HomeMy WebLinkAboutStaff Report 2410-3588CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, December 09, 2024
Council Chambers & Hybrid
5:30 PM
Agenda Item
6.Approval of Performing Arts Services Agreements for Public-Private Partnerships Between
the City of Palo Alto and TheatreWorks, Palo Alto Players, and West Bay Opera for the use
of the Lucie Stern Community Theater until June 30, 2027. CEQA Status - Not a Project.
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Community Services
Meeting Date: December 9, 2024
Report #:2410-3588
TITLE
Approval of Performing Arts Services Agreements for Public-Private Partnerships Between the
City of Palo Alto and TheatreWorks, Palo Alto Players, and West Bay Opera for the use of the
Lucie Stern Community Theater until June 30, 2027. CEQA Status - Not a Project.
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or designee to execute
the Performing Arts Services Agreements for the public-private partnership between the City of
Palo Alto and TheatreWorks, Palo Alto Players, and West Bay Opera for cooperative use of the
Lucie Stern Community Theater for the period of January 1, 2025 – June 30, 2027, with the
option for a three-year renewal upon mutual agreement.
BACKGROUND
The Lucie Stern Community Theater is utilized by three local theater companies: TheatreWorks,
Palo Alto Players, and West Bay Opera that together produce approximately 15 productions
annually. These partnerships provide the companies with an artistic home, an essential
component of their ongoing existence, offering stability through economic instability and
during times when cutbacks in government, foundation and corporate funding for the arts are
the national norm. In return, the companies collectively provide culturally enriching theatrical
experiences for more than 45,000 audience members annually.
TheatreWorks was founded by San Francisco Bay Area native Robert Kelley in 1970 as a theatre
arts workshop for teenage and college students. Chartered by the City to produce work that
would reflect the concerns of the community during an unsettled period in American life, the
company produced thirteen wholly original works for the stage in its first three years. Although
company actors initially performed in a variety of venues; a tradition was established of staging
several shows each season at the Lucie Stern Community Theatre. When the Mountain View
Center for the Performing Arts opened in 1991, the company began producing five main stage
productions there each season, along with three productions each season at the Lucie Stern
Community Theatre in Palo Alto.
Palo Alto Players became the Peninsula’s first theatre company in 1931 when a group of 100
like-minded citizens gathered to create a theatre dedicated to its community. Initially,
productions were held at a makeshift performance space in the Palo Alto Community House
adjacent to the train station (now MacArthur Park Restaurant). Soon after, Lucie Stern invited
the Players to be the resident theatre company at the Community Theatre. In 1974, the
Community Players dissolved their ties with the Parks and Recreation Department, becoming
an independent company. Since that time, the City of Palo Alto has continued to support the
Palo Alto Players with performance, rehearsal, and shop space.
West Bay Opera was founded by Henry Holt in 1955. Originally called the Little Opera Guild, the
company began presenting fully staged operatic performances. Under the leadership of Mr.
Holt, who was succeeded by his wife, Maria Holt, and then by the present director, José Luis
Moscovich, West Bay Opera has grown steadily. In 1974, the West Bay Orchestra was
established. In 1982, the company acquired space for rehearsals, offices, a costume shop and
storage on Lambert Avenue in Palo Alto. Annually, West Bay Opera presents three fully staged
productions at the Lucie Community Stern Theatre.
ANALYSIS
Theatre Works, Palo Alto Players, and West Bay Opera’s usage of the Lucie Stern Community
Theatre is covered by a public-private partnership agreement with each company. Given the
long history of the partnership and the cultural benefits of providing the Palo Alto community
with a diverse range of artistic events, staff recommends that the City Council approve the
renewal of the existing public-private partnerships.
In accordance with the Municipal Fee Schedule and in exchange for providing free facility
usage, in 2018 the companies began paying the City a surcharge in the amount of $2.00 for
each ticket sold for events with paid admission. Effective, July 1, 2019, the companies began
paying the City an additional $2.00 for each ticket sold for events with paid admission to offset
the costs of building maintenance, enhancements, improvements, repairs, and new equipment
and furnishings for the facility. This fee is effectively passed down to patrons and is applied to
all subscription, group, individual, promotional, and other tickets sold. Complimentary tickets
are excluded, and the sum of the surcharge revenue for each production is due to the City
within 30 calendar days after the closing of the production. In fiscal year 2024, the City received
$63,720 from TheatreWorks (15,930 tickets sold), $47,425 from Palo Alto Players (11,856
tickets sold), and $6,168 from West Bay Opera (1,542 tickets sold) from this ticket surcharge.
In the summer of 2024, several Capital Improvement Projects occurred to install brand-new
theater seats, fresh carpeting, and enhanced ADA accessible seating (AC-18000). There are
multiple significant Capital Improvement Projects in the next five years which include
mechanical equipment replacement (PE-24002), theatrical and house lighting replacement (PE-
24003), roof replacement (PF-00006), and the installation of a new fire curtain (AC-24001).
FISCAL/RESOURCE IMPACT
No additional City resources are required beyond what it already programmed in the FY 2025
Adopted Budget. These agreements generate revenue to partially offset maintenance of the
theaters. It is anticipated that this partnership will lead to cultural enrichment and valuable
programs over the life of the agreement.
STAKEHOLDER ENGAGEMENT
This has been coordinated with internal stakeholders including the theater partners,
TheatreWorks, Palo Alto Players, West Bay Opera, and the Community Services Department.
ENVIRONMENTAL REVIEW
This action is not a project defined under the California Environmental Quality Act (CEQA).
ATTACHMENTS
Attachment A: TheatreWorks Partnership Agreement
Attachment B: Palo Alto Players Partnership Agreement
Attachment C: West Bay Opera Partnership Agreement
APPROVED BY:
Kristen O'Kane, Community Services Director
Page 1
AGREEMENT
FOR PERFORMING ARTS SERVICES
BETWEEN THE CITY OF PALO ALTO AND THEATRE WORKS
THIS AGREEMENT FOR PERFORMING ARTS SERVICES (“Agreement”) is made and
entered into as of the 1st day of January, 2025 by and between THE CITY OF PALO ALTO, a
California chartered municipal corporation (“City”) and Theatre Works (Organization Name), a
California nonprofit public benefit corporation, located at 350 Twin Dolphin Drive, Suite 127,
Redwood City, CA 94065 (Address) (telephone 877-662-8978) (“Contractor”) (individually, a
“Party” and, collectively, the “Parties”).
1. Services. During the Term of this Agreement Contractor shall present that portion of
Contractor’s Performances of its annual scheduled Productions that are produced at
Facility pursuant to the Schedule approved by City for the Compensation set forth below,
pursuant to the terms and conditions of this Agreement.
2. Facility. Facility shall mean the City-owned Lucie Stern Community Theatre, including,
the theatre, lobby, green room, dressing rooms, scene shop, paint shop, light and sound
booth, flat storage, rehearsal hall and costume shop.
3. Performance. Performance shall mean a single instance of a staged theatrical
Production pursuant to a Schedule for a single fiscal year (July 1, through June 30).
4. Production. Production shall mean all activity from inception to completion to include
multiple Performances together with such normal activities to include but not limited to
load-in, load-out, set building, lighting design, rehearsal, and activities taking place in the
auditorium, stage, paint shop, scene shop, flat dock, costume shop, green room, dressing
rooms, rehearsal hall, lobby, hallways and outdoor areas adjacent to Facility (collectively
the “Production”) pursuant to the Schedule.
5. Resident Theatre Companies. Resident Theatre Companies shall mean TheatreWorks
Silicon Valley, Palo Alto Players, and West Bay Opera.
6. Schedule. Contractor’s Schedule shall mean that particular schedule for all of its
activities occurring at the Facility related to its planned Productions and Performances to
be performed in one fiscal year as submitted to City Project Manager no later than fifteen
days after they announce their annual season for the following calendar year.
a. Resident Theatre Companies shall have the right of first refusal for scheduling and
use of Facility over all others except for the City.
b. City shall control and maintain a master theatre calendar to accurately reflect the
actual usage of each production space, including the date and purpose of each
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scheduled date.
c. Dates of use shall be reserved on the master theatre calendar by the City Project
Manager no later than fifteen days after the announcement of the annual season for
each of the Resident Theatre Companies. This use reservation may be initially
identified or blocked as a full day of use. However, to maintain complete information
relating to actual Facility use, each Resident Theatre Company must provide the City
Project Manager with clarification of the actual time and purpose (load in, strike,
performance) of each day of use on the Master Theatre calendar no later than twenty-
one (21) days after the completion of each Production.
d. For the avoidance of doubt, the City, with advance notice and justification, has the
right to change, cancel and control the scheduling of any and all activities, including
Performances, at Facility. The City may delegate at its sole discretion the scheduling
responsibility to one of the three Resident Theatre Companies. Such delegation shall
be made in writing by the City and may be revoked by City at any time.
7. City’s Project Manager. City shall assign a City employee, excluding any Party that
may have a conflict of interest, as its Project Manager for the Term of this Agreement
who shall be act on the City’s behalf on all matters related to the use of Facility. City
Project Manager shall have the authority to assign matters relating to the day-to-day use
of Facility to a City employee who shall be referred to “Facility Coordinator”.
8. Contractor Liaison. Contractor shall assign a Contractor employee as a liaison between
Contractor, City and City Project Manager and as a liaison with other Resident Theatre
Companies for all matters related to the use of Facility.
9. Operating Policies for Contractor Services. The Services shall be performed by
Contractor pursuant to this Agreement and all Exhibits in particular, the “Operating
Policies” attached hereto as Exhibit D. The City reserves the right to change or modify
the Operating Policies during the Term of this Agreement provided however that City
shall give Contractor a written thirty (30) day notice of same.
10. Term, Termination & Breach. This Agreement shall commence as of Janaury 1, 2025
and shall terminate on June 30, 2027 (the “Term”). The Term of this Agreement may be
renewed for an additional three (3) year term by mutual agreement of the Parties and
written amendment to this Agreement.
a. Termination for Material Breach & Cure of Default. This Agreement may be
terminated upon material breach by either Party as set forth herein. The term
“Material Breach” shall mean any material breach or default by a Party of any
material covenant, duty or obligation under this Agreement.
b. Notice & Cure. The non-defaulting Party shall provide written notice of its intention
to terminate and declare a Material Breach or default under this Agreement, stating
the reasons for the notice and the date of intended termination. The defaulting Party
shall have a period of sixty (60) days to cure the breach. Upon the expiration of the
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cure period and where cure is not achieved within said cure period, or in instances
where the breach cannot be cured within sixty (60) days, efforts to cure the breach
have not commenced or are not being diligently pursued, this Agreement shall
terminate immediately upon receipt of written notice of termination by the non-
defaulting Party.
c. Material Breach by Contractor. Contractor breach of the following provisions of
this shall be deemed a “Material Breach” for purposes of this Agreement and shall
include failure of performance of any provision in (i) Section 1 through 14 of this
Agreement or of any provision in Exhibits A, C, D, and E.
d. Material Breach with regard to public safety must be cured by Contractor no later
than 48 hours from receipt of notification of such violation.
11. Compensation. Contractor shall compensate City for the use of Facility, including use
during public events and use for all other times when there is no public event. Compensation
shall be derived as follows:
a. Operating Cost Offset Fee: Contractor shall pay City $2.00 for each ticket sold for
events with paid admission. This charge compensates City for use of Facility for all
such days scheduled by Contractor, including performances, load-in, load-out, set
building, rehearsal, and dark days. There shall be no additional compensation for use of
Facility on days where no tickets are sold.
b. Stern Theatre Improvement Fee: Commencing on July 1, 2019, Contractor shall pay
City an additional $2.00 for each ticket sold for events with paid admission to indirectly
offset the costs of building maintenance, enhancements, improvements, repairs and new
equipment and furnishings for Facility. This fee may go up to $3.00 per ticket sold as
of the new term beginning July 1, 2027.
c. Funding of Fees: Contractor has sole authority to allocate the funds required for this
payment to City from any revenues generated by the Contractor organization.
d. Stern Theatre Improvement Annual Plan: Funds collected by the City from payment
of Stern Theatre Improvement Fee shall fund improvements to the Facility as
appropriated by and specified in the annual City budget. Items to be funded shall be
recommended to City each year by a committee with representation from each of the
three (3) Resident Theatre Companies and City staff.
e. Facilities Attendant: At the discretion of the City, Contractor shall provide
compensation for the Facilities Attendant present at each performance, outside standard
hours (60 minutes before and 30 minutes after performance), at prevailing rates as set
forth in the Municipal Fee Schedule.
12. Payment of Compensation: Contractor shall pay City all required Compensation within
thirty (30) days from the completion of each Production run. Payment shall be made in full
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and shall be reconciled against actual ticket sales. Along with payment, Contractor shall
provide City with a printed report from their automated box office system that provides
detailed ticket sales data for the Performances included in the payment. This “Event Ticket
Sales Report” must include final sales data for each date of the performance run, the total
performance run, total ticket sales, ticket sales by pricing category, total sales revenues and
issued complimentary tickets. If such report is not available within the automated box office
system and Contractor is unable to develop such customized report, Contractor shall submit
a report or multiple reports that will provide City with the required information.
13. Late Payments: If Contractor is late on payments, the City may, in its discretion, add a
three percent (3%) surcharge levied for payments received between 31 days and 60 days
after the closing date of the Production, a four percent (4%) surcharge levied for
payments received between 61 days and 90 days after the closing date of the Production,
and a five percent (5%) surcharge levied for payments received in excess of 90 days of
the closing date of the Production. Payment must be accompanied by the production
report specified in Exhibit C, Section (9), “PRODUCTION REPORTS AND
RECORDS,” item (a) before payment will be considered to have been made.
14. Indemnity: Contractor shall defend, indemnify and hold harmless City, its officers,
contractors, agents, and employees and Facility from and against (a) any demands,
claims, or liability of any nature, including injury or death or property damage, arising
out of or in any manner related to performance or nonperformance by Contractor , its
officers, agents, employees or any persons brought onto the Facility premises by or
through Contractor, (b) any claims or demands made against City, its officers, agents or
employees by reason of any infringement or alleged infringement of any copyright or
trademark caused by or alleged to have been caused by Contractor or its subcontractor(s)
under this Agreement, (c) any penalties imposed on account of the violation of any law or
regulation or of any term or condition of any permit in connection with this Agreement,
or (d) any damage arising under this Agreement from any loss or damage to materials and
equipment owned, rented or borrowed by Contractor, its employees, subcontractors,
participants, volunteers, sponsors or any others engaged in connection with the Services
rendered by Contractor under this Agreement.
15. Insurance: Contractor, at its sole cost and expense, shall obtain and maintain in full
force and effect throughout the Term of the Agreement insurance coverage pursuant to
Exhibit E “Insurance Requirements”.
16. Cooperation: The Parties shall in good faith cooperate in all matters under the terms and
conditions of this Agreement. Furthermore, the Parties agree to adhere all terms as
outlined in the then current version of the Theatre Operating Plan (TOP) including its
attachments, regarding jointly agreed upon Financial Participation Plan, Commitments
(roles and responsibilities) and Joint Mission, Values and Goals.
17. Amendment: This Agreement this may be amended or modified only by written
agreement, signed by the Parties to be bound.
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18. Assignment: This Agreement may not be assigned by either Party, without the express
written consent of the other Party or its successor in interest.
19. Counterparts: This Agreement may be executed in any number of counterparts, each of
which shall be an original, but all of which together shall constitute one instrument.
20. Governing Law: This Agreement shall be governed by and interpreted in accordance
with the laws of the State of California.
21. Venue: Any action or suit or proceeding with respect to this Agreement shall be brought
exclusively in the state courts of Santa Clara County, in the State of California or, where
otherwise appropriate, exclusively in the federal courts of the Northern District of
California.
22. Entire Agreement: This Agreement and the terms and conditions set forth in the
attached Exhibits, and any Appendices or Attachments represent the entire Agreement
between the Parties. All prior agreements, representations, statements, negotiations and
undertakings whether oral or written are superseded hereby.
23. Exhibits, Appendecies, and Attachments: The Exhibits listed below, together with
Appendices A through E are attached hereto and are incorporated herein by this
reference. The Parties acknowledge that this Agreement shall have no force or effect
unless all such Exhibits and Appendices are attached hereto.
Exhibit A: Responsibilities of Contractor
Exhibit B: Responsibilities of City
Exhibit C: General Conditions
Exhibit D: Facility Operating Policies
Exhibit E: Insurance Requirements
Appendices:
Building Safety Responsibility (Appendix A)
Conduct in City Facilities (Appendix B)
City of Palo Alto Safety Policy (Appendix C)
Zero Waste Plan (Appendix D)
City Report of Accident/Property Damage (Appendix E)
24. Order of Precedence: For the purposes of construing, interpreting and resolving
inconsistencies between and among the provisions of this Agreement, the contract
documents shall have the order of precedence as set forth below. If a claimed
inconsistency cannot be resolved through the order of precedence, the City shall have the
sole power to decide which document or provision shall govern as may be in the best
interests of the City.
a. Order of Precedence
i. This Agreement (before all Exhibits)
ii. Exhibit C: General Conditions
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iii. Exhibit E: Insurance Requirements
iv. Exhibit A: Responsibilities of Contractor
v. Exhibit B: Responsibilities of City
vi. Appendices
vii. Exhibit D: Facility Operating Policies
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SIGNATURES OF THE PARTIES TO AGREEMENT NO.
IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT
THE DAY, MONTH, AND YEAR FIRST WRITTEN ABOVE
THE City OF PALO ALTO, a municipality
chartered under the laws of the State of California
___Theatre Works_______
(Organization Name) a California non-profit
public benefit corporation
By: __________________________________ By: __________________________________
City Manager
__________________________________
(Print Full Name)
APPROVED:
Director of Community Services or designee
__________________________________
(Print Full Title)
APPROVED AS TO FORM:
City Attorney or designee
I.R.S. Number:
__________________________________
Address:
__________________________________
__________________________________
Telephone:
__________________________________
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Palo Alto, CA 94303-0458
P.O. Box 50458
94-2831245
Director of Production
Karen Szpaller
650-463-7124
Page 8
EXHIBIT A
RESPONSIBILITIES OF THE CONTRACTOR
Contractor shall comply with the duties in this Exhibit A:
1. Contractor shall abide by the Facility Operating Policy (Exhibit D) established by City
for the use of Facility, equipment, and other production elements.
2. Contractor shall abide by the following: Building Safety Responsibility (Appendix A)
Conduct in City Facilities (Appendix B), City of Palo Alto Safety Policy (Appendix C),
Zero Waste Plan (Appendix D), and City Report of Accident/Property Damage
(Appendix E). Contractor shall follow safety procedures for the use of power and hand
tools, mechanical lifts, etc. including the use of safety goggles, ear protection, face
shields, safety cables, outriggers, and all other safety provisions, as described in Building
Safety Responsibility (Exhibit A).
3. Contractor’s use of Facility must conform to the City’s safety and fire codes and policies:
Building Safety Responsibility (Appendix A) Conduct in City Facilities (Appendix B),
City of Palo Alto Safety Policy (Appendix C),
4. Contractor’s use of Facility must demonstrate ample awareness of the Facility’s age and
guard against unnecessary wear and tear. The scope of Productions by Contractor must
not stress the Facility unduly and must be designed within its restrictions of scope and
scale. Productions that are deemed by the City to stress the Facility, such as causing
excessive wear and tear or exceeding weight limits or safety regulations, will not be
allowed.
5. Contractor shall bear sole responsibility for the control and supervision of all production
activities and personnel associated with the events produced by Contractor.
6. Contractor shall be responsible for the safety and security for all personnel, patrons and
participants. Contractor shall provide awareness and training to all personnel of their
obligations and responsibilities under this Agreement. If City deems that any procedure
followed by Contractor is unsafe, City has the authority to require the immediate
suspension of such procedure. Contractor shall prevent or quickly mitigate any fire
hazards or any items identified by the Fire Department during Facility inspections.
7. Contractor shall provide City with a copy of their Injury and Illness Prevention Policies
which shall ensure that Contractor shall exercise safe practices in the use of City facilities
and equipment, maintain and clear work areas, and, within twenty-four (24) hours, report,
on a form provided by City (Appendix E), information regarding accidents. Immediately
report to City on a form provided by City any breakage, malfunction, deterioration or loss
of any of the City’s resources (including musical instruments, tools, lights, sound
equipment, props, curtains, etc.). Contractor will be responsible for costs of any repairs or
necessary replacement needed due to breakage, malfunction, deterioration or loss
(including possible theft) as a result of Contractor’s willful, negligent, and/or reckless
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acts or omissions. Contractor shall immediately discontinue any activity in which an
unsafe or dangerous condition exists. Contractor shall train and supervise Contractor’s
staff and volunteers on safe theatre practices and adhere to City’s safety procedures and
guidelines. Contractor shall be solely responsible for the control and supervision of such
participants. All such personnel shall be deemed the sole agents and employees of
Contractor and shall be notified by Contractor of this circumstance. If, in the opinion of
any City or Contractor employee, Contractor is conducting an activity in an unsafe
manner, Contractor or its agents shall be informed and shall immediately discontinue
such activity until such activity is able to be conducted in a safe manner approved by City
staff.
8. Contractor shall replace or repair or cause to be replaced or repaired by factory
authorized technicians City-owned equipment, instruments or materials identified by
Project Manager or Facility Coordinator as having been lost, damaged or destroyed by
Contractor or its agents. A written report must be made on a City form whenever City
equipment is lost, damaged, or destroyed by Contractor.
9. Contractor shall bear responsibility for providing appropriate auxiliary aids, interpretive
services and accommodations where they are necessary to achieve an equal opportunity
for patrons to participate in and enjoy the benefits of public performances produced under
the Agreement, in conformance with the Americans with Disabilities Act (ADA) of 1990
guidelines and requirements as amended. Printed programs shall include the following
statement required by the Americans with Disabilities Act: "Persons with disabilities
who require information on auxiliary aids or services in using City facilities, services, or
programs or who would like information on the City's compliance with the Americans
with Disabilities Act (ADA) of 1990, may contact: ADA Coordinator, City of Palo Alto,
650-329-2550 (Voice) or ada@Cityofpaloalto.org (Internet).
10. Contractor shall maintain good standing as an independent, non-profit corporation under
the laws of the State of California.
11. Contractor’s signs or displays to be located on or in the Facility to are subject to approval
by City. All displays may be put up at load-in and must be removed during strike. Inside
the Facility, no display materials may be placed upon stucco walls. Lobby displays may
be placed only on the lobby display boards, and all fasteners must be removed at the time
display is taken down. Nothing may be posted on the exterior walls or doors of the
Facility or in the Lucie Stern Community Center courtyard, except for items in the
display case and an approved production name sign hung from the theatre balcony.
Marquee signs must be constructed of light weight material, and shall be secured in such
a way that the sign is unlikely to become dislodged by normal vibration or seismic
activity. Signs shall be of a standard size no larger than ten feet in length and eight feet in
height. All marquee signage must be attached to the theatre balcony with rigging so that
the sign may be safely and easily removed for limited periods during photography shoots,
special events, or building maintenance.
12. Contractor shall, within six hours after the conclusion of the final Performance, or at
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alternative time approved in writing by City, clean and clear from the Facility, including
the auditorium, stage, paint shop, scene shop, flat dock, and costume shop, green room,
dressing rooms, rehearsal hall, hallways and outdoor areas adjacent to theatre and shop.
Disassemble and store, to City’s reasonable satisfaction, scenery, properties, and other
production elements, within six hours after the final performance or on such other time
schedule mutually agreed upon between Contractor and City and the incoming authorized
user of the Facility, if any. The stage shall always be returned to its basic set-up as
established by Project Manager or his/her designee unless there is a mutual agreement
with the incoming group that has been approved by Project Manager or his/her designee.
All items on the CHANGEOVER CHECKLIST are to be performed unless there is a
mutual agreement with the incoming group that has been approved by the Project
Manager or his/her designee. The Project Manager or his/her designee will sign a copy of
the CHANGEOVER CHECKLIST form at the completion of the strike to signify
acceptance of clean and neat facilities. The City shall, at its sole discretion, recover all of
its costs, including staff time, from Contractor if Contractor fails to comply with this
Section and City must clean and clear the Facility of Contractor’s items.
13. Storage, paint, scene, and costume spaces shall always remain clean and clear of
Contractor’s materials other than those materials necessary for the ongoing maintenance
and repair of the sets and costumes.
14. In addition to regular clean up, Contractor is responsible for participating in periodic deep
clean ups of the Stern Theatre complex, up to 25 person hours per each theatre group.
15. Rehearsal Hall shall be cleared of all materials, except major set pieces and any rehearsal
props and costumes, after each daily use. Rehearsal Hall is to be completely cleared
within twenty-four (24) hours of final use. Kitchen, restrooms and dressing rooms shall
be cleaned and cleared after each daily use. Trash, recycling and compostable materials
are to be removed from all areas daily. Recyclables and compostable materials shall be
placed in the recycling and composting carts near the trash dumpster and garbage and
trash shall be placed into the dumpster. Contractor shall reduce waste, reuse and recycle
per the City’s Zero Waste Plan (Appendix D). Office space and hallways shall be kept
continually clear, clean and orderly and neither space shall be used for the purpose of set,
prop, or costume storage. Materials may not be left or stored any place out-of-doors
overnight or when unattended by Contractor’s personnel.
16. Contractor shall enforce current regulations as established by City with regard to
smoking, food and drink in Facility as referenced throughout this agreement. Contractor
shall provide ushers or sufficient staff at all previews and performances to enforce such
regulations. Smoking is not permitted inside any City facility. No person shall bring any
animal into the theatre. This regulation shall not apply to service animals assisting
individuals with disabilities or to animals in training to become service animals. Use of
animals on the stage is subject to approval by City with reasonable notification. Food and
drink are not permitted in the auditorium, light/sound booth or on stage, unless used as
part of a production scene. Food and drink shall be permitted only in approved areas such
as the green room and lobby, with the exception of bottled water and sippy cups outlined
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below and on page 23, Exhibit D #27. Contractor shall clean up all food and drink
containers daily after use
Contractor shall have the right to sell or otherwise distribute adult sippy cups to patrons
attending events. Aside from bottled water, no liquid refreshments are to be allowed in
the Theatre auditorium other than with the use of Contractors’ sippy cups. Contractor
shall be responsible for the clean-up of any spillage resulting from the use of beverages in
the auditorium including immediate clean-up required for patron safety as well as all
required clean-up immediately following each event. At City’s discretion, the City may
request a damage deposit in advance or levy a charge should there be any damage, stains
or excessive wear and tear caused by accidents related to the use of sippy cups.
Contractor understands that it is responsible for immediate cleaning and any and all fees
should problems occur.
17. Contractor shall remove from the Facility, at the conclusion of each Production,
costumes, properties and sets created by Contractor with Contractor-owned materials,
which costumes, properties and sets will remain the property of Contractor. All office
equipment, construction tools, special effects and lighting equipment purchased and
owned by Contractor will remain the private property of Contractor and City assumes no
responsibility or liability for the loss or maintenance of such materials. All equipment,
instruments, costumes and any other materials rented, borrowed or owned by any
subcontractor, agent or person for Contractor is the responsibility of Contractor and/or its
subcontractors, and City assumes no responsibility or liability for their maintenance or
loss. Contractor assumes all liability and responsibility for any default on Production
expenses.
18. Contractor shall comply with City noise ordinance levels for any outdoor activities,
including load-in, strike, dismantling, or disposal, in cooperation with Stern Community
Center staff. Shop doors facing Hopkins and Harriet Streets shall be closed between 8:00
p.m. and 8:00 a.m.
19. For any Performance not included in Schedule, Contractor may add additional
performances of the Productions in Schedule, assuming availability, upon thirty (30)
days’ advance notice to City and City approval.
20. Contractor shall provide House Manager and ushers for every Performance or event
whenever the public is in attendance. Contractor shall only engage the services of ushers
that have been trained in theatre emergency, safety and use procedures. Ushers must be
available to assist patrons under all circumstances and must be aware of and able to assist
disabled persons. Contractor’s House Manager and ushers must also be available to assist
in emergency situations throughout the entire Performance until the audience has left the
theatre. Ushers must ensure that wheelchairs, walkers, etc. are not blocking any of the
aisles or exits. Ushers shall return seats to the upright position and remove litter from the
auditorium and restrooms at the conclusion of each performance.
21. Contractor shall install and/or remove the removable ADA auditorium seats in designated
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areas to accommodate wheelchair patrons and as required due to the needs of the
Production.
22. Contractor may be entitled, based on availability and at the discretion of the City, to a
small amount of time each year (approximately 15 hours, depending on the rooms
requested and their size) in Stern Community Center rental spaces, limited to one of the
following: the Ballroom, Fireside Room or Community Room, on a gratis basis, and
excluding Saturday nights and any other rental sites, including but not limited to the Art
Center Auditorium. A 30-day notice must be given if Contractor cancels. If proper notice
is not given, the hours will still count towards the Contractor annual allocation. The City
at its discretion may make exceptions. Contractor may rent spaces as per Municipal Fee
Schedule.
23. City-approved key holder must be present at the Facility at all times when Contractor or
any of its employees, subcontractors or volunteers are in the Facility. Any exceptions
must be approved by City in writing.
24. Contractor shall report to the police any incidents of a criminal or suspicious nature
occurring on City property and notify City within twelve hours. If initial notification is
verbal, Contractor must subsequently submit the information in writing to City on a form
provided by City.
25. Contractor shall ensure that the doors to the Scene Shop, Rehearsal Hall, and Costume
Shop, as well as any other exterior access doors to any area of the Facility, are not left
open, unlocked or left with the locking mechanism disabled, even if only briefly, at any
time when the immediate area secured by the door is unoccupied by Contractor. Failure
to do this may be deemed a material breach by the City. When leaving the Facility
unoccupied, the Contractor should confirm that all exterior doors to the Facility are
secure, and that the perimeter alarm is engaged.
26. Contractor shall complete a City Report of Accident/Property Damage report (Appendix
E) for any and all accidents, injuries or property damage if a City employee is not present
to fill out the report.
27. Contractor shall operate and conduct business in compliance with City’s Zero Waste Plan
(Appendix D) for all activities including, but not limited to, set construction and strike,
food and beverage service, and office activities. The goal is to send as little waste to
landfill as possible through waste reduction, reuse and recycling. To achieve this goal
Contractor must first reduce waste whenever possible.
28. Contractor shall avoid the use for food/beverage service of disposables, including, but not
limited to, Styrofoam and other plastics. Reusable food/beverage service ware should be
utilized to the maximum extent possible. Where a reusable food/beverage service option
is not available, Contractor shall choose items that are recyclable. For concessions,
choose product packaging that is recyclable.
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29. Contractor shall practice reuse before, during and after Production. City shall provide a
list of reuse resources to avoid the disposal of construction materials, sets and props.
Contractor must recycle construction debris from set materials (e.g. wood, metal).
30. Contractor shall recycle all materials included in the City’s Recycling Program including
paper (all types), plastic containers #1-#7, cardboard, glass bottles and jars, and metal
cans. Compostable materials will be disposed of in designated compost waste receptacles.
Contractor is responsible for proper disposal of HazMat items.
31. Contractor shall include on the title page of all Production and event programs and
Contractor’s website the following credit: “Use of this Facility is made possible through
support from The City of Palo Alto, Community Services Department, Division of Arts
and Sciences,” and include the official City of Palo Alto logo on the title page or
prominent placement within event programs; print in all publicity for the Productions,
including, but not limited to, mailings, flyers, posters, brochures, website, social media
and paid or public service advertising, the statement: “In cooperation with the City of
Palo Alto Community Services Department, Division of Arts and Sciences.” The City of
Palo Alto, Community Services Department, Division of Arts and Sciences shall also be
credited in the Contractor’s list of funders as a “Civic Sponsor.” Where data collection
from patrons of Facility is performed, Resident Theatre Company(ies) agree as follows:
a. To provide City with the results of market research surveys;
b. Cooperate with City to add City desired inquiries to any market research surveys
performed; and
c. Shall not include such inquiries regarding the City or the Facility without
preapproval from City.
32. Contractor shall have the right to borrow available City owned properties, sets, costumes
and scenery for its productions scheduled in this Agreement when deemed available by
City. Costumes, properties and sets created by Contractor with Contractor-owned
materials shall remain the property of Contractor. Contractor property shall be removed
from Facility at the conclusion of the production in which such materials are used. The
City may, on a case-by-case basis, authorize exceptions. All office equipment,
construction tools, special effects and lighting equipment purchased and owned by
Contractor will remain the private property of Contractor and the City assumes no
responsibility or liability for the loss or maintenance of such materials. All equipment,
instruments, costumes and any other materials rented, borrowed or owned by any
subcontractor, agent or person for the Contractor is the responsibility of the Contractor
and/or its subcontractors, and the City assumes no responsibility or liability for its
maintenance or loss.
33. If minors are involved in the Production, Contractor shall comply with all of the State of
California’s applicable laws and regulations regarding child labor.
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EXHIBIT B
RESPONSIBILITIES OF CITY
During the Term of this Agreement, City shall:
1. Allow Contractor the use of the Facility for uses in accordance with this Agreement.
2. Allow the use of the stage and the auditorium prior to the opening night of the
Productions, with the exception of necessary maintenance procedures that may require
access to the stage and auditorium during this period, according to the Schedule. Allow
the Contractor use of the rehearsal hall, box office, scene shop, paint shop and costume
shop according to the Schedule as supplied by Contractor and approved by City.
Additional facility use may be provided as specified in item (Exhibits A and B) above;
however, priority use of the room will always be given to actual rehearsals of productions
covered by a contract with City. City reserves the right to allow other uses of space
within the Facility when not in actual, scheduled use by Contractor on a non-interference
basis and with at least forty-eight (48) hours prior notice to Contractor.
3. Allow Contractor to use all operational production equipment in City’s inventory as
requested by Contractor and approved in writing by City. Contractor shall take such
equipment "as is" and is responsible for ensuring that such equipment is in a safe
condition prior to use and is returned in working condition at the conclusion of its use or
of the Production.
4. Unless the City deems unnecessary, provide a Facilities Attendant for a period of one and
one half (1 1/2) hours prior to and until at least one half (1/2) hour after the completion of
each Performance.
5. Provide persons designated by Contractor and approved by City with keys, proximity
cards (up to a maximum of six), and alarm codes for access to the Facility for the sole
purpose of carrying out the requirements of the Agreement. Keys, proximity cards, and
alarm codes shall not be loaned or transferred and shall be used only by the designated
persons. In the event that Contractor fails to properly open or lock and secure City
facilities leading to a false alarm call-out or leaves areas of the facility unlocked and
unattended, a Three Hundred and Twenty-Five Dollar ($325.00) penalty shall be paid to
City on each such occasion. In the event that a designated key holder loses any key or
proximity card issued by City, Contractor shall be assessed a Seventy-Five Dollar
($75.00) replacement charge for each key or proximity card or pay for the cost of
rekeying or reprogramming the locks of Facility if circumstances indicate it as
determined in City’s reasonable judgment. Contractor will be responsible and held
accountable for all personnel, properties and activities of Contractor and its employees
and/or agents.
6. Have the right, with no notice, to suspend the Agreement if Facility should be declared
uninhabitable for reasons of safety by the proper authorities (e.g., if the building should
be damaged in an earthquake and be declared unsafe for occupancy). If there is an
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outbreak of pandemic flu or other medical emergency and places of public gatherings are
closed, City shall not be liable for any financial responsibility for any damages,
opportunity costs, and/or loss of revenue by Contractor.
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EXHIBIT C
GENERAL CONDITIONS
1. City. The City designates the CSD Assistant Director of the Arts & Sciences Division, or
his or her designee, as Project Manager for City, who shall render overall supervision of
the progress and performance of this Agreement. City reserves the right to change this
designation at any time during the Term of this Agreement. All City services set forth in
this Agreement shall be performed by City under the overall supervision of Project
Manager or its Facility Coordinator. Contractor and its Project Liaison shall communicate
with the Project Manager in all matters dealing with City policies, funding, facilities,
equipment and other City departments outside the Facility.
2. Contractor. Contractor shall assign a single Contractor Liaison who shall have overall
responsibility for the compliance of this Agreement. Should circumstances or conditions
subsequent to the execution of this Agreement require a different liaison, Contractor shall
notify City in writing immediately of same. Contractor shall ensure that its Liaison
communicates effectively with the City at all times under this Agreement.
3. Access. Contractor shall not prevent Project Manager, facility maintenance personnel,
and/or others specifically designated by Project Manager from access to the Facility;
provided, however, that City shall use its best efforts to give advance notice and not to
disrupt the activities of Contractor as permitted by the Agreement. The Project Manager
and others specifically designated by Project Manager shall attempt to coordinate such
access if possible.
Notwithstanding the foregoing, except in the case of emergency or if they are present on
the premises as members of the audience or specifically invited into the backstage areas
of the theatre, Project Manager, facility maintenance personnel and/or others specifically
designated by the Project Manager shall not enter the auditorium or backstage areas
during public performances of a production.
4. Days Defined. The term "days" shall mean calendar days.
5. Qualifications. Contractor represents that it is qualified to furnish the Services described
under the Agreement.
6. Ticket Sales:
(a) Contractor shall be responsible for sale of season tickets and single tickets,
depositing of revenue and reporting of revenue and expenditures, and shall place
available tickets for each production for sale at the Facility box office one hour
prior to each performance. Until mutually agreed upon time prior to the beginning
of a performance, Contractor shall not sell (a) seat numbers S101, S102, S113,
S114; (b) either (i) the blocks of seats S1, S3, S5, S7, or (ii) yhe block of seats S2,
S4, S6, S8 for the purpose of making such seats available for the disabled;
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provided, however, that this Section 10(b) shall not apply to the sale of tickets for
such seats to persons who identify themselves as disabled when they purchase
their ticket.
(b) Contractor agrees the price of admission for the season shall be as set forth in
their ticket sales reporting to the City, at the time of submitting financial records.
(c) Contractor shall provide City, when requested by Project Manager or his/her
designee, with at least six (6) complimentary tickets for each Production on the
date(s) requested. Best available seating will be provided to City if any seats are
available at the time of the request.
(d) Contractor may operate an intermission snack concession during each
performance under this Agreement. Contractor shall conduct such operation in a
safe, clean manner and shall hold City harmless from any claim or demand or
liability of any nature whatsoever which may arise out of such operation.
7. Composition of Contractor. Throughout the term of this Agreement, Contractor shall
remain an independent, non-profit public benefit corporation, in good standing under all
applicable local, state and federal laws.
8. Fiscal Responsibilities of Contractor.
(a) Fiscal Agent. Contractor shall appoint a fiscal agent who shall be responsible for
the financial and accounting activities of Contractor, including the receipt and
disbursement of Contractor funds. Contractor shall provide City with the name of
a fiscal agent in writing and shall immediately notify Project Manager of any
changes occurring during the Term. Contractor shall have sole responsibility for
the safekeeping of Contractor tickets and monies.
(b) System of Accounts. Contractor and its fiscal agent shall establish and maintain a
system of accounts that shall be in conformance with generally accepted
principles of accounting for budgeted funds. Such system of accounts shall be
subject to the review and approval of City.
(c) Financial Records. In support of its system of accounts, Contractor shall maintain
complete and accurate records of all financial transactions, including, but not
limited to, contracts, invoices, timecards, cash receipts, vouchers, canceled
checks, and bank statements. City may inspect these records at Contractor’s office
upon reasonable advance notice and during normal business hours upon request.
NOTE: Contractor’s cash receipts are not to be stored on the Premises between
Productions.
(d) Audit of surcharge payments. Contractor shall retain for a period of at least three
(3) years records of tickets sold through their automated ticketing system, sales
records, and a verified report of sold and unsold tickets which must be made
available to City Auditor upon request.
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9. Production Reports and Records.
(a) Reports. On reasonable notice and with reasons specified, Contractor shall
grant Project Manager and/or City’s Auditor access to all Contractor records
relating to this Agreement, including performance records, data, statements, and
reports.
(b) Tax Form 199. A copy of Contractor’s most recently filed California State Tax
Form 199, "California Exempt Organizations Annual Information Return" must
be filed with Project Manager or his/her designee within fifteen (15) days of when
it is due to the State of California.
10. Corrective Action Requirement/Disputes. In the event City should determine
from any source, including but not limited to reports submitted by Contractor under this
Agreement to City or any evaluation report from any source, that Contractor may not be
in compliance with any provision of the Agreement, City may forward to Contractor
written notice of same. Such notice shall specify with particularity the nature of the
condition(s) or issue(s) that require(s) corrective action and may include a
recommendation as to appropriate corrective action. Within fifteen (15) days of City’s
request, Contractor shall submit its written response to the notice, which response shall
set forth its view of the alleged violation and its proposed plan, if any, for corrective
action. Upon request of either Party, the Parties shall meet within five (5) days thereafter
to discuss the alleged violation and proposed corrective action. Should the Contractor
fail to submit a response within the above timeframe, or should fail to follow through on
corrective action, the City may administer a fine of up to $100 for and initial violation, or
up to $1000 for repeated violations.
11. Subcontractors. Contractor shall be responsible for employing or engaging all persons
necessary to perform the Services of Contractor hereunder. All subcontractors are
deemed to be agents of Contractor and Contractor agrees to be responsible for their
performance. Contractor shall give its personal attention to the fulfillment of the
provisions of the Agreement by all of its employees, participants, volunteers, and
subcontractors.
12. Intoxication. Contractor agrees to be responsible for injuries or damage caused by any of
its directors, officers, employees, agents, subcontractors, or volunteers who are under the
influence of alcohol, drugs, hallucinogens or narcotics, whether or not legally prescribed.
Neither Contractor nor City shall permit any of Contractor’s employees or volunteers
discovered to be under the influence of any of the foregoing substances from remaining
in any facility used under the terms of this Agreement and City reserves the right of
denying such person’s further participation in any activities in Facility. Consumption of
alcoholic beverages or use of illegal drugs at the Facility is expressly forbidden by any
person working for Contractor, paid or volunteer. This includes all staff, actors, crew and
musicians.
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13. Worker’s Compensation. Contractor certifies that it is aware of the provisions of the
Labor Code of the State of California, which requires every employer to be insured
against liability for workers' compensation and certifies that Contractor shall comply with
Worker’s Compensation laws of the State of California during the Term of this
Agreement.
14. Weapons. For the avoidance of doubt, no firearms or other weapons, whether loaded or
not, shall be allowed in the Facility or any other City property. Stage weapons and
firearms designed solely for the use of blank cartridges will be allowed if they are being
used as a prop in the current Production, but must be stored, when not being used, in a
secure manner by Contractor’s stage manager or his/her designee.
15. Legal Compliance. Contractor and all its paid employees, subcontractors, and volunteer
participants are required to abide by all applicable federal, state and local laws and
ordinances.
16. Notices. All notices, requests, demands and other communications which are required or
may be given under this Agreement shall be in writing and shall be deemed to
have been duly given when received if personally delivered; when received if
transmitted by fax, email or regular US mail; if received during normal business
hours on a business day (or if not, the next business day after delivery) provided
that such document is legible and that at the time such document is sent the
sending Party receives written confirmation of receipt; if sent for next day
delivery to a domestic address by recognized overnight delivery service (e.g.,
Federal Express); and upon receipt, if sent by certified or registered mail, return
receipt requested.
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EXHIBIT D
OPERATING POLICIES FOR ALL USERS OF THE STERN THEATRE
1. Resident Theatre Companies – The City of Palo Alto has long-standing relationships with
Resident Theatre Companies to provide programming at the Lucie Stern Community
Theatre. These organizations serve as “house companies” and provide the primary
programming featured on the stage of the Theatre. The Resident Theatre Companies
include: Palo Alto Players, TheatreWorks Silicon Valley (TheatreWorks) and West Bay
Opera.
2. Rental Agreement - All performances and associated activities held at the Facility must
have a fully executed rental agreement prior to the Contractor’s arrival at the facility.
Resident Theatre Companies must have a fully executed Agreement.
3. Theatre Use Times – The Theatre is available for use between 8:00 am and midnight
and no activity may take place outside of this time period. This available use time
includes all production related activities, including load-in, load-out, set building, scene
shop activities, costume shop activities, rehearsal and public performance.
4. Provision of Trained House Staff – Contractor must provide a qualified house manager
and trained house staff for all public events, including ticket takers, ushers and box office
personnel. These personnel may be paid or volunteer, at the sole discretion of Contractor.
All paid and volunteer staff must by trained by Contractor both through an annual training
workshop and through a day-of-show orientation. This training and orientation shall include
public relations, event information, seating locations, directions for assisting disabled
patrons, use of the hearing assistance devises, emergency exits and evacuation procedures
and fire alarm procedures. At all times the safety, comfort and event experience of Theatre
patrons will be placed in high priority.
5. Regulations for Consumption of Alcoholic Beverages – Contractor must comply with all
State and City laws relating to the sale and consumption of alcoholic beverages. Alcohol is
allowed in the Theatre during public performances, with pre-approval by the City of Palo,
which shall not be unreasonably withheld. Unless otherwise specifically approved, the sale
or free distribution of alcoholic beverages is limited to wine, champagne, beer and sparkling
wine. If alcohol is to be provided for sale, Contractor must possess a valid on-sale alcohol
permit approved by the California Department of Alcoholic Beverage Control (ABC). All
requirements must be posted as per ABC requirements and Contractor is responsible for
ensuring that no individual under the age of 21 is served alcohol. Contractor agrees that
identification will be checked for individuals appearing to be under the age of 30. At no
times may event participants, including actors, musicians, employees or event volunteers be
served alcoholic beverages.
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6. Insurance Provision for the Sale or Free Distribution of Alcoholic Beverages – For all
events during which alcohol is to be provided for sale or at no cost to patrons, Contractor
must provide the City of Palo Alto with proof of liquor liability insurance with minimum
coverage of $2 million pursuant to Exhibit E.
7. Janitorial Duties Relating to Food and Beverage Sales – Upon the completion of each
event, Contractor shall clean-up and remove all trash and supplies relating to the distribution
of food and beverage, including alcoholic beverages, including but not limited to empty
bottles or containers, glassware (plastic or glass), used napkins, food and other trash or
unused supplies. All garbage containers are to be removed from the Theatre and dumped in
appropriate garbage bins. If required, doors should be opened to allow fresh air into the
lobby or event spaces to ensure that the smell of alcohol or food is not present in the Theatre
at the end of each event. At no time can this task be left for completion on the following
day(s).
8. Production Equipment - Contractors shall be required to use the in-house production
equipment. At the expense of Contractor, additional equipment to augment the in-house
system may be provided by a third-party Contractor with City approval.
9. Complimentary Tickets - Contractor shall have the right to issue complimentary tickets
for events produced at Theatre. The number of complimentary tickets for any given
events must not exceed ten percent (10%) of the total seating capacity without pre-
approval by the City.
10. Refunds - If the event(s) anticipated in a Theatre Use Agreement are cancelled,
Contractor shall have the sole responsibility and authority to provide refunds to the public
and shall control all box office receipts until all required refunds have been provided.
11. Ticket Prices - Contractor shall have the sole right to establish ticket prices for the
event(s) anticipated in a Theatre Use Agreement.
12. Advertising – Contractor shall have the sole right and authority to design, develop and
distribute all advertising and promotional materials for the events produced at Theatre
and shall be responsible for the costs associated with this endeavor. No advertising
materials may be displayed on the interior, exterior or any other part of Theatre without
specific authorization from City of Palo Alto, other than the rack cards, window boxes
and banners currently used.
13. Storage of User’s Property – Any property belonging to Contractor, or third parties
such as caterers, decorators or florists may not be stored overnight either prior to or
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following the rental period. All requirements for load-in and load-out must be followed
to ensure that events scheduled in Theatre immediately before and after the Contractor’s
event can be fully and professionally supported. Long term on-site storage is to be
requested by the Contractor and up to the City to permit.
14. Animals - No live animals are to be brought into the facility without prior permission
from the City of Palo Alto.
15. Staging –With proper care and repair, Contractor or its representative, as per normal
operating procedure, may drill or nail sets or props into the stage floor of Theatre
16. Surfaces - Nails, hooks, tacks or screws may not be used on any surface or furnishing in
Theatre, unless approved by the City. No tape or other materials may be applied to walls,
glass, tables or any surface in the lobby, auditorium, green room or backstage areas. User
will be held financially responsible for repair/replacement of any damaged or defaced
property.
No bunting, tissue paper, crepe paper or any other combustible material may be used at
any time in the Theatre, without pre-approval from City. Similarly, no glitter, rice or
confetti may be used anywhere within the facilities, including the auditorium, lobby,
backstage areas, or outside areas such as the patio or courtyard.
17. Modifications to Theatre Building – Contractor shall not make any modifications to the
Theatre that would leave permanent or disfiguring impacts to the facility. This includes
the use of drills, nails or other attachment devices. If questions arise about the need to
alter elements of the Theatre for production needs, Contractor agrees to discuss these
needs with City staff for pre-approval.
18. Use of Flammable Materials - The use of any flammable device or substance, including
but not limited to pyrotechnics, candles, cigarette or cigars, or other materials or device
with a flame is strictly forbidden. In rare cases, the City and Fire Marshall may approve,
with adequate advance notification, in advance of at least 21 days prior to the first date of
live public performance.
19. Mechanical Smoke and Fog Equipment - Mechanical smoke or fog generating
machinery can only be used with pre-approval of Theatre Management and is subject to
inspection by the City Fire Marshall. The use of mechanical smoke or fog generating
machinery must be tested at least 10 business days prior to first use in the Theatre during
live performances. This test must determine that the machinery does not cause the fire
alarm system to respond. Any questions regarding this testing shall be subject to
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approval and guidance by the City Fire Marshall or a representative of the Palo Alto Fire
Department. Any cost associated with the testing of this equipment or due to false alarms
caused by this equipment will be the financial responsibility of Contractor.
20. Approval of Additional Production Techniques & Devices – The use of strobe lights,
loud noises (i.e. gun shots), and aerial suspension must be pre-approved by the City of
Palo Alto at least 30 days prior to the first date of live public performances. No firearms
are allowed in the Theatre and the use of any prop guns must be pre-approved by the
City. Pyrotechnics, defined by PAFD as 'Any exothermic chemical reaction special
effect that produces heat, flame, sound, light or a combination of these effects', must be
pre-approved by the Fire Marshall 30-60 days prior to first use.
21. Adherence to Fire Codes – Contractor is responsible for complying with all applicable
sections of the California Fire Codes as adopted by the City and as may be amended from
time to time, including, but not limited to: maintaining required clear emergency exit
paths, proper use of fire doors, and adhering to posted occupancy loads. At no time
during Theatre use may fire exit signs by covered or otherwise dimmed. Should any
question or doubt arise regarding the proper adherence or interpretation of fire code arise,
Contractor shall be responsible for contacting the City Fire Marshal or other
representative of the Palo Alto Fire Department for direction and advice. At all times, the
direction and decisions of the Fire Department shall be viewed as the final authority. The
Fire Marshal has the right to charge a fee for their inspection services and Contractor is
obligated to pay it.
22. Adherence to Fire Inspection and Occupancy Load Requirements
Stern Community Theatre is inspected routinely at least once a year by the Palo Alto Fire
Department. The Fire Marshall should be notified of any productions where public safety
questions or concerns arise during the set up or design, or the use of special effects during
performances. Fire Inspections are listed in the Fee Schedule at $355/hour as of July,
2018 (and are subject to amendment by the City) which may be charged to Resident
Theatre Company.
At all times, Resident Theatre Companies are required to adhere to City Fire codes,
including but not limited to, required occupancy loads for each section or room of the
Theatre, good house- keeping of combustible materials, keeping exit ways clear and the
storage/use/disposal of hazardous materials. As of 2018, these established occupancy
loads are as follows:
a. Front of Curtain Stage – 31
b. Behind Stage Curtain – 83
c. Orchestra Pit – 14, unless otherwise approved by the Fire Marshall in sufficient
advance. Any costs incurred for exceeding the limit will be incurred by Contractor.
Any costs associated with exceeding the limit must be borne by Contractor.
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d. Basement below stage area – 7
e. Paint desk/shop off load – 57 for musicians/vocals
f. No occupancy is allowed in flat dock area other than removal/returning of props.
There is a hazard of falling production items during a seismic event. Should
occupancy be desired, all production items must be completely removed or areas for
holding production items must be seismically secured in advance.
The Palo Alto Fire Department is available to assist the Resident Theatre Companies if
fire safety practices are in question. Please contact them at: 650-329-2194.
23. Fire Alarm Procedures – In the event that the fire alarm is activated, Contractor must
immediately evacuate the building and wait for the Palo Alto Fire Department to arrive.
Follow their instructions, and only reenter the building when given permission to do so.
These procedures must be followed even in the case of a false alarm.
Should the alarm go off during a performance, ushers should direct and assist patrons in
exiting the building, and stage crew should trip the manual release of the fire curtain.
Particular attention should be given to providing evacuation assistance to disabled, older
and child patrons.
If the system detects issues that do not rise to the level of setting off an alarm, the system
may produce an audible signal at the alarm panel in the green room, and possibly at the
one in the lobby. In this case, the alarm company will contact the City of Palo Alto on
call Facility staff, who will be dispatched to investigate and deal with the alert. They
should arrive within an hour. In no case should anyone but authorized personnel (City
staff or Fire Department personnel) acknowledge, silence, or reset the alert on the alarm
panel.
24. Event Safety and Security - Contractor shall provide for the orderly production of the
event(s) anticipated in the Use Agreement and shall insure that the safety of the public
and the Theatre are always maintained. If, at any time, the activities in Theatre appear to
be detrimental to members of the public, City employees shall have a superseding right to
make decisions required to ensure safety and the professional presentation of the event.
This shall include, but not be limited to, issues involving security in the building,
ushering of patrons, production safety and other event related issues. Contractor agrees
that at all times, decisions relating to these issues shall be made at the superseding
discretion of City.
In the event that security may be required, the City of Palo Alto shall have the sole right
to approve the private security company and to establish the personnel requirements for
the event(s) anticipated in the Use Agreement. The costs associated with the provision of
private event security shall be the financial responsibility of Contractor.
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25. Concession Sales - Contractor shall have exclusive rights to the sale of concession
products including food or beverage, subject to City approval for the sale or provision of
alcohol.
26. Merchandise Sales - The Contractor shall have the right to sell merchandise to the
patrons attending the event produced by Contractor.
27. Use and Sale of Sippy Cups – With City approval, Contractor shall have the right to sell
or otherwise distribute adult sippy cups to patrons attending events. If the City permits,
no liquid refreshments are to be allowed in the Theatre auditorium other than with the use
of Contractors’ sippy cups, other than bottled water. Contractor shall be responsible for
the clean-up of any spillage resulting from the use of beverages in the auditorium
including immediate clean-up required for patron safety as well as all required clean-up
immediately following each event. If the City so desires, the City may require a damage
deposit in advance or a charge may be levied should there be any damage, stains or
excessive wear and tear caused by accidents related to the use of sippy cups.
28. Force Majeure - If Theatre is deemed to be unfit for occupancy during the period
covered by this agreement, by reason of fire, earthquake, strike, civil disturbance or any
other cause beyond the control of the City of Palo Alto, then the agreement shall be of no
further force and effect.
29. Use and Management of Hearing-Impaired Device Equipment -Contractor’s
personnel shall manage, distribute and collect the hearing-impaired devices (“headsets”)
that City owns for use by hearing-impaired persons at all Performances at the Facility,
subject to the following restrictions:
(a) Contractor shall verify that all headsets and batteries are present and functioning
normally and shall report to Project Manager or his/her designee any missing or
broken items before taking control of them for the run of the Production.
(b) For any damage or loss of any headset while under Contractor’s control,
Contractor shall promptly, upon request, pay City the fair market price for any
necessary replacement or repair of any component of the headsets, as such
replacement or repair is reasonably determined by Project Manager or his/her
designee.
(c) Contractor will diligently ensure the security of the headsets, in a manner
approved by Project Manager or his/her designee, when the headsets are not in
use. When the headsets are not so secured, Contractor will not leave the headsets
unattended.
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(d) Contractor will provide at least one (1) person in the Facility lobby, whose sole
responsibility will be to distribute and collect the headsets, as the case may be,
pursuant to the following:
(i) Beginning one-half (1/2) hour before each Performance until ten (10) minutes
after the Performance begins;
(ii) At all times during any and all intermissions; and
(iii) From the end of the Performance until all of the headsets have been returned.
(e) Contractor shall collect a Driver’s License or credit card as security for the loan of
a headset, which Driver’s License or credit card will be returned to its owner upon
return of the headset. Contractor will implement procedures for the safe handling
of the Driver’s Licenses and credit cards and their return to their owners.
(f) Contractor’s responsibility at the end of each performance will include the
following:
(i) Clean and otherwise sanitize all the earpieces by swabbing them with isopropyl
alcohol swabs.
(ii) Turn off the on/off/volume switches on all returned headsets and place them
into the battery charger.
(iii) Return all headsets and accessories to their storage case.
(iv) Verify the presence of all sixteen (16) headsets.
(v) Return the chargers to their place in the rolling cart.
(vi) Return the rolling cart to the House Manager’s Closet.
(vii) Be sure the rolling cart is plugged into an electrical outlet.
(viii) Make sure the battery charger is getting power, as indicated by the red lights
(ix) Padlock the rolling cart’s doors shut, using either the padlock provided by
City or a padlock supplied by Contractor, provided that Project Manager or
his/her designee has been given a copy of the key or the combination.
(x) Immediately report to City’s attendant at the Facility any missing headsets,
and turn over to the attendant any malfunctioning headsets.
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EXHIBIT E
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (City), AT THEIR SOLE EXPENSE, SHALL, FOR THE TERM OF
THE CONTRACT. OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED
BELOW AND AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER,
LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY. (THIS MUST INCLUDE
COVERAGE FOR SERVING LIQUOR
IF LIQUOR IS SERVED OR SOLD).
