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HomeMy WebLinkAbout2023-05-10 Planning & transportation commission Agenda PacketPLANNING AND TRANSPORTATION COMMISSION Regular Meeting Wednesday, May 10, 2023 Council Chambers & Hybrid 6:00 PM Pursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. Masks are strongly encouraged if attending in person. The meeting will be broadcast on Cable TV Channel 26, live on YouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center https://midpenmedia.org. Commissioner names, biographies, and archived agendas and minutes are available at http://bit.ly/PaloAltoPTC.  VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/91641559499) Meeting ID: 916 4155 9499    Phone: 1(669)900‐6833 PUBLIC COMMENTS Public comments will be accepted both in person and via Zoom for up to three minutes or an amount of time determined by the Chair. All requests to speak will be taken until 5 minutes after the staff’s presentation. Written public comments can be submitted in advance to Planning.Commission@CityofPaloAlto.org and will be provided to the Council and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your subject line. 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. The Chair may limit Public Comments to thirty (30) minutes for all combined speakers. The Chair may reduce the allowed time to speak for Study Sessions and Action Items to two (2) minutes or less to accommodate a larger number of speakers. PowerPoints, videos, or other media to be presented during public comment are accepted only by email to Planning.Commission@CityofPaloAlto.org at least 24 hours prior to the meeting. Once received, the  Clerk will have them shared at public comment for the specified item. To uphold strong cybersecurity management practices, USB’s or other physical electronic storage devices are not accepted. TIME ESTIMATES Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. CALL TO ORDER/ ROLL CALL PUBLIC COMMENT  Members of the public may speak to any item NOT on the agenda. Three (3) minutes per speaker. AGENDA CHANGES, ADDITIONS AND DELETIONS The Chair or Board majority may modify the agenda order to improve meeting management. CITY OFFICIAL REPORTS 1.Director's Report, Meeting Schedule, and Assignments ACTION ITEMS Public Comment is Permitted. Applicants/Appellant Teams: Fifteen (15) minutes, plus three (3) minutes rebuttal. All others: Five (5) minutes per speaker. 2.Review and Recommendation to Finance Committee and the City Council on Proposed 2024‐2028 Capital Improvement Plan and Comprehensive Plan Compliance      6:10 PM –  7:10 PM 3.Amendment to PTC By‐Laws Regarding Timing of Elections and Potential Election of Chair and Vice‐Chair.      7:10 PM – 8:00 PM APPROVAL OF MINUTES Public comment is Permitted. Three (3) minutes per speaker. 4.Approval of Planning & Transportation Commission Draft Verbatim Minutes of March 29, 2023 COMMISSIONER QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE MEETINGS AND AGENDAS Members of the public may not speak to the item(s). ADJOURNMENT PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments  m a y   b e   s u b m i t t e d   b y   e m a i l   t o planning.commission@cityofpaloalto.org. 2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐ based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 3. Spoken public comments using a smart phone will be accepted  through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B‐E above. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN    Meeting ID: 916 4155 9499   Phone:1‐669‐900‐6833  Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service. PLANNING AND TRANSPORTATION COMMISSIONRegular MeetingWednesday, May 10, 2023Council Chambers & Hybrid6:00 PMPursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with theoption to attend by teleconference/video conference or in person. To maximize public safetywhile still maintaining transparency and public access, members of the public can choose toparticipate from home or attend in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. Masks are strongly encouraged ifattending in person. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen MediaCenter https://midpenmedia.org. Commissioner names, biographies, and archived agendas andminutes are available at http://bit.ly/PaloAltoPTC. VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/91641559499)Meeting ID: 916 4155 9499    Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance toPlanning.Commission@CityofPaloAlto.org and will be provided to the Council and available forinspection on the City’s website. Please clearly indicate which agenda item you are referencingin your subject line.Spokespersons that are representing a group of five or more people who are identified aspresent at the meeting at the time of the spokesperson's presentation will be allowed up tofifteen (15) minutes at the discretion of the Chair, provided that the non‐speaking membersagree not to speak individually. The Chair may limit Public Comments to thirty (30) minutes forall combined speakers. The Chair may reduce the allowed time to speak for Study Sessions andAction Items to two (2) minutes or less to accommodate a larger number of speakers.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to Planning.Commission@CityofPaloAlto.org at least 24 hours prior to the meeting.Once received, the  Clerk will have them shared at public comment for the specified item. Touphold strong cybersecurity management practices, USB’s or other physical electronic storagedevices are not accepted.TIME ESTIMATES Listed times are estimates only and are subject to change at any time, including while the meeting is in progress. The Council reserves the right to use more or less time on any item, to change the order of items and/or to continue items to another meeting. Particular items may be heard before or after the time estimated on the agenda. This may occur in order to best manage the time at a meeting or to adapt to the participation of the public. CALL TO ORDER/ ROLL CALL PUBLIC COMMENT  Members of the public may speak to any item NOT on the agenda. Three (3) minutes per speaker. AGENDA CHANGES, ADDITIONS AND DELETIONS The Chair or Board majority may modify the agenda order to improve meeting management. CITY OFFICIAL REPORTS 1.Director's Report, Meeting Schedule, and Assignments ACTION ITEMS Public Comment is Permitted. Applicants/Appellant Teams: Fifteen (15) minutes, plus three (3) minutes rebuttal. All others: Five (5) minutes per speaker. 2.Review and Recommendation to Finance Committee and the City Council on Proposed 2024‐2028 Capital Improvement Plan and Comprehensive Plan Compliance      6:10 PM –  7:10 PM 3.Amendment to PTC By‐Laws Regarding Timing of Elections and Potential Election of Chair and Vice‐Chair.      7:10 PM – 8:00 PM APPROVAL OF MINUTES Public comment is Permitted. Three (3) minutes per speaker. 4.Approval of Planning & Transportation Commission Draft Verbatim Minutes of March 29, 2023 COMMISSIONER QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE MEETINGS AND AGENDAS Members of the public may not speak to the item(s). ADJOURNMENT PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments  m a y   b e   s u b m i t t e d   b y   e m a i l   t o planning.commission@cityofpaloalto.org. 2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐ based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 3. Spoken public comments using a smart phone will be accepted  through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B‐E above. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN    Meeting ID: 916 4155 9499   Phone:1‐669‐900‐6833  Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service. PLANNING AND TRANSPORTATION COMMISSIONRegular MeetingWednesday, May 10, 2023Council Chambers & Hybrid6:00 PMPursuant to AB 361 Palo Alto City Council meetings will be held as “hybrid” meetings with theoption to attend by teleconference/video conference or in person. To maximize public safetywhile still maintaining transparency and public access, members of the public can choose toparticipate from home or attend in person. Information on how the public may observe andparticipate in the meeting is located at the end of the agenda. Masks are strongly encouraged ifattending in person. The meeting will be broadcast on Cable TV Channel 26, live onYouTube https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen MediaCenter https://midpenmedia.org. Commissioner names, biographies, and archived agendas andminutes are available at http://bit.ly/PaloAltoPTC. VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/91641559499)Meeting ID: 916 4155 9499    Phone: 1(669)900‐6833PUBLIC COMMENTSPublic comments will be accepted both in person and via Zoom for up to three minutes or anamount of time determined by the Chair. All requests to speak will be taken until 5 minutesafter the staff’s presentation. Written public comments can be submitted in advance toPlanning.Commission@CityofPaloAlto.org and will be provided to the Council and available forinspection on the City’s website. Please clearly indicate which agenda item you are referencingin your subject line.Spokespersons that are representing a group of five or more people who are identified aspresent at the meeting at the time of the spokesperson's presentation will be allowed up tofifteen (15) minutes at the discretion of the Chair, provided that the non‐speaking membersagree not to speak individually. The Chair may limit Public Comments to thirty (30) minutes forall combined speakers. The Chair may reduce the allowed time to speak for Study Sessions andAction Items to two (2) minutes or less to accommodate a larger number of speakers.PowerPoints, videos, or other media to be presented