HomeMy WebLinkAbout2024-11-19 Finance Committee Agenda PacketFINANCE COMMITTEE
Regular Meeting
Tuesday, November 19, 2024
Community Meeting Room & Hybrid
5:30 PM
Finance Committee meetings will be held as “hybrid” meetings with the option to attend by
teleconference/video conference or in person. Information on how the public may observe and
participate in the meeting is located at the end of the agenda. The meeting will be broadcast on
Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed
to Midpen Media Center https://midpenmedia.org.
VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/99227307235)
Meeting ID: 992 2730 7235 Phone: 1(669)900‐6833
PUBLIC COMMENTS
General Public Comment for items not on the agenda will be accepted in person for up to three
minutes or an amount of time determined by the Chair. General public comment will be heard
for 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.
Public comments for agendized items will be accepted both in person and via Zoom for up to
three minutes or an amount of time determined by the Chair. Requests to speak will be taken
until 5 minutes after the staff’s presentation or as determined by the Chair. Written public
comments can be submitted in advance to city.council@CityofPaloAlto.org and will be provided
to the Council and available for inspection on the City’s website. Please clearly indicate which
agenda item you are referencing in your subject line.
PowerPoints, videos, or other media to be presented during public comment are accepted only
by email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,
the Clerk will have them shared at public comment for the specified item. To uphold strong
cybersecurity management practices, USB’s or other physical electronic storage devices are not
accepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,
posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not
create a facility, fire, or safety hazard; and (3) persons with such items remain seated when
displaying them and must not raise the items above shoulder level, obstruct the view or
passage of other attendees, or otherwise disturb the business of the meeting.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 minutes depending on # of
speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of
the agenda.
ACTION ITEMS
1.Evaluation of Fire and Ambulance Service Expansion Options
2.Information Item: Calendar Year (CY) 2024 Finance Committee Referrals Status Late
Packet Report
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will
be accepted through the teleconference meeting. To address the Council, click on the link
below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 992‐2730‐7235 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $250 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures. A “party” is a person who files an application for, or is the subject of, a proceeding
involving a license, permit, or other entitlement for use. A “participant” is a person who actively
supports or opposes a particular decision in a proceeding involving a license, permit, or other
entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the
definition of “financial interest” in the Political Reform Act, which encompasses interests in
business entities, real property, sources of income, sources of gifts, and personal finances that
may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a
proceeding, and you have made a campaign contribution to a Council Member exceeding $250
made within the last 12 months, you must disclose the campaign contribution before making
your comments.
1 November 19, 2024
Materials submitted after distribution of the agenda packet are available for public inspection
at www.CityofPaloAlto.org/agendas.
FINANCE COMMITTEERegular MeetingTuesday, November 19, 2024Community Meeting Room & Hybrid5:30 PMFinance Committee meetings will be held as “hybrid” meetings with the option to attend byteleconference/video conference or in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. The meeting will be broadcast onCable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamedto Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/99227307235)Meeting ID: 992 2730 7235 Phone: 1(669)900‐6833PUBLIC COMMENTSGeneral Public Comment for items not on the agenda will be accepted in person for up to threeminutes or an amount of time determined by the Chair. General public comment will be heardfor 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.Public comments for agendized items will be accepted both in person and via Zoom for up tothree minutes or an amount of time determined by the Chair. Requests to speak will be takenuntil 5 minutes after the staff’s presentation or as determined by the Chair. Written publiccomments can be submitted in advance to city.council@CityofPaloAlto.org and will be providedto the Council and available for inspection on the City’s website. Please clearly indicate whichagenda item you are referencing in your subject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.
Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,
posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do not
create a facility, fire, or safety hazard; and (3) persons with such items remain seated when
displaying them and must not raise the items above shoulder level, obstruct the view or
passage of other attendees, or otherwise disturb the business of the meeting.
CALL TO ORDER
PUBLIC COMMENT
Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 minutes depending on # of
speakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end of
the agenda.
ACTION ITEMS
1.Evaluation of Fire and Ambulance Service Expansion Options
2.Information Item: Calendar Year (CY) 2024 Finance Committee Referrals Status Late
Packet Report
FUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will
be accepted through the teleconference meeting. To address the Council, click on the link
below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 992‐2730‐7235 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $250 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures. A “party” is a person who files an application for, or is the subject of, a proceeding
involving a license, permit, or other entitlement for use. A “participant” is a person who actively
supports or opposes a particular decision in a proceeding involving a license, permit, or other
entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the
definition of “financial interest” in the Political Reform Act, which encompasses interests in
business entities, real property, sources of income, sources of gifts, and personal finances that
may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a
proceeding, and you have made a campaign contribution to a Council Member exceeding $250
made within the last 12 months, you must disclose the campaign contribution before making
your comments.
