HomeMy WebLinkAbout2021-05-26 Planning & transportation commission Agenda Packet_______________________
1. Spokespersons that are representing a group of five or more people who are identified as present at the meeting at the
time of the spokesperson’s presentation will be allowed up to fifteen (15) minutes at the discretion of the Chair, provided
that the non-speaking members agree not to speak individually.
2. The Chair may limit Oral Communications to 30 minutes for all combined speakers.
3. The Chair may reduce the allowed time to speak to two minutes or less to accommodate a larger number of speakers.
Planning & Transportation Commission
Regular Meeting Agenda: May 26, 2021
Virtual Meeting
6:00 PM
https://zoom.us/join Meeting ID: 981 2782 4487 Phone number: 1 669 900 6833
****BY VIRTUAL TELECONFERENCE ONLY***
Pursuant to the provisions of California Governor’s Executive Order N-29-20,
issued on March 17, 2020, to prevent the spread of COVID-19, this meeting will be
held by virtual teleconference only, with no physical location. The meeting will be
broadcast live on Cable TV and through Channel 26 of the Midpen Media Center
at https://midpenmedia.org/local-tv/watch-now/.
Members of the public may comment by sending an email to
planning.commission@cityofpaloalto.org or by attending the Zoom virtual
meeting to give live comments. Instructions for the Zoom meeting can be found
on the last page of this agenda.
TIME ESTIMATES
Listed times are estimates only and are subject to change at any time, including while the
meeting is in progress. The Commission reserves the right to use more or less time on any item,
to change the order of items and/or to continue items to another meeting. Particular items may
be heard before or after the time estimated on the agenda. This may occur in order to best
manage the time at a meeting or to adapt to the participation of the public
Call to Order / Roll Call
Oral Communications
The public may speak to any item not on the agenda. Three (3) minutes per speaker.1,2
Agenda Changes, Additions, and Deletions
The Chair or Commission majority may modify the agenda order to improve meeting management.
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1. Spokespersons that are representing a group of five or more people who are identified as present at the meeting at the
time of the spokesperson’s presentation will be allowed up to fifteen (15) minutes at the discretion of the Chair, provided
that the non-speaking members agree not to speak individually.
2. The Chair may limit Oral Communications to 30 minutes for all combined speakers.
3. The Chair may reduce the allowed time to speak to two minutes or less to accommodate a larger number of speakers.
City Official Reports 6:00 PM-6:15 PM
1. Directors Report, Meeting Schedule and Assignments
Action Items
Public Comment is Permitted. Applicants/Appellant Teams: Fifteen (15) minutes, plus three (3) minutes rebuttal.
All others: Three (3) minutes per speaker.1,3
6:15 PM-8:15 PM
2. PUBLIC HEARING/LEGISLATIVE: Review and Discuss Potential Ordinance Changes to
Palo Alto Municipal Code Chapter 18.09 to Consider Regulations to Encourage
Affordability for Accessory Dwelling Units (ADUs). Environmental Assessment:
Exempt from the CEQA pursuant to Public Resources Code Section 21080.17 and
CEQA Guidelines sections 15061(b)(3), and 15305.
8:15 PM-8:45 PM
3. Review the City Boards, Commissions, and Committees Handbook and Recommend
Adjustments to Implement the Handbook’s Directions.
Approval of Minutes
Public Comment is Permitted. Three (3) minutes per speaker.1,3
8:45 PM-8:50 PM
4. April 28, 2021 Draft PTC Meeting Minutes
Committee Items
Commissioner Questions, Comments, Announcements or Future Agenda Items
Adjournment
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1. Spokespersons that are representing a group of five or more people who are identified as present at the meeting at the
time of the spokesperson’s presentation will be allowed up to fifteen (15) minutes at the discretion of the Chair, provided
that the non-speaking members agree not to speak individually.
2. The Chair may limit Oral Communications to 30 minutes for all combined speakers.
3. The Chair may reduce the allowed time to speak to two minutes or less to accommodate a larger number of speakers.
Palo Alto Planning & Transportation Commission
Commissioner Biographies, Present and Archived Agendas and Reports are available online:
http://www.cityofpaloalto.org/gov/boards/ptc/default.asp. The PTC Commission members are:
Chair Bart Hechtman
Vice Chair Giselle Roohparvar
Commissioner Michael Alcheck
Commissioner Bryna Chang
Commissioner Ed Lauing
Commissioner Doria Summa
Commissioner Carolyn Templeton
Get Informed and Be Engaged!
View online: http://midpenmedia.org/category/government/city-of-palo-alto/ or on Channel
26.
Public comment is encouraged. Email the PTC at: Planning.Commission@CityofPaloAlto.org.
Material related to an item on this agenda submitted to the PTC after distribution of the
agenda packet is available for public inspection at the address above.
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.
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1. Spokespersons that are representing a group of five or more people who are identified as present at the meeting at the
time of the spokesperson’s presentation will be allowed up to fifteen (15) minutes at the discretion of the Chair, provided
that the non-speaking members agree not to speak individually.
2. The Chair may limit Oral Communications to 30 minutes for all combined speakers.
3. The Chair may reduce the allowed time to speak to two minutes or less to accommodate a larger number of speakers.
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
planning.commission@CityofPaloAlto.org
2. Spoken public comments using a computer will be accepted through the
teleconference meeting. To address the Board, click on the link below for the
appropriate meeting to access a Zoom-based meeting. Please read the following
instructions carefully.
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C. When you wish to speak on an agenda item, click on “raise hand”. The
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D. When called, please limit your remarks to the time limit allotted.
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4. Spoken public comments using a phone use the telephone number listed below. When
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remarks to the agenda item and time limit allotted.
https://zoom.us/join
Meeting ID: 981 2782 4487 Phone number: 1 669 900 6833 (you may need to exclude the
initial “1” depending on your phone service)
Planning & Transportation Commission
Staff Report (ID # 12312)
Report Type: City Official Reports Meeting Date: 5/26/2021
City of Palo Alto
Planning & Development Services
250 Hamilton Avenue
Palo Alto, CA 94301
(650) 329-2442
Summary Title: City Official Report
Title: Directors Report, Meeting Schedule and Assignments
From: Jonathan Lait
Recommendation
Staff recommends that the Planning and Transportation Commission (PTC) review and
comment as appropriate.
Background
This document includes the following items:
• PTC Meeting Schedule
• PTC Representative to City Council (Rotational Assignments)
• Tentative Future Agenda
Commissioners are encouraged to contact Vinh Nguyen (Vinhloc.Nguyen@CityofPaloAlto.org)
of any planned absences one month in advance, if possible, to ensure availability of a PTC
quorum.
PTC Representative to City Council is a rotational assignment where the designated
commissioner represents the PTC’s affirmative and dissenting perspectives to Council for quasi-
judicial and legislative matters. Representatives are encouraged to review the City Council
agendas (http://www.cityofpaloalto.org/gov/agendas/council.asp) for the months of their
respective assignments to verify if attendance is needed or contact staff. Prior PTC meetings are
available online at http://midpenmedia.org/category/government/city-of-palo-alto/boards-
and-commissions/planning-and-transportation-commission.
The Tentative Future Agenda provides a summary of upcoming projects or discussion items.
Attachments:
• Attachment A: May 26, 2021 PTC Meeting Schedule and Assignments (DOCX)
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Planning & Transportation Commission
2021 Meeting Schedule & Assignments
2021 Schedule
Meeting Dates Time Location Status Absences/Notes
1/13/2021 6:00 PM Virtual Meeting Regular
1/27/2021 6:00 PM Virtual Meeting Regular
2/10/2021 6:00 PM Virtual Meeting Regular Roohparvar
2/24/2021 6:00 PM Virtual Meeting Regular Roohparvar
3/10/2021 6:00 PM Virtual Meeting Regular
3/31/2021 6:00 PM Virtual Meeting Regular
4/14/2021 6:00 PM Virtual Meeting Regular
4/28/2021 6:00 PM Virtual Meeting Regular
5/12/2021 6:00 PM Virtual Meeting Regular
5/26/2021 6:00 PM Virtual Meeting Regular
6/9/2021 6:00 PM Virtual Meeting Regular
6/30/2021 6:00 PM Virtual Meeting Regular
7/14/2021 6:00 PM Virtual Meeting Regular
7/28/2021 6:00 PM Virtual Meeting Regular
8/11/2021 6:00 PM TBD Regular PAUSD Start Week
8/25/2021 6:00 PM TBD Regular
9/8/2021 6:00 PM TBD Regular
9/29/2021 6:00 PM TBD Regular
10/13/2021 6:00 PM TBD Regular
10/27/2021 6:00 PM TBD Regular
11/10/2021 6:00 PM TBD Regular
11/24/2021 6:00 PM Cancelled Cancelled Day Before Thanksgiving
12/8/2021 6:00 PM TBD Regular
12/29/2021 6:00 PM Cancelled Cancelled 2 Days Before NYE
2021 Assignments - Council Representation (primary/backup)
January February March April May June
Doria Summa Giselle Roohparvar Michael Alcheck Ed Lauing Cari Templeton Giselle Roohparvar
Michael Alcheck Cari Templeton Bart Hechtman Giselle Roohparvar Doria Summa Bart Hechtman
July August September October November December
Bryna Chang Doria Summa Bart Hechtman Michael Alcheck Cari Templeton Ed Lauing
Ed Lauing Michael Alcheck Bryna Chang Ed Lauing Bryna Chang Giselle Roohparvar
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Planning & Transportation Commission
2021 Tentative Future Agenda
The Following Items are Tentative and Subject to Change:
Meeting Dates Topics
June 9, 2021 • PTC Review of Objective Standards
Upcoming items:
Topics
• Study Session: Ordinance Amending 18.42.110 (Wireless Communication Facilities)
• Castilleja School
• University Avenue In-Lieu Parking Program
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Planning & Transportation Commission
Staff Report (ID # 12090)
Report Type: Action Items Meeting Date: 5/26/2021
City of Palo Alto
Planning & Development Services
250 Hamilton Avenue
Palo Alto, CA 94301
(650) 329-2442
Summary Title: ADU Code Changes: Affordability Regulations
Title: PUBLIC HEARING/LEGISLATIVE: Review and Discuss Potential
Ordinance Changes to Palo Alto Municipal Code Chapter 18.09
to Consider Regulations to Encourage Affordability for
Accessory Dwelling Units (ADUs). Environmental Assessment:
Exempt from the CEQA pursuant to Public Resources Code
Section 21080.17 and CEQA Guidelines sections 15061(b)(3),
and 15305.
From: Jonathan Lait
Recommendation
Staff recommends the Planning and Transportation Commission (PTC) take the following
action(s):
1. Discuss potential modifications to Palo Alto Municipal Code Chapter 18.09 to promote
affordable accessory dwelling units and junior accessory dwelling units;
2. Provide recommendations on policies and development standards to develop further
for inclusion in a draft ordinance.
Executive Summary
This report discusses policies and development standards intended to yield deed-restricted,
income-restricted accessory dwelling units (ADU) and junior accessory dwelling units (JADU)
that can be leased at affordable rates.
The following ideas are discussed in this report as incentives for rent restricted ADUs:
i. Allowing Reconstruction/Expansion of Non-Conforming Structures
ii. Removing the Existing Garage Requirement for Conversions
iii. Allowing an Additional ADU to be Built when Providing an Affordable Unit On-Site
iv. Exempting Basement Square Feet from Maximum Unit Size Calculations
v. Increase Allowed Maximum Size for ADU/JADU
vi. Allowing Reduced Setbacks for Affordable Units
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vii. Exempting Affordable Units from Development Impact Fees
viii. Expediting Reviews of Affordable Units
This report and associated discussion follow two prior PTC hearings regarding proposed
modifications to the city’s ADU/JADU ordinance. The prior meetings were held on February 10,
20211 and 24, 20212 and; more information is available online at: https://bit.ly/2QzrW1Y.
Background
On October 26, 2020, the Palo Alto City Council adopted Palo Alto Municipal Code Chapter
18.093, the most recent Accessory and Junior Accessory Dwelling Unit Ordinance (Attachment
A). The October 5, 2020 first reading staff report4 and minutes5 are available online. The
ordinance’s adoption occurred after PTC’s public hearing held on May 27, 2020. At that time,
the PTC recommended adoption of the ordinance.
While the Council adopted the ordinance, the Council also directed the PTC and staff to
continue pursuing additional changes to the ordinance that can further the production of ADUs
and JADUs in Palo Alto. The PTC previously considered and recommended changes to
development standards to encourage ADU production. This report proposes changes to the
ordinance that could lead to affordable ADUs.
Defining Housing Affordability and Affordable Housing
When using the term “affordable”, staff is referring to deed-restricted units that are offered for
reduced rent to income-qualifying households. The tenant household must have an income that
falls within a range established by City policy. The income corresponds to Santa Clara County’s
Income Table as developed by the Department of Housing and Urban Development (HUD). Each
year, HUD publishes a table for each county identifying the median income, and the incomes of
extremely low-, very low-, and low-income households. The household income varies based on
household size. As of April 26, 2021, the area median income (AMI) in Santa Clara County is
$151,300. Most affordable housing programs focus on serving households below the area
median income; those households that fall within the extremely low, very low, and low-income
categories.
Table 1: Santa Clara County Income Table Issued by HUD April 26, 20213
1 February 10, 2021 Staff Report: https://www.cityofpaloalto.org/files/assets/public/planning-amp-development-
services/file-migration/bc/ptc/2021-agenda/ptc-2.10-agenda-packet.pdf; February 10, 2021 Minutes:
https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/planning-and-
transportation-commission/2021/ptc-2.10.2021-bgh-revisions.pdf
2 February 24, 2021 Staff Report: https://www.cityofpaloalto.org/files/assets/public/planning-amp-development-
services/file-migration/bc/ptc/2021-agenda/ptc-2.24-agenda-packet.pdf; February 24, 2021 Minutes:
https://www.cityofpaloalto.org/files/assets/public/planning-amp-development-services/file-
migration/bc/ptc/2021-agenda/ptc-2.24-agenda-packet.pdf
3 PAMC Chapter 18.09 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-58731
4 CMR 10-5-20 https://www.cityofpaloalto.org/civicax/filebank/blobdload.aspx?t=59061.88&BlobID=78541
5 Minutes 10-5-20 https://www.cityofpaloalto.org/civicax/filebank/blobdload.aspx?t=42759.83&BlobID=79414
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Household Size
Income 1 2 3 4 5 6 7 8
Extremely Low $34,800 $39,800 $44,750 $49,700 $53,700 $57,700 $61,650 $65,650
Very Low $58,000 $66,300 $74,600 $82,850 $89,500 $96,150 $102,750 $109,400
Low $82,450 $94,200 $106,000 $117,650 $127,200 $136,600 $146,050 $155,450
Median $105,900 $121,050 $136,150 $151,300 $163,400 $175,500 $187,600 $199,700
Moderate $127,100 $145,250 $163,400 $181,550 $196,050 $210,600 $225,100 $239,650
Source: California Department of Housing and Urban Development, 2021
A household’s income and size determine the income-qualifying category within which the
household falls. Further, the federal government provides guidance that housing is affordable if
a household spends no more than thirty percent of its income on rent. For example, a home is
affordable to a household of 4 earning 100% of the AMI if that household pays approximately
$3,782.50 per month for housing costs; or $45,390 per year. As further illustration, the City’s
BMR (below market rate) rental price range for a one-bedroom unit is $1,580 per month at 50%
AMI to $2,244 per month at 80% AMI.
