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HomeMy WebLinkAbout2025-11-03 City Council Summary MinutesCITY COUNCIL SUMMARY MINUTES Page 1 of 11 Special Meeting November 3, 2025 The City Council of the City of Palo Alto met on this date in the Council Chambers and by virtual teleconference at 4:30 P.M. Present In Person: Burt, Lauing, Lu, Lythcott-Haims, Reckdahl, Stone Lythcott-Haims arrived at 4:33 P.M. Present Remotely: Veenker (Remote Teleconference Location: Arena Leme Hotel, Av. Atlantica 324, Leme, Rio de Janeiro, RJ, 22010-000, Brazil, Sala Pedro Leme (the Pedro Leme Room) Absent: None. Agenda Changes, Additions and Deletions City Manager Ed Shikada recommended Item 11 on the consent calendar be removed from the agenda and deferred to another date. Special Orders of the Day 1. Proclamation Expressing Appreciation to Fire Chief Geo Blackshire Upon His Retirement NO ACTION Fire Chief Geo Blackshire came forward for the reading of a proclamation by Mayor Lauing. Mayor Lauing highlighted Fire Chief Blackshire’s accomplishments throughout 28 years of service. Fire Chief Blackshire was recognized as an internationally credentialed fire chief through the Center for Public Safety Excellence and an Executive Chief Officer through the International Association of Fire Chiefs. Fire Chief Blackshire led the department through COVID 19, oversaw the construction of Fire Station 3, initiated the rebuild of Fire Station 4, and secured a $3.7M FEMA SAFER grant to reopen Fire Station 2. Mayor Lauing, on behalf of the City Council, extended gratitude. City Manager Ed Shikada expressed gratitude for Fire Chief Blackshire’s leading through budgetary and staffing challenges and COVID. Fire Chief Blackshire was a good regional partner SUMMARY MINUTES Page 2 of 11 Sp. City Council Meeting Summary Minutes: 11/03/2025 and helped shape the firefighter and paramedic selection processes and criteria to reduce barriers. Fire Chief Blackshire thanked Council for the support, trust, engagement, and leadership; the executive leadership team; City Manager Shikada for the mentorship; staff; family; and the firefighters. Fire Chief Blackshire felt honored and privileged to have been Palo Alto’s Fire Chief. Fire Chief Blackshire took pictures with Council on the dais. Councilmember Burt stated that Fire Chief Blackshire was a model of leadership. Councilmember Lythcott-Haims admired Fire Chief Blackshire’s strategic leadership and temperament and the goal of bringing greater diversity to the department. Councilmember Stone commented on the professionalism of the organization and Fire Chief Blackshire’s leadership. Vice Mayor Veenker appreciated Fire Chief Blackshire’s command presence. Councilmember Lu said Fire Chief Blackshire lead by example, exuded openness, and inspired children to become firefighters. Councilmember Reckdahl appreciated that Fire Chief Blackshire led with excellence and class. Public Comment 1. Sven T., a chemical engineer, gave a brief presentation on the dangers of natural gas usage in homes. A summary of the study entitled “Cooking With Smoke” by the Public Health Law Center was sent to Council and distributed in person. Sven T. summarized some tactics the natural gas industry used to keep the public’s perception that it was safe. A slide showed the air pollution comparison between natural gas appliances and cigarette smoke, which included carcinogenic compounds like benzene and formaldehyde. Another slide showed a list of campaign tactics utilized. Sven T. was concerned about oxides of nitrogen. 2. Stephanie G. asked whether there was a resolution passed to forgive fees for low- income individuals for making photocopies at the Police Department or printing at the library. If not, Stephanie G. encouraged Council to forgive such fees. Stephanie G. asked when the Police Department was moving to the building on Sherman Avenue. 3. Avroh S., a member of the Palo Alto Student Climate Coalition, appreciated the City’s development of a robust Dark Sky ordinance. Avroh S. opined the City’s attempts to curb natural gas, such as with rebate incentive projects, were not enough and urged Council to do more to transition homes into all electric. Avroh S. encouraged Council to SUMMARY MINUTES Page 3 of 11 Sp. City Council Meeting Summary Minutes: 11/03/2025 do more to educate Palo Alto residents on the impacts of natural gas usage. Avroh S. opposed Item 11 on the consent calendar and believed the City should reconsider before taking grants from the Federal Aviation Administration. 