2 November 19, 2024
Materials submitted after distribution of the agenda packet are available for public inspection
at www.CityofPaloAlto.org/agendas.
FINANCE COMMITTEERegular MeetingTuesday, November 19, 2024Community Meeting Room & Hybrid5:30 PMFinance Committee meetings will be held as “hybrid” meetings with the option to attend byteleconference/video conference or in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. The meeting will be broadcast onCable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamedto Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/99227307235)Meeting ID: 992 2730 7235 Phone: 1(669)900‐6833PUBLIC COMMENTSGeneral Public Comment for items not on the agenda will be accepted in person for up to threeminutes or an amount of time determined by the Chair. General public comment will be heardfor 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.Public comments for agendized items will be accepted both in person and via Zoom for up tothree minutes or an amount of time determined by the Chair. Requests to speak will be takenuntil 5 minutes after the staff’s presentation or as determined by the Chair. Written publiccomments can be submitted in advance to city.council@CityofPaloAlto.org and will be providedto the Council and available for inspection on the City’s website. Please clearly indicate whichagenda item you are referencing in your subject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do notcreate a facility, fire, or safety hazard; and (3) persons with such items remain seated whendisplaying them and must not raise the items above shoulder level, obstruct the view orpassage of other attendees, or otherwise disturb the business of the meeting.CALL TO ORDERPUBLIC COMMENT Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 minutes depending on # ofspeakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end ofthe agenda.ACTION ITEMS1.Evaluation of Fire and Ambulance Service Expansion Options2.Information Item: Calendar Year (CY) 2024 Finance Committee Referrals Status LatePacket ReportFUTURE MEETINGS AND AGENDAS
Members of the public may not speak to the item(s)
ADJOURNMENT
PUBLIC COMMENT INSTRUCTIONS
Members of the Public may provide public comments to teleconference meetings via email,
teleconference, or by phone.
1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.
2. For in person public comments please complete a speaker request card located on the
table at the entrance to the Council Chambers and deliver it to the Clerk prior to
discussion of the item.
3. Spoken public comments for agendized items using a computer or smart phone will
be accepted through the teleconference meeting. To address the Council, click on the link
below to access a Zoom‐based meeting. Please read the following instructions carefully.
You may download the Zoom client or connect to the meeting in‐ browser. If using
your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,
Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in
older browsers including Internet Explorer. Or download the Zoom application onto
your smart phone from the Apple App Store or Google Play Store and enter in the
Meeting ID below.
You may be asked to enter an email address and name. We request that you
identify yourself by name as this will be visible online and will be used to notify you
that it is your turn to speak.
When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will
activate and unmute speakers in turn. Speakers will be notified shortly before they
are called to speak.
When called, please limit your remarks to the time limit allotted. A timer will be
shown on the computer to help keep track of your comments.
4. Spoken public comments using a phone use the telephone number listed below. When
you wish to speak on an agenda item hit *9 on your phone so we know that you wish to
speak. You will be asked to provide your first and last name before addressing the
Council. You will be advised how long you have to speak. When called please limit your
remarks to the agenda item and time limit allotted.
CLICK HERE TO JOIN Meeting ID: 992‐2730‐7235 Phone: 1‐669‐900‐6833
Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public
programs, services and meetings in a manner that is readily accessible to all. Persons with
disabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $250 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures. A “party” is a person who files an application for, or is the subject of, a proceeding
involving a license, permit, or other entitlement for use. A “participant” is a person who actively
supports or opposes a particular decision in a proceeding involving a license, permit, or other
entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the
definition of “financial interest” in the Political Reform Act, which encompasses interests in
business entities, real property, sources of income, sources of gifts, and personal finances that
may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a
proceeding, and you have made a campaign contribution to a Council Member exceeding $250
made within the last 12 months, you must disclose the campaign contribution before making
your comments.
3 November 19, 2024
Materials submitted after distribution of the agenda packet are available for public inspection
at www.CityofPaloAlto.org/agendas.
