Reckdahl provided clarification (video timestamp 3:51:43-3:52:34 Planning and Transportation Commission I Midpen Media Center), stating, "In the code there are two ways of implementing the daylight plane, PC option or R1 setback option. PC daylight plane starts at 10 feet and ascends at a shallow 30 -degree angle. R1 setback on the rear of an R1 is 20 feet. Therefore, the R1 setback optional daylight plane would commence 20 feet into the property. R1 option cannot be applied here due to the current building setback being only 10 feet. PC optional daylight plane must be applied in this case. This could significantly impact the types of units permitted in the rear." We concur with Commissioner Reckdahl's interpretation of the daylight plane regulation. Sincerely, Jenny Chen Item 14: Staff Report Pg. 94 Packet Pg. 181 of 288 Item 14 Attachment E - Public Comment From: Jenny chen To: Kallas. Emily; Planning Commission Cc: hermesmhl@gmail.com; iavashreed@vahoo.com; altairetangCalgmail.com; Yanfengwang2vahoo.com; wkneighbour(abamail.com; Lee lilnina(abvahoo.com; Ziming Wend; iennietuchan(o hotmail.com; garrettchan(abhotmail.com; Chen Jenny Subject: Opposition to Palo Alto Commons Expansion Date: Wednesday, April 10, 2024 4:36:40 PM You don't often get email fromjennyslchen@yahoo.com. Learn why this is important CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Emily, We extend our gratitude for meeting with us, Mona He, Yanfeng Wang, and Jenny Chen, on Thursday, April 4, 2024, regarding the interpretation of Palo Alto municipal code 18.38.150(e) concerning the daylight plane. During the February 28, 2024 meeting, Palo Alto Planning and Transportation Commissioner Keith Reckdahl provided clarification (video timestamp 3:51:43-3:52:34 Planning and Transportation Commission I Midpen Media Center), stating, "In the code there are two ways of implementing the daylight plane, PC option or R1 setback option. PC daylight plane starts at 10 feet and ascends at a shallow 30 -degree angle. R1 setback on the rear of an R1 is 20 feet. Therefore, the R1 setback optional daylight plane would commence 20 feet into the property. R1 option cannot be applied here due to the current building setback being only 10 feet. PC optional daylight plane must be applied in this case. This could significantly impact the types of units permitted in the rear." We concur with Commissioner Reckdahl's interpretation of the daylight plane regulation. Sincerely, Jenny Chen Item 14: Staff Report Pg. 95 Packet Pg. 182 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: hermesmhl He <hermesmhl@yahoo.com> Sent: Friday, February 23, 2024 5:33 PM To: Kallas, Emily Cc: seanshari@comcast.net; Jayashree Divekar 4050 Wilkie; altairetang@gmail.com; 385wombat@gmail.com; hermemshl @yahoo.com; Lait, Jonathan Subject: Re: 4075 El Camino Way - Palo Alto Commons Project You don't often get email from hermesmhl@yahoo.com. Learn why this is important CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emily, I reviewed a post card regarding public next Wednesday public meeting. I am planning to attend it in person. Would you please let me know exactly where the meeting is at? I used the link your provided from last email regarding Palo Alto Commons Expansion. But I couldn't tell which was rt he most updated the plan and what are the changes since the last city council meeting. Would you please send me the most up to day information about their proposal and how they have addressed planning department comments and last city council meeting to do list for them? From what I can see the plan was dated for 10/27/2022. As you knew, during our last meeting on November 7, 2023, I am strongly oppose Palo Alto Commons new expansion plan. Here are some of the reasons: 1. The Commons expansion proposal is in violation of my real property right of enjoyment by completely blocking my property afternoon sun. Which I have already be greatly limited by Commons current second story building about 15 feet apart from my ADU. If proposed third story is built, my ADU and house will lost sun in the afternoon starting at 12:30om. My backyard grass and plants and trees will die due to lack of sun. With my house and ADU are very close to the existing building, the third story is overpowering my property and I will lost entire skylight which I have been enjoying. All I will see from my backyard would have been an over towering block of wall with many windows that people can over looking my windows. I will have no privacy at inside my house and backyard at all and a total lost of my privacy and enjoyment of my property. Please see attached pictures. 2. The current building has underground parking and it was designed over thirty years ago, with adding new extra two more stories are huge publicly safety concerns. Can it withstand a major earthquake (according USGS, Bay Area is over due for a major earthquake) There are five ADUs at the backyard of Wilkie Way block which next to the proposed expansion building. The distance from the building will be as close as 15' apart( that's my ADU). If during the earthquake, the three story building were clapped, my ADU will be the direct hit by the 30' tall building. Who is responsible to the people living in my ADU and my ADU building itself? Who is responsible the lives who live in the Commons clapped three story building? We are living in the earthquake zone and we have major earthquake overdue to happen in northern California. For Palo Alto single family resident backyard setback requirement is 20 feet. What's the setback requirements for three story building? Item 14: Staff Report Pg. 96 Packet Pg. 183 of 288 Item 14 Attachment E - Public 3. Currently Commons and Avent buildings HAVC have already made very loud noisd can open Comment our windows. With new additions, there will be more powerful HVAC added, I can will sleep at night or work from home or just simply sit in our backyard to enjoy our day quietly. 4. There are cars constantly parking at front of my house on our street and these cars owners are working at Commons and Avant. I had asked some of them why they were parking their cars at our street. I was told that there were not enough parking spaces for them to park at Commons and Avant. With 14 (the latest on the website says 18?) more rooms added without single parking spaces added, there will be more cars parking our street and we won't be able to park cars on our street. 5. 4 of the 14 proposed rooms will be added right behind my house and my neighbor right next to me(4040, 4050 Wilkie). 13 of 14(18?) proposed rooms addition are all added to the existing buildings right next to our Wilkie Way single family one story houses. Please see attached photos. The new addition is at the price of entire block Wilkie Way residents' enjoyment of our lives. I asked Commons why they won't add forth story to their building facing El Comino or East Meadow. They said it is too costly to them to do so. So naturally, the Wilkie way residents become the victims of their money saving proposal! It is utterly absurd that big corporation want to save and make money at the cost of us, ordinarily working class residents who mostly are long time residents of PAL Alto? 6. The new addition next to Wilkie Way all single story houses are very intrusive and the new height felt monstrous in the neighborhood. It doesn't conform our neighborhood appeal. 7. I took some of the pictures from Palo Alto Commons front and it's parking. There seems if plenty of space for them to expand. They could add more parking space at the underground lever and add three or four stories in top of that. It will be facing El Camino. That way, they can add more rooms without put hugh negative impact on the neighboring houses and streets. 8. Ventura neighborhood housing values are Palo Alto most under appreciated. I see my house valued almost the same in the last 10 years vs other neighborhoods have seen tremendous amount of value appreciation in hundred of thousands or in million. With this proposal Commons new additions plan, it will further deprive and decrease our home prices. Commons cannot and shouldn't make money at the lost of our neighborhood home values 9. I heard some neighbors talking about selling their homes because of Commons proposal as they feel that they won't be able to enjoy their backyard peacefully after new additions. Item 14: Staff Report Pg. 97 Packet Pg. 184 of 288 5:00 Item 14 Attachment E - Public Comment .uul - /?1;::E r Y'i:rflApp { rridnw r f 3� FLflOR } Aoarnnw i .Pert J � ' '- '' E} ? r r F4a7HE+F9L9Cx ¢ u�ws - � r I - is .morrias , � F/ PALO ALTO . PAl ciis ��sY :� 19uILDiNG0) tB } Y'FLCOR Y FLOOR T l`i _ f 'tip_/t:� Item 14: Staff Report Pg. 98 Packet Pg. 185 of 288 _ \. . , . , IE d t: - }■�/ ' } ;' �� t � S � � <. y = ... � • � ■ . � • 'f ,.z. , � \_ . j� ' . �_� ( . �. -' --� _ _ . � !JTT , - .zz - '- -- - d � t� '•"•:s 4 , 4 i : .;1A'4 ail +.# '.I1j ':: jk 4r I,- -s • tt Item 14 Attachment E - Public Comment Sent from my iPhone On Nov 9, 2023, at 3:29 PM, Kallas, Emily <Emily.Kailas@cityofpaloalto.org>wrote: Hi Mona, Thank you for speaking with me at the Development Center today to express your concerns regarding the proposed project. As we discussed: Here is the link to the Project Webpage, it will be update when revised plans are submitted by the Architect: https://www.cityofpaloalto.org/Departments/Planning-Development-Services/Current- Planning/Proiects/4075-El-Camino-Way Here is the link to the 8/7/23 Council Staff Report and Minutes: https://cityofpaloaIto.primegov.com/Portal/Meeting?meetingTemplate Id=12606 (under Study Session) https://cityofpaloaIto.primegov.com/Public/CompiledDocument?meetingTemplateld=12611&compileO utputType=1 I will notify you of any future public hearings, and you will also receive a post card in the mail two weeks prior to any scheduled meeting. A flowchart of the expected project process is here: https://www.cityofpaloalto.org/files/assets/public/v/2/development-services/planning-review/7.-maps- zoning/planned-community-review-process-02-03-2023.pdf. We are on the 5th step, waiting for the applicant to revise the plans. I'm happy to answer any other questions you may have. Thanks, Emily Emily Kailas, AICP Planner Planning and Development Services Department y oil (650) 617-3125 1 emily.kallas@cityofpaloalto.org PALO www.cityofpaloalto.org ALTO Provide feedback on Planning Development and Administration services Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & Applications Planning Applications Mapped Item 14: Staff Report Pg. 104 Packet Pg. 191 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Shashank Divekar <shashankdivekar@yahoo.com> Sent: Wednesday, December 6, 2023 11:26 AM To: Kallas, Emily Cc: Jayashree Divekar Subject: Objection to Palo Alto Commons Extension Plan Attachments: IMG_5862jpg; IMG_5861 (1).jpg; IMG_6230.jpg You don't often get email from shashankdivekar@yahoo.com. Learn why this is important CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hello Emily, This is regarding the extension plan of Palo Alto Commons to add more stories with the addition of 14 rooms. We live in a single family home on 4054 Wilkie Way, right behind the Commons. We hereby would like to voice our strong opposition to the plan as it significantly affects the value of the property and our privacy. Adding these 14 rooms would create a tall high rise wall with overlooking balconies right behind our backyard fence. Palo Alto has valued schools, unique and prized houses and a great sense of community. We do not want this to be disrupted. The current existing structures at Palo Alto Commons are already a compromise when they were first constructed. There can be no further compromises. At the Community outreach meeting, we understood that Charlene Kussner from the Commons would model a two-story addition, and we have heard nothing about that. Her offer seems disingenuous and misleading at this point. We are also writing to ask about the 2 x 4 wooden structures or "sticks" as Charlene referred to them. If the plans are not approved why are they adding the sticks/wood structure? See attached photos. When can they be taken down? They are oppressive and depressing for us and the noise from the ongoing construction is bothersome. If they are not approved, they are also illegal. We are no longer able to use the backyard to relax anymore or for any other family activities that require privacy. As you can see from the photos, the structures already tower over our backyard. We understood Councilman Lauing to have said at the study session that the rooms and services at the Commons cost $225,000.00 per year. That is over $3,000,000 revenue increase for the Commons with the addition of 14 rooms. Though the city will collect more tax revenue, it does not have to be at the expense of the residents along Wilkie Way and W. Meadow. We are also concerned about increase in visitor traffic on our street due to increased residents in those 14 rooms. It is unfair to us to have our lives and quality of life forever altered because of this extension. PLEASE HELP STOP THIS EXTENSION PLAN OF PALO ALTO COMMONS!! Item 14: Staff Report Pg. 105 Packet Pg. 192 of 288 Sincerely, Item 14 Attachment E - Public Comment Shashank Divekar (650) 681-7494 Jayashree Divekar (650) 681-7495 Item 14: Staff Report Pg. 106 Packet Pg. 193 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: seanshari <seanshari@comcast.net> Sent: Saturday, January 6, 2024 5:49 PM To: Lait, Jonathan Cc: Velasquez, Ingrid; Kallas, Emily; Rice, Danille; City Mgr; hermesmh2@yahoo.com Subject: Re: 4075 El Camino Way - The Commons Expansion Hello Jonathan, I'm happy to say that the "sticks" outlining the proposed expansion are now down! Thank you very much! Happy New Year! Sean and Shari McDaniel On Dec 22, 2023, at 2:42 PM, seanshari <seanshari@comcast.net>wrote: Hello Jonathan, I'm sorry to say that the "sticks" outlining the proposed expansion are still up. Thanks for your communication. Happy holidays! Sean McDaniel On Dec 20, 2023, at 1:31 PM, Lait, Jonathan <Jonathan.Lait@cityofpaloalto.org>wrote: Hi Mr. McDaniel, Thank you for your email message below. I understand the poles have been removed. If this is not consistent with your understanding, please let me know. With regard to the pending development application, please continue to coordinate with Emily Kallas the project planner reviewing the application. She can provide you updates and let you know of opportunities to participate in the process going forward. Thank you, Jonathan Item 14: Staff Report Pg. 107 Packet Pg. 194 of 288 <image003.png> JONATHAN LAIT Director Planning and Development Department (650) 329-2676 1 Jonathan.lait@cityofpaloalto.org www.cityofpaloalto.org <image004.png> From: Family <seanshari@comcast.net> Sent: Friday, December 15, 2023 12:44 PM To: Council, City <city.council@cityofpaloalto.org> Cc: hermesmh2@yahoo.com Subject: Re: 4075 El Camino Way - The Commons Expansion [Some people who received this message don't often get email from seanshari@comcast.net. Learn why this is important at https://aka.ms/LearnAboutSenderldentification ] Item 14 Attachment E - Public Comment CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Dear Council Members, Below is the email and photos that I recently sent to Emily Kallas at the city planning office. My neighbor, who is "cc" on this email, informed that it would be better to send it to you council members as you are the final decision makers. As you take a look at the photos, you can imagine the invasive nature of the proposed expansion. I know that many of my neighbors work full-time and it is hard for them to carve out the time to communicate. All that I have spoken to are opposed to this expansion. The compromises were made for The Common's structure and its impact on nearby residents when first built. I have lived with those impacts for 30 years. The Commons already encroaches on our lives and increasing the structural height along the Wilkie Way side of the building is unacceptable. Thank you for your representation. Sincerely, Sean McDaniel > Hello Emily, > I am writing to ask about the 2 x 4 wooden structures or "sticks" as Charlene Kussner from the Commons referred to them. When can they be taken down? They are oppressive and depressing for us. We don't go in the backyard to relax anymore. > I have attached some photos for your review and for the council's consideration regarding the appropriateness of this proposed expansion. Item 14: Staff Report Pg. 108 Packet Pg. 195 of 288 Item 14 Attachment E - Public Comment > At the Community outreach meeting, I understood that Charlene would story addition, and I have heard nothing about that. Her offer seems disingenuous at this point. > We are still very opposed to the development. I believe Councilman Lauing said at the study session that the rooms and services at the Commons cost $225,000.00 per year. That is a $3,000,000 revenue increase for the Commons with the addition of 14 rooms. Though the city will collect more tax revenue, it is unfair that the residents along Wilkie Way and W. Meadow have their lives forever altered. > I hope all is well for you. Thank you for your efforts on our behalf. > Sincerely, > Sean McDaniel <i mage013.j pg> <i mage014.j pg> <i mage015.j pg> <i mage016.j pg> Item 14: Staff Report Pg. 109 Packet Pg. 196 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: James Porter <jporter992003@yahoo.com> Sent: Monday, October 7, 2024 9:55 PM To: Charlene Kussner; Yangsze Choo; Tim Davis; Lily Lee Cc: dbowman@ipaoc.com; Kevin Ji; Kallas, Emily; ntelusca@gmail.com; Jenny Chen; Grace (Yan Feng) Wang Subject: Re: Palo Alto Commons Community Outreach Meeting: Tree Screening Discussion CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Thanks Tim and Charlene, Just a few additional considerations from 4080 Wilkie Way. - Our family is 100% supportive of evergreen trees. - Denser foliage is better - 40 feet height is preferable. We noted some tree suggestions that were 20 feet. This seems to low to obscure the addition at all - Also could you look at shade tolerant evergreens as we note that the addition may shade the newly planted tree significantly given its position? We are looking forward to the other tree recommendations. Thanks, James Porter On Monday, October 7, 2024 at 04:58:17 PM PDT, Lily Lee <lee_lilyning@yahoo.com>wrote: Thank you Tim, This information is very helpful! Lily On Monday, October 7, 2024 at 09:45:27 AM PDT, Tim Davis <tim@wilsondavisassociates.com> wrote: Good morning everyone, See my responses to the questions below in Red. 1. I thought Charlene said we would be given 3 tree options to review. Will you send us another proposed species to review? I will research and provide an additional evergreen tree species. 2. The descriptions are related to Santa Barbara conditions. I was just at Santa Barbara 2 weeks ago. Conditions are not the same as here. Could you please give us information about how the trees would do in the local environment? I'm interested in how quickly they would grow in our environment and how long hardy, resistant to insects/disease, drought tolerant, etc. they would be in our environment. I noticed that the landscape architect is from San Bernardino. Perhaps they could communicate with local arborists? I will in a separate email ask the Santa Clara County extension agents and Canopy nonprofit (which Item 14: Staff Report Pg. 110 Packet Pg. 197 of 288 Item 14 Attachment E - Public works with the City of Palo Alto) and cc you. The trees selected were chosen from my reachin Nursery northern California location for trees that they grow, and that would be compatible with the P comment e Water Use Calculations of Landscape Species (WUCOLS) put out by UC Davis and used by California Landscape Architects for drought tolerance indicate that both species are compatible in the Palo Alto area as a medium water use tree. 3. I like that the Hymenosporum flavum is evergreen. That will maximize the screening effect. However, the Cercis canadensis is deciduous. Would you suggest some evergreen trees instead? The choice of the Cercis was to provide a small tree with colorful foliage to offset the large amount of green foliage. We can substitute the Cercis occidentalis for the Cercis canadensis, Which is a native variety, however the location that we are proposing is not a suitable location for a native species. 