4. Lee P. stated that Palo Alto Community Child Care served more than 800 children per day. Of those, 40 percent of infants, toddlers, and preschoolers were subsidized and 15 percent of the afterschool children were subsidized. Lee P. was concerned about the SNAP program lapse, noting that over 100 children served by PACCC were without food benefits. Lee P. noted emergency efforts taken by PACCC to feed families and thanked the Grocery Outlet on Alma, which offered to be the main source of resources to support those families. 5. Laurie G. noted the driveway of 590 E Crescent Drive was in the intersection of E Crescent Drive and Southwood Drive. Laurie G. referenced the peninsula that had been installed across 64 feet of street front and extended into the intersection as a solution to the claim that the intersection was dangerous. Laurie G. opined the pilot had no significant impact on speed on E Crescent Drive and the City’s contractors could not determine whether it reduced cut-through traffic. It had to be circumnavigated daily since its installation. Laurie G. requested that, before the end of 2025, the City remove the curb extension from the intersection. 6. Nancy E., who owned the property at 2425 Embarcadero Way, urged Council to take strong and decisive action regarding the overnight RV parking in commercial areas. Over the last 8 years, there had been a minimum of 12 RVs parked on both sides of the narrow cul-de-sac which were rarely moved, some of which were not roadworthy. Nancy E. stated the need to step over or in human feces on the sidewalk and that there were unruly dogs which ran on the street. The sidewalks were blocked with garbage and personal belongings. Nancy E. claimed that water and electricity were hijacked from surrounding companies and that raw sewage was poured into the storm drains. Council had a picture in the packet of the most recent incident, which happened on October 21. Nancy E. stated that employees were afraid and customers were lost due to the issue. Nancy E. referenced the ordinance passed in February of 2025 by the Menlo Park City Council which banned RV parking citywide. Nancy E. encouraged Council to consider implementing a similar ban. 7. Carol G., the founder and producer of the 3rdThursday Cal Ave music festival, stated the festival had been canceled by the City Manager. The Palo Alto Chamber Foundation was the fiscal sponsor of the festival for 2-and-a-half years. After requesting a formalized agreement, the Palo Alto Chamber Foundation declined. Carol G. asked the City to do a sponsorship but was declined. Carol G. read a petition signed by 31 California Avenue business owners and will send the complete and growing list to Council. SUMMARY MINUTES Page 4 of 11 Sp. City Council Meeting Summary Minutes: 11/03/2025 8. Wilson F. wrote a letter to Council regarding 3rdThursdays, which was in the packet. Wilson F. read the letter. Wilson F. wanted City Manager Shikada and Councilmember Lythcott-Haims to keep 3rdThursdays with Ms. Garston. 9. Roger S. had worked with the business community regarding the RV campers and believed there was a disconnect between those dwelling in the RVs and the police. Roger S. emphasized the feeling of abandonment when dealing with this issue. The public wanted to know who will be on the relevant ad hoc committee and when the public can expect to hear from it. Roger S. opined the business community deserved action. Council Member Questions, Comments and Announcements Councilmember Lythcott-Haims commended the response to the federal SNAP funding cuts. The pastor at University AME Zion Church created a Google Doc which aggregated the various supports a food insecure person could receive in Palo Alto and the surrounding communities. Councilmember Lythcott-Haims encouraged people to share the document. Councilmember Burt opined the City and School District could step up to help the community regarding the lack of SNAP funding. Councilmember Burt stated the amount needed for toddlers, infants, and preschoolers with PACCC was around $2,500 per week. Councilmember Burt wanted Council to help immediately and suggested using the discretionary funds of the City Manager or the Council Contingency Fund. CalTrain was composing a schedule update on safety and security improvements that would occur at Charleston Meadows and Palo Alto Avenue. Councilmember Burt expected to provide the community with the update within a week. Councilmember Burt had received the report from the recent ULI study. On November 18, the VTA ad hoc committee will receive a presentation on the recommendations in the study. The Metropolitan Transportation Commission had a 2-day workshop retreat with a focus on discretionary funding, which had been focused on transit-oriented communities. Over the last 10 to 15 years, there was significant growth in the proportion of new housing development in transit-oriented areas but, up until COVID, there had been a slight decline in transit use. Palo Alto and Stanford provided about 75 percent of all CalTrain GoPasses. Palo