FINANCE COMMITTEERegular MeetingTuesday, November 19, 2024Community Meeting Room & Hybrid5:30 PMFinance Committee meetings will be held as “hybrid” meetings with the option to attend byteleconference/video conference or in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. The meeting will be broadcast onCable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamedto Midpen Media Center https://midpenmedia.org.VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/99227307235)Meeting ID: 992 2730 7235 Phone: 1(669)900‐6833PUBLIC COMMENTSGeneral Public Comment for items not on the agenda will be accepted in person for up to threeminutes or an amount of time determined by the Chair. General public comment will be heardfor 30 minutes. Additional public comments, if any, will be heard at the end of the agenda.Public comments for agendized items will be accepted both in person and via Zoom for up tothree minutes or an amount of time determined by the Chair. Requests to speak will be takenuntil 5 minutes after the staff’s presentation or as determined by the Chair. Written publiccomments can be submitted in advance to city.council@CityofPaloAlto.org and will be providedto the Council and available for inspection on the City’s website. Please clearly indicate whichagenda item you are referencing in your subject line.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to city.clerk@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received,the Clerk will have them shared at public comment for the specified item. To uphold strongcybersecurity management practices, USB’s or other physical electronic storage devices are notaccepted.Signs and symbolic materials less than 2 feet by 3 feet are permitted provided that: (1) sticks,posts, poles or similar/other type of handle objects are strictly prohibited; (2) the items do notcreate a facility, fire, or safety hazard; and (3) persons with such items remain seated whendisplaying them and must not raise the items above shoulder level, obstruct the view orpassage of other attendees, or otherwise disturb the business of the meeting.CALL TO ORDERPUBLIC COMMENT Members of the public may speak inperson ONLY to any item NOT on the agenda. 13 minutes depending on # ofspeakers. Public Comment is limited to 30 minutes. Additional public comments, if any, will be heard at the end ofthe agenda.ACTION ITEMS1.Evaluation of Fire and Ambulance Service Expansion Options2.Information Item: Calendar Year (CY) 2024 Finance Committee Referrals Status LatePacket ReportFUTURE MEETINGS AND AGENDASMembers of the public may not speak to the item(s)ADJOURNMENTPUBLIC COMMENT INSTRUCTIONSMembers of the Public may provide public comments to teleconference meetings via email,teleconference, or by phone.1. Written public comments may be submitted by email to city.council@cityofpaloalto.org.2. For in person public comments please complete a speaker request card located on thetable at the entrance to the Council Chambers and deliver it to the Clerk prior todiscussion of the item.3. Spoken public comments for agendized items using a computer or smart phone willbe accepted through the teleconference meeting. To address the Council, click on the linkbelow to access a Zoom‐based meeting. Please read the following instructions carefully.You may download the Zoom client or connect to the meeting in‐ browser. If usingyour browser, make sure you are using a current, up‐to‐date browser: Chrome 30 ,Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled inolder browsers including Internet Explorer. Or download the Zoom application ontoyour smart phone from the Apple App Store or Google Play Store and enter in theMeeting ID below.You may be asked to enter an email address and name. We request that youidentify yourself by name as this will be visible online and will be used to notify youthat it is your turn to speak.When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk willactivate and unmute speakers in turn. Speakers will be notified shortly before theyare called to speak.When called, please limit your remarks to the time limit allotted. A timer will beshown on the computer to help keep track of your comments.4. Spoken public comments using a phone use the telephone number listed below. Whenyou wish to speak on an agenda item hit *9 on your phone so we know that you wish tospeak. You will be asked to provide your first and last name before addressing theCouncil. You will be advised how long you have to speak. When called please limit yourremarks to the agenda item and time limit allotted.CLICK HERE TO JOIN Meeting ID: 992‐2730‐7235 Phone: 1‐669‐900‐6833Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its publicprograms, services and meetings in a manner that is readily accessible to all. Persons withdisabilities who require materials in an appropriate alternative format or who require auxiliary
aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at
(650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or
accommodations must be submitted at least 24 hours in advance of the meeting, program, or
service.
California Government Code §84308, commonly referred to as the "Levine Act," prohibits an
elected official of a local government agency from participating in a proceeding involving a
license, permit, or other entitlement for use if the official received a campaign contribution
exceeding $250 from a party or participant, including their agents, to the proceeding within the
last 12 months. A “license, permit, or other entitlement for use” includes most land use and
planning approvals and the approval of contracts that are not subject to lowest responsible bid
procedures. A “party” is a person who files an application for, or is the subject of, a proceeding
involving a license, permit, or other entitlement for use. A “participant” is a person who actively
supports or opposes a particular decision in a proceeding involving a license, permit, or other
entitlement for use, and has a financial interest in the decision. The Levine Act incorporates the
definition of “financial interest” in the Political Reform Act, which encompasses interests in
business entities, real property, sources of income, sources of gifts, and personal finances that
may be affected by the Council’s actions. If you qualify as a “party” or “participant” to a
proceeding, and you have made a campaign contribution to a Council Member exceeding $250
made within the last 12 months, you must disclose the campaign contribution before making
your comments.