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY DAMAGE
COMBINED.
$2,000,000
$2,000,000
$2,000,000
$2,000,000
$2,000,000
$2,000,000
YES AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES PROPERTY INSURANCE ALL RISK COVERAGE
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL
INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE, SHALL
OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE
ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE
COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND
ITS SUBCONTRACTORS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF
WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL
INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL
MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN
COVERAGE OR OF COVERAGE CANCELLATION; AND
II. CONTRACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL
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INSUREDS”
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE
ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CONTRACTOR AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL
NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN
THE NON-PAYMENT OF PREMIUM, THE CONTRACTOR SHALL PROVIDE CITY AT LEAST A THIRTY
(30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF
PREMIUM, THE CONTRACTOR SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE
BEFORE THE EFFECTIVE DATE OF CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND
CONTRACT ADMINISTRATION
City OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
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POLICY AND PROCEDURES 4-02/PWD
Effective: August 1990
Revised: November 2017
Page 1 of 2
BUILDING SAFETY RESPONSIBILITY
POLICY STATEMENT
It is the policy of the City of Palo Alto that all City owned, rented, or leased buildings be free
from safety hazards. The Facilities Manager has established a maintenance program for the
safety and upkeep of all City buildings and structures. To help ensure that City buildings and
structures are kept free from safety hazards, the head of each department to which City
buildings and structures are assigned is responsible for their safe condition.
The City has adopted a Safety Policy to promote a safe work environment, and an active Injury
and Illness Prevention Program (“IIPP”), which includes a provision requiring the regular
inspection of work sites to identify and address any potentially hazardous conditions. The IIPP is
set forth in the City’s Injury and Illness Prevention Manual (“IIPP Manual”). This Policy 4-
02/PWD works in conjunction with the IIPP.
PROCEDURE
A. Inspections – In accordance with IIPP Manual Section 2, “Hazard Assessment and Control,”
regularly scheduled work site inspections shall be made by department Managers/Supervisors
or their designee, for the purpose of identifying safety hazards. The IIPP manual is located on
the HR intranet site: http://cityconnect.staff.copa/depts/hr/risk/documents/safety.asp and
sample checklists that can be used for inspections are located in Section 9, “Sample Checklists.”
1. Detailed reports of any hazards identified during the inspections will be distributed to the
appropriate department head, Human Resources Risk Manager (who also serves as the City
Safety Officer under the IIPP), and Public Works Facilities Manager. The report will list unsafe
conditions and will contain recommendations for corrections.
2. Action to be taken to address identified hazards shall be resolved between the Human
Resources Risk Manager, Public Works Facilities Manager, and responsible manager/supervisor
or department head.
B. Building Modifications - Any alterations or modifications to building structures, electrical,
heating, or plumbing components will be accomplished by the Public Works Department. Work
shall be done in compliance with all applicable Building, Plumbing, Heating, and Electrical Codes
required by the Building Department.
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POLICY AND PROCEDURES 4-02/PWD
Effective: August 1990
Revised: November 2017
Page 2 of 2
1. Work Request forms (requesting that Facilities Management do the work) may be obtained
by calling x6900 or by utilizing the Facilities Requestor interface on the intranet:
(https://cityconnect/depts/pw/fwr.asp)
2. The Building Department will issue a building permit for approved work and make necessary
inspections during the course of construction.
NOTE: Questions and/or clarification of this policy should be directed to the Facilities Manager,
Facilities Management Section, Public Works, Public Services Division.
Recommended: __________________________________ ________________
Public Works Director Date
Approved: ___________________________________ _________________
City Manager Date
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12/22/2017
1/4/2018
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 1 of 4
CONDUCT IN CITY FACILITIES
POLICY STATEMENT
Palo Alto Municipal Code Section 2.08.050 enables the City Manager to prescribe
and enforce regulations for entry into or use by members of the public of any City
real property, building, structure, or other facility. Regulations have been enacted
for several facilities to facilitate general public use of the facilities in accordance
with their mission, maintain access to City services, and minimize disruption to
City business. (While City staff, in the exercise of its professional duties, is
exempt from some of the enacted regulations; the following regulations apply to
City staff working at all City facilities.)
PROCEDURE
1. No person shall enter or remain in City facilities after posted closing hours
except when authorized by a supervisor (e.g. to work late/early, work on
shift assignments or attend public meetings or authorized special event
function).
2. Access to some areas within City facilities are restricted due to security
concerns and the need to protect sensitive equipment. Unauthorized staff
shall not enter restricted areas unless specifically authorized by City staff
having authority to enter.
3. For the use of conference rooms in the City Hall Building, including the
Council Conference Room, City staff will give first priority to City
business meetings and City public meetings, second priority to meetings or
events for other governmental officials or agencies, and third priority to
meetings or events co-sponsored by the City which provide services
directly benefiting City employees (including union meetings, public
speaking meetings, public health events, and the like).
4. No person shall obstruct the entrances, exits or corridors into and within
City facilities in any manner that impedes or restricts public access or
presents a safety hazard. This restriction shall not apply to City staff or
contractors who are utilizing City facility entrances, exits or corridors for
maintenance or repair or for loading or unloading material.
5. No person shall bike, run, ride skateboards, roller skate, in-line skate or
engage in loud or boisterous conduct in City facilities.
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 2 of 4
6. No person shall use sound or light generating or amplifying devices within
City facilities in any manner which interferes with the conduct of City
business or with any in-progress meeting or special event. Sound or light
generating or amplifying devices employed by City staff or utilized by
persons with the authorization of City staff to assist with special events in
City Hall are exempt from this prohibition.
7. No person shall use public restrooms in City facilities for bathing (except
for the washing of hands and face) or washing or drying of clothes.
8. No person shall prepare or consume food or beverages (except for water in
enclosed containers or medically required food or beverage) in the public
areas of City facilities except at special events authorized by City staff.
9. No person shall solicit funds or charitable donations from members of the
public or City staff within City facilities. This prohibition shall not apply to
City-sponsored employee contribution campaigns for charity, or to
charitable solicitation activities which employees pursue on their break or
lunch hour.
10. No person shall sell, offer to sell, or display for the purpose of sale any
commercial product, service, or device within City facilities. This
prohibition shall not apply to City-issued franchises for food service to City
employees.
11. No person shall engage in any threatening or intimidating language or
conduct directed at any member of the public or City employee.
12. No person shall bring a bicycle, tricycle or similar wheeled conveyance into
City facilities, except for City employees who store such conveyances in
accordance with department process. This restriction shall not apply to
persons utilizing wheelchairs or similar medically required devices within
City facilities. This restriction shall not apply to persons utilizing children's
strollers or similar conveyances when necessary to transport young children
into and within City facilities.
13. No person shall post any document, place any object or hang any art within
the City Hall Lobbies unless approved by the Director of Arts and Culture.
14. No person shall bring any animal into City facilities, except, where animals
are intrinsic to the program offered by the City. This regulation shall not
apply to service animals assisting individuals with disabilities or animals
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 3 of 4
under the control of a police officer or an animal handler authorized by City
staff to attend a special event conducted in the Lobbies or other area of City
Hall.
15. No person shall use City facilities primarily for sleeping purposes as this
may unreasonably interfere with the use of the facilities by other members
of the public or City staff.
16. The public shall have access from elevators through passageways and halls
to the designated reception facilities for various City services for the
purpose of conducting business with the City. The work areas beyond the
reception facilities are not public areas and no person except authorized
City staff may enter or remain in employee work areas unless authorized
by, or in the company of, City staff.
17. No person shall use the Council Chambers for any purpose without express
prior approval of the City Clerk. The City Clerk shall approve the use of the
Council Chambers only for the conduct of City public meetings, authorized
City functions, meetings conducted for City employees by authorized
employee representative groups for the purpose of providing services that
directly benefit City employees, City-permitted events, and events hosted
by other governmental officials or agencies.
18. No person except Council Members, commission members or authorized
City staff shall enter the dais or staff area of the Council Chambers during
the conduct of a public meeting unless authorized. No person except
Council Members, commission members or authorized City staff shall
attach any document or object onto the walls or furniture of the Council
Chambers unless authorized.
19. No person except authorized City staff shall access any secured storage or
mechanical areas in the Parking Garage.
20. No person except authorized City staff shall enter or remain in the elevator
lobbies that provide access to City Hall on levels A, B, and C after City
Hall closing time, except when these elevator lobbies are kept open during
meetings or scheduled events.
21. No person shall use the public areas of the City Hall Parking Garage for
any purpose except the parking of vehicles and bicycles.
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 4 of 4
22. No person shall dispose of any household garbage, yard waste, construction
debris, hazardous materials or other waste in the City Hall Parking Garage
or waste containers provided for City use.
23. No person shall tamper with, damage or vandalize any structural
component, equipment or building system in the City Hall Parking Garage.
24. No person shall camp within the City Hall Parking Garage.
25. No person shall post any document, sign, banner, or object within the
Parking Garage, except for City staff in the conduct of its responsibilities.
NOTE: Questions about this policy should be directed to the City Manager’s
Office.
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S:/HRD/FORMS/ACCPRO.doc Rev: 03/17/06
REPORT OF ACCIDENT/PROPERTY DAMAGE RISK MANAGEMENT
AND SAFETY Submit within 24 hours of incident.
Department/Division: Date/Time Incident Occurred: Today’s Date: Incident Investigated/Reported By:
Type of Incident (i.e., Collision, Injury to a Public Person, Property Damage, Loss, Etc.) Photos Taken?
Yes No
Location of Incident (Include Address): City Vehicle No.
Did The Incident Involve:
City Property Private Property Both
Were Police Called?
Yes No
Officer/Dept. Taking Report: Police Report No.
PERSONS INVOLVED
Employee Name: Position/Department: Employment Status:
Regular Volunteer Hourly
Other Party: Address:Phone:
Liability Insurance Company (If applicable) Address: Phone:
Witness Name A/Registered Owner:Address:Phone:
Witness Name B:Address:Phone:
INJURY/DAMAGE ASSESSMENT
How did the incident occur? What was the person doing?
Description of incident or damage.
Severity of Injury (Check One):
No first aid required. Minor first-aid required (i.e., ice, bandage). Emergency services required (i.e., paramedics, police).
Action Taken (Use back of page for additional space).
Additional comments, information or diagrams may be provided on the reverse side of this form.
SIGNATURE
Signature: Name (Printed): Phone: Department/Division:
DISTRIBUTION: Risk Management: Attorney’s Office Facilities/Equipment Management (If Vehicle or Property Damage Involved)
SELECT ONE
Administrative Services
4
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S:/HRD/FORMS/ACCPRO.doc Rev: 03/17/06
REPORT OF ACCIDENT/PROPERTY DAMAGE
PAGE 2
ADDITIONAL COMMENTS OR INFORMATION
DIAGRAM (Of Vehicle Accident Scene) Please Use Street
COST ANALYSIS
FOR FACILITY & EQUIPMENT MAINTENANCE USE ONLY
Vehicle Unit No. ___________________________ Work Order No. _____________________________
Repair Cost ___________________________
Downtime Cost: ___________________________ Down Time: _____________________________
Other Costs ___________________________
Estimator’s Signature ___________________________
Date ___________________________
DISTRIBUTION: Risk Management; Attorney’s Office; Facilities/Equipment Management (If Vehicle or Property Damage Involved)
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CITY OF PALO ALTO
Zero Waste Plan
August 2018
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TABLE OF CONTENTS
EXECUTIVE SUMMARY ............................................................................................................... 1
ZERO WASTE GUIDING PRINCIPLES ............................................................................................ 2
ADAPTING TO CHANGING MARKET DEMANDS .......................................................................... 3
BACKGROUND ............................................................................................................................ 4
CURRENT ZERO WASTE PROGRAMS ........................................................................................... 5
TARGETED MATERIALS AND GENERATORS ................................................................................ 6
Material Composition ......................................................................................................................... 7
Single-Family Residential Material “Capture Rates” ........................................................................... 9
RESEARCH AND PUBLIC INPUT ................................................................................................. 10
NEW ZERO WASTE INITIATIVES ................................................................................................ 11
Short-Term Programs (2018-2019) .................................................................................................... 11
Medium-Term Programs (2020-2026) ............................................................................................... 18
Long-Term Programs (2027-2030) ..................................................................................................... 23
COSTS AND KEY PERFORMANCE INDICATORS .......................................................................... 26
DIVERSION ESTIMATES AND GREENHOUSE GAS EMISSIONS REDUCTION POTENTIAL ............. 29
ATTACHMENT 1 CURRENT POLICIES AND PROGRAMS ........................................................... 1-1
ATTACHMENT 2 WORKSHOP AND SURVEY RESULTS .............................................................. 2-1
ATTACHMENT 3 ASSUMPTIONS AND CALCULATIONS ............................................................ 3-1
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ZERO WASTE PLAN
1
EXECUTIVE SUMMARY
The 2018 Zero Waste Plan updates the first such Plan for Palo Alto which was adopted in 2007. The new
Plan contains new and revised provisions designed to meet aggressive goals adopted by the Palo Alto
City Council in 2016 as part of its Sustainability/Climate Action Plan (SCAP). Specifically, the Council
adopted a goal of 95% diversion of materials from landfills by 2030, and 80 % reduction of greenhouse
gases by the same year. Additionally, other goals were adopted for water use reduction and
environment protection. All of these goals require even more effort by the City of Palo Alto staff and the
larger community to reduce the use of materials, to reuse them, and to recycle and compost residuals.
The new Plan was also prepared to provide a basis for new and revised contracts the City must have for
residuals management. Current contracts with GreenWaste, the Sunnyvale Materials Recovery Station
(SMaRT), and Waste Management (Kirby Canyon Landfill) all expire in the Fall of 2021. New and/or
revised contracts for hauling, processing, recycling, composting and landfill disposal must all reflect the
aggressive goals adopted by the Palo Alto Council. In order to meet the environmental goals by 2030,
and have new and revised contractor support contracts in place by 2021, it was necessary to begin a
planning process in 2016 and finalize the new Zero Waste Plan in 2018.
It was also necessary to re-examine what Palo Alto currently sends to Landfills in order to target the
right materials in the Plan. It was found that two of the largest components were food-related materials,
and demolition and construction related materials. Therefore, important new and revised Plan
provisions deal with these materials. Enforcement of commercial composting and recycling
requirements is strengthened, as is source separation and deconstruction in the construction industry. A
third and difficult component of landfilled materials are diapers, other personal care products, and pet
waste. These will be further explored under the Plan to find workable solutions.
The Plan is divided into Short Term, Mid Term and Long Term actions. For the most part, this is because
of resource constraints. But it is also because good solutions may not be apparent yet, or because the
residual is a smaller component of the total.
Asian markets for US recyclables are in flux. At the same time, plastics from around the world are
building up in oceans and in wildlife. As part of the Plan, the City will examine better ways to reduce
plastics use and manage their residuals. A Foodware Packaging Reduction Plan will be prepared in
concert with the City's other environmental protection programs in 2019. Targeted plastics will include
food and drink containers and other types of packaging.
The City will continue to use a blend of local action and regional, state and national collaboration to
establish new program components. Local initiatives in Palo Alto are being taken when it is efficient,
helps pilot new ideas and lights the way for others. Enforcement of recycling and composting in the
commercial and construction sectors are key examples where Palo Alto is taking new local action under
its 2018 Zero Waste Plan.
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2
ZERO WASTE GUIDING PRINCIPLES
Zero Waste is a holistic approach to managing the flow of resources through society in a closed
loop system (circular economy) rather than a linear one. While Zero Waste includes the
traditional hierarchy of reducing, reusing and recycling, it is much more. Zero Waste principles
provide guidance on how resources are managed, from product design through ultimate
disposal. Zero Waste is about designing products and packaging to minimize waste, creating
incentives to encourage clean and sustainable products and processes, fostering both producer
and consumer responsibility, investing in resource recovery facilities, strengthening local
economies, and building community collaboration. This Zero Waste Plan uses the following
guiding principles:
§ Follow the waste management hierarchy of reduce, reuse, recycle/compost, prioritizing
waste prevention first, and then reuse (including salvage and repair) before
recycle/compost.
§ Manage discards as resources, not waste. Preserve materials for continued use and
recognize that all products are made from and with natural resources and manage them
accordingly.
§ Create and support rules and policies that further the Zero Waste hierarchy of rethink,
reduce, reuse, recycle/compost; and redesign systems, processes, or products to reduce
the volume and toxicity of waste and materials.
§ Support Producer Responsibility to hold manufacturers responsible for the full lifecycle
of their products, giving them incentive to create less toxic, more durable, reusable,
repairable, and recyclable/compostable products, packaging, and processes.
§ Create and support programs in every sector of the community to shift away from waste
generation toward waste prevention, reuse, and recycling/composting.
§ Create and keep materials and products for use as high on the hierarchy as possible and
in the useful loop as long as possible. Keep materials from being “downcycled,” where
the number of future uses or options are limited (e.g., composting recyclable paper).
§ Minimize all discharges to land, water or air that may be a threat to planetary, human,
animal or plant health, including climate changing gases.
§ Empower the community to live a Zero Waste lifestyle, build collaborative efforts to
further Zero Waste, and to continue to call for Zero Waste progress.
§ Utilize existing infrastructure and assets in the development of new programs (e.g.,
waste collection vehicles, mail services, food storage).
§ Foster and pilot programs and systems that are adaptable, flexible, nimble, scalable, and
resilient.
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ZERO WASTE PLAN
3
ADAPTING TO CHANGING MARKET
DEMANDS
The following hierarchy of contingencies has been created to help Palo Alto adapt to future
market fluctuations for recyclable and compostable materials. If markets change to such an
extent that currently recyclable or compostable items are no longer accepted, the following
measures will be taken:
1. Increase allocation of resources and focus on initiatives that further waste reduction
and reuse, so that fewer materials will be generated for recycling and composting.
2. Improve processing so recycle and compost streams are cleaner, to improve
marketability.
3. Enhance enforcement of customer sorting; and keep non-complying customers waste
separate for special processing until compliance is achieved.
4. Embrace the concept that recycling/composting is better than landfilling; even as these
expenses increase.
5. Conversion (e.g., gasification, pyrolysis, chemical process) for nonmarketable materials;
maintain ability to move in and out as markets change. This is a less preferred option
than recycling the materials.
Sorting Station at GreenWaste Material Recovery Facility
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BACKGROUND
The City of Palo Alto is a leader in Zero Waste. In 2005, the City adopted a Zero Waste goal of
90% diversion of waste from landfills by 2021. The City’s Zero Waste Operational Plan, adopted
in 2007, identified a number of initiatives that will help Palo Alto reach its Zero Waste goal.
The City has implemented the major initiatives identified in the plan, including:
§A Zero Waste collection contract
§Universal roll-out of recycling and composting to all customers
§Regional organics processing
§Construction debris diversion requirements
§Regional construction debris processing
§Use of emerging technology
The City’s diversion rate has increased from 62% in 2007 to 82% in 2016. “Diversion” includes
all waste prevention, reuse, recycling and composting activities that “divert” materials from
landfills.
In November 2016, the City Council approved the Sustainability and Climate Action Plan
Framework, Principles & Guidelines (SCAP) which identified a new goal of 95% by 2030.
This Zero Waste Plan identifies the new and expanded policies, programs and infrastructure
that will be needed to reach this goal.
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CURRENT ZERO WASTE PROGRAMS
The City contracts with GreenWaste of Palo Alto, Inc. (GreenWaste) to provide comprehensive
recycling and organics collection to all residential and commercial customers in Palo Alto. The
City and GreenWaste provide technical assistance to multifamily complexes, schools, and
commercial buildings pursuant to the City’s mandatory recycling and composting ordinance.
Recyclable materials are processed at the GreenWaste Material Recovery Facility where
commodities are segregated and sold to domestic and international markets. Organic materials
are processed at the Zero Waste Energy Development Corporation anaerobic digestion facility
which produces renewable energy to operate the facility. Excess energy produced at the facility
is sold to the power grid. The materials leftover from the digestion process are further
composted at the Z-Best compost facility.
The City also partners with the cities of Mountain View and Sunnyvale on the Sunnyvale
Materials Recovery and Transfer Station (SMaRT Station). The SMaRT Station processes mixed
garbage from Palo Alto and recovers recyclable and compostable materials that would have
otherwise gone to landfill.
The City has innovative outreach and education programs,
including Zero Waste Block Leaders and Champions and Green
Teams at most Palo Alto schools. The Zero Waste programs
are supported by the City’s Zero Waste policies, which include:
a tiered rate system to incentivize creating less garbage,
plastic bag and Styrofoam bans, construction debris recycling
and deconstruction incentives, Zero Waste requirements at
special events, and the City’s Environmentally Preferred
Purchasing Policy.
Attachment 1 includes a comprehensive list of the City’s current Zero Waste programs.
Waste Station Monitors at Barron Park Elementary
Color-coded Compost, Landfill and Recycle Bins
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TARGETED MATERIALS AND GENERATORS
Materials are generated from many different sources, including households, businesses,
institutions (like hospitals and schools), and construction sites. In 2016, 44% of landfilled
materials were from construction projects and 56% were from all other sources.
Construction projects have a high recycling rate. In 2016, they achieved 72% diversion.
However, there is so much construction activity that the 28% of construction materials that are
being landfilled still account for 44% of the total amount of waste landfilled by Palo Alto. These
materials include: composite materials (things stuck to other things), mixed residue and fines
(materials too small to recover for recycling), and non-recyclable items (including painted or
treated wood, rubber, non-recyclable plastics).
Zanker Materials Processing Facility
Construction
debris
44%Non-construction
garbage
56%
Total Tons of Landfilled Materials, 2016
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Material Composition
To plan for 95% diversion, the City conducted a waste characterization study profiling each of
the City’s non-construction garbage generator sectors, including residential, commercial,
industrial and institutional generators. In 2017, 27,165 tons of materials were disposed in
landfills from these non-construction sources.
The results of the waste characterization study show that 67% of what is currently thrown away
could have been recycled or composted through the City’s current programs.
Recyclable
32%
Compostable
35%
Not currently
recyclable
32%
Citywide Non-Construction Garbage Composition, 2017
(Curbside Collected Garbage)
27,165 tons
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The waste characterization study also identified the individual material types that were more
prevalent in the garbage. The following material types account for 52% of what is thrown away
by Palo Alto generators.
1. Edible food scraps (food that could have been eaten, but was thrown away) – 13%
2. Inedible food scraps (pits, peels, cores, shells, etc.) – 9%
3. Untreated medical waste (we need to work with our hospitals to address) – 8%
4. Paper tissues & towels (we need to put these in the green cart) – 8%
5. Clean paper (we need to put this in the blue cart) – 7%
6. Diapers (we need a disruptive solution) – 7%
Edible food scraps,
13%
Inedible food
scraps, 9%
Paper tissues &
towels, 8%
Clean paper, 7%
Untreated medical
waste, 8%Diapers, 7%
All other
materials
48%
Top Six Most Prevalent Material Types in the Garbage
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Single-Family Residential Material “Capture Rates”
A capture rate indicates what proportion of a material type is being placed in the correct
container. Capture rates for the single-family residential sector were able to be included in the
waste characterization study because waste samples were taken from the residential garbage,
recycle and compost containers. This was only done for the single-family residential sector due
to cost considerations.
Even though the garbage contains materials that could have been recycled or composted,
overall residents in Palo Alto are doing a good job of sorting materials correctly. Single-family
generators are “capturing” 86% of recyclable materials and 83% of compostable materials.
Some materials types, such as plastics, food and compostable paper have lower capture rates.
86%83%
99%93%93%
62%
98%
46%
30%
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RESEARCH AND PUBLIC INPUT
To identify solutions for achieving 95% diversion, the City conducted research and presented
the results at two citywide workshops. Over 100 different ideas were researched and vetted
using the U.S. EPA Managing and Transforming Waste Streams Tool.
Workshop participants received information about new policies, programs and infrastructure
projects that could be undertaken by the City to address materials generated by residential,
commercial, construction, and self-haul generators.
Participants then broke up into small groups for longer discussions about each of the
alternatives. Additional ideas were recorded and each person identified their high priority items
for implementation by the City.
Feedback was also gathered from the community through an online survey that asked for
opinions on specific initiatives, but also allowed for participants to add their own ideas.
Results from the workshops and survey are included in Attachment 2.
This input was used to develop the final list of Zero Waste initiatives for implementation in the:
§ Short-term (2018-2019)
§ Medium-term (2020-2026)
§ Long-term (2027-2030)
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NEW ZERO WASTE INITIATIVES
Forty-eight Zero Waste initiatives were identified for implementation in the short-term 2018-
2019, medium-term 2020-2026, and long-term 2027-2030. Under these time frames, the
initiatives are listed in order of landfill diversion potential and include efforts focused on waste
prevention, reuse, and recycling/composting using a variety of tactics such as changing local
and state policies, new or expanded programs, and infrastructure development.
For each initiative, the following impacts have been identified and estimated:
§ Potential landfill diversion tons - annual
§ Greenhouse gas (GHG) emissions reduction potential in metric tons of carbon dioxide
equivalent (MTCO2e) - annual
§ Staffing based on full-time equivalent (FTE) levels of existing staff – one time or ongoing
effort
§ Additional metrics for success
§ Key performance indicators (KPIs)
Some initiatives require hauler, contractor, or consultant support. Costs have been included for
those initiatives. The assumptions and calculations for the diversion and greenhouse gas
emissions reductions are included in Attachment 3.
Short-Term Programs (2018-2019)
The following 20 initiatives were chosen for short-term
implementation. These initiatives focus on materials that
make up a large percentage of our waste stream (e.g.,
construction and demolition), are natural outgrowths of
programs we already have (e.g., mandatory ordinance
enforcement), and/or improve our focus higher up the
waste hierarchy to waste reduction and reuse (e.g., waste
generation metric and goal, residential food waste
reduction).
1. Require Deconstruction and Source Separation of
Construction Materials – Explore the development of an
ordinance to require deconstruction and source separation
for the purposes of 1) increasing salvage/reuse to highest
extent possible, 2) increasing the amount and quality of
recyclable materials for all construction and demolition
projects. Demolishing entire buildings and combining the
materials in a single box would no longer be allowed.
Consider provisions that encourage or require recovery for
reuse as much as practical. Consider provisions that require
Adaptive reuse refers to the
process of reusing an old site or
building for a purpose other than
which it was built or designed
for. The Art Center is a local
example.
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commercial buildings to make materials available for salvage for a period of time and to publicly
advertise salvage opportunities (e.g., dates, times, materials available). Explore incentives to
encourage remodeling and adaptive reuse of buildings, including easier permitting and financial
incentives. Also consider adding a new metric and KPI for deconstruction.
Diversion Potential 3,330 tons
GHG Emissions Reduction Potential 8,580 MTCO2e
Staff Levels 0.2 FTE one time
Costs: Ongoing annual costs of $460,000 to add full time driver,
half-time administrative support, and additional processing for
GreenWaste, as well as $20,000 consultant support to monitor
customers for compliance
Additional Metrics for Success: Council adoption of municipal
code amendment requiring deconstruction and source separation
of construction materials
KPIs: Landfill reduction, GHG reduction
2. Direct Mixed Construction Materials to High Diversion Construction Materials Recycling
Facilities – Explore the development of an ordinance to require that all mixed construction and
deconstruction materials be delivered to a certified high diversion recycling facility and
investigate the feasibility of developing and implementing an automated data management
system.
Diversion Potential 2,320 tons
GHG Emissions Reduction Potential 7,850 MTCO2e
Staff Levels 0.02 FTE one time
Cost: $30,000 one time for consultant support
Additional Metrics for Success: Council adoption of municipal
code amendment requiring all mixed construction and
deconstruction materials be delivered to certified facilities
KPIs: Landfill reduction, GHG reduction
3. Mandatory Ordinance Enforcement for Commercial – Expand and improve outreach and
enforcement of sorting requirements for commercial customers (including multifamily
customers).
Diversion Potential 2,070 tons
GHG Emissions Reduction Potential 4,400 MTCO2e
Staff Levels 0.75 FTE ongoing
Costs: $60,000 annually for half-time GreenWaste Environmental
Outreach Coordinator
Additional Metrics for Success:
• Create enforcement procedure
• Implement enforcement procedure
KPIs: Landfill reduction, GHG reduction
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4. Construction Project Recycling Technical Assistance – Provide technical assistance and
outreach to contractors and permittees about the City’s ordinance requirements and provide
referrals to local reuse, recycling and deconstruction service providers.
Diversion Potential 1,900 tons
GHG Emissions Reduction Potential 4,890 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $300,000 over a 3 year period for consultant support,
$60,000 per year for half-time GreenWaste Environmental
Outreach Coordinator
Additional Metrics for Success:
•Develop outreach and technical assistance program and
materials for construction and deconstruction contractors
•Implement outreach and technical assistance program
KPIs: Landfill reduction, GHG reduction
5. Statewide Packaging and Product Design – Advocate for statewide packaging and product
design policies that encourage items to be repairable, reusable, fully recyclable/compostable,
and less-toxic. This includes membership in statewide organizations (California Product
Stewardship Council, Californians Against Waste) and submitting testimony to legislative and
regulatory proceedings.
Diversion Potential 790 tons
GHG Emissions Reduction Potential 1,500 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $10,000 annually for memberships
Additional Metrics for Success:
•Continue membership in CPSC and support of CAW
•Support legislation that furthers Zero Waste
•Support and participate in CalRecycle’s packaging
requirements policy creation
KPIs: Generation reduction, GHG reduction
6. Collect Additional Items for Landfill Diversion (e.g., diapers, aseptic containers, pet waste) –
Identify strategies to divert hard to recycle or compost items.
Diversion Potential 620 tons
GHG Emissions Reduction Potential 570 MTCO2e
Staff Levels 0.02 FTE one time
Costs: TBD ongoing
Additional Metrics for Success: Additional items collected for
recycling and/or composting
KPIs: Landfill reduction, GHG reduction
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7. Plastics Conversion - Develop pilots to convert non-recyclable plastics and multi-layered
products to useful chemicals or products.
Diversion Potential 590 tons
GHG Emissions Reduction Potential 950 MTCO2e
Staff Levels 0.02 FTE one time
Cost: TBD ongoing
Additional Metrics for Success: Participate in a plastics and multi-
layered products conversion pilot
KPIs: Landfill reduction, GHG reduction
8. Textile Collection for Reuse & Recycling – Research and implement a program for residents
and businesses to divert textiles for reuse and recycling. Investigate feasibility of adding bagged
or boxed textiles to the curbside collection program.
Diversion Potential 460 tons
GHG Emissions Reduction Potential 3,330 MTCO2e
Staff Levels 0.02 FTE one time
Costs: TBD ongoing
Additional Metrics for Success: Textile collection program added
to curbside collection program
KPIs: Landfill reduction, GHG reduction
9. Waste Reduction for Diapers – Explore incentives and
requirements for reusable and/or compostable diapers.
Diversion Potential 450 tons
GHG Emissions Reduction Potential 390 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $20,000 one time for consultant support
Additional Metrics for Success:
• Determine the type of diaper(s) to incentivize
• Establish an incentive program for reusable and/or
diapers
KPIs: Generation reduction, Landfill reduction, GHG reduction
10. Increase Collection of Reusable Items in the Clean Up Day Program – Enhance the reusable
items component of the by-appointment Clean Up Days for both resident and businesses.
Consider adding an additional clean-up day and collecting on a neighborhood wide basis.
Consider partnering with a non-profit(s).
Diversion Potential 390 tons
GHG Emissions Reduction Potential 1,730 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $187,000 annually to add one full-time driver and to
expand outreach and noticing
Additional Metrics for Success: Enhance the reuse element of the
Clean Up Day program and include a partnership with at least one
local reuse non-profit
KPIs: Landfill reduction, GHG reduction
Diapers comprise 16% of all
residential discards (7% citywide)
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11. Outreach and Technical Assistance for Self-Haul – Develop outreach and technical
assistance to customers that self-haul materials generated within Palo Alto.
Diversion Potential 380 tons
GHG Emissions Reduction Potential 980 MTCO2e
Staff Levels 0.02 FTE one
time
Costs: $30,000 per year for 3 years for consultant support
Additional Metrics for Success:
• Develop outreach and technical assistance program and
materials for self-haul customers
• Implement outreach and technical assistance program
KPIs: Landfill reduction, GHG reduction
12. Residential Food Waste Reduction – Expand outreach and education programs to reduce
wasted food. Learn the barriers and benefits for Palo Alto residents so outreach addresses
those that lead to measurable change.
Diversion Potential 310 tons
GHG Emissions Reduction Potential 270 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $20,000 one time for consultant support
Additional Metrics for Success:
• Conduct food waste reduction barriers and benefits
research
• Create an engagement program based on that research
KPIs: Generation reduction, Landfill reduction, GHG reduction
13. Foodware Packaging Reduction Plan – Develop a Foodware Packaging Reduction Plan to
reduce the amount of single-use, disposable foodware packaging generated in Palo Alto,
encourage reusable foodware items, and to ensure that the single-use disposable items that
are generated are recycled or composted. As a first phase of implementation, explore the
development of an ordinance to require some single-use items (e.g., cutlery, straws, stirrers) to
be compostable in Palo Alto’s program and provided only upon request.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.1 FTE one time
KPIs: Generation reduction, landfill reduction, GHG reduction
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14. Add a Waste Generation Metric(s) and Goal(s) to the
Current Landfill Diversion Goals – Explore metrics to adopt
that focus on reducing the creation of waste. Establish
targets for reducing discarded materials (garbage, recycle,
and compost). Include metrics that address climate/carbon
impacts and footprints.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $10,000 one time for consultant support
Additional Metrics for Success: Waste reduction metric and
targets adopted by Council
KPIs: Generation reduction, GHG reduction
15. Wood to Biochar – Explore the production and
application of biomass power-generation technology from
tree trimming operations and the residual biochar application
on public lands within the City.
Diversion Potential 240 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Cost: TBD ongoing
Additional Metrics for Success: Determine the cost effectiveness
and feasibility of wood to biochar for Palo Alto
KPIs: Landfill reduction, GHG reduction
16. Color Tinted Clear Bags – Explore the development of an
ordinance to require all commercial customers who use bags
to use color-tinted clear plastic bags (blue tint for recycle,
green tint for compost, clear for garbage) and compostable
bags for compost to consolidate materials by material type
for better monitoring and enforcement of waste sorting.
Diversion Potential 230 tons
GHG Emissions Reduction Potential 430 MTCO2e
Staff Levels 0.02 FTE one
time
Additional Metrics for Success: Municipal code amendment
requiring color tinted clear bags adopted by Council
KPIs: Landfill reduction, GHG reduction
17. Commercial Food Donations – Building on the 2015 Food Rescue Services, Barriers, and
Recommendations in Santa Clara County, continue participation in County’s Silicon Valley Food
Rescue working group to create a sustainable food rescue system in Santa Clara County, where
all surplus edible food goes to food insecure people. Consider policies and programs applicable
GreenWaste’s all-electric collection
truck contributes to the City’s
greenhouse gas reduction goals.
Biochar is charcoal used as a soil
amendment. Biochar is a stable
solid, rich in carbon, and can
endure in soil for thousands of
years. Like most charcoal,
biochar is made from biomass via
pyrolysis. Biochar application to
soil is being evaluated as an
approach to carbon sequestration.
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in Palo Alto according to the findings from the county working group. Integrate with food waste
prevention efforts.
Diversion Potential 160 tons
GHG Emissions Reduction Potential 140 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Continue involvement in Silicon Valley Food Rescue
• Pilot A La Carte food truck in Palo Alto
KPIs: Landfill reduction, GHG reduction
18. Encourage Residential Application of Compost – Explore the feasibility of making compost
available to residents for no charge to encourage its use.
Diversion Potential 30 tons
GHG Emissions Reduction Potential 30 MTCO2e
Staff Levels 0.02 FTE one time
Cost: $10,000 on going
Additional Metrics for Success:
• Increase markets for organic materials
• Achieve co-benefits carbon sequestration
KPIs: Landfill reduction, GHG reduction
19. Sustainable Repair Café Function - Work with Repair
Café leaders and other repair community stakeholders to
explore ways to create a permanent, sustainable Repair
Café function.
Diversion Potential 150 tons
GHG Emissions Reduction Potential 770 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Increase number of repaired items
per year and increase use of repair and reuse services over buying
new items
KPIs: Generation reduction, Landfill reduction, GHG reduction
20. Improve Recycling Collection and Processing – Explore the feasibility of adding an
additional collection route to improve processing of contaminated recyclables to reduce
rejection of the materials in the market. Provide more and better sorting of marginally
contaminated recyclables at the processing facility to ensure the marketability of the materials.
Diversion Potential 380 tons
GHG Emissions Reduction Potential 770 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $371,000 ongoing for an additional driver and enhanced
sorting for GreenWaste
Additional Metrics for Success: Increase quality of recycled
feedstocks and reduce rejection of contaminated loads
KPIs: Landfill reduction, GHG reduction
Silicon Valley legend Dan Kottke
helped out at the fourth Palo Alto
Repair Café. Dan is known as
'Apple employee number one'
and was a major contributor to the
Apple I, Apple II and the first
Macintosh computers.
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Medium-Term Programs (2020-2026)
The following 18 initiatives were chosen for medium-term implementation. These initiatives
focus on continuing to increase waste prevention and reuse/repair efforts within the
community, but also planning for improved material processing.
21. Improve Municipal Solid Waste (MSW), Recyclable Materials, and Compostable Materials
Processing - Use Request for Proposal process to pursue more effective material recovery
facilities for MSW when SMaRT agreement ends in 2021. At a minimum, ensure that residues
after processing are further composted or digested to minimize landfilling.
Diversion Potential 2,820 tons
GHG Emissions Reduction Potential 5,240 MTCO2e
Staff Levels (RFP development not included) 0.1 FTE one time
Additional Metrics of Success: Council approval of a new contract
for more effective MSW processing
KPIs: Landfill reduction, GHG reduction
22. Mandatory Ordinance Enforcement for Residential - Expand residential outreach efforts
(e.g., pilot providing posters on carts or inside lids). Explore providing periodic auditing of
residential collection containers and provide outreach and education to residents to ensure
that they are aware of the mandatory recycling program and how to comply with more
outreach provided to residents who require more assistance (as indicated by audit results).
Explore options for shared containers.
Diversion Potential 1,380 tons
GHG Emissions Reduction Potential 2,320 MTCO2e
Staff Levels 0.2 FTE ongoing
Additional Metrics for Success:
• Increase participation in residential recycling and
composting program
• Decrease contamination in the recycle, compost and
landfill containers
KPIs: Landfill reduction, GHG reduction
23. Commercial Waste Prevention Technical Assistance - Expand commercial technical
assistance program to include waste prevention and reuse. Provide tools to identify and
redesign wasteful practices, products and packaging, make business case for Zero Waste, and
purchase more environmentally preferred products (e.g., the current ReThink Disposable
program).
Diversion Potential 890 tons
GHG Emissions Reduction Potential 1,890 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success: Reduce generation of products
and packing at Palo Alto businesses and institutions
KPIs: Generation reduction, Landfill reduction, GHG reduction
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24. Business Outreach (presentations, door-to-door outreach, Zero Waste Champions) - Expand
outreach and technical assistance to industrial, commercial and institutional generators
addressing recycling and/or composting logistics and increasing employee participation.
Conduct focus group on how to make recycling and composting more intuitive.
Diversion Potential 890 tons
GHG Emissions Reduction Potential 1,890 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Increase participation in recycling and composting
programs
• Promote Zero Waste culture at Palo Alto businesses and
institutions
KPIs: Generation reduction, Landfill reduction, GHG reduction
25. Plastic Recovery Facility - Participate in the development of a regional plastic recovery
facility for hard to recycle plastics with recycling service providers, business generators, and
other communities throughout the Bay Area.
Diversion Potential 590 tons
GHG Emissions Reduction Potential 950 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Determination of the feasibility of
a regional plastic recovery facility
KPIs: Landfill reduction, GHG reduction
26. Foodware Packaging Reduction – Continue implementation
of the Foodware Packaging Reduction Plan. Explore modification
of the foodware ordinance to require: 1) use of reusables
(dishes, cups, utensils) for on-site dining; 2) a reusable takeout
packaging option; 3) a charge for disposable takeout foodware
(e.g., cups, clamshells); and 4) all disposable foodware be free of
certain highly toxic chemicals known to migrate into food and
beverages and be compostable in the City’s waste management
programs.
Diversion Potential 420 tons
GHG Emissions Reduction Potential 780 MTCO2e
Staff Levels 0.1 FTE one time
Additional Metrics for Success: Council adoption of modified
foodware ordinance to further reduce foodware packaging
KPIs: Generation reduction, Landfill reduction, GHG reduction
27. Commercial Food Waste Prevention - Explore expansion of outreach to grocery stores,
restaurants, school cafeterias and other food generators on opportunities and practices to
prevent food waste. Work with Santa Clara County, local business, and regional industry
associations to hold Waste Less Food panels. Incentivize food waste reduction tools such as
Lean Path, etc.
10 downtown restaurants are
participating in the City’s Go Box
pilot.
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Diversion Potential 420 tons
GHG Emissions Reduction Potential 370 MTCO2e
Staff Levels 0.05 FTE ongoing
Additional Metrics for Success: Reduce generation of wasted food
KPIs: Generation reduction, Landfill reduction, GHG reduction
28. Improve Green Purchasing - Finalize the update to the City’s Environmentally Preferred
Purchasing Policy and operating procedures. Include plans for staff education and policy
awareness. Contract staff support contingent on budget approval.
Diversion Potential 380 tons
GHG Emissions Reduction Potential 1,300 MTCO2e
Staff Levels 0.04 FTE one time
Costs: $120,000 for contract staff support
Additional Metrics for Success: Updated Environmentally
Preferred Purchasing Policy adopted
KPIs: Generation reduction, Landfill reduction, Toxics reduction,
GHG reduction
29. Issue Waste Reduction Grants - Explore the feasibility of providing grants to non-
governmental organizations (NGOs), schools, businesses and/or individuals to assist the
community to implement innovative reduction, reuse, recycling and composting programs and
to help foster the culture change needed to achieve Zero Waste. NGOs outside of the city that
provide services within the city should be eligible for grants (e.g., gleaners).
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $10,000 annual grant program
Additional Metrics of Success: Implementation of grants program
supporting local NGOs in waste prevention and recycling
KPIs: Generation reduction, Landfill reduction, Toxics reduction,
GHG reduction
30. Incentives for Reuse, Rental, Repair Industry - Explore the feasibility of providing incentives
for reuse, rental and repair through contract incentives, material exchanges, wood reuse, and
direct assistance.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics of Success: Development of repair and reuse
culture in Palo Alto
KPIs: Generation reduction, Landfill reduction, GHG reduction
31. Bans or Fees – Identify additional toxic, hard to recover products, or packaging for
regulation (through bans, takebacks, fees, incentives or other regulation). Targeted materials
could include expanded polystyrene foam products that are not included in the current ban
(such as meat trays and egg cartons), delivery service packaging (such as cold packs and non-
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recyclable plastics), Mylar packaging (such as chip bags and juice pouches), or other hard to
recover products or packaging.
Diversion Potential 260 tons
GHG Emissions Reduction Potential 300 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Council adoption of new
ordinances addressing hard-to-recycle products or packaging
KPIs: Generation reduction, Landfill reduction, GHG reduction
32. Residential Food Donations - Expand Palo Alto’s current residential food sharing network
(gleaning, donations). Integrate with food waste prevention efforts.
Diversion Potential 200 tons
GHG Emissions Reduction Potential 180 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success:
•Increase donations and gleaning
•Promote sharing economy
KPIs: Landfill reduction, GHG reduction
33. Retailer Take-Backs – Explore the development of an ordinance to require retailers to
takeback key products and packaging that they sell to improve convenience for consumers or to
collect materials that are not acceptable in the curbside recycling program (e.g., batteries,
pharmaceuticals, compact fluorescent bulbs). Research should include: options for extended
producer responsibility for manufacturers and distributers with pickup points at retail sites
(such as in the Alameda County pharmaceutical takeback ordinance); and “milk run” pickups
from retail sites by the City’s contractor or household hazardous waste program (such as the in
the San Luis Obispo Integrated Waste Agency takeback program). Coordinate with neighboring
cities to adopt ordinances at same time, and/or to take effect once all neighboring cities adopt.
Diversion Potential 190 tons
GHG Emissions Reduction Potential 320 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Council adoption of take-back
ordinances addressing hard-to-recycle products or packaging
KPIs: Landfill reduction, GHG reduction
34. No Green or Brown Colored Non-Compostable Produce Bags – Explore the development of
an ordinance to prohibit the sale or distribution of green or brown-tinted produce bags that are
not compostable. Clear bags and produce bagged outside of City (e.g., potatoes packed in
brown bags to reduce oxidation) would be permissible.
Diversion Potential 120 tons
GHG Emissions Reduction Potential 110 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Council adoption of new
ordinance addressing non-compostable bags
KPIs: Landfill reduction, GHG reduction
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35. Residential Outreach to Encourage Zero Waste Lifestyle - Expand outreach and education
programs to promote adoption of a “Zero Waste lifestyle.” Promote online resources and best
practices for reducing waste. Conduct focus group on how to make recycling and composting
more intuitive.
Diversion Potential 80 tons
GHG Emissions Reduction Potential 110 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Expand adoption of Zero Waste Lifestyle
• Promote Zero Waste culture with Palo Alto residents
KPIs: Landfill reduction, GHG reduction
36. Free Collection of Small Quantities of Construction Debris from Residents - Explore
providing a reuse and recycling opportunity for small quantities of building materials that are
generated through home improvement projects. Investigate feasibility of collecting small
amounts of mixed construction debris in a special container.
Diversion Potential 20 tons
GHG Emissions Reduction Potential 0 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Small quantities of reusable and
recyclable building materials added to on-call collection program
KPIs: Landfill reduction, GHG reduction
37. Promote Access to Goods Over Ownership - Explore how to promote services that provide
short term rentals of reusable goods such as tools, sports equipment, party equipment (tables,
chairs, serving utensils), as well as sharing websites. Explore a membership-based program that
promotes community resource sharing while leveraging communal purchasing power (e.g., a
Tool Library delivers affordable tool-lending services to individuals, businesses, and civic or
community organizations).
Diversion Potential 10 tons
GHG Emissions Reduction Potential 80 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics of Success: Further enhancement of a reduce
and reuse culture in Palo Alto
KPIs: Generation reduction, GHG reduction
38. Reusable Filling Stations at Stores and Zero Waste Supermarkets - Explore the promotion
of purchasing items in bulk bins and bulk packages at local stores, the expansion of bulk bin
sales at local stores, and Zero Waste supermarkets (everything is sold in bulk).
Diversion Potential 10 tons
GHG Emissions Reduction Potential 10 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics of Success: Increase in locations for bulk
purchasing in Palo Alto
KPIs: Generation reduction, Landfill reduction, GHG reduction
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Long-Term Programs (2027-2030)
The final 10 initiatives were chosen for long-term implementation. These initiatives include
more collaborative efforts.
39. Every Other Week Garbage Collection – Explore every other week garbage collection
service options for both residential and commercial customers.
Diversion Potential 4,310 tons
GHG Emissions Reduction Potential 6,980 MTCO2e
Staff Levels 0.1 FTE one time
Additional Metrics for Success:
• Achieve greater collection efficiencies
• Increase participation in recycling and compost
• Decrease contamination of recycling and compost in the
trash
KPIs: Generation reduction, Landfill reduction, GHG reduction
40. Building Materials Reuse Center - Investigate the
feasibility of creating a Building Materials Reuse Center in
the region for the sale of salvaged building materials. The
building materials would be available for sale to the public
and the Center would provide an outlet for resale from
deconstruction.
Diversion Potential 670 tons
GHG Emissions Reduction Potential 2,840 MTCO2e
Staff Levels 0.05 FTE one time
Additional Metrics for Success: Local resource for reused building
materials
KPIs: Landfill reduction, GHG reduction
41. Require Items to be Reusable, Compostable, or
Recyclable - Explore the development of an ordinance to
require all products and packaging sold in Palo Alto to be
reusable, compostable, or recyclable, in that order of
priority.
Diversion Potential 470 tons
GHG Emissions Reduction Potential 880 MTCO2e
Staff Levels 0.05 FTE one time
Additional Metrics for Success: Council adoption of ordinance
requiring reusable, compostable or recyclable products
KPIs: Landfill reduction, GHG reduction
42. Market Development (local, regional, state, national) - Explore more active promotion of
local businesses that repair, refurbish, market, and sell used, recycled content or compost
products (through on-line resource guides, outreach and advertising); and local flea market.
Since 2016, 25% of the City’s whole
house demolition projects have been
deconstructed instead of demolished.
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Consider expanding promotion of garage sales for sale of reusable items and swaps for
household goods (e.g., clothing, toys).
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Promotion and visibility of repair and reuse organizations
within the region
• Increased use of recycled content and compost products.
KPIs: Landfill reduction, GHG reduction
43. Recycling, Reuse & Repair Directory - Explore adding reuse and repair locations to
RecycleWhere and/or developing a supplemental web-based directory specific to reuse and
repair. This new directory could also include Zero Waste vendors and caterers.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Comprehensive resource about
how to recycle, reuse or repair anything in Palo Alto
KPIs: Generation reduction, Landfill reduction, GHG reduction
44. Zero Waste Research Initiative - Work collaboratively with industry, government and
educational institutions to find new solutions for items that are hard to reuse, recycle or
compost in Palo Alto, connecting with the latest developments, innovation and innovative
funding (including venture capital). Work with Stanford University on research, development,
and policies to support innovations.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.04 FTE one time
Additional Metrics for Success:
• Engagement with regional partners
• Adoption by local educational institutions
KPIs: Generation reduction, Landfill reduction, Toxics reduction,
GHG reduction
45. Reuse Exchange - Explore and develop a program that encourages businesses to
institutionalize internal reuse – reuse closets for office supplies or tools, surplus sales to other
businesses, remnants, surplus goods and equipment, donating goods to non-profits and, finally,
giving items away.
Diversion Potential 230 tons
GHG Emissions Reduction Potential 940 MTCO2e
Staff Levels 0.04 FTE ongoing
Additional Metrics for Success:
• Adoption of practice by local businesses and institutions
• Transition to sharing economy
KPIs: Generation reduction, Landfill reduction, GHG reduction
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46. Promote Zero Waste Credits in CalGreen Building Code (reuse, recycling, composting, and
recycled products) - Participate in Green Building Advisory Group. Provide information on Palo
Alto Zero Waste policies and programs for construction and demolition and advocate for
statewide requirements that support Zero Waste in CalGreen Building Code.
Diversion Potential 190 tons
GHG Emissions Reduction Potential 490 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Universal adoption of Zero Waste
programs in construction and deconstruction
KPIs: Landfill reduction, GHG reduction
47. Businesses Recognition - Assess city and non-city recognition and certification programs
active in Palo Alto (e.g., certified Green business, certified Zero Waste facilities, Business
Environmental Network). Explore ways to bolster programs. Hold opportunities and challenges
meet-ups with representatives. Develop on-going cooperation agreements. Work with
Chamber of Commerce and Palo Alto Downtown Business and Professional Association,
regarding (re)integrating green priorities and projects into each group’s mission and vision as
per the Economic Development Policy. Engage with large janitorial contractors to support “back
of house” recognition. Develop draft multi-year Green Business Recognition Strategy. Hold
quarterly meet-ups for businesses interested in going green including all interested parties.
Diversion Potential 30 tons
GHG Emissions Reduction Potential 60 MTCO2e
Staff Levels 0.04 FTE ongoing
Additional Metrics for Success:
• Increase exposure of Zero Waste businesses
• Promotion of Zero Waste culture
KPIs: Generation reduction, Landfill reduction, GHG reduction
48. Palo Alto Businesses Product & Packaging Redesign - Launch/participate in a regional
initiative to encourage businesses to use reusable, recycled content and eco-friendly materials
in the design and redesign of new and existing products and packaging; collaborate with local
economic development staff to provide assistance and incentives. Support the San Jose
Recycled Market Development Zone and encourage Palo Alto businesses to buy recycled
content products from them.
Diversion Potential 30 tons
GHG Emissions Reduction Potential 60 MTCO2e
Staff Levels 0.1 FTE one time
Additional Metrics for Success: Local leadership in product and
packaging redesign
KPIs: Generation reduction, Landfill reduction, GHG reduction
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COSTS AND KEY PERFORMANCE INDICATORS
Zero Waste Initiatives Projected
Diversion
Projected
GHG
Reduction
Estimated Costs
FTE = Full Time
Equivalent
$ = Hauler/Contractor/
Consultant Support
KPIs
GR = Generation Reduction
LR = Landfill Reduction
TR = Toxics Reduction
GHG = GHG Reduction
(Tons) (MTCO2e) FTE $ GR LR TR GHG
Short-Term (2018-2019)
1. Require Deconstruction and Source Separation of Construction Debris 3,330 8,580 0.21 $480K · ·
2. Direct Mixed Construction Debris to High Diversion Construction
Debris Recycling Facilities
2,320 7,850 0.21 $30K1 · ·
3. Mandatory Ordinance Enforcement for Commercial 2,070 4,400 0.75 $60K · ·
4. Construction Debris Recycling Technical Assistance 1,900 4,890 0.021 $300K1
$60K · ·
5. Statewide Packaging and Product Design 790 1,500 0.02 $10K · ·
6. Collect Additional Items for Landfill Diversion 620 570 0.021 TBD · ·
7. Plastics Conversion 590 950 0.021 — · ·
8. Textile Collection for Reuse & Recycling 460 3,330 0.21 TBD · ·
9. Waste Reduction for Diapers 450 390 0.021 $20K1 · · ·
10. Increase Collection of Reusable Items in the Clean Up Day Program 390 1,730 0.021 $187K · ·
11. Outreach and Technical Assistance for Self-Haul 380 980 0.021 $90K1 · ·
12. Residential Food Waste Reduction 310 270 0.021 $20K1 · · ·
13. Foodware Packaging Reduction Plan 290 470 0.11 — · · ·
14. Add a Waste Generation Metric and Goal to the Current Landfill
Diversion Goals
290 470 0.021 $10K1 · ·
15. Wood to Biochar 240 470 0.021 TBD · ·
16. Color Tinted Clear Bags 230 430 0.021 — · ·
17. Commercial Food Donations 160 140 0.02 — · ·
18. Encourage Residential Application of Compost 30 30 0.021 $10K · ·
19.Sustainable Repair Café Function 150 770 0.02 — · · ·
20.Improve Recycling Collection and Processing 380 770 0.021 $371K · ·
Subtotal 15,380 38,990 1.75 $1.65M
1One time staff support or one time costs
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Zero Waste Initiatives Projected
Diversion
Projected
GHG
Reduction
Estimated Costs
FTE = Full Time
Equivalent
$ = Hauler/Contractor/
Consultant Support
KPIs
GR = Generation Reduction
LR = Landfill Reduction
TR = Toxics Reduction
GHG = GHG Reduction
(Tons) (MTCO2e) FTE $ GR LR TR GHG
Medium-Term (2020-2026)
21.Improve Municipal Solid Waste (MSW), Recyclable Materials, and
Compostable Materials Processing
2,820 5,240 0.11 $2 · ·
22.Mandatory Ordinance Enforcement for Residential 1,380 2,320 0.2 · ·
23.Commercial Waste Prevention Technical Assistance 890 1,890 0.02 · · ·
24.Business Outreach 890 1,890 0.02 · · · ·
25.Plastic Recovery Facility 590 950 0.021 · ·
26.Foodware Packaging 420 780 0.11 · · ·
27.Commercial Food Waste Prevention 420 370 0.05 · · ·
28.Improve Green Purchasing 380 1,300 0.041 $120K · · · ·
29.Issue Waste Reduction Grants 290 470 0.02 $10K · · · ·
30.Incentives for Reuse, Rental, Repair Industry 290 470 0.021 · · ·
31.Bans or Fees 260 300 0.021 · · ·
32.Residential Food Donations 200 180 0.021 · ·
33.Retailer Take-Backs 190 320 0.021 · ·
34.No Green or Brown Colored Non-Compostable Produce Bags 120 110 0.021 · ·
35.Residential Outreach to Encourage Zero Waste Lifestyle 80 110 0.02 · · ·
36.Free Collection of Small Quantities of Construction Debris from
Residents
20 0 0.021 · ·
37.Promote Access to Goods Over Ownership 10 80 0.021 · ·
38.Reusable Filling Stations at Stores and Zero Waste Supermarkets 10 10 0.021 ·· ·
Subtotal 9,260 16,790 0.75 $130K
1One time staff support or one time costs
2Most medium- and long-term costs are to be determined
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Zero Waste Initiatives
Projected
Diversion
Projected
GHG
Reduction
Estimated Costs
FTE = Full Time
Equivalent
$ = Hauler/Contractor/
Consultant Support
KPIs
GR = Generation Reduction
LR = Landfill Reduction
TR = Toxics Reduction
GHG = GHG Reduction
(Tons) (MTCO2e) FTE $ GR LR TR GHG
Long-Term (2027-2030)
39. Every Other Week Garbage Collection 4,310 6,980 0.11 $2 · · ·
40. Building Materials Reuse Center 670 2,840 0.051 · ·
41. Require Items to be Reusable, Compostable, or Recyclable 470 880 0.051 · ·
42. Market Development 290 470 0.02 · ·
43. Recycling, Reuse & Repair Directory 290 470 0.021 · · ·
44. Zero Waste Research Initiative 290 470 0.041 · · · ·
45. Reuse Exchange 230 940 0.04 · · ·
46. Promote Zero Waste Credits in CalGreen Building Code 190 490 0.021 · ·
47. Businesses Recognition 30 60 0.04 · · ·
48. Palo Alto Businesses Product & Packaging Redesign 30 60 0.11 · · ·
Subtotal 6,800 13,660 0.48
Total 31,440 69,440 2.98 $1.78M
1One time staff support or one time costs 2Most medium- and long-term costs are to be determined
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DIVERSION ESTIMATES AND GREENHOUSE
GAS EMISSIONS REDUCTION POTENTIAL
Implementing the Zero Waste initiatives identified in this plan update will help the City achieve
its 95% goal. Using conservative estimates for capture rates by material type, the short-,
medium-, and long-term Zero Waste initiatives would result in an additional 31,000 tons per
year diverted from landfill. The assumptions and calculations are included in Attachment 3.