during public comment are accepted onlyby email to Planning.Commission@CityofPaloAlto.org at least 24 hours prior to the meeting.Once received, the  Clerk will have them shared at public comment for the specified item. Touphold strong cybersecurity management practices, USB’s or other physical electronic storagedevices are not accepted.TIME ESTIMATESListed times are estimates only and are subject to change at any time, including while themeeting is in progress. The Council reserves the right to use more or less time on any item, tochange the order of items and/or to continue items to another meeting. Particular items may beheard before or after the time estimated on the agenda. This may occur in order to best managethe time at a meeting or to adapt to the participation of the public.CALL TO ORDER/ ROLL CALLPUBLIC COMMENT Members of the public may speak to any item NOT on the agenda. Three (3) minutes per speaker.AGENDA CHANGES, ADDITIONS AND DELETIONSThe Chair or Board majority may modify the agenda order to improve meeting management.CITY OFFICIAL REPORTS1.Director's Report, Meeting Schedule, and AssignmentsACTION ITEMSPublic Comment is Permitted. Applicants/Appellant Teams: Fifteen (15) minutes, plus three (3) minutes rebuttal. All others:Five (5) minutes per speaker.2.Review and Recommendation to Finance Committee and the City Council on Proposed2024‐2028 Capital Improvement Plan and Comprehensive Plan Compliance      6:10 PM – 7:10 PM3.Amendment to PTC By‐Laws Regarding Timing of Elections and Potential Election ofChair and Vice‐Chair.      7:10 PM – 8:00 PMAPPROVAL OF MINUTESPublic comment is Permitted. Three (3) minutes per speaker.4.Approval of Planning & Transportation Commission Draft Verbatim Minutes of March 29,2023COMMISSIONER QUESTIONS, COMMENTS, ANNOUNCEMENTS OR FUTURE MEETINGS ANDAGENDAS Members of the public may not speak to the item(s). ADJOURNMENT PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to teleconference meetings via email, teleconference, or by phone. 1. Written public comments  m a y   b e   s u b m i t t e d   b y   e m a i l   t o planning.commission@cityofpaloalto.org. 2. Spoken public comments using a computer will be accepted through the teleconference meeting. To address the Council, click on the link below to access a Zoom‐ based meeting. Please read the following instructions carefully. You may download the Zoom client or connect to the meeting in‐ browser. If using your browser, make sure you are using a current, up‐to‐date browser: Chrome 30 , Firefox 27 , Microsoft Edge 12 , Safari 7 . Certain functionality may be disabled in older browsers including Internet Explorer. You may be asked to enter an email address and name. We request that you identify yourself by name as this will be visible online and will be used to notify you that it is your turn to speak. When you wish to speak on an Agenda Item, click on “raise hand.” The Clerk will activate and unmute speakers in turn. Speakers will be notified shortly before they are called to speak. When called, please limit your remarks to the time limit allotted. A timer will be shown on the computer to help keep track of your comments. 3. Spoken public comments using a smart phone will be accepted  through the teleconference meeting. To address the Council, download the Zoom application onto your phone from the Apple App Store or Google Play Store and enter the Meeting ID below. Please follow the instructions B‐E above. 4. Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. CLICK HERE TO JOIN    Meeting ID: 916 4155 9499   Phone:1‐669‐900‐6833  Americans with Disability Act (ADA) It is the policy of the City of Palo Alto to offer its public programs, services and meetings in a manner that is readily accessible to all. Persons with disabilities who require materials in an appropriate alternative format or who require auxiliary aids to access City meetings, programs, or services may contact the City’s ADA Coordinator at (650) 329‐2550 (voice) or by emailing ada@cityofpaloalto.org. Requests for assistance or accommodations must be submitted at least 24 hours in advance of the meeting, program, or service. Item No. 1. Page 1 of 2 Planning & Transportation Commission Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: May 10, 2023 Report #: 2304-1315 TITLE Director's Report, Meeting Schedule, and Assignments RECOMMENDATION Staff recommends that the Planning and Transportation Commission (PTC) review and comment as appropriate. BACKGROUND The attached document includes the following items: •PTC Meeting Schedule •PTC Representative to City Council (Rotational Assignments) Commissioners are encouraged to contact Veronica Dao (Veronica.Dao@CityofPaloAlto.org) of any planned absences one month in advance, if possible, to ensure the 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 (https://www.cityofpaloalto.org/City-Hall/City-Council/Council-Agendas-Minutes) for the months of their respective assignments to verify if attendance is needed or contact staff. Prior PTC meetings are available online at https://midpenmedia.org/category/government/cityofpaloalto/boardsandcommissions/planni ng-and-transportation-commission. UPCOMING PTC MEETINGS The following items are tentatively scheduled for upcoming Planning and Transportation Commission meetings: Item 1 Staff Report     Packet Pg. 4     Item No. 1. Page 2 of 2 May 31 potential action items: North Ventura Coordinated Area Plan, Rental Registry Program Ordinance, and a Planned Home Zone request for 800 San Antonio Road. June/July potential action items: Permanent Installation of the Traffic Calming Pilot Project in the Crescent Park Neighborhood, Zoning Ordinance updates – for Permanent Parklets and several state laws (AB2097, SB6 and AB2011), a Rezone request for an existing Planned Community 2901 Middlefield Road/702 Ellsworth Place. ATTACHMENTS Attachment A: 2023 Meeting Schedule and Assignments AUTHOR/TITLE: Amy French, Chief Planning Official Item 1 Staff Report     Packet Pg. 5     Planning & Transportation Commission 2023 Meeting Schedule & Assignments 2023 Schedule Meeting Dates Time Location Status Planned Absences 1/11/2023 6:00 PM Hybrid Cancelled 1/25/2023 6:00 PM Hybrid Cancelled 2/08/2023 6:00 PM Hybrid Regular 2/22/2023 6:00 PM Hybrid Regular 3/08/2023 6:00 PM Hybrid Regular 3/29/2023 6:00 PM Hybrid Regular 4/12/2023 6:00 PM Hybrid Cancelled Bryna Chang 4/26/2023 6:00 PM Hybrid Regular Bart Hechtman 5/08/2023 6:00 PM Hybrid Joint Session w/ Council 5/10/2023 6:00 PM Hybrid Regular 5/31/2023 6:00 PM Hybrid Regular 6/14/2023 6:00 PM Hybrid Regular Bart Hechtman 6/28/2023 6:00 PM Hybrid Regular 7/12/2023 6:00 PM Hybrid Regular Bart Hechtman 7/26/2023 6:00 PM Hybrid Regular 8/09/2023 6:00 PM Hybrid Regular 8/30/2023 6:00 PM Hybrid Regular 9/13/2023 6:00 PM Hybrid Regular 9/27/2023 6:00 PM Hybrid Regular 10/11/2023 6:00 PM Hybrid Regular 10/25/2023 6:00 PM Hybrid Regular 11/08/2023 6:00 PM Hybrid Regular 11/29/2023 6:00 PM Hybrid Regular 12/13/2023 6:00 PM Hybrid Regular 12/27/2023 6:00 PM Hybrid Cancelled 2023 Assignments - Council Representation (primary/backup) January February March April May June Cari Templeton Giselle Roohparvar Giselle Roohparvar Keith Reckdahl Bart Hechtman Doria Summa Doria Summa Bryna Chang Bryna Chang Keith Reckdahl Keith Reckdahl Bart Hechtman July August September October November December Cari Templeton Allen Akin Bart Hechtman George Lu Doria Summa Keith Reckdahl Bryna Chang Cari Templeton Allen Akin Bart Hechtman George Lu Doria Summa Item 1 Attachment A PTC 2023 Schedule & Assignments     Packet Pg. 6     Item No. 2. Page 1 of 5 2 0 0 8 Planning & Transportation Commission Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: May 10, 2023 Report #: 2304-1271 TITLE Review and Recommendation to Finance Committee and the City Council on Proposed 2024- 2028 Capital Improvement Plan and Comprehensive Plan Compliance RECOMMENDATION Staff recommends the Planning and Transportation Commission take the following action: 1. Recommend to the City Council that the proposed 2024-2028 Capital Improvement Projects (CIPs) listed in Attachment B are consistent with the Comprehensive Plan 2030 policies and programs. EXECUTIVE SUMMARY Every year, the Planning and Transportation Commission (PTC) reviews the proposed Capital Improvement Projects (CIPs) for consistency with the Comprehensive Plan and forwards its recommendation to the City Council. This review is part of the annual budget process. The Fiscal Year 2024 Proposed Capital Budget was presented to the City Council on May 1, 2023 and is available on the City’s website1. The 2024-2028 proposed Capital Improvement Plan consists of a total of 199 CIPs, including 22 new CIPs. Staff has reviewed these 22 new projects and found they are consistent with the Comprehensive Plan 2030. The remaining 177 projects in this year’s Capital Budget book were previously found consistent with the Comprehensive Plan and do not require additional compliance review. Staff recommends that the PTC find that the proposed new CIPs are consistent with the City’s Comprehensive Plan. BACKGROUND The PTC is required to review the proposed CIPs for consistency with the Comprehensive Plan and forward its recommendations to the Finance Committee and City Council. The authority for 1 Palo Alto Proposed Capital Budget Book Fiscal Year 2024: https://www.cityofpaloalto.org/files/assets/public/administrative-services/city-budgets/fy-24-proposed/palo-alto- capital-budget-book_final_website.pdf Item 2 Staff Report     Packet Pg. 7     Item No. 2. Page 2 of 5 2 0 0 8 this review is contained in Palo Alto Municipal Code (PAMC) Section 19.04.0402. Specifically, this section states: “The planning commission shall submit an annual report to the council regarding the capital