4. I noticed that neither species is native. Native plants that are well -adapted to our local environment can often be more sustainable and support the local ecosystem. Could you suggest some native species? The existing environment would not be suitable for native trees. The existing plant material is not a native plant palette and the existing irrigation would be too much for native plants and if reduce the irrigation so as not to over water the native plants you will stress the non-native plants and risk losing them or vice versa. Cheers! Tim Davis, ASLA Wilson Davis Associates 2825 Litchfield Dr. Riverside, CA 92503 Ph. (951) 353-2436 ext. 1001 Cell (951) 255-0402 tim(aDwilsondavisassociates.com "The bitterness of poor quality is remembered long after the sweetness of low price has faded from memory" From: Charlene Kussner <charlene@wgliving.com> Sent: Monday, October 7, 2024 8:05 AM To: Yangsze Choo <yangszechoo@gmail.com>; Lily Lee <lee_lilyning@yahoo.com> Cc: Tim Davis<tim@wilsondavisassociates.com>; dbowman@ipaoc.com; Kevin Ji <kevinji2021 @gmail.com>; Emily Kallas<emily.kallas@cityofpaloalto.org>; JamesYahoo Porter <jporter992003@yahoo.com>; ntelusca@gmail.com; Jenny Chen <jennyslchen@yahoo.com>; Grace (Yan Feng) Wang <yanfengwang2@yahoo.com> Subject: RE: Fw: Palo Alto Commons Community Outreach Meeting: Tree Screening Discussion Item 14: Staff Report Pg. 111 Packet Pg. 198 of 288 Thank you for this response. We will incorporate into our plans. Item 14 Attachment E - Public Comment Charlene Kussner I V.P. of Development & Asset Management ((b7)WellQuest Living charlene o(7.wgliving.com C: 951.757.2571 Corporate Office: 185 South State Street, Suite 1300, Salt Lake City, UT 84111 CA Office: Wellquest of Menifee Lakes, 29914 Antelope Road, Menifee CA 92586 "All that I have seen teaches me to trust the Creator for all I have not seen." Ralph Waldo Emerson THIS MESSAGE CONTAINS CONFIDENTIAL INFORMATION AND IS INTENDED ONLY FOR THE INDIVIDUAL(S) NAMED. IF YOU ARE NOT THE NAMED ADDRESSEE(S) YOU SHOULD NOT DISSEMINATE, DISTRIBUTE OR COPY THIS E-MAIL. PLEASE NOTIFY THE SENDER IMMEDIATELY BY E-MAIL IF YOU HAVE RECEIVED THIS E-MAIL BY MISTAKE AND DELETE THIS E-MAIL FROM YOUR SYSTEM. E-MAIL TRANSMISSION CANNOT BE GUARANTEED TO BE SECURE OR ERROR -FREE AS INFORMATION COULD BE INTERCEPTED, CORRUP LOST, DESTROYED, ARRIVE LATE OR INCOMPLETE, OR CONTAIN VIRUSES. THE SENDER THEREFORE DOES NOT ACCEPT LIABILITY FOR ANY ERRORS OR OMISSIONS IN THE CONTENTS OF THIS MESSAGE, WHICH ARISE AS A RESULT OF E-MAIL TRANSMISSION. VERIFICATION IS REQUIRED PLEASE REQUEST A HARD -COPY VERSION. COPYRIGHT 2018. ALL RIGHTS RESERVED BY WELLQUEST LIVING,LLC, AND ITS AFFILIATES. From: Yangsze Choo <yangszechoo(a�gmail.com> Sent: Sunday, October 6, 2024 9:54 PM To: Lily Lee <lee lilyning(a)yahoo.com> Cc: Charlene Kussner <charlene(a)wgliving.com>; tim wilsondavisassociates.com; dbowman(a)ipaoc.com; Kevin Ji <kevinji2021gmail.com>; Emily Kallas <emily.kallas _cityofpaloalto.org>; JamesYahoo Porter <iporter992003(a�yahoo.com>; ntelusca(�gmail.com; Jenny Chen <iennyslchen(�yahoo.com>; Grace (Yan Item 14: Staff Report Pg. 112 Packet Pg. 199 of 288 Item 14 Attachment E - Public Feng) Wang <yanfengwang2yahoo.com> Subject: Re: Fw: Palo Alto Commons Community Outreach Meeting: Tree Screen Comment CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Hi Charlene and Tim, We are the residents of 4076 Wilkie Way, and we would like to have a tree at the fenceline with 4076 Wilkie. More screening is preferred by us, especially if it is evergreen. Best wishes, Natalie On Sun, Oct 6, 2024 at 9:49 PM Lily Lee <lee lilyning(a�yahoo.com> wrote: Hello Charlene and Tim, Thank you for sending the draft revised landscape plan. I have several comments: 1. I thought Charlene said we would be given 3 tree options to review. Will you send us another proposed species to review? 2. The descriptions are related to Santa Barbara conditions. I was just at Santa Barbara 2 weeks ago. Conditions are not the same as here. Could you please give us information about how the trees would do in the local environment? I'm interested in how quickly they would grow in our environment and how long hardy, resistent to insects/disease, drought tolerant, etc. they would be in our environment. I noticed that the landscape architect is from San Bernardino. Perhaps they could communicate with local arborists? I will in a separate email ask the Santa Clara County extension agents and Canopy nonprofit (which works with the City of Palo Alto) and cc you. 3. I like that the hymenosporum flavum is evergreen. That will maximize the screening effect. However, the cercic canadensis is deciduous. Would you suggest some evergreen trees instead? 4. I noticed that neither species is native. Native plants that are well -adapted to our local environment can often be more sustainable and support the local ecosystem. Could you suggest some native species? Thank you for considering my comments. Feel free to call if you would like to talk more. Item 14: Staff Report Pg. 113 Packet Pg. 200 of 288 Item 14 Attachment E - Public Comment Lily Lee 4080 Wilkie Way 650-815-9759 ---------- Forwarded message --------- From: Charlene Kussner <charlene(a)wgliving.com> Date: Fri, Aug 30, 2024 at 7:46 AM Subject: Palo Alto Commons Community Outreach Meeting: Tree Screening Discussion To: Kevinji2021(aDgmail.com <Kevinji2021 gmail.com>, iennyslchen(o)yahoo.com <mennyslchen .yahoo.com>, tee lilyning(�yahoo.com <tee lilyning�a yahoo.com>,yanfengwang2(a)yahoo.com <yanfengwang2(�yahoo.com> Cc: Daniel Bowman <dbowman(a ipaoc.com>, Tim Davis <tim wilsondavisassociates.com> Good Morning Neighbors on Wilkie Way - Thank you for coming to the Community meeting last week to discuss planting trees to add more privacy/screening the building from your rear yards. As we discussed, some residents wanted trees against the building and some did not want added shade in their rear yards. We have added some trees up against the building, to screen the new units from view. These trees do not add any significant shade impacts, and there is only one tree which adds just a little shade at the fence line, at 4076 Wilkie Way address. We can certainly remove this tree if no added shade is requested. We appreciate your feedback on this matter. Please see the attached exhibits as you requested: 3D landscape rendering showing new trees and the building Landscape Plan with added trees for privacy, screening Updated Shadow Studies based on adding these trees. I am here and available for further dialog on this matter. Item 14: Staff Report Pg. 114 Packet Pg. 201 of 288 Charlene Kussner I V.P. of Development & Asset Management Item 14 Attachment E - Public Comment Li Well uest Living charlene a()wgliving.com C: 951.757.2571 Corporate Office: 185 South State Street, Suite 1300, Salt Lake City, UT 84111 CA Office: Wellquest of Menifee Lakes, 29914 Antelope Road, Menifee CA 92586 All that! have seen teaches me to trust the Creator for all/have not seen." Ralph Waldo Emerson THIS MESSAGE CONTAINS CONFIDENTIAL INFORMATION AND IS INTENDED ONLY FOR THE INDIVIDUAL(S) NAMED. IF YOU ARE NOT THE NAMED ADDRESSEE(S) YOU SHOULD NOT DISSEMINATE, DISTRIBUTE OR COPY THIS E-MAIL. PLEASE NOTIFY THE SENDEF IMMEDIATELY BY E-MAIL IF YOU HAVE RECEIVED THIS E-MAIL BY MISTAKE AND DELETE THIS E-MAIL FROM YOUR SYSTEM. E-MAIL TRANSMISSION CANNOT BE GUARANTEED TO BE SECURE OR ERROR -FREE AS INFORMATION COULD BE INTERCEPTED, CORRI LOST, DESTROYED, ARRIVE LATE OR INCOMPLETE, OR CONTAIN VIRUSES. THE SENDER THEREFORE DOES NOT ACCEPT LIABILITY FOR ANY ERRORS OR OMISSIONS IN THE CONTENTS OF THIS MESSAGE, WHICH ARISE AS A RESULT OF E-MAIL TRANSMISSIO VERIFICATION IS REQUIRED PLEASE REQUEST A HARD -COPY VERSION. COPYRIGHT 2018. ALL RIGHTS RESERVED BY WELLQUEST LIVING,LLC, AND ITS AFFILIATES. Item 14: Staff Report Pg. 115 Packet Pg. 202 of 288 Item 14 Attachment E - Public Comment Kailas, Emily From: Charlene Kussner <charlene@wqliving.com> Sent: Monday, September 23, 2024 11:11 AM To: Kallas, Emily Cc: Daniel Bowman; Steve Sandholtz; Stephen Reller; Li Li Subject: FW: Palo Alto Commons Community Outreach Meeting updates CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. HI Emily, I have followed up a couple times with our neighbors, this has been our only response to date. (below) Avant Pipe/Exhaust update: We are working with our contractor, Vance Brown, to increase the exhaust pipe size to 5 inches, and then extend the pipe away from the resident property, around the corner of the building towards our courtyard. This should solve the issue, I have left two messages for that resident, Huibin Tang, with no response. I will document the new piping with photos and video prior to the Oct. 17th ARB meeting. Thank you! Charlene Kussner I V.P. of Development & Asset Management We1lQuest Living charlene(o)wgliving.com C: 951.757.2571 Corporate Office: 185 South State Street, Suite 1300, Salt Lake City, UT 84111 CA Office: Wellquest of Menifee Lakes, 29914 Antelope Road, Menifee CA 92586 "All that I have seen teaches me to trust the Creator for all I have not seen." Ralph Waldo Emerson THIS MESSAGE CONTAINS CONFIDENTIAL INFORMATION AND IS INTENDED ONLY FOR THE INDIVIDUAL(S) NAMED. IF YOU ARE NOT THE NAMED ADDRESSEE(S) YOU SHOULD NOT DISSEMINATE, DISTRIBUTE OR COPY THIS E-MAIL. PLEASE NOTIFY THE SENDER IMMEDIATELY BY E-MAIL IF YOU HAVE RECEIVEDTHIS E-MAIL BY MISTAKE AND DELETE THIS E-MAIL FROM YOUR SYSTEM. E-MAIL TRANSMISSION CANNOT BE GUARANTEED TO BE SECURE OR ERROR -FREE AS INFORMATION COULD BE INTERCEPTED, CORRUPTED, LOST, DESTROYED, ARRIVE LATE OR INCOMPLETE, OR CONTAIN VIRUSES. THE SENDER THEREFORE DOES NOT ACCEPT LIABILITY FOR ANY ERRORS OR OMISSIONS IN THE CONTENTS OF THIS MESSAGE, WHICH ARISE AS A RESULT OF E-MAIL TRANSMISSION. IF VERIFICATION IS REQUIRED PLEASE REQUEST A HARD -COPY VERSION. COPYRIGHT 2018. ALL RIGHTS RESERVED BY WELLQUEST LIVING,LLC, AND ITS AFFILIATES. From: Kevin Ji <kevinji2021@gmail.com> Sent: Sunday, September 22, 2024 9:42 PM To: Charlene Kussner <charlene@wqliving.com> Subject: Re: Palo Alto Commons Community Outreach Meeting: Tree Screening Discussion Item 14: Staff Report Pg. 116 Packet Pg. 203 of 288 Item 14 CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless y Attachment E - Public and know the content is safe. Comment Hi Charlene, Thanks for reaching out. Give me a couple days to chat with the neighbors and I'll circle back with you. Sincerely, Kevin On Thu, Sep 19, 2024 at 2:57 PM Charlene Kussner <charlene@wgliving.com>wrote: HI Kevin, just following up on this. Any further comments we need to incorporate? Please let me know. Thanks so much - Charlene Kussner I V.P. of Development & Asset Management *WellQuest Living charlene a)wgliving.com C: 951.757.2571 Corporate Office: 185 South State Street, Suite 1300, Salt Lake City, UT 84111 CA Office: Wellquest of Menifee Lakes, 29914 Antelope Road, Menifee CA 92586 "All that I have seen teaches me to trust the Creator for all I have not seen." Ralph Waldo Emerson THIS MESSAGE CONTAINS CONFIDENTIAL INFORMATION AND IS INTENDED ONLY FOR THE INDIVIDUAL(S) NAMED. IF YOU ARE NOT THE NAMED ADDRESSEE(S) YOU SHOULD NOT DISSEMINATE, DISTRIBUTE OR COPY THIS E-MAIL. PLEASE NOTIFY THE SENDER IMMEDIATELY BY E-MAIL IF YOU HAVE RECEIVEDTHIS E-MAIL BY MISTAKE AND DELETE THIS E-MAIL FROM YOUR SYSTEM. E-MAIL TRANSMISSION CANNOT BE GUARANTEED TO BE SECURE OR ERROR -FREE AS INFORMATION COULD BE INTERCEPTED, CORRUPTED, LOST, DESTROYED, ARRIVE LATE OR INCOMPLETE, OR CONTAIN VIRUSES. THE SENDER THEREFORE DOES NOT ACCEPT LIABILITY FOR ANY ERRORS OR OMISSIONS IN THE CONTENTS OF THIS MESSAGE, WHICH ARISE AS A RESULT OF E-MAIL TRANSMISSION. IF VERIFICATION IS REQUIRED PLEASE REQUEST A HARD -COPY VERSION. COPYRIGHT 2018. ALL RIGHTS RESERVED BY WELLQUEST LIVING,LLC, AND ITS AFFILIATES. Item 14: Staff Report Pg. 117 Packet Pg. 204 of 288 Item 14 Attachment E - Public Comment From: Daniel Bowman <dbowman@ipaoc.com> Sent: Monday, September 9, 2024 9:43 AM To: Charlene Kussner <charlene@wgliving.com>; Kevin Ji <kevinji2021@gmail.com> Cc: Tim Davis<tim@wilsondavisassociates.com>; jennyslchen@yahoo.com; tee lilyning@yahoo.com; yanfengwang2@yahoo.com Subject: RE: Palo Alto Commons Community Outreach Meeting: Tree Screening Discussion CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Kevin, The existing shade plans are on the sheets above the proposed shade plans. It is the one without the green and red areas. Green being the impact from the added trees and red being the impact from the building areas. Below is the square footages for the proposed added shade at the dates and times that are on the shade plans. Since the sun is always moving, these times are a snapshot of the shadows throughout the year. Dec 21 having the most shade impact during the year and June 21 having the least shade impact. 3 times are taken at noon and 1 at 4pm near sunset (at sunset its 100% shade by definition). The area of all of the properties along Wilkie Way is 57,110 sf. So the worst case shade impact of these times would add shade to 0.29% of the property areas. All of which will be on roofs for that time (dec 21St at 4 pm). Square Footages of Shade Impact on Neighbor's Property Dates and Times Area of Added Shade From building addition From proposed trees Item 14: Staff Report Pg. 118 Packet Pg. 205 of 288 Item 14 Attachment E - Public March 21st at 12 PM 0 sf 28 Comment June21"at12PM 0sf 0sf 43 sf Dec 21St at 12 PM 86 sf (37 sf on roofs) 157 sf 7 sf Dec 21St at 4 PM (all on roofs) (all on roofs) gtDANIEL BOWMAN, NCARB IRWIN PARTNERS ARCHITECTS 245 Fischer Avenue, Suite B2 Costa Mesa, CA 92626 714.557.2448 1 dbowman@ipaoc.com I ipaoc.com From: Charlene Kussner <charlene@wgliving.com> Sent: Monday, September 9, 2024 7:40 AM To: Kevin Ji <kevinii2021@gmail.com>; Daniel Bowman <dbowman@ipaoc.com> Cc: Tim Davis<tim@wilsondavisassociates.com>; jennyslchen@yahoo.com; tee lilyning@yahoo.com; yanfengwang2@yahoo.com Subject: RE: Palo Alto Commons Community Outreach Meeting: Tree Screening Discussion Yes, we do. Daniel can send to you this morning. Charlene Kussner I V.P. of Development & Asset Management OWeliQuest Living 4 Item 14: Staff Report Pg. 119 Packet Pg. 206 of 288 Item 14 Attachment E - Public Comment charlene(�wgliving.com C: 951.757.2571 Corporate Office: 185 South State Street, Suite 1300, Salt Lake City, UT 84111 CA Office: Wellquest of Menifee Lakes, 29914 Antelope Road, Menifee CA 92586 "All that I have seen teaches me to trust the Creator for all I have not seen." Ralph Waldo Emerson THIS MESSAGE CONTAINS CONFIDENTIAL INFORMATION AND IS INTENDED ONLY FOR THE INDIVIDUAL(S) NAMED. IF YOU ARE NOT THE NAMED ADDRESSEE(S) YOU SHOULD NOT DISSEMINATE, DISTRIBUTE OR COPY THIS E-MAIL. PLEASE NOTIFY THE SENDER IMMEDIATELY BY E-MAIL IF YOU HAVE RECEIVED THIS E-MAIL BY MISTAKE AND DELETE THIS E-MAIL FROM YOUR SYSTEM. E-MAIL TRANSMISSION CANNOT BE GUARANTEED TO BE SECURE OR ERROR -FREE AS INFORMATION COULD BE INTERCEPTED, CORRUPTED, LOST, DESTROYED, ARRIVE LATE OR INCOMPLETE, OR CONTAIN VIRUSES. THE SENDER THEREFORE DOES NOT ACCEPT LIABILITY FOR ANY ERRORS OR OMISSIONS IN THE CONTENTS OF THIS MESSAGE, WHICH ARISE AS A RESULT OF E-MAIL TRANSMISSION. IF VERIFICATION IS REQUIRED PLEASE REQUEST A HARD -COPY VERSION. COPYRIGHT 2018. ALL RIGHTS RESERVED BY WELLQUEST LIVING,LLC, AND ITS AFFILIATES. From: Kevin Ji <kevin*i2021@gmail.com> Sent: Saturday, September 7, 2024 10:21 AM To: Daniel Bowman <dbowman@ipaoc.com> Cc: Tim Davis<tim@wilsondavisassociates.com>; Charlene Kussner <charlene@wgliving.com>; iennyslchen@yahoo.com; tee lilyning@yahoo.com; yanfengwang2@yahoo.com Subject: Re: Palo Alto Commons Community Outreach Meeting: Tree Screening Discussion CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Hi All, Item 14: Staff Report Pg. 120 Packet Pg. 207 of 288 Item 14 Attachment E - Public Thanks for this information. I was wondering if you have a shade analysis not aga Comment proposed to be built, but what is currently there. Is there any way we can get the square footage ot newshade caused by the new construction? It is hard to measure this with these paper print outs. Thanks, Kevin On Wed, Sep 4, 2024 at 9:37 AM Daniel Bowman <dbowman@ipaoc.com>wrote: The shadow study drawings are on 11x17 sheets. If you print it on 8 1/2x11 (standard) you can either scale it down 50% (so the scale of the drawing would be 1"=100') or you can print it on two 8 1/2x11 sheets to keep it at 1"=50'. Sheet 1: � PA �Ew.PEEs M a o,o.00.o a PALO ALTO COMMONS ,,. Sheet 2: A5.21 DANIEL BOWMAN, NCARB ■ IRWIN PARTNERS ARCHITECTS 245 Fischer Avenue, Suite B2 Costa Mesa, CA 92626 714.557.2448 1 dbowman@ipaoc.com I ipaoc.com 6 Item 14: Staff Report Pg. 121 Packet Pg. 208 of 288 Item 14 Attachment E - Public Comment From: Tim Davis <tim@wilsondavisassociates.com> Sent: Wednesday, September 4, 2024 8:03 AM To: charlene@wgliving.com; Kevin Ji <kevinii2021@gmail.com> Cc: jennyslchen@yahoo.com; tee lilyning@yahoo.com; yanfengwang2@yahoo.com; Daniel Bowman <dbowman@ipaoc.com> Subject: RE: Palo Alto Commons Community Outreach Meeting: Tree Screening Discussion Charlene, Here are the tree descriptions. As for the height when planted that would depend on the size of the tree we intend to install. Most likely it will take 5-10 years to provide the privacy they are hoping for. Cheers! Tim Davis, ASLA Wilson Davis Associates 2825 Litchfield Dr. Riverside, CA 92503 Ph. (951) 353-2436 ext. 1001 Cell (951) 255-0402 timCcDwilsondavisassociates.com "The bitterness of poor quality is remembered long after the sweetness of low price has faded from memory" From: Charlene Kussner <charlene@wgliving.com> Sent: Wednesday, September 4, 2024 6:53 AM To: Kevin Ji <kevinii2021@gmail.com> Cc: jennyslchen@yahoo.com; tee lilyning@yahoo.com; yanfengwang2@yahoo.com; Daniel Bowman <dbowman@ipaoc.com>; Tim Davis <tim@wilsondavisassociates.com> Subject: RE: Palo Alto Commons Community Outreach Meeting: Tree Screening Discussion Item 14: Staff Report Pg. 122 Packet Pg. 209 of 288 Item 14 Attachment E - Public Comment Good Morning! Thank you for your response. Daniel and Tim can provide these answers for you. Charlene Kussner I V.P. of Development& Asset Management %WeIlQuest Living charlene anwgliving.com C: 951.757.2571 Corporate Office: 185 South State Street, Suite 1300, Salt Lake City, UT 84111 CA Office: Wellquest of Menifee Lakes, 29914 Antelope Road, Menifee CA 92586 "All that I have seen teaches me to trust the Creator for all I have not seen." Ralph Waldo Emerson THIS MESSAGE CONTAINS CONFIDENTIAL INFORMATION AND IS INTENDED ONLY FOR THE INDIVIDUAL(S) NAMED. IF YOU ARE NOT THE NAMED ADDRESSEE(S) YOU SHOULD NOT DISSEMINATE, DISTRIBUTE OR COPY THIS E-MAIL. PLEASE NOTIFY THE SENDER IMMEDIATELY BY E-MAIL IF YOU HAVE RECEIVEDTHIS E-MAIL BY MISTAKE AND DELETE THIS E-MAIL FROM YOUR SYSTEM. E-MAIL TRANSMISSION CANNOT BE GUARANTEED TO BE SECURE OR ERROR -FREE AS INFORMATION COULD BE INTERCEPTED, CORRUPTED, LOST, DESTROYED, ARRIVE LATE OR INCOMPLETE, OR CONTAIN VIRUSES. THE SENDER THEREFORE DOES NOT ACCEPT LIABILITY FOR ANY ERRORS OR OMISSIONS IN THE CONTENTS OF THIS MESSAGE, WHICH ARISE AS A RESULT OF E-MAIL TRANSMISSION. IF VERIFICATION IS REQUIRED PLEASE REQUEST A HARD -COPY VERSION. COPYRIGHT 2018. ALL RIGHTS RESERVED BY W ELLQUEST LIVING,LLC, AND ITS AFFILIATES. From: Kevin Ji <kevinli2021@gmail.com> Sent: Tuesday, September 3, 2024 11:12 PM To: Charlene Kussner <charlene@wgliving.com> Item 14: Staff Report Pg. 123 Packet Pg. 210 of 288 Item 14 Attachment E - Public Cc: iennyslchen@yahoo.com; tee lilyning@yahoo.com; yanfengwang2@yahoo.com; D Comment <dbowman@ipaoc.com>; Tim Davis <tim@wilsondavisassociates.com> Subject: Re: Palo Alto Commons Community Outreach Meeting: Tree Screening Discussion CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Hi Charlene, Thanks for sending this over to me. I had a couple of follow up questions. 