There are three primary ways that housing can be made affordable (30 percent of a
household’s income or less). First, the market rate cost of the housing in an area can be
affordable; this is sometimes referred to as “naturally” occurring affordable housing. This may
be because the household earns sufficient income in relation to the housing, because the
housing design commands a lower market price, or other factors. In relation to ADUs, the state
has assumed that due to the smaller size of an ADU that ADUs will be lower cost. The actual
rental price of ADU/JADUs, though, is not regulated; they are not required to be rented nor are
they required to be rented at specific rental rates. The rates can rise and fall with the market
and with the owner’s preferences.
Second, housing can be made affordable through public policy. The City of Palo Alto, for
example, has a policy that requires 15% of for-sale housing units be deed-restricted to be
affordable to lower income households. These are often known as inclusionary below market
rate units, as they are included in a development that has both market-rate and BMR units.
Through this policy and others like it, the City facilitates the development of units that must be
rented to households in certain income categories and at rates that household can afford. The
management and rental and/or sale of these units ensures that only qualifying households
purchase and/or rent the affordable units.
Finally, housing can be constructed by affordable housing developers who specifically serve
households falling with in the lower income groups. Such housing is often supported by public
subsidy, philanthropic support, and/or private sector support (primarily tax credits), which
generally also require a recorded covenant strictly limiting rents.
Discussion
Potential Incentives for Affordable ADUs
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The policies and development standards described below are intended to incentivize property
owners to voluntarily restrict an ADU/JADU to an affordable rent for income-qualifying
households. Some of these items may be appealing to provide as a right to all owners of
accessory units rather than just affordable units. Staff, however, believes these incentives can
help further the creation of affordable housing, which is acutely needed.
Further, staff propose to allow a property owner to utilize all the policies and standards. That is,
a J/ADU owner need not choose one policy or standard but can benefit from all incentives as
they are applicable to the J/ADU. In order to apply, though, the unit must be restricted to
income-qualified households only.
Finally, all these proposals assume the affordable ADU would be constructed on site and do not
contemplate any in-lieu fee or other means of providing the affordable unit.
i. Allowing Reconstruction/Expansion of Non-Conforming Structures
State ADU law provides a simple path for conversion of an existing, non-conforming structure
to an ADU, including complete demolition and reconstruction of the structure in place. If the
non-conforming structure is expanded, however, state law allows local governments to impose
some minimal regulations, like a four-foot setback and a 16-foot maximum height. A group of
local architects has advocated for allowing some degree of expansion when converting or
reconstructing non-conforming structures. Reconstruction can lead to a higher quality housing
unit than converting a structure that was not intended for human habitation. However, modern
building techniques may result in some expansion of the building envelope.
The PTC may consider allowing reconstruction of non-
conforming buildings in the same location with a slightly
different building envelope. Such policy could allow a
converted structure to accommodate contemporary
building code requirements for habitable buildings
without significantly increasing the degree of non-
conformity.
The PTC may, for example, consider recommending that
the height of the structure can increase by up to one foot
in height and the width of the structure to grow by a
total of six inches in all other directions (see image and
Attachment B), while remaining in the same non-
conforming location. This could be considered
“substantially the same” structure. Alternatively, the PTC
could consider establishing a maximum
height/dimension that a non-conforming unit could be
expanded to (e.g., max height of 10 to 12 feet with a
4/12 roof pitch on all sides) or meet a predetermined daylight plane (established at 10 feet and
angled 45 degrees towards property with max height for the structure of 10-12 feet).
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The policy may, however, exacerbate perceived concerns regarding privacy. For example, if a
non-confirming structure is closer than 4 feet from the neighboring property line, the
reconstruction of a slightly larger structure at this location, and now for habitation purposes,
could be perceived as a challenge to privacy. It would also be contrary to how the City’s
Municipal Code generally treats other non-conforming structures and would conflict with the
City’s general policy to eliminate non-conforming structures over time.
ii. Removing the Existing Garage/Carport Requirement for Conversions
Current state and local regulations provide that replacement parking need not be provided for
covered parking that is eliminated in order to create an ADU. In maintaining this requirement, it
requires that a structure must first be built and then later modified in order to benefit from the
reduced parking requirements. For a project that is proposing a new garage or new house
(which requires one covered and one uncoved space at a minimum), this would mean applying
for two different permits with the City; each with their own plans, inspections, plan check fees,
etc. This creates a two-step process for applicants that can add time, money, and barriers to
unit production. Requiring a permit to build a garage or carport and a subsequent permit to
convert the garage or carport does not add value to the quality of an application if the
homeowner is intent on building a second unit and eliminating the covered parking. In the end,
this results in more time for staff to review a project at two different stages.
Instead, the City could provide a single step process as an incentive for properties to build units
that are compliant with the City’s goals; namely, providing an affordable unit. The City could
still require that, in this instance, uncovered parking spaces must be located on site, including
an opportunity to locate within the front or street-side setbacks, to satisfy the primary unit’s
parking needs. Alternatively, the City could simply reduce the parking requirement for the
primary unit, as that is the result of the two-step process.
The result would be that applicants could choose at any point to provide an ADU on their
property, even during the review of a brand new single family home/garage. This change would
mean that plans could indicate a house that does not provide any form of covered parking on
the site at all. Although this raises some concerns about the existence of sufficent parking on
the site, staff believe this could be an acceptable trade-off for the development of an affordable
housing unit.
iii. Allowing an Additional ADU to be Built when Providing an Affordable Unit On-Site
Other jurisdictions within the state have provided incentives to allow additional ADUs to be
developed on a site that also provides an affordable unit. In particular, the City of San Diego has
allowed a homeowner one additional ADU if an ADU is provided at an affordable rent. Within a
transit priority development area, San Diego allows an additional ADU for each affordable ADU
provided on-site to an unlimited amount. The City of San Diego additionally requires that the
affordable ADU is available to very low income, low income, and moderate-income households,
with a deed restriction of not less than 15 years.
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The City could develop a similar program, though a limit of 1 additional ADU may be more
appropriate for Palo Alto. In combination with the existing ordinance, such a policy would allow
a single-family zoned parcel to have (1) a primary home, (2) a JADU (3) an ADU, (4) a deed
restricted affordable ADU. If there is a preference for these additional units to be attached or
detached from the primary dwelling, limited to a certain size, follow specific setback criteria,
etc., then staff would seek PTC’s guidance on this. This type of policy may benefit larger parcels
more than smaller ones; a separate policy could permit a greater number of additional units
built on very large parcels (e.g., one additional unit for lots less than 10,000 sf, two for lots that
are 10,000 – 20,000 sf, etc.).
iv. Exempting Basement Square Feet from Gross Floor Area/Floor Area Ratio Calculations
Per PAMC 18.09.040(i)(2), basements under ADUs are not allowed to extend into the setbacks
required for the primary dwelling. Following the PTC hearing on 2/24, PTC voiced support for
allowing basements under second units, provided they follow the four-foot side and rear
setbacks.6 The ordinance could be further modified to treat basement square footage under an
affordable unit as exempt from Gross Floor Area (GRA)/Floor Area Ratio (FAR). This basement
would need to follow the footprint and setbacks required of all unit types so that they would
not be able to project closer than four feet to a property line.
By exempting the basement space from GFA/FAR for affordable units, it could allow an
individual to build a large unit, up to the maximum sizes prescribed in state law of 1,200 square
feet for a detached unit or 50% of the primary dwelling for an attached unit. Providing a larger
unit can provide a more equitable living situation for families looking for an affordable place to
live in Palo Alto. It also can provide some flexibility to homeowners who may want to build a
bigger unit but still want to preserve a portion of their yard for other uses. Staff would continue
to review applications to confirm such basements would not have an adverse impact to
adjacent trees, privacy, or dewatering. Potential concerns within the community regarding
impacts of large units could include school district student increases (and impacts on other
government services if development impact fees were waived for ADUs).
v. Increase Allowed Maximum Size for ADU/JADU
The City’s ADU ordinance allows for a maximum ADU size of 900 square feet (sf), or 1,000 sf
with 2 or more bedrooms, while a JADU has a maximum size of 500 sf. The architect group
suggested in their comment letter (Attachment B) that the City should look at expanding the
maximum allowed unit sizes. If the PTC would like to recommend Council pursue this change,
staff would recommend limiting it to affordable units that meet the thresholds mentioned
before in this report. At the moment, staff would suggest allowing up to 1,200 sf square feet for
affordable ADUs and 800 sf for affordable JADUs.
vi. Allowing Reduced Setbacks for Affordable Units
The 2020 state law reduced setbacks for certain second units to a four-foot separation from the
rear and side property lines. Staff has heard from homeowners and the architect group that
6 PTC 2-24-21 Staff Report: https://bit.ly/3e1CuyE; PTC 2-24-21 Minutes: https://bit.ly/32dxba3
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while individuals are keen on developing second units, there is often a balance they seek to
achieve between space for the unit and maintaining space for themselves. The City could
consider further reducing interior yard setbacks for an affordable unit to a two-foot or zero
setback allowance, so long as there were no concerns for fire and life safety. Within these zero-
to-four-foot setback areas, the City would have greater authority to regulate the structure by
establishing predetermined heights, daylight planes, or other envelope-based restrictions for
new construction or even converted structures in these locations.
By allowing reduced setbacks, this could provide additional site planning flexibility for the
homeowner and doubly serve to limit massing impacts on an adjacent property. If the PTC
wishes to recommend this option, staff will need input on what height/setback would be
acceptable before providing mock-ups for consideration. One concern with this approach is the
area available for screening vegetation would be constrained with a two-foot setback, and non-
existent with a zero setback. Likewise, impacts on neighboring property trees is a factor to
consider.
vii. Exempting Affordable Units from Development Impact Fees
In order to encourage development of units that meet the City’s goals of providing affordable
housing, the City could exempt units of all sizes from Development Impact Fees. Staff does not
generally support eliminating fees that are meant to cover the impacts of development within
the City due to the long-term effects of deferred maintenance. However, this may be an
acceptable trade-off to achieving the type of affordable development the City wants and needs.
While exempting units from Development Impact Fees does not cover the entire costs
experienced through the permit review process, it can serve to remove barriers to unit
construction.
viii. Expediting Reviews of Affordable Units
The architect group noted that in addition to all the costs homeowners deal with when
submitting permits to the City, processing time can be a significant cost factor. The current
review time frames for building permits are: 30-day review of new submittals and 14-day
review of resubmitted projects.
Staff could investigate reducing the time frames of these reviews to seven-days on the initial
review and three-days on any resubmittal. However, without additional staff, it is likely this
expedited permit effort would affect current staff’s ability to provide on-time reviews for all
other project types. As it is unknown how much development this program could generate,
there is no metric to effectively gauge the impact to staff’s workload. Staff would seek Council
guidance on this possible incentive related to the City’s resources.
Other Dimensions of Affordable ADU Policy
In addition to the incentives discussed above, the PTC may also consider several other
important policy dimensions:
(1) The length of time that a unit must be affordable - The ADU could be subject to
restrictions for 55 or 99 years, similar to the treatment of inclusionary BMR units;
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however, this might not be tolerable for many homeowners and could lead to limited
affordable J/ADU production. The PTC might consider a shorter time period such as 10,
15, 20, or 30 years. Staff recommend a minimum of 15 years; during that period the
J/ADU must be leased to an income qualified household. After the time ends, the owner
could lease the unit to any household.
In meetings with the architect group, staff learned the group had not heard support
from their clients and other residents for a 15-year minimum. They had heard support
for a 5 to 10-year period. Staff does not believe that a 5 to 10-year period is sufficient,
as some of the proposed incentives (e.g., an additional unit) provide significant ongoing
value to the property owner. At a minimum, staff would seek to establish a graduated
metric for the length and time for such units to remain affordable, with more deeply
affordable units (50%-80% AMI) having a shorter sunset period. Staff is seeking PTC’s
input on this potential approach and whether there are additional possibilities to
consider, such as terms related to eight-year housing element cycles and affordability
levels.
(2) The income categories affordable units must serve – The program could follow the same
affordability requirements for the City’s existing BMR program, targeting households
within the 80% to 120% AMI range (moderate-income households). The PTC may wish
to apply the same standards to the affordable J/ADUs.
Alternatively, the PTC may wish to serve low, very low, or extremely low-income
households. Typically, units restricted to the latter two categories are supported
through 100% affordable housing developments that offer additional services and
supports to the households.
(3) Process to Lease Affordable ADUs and JADUs – The rental process for the ADU/JADUs
could follow a similar process to the rentals for inclusionary BMR housing units, which
are administered for the City by Alta Housing. For BMR rental units, Alta Housing is
contacted by a property owner when a BMR unit is or will be vacated. Alta Housing is
responsible for advertising the unit and finding tenants. As part of the income
certification process, the applicants are required to submit income documentation such
as a W-2 form, paystubs, asset holdings, etc. Once placed in the housing, Alta Housing
recertifies the tenant annually.
In speaking with Alta Housing, since there is not an affordable ADU rental program in
place, their preference is for the City to create a waitlist that can be used to place pre-
qualified tenants in available units. The income certification of prospective tenants can
take 30-60 days. During this time, the owner of a vacant ADU is not collecting rent. This
may discourage potential homeowners from participating because of the timing issue.
(4) Tenant Selection – ADU owners could choose between (1) vetting a potential renter to
submit to the administrator for income certification or (2) receiving a referral from the
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program administrator. The former could add time and cost to securing a tenant, but
the latter may not be ideal as the administrator only provides income certification of
potential tenants. The landlord would still need to perform their own due diligence and
qualification process with the prospective tenant.
(5) Program Administration Costs - Alta Housing has suggested requiring a $700 charge for
initial certification of tenants and $500 for annual recertification of tenants. This is
based on costs for Alta Housing’s administration of the Los Altos BMR program.
Typically, this cost is paid by the landlord. This charge would be paid directly to Alta
Housing to cover the cost to perform income certification of tenants. Please note that
this fee is for income certification only. Other background review (credit history, rental
history, criminal check, etc.) are all performed by the housing provider.
There are not funds available for the administration of this program within the City’s
budget. If the PTC and Council want to cover the program administration with public
funds—as opposed to landlord’s paying as described above—then funding sources will
need to be identified and appropriated.
Staff can pursue State grant funds, such as the Permanent Local Housing Allocation
(PLHA) to support creating this program. The PLHA was created in 2017 which
established a $75 recording fee on real estate documents to increase the supply of
affordable homes in California.7 Based on conversations staff has had with HCD, roughly
$231,000 per year could be made available to the City to build this program. But staff is
still reviewing the different funding activities in which this could be an eligible activity.
This is a non-competitive program.
(6) Financing ADU Development – Some cities and counties partner with financial
institutions and other organizations to help finance the construction of ADUs. For
example, Palo Alto could partner with organizations such as Housing Trust Silicon Valley
(HTSV) which provides loans to homeowners trying to develop ADUs. Should the City
pursue such partnerships and/or directly establish a loan fund to support ADU
development, requiring affordability could be part of the loan terms.
Environmental Review
This ADU Ordinance is exempt from the provisions of the California Environmental Quality Act
(CEQA) pursuant to Public Resources Code Section 21080.17 and CEQA Guidelines sections
15061(b)(3), and 15305 because it implements requirements related to accessory dwelling units
as established in Government Code Section 65852.2, represents only minor changes to land use
limitations, and is likely to result in additional dwelling units dispersed throughout the City. As
such, it can be seen with certainty that the proposed action will not have the potential for
causing a significant effect on the environment. Moreover, the actual development of ADUs
would be exempt pursuant to CEQA Guidelines sections 15301, 15302, and 15303.
7 PLHA - https://www.hcd.ca.gov/grants-funding/active-funding/plha.shtml
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Public Notification, Outreach & Comments
The Palo Alto Municipal Code requires notice of this public hearing be published in a local paper
and mailed to owners and occupants of property within 600 feet of the subject property at least
ten days in advance. Notice of a public hearing for this project was published in the Daily Post
on April 30, 2021, which is 12 days in advance of the meeting.
