HomeMy WebLinkAboutStaff Report 5352
City of Palo Alto (ID # 5352)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 12/8/2014
City of Palo Alto Page 1
Summary Title: Avenidas Naming Plan for Fundraising Campaign
Title: Approval of Facility Naming Plan for Avenidas Bryant Street Center, a
City-owned Facility Located at 450 Bryant Street
From: City Manager
Lead Department: City Manager
Staff Recommendation:
Approve proposal from Avenidas regarding its Naming Recognition Plan (Attachment A).
Discussion:
Pursuant to City’s Policy and Procedure 1-15, Naming City-Owned Land and Facilities, Section 3, B
(updated by Council November 14, 2007, CMR: 410:07), attached is a proposal from Avenidas for a
Naming Recognition Plan.
On June 23, 2014, City Council approved a Request to Issue Notice of Intent to Award 50 Year
Lease to Avenidas for 450 Bryant Street Site to Allow Continued Use of Building for Senior Services
on the consent calendar by a 9-0 vote. The lease agreement is scheduled to come before Council on
December 15, 2014. Additional information regarding the historical relationship between the City
and Avenidas and Avenidas’s services and plans for the future can be found in the attachments.
Approval of the Naming Recognition Plan will allow Avenidas to continue the silent phase of its
fundraising capital campaign with further legitimacy.
On September 8, 2014, Avenidas submitted an application and conceptual project plans to go
through the optional Preliminary Architectural Review process with the Architectural Review
Board (ARB) and Historic Resources Board (HRB). The Development Review Committee (DRC)
discussed the project on October 1, 2014. Avenidas received DRC feedback on the conceptual
project plans on October 27, 2014 after a detailed review. Subsequent to the DRC, Avenidas
discussed opportunities, constraints, and design concepts with the HRB on November 5, 2014
and the ARB on November 6, 2014. Both of these meetings were publicly noticed study
sessions. No formal applications, actions or recommendations have been given by the HRB or
ARB and the conceptual project’s compliance with local zoning is pending review .
Resource Impact:
At this time there is no budget impact from this report.
City of Palo Alto Page 2
Policy Implications:
The naming of sub-facilities of City-owned buildings is consistent with Section 3 of City Policy 1-15
(Naming of City Facilities). Support of senior programs through our partners at Avenidas furthers
Policy C- 18 of the Community Services element of the Comprehensive Plan (Support and promote
the provision of comprehensive senior services in coordination with senior service providers), as
well as Policy C-7 (Actively work with private, nonprofit, and public community service organizations
to coordinate services such as childcare, senior services, and recreation to avoid duplication and
maximize efficiency).
Environmental Review:
The recommendation in this report does not constitute a project requiring review under the
California Environmental Quality Act (CEQA).
Attachments:
Attachment A: Avenidas Request to Council Naming Plan (PDF)
Attachment B: City Policy 1-15, Naming City-Owned Land and Facilities (PDF)
Attachment C: 6-23-2014 Staff Report (PDF)
Attachment D: 6-23-14 Minutes (PDF)
Memorandum
To: Palo Alto City Council
From: Lisa Hendrickson, on behalf of Avenidas
Date: October 27, 2014
Re: Naming Recognition Plan Supporting Avenidas’ Project to Expand and Renovate
450 Bryant Street
Avenidas has leased City-owned property at 450 Bryant St. since 1976 and is currently
working with the City to replace the current lease with a new 50-year lease to assure that
Avenidas can continue to offer services to the City’s older adults from this location for
many years to come.
Avenidas’ Bryant Street Center is a community center with activities and services for
independent older adults and their family caregivers. At the Center, Avenidas offers a
broad range of health and wellness services including acupuncture, massage, fitness classes,
health screenings, and lectures; classes and workshops in computer learning, language, art,
travel, wine appreciation, etc.; information and counseling services and geriatric care
management for issues related to aging; and flexible transportation options for running
errands, getting to and from appointments, and participating in social activities. In addition,
lunch is served each weekday by La Comida de California.
The Center was designed by Palo Alto architect Birge Clark and built in 1926 as the City of
Palo Alto Police and Fire Station. Avenidas modified and renovated the building in 1977-
1978 when its occupancy of the building began. Over the past six years, Avenidas has been
exploring how to continue to provide the highest level of services to the community and
accommodate the growing demand at this location. The senior population is large and
growing rapidly. The 55+ segment of Palo Alto’s population grew 25% between 2000 and
2010 and today represents almost one-third of the total population of the city. As indicated
in the City of Palo Alto’s Comprehensive Plan, Avenidas (formerly the Senior Coordinating
Council) is the sole provider of senior services on behalf of the City of Palo Alto.
Consistent with the Comprehensive Plan goals for community services, Avenidas must
evolve and adapt to the changing needs of the aging population.
Meeting these needs starts with our programs and extends into our physical infrastructure.
The expansion and remodeling of our facilities is fundamental to our ability to continue to
provide the highest level of service to the Palo Alto community. More program space is
needed to meet increasing demand and we believe that an updated and more modern interior
will have greater appeal to the incoming Baby Boomers.
To assure that Avenidas remains a best in class organization, we have committed to a
capital project to expand and remodel the facilities, and raise $12 million to cover the
project costs. We expect that this campaign will run through, approximately, December
2015. As an inducement to individuals and family foundations to make significant gifts to
the capital campaign, we need to offer opportunities to name parts of the new/renovated facility.
We have identified the following naming opportunities and approximate values. Please refer to the
attached Exhibits for the location of each space. With the exception of the New Wing, all spaces are in
the interior of the building. The names will be associated with the spaces for the duration of
Avenidas’ lease with the City.
New Wing: at the rear of the building, with entry
off the Ramona Street parking lot.