1. Can you help me understand the scaling on the shadow study? I see that it says 1" = 50'. But how large of a surface is this printed out on? If I were to print this out on a standard letter size paper, I imagine it would be much smaller than if I were to print it out on a large poster board size. 2. Can you attach the blow up on the information about these trees? The information on the plant schedule and the species is too small to see on a computer. 3. What are the growing schedules of these trees? How tall will they start out as and how long will it take them to grow to a height where it will actually provide shade/privacy? Thanks, Kevin On Fri, Aug 30, 2024 at 7:46 AM Charlene Kussner <charlene@wgliving.com>wrote: Good Morning Neighbors on Wilkie Way - Thank you for coming to the Community meeting last week to discuss planting trees to add more privacy/screening the building from your rear yards. As we discussed, some residents wanted trees against the building and some did not want added shade in their rear yards. Item 14: Staff Report Pg. 124 Packet Pg. 211 of 288 Item 14 Attachment E - Public Comment We have added some trees up against the building, to screen the new units from view. These trees do not add any significant shade impacts, and there is only one tree which adds just a little shade at the fence line, at 4076 Wilkie Way address. We can certainly remove this tree if no added shade is requested. We appreciate your feedback on this matter. Please see the attached exhibits as you requested: 3D landscape rendering showing new trees and the building Landscape Plan with added trees for privacy, screening Updated Shadow Studies based on adding these trees. I am here and available for further dialog on this matter. Charlene Kussner I V.P. of Development& Asset Management (a))We1lQuest Living charlene(�wgliving.com C: 951.757.2571 Corporate Office: 185 South State Street, Suite 1300, Salt Lake City, UT 84111 CA Office: Wellquest of Menifee Lakes, 29914 Antelope Road, Menifee CA 92586 "All that I have seen teaches me to trust the Creator for all I have not seen." Ralph Waldo Emerson THIS MESSAGE CONTAINS CONFIDENTIAL INFORMATION AND IS INTENDED ONLY FOR THE INDIVIDUAL(S) NAMED. IF YOU ARE NOT THE NAMED ADDRESSEE(S) YOU SHOULD NOT DISSEMINATE, DISTRIBUTE OR COPY THIS E-MAIL. PLEASE NOTIFY THE SENDER IMMEDIATELY BY E-MAIL IF YOU HAVE RECEIVED THIS E-MAIL BY MISTAKE AND DELETE THIS E-MAIL FROM YOUR SYSTEM. E-MAIL TRANSMISSION CANNOT BE GUARANTEED TO BE SECURE OR ERROR -FREE AS INFORMATION COULD BE INTERCEPTED, CORRUPTED, LOST, DESTROYED, ARRIVE LATE OR INCOMPLETE, OR CONTAIN VIRUSES. THE SENDER THEREFORE DOES NOT ACCEPT LIABILITY FOR ANY ERRORS OR OMISSIONS IN THE CONTENTS OF THIS MESSAGE, WHICH ARISE AS A RESULT OF E-MAIL TRANSMISSION. IF VERIFICATION IS REQUIRED PLEASE REQUEST A HARD -COPY VERSION. COPYRIGHT 2018. ALL RIGHTS RESERVED BV WELLQUEST LIVING,LLC, AND ITS AFFILIATES. 10 Item 14: Staff Report Pg. 125 Packet Pg. 212 of 288 Item 14 Attachment E - Public Comment 11 Item 14: Staff Report Pg. 126 Packet Pg. 213 of 288 Item 14 Attachment E - Public Comment From: Lily Lee To: Kevin Ji; Kallas. Emily Subject: Re: Palo Alto Commons project - Timeline? Applicable landscaping/privacy requirements? Date: Tuesday, September 24, 2024 9:49:49 PM Attachments: image006.gng imaae004.pna image003.gng imaae002.pna image001.gng imaae007.pna CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emioly, Thank you for this information. I was wondering if this is still the plan? Lily On Wednesday, August 28, 2024 at 11:29:38 AM PDT, Kallas, Emily<emily.kallas@cityofpaloalto.org> wrote: Hi Lily, Yes, that timeline is accurate to the process. Currently, assuming the fastest possible timeline, it would look like this: ARB 10/17 — this is tentatively scheduled and likely to remain on this date PTC 11/13 Council 12/16 — this is the last one of 2024 There's a lot of factors that go into this, but this at least gives a sense of what is possible. Many items, such as review of the TDM plan, could delay this schedule. This schedule would not be affected by the election, but if it becomes certain that the PTC would be in 2024 and Council would be in 2025, then any PTC members who win the Council election may choose to recuse themselves from the PTC vote since they can only vote once as either PTC or Council. Thanks, Emily Emily Kallas, AICP Item 14: Staff Report Pg. 127 Packet Pg. 214 of 288 Item 14 Attachment E - Public Comment () Planner PALO Planning and Development Services Department ALTO (650) 617-3125 1 emily.kallas@cityofpaloalto.org www.cityofpaloalto.org Provide hed dmkimlairtirtopm.r4 and Parcel Report I Palo Alto Zoning Code I Online Permitting System I Planning Forms & Applications Planning Applications Mapped From: Lily Lee <lee_lilyning@yahoo.com> Sent: Monday, August 26, 2024 4:59 PM To: Kevin Ji <kevinji202l@gmail.com>; Kallas, Emily <Emily.Kallas@cityofpaloalto.org> Subject: Re: Palo Alto Commons project - Timeline? Applicable landscaping/privacy requirements? CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emily, Thank you for your speedy and substantive response! I am attaching the 1st fil as a Word doc. I'm sorry this link did not work for you. https://docs.google.com/document/d/ 1 IX-3UxhfHd I EfNYf3d4tordXKVtnTwOYT 1 oCoOkLozg/edit?usp=sharing On Monday, August 26, 2024 at 09:19:42 AM PDT, Kallas, Emily<emily.kallasla�cityofpaloalto.org> wrote: Item 14: Staff Report Pg. 128 Packet Pg. 215 of 288 Item 14 Attachment E - Public Comment Hi Lily, I'm happy to provide a project update, and please feel free to share my response with other neighbors. 1. Thank you for sending over the documents, unfortunately I was only able to open 2nd link with the meeting notes, and not the 1st link? If you could please download it and resend it as a Word doc, that would be great. 2. In terms of the 2nd link, thank you very much for the summary since I was unable to attend the meeting. I have a couple additional notes to add: The Planning Dept. would also prefer screening landscaping to be evergreen, however we are open to neighbor preferences. The allowed residential fence height is 7 ft (not 6 ft, also this is inclusive of any lattice). 8 ft is allowed where residential abuts non-residential, and with Staff approval. It would be possible to rebuild the 8ft fence, though it cannot be any taller. There may be Fire Code/egress issues with only having 5ft sill windows in a unit, I will follow up on this. Secondary windows may have a 5ft sill, but I believe each sleeping room is required to have at least 1 egress window. 3. Yes, we are currently anticipating the project will go back to the ARB in October. It is tentatively scheduled for 10/17, though this is subject to change. It does not make sense to return to ARB until we have the revised landscape design, since the ARB specifically asked for that. 4. As a Planned Community Project, the project is not required to meet the code requirements of PAMC 18.24 or 18.40. However, those are starting points for the ARB, PTC, and Council to use to determine if what the applicants are asking for is reasonable and should be approved. Thanks, Emily () Emily Kailas, AICP Planner PALO Planning and Development Services Department ALTO (650) 617-3125 1 emily.kallas@cityofpaloalto.org www.cityofpaloalto.org Item 14: Staff Report Pg. 129 Packet Pg. 216 of 288 Item 14 Attachment E - Public Comment Provide feedback on Planning Development and Administration services Parcel Report Palo Alto Zoning Code Online Permitting System Planning Forms & Applications Planning Applications Mapped From: Lily Lee <lee lilyning yahoo.com> Sent: Sunday, August 25, 2024 3:53 PM To: Kallas, Emily <Emily.Kallas cityofpaloalto.org>; Kevin Ji <kevinji2021(cD-gmail.com> Subject: Palo Alto Commons project - Timeline? Applicable landscaping/privacy requirements? CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emily, I hope you are well! Some neighbors have requested more information about the bigger picture timeline. I drafted a summary to help them. Would you mind reviewing this and making any corrections or additions? I hope all of us will be less confused that way: https://docs.google.com/document/d/ l IX-3Uxhf-lq 1 EfNYf3d4tordXKVtnTwQYT l oCoOkLozg/edit?usp—sharing Also, Charlene told me that she expects to go back to the ARB in 45 days, which means October. I thought they would revise the landscape plan first based on the comments that we gave them. But maybe they do not think they need to make much change? In addition, here are some notes I took from the 8/22 meeting. I asked the neighbors to add/edit based on what they remember from the meeting. I may not have remembered correctly what Charlene said about a back fence height restrictions and the option for increasing the height if a request for a special permit is granted. I would appreciate your help with making sure I have the right information about that too. 2024-08-22 Landscape architects Mtg Item 14: Staff Report Pg. 130 Packet Pg. 217 of 288 Item 14 Attachment E - Public Comment 2024-08-22 Landscape architects Mtg uWellquest Living meeting with Landscape Architects Plans to expand Palo Alto Commons 8/22, 6 pm, 4071 El Camino... Finally, thank you for the 2 links below. I wanted to clarify - does that mean that the 2 links I looked up do not apply to this project? 18.40.260 Visual Screening and Landscaping Item 14: Staff Report Pg. 131 Packet Pg. 218 of 288 Item 14 Attachment E - Public Comment 18.40.260 Visual Screening and Landscaping Legal publisher offering ordinance codification services for local governments, specializing in providing codes ... And this? 18.40.130 Landscaping 18.40.130 Landscaping Item 14: Staff Report Pg. 132 Packet Pg. 219 of 288 Item 14 Attachment E - Public Comment Legal publisher offering ordinance codification services for local governments, specializing in providing codes ... I know you are busy. Please do not feel any urgency to respond this week (or even next week) to these questions. But maybe in the next month, if you have some quiet time, I would appreciate your advice. You can respond piece by piece as you have time. And if it is easier for you, of course, call any time. Again, thank you very much for your help! I have learned a lot from you! Lily 650-815-9749 ----- Forwarded Message ----- From: Kallas, Emily<emily.kallasCci)cityofpaloalto.org> To: Lily Lee <lee_lilyning&yahoo.com>; Kevin Ji <kevinji2021Qgmail.com> Sent: Monday, July 22, 2024 at 09:29:30 AM PDT Subject: RE: Summary of Board Member Baltay's conversation with Wilkie Way residents Hi Lily, Thank you for the summary. The existing privacy standards are located in two places: • 18.24.050(b)(2) Privacy and Transitions to Residential Uses. I would specifically look at subsection (D) — the section starting with "Windows: within 30 feet of facing residential windows..." • Individual Review Guidelines Guideline 5 (pages 14-15). These are the ones the PTC cited, though the ARB discussed/determined 18.24 would be more appropriate to apply. Thanks, Emily Emily Kailas, AICP Planner -ITY U, PALO Planning and Development Services Department ALTO (650) 617-3125 1 emily.kallascityofpaloalto.org Item 14: Staff Report Pg. 133 Packet Pg. 220 of 288 Item 14 Attachment E - Public Comment www.cityofpaloalto.org Provide feedback on Planning Development and Administration services Parcel Report Palo Alto Zoning Code Online Permitting System 1 Planning Forms & Applications Planning Applications Mapped From: Lily Lee <leelilyningc yahoo.com> Sent: Thursday, July 18, 2024 6:20 PM To: Kallas, Emily <Emily.Kallas@cityofpaloalto.org>; Kevin Ji <kevinji2021@gmail.com> Subject: Summary of Board Member Baltay's conversation with Wilkie Way residents CAUTION: This email originated from outside of the organization. Be cautious of opening attachments and clicking on links. Hi Emily, Thank you for helping us understand the process. You requested a Summary of Board Member Baltay's conversation with Wilkie Way residents. As I said he reiterated several things he said during the meeting. I did not take notes, but below is what I remember. Kevin, plese add/correct: He thanked us for our input. He said the ARB is taking our concerns seriously and that is why it asked the applicant to come back with many additional tasks and changes in design. He appreciated Kevin's thorough research. Although he does not agree with some of Kevin's interpretation, using the existing code and other guidelines is the best way to influence the process. In that spirit, he recommended looking at the existing privacy standards, which is what he asked the applicant to apply. He said the ARB takes seriously the impacts on parking, noise, privacy, and visual impact. That is why it went beyond usual requirements to recommend no noise producing equipment in the 10 foot setback. Emily, is this what he was talking about? 18.40.260 Visual Screening and Landscaping Item 14: Staff Report Pg. 134 Packet Pg. 221 of 288 Item 14 Attachment E - Public Comment 18.40.260 Visual Screening and Landscaping Legal publisher offering ordinance codification services for local governments, specializing in providing codes ... And this? 18.40.130 Landscaping Item 14: Staff Report Pg. 135 Packet Pg. 222 of 288 Item 14 Attachment E - Public Comment 18.40.130 Landscaping Legal publisher offering ordinance codification services for local governments, specializing in providing codes ... Thank you again! Lily We removed a file from this message Your organization's email policy doesn't permit this type of file. If you need it, please contact your administrator. Item 14: Staff Report Pg. 136 Packet Pg. 223 of 288 Item 14 Attachment E - Public Comment File Details image006.emz (1783 bytes) © 2003 - 2019 Mimecast Services Limited. We removed a file from this message Your organization's email policy doesn't permit this type of file. If you need it, please contact your administrator. Item 14: Staff Report Pg. 137 Packet Pg. 224 of 288 Item 14 Attachment E - Public Comment File Details image008.emz (1547 bytes) © 2003 - 2019 Mimecast Services Limited. Item 14: Staff Report Pg. 138 Packet Pg. 225 of 288 Item 14 Attachment F - Link to Project Plans and Environmental Analysis Project Plans In order to reduce paper consumption, a limited number of hard copy project plans are provided to Council members for their review. The same plans are available to the public, at all hours of the day, via the following online resources. Directions to Review Project Plans and Environmental Document Online: 1. Go to: bit.ly/PApendingprojects 2. Scroll down to find "4075 El Camino" and click the address link 3. Click on "Tell me more about 4075 El Camino Way" 4. On this project -specific webpage you will find a link to the project plans and other important information Direct Link to Project Webpage: https://www.cityofpaloalto.org/Departments/Planning-Development-Services/Current- Planning/Projects/4075-El-Camino-Way If you need assistance reviewing the above documents, please contact the Project Planner or call the Planner -on -Duty at 650-617-3117 or email planner@cityofpaloalto.org Item 14: Staff Report Pg. 139 Packet Pg. 226 of 288 Item 15 Item 15 Staff Report CITY OF PALO ALTO City Council Staff Report From: City Manager Report Type: INFORMATION REPORTS Lead Department: Transportation Meeting Date: May 5, 2025 Report #:2503-4406 TITLE Palo Alto Transportation Management Association 2024 Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey RECOMMENDATION No action is recommended, this is for information only. The 2024 Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey by the Palo Alto Transportation Management Association are being transmitted for compliance with the contractual agreement. EXECUTIVE SUMMARY The City contracts with the Palo Alto Transportation Management Association (TMA) to implement programs to reduce single -occupancy vehicle (SOV) trips to and from Palo Alto. The funding agreement between the Palo Alto TMA and the City restricts the use of City funds to trip reduction programs and requires the TMA to report on the use of these funds. The attached Annual Report covers the 2024 calendar year, detailing how the City's contribution was used to support SOV trip reduction, including the results of the Fall 2024 Commute Survey. The attachment also includes the 2026-28 TMA Strategic Plan. The work of the TMA supports the City's Sustainability and Climate Action Goals by working to reduce vehicle miles traveled and increasing the mode share for active transportation and transit. Additional program history can be found in the April 23, 2024, Finance Committee Staff Report.' BACKGROUND Following direction from the City Council in 2013, staff worked to develop transportation demand management (TDM) strategies to encourage alternatives to solo driving as part of a multi -faceted effort to address traffic and parking concerns in the downtown area and the city at large. The development of a TMA for Palo Alto was a key component of this approach, which 1 Finance Committee, April 23, 2024, Agenda Item #6; SR #2403-2761, https://cityofpaloaIto.primegov.com/meetings/ItemWithTemplateType?id=4692&meetingTemplateType=2&comp iledMeetingDocumentld=9724 Item 15: Staff Report Pg. 1 Packet Pg. 227 of 288 Item 15 Item 15 Staff Report the City initially funded through a $499,880 contract with consultants Moore lacofano Goltsman, Inc.2 After the TMA was formed in January 2016, this contract continued to fund the sub -consultant services of the TMA's part-time executive director. The TMA hired permanent part-time staff in April 2018. Per the non -profit's bylaws, the City has a seat on the TMA Board of Directors, traditionally filled by the City's Chief Transportation Official. In June 2016, Council formalized the provision of additional City funding for TMA programs by executing a $100,000 funding agreement between the City of Palo Alto, the Silicon Valley Community Foundation (SVCF), and the Palo Alto TMA to reduce single -occupancy vehicle (SOV) commute trips to and from downtown Palo Alto.3 Because the TMA was not yet an approved Section 501(c)(3) organization (its application was pending with the Internal Revenue Service), the TMA operated as a program of SVCF. SVCF held and administered a fund restricted to specific charitable purposes and had legal discretion and control over the restricted account. When the TMA received its formal 501(c)(3) status, SVCF ceased to be the organization's program sponsor and to act as the TMA's fiscal agent. Under a subsequent amendment, the City provided an additional $100,000 to support the TMA's work in 2017. The City Council adopted a Fiscal Year 2018 budget that included $480,000 for the Palo Alto TMA to continue to support its efforts to reduce SOV commute trips using a variety of strategies. In December 2018, the agreement was amended to