Report Author & Contact Information PTC8 Liaison & Contact Information
Garrett Sauls, Associate Planner Rachael Tanner, Assistant Director
(650) 329-2471 (650) 329-2167
Garrett.Sauls@CityofPaloAlto.org rachael.tanner@cityofpaloalto.org
Attachments:
• Attachment A: Ordinance 5507 (PDF)
• Attachment B: Architect Group's Correspondence (PDF)
8 Emails may be sent directly to the PTC using the following address: planning.commission@cityofpaloalto.org
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Ordinance No. 5507
Ordinance of the Council of the City of Palo Alto Amending Title 18 (Zoning) of the Palo Alto
Municipal Code to Amend Requirements Relating to Accessory Dwelling Units and Junior
Accessory Dwelling Units
The Council of the City of Palo Alto does ORDAIN as follows:
SECTION 1. Findings and Declarations. The City Council finds and declares as follows:
A. Housing in California is increasingly unaffordable. In 2017, the average California home
cost about 2.5 times the national average home price and the monthly rent was 50%
higher than the rest of the nation. Rents in San Francisco, San Jose, Oakland, and Los
Angeles are among the top 10 most unaffordable in the nation.
B. Housing in Palo Alto is especially unaffordable. The average Palo Alto home currently costs
about 8 times the national average home price and the monthly rent is about 2.5 times the
national average.
C. Palo Alto has a jobs/housing imbalance. When addressing this imbalance, the City must
not only provide housing but also ensure affordability.
D. 68, 587, 671, and
pertain to accessory dwelling units s junior accessory dwelling units s
and were approved by the California Legislature on September 13, 2019 and signed by the
Governor on October 9, 2019. These bills, codified primarily in California Government Code
sections 65952.2 and 65952.22, are intended to spur the creation of lower cost housing by
easing regulatory barriers to the creation of ADUs and JADUs.
E. This ordinance is adopted to comply with the mandates of the State ADU Law.
SECTION 2. Section 18.42.040 (Accessory and Junior Accessory Dwelling Units) of Chapter 18.42
(Standards for Special Uses) of Title 18 (Zoning) of the PAMC is deleted in
its entirety.
SECTION 3. Chapter 18.09 (Accessory Dwelling Units and Junior Accessory Dwelling Units) of Title 18
18.09.010 Purpose
The intent of this Chapter is to provide regulations to accommodate accessory and junior
accessory dwelling units (ADU/JADU), in order to provide for variety to the city's housing stock
and additional affordable housing opportunities. These units shall be separate, self-contained
living units, with separate entrances from the main residence, whether attached or detached.
The standards below are provided to minimize the impacts of units on nearby residents and
throughout the city, and to assure that the size and location of such dwellings is compatible
with the existing or proposed residence(s) on the site and with other structures in the area.
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18.09.020 Applicable Zoning Districts
The establishment of an accessory dwelling unit is permitted in zoning districts when single-
family or multi-family residential is a permitted land use.
18.09.030 Units Exempt from Generally Applicable Local Regulations
(a) Government Code section 65852.2, subdivision (e) provides that certain units shall be
approved notwithstanding state or local regulations that may otherwise apply. The following
types of units shall be governed by the standards in this section. In the event of a conflict
between this section and Government Code section 65852.2, subdivision (e), the
Government Code shall prevail.
i. An ADU or JADU within the existing space of a single-family dwelling or an ADU
within the existing space of an accessory structure (i.e. conversion without
substantial addition).
ii. An ADU or JADU within the proposed space of a single-family dwelling.
iii. A detached, new construction ADU on a lot with a proposed or existing single-family
dwelling, provided the ADU does not exceed 800 square feet, sixteen feet in height,
or four-foot side and rear (i.e. interior) setbacks.
iv. ADUs created by conversion of portions of existing multi-family dwellings not used
as livable space.
v. Up to two detached ADUs on a lot with an existing multi-family dwelling.
(b) The Development Standards for units governed by this section are summarized in Table 1.
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Table 1: Development Standards for Units Described in Government Code Section 65852.2(e)
Single-Family Multi-Family Conversion of Space Within an Existing Single-Family Home or Accessory Structure
Construction of Attached ADU Within the Space of a Proposed Single-Family Home
New Construction of Detached ADU
Conversion of Non-Habitable Space Within Existing Multi-family Dwelling Structure
Conversion or Construction of Detached ADU
Number of Units Allowed 1 ADU and 1 JADU 25% of the existing units (at least one) 2
Minimum size1 150 sf Maximum size1 N/A2 800 sf N/A
Setbacks
N/A, if condition is sufficient for fire and safety
Underlying zone standard for Single Family Home (ADU must be within space of Single-Family Home)
4 feet from side and rear lot lines; underlying zoning for front setback
N/A
4 feet from side and rear lot lines; underlying zoning for front setback Daylight Plane N/A N/A
Maximum Height N/A 163 N/A 164
Parking None
State Law Reference 65852.2(e)(1)(A) 65852.2(e)(1)(A) 65852.2(e)(1)(B) 65852.2(e)(1)(C) 65852.2(e)(1)(D)
(1) Lofts where the height from the floor level to the underside of the rafter or finished roof surface is 5' or
greater
(2) Up to 150 sf may be added for the purpose of ingress and egress only.
(3) Units built in a flood zone are not entitled to any height extensions granted to the primary dwelling.
(c) Development standards stated elsewhere in this Section or Title 18, including standards
related to FAR, lot coverage, and privacy, are not applicable to ADUs or JADUs that qualify
for approval under this section.
(d) The establishment of accessory dwelling units and junior accessory dwelling units pursuant
to this section shall not be conditioned on the correction of non-conforming zoning
conditions; provided, however, that nothing in this section shall limit the authority of the
Chief Building Official to require correction of building standards relating to health and
safety.
(e) The installation of fire sprinklers shall not be required in an accessory dwelling unit if
sprinklers are not required for the primary residence. Nothing in this section shall preclude
the Fire Marshal from accepting fire sprinklers as an alternative means of compliance with
generally applicable fire protection requirements.
(f) Rental of any unit created pursuant to this section shall be for a term of 30 days or more.
(g) Attached units shall have independent exterior access from a proposed or existing single-
family dwelling. Except for JADUs, attached units shall not have an interior access point to
the primary dwelling (e.g. hotel door or other similar feature/appurtenance).
(h) Conversion of an existing accessory structure pursuant to Government Code section
65852.2(e)(1)(A) may include reconstruction in-place of a non-conforming structure, so long
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as the renovation of reconstruction does not increase the degree of non-compliance, such
as increased height, envelope, or further intrusion into required setbacks.
(i) Street addresses shall be assigned to all units prior to building permit final to assist in
emergency response.
(j) The unit shall not be sold separately from the primary residence.
(k) Replacement parking is not required when a garage, carport, or covered parking structure is
converted to, or demolished in conjunction with the construction of, an ADU.
(l) JADUs shall comply with the requirements of Section 18.09.050.
18.09.040 Units Subject to Local Standards
(a) This section shall govern applications for ADUs and JADUs that do not qualify for approval
under section 18.09.030 and for which the City may impose local standards pursuant to
Government Code section 65852.2, subdivisions (a) through (d).
(b) The Development Standards for units governed by this section are provided in Table 2.
Table 2: All other Units Attached Detached JADU
Number of Units Allowed1 1 1
Minimum size 150 sf
Maximum size
900 sf (1,000 sf for two or more bedrooms); no more than 50% of the size of the single-family home
900 sf (1,000 sf for two or more bedrooms) 500 sf
Setbacks 4 feet from side and rear lot lines; underlying zone standard for front setback
Daylight Plane Initial Height 8 feet at lot line Angle 45 degrees
Maximum Height3 Res. Estate (RE) 30 feet
Open Space (OS) 25 feet All other eligible zones 16 feet
Parking None
Square Footage Exemption Up to 800 sf(4) Up to 500 sf(4)
(1) An attached or detached ADU may be built in conjunction with a JADU on a lot with an existing or proposed single family home (2) Lofts where the height from the floor level to the underside of the rafter or finished roof surface is 5' or greater (3) Units built in a flood zone are not entitled to any height extensions granted to the primary dwelling. (4) Lots with both an ADU and a JADU may exempt a maximum combined total of 800 square feet of the ADU and JADU from FAR, Lot Coverage, and Maximum House Size calculations.
(c) A single-family dwelling shall exist on the lot or shall be constructed on the lot in conjunction
with the construction of an ADU/JADU.
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(d) ADU and/or JADU square footage shall not be included in FAR, Lot Coverage, and Maximum House Size calculations for a lot with an existing or proposed single family home, up to the amounts stated in Table 2. ADU and/or JADU square footage in excess of the exemptions provided in Table 2 shall be included in FAR, Lot Coverage, and Maximum House Size calculations for the lot.
(e) Attached units shall have independent exterior access from a proposed or existing single-family dwelling. Except for JADUs, attached units shall not have an interior access point to the primary dwelling (e.g. hotel door or other similar feature/appurtenance).
(f) No protected tree shall be removed for the purpose of establishing an accessory dwelling unit unless the tree is dead, dangerous or constitutes a nuisance under Section 8.04.050. Any protected tree removed pursuant to this subsection shall be replaced in accordance with the standards in the Tree Technical Manual.
(g) For properties listed in the Palo Alto Historic Inventory, the California Register of Historical Resources, the National Register of Historic Places, or considered a historic resource after completion of a historic resource evaluation, compliance with the appropriate Secretary of
(h) Noise-producing equipment such as air conditioners, water heaters, and similar service equipment, shall be located outside of the setbacks for the ADU/JADU. All such equipment shall be insulated and housed, except that the planning director may permit installation without housing and insulation, provided that a combination of technical noise specifications, location of equipment, and/or other screening or buffering will assure
(i) Setbacks
i. Detached units shall maintain a minimum three-foot distance from the primary unit, measured from the exterior walls of structures.
ii. No basement or other subterranean portion of an ADU/JADU shall encroach into a setback required for the primary dwelling.
iii. Projections, including but not limited to windows, doors, mechanical equipment,
venting or exhaust systems, are not permitted to encroach into the required
setbacks, with the exception of a roof eave of up to 2 feet.
(j) Design
i. Except on corner lots, the unit shall not have an entranceway facing the same lot line (property line) as the entranceway to the main dwelling unit unless the entranceway to the accessory unit is located in the rear half of the lot. Exterior staircases to second floor units shall be located toward the interior side or rear yard of the property.
ii. Privacy
A. Second story doors and decks shall not face a neighboring dwelling unit. Second story decks and balconies shall utilize screening barriers to prevent views into adjacent properties. These barriers shall provide a minimum five-foot, six-inch, screen wall from the floor level of the deck or balcony and shall not include perforations that would allow visibility between properties.
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B. Second story windows, excluding those required for egress, shall have a five-foot sill height as measured from the second-floor level, or utilize obscured glazing on the entirety of the window when facing adjacent properties. Second story egress windows shall utilize obscured glazing on the entirety of the windows which face adjacent properties.
C. privacy.
(k) Parking i. Replacement parking is not required when a garage, carport, or covered parking structure is converted to, or demolished in conjunction with the construction of, an ADU. ii. Replacement parking is required when an existing attached garage is converted to a JADU. These replacement spaces may be provided as uncovered spaces in any configuration on the lot including within the front or street side yard setback for the property.
A. The Director shall have the authority to modify required replacement parking spaces by up to one foot in width and length upon finding that the reduction is necessary to accommodate parking in a location otherwise allowed under this code and is not detrimental to public health, safety or the general welfare. B. Existing front and street side yard driveways may be enlarged to the minimum extent necessary to comply with the replacement parking requirement above. Existing curb cuts shall not be altered except when necessary to promote public health, safety or the general welfare. iii. When parking is provided, the unit shall have street access from a driveway in common with the main residence in order to prevent new curb cuts, excessive paving, and elimination of street trees, unless separate driveway access will result in fewer environmental impacts such as paving, grading or tree removal. iv. If covered parking for a unit is provided in any district, the maximum size of the covered parking area for the accessory dwelling unit is 220 square feet. This space shall count towards the total floor area for the site but does not contribute to the maximum size of the unit unless attached to the unit.
(l) Miscellaneous requirements
i. Street addresses shall be assigned to all units prior to building permit final to assist
in emergency response.
ii. The unit shall not be sold separately from the primary residence.
iii. Rental of any unit created pursuant to this section shall be for a term of 30 days or
more.
iv. The installation of fire sprinklers shall not be required in an accessory dwelling unit
if sprinklers are not required for the primary residence. Nothing in this section shall
preclude the Fire Marshal from accepting fire sprinklers as an alternative means of
compliance with generally applicable fire protection requirements.
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18.09.050 Additional Requirements for JADUs
(a) A junior accessory dwelling unit shall be created within the walls of an existing or proposed
primary dwelling.
(b) The junior accessory dwelling unit shall include an efficiency kitchen, requiring the following
components: A cooking facility with appliances, and; food preparation counter and storage
cabinets that are of reasonable size in relation to the size of the junior accessory dwelling unit.
i. A cooking facility with appliances shall mean, at minimum a one burner installed
range, an oven or convection microwave, a 10 cubic foot refrigerator and freezer
combination unit, and a sink that facilitates hot and cold water.
ii. A food preparation counter and storage cabinets shall be of reasonable size in relation
to a JADU if they provide counter space equal to a minimum 24-inch depth and 36-
inch length.
(c) For the purposes of any fire or life protection ordinance or regulation or for the purposes of
providing service for water, sewer, or power, a junior accessory dwelling unit shall not be
considered a separate or new unit.
(d) The owner of a parcel proposed for a junior accessory dwelling unit shall occupy as a primary
residence either the primary dwelling or the junior accessory dwelling. Owner-occupancy is
not required if the owner is a governmental agency, land trust, or housing organization.
(e) Prior to the issuance of a building permit for a junior accessory dwelling unit, the owner shall
record a deed restriction in a form approved by the city that includes a prohibition on the sale
of the junior accessory dwelling unit separate from the sale of the single-family residence,
requires owner-occupancy consistent with subsection (d) above, does not permit short-term
rentals, and restricts the size and attributes of the junior dwelling unit to those that conform
with this section.
SECTION 4. Subsection (g) of Section 16.58.030 of Chapter 16.58 (Development Impact Fees) of Title 16
is amended to read:
(f) Accessory dwelling units (ADU) less than 750 square feet in size. Any impact fees to be
charged for an accessory dwelling unit of 750 square feet or more shall be proportional to
the square footage of the primary dwelling unit established by the conversion of an existing
garage or carport, provided that the existing garage or carport was legally constructed, or
received building permits, as of January 1, 2017, and is converted to an ADU with no
expansion of the existing building envelope;
SECTION 5. Subsections (a)(4) and (a)(75) of Section 18.04.030 (Definitions) of Chapter 18.04
to read:
[. . .]
attached or a detached residential dwelling unit which
provides complete independent living facilities for one or more persons. It shall include permanent
provisions for living, sleeping, eating, cooking, and sanitation on the same parcel as the single-
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family dwelling is situated. An accessory dwelling unit also includes the following:
(A) An efficiency unit, as defined in Section 17958.1 of the Health and Safety Code.
(B) A manufactured home, as defined in Section 18007 of the Health and Safety Code.
In some instances this Code uses the term second dwelling unit interchangeably with accessory
dwelling unit. For the purposes of this definition,
a dwelling unit shall not have an interior access point to another dwelling unit (e.g. hotel
door or other similar feature/appurtenance).
[. . .]
(75 Kitchen a room designed, intended or used for cooking and the preparation of food
and dishwashing. Kitchen facilities include the presence of major appliances, utility connections,
sink, counter, for storing, preparing, cooking, and cleaning.
