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Home My WebLink About1996-06-17 City Council (54)TO: FROM: City Manager’s HONORABLE CITY COUNCIL CITY MANAGER BUDGET 1996-98 City of Palo Alto Summary Report DEPARTMENT: ADMINISTRATIVE .......... SERVaCES AGENDA DATE: SUBJECT: JUNE 17, 1996 CMR:306:96 ADOPTION OF 1996-98 BUDGET AND APPROVAL OF BUDGET ADOPTION ORDINANCE, INCLUDING THE 1996-98 CAPITAL IMPROVEMENT PROGRAM, CHANGES TO THE MUNICIPAL FEE SCHEDULE, UTILITY RATES AND CHARGES, AND CHANGES TO COMPENSATION PLANS REQUEST This report transmits the 1996-98 Proposed Budget and Budget Adoption Ordinance, with related documents (Budget). This Budget has been reviewed by the Finance Committee and is recommended to the Council for approval. RECOMMENDATION Staff recommends that the City Council approve the following: The Budget Adoption Ordinance, which adopts: The City Manager’s 1996-98 Proposed Budget: General Government Funds (Volume 1) and Utility and Internal Service Funds (Volume 11), including the estimated Appropriations Limitation Compliance Calculation (Exhibit A). The 1997- 98 Budget is approved in concept only and will be adopted with any changes in June 1997. All changes detailed in the "Amendments to the City Manager’s 1996-98 Proposed Budget" (Exhibit B). Municipal Fee Schedule with Proposed 1996-97 Amendments (Exhibit C). Revised page in the Table of Organization (Exhibit D). 5.The Planning Division Work Program (Exhibit E). CMR:306:96 Page 1 of 10 Various adjustments to position allocations and key plans. The attached Utility Funds’ Rate Schedule Resolutions. The attached Compensation Plan Resolutions, including Compensation Plan changes for various Classified, Management, and Confidential Employees. City of Palo Alto Statement of Investment Policy.. POLICY IMPLICATIONS These recommendations are consistent with existing policies. EXECUTIVE SUMMARY The City Manager’s 1996-98 Proposed Budget (Budget) was submitted to the Council on May 7, 1996 (CMR:238:96). During the month of May, the Finance Committee reviewed the Budget, along with the Municipal Fee Schedule and various Utility rate schedule changes. As a result of the Committee review, a revised Budget is now submitted for Council approval. FISCAL IMPACTS The City Manager’s Proposed Budget resulted in a net contribution to the General Fund Budget Stabilization Reserve (BSR) of $1.48 million in 1996-97 and $1.81 million in 1997- 98. Based on the changes made as a result of the Finance Committee hearings and staff recommendations, the General Fund Budget being forwarded to the Council results in a net contribution to the BSR of $.88 million in 1996-97 and $1.83 million in 1997-98. Changes to the Proposed 1996-98 Utilities Funds Budget by the Finance Committee and staff result in an additional net draw of $0.02 million in 1996-97 and $0.4 million in 1997-98 on the Utility Rate Stabilization Reserves. ATTACHMENTS Budget Adoption Ordinance; including Exhibit A: Exhibit B: Exhibit C: Exhibit D: Exhibit E: City Manager’s Proposed 1996-98 Budget (2 Volumes) Amendments to the City Manager’s 1996-98 Proposed Budget Municipal Fee Schedule with Proposed 1996-97 Amendments Revised Page in Table of Organization Planning Division Work Program CMR:306:96 Page 2 of 10 Attachment A: Attachment B: General Fund 1996-98 Summary of Changes Recommended Changes to Department Key Allocation Plans and Position Attachment C: Attachment D: 1996-98 General Fund Summary 1996-98 Utility Fund Summary Attachment E:Water Wells, Regional Storage,and Distribution System Study Project Description (9704) Attachment F:Community Development Block Grant (CDBG) Resolution Amending Utility Rate Schedules Establishing Utility Rates Schedules G- 1, G-2 and G-7 of the City of Palo Alto Utilities Rates and Charges Pertaining to General and Large Commercial Natural Gas Service Resolution Amending Utility Rate Schedules S-1 and S-2 of the City of Palo Alto Utilities Rates and Charges Pertaining to Domestic and Commercial Wastewater Collection. Resolution Amending Utility Rate Schedules R-I, R-1-FA, R-2, R-3 and R-4 of the City of Palo Alto Utilities Rates and Charges Pertaining to Refuse Collection Resolution Amending the Compensation Plan for Classified Personnel Resolution Amending the Compensation for Management and Confidential Personnel City of Palo Alto Statement of Investment Policy and Proposed Changes to the City’s Investment Policy Related Staff Reports: CMR: 139:96; CMR:165:96; CMR:180:96; CMR:210:96; CMR:211:96; CMR:209:96; CMR:214:96; CMR:223:96; CMR:235:96; CMR:236:96; CMR:284:96; CMR:285:96 CMR: 195:96; CMR:234:96; CMR:306:96 Page 3 of 10 PREPARED BY:Myma McCaleb, Financial Analyst Virginia Harrington, Budget Manager DEPARTMENT HEAD Harrison ¯ Deputy City Manager, Administrative Services CITY MANAGER APPROVAL: CC: n/a ger CMR:306:96 Page 4 of 10 City of Palo Alto C ty Manager’s Report ADOPTION OF 1996-98 BUDGET AND APPROVAL OF BUDGET ADOPTION ORDINANCE, INCLUDING THE 1996-98 CAPITAL IMPROVEMENT PROGRAM, CHANGES TO THE ’*MUNICIPAL-FEEo-SCHEDUL-E, UTILITY~RATES AND CHARGES, AND VARIOUS CHANGES TO COMPENSATION PLANS REQUEST This report transmits the 1996-98 Budget, Budget Adoption Ordinance and related documents, as recommended by the Finance Committee to the Council for approval, and requests Council approval. DISCUSSION The City Manager submitted the Proposed 1996-98 Budget (Budget) to the Finance Committee on May 7, 1996. During May and June, 1996, the Finance Committee has held hearings to review the City’s Budget and the Municipal Fee Schedule. Based on Finance Committee changes and recommendations, and changes recommended by staff, amendments to the Proposed Budget are discussed below. General Fund Finance Committee Changes Brochure for Color Zone Parking The Special District Fund is reimbursing the General Fund $15,000 for 1996-98 to cover the costs of minor redesign, printing, and marketing of brochures, flyers and other medium associated with the color zone parking program in the downtown area. Downtown Health and Safety. Enhancement Program To comply with the direction received from Council on April 8, 1996, the Police Department presented a one-year plan to increase police presence in the downtown area to address the increased problems that jeopardize the health and safety of citizens, visitors and businesses. The department has proposed an additional $217,500 to cover the costs associated with the Downtown Health and Safety Enhancement Program. These include funding for three CMR:306:96 Page 5 of 10 community service officers ($123,910), overtime costs ($63,690), vehicle outfitting and maintenance costs ($10,200), computers ($6,000), and uniforms and minor tools ($13,700). Since this is a trial program, funds will be added in 1996-97 only. Historic Resource Board Zoning Ordinance The Finance Committee has recommended funding for revision of the Historic Resources Board zoning ordinance= This funding includes $47-,000 for the Planning~Department to update the ordinance and $13,500 for the City Attorney’s Office to support the process. Utility_ Funds Water Rate and Equity. Transfer to the General Fund In reviewing the 1996-97 Proposed Water Fund Budget, the Finance Committee made several significant changes. The Proposed Budget contained a 6 percent increase in water rates and a $2,044,000 e, quity transfer to the General Fund, an increase of $422,000 over the 1995-96 transfer. The Committee is recommending no increase in water rates and no increase in the equity transfer for 1996-97. To ensure competitiveness with surrounding communities, a complete review of all the components of the water rates will be undertaken during 1996-97. This will include an analysis of what impact the accelerated infrastructure program has on the rates compared to other cities, and a cost/benefit analysis of debt versus pay-as-you-go financing for infrastructure improvements. Staff Recommended Changes Based on events and information coming to staff’s attention alter the Proposed Budget is printed, staff customarily proposes amendments to the Proposed Budget. All of these amendments are detailed in Exhibit B. (Only those amendments considered significant are discussed below.) General Fund Final Allocation of Estimated Funding Included in the 1996-98 Proposed Budget are funding for the Managing Arborist position, Tree Task Force Program and park services contracts. Final decisions and information came later in the process. As a result, estimated funding was reserved and may now be transferred to the appropriate department budgets. CMR:306:96 Page 6 of 10 Managing Arborist Position: The Council has recommended that a Tree Ordinance be drafted to protect heritage trees on.private property. To support this ordinance, a Managing Arborist position is proposed; and $82,000 for 1996-97 and $75,700 for 1997-98 are being transferred to the Planning Department. This position will be responsible for reviewing and issuing permits, protecting and replanting trees, providing public information and training, and enforcing the ordinance. Tree Task Force Program: Funding of $100,000 is being transferred to the Public Works Department’s budget for the creation of a nonprofit tree group to implement increased levels of tree planting and new trees services (pruning, watering, etc) recommended by the Tree Task Force. This includes a $12,000 reimbursement from the Electric Fund to provide partial funding for the nonprofit group. Park Services Contracts: A total of $75,000 is transferred to the Community Services Department to fund parks maintenance. As a result of the Hughes Heiss Organizational Review, parks services is transitioning 20 acres of City facilities to contract maintenance. The original estimated cost was $102,000, and savings of $27,000 result from attritioning 2.0 FTE and using contract services. Foothills Park Trail Maintenance The deterioration of the park trails has reached the point where many of the trails are hazardous to use. In 1996-98, funding for $15,000 is proposed to provide contract maintenance at the park. This was inadvertently omitted from the budget. Domestic Violence Registry_ Payments Effective July 1, 1996, Santa Clara County must establish a Domestic Violence Protective Order Registry (POR) to track restraining orders, using existing state crime computer systems. The County’s Crime Task Force requested that the cities consider sharing in the annual cost of a Countywide Domestic Violence Protective Order Registry to be located at the Sheriff’s Office. As a result, $5,000 is proposed to be added to the Police Department’s budget for participation in the Domestic Violence registry. Vehicle Replacement and Maintenance Expenses Because of the implementation of a motorcycle program, two patrol cars are being eliminated from the fleet. As a result, the Police Department’s vehicle replacement and maintenance expenses are being reduced by $35,412 in 1996-97 and $36,296 in 1997-98. CMR:306:96 Page 7 of 10 Municipal Service Center Securi .ty Services In 1996-98, $32,400 is proposed to enhance security service at Municipal Service Center (MSC) to provide 7 days a week and 24 hours protection. Of this, $18,792 is reimbursed by the Utility Funds. Utility_ Funds Billing Discounts Revenue is reduced by $150,000 in the Electric Fund to reflect billing discounts. In 1991, the City entered into an agreement with Varian to design and install new electric power distribution equipment to serve Varian’s new facility. Varian agreed to pay for the total amount of the project ($820,000); and the City of Palo Alto agreed to reimburse Varian for its expenses, based on energy consumption and the revenue received by the City from the utility bill. In 1995-96, Varian began using the facility. Usage has increased and staffis projecting a refund of about $150,000 in 1996-97 and 1997-98. Bill Inserting Machine An additional $8,000 is proposed to purchase a new bill inserting machine. machine is wom out and needs to be replaced. The current Refuse Fund Revenue Adjustment The Refuse Fund is proposing a rate increase of 9 percent in the next two fiscal years, to fund the increases in activity of tonnage taken to the SMART Station and the acquisition of the remaining land at the Los Altos Treatment Plant site. In 1997-98, Refuse Fund revenue is proposed to be adjusted by $134,955 to correctly reflect the 9 percent rate increase. Refuse Collection Payments Staffhas analyzed the Palo Alto Sanitation Company (PASCO) 1996-97 budget submittal. Estimated payments for refuse collection had been included in the budget, and may now be decreased by $445,000 for 1996-97 and $458,000 for 1997-98. One-Time Purchases Reduction in expenses of $67,800 in the Refuse Fund reflects one-time purchases in 1996-97 not required in 1997-98. These include: locks for City bins ($6,300), compost bins ($32,000), cardboard bins ($9,500), and replacement of PASCO bins ($20,000). Capital Improvement Program (CIP) The Planning Department has received an additional $95,510 in Transportation Development Act (TDA) grant funds for the Embarcadero Bridge and Bike Path Extension CIP project. CMR:306:96 Page 8 of 10 Staffappl!ed for the grant in January 1995, and it was approved effective July 1, 1995. The current budget for this multi-year CIP program is $621,160 and the new grant will bring the total to $716,670. As customary, the City will be reimbursed atter having paid for the actual costs of the project. Capital Improvement Project (9704) "Water Wells, Regional Storage and Distribution System Study" project description was---inadvertently-omitted from Volume 11 of the City Manager’s 1996-98 Proposed Budget. The funding for the project is included in the proposed budget for the Water Fund. Special Revenue Funds Community. Development Block Grant (CDBG) Funding The 1996-98 Proposed Budget included an estimate of CDBG funding for 1996-97. The federal govemment subsequently determined the final amount of the CDBG grant ($792,000), which reflects an increase of $19,320. Staff recommends increased funding for the specific contracts highlighted on Attachment G. Internal Service Funds The addition of $50,000 in the Vehicle Replacement and Maintenance Fund is due to increased fuel costs. Revenue is reduced by $35,412 in 1996-97 and $36,296 in 1997-98 due to the elimination of two patrol cars, as part of implementation of the motorcycle program. Municipal Fee Schedule Attached in Exhibit C is the Municipal Fee Schedule, with proposed 1996-97 amendments. The Finance Committee did not recommend changes to the Fee Schedule proposed by staff. Department Key Plan and Position Allocation Changes (Attachment B) In addition to making changes to the proposed budget, staff recommended changes to the Police Department’s proposed key plan. In Community Services, 1.00 FTE from Children’s Performing Arts and .75 FTE from Adult Performing Arts have been reallocated to Visual Arts major activity. These were inadvertently omitted from the budget. CMR:306:96 Page 9 of 10 Compensation Plan Changes Several classification changes Compensation Plans. New or accompanying resolutions. are requested to the Management and Classified changed classifications are included, along with the RECOMMENDATION Staff recommends that the City Council approve the following: The Budget Adoption Ordinance, which adopts: The City Manager’s 1996-98 Proposed Budget: Volume I General Government Funds and Volume II Utility and Internal Service Funds (Exhibit A), including the Appropriations Limitation Compliance Calculation. The 1997-98 budget is approved in concept only and will be adopted with any changes in June 1997. All changes detailed in the "Amendments to the City Manager’s 1996-98 Proposed Budget" (Exhibit B). 3.Municipal Fee Schedule with Proposed 1996-97 Amendments (Exhibit C). So Revised page in the Table of Organization (Exhibit D). The Planning Division Work Program (Exhibit E). Various adjustments to position allocations and key plans. Utility Funds’ Rate Schedule Resolutions. Compensation .Plan Resolutions, including Compensation Plan changes for various Classified, Management, and Confidential Employees. City of Palo Alto Statement of Investment Policy and Proposed Changes to the City’s Investment Policy CMR:306:96 Page 10 of 10 ORDINANCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO ADOPTING THE BUDGET FOR THE FISCAL YEAR 1996-97 AND IN CONCEPT APPROVING FISCAL YEAR 1997-98 WHEREAS, pursuant to the provisions of Section 6(g) of Article IV of the Charter of the City of Palo Alto, the City Manager has prepared and submitted to the City Council, by letter of transmittal, a budget proposal for fiscal years 1996-97 and 1997-98; and WHEREAS, pursuant to the provisions of Section 12 of Article III of the Charter, the Council did, on June 17, 1996, hold a public hearing on the budgets after publication of notice; and WHEREAS, pursuant to the provisions of Chapter 8 of Division~ i, of Title 7 of the Government Code, the Council , did on June 17, 1996, hold a public hearing on the proposed amendments to the Municipal Fee Schedule, after publication of notice and after availability of the data supporting the amendments was made available to the public at least i0 days prior to the hearing. NOW, THEREFORE, the Council of the City of Palo Alto does ORDAIN as follows: SECTION 1 Pursuant to Chapter 2.28 of the Palo Alto Municipal Code, the following documents, collectively referred to as "the budget" are hereby approved and adopted for the fiscal year 1996-97 and 1997-98. The 1997-98 budget is approved and adopted in concept only: (a) (b) The two volume document containing the proposed operating and capital budgets submitted on or about May 7, 1996, by the City Manager for fiscal years 1996-97 and 1997-98, entitled ~City of Palo Alto - City Manager’s 1996-98 Proposed Budget - Volume I" (covering General GovernmeDt Funds) and ~City of Palo Alto - City Manager’s 1996-98 Proposed Budget - Volume II" (covering Utility Funds and Internal Service Funds), a copy of which is on file in the office of the City Clerk, to which copy reference is hereby made concerning the full particulars thereof, and by such reference is made a part hereof; The ~Amendments to the City Manager’s 1996-98 Proposed Budget, Volume I and II", attached hereto as Exhibit ~B", and made a part hereof; (c)The document entitled ~Municipal Fee Schedule with Proposed 1996-97 Amendments", attached hereto as Exhibit ~C", and made a part hereof; (d)The ~Table of Organization Changes", attached hereto as Exhibit ~D", and made a part hereof; and (e)The document entitled ~Planning Division Work Program 96/97/98" attached hereto as Exhibit ~E", and made a part hereof. SECTION 2. The sums set forth in the budget for the various departments of the City, as herein amended, are hereby appropriated to the uses and purposes set forth therein. ~LT~. All expenditures made on behalf of the City, directly or through any agency, except those required to be made by state law, shall be made in accordance with the authorization contained in this ordinance and the budget as herein amended. SECTION 4. Appropriations for the fiscal year 1995-96 that are encumbered by approved purchase orders and contracts for which goods or services have not been received or contract completed, and/or for which all payments have not been made, by the last day of fiscal year 1995-96 shall be carried forward and added to the fund or department appropriations for fiscal year 1996-97. SECTION 5. The City Manager is authorized and directed to make changes in the department and fund totals and summary pages of the budget necessary to reflect the amendments enumerated and aggregated in the budget and the 1995-96 appropriations carried forward as provided in Section 4. SECTION 6. The Council of the City of Palo Alto hereby finds that the total annual appropriations subject to limitations of the budget do not exceed the City of Palo Alto’s appropriations limit as established by Article XIII B of the California Constitution. ~LT~. As specified in Section 2.28.080(b) of the Palo Alto Municipal Code, a majority vote of the City Council is required to~ adopt this ordinance. $~. The Council of the City of Palo Alto hereby finds that the enactment of this ordinance is not a project under the California Environmental Quality Act and, therefore, no environmental impact assessment is necessary. SECTION 9. As provided in subsection (3) of 2.04.350 of the Palo Alto Municipal Code, this ordinance shall become effective upon adoption. INTRODUCED AND PASSED: AYES: NOES: ABSTENTIONS: ABSENT: ATTEST:APPROVED: City Clerk APPROVED AS TO FORM: Senior Asst. City Attorney Mayor City Manager Deputy City Administrative Department Manager, Services ++, I ~ o ~ oo -8, Exhibit D Table of Organization Below is a change to the Table of Organization which is included as part of Exhibit B for Council approval. Planning Department: One FTE Managing Arborist position is recommended to be added in Planning Department. This position will be responsible for the protection and replanting of trees on private property, public education, and technical advice to the staff and community. Exhibit D TABLE OF ORGANIZATION - GENERAL FUND PLANNING DEPARTMENT Administrator, Zoning Assistant Building Official Assistant Planning Official Associate Planner Building Inspector Building Inspector Specialist Building/Planning Technician CDBG Coordinator Chief Building Official Chief Planning Official Chief Planning Official Chief Transportation Official City Traffic Engineer Code Enforcement Officer Coordinator, Environmental Protection Dir., Planning & Community Environment Engineer Executive Secretary Mgr., Dvpmt. Monitoring & Ping Projects Managing Arborist Office Assistant Office Specialist Planner Plans Checking Engineer Senior Planner Staff Secretary Supervisor, Building Inspection TOTALS Actual Adjusted Proposed Budget Budget Budget 1994-95 1995-96 Changes 1996-97 1.00 1.00 1.00 1.00 1.130 1.00 1.00 1.00 1.00 0.50 0.50 0.50 3.00 3.00 3.00 3.00 3.00 3.00 3.00 4.00 4.00 1.00 1.00 1:00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 2.00 2.00 1.00 0.00 0.00 1.00 1.00 1.00 2.00 2.00 2.00 2.00 2.00 2.00 1.00 0.00 0.00 0.00 0.00 1.00 1.00 2.00 0.00 0.00 1.50 3,50 3.50 2.00 2.00 2.00 2.00 2.00 2.00 5.00 6.00 6.00 2.00 2.00 2.00 1.00 1.00 1.00 41.00 42.00 1.00 43.00 Changes Proposed Budget 1997- 98 1.00 1.00 1.00 0.50 3.00 3.00 4.00 1.00 1.00 1.00 1.00 1.00 1.00 2.00 0.00 1.00 2.00 2.00 0.00 1.00 0.00 3.50 2.00 2.00 6.00 2.00 1.00 43.00 459 Exhibit D SUMMARY OF POSITION CHANGES GENERAL FUND 1995-96 TOTAL GENERAL FUND POSITIONS NEW POSITIONS Contracts Administrator* Coordinator, Public Works Projects Manager, Computer Operations and Applications (overfill - one year) Managing Arborist Personal Computer Technician Senior Programmer Analyst* Storekeeper* Systems Analyst* Subtotal 655.17 2.00 1.00 1.00 1.00 1.00 1.00 1.00 1.00 9.0 TEMPORARY TO PERMANENT CONVERSIONS Office Assistant 1,00 Traffic Control Maintenance 1.00 Parking Examiner 0.50 Subtotal,2.5 TRANSFER PORTIONS OF POSITIONS PREVIOUSLY FUNDED BY UTILITY FUNDS TRANSFER PORTIONS OF POSITIONS PREVIOUSLY FUNDED BY INTERNAL SERVICE FUNDS (0.35) 0.06 I’OTAL CHANGE 11.21 1996-97 TOTAL GENERAL FUND POSITIONS 666.38 1997-98 POSITION CHANGES 1997-98 TOTAL GENERAL FUND POSITIONS (0.84) 665.54 453 EXHIBIT E Division Wor~ Program 96/97/98 June 6, 1996 De isiocr Program Table of Contents 96/9 /98 Work Program Summary Table .................................1 Inde~e~ Work Item D~ Advance Planning 2 3 4 5 6 7 8 9 lO 11 12 13 14 15 16 17 18 19 20 21 22 Comprehensive Plan Phase III- Draft Plan ............................9 Comprehensive Plan Phase III- Draft EIR ................" ............ 