incorporate additional funds allocated for FY 2019 and to reflect the fact that the SVCF no longer serves as the financial agent for the TMA now that the TMA is a non-profit. In April 2019, the Finance Committee received a presentation from the TMA and provided feedback on the TMA Strategic Plan.4 On May 15, 2019, the Finance Committee recommended an increase in employee parking permit rates to provide the TMA with additional funding of up to $180,000, for a total of $660,000 annually. On June 17, 2019, the Council voted to increase the FY 2020 budget recommendation by $90,000 from the University Avenue Parking Permit Fund for a total amount of $750,000 and a subsequent amendment was executed to implement this. That agreement expired on June 30, 2020. An informational report transmitted to Council on May 26, 2020, included the 2019 TMA Annual Report, comprising commute program data, results and analysis of the Fall 2019 Downtown Commute Survey, and a summary of the 2020 Strategic Business Plan.5 In that month, the Council considered its annual budget during the COVID-19 pandemic. The Council 2 City Council, August, 11, 2014; Agenda Item #4; SR #4766, https://www.cityofpaloalto.org/civicax/filebank/documents/43344 3 City Council, June 13, 2016: Agenda Item #10; SR #6823, https://www.cityofpaloalto.org/civicax/filebank/documents/52687 4 Finance Committee, April 16, 2019; Agenda Item #4; SR #10198, https://www.cityofpaloalto.org/civicax/filebank/documents/70194, Presentation: https://www.cityofpaloalto.org/civicax/filebank/blobdload.aspx?t=63435.61&BIobID=70664 5 City Council, May 26, 2020; Informational Report; SR #11307, https://www.cityofpaloaIto.org/civicax/filebank/blobdload.aspx?t=64175.41&BIobID=76770 Item 15: Staff Report Pg. 2 Packet Pg. 228 of 288 Item 15 Item 15 Staff Report voted to appropriate a reduced funding level of $453,000 for the TMA in FY 2021 and approved the use of City funds for the TMA's programs in the California Avenue Business District as well as the Downtown.6 Funding was provided under the new proposed funding agreement but was reduced further based on a November 2020 TMA request for $350,000. A new funding agreement was signed in 2020 reflecting Council's appropriation of $350,000 in FY 2021. This agreement expired in FY 2023 and again delegated authority to the City Manager to amend the agreement to add funding if Council budgeted more funds. In June of 2021, Council allocated $150,000 in funds for the TMA for FY2022 and in June of 2022, allocated $200,000 in funds for A new three-year funding agreement was approved by City Council in September of 2023, providing $200,000 for the TMA in FY 2024 and delegating authority to the City Manager to amend the agreement to add funding if Council budgets more funds. This agreement also allows the TMA to use $25,000 of City funds to reduce SOV trips anywhere in Palo Alto.7 Council increased the amount allocated via an amendment to the agreement in March of 2024, adding $42,000 for additional outreach labor and expanded active mobility programs.8 Amendments in July and December reflect Council's allocation of $400,000 for FY20259 and changes in funding and scope for a $10,000 Electric Bike/Scooter Pilot program from the City's Utilities Department. For FY 2025, $200,000 can be used for TMA programs anywhere in the City. ANALYSIS Regular reports are required under the TMA's funding agreement with the City. In the past year, the TMA has used City funds to purchase transit passes for low-income workers, supporting their use of transit, and to subsidize other programs such as carpooling, biking, and ride -share aimed at increasing all Downtown and California Avenue commuters' use of alternative modes of transportation. The attached Annual Report covers the 2024 calendar year, detailing how public funds were spent to support SOV trip reduction, including the results of the Fall 2024 Downtown Commute Survey. The attachment also includes the 2026-2028 TMA Strategic Plan which is required to be updated by the funding agreement. 6 City Council, May 26, 2020; Agenda Item #1; SR #11376; https://www.cityofpaloalto.org/civicax/filebank/documents/76803, Action Minutes: https://www.cityofpaloalto.org/civicax/filebank/blobdload.aspx?t=48631.05&BlobID=77870 City Council, September 11, 2023; Agenda Item #7; SR #2308-1883; https://cityofpaloaIto.primegov.com/meetings/ItemWithTemplateType?id=2983&meetingTemplateType=2 8 City Council, February 12, 2024; Agenda Item #11; SR #2311-2233; https://cityofpaloaIto.primegov.com/meetings/ItemWithTem plateType?id=3638&meetingTemplateType=2&comp iledMeetingDocumentld=9079 9 City Council, June 17, 2024: Agenda Item #28; SR#2406-3140; https://cityofpaloaIto.primegov.com/meetings/ItemWithTem plateType?id=5334&meetingTemplateType=2&comp iledMeetingDocumentld=10470 Item 15: Staff Report Pg. 3 Packet Pg. 229 of 288 Item 15 Item 15 Staff Report The Annual Report highlights several accomplishments, noting that in 2024, the TMA: • Increased funding o Stability - City of Palo Alto restored PATMA's budget which allowed expansion beyond University Ave Downtown and California Ave o Grant Awards —PATMA won funding from VTA's Transit Oriented Communities program ($24,550), City of Palo Alto Utilities ($10,000), Palo Alto Community Foundation ($5,000), and the Starbucks Neighborhood Grant program ($1,000) o Fair market value of transit passes — Securing free Caltrain GoPasses (worth $4,200/year each) and reduced -cost $169/year VTA passes (worth $1,080/year each) allowed PATMA to help more workers at a lower cost/user • Expanded geographic reach o Performed outreach at the Stanford Mall, along El Camino Real, at Midtown, and in South Palo Alto o In these areas, PATMA offered sustainable transportation programs, conducted the annual commute survey, and presented an e -bike and e -scooter pilot program • Small business support o Ahead of Caltrans' El Camino Real repaving project where bike lanes will be replacing 220 on -street parking spaces, PATMA offered train and bus passes and refurbished bikes to workers who park on El Camino • Leveraged partnerships • Dramatically reduced cost/user/month from $77 in Dec 2023 to $51 in Dec 2024 Key insights from the 2024 Commute Survey about potential future directions for mode shifts targets include: • Light office (77%) and government (72%) sectors have higher drive alone rates than service (55%) and tech (55%) sectors. • Seventy percent (70%) of survey respondents live in a city served by Caltrain or a bus that runs directly to Palo Alto. The Strategic Plan details the following goals for the next three years. • Year 1: Scale up the number of transit passes; scale up the number of active mobility commuters traveling <3 miles • Year 2: Make it easier for commuters to access multiple sustainable commute modes; support active commutes <5 miles • Year 3: Leverage new technologies and programs to enable workers to commute without a personal vehicle Item 15: Staff Report Pg. 4 Packet Pg. 230 of 288 Item 15 Item 15 Staff Report POLICY IMPLICATIONS The City's S/CAP includes two mobility goals that are directly supported by the work of the TMA: • Reduce total vehicle miles traveled 12% by 2030, compared to a 2019 baseline, by reducing commute vehicle miles traveled 20%, visitor vehicles miles traveled 10%, and resident vehicle miles traveled 6% • Increase the mode share for active transportation (walking, biking) and transit from 19% to 40% of local work trips by 2030 In addition, the transportation demand management (TDM) services provided by the TMA are consistent with the following Comprehensive Plan policies and programs: Policy T-1.1 Take a comprehensive approach to reducing single -occupant vehicle trips by involving those who live, work and shop in Palo Alto in developing strategies that make it easier and more convenient not to drive. Policy T-1.2 Collaborate with Palo Alto employers and business owners to develop, implement and expand comprehensive programs like the TMA to reduce single -occupant vehicle commute trips, including through incentives. Program T1.2.1 Create a long-term education program to change the travel habits of residents, visitors, shoppers and workers by informing them about transportation alternatives, incentives, and impacts. Work with the PAUSD and with other public and private interests, such as the Chamber of Commerce and Commuter Wallet partners, to develop and implement this program. Program T1.2.4 Evaluate the performance of pilot programs implemented by the Palo Alto Transportation Management Association and pursue expansion from Downtown to California Avenue and other areas of the city when appropriate. Program T1.2.6 Pursue full participation of Palo Alto employers in the TMA. Policy T-1.13 Encourage services that complement and enhance the transportation options available to help Palo Alto residents and employees make first/last mile connections and travel within the city for daily needs without using a single -occupancy vehicle, including shuttle, taxi and ridesharing services. Policy T-2.2 As part of the effort to reduce traffic congestion, seek ongoing funding and engage employers to operate and expand TMAs to address transportation and parking issues as appropriate in the City's employment districts. Item 15: Staff Report Pg. 5 Packet Pg. 231 of 288 Item 15 Item 15 Staff Report Program T2.2.1 Work in partnership with the Palo Alto TMA and Stanford University to aggregate data and realize measurable reductions in single -occupant vehicle commuting to and from Downtown and in the Stanford Research Park. Policy T-5.5 Minimize the need for employees to park in and adjacent to commercial centers, employment districts and schools. Program T7.1.1 Expand transportation opportunities for transit -dependent riders by supporting discounts for taxi fares, rideshare services and transit, by coordinating transit systems to be shared by multiple senior housing developments, by maintaining a database of volunteer drivers and other transit options. FISCAL/RESOURCE IMPACT Funding for the TMA in FY 2024 was approved from the University Avenue Parking Fund ($175,000) and the General Fund ($25,000). The current funding agreement is a three-year agreement expiring at the end of FY 2026 (June 30, 2026). As part of the FY 2025 Adopted Budget, a total of $400,000 was approved as the ongoing funding amount for the TMA from the University Avenue Parking Fund ($200,000) and the General Fund ($200,000). STAKEHOLDER ENGAGEMENT Monthly Palo Alto TMA Board of Directors meetings are open to the public and occur from 9:00 - 10:00am on the third Thursday of the month. Information about board meetings can be found at the Palo Alto TMA website: https://www.paloaltotma.org/ ENVIRONMENTAL REVIEW The funding for PATMA and its associated scope of work is exempt from review under the California Environmental Quality Act (CEQA) since it can be seen with certainty that there is no possibility of a significant impact on the environment (State CEQA Guidelines Section 15061(b)(3)). ATTACHMENTS Attachment A: 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey APPROVED BY: Lily Lim-Tsao, Interim Chief Transportation Official Item 15: Staff Report Pg. 6 Packet Pg. 232 of 288 laltoTMA w better commutes for everyone March 4, 2024 Palo Alto City Councilmembers Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Subject: PATMA's 20024 Annual Report, Three -Year Strategic Plan, and 2024 Commute Survey Dear Councilmembers, The non-profit Palo Alto Transportation Management Association (PATMA) is pleased to present three reports for your consideration. Written in an easy to skim style, you will see attached PATMA's 2024 Annual Report, Three -Year Strategic Plan (FY 2026 — FY 2028), and 2024 Commute Survey. In FY 2025, PATMA's budget was restored to $400,000/year, closer to pre -pandemic levels. With the same budget level in FY 2026, we will be able to grow our impact by further reducing traffic, demand for parking, and greenhouse gas emissions while supporting local businesses. We also understand the City's budget situation and offer three budget scenarios. Three budget scenarios for FY 2026 Iii - ALTRANS management 11 111 $105,000 1 111 $95,000 11 111 $85,000 Business (office supplies, insurance, software) $8,000 $8,000 $8,000 Lyft $3,000 $3,000 $0 ALTRANS operations & admin $105,000 $84,000 $75,000 Transit passes - Clipper card expenses $115,000 $100,000 $100,000 Commute survey $28,000 $28,000 $28,000 E -bike e -scooter pilot $4,000 $0 $0 Refurbished bikes $4,000 $4,000 $4,000 Bike Love $28,000 $28,000 $0 Total $400,000 $350,000 $300,000 The $400,000 scenario represents a continuation of the restored budget PATMA realized in FY 2025, which would allow PATMA to grow the program's impact to 500 parking spaces freed up. The $350,000 budget (cutting staff hours and transit pass expenditures) would allow us to grow the program to 400 parking spaces freed up. A smaller $300,000 budget (cutting staff hours further, cutting the Lyft afterhours program and cutting the BikeLove $5/day rewards program) would maintain our impact at 312 parking spaces freed up. PATMA is pleased to support the City Council's goals on climate change, community wellness, and economic development. Let me know if you have any questions. Kind regards, Justine Burt Executive Director, Palo Alto Transportation Management Association Item 15: Staff Report Pg. 7 Packet Pg. 233 of 288 laltoTMA Q better commutes for everyone 2024 Annual Report January 1, 2024 — December 31, 2024 Submitted to the Palo Alto City Council Prepared by: Palo Alto Transportation Management Association 855 El Camino Real #13A-200, Palo Alto, CA 94301 www.paloaltotma.org March 2025 Item 15: Staff Report Pg. 8 Packet Pg. 234 of 288 Table of Contents Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey ExecutiveSummary.....................................................................................................................1 Introduction................................................................................................................................2 AboutPATMA.............................................................................................................................2 PATMA's Top Five Accomplishments in 2024..............................................................................3 PATMAPrograms........................................................................................................................5 Benefits of PATMA Programs....................................................................................................10 ProgramResults........................................................................................................................11 Testimonials..............................................................................................................................14 Budget......................................................................................................................................15 Conclusion................................................................................................................................18 Item 15: Staff Report Pg. 9 Packet Pg. 235 of 288 Palo Alto Transportation Management Asso 2024 Annual Report Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Executive Summary With leadership and financial support from the City of Palo Alto, as well as collaborative partnerships with regional transit agencies, local community -based organizations, and grantmaking organizations, in 2024, the Palo Alto Transportation Management Association (PATMA) delivered mode shift results efficiently and cost-effectively. PATMA's sustainable transportation programs for workers — free train and bus passes, $5/day Bike Love bicycle commute incentive rewards, free refurbished bicycles, after -hour Lyft rides, and a new e -bike e -scooter pilot — in 2024, resulted in a reduction in demand for 312 parking spaces around town, 1,542,441 fewer vehicle miles traveled, and 603 fewer tons of greenhouse gas emissions. With these accomplishments, PATMA supported three of the 2024 Palo Alto City Council's four priorities: economic development, climate change, and community health. Highlights of PATMA's work in 2024 included: • Increased funding o Stability - City of Palo Alto restored PATMA's budget which allowed expansion beyond University Ave Downtown and California Ave o Grant awards — PATMA won funding from VTA's Transit Oriented Communities program, City of Palo Alto Utilities, Palo Alto Community Foundation, and the Starbucks Neighborhood Grant program o Fair market value of transit passes — Securing free Caltrain GoPasses (worth $4,200/year each) and reduced cost $169/year VTA passes (worth $1,080/year each) allowed PATMA to help more workers at a lower cost/user • Expanded geographic reach o Performed outreach at the Stanford Mall, along El Camino Real, at Midtown, and in South Palo Alto o In these areas, PATMA offered sustainable transportation programs, conducted the annual commute survey, and presented an e -bike and e -scooter pilot program • Small business support o Ahead of Caltrans' El Camino Real repaving project where bike lanes will be replacing 220 on -street parking spaces, PATMA offered train and bus passes and refurbished bikes to workers who park on El Camino • Leveraged partnerships • A dramatic reduction in cost/user/month from $77 in Dec 2023 to $51 in Dec 2024 These developments lay a strong foundation for PATMA's future mode shift work. Item 15: Staff Report Pg. 10 Packet Pg. 236 of 288 Introduction Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute The Palo Alto TMA is a non-profit working to reduce single -occupancy vehiSurvey 4ffic congestion, demand for parking and greenhouse gas emissions by delivering targeted transportation solutions that serve Palo Alto's diverse range of employers, employees, visitors, and residents. Financial support for this work comes primarily from the City of Palo Alto's University Avenue and California Avenue parking fund, and, starting in 2024, from the City's General Fund. This funding allows PATMA to provide free transit passes, $5/day Bike Love rewards, refurbished bicycles, and late -night Lyft rides chiefly to low wage service sector workers in the commercial districts of Palo Alto. About PATMA Staff PATMA is a non-profit, staffed by ALTRANS TMA Inc., a firm specializing in transportation demand management (TDM). Staff providing on -going support for PATMA include: • Justine Burt, Executive Director • Sana Ahmed, Program Coordinator • Stephen Blaylock, President, ALTRANS TMA Inc. • Andrew Ridley, Chief Operating Officer, ALTRANS TMA Inc. Board of Directors In 2024, two long -serving board members (Philip Kamhi, the City's Chief Transportation Official, and Brad Ehikian) stepped down and one new member (Steven Lee) joined. The City's seat on the board will be filled by Interim Chief Transportation Official Lily Lim-Tsao until a permanent replacement is identified. A representative from the tech sector helped diversify our board whose members at the end of the year included: • Cedric de la Beaujardiere, resident (Board Chair) • Rob George, Philz Coffee (Treasurer and a founding board member) • Shannon Rose McEntee, resident (Secretary) • Lily Lim-Tsao, City of Palo Alto • Sebastian Mafia, Sheraton • Nathaniel Duncan, Patagonia • Alejandra Mier, Coupa Cafe • Steven Lee, Meta The PATMA board meets monthly on the third Thursday at 9:00am and efficiently works through one hour of agenda items. Nearly all board members regularly attend. The public is encouraged to join these virtual meetings. Meeting details and zoom links can be found on our Meetings page at https://www.paloaltotma.org/meetings-reports. 