(A) For ADUs, major appliances shall mean a minimum two burner installed range, and
an oven or convection microwave, as well as a minimum 16 cubic foot freezer and
refrigerator combination unit. Kitchens shall also include counter space for food
preparation equal to a minimum 24-inch depth and 36-inch length, and a sink that
facilitates hot and cold water.
[. . .]
SECTION 6. Any provision of the Palo Alto Municipal Code or appendices thereto inconsistent with the
provisions of this Ordinance, to the extent of such inconsistencies and no further, is hereby repealed or
modified to that extent necessary to effect the provisions of this Ordinance.
SECTION 7. If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason
held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such
decision shall not affect the validity of the remaining portions of this Ordinance. The City Council
hereby declares that it would have passed this Ordinance and each and every section, subsection,
sentence, clause, or phrase not declared invalid or unconstitutional without regard to whether any
portion of the ordinance would be subsequently declared invalid or unconstitutional.
SECTION 8. The Council finds that the adoption of this Ordinance is exempt from the provisions of the
California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21080.17 and
CEQA Guidelines sections 15061(b)(3), 15301, 15302 and 15305 because it constitutes minor
dwelling units as established in Government Code Section 65852.2, and these changes are also likely to
result in few additional dwelling units dispersed throughout the City. As such, it can be seen with
certainty that the proposed action will not have the potential for causing a significant effect on the
environment.
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SECTION 9. This ordinance shall be effective on the thirty-first date after the date of its adoption.
INTRODUCED: October 5, 2020
PASSED: October 26, 2020
AYES: CORMACK, DUBOIS, FILSETH, FINE, KNISS, KOU, TANAKA
NOES:
ABSENT:
NOT PARTICIPATING:
ATTEST:
__________________________________ __________________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED: __________________________________ ___________________________________
Assistant City Attorney City Manager
__________________________________
Director of Planning & Development
Services
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Envelope Id: 9071942B9F384F1BB4988D8AE22A87BE Status: Completed
Subject: Please DocuSign: ORD 5507 - Ordinance Amending Title 18 (Zoning) of PAMC to Amend Requirements ...
Source Envelope:
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City of Palo Alto
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City Of Palo Alto ADU Ordinance, First Reading, Meeting Date 10/5/2020 Agenda Item #8
To the Members of The Palo Alto City Council:
We want to begin by expressing commendation for what has been done to date by Council and PTC but
particularly by Staff. This is a complex political and technical topic and we consider the ordinance to be
mostly in alignment with the State Statutes. We applaud the effort where choices have been made to
exceed limitations in a reasonable way, and understand clearly the boundaries established by State
legislation.
What we need to remember is that the State is promoting this legislation to incentivize and streamline the
creation of ADUs. We should also remember to view all of this through the local lens of prioritizing
residential development as a clearly stated Palo Alto goal. As professionals, we seek a clear and precise
set of rules we can rely on in the design process to achieve a predictable result for our clients.
A number of individuals spoke in warning when we came before Council in January, and we have been
proven correct in stating Palo Alto's urgency ordinance was seriously flawed. Many elements did not
properly conform to State legislation. Since then, Staff has adjusted their interpretations, in some cases
after being challenged by the professional community, and partly when influenced by input from HCD.
The updated document before you makes good progress toward alignment, but we still fall short in some
important areas.
The Palo Alto ADU Task Force (PAADUTF), now approximately 20 individuals and growing, was created
out of a grassroots desire for peer communication between professionals who are active in ADU
development. Sharing information regarding regulatory interpretations, design methodology, and
construction strategy, this group came together to evaluate the August 17 staff report and associated
ordinance language. Unfortunately, we were not aware of the May 27 PTC hearing and recognize this
was a missed opportunity to interact with staff. Over the course of five meetings conducted during August
and September, the group developed a narrative along with an annotated review of the proposed
ordinance. As indicated, two additional meetings were conducted with staff included to review and discuss
the information. Several significant points from that discussion have been captured in your staff report.
There are others that were not, that we nonetheless feel are critical to implement as part of this update.
Through direct and frequent interaction with HCD and supported by other experts active in ADU
regulatory action, The PAADUTF has identified several specific areas where the proposed local ordinance
departs from the State intent. We recognize Staff feels they have rigorously evaluated the language
presented to you tonight, but we do not believe they are entirely correct. The HCD ADU Handbook,
released just last week, seems to confirm a few areas where the proposed language is in conflict with
HCD’s guidance. As you have heard, if inconsistency is not corrected, there is a significant possibility the
ordinance will be challenged and potentially deemed invalid.
The most significant issue is the approach taken in the ordinance regarding the Statewide Exemption
ADU and how that language relates to all other units, particularly those exceeding 800 square feet.
Gov. Code, § 65852.2, subd. (c)(2)(C) “Any other minimum or maximum size for
an accessory dwelling unit, size based upon a percentage of the proposed or
existing primary dwelling, or limits on lot coverage, floor area ratio, open space,
and minimum lot size, for either attached or detached dwellings that does not
permit at least an 800 square foot accessory dwelling unit that is at least 16 feet in
height with four-foot side and rear yard setbacks to be constructed in compliance
with all other local development standards.”
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Staff's interpretation of this section includes a vision that the Exemption Unit is an isolated obligation. In
fact, the Statute language says clearly “at least”, so we have been told any attempt at creating limitations
for units which are larger (daylight plane restrictions, placement on the lot, a limitation for subterranean
construction, or basement construction) is simply inconsistent with the State Statute.
Another significant departure is the approach taken in regard to 2-story construction. Staff is seeking to
create limits on the basis of privacy, but the restrictions they have offered are inconsistent with the
statutes. It is important to remember that the State put these new rules in place to shake up the norms,
and we need to understand and align with that intent. As an example, HCD has described a scenario
where if a lot is so small that 800 sf cannot be accommodated on one level, then 2-stories can be the only
option. Because of this, HCD has confirmed there can be no restriction against 2-story units, under any
condition. Whether in conformance with an Exemption ADU or larger, 2-story construction must be
embraced. We would offer that Santa Cruz has done an excellent job in this area and has elected to allow
22’ of height with additional restrictions for distance from the property line once beyond 16’ of height.
(https://www.cityofsantacruz.com/government/city-departments/planning-and-community-development/ac
cessory-dwelling-units-adus)
Again, there are a number of specific areas of improvement in the proposed ordinance, and we applaud
that. What we ask of you tonight is the consideration of 15 areas of concern we identify below, some of
which have already been described by Staff. We believe all of these are important and nuanced topics
that are truly necessary to implement. Some are changes only included to simplify the development of
ADUs, but others are very technical responses to costly or avoidably complex limitations. We ask that you
remember our pace is 1,000 units short of our RHNA requirement and that we need to do better and
move faster. This set of considerations provides an easy way to encourage the development of additional
units with minimal collateral impact when compared to larger, more dense projects with their significant
timelines and approval hurdles.
15 Suggestions for Consideration:
1.Alignment with Gov. Code, § 65852.2, subd. (c)(2)(C)
a.Remove language that improperly restricts daylight plane, placement on the lot, limitation for
subterranean construction, or basement construction.
2.Two-Story
a.Provide definition for subterranean 1st level construction. (1st level partially recessed in the
ground)
i.Clarify how deep this can be without being interpreted as a ‘basement’
1.Suggest 36” max below existing natural grade as the threshold
b.Confirm Staff’s recommendations for privacy management
i.Windows obscured when sills are below 5’ above adjacent finish floor on walls parallel to
property lines when the structure is within 8’ of a property line
ii.Set sills at 5’ above adjacent finish floor on walls parallel to property lines when the structure
is within 8’ of a property line
iii.Sleeping rooms endeavor to have egress windows located on walls non-adjacent to property
lines
iv.Use of (operable) skylights in bathrooms and other spaces where windows could be
considered optional
v.No exterior lighting mounted above 7’ on walls adjacent to property lines to keep it at or
below maximum fence height
c.Consider adopting language similar to that used in Santa Cruz:
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i.ADUs higher than one story may be up to 22’ tall at the peak, measured from average
grade, and any portion of the structure that exceeds 16’ in height must be set back a
minimum of 5’ from the side yard property line and 10’ from the rear yard property line.
ii.Exception: An ADU that faces an alley or street can be up to 22’ tall and any portion of the
structure that exceeds 16’ in height must be set back 5’ from the side and rear property
lines.
iii.Detached New Construction ADUs higher than one story shall limit the major access stairs,
decks, entry doors, and windows to the interior of the lot or an alley if applicable. Windows
that impact the privacy of the neighboring side or rear yards should be minimized or
otherwise restricted as in (b.) above
3.Fees
a.Significant cost is incurred relative to fees for Plan Check, Building Permit, Planning Impacts,
Specialty Consultants, School Fees, etc. They are not always levied in a relative fashion.
i.Why not just charge a flat fee based on ADU floor area?
ii.Included in that methodology, remove some of the fees to further incentivize ADU
construction.
b.It is important to note that the proportionate language in regard to Planning Impact Fees for units
>750 sf contained in Gov. Code, § 65852.2, subd. (f)(3)(A) creates a significant disincentive for
individuals with existing small homes. Please note the following examples:
i.Project #1, Demolish an existing detached garage and replace it with a new conforming
detached ADU.
1.Main house at 3,427 sf and new ADU at 800 sf = 23.3% = $4,511.47
ii.Project #2, Convert an existing detached garage and construct an addition to create a new
detached ADU.
1.Main house at 1,209.6 sf and new ADU at 882 sf = 73.0% = $14,101.46
c.Both are roughly the same scope but because of the more modest house on Project #2, the
weighted ratio pushes the fee to be $10k more.
d.Add to this about $9,000 for: School Impact Fees ($3,000), Plan Check Fees ($2,800) and
Building Permit Fees ($3,300) - That puts the fees for Project #2 at around $23k, or almost 11%
of the total anticipated project construction cost!
4.Subterranean/Basement Construction
a.Without some flexibility in this, floor to ceiling heights are substandard (+/- 7’-0”). Codifying this in
a thoughtful way can provide tangible improvements in privacy management and enhancement to
overall massing.
b.Partially subterranean 1st floor lowers 2nd floor and allows 8’ ceilings with a reasonable roof slope
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c.Adding a basement could reduce an entire floor of height/massing
1.Reduce impact to neighbors
2.Required exclusionary excavation techniques remove any concerns related to
dewatering
ii.Tree root impacts could be conditioned since the 800 sf exemption ADU is not obligated in
regard to underground space
iii.Add clarifying language requiring the interior basement FA to count toward the 800 sf
exemption triggering the additional area beyond 800 sf to be deducted from overall site FA
iv.No further encroachment other than that required for emergency egress.
v.Consider, as an additional incentive, allowing a 1200 sf max ADU if 50% of FA is below
grade?
5.Minimal increase to non-conforming structures
a.Create an allowance to avoid complete demolition or unnecessary
complexity due to energy or structural upgrades
i.Clarify that it can only be accessed for compliance with energy or
structural obligations
1.Grant an additional 12” of height – increase framing depth
above top plate rather than hanging, which is structurally
complex and reduces ceiling heights.
2.Note that the structure height will still be restricted by the 16’
height limit.
3.Grant an additional 6” in plan on any side for structural
seismic sheathing, exterior insulation, or replacement siding,
so long as no portion of the structure encroaches beyond
the property line.
ii.Add a clarification regarding structures with existing
parapets. A non-conforming portion of the structure
may be modified up to the height of the existing
parapet. This can be done without creating an
increased impact to neighbors. Previous interpretation
of ‘shrink-wrap’ rules should not apply to recessed roof
areas below the top of the parapet. This flexibility will
allow the interior to be a reasonable residential height.
6.Utility Connections
a.Separate meters placed only at the owner’s discretion
b.The requirement to provide a separate sewer line for detached ADUs has been directed by the
Chief Building Official.
i. There is an exception in the Plumbing Code recognized in many jurisdictions to avoid the
significant cost this causes (often greater than $9,000) CPC 311.1 Exception: Where one
building stands in the rear of another building on an interior lot, and no private sewer is
available or can be constructed to the rear building through an adjoining court, yard, or
driveway, the building drain from the front building shall be permitted to be extended to the
rear building.
1.Recognize that the high cost can be viewed as the basis for applying the exception
2.Question - If no separate line is required for an attached ADU, why obligate the cost
and complexity for a detached ADU. The outcome is the same so why regulate
differently?
3.An alternative to this might be a study performed by experts under CPC 301.3
“Alternate Materials and Methods of Construction Equivalency” with the establishment
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of standards for equipment (backflow prevention) and cleaning/inspection schedules.
Once established in the City, this could be relied on as an alternate approach.
c.Routing of utilities at the discretion of property
owner (rear alley or another alternate to avoid
disruption to landscape or trees)
i.This graphic compares three lots with an
alley behind. Parcel 3 has an attached
ADU and the sewer may connect to the
main house line. There is no impact to the
site. Parcels1 and 2 have detached ADUs
and are currently required to run their
sewer line shown as ‘A’, around the main
house, and out to the street at the front
yard. This is highly problematic, especially
if there are protected trees on site. A
reasonable option would be to allow the
sewer line placement shown by the ‘B’ or
‘C’ routing.
7.Garage replacement associated with Detached ADU
a.When replacement covered parking is provided, and attached to an ADU, that area should not
count against the 800 sf ‘bonus’
i.Staff has not indicated agreement with this.
ii.It represents a significant disincentive toward the creation of covered parking spaces.
iii.The space designated as a garage should count against the overall FA and not be allowed if
the FAL or Lot Coverage will be exceeded as a result.
8.Retroactive Actions for all ADUs in process after 1/1/2020 (for projects without Building Final)
a.Retract all enacted Deed Restrictions which are not in compliance with the updated regulations
i.Require new Deed Restrictions in conformance with the updated requirements
b.Refund any overpayment of fees for all projects in process (between approvals and Building
Final) since January 1, 2020 for:
i.Proportionate Impact Fees, if they remain in place
ii.Other fees as adjusted by the revised ordinance
iii.Council could elect to refund the full amount or an adjusted amount according to
16.06.110/R108.5 at 80%?
9.Green Building
a.The current detached ADU regulations require Tier 2 with exceptions
i.Tier 2 obligates requirements for third party preparation of documents and site evaluation
which comes at significant cost
b.If a homeowner proposes an addition/alteration to their home under 1,000sf, a third party is not
required and the project is only required to meet CALGreen Mandatory measures
c.To streamline the ADU permitting and construction process, detached ADUs under 1,000 sf
should only be required to comply with CALGreen Mandatory for consistency
10.Noise producing equipment
a.Allow placement at any location on the property as long as documentation is provided which
confirms noise level will be below the 66 decibel limit at the property line. What should be codified
for these issues are rules that direct the desired result. Don’t overcomplicate what can be
achieved simply.
i.Equipment should be <66 dB without accessories such as blankets (can fail/degrade over
time)
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ii.Asking for site-specific studies creates an additional unreasonable cost burden and must be
avoided
11.Doorway between ADU and Primary Unit
a.This really should be allowed as long as it is a hotel style communicating door. Note that it is
allowed for a JADU so why not for an ADU?
i.Provides indoor access to care for or interact with the occupant but can be closed if privacy
or separation is needed
b.Don’t create rules people will routinely circumvent - just remove the unnecessary regulation -
Some may take advantage but there is little stopping them anyway
12.60-day Processing
a.Sets unrealistic expectations without clear narrative
b.Explain how this will be interpreted/implemented
c.Note that HCD has indicated the State says once an application is submitted, the City must
approve within 60 days or it is automatically approved.
i.It is assumed that the clock is stopped when waiting for applicant response to comments,
but there is nowhere this is codified and creates frustration for homeowners
13.Sprinkler requirements
a.Clarify rules relative to the California State Fire Marshal Information Bulletin 17-001 (1/24/17)
i.Current PA implementation is not in alignment with Senate Bill 1069
ii.Safety concerns and physical constraints must be balanced against compliance with the
State language
14.Flood Zone
a.Better articulate requirements and permitted exceptions
i.Consider an example of the Exemption 800 sf ADU in the flood zone on a small lot – if
reconstructing a non-conforming structure, it must be allowed to go higher than the 16 foot
limitation by the delta between existing grade and the project site base flood elevation to
raise the first floor level.