Approximately 4,800 sf and including
an atrium/lobby, Fitness Room, large multi-
purpose room (Art Studio), small meeting
room and 4-person office (Village office) $5,000,000
Fitness Room: $1,000,000
Longevity Lab: (name pending), large meeting room $1,000,000
at the northeast corner of the old building
and gallery space in the Bryant Street lobby
Art Studio: Lower-level room in new wing $ 500,000
New Classroom: Large classroom in the southeast corner $ 500,000
of the old building
Coffee Café: Coffee bar and gathering spot in rear atrium $ 250,000
Village Offices: in the New Wing $ 250,000
Reception & Front Desk and lobby: in the old building $ 250,000
Upstairs Classroom(s): in the old building $ 250,000
New Classroom: Smaller classroom in the New Wing $ 100,000
Social Work Meeting Room/Office #1: in the old building $ 100,000
Social Work Meeting Room/Office #2 $ 100,000
Staff Lounge $ 100,000
Boardroom/Classroom $ 100,000
Small Upstairs Classroom/Meeting Room $ 100,000
Conference Room: upstairs in the old building $ 100,000
Upstairs Lounge: in the old building $ 100,000
Maintenance of these spaces will be the responsibility of Avenidas, consistent with the terms of its
lease with the City.
The project has not been approved and is currently in the entitlement process. We anticipate
submitting an application for project approval and a building permit in the next few months.
However, we are now beginning the silent phase of the capital campaign and are beginning
conversations with prospective lead donors, many of whom will want to know the naming
opportunities in the new space. Therefore, we respectfully request the City Council’s approval of this
Naming Recognition Plan.
This request is consistent with Section 3 of the City of Palo Alto Facility naming Policy (Policy 1-15:
Naming City-owned land and facilities).
POLICY AND PROCEDURES 1-15/MGR
Revised: April 2008
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NAMING CITY-OWNED LAND AND FACILITIES
POLICY STATEMENT
The purpose of this policy is to ensure that City-owned land and facilities, when named for
individuals, are persons who have made significant contributions or performed services deemed
to have been of major importance to the community.
This policy establishes uniform procedures for the naming of City-owned land and facilities as
set forth by Council Resolution No. 6211, approved on December 12, 1983, and revised by
Council on April 12, 2004. The policy is applicable to new and existing City-owned land and
facilities.
The policy provides a mechanism for citizens to suggest names which they believe should be
considered for new City facilities or land acquisitions and for the renaming of existing facilities
and lands. The policy also establishes criteria which will guide the Historical Association and the
appropriate City Commission or Committee in recommending names to the Council for
approval.
Naming and renaming City-owned land and facilities shall be the responsibility of the City
Council. However, places within City-owned land or facilities, such as a room or patio within a
building or a trail or athletic field within a park, which do not require formal dedication by the
City Council, may be named by the City Manager or his/her designee, subject to final approval
by the City Council via the consent calendar.
This process does not apply to the naming of streets which will continue to be processed through
the Planning and Community Environment Department (Policy and Procedure 1-16: Naming of
City Streets). The naming of a street may be considered an appropriate alternative means of
honoring an individual.
The City Council has determined that significant individual, family or foundation contributions
to the construction/renovation of City facilities can be recognized through the naming of said
facilities after these groups. This document outlines the procedure to be followed when a fund-
raising group or board, with the approval of the City Council, embarks upon a capital campaign
for the purpose of securing private funds for the acquisition of land, renovation/expansion of an
existing building, or the construction of a new facility, and wishes to offer naming opportunities
in recognition of significant donations of money or land. The City Council has determined that
significant contributions from corporations or corporate foundations to capital campaigns will
not be accepted in exchange for the ability to name entire facilities in recognition of these
corporate entities. However, the City Council has agreed to allow naming recognition of
corporate or commercial entities in facility interiors or on sub-facilities as described in this
policy.
Business logos associated with any benefactor seeking naming rights shall not be allowed on any
City owned land, facility, building or sub-facility under this policy.
POLICY AND PROCEDURES 1-15/MGR
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The City may remove any business name from a City facility or property if the business declares
bankruptcy and goes out of business. The City may remove any individual name from a City
facility or property if the person is convicted of a felony or other crime of moral turpitude. If a
name is removed under this provision, the City shall not be required to return the donation.
SECTION 1: PROCEDURE FOR NAMING NEW FACILITIES OR CITY-OWNED
LANDS
In cases involving a major capital fundraising campaign, there will be a separate and different
procedure from the one outlined below. Section 3 below on “Naming Recognition for Capital
Campaigns” further outlines this process.
A. Responsibility of the Project Manager
Implementation of this policy is the responsibility of the department in which the project to be
named is managed. In the instance of a new City-owned land or facility, the project manager
should incorporate the process for naming into the project schedule so the naming is
accomplished in a timely manner.
1. Requests concerning a name to be given to the City-owned land or facility shall be
made in writing on an approved suggestion form to the City Clerk.
a. The project manager should alert the City Clerk when to expect the submission
of names and the anticipated time frame for the naming process.
b. The project manager may submit suggested names on an approved suggestion
form on behalf of staff or citizens who have been involved in the project
development.
c. In some instances, it may be appropriate to actively solicit suggestions and, in
those cases, the project manager should specify a time frame for submissions and
method of notification.
d. All submittals, whether from an individual or an organization, must include the
name and address of the submitter. No anonymous submittals will be accepted.
e. All suggestions will be given the same consideration without regard to the
nomination source.
2. The project manager is responsible for conveying the name suggestion forms from the
City Clerk to the Palo Alto Historical Association and presenting the recommendations
from the Historical Association to the appropriate commission or committee whose
sphere of influence is most closely associated with the facility in question. The Parks and
Recreation Commission shall review name suggestions for acquired land to be dedicated
as a park, recreational facilities, community centers and interpretive centers. The Library
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Advisory Commission shall review name suggestions for library facilities. The Public
Art Commission shall review name suggestions for art facilities. The Policy and Services
Committee shall review name suggestions for police, fire or utility facilities as well as
major civic complexes.
a. The Historical Association may also originate suggestions for names or provide
suggestions for appropriate alternatives as part of its recommendations.
b. The project manager shall assure that adequate time is allowed for the
Historical Association and the appropriate commission or committee to evaluate
the recommended names.
c. The Historical Association shall determine if the suggested names meet the
criteria of appropriate significance, and shall submit the recommendations to the
appropriate commission or committee together with the rationale for the
recommendations. The response from the Historical Association shall
acknowledge all the names that are submitted, but recommend only those which it
feels meet the criteria and warrant serious consideration.