11 Comprehensive Plan Phase III- Housing ................. .............13 Comprehensive Plan Phase III- Editing and Publishing .................15 Comprehensive Plan Phase IV - Public review and adoption ..............17 Downtown Urban Design Improvements (CIP) ........................19 PAMF/SOFA Coordinated Area Plan ................................21 Cal/Ventura Coordinated Area Plan .................................23 South E1 Camino/Gateway CIP ....................................25 Palo Alto/Stanford Intermodal Interface Area (Dream Team) .............27 Midtown Area Plan ..............................................29 HRB Ordinance .................................................31 Zoning Ordinance Update/Develop Review Recommendations (Streamlining)33 Zoning Ordinance Update/Regulations for new Land Use Designations .....35 Zoning Ordinance Update/Overhaul .................................37 Sign Ordinance .................................................39 Review Definitions of Gross Floor Area .............................41 Mitigation/Condition Monitoring Ordinance ..........................43 Professorville Design Guidelines ...................................45 Noise Ordinance ................................................47 Hazardous Materials Storage Facility Ordinance .......................49 Design Review for Lot Consolidation & Lot Line Adjustment Situations ....51 Development Review 23 Stanford/Sand Hill Projects .......................................53 24 Palo Alto Medical Foundation Implementation ........................55 25 Victor Aviation Application .......................................57 Affordable Housing & Community Development Block Grant Programs 26 27 28 29 30 31 32 33 34 BMR Program Evaluation ..................................................59 Housing for Persons with Developmental Disabilities .....................61 Single Family Shared Housing .....................................63 Revision of Housing Reserve Guidelines/Commercial in-Lieu Fee Ordinance .....65 725-753 Alma Street SRO ........................................67 HOME Grant Application .........................................69 Mortgage Credit Certificate Allocation ..............................71 BMR Contribution from 651 Hamilton ..............................73 CDBG/Housing Capital Improvements Rehab Program .................75 Information Management 35 36 37 38 Systems Technology/Publishing/Graphics ............................77 GIS ’79 Permit Tracking/Condition Monitoring System ........................81 CLG Grant Application ...........................................83 Public 41 Involvement, Education, and Assistance Update HRB Inventory/Classifications ..............................85 Customer Handbooks ............................................87 Mills Act Contracts Ordinance .....................................89 CEQA Guidelines Handbook . ~ ....................................91 Liaison, Coordination, and Technical Advice 43 44 45 46 47 48 49 CIP Design Consultant ...........................................93 Los Altos Treatment Plant Study and Annexation ......................93 Downtown Parking Structure ......................................97 CIP Project Review and Coordination ...............................99 Coordination with Real Estate ....................................101 Sub-Regional Interagency Review & Coordination ....................103 Regional, State, and Federal Interagency Review & Coordination ........105 Available Time in Division (breakdown) .....................107 Available Time, Planning Director (breakdown) ............111 Planning Division Employee Organization Chart ..........113 ooo 111 iv Division Program Work Program SummaryTable 96/ 98 I 3 5 Ite 96/97 96/97 96/97 96/97 96/97 96/97 96/97 96/97 Advance Planning 6 500 Nancy, Virginia, & Brian 250 Nancy & Brian 200 Jim & Cathy 150 Gloria & Phil 550 Nancy, Brian, Jim, & Virginia Jim ,Virginia & Nancy Nancy & Lori Virginia 200 ILisa96/97 no yes yes yes no 300 for 96/97 ~ for 97/98 ~ w/budget amendment ~ w/budget amendment * Includes Planning Division staff; does not include Director or staff’from other Divisions. Consider again I~ Not Recom- in 98/99~ mended 2 Staff Contract Members* 96/97 Development Review 96/97 96/97 96/97 700 NA 20 Affordable Housing & Community Development Block Grant Nancy & Lori yes Ken yes Jim Programs yes Jim & Cathy Cathy Cathy Intern yes no for 96/97 ~ for 97/98 ~ w/budget amen~ent ~ w/budget amendment * Includes Planning Division staff; does not include Director or staff from other Divisions. Consider again ~ Not Recom- in 98/99~ mended 4 Recom- mendations’ 96/97 96/97 96/97 Staff I Staff Hours* I Members* =’.: : Cathy 100 I 200 [ Cathy & Jim Contract no no Information Management 96/97 96/97 96/97 Public Involvement, Education, and Assistance 96/97 96/97 96/97 Liaison, Coordination, and Technical Advice 650 700 4~0 Gloria & Phil Gloria & Phil Lisa & Brian Lisa Lisa yes no no Nancy none for Planning 96/97 96/97 96/97 50 Jim 500 for 96/97 ~ for 97/98 V/////~ w/budget amendment ~ w/budget amendment * Includes Planning Division staff; does not include Director or staff fi’om other Divisions. Consider again [~[~ Not Recom- in 98/99~ mended 6 Recom- 96/97 96/97 96/97 96/97 Staff hours* 45~ Staff Members* lim & Virginia lira & Virginia ~ancy & Jim Contra ct no no no no 6/97 Total staff & magmt, hours available for 96/97 Total staff & magmt, hours committed to items recommended for 96/97 8643 8070 Total staff& magmt, hours not committed (contingency) for 96/97 573 97/98 Total staff & magmt, hours available for 97/98 Total staff & magmt, hours committed to items recommended for 97/98 8643 7705 Total staff& magmt, hours not committed (contingency) for 97/98 938 **For explanation of hours available for Work Program see Appendix for 96/97 ~ for 97/98 ~ w/budget amendment ~ w/budget amendment Includes Planning Division staff’; does not include Director or staff‘from other Divisions. Consider again ~ Not Recom- in 98/99U mended 7 8 96/97/98 PROJECT DESCRIPTION Preparation of the Draft Plan includes writing of the following elements after completion of. Council review of the draft goals, policies and programs and aftei: identification and resolution of internal consistencies during the "summing up" by Council in Phase II. Introduction, Land Use and Community Design Element, Transportation Element, Housing Element (refer to separate item), Natural Environment Element, Community Services and Facilities (to include Safety) and Business and Economics Element, plus an Implementation Section and a Governance Element if directed by the Council. PROJECT JUSTIFICATION Completion of Phase III is necessary for the completion of the revised Comprehensive Plan as scheduled. HOURLY REQUIREMENTS Planning Division .......500* Contract Services ..........no 97/98 Planning Division ...........NA Contract Services ............NA *Does not include the time of the Director of Planning and Community Environment COST 96/97 $22,000 remaining in budget for contract assistance in preparing Draft Plan. 97/98 INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor 9 [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99. STAFF MEMBERS [] Possible for 96/97 w/budget amendmem [] Possible for 97/98 w/budget amendment [] Not recommended q5/97 Dept. Lead: Div. Lead: Staff: Ken Schreiber Nancy Lytle (100) Virginia Warheit (200) Brian Dolan (200) MISCELLANEOUS 97/98 Dept. Lead: NA Div. Lead: NA Staff :NA NA Date of Assignment: Oct. 1992 Multi-year: No Expected CompletionDate: Late Summer 1996 Origin of Issue: Council 10 PROJECT DESCRIPTION Administer consultant contract for preparation of Draft and Final Environmental Impact Reports and Mitigation Monitoring Program to identify, analyze, and mitigate potential physical effects of implementation of Comprehensive Plan Environmental Impact Report; and assure preparation of a legally defensible document. The tasks are: DRefine/Modify "Existing Conditions" database for use in modeling analysis, DPrepare Project Description and develop Project Alternatives to be evaluated in the EIR, ~Finalize Scope of.Work for EIR, and complete any necessary contract amendments, ~Review Administrative Draft EIR and direct consultants on necessary modifications, ~Publish Draft EIR) Issue Notice of Completion and distribute Draft EIR for public review, ~Hold Public Hearings on Draft EIR, DDirect consultants on preparation of Final EIR (FEIR) and Mitigation Monitoring Program, ¯Publish and Distribute FEIR) Hold Public Hearings on FEIR and Mitigation Monitoring Program, ~Prepare Findings for Action on Comprehensive Plan and Certification of Final EIR, and ¯File Notice of Determination. PROJECT JUSTIFICATION Preparation of an EIR is required by CEQA. This master EIR will serve as a basis for CEQA compliance for many development applications over the coming years. It is a customer service objective as well as a priority item identified in the Permit Streamlining Task Force meetings by business representatives. HOURLY REQUIREMENTS 96/97 Planning Division .......250* Contract Services .........yes 97/98 Planning Division ...........NA Contract Services ............NA *Does not include the time of the Director of Planning and Community Environment COST 96/97 97/98 $95,150 committed for Environmental Con-NA 11 sultant Services - within current budget (ex- cludes costs for traffic consultant - also within current budget). $15,000 is committed for print- in the document. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 W/budget amendment [] Not recommended Dept. Lead: Div. Lead: Staff : Contract: Ken Schreiber Nancy Lytle (50) Brian Dolan (200) Yes (see Cost) MISCELLANEOUS Dept. Lead: NA Div. Lead:NA Staff:NA Contract:NA Date of Assignment: Oct. 1992 Multi-year: YES Expected Completion Date: Late Summer 1996 Origin of Issue: Council 12 PROJECT DESCRIPTION Administer consultant contract for preparation of three documents which together will become the housing related material for the Comprehensive Plan. The three documents are the Technical Document, which shall be considered the Housing Element, a summary document for inclusion in the Comprehensive Plan and an executive summary for general distribution. The consultant will be primarily responsible for preparation of the Technical document and.will assist staff in preparation of the summary document for inclusion in the Comprehensive Plan. Staff will prepare the executive summary. PROJECT JUSTIFICATION The Housing Element is a required part of the Comprehensive Plan and is further required by state law to be updated approximately every five years. HOURLY REQUIREMENTS Planning Division .......200* Contract Services .........yes 97/98 Planning Division ...........NA Contract Services ............NA *Does not include the time of the Director of Planning and Community Environment COST 96/97 $22,000 for contract services - within cun’ent budget. 97/98 INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor 13 STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended STAFF MEMBERS 96/97 Dept. Lead: Div. Lead: Staff : Contract: Ken Schreiber Jim Gilliland (100) Cathy Siegel (100) yes (see Cost) 97/98 Dept. Lead: NA Div. Lead:NA Staff:NA Contract:NA MISCELLANEOUS Date of Assignment: Oct. 1992 Multi-year: Yes Expected Completion Date: Late Summer, 1996 Origin of Issue: Council 14 96/97/98 PROJECT DESCRIPTION Phase III of the Comprehensive Plan includes compilation, editing, and publishing of the draft Comprehensive Plan. It will also involve preparation for the final publication, which will occur after Phase IV (i.e., public review and adoption) is complete. This work item includes staff time for: 1) generating: a. Msc. graphics to augment the text, b. ( 1 l"x 17") thematic maps, c. the large Land Use Map, d. packaging aspects, 2) selecting/interfacing w/printer re: a. method of reproduction, b. medium and language, 3) managing contract for consultants who: a. edit the document, b. cross reference/remove redundancies, c. develop footnoting, appendices, glossary, and index, d. assist in developing formaffstyle standards e. assist in selecting the printer, f. assist in interfacing w/printer, 4) compiling the final document in a digital format that: a. facilitates delivery to the printer, b. facilitates storage, c. facilitates back-up, d. facilitates updating, e. facilitates archiving, and f. facilitates subsequent re-printing. Although development of in-house desk-top-publishing capabilities is a subset of work item #48, Systems Technology, this work item also includes some staff time for the development of in- house capabilities that are particular to and critical to the Comprehensive Plan (e.g., translation of GIS generated graphics and storage requirements due to the size of the document and the need for it to exist in more than one software language). It should be noted that the potential for translating the document to the Intemet will be maintained, but no on-line publishing has been budgeted for, in this work item. PROJECT JUSTIFICATION The Comprehensive Plan must be readable, usable, legally adequate and easily updated. Staff is developing in-house desktop publishing capabilities simultaneous with Phase II. The final plan and a format which allows for annual, professional-looking updates is a goal stated by the Council when they directed staff to undertake the assignment. HOURLY REQUIREMENTS 15 q5/97 Planning Division ........150 Contract Services .........yes COST 97/98 Planning Division Contract Services ...........NA ............NA 96/97 $24,000 for contract services in CP budget $45,000 for printing. (The printing budget inclu- ded no color graphics for cost saving purposes.) 97/98 INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attomey’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Admini.strative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 96/97 97/98 Div. Lead:Nancy Lytle Staff :Gloria Humble (100) Phil Dascombe (50) Contract: yes (see Cost) MISCELLANEOUS Div. Lead: NA Staff:NA NA Contract: NA Date of Assignment: Oct. 1992 Multi-year: Yes Expected Completion Date: Summer 1996 Origin of Issue: Council 16 PROJECT DESCRIPTION This phase of the Comprehensive Plan is comprised of the public review of the Draft document and Draft EIR. The review will include public hearings by CPAC, Boards and Commissions, Planning Commission and City Council, time for preparation of staff reports, resolutions, responses to public and Planning Commission and City Council questions, fulfilling information needs, debriefing and revision from the hearings. 550 hours of staff time are allocated in 1997/7 and another 470 hours will go into revising the Draft Plan and EIR for final adoption in 1997/98. PROJECT JUSTIFICATION The public heating process for both the Draft Comprehensive Plan and the Draft EIR are required by State Law. Outreach to the community is encouraged in the state Guidelines and has been fully fulfilled in Phases I, II, and II of this effort. Time spent on the public review is estimated, but can be lengthened or condensed by a variety of factors. HOURLY REQUIREMENTS Planning Division .......550* Contract Services ..........no Planning Division ..........470* Contract Services .............no *Does not include the time of the Director of Planning and Community Environment COST $50,000 for advertising remains in CIP budget.Continue w/previous year’s budget. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attomey’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor 17 STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 6/97 Dept. Lead: Div. Lead: Staff : Ken Schreiber Nancy Lytle (200) Jim Gilliland (50) Brian Dolan (200) .Virginia Warheit (100) MISCELLANEOUS 9 /98 Dept. Lead: Divo Lead: Staff: Ken Schreiber Nancy Lytle (200) Jim Gilliland (30) Brian Dolan (200) Virginia .Warheit (40) Date of Assignment: October 1992 Multi-year: Yes Expected Completion Date: Summer 1997 Origin of Issue: Council 18 Program 96/97/98 PROJECT DESCRIPTION Development of a Master Plan and construction documents to implement improvements in the public right of way in the Downtown as identified in the Urban Design Guide. Once complete, construction and installation of improvements will initiate in Phase II, FY 96/97, 97/98. PROJECT JUSTIFICATION The increased number of visitors to the Downtown and the aging and dated street furniture, paving, signage, etc. has caused improvements to Downtown to be identified by merchants and property owners as needing urgent attention. HOURLY REQUIREMENTS 5/97 Planning Division ........250 Contract Services .........yes COST 9Z/ Planning Division ...........100 Contract Services ............yes q6/97 $100,000 Consultant fees for design deve- lopment - within 95/96 CIP budget. $250,000 Consultant fees for implementa- tion - within proposed 96/97 CIP budget. 97/98 $250,000 Consultant fees for implementa- tion - within proposed 97/98 CIP budget. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION [] Recommended for 96/97 [] Possible for 96/97 w/budget amendment 19 ~ Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 97/98 w/budget amendment [] Not recommended 96/97 97/98 Div. Lead: Nancy Lytl~ (50)Div. Lead: Staff:Jim Gilliland (50)Staff: Virginia Warheit (150) yes (see Cost)Contract:Contract: MISCELLANEOUS NA NA Virginia Warheit (100) yes (see Cost) Date of Assignment: July 1995 Multi-year: Yes (implementation will go on for up to 5 years) Expected Completion Date: November 1996 for Master Plan Origin of Issue: Council 20 rogra 96/ 98 PROJECT DESCRIPTION This project is to prepare a Coordinated Area Plan for both the South of Forest Area, and the PAMF area. A Coordinated Area Plan includes public participation, professional urban design assistance, three-dimensional zoning analysis and requirements, circulation plans, public space design and financing plan for any improvements, environmental analysis and other platming guidelines and direction for future changes in the area. PROJECT JUSTIFICATION The Palo Alto Medical Foundation has received City Council approval to rebuild and expand their facilities at a new campus in the Urban Lane Area. This approval was conditioned upon their abandoning the majority of their facilities on their current campus in the South of Forest Area and financing an Area Plan for reuse of their current holdings and surrounding territory including the South of Forest Area extending to Alma Street. During the Comprehensive Plan process, the Council committed to conducting a public planning process of some sort for the PAMF backfill/SOFA properties. As a result of the Council’s review of the Comprehensive Plan, Coordinated Area Plans have been identified for detailed area planning. This new tool was them incorporated into an amendment of the PAMF Development Agreement thus committing both PAMF and the City to undertaking a Coordinated Area Plan. The planning process needs to be initiated by September, 1997 but can be started earlier at the request of PAMF. HOURLY REQUIREMENTS 5/97 Planning Division ........NA Contract Services .........NA 97/98 Planning Division ..........650* Contract Services ............yes *Does not include the time of the Director of Planning and Community Environment. COST 97/98 Contract services amounting to $250,000 will be needed to produce a Coordinated Area Plan. (PAMF is committed to two- 21 thirds of the cost, up to a maximum payment of $200,000. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS Dept. Lead: NA Div. Lead:NA Staff :NA NA Contract: NA MISCELLANEOUS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 .w/budget amendment [] Not recommended 97/98 Dept. Lead: Div. Lead: Staff : Contract: Ken Schreiber Nancy Lytle (50) Jim Gilliland (50) Virginia Warheit (550) yes (see Cost) Date of Assignment: Unassigned Multi-year: Yes Expected Completion Date: Summer 1998 Origin of Issue: City Council 22 96/97/98 PROJECT DESCRIPTION This project is to prepare a Coordinated Area Plan for the Califomia/Ventura Area, concentrating on the area bounded by Page Mill, E1 Camino Real, thb railroad, and Lambert. A Coordinated Area Plan includes public participation, professional urban design assistance, three- dimensional zoning requirements, circulation plans, public space design and financing plan for any improvement, environmental analysis and other planning guidelines and direction for future changes in the area. PROJECT JUSTIFICATION When the City Council considered the amortization extension for commercial uses at the Maximart site, they directed staff to return to them with a proposal to conduct a Coordinated Area Plan for the entire area. ~The Council set parameters and objectives for the process and directed that it occur parallel with, but not necessary tethered to, the Comprehensive Plan. Further Council consideration is scheduled for Spring of 1996. HOURLY REQUIREMENTS Planning Division ........750 Contract Services .........yes COST Planning Division ...........NA Contract Services ............NA q5/97 Contract Services amounting to $250,000 will be needed to produce a Coordinated Area Plan, to be funded through budget amendment ordinance in 1996/97/98. INVOLVEMENT OF OTHER DEPARTMENTS [] Transportation Div. [] Building Div. []Public Works Dept. [] Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor 23 STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 6/97 Div. Lead: Staff: Contract: Nancy Lytle (50) Jim Gilliland (150) Virginia (275) Brian (275) (650 - see Cost) MISCELLANEOUS 97/98 Div. Lead: Staff: Contract: NA NA NA NA Date of Assignment: December 1995 Multi-year: No Expected Completion Date: Summer 1997 Origin of Issue: City Council 24 Program 96/97/98 PROJECT DESCRIPTION The Santa Clara Valley Water District is planning a creek stabilization project for Adobe Creek. The project includes replacing the bridge at E1 Camino Real. This is the same bridge described in Program 23 of the Comprehensive Plan. This program calls for creating a south gateway to the City at this point on E1 Camino Real through the enhancement of the bridge, and gateway plantings and entry sign. City staff have coordinated with SCVWD and the project developer for the Hyatt Cabana site to allow for implementation of the Comprehensive Plan program through privately funded enhancements to the District’s significant and expensive public project. The coordination and design of enhancements will need to be managed by City staff. PROJECT JUSTIFICATION The SCVWD is replacing the bridge at E1 Camino Real, and there will be no other opportunity to achieve Program 23 of the Urban Design Element unless the objective is achieved as part of the District’s significant capital investment. Their project will not be considered consistent with Palo Alto’s Comprehensive Plan unless it is enhanced to fulfill the gateway urban design objective. The District has expressed willingness to coordinate with the City in achieving this objective, if the City can finance the cost of the enhancements. The City expects to acquire the majority of funds for the enhancements from the developer at the Hyatt Cabanasite. HOURLY REQUIREMENTS Planning Division ........NA Contract Services .........NA 97/98 Planning Division ............80 Contract Services ............yes COST 96/97 NA 97/98 $200,000 is expected to result from the re- development of the Hyatt Cabana and as- sociated entitlement exactions. An addition- al $90,000 will likely be needed for project design and construction. 