15.Remove requirement to convert “existing” garage/carport
a.Only applies to projects where a new home is constructed with the intent of the garage or carport
being converted to an ADU as a second ‘step’ after final inspection.
b.Allow for a one-phase process
i.Offer incentive for streamlining
1.Cannot be setbacks, height, etc. as these are enshrined in Gov. Code, § 65852.2,
subd. (c)(2)(C)
2.Could offer an additional fee reduction for saved staff time or something similar
While we recognize the Ordinance before you has been in process for the better part of a year, your
action tonight will set the tone for what is possible until the next iteration of this language evolves. We are
hopeful the commitment you have voiced toward incentivizing residential development, aligned with a
stated goal of streamlining the approval of ADUs, will lead you to adopt some version of the 15 points we
have presented. As professionals serving as guides to those who wish to construct an ADU, and being
tasked with implementing the regulations, we want you to understand how important we believe these
items are. If anything, we hope you might consider this as a starting point. We welcome your willingness
to perhaps go further and, as many other cities have done, consider the adoption of additional language
which will make ADUs more livable, desirable, and affordable.
Respectfully submitted,
Page 6 Jessica Resmini, Architect Randy Popp, Architect
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Planning & Transportation Commission
Staff Report (ID # 12310)
Report Type: Action Items Meeting Date: 5/26/2021
City of Palo Alto
Planning & Development Services
250 Hamilton Avenue
Palo Alto, CA 94301
(650) 329-2442
Summary Title: Review of Boards and Commission Handbook
Title: Review the City Boards, Commissions, and Committees
Handbook and Recommend Adjustments to Implement the
Handbook’s Directions.
From: Jonathan Lait
Recommendation
Staff recommends the Planning and Transportation Commission (PTC) take the following
action(s):
1. Review the City Boards, Commissions, and Committees Handbook and recommend
adjustments to implement the Handbook’s directions.
Report Summary
This report summarizes some of the changes in protocol and practice required by the City
Boards, Commissions, and Committees Handbook. Staff means to implement the changes into
the PTC’s operations.
Background
On November 30, 2020, the City Council adopted a new City Boards, Commissions, and
Committees Handbook1 (Attachment A). Important aspects of the handbook are summarized
below.
Staff Liaison
• The Staff Liaisons provide a critical role for the City and serve as the link between City
staff, City Council, and Commissioners.
• The Staff Liaison’s responsibilities include:
o Prepares the monthly meeting agendas.
o Coordinates, distributes, and post all agendas, ensuring public participation.
o Adjourns the meeting if there is a lack of quorum 15 minutes after start time.
1 https://www.cityofpaloalto.org/civicax/filebank/blobdload.aspx?t=65426.43&BlobID=80213
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City of Palo Alto
Planning & Development Services Department Page 2
o Facilitates the transmission of Commission interests, concerns, and
recommendations to the City Manager and City Council.
Council Liaison
• The Commission should act independently in formulating recommendations for the City
Council to consider.
• It is improper for Council Liaisons to direct, guide or unduly influence the policy
recommendations of the Commission.
Commissioners’ Responsibilities and Code of Conduct
• Annual mandatory review of the handbook.
o Submit signed review to Staff Liaison.
• Propose annual work plan for Council review and adoption.
• Make an effort to attend all scheduled meetings. An attendance report will be
submitted to City Council annually.
• If Commissioners miss more than one-third of scheduled meetings, this will be reported
to Council and may result in removal from the Commission.
• Commissioners are held to a high standard as representatives of the community.
Commissioners shall refrain from abusive conduct, personal charges, hostile body
language, disrespectful language or verbal attacks, intentional or unintentional, upon
the characters of others.
• The City prohibits all forms of harassment and discrimination based upon protected
classifications.
• The Chair is expected to intercede when another Commissioner violates the code of
conduct.
• Members are eligible to serve two successive full terms on the same board or
commission (partial terms of two years or less do not count towards limit). Members are
ineligible to be reappointed to the same board or commission for two years after
expiration of the second successive full term.
• Letters of resignation must be addressed to City Council and submitted to Staff Liaison
and City Clerk.
Work Plan
• The Commission is expected to prepare an annual work plan by the second quarter of
the calendar year.
• The work plan should include information on equity in the work.
• City Council will review the work plan and provide feedback annually at a dedicated City
Council meeting.
• The work plan should include the results of the prior year’s plan, metrics of community
involvement in meetings and activities included in the commission’s work.
• The handbook has a template for work plan development.
• If new issues arise during the year, the work plan should be amended and forwarded to
Council for review and approval.
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City of Palo Alto
Planning & Development Services Department Page 3
Removal
• Commissioners serve at the pleasure of City Council. Council reserves the right to
remove one or more Commissioners at any time for any reason.
• Commissioners are not entitled to any process in the event Council removes them from
service.
Public Meetings and Legal Requirements
• Commissioners should be aware of the Brown Act and the City’s Streamlined Rules of
Order.
• Commissioners should not participate in matters where they have a financial or other
significant non-financial interest. The City Attorney’s Office can assist with questions on
conflicts of interest.
• Commissioners should be attending AB 1234 training.
• Documents created by public officials are public records that must be made available to
requester unless an exception applies.
o This includes personal phone if they conduct city business on it.
• Be professional in your communications. If someone asks for public records, contact the
Staff Liaison promptly.
Media Inquiries and Social Media Use
• Inform the Chief Communications Officer of media inquiries. The Chief Communications
Officer is available to provide advice and guidance.
• The Chair can be the spokesperson or the Chief Communications Officer is available to
field the media inquiry on behalf of the Chair.
• Accepting an interview or providing a statement via email should be based on the
Chair’s comfort level with interacting with media.
• Comments on behalf of the Commission should only include information about the
Commission’s role in the policy issue media is asking about.
• Discourage sharing specific opinions on upcoming Commission discussions or
commenting on other Commission member social media posts on topics that the
Commission is discussing.
• Encourage attendance to the public meeting, rather than discussing in detail
Commission actions via social media.
The City Manager’s Office provided a training on the new handbook to Commissioners on
March 24, 2021. Chair and Vice Chair training was provided on March 31, 2021. The video will
be made available to Commissioners.
Analysis2
2 The information provided in this section is based on analysis prepared by the report author prior to the public
hearing. Planning and Transportation Commission in its review of the administrative record and based on public
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City of Palo Alto
Planning & Development Services Department Page 4
The expectation is that Boards and Commissions will adapt to align their practices with the
Handbook. While some of the changes in the Handbook require legislation to be considered
and approved by the Council, some require changes in bylaws and other non-legislative
changes.
Staff have reviewed the Handbook and compared its contents to the operations of the PTC.
Table 1, below, presents the differences between the Handbook and PTC current procedural
practices. Table 1 also recommends adjustments to implement the Handbook’s direction.
Table 1: Handbook Versus PTC Procedures & Practices
Handbook Current PTC Practice Adjustment Recommended
Verbatim minutes are
discouraged.
Minutes are verbatim. Direct transcriptionist to
provide action summary
minutes
An attendance report will be
submitted to Council every
year.
Current practice is to provide
attendance report at time of
re-appointment
consideration.
Staff will submit a yearly
attendance report to Council
Boards and Commissions
need to submit a yearly work
plan for Council approval.
Typically, an annual retreat;
but no work plan submitted to
Council.
PTC to submit a yearly work
plan for Council approval.
Staff Liaison will adjourn the
meeting if there is a lack of
quorum 15 minutes after start
time.
Not specified how long the
Commission should wait for
quorum prior to
commencement of a meeting
Staff Liaison will adjourn the
meeting if there is a lack of
quorum 15 minutes after start
time.
Terms to commence on
November 1.
Terms commence on
December 16.
Council to make legislative
change to Palo Alto Municipal
Code Chapters 2.16 and 2.20.
Members are eligible to serve
two successive full terms on
the same board or
commission (partial terms of
two years or less do not count
towards limit). Members are
ineligible to be reappointed to
the same board or
commission for two years
after expiration of the second
successive full term.
No term limit Council to make legislative
change to Palo Alto Municipal
Code Chapter 2.16 and 2.20.
Letters of resignation must be Not specified Future resignations shall be
testimony may reach a different conclusion from that presented in this report and may choose to take an
alternative action from the recommended action.
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City of Palo Alto
Planning & Development Services Department Page 5
addressed to City Council and
submitted to Staff Liaison and
City Clerk.
addressed to City Council and
submitted to Staff Liaison and
City Clerk
Mandatory training shall be
provided to all board and
commission members
through a collaboration
between the Offices of the
City Attorney, City Clerk, and
City Manager.
Department staff provide
orientation for new PTC
members. The proposed
training will be in addition to
the department training.
Training was provided to
Commissioners on March 24,
2021. Chair and Vice Chair
training was provided on
March 31, 2021. The video
will be made available to
Commissioners.
Meeting procedure should
follow the City Council’s Rules
of Order
PTC Procedural Rules differ in
some respects from Council
Rules (e.g. no substitute
motions permitted).
Staff will prepare changes to
PTC Procedural Rules to
conform with Council Rules of
Order.
All Commissioners are required to sign a yearly statement confirming that they have read the
handbook and will follow its guidelines. Staff will coordinate the signed statement via DocuSign.
Environmental Review
This report is not a project requiring review under the California Environmental Quality Act
(CEQA).
Report Author & Contact Information PTC3 Liaison & Contact Information
Vinh Nguyen, Administrative Associate Rachael Tanner, Assistant Director
(650) 329-2218 (650) 329-2167
vinhloc.nguyen@cityofpaloalto.org rachael.tanner@cityofpaloalto.org
Attachments:
• Attachment A: City Boards, Commissions, and Committees Handbook (PDF)
3 Emails may be sent directly to the PTC using the following address: planning.commission@cityofpaloalto.org
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CITY BOARDS,
COMMISSIONS, AND
COMMITTEES HANDBOOK
| A Reference Guide
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Boards, Commissions, and Committees Handbook| City of Palo Alto 3
TABLE OF CONTENTS
I.Introduction
Mandatory Review Requirement 5
About the City 6
City Council 7
II. Appointed Boards, Commissions, and Committees
Information on Appointed Boards, Commissions, and Committees 8
Limit of Terms 8
III. Your Role as a Board, Commission, or Committee Member (BCC)
Role of All Members 17
Role and Responsibilities of the Chair 18
Required Training 19
Role of the Staff Liaison(s) 19
Role of Council Liaison 19
Use of Sub-Committees and Ad Hoc Committees 20
Annual Work Plan and Performance Measures 20
Procedures for Conduct of BCC Meetings 20
Agenda and Order of Business 21
Parliamentary Procedure and Motion to Reconsider 21
Code of Conduct 22
Meeting Management 25
Attendance 26
Late Arrival to Meetings 26
Absences 27
Minutes 27
Addressing the Media and the Public 27
IV.City Policies and Procedures
Swearing In and Oath of Office 28
Form 700 Obligation and Conflict of Interest 28
Ethics Trainings 28
Removal 29
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Boards, Commissions, and Committees Handbook| City of Palo Alto
4
V. Ralph M. Brown Act
General Overview 30
Meeting Agendas 30
Avoid Unlawful Meetings 30
Public Participation 31
VI.Conclusion ` 32
VII. Exhibit A: Workplan Template 33
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Boards, Commissions, and Committees Handbook| City of Palo Alto 5
MANDATORY REVIEW REQUIREMENT
The Boards, Commissions, and Committees (BCC) Handbook is a reference guide that applies to
advisory and regulatory bodies. It is intended to provide an overview of basic laws and procedures
during a member's term and to clarify the role and responsibilities of the Board, Commission, and
Committee members in relation to the City Council, City staff and the public.
I , confirm that:
x I was provided with a copy of the BCC Handbook upon my appointment to a Palo Alto Board, Commission,
and Committee.
x I have read the entire Handbook, including any updates as of the signing of this document, reviewing each
section including:
x Requirements to be a member of a Board, Commission, and Committee
x Ethics Training (AB1234)
x Legal (Brown Act, Conflict of Interest, Political Reform Act)
x Role and Responsibilities
x Code of Conduct
x I agree to follow the guidelines and regulations provided in this Handbook, as required by the California
Government Codes (including the Brown Act), Fair Political Practices Commission (FPPC) regulations, and the
Municipal Code, as well as any other required policies/statutes. In the event there is a conflict between state
or federal law and this Handbook, state or federal law shall govern. In the event there is a conflict between
this Handbook and any procedure adopted by a BCC, this Handbook shall govern.
x I understand that the BCC Handbook is intended as a tool to provide guidance on process and procedures as
well as to draw my attention to the primary rules of serving on a BCC under the guidance of the City Council.
x No legal advice is intended through this Handbook.
x It is my responsibility to re-visit this Handbook through my term to review protocol and regulations, and for
guidance.
x I aminvitedtoconsultwiththeStaffLiaison,CityClerk,andCityAttorneyanytime I havequestionsor
concerns relating to these guidelines and my service.
Signature Date
I serve on the following BCC .
This page is due to the City Clerk's Department within 60-days of appointment. Ethics training completed on
(date)
Thank you for your attention to this important information and your responsibility as a BCC Member.
I. INTRODUCTION
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ABOUT THE CITY
Palo Alto, known as the “Birthplace of Silicon Valley,” is home to 69,700 residents and nearly doubles during the
day with an influx of employees from major employers. Unique among city organizations, the City of Palo Alto
operates a full array of services including its own gas, electric, water, sewer, refuse and storm drainage provided
at very competitive rates for its customers. The City of Palo Alto offers robust community amenities including 36
parks, 39 playgrounds, five community and youth centers, 41 miles of walking/biking trails and five libraries. The
City also manages a regional airport and provides fire, police and emergency services. Palo Alto is an award-
winning City recognized nationally as innovative and well-managed, one of a small number of California cities
with a AAA bond rating. City services and performance also receive high marks from community members in the
annual community survey conducted by the Polco (formerly National Research Center).
As the global center of technology and innovation, Palo Alto is the corporate headquarters for many world-class
companies and research facilities. Home to Stanford University and a top-ranked public school system, Palo Alto
also features beautiful and historic residential neighborhoods, vibrant shopping and retail districts. Palo Alto has
a highly educated and culturally sophisticated citizenry that is actively engaged in making a difference both
locally and globally.
For the City’s website, go here: www.cityofpaloalto.org
To connect with the City on social media, go here: www.cityofpaloalto.org/connect
To sign up for the City’s digital newsletter, go here: www.cityofpaloalto.org/newslettersignup
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CITY COUNCIL
The City of Palo Alto operates under a Council-Manager type of government. The City Council consists of seven
members and it is the governing body elected directly by the electorate of Palo Alto. Every year, the City Council
Members vote and select a Mayor. As the legislative branch of our local government, the City Council makes final
decisions on all City matters, sets City-wide priorities and policies, and directs the City Manager to implement
these priorities and policies. The City Council adopts ordinances and resolutions as necessary for efficient
governmental operations, approves the budget, and acts as a board of appeals. It appoints the City Manager,
City Attorney, City Auditor and City Clerk, as well as the members of the City's advisory Boards, Commissions,
and Committees (BCCs).