B. Responsibility of the Reviewing Commission Or Committee
1. The commission or committee shall conduct a public hearing, confirm that the
recommended names meet the criteria of appropriate significance, select
recommendation(s) provided by the Historical Association, and shall forward its
recommendation to the City Council. The report from the commission or committee shall
acknowledge all of the recommended names together with their evaluation, but present
only the name(s) which it feels best meets the criteria and merits serious consideration by
the City Council.
2. Once approved, a transmittal and resolution will be prepared by staff for consideration
and approval by the City Council. The transmittal shall include a narrative of historic
reference prepared by the Palo Alto Historical Association for the name, a copy of the
name suggestion form, and minutes of the Commission meeting when the
recommendation was discussed.
C. Criteria
The following criteria shall be used in selecting an appropriate name for City-owned land and
facilities.
1. The name should, if possible, have or preserve the geographic, environmental (relating
to natural or physical features), historic or landmark connotation of particular
significance to the area in which the land or facility is located, or for the City as a whole.
Either connotation is equally valid.
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2. Acknowledgement of contributions: Consideration may be given to naming the City-
owned land or facility after an individual when the land or facility, or the money for its
purchase, has been donated by the individual, or when otherwise warranted by some
contribution or service which is deemed to be of major and lasting significance to the
acquisition of that piece of land, or planning, development, construction or renovation of
that particular facility. Donation of land or resources shall not constitute an obligation by
the City to name the land or facility or any portion thereof, after an individual, family, or
individual/family foundation. City-owned lands, parks, or entire facilities shall not be
named for benefactor organizations, groups or businesses, but in special cases, may be
considered for sub-facilities such as rooms or playgrounds. In cases involving a major
capital fundraising campaign, see Section 3 below – Naming Recognition for Capital
Campaigns.
3. Names honoring individuals or families, other than those of recognized historic
importance, must be supported by compelling reasons.
4. In the event the City-owned land or facility was formerly school property or had other
ownership such that the name of the school, building or site has community significance
or community recognition, consideration may be given to preserving that name.
5. The City encourages naming which reflects the City’s ethnic and cultural diversity.
6. No City-owned land or facility shall be named after a seated elected or appointed
official.
7. No City-owned land or facility shall be named after a person whose contribution to the
City of Palo Alto was or is a part of that individual’s normal duties as an employee of the
City. An exception may be made for former such employees who have contributed
volunteer services of an exceptional nature beyond their normal duties.
8. When naming sub-facilities or interior spaces, such as rooms or playgrounds, after
corporate or commercial entities or foundations, these entities must abide by the City’s
anti-discrimination policy.
D. Council Action
1. The recommendations received from the Historical Association and the commission or
committee shall be placed on the Council agenda for final approval.
2. Action by the Council shall be by Council Resolution.
E. Follow-up to Selection of the Name
1. The above-described process for selecting an appropriate name should precede the
preparation of a park dedication ordinance.
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2. Subsequent to approval by the City Council, the name for the City-owned land or
facility shall be conveyed to the Department of Public Works for incorporation in City
official maps and plans, and to the Palo Alto Historical Association for its records.
F. Naming Places Within City-owned Land or Facilities
In the case of places within City-owned land or facilities, where the policy does not require a
Council resolution, responsibility for requesting Council approval of the new name shall reside
with the department head who manages the land or facility.
Ideally, the naming of features within a park and specific trails or facilities within open space
lands will occur during the master plan or site plan process.
Names within parks should be appropriate to the park by reflecting the expression of the place
(topography, geology, natural features), flora and fauna, or history of the area.
In advance of the naming, the department head shall send a memorandum to the City Manager
advising of the proposed action and requesting approval. The City Manager will then seek
approval of the name from the City Council via the consent calendar.
SECTION 2: PROCEDURE FOR RENAMING EXISTING FACILITIES OR CITY-
OWNED LANDS
Existing place names are deemed to have historic recognition. City policy is not to change the
name of any existing facilities or City-owned land, particularly one whose name has City or
regional significance, unless there are compelling reasons to do so. Further, the City will
consider renaming to commemorate a person or persons only when the person or persons have
made major, overriding contributions to the City and whose distinctions are as yet unrecognized.
A. Renaming Suggestions
1. All requests concerning a new name to be given to the City-owned land or facility shall
be made in writing on an approved suggestion form to the City Clerk. The suggestion
must detail how the proposed name change is consistent with the criteria, the purpose of
the name change, and how the new name is directly associated with the land or facility.
2. All submittals, whether from an individual, organization or City staff, must include the
name and address or the submitter. No anonymous submittals will be accepted.
3. The City Council shall initiate the renaming process by referral of the public or staff
request to the commission or committee whose sphere of influence is most closely
associated with the facility in question. Council can also initiate the renaming of lands or
a facility without a public request whenever deemed necessary or in the best interest of
the City of Palo Alto, following established criteria. Once the referral is made by the City
POLICY AND PROCEDURES 1-15/MGR
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Council to a specific commission or committee, the commission or committee will await
comment and evaluation of the new name from the Palo Alto Historical Association.
B. Responsibility of the Project Manager
1. The City Clerk is responsible for conveying the name suggestion form(s) received by
the deadline to the Project Manager, who will be responsible for forwarding to the Palo
Alto Historical Association and then transmitting the recommendation(s) from the Palo
Alto Historical Association to the appropriate commission or committee as outlined in
Section A above.
2. The recognized neighborhood association in the vicinity of the land or facility will be
notified of the proposed name change at the time the reviewing commission or committee
receives the report from the Historical Association.
C. Responsibility of the Reviewing Commission Or Committee
1. The commission or committee shall conduct a public hearing, confirm that the
suggested name(s) meet the criteria of appropriate significance, select recommendation(s)
from the names provided by the Historical Association, and shall forward its
recommendation to the City Council. The report from the commission or committee shall
acknowledge any recommended names together with its evaluation, but present only the
name or names which it feels best meets the criteria and merits serious consideration by
the Council.
2. Once approved, a transmittal and resolution will be prepared by staff for consideration
and approval by the City Council. The transmittal shall include a narrative of historic
reference for the name or names, together with a copy of the name suggestion form.
D. Criteria
Each application for renaming a city park or facility must meet the criteria in this policy, but
meeting all criteria does not ensure renaming.