4 November 19, 2024
Materials submitted after distribution of the agenda packet are available for public inspection
at www.CityofPaloAlto.org/agendas.
5
1
8
3
Finance Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: Fire
Meeting Date: November 19, 2024
Report #:2406-3310
TITLE
Evaluation of Fire and Ambulance Service Expansion Options
RECOMMENDATION
Staff recommends the Finance Committee review the evaluation of Fire Department fire and
ambulance service expansion options and provide feedback for further consideration.
EXECUTIVE SUMMARY
During the Fiscal Year 2025 Budget Hearings, the City Council instructed the Palo Alto Fire
Department (PAFD) to return with options to increase fire and emergency medical service
(EMS) resources. This report includes information on current service demands and system
performance, and options to increase resources by adding a fire engine at Station 4 and a peak
call time 12-Hour ambulance (peak ambulance) to the current Palo Alto Fire Department
deployment model.
The three options for staffing the proposed new fire engine and peak call time ambulance are:
A. Contract with a private ambulance company
B. Current model staffing with additional firefighters, or
C. Creation of a new classification of single-role civilian EMS staff and establishing a single-
role division.
Feedback from the Finance Committee and potential recommended direction to the City
Council will guide budget development and labor negotiations or changes in administrative
processes.
BACKGROUND
Emergency Response service demands continue to grow, with calls increasing for the last three
years. The draw on the current fire and EMS resources have impacted response times and
overall system performance.
Item 1
Item 1 Staff Report
Item 1: Staff Report Pg. 1 Packet Pg. 5 of 19
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Table 1. Calls for Service
Fiscal Year EMS Fires
All Others
(Service Calls, False
Alarms, Good Intent)
Total
FY2019 5,490 133 3,220 8,843
FY2020 5,029 126 2,956 8,111 (-8%)
FY2021 4,940 144 2,125 7,209 (-11%)
FY2022 5,260 117 2,957 8,334 (+16%)
FY2023 5,670 138 3,411 9,212 (+11%)
FY2024 5,884 136 3,396 9,416 (+2%)
Most emergent calls for service are medical in nature (63% of calls). The Palo Alto Fire
Department’s current deployment has prioritized ambulance services. PAFD has three (3) full-
time (24/7) ambulances that respond to medical emergencies for patient treatment and
transport. Two of the three ambulances share a fire station with a fire engine (Stations 1 and 2),
and Fire Station 4 has a single ambulance assigned to the station.
County Ambulance Mutual Aid
There are times that all three ambulances are
unavailable due to simultaneous calls; PAFD
requests mutual aid from the Santa Clara County
ambulance provider. In FY 2024, there were a
total of 4,286 calls requiring an ambulance. The
county covered 327 (7.6%) of those calls for PAFD.
County ambulances take significantly more time
to arrive on scene than PAFD ambulances. The 90th percentile response time for county
ambulance in FY2024 was 29:53 minutes while PAFD ambulance was 12:02 minutes. The
County established standard for an ambulance response time is 12 minutes 90% of the time in
an urban environment. Patients that experience an emergency when all PAFD units are
unavailable face a response time that is significantly longer than the standard.
Shorter times to get patients with emergent medical needs from the field to a hospital is
correlated with improved patient outcomes, especially with strokes, heart attacks and other
severe trauma.
Santa Clara County contracts with a for-profit ambulance provider to respond to all transport
needs in the cities within the County, other than Palo Alto. The county provides back up
coverage for Palo Alto, however, the County provider is challenged with meeting standards in
their primary jurisdiction and is less reliable for back up coverage.
The county ambulance service provider is not currently meeting the contractual performance
goals as outlined in their contract with Santa Clara County. With no plans to change providers at
Table 2. County Ambulance Requests
Fiscal Year County Requests
FY2019 114
FY2020 117 (3%)
FY2021 96 (-18%)
FY2022 214 (+123%)
FY2023 272 (+27%)
FY2024 327 (+20%)
Item 1
Item 1 Staff Report
Item 1: Staff Report Pg. 2 Packet Pg. 6 of 19
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the county level, other city fire departments throughout the county have begun to staff full-
time ambulances with firefighters to meet a minimum level of service for their communities. As
of this year, the following cities, that have not historically provided ambulance services, are in
the process of staffing up ambulances: Mountain View Fire with one ambulance; Santa Clara
Fire with two ambulances; San Jose Fire with eight ambulances; and Milpitas with two
ambulances.