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Waste prevention, recycling and composting activities also reduce greenhouse gas emissions.
Using the U.S. EPA Waste Reduction Model (WARM), the Zero Waste initiatives to be
undertaken in the short-, medium- and long-term are estimated to reduce greenhouse gas
emissions by approximately 69,000 metric tons of carbon dioxide equivalent. The calculations
and projections using WARM are included in Attachment 3. This will contribute to the City’s
greenhouse gas emissions reduction goal of 80% below 1990 levels by 2030.
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ATTACHMENT 1
CURRENT POLICIES AND PROGRAMS
Policies
§ Rate Structure Incentive (pay as you throw)
§ Service Provider Incentives and Requirements
§ Environmentally Preferred Purchasing Policy
§ Product policies (e.g., polystyrene and plastic bag bans)
§ Construction and Demolition Recycling Requirements
§ Zero Waste Requirements for Special Events
§ Recycling and Composting Ordinance (recycling and composting are required)
§ Zero Waste goal
§ Zero Waste included in Climate Action Plan
Programs
§ Universal Recycle and Compost Collection
§ Anaerobic Digestion of Compostable Material
§ Municipal Solid Waste Processing after source
separation
§ Mixed Construction and Demolition Processing
§ Commercial Technical Assistance
§ Zero Waste Block Leaders and Champions
§ Support for Repair Café and Share Faires
§ Home Composting workshops and free
compost bins as incentive
§ Outreach and Education
− What Goes Where annual outreach
− New resident/customer welcome information
− General program outreach – workshops, shred events, Repair Café dates, etc.
− Food waste reduction annual outreach
− Give an experience annual outreach – holiday waste reduction
− Monthly Zero Waste tip
− Zero Waste eNewsletter
− Community Based Social Marketing efforts
Most of the Zero Waste Block Leaders host “party
packs” (reusable plates, cups, napkins, and cutlery)
that neighbors can borrow to reduce waste from
parties and picnics.
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ATTACHMENT 2
WORKSHOP AND SURVEY RESULTS
Poster versions of the following matrix were presented at the workshops on January 25th and
27th. Participants in the workshops used “dot voting” to indicate their preferred policies and
programs. The votes are indicated on the matrix using orange dots for the January 25th
workshop and blue dots for the January 27th workshop.
Comments from the workshop participants were added to the matrix and are highlighted in
different colors: January 25th workshop in orange, January 27th in blue.
The City also conducted an online survey using Survey Monkey. General comments from the
survey were documented and matched up with the initiatives and included in the matrix.
Comments from the survey respondents are highlighted in green.
Notes in the matrix indicate whether each comment was incorporated into the initiative
descriptions or otherwise addressed. The initiatives were updated and renumbered for
presentation in the plan based on whether they were recommended for implementation in the
short-, medium-, or long-term. Some of the initiatives presented at the workshop were
combined or renamed and the descriptions were updated for inclusion in the plan.
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Initiative Description Targeted Materials Cost Dot Voting Term
Community-Wide Policies
Any way to incorporate diversity into Zero Waste? Comment noted and is listed as a possible future project as part of this initiative.
Integrate sustainability priorities into all City projects Comment noted and is listed as a possible future project as part of this initiative.
Lead by example Comment noted and included 3.CW8. Improve green purchasing.
19.CW1. Bans or Fees Ban or limit sales of toxic or hard to recover
products and product packaging by ordinance.
Ban additional uses of expanded polystyrene
foam (EPS). Adopt point-of-sale fees for products
that are toxic, hard to reuse, recycle or compost
and/or certain disposable items to incentivize
customer reuse. Explore with express delivery
services how to reduce packaging, takeback
packaging and use reusables more.
Flexible plastic pouches, Mylar
packaging, cold packs,
composite film plastic, hard-
to-recycle products (e.g.
disposable diapers) and
packaging (e.g. EPS blocks).
Staff time •
•
Short – research which
products and packaging
to target
Medium – adopt
Ordinances after develop
Plan for each ban.
Work with Amazon and other mail delivery vendors to reduce packaging waste
(try reusables)
Comment noted and is
listed as a possible future
project as part of this
initiative.
How to address Mylar packaging? Comment noted and product is on our list of items to possibly address.
Ban additional Styrofoam products Short term– research additional Styrofoam products
Need additional motivation to further reduce and reuse Included in #19
Support fees on disposable hot and cold beverage cups at local shops,
on straws and disposable utensils, and on disposable takeout containers
Included in #19
Support reusable, compostable or recyclable packaging alternatives including
through consumer pressure
Included #19
Support bans to reduce wasting Included in #19
Increase disposal fees Included in #19
36.CW2. Require items to be
reusable, recyclable or
compostable
Require all products and packaging sold in Palo
Alto be reusable, recyclable or compostable by
ordinance.
Non-reusable, non-recyclable,
non-compostable products and
packaging
Staff time •• Long
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Initiative Description Targeted Materials Cost Dot Voting Term
20.CW3. Reusables for
takeout beverages and
packaging; not single-use
packaging
Require reusables for takeout beverages and
packaging in foodware ordinance. Only allow
single-use items (e.g. cutlery, straws, sauce
packets) to be provided “on request.” Enforce
“front of house” sorting at restaurants and
businesses.
Foodware packaging, including
paper and plastic
Staff time Medium
All disposables (cutlery, straws, sauce packets) provided “on request” (still need
to allow compostables)
Comment noted and will be considered for incorporate into #20 as part of the broader
requirement
Require “front of house” sorting at restaurants and businesses and provide
customized posters
Already required in Palo Alto
Require reusable coffee cups – like in London Included in #20
Support incentive policies and programs encouraging reusables over disposables Included in #20
1.CW4. Color tinted clear
bags
Require all residents and businesses who use
bags to use color-tinted clear plastic bags (blue
tint for recycle, green tint for compost, clear for
garbage) to consolidate materials by ordinance
for better monitoring of materials.
Recyclable and compostable
materials
Staff time • Short
Require customers to bag garbage and compostables Not recommended to include in plan
21.CW5. No green or brown
colored non-compostable
produce bags
Ban the sale or distribution of green or brown-
tinted empty produce bags that are not
compostable by ordinance. Clear bags and
produce bagged outside of City (e.g., potatoes
packed in brown bags to reduce oxidation)
would be permissible.
Film plastic, plus organics Staff time Medium
Give free compostable bags to community Not recommended
Require compostable produce bags Not recommended
Should not apply to produce bagged outside of city (e.g., potatoes packed in
brown bags to reduce oxidation)
Included in #21
2.CW6. Statewide packaging
and product design
Advocate for statewide packaging policies
including membership in statewide organizations
(California Product Stewardship Council,
Californians Against Waste) and submitting
testimony to legislative and regulatory
proceedings.
Hard-to-recycle products and
packaging
Staff time
+
membershi
ps
$10k max
••••••••••
•••••
Short
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Initiative Description Targeted Materials Cost Dot Voting Term
Reduce packaging Included in #2
22.CW7. Retailer take-backs
(voluntary, mandatory)
Ask retailers to takeback products and packaging
that they sell to improve convenience for
consumers or to collect materials that are not
acceptable in the curbside recycling program
(e.g., batteries, pharmaceuticals, compact
fluorescent bulbs). Research which items
retailers should be required to takeback by
ordinance. Coordinate with neighboring cities to
adopt ordinances at same time, and/or to take
effect once all neighboring cities adopt.
Universal waste, non-
recyclable products and
packaging
Staff time ••
•
Short – Ask retailers to
takeback targeted
products and/or
packaging that they sell.
Medium – Require
retailers to takeback
targeted products and/or
packaging that they sell.
Don’t hurt local businesses. People will go to other cities to buy. Comment noted
3.CW8. Improve green
purchasing
Finalize Environmentally Preferred Purchasing
Policy update and train all City staff regarding
that Policy. Develop standard operating
procedures and education campaign and
include in employee performance review
targets.
Reusable materials, recycled-
content, recyclable and
compostable products, and
compost products
Staff time
••
•
Short
9. Product & packaging fees Adopt point-of-sale fees for products that are
toxic, hard to reuse, recycle or compost and/or
certain disposable items to incentivize customer
reuse.
Hard-to-recycle and recyclable
and compostable products and
packaging examples?
Packaging such as Styrofoam
blocks
Staff time
Include in 1
4.CW9. Change from a
diversion goal to a
generation goal
Research additional metrics that focus first on
eliminating and reducing consumption and
wasteful practices, then reusing products and
packaging, and then recycle or compost
remaining discarded materials. Include metrics
that address climate/carbon impacts and
footprints.
All Staff time
+ consultant
assistance
$10k max
••••••••••
•
••••
Short
Climate/carbon metric/footprint
Metric valuing reduce, reuse over disposal
Include in #4
Time urgency: due to climate change, we need to do more/faster Made #4 a short-term item
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Initiative Description Targeted Materials Cost Dot Voting Term
Community-Wide Programs
23.CW10. Issue waste
reduction grants
Research the feasibility of providing grants to
non-governmental organizations (NGOs),
schools, businesses and/or individuals to assist
the community to implement innovative
reduction, reuse, recycling and composting
programs and to help foster the culture change
needed to achieve Zero Waste. NGOs outside of
the city that provide services within the city
should be eligible for grants (e.g., gleaners).
All Staff time •
••
Medium
NGOs outside of the city that provide services within the city should be eligible for
grants (e.g., gleaners)
Will include in #23
24.CW11. Incentives for reuse,
rental, repair industry
Work with Chamber of Commerce to develop
and promote repair businesses. Offer more
repair cafes. Research the feasibility of providing
incentives for reuse and repair through contract
incentives, material exchanges, wood reuse, and
direct assistance.
Reusable materials
Staff time •
••
Medium
Develop and promote repair businesses (work with chamber) Include in #24
More repair cafes (we are swamped) Include in #24
37.CW12. Market Development
(local, regional, state, national)
Research and promote network of local
businesses that repair, refurbish, market, and
sell used, recycled content or compost products
(through on-line resource guides, outreach and
advertising). Promote local flea markets and
garage sales for sale of reusable items and swaps
for household goods (e.g., clothing, toys).
Used, recycled-content and
compost products
• Long
38.CW13. Recycling, reuse &
repair directory
Research adding reuse and repair locations to
RecycleWhere and/or to develop a supplemental
web-based directory specific to reuse and repair.
This new directory could also include Zero Waste
vendors and caterers.
Reusable and repairable
materials
Staff time •
•
Long
Provide on-line resource library for Zero Waste vendors, caterers Linked to #38. Will research at the same time.
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
2-6
Initiative Description Targeted Materials Cost Dot Voting Term
39.CW14. Zero Waste Research
Initiative
Work collaboratively with industry, government
and educational institutions to find new
solutions for items that are hard to reuse,
recycle or compost in Palo Alto, connecting with
the latest developments, innovation and
innovative funding (including venture capital).
Work with Stanford University on research,
development, and policies to support
innovations. This is not necessarily a facility,
business or organization.
Particularly focus on hard to
recycle materials (such as
diapers, dirty film plastics,
Mylar and composites), toxic
items, medical wastes, value-
added products, building
products, transportation
products and products that
could be used by Parks &
Recreation
Long
Work with Stanford on 1) research and 2) development and then 3) develop policies Included in #39
Want way to recycle or donate non-recyclable and non-compostable packaging,
(including Single-service, Styrofoam, Mylar and Aseptics), textiles, shoes wood, pet
waste, diapers, repairables, composites, and pressure treated wood
Included in #39
25.CW15. Apply compost to
public lands/parks
Identify areas on public lands and parks where
compost could be applied to sequester carbon to
assist in combating climate change.
Compostable materials,
including food scraps and plant
debris
•
•
Medium
26.CW16. Promote access to
goods over ownership
Research how to promote services that provide
short-term rentals of reusable goods such as
tools, sports equipment, party equipment
(tables, chairs, serving utensils), as well as
sharing websites. Explore a membership-based
program that promotes community resource
sharing while leveraging communal purchasing
power (e.g., a Tool Library delivers affordable
tool-lending services to individuals, businesses,
and civic or community organizations).
Reusable materials ••
•••••
Medium
Cultural Problem – Problem of affluence Comment noted
This is an interdisciplinary problem – may need to talk to psychologists to figure out
how to get people to reduce waste. Or business development to figure out
incentives.
Comment noted
Need help to do culture change Comment noted
Require Zero Waste events for any event requiring a permit (corporate picnics, etc.) Currently require
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
2-7
Initiative Description Targeted Materials Cost Dot Voting Term
Palo Alto permitted events require compliance with a sustainability checklist (see
Stanford event policy)
Comment noted, will check Stanford’s list
Want lending libraries for Tools, Appliances, and Toys Included in #26
Improve education materials, website and RecycleWhere tool Included in #26
27.CW17. Reusable filling
stations (bulk bins) at stores
and ZW supermarkets
Research the promotion of purchasing items in
bulk bins and bulk packages at local stores.
Promote the expansion of bulk bin sales at local
stores. Promote local and online resources for
Zero Waste lifestyles and Zero packaging.
Promote Zero Waste supermarkets.
Packaging, including film,
containers and bottles
Staff time • Medium
Zero Waste supermarket – everything sold in bulk Include in #27
Need more bulk filling stations at stores (bring your own container and fill with the
item you want to purchase – grains, flour, nuts, herbs, shampoo, soap, etc.)
Included in #27
5.CW18. Textile collection for
reuse & recycling
Research ways for residents and businesses to
divert textiles for reuse and recycling. Investigate
feasibility of adding bagged or boxed textiles to
the collection program. Map regional
opportunities.
Textiles and leather Staff time
+ Service
Provider
Proposal
Short
Support textiles collection (71% of respondents) Included in #5
Oppose textiles collection (33% of respondents) – don’t want another bin, don’t
want increased costs, only have them infrequently.
Comments noted and will be considered in future program design.
Want adult and children’s clothing and shoe exchange Comment noted and will be considered in future program design
6.CW19. Collect additional
items (e.g., aseptic, pet waste)
Research and identify strategies to divert hard to
recycle or compost items.
Aseptic Packaging, Sanitary
Products, Diapers and Animal
Feces and Litter
Staff time
+ Service
Provider
Proposal
Short
Support pet waste and/or diapers, and aseptics collection program (71%) Included in #6
Oppose pet waste and/or diapers collection program (33% of respondents) – don’t
want another bin, don’t want increased costs, don’t have these items.
Comments noted and will be considered in future program design.
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
2-8
Initiative Description Targeted Materials Cost Dot Voting Term
Community-Wide Facilities
7.CW20. Plastics Conversion Develop pilots to convert non-recyclable plastics
to useful chemicals or products.
Non-recyclable plastics,
including film, composites and
Mylar
Staff time Short
8.CW21. Wood to biochar Research feasibility to produce biochar to apply
on public lands within the City using local tree
trimmings.
Wood, including engineered
wood
Staff time Short
28.CW22. Plastic Recovery
Facility (PRF)
Participate in the development of a regional PRF
with recycling service providers, business
generators, and other communities throughout
the Bay Area.
Hard-to-recycle plastics,
including film packaging and
rigid plastic products
Staff time •
••
Medium
Explore new facilities regionally Comment noted
Comment noted Collect all plastic and let the professionals sort
29.CW23. Improve MSW
processing after source separation
to increase diversion
Use RFP process to pursue more effective
material recovery facilities when SMaRT
agreement ends in 2021. At a minimum, ensure
that residues after processing are further
composted or digested to minimize landfilling.
Recyclable and compostable
materials remaining in the
trash
Staff time ••••••••• Medium
Reinstate Recycle Center Not recommended
Regional Repair Café Building Not recommended
Space for Lucille Packard Children’s Hospital Sale - a great community service Not recommended
Offer SMaRT-type drop off programs locally (could be located at Cubberley High
School site)
Not recommended
Provide local shredding events Not recommended
Add shredding event to 1st Saturday HHW events Not recommended
Residential Policies
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
2-9
Initiative Description Targeted Materials Cost Dot Voting Term
30.R1. Mandatory ordinance
enforcement
Don’t mandate, educate first. Pilot providing
posters on carts or inside lids. Research
providing periodic auditing of residential
collection containers and provide outreach and
education to residents to ensure that they are
aware of the mandatory recycling program and
how to comply. Ensure that all customers are
audited once per year with more outreach
provided to residents who require more
assistance. Direct residents to nice looking
compost pails. Research options for shared
containers.
Recyclable and compostable
materials
Staff time • Short – Posters
Medium – Shared
containers
Don’t Mandate – educate • Included in #30
Direct residents to nice looking compost pails Comment noted
Poster on carts or inside lids – (add language: pilot this in the short term) Included in #30
Research options for shared containers – (add language) Included in #30
Residential Programs
9.R2. Food waste prevention
Research expanding outreach and outreach
programs to reduce wasting food at home and
choose less wasteful packaging. Learn the
barriers and benefits for Palo Alto residents so
outreach addresses those and leads to
measurable change.
Food Staff time
+
contracto
r $20k
•••
••••
Short
Encourage people to choose less wasteful packaging (don’t buy onions cut in half
and wrapped in plastic – cut your own onion)
Comment noted
31.R3. Food donations (food bank,
soup kitchen, gleaning)
Expand Palo Alto’s current residential food
sharing network (gleaning, donations). Prepare
outreach plan and outreach materials. Integrate
with Food Waste prevention efforts.
Food Staff time ••••
••••
Medium
Donate end-rolls from toilet paper (custodians replace before fully empty) Comment noted
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
2-10
Initiative Description Targeted Materials Cost Dot Voting Term
40.R4. Every other week trash
collection
[Move to citywide]
Offer with reduced fee if not picked up each
week (or higher fee if picked up weekly). Follow
Strategy SW-2.2 of the 2016 Sustainability and
Climate Action Plan: “As the City moves closer to
Zero Waste, more of the waste materials
collected should be recoverable (recyclable or
compostable), evaluate eliminating separate
collection of garbage, and moving to a two- cart
collection scheme. Moving toward every other
week trash collection is an appropriate next
step.”
All recyclable and compostable
materials
TBD
based on
Service
Provider
Proposal
••
•••••
Medium
Every other week collection with reduced fee if not picked up each week (or higher
fee if picked up weekly)
Linked to #40
Fees are going up. How do we reduce waste and costs? Comment noted
10R5. Collect reusables ahead of
cleanup trucks
[Move to citywide]
Research the addition of reusables to the by-
appointment Clean Up Days for both resident
and businesses and allow non-profits to take
turns collecting those goods the day before the
GreenWaste collection trucks arrive. Update
website and promotional materials and promote
via media releases and across social media
channels.
Reusable materials Staff time
+ TBD
based on
Service
Provider
Proposal
••••••••••
•
••
Short
11.R6. Incentives for reusable
and/or compostable diapers
Waste reduction for diapers
[Move to citywide]
Research incentives and requirements for
reusable and/or compostable diapers.
Diapers Staff time
+
consultan
t time
$20,000
per year
••••••
••••••
Short
Social norming – just try it! Comment notes
The green bin gets pretty nasty when you share with other residents – how about
periodic cleaning by collector?
Cart and bin cleaning is offered as a service by GreenWaste. Free service not
recommended due to costs.
Mandate only small garbage cart (e.g., 16 or 20 gallons) Not recommended
Special programs to assist multifamily • Comment noted
Enforcement and outreach for multifamily Included in #11
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
2-11
Initiative Description Targeted Materials Cost Dot Voting Term
Require drivers to get out of the collection truck to pick up batteries Doing this now
Support reusable diaper service program subsidy Included in #11
Commercial Programs
12.C1. Mandatory ordinance
enforcement
Expand and improve outreach and enforcement
of sorting requirements for commercial
customers (including multifamily customers).
Recyclable and compostable
materials
Staff time
+ ½ GW
EOC -
$59,500
•
•
Short
32.C2. Food waste prevention Research and expand outreach to grocery stores,
restaurants, school cafeterias and other food
generators on opportunities and practices to
prevent food waste. Work with local business
and regional industry associations to hold Waste
Less Food panels. Incentivize food waste
reduction tools such as Lean Path, etc.
Food Staff time •
••
Medium
18.C3. Food donations (food bank,
soup kitchen, gleaning)
Building on the 2015 Food Rescue Services,
Barriers, and Recommendations in Santa Clara
County, continue participation in County’s Silicon
Valley Food Rescue working group to create a
sustainable food rescue system in Santa Clara
County, where all surplus edible food goes to
food insecure people. Consider policies and
programs applicable in Palo Alto according to the
findings from the county working group.
Integrate with food waste prevention efforts.
Food Staff time •••••••
•••
Short
34. Less than every week
trash/residual collection
[Moved to citywide]
Strategy SW-2.2 of the 2016 Sustainability and
Climate Action Plan states: As the City moves
closer to Zero Waste, more of the waste
materials collected should be recoverable
(recyclable or compostable), evaluate
eliminating separate collection of garbage, and
moving to a two- cart collection scheme. Moving
toward every other week trash collection is an
appropriate step in that direction.
All TBD –
Service
Provider
Proposal
••
•••
Medium
Combine this with the
residential one.
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
2-12
Initiative Description Targeted Materials Cost Dot Voting Term
33.C4. Waste Prevention Technical
Assistance
Expand commercial technical assistance program
(including ReThink Disposable) to include waste
prevention and reuse. Provide tools to identify
and redesign wasteful practices, products and
packaging, incentive policies and programs
encouraging reusables over disposables, how to
recycle and compost, how to right-size
collection, reusable shipping containers and
packaging requirements/program, digital
delivery of all official communications, identify
where materials go, make business case for Zero
Waste, and purchase more environmentally
preferred products. Conduct focus group on how
to make recycling more intuitive.
All Staff time •••
•
Medium
Focus group on how to make recycling more intuitive Comment noted
Technical assistance to document diversion & cost savings Included in #33
Technical assistance to make the business case for Zero Waste Included in #33
Easy to find list of what goes where – app or better website Comment noted
Support Reusable shipping packaging requirements/program Included in #33
Promote reusable shipping containers. Included in #33
Digital delivery Included in #33
34.C5. Business outreach
(presentations, door-to-door
outreach, Zero Waste Champions)
Expand outreach and technical assistance to
industrial, commercial and institutional
generators addressing recycling and/or
composting logistics and increasing employee
participation.
All Staff time •• Medium
41.C6. Reuse exchange Research and develop a clever and convenient
program that encourages and rewards
businesses for institutionalizing internal reuse –
reuse closets for office supplies or tools, surplus
sales to other businesses, remnants, surplus
goods and equipment, donating goods to non-
profits, and, finally, giving items away.
Reusable materials Staff time ••
•
Long
Want business reuse exchange Included in #41
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
2-13
Initiative Description Targeted Materials Cost Dot Voting Term
38. Reuse collection
[Moved to citywide]
Add reusables to the by-appointment Clean Up
Days and allow non-profits to take turns
collecting those goods the day before the
GreenWaste collection trucks arrive. Update
website and promotional materials and promote
via media releases and across social media
channels.
Reusable materials TBD –
Service
Provider
Proposal
••••••• Short
Combine with the
residential initiative
42.C7. Help Businesses apply for
recognition (certified Green
business, certified Zero Waste
facilities, Business Environmental
Network)
Business recognition
Assess city and non-city recognition and
certification programs active in Palo Alto. Hold
opportunities and challenges meet-ups with
representatives. Develop on-going cooperation
agreements. Work with Chamber of Commerce
and Palo Alto Downtown (PAD), regarding
(re)integrating green priorities and projects into
each group’s mission and vision as per the
Economic Development Policy. Engage with large
janitorial contractors to support “back of house”
recognition. Develop draft multi-year Green
Business Recognition Strategy. Hold quarterly
meet-ups for businesses interested in going
green including all interested parties.
All Staff time •••
•
Long
Janitorial or “back of house” recognition Included in #42
Engagement with large janitorial contractors (JLL, ISS) Included in #42
43.C8. Palo Alto businesses product
& and packaging redesign
Launch/participate in a regional initiative to
encourage businesses to use reusable, recycled
content and eco-friendly materials in the design
and redesign of new and existing products and
packaging; collaborate with local economic
development staff to provide assistance and
incentives. Support the San Jose Recycled
Market Development Zone (RMDZ) and
encourage Palo Alto businesses to buy recycled
content products from them.
Products and packaging Staff time ••• Long
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
2-14
Initiative Description Targeted Materials Cost Dot Voting Term
41. Incentives/subsidies for
reusable diapers
[Moved to citywide]
Provide incentives/subsidies to day care centers,
hospitals and nursing homes for transitioning to
reusable diapers.
Phil asked to incorporate all diaper items into
one initiative
Diapers Scalable
$10,000
per year
•••••
••••
Short
Combine with the
residential initiative
Self-Haul Programs
13.SH1. Outreach and technical
assistance
Research outreach and technical assistance to
self-haulers, including householders and
business owners with service exemptions and
service providers that self-haul materials
generated within Palo Alto. Address
requirements, how-to guides (e.g. how to sort
recycle, compost and garbage properly).
Municipal solid waste,
construction debris, reusable
and recyclable materials from
periodic cleanouts and
construction
Staff time,
outreach
materials
$5,000
per year
•••••• Short
C&D Policies
14.CD1. Require deconstruction
and source separation of selected
materials
Require deconstruction and source separation
for all construction and demolition projects by
ordinance. Demolishing entire buildings would
no longer be allowed. Require source-separation
at construction and demolition sites for easily
recyclable materials. Research incentives to
encourage remodeling and adaptive reuse of
buildings, including easier permitting and
financial incentives.
Reusable building materials,
including lumber, fixtures,
furniture and appliances,
sheetrock, carpet, asphalt
composition shingles, ceiling
tile, wood, metal, concrete,
asphalt, brick, and stucco.
Staff time ••••••••••
••••••••
Short
Support ordinance (87% of respondents) Included in #14
Oppose ordinance (19% of respondents) – too costly, can hurt small businesses,
create an incentive instead of a fine, already too many regulations for building in
Palo Alto
Comments noted
Adaptive Reuse of Buildings ••••• Included in # 14
Expand requirements for demo permits • Not recommended
Create incentives for contractors and property owners having to spend extra time
and costs
Comment noted
Require deconstruction and source separation for all projects Included in #14
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
2-15
Initiative Description Targeted Materials Cost Dot Voting Term
15.CD2. Direct mixed C&D
materials to high diversion C&D
recycling facilities
Require that all mixed C&D materials be
delivered to a certified high diversion facility by
ordinance
Building materials and C&D
debris, including wood,
gypsum, paper, plastic, glass,
carpet, and roofing materials
Staff time ••
••
Short
16.CD3. Publicly notice pending
demolition to facilitate
deconstruction and salvage in
commercial buildings
Require that any business demolishing a
structure within the City publicly advertise the
hours and dates that materials will be available
for salvage, provide a survey of potentially
salvageable materials, and make such materials
available for at least 10 days.
Reusable building materials,
including lumber, fixtures,
furniture, and appliances
Staff time
•••• Short
46. Required source-separation
[Combined with 14]
Require source-separation at construction and
demolition sites for easily recyclable materials by
ordinance.
Sheetrock, carpet, asphalt
composition shingles, ceiling
tile, wood, metal, concrete,
asphalt, brick, stucco
Staff time ••
•
Short
Decrease permit time as an incentive Comment noted
Create incentives for property owners Comment noted
C&D Programs
44.CD4. Promote Zero Waste
credits in CalGreen Building Code
(reuse, recycling, composting,
and recycled products)
Participate in Green Building Advisory Group.
Provide information on Palo Alto Zero Waste
policies and programs for construction and
demolition and advocate for statewide
requirements that support Zero Waste in
CalGreen Building Code.
Recyclable building materials,
including sheetrock, carpet,
asphalt composition shingles,
ceiling tile, wood, metal,
concrete, asphalt, brick, stucco
and reusable building
materials, including lumber,
fixtures, and appliances
Staff time • Long
35.CD5. Free collection of small
quantities of C&D from residents.
Research providing a reuse and recycling
opportunity for small quantities of building
materials that are generated through home
improvement projects.
Investigate feasibility to collect small amounts of
mixed C&D in a special container.
Recyclable building materials,
including sheetrock, carpet,
asphalt composition shingles,
ceiling tile, wood, metal,
concrete, asphalt, brick, stucco
and reusable building
materials, including lumber,
fixtures, and appliances
••••
•
Medium
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
2-16
Initiative Description Targeted Materials Cost Dot Voting Term
17.CD6. Technical assistance Provide technical assistance to contractors and
permittees by publishing information about the
City’s ordinance requirements and providing
referrals to local reuse, recycling and
deconstruction service providers
Building materials and C&D
debris, including wood,
gypsum, paper, plastic, glass,
carpet, and roofing materials
Staff time
+
$5-10K +
½ GW
EOC -
$59,500
• Short
C&D Infrastructure
45.CD7. Building Materials Reuse
Center
Investigate the feasibility of creating a Building
Materials Reuse Center in the region for sale of
salvaged building materials. The building
materials would be available for sale to the
public and the Center would provide an outlet
for resale from deconstruction.
Reusable building materials,
including lumber, fixtures, and
appliances
Staff time ••••••••
•
Long
Work with East Palo Alto on Building Reuse Center and create jobs Comment noted
Cubberley C&D collection center Not recommended
Need a building materials reuse center Included in #45
General Survey Comments
Reasons for not reducing, reusing, recycling or composting more:
• Confusion on what is recyclable
• No incentive to sort properly
• Inconvenience (there is no recycling container near where material is
generated)
• Lack of space
• Concern about recycling personal documents
• Too busy to separate waste
• Zero Waste is not a priority.
Comments noted
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
3-1
ATTACHMENT 3
ASSUMPTIONS AND CALCULATIONS
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
3-2
GHG
Emissions
Factors
Commercial Front-Load
12.C1. Mandatory ordinance enforcement for commercial
Material
Est. Est.
MTCO2e Percent + / - Tons Capture Rate Tons Captured MTC2e Reduced
Paper 32.4% 1,865
3.4498 Clean, Flattened, Uncoated OCC 1.4% 0.4% 80 25% 20 69
3.4498 Clean, Unflattened, Uncoated OCC 0.7% 0.3% 38 25% 10 33
1.9084 Newspaper 1.0% 0.5% 60 25% 15 29
4.6242 Other Clean Paper 10.2% 1.8% 587 25% 147 678
1.9084 Paper Tissue & Towels 11.9% 1.7% 684 25% 171 326
1.9084 Other Soiled Uncoated Fiber 0.8% 0.3% 47 25% 12 23
3.4498 Coated OCC 0.1% 0.1% 8 25% 2 7
1.9084 Other Coated Paper 1.1% 0.3% 66 25% 16 31
1.9084 Gable Top Cartons 0.2% 0.1% 11 0 0
1.9084 Aseptics 0.2% 0.1% 11 0 0
1.9084 Paper Takeout Containers 0.9% 0.4% 52 25% 13 25
1.9084 Coated Paper Cups 1.9% 0.5% 111 0 0
3.4498 Pizza Boxes 0.2% 0.2% 14 25% 3 12
1.9084 Other Composite Paper 1.7% 0.4% 98 0 0
Plastic 17.0% 977
1.5781 #1 PETE Plastic Packaging 1.2% 0.2% 67 25% 17 27
1.4313 #2 HDPE Plastic Packaging 0.6% 0.2% 32 25% 8 12
1.5781 Expanded #6 Products & Packaging 1.3% 0.5% 72 0 0
1.5781 Other #3-7 Plastic Packaging 1.4% 0.3% 83 25% 21 33
1.5781 Durable Plastic Products 1.2% 0.3% 70 25% 18 28
1.5781 Plastic Takeout Containers 0.4% 0.1% 26 0 0
1.7616 Compostable Plastic Bags 0.1% 0.1% 6 25% 2 3
1.7616 Other Compostable Plastic 0.2% 0.1% 14 25% 4 6
1.7616 Recyclable Film Plastic 2.1% 0.5% 121 0 0
1.7616 Flexible Plastic Pouches 0.1% 0.1% 7 0 0
1.7616 Other Composite Film Plastics 0.2% 0.1% 12 0 0
1.5781 Other Plastic 8.1% 1.3% 465 0 0
Glass 2.6% 152
0.3303 Glass Bottles & Jars 1.6% 0.4% 91 25% 23 8
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
3-3
GHG
Emissions
Factors
Commercial Front-Load
12.C1. Mandatory ordinance enforcement for commercial
Material
Est. Est.
MTCO2e Percent + / - Tons Capture Rate Tons Captured MTC2e Reduced
0.3303 Blue or Red Glass Bottles & Jars 0.0% 0.0% 0 25% 0 0
0.3303 Other Non-Composite Glass 0.9% 1.2% 53 0 0
0.3303 Other Composite Glass 0.1% 0.2% 8 0 0
Metal 2.4% 138
13.7258 Aluminum Cans & Foil 0.5% 0.2% 30 25% 7 102
5.2848 Other Non-Ferrous Metal 0.0% 0.0% 2 25% 1 3
1.835 Steel Cans & Lids 0.5% 0.2% 29 25% 7 13
1.835 Appliances 0.2% 0.3% 9 0 0
1.835 Other Ferrous Metal 0.7% 0.3% 41 25% 10 19
5.2848 Other Composite Metal 0.5% 0.3% 27 0 0
Organics 22.4% 1,293
-0.1468 Plant Trimmings 3.5% 2.4% 200 25% 50 -7
0.8808 Edible Food Scraps 8.0% 1.3% 458 25% 115 101
0.8808 Inedible Food Scraps 8.2% 1.5% 474 25% 118 104
0.8808 Other Compostable Organics 0.5% 0.7% 29 25% 7 6
0.8808 Diapers 1.4% 0.9% 80 0 0
0.8808 Animal Feces & Litter 0.9% 1.1% 52 0 0
0.8808 Other Organics 0.0% 0.0% 0 0 0
C&D Debris 10.4% 600
1.9451 Clean Wood 1.6% 1.3% 95 0 0
1.9451 Clean Engineered Wood 0.5% 0.5% 27 0 0
1.9451 Painted Wood 0.6% 0.3% 36 0 0
1.9451 Treated Wood 0.2% 0.2% 9 0 0
0.0367 Inerts 2.9% 2.8% 167 0 0
0.0367 Clean Gypsum 0.0% 0.0% 0 0 0
0.0367 Painted Gypsum 0.0% 0.0% 0 0 0
0.0367 Roofing 1.0% 1.2% 59 0 0
0.3303 C&D Glass 0.0% 0.0% 0 0 0
7.2666 Carpet 1.4% 1.9% 80 0 0
0.3303 Fiberglass Insulation 0.0% 0.0% 1 0 0
0.0367 Other C&D 2.2% 1.9% 126 0 0
Hazardous 4.4% 255
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
3-4
GHG
Emissions
Factors
Commercial Front-Load
12.C1. Mandatory ordinance enforcement for commercial
Material
Est. Est.
MTCO2e Percent + / - Tons Capture Rate Tons Captured MTC2e Reduced
2.3121 Electronics 0.0% 0.0% 1 0 0
Paint 0.0% 0.0% 2 0 0
Batteries 0.0% 0.0% 2 0 0
Non-Empty Aerosol Cans 0.0% 0.0% 0 0 0
Mercury Lamps 0.0% 0.0% 0 0 0
Pesticides 0.0% 0.0% 0 0 0
Cleaning Products 0.0% 0.0% 0 0 0
Motor Oil 0.0% 0.0% 0 0 0
Oil & Fuel Filters 0.0% 0.0% 0 0 0
Untreated Medical Waste 3.1% 1.4% 177 0 0
Treated Medical Waste 0.0% 0.0% 0 0 0
1.7616 Blue Wrap 0.1% 0.2% 6 0 0
Medicine 0.1% 0.1% 6 0 0
1.7616 Cold Packs 1.0% 0.8% 58 0 0
Other Hazardous 0.0% 0.0% 2 0 0
Other Materials 8.4% 482 0 0
7.2666 Mattresses 0.8% 1.0% 45 0 0
1.9451 Furniture 2.2% 1.9% 124 0 0
1.8717 Tires & Rubber 1.3% 0.8% 78 0 0
7.2666 Textiles & Leather 3.1% 1.3% 177 0 0
1.5781 Non-Metal Appliances 0.0% 0.0% 0 0 0
Fines 0.7% 0.2% 40 0 0
Other Materials 0.3% 0.2% 19 0 0
Total 5,762 14% 816 1689
Note that this initiative also addresses multifamily, commercial roll-off and hospital generators, so the total diversion potential of
this initiative is approximately 2,070 tons diverted from landfill and 4,400 MTCO2e of greenhouse gas emissions reduced per year.
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
POLICY AND PROCEDURES 3-01/HRD
Revised: October 2003
Page 1 of 3
SAFETY POLICY
POLICY STATEMENT
It is the policy of the City of Palo Alto to provide a safe workplace, safe equipment, proper
materials, and to establish and insist upon safe work practices and procedures at all times. All
employees shall take an active part in protecting themselves, their fellow employees and the
general public. All employees shall comply with all California Occupational Safety and
Health Act standards, all applicable safety laws, and with the provisions and guidelines set
forth in the City of Palo Alto’s Injury and Illness Prevention Program (IIPP).
PROCEDURE
A. Responsibilities
Every employee, participant, and volunteer having direction, management, control, or
custody of a place of employment, operation, or other employees is responsible for
assuring that safety is first and foremost in their respective operations. Accident
prevention is an essential part of the job and shall not be sacrificed in the interest of
quality or quantity of work.
Responsibilities are outlined in the City’s IIPP. IIPP manuals shall be kept in each
division within the City. The manual is also available on the City's Intranet. Each
employee shall be provided with an employee manual outlining his/her responsibilities
and the code of safe work practices for his/her specific division.
B. Training
Effective safety training for all employees is an essential component of a successful
injury and illness prevention program. All new employees shall be oriented to the City’s
IIPP. Orientation training is provided through the new hire process. In addition,
supervisors shall provide instructions on safe work practices and provide specific training
on hazards relating to an employee’s specific work assignment. Remedial training shall
be provided to employees whose safety performance is deficient.
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
POLICY AND PROCEDURES 3-01/HRD
Revised: October 2003
Page 2 of 3
C. Safety Committees
1. Departmental Safety Committees
a. Safety committees shall be established as prescribed in the several
Memoranda of Agreement. The safety committee composition shall be
in accordance with the Memorandum of Agreement as entered into with
the City and PAPOA, IAFF, and SEIU representation organizations.
b. The safety committees shall operate under the following guidelines:
1) a management member of the committee shall be chairperson to
direct the meetings;
2) minutes of the meetings shall be kept and disseminated to the
membership and the Risk Management and Safety Office; and
3) meetings shall be held regularly at a specified date and time.
c. Safety committee responsibilities include:
1) implementing and assisting with the provisions of the City's Injury
and Illness Prevention Program, as well as department and division
safety programs;
2) encouraging fellow employees to adopt safe work practices; and
3) reviewing work practices to ensure worker and public safety.
2. Citywide Safety Committee
a. Departments under the collective bargaining agreement with the Service
Employees International Union (SEIU) shall establish a ten-member
citywide union/management safety committee with equal union and
management membership. Issues that are “citywide” shall be addressed
by the Citywide Safety Committee.
b. The Citywide Safety Committee will meet upon call to:
1) review safety and occupational health standards and practices;
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
POLICY AND PROCEDURES 3-01/HRD
Revised: October 2003
Page 3 of 3
2) discuss overall City safety and health problems;
3) act as an advisory group to the departmental safety committees; and
4) review all departmental safety programs and recommend change
where necessary.
c. Citywide safety issues shall be submitted to the Risk Manager for
review. Upon establishing that the safety issue is applicable to the entire
city operation and not particular to any one division, the Risk Manager
shall convene a meeting of the Citywide Safety Committee to properly
address the safety issue. Those safety concerns that are applicable only
to a particular division shall be dealt with in that division's safety
committee.
D. Disciplinary/Remedial Action
It is the responsibility of every employee to adhere to all safety rules. However,
should it become necessary because of failure to comply, disciplinary action shall be
administered. Disciplinary action shall be defined as per the Merit System Rules and
Regulations, Chapter 10.
Members of management failing to enforce or abide by this safety policy or by the
City’s IIPP shall also be subject to the above provisions.
All Accident/Property Damage and Supervisor's Reports shall be routed to the Risk
Manager for review. In instances where disciplinary or remedial action appears to be
warranted, the Risk Manager shall review the circumstances with the Employee
Relations and Compensation Manager and make recommendations to the department
manager as needed.
NOTE: Questions and/or clarification of this policy should be directed to the Human
Resources Department.
Docusign Envelope ID: 4774B32E-3122-47C6-904B-57FB2C72BC66
Certificate Of Completion
Envelope Id: 4774B32E312247C6904B57FB2C72BC66 Status: Completed
Subject: Complete with Docusign: 2025-2027 Theater Partner Agreement
Source Envelope:
Document Pages: 92 Signatures: 1 Envelope Originator:
Certificate Pages: 1 Initials: 0 Amanda Deml
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
Amanda.Deml@CityofPaloAlto.org
IP Address: 199.33.32.254
Record Tracking
Status: Original
11/19/2024 5:09:00 PM
Holder: Amanda Deml
Amanda.Deml@CityofPaloAlto.org
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Palo Alto Location: DocuSign
Signer Events Signature Timestamp
Karen Szpaller
karen@theatreworks.org
Director of Production
Security Level: Email, Account Authentication
(None)Signature Adoption: Drawn on Device
Using IP Address: 162.198.76.85
Sent: 11/19/2024 5:13:37 PM
Viewed: 11/22/2024 10:54:38 AM
Signed: 11/25/2024 5:48:52 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 11/19/2024 5:13:37 PM
Certified Delivered Security Checked 11/22/2024 10:54:38 AM
Signing Complete Security Checked 11/25/2024 5:48:52 PM
Completed Security Checked 11/25/2024 5:48:52 PM
Payment Events Status Timestamps
Page 1
AGREEMENT
FOR PERFORMING ARTS SERVICES
BETWEEN THE CITY OF PALO ALTO AND PALO ALTO PLAYERS
THIS AGREEMENT FOR PERFORMING ARTS SERVICES (“Agreement”) is made and
entered into as of the 1st day of January, 2025 by and between THE CITY OF PALO ALTO, a
California chartered municipal corporation (“City”) and Palo Alto Players (Organization Name),
a California nonprofit public benefit corporation, located at 1305 Middlefield Road #1, Palo
Alto, CA, 94301 (Address) (telephone 650-329-0891) (“Contractor”) (individually, a “Party”
and, collectively, the “Parties”).
1. Services. During the Term of this Agreement Contractor shall present that portion of
Contractor’s Performances of its annual scheduled Productions that are produced at
Facility pursuant to the Schedule approved by City for the Compensation set forth below,
pursuant to the terms and conditions of this Agreement.
2. Facility. Facility shall mean the City-owned Lucie Stern Community Theatre, including,
the theatre, lobby, green room, dressing rooms, scene shop, paint shop, light and sound
booth, flat storage, rehearsal hall and costume shop.
3. Performance. Performance shall mean a single instance of a staged theatrical
Production pursuant to a Schedule for a single fiscal year (July 1, through June 30).
4. Production. Production shall mean all activity from inception to completion to include
multiple Performances together with such normal activities to include but not limited to
load-in, load-out, set building, lighting design, rehearsal, and activities taking place in the
auditorium, stage, paint shop, scene shop, flat dock, costume shop, green room, dressing
rooms, rehearsal hall, lobby, hallways and outdoor areas adjacent to Facility (collectively
the “Production”) pursuant to the Schedule.
5. Resident Theatre Companies. Resident Theatre Companies shall mean TheatreWorks
Silicon Valley, Palo Alto Players, and West Bay Opera.
6. Schedule. Contractor’s Schedule shall mean that particular schedule for all of its
activities occurring at the Facility related to its planned Productions and Performances to
be performed in one fiscal year as submitted to City Project Manager no later than fifteen
days after they announce their annual season for the following calendar year.
a. Resident Theatre Companies shall have the right of first refusal for scheduling and
use of Facility over all others except for the City.
b. City shall control and maintain a master theatre calendar to accurately reflect the
actual usage of each production space, including the date and purpose of each
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Page 2
scheduled date.
c. Dates of use shall be reserved on the master theatre calendar by the City Project
Manager no later than fifteen days after the announcement of the annual season for
each of the Resident Theatre Companies. This use reservation may be initially
identified or blocked as a full day of use. However, to maintain complete information
relating to actual Facility use, each Resident Theatre Company must provide the City
Project Manager with clarification of the actual time and purpose (load in, strike,
performance) of each day of use on the Master Theatre calendar no later than twenty-
one (21) days after the completion of each Production.
d. For the avoidance of doubt, the City, with advance notice and justification, has the
right to change, cancel and control the scheduling of any and all activities, including
Performances, at Facility. The City may delegate at its sole discretion the scheduling
responsibility to one of the three Resident Theatre Companies. Such delegation shall
be made in writing by the City and may be revoked by City at any time.
7. City’s Project Manager. City shall assign a City employee, excluding any Party that
may have a conflict of interest, as its Project Manager for the Term of this Agreement
who shall be act on the City’s behalf on all matters related to the use of Facility. City
Project Manager shall have the authority to assign matters relating to the day-to-day use
of Facility to a City employee who shall be referred to “Facility Coordinator”.
8. Contractor Liaison. Contractor shall assign a Contractor employee as a liaison between
Contractor, City and City Project Manager and as a liaison with other Resident Theatre
Companies for all matters related to the use of Facility.
9. Operating Policies for Contractor Services. The Services shall be performed by
Contractor pursuant to this Agreement and all Exhibits in particular, the “Operating
Policies” attached hereto as Exhibit D. The City reserves the right to change or modify
the Operating Policies during the Term of this Agreement provided however that City
shall give Contractor a written thirty (30) day notice of same.
10. Term, Termination & Breach. This Agreement shall commence as of Janaury 1, 2025
and shall terminate on June 30, 2027 (the “Term”). The Term of this Agreement may be
renewed for an additional three (3) year term by mutual agreement of the Parties and
written amendment to this Agreement.
a. Termination for Material Breach & Cure of Default. This Agreement may be
terminated upon material breach by either Party as set forth herein. The term
“Material Breach” shall mean any material breach or default by a Party of any
material covenant, duty or obligation under this Agreement.
b. Notice & Cure. The non-defaulting Party shall provide written notice of its intention
to terminate and declare a Material Breach or default under this Agreement, stating
the reasons for the notice and the date of intended termination. The defaulting Party
shall have a period of sixty (60) days to cure the breach. Upon the expiration of the
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
Page 3
cure period and where cure is not achieved within said cure period, or in instances
where the breach cannot be cured within sixty (60) days, efforts to cure the breach
have not commenced or are not being diligently pursued, this Agreement shall
terminate immediately upon receipt of written notice of termination by the non-
defaulting Party.
c. Material Breach by Contractor. Contractor breach of the following provisions of
this shall be deemed a “Material Breach” for purposes of this Agreement and shall
include failure of performance of any provision in (i) Section 1 through 14 of this
Agreement or of any provision in Exhibits A, C, D, and E.
d. Material Breach with regard to public safety must be cured by Contractor no later
than 48 hours from receipt of notification of such violation.
11. Compensation. Contractor shall compensate City for the use of Facility, including use
during public events and use for all other times when there is no public event. Compensation
shall be derived as follows:
a. Operating Cost Offset Fee: Contractor shall pay City $2.00 for each ticket sold for
events with paid admission. This charge compensates City for use of Facility for all
such days scheduled by Contractor, including performances, load-in, load-out, set
building, rehearsal, and dark days. There shall be no additional compensation for use of
Facility on days where no tickets are sold.
b. Stern Theatre Improvement Fee: Commencing on July 1, 2019, Contractor shall pay
City an additional $2.00 for each ticket sold for events with paid admission to indirectly
offset the costs of building maintenance, enhancements, improvements, repairs and new
equipment and furnishings for Facility. This fee may go up to $3.00 per ticket sold as
of the new term beginning July 1, 2027.
c. Funding of Fees: Contractor has sole authority to allocate the funds required for this
payment to City from any revenues generated by the Contractor organization.
d. Stern Theatre Improvement Annual Plan: Funds collected by the City from payment
of Stern Theatre Improvement Fee shall fund improvements to the Facility as
appropriated by and specified in the annual City budget. Items to be funded shall be
recommended to City each year by a committee with representation from each of the
three (3) Resident Theatre Companies and City staff.
e. Facilities Attendant: At the discretion of the City, Contractor shall provide
compensation for the Facilities Attendant present at each performance, outside standard
hours (60 minutes before and 30 minutes after performance), at prevailing rates as set
forth in the Municipal Fee Schedule.
12. Payment of Compensation: Contractor shall pay City all required Compensation within
thirty (30) days from the completion of each Production run. Payment shall be made in full
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
Page 4
and shall be reconciled against actual ticket sales. Along with payment, Contractor shall
provide City with a printed report from their automated box office system that provides
detailed ticket sales data for the Performances included in the payment. This “Event Ticket
Sales Report” must include final sales data for each date of the performance run, the total
performance run, total ticket sales, ticket sales by pricing category, total sales revenues and
issued complimentary tickets. If such report is not available within the automated box office
system and Contractor is unable to develop such customized report, Contractor shall submit
a report or multiple reports that will provide City with the required information.
13. Late Payments: If Contractor is late on payments, the City may, in its discretion, add a
three percent (3%) surcharge levied for payments received between 31 days and 60 days
after the closing date of the Production, a four percent (4%) surcharge levied for
payments received between 61 days and 90 days after the closing date of the Production,
and a five percent (5%) surcharge levied for payments received in excess of 90 days of
the closing date of the Production. Payment must be accompanied by the production
report specified in Exhibit C, Section (9), “PRODUCTION REPORTS AND
RECORDS,” item (a) before payment will be considered to have been made.
14. Indemnity: Contractor shall defend, indemnify and hold harmless City, its officers,
contractors, agents, and employees and Facility from and against (a) any demands,
claims, or liability of any nature, including injury or death or property damage, arising
out of or in any manner related to performance or nonperformance by Contractor , its
officers, agents, employees or any persons brought onto the Facility premises by or
through Contractor, (b) any claims or demands made against City, its officers, agents or
employees by reason of any infringement or alleged infringement of any copyright or
trademark caused by or alleged to have been caused by Contractor or its subcontractor(s)
under this Agreement, (c) any penalties imposed on account of the violation of any law or
regulation or of any term or condition of any permit in connection with this Agreement,
or (d) any damage arising under this Agreement from any loss or damage to materials and
equipment owned, rented or borrowed by Contractor, its employees, subcontractors,
participants, volunteers, sponsors or any others engaged in connection with the Services
rendered by Contractor under this Agreement.
15. Insurance: Contractor, at its sole cost and expense, shall obtain and maintain in full
force and effect throughout the Term of the Agreement insurance coverage pursuant to
Exhibit E “Insurance Requirements”.
16. Cooperation: The Parties shall in good faith cooperate in all matters under the terms and
conditions of this Agreement. Furthermore, the Parties agree to adhere all terms as
outlined in the then current version of the Theatre Operating Plan (TOP) including its
attachments, regarding jointly agreed upon Financial Participation Plan, Commitments
(roles and responsibilities) and Joint Mission, Values and Goals.
17. Amendment: This Agreement this may be amended or modified only by written
agreement, signed by the Parties to be bound.
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Page 5
18. Assignment: This Agreement may not be assigned by either Party, without the express
written consent of the other Party or its successor in interest.
19. Counterparts: This Agreement may be executed in any number of counterparts, each of
which shall be an original, but all of which together shall constitute one instrument.
20. Governing Law: This Agreement shall be governed by and interpreted in accordance
with the laws of the State of California.
21. Venue: Any action or suit or proceeding with respect to this Agreement shall be brought
exclusively in the state courts of Santa Clara County, in the State of California or, where
otherwise appropriate, exclusively in the federal courts of the Northern District of
California.
22. Entire Agreement: This Agreement and the terms and conditions set forth in the
attached Exhibits, and any Appendices or Attachments represent the entire Agreement
between the Parties. All prior agreements, representations, statements, negotiations and
undertakings whether oral or written are superseded hereby.
23. Exhibits, Appendecies, and Attachments: The Exhibits listed below, together with
Appendices A through E are attached hereto and are incorporated herein by this
reference. The Parties acknowledge that this Agreement shall have no force or effect
unless all such Exhibits and Appendices are attached hereto.
Exhibit A: Responsibilities of Contractor
Exhibit B: Responsibilities of City
Exhibit C: General Conditions
Exhibit D: Facility Operating Policies
Exhibit E: Insurance Requirements
Appendices:
Building Safety Responsibility (Appendix A)
Conduct in City Facilities (Appendix B)
City of Palo Alto Safety Policy (Appendix C)
Zero Waste Plan (Appendix D)
City Report of Accident/Property Damage (Appendix E)
24. Order of Precedence: For the purposes of construing, interpreting and resolving
inconsistencies between and among the provisions of this Agreement, the contract
documents shall have the order of precedence as set forth below. If a claimed
inconsistency cannot be resolved through the order of precedence, the City shall have the
sole power to decide which document or provision shall govern as may be in the best
interests of the City.
a. Order of Precedence
i. This Agreement (before all Exhibits)
ii. Exhibit C: General Conditions
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Page 6
iii. Exhibit E: Insurance Requirements
iv. Exhibit A: Responsibilities of Contractor
v. Exhibit B: Responsibilities of City
vi. Appendices
vii. Exhibit D: Facility Operating Policies
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
Page 7
SIGNATURES OF THE PARTIES TO AGREEMENT NO.
IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT
THE DAY, MONTH, AND YEAR FIRST WRITTEN ABOVE
THE City OF PALO ALTO, a municipality
chartered under the laws of the State of California
___Palo Alto Players________
(Organization Name) a California non-profit
public benefit corporation
By: __________________________________ By: __________________________________
City Manager
__________________________________
(Print Full Name)
APPROVED:
Director of Community Services or designee
__________________________________
(Print Full Title)
APPROVED AS TO FORM:
City Attorney or designee
I.R.S. Number:
__________________________________
Address:
__________________________________
__________________________________
Telephone:
__________________________________
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
94-2295483
1305 Middlefied Road
Elizabeth Santana
Palo Alto, CA 94301
650-329-0891
Managing Director
Page 8
EXHIBIT A
RESPONSIBILITIES OF THE CONTRACTOR
Contractor shall comply with the duties in this Exhibit A:
1. Contractor shall abide by the Facility Operating Policy (Exhibit D) established by City
for the use of Facility, equipment, and other production elements.
2. Contractor shall abide by the following: Building Safety Responsibility (Appendix A)
Conduct in City Facilities (Appendix B), City of Palo Alto Safety Policy (Appendix C),
Zero Waste Plan (Appendix D), and City Report of Accident/Property Damage
(Appendix E). Contractor shall follow safety procedures for the use of power and hand
tools, mechanical lifts, etc. including the use of safety goggles, ear protection, face
shields, safety cables, outriggers, and all other safety provisions, as described in Building
Safety Responsibility (Exhibit A).
3. Contractor’s use of Facility must conform to the City’s safety and fire codes and policies:
Building Safety Responsibility (Appendix A) Conduct in City Facilities (Appendix B),
City of Palo Alto Safety Policy (Appendix C),
4. Contractor’s use of Facility must demonstrate ample awareness of the Facility’s age and
guard against unnecessary wear and tear. The scope of Productions by Contractor must
not stress the Facility unduly and must be designed within its restrictions of scope and
scale. Productions that are deemed by the City to stress the Facility, such as causing
excessive wear and tear or exceeding weight limits or safety regulations, will not be
allowed.
5. Contractor shall bear sole responsibility for the control and supervision of all production
activities and personnel associated with the events produced by Contractor.
6. Contractor shall be responsible for the safety and security for all personnel, patrons and
participants. Contractor shall provide awareness and training to all personnel of their
obligations and responsibilities under this Agreement. If City deems that any procedure
followed by Contractor is unsafe, City has the authority to require the immediate
suspension of such procedure. Contractor shall prevent or quickly mitigate any fire
hazards or any items identified by the Fire Department during Facility inspections.
7. Contractor shall provide City with a copy of their Injury and Illness Prevention Policies
which shall ensure that Contractor shall exercise safe practices in the use of City facilities
and equipment, maintain and clear work areas, and, within twenty-four (24) hours, report,
on a form provided by City (Appendix E), information regarding accidents. Immediately
report to City on a form provided by City any breakage, malfunction, deterioration or loss
of any of the City’s resources (including musical instruments, tools, lights, sound
equipment, props, curtains, etc.). Contractor will be responsible for costs of any repairs or
necessary replacement needed due to breakage, malfunction, deterioration or loss
(including possible theft) as a result of Contractor’s willful, negligent, and/or reckless
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Page 9
acts or omissions. Contractor shall immediately discontinue any activity in which an
unsafe or dangerous condition exists. Contractor shall train and supervise Contractor’s
staff and volunteers on safe theatre practices and adhere to City’s safety procedures and
guidelines. Contractor shall be solely responsible for the control and supervision of such
participants. All such personnel shall be deemed the sole agents and employees of
Contractor and shall be notified by Contractor of this circumstance. If, in the opinion of
any City or Contractor employee, Contractor is conducting an activity in an unsafe
manner, Contractor or its agents shall be informed and shall immediately discontinue
such activity until such activity is able to be conducted in a safe manner approved by City
staff.