City-owned lands and facilities may be renamed for an individual(s) under the following
conditions. Where the individual:
1. Has made lasting and significant contributions to the protection of natural or cultural
resources of the City of Palo Alto, or
2. Has made substantial contributions to the betterment of a specific facility or park,
consistent with the established standards for the facility, or
3. Has made substantial contributions to the advancement of commensurate types of
recreational opportunities within the City of Palo Alto.
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E. Council Action
1. The recommendations received from the Palo Alto Historical Association and
commission or committee shall be submitted for Council approval.
2. Action by the Council shall be by Council Resolution.
F. Follow-up to Selection of Name
1. Subsequent to approval by the City Council, the new name for the City-owned land or
facility shall be conveyed to the Department of Public Works for incorporation in City
official maps and plans, and to the Palo Alto Historical Association for its records.
NOTE: Questions and/or clarification of this policy should be directed to the City Manager's
Office.
SECTION 3: PROCEDURE FOR OFFERING NAMING RECOGNITION FOR
SIGNIFICANT DONATIONS TO CAPITAL FUNDRAISING CAMPAIGNS
This section applies to any organized fundraising initiated by the City, a Board/Commission or
other group whose sole purpose is to support City programs and operations in support of the
renovation/expansion of an existing building, the construction of a new facility, the acquisition
of a building/land, or the furnishings, fixtures and equipment in said facilities.
A. Responsibility of the staff liaison to the Board, Commission, Task Force or group
conducting the Capital Campaign
Implementation of this policy is the responsibility of department in which the project
to be acquired/constructed/renovated is managed. A staff liaison appointed to work
with the board/committee will guide them through the process and manage
appropriate contacts with other departments as necessary during the acquisition,
design and construction process. This will ensure that appropriate information and
materials are provided to the group and that opportunities and expectations are clear,
understandable, and feasible within the framework of the project.
B. When a Capital Campaign is initiated by the City, a Commission or other group
whose sole purpose is to support City programs and operations, accommodations to
the procedures outlined in Sections 1 and 2 shall be made as follows:
a. The organizing body may meet and discuss preliminary plans with the City’s
liaison, Department Head and the City Attorney’s office in order to facilitate any
“silent” fundraising period.
b. The organizing body shall request authorization from the City Council for a
Naming Recognition Plan in support of a specific project. They shall provide the
following information in their request:
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i. Name of the organizing body;
ii. Purpose of the campaign;
iii. Monetary goal of the campaign;
iv. Expected term of the campaign;
v. Plan for naming recognition including a schedule of naming opportunities
and associated gift levels
vi. Maintenance/replacement of naming recognition items – City staff shall
work with the organizing body to ensure that the plan includes
acknowledgement of the maintenance responsibilities associated with any
naming recognition items within the facility.
c. Once the Naming Recognition Schedule has been approved by the City Council,
the fund-raising body shall have the authority to proceed with making
commitments for naming opportunities with potential donors subject to final
Council review.
d. The naming of a facility or sub-facility will not occur until the pledged donation is
received.
e. Consistent with the Gifts to the City policy, all gifts paid directly to the City shall
be duly reported to the Administrative Services Department (ASD) Director and
recognized appropriately in accordance with that policy (Policies and Procedures
1-18). If a donation was given anonymously, the donor’s identity shall be
protected to the extent possible.
f. Under this procedure, the organizing body must present a final report to the City
Council for approval, detailing the funds received and any naming opportunities
granted, along with a timeline for the completion of the recognition. The group
may also come to the Council at any time during the capital campaign for
approval of one or more naming recognition items. All naming recognition must
be adopted by resolution of the City Council. The City Manager or designee can
also request that any donations and associated naming recognitions be brought to
the City Council at an earlier point in the capital campaign for approval.
C. The one exception to this procedure shall be for the naming of an entire building as
recognition for a significant monetary or land contribution. If a fund-raising group
secures a donation significant enough to warrant naming the entire facility in
recognition of that individual, family or foundation, this should be presented directly
to the City Council for approval separately and as soon as possible after this type of
donation is secured. As part of this approval process, the Council may solicit input
from the Palo Alto Historical Association or the appropriate board/commission.
Consistent with the policy statement, the City will not recognize significant corporate
donations by naming an entire facility in honor of these entities.
D. In cases of major building reconfigurations or disasters that destroy or damage
portions of the building, the City reserves the right to remove and not replace naming
recognitions. However, the City will consider the original donation intent in these
instances and make accommodations as feasible.
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APPLICATION FOR NAMING OR RENAMING
CITY-OWNED LANDS OR FACILITIES
Naming objectives:
1. Ensure that parks, recreational areas and facilities are easily identified
and located.
2. Ensure that names designated for parks, recreational areas and facilities
are consistent with the values and character of the area or neighborhood
served.
3. Encourage public participation in the naming, renaming and dedication of
parks, recreation areas and facilities.
4. Encourage the donation of land, funds for land acquisition or development
by individuals and groups.
Criteria for naming new facilities or parks:
The following criteria shall be used in selecting an appropriate name for City-owned land and facilities.
1. The name shall have or preserve the geographic, environmental (relating to natural or physical
features), historic or landmark connotation of particular significance to the area in which the land or
facility is located, or for the City as a whole. Either connotation is equally valid.
2. Consideration may be given to naming the City-owned land or facility after an individual when the land
or facility, or the money for its purchase, has been donated by the individual, or when otherwise
warranted by some contribution or service which is deemed to be of major and lasting significance to the
acquisition of that piece of land, or planning, development, construction or renovation of that particular
facility. Donation of land or resources shall not constitute an obligation by the City to name the land or
facility or any portion thereof, after an individual or family. City-owned lands or parks shall not be named
for benefactor organizations, groups or businesses, but in special cases, may be considered for sub-
facilities such as rooms or playgrounds.
3. Names honoring individuals or families, other than those of recognized historic importance, must be
supported by compelling reasons.
4. In the event the City-owned land or facility was formerly school property or had other ownership such
that the name of the school, building or site has community significance or community recognition,
consideration may be given to preserving that name.