25 INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attomey’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 96/97 97/98 Div. Lead:NA Div Lead: Staff:NA Staff: Contract:NA Contract: MISCELLANEOUS Nancy Lytle (30) Jim Gilliland (50) yes (see Cost) Date of Assignment: July 1995 Multi-year: Yes Expected Completion Date: 1999 Origin of Issue: Santa Clara Valley Water District Coordination by Staff 26 96/97/98 PROJECT DESCRIPTION The City has sponsored legislation to obtain Petroleum Vehicle Escrow Account funding for the design development costs of schematic design plans for this potential project. $200,000 of PVEA funds were allocated to Palo Alto for this project as part of state budget. The original estimate from Walker and Johnson to achieve the objective of design development, including an EIR, was $400,000. Staff now needs to apply for the grant and we are seeking additional contributions from other agencies to achieve the original budget amount Stanford, the Joint Powers Board (JPB), the County Transportation Agency and the City are pursuing a joint agreement for steering the design development effort and for developing a long- range plan for use, maintenance and management of the Downtown Intermodal transit depot. The JPB is developing plans for making the station more accessible to all users. The Transportation Agency has approached the City with plans to significantly expand their bus staging area in the parking lot adjacent to the station. The Palo Alto Medical Foundation has approved to relocate their facility to the Urban Lane area with a connection through to a future Urban Lane leadin°g to University Circle. Stanford University and PAMF have reached some tentative joint agreements regarding shuttle service between their two facilities, utilizing the Downtown transit depot. Stanford has proposed a Margarite shuttle turn-around on the south side of University Circle. The Historic Resources Board has nominated the Transit depot for the National Historic Register. Planning and Transportation Divisions will continue to take the lead in the joint effort to plan for the area, utilizing the funds acquired from the State PVEA allocation. Significant participation will also be needed from Public Works, Real Estate, HRB, Stanford University, JPB, and the County Transit Agency to support all of these incremental efforts to improve the interface and integration between the Downtown Transit Depot, Downtown Palo Alto, Stanford, Town and Country, the Medical Center and vicinities, including the future potential of significant physical improvement, such as those envisioned in the "Dream Team" design plan. PROJECT JUSTIFICATION Council has directed staff to pursue Petroleum Vehicle Escrow Account funding and to coordinate with other agencies regarding improvements to the area. HOURLY REQUIREMENTS 96/97 97/98 27 Planning Division ........245 Contract Services .........yes COST Planning Division ...........450 Contract Services ............yes 5197 $200,000 earmarked from the State PVEA. Will apply for these funds in 1996. We will also request a $50,000 from Stanford,- $50,000 from JPB, andS50,000 from the Trans- portation Agency to cover the cost of the EIR. 97/98 Continue w/previous year’s budget. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire ,Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended STAFF MEMBERS Div. Lead: Staff: Contract: Nancy Lytle (60) Loft T0pley (185) yes (see Cost) MISCELLANEOUS 97/ 8 Div Lead: Staff: Contract: Nancy Lytle (100) Loft Topley (350) yes (see Cost) Date of Assignment: April, 1995 Multi-year: yes Expected Completion Date: Continuing Origin of Issue: Council 28 96/97/98 PROJECT DESCRIPTION Provide assistance to the Economic Resource Manager with regard to the planning and public participation issues in the Midtown Plan process. PROJECT JUSTIFICATION Midtown has been identified in the Comprehensive Plan process as an area for study and current vacancies and interest in redevelopment make planning for this area a priority. The Council has authorized a planning study for the area. HOURLY REQUIREMENTS Planning Division ........100 Contract Services ..........no 97/98 Planning Division ...........NA Contract Services ............NA COST 96/97 97/98 None (for Planning)NA INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS l’q, Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 29 q5/97 Staff:Virginia Warheit (100) MISCELLANEOUS 97/98 Staff:NA Date of Assignment: June 1995 Multi-year: No Expected Completion Date: Unknown Origin of Issue: Council 30 96/9 /98 PROJECT DESCRIPTION A joint meeting between City Council and the HRB is scheduled to allow Council to provide policy and regulatory framework direction on any hisotric ordinance update, should they decide to proceed. The Historic Resources Board has identified the following areas to be included in an update. a)Authority of the Board. Currently the Board is a recommending body. Although HRB review is mandatory, compliance with Board actions is voluntary. There is a belief that the Board’s effectiveness could be improved if compliance with HRB decisions is required. If this change is enacted, the HRB’s relationship with the Architectural Review Board (ARB) could change. Corresponding sections of the ARB Ordinance (Chapter 16.48 of the PAMC) would also need to be amended. Additional city staff resources would be required to support another decision - making function. b)Category definitions. There are currently four categories of historic structures specified in the ordinance: 1,2,3, & 4. These categories range in significance from 1, which are exceptional buildings to 3 or 4, which are contributing buildings. While the Comprehensive Plan recognizes the value of the structures that are either architecturally or culturally significant, the categories in the ordinance place importance on only those with architectural merit. The HRB is not convinced that the categories provide useful distinctions when evaluating the impact of proposed modifications on historic structures. This part of the HRB Ordinance amendment would look at different ways of categorizing buildings and the possibility of not using categories at all. c)Moratorium on demolition of significant historic structures in areas other than downtown. There is currently a 60 day automatic moratorium on the demolition of significant historic buildings outside of the downtown area. The HRB can recommend to the City Council that the moratorium be extended for up to one year to provide the applicant additional time to develop alternatives to demolishing the building. The Board has recommended reevaluating and strengthening the demolition provisions. d)There is neither consistency nor reference between our Historic Ordinance and the National Standards. This effort could examine the value of incorporating standards into the ordinance. PROJECT JUSTIFICATION 31 The Historic Preservation Ordinance (Chapter 16,49 of the Palo Alto Municipal Code) was- enacted in 1974. It has not undergone a comprehensive update since that time, .The role historic preservation plays in Palo Alto has evolved over the last 20 years and the Ordinance needs to be updated to reflect current public commitment to historic preservation, HOURLY REQUIREMENTS 6/97 Planning Division ........200 Contract Services .........300 97/98 Planning Division ...........NA Contract Services ............NA COST $47,000 for contract services. INVOLVEMENT OF OTHER DEPARTMENTS, []Transportation Div. []Building Div. []Public Works Dept: []Utilities Dept. []Attomey’s Office []Manager’s Office []Community Services []Human Resources, STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended Staff recommends that this item be undertaken as soon as possible. Many other future HRB actions depend upon the ordinance being up-to-date and reflective of the City’s commitment to historic preservation. STAFF MEMBERS 96/97 97/98 Staff: Lisa Grote (200)Staff:NA Contract: (300) (see Cost)Contract:NA MISCELLANEOUS Date of Assignment: Not yet assigned Multi-year: No Expected Completion Date: NA Origin of Issue: Historic Resources Board 32 96/97/98 PROJECT DESCRIPTION The City Attorney and Economic Resources Manager are participating in a joint effort to identify methods for streamlining developmeiat review processes in the City. This effort will likely yield a variety of recommendations to reduce overlap and encourage delegation in City processes. Likewise, it may lead to new processes, such as minor PC amendments, new applications of the conditional use permit process, a new PD ordinance, and others. The implementation of streamlining measures will need to be integrated with Council recommendations coming from their review of the Comp Plan, Governance Section. These recommendations will also need to be integrated with existing City ordinances and codes that are to be retained. PROJECT JUSTIFICATION The Zoning Ordinance has not received a thorough and comprehengive overhaul for well over 20 years. Portions of it are outdated and in need of update. At the time the Comprehensive Plan was initiated by Council, staff advised them that a comprehensive zoning ordinance update was likely to follow. Ordinances need to be updated regularly to reflect changing law, changing policy direction from the Comprehensive Plan, and the changing planning environment. The latest direction from Council has been to reduce regulatory burdens that can be lifted within the environmental and quality of life standards of the City. Several sources of recommendations to this end will be collected for the Council’s consideration and direction. This work item anticipates such direction. Following completion of the Streamlining assignment and the Comprehensive Plan, Phase III, Planning and Attorney’s staff will be recommending a program and process for overhaul of the Zoning Ordinance, not only to meet legal requirements of Comprehensive Plan compatibility, but also to achieve certain objectives such as this "streamlining" assignment. This item is expected to be handled as a separate sub-task of the Zoning Ordinance Update. Two other sub tasks are identified in Items 14 and 15. HOURLY REQUIREMENTS 96/97 Planning Division ........NA Contract Services .........NA 9Z/ Planning Division ..........500* Contract Services ............yes 33 *This is a broad estimate; a more definite scope will be prepared in 1996/97, as part of the Comprehensive Plan implementation, with direction from the City Council. COST 97/98 A budget amendment of approximately $250,000 would be needed to cover additional Planning Division contract services needed to complete the Zoning OrdinanceUpdate, (Items 13, 14, & 15:) In-house staff will also be utilized. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 I Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended q6/97 Div. Lead:NA Staff:NA NA Contract: NA MISCELLANEOUS 97/98 Div. Lead: Staff: Contract: Nancy Lytle (100) Jim Gilliland (50) Brian Dolan (350) yes (see Cost) Date of Assignment: Not yet assigned Multi-year: Yes Expected Completion Date: Su~.er 1998 or beyond Origin of Issue: Staff 34 PROJECT DESCRIPTION The Comprehensive Plan process has identified three new land use designations: Commercial Hotel, Village Residential, and, Mixed Use including Live Work. This work item includes the necessary study, design, regulatory framework and ordinance preparation to carry through from these new land use designations to zoning districts, as directed by Council. PROJECT JUSTIFICATION In order to implement, any new designations called for in the Comprehensive Plan, new zoning ordinances will need to be developed. These regulations are already in demand for a variety of Village Residential housing prototypes. In fact, developers are increasingly tuming to the PC process to develop housing projects which fit traditional community patterns in the more urban parts of the city. Likewise, the "live work" concept, recently publicized during the Council’s review of the PC zone change project at University and Cowper, has been the subject of repeated inquiry from the development community. An occasional mixed-use project inquiry has been handled by the Division, and it is hoped that regulations which encourage this product and provide additional incentive for it. Consideration of a new hotel at the comer of E1 Camino Real and Page Mill Road is also a possible reason to study commercial hotel regulations. Following completion of the Comprehensive Plan, Planning and Attomey’s staff will be recommending a program and process for overhaul of the Zoning Ordinance, not only to meet legal requirements of Comprehensive Plan compatibility, but also to achieve certain objectives such as preparing new regulations to implement new land use categories. This Work Program item is expected to be handled as a separate sub-task of the Zoning Ordinance Update. Two other sub tasks are identified in Items 13 and 15. HOURLY REQUIREMENTS Planning Division ........NA Contract Services .........NA 97/98 Planning Division ..........500* Contract Services ............yes *This is a broad estimate; a more definite scope will be prepared in 1996/97, as part of the Comprehensive Plan implementation, with direction from the City Council COST 35 q6/97 None 97/98 A budget amendment of approximately $250,000 would be needed to cover additional Planning Division contract services needed to complete the Zoning OrdinanceUpdate, (Items 13, 14, & 15.) In-house staff will also be utilized. iNVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION- [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 96/97 97/98 Div. Lead:NA Div. Lead: Staff:NA Staff: NA Contract: NA Contract: MISCELLANEOUS Nancy Lytle (100) Jim Gilliland (50) Virginia Warheit (350) yes (see Cost) Date of Assignment: To come when Comp Plan Update is completed Multi-year: Yes Expected Completion Date: Summer 1998 or beyond Origin of Issue: Staff 36 PROJECT DESCRIPTION Periodic update/cleanup of the Zoning ordinance is desirable to address issues of inconsistency and other problems identified by staff, the Planning Commission, the City Council or the public. Following adoption of any changes, staff follow up will be required for staff training, and revision of public handouts. PROJECT JUSTIFICATION The Zoning Ordinance has not received a thorough and comprehensive overhaul for well over 20 years. Portions of it are outdated and in need of update. At the time the Comprehensive Plan was initiated by Council, staff advised them that a comprehensive zoning ordinance update was likely to follow. Ordinances need to be updated regularly to reflect changing law, changing policy direction from the Comp Plan, and the changing planning environment. Following completion of the Comprehensive Plan, Planning and Attorney’s staff will be recommending a program and process for overhaul of the Zoning Ordinance, not only to meet legal requirements of Comprehensive Plan compatibility, but also to achieve certain objectives such as fixing outdated and inconsistent aspects of the code. For example, the appeals process needs adjustment, the land use category definitions are very outdated, and the ARB ordinance structure is cumbersome for this discretionary approval process. The "clean-up" items accumulated will be wrapped into this thorough update. Also to be included is the request from the Planning Commission that the definitions in the codes permit "thick building walls" for those projects that are deemed to have a beneficial design consequence from the added thickness. (Item 16 of the 1995/96 Work Program) and a Mitigation and Conditions Monitoring Ordinance (Item #18 of the 95/96 Work Program). This Work Program item is expected to be handled as a separate sub-task of the Zoning Ordinance Update. Two other sub tasks are identified in Items 13 and 15. HOURLY REQUIREMENTS Planning Division ........NA Contract Services .........NA 97/98 Planning Division ..........500* Contract Servicds ............yes *This is a broad estimate; a more definite scope will be prepared in 1996/97, as part of the Comprehensive Plan implementation, with direction.from the City Council 37 COST 97/ A budget request for $250,000 has been to finance additional contract services needed to complete this assignment, and that described in Items 13 and 15. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 96/97 97/98 Div. Lead:NA Div. Lead:Nancy Lytle (100) Staff:NA Staff:Jim Gilliland (50) NA Brian Dolan (350) Contract: NA Contract:yes (see Cost) MISCELLANEOUS Date of Assignment: To come when Comprehensive Plan Update is completed Multi-year: Yes Expected Completion Date: Summer 1998 or beyond Origin of Issue: Staff 38 Division Program 96/97/98 PROJECT DESCRIPTION This project would update the current sign ordinance (Chapter 16.20 of the Palo Alto Municipal Code) and accompanying guidelines so that they reflect the thinking and design standards of the Architectural Review Board (ARB), current industry standards and techniques, as well as input from the business community regarding signs. The project would include forming a subcommittee consisting of two ARB members and several members of the,community with representatives from the business sector, sign manufacturers, and general residents. Issues would be brought forth from each of these sectors to identify where the existing regulations are working and where they fall short of expectations or desires. Sign applications within the last five years will be researched to identify how proposals have been changed to be more consistent with the architecture of a building or the surrounding area. Sign programs and ordinances from other cities will be evaluated to identify the advantages and disadvantages of having different types of requirements. The products of this effort would include: 1) an updated sign ordinance; 2) a handbook, with illustrations, that explains the sign ordinance and provides examples of the types of signs that can be used on different styles of buildings in different locations; and 3) updated sections of guidelines such as the E1 Camino Real Guidelines, which address signage for specific areas of the City. PROJECT JUSTIFICATION The ARB and staff have long considered signage to be a critical element in the successful design of a building and havelong understood that the existing sign ordinance is outdated and does not achieve the desired result if maximum sizes are permitted. The Board has developed preferences and informal guidelines towards signage, which are not always discernable when reading the sign ordinance and other existing guidelines. Identifying, ,.’llustrating and codifying the preferences will assist applicants, designers, staff and the Board when designing and reviewing sign applications, and improve customer service. The City Attorney has also noted that the sign ordinance is outdated and needs evaluation in terms of recent legal decisions. HOURLY REQUIREMENTS Planning Division ........NA Contract Services .........NA 97/98 Planning Division ..........500* Contract Services .............no 39 *This is a broad estimate," a more definite scope will be prepared in 1996/97, as part of the Comprehensive Plan implementation, with direction from the City Council COST 96/97 97/98 NA None INVOLVEMENT OF OTHER DEPARTMENTS I-3 Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attomey’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended STAFF RECOMMENDATION 96/97 97/98 Div. Lead:NA Div. Lead:Lisa Grote (100) Staff:NA Staff:Loft Topley (400) Contract:NA Contract:no MISCELLANEOUS Date of Assignment: Not. yet assigned Multi-year: No Expected Completion Date: December 1998 Origin of Issue: Architectural Review Board, staff, business community 40 96/97/98 PROJECT DESCRIPTION Study the effects of revising the definition of Gross Floor Area so that it is measured to the inside of walls rather than the outside, for nonresidential structures, or amending the Home Improvement Exception process to allow for thicker walls. PROJECT JUSTIFICATION The Planning Commission is concerned that the current definition of floor area discourages architecturally desirable features which come with thick building walls, and instead encourages thin walls without the relief and interest of older buildings. Staff concern would be regarding the amount of square footage this new definition would relieve throughout the community for additions within existing code, since the measurement to the outside of walls can add hundreds, or for larger projects, even thousands of square feet to each individual project. Staff would also be concerned about the manner in which the proposed definition does not address the mass of the structure, which is one of the purposes of the FAR site development restriction. Staff is recommending that this issue be handled in the comprehensive zoning ordinance update, Work Program Item # 15. HOURLY REQUIREMENTS Planning Division .......NA* Contract Services ........NA* COST NA* INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor 41 []Recommended for 96/97 []Recommended for 97/98’ []Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended Div. Lead:NA* Staff:NA* Contract:NA* MISCELLANEOUS Date of Assignment: Summer 1994 Multi-year: No Expected Completion Date: NA Origin of Issue: Planning Commission * Staff recommends that this item be incorporated into the Zoning Ordinance Update/Overhaul item, (#15). 42 Item# PROJECT DESCRIPTION Develop a mitigation and condition monitoring ordinance that would specify how the City will handle enforcement of mitigation and conditions adopted by Council for project approvals, including establishment of a fee program to offset the costs of enforcement. PROJECT JUSTIFICATION State law (Public Resources Code Section 21081.6) requires all state and local agencies to establish monitoring or reporting programs whenever approval of a project relies upon a mitigated negative declaration or an environmental impact report (EIR). Accordingly, our adopted CEQA guidelines and procedures must be updated as necessary to include these reporting requirements. HOURLY REQUIREMENTS Planning Division .......NA* Contract Services ........NA* COST TBD* INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. [] Attorney’s Office [] Manager’s Office [] Community Services [] Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION []Recommended for 96/97 []Recommended for 97/98’ []Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 43 Staff has long aspired to complete this assignment. Not only is it good practice for the City to adopt a Mitigation Monitoring Ordinance, but staff believes that costs for legal compliance can be recovered by the City. This measure would go a great distance toward building public trust in the City as citizens observe the fulfillment of commitments made by Council in public hearings. STAFF RECOMMENDATION Div. Lead:NA* Staff:NA* Contract:NA* MISCELLANEOUS Date of Assignment: During Hughes Heiss Review 1994 Multi-year: No Expected Completion Date: NA Origin of Issue: Staff and State Law * Staff recommends that this item be incorporated into the Zoning Ordinance Update/Overhaul item(#15). 