improvement program, which shall review each project for its conformity to the master plan; review the program as a whole in order to suggest any improvement in economy or efficiency which might be effected through the combining of various projects; and suggest any needed improvements which do not appear in the program.” The PTC communicates its findings through a letter to the City Council via the Finance Committee. The PTC is asked to consider the draft letter (Attachment C) reflecting staff’s recommendations; this letter may be revised to reflect the PTC action. The PTC’s recommendation for FY 2024 will be presented during budget hearings to the City Council, which is tentatively scheduled to adopt both the Operating and Capital budgets for Fiscal Year 2024 on June 19, 2023. ANALYSIS The 2024-2028 Proposed Capital Improvement Plan includes a total of 199 projects. Of these projects, 22 new CIPs (approximately 11 percent) are recommended to be added. Each new project is reviewed for consistency with the Comprehensive Plan. The relationship of each new project to the City’s Comprehensive Plan is established in two ways. First, by linking the project to an element and section of Comprehensive Plan. Second, by reviewing the project for consistency with individual goals, policies, or programs of that element. Table 1. Distribution of New Capital Improvement Programs by Comprehensive Plan Elements Comprehensive Plan Element Number of New CIPs Community Services & Facilities 16 Natural Environment 2 Transportation 2 Safety 1 Business and Economics 1 Total 22 Source: City of Palo Alto Planning Department & ASD Office of Management and Budget 2023 New Capital Improvement Projects 2 Palo Alto Municipal Code Section 19.04.040 Item 2 Staff Report     Packet Pg. 8     Item No. 2. Page 3 of 5 2 0 0 8 Staff has reviewed the 22 new CIPs and evaluated their compliance with the Comprehensive Plan (Comp Plan). All the projects have been determined to be consistent with one or more policy or program. Due to the volume of new projects this year, Attachment A provides a summary list of new CIPs for quick reference with the associated Comp Plan compliance programs/policies, required reviews by boards and commissions, and anticipated environmental review. Attachment B provides an expanded project description for each new FY 2024 CIPs. Additional information about the projects and their funding can be found on the respective project pages in the FY 2024 Proposed Capital Budget document (see Footnote 1 above). New Projects: 1. Lucie Stern Community Theatre Stage Rigging System Refurbishment (AC-24000) 2. Lucie Stern Community Theatre Fire Curtain (AC-24001) 3. Mitchell Park Community Center Audio Visual Equipment (AC-26000) 4. Cubberley Gym HVAC Replacement (CB2400) 5. Cubberley Turf Replacement (CB-28000) 6. Grid Modernization for Electrification (EL-24000) 7. Cardiac Monitor Replacement (FD-27000) 8. Fiber-to-the-Premises (FTTP) (FO-24000) 9. Baylands Nature Preserve Entrance Gate (OS-24000) 10. Homekey Facilities (PE-24005) 11. Baylands Boardwalk Piling Repair (PE-24000) 12. Electrification of City Facilities (PE-24001) 13. Lucie Stern Community Theater Mechanical Equipment Replacement (PE-24002) 14. Lucie Stern Community Theatre Theatrical and House Lighting System Replacement (PE- 24003) 15. Rinconada Pool Family Changing Room (PE-24004) 16. Foothills Nature Preserve Restroom Replacement (PE-26000) 17. El Camino Park Turf Replacement (PG-24000) 18. Stanford Palo Alto Community Playing Fields Turf Replacement (PG-26000) 19. Meadow Dr./Charleston Rd. Rail Grade Separation and Safety Improvements (PL-24000) 20. Churchill Avenue Rail Grade Separation and Safety Improvements - Main (PL-24001) 21. IT Data Center Upgrade (TE-25000) 22. Scheduled Vehicle and Equipment Replacement - Fiscal Year 2028 (VR-28000) Existing Capital Improvement Projects In addition to the new CIPs, the FY 2024 Proposed Capital Budget includes 177 existing and/or continuing CIPs from previous years. These projects account for the rest of the 89% of the 2024- Item 2 Staff Report     Packet Pg. 9     Item No. 2. Page 4 of 5 2 0 0 8 2028 CIPs in the budget book. All these existing and/or continuing CIPs have been previously reviewed for consistency with the Comprehensive Plan and, therefore, do not require additional consistency review, as those previous findings are carried over to the FY 2024 Proposed Capital Budget. The Natural Environment Element was the most cited Comprehensive Plan element (82 existing and two new CIPs), followed by Community Services and Facilities Element (57 existing and 16 new CIPs), Land Use and Community Design Element (14 existing CIPs), and Transportation Element (12 existing and two new CIPs). Figure 1 shows the distribution of CIPs by Comprehensive Plan elements. Figure 1. Distribution of CIPs by Comprehensive Plan Elements Source: City of Palo Alto Planning Department & ASD Office of Management and Budget 2023 FISCAL/RESOURCE IMPACT Funding for the new CIPs is subject to the Council’s review and adoption of the FY 2024 Budget. Council only appropriates funding for the first year of the recommended five-year Capital Improvement Plan, the remaining four years are used as a planning tool for future budget cycles. 2 16 2 1 1 82 57 14 12 7 4 0 10 20 30 40 50 60 70 80 90 Natural Environment Element Community Services & Facilities Element Land Use and Community Design Element Transportation Element Safety Element Business & Economics Chapter New CIPs Existing CIPs Item 2 Staff Report     Packet Pg. 10     Item No. 2. Page 5 of 5 2 0 0 8 STAKEHOLDER ENGAGEMENT The Palo Alto Municipal Code requires publication of a notice of this public hearing in a local paper at least ten days in advance of the meeting. Notice of the PTC public hearing was published in the Daily Post on April 28, 2023. Staff did not perform specific community outreach for this PTC agenda item. Members of the public will have the opportunity to comment during the PTC hearing. ENVIRONMENTAL REVIEW The review of the CIPs for Comprehensive Plan consistency does not constitute a project under the California Environmental Quality Act (CEQA). Individual CIP projects may or may not be subject to CEQA. The environmental determination will be made on each individual project at the time of project implementation. NEXT STEPS The City Council and the Finance Committee will be reviewing the City’s budget from May through June, with the final budget adoption hearing planned for June 19, 2023. ATTACHMENTS Attachment A: List of New CIPs & Comprehensive Plan Goals, Policies and Programs (PDF) Attachment B: FY 2024 New CIPs with Project Description (PDF) Attachment C: PTC Conformance Letter, 2023 AUTHOR/TITLE: Chitra Moitra, Planner (650) 329-2170 chitra.moitra@cityofpaloalto.org Item 2 Staff Report     Packet Pg. 11     Nu m b e r Titl e Div i s i o n Pro j e c t C a t e g o r y De f a u l t F u n d Yea r I d e n t i f i e d Rec u r r i n g P r o j e c t Pro j e c t S t a t u s * Pri m a r y Com p r e h e n s i v e Pla n E l e m e n t Pri m a r y Com p r e h e n s i v e Pla n S e c t i o n Pri m a r y Com p r e h e n s i v e Pla n G o a l Pri m a r y Com p r e h e n s i v e Pla n P o l i c y Pri m a r y Com p r e h e n s i v e Pla n P r o g r a m An t i c i p a t e d Env i r o n m e n t a l Rev i e w Pot e n t i a l Com m i t t e e R e v i e w Pro j e c t L o c a t i o n AC-24000 Lucie Stern Community Theatre Stage Rigging System Refurbishment CSD Arts and Sciences Buildings and Facilities 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.2 Exemption from CEQA under section 15301. No Lucile Stern Community Center, 1305 Middlefield Rd, Palo Alto, CA 94301 AC-24001 Lucie Stern Community Theatre Fire Curtain CSD Arts and Sciences Buildings and Facilities 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.2 Exemption from CEQA under section 15301. No Lucile Stern Community Center, 1305 Middlefield Rd, Palo Alto, CA 94301 AC-26000 Mitchell Park Community Center Audio Visual Equipment CSD Recreation and Cubberley Buildings and Facilities 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.2 Exemption from CEQA under section 15301. Yes Mitchell Park Community Center, 3700 Middlefield Rd, Palo Alto, CA 94303 CB-24000 Cubberley Gym HVAC Replacement PWD CIP Cubberley Buildings and Facilities 472 - Cubberley Property Infrastructure Fund 2024 No Active Community Services & Facilities Planning for Parks and Community Facilities C-4 C-4.5 C4.5.1 Exemption from CEQA under section 15301. Yes Cubberley Community Center, 4000 Middlefield Rd, Palo Alto, CA 94303 CB-28000 Cubberley Turf Replacement PWD CIP Cubberley Parks and Open Space 472 - Cubberley Property Infrastructure Fund 2023 No Active Community Services & Facilities Planning for Parks and Community Facilities C-4 C-4.5 C4.5.1 Exemption from CEQA under section 15301. Yes Cubberley Community Center, 4000 Middlefield Rd, Palo Alto, CA 94303 EL-24000 Grid Modernization for Electrification UTL CIP Electric Fund System Improvements 523 - Electric Fund 2023 No Active Natural Environment Energy N-7 N-7.3 Exemption from CEQA under section 15301. Yes Various Locations FD-27000 Cardiac Monitor Replacement FIR CIP General Fund Department Technology Upgrades and Improvements 471 - Capital Improvement Fund 2024 Yes Active Safety Natural Hazards S-2 S-2.13 S2.13.1 None Required No Various Locations FO-24000 Fiber-to-the- Premises (FTTP) UTL CIP Fiber Optics Fund Capacity Improvements 533 - Fiber Optics Fund 2023 No Active Business & Economics Culture of Innovation and Business Diversity B-4 B-4.1 Exemption from CEQA under Sections 15301, 15302, 15303 or 15304(f). Yes Various Locations OS-24000 Baylands Nature Preserve Entrance Gate CSD CIP General Fund Parks and Open Space 