BCCs are primarily responsible for advising and making recommendations to the City Council on City policies and
programs. The City Council then uses the advice and recommendations offered by BCCs to make decisions. In
addition to making policy recommendations, the Architectural Review Board and Planning and Transportation
Commission, and Historic Resources Board also provide recommendations to the Planning Director or Council on
project applications.
To learn more about the City Council, go here: www.cityofpaloalto.org/council
For the City Council meeting agendas, go here: www.cityofpaloalto.org/councilagendas
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The City of Palo Alto has eight standing Boards, Commissions,
and Committees. The City Council also establishes other Ad
Hoc committees to assist them in their decision-making
process from time to time.
The standing Boards, Commissions and Committees are:
x Architectural Review Board
x Historic Resources Board
x Human Relations Commission
x Parks and Recreation Commission
x Planning and Transportation Commission
x Public Art Commission
x Storm Water Management Oversight Committee
x Utilities Advisory Commission
Other examples of Council appointed groups have included the former Library Advisory Commission, the Citizen
Corps Council, the Youth Commission, the Expanded Community Advisory Panel (XCAP) on rail crossings, and the
North Ventura Coordinated Area Plan Working Group.
During recruitment periods for BCCs, applicants are encouraged to visit the City website and apply for openings on
various BCCs. The requirements for each BCC can be found in the Municipal Code or Council action creating the
advisory body and will be reflected in the recruitment material – for example, some have a residency
requirement. A physical address must be included on the application and proof of the address provided must be
issued if requested. Once applications are received, the City Council determines which applicants to interview.
The City Council will then vote to appoint members to serve on a BCC during a public City Council meeting. New
appointments for complete terms are made in the Spring. Any needed replacement appointments for partial
terms are made as necessary.
If you need to leave your seat on a BCC before your term is expired, submit your resignation in writing to your
Staff Liaison, with a copy to the City Clerk. Each letter of resignation must be addressed to the City Council.
Each BCC meets according to its established schedule.
LIMITATION ON TERMS
Any person appointed to a board or commission shall be immediately eligible, upon the expiration of
their term or resignation prior to completion of their term if appointed to a different board or
commission, to serve on a different board or commission. All board and commission members are eligible
to serve two successive terms on the same board or commission. No person who has served
two such successive terms shall be eligible for appointment to that same board or
commission for two years following the expiration of the second full term for which the member was
appointed and served. Serving an unexpired term of up to 2 years in length shall not count toward years served
in terms of eligibility.
II. APPOINTED BOARDS, COMMISSIONS AND COMMITTEES
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APPOINTED BOARDS, COMMISSIONS, AND COMMITTEES
ARCHITECTURAL REVIEW BOARD
The Architectural Review Board reviews and makes recommendations to the Planning Director on design and
related issues for certain new construction, and changes and additions to commercial, industrial and multiple-
family projects, as described in the Municipal Code. The Board's goals and purposes are to:
x Promote orderly and harmonious development of the City
x Enhance the desirability of residence or investment in the City
x Encourage the attainment of the most desirable use of land and improvements
x Enhance the desirability of living conditions upon the immediate site or in adjacent areas
x Promote visual environments which are of high aesthetic quality and variety and which, at the same
time, are considerate of each other
x To implement and enforce the city’s ordinances pertaining to architecture and design
The Board is composed of five members, at least three of whom are architects, landscape architects, building
designers or other design professionals. Terms are for three years and commence on November 1. See Palo Alto
Municipal Code (PAMC) Sections 2.16 and 2.21. Residency is not required.
For the ARB webpage, go to https://www.cityofpaloalto.org/gov/boards/architectural/
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HISTORIC RESOURCES BOARD
The Historic Resources Board advises the Planning Director and City Council on matters relating to Palo Alto‘s
historic buildings. The responsibilities of the Board include:
x Reviewing and making recommendations to the Architectural Review Board on proposed exterior
changes of commercial and multiple-family buildings on the Historic Building Inventory;
x Reviewing and making recommendations on exterior changes of significant (Categories 1 and 2) single-
family residences on the Historic Building Inventory;
x Researching and making recommendations to the City Council on proposed additions and on
reclassifications of existing buildings on the Inventory; and
x Performing other functions as may be delegated from time to time to the Historic Resources Board by
the City Council.
Terms are for three years and commence on November 1. The Historic Resources Board includes seven
members and the members must have demonstrated interest in and knowledge of history, architecture or
historic preservation. One (1) member is an owner/occupant of a category one or two historic structure, or of a
structure in an historic district; three (3) members are architects, landscape architects, building designers or
other design professionals and at least one (1) member possesses academic education or practical experience in
history or a related field. See PAMC Chapters 2.16, 2.27 and 16.49.
The Historic Resources Board webpage can be found here: https://www.cityofpaloalto.org/gov/boards/historic/
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HUMAN RELATIONS COMMISSION
The Human Relations Commission is charged with studying, fostering community awareness and understanding,
encouraging dispute resolution, and recommending legislation regarding persons or groups who do not benefit
fully from public or private opportunities or resources in the community, or are unfairly or differently treated
due to factors of concern to the Commission. The Commission's responsibilities include:
x Public or private opportunities or resources in the community include, but are not limited to, those
associated with ownership and rental of housing, employment, education and governmental services
and benefits;
x Factors of concern to the Commission including but not limited to, socioeconomic class or status,
physical condition or handicap, married or unmarried state, emotional condition, intellectual ability, age,
sex, sexual preference, race, cultural characteristics, ethnic background, ancestry, citizenship, and
religious, conscientious or philosophical belief;
x The Commission will conduct such studies and undertake such responsibilities as the Council may direct;
and
x The Commission recommends allocation of Federal CDBG funds
The Commission is composed of five members who are not Council Members, officers, or employees of the City,
and who are residents of the City of Palo Alto. Terms are for three years and commence on May 1. See PAMC
Sections 2.16 and 2.22.
The Human Relations Commission webpage can be found here: https://www.cityofpaloalto.org/gov/boards/hrc
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PARKS AND RECREATION COMMISSION
The Parks and Recreation Commission advises the Community Services Director and City Council on matters
pertaining to the activities of the Open Space, Parks and Golf Division and the Recreation Division of the
Community Services Department. The Commission's responsibilities include:
x Advising on planning and policy matters relating to the goals of and the services provided by the Open
Space, Parks and Golf Division, and the Recreation Division;
x Advising on planning and policy matters relating to the construction and renovation of capital facilities;
x Reviewing state legislative proposals that may affect the operation of the two Divisions;
x Receiving community input concerning parks, open space and recreation activities; and
x Updating and advancing the Parks Master plan and related policies and programs.
The Parks and Recreation Commission is composed of seven members who are not Council Members, officers,
or employees of the City, and who are residents of the City of Palo Alto. Terms of Commissioners will be for
three years. See Palo Alto Municipal Code (PAMC) Sections 2.16 and 2.25.
The Parks and Recreation Commission webpage can be found here:
https://www.cityofpaloalto.org/gov/boards/parks_and_recreation_commission/
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PLANNING & TRANSPORTATION COMMISSION
The Planning & Transportation Commission advises the City Council, Planning Director and Transportation
Director on land use and transportation matters, including the Comprehensive Plan, zoning, transportation
programs, and related matters. The Commission's primary responsibilities include:
x Preparing and making recommendations to the City Council on the City's Comprehensive Plan regarding
development, public facilities and transportation in Palo Alto
x Considering and making recommendations to the City Council on zoning map and zoning ordinance
changes
x Reviewing and making recommendations to the City Council on subdivisions, on appeals on variances
and use permits
x Considering other policies and programs affecting development and land use in Palo Alto for final City
Council action
x Reviewing and making recommendations on individual projects as described in the Municipal Code, and
Open Space development
x Reviewing and making recommendations to the City Council on transportation, parking and other
related mobility issues.
The Commission is composed of seven members who are current residents of the City of Palo Alto and are not
Council Members, officers, or employees of the City. Terms are for four years and commence on November 1.
See Palo Alto Municipal Code (PAMC) Sections 2.16 and 2.20 for more information.
The Planning and Transportation Commission webpage can be found here:
https://www.cityofpaloalto.org/gov/boards/ptc/
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PUBLIC ART COMMISSION
The Public Art Commission oversees Palo Alto’s temporary and permanent public art programs. The primary
duties of the Commission are:
x To advise the city in matters pertaining to the quality, quantity, scope, and style of art in public places
x To periodically review the capital improvement program with the staff for inclusion of works of art in
various projects
x To devise methods of selecting and commissioning artists with respect to the design, execution, and
placement of art in public places and to advise staff on the selection and commissioning of artists, and
the amounts to be expended on art in public places
x To advise and assist staff in obtaining financial assistance for art in public places from private, corporate,
and governmental sources
x To review plans for the installation of art in public places and review the inventory of art in public paces
x To act as a liaison between local artists and private property owners desiring to install works of art on
their private property in public view
The Commission, a five-member body appointed by the City Council, meets once a month. Terms are for three
years and commence on May 1. See PAMC Sections 2.16, 2.18, and 2.26. Members are not required to be
residents of Palo Alto and should have some demonstrated connection to art.
The Public Art Commission webpage can be found here: https://www.cityofpaloalto.org/gov/boards/arts/.
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STORM WATER MANAGEMENT OVERSIGHT COMMITTEE
The purpose of the Storm Water Management Oversight Committee is to review proposed storm water
management capital improvements and operating programs to be funded from the Storm Water Management
Fees and to monitor expenditures of the fund. The Storm Water Management Oversight Committee is charged
with reviewing the annual budget and expenditures of the Storm Water Management Fund in order to ensure
that revenue from the Storm Water Management Fee is being budgeted and spent in accordance with the terms
of the storm water management ballot measure approved by a majority of property owners in 2017. The
Committee is responsible for:
x Performing an annual review of the proposed Storm Water Management Fund budget
x Performing an annual review of actual expenditures from the Storm Water Management Fund
x Adopting findings on an annual basis that the proposed budget and actual expenditures of the Storm
Water Management Fund are consistent with the spending plan outlined in the 2017 storm water
management ballot measure
x Reporting findings on an annual basis to the City Council
The Committee is composed of seven members who are selected and appointed by the City Council for a term of
four years. Each Committee member shall be a resident of Palo Alto, an employee of a business located in Palo
Alto or an owner of real property within the City.
The Storm Water Management Oversight Committee webpage can be found here:
https://cityofpaloalto.org/gov/boards/storm_water_management_oversight_committee/
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UTILITIES ADVISORY COMMISSION
The Utilities Advisory Commission (UAC) is charged with advising the City Council on: long-range planning and
policy and major program and project matters relating to the electric utility, gas utility, water utility, wastewater
collection utility, fiber optics utility and recycled water matters; acquisition and development of electric, gas and
water resources; joint action projects with other public or private entities which involve electric, gas or water
resources; and environmental implications of electric, gas or water utility projects, and conservation and
demand management. Specifically, the Utilities Advisory Commission advises the Council on:
x Development of the City utilities and the recycled water resources
x Joint action projects with other public or private entities
x The consistency with adopted and approved plans, policies, and programs of any major utility
x Legislative proposals regarding City utilities and the recycled water resources, to which the city is a
party, in which the city has an interest, or by which the city may be affected
x Utility capital improvement programs, operating budgets and related reserves, and rates, and the
recycled water program, budget, and rate
x Environmental aspects and attributes of City utilities and recycled water resources
x Water and energy conservation, energy efficiency, and demand side management
The Utilities Advisory Commission is composed of seven members who shall be appointed by and serve at the
pleasure of the City Council. The term of office of each member shall be three years or until his or her successor
is appointed. Six members of the Commission shall at all times be residents of the City. See Palo Alto Municipal
Code (PAMC) Sections 2.16 and 2.23 for more information on the Utilities Advisory Commission.
The Utilities Advisory Commission webpage can be found here: https://cityofpaloalto.org/gov/boards/uac/
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ROLE OF ALL MEMBERS
All Board and commission members are responsible for certain duties
and commitments to the City, City Council, and the BCC on which they
serve. Each member must know, understand, accept, and accomplish his
or her delegated responsibilities in order to be effective. General
expectations include:
x Come prepared
x Work collaboratively
x Respect one another, City staff and the public
x Serve the public
x Avoid conflict of interest issues
x Disagree through respectful dialogue
Getting Started
x Take the Oath of Office.
x Complete and sign a Form 700 and turn it in to the City Clerk’s Office.
x Understand the role and responsibilities of the appointed BCC.
x Be informed of its functions and relationship with other BCCs.
x Timely complete Ethics training (AB 1234).
x Attend the orientation scheduled by your Staff Liaison and/or the City Clerk.
x Become familiar with the BCC’s governing rules and regulations.
x Decide with your Staff Liaison on how and when you will receive agenda packets.
x Attend all regular and special meetings. In the event that you cannot attend a meeting, provide timely
notification to the Chair and the Staff Liaison.
During Meetings
x Arrive at meetings on time.
x Be prepared for meetings.
x Review all staff reports, maps, studies, proposals, correspondence, minutes, etc. prior to the meeting.
x Have all reference materials on hand for the meeting.
x Familiarize yourself with conflict of interest regulations and discuss potential conflicts of interest with
the City Attorney’s office prior to the meeting where any matter of potential conflict will arise. Recuse
yourself from any participation in a matter where you have a conflict.
x Consult the City Attorney if you have any questions of a legal nature related to your service as a BCC
member.
x Avoid leaving before the meeting adjourns without prior notice.
x Establish a good working relationship with fellow members, City Council, and staff liaison. Exhibit mutual
respect to fellow members to ensure a positive working environment.
x Become familiar with parliamentary procedures to ensure that meetings proceed in a timely fashion.
x Consider the overall public good when making a decision.
x Talk to the Chair and Staff Liaison about placing items on future agendas.
x If you receive correspondence addressed to the BCC, including email, forward the correspondence to
the Staff Liaison so copies can be distributed to all members and the correspondence can become an
official City record.
IV. YOUR ROLE AS A BOARD, COMMISSION, OR COMMITTEEMEMBER
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x Discourage visible and audible signs of agreement or disagreement from the audience such as applause
or statements from the floor. Such demonstrations can intimidate those with an opposing view and
unintentionally discourage open public discussion of all the issues and points of view.
x Limit your own comments to the issues before the BCC. Avoid the appearance of straying from the
subject or "grandstanding."
x Individual commissioners should avoid giving Staff Liaisons direction or making specific requests outside
of the public meetings.
ROLE AND RESPONSIBILITIES OF THE CHAIR
At the beginning of the year, each BCC will select a member to
serve as Chair. The Chair exists to structure productive meetings,
encourage the input of ideas, promote inclusiveness, and
facilitate the overall decision-making process. They do not have
greater power than any other member. The following is a list of
duties and responsibilities of the Chair:
x Ensure that the BCC completes the annual work plan and
reports the results annually to the City Council. The work
plan shall include metrics of community involvement and
participation in meetings and activities.
x Set a positive tone and manage public input to promote civility and decorum.
x Preside at all meetings, submit all motions to vote and in general, do all things ordinarily required of a
Chair such as call or cancel a meeting, coordinate the setting of the agenda with the Staff Liaison,
receive public testimony, ensure compliance with the Brown Act, etc. Move forward committee
priorities and refrain from promoting or setting a personal agenda. Ensures that items not listed on the
agenda are prohibited from being discussed or acted upon pursuant to the Brown Act, unless specific
circumstances apply.
x Act as the spokesperson for the BCC, including as the media’s point of contact for information regarding
BCC activities. Seek advice and involvement of the City’s Public Communications Manager as needed,
through the Staff Liaison.
x Ensure that all members are heard in a fair and safe manner. The Chair is responsible for ensuring the
effectiveness of the group process. Identifies points of agreement among the BCC members in order to
build a consensus.
x Ensures that consideration of items on the agenda moves along without delay and makes sure that
public testimony is received, but not allowed to disrupt the meeting. This includes setting an acceptable
time limit; if necessary.
x Clarifies all ideas as they are discussed, and repeats motions made in a way so all members understand
the motion they will be asked to vote on and ensures that actions are properly moved, seconded, and
voted upon. Always indicate clearly how the vote is taken such as call for the negative vote, saying,
“Those opposed, say No.”