5. The City encourages naming which reflects the City’s ethnic and cultural diversity.
6. No City-owned land or facility shall be named after a seated elected or appointed official.
7. No City-owned land or facility shall be named after a person whose contribution to the City of Palo
Alto was or is a part of that individual’s normal duties as an employee of the City. An exception may be
made for former such employees who have contributed volunteer services of an exceptional nature
beyond their normal duties.
8. When naming sub-facilities, such as rooms or playgrounds, after corporate or commercial
entities or foundations, these entities must abide by the City’s anti-discrimination policy.
POLICY AND PROCEDURES 1-15/MGR
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Criteria for renaming existing facilities of parks:
Each application for renaming a city park or facility must meet the criteria listed above, but meeting all
criteria does not ensure renaming.
Existing place names are deemed to have historic recognition. City policy is not to change the name of
any existing facilities or City-owned land, particularly one whose name has City or regional significance,
unless there are compelling reasons to do so. Further, the City will consider renaming to commemorate a
person or persons only when the person or persons have made major, overriding contributions to the City
and whose distinctions are as yet unrecognized.
City-owned lands and facilities may be renamed for an individual(s) under the following conditions.
Where the individual:
1. Has made lasting and significant contributions to the protection of natural or cultural resources of the
City of Palo Alto, or
2. Has made substantial contributions to the betterment of a specific facility or park, consistent with the
established standards for the facility, or
3. Has made substantial contributions to the advancement of commensurate types of recreational
opportunities within the City of Palo Alto.
Suggestions for naming or renaming City-owned lands or facilities shall be evaluated on the basis of the
above criteria and upon appropriate documentation. Person making the name suggestion (required): Address (required):_____________________________________________________________ Contact phone number (required):_________________________________________________ E-mail (not required):___________________________________________________________ Location of site or facility to be named:_____________________________________________ Suggested name (required):_______________________________________________________
Biographical information: (Explain) ________________________________________________
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Civic involvement: (Explain) ______________________________________________________
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______________________________________________________________________________
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Connection to the facility: (Please explain in depth) ____________________________________
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Reason for Nomination (required): _________________________________________________
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Additional Comments (additional information may be attached): _________________________
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Date Received by the City Clerk: ____________________________________
Submitted to Palo Alto Historical Association: _________________________
Date scheduled for review by commission: ____________________________
City of Palo Alto (ID # 4922)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/23/2014
City of Palo Alto Page 1
Summary Title: New Lease between the City of Palo Alto and Avenidas at 450
Bryant Street
Title: Request to Issue Notice of Intent to Award 50 Year Lease to Avenidas
for 450 Bryant Street Site to Allow Continued Use of Building for Senior
Services
From: Cit y Manager
Lead Department: Administrative Services
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to begin the process of
providing a public notice of the City of Palo Alto’s intent to enter into a new, fifty (50) year le ase
for the 450 Bryant site with Avenidas.
EXECUTIVE SUMMARY
Fifty years ago, senior services in Palo Alto were scattered at different locations. Presently,
many services and programs for older adults on the Mid-Peninsula, as well as other information
resources, are housed and centralized at Avenidas.
For forty-seven years, Avenidas has been providing seniors services to the community at the
450 Bryant Street site as a part of a longstanding collaboration with the City. The current
location is ideal in terms of: the downtown location, accessibility to parking, and proximity to
public transit. Built in 1927 to provide Public Safety services, much of the original interior
configuration remains.
The existing lease between the City and Avenidas was executed on May 11, 1977 and it will end
on May 10, 2027 (a 50 year lease). Recently, Avenidas approached the City requesting a second
fifty year (50) lease based on plans to undertake a major rehabilitation and modernization of
the interior of the building in order to meet the growing needs of the City’s seniors and to
continue its many services. According to the City’s Charter and Policy and Procedures,
however, the City cannot grant lease leasehold rights unless it provides a 30 day public notice
of its intention to enter into a new 50 year lease with Avenidas. Staff is requesting Council
approval to post the 30 day notice.
City of Palo Alto Page 2
BACKGROUND
Avenidas dates its birthday to 1968 when the Senior Coordinating Council (SCC) of the Palo Alto
Area was formed. The SCC persuaded City officials, at one point in time, to allow space in the
main library to provide seniors with information, referrals and counseling. Soon thereafter,
transportation and health services were added along with directories of county-wide services
and housing needs. In 1974, the SCC sponsored a comprehensive study of seniors in the area.
From this effort, a City-sponsored task force “When We Grow Older in Palo Alto” was formed.
In 1977, the notion of seniors volunteering their time in the community was a novel idea, but
Avenidas proved to be a catalyst for popularizing it and facilitating volunteering by establishing
the local Retired Senior Volunteer Program (RSVP). RSVP enabled seniors to contribute their
time and talents to public and non-profit institutions throughout northern Santa Clara County
and at one time had more than 500 active volunteers who contributed more than 80,000 hours
of service annually to approximately 110 institutions. In 1996, the SCC changes its name to
Avenidas, which means “avenues” in Spanish. Twenty five years later, in 2002, volunteering
was well-established and numerous places to find volunteer opportunities existed. Avenidas
ended its affiliation with RSVP and today, through the Avenidas Volunteer Corps, recruits an d
supports over 500 volunteers for its own programs which include: the Early Literacy Program
(matching older adults with young schoolchildren for reading tutoring); the Roadrunners
transportation program; and the Computer Learning Center (where volunteers run the entire
program).
Avenidas received funding as part of a grant administered by the Community Services
Department starting in 1978. Key historical points from this relationship are listed below:
• The City established its own Senior Adult Services in 1971, based on a study of Palo Alto
senior residents completed by the Senior Coordinating Council (SCC), and witnessed an
expansion of those services over the next few years.
• The City funded the SCC administration, Senior Day Care (now Day Health) Program and
Home Repair Service prior to the establishment of the Senior Center of Palo Alto, while
concurrently funding its own Senior Adult Services.
• After numerous discussions, the City agreed to lease the historic, former Police/Fire
Station building (450 Bryant Street) to the SCC at a nominal yearly fee provided that the SCC
raised the necessary funds ($1.2 million) to renovate the facility. Implicit in this agreement was
a commitment to help the SCC with operating funds for the Senior Center as well as continuing
support for its other programs.
• In 1978, the City transferred its Senior Adult Services to the SCC and provided funds for
the operation of the Senior Center.