Alto’s participation in the BayPass program for City employees received attention from the MTC and was being treated as a model. Vice Mayor Veenker was representing Mayor Lauing and the City at the C40 Cities World Mayors Summit in Rio de Janeiro, Brazil. C40 Cities was a worldwide collection of cities that powered global climate action through the collective strength of cities. There was frustration with the current federal U.S. administration but American cities were thanked for staying committed to climate action. Mayor Lauing reported that the OSV parking ad hoc committee had been formed. The members were Mayor Lauing, Councilmember Lythcott-Haims, and Councilmember Reckdahl. The first SUMMARY MINUTES Page 5 of 11 Sp. City Council Meeting Summary Minutes: 11/03/2025 meeting would take place in 2 days. On Friday the 24th, Mayor Lauing attended the Alta Housing volunteer event where the City was presented with an award in honor of 55 years of partnership with organization. Mayor Lauing mentioned the funding crisis happening with Allcove. The next Mayor’s press and community forum at the Rinconada Library in the Embarcadero Room would occur on Thursday. Action Items 2. Approval of three reports: the City of Palo Alto Community Wildfire Protection Plan, the Emergency Preparedness: Wildfire Audit Report by the City Auditor (as recommended by the Policy and Services Committee), and Adopt a Resolution Approving the City of Palo Alto Emergency Operations Plan. CEQA status: not a Project Assistant City Manager Kiely Nose noted the Wildfire Audit was unanimously approved by the Policy and Services Committee. Director Ken Dueker explained that the Emergency Operations Plan (EOP) was a foundational emergency planning document that was updated about every 5 years. It went through the Emergency Services Council, chaired by the Mayor, and passed unanimously. There were 4 public comments received during the open extended public comment period. The Wildland Urban Interface (WUI) included areas west of Foothill Expressway and Junipero Serra Boulevard to Skyline; Open Space and Parks; over 200 homes within the City limits; neighboring cities and towns; several million square feet of commercial buildings and businesses; and infrastructure. Fire Chief Stephen Lindsey explained the standing objectives for the Community Wildfire Protection Plan (CWPP) were to prevent and mitigate catastrophic wildfire with the goal of containing fires to less than 10 acres and to coordinate limited public safety resources. The 2025 CWPP update included the planning environment, actions taken, updated risk hazard assessment, and new fuel treatment actions recommendations. Hazardous home fuel inspections had been conducted wherein 130 homes in the foothills were inspected and recommendations of fuel reduction efforts were made to the homeowners. A slide showed different treatment methods and fuel reduction actions. Some constraints regarding evacuation routes included the few narrow mountain roads and terrain. Director Dueker stated there was a lot of coordination with neighbors and mentioned the Fire Safe Council. Director Dueker noted that technology was a big part of the early fire warning efforts. In partnership with Stanford and Woodside Fire District, 50 N5 wildland smoke sensors were deployed. The Police Department was considering the deployment of UAS drones, which would be shared among public safety agencies. Fire Chief Lindsey explained that a City’s posture was the readiness and ability to respond. Palo Alto was in agreement with the Santa Clara County Fire Department and the Los Altos Hills Fire Protection District to cover Fire Station 8, which was at the top of Foothills Park. There was a SUMMARY MINUTES Page 6 of 11 Sp. City Council Meeting Summary Minutes: 11/03/2025 Type 3, 4WD fire engine staffed during peak hours from 8 A.M. to 8 P.M. Fire Chief Lindsey described the process of involving CAL FIRE if a fire threatened a Mutual Threat Zone. Director Dueker commended the UAC and Utilities Department for the proactive stance taken in undergrounding electric utilities and extending fiberoptics to the foothills, which will aid in future technology and detection efforts. City Auditor Kate Murdock said the objective of the audit was to determine whether the City was working to prevent wildfires and if the City was adequately prepared to respond to wildfires as part of the City’s emergency management plan. There were 2 findings. The first was that the City had made significant investments in and had strong programs aimed to prevent and mitigate wildfire risks but there were areas for improvement, such as enhancing community outreach and engagement. Some recommendations included better tracking and monitoring of WUI property violations to enhance