In the absence of the Chair, the Vice Chair shall act as presiding officer and shall have the same
responsibilities.
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REQUIRED TRAINING
Mandatory training shall be provided to all board, commission and committee members by the City through a
collaboration between the Offices of the City Attorney, City Clerk, and City Manager, and will include an
orientation session for new members. Training shall be delivered as deemed necessary by the Council and/or
the City Attorney, City Clerk and City Manager and may include topics germane to a specific board or
commission and/or training generic to all boards and commissions (e.g. ethics training or “how to run a
meeting” for board and commission chairs).
ROLE OF THE STAFF LIAISON(S)
The staff liaison serves as the link between City staff, City Council, and BCC members. The City Manager assigns a
staff liaison to each BCC to provide support, coordination, and guidance. The Staff Liaison makes sure that
required BCC meetings occur and, in conjunction with the Chair, prepares the monthly meeting agendas. The
staff liaison is also responsible for the coordination, distribution, and posting of all committee agendas pursuant
to the Ralph M. Brown Act. Committee members should feel free to contact the staff liaison with questions or
requests for support such as sharing City policy or program information and providing historical context to issue
under review by the BCC. Staff liaisons will provide direction, guidance, and clerical, organizational, and
administrative support to commissions on an as needed basis. The staff liaison also facilitates the transmission
of BCC interests, concerns, and recommendations to the City Manager and City Council.
The staff liaison must be aware and advise the Commission of any potential Brown Act violations; the liaison must
be present and attentive for the duration of the meeting. At the request of the Chair, and with the support of a
majority of the BCC members, the Staff Liaison researches and investigates issues, prepares alternatives and
recommendations for BCC and City Council review, and implements City Council policy decisions.
Other duties include facilitating the transmission of BCC interests, concerns, and recommendations to the City
Manager and/or City Council; maintaining communication with the Chair regarding City Manager and/or City
Council direction or requests; coordinating the annual selection of a Chair and Vice Chair in accordance with the
City Council adopted policies and procedures, supporting annual workplan development, and keeping the City
Clerk apprised of any resignations or other issues affecting the BCC.
During the BCC meeting Staff Liaisons will ensure there is a quorum prior to the Chair calling a Commission
meeting to order and adjourn a Commission meeting in the event there is lack of a quorum 15 minutes after the
start time of a meeting. In addition, the Staff Liaison will not allow the public to address the Commission during
the 15 minutes while waiting for additional members to arrive to form a quorum. Staff may make
announcements during this time; no agenda items shall be discussed among the members present. The Staff
Liaison will advise the Commission to recess or adjourn the meeting if a quorum is not present at any point
during the meeting.
ROLE OF COUNCIL LIAISONS
The City Council relies upon the expertise and recommendations of the BCCs in advising the Council as it sets
City policy. The Council liaison function serves to facilitate and enhance this work. Their principal function is to
provide a wide range of information to the advisory body, such as information about Council discussions,
policies and actions. This helps provide an historical perspective and thereby place the BCC work in
context. However, the BCCs should act independently in formulating recommendations for the City Council to
consider. Therefore, it is inconsistent for liaisons to direct, guide or unduly influence the policy making work of
the City's advisory bodies. Council liaisons have flexibility in discharging their duties. They may serve with or
without attending the meetings of their advisory bodies. Historically, Boards and Commission members have
valued consistent participation by Council liaisons. However, at minimum, they should be available for contacts
with members of advisory bodies, and particularly with the chairs.
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USE OF SUBCOMMITTEES AND AD HOC COMMITTEES
BCCs may consider dividing into subcommittees and/or use ad hoc committees to address certain issues when
appropriate. The City Council prefers the use of Ad Hoc committees which are short term and established for the
BCC to discuss a specific topic or priority. Sub-committees should be used judiciously as it is the wish of the
Council that the entire BCC participate in most agenda topics. Sub-committees work independently and bring a
report and recommendations back to the BCC. The subcommittee and/or the ad hoc committee would be
composed of less than a quorum of the body and set their own schedule. Subcommittee meetings must be
noticed under the Brown Act. Ad hoc committees convene for a single topic and disband when the work on a
single item is finished. Ad hoc committee meetings need not be noticed or open to the public. The Chair usually
makes assignments to subcommittees and ad hoc committees and directs the workflow. BCCs may have both
standing subcommittees and ad hoc committees, though it is recommended that BCCs focus their work through
Ad Hoc committees.
Ad hoc or "temporary" committees are treated differently under the Brown Act. Ad hoc committees are not
subject to the notice and posting requirements of the Brown Act so long as the committee:
x Consists of less than the number of members which would constitute a quorum;
x Has a defined purpose and a time frame to accomplish that purpose; and
x Is advisory such as the committee has not been delegated any decision-making power and will be
returning to the full board on its recommendation.
Establishing Ad Hoc Committees
Members of ad hoc committees designed to be advisory to the board/commission may be appointed by the
chair, on behalf of the entire board, commission, or committee or by an action of the entire BCC, depending
upon the procedures and practices of the BCC. Although, as noted, the ad hoc committee itself is not subject to
the Brown Act if the BCC desires to create an ad hoc committee, the action to create the ad hoc committee
should be done at a publicly noticed meeting under the Brown Act and the item should be placed on an agenda
for that purpose.
ANNUAL WORKPLAN AND PERFORMANCE MEASURES
Each BCC should prepare an annual work plan for proposal to the Council by second quarter of the calendar
year. The Council will review
the work plans and provide feedback annually at a dedicated City Council meeting. The annual report should
include the results of the prior year’s plan. When applicable, the City Council would like to see metrics of
community involvement and participation in meetings and activities included in the work plan.
Council expects BCCs to work on items in the approved workplan. In addition, Council may refer additional items
to the BCC in response to new developments. BCCs should refrain from expending their time and that of the
staff liaison on items that have not been approved by the City Council. If the BCC would like to add an issue for
review after an annual workplan has been approved the City Council, a prompt request by the BCC
Chair to the City Council is required and the item will then be addressed by the City Council as a whole.
A workplan template can be found later in the handbook, see Exhibit A.
GENERAL PROCEDURES FOR CONDUCT OF BCC MEETINGS
The Chair should recognize other BCC members in the order in which they raise their hands to speak. The Chair
should provide an opportunity for each member to speak on an item. BCC members should speak when
recognized by the Chair.
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When a member of the public desires to address the BCC, they should fill out a speaker’s card, proceed to the
podium when called, and wait to be recognized before speaking. The Chair should let the public know how long
they are allocated to speak. Speakers should limit their remarks to the issue under discussion. Remarks should
be addressed to the BCC as a body, and not to any individual BCC member, staff member, or other person.
AGENDA AND ORDER OF BUSINESS
The agenda should contain a brief general description of each item
to be considered. Except where provided by law, no discussion or
action will be taken on an item not appearing on the
agenda. The sequence of items in an agenda is generally as
follows:
x Call to Order
x Roll Call
x Approval of Minutes
x Public Comment on items not on the agenda
x Action Items
x Reports of BCC Members, Sub-Committees, and Ad Hoc
Committees
x Brief announcements or Matters of BCC Interest
x Adjournment
All agendas should include language stating that agenda materials may be provided in alternate formats
pursuant to the Americans with Disabilities Act (ADA).
PARLIAMENTARY PROCEDURE
Parliamentary procedures establish a framework for
orderly meetings. They encourage participation,
structure discussion and facilitate decision making.
They permit expression of minority views while
ultimately allowing a majority to fashion an outcome.
The following principles are the foundation of effective parliamentary procedures:
x Fairness, respect and courtesy should be afforded to everyone.
x Do only one thing at a time: one subject at a time and one speaker at a time.
x Business must be conducted. The BCC exists to facilitate action, not obstruct it.
x All BCC members are equal and have equal voting rights.
x The majority decides, but the rights and interest of a minority must be protected.
x Silence gives consent, so if you oppose please speak up.
x Once settled, a question generally may not be reintroduced.
The City Council does not use Robert’s Rules of Parliamentary Procedure, which were created to structure the
meetings of very large formal legislative bodies. The Council has adopted a more streamlined set of procedural
requirements here starting on page 27. BCC members may also find it helpful to review Rosenberg’s Rules of
Order, a simplified set of procedural rules designed for use at the local government level. A tenet of
parliamentary procedure is finality. After vigorous discussion, debate, and a vote, there must
be some closure to the issue. And so, after a vote is taken, the matter generally is deemed resolved. Exceptions
to this general rule include when a proper motion to reconsider is made, or where new developments occur that
warrant further work on an issue.
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CODE OF CONDUCT
This section is intended to describe a code of conduct for Boards, Commission and Committee members and
designed to define the manner in which Council Members and BCC members should treat one another, City
staff, constituents, and others they come into contact with in representing the City of Palo Alto. The City Council
encourages positive and respectful dialogue. Therefore, members shall refrain from abusive conduct, personal
charges, hostile body language, disrespectful language or verbal attacks upon the character of others. It is both
encouraged and expected that the chair of each BCC intercedes when the conduct of another member is rude or
violates code of conduct.
BCC members are important to the City’s decision-making process, act on behalf of the City Council in their
volunteer roles and help shape and further community discussions on complex issues and topics. As such,
disagreement may arise during public meetings as different perspectives are shared and providing different
perspectives to Council is encouraged. A high level of professionalism and civility is expected of all BCC members
throughout their tenure. Disagreement and criticism of policy is fine but personal attacks must be avoided.
It is important that BCC members treat each other and the public with respect, even through disagreement.
Elected and appointed officials are composed of individuals with a wide variety of backgrounds, personalities,
values, opinions, and goals. Despite this diversity, all have chosen to serve in public office in order to preserve
and protect the present and the future of the community. In all cases, this common goal should be
acknowledged even though individuals may "agree to disagree" on contentious issues.
Residents, property owners and businesses of City of Palo Alto are entitled to have fair, ethical and accountable
local government. Such a government requires that public officials: be independent, impartial and fair in their
judgment and actions; use their public office for the public good, not for personal gain, and conduct public
deliberations and processes openly, unless legally confidential, in an atmosphere of respect and civility.
Elected and Appointed officials shall honor this personal code of conduct from the time of their election or
appointment to office.
Act in the Public Interest: Recognizing that stewardship of the public interest must be their principal concern,
everyone shall work for the common good of the City of Palo Alto and not for any private or personal interest,
and they will endeavor to treat all persons, claims and transactions in fair and equitable manner.
Comply with the Law: Everyone shall comply with the laws of the nation, the State of California and the City in
the performance of their public duties. These laws include but are not limited to: the United States and
California constitutions; the City of Palo Alto Charter, Municipal Code, City policies and other governing
documents related to conflict of interest, election campaigns, financial disclosures, and employer responsibilities
and open processes of government.
Conduct of Members: Everyone shall refrain from abusive conduct and verbal attacks upon the character or
motives of other members of the City Council, boards, commissions, committees, staff or the public.
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No Tolerance for harassment or Microaggressions: The City of Palo Alto is committed to providing an
environment for employees, elected or appointed officials, members of the public, and contractors that
promotes dignity and respect and is free from discrimination and harassment. The City prohibits all forms of
harassment and discrimination based upon protected classifications as defined below. “Protected Classification”
includes race, religion (including religious dress or grooming practice), religious creed, color, sex (includes
gender, gender identity, gender expression, transgender, pregnancy, childbirth, medical conditions related to
pregnancy or childbirth, breastfeeding or medical conditions related to breastfeeding), sexual orientation
(including heterosexuality, homosexuality and bisexuality), ethnicity, national origin, ancestry, citizenship status,
military and veteran status, marital status, family relationship, age, medical condition, genetic characteristics
and/or genetic information, and physical or mental disability.
In addition to prohibiting explicit harassment, the City of Palo Alto strives to provide an inclusive environment.
One method to create an inclusive public space is to help people develop awareness of microaggressions and
remove them from conversation. Microaggressions are comments or actions that subtly and often unconsciously
or unintentionally expresses a prejudiced attitude toward a member of a marginalized group (such as a racial
minority). The City will provide training to help members develop awareness of and then eliminate
microaggressions.
Any employee, applicant, elected/appointed official, contract worker, intern or volunteer, who believes
he or she has been harassed or retaliated against are encouraged to promptly report the incident and the
individuals involved. BCC members may consult with the Chair, Vice-Chair or staff liaison regarding making a
report.
Respect for Process: Duties shall be performed in accordance with the processes and rules of order established
by the City Council.
Conduct of Public Meetings: BCC members shall inform themselves of public issues, listen attentively to public
discussions before the body, and focus on the business at hand.
Communication: It is the responsibility of BCC members to publicly share substantive information that is relevant
to a matter under consideration that they received from sources outside of the public decision-making
processes.
Disclosure of Corruption: BCC members shall take an oath upon assuming office, pledging to uphold the
constitution and laws of the City, the State and the Federal government. As part of this oath, officials commit to
disclosing to the appropriate authorities and/or to the City Council any behavior or action that may qualify as
corruption, abuse, fraud, bribery or other violations of the law.
Conflict of Interest: To ensure public confidence in City decision making, BCC members shall familiarize
themselves with and comply with state conflict of interest laws.
Gifts and Favors: BCC members shall not take advantage of services or opportunities offered due to their public
office and that are not available to the public in general. They shall refrain from accepting gifts, favors or
promises of future benefits that might compromise their independence, judgment, or action or give the
appearance of being compromised.
Confidential Information: BCC members shall respect and preserve the confidentiality of information provided to
them concerning the confidential matters of the City. They shall neither disclose confidential information
without proper legal authorization nor use such information to advance their financial or private interests.
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Representation of Private Interests: In keeping with their role as stewards of the public trust, BCC members shall
not appear on behalf of the private interests of a third-party before the City Council or any board, commission or
committee or proceeding the City.
Advocacy: It is the role of Commissioners to advise the Council on policies and positions within the domain of
their Commission. To the best of their ability, within the domain of their Commission, BCC members shall
represent the official policies and positions of the City Council. When presenting their personal opinions or
positions, members shall explicitly state that they do not represent the Council or the City.
Improper Influence: BCC members shall refrain from using their position to improperly influence the
deliberations or decisions of City staff, boards, commission or committees.
Policy Role of Members: BCC members shall respect and support the Council-Manager structure of the City of
Palo Alto as provided in the City Charter.
Positive Work Environment: BCC members shall support the maintenance of a positive and constructive
environment for residents, businesses, and City employees.
Compliance and Enforcement: BCC members have the primary responsibility to ensure that ethical standards are
understood and met and that the public can continue to have full confidence in the integrity of City government.
This personal code of conduct shall be considered to be a summary of ethical conduct by Palo Alto Boards,
Commissions and Committees. A member can be removed from their BCC position by the City Council if their
conduct fails to meet any of these ethical standards.
For Quasi-Judicial Hearings: Communications with an applicant or any member of the public is strongly
discouraged beginning from the time an application has been submitted and until final decision is reached. If any
communication does occur, it must be fully disclosed.