8. Contractor shall replace or repair or cause to be replaced or repaired by factory
authorized technicians City-owned equipment, instruments or materials identified by
Project Manager or Facility Coordinator as having been lost, damaged or destroyed by
Contractor or its agents. A written report must be made on a City form whenever City
equipment is lost, damaged, or destroyed by Contractor.
9. Contractor shall bear responsibility for providing appropriate auxiliary aids, interpretive
services and accommodations where they are necessary to achieve an equal opportunity
for patrons to participate in and enjoy the benefits of public performances produced under
the Agreement, in conformance with the Americans with Disabilities Act (ADA) of 1990
guidelines and requirements as amended. Printed programs shall include the following
statement required by the Americans with Disabilities Act: "Persons with disabilities
who require information on auxiliary aids or services in using City facilities, services, or
programs or who would like information on the City's compliance with the Americans
with Disabilities Act (ADA) of 1990, may contact: ADA Coordinator, City of Palo Alto,
650-329-2550 (Voice) or ada@Cityofpaloalto.org (Internet).
10. Contractor shall maintain good standing as an independent, non-profit corporation under
the laws of the State of California.
11. Contractor’s signs or displays to be located on or in the Facility to are subject to approval
by City. All displays may be put up at load-in and must be removed during strike. Inside
the Facility, no display materials may be placed upon stucco walls. Lobby displays may
be placed only on the lobby display boards, and all fasteners must be removed at the time
display is taken down. Nothing may be posted on the exterior walls or doors of the
Facility or in the Lucie Stern Community Center courtyard, except for items in the
display case and an approved production name sign hung from the theatre balcony.
Marquee signs must be constructed of light weight material, and shall be secured in such
a way that the sign is unlikely to become dislodged by normal vibration or seismic
activity. Signs shall be of a standard size no larger than ten feet in length and eight feet in
height. All marquee signage must be attached to the theatre balcony with rigging so that
the sign may be safely and easily removed for limited periods during photography shoots,
special events, or building maintenance.
12. Contractor shall, within six hours after the conclusion of the final Performance, or at
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Page 10
alternative time approved in writing by City, clean and clear from the Facility, including
the auditorium, stage, paint shop, scene shop, flat dock, and costume shop, green room,
dressing rooms, rehearsal hall, hallways and outdoor areas adjacent to theatre and shop.
Disassemble and store, to City’s reasonable satisfaction, scenery, properties, and other
production elements, within six hours after the final performance or on such other time
schedule mutually agreed upon between Contractor and City and the incoming authorized
user of the Facility, if any. The stage shall always be returned to its basic set-up as
established by Project Manager or his/her designee unless there is a mutual agreement
with the incoming group that has been approved by Project Manager or his/her designee.
All items on the CHANGEOVER CHECKLIST are to be performed unless there is a
mutual agreement with the incoming group that has been approved by the Project
Manager or his/her designee. The Project Manager or his/her designee will sign a copy of
the CHANGEOVER CHECKLIST form at the completion of the strike to signify
acceptance of clean and neat facilities. The City shall, at its sole discretion, recover all of
its costs, including staff time, from Contractor if Contractor fails to comply with this
Section and City must clean and clear the Facility of Contractor’s items.
13. Storage, paint, scene, and costume spaces shall always remain clean and clear of
Contractor’s materials other than those materials necessary for the ongoing maintenance
and repair of the sets and costumes.
14. In addition to regular clean up, Contractor is responsible for participating in periodic deep
clean ups of the Stern Theatre complex, up to 25 person hours per each theatre group.
15. Rehearsal Hall shall be cleared of all materials, except major set pieces and any rehearsal
props and costumes, after each daily use. Rehearsal Hall is to be completely cleared
within twenty-four (24) hours of final use. Kitchen, restrooms and dressing rooms shall
be cleaned and cleared after each daily use. Trash, recycling and compostable materials
are to be removed from all areas daily. Recyclables and compostable materials shall be
placed in the recycling and composting carts near the trash dumpster and garbage and
trash shall be placed into the dumpster. Contractor shall reduce waste, reuse and recycle
per the City’s Zero Waste Plan (Appendix D). Office space and hallways shall be kept
continually clear, clean and orderly and neither space shall be used for the purpose of set,
prop, or costume storage. Materials may not be left or stored any place out-of-doors
overnight or when unattended by Contractor’s personnel.
16. Contractor shall enforce current regulations as established by City with regard to
smoking, food and drink in Facility as referenced throughout this agreement. Contractor
shall provide ushers or sufficient staff at all previews and performances to enforce such
regulations. Smoking is not permitted inside any City facility. No person shall bring any
animal into the theatre. This regulation shall not apply to service animals assisting
individuals with disabilities or to animals in training to become service animals. Use of
animals on the stage is subject to approval by City with reasonable notification. Food and
drink are not permitted in the auditorium, light/sound booth or on stage, unless used as
part of a production scene. Food and drink shall be permitted only in approved areas such
as the green room and lobby, with the exception of bottled water and sippy cups outlined
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below and on page 23, Exhibit D #27. Contractor shall clean up all food and drink
containers daily after use
Contractor shall have the right to sell or otherwise distribute adult sippy cups to patrons
attending events. Aside from bottled water, no liquid refreshments are to be allowed in
the Theatre auditorium other than with the use of Contractors’ sippy cups. Contractor
shall be responsible for the clean-up of any spillage resulting from the use of beverages in
the auditorium including immediate clean-up required for patron safety as well as all
required clean-up immediately following each event. At City’s discretion, the City may
request a damage deposit in advance or levy a charge should there be any damage, stains
or excessive wear and tear caused by accidents related to the use of sippy cups.
Contractor understands that it is responsible for immediate cleaning and any and all fees
should problems occur.
17. Contractor shall remove from the Facility, at the conclusion of each Production,
costumes, properties and sets created by Contractor with Contractor-owned materials,
which costumes, properties and sets will remain the property of Contractor. All office
equipment, construction tools, special effects and lighting equipment purchased and
owned by Contractor will remain the private property of Contractor and City assumes no
responsibility or liability for the loss or maintenance of such materials. All equipment,
instruments, costumes and any other materials rented, borrowed or owned by any
subcontractor, agent or person for Contractor is the responsibility of Contractor and/or its
subcontractors, and City assumes no responsibility or liability for their maintenance or
loss. Contractor assumes all liability and responsibility for any default on Production
expenses.
18. Contractor shall comply with City noise ordinance levels for any outdoor activities,
including load-in, strike, dismantling, or disposal, in cooperation with Stern Community
Center staff. Shop doors facing Hopkins and Harriet Streets shall be closed between 8:00
p.m. and 8:00 a.m.
19. For any Performance not included in Schedule, Contractor may add additional
performances of the Productions in Schedule, assuming availability, upon thirty (30)
days’ advance notice to City and City approval.
20. Contractor shall provide House Manager and ushers for every Performance or event
whenever the public is in attendance. Contractor shall only engage the services of ushers
that have been trained in theatre emergency, safety and use procedures. Ushers must be
available to assist patrons under all circumstances and must be aware of and able to assist
disabled persons. Contractor’s House Manager and ushers must also be available to assist
in emergency situations throughout the entire Performance until the audience has left the
theatre. Ushers must ensure that wheelchairs, walkers, etc. are not blocking any of the
aisles or exits. Ushers shall return seats to the upright position and remove litter from the
auditorium and restrooms at the conclusion of each performance.
21. Contractor shall install and/or remove the removable ADA auditorium seats in designated
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areas to accommodate wheelchair patrons and as required due to the needs of the
Production.
22. Contractor may be entitled, based on availability and at the discretion of the City, to a
small amount of time each year (approximately 15 hours, depending on the rooms
requested and their size) in Stern Community Center rental spaces, limited to one of the
following: the Ballroom, Fireside Room or Community Room, on a gratis basis, and
excluding Saturday nights and any other rental sites, including but not limited to the Art
Center Auditorium. A 30-day notice must be given if Contractor cancels. If proper notice
is not given, the hours will still count towards the Contractor annual allocation. The City
at its discretion may make exceptions. Contractor may rent spaces as per Municipal Fee
Schedule.
23. City-approved key holder must be present at the Facility at all times when Contractor or
any of its employees, subcontractors or volunteers are in the Facility. Any exceptions
must be approved by City in writing.
24. Contractor shall report to the police any incidents of a criminal or suspicious nature
occurring on City property and notify City within twelve hours. If initial notification is
verbal, Contractor must subsequently submit the information in writing to City on a form
provided by City.
25. Contractor shall ensure that the doors to the Scene Shop, Rehearsal Hall, and Costume
Shop, as well as any other exterior access doors to any area of the Facility, are not left
open, unlocked or left with the locking mechanism disabled, even if only briefly, at any
time when the immediate area secured by the door is unoccupied by Contractor. Failure
to do this may be deemed a material breach by the City. When leaving the Facility
unoccupied, the Contractor should confirm that all exterior doors to the Facility are
secure, and that the perimeter alarm is engaged.
26. Contractor shall complete a City Report of Accident/Property Damage report (Appendix
E) for any and all accidents, injuries or property damage if a City employee is not present
to fill out the report.
27. Contractor shall operate and conduct business in compliance with City’s Zero Waste Plan
(Appendix D) for all activities including, but not limited to, set construction and strike,
food and beverage service, and office activities. The goal is to send as little waste to
landfill as possible through waste reduction, reuse and recycling. To achieve this goal
Contractor must first reduce waste whenever possible.
28. Contractor shall avoid the use for food/beverage service of disposables, including, but not
limited to, Styrofoam and other plastics. Reusable food/beverage service ware should be
utilized to the maximum extent possible. Where a reusable food/beverage service option
is not available, Contractor shall choose items that are recyclable. For concessions,
choose product packaging that is recyclable.
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29. Contractor shall practice reuse before, during and after Production. City shall provide a
list of reuse resources to avoid the disposal of construction materials, sets and props.
Contractor must recycle construction debris from set materials (e.g. wood, metal).
30. Contractor shall recycle all materials included in the City’s Recycling Program including
paper (all types), plastic containers #1-#7, cardboard, glass bottles and jars, and metal
cans. Compostable materials will be disposed of in designated compost waste receptacles.
Contractor is responsible for proper disposal of HazMat items.
31. Contractor shall include on the title page of all Production and event programs and
Contractor’s website the following credit: “Use of this Facility is made possible through
support from The City of Palo Alto, Community Services Department, Division of Arts
and Sciences,” and include the official City of Palo Alto logo on the title page or
prominent placement within event programs; print in all publicity for the Productions,
including, but not limited to, mailings, flyers, posters, brochures, website, social media
and paid or public service advertising, the statement: “In cooperation with the City of
Palo Alto Community Services Department, Division of Arts and Sciences.” The City of
Palo Alto, Community Services Department, Division of Arts and Sciences shall also be
credited in the Contractor’s list of funders as a “Civic Sponsor.” Where data collection
from patrons of Facility is performed, Resident Theatre Company(ies) agree as follows:
a. To provide City with the results of market research surveys;
b. Cooperate with City to add City desired inquiries to any market research surveys
performed; and
c. Shall not include such inquiries regarding the City or the Facility without
preapproval from City.
32. Contractor shall have the right to borrow available City owned properties, sets, costumes
and scenery for its productions scheduled in this Agreement when deemed available by
City. Costumes, properties and sets created by Contractor with Contractor-owned
materials shall remain the property of Contractor. Contractor property shall be removed
from Facility at the conclusion of the production in which such materials are used. The
City may, on a case-by-case basis, authorize exceptions. All office equipment,
construction tools, special effects and lighting equipment purchased and owned by
Contractor will remain the private property of Contractor and the City assumes no
responsibility or liability for the loss or maintenance of such materials. All equipment,
instruments, costumes and any other materials rented, borrowed or owned by any
subcontractor, agent or person for the Contractor is the responsibility of the Contractor
and/or its subcontractors, and the City assumes no responsibility or liability for its
maintenance or loss.
33. If minors are involved in the Production, Contractor shall comply with all of the State of
California’s applicable laws and regulations regarding child labor.
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EXHIBIT B
RESPONSIBILITIES OF CITY
During the Term of this Agreement, City shall:
1. Allow Contractor the use of the Facility for uses in accordance with this Agreement.
2. Allow the use of the stage and the auditorium prior to the opening night of the
Productions, with the exception of necessary maintenance procedures that may require
access to the stage and auditorium during this period, according to the Schedule. Allow
the Contractor use of the rehearsal hall, box office, scene shop, paint shop and costume
shop according to the Schedule as supplied by Contractor and approved by City.
Additional facility use may be provided as specified in item (Exhibits A and B) above;
however, priority use of the room will always be given to actual rehearsals of productions
covered by a contract with City. City reserves the right to allow other uses of space
within the Facility when not in actual, scheduled use by Contractor on a non-interference
basis and with at least forty-eight (48) hours prior notice to Contractor.
3. Allow Contractor to use all operational production equipment in City’s inventory as
requested by Contractor and approved in writing by City. Contractor shall take such
equipment "as is" and is responsible for ensuring that such equipment is in a safe
condition prior to use and is returned in working condition at the conclusion of its use or
of the Production.
4. Unless the City deems unnecessary, provide a Facilities Attendant for a period of one and
one half (1 1/2) hours prior to and until at least one half (1/2) hour after the completion of
each Performance.
5. Provide persons designated by Contractor and approved by City with keys, proximity
cards (up to a maximum of six), and alarm codes for access to the Facility for the sole
purpose of carrying out the requirements of the Agreement. Keys, proximity cards, and
alarm codes shall not be loaned or transferred and shall be used only by the designated
persons. In the event that Contractor fails to properly open or lock and secure City
facilities leading to a false alarm call-out or leaves areas of the facility unlocked and
unattended, a Three Hundred and Twenty-Five Dollar ($325.00) penalty shall be paid to
City on each such occasion. In the event that a designated key holder loses any key or
proximity card issued by City, Contractor shall be assessed a Seventy-Five Dollar
($75.00) replacement charge for each key or proximity card or pay for the cost of
rekeying or reprogramming the locks of Facility if circumstances indicate it as
determined in City’s reasonable judgment. Contractor will be responsible and held
accountable for all personnel, properties and activities of Contractor and its employees
and/or agents.
6. Have the right, with no notice, to suspend the Agreement if Facility should be declared
uninhabitable for reasons of safety by the proper authorities (e.g., if the building should
be damaged in an earthquake and be declared unsafe for occupancy). If there is an
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outbreak of pandemic flu or other medical emergency and places of public gatherings are
closed, City shall not be liable for any financial responsibility for any damages,
opportunity costs, and/or loss of revenue by Contractor.
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EXHIBIT C
GENERAL CONDITIONS
1. City. The City designates the CSD Assistant Director of the Arts & Sciences Division, or
his or her designee, as Project Manager for City, who shall render overall supervision of
the progress and performance of this Agreement. City reserves the right to change this
designation at any time during the Term of this Agreement. All City services set forth in
this Agreement shall be performed by City under the overall supervision of Project
Manager or its Facility Coordinator. Contractor and its Project Liaison shall communicate
with the Project Manager in all matters dealing with City policies, funding, facilities,
equipment and other City departments outside the Facility.
2. Contractor. Contractor shall assign a single Contractor Liaison who shall have overall
responsibility for the compliance of this Agreement. Should circumstances or conditions
subsequent to the execution of this Agreement require a different liaison, Contractor shall
notify City in writing immediately of same. Contractor shall ensure that its Liaison
communicates effectively with the City at all times under this Agreement.
3. Access. Contractor shall not prevent Project Manager, facility maintenance personnel,
and/or others specifically designated by Project Manager from access to the Facility;
provided, however, that City shall use its best efforts to give advance notice and not to
disrupt the activities of Contractor as permitted by the Agreement. The Project Manager
and others specifically designated by Project Manager shall attempt to coordinate such
access if possible.
Notwithstanding the foregoing, except in the case of emergency or if they are present on
the premises as members of the audience or specifically invited into the backstage areas
of the theatre, Project Manager, facility maintenance personnel and/or others specifically
designated by the Project Manager shall not enter the auditorium or backstage areas
during public performances of a production.
4. Days Defined. The term "days" shall mean calendar days.
5. Qualifications. Contractor represents that it is qualified to furnish the Services described
under the Agreement.
6. Ticket Sales:
(a) Contractor shall be responsible for sale of season tickets and single tickets,
depositing of revenue and reporting of revenue and expenditures, and shall place
available tickets for each production for sale at the Facility box office one hour
prior to each performance. Until mutually agreed upon time prior to the beginning
of a performance, Contractor shall not sell (a) seat numbers S101, S102, S113,
S114; (b) either (i) the blocks of seats S1, S3, S5, S7, or (ii) yhe block of seats S2,
S4, S6, S8 for the purpose of making such seats available for the disabled;
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provided, however, that this Section 10(b) shall not apply to the sale of tickets for
such seats to persons who identify themselves as disabled when they purchase
their ticket.
(b) Contractor agrees the price of admission for the season shall be as set forth in
their ticket sales reporting to the City, at the time of submitting financial records.
(c) Contractor shall provide City, when requested by Project Manager or his/her
designee, with at least six (6) complimentary tickets for each Production on the
date(s) requested. Best available seating will be provided to City if any seats are
available at the time of the request.
(d) Contractor may operate an intermission snack concession during each
performance under this Agreement. Contractor shall conduct such operation in a
safe, clean manner and shall hold City harmless from any claim or demand or
liability of any nature whatsoever which may arise out of such operation.
7. Composition of Contractor. Throughout the term of this Agreement, Contractor shall
remain an independent, non-profit public benefit corporation, in good standing under all
applicable local, state and federal laws.
8. Fiscal Responsibilities of Contractor.
(a) Fiscal Agent. Contractor shall appoint a fiscal agent who shall be responsible for
the financial and accounting activities of Contractor, including the receipt and
disbursement of Contractor funds. Contractor shall provide City with the name of
a fiscal agent in writing and shall immediately notify Project Manager of any
changes occurring during the Term. Contractor shall have sole responsibility for
the safekeeping of Contractor tickets and monies.
(b) System of Accounts. Contractor and its fiscal agent shall establish and maintain a
system of accounts that shall be in conformance with generally accepted
principles of accounting for budgeted funds. Such system of accounts shall be
subject to the review and approval of City.
(c) Financial Records. In support of its system of accounts, Contractor shall maintain
complete and accurate records of all financial transactions, including, but not
limited to, contracts, invoices, timecards, cash receipts, vouchers, canceled
checks, and bank statements. City may inspect these records at Contractor’s office
upon reasonable advance notice and during normal business hours upon request.
NOTE: Contractor’s cash receipts are not to be stored on the Premises between
Productions.
(d) Audit of surcharge payments. Contractor shall retain for a period of at least three
(3) years records of tickets sold through their automated ticketing system, sales
records, and a verified report of sold and unsold tickets which must be made
available to City Auditor upon request.
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9. Production Reports and Records.
(a) Reports. On reasonable notice and with reasons specified, Contractor shall
grant Project Manager and/or City’s Auditor access to all Contractor records
relating to this Agreement, including performance records, data, statements, and
reports.
(b) Tax Form 199. A copy of Contractor’s most recently filed California State Tax
Form 199, "California Exempt Organizations Annual Information Return" must
be filed with Project Manager or his/her designee within fifteen (15) days of when
it is due to the State of California.
10. Corrective Action Requirement/Disputes. In the event City should determine
from any source, including but not limited to reports submitted by Contractor under this
Agreement to City or any evaluation report from any source, that Contractor may not be
in compliance with any provision of the Agreement, City may forward to Contractor
written notice of same. Such notice shall specify with particularity the nature of the
condition(s) or issue(s) that require(s) corrective action and may include a
recommendation as to appropriate corrective action. Within fifteen (15) days of City’s
request, Contractor shall submit its written response to the notice, which response shall
set forth its view of the alleged violation and its proposed plan, if any, for corrective
action. Upon request of either Party, the Parties shall meet within five (5) days thereafter
to discuss the alleged violation and proposed corrective action. Should the Contractor
fail to submit a response within the above timeframe, or should fail to follow through on
corrective action, the City may administer a fine of up to $100 for and initial violation, or
up to $1000 for repeated violations.
11. Subcontractors. Contractor shall be responsible for employing or engaging all persons
necessary to perform the Services of Contractor hereunder. All subcontractors are
deemed to be agents of Contractor and Contractor agrees to be responsible for their
performance. Contractor shall give its personal attention to the fulfillment of the
provisions of the Agreement by all of its employees, participants, volunteers, and
subcontractors.
12. Intoxication. Contractor agrees to be responsible for injuries or damage caused by any of
its directors, officers, employees, agents, subcontractors, or volunteers who are under the
influence of alcohol, drugs, hallucinogens or narcotics, whether or not legally prescribed.
Neither Contractor nor City shall permit any of Contractor’s employees or volunteers
discovered to be under the influence of any of the foregoing substances from remaining
in any facility used under the terms of this Agreement and City reserves the right of
denying such person’s further participation in any activities in Facility. Consumption of
alcoholic beverages or use of illegal drugs at the Facility is expressly forbidden by any
person working for Contractor, paid or volunteer. This includes all staff, actors, crew and
musicians.
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13. Worker’s Compensation. Contractor certifies that it is aware of the provisions of the
Labor Code of the State of California, which requires every employer to be insured
against liability for workers' compensation and certifies that Contractor shall comply with
Worker’s Compensation laws of the State of California during the Term of this
Agreement.
14. Weapons. For the avoidance of doubt, no firearms or other weapons, whether loaded or
not, shall be allowed in the Facility or any other City property. Stage weapons and
firearms designed solely for the use of blank cartridges will be allowed if they are being
used as a prop in the current Production, but must be stored, when not being used, in a
secure manner by Contractor’s stage manager or his/her designee.
15. Legal Compliance. Contractor and all its paid employees, subcontractors, and volunteer
participants are required to abide by all applicable federal, state and local laws and
ordinances.
16. Notices. All notices, requests, demands and other communications which are required or
may be given under this Agreement shall be in writing and shall be deemed to
have been duly given when received if personally delivered; when received if
transmitted by fax, email or regular US mail; if received during normal business
hours on a business day (or if not, the next business day after delivery) provided
that such document is legible and that at the time such document is sent the
sending Party receives written confirmation of receipt; if sent for next day
delivery to a domestic address by recognized overnight delivery service (e.g.,
Federal Express); and upon receipt, if sent by certified or registered mail, return
receipt requested.
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EXHIBIT D
OPERATING POLICIES FOR ALL USERS OF THE STERN THEATRE
1. Resident Theatre Companies – The City of Palo Alto has long-standing relationships with
Resident Theatre Companies to provide programming at the Lucie Stern Community
Theatre. These organizations serve as “house companies” and provide the primary
programming featured on the stage of the Theatre. The Resident Theatre Companies
include: Palo Alto Players, TheatreWorks Silicon Valley (TheatreWorks) and West Bay
Opera.
2. Rental Agreement - All performances and associated activities held at the Facility must
have a fully executed rental agreement prior to the Contractor’s arrival at the facility.
Resident Theatre Companies must have a fully executed Agreement.
3. Theatre Use Times – The Theatre is available for use between 8:00 am and midnight
and no activity may take place outside of this time period. This available use time
includes all production related activities, including load-in, load-out, set building, scene
shop activities, costume shop activities, rehearsal and public performance.
4. Provision of Trained House Staff – Contractor must provide a qualified house manager
and trained house staff for all public events, including ticket takers, ushers and box office
personnel. These personnel may be paid or volunteer, at the sole discretion of Contractor.
All paid and volunteer staff must by trained by Contractor both through an annual training
workshop and through a day-of-show orientation. This training and orientation shall include
public relations, event information, seating locations, directions for assisting disabled
patrons, use of the hearing assistance devises, emergency exits and evacuation procedures
and fire alarm procedures. At all times the safety, comfort and event experience of Theatre
patrons will be placed in high priority.
5. Regulations for Consumption of Alcoholic Beverages – Contractor must comply with all
State and City laws relating to the sale and consumption of alcoholic beverages. Alcohol is
allowed in the Theatre during public performances, with pre-approval by the City of Palo,
which shall not be unreasonably withheld. Unless otherwise specifically approved, the sale
or free distribution of alcoholic beverages is limited to wine, champagne, beer and sparkling
wine. If alcohol is to be provided for sale, Contractor must possess a valid on-sale alcohol
permit approved by the California Department of Alcoholic Beverage Control (ABC). All
requirements must be posted as per ABC requirements and Contractor is responsible for
ensuring that no individual under the age of 21 is served alcohol. Contractor agrees that
identification will be checked for individuals appearing to be under the age of 30. At no
times may event participants, including actors, musicians, employees or event volunteers be
served alcoholic beverages.
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6. Insurance Provision for the Sale or Free Distribution of Alcoholic Beverages – For all
events during which alcohol is to be provided for sale or at no cost to patrons, Contractor
must provide the City of Palo Alto with proof of liquor liability insurance with minimum
coverage of $2 million pursuant to Exhibit E.
7. Janitorial Duties Relating to Food and Beverage Sales – Upon the completion of each
event, Contractor shall clean-up and remove all trash and supplies relating to the distribution
of food and beverage, including alcoholic beverages, including but not limited to empty
bottles or containers, glassware (plastic or glass), used napkins, food and other trash or
unused supplies. All garbage containers are to be removed from the Theatre and dumped in
appropriate garbage bins. If required, doors should be opened to allow fresh air into the
lobby or event spaces to ensure that the smell of alcohol or food is not present in the Theatre
at the end of each event. At no time can this task be left for completion on the following
day(s).
8. Production Equipment - Contractors shall be required to use the in-house production
equipment. At the expense of Contractor, additional equipment to augment the in-house
system may be provided by a third-party Contractor with City approval.
9. Complimentary Tickets - Contractor shall have the right to issue complimentary tickets
for events produced at Theatre. The number of complimentary tickets for any given
events must not exceed ten percent (10%) of the total seating capacity without pre-
approval by the City.
10. Refunds - If the event(s) anticipated in a Theatre Use Agreement are cancelled,
Contractor shall have the sole responsibility and authority to provide refunds to the public
and shall control all box office receipts until all required refunds have been provided.
11. Ticket Prices - Contractor shall have the sole right to establish ticket prices for the
event(s) anticipated in a Theatre Use Agreement.
12. Advertising – Contractor shall have the sole right and authority to design, develop and
distribute all advertising and promotional materials for the events produced at Theatre
and shall be responsible for the costs associated with this endeavor. No advertising
materials may be displayed on the interior, exterior or any other part of Theatre without
specific authorization from City of Palo Alto, other than the rack cards, window boxes
and banners currently used.
13. Storage of User’s Property – Any property belonging to Contractor, or third parties
such as caterers, decorators or florists may not be stored overnight either prior to or
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following the rental period. All requirements for load-in and load-out must be followed
to ensure that events scheduled in Theatre immediately before and after the Contractor’s
event can be fully and professionally supported. Long term on-site storage is to be
requested by the Contractor and up to the City to permit.
14. Animals - No live animals are to be brought into the facility without prior permission
from the City of Palo Alto.
15. Staging –With proper care and repair, Contractor or its representative, as per normal
operating procedure, may drill or nail sets or props into the stage floor of Theatre
16. Surfaces - Nails, hooks, tacks or screws may not be used on any surface or furnishing in
Theatre, unless approved by the City. No tape or other materials may be applied to walls,
glass, tables or any surface in the lobby, auditorium, green room or backstage areas. User
will be held financially responsible for repair/replacement of any damaged or defaced
property.
No bunting, tissue paper, crepe paper or any other combustible material may be used at
any time in the Theatre, without pre-approval from City. Similarly, no glitter, rice or
confetti may be used anywhere within the facilities, including the auditorium, lobby,
backstage areas, or outside areas such as the patio or courtyard.
17. Modifications to Theatre Building – Contractor shall not make any modifications to the
Theatre that would leave permanent or disfiguring impacts to the facility. This includes
the use of drills, nails or other attachment devices. If questions arise about the need to
alter elements of the Theatre for production needs, Contractor agrees to discuss these
needs with City staff for pre-approval.
18. Use of Flammable Materials - The use of any flammable device or substance, including
but not limited to pyrotechnics, candles, cigarette or cigars, or other materials or device
with a flame is strictly forbidden. In rare cases, the City and Fire Marshall may approve,
with adequate advance notification, in advance of at least 21 days prior to the first date of
live public performance.
19. Mechanical Smoke and Fog Equipment - Mechanical smoke or fog generating
machinery can only be used with pre-approval of Theatre Management and is subject to
inspection by the City Fire Marshall. The use of mechanical smoke or fog generating
machinery must be tested at least 10 business days prior to first use in the Theatre during
live performances. This test must determine that the machinery does not cause the fire
alarm system to respond. Any questions regarding this testing shall be subject to
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approval and guidance by the City Fire Marshall or a representative of the Palo Alto Fire
Department. Any cost associated with the testing of this equipment or due to false alarms
caused by this equipment will be the financial responsibility of Contractor.
20. Approval of Additional Production Techniques & Devices – The use of strobe lights,
loud noises (i.e. gun shots), and aerial suspension must be pre-approved by the City of
Palo Alto at least 30 days prior to the first date of live public performances. No firearms
are allowed in the Theatre and the use of any prop guns must be pre-approved by the
City. Pyrotechnics, defined by PAFD as 'Any exothermic chemical reaction special
effect that produces heat, flame, sound, light or a combination of these effects', must be
pre-approved by the Fire Marshall 30-60 days prior to first use.
21. Adherence to Fire Codes – Contractor is responsible for complying with all applicable
sections of the California Fire Codes as adopted by the City and as may be amended from
time to time, including, but not limited to: maintaining required clear emergency exit
paths, proper use of fire doors, and adhering to posted occupancy loads. At no time
during Theatre use may fire exit signs by covered or otherwise dimmed. Should any
question or doubt arise regarding the proper adherence or interpretation of fire code arise,
Contractor shall be responsible for contacting the City Fire Marshal or other
representative of the Palo Alto Fire Department for direction and advice. At all times, the
direction and decisions of the Fire Department shall be viewed as the final authority. The
Fire Marshal has the right to charge a fee for their inspection services and Contractor is
obligated to pay it.
22. Adherence to Fire Inspection and Occupancy Load Requirements
Stern Community Theatre is inspected routinely at least once a year by the Palo Alto Fire
Department. The Fire Marshall should be notified of any productions where public safety
questions or concerns arise during the set up or design, or the use of special effects during
performances. Fire Inspections are listed in the Fee Schedule at $355/hour as of July,
2018 (and are subject to amendment by the City) which may be charged to Resident
Theatre Company.
At all times, Resident Theatre Companies are required to adhere to City Fire codes,
including but not limited to, required occupancy loads for each section or room of the
Theatre, good house- keeping of combustible materials, keeping exit ways clear and the
storage/use/disposal of hazardous materials. As of 2018, these established occupancy
loads are as follows:
a. Front of Curtain Stage – 31
b. Behind Stage Curtain – 83
c. Orchestra Pit – 14, unless otherwise approved by the Fire Marshall in sufficient
advance. Any costs incurred for exceeding the limit will be incurred by Contractor.
Any costs associated with exceeding the limit must be borne by Contractor.
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d. Basement below stage area – 7
e. Paint desk/shop off load – 57 for musicians/vocals
f. No occupancy is allowed in flat dock area other than removal/returning of props.
There is a hazard of falling production items during a seismic event. Should
occupancy be desired, all production items must be completely removed or areas for
holding production items must be seismically secured in advance.
The Palo Alto Fire Department is available to assist the Resident Theatre Companies if
fire safety practices are in question. Please contact them at: 650-329-2194.
23. Fire Alarm Procedures – In the event that the fire alarm is activated, Contractor must
immediately evacuate the building and wait for the Palo Alto Fire Department to arrive.
Follow their instructions, and only reenter the building when given permission to do so.
These procedures must be followed even in the case of a false alarm.
Should the alarm go off during a performance, ushers should direct and assist patrons in
exiting the building, and stage crew should trip the manual release of the fire curtain.
Particular attention should be given to providing evacuation assistance to disabled, older
and child patrons.
If the system detects issues that do not rise to the level of setting off an alarm, the system
may produce an audible signal at the alarm panel in the green room, and possibly at the
one in the lobby. In this case, the alarm company will contact the City of Palo Alto on
call Facility staff, who will be dispatched to investigate and deal with the alert. They
should arrive within an hour. In no case should anyone but authorized personnel (City
staff or Fire Department personnel) acknowledge, silence, or reset the alert on the alarm
panel.
24. Event Safety and Security - Contractor shall provide for the orderly production of the
event(s) anticipated in the Use Agreement and shall insure that the safety of the public
and the Theatre are always maintained. If, at any time, the activities in Theatre appear to
be detrimental to members of the public, City employees shall have a superseding right to
make decisions required to ensure safety and the professional presentation of the event.
This shall include, but not be limited to, issues involving security in the building,
ushering of patrons, production safety and other event related issues. Contractor agrees
that at all times, decisions relating to these issues shall be made at the superseding
discretion of City.
In the event that security may be required, the City of Palo Alto shall have the sole right
to approve the private security company and to establish the personnel requirements for
the event(s) anticipated in the Use Agreement. The costs associated with the provision of
private event security shall be the financial responsibility of Contractor.
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25. Concession Sales - Contractor shall have exclusive rights to the sale of concession
products including food or beverage, subject to City approval for the sale or provision of
alcohol.
26. Merchandise Sales - The Contractor shall have the right to sell merchandise to the
patrons attending the event produced by Contractor.
27. Use and Sale of Sippy Cups – With City approval, Contractor shall have the right to sell
or otherwise distribute adult sippy cups to patrons attending events. If the City permits,
no liquid refreshments are to be allowed in the Theatre auditorium other than with the use
of Contractors’ sippy cups, other than bottled water. Contractor shall be responsible for
the clean-up of any spillage resulting from the use of beverages in the auditorium
including immediate clean-up required for patron safety as well as all required clean-up
immediately following each event. If the City so desires, the City may require a damage
deposit in advance or a charge may be levied should there be any damage, stains or
excessive wear and tear caused by accidents related to the use of sippy cups.
28. Force Majeure - If Theatre is deemed to be unfit for occupancy during the period
covered by this agreement, by reason of fire, earthquake, strike, civil disturbance or any
other cause beyond the control of the City of Palo Alto, then the agreement shall be of no
further force and effect.
29. Use and Management of Hearing-Impaired Device Equipment -Contractor’s
personnel shall manage, distribute and collect the hearing-impaired devices (“headsets”)
that City owns for use by hearing-impaired persons at all Performances at the Facility,
subject to the following restrictions:
(a) Contractor shall verify that all headsets and batteries are present and functioning
normally and shall report to Project Manager or his/her designee any missing or
broken items before taking control of them for the run of the Production.
(b) For any damage or loss of any headset while under Contractor’s control,
Contractor shall promptly, upon request, pay City the fair market price for any
necessary replacement or repair of any component of the headsets, as such
replacement or repair is reasonably determined by Project Manager or his/her
designee.
(c) Contractor will diligently ensure the security of the headsets, in a manner
approved by Project Manager or his/her designee, when the headsets are not in
use. When the headsets are not so secured, Contractor will not leave the headsets
unattended.
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(d) Contractor will provide at least one (1) person in the Facility lobby, whose sole
responsibility will be to distribute and collect the headsets, as the case may be,
pursuant to the following:
(i) Beginning one-half (1/2) hour before each Performance until ten (10) minutes
after the Performance begins;
(ii) At all times during any and all intermissions; and
(iii) From the end of the Performance until all of the headsets have been returned.
(e) Contractor shall collect a Driver’s License or credit card as security for the loan of
a headset, which Driver’s License or credit card will be returned to its owner upon
return of the headset. Contractor will implement procedures for the safe handling
of the Driver’s Licenses and credit cards and their return to their owners.
(f) Contractor’s responsibility at the end of each performance will include the
following:
(i) Clean and otherwise sanitize all the earpieces by swabbing them with isopropyl
alcohol swabs.
(ii) Turn off the on/off/volume switches on all returned headsets and place them
into the battery charger.
(iii) Return all headsets and accessories to their storage case.
(iv) Verify the presence of all sixteen (16) headsets.
(v) Return the chargers to their place in the rolling cart.
(vi) Return the rolling cart to the House Manager’s Closet.
(vii) Be sure the rolling cart is plugged into an electrical outlet.
(viii) Make sure the battery charger is getting power, as indicated by the red lights
(ix) Padlock the rolling cart’s doors shut, using either the padlock provided by
City or a padlock supplied by Contractor, provided that Project Manager or
his/her designee has been given a copy of the key or the combination.
(x) Immediately report to City’s attendant at the Facility any missing headsets,
and turn over to the attendant any malfunctioning headsets.
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EXHIBIT E
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (City), AT THEIR SOLE EXPENSE, SHALL, FOR THE TERM OF
THE CONTRACT. OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED
BELOW AND AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER,
LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY. (THIS MUST INCLUDE
COVERAGE FOR SERVING LIQUOR
IF LIQUOR IS SERVED OR SOLD).
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY DAMAGE
COMBINED.
$2,000,000
$2,000,000
$2,000,000
$2,000,000
$2,000,000
$2,000,000
YES AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES PROPERTY INSURANCE ALL RISK COVERAGE
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL
INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE, SHALL
OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE
ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE
COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND
ITS SUBCONTRACTORS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF
WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL
INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL
MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN
COVERAGE OR OF COVERAGE CANCELLATION; AND
II. CONTRACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL
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INSUREDS”
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE
ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CONTRACTOR AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL
NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN
THE NON-PAYMENT OF PREMIUM, THE CONTRACTOR SHALL PROVIDE CITY AT LEAST A THIRTY
(30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF
PREMIUM, THE CONTRACTOR SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE
BEFORE THE EFFECTIVE DATE OF CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND
CONTRACT ADMINISTRATION
City OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
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POLICY AND PROCEDURES 4-02/PWD
Effective: August 1990
Revised: November 2017
Page 1 of 2
BUILDING SAFETY RESPONSIBILITY
POLICY STATEMENT
It is the policy of the City of Palo Alto that all City owned, rented, or leased buildings be free
from safety hazards. The Facilities Manager has established a maintenance program for the
safety and upkeep of all City buildings and structures. To help ensure that City buildings and
structures are kept free from safety hazards, the head of each department to which City
buildings and structures are assigned is responsible for their safe condition.
The City has adopted a Safety Policy to promote a safe work environment, and an active Injury
and Illness Prevention Program (“IIPP”), which includes a provision requiring the regular
inspection of work sites to identify and address any potentially hazardous conditions. The IIPP is
set forth in the City’s Injury and Illness Prevention Manual (“IIPP Manual”). This Policy 4-
02/PWD works in conjunction with the IIPP.
PROCEDURE
A. Inspections – In accordance with IIPP Manual Section 2, “Hazard Assessment and Control,”
regularly scheduled work site inspections shall be made by department Managers/Supervisors
or their designee, for the purpose of identifying safety hazards. The IIPP manual is located on
the HR intranet site: http://cityconnect.staff.copa/depts/hr/risk/documents/safety.asp and
sample checklists that can be used for inspections are located in Section 9, “Sample Checklists.”
1. Detailed reports of any hazards identified during the inspections will be distributed to the
appropriate department head, Human Resources Risk Manager (who also serves as the City
Safety Officer under the IIPP), and Public Works Facilities Manager. The report will list unsafe
conditions and will contain recommendations for corrections.
2. Action to be taken to address identified hazards shall be resolved between the Human
Resources Risk Manager, Public Works Facilities Manager, and responsible manager/supervisor
or department head.
B. Building Modifications - Any alterations or modifications to building structures, electrical,
heating, or plumbing components will be accomplished by the Public Works Department. Work
shall be done in compliance with all applicable Building, Plumbing, Heating, and Electrical Codes
required by the Building Department.
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POLICY AND PROCEDURES 4-02/PWD
Effective: August 1990
Revised: November 2017
Page 2 of 2
1. Work Request forms (requesting that Facilities Management do the work) may be obtained
by calling x6900 or by utilizing the Facilities Requestor interface on the intranet:
(https://cityconnect/depts/pw/fwr.asp)
2. The Building Department will issue a building permit for approved work and make necessary
inspections during the course of construction.
NOTE: Questions and/or clarification of this policy should be directed to the Facilities Manager,
Facilities Management Section, Public Works, Public Services Division.
Recommended: __________________________________ ________________
Public Works Director Date
Approved: ___________________________________ _________________
City Manager Date
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12/22/2017
1/4/2018
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 1 of 4
CONDUCT IN CITY FACILITIES
POLICY STATEMENT
Palo Alto Municipal Code Section 2.08.050 enables the City Manager to prescribe
and enforce regulations for entry into or use by members of the public of any City
real property, building, structure, or other facility. Regulations have been enacted
for several facilities to facilitate general public use of the facilities in accordance
with their mission, maintain access to City services, and minimize disruption to
City business. (While City staff, in the exercise of its professional duties, is
exempt from some of the enacted regulations; the following regulations apply to
City staff working at all City facilities.)
PROCEDURE
1. No person shall enter or remain in City facilities after posted closing hours
except when authorized by a supervisor (e.g. to work late/early, work on
shift assignments or attend public meetings or authorized special event
function).
2. Access to some areas within City facilities are restricted due to security
concerns and the need to protect sensitive equipment. Unauthorized staff
shall not enter restricted areas unless specifically authorized by City staff
having authority to enter.
3. For the use of conference rooms in the City Hall Building, including the
Council Conference Room, City staff will give first priority to City
business meetings and City public meetings, second priority to meetings or
events for other governmental officials or agencies, and third priority to
meetings or events co-sponsored by the City which provide services
directly benefiting City employees (including union meetings, public
speaking meetings, public health events, and the like).
4. No person shall obstruct the entrances, exits or corridors into and within
City facilities in any manner that impedes or restricts public access or
presents a safety hazard. This restriction shall not apply to City staff or
contractors who are utilizing City facility entrances, exits or corridors for
maintenance or repair or for loading or unloading material.
5. No person shall bike, run, ride skateboards, roller skate, in-line skate or
engage in loud or boisterous conduct in City facilities.
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 2 of 4
6. No person shall use sound or light generating or amplifying devices within
City facilities in any manner which interferes with the conduct of City
business or with any in-progress meeting or special event. Sound or light
generating or amplifying devices employed by City staff or utilized by
persons with the authorization of City staff to assist with special events in
City Hall are exempt from this prohibition.
7. No person shall use public restrooms in City facilities for bathing (except
for the washing of hands and face) or washing or drying of clothes.
8. No person shall prepare or consume food or beverages (except for water in
enclosed containers or medically required food or beverage) in the public
areas of City facilities except at special events authorized by City staff.
9. No person shall solicit funds or charitable donations from members of the
public or City staff within City facilities. This prohibition shall not apply to
City-sponsored employee contribution campaigns for charity, or to
charitable solicitation activities which employees pursue on their break or
lunch hour.
10. No person shall sell, offer to sell, or display for the purpose of sale any
commercial product, service, or device within City facilities. This
prohibition shall not apply to City-issued franchises for food service to City
employees.
11. No person shall engage in any threatening or intimidating language or
conduct directed at any member of the public or City employee.
12. No person shall bring a bicycle, tricycle or similar wheeled conveyance into
City facilities, except for City employees who store such conveyances in
accordance with department process. This restriction shall not apply to
persons utilizing wheelchairs or similar medically required devices within
City facilities. This restriction shall not apply to persons utilizing children's
strollers or similar conveyances when necessary to transport young children
into and within City facilities.
13. No person shall post any document, place any object or hang any art within
the City Hall Lobbies unless approved by the Director of Arts and Culture.
14. No person shall bring any animal into City facilities, except, where animals
are intrinsic to the program offered by the City. This regulation shall not
apply to service animals assisting individuals with disabilities or animals
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 3 of 4
under the control of a police officer or an animal handler authorized by City
staff to attend a special event conducted in the Lobbies or other area of City
Hall.
15. No person shall use City facilities primarily for sleeping purposes as this
may unreasonably interfere with the use of the facilities by other members
of the public or City staff.
16. The public shall have access from elevators through passageways and halls
to the designated reception facilities for various City services for the
purpose of conducting business with the City. The work areas beyond the
reception facilities are not public areas and no person except authorized
City staff may enter or remain in employee work areas unless authorized
by, or in the company of, City staff.
17. No person shall use the Council Chambers for any purpose without express
prior approval of the City Clerk. The City Clerk shall approve the use of the
Council Chambers only for the conduct of City public meetings, authorized
City functions, meetings conducted for City employees by authorized
employee representative groups for the purpose of providing services that
directly benefit City employees, City-permitted events, and events hosted
by other governmental officials or agencies.
18. No person except Council Members, commission members or authorized
City staff shall enter the dais or staff area of the Council Chambers during
the conduct of a public meeting unless authorized. No person except
Council Members, commission members or authorized City staff shall
attach any document or object onto the walls or furniture of the Council
Chambers unless authorized.
19. No person except authorized City staff shall access any secured storage or
mechanical areas in the Parking Garage.
20. No person except authorized City staff shall enter or remain in the elevator
lobbies that provide access to City Hall on levels A, B, and C after City
Hall closing time, except when these elevator lobbies are kept open during
meetings or scheduled events.
21. No person shall use the public areas of the City Hall Parking Garage for
any purpose except the parking of vehicles and bicycles.
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 4 of 4
22. No person shall dispose of any household garbage, yard waste, construction
debris, hazardous materials or other waste in the City Hall Parking Garage
or waste containers provided for City use.
23. No person shall tamper with, damage or vandalize any structural
component, equipment or building system in the City Hall Parking Garage.
24. No person shall camp within the City Hall Parking Garage.
25. No person shall post any document, sign, banner, or object within the
Parking Garage, except for City staff in the conduct of its responsibilities.
NOTE: Questions about this policy should be directed to the City Manager’s
Office.
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S:/HRD/FORMS/ACCPRO.doc Rev: 03/17/06
REPORT OF ACCIDENT/PROPERTY DAMAGE RISK MANAGEMENT
AND SAFETY Submit within 24 hours of incident.
Department/Division: Date/Time Incident Occurred: Today’s Date: Incident Investigated/Reported By:
Type of Incident (i.e., Collision, Injury to a Public Person, Property Damage, Loss, Etc.) Photos Taken?
Yes No
Location of Incident (Include Address): City Vehicle No.
Did The Incident Involve:
City Property Private Property Both
Were Police Called?
Yes No
Officer/Dept. Taking Report: Police Report No.
PERSONS INVOLVED
Employee Name: Position/Department: Employment Status:
Regular Volunteer Hourly
Other Party: Address:Phone:
Liability Insurance Company (If applicable) Address: Phone:
Witness Name A/Registered Owner:Address:Phone:
Witness Name B:Address:Phone:
INJURY/DAMAGE ASSESSMENT
How did the incident occur? What was the person doing?
Description of incident or damage.
Severity of Injury (Check One):
No first aid required. Minor first-aid required (i.e., ice, bandage). Emergency services required (i.e., paramedics, police).
Action Taken (Use back of page for additional space).
Additional comments, information or diagrams may be provided on the reverse side of this form.
SIGNATURE
Signature: Name (Printed): Phone: Department/Division:
DISTRIBUTION: Risk Management: Attorney’s Office Facilities/Equipment Management (If Vehicle or Property Damage Involved)
SELECT ONE
Administrative Services
4
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S:/HRD/FORMS/ACCPRO.doc Rev: 03/17/06
REPORT OF ACCIDENT/PROPERTY DAMAGE
PAGE 2
ADDITIONAL COMMENTS OR INFORMATION
DIAGRAM (Of Vehicle Accident Scene) Please Use Street
COST ANALYSIS
FOR FACILITY & EQUIPMENT MAINTENANCE USE ONLY
Vehicle Unit No. ___________________________ Work Order No. _____________________________
Repair Cost ___________________________
Downtime Cost: ___________________________ Down Time: _____________________________
Other Costs ___________________________
Estimator’s Signature ___________________________
Date ___________________________
DISTRIBUTION: Risk Management; Attorney’s Office; Facilities/Equipment Management (If Vehicle or Property Damage Involved)
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
CITY OF PALO ALTO
Zero Waste Plan
August 2018
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TABLE OF CONTENTS
EXECUTIVE SUMMARY ............................................................................................................... 1
ZERO WASTE GUIDING PRINCIPLES ............................................................................................ 2
ADAPTING TO CHANGING MARKET DEMANDS .......................................................................... 3
BACKGROUND ............................................................................................................................ 4
CURRENT ZERO WASTE PROGRAMS ........................................................................................... 5
TARGETED MATERIALS AND GENERATORS ................................................................................ 6
Material Composition ......................................................................................................................... 7
Single-Family Residential Material “Capture Rates” ........................................................................... 9
RESEARCH AND PUBLIC INPUT ................................................................................................. 10
NEW ZERO WASTE INITIATIVES ................................................................................................ 11
Short-Term Programs (2018-2019) .................................................................................................... 11
Medium-Term Programs (2020-2026) ............................................................................................... 18
Long-Term Programs (2027-2030) ..................................................................................................... 23
COSTS AND KEY PERFORMANCE INDICATORS .......................................................................... 26
DIVERSION ESTIMATES AND GREENHOUSE GAS EMISSIONS REDUCTION POTENTIAL ............. 29
ATTACHMENT 1 CURRENT POLICIES AND PROGRAMS ........................................................... 1-1
ATTACHMENT 2 WORKSHOP AND SURVEY RESULTS .............................................................. 2-1
ATTACHMENT 3 ASSUMPTIONS AND CALCULATIONS ............................................................ 3-1
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ZERO WASTE PLAN
1
EXECUTIVE SUMMARY
The 2018 Zero Waste Plan updates the first such Plan for Palo Alto which was adopted in 2007. The new
Plan contains new and revised provisions designed to meet aggressive goals adopted by the Palo Alto
City Council in 2016 as part of its Sustainability/Climate Action Plan (SCAP). Specifically, the Council
adopted a goal of 95% diversion of materials from landfills by 2030, and 80 % reduction of greenhouse
gases by the same year. Additionally, other goals were adopted for water use reduction and
environment protection. All of these goals require even more effort by the City of Palo Alto staff and the
larger community to reduce the use of materials, to reuse them, and to recycle and compost residuals.
The new Plan was also prepared to provide a basis for new and revised contracts the City must have for
residuals management. Current contracts with GreenWaste, the Sunnyvale Materials Recovery Station
(SMaRT), and Waste Management (Kirby Canyon Landfill) all expire in the Fall of 2021. New and/or
revised contracts for hauling, processing, recycling, composting and landfill disposal must all reflect the
aggressive goals adopted by the Palo Alto Council. In order to meet the environmental goals by 2030,
and have new and revised contractor support contracts in place by 2021, it was necessary to begin a
planning process in 2016 and finalize the new Zero Waste Plan in 2018.
It was also necessary to re-examine what Palo Alto currently sends to Landfills in order to target the
right materials in the Plan. It was found that two of the largest components were food-related materials,
and demolition and construction related materials. Therefore, important new and revised Plan
provisions deal with these materials. Enforcement of commercial composting and recycling
requirements is strengthened, as is source separation and deconstruction in the construction industry. A
third and difficult component of landfilled materials are diapers, other personal care products, and pet
waste. These will be further explored under the Plan to find workable solutions.
The Plan is divided into Short Term, Mid Term and Long Term actions. For the most part, this is because
of resource constraints. But it is also because good solutions may not be apparent yet, or because the
residual is a smaller component of the total.
Asian markets for US recyclables are in flux. At the same time, plastics from around the world are
building up in oceans and in wildlife. As part of the Plan, the City will examine better ways to reduce
plastics use and manage their residuals. A Foodware Packaging Reduction Plan will be prepared in
concert with the City's other environmental protection programs in 2019. Targeted plastics will include
food and drink containers and other types of packaging.
The City will continue to use a blend of local action and regional, state and national collaboration to
establish new program components. Local initiatives in Palo Alto are being taken when it is efficient,
helps pilot new ideas and lights the way for others. Enforcement of recycling and composting in the
commercial and construction sectors are key examples where Palo Alto is taking new local action under
its 2018 Zero Waste Plan.
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ZERO WASTE GUIDING PRINCIPLES
Zero Waste is a holistic approach to managing the flow of resources through society in a closed
loop system (circular economy) rather than a linear one. While Zero Waste includes the
traditional hierarchy of reducing, reusing and recycling, it is much more. Zero Waste principles
provide guidance on how resources are managed, from product design through ultimate
disposal. Zero Waste is about designing products and packaging to minimize waste, creating
incentives to encourage clean and sustainable products and processes, fostering both producer
and consumer responsibility, investing in resource recovery facilities, strengthening local
economies, and building community collaboration. This Zero Waste Plan uses the following
guiding principles:
§ Follow the waste management hierarchy of reduce, reuse, recycle/compost, prioritizing
waste prevention first, and then reuse (including salvage and repair) before
recycle/compost.
§ Manage discards as resources, not waste. Preserve materials for continued use and
recognize that all products are made from and with natural resources and manage them
accordingly.
§ Create and support rules and policies that further the Zero Waste hierarchy of rethink,
reduce, reuse, recycle/compost; and redesign systems, processes, or products to reduce
the volume and toxicity of waste and materials.
§ Support Producer Responsibility to hold manufacturers responsible for the full lifecycle
of their products, giving them incentive to create less toxic, more durable, reusable,
repairable, and recyclable/compostable products, packaging, and processes.
§ Create and support programs in every sector of the community to shift away from waste
generation toward waste prevention, reuse, and recycling/composting.
§ Create and keep materials and products for use as high on the hierarchy as possible and
in the useful loop as long as possible. Keep materials from being “downcycled,” where
the number of future uses or options are limited (e.g., composting recyclable paper).
§ Minimize all discharges to land, water or air that may be a threat to planetary, human,
animal or plant health, including climate changing gases.
§ Empower the community to live a Zero Waste lifestyle, build collaborative efforts to
further Zero Waste, and to continue to call for Zero Waste progress.
§ Utilize existing infrastructure and assets in the development of new programs (e.g.,
waste collection vehicles, mail services, food storage).
§ Foster and pilot programs and systems that are adaptable, flexible, nimble, scalable, and
resilient.
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ADAPTING TO CHANGING MARKET
DEMANDS
The following hierarchy of contingencies has been created to help Palo Alto adapt to future
market fluctuations for recyclable and compostable materials. If markets change to such an
extent that currently recyclable or compostable items are no longer accepted, the following
measures will be taken:
1. Increase allocation of resources and focus on initiatives that further waste reduction
and reuse, so that fewer materials will be generated for recycling and composting.
2. Improve processing so recycle and compost streams are cleaner, to improve
marketability.
3. Enhance enforcement of customer sorting; and keep non-complying customers waste
separate for special processing until compliance is achieved.
4. Embrace the concept that recycling/composting is better than landfilling; even as these
expenses increase.
5. Conversion (e.g., gasification, pyrolysis, chemical process) for nonmarketable materials;
maintain ability to move in and out as markets change. This is a less preferred option
than recycling the materials.
Sorting Station at GreenWaste Material Recovery Facility
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BACKGROUND
The City of Palo Alto is a leader in Zero Waste. In 2005, the City adopted a Zero Waste goal of
90% diversion of waste from landfills by 2021. The City’s Zero Waste Operational Plan, adopted
in 2007, identified a number of initiatives that will help Palo Alto reach its Zero Waste goal.
The City has implemented the major initiatives identified in the plan, including:
§A Zero Waste collection contract
§Universal roll-out of recycling and composting to all customers
§Regional organics processing
§Construction debris diversion requirements
§Regional construction debris processing
§Use of emerging technology
The City’s diversion rate has increased from 62% in 2007 to 82% in 2016. “Diversion” includes
all waste prevention, reuse, recycling and composting activities that “divert” materials from
landfills.
In November 2016, the City Council approved the Sustainability and Climate Action Plan
Framework, Principles & Guidelines (SCAP) which identified a new goal of 95% by 2030.
This Zero Waste Plan identifies the new and expanded policies, programs and infrastructure
that will be needed to reach this goal.
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CURRENT ZERO WASTE PROGRAMS
The City contracts with GreenWaste of Palo Alto, Inc. (GreenWaste) to provide comprehensive
recycling and organics collection to all residential and commercial customers in Palo Alto. The
City and GreenWaste provide technical assistance to multifamily complexes, schools, and
commercial buildings pursuant to the City’s mandatory recycling and composting ordinance.
Recyclable materials are processed at the GreenWaste Material Recovery Facility where
commodities are segregated and sold to domestic and international markets. Organic materials
are processed at the Zero Waste Energy Development Corporation anaerobic digestion facility
which produces renewable energy to operate the facility. Excess energy produced at the facility
is sold to the power grid. The materials leftover from the digestion process are further
composted at the Z-Best compost facility.
The City also partners with the cities of Mountain View and Sunnyvale on the Sunnyvale
Materials Recovery and Transfer Station (SMaRT Station). The SMaRT Station processes mixed
garbage from Palo Alto and recovers recyclable and compostable materials that would have
otherwise gone to landfill.
The City has innovative outreach and education programs,
including Zero Waste Block Leaders and Champions and Green
Teams at most Palo Alto schools. The Zero Waste programs
are supported by the City’s Zero Waste policies, which include:
a tiered rate system to incentivize creating less garbage,
plastic bag and Styrofoam bans, construction debris recycling
and deconstruction incentives, Zero Waste requirements at
special events, and the City’s Environmentally Preferred
Purchasing Policy.
Attachment 1 includes a comprehensive list of the City’s current Zero Waste programs.
Waste Station Monitors at Barron Park Elementary
Color-coded Compost, Landfill and Recycle Bins
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TARGETED MATERIALS AND GENERATORS
Materials are generated from many different sources, including households, businesses,
institutions (like hospitals and schools), and construction sites. In 2016, 44% of landfilled
materials were from construction projects and 56% were from all other sources.