Table 3. LAFCO Report Comparison Data
Metric Palo Alto Mountain View Santa Clara
Population 84,772**84,038 127,151
Square Miles 31.53 12 20
Calls for Service*8,149 4,695 9,259
Incidents per 1,000 residents 107 64 69
Firefighters 87 68 132
Fire Response Units 7 8 13
Ambulances 3 0 0
90th Percentile Response Time*9:41 8:15 8:03
*Data is averaged from 2018-2022
**Includes Stanford population
Item 1
Item 1 Staff Report
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The LAFCO report combines multi-year data and presents response times for all urgent calls
into one response time metric. This is different than what is shown in the City’s annual budget
document1. The City budget presents response time percentiles isolating for EMS and Fire calls
and for that specific fiscal year with approximately 75% of fire emergencies responded to
within 8 minutes and 99% of medical emergencies calls within 12 minutes.
Two primary measures are used in fire and emergency response for performance:
Response Time: Response time is the time from receipt of a 9-1-1 call to the time the
first unit arrives on scene. The standard in the field is to measure the 90th percentile response
time, i.e. 90% of the responses are at or below the set time standard. The adopted standard
for PAFD is a 90th percentile response time of 8:00 minutes or less for the first unit to respond
to EMS and fire emergency calls and 12:00 minutes or less for an ambulance to arrive on
scene.
Unit Hour Utilization (UHU): Unit Hour Utilization measures workload for each
response unit. This is the percentage of time during the day the unit is actively responding to
a call. This measure shows how busy the system is and if units have enough availability to
respond to the service demand of an area. UHU measurements also capture if there is
enough time in the day for the firefighters on the unit to complete necessary daily tasks, such
as report writing, training, and required breaks, etc. The maximum UHU recommended is
10% which allows a system to be primarily self-sufficient and may reduce the likelihood of
staff injury.
Once UHU reaches 10% for a primary responding unit, a fire department will see increased
challenges to meet the standard 90th percentile response time due to the unavailability of
resources for immediate response. An agency would need to add resources or experience
reduced call volume to meet response time standards.
Highlights from the 2023 LAFCO report findings for PAFD include the following:
•Palo Alto’s adopted standard response time is 8:00 minutes or less 90% of the time.
The study period between 2018 to 2022 shows Palo Alto’s 90th percentile response
time is 9:41 minutes. (In FY 2024 the 90th Percentile Response time was 9:12 minutes)
•Palo Alto has a high percentage of on-duty units that exceed a 10% UHU and
significantly exceeds the average incidents per 1,000 people in Santa Clara County.
The study notes that PAFD is “excessively busy” and recommends that PAFD should
add additional resources to manage the call volume and improve response time
performance effectively.
•PAFD has one engine at 10.7% UHU and three ambulances with UHUs between 18.5-
1 FY 2025 Adopted Operating Budget, https://www.cityofpaloalto.org/files/assets/public/v/1/administrative-
services/city-budgets/fy-2025-city-budget/adopted/palo-alto-adopted-operating-budget-book_final2.pdf
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22.3%. The four remaining engine companies are over or close to 9% UHU. The
report specifically notes a concern for Fire Station 4, “Two of the medic units are
stationed with another response unit. However, Medic 64 operates with a 19.1%
UHU and is the only resource assigned to Station 4.”
•Given the growth projected for the City and the existing unit utilization level, there
are challenges for PAFD to meet the current and projected demand for service for
ambulances and four of the five fire engine companies. An additional engine
company assigned to Fire Station 4 is necessary to improve performance, and an
additional ambulance would improve the sustainability and performance of the EMS
transport response system citywide.
PAFD presented the full LAFCO Countywide Fire Service Review report and summary on March
11, 2024 to City Council. Staff report #2401-24932.
Assessing Service Levels
PAFD utilizes a predictive analytics software that allows for deployment comparisons and
effectiveness. This program pulls historical incident data and processes simulations of different
staffing models to predict outcomes for response times, UHU, and reliance on mutual aid
resources, e.g. county ambulance.