• In 1978, following a $1.2 million fundraising effort to renovate the building, the Senior
Center opened in the City’s former Police and Fire Station building. That year also marked the
City of Palo Alto Page 3
beginning of the public-private partnership between Avenidas and the City of Palo Alto.
• The City and the SCC agreed that the SCC would always make substantial efforts to
secure community support and other non-city public funds. That objective has remained part of
the SCC’s contract Scope of Services.
• A 1986 evaluation of the SCC conducted by a City-retained outside consultant reported
that the SCC had become an established part of the community and that the SCC’s
administrative component represented one of the most important tools for leveraging the
dollars the City devotes to senior services.
Avenidas now serves more than 6,000 people from southern San Mateo County to northern
Santa Clara County. It is the place to go for information, services, and activities for older adults.
Avenidas provides classes, lectures, health screenings, social work services, information and
assistance, transportation, handyman services, volunteer opportunities, adult day health and
day care, and caregiver services.
DISCUSSION
On April 16, 2014, Avenidas requested a new 50 year lease to replace the existing one which is
set to expire in May 10, 2027. The purpose of the extension is twofold: 1) It allows Avenidas
the foundation to begin credible fund raising efforts for an estimated $12 million to undertake
a major and comprehensive rehabilitation and modernization of the building at 450 Bryant
Street; 2) the new lease will serve to assure that Avenidas will continue its services at the
present location for many years to come. Avenidas understands that it must comply with the
City’s planning and permitting processes in making improvements to the building it now
occupies. These requirements would apply to any occupant making physical changes to the
facility.
According to City’s Policy and Procedures regarding leased use of City land (Attachment A),
prior to awarding an Option to Lease or a lease, the City shall provide a reasonable and
appropriate opportunity to other entities to respond to possible use of City facilities. The City
Charter limits the City to a fifty (50) year lease term. The City can award a long-term lease,
however, by either: 1) providing a public notice to award an option to lease or lease to a
particular tenant; or 2) sending out a request for proposal to entities likely to have an interest
in submitting a proposal to lease. Traditionally staff has used the first process for awarding
leases to non profit agencies who provide local community services. It is staff’s intent to
provide a public notice that the City intends to issue a 50 year lease to Avenidas. If Council
approves staff’s recommendation, a public notice including the Council public h earing date on
which date the City intends to approve the new lease. This process allows other entities an
opportunity to express interest in leasing the 450 Bryant site.
In summary, staff requests Council’s approval to post a 30 day public notice for l easing the 450
City of Palo Alto Page 4
Bryant Street facility.
TIMELINE
Provided there are no expressions of interest in leasing 450 Bryant Street, staff will return to
Council in August to request the cancellation of the existing lease and the approval of a new 50
lease between the City and Avenidas. In the event other interested parties surface, a Request
For Proposal process would be undertaken.
RESOURCE IMPACT
At this time there is no budget impact from this report.
POLICY IMPLICATIONS
Entering into a new Lease Agreement is consistent with policies and programs in the
Comprehensive Plan promoting City-Avenidas collaboration and the effective provision of
community services.
ENVIRONMENTAL REVIEW
Extension or re-negotiation of an existing lease and agreement does not constitute a project for
purposes of the California Environmental Quality Act (CEQA).
Attachments:
ATTACHMENT A: Leased Use of City and Land Facilities (PDF)
POLICY AND PROCEDURES 1-11/ASD
Revised: October 2006
LEASED USE OF CITY LAND/FACILITIES
POLICY STATEMENT
The purpose of this policy is to ensure that decisions regarding use of City real property are
made in the best interests of the citizens and taxpayers of Palo Alto.
The development and operation of facilities by others (profit and/or non-profit entities) on City-
owned property is appropriate only when such development and operation will further public use
or provide a public benefit. Such facilities and operations must be consistent with existing City
policies, plans, services and/or procedures. Open competitive and/or bid processes will be used
to solicit proposals or provide opportunities to others prior to awarding an Option to Lease. This
policy shall not apply to short-term interim leases where no significant change in use is proposed
PROCEDURE
A. Criteria for Permitting Leased Use of City Property by Others
The proposed leased use must be compatible with, incidental to, and/or supportive of, the
primary public use of the City-owned property, e.g. a snack stand in a district park, or the pro
shop and coffee shop at the Golf Course.
In the event of park dedicated land, the proposed use shall be consistent with the provisions set
forth in the Charter of the City of Palo Alto, Article VIII, and the Palo Alto Municipal Code
(PAMC), Sections 22.04 and 22.08 et. seq., which require that uses of park dedicated land be
park, playground, recreation or conservation related uses.
B. Option to Lease
In all cases where there are significant approval requirements (significant tenant construction
and/or rehabilitation), financing requirements (fundraising drives, obtaining financing from
lending institutions, etc.), or other tenant pre-operation conditions, the Council shall award an
Option to Lease setting forth all pre-construction/operation conditions as conditions to the
tenant's obtaining the lease. The option term shall be for a reasonable period of time consistent
with the nature of the conditions of the option.
Prior to awarding an Option to Lease for a specific use, consideration shall be given to particular
information. (Specific application and the relative importance of each of the following
considerations will vary from site to site and by specific uses proposed.) Applications for leased
use shall provide the following information:
1. The extent to which the proposed leased use satisfies a public need (e.g., by a
significant number of Palo Alto residents and taxpayers) for the proposed services
and/or uses.
Page 1 of 4
ATTACHMENT A
POLICY AND PROCEDURES 1-11/ASD
Revised: October 2006
2. Consistency of the proposed use with existing City goals and objectives (set forth
in the Comprehensive Plan, Zoning Ordinance, Municipal Code, and general
municipal services objectives).
3. Consistency of the proposed use with existing plans for the property or facility
(e.g., an approved Master Plan).
4. The impact of the proposed use (compatible services and uses, traffic impacts,
noise impacts, energy conservation, etc.) upon:
a. the immediate neighborhood;
b. the community generally; and
c. the environment (The proposed tenant shall, during the Option period,
satisfy the City's environmental review process.)
5. The degree of public access, including City shared use of the facility or co-
sponsorship of programs and/or services, i.e. the numbers of people, especially
Palo Alto residents and taxpayers, that will be served by the proposed use and/or
service. (It is the general intent of the City to maximize public access to its
facilities and services, especially if park land is involved.)