Construction projects have a high recycling rate. In 2016, they achieved 72% diversion.
However, there is so much construction activity that the 28% of construction materials that are
being landfilled still account for 44% of the total amount of waste landfilled by Palo Alto. These
materials include: composite materials (things stuck to other things), mixed residue and fines
(materials too small to recover for recycling), and non-recyclable items (including painted or
treated wood, rubber, non-recyclable plastics).
Zanker Materials Processing Facility
Construction
debris
44%Non-construction
garbage
56%
Total Tons of Landfilled Materials, 2016
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Material Composition
To plan for 95% diversion, the City conducted a waste characterization study profiling each of
the City’s non-construction garbage generator sectors, including residential, commercial,
industrial and institutional generators. In 2017, 27,165 tons of materials were disposed in
landfills from these non-construction sources.
The results of the waste characterization study show that 67% of what is currently thrown away
could have been recycled or composted through the City’s current programs.
Recyclable
32%
Compostable
35%
Not currently
recyclable
32%
Citywide Non-Construction Garbage Composition, 2017
(Curbside Collected Garbage)
27,165 tons
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The waste characterization study also identified the individual material types that were more
prevalent in the garbage. The following material types account for 52% of what is thrown away
by Palo Alto generators.
1. Edible food scraps (food that could have been eaten, but was thrown away) – 13%
2. Inedible food scraps (pits, peels, cores, shells, etc.) – 9%
3. Untreated medical waste (we need to work with our hospitals to address) – 8%
4. Paper tissues & towels (we need to put these in the green cart) – 8%
5. Clean paper (we need to put this in the blue cart) – 7%
6. Diapers (we need a disruptive solution) – 7%
Edible food scraps,
13%
Inedible food
scraps, 9%
Paper tissues &
towels, 8%
Clean paper, 7%
Untreated medical
waste, 8%Diapers, 7%
All other
materials
48%
Top Six Most Prevalent Material Types in the Garbage
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Single-Family Residential Material “Capture Rates”
A capture rate indicates what proportion of a material type is being placed in the correct
container. Capture rates for the single-family residential sector were able to be included in the
waste characterization study because waste samples were taken from the residential garbage,
recycle and compost containers. This was only done for the single-family residential sector due
to cost considerations.
Even though the garbage contains materials that could have been recycled or composted,
overall residents in Palo Alto are doing a good job of sorting materials correctly. Single-family
generators are “capturing” 86% of recyclable materials and 83% of compostable materials.
Some materials types, such as plastics, food and compostable paper have lower capture rates.
86%83%
99%93%93%
62%
98%
46%
30%
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RESEARCH AND PUBLIC INPUT
To identify solutions for achieving 95% diversion, the City conducted research and presented
the results at two citywide workshops. Over 100 different ideas were researched and vetted
using the U.S. EPA Managing and Transforming Waste Streams Tool.
Workshop participants received information about new policies, programs and infrastructure
projects that could be undertaken by the City to address materials generated by residential,
commercial, construction, and self-haul generators.
Participants then broke up into small groups for longer discussions about each of the
alternatives. Additional ideas were recorded and each person identified their high priority items
for implementation by the City.
Feedback was also gathered from the community through an online survey that asked for
opinions on specific initiatives, but also allowed for participants to add their own ideas.
Results from the workshops and survey are included in Attachment 2.
This input was used to develop the final list of Zero Waste initiatives for implementation in the:
§ Short-term (2018-2019)
§ Medium-term (2020-2026)
§ Long-term (2027-2030)
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NEW ZERO WASTE INITIATIVES
Forty-eight Zero Waste initiatives were identified for implementation in the short-term 2018-
2019, medium-term 2020-2026, and long-term 2027-2030. Under these time frames, the
initiatives are listed in order of landfill diversion potential and include efforts focused on waste
prevention, reuse, and recycling/composting using a variety of tactics such as changing local
and state policies, new or expanded programs, and infrastructure development.
For each initiative, the following impacts have been identified and estimated:
§ Potential landfill diversion tons - annual
§ Greenhouse gas (GHG) emissions reduction potential in metric tons of carbon dioxide
equivalent (MTCO2e) - annual
§ Staffing based on full-time equivalent (FTE) levels of existing staff – one time or ongoing
effort
§ Additional metrics for success
§ Key performance indicators (KPIs)
Some initiatives require hauler, contractor, or consultant support. Costs have been included for
those initiatives. The assumptions and calculations for the diversion and greenhouse gas
emissions reductions are included in Attachment 3.
Short-Term Programs (2018-2019)
The following 20 initiatives were chosen for short-term
implementation. These initiatives focus on materials that
make up a large percentage of our waste stream (e.g.,
construction and demolition), are natural outgrowths of
programs we already have (e.g., mandatory ordinance
enforcement), and/or improve our focus higher up the
waste hierarchy to waste reduction and reuse (e.g., waste
generation metric and goal, residential food waste
reduction).
1. Require Deconstruction and Source Separation of
Construction Materials – Explore the development of an
ordinance to require deconstruction and source separation
for the purposes of 1) increasing salvage/reuse to highest
extent possible, 2) increasing the amount and quality of
recyclable materials for all construction and demolition
projects. Demolishing entire buildings and combining the
materials in a single box would no longer be allowed.
Consider provisions that encourage or require recovery for
reuse as much as practical. Consider provisions that require
Adaptive reuse refers to the
process of reusing an old site or
building for a purpose other than
which it was built or designed
for. The Art Center is a local
example.
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commercial buildings to make materials available for salvage for a period of time and to publicly
advertise salvage opportunities (e.g., dates, times, materials available). Explore incentives to
encourage remodeling and adaptive reuse of buildings, including easier permitting and financial
incentives. Also consider adding a new metric and KPI for deconstruction.
Diversion Potential 3,330 tons
GHG Emissions Reduction Potential 8,580 MTCO2e
Staff Levels 0.2 FTE one time
Costs: Ongoing annual costs of $460,000 to add full time driver,
half-time administrative support, and additional processing for
GreenWaste, as well as $20,000 consultant support to monitor
customers for compliance
Additional Metrics for Success: Council adoption of municipal
code amendment requiring deconstruction and source separation
of construction materials
KPIs: Landfill reduction, GHG reduction
2. Direct Mixed Construction Materials to High Diversion Construction Materials Recycling
Facilities – Explore the development of an ordinance to require that all mixed construction and
deconstruction materials be delivered to a certified high diversion recycling facility and
investigate the feasibility of developing and implementing an automated data management
system.
Diversion Potential 2,320 tons
GHG Emissions Reduction Potential 7,850 MTCO2e
Staff Levels 0.02 FTE one time
Cost: $30,000 one time for consultant support
Additional Metrics for Success: Council adoption of municipal
code amendment requiring all mixed construction and
deconstruction materials be delivered to certified facilities
KPIs: Landfill reduction, GHG reduction
3. Mandatory Ordinance Enforcement for Commercial – Expand and improve outreach and
enforcement of sorting requirements for commercial customers (including multifamily
customers).
Diversion Potential 2,070 tons
GHG Emissions Reduction Potential 4,400 MTCO2e
Staff Levels 0.75 FTE ongoing
Costs: $60,000 annually for half-time GreenWaste Environmental
Outreach Coordinator
Additional Metrics for Success:
• Create enforcement procedure
• Implement enforcement procedure
KPIs: Landfill reduction, GHG reduction
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4. Construction Project Recycling Technical Assistance – Provide technical assistance and
outreach to contractors and permittees about the City’s ordinance requirements and provide
referrals to local reuse, recycling and deconstruction service providers.
Diversion Potential 1,900 tons
GHG Emissions Reduction Potential 4,890 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $300,000 over a 3 year period for consultant support,
$60,000 per year for half-time GreenWaste Environmental
Outreach Coordinator
Additional Metrics for Success:
•Develop outreach and technical assistance program and
materials for construction and deconstruction contractors
•Implement outreach and technical assistance program
KPIs: Landfill reduction, GHG reduction
5. Statewide Packaging and Product Design – Advocate for statewide packaging and product
design policies that encourage items to be repairable, reusable, fully recyclable/compostable,
and less-toxic. This includes membership in statewide organizations (California Product
Stewardship Council, Californians Against Waste) and submitting testimony to legislative and
regulatory proceedings.
Diversion Potential 790 tons
GHG Emissions Reduction Potential 1,500 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $10,000 annually for memberships
Additional Metrics for Success:
•Continue membership in CPSC and support of CAW
•Support legislation that furthers Zero Waste
•Support and participate in CalRecycle’s packaging
requirements policy creation
KPIs: Generation reduction, GHG reduction
6. Collect Additional Items for Landfill Diversion (e.g., diapers, aseptic containers, pet waste) –
Identify strategies to divert hard to recycle or compost items.
Diversion Potential 620 tons
GHG Emissions Reduction Potential 570 MTCO2e
Staff Levels 0.02 FTE one time
Costs: TBD ongoing
Additional Metrics for Success: Additional items collected for
recycling and/or composting
KPIs: Landfill reduction, GHG reduction
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7. Plastics Conversion - Develop pilots to convert non-recyclable plastics and multi-layered
products to useful chemicals or products.
Diversion Potential 590 tons
GHG Emissions Reduction Potential 950 MTCO2e
Staff Levels 0.02 FTE one time
Cost: TBD ongoing
Additional Metrics for Success: Participate in a plastics and multi-
layered products conversion pilot
KPIs: Landfill reduction, GHG reduction
8. Textile Collection for Reuse & Recycling – Research and implement a program for residents
and businesses to divert textiles for reuse and recycling. Investigate feasibility of adding bagged
or boxed textiles to the curbside collection program.
Diversion Potential 460 tons
GHG Emissions Reduction Potential 3,330 MTCO2e
Staff Levels 0.02 FTE one time
Costs: TBD ongoing
Additional Metrics for Success: Textile collection program added
to curbside collection program
KPIs: Landfill reduction, GHG reduction
9. Waste Reduction for Diapers – Explore incentives and
requirements for reusable and/or compostable diapers.
Diversion Potential 450 tons
GHG Emissions Reduction Potential 390 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $20,000 one time for consultant support
Additional Metrics for Success:
• Determine the type of diaper(s) to incentivize
• Establish an incentive program for reusable and/or
diapers
KPIs: Generation reduction, Landfill reduction, GHG reduction
10. Increase Collection of Reusable Items in the Clean Up Day Program – Enhance the reusable
items component of the by-appointment Clean Up Days for both resident and businesses.
Consider adding an additional clean-up day and collecting on a neighborhood wide basis.
Consider partnering with a non-profit(s).
Diversion Potential 390 tons
GHG Emissions Reduction Potential 1,730 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $187,000 annually to add one full-time driver and to
expand outreach and noticing
Additional Metrics for Success: Enhance the reuse element of the
Clean Up Day program and include a partnership with at least one
local reuse non-profit
KPIs: Landfill reduction, GHG reduction
Diapers comprise 16% of all
residential discards (7% citywide)
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11. Outreach and Technical Assistance for Self-Haul – Develop outreach and technical
assistance to customers that self-haul materials generated within Palo Alto.
Diversion Potential 380 tons
GHG Emissions Reduction Potential 980 MTCO2e
Staff Levels 0.02 FTE one
time
Costs: $30,000 per year for 3 years for consultant support
Additional Metrics for Success:
• Develop outreach and technical assistance program and
materials for self-haul customers
• Implement outreach and technical assistance program
KPIs: Landfill reduction, GHG reduction
12. Residential Food Waste Reduction – Expand outreach and education programs to reduce
wasted food. Learn the barriers and benefits for Palo Alto residents so outreach addresses
those that lead to measurable change.
Diversion Potential 310 tons
GHG Emissions Reduction Potential 270 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $20,000 one time for consultant support
Additional Metrics for Success:
• Conduct food waste reduction barriers and benefits
research
• Create an engagement program based on that research
KPIs: Generation reduction, Landfill reduction, GHG reduction
13. Foodware Packaging Reduction Plan – Develop a Foodware Packaging Reduction Plan to
reduce the amount of single-use, disposable foodware packaging generated in Palo Alto,
encourage reusable foodware items, and to ensure that the single-use disposable items that
are generated are recycled or composted. As a first phase of implementation, explore the
development of an ordinance to require some single-use items (e.g., cutlery, straws, stirrers) to
be compostable in Palo Alto’s program and provided only upon request.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.1 FTE one time
KPIs: Generation reduction, landfill reduction, GHG reduction
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14. Add a Waste Generation Metric(s) and Goal(s) to the
Current Landfill Diversion Goals – Explore metrics to adopt
that focus on reducing the creation of waste. Establish
targets for reducing discarded materials (garbage, recycle,
and compost). Include metrics that address climate/carbon
impacts and footprints.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $10,000 one time for consultant support
Additional Metrics for Success: Waste reduction metric and
targets adopted by Council
KPIs: Generation reduction, GHG reduction
15. Wood to Biochar – Explore the production and
application of biomass power-generation technology from
tree trimming operations and the residual biochar application
on public lands within the City.
Diversion Potential 240 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Cost: TBD ongoing
Additional Metrics for Success: Determine the cost effectiveness
and feasibility of wood to biochar for Palo Alto
KPIs: Landfill reduction, GHG reduction
16. Color Tinted Clear Bags – Explore the development of an
ordinance to require all commercial customers who use bags
to use color-tinted clear plastic bags (blue tint for recycle,
green tint for compost, clear for garbage) and compostable
bags for compost to consolidate materials by material type
for better monitoring and enforcement of waste sorting.
Diversion Potential 230 tons
GHG Emissions Reduction Potential 430 MTCO2e
Staff Levels 0.02 FTE one
time
Additional Metrics for Success: Municipal code amendment
requiring color tinted clear bags adopted by Council
KPIs: Landfill reduction, GHG reduction
17. Commercial Food Donations – Building on the 2015 Food Rescue Services, Barriers, and
Recommendations in Santa Clara County, continue participation in County’s Silicon Valley Food
Rescue working group to create a sustainable food rescue system in Santa Clara County, where
all surplus edible food goes to food insecure people. Consider policies and programs applicable
GreenWaste’s all-electric collection
truck contributes to the City’s
greenhouse gas reduction goals.
Biochar is charcoal used as a soil
amendment. Biochar is a stable
solid, rich in carbon, and can
endure in soil for thousands of
years. Like most charcoal,
biochar is made from biomass via
pyrolysis. Biochar application to
soil is being evaluated as an
approach to carbon sequestration.
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in Palo Alto according to the findings from the county working group. Integrate with food waste
prevention efforts.
Diversion Potential 160 tons
GHG Emissions Reduction Potential 140 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Continue involvement in Silicon Valley Food Rescue
• Pilot A La Carte food truck in Palo Alto
KPIs: Landfill reduction, GHG reduction
18. Encourage Residential Application of Compost – Explore the feasibility of making compost
available to residents for no charge to encourage its use.
Diversion Potential 30 tons
GHG Emissions Reduction Potential 30 MTCO2e
Staff Levels 0.02 FTE one time
Cost: $10,000 on going
Additional Metrics for Success:
• Increase markets for organic materials
• Achieve co-benefits carbon sequestration
KPIs: Landfill reduction, GHG reduction
19. Sustainable Repair Café Function - Work with Repair
Café leaders and other repair community stakeholders to
explore ways to create a permanent, sustainable Repair
Café function.
Diversion Potential 150 tons
GHG Emissions Reduction Potential 770 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Increase number of repaired items
per year and increase use of repair and reuse services over buying
new items
KPIs: Generation reduction, Landfill reduction, GHG reduction
20. Improve Recycling Collection and Processing – Explore the feasibility of adding an
additional collection route to improve processing of contaminated recyclables to reduce
rejection of the materials in the market. Provide more and better sorting of marginally
contaminated recyclables at the processing facility to ensure the marketability of the materials.
Diversion Potential 380 tons
GHG Emissions Reduction Potential 770 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $371,000 ongoing for an additional driver and enhanced
sorting for GreenWaste
Additional Metrics for Success: Increase quality of recycled
feedstocks and reduce rejection of contaminated loads
KPIs: Landfill reduction, GHG reduction
Silicon Valley legend Dan Kottke
helped out at the fourth Palo Alto
Repair Café. Dan is known as
'Apple employee number one'
and was a major contributor to the
Apple I, Apple II and the first
Macintosh computers.
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Medium-Term Programs (2020-2026)
The following 18 initiatives were chosen for medium-term implementation. These initiatives
focus on continuing to increase waste prevention and reuse/repair efforts within the
community, but also planning for improved material processing.
21. Improve Municipal Solid Waste (MSW), Recyclable Materials, and Compostable Materials
Processing - Use Request for Proposal process to pursue more effective material recovery
facilities for MSW when SMaRT agreement ends in 2021. At a minimum, ensure that residues
after processing are further composted or digested to minimize landfilling.
Diversion Potential 2,820 tons
GHG Emissions Reduction Potential 5,240 MTCO2e
Staff Levels (RFP development not included) 0.1 FTE one time
Additional Metrics of Success: Council approval of a new contract
for more effective MSW processing
KPIs: Landfill reduction, GHG reduction
22. Mandatory Ordinance Enforcement for Residential - Expand residential outreach efforts
(e.g., pilot providing posters on carts or inside lids). Explore providing periodic auditing of
residential collection containers and provide outreach and education to residents to ensure
that they are aware of the mandatory recycling program and how to comply with more
outreach provided to residents who require more assistance (as indicated by audit results).
Explore options for shared containers.
Diversion Potential 1,380 tons
GHG Emissions Reduction Potential 2,320 MTCO2e
Staff Levels 0.2 FTE ongoing
Additional Metrics for Success:
• Increase participation in residential recycling and
composting program
• Decrease contamination in the recycle, compost and
landfill containers
KPIs: Landfill reduction, GHG reduction
23. Commercial Waste Prevention Technical Assistance - Expand commercial technical
assistance program to include waste prevention and reuse. Provide tools to identify and
redesign wasteful practices, products and packaging, make business case for Zero Waste, and
purchase more environmentally preferred products (e.g., the current ReThink Disposable
program).
Diversion Potential 890 tons
GHG Emissions Reduction Potential 1,890 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success: Reduce generation of products
and packing at Palo Alto businesses and institutions
KPIs: Generation reduction, Landfill reduction, GHG reduction
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24. Business Outreach (presentations, door-to-door outreach, Zero Waste Champions) - Expand
outreach and technical assistance to industrial, commercial and institutional generators
addressing recycling and/or composting logistics and increasing employee participation.
Conduct focus group on how to make recycling and composting more intuitive.
Diversion Potential 890 tons
GHG Emissions Reduction Potential 1,890 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Increase participation in recycling and composting
programs
• Promote Zero Waste culture at Palo Alto businesses and
institutions
KPIs: Generation reduction, Landfill reduction, GHG reduction
25. Plastic Recovery Facility - Participate in the development of a regional plastic recovery
facility for hard to recycle plastics with recycling service providers, business generators, and
other communities throughout the Bay Area.
Diversion Potential 590 tons
GHG Emissions Reduction Potential 950 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Determination of the feasibility of
a regional plastic recovery facility
KPIs: Landfill reduction, GHG reduction
26. Foodware Packaging Reduction – Continue implementation
of the Foodware Packaging Reduction Plan. Explore modification
of the foodware ordinance to require: 1) use of reusables
(dishes, cups, utensils) for on-site dining; 2) a reusable takeout
packaging option; 3) a charge for disposable takeout foodware
(e.g., cups, clamshells); and 4) all disposable foodware be free of
certain highly toxic chemicals known to migrate into food and
beverages and be compostable in the City’s waste management
programs.
Diversion Potential 420 tons
GHG Emissions Reduction Potential 780 MTCO2e
Staff Levels 0.1 FTE one time
Additional Metrics for Success: Council adoption of modified
foodware ordinance to further reduce foodware packaging
KPIs: Generation reduction, Landfill reduction, GHG reduction
27. Commercial Food Waste Prevention - Explore expansion of outreach to grocery stores,
restaurants, school cafeterias and other food generators on opportunities and practices to
prevent food waste. Work with Santa Clara County, local business, and regional industry
associations to hold Waste Less Food panels. Incentivize food waste reduction tools such as
Lean Path, etc.
10 downtown restaurants are
participating in the City’s Go Box
pilot.
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Diversion Potential 420 tons
GHG Emissions Reduction Potential 370 MTCO2e
Staff Levels 0.05 FTE ongoing
Additional Metrics for Success: Reduce generation of wasted food
KPIs: Generation reduction, Landfill reduction, GHG reduction
28. Improve Green Purchasing - Finalize the update to the City’s Environmentally Preferred
Purchasing Policy and operating procedures. Include plans for staff education and policy
awareness. Contract staff support contingent on budget approval.
Diversion Potential 380 tons
GHG Emissions Reduction Potential 1,300 MTCO2e
Staff Levels 0.04 FTE one time
Costs: $120,000 for contract staff support
Additional Metrics for Success: Updated Environmentally
Preferred Purchasing Policy adopted
KPIs: Generation reduction, Landfill reduction, Toxics reduction,
GHG reduction
29. Issue Waste Reduction Grants - Explore the feasibility of providing grants to non-
governmental organizations (NGOs), schools, businesses and/or individuals to assist the
community to implement innovative reduction, reuse, recycling and composting programs and
to help foster the culture change needed to achieve Zero Waste. NGOs outside of the city that
provide services within the city should be eligible for grants (e.g., gleaners).
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $10,000 annual grant program
Additional Metrics of Success: Implementation of grants program
supporting local NGOs in waste prevention and recycling
KPIs: Generation reduction, Landfill reduction, Toxics reduction,
GHG reduction
30. Incentives for Reuse, Rental, Repair Industry - Explore the feasibility of providing incentives
for reuse, rental and repair through contract incentives, material exchanges, wood reuse, and
direct assistance.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics of Success: Development of repair and reuse
culture in Palo Alto
KPIs: Generation reduction, Landfill reduction, GHG reduction
31. Bans or Fees – Identify additional toxic, hard to recover products, or packaging for
regulation (through bans, takebacks, fees, incentives or other regulation). Targeted materials
could include expanded polystyrene foam products that are not included in the current ban
(such as meat trays and egg cartons), delivery service packaging (such as cold packs and non-
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recyclable plastics), Mylar packaging (such as chip bags and juice pouches), or other hard to
recover products or packaging.
Diversion Potential 260 tons
GHG Emissions Reduction Potential 300 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Council adoption of new
ordinances addressing hard-to-recycle products or packaging
KPIs: Generation reduction, Landfill reduction, GHG reduction
32. Residential Food Donations - Expand Palo Alto’s current residential food sharing network
(gleaning, donations). Integrate with food waste prevention efforts.
Diversion Potential 200 tons
GHG Emissions Reduction Potential 180 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success:
•Increase donations and gleaning
•Promote sharing economy
KPIs: Landfill reduction, GHG reduction
33. Retailer Take-Backs – Explore the development of an ordinance to require retailers to
takeback key products and packaging that they sell to improve convenience for consumers or to
collect materials that are not acceptable in the curbside recycling program (e.g., batteries,
pharmaceuticals, compact fluorescent bulbs). Research should include: options for extended
producer responsibility for manufacturers and distributers with pickup points at retail sites
(such as in the Alameda County pharmaceutical takeback ordinance); and “milk run” pickups
from retail sites by the City’s contractor or household hazardous waste program (such as the in
the San Luis Obispo Integrated Waste Agency takeback program). Coordinate with neighboring
cities to adopt ordinances at same time, and/or to take effect once all neighboring cities adopt.
Diversion Potential 190 tons
GHG Emissions Reduction Potential 320 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Council adoption of take-back
ordinances addressing hard-to-recycle products or packaging
KPIs: Landfill reduction, GHG reduction
34. No Green or Brown Colored Non-Compostable Produce Bags – Explore the development of
an ordinance to prohibit the sale or distribution of green or brown-tinted produce bags that are
not compostable. Clear bags and produce bagged outside of City (e.g., potatoes packed in
brown bags to reduce oxidation) would be permissible.
Diversion Potential 120 tons
GHG Emissions Reduction Potential 110 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Council adoption of new
ordinance addressing non-compostable bags
KPIs: Landfill reduction, GHG reduction
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35. Residential Outreach to Encourage Zero Waste Lifestyle - Expand outreach and education
programs to promote adoption of a “Zero Waste lifestyle.” Promote online resources and best
practices for reducing waste. Conduct focus group on how to make recycling and composting
more intuitive.
Diversion Potential 80 tons
GHG Emissions Reduction Potential 110 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Expand adoption of Zero Waste Lifestyle
• Promote Zero Waste culture with Palo Alto residents
KPIs: Landfill reduction, GHG reduction
36. Free Collection of Small Quantities of Construction Debris from Residents - Explore
providing a reuse and recycling opportunity for small quantities of building materials that are
generated through home improvement projects. Investigate feasibility of collecting small
amounts of mixed construction debris in a special container.
Diversion Potential 20 tons
GHG Emissions Reduction Potential 0 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Small quantities of reusable and
recyclable building materials added to on-call collection program
KPIs: Landfill reduction, GHG reduction
37. Promote Access to Goods Over Ownership - Explore how to promote services that provide
short term rentals of reusable goods such as tools, sports equipment, party equipment (tables,
chairs, serving utensils), as well as sharing websites. Explore a membership-based program that
promotes community resource sharing while leveraging communal purchasing power (e.g., a
Tool Library delivers affordable tool-lending services to individuals, businesses, and civic or
community organizations).
Diversion Potential 10 tons
GHG Emissions Reduction Potential 80 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics of Success: Further enhancement of a reduce
and reuse culture in Palo Alto
KPIs: Generation reduction, GHG reduction
38. Reusable Filling Stations at Stores and Zero Waste Supermarkets - Explore the promotion
of purchasing items in bulk bins and bulk packages at local stores, the expansion of bulk bin
sales at local stores, and Zero Waste supermarkets (everything is sold in bulk).
Diversion Potential 10 tons
GHG Emissions Reduction Potential 10 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics of Success: Increase in locations for bulk
purchasing in Palo Alto
KPIs: Generation reduction, Landfill reduction, GHG reduction
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Long-Term Programs (2027-2030)
The final 10 initiatives were chosen for long-term implementation. These initiatives include
more collaborative efforts.
39. Every Other Week Garbage Collection – Explore every other week garbage collection
service options for both residential and commercial customers.
Diversion Potential 4,310 tons
GHG Emissions Reduction Potential 6,980 MTCO2e
Staff Levels 0.1 FTE one time
Additional Metrics for Success:
• Achieve greater collection efficiencies
• Increase participation in recycling and compost
• Decrease contamination of recycling and compost in the
trash
KPIs: Generation reduction, Landfill reduction, GHG reduction
40. Building Materials Reuse Center - Investigate the
feasibility of creating a Building Materials Reuse Center in
the region for the sale of salvaged building materials. The
building materials would be available for sale to the public
and the Center would provide an outlet for resale from
deconstruction.
Diversion Potential 670 tons
GHG Emissions Reduction Potential 2,840 MTCO2e
Staff Levels 0.05 FTE one time
Additional Metrics for Success: Local resource for reused building
materials
KPIs: Landfill reduction, GHG reduction
41. Require Items to be Reusable, Compostable, or
Recyclable - Explore the development of an ordinance to
require all products and packaging sold in Palo Alto to be
reusable, compostable, or recyclable, in that order of
priority.
Diversion Potential 470 tons
GHG Emissions Reduction Potential 880 MTCO2e
Staff Levels 0.05 FTE one time
Additional Metrics for Success: Council adoption of ordinance
requiring reusable, compostable or recyclable products
KPIs: Landfill reduction, GHG reduction
42. Market Development (local, regional, state, national) - Explore more active promotion of
local businesses that repair, refurbish, market, and sell used, recycled content or compost
products (through on-line resource guides, outreach and advertising); and local flea market.
Since 2016, 25% of the City’s whole
house demolition projects have been
deconstructed instead of demolished.
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Consider expanding promotion of garage sales for sale of reusable items and swaps for
household goods (e.g., clothing, toys).
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Promotion and visibility of repair and reuse organizations
within the region
• Increased use of recycled content and compost products.
KPIs: Landfill reduction, GHG reduction
43. Recycling, Reuse & Repair Directory - Explore adding reuse and repair locations to
RecycleWhere and/or developing a supplemental web-based directory specific to reuse and
repair. This new directory could also include Zero Waste vendors and caterers.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Comprehensive resource about
how to recycle, reuse or repair anything in Palo Alto
KPIs: Generation reduction, Landfill reduction, GHG reduction
44. Zero Waste Research Initiative - Work collaboratively with industry, government and
educational institutions to find new solutions for items that are hard to reuse, recycle or
compost in Palo Alto, connecting with the latest developments, innovation and innovative
funding (including venture capital). Work with Stanford University on research, development,
and policies to support innovations.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.04 FTE one time
Additional Metrics for Success:
• Engagement with regional partners
• Adoption by local educational institutions
KPIs: Generation reduction, Landfill reduction, Toxics reduction,
GHG reduction
45. Reuse Exchange - Explore and develop a program that encourages businesses to
institutionalize internal reuse – reuse closets for office supplies or tools, surplus sales to other
businesses, remnants, surplus goods and equipment, donating goods to non-profits and, finally,
giving items away.
Diversion Potential 230 tons
GHG Emissions Reduction Potential 940 MTCO2e
Staff Levels 0.04 FTE ongoing
Additional Metrics for Success:
• Adoption of practice by local businesses and institutions
• Transition to sharing economy
KPIs: Generation reduction, Landfill reduction, GHG reduction
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46. Promote Zero Waste Credits in CalGreen Building Code (reuse, recycling, composting, and
recycled products) - Participate in Green Building Advisory Group. Provide information on Palo
Alto Zero Waste policies and programs for construction and demolition and advocate for
statewide requirements that support Zero Waste in CalGreen Building Code.
Diversion Potential 190 tons
GHG Emissions Reduction Potential 490 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Universal adoption of Zero Waste
programs in construction and deconstruction
KPIs: Landfill reduction, GHG reduction
47. Businesses Recognition - Assess city and non-city recognition and certification programs
active in Palo Alto (e.g., certified Green business, certified Zero Waste facilities, Business
Environmental Network). Explore ways to bolster programs. Hold opportunities and challenges
meet-ups with representatives. Develop on-going cooperation agreements. Work with
Chamber of Commerce and Palo Alto Downtown Business and Professional Association,
regarding (re)integrating green priorities and projects into each group’s mission and vision as
per the Economic Development Policy. Engage with large janitorial contractors to support “back
of house” recognition. Develop draft multi-year Green Business Recognition Strategy. Hold
quarterly meet-ups for businesses interested in going green including all interested parties.
Diversion Potential 30 tons
GHG Emissions Reduction Potential 60 MTCO2e
Staff Levels 0.04 FTE ongoing
Additional Metrics for Success:
• Increase exposure of Zero Waste businesses
• Promotion of Zero Waste culture
KPIs: Generation reduction, Landfill reduction, GHG reduction
48. Palo Alto Businesses Product & Packaging Redesign - Launch/participate in a regional
initiative to encourage businesses to use reusable, recycled content and eco-friendly materials
in the design and redesign of new and existing products and packaging; collaborate with local
economic development staff to provide assistance and incentives. Support the San Jose
Recycled Market Development Zone and encourage Palo Alto businesses to buy recycled
content products from them.
Diversion Potential 30 tons
GHG Emissions Reduction Potential 60 MTCO2e
Staff Levels 0.1 FTE one time
Additional Metrics for Success: Local leadership in product and
packaging redesign
KPIs: Generation reduction, Landfill reduction, GHG reduction
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COSTS AND KEY PERFORMANCE INDICATORS
Zero Waste Initiatives Projected
Diversion
Projected
GHG
Reduction
Estimated Costs
FTE = Full Time
Equivalent
$ = Hauler/Contractor/
Consultant Support
KPIs
GR = Generation Reduction
LR = Landfill Reduction
TR = Toxics Reduction
GHG = GHG Reduction
(Tons) (MTCO2e) FTE $ GR LR TR GHG
Short-Term (2018-2019)
1. Require Deconstruction and Source Separation of Construction Debris 3,330 8,580 0.21 $480K · ·
2. Direct Mixed Construction Debris to High Diversion Construction
Debris Recycling Facilities
2,320 7,850 0.21 $30K1 · ·
3. Mandatory Ordinance Enforcement for Commercial 2,070 4,400 0.75 $60K · ·
4. Construction Debris Recycling Technical Assistance 1,900 4,890 0.021 $300K1
$60K · ·
5. Statewide Packaging and Product Design 790 1,500 0.02 $10K · ·
6. Collect Additional Items for Landfill Diversion 620 570 0.021 TBD · ·
7. Plastics Conversion 590 950 0.021 — · ·
8. Textile Collection for Reuse & Recycling 460 3,330 0.21 TBD · ·
9. Waste Reduction for Diapers 450 390 0.021 $20K1 · · ·
10. Increase Collection of Reusable Items in the Clean Up Day Program 390 1,730 0.021 $187K · ·
11. Outreach and Technical Assistance for Self-Haul 380 980 0.021 $90K1 · ·
12. Residential Food Waste Reduction 310 270 0.021 $20K1 · · ·
13. Foodware Packaging Reduction Plan 290 470 0.11 — · · ·
14. Add a Waste Generation Metric and Goal to the Current Landfill
Diversion Goals
290 470 0.021 $10K1 · ·
15. Wood to Biochar 240 470 0.021 TBD · ·
16. Color Tinted Clear Bags 230 430 0.021 — · ·
17. Commercial Food Donations 160 140 0.02 — · ·
18. Encourage Residential Application of Compost 30 30 0.021 $10K · ·
19.Sustainable Repair Café Function 150 770 0.02 — · · ·
20.Improve Recycling Collection and Processing 380 770 0.021 $371K · ·
Subtotal 15,380 38,990 1.75 $1.65M
1One time staff support or one time costs
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Zero Waste Initiatives Projected
Diversion
Projected
GHG
Reduction
Estimated Costs
FTE = Full Time
Equivalent
$ = Hauler/Contractor/
Consultant Support
KPIs
GR = Generation Reduction
LR = Landfill Reduction
TR = Toxics Reduction
GHG = GHG Reduction
(Tons) (MTCO2e) FTE $ GR LR TR GHG
Medium-Term (2020-2026)
21.Improve Municipal Solid Waste (MSW), Recyclable Materials, and
Compostable Materials Processing
2,820 5,240 0.11 $2 · ·
22.Mandatory Ordinance Enforcement for Residential 1,380 2,320 0.2 · ·
23.Commercial Waste Prevention Technical Assistance 890 1,890 0.02 · · ·
24.Business Outreach 890 1,890 0.02 · · · ·
25.Plastic Recovery Facility 590 950 0.021 · ·
26.Foodware Packaging 420 780 0.11 · · ·
27.Commercial Food Waste Prevention 420 370 0.05 · · ·
28.Improve Green Purchasing 380 1,300 0.041 $120K · · · ·
29.Issue Waste Reduction Grants 290 470 0.02 $10K · · · ·
30.Incentives for Reuse, Rental, Repair Industry 290 470 0.021 · · ·
31.Bans or Fees 260 300 0.021 · · ·
32.Residential Food Donations 200 180 0.021 · ·
33.Retailer Take-Backs 190 320 0.021 · ·
34.No Green or Brown Colored Non-Compostable Produce Bags 120 110 0.021 · ·
35.Residential Outreach to Encourage Zero Waste Lifestyle 80 110 0.02 · · ·
36.Free Collection of Small Quantities of Construction Debris from
Residents
20 0 0.021 · ·
37.Promote Access to Goods Over Ownership 10 80 0.021 · ·
38.Reusable Filling Stations at Stores and Zero Waste Supermarkets 10 10 0.021 ·· ·
Subtotal 9,260 16,790 0.75 $130K
1One time staff support or one time costs
2Most medium- and long-term costs are to be determined
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Zero Waste Initiatives
Projected
Diversion
Projected
GHG
Reduction
Estimated Costs
FTE = Full Time
Equivalent
$ = Hauler/Contractor/
Consultant Support
KPIs
GR = Generation Reduction
LR = Landfill Reduction
TR = Toxics Reduction
GHG = GHG Reduction
(Tons) (MTCO2e) FTE $ GR LR TR GHG
Long-Term (2027-2030)
39. Every Other Week Garbage Collection 4,310 6,980 0.11 $2 · · ·
40. Building Materials Reuse Center 670 2,840 0.051 · ·
41. Require Items to be Reusable, Compostable, or Recyclable 470 880 0.051 · ·
42. Market Development 290 470 0.02 · ·
43. Recycling, Reuse & Repair Directory 290 470 0.021 · · ·
44. Zero Waste Research Initiative 290 470 0.041 · · · ·
45. Reuse Exchange 230 940 0.04 · · ·
46. Promote Zero Waste Credits in CalGreen Building Code 190 490 0.021 · ·
47. Businesses Recognition 30 60 0.04 · · ·
48. Palo Alto Businesses Product & Packaging Redesign 30 60 0.11 · · ·
Subtotal 6,800 13,660 0.48
Total 31,440 69,440 2.98 $1.78M
1One time staff support or one time costs 2Most medium- and long-term costs are to be determined
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DIVERSION ESTIMATES AND GREENHOUSE
GAS EMISSIONS REDUCTION POTENTIAL
Implementing the Zero Waste initiatives identified in this plan update will help the City achieve
its 95% goal. Using conservative estimates for capture rates by material type, the short-,
medium-, and long-term Zero Waste initiatives would result in an additional 31,000 tons per
year diverted from landfill. The assumptions and calculations are included in Attachment 3.
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Waste prevention, recycling and composting activities also reduce greenhouse gas emissions.
Using the U.S. EPA Waste Reduction Model (WARM), the Zero Waste initiatives to be
undertaken in the short-, medium- and long-term are estimated to reduce greenhouse gas
emissions by approximately 69,000 metric tons of carbon dioxide equivalent. The calculations
and projections using WARM are included in Attachment 3. This will contribute to the City’s
greenhouse gas emissions reduction goal of 80% below 1990 levels by 2030.
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ATTACHMENT 1
CURRENT POLICIES AND PROGRAMS
Policies
§ Rate Structure Incentive (pay as you throw)
§ Service Provider Incentives and Requirements
§ Environmentally Preferred Purchasing Policy
§ Product policies (e.g., polystyrene and plastic bag bans)
§ Construction and Demolition Recycling Requirements
§ Zero Waste Requirements for Special Events
§ Recycling and Composting Ordinance (recycling and composting are required)
§ Zero Waste goal
§ Zero Waste included in Climate Action Plan
Programs
§ Universal Recycle and Compost Collection
§ Anaerobic Digestion of Compostable Material
§ Municipal Solid Waste Processing after source
separation
§ Mixed Construction and Demolition Processing
§ Commercial Technical Assistance
§ Zero Waste Block Leaders and Champions
§ Support for Repair Café and Share Faires
§ Home Composting workshops and free
compost bins as incentive
§ Outreach and Education
− What Goes Where annual outreach
− New resident/customer welcome information
− General program outreach – workshops, shred events, Repair Café dates, etc.
− Food waste reduction annual outreach
− Give an experience annual outreach – holiday waste reduction
− Monthly Zero Waste tip
− Zero Waste eNewsletter
− Community Based Social Marketing efforts
Most of the Zero Waste Block Leaders host “party
packs” (reusable plates, cups, napkins, and cutlery)
that neighbors can borrow to reduce waste from
parties and picnics.
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ATTACHMENT 2
WORKSHOP AND SURVEY RESULTS
Poster versions of the following matrix were presented at the workshops on January 25th and
27th. Participants in the workshops used “dot voting” to indicate their preferred policies and
programs. The votes are indicated on the matrix using orange dots for the January 25th
workshop and blue dots for the January 27th workshop.
Comments from the workshop participants were added to the matrix and are highlighted in
different colors: January 25th workshop in orange, January 27th in blue.
The City also conducted an online survey using Survey Monkey. General comments from the
survey were documented and matched up with the initiatives and included in the matrix.
Comments from the survey respondents are highlighted in green.
Notes in the matrix indicate whether each comment was incorporated into the initiative
descriptions or otherwise addressed. The initiatives were updated and renumbered for
presentation in the plan based on whether they were recommended for implementation in the
short-, medium-, or long-term. Some of the initiatives presented at the workshop were
combined or renamed and the descriptions were updated for inclusion in the plan.
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Initiative Description Targeted Materials Cost Dot Voting Term
Community-Wide Policies
Any way to incorporate diversity into Zero Waste? Comment noted and is listed as a possible future project as part of this initiative.
Integrate sustainability priorities into all City projects Comment noted and is listed as a possible future project as part of this initiative.
Lead by example Comment noted and included 3.CW8. Improve green purchasing.
19.CW1. Bans or Fees Ban or limit sales of toxic or hard to recover
products and product packaging by ordinance.
Ban additional uses of expanded polystyrene
foam (EPS). Adopt point-of-sale fees for products
that are toxic, hard to reuse, recycle or compost
and/or certain disposable items to incentivize
customer reuse. Explore with express delivery
services how to reduce packaging, takeback
packaging and use reusables more.
Flexible plastic pouches, Mylar
packaging, cold packs,
composite film plastic, hard-
to-recycle products (e.g.
disposable diapers) and
packaging (e.g. EPS blocks).
Staff time •
•
Short – research which
products and packaging
to target
Medium – adopt
Ordinances after develop
Plan for each ban.
Work with Amazon and other mail delivery vendors to reduce packaging waste
(try reusables)
Comment noted and is
listed as a possible future
project as part of this
initiative.
How to address Mylar packaging? Comment noted and product is on our list of items to possibly address.
Ban additional Styrofoam products Short term– research additional Styrofoam products
Need additional motivation to further reduce and reuse Included in #19
Support fees on disposable hot and cold beverage cups at local shops,
on straws and disposable utensils, and on disposable takeout containers
Included in #19
Support reusable, compostable or recyclable packaging alternatives including
through consumer pressure
Included #19
Support bans to reduce wasting Included in #19
Increase disposal fees Included in #19
36.CW2. Require items to be
reusable, recyclable or
compostable
Require all products and packaging sold in Palo
Alto be reusable, recyclable or compostable by
ordinance.
Non-reusable, non-recyclable,
non-compostable products and
packaging
Staff time •• Long
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Initiative Description Targeted Materials Cost Dot Voting Term
20.CW3. Reusables for
takeout beverages and
packaging; not single-use
packaging
Require reusables for takeout beverages and
packaging in foodware ordinance. Only allow
single-use items (e.g. cutlery, straws, sauce
packets) to be provided “on request.” Enforce
“front of house” sorting at restaurants and
businesses.
Foodware packaging, including
paper and plastic
Staff time Medium
All disposables (cutlery, straws, sauce packets) provided “on request” (still need
to allow compostables)
Comment noted and will be considered for incorporate into #20 as part of the broader
requirement
Require “front of house” sorting at restaurants and businesses and provide
customized posters
Already required in Palo Alto
Require reusable coffee cups – like in London Included in #20
Support incentive policies and programs encouraging reusables over disposables Included in #20
1.CW4. Color tinted clear
bags
Require all residents and businesses who use
bags to use color-tinted clear plastic bags (blue
tint for recycle, green tint for compost, clear for
garbage) to consolidate materials by ordinance
for better monitoring of materials.
Recyclable and compostable
materials
Staff time • Short
Require customers to bag garbage and compostables Not recommended to include in plan
21.CW5. No green or brown
colored non-compostable
produce bags
Ban the sale or distribution of green or brown-
tinted empty produce bags that are not
compostable by ordinance. Clear bags and
produce bagged outside of City (e.g., potatoes
packed in brown bags to reduce oxidation)
would be permissible.
Film plastic, plus organics Staff time Medium
Give free compostable bags to community Not recommended
Require compostable produce bags Not recommended
Should not apply to produce bagged outside of city (e.g., potatoes packed in
brown bags to reduce oxidation)
Included in #21
2.CW6. Statewide packaging
and product design
Advocate for statewide packaging policies
including membership in statewide organizations
(California Product Stewardship Council,
Californians Against Waste) and submitting
testimony to legislative and regulatory
proceedings.
Hard-to-recycle products and
packaging
Staff time
+
membershi
ps
$10k max
••••••••••
•••••
Short
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
2-4
Initiative Description Targeted Materials Cost Dot Voting Term
Reduce packaging Included in #2
22.CW7. Retailer take-backs
(voluntary, mandatory)
Ask retailers to takeback products and packaging
that they sell to improve convenience for
consumers or to collect materials that are not
acceptable in the curbside recycling program
(e.g., batteries, pharmaceuticals, compact
fluorescent bulbs). Research which items
retailers should be required to takeback by
ordinance. Coordinate with neighboring cities to
adopt ordinances at same time, and/or to take
effect once all neighboring cities adopt.
Universal waste, non-
recyclable products and
packaging
Staff time ••
•
Short – Ask retailers to
takeback targeted
products and/or
packaging that they sell.
Medium – Require
retailers to takeback
targeted products and/or
packaging that they sell.
Don’t hurt local businesses. People will go to other cities to buy. Comment noted
3.CW8. Improve green
purchasing
Finalize Environmentally Preferred Purchasing
Policy update and train all City staff regarding
that Policy. Develop standard operating
procedures and education campaign and
include in employee performance review
targets.
Reusable materials, recycled-
content, recyclable and
compostable products, and
compost products
Staff time
••
•
Short
9. Product & packaging fees Adopt point-of-sale fees for products that are
toxic, hard to reuse, recycle or compost and/or
certain disposable items to incentivize customer
reuse.
Hard-to-recycle and recyclable
and compostable products and
packaging examples?
Packaging such as Styrofoam
blocks
Staff time
Include in 1
4.CW9. Change from a
diversion goal to a
generation goal
Research additional metrics that focus first on
eliminating and reducing consumption and
wasteful practices, then reusing products and
packaging, and then recycle or compost
remaining discarded materials. Include metrics
that address climate/carbon impacts and
footprints.
All Staff time
+ consultant
assistance
$10k max
••••••••••
•
••••
Short
Climate/carbon metric/footprint
Metric valuing reduce, reuse over disposal
Include in #4
Time urgency: due to climate change, we need to do more/faster Made #4 a short-term item
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
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Initiative Description Targeted Materials Cost Dot Voting Term
Community-Wide Programs
23.CW10. Issue waste
reduction grants
Research the feasibility of providing grants to
non-governmental organizations (NGOs),
schools, businesses and/or individuals to assist
the community to implement innovative
reduction, reuse, recycling and composting
programs and to help foster the culture change
needed to achieve Zero Waste. NGOs outside of
the city that provide services within the city
should be eligible for grants (e.g., gleaners).
All Staff time •
••
Medium
NGOs outside of the city that provide services within the city should be eligible for
grants (e.g., gleaners)
Will include in #23
24.CW11. Incentives for reuse,
rental, repair industry
Work with Chamber of Commerce to develop
and promote repair businesses. Offer more
repair cafes. Research the feasibility of providing
incentives for reuse and repair through contract
incentives, material exchanges, wood reuse, and
direct assistance.
Reusable materials
Staff time •
••
Medium
Develop and promote repair businesses (work with chamber) Include in #24
More repair cafes (we are swamped) Include in #24
37.CW12. Market Development
(local, regional, state, national)
Research and promote network of local
businesses that repair, refurbish, market, and
sell used, recycled content or compost products
(through on-line resource guides, outreach and
advertising). Promote local flea markets and
garage sales for sale of reusable items and swaps
for household goods (e.g., clothing, toys).
Used, recycled-content and
compost products
• Long
38.CW13. Recycling, reuse &
repair directory
Research adding reuse and repair locations to
RecycleWhere and/or to develop a supplemental
web-based directory specific to reuse and repair.
This new directory could also include Zero Waste
vendors and caterers.
Reusable and repairable
materials
Staff time •
•
Long
Provide on-line resource library for Zero Waste vendors, caterers Linked to #38. Will research at the same time.
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Initiative Description Targeted Materials Cost Dot Voting Term
39.CW14. Zero Waste Research
Initiative
Work collaboratively with industry, government
and educational institutions to find new
solutions for items that are hard to reuse,
recycle or compost in Palo Alto, connecting with
the latest developments, innovation and
innovative funding (including venture capital).
Work with Stanford University on research,
development, and policies to support
innovations. This is not necessarily a facility,
business or organization.
Particularly focus on hard to
recycle materials (such as
diapers, dirty film plastics,
Mylar and composites), toxic
items, medical wastes, value-
added products, building
products, transportation
products and products that
could be used by Parks &
Recreation
Long
Work with Stanford on 1) research and 2) development and then 3) develop policies Included in #39
Want way to recycle or donate non-recyclable and non-compostable packaging,
(including Single-service, Styrofoam, Mylar and Aseptics), textiles, shoes wood, pet
waste, diapers, repairables, composites, and pressure treated wood
Included in #39
25.CW15. Apply compost to
public lands/parks
Identify areas on public lands and parks where
compost could be applied to sequester carbon to
assist in combating climate change.
Compostable materials,
including food scraps and plant
debris
•
•
Medium
26.CW16. Promote access to
goods over ownership
Research how to promote services that provide
short-term rentals of reusable goods such as
tools, sports equipment, party equipment
(tables, chairs, serving utensils), as well as
sharing websites. Explore a membership-based
program that promotes community resource
sharing while leveraging communal purchasing
power (e.g., a Tool Library delivers affordable
tool-lending services to individuals, businesses,
and civic or community organizations).
Reusable materials ••
•••••
Medium
Cultural Problem – Problem of affluence Comment noted
This is an interdisciplinary problem – may need to talk to psychologists to figure out
how to get people to reduce waste. Or business development to figure out
incentives.
Comment noted
Need help to do culture change Comment noted
Require Zero Waste events for any event requiring a permit (corporate picnics, etc.) Currently require
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
2-7
Initiative Description Targeted Materials Cost Dot Voting Term
Palo Alto permitted events require compliance with a sustainability checklist (see
Stanford event policy)
Comment noted, will check Stanford’s list
Want lending libraries for Tools, Appliances, and Toys Included in #26
Improve education materials, website and RecycleWhere tool Included in #26
27.CW17. Reusable filling
stations (bulk bins) at stores
and ZW supermarkets
Research the promotion of purchasing items in
bulk bins and bulk packages at local stores.
Promote the expansion of bulk bin sales at local
stores. Promote local and online resources for
Zero Waste lifestyles and Zero packaging.
Promote Zero Waste supermarkets.
Packaging, including film,
containers and bottles
Staff time • Medium
Zero Waste supermarket – everything sold in bulk Include in #27
Need more bulk filling stations at stores (bring your own container and fill with the
item you want to purchase – grains, flour, nuts, herbs, shampoo, soap, etc.)
Included in #27
5.CW18. Textile collection for
reuse & recycling
Research ways for residents and businesses to
divert textiles for reuse and recycling. Investigate
feasibility of adding bagged or boxed textiles to
the collection program. Map regional
opportunities.
Textiles and leather Staff time
+ Service
Provider
Proposal
Short
Support textiles collection (71% of respondents) Included in #5
Oppose textiles collection (33% of respondents) – don’t want another bin, don’t
want increased costs, only have them infrequently.
Comments noted and will be considered in future program design.
Want adult and children’s clothing and shoe exchange Comment noted and will be considered in future program design
6.CW19. Collect additional
items (e.g., aseptic, pet waste)
Research and identify strategies to divert hard to
recycle or compost items.
Aseptic Packaging, Sanitary
Products, Diapers and Animal
Feces and Litter
Staff time
+ Service
Provider
Proposal
Short
Support pet waste and/or diapers, and aseptics collection program (71%) Included in #6
Oppose pet waste and/or diapers collection program (33% of respondents) – don’t
want another bin, don’t want increased costs, don’t have these items.
Comments noted and will be considered in future program design.
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
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Initiative Description Targeted Materials Cost Dot Voting Term
Community-Wide Facilities
7.CW20. Plastics Conversion Develop pilots to convert non-recyclable plastics
to useful chemicals or products.
Non-recyclable plastics,
including film, composites and
Mylar
Staff time Short
8.CW21. Wood to biochar Research feasibility to produce biochar to apply
on public lands within the City using local tree
trimmings.
Wood, including engineered
wood
Staff time Short
28.CW22. Plastic Recovery
Facility (PRF)
Participate in the development of a regional PRF
with recycling service providers, business
generators, and other communities throughout
the Bay Area.
Hard-to-recycle plastics,
including film packaging and
rigid plastic products
Staff time •
••
Medium
Explore new facilities regionally Comment noted
Comment noted Collect all plastic and let the professionals sort
29.CW23. Improve MSW
processing after source separation
to increase diversion
Use RFP process to pursue more effective
material recovery facilities when SMaRT
agreement ends in 2021. At a minimum, ensure
that residues after processing are further
composted or digested to minimize landfilling.
Recyclable and compostable
materials remaining in the
trash
Staff time ••••••••• Medium
Reinstate Recycle Center Not recommended
Regional Repair Café Building Not recommended
Space for Lucille Packard Children’s Hospital Sale - a great community service Not recommended
Offer SMaRT-type drop off programs locally (could be located at Cubberley High
School site)
Not recommended
Provide local shredding events Not recommended
Add shredding event to 1st Saturday HHW events Not recommended
Residential Policies
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
2-9
Initiative Description Targeted Materials Cost Dot Voting Term
30.R1. Mandatory ordinance
enforcement
Don’t mandate, educate first. Pilot providing
posters on carts or inside lids. Research
providing periodic auditing of residential
collection containers and provide outreach and
education to residents to ensure that they are
aware of the mandatory recycling program and
how to comply. Ensure that all customers are
audited once per year with more outreach
provided to residents who require more
assistance. Direct residents to nice looking
compost pails. Research options for shared
containers.
Recyclable and compostable
materials
Staff time • Short – Posters
Medium – Shared
containers
Don’t Mandate – educate • Included in #30
Direct residents to nice looking compost pails Comment noted
Poster on carts or inside lids – (add language: pilot this in the short term) Included in #30
Research options for shared containers – (add language) Included in #30
Residential Programs
9.R2. Food waste prevention
Research expanding outreach and outreach
programs to reduce wasting food at home and
choose less wasteful packaging. Learn the
barriers and benefits for Palo Alto residents so
outreach addresses those and leads to
measurable change.
Food Staff time
+
contracto
r $20k
•••
••••
Short
Encourage people to choose less wasteful packaging (don’t buy onions cut in half
and wrapped in plastic – cut your own onion)
Comment noted
31.R3. Food donations (food bank,
soup kitchen, gleaning)
Expand Palo Alto’s current residential food
sharing network (gleaning, donations). Prepare
outreach plan and outreach materials. Integrate
with Food Waste prevention efforts.
Food Staff time ••••
••••
Medium
Donate end-rolls from toilet paper (custodians replace before fully empty) Comment noted
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
2-10
Initiative Description Targeted Materials Cost Dot Voting Term
40.R4. Every other week trash
collection
[Move to citywide]
Offer with reduced fee if not picked up each
week (or higher fee if picked up weekly). Follow
Strategy SW-2.2 of the 2016 Sustainability and
Climate Action Plan: “As the City moves closer to
Zero Waste, more of the waste materials
collected should be recoverable (recyclable or
compostable), evaluate eliminating separate
collection of garbage, and moving to a two- cart
collection scheme. Moving toward every other
week trash collection is an appropriate next
step.”
All recyclable and compostable
materials
TBD
based on
Service
Provider
Proposal
••
•••••
Medium
Every other week collection with reduced fee if not picked up each week (or higher
fee if picked up weekly)
Linked to #40
Fees are going up. How do we reduce waste and costs? Comment noted
10R5. Collect reusables ahead of
cleanup trucks
[Move to citywide]
Research the addition of reusables to the by-
appointment Clean Up Days for both resident
and businesses and allow non-profits to take
turns collecting those goods the day before the
GreenWaste collection trucks arrive. Update
website and promotional materials and promote
via media releases and across social media
channels.
Reusable materials Staff time
+ TBD
based on
Service
Provider
Proposal
••••••••••
•
••
Short
11.R6. Incentives for reusable
and/or compostable diapers
Waste reduction for diapers
[Move to citywide]
Research incentives and requirements for
reusable and/or compostable diapers.
Diapers Staff time
+
consultan
t time
$20,000
per year
••••••
••••••
Short
Social norming – just try it! Comment notes
The green bin gets pretty nasty when you share with other residents – how about
periodic cleaning by collector?
Cart and bin cleaning is offered as a service by GreenWaste. Free service not
recommended due to costs.
Mandate only small garbage cart (e.g., 16 or 20 gallons) Not recommended
Special programs to assist multifamily • Comment noted
Enforcement and outreach for multifamily Included in #11
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2-11
Initiative Description Targeted Materials Cost Dot Voting Term
Require drivers to get out of the collection truck to pick up batteries Doing this now
Support reusable diaper service program subsidy Included in #11
Commercial Programs
12.C1. Mandatory ordinance
enforcement
Expand and improve outreach and enforcement
of sorting requirements for commercial
customers (including multifamily customers).
Recyclable and compostable
materials
Staff time
+ ½ GW
EOC -
$59,500
•
•
Short
32.C2. Food waste prevention Research and expand outreach to grocery stores,
restaurants, school cafeterias and other food
generators on opportunities and practices to
prevent food waste. Work with local business
and regional industry associations to hold Waste
Less Food panels. Incentivize food waste
reduction tools such as Lean Path, etc.
Food Staff time •
••
Medium
18.C3. Food donations (food bank,
soup kitchen, gleaning)
Building on the 2015 Food Rescue Services,
Barriers, and Recommendations in Santa Clara
County, continue participation in County’s Silicon
Valley Food Rescue working group to create a
sustainable food rescue system in Santa Clara
County, where all surplus edible food goes to
food insecure people. Consider policies and
programs applicable in Palo Alto according to the
findings from the county working group.