enforcement, formalizing the contract with CAL FIRE, and better coordinating education and outreach efforts of OES, Fire, and CPAU. The second finding was that the City had a strong emergency response plan but should consider possible improvements to evacuation planning, training, implementation of after-action report recommendations, and communication efforts. It was recommended that the City formally track and monitor findings and recommendations identified during training exercise and after- action reports; increase resident registration in the County’s emergency alerting system; and improve access, tracking, and monitoring of mutual aid agreements, expiration dates, and key contacts for ease of use in emergency situations. Director Dueker said staff recommended that City Council adopt a resolution approving the City of Palo Alto Emergency Operations Plan (EOP), approve the City of Palo Alto Community Wildfire Protection Plan (CWPP) and authorize submittal to County of Santa Clara, and approve the Emergency Preparedness: Wildfire Audit Report. Public Comment: None. Councilmember Burt opined wildfires were the greatest threat faced by the community and City government. Councilmember Burt advised against looking at previous decades to assess the risk level, which had been increasing, and judging the adequacy of the plans based on the improvement from the previous plan or in comparison to neighbors’ plans. Councilmember Burt wanted to have a plan that was proportionate to the actual risk and consequences in the coming decades. Councilmember Burt asked the clerk to provide Council with hard copies of the plan as a follow-up to the meeting. Since 2000, the number of people estimated to have died statewide from compromised pulmonary conditions as a result of fire smoke was approximately 100 times more than those who died directly from fires. Flood control was based on having a watershed. The modeling done on flood control and measures did not anticipate a loss of a watershed. Councilmember Burt commented on the environmental impact, potential habitat loss during a megafire, and the economic impacts of wildfires. Councilmember Burt noted that elected officials could help with the collaboration efforts with Los Altos Hills and Stanford. Councilmember Burt was interested in the Federal Responsibility Area. SUMMARY MINUTES Page 7 of 11 Sp. City Council Meeting Summary Minutes: 11/03/2025 Councilmember Burt proposed permeable surfaces that were not hardscape around City facilities. Councilmember Stone agreed wildfires were one of the greatest threats to the City. There were 5 departments tasked with preventing and responding to wildfires. Councilmember Stone asked what plans were in place to mitigate the risk of gaps in services and/or responsibility areas when wildfires occurred. Councilmember Stone asked how many departments and staff members were authorized to validate and send alerts in the event of an emergency and what protections and trainings were in place to ensure there were always trained personnel on duty to do so. Councilmember Reckdahl asked if Zone Zero was mandatory and worried about resistance to it. Councilmember Reckdahl questioned if the City had any experience with BurnBot and if it could be used for shrubs as well as grass. Councilmember Reckdahl queried if the City could get easements to trim roadsides on private lands. Councilmember Reckdahl wondered how to encourage people to leave the house if there was an evacuation. Councilmember Lu asked if there were ordinances or tools from the City or County that political or elected entities should pursue or investigate to make the community more resilient. Councilmember Lu queried if there was an option for Council to employ more aggressive ordinances regarding things like weed abatement and defensible space requirements. Vice Mayor Veenker asked if elected officials could encourage Firewise communities. Vice Mayor Veenker questioned who monitored the N5 wildland smoke sensors. Director Dueker explained the Emergency Operations Center (EOC) was the touchstone for all City staff in the event of a wildfire. A wildfire annex update was being worked on. Many other agencies would likely be involved in the event of a wildfire. For communications, the 911 dispatch and Police Department communications staff were relied on most heavily. The next escalation would be to County communications. There were prepopulated polygons and messaging. There were many low-tech approaches to public alerting that staff would likely undertake, including PA systems on vehicles. Director Dueker explained there was no legally mandatory evacuation and people had a right to stay at home during a wildfire, although Director Dueker advised against it. Fatalities in fires were caused by people who left late, which