The modeling showed the most effective increase to City emergency response resources is
adding a fire engine at Fire Station 4, and a 12-Hour peak ambulance. This will make a
significant impact in reducing overall response times, UHU, and reliance on county ambulance
services. Reduced response times will provide greater fire and life safety coverage throughout
the City. Reducing UHU will also assist PAFD with training completion rates, while reducing
burnout and injury rates.
Revenue Streams
The Finance Committee also instructed PAFD to research potential revenue sources to assist in
offsetting existing department operations and the costs of service level expansions discussed in
this report. PAFD has made progress and is confident that some additional revenue can be
generated. These include increases to the base Ambulance Transport fee as a result of the
citywide municipal fee study that is planned for completion in early 2025; increases in
Ambulance Transport revenue from the growing call volume; and the renewed consideration of
a First Responder Fee. These revenue increases will be brought forward for City Council
consideration through the annual budget processes over the next two fiscal years. These new
revenues are not contingent upon implementing any of the options included within this report.
2 https://cityofpaloalto.primegov.com/portal/viewer?id=3801&type=0
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ANALYSIS
Based on the assessment of service needs and the predictive analytics, staff focused on
researching alternate staffing models for a full-time Fire Engine at Station 4, and a peak
ambulance. All models reflect these resource additions, the difference is the source for the
additional staff resources, whether contracting out, increasing internal staffing under the
current model, or creating a new internal position limited to the EMS role.
A. Contract with a private ambulance company,
B. Staffing with additional firefighters under the current staffing model (International
Association of Fire Fighters Union, Local 1319 (IAFF) staff), or
C. Creation of a new Single Role Civilian EMS Division within the Department.
A two-year implementation timeline is assumed for all three options. The first year would
implement the peak ambulance in order to immediately impact response times and EMS
coverage. The second year Engine 64 would be upstaffed to coincide with the completed
remodel of Fire Station 4. Costs for each option are shown as the annual operating costs for
the plan for direct comparison of the overall financial impact.
The table on the next page outlines the key information points of each option, and below each
option is discussed in more detail.
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Table 4. Staffing Options Summary*
Cost Components &
Timeframe A. Contract Ambulance
B. Current Model
Firefighters (IAFF) C. Single Role Civilian
Ongoing Costs (Annual Operating Costs)
Fire Costs $2.6M $2.6M ($0.7M)
EMS Costs $0.8-1M $0.7M (Overtime) $3.8-4.0M
Ongoing Cost Total $3.4-3.6M $3.3M $3.1-3.3M
One-Time Costs (May be spread over multiple fiscal years)
Hiring & Training
Costs (one-time) $2.1M $2.1M $0.6M
Fleet Fire Engine 64
$1.2-1.9M
Fire Engine 64
$1.2-1.9M
Reserve Ambulance
$0.5M for replacement
Fire Engine 64
$1.2-1.9M
Reserve Ambulance
$0.5M for replacement
One Time Total $3.3-4.0M $3.8-4.5M $2.3-3M
Timeframe and Other Components
Increased Headcount 10 FTE 10 FTE 22 FTE (net)
Labor Negotiations required N/A Negotiations required
Peak Ambulance
Timeframe
18+ Months 3 Months 12-18 Months
Implementation
Elements
RFP Process IAFF Staff Assignment
Bidding Process
Establish new division
and classifications
Other Considerations •Bundled Rate
•Quality Control
•Staff Supervision
•Easy to Implement
•Higher Long-Term
Pension and Benefit
Liability Costs
•Long Term Savings
•Easy Upstaff for Higher
Demand
•Hiring Pipeline
•Training Coverage
*All options presented include Engine 64 and a peak ambulance
Option A: Contract Ambulance
Costs and Implementation Time:
The Fire Department contacted local private ambulance service providers and ascertained a
range from $0.9 to $1.0 million in annual costs for a peak ambulance. In this scenario 10 FTE
would be added to upstaff Fire Engine 64, with a total annual operating cost of $2.6M.
If selected, the ambulance service contract would be for work that is currently done by IAFF
employees, and therefore, would require a meet and confer process before the City could
contract with a private provider. The timeframe to secure a contract and having ambulance
services in place is estimated to take over 18 months. Time will be impacted both by the length
of the meet and confer process, potentially leading to impasse procedures as well as a request
for proposal (RFP) to secure official bids from potential contractors.