6. The fees that will be charged to Palo Alto citizens. (It is the intent of the City to
provide public access to its facilities at prices and/or fees that are fair and
reasonable to the public. In the case of parklands, any fees and charges should be
minimum and consistent with the fees and charges of comparable City-provided
services.)
7. The monetary consideration to be provided to the City.
8. The history and assessment of the proposed group's ability to carry out the
construction, if any, and operation of the facility and services as proposed.
9. A five-year pro-forma financial analysis of the proposed use, setting forth the
project revenues and expenses for this period of time.
Page 2 of 4
ATTACHMENT A
POLICY AND PROCEDURES 1-11/ASD
Revised: October 2006
C. Public Notification
1. Prior to awarding an Option to Lease (or Lease if there are no pre-construction or
pre-operation conditions), the City shall provide a reasonable and appropriate
opportunity to other groups or entities to respond to possible use of City facilities.
Such reasonable and appropriate opportunities shall take one of the following
forms:
a. A Notice of Intent to Award an Option to Lease (or Lease if there are no
pre-construction or pre-operation conditions) generally outlining the
conditions of the Option and Lease, shall be published twice in a local
newspaper of general circulation. The Notice shall provide at least 30 days
notice to the public prior to a public hearing for Council action to award
the Option to Lease. In addition, copies of the notice shall be mailed to
property owners and tenants within 300 feet of the subject property in
accordance with Section 18.77.080(d) of the Palo Alto Municipal Code
(PAMC).
b. A Request for Proposals will be sent to groups or entities likely to have an
interest in submitting a proposal, subsequent to a public hearing and
Notice of Intent to Request Proposals being published in the appropriate
media. At a minimum, the Notice of Request for Proposals shall be
announced in a local newspaper of general circulation and copies of the
notice mailed to property owners and tenants within 300 feet of the subject
property in accordance with PAMC Section 18.77.080(d). The Notice
shall provide at least 30 days notice to the public prior to the public
hearing.
2. The City’s Real Estate Division shall be responsible for the public notification by
mail and newspaper in accordance with either C(1)(a) or (b) above.
D. Tenant Improvements
1. Construction of tenant improvements shall take place only after Council approval
(as well as Planning Commission and Architectural Review Board approval when
otherwise required by City procedures) of plans for such tenant proposed
construction is obtained. In the event of park dedicated lands, Council approval
shall be obtained by ordinance subject to referendum (PAMC Sections 22.08.005
and 22.08.006).
2. Generally, improvements to the real property shall become the property of the
City upon termination of the Lease. Tenant-provided fixtures shall remain the
property of the tenant.
Page 3 of 4
ATTACHMENT A
POLICY AND PROCEDURES 1-11/ASD
Revised: October 2006
E. Terms of the Lease
1. Tenant shall be required to provide the City with adequate compensation for the
rights granted by the City to the Tenant. Determination of appropriate
consideration shall begin with the estimated fair market rental value of the lease
premises for the use proposed. Consideration shall, however, be given to non-
monetary benefits to be provided by the tenant. These proposed non-monetary
public benefits must be clearly articulated and must provide an actual benefit to a
significant portion of the citizens and taxpayers of Palo Alto.
2. The lease term shall be the minimum period of the time required to:
a. amortize tenant's investment in any permitted and approved tenant
construction; and
b. be consistent with the nature of the proposed tenant operation.
NOTE: Questions and/or clarification of this policy should be directed to the Administrative
Services Department
Page 4 of 4
ATTACHMENT A
MINUTES
CONSENT CALENDAR
MOTION:Council Member Klein moved, seconded by Council Member Price
to approve Agenda Item Numbers 3-23.
Council Member Holman registered a no vote on Agenda Item Number 4.
Council Member Schmid registered a no vote on Agenda Item Number 4.
Council Member Scharff registered a no vote on Agenda Item Number 23.
3. Award of Banking and Related Service Contracts to: (1 and 2) U.S.
Bank and Their Wholly-Owned Subsidiary Elavon for General Banking
and Merchant Services, (3) Wells Fargo for Lockbox Service, (4)
Commerce Bank for the New and Innovative Accounts Payable Bill
Payment Service, (5) Union Bank for Investment Safekeeping
(Custodial) Service, and (6) JP Morgan Chase Bank for Purchase Card
(P-Card) Service.
4. Approval of a Five-year Contract with Questica Inc. For a Budget
System at a Cost Not to Exceed $472,100 and a 10 percent
Contingency Totaling $26,968.
5. Council Direction to Remove Floor Area Ratios from the Draft California
Avenue Area Concept Plan per the Council's Discussion of May 5, 2014.
6. Approval and Authorization for the City Manager to Execute a
Professional Services Agreement with Just Energy Resources LLC in
the Amount of $597,878 for Marketing and Program Management for
the PaloAltoGreen and PaloAltoGreen Gas Programs for a Term of up to
Three Years.
7. Resolution 9439 entitled “Resolution of the Council of the City of Palo
Alto of Intent to Establish Utility Underground District No. 46
(Arastradero Rd/El Camino Real/ W. Charleston Rd) by Amending
Section 12.16.020 of the Palo Alto Municipal Code.”
8. Approval of a Water Enterprise Fund Contract with DN Tanks, Inc. In a
Total Not to Exceed Amount of $1,534,842 for the Seismic Upgrade of
the Boronda Reservoir Project WS-09000-501.
06/23/2014 115- 187
MINUTES
9. Park Improvement Ordinance 5256 entitled “Park Improvement
Ordinance of the Council of the City of Palo Alto for Hopkins Park (First
Reading: June 9, 2014 PASSED: 8-0 Scharff absent).”
10. Approval of a Contract with Graham Contractors, Inc. in the Amount of
$1,084,553, for the FY 2015 Preventive Maintenance Project, the 1st
of 4 Contracts in the FY 2015 Street Maintenance Program Project (CIP
PE-86070).
11. Approval of On-Call Surveying Consultant Contract with Sandis Civil
Engineers Surveyors Planners for a Total of $150,000 for Surveying
and Design Support Services.