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.3 Exemption from CEQA under Section 15302 Yes Baylands Nature Preserve, 2500 Embarcadero Rd, Palo Alto, CA 94303 PE-24005 Homekey Facilities PWD CIP General Fund Buildings and Facilities 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Efficient and Effective Service Delivery C-1 C-1.22 C-1.22.2 Exemption from CEQA under Section 15269 No 1237 San Antonio Road PE-24000 Baylands Boardwalk Piling Repair PWD CIP General Fund Buildings and Facilities 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.2 Possible exemption from CEQA under Section 15302 Yes Baylands Nature Interpretive Center, 2775 Embarcadero Rd, Palo Alto, CA 94303 Page 1 of 4 Item 2 Attachment A_List of New CIP Projects & Comprehensive Plan Goals & Policies     Packet Pg. 12     Nu m b e r Titl e Div i s i o n Pro j e c t C a t e g o r y De f a u l t F u n d Yea r I d e n t i f i e d Rec u r r i n g P r o j e c t Pro j e c t S t a t u s * Pri m a r y Com p r e h e n s i v e Pla n E l e m e n t Pri m a r y Com p r e h e n s i v e Pla n S e c t i o n Pri m a r y Com p r e h e n s i v e Pla n G o a l Pri m a r y Com p r e h e n s i v e Pla n P o l i c y Pri m a r y Com p r e h e n s i v e Pla n P r o g r a m An t i c i p a t e d Env i r o n m e n t a l Rev i e w Pot e n t i a l Com m i t t e e R e v i e w Pro j e c t L o c a t i o n PE-24001 Electrification of City Facilities PWD CIP General Fund Buildings and Facilities 471 - Capital Improvement Fund 2023 Yes Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.2 C3.2.1 Exemption from CEQA under Section 15302 Yes PE-24002 Lucie Stern Community Theater Mechanical Equipment Replacement PWD CIP General Fund Buildings and Facilities 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.2 Exemption from CEQA under Section 15301 No Lucile Stern Community Center, 1305 Middlefield Rd, Palo Alto, CA 94301 PE-24003 Lucie Stern Community Theatre Theatrical and House Lighting System Replacement PWD CIP General Fund Buildings and Facilities 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.2 Exemption from CEQA under Section 15301 No Lucile Stern Community Center, 1305 Middlefield Rd, Palo Alto, CA 94301 PE-24004 Rinconada Pool Family Changing Room PWD CIP General Fund Buildings and Facilities 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Efficient and Effective Service Delivery C-1 C-1.2 C1.2.4 Exemption from CEQA under Section 15302 Yes Rinconada Cultural Park, 777 Embarcadero Rd, Palo Alto, CA 94303 PE-26000 Foothills Nature Preserve Restroom Replacement PWD CIP General Fund Parks and Open Space 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.2 Exemption from CEQA under Section 15302 Yes Foothills Nature Preserve, 3300 Page Mill Road between Central and Moody PG-24000 El Camino Park Turf Replacement CSD CIP General Fund Parks and Open Space 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.2 Exemption from CEQA under Section 15301 Yes El Camino Park, 155 El Camino Real, Palo Alto, CA 94301 PG-26000 Stanford Palo Alto Community Playing Fields Turf Replacement CSD CIP General Fund Parks and Open Space 471 - Capital Improvement Fund 2023 No Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.2 Exemption from CEQA under Section 15301 Yes Stanford Palo Alto Community Playing Fields, 2700 El Camino Real, Palo Alto, CA 94306 PL-24000 Meadow Dr./Charleston Rd. Rail Grade Separation and Safety Improvements OOT CIP Traffic and Transportation 471 - Capital Improvement Fund 2023 No Active Transportation Streets T-3 T-3-15 T3.15.1 Environmental analysis required Yes Meadow Drive and Charleston Rd Rail Crossings PL-24001 Churchill Avenue Rail Grade Separation and Safety Improvements - Main OOT CIP Traffic and Transportation 471 - Capital Improvement Fund 2023 No Active Transportation Streets T-3 T-3-15 T3.15.1 Environmental analysis required Yes Meadow Drive and Charleston Rd Rail Crossings TE-25000 IT Data Center Upgrade ITD CIP Technology Fund Citywide Technology Upgrades and Improvements 682 - Technology Fund 2025 No Active Community Services & Facilities Maintenance of Parks and Community Facilities C-3 C-3.2 Exemption from CEQA under Section 15301 No 250 Hamilton Av, Palo Alto, CA 94301 Page 2 of 4 Item 2 Attachment A_List of New CIP Projects & Comprehensive Plan Goals & Policies     Packet Pg. 13     Nu m b e r Titl e Div i s i o n Pro j e c t C a t e g o r y De f a u l t F u n d Yea r I d e n t i f i e d Rec u r r i n g P r o j e c t Pro j e c t S t a t u s * Pri m a r y Com p r e h e n s i v e Pla n E l e m e n t Pri m a r y Com p r e h e n s i v e Pla n S e c t i o n Pri m a r y Com p r e h e n s i v e Pla n G o a l Pri m a r y Com p r e h e n s i v e Pla n P o l i c y Pri m a r y Com p r e h e n s i v e Pla n P r o g r a m An t i c i p a t e d Env i r o n m e n t a l Rev i e w Pot e n t i a l Com m i t t e e R e v i e w Pro j e c t L o c a t i o n VR-28000 Scheduled Vehicle and Equipment Replacement - Fiscal Year 2028 PWD CIP Vehicle Fund Vehicle and Equipment Replacement 681 - Vehicle Replacement & Maintenance Fund 2024 No Active Natural Environment Air Quality N-5 N-5.2 Exemption from CEQA under Section 15301 Yes 3201 E Bayshore Rd, Palo Alto, CA 94303 HOUSING ELEMENT Policy H3.5: Support the provision of emergency shelter, transitional housing, and ancillary services to address homelessness. Program H3.5.1: Continue to participate in the Santa Clara County Homeless Collaborative as well as work with adjacent jurisdictions to develop additional shelter opportunities. (PE-24005). GOAL N-7: A clean, efficient energy supply that makes use of cost-effective renewable resources. Policy N-7.3: Prioritize the identification and implementation of cost-effective, reliable, and feasible energy efficiency and demand reduction opportunities. (EL-24000) SAFETY ELEMENT NATURAL HAZARDS GOAL S-2: Protection of life, ecosystems and property from natural hazards and disasters, including earthquake, landslide, flooding, and fire. NATURAL ENVIRONMENT ELEMENT GOAL N-5: Clean, healthful air for Palo Alto and the San Francisco Bay Area. AIR QUALITY Policy N-5.2: Support behavior changes to reduce emissions of particulates from automobiles. (VR-28000) ENERGY Policy C-4.5: Expand the space available in the community for art exhibits, classes and other cultural activities, studios and galleries and other activities made possible by technical innovation, while maintaining and enhancing natural areas. Program C4.5.1: 1 Use Cubberley Community Center as a critical and vital part of the City’s service delivery system while also planning for its future. (CB-24000, CB-28000) GOAL C-3: Recognize the intrinsic value and everyday importance of our parks and community centers, libraries, civic buildings, and cultural assets by investing in their maintenance and improvement. Policy C-3.2: Reinvest in aging facilities to improve their usefulness and appearance. Avoid deferred maintenance of City infrastructure. (AC-24000, AC-24001, AC-26000 , PE-24000, PE-24001, PE-24002, PE-24003, PE- 26000, PG-24000, PG-26000, TE-25000) Policy C-3.3: Maintain and enhance existing park and recreation facilities consistent with the adopted Parks, Trails, Open Space and Recreation Master Plan, as amended, which is incorporated here by reference. (OS- 24000) PLANNING FOR PARKS AND COMMUNITY FACILITIES Goal C-4: Plan for a future in which our parks, open spaces, libraries, public art and community facilities thrive and adapt to the growth and change of Palo Alto. Policy C-1.2: Promote public participation in civic life and neighborhood associations and promote the suite of community services and facilities available to local residents and businesses in Palo Alto. Program C-1.2.4: Based on identified needs, expand program offerings to underserved groups. (PE-24004) Policy C-1.22: Support and promote County, City, State and nonprofit services addressing the needs of the low-income and unhoused community especially in the areas of permanent supportive housing and temporary housing which addresses food, clothing, health care, mental health and transportation needs. Program C-1.22.2: Work with Santa Clara and San Mateo Counties, the State of California, the federal government, nonprofit agencies, business and other organizations to define roles and responsibilities in the comprehensive provision of permanent supportive housing and temporary shelter, food, clothing and transportation for those in need. (PE-24005) MAINTENANCE OF PARKS AND COMMUNITY FACILITIES Source: City of Palo Alto Planning Department and ASD Office of Management and Budget 2023. List of Cited 2030 Comprehensive Plan Goals, Policies and Programs COMMUNITY SERVICES AND FACILITIES ELEMENT EFFICIENT AND EFFICTIVE SERVICE DELIVERY GOAL C-1: Deliver community services effectively and efficiently. Page 3 of 4 Item 2 Attachment A_List of New CIP Projects & Comprehensive Plan Goals & Policies     Packet Pg. 14     Nu m b e r Titl e Div i s i o n Pro j e c t C a t e g o r y De f a u l t F u n d Yea r I d e n t i f i e d Rec u r r i n g P r o j e c t Pro j e c t S t a t u s * Pri m a r y Com p r e h e n s i v e Pla n E l e m e n t Pri m a r y Com p r e h e n s i v e Pla n S e c t i o n Pri m a r y Com p r e h e n s i v e Pla n G o a l Pri m a r y Com p r e h e n s i v e Pla n P o l i c y Pri m a r y Com p r e h e n s i v e Pla n P r o g r a m An t i c i p a t e d Env i r o n m e n t a l Rev i e w Pot e n t i a l Com m i t t e e R e v i e w Pro j e c t L o c a t i o n Policy B-4.1: Nurture and support Palo Alto’s image as a global center of emerging technology by fostering innovation, supporting the established technology sector and attracting new businesses. (FO-24000) Policy T-3-15: Pursue grade separation of rail crossings along the rail corridor as a City