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To staff Engine 64, one-time hiring costs for the 10 FTE Firefighters that would be added are
estimated at $2.1 million which includes testing, uniforms and Personal Protective Equipment
(PPE). Additional staff costs for the 20-week Fire Academy and associated staffing backfill costs
while firefighters are in the Fire Academy will also be incurred typically materializing in
increased overtime costs.
Other Considerations
Option B: Additional Firefighter Staffing (Current Model)
Costs and Implementation Time
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Other Considerations
This is the administratively most standard option and therefore greatest ease of
implementation. This option, follows typical logistics of hiring existing classifications and placing
an additional unit in service. This retains consistent quality control and assurance processes
with direct PAFD supervision and training of City staff.
Option C: Single-Role Civilian Division
This option takes learnings from models implemented by other city fire departments in
California, and utilizes single-role civilian EMT staff for ambulance service delivery.
This proposal adds a peak ambulance and convert two of PAFD’s three full-time ambulances to
single-role civilian staffing. Current firefighter staff will be shifted to upstaff Engine 64.
If selected, a new EMS Division will be created within PAFD with a separate hiring, training and
management team as there are different requirements for single-role civilian EMTs and
paramedics. A total of 25 new FTE will be added to the Fire Department with an annual cost of
$3.8-$4 million. This plan also includes a reduction of 3.0 FTE firefighter positions recently
added in FY 2025 Adopted Budget which will create $0.7 million in annual savings. This brings
the estimated ongoing net cost to $3.1-3.3 million annually.
Impacts to centralized benefit costs, such as worker’s compensation insurance, retiree health
and long term pension liability, are not included in the estimated cost as this will require the
assistance of actuaries.
The table provides the proposed positions for the single-role civilian EMS Division.
Table 5. Single Role Civilian EMS Division Staff Summary
2 x 24 Hour, and One Peak Ambulance (3 Total)
FTE Job Title Description/Role
1.00 EMS Manager Hiring, training, program management
1.00 Administrative Associate III Administrative process, purchasing, and HR support
10.00 Paramedic Single Role Civilian Paramedics assigned to the Peak or 24-Hour
Ambulance Schedules.
10.00 EMTs Single Role Civilian EMTs assigned to the Peak or 24-Hour
Ambulance Schedules.
3.00 Hourly Medics Hourly Single Role Civilian Paramedics to fill in shift gaps, and
coverage for vacation, sick, etc.
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The single-role civilian positions would be new classifications and will require a meet and confer
process with labor organization as well as consultation with CalPERS on retirement benefit
structures. There is not uniformity on benefit packages in this landscape. The City of Berkeley
provides a sworn benefit package for their single-role civilian staff, and the City of Chula Vista
provides a non-sworn benefit package. Human Resources staff is in communication with
CalPERS to obtain further guidance.
Other Considerations
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benefit of this plan is providing coverage for firefighters to complete mandatory training which
is currently complete while on-duty and can often be interrupted due to calls for service.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
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Finance Committee
Staff Report
Report Type: ACTION ITEMS
Lead Department: Administrative Services
Meeting Date: November 19, 2024
Report #:2411-3768
TITLE
Information Item: Calendar Year (CY) 2024 Finance Committee Referrals Status
This report will be a late packet report published on November 14, 2024.
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Finance Committee
Staff Report
From: City Manager
Report Type: ACTION ITEMS
Lead Department: Administrative Services
Meeting Date: November 19, 2024
Report #:2405-3097
TITLE
Information Item: Calendar Year (CY) 2024 Finance Committee Referrals Status
RECOMMENDATION
This report provides a status update of Council referrals requested and approved, during the
City Council Retreat and annual Budget Process. Staff recommends the Committee review and
accept this report.
BACKGROUND
This report provides an update of the outstanding Council referrals to the Finance Committee
as requested during the February 2024 City Council Retreat, during the May - June 2024 Budget
Process, and throughout the year. The City Council requested information on various items that
are discussed in this report and is provided in coordination with assigned departments. A
summary table of the current referrals and their status follows.
Referral
Assigned
Department Status
FY 2023:
JMZ ticket pricing analysis to
understand interactions
between changes to $18
ticket, attendance, and cost
recovery
Community
Services
Department
Nov 2024 Status: Completed
Staff completed an organizational and operational
study of the JMZ through professional consultant
services. On May 7, 2024, Finance Committee
received this information (Report #2403-27971) and
recommended additional JMZ resources (staffing,
ticketing system and promotion) and offset with
revenues from higher ticket pricing during peak
period. Council approved Finance Committee JMZ
recommendations, and the ticket prices increased
from $10 to $14 for peak season effective October 1,
2024.