also negatively affected firefighters. Director Dueker explained the City had strong working relationships with peers. Director Dueker stated the Department could ask for more budget but understood the constrained fiscal environment. Director Dueker opined that taking a regional approach to certain technologies was prudent. City Manager Ed Shikada explained that there were means of communication, such as AlertSCC, to alert the public of warnings. Staff maintained close coordination with other agencies on communication to ensure the consistency of information shared. City Manager Shikada confirmed that person-to-person reinforcement of Firewise communities would be helpful. SUMMARY MINUTES Page 8 of 11 Sp. City Council Meeting Summary Minutes: 11/03/2025 Fire Chief Lindsey said the first phase was to look at how to exercise early alert systems to ensure there were redundancies in place, the right stakeholders were engaged in the emergency alert systems, and how to do that in a manner that validated efficacy without creating paranoia. The next phase was to look at exercising an evacuation. Fire Chief Lindsey explained that Zone Zero was the first 5 feet around a house that had hardening. Implementing Zone Zero in conjunction with other home hardening measures could reduce the risk of home loss during a wildfire. The City did not enforce Zone Zero. Fire Chief Lindsey encouraged people to sign up for AlertSCC. A recommendation from the audit was to have Firewise communities within the foothills. The Fire Safe Council had people who go into a neighborhood association or group and explain how to become a Firewise neighborhood. BurnBot was a large machine dragged behind a towing device that burned soil, shrubs, and grasses down to mineral soil in a way that was fully contained in a box. The Fire Department may consider that technology in the future. BurnBot could go over short shrubs. There was a process to get easements on roadsides; however there was a right-of-way along each roadside prescribed by use of the road. In some areas, there was a fence closer than what typical easement access would be. There had been outreach to encourage property owners to address that issue. Fire Chief Lindsey noted the participation in the regional-wide annual wildfire drill. Each month, there was a strike team drill which exercised Santa Clara County mutual aid partners to respond to a specific location on a common operating channel with equipment and appropriate personnel. Ensuring there was a common operating channel was best practice. Fire Chief Lindsey believed the best approach was to educate people and encourage action; however, there were escalation protocols in place for wildfire mitigation and weed abatement if necessary. Fire Chief Lindsey explained that a Firewise community was an initiative driven by homeowners in the WUIs. For the sensors, there was a dashboard and enrolled users. Users enrolled for alerts included the City of Palo Alto, fire personnel, Woodside Fire Protection District, Los Altos Hills, Stanford, and other partner agencies including rangers. MOTION: Councilmember Stone moved, seconded by Councilmember Reckdahl to: 1. Adopt a resolution approving the City of Palo Alto Emergency Operations Plan (EOP), 2. Approve the City of Palo Alto Community Wildfire Protection Plan (CWPP) and authorize submittal to the County of Santa Clara, and 3. Approve the Emergency Preparedness: Wildfire Audit Report by the City Auditor (as recommended by the Policy & Services Committee). MOTION PASSED: 7-0 SUMMARY MINUTES Page 9 of 11 Sp. City Council Meeting Summary Minutes: 11/03/2025 Closed Session 3. CONFERENCE WITH CITY ATTORNEY-POTENTIAL LITIGATION Subject: Initiation of litigation in one case Authority: Potential Exposure to Litigation Under Government Code Section 54956.9(d)(4) Number of potential cases: 1, as Plaintiff. 4. Public Employee Performance Evaluations Authority: Cal. Gov. Code section 54957 (b) Title: City Manager Public Comment: Herb B. stated the public had no indications from Council as to what standards were being used to evaluate the City Manager. Herb B. opined the key goals and performance indicators should be public knowledge. Herb B. believed Vice Mayor Veenker should disclose whether there was anyone else in the room and, if so, who. MOTION: Councilmember Reckdahl moved, seconded by Councilmember Lythcott-Haims to go into Closed Session. MOTION PASSED: 7-0 Council went into Closed Session at 6:38 P.M. Council returned from Closed Session at 10:26 P.M. Mayor Lauing announced no reportable action. Consent Calendar MOTION: Councilmember Reckdahl moved, seconded by Councilmember Lythcott-Haims to approve Agenda Item Numbers 5-10, 12-13 (Agenda Item Number 11 Removed Off Agenda). MOTION PASSED: 6-0-1, Veenker Absent 