priority. Program T3.15.1: Undertake studies and outreach necessary to advance grade separation of Caltrain to become a “shovel ready” project and strongly advocate for adequate State, regional and federal funding for design and construction of railroad grade separations. (PL-24000, PL-24001) BUSINESS AND ECONOMICS ELEMENT CULTURE OF INNOVATION AND BUSINESS DIVERSITY GOAL B-4: The stimulation of diverse commercial, retail and professional service business opportunities through supportive business policies and a culture of innovation. Policy S-2.13: Minimize exposure to wildland and urban fire hazards through rapid emergency response, proactive code enforcement, public education programs, use of modern fire prevention measures and adequate emergency management preparation. Program S2.13.1: Regularly review and update the Fire Department’s operations, training facilities and programs to ensure consistency with current standards and Best Management Practices. (FD 27000) TRANSPORTATION ELEMENT RAIL CORRIDOR GOAL T-3: Maintain an efficient roadway network for all users. Page 4 of 4 Item 2 Attachment A_List of New CIP Projects & Comprehensive Plan Goals & Policies     Packet Pg. 15     FY 2024 New CIPs with Project Description and Comprehensive Plan Compliance 1. Lucie Stern Community Theatre Stage Rigging System Refurbishment (AC-24000) This project provides funding for refurbishment of the most heavily used component of the stage rigging system at the Lucie Stern Community Theatre. In 2019, a professional inspection identified a number of items requiring servicing for the stage rigging system to continue to pass inspections. This 40-year-old system has already been extended past its expected lifespan, and this refurbishment will extend its useful lifespan until it can be replaced. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, and Policy C-3.2. 2. Lucie Stern Community Theatre Fire Curtain (AC-24001) This project provides funding for replacement of the fire curtain at the Lucie Stern Community Theatre, and its associated rigging. The fire curtain is a code-required life safety system designed to separate the stage from the audience in case of a fire in the Theatre. In 2019, a professional inspection of the stage rigging system noted deficiencies with the emergency release, and noted the likely presence of asbestos, which was confirmed by an environmental consultant. There is indication that operation of the system could cause asbestos particles to become airborne, so code-required regular testing of the system has been determined to be unsafe. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, and Policy C-3.2. 3. Mitchell Park Community Center Audio Visual Equipment (AC-26000) This project will replace the Audio-Visual equipment at the Mitchell Park Community Center. The built-in Audio-Visual equipment at the Mitchell Park Community Center is either nonfunctioning or functioning in limited capacity and needs to be replaced. The age and complexity of the existing system makes repairs more difficult. The current issues include non-operational and dim projectors, a torn screen with limited movement, and a broken sound system. Currently staff is using rentals as needed, but this isn't a sustainable solution. Staff would also solicit feedback Item 2 Attachment B_FY 2024 New CIPs with Project Description     Packet Pg. 16     from an Audio/Visual consultant to ensure proper equipment is used. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, and Policy C-3.2. 4. Cubberley Gym HVAC Replacement (CB2400) The existing heating system in Cubberley Gyms A & B is original to the building, which was constructed in the mid-1950s. The system is currently not functioning because multiple leaks have developed in the steel hot water piping, which is in the walls and under the floor. These leaks contributed (in addition to a domestic water main supply leak) to significant water damage in the walls, floors, and crawl spaces of the gyms. The proposed new heating system would include installing new copper hot water piping from the boiler room to new air handlers, which would hang from the ceiling. Included in the design would be the installation of an Automated Logic Control system to optimize the operation of the system. An electrification option is possible, but it is estimated to cost over $2 million due to the current electrical switchgear not having enough capacity and needing to be upgraded. The building is owned by the Palo Alto School District, so a cost sharing model may need to be considered with this option. This project will be funded in the Cubberley Community Center Infrastructure Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-4, Planning for Parks and Community Facilities section, Policy C-4.5 and Program C-4.5.1. 5. Cubberley Turf Replacement (CB-28000) This project provides funding for replacement of synthetic turf at the Cubberley field used by soccer and lacrosse leagues and the general public. The turf field is approximately 109,000 square feet. The Cubberley synthetic turf field accommodates year-round play, including additional evening play with some temporary lighting. Since the turf was installed in 2020, it has been in high demand and is used by youth and adult leagues as well as walk-on play. Synthetic turf has a typical lifespan of approximately eight to ten years with each year of use contributing to gradual wear and tear resulting in loss of pile height, turf fiber, and infill. This project will be funded in the Cubberley Community Center Infrastructure Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-4, Planning for Parks and Community Facilities section, Policy C-4.5 and Program C-4.5.1. Item 2 Attachment B_FY 2024 New CIPs with Project Description     Packet Pg. 17     6. Grid Modernization for Electrification (EL-24000) This project will provide the City with an electric infrastructure adequate to support the City's goal of 100% electrification and 80% carbon emissions reduction by the year 2030. To attain the 100% electrification scenario, the City must maximize use of electric energy and phase out carbon-based end uses such as natural gas appliances and internal combustion vehicles. The electric system must be updated to meet the needs of electrification, and older components in the distribution infrastructure must be replaced to mitigate chances of overloading the system. Examples of assets to be replaced are distribution and substation transformers, primary/secondary distribution circuits. This project will be funded in the Electric Fund. Staff is currently exploring the potential for federal grants or debt financing for this project. This CIP is aligned with the Natural Environment Element of the Comprehensive Plan and complies with Goal N-7, Energy section, and Policy N-7.3. 7. Cardiac Monitor Replacement (FD-27000) This project provides funding for the replacement of the entire compliment of 20 cardiac monitors in the Department. All Fire Department engines, trucks, ambulances, and other apparatus are designated as Advanced Life Support (ALS) units and require cardiac monitors as standard equipment according to State and County Emergency Medical Services laws. Along with other tools needed for patient assessment and airway verification, cardiac monitors assess cardiac activity in patients and provide defibrillation and pacing. The current cardiac monitors were purchased in Fiscal Year 2012 and the Department is no longer able to continue operating the old models, as they are beyond their allowable usage under County regulations and the manufacturer no longer offers warranty or parts replacement. In addition, the most current and appropriate cardiac monitors also transmit essential patient information to hospitals and forward data to the City for retrospective quality assurance. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Safety Element of the Comprehensive Plan and complies with Goal S- 2, Natural Hazard section, Policy S-2.13 and Program S2.13.1. 8. Fiber-to-the-Premises (FTTP) (FO-24000) This project will build Fiber-to-the-Premises (FTTP) to deliver broadband (aka "high-speed internet") for homes and businesses in the City of Palo Alto. As the City builds the FO-16000 - Fiber Optics Network - System Rebuild project to expand its dark (unlit, or not put in use by a service provider) fiber optic backbone network, the network may be built out further and lit to connect to homes and businesses with FTTP offering retail services such as broadband. This is Item 2 Attachment B_FY 2024 New CIPs with Project Description     Packet Pg. 18     commonly known as building out the “last mile” in a network, which this FTTP project provides. This project will be funded in the Fiber Fund. This CIP is aligned with the Business and Economics Element of the Comprehensive Plan and complies with Goal B-4, Culture of Innovation and Business Diversity section, and Policy B-4.1. 9. Baylands Nature Preserve Entrance Gate (OS-24000) This project provides funding to install a new automated gate at the Baylands Nature Preserve main entrance. The gate is closed when the preserve closes in the evenings. The scope of work includes an electrical transformer, trenching, wiring, and gate automation equipment. In the past, the gate was closed in the evening by a contractor (California Land Management) as part of their contract with the City for picking up litter and closing the Baylands Nature Preserve in the evenings. The contract was eliminated in July 2020 as part of a budget reduction associated with COVID-19 pandemic. Currently City staff manually closes the gate when they are available; however, when staff aren’t available, the preserve gate is left open, which has resulted in increased vandalism and graffiti. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, and Policy C-3.3 10. Homekey Facilities (PE-24005) The City and LifeMoves were awarded $26.6 million from the State to develop an interim housing shelter (Homekey Palo Alto) with the capacity to serve over 300 individuals annually with on-site support services. The grant award was part of a statewide effort to sustain and rapidly expand housing for those who are experiencing or are at risk of homelessness. The project involves relocating the existing GreenWaste facilities from its current location on 1237 San Antonio Road to the rear portion of the same site to accommodate the addition of future Homekey Palo Alto interim housing shelter. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-1, Efficient and Effective Service Delivery section, Policy C-1.22 and Program C-1.22.2. This CIP also aligns with Housing Element Policy H3.5 and Program H3.5.1. 11. Baylands Boardwalk Piling Repair (PE-24000) The Lucy Evans Baylands Interpretive Center’s Boardwalk located in the Palo Alto Baylands was replaced with a new boardwalk in 2018. The old boardwalk’s piles were built of pressure treated wood. Due to the potential environmental concerns associated with chemical treatment, the Item 2 Attachment B_FY 2024 New CIPs with Project Description     Packet Pg. 19     pressure treated wood was not preferred in the wetlands for the new boardwalk piles. An alternative, Alaskan Yellow Cedar was recommended because of its durability and resistance to decay in marine environment. During a recent site inspection, staff observed decay of some piles because of aquatic borers. A structural consultant conducted a follow-up inspection and recommended temporary repair measures to strengthen the deteriorated piles and to protect the piles that have not been damaged yet. Staff is implementing those temporary measures, but additional assessment and biological solution would be required to prevent the marine borers activity for a long-term solution. This project will provide funding to perform biological and engineering assessment to identify potential solutions. The cost to conduct a biological study and identify engineered solution to prevent aquatic borers from damaging the boardwalk piles is a planning level estimate. The cost estimate may be updated once a long-term solution is determined. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, and Policy C-3.2. 12. Electrification of City Facilities (PE-24001) This project will evaluate feasibility, prepare designs, and implement construction for the electrification of fossil fuel consuming building systems in coordination with the Building Systems Improvements project (PF-01003). In 2023, the City of Palo Alto conducted a City Facility Assessment at all City buildings and an Electrification Assessment (EA) at the forty-nine buildings with fossil fuel consuming systems. The EA will provide a framework for electrification to help meet the S/CAP goals to reduce greenhouse gas (GHG) emissions to 80% below 1990 levels by 2030. Some building equipment may require conversion prior to the end of useful life (EUL) in certain facilities. As part of the EA, a cost and timing estimate for the electrification of fossil fuel consuming systems is being prepared based on the expected remaining useful life (RUL) of the gas-fired equipment at each city facility. Converting gas-fired equipment to electrical usage will increase electrical demand at facilities. Therefore, electrical service equipment may require upgrades to handle the increased load. Ideally, converting fossil fuel burning equipment to electrification at EUL will ensure the City maximizes the life cycle of existing equipment. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, Policy C-3.2 and Program C3.2.1. Item 2 Attachment B_FY 2024 New CIPs with Project Description     Packet Pg. 20     13. Lucie Stern Community Theater Mechanical Equipment Replacement (PE-24002) This project will upgrade and replace Heating Ventilation and Air Conditioning (HVAC) system at the Lucie Stern Community Theatre. The current HVAC system is nearing the end of its useful life and needs to be replaced to ensure continued audience comfort and for the wellbeing of the historic structure. As a first step, the project will include a detailed feasibility study to determine if natural gas-powered equipment in the facility can be electrified. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, and Policy C-3.2. 14. Lucie Stern Community Theatre Theatrical and House Lighting System Replacement (PE- 24003) This project will upgrade and replace lighting systems at the Lucie Stern Community Theatre for backstage work areas, the performance stage, and audience areas. Currently resident theater companies bring in additional lighting and audio to subsidize the Theater’s equipment. This additional equipment occasionally creates an overload. In addition, there are approximately two hundred locations powered and controlled throughout the auditorium which are considered ten years past their useful life span. Conversion to LED will enhance performances, reduce required electrical demands, and subsequently assist in maintaining a comfortable temperature by reduction in heat loads. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, and Policy C-3.2. 15. Rinconada Pool Family Changing Room (PE-24004) The project constructs an ADA accessible, gender neutral restroom and family changing facility at the Rinconada Pool. The facility will include two separate rooms each consisting of a toilet, sink, shower, and child/adult changing station. The facility will provide community members who have special needs, and individuals who require privacy an accessible space for changing and personal hygiene. This project scope and funding was previously included in the Rinconada Park Improvements project (PE-08001) but a separate project was created in FY 2024. The Rinconada Pool was built in the late-1950s and lacks amenities to make the pool facility accessible to all members of the community. This project will be funded in the Capital Improvement Fund, with funding from the Parks Dedication Fund used to offset a portion of the cost. Item 2 Attachment B_FY 2024 New CIPs with Project Description     Packet Pg. 21     This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-1, Efficient and Effective Service Delivery section, Policy C-1.2 and Program C1.2.4. 16. Foothills Nature Preserve Restroom Replacement (PE-26000) This project includes replacement of three restrooms in Foothills Nature Preserve including restrooms at the preserve entrance and Orchard Glen and Oak Grove picnic areas. The restrooms at Orchard Glen and Oak Grove picnic areas will be replaced with prefabricated structures, and the preserve entrance restroom will be rehabilitated or replaced based on assessment. The restrooms at Foothills Nature Preserve have reached their useful life and need upgrades to meet current standards and ADA requirements. Park patrons heavily use these restrooms especially since the preserve was opened to the general public in 2020. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, and Policy C-3.2. 17. El Camino Park Turf Replacement (PG-24000) This project provides funding for replacement of synthetic turf at the El Camino Park playing field. The field accommodates year-round play, including additional evening play with some temporary lighting. Since the complex was built in 2015, it has been in high demand and is used by youth and adult leagues as well as walk-on play. Synthetic turf has a typical lifespan of approximately eight to ten years with each year of use contributing to gradual wear and tear resulting in loss of pile height, turf fiber, and infill. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, and Policy C-3.2. 18. Stanford Palo Alto Community Playing Fields Turf Replacement (PG-26000) The project provides funding for replacement of synthetic turf at the Stanford Palo Alto Community Playing Fields. These fields accommodate year-round play, including additional evening play with some temporary lighting. Since the turf was installed in 2016, it has been in high demand and is used by youth and adult leagues as well as walk-on play. Synthetic turf has a typical lifespan of approximately eight to ten years with each year of use contributing to gradual Item 2 Attachment B_FY 2024 New CIPs with Project Description     Packet Pg. 22     wear and tear resulting in loss of pile height, turf fiber, and infill. This project will be funded in the Capital Improvement Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, and Policy C-3.2. 19. Meadow Dr./Charleston Rd. Rail Grade Separation and Safety Improvements (PL-24000) The rail grade crossings at Meadow Drive and Charleston Road were formerly two of four crossing identified in the Railroad Grade Separation project (PL-17001). However, these crossings were separated into a new Meadow Dr. and /Charleston Rd. Rail Grade Separation and Safety Improvements project (PL-24000) in FY 2024 to effectively track the different funding sources and support grant requests for these grade separation locations. The project is necessary to address safety, mobility, and environmental concerns resulting from increased services along the corridor. Council narrowed the alternatives in consideration of trench, hybrid, and underpass at these locations. Currently the Rail Committee is reviewing these alternatives to further narrow and select the preferred alternative(s) for recommendation to Council. This project will be funded in the Capital Improvement Fund. Funding from the Santa Clara Valley Transit Authority’s Measure B grade separation funding and the recently approved Measure K Local Business Tax will fund a portion of this project. In addition, staff is exploring other funding sources to supplement the cost of this project, including available federal, state, or regional grants. This CIP is aligned with the Transportation Element of the Comprehensive Plan and complies with Goal T-3, Streets section, and Policy T-3-15 and Program T3.15.1. 