12. Resolution 9440 entitled “Resolution of the Council of the City of Palo
Alto Terminating the “Power from Local Ultra-clean Generation
Incentive" Program and Repealing Utilities Gas Rate Schedule G-8
(Gas for Electric Generation Service)”
13. Approval of a Contract with Schaaf & Wheeler Consulting Civil
Engineers In The Amount of $250,000 for Storm Drain Master Plan
Update, Capital Improvement Program Project SD-15008.
14. Approval of a Funding Agreement with the County of Santa Clara in
the Amount of $100,000 for Development of a Concept Plan Line for
Possible Improvements to Page Mill Road from Oregon Expressway to
I-280 and Adoption of a Budget Amendment Ordinance 5257 entitled
“Budget Amendment Ordinance of the Council of the City of Palo Alto
to Transfer $75,000 from the Stanford Research Park/El Camino Traffic
Impact Fee Fund and $25,000 from the Citywide Traffic Impact Fee
Fund to CIP PL-12000 for this purpose.”
15. Authorization to Submit a Grant Funding Application to the Federal
Aviation Administration for Rehabilitation of the Runway and Taxiways
at the Palo Alto Airport.
16. Approval of Contract with MV Transportation in the Amount of
$1,215,036.00 to Provide Community Shuttle Service on the Existing
Crosstown Shuttle Route and the East Palo Alto/Caltrain Shuttle Route
for up to Three Years; Approval of Funding Agreement with East Palo
Alto and Adoption of a Budget Amendment Ordinance 5258 entitled
“Budget Amendment Ordinance of the Council of the City of Palo Alto
Amending the Fiscal Year 2015 Operating Budget to Increase the
06/23/2014 115- 188
MINUTES
Planning and Community Environment Department Appropriation by
$221,239.”
17. Request to Issue Notice of Intent to Award 50 Year Lease to Avenidas
for 450 Bryant Street Site to Allow Continued Use of Building for
Senior Services.
18. Ordinance 5259 entitled “Ordinance of the Council of the City of Palo
Alto Amending Section 22.04.270 by Adding Subsection 22.04.270(C)
to Prohibit the Feeding of Wildlife and Feral Animals in Palo Alto Parks
And Open Space Areas (First Reading: June 9, 2014 PASSED: 8-0
Scharff absent).”
19. Ordinance 5260 entitled “Ordinance of the Council of the City of Palo
Alto Authorizing the Operation, Management and Control of the Palo
Alto Airport by the City of Palo Alto and Amending Section 2.08.190 of
Chapter 2.08 of Title 2 of the Palo Alto Municipal Code to Add the Palo
Alto Airport to the Duties of the Director of Public Works (First
Reading: June 9, 2014 PASSED: 8-0 Scharff absent).”
20. Approval of Amendment No. 8 with Group 4 Architecture, Inc., to Add
$143,339 for a Total Contract Not to Exceed $8,998,570.
21. Approval of Amendment No. 1 to On-Call Transportation Service
Agreement - Contract C13147610 with TJKM Transportation Consultant
in the Amount of $151,000.
22. Rescission of Resolution 9415 and Adoption of Updated Resolution
9437 entitled “Resolution of the Council of the City of Palo Alto Calling
a Special Election to Modernize the Telecommunications Provision of
the Utility Users Tax Ordinance, Eliminate the Discount Tax Rate for a
Small Number of Commercial Customers Who Use Large Volumes of
Water, Gas and Electric Utilities and Reduce the Telephone UUT Rate
from 5% to 4.75%.”
23. Resolution 9438 entitled “Resolution of the Council of the City of Palo
Alto Calling a Special Election for November 4, 2014 and Submitting to
the Electorate a Measure to Amend Article III, Section 2, of the
Charter to Change the Number of Council Member Seats from Nine to
Seven Commencing January 1, 2019.”
MOTION PASSED for Agenda Item Numbers 3, 5-22:9-0
06/23/2014 115- 189
MINUTES
MOTION PASSED for Agenda Item Number 4: 7-2 Holman, Schmid no
MOTION PASSED for Agenda Item Number 23: 8-1 Scharff no
Council Member Holman thought the process for the System Application
Product (SAP) security system should go before the Policy and Services
Committee, then Council because it was significant and needed to be vetted.
Council Member Schmid added that there were questions regarding SAP and
it was good to know the expectations of the Council and the public upfront.
Council Member Scharff did not support Item 23.
ACTION ITEMS
24. Approval of One Contract and Two Contract Amendments: (1)
Construction Contract with Duininck, Inc. in the Amount of $8,987,809
for the Palo Alto Golf Course Reconfiguration Project, CIP PG-13003;
(2) Change Order No. One with Duininck, Inc. in the Amount of
$265,399, Reflecting Cost Savings; and (3) Amendment No. One to
Contract C13148028 with Golf Group, Ltd. in the Amount of $456,693
for Construction Support and Environmental Mitigation Monitoring
Services; Adoption of Two Resolutions: Resolution 9441 entitled
“Resolution of the Council of the City of Palo Alto (4) Amending
Resolution No. 9296, adopted November 13, 2013, to Extend Statutory
Exception for Soil Transfers by Truck on Oregon Expressway until
December 31, 2014;” and Resolution 9442 entitled “Resolution of the
Council of the City of Palo Alto (5) Adopt the Attached Resolution
Declaring Intention to Reimburse Expenditures from the Proceeds of
Tax-Exempt Obligations (e.g. Certificates of Participation) for Not-To-
Exceed Par Amount of $7 Million to Fund a Portion of the Cost of the
Palo Alto Municipal Golf Course Reconfiguration Project;” and Adoption
of Two Budget Amendment Ordinances: Budget Amendment Ordinance
5261 entitled “Budget Amendment Ordinance of the Council of the City
of Palo Alto (6) In the Amount of $2,501,569 for Golf Course
Reconfiguration Project PG-13003, Increasing Appropriations From
$8,545,338 to $11,046,907;” and Budget Amendment Ordinance 5262
entitled “Budget Amendment Ordinance of the Council of the City of
Palo Alto (7) In the Amount of $324,800 in Revenues and $324,800 in
Expenses to Operate Golf Course During July 1, 2014 – August 31,
2014”
06/23/2014 115- 190