Conduct in Public Meetings
The following guidelines provide specific examples of conduct that reinforce the principles identified above:
x Use formal titles: Elected and appointed officials should refer to one another formally during public
meetings, such as Mayor, Vice Mayor, Chair, Commissioner, Board member or Councilmember followed
by the individual’s last name.
x Practice civility and decorum in discussions and debate: Difficult questions, tough challenges to a
particular point of view, and criticism of ideas and information are legitimate elements of a free
democracy in action. This does not allow, however, public officials to make belligerent, personal,
impertinent, slanderous, threatening, abusive, or disparaging comments. This includes non-verbal
communications including body language or eye rolling. No shouting or physical actions that could be
construed as threatening will be tolerated. Lack of civility is grounds for dismissal.
x Honor the role of the chair in maintaining order, while respecting each member’s prerogative to
intercede on inappropriate conduct: It is the responsibility of the chair to keep the comments of
members on track during public meetings. Members should honor efforts by the chair to focus
discussion on current agenda items. If there is disagreement about the agenda or the chair’s actions,
those objections should be voiced respectfully and with reason, following procedures outlined in
parliamentary procedure and the suggestion below.
x Avoid personal comments that could offend other members: If a member is personally offended by the
remarks of another member, or feels the remarks may be offensive to others, the offended member
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should communicate their position and seek resolution to the situation raised. The chair will maintain
control of this discussion.
x Demonstrate effective problem-solving approaches: Members have a public stage to show how
individuals with disparate points of view can find common ground and seek a compromise that benefits
the community as a whole.
Outside of official board or commission meetings, individual board and commission members are not
authorized to represent the City or their board or commission unless specifically designated by the Council or
the board or commission to do so for a particular purpose.
Although a board or commission may disagree with the final decision the Council makes, the board or
commission shall not act in any manner contrary to the established policy adopted by the Council.
The Institute for Local Government offers tools and publications to help further a consistent code
of conduct for all Boards, Commissions and Committees. This publication offers tips for civility during public
meetings. Some key recommendations include:
x Ensure everyone gets a chance to share their viewpoint
x Embrace different perspectives
x Avoid debates and interruptions
x Listen
x Be compassionate
Conduct with City Staff
Governance of a city relies on the cooperative efforts of elected officials who set policy, appointed officials who
advise the elected, and City staff who advise, implement and administer the Council’s policies. Therefore, every
effort should be made to be cooperative and show mutual respect for the contributions made by each individual
for the good of the community.
Treat all staff as professionals: Clear, honest communication that respects the abilities, experience, and dignity
of each individual is expected. Unprofessional and/or antagonistic behavior towards staff is not acceptable.
MEETING MANAGEMENT
The City of Palo Alto is committed to conducting efficient, effective, and accessible government operations. The
following material outlines techniques that can be used to ensure that BCC meetings are efficiently run and give
all residents an equal opportunity to address the issues.
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PROCEEDINGS
x It is generally a good idea to turn off cell phones, PDAs or iPads and refrain from texting during meetings
unless there is an emergency.
x Please be aware that any messages sent or received relating to City business, including those posted on
social media, may become a public record and releasable if requested.
x Documents used or shared at Board, Commission and Committee meetings are subject to the Public
Records Act.
x Start the meetings on time. Keep the agenda in mind in order to give each item the appropriate time.
x Announce at the start of a meeting if the order of agenda items is to be rearranged for convenience, for
response to those attending for only certain items, or for better pacing of the agenda.
x Let the Chair run the meeting.
x Be fair, impartial, and respectful of the public, staff, and each other.
x Give your full attention when others speak.
x Encourage public participation in the meeting process.
x Come to each meeting with an open mind.
x Base decisions on public engagement, committee discussion, and meeting dialogue.
x Abstain if you have a conflict of interest or if you believe you may have one and have not yet conferred
with the City Attorney. You may also abstain if you feel you cannot be fair or cannot consider the item
with the public’s interest foremost in mind.
x Value and respect the professional expertise of staff and consultants, while providing independent
critical thinking, expertise, and input. Remember that people may be attending a meeting for the first
time and may be unfamiliar with your procedures. In your discussion, either avoid or explain technical
terms or verbal shorthand.
x Listen to the public’s concerns. Do not engage inside conversations or otherwise be distracted during
public testimony. The opportunity for public testimony is central to the strength of democracy and is
therefore encouraged. Active listening, however, does not mean engaging the public in debate. Your
response is appropriately saved for after the public testimony is closed.
x Sometimes questions can most effectively focus discussion and direct decision-making. For Example:
What is the history behind this item? What are the benefits and drawbacks? What other alternatives
should we consider?
ATTENDANCE
x The City Council expects that members of BCCs will make every effort to attend all scheduled meetings.
x A compilation of attendance will be submitted to the City Council at least annually listing absences for all
commissions/committee members.
x If you miss more than one-third of the BCC meetings during the calendar year, this will be reported to
Council and may result in your removal from the BCC.
x Any member who feels that unique circumstances have led to numerous absences can appeal directly to
the City Council for a waiver of this policy or to obtain a leave of absence.
x While it is expected that members be present at all meetings, the chair and staff liaison should be
notified if a member knows in advance that he/she will be absent.
x When reviewing commissioners for reappointment, attendance at commission meetings will be given
significant consideration.
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LATE ARRIVAL TO MEETINGS
If a member anticipates being late to a meeting, please notify the staff liaison regarding the approximate time of
arrival. Staff will alert the Chair.
ABSENCES
Please refer to the BBC attendance requirements in the section above. It is an expectation as part of your BCC
service to attend all meetings. If you plan to be absent from a meeting, inform your staff liaison prior to the
posting of your committee’s agenda.
MINUTES
The staff liaison will prepare action minutes (except for the Historic Resources Committee, where the secretary
shall do so). Action minutes or summary (sense) minutes are preferred. Verbatim minutes are discouraged. The
minutes serve as the permanent official record of the advisory body. The minutes should reflect the members in
attendance, members who were absent, a description of each agenda item and the action taken by the advisory
body. Titles of motions and resolutions are recorded verbatim. In order to become an official record of activities,
minutes must be approved by the BCC. Minutes are normally approved as soon as reasonably possible.
Amendments or corrections may be made to the minutes in public meetings, with the approval of the BCC.
INTERACTING WITH THE MEDIA AND THE PUBLIC
It is important to recognize that as a BCC member your actions and comments are often interpreted to be that of
the entire BCC, the staff, or the City.. The Communications Office is available to assist BCC members in
interactions with the media.
When speaking with the media, observe the following guidelines:
x You must clarify who you represent as the speaker. Are you speaking in your capacity as a BCC Chair or
as a private resident? Keep in mind that a member’s comments to the press or other public comments
are sometimes misinterpreted even though the BCC Chair states that they are speaking for themselves.
x Do not make promises to the public that are binding on the BCC, staff, or the City Council.
x Comments to the media or the public should be factual and accurate. Avoid speculation.
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SWEARING IN AND OATH OF OFFICE
Before taking office, each BCC member must be sworn in by the City Clerk,
by taking the Oath of Office to swear, or affirm, that he or she will support
and defend the Constitution of the United States and the Constitution of
the State of California against all enemies, foreign and domestic; that he or
she will bear true faith and allegiance to the Constitution of the United
States and the Constitution of the State of California; that he or she takes
this obligation freely, without mental reservation or purpose of evasion;
and that he or she will well and faithfully discharge the duties upon which
he or she is about to enter.
FORM 700 OBLIGATION AND CONFLICT OF INTEREST (GOVERNMENT CODE SECTION 87103 FINANCIAL INTEREST)
BCC members must file an annual Form 700 by April 1 of each year. In addition, most filers also must file within 30
days of assuming and leaving office. If you have any questions about your Form 700 duty to file, please contact
the City Clerk. Failure to timely file a Form 700 is grounds for dismissal.
ETHICS, CONFLICTS OF INTEREST, TRAINING
State and local laws have been adopted to ensure that local decision making is free from certain conflicts of
interest or the possibility of conflicts of interest. The Council has determined that appointed BCC members
should comply with these rules. Beyond the rules, BCC members should conduct themselves to a high ethical
standard, ensuring that all their duties are performed in the public interest.
BCC members must complete two hours of approved ethics training within one year of appointment, and every
two years thereafter. BCC members are responsible for compliance and submitting their certificates of
completion to the City Clerk. The training covers both conflicts of interest law and ethics principles.
There are a number of options for complying with the training requirement:
Self-study materials are available at http://www.ca-ilg.org/ab1234compliance. The materials require that you
read two articles on public service ethics laws and principles, take a self-assessment test, and then submit it to
the Institute for Local Government with a processing fee for each test. The Institute will review your test(s),
provide you the correct answers to the questions and a proof of participation certificate.
The Fair Political Practices Commission (FPPC) offers free online training at
http://localethics.fppc.ca.gov/login.aspx. This option requires you to log onto the FPPC’s website, review various
screens of materials, take periodic tests to assure retention of the information and then print out a certificate.
Failure to recuse can be grounds for dismissal.
V. CITY POLICIES AND PROCEDURES
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REMOVAL
BCC members serve at the pleasure of the Council. Council reserves the right to remove one or more members
of a BCC at any time, for any reason. BCC members understand that they are not entitled to any process in the
event Council removes them from service. Incumbents seeking a reappointment are required to complete and
file an application with the City Clerk by the application deadline.
Board and commission members provide domain knowledge and reflect a diverse range of perspectives in the
community. Removal of appointees shall not be on the basis of political perspectives of the Council or
commissioner. Removal should be based on performance related concerns such as legal or ethical violations, a
pattern of absences, misconduct toward staff, colleagues, or the public, or actions that undermine the public
trust in the commission or the Council.
The City Council may remove a member by a majority vote of the City Council. Three council members can
agendize a removal action item. The removal vote will occur in an open Council session where any member of
the public can speak.
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GENERAL OVERVIEW
The Ralph M. Brown Act, Government Code section 54950 et seq., sets
forth certain legal requirements regarding BCCs based on the public’s
right to know how decisions are made. Public agencies, boards,
commissions, and committees exist to aid in the conduct of the
people’s business. With the exception of ad hoc subcommittees, all
City BCC meetings shall be publicly noticed and agendized as required
by the Brown Act. The public shall be permitted to attend and
participate, according to the rules. These transparency procedures
improve promote trust in the public body and foster mutual respect by
serving the public’s right to be heard and considered in the decision-
making process.
The League of California Cities prepared a publication titled Open & Public V: A Guide to the Ralph M. Brown Act
which is an informative guide to the Brown Act, including tips, examples and illustrations. View it for free at:
http://www.cacities.org/openandpublic.
For additional information or to answer questions, BCC members should consult with their staff liaison, and
through the staff liaison the City Attorney, as necessary.
MEETINGS AND AGENDAS
A "meeting" takes place whenever a quorum is present and official business is considered. An agenda for each
regularly scheduled meeting must be posted at least 72-hours in advance. Agendas for special meetings require
24 hours’ notice. The agenda should include a brief description of every item to be considered. Except for very
brief announcements, if an item is not on the agenda, discussion should be deferred to a future meeting when it
can be properly agendized.
AVOIDING UNLAWFUL MEETINGS AND “SERIAL” MEETINGS
BCC members are permitted to socialize in a non-meeting setting but must refrain from discussing any BCC
business. Care should be taken to make sure that if a quorum of a BCC is gathered at a public or private meeting
place, no public business is discussed and that the gathering will not be interpreted as a meeting. Any
conversation that occurs among a majority of the members of a BCC on business that will come before it or is
likely to come before it is improper under the Brown Act no matter the means by which the conversation takes
place - in person communications, phone calls, writings, and electronic correspondence. When using email, be
cognizant that the Brown Act may be violated if a majority of a BCC engages in communication about City
business that is or is likely to come before that BCC. Email correspondence is covered by the Brown Act and BCC
members should be careful not to “reply all” to a communication directed to a BCC. In addition, emails and
phone call records relating to City business may be searchable and releasable pursuant to Public Records Act
requests.
VI RALPH M. BROWN ACT
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PUBLIC PARTICIPATION
The public has the right to be notified of items on the agenda, to attend meetings of a legislative body, to record
the meeting, to speak before or during consideration of an agenda item, and to see the materials of the
legislative body.
Every agenda must include time for public comment on matters within the jurisdiction of the BCC and not on the
agenda. BCC members generally should not engage in discussion of items raised by the public that are not on
the agenda.
If a Board or Commission member receives materials or information directly from an applicant, he or she shall
notify the Staff Liaison immediately.
Agenda materials released less than 72 hours prior to the meeting must be made available to the public at a
specified location as well as at the BCC meeting. The public must be allowed to speak on every agendized item,
before an action or vote is taken by the BCC.
Accommodations are available so that persons with disabilities can participate in all aspects of a BCC meeting.
Members of the public may make a written request to the staff liaison, including the requestor's name, address,
phone number and brief description of the requested materials, preferred alternative format, auxiliary aid or
service, or other needed accommodation. Advance notice is kindly requested so that arrangements can be
made.
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The City Council thanks you for applying for and accepting a position on one
of the City’s Boards, Commissions, or Committees, and for devoting your
time to help build a great community in Palo Alto through your civic
involvement. Please use this Handbook as a guide as you carry out your
duties as a member of a BCC, and please contact the City Clerk or your staff
liaison if you need any further information, advice, or assistance.
NCLCONCLUSI
VI. CONCLUSION
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BCC WORK PLAN GUIDELINES AND PROCESS
The City Council will vote on BCC work plans annually. Workplans are due in June and should consist of up to
three priorities. The City Council will ask the BCC Chair to present the workplan to the City Council. Workplans
should include if there is an intent to use Ad Hoc committees to assist in the BCC work for the year ahead. After
the workplan is approved, if there is an additional priority the BCC would like added, the BCC chair would make a
prompt request to the Council.
To guide the work of developing the BCC annual workplans, a short checklist is provided below:
x Review purpose of the BCC
x Discuss any City Council priorities for the BCC
x Discuss existing and possible projects, priorities and goals
x Order from high priority to low priority
x Finalize draft work plan for City Council review
x Use approved workplan as a guide to focus BCC work throughout the term of the workplan (one or two
years)
x Present report to the City Council annually and include:
x List of priorities, projects and goals
x Status updates
x If items are not complete, include why and any other additional details to share with the Council
EXHIBIT A
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BCC WORKPLAN TEMPLATE
BCC NAME
BCC Purpose:
Approved
Projects,
Priorities, and
Goals
Name of
Project, Priority
or Goal
Benefit, if
Completed
Mandate by
State or Local
law and
approved by
City Council?
Y/N
Policy Update
as Directed by
the City
Council
Y/N
Timeline for
Completion
Resources
needed, i.e.
staff support,
sub committee
established,
etc.
Measure of
Success
Prioritize
projects,
priorities and
goals
Name of
Project, Priority
or Goal
Priority 1:
Urgent
(within six
months)
Priority 2: High
(within the
year)
Priority 3:
Medium
(within 2
years)
Priority 4: Low
(beyond 2
years)
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Planning & Transportation Commission
Staff Report (ID # 12311)
Report Type: Approval of Minutes Meeting Date: 5/26/2021
City of Palo Alto
Planning & Development Services
250 Hamilton Avenue
Palo Alto, CA 94301
(650) 329-2442
Summary Title: April 28, 2021 Draft Meeting Minutes
Title: April 28, 2021 Draft PTC Meeting Minutes
From: Jonathan Lait
Recommendation
Staff recommends that the Planning and Transportation Commission (PTC) adopt the meeting
minutes.
Background
Draft minutes from the April 28, 2021 Planning and Transportation Commission (PTC) meetings
were made available to the Commissioners prior to the May 26, 2021 meeting date. The draft
PTC minutes can be viewed on line on the City’s website at
https://www.cityofpaloalto.org/Departments/Planning-Development-Services/Planning-and-
Transportation-Commission-PTC
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