20. Churchill Avenue Rail Grade Separation and Safety Improvements - Main (PL-24001) The Churchill Avenue rail grade crossing was one of four crossing identified in the Railroad Grade separation project (PL-17001). However, this crossing was separated into a new Churchill Avenue Rail Grade Separation and Safety Improvements project (PL-24001) in FY 2024 to effectively track the different funding sources and to support grant requests for additional funding to support the project at this location. The project is necessary to address safety, mobility, and environmental concerns resulting from increased services along the corridor. The Council selected the partial underpass as the preferred alternative with closure as a backup alternative for the Churchill Avenue crossing. Currently the Rail Committee is further refining the partial underpass alternative for recommendation to Council. This project will be funded in the Capital Improvement Fund. Funding from the Santa Clara Valley Transit Authority’s Measure B grade separation funding and the recently approved Measure K Local Business Tax will fund a portion Item 2 Attachment B_FY 2024 New CIPs with Project Description     Packet Pg. 23     of this project. In addition, staff is exploring other funding sources to supplement the cost of this project, including available federal, state, or regional grants. This CIP is aligned with the Transportation Element of the Comprehensive Plan and complies with Goal T-3, Streets section, and Policy T-3-15 and Program T3.15.1. 21. IT Data Center Upgrade (TE-25000) This project will allow the Information Technology (IT) department to evaluate the City's onsite data center space requirements and determine if the current data center space can be reduced and repurposed for other needs at City Hall. he IT department has been actively working on a server consolidation plan for the technology assets currently residing in the City Hall data center. Cloud storage and other technology upgrades allow the City to store data differently, so the full space currently dedicated the onsite data center is no longer needed. The goal of this project is to reduce the footprint by nearly 60% through alternate data center models with a focus on space reallocation. This project will be funded in the Technology Fund. This CIP is aligned with the Community Services & Facilities Element of the Comprehensive Plan and complies with Goal C-3, Maintenance of Parks and Community Facilities section, and Policy C-3.2. 22. Scheduled Vehicle and Equipment Replacement - Fiscal Year 2028 (VR-28000) This project provides funding for the existing City fleet vehicles and equipment scheduled for replacement in Fiscal Year 2028. The ongoing replacement of City fleet vehicles and equipment is prescribed by the City's policy for vehicle replacement, which includes guidelines based on age, mileage accumulation, and obsolescence. Timely replacement of vehicles lowers maintenance costs, helps to maintain, or even increase the productivity of client departments, and allows the City to take advantage of new technology. As part of the policy, staff will first consider electric vehicles and then other alternative fuel vehicles when replacing existing vehicles. This project will be funded in the Vehicle Replacement and Maintenance Fund. This CIP is aligned with the Natural Environment Element of the Comprehensive Plan and complies with Goal N-5, Air Quality section, and Policy N-5.2. Item 2 Attachment B_FY 2024 New CIPs with Project Description     Packet Pg. 24     May 10, 2023 Honorable City Council C/O City of Palo Alto 250 Hamilton Avenue Palo Alto, CA 94301 RE: Review of 2024-2028 Proposed Capital Improvement Plan (CI P) The Planning and Transportation Commission (PTC) reviewed the 2024-2028 proposed Capital Improvement Plan on Wednesday, May 10, 2023. The PTC determined that the 22 new Capital Improvement Projects included in the 2024-2028 Capital Budget are consistent with the adopted Comprehensive Plan and recommended forwarding this finding to the City Council and Finance Committee. Commissioner ______made the motion and it was seconded by Commissioner ______. The motion was approved by a vote of___. Respectfully submitted Doria Summa, Chair Planning and Transportation Commission ATTACHMENT A Item 2 Attachment C_PTC Conformance Letter 2023     Packet Pg. 25     Item No. 3. Page 1 of 2 Planning & Transportation Commission Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: May 10, 2023 Report #: 2304-1384 TITLE Amendment to PTC By-Laws Regarding Timing of Elections and Potential Election of Chair and Vice-Chair. RECOMMENDATION Staff recommends the Planning and Transportation Commission (PTC): 1. Adopt the revised PTC bylaws modifying when Chair and Vice-Chair elections are held 2. If so desired, conduct new elections for the positions of Chair and Vice-Chair. BACKGROUND The current Chair and Vice Chair were elected on February 8, 2023, prior to the appointment of two new members and reappointment of another member. PTC terms previously began in January and ended in December. However, with Council adoption of the City Boards, Commissions and Committees Handbook[1] in November 2020, appointments for complete terms are made in the Spring. The existing PTC By-Laws Section 2.1 states that the elections at the end of the first regular meeting on or after January 1st, or at a later date selected by the PTC during that first meeting. Staff has proposed a minor modification to match the new schedule of appointments in the spring: 2.1 The offices of Chairperson and Vice Chairperson shall be filled by election of members of the Commission from among their members, and persons so elected shall serve for a term of one year or until their successors are elected. The election shall be held at the end of the first regular Commission meeting conducted on or after January 1 April 15 of each calendar year, or on an alternative date certain established by the Commission at such meeting. In the event that either office becomes vacant during the regular term, the Commission shall elect a member to serve the remainder of the term. Item 3 Staff Report     Packet Pg. 26     Item No. 3. Page 2 of 2 The PTC’s vote for Chair and Vice-Chair on February 8, 2023 was for full, year-long terms, which would last until April 2024 with the proposed change in the by-laws. The Chair and Vice-Chair have expressed, however, a desire to have their election ratified by a vote that includes the newly appointed/re-appointed commissioners. To do so, the Chair and Vice-Chair may resign their positions, which would require in a new election. This item has been noticed to permit an election if that is the PTC’s desire. There is no express procedure for Chair and Vice Chair elections. Where the PTC’s By-Laws and procedural rules are silent, the presiding officer may decide questions of procedure, though any board member may appeal a decision to the PTC as a whole. The process for the most recent past election practices is summarized below: 1. Nominations for Chair are made from the floor. Commissioners may nominate anyone, including themselves. A second is required for the nomination. 2. The nominee states whether they will accept the nomination. 3. The Commissioners who moved and seconded the nomination make a brief statement on why they support the nomination. 4. Nominees may also make a brief statement regarding their candidacy. 5. Other Commissioners may give comments or ask questions to the nominees. 6. The ARB will take a vote after all nominations have been made, seconded, and the nominees have stated whether they will accept. 7. A majority vote is required for confirmation. 8. The entire process is repeated for Vice Chair election. ATTACHMENTS Attachment A: Bylaws with Annotated Draft Amendments AUTHOR/TITLE: Amy French, Chief Planning Official [1] Handbook https://www.cityofpaloalto.org/files/assets/public/city-clerk/palo-alto-boards-commissions-and-committees- handbook_final_2022.pdf Item 3 Staff Report     Packet Pg. 27     S:plan/PTC/bylaws folder/PTC Bylaws final per minutes 11 16 22 BYLAWS OF THE PLANNING AND TRANSPORTATION COMMISSION OF THE CITY OF PALO ALTO Adoption and Purpose. The Planning and Transportation Commission of the City of Palo Alto (“Commission”) desires to update its existing Rules and Regulations and Bylaws in order to facilitate public participation in Commission proceedings, assure procedural fairness during meetings and hearings, and satisfy the requirements of Government Code Section 65804, which requires that the Commission develop and publish procedural rules for the conduct of its hearings. Accordingly, the Commission hereby adopts these Bylaws, which shall govern the conduct of Commission proceedings on and after August 1, 2005. These Bylaws supersede and replace the document entitled Bylaws of the Palo Alto Planning Commission adopted on April 24, 1996. Section 1. Creation; Duties of Commission. The Commission is created pursuant to Chapter 2.20 of the Palo Alto Municipal Code, and shall perform any duties imposed upon it by ordinances of the City of Palo Alto, applicable state or federal law, including preparation of the long-long range general comprehensive plan; recommendation of all additions or changes to the City’s zoning regulations; review and recommendation regarding all tentative subdivision maps; site and design review in designated zones and corridors; and certain appeals from a decision of the Director of Planning and Community Environment. In addition, the Commission shall, as requested by the City Council, the City Manager, or the Director of Planning and Community Environment, provide advice on any matter pertaining to land use planning and transportation systems affecting the City. Section 2. Officers. 