Integrate with food waste prevention efforts.
Food Staff time •••••••
•••
Short
34. Less than every week
trash/residual collection
[Moved to citywide]
Strategy SW-2.2 of the 2016 Sustainability and
Climate Action Plan states: As the City moves
closer to Zero Waste, more of the waste
materials collected should be recoverable
(recyclable or compostable), evaluate
eliminating separate collection of garbage, and
moving to a two- cart collection scheme. Moving
toward every other week trash collection is an
appropriate step in that direction.
All TBD –
Service
Provider
Proposal
••
•••
Medium
Combine this with the
residential one.
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
2-12
Initiative Description Targeted Materials Cost Dot Voting Term
33.C4. Waste Prevention Technical
Assistance
Expand commercial technical assistance program
(including ReThink Disposable) to include waste
prevention and reuse. Provide tools to identify
and redesign wasteful practices, products and
packaging, incentive policies and programs
encouraging reusables over disposables, how to
recycle and compost, how to right-size
collection, reusable shipping containers and
packaging requirements/program, digital
delivery of all official communications, identify
where materials go, make business case for Zero
Waste, and purchase more environmentally
preferred products. Conduct focus group on how
to make recycling more intuitive.
All Staff time •••
•
Medium
Focus group on how to make recycling more intuitive Comment noted
Technical assistance to document diversion & cost savings Included in #33
Technical assistance to make the business case for Zero Waste Included in #33
Easy to find list of what goes where – app or better website Comment noted
Support Reusable shipping packaging requirements/program Included in #33
Promote reusable shipping containers. Included in #33
Digital delivery Included in #33
34.C5. Business outreach
(presentations, door-to-door
outreach, Zero Waste Champions)
Expand outreach and technical assistance to
industrial, commercial and institutional
generators addressing recycling and/or
composting logistics and increasing employee
participation.
All Staff time •• Medium
41.C6. Reuse exchange Research and develop a clever and convenient
program that encourages and rewards
businesses for institutionalizing internal reuse –
reuse closets for office supplies or tools, surplus
sales to other businesses, remnants, surplus
goods and equipment, donating goods to non-
profits, and, finally, giving items away.
Reusable materials Staff time ••
•
Long
Want business reuse exchange Included in #41
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
2-13
Initiative Description Targeted Materials Cost Dot Voting Term
38. Reuse collection
[Moved to citywide]
Add reusables to the by-appointment Clean Up
Days and allow non-profits to take turns
collecting those goods the day before the
GreenWaste collection trucks arrive. Update
website and promotional materials and promote
via media releases and across social media
channels.
Reusable materials TBD –
Service
Provider
Proposal
••••••• Short
Combine with the
residential initiative
42.C7. Help Businesses apply for
recognition (certified Green
business, certified Zero Waste
facilities, Business Environmental
Network)
Business recognition
Assess city and non-city recognition and
certification programs active in Palo Alto. Hold
opportunities and challenges meet-ups with
representatives. Develop on-going cooperation
agreements. Work with Chamber of Commerce
and Palo Alto Downtown (PAD), regarding
(re)integrating green priorities and projects into
each group’s mission and vision as per the
Economic Development Policy. Engage with large
janitorial contractors to support “back of house”
recognition. Develop draft multi-year Green
Business Recognition Strategy. Hold quarterly
meet-ups for businesses interested in going
green including all interested parties.
All Staff time •••
•
Long
Janitorial or “back of house” recognition Included in #42
Engagement with large janitorial contractors (JLL, ISS) Included in #42
43.C8. Palo Alto businesses product
& and packaging redesign
Launch/participate in a regional initiative to
encourage businesses to use reusable, recycled
content and eco-friendly materials in the design
and redesign of new and existing products and
packaging; collaborate with local economic
development staff to provide assistance and
incentives. Support the San Jose Recycled
Market Development Zone (RMDZ) and
encourage Palo Alto businesses to buy recycled
content products from them.
Products and packaging Staff time ••• Long
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
2-14
Initiative Description Targeted Materials Cost Dot Voting Term
41. Incentives/subsidies for
reusable diapers
[Moved to citywide]
Provide incentives/subsidies to day care centers,
hospitals and nursing homes for transitioning to
reusable diapers.
Phil asked to incorporate all diaper items into
one initiative
Diapers Scalable
$10,000
per year
•••••
••••
Short
Combine with the
residential initiative
Self-Haul Programs
13.SH1. Outreach and technical
assistance
Research outreach and technical assistance to
self-haulers, including householders and
business owners with service exemptions and
service providers that self-haul materials
generated within Palo Alto. Address
requirements, how-to guides (e.g. how to sort
recycle, compost and garbage properly).
Municipal solid waste,
construction debris, reusable
and recyclable materials from
periodic cleanouts and
construction
Staff time,
outreach
materials
$5,000
per year
•••••• Short
C&D Policies
14.CD1. Require deconstruction
and source separation of selected
materials
Require deconstruction and source separation
for all construction and demolition projects by
ordinance. Demolishing entire buildings would
no longer be allowed. Require source-separation
at construction and demolition sites for easily
recyclable materials. Research incentives to
encourage remodeling and adaptive reuse of
buildings, including easier permitting and
financial incentives.
Reusable building materials,
including lumber, fixtures,
furniture and appliances,
sheetrock, carpet, asphalt
composition shingles, ceiling
tile, wood, metal, concrete,
asphalt, brick, and stucco.
Staff time ••••••••••
••••••••
Short
Support ordinance (87% of respondents) Included in #14
Oppose ordinance (19% of respondents) – too costly, can hurt small businesses,
create an incentive instead of a fine, already too many regulations for building in
Palo Alto
Comments noted
Adaptive Reuse of Buildings ••••• Included in # 14
Expand requirements for demo permits • Not recommended
Create incentives for contractors and property owners having to spend extra time
and costs
Comment noted
Require deconstruction and source separation for all projects Included in #14
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Initiative Description Targeted Materials Cost Dot Voting Term
15.CD2. Direct mixed C&D
materials to high diversion C&D
recycling facilities
Require that all mixed C&D materials be
delivered to a certified high diversion facility by
ordinance
Building materials and C&D
debris, including wood,
gypsum, paper, plastic, glass,
carpet, and roofing materials
Staff time ••
••
Short
16.CD3. Publicly notice pending
demolition to facilitate
deconstruction and salvage in
commercial buildings
Require that any business demolishing a
structure within the City publicly advertise the
hours and dates that materials will be available
for salvage, provide a survey of potentially
salvageable materials, and make such materials
available for at least 10 days.
Reusable building materials,
including lumber, fixtures,
furniture, and appliances
Staff time
•••• Short
46. Required source-separation
[Combined with 14]
Require source-separation at construction and
demolition sites for easily recyclable materials by
ordinance.
Sheetrock, carpet, asphalt
composition shingles, ceiling
tile, wood, metal, concrete,
asphalt, brick, stucco
Staff time ••
•
Short
Decrease permit time as an incentive Comment noted
Create incentives for property owners Comment noted
C&D Programs
44.CD4. Promote Zero Waste
credits in CalGreen Building Code
(reuse, recycling, composting,
and recycled products)
Participate in Green Building Advisory Group.
Provide information on Palo Alto Zero Waste
policies and programs for construction and
demolition and advocate for statewide
requirements that support Zero Waste in
CalGreen Building Code.
Recyclable building materials,
including sheetrock, carpet,
asphalt composition shingles,
ceiling tile, wood, metal,
concrete, asphalt, brick, stucco
and reusable building
materials, including lumber,
fixtures, and appliances
Staff time • Long
35.CD5. Free collection of small
quantities of C&D from residents.
Research providing a reuse and recycling
opportunity for small quantities of building
materials that are generated through home
improvement projects.
Investigate feasibility to collect small amounts of
mixed C&D in a special container.
Recyclable building materials,
including sheetrock, carpet,
asphalt composition shingles,
ceiling tile, wood, metal,
concrete, asphalt, brick, stucco
and reusable building
materials, including lumber,
fixtures, and appliances
••••
•
Medium
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
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Initiative Description Targeted Materials Cost Dot Voting Term
17.CD6. Technical assistance Provide technical assistance to contractors and
permittees by publishing information about the
City’s ordinance requirements and providing
referrals to local reuse, recycling and
deconstruction service providers
Building materials and C&D
debris, including wood,
gypsum, paper, plastic, glass,
carpet, and roofing materials
Staff time
+
$5-10K +
½ GW
EOC -
$59,500
• Short
C&D Infrastructure
45.CD7. Building Materials Reuse
Center
Investigate the feasibility of creating a Building
Materials Reuse Center in the region for sale of
salvaged building materials. The building
materials would be available for sale to the
public and the Center would provide an outlet
for resale from deconstruction.
Reusable building materials,
including lumber, fixtures, and
appliances
Staff time ••••••••
•
Long
Work with East Palo Alto on Building Reuse Center and create jobs Comment noted
Cubberley C&D collection center Not recommended
Need a building materials reuse center Included in #45
General Survey Comments
Reasons for not reducing, reusing, recycling or composting more:
• Confusion on what is recyclable
• No incentive to sort properly
• Inconvenience (there is no recycling container near where material is
generated)
• Lack of space
• Concern about recycling personal documents
• Too busy to separate waste
• Zero Waste is not a priority.
Comments noted
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
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ATTACHMENT 3
ASSUMPTIONS AND CALCULATIONS
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GHG
Emissions
Factors
Commercial Front-Load
12.C1. Mandatory ordinance enforcement for commercial
Material
Est. Est.
MTCO2e Percent + / - Tons Capture Rate Tons Captured MTC2e Reduced
Paper 32.4% 1,865
3.4498 Clean, Flattened, Uncoated OCC 1.4% 0.4% 80 25% 20 69
3.4498 Clean, Unflattened, Uncoated OCC 0.7% 0.3% 38 25% 10 33
1.9084 Newspaper 1.0% 0.5% 60 25% 15 29
4.6242 Other Clean Paper 10.2% 1.8% 587 25% 147 678
1.9084 Paper Tissue & Towels 11.9% 1.7% 684 25% 171 326
1.9084 Other Soiled Uncoated Fiber 0.8% 0.3% 47 25% 12 23
3.4498 Coated OCC 0.1% 0.1% 8 25% 2 7
1.9084 Other Coated Paper 1.1% 0.3% 66 25% 16 31
1.9084 Gable Top Cartons 0.2% 0.1% 11 0 0
1.9084 Aseptics 0.2% 0.1% 11 0 0
1.9084 Paper Takeout Containers 0.9% 0.4% 52 25% 13 25
1.9084 Coated Paper Cups 1.9% 0.5% 111 0 0
3.4498 Pizza Boxes 0.2% 0.2% 14 25% 3 12
1.9084 Other Composite Paper 1.7% 0.4% 98 0 0
Plastic 17.0% 977
1.5781 #1 PETE Plastic Packaging 1.2% 0.2% 67 25% 17 27
1.4313 #2 HDPE Plastic Packaging 0.6% 0.2% 32 25% 8 12
1.5781 Expanded #6 Products & Packaging 1.3% 0.5% 72 0 0
1.5781 Other #3-7 Plastic Packaging 1.4% 0.3% 83 25% 21 33
1.5781 Durable Plastic Products 1.2% 0.3% 70 25% 18 28
1.5781 Plastic Takeout Containers 0.4% 0.1% 26 0 0
1.7616 Compostable Plastic Bags 0.1% 0.1% 6 25% 2 3
1.7616 Other Compostable Plastic 0.2% 0.1% 14 25% 4 6
1.7616 Recyclable Film Plastic 2.1% 0.5% 121 0 0
1.7616 Flexible Plastic Pouches 0.1% 0.1% 7 0 0
1.7616 Other Composite Film Plastics 0.2% 0.1% 12 0 0
1.5781 Other Plastic 8.1% 1.3% 465 0 0
Glass 2.6% 152
0.3303 Glass Bottles & Jars 1.6% 0.4% 91 25% 23 8
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
3-3
GHG
Emissions
Factors
Commercial Front-Load
12.C1. Mandatory ordinance enforcement for commercial
Material
Est. Est.
MTCO2e Percent + / - Tons Capture Rate Tons Captured MTC2e Reduced
0.3303 Blue or Red Glass Bottles & Jars 0.0% 0.0% 0 25% 0 0
0.3303 Other Non-Composite Glass 0.9% 1.2% 53 0 0
0.3303 Other Composite Glass 0.1% 0.2% 8 0 0
Metal 2.4% 138
13.7258 Aluminum Cans & Foil 0.5% 0.2% 30 25% 7 102
5.2848 Other Non-Ferrous Metal 0.0% 0.0% 2 25% 1 3
1.835 Steel Cans & Lids 0.5% 0.2% 29 25% 7 13
1.835 Appliances 0.2% 0.3% 9 0 0
1.835 Other Ferrous Metal 0.7% 0.3% 41 25% 10 19
5.2848 Other Composite Metal 0.5% 0.3% 27 0 0
Organics 22.4% 1,293
-0.1468 Plant Trimmings 3.5% 2.4% 200 25% 50 -7
0.8808 Edible Food Scraps 8.0% 1.3% 458 25% 115 101
0.8808 Inedible Food Scraps 8.2% 1.5% 474 25% 118 104
0.8808 Other Compostable Organics 0.5% 0.7% 29 25% 7 6
0.8808 Diapers 1.4% 0.9% 80 0 0
0.8808 Animal Feces & Litter 0.9% 1.1% 52 0 0
0.8808 Other Organics 0.0% 0.0% 0 0 0
C&D Debris 10.4% 600
1.9451 Clean Wood 1.6% 1.3% 95 0 0
1.9451 Clean Engineered Wood 0.5% 0.5% 27 0 0
1.9451 Painted Wood 0.6% 0.3% 36 0 0
1.9451 Treated Wood 0.2% 0.2% 9 0 0
0.0367 Inerts 2.9% 2.8% 167 0 0
0.0367 Clean Gypsum 0.0% 0.0% 0 0 0
0.0367 Painted Gypsum 0.0% 0.0% 0 0 0
0.0367 Roofing 1.0% 1.2% 59 0 0
0.3303 C&D Glass 0.0% 0.0% 0 0 0
7.2666 Carpet 1.4% 1.9% 80 0 0
0.3303 Fiberglass Insulation 0.0% 0.0% 1 0 0
0.0367 Other C&D 2.2% 1.9% 126 0 0
Hazardous 4.4% 255
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
3-4
GHG
Emissions
Factors
Commercial Front-Load
12.C1. Mandatory ordinance enforcement for commercial
Material
Est. Est.
MTCO2e Percent + / - Tons Capture Rate Tons Captured MTC2e Reduced
2.3121 Electronics 0.0% 0.0% 1 0 0
Paint 0.0% 0.0% 2 0 0
Batteries 0.0% 0.0% 2 0 0
Non-Empty Aerosol Cans 0.0% 0.0% 0 0 0
Mercury Lamps 0.0% 0.0% 0 0 0
Pesticides 0.0% 0.0% 0 0 0
Cleaning Products 0.0% 0.0% 0 0 0
Motor Oil 0.0% 0.0% 0 0 0
Oil & Fuel Filters 0.0% 0.0% 0 0 0
Untreated Medical Waste 3.1% 1.4% 177 0 0
Treated Medical Waste 0.0% 0.0% 0 0 0
1.7616 Blue Wrap 0.1% 0.2% 6 0 0
Medicine 0.1% 0.1% 6 0 0
1.7616 Cold Packs 1.0% 0.8% 58 0 0
Other Hazardous 0.0% 0.0% 2 0 0
Other Materials 8.4% 482 0 0
7.2666 Mattresses 0.8% 1.0% 45 0 0
1.9451 Furniture 2.2% 1.9% 124 0 0
1.8717 Tires & Rubber 1.3% 0.8% 78 0 0
7.2666 Textiles & Leather 3.1% 1.3% 177 0 0
1.5781 Non-Metal Appliances 0.0% 0.0% 0 0 0
Fines 0.7% 0.2% 40 0 0
Other Materials 0.3% 0.2% 19 0 0
Total 5,762 14% 816 1689
Note that this initiative also addresses multifamily, commercial roll-off and hospital generators, so the total diversion potential of
this initiative is approximately 2,070 tons diverted from landfill and 4,400 MTCO2e of greenhouse gas emissions reduced per year.
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
POLICY AND PROCEDURES 3-01/HRD
Revised: October 2003
Page 1 of 3
SAFETY POLICY
POLICY STATEMENT
It is the policy of the City of Palo Alto to provide a safe workplace, safe equipment, proper
materials, and to establish and insist upon safe work practices and procedures at all times. All
employees shall take an active part in protecting themselves, their fellow employees and the
general public. All employees shall comply with all California Occupational Safety and
Health Act standards, all applicable safety laws, and with the provisions and guidelines set
forth in the City of Palo Alto’s Injury and Illness Prevention Program (IIPP).
PROCEDURE
A. Responsibilities
Every employee, participant, and volunteer having direction, management, control, or
custody of a place of employment, operation, or other employees is responsible for
assuring that safety is first and foremost in their respective operations. Accident
prevention is an essential part of the job and shall not be sacrificed in the interest of
quality or quantity of work.
Responsibilities are outlined in the City’s IIPP. IIPP manuals shall be kept in each
division within the City. The manual is also available on the City's Intranet. Each
employee shall be provided with an employee manual outlining his/her responsibilities
and the code of safe work practices for his/her specific division.
B. Training
Effective safety training for all employees is an essential component of a successful
injury and illness prevention program. All new employees shall be oriented to the City’s
IIPP. Orientation training is provided through the new hire process. In addition,
supervisors shall provide instructions on safe work practices and provide specific training
on hazards relating to an employee’s specific work assignment. Remedial training shall
be provided to employees whose safety performance is deficient.
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
POLICY AND PROCEDURES 3-01/HRD
Revised: October 2003
Page 2 of 3
C. Safety Committees
1. Departmental Safety Committees
a. Safety committees shall be established as prescribed in the several
Memoranda of Agreement. The safety committee composition shall be
in accordance with the Memorandum of Agreement as entered into with
the City and PAPOA, IAFF, and SEIU representation organizations.
b. The safety committees shall operate under the following guidelines:
1) a management member of the committee shall be chairperson to
direct the meetings;
2) minutes of the meetings shall be kept and disseminated to the
membership and the Risk Management and Safety Office; and
3) meetings shall be held regularly at a specified date and time.
c. Safety committee responsibilities include:
1) implementing and assisting with the provisions of the City's Injury
and Illness Prevention Program, as well as department and division
safety programs;
2) encouraging fellow employees to adopt safe work practices; and
3) reviewing work practices to ensure worker and public safety.
2. Citywide Safety Committee
a. Departments under the collective bargaining agreement with the Service
Employees International Union (SEIU) shall establish a ten-member
citywide union/management safety committee with equal union and
management membership. Issues that are “citywide” shall be addressed
by the Citywide Safety Committee.
b. The Citywide Safety Committee will meet upon call to:
1) review safety and occupational health standards and practices;
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
POLICY AND PROCEDURES 3-01/HRD
Revised: October 2003
Page 3 of 3
2) discuss overall City safety and health problems;
3) act as an advisory group to the departmental safety committees; and
4) review all departmental safety programs and recommend change
where necessary.
c. Citywide safety issues shall be submitted to the Risk Manager for
review. Upon establishing that the safety issue is applicable to the entire
city operation and not particular to any one division, the Risk Manager
shall convene a meeting of the Citywide Safety Committee to properly
address the safety issue. Those safety concerns that are applicable only
to a particular division shall be dealt with in that division's safety
committee.
D. Disciplinary/Remedial Action
It is the responsibility of every employee to adhere to all safety rules. However,
should it become necessary because of failure to comply, disciplinary action shall be
administered. Disciplinary action shall be defined as per the Merit System Rules and
Regulations, Chapter 10.
Members of management failing to enforce or abide by this safety policy or by the
City’s IIPP shall also be subject to the above provisions.
All Accident/Property Damage and Supervisor's Reports shall be routed to the Risk
Manager for review. In instances where disciplinary or remedial action appears to be
warranted, the Risk Manager shall review the circumstances with the Employee
Relations and Compensation Manager and make recommendations to the department
manager as needed.
NOTE: Questions and/or clarification of this policy should be directed to the Human
Resources Department.
Docusign Envelope ID: AF61B6A3-C7B8-4CA3-AAA1-00C448C02296
Certificate Of Completion
Envelope Id: AF61B6A3C7B84CA3AAA100C448C02296 Status: Completed
Subject: Complete with Docusign: 2025-2027 Theater Partner Agreement
Source Envelope:
Document Pages: 92 Signatures: 1 Envelope Originator:
Certificate Pages: 1 Initials: 0 Amanda Deml
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
Amanda.Deml@CityofPaloAlto.org
IP Address: 199.33.32.254
Record Tracking
Status: Original
11/19/2024 4:44:16 PM
Holder: Amanda Deml
Amanda.Deml@CityofPaloAlto.org
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Palo Alto Location: DocuSign
Signer Events Signature Timestamp
Elizabeth Santana
esantana@paplayers.org
Managing Director
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 76.102.245.94
Sent: 11/19/2024 5:00:55 PM
Viewed: 11/22/2024 3:52:04 PM
Signed: 11/25/2024 9:36:12 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 11/19/2024 5:00:55 PM
Certified Delivered Security Checked 11/22/2024 3:52:04 PM
Signing Complete Security Checked 11/25/2024 9:36:12 AM
Completed Security Checked 11/25/2024 9:36:12 AM
Payment Events Status Timestamps
Page 1
AGREEMENT
FOR PERFORMING ARTS SERVICES
BETWEEN THE CITY OF PALO ALTO AND WEST BAY OPERA
THIS AGREEMENT FOR PERFORMING ARTS SERVICES (“Agreement”) is made and
entered into as of the 1st day of January, 2025 by and between THE CITY OF PALO ALTO, a
California chartered municipal corporation (“City”) and West Bay Opera (Organization Name), a
California nonprofit public benefit corporation, located at 221 Lambert Ave. Palo Alto, CA
94306 (Address) (telephone 650-424-9999) (“Contractor”) (individually, a “Party” and,
collectively, the “Parties”).
1. Services. During the Term of this Agreement Contractor shall present that portion of
Contractor’s Performances of its annual scheduled Productions that are produced at
Facility pursuant to the Schedule approved by City for the Compensation set forth below,
pursuant to the terms and conditions of this Agreement.
2. Facility. Facility shall mean the City-owned Lucie Stern Community Theatre, including,
the theatre, lobby, green room, dressing rooms, scene shop, paint shop, light and sound
booth, flat storage, rehearsal hall and costume shop.
3. Performance. Performance shall mean a single instance of a staged theatrical
Production pursuant to a Schedule for a single fiscal year (July 1, through June 30).
4. Production. Production shall mean all activity from inception to completion to include
multiple Performances together with such normal activities to include but not limited to
load-in, load-out, set building, lighting design, rehearsal, and activities taking place in the
auditorium, stage, paint shop, scene shop, flat dock, costume shop, green room, dressing
rooms, rehearsal hall, lobby, hallways and outdoor areas adjacent to Facility (collectively
the “Production”) pursuant to the Schedule.
5. Resident Theatre Companies. Resident Theatre Companies shall mean TheatreWorks
Silicon Valley, Palo Alto Players, and West Bay Opera.
6. Schedule. Contractor’s Schedule shall mean that particular schedule for all of its
activities occurring at the Facility related to its planned Productions and Performances to
be performed in one fiscal year as submitted to City Project Manager no later than fifteen
days after they announce their annual season for the following calendar year.
a. Resident Theatre Companies shall have the right of first refusal for scheduling and
use of Facility over all others except for the City.
b. City shall control and maintain a master theatre calendar to accurately reflect the
actual usage of each production space, including the date and purpose of each
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
Page 2
scheduled date.
c. Dates of use shall be reserved on the master theatre calendar by the City Project
Manager no later than fifteen days after the announcement of the annual season for
each of the Resident Theatre Companies. This use reservation may be initially
identified or blocked as a full day of use. However, to maintain complete information
relating to actual Facility use, each Resident Theatre Company must provide the City
Project Manager with clarification of the actual time and purpose (load in, strike,
performance) of each day of use on the Master Theatre calendar no later than twenty-
one (21) days after the completion of each Production.
d. For the avoidance of doubt, the City, with advance notice and justification, has the
right to change, cancel and control the scheduling of any and all activities, including
Performances, at Facility. The City may delegate at its sole discretion the scheduling
responsibility to one of the three Resident Theatre Companies. Such delegation shall
be made in writing by the City and may be revoked by City at any time.
7. City’s Project Manager. City shall assign a City employee, excluding any Party that
may have a conflict of interest, as its Project Manager for the Term of this Agreement
who shall be act on the City’s behalf on all matters related to the use of Facility. City
Project Manager shall have the authority to assign matters relating to the day-to-day use
of Facility to a City employee who shall be referred to “Facility Coordinator”.
8. Contractor Liaison. Contractor shall assign a Contractor employee as a liaison between
Contractor, City and City Project Manager and as a liaison with other Resident Theatre
Companies for all matters related to the use of Facility.
9. Operating Policies for Contractor Services. The Services shall be performed by
Contractor pursuant to this Agreement and all Exhibits in particular, the “Operating
Policies” attached hereto as Exhibit D. The City reserves the right to change or modify
the Operating Policies during the Term of this Agreement provided however that City
shall give Contractor a written thirty (30) day notice of same.
10. Term, Termination & Breach. This Agreement shall commence as of Janaury 1, 2025
and shall terminate on June 30, 2027 (the “Term”). The Term of this Agreement may be
renewed for an additional three (3) year term by mutual agreement of the Parties and
written amendment to this Agreement.
a. Termination for Material Breach & Cure of Default. This Agreement may be
terminated upon material breach by either Party as set forth herein. The term
“Material Breach” shall mean any material breach or default by a Party of any
material covenant, duty or obligation under this Agreement.
b. Notice & Cure. The non-defaulting Party shall provide written notice of its intention
to terminate and declare a Material Breach or default under this Agreement, stating
the reasons for the notice and the date of intended termination. The defaulting Party
shall have a period of sixty (60) days to cure the breach. Upon the expiration of the
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
Page 3
cure period and where cure is not achieved within said cure period, or in instances
where the breach cannot be cured within sixty (60) days, efforts to cure the breach
have not commenced or are not being diligently pursued, this Agreement shall
terminate immediately upon receipt of written notice of termination by the non-
defaulting Party.
c. Material Breach by Contractor. Contractor breach of the following provisions of
this shall be deemed a “Material Breach” for purposes of this Agreement and shall
include failure of performance of any provision in (i) Section 1 through 14 of this
Agreement or of any provision in Exhibits A, C, D, and E.
d. Material Breach with regard to public safety must be cured by Contractor no later
than 48 hours from receipt of notification of such violation.
11. Compensation. Contractor shall compensate City for the use of Facility, including use
during public events and use for all other times when there is no public event. Compensation
shall be derived as follows:
a. Operating Cost Offset Fee: Contractor shall pay City $2.00 for each ticket sold for
events with paid admission. This charge compensates City for use of Facility for all
such days scheduled by Contractor, including performances, load-in, load-out, set
building, rehearsal, and dark days. There shall be no additional compensation for use of
Facility on days where no tickets are sold.
b. Stern Theatre Improvement Fee: Commencing on July 1, 2019, Contractor shall pay
City an additional $2.00 for each ticket sold for events with paid admission to indirectly
offset the costs of building maintenance, enhancements, improvements, repairs and new
equipment and furnishings for Facility. This fee may go up to $3.00 per ticket sold as
of the new term beginning July 1, 2027.
c. Funding of Fees: Contractor has sole authority to allocate the funds required for this
payment to City from any revenues generated by the Contractor organization.
d. Stern Theatre Improvement Annual Plan: Funds collected by the City from payment
of Stern Theatre Improvement Fee shall fund improvements to the Facility as
appropriated by and specified in the annual City budget. Items to be funded shall be
recommended to City each year by a committee with representation from each of the
three (3) Resident Theatre Companies and City staff.
e. Facilities Attendant: At the discretion of the City, Contractor shall provide
compensation for the Facilities Attendant present at each performance, outside standard
hours (60 minutes before and 30 minutes after performance), at prevailing rates as set
forth in the Municipal Fee Schedule.
12. Payment of Compensation: Contractor shall pay City all required Compensation within
thirty (30) days from the completion of each Production run. Payment shall be made in full
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
Page 4
and shall be reconciled against actual ticket sales. Along with payment, Contractor shall
provide City with a printed report from their automated box office system that provides
detailed ticket sales data for the Performances included in the payment. This “Event Ticket
Sales Report” must include final sales data for each date of the performance run, the total
performance run, total ticket sales, ticket sales by pricing category, total sales revenues and
issued complimentary tickets. If such report is not available within the automated box office
system and Contractor is unable to develop such customized report, Contractor shall submit
a report or multiple reports that will provide City with the required information.
13. Late Payments: If Contractor is late on payments, the City may, in its discretion, add a
three percent (3%) surcharge levied for payments received between 31 days and 60 days
after the closing date of the Production, a four percent (4%) surcharge levied for
payments received between 61 days and 90 days after the closing date of the Production,
and a five percent (5%) surcharge levied for payments received in excess of 90 days of
the closing date of the Production. Payment must be accompanied by the production
report specified in Exhibit C, Section (9), “PRODUCTION REPORTS AND
RECORDS,” item (a) before payment will be considered to have been made.
14. Indemnity: Contractor shall defend, indemnify and hold harmless City, its officers,
contractors, agents, and employees and Facility from and against (a) any demands,
claims, or liability of any nature, including injury or death or property damage, arising
out of or in any manner related to performance or nonperformance by Contractor , its
officers, agents, employees or any persons brought onto the Facility premises by or
through Contractor, (b) any claims or demands made against City, its officers, agents or
employees by reason of any infringement or alleged infringement of any copyright or
trademark caused by or alleged to have been caused by Contractor or its subcontractor(s)
under this Agreement, (c) any penalties imposed on account of the violation of any law or
regulation or of any term or condition of any permit in connection with this Agreement,
or (d) any damage arising under this Agreement from any loss or damage to materials and
equipment owned, rented or borrowed by Contractor, its employees, subcontractors,
participants, volunteers, sponsors or any others engaged in connection with the Services
rendered by Contractor under this Agreement.
15. Insurance: Contractor, at its sole cost and expense, shall obtain and maintain in full
force and effect throughout the Term of the Agreement insurance coverage pursuant to
Exhibit E “Insurance Requirements”.
16. Cooperation: The Parties shall in good faith cooperate in all matters under the terms and
conditions of this Agreement. Furthermore, the Parties agree to adhere all terms as
outlined in the then current version of the Theatre Operating Plan (TOP) including its
attachments, regarding jointly agreed upon Financial Participation Plan, Commitments
(roles and responsibilities) and Joint Mission, Values and Goals.
17. Amendment: This Agreement this may be amended or modified only by written
agreement, signed by the Parties to be bound.
18. Assignment: This Agreement may not be assigned by either Party, without the express
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
Page 5
written consent of the other Party or its successor in interest.
19. Counterparts: This Agreement may be executed in any number of counterparts, each of
which shall be an original, but all of which together shall constitute one instrument.
20. Governing Law: This Agreement shall be governed by and interpreted in accordance
with the laws of the State of California.
21. Venue: Any action or suit or proceeding with respect to this Agreement shall be brought
exclusively in the state courts of Santa Clara County, in the State of California or, where
otherwise appropriate, exclusively in the federal courts of the Northern District of
California.
22. Entire Agreement: This Agreement and the terms and conditions set forth in the
attached Exhibits, and any Appendices or Attachments represent the entire Agreement
between the Parties. All prior agreements, representations, statements, negotiations and
undertakings whether oral or written are superseded hereby.
23. Exhibits, Appendecies, and Attachments: The Exhibits listed below, together with
Appendices A through E are attached hereto and are incorporated herein by this
reference. The Parties acknowledge that this Agreement shall have no force or effect
unless all such Exhibits and Appendices are attached hereto.
Exhibit A: Responsibilities of Contractor
Exhibit B: Responsibilities of City
Exhibit C: General Conditions
Exhibit D: Facility Operating Policies
Exhibit E: Insurance Requirements
Appendices:
Building Safety Responsibility (Appendix A)
Conduct in City Facilities (Appendix B)
City of Palo Alto Safety Policy (Appendix C)
Zero Waste Plan (Appendix D)
City Report of Accident/Property Damage (Appendix E)
24. Order of Precedence: For the purposes of construing, interpreting and resolving
inconsistencies between and among the provisions of this Agreement, the contract
documents shall have the order of precedence as set forth below. If a claimed
inconsistency cannot be resolved through the order of precedence, the City shall have the
sole power to decide which document or provision shall govern as may be in the best
interests of the City.
a. Order of Precedence
i. This Agreement (before all Exhibits)
ii. Exhibit C: General Conditions
iii. Exhibit E: Insurance Requirements
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
Page 6
iv. Exhibit A: Responsibilities of Contractor
v. Exhibit B: Responsibilities of City
vi. Appendices
vii. Exhibit D: Facility Operating Policies
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
Page 7
SIGNATURES OF THE PARTIES TO AGREEMENT NO.
IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT
THE DAY, MONTH, AND YEAR FIRST WRITTEN ABOVE
THE City OF PALO ALTO, a municipality
chartered under the laws of the State of California
___West Bay Opera_____
(Organization Name) a California non-profit
public benefit corporation
By: __________________________________ By: __________________________________
City Manager
__________________________________
(Print Full Name)
APPROVED:
Director of Community Services or designee
__________________________________
(Print Full Title)
APPROVED AS TO FORM:
City Attorney or designee
I.R.S. Number:
__________________________________
Address:
__________________________________
__________________________________
Telephone:
__________________________________
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
650-534-7811
Palo Alto, CA 94306
946105053
Jose Luis Moscovich
Jose Luis Moscovich
221 Lambert Ave
Page 8
EXHIBIT A
RESPONSIBILITIES OF THE CONTRACTOR
Contractor shall comply with the duties in this Exhibit A:
1. Contractor shall abide by the Facility Operating Policy (Exhibit D) established by City
for the use of Facility, equipment, and other production elements.
2. Contractor shall abide by the following: Building Safety Responsibility (Appendix A)
Conduct in City Facilities (Appendix B), City of Palo Alto Safety Policy (Appendix C),
Zero Waste Plan (Appendix D), and City Report of Accident/Property Damage
(Appendix E). Contractor shall follow safety procedures for the use of power and hand
tools, mechanical lifts, etc. including the use of safety goggles, ear protection, face
shields, safety cables, outriggers, and all other safety provisions, as described in Building
Safety Responsibility (Exhibit A).
3. Contractor’s use of Facility must conform to the City’s safety and fire codes and policies:
Building Safety Responsibility (Appendix A) Conduct in City Facilities (Appendix B),
City of Palo Alto Safety Policy (Appendix C),
4. Contractor’s use of Facility must demonstrate ample awareness of the Facility’s age and
guard against unnecessary wear and tear. The scope of Productions by Contractor must
not stress the Facility unduly and must be designed within its restrictions of scope and
scale. Productions that are deemed by the City to stress the Facility, such as causing
excessive wear and tear or exceeding weight limits or safety regulations, will not be
allowed.
5. Contractor shall bear sole responsibility for the control and supervision of all production
activities and personnel associated with the events produced by Contractor.
6. Contractor shall be responsible for the safety and security for all personnel, patrons and
participants. Contractor shall provide awareness and training to all personnel of their
obligations and responsibilities under this Agreement. If City deems that any procedure
followed by Contractor is unsafe, City has the authority to require the immediate
suspension of such procedure. Contractor shall prevent or quickly mitigate any fire
hazards or any items identified by the Fire Department during Facility inspections.
7. Contractor shall provide City with a copy of their Injury and Illness Prevention Policies
which shall ensure that Contractor shall exercise safe practices in the use of City facilities
and equipment, maintain and clear work areas, and, within twenty-four (24) hours, report,
on a form provided by City (Appendix E), information regarding accidents. Immediately
report to City on a form provided by City any breakage, malfunction, deterioration or loss
of any of the City’s resources (including musical instruments, tools, lights, sound
equipment, props, curtains, etc.). Contractor will be responsible for costs of any repairs or
necessary replacement needed due to breakage, malfunction, deterioration or loss
(including possible theft) as a result of Contractor’s willful, negligent, and/or reckless
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acts or omissions. Contractor shall immediately discontinue any activity in which an
unsafe or dangerous condition exists. Contractor shall train and supervise Contractor’s
staff and volunteers on safe theatre practices and adhere to City’s safety procedures and
guidelines. Contractor shall be solely responsible for the control and supervision of such
participants. All such personnel shall be deemed the sole agents and employees of
Contractor and shall be notified by Contractor of this circumstance. If, in the opinion of
any City or Contractor employee, Contractor is conducting an activity in an unsafe
manner, Contractor or its agents shall be informed and shall immediately discontinue
such activity until such activity is able to be conducted in a safe manner approved by City
staff.
8. Contractor shall replace or repair or cause to be replaced or repaired by factory
authorized technicians City-owned equipment, instruments or materials identified by
Project Manager or Facility Coordinator as having been lost, damaged or destroyed by
Contractor or its agents. A written report must be made on a City form whenever City
equipment is lost, damaged, or destroyed by Contractor.
9. Contractor shall bear responsibility for providing appropriate auxiliary aids, interpretive
services and accommodations where they are necessary to achieve an equal opportunity
for patrons to participate in and enjoy the benefits of public performances produced under
the Agreement, in conformance with the Americans with Disabilities Act (ADA) of 1990
guidelines and requirements as amended. Printed programs shall include the following
statement required by the Americans with Disabilities Act: "Persons with disabilities
who require information on auxiliary aids or services in using City facilities, services, or
programs or who would like information on the City's compliance with the Americans
with Disabilities Act (ADA) of 1990, may contact: ADA Coordinator, City of Palo Alto,
650-329-2550 (Voice) or ada@Cityofpaloalto.org (Internet).
10. Contractor shall maintain good standing as an independent, non-profit corporation under
the laws of the State of California.
11. Contractor’s signs or displays to be located on or in the Facility to are subject to approval
by City. All displays may be put up at load-in and must be removed during strike. Inside
the Facility, no display materials may be placed upon stucco walls. Lobby displays may
be placed only on the lobby display boards, and all fasteners must be removed at the time
display is taken down. Nothing may be posted on the exterior walls or doors of the
Facility or in the Lucie Stern Community Center courtyard, except for items in the
display case and an approved production name sign hung from the theatre balcony.
Marquee signs must be constructed of light weight material, and shall be secured in such
a way that the sign is unlikely to become dislodged by normal vibration or seismic
activity. Signs shall be of a standard size no larger than ten feet in length and eight feet in
height. All marquee signage must be attached to the theatre balcony with rigging so that
the sign may be safely and easily removed for limited periods during photography shoots,
special events, or building maintenance.
12. Contractor shall, within six hours after the conclusion of the final Performance, or at
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alternative time approved in writing by City, clean and clear from the Facility, including
the auditorium, stage, paint shop, scene shop, flat dock, and costume shop, green room,
dressing rooms, rehearsal hall, hallways and outdoor areas adjacent to theatre and shop.
Disassemble and store, to City’s reasonable satisfaction, scenery, properties, and other
production elements, within six hours after the final performance or on such other time
schedule mutually agreed upon between Contractor and City and the incoming authorized
user of the Facility, if any. The stage shall always be returned to its basic set-up as
established by Project Manager or his/her designee unless there is a mutual agreement
with the incoming group that has been approved by Project Manager or his/her designee.
All items on the CHANGEOVER CHECKLIST are to be performed unless there is a
mutual agreement with the incoming group that has been approved by the Project
Manager or his/her designee. The Project Manager or his/her designee will sign a copy of
the CHANGEOVER CHECKLIST form at the completion of the strike to signify
acceptance of clean and neat facilities. The City shall, at its sole discretion, recover all of
its costs, including staff time, from Contractor if Contractor fails to comply with this
Section and City must clean and clear the Facility of Contractor’s items.
13. Storage, paint, scene, and costume spaces shall always remain clean and clear of
Contractor’s materials other than those materials necessary for the ongoing maintenance
and repair of the sets and costumes.
14. In addition to regular clean up, Contractor is responsible for participating in periodic deep
clean ups of the Stern Theatre complex, up to 25 person hours per each theatre group.
15. Rehearsal Hall shall be cleared of all materials, except major set pieces and any rehearsal
props and costumes, after each daily use. Rehearsal Hall is to be completely cleared
within twenty-four (24) hours of final use. Kitchen, restrooms and dressing rooms shall
be cleaned and cleared after each daily use. Trash, recycling and compostable materials
are to be removed from all areas daily. Recyclables and compostable materials shall be
placed in the recycling and composting carts near the trash dumpster and garbage and
trash shall be placed into the dumpster. Contractor shall reduce waste, reuse and recycle
per the City’s Zero Waste Plan (Appendix D). Office space and hallways shall be kept
continually clear, clean and orderly and neither space shall be used for the purpose of set,
prop, or costume storage. Materials may not be left or stored any place out-of-doors
overnight or when unattended by Contractor’s personnel.
16. Contractor shall enforce current regulations as established by City with regard to
smoking, food and drink in Facility as referenced throughout this agreement. Contractor
shall provide ushers or sufficient staff at all previews and performances to enforce such
regulations. Smoking is not permitted inside any City facility. No person shall bring any
animal into the theatre. This regulation shall not apply to service animals assisting
individuals with disabilities or to animals in training to become service animals. Use of
animals on the stage is subject to approval by City with reasonable notification. Food and
drink are not permitted in the auditorium, light/sound booth or on stage, unless used as
part of a production scene. Food and drink shall be permitted only in approved areas such
as the green room and lobby, with the exception of bottled water and sippy cups outlined
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below and on page 23, Exhibit D #27. Contractor shall clean up all food and drink
containers daily after use
Contractor shall have the right to sell or otherwise distribute adult sippy cups to patrons
attending events. Aside from bottled water, no liquid refreshments are to be allowed in
the Theatre auditorium other than with the use of Contractors’ sippy cups. Contractor
shall be responsible for the clean-up of any spillage resulting from the use of beverages in
the auditorium including immediate clean-up required for patron safety as well as all
required clean-up immediately following each event. At City’s discretion, the City may
request a damage deposit in advance or levy a charge should there be any damage, stains
or excessive wear and tear caused by accidents related to the use of sippy cups.
Contractor understands that it is responsible for immediate cleaning and any and all fees
should problems occur.
17. Contractor shall remove from the Facility, at the conclusion of each Production,
costumes, properties and sets created by Contractor with Contractor-owned materials,
which costumes, properties and sets will remain the property of Contractor. All office
equipment, construction tools, special effects and lighting equipment purchased and
owned by Contractor will remain the private property of Contractor and City assumes no
responsibility or liability for the loss or maintenance of such materials. All equipment,
instruments, costumes and any other materials rented, borrowed or owned by any
subcontractor, agent or person for Contractor is the responsibility of Contractor and/or its
subcontractors, and City assumes no responsibility or liability for their maintenance or
loss. Contractor assumes all liability and responsibility for any default on Production
expenses.
18. Contractor shall comply with City noise ordinance levels for any outdoor activities,
including load-in, strike, dismantling, or disposal, in cooperation with Stern Community
Center staff. Shop doors facing Hopkins and Harriet Streets shall be closed between 8:00
p.m. and 8:00 a.m.
19. For any Performance not included in Schedule, Contractor may add additional
performances of the Productions in Schedule, assuming availability, upon thirty (30)
days’ advance notice to City and City approval.
20. Contractor shall provide House Manager and ushers for every Performance or event
whenever the public is in attendance. Contractor shall only engage the services of ushers
that have been trained in theatre emergency, safety and use procedures. Ushers must be
available to assist patrons under all circumstances and must be aware of and able to assist
disabled persons. Contractor’s House Manager and ushers must also be available to assist
in emergency situations throughout the entire Performance until the audience has left the
theatre. Ushers must ensure that wheelchairs, walkers, etc. are not blocking any of the
aisles or exits. Ushers shall return seats to the upright position and remove litter from the
auditorium and restrooms at the conclusion of each performance.
21. Contractor shall install and/or remove the removable ADA auditorium seats in designated
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areas to accommodate wheelchair patrons and as required due to the needs of the
Production.
22. Contractor may be entitled, based on availability and at the discretion of the City, to a
small amount of time each year (approximately 15 hours, depending on the rooms
requested and their size) in Stern Community Center rental spaces, limited to one of the
following: the Ballroom, Fireside Room or Community Room, on a gratis basis, and
excluding Saturday nights and any other rental sites, including but not limited to the Art
Center Auditorium. A 30-day notice must be given if Contractor cancels. If proper notice
is not given, the hours will still count towards the Contractor annual allocation. The City
at its discretion may make exceptions. Contractor may rent spaces as per Municipal Fee
Schedule.
23. City-approved key holder must be present at the Facility at all times when Contractor or
any of its employees, subcontractors or volunteers are in the Facility. Any exceptions
must be approved by City in writing.
24. Contractor shall report to the police any incidents of a criminal or suspicious nature
occurring on City property and notify City within twelve hours. If initial notification is
verbal, Contractor must subsequently submit the information in writing to City on a form
provided by City.
25. Contractor shall ensure that the doors to the Scene Shop, Rehearsal Hall, and Costume
Shop, as well as any other exterior access doors to any area of the Facility, are not left
open, unlocked or left with the locking mechanism disabled, even if only briefly, at any
time when the immediate area secured by the door is unoccupied by Contractor. Failure
to do this may be deemed a material breach by the City. When leaving the Facility
unoccupied, the Contractor should confirm that all exterior doors to the Facility are
secure, and that the perimeter alarm is engaged.
26. Contractor shall complete a City Report of Accident/Property Damage report (Appendix
E) for any and all accidents, injuries or property damage if a City employee is not present
to fill out the report.
27. Contractor shall operate and conduct business in compliance with City’s Zero Waste Plan
(Appendix D) for all activities including, but not limited to, set construction and strike,
food and beverage service, and office activities. The goal is to send as little waste to
landfill as possible through waste reduction, reuse and recycling. To achieve this goal
Contractor must first reduce waste whenever possible.
28. Contractor shall avoid the use for food/beverage service of disposables, including, but not
limited to, Styrofoam and other plastics. Reusable food/beverage service ware should be
utilized to the maximum extent possible. Where a reusable food/beverage service option
is not available, Contractor shall choose items that are recyclable. For concessions,
choose product packaging that is recyclable.
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29. Contractor shall practice reuse before, during and after Production. City shall provide a
list of reuse resources to avoid the disposal of construction materials, sets and props.
Contractor must recycle construction debris from set materials (e.g. wood, metal).
30. Contractor shall recycle all materials included in the City’s Recycling Program including
paper (all types), plastic containers #1-#7, cardboard, glass bottles and jars, and metal
cans. Compostable materials will be disposed of in designated compost waste receptacles.
Contractor is responsible for proper disposal of HazMat items.
31. Contractor shall include on the title page of all Production and event programs and
Contractor’s website the following credit: “Use of this Facility is made possible through
support from The City of Palo Alto, Community Services Department, Division of Arts
and Sciences,” and include the official City of Palo Alto logo on the title page or
prominent placement within event programs; print in all publicity for the Productions,
including, but not limited to, mailings, flyers, posters, brochures, website, social media
and paid or public service advertising, the statement: “In cooperation with the City of
Palo Alto Community Services Department, Division of Arts and Sciences.” The City of
Palo Alto, Community Services Department, Division of Arts and Sciences shall also be
credited in the Contractor’s list of funders as a “Civic Sponsor.” Where data collection
from patrons of Facility is performed, Resident Theatre Company(ies) agree as follows:
a. To provide City with the results of market research surveys;
b. Cooperate with City to add City desired inquiries to any market research surveys
performed; and
c. Shall not include such inquiries regarding the City or the Facility without
preapproval from City.
32. Contractor shall have the right to borrow available City owned properties, sets, costumes
and scenery for its productions scheduled in this Agreement when deemed available by
City. Costumes, properties and sets created by Contractor with Contractor-owned
materials shall remain the property of Contractor. Contractor property shall be removed
from Facility at the conclusion of the production in which such materials are used. The
City may, on a case-by-case basis, authorize exceptions. All office equipment,
construction tools, special effects and lighting equipment purchased and owned by
Contractor will remain the private property of Contractor and the City assumes no
responsibility or liability for the loss or maintenance of such materials. All equipment,
instruments, costumes and any other materials rented, borrowed or owned by any
subcontractor, agent or person for the Contractor is the responsibility of the Contractor
and/or its subcontractors, and the City assumes no responsibility or liability for its
maintenance or loss.
33. If minors are involved in the Production, Contractor shall comply with all of the State of
California’s applicable laws and regulations regarding child labor.
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EXHIBIT B
RESPONSIBILITIES OF CITY
During the Term of this Agreement, City shall:
1. Allow Contractor the use of the Facility for uses in accordance with this Agreement.
2. Allow the use of the stage and the auditorium prior to the opening night of the
Productions, with the exception of necessary maintenance procedures that may require
access to the stage and auditorium during this period, according to the Schedule. Allow
the Contractor use of the rehearsal hall, box office, scene shop, paint shop and costume
shop according to the Schedule as supplied by Contractor and approved by City.
Additional facility use may be provided as specified in item (Exhibits A and B) above;
however, priority use of the room will always be given to actual rehearsals of productions
covered by a contract with City. City reserves the right to allow other uses of space
within the Facility when not in actual, scheduled use by Contractor on a non-interference
basis and with at least forty-eight (48) hours prior notice to Contractor.
3. Allow Contractor to use all operational production equipment in City’s inventory as
requested by Contractor and approved in writing by City. Contractor shall take such
equipment "as is" and is responsible for ensuring that such equipment is in a safe
condition prior to use and is returned in working condition at the conclusion of its use or
of the Production.
4. Unless the City deems unnecessary, provide a Facilities Attendant for a period of one and
one half (1 1/2) hours prior to and until at least one half (1/2) hour after the completion of
each Performance.
5. Provide persons designated by Contractor and approved by City with keys, proximity
cards (up to a maximum of six), and alarm codes for access to the Facility for the sole
purpose of carrying out the requirements of the Agreement. Keys, proximity cards, and
alarm codes shall not be loaned or transferred and shall be used only by the designated
persons. In the event that Contractor fails to properly open or lock and secure City
facilities leading to a false alarm call-out or leaves areas of the facility unlocked and
unattended, a Three Hundred and Twenty-Five Dollar ($325.00) penalty shall be paid to
City on each such occasion. In the event that a designated key holder loses any key or
proximity card issued by City, Contractor shall be assessed a Seventy-Five Dollar
($75.00) replacement charge for each key or proximity card or pay for the cost of
rekeying or reprogramming the locks of Facility if circumstances indicate it as
determined in City’s reasonable judgment. Contractor will be responsible and held
accountable for all personnel, properties and activities of Contractor and its employees
and/or agents.
6. Have the right, with no notice, to suspend the Agreement if Facility should be declared
uninhabitable for reasons of safety by the proper authorities (e.g., if the building should
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be damaged in an earthquake and be declared unsafe for occupancy). If there is an
outbreak of pandemic flu or other medical emergency and places of public gatherings are
closed, City shall not be liable for any financial responsibility for any damages,
opportunity costs, and/or loss of revenue by Contractor.
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EXHIBIT C
GENERAL CONDITIONS
1. City. The City designates the CSD Assistant Director of the Arts & Sciences Division, or
his or her designee, as Project Manager for City, who shall render overall supervision of
the progress and performance of this Agreement. City reserves the right to change this
designation at any time during the Term of this Agreement. All City services set forth in
this Agreement shall be performed by City under the overall supervision of Project
Manager or its Facility Coordinator. Contractor and its Project Liaison shall communicate
with the Project Manager in all matters dealing with City policies, funding, facilities,
equipment and other City departments outside the Facility.
2. Contractor. Contractor shall assign a single Contractor Liaison who shall have overall
responsibility for the compliance of this Agreement. Should circumstances or conditions
subsequent to the execution of this Agreement require a different liaison, Contractor shall
notify City in writing immediately of same. Contractor shall ensure that its Liaison
communicates effectively with the City at all times under this Agreement.
3. Access. Contractor shall not prevent Project Manager, facility maintenance personnel,
and/or others specifically designated by Project Manager from access to the Facility;
provided, however, that City shall use its best efforts to give advance notice and not to
disrupt the activities of Contractor as permitted by the Agreement. The Project Manager
and others specifically designated by Project Manager shall attempt to coordinate such
access if possible.
Notwithstanding the foregoing, except in the case of emergency or if they are present on
the premises as members of the audience or specifically invited into the backstage areas
of the theatre, Project Manager, facility maintenance personnel and/or others specifically
designated by the Project Manager shall not enter the auditorium or backstage areas
during public performances of a production.
4. Days Defined. The term "days" shall mean calendar days.
5. Qualifications. Contractor represents that it is qualified to furnish the Services described
under the Agreement.
6. Ticket Sales:
(a) Contractor shall be responsible for sale of season tickets and single tickets,
depositing of revenue and reporting of revenue and expenditures, and shall place
available tickets for each production for sale at the Facility box office one hour
prior to each performance. Until mutually agreed upon time prior to the beginning
of a performance, Contractor shall not sell (a) seat numbers S101, S102, S113,
S114; (b) either (i) the blocks of seats S1, S3, S5, S7, or (ii) yhe block of seats S2,
S4, S6, S8 for the purpose of making such seats available for the disabled;
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provided, however, that this Section 10(b) shall not apply to the sale of tickets for
such seats to persons who identify themselves as disabled when they purchase
their ticket.
(b) Contractor agrees the price of admission for the season shall be as set forth in
their ticket sales reporting to the City, at the time of submitting financial records.
(c) Contractor shall provide City, when requested by Project Manager or his/her
designee, with at least six (6) complimentary tickets for each Production on the
date(s) requested. Best available seating will be provided to City if any seats are
available at the time of the request.
(d) Contractor may operate an intermission snack concession during each
performance under this Agreement. Contractor shall conduct such operation in a
safe, clean manner and shall hold City harmless from any claim or demand or
liability of any nature whatsoever which may arise out of such operation.
7. Composition of Contractor. Throughout the term of this Agreement, Contractor shall
remain an independent, non-profit public benefit corporation, in good standing under all
applicable local, state and federal laws.
8. Fiscal Responsibilities of Contractor.
(a) Fiscal Agent. Contractor shall appoint a fiscal agent who shall be responsible for
the financial and accounting activities of Contractor, including the receipt and
disbursement of Contractor funds. Contractor shall provide City with the name of
a fiscal agent in writing and shall immediately notify Project Manager of any
changes occurring during the Term. Contractor shall have sole responsibility for
the safekeeping of Contractor tickets and monies.
(b) System of Accounts. Contractor and its fiscal agent shall establish and maintain a
system of accounts that shall be in conformance with generally accepted
principles of accounting for budgeted funds. Such system of accounts shall be
subject to the review and approval of City.
(c) Financial Records. In support of its system of accounts, Contractor shall maintain
complete and accurate records of all financial transactions, including, but not
limited to, contracts, invoices, timecards, cash receipts, vouchers, canceled
checks, and bank statements. City may inspect these records at Contractor’s office
upon reasonable advance notice and during normal business hours upon request.
NOTE: Contractor’s cash receipts are not to be stored on the Premises between
Productions.
(d) Audit of surcharge payments. Contractor shall retain for a period of at least three
(3) years records of tickets sold through their automated ticketing system, sales
records, and a verified report of sold and unsold tickets which must be made
available to City Auditor upon request.
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9. Production Reports and Records.
(a) Reports. On reasonable notice and with reasons specified, Contractor shall
grant Project Manager and/or City’s Auditor access to all Contractor records
relating to this Agreement, including performance records, data, statements, and
reports.
(b) Tax Form 199. A copy of Contractor’s most recently filed California State Tax
Form 199, "California Exempt Organizations Annual Information Return" must
be filed with Project Manager or his/her designee within fifteen (15) days of when
it is due to the State of California.
10. Corrective Action Requirement/Disputes. In the event City should determine
from any source, including but not limited to reports submitted by Contractor under this
Agreement to City or any evaluation report from any source, that Contractor may not be
in compliance with any provision of the Agreement, City may forward to Contractor
written notice of same. Such notice shall specify with particularity the nature of the
condition(s) or issue(s) that require(s) corrective action and may include a
recommendation as to appropriate corrective action. Within fifteen (15) days of City’s
request, Contractor shall submit its written response to the notice, which response shall
set forth its view of the alleged violation and its proposed plan, if any, for corrective
action. Upon request of either Party, the Parties shall meet within five (5) days thereafter
to discuss the alleged violation and proposed corrective action. Should the Contractor
fail to submit a response within the above timeframe, or should fail to follow through on
corrective action, the City may administer a fine of up to $100 for and initial violation, or
up to $1000 for repeated violations.
11. Subcontractors. Contractor shall be responsible for employing or engaging all persons
necessary to perform the Services of Contractor hereunder. All subcontractors are
deemed to be agents of Contractor and Contractor agrees to be responsible for their
performance. Contractor shall give its personal attention to the fulfillment of the
provisions of the Agreement by all of its employees, participants, volunteers, and
subcontractors.
12. Intoxication. Contractor agrees to be responsible for injuries or damage caused by any of
its directors, officers, employees, agents, subcontractors, or volunteers who are under the
influence of alcohol, drugs, hallucinogens or narcotics, whether or not legally prescribed.
Neither Contractor nor City shall permit any of Contractor’s employees or volunteers
discovered to be under the influence of any of the foregoing substances from remaining
in any facility used under the terms of this Agreement and City reserves the right of
denying such person’s further participation in any activities in Facility. Consumption of
alcoholic beverages or use of illegal drugs at the Facility is expressly forbidden by any
person working for Contractor, paid or volunteer. This includes all staff, actors, crew and
musicians.