44 PROJECT DESCRIPTION This item would result in design guidelines for the Professorville Historic District, which would provide text and illustrations explaining the various styles of houses in the district and how architecturally compatible additions can be designed. PROJECT JUSTIFICATION The houses in Professorville have special historical significance to the City of Palo Alto. Homeowners are not always aware of the historical value of their house and do not necessarily understand how to design an addition that would be sensitive to the original character of the structure. The Historic Resources Board (HRB) often gives detailed advice to property owners in the district about how to design an addition. An applicant would be much better served if this information is made available to him/her prior to beginning an addition or remodel. The applicant will save time and money if fewer changes to proposed designs need to be made. HOURLY REQUIREMENTS Planning Division ........180 Contract Services .........400 COST $38,000 would be required in consultant services. $850 for 500 copies of a handbook similar to those currently used by the Planning Division for HIE’s, ARB and HRB explanation. There would be an additional 80 hours of staff time needed in the subsequent year’s work program, to desk-top-publish the document. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION This item is being recommended for deferral until Items 12 and 38 have been completed. 45 [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended Div. Lead: Staff: Contract: Lisa Grote (100) Gloria Humble (80) 400 (See, cost) MISCELLANEOUS Date of Assignment: Not yet assigned Multi-year: No Expected Completion Date: NA Origin of Issue: HRB 46 Program 96/97/98 PROJECT DESCRIPTION Review and revise the City Noise Ordinance (PAMC Chapter 9.1) including evaluating expanding the types of noise sources addressed, allowing less or more restrictive noise levels where appropriate and making it easier to understand and enforce. The process would be an interdepartmental effort including the Planning, Public Works, Building Inspection (Zoning Compliance), and Police Departments, and City Attorney’s Office and require the support of a noise consultant with expertise in development of Noise Ordinances and noise measurement methods and mitigation measures. Key tasks include: 1) with public input, identify shortcomings of the existing noise ordinance, noise sources not currently addressed, and measurement and enforcement issues/problems, 2) with consultant assistance identify the pros and cons of different means of controlling noise/measuring noise, 3) identify altemative ordinance approaches and recommendation for development of noise ordinance for public review and Council endorsement, and 4) preparing a draft ordinance and environmental assessment for public review and City Council adoption. PROJECT JUSTIFICATION Documents prepared as part of the Comprehensive Plan update identify the need to revise the City’s Noise Ordinance. Such action was supported by the City Council during their initial review of the Comprehensive Plan Update Policies and Programs Draft IV. Natural Environment Section Goal NE-8 is to "Reduce and prevent noise pollution." Actions to be taken to achieve this goal include Program NE-8.B7 "Update the Noise Ordinance". A Technical Background Report on Noise prepared by noise consultants Illingworth and Rodkin evaluated the existing noise ordinance and identified several shortcomings: duration of noise measurements to establish background ambient noise levels was too short, some noise sources are not addressed and allowable noise levels were overly restrictive. The noise ordinance currently allows noise levels to be a certain amount above ambient (background noise). Ambient noise levels are currently established by six minute measurements. Background Noise levels may vary significantly from six minute period to six minute period. It was suggested that it be rewritten to set specific noise limits allowed by zoning (e.g. single family) or ambient noise levels based on a noise measurement survey, reasonable noise limits be established for each type of area (stricter for residential areas), and a longer, 15 minute period be used for measuring potential noise offenders. The Police Department representatives responsible for enforcing the ordinance also recommend that the ordinance be revised to make it easier to understand and enforce. HOURLY REQUIREMENTS 47 Planning Division ........300 Contract Services .........yes COST $20,000 for contract services - not within current budget INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended STAFF MEMBERS Div. Lead:Lisa Grote (TBD) Staff:TBD Contract:TBD MISCELLANEOUS Date of Assignment: Not yet assigned Multi-year: No Expected Completion Date: NA Origin of Issue: Comprehensive Plan Advisory Committee 48 96/97/98 PROJECT DESCRIPTION In July of 1995, the City Council approved a staff recommendation to adopt an ordinance for Hazardous Materials Facility Siting, in order to comply with the Santa Clara County Hazardous Waste Management Plan and the State Law. In adopting the siting criteria imposed by the County, City staff recommended and Council directed that a follow-up assignment be made which would have staff further evaluate the specific criteria for the City of Palo Alto, and make any additional modifications to the regulations which might better suit Palo Alto’s circumstances. This work item is to complete that follow-up assignment. PROJECT JUSTIFICATION Whereas the County approved Hazardous Waste Siting criteria are general provisions applicable Countywide, they have yet to be analyzed by staff for their specific applicability to Palo Alto. Whereas the State provided us 180 days to comply with the requirement to adopt the County criteria or our own, we did not in adopting the County criteria relinquish the ability to further examine them and consider modifications that are more tailored to Palo Alto’s specific circumstances. With the Comprehensive Plan Phase III effort (i.e., development of the Draft Plan), further analysis for the Safety Element will be conducted in collaboration with the Police and Fire Departments. Additionally, the Fire Department is now updating the Emergency Preparedness Plan. It will be an opportune time for staff to examine the County siting criteria in more detail and to bring forward any analysis or recommended modifications to the community for consideration. HOURLY REQUIREMENTS Planning Division .........80 Contract Services ..........no COST None. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. [] Attorney’s Office [] Manager’s Office I’q Community Services []Administrative Services []Fire Dept. []Police Dept. 49 [] Utilities Dept.[] Human Resources [] Auditor STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended STAFF RECOMMENDATION Div. Lead: Jim Gilliland (80) Contract: no MISCELLANEOUS Date of Assignment: July, 1995 Multi-year: No Expected Co,mpletion Date: July 1996 Origin of Issue: Council 50 Division Wo, Program 96/97/98 PROJECT DESCRIPTION Council Member Huber has sponsored an amendment to the ARB Ordinance on behalf of a group of College Terrace neighbors, that would examine whether ARB review should be required in limited situations. These situations involve a combination of a lot consolidation and a lot line adjustment through a certificate-of-compliance process which results in a construction of a new residence. PROJECT JUSTIFICATION Because a map process is not required in these cases and the public is not noticed about the resultant lot configuration, new houses constructed in these situations can be surprising and problematic. Design review would not only notify the surrounding neighbors but would allow ARB to assure compatibility with R-1 Design Guidelines. HOURLY REQUIREMENTS Planning Division .........40 Contract Services ..........no 97/98 COST 96/97 97/98 No additional costs.NA INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment 51 [] Consider again in 98/99 STAFF MEMBERS [] Not recommended 96/97 97/98 Div. Lead: Nancy Lytle NA Staff:Virginia Warheit (40)NA MISCELLANEOUS Date of Assignment: May 21, 1996 (Finance Committee meeting) Multi-year: No Expected Completion Date: 1997 Origin of Issue: Council Member Huber 52 Program PROJECT DESCRIPTION Stanford has submitted applications for various entitlements in the Sand Hill corridor: development of apartment housing on the vacant site known as Stanford West; development of senior housing complex at the site of the old Children’s Hospital; expansion of the Stanford Shopping Center; and improvements to and extension of Sand Hill Road and Quarry Road to E1 Camino Real. These are complicated and interrelated projects which are requiring extensive environmental and public review. PROJECT JUSTIFICATION The Planning Division is legally obligated to process all applications for development entitlements, and to do so within the parameters of the Permit Streamlining Act. While these projects are technically development applications which would normally be assigned to the Development Monitoring section (and thus not appear On the Division Work Program), they are included here because they !nvolve some legislative action and they represent an opportunity for coordinated planning of the Sand Hill corridor area, and adequate stafftime is not available within the Development Monitoring Section. The outcome of decisions made regarding these applications will influence the current Comprehensive Plan update process. HOURLY REQUIREMENTS Planning Division ........700* Contract Services .......yes** 97/98 Planning Division ...........NA Contract Services. ...........NA *Does not include the time of the Director of Planning and Community Environment **This is a full cost recovery development application project COST 96/97 97/98 Cost Recovery NA INVOLVEMENT OF OTHER DEPARTMENTS 53 []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []I-Iuman Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 96/97 97/98 Div. Lead:Nancy Lytle (100)Div. Lead:NA Staff :Lori Topley (600)Staff:NA Contract:yes (see Cost)Contract:NA MISCELLANEOUS Date of Assignment: Application date July 1992 Multi-year: Yes Expected Completion Date: December 1996/Litigation: March 1996 Origin of Issue: Stanford 54 96/97/98 PROJECT DESCRIPTION The entitlement applications for the relocation and expansion of the Palo Alto Medical Foundation to the Urban Lane site have been approved by City Council, however, there will be considerable follow-up work to be completed in FY 96/97 in order to implement the numerous conditions of approval which accompanied the entitlement approvals. Specific engineering work for the new structures and public improvements, landscaping, and other aspects of the project are yet to be fully developed and will require coordination with City staff, the ARB and other agencies in order for the construction permit approval process to be undertaken. PROJECT JUSTIFICATION The project involves the continued use of a consultant planner, directed by the Director of Planning, to coordinate and oversee the next steps in the permit and construction process, including completion and recordation of the final map, and completion, sign-off and implementation of conditions of approval prior to permit issuance and during construction. HOURLY REQUIREMENTS Planning Division .......NA* Contract ’300’* 97/98 Planning Division ...........NA Contract ...................NA *Does not include the time Of the Director of Planning and Community Environment **This is a full cost recovery development application project COST 96/97 97/98 Cost Recovery NA INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. [] Attorney’s Office [] Manager’s Office [] Community Services []Administrative Services []Fire Dept. []Police Dept. 55 [] Utilities Dept.[] Human Resources STAFF RECOMMENDATION [] Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 W/budget amendment [] Not recommended STAFF MEMBERS Dept. Lead: Contract: Ken Schreiber Anne Moore (300)(see Cost) 97/98 Dept. Lead: NA Contract: NA MISCELLANEOUS Date of Assignment: Ongoing Multi-year: No Expected Completion Date: 1999 Origin of Issue: Applicant 56 ¢6/97/qY PROJECT DESCRIPTION Victor Aviation is an FAA approved, small aircraft repair business located at the Palo Alto Airport. Victor Aviation proposes to construct new facilities for tfieir use. The applicant received generally favorable comments from the Planning Commission and City Council to his application for development project preliminary review and is expected to submit a formal application. The application could require modification of the Baylands Master Plan, Comprehensive Plan and will require a conditional use permit. PROJECT JUSTIFICATION This is an application request from the property owner. As an entitlement application, the Planning Division is obligated to process the application. It is included in the Planning Division Work Program because master plan amendments and projects on public land are the responsibility of the Advanced Planning Section. HOURLY REQUIREMENTS Planning Division .........20 Contract Services .......yes 9Z/ Planning Division ...........NA Contract Services ............NA **This is a full cost recovery development application project COST 96/97 97/98 Cost Recovery NA INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor 57 [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99. STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 96/97 Div. Lead: Contract: Jim Gilliland (20) yes (see Cost) MISCELLANEOUS Div. Lead: NA Contract: NA Date of Application: May, 1995 Multi-year: Yes Expected Completion Date: Unknown Origin of Issue: 58 PROJECT DESCRIPTION This program will require a preliminary evaluation in 1996/97. At that time some modifications will be made by staff and a complete analysis of the program will be defined and budgeted for. The initial analysis will include the following components: oRevise BMR requirements and in-lieu fee and prepare a BMR ordinance for Council adoption. oEvaluate cost of administration of BMR program (City staff & Palo Alto Housing Corporation) and develop new sources of revenues for administration. ¯Revise BMR Rental Guidelines to develop a workable program with some built in administrative revenues. ®Identify and take measure to deal with defaults and prevent loss of units from program. ~Develop revised deed restrictions and obtain Council approval. Approximately 670 hours of staff time as well as 250 hours of contract assistance will additionally need to be committed in 1996-97 to complete these tasks. PROJECT JUSTIFICATION The City’s Below Market Rate program has been in operation for over 20 years. During that time a complete review and evaluation of the program has not been done. Staff has isolated problems with some BMR units, as well as concerns about the cost of administering the program, have pushed forward the necessity for a complete review of the program. HOURLY REQUIREMENTS Planning Division ........325 Contract Services ........200* Planning Division ...........425 Contract Services ...........200~ COST *None (unpaid intern)*None (unpaid intem) INVOLVEMENT OF OTHER DEPARTMENTS 59 []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended q6/97 Div. Lead: Staff: Contract: Jim Gilliland (50) Cathy Siegel (275) Intern (see Cost) MISCELLANEOUS 97/98 Div. Lead: Staff: Contract: Jim Gillil~and (100) Cathy Siegel (325) Intern (see Cost) Date of Assignment: July 1995 Multi-year: Yes Expected Completion Date: December 1997 Origin of Issue: Planning staff 60 96/9 /98 PROJECT DESCRIPTION Assist nonprofit (Mid-Peninsula Housing Coalition) to apply for development approval, funding and entitlement to construct 24 units of independent living apartments for persons with developmental disabilities from Palo Alto and the North County area to be located at Page Mill Road and Ash Street. Entitlement applications were applied for in February of 1996. If approved, the remainder of this assignment will be carried out. PROJECT JUSTIFICATION Housing for persons with developmental disabilities is not readily available in the Palo Alto area. The nearest residences are in Belmont and San Jose. This facility will provide a much needed source of housing in the mid-peninsula area. This type of housing is listed as a priority in the Consolidated Plan and in the Housing Element of the Comprehensive Plan. The development review application will be cost recovery, but Housing Planning staff time will be required for the funding and entitlement applications. HOURLY REQUIREMENTS Planning Division ........120 Contract Services .......yes** 97/98 Planning Division ............60 Contract Services .............no **Contract planner resource as needed to process the entitlement application; this is a full cost recovery development application project. The staff hourly estimate is to assist in securing funding. COST 96/97 97/98 Cost Recovery.None. INVOLVEMENT OF OTHER DEPARTMENTS V]Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. -[]Attomey’s Office [] Manager’s Office [] Community Services [] Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor 61 STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 96/97 Staff: Contract: Cathy Siegel (120) yes (see Cost) MISCELLANEOUS 97/98 Staff:Cathy Siegel (60) Contract:no Date of Assignment: Dec. 1993 Multi-year: Yes Expected Completion Date: June 1997 Origin of Issue: 62 PROJECT DESCRIPTION Assist nonprofit(s) to acquire one or two single family houses or vacant lots for the purpose of constructing new housing or renovating existing housing to be used for shared living or group homes by low income households. PROJECT JUSTIFICATION Shared housing provides the opportunity for low income persons to share expenses to obtain better housing. This type of housing is listed as a priority in the Consolidated Plan and in the Housing Element of the Comprehensive Plan. HOURLY REQUIREMENTS Planning Division ........NA Contract Services .........NA 97/98 Planning Division ...........140 Contract Services .............no COST 96/97 97/98 NA None INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 63 96/97 97/98 Staff: NA Staff:Cathy Siegel (140) Contract: NA Contract:no MISCELLANEOUS Date of Assignment: May 1995 Multi-year: Yes Expected Completion Date: June 1997 Origin of Issue: Staff at request of Palo Alto Housing Corporation & Innovative Housing 64 PROJECT DESCRIPTION Assist and provide input to City Attorney’s Office for revisions to Mitigation Fee Ordinance, Revise Housing Reserve Guidelines per Nexus Study and take ordinance and guidelines to Council for adoption. PROJECT JUSTIFICATION Staff recommends that an update of Ordinances and guidelines should be completed since they have not been significantly reviewed and modified in over 15 years. HOURLY REQUIREMENTS Planning Division ........170 Contract Services ..........no 97/98 Planning Division ............25 Contract Services .............no COST 96/97 97/98 None.None. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 65 6/97 Div. Lead: Staff: Contract: Jim Gilliland (80) Cathy Siegel (90) yes (see Cost) MISCELLANEOUS 98 Div. Lead: Staff: Contract: NA Cathy Siegel (25) NA Date of Assignment: Not yet assigned Multi-year: Yes Expected Completion Date: June 1997 Origin of Issue: Planning staff and City Attorney Office 66 96/97/98 PROJECT DESCRIPTION Assist nonprofit (PAHC) in obtaining funding to construct new 107 unit SRO. Activity involves assisting PAHC in obtaining funding and preparation of a funding and loan agreement. PROJECT JUSTIFICATION This is an on-going project resulting from City Council approval of the SRO. HOURLY REQUIREMENTS Planning Division ........200 Contract Services ..........no 97/98 Planning Division ............60 Contract Services .............no COST 96/97 97/98 None.None. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attomey’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended STAFF MEMBERS 96/97 Staff:Cathy Siegel (200) 97/98 Staff:Cathy Siegel (60) 67 Contract: no MISCELLANEOUS Date of Assignment: May 1995 Multi-year: Yes Expected Completion Date: June 1998 Origin of Issue: City Council, PAHC Contract:no 68 rogram 96/97/98 PROJECT DESCRIPTION Prepare and submit HOME Grant Applications to HUD to be used, if grand received, for various housing projects. The City is not an entitlement city for HOME, so funding may or may not be received. PROJECT JUSTIFICATION Using federal funds to the extent possible reduces the necessity for local funds. HOURLY REQUIREMENTS Planning Division ........NA Contract Services .........NA 97/98 Planning Division ...........100 Contract Services .............no COST 96/97 97/98 NA None. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 97/98 69 Staff:NA Contract:no Staff: Contract: Cathy Siegel (100) no MISCELLANEOUS Date of Assignment: May 1995 Multi-year: No Expected Completion Date: December 1996 Origin of Issue: Council 70 96/97/98 PROJECT DESCRIPTION Prepare application with Santa Clara County for new allocation of Mortgage Credit Certificate (MCC) authority and an allocation for Palo Alto. MCC’s allow first time home-buyers to take income tax credit for housing purchase. The City will assist the County in efforts to continue current level of MCC allocations to Santa Clara County and to preserve StateWide priority for MCC program. PROJECT JUSTIFICATION Mortgage Credit Certificates assist lower income households in purchasing homes. In Palo Alto they are primarily used by Below Market Rate unit buyers. The program is significant in assisting first time home buyers to get into home ownership. HOURLY REQUIREMENTS Planning Division .........20 Contract Services ..........no 97/98 Planning Division ............20 Contract Services .............no COST 96/97 97/98 None.None. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 71 STAFF MEMBERS Staff:Cathy Siegel (20) Contract:no 97/98 Staff: Contract: Cathy Siegel (20) no MISCELLANEOUS Date of Assignment: Ongoing Multi-year: Yes Expected Completion Date: December 1995 Origin of Issue: Planning staff 72 rogram 96/97/98 PROJECT DESCRIPTION With the approval of The Hamilton senior housing project through a Planned Community Zone in 1993, the Council required the applicant to agree to provide a seven unit below market rate project for the community. The Palo Alto Housing Corporation will be the non-profit organization that the project will eventually be administered by, however the entitlements, approvals and administrative support to the applicant and PAHC will come.from the Planning Division. PROJECT JUSTIFICATION This work item is required in order to fulfill the PC Zone Change BMR agreements. It is expected to be initiated in 1995/96, but to carry over substantially to 1996/97 fiscal year. HOURLY REQUIREMENTS Planning Division .......100 Contract Services ..........no 97/98 Planning Division ...........100 Contract Services .............no COST 96/97 97/98 None.None. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 73 STAFF MEMBERS 96/97 Staff:Cathy Siegel (100) Contract:no 97/98 Staff: Contract: Cathy Siegel (100) no MISCELLANEOUS Date of Assignment: 1.993 Multi-year: Yes Expected Completion Date: Unknown Origin of Issue: Council 74 Item# 34 PROJECT DESCRIPTION The proposed projects are rehabilitation projects for various existing housing developments. These rehab projects are funded primarily through CDBG funds. Projects proposed for 96/97 that cannot be handled by the CDBG Coordinator include Arastradero Park Rehab by PAHC at $287,000, Emerson North Rehab by PAHC at $70,000,and Innovative Housing’s transitional house on Illinois Street in East Palo Alto at $21,000. This program would be on-going as new projects are funded annually. PROJECT JUSTIFICATION In recent years, request for rehabilitation projects through the CDBG program have increased in number and size, partially as a result of decreasing federal funding in other areas. The smaller and fewer projects of previous years have been handled by the CDBG Coordinator; however, the additional projects are creating an overwhelming work load and require additional time for added requirements, such as Davis Bacon compliance. HOURLY REQUIREMENTS 5/97 Planning Division ........200 Contract Services .........yes COST 97/98 Planning Division ...........150 Contract Services ............yes q5/97 The program itself will not incur additional costs beyond CIP ~osts funded through CDBG process. However contract services for processing in the amount of $8,000 will be paid from CDBG funding. 97/98 The program itself will not incur additional costs beyond CIP costs funded through CDBG process. However contract services for processing in the amount of $8,000 will be paid from CDBG funding. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor 75 STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended q6197 Div. Lead: Staff: Contract: Jim Gilliland (50) Cathy Siegel (150) yes (see Cost) MISCELLANEOUS 97/98 Div. Lead:NA Staff:Cathy Siegel (150) Contract:yes (see Cost) Date of Assignment: Spring 1996 Multi-year: Yes Expected Completion Date: On-going Origin of Issue: CDBG Advisory Committee and City Council 76 96/97/98 PROJECT DESCRIPTION The Planning Division is beginning to develop systems and capabilities in the following areas of more advanced technology.* A.Desk-Top-Publishing B.GIS* C.Database Management Systems D.Digital Presentations E.Internet F.Automated Permit Tracking* G.Automated Forms H.Optical Imaging Some of the major sub-areas or activity areas, common to each, are: 1.Hardware 2.Software 3.Data gathering 4.Data entry 5.Training 6. Data proofing 7. Data organization 8. Data analysis 9. Data back-up 10.Data archiving 11 .Hard-copy output 12.Metadata!Documentation 13.Digital Presentations *Note." The areas of Geographic Information Systems, an Permit Tracking System are each separate projects. PROJECT JUSTIFICATION Development of communications graphics is an ongoing function that supports the Division’s responsibility to educate, provide information to, and assist the public as well as various Boards, Commissions, and the City Council. Also, development of four new Desk-Top-Publishing products is an Impact, Measure of MDB. HOURLY REQUIREMENTS Planning Division ........650 Contract Services ..........no 97/98 Planning Division ...........600 Contract Services .............no COST 96/97 None. 97/98 None. 77 iNVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended STAFF MEMBERS Staff: Contract: Gloria Humble (400) Phil Dascombe (250) no 97/98 Staff: C ontract: Gloria Humble (400) Phil Dascombe (200) no MISCELLANEOUS Date of Assignment: Ongoing Multi-year: yes Expected Completion Date: Continual Origin of Issue: Council and staff 78 rogram 96/97/98 PROJECT DESCRIPTION The Planning Division is participating in the development of the enterprise wide GIS. Some of the major sub-areas or activity areas are: 1.Hardware 2.Software 3.Data gathering 4.Data entry 5.Training 6, Data proofing 7. Data organization 8. Data analysis 9. Data back-up 10.Data archiving 11.Hard-copy output 12.Metadata/Documentation 13.Digital Presentations PROJECT JUSTIFICATION Data: The GIS that is being developed is envisioned to be a comprehensive source of information pertaining to the city. It is broad based enough that each department will be able to organize their vital data, however diverse, such that it can be entered into the system and used enterprise wide and by the public. GIS is viewed to be the future backbone of all datarelated activities at the inter-departmental level. The Planning Division’s responsibilities have and will continue to require inter-departmental coordination. Graphics: One of the most outstanding aspects of a GIS is its inherent capability to express data spatially and graphically, ie., in.maps. Maps are excellent communication graphics that can be used to support the Division’s responsibility to educate, analyze, provide information toand assist the public as well as various Boards, Commissions, and the City Council. HOURLY REQUIREMENTS 96/97 Planning Division ........700 Contract Services .........yes COST 97/98 Planning Division ...........700 Contract Services ............yes 97/98 79 $34,000 requested in 96/97 CIP budget $40,000 requested in 97/98 CIP budget $22,000 to be a midyear admendment to 97/98CIP budget INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION ~ Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment I"1 Not recommended ’ STAFF MEMBERS Staff: Contract: Gloria Humble (450) Phil Dascombe (250) yes (see Cost) MISCELLANEOUS 97/98 Staff: Contract: Gloria Humble (400) Phil Dascombe (300) yes (see Cost) Date of Assignment: Ongoing Multi-year: Yes Expected Completion Date: Continual Origin of Issue: Council and staff 80 rogram 96/97/98 PROJECT DESCRIPTION This item includes purchase and implementation of an automated Permit Tracking and Condition Monitoring System. The system is to be used to track and monitor all types of permits activities related to permits such as applications, licenses, inspections, utility service modifications, complaints and code enforcement. The system will be used to monitor the complete development process, from initial planning entitlement requests through the final building inspection, including ongoing conditions of approval following occupancy. The system is to be interconnected so information regarding any application can be obtained by all participating departments and provided to applicants and members of the public during the application process. The system is to calculate fees, place holds, route information, require on-line departmental sign-off, issue permits, and monitor project status, conditions of approval and special fees. The system shall also include reporting capabilities. The new system must incorporate the current Building Inspection Permit system (BIPS) and Fire Inspection System (FIS), and interact with the City’s Geographic Information System (GIS), IFAS and Cubis. The new .system must also interact with the notebook computers used by the building division. Purchase/Implementation of the system is to include: ¯ permit tracking system software purchase, license, warranty, oany necessary custom modifications to the system to achieve City requirements as specified in this RFP, odesign of new screens/forms/permits/receipts/reports to be printed for permits tracked in the system, ewritten system documentation and training manuals, estafftraining, ~system installation and implementation assistance, (start-up and debugging), con-going system maintenance and technical support, osystem updates, and ~access to optional future training and/or programming ~,ssistance. This work item is a multi-year project. In 1995-96 the system will be purchased and implementation will be initiated. PROJECT JUSTIFICATION Project approved as part of Capital Improvement Program for 1994/95. The Planning Division currently has no automated means of tracking the status of applications for planning approvals, and monitoring compliance with conditions of approval or satisfactory completion of environmental mitigation measures. 81 HOURLY REQUIREMENTS 5/97 Planning Division ........450 Contract Services .........yes COST 97/98 Planning Division ...........350 Contract Services ............yes q6/97 $90,000 within 95/96 CIP budget. 97/98 Continue w/previous year’s budget. $50,000 added for enhancements. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended q5197 Div. Lead: Staff: Contract: Lisa Grote (50) Brian Dolan (400) yes (see Cost) MISCELLANEOUS 97/98 Div. Lead: Staff: Contract: Lisa Grote (50) Brian Dolan (300) yes (see Cost) Date of Assignment: 1994 with CIP adoption Multi-year: Expected Completion Date: Spring 1498 Origin of Issue: Council 82 PROJECT DESCRIPTION The Historic Resources Board would like to apply for another CLG grant to upgrade its computerized historic inventory. Although there are many enhancements that would be useful, the most important ones at this time involve data model changes such as normalizing street numbers so that they are no longer in ranges, but are discreet categories in themselves. Building lookup lists for materials and updating forms and reports to reflect data model changes would also be part of this item. PROJECT JUSTIFICATION The historic inventory was recently computerized. The data has not been normalized and is therefore not as useful as it could be. Individual addresses can not be accessed if they were entered into the data base as part of a range (e.g. 340 - 380 Cowper Street). This problem can be corrected, but it will take a concerted effort to identify those addresses that were entered as part of a range. Building lookup tables will reduce the amount of time needed to access data and updating forms and reports will make the data base more efficient. HOURLY REQUIREMENTS Planning Division .........80 Contract Services .........150 COST The grant application would be for $8,000 to $10,000 and would pay for the consul- tant’s time. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services E]Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION 83 [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended STAFF MEMBERS Div. Lead: Lisa Grote (80) Contract: yes (see Cost) MISCELLANEOUS Date of Assignment: Not yet assigned Multi-year: No Expected Completion Date: NA Origin of Issue: HRB 84 96/97/98 PROJECT DESCRIPTION The Historic Inventory is one of the most extensively used documents in the City regarding historic preservation. It was completed in 1979 and has not undergone a comprehensive update since that time. Many of the buildings on the inventory have undergone additions or modifications and the descriptions need to be amended to reflect the changes. Supporting information has also changed over the years, especially with. regard to surrounding environment, condition of the building, and potential threats to the site. This results in a perception by HRB members that many buildings on the inventory are classified as less significant than they actually are. Additionally, the HRB is not satisfied that the classification system used is consistent with national Standards for Historic Preservation and have discussed changing the ordinance definition of Categories 1, 2 and 3 (see related Work program item titled "Historic Preservation Ordinance Update"). PROJECT JUSTIFICATION To maintain usefulness of the Inventory, it is necessary to keep it current. This is important to further the City’s objectives regarding historic preservation, but it is also an important customer service objective. Currently, property owners often find the HRB taking issue with the classification of their buildings and the result is poor customer service. Phase I of the Inventory update would be to update those structures already on the Inventory. Phase II would be to identify additional structures that might qualify under any new definitions of categories. HOURLY REQUIREMENTS 5/97 Planning Division ........NA Contract Services .........NA 9Z/ Planning Division ...........175 Contract Services .........1,000" COST 97/98 $95,000 for contract fees-not within current budget* 85 *The 1,000 hours of time of a consultant with expertise in historic preservation would be spent conducting a site visit to each of the 500 properties currently on the inventory, assessing recommended sites not now on the inventory, the structure on the site, and assessing the surrounding area. The information collected in the field would then be compared to the information on file with the City. Planning and Building files would be researched for planning entitlement and building permits. It is anticipated that each site would require approximately two hours to visit, assess and research. The 175 hours of stafftime would be spent reviewing the consultant’s data and managing the consultant contract (55 hours), preparing a staff report explaining the update process and the criteria used to evaluate sites and surrounding areas (40 hours), 15 hours of Planning staff time to coordinate review conducted primarily the City Attomey’s Office, Real Estate Division and Public Works, 10 hours of public and staff contact meetings to discuss inventory and 15 hours of revisions to the draft report after initial staff review. 40 hours are allowed for HRB and City Council hearings as well as any special meetings needed with historic groups, property owners or the community organizations. Significant hours of volunteer HRB time would be spent reviewing the consultant’s work and draft recommendations for changing the existing categorization of specific buildings. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended q6/97 Div. Lead: NA Contract: NA MISCELLANEOUS 97/98 Div. Lead: Contract: Lisa Grote (175) yes (see Cost) Date of Assignment: Not yet assigned Multi-year: No Expected Completion Date: N/A Origin of Issue: Staffan’d Historic Resources Board 86 Division Program 96/97/98 PROJECT DESCRIPTION Customer handbooks explain Planning Division processes and requiremems in easily understood language and illustrations. The handbook is a document that customers can keep and refer to when not in the office. The handbooks that Planning currently uses have proved very useful for staff and customers alike. Existing handbooks are updated to include ordinance changes and new handbooks are created to explain processes not yet in handbook form; e.g., Conditional Use Permit, Subdivisions, and Site and Design. The Division has a program to convert all entitlement handbooks to desktop publishing for ease of update and graphic illustrations for customer convenience. Several are yet to be reformatted. PROJECT JUSTIFICATION The new Mission Driven Budget (MDB) requires that two handbooks be created or updated each year. This work program item must be undertaken to meet the MDB objective. HOURLY REQUIREMENTS Planning Division .........30 Contract Services ..........no Planning Division ............30 Contract Services .............no COST 96/97 $200 for offset printing of cover and $850 for 500 copies of document. ($1,050 total for printing is within current budget.) 9Z/ $200 for offset priming of cover and $850 for 500 copies of documem ($1,050 total for priming is within currem budget.) INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources !Administrative Services []Fire Dept. []Police Dept. []Auditor 87 STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended q 197 Div. Lead: Lisa Grote (30) Contract: no 97/98 Div. Lead: Lisa Grote (30) Contract: no MISCELLANEOUS Date of Assignment: September 1995 Multi-year: Yes. Two handbooks per year Expected Completion Date: Ongoing Origin of Issue: Staff and Council 88 PROJECT DESCRIPTION Comprehensive Plan, Urban Design Element, Program 8, states that the City will" Encourage and assist owners of buildings architectural or historic merit in applying for tax relief under federal and state programs." In FY 1995/96, a request was made by the owners of the Squire House on University Avenue for Mills Act tax relief. Staff processed the request on the basis of the Comprehenisve Plan program and Council approved it. However, many questions about how many properties would qualify, how far the City should go in encouraging the use of the Mills Act, revenues that might be lost, and at what point in the historic preservation process the tax relief was appropriately granted were raised. Preparation of an ordinance would provide opportunity for more analysis, more definitive Council policy direction, and development of procedures and fees for recovering the cost of staff time. Council, in their review, requested that staff develop some analysis and options for Council to consider, although they stopped short of disallowing any more Mills Act requests until such time as these procedures are developed. PROJECT JUSTIFICATION This work item was referrd to staff by City Council in FY 1995-96 when they processed the owners of the Squire House request for a Mills Act contract. HOURLY REQUIREMENTS Planning Division .........40 Contract Services ..... ......no 97/98 Planning Division ...........NA Contract Services ............NA COST 96/97 97/98 None NA INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attomey’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor 89 STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended Div. Lead: Lisa Grote (40) Contract: None Div. Lead: NA Contract: NA MISCELLANEOUS Date of Assignment: February 1996 Multi-year: No Expected Completion Date: July 1997 Origin of Issue: City Council assignment 90 Planning Division Item# PROJECT DESCRIPTION This assignment involves updating the City of Palo Alto CEQA Guidelines. The current publication was produced in 1984 and is out of date. PROJECT JUSTIFICATION The City Attorney’s Office has long identified this task as one which Legal and Planning staff should undertake jointly, and it has been identified as a key plan item in this year’s Planning Division Mission Driven Budget. The number of EIR’s undertaken by the City has increased. The use of contract planning firms to complete EIR’s for all City departments has risen as well. The need for updated and easy to use local CEQA guidelines becomes more and more important to assure legal adequacy of the City’s CEQA process, to allow better interface with consultant firms, and to assure that the most recent State requirements are folded into our procedures. The need to republish the document through desk-top-publishing so that it can be readily updated in the future is also high. HOURLY REQUIREMENTS Planning Division .........40 Contract Services .........no* NA NA COST *The City Attorney anticipates needing con- tract services to complete this assignment, within current budget. 97/98 INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources [] Administrative Services [] Fire Dept. [] Police Dept. ¯ [] Auditor 91 STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 96/97 Div. Lead: Contract: Nancy Lytle (40) none for Planning 97/98 MISCELLANEOUS Date of Assignment: June 1995 Multi-year: No Expected Completion Date: July 1996 Origin of Issue: Staff 92 PROJECT DESCRIPTION The CIP Design consultant assists city staff from all Departments in incorporating aesthetic and design elements into public improvements. Specific work tasks include project assistance, facilitation or coordination for inclusion of art in various projects, CIP project evaluation for design issues and code evaluation for implementation of broader design objectives. PROJECT JUSTIFICATION The CIP Design Consultant has produced improved design for City projects, incorporated art and aesthetics in projects and in some cases has reduced project costs. HOURLY REQUIREMENTS Planning Division .........50 Contract Services .........500 97/98 Planning Division ............50 Contract Services ............500 COST $40,000 for contract services - within current budget. 97/98 $40,000 for contract services - within current budget. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 93 STAFF MEMBERS 96/97 97/98 Div. Lead: Jim Gilliland (50)Div. Lead: Contract: yes (see Cost)Contract: MISCELLANEOUS Jim Gilliland (50) yes (see Cost) Date of Assignment: October 1994 Multi-year: Yes Expected Completion Date: On-going Origin of Issue: Council, Planning Commission, A~’chitecmral Review Board, Public Arts Commission 94 Program 96/97/98 PROJECT DESCRIPTION Public Works has studied and analyzed the use of the former Los Altos Treatment Plant at the end of San Antonio Road for refuse collection, a vehicle yard, and a construction staging yard. The City is now in negotiations with the City of Los Altos for acquisition of the property. An EIR will be prepared in 1996/97 to evaluate a proposed annexation of the lands to the City of Palo Alto through a LAFCO process, and the use of the property for a variety of public purposes. PROJECT JUSTIFICATION An EIR for this site needs to be evaluated for several alternative city functions. HOURLY REQUIREMENTS Planning Division .........60 Contract Services ..........no 97/98 Planning Division ............60 Contract Services .............no COST 96/97 97/98 None.None. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 95 STAFF MEMBERS 5/97 Div. Lead: Jim Gilliland (60) Contract: no: 97/98 Div. Lead: Contract: Jim Gilliland (60) no MISCELLANEOUS Date of Assignment: Multi-year: Yes Expected Completion Date: Origin of Issue: Council 1997 96 rogra 96/97/98 PROJECT DESCRIPTION In March 1994, the City Council approved a comprehensive parking plan for downtown Palo Alto. One of the elements of the Parking Plan is consideration of a new parking structure. The purpose of the project is to investigate the overall feasibility of the development of a parking structure on one or more sites and submit a recommendation to the City Council. The study will include conceptual designs, cost estimates, environmental issues, economic impacts, and consideration of mixed-use concepts. Transportation Division has the lead on the project with Planning Division Staff serving on the Project Study Committee.. PROJECT JUSTIFICATION The current parking deficiency, as indicated in the annual Downtown Monitoring Program report, is estimated to be 1,500 spaces. A significant number of downtown patrons and employees intrude with parking into the adjoining neighborhoods. The Chamber of Commerce and Downtown Marketing Committee and property owners have voiced serious concerns regarding the parking deficit. The study would determine the feasibility of constructing a parking structure or structures downtown to provide needed additional parking. HOURLY REQUIREMENTS Planning Division .........60 Contract Services ..........no COST 97/98 Planning Division ............60 Contract Services .............no 96/97 97/98 None.None. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources []Administrative Services []Fire Dept. []Police Dept. []Auditor 97 STAFF RECOMMENDATION [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended q6/97 Div. Lead: Jim Gilliland (60) 97/98 Div. Lead: Jim Gilliland (60) MISCELLANEOUS Date of Assignment: March 1994 Multi-year: Yes Expected Completion Date: Phase 1 study- April 1996 Origin of Issue: Council 98 PROJECT DESCRIPTION Involves coordination among departments and agencies, assisting with environmental review and permitting, and processing of planning permits, when required. There are 22 projects that are included in the proposed 1996-2001 CIP and ’,,re expected to be completed through their entitlements in 1996-97. The estimated time commitment for planning staff review and assistance for each project assumes 20 hours of staff time on average. The time estimated represents staff commitment on these various projects during FYs 96/97 and 97/98 only. LIST OF PROJECTS: Public Works 96197 OG Bond Assessments OPermit Streamlining OBackflow Devices OBarron Park Storm Drainage OPage Mill/JSB intersection OTraffic Circle/Traffic Calming OArastradero Dam/Creek OAlma/Charleston/Meadow landscape OGIS Application Coordination ODowntown Urban Design OSan Francisquito Creek Erosion OPublic Buildings (Structural) OAlma St. Bicycle Bridge OHarbor Marsh Restoration OGolf Course Master Plan Public Works 97/98 OG Bond Assessments OBackflow Devices (CIP) OBarron Park Storm Drainage OArastradero Dam/Creek OGIS Application Coordination ODowntown Urban Design OPublic Buildings (Structural) OHarbor Marsh Restoration OGolf Course Master Plan OHanover & Page Mill Inter- section Design Facilities 96197 OADA Exterior Signage OChildren’s Theater Storage Shed 072" storm drain replacement Facilities 97/98 OUnknown Transportation 96197 OEmbarcadero Bike Path/bridge OPed/Bike grade separalion/Cal Ave Underpass OECR/Maybell Improvements OTraffic Signal Controllers Transportation 97/98 OUnknown Utilities 96/97 OAssume 8 projects Utilities 97/98 OAssume 8 projects PROJECT JUSTIFICATION Planning staff involvement in CIP and other City-sponsored projects is required. Many of these projects require environmental review, design review or planning permits, as well as interdepartmental coordination. HOURLY REQUIREMENTS 5/97 Planning Division ........450 Contract Services ..........no 97/98 Planning Division ...........400 Contract Services .............no 99 COST 96/97 97/98 None.None. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Depto []Attomey’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 6197 Div. Lead: Staff: Jim Gilliland (150) Virginia Warheit (300) Contract: no 97/ Div. Lead: Staff: Contract: Jim Gilliland (150) Virginia Warheit (150) Brian Dolan (100) no MISCELLANEOUS Date of Assignment: Various CIP adoption dates Multi-year: Yes Expected Completion Date: On-going Origin of Issue: Council 100 Planning.Division rogram 96/ 98 PROJECT DESCRIPTION This function includes reviewing plans and proposals referred by the Real Estate Division, participating in tenant selection, coordinating necessary entitlements, environmental and design review. Each project averages 35 hours of Planning Division staff time. LIST OF PROJECTS: QWilliams House QUniversity Ave. Depot ~Senior Center Temp Signs ¯ Sea Scout Building ~Duncan Place Well Site Sale ¯Tower Well Site QWinterlodge Tennis Courts/Park ~Arastra House Re-use PROJECT JUSTIFICATION These are on-going functions that require Planning input in order to completely assess the impact of certain projects and proposals, obtain appropriate tenants and uses and complete physical modifications. HOURLY REQUIREMENTS Planning Division ........300 Contract Services ..........no 97/98 Planning Division ...........300 Contract Services .............no COST 96/97.97/98 None.None. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. []Building Div. []Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor 101 [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended q6/97 Div. Lead:Jim Gilliland (150) Staff:Virginia Warheit (150) Contract:no MISCELLANEOUS 97/98 Div. Lead:Jim Gilliland (150) Staff:Virginia Warheit (150) Contract:no Date of Assignment: Annual Multi-year: Yes Expected Completion Date: On-going Origin of Issue: Council & City Manager 102 96/97/98 PROJECT DESCRIPTION This function includes reviewing plans from other agencies and providing cooperative assistance to neighboring cities, including Menlo Park, East Palo Alto, Los Altos, Los Altos Hills, and Mountain View. This function also includes a unique referral relationship for activity on Stanford lands in unincorporated Santa Clara County PROJECT JUSTIFICATION Projects for neighboring cities and Stanford should be reviewed for consistency with Palo Alto goals and objectives. Plans that Stanford intends to process this year include: LIST OF PROJECTS: OHousing Project near golf course OCampus Transit Mall ~Manzanita Housing Project ~Stanford Museum restoration and expansion ~Tennis Stadium expansion ~Quarry Rectangle Parking lot OHospital lobby & entry im- provements ¯ ASA Science/Engineering Quad ~Galvez Rd. Reconfiguration ~Serra Mall II ¯East transit Mall OASA Science!Engineering Quad ®Cancer Center Also, we would expect to receive another 6 miscellaneous Santa Clara Architectural & Site Approval referrals or other jurisdiction’s referral items (Staff time averages 10 hours per each referral item reviewed). HOURLY REQUIREMENTS Planning Division ........100 Contract Services ..........no 97/98 Planning Division ...........100 Contract Services .............no COST 96/97 97/98 None.None. INVOLVEMENT OF OTHER DEPARTMENTS [] Transportation Div.[] Attorney’s Office [] Administrative Services 103 []Building Div. []Public Works Dept. []Utilities Dept. []Manager’s Office []Community Services [].Human Resources STAFF RECOMMENDATION []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Consider again in 98/99 STAFF MEMBERS [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment [] Not recommended 96/97 97/98 Div. Lead:Nancy Lytle (40)Div. Lead:Nancy Lytle (40) Staff:Jim Gilliland (60)Staff:Jim Gilliland (60) Contract:no Contract:no MISCELLANEOUS Date of Assignment: Multi-year: Yes Expected Completion Date: On-going Origin of Issue: Council, Stanford University, Local Agencies and Neighboring Cities 104 Program 96/97/98 PROJECT DESCRIPTION This function includes reviewing plans, legislation, guidelines, and rules from regional, state and federal agencies. For the coming year, the p6mary role is anticipated to be in the area of reviewing state legislation regarding changes to environmental laws and housing element reform, and to changes in federal programs such as HOME and CDBG. PROJECT JUSTIFICATION Legislative and regulatory changes can have a profound effect on the workload of local governments and can provide for funding assistance. HOURLY REQUIREMENTS Planning Division ........50* Contract Services ..........no 97/98 Planning Division ...........50* Contract Services .............no *Does not include the time of the Director of Planning and Community Environment COST 96/97 97/98 None.None. INVOLVEMENT OF OTHER DEPARTMENTS []Transportation Div. .13 Building Div. ~Public Works Dept. []Utilities Dept. []Attorney’s Office []Manager’s Office []Community Services []Human Resources STAFF RECOMMENDATION []Administrative Services []Fire Dept. []Police Dept. []Auditor [] Recommended for 96/97 [] Recommended for 97/98 [] Possible for 96/97 w/budget amendment [] Possible for 97/98 w/budget amendment 105 [] Consider again in 98/99 [] Not recommended STAFF MEMBERS 96/97 97/98 Dept. Lead: Ken Schreiber Dept. Lead: Div. Lead: Nancy Lytle (50)Div. Lead: Contract: no Contract: Ken Schreiber Nancy Lytle (50) no MISCELLANEOUS Date of Assignment: On-going Multi-year: Yes Expected Completion Date: On-going Origin of Issue: Federal, State and Regional decision-makers 106 Planning Division Program 98 AVAILABLE TIME IN DIVISION (breakdown)* MANAGEMENT: Chief Planninq Official ICPO) 52 weeks at 40 hours ...........’ ....................................2,080 Less 45 days (15 days vacation, 12 days Holiday, 6 days sick, 2 days personal business, 5 days training, 5 days professional development) .......................360 Less Management and Administration (Personnel evaluations and issues, progress reports from supervised staff and supervisor, problem solving, cross education, Work Program, Boards & Commissions retreats/orientation, interdepartmental relations)900 TOTAL CPO TIME AVAILABLE FOR WORK PROGRAM ITEMS ...............820 Assistant Planning Official (APO) 52 weeks at 40 ...................................................2,080 Less 50 days (See CPO with 20 days vacation) ...................................400 Less Management and Administration (See CPO) ...........................450 TOTAL APO TIME AVAILABLE FOR WORK PROGRAM ITEMS ....... .......1,230 Zonina Administrator (ZA) 52 weeks at 40 ...................................................2,080 Less 45 days (See CPO) ..............................................360 Less Zoning Administration (Hearings, applicant meetings, decision making, code interpretation) ...........540 Less Development Mon.itoring Projects (Process Planning Entitlement’s) ...................................330 Less Management and Administration (See CPO) ............................540 TOTAL ZA TIME AVAILABLE FOR WORK PROGRAM ITEMS ................310 TOTAL MANAGEMENT TIME AVAILABLE ...................2,360 *Does not include the time of the Director of Planning and Community Environment 107 108 STAFF: Planner Hours Available 52 weeks at 40 hours ..........’ .....................................2,080 Less 50 days (15 days average vacation, 12 days Holiday, 6 days sick, 2 days personal business, 5 days floaters, 5 days training, 5 days professional development) .....400 Less 6 hours per week x 42 remaining weeks (Staff meetings, time management, mail, counter rotation and other similar functions) ......................................252 TOTAL PLANNER TIME AVAILABLE FOR WORK PROGRAM ITEMS ..........1,428 Planning Division Full Time E(]uivalent 1. Full Time Senior Planner (Virginia Warheit) ..................................1.00 1 Full Time Senior Planner (Brian Dolan) ....................................1.00 1 3/4 Time Senior Planner (Less.20 for budget) (Lori Topley) ........................55 1 Full Time Housing Planner (Less .25 for on-going projects, monitoring, etc. *)(Cathy Seigel) 0.75 1 3/4 Time Planner (Gloria Humble) ........................................0.75 1 1/3 Time Planning Technician (Phil Dascombe) ...............................0.3.__~5 FULL TIME EQUIVALENT PLANNERS ................................4.40 TOTAL PLANNER TIME AVAILABLE (Hours x 4.40 FTE) .........6,283 TOTAL MANAGEMENT AND PLANNER TIME AVAILABLE FOR WORK PROGRAM ITEMS 2,360 + 6,283 .................................................8,643 TOTAL HOURS AVAILABLE FOR WORK PROGRAM .............8,643 * 330 Emerson Housing Project - 120 hours, Administration of City’s Housing In-Lieu Funds - 120 hours, Monitoring and Oversight of the BMR program - 120 hours, FY 1992 HOME Grant Administration - 50 hours, Barker Hotel - 40 hours, Consolidated Plan Annual Performance Report - 56 hours and others 109 110 Division Program 98 DIRECTOR OF PLANNING AND COMMUNITY ENVIRONMENT: 52 weeks at 40 hours .............................................2,080 Less 44 days (20 days vacation, 12 days Holiday, 2 days sick, 5 days training, 5 days professional development) .....................................352 Less Management and Administration (Personnel evaluations and issues, progress reports from supervised staff and supervisor, problem solving, cross education, Work Program, Boards & Commissions retreats/orientation, interdepartmental relations) ............30_.__0.0 TOTAL DIRECTOR TIME AVAILABLE FOR WORK PROGRAM ITEMS ............1428 Local and Interdepartmental ..............................100 ClP Project Review .....................................77 Sub-regional Coordination ...............................100 Regional Coordination ...................................50 PAMF .............................................125 Stanford ...........................................120 Comprehensive Plan ...................................420 CAP ..............................................210 Sand Hill Corridor .....................................226 1428 111 112 113 ATTACHMENT A GENERAL FUND SUMMARY OF CHANGES TO 1996-98 PROPOSED BUDGET 1996-97 1997-98 Finance Committee Changes: Historic Resources Board Zoning Ordinance Downtown Health and Safety Enhancement Program Reduction in equity transfer from Water Fund (60,500) (217,500) (422,000) Staff Recommended Changes: Foothills trail maintenance and Recreation furniture Add funds for MSC security service Reduction in vehicle replacement and maintenance costs All other Changes (see attached Exhibit B) (21,625)(15,000) (32,400)(32,400) 35,412 36,296 36,337 36,403 Net Positive (Negative) Impact of all Recommended Changes (682,276)25,299 ATTACHMENT B Recommended Changes to Department Key Plan Italicized information indicates changes to the Department Key Plan. Police Department Changed Key Plan in Proactive Policing Services: Increase police presence and enforcement efforts associated with criminal behavior in the downtown area through the implementation of the Downtown Health and Safety Enhancement Program. ATTACHMENT B Champion the value, the appreciation, and understanding of the performing arts for adult audiences. Salaries and Benefits Non-Salaries Allocated Expenses TOTAL EXPENDITURES FULL TIME POSITIONS TEMPORARY POSITIONS 1995-96 1995-96 6 MONTH ADJUSTED ACTUALS BUDGET $20,730 $85,138 28,375 30,592 5,137 4,870 $54 241 $120,600 1.05 1.05 0.26 0.26 1996-97 , PROPOSED BUDGET $85,6oo 20,872 10,476 $116,848 ! ,05 0.26 1996-97 BUDGET CHANGE $(362) (9,720) 5,606 $(4,476) 0.00 0.00 1997-98 PROPOSEDi BUDGET" $8L585 ~i 20,872~’~ 10,637~ $119,064- 1.05 0.26 1997-98 BUDGET CHANGE $2,055 0 161 $2,216 0.00 0.00 IMPACT MEASURES 1. To offer 175 performances. 2. Produce 50 (revised from 5 l) music and dance concerts throughout Paio Alto. 3. Offer 100 (revised from 92) performing arts classes. 1995-96 1995-96 1996-97 1997-98 ADJUSTED ESTIMATED PROPOSED PROPOSED BUDGET ACTUALS BUDGET BUDGET 175 1’75 175 175 51 53 50 50 92 95 100 100 Work with the Community to strengthen the health and vitality of the arts in Palo Alto. Salaries and Benefits Non-Salaries Allocated Expenses TOTAL EXPENDITURES FULL TIME POSITIONS TEMPORARY POSITIONS 1995-96 1995-96 1996-97 6MONTH ADJUSTED i PROPOSED ACTUALS BUDGET -BUDGET- $56,782 $135,963 $136,289 19,835 53,519 .~ 54,203 9,784 9,276 ° !1,640 $86,402 $198758 -$202,132 2.00 2.00 1996-97 BUDGET CHANGE $327 684 2,364 $3,375 0.00 0.00 199798 PROPOSED BUDGET $!39,407 54,203 $208,429 0.30 1997-98 BUDGET CHANGE $3,118 0 179 $3,297 0.00 0.00 IMPACT MEASURES I1. Support the ASD/Real Estate Functional Area efforts to maintain 90 percent occupancy of the Cubberley studio project. 2. Provide opportunities and training for 1,000 volunteers. 1995-96 ADJUSTED BUDGET 90% -1000 1995-96 ESTIMATED ACTUALS 95% 980 1996-97 PROPOSED BUDGET 9O% 1000 1997-98 PROPOSED BUDGET 90% 1100 Champion the value, the appreciation and understanding of the visual arts. ? Salaries and Benefits Non-Salaries Allocated Expenses TOTAL EXPENDITURES FULL TIME POSITIONS TEMPORARY POSITIONS 1995-~6 1995-96 6 MONTH ADJUSTED ACTUALS BUDGET $200,292 $396,361 93,625 195,740 26,522 26,327 $320,439 $618,428 5.10 5.10 1.98 1.98 1996-97 PROPOSED BUDGET $380,225 184,917 22,546 $587,688 5,10 1 ;98 1996-97 BUDGET CHANGE $(16,136) (10,823) (3,781) $(30,740) 0.00 0.00 1997~98 PROPOSEDeU[~GET $388,4~91 ~184,917~i 23,063:~ $596,420:: 5.10: 1.98 1997-98 BUDGET CHANGE $8,214 0 517 $8,731 0.00 0.00 1995-96 1995-96 ,1996-97 1997-98 ADJUSTED ESTIMATED PROPOSED PROPOSED IMPACT MEASURES BUDGET ACTUALS BUDGET BUDGET 1. Offer 10 exhibitions each year.10 12 10 10 2. Offer 350 classes, workshops, and tours in the visual arts.350 399 350 350 3. Increase total number of visitors to the Cultural Center by 5%5%5"/o 5"/o 5 percent in comparison to previous year’s attendance. Champion the value, the appreciation and understanding of the performing arts for children, young people and families. Salaries and Benefits Non-Salaries Allocated Expenses TOTAL EXPENDITURES FULL TIME POSITIONS TEMPORARY POSITIONS 1995-96 1995-96 6 MONTH ADJUSTED ACTUALS BUDGET $200,490 $347,848 100,576 237,815 23,553 22,967 $324,619 $608,629 4.65 4.65 1.24 1.24 1996-97 PROPOSED BUDGET ~ l ~ $347,894 ~-248,~3s. ..... $6, o,s60 4.65 1,24 1996-97 BUDGET CHANGE $46 10,420 11,564 $22,030 0.00 0.00 1997-98 PROPOSED BUDGET $355,927. - 248;235 ........ $639,317 1997-98 BUDGET CHANGE $8,033 0 624 $8,657 0.00 0.00 IMPACT MEASURES 1.Achieve 160 performances, classes, workshops, and activities for family audiences. 2. Offer Children’s Theater participation (hands-on) opportunities to 2,600 young people. 3. Achieve 22,115 attendees/audience at Children’s Theater productions, classes, workshops, tours and related activities. 1995-96 ADJUSTED BUDGET 160 2,600 22,115 1995-96 ESTIMATED ACTUALS 160 2,600 22,115 1996-97 PROPOSED BUDGET 160 2,600 22,115 1997-98 PROPOSED BUDGET 180 3,000 25,000 133 ATTACHMENT C ~ 1996-98 GENERAL FUND SUMMARY INCLUDING FINANCE COMMITTEE RECOMMENDATIONS Adjusted 1995-96 Budget Revenues Sales taxes Property taxes Utility users tax Transient Occupancy Tax Other taxes, fines, and penalties Service fees & permits Charges to Other Funds Rental Income Other Revenues Total Revenues Plus Operating Transfers In Expenditures Administrative Departments Community Services Fire Planning Police Public Works Non-Departmental Total Expenditures Adjustment For Negotiated Salary Increass Operating Transfers Out $16,688 $7,620 $5,231 $3,930 4,541 $4,716 $8,083 $6,451 $9,850 $6,985 69,554 11,749 11,535 15,863 12,359 3,897 14,812 9,700 5,547 73,713 5,672 547 5,744 Changes Proposed 1996-97 to Adopted 1995-96 481 152 (64) 0 25 551 739 40 364 2,288 604 495 412 210 245 350 3O9 2,162 4,183 (547) (48) Changes Proposed 97-98to Proposed 96-97 343 156 20 0 73 101 141 33 (12) 855 975 1,830 90 288 252 (41) 53 198 627 1,467 (867) 600 $1,230 PROJECT DESCRIPTION Periodically the City contracts with outside consultants to perform analysis of the capabilities of the City water wells, distribution system, water treatment processes and water system storage. Previous water system studies were performed in 1957 and 1982. These studies are performed to provide capital improvement guidance and to ascertain if the existing water system facilities are adequate within the present regional water supply system. Recent changes in the operations and distribution of the regional water supply system (Hetch-Hetchy) may require the City to construct more storage and/or, wells to meet the City’s water demand during regional water system emergencies. PROJECT JUSTIFICATION This study project is needed to provide planning guidance for construction of future water system wells, emergency water storage and water distribution system main extensions and replacements. This study will also provide guidance for the maintenance and operation of the City’s emergency well system,, develop recommendations on well water treatment that will meet the Department of Health Services requirements for emergency wells and develop recommendations regarding regional water storage and system storage requirements. The consultant will study and calibrate the existing City water system model to demonstrate the recommended water, well and storage system improvements. As part of the study, a water system audit will be performed to identify distribution system areas with large unaccounted for water losses. Capital improvement projects and budget recommendations will also be developed as part of this overall water system study. The study recommended projects will be consistent with the Comprehensive Plan and be recommended for Council approval in future CIPs. FUTURE FINANCIAL REQUIREMENTS FISCAL YEAR PY Budget 1996-97 1997-98 1998-99 1999-00 2000-01 AMOUNT $275,000 Sources of Funding: Water FUnd COMPONENTS This study funding will be distributed approximately in the following study areas: Well System and Treatment - $80,000 Regional/Local Water Storage - $60,000 Water Distribution System - $135,000 iMPACT AND SUPPORT ANALYSIS ~Environmental:Environmental assessment will be done after project(s) have been designed and prior to any decision to carry out project. ~Design Elements:Above ground improvements will be reviewed for design elements. ~Operating:Utilities Department-Water Utility. No additional resources required; maintenance and operations unaffected. Telecommunications: None COMPREHENSIVE PLAN The Comprehensive Plan contains no policies or programs relevant to this projectT 108 ATTACHMENT F COMMUNITY DEVELOPMENT BLOCK GRANT FUND SOURCE OF FUNDS Housing & Urban Development Grant Program Income: Housing Improvement Project PA Housing Corporation TOTAL SOURCE OF FUNDS Adopted Budget Agency Requests 1995-96 1996-97 $822,000 772,680 135,000 50,000 15,000 10,000 $972,000 $832,680 USE OF FUNDS Public Service Catholic Charities-Ombudsman (01025) Emergency Housing Consortium (01018) Innovative Housing -Shared (01031) Palo Alto Housing Corp. Info & Ref (01047) Urban Ministry (01024) Outreach and Escort - Paratransit Subsidies (01065) Mental Health Advocacy Community Services Agency Santa Clara Valley Multi-Service Center Women in Need Now Subtotal: Public Service ,,13,200, I0,700 ’ 13,300 37,100 60,000 4,000 0 0 0 0 $138,300 ’13,860 I 1,200 20,000 55,700 62,500 8,000 13,000 50,000 3,614 135,000 $372,874 Planning and Administration City of Palo Alto (01003) Mid-Pen Citizens For Fair Housing (010i6)’ Subtotal: Administration 138,000 ¯ :16,275 $154,275 140,000 20,089 $160,089 Housing, Economic Development and Capital Projects City of Palo Alto Project Delivery (01003) city 0r Palo Alto Ho~ing DeveloPment Fund (01053) SCC- Senior Home Repairs (01006) Innovative Housing - Illinois St. (01066) Paio Alto Housing Corp.-Arastradero Park (01058) Palo Alto Housing Corp. - Emerson (01067) 39,725 351,200 11,000 0 0 0 40,000 12,000 21,000 286,380 69,300 Proposed Budget 1996-97 . 