5. Approval of Minutes from October 15, October 20, and October 22, 2025 Meetings 6. FIRST READING: Adoption of an Ordinance Repealing Chapter 15.04 of the Palo Alto Municipal Code and Adopting a New Chapter 15.04, the California Fire Code (2025 Edition) With Local Amendments and Related Findings. CEQA Status: Exempt Pursuant to Section 15061 of the CEQA Guidelines. SUMMARY MINUTES Page 10 of 11 Sp. City Council Meeting Summary Minutes: 11/03/2025 7. Approval of Budget Amendments in the Local Housing Trust Fund, Residential Housing In-Lieu Fund, Residential Housing Impact Fee Fund, and Commercial Housing Impact Fee Fund to Reflect Prior City Council Funding Commitments for the Development of 3001 El Camino Real 100% Affordable Multi-Family Housing Project; CEQA Status: Not a Project. 8. Approval of Professional Services Contract Number C26194191 with TJC and Associates, Inc. in the Amount Not-to-Exceed $242,483 for Dahl & Park Reservoirs Structural Evaluation and Condition Assessment. CEQA Status – Exempt Under CEQA Guidelines Sections 15061(b)(2) and (b)(3). 9. Adoption of a Resolution Approving The Palo Alto Museum‘s Facility Naming Plan for the Roth Building; CEQA status – not a project. 10. Approval and Authorization for the City Manager or Designee to Execute Purchase Orders as Needed with the Okonite Company for Underground Cable for the Utility's Electric Underground System in an Annual Amount of $800,000 for a Total Not-to- Exceed Amount of $4,000,000 for a Period of Five (5) Years. CEQA Status: Not a Project. 11. Approval of Seven Items to Support the Automated Weather Observation System Project, AP-19000, at Palo Alto Airport: 1) Approval of Construction Contract No. C26194026 with Vellutini Corporation DBA Royal Electric Company, in an Amount Not to Exceed $1,699,810; 2) Authorization for the City Manager or Designee to Negotiate Change Orders Up to a Not-to-Exceed Amount of $254,971; 3) Approval and Authorization for the City Manager or Designee to Execute Contract Amendment 3 to Contract No. C21178372C with C&S Engineers, Inc. for a Not-to-Exceed Amount of $464,613 and a Contract Extension Through December 31, 2026; 4) Authorization and Approval for the City Manager or Designee to Execute Contract Amendment 1 to Contract No. C21178372B with Burns & McDonnell for a Contract Extension Through December 31, 2026; 5) Approval and Authorization for the City Manager or Designee to Execute Contract Amendment 1 to Contract No. C211783782A with Centurion Planning & Design LLC to extend the contract term through December 31, 2027; 6) Adoption of a Resolution Authorizing the Submittal of Applications and Execution of Grant Agreements with the California Department of Transportation for Airport Improvement Program Matching Grants; and 7) Approval of a Budget Amendment in the Airport Enterprise Fund; CEQA Status - Exempt Under CEQA Guidelines Section 15302 (Agenda Item Number 11 Removed Off Agenda) 12. Approve a Cost-Sharing Agreement with Stanford University Not-to-Exceed $878,200 for Design and Engineering Services for the Quarry Road Improvements and Transit Center Access Capital Project (PL-16000) and approve budget amendments in the General Fund, Capital Improvement Fund, and the Stanford University Medical Center (SUMC) Fund; CEQA status – statutorily exempt under Pub. Res. Code § 21080(b)(12). SUMMARY MINUTES Page 11 of 11 Sp. City Council Meeting Summary Minutes: 11/03/2025 13. Approval of the Acceptance of State of California Citizens Options for Public Safety (COPS) Funds of $211,715 and a Budget Amendment in the Supplemental Law Enforcement Services Fund for municipal police service expenses; CEQA status – not a project. City Manager Comments City Manager Ed Shikada mentioned that staff was working on adding an item to the consent agenda next week to provide utility payment relief for federal workers and customers/residents who were part of the Qualified Income Rate Assistance Program. It would waive late fees otherwise due for utility bills that occurred during the federal shutdown. Study Session 14. Establishing the City Council Annual Calendar of Meetings, Recesses, and City Council Events for the Calendar Year 2026; CEQA status – not a project NO ACTION – Item deferred to a date uncertain. City Clerk Mahealani Ah Yun said staff needed guidance on 2 issues before bringing the item on consent. Assistant City Clerk Christine Prior explained staff wanted to know Council preferences on holding special meetings on third Wednesdays versus fourth Mondays and wanted input on the date for the Council retreat in January. Councilmember Lythcott-Haims wanted to defer the item until all members were present. Mayor Lauing adjourned in honor of the late community member Jessica Roth. Adjournment: The meeting was adjourned at 10:32 P.M.