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13. Worker’s Compensation. Contractor certifies that it is aware of the provisions of the
Labor Code of the State of California, which requires every employer to be insured
against liability for workers' compensation and certifies that Contractor shall comply with
Worker’s Compensation laws of the State of California during the Term of this
Agreement.
14. Weapons. For the avoidance of doubt, no firearms or other weapons, whether loaded or
not, shall be allowed in the Facility or any other City property. Stage weapons and
firearms designed solely for the use of blank cartridges will be allowed if they are being
used as a prop in the current Production, but must be stored, when not being used, in a
secure manner by Contractor’s stage manager or his/her designee.
15. Legal Compliance. Contractor and all its paid employees, subcontractors, and volunteer
participants are required to abide by all applicable federal, state and local laws and
ordinances.
16. Notices. All notices, requests, demands and other communications which are required or
may be given under this Agreement shall be in writing and shall be deemed to
have been duly given when received if personally delivered; when received if
transmitted by fax, email or regular US mail; if received during normal business
hours on a business day (or if not, the next business day after delivery) provided
that such document is legible and that at the time such document is sent the
sending Party receives written confirmation of receipt; if sent for next day
delivery to a domestic address by recognized overnight delivery service (e.g.,
Federal Express); and upon receipt, if sent by certified or registered mail, return
receipt requested.
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EXHIBIT D
OPERATING POLICIES FOR ALL USERS OF THE STERN THEATRE
1. Resident Theatre Companies – The City of Palo Alto has long-standing relationships with
Resident Theatre Companies to provide programming at the Lucie Stern Community
Theatre. These organizations serve as “house companies” and provide the primary
programming featured on the stage of the Theatre. The Resident Theatre Companies
include: Palo Alto Players, TheatreWorks Silicon Valley (TheatreWorks) and West Bay
Opera.
2. Rental Agreement - All performances and associated activities held at the Facility must
have a fully executed rental agreement prior to the Contractor’s arrival at the facility.
Resident Theatre Companies must have a fully executed Agreement.
3. Theatre Use Times – The Theatre is available for use between 8:00 am and midnight
and no activity may take place outside of this time period. This available use time
includes all production related activities, including load-in, load-out, set building, scene
shop activities, costume shop activities, rehearsal and public performance.
4. Provision of Trained House Staff – Contractor must provide a qualified house manager
and trained house staff for all public events, including ticket takers, ushers and box office
personnel. These personnel may be paid or volunteer, at the sole discretion of Contractor.
All paid and volunteer staff must by trained by Contractor both through an annual training
workshop and through a day-of-show orientation. This training and orientation shall include
public relations, event information, seating locations, directions for assisting disabled
patrons, use of the hearing assistance devises, emergency exits and evacuation procedures
and fire alarm procedures. At all times the safety, comfort and event experience of Theatre
patrons will be placed in high priority.
5. Regulations for Consumption of Alcoholic Beverages – Contractor must comply with all
State and City laws relating to the sale and consumption of alcoholic beverages. Alcohol is
allowed in the Theatre during public performances, with pre-approval by the City of Palo,
which shall not be unreasonably withheld. Unless otherwise specifically approved, the sale
or free distribution of alcoholic beverages is limited to wine, champagne, beer and sparkling
wine. If alcohol is to be provided for sale, Contractor must possess a valid on-sale alcohol
permit approved by the California Department of Alcoholic Beverage Control (ABC). All
requirements must be posted as per ABC requirements and Contractor is responsible for
ensuring that no individual under the age of 21 is served alcohol. Contractor agrees that
identification will be checked for individuals appearing to be under the age of 30. At no
times may event participants, including actors, musicians, employees or event volunteers be
served alcoholic beverages.
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6. Insurance Provision for the Sale or Free Distribution of Alcoholic Beverages – For all
events during which alcohol is to be provided for sale or at no cost to patrons, Contractor
must provide the City of Palo Alto with proof of liquor liability insurance with minimum
coverage of $2 million pursuant to Exhibit E.
7. Janitorial Duties Relating to Food and Beverage Sales – Upon the completion of each
event, Contractor shall clean-up and remove all trash and supplies relating to the distribution
of food and beverage, including alcoholic beverages, including but not limited to empty
bottles or containers, glassware (plastic or glass), used napkins, food and other trash or
unused supplies. All garbage containers are to be removed from the Theatre and dumped in
appropriate garbage bins. If required, doors should be opened to allow fresh air into the
lobby or event spaces to ensure that the smell of alcohol or food is not present in the Theatre
at the end of each event. At no time can this task be left for completion on the following
day(s).
8. Production Equipment - Contractors shall be required to use the in-house production
equipment. At the expense of Contractor, additional equipment to augment the in-house
system may be provided by a third-party Contractor with City approval.
9. Complimentary Tickets - Contractor shall have the right to issue complimentary tickets
for events produced at Theatre. The number of complimentary tickets for any given
events must not exceed ten percent (10%) of the total seating capacity without pre-
approval by the City.
10. Refunds - If the event(s) anticipated in a Theatre Use Agreement are cancelled,
Contractor shall have the sole responsibility and authority to provide refunds to the public
and shall control all box office receipts until all required refunds have been provided.
11. Ticket Prices - Contractor shall have the sole right to establish ticket prices for the
event(s) anticipated in a Theatre Use Agreement.
12. Advertising – Contractor shall have the sole right and authority to design, develop and
distribute all advertising and promotional materials for the events produced at Theatre
and shall be responsible for the costs associated with this endeavor. No advertising
materials may be displayed on the interior, exterior or any other part of Theatre without
specific authorization from City of Palo Alto, other than the rack cards, window boxes
and banners currently used.
13. Storage of User’s Property – Any property belonging to Contractor, or third parties
such as caterers, decorators or florists may not be stored overnight either prior to or
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following the rental period. All requirements for load-in and load-out must be followed
to ensure that events scheduled in Theatre immediately before and after the Contractor’s
event can be fully and professionally supported. Long term on-site storage is to be
requested by the Contractor and up to the City to permit.
14. Animals - No live animals are to be brought into the facility without prior permission
from the City of Palo Alto.
15. Staging –With proper care and repair, Contractor or its representative, as per normal
operating procedure, may drill or nail sets or props into the stage floor of Theatre
16. Surfaces - Nails, hooks, tacks or screws may not be used on any surface or furnishing in
Theatre, unless approved by the City. No tape or other materials may be applied to walls,
glass, tables or any surface in the lobby, auditorium, green room or backstage areas. User
will be held financially responsible for repair/replacement of any damaged or defaced
property.
No bunting, tissue paper, crepe paper or any other combustible material may be used at
any time in the Theatre, without pre-approval from City. Similarly, no glitter, rice or
confetti may be used anywhere within the facilities, including the auditorium, lobby,
backstage areas, or outside areas such as the patio or courtyard.
17. Modifications to Theatre Building – Contractor shall not make any modifications to the
Theatre that would leave permanent or disfiguring impacts to the facility. This includes
the use of drills, nails or other attachment devices. If questions arise about the need to
alter elements of the Theatre for production needs, Contractor agrees to discuss these
needs with City staff for pre-approval.
18. Use of Flammable Materials - The use of any flammable device or substance, including
but not limited to pyrotechnics, candles, cigarette or cigars, or other materials or device
with a flame is strictly forbidden. In rare cases, the City and Fire Marshall may approve,
with adequate advance notification, in advance of at least 21 days prior to the first date of
live public performance.
19. Mechanical Smoke and Fog Equipment - Mechanical smoke or fog generating
machinery can only be used with pre-approval of Theatre Management and is subject to
inspection by the City Fire Marshall. The use of mechanical smoke or fog generating
machinery must be tested at least 10 business days prior to first use in the Theatre during
live performances. This test must determine that the machinery does not cause the fire
alarm system to respond. Any questions regarding this testing shall be subject to
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approval and guidance by the City Fire Marshall or a representative of the Palo Alto Fire
Department. Any cost associated with the testing of this equipment or due to false alarms
caused by this equipment will be the financial responsibility of Contractor.
20. Approval of Additional Production Techniques & Devices – The use of strobe lights,
loud noises (i.e. gun shots), and aerial suspension must be pre-approved by the City of
Palo Alto at least 30 days prior to the first date of live public performances. No firearms
are allowed in the Theatre and the use of any prop guns must be pre-approved by the
City. Pyrotechnics, defined by PAFD as 'Any exothermic chemical reaction special
effect that produces heat, flame, sound, light or a combination of these effects', must be
pre-approved by the Fire Marshall 30-60 days prior to first use.
21. Adherence to Fire Codes – Contractor is responsible for complying with all applicable
sections of the California Fire Codes as adopted by the City and as may be amended from
time to time, including, but not limited to: maintaining required clear emergency exit
paths, proper use of fire doors, and adhering to posted occupancy loads. At no time
during Theatre use may fire exit signs by covered or otherwise dimmed. Should any
question or doubt arise regarding the proper adherence or interpretation of fire code arise,
Contractor shall be responsible for contacting the City Fire Marshal or other
representative of the Palo Alto Fire Department for direction and advice. At all times, the
direction and decisions of the Fire Department shall be viewed as the final authority. The
Fire Marshal has the right to charge a fee for their inspection services and Contractor is
obligated to pay it.
22. Adherence to Fire Inspection and Occupancy Load Requirements
Stern Community Theatre is inspected routinely at least once a year by the Palo Alto Fire
Department. The Fire Marshall should be notified of any productions where public safety
questions or concerns arise during the set up or design, or the use of special effects during
performances. Fire Inspections are listed in the Fee Schedule at $355/hour as of July,
2018 (and are subject to amendment by the City) which may be charged to Resident
Theatre Company.
At all times, Resident Theatre Companies are required to adhere to City Fire codes,
including but not limited to, required occupancy loads for each section or room of the
Theatre, good house- keeping of combustible materials, keeping exit ways clear and the
storage/use/disposal of hazardous materials. As of 2018, these established occupancy
loads are as follows:
a. Front of Curtain Stage – 31
b. Behind Stage Curtain – 83
c. Orchestra Pit – 14, unless otherwise approved by the Fire Marshall in sufficient
advance. Any costs incurred for exceeding the limit will be incurred by Contractor.
Any costs associated with exceeding the limit must be borne by Contractor.
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d. Basement below stage area – 7
e. Paint desk/shop off load – 57 for musicians/vocals
f. No occupancy is allowed in flat dock area other than removal/returning of props.
There is a hazard of falling production items during a seismic event. Should
occupancy be desired, all production items must be completely removed or areas for
holding production items must be seismically secured in advance.
The Palo Alto Fire Department is available to assist the Resident Theatre Companies if
fire safety practices are in question. Please contact them at: 650-329-2194.
23. Fire Alarm Procedures – In the event that the fire alarm is activated, Contractor must
immediately evacuate the building and wait for the Palo Alto Fire Department to arrive.
Follow their instructions, and only reenter the building when given permission to do so.
These procedures must be followed even in the case of a false alarm.
Should the alarm go off during a performance, ushers should direct and assist patrons in
exiting the building, and stage crew should trip the manual release of the fire curtain.
Particular attention should be given to providing evacuation assistance to disabled, older
and child patrons.
If the system detects issues that do not rise to the level of setting off an alarm, the system
may produce an audible signal at the alarm panel in the green room, and possibly at the
one in the lobby. In this case, the alarm company will contact the City of Palo Alto on
call Facility staff, who will be dispatched to investigate and deal with the alert. They
should arrive within an hour. In no case should anyone but authorized personnel (City
staff or Fire Department personnel) acknowledge, silence, or reset the alert on the alarm
panel.
24. Event Safety and Security - Contractor shall provide for the orderly production of the
event(s) anticipated in the Use Agreement and shall insure that the safety of the public
and the Theatre are always maintained. If, at any time, the activities in Theatre appear to
be detrimental to members of the public, City employees shall have a superseding right to
make decisions required to ensure safety and the professional presentation of the event.
This shall include, but not be limited to, issues involving security in the building,
ushering of patrons, production safety and other event related issues. Contractor agrees
that at all times, decisions relating to these issues shall be made at the superseding
discretion of City.
In the event that security may be required, the City of Palo Alto shall have the sole right
to approve the private security company and to establish the personnel requirements for
the event(s) anticipated in the Use Agreement. The costs associated with the provision of
private event security shall be the financial responsibility of Contractor.
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25. Concession Sales - Contractor shall have exclusive rights to the sale of concession
products including food or beverage, subject to City approval for the sale or provision of
alcohol.
26. Merchandise Sales - The Contractor shall have the right to sell merchandise to the
patrons attending the event produced by Contractor.
27. Use and Sale of Sippy Cups – With City approval, Contractor shall have the right to sell
or otherwise distribute adult sippy cups to patrons attending events. If the City permits,
no liquid refreshments are to be allowed in the Theatre auditorium other than with the use
of Contractors’ sippy cups, other than bottled water. Contractor shall be responsible for
the clean-up of any spillage resulting from the use of beverages in the auditorium
including immediate clean-up required for patron safety as well as all required clean-up
immediately following each event. If the City so desires, the City may require a damage
deposit in advance or a charge may be levied should there be any damage, stains or
excessive wear and tear caused by accidents related to the use of sippy cups.
28. Force Majeure - If Theatre is deemed to be unfit for occupancy during the period
covered by this agreement, by reason of fire, earthquake, strike, civil disturbance or any
other cause beyond the control of the City of Palo Alto, then the agreement shall be of no
further force and effect.
29. Use and Management of Hearing-Impaired Device Equipment -Contractor’s
personnel shall manage, distribute and collect the hearing-impaired devices (“headsets”)
that City owns for use by hearing-impaired persons at all Performances at the Facility,
subject to the following restrictions:
(a) Contractor shall verify that all headsets and batteries are present and functioning
normally and shall report to Project Manager or his/her designee any missing or
broken items before taking control of them for the run of the Production.
(b) For any damage or loss of any headset while under Contractor’s control,
Contractor shall promptly, upon request, pay City the fair market price for any
necessary replacement or repair of any component of the headsets, as such
replacement or repair is reasonably determined by Project Manager or his/her
designee.
(c) Contractor will diligently ensure the security of the headsets, in a manner
approved by Project Manager or his/her designee, when the headsets are not in
use. When the headsets are not so secured, Contractor will not leave the headsets
unattended.
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(d) Contractor will provide at least one (1) person in the Facility lobby, whose sole
responsibility will be to distribute and collect the headsets, as the case may be,
pursuant to the following:
(i) Beginning one-half (1/2) hour before each Performance until ten (10) minutes
after the Performance begins;
(ii) At all times during any and all intermissions; and
(iii) From the end of the Performance until all of the headsets have been returned.
(e) Contractor shall collect a Driver’s License or credit card as security for the loan of
a headset, which Driver’s License or credit card will be returned to its owner upon
return of the headset. Contractor will implement procedures for the safe handling
of the Driver’s Licenses and credit cards and their return to their owners.
(f) Contractor’s responsibility at the end of each performance will include the
following:
(i) Clean and otherwise sanitize all the earpieces by swabbing them with isopropyl
alcohol swabs.
(ii) Turn off the on/off/volume switches on all returned headsets and place them
into the battery charger.
(iii) Return all headsets and accessories to their storage case.
(iv) Verify the presence of all sixteen (16) headsets.
(v) Return the chargers to their place in the rolling cart.
(vi) Return the rolling cart to the House Manager’s Closet.
(vii) Be sure the rolling cart is plugged into an electrical outlet.
(viii) Make sure the battery charger is getting power, as indicated by the red lights
(ix) Padlock the rolling cart’s doors shut, using either the padlock provided by
City or a padlock supplied by Contractor, provided that Project Manager or
his/her designee has been given a copy of the key or the combination.
(x) Immediately report to City’s attendant at the Facility any missing headsets,
and turn over to the attendant any malfunctioning headsets.
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EXHIBIT E
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (City), AT THEIR SOLE EXPENSE, SHALL, FOR THE TERM OF
THE CONTRACT. OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE SPECIFIED
BELOW AND AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR HIGHER,
LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY. (THIS MUST INCLUDE
COVERAGE FOR SERVING LIQUOR
IF LIQUOR IS SERVED OR SOLD).
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY DAMAGE
COMBINED.
$2,000,000
$2,000,000
$2,000,000
$2,000,000
$2,000,000
$2,000,000
YES AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES PROPERTY INSURANCE ALL RISK COVERAGE
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL
INSURED: CONTRACTOR, AT ITS SOLE COST AND EXPENSE, SHALL
OBTAIN AND MAINTAIN, IN FULL FORCE AND EFFECT THROUGHOUT THE
ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE INSURANCE
COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND
ITS SUBCONTRACTORS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF
WORKERS’ COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL
INSURANCE, NAMING AS ADDITIONAL INSUREDS CITY, ITS COUNCIL
MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY (30) DAY ADVANCE NOTICE TO CITY OF CHANGE IN
COVERAGE OR OF COVERAGE CANCELLATION; AND
II. CONTRACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED COVERAGE.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO “ADDITIONAL
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INSUREDS”
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE
ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CONTRACTOR AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS, SHALL
NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY REASON OTHER THAN
THE NON-PAYMENT OF PREMIUM, THE CONTRACTOR SHALL PROVIDE CITY AT LEAST A THIRTY
(30) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-PAYMENT OF
PREMIUM, THE CONTRACTOR SHALL PROVIDE CITY AT LEAST A TEN (10) DAY WRITTEN NOTICE
BEFORE THE EFFECTIVE DATE OF CANCELLATION.
NOTICES SHALL BE MAILED TO:
PURCHASING AND
CONTRACT ADMINISTRATION
City OF PALO ALTO
P.O. BOX 10250
PALO ALTO, CA 94303
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POLICY AND PROCEDURES 4-02/PWD
Effective: August 1990
Revised: November 2017
Page 1 of 2
BUILDING SAFETY RESPONSIBILITY
POLICY STATEMENT
It is the policy of the City of Palo Alto that all City owned, rented, or leased buildings be free
from safety hazards. The Facilities Manager has established a maintenance program for the
safety and upkeep of all City buildings and structures. To help ensure that City buildings and
structures are kept free from safety hazards, the head of each department to which City
buildings and structures are assigned is responsible for their safe condition.
The City has adopted a Safety Policy to promote a safe work environment, and an active Injury
and Illness Prevention Program (“IIPP”), which includes a provision requiring the regular
inspection of work sites to identify and address any potentially hazardous conditions. The IIPP is
set forth in the City’s Injury and Illness Prevention Manual (“IIPP Manual”). This Policy 4-
02/PWD works in conjunction with the IIPP.
PROCEDURE
A. Inspections – In accordance with IIPP Manual Section 2, “Hazard Assessment and Control,”
regularly scheduled work site inspections shall be made by department Managers/Supervisors
or their designee, for the purpose of identifying safety hazards. The IIPP manual is located on
the HR intranet site: http://cityconnect.staff.copa/depts/hr/risk/documents/safety.asp and
sample checklists that can be used for inspections are located in Section 9, “Sample Checklists.”
1. Detailed reports of any hazards identified during the inspections will be distributed to the
appropriate department head, Human Resources Risk Manager (who also serves as the City
Safety Officer under the IIPP), and Public Works Facilities Manager. The report will list unsafe
conditions and will contain recommendations for corrections.
2. Action to be taken to address identified hazards shall be resolved between the Human
Resources Risk Manager, Public Works Facilities Manager, and responsible manager/supervisor
or department head.
B. Building Modifications - Any alterations or modifications to building structures, electrical,
heating, or plumbing components will be accomplished by the Public Works Department. Work
shall be done in compliance with all applicable Building, Plumbing, Heating, and Electrical Codes
required by the Building Department.
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POLICY AND PROCEDURES 4-02/PWD
Effective: August 1990
Revised: November 2017
Page 2 of 2
1. Work Request forms (requesting that Facilities Management do the work) may be obtained
by calling x6900 or by utilizing the Facilities Requestor interface on the intranet:
(https://cityconnect/depts/pw/fwr.asp)
2. The Building Department will issue a building permit for approved work and make necessary
inspections during the course of construction.
NOTE: Questions and/or clarification of this policy should be directed to the Facilities Manager,
Facilities Management Section, Public Works, Public Services Division.
Recommended: __________________________________ ________________
Public Works Director Date
Approved: ___________________________________ _________________
City Manager Date
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12/22/2017
1/4/2018
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 1 of 4
CONDUCT IN CITY FACILITIES
POLICY STATEMENT
Palo Alto Municipal Code Section 2.08.050 enables the City Manager to prescribe
and enforce regulations for entry into or use by members of the public of any City
real property, building, structure, or other facility. Regulations have been enacted
for several facilities to facilitate general public use of the facilities in accordance
with their mission, maintain access to City services, and minimize disruption to
City business. (While City staff, in the exercise of its professional duties, is
exempt from some of the enacted regulations; the following regulations apply to
City staff working at all City facilities.)
PROCEDURE
1. No person shall enter or remain in City facilities after posted closing hours
except when authorized by a supervisor (e.g. to work late/early, work on
shift assignments or attend public meetings or authorized special event
function).
2. Access to some areas within City facilities are restricted due to security
concerns and the need to protect sensitive equipment. Unauthorized staff
shall not enter restricted areas unless specifically authorized by City staff
having authority to enter.
3. For the use of conference rooms in the City Hall Building, including the
Council Conference Room, City staff will give first priority to City
business meetings and City public meetings, second priority to meetings or
events for other governmental officials or agencies, and third priority to
meetings or events co-sponsored by the City which provide services
directly benefiting City employees (including union meetings, public
speaking meetings, public health events, and the like).
4. No person shall obstruct the entrances, exits or corridors into and within
City facilities in any manner that impedes or restricts public access or
presents a safety hazard. This restriction shall not apply to City staff or
contractors who are utilizing City facility entrances, exits or corridors for
maintenance or repair or for loading or unloading material.
5. No person shall bike, run, ride skateboards, roller skate, in-line skate or
engage in loud or boisterous conduct in City facilities.
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 2 of 4
6. No person shall use sound or light generating or amplifying devices within
City facilities in any manner which interferes with the conduct of City
business or with any in-progress meeting or special event. Sound or light
generating or amplifying devices employed by City staff or utilized by
persons with the authorization of City staff to assist with special events in
City Hall are exempt from this prohibition.
7. No person shall use public restrooms in City facilities for bathing (except
for the washing of hands and face) or washing or drying of clothes.
8. No person shall prepare or consume food or beverages (except for water in
enclosed containers or medically required food or beverage) in the public
areas of City facilities except at special events authorized by City staff.
9. No person shall solicit funds or charitable donations from members of the
public or City staff within City facilities. This prohibition shall not apply to
City-sponsored employee contribution campaigns for charity, or to
charitable solicitation activities which employees pursue on their break or
lunch hour.
10. No person shall sell, offer to sell, or display for the purpose of sale any
commercial product, service, or device within City facilities. This
prohibition shall not apply to City-issued franchises for food service to City
employees.
11. No person shall engage in any threatening or intimidating language or
conduct directed at any member of the public or City employee.
12. No person shall bring a bicycle, tricycle or similar wheeled conveyance into
City facilities, except for City employees who store such conveyances in
accordance with department process. This restriction shall not apply to
persons utilizing wheelchairs or similar medically required devices within
City facilities. This restriction shall not apply to persons utilizing children's
strollers or similar conveyances when necessary to transport young children
into and within City facilities.
13. No person shall post any document, place any object or hang any art within
the City Hall Lobbies unless approved by the Director of Arts and Culture.
14. No person shall bring any animal into City facilities, except, where animals
are intrinsic to the program offered by the City. This regulation shall not
apply to service animals assisting individuals with disabilities or animals
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 3 of 4
under the control of a police officer or an animal handler authorized by City
staff to attend a special event conducted in the Lobbies or other area of City
Hall.
15. No person shall use City facilities primarily for sleeping purposes as this
may unreasonably interfere with the use of the facilities by other members
of the public or City staff.
16. The public shall have access from elevators through passageways and halls
to the designated reception facilities for various City services for the
purpose of conducting business with the City. The work areas beyond the
reception facilities are not public areas and no person except authorized
City staff may enter or remain in employee work areas unless authorized
by, or in the company of, City staff.
17. No person shall use the Council Chambers for any purpose without express
prior approval of the City Clerk. The City Clerk shall approve the use of the
Council Chambers only for the conduct of City public meetings, authorized
City functions, meetings conducted for City employees by authorized
employee representative groups for the purpose of providing services that
directly benefit City employees, City-permitted events, and events hosted
by other governmental officials or agencies.
18. No person except Council Members, commission members or authorized
City staff shall enter the dais or staff area of the Council Chambers during
the conduct of a public meeting unless authorized. No person except
Council Members, commission members or authorized City staff shall
attach any document or object onto the walls or furniture of the Council
Chambers unless authorized.
19. No person except authorized City staff shall access any secured storage or
mechanical areas in the Parking Garage.
20. No person except authorized City staff shall enter or remain in the elevator
lobbies that provide access to City Hall on levels A, B, and C after City
Hall closing time, except when these elevator lobbies are kept open during
meetings or scheduled events.
21. No person shall use the public areas of the City Hall Parking Garage for
any purpose except the parking of vehicles and bicycles.
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POLICY AND PROCEDURES 4-07/MGR
Revised: February 2006
Page 4 of 4
22. No person shall dispose of any household garbage, yard waste, construction
debris, hazardous materials or other waste in the City Hall Parking Garage
or waste containers provided for City use.
23. No person shall tamper with, damage or vandalize any structural
component, equipment or building system in the City Hall Parking Garage.
24. No person shall camp within the City Hall Parking Garage.
25. No person shall post any document, sign, banner, or object within the
Parking Garage, except for City staff in the conduct of its responsibilities.
NOTE: Questions about this policy should be directed to the City Manager’s
Office.
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S:/HRD/FORMS/ACCPRO.doc Rev: 03/17/06
REPORT OF ACCIDENT/PROPERTY DAMAGE RISK MANAGEMENT
AND SAFETY Submit within 24 hours of incident.
Department/Division: Date/Time Incident Occurred: Today’s Date: Incident Investigated/Reported By:
Type of Incident (i.e., Collision, Injury to a Public Person, Property Damage, Loss, Etc.) Photos Taken?
Yes No
Location of Incident (Include Address): City Vehicle No.
Did The Incident Involve:
City Property Private Property Both
Were Police Called?
Yes No
Officer/Dept. Taking Report: Police Report No.
PERSONS INVOLVED
Employee Name: Position/Department: Employment Status:
Regular Volunteer Hourly
Other Party: Address:Phone:
Liability Insurance Company (If applicable) Address: Phone:
Witness Name A/Registered Owner:Address:Phone:
Witness Name B:Address:Phone:
INJURY/DAMAGE ASSESSMENT
How did the incident occur? What was the person doing?
Description of incident or damage.
Severity of Injury (Check One):
No first aid required. Minor first-aid required (i.e., ice, bandage). Emergency services required (i.e., paramedics, police).
Action Taken (Use back of page for additional space).
Additional comments, information or diagrams may be provided on the reverse side of this form.
SIGNATURE
Signature: Name (Printed): Phone: Department/Division:
DISTRIBUTION: Risk Management: Attorney’s Office Facilities/Equipment Management (If Vehicle or Property Damage Involved)
SELECT ONE
Administrative Services
4
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REPORT OF ACCIDENT/PROPERTY DAMAGE
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ADDITIONAL COMMENTS OR INFORMATION
DIAGRAM (Of Vehicle Accident Scene) Please Use Street
COST ANALYSIS
FOR FACILITY & EQUIPMENT MAINTENANCE USE ONLY
Vehicle Unit No. ___________________________ Work Order No. _____________________________
Repair Cost ___________________________
Downtime Cost: ___________________________ Down Time: _____________________________
Other Costs ___________________________
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Date ___________________________
DISTRIBUTION: Risk Management; Attorney’s Office; Facilities/Equipment Management (If Vehicle or Property Damage Involved)
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CITY OF PALO ALTO
Zero Waste Plan
August 2018
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TABLE OF CONTENTS
EXECUTIVE SUMMARY ............................................................................................................... 1
ZERO WASTE GUIDING PRINCIPLES ............................................................................................ 2
ADAPTING TO CHANGING MARKET DEMANDS .......................................................................... 3
BACKGROUND ............................................................................................................................ 4
CURRENT ZERO WASTE PROGRAMS ........................................................................................... 5
TARGETED MATERIALS AND GENERATORS ................................................................................ 6
Material Composition ......................................................................................................................... 7
Single-Family Residential Material “Capture Rates” ........................................................................... 9
RESEARCH AND PUBLIC INPUT ................................................................................................. 10
NEW ZERO WASTE INITIATIVES ................................................................................................ 11
Short-Term Programs (2018-2019) .................................................................................................... 11
Medium-Term Programs (2020-2026) ............................................................................................... 18
Long-Term Programs (2027-2030) ..................................................................................................... 23
COSTS AND KEY PERFORMANCE INDICATORS .......................................................................... 26
DIVERSION ESTIMATES AND GREENHOUSE GAS EMISSIONS REDUCTION POTENTIAL ............. 29
ATTACHMENT 1 CURRENT POLICIES AND PROGRAMS ........................................................... 1-1
ATTACHMENT 2 WORKSHOP AND SURVEY RESULTS .............................................................. 2-1
ATTACHMENT 3 ASSUMPTIONS AND CALCULATIONS ............................................................ 3-1
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EXECUTIVE SUMMARY
The 2018 Zero Waste Plan updates the first such Plan for Palo Alto which was adopted in 2007. The new
Plan contains new and revised provisions designed to meet aggressive goals adopted by the Palo Alto
City Council in 2016 as part of its Sustainability/Climate Action Plan (SCAP). Specifically, the Council
adopted a goal of 95% diversion of materials from landfills by 2030, and 80 % reduction of greenhouse
gases by the same year. Additionally, other goals were adopted for water use reduction and
environment protection. All of these goals require even more effort by the City of Palo Alto staff and the
larger community to reduce the use of materials, to reuse them, and to recycle and compost residuals.
The new Plan was also prepared to provide a basis for new and revised contracts the City must have for
residuals management. Current contracts with GreenWaste, the Sunnyvale Materials Recovery Station
(SMaRT), and Waste Management (Kirby Canyon Landfill) all expire in the Fall of 2021. New and/or
revised contracts for hauling, processing, recycling, composting and landfill disposal must all reflect the
aggressive goals adopted by the Palo Alto Council. In order to meet the environmental goals by 2030,
and have new and revised contractor support contracts in place by 2021, it was necessary to begin a
planning process in 2016 and finalize the new Zero Waste Plan in 2018.
It was also necessary to re-examine what Palo Alto currently sends to Landfills in order to target the
right materials in the Plan. It was found that two of the largest components were food-related materials,
and demolition and construction related materials. Therefore, important new and revised Plan
provisions deal with these materials. Enforcement of commercial composting and recycling
requirements is strengthened, as is source separation and deconstruction in the construction industry. A
third and difficult component of landfilled materials are diapers, other personal care products, and pet
waste. These will be further explored under the Plan to find workable solutions.
The Plan is divided into Short Term, Mid Term and Long Term actions. For the most part, this is because
of resource constraints. But it is also because good solutions may not be apparent yet, or because the
residual is a smaller component of the total.
Asian markets for US recyclables are in flux. At the same time, plastics from around the world are
building up in oceans and in wildlife. As part of the Plan, the City will examine better ways to reduce
plastics use and manage their residuals. A Foodware Packaging Reduction Plan will be prepared in
concert with the City's other environmental protection programs in 2019. Targeted plastics will include
food and drink containers and other types of packaging.
The City will continue to use a blend of local action and regional, state and national collaboration to
establish new program components. Local initiatives in Palo Alto are being taken when it is efficient,
helps pilot new ideas and lights the way for others. Enforcement of recycling and composting in the
commercial and construction sectors are key examples where Palo Alto is taking new local action under
its 2018 Zero Waste Plan.
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ZERO WASTE GUIDING PRINCIPLES
Zero Waste is a holistic approach to managing the flow of resources through society in a closed
loop system (circular economy) rather than a linear one. While Zero Waste includes the
traditional hierarchy of reducing, reusing and recycling, it is much more. Zero Waste principles
provide guidance on how resources are managed, from product design through ultimate
disposal. Zero Waste is about designing products and packaging to minimize waste, creating
incentives to encourage clean and sustainable products and processes, fostering both producer
and consumer responsibility, investing in resource recovery facilities, strengthening local
economies, and building community collaboration. This Zero Waste Plan uses the following
guiding principles:
§ Follow the waste management hierarchy of reduce, reuse, recycle/compost, prioritizing
waste prevention first, and then reuse (including salvage and repair) before
recycle/compost.
§ Manage discards as resources, not waste. Preserve materials for continued use and
recognize that all products are made from and with natural resources and manage them
accordingly.
§ Create and support rules and policies that further the Zero Waste hierarchy of rethink,
reduce, reuse, recycle/compost; and redesign systems, processes, or products to reduce
the volume and toxicity of waste and materials.
§ Support Producer Responsibility to hold manufacturers responsible for the full lifecycle
of their products, giving them incentive to create less toxic, more durable, reusable,
repairable, and recyclable/compostable products, packaging, and processes.
§ Create and support programs in every sector of the community to shift away from waste
generation toward waste prevention, reuse, and recycling/composting.
§ Create and keep materials and products for use as high on the hierarchy as possible and
in the useful loop as long as possible. Keep materials from being “downcycled,” where
the number of future uses or options are limited (e.g., composting recyclable paper).
§ Minimize all discharges to land, water or air that may be a threat to planetary, human,
animal or plant health, including climate changing gases.
§ Empower the community to live a Zero Waste lifestyle, build collaborative efforts to
further Zero Waste, and to continue to call for Zero Waste progress.
§ Utilize existing infrastructure and assets in the development of new programs (e.g.,
waste collection vehicles, mail services, food storage).
§ Foster and pilot programs and systems that are adaptable, flexible, nimble, scalable, and
resilient.
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ADAPTING TO CHANGING MARKET
DEMANDS
The following hierarchy of contingencies has been created to help Palo Alto adapt to future
market fluctuations for recyclable and compostable materials. If markets change to such an
extent that currently recyclable or compostable items are no longer accepted, the following
measures will be taken:
1. Increase allocation of resources and focus on initiatives that further waste reduction
and reuse, so that fewer materials will be generated for recycling and composting.
2. Improve processing so recycle and compost streams are cleaner, to improve
marketability.
3. Enhance enforcement of customer sorting; and keep non-complying customers waste
separate for special processing until compliance is achieved.
4. Embrace the concept that recycling/composting is better than landfilling; even as these
expenses increase.
5. Conversion (e.g., gasification, pyrolysis, chemical process) for nonmarketable materials;
maintain ability to move in and out as markets change. This is a less preferred option
than recycling the materials.
Sorting Station at GreenWaste Material Recovery Facility
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BACKGROUND
The City of Palo Alto is a leader in Zero Waste. In 2005, the City adopted a Zero Waste goal of
90% diversion of waste from landfills by 2021. The City’s Zero Waste Operational Plan, adopted
in 2007, identified a number of initiatives that will help Palo Alto reach its Zero Waste goal.
The City has implemented the major initiatives identified in the plan, including:
§A Zero Waste collection contract
§Universal roll-out of recycling and composting to all customers
§Regional organics processing
§Construction debris diversion requirements
§Regional construction debris processing
§Use of emerging technology
The City’s diversion rate has increased from 62% in 2007 to 82% in 2016. “Diversion” includes
all waste prevention, reuse, recycling and composting activities that “divert” materials from
landfills.
In November 2016, the City Council approved the Sustainability and Climate Action Plan
Framework, Principles & Guidelines (SCAP) which identified a new goal of 95% by 2030.
This Zero Waste Plan identifies the new and expanded policies, programs and infrastructure
that will be needed to reach this goal.
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CURRENT ZERO WASTE PROGRAMS
The City contracts with GreenWaste of Palo Alto, Inc. (GreenWaste) to provide comprehensive
recycling and organics collection to all residential and commercial customers in Palo Alto. The
City and GreenWaste provide technical assistance to multifamily complexes, schools, and
commercial buildings pursuant to the City’s mandatory recycling and composting ordinance.
Recyclable materials are processed at the GreenWaste Material Recovery Facility where
commodities are segregated and sold to domestic and international markets. Organic materials
are processed at the Zero Waste Energy Development Corporation anaerobic digestion facility
which produces renewable energy to operate the facility. Excess energy produced at the facility
is sold to the power grid. The materials leftover from the digestion process are further
composted at the Z-Best compost facility.
The City also partners with the cities of Mountain View and Sunnyvale on the Sunnyvale
Materials Recovery and Transfer Station (SMaRT Station). The SMaRT Station processes mixed
garbage from Palo Alto and recovers recyclable and compostable materials that would have
otherwise gone to landfill.
The City has innovative outreach and education programs,
including Zero Waste Block Leaders and Champions and Green
Teams at most Palo Alto schools. The Zero Waste programs
are supported by the City’s Zero Waste policies, which include:
a tiered rate system to incentivize creating less garbage,
plastic bag and Styrofoam bans, construction debris recycling
and deconstruction incentives, Zero Waste requirements at
special events, and the City’s Environmentally Preferred
Purchasing Policy.
Attachment 1 includes a comprehensive list of the City’s current Zero Waste programs.
Waste Station Monitors at Barron Park Elementary
Color-coded Compost, Landfill and Recycle Bins
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TARGETED MATERIALS AND GENERATORS
Materials are generated from many different sources, including households, businesses,
institutions (like hospitals and schools), and construction sites. In 2016, 44% of landfilled
materials were from construction projects and 56% were from all other sources.
Construction projects have a high recycling rate. In 2016, they achieved 72% diversion.
However, there is so much construction activity that the 28% of construction materials that are
being landfilled still account for 44% of the total amount of waste landfilled by Palo Alto. These
materials include: composite materials (things stuck to other things), mixed residue and fines
(materials too small to recover for recycling), and non-recyclable items (including painted or
treated wood, rubber, non-recyclable plastics).
Zanker Materials Processing Facility
Construction
debris
44%Non-construction
garbage
56%
Total Tons of Landfilled Materials, 2016
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Material Composition
To plan for 95% diversion, the City conducted a waste characterization study profiling each of
the City’s non-construction garbage generator sectors, including residential, commercial,
industrial and institutional generators. In 2017, 27,165 tons of materials were disposed in
landfills from these non-construction sources.
The results of the waste characterization study show that 67% of what is currently thrown away
could have been recycled or composted through the City’s current programs.
Recyclable
32%
Compostable
35%
Not currently
recyclable
32%
Citywide Non-Construction Garbage Composition, 2017
(Curbside Collected Garbage)
27,165 tons
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The waste characterization study also identified the individual material types that were more
prevalent in the garbage. The following material types account for 52% of what is thrown away
by Palo Alto generators.
1. Edible food scraps (food that could have been eaten, but was thrown away) – 13%
2. Inedible food scraps (pits, peels, cores, shells, etc.) – 9%
3. Untreated medical waste (we need to work with our hospitals to address) – 8%
4. Paper tissues & towels (we need to put these in the green cart) – 8%
5. Clean paper (we need to put this in the blue cart) – 7%
6. Diapers (we need a disruptive solution) – 7%
Edible food scraps,
13%
Inedible food
scraps, 9%
Paper tissues &
towels, 8%
Clean paper, 7%
Untreated medical
waste, 8%Diapers, 7%
All other
materials
48%
Top Six Most Prevalent Material Types in the Garbage
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Single-Family Residential Material “Capture Rates”
A capture rate indicates what proportion of a material type is being placed in the correct
container. Capture rates for the single-family residential sector were able to be included in the
waste characterization study because waste samples were taken from the residential garbage,
recycle and compost containers. This was only done for the single-family residential sector due
to cost considerations.
Even though the garbage contains materials that could have been recycled or composted,
overall residents in Palo Alto are doing a good job of sorting materials correctly. Single-family
generators are “capturing” 86% of recyclable materials and 83% of compostable materials.
Some materials types, such as plastics, food and compostable paper have lower capture rates.
86%83%
99%93%93%
62%
98%
46%
30%
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Single-Family Material Capture Rates, 2017
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RESEARCH AND PUBLIC INPUT
To identify solutions for achieving 95% diversion, the City conducted research and presented
the results at two citywide workshops. Over 100 different ideas were researched and vetted
using the U.S. EPA Managing and Transforming Waste Streams Tool.
Workshop participants received information about new policies, programs and infrastructure
projects that could be undertaken by the City to address materials generated by residential,
commercial, construction, and self-haul generators.
Participants then broke up into small groups for longer discussions about each of the
alternatives. Additional ideas were recorded and each person identified their high priority items
for implementation by the City.
Feedback was also gathered from the community through an online survey that asked for
opinions on specific initiatives, but also allowed for participants to add their own ideas.
Results from the workshops and survey are included in Attachment 2.
This input was used to develop the final list of Zero Waste initiatives for implementation in the:
§ Short-term (2018-2019)
§ Medium-term (2020-2026)
§ Long-term (2027-2030)
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NEW ZERO WASTE INITIATIVES
Forty-eight Zero Waste initiatives were identified for implementation in the short-term 2018-
2019, medium-term 2020-2026, and long-term 2027-2030. Under these time frames, the
initiatives are listed in order of landfill diversion potential and include efforts focused on waste
prevention, reuse, and recycling/composting using a variety of tactics such as changing local
and state policies, new or expanded programs, and infrastructure development.
For each initiative, the following impacts have been identified and estimated:
§ Potential landfill diversion tons - annual
§ Greenhouse gas (GHG) emissions reduction potential in metric tons of carbon dioxide
equivalent (MTCO2e) - annual
§ Staffing based on full-time equivalent (FTE) levels of existing staff – one time or ongoing
effort
§ Additional metrics for success
§ Key performance indicators (KPIs)
Some initiatives require hauler, contractor, or consultant support. Costs have been included for
those initiatives. The assumptions and calculations for the diversion and greenhouse gas
emissions reductions are included in Attachment 3.
Short-Term Programs (2018-2019)
The following 20 initiatives were chosen for short-term
implementation. These initiatives focus on materials that
make up a large percentage of our waste stream (e.g.,
construction and demolition), are natural outgrowths of
programs we already have (e.g., mandatory ordinance
enforcement), and/or improve our focus higher up the
waste hierarchy to waste reduction and reuse (e.g., waste
generation metric and goal, residential food waste
reduction).
1. Require Deconstruction and Source Separation of
Construction Materials – Explore the development of an
ordinance to require deconstruction and source separation
for the purposes of 1) increasing salvage/reuse to highest
extent possible, 2) increasing the amount and quality of
recyclable materials for all construction and demolition
projects. Demolishing entire buildings and combining the
materials in a single box would no longer be allowed.
Consider provisions that encourage or require recovery for
reuse as much as practical. Consider provisions that require
Adaptive reuse refers to the
process of reusing an old site or
building for a purpose other than
which it was built or designed
for. The Art Center is a local
example.
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commercial buildings to make materials available for salvage for a period of time and to publicly
advertise salvage opportunities (e.g., dates, times, materials available). Explore incentives to
encourage remodeling and adaptive reuse of buildings, including easier permitting and financial
incentives. Also consider adding a new metric and KPI for deconstruction.
Diversion Potential 3,330 tons
GHG Emissions Reduction Potential 8,580 MTCO2e
Staff Levels 0.2 FTE one time
Costs: Ongoing annual costs of $460,000 to add full time driver,
half-time administrative support, and additional processing for
GreenWaste, as well as $20,000 consultant support to monitor
customers for compliance
Additional Metrics for Success: Council adoption of municipal
code amendment requiring deconstruction and source separation
of construction materials
KPIs: Landfill reduction, GHG reduction
2. Direct Mixed Construction Materials to High Diversion Construction Materials Recycling
Facilities – Explore the development of an ordinance to require that all mixed construction and
deconstruction materials be delivered to a certified high diversion recycling facility and
investigate the feasibility of developing and implementing an automated data management
system.
Diversion Potential 2,320 tons
GHG Emissions Reduction Potential 7,850 MTCO2e
Staff Levels 0.02 FTE one time
Cost: $30,000 one time for consultant support
Additional Metrics for Success: Council adoption of municipal
code amendment requiring all mixed construction and
deconstruction materials be delivered to certified facilities
KPIs: Landfill reduction, GHG reduction
3. Mandatory Ordinance Enforcement for Commercial – Expand and improve outreach and
enforcement of sorting requirements for commercial customers (including multifamily
customers).
Diversion Potential 2,070 tons
GHG Emissions Reduction Potential 4,400 MTCO2e
Staff Levels 0.75 FTE ongoing
Costs: $60,000 annually for half-time GreenWaste Environmental
Outreach Coordinator
Additional Metrics for Success:
• Create enforcement procedure
• Implement enforcement procedure
KPIs: Landfill reduction, GHG reduction
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4. Construction Project Recycling Technical Assistance – Provide technical assistance and
outreach to contractors and permittees about the City’s ordinance requirements and provide
referrals to local reuse, recycling and deconstruction service providers.
Diversion Potential 1,900 tons
GHG Emissions Reduction Potential 4,890 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $300,000 over a 3 year period for consultant support,
$60,000 per year for half-time GreenWaste Environmental
Outreach Coordinator
Additional Metrics for Success:
•Develop outreach and technical assistance program and
materials for construction and deconstruction contractors
•Implement outreach and technical assistance program
KPIs: Landfill reduction, GHG reduction
5. Statewide Packaging and Product Design – Advocate for statewide packaging and product
design policies that encourage items to be repairable, reusable, fully recyclable/compostable,
and less-toxic. This includes membership in statewide organizations (California Product
Stewardship Council, Californians Against Waste) and submitting testimony to legislative and
regulatory proceedings.
Diversion Potential 790 tons
GHG Emissions Reduction Potential 1,500 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $10,000 annually for memberships
Additional Metrics for Success:
•Continue membership in CPSC and support of CAW
•Support legislation that furthers Zero Waste
•Support and participate in CalRecycle’s packaging
requirements policy creation
KPIs: Generation reduction, GHG reduction
6. Collect Additional Items for Landfill Diversion (e.g., diapers, aseptic containers, pet waste) –
Identify strategies to divert hard to recycle or compost items.
Diversion Potential 620 tons
GHG Emissions Reduction Potential 570 MTCO2e
Staff Levels 0.02 FTE one time
Costs: TBD ongoing
Additional Metrics for Success: Additional items collected for
recycling and/or composting
KPIs: Landfill reduction, GHG reduction
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7. Plastics Conversion - Develop pilots to convert non-recyclable plastics and multi-layered
products to useful chemicals or products.
Diversion Potential 590 tons
GHG Emissions Reduction Potential 950 MTCO2e
Staff Levels 0.02 FTE one time
Cost: TBD ongoing
Additional Metrics for Success: Participate in a plastics and multi-
layered products conversion pilot
KPIs: Landfill reduction, GHG reduction
8. Textile Collection for Reuse & Recycling – Research and implement a program for residents
and businesses to divert textiles for reuse and recycling. Investigate feasibility of adding bagged
or boxed textiles to the curbside collection program.
Diversion Potential 460 tons
GHG Emissions Reduction Potential 3,330 MTCO2e
Staff Levels 0.02 FTE one time
Costs: TBD ongoing
Additional Metrics for Success: Textile collection program added
to curbside collection program
KPIs: Landfill reduction, GHG reduction
9. Waste Reduction for Diapers – Explore incentives and
requirements for reusable and/or compostable diapers.
Diversion Potential 450 tons
GHG Emissions Reduction Potential 390 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $20,000 one time for consultant support
Additional Metrics for Success:
• Determine the type of diaper(s) to incentivize
• Establish an incentive program for reusable and/or
diapers
KPIs: Generation reduction, Landfill reduction, GHG reduction
10. Increase Collection of Reusable Items in the Clean Up Day Program – Enhance the reusable
items component of the by-appointment Clean Up Days for both resident and businesses.
Consider adding an additional clean-up day and collecting on a neighborhood wide basis.
Consider partnering with a non-profit(s).
Diversion Potential 390 tons
GHG Emissions Reduction Potential 1,730 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $187,000 annually to add one full-time driver and to
expand outreach and noticing
Additional Metrics for Success: Enhance the reuse element of the
Clean Up Day program and include a partnership with at least one
local reuse non-profit
KPIs: Landfill reduction, GHG reduction
Diapers comprise 16% of all
residential discards (7% citywide)
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11. Outreach and Technical Assistance for Self-Haul – Develop outreach and technical
assistance to customers that self-haul materials generated within Palo Alto.
Diversion Potential 380 tons
GHG Emissions Reduction Potential 980 MTCO2e
Staff Levels 0.02 FTE one
time
Costs: $30,000 per year for 3 years for consultant support
Additional Metrics for Success:
• Develop outreach and technical assistance program and
materials for self-haul customers
• Implement outreach and technical assistance program
KPIs: Landfill reduction, GHG reduction
12. Residential Food Waste Reduction – Expand outreach and education programs to reduce
wasted food. Learn the barriers and benefits for Palo Alto residents so outreach addresses
those that lead to measurable change.
Diversion Potential 310 tons
GHG Emissions Reduction Potential 270 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $20,000 one time for consultant support
Additional Metrics for Success:
• Conduct food waste reduction barriers and benefits
research
• Create an engagement program based on that research
KPIs: Generation reduction, Landfill reduction, GHG reduction
13. Foodware Packaging Reduction Plan – Develop a Foodware Packaging Reduction Plan to
reduce the amount of single-use, disposable foodware packaging generated in Palo Alto,
encourage reusable foodware items, and to ensure that the single-use disposable items that
are generated are recycled or composted. As a first phase of implementation, explore the
development of an ordinance to require some single-use items (e.g., cutlery, straws, stirrers) to
be compostable in Palo Alto’s program and provided only upon request.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.1 FTE one time
KPIs: Generation reduction, landfill reduction, GHG reduction
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14. Add a Waste Generation Metric(s) and Goal(s) to the
Current Landfill Diversion Goals – Explore metrics to adopt
that focus on reducing the creation of waste. Establish
targets for reducing discarded materials (garbage, recycle,
and compost). Include metrics that address climate/carbon
impacts and footprints.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $10,000 one time for consultant support
Additional Metrics for Success: Waste reduction metric and
targets adopted by Council
KPIs: Generation reduction, GHG reduction
15. Wood to Biochar – Explore the production and
application of biomass power-generation technology from
tree trimming operations and the residual biochar application
on public lands within the City.
Diversion Potential 240 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Cost: TBD ongoing
Additional Metrics for Success: Determine the cost effectiveness
and feasibility of wood to biochar for Palo Alto
KPIs: Landfill reduction, GHG reduction
16. Color Tinted Clear Bags – Explore the development of an
ordinance to require all commercial customers who use bags
to use color-tinted clear plastic bags (blue tint for recycle,
green tint for compost, clear for garbage) and compostable
bags for compost to consolidate materials by material type
for better monitoring and enforcement of waste sorting.
Diversion Potential 230 tons
GHG Emissions Reduction Potential 430 MTCO2e
Staff Levels 0.02 FTE one
time
Additional Metrics for Success: Municipal code amendment
requiring color tinted clear bags adopted by Council
KPIs: Landfill reduction, GHG reduction
17. Commercial Food Donations – Building on the 2015 Food Rescue Services, Barriers, and
Recommendations in Santa Clara County, continue participation in County’s Silicon Valley Food
Rescue working group to create a sustainable food rescue system in Santa Clara County, where
all surplus edible food goes to food insecure people. Consider policies and programs applicable
GreenWaste’s all-electric collection
truck contributes to the City’s
greenhouse gas reduction goals.
Biochar is charcoal used as a soil
amendment. Biochar is a stable
solid, rich in carbon, and can
endure in soil for thousands of
years. Like most charcoal,
biochar is made from biomass via
pyrolysis. Biochar application to
soil is being evaluated as an
approach to carbon sequestration.
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in Palo Alto according to the findings from the county working group. Integrate with food waste
prevention efforts.
Diversion Potential 160 tons
GHG Emissions Reduction Potential 140 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Continue involvement in Silicon Valley Food Rescue
• Pilot A La Carte food truck in Palo Alto
KPIs: Landfill reduction, GHG reduction
18. Encourage Residential Application of Compost – Explore the feasibility of making compost
available to residents for no charge to encourage its use.
Diversion Potential 30 tons
GHG Emissions Reduction Potential 30 MTCO2e
Staff Levels 0.02 FTE one time
Cost: $10,000 on going
Additional Metrics for Success:
• Increase markets for organic materials
• Achieve co-benefits carbon sequestration
KPIs: Landfill reduction, GHG reduction
19. Sustainable Repair Café Function - Work with Repair
Café leaders and other repair community stakeholders to
explore ways to create a permanent, sustainable Repair
Café function.
Diversion Potential 150 tons
GHG Emissions Reduction Potential 770 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Increase number of repaired items
per year and increase use of repair and reuse services over buying
new items
KPIs: Generation reduction, Landfill reduction, GHG reduction
20. Improve Recycling Collection and Processing – Explore the feasibility of adding an
additional collection route to improve processing of contaminated recyclables to reduce
rejection of the materials in the market. Provide more and better sorting of marginally
contaminated recyclables at the processing facility to ensure the marketability of the materials.
Diversion Potential 380 tons
GHG Emissions Reduction Potential 770 MTCO2e
Staff Levels 0.02 FTE one time
Costs: $371,000 ongoing for an additional driver and enhanced
sorting for GreenWaste
Additional Metrics for Success: Increase quality of recycled
feedstocks and reduce rejection of contaminated loads
KPIs: Landfill reduction, GHG reduction
Silicon Valley legend Dan Kottke
helped out at the fourth Palo Alto
Repair Café. Dan is known as
'Apple employee number one'
and was a major contributor to the
Apple I, Apple II and the first
Macintosh computers.
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Medium-Term Programs (2020-2026)
The following 18 initiatives were chosen for medium-term implementation. These initiatives
focus on continuing to increase waste prevention and reuse/repair efforts within the
community, but also planning for improved material processing.
21. Improve Municipal Solid Waste (MSW), Recyclable Materials, and Compostable Materials
Processing - Use Request for Proposal process to pursue more effective material recovery
facilities for MSW when SMaRT agreement ends in 2021. At a minimum, ensure that residues
after processing are further composted or digested to minimize landfilling.
Diversion Potential 2,820 tons
GHG Emissions Reduction Potential 5,240 MTCO2e
Staff Levels (RFP development not included) 0.1 FTE one time
Additional Metrics of Success: Council approval of a new contract
for more effective MSW processing
KPIs: Landfill reduction, GHG reduction
22. Mandatory Ordinance Enforcement for Residential - Expand residential outreach efforts
(e.g., pilot providing posters on carts or inside lids). Explore providing periodic auditing of
residential collection containers and provide outreach and education to residents to ensure
that they are aware of the mandatory recycling program and how to comply with more
outreach provided to residents who require more assistance (as indicated by audit results).
Explore options for shared containers.
Diversion Potential 1,380 tons
GHG Emissions Reduction Potential 2,320 MTCO2e
Staff Levels 0.2 FTE ongoing
Additional Metrics for Success:
• Increase participation in residential recycling and
composting program
• Decrease contamination in the recycle, compost and
landfill containers
KPIs: Landfill reduction, GHG reduction
23. Commercial Waste Prevention Technical Assistance - Expand commercial technical
assistance program to include waste prevention and reuse. Provide tools to identify and
redesign wasteful practices, products and packaging, make business case for Zero Waste, and
purchase more environmentally preferred products (e.g., the current ReThink Disposable
program).
Diversion Potential 890 tons
GHG Emissions Reduction Potential 1,890 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success: Reduce generation of products
and packing at Palo Alto businesses and institutions
KPIs: Generation reduction, Landfill reduction, GHG reduction
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24. Business Outreach (presentations, door-to-door outreach, Zero Waste Champions) - Expand
outreach and technical assistance to industrial, commercial and institutional generators
addressing recycling and/or composting logistics and increasing employee participation.
Conduct focus group on how to make recycling and composting more intuitive.
Diversion Potential 890 tons
GHG Emissions Reduction Potential 1,890 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Increase participation in recycling and composting
programs
• Promote Zero Waste culture at Palo Alto businesses and
institutions
KPIs: Generation reduction, Landfill reduction, GHG reduction
25. Plastic Recovery Facility - Participate in the development of a regional plastic recovery
facility for hard to recycle plastics with recycling service providers, business generators, and
other communities throughout the Bay Area.
Diversion Potential 590 tons
GHG Emissions Reduction Potential 950 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Determination of the feasibility of
a regional plastic recovery facility
KPIs: Landfill reduction, GHG reduction
26. Foodware Packaging Reduction – Continue implementation
of the Foodware Packaging Reduction Plan. Explore modification
of the foodware ordinance to require: 1) use of reusables
(dishes, cups, utensils) for on-site dining; 2) a reusable takeout
packaging option; 3) a charge for disposable takeout foodware
(e.g., cups, clamshells); and 4) all disposable foodware be free of
certain highly toxic chemicals known to migrate into food and
beverages and be compostable in the City’s waste management
programs.
Diversion Potential 420 tons
GHG Emissions Reduction Potential 780 MTCO2e
Staff Levels 0.1 FTE one time
Additional Metrics for Success: Council adoption of modified
foodware ordinance to further reduce foodware packaging
KPIs: Generation reduction, Landfill reduction, GHG reduction
27. Commercial Food Waste Prevention - Explore expansion of outreach to grocery stores,
restaurants, school cafeterias and other food generators on opportunities and practices to
prevent food waste. Work with Santa Clara County, local business, and regional industry
associations to hold Waste Less Food panels. Incentivize food waste reduction tools such as
Lean Path, etc.
10 downtown restaurants are
participating in the City’s Go Box
pilot.