50,00O 10,000 $852,000 t3,50o 29,300 58,000 6,000 0 O 0 0 $131,100 140,000 19,600 $159,600 40,000 363,832 12,000 21,000 286,380 69,30O COMMUNITY DEVELOPMENT BLOCK GRANT FUND SOURCE OF FUNDS Adopted Budget Agency Requests 1995-96 1996-97 Stevenson Housing Corp. - New Roof 0 110,000 Palo Alto Housing Corp. - Waldo 0 49,171 Lytton Gardens- Air Conditioning 0 81,056 YWCA - Women’ s Entrepreneur Loan Program (01061 )35,000 0 C.A.R. Swim Center Restroom (01062)36,100 0 PACCC - Ventura Community Center (01063)183,000 0 Pacific Art League - Disabled Access (01064)23,400 0 Peninsula Children’s Center - Energy Improvements 0 20,000 Subtotal: Housing/Community Facilities $679,425 $1,168,907 TOTAL USE OF FUNDS Proposed Budget 1996-97 0 0 0 0 0 0 0 0 $792,512 PRIOR YEAR ALLOCATIONS $0 $869,190 $231,212 Note: Shaded areas indicate where proposed funding has changed as a result of an increase in Federal funding. RESOLUTION NO. RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING UTILITY RATE SCHEDULES G-I, G-2 AND G-7 OF THE CITY OF PALO ALTO .UTILITIES RATES AND CHARGES PERTAINING TO GENERAL AND LARGE COMMERCIAL NATURAL GAS SERVICE The Council of the City of Palo Alto does hereby RESOLVE as follows: SECTION I. Pursuant to Section 12.20.010 of the Palo Alto Municipal Code, Schedules G-I (General Natural Gas Service), G-2 (General Natural Gas Service), and G-7 (Large Commercial Natural Gas Service) of the Palo Alto Utilities Rates and Charges are ¯ hereby amended to read inaccordance with Sheets G-l-l, G-2-1, and G-7-1 attached hereto and incorporated herein by reference. The foregoing Utility Rate Schedules, as amended and as adopted, shall become effective July I, 1996. SECTION 2. The Council finds that the revenue derived from the authorized adjustments of the general natural gas service rates shall be used only for the purposes set forth in Article VII, Section 2, of the Charter of the City of Palo Alto. SECTION 3. The Council finds that the adoption of this resolution does not constitute a project under the California Environmental Quality Act, California Public Resources Code section 21080, subdivision (b) (8). INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST:APPROVED: City Clerk Mayor APPROVED AS TO FORM:City Manager Senior Asst. City Attorney Deputy City Manager Administrative Services Director of Utilities 960416 ayn 0070950 - GENERAL NATURAL GAS SERVICE UTILITY RATE SCHEDULE G-1 A. APPLICABILITY: This schedule applies to all natural gas service to individually metered single family premises, including those separately metered in a multi-family complex. B. TERRITORY: Within the service area of the City of Palo Alto and on land owned or leased by the City. C. RATES: 1. G1-R Commodity Charge:(For individually metered residential customers.) . Per Meter (A) Summer Rate (May 1 to October 31):Per Month 0-20 therms per therm ...................................43.1¢ Over 20 therms per therm ................................63.4¢ (B) Winter Rate (Nov. 1 to April 30): 0-96 therms pe.r therm ...................................43.1¢ Over 96 therms per therm ................................63.4¢ D. SPECIAL NOTES: Seasonal rate changes: The applicable residential rate structure will be prorated in the May and November billing periods based on the rates of the number of days prior to May 1 and subsequent to October 31, respectively, to the total number of days in the billing period. CITY OF PALO ALTO UTILITIES Issued by the City Council Supersedes Sheet No. G-1-1 dated 7-1-94 Effective 7-1-96 Sheet No. G-1-1 GENERAL NATURAL GAS SERVICE UTILITY RATE SCHEDULE G-2 A. APPLICABILITY: This schedule applies to all non-residential core customers. Core customers are defined as customers using less than 250,000 Therms per year at a single address. In addition, this schedule applies to non-core customers who elect to be served under this schedule. B.Territory: Within the service area ofthe City of Palo Alto and on land owned or leased by the City. C.Rates: All year-round delivered commodity: Per Therm ...............................................50.8¢ CITY OF PALO ALTO UTILITIES Issued by the City Council Supercedes Sheet No. G-1-1 dated 7-1-94 Effective 7-1-96 Original Sheet No. G-2-1 GENERAL NATURAL GAS SERVICE UTILITY RATE SCHEDULE G-7 A. APPLICABILITY: This schedule applies to non-residential customers who use at least 250,000 therms per year at one site. Customers served under this Rate Schedule accept a higher risk of curtailment than customers served on Commercial natural Gas Rate Schedule G-2. B. Territory: Within the service area of the City of Palo Alto and on land owned or leased by the City. C. Rates: Per Meter Per Month All year-round delivered commodity Per Therm ...................................................36.6¢ D. SPECIAL CONDITION: Service under this schedule is subject to discontinuance in whole or in part in case of actual or anticipated shortage of natural gas resulting from an insufficient supply, inadequate transmission or delivery capacity of facilities, or shortage requirements. Customers served under this schedule will be curtailed only if the City experiences supply or transmission shortages in excess of its non-core service under Rate Schedules G-3 and G-4 as specified in the non-core service agreement. = The City will attempt to minimize the disruption of providing adequate notice prior to curtailment. The City will not be liable for damages occasioned by interruption or discontinuance of service supplied under this schedule. A customer may qualify for service under this schedule for more than one account if the accounts are located on one site. A site shall be defined as contiguous parcels of land with no intervening right-of-way (e.g. streets) and have a common billing address. CITY OF PALO ALTO UTILITIES Issued by the City Council Supersedes Original Sheet No. G-7-1 dated 7-1-95 Effective 7-1-96 Sheet No. G-7-1 RESOLUTION NO. RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING UTILITY RATE SCHEDULES S-I AND S-2 OF THE CITY OF PALO ALTO UTILITIES RATES AND CHARGES PERTAINING TO DOMESTIC AND COMMERCIAL WASTEWATER COLLECTION WHEREAS, the Council has considered the need for an adjustment to wastewater collection rates; NOW, THEREFORE, the Counci! of the City of Palo Alto does hereby RESOLVE as follows: SECTION’1. Pursuant to Section 12.20.010 of the Palo Alto Municipal Code, Utility Rate Schedule S-I (Domestic Wastewater Collection and Disposal), and Utility Rate Schedule S-2 (Commercial Wastewater Collection and Disposal) of the Palo Alto Utilities Rates and Charges are hereby amended to read in accordance with the sheets captioned "Utility Rate Schedule S-I-I," "Utility Rate Schedule S-2-I," and "Utility’Rate Schedule S-2-2," attached hereto and incorporated herein by this reference. The foregoing Utility Rate Schedules shall become effective on July I, 1996. SECTION 2. The Council finds that the revenue derived from the authorized adjustments of wastewater collection and disposal rates by the City Manager shall be used only for the purposes set forth in the Article VII, Section 2, of the Charter of the City of Palo Alto. SECTION 3. The Council finds that the adoption of this resolution is exempted under the CEQA Guidelines under Section 15273 of Title 14 of the California Code of Regulations. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST:APPROVED: City Clerk Mayor APPROVED AS TO FORM:City Manager Senior Asst. City Attorney Deputy City Manager, Administrative Services Director of Utilities 960417 ~yn 0070951 DOMESTIC WASTEWATER COLLECTION AND DISPOSAL UTILITY RATE SCHEDULE S-1 A.APPLICABILITY: This schedule applies to each occupied domestic dwellir~g unit. B.TERRITORY: Within the incorporated limits of the City of Palo Alto and on land owned or leased by thecity. C. RATES: Per Month Each domestic dwelling unit ......................$13.00 D. SPECIAL NOTES: An occupied domestic dwelling is designated as any house, cottage, flat, duplex unit, or apartment unit having kitchen, bath, and sleeping facilities and to which utilities services are being rendered. 2.Any dwelling unit being individually served by a water, gas, or electric meter will be considered as continuously occupied. 3.For two or more occupied dwelling units served by one water meter, the monthly wastewater charge will be calculated by multiplying the current wastewater rate by the number of dwelling units. 4.Each developed separate lot shall have a separate service lateral to a sanitary main or manhole. CITY OF PALO ALTO UTILITIES Issued by the City Council Supersedes Sheet No. S-1-1 dated 7-1-93 Effective 7-1-96 Original Sheet No. S-1-1 COMMERCIAL WASTEWATER COLLECTION AND DISPOSAL UTILITY RATE SCHEDULE S-2 A.APPLICABILITY: This schedule applies to all establishments other than domestic dwelling units. B.TERRITORY: Within the incorporated limits of the City of Palo Alto and on land owned or leased by the city. C. RATES: 1. Restaurants (A) Minimum charge per connection per month .................$13.00 (B) Quantity Rates: Based on metered water, per 100 cubic feet ................$ 4.77 2.Any establishment discharging sewage in excess of 25,000 gallons or quality equivalent of sewage per day as determined by metered water usaqe and sampling. (A)Collection System Operation, Maintenance, and Infiltration Inflow: $1,046.00 per million gallons ($0.78 per 100 cubic feet of metered water). (B)Advanced Waste Treatment Operations and Maintenance Charge: $789.00 per million gallons ($0.59 per 100 cubic feet of metered water). (C)$ 174.00 per 1000 pounds of COD (D)$ 372.00 per 1000 pounds of SS (E)$ 2,321.00 per 1000 pounds of NH3 (F)$10,955.00 per 1000 pounds of toxics* *Toxics include sum of chromium, copper, cyanide, lead, nickel, silver and zinc. CITY’ OF PALO ALTO UTILITIES Issued by the City Council Supersedes Sheet No. S-2-1 dated 7-1-93 Effective 7-1-96 Sheet No S-2-1 COMMERCIAL WASTEWATER COLLECTION AND DISPOSAL UTILITY RATE SCHEDULE S-2 (Continued) 3. All Other Establishments (A) Minimum Charge per connection per month .................$13.00 (B) Quantity Rates: Based on metered water per 100 cubic feet ..................$ 2.54 SPECIAL NOTES: = Upon application from establishments maintaining extensive irrigatedlandscaping, the monthly charge will be based upon the average water usage for the months of January, February and March. If a water meter is identified as exclusively serving irrigation landscaping, such meter will be exempted from sewer charge calculations. Sewage metering facilities may be required, in which case service will be governed by terms of a special agreement. Charges for large discharges (25,000 gallons per day or greater) will be determined on the basis of sampling as outlined in Utilities Rule and Regulation 23C. However, for purposes of arriving at an accurate flow estimate, discharge meters, if installed, can be utilized to measure outflow for billing purposes. Annual charges will be determined and allocated monthly for billing purposes. 4. Dischargers of Unmetered Contaminated Groundwater Quantity rates .for collection and treatment of the contaminated groundwater will be based on the same rates applicable to metered usage for customers discharging less than 25,000 gallons of sewage per day. Discharge permits are issued by the Environmental Compliance Manager at the Water Quality Control Plant, 2501 Embarcadero Way, Palo Alto. 5.Industrial Waste Discharqe Fee A fee of $500 will be required for the issuance of an Industrial Discharge Permit, including any Exceptional Waste Permits. This fee may be reduced to $100 for a one-time batch discharge permit. CITY OF PALO ALTO UTILITIES Issued by the City Council Supersedes Sheet No. S-2-2 dated 7-1-93 Effective 7-1-96 Sheet No S-2-2 RESOLUTION NO. RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING UTILITY RATE SCHEDULES R-l, R-I-FA, R-2, R-3 AND R-4 OF THE CITY OF PALO ALTO UTILITIES RATES AND CHARGES PERTAINING TO REFUSE COLLECTION WHEREAS, the Council has considered the need for an adjustment in refuse collection rates; .NOW, THEREFORE, the Council of the City of Palo Alto does hereby RESOLVE as follows: SECTION i. Pursuant to Section 12.20.010 of the Palo Alto Municipal Code, Utility Rate Schedules R-l, R-I-FA, R-2, R-3 and R-4 of the Palo Alto Utilities Rates and Charges are amended to read in accordance with the sheets captioned "Utility Rate Schedule R-l-l," "Utility Rate Schedule R-I-FA-I," "Utility Rate Schedule R- 2-1," "Utility Rate Schedule R-3-1,’’ "Utility Rate Schedule R-3-2," and "Utility Rat~ Schedule R-4-1," attached hereto and incorporated herein by this reference. The foregoing Utility Rate Schedules shall become effective on July i, 1996. SECTION 2. The Council finds that the revenue derived from the authorized adjustments of the refuse collection rates shall be used only for the purposes set forth in Article VII, Section 2, of the Charter of the City of Palo Alto. SECTION 3. The Council finds that the adoption of this resolution does not constitute a project under the California Environmental Quality Act, California Public Resources Code section 21080, subdivision (b) (8), in that the modification to the collection rates are for the following purposes: (a) Meeting operating expenses of the refuse collection program, landfill gas system maintenance, leachate collection and disposal program, City-generated hazardous waste disposal program, and long-term disposal obligations; (b) Meeting financial reserve requirements of the System Improvement Reserve Fund; and (c) Ol:~oaining funds for capital projects necessary to maintain service within existing service areas for the City’b landfill operation, closure and post-closure maintenance, and optional space for refuse collection and hauling services. INTRODUCED AND ~ASSED: AYES: NOES: ABSENT: 960418 syn 0070954 ABSTENTIONS : ATTEST :APPROVED: City Clerk Mayor APPROVED AS TO FDRM: Senior Asst. City Attorney City Manager Director of Public Works Deputy City Manager, Administrative Services 960418 syn 0070954 2 DOMESTIC REFUSE COLLECTION UTILITY RATE SCHEDULE R-1 B= C= APPLICABILITY: This schedule applies to each occupied* domestic dwelling as required by City ordinance. TERRITORY: Within the incorporated limits of the City of Palo Alto and on land owned or leased by the City located in Service Area 1. RATES: Separate single-f.amily domestic dwelling and apartment dwellings. MINIMUM CHARGE ........................................$18.00 The minimum charge is based upon the collection of refuse from one 32-gallon container. Number of Cans Per Month Collections Per Week One Two Three 1 $18.oo 2 37.05 3 56.15 4 75.20 5 94.30 6 113.35 75.2O 113.35 113.35 SPECIAL NOTES: *An occupied dweiling unit is defined as any home, apartment unit, cottage,flat, duplex unit, having kitchen, bath, and sleeping facilities, and to which gas or electric service is being rendered. A $16.3,~ service charge will be made if a return call is necessary in order to pick up containers previously missed by reason of locked gate, or other reasons which prevented service. An $14.20 rate is available for mini can collection, one collection per week in a City approved container ’not exceeding 20 gallons and 40 pounds. Mini can service cannot be combined with any other service. CITY OF PALO ALTO UTILITIES Issued by the City Council Supersedes Sheet No. R-1-1 dated 7-1-94 Effective 7-1-96 Sheet No. R-1-1 COMMERCIAL REFUSE COLLECTION UTILITY RATE SCHEDULE R-2 Cm APPLICABILITY: This schedule applies to all occupied* establishments other than domestic dwellings as required by City ordinance. TERRITORY: Within the incorporated limits of the City of Palo Alto and on land owned or leased by the City located in Service Area 1. RATES: MINIMUM CHARGE .................................$37.05 The minimum charge is based upon the collection of refuse from two 32-gallon standard containers. The monthly charge for any service not identified on this rate schedule will be determined by the contractor, Palo Alto Sanitation Company (PASCO). In the event that the customer and contractor cannot agree upon the charge, the City Engineer shall determine a charge that he or she considers t_o be just and reasonable and the contractor, in such event, shall provide the collection service at or below the charge determined by the City Engineer. The charge will be based upon the average amount of refuse collected from the establishment in containers of 32-gallon capacity. Per Month Collection Per Week Number of Cans One 2 $37.05 3 56.15 4 75.20 5 ’94.30 6 113.35 Two Three Five Si~x $75.20 $113.35 $189.65 $227.80 113.35 170.60 285.05 342.25 151.50 *An occupied establishment is defined as one to which gas or electric service is being rendered. CITY OF PALO ALTO UTILITIES Issued by the City Council Supersedes Sheet No. R-2-1 dated 7-1-94 Effective 7-1-96 Sheet No. R-2-1 REFUSE COLLECTION UTILITY RATE SCHEDULE R-1-FA A.APPLICABILITY: This schedule applies to all refuse ,collection service. B.TERRITORY: Within the incorporated limits of the City of Palo Alto and on land owned or leased by the City located in Service Area 2. C. RATES: SERVICE AREA 2: Minimum Monthly Charge ................................$18.00 Minimum charge provides for the collection of refuse from one 32-gallon container, one collection per week. Container must be located within five feet of public street or road. Each additional 32-gallon, per month .......................$19.10 D.SPECIAL CONDITIONS: 1.The contractor will determine the charge for service where refuse containers are located more than 150 feet from a public street or road for refuse which requires a special handling. 2.The City Engineer will determine the charges when there is a disagreement between the customer and contractor. 3.The contractor, does not provide weekly curbside collection for recyclables or compostable materials in Service Area 2. A $16.35 service charge will be made if a return call is necessary in order to pick up a sin, gle can not placed within 5 feet of a public street or road. CITY OF PALO ALTO UTILITIES Issued by the City Council Supersedes Sheet No.R-1-FA-1 dated 7-1-94 Effective 7-1-96 Sheet No. R-1-FA-1 COMMERCIAL REFUSE COLLECTION UTILITY RATE SCHEDULE R-3 C= APPLICABILITY: This schedule appliesto commercial establishments and multi-unit apartment dwellings using special refuse containers rented from the contractor. -- TERRITORY: Within the incorporated limits of the City of Palo Alto and on land owned or leased by the City located in Service Area 1. RATES: Any monthly charge for services not shown on a schedule of rates will be determined by the contractor, the Palo Alto Sanitation Company (PASCO). In the event that the customer and contractor cannot agree upon the charge, the City Engineer shall determine a charge that he or she considers to be just and reasonable and the contractor, in such event, shall provide the collection service at or below the charge determined by the City Engineer. The charge will be based on the average amount of refuse collected from the establishment in containers of 32-gallon capacity. Per Month Collection Per Week Number of Cubic Yards One $73.60 147.15 220.70 294.00 367.90 441.45 588.60 Two Three $147.15 $220.70 294.40 441.45 441.45 Five Si~x $367.90 $441.45 CITY OF PALO ALTO UTILITIES Issued by the City Council Supersedes Sheet No. R-3-1 dated 7-1-94 Effective 7-1-96 Sheet No. R-3-1 COMMERCIAL REFUSE COLLECTION UTILITY RATE SCHEDUL R-3 (Continued) Per Compacted Cubic Yard Stationary Packing Containers Quantity of refuse (Per compacted cubic yard) ...........................$36.80 DETACHABLE CONTAINER RENTAL CHARGE: Cubic Yard Per Month 1 $ 26.25 2 34.15 3-4 43.05 5-6 52.50 8-10 69.30 15 94.50 20 126.00 Optional Container Cleaning Charge ...............................27.05 SPECIAL PROVISION: The monthly charge to multi-unit apartment dwellings will be billed to the owner. Minimum service to apartment dwellings must be equal to one (1) thirty-two (32) gallon can per apartment per week. CITY OF PALO ALTO UTILITIES Issued by the City Council Supersedes Sheet No. R-3-2 dated 7-1-94 Effective 7-1-96 Sheet No. R-3-2 SPECIAL REFUSE COLLECTION UTILI’I-Y RATE SCHEDULE R-4 APPLICABILITY: This schedule applies to service rendered by the contractor upon specific request of an owner or tenant of premises for the collection of refuse that could not be removed by the regular collection service because of the quantity or quality of the refuse. Building materials and dirt are excluded from this service. B= C= TERRITORY: Within the incorporated limits of the City of Palo Alto and on land owned or leased by the City located in Service Area 1. RATES: MINIMUM CHARGE .......................................$36.80 Quantity of Refuse (Cubic Yards) 1 ................................................$36.80 2 ..................................................73.60 3 ................................................110.35 4 ................................................147.15 5 ................................., ...............183.95 D=SPECIAL PROVISION: Rates for the special collection of refuse in excess of five (5) cubic yards will be established by the contractor. Charges made under this schedule shall be added to the regular monthly utilities bill of the person receiving the service and payment thereof will be subject to Rule No. 8 and Rule No. 10 of the Utilities Rules and Regulations. CITY OF PALO ALTO UTILITIES Issued by the City Council Supersedes Sheet No. R-4-1 dated 7-1-94 Effective 7-1-96 Sheet No. R-4-1 RESOLUTION NO. RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE COMPENSATION PLAN FOR CLASSIFIED PERSONNEL (SEIU) ADOPTED BY RESOLUTION NO. 7346 AND AMENDED BY RESOLUTION NO. 7519, TO C H A N G E CERTAIN SALARIES AND CLASSIFICATIONS The Council of the City of Palo Alto does hereby RESOLVE as follows: SECTION i. Pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Compensation Plan adopted by Resolution No. 7346 and amended by Resolution No. 7519, is hereby amended by changing certain employee classifications and salaries, as set forth in Exhibit "A", attached hereto and incorporated herein by reference, effective July i, 1996. SECTION 2. The Deputy City Manager, Administrative Services is hereby authorized to implement the amended classifications and salaries as described in Section i. SECTION 3. The Council finds that this is not a project under the California Environmental Quality Act and, therefore, no environmental impact assessment is necessary. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: .. ATTEST: City Clerk APPROVED: Mayor APPROVED AS TO FORM:City Manager Senior Asst. Cit~ Attorney Deputy City Manager, Administrative Services Director of Human Resources 960606 lac 0031341 EXHIBIT A Class Number Class Title E-Step Hourlz Approx E-Step Monthly 227 Inspector, Field Services (Title change; replaces Inspector, PW/WGW) 23.98 4,156 242 Utilities Key Account Rep.24.91 (Title and salary change; replaces Industria! Adv. Util. Market Svcs.) 4,317 271 Utilities Locator (New classification) 20.46 3,546 272 Utilities Market Analyst (New classification) 21.69 3,759 RESOLUTION NO. RESOLUTION OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE COMPENSATION PLAN FOR MANAGEMENT AND CONFIDENTIAL PERSONNEL AND COUNCIL APPOINTED OFFICERS ADOPTED BY RESOLUTION NO. 7531, AND AMENDED BY RESOLUTION NOSo 7567 AND 7578, TO CHANGE CERTAIN SALARIES AND CLASSIFICATIONS The Council of the City of Palo Alto does RESOLVE as follows: SECTION I. Pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Management Compensation Plan, adopted by Resolution No. 7531, and amended by Resolution Nos. 7567 and 7578, is hereby amended by changing the employee classifications and salaries set forth in Exhibit "A", attached hereto and incorporated herein by reference, effective July i, 1996. SECTION 2. The Deputy City Manager, Administrative Services is authorized to implement the amended classifications and salaries as set forth in Section I. SECTION 3. The Council finds that this is not a project under the California Environmental Quality Act and, therefore, no environmental impact assessment is necessary. INTRODUCED AND PASSED: AYES: NOES: ABSENT: ABSTENTIONS: ATTEST: City Clerk APPROVED: Mayor APPROVED AS TO ~ORM:City Manager Senior Asst. City Attorney Deputy City Manager, Administrative Services Director of Human Resources 960606 lac 0031340 o o o Ot LO o o 0~ O o ~ o o ~ 0 ~ o o o-~ ¯~ o ~ ~ ~ o~ o o m o ¯ ~n~ o Z 1,4¢o o 0 ~ ~ 0 -~1 0 u~ o’~ o CITY OF PALO ALTO Statement of Investment Policy INTRODUCTION As a charter city, Palo Alto operates its pooled idle cash investments under the prudent investor rule and in conformance with California law. Investments are made with the judgment and care, under the circumstances then prevailing, which investors with prudence, discretion, and intelligence would make, considering the safety of their capital as well as probable income. This affords the City a broad spectrum of investment opportunities, so long as the investment is deemed prudent and is allowable under current legislation of the State of California and the charter of the City of Palo Alto. Palo Alto strives to maintain the level of investment of all idle funds as near 100 percent as possible, through daily and projected cash flow determinations. Investments are made so that maturities match or precede cash needs of the City. PHILOSOPHY The basic premise underlying Palo Alto’s investment philosophy is to ensure that sufficient money is always available to meet current expenditures. The City is able to take advantage of the relatively large reserve balances maintained by its utilities, which allow it to take advantage of the general tendency of the market to provide a higher return for longer-term investments (known as liquidity preference). Up to 20 percent of the portfolio may be in investments maturing in more than five years. Consequently, in the long run, the City should average a higher total return than most cities without such reserves to invest. ;TheCity’spracticeis to buy securities and to hold ,them to theirdate:of matUrity-rather than to,tradeorsell:securities~pdorto,maturity date for the ~sake of!mproVing yield: ffsecurities are, pumhasedand held to their maturity date~ then,anychanges in market value ’of those securities during their life will have no effecton theirprincipal~valueat:maturity., Under a buy and hold philosophy,, the City is able to protect, i~s invested ,principal. The economy, the money markets, and various financial institutions (such as the Federal Reserve System) are’monitored carefully to assess the probable course of interest rates. In a market with increasing interest rates, the City will tend to invest new cash in securities with relatively shorter maturities. This will allow the funds to be available for other investments when the interest rates are higher. .AnUTHORIZED INVESTMENT PERSONNEL Idle cash management and investment transactions are the responsibility of the Administrative Services Department. The Administrative. Services Department is under the control of the Director Of Administrative Services, who is accountable to the City Manager: The Department is composed of Administration, Accounting, Investments, Revenue Collections, Budget, Purchasing, Real Estate, and Information Technology, as set forth in Sections 2.08.150 of the Palo Alto Municipal Code. The Investment function is under the supervision of th~Manager,~ lnvestments~ Debt and PrOjects; who is accountable to the Assistant Director of Administrative Services. The duties of the ~ Manager, Investments, Debt and Projects, include managing the City’s portfolio of treasury investments, remaining accountable for the City’s treasury balance, developing and monitoring the City’s cash flow model and developing long-term revenue and financing strategies and forecasts. A Senior Financial Analyst/Investments reports to the ~Manager, Investments, Debt and Projects. The Senior Financial Analyst/Investments assists the ~ Manager, Inves.tments, Debt and Projects in the purchase and sale of securities. The Senior Financial Analyst also prepares the monthly report, and daily records all investment transactions as to the type of investment, amount, yield, and maturity. Cash flow projections are prepared as needed. ~. The Assistant Director of Administrative Services, or designee, is authorized to make all investment transactions allowed by the Statement of Investment Policy. He or she may authorize th~ Manager, Investments; Debtand Projects or Senior Financial Analyst/Investments to enter into investments within clearly specified parameters. In all circumstances approval from-the ~Director of Administrative Services is required before selling securities from the City’s portfolio. The ~ Manager, !~v~stments,.Debtand ~Projects, ~and the Senior Financial Analyst/Investments may also transfer no more than $5 million a day from the City’s general account to any one financial institution, without the prior approval of the Assistant Director of Administrative Services. No other person has authority to make investment transactions without the written authority of the Assistant Director of Administrative Services. TYPES OF INVESTMENT Permitted investments are limited to the following media: 2 Securities of the U.S, Government, or its agencies. ~i~SShall include Callable and Mi31~i~;~st~p~Hp ~securities~,i providedthat: ~Ihe-pbtentisl~i~,ca!!~dates are!kn0wn at~thetime of~pur~chase; ~the inteFe~tmtesla~tw~ic~they~"step~up",amknown a~tthe~ime, of~purchas~;, and ~theentim facevalue ~of ~thesecuri~~s redeemed at~the~!I, date; 2.Ce~ificates of Deposit (or Time Deposits) (CD); 4. 5. 6. 7. 8. 9. Banker’s Acceptance Notes (BA); Shortterm Commercial Paper;i.e., maturing in ~8Oo~ fewer‘ days; Local Agency Investment Fund (LAIF); Short-term Repurchase Agreements (REPO); ¯City of Palo Alto Bonds; Money Market Deposit Accounts; and Mutual Funds which are limited essentially to the above investments and further defined in note 9 of Appendix A. Appendix A provides a more detailed description of each investment vehicle and its security and liquidity features. Most of the City’s short-term investments will be in securities which pay principal upon maturity, while long-term investments may be in securities which periodically repay principal, as well as interest. Most of the City’s investments will be at a fixed rate. However, some of the investments may be at a variable rate; so long as that irate changes .on specified dates lin pre-determined increments. Prohibited Investments:, includes all investments not~specified above, and in,particular: Reverse ~repurchaseag reements Dedvatives;,as ,defined in,Appendix B Negotiable ,certificates of deposit Medium-term c0rporatenotes Appendix B provides-am.ore detailed ~descdption of each investmentwhich;isprohibited forCity inveStment. INVESTMENT CRITERIA Criteria for selecting investments are (in order of importance): 1.Safety 2.Liquidity, and 3.Yield 3 Use of Brokers and Dealers The Administrative Services Department maintains a list of acceptable brokers and dealers. Any broker or dealer must have at least three years experience operating with California municipalities, maintain an inventory of t~ading securities of at least $10 million, and be approved by the Assistant Administrative Services Director before being added to the City’s list of approved brokers and dealers. A broker or dealer will be removed from the list should there develop a history of problems (i.e., failure to deliver securities as promised, failure to honor transactions as quoted, or failure to provide reasonable information). Specific Investment Strateg~ Depending upon the City’s financial situation and conditions in the money markets, the investment strategy will change to achieve the appropriate balance of safety, liquidity and yield. Safety_ ~-The.primary objective shall be to safeguardthe principal of the,funds. O No more than 10 percent of the portfolio in collateralized CD’s of any institution. -An institution must be federally insured; and -Have been in operation for at least three years, with positive earnings for at least three of the past four quarters of operation; and -Report equity in excess of 3 percent of assets; and - Report scheduled items not in excess of 2.5 per of assets. O ~."i ~-"1 I." ~ ¯ ~ No more than 30 percent of the portfolio in Banker’s Acceptance Notes, not to exceed 270 days maturity - No more than $5 million with any one institution. are U.S. government securities, it is possible to maintain fairly accurate records on the market value of these securities and show the market value and potential loss to interest rate risk. This risk is a part of all long-term investment portfolios and does not become an important factor unless there is a need for the cash, and the loss (if any) must be realized. ~S.~i!~g as the~Ci~, has planned ifor itscash,flowneeds~and-is able to hold:securitiesto ma~dty;~,i,fluctuationSinthe manet value oftheinvestment during-thetime itis, heldwill ~aye ,_nQ,effect on re,ceiling the fU!! face value of the !nveStment’s ,p,rincipal at. maturity;,, The following are liquidity constraints: o Liquidity enough to meet one month’s cash needs. o At least $50 million maturing in less than 2 years. No more than 20 percent of the portfolio shall be in investments maturing in more than five years. Any security purchased with a maturity greater than 10 years may pay principal, as well as interest, on a periodic basis. p~,.-t.%llc,. Should the ratio of the market value ,of,the portfolioto the cost basis of the portfolio fall below 95 percent, the AdministrativeServices ~Department will report this fact to the ,Ci~ Counci~l within ~a reasonable time frame and evaluate whether thereisanY dsk Of hoIding~ny of the securities tomaturity. Commitments to purchase-~ew securities, newly introducedon the market shall be made no more than three (3) working days before pricing. Yiel.__~d ;The third0bjectiveshallbe to,achieve a return on thefunds, Yield, which is defined as the return on an investment, will be the third criteria for investments, after safety and liquidity. Whenever possible, the City will obtain three or more bids on the purchase or sale of comparable securities and take the higher yield on purchase or higher price on sale. This rule will not apply to new issues which are purchased at market no more than three (3) working days before pricing, LAIF, City of Palo Alto bonds, money market accounts or mutual funds, which Shall be evaluated separately. O O No more than 15 percent of the portfolio in commercial paper, not~to exceed ~180 ,days maturity.~. o No more than $3 million with any one institution. Limit investments exclusively to those ~ permitted types of investments ..... No more than 10 percent of the portfolio in Farm Credit Securities. No more than 2 percent of the portfolio in the Guaranteed Portion of Small Business Administration Notes. No more than 15 percent of portfolio in Mutual Funds. No more than-l-e 20 percent of portfolio in callable and Multi-step-up agency securities. 0 All securities shall be delivered to the City’s safekeeping custodian, with the exception of thefollowing investments: Certificates of deposit, which will be held .by the,City itself; Mutual ,funds; Money market depoSit accounts; LAIF Li~.uidity ~- The-secondary obje~ive shall.,be to meet the liquidity needs of the City. The,City’s ability to f, und ~its current cash transactions is, assured, by appropdatecash flow planning, scheduling the maturityof investments at times when fundsare,required, and maintaining sufficientliquid funds to,support unexpected cashreqUirements. !n~this regard, staffmports on a quarterly basis on the availability of fundsto ,meet the expenditure requirement of the next six months. Usually, the longer term the investment the larger degree of interest rate risk. If interest rates increase, it is likely that the long-term investments would decrease in value. This is primarily a factor for securities which have maturities in excess of two years. Since almost all of the investments held by the City of Palo Alto with maturities in excess of two years POI~|C~ REVIEW AND REPORTING ON INVESTMENTS Monthly, the Administrative Services Department will review performance in relation to the Council-adopted Policy. Monthly, the Department will report to the Council, in a manner approved by the Council, its performance in relation to this policy and explain any deviation from the policy and recommendations for changes, if any. Quarterly;:the Depa~ment Wi!l proy!dei~0~-e~ c0ulti~!!,~a~idetailed list~ 0f, all securities~~_investments and moneys!held, by !the ~,~a~d ,report on omp~liance W~htheC~s,~lnvestmentpb!icy,, and ~the-abil~, t~,,meet~th~ S~b~dit,ur, ereq uimme, nts:o~,the Cj~ f0r~the, next six~ months. Annual!y;thei.AdminiStratjve Semi .cesDep,~artment will Present the ~statement,o~/nvestment pOl[~,t0‘tb~C’[tYC0un,,Cili’~The Council will review this policy annually as part of the Budget Process. All changes in policy must be approved by the Council prior to implementation. Adopted by City Council October 22, 1984. Monthly reporting effective January 1985. Amended and Adopted by City Council June 24, 1985. Amended by City Council December 2, 1985. Amended by City Council June 23, 1986. Amended by City Council June 22, 1987. Amended by City Council August 8, 1988 Amended by City Council November 28, 1988. Amended by City Council June 26, 1989. Amended by City Council May 14, 1990. Amended by City Council June 24, 1991. Amended by City Council June 22, 1992. Amended by City Council June 23, 1993. Amended by City Council November 18, 1993. Amended by City Council June 20, 1994. Amended by City Council June 19, 1995. Atne~ded by ~CityC0unCi! June~_.~-!996 APPENDIX A EXPLANATION OF AL-L-6)~S PErMIttED INVESTMENTS U,$. Government Agency Securities. U.S. Government Agency Obligations include the securities of the Federal National Mortgage Association (FNMA), Federal Land Banks (FLB), Federal Intermediate Credit Banks (FICB), banks for cooperatives, Federal Home Loan Banks (FHLB), Government National Mortgage Association (GNMA), Federal Home Loan Mortgage Corporation (FHLMC), Student Loan Marketing Association (SLMA), Small Business Administration (SBA), Federal Farm Credit (FFC) and Tennessee Valley Authority (TVA). Federal Agency securities are debt obligations that essentially result from lending programs of the Government. Federal agency securities differ from other types of securities, as well as among themselves. Their characteristics depend on the issuing agency. It is possible to distinguish three types of issues: (A) participation certificates (pooled securities), (B) Certificates of interest (pooled loans), (C) notes, bonds, and debentures. The securities of a few agencies are explicitly backed by the full faith and credit of the U.S. Government. All issues, however, have defacto backing from the federal government, and it is highly unlikely that the government would let any agency default on its obligations. Certificates of Deposit. A certificate of deposit (CD) is a re.ceipt for funds deposited in a bank, savings bank, or savings and loan association for a specified period of time at a specified rate of interest. Denominations are $100,000 and up. The first $100,000 of a certificate of deposit is guaranteed by the Federal Deposit Insurance Corporation (FDIC), if the deposit is with a bank or savings bank, or the Savings Association Insurance Fund (SAIF), if the deposit is with a savings and loan. CDS with a face value in excess of $100,000 can be collateralized by U.S. Government Agency and Treasury Department securities or first mortgage loans. Government securities must be at least 110 percent of the face value of the CD collateralized in excess of the first $100,000. The value of first mortgages must be at least 150 percent of the face value of the CD balance insured in excess of the first $100,000. Generally, CDS are issued for more than 30 days and the maturity can be selected by the purchaser. Bankers’ Acceptance. A Banker’s acceptance (BA) is a negotiable time draft or bill of exchange drawn on and accepted by a commercial bank. Acceptance of the draft irrevocably obligates the bank to pay the bearer the face amount of the draft at maturity. BAs are usually created to finance the import and export of goods, the shipment of goods within the United States and storage of readily marketable staple commodities. In over 70 years of usage in the United States, tl~ere has been no known instance of principal loss to any’ investor in BAs. In addition to the guarantee by the accepting bank, the transaction is identified with a specific commodity. Warehouse receipts verify that the pledged commodities exist, and, by definition, these commodities are readily marketable. The sale of the underlying goods generates the necessary funds to liquidate the indebtedness. BAs enjoy marketability since the Federal Reserve Bank is authorized to buy and sell prime BAs with maturities of up to nine months. The Federal Reserve Bank enters into repurchase agreements in the normal course of open market operations with BA dealers. o BAs are sold at a discount from par. An acceptance is tied to a specific loan transaction; therefore, the amount and maturity of the acceptance is fixed. Commercial Paper. Commercial paper notes are unsecured promissory notes of industrial corporations, utilities, and bank holding companies. Interest is discounted from par and calculated using actual number of days on a 360-day year. The notes are in bearer form, with maturities from one to -2-7-9 ~180 days selected by the purchaser, and denominations generally start at $100,000. There is a small secondary market for commercial paper notes and an investor may sell a note prior to maturity. Commercial paper notes are backed by unused lines of credit from major banks. Some issuer’s notes are insured, while some are backed by irrevocable letters of credit from major banks. State law limits a City to investments in United States corporations having assets in excess of five hundred million dollars with an "A" or higher rating for the issuer’s debentures. Cities may not invest more than 30 percent of idle cash in commercial paper. Local Agency Investment Fund Demand Deposit. The Local Agency Investment Fund (LAIF) was established by the State to enable treasurers to place funds in a pool for investments. The City is limited to an investment of the amount allowed by LAIF (currently $20 million). LAIF has been particularly beneficial to those jurisdictions with small, portfolios. Palo Alto uses this fund for short-term investment, liquidity, and yield. Repurchase__A_gA reements. A Repurchase Agreement (REPOS) is not a security, but a contractual arrangement between a financial institution or dealer and an investor. The agreement normally can run for one or more days. The investor puts up funds for a certain number of days at a stated yield. In return, the investor takes title to a given block of securities as collateral. At maturity, the securities are repurchased and the funds repaid, plus interest. Usually, amounts are $500,000 or more, but some REPOS can be smaller. 9 o Money Marke_v Deposit Accounts. Money Market Deposit Accounts are market- sensitive bank accounts, which are available to depositors at any time, without penalty. The interest rate is generally comparable to rates on money market mutual funds, though any individual bank’s rate may be higher or lower. These accounts are insured by the Federal Deposit Insurance Corporation. or the Savings Association Insurance Fund. Mutual Funds. Mutual funds are shares of beneficial interest issued by diversified management companies, as defined by section 23701 M of the Revenue and Taxation Code. To be eligible for investment, these funds must: Attain the highest ranking in the highest letter and numerical rating provided by not less than two of the three largest nationally recognized rating services; or Have an investment advisor registered with the Securities and Exchange Commission with not less than five years experience investing in the securities and obligations, as authorized by subdivisions (a) to (-m)(n), inclusive, of Section 53601 of the California Government Code, and with assets under management in excess of five hundred million dollars; and Invest solely in those securities and obligations authorized by Sections 53601 and 53635 of the California Government Code. Where the Investment Policy of the City of Palo Alto may be more restrictive than the State Code, the Policy authorizes investments in mutual funds which shall have minimal investment in securities otherwise restricted by the City’s Policy. Minimal investment is defined as less than 5 percent of the mutual fund portfolio; and do The purchase price of shares of beneficial interest purchased shall not include any commission that these companies may charge. CallableSecurities .and Multi:Stemuos: Callab!esecudties;am~defined as fixedinterest rate government agencysecudties;, that givethe~issuingagency~the option Of returning ~the .invested ;funds ~ata specific point ,in~time~:tothepumhaser. Multi: step-ups are government agency, securities.inwhich~the~!in~rest!ratel increases ("Steps-up,),at preset intervals, and which alsohave.a callable 0Ption ithatallows,the issuing agencyto retumthe;invested~ndsat-a~prese~t intervaliCa!lableand multi, step-ups arepermitted, pr~ovided that: -the potential Call dates:are known, at thetimeiof purchase; ~ -the interest rates at which they "step:up" are,known at-the time ofp.urchase; - the entimfacevalue of the securityis redeemed at,the call date; 3~ JDed#atiVeg:-A, ~fivative is a !financia! ~instmmen~ t created~om; .!0F:~hose:va!h~e ~epend~ on(is ribbed. ~om) ,~the ~a!u~.i~0[~ on~io~ mgre u~d~ngas~e~or :indi~~s:- ~he. iterm ~’,dedvative" i-refe~ ~0.. instruments!-or i, featur~s;~..~!suc~ ( as ~.ollateraliz#d m0~dgage 0bligations,~ forwards; futures, i.curren~.an~.intemst:rate swapsioptio~s’~ ~caps and floors.~: Except forlhose ~callable and,multi~step,uP~secu~i=eSiasdescri~ undei’i"Permitted lnvestments;"derivatives am prohibited. Certain derivative products have chara~eristi..cs which ~olatil~tyf i!liquid ~markets,~ products thataPel notmarket:teste:d;~p[odu~s~ ~tha[~ ttigi~ly !eVeragbd;pmd~ctsmquidng a highdeg~eei~fS0phiSti~ti~mFnage~ia~id gFoducts th.at:a~e,~ifficult~tovalue. According i;t01,~alif~rnia]aw~a !oca/age~cY:~Shall!notinveSt a~ny~fdn~ii~i:in jnve~e ~oaters;~ range ,i~ote~,~ ~ Or,~i~terest:on!y~ ~strjp~ (i thai are defi~ed.~i,~0m,~ii:~i.~ pO~I .!6f mo~gages. Ne~aoti~ibleCertificates of DeDOsit ~Negotiable e~ificates,ofDePo~it;(NCDs)~ar~ ~sua!ly;suppo~ed!0nlyby the=rength! 0f thle i~ssuing,linstituti0ni~i~bU~: _c.,~ n ~be s0!d = any~timeandi :th US;~ provide liqu idi~ . ~ / " ~ ~=~= ~Me, diUm~tem~i!notesam b~secumd co,orate notes ranging from, n!ne:monthsto’a~i~aximumi"qf ~ve years matufi~Commercial paper:with a term of six-tonine~m0nths~iS:not a Pe~ed ihv~estment~0~!0~! agenciesinCalifomia.