21 Page Item 15: Staff Report Pg. 11 Packet Pg. 237 of 288 New Mission and Core Values In 2024, PATMA staff and Board members updated PATMA's mission and Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey more aspirational and memorable. The new mission statement reads "Better commutes for everyone." PATMA's core values describe how our non-profit improves life for the workers and residents of Palo Alto: • Traffic and parking — reduce traffic congestion and demand for parking • Climate change — transition to a zero -emission transportation system • Equity — fair outcomes, treatment and opportunities for all • Local businesses — help local businesses attract and retain employees • Health — encourage community health Incorporating City of Palo Alto Priorities While the original motivation for the Palo Alto City Council to create PATMA was to alleviate traffic congestion and reduce demand for parking downtown, each year, PATMA overlays the City Council's stated priorities to guide its work. In January 2024, the City Council announced its priorities for the year: 1. Climate Change & Natural Environment - Protection & Adaptation 2. Community Health, Safety, Wellness & Belonging 3. Economic Development & Transition 4. Housing for Social & Economic Balance PATMA's work supports three of these priorities: climate change, community health, and economic development. Regarding City Council's priority of addressing climate change, PATMA helps reduce greenhouse gases from on -road transportation sources which are 51.7% of Palo Alto's emissions, according to the City's 2022 Greenhouse Gas Emissions inventory. Supporting City of Palo Alto's Sustainability/Climate Action Plan (S/CAP) The City of Palo Alto set a goal to reduce greenhouse gas emissions 80% below 1990 levels by 2030 and to become carbon neutral by 2030. One S/CAP mobility goal relevant to PATMA regarding reducing greenhouse gas emissions is "increasing the mode share for active transportation (walking, biking) and transit from 19% to 40% of local work trips by 2030." The S/CAP focuses on launching effective programs for emissions reductions with the highest impact and lowest cost. PATMA's programs help accomplish this goal as noted in the following section. PATMA's Top Five Accomplishments The following were highlights of PATMA's work in 2024. 1. Rebuilt the transit pass program from a Covid-induced low of 28 people served in May 2020 to a high of 300 in December 2024, exceeding pre -pandemic numbers. Figure 1 shows the number of PATMA-granted transit passes in circulation among Palo Alto workers over the past six years. 31 Page Item 15: Staff Report Pg. 12 Packet Pg. 238 of 288 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Figure 1: Transit passes activated 2019 — 20241 350 300 250 200 150 100 ���IIIIIIIIII III H N r' N N N N N N N N N N N N N N N N N N N CO CO CO CO CO CO N N N N N N c > Q> c >. Q> c > Q> c >' Q> c > > c > Q> cc cc0 0 O (6 O O - N O c6 0 0 - a) O cc (a M a) O cc 0 0 Q O c0 0 0 - a) O Z c,Z, U) Z, Z (n Z, Z &)Z' Z,I V) Z 2. Activated and distributed 197 Caltrain GoPasses from the Caltrain GoPass Donation Program. Likewise, 67 VTA Smartpasses were distributed to low wage service sector workers in 2024. 3. Received approval from transit agencies to continue distributing Caltrain GoPasses and VTA Smartpasses in 2025 to low wage service sector workers to help grow transit ridership. 4. Reduced 605 tons of greenhouse gas emissions 5. Started an e -bike and e -scooter pilot program with City of Palo Alto Utilities funding to develop case studies that will inspire other low wage service sector workers to consider active commutes. These activities demonstrate the power of partnerships with local and regional organizations as well as the trust PATMA has established with local business managers. 'Note the drop of transit passes between Dec 2023 and Jan 2024. This is due to the fact that in 2023, PATMA started distribuing free annual Caltrain GoPasses instead of renewing and paying for Caltrain passes each month. In December 2023, about 100 workers had moved to different jobs outside of Palo Alto and did not renew their GoPasses for January 2024. 41 Page Item 15: Staff Report Pg. 13 Packet Pg. 239 of 288 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, Programs and 2024 Commute With funding from the City's University Avenue Parking Fund, California Av Survey and General Fund, PATMA provides free Clipper Cards loaded with monthly or annual passes for Caltrain, VTA buses, SamTrans buses, and Dumbarton Transbay buses. PATMA also offers $10 credits for after-hours Lyft rides of less than five miles, refurbished bicycles at no cost to the recipient, and $5/day Bike Love rewards. During 2024, PATMA expanded outreach efforts to the Stanford Mall, throughout the length of El Camino Real, at Midtown, and in South Palo Alto. Service sector workers who receive transit passes work primarily in food service establishments, retail, and accommodation. Light office workers who receive transit passes or accrue Bike Love rewards include staff at Palo Alto's banks, dental and medical offices, and professional firms such as accounting and law offices. Programs with income thresholds Train and bus passes Transit pass benefits are provided to employees earning less than $70,000 per year who work in the commercial areas of Palo Alto and who do not already receive employer -supported TDM benefits. Workers at the Stanford Research Park and Stanford University are ineligible for PATMA's programs as these organizations have their own TDM programs. Pilot: E -bicycles and e -scooters With funding from the City of Palo Alto Utilities Department, in 2024 PATMA ran a pilot program to study e -bikes and e -scooters for active mobility commutes. Four pilot participants making less than $70,000/year received either an e -bike and safety equipment, or a 12 -month e -scooter lease. The intent was to study how many times a week they used the e -bike or e - scooter, how many device miles they traveled, and understand supports and barriers to device use. The four participants in the 12 -month pilot have realized the following benefits. Figure 2: E -scooter and e -bike pilot case studies Katrina uses an Unagi e -scooter to travel the first mile to the Santa Clara Caltrain station, folds it up and brings it onboard, then rides the last mile to work. During the week she often scooters to restaurants Downtown to grab lunch. But the big time savings comes when she leaves work. The e -scooter allows her to catch the train and get home in time to pick up her kids from school. 51 Page Item 15: Staff Report Pg. 14 Packet Pg. 240 of 288 Rickaya's kids have scooters. Now that she also has an e -scooter she can keep up with them. After dropping them off at school, she rides off to meet either the Caltrain or a VIA bus. She folds up the Unagi e -scooter and brings it on, then scooters the last half -mile to work. Rickaya finds this a faster way to commute from Santa Clara given rush hour traffic or accidents on Highway 101 or 280. Antonio works at Patagonia and lives in Mountain View. Each morning, once he's ready to leave for work, he looks at the time of the next Caltrain and the weather to figure out if he wants to bike to Caltrain or bike five miles to work. One handy feature of his Lectric folding e -bike is that it does not take up much space when folded, which makes it easier to store safely inside at home and at work. The benefits of the e - bike to Antonio are getting exercise and fresh air, relaxing on Caltrain, saving money on gas, and helping the environment. 61 Page Item 15: Staff Report Pg. 15 Packet Pg. 241 of 288 Dorothee teaches cooking classes at Taste Buds Kitchen in Midtown. She loves commuting to work from Menlo Park on her Lectric e -bike among the beautiful, tree -lined streets of Palo Alto. The fresh air and exercise energize her on the way to work. Refurbished bicycles In 2024, PATMA continued working with local non-profit Bike Exchange for a pilot program to provide seven refurbished bicycles and safety gear to essential workers. This pilot is open to workers making less than $70,000/year. Figure 3 shows several Palo Alto -based essential workers receiving their refurbished bicycles. Figure 3: Essential workers taking delivery of their "new" refurbished bikes 71 Page Item 15: Staff Report Pg. 16 Packet Pg. 242 of 288 pal* TMA better commutes for everyone r f1!jtI 1gjj Rik 4 # _ 1c � -)V a h Silicon 'Jiley Bicycle Exchange Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Silicon i Lyft after-hours rides The Lyft after-hours program provides rides home to workers commuting less than five miles after transit stops running. 81 Page Item 15: Staff Report Pg. 17 Packet Pg. 243 of 288 pal"TMA better commutes for everyone PATMA programs without an income threshold Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Bike Love rewards The Bike Love smartphone app provides daily incentives for active mode first -mile commute trips to transit and active mode commutes between home and work, of $5/day up to $599 per year per commuter. Automated travel mode detection identifies eligible bike, e -bike, e -scooter, and e -skateboard trips. Eligibility is determined by trips that stop or start within geofences around 30 Caltrain stations and five commercial areas (Downtown, California Ave., Stanford Mall, El Camino Real, and Midtown). Incentive dollars are instantly redeemable at local merchants via reloadable Apple/Google Wallet Virtual Visa cards. Figure 4 shows the current geofences that mark commute destinations that earn workers rewards. This map includes all Caltrain stations, for workers who use a bike or e -scooter for first/last mile, as well as expanded commercial areas. Figure 4: Bike Love Geofence Boundaries 4a T Union City BurU me San f ato 9a �� Fremont Newark U1•5TRICT :rshed e< eon \\\ Redwcd City East Palo Alto A o Woodside M Stanfor'\ 35 /4 o NU0 O Jasper Ridge El Corte de Madera dialogical Preserve Mountain View Creek Open qW Ge Space Preserve Portola Valley Sunnyvale Q 35 Santa C% La Honda Creek Open Space Preserve In 2024, 35% of the transaction values of redeemed rewards happened in Palo Alto, in support of the City Council's 2024 priority for economic development. The ability of Bike Love users to 91 Page Item 15: Staff Report Pg. 18 Packet Pg. 244 of 288 Item 15 paltoTMA Attachment A - 2024 Palo Alto TMA Annual Report, W better commutes 2026-28 Strategic Plan, for everyone and 2024 Commute Survey redeem incentives at Palo Alto businesses helps keep dollars in the local economy.1-igure provides detail about where Bike Love users spend their reward funds. Figure 5: Where Bike Love Rewards Were Spent in 2024 Source: Motion This information is gathered from merchant identification numbers where rewards are redeemed. For a quick overview video explaining the app, please visit Bike Love in 80 seconds (video). Benefits of PATMA Programs While PATMA programs save service workers money on their commutes, many other benefits of these programs accrue to local businesses, workers, City government, and Palo Alto residents. Businesses For business owners and managers, PATMA participation gives them a competitive advantage over similar businesses in nearby cities. Being able to provide transit passes to their employees helps shops, restaurants, and hotels attract and retain workers in competitive industries with high rates of staff turnover. Workers Workers who stop driving not only save money on variable vehicle costs such as gasoline, maintenance, and repairs, they also escape the stress of having to drive in traffic congestion. The workers who commute by active modes enjoy the benefits of exercise that allow them to arrive at work energized and refreshed. City of Palo Alto Municipal governments impact the wellbeing of residents and workers within the city's boundaries, and PATMA's programs on the City's behalf reduce traffic congestion, free up parking spaces in commercial areas, and enhance the quality of life for residents by reducing the number of cars parked in neighborhoods. 10 I Page Item 15: Staff Report Pg. 19 Packet Pg. 245 of 288 paltoTMA better commutes for everyone Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Program Results Results of the TMA's program management, outreach, and program operation labor in Figures 6 — 12 depict the number of transit passes distributed, the cost per freed up parking space (cost/user), vehicle miles traveled avoided, and greenhouse gases reduced. Among all businesses served, Figure 6 gives a breakdown by business with the number of their employees in descending order who had an active train or bus pass from PATMA in December 2024. Figure 6: Number of Transit Passes Distributed by Employer in December 2024 Sheraton/Westin 33 Nobu Hotel 16 Etta n 12 Whole Foods 10 Patagonia 9 Neiman Marcus 8 Walgreens 7 Coupa Cafe 7 Apple 7 Watercourse Way 6 Rangoon Ruby 6 Philz Coffee 6 Macy's 6 Crepevine 6 West Elm 5 The Palo Alto Inn 5 SkinSpirit 5 The Melt 4 Sephora 4 Peloton 4 Lytton Gardens (Front Porch) 4 Christine Hansen DDS 4 VIP Vein Treatment Clinic 3 True Foods Kitchen 3 San Agus 3 Oren's Hummus 3 Lima Ruby Peruvian Restaurant 3 Hobee's 3 Glass Slipper Inn 3 Buca di Beppo 3 Avenidas 3 Yayoi 2 Wells Fargo 2 Webster House 2 Vizavoo Salon 2 Starbucks 2 Spring Spa 2 School of Rock 2 Restoration Hardware (RH) 2 Palo Alto Orthodontics 2 Palo Alto Oral and Maxillofacial surgery 2 Palo Alto Bicycles 2 Mollie Stone's Market 2 McDonald's 2 L&P Aesthetics 2 Kowa Ramen 2 Kindercare Day Care Center 2 Equinox 2 Curry Up Now 2 Creamery 2 Coach 2 City of Palo Alto (interns) 2 Cardinal Hotel 2 Bright Horizons 2 Blue Bottle 2 Bloomingdales 2 Arya Steakhouse 2 Zola + Zola Bar 1 Zareen's 1 Xfinity ity 1 Wu Orthodontics 1 Williams Sonoma 1 Wetzel Pretzel 1 Victra 1 TraderJoes 1 The Real Real 1 TAVERNA 1 Tamarine 1 Tacolicious 1 Summit Bicycles 1 Sprinkles 1 Somi Somi 1 Smiles By Pai 1 Security Industry Specialists 1 Rooh 1 PIP Printing 1 111 Page Item 15: Staff Report Pg. 20 Packet Pg. 246 of 288 IL Palo Alto Bilingual Montessori Academy I 1 Pacific catch 1 Nola Restaurant & Bar 1 Matroid 1 Lush Cosmetics 1 La Bodeguita del Medio 1 Kris Hamamoto DDS, Inc. 1 Khazana Palo Alto 1 Keen Garage 1 K. Minamoto 1 pal"TMA better commutes for everyone Immersion Spa 1 Imaginemos Oruguitas 1 Guckenheimer: Palo Alto Club 1 Gott's Roadside 1 Gong Cha 1 Gardening 1 Fast Repair 1 Everything but Water 1 Everlane 1 Embarcadero Media Foundation 1 Dr. William Tseng 1 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey • Downtown Streets Team 1 Da Sichuan 1 Comfort Inn 1 Clement Hotel 1 City National Bank 1 Channing House 1 Caretaker (home in Palo Alto) 1 Cafe 220 1 Block Advisors 1 Bike Connection 1 Beyond Explorations 1 Grand Total 304 Figure 7 provides the number of transit passes PATMA distributed to businesses along El Camino Real (between Park Blvd and San Antonio Rd) by month. PATMA's proactive transit pass outreach efforts were conducted along with Silicon Valley Bicycle Coalition volunteers to help reduce demand for parking ahead of the Caltrans repaving and bike lane project in fall 2024. Figure 7: Transit Passes Distributed Along El Camino Real by Month in 2024 Jan .. Feb Mar 12 Apr 1 1 May 1 Jun Jul Aug 2 Sep 3 1 1 1 Oct 3 10 1 Nov 6 2 1 Dec Total 14 26 4 2 PATMA's marketing and outreach efforts throughout Palo Alto in 2024 resulted in the following impacts. 12 I Page Item 15: Staff Report Pg. 21 Packet Pg. 247 of 288 Item 15 palO TMA Attachment A - 2024 Palo Alto TMA Annual Report, W better commutes 2026-28 Strategic Plan, for everyone and 2024 Commute Survey Figure 8: Number of Commuters Diverted from Single -Occupancy Vehicles (average Transit passes 153 182 216.67 286.67 Bike Love (>12 rides/month) 13.33 15.33 14.67 10 Lyft 3.33 2.67 3.33 4 Total 169.67 200.0 234.67 300.67 Figures 9 and 10 show the average cost per month that PATMA paid to mode shift workers out of single -occupancy vehicles and into a sustainable transportation commute. The drop in monthly cost between December 2023 and December 2024 is partially attributable to the increased number of GoPasses Caltrain donated to PATMA and the highly discounted Smartpasses VTA sold to PATMA. Figure 9: Cost per User in 2023 Transit Pass Program $39.45 $50.29 $44.49 $44.74 $45.98 $39.87 $38.30 $41.38 $36.29 $39.10 $36.97 $37.45 $45.54 $49.40 $31.92 $42.29 $493.97 Bike Love $54.93 $69.97 $46.02 $56.98 $49.15 $53.16 $61.95 $54.75 $49.78 $72.12 $62.43 $61.44 $65.90 $74.84 $85.02 $75.25 $741.64 Lyft Program $106.99 $63.31 $86.42 $85.57 $86.89 $100.09 $116.25 $101.08 $107.95 $93.98 $79.12 $93.68 $63.62 $78.78 $112.74 $85.05 $1,099.67 Average cost/user $67.12 $61.19 $58.98 $62.43 $60.67 $64.37 $72.17 $65.74 $64.67 $68.40 $59.51 $64.19 $58.35 $67.67 $76.56 $67.53 $778.43 Figure 10: Cost per User in 2024 • _ __ • _ Transit _= pass $58.63 $56.07 $56.76 $57.15 $46.33 $50.77 $46.79 $47.97 $40.75 $38.86 $40.27 $39.96 $49.54 $19.69 $15.47 $28.23 $486.55 subsidy Bike $52.47 $0.00 $99.46 $50.64 $47.49 $0.00 $69.60 $39.03 $80.36 $65.73 $54.30 $66.80 $54.20 $67.84 $83.84 $68.63 $659.46 Love Lyft $86.54 $86.65 $69.47 $80.89 $85.35 $124.37 $78.04 $95.92 $94.98 $70.91 $70.00 $78.63 $42.17 $49.94 $54.67 $48.93 $870.62 Program Average $65.88 $47.57 $75.23 $62.89 $59.72 $58.38 $64.81 $60.97 $72.03 $58.50 $54.86 $61.80 $48.63 $45.82 $51.33 $48.60 $672.21 cost/user Figure 11 shows the number of avoided vehicle miles traveled as a result of PATMA's programs. 13 I Page Item 15: Staff Report Pg. 22 Packet Pg. 248 of 288 paltoTMA better commutes for everyone Figure 11: Avoided Vehicle Miles Traveled (VMT) Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute .•i1ii Transit pass subsidy I • 247,473.7 • 320,103.0 • i 403,728.4 • 561,593.4 Lyft 250.4 211.9 239.1 195.8 Bike Love 2,179.4 2,408.2 2,205.9 1,852.1 Total 249,903.5 322,723.1 406,173.4 563,641.3 Survey Adding up the four quarters, PATMA programs reduced vehicle miles traveled by 1,542,441. And finally, Figure 12 shows greenhouse gas emissions reduced as a result of programs. Figure 12: Greenhouse Gases Reduced (tons) In 2024, PATMA's work resulted in a reduction of greenhouse gas emissions of 603.4 tons. Testimonials Beyond the quantitative effect, PATMA also has a qualitative impact on workers in Palo Alto. The following feedback from employees of local businesses shows how much PATMA's programs mean to the community. Here are some testimonials we received from retail, accommodations, and personal services establishments. • "I was able to ride the bus to work this morning and it was a lot of fun! Very efficient and saving me lots of gas money! I appreciate your efforts and this awesome program!" - DeBorah S. • "I love the ability to combine bicycling and Caltrain and not rely at all on an automobile. And I am impressed by how the City of Palo Alto encourages and supports that." - Dennis W. • "Estoy muy contenta con el servicio de PATMA. Gracias ." (I am very happy with PATMA's service.) - Yuliana A. • "Being a part of the program really reduces my stress of commuting to work. I don't drive because it will cost me too much money to drive back and forth versus taking the train. It really saves me stress and money." — Ernestine T. 14 1 P a g e Item 15: Staff Report Pg. 23 Packet Pg. 249 of 288 palOTMA better commutes for everyone Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey "Me gusta viajar en el Caltrain porque es comodo, Ilego a tiempo a mi tralajo, e c.