1 Finance Committee, May 7, 2024: https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=64511
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Referral
Assigned
Department Status
FY 2023:
Planning and Development
Services Fee Study
Planning and
Development
Services
Nov 2024 Status: In Progress
A draft final report is being prepared with findings to be
shared with the Executive Leadership Team. Staff
anticipate bringing this item to Finance Committee on
February 18, 2025 for input and inclusion in the FY 2026
Adopted Operating Budget.
FY 2023:
Parking Permits Pricing and
Parking Permit Funds
Financial Status
Office of
Transportation
Nov 2024 Status: In Progress
On October 15, 2024, staff presented the Finance
Committee (#2409-35372) the parking funds’ financial
status (University Avenue, California Avenue, and
Residential Preferential Parking Program (RPP)) and
overview of potential parking improvements and
adjustments under development. Finance Committee
provided feedback. As part of the FY 2026 budget
process, Staff will recommend evaluating the General
Fund financial support as a full or partial subsidy
without obligation for repayment.
FY 2025 Adopted Budget:
Ability Path (Request
$250,000)
CMO Nov 2024 Status: In Progress
On June 4, 2024, the Finance Committee requested
that the Ability Path request of $250,000 be
considered during the FY 2025 Mid-Year budget
review.
FY 2025 Adopted Budget:
Analyze Fire Emergency
Medical Response Fee
Adjustments (Ongoing
Revenue TBD)
Fire Nov 2024 Status: In Progress
Staff is analyzing Fire Emergency Medical Response
Fees and recommendations will be included in the
proposed FY 2026 municipal fee schedule.
FY 2025 Adopted Budget:
Fire Emergency Medical
Response; Supplemental
Resources (Estimated costs:
$1,000,000- $4,000,000
Ongoing)
Fire Nov 2024 Status: In Progress
On November 19, 2024, Staff will provide the Finance
Committee with the Fire and EMS expansion options.
Feedback will guide further exploration of option(s)
and funding needed through future budget
development.
FY 2025 Adopted Budget:
Review Parks Restroom
Prioritization; Specifically,
Pardee Park (Ongoing capital
project costs TBD)
Community
Services
Department
Nov 2024 Status: Not Started
Staff will start community outreach for a potential
restroom at Eleanor Pardee Park by January 2025.
FY 2025 Adopted Budget:
Active Recruitment Digital
Marketing Services (Contract
Services)
Human Resources Nov 2024 Status: In Progress
The Human Resources Department is currently in the
initial phases of an RFP to review market options and
costs for provision of these services. It will inform
potential limited use of such services within FY 2025
2 Finance Committee, October 15, 2024, Item #AA1:
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=14462
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Referral
Assigned
Department Status
and/or consideration during the FY26 budget
development.
FY 2025 Adopted Budget:
Establish Organizational
Development & Safety
Division ($135,000 Ongoing;
50% GF/50% ISF)
Human Resources Nov 2024 Status: In Progress
The transition of risk management from Human
Resources (HR) to Administrative Services Department
(ASD) is underway with the onboarding of the new Risk
Analyst. Staff will further evaluate the need and focus
of the proposed organizational development and safety
division within HR.
FY 2025 Adopted Budget:
Explore financial, outreach,
and policy processes for
adding East Palo Alto to
resident rates for the golf
course (Ongoing revenue
reduction TBD)"
Community
Services
Department
Nov 2024 Status: In Progress
Staff estimates that extending Palo Alto resident rates
to East Palo Alto residents would result in an annual
green fee revenue loss of approximately $8,000 to
$16,000 of the overall annual green fee revenue of $3.7
million. Staff will seek a recommendation from the
Parks and Recreation Commission along with additional
public outreach and bring the proposal to the City
Council for approval during the annual Municipal Fee
Schedule review, with potential implementation
considered for the fiscal year 2026 budget.
FY 2025 Adopted Budget:
Increasing Revenue-
Generating CSD Programming
to Meet Demand (Ongoing
cost & revenue TBD)
Community
Services
Department
Nov 2024 Status: Not Started
This work is expected to start in 2025.
STAKEHOLDER ENGAGEMENT
This is an informational report to follow up on Council referral items and has been coordinated
internally among departmental parties.
ENVIRONMENTAL REVIEW
This is not a project under Section 21065 for purposes of the California Environmental Quality
Act (CEQA).
APPROVED BY:
Lauren Lai, Administrative Services Director
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