2.0 The officers of the Commission shall consist of a Chairperson, Vice Chairperson, and a Secretary. 2.1 The offices of Chairperson and Vice Chairperson shall be filled by election of members of the Commission from among their members, and persons so elected shall serve for a term of one year or until their successors are elected. The election shall be held at the end of the first regular Commission meeting conducted on or after January 1 April 15 of each calendar year, or on an alternative date certain established by the Commission at such meeting. In the event that either office becomes vacant during the regular term, the Commission shall elect a member to serve the remainder of the term. 2.2 The Director of Planning and Community Environment, or the Director’s designee, shall serve as Secretary of the Commission. Item 3 Attachment A PTC Bylaws revision for May 10 2023     Packet Pg. 28     S:plan/PTC/bylaws folder/PTC Bylaws final per minutes 11 16 22 2.3 The duties of the officers of the Commission shall be as follows: 2.3.1 It shall be the duty of the Chairperson to preside over all meetings of the Commission, to appoint committees and to serve as an ex-officio member of all committees so appointed, to call special meetings of the Commission as provided by law and to designate the time and place of such meetings, to sign documents and correspondence in the name of the Commission, and to represent the Commission before the City Council, its committees, and such other groups and organizations as may be appropriate. The Chairperson may designate another member to act in his or her stead. The Chairperson shall have the same voting rights as other members of the Commission. 2.3.2 It shall be the duty of the Vice Chairperson to assist the Chairperson and to preside over meetings of the Commission during the Chairperson’s absence. 2.3.3 It shall be the duty of the Secretary to keep a record of all the meetings of the Commission, to accept and file in the name of the Commission documents and correspondence addressed to it and to present all such correspondence to the Commission. Section 3. Committees. The Chairperson may appoint special committees as required or desired. Section 4. Quorum. Four members of the Commission shall constitute a quorum for doing business. When there is no quorum at the commencement of or at any time during a meeting of the Commission, the Chairperson or Vice Chairperson, or in such officers’ absence any Commission member, shall adjourn the meeting, or if no Commission member is present, the Secretary shall adjourn the meeting. Section 5. Regular and Special Meetings. 5.0 Regular meetings of the Commission shall be held twice a month, on the second and last Wednesdays of each and every month. Regular meetings shall be held at 6:00 p.m. in the Council Chambers of the City Hall, 250 Hamilton Avenue. 5.1 Special meetings may be called at any time by a majority of the Commission members present and voting at a regular meeting. In addition, a special meeting may be called by the Chairperson or by a majority of the members of the Commission, in accordance with the procedures for calling special meetings set forth in the California Government Code, § 54959, et seq. (Ralph M. Brown Act, hereinafter referred to as the “Brown Act”). Notice of any special meeting shall be provided in the manner required under the Brown Act, and no business other than that set forth in the notice shall be considered by the Commission at the special meeting. Special meetings, including but not limited to field trips, may be held at locations other than City Item 3 Attachment A PTC Bylaws revision for May 10 2023     Packet Pg. 29     S:plan/PTC/bylaws folder/PTC Bylaws final per minutes 11 16 22 Hall as specified in the meeting notice; however, no such meeting shall be held outside the City limits of the City of Palo Alto unless allowed by the Brown Act. 5.2 Any regular or special meeting of the Commission may be adjourned to a subsequent date for continuation or completion of the business on the Commission’s agenda at the meeting. Notice of such adjournment shall be provided in the manner required under the Brown Act. 5.3 All regular and special meetings of the Commission shall be open to the public; provided, however, that closed sessions may be held from which the public may be excluded for any purpose lawful under state law. 5.4 Any regular or special meeting of the Commission may include or be held as a Study Session. Notice of the Study Session and the opportunity for public participation shall be provided in the same manner as may be required by law for action on the item(s) set for discussion. Study sessions shall not be for the purpose of taking evidence with respect to a project. Neither the Commission or staff may rely upon information obtained or comments made during a Study Session, unless such information or comments are reintroduced during a subsequent noticed public hearing on the merits of the item(s) discussed at the Study Session. 5.5 Commissioners may attend remotely to the extent permitted by State law. Section 6. Agendas. The agenda for all regular and special meetings of the Commission shall be prepared in writing by the staff of the Department of Planning and Community Environment shall be posted within the time and in the manner required by the Brown Act. The agenda for regular meetings will generally be closed and no additional items accepted after 5:00 PM of the Thursday preceding the regular meeting. Additional items may be added thereafter only in conformance with the requirements of the Brown Act. Whenever feasible, a complete copy of each regular meeting agenda and all supporting materials will be delivered or mailed to each Commission member so as to reach the recipient not later than 7:00 PM on the Friday preceding the meeting. Section 7. Conduct of Meetings. 7.0 The Chairperson, the Vice Chairperson, the temporary presiding officer appointed by the Chairperson, or, if necessary, whichever member of the Commission in attendance with the longest tenure on the Commission, shall take the chair at the time designated for the start of the meeting, and shall call the Commission to order. 7.1 The presiding officer shall preserve order and decorum at all meetings of the Commission, announce the Commission’s decision on all subjects, and decide all questions of order subject to any appeal procedure set forth in the Commission’s Procedural Rules. 7.2 The Secretary shall call the roll of the Commission members and shall record the names of those present and those absent. Item 3 Attachment A PTC Bylaws revision for May 10 2023     Packet Pg. 30     S:plan/PTC/bylaws folder/PTC Bylaws final per minutes 11 16 22 7.3 The Commission may, by a majority vote of its members, adopt or amend Procedural Rules to be followed at regular or special meetings of the Commission to the extent such procedures are not in conflict with these Bylaws, or any applicable local, state or federal law. The Procedural Rules shall be deemed guidelines and failure to comply with any procedural rule shall not be the basis for challenge to or invalidation of any action of the Commission, nor shall they be construed to create an independent remedy or right of action of any kind. Section 8. Record of Hearing. When a matter is contested and a written request is made prior to the date of the Commission’s hearing on the matter, the Secretary shall ensure that a record of the hearing is made and duly preserved, a copy of which shall be made available at cost. The Secretary may require a deposit from the person making the request. Section 9. Amendment. These Bylaws may be amended, revised, or repealed by the affirmative vote of four members of the Commission. Proposed amendment, revisions, or repeal must be submitted at a regular meeting of the Commission and may not then be voted upon until the next regular meeting. Section 10. Bylaws Available to Public. Upon adoption, these Bylaws and any Procedural Rules adopted by the Commission pursuant to Section 7.3 hereof shall be transmitted to each member of the Commission, to the City Council, and to the City Clerk. Copies of the Bylaws and Procedural Rules shall be made available to the public in the Department of Planning and Community Environment and at each meeting of the Commission. THE FOREGOING BYLAWS WERE ADOPTED BY MAJORITY VOTE OF THE PALO ALTO PLANNING AND TRANSPORTATION COMMISSION AT A REGULAR MEETING HELD ON THE 16TH DAY OF NOVEMBER, 2022, AND SHALL BE EFFECTIVE ON NOVEMBER 16, 2022. Item 3 Attachment A PTC Bylaws revision for May 10 2023     Packet Pg. 31     Item No. 4. Page 1 of 1 Planning & Transportation Commission Staff Report From: Jonathan Lait, Planning and Development Services Director Lead Department: Planning and Development Services Meeting Date: May 10, 2023 Report #: 2305-1391 TITLE Approval of Planning & Transportation Commission Draft Verbatim Minutes of March 29, 2023 RECOMMENDATION Staff recommends that the Planning & Transportation Commission (PTC) adopt the meeting minutes. BACKGROUND Draft verbatim minutes from the March 29, 2023 Planning and Transportation Commission (PTC) meeting were made available to the Commissioners prior to the May 10, 2023 meeting date. The draft PT minutes can be viewed online on the City’s website at bit.ly/PaloAltoPTC. ATTACHMENTS There are no attachments AUTHOR/TITLE: Veronica Dao, Administrative Associate Item 4 Staff Report     Packet Pg. 32