(I like to travel on Caltrain because it's comfortable, I arrive to work on time, etc.) —Juana A. "Es seguro y siempre Ilego temprano a mi trabajo." (It's safe and I always arrive on time for work.) - Nancy R. "No issues! Happy with Caltrain." — Spencer S. Budget The non-profit demonstrated program results which helped to grow its City funding allocation until 2020 when the pandemic altered commuting habits and parking fund revenues fell dramatically. Figure 13 shows the history of PATMA's funding allotments since FY 2016. Figure 13: PATMA Funding Since Inception $800,000 $600,000 $400,000 u- $200,000 $0 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Fiscal Year Since 2020, PATMA has worked hard to do more with less and build back the number of workers it supports with mode shift. Grant funding In 2024, PATMA applied for and received grants from four organizations to use for various purposes. • VTA Transit Oriented Communities - $24,550 for outreach and marketing along El Camino Real to encourage mode shift to VTA buses 15 I Page Item 15: Staff Report Pg. 24 Packet Pg. 250 of 288 Item 15 Attachment A - 2024 Palo pa l' TMA Alto TMA Annual Report, better commutes 2026-28 Strategic Plan, for everyone and 2024 Commute Survey • City of Palo Alto Utilities - $10,000 grant for e -bike and e -scooter pilo • Palo Alto Community Foundation - $5,000 unrestricted grant • Starbucks Neighborhood Grant - $1,000 used to purchase Starbucks gift cards to incentivize filling out PATMA's commute survey These grants complemented City of Palo Alto funding. Figure 14 provides specific information about income sources and expenses by month. Figure 14: PATMA Income and Expenses in 2024 Category Jan 24 Feb'24 Mar 24 Apr 24 May'24 Jun 24 Jul 24 pt 24 Oct 24 Nov 24 Dec'24 Beginning balance on 1/1/24: 3fi 35.74 INCOME City of Palo Alto $50,000 $42,000 $50,000 $50,000 $110,000 G ra nts $5,000 $1,000 Memberships $Boo $2,500 $1,000 Value Caltra in GoPasses Value VTA SmartP„assa TOTAL INCOME $800 $0 $50,000 $47,000 $0 $50,000 $3,500 $50,000 $0 $1,000 $110,000 $0 EXPENSES Executive Director ALTRANS $4,233 $0 $17,120 $8,560 $8,560 $8,560 $8,560 $4,280 $0 $0 $12,840 $8,560 Biz (rent, office, ins, etc) $114 $625 $68 $102 $293 $1,472 $642 $1,488 $1,895 $576 $399 $733 Lyft $338 $520 $278 $256 $234 $255 $284 $379 $200 Progra m Coordinator ALTRANS $4,489 $0 $10,743 $4,763 $5,037 $4,125 $5,256 $5,986 $5,165 $0 $10,330 $6,424 Adjusted Transit - clipper $15,594 $9,387 $2,581 $19,508 $3,473 $9,060 $16,241 $708 $18,577 $9,363 $205 $18,355 Transit -refunds -$472 $0 -$1,318 -$467 -$824 $0 -$1,114 $0 -$671 $0 -$1,462 $0 Commute Survey - additional labor $990 $80 $4,280 $8,560 $11,896 $296 E -bike e -scooter pilot $4,004 $947 Refurbished bikes $2,000 Bike Love $1,784 $3,183 $1,805 $2,227 $2,652 $2,498 $2,063 $2,005 $2,103 $2,431 TOTAL EXPENSES $26,080 $10,012 $32,897 $34,548 $17,785 $25,525 $32,471 $19,525 $35,589 $12,228 $42,694 $37,946 INCOME EXPENSES -$25,280 -$10,012 $17,103 $12,452 -$17,785 $24,475 -$28,97 $30,475 -$35,589 -$11,228 $67,306 -$37,946 Ending balanceon 12/31/24: $26,118.89 In Figure 14, the Executive Director's tasks include program oversight, communications with stakeholders, finance and accounting activities, managing board meetings, maintaining 501c3 non-profit status, tax filing, and pursuing grant opportunities to diversify funding sources. The Program Coordinator's labor involves updating the website, processing new transit pass requests, communicating about pass renewals, purchasing new passes, replacing lost passes, troubleshooting, and monitoring accounts. 161 age Item 15: Staff Report Pg. 25 Packet Pg. 251 of 288 palOTMA better commutes for everyone Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Figures 15 and 16 show relative income sources and expenditures. Note that teals marKe value of Caltrain GoPasses ($827,400) and VIA Smartpasses ($50,105) in 2024 that PATMA received for free or at a fully discounted price respectively are not included in the income chart. Figure 15: Overview of 2024 Income Memberships -- Alto Figure 16: Overview of 2024 Expenses Bike Love + refurbished bi... ItMM mM srrflnr-, 17 I Page Item 15: Staff Report Pg. 26 Packet Pg. 252 of 288 paltoTMA better commutes for everyone Conclusion Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey In 2024, PATMA made great strides in mode shift and program cost effectiveness by working in close collaboration with a number of partners. Thanks to our colleagues at Caltrain and VTA, additional free Caltrain GoPasses and highly discounted VTA Smartpasses helped bring down PATMA's cost/user. Grant providers supported PATMA with specific aspects of our mode shift work along El Camino Real and during the annual commute survey. Local and regional non -profits such as Bike Exchange, Silicon Valley Bicycle Coalition, Seamless Bay Area, and Palo Alto Forward either provided services, volunteers, or introduced PATMA to potential funders to grow our work. In addition, PATMA's Board members provided valuable advice and conducted advocacy on PATMA's behalf. All together, these collaborations have helped position PATMA to have an even larger impact reducing traffic, demand for parking, and greenhouse gas emissions in 2025. 18 1 P a g e Item 15: Staff Report Pg. 27 Packet Pg. 253 of 288 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey laltoTMA w better commutes for everyone Three -Year Strategic Plan July 1, 2025 — June 30, 2028 Submitted to the Palo Alto City Council Prepared by: Palo Alto Transportation Management Association 855 El Camino Real #13A-200, Palo Alto, CA 94301 www.paloaltotma.org March 2025 Item 15: Staff Report Pg. 28 Packet Pg. 254 of 288 laltoTMA Q" better commutes for everyone Table of Contents Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey ExecutiveSummary.................................................................................................................................1 Introduction............................................................................................................................................1 Context................................................................................................................................................... 2 PATMA Programs Accomplishments 5 ................................................................................................... 6 Three -Year Strategic Planning.................................................................................................................. 7 Workplan.............................................................................................................................................. 10 Budget 10 Conclusion............................................................................................................................................. 12 Item 15: Staff Report Pg. 29 Packet Pg. 255 of 288 laltoTMA 9" better commutes for everyone PATMA's Three Year Strategic Plan July 1, 2025 —June 30, 2028 Executive Summary Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Each year, the Palo Alto Transportation Management Association (PATMA) conducts a Three -Year Strategic Plan with input from its Board of Directors. This plan provides a road map of goals, strategies, tactics, and objectives that ensure the non-profit will be able to help an increasing number of workers shift from driving single-occupancyvehicles to sustainable transportation modes. PATMA's work supports local businesses with transportation demand management programs that help companies attract and retain workers: free transit passes, refurbished bicycles, rewards for active mobility commutes, and after-hours Lyft rides less than five miles. For the past five years, PATMA has been rebuilding from a pandemic -induced 90%drop in transit pass requests in early 2020 and in 2024 exceeded pre -pandemic numbers. In December 2024, PATMA's programs resulted in a reduction of demand for 312 parking spaces which yields benefits every day, all year. Building on this success, this Strategic Plan details the following goals for the next three years. • Year 1: Scale up the number of transit passes; scale up the number of active mobility commuters traveling <3 miles • Year 2: Make it easier for commuters to access multiple sustainable commute modes; support active commutes <5 miles • Year 3: Leverage new technologies and programs to enable workers to commute without a personal vehicle In the next year, PATMA expects dramatic growth in the number of workers served by our mode shift work for several reasons. Contractually, PATMA is now able to offer programs beyond just Downtown and California Ave to most businesses throughout the commercial areas of Palo Alto. New findings from the 2024 Commute Survey provide insights about which sectors offer mode shift opportunities. PATMA has the ability to provide programs to workers at a higher income threshold. Caltrain and VTA have made a large number of free or highly discounted transit passes available. Starting in FY2025, the City restored PATMA's baseline $400,000 budget which provided more resources to accomplish mode shift. These conditions enable growth in the number of workers served in the next year. Introduction The Palo Alto Transportation Management Association (PATMA) is a non-profit leading efforts to reshape commute behaviors around town. Abundant mass transit, active mobility (bicycle, electric scooter, walking), on -demand ride hailing options, as well as trip planning and real time arrival apps are available to enable workers who live and work near major transit pipelines (Caltrain, VTA 22/522, SamTrans ECR, and the Dumbarton Express) to commute quickly and efficiently without Item 15: Staff Report Pg. 30 Packet Pg. 256 of 288 Item 15 Attachment A - 2024 Palo paltoTMA W Alto TMA Annual Report, better commutes 2026-28 Strategic Plan, for everyone and 2024 Commute Survey needing to own a personal vehicle. In this spirit, PATMA provides information and incentives t encourage workers to shift out of their single -occupancy vehicles (SOVs) and into low -carbon transportation options. For the 12 -month period ending December 31, 2024, PATMA programs resulted in a reduction in demand for 312 parking spaces around town, 1,542,441 fewer vehicle miles traveled, and 603 fewer tons of greenhouse gas emissions by providing free transit passes, $5/day Bike Love rewards, refurbished bicycles, and after -hour Lyft rides. There is potential for PATMA to free up more parking spaces and reduce more greenhouse gas emissions. The following Three -Year Strategic Plan, which is compiled each year for the next three years, lays out goals, strategies, tactics, and objectives for PATMA's work supporting Palo Alto businesses and workers over the next three years. Context Several contextual elements inform this strategic plan, including the City of Palo Alto's ambitious greenhouse gas emission reduction goals, the fact that on -road transportation contributes more than half of Palo Alto's greenhouse gases emissions, the priorities the Palo Alto City Council sets each January, PATMA's contract with the City of Palo Alto, and PATMA's bylaws, among other considerations. Sustainability Climate Action Plan (S/CAP) The City of Palo Alto set a goal to reduce greenhouse gas emissions 80% below 1990 levels by 2030 and to become carbon neutral by 2030. One S/CAP mobility goal relevant to PATMA regarding reducing greenhouse gas emissions is "increasing the mode share for active transportation (walking, biking) and transit from 19% to 40% of local work trips by 2030." Two sectors in Palo Alto already exceed the 40% metric. Data from PATMA's 2024 commute survey found the following percentages of workers in four different work sectors in Palo Alto who were commuting by a mode other than driving a single - occupancy vehicle: • Service -45% • Light office - 23% • Tech -45% • Government -28% To help realize the City's S/CAP goal that 40% of work trips by 2030 be by transit or active mobility, PATMA plans to support each sector in different ways. The service sector - in retail, food service, and accommodation - has a high sustainable commute rate already but also high turnover. This is a sector whose employees served as frontline workers during the pandemic, that are price sensitive and have elastic demand for driving to work, and as a result is most open to PATMA's sustainable commute mode shift programs. PATMA will continue offering programs to new service sector employees. Item 15: Staff Report Pg. 31 Packet Pg. 257 of 288 Item 15 6a Attachment A - 2024 Palo pa to ltoT MA W Alto TMA Annual Reportla, 2026-28 Strategic Plan, better commutes for everyone and 2024 Commute Survey With PATMA's new higher income threshold, PATMA will be able to serve more members of front office staff in the light office sector who have been just above PATMA's old income threshold of $70,000/year. Finally, PATMA will support mode shift efforts at large tech companies and the City of Palo Alto by sharing annual commute survey findings, and in the case of tech companies, table at commuter fairs when requested. All of these efforts will help realize the City's S/CAP goals. City Council Priorities Each year, the Palo Alto City Council sets their strategic priorities for the year. In January 2025, the new set of goals included: 1. Climate Change & Natural Environment- Protection &Adaptation 2. Community Health, Safety, Wellness & Belonging 3. Economic Development &Transition 4. Housing for Social & Economic Balance PATMA's programs help address three of these four priorities: economic recovery, climate change, and community health by providing low wage workers with commute counseling, access to free transit passes, rewards for bicycling to work, and late night ride hailing services. PATMA's Contract with the City of Palo Alto The contract between the City of Palo Alto and PATMA provides guidance about how public funds should be used to ensure the public good as well as planning, reporting, and surveying requirements. • Use of City funds - "PATMA shall use the City Funds for "pilot projects" intended to reduce single occupancy vehicle trips by Downtown and California Avenue Business District workers, as mutually agreed upon by the City Manager and PATMA. For FY24 and FY25, $200,000 of City Funds may be used to reduce single occupancy vehicle trips anywhere in Palo Alto. Pilot projects may include purchase and distribution of transit passes, active commute rewards, support for carpooling, and other measures to address first mile and last mile connections. If PATMA uses City Funds to purchase transit passes to give away free -of -charge, the free transit passes shall be provided solely to low income workers." • Planning— "PATMA shall: (a) conduct an annual strategic planning session producing 3 -year goals and objectives and funding requirements, and prepare an annual budget with projected metrics (cost per mode shift, ROI, etc.), and (b) annually provide to the City a detailed, updated strategic plan and budget. The strategic plan may utilize scenarios to illustrate the return on investment associated with different funding levels. The strategic plan shall identify the projects proposed to be funded with the City Funds for the City Manager's review and approval." • Reporting- "PATMA shall provide the City with quarterly written reports on the implementation and effectiveness of pilot programs funded by the City, including quantitative measures of SOV trip reduction and mode shift achieved, metrics used, cost Item 15: Staff Report Pg. 32 Packet Pg. 258 of 288 Item 15 Attachment A - 2024 Palo paltoTMA W Alto TMA Annual Report, 2026-28 Strategic Plan, better commutes for everyone and 2024 Commute Survey J per employee mode shift, and how the City Funds were expended. PATMA shall submit the reports at the same time that PATMA submits the quarterly invoice to the City." • Surveying— "PATMA shall conduct a robust survey of Downtown and California Avenue Business District employee commute patterns on an annual basis. Additional areas of Palo Alto where the TMA has been active may be included in the survey." PATMA's Bylaws PATMA's bylaws provide operating instructions for the non-profit. One way it does this is by ensuring PATMA's board members represent a range of interests among the Palo Alto community as well as the number of board members PATMA should have. • Qualifications of Directors. "The Board shall in good faith strive to include as Directors, representatives from major stakeholder groups serving PATMA's current or planned/proposed service areas, including representatives of the following industries: technology, real estate development, retail and/or hospitality, philanthropy, and traditional office (e.g., finance, accounting, legal) and including representatives representing residential interests." • Number of Directors. "The authorized number of Directors shall consist of at least five but no more than thirteen Directors." New Mission and Core Values In 2024, PATMA staff and their board rewrote PATMA's mission statement to make it more memorable and rewrote its core values to provide clarity on what the non-profit seeks to accomplish. Mission Better commutes for everyone Core values • Traffic — lighten traffic congestion • Parking— reduce demand for parking in commercial areas • Climate change —transition to a zero -emission transportation system • Equity —fair outcomes, treatment and opportunities for all • Local businesses — help local businesses attract and retain employees • Health —encourage community health Higher Income Threshold In 2018, PATMA raised its income threshold for program participation from $50,000 to $70,000/year. Since then, the cost of living in the BayArea has increased substantially. In January 2025, PATMA's board decided to raise the threshold to 80% of Area Median Income in Santa Clara County which in 2024 was $103,200/year for a household of one. All together, this context provides guidance to PATMA about how to structure our programs to best serve the public's interest. 4 Item 15: Staff Report Pg. 33 Packet Pg. 259 of 288 laltoTMA Q` better commutes for everyone PATMA Programs Programs with a $100,000/year income threshold Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Transit Passes Currently, PATMA focuses on supporting essential workers in the commercial districts of Downtown and California Ave, at the Stanford Mall, along El Camino Real, at Midtown, and along San Antonio Rd. If these workers are driving to work and make less than $1 00,000/year', they can receive free Caltrain, SamTrans, or Dumbarton Transbay bus passes.2 Refurbished Bicycles In 2022, PATMA piloted a refurbished bicycle program with the local non-profit Bike Exchange. This refurbished bicycle program is for essential workers in Palo Alto making less than PATMA's income threshold who would like to bike to work but do not own a bicycle. If they also need any safety equipment — helmet, lock, lights — Bike Exchange provides these to each essential worker receiving a refurbished bike. E -bike e -scooter pilot This pilot studied two mode shift scenarios: active commutes via e -bike and first/last mile solutions via e -scooter. Four pilot participants making less than $70,000/year received either an e - bike and safety equipment, or a 12 -month e -scooter lease. The intent was to study how many times a week they used the e -bike or e -scooter, how many device miles they traveled, and understand supports and barriers to device use. In addition, based on what is learned in the pilot, PATMA will create case studies with photos to inspire other workers in similar situations who drive alone to work. After hours Lyft rides Workers who live less than five miles from work and who need to travel home from work late at night when mass transit is not running can receive a $10 Lyft credit per ride. Program without an income threshold Bike Love PATMA's Bike Love app provides $5/day up to $599/year to workers in Palo Alto's commercial districts to encourage commuters to leave their cars at home and bike or e -scooter to work. Unlike the transit pass program, there are no income restrictions for the Bike Love program. The app was designed to provide attractive financial rewards to build active mobility habits. See Figure 1 for a map of Bike Love program boundaries within which workers earn rewards. The Bike Love app also 1 PATMA's new income threshold is currently 80% of Santa Clara County's Area Median Income, which in 2024 was $103,200 for a household of one person. For the sake of memorability to PATMA's target audience, marketing materials will say $100,000/year. 2 VIA is currently working on a contract amendment to allow PATMA to raise the income limit for access to Smartpasses to workers making less than 80% of Area Median Income. Item 15: Staff Report Pg. 34 Packet Pg. 260 of 288 rewards travel to all 30 Caltrain stations for commuters who would be incentivized to bike or scooter to Caltrain and take the train to work. In 2024, 35% of Bike Love reward transactions were redeemed at Palo Alto -based businesses which is another way that PATMA supports local businesses and multiplies program impact to benefit the local economy. Accomplishments PATMA's sustainable aoTMA lltQ` better commutes for everyone Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Figure 1: Geofenced areas for Bike Love rewards U of C t; Burlilltame San AAa�o Fremont Redwood City East Palo Alto A o Woodside Stanford M o O 0 Ja;perRiage !