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Diversion Potential 420 tons
GHG Emissions Reduction Potential 370 MTCO2e
Staff Levels 0.05 FTE ongoing
Additional Metrics for Success: Reduce generation of wasted food
KPIs: Generation reduction, Landfill reduction, GHG reduction
28. Improve Green Purchasing - Finalize the update to the City’s Environmentally Preferred
Purchasing Policy and operating procedures. Include plans for staff education and policy
awareness. Contract staff support contingent on budget approval.
Diversion Potential 380 tons
GHG Emissions Reduction Potential 1,300 MTCO2e
Staff Levels 0.04 FTE one time
Costs: $120,000 for contract staff support
Additional Metrics for Success: Updated Environmentally
Preferred Purchasing Policy adopted
KPIs: Generation reduction, Landfill reduction, Toxics reduction,
GHG reduction
29. Issue Waste Reduction Grants - Explore the feasibility of providing grants to non-
governmental organizations (NGOs), schools, businesses and/or individuals to assist the
community to implement innovative reduction, reuse, recycling and composting programs and
to help foster the culture change needed to achieve Zero Waste. NGOs outside of the city that
provide services within the city should be eligible for grants (e.g., gleaners).
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE ongoing
Costs: $10,000 annual grant program
Additional Metrics of Success: Implementation of grants program
supporting local NGOs in waste prevention and recycling
KPIs: Generation reduction, Landfill reduction, Toxics reduction,
GHG reduction
30. Incentives for Reuse, Rental, Repair Industry - Explore the feasibility of providing incentives
for reuse, rental and repair through contract incentives, material exchanges, wood reuse, and
direct assistance.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics of Success: Development of repair and reuse
culture in Palo Alto
KPIs: Generation reduction, Landfill reduction, GHG reduction
31. Bans or Fees – Identify additional toxic, hard to recover products, or packaging for
regulation (through bans, takebacks, fees, incentives or other regulation). Targeted materials
could include expanded polystyrene foam products that are not included in the current ban
(such as meat trays and egg cartons), delivery service packaging (such as cold packs and non-
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recyclable plastics), Mylar packaging (such as chip bags and juice pouches), or other hard to
recover products or packaging.
Diversion Potential 260 tons
GHG Emissions Reduction Potential 300 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Council adoption of new
ordinances addressing hard-to-recycle products or packaging
KPIs: Generation reduction, Landfill reduction, GHG reduction
32. Residential Food Donations - Expand Palo Alto’s current residential food sharing network
(gleaning, donations). Integrate with food waste prevention efforts.
Diversion Potential 200 tons
GHG Emissions Reduction Potential 180 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success:
•Increase donations and gleaning
•Promote sharing economy
KPIs: Landfill reduction, GHG reduction
33. Retailer Take-Backs – Explore the development of an ordinance to require retailers to
takeback key products and packaging that they sell to improve convenience for consumers or to
collect materials that are not acceptable in the curbside recycling program (e.g., batteries,
pharmaceuticals, compact fluorescent bulbs). Research should include: options for extended
producer responsibility for manufacturers and distributers with pickup points at retail sites
(such as in the Alameda County pharmaceutical takeback ordinance); and “milk run” pickups
from retail sites by the City’s contractor or household hazardous waste program (such as the in
the San Luis Obispo Integrated Waste Agency takeback program). Coordinate with neighboring
cities to adopt ordinances at same time, and/or to take effect once all neighboring cities adopt.
Diversion Potential 190 tons
GHG Emissions Reduction Potential 320 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Council adoption of take-back
ordinances addressing hard-to-recycle products or packaging
KPIs: Landfill reduction, GHG reduction
34. No Green or Brown Colored Non-Compostable Produce Bags – Explore the development of
an ordinance to prohibit the sale or distribution of green or brown-tinted produce bags that are
not compostable. Clear bags and produce bagged outside of City (e.g., potatoes packed in
brown bags to reduce oxidation) would be permissible.
Diversion Potential 120 tons
GHG Emissions Reduction Potential 110 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Council adoption of new
ordinance addressing non-compostable bags
KPIs: Landfill reduction, GHG reduction
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35. Residential Outreach to Encourage Zero Waste Lifestyle - Expand outreach and education
programs to promote adoption of a “Zero Waste lifestyle.” Promote online resources and best
practices for reducing waste. Conduct focus group on how to make recycling and composting
more intuitive.
Diversion Potential 80 tons
GHG Emissions Reduction Potential 110 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Expand adoption of Zero Waste Lifestyle
• Promote Zero Waste culture with Palo Alto residents
KPIs: Landfill reduction, GHG reduction
36. Free Collection of Small Quantities of Construction Debris from Residents - Explore
providing a reuse and recycling opportunity for small quantities of building materials that are
generated through home improvement projects. Investigate feasibility of collecting small
amounts of mixed construction debris in a special container.
Diversion Potential 20 tons
GHG Emissions Reduction Potential 0 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Small quantities of reusable and
recyclable building materials added to on-call collection program
KPIs: Landfill reduction, GHG reduction
37. Promote Access to Goods Over Ownership - Explore how to promote services that provide
short term rentals of reusable goods such as tools, sports equipment, party equipment (tables,
chairs, serving utensils), as well as sharing websites. Explore a membership-based program that
promotes community resource sharing while leveraging communal purchasing power (e.g., a
Tool Library delivers affordable tool-lending services to individuals, businesses, and civic or
community organizations).
Diversion Potential 10 tons
GHG Emissions Reduction Potential 80 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics of Success: Further enhancement of a reduce
and reuse culture in Palo Alto
KPIs: Generation reduction, GHG reduction
38. Reusable Filling Stations at Stores and Zero Waste Supermarkets - Explore the promotion
of purchasing items in bulk bins and bulk packages at local stores, the expansion of bulk bin
sales at local stores, and Zero Waste supermarkets (everything is sold in bulk).
Diversion Potential 10 tons
GHG Emissions Reduction Potential 10 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics of Success: Increase in locations for bulk
purchasing in Palo Alto
KPIs: Generation reduction, Landfill reduction, GHG reduction
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Long-Term Programs (2027-2030)
The final 10 initiatives were chosen for long-term implementation. These initiatives include
more collaborative efforts.
39. Every Other Week Garbage Collection – Explore every other week garbage collection
service options for both residential and commercial customers.
Diversion Potential 4,310 tons
GHG Emissions Reduction Potential 6,980 MTCO2e
Staff Levels 0.1 FTE one time
Additional Metrics for Success:
• Achieve greater collection efficiencies
• Increase participation in recycling and compost
• Decrease contamination of recycling and compost in the
trash
KPIs: Generation reduction, Landfill reduction, GHG reduction
40. Building Materials Reuse Center - Investigate the
feasibility of creating a Building Materials Reuse Center in
the region for the sale of salvaged building materials. The
building materials would be available for sale to the public
and the Center would provide an outlet for resale from
deconstruction.
Diversion Potential 670 tons
GHG Emissions Reduction Potential 2,840 MTCO2e
Staff Levels 0.05 FTE one time
Additional Metrics for Success: Local resource for reused building
materials
KPIs: Landfill reduction, GHG reduction
41. Require Items to be Reusable, Compostable, or
Recyclable - Explore the development of an ordinance to
require all products and packaging sold in Palo Alto to be
reusable, compostable, or recyclable, in that order of
priority.
Diversion Potential 470 tons
GHG Emissions Reduction Potential 880 MTCO2e
Staff Levels 0.05 FTE one time
Additional Metrics for Success: Council adoption of ordinance
requiring reusable, compostable or recyclable products
KPIs: Landfill reduction, GHG reduction
42. Market Development (local, regional, state, national) - Explore more active promotion of
local businesses that repair, refurbish, market, and sell used, recycled content or compost
products (through on-line resource guides, outreach and advertising); and local flea market.
Since 2016, 25% of the City’s whole
house demolition projects have been
deconstructed instead of demolished.
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Consider expanding promotion of garage sales for sale of reusable items and swaps for
household goods (e.g., clothing, toys).
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE ongoing
Additional Metrics for Success:
• Promotion and visibility of repair and reuse organizations
within the region
• Increased use of recycled content and compost products.
KPIs: Landfill reduction, GHG reduction
43. Recycling, Reuse & Repair Directory - Explore adding reuse and repair locations to
RecycleWhere and/or developing a supplemental web-based directory specific to reuse and
repair. This new directory could also include Zero Waste vendors and caterers.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Comprehensive resource about
how to recycle, reuse or repair anything in Palo Alto
KPIs: Generation reduction, Landfill reduction, GHG reduction
44. Zero Waste Research Initiative - Work collaboratively with industry, government and
educational institutions to find new solutions for items that are hard to reuse, recycle or
compost in Palo Alto, connecting with the latest developments, innovation and innovative
funding (including venture capital). Work with Stanford University on research, development,
and policies to support innovations.
Diversion Potential 290 tons
GHG Emissions Reduction Potential 470 MTCO2e
Staff Levels 0.04 FTE one time
Additional Metrics for Success:
• Engagement with regional partners
• Adoption by local educational institutions
KPIs: Generation reduction, Landfill reduction, Toxics reduction,
GHG reduction
45. Reuse Exchange - Explore and develop a program that encourages businesses to
institutionalize internal reuse – reuse closets for office supplies or tools, surplus sales to other
businesses, remnants, surplus goods and equipment, donating goods to non-profits and, finally,
giving items away.
Diversion Potential 230 tons
GHG Emissions Reduction Potential 940 MTCO2e
Staff Levels 0.04 FTE ongoing
Additional Metrics for Success:
• Adoption of practice by local businesses and institutions
• Transition to sharing economy
KPIs: Generation reduction, Landfill reduction, GHG reduction
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46. Promote Zero Waste Credits in CalGreen Building Code (reuse, recycling, composting, and
recycled products) - Participate in Green Building Advisory Group. Provide information on Palo
Alto Zero Waste policies and programs for construction and demolition and advocate for
statewide requirements that support Zero Waste in CalGreen Building Code.
Diversion Potential 190 tons
GHG Emissions Reduction Potential 490 MTCO2e
Staff Levels 0.02 FTE one time
Additional Metrics for Success: Universal adoption of Zero Waste
programs in construction and deconstruction
KPIs: Landfill reduction, GHG reduction
47. Businesses Recognition - Assess city and non-city recognition and certification programs
active in Palo Alto (e.g., certified Green business, certified Zero Waste facilities, Business
Environmental Network). Explore ways to bolster programs. Hold opportunities and challenges
meet-ups with representatives. Develop on-going cooperation agreements. Work with
Chamber of Commerce and Palo Alto Downtown Business and Professional Association,
regarding (re)integrating green priorities and projects into each group’s mission and vision as
per the Economic Development Policy. Engage with large janitorial contractors to support “back
of house” recognition. Develop draft multi-year Green Business Recognition Strategy. Hold
quarterly meet-ups for businesses interested in going green including all interested parties.
Diversion Potential 30 tons
GHG Emissions Reduction Potential 60 MTCO2e
Staff Levels 0.04 FTE ongoing
Additional Metrics for Success:
• Increase exposure of Zero Waste businesses
• Promotion of Zero Waste culture
KPIs: Generation reduction, Landfill reduction, GHG reduction
48. Palo Alto Businesses Product & Packaging Redesign - Launch/participate in a regional
initiative to encourage businesses to use reusable, recycled content and eco-friendly materials
in the design and redesign of new and existing products and packaging; collaborate with local
economic development staff to provide assistance and incentives. Support the San Jose
Recycled Market Development Zone and encourage Palo Alto businesses to buy recycled
content products from them.
Diversion Potential 30 tons
GHG Emissions Reduction Potential 60 MTCO2e
Staff Levels 0.1 FTE one time
Additional Metrics for Success: Local leadership in product and
packaging redesign
KPIs: Generation reduction, Landfill reduction, GHG reduction
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COSTS AND KEY PERFORMANCE INDICATORS
Zero Waste Initiatives Projected
Diversion
Projected
GHG
Reduction
Estimated Costs
FTE = Full Time
Equivalent
$ = Hauler/Contractor/
Consultant Support
KPIs
GR = Generation Reduction
LR = Landfill Reduction
TR = Toxics Reduction
GHG = GHG Reduction
(Tons) (MTCO2e) FTE $ GR LR TR GHG
Short-Term (2018-2019)
1. Require Deconstruction and Source Separation of Construction Debris 3,330 8,580 0.21 $480K · ·
2. Direct Mixed Construction Debris to High Diversion Construction
Debris Recycling Facilities
2,320 7,850 0.21 $30K1 · ·
3. Mandatory Ordinance Enforcement for Commercial 2,070 4,400 0.75 $60K · ·
4. Construction Debris Recycling Technical Assistance 1,900 4,890 0.021 $300K1
$60K · ·
5. Statewide Packaging and Product Design 790 1,500 0.02 $10K · ·
6. Collect Additional Items for Landfill Diversion 620 570 0.021 TBD · ·
7. Plastics Conversion 590 950 0.021 — · ·
8. Textile Collection for Reuse & Recycling 460 3,330 0.21 TBD · ·
9. Waste Reduction for Diapers 450 390 0.021 $20K1 · · ·
10. Increase Collection of Reusable Items in the Clean Up Day Program 390 1,730 0.021 $187K · ·
11. Outreach and Technical Assistance for Self-Haul 380 980 0.021 $90K1 · ·
12. Residential Food Waste Reduction 310 270 0.021 $20K1 · · ·
13. Foodware Packaging Reduction Plan 290 470 0.11 — · · ·
14. Add a Waste Generation Metric and Goal to the Current Landfill
Diversion Goals
290 470 0.021 $10K1 · ·
15. Wood to Biochar 240 470 0.021 TBD · ·
16. Color Tinted Clear Bags 230 430 0.021 — · ·
17. Commercial Food Donations 160 140 0.02 — · ·
18. Encourage Residential Application of Compost 30 30 0.021 $10K · ·
19.Sustainable Repair Café Function 150 770 0.02 — · · ·
20.Improve Recycling Collection and Processing 380 770 0.021 $371K · ·
Subtotal 15,380 38,990 1.75 $1.65M
1One time staff support or one time costs
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Zero Waste Initiatives Projected
Diversion
Projected
GHG
Reduction
Estimated Costs
FTE = Full Time
Equivalent
$ = Hauler/Contractor/
Consultant Support
KPIs
GR = Generation Reduction
LR = Landfill Reduction
TR = Toxics Reduction
GHG = GHG Reduction
(Tons) (MTCO2e) FTE $ GR LR TR GHG
Medium-Term (2020-2026)
21.Improve Municipal Solid Waste (MSW), Recyclable Materials, and
Compostable Materials Processing
2,820 5,240 0.11 $2 · ·
22.Mandatory Ordinance Enforcement for Residential 1,380 2,320 0.2 · ·
23.Commercial Waste Prevention Technical Assistance 890 1,890 0.02 · · ·
24.Business Outreach 890 1,890 0.02 · · · ·
25.Plastic Recovery Facility 590 950 0.021 · ·
26.Foodware Packaging 420 780 0.11 · · ·
27.Commercial Food Waste Prevention 420 370 0.05 · · ·
28.Improve Green Purchasing 380 1,300 0.041 $120K · · · ·
29.Issue Waste Reduction Grants 290 470 0.02 $10K · · · ·
30.Incentives for Reuse, Rental, Repair Industry 290 470 0.021 · · ·
31.Bans or Fees 260 300 0.021 · · ·
32.Residential Food Donations 200 180 0.021 · ·
33.Retailer Take-Backs 190 320 0.021 · ·
34.No Green or Brown Colored Non-Compostable Produce Bags 120 110 0.021 · ·
35.Residential Outreach to Encourage Zero Waste Lifestyle 80 110 0.02 · · ·
36.Free Collection of Small Quantities of Construction Debris from
Residents
20 0 0.021 · ·
37.Promote Access to Goods Over Ownership 10 80 0.021 · ·
38.Reusable Filling Stations at Stores and Zero Waste Supermarkets 10 10 0.021 ·· ·
Subtotal 9,260 16,790 0.75 $130K
1One time staff support or one time costs
2Most medium- and long-term costs are to be determined
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Zero Waste Initiatives
Projected
Diversion
Projected
GHG
Reduction
Estimated Costs
FTE = Full Time
Equivalent
$ = Hauler/Contractor/
Consultant Support
KPIs
GR = Generation Reduction
LR = Landfill Reduction
TR = Toxics Reduction
GHG = GHG Reduction
(Tons) (MTCO2e) FTE $ GR LR TR GHG
Long-Term (2027-2030)
39. Every Other Week Garbage Collection 4,310 6,980 0.11 $2 · · ·
40. Building Materials Reuse Center 670 2,840 0.051 · ·
41. Require Items to be Reusable, Compostable, or Recyclable 470 880 0.051 · ·
42. Market Development 290 470 0.02 · ·
43. Recycling, Reuse & Repair Directory 290 470 0.021 · · ·
44. Zero Waste Research Initiative 290 470 0.041 · · · ·
45. Reuse Exchange 230 940 0.04 · · ·
46. Promote Zero Waste Credits in CalGreen Building Code 190 490 0.021 · ·
47. Businesses Recognition 30 60 0.04 · · ·
48. Palo Alto Businesses Product & Packaging Redesign 30 60 0.11 · · ·
Subtotal 6,800 13,660 0.48
Total 31,440 69,440 2.98 $1.78M
1One time staff support or one time costs 2Most medium- and long-term costs are to be determined
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DIVERSION ESTIMATES AND GREENHOUSE
GAS EMISSIONS REDUCTION POTENTIAL
Implementing the Zero Waste initiatives identified in this plan update will help the City achieve
its 95% goal. Using conservative estimates for capture rates by material type, the short-,
medium-, and long-term Zero Waste initiatives would result in an additional 31,000 tons per
year diverted from landfill. The assumptions and calculations are included in Attachment 3.
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Waste prevention, recycling and composting activities also reduce greenhouse gas emissions.
Using the U.S. EPA Waste Reduction Model (WARM), the Zero Waste initiatives to be
undertaken in the short-, medium- and long-term are estimated to reduce greenhouse gas
emissions by approximately 69,000 metric tons of carbon dioxide equivalent. The calculations
and projections using WARM are included in Attachment 3. This will contribute to the City’s
greenhouse gas emissions reduction goal of 80% below 1990 levels by 2030.
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ATTACHMENT 1
CURRENT POLICIES AND PROGRAMS
Policies
§ Rate Structure Incentive (pay as you throw)
§ Service Provider Incentives and Requirements
§ Environmentally Preferred Purchasing Policy
§ Product policies (e.g., polystyrene and plastic bag bans)
§ Construction and Demolition Recycling Requirements
§ Zero Waste Requirements for Special Events
§ Recycling and Composting Ordinance (recycling and composting are required)
§ Zero Waste goal
§ Zero Waste included in Climate Action Plan
Programs
§ Universal Recycle and Compost Collection
§ Anaerobic Digestion of Compostable Material
§ Municipal Solid Waste Processing after source
separation
§ Mixed Construction and Demolition Processing
§ Commercial Technical Assistance
§ Zero Waste Block Leaders and Champions
§ Support for Repair Café and Share Faires
§ Home Composting workshops and free
compost bins as incentive
§ Outreach and Education
− What Goes Where annual outreach
− New resident/customer welcome information
− General program outreach – workshops, shred events, Repair Café dates, etc.
− Food waste reduction annual outreach
− Give an experience annual outreach – holiday waste reduction
− Monthly Zero Waste tip
− Zero Waste eNewsletter
− Community Based Social Marketing efforts
Most of the Zero Waste Block Leaders host “party
packs” (reusable plates, cups, napkins, and cutlery)
that neighbors can borrow to reduce waste from
parties and picnics.
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ATTACHMENT 2
WORKSHOP AND SURVEY RESULTS
Poster versions of the following matrix were presented at the workshops on January 25th and
27th. Participants in the workshops used “dot voting” to indicate their preferred policies and
programs. The votes are indicated on the matrix using orange dots for the January 25th
workshop and blue dots for the January 27th workshop.
Comments from the workshop participants were added to the matrix and are highlighted in
different colors: January 25th workshop in orange, January 27th in blue.
The City also conducted an online survey using Survey Monkey. General comments from the
survey were documented and matched up with the initiatives and included in the matrix.
Comments from the survey respondents are highlighted in green.
Notes in the matrix indicate whether each comment was incorporated into the initiative
descriptions or otherwise addressed. The initiatives were updated and renumbered for
presentation in the plan based on whether they were recommended for implementation in the
short-, medium-, or long-term. Some of the initiatives presented at the workshop were
combined or renamed and the descriptions were updated for inclusion in the plan.
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Community-Wide Policies
Any way to incorporate diversity into Zero Waste? Comment noted and is listed as a possible future project as part of this initiative.
Integrate sustainability priorities into all City projects Comment noted and is listed as a possible future project as part of this initiative.
Lead by example Comment noted and included 3.CW8. Improve green purchasing.
19.CW1. Bans or Fees Ban or limit sales of toxic or hard to recover
products and product packaging by ordinance.
Ban additional uses of expanded polystyrene
foam (EPS). Adopt point-of-sale fees for products
that are toxic, hard to reuse, recycle or compost
and/or certain disposable items to incentivize
customer reuse. Explore with express delivery
services how to reduce packaging, takeback
packaging and use reusables more.
Flexible plastic pouches, Mylar
packaging, cold packs,
composite film plastic, hard-
to-recycle products (e.g.
disposable diapers) and
packaging (e.g. EPS blocks).
Staff time •
•
Short – research which
products and packaging
to target
Medium – adopt
Ordinances after develop
Plan for each ban.
Work with Amazon and other mail delivery vendors to reduce packaging waste
(try reusables)
Comment noted and is
listed as a possible future
project as part of this
initiative.
How to address Mylar packaging? Comment noted and product is on our list of items to possibly address.
Ban additional Styrofoam products Short term– research additional Styrofoam products
Need additional motivation to further reduce and reuse Included in #19
Support fees on disposable hot and cold beverage cups at local shops,
on straws and disposable utensils, and on disposable takeout containers
Included in #19
Support reusable, compostable or recyclable packaging alternatives including
through consumer pressure
Included #19
Support bans to reduce wasting Included in #19
Increase disposal fees Included in #19
36.CW2. Require items to be
reusable, recyclable or
compostable
Require all products and packaging sold in Palo
Alto be reusable, recyclable or compostable by
ordinance.
Non-reusable, non-recyclable,
non-compostable products and
packaging
Staff time •• Long
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20.CW3. Reusables for
takeout beverages and
packaging; not single-use
packaging
Require reusables for takeout beverages and
packaging in foodware ordinance. Only allow
single-use items (e.g. cutlery, straws, sauce
packets) to be provided “on request.” Enforce
“front of house” sorting at restaurants and
businesses.
Foodware packaging, including
paper and plastic
Staff time Medium
All disposables (cutlery, straws, sauce packets) provided “on request” (still need
to allow compostables)
Comment noted and will be considered for incorporate into #20 as part of the broader
requirement
Require “front of house” sorting at restaurants and businesses and provide
customized posters
Already required in Palo Alto
Require reusable coffee cups – like in London Included in #20
Support incentive policies and programs encouraging reusables over disposables Included in #20
1.CW4. Color tinted clear
bags
Require all residents and businesses who use
bags to use color-tinted clear plastic bags (blue
tint for recycle, green tint for compost, clear for
garbage) to consolidate materials by ordinance
for better monitoring of materials.
Recyclable and compostable
materials
Staff time • Short
Require customers to bag garbage and compostables Not recommended to include in plan
21.CW5. No green or brown
colored non-compostable
produce bags
Ban the sale or distribution of green or brown-
tinted empty produce bags that are not
compostable by ordinance. Clear bags and
produce bagged outside of City (e.g., potatoes
packed in brown bags to reduce oxidation)
would be permissible.
Film plastic, plus organics Staff time Medium
Give free compostable bags to community Not recommended
Require compostable produce bags Not recommended
Should not apply to produce bagged outside of city (e.g., potatoes packed in
brown bags to reduce oxidation)
Included in #21
2.CW6. Statewide packaging
and product design
Advocate for statewide packaging policies
including membership in statewide organizations
(California Product Stewardship Council,
Californians Against Waste) and submitting
testimony to legislative and regulatory
proceedings.
Hard-to-recycle products and
packaging
Staff time
+
membershi
ps
$10k max
••••••••••
•••••
Short
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Reduce packaging Included in #2
22.CW7. Retailer take-backs
(voluntary, mandatory)
Ask retailers to takeback products and packaging
that they sell to improve convenience for
consumers or to collect materials that are not
acceptable in the curbside recycling program
(e.g., batteries, pharmaceuticals, compact
fluorescent bulbs). Research which items
retailers should be required to takeback by
ordinance. Coordinate with neighboring cities to
adopt ordinances at same time, and/or to take
effect once all neighboring cities adopt.
Universal waste, non-
recyclable products and
packaging
Staff time ••
•
Short – Ask retailers to
takeback targeted
products and/or
packaging that they sell.
Medium – Require
retailers to takeback
targeted products and/or
packaging that they sell.
Don’t hurt local businesses. People will go to other cities to buy. Comment noted
3.CW8. Improve green
purchasing
Finalize Environmentally Preferred Purchasing
Policy update and train all City staff regarding
that Policy. Develop standard operating
procedures and education campaign and
include in employee performance review
targets.
Reusable materials, recycled-
content, recyclable and
compostable products, and
compost products
Staff time
••
•
Short
9. Product & packaging fees Adopt point-of-sale fees for products that are
toxic, hard to reuse, recycle or compost and/or
certain disposable items to incentivize customer
reuse.
Hard-to-recycle and recyclable
and compostable products and
packaging examples?
Packaging such as Styrofoam
blocks
Staff time
Include in 1
4.CW9. Change from a
diversion goal to a
generation goal
Research additional metrics that focus first on
eliminating and reducing consumption and
wasteful practices, then reusing products and
packaging, and then recycle or compost
remaining discarded materials. Include metrics
that address climate/carbon impacts and
footprints.
All Staff time
+ consultant
assistance
$10k max
••••••••••
•
••••
Short
Climate/carbon metric/footprint
Metric valuing reduce, reuse over disposal
Include in #4
Time urgency: due to climate change, we need to do more/faster Made #4 a short-term item
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Community-Wide Programs
23.CW10. Issue waste
reduction grants
Research the feasibility of providing grants to
non-governmental organizations (NGOs),
schools, businesses and/or individuals to assist
the community to implement innovative
reduction, reuse, recycling and composting
programs and to help foster the culture change
needed to achieve Zero Waste. NGOs outside of
the city that provide services within the city
should be eligible for grants (e.g., gleaners).
All Staff time •
••
Medium
NGOs outside of the city that provide services within the city should be eligible for
grants (e.g., gleaners)
Will include in #23
24.CW11. Incentives for reuse,
rental, repair industry
Work with Chamber of Commerce to develop
and promote repair businesses. Offer more
repair cafes. Research the feasibility of providing
incentives for reuse and repair through contract
incentives, material exchanges, wood reuse, and
direct assistance.
Reusable materials
Staff time •
••
Medium
Develop and promote repair businesses (work with chamber) Include in #24
More repair cafes (we are swamped) Include in #24
37.CW12. Market Development
(local, regional, state, national)
Research and promote network of local
businesses that repair, refurbish, market, and
sell used, recycled content or compost products
(through on-line resource guides, outreach and
advertising). Promote local flea markets and
garage sales for sale of reusable items and swaps
for household goods (e.g., clothing, toys).
Used, recycled-content and
compost products
• Long
38.CW13. Recycling, reuse &
repair directory
Research adding reuse and repair locations to
RecycleWhere and/or to develop a supplemental
web-based directory specific to reuse and repair.
This new directory could also include Zero Waste
vendors and caterers.
Reusable and repairable
materials
Staff time •
•
Long
Provide on-line resource library for Zero Waste vendors, caterers Linked to #38. Will research at the same time.
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39.CW14. Zero Waste Research
Initiative
Work collaboratively with industry, government
and educational institutions to find new
solutions for items that are hard to reuse,
recycle or compost in Palo Alto, connecting with
the latest developments, innovation and
innovative funding (including venture capital).
Work with Stanford University on research,
development, and policies to support
innovations. This is not necessarily a facility,
business or organization.
Particularly focus on hard to
recycle materials (such as
diapers, dirty film plastics,
Mylar and composites), toxic
items, medical wastes, value-
added products, building
products, transportation
products and products that
could be used by Parks &
Recreation
Long
Work with Stanford on 1) research and 2) development and then 3) develop policies Included in #39
Want way to recycle or donate non-recyclable and non-compostable packaging,
(including Single-service, Styrofoam, Mylar and Aseptics), textiles, shoes wood, pet
waste, diapers, repairables, composites, and pressure treated wood
Included in #39
25.CW15. Apply compost to
public lands/parks
Identify areas on public lands and parks where
compost could be applied to sequester carbon to
assist in combating climate change.
Compostable materials,
including food scraps and plant
debris
•
•
Medium
26.CW16. Promote access to
goods over ownership
Research how to promote services that provide
short-term rentals of reusable goods such as
tools, sports equipment, party equipment
(tables, chairs, serving utensils), as well as
sharing websites. Explore a membership-based
program that promotes community resource
sharing while leveraging communal purchasing
power (e.g., a Tool Library delivers affordable
tool-lending services to individuals, businesses,
and civic or community organizations).
Reusable materials ••
•••••
Medium
Cultural Problem – Problem of affluence Comment noted
This is an interdisciplinary problem – may need to talk to psychologists to figure out
how to get people to reduce waste. Or business development to figure out
incentives.
Comment noted
Need help to do culture change Comment noted
Require Zero Waste events for any event requiring a permit (corporate picnics, etc.) Currently require
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Palo Alto permitted events require compliance with a sustainability checklist (see
Stanford event policy)
Comment noted, will check Stanford’s list
Want lending libraries for Tools, Appliances, and Toys Included in #26
Improve education materials, website and RecycleWhere tool Included in #26
27.CW17. Reusable filling
stations (bulk bins) at stores
and ZW supermarkets
Research the promotion of purchasing items in
bulk bins and bulk packages at local stores.
Promote the expansion of bulk bin sales at local
stores. Promote local and online resources for
Zero Waste lifestyles and Zero packaging.
Promote Zero Waste supermarkets.
Packaging, including film,
containers and bottles
Staff time • Medium
Zero Waste supermarket – everything sold in bulk Include in #27
Need more bulk filling stations at stores (bring your own container and fill with the
item you want to purchase – grains, flour, nuts, herbs, shampoo, soap, etc.)
Included in #27
5.CW18. Textile collection for
reuse & recycling
Research ways for residents and businesses to
divert textiles for reuse and recycling. Investigate
feasibility of adding bagged or boxed textiles to
the collection program. Map regional
opportunities.
Textiles and leather Staff time
+ Service
Provider
Proposal
Short
Support textiles collection (71% of respondents) Included in #5
Oppose textiles collection (33% of respondents) – don’t want another bin, don’t
want increased costs, only have them infrequently.
Comments noted and will be considered in future program design.
Want adult and children’s clothing and shoe exchange Comment noted and will be considered in future program design
6.CW19. Collect additional
items (e.g., aseptic, pet waste)
Research and identify strategies to divert hard to
recycle or compost items.
Aseptic Packaging, Sanitary
Products, Diapers and Animal
Feces and Litter
Staff time
+ Service
Provider
Proposal
Short
Support pet waste and/or diapers, and aseptics collection program (71%) Included in #6
Oppose pet waste and/or diapers collection program (33% of respondents) – don’t
want another bin, don’t want increased costs, don’t have these items.
Comments noted and will be considered in future program design.
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Community-Wide Facilities
7.CW20. Plastics Conversion Develop pilots to convert non-recyclable plastics
to useful chemicals or products.
Non-recyclable plastics,
including film, composites and
Mylar
Staff time Short
8.CW21. Wood to biochar Research feasibility to produce biochar to apply
on public lands within the City using local tree
trimmings.
Wood, including engineered
wood
Staff time Short
28.CW22. Plastic Recovery
Facility (PRF)
Participate in the development of a regional PRF
with recycling service providers, business
generators, and other communities throughout
the Bay Area.
Hard-to-recycle plastics,
including film packaging and
rigid plastic products
Staff time •
••
Medium
Explore new facilities regionally Comment noted
Comment noted Collect all plastic and let the professionals sort
29.CW23. Improve MSW
processing after source separation
to increase diversion
Use RFP process to pursue more effective
material recovery facilities when SMaRT
agreement ends in 2021. At a minimum, ensure
that residues after processing are further
composted or digested to minimize landfilling.
Recyclable and compostable
materials remaining in the
trash
Staff time ••••••••• Medium
Reinstate Recycle Center Not recommended
Regional Repair Café Building Not recommended
Space for Lucille Packard Children’s Hospital Sale - a great community service Not recommended
Offer SMaRT-type drop off programs locally (could be located at Cubberley High
School site)
Not recommended
Provide local shredding events Not recommended
Add shredding event to 1st Saturday HHW events Not recommended
Residential Policies
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30.R1. Mandatory ordinance
enforcement
Don’t mandate, educate first. Pilot providing
posters on carts or inside lids. Research
providing periodic auditing of residential
collection containers and provide outreach and
education to residents to ensure that they are
aware of the mandatory recycling program and
how to comply. Ensure that all customers are
audited once per year with more outreach
provided to residents who require more
assistance. Direct residents to nice looking
compost pails. Research options for shared
containers.
Recyclable and compostable
materials
Staff time • Short – Posters
Medium – Shared
containers
Don’t Mandate – educate • Included in #30
Direct residents to nice looking compost pails Comment noted
Poster on carts or inside lids – (add language: pilot this in the short term) Included in #30
Research options for shared containers – (add language) Included in #30
Residential Programs
9.R2. Food waste prevention
Research expanding outreach and outreach
programs to reduce wasting food at home and
choose less wasteful packaging. Learn the
barriers and benefits for Palo Alto residents so
outreach addresses those and leads to
measurable change.
Food Staff time
+
contracto
r $20k
•••
••••
Short
Encourage people to choose less wasteful packaging (don’t buy onions cut in half
and wrapped in plastic – cut your own onion)
Comment noted
31.R3. Food donations (food bank,
soup kitchen, gleaning)
Expand Palo Alto’s current residential food
sharing network (gleaning, donations). Prepare
outreach plan and outreach materials. Integrate
with Food Waste prevention efforts.
Food Staff time ••••
••••
Medium
Donate end-rolls from toilet paper (custodians replace before fully empty) Comment noted
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40.R4. Every other week trash
collection
[Move to citywide]
Offer with reduced fee if not picked up each
week (or higher fee if picked up weekly). Follow
Strategy SW-2.2 of the 2016 Sustainability and
Climate Action Plan: “As the City moves closer to
Zero Waste, more of the waste materials
collected should be recoverable (recyclable or
compostable), evaluate eliminating separate
collection of garbage, and moving to a two- cart
collection scheme. Moving toward every other
week trash collection is an appropriate next
step.”
All recyclable and compostable
materials
TBD
based on
Service
Provider
Proposal
••
•••••
Medium
Every other week collection with reduced fee if not picked up each week (or higher
fee if picked up weekly)
Linked to #40
Fees are going up. How do we reduce waste and costs? Comment noted
10R5. Collect reusables ahead of
cleanup trucks
[Move to citywide]
Research the addition of reusables to the by-
appointment Clean Up Days for both resident
and businesses and allow non-profits to take
turns collecting those goods the day before the
GreenWaste collection trucks arrive. Update
website and promotional materials and promote
via media releases and across social media
channels.
Reusable materials Staff time
+ TBD
based on
Service
Provider
Proposal
••••••••••
•
••
Short
11.R6. Incentives for reusable
and/or compostable diapers
Waste reduction for diapers
[Move to citywide]
Research incentives and requirements for
reusable and/or compostable diapers.
Diapers Staff time
+
consultan
t time
$20,000
per year
••••••
••••••
Short
Social norming – just try it! Comment notes
The green bin gets pretty nasty when you share with other residents – how about
periodic cleaning by collector?
Cart and bin cleaning is offered as a service by GreenWaste. Free service not
recommended due to costs.
Mandate only small garbage cart (e.g., 16 or 20 gallons) Not recommended
Special programs to assist multifamily • Comment noted
Enforcement and outreach for multifamily Included in #11
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Require drivers to get out of the collection truck to pick up batteries Doing this now
Support reusable diaper service program subsidy Included in #11
Commercial Programs
12.C1. Mandatory ordinance
enforcement
Expand and improve outreach and enforcement
of sorting requirements for commercial
customers (including multifamily customers).
Recyclable and compostable
materials
Staff time
+ ½ GW
EOC -
$59,500
•
•
Short
32.C2. Food waste prevention Research and expand outreach to grocery stores,
restaurants, school cafeterias and other food
generators on opportunities and practices to
prevent food waste. Work with local business
and regional industry associations to hold Waste
Less Food panels. Incentivize food waste
reduction tools such as Lean Path, etc.
Food Staff time •
••
Medium
18.C3. Food donations (food bank,
soup kitchen, gleaning)
Building on the 2015 Food Rescue Services,
Barriers, and Recommendations in Santa Clara
County, continue participation in County’s Silicon
Valley Food Rescue working group to create a
sustainable food rescue system in Santa Clara
County, where all surplus edible food goes to
food insecure people. Consider policies and
programs applicable in Palo Alto according to the
findings from the county working group.
Integrate with food waste prevention efforts.
Food Staff time •••••••
•••
Short
34. Less than every week
trash/residual collection
[Moved to citywide]
Strategy SW-2.2 of the 2016 Sustainability and
Climate Action Plan states: As the City moves
closer to Zero Waste, more of the waste
materials collected should be recoverable
(recyclable or compostable), evaluate
eliminating separate collection of garbage, and
moving to a two- cart collection scheme. Moving
toward every other week trash collection is an
appropriate step in that direction.
All TBD –
Service
Provider
Proposal
••
•••
Medium
Combine this with the
residential one.
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33.C4. Waste Prevention Technical
Assistance
Expand commercial technical assistance program
(including ReThink Disposable) to include waste
prevention and reuse. Provide tools to identify
and redesign wasteful practices, products and
packaging, incentive policies and programs
encouraging reusables over disposables, how to
recycle and compost, how to right-size
collection, reusable shipping containers and
packaging requirements/program, digital
delivery of all official communications, identify
where materials go, make business case for Zero
Waste, and purchase more environmentally
preferred products. Conduct focus group on how
to make recycling more intuitive.
All Staff time •••
•
Medium
Focus group on how to make recycling more intuitive Comment noted
Technical assistance to document diversion & cost savings Included in #33
Technical assistance to make the business case for Zero Waste Included in #33
Easy to find list of what goes where – app or better website Comment noted
Support Reusable shipping packaging requirements/program Included in #33
Promote reusable shipping containers. Included in #33
Digital delivery Included in #33
34.C5. Business outreach
(presentations, door-to-door
outreach, Zero Waste Champions)
Expand outreach and technical assistance to
industrial, commercial and institutional
generators addressing recycling and/or
composting logistics and increasing employee
participation.
All Staff time •• Medium
41.C6. Reuse exchange Research and develop a clever and convenient
program that encourages and rewards
businesses for institutionalizing internal reuse –
reuse closets for office supplies or tools, surplus
sales to other businesses, remnants, surplus
goods and equipment, donating goods to non-
profits, and, finally, giving items away.
Reusable materials Staff time ••
•
Long
Want business reuse exchange Included in #41
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38. Reuse collection
[Moved to citywide]
Add reusables to the by-appointment Clean Up
Days and allow non-profits to take turns
collecting those goods the day before the
GreenWaste collection trucks arrive. Update
website and promotional materials and promote
via media releases and across social media
channels.
Reusable materials TBD –
Service
Provider
Proposal
••••••• Short
Combine with the
residential initiative
42.C7. Help Businesses apply for
recognition (certified Green
business, certified Zero Waste
facilities, Business Environmental
Network)
Business recognition
Assess city and non-city recognition and
certification programs active in Palo Alto. Hold
opportunities and challenges meet-ups with
representatives. Develop on-going cooperation
agreements. Work with Chamber of Commerce
and Palo Alto Downtown (PAD), regarding
(re)integrating green priorities and projects into
each group’s mission and vision as per the
Economic Development Policy. Engage with large
janitorial contractors to support “back of house”
recognition. Develop draft multi-year Green
Business Recognition Strategy. Hold quarterly
meet-ups for businesses interested in going
green including all interested parties.
All Staff time •••
•
Long
Janitorial or “back of house” recognition Included in #42
Engagement with large janitorial contractors (JLL, ISS) Included in #42
43.C8. Palo Alto businesses product
& and packaging redesign
Launch/participate in a regional initiative to
encourage businesses to use reusable, recycled
content and eco-friendly materials in the design
and redesign of new and existing products and
packaging; collaborate with local economic
development staff to provide assistance and
incentives. Support the San Jose Recycled
Market Development Zone (RMDZ) and
encourage Palo Alto businesses to buy recycled
content products from them.
Products and packaging Staff time ••• Long
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41. Incentives/subsidies for
reusable diapers
[Moved to citywide]
Provide incentives/subsidies to day care centers,
hospitals and nursing homes for transitioning to
reusable diapers.
Phil asked to incorporate all diaper items into
one initiative
Diapers Scalable
$10,000
per year
•••••
••••
Short
Combine with the
residential initiative
Self-Haul Programs
13.SH1. Outreach and technical
assistance
Research outreach and technical assistance to
self-haulers, including householders and
business owners with service exemptions and
service providers that self-haul materials
generated within Palo Alto. Address
requirements, how-to guides (e.g. how to sort
recycle, compost and garbage properly).
Municipal solid waste,
construction debris, reusable
and recyclable materials from
periodic cleanouts and
construction
Staff time,
outreach
materials
$5,000
per year
•••••• Short
C&D Policies
14.CD1. Require deconstruction
and source separation of selected
materials
Require deconstruction and source separation
for all construction and demolition projects by
ordinance. Demolishing entire buildings would
no longer be allowed. Require source-separation
at construction and demolition sites for easily
recyclable materials. Research incentives to
encourage remodeling and adaptive reuse of
buildings, including easier permitting and
financial incentives.
Reusable building materials,
including lumber, fixtures,
furniture and appliances,
sheetrock, carpet, asphalt
composition shingles, ceiling
tile, wood, metal, concrete,
asphalt, brick, and stucco.
Staff time ••••••••••
••••••••
Short
Support ordinance (87% of respondents) Included in #14
Oppose ordinance (19% of respondents) – too costly, can hurt small businesses,
create an incentive instead of a fine, already too many regulations for building in
Palo Alto
Comments noted
Adaptive Reuse of Buildings ••••• Included in # 14
Expand requirements for demo permits • Not recommended
Create incentives for contractors and property owners having to spend extra time
and costs
Comment noted
Require deconstruction and source separation for all projects Included in #14
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15.CD2. Direct mixed C&D
materials to high diversion C&D
recycling facilities
Require that all mixed C&D materials be
delivered to a certified high diversion facility by
ordinance
Building materials and C&D
debris, including wood,
gypsum, paper, plastic, glass,
carpet, and roofing materials
Staff time ••
••
Short
16.CD3. Publicly notice pending
demolition to facilitate
deconstruction and salvage in
commercial buildings
Require that any business demolishing a
structure within the City publicly advertise the
hours and dates that materials will be available
for salvage, provide a survey of potentially
salvageable materials, and make such materials
available for at least 10 days.
Reusable building materials,
including lumber, fixtures,
furniture, and appliances
Staff time
•••• Short
46. Required source-separation
[Combined with 14]
Require source-separation at construction and
demolition sites for easily recyclable materials by
ordinance.
Sheetrock, carpet, asphalt
composition shingles, ceiling
tile, wood, metal, concrete,
asphalt, brick, stucco
Staff time ••
•
Short
Decrease permit time as an incentive Comment noted
Create incentives for property owners Comment noted
C&D Programs
44.CD4. Promote Zero Waste
credits in CalGreen Building Code
(reuse, recycling, composting,
and recycled products)
Participate in Green Building Advisory Group.
Provide information on Palo Alto Zero Waste
policies and programs for construction and
demolition and advocate for statewide
requirements that support Zero Waste in
CalGreen Building Code.
Recyclable building materials,
including sheetrock, carpet,
asphalt composition shingles,
ceiling tile, wood, metal,
concrete, asphalt, brick, stucco
and reusable building
materials, including lumber,
fixtures, and appliances
Staff time • Long
35.CD5. Free collection of small
quantities of C&D from residents.
Research providing a reuse and recycling
opportunity for small quantities of building
materials that are generated through home
improvement projects.
Investigate feasibility to collect small amounts of
mixed C&D in a special container.
Recyclable building materials,
including sheetrock, carpet,
asphalt composition shingles,
ceiling tile, wood, metal,
concrete, asphalt, brick, stucco
and reusable building
materials, including lumber,
fixtures, and appliances
••••
•
Medium
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
2-16
Initiative Description Targeted Materials Cost Dot Voting Term
17.CD6. Technical assistance Provide technical assistance to contractors and
permittees by publishing information about the
City’s ordinance requirements and providing
referrals to local reuse, recycling and
deconstruction service providers
Building materials and C&D
debris, including wood,
gypsum, paper, plastic, glass,
carpet, and roofing materials
Staff time
+
$5-10K +
½ GW
EOC -
$59,500
• Short
C&D Infrastructure
45.CD7. Building Materials Reuse
Center
Investigate the feasibility of creating a Building
Materials Reuse Center in the region for sale of
salvaged building materials. The building
materials would be available for sale to the
public and the Center would provide an outlet
for resale from deconstruction.
Reusable building materials,
including lumber, fixtures, and
appliances
Staff time ••••••••
•
Long
Work with East Palo Alto on Building Reuse Center and create jobs Comment noted
Cubberley C&D collection center Not recommended
Need a building materials reuse center Included in #45
General Survey Comments
Reasons for not reducing, reusing, recycling or composting more:
• Confusion on what is recyclable
• No incentive to sort properly
• Inconvenience (there is no recycling container near where material is
generated)
• Lack of space
• Concern about recycling personal documents
• Too busy to separate waste
• Zero Waste is not a priority.
Comments noted
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
3-1
ATTACHMENT 3
ASSUMPTIONS AND CALCULATIONS
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
3-2
GHG
Emissions
Factors
Commercial Front-Load
12.C1. Mandatory ordinance enforcement for commercial
Material
Est. Est.
MTCO2e Percent + / - Tons Capture Rate Tons Captured MTC2e Reduced
Paper 32.4% 1,865
3.4498 Clean, Flattened, Uncoated OCC 1.4% 0.4% 80 25% 20 69
3.4498 Clean, Unflattened, Uncoated OCC 0.7% 0.3% 38 25% 10 33
1.9084 Newspaper 1.0% 0.5% 60 25% 15 29
4.6242 Other Clean Paper 10.2% 1.8% 587 25% 147 678
1.9084 Paper Tissue & Towels 11.9% 1.7% 684 25% 171 326
1.9084 Other Soiled Uncoated Fiber 0.8% 0.3% 47 25% 12 23
3.4498 Coated OCC 0.1% 0.1% 8 25% 2 7
1.9084 Other Coated Paper 1.1% 0.3% 66 25% 16 31
1.9084 Gable Top Cartons 0.2% 0.1% 11 0 0
1.9084 Aseptics 0.2% 0.1% 11 0 0
1.9084 Paper Takeout Containers 0.9% 0.4% 52 25% 13 25
1.9084 Coated Paper Cups 1.9% 0.5% 111 0 0
3.4498 Pizza Boxes 0.2% 0.2% 14 25% 3 12
1.9084 Other Composite Paper 1.7% 0.4% 98 0 0
Plastic 17.0% 977
1.5781 #1 PETE Plastic Packaging 1.2% 0.2% 67 25% 17 27
1.4313 #2 HDPE Plastic Packaging 0.6% 0.2% 32 25% 8 12
1.5781 Expanded #6 Products & Packaging 1.3% 0.5% 72 0 0
1.5781 Other #3-7 Plastic Packaging 1.4% 0.3% 83 25% 21 33
1.5781 Durable Plastic Products 1.2% 0.3% 70 25% 18 28
1.5781 Plastic Takeout Containers 0.4% 0.1% 26 0 0
1.7616 Compostable Plastic Bags 0.1% 0.1% 6 25% 2 3
1.7616 Other Compostable Plastic 0.2% 0.1% 14 25% 4 6
1.7616 Recyclable Film Plastic 2.1% 0.5% 121 0 0
1.7616 Flexible Plastic Pouches 0.1% 0.1% 7 0 0
1.7616 Other Composite Film Plastics 0.2% 0.1% 12 0 0
1.5781 Other Plastic 8.1% 1.3% 465 0 0
Glass 2.6% 152
0.3303 Glass Bottles & Jars 1.6% 0.4% 91 25% 23 8
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
3-3
GHG
Emissions
Factors
Commercial Front-Load
12.C1. Mandatory ordinance enforcement for commercial
Material
Est. Est.
MTCO2e Percent + / - Tons Capture Rate Tons Captured MTC2e Reduced
0.3303 Blue or Red Glass Bottles & Jars 0.0% 0.0% 0 25% 0 0
0.3303 Other Non-Composite Glass 0.9% 1.2% 53 0 0
0.3303 Other Composite Glass 0.1% 0.2% 8 0 0
Metal 2.4% 138
13.7258 Aluminum Cans & Foil 0.5% 0.2% 30 25% 7 102
5.2848 Other Non-Ferrous Metal 0.0% 0.0% 2 25% 1 3
1.835 Steel Cans & Lids 0.5% 0.2% 29 25% 7 13
1.835 Appliances 0.2% 0.3% 9 0 0
1.835 Other Ferrous Metal 0.7% 0.3% 41 25% 10 19
5.2848 Other Composite Metal 0.5% 0.3% 27 0 0
Organics 22.4% 1,293
-0.1468 Plant Trimmings 3.5% 2.4% 200 25% 50 -7
0.8808 Edible Food Scraps 8.0% 1.3% 458 25% 115 101
0.8808 Inedible Food Scraps 8.2% 1.5% 474 25% 118 104
0.8808 Other Compostable Organics 0.5% 0.7% 29 25% 7 6
0.8808 Diapers 1.4% 0.9% 80 0 0
0.8808 Animal Feces & Litter 0.9% 1.1% 52 0 0
0.8808 Other Organics 0.0% 0.0% 0 0 0
C&D Debris 10.4% 600
1.9451 Clean Wood 1.6% 1.3% 95 0 0
1.9451 Clean Engineered Wood 0.5% 0.5% 27 0 0
1.9451 Painted Wood 0.6% 0.3% 36 0 0
1.9451 Treated Wood 0.2% 0.2% 9 0 0
0.0367 Inerts 2.9% 2.8% 167 0 0
0.0367 Clean Gypsum 0.0% 0.0% 0 0 0
0.0367 Painted Gypsum 0.0% 0.0% 0 0 0
0.0367 Roofing 1.0% 1.2% 59 0 0
0.3303 C&D Glass 0.0% 0.0% 0 0 0
7.2666 Carpet 1.4% 1.9% 80 0 0
0.3303 Fiberglass Insulation 0.0% 0.0% 1 0 0
0.0367 Other C&D 2.2% 1.9% 126 0 0
Hazardous 4.4% 255
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
3-4
GHG
Emissions
Factors
Commercial Front-Load
12.C1. Mandatory ordinance enforcement for commercial
Material
Est. Est.
MTCO2e Percent + / - Tons Capture Rate Tons Captured MTC2e Reduced
2.3121 Electronics 0.0% 0.0% 1 0 0
Paint 0.0% 0.0% 2 0 0
Batteries 0.0% 0.0% 2 0 0
Non-Empty Aerosol Cans 0.0% 0.0% 0 0 0
Mercury Lamps 0.0% 0.0% 0 0 0
Pesticides 0.0% 0.0% 0 0 0
Cleaning Products 0.0% 0.0% 0 0 0
Motor Oil 0.0% 0.0% 0 0 0
Oil & Fuel Filters 0.0% 0.0% 0 0 0
Untreated Medical Waste 3.1% 1.4% 177 0 0
Treated Medical Waste 0.0% 0.0% 0 0 0
1.7616 Blue Wrap 0.1% 0.2% 6 0 0
Medicine 0.1% 0.1% 6 0 0
1.7616 Cold Packs 1.0% 0.8% 58 0 0
Other Hazardous 0.0% 0.0% 2 0 0
Other Materials 8.4% 482 0 0
7.2666 Mattresses 0.8% 1.0% 45 0 0
1.9451 Furniture 2.2% 1.9% 124 0 0
1.8717 Tires & Rubber 1.3% 0.8% 78 0 0
7.2666 Textiles & Leather 3.1% 1.3% 177 0 0
1.5781 Non-Metal Appliances 0.0% 0.0% 0 0 0
Fines 0.7% 0.2% 40 0 0
Other Materials 0.3% 0.2% 19 0 0
Total 5,762 14% 816 1689
Note that this initiative also addresses multifamily, commercial roll-off and hospital generators, so the total diversion potential of
this initiative is approximately 2,070 tons diverted from landfill and 4,400 MTCO2e of greenhouse gas emissions reduced per year.
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
POLICY AND PROCEDURES 3-01/HRD
Revised: October 2003
Page 1 of 3
SAFETY POLICY
POLICY STATEMENT
It is the policy of the City of Palo Alto to provide a safe workplace, safe equipment, proper
materials, and to establish and insist upon safe work practices and procedures at all times. All
employees shall take an active part in protecting themselves, their fellow employees and the
general public. All employees shall comply with all California Occupational Safety and
Health Act standards, all applicable safety laws, and with the provisions and guidelines set
forth in the City of Palo Alto’s Injury and Illness Prevention Program (IIPP).
PROCEDURE
A. Responsibilities
Every employee, participant, and volunteer having direction, management, control, or
custody of a place of employment, operation, or other employees is responsible for
assuring that safety is first and foremost in their respective operations. Accident
prevention is an essential part of the job and shall not be sacrificed in the interest of
quality or quantity of work.
Responsibilities are outlined in the City’s IIPP. IIPP manuals shall be kept in each
division within the City. The manual is also available on the City's Intranet. Each
employee shall be provided with an employee manual outlining his/her responsibilities
and the code of safe work practices for his/her specific division.
B. Training
Effective safety training for all employees is an essential component of a successful
injury and illness prevention program. All new employees shall be oriented to the City’s
IIPP. Orientation training is provided through the new hire process. In addition,
supervisors shall provide instructions on safe work practices and provide specific training
on hazards relating to an employee’s specific work assignment. Remedial training shall
be provided to employees whose safety performance is deficient.
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
POLICY AND PROCEDURES 3-01/HRD
Revised: October 2003
Page 2 of 3
C. Safety Committees
1. Departmental Safety Committees
a. Safety committees shall be established as prescribed in the several
Memoranda of Agreement. The safety committee composition shall be
in accordance with the Memorandum of Agreement as entered into with
the City and PAPOA, IAFF, and SEIU representation organizations.
b. The safety committees shall operate under the following guidelines:
1) a management member of the committee shall be chairperson to
direct the meetings;
2) minutes of the meetings shall be kept and disseminated to the
membership and the Risk Management and Safety Office; and
3) meetings shall be held regularly at a specified date and time.
c. Safety committee responsibilities include:
1) implementing and assisting with the provisions of the City's Injury
and Illness Prevention Program, as well as department and division
safety programs;
2) encouraging fellow employees to adopt safe work practices; and
3) reviewing work practices to ensure worker and public safety.
2. Citywide Safety Committee
a. Departments under the collective bargaining agreement with the Service
Employees International Union (SEIU) shall establish a ten-member
citywide union/management safety committee with equal union and
management membership. Issues that are “citywide” shall be addressed
by the Citywide Safety Committee.
b. The Citywide Safety Committee will meet upon call to:
1) review safety and occupational health standards and practices;
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
POLICY AND PROCEDURES 3-01/HRD
Revised: October 2003
Page 3 of 3
2) discuss overall City safety and health problems;
3) act as an advisory group to the departmental safety committees; and
4) review all departmental safety programs and recommend change
where necessary.
c. Citywide safety issues shall be submitted to the Risk Manager for
review. Upon establishing that the safety issue is applicable to the entire
city operation and not particular to any one division, the Risk Manager
shall convene a meeting of the Citywide Safety Committee to properly
address the safety issue. Those safety concerns that are applicable only
to a particular division shall be dealt with in that division's safety
committee.
D. Disciplinary/Remedial Action
It is the responsibility of every employee to adhere to all safety rules. However,
should it become necessary because of failure to comply, disciplinary action shall be
administered. Disciplinary action shall be defined as per the Merit System Rules and
Regulations, Chapter 10.
Members of management failing to enforce or abide by this safety policy or by the
City’s IIPP shall also be subject to the above provisions.
All Accident/Property Damage and Supervisor's Reports shall be routed to the Risk
Manager for review. In instances where disciplinary or remedial action appears to be
warranted, the Risk Manager shall review the circumstances with the Employee
Relations and Compensation Manager and make recommendations to the department
manager as needed.
NOTE: Questions and/or clarification of this policy should be directed to the Human
Resources Department.
Docusign Envelope ID: C31F0702-FD04-4A92-9D88-9288CC9AAE93
Certificate Of Completion
Envelope Id: C31F0702FD044A929D889288CC9AAE93 Status: Completed
Subject: Complete with Docusign: 2025-2027 Theater Partner Agreement
Source Envelope:
Document Pages: 92 Signatures: 1 Envelope Originator:
Certificate Pages: 1 Initials: 0 Amanda Deml
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
Amanda.Deml@CityofPaloAlto.org
IP Address: 199.33.32.254
Record Tracking
Status: Original
11/19/2024 5:20:54 PM
Holder: Amanda Deml
Amanda.Deml@CityofPaloAlto.org
Location: DocuSign
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Signer Events Signature Timestamp
Jose Luis Moscovich
joseluis@wbopera.org
General Director
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Sent: 11/19/2024 5:24:09 PM
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Signed: 11/25/2024 2:09:07 PM
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