� El Corte de Madera Biological Preserve MountairTView Creek Open © O r1 Space Preserve Portola Vattey CLJJ, Sunnyvale 0 „ Santa Cl La Honda Creek Open transportation programs in 2024, resulted in a reduction in demand for 312 parking spaces around town, 1,542,441 fewer vehicle miles traveled, and 603 fewer tons of greenhouse gas emissions. The majority of these results were due to the transit pass program. See Figure 2 for the number of transit passes activated over the past five years. Figure 2: Transit passes activated 2019-20243 350 300 250 200 150 100 50 0 y0 N y0 rye .110 T T 11,0 11yti rlY 11y titi rl`L 111E 111E I, 111,3 11,3 11,3 11,3 1D �p �p �p l`a0 1 Q� l0` o& l`�0 P�� l0� O°� la0 P�� ' o la0 1 Q� l0` o 4$1 P� l0� la0 ' o s Note the drop in the number of transit passes activated in January 2024. This was due to a switch from monthly pass purchases to annual free passes. High turnover in the service sector means about 100 workers no longer needed transit passes for 2025 which PATMA found out about after asking if they wanted to re -register in December 2024 for 2025. is Item 15: Staff Report Pg. 35 Packet Pg. 261 of 288 aoTMA llt9" better commutes for everyone Three -Year Strategic Planning Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey With this context in mind, PATMA staff and board members met in person in December 2024 to discuss strategic planning for the next three years. Input gathered informs PATMA's path forward with goals (targets to achieve), strategies (plan of action), tactics (specific actions), and objectives (measurable outcomes) for FY2026-FY2028. Year 1 (Jul 2025 -Jun 2026) Assumptions: Free Caltrain GoPasses and highly discounted VTA Smartpasses will continue to be available for PATMA to distribute to low wage workers Goals • Scale up number of transit passes activated • Scale up number of workers commuting <3 miles by active mobility • Support S/CAP goals to reduce greenhouse gas emissions • Support local businesses to attract and retain workers Strategies • Develop or deepen relationships with managers at light office and service sector businesses • Develop or deepen relationships with community -based organizations that work on transportation, housing and/or climate issues • Raise awareness about PATMA's programs • Develop new pilot programs Tactics • Update and expand marketing collateral for transit passes and active mobility o Update one page flyer with $100,000 income threshold for English, Spanish, and Mandarin. Translate into Vietnamese. o Develop window clings (non -adhesive decal) for windows of businesses that receive PATMA incentives • Deploy 8 minute 1:1 manager training on mode shift programs and tools beneficial to workers (transit passes, refurbished bikes, $5/day Bike Love, after-hours Lyft, Transit app) o 40% transit or active mobility commutes by 2030 S/CAP goal o One page flyer o Real time arrival information: Transit app and Caltrain live system map o Window clings— membership and ask them to post • Refer a co-worker outreach wherein workers receive a free coffeehouse gift card if the coworker they refer receives a transit pass • Refine application process for refurbished bicycle program (apply, download Bike Love app, and pass bike safety quiz) before workers can receive a refurbished bicycle • Conduct annual commute survey 7 Item 15: Staff Report Pg. 36 Packet Pg. 262 of 288 Item 15 Attachment A - 2024 Palo pa to ltoT MA W Alto TMA Annual Reportla, 2026-28 Strategic Plan, better commutes for everyone and 2024 Commute Survey • Develop pilot programs that encourage active mobility —e -bike financing, bike safety quiz and classes • Hold a promotional event around active mobility • Organize interactive information sharing event with other Bay Area TMA and TDM professionals • Deepen relationships with non-profit organizations that have similar missions and goals (Friends of Caltrain, Seamless Bay Area, Silicon Valley Bicycle Coalition, Bike Exchange, Alta Housing) • Develop and share short, relevant content regularly with local CBOs and the Chamber of Commerce to distribute to their membership • Develop and offer short content regularly to local online news outlets Objectives • # freed up parking spaces • #workers using transit passes • # workers commuting by active mobility • # vehicle miles traveled reduced • # tons greenhouse gas emissions reduced • # survey respondents Year 2 (Jul 2026 -Jun 2027) Assumptions: Availability of Tap to Pay, expanded Bay Pass program, and/or Mobility Wallet pilot Goals • Scale up number of transit passes • Enable workers who live outside Santa Clara County to access multiple sustainable commute modes and make transit connections seamlessly • Scale up number of active mobility commutes <5 miles • Find creative solutions to challenges of workers interested in active mobility commutes <5 miles Strategies • Raise awareness about PATMA's programs by strengthening relationships with local business managers and community -based organizations • Update printed and digital promotional materials • Leverage new technologies for trip planning and payment • Develop new pilot programs Tactics • Develop e -bike financing pilot program E, Item 15: Staff Report Pg. 37 Packet Pg. 263 of 288 Item 15 Attachment A - 2024 Palo pa to ltoT MA W Alto TMA Annual Reportla, 2026-28 Strategic Plan, better commutes for everyone and 2024 Commute Survey • Update printed and digital materials to address gaps in knowledge and mode shift Action points • Train managers on new apps that help workers plan and pay for sustainable commute modes • Update branding materials - PATMA as a fun, trusted, and valued brand • Further streamline application process • Conduct commute survey • Hold a promotional event • Develop and share content with inspiring new case studies about local workers commuting by transit or active mobility Objectives • # freed up parking spaces • #workers using transit passes • # workers commuting by active mobility • #vehicle miles traveled reduced • # tons greenhouse gas emissions reduced • # survey respondents Year 3 (Jul 2027 -Jun 2028) Assumptions: 2026 Bay Area ballot initiative passed providing more funding for transit agencies which allows them to increase service frequency, Mobility Hubs are available around town Goals • Workers can easily commute without a personal vehicle • Study and leverage new technologies (ex., Mobility as a Service to plan and pay for commute trips, commute management platform) • Support the evolution of our region's commuting systems • Determine what is missing to help workers get where they need to go without owning a personal vehicle Strategies • Expand PATMA's toolkit of information and incentives to encourage mode shift • Help expand clean transportation options available to workers in Palo Alto Tactics • Develop new case studies of workers who commute by transit or active mobility • Test new technology Mobility -as -a -Service planning and payment options as they become available • Promote Mobility Hubs that are available E Item 15: Staff Report Pg. 38 Packet Pg. 264 of 288 laltoTMA Q" better commutes for everyone Objectives • # parking spaces freed up • #vehicle miles traveled reduced • # tons greenhouse gas emissions reduced • # survey respondents Workplan Year 1 The flow of work over the course of FY2026 is shown in Figure 3. Figure 3: Year 1 workplan Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Events X X X Market transit passes X X X X Develop pilot X X Translate materials into X additional language Commute survey X X X Apply for grant funding X X Deliver Commute X Survey, Annual Report, and Strategic Plan reports Market active mobility X X X Budget Looking back at funding levels since PATMA's inception in 2016, PATMA grew over several years and demonstrated cost-effective successes freeing up parking spaces, reducing greenhouse gas emissions, and reducing vehicle miles traveled until the pandemic. Figure 4 shows historic budget trends. 10 Item 15: Staff Report Pg. 39 Packet Pg. 265 of 288 laltoTMA Q` better commutes for everyone Figure 4: PATMA funding since inception S800.000 S600.000 m Q 5400.000 u - S200.000 So Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Fiscal Year The PATMA baseline budget is $400,000. This level allows PATMA to continue with 2 part-time staff and pull in additional contractors on an ad hoc basis to support seasonal activities such as active mobility marketing in the spring and Commute Survey distribution in the fall. A status quo budget for FY2026 will allow PATMA to: • Perform marketing and outreach to target sectors • Develop or deepen relationships with business managers who are the gatekeepers to workers who could use PATMA's programs and services • Conduct the annual commute survey • Free up additional parking spaces, reduce greenhouse gas emissions, and ease traffic congestion In 2024, the cost/user/year or cost to free up a parking space was $672 while in 2023 the cost/user/year was $780. This includes the cost to purchase transit passes, Lyft rides, refurbished bicycles, and $5/day Bike Love rewards. Figure 5 provides three budget scenarios for PATMA's projected expenses in FY2026. The $400,000 scenario represents a continuation of the restored budget PATMA realized in FY2025, closer to a pre -pandemic level which would allow PATMAto grow the program's impact to 500 parking spaces freed up. The $350,000 budget would allow us to grow the program to 400 parking spaces freed up. A smaller $300,000 budget would maintain our impact at 312 parking spaces freed up. 11 Item 15: Staff Report Pg. 40 Packet Pg. 266 of 288 laltoTMA Q" better commutes for everyone Figure 5: Three budget scenarios for FY2026 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey ALTRANS management $105,000 $95,000 $85,000 Business (office supplies, insurance, software) $8,000 $8,000 $8,000 Lyft $3,000 $3,000 $0 ALTRANS operations & admin $105,000 $84,000 $75,000 Transit passes - Clipper card expenses $115,000 $100,000 $100,000 Commute survey $28,000 $28,000 $28,000 E -bike e -scooter pilot $4,000 $0 $0 Refurbished bikes $4,000 $4,000 $4,000 Bike Love $28,000 $28,000 $0 Total $400,000 $350,000 $300,000 In the $350,000 budget scenario, PATMAwould cut staff hours and expenditures on transit passes. In the $300,000 budget scenario, PATMAwould cut back further on staff hours, cut the Lyft afterhours program, and cut the BikeLove $5/day rewards program. As circumstances change, PATMA has the ability to adjust income and expenses through various financial levers. • Reducing labor costs • Reducing program expenses • Requesting additional GoPasses from Caltrain and large employers in the area • Increasing grant writing and philanthropic fundraising PATMA will continue to operate leanly and use our budget effectively to maximize impact. Conclusion Many public and private organizations in the Bay Area are working hard to facilitate a future seamless, integrated low -carbon transportation system that will lower personal transportation costs and reduce GHG emissions. PATMAwill continue to monitor developments in these areas and adjust our programs accordingly to best serve Palo Alto businesses. In support of the local economy, over the next three years PATMAwill look for opportunities to help more workers shift to a sustainable commute as we raise awareness about the benefits of transit and active mobility commutes, offer information about sustainable transportation options, and provide programs and incentives for mode shift. 12 Item 15: Staff Report Pg. 41 Packet Pg. 267 of 288 2024 COMMUTE SURVEY REPORT for CITY OF PALO ALTO laltoTMA w better commutes for everyone and PATMA Board Members Cedric de la Beaujardiere, resident (Chair) Sebastian Mafia, Sheraton Rob George, Philz Coffee (Treasurer) Alejandra Mier, Coupa Cafe Shannon McEntee, resident (Secretary) Nathan Duncan, Patagonia Philip Kamhi, City of Palo Alto Steven Lee, Meta December 2024 Prepared by: Justine Burt Sana Ahmed ALTRANS TMA Inc 302 Toyon Ave, F, 410 San Jose, CA 95127 www.altrans.net 7 Item 15: Staff Report Pg. 42 Packet Pg. 268 of 288 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Table of Contents Executive Summary. Introduction ............ Survey Population ... Survey Methodology Results .................... Ke Incight Y................................................................................................................................ Conclusions................................................................................................................................ ............................................................................................................... 1 ............................................................................................................... 3 ............................................................................................................... 3 ............................................................................................................... 6 ............................................................................................................... 6 17 Item 15: Staff Report Pg. 43 Packet Pg. 269 of 288 Executive Summary Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey In August and September 2024, the Palo Alto Transportation Management Association (PATMA) team surveyed workers in commercial areas of Palo Alto to learn about their commute habits and preferences. The team conducted online and in -person surveys in English, Spanish, and Mandarin beginning with emailing and texting then following up with door-to-door canvassing. This document provides highlights from the survey findings. The two main objectives of the commute survey were to 1) determine which workers were open to shifting their commute from single -occupancy vehicles to mass transit or active mobility options and 2) raise awareness of PATMA's programs. Based on the 885 completed surveys, Figure 1 shows the percentage of respondents from the four main sectors into which PATMA classifies workers: service, government, technology, and light office. Figure 1: Survey Respondents by Sector No organization name given 2% 47%0 vernment 32% it Office 5% Figure 2 below provides the primary mode workers use to commute each week. The survey found that overall 62% of workers surveyed used a single -occupancy vehicle (SOV) as their primary commute mode in 2024. 1 Item 15: Staff Report Pg. 44 Packet Pg. 270 of 288 Figure 2: Primary Commute Mode of Survey Respondents 70°/; 60% 50% 40% 30% 20% 10% 0% 5` o� ,o <a° AFC Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey By separating out commute mode by work sector, Figure 3 illustrates the sectors with the highest drive alone rates: light office and government. Figure 3: Commute Mode by Work Sector ■ Service ■ Light Office ■ Tech ■ Government I L I .ffl• Q� N ___ __ CD Q C Q C j,� cf e f.,, ____ 1 0 1 1 1, 1, � O_- O O_. �• DRIVE ALONE TRANSIT CARPOOL BIKE WALK TELECOMMUTE OTHER With respect to PATMA's mission, data collected in the 2024 commute survey provides opportunities to reach more workers and expand PATMA's program offerings that will help realize PATMA's goals to reduce traffic congestion, reduce demand for parking, support small businesses, lower greenhouse gas emissions, and address social equity issues. 2 Item 15: Staff Report Pg. 45 Packet Pg. 271 of 288 Introduction In 2024, the Palo Alto Transportation Management Association (PATMA) c Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey annual employee commute survey as required by the funding agreement between PATMA and the City of Palo Alto (COPA). PATMA contracted with ALTRANS TMA Inc. to conduct the survey and performed outreach in August and September 2024. The survey was designed to identify how Palo Alto employees working in the commercial areas of Palo Alto - University Avenue (Downtown), California Avenue (Cal Ave), El Camino Real, the Stanford Mall, the Charleston Middlefield shopping center, and along San Antonio Rd - commute to work, identify individuals currently driving alone who are open to shifting to a sustainable commute mode, and raise awareness of PATMA's program offerings. Survey Population According to U.S. Census data, the total worker population in Palo Alto was 109,011 in 2022. The darker shaded areas of Figure 4 show where work centers are clustered Downtown, along El Camino Real, and along San Antonio close to Highway 101. Figure 4: Density of Workers in Palo Alto Source: U.S. Census OnTheMap, 2022 3 Item 15: Staff Report Pg. 46 Packet Pg. 272 of 288 The U.S. Census organizes sectors using the North American Industrial C (NAICS) categories. Figure 5 shows the number of workers by NAICS codes Figure 5: Palo Alto Workers by Sector Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Ikrr.- - Agriculture, Forestry, Fishing, and Hunting 5 0.0% Mining, Quarrying, Oil and Gas Extraction 1 0.0% Utilities 282 0.3% Construction 881 0.8% Manufacturing 5,152 4.7% Wholesale Trade 971 0.9% Retail Trade 3,991 3.7% Transportation and Warehousing 2,217 2.0% Information 18,860 17.3% Finance and Insurance 4,283 3.9% Real Estate and Rental and Leasing 1,389 1.3% Professional, Scientific, and Information 23,575 21.6% Management of Companies and Enterprises 3,049 2.8% Administration & Support, Waste Management and Remediation 1,915 1.8% Educational Services 3,420 3.1% Healthcare and Social Assistance 30,187 27.7% Arts, Entertainment, and Recreation 831 0.8% Accommodation and Food Services 4,931 4.5% Other Services (excluding Public Administration) 2,315 2.1% Public Administration 756 0.7% PATMA organizes NAICS sectors into four employer categories — service, light office, technology, and government — and offers programs to workers in the first two categories. Figure 6 shows which NAICS code sectors PATMA includes in service, light office, technology, and government categories. Figure 6: NAICS Codes and PATMA Classification 11 Agriculture, Forestry, Fishing and Hunting Service 21 Mining, Quarrying, and Oil and Gas Extraction Service 22 Utilities Government 23 Construction Service 31-33 Manufacturing Service 42 Wholesale Trade Service 44-45 Retail Trade Service 48-49 Transportation and Warehousing Service 51 Information Technoloizv 4 Item 15: Staff Report Pg. 47 Packet Pg. 273 of 288 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute 52 Finance and Insurance Survey 53 Real Estate and Rental and Leasing Light Office 54 Professional, Scientific, and Technical Services Technology 55 Management of Companies and Enterprises Light Office 56 Administrative and Support and Waste Management Light Office and Remediation Services 61 Educational Services Light Office 62 Health Care and Social Assistance Service 71 Arts, Entertainment, and Recreation Light Office 72 Accommodation and Food Services Service 81 Other Services (except Public Administration) Service 92 Public Administration Government Source: NA/CS Association After sorting Census data for the number of workers in the four categories for statistical purposes, Figure 7 shows the number of workers in each category and the total worker population in Palo Alto. Figure 7: Number of Workers in Four Sectors Service 50,651 46% Light Office 14,887 14% Technology 42,435 39% Government 1,038 1% Total 109,011 Subtracting the 29,000 worker population at the Stanford Research Park, which has its own Transportation Management Association, leaves us with a worker population of 80,011. After cleaning the survey data of duplicate responses and incomplete surveys, there were a total of 885 complete surveys of which: • 399 respondents were service sector workers • 280 were government staff • 47 were light office workers • 142 were tech workers • 17 chose not to share their employer's name This year's response rate was higher than the three previous years the survey was conducted. The response rate for each of the nine survey years is shown in Figure 8. 5 Item 15: Staff Report Pg. 48 Packet Pg. 274 of 288 Figure 8: Number of PATMA Commute Survey Responses by Year IIIIIIIIIIIIl 2024 885 2023 738 2022 511 2021 551 2019 1,471 2018 496 2017 892 2016 829 2015 1,173 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Compared to 2023, stronger working relationships with managers in the technology and government sectors in 2024 helped boost response numbers. Survey Methodology In August and September 2024, the PATMA team reached out to businesses and organizations to administer the survey. The survey asked questions about the primary travel mode workers used to commute, their home city, employer, income level, and openness to sustainable commute options. The survey was administered through the SurveyMonkey platform which respondents accessed via personal smartphones through a QR code or PATMA's electronic tablets. The electronic survey tool offers skip logic and survey branching to optimize question relevance to different respondents. Paper copies of the surveys in English and Spanish were distributed to managers at downtown hotels who collected responses from their staff. Electronic surveys in Mandarin were administered at restaurants and spas. Block -by -block, door-to-door canvassing resulted in a dataset representing businesses and organizations in commercial areas. Door-to-door outreach was bolstered by mass texting and email follow-up to business contacts. As noted above, the PATMA team secured 885 responses from a citywide worker population of 80,011. With a 95% confidence level and a sample size representing 1.1% of the population, the margin of error for this data is ±3%. Results Data collected in this survey shed light on several topics: • how people commute to work • where they are coming from • which workers could commute using one main transit or active mobility option I. Item 15: Staff Report Pg. 49 Packet Pg. 275 of 288 • which workers are open to a different commute mode, and • what information, equipment, or incentives could encourage the from driving alone. The following figures show results for each question. Q1. In which city and zip code do you live? Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Among survey respondents this year, the top 10 home cities are shown in Figure 9. Figure 9: Top 10 Cities of Survey Respondents 1 San Jose .- .. .- 152 2 Redwood City 83 3 Palo Alto 80 4 Mountain View 74 5 Sunnyvale 57 6 East Palo Alto 56 7 Santa Clara 36 8 Fremont 33 9 San Francisco 32 10 San Mateo 23 Note that 70% of respondents live in cities served by a train or bus that runs to Palo Alto. Figure 10 maps the home zip codes of survey respondents in San Francisco Bay Area' counties. 1 The Bay Area refers to the nine counties that touch the San Francisco Bay plus Santa Cruz County. 7 Item 15: Staff Report Pg. 50 Packet Pg. 276 of 288 Item 15 Attachment A- 2024 Palo Alto TMA Annual Report, Figure 10: Number of Respondents by Zip Code 2026-28 Strategic Plan, and 2024 Commute Survey 73 8 \J 4 10„ 0 2 4 7 114 32 12 8 7 7 79:2b04) 1 4 13 9 2— LEGEND 4 3 ; Zipcode Counts 1 1 0 1-3 0 3-8 1 1 1 08-17 17-35 N • 35 - 81 .a� 7 Some survey respondents live beyond the nine county Bay Area near Sacramento, in the Central Valley, and even one in Southern California. Q2. What is the name of your employer? (This information will help us analyze commuting patterns for the four main types of employers [service, technology, light office, and government] in Palo Alto.) Employer names were organized into four main sectors of employers in Palo Alto, as seen in Figure 11. Item 15: Staff Report Pg. 51 8 Packet Pg. 277 of 288 Figure 11: Survey Respondents by Sector No organization name given 2% T__L 45% vernment 32% it Office 5% Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Note that the number of survey respondents from technology companies located in Downtown, Amazon and Salesforce, is higher this year than last. With Return to Office encouragement from management and corporate concern about greenhouse gas emission reductions, employees at both companies were encouraged to fill out PATMA's commute survey. Q3. How do you usually travel to work? If you use more than one type of transportation, choose the one used for the longest distance of your trip. Many commuters use more than one type of transportation for commuting. To be able to compare this year's data with previous years', we asked people about the main commute mode they used for the longest segment of their trip. Figure 12 provides information about the primary commute mode. E Item 15: Staff Report Pg. 52 Packet Pg. 278 of 288 Figure 12: Primary Commute Mode 60% 50% 40% 30% 20% 10% 0% C, eye Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Figure 13 divides this data by sector for 2024 to allow comparisons between government, light office, service, and tech sectors. Figure 13: Commute Mode by Sector, 2024 1 DRIVE ■ Service ■ Light Office ■ Tech ■ Government M o r N n o H 0 00 ,NE TRANSIT CARPOOL BIKE WALK TELECOMMUTE OTHER A comparison of commute modes over the past several years is shown in Figure 14. 10 Item 15: Staff Report Pg. 53 Packet Pg. 279 of 288 Figure 14: Changes in Commute Mode, 2015-2024 ■ Drive Alone ■ Transit ■ Carpool ■ Walk/Bike ■ Telecommu O O LO N N V1 00 V1 r-1 II 2016 UI UI at N N at -1 a° UI at IN 2022 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey UI In at N N a° O o ti a` V' -I 2023 ■ 2024 Q4 If you drive alone to work, which of the following sustainable commute modes are you open to taking? Note that respondents could choose more than one option, and only respondents who said their main commute mode was by single -occupancy vehicle were given this question. Figure 15: Sustainable Commute Options Drivers Considering 50% 45% 40% 35% 30% 25% 20% 15% 10% 5% 0% ■ Transit Carpool Vanpool Bicycle Walk None, I prefer to drive 11 Item 15: Staff Report Pg. 54 Packet Pg. 280 of 288 Many respondents were open to transit (46%), carpooling (22%), bicycling (9%), and walking (4%). Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Q5. If you drive alone to work, is your home located less than one mile from a Caltrain station, VTA 22/522 bus stop, SamTrans ECR bus stop, or Dumbarton Express bus stop? Figure 16: Live <1 Mile from Sustainable Transit Option This question was included to determine the proximity of a transit option that runs directly to Palo Alto. Q6. If you live less than 5 miles from work, are you open to switching to an active mobility mode (bicycle, electric bicycle, scooter, electric scooter, or other personal mobility device) for commuting? Figure 17: Live <5 Miles from Work and Open to Active Commute 18% 16% 14% 12% 10% 8% 6% 4% 2% Yes I'm thinking about it N 12 Item 15: Staff Report Pg. 55 Packet Pg. 281 of 288 Thirty percent of respondents are open to an active commute Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey Q7. What is most important to you when choosing how to commute to work? (select up to 3) Figure 18: Most Important Considerations When Choosing How to Commute Amount of things I need to carry _ Ability to make stops Environmental impact Accessibility Stress reduction Comfort + safety Flexibility Cost Travel time or schedule 0% 1O4 % 20% 30% 40% SJ5a 60°% 70% Travel time and schedule predominates the list of factors workers consider when deciding how to commute. Q8. Does your workplace need additional bike racks outside? Figure 19: Need Additional Bike Racks 13 Item 15: Staff Report Pg. 56 Packet Pg. 282 of 288 Item 15 chment A - 2024 Palo This information provides an opportunity for follow-up with organizations and 2024 Commute Survey Q9. What is your annual salary? Figure 20: Is Your Annual Salary Less Than $70,000 or More? Did not answer 6% <$70,000/year 44% >$70,000/year 50% Figure 20 shows the percentage of respondents making less than $70,000/year who are eligible for PATMA's free transit passes, refurbished bicycles, and after hour Lyft credits. Q10. Are there any issues or concerns you would like to share about your commute? The answers to this open-ended question provide PATMA with insights to improve our programs, accomplish more mode shift, or share questions and concerns with our contacts at tech companies and City government. Compliments and positive statements included: • I am excited about new Caltrain trains. • Very hard to get my bike on old trains. Like the new schedule too!! • I love the ability to combine bicycling and Caltrain and not rely at all on an automobile. And I am impressed by how the City of Palo Alto encourages and supports that. • Being a part of the program really reduces my stress of commuting to work. I don't drive because it will cost me too much money to drive back and forth versus taking the train. • This has saved me money and time in traffic. • It has saved my job and life. I'm so thankful for this service. I would love more stops at my Caltrain station. 14 Item 15: Staff Report Pg. 57 Packet Pg. 283 of 288 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, • No issues! Happy with Caltrain. 2026-28 Strategic Plan, • Estoy muy contenta con el servicio de PATMA. Gracias. (I'm very h and 2024 Commute 's service. Thank you.) Survey • Es seguro y siempre Ilego temprano a mi trabajo. (It's safe and I always arrive early to work.) • Me gusta viajar en el Caltrain porque es comodo, Ilego a tiempo a mi trabajo, etc. (I like to travel on Caltrain because it's comfortable, I arrive on time to work, etc.) • I like the VTA and Caltrain options. • Bike lanes have improved throughout the Peninsula. Thank you!!! • Biking to Downtown is the best! • I love the train and really appreciate the Caltrain GoPass. Concerns raised multiple times by respondents were grouped by topic in Figure 21. Figure 21: Respondent Concerns About Their Commute • • Difficulties while driving: 73 "The afternoon commute has doubled in time traffic, parking, cost of gas in the last 1-2 years from 1 hour 10 min to 2 and tolls, road surface hours 15-20 mins." quality Timeliness of trains and 31 "Just buses being on time, especially in the buses: late, infrequent morning hours." service, not reliable Limited or no transit 20 "I wish there were a reliable, quick public options near home (East transit option from the East Bay" and "Caltrain Bay, Tri-Valley, Los Gatos, stops infrequently in South Counties." Gilroy) or work Caltrain passes for City 12 "I would take the train if it was offered since I workers who don't work can bike easily to and from the train." Downtown Connectivity too difficult: 11 "The first 5 miles and the last 5 miles are the to and from transit, making biggest barrier for public transportation." connections between transit options Safety and cleanliness of 9 "The station needs to be only for people that transit and stations use it to commute to take the bus or train." Want more transit service: 8 "Wish Caltrain stopped at the Blossom Hill earlier, later, weekends station in San Jose more frequently in general, but on weekends specifically." 15 Item 15: Staff Report Pg. 58 Packet Pg. 284 of 288 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, • • • • • - • 2026-28 Strategic Plan, • and 2024 Commute • • Survey Feel can do their job from 7 "I can do my job well from home and would home most of the time use the extra 2 hours a day to do more work if could work from home every day." Would like electric vehicle 6 "There are no charging stations at our yard charging for City workers - (MSC) and I believe I have the only all electric MSC and Elwell vanpool running for the City." Wish could afford a home 4 "My commute is very long but my husband is closer to work a disabled veteran. The city we live in is the only place we can live for accessibility reasons and afford." Would like showers to 3 "There are no showers for staff at my wash up after biking workplace so biking isn't an option." Other concerns mentioned: • I can't be late for work: "I work as a dental hygienist and have patients" or "my manager expects a timely arrival for my shift." • Public transit is difficult to navigate, so I drive. Nobody is at the train stations to help when you are new to it. I worry about problems at the last minute. Like funds not applied to Clipper card etc. • Clipper cards should cover Caltrain and buses in case one is running late I can take the other. • As a single parent working an hour away from home, I have to be able to get to my kiddo fast in case of an emergency. • Better lights for nighttime commuters. • Neighborhoods should be zoned for multi -use so there would be less sprawl and more housing. Comments about bicycling: • Would like more visible and separated bike lanes. (3) • Unsafe drivers o Palo Alto really needs to ban Right Turn on Red in Downtown Palo Alto. Drivers accelerate to red lights - it's terrible for pedestrians. At least do this for a 2 block radius around the Caltrain Station. o Cars that run the red lights at the intersection of Lytton and High Street in Palo Alto in particular but all along University and Lytton is an issue. o Cars run red lights which is dangerous for cyclists and pedestrians. o I almost get right hooked every day I ride my bike in to work. It's terrifying sometimes. 16 Item 15: Staff Report Pg. 59 Packet Pg. 285 of 288 Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, • The nearest train station is very far away and there is no secondary 2026-28 Strategic Plan, e gap. No buses, no bike or scooter rental etc. (Midtown) and 2024 Commute • There is one bike rack, but it is blocking a convenient access point f Survey people getting out of their cars. • Bike theft (4) o There are people who will steal bikes in downtown Palo Alto. o Lots of bike theft in Palo Alto, so outdoor bike rack not optimal. (Downtown) o Need bike boxes. We have racks but I won't use. Had locked bike stolen from racks. I bring my bike inside. (retail on University Ave) o Bikes are still getting stolen and I would like greater protection for bike racks. Key Insights The following insights gleaned from data and comments lead PATMA to believe that additional mode shift opportunities exist among workers in Palo Alto. • PATMA conducted the 2024 commute survey in an expanded geographic area this year with a larger worker population compared to previous years. • The survey had more participation from workers in the government and technology sectors this year than last. • This year, the average drive alone commute rate is higher (62%) than last year (56%). • Light office (77%) and government sector (72%) sectors have higher drive alone rates than service (55%) and tech (55%) sectors. • Gathering responses from service sector workers in restaurants, retail and accommodations was more time-consuming than government and tech sectors where managers took a more active role encouraging staff to participate. Service sector businesses required multiple visits to realize results. • Seventy percent (70%) of survey respondents live in a city served by Caltrain or a bus that runs directly to Palo Alto. • Two percent (2%) of respondents are super commuters coming from outside of the Bay Area (17 out of 885 responses). • Among people who drive alone to work: o 46% are open to taking transit o 22% are open to carpool o 17% are open to active mobility (bicycle or e -scooter) o 9% are open to vanpool o 4% are open to walking • Sixteen percent (16%) live less than 5 miles from work and are open to an active commute (bike or e -scooter). • When deciding how to travel to work, 72% of respondents cite travel time or schedule as the most important consideration. These insights point to potential for workers to switch from driving alone to transit, carpooling, active mobility, vanpool, or walking, particularly among light office and government workers. 17 Item 15: Staff Report Pg. 60 Packet Pg. 286 of 288 Conclusions Given the openness of respondents to sustainable commute modes and th Item 15 Attachment A - 2024 Palo Alto TMA Annual Report, 2026-28 Strategic Plan, and 2024 Commute Survey home or workplace to transit options, survey results point to opportunities to mode shift more workers who commute to Palo Alto by providing information, equipment, and rewards. Some people would benefit from more availability of refurbished bikes, electric bikes, and electric scooters to connect to transit or for commutes of less than five miles. Others just need information about real time train and bus arrivals, Guaranteed Ride Home availability, rapid bus schedules and routes, and safer bicycle routes between home and work. And finally, any incentives, such as Bike Love rewards, would provide an additional nudge toward a more sustainable commute. I Item 15: Staff Report Pg. 61 Packet Pg. 287 of 288 Item 11 Item 11 Supplemental Report City Council Supplemental Report CITY O F From: Mahealani Ah Yun, City Clerk PALO Meeting Date: May 5, 2025 ALTO Item Number: 11 Report #:2505-4608 TITLE Supplemental Report - Approval of Boards, Commissions, and Committees Interview as Recommended by Policy and Services Committee BACKGROUND Staff is issuing this supplemental memo to clarify the item's recommendation. The Policy & Services Committee's recommendation was included in the Analysis section of the staff report but not in the Recommendation. The Committee's action is below. MOTION: Vice Mayor Veenker moved, seconded by Councilmember Lu, to recommend the City Council adopt the following procedure to select BCC candidates to interview: The number of candidates to interview varies based on the number of vacancies. Councilmembers will vote on whom to interview, getting twice the number of votes as there are openings. The top vote getters are interviewed. • Interview all candidates if there are 6 or fewer applicants • Interview up to 6 candidates when there 1-2 openings • Interview up to 8 candidates when there are 3 openings • Interview up to 10 candidates when there are 4 openings MOTION PASSED: 3-0 APPROVED BY: Mahealani Ah Yun, City Clerk Item No. 11. Pa e 1 of 1 Item 11: Staff Report Pg. 1 Packet Pg. 288 of 288